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File #: 21-6364    Version: 1 Name:
Type: Contract - Award Status: Agenda Ready
File created: 11/15/2021 In control: Commissioners Court
On agenda: 11/30/2021 Final action:
Title: Request 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 $240,759 for subscription, licenses, warranty, upgrades and support of Fleet Management Software produced by Fleetio for Universal Services for the period of November 30, 2021 - November 29, 2022, with four (4) one-year renewal options.
Attachments: 1. Sole Source Exepmtion-Rarestep, Inc dba Fleetio
Date Ver.Action ByActionResultAction DetailsMeeting DetailsVideo
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Department: Purchasing
Department Head/Elected Official: DeWight Dopslauf

Regular or Supplemental RCA: Regular RCA

Type of Request: Contract - Award

Project ID (if applicable): N/A
Vendor/Entity Legal Name (if applicable): Rarestep, Inc. dba Fleetio
MWDBE Participation (if applicable): N/A

Request Summary (Agenda Caption):
title
Request 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 $240,759 for subscription, licenses, warranty, upgrades and support of Fleet Management Software produced by Fleetio for Universal Services for the period of November 30, 2021 - November 29, 2022, with four (4) one-year renewal options.
end

Background and Discussion:

On March 26, Court approved a sole source exemption from the competitive bid requirements for Rarestep, Inc. dba Fleetio. Subsequently, Precinct 2 began using Fleetio's fleet management software. After seeing the successful use of Fleetio at Precincts 2 and 4, Universal Services - Fleet Services began investigating Fleetio as a replacement to its current fleet management software, FleetWave. Fleet Services is unhappy with the current vendor product and services because FleetWave provides poor customer service, the product has technical bugs, and the product delivery is not compatible with Fleet's business needs and process. Fleet Services has reviewed and tested the services and have determined the product to be the best fit for their fleet management system.

Expected Impact:

FleetWave is an on-premise software solution that requires Universal Services team members to maintain. Migrating to Fleetio will allow for better product support while freeing up Universal Services employees to focus on other projects, such as PeopleSoft upgrades. During testing, Fleet Services found the Fleetio workflow to be more compatible with Fleet's business process and more in-line with industry pract...

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