HomeMy WebLinkAboutAgenda Report - July 21, 2004 E-06AGENDA ITEM +EW"(0
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AGENDA TITLE: Adopt Resolution Authorizing the Purchase of Software for the Public
Works Fleet Services Division from Ron Turley Associates, Inc., of
Phoenix, Arizona ($14,535)
MEETING DATE: July 21, 2004
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That the City Council adopt a resolution authorizing the purchase
of fleet management software for the Public Works Fleet Services
Division from Ron Turley Associates, Inc., of Phoenix, Arizona.
BACKGROUND INFORMATION: The Fleet Services Division has utilized a fleet management
software called EMS (Equipment Management System)/Fleet
Anywhere since 1992. The software utilizes a DOS-based system
that is no longer produced, or supported, by the company. While
the company has changed ownership multiple times and gone through several generations of
expensive upgrades, the City has avoided the cost to migrate to a new or updated system.
Unfortunately, to stay with the same company, the cost to convert/upgrade would now be in excess of
$45,000.
As alternatives, the Fleet Division, along with input from the Information Systems Division, has
evaluated both creating our own software platform in-house or buying another "packaged" system. By
recommendation of the Information Systems Manager, we utilized an outside consultant (former
ISD Manager Stan Helmle) to further explore both options. It is our mutual recommendation, and that
of the consultant, that we purchase a packaged system that specializes in fleet administration.
After reviewing the various fleet software packages for features, capabilities, and cost, we recommend
the purchase of the Ron Turley Associates, Inc., (RTA) Fleet Management System. The system will
manage vehicles, fueling, work orders, tires, parts, and bar coding. It includes technical support,
upgrades and enhancements, user group membership for the first year, a system training class for two
staff, and installation guideslusers manuals, network license, barcode readers, data conversion, and
electronic fuel interface to work with the City's existing fuel systems. The total package cost is $14,535.
In addition, the annual support/maintenance costs (after the first year) are only 10% of the purchase
price, less than most software support fees, and significantly below what we currently pay.
FUNDING: Pending approval of 04105 budget, funding is from the Fleet Maintenance operating
budget (General Fund), approximately half of which is recouped through cost of service
allocations to Transit, Water, Wastewatqprapd ElectricAiNity.
i Al,
Richard C. Prima,
Public Works Directo
Prepared by Dennis J. Callahan, Fleet and Facilities Manager
RCPIDJCInjl
cc: Fleet Services Supervisor Information Systems Manager
Transportation Manager Electric Utility Director
Fleet Software. doc 7/13/2004
RESOLUTION NO. 2004-142
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING PURCHASE OF SOFTWARE FOR THE
PUBLIC WORKS FLEET SERVICES DIVISION
WHEREAS, Lodi Municipal Code §3.20.070 authorizes dispensing with bids for purchases
of supplies, services, or equipment when it is in the best interest of the City to do so; and
WHEREAS, the Fleet Services Division has I utilized fleet management software called
Equipment Management System since 1992. The software utilizes a DOS-based system that is no
longer produced, or supported, by the company; and
WHEREAS, seeking alternatives, the Fleet Division, along with input from the Information
Systems Division, has evaluated both creating our own software platform in-house. or buying
another "packaged" system. By recommendation of the Information Systems Manager, we utilized
an outside consultant (former ISD Manager Stan Helmle) to further explore both options. It is our
mutual recommendation, and that of the consultant, that we purchase a packaged system that
specializes in fleet administration; and
WHEREAS, after reviewing the various fleet software packages for features, capabilities,
and cost, we recommend the purchase of the Ron Turley Associates, Inc., (RTA) Fleet Management
System. The system will manage vehicles, fueling, work orders, tires, parts, and bar coding. It
includes technical support, upgrades and enhancements, user group membership for the first year,
a system training class for two staff, and installation guides/users manuals, network license,
barcode readers, data conversion, and electronic fuel interface to work with the City's existing fuel
systems. The total package cost is $14,535. In addition, the annual supportlmaintenance costs
(after the first year) are only 10% of the purchase price, less than most software support fees, and
significantly below what we currently pay.
WHEREAS, staff recommends that the City Council authorize the purchase of Fleet
Management Software for the Public Works Fleet Services Division from Ron Turley Associates,
Inc., of Phoenix, Arizona, in the amount of $14,535.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the
purchase of Fleet Management Software for the Public Works Fleet Services Division from Ron
Turley Associates, Inc., of. Phoenix, Arizona, in the amount of $14,535.
Dated: July 21, 2004
I hereby certify that Resolution No. 2004-142 was passed and adopted by the Lodi City
Council in a regular meeting held July 21, 2004, by the folldwing vote'
AYES: COUNCIL MEMBERS — Beckman, Hitchcock, Land, and Mayor Hansen
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Howard
ABSTAIN: COUNCIL MEMBERS — None
SUSAN J. BLAC TON
City Clerk
2004-142