PRESENTER: Presenter
Shane Knudson, Fleet Services Manager
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SUBJECT: Title
Approval of a contract with Samsara Inc. for a vehicle tracking and information system.
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DEPARTMENT: Public Works
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COUNCIL DISTRICTS IMPACTED: Citywide
BACKGROUND INFORMATION:
The FY 2024 budget includes funding allocated to continue the program of vehicle tracking and information through devices which are installed in all of the City’s light duty fleet. These devices will provide GPS locating of all vehicles in real time, providing data pertaining to vehicle diagnostics and usage, and allow for a more streamlined management of the fleet. This technology is expected to provide data needed to improve preventative maintenance and generate additional cost savings.
Due to ongoing challenges with our previous contract and to provide a better value for the City, City Staff has elected transition these services to Sansara, Inc. through a cooperative contract with Sourcewell, which supports the competitive purchasing requirements. The initial contract term is thirty-six (36) months for 324 vehicles at a total annual cost of $67,518.00 for the first year of the contract and then $66,690.00 for years two and three. The agreement is valid through September 30, 2026, and estimated total spend for the contract period is $200,898.00.
ISSUE:
Continue an ongoing program of infrastructure and maintenance.
FISCAL IMPACT:
Funds have been allocated in the Fleets Services Fund FY24 budget for this expenditure, therefore sufficient funds are available. However, costs are dependent upon actual fleet count(s). If the actual costs exceed what was allocated in the budget for those services, the Fleet Services Fund will be required to make that difference up elsewhere within their operating budget.
Recommendation
RECOMMENDATION:
Staff recommends approval of a contract with Samsara, Inc. for a subscription for vehicle tracking and information.