Title
Fleet Management Software Agreement
History
Rarestep Inc. d/b/a Fleetio, a GSA contract holder, is cloud-based software with a mobile application and desktop access for an unlimited number of users.
On December 13, 2023, the Village Board authorized execution of a three (3) year (2024-2026) contract with Rarestep for Fleetio fleet management software. The current contract has an expiration of February 12, 2027.
The software has streamlined asset management by digitizing preventative maintenance scheduling, equipment maintenance requests, vehicle and equipment operator pre-use inspections, and integrating with the Village’s AVL provider, Samsara.
Public Works was informed by Rarestep that the current contracted legacy Enterprise 500 pricing plan has been discontinued, and will not be available at the end of the current contract, which will result in a 23% price increase. However, the Village has the opportunity to take advantage of the continued pricing model by renewing the agreement early.
Rarestep has provided the Village with a proposal that locks in a 10% early renewal discount for the next three (3) years if the agreement is executed prior to December 15, 2025. In review of the early renewal proposal, staff also determined that pricing is in line with general cost inflation factors due to labor increases.
Current Enterprise 500 Contract Pricing
02/12/2024 - 02/12/2025: $28,986.00 (included a $999.00 implementation fee)
02/12/2025 - 02/12/2026: $27,987.00
02/12/2026 - 02/12/2027: $27,987.00
Total Amount: $84,960.00
2027 Renewal Proposal Pricing Summary
02/12/2027 - 02/12/2028: $34,560.00
02/12/2028 - 02/12/2029: $34,560.00
02/12/2029 - 02/12/2030: $34,560.00
Total Amount: $103,680.00
Early Renewal Proposal Pricing Summary
12/15/2025 - 12/14/2026: $31,104.00
12/15/2026 - 12/14/2027: $31,104.00
12/15/2027 - 12/14/2028: $31,104.00
Total Amount: $93,312.00
Public Works is requesting to terminate the existing contract and replace it with a new contract, as attached and summarized above. Upon early termination, the Village will receive a credit for the remaining two (2) months of the second year of the current contract.
The new Fleetio software contract would be a three (3) year term for a total not to exceed $93,312.00.
Financial Impact
Funding in the amount of $31,104.00 was budgeted in FY2026 for fleet management software subscription in account 1008040-442850. Funds will be requested for subsequent years through the budgeting process.
Recommended Action/Motion
I move to approve terminating contract 20240039 upon execution of a new contract with Rarestep. Inc.;
AND
Approve the waiver of the competitive bid process in favor of participation in a joint purchasing cooperative and authorizing the approval and execution of a vendor contract for Fleetio fleet management software subscription from Rarestep, Inc. via GSA Advantage Contract 47QTCA20D0044 for a cost of $31,104.00 annually for a three (3) year term for a total not-to-exceed contract price of $93,312.00;
AND
Authorize the Village Manager to execute all related contracts subject to Village Attorney review.