Res 089-2024 Fleet Management Software Purchase from Assetworks Inc 08/06/2024 Resolution No. 89-2024
Resolution authorizing the City Manager to execute all documents
necessary to purchase the Fleet Management Software through the
GSA Contract from AssetWorks Inc. in the amount of $62,787.66
WHEREAS, Texas Local Government Local Government Code §252.022 exempts
items purchased through interlocal cooperative purchasing contracts from the State's
competitive bidding requirements; and,
WHEREAS, the City Council of the City of Wichita Falls has passed a resolution
approving the participation in such cooperative agreements; and,
WHEREAS, the City of Wichita Falls Fleet Maintenance Division desires to
upgrade their fleet management software; and,
WHEREAS, the City Council finds that AssetWorks Inc. is offering Fleet
Management Software through the GSA Contract (GS-35F-317GA), and it is in the best
interest to purchase this software in accordance with the Cooperative Purchasing
Programs.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF WICHITA FALLS, TEXAS, THAT:
The City Manager is authorized to execute all documents necessary to
purchase Fleet Management Software through the GSA Contract from
AssetWorks Inc. in the amount of $62,787.66.
PASSED AND APPROVED this the 6th day of August, 2024.
MAYOR
ATTEST:
8C
City Clerk
AssetWORKS
QUOTATION
AssetWorks Inc. Quote#: Q-09739-3
1001 Old Cassatt Road Suite 204 Date: 6/22/2022
Berwyn,PA 19312 Expires On: 11/29/2024
Account Manager:Allan Richardson
Email: allan.richardson@assetworks.com
Phone: (817)243-6776
To
Donald McEwen
City of Wichita Falls
(940)761-7931
clanald.mcewen@wichitafallstx.gov
This pricing is pursuant to GSA Contract*GS-35F-317GA between AssetWorks and the above named
Customer. Pricing below is valid until 11/29/2024.
Perpetual Software License
Description QTY Total
Enterprise Portal Module 1,000 INC
Shop Activity Module 1 INC
Customer Access Module 1 INC
Crystal Reports Server OEM Edition-with 1x report writer 1 INC
Reporting Module 1 INC
KPIIDashboards Module 1 INC
Perpetual Software License Total: USD 12,927.95
Additional Annual Software Maintenance
Description Line Total
Software Maintenance USD 3,231.49
Additional Annual Software Maintenance Total: USD 3,231.49
Remote Upgrade Assistance
Description Line Total
Upgrade Assistance Services(2 Environments) USD 5,319.90
Upgrade Assistance Total: USD 5,319.90
GUI to Web Module Project
Implementation Services
Description Line Total
Project Management Services USD 6,915.87
System ConfigurationlDesign Services USD 5,186.90
System Migration Services(Includes Enterprise Purchasing Migration If USD 8,644.84
Applicable)
Training Services(1 Trip Onsite) USD 6,915.87
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Go Live Support Services(1 Trip Onsite) USD 6,051.39
Post Go Live Services USD 2,593.45
Estimated Travel Services(2 Trips) USD 5,000.00
GUI to Web Module Project Implementation Services Total: USD 41,308.32
Year One Project Total: USD 62,787.66
Optional MobileFocus
Description QTY Line Total
MobileFocus I SmartApps,Enterprise License 1,000 USD 6,690.18
Software Maintenance 1 USD 1,679.60
EDGE Portals and Configurations Complete in Test and Production 1 USD 5,319.90
EDGE Training Delivery 1 USD 5,319.90
Installation and Configuration of SmartApps in a Test and Production Environment 10 USD 216.12 USD 2,161.21
(Up to 1 App)
SmartApps Training Delivery 10 USD 216.12 USD 2,161.21
Optional Items Total: 23,332.00
FleetFocus FA Web Module Migration Services Scope and Assumptions
FleetFocus FA Web Portal Configuration&Prep
• Review and provide assistance to customer as they clean-up User Groups, Users, Employee (configure for
portals)and User Security.
• Review and provide assistance to customer as they clean-up work order codes including repair tasks(6 digit
vs 4 digit), repair groups(3 digit vs 2 digit), inspections,PM Services, indirect tasks,repair reasons and work
accomplished codes.
• Review and provide assistance to customer as they clean-up equipment class codes(Meter,Maintenance,
Standards, PM and Resource)and Equipment Types.
• Review and provide assistance to customer as they clean-up of parts data (Part Primary, Part Location,
PartNendor and associated codes such as Keyword,Product Category and review Replenishment
Management).
• Configure FleetFocus FA"option"screens to be optimized for the FleetFocus FA web portals and review new
options"functionality.
• Configure FleetFocus FA Shop Activity web portals including options and layout(Technician,Work
Management,Storekeeper,Service Request,Reporting and AdHoc).
• AssetWorks will advise and assist the customer in the data clean-up for these areas but does expect the
customer will need to do the majority of the clean up as the customer has first-hand knowledge of their data.
• Training is included on the FleetFocus FA data loader tool to assist the customer in their data loading efforts
as the customer cleans up the data;optionally the GUI Batch Import tool can be used.
FleetFocus FA Enterprise Purchasing Migration
• Order Form includes migrating from Classic Purchasing(Quick Orders)to Enterprise Purchasing covered
under the"System Migration Services"line item.
• Migrating includes the customer manually closing"OPEN"Quick Orders with direction from AssetWorks.
• Customer will need to manually re-enter active purchase orders and their line items as an Enterprise
Purchase Order prior to go live on the FleetFocus FA Shop Activity web portals.
• Quick Orders will be viewable for historical purposes after the migration.
• To automatically covert"OPEN"status Quick Orders to"OPEN"status Enterprise Purchase Orders an
additional quote is needed.
