TO: Mayor and Commissioners
FROM: Missie Barletto, Public Works Director
THROUGH: Terrence R. Moore, ICMA-CM
DATE: April 16, 2024
Title
APPROVAL OF RESOLUTION NO. 48-24 TO AWARD A CITY STANDARD AGREEMENT WITH TT FASTER LLC DBA FASTER ASSET SOLUTIONS FOR SOFTWARE UPGRADES, LICENSES, SUPPORT AND MAINTENANCE, AND DATA AND MIGRATION SERVICES IN THE AMOUNT OF $174,318.
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Recommended Action:
Recommendation
Motion to Approve Resolution No. 48-24 to award a City Standard Agreement with TT FASTER LLC dba FASTER Asset Solutions for Software Upgrades, Licenses, Support and Maintenance, and Data and Migration Services in the amount of $174,318.
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Background:
In 2004, the City of Delray Beach (City) sought a software package for fleet management services that would replace the Fleet Division of the Public Works Department’s (Fleet) functions contained within the AS400 system. The purpose was to procure a fleet management package with the capability of providing reports, improving technician productivity, increasing customer service, and more accurately tracking fleet related costs.
On July 6, 2004, the City awarded an agreement to CCG Systems, Inc. for FASTER Fleet Management Software (FASTER). The applications in FASTER allowed for management of parts inventory, equipment records, paperless work orders, fuel management, and technician labor tracking through computer terminals on the shop floor.
Since acquiring FASTER, Fleet has continued to utilize the software and has established FASTER as the City Standard for fleet management software. In the 2024 through 2028 Capital Improvement Program Budget, a project was approved to upgrade the existing software. The upgrade will allow Fleet to achieve a more streamlined preventive maintenance (PM) process, better labor tracking on assets, additional user interfaces for clarity on fleet operations, and more efficiently capture costs associated with maintenance and repair. The upgrade includes the migration of the existing database to a single cloud-based system, virtual and in person training on the new platform, and the integration with auxiliary interfaces the City works with.
Staff requests approval of this agreement to implement system upgrades, thus continuing to improve Fleet’s efficiency, customer service, and asset and budgetary management.
Following the one-time cost of $74,568.00 for the system upgrade, an annual Software and Maintenance fee of $19,950 is required. Upon expiration of the initial term, Annual Software and Support shall automatically renew for successive one-year periods unless either party provides written notice of non-renewal.
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Contract Value |
|
Initial Term |
April 9, 2024 - April 9, 2028 |
Year 1: $94,518; Years 2-5: $19,950 |
|
TOTAL |
$174,318 |
The City, at its sole discretion reserves the right to terminate this Agreement with or without cause immediately upon providing written notice to Contractor. Upon receipt of such notice, the Contractor shall not incur any additional costs under the Agreement. The City shall be liable only for the reasonable costs incurred by the Contractor prior to the date of the notice of termination. The City shall be the sole judge of “reasonable costs.”
This motion is in accordance with Code of Ordinances Section 36.02 Commission Approval Required.
Attachments:
1. City Standard Agreement CS2024-003
2. CS 2024-003 Additional Terms and Conditions
3. Exhibit A to CS2024-003
4. Resolution No. 48-24
5. Exhibit A to Resolution No. 48-24
6. Legal Review Checklist
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source:
Funding is available as approved in the 2024 through 2028 CIP Budget from 334-90-260-519-68.10 (Capital Outlay Software).
Timing of Request:
Timely approval is requested.