West Goshen approves IOR fleet-management software, with clarified data-exit terms

The West Goshen Board of Supervisors approved a contract with IOR Systems Nov. 19 to implement fleet-management software for public-works vehicle maintenance, parts inventory and work-order tracking.

Staff (John) said the system will replace paper records and provide searchable maintenance histories, parts-tracking and fuel reporting. Negotiators secured a discount conditional on signing in November and clarified several contract items raised by board members, especially around backups, export formats and the right to receive data upon termination.

Key points - Term and costs: The initial agreement starts with a one-year term, annual support estimated at $6,600, and the vendor allowed a price reduction if executed before the end of November. - Data and exit terms: Board members pressed the vendor to guarantee that the township would receive an electronic export of all customer data if it terminates the contract. The board amended the approval to require the vendor to provide an electronic copy of all township customer data within 3'5 business days if requested at termination. - Data portability: Staff confirmed the platform supports CSV exports for data portability; the board considered that protection against vendor lock-in.

Why it matters: Moving from a paper-based system to a searchable, exportable electronic system is intended to improve maintenance planning, life-cycle cost estimates, and responsiveness to public-record requests.

Implementation: The public-works department will manage the rollout and training; staff noted that the data-export and backup schedule will be coordinated with IT and the vendor.

Provenance: Based on staff presentation, board discussion, and the approved motion and vote (timeline SEG 2752'SEG 3184).