HomeMy WebLinkAboutRESPONSE - RFP - 7252 FLEET MANAGEMENT SOFTWAREJuly 2211
I
11
I
I
FASTER
Response to Request for Proposal #7252 prepared for The City Of Fort Collins
by Barry Pugh, Enterprise Software Consultant of FASTER Asset solutions.
For Submittal To: City of Fort Collins
Purchasing Division
1 215 North Mason St., 2nd Floor
Fort Collins, CO 80524
City of
Fort Collins
' Purchasing 7
' FASTER Asset Solutions 1 2 7 0 0 I n t e r n a t i o
Better Performance But Higher Cost
' Used for moderate to large fleet operations with full use of the FASTER system including customizations and
integrations. (greater than 50 users and greater than 1000 assets with a strong transaction load)
• Server (Virtual vs. Dedicated): Virtual / Dedicated - 2 Servers
• Data Storage (Integrated or Separate Server from App): Data Storage Integrated in database.
recommended on separate server
• Web Server Hardware: Web Server
o Dual Quad Core Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB
o 8GB @ 667 MHz RAM
o 146 GB 15K RPM Primary Hard Drive
o Gigabit Ethernet Network Adapter (NIC)
1 o DVD-ROM Drive
• Database Server: (Clustering Optional)
o Dual Quad Core Intel Xeon X5450, 2x6 MB, Cache, 3.0 GHz, 1333 MHz FSB
1 o 8 GB @ 667 MHz Ram
o 146 GB 1SK RPM Primary Hard Drive
o Gigabit Ethernet Network Adapter (NIC)
' o DVD-ROM Drive
Enterprise Basic Hardware Configuration
Used in an enterprise environment that includes full use of the FASTER system including web service integrations,
and separate reporting server. Uses clustering to provide database level redundancy.
• Server (Virtual vs. Dedicated): Dedicated - 4+ Servers
• Data Storage (Integrated or Separate Server from App): Data Storage Integrated in database
recommended - high speed SAN also an option
• Web Server Hardware: Web Server
o Dual Quad Core Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB
0 8 GB @ 667 MHz Ram
0 146 GB 15K RPM Primary Hard Drive
o Gigabit Ethernet Network Adapter (NIC)
' 0 DVD-ROM Drive
• Database Server: (Clustering using 2 nodes, Add servers for additional nodes)
o Dual Quad Core Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB
o 16 GB @ 667 MHz Ram
0 146 GB 15K RPM Primary Hard Drive
o Gigabit Ethernet Network Adapter (NIC)
o DVD-ROM Drive
' • Reporting Services Server: Reporting Server
o Dual Quad Core Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB
o 8 GB @ 667 MHz Ram
I o 146 GB 15K RPM Primary Hard Drive
o Gigabit Ethernet Network Adapter (NIC)
o DVD-ROM Drive
' Enterprise High Availability Hardware Configuration
' Used in an enterprise environment that includes full use of the FASTER system including web service integrations,
and separate reporting server. Provides Redundancy at the database level and scalability for front end to the
application and reporting services.
• Server (Virtual vs. Dedicated): Dedicated - 8+ Servers
• Data Storage (Integrated or Separate Server from App): Data Storage Integrated in database
recommended - high speed SAN also an option
• Web Server Hardware: Web Server Farm (2+ servers)
o Dual Quad Core Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB
o 8 GB @ 667 MHz Ram
o 146 GB 15K RPM Primary Hard Drive
o Gigabit Ethernet Network Adapter (NIC)
o DVD-ROM Drive
• Database Server: 2 Clusters (Clustering using 2 nodes, Add servers for additional nodes)
o Dual Quad Core Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB
o 16 GB @ 667 MHz Ram
o 146 GB 15K RPM Primary Hard Drive
o Gigabit Ethernet Network Adapter (NIC)
o DVD-ROM Drive
Reporting Services Server: Reporting Server using Scale Out deployment, 2+ servers
o Dual Quad Core Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB
o 8 GB @ 667 MHz Ram
0 146 GB 15K RPM Primary Hard Drive
o Gigabit Ethernet Network Adapter (NIC)
o DVD-ROM Drive
Enterprise High. Availability/High Redundancy Configuration
Used in an enterprise environment that includes full use of the FASTER system including web service integrations,
and separate reporting server. Provides redundancy and scalability at all levels of the application topology.
• Server (Virtual vs. Dedicated): Dedicated - 9+ Servers
• Data Storage (Integrated or Separate Server from App): Data Storage Integrated in database
recommended - high speed SAN also an option
• Web Server Hardware: Web Server Farm( 2+ servers)
o Dual Quad Core Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB
o 8GB@667 MHz Ram
o 146 GB 15K RPM Primary Hard Drive
o Gigabit Ethernet Network Adapter (NIC)
o DVD-ROM Drive
• Database Server: Database Servers Using 3 instances, 4 Cluster nodes plus 1 witness for
application and reporting services and implement SQL Mirroring using Witness based automatic
failover. (Clustering using 2 nodes, witness can be cluster or standalone)
o Dual Quad Core Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB
o 16 GB @ 667 MHz Ram
o 146 GB 15K RPM Primary Hard Drive
o. Gigabit Ethernet Network Adapter (NIC)
o DVD-ROM Drive
Reporting Services Server: Reporting Server using Scale Out deployment, 2+ servers
o Dual Quad Core Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB
o 8 GB @ 667 MHz Ram
o 146 GB 15K RPM Primary Hard Drive
o Gigabit Ethernet Network Adapter (NIC)
o DVD-ROM Drive
Software Requirements
Server(s)
' 1. Supported Operating Systems - ALL computers must exist in a domain, workgroup is NOT supported
a. Windows Server 2003 R2 with SP2
b. Windows Server 2008 with SP2
c. Windows Server 2008 R2 (Recommended)
2. On Windows Server 2003 R2 the following Windows Components are required.
a. Microsoft.Net Framework 2.0
' b. Under Application Server
i. ASP.Net
' ii. Enable network COM+ access
iii. Enable Network DTC access
iv. IIS
a. Common Files
b. Internet Information Services Manager
c. World Wide Web Service
--Active Server Pages
--World Wide Web Services
3. On Windows Server 2008/2008 R2, under Application Server the following Roles are required
a. Net Framework 3.5.1
b. Web Server IIS Support
c. Windows Process Activation Service
i. HTTP Activation
d. Distributed Transactions.
i. Incoming Remote Transactions
ii. Outgoing Remote Transactions
iii. WS-Atomic Transactions
iv. Connectivity tested between servers
e. For IIS 7/7.5 the following features are required, under Web Server (IIS)
i. Web Server
ii. Common HTTP Features
a. Static Content
' b. Default Document
c. Directory Browsing
d. HTTP Errors
e. HTTP Redirection
iii. Application Development
a. ASP.Net
b. NET Extensibility
c. ASP
d. ISAPI Extensions
e. ISAP Filters
iv. Security
a. Basic Authentication
b. Windows Authentication
v. Performance
a. Static Content Compression
b. Dynamic Content Compression
vi. Management Tools
a. IIS Management Console
b. IIS Management Scripts and tools
c. Management Service
d. IIS 6 management Compatibility
o IIS 6 Metabase compatibility
o IIS 6 WMI Compatibility
o IIS 6 Scripting Tools
4. IIS Requirements
a. Supported versions:
i. IIS 6.0 for Windows Server 2003/2003 R2
ii. IIS 7 for Windows Server 2008
iii. IIS 7.5 for Windows Server 2008112
5. Microsoft SQL Server supported versions:
a. Supported versions:
i. 2005 with SP4 with all applicable updates.
ii. 2008 with SP2 with all applicable updates.
iii. 2008 R2 with all applicable updates.(Recommended)
6. Microsoft SQL Server Reporting Services supported versions:
a. Supported versions:
i. 2005 Reporting Services with SP4 with all applicable updates.
ii. 2008 Reporting Services with SP2 with all applicable updates
iii. 2008 R2 Reporting Services with all applicable updates.(Recommended)
7. Microsoft .NET Framework 3.5 SP 1 with all applicable updates.
8. Internet/Broadband Access For FASTER Remote Connectivity
9. Silverlight 4, used for Dashboard Add -on
10. Virtual Memory Setting - 3 time physical RAM http://technet.microsoft.com/en-us/magazine/ff382717.aspx)
Clients
• Intranet/Broadband AccessMicrosoft IE 7 latest service pack, IE 8 (latest service pack and
native mode), IE 9; Firefox 3.6.18x (latest service pack), Firefox 4.0;
• Microsoft .NET Framework 3.5 SP 1 with all applicable updates.
