R23-104 1 RESOLUTION NO. R23-104
2 A RESOLUTION OF THE CITY OF BOYNTON BEACH, FLORIDA, APPROVING
3 AND AUTHORIZING THE CITY MANAGER TO SIGN THE FIRST AMENDMENT
4 TO ASSET WORKS AGREEMENT, ORDER FORM, AND QUOTE FOR THE
5 PURCHASES, AND INSTALLATION OF ADDITIONAL MODULES FOR THE
6 ASSETWORKS FLEET MANAGEMENT SOFTWARE SYSTEM FOR THE FLEET
7 DIVISION UTILIZING THE EQUALIS GROUP LLC CONTRACT#COG-2123A IN
8 THE AMOUNT OF $150,000.00;AND PROVIDING AN EFFECTIVE DATE.
9 WHEREAS,On September 8,2022 the Commission approved the purchase and installation
10 of the Fleet software AssetWorks Fleet Management to automate and modernize fleet
11 maintenance, inventory, employee productivity, and scheduling system; and
12 WHEREAS, to continue with the implementation, additional modules are required to
13 optimize the system for our operations; and
14 WHEREAS, the additional modules will provide the necessary tools required to maintain
15 and oversee operations; and
16 WHEREAS, the City Commission of the City of Boynton Beach, Florida, upon the
17 recommendation of staff, deems it to be in the best interests of the City residents to approve and
18 authorize the City Manager to sign the First Amendment to Assetworks Agreement, Order form,
19 and quote for the purchases, and installation of additional modules for the AssetWorks Fleet
20 Management software system that we are currently implementing for the Fleet Division utilizing
21 the Equalis Group LLC Contract#COG-2123A in the amount of$150,000.00.
22 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF
23 BOYNTON BEACH, FLORIDA, THAT:
24 Section 1. Each Whereas clause set forth above is true and correct and incorporated
25 herein by this reference.
26 Section 2. The City Commission of the City of Boynton Beach, Florida does hereby
27 approve and authorize the City Manager to sign the First Amendment to Assetworks Agreement,
28 Order form, and quote for the purchases, and installation of additional modules for the
29 AssetWorks Fleet Management software system that we are currently implementing for the Fleet
S:\CA\RESO\Agreements\Agreement With Assetworks For Fleet Software-Reso.Docx
30 Division utilizing the Equalis Group LLC Contract #COG-2123A in the amount of $150,000.00. A
31 copy of which is attached hereto and incorporated herein by reference as Exhibit "A".
32 Section 3. That this Resolution shall become effective immediately upon passage.
33 PASSED AND ADOPTED this 15th day of August, 2023.
34 CITY OF BOYNTON BEACH, FLORIDA
35
36 YES NO
37 Mayor-Ty Penserga
38
39 Vice-Mayor-Thomas Turkin
40 Commissioner-Angela Cruz ✓
41
42 Commissioner-Woodrow L. Hay
43
44 Commissioner-Aimee Kelley
45
46 VOTE S-
47 A • T:
48
49
1, 1 1
50 Mayle:• D- esus, MPA MC Ty Pens"
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City Cl-r• -"SON Bt-4 May./
52 f pJ.• i7E............
53 4.•j , �', A'PROVED AS TO FORM:
54 (Corporate Seal) i �j PQo�O
56 �`� l 1
57 _`= David N. Tolces
58 Interim City Attorney
S:\CA\RESO\Agreements\Agreement With Assetworks For Fleet Software-Reso.Docx
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FIRST AMENDMENT TO ASSET WORKS AGREEMENT
THIS FIRST AMENDMENT,dated the/ ay of f)(43 c43 uS4-,2023,between:
CITY OF BOYNTON BEACH, a municipal corporation organized and existing
under the laws of Florida,with a business address of 100 East Ocean Avenue,Boynton
Beach,FL 33435,hereinafter referred to as"CITY";
and
ASSETWORKS,INC.,a company authorized to do business in the State of Florida
with its principal place of business at 998 Old Eagle School Road,Suite 1215,Wayne,
PA 19087 ,hereinafter referred to as "CONTRACTOR."
WITNESSETH:
WHEREAS,on October 7,2022,the CITY and CONTRACTOR entered into a Master SaaS
Agreement ("Agreement") utilizing the Equalis Group LC Contract, #COG-2123A, a master
cooperative agreement,for the purchase of AssetWorks Fleet Management software to automate and
modernize the CITY's fleet maintenance, inventory, employee productivity and scheduling system
for an initial five(5)year term in the amount of$151,820;and
WHEREAS,to continue its implementation,additional modules are required to optimize the
CITY's system to maintain and oversee its operations; and
WHEREAS, the CITY and the CONTRACTOR desire to amend the Agreement for
additional purchases and installation services in an amount not to exceed one hundred fifty thousand
dollars($150,000.00).
