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PUBLIC WORKS MEMORANDUM <br /> NO. 2009—45 <br /> DATE: July 27, 2009 <br /> TO: Honorable Mayor McElroy and City Council Members <br /> FROM: Ryan P. McCrady, City Manager <br /> Richard G. Marley, P.E., Public Works Director <br /> SUBJECT: Fleet Management Software <br /> SUMMARY RECOMMENDATION: <br /> It is recommended by staffthat the City Council approve the attached resolution approving the <br /> expenditure of$78,365 for Faster Fleet Management Software by CCG Systems. <br /> BACKGROUND: <br /> Prior Council Action <br /> City Council was briefed about the need to replace the existing fleet management software on <br /> March 28, 2009, during the Public Works Department budget review study session. Funds to <br /> purchase the software were included in the FY 2009-10 Public Works Department budget which <br /> was approved by Council on Apri16, 2009. There has been no other Council action related to this <br /> recommendation. <br /> Background <br /> The fleet management software currently in use in the City's Fleet Maintenance Section is <br /> ShopFax from World Information Systems. It has been in use since 1991 and contains many <br /> years ofdata regarding the City's fleet. There are several problems with ShopFax: <br /> 1. ShopFax software is written for a IJNIX based system. None of the City's computers <br /> have the LJNIX operating system. The software does not interface with Windows based <br /> software such as Excel or Word. As a result, retrieving data from ShopFax for analysis is <br /> virtually impossible. <br /> 2. The software vendor for ShopFax provides very poor customer service. Unti12008, the <br /> City continued to pay an annual user fee of$3,500 but received no customer support in <br /> return. When it became necessary to replace a failed "dot-matrix" printer, World <br /> Information System demanded additional payment for a software driver to run the new <br /> printer. <br /> 3. The software does not include modules to help the Fleet Manager to accurately track life- <br /> cycle cost of the City's vehicles and equipment. <br /> 4. The parts inventory management module in ShopFa�c is not user friendly making it <br /> cumbersome to use. As a result, annual parts inventory is more time consuming to <br /> perform. <br /> Page � 1 <br />