• Silverlight 4, used for Dashboard Add -on
• ALL computers must exist in a domain, workgroup is NOT supported
• Virtual Memory Setting - 3 times physical RAM (http://technet.microsoft.com/en-
us/magazine/ff382717.aspx)
• Display Resolution
o FASTER Web: 1024 X 768 or higher
' o Customer Portal: 1024 X 768 or higher
o Technician Workstation: 1024 X 768 (Specifically designed for this resolution and touchscreen)
' B. Desired System Features
1. Thin Client to reduce client machine investments.
Because FASTER is a true browser based solution you can reduce hardware cost by accessing
the system via thin clients.
' 2. A browser Interface Design
i. Intuitive navigation
Because FASTER is browser based the user experience is greatly enhanced since the
navigation is the same as the users everyday use of the Web.
' ii. Customizable views that are user or function specific
FASTER allows for customizable views that are user specific (saved via browser
cookies).
' 3. User definable configuration allowing flexibility to match our processes.
C
FASTER was designed with fleet processes in mind and delivers user definable configuration
that allows the customer to match their processes. Custom Specifications are provided in
most areas of system allowing you to track site -specific data not already tracked by default.
4. Notes capability throughout the system with subject lines for fast searching.
Notes are available throughout the system with flexible user -based security and subject
lines for fast searching.
Equipment Management Features, Minimum Requirements
1. Acquisition Planning and Procurement through Receiving
a. Track asset specifications throughout purchase and receipt of vehicle.
Track your asset specifications, through bids and proposals, through purchase and
delivery of vehicle.
b. Track which vehicle or equipment replaced by a new asset
FASTER provides an optional field when building a new asset to enter the asset
number of the vehicle being replaced.
c. Easy conversion of incoming/received assets into live assets in the system.
With a click of the button FASTER allows an asset that is planned for acquisition to
be converted to an active asset.
2. Asset Management Requirements
a. Unit Identification Information (all basic asset identifying fields and data)
The master asset record will provide all unit identification information such as:
Asset number, Organization, Status, Year, Make, Model, GVW, Drive Train, License
Number, Body Serial Number, Chassis Serial Number, Location, Color, etc.
b. Standard specification fields for the asset (including multiple engines, unlimited fuel
types, transmissions, and tire information).
FASTER master asset record allows for standard specifications entries for:
i. Multiple engines so that PM schedules and maintenance can be tracked on
each individual meter.
ii. Unlimited fuel types so that you can track usage and Cost Per Meter by fuel
type on flex fuel vehicles.
iii. Multiple transmissions so that PM schedules and maintenance can be
tracked on each individual transmission.
iv. Tire module to track serial number, position, tread depth, air pressure
etc.
c. Custom specifications fields to track custom data specific to the asset.
Unlimited custom specifications can be added to each asset to manage up -fitting
and replacement of custom items.
d. Easy access to at a glance snapshot information for a given asset including most rent
PM, meter reading, work order and lifecycle costing, current availability.
At a glance the Master Asset record displays a snapshot of the asset life cycle cost,
last work order, last PM, last meter reading, and any associated parent equipment.
e. Capable of restricting access to undercover vehicles.
FASTER allows you to restrict access to undercover vehicles through disallowing a
user's role to view the identification of an asset.
f. Ability to extract leased and owned asset maintenance and operating costs.
Through the FASTER reporting feature, comparative data can be exported on cost of
ownership.
I Vehicle Lifecycle Tracking
a. Acquisition
Asset acquisition area of FASTER provides the following fields for the capture of
acquisition information for each asset record, (this information is also brought over
from the Plan for Acquisition feature which eliminates duel entry.):
• Acquire Date
• Acquire Cost
• Acquire Vendor
• PO Number
• Title
• In Service Date '
• Life Expectancy Months
b. Replacement Analysis
Provides an online 15 point vehicle replacement program that displays vehicle '
replacement information calculated and captured from other locations in the
system and provides reporting capability. Includes the following:
• Date: date that the equipment was put in service.
• Cost: amount of money paid to acquire the equipment. ,
• Maint $ LTD: the maintenance dollars spent to date.
• Inflation Rate: estimated inflation rate for the equipment.
• Salvage Rate: the expected percentage of the cost that the user will get at the '
time the unit is sold or salvaged. This dollar amount is subtracted from the total
cost of replacement. '
• Fund: budgetary funding code for replacement of equipment.
• Major Grouping: administrative level group funding code.
• Expected Life in Meters: shows the expected life from all valid meters attached '
to the equipment.
• Expected Life in Months: the expected time, in months, that the equipment '
should last before replacement is necessary.
• Recovery Collected: life to Date amount of recovery collected through the billing
process or separate update program. '
• Condition Factor: subjective administrative level input toward equipment
replacement program. '
• Automatically add to the acquisition cost any capitalization maintenance.
• These costs should be tracked separately from maintenance and repair costs.
• Vehicle replacement automatically recalculates when capitol repairs are added. ,
c. Replacement Candidate comparison
The FASTER 15 Point replacement report (W109) identifies assets approaching their ,
identified replacement points, and compares these to like assets in a .
department or class. The decision to replace, or extent and reassign can be '
determined using this comparison report.
d. Disposal '
Provides the following fields for the capture of disposal information for each asset
record:
• Out of Service Date \\ \ /PG✓/05
' • Disposal Date
/( • Disposal Cost
• Disposal Vendor
��� • Sale Proceeds
• Replacing Asset Number
• Management of disposal from out of service, decommissioned and auction/sale proceeds
being credited to the appropriate account.
FASTER manages the full life cycle of an asset to include posting of sale proceeds to the
correct account for vehicles decommissioned.
' 4. Asset Billing
a. Bill parts and labor using methods appropriate to the asset and the reason for the
repair (e.g. accident, capitalization, normal repair)
FASTER has the ability to bill all charges including parts, labor and sublet repairs to
assets by both standard and user defined repair reasons.
' Control down to the asset level how billing occurs in a wide variety of user defined
ways such as:
• Base charges, insurance charges, replacement charges, individual
' Ibilling items such as parts labor, sublet, fuel, etc.
FASTER has a fully configurable and flexible billing system, this allows the user to
structure their unique charge back system for charges to be applied down to the
asset level.
b. Bill depreciation charges
a"(Y2
oV4
FASTER's Straight Line depreciation method allows for the calculated replacement
charge to -be billed to the department as an asset is depreciated and moves towards
disposal.
c. Bill Usage charges.
5
a
FASTER has a fully configurable and flexible billing system, including the ability to charge
meter -based usage by class, these charges are applied down to the asset level.
d. Bill motor pool, department charges, and fuel charges.
As a vehicle is checked out of the motor pool the rental charges and fuel charges are
charged to the appropriate department in a single consolidated billing.
Preventive Maintenance and Scheduled Action
a. Per asset tracking of preventive maintenance schedules.
FASTER tracks an unlimited number of primary and ancillary PMs, both individually
or linked hierarchically, then will identify services due per asset by meter, time or
fuel consumption, and send out email notification to customer and operator when
service is due.
b. Per asset tracking of other scheduled actions related to an asset such as:
C.
■ Registration renewals
■ Annual inspections
■ Emissions inspections - on a bi-annual basis
■ Any other routinely scheduled or predictive maintenance action that
occurs at a given, interval.
As a standard feature FASTER allows the user to set up scheduled actions that are not .
maintenance related -but essential to fleet operations such as, but not limited to registration
renewal, annual inspections, bi-annual emissions inspections etc. The system will also
identify these services due per asset by meter, time or fuel consumption, and send out
email notification to customer and operator when service is due.
Warranty Tracking
a. Equipment warranty tracking from initial claim through reimbursement.
The Asset and Maintenance functions in FASTER are fully integrated so that when
Manufacturer equipment and component warranties are tracked on any asset,
Technicians and/or Service Writers will receive a notification when a repair is under
warranty, once the in-house or sublet repair is complete, a Warranty Claim can be
created from the Work Order.