THEREFORE, in consideration of the mutual promises contained below, and other good
and valuable consideration, receipt, and sufficiency of which is hereby acknowledged, the Parties
agree that the Agreement shall be amended as follows:
SECTION 1. The foregoing "Whereas" clauses are hereby ratified as being true and
correct, and incorporated herein.
SECTION 2: Scope of Services to the Agreement is amended to add the following services:
• NAPA—Integrating with System for parts ordered/used($22,980)
• CIP—Track Capital Improvement Accounts/Projects($19,360)
• Trip Cards—Purchase fuel,replacing WEX cards($15,060)
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• Facilities—Track Facilities/Assets/Maintenance($25,000)
• Samsara Integration Telematics($20,000)
• Annual Software Fee($47,420)
SECTION 3. The Parties agree that the modifications herein shall supersede any language
in the Agreement and exhibits thereto, and in the event of a conflict with such language, the
modifications in this amendment shall prevail.In all other respects the Agreement shall remain in full
force and effect,except as specifically modified by this First Amendment.
IN WITNESS WHEREOF, the Parties have executed the Amendment by their duly authorized
representatives.
DATED this day of ,2023.
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CITY OF BOYNTON BEACH ASSETWORKS, INC
Daniel Dugger, City Ma,age (Signature), Company
Print Name of Authorized Official
Title
gOYN7-8` ,� (Corporate Seal)
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� Attest/Authenticated:
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INCORPOAL •
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1‘`‘ FZDRIDP = Witness
Print Name
Approved as to Form:
David N. Tolces., Interim City Attorney
Attested/Authenticated:
SI Lta- -
Maylee De I es, MMC
City Clerk
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AssetWQRKS
ORDER FORM
AssetWorks Inc. Order#: Q-11114-2.1
998 Old Eagle School Road,Suite 1215 Date: 5/30/2023
Wayne,PA 19087 Expires On:
7/30/2023
Ship To Bill To
Mario Guzman City of Boynton Beach
City of Boynton Beach 222 NE 9th Avenue
222 NE 9th Avenue Boynton Beach, Florida 33435
Boynton Beach,Florida 33435
561-742-6201
guzmanm@bbfl.us
Unless Customer has a separate written and signed agreement with AssetWorks, this Order Form is subject to the terms
of the AssetWorks Online Master Agreement located at https://www.assetworks.com/tc-fleet/which are hereby
incorporated into this Order Form. Parties agree to be bound by those terms and conditions.
Annual SaaS Fees
Description Total
TRIPCard Module USD 4,500.00
NAPA Hub Interface Module USD 4,500.00
Total: USD 9,000.00
Professional Services
Description Line Total
Configure and Test TRIPCard module USD 10,560.00
Configure and Test NAPA Interface Module USD 18,480.00
Total: USD 29,040.00
Grand Total: USD 38,040.00
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TRIPCard Module Implementation Scope and Assumptions
• AssetWorks will provide services to install TRIPCard and perform base FleetFocus configuration to
support the module setup in FleetFocus as well as test the configuration.
• Assumes fleet assets are setup in FleetFocus and ready for configuration to support this module.
• After training and configuration sessions are complete, the customer will finalize the setup in
FleetFocus and is responsible for loading all data required for project success.
• Testing will be done after the setup is finalized to ensure the data is flowing in and displaying where
expected in FleetFocus.
• Once go live is determined, the interface will be activated, and the customer will be responsible for
the ongoing monitoring of the interface schedule and all error management.
• AssetWorks is responsible to assist in setting up the interface(s)for testing and validation that they
connect and run successfully, however AssetWorks is not responsible for analyzing the results of
the transactions.
• AssetWorks is not responsible for the data management of any legacy telematics data transactions
prior to interface activation.
• AssetWorks is not responsible for providing, maintaining, or advising on any Comdata specific
terms, conditions and/or functionality, login access, etc. Customer must have a valid agreement
with Comdata.
• All services will be performed remotely using web teleconferencing, unless otherwise noted.
• Training is delivered as "train the trainer" for system administrators; end user training is not
included. Where applicable, standard training materials will be utilized. Quote does not include
customized training materials unless otherwise noted.
• Requires an installed MAXQueue Module in a non-production and production environment prior to
project commencement. Additional costs apply if customer requires assistance for installation of
MAXQueue.
