Primary Department: Purchasing
Primary Department Head/Elected Official: Kimberly J. Williams, JD
Secondary Department: Commissioner, Precinct 2
Secondary Department Head/Elected Official: Adrian Garcia
Regular or Supplemental RCA: Supplemental RCA
Type of Request: Financial Authorization
Project ID (if applicable): N/A
Vendor/Entity Legal Name (if applicable): Rarestep, Inc., dba Fleetio
MWBE Contracted Goal (if applicable): N/A
MWBE Current Participation (if applicable): N/A
Justification for 0% MWBE Participation Goal: Exempt - Sole Source
Grant Indirect Costs Rate (if applicable):
Justification for 0% Grant Indirect Costs Rate (if applicable): Choose an item.
Request Summary (Agenda Caption):
title
Request by the Office of the Purchasing Agent for approval of a sole source exemption from the competitive bid requirements and that the County Judge execute an agreement with Rarestep, Inc., dba Fleetio in the amount of $128,571 for Fleet Management Software for Precinct 2 for the period of February 26, 2026 - September 30, 2027 and to provide for full compensation for services provided from April 29, 2025 - September 30, 2027, Justification for 0% MWBE Participation Goal: Exempt - Sole Source.
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Background and Discussion:
Software that enables enterprises to centralize, automate, and optimize large-scale fleet operations, focusing on cost reduction, maintenance efficiency, and data-driven decision-making. It integrates telematics and fuel data, automating maintenance workflows (PMs), managing multi-location asset utilization, and streamlining digital inspections for compliance.
Expected Impact:
Fleetio supports Harris County’s strategic plans by transforming fleet operations into a data-driven function that aligns with government goals for fiscal responsibility, transparency, digitizing paper forms and inspections, and operational reliability.
Alternative Options:
N/A
County Strategic Plan Goal: 2. Connect our community with safe, reliable, equitably distributed, and well-maintained infrastructure.
County Strategic Plan Objective: H: Improve the condition and resilience of County transportation, flood control, and other infrastructure.
Justice/Safety Initiative (Goal 1): Choose an item.
Infrastructure Initiative (Goal 2): Choose an item.
Economy Initiative (Goal 3): Choose an item.
Health Initiative (Goal 4): Choose an item.
Climate/Resilience Initiative (Goal 5): Choose an item.
Housing Initiative (Goal 6): Choose an item.
Additional notes related to the Strategic Plan:
Prior Court Action (if any): N/A
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Location:
Address (if applicable): N/A
Precinct(s): Choose an item.
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Fiscal and Personnel Summary |
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Service Name |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Labor |
Non-Labor |
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Recurring Expenses |
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Funding Sources |
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Existing Budget |
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1000 - General Fund |
$ |
$128,571.10 |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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$ |
$ |
$ |
$ |
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Total Existing Budget |
$ |
$128,571.10 |
$ |
$ |
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Additional Budget Request (Requires Fiscal Review Request Form) |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Additional Budget Request |
$ |
$ |
$ |
$ |
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Total Funding Sources |
$ |
$ |
$ |
$ |
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Grants - Proposed Budget (For Grants Items only) |
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Labor |
Non-Labor |
Total |
No. of Grant Years |
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Local Match Source - Existing Budget: Choose an item. |
$ |
$ |
$ |
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Local Match Source - Additional Budget Request: Choose an item. |
$ |
$ |
$ |
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Grant Funds Applied for/Awarded (Total) |
$ |
$ |
$ |
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Personnel (Fill out section only if requesting new Position Control Numbers (PCN)s) |
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Current Position Count for Service |
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Additional Positions Request |
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Total Personnel |
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County Attorney’s Office Legal Review (for Harris County Code Items only) |
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CAO Reviewer Name and Title |
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CAO Review Completion Date |
Click or tap to enter a date. |
Anticipated Court Date: 2/26/2026
Anticipated Implementation Date (if different from Court date): Click or tap to enter a date.
Emergency/Disaster Recovery Note: Not an emergency, disaster, or ARPA related item
Contact(s) name, title, department: Freedom Rodriguez, Asst. Director of Purchasing, Precinct 2 Budget & Finance; Brittani Bell, Specialist- Fleet, Purchasing
Attachments (if applicable): Letter, Agreement