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Home My WebLink AboutItem #08 Purchase of Ron Turley Assoc., Inc. Fleet Maintenance Software AGENDA ITEM COVER SHEET Meeting Date: February 7,2006 Item # ? Contact Name: Contact Number: Tonya Elliott 6003 Reviewed By: ~ '\ Lll Department Director: _ __ ~ ~ City Manager: ,.- -........ Subject: Purchase of Ron Turley Associates, Inc. Fleet Maintenance Software Background Summary: In Fiscal Year 2006 the Fleet Division of Public Works assumed maintenance responsibilities for the cities entire fleet of vehicles and equipment. Programmed within the years budget is funding for a Fleet Management Software program to assist with (1) Vehicle Inventory (vehicle repair history, warranty tracking, and preventive maintenance tracking), (2) Work Orders (scheduling, tracking, productivity), (3) Parts Inventory (purchase orders, inventory tracking, barcoding), (4) Fueling (inventory, accounting, consumption), (5) Tires (inventory, costing, performance). It is imperative to purchase a system that is user friendly and provides good technical support and software updates. In researching software programs staff poled several Central Florida municipalities to compare customer satisfaction results and visited several to demo the programs. Ron Turley Associates, Inc. came highly recommended by the City of Lake Mary and the City of Maitland as they ranked them highly in customer service response, software effectiveness, user friendly format, and ease of system use. $10,000 was budgeted in the Fleet Division for the purchases of the software. However, the total cost of the software is $14,515. Evaluation of this product was done by the Information Systems Director prior to this recommendation for purchase. Issue: Should the City Commission approve purchasing of the RTA fleet software program? Recommendations Staff respectfully requests that City Commission approve the purchase of the RTA fleet software program, direct staff to issue a purchase order to Ron Turley & Associates, and transfer funds in the amount of $4,515 from contingency line item 000-516-00- 4900 to line item 001-541-40-6405. The current balance in contingency is $148,056.00 Attachments: R T A cost proposal Financial Impact: Staff is recommending that the remainder of the necessary funding be transferred to line item 001-541-04-6405 in the Fleet Division from contingency in the amount of$4,515. Type of Item: o o o o o o Public Hearing Ordinance First Reading Ordinance First Reading Resolution Commission Approval Discussion & Direction For Clerk's Deaf Use: [8J Consent Agenda o Public Hearing o Regular Agenda D Original Document/Contract Attached for Execution by City Clerk D Original Document/Contract Held by Department for Execution ?-/. /0 G [gI N/A o N/A o N/A Reviewed by City Attorney Reviewed by Finance Dept. Reviewed by ( ) Citv Manager Robert Frank Commissioners Garv Hood. District 1 Scott Anderson, District 2 Rustv Johnson, District 3 Nancv J. Parker. District 4 Mavor S. Scott Vandergrift STAFF REPORT TO: The Honorable Mayor and City Commissioners FROM: Tonya Elliott, Assistant Director of Public Works DATE: January 23, 2006 RE: Purchase of Ron Turley Associates, Inc. Fleet Maintenance Software. ISSUE Should the City Commission approve purchasing of the RTA fleet software program? BACKGROUNDIDISCUSSION In Fiscal Year 2006 the Fleet Division of Public Works assumed maintenance responsibilities for the cities entire fleet of vehicles and equipment. Programmed within this years budget is funding for a Fleet Management Software program to assist with (1) Vehicle Inventory (vehicle repair history, warranty tracking, and PM Tracking), (2) Work Orders (scheduling, tracking, productivity), (3) Parts Inventory (purchase orders, inventory tracking, barcoding), (4) Fueling (inventory, accounting, consumption), (5) Tires (inventory, costing, performance). It is imperative to purchase a system that is user friendly and provides good technical support and software updates. In researching software programs staff polled several Central Florida municipalities to compare customer satisfaction results and visited several to demo the programs. Ron Turley Associates, Inc. came highly recommended by the City of Lake Mary and the City of Maitland as they ranked them highly in customer service response, software effectiveness, user friendly format, and ease of system use. $10,000 was budgeted in the Fleet Division for the purchases of the software. However, the total cost of the software is $14,515. Staff is recommending that the remainder of the necessary funding be transferred from contingency line item 000-516-00-4900 to line item 001-541-04-6405 in the Fleet Division. Evaluation of this product was done by the Information Systems Director prior to this recommendation for purchase. RECOMMENDATION Staff respectfully requests that City Commission approve the purchase of the RTA fleet software program, direct staff to issue a purchase order to Ron Turley & Associates, and transfer funds in the amount of $4,515 from contingency line item 000-516-00-4900 to line item 001-541-40-6405. The current balance in contingency is $148,056.00. RON TURLEY ASSOCIATES, INC. FLEET MANAGEMENT SOFTWARE & SUPPORT SERVICES 20823 N. 19th Ave., Suite 4 Phoenix, AZ 85027 Phone: 800-279-0549 (USA) . 