TO: Mayor and City Council
FROM: Chris Sternal, Director of IT
SUBJECT:
title
Award of Contract to RTA for the Purchase of Fleet360 Fleet Management Software and Implementation Services in the Amount of $75,776.72
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BACKGROUND:
The City maintains a diverse fleet of vehicles, supporting internal departments and external partners. To improve management of our fleet assets, multiple solutions that align with our operational goals were evaluated. Fleet360 offers enhanced capabilities for tracking routine service, repairs, and warranty claims, while also supporting services provided to outside entities.
CONCLUSION:
Adopting Fleet360 will strengthen our fleet operations, improve service efficiency, and support long-term sustainability. This purchase is a forward-looking investment that expands our capabilities. The agreement includes an initial one-year term, with the option to extend for up to four additional one-year periods and any annual price increase will be capped at 5%.This structure provides both flexibility and cost predictability while aligning with the City’s goals for modernization and improved service delivery.
To ensure competitive pricing, the Fleet360 platform will be purchased using Sourcewell ID #102924-RTA purchasing agreement.
Fleet360 Pricing Summary
|
Category |
Description |
Total Price (after 8% discount) |
|
One-Time Implementation |
Fleet Valet with Onsite Training (includes setup, data import, training, etc.) |
$27,554.00 |
|
Annual Software Services |
RTA Platinum Tier SaaS (914 assets) |
$45,407.52 |
|
|
RTA Equipment Licenses (255 units) |
$2,815.20 |
|
|
Annual Subtotal |
$48,222.72 |
|
Total First-Year Cost |
One-time + Annual |
$75,776.72 |
This item was recommended for City Council approval by the Communication, Technology and Information Systems Committee at the October 1, 2025 meeting.
Section 2-438 of the City of Joliet Code of Ordinances states that purchases whose estimated cost is in excess of twenty-five thousand dollars ($25,000.00) may be awarded without written specifications or bidding under certain circumstances. Two of these circumstances apply:
(f) Purchases when authorized by a concurring vote of two-thirds of the Mayor and City Council;
(g) Purchases of professional services.
Sufficient Funds exist utilizing the Information Technology Professional Services budget (ORG: 04001000, OBJ 523300, $75,776.72)
RECOMMENDATION:
recommendation
Based on the above, it is recommended that the Mayor and City Council award a contract to RTA for the purchase of Fleet360 fleet management software and implementation services in the amount of $75,776.72.
.
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