DATE: August 6, 2024
TO: Board of Supervisors
SUBMITTED BY: Edward Hill, Chief Operating Officer/Interim Director of Internal Services/Chief Information Officer
SUBJECT: First Amendment to Agreement with AssetWorks
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute First Amendment to Agreement No. A-23-632 with AssetWorks, Inc. for fleet management software system and hosting services, to update and correct Exhibit B, effective upon execution, with no change to the potential five-year term, which includes a three-year base contract and two optional one-year extensions, and no change to the maximum compensation payable under the Agreement of $671,900.
REPORT
There is no additional Net County Cost associated with the recommended action, which will update and correct page 1 of Exhibit B to the Internal Services Department - Fleet Services Division (ISD-Fleet) agreement with AssetWorks, Inc. (AssetWorks) to reflect actual service periods. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, ISD-Fleet would be required to pay for services that were not received as the migration to hosting took longer than expected, and the current term tables within Exhibit B, page B-1, do not accurately reflect when services began.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. Costs associated with the recommended amendment will not exceed $671,900 for the total possible five-year term and are recovered through charges to user departments. Sufficient appropriations and estimated revenues are included in the FY 2024-25 ISD-Fleet Org 8910 Recommended Budget. Ongoing costs for the remaining term of the recommended amendment will be included in future budget requests.
DISCUSSION:
On November 28, 2023, your Board approved Agreement No. A-23-632 (Agreement) with AssetWorks for fleet management software system and hosting services.
Hosting services involves the data from ISD-Fleet’s fleet management system being housed on a cloud server that is managed by AssetWorks. The hosting service includes automatic software maintenance and upgrades, streamlined troubleshooting, and protection against loss of data. The migration from the County’s hosting service to AssetWorks’ hosting service took longer than anticipated. As such, ISD-Fleet requests to amend the Agreement to update and correct Exhibit B, page B-1, to reflect actual service periods, as well as provide the new, prorated fees associated with hosting services.
Approval of the recommended action will amend the Agreement to reflect corrected service periods and their respective fees, with no other changes to the terms of the agreement.
REFERENCE MATERIAL:
BAI #59, November 28, 2023
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment to Agreement with AssetWorks
CAO ANALYST:
Ahla Yang