Title
The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve Amendment 1 to DWSD Contract 6002993 (CS-1939) with AssetWorks LLC for Fleet and Fuel Management Software by requesting to add funding in the amount of $374,483.77, for a new total amended contract amount of $571,995.23; and to extend the term by 5 years, through 9/30/28. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
Body
Agenda of August 16, 2023
Item No. 2023-175
Proposed Amendment No. 1
Contract No. 6002993 (CS-1939)
Contractor: AssetWorks LLC
Address: 2441 Nacogdoches Rd, PMB 535, San Antonio, TX 78217
Initial Contract Amount: $143,511.46
Amendment No. 1 Amount: $374,483.77
Proposed Total Amended Amount: $571,995.23
Initial Contract Term: 10/01/20 - 9/30/23 (3 years)
Proposal Amendment No. 1 Extension: 10/01/23 - 9/30/2028 (5 years)
Proposed New Contract Term: 10/01/20 - 9/30/2028
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Water and Sewerage Department
RE: Proposed Amendment No. 1 to Contract 6002993 (CS-1939)
To add funds, and 5 years to the contract term
Fleet & Fuel Management Software
AssetWorks LLC
MOTION
Upon recommendation of Marqaicha Welch, Procurement Manager, the Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve Amendment 1 to DWSD Contract 6002993 (CS-1939) with AssetWorks LLC for Fleet and Fuel Management Software by requesting to add funding in the amount of $374,483.77, for a new total amended contract amount of $571,995.23; and to extend the term by 5 years, through 9/30/28. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND & JUSTIFICATION
The contract will include upgrade assistance, miscellaneous hardware repairs, professional services, addition modules and licensing for the period of 10/1/23 to 9/30/28.
In 2017, the City of Detroit’s Contract No. 2654324 was amended to include DWSD’s need to implement Assetworks’ M5 and Fuel-Focus software. DWSD’s Fuel Management software went live in December of 2019 and the M5 Fleet Management software’s implementation was completed in March of 2020.
Assetworks M5 and Fuel Focus software are critical systems for Fleet Operations and contribute to effectively track assets, allocation of resources to improve operational efficiency for our fleet group as well as their internal customers across DWSD. These software systems are distinct but complimentary and yet interdependent - combined. They allow our Fleet team to track vehicle maintenance history and proactively manage the periodic preventative maintenance, necessary repairs and fuel consumption, among other functionality, per vehicle, for over 700 various vehicle fleet, equipment and components. The system also provides enhanced metrics tracking per vehicle and detailed operational reports that allows the Fleet Manager to better plan for the needs of the organization. The implementation of these software systems was a priority investment to keep its fleet of vehicles in safe, reliable working condition and ensure availability for use.
In 2021, DWSD made further investments in the system to track inventory in Oracle FUSION. This required developing integrations between Assetworks and Oracle Supply Chain. This investment allows inventory to be tracked within the city’s financial system and for vehicle maintenance costs to be tracked within Assetworks.
In order to gain further value in the Assetworks system, DWSD Fleet is also looking to extend its capabilities during this contract period to include the Capital Asset Management module of Assetworks. This will allow Fleet to better manage the vehicles through better analytics and planning for vehicle maintenance and replacement.
Therefore, DWSD seeks authorization to enter into a new services and support software agreement for a term of three (5) years which will provide DWSD with a better return on investment. Assetworks software is a proprietary software and the only vendor that supports the software is Assetworks itself. Therefore, in order to keep the system under support by certified staff, DWSD will need to enter into a contract directly with Assetworks.
PROCUREMENT METHOD
This contract was initially procured by the City of Detroit’s Office of Central Procurement through a competitive solicitation and Assetworks was selected for City-wide implementation. DWSD was subsequently added to the CoD contract #2908467 in 2017.
Since the CoD has decided to re-solicit for their Fleet management needs in September of 2020, to ensure continuity of operations and a cost-effective return on our investment in the implementation, a single source exception to competitive solicitation was approved by the Director on 9/14/2020.
The DWSD IT division is requesting Amendment No. 1 through requisition 508944. The division is requesting to add five years and additional funding in the amount of $374,483.77, for a new amended contract not-to-exceed contract amount of $571,995.23 and a new amended term to expire on 9/30/28.
As of 5/31/23, Assetworks clearances are denied and the vendor has been informed by procurement to obtain valid clearances before the amended contract is executed.
AssetWorks LLC is the only certified full-service vendor able to provide software maintenance and support services to the Fleet-Focus (M5) and Fuel-Focus (AssetWorks’ proprietary) systems.
SUMMARY
Contract No.: 6002993
B. Contractor: AssetWorks LLC
C. Current Contract Amount: $143,511.46
D. Proposed Amendment No. 1 Amount: $374,483.77
E. Proposed New Total Contract Amount: $571,995.23
F. Current Contract Term: 10/01/20 - 9/30/23
G. Proposed Amendment No. 1 Extension: 10/01/23 - 9/30/28
H. Proposed New Contract Term: 10/01/20 - 9/30/28
I. Funding Source: O&M Funds
J. GL String(s):
5720-20168-483301-622302-000205-10790-0000-000000 - 38.2% Water
5820-20179-493301-622302-000226-15805-0000-000000 - 61.8 % Sewer
K. Anticipated Fiscal Year (FY) Spend:
FY 23-24: $155,840.60
FY 24-25: $48,034.44
FY 25-26: $50,717.19
FY 26-27: $53,614.57
FY 27-28: $57,134.89
This proposed contract was presented to the BOWC Finance Subcommittee on August 2, 2023. Per DWSD procurement protocol, Mayoral review will also be obtained.