HomeMy WebLinkAboutCORRESPONDENCE - RFP - 9349 FLEET MANAGEMENT SOFTWAREOfficial Purchasing Document
Last updated 1/19/2022
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AMENDMENT #1
AGREEMENT BETWEEN THE CITY OF FORT COLLINS
AND FLAGSHIP FLEET MANAGEMENT, LLC.
This First Amendment (Amendment #1) is entered into by and between the CITY OF FORT
COLLINS (the “City”) and FLAGSHIP FLEET MANAGEMENT, LLC. (the “Service Provider”).
WHEREAS, the Service Provider and the City entered into an Agreement 9349 Fleet
Management Software effective December 31, 2021 (the “Agreement”); and
WHEREAS, the parties wish to renew the Agreement for the period December 31, 2022
through December 30, 2023
WHEREAS, Service Provider and the City desire to amend the Agreement to replace Exhibit B –
Compensation Schedule to incorporate the Service Provider’s 8.2% increase for Annual Support
Services.
NOW, THEREFORE, in consideration of the foregoing recitals and the mutual promises herein
contained, the parties agree as follows:
1. Exhibit B: Compensation Schedule, is hereby removed and replaced in its entirety with the
annual pricing attached. The new annual pricing is effective December 31, 2022.
Except as expressly amended by this Amendment #1, all other terms and conditions of the
Agreement shall remain unchanged and in full force and effect. In the event of a conflict between
the terms of the Agreement and this Amendment #1, this Amendment #1 shall prevail.
IN WITNESS WHEREOF, the parties have executed this First Amendment the day and year
shown.
CITY OF FORT COLLINS:
By:
Gerry Paul
Purchasing Director
DATE:
FLAGSHIP FLEET MANAGEMENT, LLC.:
By:
Printed:
Title:
Date:
DocuSign Envelope ID: 85F7EB5A-FC66-41D9-9283-EC9A70C18FDF
12/19/2022
Member
Jeff Steinmetz
12/19/2022
Quote No: Fort Collins RFP 9349 Pricing Perpetual Hosted less 500 Auxiliary equipment V5 Date 12/14/2022Perpetual Licensed Software Name & DescriptionQtyPrice List Price Discount Net price 70%Motor Pool - Web Reservation, Dispatch & Return, and Bill optional 1850 $8,000.00 $8,000.00 70% $2,400.00Quick Fix/ in-field work request optional1850 $5.00$9,250.0070% $2,775.00Document & Photo Management optional1850 $7.00$12,950.0070% $3,885.00Flagship Dashboard optional 1850 $7.00$12,950.0070% $3,885.00PM Management optional 1850 $7.00$12,950.0070% $3,885.00Flagship Replacement Analysis1850 $7.00$12,950.0070% $3,885.00Flagship Navigator (client server analysis) (1 User) optional 1850 $7,000.00$7,000.0070% $2,100.00 Fleet Dashboard optional 1850 $1,450.00$1,450.0070% $435.00Flagship Navigator (additional User) optional 2$550.00$1,100.0070%$330.00Total Flagship Software Cost: $180,350.00$54,105.00Flagship Fleet Management LLC Professional Services:Hrs. Rate Total PriceNet Price Data Conversion & Load- convert & load Fort Collins provided Faster SQL Server back-up file. 8$175.00 $1,400.00 $1,400.00Re-Work City Task Codes & Repair Reasons to enable continued analytical capability after data transfer6$175.00 $1,050.00 $1,050.00Set up automated Fuel records transfer Fuelmaster SQL database to Flagship SQL database3$175.00 $525.00 $525.00Configure, setup and test Flagship Application6$175.00 $1,050.00 $1,050.00Configure Motor Pool equipment & set up motor pool billing 2$175.00 $350.00 $350.00Remote Training via GoTo Meeting : train City of Fort Collins on application. 16$175.00 $2,800.00$2,800.00Billing System Set-up/Testing 8$175.00 $1,400.00 $1,400.00Set-up PM Notification & Scheduling optional 8$175.00 $1,400.00 $1,400.00Total Professional Services Cost:57$175.00$9,975.00$9,975.00Flagship Annual Hosting $7,850.00$7,850.00*See Quote Notes on page 2First Year Grand Total:$71,930.00Annual Support for Flagship Fleet Management Software is 20% of the List Software Price$37,152.10Annual Support, and Hosting (yr. 2 Annual Support $37,152.10, Hosting $7,850)$48,603.54$48,603.54Total Annual Support, and Hosting (following one-year)$48,603.54$48,603.54*Flagship Customer Satisfaction Policy is detailed in* "Flagship Customer Satisfaction Commitment to City of Fort Collins"$101,750.00$30,525.00Flagship Fleet Management (includes Parts Inventory Management with Barcode capability, Fleet billing, Fuel Center, Fuel Loader, Warranty Claims & web reporting) 1850 $55.00Jeff Steinmetz PH:949-636-9859Page 1Flagship Fleet Management, LLC.Exhibit BCompensation ScheduleServices Agreement 9349 Fleet Management SoftwarePage 48 of 61DocuSign Envelope ID: 85F7EB5A-FC66-41D9-9283-EC9A70C18FDF
