Department: Universal Services
Department Head/Elected Official: MG Rick Noriega
Regular or Supplemental RCA: Regular RCA
Type of Request: Contract - Amendment
Project ID (if applicable):
Vendor/Entity Legal Name (if applicable):
MWDBE Participation (if applicable):
Request Summary (Agenda Caption):
title
Request for approval to amend a Contract between the County and Rarestep, Inc. (dba Fleetio) to provide Fleet Management Software for Universal Services - Fleet Services.
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 practices. Fleetio offers better scalability than FleetWave because Fleetio is designed to be able to easily integrate into other products. For instance, Fleetio has a ready integration into Fuelman, which will allow Fleet Services to easily pull in fuel usage data.
The Fleet Fund has sufficient budget to cover the cost for Fleetio. In FY 20-21, the cost for FleetWave, including the Mercury costs to host FleetWave in the cloud, was $361,350. In FY21-22, FleetWave moved to an on-premise (local servers, not cloud-based) solution, reducing the cost to $13,650, but losing significant functionality and product support. However, that reduced FleetWave on-premise cost does not reflect the significant support required from US staff to support FleetWave, staff that would normally focus on PeopleSoft issues. The annual cost of Fleetio would be $236,760, or an incremental cost of $223,110. This is a 34% cost reduction compared to the $361,250 FleetWave/Mercury costs in FY 20-21. Following the successful migration to Fleetio, US will plan for decommissioning the Fleet Services on-premise instance of FleetWave.
Alternative Options:
If Fleet Services is not able to migrate to Fleetio, the division will continue to rely on a substandard product that is negatively impacting its ability to effectively manage workorders and parts inventory. Management will have difficulty doing vehicle lifecycle management of the fleet to determine when vehicles should be replaced.
Alignment with Goal(s):
_ Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
_ Flooding
_ Environment
X Governance and Customer Service
Prior Court Action (if any):
|
Date |
Agenda Item # |
Action Taken |
|
03/26/2021 |
278 |
Approval of a sole source exemption from the competitive bid requirements for Rarestep, Inc. dba Fleetio, in the estimated amount of $55,244 for the period of March 30, 2021 - February 28, 2022. |
Location:
Address (if applicable):
Precinct(s): Countywide
|
Fiscal and Personnel Summary |
|
Service Name |
Fleet Services |
|
|
FY 21-22 |
FY 22 |
Next 3 FYs |
|
Incremental Expenditures (do NOT write values in thousands or millions) |
|
Labor Expenditures |
$ |
$ |
$ |
|
Non-Labor Expenditures |
$82,919 |
$124,460 |
$669,330 |
|
Total Incremental Expenditures |
$82,919 |
$124,460 |
$669,330 |
|
Funding Sources (do NOT write values in thousands or millions) |
|
Existing Budget |
|
Other |
$82,919 |
$124,460 |
$669,330 |
|
Choose an item. |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
|
Total Current Budget |
$82,919 |
$124,460 |
$669,330 |
|
Additional Budget Requested |
|
Choose an item. |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
|
Total Additional Budget Requested |
$ |
$ |
$ |
|
Total Funding Sources |
$ |
$ |
$ |
|
Personnel (Fill out section only if requesting new PCNs) |
|
Current Position Count for Service |
- |
- |
- |
|
Additional Positions Requested |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
Anticipated Implementation Date: Anticipate implementation to begin early December 2021 and complete March 31, 2022.
Emergency/Disaster Recovery Note: Not an emergency, disaster, or COVID-19 related item
Contact(s) name, title, department: Joshua Pascua, Operations Coordinator - Universal Services
Attachments (if applicable):