PURPOSE:

To adopt a resolution authorizing the City to enter into an agreement with CCG Systems for the purchase of a Fleet Management System.

BACKGROUND:

In January 2001, Council authorized staff to implement some of the recommendations of a study performed by Spectrum Consultants Inc. in which the City�s fleets were analyzed and reviewed for efficiency and cost effectiveness.  Council authorized staff to implement a night shift vehicle service operation, develop and implement a vehicle standardization and alternate fuel vehicle policy, conduct a vehicle utilization study, and purchase and implement a fleet management system.  The first three aforementioned recommendations have been successfully implemented.   

The next step, purchasing and implementing a fleet management system, is crucial because the current method used to manage the City�s fleet (the legacy system) is not capable of meeting the demands of the City.  The legacy system was developed in the early 1980s and is used mainly for tracking equipment inventory and for accumulating overall summary costs, providing no details for cost and performance analysis.  It also has no capability of providing current and useful data for use in making decisions af�fecting fleet operations. The system provides no detail for vehicle maintenance history, cost history, vehicle downtime, mechanic produc�tivity, exception reporting, and parts inventory control information.

ANALYSIS:

Staff is now prepared to purchase and implement a multi-user shared fleet-management information system that will determine vehicle lifecycle costs, performance, accountability for parts and labor costs, and minimize fleet down time.

In researching fleet management system vendors, staff became aware of a request for proposals (RFP) that was recently issued by the city of Hurst, Texas.  This RFP detailed the same requirements that the City of Burbank would have otherwise issued in an RFP of its own.  After going through a formal competitive bid process, the City of Hurst selected the lowest responsible bidder, CCG Systems, to provide their fleet management software system and training.  Burbank Water and Power, Public Works, Fire Department and Purchasing reviewed the City of Hurst�s RFP, the selected vendor and the contract.  Staff verified that CCG Systems would honor all the prices in their contract with Hurst for the City of Burbank.  The CCG Fleet Management System (�Faster) includes the software license, implementation, training and maintenance for a year.  All four departments agree that this is a good value and will benefit the City.

Burbank Municipal Code Section 9-113(g) provides an exception for competitive bidding when the City can purchase supplies or services in cooperation with another public agency from a vendor offering the same prices, terms, and conditions as in the previous award.  This exception to the competitive bidding requirement applies for both competitive bids and a negotiated process, such as an RFP, when, in the opinion of the Purchasing Manager, it is to the advantage of the City to enter into the agreement.  In this case it is the opinion of the Purchasing Manager that it would be to the City�s advantage to enter into an agreement with CCG Systems for the purchase of the fleet management system that was purchased by the city of Hurst, Texas.

FISCAL IMPACT:

The total cost of the purchase agreement is $109,700.  Sixty-seven percent of this total will be paid by Public Works and the remaining thirty-three percent will be paid by Burbank Water and Power.  This is based on the number of station licenses each department will purchase.  Sufficient funding is available in account numbers 532.PW34A.15112.0000.15741 and 496.PS43A.15111.0000.000000.

RECOMMENDATION:

Staff recommends that Council adopt a resolution approving the terms and conditions of the agreement with CCG Systems for the purchase of a fleet management system.