Quote No: Fort Collins RFP 9349 Pricing Perpetual Hosted less 500 Auxiliary equipment V5 Date 12/14/2022Flagship Quote Notes: * Flagship payment policies are limited to full payment and the plan listed in the provided payment plan (page 4).1) Per this quote Flagship Fleet Management LLC will provide the software, support, updates, hosting, and training for the listed software.2) No software media will be shipped. Software is loaded onto the secure hosted server from the web.5) Sales tax is NOT included in this quotation.9)Optional: Ruggedized Bar Code Reader (Price Ranges $350.00 to 1,500.00)10) Equipment quantities were taken from the totals provided in RFP 9349 ADDENDUM NO. 2 document, and 500 was subtracted for auliary equipment.(2332-500=1832 equipment items). Flagship used this 1832 quantity and rounded up to 1850 euipment items.11)Flagship request these equipment totals be re-counted before contracts should this RFP response result in a purchase.13)City of Fort Collins requested Flagship remove cyber insurance policy.3)All the Software quoted but "Flagship Navigator" are web based applications driven from a browser.8)Optional - Blue Tooth Bar Code Devices are optional and purchased separately. ($279.00 for each Fob barcode reader)https://serialio.com/product/bluetooth-wireless/scanfob%C2%AE-2006-bluetooth barcode-scanner4) Annual Software Support is 20% of the list price software6) Flagship is based on Adobe ColdFusion and requires Adobe ColdFusion Standard Edition. Estimated list price cost at time of quote is $2,500.00 found athttp://www.adobe.com/products/coldfusion-standard.html (Adobe Cold Fusion software is included in the hosting fees)7) Onsite Training Removed from Quote per request12) Second year annual support is incresed by 3% to accomidate Software escrow account. Flagship is taking care of year 1 software escrow account fees.Jeff Steinmetz PH:949-636-9859Quote Notes- Page 2 Flagship Fleet Management, LLC.Services Agreement 9349 Fleet Management SoftwarePage 49 of 61DocuSign Envelope ID: 85F7EB5A-FC66-41D9-9283-EC9A70C18FDF
Quote No: Fort Collins RFP 9349 Pricing Perpetual Hosted less 500 Auxiliary equipment V5 Date 12/14/2022Work DescriptionHours @ $175 per hourData Conversion & Load- convert & load equipment specified data from City of Fort Collins provided CFA MS Sql-Server back up file. 8 $1,400 Re-Work County Task Codes & Repair Reasons- to enable continued analytical capability after data transfer6 $1,050 Set up automated Fuel records transfer Fuelmaster SQL database to Flagship SQL database3 $525 Configure, setup and test Flagship Application:Flagship will configure, set-up the Flagship Fleet Management application, SQL database, and ColdFusion on the hosted server.6 $1,050 Configure Motor Pool equipment & set up motor pool billing2 $350 Remote Training via GoTo Meeting : Train City of Fort Collins staff on Application: 16 $2,800 Onsite Training (plus Travel expenses from Phoenix AZ) Optional (COVID- this can be applied to online training)0 $0 Billing System Set-up/TestingThe billing process will be set-up/tested to make sure Usage, Fuel and Maintenance charges are set-up to processes based on the specified needs of the City of Fort Collins . (Please see Exhibit A for examples of year end financial reporting) 8 $1,400 PM Notification & Scheduling OptionalSet-up web reservations, shop resources, department contacts, automated PM notification, appointment confirmation, appointment reminder, and missed appointment emails, 8 $1,400 TOTALS57.00 $9,975.00Network Requirements: High Speed Internet Government Entity or Company:……………………………………………………………NAME:……………………………………..TITLE:………………………………………………Signature: …………………………………DATE: ……………………………………………175The under signed agrees to the terms and conditions defined within Quote # "Fort Collins RFP 9349 Pricing Perpetual Hosted less 500 Auxiliary equipment V2" and agrees the Scope of Work accurately defines work to be completed. SCOPE OF WORK Jeff Steinmetz PH:949-636-9859SCOPE OF WORK Page 3Flagship Fleet Management, LLC.Services Agreement 9349 Fleet Management SoftwarePage 50 of 61DocuSign Envelope ID: 85F7EB5A-FC66-41D9-9283-EC9A70C18FDF
Quote No: Fort Collins RFP 9349 Pricing Perpetual Hosted less 500 Auxiliary equipment V5 Date 12/14/2022Flagship Fleet Management Payment Plan for City of Fort CollinsPayment MilestonesPercentage of Total Purchase Order 60%20%Invoices are Net 30 Days*Hosted Implementation cannot start until first 20% funds are received3) Staff Trained per accepted training plan. System is accepted by City ofFort Collins as delivering functional capability defined in the quote, productdescriptions on product documents, demonstrated in Flagship demo, and,completed criteria defined in final contract between Flagship FleetManagement LLC and City of Fort Collins .1) Completed Flagship & City of Fort Collins Contract & City Purchase Order. 20%2) Data Conversion accepted, Software installed & functioning & Accepted,Integration Complete per Specifications, All items listed in the scope & projectplan complete and accepted.Jeff Steinmetz PH:949-636-9859Page 4Flagship Fleet Management, LLC.Services Agreement 9349 Fleet Management SoftwarePage 51 of 61DocuSign Envelope ID: 85F7EB5A-FC66-41D9-9283-EC9A70C18FDF
