HomeMy WebLinkAboutStaff Report 3407
City of Palo Alto (ID # 3407)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 2/11/2013
City of Palo Alto Page 1
Summary Title: Amendment No. 1 with AssetWorks, Inc. Contract C09127499
Title: Approval of Amendment No. 1 to Contract C09127499 with
AssetWorks, lnc. in the Amount of $63,805 for Software Implementation and
Support Services; Training; and Annual License and Software Maintenance
for a Term of Five Years for the City’s FleetFocus and FuelFocus Fleet
Transaction Management Systems
From: City Manager
Lead Department: Public Works
Recommendation and Draft Motion:
Draft Motion: I move that Council approve and authorize the City Manager or his
designee to execute Amendment No. 1 to Contract C09127499 with AssetWorks,
lnc., in the amount of $61,375 for database migration and data alignment;
installation and diagnostics of system upgrades; staff training and annual license
and software maintenance for a term of five years, and to authorize $2,430 in
additional services for a not to exceed amount of $63,805 for the City’s FleetFocus
and FuelFocus transaction management systems.
Background
Since 1988, the Public Works Equipment Management (Fleet) has utilized
FleetFocus software to track all functions related to the maintenance of vehicles
and equipment, including processing repair and preventive maintenance,
capturing costs (e.g., fuel, oil, and licensing), and tracking vehicle equipment
usage. In 2009, Fleet added an additional integrated module to the system called
FuelFocus. FleetFocus integrates with the automated fuel management system,
FuelFocus, in real-time in a single database.
City of Palo Alto Page 2
The FuelFocus system is used to record and archive vehicle and equipment fuel
transactions; to facilitate the reconciliation of fuel inventories; to collect vehicle
and equipment utilization data (the system will upload mileage and hour meter
readings during the transaction); and to secure the City's fuel inventories by
restricting fuel access to authorized staff only. All hardware is proprietary to the
FuelFocus system and can only be obtained through the developer, AssetWorks.
During the Windows 7 readiness assessment conducted by the Information
Technology Department (IT) in which testing of all City applications was
conducted it was determined the FleetFocus and FuelFocus had not been
routinely upgraded over a number of years and the system would not run on
Windows 7. At the same time, the Fleet Manager left the City and remaining
Fleet staff did not have proper training on the systems and were focused on a
number of hardware issues that had occurred relative to the fueling system.
Discussion
During summer 2012, Public Works Administration and Public Services staff along
with the City’s Chief Information Officer met with AssetWorks management team
to review the system, brainstorm solutions and develop an implementation plan
for both the software and hardware deficiencies. AssetWorks was asked to
submit a proposal to incorporate upgrading both the FleetFocus and FuelFocus
modules to a Windows 7 system, migration from Oracle to MS-SQL (City
supported Database Management System), address the fueling hardware
problems, and provide thorough training of management, operational and
support staff in order to provide a multiplicity of knowledge within Public Works
for these fleet systems.
Additionally, the public CNG pilot program has proven to be well received;
however, due to the manual billing system and the increase in number of public
customers it has become a time consuming process for both Public Works and
Administrative Services staff to process billings. AssetWorks was asked to provide
costs associated with installing hardware and software to accommodate a credit
card billing system at the CNG dispenser thus removing City staff from the billing
process. Subsequent to the request staff became aware of companies that
provide full service for customer billing which include maintenance of the pump
City of Palo Alto Page 3
software and hardware systems. Staff is continuing to evaluate which method
would be more cost effective but to provide the most flexibility has isolated the
costs in the attached scope and will only direct AssetWorks to commence with
the credit card work if it should prove to have the least expensive or most viable
solution. If the work is not undertaken the funding for this item in the scope
would return to the Vehicle Replacement Fund.
In the past, the City has issued numerous individual contracts with AssetWorks for
specific stand-alone work items, making tracking and reporting difficult.
Therefore, along with the scope, we have also included the annual maintenance
and support fee for a term of five years in this amendment, resulting in one
contract that encompasses all tasks associated with the FleetFocus and FuelFocus
systems.
Resource Impact
Funds for this amendment are available in the FY 2013 Vehicle Replacement Fund
operating budget.
Policy Implications
Authorization of this contract amendment does not represent any change to the
existing policy.
Environmental Review
This project is categorically exempt from the California Environmental Quality Act
(CEQA) under section 15302 and 15303 of the CEQA guidelines.
