REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with TT FASTER LLC, dba FASTER Asset Solutions, for a Fleet Management Information System
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works’ Fleet Management Division (Fleet Division) manages the City’s fleet of approximately 800 vehicle and equipment assets with a combined value of more than $50 million. Since 1992, the Fleet Division has been using a Fleet Management Information System (FMIS) from TT FASTER LLC, dba FASTER Asset Solutions (FASTER), to track and manage maintenance, repair, replacement, licensing, warranty, fuel consumption, parts, labor, billing, budget, and other activities associated with maintaining the City’s fleet.
The current on premise, Windows based version of the FMIS that the City is using is being sunset by the vendor, so additional software support and development will no longer be available. The proposed web-based version is hosted by the vendor keeping our environment up to date with current releases and is consistent with the Information Technology Department’s movement toward cloud-based programs.
DISCUSSION
Staff has relied on City Code Section 2.105.290(b)(3) to acquire goods or services directly from vendors on terms obtained through a formal bidding process conducted by another public agency, also referred to as “piggybacking.” Based on past best practices related to the appropriate use of piggyback contracts and interpretation of this section, staff is recommending entering into a new agreement with FASTER pursuant to the Request for Proposals (RFP) process conducted by the County of Riverside, CA, in which FASTER was selected for award in 2019.
The proposed agreement with FASTER will provide the Fleet Division access to the latest version of the FASTER FMIS. The new version will be hosted in the cloud, enabling far greater access to asset information via mobile technology, and have an enhanced dashboard with key performance indicators. The initial term of the proposed agreement is five years ending in August 2027. The maximum compensation during the initial term is $149,194, as summarized in the table below.
|
Description |
Amount |
|
Year 1 - Includes software licenses for 800 assets ($55,764); professional services for data migration and training ($31,950); and software support & maintenance ($12,296*) |
$100,010 |
|
Year 2 - Annual Software Support & Maintenance |
$12,296 |
|
Year 3 - Annual Software Support & Maintenance |
$12,296 |
|
Year 4 - Annual Software Support & Maintenance |
$12,296 |
|
Year 5 - Annual Software Support & Maintenance |
$12,296 |
|
Maximum Compensation (5 years) |
$149,194 |
*Any remaining months on the existing support agreement will be deducted from this fee.
Pricing shall remain fixed for the initial five-year term of the agreement. Thereafter, the vendor may request price adjustments, not to exceed 3 percent over the previous year’s rates.
The City is not currently utilizing modules in FASTER such as mapping, locating, run time and other asset management functions but may choose to add those in the future. The additional modules are available for an initial set-up cost of approximately $7,000 to $10,000 and annual support/maintenance costs from $1,000 to $2,000 per module. In order to allow flexibility to add these features, staff is also requesting authorization to execute amendments up to $50,000 to purchase and implement modules during the initial term.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The compensation paid to FASTER over the initial five-year term of the agreement shall not exceed $149,194. As approved by the City Council on June 21, 2022, funding of $100,000 was carried over from FY 2021/22 to FY 2022/23 in the Fleet Operations Fund. This carryover was for the one-time fee for Year 1 of this agreement. Ongoing software support and maintenance will be incorporated in the annual budget process, subject to appropriation.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute an agreement with TT FASTER LLC, doing business as FASTER Asset Solutions, for a vendor-hosted fleet management information system, with an initial term of five years starting on or around September 1, 2022 and ending on or around August 31, 2027, with maximum compensation not-to-exceed $149,194;
2. Authorize the City Manager to execute amendments for any additional system modules not-to-exceed $50,000 and subject to the appropriation of funds; and
3. Authorize the City Manager to renew the agreement at the end of the five-year term for ongoing maintenance and support as long as the system is being used by the City and subject to the appropriation of funds.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Agreement with TT FASTER LLC, dba FASTER Asset Solutions