Title
RESOLUTION AWARDING A CONTRACT TO COLLECTIVE DATA INC FOR THE PURCHASE AND IMPLEMENTATION OF A FLEET INFORMATION MANAGEMENT SOFTWARE SYSTEM, INCLUDING ONE YEAR OF FREE PREMIUM SOFTWARE MAINTENANCE AND SUPPORT SERVICES, FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $65,450.00.
Body
CITY PROPOSAL:
RESOLVED, that the proper city officials are hereby authorized to enter into an agreement with Collective Data Inc. for the purchase of a Fleet Information Management System, implementation services, training, and one year of premium software support services, for a total amount not to exceed $ 65,450.00, payable from Fund 660 (Fleet Services); Department 015 (Public Administration); Capital Equipment 5580.
Statement of Purpose
STATEMENT OF PURPOSE: This resolution authorizes a contract, substantially in the form attached as Exhibit A, with Collective Data Inc. for purchase of a Fleet Information Management System, implementation services, training, and a one year annual maintenance and support agreement, for a total amount not to exceed $ 65,450.00, subject to the availability of funds.
Premium Software Support can be renewed after the first free year for 20% of the software costs ($9,890.00 annually). Collective Data has agreed to hold the annual renewal fee to 20% for five years. There is no obligation to renew.
The Fleet Information Management System will allow for enhanced vehicle inventory control and enhanced reporting capabilities. This system will also provide the ability to more easily forecast vehicle life cycles and replacement planning.
The Purchasing Division issued a Request for Proposals (RFP) on June 19, 2015 and received six proposals. Collective Data Inc. proposed and demonstrated a software solution that meets the requirements stated in the RFP, and their proposal was the lowest cost solution out of all of the proposals received.
Scores:
Collective Data 92
AssetWorks 69
FasterAsset Solutions 63
Chevin 50
Asynerlitics/Infor 43
Perfit 41