HomeMy WebLinkAbout56-05 RESOLUTIONRESOLUTION NO. _5,a5
A RESOLUTION APPROVING THE PURCHASE OF FASTER
FLEET MANAGEMENT SOFTWARE FROM CCG SYSTEMS IN
THE AMOUNT OF $96,174.00; AND APPROVING A BUDGET
ADJUSTMENT IN THE AMOUNT OF $25,565.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas
hereby approves the purchase of FASTER Fleet Management Software from CCG
Systems in the amount of $96,174.00.
Section 2: That the City Council of the City of Fayetteville, Arkansas
hereby approves a budget adjustment in the amount of $25,565.00.
PASSED and APPROVED this 15th day of March, 2005.
APPROVE
.•c° \'-(Y 0,C••1/4is
•• c.<".:-
• -PS By:
O..
:sFAY ETTEVILLE
ei:.;76:,11.?.KAS#
,,,,, ,,,, CPs‘
ATTEST.
By:
SONDRA SMITH, City Clerk
DAN COODY, Mayor
City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year
2005
Department Operations
Division: Fleet Operations
Program: Capital Expenditures
Date Requested
2/9/2005
Adjustment Number
Project or Item Requested:
$25,565 is requested in the Fleet Operations
Maintenance System Capital Project in Shop Fund.
Project or Item Deleted:
$25,565 from the Contract Services category in the
Vehicle Maintenance Program in Shop Fund.
Justification of this Increase:
The funding is for the balance needed to purchase a new
Fleet Management Software System.
Justification of this Decrease:
There is sufficient funding available to meet City policy and
2005 objectives.
Increase Budget (Decrease Revenue)
Account Name Account Number Amount Project Number
Fixed assets
Account Name
Contract services
9700 1920 5801 00 25,565 01025 .1
Decrease Budget (Increase Revenue)
Account Number Amount Project Number
9700 1910 5315 00 25,565
Approval Signatures
0
Vivo r
Requested By Da e
Ile
u ge Manager
te
2.A0 /OS
Department re or Date
inance & Intern ervices DA or / Date
3410
Date
Mayor
Budget Office Use Only
Type: A B C (.%) E
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
Initial Date
Initial Date
Initial Date
Initial Date
•
a e LUE.rJli.
ARKANSAS
Interdepartmental Correspondence
was
5/16/Ds
FLEET (SERATIONS eeg SitsMA51
1525 S. Happy Hollow Road ride+ 4/"14
Fayetteville, AR 72701 Algocri--
To: Mayor/City Council
Thru: Gary Dumas, Director of Operation&
From: David Bragg, Fleet Operations Supenntendent
Date. February 9, 2005
Subject: Purchase of Fleet Management Software from CCG Systems
RECOMMENDATION: That City Council approve the purchase of Faster Fleet Management
Software from CCG Systems for the total price of $96,174 and approve a Budget Adjustment in
the amount of $25,565.
BACKGROUND: For complete background information, please see the following letter
and attachments as submitted to the Equipment Committee for their consideration at the
*January 31st, 2005 meeting.
$70,609 is available for the purchase Of the Fleet Management Software in 9700.1920.5802.00,
Special Project #01025. Funds are available and a budget adjustment is attached to transfer
the balance of the funds for purchase and taxes from Contract Services 9700.1910.5315.00 to
the Project.
The purchase of this software was approved by the Equipment Committee at the meeting of
January 31, 2005 •
RESOLUTION NO.
A RESOLUTION APPROVING THE PURCHASE OF FASTER
FLEET MANAGEMENT SOFTWARE FROM CCG SYSTEMS IN
THE AMOUNT OF $96,174.00; AND APPROVING A BUDGET
ADJUSTMENT IN THE AMOUNT OF $25,565.00.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, ArkansIs
hereby approves the purchase of FASTER Fleet Management Software -fro --
Systems in the amount of $96,174.00.
Section 2. That the City Council of the City," oaye evi11e, L.hkansas
hereby approves a budget adjustment in the amount o $
PASSED and APPROVED this ist
March
20
PROVE
SONDRA SMITH, City Clerk
DAN COODY, Mayor
•
eviiie
ARKANSAS
FLEET Fi•
ER ID MS
1525 S. Happy Hollow Road
Fayetteville, AR 72701
Equipment Committee Correspondence
TO:
FROM:
DATE:
SUBJECT:
City of Fayetteville, Equipment Committee
Robert Reynolds, Chairman
Kyle Cook
Lioneld Jordan
Don Marr
Billy Sweetser
David Bragg, Fleet Operations Supt
January 14, 2005
Purchase of Fleet Management Software
Background:
• Prior to purchase of Hansen Asset Management software the need for specialized fleet
management software was established and special project funds of $70,659 were
allocated for the purchase.
