CM-2024-203 - 8/9/2024
*SEA MLES S EV TRA N SITION *EQUIPMEN T REP LA CEMEN T PLA NN IN G MA DE EA SY *FLEET CON SULTIN G
RICK LONGOBART 949.943.0334 RICK@LONGOBART-ROSS.COM
CYNTHIA ROSS 949.943.0023 CYNTHIA@LONGOBART-ROSS.COM
July 24, 2024
City of Round Rock
901 Luther Peterson Place
Round Rock, TX 78554
ATTN: Amanda Crowell
RE: RFQ#: AC042224 | LRC#: 24-1284B
Dear Ms. Crowell,
This is an amendment to Section 5, Pages 3 and 4 regarding renewal of 24-1284A dated
June 20, 2024. Longobart-Ross Consulting, hereinafter referred to as LRC, is pleased to
submit to the City of Round Rock, referred to as CLIENT, the following proposal that
describes the work in detail.
1.0 PROJECT DESCRIPTION
Creating an up-to-date Equipment Replacement Program through the utilization of the LRC
PROFIT$ Software. PROFIT$ is WEB-based software and may be accessed from
anywhere. Note: The reports provided herein may be used to develop a long-term plan
to transition to a highly sustainable fleet.
LRC PROFIT$ Software allows each piece of equipment and each vehicle in your fleet
to be scored, viewed at-a-glance and updated with ease. Easy to use and easy to update.
Monitor fuels, edit data for each item number, import timely updates, see replacement score
for each item number, run reports and capabilities to export reports to excel. LRC PROFIT$
Software allows CLIENT to plan for replacement today, tomorrow and in the future.
The following factors for each vehicle and piece of equipment will be identified:
•Type of service
•Age
•Mileage
•Reliability
•Maintenance Repair Costs
•Condition
Software will identify the optimal time to replace or re-purpose vehicles and equipment. It
can be used for annual equipment replacement budgeting and future forecasting.
It is the mission of Longobart-Ross to promote
and deliver education, products and services that
inform, teach and inspire companies and fleets
across the world with Integrity and Excellence.
CM-2024-203
City of Round Rock
Longobart-Ross Proposal No. 24-1284B | RFQ#: AC042224
July 24, 2024
Page 2 of 6
RICK LONGOBART 949.943.0334 RICK@LONGOBART-ROSS.COM
CYNTHIA ROSS 949.943.0023 CYNTHIA@LONGOBART-ROSS.COM
PROFIT$ Software shows CLIENT when maintenance costs exceed the original purchase
price and allows CLIENT to calculate projections for holding an item over recommended
replacement date. Change inflation value to see how these rates could affect the future.
PROFIT$ monitors vehicle condition and reliability, provides utilization reports and ten-
year projections that show decreasing depreciation values, replacement cost, and increasing
maintenance costs.
2.0 SCOPE OF WORK
LRC will operate from their offices in Big Bear Lake, CA and Raleigh, NC. No site visit
will be needed for this project.
Phase One:
1.First, a Kick-Off Meeting will be set between CLIENT and LRC.
2.Client data needed for LRC migration to PROFIT$ will be provided through data
collected from CLIENT’S existing fleet management system. This information will be
provided to LRC through a Data Import Sheet LRC provides. LRC software is an
enhancement and is not meant to be a replacement of said fleet mgmt. system.
3.All CLIENT data considerations will be discussed.
4.A project schedule will be established.
5.LRC will scrub all data to ensure current best practices are utilized and all data is
accurate. These findings can be used to update CLIENT’S current FMIS.
Phase Two:
6.CLIENT data will be imported by LRC into LRC PROFIT$ Software.
7.LRC will coordinate a conference call with CLIENT to review CLIENT-loaded
software and reports.
8.Software will be licensed to each registered User.
9.An initial on-line, two-hour training session will be scheduled with all users to
demonstrate and address questions on data editing, importing of updates, scoring,
reports, search filters, projections, and export capabilities. This will include Q & A.
