DATE: November 28, 2023
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: Agreement with AssetWorks
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to suspend the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances, as AssetWorks, Inc. is the sole provider of FleetFocus software; and
2. Approve and authorize the Chairman to execute an Agreement with AssetWorks, Inc., for a fleet management software system and hosting services effective December 1, 2023 not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $671,900.
REPORT
There is no additional Net County Cost associated with the recommended actions, which will allow the Internal Services Department-Fleet Services Division (ISD-Fleet) to continue to use FleetFocus, receive maintenance and support, and begin using AssetWorks Inc.'s (AssetWorks) hosting services for their fleet management software to carry out daily activities and functions within ISD-Fleet. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, ISD-Fleet would need to acquire and implement a new fleet management software system. Your Board may direct staff to solicit for competitive bids for a new system, however procuring and implementing an alternative fleet management system would be very costly and time consuming.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The request to suspend the competitive bidding process is consistent with Administrative Policy No. 34, as FleetFocus is proprietary software only available for purchase directly through AssetWorks. The County has used FleetFocus since 1996 to effectively manage all operational and billing aspects of ISD-Fleet. The Internal Services Department-Purchasing Division concurs w...
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