CITY OF GLENDALE, CALIFORNIA. REPORT TO THE: Housing Authority D Successor Agency D Oversight Board D

Transcription

1 CITY OF GLENDALE, CALIFORNIA Joint 0 City Council [gj REPORT TO THE: Housing Authority D Successor Agency D Oversight Board D July 23, 2013 AGENDA ITEM Report: Report Regarding Recommendation to enter into an agreement with CCG Systems, Inc. dba FASTER Asset Solutions for the upgrade of our Faster Win Fleet Management software to Faster Web Fleet Management Software at a cost of $147,000 for software and support. 1) Resolution dispensing with competitive bidding relating to the execution of an agreement with CCG Systems, Inc. dba FASTER Asset Solutions for the upgrade of our Faster Win Fleet Management software to Faster Web Fleet Management Software at a cost of $147,000 for software and support. COUNCIL ACTION Public Hearing D Ordinance D Consent Calendar D Action Item IX] Report Only D Approved for~~ (13,JO/ Y calendar ADMINSTRATIVE ACTION Submitted by: Stephen M. Zurn, Director of Public Works Prepared by: Rebecca Granite-Johnson, Executive Analyst Approved by: Scott Ochoa, City Manager Reviewed by: Yasmin K. Beers, Assistant City Manager ~M ichael J. Garcia, City Attorney L.vv-t Vo-r~-*'.~ \ S"<. ""'-~"""\ Karl Vogeley, Fleet Manager t<.._ C--t~ l'-~ 8 B I

2 RECOMMENDATION Staff respectfully requests that the City Council dispense with competitive bidding and authorize the City Manager or his designee to negotiate and execute a contract in the amount of $147,000 with CCG Systems, Inc. dba FASTER Asset Solutions for the upgrade of our Faster Win Fleet Management software to Faster Web Fleet Management Software. BACKGROUND/ANALYSIS The City of Glendale's Fleet is made up of more than 1,000 vehicles and pieces of equipment. To assure that we properly and safely maintain the vehicles and equipment we utilize a Preventative Maintenance Schedule. We also track maintenance and repair costs, and information vital to each piece of equipment in the Fleet. This information is entered in the Faster Win Fleet Management software database the City purchased nearly 10 years ago. The maintenance and upkeep of the records for each vehicle are also integral to us abiding by CHP and DOT regulations. We do not maintain paper records. Faster Win has been instrumental in allowing us to maintain up to date information and run data reports on costs and productivity. These reports are used to prepare our Key Performance Indicators and our Fleet Charges. Faster Win has become outdated and is no longer in development. Basically, the system will remain as it is today and there will be no updates or improvements. The vendor is concentrating their resources in Faster Web. Unfortunately this is a disadvantage because we are unable to get some reports that would be helpful to Fleet Maintenance. Each time we have requested new items the vendor encourages us to upgrade. The Faster Web software is strongly supported and more user friendly for updates and day to day use. Requests that are considered "special requests" for Faster Win users are routine in the new Faster Web system. Faster Web is web based and will permit our technicians to use laptop computers as data access and entering devices right at the point of equipment repairs. Representatives from Fire, Police, GWP and Public Works participated in a Faster Web demonstration and support this update. There are other vendors that provide fleet management software systems. However, staff are already up to speed with how Faster works. Updating to Faster Web will have a training component but it is anticipated to be an easier transition than learning an entirely new system. In addition, the history of all our equipment can be easily converted to Faster Web. If we go out to bid and find a new vendor it is very likely that our data will not transfer successfully. Our vehicle history must be kept to comply with State and Federal regulations so we would need to keep Faster Win running at the same time as a new system.. Further, the cost to go to a brand new vendor and system, while maintaining Faster Win, is anticipated to be much higher than the migration to the Faster Web software. The cost of Faster Web software and data integration, conversion and configuration is $127,000. This cost includes a discount of more than $9,000 since we are an existing customer. An additional $20,000 is necessary for the first year of annual support which includes phone support and any upgrades to the Faster Web software. The total contract amount with CCG Systems, Inc. dba FASTER Asset Solutions will be $147,000. This amount was requested through the Fiscal Year 2013/2014 budget process. Lastly we will need some server upgrades to be able to efficiently run Faster Web. As part of our budget request we included $20,000 for this aspect of the project. The total software update project is expected to be $167,000. Staff is now recommending that the City Council dispense with competitive bidding and authorize the City Manager or his designee to negotiate and execute a contract in the amount of $147,000 with CCG Systems, Inc. dba FASTER Asset Solutions for the upgrade of our Faster Win Fleet Management software to Faster Web Fleet Management Software. 2

