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Home My WebLink AboutRtfy - Cty Mgr Appvl- Monitoring GPS Systm � CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: RATIFY THE CITY MANAGER'S APPROVAL FOR MONITORING OF THE GPS SYSTEM IN THE AMOUNT OF $9,888.20, AND APPROVE THE SECOND PHASE OF GPS TRACKING SYSTEM INSTALLATION IN THE AMOUNT OF $22,500.00 SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: NetworkFleet, Inc. 6363 Greenwich Drive, Suite 200 San Diego, CA 92122 DATE: August 28, 2014 CONTENTS: February 2013 White Paper City Manager's Approval of Monitoring Costs Recommendation By Minute Motion: 1. Ratify the City Manager's approval for the monitoring of the GPS system in 33 City vehicles for Fiscal Year 2014-15 in the amount $9,888.20; and 2. Approve the purchase and installation of the GPS system and monitoring cost for the remaining City vehicles in Fiscal Year 2014-15 in the amount of $22,500.00. Funds are available for the purchase and installation in Account No. 530-4195-415- 4030, Fleet Equipment Replacement; and for the monitoring in General Fund Account No. 110-4314-413-3340 R/M Motor Vehicles Fleet. Backqround On February 1, 2013, a white paper requesting approval of $45,000.00 for the purchase, installation, and first year's monitoring costs for a GPS vehicle tracking system for the City's fleet vehicles was submitted to City Council for consideration. Council authorized the expenditure to be split between Fiscal Year 2013-14 and Fiscal Year 2014-15 in the amount of $22,500.00 per year. NetworkFleet, Inc., was awarded Staff Report Ratify City Manager's Approval of Monitoring Costs and Second Phase of GPS Installation Page 2 of 2 August 28, 2014 the GPS system contract by the National Joint Powers Alliance, of which the City has been a member since 2007; therefore, an open bidding process was not necessary. The system was installed on 33 vehicles in 2013 at a cost of $22,500.00, which also included the first year's monitoring cost. On July 17, 2014, the City Manager authorized the annual monitoring cost for Fiscal Year 2014-15 of$9,888.20 for the vehicles that received the GPS system in 2013. Staff is also ready to have the GPS tracking system installed on the remaining City fleet vehicles at a cost of $22,500.00. The total cost of the annual monitoring and the installation of the system on the remaining vehicles is $32,388.20. This amount exceeds the City Manager's approval authority. Therefore, staff requests City Council approval of the installation cost of $22,500.00, and the ratification of the City Manager's approval of $9,888.20 for annuaF monitoring. Strateqic Plan Obiective The data obtained via the GPS tracking system assists in the reduction of fuel consumption and maintenance costs. Reduction of fuel consumption furthers the City's goals as set forth in the Energy & Sustainability section of the Strategic Plan. Fiscal Analvsis Savings in fuel costs are anticipated; however, beyond that there is no fiscal impact other than the cost of the system and on-going monitoring. Prepared Depa e ad: �� Carlos He nandez Mark G e wood, P. . Maintenance Services Manager Directo o Public Works � �� Paul S. Gibson, Director of Finance ��'T'Y��CII.�CTION APPROVED Y� DEN�ED R�CEIVED _T______OTHER__._r__,_"_ Ap va � MF[;T(NC DATE `Z - �� AYC;S: 1 r�o.� NOES: Ai351;NT: ��r10 o n M. Wohlmuth, City Manager A�;STAIN:_ NOnc �'I;t:tTa'IF,D BY:_- �t�Cl rlry� � Ori�inal on rile with City Clerk's Office ,�.,T.....