Fiscal Note
The proposed resolution authorizes the Mayor and City Clerk to enter into an agreement with Telematic Solutions LLC (STS) for vehicle telematics at an estimated cost of $180,385.56 per year. Funding is available in the Fleet Capital projects for GPS (MUNIS 17061, 13094). No additional appropriation is required.
Title
Authorizing the Mayor and City Clerk to sign a competitively selected service contract with Systems & Telematic Solutions LLC (STS) for telematics in Public Works’ vehicles.
Body
WHEREAS, Fleet and Public Works require vehicle telematics in order to streamline operations and improve driver safety; and
WHEREAS, Fleet has selected Geotab devices and software, sold and installed by Systems & Telematics Solutions, LLC (“STS”) through the Sourcewell purchasing consortium as the best solution at the best cost for the City’s needs; and
WHEREAS, a successful pilot on 9 City-owned vehicles was conducted for a 12 month period; and
WHEREAS, telematics are required to create a snow plowing public facing map; and
WHEREAS, telematics will help us meet the goals proposed by Vision Zero and minimize our carbon footprint; and
WHEREAS, STS proposed a 39-month contract with a price not to exceed $367.20 per year on each vehicle used for the public-facing snow map and $232.68 per year on any other vehicle with a total of up to $180,385.56 per year once all vehicles are connected, and this price includes all of the necessary GPS equipment, installation, software, maintenance and support to provide the telematics data; and
WHEREAS, the contract will involve vehicle installation and acceptance in one or more phases of work, and due to seasonal needs the Finance Director’s designee will sign a short-term contract with STS for the first phase and this resolution will authorize the continuation of work (only upon Fleet’s acceptance of the first phase) after which the price is expected to exceed $100,000 per year once all vehicle in this project are connected;
WHEREAS, under MGO 4.26(3)(e), service contracts of more than one year that average more than $100,000 per year in cost require Common Council approval and signature by the Mayor and City Clerk; and
WHEREAS, after the initial 39-month term the City will evaluate and may wish to continue the services; NOW, THEREFORE, BE IT RESOLVED, that the Mayor and City Clerk are authorized to sign a contract and/or renewal contracts with Systems & Telematic Solutions LLC for the purposes and at the price described above, for a term of up to five (5) years.