Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Negotiate And Execute An Agreement Between Assetworks, LLC (The Highest Ranked Firm) And The City Of Hollywood For A Fleet Maintenance And Fuel Management Program Web Based Software System In An Amount Not To Exceed $223,505.44; Approving The Reauthorization And Reappropriation Of Certain Previously Authorized And Appropriated Funds In An Identified Account Contained In The Adopted Fiscal Year 2012 Operating Budget, As Amended, Which Balance Remained Unencumbered At The End Of Fiscal Year 2012, Into An Identified Fiscal Year 2014 Account In The Amount As Detailed In The Attached Attachment "A", And, Further, Authorizing An Amendment To The FY 2014 Operating Budget As Adopted And Approved By Resolution R-2013-275 To Permit The Transfer Of Certain Funding As Detailed In The Attached Attachment "A".
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
The City's Public Works Department requested that Procurement Services issue a Request for Proposals (RFP) for a Fleet Maintenance and Fuel Management Program Web Based Software System to provide various features and capabilities for the Fleet Management Division to utilize in the management of their fleet maintenance and fuel management operations.
On October 8, 2013, Notices of RFP Availability were mailed and RFP-4376-14-RD was advertised on-line via the City's website and DemandStar.
RFP-4376-14-RD was opened at 3:00 P.M., on November 8, 2013 and resulted in responses from four (4) firms:
AceApplications, LLC
Orlando, FL
AssetWorks, LLC
Wayne, PA
Chevin Fleet Solutions LLC
Sharon, ME
Faster Asset Solutions
Virginia Beach, VA
Evaluation of the submitted proposals was based upon the criteria set forth in the RFP document including: ability of software to meet Fleet Management System requirements, experience, proven delivery capability, successfully completed similar projects and current references, level, quality and type of client training and technical assistance provided, and cost of system.
Each proposal was evaluated by a Committee consisting of the following individuals: the Director of Public Works, the Director of Information Technology, the Fleet Management Coordinator, a Police Sergeant, and a Budget Officer.
The Evaluation Committee determined and agreed that based upon the RFP's scope and requirements the proposals submitted by Ace Applications, LLC, Chevin Fleet Solutions, LLC and Faster Asset Solutions provided products which included multiple vendors, lacked detailed information and did not provide a product that would fully meet the City's operational needs as specified in the RFP.
The Evaluation Committee determined and agreed that based upon the RFP's scope and requirements, the proposal received from Assetworks was complete, clearly detailed and offered a product which is fully integrated which would meet the City's operational needs specified in the RFP.
After the proposals were evaluated, the evaluation committee ranked the firms in the following order:
1. AssetWorks, LLC
2. Chevin Fleet Solutions, Inc.
3. Faster Asset Solutions
4. AceApplications, LLC
The Evaluation Committee is recommending that the City Commission authorize the appropriate City staff to negotiate and execute an Agreement with Assetworks LLC, for a Fleet Maintenance and Fuel Management Program Web Based Software System in an amount not to exceed $223,505.44.
Award is subject to the City receiving all insurance required and approved by the City's Risk Manager, and indemnity to the City; and
Certain routine and periodic budgetary adjustments, transfers and reauthorization of appropriated funds continue to be appropriated and necessary to ensure prudent financial management and a source of funding for the procurement of certain goods and services to effectively and efficiently provide municipal services.
In order to provide for a timely and sufficient source of appropriated funds to provide the goods and services needed from fiscal year to fiscal year, certain unencumbered and previously appropriated and authorized funds remaining at the end of a fiscal year must be reappropriated and reauthorized.
Certain funds remaining at the end of the 2012 Fiscal Year identified in the attached Attachment "A" must be reappropriated and reauthorized in the same amount and into the same account for Fiscal Year 2014 as set forth in Attachment "A", attached hereto and made a part hereof by reference, subject to the review and approval of the City Commission.
In addition to the funding of $40,698.00 in the Central Services Fund 57 presently available for the purchase of the Fleet Maintenance and Fuel Management software, funding in the amount of $183,000.00 will be needed and will become available in account #57.5101.00102.590.006442 with the reauthorization and reappropriation of funding and the transfer of funding as further described in the attached Attachment "A", subject to the review and approval of the City Commission.
Recommended for inclusion on the agenda by:
Cathy Swanson-Rivenbark, City Manager
Matthew Lalla, Director, Financial Services
Sylvia Glazer, Director, Public Works
Joel Wasserman, Director, Procurement Services