800-473-5338 (eN) . 623-581-2447 (Worldwide) Website: www.rtafleet.com Email: rta@rtafleet.com.sales@rtafleet.com.tech@rtafleet.com January 5, 2006 Tonya Elliott City of Ocoee 301 Maguire Road Ocoee, FL 34761 Tonya, Thank you for the opportunity to quote the RTA Fleet Management System, as a solution to your equipment information needs. Weare confident that our software, expertise and experience will be an asset to your operation. Quoted SQL Software: Base System - (300 Units).............................................................................................................. *VEHlCLES *FUELING *WORK ORDERS *TIRES *PARTS *BAR CODING This Price Includes: Free Technical Support using our Toll-Free Number for 1 year Free Updates and Enhancements for I year RTA Users Group Membership for 1 year Installation Guide, RTA Comprehensive Users Manual AcuThin Client Network Licensing (10 Users)........................................................... Electronic Fuel Interface.. .......................................................................................................... Data Conversion:l Vehicles............................................................................................ .. Shipping............................. ........................................................................................................... TOTAL................................. ... .................................................................................................... $ 6,000.00 $ 5,745.00 $ 1,995.00 $ 750.00 $ 25.00 $ 14,515.00 * Annual Maintenance Fees: (10% of Software Purchase Price - After First year).................. I Other Options: Image Viewer....................................................................................... Tool Check Out............................................................................................................ ... Paperless Shop.. ......... ................................................................................................... Motor PooL......................................................................................... Stationary Barcode Reader (with Laser)......................................................... Tricoder Portable Barcode Reader (with Integrated Laser)....................................... Citizen n02e Barcode Printer.................................................................... Utilities I.............................................................................................. Utilities II............................................................................................. + Plus Shipping $ 1,374.00 $ 199.00 $ 595.00 $ 2,495.00 $ 1,995.00 $ 895.00+ $ 1,595.00+ $ 1,495.00+ $ 595.00 $ 595.00 I Training Options: Full System Training in Phoenix 3 days........(Per Person)............................................. Report Writer Training in Phoenix 1 day.........(Per Person)............................................ On-Site Installation Training/Consulting - Per Day...... .................................................. $ 500.00 $ 200.00 $ 1,200.00 I Data Conversion: Vehicles.............................................................................................. $ PartsN endors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ Vehicle Repair History................................................................................ $ 750.00 1,000.00 1,000.00 I Support and Updates: Ron Turley Associates (RTA) maintains an 800-support line for its customers with technicians available from 6:00am until 6:00pm daily during the workweek. RTA also maintains a programming department, which averages two major updates a year. These updates are released throughout the year and are included free of charge with your annual support fee. RTA has been providing maintenance software to the fleet industry for over twenty-five (25) years. We sincerely want to eam your business and feel our program is comprehensive and our support after the sale is excellent. All pricing is guaranteed for thirty (30) days. If you have any questions, please feel free to call me at 1-800-279-0549. Sincerely, J~ Jan Smith Sales Representative 1 Acceptable data fonnats for conversion are: XML, ASCII Comma-or-delimiter separated text file, Access compatible mdb or dbf files, MS Excel XLS spreadsheet files, Acucorp Vision Files (with layouts), Text file Reports or Report export Text files. Your Data file(s) must be provided to RTA in an electronic form, in any of the standard formats described above. RTA will create a program(s) to read your data files and populate the RTA Software with your data. In the event that the Data File you provide is not in one of the formats listed above additional charges will apply.