All users should participate.
It is understood that in order to provide these basic services in a timely fashion, CLIENT
will respond to all LRC requests within a 48-hour period.
City of Round Rock
Longobart-Ross Proposal No. 24-1284B | RFQ#: AC042224
July 24, 2024
Page 3 of 6
RICK LONGOBART 949.943.0334 RICK@LONGOBART-ROSS.COM
CYNTHIA ROSS 949.943.0023 CYNTHIA@LONGOBART-ROSS.COM
These requests may include responses to voicemails, emails, scheduling meetings and
providing contact information or requested data that corresponds to said contract.
Research calls and/or meetings will be conducted with CLIENT. CLIENT agrees to
schedule these meetings with LRC and to provide LRC with any contact information that
may be needed throughout this project within a 24-hour period.
3.0 SCHEDULE
A kick-off call by LRC team will be scheduled based upon arrangements with the CLIENT
following receipt of an executed copy of this Agreement and payment in full.
A firm schedule of service will be discussed during the Kick-Off Meeting between LRC
and CLIENT.
One two-hour training session for all users will be established after approval of data
migration to PROFIT$.
See Fee and Payment Schedule, Item 5.0.
4.0 DELIVERABLES
See Section 2.0, Scope of Work.
CLIENT agrees that LRC may be noted as the provider on all deliverables.
PROFIT$ is a software licensing and delivery model in which software is licensed on an
optional annual subscription basis. All upgrades to the equipment replacement module are
offered to CLIENT and installed by LRC at no additional cost.
5.0 FEE & PAYMENT SCHEDULE
TOTAL DUE – ANNUAL SUBSCRIPTION
PROFIT$ EQUIPMENT REPLACEMENT
SOFTWARE
AMOUNT
DUE
PROFIT$ Equipment Replacement Software 900 assets $13,000
One-time fee for data scrub and migration of data to PROFIT$ $ 1,000
Each user: Annual fee of $15 month / $200 annual (to be paid
with Phase Two.) – One user
$ 200
TOTAL $14,200
PROFIT$ is an annual subscription. It is not automatically renewed. Should CLIENT
renew at the end of this period. there will not be a fee for the one-time data scrub or
migration of data to PROFIT$. If not renewed, license will expire at the end of one year
from date of execution.
City of Round Rock
Longobart-Ross Proposal No. 24-1284B | RFQ#: AC042224
July 24, 2024
Page 4 of 6
RICK LONGOBART 949.943.0334 RICK@LONGOBART-ROSS.COM
CYNTHIA ROSS 949.943.0023 CYNTHIA@LONGOBART-ROSS.COM
An annual fee of $200 per year, per user, covers software support, patches, integration of
new functions developed and on-going training. Total of annual renewal, should CLIENT
renew, is $13,000 and $200 per user.
A wire transfer directly into LRC account is now available. EFT information is attached.
CLIENT agrees that software remains proprietary to LRC as well as the exhibits.
Special conferences or meetings and/or investigations beyond the services above noted will
be billed at $150/hour.
6.0 PERFORMANCE
LRC will perform their services within the limits provided by this contract and with the
utmost thoroughness and competence. No other warranty or representation, either
expressed or implied, is included.
CLIENT agrees to register each user and to maintain only the users accounted for through
licensing PROFIT$ with LRC.
These services preclude any liability to LRC of any legal obligations or responsibilities
properly belonging to any hired vendor or CLIENT’S IT staff in association with this
project.
Should LRC provide the one-click update from CLIENT’S fleet management system to
PROFIT$ that will be a separate quote. Should that fleet management system incur future
development changes, LRC may charge discovery costs and middleware development, if
required. LRC would provide a quote to CLIENT for their approval. This may be done at
any time.
