To: Board of Supervisors
From: Warren Lai, Public Works Director/Chief Engineer
Report Title: Approve a Network Fleet Agreement (contract) amendment with AssetWorks Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with AssetWorks Inc., effective June 30, 2024, to increase the payment limit by $199,000 to a new payment limit of $1,364,000 for the Vehicle Telematics GPS reporting hardware, software, installation, and services, and extend the term from June 30, 2024 to June 30, 2025, Countywide. (100% Fleet Internal Service Fund).
FISCAL IMPACT:
100% Fleet Internal Service Fund
BACKGROUND:
On March 29, 2016, the Board of Supervisors approved a Network Fleet Agreement with AssetWorks LLC, for vehicle Telematics reporting hardware, software, installation and services. This contract provides the Telematics reporting hardware for installation in select vehicles from the County’s fleet with internet access to real-time and historical data on the vehicle emissions performance, diagnostic trouble codes, positioning, speed and course. Fleet Services and user departments have found it necessary to occasionally review vehicles data for a variety of reasons. Light vehicles equipped with these Telematics devices are eligible to be enrolled in the State’s Continuous Smog Testing Programs, which precludes the need for physical Biennial Smog Inspections, resulting in cost savings and reducing downtime of the vehicles.
Under the approved Network Fleet Agreement, Public Works has worked with AssetWorks LLC to install the vehicle Telematics reporting hardware and software services. The approval of year-to-year rollovers allowed Public Works to continue procuring equipment, software and services through AssetWorks LLC, that was necessary to utilize Telematics reports for programs, such as the State’s Continuous Smog Testing Pilot Program.
On or about January 1, 2022 AssetWorks LLC was restructured and became AssetWorks Inc. and remains the owner, author, and Sole Source Provider of FleetFocus M5 Fleet Management System, Capital Asset Management (CAM) System, FuelFocus™ Fueling Management System and the KeyValet™ Automated Motor Pool Management System. AssetWorks also remains an authorized reseller of the Networkfleet GPS solution.
On September 19, 2023, the Board approved an amendment to change the party to the contract, dated March 29, 2016 from AssetWorks LLC to AssetWorks Inc. The approved amendment also extended the termination date of the contract from March 31, 2023 to June 30, 2024, and added $230,000 budgeted Fleet Internal Service Funds to the payment limit
This amendment changes the termination date of the contract from June 30, 2024 to June 30, 2025, and adds $199,000 budgeted Fleet Internal Service Funds to the payment limit, all of which is necessary for the continuation of Telematics reporting hardware and reporting services.
AssetWorks, Inc. has two contracts with the Fleet Department. A Network Fleet agreement for GPS Telematics Systems and another for I.T. Software. The Network Fleet contract expired on June 30, 2024, while the I.T. Software contract is scheduled to expire on December 31, 2026. An oversight concerning the details of these contracts resulted in a four-month delay for this Board Order submission pertaining to the Network Fleet contract.
CONSEQUENCE OF NEGATIVE ACTION:
If not approved, remote GPS Telematic reporting from AssetWorks Inc. will cease to operate and the ability to track County Fleet vehicles will not exist.