| | | | | | | | Agenda Item - 3.f.
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
| To: | Scott C. Stiles
| From: | William E. Murray
| | Dept.: | City Manager
| Dept.: | Public Works
| | Subject: | Approval to appropriate related funds and authorize the issuance of a purchase order to AssetWorks for fleet management software. (Cost: $83,136) (Action Item) | Date: | 8/22/2017 |
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| | | | | | | | OBJECTIVE
To secure City Council approval to appropriate related funds and authorize the purchase of new fleet management software from AssetWorks through the National Joint Powers Alliance (NJPA) competitive bid program, Contract #022217-AWI. |
| | | | | | | | BACKGROUND
The Public Works Department Vehicle Maintenance division currently utilizes fleet management software, which resides partially in the City's 40 year old legacy Enterprise Resource and Planning (ERP) system and partially in a ten year old, in-house, web based vehicle work order system. The City will be implementing the financial modules of a new ERP system in the next 18 to 24 months. The Fire Department and Police Department have recently implemented enterprise software that could benefit from vehicle maintenance integration. AssetWorks has open integration capabilities that would allow City staff to follow best practices when designing work flows to ensure accurate and timely data integration between respective financial, vehicle maintenance, and public safety systems. Experience has shown that the City's buying power is enhanced through joining with other public agencies to purchase fleet operations software and equipment. |
| | | | | | | | DISCUSSION
The NJPA nationally solicits, evaluates and awards contracts through a competitive bid process. As a member, the City is able to utilize NJPA bid awards for equipment purchases. Staff recommends piggybacking on the results of a recent NJPA competitive bid program, Contract #022217-AWI. The results deemed AssetWorks as the lowest responsive bid.
AssetWorks $83,136 |
| | | | | | | | FINANCIAL IMPACT
There is no impact to the General Fund. The financial impact is $83,136 to the Fleet Management Fund. It is requested that funding be appropriated for the current year. |
| | | | | | | | RECOMMENDATION
It is recommended that the City Council:
- Appropriate $83,136 from the Fleet Management Fund in the current fiscal year; and
- Authorize the Finance Director to issue a purchase order in the amount of $83,136 to AssetWorks for the purchase of new fleet management software.
By: Phillip Carter, Facilities Manager
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