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Regular Agenda Item 4. E.

Regular BOS Meeting

Meeting Date:	10/06/2020
Submitted For:	Steve Sanders	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Finance
Fiscal Year:	2021	Budgeted?:	Yes
Contract Dates Begin & End:	11-01-20 to 10-31-21	Grant?:	No
Matching Requirement?:	No	Fund?:	Replacement

Information

Request/Subject

Request for renewal of the contract with Agile Access Control, Inc., Fleet Commander under Sourcewell Cooperative contract number 022217-AAC.

Background Information

General Services currently tracks the maintenance and fuel consumption of approximately 640 pieces of equipment and vehicles. Of that number, approximately 350 are sedans, trucks and vans. The tracking of maintenance, fuel consumption, mileage is a daily task. General Services has eliminated a few older programs and combined the majority of activities into one.

The GPS systems were removed from the software in the previous 2019 renewal. We are relying on fuel purchases at Gila County depots to capture mileages along with scheduled maintenance intervals. The maintenance must now be timed by monthly schedules and thirty-day old mileage data rather than relying on current mileage data. The mileage data is updated monthly when fuel billing occurs or when a vehicle obtains maintenance or repair. This may not be ideal for many of the higher utilization vehicles as they regularly accumulate enough miles to require service every 30 days or less or those that accrue high mileage intermittently due to the nature of their utilization. This is a shortfall of data as a result of GPS data elimination. When utilized with emailed monthly maintenance reminders, GPS would provide real-time mileage data reducing but not eliminating excessive mileage between services. It is still the responsibility of the issued vehicle operator or entity to schedule vehicle services and presents a vehicle in a timely manner.

Evaluation

General Services has been able to build comprehensive reports with the Agile Fleet program, FleetCommander, on the latest vehicle usage and maintenance costs.

The utilization of the kiosk system for the motor pool has not been a true test this year due to COVID-19 which has curtailed a lot of travel. Although the Motor Pool usage has dramatically declined due to COVID-19 the Agile Kiosk System has proven to be more accurate and efficient than prior methods of tracking Motor Pool Utilization while freeing up staff to complete other tasks. Two kiosk systems are in place in Globe and one is planned in the new Payson complex when it is built. Sharing will save money for those Departments that don’t require special equipment on the vehicles to do their work.

Conclusion

FleetCommander software has helped General Services gather the true data of our fleet use and will assist us in reducing our fleet and maintenance costs. The data shows all of the vehicles not being used to their full potential and how, with a little planning, the sharing of newer vehicles will become the way to do business.

Recommendation

It is the recommendation of the Public Works Director and the General Services Division Manager that the Board approve the continued use of the Agile Access Control, Inc., FleetCommander software program, and obtaining a discount under the Sourcewell cooperative contract for another year.

Suggested Motion

Information/Discussion/Action to approve the continued use of Sourcewell Cooperative Purchasing Agreement No. 022217-AAC on a Customer Purchase Agreement in the amount of $48,013.54 between Gila County and Agile Access Control, Inc. for an additional year, November 1, 2020 to October 31, 2021. (Steve Sanders)

Attachments
Renewal Contract Sourcewell No. 022217-Agile Access Control
Contract Renewal Sourcewell No. 022217-AAC
Contract NJPA 051613-AAC with Agile Access Control, Inc.