7. History of all parts issued to the Asset
TABLE OF CONTENTS
1
Company History 3
'
Our History, Present Status & Future
3
Cover Letter
5
'
References
Scope of Work
7
8
A: Security, System Administration & Setup
8
'
Hardware Configurations
10
Standard Single Server Configuration
10
'
Better Performance But Higher Cost
Enterprise Basic Hardware Configuration
11
11
Enterprise High Availability Hardware Configuration
11
'
Enterprise High Availability/High Redundancy Configuration
12
Software Requirements
13
1
Clients
B. Desired System Features
15
15
D: Parts Inventory & Processing Management Features, minimum requirements
_ 23
'
E: Maintenance Features, minimum requirements
27
F. Technician Workstations, minimum requirements
33
'
G. Customer Service & Preventive Maintenance (PM), minimum requirements
H: Fuel Management Features, minimum requirements
35
36
I. Motor Pool and Rental Unit Features, minimum requirements
37
'
3: Accounting & Billing Features, minimum requirements
39
K. Vendor Management Features, minimum requirements
40
L: Business Intelligence & Fleet Analytics Features Provide
business intelligence information reporting, including, at a minimum:
41
M: Data Conversion
43
'
N: Technical Support and User Groups
44
O. Software and Hardware Specifications
46
P: Training and Educational Opportunities
47
'
Pricing
53
t
Exhibit A: Sample Software License and Software Maintenance Agreements
56
As each asset is serviced a database is built of parts issued to provide for historical data
when diagnosing and repairing an asset as well as to create an easy reference when a part
needs to be ordered.
' 8. Parent/Child asset tracking for asset components.
You can have unlimited parent child relationships with a family tree showing the entire
' association of linked equipment.
9. Provide a history view outlining all maintenance, repair, and fuel dollars related to asset as
well as cost per/mile or gallon data.
' Faster provides a historical view of each asset detailing
• Maintenance Cost����
' • Repair Cost
• Accident Cost
' • Capital Cost /� 2
i
• Warranty Cost
' • Fuel Cost
• Fuel Qty
' • Meter Driven
• Idle Hours
• Cost/Meter
• Meter/Gallon
• Labor Cost
• Parts Cost
• Sublets
• Other Cost
• Credits
• Oil Qty
t• Fluid Qty
10. Asset Ownership and temporary transferability
a. Track asset owner and using department related to a unit with the ability to specify
custom roles related to assets and start and end dates for their connection to the
asset (see Reassign Assets, below)
FASTER has the ability to add contacts to an asset with assigned roles to show
ownership periods and flag for PM email alerts. (see Reassign Assets, below)
10.Asset Templates
a. Asset templates allowing for quicker entry of new records into the system
FASTER allows for the building of asset templates to speed up data entry when like
assets are being entered into the system. Only asset specific information will have to be
entered on each asset.
11.Reassign Assets
a. Assets can be reassigned between Departments, to another organization, and/or to
another asset number while retaining all historical information
It is a standard feature in FASTER to allow for the transfer of a an asset between
departments and to allow for asset numbers to be changed when moving an asset from
one organization to another.
12.Track the status on units on order and estimated delivery
In the Plan of Acquisition feature, once a unit has been ordered FASTER allows for the status to
be updated as the asset goes through the acquisition process with estimated dates for delivery
13.Track notes related to assets and components with subject lines for easy searching
It is a standard feature throughout FASTER to allow notes to be entered on assets and parts
with searchable subject lines.
D: Parts Inventory & Processing Management Features, minimum
requirements
Provide comprehensive inventory management and parts tracking which encompasses the
entire procurement process from order and receipt through issues including warranty
replacements, core tracking/returns, and vendor credits through the accounting system.
1. Track all data related to parts including:
a. Part Identification information (all basic part identifying fields and data)
FASTER provides a snap shot view of all parts identification information such as:
• FASTER part number
• Vendor part number(s)
• Part name
• Part description
• Storeroom location
• Bin location
• Alternate locations
• Part Status
• Stock type
• Part category
• And default vendor
b. Last receipt data, Part Usage Codes and info
On the master parts tab each part will display the part usage code, stock settings, and
last inventory count for the part. The Snap shot At A Glance includes activity
information, such as, last issue date and quantity, quantity on order, and last receipt.
C. Provide easy access to snapshot information, such as quantities either in stock, in
return bins, available, or on order; average pricing information; last issued and
received data; and quantities purchased and issued during the last 12 months
The snapshot view on the part master within FASTER gives you visibility into stock
levels, orders filled, available quantities, order quantities, quantities last issued and
received, true cost, average pricing, mark ups, and last month's activity history.
d. Stock settings to set high/low reorder level points, lead time, etc.
FASTER allows the user to enter and edit the:
0 -.Low Stock level
• High Stock Level
• Reorder Point
• "Order Lead Time
• Set Auto Order on/off
e. Track part numbers used by other vendors for the same part
FASTER allows for the entry of unlimited vendor part numbers for use during cross
referencing and reordering.
f. Provide part merge functionality allowing multiple part records to be merged into
one record while retaining all historical data
From the Reassign or Merge Parts tab in the Parts module FASTER will allow the user
to merge a part from a storeroom with another part number in the same storeroom
or another storeroom. If barcoding is used you can chose to generate and.print a
barcode.
g. ABC classification of parts where A represents the 10% of parts inventory with the
highest dollar value, B represents the next 20% of the highest dollar value, and C
represents the remaining 70%of parts inventory.
FASTER provide various methods to classify and categorize inventory items.
2. Provide flexible pricing, including:
a. FIFO, cost of last receipt and averaging for the pricing of individual parts
FASTER captures the true cost of each part and issues them using one of the system
configured pricing methodologies to effectively manage purchase cost vs. issue price:
• FIFO
• LIFO
• Averaging
b. Track all charges related to a part such as core, hazard fees, disposal fees, etc.
FASTER will allow you to track any charges associated with a part to determine the
true cost of a part which includes shipping, taxes, and unlimited other charges that
are user defined such as but not limited to :
• Core
• Hazard fees
• Disposal fees
3. Track part warranties
FASTER tracks unlimited part warranties on each inventory item by:
• multiple Warranty Lengths
• multiple Warranty Cycles
• %Vendor
4. View history of all part activity including issues, returns, transfers, etc.
FASTER records and stores all parts activity to include
•
Issued
•
Issued Returned
•
Received
•
Received Returned
Transfers In
> •
Transfers Out
•
Adjusted Up
•
Adjusted Down
•
Unit Cost
•
Tax Cost
•
Shipping Cost
•
Extended Cost
5. Inventory Management
a. Perform and track physical inventory by using cycle counts and end of year inventory
processes using bar coding equipment
i. FASTER allows the user to create and export a physical inventory sheet by:
• Storeroom
• Part Category
• Stock Type
• Part Type
• Part Number Range
• Bin Location Range
Once the physical inventory is completed the unit counts can be entered into the
system and reconciled within FASTER. Counts can also be entered in real-time using
a wireless enabled browser based device.
ii. FASTER will generate a cyclical inventory count by storeroom. The user can
generate a new cycle count or resume counting from a previous cycle count.
b. Track perpetual inventory in a manner allowing a snapshot of inventory for any given
date and time
FASTER allows the user to run a perpetual inventory list that gives a snapshot of
inventory items by storeroom by date and time of last inventory or snapshot.
6. Parts ordering, receiving and issuing tracking
a. Provide complete accountability and audit ability for all transactions within the
procurement process
FASTER `s work flow processes are built around best practices for accountability and
audit ability, with accounting practices in mind.
b. Receive items from either an invoice or a packing slip
FASTER allows you to receive parts via:
• Order Number
• Vendor Invoice
• Packing Slip
If an order is received via packing slip once the invoice is received it must be matched to
the packing slip before the invoice can be completed fro payment.
c. Process vendor returns from inventory, for warranty or core
Within the Parts tab FASTER will allow you to process vendor returns for parts being
returned to inventory, for warranty or as cores. If the inventory item is a warranty or core
it will not affect the inventory levels. The user will be required to enter:
• Vendor Name
• Return Quantity
• Date of Return
• Reason for Return
• Return Status.
And can reference:
• RGA/RMA Numbers
• Original Invoice Number
• Vendor Part Number
• Ship Date
d. Issue parts based on electronic technician request
FASTER allows for electronic communication between the technician on the shop
floor and the stock room. The technician request the part via Technician Work
Station and'a message is sent to the parts room indicating what parts were ordered
by which technician.
' e. Alert technician when ordered parts are available
' When a technicians request for parts is received the parts employee picks the parts
and indicate in faster that the parts order has been filled. A message is sent to the
technicians work station to come and pic up parts. Once the Technician physically
' picks up the part the parts room employee select issue within FASTER and the parts
are removed from inventory and added to the Work Order.
