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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.
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 sign...
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