PRESENTER: Presenter
Shane Knudson, Fleet Manager
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SUBJECT: Title
Approval of a contract renewal with Samsara Inc. for a vehicle tracking and information system.
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DEPARTMENT: Fleet Services
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COUNCIL DISTRICTS IMPACTED: City-wide
BACKGROUND INFORMATION:
The FY 2027 Budget includes continued funding for the City’s vehicle tracking and telematics program. This program equips all light-duty fleet vehicles and all Fire Department vehicles with Samsara devices. Fire Department vehicles will also receive forward and driver facing cameras. These devices provide real-time GPS location data, vehicle diagnostics, and usage information, supporting more efficient fleet oversight and improved operational decision-making.
The Samsara system offers extensive functionality, including tracking fuel usage, monitoring harsh driving events, reporting diagnostic alerts, measuring idle times, and retaining trip history. This data has enhanced preventative maintenance planning, improved real-time visibility into fleet activity, and generated meaningful cost savings. For example, when a City vehicle was stolen, staff were able to provide officers with its exact location, avoiding towing and storage fees. The information collected through Samsara has also strengthened the City’s vehicle replacement planning and contributed to timely identification of safety concerns.
Samsara was selected based on cost, customer service, and its availability through a Sourcewell cooperative purchasing agreement. The proposed contract renewal with Samsara, Inc. continues to utilize this cooperative agreement and therefore meets competitive purchasing requirements. The renewal includes a thirty-six-month term covering 373 vehicles. The annual cost is $92,363.24 in year one and $92,273.64 in years two and three, for a total estimated contract amount of $276,910.52 through September 30, 2029.
The City has used Samsara for the past three years under a contract covering 325 vehicles at a total cost of $200,898.00. The increased cost in the proposed renewal reflects the addition of new light-duty and fire vehicles as well as the inclusion of the previously mentioned forward and rear facing cameras for Fire Department vehicles, as approved in the FY 2027 Budget.
ISSUE:
Continue an ongoing program of infrastructure and maintenance.
STRATEGIC PLAN REFERENCE:
☐Economic Mobility ☐Enhanced Connectivity ☐Community Identity
☒Organizational Excellence ☒Community Well-Being ☐N/A
FISCAL IMPACT:
Funds have been allocated in the FY 2027 Adopted Budget for this expenditure; therefore sufficient funds are available.
Recommendation
RECOMMENDATION:
Staff recommends approval of a contract renewal with Samsara, Inc. for a subscription for vehicle tracking and information.