Administrative
Report
H.6., File # 22-4931 Meeting Date: 11/15/2022
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, DIRECTOR OF PUBLIC WORKS
TITLE
APPROVE AN AGREEMENT WITH MAINTSTAR INC. FOR ONE-TIME FLEET MANAGEMENT
SOFTWARE UPGRADES AND ONGOING SUPPORT SERVICES FOR A FIVE-YEAR COST NOT TO EXCEED $174,799
EXECUTIVE SUMMARY
The Public Works Department utilizes MaintStar as the City’s fleet management software system.
The system facilitates management of the vehicle and equipment inventory, maintenance schedule, parts and labor costs associated with the City’s Fleet. The existing legacy MaintStar software version will no longer be supported and requires upgrades to transition to a new system that will allow for ongoing maintenance and hosting services.
BACKGROUND
The City’s current MaintStar system is used by the Public Works Department’s Fleet Services Division as the fleet management system for all of the City’s vehicles, fire apparatus, driver operated machinery and emergency generators. Managing and maintaining this critical inventory is vital to the operation of the Fleet Division and the departments they serve, including Public Works, Police and Fire. The software management system is a key tool utilized by Fleet to perform timely and costeffective maintenance. It facilitates workflow management and helps keep the City’s civilian and public safety vehicles/equipment serviced and operational while minimizing downtime. The upgraded system will provide new functionality to assist the Fleet Division in managing and reporting the vital maintenance operations of the Division. It is anticipated this will further improve workflow and efficiency. The upgraded system will be cloud hosted, which will reduce the need for dedicated internal information technology (IT) resources.
Staff input, track and report data using the system to determine labor and maintenance costs, making it a critical tool for budgeting both in Public Works and citywide. The system data is used to determine the allocation of City fleet costs and Internal Service Fund (ISF) allocations by department.
It is also used by Human Resources to inform decisions regarding insurance needs and costs.
Staff were advised by the vendor that the existing software version utilized by the Department will not be supported beyond 2022. Staff in Public Works and IT have been working with the vendor to plan for a seamless transition to the upgraded system.
City Council approved additional one-time and ongoing funding for the fleet management software upgrade in the FY 2022-23 Adopted Budget. The funding for the one-time and ongoing costs is
H.6., File # 22-4931 Meeting Date: 11/15/2022
upgrade in the FY 2022-23 Adopted Budget. The funding for the one-time and ongoing costs is available in the Public Works, Fleet Division Maintenance and Operations budget. There is no additional impact to the City budget. In order to determine price competitive and reasonableness, staff referenced a recent Request for Proposals (RFP) performed by the County of Santa Mateo, California, in which MaintStar was the successful bidder. The pricing schedule in the proposed agreement is comparable to or less than that of the MaintStar proposal selected by San Mateo County.
Public Works Department has coordinated with I.T. and will continue to do so throughout the data migration and implementation phases of the project. The upgrade to the new software version should not be heavily dependent on IT resources during the transition. Completion of the project is anticipated within three months of the Agreement approval.
COORDINATION
Public Works coordinated this item with the Information Technology and Financial Services Departments and the City Attorney’s Office.
FISCAL IMPACT
Funding for this agreement was appropriated in the Fiscal Year 2022-23 Budget.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - MaintStar with Certificate of Insurance