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Regular Agenda Item 3. J.

Regular BOS Meeting

Meeting Date:	11/19/2019
Submitted For:	Steve Sanders	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Finance
Fiscal Year:	2020	Budgeted?:	Yes
Contract Dates Begin & End:	11-01-19 to 10-31-20	Grant?:	No
Matching Requirement?:	No	Fund?:	Replacement

Information

Request/Subject

General Services is requesting the Board of Supervisors' approval of renewal software and GPS devices from Agile Access Control, Inc., FleetCommander under Sourcewell cooperative contract number 022217-AAC.

Background Information

On June 6, 2017, the Board approved the use of Sourcwell (NJPA) Contract 022217-AAC with Agile Access Control, Inc. for software and GPS devices. The contract allows for five additional one-year renewal periods.

Gila County currently tracks the usage, location, maintenance and fuel consumption of approximately 640 pieces of equipment and vehicles. Of that number, approximately 368 are sedans, trucks, and vans. The tracking of maintenance, fuel consumption, mileage and drivers is a daily task. To track these vehicles and pieces of equipment Fleet Management was using five programs (Excel, Access, MegaTrak, Skedda, CFA).

General Services changed these methods and combined information into the FleetCommander program that can integrate with our current fuel program, MegaTrak, and will eventually push the billing information into the finance program, New World.

Evaluation

General Services is keeping the CFA program active for one year and will use it for historical purposes. The CFA program was good for its day and carries a lot of good information, but it is not a program we can bill from or use to obtain easy, comprehensive reports.

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 are not being used to their full potential and how, with a little planning, the sharing of fewer, 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 authorize the Chairman’s signature on a Customer Purchase Agreement in the amount of $85,203.96 between Gila County and Agile Access Control, Inc. for the software renewal of one more year. (Steve Sanders)

Attachments
Contract Renewal Sourcewell Contract No. 022217-Agile Access Control
FleetCommander Renewal-Slide Presentation
Contract NJPA 051613-AAC with Agile Access Control, Inc.
1-Agile Fleet_Quote_20170324aGT
Agile Acceptance and Award 022217
Sourcewell Contract
Agile Contract Revised during meeting
Revised Invoice Agile