• When Hansen software was originally evaluated by Bill Oestreich and fleet staff, they
determined that the Hansen fleet management module did not meet their desired
qualifications and the fleet software project fund was left in tact.
• Shortly after my appointment as Fleet Operations Superintendent, based on discussions
with current fleet staff, direction of my department director, and the above information; I
began preparation of RFP specifications for fleet software. I managed a successful fleet
software conversion project just prior to Y2K and have used that information and
experience in this project.
• Upon submission of the draft RFP for review by the I.T. division, Scott Huddleston
requested that I again review the Hansen fleet module. A copy of the review evaluation
provided to Scott and Gary Dumas in December, 2003 is attached (Attch. "A")
• RFP as revised with I. T. division input was released in June, 2004 with an opening date
of August 23.
RFP Evaluation:
• An evaluation team was appointed to review submissions. The team members are. Gary
Dumas, Director of Operations; Scott Huddleston, I. T. Division Manager; Peggy Vice,
Purchasing Manager; Tom Hubbard, Water and Sewer; Kevin Springer, Budget Manager;
David Bragg, Fleet Operations Supt.; Jesse Beeks, Fleet Operations Supervisor, Barbara
Olsen, Fleet Operations Office Manager.
• An evaluation of five proposals received was completed using an objective point system
specified in the RFP. A copy of the point scoring sheet is attached. (Attch. "B")
• The committee selected two finalists for on site demonstrations. Each demonstration
consumed approximately four hours of intense scrutiny of product features and operation
observed by Dumas, Huddleston, Bragg, Beeks, and Olsen. Tom Hubbard was available
for one of the demos.
• Customer service and satisfaction surveys were sent to users of four of the proposed
software. The fifth proposal did not provide required customer information.
• The evaluation team has unanimously recommended selection of the software proposal
from CCG Systems "FASTER' fleet management software.
•
CCG "FASTER' Advante: 4111
• More than three fourths of "FASTERms 260 customers are local government entities.
Most of these are very comparable to Fayetteville in size and fleet composition. (Attch.
alc,2)
• Customer satisfaction according to our written survey is very high (90 5%)
• CCG Staff includes numerous fleet management professionals who direct system
functionality in addition to programmers who design the computer code.
• Very active annual user meetings and regional user groups with high municipal fleet
participation.
• Track record of substantial annual enhancements driven by fleet user requests.
• Exceptionally good process of vehicle replacement evaluation and lease/replacement
cost tracking and billing.
• Most complete package evaluated — Reports and processes are in place requiring the
least amount of local development and adaptation.
Reevaluation of Hansen Fleet Module:
• Hansen has provided names of two users of the Hansen fleet management module: City
of Las Vegas, NV and City of Monterey, CA. Phone interviews with both fleet managers
reveal very low satisfaction with the fleet module and a strong desire to obtain specialized
fleet software. Among the Public Works and Utility staff of these cities, satisfaction with
Hansen software is high.
• Fleet staff also interviewed the fleet manager with Little Rock Waterworks/Wastewater.
This manager also expressed very low satisfaction, high frustration level, and strong
desire for specialized fleet software, although the Wastewater Department users are very
satisfied with Hansen for management of their non fleet mission. (Attch. "D") All three
managers interviewed perceive that the Hansen fleet module is an "afterthought" added
to software developed for other purposes with little knowledge or understanding of
common fleet management practices.
• Hansen has provided a written cost estimate of $69,000 to implement the Hansen fleet
module. This is 76% of the total proposed contract cost to purchase and implement
"FASTER" fleet software. Additionally, the fleet and I. T staff time to create necessary
reports and processes would be substantially greater than with "FASTER" fleet software.
• Though no Hansen user list has been made available, fleet staff has been able to identify
eleven cities who are Hansen customers that are also customers of CCG "FASTER' fleet
software. Interviews with several fleet managers indicate that Hansen works well and is
well accepted among public works and utility departments in their cities, but is not well
adapted to fleet operations. (Attch. "E")
• Meetings with Hansen representative indicate that it will be several years before
substantial program enhancements will be available to the fleet module, and that fleet
representation at user groups will likely never have significant influence. Monterey, CA
fleet manager related his attendance at one Hansen user conference was a wasted effort
in terms of any discussion or input regarding fleet management issues.
Integration:
• A thorough evaluation of fleet related process and procedures by the RFP evaluation
team determined that there is no need for direct data interface between Hansen and the
fleet software.
