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County staff recommends asset and fleet software; commission approves move forward with attorney review
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Summary
Hart County commissioners voted unanimously to proceed with a recommended asset, fleet and work‑order management software after staff said two vendors met all requirements and negotiations reduced implementation and annual uplift costs; contract will be reviewed by the county attorney before signature.
Jason Spencer presented a vendor comparison and recommended the county adopt Brightly (and related modules) for asset inventory, fleet maintenance and work‑order tracking. He said two vendors met all of the county’s requirements and that OpenGov’s price was substantially higher than competing offers.
Spencer described a phased rollout expected to take 60–90 days, importing existing Excel histories and enabling departmental reporting that will feed monthly commission packets. He said the software supports public work‑request submission with tracking for requesters and a separate administrative staff view that includes staff notes, before/after photos and overdue‑work notifications.
Spencer said he negotiated implementation fees down with multiple vendors and reduced annual uplift (price increases) to roughly 2.5–3% in vendor proposals; he told commissioners that one vendor’s initial implementation price and uplift were “a bit much,” prompting negotiations that lowered costs across the board.
Commissioners asked how work orders would be created, assigned and closed; Spencer said crew leads in the field would take photos, add notes and close work orders, and department heads would review and certify closures. Commissioners also pressed who would manage the system and requested a backup for when staff are out; Spencer said he would be the primary administrator with department heads responsible for approving their teams’ entries.
Commissioner Dorsey asked for county attorney review of any contract; the motion as stated and seconded directed staff to proceed with the recommendation contingent on review by the county attorney. The commission approved the motion unanimously.
What happens next: Staff will work with the vendor on a phased onboarding plan, complete contract review by the county attorney, and begin importing inventories and past work histories for the September fiscal year cycle. Spencer said an ambiguous line in the vendor packet lists the recurring annual subscription as “$15.08” in the material provided to commissioners; the transcript did not clarify units or formatting for that figure, so staff will confirm the annual price and present final contract terms for signature.