' 7. Provide full audit ability for inventory transfers
' FASTER provides comprehensive tracking of parts transfers between storerooms by status:
• In Progress
t• Accepted
• Rejected
• Returned
Pending transfer parts are held in reserve until the receiving storeroom accepts the
' transfer.
S. Issue and receive parts using bar coding equipment
FASTER provides the capability to issue and receive parts by scanningeither
box' label, or an,in-house label using bar code scanning devices , this helps totreduce ee 'out rrors
' and increase productivity.
E: Maintenance Features, minimum requirements
1
1. Provide maintenance and labor tracking based on work order process flow
FASTER provides comprehensive maintenance and labor tracking based on work order process
flow with the Ability to capture maintenance information for accounting and billing.
2. Provide customer service tools facilitating high levels of service
FASTER provides a Customer Portal that allows customers to:
• Request service
• Schedule a Maintenance Appointment
• Look up Repair History
• View Upcoming Maintenance
3. Create Department Work Order or Direct Charge documents to capture billing relating to a cost
center or an asset
FASTER's work order process is built around fleet best practices and allow for the capturing of all
cost associated with a maintenance task such as:
• Labor
• Parts
• Sublet
• Other Cost
These costs can then be billed to the appropriate department through user defined bill codes.
4. Quickly view related asset data, maintenance symptoms, meter readings, and snapshot
summary of work order costs
The Work Order master tab displays in a single view the:
• Work Order Status
• Work Order Identification
• Asset Identification
• Asset Meter Readings
• Associated Cost
• Symptom
5. Quickly add repairs to maintenance record using standard categories, items and reasons for
I
' repair
You can add unlimited repairs to a single work order. When you are adding a repair to a work
order FASTER flags the user -if -there are any overdue maintenance items or scheduled task that
' have not been completed.
' 6. Include Standard coding (ATA VMRS), with the ability to add custom job codes
FASTER uses standard repair codes but translates the codes to an easy to understand language
t making it easy to train and reducing input errors.
' 7. Create and flag deferred repairs
FASTER uses deferred repairs to schedule preventative maintenance and to process on-line
request form customers. When -a work order is opened the deferred repair is presented for the
asset and can be added as active repair.
8. Issue stocked and non -stocked parts to work orders
FASTER allows you to issue parts from storerooms or non -stocked parts seamlessly to a work
' order.
' 9. Return issued parts to either the storeroom or the vendor
' FASTER allows parts to be returned to inventory or to vendor as a core or warranty item.
' 10. Track outsourced vendor work and costs
To ensure that you can track outside cost associated to an asset FASTER provides sublet cost to
be added to work orders, -and using the attachments feature FASTER will store the original
vendor invoice as well.
' 11. Charge labor hours using Flat Rate labor charges
' FASTER allows the labor charges to be added to a work order by:
• Flat Rate
• Repair Rate (time and material)
• Meter Rate
12. Track any other costs for a given maintenance record
FASTER allows for unlimited user defined charges that can be applied to a work order either
automatically or by the user..
13. Provide the ability to print, view, and email work orders including notes
From the screen FASTER allows you to open a technician work order view, from the view you
can print or email the work order detail to include any notes on the repair.
14. Downtime (or Uptime) hours calculated using the work order status and availability data for the
asset
Yes, FASTER will calculate downtime hours for an asset with using system configurable work
order status and availability codes as defined by your operation.
15. Create direct charges to departments and equipment, when appropriate
When required direct charges can be applied to an asset and FASTER tracks:
• Department
• Shop
• Billing
• Repairs
• Parts
• Notes
• Attachments
16. Track indirect labor
Company History
Our History, Present Status & Future
' In 1982 FASTER Asset Solutions was founded in and is still headquartered in Hampton Roads, Virginia.
Our original name was CCG Systems. We created one of the most successful fleet management systems
and received wide acceptance in the marketplace. The original founding partners took on other
' employee stock holders as the company grew becoming a closely held corporation with stock owned by
29 employees.
I
Product History: The Company initially brought to market the FASTER mainframe fleet management
solution which ran on BOS. At the turn of the Millennium a FASTER Windows -based fleet management
system replaced the BOS system as the flagship product of the company. That product grew to become
one of the most dominant fleet management systems in the marketplace with over 340 customers
primarily in the public sector.
In 2003 those 29-employee stockholders sold the company to an Employee Stock Ownership plan
(ESOP). That ESOP provides stock ownership to employees over time. Thus ownership changed from a
company owned by several employees to an ESOP owned company where ownership is distributed
among all current and future employees. This was a pivotal change and provides a major competitive
advantage in that ESOP's tend to create an engaged workforce that is focused on the long-term success
of their customers. Simply put: We do not have the short-term profit pressures of a publicly traded
company. Our customers can testify that we look at ourselves as an extended family that is committed
to your aspirations and organizational goals.
In 2008 in order to eliminate market confusion between the original company name, CCG Systems, and
the brand name, FASTER that had come to define the company; the corporate name was changed from
CCG Systems to FASTER Asset Solutions. This also permitted a simple naming convention for the
company's two flagship products: FASTER Win, which is the most respected and trusted Windows -based
fleet management system on the market; and FASTER Web, which is the most advanced web -based
enterprise level fleet management system on the market. No other system provides true web -based
functionality nor can offer the implementation success track record FASTER has amassed and the gold -
standard support for which FASTER is famous.
FASTER provides tracking of indirect labor to give insight to shop productivity. User defined
fields identify the Indirect Components and Indirect actions available to the technicians.
17. Manage shop floor activity:
a) Real time tracking of all technician time, including non -billable labor hours
Using Technician's Work Station FASTER provide real time tracking of direct labor spent on
work orders and indirect labor when performing non -billable shop activities.
b) View work in progress for both direct and indirect labor
FASTER gives you the ability to see what is going on in the shop -at a glance using the.
Manage Shop Floor Activity tab. You will have visibility into:
• Jobs waiting assignment
• Jobs posting to direct labor
• Jobs posting indirect labor .
• Online service request
c) Provide Labor scheduling and forecasting
Labor scheduling can be performed using the Deferred Repairs function in the Manage Shop
Floor Activity tab, and forecasting work activity is made easy through the calendar view of
shop activity. You can view in day week or month mode for:
• P M's
• Certifications
• Online Request
• Scheduled Indirect Labor
• Scheduled Task
• Campaigns
• Recalls
d) Perform mass logoff of technicians in all shops
FASTER allows the Shop Floor Manager to END DAY or log off an individual or all technicians
across all shops.
e) Ability to use deferred repairs related to managed campaigns, recalls, and incoming online
service requests from customers
Labor scheduling can be performed using the Deferred Repairs function in the Manage Shop
Floor Activity tab, and forecasting work activity is made easy through the calendar view of
shop activity. You can view in day week or month mode for:
• PM's
• Certifications
• Online Request _
• Scheduled Indirect Labor
• Scheduled Task
• Campaigns
• Recalls
f) Easily review productivity history by technician
The Manage Shop Floor Activity module allows the shop manager to quickly and easily
review productivity by:
• Technician
• Shop
• Shift
• Date range
g) Track technician certifications and training
FASTER allows you to manage unlimited certification expirations and scheduled tasks to
improve visibility into non maintenance activities.
' 18. Create and manage task lists and task list templates
' FASTER gives the ability to create task list by -adding individual task to list or by building
templates to improve productivity. The list can then be applied to a work order by
' associating the list with an:
' • Asset
• Year/Make/Model
' • Class
' 19. Provide job estimates with detail
Repair Estimates are tracked using the FASTER Work Order functions, this provides all the detail
of the work to be performed without the charges being billed.
' 20. Allow stopping and re -starting out -of -service time if a unit is worked on, then released, then
brought back into the repair facility and worked on again on the same work order
' FASTER allows you to control downtime by editing any open work order or you disable
downtime tracking all together to accommodate a vehicle that is released and then has to
' return to the shop for more service.
IF: Technician Workstations, minimum requirements
I. Touch screen capable real time shop floor labor tracking.
FASTER's Technician Workstation was designed to provide real time shop floor labor tracking
using the latest touch screen technology to maximize efficient data entry. Technician Work
Station was built to be flexible and can be accessed via touch screen or using mouse and
keyboard.
2. Technicians must be able to request parts from the shop floor via their workstations
FASTER automates the parts request process by allowing the technician to electronically send
' the request to the parts room.