• Customer must be on current supported version of FleetFocus. Customer may be required to
upgrade if new features and/or fixes are available for the module that are considered necessary for
the project success however upgrade services for FleetFocus are not included, unless otherwise
noted on the order form.
• Customer will be responsible for working with AssetWorks' Professional Services to move the
module into a production environment.
• Customer will make appropriate technical resources available to AssetWorks' consultants and
provide necessary and appropriate personnel at meetings to define project requirements.
• Customer will appoint a single point of contact for project duration that will have project
management responsibilities and decision-making authority. This person will be the focal point of
contact for the AssetWorks' Professional Services and Customer Care teams.
• AssetWorks will assign a Project Manager 4 weeks after a fully executed and processed order. The
Project Manager will engage with the customer to kick-off the project and begin scheduling
services. The delivery schedule of the project requirements will be set during the project planning
phase. All implementers, consultants and/or trainers for professional services will be secured by
the Project Manager within a 2-4-week lead time once the project is kicked off.
• Costs are for a fixed fee project and do not include applicable taxes. Milestone(s) are to be billed
as noted below in the milestone names, with the amounts noted below:
• Milestone - Installation of TRIPCard in Production Environment: $10,560 USD
FleetFocus FA to NAPA IBS HUB Integration Scope
Project Planning and Management
This phase includes a remote kick-off meeting involving the client, AssetWorks and NAPA. An overview of the
functional aspects of the interface will be presented by AssetWorks. Discussions will center on the definition
and creation of NAPA parts in the FleetFocus system and how this will affect other inventory locations for
which NAPA may not be responsible. Further review will occur on the technical configuration of this interface
that will involve client technical resources. One final result of this meeting will be established timeframes for
the remaining phases of the project.
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Software Installation Services
AssetWorks will assist client Technical Staff with the installation and configuration of the FleetFocus FA NAPA
interface in MAXQueue through the execution of a custom MAXQueue package. AssetWorks will provide an
installation guide that will define what needs to be installed and configured on the client server and in what
order. The project assumes that the MAXQueue base is installed in a non-Production and Production
environment. AssetWorks or the customer will request a NAPA MAXQueue package for the correct version of
the software and do a "re-install" to set this up on the non-Production and Production servers. The non-
Production package will be enabled first, and after testing, and before go live, Production be enabled.
Configuration/Data Load Assistance Services
AssetWorks will assist client Technical Staff with the configuration of the FleetFocus NAPA interface in
MAXQueue. AssetWorks will provide the current NAPA product installation guide that will define what needs to
be installed and configured on the client server and in what order but will assist the client in this phase of
configuration
Once the interface is installed, AssetWorks will assist with the configuration of the FleetFocus FA application in
the client non-Production and Production environment. This will include the execution of the interface initially
in the non-Production environment for a ping to NAPA to see a part request initiate and be issued back by
NAPA. Data loads of the client's NAPA HUB inventory data provided by NAPA (Line Abbreviation, Part
Number, Description, Cost and On Hand Quantity) will be executed by AssetWorks once in the non-Production
environment (a limited amount is needed in non-Production for testing scenarios) and once in the Production
environment. Final cost and on hand quantity should be provided for Production shortly before go live by
NAPA for a final batch to set price and current quantity on hand in FleetFocus FA. Additional rounds of data
loading may incur additional costs and are to be discussed with AssetWorks.
Testing
AssetWorks will provide testing for the NAPA configuration in the non-Production environment once the
MAXQueue package is installed and configured, FleetFocus FA is configured, NAPA web services connection
information is delivered by NAPA and client NAPA inventory data is loaded.
For this testing to occur, NAPA will need to have their NAPA HUB system also configured in the client
inventory location. AssetWorks is not responsible for any installation or connectivity issues related to the
NAPA HUB system installation and its configuration within the client network and its firewalls. Testing will be
conducted remotely with AssetWorks, NAPA and the client in a test environment using test inventory, web
service credentials, store numbers, and customer account numbers provided by NAPA. If the interface is
required to use NAPA TAMS and not NAPA IBS HUB please note this to AssetWorks immediately on contract
execution as it requires a different MAXQueue package and there are specific version requirements.
Training
AssetWorks will provide training on the FleetFocus FA parts functionality that is affected by the NAPA
interface. Training will be provided remotely, with the client bringing key users and trainers together for the
training.
Training to client staff will focus on changes to inventory processes, including part requests and part issues
that are affected by the interface. AssetWorks will also provide training related to the monitoring and
troubleshooting of the interface with MAXQueue and the Reporting module to provide possibilities related to
the auditing of NAPA invoices.
