Memorandum
City of Lawrence
Public Works
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TO: |
Charles F. Soules, P.E., Public Works Director |
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FROM: CC: |
Robert Aaron Fleet Manager Tammy Bennett, Assistant Public Works Director |
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DATE: |
8/5/2015 |
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RE: |
Fleet Tracking Software Upgrade |
Background
Central Maintenance is tasked with the tracking and reporting of the City’s Fleet Assets. Our current provider of software for this task is FleetFocus, by Asset Works, using a GUI (graphical user interface) system. Due to the age of the software, the company no longer supports the GUI version. Our current software has transitioned to a web base system, which is consistent with all fleet applications and vendors. Central Maintenance software was implemented in April of 1999. Natural progression of technology has dictated that we update or change our current software to support the tracking of our City’s Fleet. Our current GUI version software requires extensive labor time to extract and report data due to incompatibility with current operating systems.
Software Options
Central Maintenance staff evaluated seven software systems. Demonstrations were provided by industry leading suppliers of fleet software, including: eMaintanance, Collective Data, RTA, Fleet Focus, INFOR, CFA and Fleetio. Software was evaluated based on data transition, ease of use, reporting functions, fuel integration, cost per user, and supporting function of the supplier. After careful evaluation, it was determined that the upgrade of our current software, FleetFocus, is the most advantageous to the City, based on all factors considered.
Efficiencies and Customer Requests
The FleetFocus web-based system will provide the comparable fleet asset and maintenance data as the GUI system. Reporting and data management functions are significantly enhanced and streamlined. Additional functions of the software upgrade include the ability to go to a paperless shop environment. Integration onto the shop floor for parts requests, work order assignments, and vehicle history should increase productivity. The web based upgrade will allow user divisions to make repair requests, schedule vehicle service, and see the status of their vehicles as the repair process evolves. Many city divisions have expressed a lot of interest in the ability to schedule and check status without having to personally contact Central Maintenance.
Funding
Central Maintenance has funding available in the 504-3-3210-6005 account. Pricing for the upgrade was utilizing the NJPA (National Joint Powers Alliance) cooperative purchasing contract. Pricing includes system configuration, installation, and operational training. Annual maintenance costs for the new system will be comparable to the existing program.
Staff Recommendation
Central Maintenance staff recommends the upgrade purchase of FleetFocus (the current software) utilizing the NJPA (National Joint Powers Alliance) contract for $37,200.00. Contract 051613-AWI.
Action
Authorize the Public Works Department to upgrade FleetFocus fleet tracking and reporting software, in the amount of $37,200 utilizing the NJPA cooperative purchasing contract 051613-AWI.