3. Alert message sent to technician when parts are ready for pickup
When a technician initiates a request for a part the parts room electronically
back once the parts are ready for pick up. sends a message
' 4. Allow technician to see status of parts needed for repair.
When a technician is ordering a part for a repair FASTER's Technician Work Station allows a
technician to quickly view:
• Part Name
• Storeroom location
• Part Availability
5. Ability to easily change the action description of a repair from a shop workstation
FASTER's Technician Work Station has a function key that allows the technician to change the
repair reason without leaving the work order.
6. Track technician labor for assigned repairs
FASTER tracks real time labor cost associated with the work order a technician is longed on to.
7. Allow technician to add new repairs or perform indirect activities
FASTER's Technician's Work Station has a function key to:
• Add New Repair to a Current Work Order
• Begin an Indirect Activity
8. Track time a technician spends assisting another technician, accurately capturing the labor time
for both
FASTER's Technician Work Station has a Quick Assist function key that at a click logs him/her of
the current work order and allows them to select the technician that the will be helping and
longs them on to the selected technicians work order capturing the true labor for both jobs.
9. Ability to search repairs easily
Work orders are assigned via the shop floor manager and the job is added to the selected
technician's job que. The technician can then search through his/her jobs by:
• Date In
• Promise Date
• Priority
10. Allow staff to view each technician's work orders
FASTER's Shop Floor Manager allow staff to view all open work orders by technician.
11. Allow staff to complete the work order process
Once a job is finished FASTER's Technician Work Station has a function key that allows them to
easily mark the work order as complete.
G: Customer Service & Preventive Maintenance (PM), minimum
requirements
I. Provide customer portal and automatic notifications to assist customers.
FASTER incorporates self-service through the Customer Portal. The portal allows fleet customers
to automatically receive PM notifications.
2. Allow customers to request repairs online as well as view repair history from any computer
using a web browser
The Customer Portal provides a medium for fleet customers to:
• Request service
• View Repair history
3. Automatically notify customers via email when the equipment is ready for pick up
FASTER allows for contact information to be attached to a work order and once the work order
is completed the contact will receive and automatic email notification to pick up the vehicle.
4. Generate an automatic email notification for overdue PMs, registration expiration, and
scheduled appointment confirmations. Ability to turn this feature on or off
FASTER will generate an automatic email notification for:
• �PMs
• Registration expirations
• Scheduled appointment confirmations
Email notifications can be set or restricted by:
• System Settings
• Department settings
• Asset settings
5. Generate user defined PM Inspection lists (by vehicle and by class) which can be printed on
demand or automatically when a work order PM is opened
The Maintenance module within FASTER will allow the shop manager to create task list that can
be added to a PM by:
• Asset
• Year/Make/Model
• Class
The PM work order will not be able to be completed until all tasks have been completed.
6. Provides for hierarchical scheduling of PM services (e.g. if an A, B, C methodology is used, when
a C is done it is assumed an A and B have been done and automatically reschedules all three).
Users must have the option to set this assumption in the system
FASTER provides unlimited user defined hierarchical -PM services. If you use the hierarchal
scheduling methodology the system will process the lower tiered PMs.
H: Fuel Management Features, minimum requirements
1. System must collect and store fuel transactions by manual input, electronic upload or '
integrated web services'-
FASTER gives you the ability to collect fuel transaction data a through: ,
• Manual entry '
• Uploading electronically
•. Flat file data transfer
• Web Services
2. Must interface with Fuelmaster, Wright Express, and Fuelman.
FASTER can interfacewithall major fuel, systems to include
• Fuelmaster '
• Wright Express
• Fuelman
3. Track fuel related data and costs '
Fuel related data and costs that are tracked and reported in FASTER are: '
• Fuel Cost ,
• Fuel Quantity
• Cost\Meter
• Meter/gallon '
4. Ability to review and edit fuel exceptions prior to posting
FASTER allow for the setting of parameters to validate fuel entries. If an entry is outside of
the parameters set FASTER will allow you to accept the entry or edit the entry before it is
posted.
5. Ability to export fuel quantities in Excel format by time period and department.
FASTER will allow you to view fuel quantities for a date range and export them by:
• Transaction Date
• Posting Date
• Fuel Type
• Organization
• Department
• Asset Number
You can export the data in the following formats:
• XML
• CSV
• PDF
• MHTML
• Excel
• Tiff
• Word
L Motor Pool and Rental Unit Features, minimum requirements
1. Calendar view scheduling
FASTER Motor Pool allows customers to reserve a vehicle through an interactive
calendar. Only vehicles available for the selected date and time will be presented for
selection._
2. Billing for usage, time or both.
1
FASTER Motor Pool has the capability to bill for usage by
•� Date -based
o Daily
o Weekly
o Monthly
o Annually
• Time -based
o Hourly
• Lease Based
o Usage
3. Ability to interface with a third -party key valet system. (prefer wirelessly)
FASTER Motor Pool is fully equipped with a key management system for use with
unattended motor pool locations. Connectivity requirements are capable os using a
variety of integration technologies.
4. Generate on-line list of available units for making reservations.
FASTER Motor Pool provides a customer portal that allow for online self-service
reservations. Only units that are available will be displayed for the date and time of
selected reservations.
5. Accommodate short term and long standing reservations.
FASTER Motor Pool allow for both short and long term reservations such as:
• Date -based
o Daily
o Weekly
o Monthly
o Annually
• Time -based
o Hourly
• Lease Based
o Usage
J: Accounting & Billing Features, minimum requirements
1. Flexible tracking of all costs and vendors related to assets as well as billable dollars and
department or sub -department (work group or domicile) accounts
FASTER associates unlimited vendors, organizations and departments to an asset so that
tracking of all cost and billable dollars can be tracked by associated assets.
2. Asset maintenance and inventory charges billable to multiple account numbers -at the
organizational, department or asset level
FASTER's flexible billing features provide for configurable accounts by charge type and
account elements, this allows the system to bill to the GL account level.
3. Ability to perform billing adjustments for all charges
FASTER's Accounting module provides the ability to manage adjustments for any charge
type; either positive or negative.
4. Vendor credit and invoice processing
FASTER's Accounting module provides the ability to manage vendor credits, manage AP
and AR transactions.
5. Manage billing adjustments and overrides
FASTER allows the user to manage billing adjustments and overrides by:
• Department
• Asset
6. Provide complete accountability and audit ability for all transactions within the procurement
process meeting Government Accepted Accounting Practices (GAAP)
FASTER meets the Government Accepted Accounting Practices (GAAP) standards required for
accountability and audit ability for procurement transactions.
7. Paperless billing with "drill -down" capabilities for work orders
FASTER allow for customers to access their department information on line though user
permissions. This ability to allow or restrict user's access to certain departments provide for a
paperless on line billing process. Billing can also be sent to fleet customers as an attachment.
8. Ability to bill by usage, parts, and labor depending on the job code reason.
Through the use of billing codes FASTER allows you to bill by:
• Usage
• Parts
• Labor
K: Vendor Management Features, minimum requirements
1. Track all vendors related to operating the fleet such as fuel vendors, parts vendors, asset vendors,
and sublet/outsourcing vendors. Indicate whether vendor is active or inactive.
FASTER track an unlimited number of vendors with user defined vendor categories such as but not
limited to:
• Asset,
Fuel
• Inventory
• Sublet
FASTER allows you to manage vendors by setting the status to:
• Active
• Obsolete
And marking the vendor service rating as:
Cover Letter
Enclosed is the RFI response being submitted by FASTER Asset Solution in response to RFP # 7252
Firm: FASTER Asset Solutions
' 2700 International Pkwy, Suite 300
Virginia Beach, VA 23452
Phone: (757) 623-1700
' Toll -Free Phone: (800) 753-2783
Contact: Barry Pugh, Enterprise Software Consultant
2700 International Pkwy Site 300, Virginia Beach, VA 23452
866-514-2513 or 757-623-1700 x2302
barrv.p@fasterasset.com
' Contractual
Authorization Contact: Michael P. Brawley, Vice President, Asset Product Manager
2700 International Pkwy Site 300, Virginia Beach, VA 23452
' 757-623-1700 x2108
mike.b@fasterasset.com
' The proposed FASTER Fleet Management Software will provide a best of breed Commercial Off the Shelf
(COTS) , yet easy -to -use, customizable and configureable solution to meet all the objectives of The City
of Fort Collins. FASTER Asset Solutions will allow you to efficiently manage all aspects of vehicle and
asset maintenance and service; schedule and perform timely preventive and routine maintenance of all
the vehicles in your fleet using general industry and/or vehicle manufacturer standards; accurately track
all the costs related to your fleet facilitating reductions in fleet acquisition, maintenance, and
' operational costs in addition to improving the overall accuracy of budgeting and planning over the long
term; efficiently maintain parts inventory in a manner that reduces overhead and increases turnaround
times; and effectively manage all the labor and maintenance involved in running a top fleet. Overall
' partnering with a best of breed fleet management provider like FASTER will equip The City of Fort Collins
with the software, resources and support it needs to meet and exceed the needs of your customer
drivers and run an efficient, successful fleet operation.
