Title
A RESOLUTION AUTHORIZING AN AGREEMENT WITH GPS INSIGHT FOR GLOBAL POSITIONING SYSTEM VEHICLE FLEET MONITORING SERVICES; AND DECLARING AN EMERGENCY.
Executive Summary: In 2006 the Public Works Department started using global positioning equipment (GPS) and monitoring services via GPS Insight to monitor and manage vehicles. The project has been phased in over the past six years to include all Public Works Dept. Vehicles. With the final phase of Public Works Department vehicle installations being completed in late 2012, the estimated annual monitoring charges are expected to eclipse $25,000 thus requiring City Council's approval.
Body
Legislative History
None
Purpose & Explanation
In 2006 the Public Works Department started using global positioning equipment (GPS) and monitoring services via GPSinsight to monitor and manage vehicles. The project has been phased in over the past six years to include all Public Works Dept. Vehicles.
GPS tracking reduces fuel costs, improves productivity, improves customer service, improves fleet safety, makes the fleet greener, and reduces labor costs by providing managers with real-time data/information, alerts, and reports on fleet activities 24/7.
GPS tracking services are provided by GPS Insight. GPS Insight provides 2-minute updates on each piece of equipment. This real-time data/information alerts, reporting, mapping, and monitoring service is provided by GPS Insight via a monthly monitoring cost per GPS unit. The monthly monitoring cost ranges from $32.95 - $34.95 per vehicle, based on the vehicle/GPS unit type.
In 2012 the Public Works Department completed installation of GPS units on all of the Department's fleet vehicles as well as key pieces of construction and maintenance equipment. With the completion of this project, in 2013, the annual GPS monitoring costs along with any additional GPS unit purchases or replacements that may be required will exceed $25,000.
The Department of Public Works currently utilizes seventy-one (71) GPS units for the tracking of vehicle and equipment locations and activity. Of the seventy-one (71) units, fifty-three (53) are light duty units and eighteen (18) are heavy duty units. The heavy duty units are placed on heavy-duty equipment (snow plow fleet) and assist the fleet mechanics with vehicle maintenance diagnostics.
With the completion of the Public Works Department GPS system project, the yearly monitoring charges will exceed $25,000. The total annual cost for the current monitoring service will be $28,505.40. The GPS Insight Company is the sole source professional services vendor for GPS monitoring and Software applications.
Timing Considerations
As the Public Works Department will receive invoicing for GPS Insight monitoring services in March of 2013, we request emergency legislation to keep the system monitoring current.
Fiscal Impact
Currently Budgeted
Supplemental Appropriation Required
X Appropriation Not Required.
Recommendation
Suggested Action
Staff recommends City Council authorize the City Manager to enter into a one year purchase agreement for global positioning system (GPS) fleet monitoring services, including hardware purchases for various City Departments with GPS Insight Company 21803 N Scottsdale Rd Suite 220 Scottsdale AZ 85255 as a sole source vendor, at an annual not to exceed amount of $35,000 and declaring an emergency.
Should additional City Departments desire to participate in this beneficial program, thus potentially causing the approved amount of $35,000 to be exceeded, then staff will bring this item back to City Council for additional spending authorization.
Submitted by,
Anthony J. Bales, City Manager,
Scott N. Schroyer, Asst. City Manager,
Frank J. Comeriato, Jr., Public Works Director