Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Amendment #2 with Rarestep, Inc. dba Fleetio for Fleet Software.
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Submitted By: India Barr, Procurement Contracting Officer II, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: India Barr (PMD).
2. Parties: City of Port St. Lucie and Rarestep, Inc. dba Fleetio.
3. Purpose: To continue fleet software subscription for the City’s fleet.
4. New/Renewal/Modified: Renewal.
5. Duration: Amendment #2 will cover the period from September 16, 2025, through September 14, 2030.
6. Benefits to Port St. Lucie: Fleetio provides data-based decisions, ease-of-use, in-depth analytics. The system is highly versatile and incorporates our commercial fueling data and will work with the new telematics systems being fielded by departments.
7. Cost to Port St. Lucie (Annual and Potential): Estimated annual cost: $ $76,377.60, with a one-time Onboarding fee of $5000.00. Future expenditures will be appropriated in each fiscal year budget.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve, per City Code of Ordinances, Section 35.08(a)(10)(a) (cooperative exception from competitive bidding), Amendment #2 allowing the City’s continued participation in the GSA Contract #47QTCA20D0044 with Rarestep, Inc. dba Fleetio for Fleet Software.
Alternate Recommendations:
1. Move that the Council amend the recommendation and complete the motion in the affirmative.
2. Move that the Council not approve and provide staff with direction.
Background: Recommendations from the Citizen Advisory Committee (formerly Budget Advisory Committee) (“Committee”) noted that the City was relying on the Fleet Maintenance vendor's software platform for database and vehicle information management. The Committee recommended that the City purchase its own software platform, which was ultimately implemented by subscribing to Fleetio. Fleetio enhances fleet management efficiency and reduces operational costs. The system allows fuel monitoring and analysis to determine how vehicles are being utilized and manage utilization for best fuel performance. Fleetio accommodates the City's expanding fleet, vehicle management, and asset tracking. Since Fleetio integrates and operates with most systems, it collects data centrally from various fueling sources and telematics. Fleetio's customer support has provided the services required. The Fleet Manager for the City is recommending this system based on its flexibility and integration with other systems.
Issues/Analysis: Staff would like to continue with Fleetio ensuring that the negotiated terms in Contract # 20230012 continue to cover the renewal period.
Financial Information: Funds are appropriated in the General Fund / Municipal Garage / Computer Software & Accessories (001-4130-552210-00000).
Special Consideration: N/A
Location of Project: N/A.
Attachments:
1. Amendment #2 signed.
2. Amendment #1.
3. Original Contract.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 25140-12.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.