DATE: January 29, 2019
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Third Amendment to the Agreement with AssetWorks, LLC
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a Third Amendment to Agreement No. 14-689 with AssetWorks LLC for maintenance of the software suite used to manage County fleet vehicles, effective upon execution with no change in term to December 31, 2019 and increasing the maximum compensation amount by $17,803, to a total potential five-year cost not to exceed $315,000.
REPORT
Approval of the recommended action will provide Fleet Services with additional technical support to assist with the upgrade of the FleetFocus software for full integration of existing modules. Approval of the recommended action will also increase the maximum agreement compensation amount by $17,803 for the provision of vehicle management, maintenance, and service scheduling through the full 5-year term. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the contract maximums may be overrun, preventing the County of Fresno from paying charges that are due.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The recommended action increases the potential five-year maximum compensation amount by $17,803 to a total cost of $315,000. Current year funds are available in the FY 2018-19 Fleet Services Org 8910 Adopted Budget, and the remainder will be included in subsequent requested budgets. Additional costs will be recovered through charges to user departments.
DISCUSSION:
On December 2, 2014, your Board approved Agreement 14-689 with AssetWorks LLC to provide maintenance and support services for the County’s fleet management system. On January 12, 2016, your Board approved Amendment One to Agreement 14-689, which increased the maximum agreement amount from $173,816.00 to $202,196.80 for new software modules and support. On November 15, 2016, your Board approved Amendment Two to Agreement 14-689, which increased the maximum agreement amount to $297,197 for the upgrade of the FleetFocus software for full integration of existing modules.
The County’s AssetWorks FleetFocus software has been upgraded during the past three years to a web-module interface. During this time, the County’s fleet monitoring license needs across individual vehicles and equipment have grown. Approval of the recommended action will allow for the continued implementation of Fleet Monitoring licenses across Fleet Services vehicles and equipment, with increased technical support to assist with FleetFocus for monitoring, and will clarify categorical billing limits according to web-module interface needs. All other terms of the agreement will remain the same.
REFERENCE MATERIAL:
BAI #31, November 15, 2016
BAI #20, January 12, 2016
BAI #42, December 2, 2014
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Third Amendment to Agreement
CAO ANALYST:
Yussel Zalapa