Quote No: Fort Collins RFP 9349 Pricing Perpetual Hosted less 500 Auxiliary equipment V5 Date 12/14/2022Flagship Fleet Management First Year Expected Cost for City of Fort CollinsExpected Flagship Software Cost year 1$54,105.00Expected Professional Services Year 1 $9,975.00*Plus travel GSA travel rates non holidayExpected Annual Hosting $7,850.00Expected Premium Cyber Insurance $0.00Expected First Year Cost- Software, Hosting & Services$71,930.00Flagship Fleet Management Year 2 Expected Cost for City of Fort Collins$37,152.10$7,850.00Flagship Annual Support Expected Annual Hosting CPI INCEASE 8.2%$3,601.44*Subject to change with license increase, support increase or additional customization professional services. $48,603.54Flagship Fleet Management Year 3 Expected Cost for City of Fort CollinsFlagship Annual Support $37,152.10Expected Annual Hosting $7,850.00Premium Cyber Insurance$0.00*Subject to change with license increase, support increase or additional customization professional services. $Flagship Fleet Management Year 4 Expected Cost for City of Fort CollinsFlagship Annual Support $37,152.10Expected Annual Hosting $7,850.00Premium Cyber Insurance$0.00*Subject to change with license increase, support increase or additional customization professional services. $Flagship Fleet Management Year 5 Expected Cost for City of Fort CollinsFlagship Annual Support $40,868.00Expected Annual Hosting $8,635.00Premium Cyber Insurance$0.00*Subject to change with license increase, support increase or additional customization professional services. $Fort Collins could incur asset growth in the next 4 years, and any increase in assets above 1850 would result in a need to purchase additional Software Licenses and related annual support the following year. With the capability defined in the quote, the Flagship cost per asset comes to $29.25 per asset. Flagship will honor this pricing for a period of 6 months after the date of purchase. From 6 months to 24 months following date of purchase the discount will be 35% off the "List Price" on this quote from Page 1. Jeff Steinmetz PH:949-636-9859Page 5Flagship Fleet Management, LLC.Services Agreement 9349 Fleet Management SoftwarePage 52 of 61*Plus Annual Support Navigator ( 3 Additional Users)($183.48) Grand Total $48,787.02DocuSign Envelope ID: 85F7EB5A-FC66-41D9-9283-EC9A70C18FDF
Quote No: Fort Collins RFP 9349 Pricing Perpetual Hosted less 500 Auxiliary equipment V5 Date 12/14/2022Flagship Customer Satisfaction Commitment to City of Fort CollinsANNUAL SUPPORT INCLUDES:BUG FIXES: UPGRADES:Signature:Government Entity or Company:Name: Title:Signature: Date:Annual support covers bug fixes, report changes, software updates, unlimited telephone support 8:am to 5:00 pm mountain and Pacific time, GoTo Meeting screen sharing, new report requests, and new application functional capability requests. Included in annual support, City of Fort Collins can request new reports and minor application functional capability provided the report data or general application functional capability is not already part of other Flagship solutions not purchased by City of Fort Collins and, the report or functional capability can be used by other public sector fleets. Reports and application functional capability that can only be used by City of Fort Collins are considered custom and will require customization at an additional cost.Flagship will programmatically (code modification) work to resolve software issues or bugs when notified of such bugs by City of Fort Collins . If the issue can not be quickly resolved through software code modification, Flagship will try to provide a work around till such code can be developed, tested and released.Software Updates to Flagship Fleet Management are included with the cost of support and are primarily driven by customer requests. As long as City of Fort Collins is current with annual support they will have access to the latest software updates. Modifications/upgrades to the software can occur on a weekly basis. However, not every customer will need or care about every new functional capability or report. As a result, Flagship provides an on-line listing of new application functional capability, and reporting capability added to specific modules. If City of Fort Collins wishes to leverage added reports or new functional capability to Flagship modules purchased; they need only call Flagship and we will provide the update links for the download and support the install over the phone and via GoTo Meeting.The under signed agrees to the terms and conditions defined within Quote No "Fort Collins RFP 9349 Pricing Perpetual Hosted less 500 Auxiliary equipment V4"Jeff Steinmetz PH:949-636-9859Page 6Flagship Fleet Management, LLC.City of Fort CollinsDirector of PurchasingGerard PaulServices Agreement 9349 Fleet Management SoftwarePage 53 of 61DocuSign Envelope ID: 85F7EB5A-FC66-41D9-9283-EC9A70C18FDF
DocuSign Envelope ID: 85F7EB5A-FC66-41D9-9283-EC9A70C18FDF