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Authorize to ratify contract award to Ron Turley Fleet Management System
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DESCRIPTION: To Authorize the ratification of a three-year contract to Ron Turley Fleet Management System. |
AGENDA NO: Click or tap here to enter text. |
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ACTION REQUEST: ☒ Approval ☐ Review Comment ☐ Information Only ☐ Other |
RECOMMENDATION:
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Authorize the Chief Executive Officer to authorize the ratification of a three-year contract to Ron Turley Fleet Management System (RTA FMS) for the continued use of fleet management software in amount not-to-exceed $194,142.79.
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ISSUE/BACKGROUND:
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When TransDev managed the Regional Transit Authority (RTA), one of the software systems brought on board by RTA FMS was the Software as a Service (SaaS) fleet management system from which TransDev managed inventory and maintenance work orders. First implemented in August 2009, annual renewals were procured via Sole Source (less than $25,000.00) and continued until May 2024 at which time a three-year agreement was reached.
RTA seeks to correct an existing situation. When the RTA took over the annual service payments in 2020, there was no signed contract; instead, there were two separate subscriptions for software and one for maintenance until 2024. When the subscriptions were up for renewal last year, staff managed to work out a three-year deal that locked in the current rate for the first year of the contract and consolidated subscriptions into a single contract. The Asset Management Division seeks a replacement solution and intends to use the two-year span to identify and implement the new solution.
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DISCUSSION:
In June 2023, RTA added facilities inventory to move to a unified inventory management system. In 2024, RTA embarked upon a multi-year agreement combining both maintenance and facilities into one, a coterminal agreement to lock in renewal rates and minimize tracking and procurement of two separate renewals. A three-year agreement drafted and signed in May 2024 sought and acquired a PO for the first year of the agreement. The total cost of the three-year agreement, If approved, is not to exceed 194,142.79. The three-year contract will be ratified, and the remaining two years of the contract will be funded. The remaining two-year total is $140,197.79 (roughly $70K annually).
Facilities- Gold Tier
- 5/1/2024 to 4/30/2025: $19,838.00 PO RTAP_00468 issued 5/7/2024
- 5/1/2025 to 4/30/2026: $24,250.45
- 5/1/2026 to 4/30/2027: $28,993.66
Maintenance- Platinum Tier
- 5/1/2024 to 4/30/2025: $34,107.00 PO RTAP_00412 issued 4/16/2024
- 5/1/2025 to 4/30/2026: $38,435.20
- 5/1/2026 to 4/30/2027: $48,518.48
RTA seeks to correct the existing situation and puts forth a resolution that will address and fund the remaining term of the contract. Pending Board approval, the three-year contract year one is ratified for a total cost not to exceed $194,142.79.
The Asset Management Division seeks a replacement solution and intends to use the two-year span to identify and implement the new solution.
FINANCIAL IMPACT:
The subscriptions will be funded from the IT Departments approved annual operating budget codes 01.2900.02.7140.170.00.00.00000.00000 for a total cost of $194,142.79.
NEXT STEPS:
With Board approval, staff will assign a purchase order and complete the project.
ATTACHMENTS:
1. Resolution
2. Procurement summary / Routing sheet
3. Ron T SaaS 23 Fac PO 915086
4. Ron T SaaS 23 Inv PO 914715
5. RT-Facilities-PO_RTAP_00468_0
6. RT-Maint-PO_RTAP_00412_0
7. NORTA Signed Agreement
Prepared By: Doris O’Sullivan
Title: Senior Project Manager of Information Technology
Reviewed By: Sterlin Stevens
Title: Director of Information Technology
Reviewed By: Dwight Norton
Title: Chief Planning & Capital Projects Officer
Reviewed By: Gizelle Johnson-Banks
Title: Chief Financial Officer
4/1/2025
Lona Hankins Date
Chief Executive Officer