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File #: 17-0118    Version: 1 Name:
Type: Contract Status: Passed
In control: Information Technology and Services
On agenda: 7/19/2017 Final action: 7/19/2017
Title: The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to implement a Fleet and Fuel Management Program with AssetWorks, L.L.C., of Wayne, PA by adding DWSD requirements to the City of Detroit General Services' contract CPA 2654324, at a cost not to exceed $750,000.00, and also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
Indexes: Finance Committee
Attachments: 1. ASSETWORKS - Back-up Docs

Title

The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to implement a Fleet and Fuel Management Program with AssetWorks, L.L.C., of Wayne, PA by adding DWSD requirements to the City of Detroit General Services’ contract CPA 2654324, at a cost not to exceed $750,000.00, and also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.

 

Body

Agenda of July 19, 2017

Item No. 17-0118

Proposed Contract No. Amendment #2654324

RE: AssetWorks Fleet and Fuel Management System Implementation

Amount: $750,000.00

 

 

TO:                                          The Honorable

                                          Board of Water Commissioners

                                          City of Detroit, Michigan

 

FROM:                           Gary Brown, Director

                                          Water and Sewerage Department

 

RE:                                          AssetWorks Fleet and Fuel Management System Implementation

 

MOTION

Upon recommendation of Dan Rainey, Chief Information Officer, the Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to implement a Fleet and Fuel Management Program with AssetWorks, L.L.C., of Wayne, PA by adding DWSD requirements to the City of Detroit General Services’ contract CPA 2654324, at a cost not to exceed $750,000.00, and also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.

 

JUSTIFICATION

The proposed contract amendment will provide a comprehensive system for tracking of all DWSD vehicles i.e. repairs, failures, and spend. The fuel tracking element allows for real-time fuel usage tracking, to be used for department charge-back as well as for capturing odometer readings during refueling. AssetWorks will be used to provide information for solid forecast and trends in service and demand thus strengthening future budget estimates and improving service delivery. The City of Detroit’s General Services Department and the Detroit Department of Transportation are currently using AssetWorks to track and manage fleet and fuel systems.

 

BACKGROUND

The function of the DWSD Fleet & Facilities Division is to secure and maintain all department vehicles in good working condition, assure availability of vehicles for use and to decommission those that have surpassed their useful service life. The Automotive Warehouse secures, stores and issues various vehicle repair parts from its inventory or through special requests from the Fleet group upon receipt of a check out request. The current systems in use today are Oracle Utilities Work and Asset Management, Fleet Management Module for fleet management and Phoenix Fuel Management System for fueling. Both of these systems have significant inefficiencies. Additionally, DWSD does not track its fleet using mobile Global Positioning Systems (GPS) so visibility of the location of vehicles throughout the workday is non-existent. Using a comprehensive fleet services management solution, comprised of both modern business practices and supporting technology, will allow DWSD to modernize the operations of the DWSD Fleet & Facilities Division. 

To arrive at this recommendation, DWSD looked at two fleet management solutions currently in use today at the City. The first option is WAM and Phoenix Fuel Management System, previously mentioned above. The current system has many deficiencies that make it an insufficient selection including:

-                     Cannot trace lifetime maintenance and fuel costs to a vehicle

-                     Purchase Orders, Invoices and Work Orders are difficult to trace and track between WAM and the City of Detroit’s Finance System.

-                     Unable to provide billing and cost separation for work done by DWSD for GLWA.

-                     Many of the current manual processes consist of filling out paper work orders with manual steps to record the data into WAM, resulting in inaccurate data in WAM and then Oracle Cloud ERP.

-                     Cannot effectively manage the fuel issuance or usage by vehicle.

-                     WAM is likely not a long-term solution for DWSD asset management with the future pointing more towards a GIS-centric system like Azteca’s CityWorks as a better fit.

The second option that was investigated is AssetWorks’ Fleet Focus and Fuel Focus.  AssetWorks Fuel Focus and Fleet Focus applications are currently in operation at the Russell Street Facility (General Services Department) and City of Detroit’s Department of Transportation (DDOT). Under AssetWorks’ solutions, both organizations have shown improvements in the management and optimization of gas dispensing, parts inventory, work order controls, work flow process, time management, cost savings and employee satisfaction. Additionally, the City has a Vehicle Governance Board that meets with the purpose standardize on vehicle operations, purchases and best practices. Being on the same fleet and fuel management system will allow DWSD to participate in the development of and utilize the same Standard Operating Procedures and best practices as the rest of the City.   

 

PROCUREMENT METHOD

The City of Detroit General Services and DDOT departments have an approved contract with AssetWorks, L.L.C. to track and manage fleet and fuel costs, services and assets. DWSD Procurement recommends that the contract General Services Department has with AssetWorks, CPA 2654324 with an end date of 5/2/2019 be amended to add DWSD’s implementation and configuration requirements at a cost not to exceed $750,000. The General Service department has approved the request for amendment.

 

DETAILS

 

                     Funding Source                                                               Operation & Maintenance (O&E) Funded

                     GL String                                                           5121-20244-487611-644115-004104-30129-0000-

000000

5821-20243-497711-644115-004105-30129-0000-000000

 

                     Unit price                                                                                    Various unit prices

                     Quantity                                                                                    Various quantities

                     Total Price                                                                                    $750,000.00