3 FISCAL IMPACT The update from Faster Win to Faster Web is estimated to cost $167,000 as follows: Project Component Vendor Cost Account Strings as Approved FY 13/14 Budget Faster Web CCG Systems, Inc. dba $147, (25%) Software,Data Migration FASTER Asset (25%) and Support Solutions (25%) (25%) Server upgrades TBD $ 20, (25%) (25%) (25%) (25%) Total $167,000 The funding for this project was requested and approved during the Fiscal Year budgetary process. Staff is requesting that City Council dispense with competitive bidding and authorize the City Manager or his designee to enter into an agreement with CCG Systems, Inc. dba FASTER Asset Solutions. ALTERNATIVES Alternative 1: The City Council may dispense with competitive bidding and authorize the City Manager or his designee to negotiate and execute a contract in the amount of $147,000 with CCG Systems, Inc. dba FASTER Asset Solutions for the upgrade of our Faster Win Fleet Management software to Faster Web Fleet Management Software. Alternative 2: We may continue to use Faster Win although it is difficult to obtain support and our system will continue to function less than optimally. Alternative 3: The City may go out to bid and potentially select another vendor. There is a very good chance that the data from Faster Win will not transfer successfully to another system. This historic data on the equipment must be maintained to comply with state and federal regulations. As a result we will need to somehow keep Faster Win in operation in addition to a new web based system. Alternative 4: The City Council may consider any other alternative not proposed by staff. CAMPAIGN DISCLOSURE In accordance with the City Campaign Finance Ordinance No. 5744, the following are the names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company proposed for contract in this Agenda Item Report: Off 1cers o f CCG S s t ems nc. db a FASTER A sse t S o I u r 1ons: Full Name Title Business Address, City State Zip Joe Healy CEO/President 2700 International Parkway #300 Virginia Beach VA Jeannine Young Chief Financial 2700 International Officer Parkway #300 Virginia Beach VA

4 EXHIBITS None. 4

5 RESOLUTION NO. A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE, CALIFORNIA, DISPENSING WITH COMPETITIVE BIDDING AND AUTHORIZING AN AGREEMENT WITH CCG SYSTEMS, INC. DBA FASTER ASSET SOLUTIONS FOR THE UPGRADE OF FASTER WEB FLEET MANAGEMENT SOFTWARE AND SUPPORT WHEREAS, the City of Glendale's fleet is made up of more than 1,000 vehicles and pieces of equipment, which require proper and safe regular maintenance; and WHEREAS, information about the maintenance and repair costs and other relevant information required by CHP and DOT are tracked in the Faster W in Fleet Management software database that the City purchased nearly ten years ago; and WHEREAS, Faster Win Fleet Management is outdated and is no longer is development, but the upgrade to Faster Web Fleet Management Software is the next generation for this software; and WHEREAS, there are other vendors that provide fleet management software systems, but the transfer of data to another product will not be achieved in a cost efficient or expeditious manner, and will require additional staff training; WHEREAS, Glendale City Charter, Art. VI, Sec. 9, provides for an exemption to competitive bidding where the Council determines it is in the best interests of the City to dispense with competitive bidding; and /II /II 1 F:\FileNel Copy\Lucy\TSD FASTER Reso disp comp bid 20 J3.doc 8 1

6 NOW THEREFORE BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE: 1. That the foregoing facts are deemed to be true and correct and a basis for dispensing with competitive bidding and authorizing the execution of an agreement with a single source vendor. 2. That the City Manager is hereby authorized to execute an agreement with CCG Systems, Inc., dba Faster Asset Solutions, subject to approval by the City Attorney, in an amount not to exceed $147, including any applicable taxes. Adopted this day of, ATTEST: Mayor City Clerk STATE OF CALIFORNIA ) ss COUNTY OF LOS ANGELES ) I, Ardashes Kassakhian, Clerk of the City of Glendale, certify that the foregoing Resolution No. was adopted by the Council of the City of Glendale, California, at a regular meeting held on the day of, 2013, and that same was adopted by the following vote: Ayes: Noes: Absent: Abstain: DATE ':f [c-.3)1 :::, City Attorney- 2 F:\FileNel Copy\Luoy\ISD FASTER Reso disp comp bid 2013.doc