HomeMy WebLinkAboutItem 2b - Purchase of fleet management and GPS wireless devices\Lay
DATE: August 20, 2013
TO: Honorable Mayor and City Council
STAFF REPORT
Public Works Services Department
FROM: Tom Tait, Public Works Services Director
Dave McVey, General Services Superintendent
By: Carmen Masud, Management Analyst
SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO APPROVE THE
PURCHASE OF FLEET MANAGEMENT AND GPS WIRELESS DEVICES
FROM FLEET SOLUTIONS LLC, IN THE AMOUNT OF $20,537.73
Recommendation: Approve
SUMMARY
The Fiscal Year 2013 -14 Equipment Acquisition Program provides for the purchase of
Global Positioning System (GPS) wireless devices for Public Works Services
Department vehicles and emergency generators. Staff researched various companies
that provide fleet management and GPS wireless devices and found that the process
could be streamlined under the National Joint Powers Alliance (NJPA) cooperative
purchasing program. Fleet Solutions LLC provided the best pricing for fleet
management and wireless GPS fleet tracking devices. Therefore, it is recommended
that the City Council authorize and direct the City Manager to approve the purchase of
fleet management and GPS wireless devices from Fleet Solutions LLC in the amount of
$20,537.73.
DISCUSSION
In an effort to minimize Department fuel usage, improve service efficiencies, and better
manage emergency generators, the Public Works Services Department is implementing
a GPS fleet tracking system. Networkfleet GPS wireless devices will be installed on
Public Works Services Department vehicles and emergency generators. The GPS
wireless devices will enable City staff to track vehicles at all times and collect detailed
information, such as fuel usage, idle times, time spent at each work location, engine
diagnostics, and detailed history of vehicle routes. This information will assist in
increasing productivity, containing fuel cost, improving fleet safety and security,
enhancing customer service, and minimizing operating expenses. GPS wireless
devices can also generate reports on greenhouse gas, carbon dioxide, carbon
monoxide, hydrocarbons, and nitrous oxide emissions. This information may be useful
Fleet Management and GPS Devices
August 20, 2013
Page 2 of 3
for future environmental reporting requirements. A benefit of GPS fleet tracking devices
is that the devices read each vehicle's odometer and transmits data back to a web
based platform. The odometer readings can be integrated with the City's fleet
maintenance software to assist in identifying routine vehicle service and trigger engine
trouble codes.
The GPS wireless devices will also be installed on emergency generators located at
City facilities. In the past, monitoring fuel levels and mechanical problems for
emergency generators has been done manually. With the new Networkfleet GPS
devices, City maintenance staff will have the ability to monitor emergency generators'
fuel levels, and review engine diagnostics through a computer generated report. This
will be especially beneficial during emergency situations.
Networkfleet GPS devices are easy to install and can be transferred between vehicles
or equipment at any time. The GPS devices operate on a wireless network and transmit
information to a data center where it is made available through web based software.
City staff will be able to log into a secure website at any time to review data or print
reports. Fleet Solutions LLC can assist City staff in creating custom reports that can be
delivered daily, weekly, or monthly. All location and diagnostic information is accessible
online for 90 days before migrating to a data warehouse for storage. Data placed in
warehouse storage can be accessed by placing a special request to the vendor. A total
of 48 GPS devices will be installed on Public Works Services Department vehicles and
another 12 devices will be installed on emergency generators.
The California Government Code authorizes public agencies to participate in
cooperative purchasing agreements like those established by NJPA while still remaining
within the City's adopted rules and procedures for purchasing. The NJPA recently
solicited bids for the procurement of administrative software with related goods and
services and entered into a purchasing agreement with Fleet Solutions LLC. Fleet
Solutions LLC is a distributor for Network Fleet, Inc. GPS products and services to
qualified and participating NJPA members. The bidding process and the contract with
Fleet Solutions LLC have been reviewed and both meet the City requirements and
specifications.
FISCAL IMPACT
The total cost for wireless fleet management GPS devices, and related software is
$20,537.73. Funds in the amount of $25,320 have been budgeted in the Fiscal Year
2013 -14 Capital Improvement Program for this purchase.
Fleet Management and GPS Devices
August 20, 2013
Page 3 of 3
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to
approve the purchase of fleet management and GPS wireless devices from Fleet
Solutions LLC, in the amount of $20,537.73.
Approved.
Dominic LazzareW
City Manager