PILLAR: Core
AGENDA DATE: October 22, 2025
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Department of Information and Technology Services
PRIORITY: Government Efficiency
______________________________________________________________________
SUBJECT
Title
Authorize a five-year service contract for hosting, maintenance, support, and the purchase of related software and hardware for the Fleet Data Management System, fuel island maintenance and additional technologies for the Department of Equipment and Fleet Management - AssetWorks, Inc. - sole source - Not to exceed $11,914,785.78 - Financing: Equipment and Fleet Management Fund (subject to annual appropriations)
Body
BACKGROUND
This Sole Source agreement will provide ongoing hosting, maintenance, support and the ability to purchase related software and hardware as needed to maintain the Fleet Data Management System and related hardware and technologies. This system is an effective tool in the management of the City fleet of over 8,400 equipment units and provides essential reporting on fleet management, fleet maintenance tracking, inventory control and fuel management.
Currently the system is utilized by:
• Department of Equipment and Fleet Management
• Department of Facilities and Real Estate Management
• Department of Sanitation Services
• Department of Transportation and Public Works
• Dallas Fire-Rescue Department
• Park & Recreation Department
• Dallas Police Department
• Dallas Water Utilities Department
The system supports management of the City's fuel locations maintained by Department of Equipment and Fleet Management (EFM), through the Secure Fueling platform which is an integrated hardware and software solution available through the installed Global Positioning System (GPS) devises that authenticate and wirelessly record fueling transactions for city-owned fleet.
Additionally, AssetWorks GPS solution integrates into the Fleet Management System eliminating third party APIs and reducing redundant hardware while providing vehicle telematics such as, such as odometer readings, vehicle fault codes, engine hours, driver behavior, and location data. Telematics data used by the EFM is essential to the vehicle and equipment maintenance program.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On August 26, 2020, the City Council authorized a five-year contract for hosting, maintenance, support and the purchase of related software and hardware for the Fleet Data Management System and fuel island maintenance with AssetWorks, LLC., by Resolution No. 20-1253.
FISCAL INFORMATION
|
Fund |
FY 2026 |
FY 2027 |
Future Years |
|
Equipment and Fleet Management Fund |
$2,326,881.80 |
$2,330,105.56 |
$7,257,798.42 |
LOCAL PARTICIPATION
|
Prime |
Status |
Workforce % |
|
AssetWorks, Inc. |
Non-local |
0.49% |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Sole Source |
• Utilized for procurements where functional requirements can only be satisfied by one vendor, such as those where patents, copyrights or monopolies exists |
|
|
• Exempted from competitive bidding process |
|
|
• Reviewed by Procurement Services to ensure the procurement meets at least one general exception as stated in the Texas Local Government Code |
OWNER/EXECUTIVE
AssetWorks, Inc.
1001 Old Cassatt Road
Suite 204
Berwyn, PA 19312
Randy Walsh - Chief Executive Officer