Attachments:
Amendment No 1 to C09127499 (PDF)
C09127499_AssetWorks Contract (DOCX)
Software and Services Order Form
(Current Customer)
AssetWorks Order Form Page 1 of 8 joseph.keefe@assetworks.com
Date: December 11, 2012
City of Palo Alto
This Order Schedule is issued pursuant to current License, Maintenance and Professional Services Agreement(s)
between AssetWorks Inc. (successor in interest to MAXIMUS Inc.) and the above named customer. Parties agree to be
bound by those terms and conditions. Pricing below is valid provided this Order form is signed by customer on or by
March 11, 2013.
Customer Information:
Contact Name: Jonathan Reichental
Contact Phone: 650.329.2182
Contact Email: jonathan.reichental@cityofpaloalto.org
Summary:
Fleet Focus Upgrades, Database Migration, Training, Travel $16,940.00
Fuel Focus Upgrades, Database Migration, Training, Travel $ 7,350.40
Optional Remote Services $ 1,950.00
Optional CNG Station Upgrade $17,220.99
Annual Maintenance ending Oct 31, 2013 $17,914.00
Total $61,375.39
FleetFocus ServicesSummary:
Description Price
FleetFocus FA Suite Support Services
FleetFocus FA Relational Database Migration Service (Oracle to MS SQL
Server)5,000.00$
FleetFocus FA Upgrade Service including Web Modules (InfoCenter)3,900.00$
Professional Services
Training and Alignment Services 6,240.00$
Subtotal:15,140.00$
On site days Per day Estimate
Travel Estimate-as incurred 4 450.00$ 1,800.00$
Total Estimate including Travel 16,940.00$
AssetWorks will invoice for actual travel
Software and Services Order Form
(Current Customer)
AssetWorks Order Form Page 2 of 8 joseph.keefe@assetworks.com
Professional Services Detail Pricing:
PROFESSIONAL SERVICES QTY Unit Price Ext.Total
Alignment Training (Group Setting)4 195.00$ 780.00$
Departmental Training 16 195.00$ 3,120.00$
Fleet Admin, Supervisors, Parts Room, Fleet Manger
Alignment Services 12 195.00$ 2,340.00$
Time and Materials Estimate 6,240.00$
Subtotal:32
FleetFocus FA Upgrade Service
AssetWorks will perform an upgrade to the most current Generally Available (GA) version. AssetWorks will perform both a
test and production upgrade of the FleetFocus FA database and application. AssetWorks will provide this upgrade
service for FleetFocus FA and InfoCenter.
FleetFocus FA Relational Database Migration Service
AssetWorks provides an RDBMS migration service to move your FleetFocus FA database from Oracle to Microsoft SQL
Server. AssetWorks will perform a migration of both the test and production FleetFocus FA databases.
FleetFocus FA Alignment and Training Description:
As we all know, fleet management “best practices” evolve from continuous business process improvement. But what is
continuous business process improvement? It is constant evaluation and refinement of work processes in order to
improve efficiency and reduce costs. In many cases, this refinement requires both improving your current use of
FleetFocus and using more of the out-of-the-box functionality.
By enhancing your overall use of FleetFocus, your organization can realize:
• Hard and soft cost savings, which allow you to be as competitive as possible
• Substantial improvements in fleet service, which benefit your customers and you!
• Achievement of best practices
This Alignment allows us to obtain a high-level overview of your implementation and serves as the foundation for
improvement and for making recommendations after completion. The Tune-Up consists of the following:
• Objective examination of the setup and configuration of your FleetFocus installation
• Discussion of the short-, medium-, and long-term goals for your operation
• 4 Hours hands on services/ training for each of your main users (Fleet Admin, Supervisor(s), Parts Room Personnel
and Fleet Manager)
• Alignment training will start with a high level overview of all base system and additional modules owned by customer.
The training will be in group format and solicit feedback on new features and best practice suggestions. Expected
duration: 4 hours.
• Topics to cover in System setup review include Equipment codes, classes and options for additional tracking data.
Use of Custom List values will be demonstrated to show the value in gathering validated information for improved
reporting. The condition of current data setup will effect what can be done within the limited hours of this project.
• System setup will include a range of new Option flags and include details on the release notes where both
enhancements and fixes were performed by version number upgrade. Setup options include area of Fleet Equipment,
Fueling, Shop Activity, Parts Activity, and Organization structure.
• End of Period processing and Table Management will be discussed for those that keep the system updated monthly
and need to cover the record retention rules. Records that are not needed or maybe set to archive will be discussed to
improve system performance and auditing.
