Agenda Item 8HAGENDA ITEM:
SUBMITTED BY:
DATE:
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM# 8H
JANUARY 13,2014
Fleet Management & Vehicle Maintenance Services.
Rick Carper, P.E., Director of Public Works
December 11, 2013
BACKGROUND: The contract with First Vehicle Services expired on Sept. 30,
2013. We advertise the bid# 1314-03 on October 30, 2013. A mandatory pre-bid
meeting was held on November 14, 2013 and two firms attended: First Vehicle
Services and Vector Fleet Management. Evaluation criteria, in accordance with
page ITB-1 of the specifications, measuring each firms capabilities to provide the
requested services, were submitted by both firms. The Bid Specs call for the
Target Price bid to be adjusted by the numeric evaluation criteria score to
achieve an Adjusted Target Bid price.
An evaluation team of Donna Kaluzniak, Phil Nodine, Tim Gilboy and Rick
Carper met on December 11, 2013 to discuss the proposals and independently
rank the predetermined criteria (see scores attached).
In accordance with the Specifications, the evaluation scores were
announced immediately prior to the bid opening on December 11, 2013. First
Vehicles Services received xx.xx and Vector Fleet Management received xx.xx.
Bids were:
First Vehicle Services Vector Fleet Mgmt
Amount of Contract-Target
Evaluation Scores
Adjusted Target
RECOMMENDATION:
ATTACHMENTS:
BUDGET:
Award the Contract for Fleet Management & Vehicle
Maintenance Services to _______ _
Bid Analysis and scores on Evaluation Criteria
Target for 2013-2014 was budget at $261,000. This contract
will run from February 1, 2014 to January 31, 2019.
REVIEWED BY CITY MANAGER:----------------
Agenda Item:
Submitted by:
Date:
Strategic Plan Link:
Background
STAFF REPORT
City of Atlantic Beach
Commission Meeting
Contract for the SunGard One Solution Application
Keith Randich, IT Director
December 11, 2013
N/A
AGENDA ITEM# 81
JANUARY 13, 2014
A project was approved for fiscal years 2013-2017 to upgrade the City's enterprise software
application, SunGard's HTE, with a new application from SunGard, One Solution.
The existing HTE application is a mainframe product that has been in use in the City for 30
years. One Solution is a Windows-based product that offers improved flexibility and
capability. HTE presents data in a textual format, while One Solution uses graphics,
images, and GIS mapping. One Solution allows employees that are remote from their office
to access the application from their vehicles or from a handheld device. It also offers
extended report-writing capability.
This contract covers the second step of a four-part project. The first step was the
movement of the HTE environment from an in-house mainframe computer to the SunGard
data center in March 2013. This step is the conversion of the City's Community
applications (Building, Planning and Zoning, Occupational License, and Code
Enforcement) to the new One Solution software. In subsequent years, the City will convert
their Financial applications (Accounting, Purchasing, Payroll, HR), and finally, their Utility
Billing application. This project has been reviewed with the Commission at the past two
Strategic Planning sessions, as well as the past two City Budget reviews.
The IT budget for this fiscal year includes an amount of $140,725 for the one-time capital
expenditure associated with this project, and $76,000 in monthly maintenance fees.
Recommendation
Staff recommends that the City Manager sign the contract for the SunGard One Solution
Community application.
Budget
$140,725 (Capital) and $76,000 (Operating Expense)
Reviewed by City Manager: J(!;~ ,;fr.L-3 <' ~~~~.~~~---------------------