7.0 INTELLECTUAL PROPERTY
CLIENT agrees that all materials, including, but not limited to, software, programs, source
code and object code, comments to the source or object code, specifications, documents,
abstracts, and summaries thereof (collectively, the “Products”) developed by LRC shall
belong exclusively to LRC and will not be copied or sold and remain LRC’S Intellectual
Property.
"Intellectual Property" shall mean all intellectual property along with all Proprietary
Property, further defined as the design of the LRC PROFIT$ Software with all
confidential information in regard to the design of the application software and data
requirements, formats and documentation used within the Application Software
Technology of the LRC PROFIT$ Software. CLIENT further agrees that no information
pertaining to this software shall be shared with any fleet management system.
City of Round Rock
Longobart-Ross Proposal No. 24-1284B | RFQ#: AC042224
July 24, 2024
Page 5 of 6
RICK LONGOBART 949.943.0334 RICK@LONGOBART-ROSS.COM
CYNTHIA ROSS 949.943.0023 CYNTHIA@LONGOBART-ROSS.COM
Arbitration. Mindful of the high cost of litigation, not only in dollars, but in time and
energy as well, the parties intend to and do hereby establish final and binding out of court
dispute resolution procedures to be followed in the event any controversy should arise out
of or concerning the performance of this Agreement.
Accordingly, the parties do hereby covenant and agree that any claim of controversy,
dispute or claim of whatever nature, including, but not limited to, the issue of arbitration,
arising out of or relating to this Agreement, or the breach thereof, shall be settled by either
negotiation, mediation or final and binding arbitration in accordance with the commercial
rules of arbitration of the American Arbitration Association.
This contract is governed by the laws of California and any dispute shall be resolved by
the laws of the State of CA. The parties agree that any litigation resulting from this contract
will be initiated in the State of CA. Maximum Liability: Notwithstanding anything to the
contrary in this agreement, the maximum aggregate liability between the parties related to
or in connection with this agreement will be limited to the annual contract value.
Prior to import of CLIENT data, LRC will review and discuss data with CLIENT.
LRC is not responsible for any misinformation of data provided by CLIENT and entered
into the software. LRC will work with CLIENT and discuss any data that appears to need
further examination prior to initial migration.
Should EFT not be available, check will be made payable and mailed to:
Longobart-Ross Consulting
P.O. Box 2273
Big Bear City, CA 92314
CLIENT will assign a person who will be authorized to edit, modify, and approve all
changes noted throughout this contract and confirm signature is legally authorized by
CLIENT.
The terms and conditions of this proposal are not binding upon either party, and may be
withdrawn without notice or cause, unless executed in full by both parties on or before 5:00
p.m., July 20, 2024.
Please email award of this contract to cynthia@longobart-ross.com, prior to the expiration
date herein.
A kick-off meeting will be scheduled immediately upon receipt of the digital acceptance
of this contract and when full payment has been received by LRC.
A genuine thank you for this opportunity to present our proposal for these services to the
City of Round Rock. We are confident that our services will reflect the high standards you,
your city and your team deserve.
City of Round Rock
Longobart-Ross Proposal No. 24-1284B | RFQ#: AC042224
July 24, 2024
Page 6 of 6
RICK LONGOBART 949.943.0334 RICK@LONGOBART-ROSS.COM
CYNTHIA ROSS 949.943.0023 CYNTHIA@LONGOBART-ROSS.COM
Should you have any questions, please do not hesitate to contact the undersigned.
Sincerely,
LONGOBART-ROSS CONSULTING
Cynthia Ross Rick D. Longobart
Cynthia Ross Rick D. Longobart
President Vice President
I have read, understand and agree with every provision of this contract and by my signature,
hereby certify that I accept and agree to abide by them and that I am legally qualified to
enter in to such a contract.
CLIENT:
Company Name: City of Round Rock
Accepted By:
(Signature)
Printed Name: Laurie Hadley
Title:
Date:
City Manager
08/08/2024