• A data interface between the fleet software and New World Financial system and Gasboy
fuel system is included in the recommended "FASTER' proposal.
• I. T. Division Manager, Scott Huddleston, is prepared to implement the "FASTER'
software proposal and supports the addition of specialized fleet management software.
(Scott has agreed to attend the 1/25 Equipment Committee meeting to provide input and
answer questions.)
Recommendation: • •
• Having direct experience with three automated fleet information systems, I am convinced
that one of the most important criteria in software selection is choosing a vendor with a
strong customer base of similar (local government) fleets and a record of providing
ongoing development and support to that industry segment. Given the time and talent,
any database can be adapted into an effective fleet management system, however, a
smaller individual investment of time and money by a group of professionals together with
a specialized software group typically results in a better system and greater sharing of
knowledge. One of the fastest growing segments of both our finalists' customer base is
university fleets who a few years ago preferred developing their own software in house.
• The RFP evaluation team unanimously recommends acceptance of the "FASTER" fleet
management software proposal as submitted by CCG Systems to be implemented as
soon as possible.
• Funding is available in the Fleet Operations Maintenance System special project account
#01025 ($70,609) for the software purchase and data conversion. Installation and project
management services in the amount of $20,050 can be funded from 2005 budgeted
contract services. Total CCG Systems contract cost is $90,659.
Cc:
Gary Dumas
. .
Mayor: . L.—a itlif Department Director: Purchasing Manager:
Finance & Internal Services Director: Budget Manager: IT Manager:
Dispatch Manager: Utilities Manager:
..t
0 CO CO -4 a) cn a ta3 ND -1
„,,—
CD
3
IRequester
BARBARA OLSEN a ,
2>
•R
CA
0.
a
a;
co
'Vendor #
City Of Fayetteville
(Not a Purchase Order)
Shipping/Handling
PER RFP OPENED 8/23/04
MANAGEMENT SERVICES
SION, INSTALLATION, PROJECT
SOFTWARE, INCLUDING CONVER-
FASTER FLEET MANAGEMENT
0
0
1
p
o
p
..
c&Mitity
r
0
EA
EA
s:n.
T
EA
T
EA
EA
M
›
r
0
...,
!Unit of Issuel
40
CO
0
.a)
cn
co
b
o
!Unit Cost
State:
Vendor Name:
CCG SYSTEMS
40
0
bObb
co
40
0
o
40
99
o
40
o
So.00
tft
99
O
o
41t
b
co
So.00
4ft
0
b
co
a
0
b
o
40
tO
0
In
us
to
b
o
!Extended Cost
9700.1920.5802.00 I
!Account Numbers
Requesters Employee #
1940
Zip Code
Fob Point:
Ship to code:
050
o
”
o
PO
CA
La
!Project/Subproject # 1
Extension:
495
Diviso ad Approval,
1
0 CO
• In
' co
a
ar
Z
R
0 co
I
z
R
1
I
P.O Number
Requisition No. .
IrL.L.Ferto
!Quotes Attached
!Yes: No:
Expected Delivery Date:
0
co
R
e
to
0
C.
Of
-11
5.T
O
0.
VI
0
*
•
4
•
David Bragg
Submitted By
• •
City of Fayetteville
Staff Review Form
City Council Agenda Items
Contracts
1 -Mar -05
City Council Meeting Date
Fleet Operations
Division
Action Required:
Operations
Department
Action Required: Approval of purchase of Fleet Management Software from CCG Systems for a total price of
$96,174, and approval of Budget Adjustment in the amount $25,565.
$96,174.00
Cost of this request
9700.1920.5801.00
Account Number
01025
Project Number
Budgeted Item
70,659.00
Category/Project Budget
50.00
Funds Used to Date
70,609.00
Remaining Balance
Budget Adjustment Attached
X
Fleet Operation Maintenance System
Program Category / Project Name
Vehicles and Equipment
Program / Project Category Name
Shop Fund
Fund Name
Department Director
CD-9Lid
City Attorne1e
May
Comments:
- 10 Q3
Date
e /4,
Date
Previous Ordinance or Resolution # n/a
Original Contract Date:
Original Contract Number:
n/a
n/a
Received in Mayor s Office
gip /0N -C 1/.
1.aVUo
Clarice Pearman - Res 56-05 Page 1
From: Clarice Pearman
To: Bragg, David
Subject: Res. 56-05
Attached is a copy of the resolution passed by City Council, March 15, 2005 regarding CCG Systems.
Also attached is a copy of the budget adjustment and purchase requisition.
Thanks.
Clarice
CC: Deaton, Vicki; Fell, Barbara