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APPROVE MOTION TO AUTHORIZE A COOPERATIVE PURCHASE AGREEMENT FOR FLEET MANAGEMENT SYSTEM SERVICES
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
2. Approve the use of a Cooperative Purchase Agreement through US General Services Administration, Contract No. 47QTCA25D00DR, in the amount of $630,796, with Chevin Fleet Solutions, LLC of Fitchburg, MA, to provide software licenses, professional services, and site hosting.
3. Authorize the City Manager to execute a Cooperative Purchase Agreement, in the amount of $630,796, with Chevin Fleet Solutions, LLC for continued fleet management system services.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Fleet Division of the Public Works Department is responsible for maintaining the City’s fleet of more than 1,100 vehicles and equipment. Staff recommends continuing the existing services with Chevin Fleet Solutions, LLC (Chevin) to provide a fleet management information system (FMIS) to streamline work order processes, enhance preventive maintenance tracking, and improve fiscal transparency. Chevin, paired with Global Positioning System (GPS) telematics and fuel management software, provides a single location for consistent, reliable, and accurate vehicle and equipment records.
The US General Services Administration (GSA) provides Cooperative Purchase Agreements (COOPs) to simplify the procurement process for public agencies and takes advantage of volume purchasing. Use of COOPs streamlines administrative costs and procedures while maintaining the integrity of the competitive bidding process. The specifications for the software and services available through this contract meet the City’s requirements for their service and system type.
It is recommended that Council approve a motion authorizing the City Manager to execute a COOP through GSA with Chevin, in the amount of $630,796, for continued fleet management system services (Attachment A).
DISCUSSION
Background
The Fleet Division of the Public Works Department is responsible for maintaining the City’s fleet of more than 1,100 vehicles and equipment. In 2013, Management Partners conducted an audit of the Fleet Division and recommended implementing a dedicated fleet management system to streamline work-order processes, enhance preventive maintenance tracking, and improve fiscal transparency. Recognizing that such systems are an industry standard and essential for integrating third-party fueling, GPS, inspection, and inventory platforms, a Selection Committee was formed in July 2020 by the Information Technology and Public Works Department staff and evaluated available vendors. After thorough evaluation, Chevin was identified as the most comprehensive and cost-effective option, offering superior customer service, secure site hosting, robust reporting capabilities, and functionality aligned with the current operational needs.
Chevin provides an FMIS that provides an electronic platform to manage fleet efficiently to enhance vehicle and equipment performance, safety, and compliance. FMIS provides a range of capabilities, including vehicle and equipment maintenance inspections and compliance, work order history, and vehicle and equipment inventory.
On December 14, 2021, by Resolution No. 2021-12-14-1206, Council approved the purchase and implementation of a dedicated fleet management system with Chevin. The previous GSA COOP with Chevin expired; therefore, a new COOP needs to be established.
Present Situation
An ongoing COOP with Chevin will allow continued service to the Fleet Division of the Public Works Department, which will provide continued efficiency for scheduling and tracking vehicles, equipment preventive maintenance and compliance, and improve the use of the software for enhanced reporting.
GSA provides COOPs to simplify the procurement process for public agencies and takes advantage of volume purchasing. Use of COOPs streamlines administrative costs and procedures while maintaining the integrity of the competitive bidding process. The specifications for the software and services available through this contract meet the City’s requirements for their service and system type.
It is recommended that Council approve a motion authorizing the City Manager to execute a COOP, in the amount of $630,796, from Chevin of Fitchburg, MA, for continued services of software licenses, professional services, and site hosting (Attachment A).
Findings
Pursuant to Stockton Municipal Code section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. GSA established a COOP with Chevin to provide access to preferential pricing of a dedicated fleet management system, which includes software licenses, professional services, and site hosting.
2. The COOP with Chevin was established pursuant to a formal competitive bidding process conducted by GSA on behalf of its governmental members, of which the City is one.
3. Taking advantage of the leveraged procurement agreement negotiated by GSA will save the administrative expenses of City staff conducting a separate procurement.
4. The specifications for the software available through the Sourcewell contract meet the City’s requirements.
FINANCIAL SUMMARY
There are sufficient funds available in the Fleet Internal Service Fund, Computer Software Account, for a four-year agreement for software licenses, professional services, and site hosting from Chevin in the amount of $630,796.
Attachment A - COOP with Chevin