January 16, 2024
Public Works
DATE: January 16, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, Director of Public Works
Dee Karnes, Fleet Maintenance Superintendent
Subject: Fleet Maintenance Software Upgrade
FINANCIAL IMPACT: The proposed one-time expenditure to upgrade the software for $88,000 is included in the Public Works Fleet Maintenance Capital Improvement Project budget for
fiscal year 2023-2024 (50336031-400538-03D04); the
proposed expenditure of $22,000 for annual support fees is included in the Public Works Fleet Maintenance
operating budget for fiscal year 2023-2024 (01235031-
400209)
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The Department of Public Works is seeking approval to
upgrade the fleet management software to a web-based
version and receive annual support services.
RECOMMENDED ACTION:
APPROVE an agreement with TT Faster, LLC, dba
FASTER Asset Solutions, for an upgrade of the fleet
management software to Faster Web 2023, for a total
amount not to exceed $157,500, including a one-time fee not to exceed $88,000, and annual support and
maintenance fees for approximately $22,000 for Fiscal
Year 2023-2024, $23,000 for Fiscal Year 2024-2025, and
$24,500 for Fiscal Year 2025-2026 - Public Works
Department (Daniel Chavarria 510-620-5478/Dee Karnes
510-231-3044).
AGENDA
REPORT
January 16, 2024
DISCUSSION:
The Public Works Fleet Maintenance staff has relied on the Windows fleet management software developed by TT Faster, LLC, since 2006. An upgrade to a web-based version of this software is necessary to improve functionality, efficiency, and transparency. The current software faces accessibility issues as it is outdated and has been unsupported on City servers since 2008. This situation frequently results in staff losing access to crucial software functions. Furthermore, in the event of a server crash, the existing software poses a significant risk of data loss, making recovery impossible. Upgrading to a web-based version is imperative to address these challenges and ensure a more reliable and secure fleet management system.
The existing software plays a crucial role in managing the City of Richmond's fleet information database. This database serves various internal functions, including but not limited to internal billing, monitoring fuel consumption, tracking vehicle usage, managing equipment and vehicle inventory, overseeing parts inventory, and scheduling preventative maintenance. Additionally, the software facilitates the creation of work orders to efficiently manage and track service requests within the fleet. Beyond these operational aspects, the software is instrumental in ensuring the City's compliance with smog requirements mandated by the Bureau of Automotive Repair and the State of California. Upgrading to a web-based version is essential not only to address technical issues but also to enhance the overall effectiveness and compliance capabilities of the fleet management system.
The proposed upgrade to a web-based version of this fleet software will include the license fees, unlimited user access, data preparation, and migration along with testing, and training for staff. Public Works is also requesting approval to pay for annual software support, maintenance, and licensing fees for fiscal years 2023-2024, 2024- 2025, and 2025-2026, which will include an anticipated five percent increase per fiscal year. The software upgrade has been approved by the Information Technology Director, Sue Hartman.
DOCUMENTS ATTACHED:
Attachment 1 – Quote 1072
Attachment 2 – General Agreement
Attachment 3 – Sole-Source Justification