For over 28 years FASTER Asset Solutions has been meeting the needs of public sector fleets including
municipalities like The City of Fort Collins. Our staff is comprised of software analysts, database
administrators, fleet professionals, project managers and fleet software trainers. Our project
' implementation team, which includes fleet professionals with real -life experience, will partner with your
organization to identify key processes and issues specific to your site and couple them with industry best
practices and standards providing you with a smooth transition. This will be accomplished. not only
through conference calls and web conferencing sessions, but also through a uniquely designed fleet
consultation program where a fleet professional holds an onsite daylong meeting with fleet as well as all
other departments that the FASTER implementation will impact such as IT and Finance. A site specific
' plan will be developed, tracked and fully executed from beginning to your go -live and acceptance.
The true value of any data system is the business intelligence it provides to run your operation
' efficiently and successfully. The proposed FASTER Fleet management System provides robust and varied
business intelligence features that extend well beyond our standard reports. Standard reports based on
fleet and business best practices are just the beginning. Using the FASTER Fleet Management System,
1 The City of Fort Collins will also have at its disposal powerful, comprehensive searching capabilities for
• Poor
• Below Average
• Average
• Good
• Excellent
2. Track standard vendor information including Vendor Name, Main Address, Primary Contact, Phone
Number, Alternative Phone Number, Fax Number, Web Site, Support Contact, Support Phone
Number, Federal Tax ID, and JD Edwards ID #
These are standard field selections when adding a vendor to FASTER.
3. Track multiple contacts (including current and past contacts) for each vendor
Once a vendor is added in FASTER you have the option of adding unlimited contacts. Previous
contacts can be deleted or assigned an end date to distinguish past and current contacts.
4. Track multiple addresses and/or locations for each vendor
FASTER allows for tracking multiple addresses for each vendor.
L: Business Intelligence & Fleet Analytics Features Provide business
intelligence information reporting, including, at a minimum:
L Standard reports based on fleet and business best practices
FASTER includes over 60 standard reports built on industry best practices.
2. Powerful, comprehensive searching capability for fast onscreen viewing of data throughout the system
FASTER provides comprehensive searching capability for fast onscreen viewing of data as a standard
feature throughout the system.
3. Quick exporting of any search results data to Microsoft Excel or Microsoft Word.
Many ad -hoc reports can be generated on the fly using FASTER's ability to quickly export data from search
results to:
• Microsoft Word
• Excel
• Comma delimited file
4. Ability to create custom reports using a database reporting service (like SQL Reporting Services) or Crystal
Reports using ODBC standard databases
FASTER uses Microsoft SQL Reporting Services as a native report writer to develop custom reports. You
can also use Crystal Reports for custom reports building.
5. Native web deployment of reports
FASTER uses Microsoft SQL Reporting Services which is designed to deploy web reports natively.
6. Dashboards - Provide easily accessible at -a -glance overview of the key performance indicators (KPI) of our
fleet
FASTER provides a robust dashboard that comes with 12 industry standard Key Performance Indicators
(KPI's).
7. Customization of Dashboard Add -on KPI's available to meet our fleet's specific needs
In addition to the 12 standard KPI's FASTER can provide custom key Performance Indicators to meet
specific needs.
8. A user-friendly report writer. No programming expertise required to successfully produce ad hoc reports.
List the name and version of the report writer recommended for use
FASTER recommends Microsoft SQL as a report writer for writing custom reports. It currently comes with
your SQL server at no cost and is —very user friendly and easy to use.
Ad hoc reporting can be accomplished through the standard search and sort capabilities within FASTER.
9. Include sample of standard reports included with software. Explain how to modify an existing report.
Standard Reports
Standard reports are modified using MS SQL Reporting Services. These can be opened using the native
r tools provided with MS SQL.
10. Entity Relationship Diagram and Data Dictionary
' Data dictionary is provided with the FASTER application itself.
11. Exception Reporting
,. Based on user defined thresholds some examples of FASTER exception reporting on:.
' • Shop Turnaround time
• Asset Availability
• PM Due
' M: Data Conversion
1. Provide a breakout cost for a high level data conversion. This is an extremely important component.
' See pricing document for costing.
' Describe how a typical data conversion is handled and provide a cost for a very thorough conversion.
Conversion of your current fleet management information system (FMIS) data is accomplished
from files you or your IT Department provides to FASTER Technical staff in an Access/Excel
Format.
' See pricing document for costing.
2. Conversion must include all work order history, including job code equivalents and parts and labor issued
' to the Asset
a. Part history including pricing
' b. Fuel transaction history
c. Limited Motor Pool history
d. Vendor Information
FASTER will provide a Level 3 conversion which consists of:
' • Equipment Birth Certificates
• Parts Birth Certificates
• Vendor Birth Certificates, includes life to date cost
• Fuel Transaction Details
• Work Order Transaction Details
Data conversion will include all of the above for the price quoted. Work Order detail conversion occurs
after you finalize your site specific FASTER repair codes.and work with the CCG project
management, staff to develop an approved cross reference repair code list.
3. We expect to be able to query any information just as though we have been using your system since
1996. Before 1996, all asset and part data is lumped into a single year in our current system.
The City of Fort Collins will be able to query on all data converted.
N: Technical Support and User Groups
Provide the following information in your proposal:
1. Annual Maintenance Support Costs and how calculated
Annual Maintenance support cost is calculated at 20% of the software cost.
*See pricing document for costing.
2. Support hours of operation and toll free phone numbers
FASTER Asset Solutions' commitment to professional service is reflected in our continuing effort to set
the industry standard for service and excellence. To implement responsive solutions and assist you in
realizing maximum return on.your investment, FASTER Asset Solutions provides:
FASTER Technical Support
*Support calls are answered by a FASTER Team member.
*Toll free 24x7 support year round.
•Twenty 800 Support Lines.
*Annual onsite visit for every customer.
eAll new enhancements to the FASTER System.
*Guaranteed maximum three (3) hour response time to all electronic requests for support or service.
*Remote access immediate troubleshooting and diagnostics. --Show and annotate diagrams and
schematics.
--Demonstrate how to use an application.
--View and diagnose an application running on a customer's system.
--Upload customer files for analysis.
--Download patches or updates.
--Remotely reconfigure a customer's system.
•FTP access to documentation, updates, etc.
e0vernight delivery as needed at no extra charge.
3. Number of staff dedicated to software support
FASTER currently has 29 support staff.
4. Number of support phone lines
FASTER has 20 800 support lines
5. Is remote access.available for trouble shooting and diagnostics?
Yes.
6. Do you have an FTP site or customer Web site?
Yes.
7. User group and frequency of meetings, conference locations and fees, if any
FASTER Asset Solutions promotes the development of formal FASTER Fleet Management Users' groups.
There are several groups around the country that meet regularly to less formal meetings scheduled to
coincide with other state and local functions. User group contacts are provided below:
Arizona: Israel Garza, Salt River Project .
Title: Transportation Supervisor
Phone: 602.236.6017
Colorado: Kathy Beach, Arapahoe County
Title: System Administrator
Phone 303.192.5018
Maryland: Tom Sparenburg, City of Baltimore
Title: Supervisor Bureau of General Services
Phone: 410.396.3611
Northwest: Bill DeRousse, City of Everett
Title: Fleet Manager
Phone: 425.257.7250
Texas/Southwest: Kevin Muenchow, City of Farmer's Branch
Title: Director
Phone: 972.484.1948
Virginia: Jodie Bentley, York County
Title: Parts Manager
Phone: 757. 890.3846
8. Newsletter or other communication materials
FASTER provide Fleet Operations Support through:
• Customer Newsletter.
• Customer website providing news and updates, documentation, fleet publications, technical support,
schedule of events and online event registration.
• Consultative Services.
O. Software and Hardware Specifications
Provide the following information in your proposal:
1. What database engine is currently supported by your product? And what version?
See hardware specifications in section A.2.h.
