City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: OCTOBER 20, 2026 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL SUBJECT: PROFESSIONAL CONSULTANT SERVICES AGREEMENT WITH RON TURLEY ASSOCIATES, LLC OF GLENDALE, ARIZONA THROUGH SOURCEWELL CONTRACT NO. 102924-RTA, FOR FLEET360 FLEET MANAGEMENT SOFTWARE IMPLEMENTATION SERVICES IN THE AMOUNT OF $190,992, AND THREE-YEAR SOFTWARE SUBSCRIPTION IN THE TOTAL AMOUNT OF $368,338.10; AUTHORIZE A SUPPLEMENTAL APPROPRIATION FROM THE CENTRAL GARAGE FUND AVAILABLE FUND BALANCE IN THE AMOUNT OF $307,832 FOR FIRST-YEAR IMPLEMENTATION AND SUBSCRIPTION - SUPPLEMENTAL APPROPRIATION ISSUE:
Consider approving the Professional Consultant Services Agreement with Ron Turley Associates, LLC of Glendale, Arizona, through Sourcewell Contract No. 102924-RTA, for Fleet360 Fleet Management Software Implementation Services in the amount of $190,992, and a three-year software subscription in the total amount of $368,338.10; and authorize a supplemental appropriation from the Central Garage Fund available fund balance in the amount of $307,832 for first-year implementation and subscription costs.
RECOMMENDATIONS:
That the City Council:
Approve the Professional Consultant Services Agreement with Ron Turley Associates, LLC of Glendale, Arizona, through Sourcewell Contract No. 102924-RTA, for Fleet360 Fleet Management Software Implementation Services in the amount of $190,992, and a three-year software subscription in the total amount of $368,338.10; With at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record a supplemental appropriation in the amount of $307,832 in the Central Garage Fund, General Services Central Garage, Professional Services Account from available fund balance; and Authorize the City Manager, or designee, to execute the agreement and all related documents necessary to implement and administer the agreement throughout its three-year term, including annual subscription documents, purchase orders, amendments, renewals, and other administrative documents required for Years 2 and 3.
BACKGROUND:
The General Services Department, Fleet Division (Fleet), is responsible for maintaining and managing the City’s diverse inventory of nearly 2,000 vehicles and equipment. Fleet has used AssetWorks M5 (M5) as its fleet management information system (FMIS) since 1992, to track assets, work orders, preventive maintenance, labor, parts, fuel, and other fleet-related activities.
An effective, user-friendly FMIS is essential to Fleet’s daily operations and long-term planning. The system must provide reliable information that enables Fleet staff to monitor key performance indicators, evaluate operational efficiency, identify trends, and make informed decisions regarding staffing, maintenance practices, equipment replacement, and budget needs. This requires the collection and analysis of hundreds of operational data points associated with each asset and repair activity.
Key performance indicators (KPIs) include preventive maintenance compliance, vehicle availability, downtime, repair turnaround time, work-order backlog, technician productivity, labor hours, parts usage, repair costs, repeat repairs, job-task completion, fuel consumption, and total cost of ownership. Accurate and timely reporting of these measures allows Fleet to evaluate shop performance, improve accountability, control costs, and ensure City departments have safe and reliable vehicles and equipment available to provide essential services.
DISCUSSION:
Challenges
As Fleet’s operational and reporting needs have expanded, the current legacy M5 system has become increasingly difficult for staff to use effectively. Routine tasks require numerous steps, training is time-intensive, and the system’s limited mobile functionality slows the entry of work order updates, technician notes, inspections, photographs, meter readings, labor hours, parts usage, completed job tasks, and vehicle status changes. These limitations have contributed to inconsistent data entry and reduced confidence in reports, asset histories, and performance measurements.
Staff rely on spreadsheets, emails, side logs, and manual communication to supplement the current system. These parallel workarounds make it difficult to reliably track KPIs, calculate complete life-cycle costs, monitor preventive maintenance compliance and vehicle downtime, evaluate labor and parts efficiency, manage inventory, measure shop productivity, and support long-term vehicle replacement and budget planning.
