TO: Mayor and Commissioners
FROM: Missie Barletto, Public Works Director
THROUGH: Terrence R. Moore, ICMA-CM
DATE: September 3, 2024
Title
APPROVAL OF ADDITIONAL SPENDING FOR AGREEMENT P2022-065 WITH SAMSARA NETWORKS, INC., FOR FLEET MANAGEMENT TECHNOLOGIES WITH RELATED SOFTWARE SOLUTIONS IN THE AMOUNT OF $49,153.86 FOR A REVISED TOTAL OF $191,310.86
Body
Recommended Action:
Recommendation
Motion to approve Additional Spending for Agreement P2022-065 with Samsara Networks, Inc. for Fleet Management Technologies with Related Software Solutions in the amount of $49,153.86 for a revised total of $191,310.86.
Body
Background:
The Fleet Division of Public Works (Fleet) has an on-going requirement for Global Positioning System (GPS) information and diagnostics on City vehicles and equipment. The technology and associated services allow departmental users access to real-time information on vehicle locations, mileage, and conditions (engine alerts, etc.) improving user safety and aiding in effective management of the use of vehicles.
On October 25, 2022, the City Commission (City) approved Resolution No. 124-22 for Agreement P2022-065 with Samsara Networks, Inc. utilizing pricing, terms, and conditions of Sourcewell Agreement #020221-SAM. The initial term of the agreement is effective through March 26, 2025, with the option of renewing for one (1) additional year.
Recently, both the Utilities and Fire departments have requested installation of GPS units on additional equipment and vehicles assigned to their respective departments. Staff is requesting additional spending for the purchase of 27 new GPS units for Utilities Department generators and 72 new GPS units for light and heavy-duty vehicles assigned to the Fire Department. The initial cost for these units and related licenses is $3,818.61 for Utilities and $15,850.10 for Fire (aggregate cost is $19,668.71). The second year’s cost is $941.64 for Utilities and $3,936.51 for Fire (aggregate cost is $4,878.15).
Additionally, upon approval of the original agreement, the estimated value for the initial term was calculated as a monthly cost, leaving $17,000 available of the initial term however the annual invoice for existing services is billed in full each December. Staff is also requesting an additional $24,607 to cover the annual invoice of $41,607 due in 2024.
|
Agreement Terms |
Revised Amount |
|
October 25, 2022 - March 26, 2025 |
$100,550 (original term) + $19,668.71 (Utilities & Fire first year) + $24,607 (final year of initial term) = $144,825.71 |
|
March 27, 2025 - March 26, 2026 |
$41,607 (original renewal term) + $4,878.15 (Utilities & Fire second year) = $46,485.15 |
|
TOTAL |
$191,310.86 |
Attachments:
1. Samsara Quotes - Utilities & Fire
2. Agreement P2022-065
3. Resolution No. 124-22
City Attorney Review:
N/A
Funding Source/Financial Impact:
|
Department |
Services |
Amount |
Funding Source |
|
Utilities |
27 GPS units & services |
$3,818.61 (FY24) |
441-36-256-536.34-90 |
|
Fire |
72 GPS units & services |
$15,850.10 (FY24) |
001-22-150-526.31-90 |
|
Fleet |
Existing services |
$24,607 (FY25) |
501-43-000-549.41-13 |
Timing of Request:
Timely approval is requested to purchase and receive the new units prior to the end of the current fiscal year.