TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract and any amendments thereto with Zonar Systems on the same terms and conditions afforded to the Poway Unified School District for the purchase of Web-Based, Commercial Vehicle Management Program and Global Positioning System and on-going maintenance agreements in the total amount not to exceed $150,000 including tax, at the discretion of the City Manager, with the option of adding expenditures up to 10 percent (or $15,000) above the contract amount, if necessary and if funds are available. (Citywide)
DISCUSSION
City Council approval is being requested authorizing the City Manager to execute a contract for the purchase of a Web-Based, Commercial Vehicle Management Program and High Definition Global Positioning System (HDGPS modules) from Zonar Systems and on-going maintenance agreements for the Department of Public Works, Environmental Services Bureau (ESB).
Zonar Systems offers HDGPS modules that will not only assist ESB in improving operational efficiency and customer service, but will also save money through reduced fuel expenses. Zonar Systems will give ESB the ability to locate and reroute the closest vehicles to respond to customer service requests. This will provide quicker response times for reports of dumped items and other special pick-ups. Historical data can also be utilized to verify complaints by residents of excess speed, missed refuse collections and parking enforcement issues. Drivers can be monitored to maximize the use of labor hours, and routes can be audited to determine the most fuel-efficient operational practices.
Zonar Systems will improve safety and ensure compliance with all State-mandated pre- and post-trip inspections through a real-time alert system that notifies dispatch of any vehicle that does not perform the required inspection, or leaves the facility with a critical defect. In addition, Zonar Systems will improve communication with Fleet Services by sending real-time notifications of any defects directly to Fleet Services' maintenance scheduling software. The ability to integrate with Fleet Services' maintenance software for a more accurate and timely reporting system will result in reduced down times.
ESB has been evaluating Zonar Systems for several months through a ten-vehicle pilot program, which has received positive feedback from both drivers and administrative staff. The pilot program has already identified an estimated annual fuel savings of over $40,000 through enhanced idle-time management. In addition, ESB anticipates savings by utilizing Zonar Systems' historical route data to analyze and adjust current refuse, street sweeping and parking enforcement deployments for more efficient operations. The pre- and post-trip inspection process has not only been easy to use, but has also resulted in more complete and thorough vehicle reports. The ability to accurately locate vehicles in the field, and track historical data through HDGPS modules, has given ESB a powerful tool to more effectively manage staff. In addition, the entire Zonar Systems team has been very supportive and responsive to customer service requests.
ESB investigated procurement options and learned that the Poway Unified School District solicited bids for HDGPS modules in March 2007. Zonar Systems was selected as the lowest responsible bidder; Poway Unified School District entered into a contract with Zonar Systems.
The City Charter provides for 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 Amy R. Burton on March 24, 2009 and Budget and Performance Management Bureau Manager David Wodynski on March 25, 2009.
SUSTAINABILITY
Zonar Systems Will support the City's commitment to sustainability and help reduce greenhouse gas emissions (GHG) by monitoring excess vehicle idle times. In addition, Zonar Systems will identify the amount of GHG emissions produced during the idle time, which can be utilized to quantify the City's efforts to reduce fleet emissions. Also, Zonar Systems will replace the current manual inspection process with a paperless, electronic version. The California Highway Patrol has officially approved of its use.
TIMING CONSIDERATIONS
City Council action to adopt the attached Resolution is requested on April 14, 2009 to ensure that the contract is in place expeditiously to minimize delivery turnaround time. ]
FISCAL IMPACT
The cost of this contract is $150,000 including tax, and is budgeted in the Refuse and Recycling Fund (EF 330) in the Department of Public Works (PW). Of this amount, approximately $100,000 is a one-time purchase cost and $50,000 is for ongoing maintenance. The City will have the option of adding expenditures up to 10 percent (or $15,000) above the contract amount, if necessary and if funds are available.
SUGGESTED ACTION
Approve recommendation.
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO PURCHASE ONE HUNDRED SEVENTYFIVE WEB-BASED, COMMERCIAL VEHICLE MANAGEMENT PROGRAM AND HIGH-DEFINITION GLOBAL POSITIONING SYSTEMS THROUGH THE AGREEMENT BETWEEN THE POWAY UNIFIED SCHOOL DISTRICT AND ZONAR SYSTEMS
Respectfully Submitted,
LORI ANN FARRELL
DIRECTOR OF FINANCIAL MANAGEMENT/CFO
MICHAEL P. CONWAY
DIRECTOR OF PUBLIC WORKS
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APPROVED: |
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PATRICK H. WEST |
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CITY MANAGER |