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HomeMy WebLinkAboutItem 07 Approval of Fleetio Fleet Management Software Program City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761 Phone: (407) 905-3100 ▪ www.ocoee.org STAFF REPORT Meeting Date: October 6, 2026 Item #: 7 Contact Name: Thomas Rigwood Department Director: Stephen Krug Contact Number: Ext. 6005 City Manager: Craig Shadrix Subject: Approval of Fleetio Fleet Management Software Program. (Deputy Public Works Director Rigwood) Background Summary: Public Works Administration and Fleet staff continually evaluate industry practices and technologies to improve efficiency, accountability, and compliance in managing the City’s vehicle and equipment fleet. Following a review of available fleet management solutions, staff recommends contracting with Fleetio for fleet management software and implementation services. Fleetio provides a centralized, cloud-based platform for managing the City’s vehicles, and equipment for maintenance, inspections, fuel, expenses, assignments, and fleet performance. The system will allow City staff to maintain a centralized asset inventory, schedule preventive maintenance, create and track work orders, conduct electronic inspections, monitor fuel transactions, assign vehicles, and maintain service and expense records throughout each asset’s lifecycle. The platform’s reporting and dashboard tools provide visibility into maintenance costs, downtime, fuel consumption, utilization, inspection compliance, and total cost of ownership. Mobile inspection capabilities allow staff to document defects and initiate follow-up maintenance, while automated service reminders support preventive maintenance based on mileage, hours, or time intervals. Fuel transactions can be imported from fuel-card providers or entered through the mobile application, providing additional insight into fuel usage, operating costs, and unusual activity. The City currently uses RTA Fleet Management, with the existing agreement scheduled to expire on March 31, 2027. In response to increasing fleet management, maintenance, inspection, reporting, and asset lifecycle requirements, staff evaluated available platforms. Fleetio was identified as meeting the City’s needs for asset management, preventive maintenance, inspections, fuel tracking, reporting, ease of use, and integration capabilities. Fleetio supports integrations with fuel cards, telematics, and GPS systems and offers implementation services including data migration, system configuration, implementation planning, training, and best-practice guidance. Fleetio states that most customers can be operational within approximately 90 days, depending on fleet size and requirements. Under GSA Cooperative Purchasing, Fleetio’s proposal includes a three-year contract at a cost of $52,920 for FY 2027, including implementation, data migration, training, etc. Subsequent annual subscription costs are estimated at $52,920 for FY 2028 and $52,920 for FY 2029, subject to the proposed agreement. City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761 Phone: (407) 905-3100 ▪ www.ocoee.org Implementing Fleetio will provide the City with a centralized fleet management system that replaces manual and paper-based processes with digital workflows and accessible fleet data. The system will improve tracking of maintenance, fuel, inspections, operating expenses, asset utilization, and lifecycle costs while providing reporting to support budgeting and future fleet replacement decisions. Issue: Should the Honorable Mayor and City Commission approve the contract with Fleetio for the Fleet Management Software Program? Recommendations: Staff recommends the Honorable Mayor and City Commission: 1. Approve a three-year agreement with Fleetio through September 30, 2029, for the Fleetio fleet management software solution, including implementation, configuration, data migration, training, and ongoing software-as-a-service (SaaS) services, as well as any authorized contract extensions provided for in the agreement. 2. Authorize the Mayor, City Clerk, City Manager, and appropriate staff to execute all documents necessary to implement and administer the agreement. 3. Authorize the City Manager to approve change orders to this agreement up to the limit of the City Manager's procurement authority for each change order, and up to the budgeted amount for all change orders. Attachments: 1. Fleetio Order Form (3YR) Financial Impacts: The Fleetio fleet management software cost for FY27 is adequately funded in the Public Works Fleet Division software subscriptions budget (001-541-40-5207). Funding for subsequent fiscal years will be incorporated into the Fleet Divisions software subscription services budget as part of the annual budgeting process. Type of Item: Consent Order Form Rarestep, Inc., dba Fleetio Customer Information Customer:City of Ocoee, Florida Contact:[counterpartySignerName_627Osme] Account ID: [aEFleetioAccountIdTextField_bASksR e]Billing Email:trigwood@ocoee.org Account Executive:Joe Passanisi Billing Address:1 North Bluford Avenue, Ocoee, Florida 34761, United States Order Information Quote Expiration Date:October 12, 2026 Initial Term:36 months Initial Term Start Date:October 12, 2026 Reference:006QQ00000kQfoDYAS Initial Term End Date:October 11, 2029 Subscriptions Product Quantity Price Discount Per Payment Amount Premium 600 $81.00 0%$48,600.00 Onboarding: 500-999 Vehicles 1 $7,200.00 40%$4,320.00 Any discounts listed in the table above shall be applicable only for the Initial Term. Pricing for renewal, if any, shall be subject to mutual agreement of the parties at the time of renewal. Fleetio is required to charge sales tax on your order pursuant to certain state and local tax laws where it is registered to collect tax. Any applicable tax charges will appear separately on your invoice. Payments Upon execution of this Order Form and for each Renewal Term, if