DATE: DECEMBER 3, 2024
DEPARTMENT: PUBLIC WORKS, FLEET DIVISION
FROM: DAVID JACOBS, PUBLIC WORKS DIRECTOR
BY: TERRY MILLEMAN, FLEET MANAGER
TITLE: FLEET MANAGEMENT SOFTWARE RENEWAL
RECOMMENDED MOTION:
A motion to approve a Resolution authorizing the City Manager to execute a software agreement with Rarestep, Inc., dba Fleetio for the City’s fleet management software in an amount not to exceed $96,817.00 from January 15, 2025 to January 14, 2028, subject to the appropriation of funds.
EXECUTIVE SUMMARY:
Staff requires a reliable fleet management software to automate essential operations to keep vehicles and equipment running efficiently and support data-based decisions. A reliable software is crucial to support the safe operation of City vehicles and minimize the risk of liability. Our current contract with Rarestep, Inc., dba Fleetio will expire January 15th, 2025. Staff is requesting the approval to enter into another three-year agreement with Rarestep, Inc., dba Fleetio for the City’s fleet management software for a 3-year term with total costs not to exceed $96,817.00.
BACKGROUND:
To support the safe operation of City vehicles and minimize the risk of liability, Staff requires an efficient and reliable fleet management software to track maintenance and inspections and allow reporting on fleet preventative maintenance, repairs, and inspections. This system automates essential operations to keep vehicles and equipment running efficiently and support data-based decisions.
The City of Salinas in 2020 tested three separate fleet maintenance information systems. The City started with a system called Asset Works. While this system could help with tracking maintenance it was cumbersome to use. It was not intuitive, did not allow easy-to-use inspections, did not incorporate mobile-based photos, and was based on an older style platform. Then we tried RTA Fleet which operated much like Asset Works.
We then tried Fleetio and found it was intuitive and the workflows were such that anyone could use it with little training. Fleetio allows users to perform various inspections at any location using any smart device. Fleetio permits an unlimited number of users, thereby allowing unlimited inspections and simultaneous access. This allows us to see real-time issues while helping us capture mileage on each of the City of Salinas assets. This helps us create timely inspections based on usage, preventing the under or over servicing of vehicles and equipment. We’re able to properly maintain records for Federal Motor Carrier, California Bureau of Automotive repair, California Air Resources Board and the Monterey Bay Air Resources Board. All these agencies require records of compliance.
Public Works Fleet, Fire, Police, and IT have all evaluated Fleetio and have been using this service since February 2021. The information storage is unlimited, and data is cloud-based. The City’s Information Systems Manager has evaluated and approved Fleetio as a viable software from the Information Systems perspective.
The three (3) year contract is paid over 3 years. The first-year annual fee is $29,250 will be due January 15th, 2025, and will increase annually by roughly 10%. The second year will cost $32,175.00. And the third year will cost $35,392.00. For a total amount not to exceed $96,817.00 Fleetio listed on the U.S. General Services Administration (GSA) federal supplier list as an IT Schedule 70 contract holder, authorizing it as a government-approved supplier of fleet management software. The GSA federal supplier list provides federal, state, and local agencies with a list of pre-approved suppliers which have been thoroughly vetted through a lengthy application, review, and approval process that list government negotiated pricing for approved products and services. IT schedule 70 enables companies to shorten procurement processes and streamline technology purchasing decisions by having access to pre-negotiated pricing.
The cooperative purchases with other government agencies are exempt from the competitive bid process per Salinas Municipal Code Section 12-25 – Exceptions “cooperative purchasing with other governmental agencies.” General Services Administration (GSA) is a local government unit, public corporation, and public agency under GSA schedules. Rarestep (DBA Fleetio) GSA contract number is GS-35F-47QTCA20D0044.
CEQA CONSIDERATION:
Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).
CALIFORNIA GOVERNMENT CODE §84308 APPLIES:
No
STRATEGIC PLAN INITIATIVE:
The requested Council action directly relates to Council’s Strategic Plans or Goals of providing “Operational Efficiencies” and “Investment Strategies/Risk Management”.
DEPARTMENTAL COORDINATION:
Fleet Maintenance has coordinated with the Police, Fire, and Information Technology Departments on the selection of this software and will continue to coordinate with the Finance and Legal Departments during the purchasing process.
FISCAL AND SUSTAINABILITY IMPACT:
Fund
Appropriation
Appropriation
Name
Total Appropriation
Amount for recommendation
FY 24-25 Operating Budget Page
Last Budget Action (Date, Resolution)*
7120
50.5233-63.4980
Outside services Maintenance - Software
$37,335
$29,250
410
6/11/24, 22979
* The FY 24-25 Budget was adopted on June 11, 2024.
The first annual payment of $29,250 is appropriated in the FY24-25 Operating Budget. Additional funds for future years will be included in the budget development process.
ATTACHMENTS:
Council Resolution
Software Agreement
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