TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract with Geotab USA, Inc., of Las Vegas, Nevada, for the purchase of Global Positioning System (GPS) tracking software, hardware and installation services, on the same terms and conditions afforded to the State of California, Department of General Services contract, for a startup amount of $170,762 plus a 10 percent contingency of $17,076 in year-one, and an annual amount of $170,620 for monitoring service in year-two, for a total contract amount not to exceed $358,458 over a two-year period, with the option to renew the contract for seven additional one-year periods at an annual amount of $170,620, at the discretion of the City Manager; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Geotab USA, Inc. (Geotab), for the purchase of GPS tracking software, hardware and installation services. The GPS software provided by Geotab would replace the City’s current Zonar GPS tracking system, which is equipped on 653 vehicles, totaling 26 percent of the City’s fleet.
The Fleet Services Bureau of the Financial Management Department investigated procurement options for GPS tracking software, hardware, and installation and discovered the State of California had completed an open, fair, transparent, and competitive procurement process. The City reviewed this cooperative agreement option under the State of California’s contract and Geotab was selected for its ability to capture data on engine conditions and vehicle performance, and its ability to produce customizable reports to suit the needs of all departments.
City Charter Section 1802 provides an alternative procurement method by permitting the City to purchase or otherwise obtain services, supplies, materials, equipment and labor with other governmental agencies by purchasing under their contracts on a voluntary and selective basis when authorized by a Resolution of the City Council.
This matter was reviewed by Deputy City Attorney Taylor M. Anderson on December 24, 2019, Purchasing Agent Tara Yeats on December 17, 2019, and by Revenue Management Officer Geraldine Alejo on December 26, 2019.
TIMING CONSIDERATIONS
City Council action is requested on January 14, 2020, to ensure that a contract is in place expeditiously.
FISCAL IMPACT
The initial startup cost of the contract will not exceed $187,838, inclusive of a 10 percent contingency. The monitoring and service contract amount for year-two and beyond will not exceed $170,620 annually. The total cost of the contract over a two-year period will not exceed $358,458 and is budgeted in the Fleet Service Fund Group in the Financial Management Department. Purchasing and annual monitoring costs will be charged to multiple funds and departments through the regular Fleet Services Memorandum of Understanding (MOU) monthly billing process. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH GEOTAB USA, INC. FOR THE PURCHASE OF GLOBAL POSITIONING SYSTEM (GPS) TRACKING SOFTWARE, HARDWARE AND INSTALLATION SERVICES, THROUGH THEIR AGREEMENT WITH THE STATE OF CALIFORNIA, DEPARTMENT OF GENERAL SERVICES FOR A STARTUP AMOUNT OF $170,762 PLUS A TEN PERCENT CONTINGENCY OF $17,076 FOR YEAR ONE, AND AUTHORIZE AN ANNUAL AMOUNT OF $170,620 FOR MONITORING SERVICE FOR YEAR TWO, WITH THE OPTION TO RENEW FOR SEVEN ADDITIONAL ONE-YEAR PERIODS AT AN ANNUAL AMOUNT OF $170,620
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
THOMAS B. MODICA
ACTING CITY MANAGER