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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Dave Hancock, Chief Capital Services Officer |
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PRESENTER(S): |
Daniel Hofer, Director, Capital Programming and Support |
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Trice Batty, Manager, NRV Performance & Maintenance |
TITLE:
title
Contract: Motor Pool Key Management System (Government Marketing & Procurement, LLC)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize Executive Director to execute the Purchase Order t and associated disbursements with Government Marketing & Procurement, LLC. under a federal GSA contract to procure a key management hardware and software system in an amount not-to-exceed $205,288.00.
BACKGROUND:
An internal audit of the support fleet was conducted in early 2022 that found the current key management system lacking, necessitating implementation of a new key management system.
DISCUSSION:
The procured system is the “Agile Fleet Commander” which will provide:
• Secure key control to offer 24x7 access to vehicles
• Convenient online reservation system
• Grab & Go function to check out a vehicle without a reservation
• Provide tools to help identify damaged vehicles, and track and report late pick-ups and returns
• Odometer data automatically received and recorded from Geotab devices upon vehicle check-in
• Data rich reports to better understand utilization and optimize the composition of the vehicles in the motor pool fleet.
Because the current GSA contract expires on 9/6/2027, the UTA P.O. authorizes performance only through 9/6/2027 and requires a Notice-To-Proceed (NTP) to continue performance beyond that date. The NTP will be provided by UTA once the GSA contract is extended or renewed.
This initial budget for 2024 is coming from the REV240 Motor Pool Key Management System project. The budget from 2025, through the end of the contract, will be coming from the department’s operating budget. UTA will develop the 2025 budget request to fund the ongoing operating costs.
CONTRACT SUMMARY:
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Contractor Name: |
Government Marketing & Procurement, LLC |
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Contract Number: |
UTA PO 24-03836, GSA Contract GS-07F-187GA |
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Base Contract Effective Dates: |
March 8, 2024 - March 7, 2029 |
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Extended Contract Dates: |
NA |
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Existing Contract Value: |
NA |
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Amendment Amount: |
NA |
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New/Total Contract Value: |
$205,288.00 |
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Procurement Method: |
GSA Contract GS-07F-187GA |
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Budget Authority: |
Approved 2024 Capital Budget |
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ALTERNATIVES:
UTA would not be able to effectively manage or secure an expanded motor pool. UTA would not meet audit requirements.
FISCAL IMPACT:
Funding of $95,518.68 for this contract is included in the 2024 Approved Capital Budget. Ongoing operating cost for 2025-2029 will average approximately $27,442.43 each year for the subscription fees. Budget requests will be submitted for 2025-2029 operating budgets. Budgets impacted will be Capital & Project Controls group (6820) for 2024 capital and the Information Technology group (5200) for 2025-2029 operating.
ATTACHMENTS:
1. UTA Order 2403836 Government Marketing & Procurement, LLC
2. GSA Contract GS-07F-187GA <https://www.gsaadvantage.gov/ref_text/GS07F187GA/0XWGB6.3TMT5X_GS07F187GA_GS-07F-187GA-1-24-2023-783550.PDF>