HomeMy WebLinkAbout8 Fleet FY23 AGENDA ITEM # 8
MEETING DATE: December 7, 2022
TO: Board of Directors
FROM: Brian Yohn, General Services Manager
Michael Salmon, Chief Financial Officer
SUBJECT': Approve the Procurement of Fleet Telematics, Technology for
FY23
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATION:
The Board of Directors authorize the General Manager to execute a contract with USA
Fleet Solutions, for program implementation and licensing of GeoTab fleet telematics
technology in the amount of$24,000, plus a 10% change order authorization, for a total of
$26,400, plus applicable taxes.
BACKGROUND:
Code Section 3.08.010 — Bid Procedure for Purchase of Commodities or Equipment Over
$157000.
Fleet telematics, technology has been available to and currently in use by large and small
fleet operators around the world. Many of'the Districts local and regional partners are using
fleet telematics, technology in their agency, municipality,, or organizations. The technology
continues to improve allowing it to provide more variety of data and information, more
accurate information, better anal tics and reports,, and support an organ ization's ability to
make data driven decisions for the fleet.
The District manages a very specialized fleet of vehicles and equipment. The District's
fleet currently represents 107 units or 227 vehicle equivalents,) including trucks, heavy
machinery, trailers and specialized utility equipment. Assessment of the fleet identified 7'8
units for the initial telematics, program inclusive of all powered rolling vehicles, equipment,
and trailers. Stationary assets such as generators are not proposed for inclusion in initial
program implementation.
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AGENDA ITEM # 8
Fleet telematics, uses hardware installed on each fleet unit to automatically collect and
communicate raw digital data about each unit to a sophisticated software. The software
transforms the raw data into usable information about the fleet units for real time analysis
as well as archived digital data for longer term report generation.
,Implementation of fleet telematics for the District sy ort
Fleet Compliance — Electronic driver and vehicle inspection reports, Department of
Transportation compliance support, and Cell R; Digital Inspection and Intuitive reporting.
Sustainability— Fuel management, GHG footprint, performance monitoring and reporting,
and fleet electrification analysis.
Productivity — Increase visibility and improve emergency outage or water leak resource
deployment, provide accurate location of fleet with arrival and departure time
0
documentation, 'improve customer service times, and provide ide accurate trip length
information.
Fleet Qptimization Green fleet, uel planning, and fleet budgeting with accurate utilization
data and information.
Fleet safety Enhance safety and reduce risk with collision notifications, trending driver
behavior, and risk management reports; all protecting drivers, organization, reputation, and
the vehicles and assets
Staff is recommending the procurement and implementation of GieoTab telematics
technology for the District for the following reasons.
• GeoTab has experience and resources with over 2,000 government clients
worldwide.
• GeoTab has high cybersecurity standards and has existing contracts with the United
States General Services Administration and United States Department of Homeland
Security.
• Expandability GieoTab offers flexible technology and system integration with
multiple hardware add-ons and software add-ins available.
• USA Fleet Solutions Licensed local contract and support team biased in Reno, NV.
• Available through Sourciewell contract or the California contract.
Sourcewell, formerly National Joint Purchasing Alliance, has identified GeoTab as
competitive bidders for Specialized Public Utility Equipment through an RFP process.
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AGENDA ITEM # 8
Section 3.08.oho of the District Code (Joint Purchasing with the State of California and
other public agencies) permits the District to take, advantage of other agencies competitive
procurement processes. GeoTab is a qualified Sourcewell vendor,1 with quotes provided by
USA Fleet Solutions consistent with District Code requirements.
GOALS AND OBJECTIVES:
This item is in the support of the following goals and objectives:
1.015.020 Objectives-1,.'
1. Responsibly serve the public.
6. Manage the District in an effective, efficient and fiscally responsible manner,.
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AGENDA ITEM # 8
Strategic Goals.
1. Manag�e, for financial stability and resiliency.
4. Take the best of private sector thinking to modernize the, utility and add value to
our communities.
RSCAL IMPACT:
Fleet telematics technology was budget approved during Budget FY22-FY23 analysis,
review, and approval; as a FY22 $150,000 Capital Expenditure.
This request is for the annual amount of $,24,000, plus a 10% change order authorization,
for a total of $26,400, plus applicable taxes, for the procurement and implementation of
GeoTab telematics technology through contract and support with USA Fleet Solutions for
FY23.
The budget anticipated a Capital Expenditure of $150,000, whereas the, contract is
essentially a software lease of $1,605 per month. The GeoTab hardware cost $4,T12
before taxes and fees. Net effect on cash flow budget of $15o,000, the actual expense
cash flow to total $150,000 will occur over 7.5 years.
The software lease cost will be charged to 1/2-9-920.0o.483, consistent with other software
lease costs. The hardware costs will be charged to 1/2.9.9201.00.472, consistent with other
hardware costs.
The contract commitment is for 12 months, cancellable within the 12 month period. If a
device is deactivated within the 12 month period, there is a $100 early deactivation fee per
device.
ATTACHMENTS:
Estimate 12876 - Truckee Donner Public Utility District
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