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CC - Approval of a Five-Year Professional Services Agreement with AssetWorks lnc. for Cloud Hosting Services for the City’s Automated Fleet Management System in an Amount Not-to-Exceed $119,373.
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Contact Person/Dept: Paul Condran/Transportation
Phone Number: 310-253-6520
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (08/19/15)
Department Approval: Art Ida, Director of Transportation (08/14/15)
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RECOMMENDATION
Staff recommends the City Council approve a five-year professional services agreement with AssetWorks, Inc. for cloud hosting services for the City’s automated fleet management system in an amount not-to-exceed $119,373.
BACKGROUND
The Equipment Maintenance and Fleet Services Division and the Purchasing Division are the primary users of the AssetWorks’ FASuite software. The FASuite is a complex and comprehensive system used to reconcile all functions related to the maintenance of vehicles and equipment, including processing repair and preventative maintenance activity, cost accounting (e.g. vehicles, fuel, oil, and parts), parts inventory, and vehicle usage. Since 1998 when the FASuite system was first installed, fleet management best practices have become greatly enhanced and more comprehensive. As a result, the FASuite system is rapidly changing to accommodate an increased demand for timely and transparent performance reporting and cost accounting.
DISCUSSION
Department staff has worked with the Purchasing Division and IT Department, as well as AssetWorks representatives, to review the current system and develop an implementation plan for an offsite data hosting solution. This opportunity would allow for more streamlined maintenance and operation of FASuite computer applications.
AssetWorks was asked to submit a proposal to migrate current City data from Oracle to MS-SQL (City supported Database Management System) and provide the operation and maintenance of FASuite applications. AssetWorks was also asked to comprehensively address support of database security and emergency data retrieval procedures and to ensure compatibility with other City-owned computer applications.
This proposed agreement is for hosting services of the Transportation Department’s fleet management database through the provider, AssetWorks, Inc. The agreement includes installation, software maintenance, and support. Migrating the on-premise file server responsible for hosting FASuite data to a scalable cloud solution will:
• Provide timely installation of essential software updates, fixes, and enhancements in both test and production modes;
• Provide regular server maintenance and a disaster recovery plan; and,
• Eliminate the need for the Information Technology Department to perform routine database administration.
Pursuant to the Culver City Municipal Code, the agreement for these installation, maintenance and support services may be authorized without complying with the formal competitive bidding requirements; provided, the agreement is based upon competitive quotations, whenever practical, as determined by the City Manager. Because the operation and maintenance of this database are only available through AssetWorks, Inc., the provider of the FleetFocus system, competitive quotations are not practical or warranted in this case.
FISCAL ANALYSIS
AssetWorks, Inc. will provide hosting services over a five-year period for an amount not to exceed $119,373. The total amount includes a one-time set up fee of $12,500 includes server set-up fees and database conversion fees (SQL to Oracle).
Funds for these services in the first year are included in the City Council Adopted Budget for Fiscal Year 2015/2016 (Transportation Department Account 30870400.619800) and have been projected for subsequent fiscal years through Fiscal Year 2019/2020.
Fiscal Year One-Time Fees Annual Hosting Fee Total
FY 2016 $12,500 $20,130 $32,630
FY 2017 None $20,734 $20,734
FY 2018 None $21,356 $21,356
FY 2019 None $21,997 $21,997
FY 2020 None $22,656 $22,656
$119,373
ATTACHMENTS
None
RECOMMENDED MOTIONS
That the City Council:
1) Approve a five-year professional services agreement with AssetWorks for hosting services for the City’s fleet management system in an not-to-exceed $119,373; and,
2) Authorize the City Attorney to review/prepare the necessary documents; and,
3) Authorize the City Manager to execute such documents on behalf of the City.