Software and Services Order Form
(Current Customer)
AssetWorks Order Form Page 3 of 8 joseph.keefe@assetworks.com
• Enhanced and added web reports will be executed and rated for usage by customer. Documentation on report
product users and admin guides will be referenced for deeper details.
• Some of the activities that may occur in a 1 on 1 setting are shown below.
• - Clean up bad data, including batch processes to speed changes
• - Tailor and configure the User Interface to just what you need
• - Remove obsolete parts and history records
• - Renumber and/or add task code/class code format standards
• - Add data templates to improve unit specifications
• - Review reporting requirements and get staff just the reports they need
• The results of the AssetWorks Alignment will be:
• - More reporting through better web and new ad hoc queries to save staff time performing research.
• - Staff confident that data setup is consistent and more powerful in system options
• - Provide both transactional and performance data to offer the best practice approach for fleet information
• - Make FleetFocus work quicker and simpler by making the most of version enhancements from the past 4 years.
Services that may be provided (depending on customer specific issues):
- Fix data setup options and workflow improvements
- Clean up bad data, including batch processes to speed changes
- Tailor and configure the User Interface to just what you need
- Remove obsolete parts and history records
- Renumber and/or add task code/class code format standards
- Add data templates to improve unit specifications
- Review reporting requirements and get staff just the reports they need
The results of the AssetWorks Alignment will be:
- Data will be cleaner!
- Codes will be updated!
- Reports will be available!
- Functions will be understood!
The AssetWorks Alignment will enable FleetFocus™ users to be more confident in the use of the application, better
prepared for the next upgrade and ready to take advantage of newer technology when the time comes.
The AssetWorks Alignment is a "hands-on" service (on-site), and all services are delivered direct to the client without a
formal report or action plan. AssetWorks can quote a formal action plan and ‘Tune-up’ Report on request for an additional
fee.
Software and Services Order Form
(Current Customer)
AssetWorks Order Form Page 4 of 8 joseph.keefe@assetworks.com
FuelFocus Refresher Training Pricing:
IDENTIFICATION OPTIONS
New Style RF Vehicle ID Box Flash Tool 2 227.70$ 455.40$
PROFESSIONAL SERVICES
Fuel Master Technician 8 200.00$ 1,600.00$
on site terminations and start up
Fuel Software Installer/Trainer 16 200.00$ 3,200.00$
Installs software, trains customer on setup & reports
Travel Expenses (estimated)1 2,000.00$ 2,000.00$
Billed at actual at job completion
SHIPPING OPTIONS
Standard Shipping 1 95.00$ 95.00$
PROJECT TOTAL COST 7,350.40$
Software and Services Order Form
(Current Customer)
AssetWorks Order Form Page 5 of 8 joseph.keefe@assetworks.com
Optional Fuel Focus Public CNG Station Upgrade:
FUELFOCUS CONTROLLERS QUANTITY DISCOUNTED EXTENDED
LIST LIST
FuelFocus Controller - 2 Hose with Printer CC Ready 1 6,150.00$ 6,150.00$
FUELFOCUS CONTROLLER OPTIONS
Mag Card Option 1 247.39$ 247.39$
HID Option 1 380.60$ 380.60$
SOFTWARE & INTEGRATION LICENSES
FleetFocus VDC Integration License 1 2,495.00$ 2,495.00$
Bank One Credit Card Acceptance Module 1 1,995.00$ 1,995.00$
PROFESSIONAL SERVICES
Fuel Master Technician 8 200.00$ 1,600.00$
on site terminations and start up
Fuel Software Installer/Trainer 8 200.00$ 1,600.00$
Installs software, trains customer on setup & reports
Travel Expenses (estimated)1 2,000.00$ 2,000.00$
Billed at actual at job completion
MAINTENANCE & SUPPORT
Maintenance & Support - Year One 1 658.00$ 658.00$
SHIPPING OPTIONS
Standard Shipping 1 95.00$ 95.00$
PROJECT TOTAL COST 17,220.99$
Optional Remote Support:
Description HRS Price Total
Remote Services for Report Extraction 10 195.00$ 1,950.00$
Subtotal:1,950.00$
On site days Per day Estimate
Travel Estimate-as incurred 0 450.00$ -$
Total Estimate including Travel 1,950.00$
In the event Customer’s business practices require that Customer issue a purchase order number prior to payment of any
AssetWorks invoices issued under this Agreement, then such purchase order number must be entered below.