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FleetFocus FA Training&Go Live Assistance
• Training on the FleetFocus FA data loader tool to assist the customer in their data loading efforts as the
customer cleans up the data;optionally the GUI Batch Import tool can be used.
• Training on FleetFocus FA Shop Activity web portals(Technician,Work Management,Storekeeper,Service
Request,Reporting and AdHoc)(4 days onsite).
• Refresher training for Fleet Administrators on equipment management(adding and retiring equipment)and
FleetFocus organization structure best practices(employees,vendors,operators, etc.).
• Go live support to assist users with the FleetFocus FA web portals in production(3 days onsite).
FleetFocus FA Web Module Migration Assumptions
• Requires currently supported version of FleetFocus FA; upgrade services are not included unless otherwise
noted on the quote.
• Services do not include any technical services such as custom interface or report development.
• Web Module Migration Project costs are estimated for a time and materials project and do not include
applicable taxes.
• Actual costs might be greater or lesser than those presented in this Order Form.
AssetWorks Professional Services Standard Terms
• AssetWorks will assign a Project Manager(PM)4-6 weeks after a fully executed and processed order.The
PM will engage Customer to kick-off the project and begin scheduling services.The delivery schedule of the
project will be set during the project planning phase.
• Current supported version of FleetFocus is required and adheres to the minimum versions as referred to in
AssetWorks Product Documentation.
• Customer may be required to upgrade if new features and/or fixes are available and considered necessary
for project success;upgrade services are not included, unless otherwise noted.
• Training is delivered as"train the trainer"for system administrators;end user training is not included unless
otherwise noted.The max class size is ten(10)participants.
• Where applicable,standard training materials will be utilized;scope does not include customized training
materials.
• Customer will make appropriate technical resources available to AssetWorks'consultants and provide
necessary and appropriate personnel at meetings to define project requirements.
• Customer will appoint a single point of contact for project duration to be the focal point,that will have project
management responsibilities and decision-making authority.
• Customer will be responsible for working with AssetWorks'Professional Services to move any changes into a
production environment.
• All services will be performed remotely using web teleconferencing,unless otherwise noted.
• If included,travel expenses will be reimbursed as incurred,unless otherwise noted. Expenses include actual
costs for lodging,air,ground travel and per diem rates for meal expenses(corporate rate/government
agreement).
• In the event Customer schedules on-site services and two calendar weeks prior to the arrival date,and due
to circumstances within Customer's control,AssetWorks'scheduled personnel are unable to perform such
services,AssetWorks will be entitled to payment for each such scheduled personnel based on an eight-hour
minimum day.
• Any features, specifications,tasks,services,or requirements not detailed in this SOW/quote are explicitly
excluded. If additional scope is added or required,a change order will be requested of Customer.
• Invoices are due on existing contract terms.
• All costs are quoted in USD and do not include applicable taxes.
• All software licenses and first-year maintenance and/or subscription fees will be invoiced upon contract
execution.
• Annual maintenance for quoted custom deliverable(s)is billed upon delivery of the item(s)as defined the
scope.
• If this Order Form is abandoned,paused,or cancelled by Customer for any reason mid-effort,Customer will
be billed for all AssetWorks time incurred at the current contracted labor rate.
(Optional) MobileFocus EDGE Project Scope and Assumptions
• AssetWorks will provide remote services to install Mobile Focus EDGE (EDGE)and
perform base FleetFocus configuration to support EDGE as used by Customer. The
module and integration assume usage of all EDGE settings out of the box and utilizes
functionality built within supported versions, as noted in EDGE product documentation. The
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minimum version required for EDGE is v.20.1; additional portals will be added to future
versions and noted in product documentation when released.
• After training and configuration sessions are complete, Customer will finalize the setup in
FleetFocus and is responsible for loading all data required for project success.
• Assumes fleet assets are setup in FleetFocus and ready for configuration to support EDGE
functionality.
• EDGE supports the SSO methods per AssetWorks Product documentation per version.
• EDGE, once installed, requires a connection to the application server and the database.
• Services for other MobileFocus platforms including handheld devices are not included,
unless otherwise noted on the Order Form.
• Training assumes train-the-trainer approach and a remote location for training for all
groups. The max class size is ten (10)participants. If the size of the organization is smaller
and meets this class size for sessions such as technician, supervisor and storekeeper,
direct end user training will be utilized over a train-the-trainer approach.
• Costs are for a fixed fee project and do not include applicable taxes. Milestone(s)are to be
billed as noted below in the milestone names,with the amounts noted below:
• Milestone- Review of EDGE Portals and Configurations Complete in Test and
Production =$5,319.90 USD
• Milestone- Delivery of EDGE Training =$5,319.90 USD
(Optional) SmartApps Project Scope and Assumptions
• AssetWorks will provide remote services to install SmartApps and advise on base
FleetFocus configuration to support up to one (1)app as well as test the configuration.
• After training and configuration sessions are complete, Customer will finalize the setup and
is responsible for loading all data required for project success.
• Assumes fleet assets are setup in FleetFocus and ready for configuration to support
SmartApps functionality.
• The Inspections App will provide for one checklist setup and be conducted as a train-the-
trainer for Customer to complete any additional checklists needed.
• All end users must have a FleetFocus user account(password required on user account)
created with an attached operator account.
• SmartApps supports the SSO methods per AssetWorks Product documentation per
version.
• Services for other MobileFocus platforms including handheld devices are not included,
unless otherwise noted on the Order Form.
• Costs are for a fixed fee project and do not include applicable taxes. Milestone(s)are to be
billed as noted below in the milestone names,with the amounts noted below:
• Milestone: Installation of SmartApps in a Test and Production Environment =
$2,161.21 USD
• Milestone: Delivery of SmartApps Training = $2,161.21 USD
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