Evaluation of Alternatives
Fleet staff initially researched options by attending trade shows and found that although there are other systems available, AssetWorks and RTA are considered the industry leaders for large fleets and provide established fleet maintenance software options with long histories in the public sector. Fleet staff then focused their evaluation for modernizing the City’s fleet management information system on three options: upgrading the current AssetWorks M5 platform, replacing the current system with AssetWorks FleetFocus, and replacing the current system with RTA Fleet360. The evaluation considered system usability, mobile functionality, reporting capabilities, workflow efficiency, data accessibility, implementation requirements, vendor support, and the ability to track key performance indicators and other operational metrics.
RTA and AssetWorks conducted several system demonstrations for Fleet staff. These demonstrations allowed staff who regularly use the system to evaluate its functionality, usability, mobile capabilities, work order processes, reporting tools, and ability to support daily fleet operations.
To further evaluate the system, the staff interviewed representatives from four public agencies currently using RTA Fleet360: the City of Las Vegas, Kern County, the City of Vancouver, Washington, and the City of Santa Ana. Conversations covered implementation, daily operations, reporting, customer support, system strengths, and operational challenges.
Fleet also considered costs associated with a system change. Note that costs for AssetWorks FleetFocus software-as-a-service (SaaS) and on-premise options were provided. The following table summarizes the costs of three options:
Options
Year 1 Investment
Average Annual Recurring
Description
Upgrade current M5 System
$145,175.92
$90,810.82
Maintain current platform with mobile licensing, implementation assistance, and training Replace with AssetWorks FleetFocus - SaaS
$325,075.00
$149,475.00
Migrate to AssetWorks Fleet Focus software-as-a-service (SaaS) Replace with AssetWorks FleetFocus - On-Premise
$362,163.75
$42,018.75
Purchase perpetual license and migrate to an on-premise environment Replace with RTA Fleet360
$190,992.00
$123,000.00
Migrate to RTA Fleet360, software-as-a-service (SaaS)
Although upgrading M5 has the lowest cost, it would continue to use the same platform and unreliable data that is contributing to ongoing operational and reporting challenges. The AssetWorks alternatives require significant implementation costs and do not provide the combined system replacement and fleet consulting package included in the RTA proposal.
Based on the system evaluation, employee input, and feedback from current public-agency users, Fleet identified RTA Fleet360 as the option that best meets current operational needs and provides the functionality needed to improve data collection, reporting, performance measurement, and long-term fleet planning. The system will improve the accuracy and timeliness of data by allowing technicians and supervisors to enter labor hours, parts usage, inspections, photographs, meter readings, job-task updates, and vehicle status information directly from mobile devices. RTA Fleet360 provides dashboards, automated workflows, scheduled reports, and analytical tools that will enable Fleet to monitor key performance indicators and evaluate hundreds of operational metrics. These capabilities will improve Fleet’s ability to track preventive maintenance compliance, vehicle availability, downtime, repair turnaround time, work-order backlog, technician productivity, labor and parts costs, repeat repairs, fuel usage, and total cost of ownership.
The system will reduce Fleet’s reliance on spreadsheets, emails, side logs, and other manual processes. Centralizing fleet information within one system improves accountability, increases confidence in operational reports, supports informed staffing and budget decisions, strengthens long-term vehicle replacement planning, and helps ensure City departments have safe and reliable vehicles and equipment available to provide essential services.
Fleet360 is a cloud-based FMIS designed to manage vehicles and equipment, work orders, preventive maintenance, inspections, parts, fuel, vendors, purchase orders, shop scheduling, motor pool operations, and reporting. The proposed Enterprise package includes mobile access, embedded dashboards and analytics, more than 50 standard reports, custom and scheduled reporting, multi-location shop management, workflow automation, single sign-on, multi-factor authentication, training, and phone and email support.