applicable, Customer shall pay the fees as described above. All monetary amounts are in United States dollars unless otherwise expressly stated. Credit card or bank account (ACH) must be added to automatically process payments (“AutoPay”). Instructions will be sent upon agreement completion. The following types of customers are required to pay via AutoPay, with first payment to be made on the Initial Term Start Date and on the first day of each payment period thereafter (as indicated under “Payment Frequency” above, “Payment Period”): those on the Essential Plan, and those on any other Plan having an annual (or annualized) payment of less than $5,000. Payment is due in full within 30 Days of receipt for all invoices not paid via AutoPay as specified below. If Customer is paying by remittance (as specified below), then an invoice shall be issued on the Initial Term Start Date and on the first day of each Payment Period thereafter, if any. Product Payment Frequency Payment Type Premium Annual Remittance Onboarding: 500-999 Vehicles One Time Remittance Tax Exemption Information Tax Exempt Customer: Yes You must provide us with valid documentation, which we shall keep on file, before we can remove sales taxes from your invoice. Fleetio partners with Avalara to validate sales tax exemption certificates. It will take Avalara 3-7 business days to validate a certificate. Once Fleetio has valid proof of exemption as permitted by applicable law, you will receive a confirmation email and will not be charged sales tax for as long as your certificate is valid. If there are any issues with the certificate, or if more information is needed, you will receive an email with detailed instructions on next steps. Please wait until the validation process is complete to enter your payment information to avoid being charged sales tax. If no tax exemption certificate is presented, your order will be taxed using the applicable tax rate for your address. Your invoice will reflect the total taxes in effect at the time of invoicing and may differ from any estimated taxes listed in this contract or other communication. Onboarding Services All onboarding services must be used within the 90-day period following the Initial Term Start Date. Customer and Fleetio agree to begin onboarding services within 30 days of the Initial Term Start Date. Subscription Terms and Conditions The parties agree to be legally bound by the Fleetio Government Terms of Service found at https://www.fleetio.com/terms/govt ("Govt Terms") and this Order Form. In the case of any conflict among the preceding documents, the Govt Terms shall govern. The Govt Terms and this Order Form constitute the entire agreement between the parties for the services above and cannot be modified (including by any purchase order not explicitly referenced and incorporated herein) without the prior written consent of both parties. THERE SHALL BE NO FORCE OR EFFECT TO ANY DIFFERENT TERMS OF ANY RELATED PURCHASE ORDER OR SIMILAR FORM EVEN IF SIGNED BY THE PARTIES AFTER THE DATE HEREOF. Rarestep, Inc., dba Fleetio City of Ocoee, Florida [fleetioSignerSignatu re_SN00Pqq] [fleetioSignerTitle_DLm90nm][counterpartySignerSignatur e_lPIhTkN] [counterpartySignerTitle_1tdVv ld] Signature Title Signature Title [fleetioSignerName_B ND4idw] [fleetioSignerDateField_X0WoZ Hz] [counterpartySignerName_X T0sSx9] [counterpartySignerDateField _fzUABYO] Name Date Name Date Fleetio Support Schedule: Fleetio Support Services During the Term of this Order Form, Fleetio shall provide assistance to Customer via email, telephone, and online chat during normal Fleetio business hours as set forth on Fleetio’s website (https://www.fleetio.com/contact). Further, Customer shall have access to support documentation via Fleetio products at any time. Fleetio shall use reasonable commercial efforts to correct, at no additional charge, any reproducible errors reported by Customer within the timeframes described in the table below: Category Severity Definition Acknowledgement SLA Resolution SLA Critical Production Incidents P1 Service Down/Unusable: An essential customer business service is critically impacted and there is no workaround available. Within 1 business hour of the incident being logged by Customer via the Fleetio support portal. Status updates may also be available at status.fleetio.com. ASAP. Non-Critical Production Incidents P2 Service Severely Impaired: An essential business service is impacted. Within 8 business hours of the incident being logged by Customer via the Fleetio support portal. Will be scheduled ASAP to be addressed as the product development schedule permits. Non-Critical Production Incidents All other Requests Service Usable: There is very little to no impact to the business. There may or may not be a workaround available. May reflect an area or possible service enhancement Within 3 business days of the incident being logged by Customer via the Fleetio support portal. Will be scheduled when there are enough similar cases accumulated to be addressed in an update. Fleetio shall review all requests for improvements and new functionality, but Fleetio shall have no obligation to provide any modifications to the Services. Fleetio reserves the right, from time to time, to make modifications to support services (or particular components thereof), provided that such modifications do not materially reduce the support services in effect as of the Effective Date of this Order Form. Fleetio shall notify Customer of any such changes to support services. Sales Tax Exemption: Licensee has indicated to Fleetio that it is exempt from sales taxes. To enable Fleetio to lawfully remove any otherwise applicable sales tax from charges to the Licensee, Licensee agrees to provide Fleetio with valid tax exemption certificates throughout the term of this Order Form. Deal Desk Initials:[dealDeskInitials_VBmpw6V] AE Initials: [aEFleetioAccountIdInitials_gPVX9RV]