Department: Resource Management
Staff Contact: Mary Jaeger/Amy Tharnish
Subject: Acceptance of proposal and consideration of award of contract to Faster Asset Solutions for the purchase of a Fleet Management Information System for the Vehicle Maintenance Section of Public Works.
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Item Description:
title
Acceptance of proposal and consideration of award of contract to Faster Asset Solutions for the purchase of a Fleet Management Information System for the Vehicle Maintenance Section of Public Works.Body
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Summary:
The Vehicle Maintenance Section of Public Works has long utilized the City of Olathe’s JD Edwards EnterpriseOne software; modifying and customizing it to meet the basic needs required to manage the City’s fleet. Over time, the support for EnterpriseOne has become a challenge that has impacted staff’s ability to access and manage City fleet data in a timely manner. Additionally, as VM staff attends workshops, conferences and interacts with our industry peers, it is evident that fleet software vendors have made significant advances to their products and the City of Olathe has fallen behind.
In September 2018, VM collaborated with other departments to define the critical goals for a City of Olathe fleet software upgrade and completed a Request for Information (RFI). The RFI received responses from six (6) fleet management software providers. As a result of the information collected from the RFI, a Request for Proposals (RFP) was issued. In May 2019, the city received six (6) responses to the RFP. Three (3) companies were invited to provide additional details and demonstrate their products. City staff scored these vendors based on services proposed, company experience, support and cost. Based upon the proposals and the demonstrations, staff recommends award of contract to FASTER Asset Solutions. This software will allow VM to make better replacement, repair, stocking, and operational decisions, in addition to improving technician efficiency.
FASTER Asset Solutions provides a web-based, off the shelf, fleet asset management product that will allow VM to accurately track and manage the city’s fleet of 1300 vehicles and equipment and $175,000 parts inventory. FASTER has been in business for 35 years and has over 380 customers throughout the US and Canada, with the majority of customers being public entities.
There are no Olathe vendors that provide this software.
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Financial Impact:
Initial cost of $154,750.00 with annual upgrades, support and hosting of $48,600 per year after the first year to be paid from the Central Garage Fund.
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Action Needed:
Acceptance of proposal and consideration of award of contract to Faster Asset Solutions for the purchase of a Fleet Management Information System.
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Attachment(s): Proposal Scoresheet