DATE: December 10, 2019
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: Agreement with AssetWorks LLC
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to waive the competitive bid process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances, as AssetWorks LLC is the sole provider of the FleetFocus and FuelFocus software; and
2. Approve and authorize the Chairman to execute an Agreement with AssetWorks LLC for maintenance and support of FleetFocus and FuelFocus, effective January 1, 2020, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $575,000.
REPORT
Approval of the recommended actions will allow the Internal Services Department - Fleet Services Division (ISD-Fleet) to continue to use and receive maintenance and support of AssetWorks LLC's fleet and fuel 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 action, ISD-Fleet would need to acquire and implement a new fleet and fuel management software system.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The request to waive the competitive bidding process is consistent with Administrative Policy No. 34, as FleetFocus and FuelFocus are proprietary software only available for purchase directly through AssetWorks LLC. The County has used both systems since 1996 to effectively manage all operational and billing aspects of ISD-Fleet. The Internal Services Department -Purchasing concurs with the Department's request to suspend the competitive bidding process.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. Costs associated with the recommended Agreement will not exceed $575,000 for the total possible fi...
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