R2024-07 Resolution Approving the Purchase of Faster Asset Solutions Cloud Based Fleet Management Software

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g - -D -i Municipal Services DATE: 1/8/2024 MEMO: 2024-12 TO: Honorable Mayor Julie Moore Wolfe and City Council Members FROM: Scot Wrighton,City Manager Matt Newell,Public Works Director Lacie Elzy,Transportation Services Director Byron Bowman,Municipal Services Manager SUBJECT: Resolution Approving the Purchase of Faster Asset Solutions Cloud Based Fleet Management Software SUMMARY RECOMMENDATION: It is proposed that the City Council approve the attached resolution authorizing the mayor to sign and the City Clerk attest to the expenditure of$92,789.25 to Faster Asset Solutions for cloud-based fleet management software. The cost is proposed to be shared between the Fleet Maintenance Section of Public Works(87.5%)and Mass Transit Section of Transportation Services(12.5%). BACKGROUND: For many years,the City's Fleet Maintenance Section has used Faster Fleet Management software to track and manage the maintenance on the City's 187 vehicles plus another 200 pieces of equipment. This involves ongoing maintenance and fuel use. The software has proven to be very beneficial to the City in helping to use the City's fleet in the most efficient manner. Last year,the City was informed that Faster was moving to a fully cloud(web)based platform and would no longer support its desktop system which the City currently uses. In addition,it was determined that Mass Transit would also begin using the Faster platform to enable a better integration of its transit vehicle management into the overall City fleet. The City received a quote from Faster for$92,789.25 to provide the cloud-based software update and move the City's fleet inventory to the new system,all of which is spelled out on the attached quote. It is proposed that the total cost of the Faster software be split between the Public Works Fleet Section and Mass Transit based on the number of vehicles in each system. The Mass Transit system has about 12.5%of the City's fleet assets. • Fleet Maintenance: $70,014.25 • Mass Transit: $22,775.00 • Total: $92,789.25 The Public Works portion of the funding is in the approved Fleet Maintenance budget. Mass Transit's portion is also in the approved budget and will be paid through funding provided by the Illinois Department of Transportation and Federal Transit Administration operating funds. SCHEDULE: The software conversion will take about 5 months to complete. PRIOR COUNCIL ACTION: None POTENTIAL OBJECTIONS: There are no known objections to this request. STAFF REFERENCE: Matt Newell,Public Works Director,Lacie Elzy,Transportation Services Director. Matt Newell will be present to answer any questions of the Council on this item. BUDGET/TIME IMPLICATIONS: Budget Impact: Funding for the expenditure is available in the 2024 General Fund and Mass Transit budgets.