In addition, local NAPA personnel will require training related to the correction of data in the MAXQueue error
handler for transactions that fail to send to FleetFocus FA. Training for NAPA personnel will take place in a
single location, with NAPA responsible for bringing its employees together at the location for the
training. NAPA will be responsible for training all NAPA personnel on the changes in issuing parts out of the
NAPA HUB system to issue back to FleetFocus FA work orders.
Depending on the FleetFocus FA functionality currently deployed by the client or if the client chooses to train
the NAPA personnel themselves, these training requirements may vary.
Page 3 of 5
Production Roll-out
AssetWorks will provide remote technical and application consulting assistance during the final Production
rollout of the NAPA interface. We will assist client technical resources with configuring the Production
environment for the NAPA interface. NAPA will be required to troubleshoot with NAPA personnel any
additional training and go-live support required for the NAPA HUB system.
NAPA HUB to FA Integration Assumptions
• NAPA, Customer and AssetWorks will jointly agree to project implementation schedule to include
dates for testing, training and go live.
• Quote is for one NAPA inventory location unless otherwise noted as additional costs apply for
loading data and setting up additional inventory site in FA and MAXQueue. The NAPA inventory
location can supply parts to multiple FleetFocus FA repair locations.
• Integration assumes FleetFocus FA is set to "ENTERPRISE" on the Parts: Options screen.
• Integration assumes FleetFocus FA is set to "AVERAGE" as the inventory pricing method on the
Parts: Options screen.
• Integration assumes MAXQueue base software is licensed and installed in both a non-Production
and Production environment and that the client has access to this for installation of the MAXQueue
package for the NAPA integration.
• Customer is responsible for assuring their local NAPA HUB system is installed and operational with
NAPA; AssetWorks is not responsible for any troubleshooting or workflow assistance within NAPA
HUB.
• Integration requires a NAPA HUB version compatible version of FleetFocus FA in 17.x or 18.x; not
all previous FleetFocus FA versions are compatible with the NAPA HUB. AssetWorks will discuss
with customer project team at the start of
the project regarding current version compatibility.
• All services provided remotely via web conferencing.
• Customer is recommended to have an SME (subject matter expert) from the business to provide
insight into any workflows that may needs answered for the AssetWorks Professional Services
team.
• Estimate does not include upgrade services not included unless noted on the quote form.
• Estimated costs are for a fixed fee project and do not include applicable taxes.
• Milestone is to be billed upon go live in a Production ready environment at the customer site for the
amount noted below:
• Production Go Live of FA to NAPA HUB Integration = $18,480 USD
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AssetWorks Professional Services Standard Terms
• All costs are quoted in USD and do not include applicable taxes.
• Invoices are due on existing contract terms.
• All software licenses and first-year maintenance fees will be invoiced upon contract execution.
• AssetWorks will assign a Project Manager 4-6 weeks after a fully executed and processed order.
The Project Manager will engage with the customer to kick-off the project and begin scheduling
services. The delivery schedule of the project requirements will be set during the project planning
phase. All implementers, consultants and/or trainers for professional services will be secured by
the Project Manager within a 4-8 week lead time once the project is kicked off.
• Where applicable, standard training materials will be utilized; quote does not include customized
training materials unless otherwise noted.
• Current supported version of FleetFocus is required and adheres to the minimum versions as
documented in AssetWorks Product Documentation located on the Customer Care site.
• Customer will make appropriate technical resources available to AssetWorks' consultants and
provide necessary and appropriate personnel at meetings to define project requirements.
• Customer will appoint a single point of contact for project duration that will have project
management responsibilities and decision-making authority. This person will be the focal point of
contact for the AssetWorks' Professional Services and Customer Care teams.
• If additional scope is added or required, a change order will be requested of the customer.
• If this order is abandoned, paused, or cancelled by the customer for any reason mid-effort, the
customer will be billed for all AssetWorks time incurred at the current contracted labor rate.
In the event Customer's business practices require that Customer issue a purchase order number prior to
payment of any AssetWorks invoices issued under this Agreement, then such purchase order number must be
entered below. Customer's execution of the Order Form without designating a purchase order number shall be
deemed Customer's acknowledgement that no purchase order number is required for payment of invoices
hereunder.
Purchase Order Number:
Accepted by Ste II - • Accepted by AssetWorks:
Signature: Signature:
Name (Print): it,` �,�C,Qey Name (Print):
Title: C., J Title:
Date: 01(945)-L1 Date:
Please sign and email to Rob Della Mama at rob.dellamarna@assetworks.com.
THANK YOU FOR YOUR BUSINESS!
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