2. What are the Data Storage Requirements for your product?
See hardware specifications in section A.2.h.
3. Is there an Application Server required for your software?
See hardware specifications in section A.2.h.
4. Can your server software work in a virtual environment?
Yes.
5. Does your solution integrate with Microsoft Windows Active Directory?
Yes FASTER can be integrated with Microsoft Windows Active Directory for intranet
deployments, However,. FASTER's internal role based security is the default security model.
Active directory integrations for internet based deployments would require additional security
measures outside the FASTER application.
P: Training and Educational Opportunities
Provide the following information in your proposal:
1. How do you handle training opportunities?
Training will be conducted throughout the implementation process and targeted to the audience being
trained.
2. Is there generally a cost?
There are cost associated with each level of training and is outlined in the pricing document.
3. Provide detailed example of training agenda for each day of training. Include definition of types of
employees to attend each training session
Throughout the implementation process FASTER will provide training both your key users and
end users as follows:
• Consultive Services/Key User Training
This is the critical foundation for the successful training and implementation of FASTER. Key
fleet staff who participates in this process should be the fleet manager, FASTER system
administrator, parts manager, and shop supervisors. FASTER fleet professionals have over 60
years combined experience. One of those fleet professionals will work with your organization to
define your business processes based on best fleet practices. These activities will take place
over a multi -week period including remote sessions and an onsite visit. The onsite visit requires
meetings with IT, Finance, Purchasing and fleet management. These services provide proper
configuration of the software to assure quality data after go live.
• End User Training
These 32 hours of instruction include the "how to" at every level of system operation for all end
users according to the processes defined early during the consultative services. As each course
in the curriculum is completed, the attendee is ready to practice using skills he/she has learned.
Our training course will allow fleet management to evaluate the individual levels of expertise —
proficiency — of their operational staff.
4. What is planned for follow-up training (one — two months after live operations)?
After system acceptance follow-up training can be provided if needed. The support team will stay in
contact to assess the sites progress.
5. Will your staff be on site during the go -live period for the new software?
Yes.
Go Live Consultive/Training/Troubleshooting
These 24 hours of instruction include a final review of the work process at every level and the
actual "production go live" of the FASTER application. The Instructor will work side by side with
the end users and will observe these processes in your operation from the fleet perspective.
The Instructor will make necessary recommendations and modifications to the processes to
ensure an efficient roll out.
Specific Reports and Functionality for Proposal or Demo
Please provide these specific Reports in your proposal:
1. Preventative Maintenance report which includes unit number, estimated date due,
mileage when done last, and mileage when due.
FASTER's Scheduled Maintenance Due Report will meet this requirement
2. Asset Status Report — List vehicles in the shop and those available for use.
FASTER's Fleet Availability Report will meet this requirement.
t3. Downtime (uptime) report for a specific location and/or a group of vehicles
' FASTER's Downtime Detail Report will meet this requirement.
' 4. 3-year average of Maintenance Cost per mile/hour excluding visit reasons like accident or
damage work orders grouped by like vehicle classes
' FASTER's Average Age -Cost per Meter Report will meet this requirement.
S. List alternative fuel vehicles by product
FASTER's Asset Master List will meet this re i � qu rement. /
6. Percent of preventative maintenance performed within 10% of due date
tPM Compliance Report and Dashboard KPI are standard features.
' 7. Average miles/hours that a PM was overdue for a group of vehicles
PM Compliance Report
8. Fuel Use by unit —grouped by Department for a specified time frame
FASTER's Fuel Usage Detail Report will meet this requirement.
' 9. Number of road calls and dow
ntime for the Unit needing repair
' Repair Reason Frequency report and Downtime Detail reports can be used for this information.
10. Number of open maintenance work orders on a specific day ,
FASTER's Work Order Detail by Date Report will meet this requirement.
11. Average duration of open work orders t
FASTER's Average Repair Time and Cost Report and the Open WO by Status dashboard KPI will
meet this requirement.
12. Number of comebacks each month
FASTER's Possible Comeback Report will meet this requirement.
13. Number of breakdowns each month
FASTER's Repair Reason Frequency Report will meet this requirement.
14. Total mileage between breakdowns on a specific unit
Depending on how you want to present the data you could use FASTER's Repair Reason
Frequency report or the Possible Comeback Report.
15. Exception reports that highlight all units that exceed high and low values (set by class) for usage,
maintenance cost per mile/hours, and miles/hours per gallon
FASTER's Mileage Exception Report sets up EEP codes for equipment and have readings outside
the meter limits set in the EEP code. Use this report to identify low or high usage equipment for
replacement purposes or insufficient usage.
16. Corrective maintenance vs. preventative maintenance or unscheduled vs. scheduled
FASTER's Scheduled vs. Non Scheduled Repairs Report will meet this requirement.
17. Total labor hours spent on preventative maintenance vs: total labor hours
fast onscreen viewing of data, export features, the ability to create custom reports, web deployment of '
reports capabilities and the potential to quickly view Key Performance Indicators of the fleet via
dashboard.
FASTER comes with a level of support unmatched in any industry. We have the necessary resources,
and commitment to partner with you in improving your operational efficiency and management ,
effectiveness. We appreciate the opportunity to respond to your Request for Information.
Sincer ly,
Michael P. Brawley, Vice Presi nt, Product Manager
FASTER's PM Labor Percentage Report will meet this Requirement.
18. Maintenance labor hours backlogged (or number of jobs waiting to be repaired)
FASTER's Active Work Orders by Shop Report will meet this requirement.
19. Preventative Maintenance compliance report
FASTER's PM Completion Information Report will meet this requirement.
20. Average repair time
FASTER's Average Repair Time Report will meet this requirement.
21. Total and/or average time waiting for parts
Downtime Detail report and the Open Work Order by Status Dashboard KPI will provide this
information.
22. Mechanic to vehicle/equipment ratio
This performance measure data is available in different forms in various places in FASTER. VEU data
is also used in standard reports.
23. Daily labor reports by employee (direct and indirect hours) .
FASTER's Technician Labor Activity Report will meet this requirement.
tPricing
FASYER Pricing
' Proposal
Date: 25-Jul-11
' Created For: City of Fort Collins
' his price includes standard active
ssets (which are defined as originally
011: Software Cost: Standard alued at $5000 or greater and active).
ctive Assets 1400 assets @ $50.00 Includes up to
' 1500 assets additional assets starting
t 1501 will be priced at $75.00 an
Software Cost: Non
lard Active Assets
00: Unlimited Named Accounts
00: Fuel Import Utility - New
ustomer
T0: Fuel Import Utility - New
Fuel Import Utility - New
mer
NC: Web -Based Motor Pool
NC: Dashboard
10: Fleet Consultive Services
This price includes non-standard active
assets (which are defined as originally
valued at less than $5000 active). 380
assets @ $25.00
Jnlimited user access (named
accounts) included.
Yew Customer Fuel Import Utility
grogram Fuel Master
Jew Customer Fuel Import Utility
grogram Fuel Man
Jew Customer Fuel Import Utility
'rogram Wright Express
Veb Based Motor Pool Reservations
ystem for new FASTER Web
ustomers. Software application only,
oes not include keybox hardware or
�lematics hardware and infrastructure.
ashboard Addon for New Customer
ite
Fleet Consultation Onsite
tarcoding for One Storeroom (Includes
Barcoding Label Scanning and Printing, and
Handheld Physical Inventory) Hardware
is not included.
7
1
CJuct Ib`L IK�C✓'F+u�i fNe S��
Barcoding for One Storeroom (Includes
508: Barcoding
Label Scanning and Printing, and
Handheld Physical Inventory) Hardware
is not included.
Included
Barcoding for One Storeroom (Includes
508: Barcoding
Label Scanning and Printing, and
Handheld Physical Inventory) Hardware
is not included.
Included
Equipment Birth Certificates, Parts Birth
302: Data Conversion Level 3
Certificates, Vendor Birth Certificates,
Fuel Transaction Details, Work Order
Transaction Details
$18,000
00: Project Management
Implementation and Project
Management Services
$15,000
09: Turnkey Installation
Installation of the FASTER System
$6,6001
411: Key User Training
Key user training activities take place
over a multi -week period.
$6,600
Combined On Site System Training and
o Live: 16-hours of End User training
sessions over two days; Two 8-hour
days of over -sight, preparation and
additional instruction. This includes a
412: SytemTraining/Go Live
final review of the work process at
very level and the actual "production
o live" of the FASTER application.