The proposal covers up to 2,000 assets and includes the Motor Pool module for reservations, availability, rates, and vehicle check-in/check-out, as well as Fleet Wiki for fleet policies, procedures, vendor contacts, and operating references. Implementation services include account setup, data import, conversion and validation, virtual implementation support, additional virtual training, go-live assistance, preventive maintenance scheduling support, a diagnostic fleet assessment, three days of on-site training, and professional services.
The proposed implementation also includes the Fleet Valet Premium implementation package in the amount of $41,354 and an additional three-day onsite training program in the amount of $9,108. Fleet Valet Premium includes account setup, data import, conversion and validation, implementation support, training, and go-live assistance.
Fleet Consulting Services
A major benefit of the RTA proposal is the inclusion of fleet consulting services that directly support implementation and the operational improvements identified by the City's recent fleet assessment. The consulting scope provides more than 600 hours across the following eight tasks:
Task
Consulting Service
Hours
Cost
1 Fleet consulting support during implementation
40 $9,200
2 Fleet class code assignment
28 $6,440
3 Replacement cycle recommendations
24 $5,520
4 Long-term fleet replacement plan development
54 $12,420
5 Service-based operating chargeback rate development
46 $10,580
6 Motor pool rate development
42 $9,660
7 Preventative maintenance checklist development
325
$74,750
8 Fleet360 billing implementation
52 $11,960
TOTAL
611
$140,530
The consulting work will standardize the City's asset class codes, establish replacement cycles, create an implementation-ready long-term replacement plan, develop transparent operating and motor pool chargeback rates, build preventive maintenance schedules and inspection checklists for up to 25 vehicle and equipment groups, and configure Fleet360 billing. These deliverables will improve data quality, preventive maintenance compliance, cost recovery, replacement forecasting, and long-term budget planning.
Cooperative Procurement
The RTA proposal applies to Sourcewell Contract No. 102924-RTA pricing. The quoted annual software and module pricing reflects an 8 percent discount, and the consulting services are priced at the Sourcewell contract rate of $230 per hour. Use of an established cooperative purchasing contract allows the City to obtain competitively awarded pricing and contract terms while reducing the time and administrative effort required for separate solicitation.
Purchasing Overview
This action is pursuant to Purchasing Resolution 24421, Section 702 which states, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances … (f) When Cooperative Purchasing is available and undertaken or when Services can be obtained through Federal, State and/or other public entity pricing contracts or price agreements.” The Purchasing Manager concurs that the recommendation action is in accordance with Purchasing Resolution No. 24421.
The IT Director concurs with this report.
FISCAL IMPACT:
The total fiscal impact of the three-year agreement is $559,330.10 as outlined in Table 1 below.
Table 1. Software Costs
Cost Component
Year 1
Year 2
Year 3
Total
RTA Fleet360 Software subscription
$116,840.00
$122,682.00
$128,816.10
$368,338.10
Fleet Valet Premium implementation
$41,354.00
$0.00
$0.00
$41,354.00
Additional three-day onsite training program
$9,108.00
$0.00
$0.00
$9,108.00
Professional fleet consulting services
$140,530.00
$0.00
$0.00
$140,530.00
Total
$307,832.00
$122,682.00
$128,816.10
$559,330.10
The Year 2 and Year 3 software subscription costs reflect a 5% annual increase.
Upon Council approval, a supplemental appropriation in the amount of $307,832 will be recorded as shown in Table 2 below.
Table 2. Supplemental Appropriation
Fund
Program
Account
Amount
Central Garage
Professional Services
2215000-421000
$307,832.00
Appropriations for future fiscal years will be included in the Department’s Budget submissions for those fiscal years to be presented to the City Council for approval.
Prepared by: Joe Vieyra, Deputy General Services Director Approved by: Lee Withers, General Services Director
Certified as to
availability of funds: Julie Nemes, Finance Director
Approved by: Edward Enriquez, Assistant City Manager/Chief Financial Officer/City Treasurer
Approved as to form: James Johnson, City Attorney
Attachments:
Agreement
RTA Fleet360 Proposal
RTA Consulting Addendum
AssetWorks Pricing Summary
City Fleet Management Software System Replacement h Page 5