2019-06-10-minutes-public-works-study-session

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Fleet Management and Telematics Integration Pro'ect Final Result After several months of research, it was determined that the RTA solution would be a good affordable fit for the Kittitas County Equipment Rental and Revolving Fund Management. The software is cloud based and would not need the extra services of the Kittitas County IT department to manage. It creates a paperless shop, provides interfaces to capture equipment mileage and fuel intake and analyzes fuel consumption. It also provides a desk top view of equipment needing maintenance within a window we determine such as 30-45 days out, allows for driver and mechanic equipment inspections, and it tracks all equipment records digitally including accident records. The RTA system can track not only work orders for our mechanics but also work orders for our road crew giving Kittitas County Public Works one system to retrieve work order information. The RTA system interfaces with our existing telematics. The telematics come with their own dashboards and information storage for most of the larger new equipment and is offered for year for the initial year or so for GPS type monitoring. With a charge of approximately $150-$300 per piece equipment per year, all of the captured telematics information can be transmitted to the fleet management software. The charges for the telematics are dictated by the telematics company such as Zonar for our dump trucks and CAT or 1R Link for some of our other larger equipment. As to whether we interface the telematics directly into the fleet management system or chose to manually enter it would be dictated by an analysis of cost effectiveness. The advantage of having the additional paid automation of the telematics would be the timely transmission of error codes and issues such as low fluids as well as consistent update of mileage used for maintenance. Additionally, the locations of equipment would be historically stored in the telematics database. Utilizing the telematics will assist the County is complying with another Federal guideline [2 CFR Part 200.313(d3)] A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of the equipment. Within the RTA software system is full function inventory management allowing for vendor information, product information including part numbers, and even bar codes. The software can connect directly with our vendors to place part orders to minimize those daily trips to buy parts. RTA comes with several ways to input and communicate including computer, laptop, tablet, or cell phone. There is no additional cost for training, support, and it allows for unlimited users. The cost of the RTA software including hosting is by simultaneous user of which we would like to request five (5). The users would include; two (2) maintenance techs, two (2) administrators, and one (1) for the entry or retrieval of work orders. The annual cost for five (5) users would be $4800.00. In addition to adding a fleet management system with the integration manually or via interface with telematics, it would be advisable to add an analyst dedicated to the system and the management and analysis of the information. There are a number of areas that are vital to the efficient and cost effective control of this fund and keeping a high level of integrity and viability of the data is crucial. The dedication of an analyst to oversee the processes and assist will safeguard the success of the integration and ongoing use of a fleet management system. In recap the changes suggested as they relate to the equipment rental and revolving fund are as follows: (1) Installation of a cost effective fleet management solution. RTA (2) Integration of telematics using existing systems with upgraded capabilities (3) Addition of dedicated analyst/system supervisor (4) Opportunity to add telematics to older equipment as need identifies in the future 4