Because training is hands-on, the
maximum class size is 20 attendees. If
dditional classes are required,
additional costs may apply.
$6,600
Grand Total
-
Optional
This is an estimate. The actual cost of
604: Integration Estimate
integration can be determined once
specifications are identified. Active
Directory
$8,000
$1,60
FASTER 40 Key Box
Key boxes required for unmanned motor
pool.
7 500
Ace T230H Touch Screen Display 16
bmidh 23-inch Wide Touch Screen Display -
each @ 380.00
Black
6 080
Pricing provided in this proposal is valid for:
90 Days
* Annual Support includes 24x7 phone support, an annual site visit, as well as upgrades for
�inii� FACTFD enffuvtn Thn Fircf Vnnp Cnnnnrf ie dua in fnli /nut 2n 4/ wci of
' installation. Support agreement with FASTER Asset Solutions is renewed annually. Support
services are calculated at 20% of the total cost of software (which is comprised of Software
' Cost, Add-ons and Customizations). After the initial renewal year, support costs will increase at
annually.
Software & Services Payment
Start of Project or Receipt of Purchase Order
Schedule
30% of total contract
Installation
30% of total contract &
Key User Training
20% of total contract
Production "Go Live"
15% of total contract
30 Days Post Production "Go Live"
S% of total contract
Annual Support
Support
Support agreement with FASTER Asset Solutions is renewed annually.
Support services are calculated at 20% of the total cost (full non -
discounted price) of all server licensing, concurrent user licenses, any
fuel imports, add-ons, testing environments and/or customizations.
After initial renewal year support costs will increase at 3% annually.
Year 1 Due 30 Days after Software
21,122
$
install
Year 2 (initial renewal year)
$21,756
Year 3 (includes 3% increase)
$22 408
Year 4 (includes 3% increase)
$23,081
Year 5 (includes 3% increase)
$23,773
Year 6 (includes 3% increase)
$24 486
Exhibit A: Sample Software License and Software Maintenance
Agreements
The attached agreements are acceptable with the changes as indicated below.
Page 16, item f— strike the last part of the sentence "and shall be updated no less than annually."
Page 17 — Item 7, Warranty —1 year warranty which dates from acceptance: FASTER service and
support is outlined in the pricing document.
Page 17 & 18, Source Code —the entire section must be stricken and replaced with the language from
our contract. Here it is:
The source code to all FASTER Fleet Management software is kept at the FASTER offices in Virginia
Beach, VA. An escrow account may be established specifically for the Customer with the FASTER Escrow
Agent. A setup fee and an annual maintenance fee for this escrow account will apply. However, FASTER,
in the event that it is no longer able to support, enhance,.and further market the FASTER software will
make available all source code to all customers who are active and up to date on their support service
contract with FASTER.
Page 20 item 1B mentions Irving, Texas . Second paragraph of 1B should be removed.
Page 20, Item lc. — remove "and shall be updated at least annually"
Page 21, Item 3E — Strike this paragraph. FASTER will maintain the latest version of a customer's
software but because databases change regularly we will request that the customer provides a copy of
their current database for identifying any issues.
Page 21 Item 4 (On -Site Support). As a practice we do not provide on -site support.
• Change page 21 Item 4 to read FASTER Software On -Site Support.
• Change upon.receipt of a written request from city to read.... upon mutual agreement between
company and city and a written request from city
• Add to page 21 Item 4 — On -site support requested by the city will be an additional cost and
billed separate and apart from the annual support fee in the pricing document included.
Add to page 21 item 5 - Any annual training requested by the city will be an additional cost and billed
separate and apart from the annual support fee in the pricing document included.
Page 22, Item 12 — Source Code. the entire section must be stricken and replaced with the language
from our contract. Here it is:
The source code to all FASTER Fleet Management software is kept at the FASTER offices in Virginia
Beach, VA. An escrow account may be established specifically for the Customer with the FASTER Escrow
I
Agent. A setup fee and an annual maintenancefee for this escrow account will apply. However, FASTER,
in the event that it is no longer able to support, enhance, and further market the FASTER software will
make available all source code to all customers who are active and up to date on their support service
contract with FASTER.
11
References
1. City of Troy,, MI
4693 Rochester Road, Troy, MI 48098
Contact: Sam Lamerato, CPFP, Superintendant of Fleet Maintenance
(248) 524-3390, lameratosp@troymi.gov
2. City of Madison, WI
200 N. First, Madison, WI 53704
Contact: Bruce Nelson, Fleet Service Program Supervisor
(608) 246-4544, benelsonPcitvofmadison.com
3. Knoxville Utilities Board
4505 Middlebrook Pike
Knoxville TN. 37920-9017
Contact: Chris Wilson
(865) 558-2408, chris.wilsonc@kub.ors
4. City and County of Denver, CO
5440 Rosyln St Building C
Denver, CO 80216-6003
Contact: Ernest Ivy
(720) 865-3905, ivyehPci.denver.co.us
5. City of Aurora, CO
13625 E Ellsworth Ave.
Aurora CO, 80011
Contact: Pam Chesemore System Administrator
(303) 326-8022, pchesemoPauroraaov.or�
Scope of Work ,
A: Security, System Administration & Setup ,
1. System must provide: '
a. Flexible security to customize user access
Faster provides a flexible security model to customize user access. '
b. Built-in ability for users to reset forgotten passwords
FASTER provides Built-in ability for users to reset forgotten passwords via a security question.
C. Ability to assign roles with customized menu
FASTER has the Ability to assign roles that will allow the user to only view those items that he/she has
security to view.
d. Ability to attach electronic files to assets, parts orders, and work orders
FASTER has the Ability to attach documents (images, documents, etc.) for various record type including
but not limited to, assets, parts and maintenance. The attachment type is system configurable and can
include but is not limited to:
• Excel
• Word
• PDF
• JPEG
• Photos
• Video
e. Ability to restrict viewing from locations without appropriate access
FASTER restricts access to functionality within the program by role based security thereby restricting
users in other locations from viewing data which they do not have appropriate access.
f. Ability to restrict asset records viewing and changing
Based on the user's role, Shop and Organization permissions, FASTER will restrict the viewing and/or
changing of asset records.
' g. Ability to prohibit access to data by unauthorized operators
Access to data by unauthorized users is prohibited through the role based security model and domain
access.
h. Detailed system audit trails by user ID
' FASTER tracks major changes/activities in the system by user login. Audit information includes not only
user ID but date/time as well as old and new value where appropriate.
' i. Web -based or browser architecture access from various devices
FASTER's web -based architecture and design offers access from various locations and devices.
j. Ability to access system from remote locations (subject to City security policies)
' Because FASTER is browser based the system can be accessed from remote locations with any wireless
enabled device where proper security has been accessed.
' k. Easily accessible and understandable online help
' FASTER has in -product help, which is easily accessible from the link with in the system.
' I. System must utilize an industry standard relational database
' FASTER utilizes Microsoft SQL an industry standard relational database.
2. Proposals must include:
a. A list of file formats which can be attached as specified.
FASTER attachment formats are user definable and include but not limited to:
■ Excel
■ Word
■ PDF
■ PEG
■ Photos
■ Video
b. A list of supported devices (per A, 1, j, above)
Any device that has Intranet/Broadband Access; Microsoft IE 7 latest service pack, IE 8
(latest service pack and native mode), IE 9; Firefox 3.6.18x (latest service pack), Firefox
4.0; Microsoft .NET Framework 3.5 SP 1 with all applicable updates; Silverlight 4, used
for Dashboard Add -on.
C. A list of databases supported by the system
FASTER supports Microsoft SQL Server 2008 R2
d. A list of system hardware requirements.
ON (% Ov%-&- )(3
5
• The following document provides system requirements for the FASTER Web fleet
management system. Different specifications are provided depending on the level of
system you plan on implementing.
Hardware Configurations
Standard Single Server Configuration
Used for low to moderate sized operations and moderate use of FASTER system features. (between 20 and 40
users or less that 1000 assets with a light number of transaction.)
• Server (Virtual vs. Dedicated): Virtual / Dedicated - Single Server
• Data Storage (Integrated or Separate Server from App): Data Storage Integrated in database
recommended
• Web Server Hardware: Web / Database Server
o --Dual Quad Core Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB
o 8 GB @ 667 MHz Ram
o --146 GB 15K RPM Primary Hard Drive
o --Gigabit Ethernet Network Adapter (NIC)
o --DVD-ROM Drive