Customer’s execution of the Order Form without designating a purchase order number shall be deemed Customer’s
acknowledgement that no purchase order number is required for payment of invoices hereunder.
Purchase Order Number: ____________ Amount: $__61,375.39________
The following general assumptions apply to this proposal for AssetWorks and its subcontractors:
1. The costs for this project are provided on a fixed fee basis.
2. AssetWorks’ consulting estimates do not include installation and/or configuration of any Non-AssetWorks computer
hardware and peripheral equipment, such as client workstations, servers or printers. This quote does include the
installation of the FuelFocus ICU on the public fueling site and installation of door and printers on city site. Assumes
valid network connection exists and is functional at both island controllers.
3. Customer will purchase all hardware and software necessary for implementation, either through the AssetWorks
product purchase schedule or through other means.
4. Customer will have all of the necessary and appropriate personnel at all of the meetings for the purpose of defining
the requirements of the system.
Software and Services Order Form
(Current Customer)
AssetWorks Order Form Page 6 of 8 joseph.keefe@assetworks.com
5. Customer is responsible for TCP/IP connectivity from all client workstations to the Customer’s AssetWorks servers.
6. Customer will appoint a single point of contact for the duration of the project. This person should have project
management responsibilities and decision-making authority. This person will be the focal point of contact for
AssetWorks’ Customer Support department.
7. Customer will make appropriate technical resources available to AssetWorks’ consultants.
8. All training sessions will use standard application training materials.
9. This Proposal does not include any tailoring or customization of the GUI.
10. AssetWorks will perform as specified in the system documentation.
11. In the event the customer schedules on-site services and, due to circumstances within its control, AssetWorks’
scheduled personnel are unable to perform such services, AssetWorks will be entitled to payment for each such
scheduled personnel on the basis of an eight-hour day. AssetWorks provides on-site services on the basis of an eight-
hour minimum per day per person.
12. AssetWorks will bill time for any travel over 8-hours (at $200.00 per hour)
13. All travel estimates are estimates, AssetWorks will bill actual travel, monthly as incurred.
14. City of Palo Alto is responsible to file all application paperwork to get merchant ID numbers from Bank One for credit
card acceptance prior to onsite work and training being performed.
15. Work will commence 4-5 weeks from execution of contract and will take no longer than 60 days.
Accepted by Customer:
Signature
Name
Title
Date
Accepted by AssetWorks, Inc.:
Signature
Name
Title
Date
To expedite shipment and scheduling, please email or fax this signed document and your Purchase Order to Joe
Keefe:
Tel: 720.633.3043
Fax: 720.247.9001
joseph.keefe@assetworks.com
via mail:
AssetWorks Inc.
998 Old Eagle School Rd. - Suite 1215
Wayne, PA 19087
Attn.: John H. Hines III
Division President
Professional Services Agreement
ASSETWORKS Confidential and Proprietary Page 7 2/5/2013
Exhibit 1 (AssetWorks Improvement Discussion Recap)
Item Description Addressed by
1 A “Pulser Failure” error message occurs whenever a customer enters
an odometer reading incorrectly on three consecutive attempts.
Whichever dispenser they were attempting to authorize will become
disabled for all users until the pulser failure is manually reset by a
member of our staff. Keith LaHaie asked to have this feature disabled
last year.
Upgrade to FA Suite 6.4.x
2 The contractor who was hired by the City to install the AssetWorks
hardware reportedly shorted out the motherboard in one of the two
high-flow diesel dispensers at the MSC. The motherboard was
replaced, but the AssetWorks software hasn’t been programmed to
operate the two dispensers. Both of the high-flow dispensers have
been out of service since last August.
Upgrade to FA Suite 6.4.x
3 AssetWorks emailed a “fix” for the nozzle antennas last week. The
antennas are supposed to be relocated from the nozzle neck to the
nozzle body using metal mounting brackets and plastic zip ties. We
don’t have the brackets to relocate the antennas, and the use of zip ties
to secure antennas that cost $236.25 each doesn’t seem like a very
professional way of doing things.
AssetWorks will mail bracket
kits ASAP.
4 Supply antennas that will work on our nozzles Addressed in kits above.
5 Software does not run on Windows 7 Upgrade to FA Suite 6.4.x
6 Install the latest version of Infocenter. The upgrades to FA and
Infocenter must be done simultaneously.
Infocenter is now called FA web.