� CITY OF PALM DESERT / � PUBLIC WORKS DEPARTMENT WHITE PAPER To: John M.Wohimuth, City Manager From: Ma�k Greenwood, P.E., Director of Public Works Date: February 1, 2013 Request: Purchase GPS Vehicle Tracking System for Ciry Fleet JUSTIFICATION: In late December 2012, Public Works entered into a 60-day demonstration agreement with NetworkFleet of San Diego, Califomia, and they installed GPS tracking systems in 8 vehicles. The system tracks individual vehicles and provides five-time and historical tracking information such as: • Speed violation alerts • Fuet economy • Vehicle idle repo�ts • Vehicle diagnostics • Geofence violation alert • Preventive maintenance • Vehicle drive time summary reports The data obtained can assist in reducing fuel consumpbon and maintenance costs, and increase staff accountability. Based on the positive results thus far in the trial period. we are requesting approval to purchase the system. PROJECT SCOPE: Based on a review of our fleet inventory, we have established that there are a total of 66 vehicles on which the GPS system would be instaNed. This includes all street legal City vehicles in operafing condition. The downtime for instaUation is minimal at approximately 30 minutes per vehicle. COST ANALYSIS: The City has been a membe� of the National Joint Powers Aitiance (NJPA) since 2007 {Member No. 179�1) and NJPA has awarded the GPS System contract fio NefworkFleet Therefore, an open bidding process for the purchase of this GPS System wili not be necessary. The cost to instaU GPS and engine diagnostic hardware and light duty hamess White Paper-GPS Vehicle Tradcing System Page 2 of 2 February 1, 2013 OBD-II adapter kits on all 66 vehicles is$24,685.80. In addition to the ini�al instaflation cost, there wiN be on-going monthly costs of $1,646.70 for monitoring vehicle location and diagnostics, or$19,760.40 per year. Staff proposes to install this system in all vehicles over a two-year period (FY 2013-14 and FY 2014-15). The first phase in FY 2013-14 will include installation on the vehicles in the City fleet pool, and assigned staff vehicles for Public Works, Landscape, Code Campliance, and Building and Safety. The second phase in FY 2014-15 will include all of the vehicles stationed at the Corp Yard. SUMMARY: y Estimate: $45,000 over two years ($22,500 per year FY 2013-14 and FY 2014-15) y Funding Source: Fleet Equipment Replacement,Account No. 530-4195-415-4030 Y Estimated Commencetnent/CompletEon Dates: July-August, 2Q13 y Asstgned ProJect Manager: Carlos Hemandez, Maintenance Services Manager Prepared By: - Submift�ec! E�i: � � r� , , , ��'�"�` j �� P � r x , � � ndez Mark Gr�er'►wood, P.E. Maint ance Services Manager Directoraof�+Public Work�,� Revi wec!&Agree to Discuss: oi�` M.Wohlmuth. City Manager { r� i� r r""''�'r''� CITY OF PA�M DESERT � � PUBLIC WORKS DEPARTMENT INTEROFFICE MEMORANDUM To: John M. Wohlmuth, City Manager From: Mark Greenwood, P.E., Director of Public Works Date: July 17, 2014 Subject: Payment Authorization I am requesting your authorization for the Finance Department to issue a purchase order to NefinrorkFleet of San Diego, California, in the amount of $9,888.20 for monitoring vehicle location and diagnostics of 33 City vehicles with a GPS system. On February 1, 2013, a white paper for the purchase of GPS equipment was submitted for your approvaf. Following your direction, City Council during the budget approval process approved the installation of the GPS equipment on half of the vehicles in FY13/14 and the other half in FY14/15. NetworkFleet was awarded the GPS system contract by the National Joint Powers Alliance (NJPA), which the City is a member of since 2007. Therefore, an open bidding process for the purchase of the system is not necessary. Installation of the GPS system was completed in August of 2013; however, monitoring of the GPS system for the 33 vehicles is $823.35 per month ($9,888.20 annually). Ratification of this memo, along with the GPS installation and monitoring for the remaining vehicles will be submitted for City Council approval in the meeting of August. Funds are available in Account No. 110-4314-413-3340, R/M Motor Vehicles Fleet. If you concur, please indicate your approval below. f. �' ' '� Review and Concur: j� i� fir� F . . i � / �f�r� �� ,�s� t'1.��f�� j "��[.^ 4''� I� "t ��..'t.--"^e_._._..-..� J r� �✓, � J�i �, �,� _ Mark G;e ood, P.E. �� , Jphn M. Wohlmuth, City Manager Director�o ;Public Works � ,; Jbg j ` ., Attachment