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O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Frank Gifford, Central Services Director 7w
Agenda Date: July 7, 2014
Subject: Request for Proposals for Fleet Software
Statement of Issue:
Release of request for proposals for fleet - management software to replace aged software.
Analysis /Strategic Goals /Pros & Cons:
Fleet Services is proposing an RFP for software for the collection and analysis of all data
regarding the county's vehicles and equipment. This software will replace a severely
handicapped and outdated application that has been used by the division for many years. New
software will eliminate paper tracking of repairs/ maintenance on county assets, eliminate
manual double entry of repair/ maintenance data, synchronize with the county's financial -
management software and provide a robust reporting and analysis tool.
Fiscal Impact /Cost Benefit Analysis:
The current fleet -data system makes data - driven management ungainly at best and in many
cases impossible; it also occupies administrative staff with redundant (yet incomplete and
unsuitable for analysis) entry of most relevant data. Asset lifecycle cost needs to be the
foundation of the management of vehicles and equipment funded by the Equipment Rental ii
Revolving Fund; stocks of tires and other parts need to be managed based on historical need
for such parts; and rental rates paid by Fleet's customer departments must track the actual
costs of operation of their assets. Replacement with a robust fleet - management system will
enable these and a variety of other improvements and efficiency gains across Fleet Services.
Recommendation:
Approve the attached Request for Proposals setting1he proposal due date for 4 PM on August
28th, 2014.
Department Contact:
Matt Stewart, Manager of Fleet Services, 344.9713
Reviewed By:
' 7/z y
Philip Morley, o my inistrator Date
NOTICE TO RESPONDENTS
REQUEST FOR PROPOSALS
TO PROVIDE
FLEET INFORMATION SOFTWARE SYSTEM
Notice is hereby given that the Jefferson County Department of Central Services, Fleet Services Division, will
receive sealed written proposals up until the hour of 4:00 p.m., on Thursday, August 28th, 2014, at the Office of
the County Commissioners, basement level of the Jefferson County Courthouse, 1820 Jefferson Street, Port
Townsend, Washington, 98368, from qualified Respondents to provide an integrated, comprehensive fleet -
information software system.
The awarded contract will provide for supply, installation, configuration and long -term maintenance and
support of a fleet - information software system to replace an existing fleet - information software system.
Execute and submit one complete original proposal package. Proposals shall be submitted in accordance
with the provisions on file at the office of the Jefferson County Department of Central Services, Fleet Services
Division, located at the Port Hadlock Shop, 371 Chimacum Road in Port Hadlock, Washington, where copies
may be obtained.
The Board of County Commissioners reserves the right to reject any and all proposals and to accept the
proposals deemed most advantageous to Jefferson County and to waive all informalities in the bidding. No
facsimile bid documents or telephone quotations will be accepted.
Dated this day of , 2014.
BOARD OF JEFFERSON COUNTY COMMISSIONERS
John Austin, Chair