City Council
Report
City Council Meeting: May 28, 2024
Agenda Item: 5.G
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To: Mayor and City Council
From: Sarkis Metspakyan, Acting Chief Information Officer, Information Services Department
Rick Valte, Public Works Director, Public Works Department Subject: Approval of First Modification to Agreement with AssetWorks, Inc. for Fleet Asset Management System Hosting, Maintenance, and Support Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines;
2. Authorize the City Manager to negotiate and execute a first modification to agreement # 10801 in the amount of $264,523 (including a 10% contingency) with AssetWorks, Inc. for systems implementation, training, hosting services, and software support and maintenance for a Fleet Asset Management System with Telematics Solution for the Public Works Department. This will result in a 10-year amended agreement with a new total amount not to exceed $1,590,075.00, with future year funding contingent on Council budget approval.
Summary
The Public Works Department Fleet Management Section uses the FleetFocus fleet asset management system (FAMS) from AssetWorks, LLC to monitor vehicle and equipment information, oversee fleet maintenance and repair activities, and maintain up to date records of preventative maintenance and repairs to the City’s fleet of over 800 vehicles and equipment. The FleetFocus system also integrates with other AssetWorks modules currently being implemented by the Public Works and the Information Services Departments to share information about fueling and other vehicle information. The current agreement with AssetWorks expires June 27, 2024. To complete these projects 2 of 4
and to continue using FleetFocus, staff recommends extending the term of the agreement for an additional five years. This first modification will include application hosting, software maintenance and support, and additional training for staff on software feature upgrades at a cost of $264,523. AssetWorks is the only vendor qualified to host, support, and train on its proprietary applications.
Discussion
On January 22, 2019, (Attachment A), Council approved an agreement with AssetWorks FleetFocus to replace the City’s former FAMS after staff completed an extensive RFP process. FleetFocus is equipped with a user-friendly graphical user interface, has robust reporting capabilities, integrates seamlessly with Verizon’s NetworkFleet system for automatic vehicle location (AVL) and vehicle operation monitoring.
While parts of the FleetFocus system were implemented starting in 2021, the complete FleetFocus implementation is still in progress. Staff are currently implementing AssetWorks’ FuelFocus module, which is already used by the Big Blue Bus, to automatically share data about fuel usage and greenhouse gas emissions to better manage the City’s fleet.
A first modification extending the agreement is necessary to complete the implementation and additional training, as well as to continue the application hosting and software maintenance and support. The AssetWorks software is a proprietary product and only AssetWorks can provide these services for its software. Engaging a new FAMS would necessitate purchasing and implementing a new system, which would be much more costly than completing implementation of the FleetFocus system and maintaining it and would involve significant disruption to Fleet Management’s operations.
Environmental Review
The proposed contract modification is exempt from the provision of the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA 3 of 4
Guidelines (common sense exemption). The proposal is covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The modification would not result in any adverse physical environmental effects as it encompasses software systems and services. Therefore, the modification to the agreement is exempt from CEQA and no further environmental review under CEQA is required.
Past Council Actions
Meeting Date Description
January 22, 2019
(Attachment A)
Approval of agreement with AssetWorks, LLC, for systems implementation, training, hosting services, and software support and maintenance for a Fleet Asset Management
System with Telematics Solution following RFP process.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Fleet Management Fund to increase the amount of agreement with AssetWorks, Inc. for systems implementation, training, hosting services, and software support and maintenance for a Fleet Asset Management System with Telematics Solution. Future year funding is contingent on Council budget approval.
Contract Modification Request
Agreement
#
Current
Authorized
Amount
FY 2024-25
Modified
Request
Amount
Future Year(s)
Modified
Request
Amount Dept Account #
Total Revised
Contract
Amount
10801 $1,325,552 $1,325,552
10801 $42,937 $207,550 70500001.529230 $250,487
10801 $14,036 $0 70500001.531030 $14,036
TOTAL $1,325,552 $56,973 $207,550 $1,590,075
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Prepared By: Joseph Contreras, Principal Business Process Technology Analyst Approved Forwarded to Council
Attachments:
A. Award RFP No. 164 for the puchase of a Fleet Asset Management System 01- 22-2019 (Web Link)
B. Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System
C. Levine Act Disclosure Form AssetWorks 04.29.2024
D. OAKS INITIATIVE FORM AssetWorks 04.29.2024