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HomeMy WebLinkAbout~Master - Contract for fleet management software RESOLUTION NO.06-312 RESOLUTION APPROVING CONTRACT FOR FLEET MANAGEMENT SOFTWARE FOR THE CITY OF AMES,IOWA WHEREAS,Fleet management software is critical for maximizing the useful life of equipment and fleet assets, and it is used to reduce down time, track labor efficiency, plan and record maintenance and utilization, and predict staffing levels;and, WHEREAS,Fleet Services has been using a fleet management program called FASTER since 1994 provided by CCG Systems,a software company in Norfolk,Virginia;and, WHEREAS, during routine computer replacement schedules by the City, his program was discovered to no longer function on the new computer operating systems,and updating the software from CCG was quoted over$25,000; and, WHEREAS,CyRide's maintenance software has been obsolete for years; and, WHEREAS,in September 2005,a Request for Proposal(RFP)was developed to obtain new Fleet management software for both Fleet Services and CyRide, and this joint procurement allowed the departments to share a common software program at a better price with better functional components; and, WHEREAS,funding for Fleet Service's portion of this software will come from a fleet operating fund surplus balance and CyRide's portion of the procurement will come from FTA Section 5307 Transit Intensive Cities grant;and, WHEREAS, seven suppliers responded to the RFP, and three companies were eliminated based on budget considerations;and, WHEREAS, the remainder of the suppliers were invited to present to members of an evaluation team, and following these presentations, suppliers were invited to make best and final offers; and, WHEREAS,after this step,two companies,CCG Systems and collectiveData,Inc.,were given a final round of questions to answer, and based on the final evaluation, collectiveData, Inc., of North Liberty, Iowa, was the recommended provider; and, WHEREAS,approval ofthis contract will lock both Fleet Services and CyRide into an annual service agreement fee of$3,169 and a$360 annual web equipment support fee. NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Ames,Iowa,that the agreement for fleet management software,installation,and training with collectiveData,Inc.,of North Liberty,Iowa,for software implementation costs of$28,375(Fleet Services)and$33,625(CyRide)for a total cost of$62,000 is hereby approved. ADOPTED THIS 81'day of August,2006. Diane R.Voss,City Clerk Ann H. Campbell,Mayor Introduced by: Goodman Seconded by: Rice Voting aye: Doll, Goodman,Hamilton,Mahayni,Popken,Rice Voting nay: None Absent: None Resolution declared adopted and signed by the Mayor this 8"'day of August,2006.