TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:May 7, 2024
SUBJECT: Fleet Management Software Upgrade
RECOMMENDATION:
1. Award Professional Services Agreement to TT Faster LLC, dba FASTER Asset Solutions of Virginia Beach, VA, for the upgrade of FASTER WIN Solutions software to the FASTER WEB Solutions, and the addition of Samsara Telematics, effective May 7, 2024, through May 31, 2029, for a total not-to-exceed amount of $496,493.20.
2. Approve a single-source designation to TT Faster LLC, dba FASTER Asset Solutions for the FASTER WEB Solutions including Samsara Telematics.
3. Authorize expenditure in the total amount of $210,945.00 in FY 2023-24 from the following accounts: $139,557.95 from A/C #001-5640-631-3122 (Fleet - Computer Software License), $30,896 from A/C #001-5640-631-4300 (Fleet - Computer Software Maintenance) and $40,491.05 from A/C #001-5640-631-3516 (Vehicle Expense/GPS Telemetry).
4. Authorize expenditure in the total amount of $71,387.05 in FY 2024-25 from the following accounts: $30,896 from A/C #001-5640-631-4300 (Fleet - Computer Software Maintenance); and $40,491.05 from A/C #001-5640-631-3516 (Vehicle Expense/GPS Telemetry).
5. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $210,945 is included in the Adopted FY 2023-24 General Fund Budget and $71,387.05 in year two is included in the Adopted FY 2024-25 General Fund Budget. Funds for the remaining term of the contract will be requested during the upcoming biennial budget process.
Fleet Management Software Upgrade
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5 BACKGROUND:
The City owns approximately 241 vehicles and 600 pieces of off-road and small equipment, which require routine maintenance and repair. The Fleet Division receives and processes roughly 2,275 work orders each year that include special requests, road service calls, preventive maintenance, welding services, fuel station maintenance, and routine inspections that are regulated by the California Highway Patrol, Department of Transportation, and California Air Resources Board (CARB) To manage this work, City staff utilizes FASTER WIN software as the fleet management solution, originally approved for purchase by City Council in 1993.
This software streamlines fleet asset and fuel management, regulatory compliance tracking, parts inventory, and accounting. Staff uses this software to manage the City's fleet by creating and monitoring preventive maintenance schedules for both manufacturer and aftermarket parts. FASTER WIN’s reporting module is efficient and user-friendly. It is regularly used to produce official maintenance records for various automotive oversight agencies including CARB and California Highway Patrol. The current version of FASTER WIN is no longer supported for use on newer servers and therefore requires an upgrade.
The City’s current Global Positioning System (GPS), SafeDispatch, is a client- hosted software application designed to facilitate the City's tracking and monitoring of mobile assets including transit buses, commercial, and non-commercial vehicles. SafeDispatch is outdated and frequently encounters communication breakdowns due to its dependence on 25-year-old radio technology and is in need of replacement.
DISCUSSION/ANALYSIS:
FASTER WIN is transitioning to a cloud-based solution called FASTER WEB, which will provide state-of-the-art technology while preserving the City’s historical fleet asset information and continuity of operations, by providing:
•Enhanced efficiency and cost savings
•Upgraded applications
•Advanced security
•Reliable disaster recovery and backup
•Increased reporting capabilities
Continuing to utilize the FASTER Fleet Solution while upgrading to FASTER WEB provides several benefits. The upgrade will allow staff to retain an effective fleet management solution without the lag time that can come with implementation and training on a new system, while also increasing overall efficiencies and improving security features to ensure better protection against cyber threats, and Fleet Management Software Upgrade
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5 safeguarding City data. Enhanced efficiency and cost savings will be achieved by actively tracking vehicle utilization and fuel consumption. The acquisition of reliable and timely information will enable City staff to focus preventive maintenance efforts on high-use vehicles before they require more costly repair services. Additionally, the new software will enable vehicles with internal combustion engines to communicate directly with CARB, helping to reduce greenhouse emissions and staff time spent on mandated smog checks.
Bundled with FASTER WEB, Samsara Telematics will replace the antiquated SafeDispatch software, seamlessly integrating into the City’s fleet management system. The Samsara telematics solution utilizes cellular gateway hardware installed in each asset which enables supply chain visibility by connecting assets and their sensors to the cloud, allowing for real-time GPS tracking, predictive vehicle and fleet maintenance, route optimization, greater operational efficiency, and increased safety for drivers and the public. This integration will enhance staff's ability to monitor, analyze, and manage the fleet effectively, crucial for improving existing capabilities and advancing asset tracking. Some notable benefits include:
•Telematics systems connected to a vehicle's diagnostic port, retrieve essential engine data such as fuel consumption and coolant temperature, assisting staff in setting up maintenance schedules and promptly addressing vehicle faults, ensuring timely repairs.
•System data gathered on driving habits, will enable staff to develop tailored training programs or coaching sessions to enhance driver safety by addressing behaviors like harsh braking or acceleration. •Identifying driver behavior and route performance trends can significantly reduce fuel costs across the fleet, leading to increases in fuel efficiency.
Staff recommends approval of a single-source designation and five-year Professional Services Agreement with FASTER Asset Solutions (Attachment #1).
The proposed five-year agreement includes add-on solution modules, yearly support and maintenance, and the addition of Samsara Telematics. The cost of $210,945 in year one includes a one-time charge of $139,557.95 for licenses, installation and data transfer in addition to the yearly support and maintenance cost of $71,387.05.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $250 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if Fleet Management Software Upgrade
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5 applicable (2) return the portion of the contribution that exceeds $250 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $250 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $250 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially interested participant is prohibited from contributing more than $250 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
PREPARED BY: Donald Covarrubias, Fleet Services Supervisor Attachments:
Attachment #1 – FASTER Asset Solutions Agreement
DPW: 370-40\ev\dc\Council\2024\050724\Fleet Management Software Update staff report.docx