TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract and any amendments thereto with AssetWorks, Inc., of Wayne, PA (not an MBE, WBE, SBE or Local), on a sole source basis, for the purchase of software upgrades, installation, design, setup and training services to the M4 Fleet Management System, in a total amount not to exceed $254,400. (Citywide)
DISCUSSION
City Council approval is being requested to authorize the City Manager to execute a contract with AssetWorks, Inc. AssetWorks, Inc. holds all rights to the licensing, sales, distribution, implementation, development, maintenance, and support services to the M4 Fleet Management System (M4) and, therefore, is the only organization able to provide upgrades to the M4 system.
The Department of Financial Management, Fleet Services has been utilizing the AssetWorks M4 Fleet Management System since 2000. The M4 software system provides complete vehicle maintenance and billing functions for approximately 2,100 Fleet managed vehicles and equipment for various City departments. The last M4 upgrade was in 2005. The upgrade to the M5 system will provide for essential enhancements such as user friendly ad hoc reporting capabilities for performance tracking, web-based access for user departments to view billing and equipment data, and improved audit tracking. The proposed agreement includes the process for setup, installation, and training of the upgraded system.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a resolution adopted by City Council.
This matter was reviewed by Deputy City Attorney Amy R. Webber on January 9, 2014 and by Budget Management Officer Victoria Bell on January 17, 2014.
TIMING CONSIDERATIONS
City Council action to adopt the attached Resolution and approve this contract concurrently is r...
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