FA web is included in FA Suite
6.4.x
Solution: Upgrade to FA Suite
6.4.x
7 Perform whatever procedures are necessary to get the multi-product
dispensers functional.
Upgrade to FA Suite 6.4.x
8 Supply and install credit card readers on the Public CNG and MSC
CNG dispensers.
New software & hardware
required.
Will be included in quote.
9 Program the Public CNG dispenser so that it requires a CNG card to be
swiped in order to allow a transaction.
Will be included in above.
10 Perform the software install at Fire Station 1 immediately upon
completion of the hardware install by the electrician.
City will queue this up for after
all other work on these issues is
completed.
11 Comprehensive training to include: all –hands and 1-on-1 (must include
a backup person for each)
Will be included in quote.
Other Quote Related Items:
1. We will migrate from an Oracle db to a MS-SQL database
2. For the training and alignment, we require detailed documentation on what will be delivered.
3. Include travel expenses for training and alignment work.
4. Target date for revised quote: August 10, 2012
Professional Services Agreement
ASSETWORKS Confidential and Proprietary Page 8 2/5/2013
Annual Maintenance with Five Year Option:
4275 Executive Square │ Suite 330 │ La Jolla California 92037-9183 Number 1049 FA FL MNT13_5yr
Tel (858) 452-0458 Fax (858) 452-0478
TO: City of Palo Alto
FROM: AssetWorks Inc., successor in interest to MAXIMUS, Inc.
DATE:
RE: FleetFocus FA Maintenance and Support Renewal
Prices valid through October 31, 2013
Annual Software Maintenance and Support - for period 11/1/2013 - 10/31/2014
FleetFocus FA 900 Active Equipment Units 2012
15,310.00$ 14,580.30$
3,499.00$ 3,332.70$
Includes product updates and enhancements, unlimited email and telephone support for 12 months
Subtotal, 2013 renewal period, billable September 2013 18,809.00$
Same configuration as above. FleetFocus FA 16,075.50$
FuelFocus Software 3,673.95$
Subtotal, 2014 renewal period, billable September 2014 19,749.45$
Same configuration as above. FleetFocus FA 16,879.00$
FuelFocus Software 3,857.65$
Subtotal, 2015 renewal period, billable September 2015 20,736.65$
Same configuration as above. FleetFocus FA 17,722.95$
FuelFocus Software 4,050.50$
Subtotal, 2016 renewal period, billable September 2016 21,773.45$
Same configuration as above. FleetFocus FA 18,609.00$
FuelFocus Software 4,253.00$
Subtotal, 2017 renewal period, billable September 2017 22,862.00$
For Visa, MasterCard, and American Express payments, a convenience fee of 4% will be added.
Terms
This maintenance renewal is issued pursuant to the terms of the current AssetWorks contract with your organization. The
parties will continue to be bound by those terms during any renewal period unless otherwise agreed by both parties
through a signed amendment. Notification of termination of maintenance is required 90 days prior to annual renewal date.
FleetFocus FA is proprietary property of AssetWorks Inc. and protected by law. Another party cannot alter, modify,
change, manipulate or provide maintenance for this product without infringing upon AssetWorks' ownership rights.
Accordingly, AssetWorks is the sole source for software, maintenance and services of its products.
I, the undersigned, accept this maintenance renewal described above.
Name:Title:
Signature:Date:
[ ] PO REQUIRED: #______________________________ [ ] NO PO REQUIRED
→ If you have any questions, please contact Kimberly Hamiter at (858) 866-9022 or Kimberly.Hamiter@AssetWorks.com. Thank You! ←
[ ] Please MAIL invoice to: _____________________________________________________________________________________
[ ] Please E-MAIL invoice to: ____________________________________________________________________________________
[ ] WILL PAY BY QUOTE - NO
SEPARATE INVOICE NEEDED
MAINTENANCE RENEWAL
December 11, 2012
Including Bar Code, Call Center, Crystal Reports with 1 report author seat, Equipment Planning, Labor Capture,
Production Planning, Query, Replacement Modeling, Reporting, Service Level Agreements, and Shop
FuelFocus Software
Annual Software Maintenance and Support - for period 11/1/2014 - 10/31/2015
Annual Software Maintenance and Support - for period 11/1/2015 - 10/31/2016
Annual Software Maintenance and Support - for period 11/1/2016 - 10/31/2017
Annual Software Maintenance and Support - for period 11/1/2017 - 10/31/2018