Agenda Item No: 1.h
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: September 3, 2024
Submitted by: Samantha Byfield
From: Public Works
Subject:
Authorize a Three -Year Agreement with Samsara, Inc., for Hardware and Services to Implement Vehicle Telematics Management System
Financial Impact:
Fiscal Impact:
Expense: $22,333.19 First Year Subscription Cost
$22.207.19 Annual Subscription Cost (Year 2 and Year 3) $66,747.57 Three -Year Subscription Total Cost (FY 2024-25 to FY 2026-27) Budget: $22,334.00 FY 2024-25 Operating Budget (750000-6366) $22,207.19 Future FY 2025-26 Operating Budget
$22,207.19 Future FY 2026-27 Operating Budget
Summary:
Annually, the Public Works Department evaluates the City Fleet and recommends the replacement of existing vehicles and equipment based upon the useful service lives, vehicle use patterns and needs of City operations. To assist in managing the City Fleet, Staff recommends that the City Council authorize a three-year agreement with Samsara, Inc. (Samsara), to implement a telematics management system. As part of the approved Fiscal Year (FY) 2024-25 Operating Budget, Technology Impact Fee funds were budgeted for implementation of this program. The recommended action will approve a three-year subscription with Samsara to provide the necessary hardware and software using the available budgeted funds. The contract costs for the first year of the subscription are included within the current operating budget. The future cost of the services will be included in the operating budgets for future fiscal years.
Recommendation:
Recommended Action: It is recommended that the City Council:
1. Authorize a three-year agreement with Samsara for hardware and services to implement a vehicle telematics management system for a cumulative amount of $66,747.57; and
2. Authorize the City Administrator to approve any agreement term extensions based on performance and amendments up to 10% of the agreement amount; and
3. Authorize the City Administrator and/or his designee to issue a purchase order to Samsara and execute all necessary documents, in a form approved by the City Attorney.
Strategic Plan Statement:
There is no specific strategic planning goal or objective associated with this agenda item.
Discussion:
The City of Placentia maintains a fleet of approximately 125 vehicles. To better manage and maintain resources, telematics hardware will need to be installed on City vehicles. A telematics management system will enhance the City's ability to manage assets and monitor vehicle performance through information obtained from the vehicle's computer system. This will allow the capture of data such as gas mileage, engine run time, idle time, vehicle utilization and odometer readings to better schedule preventive maintenance. This data will help inform decisions on vehicle replacement or reassignment based upon use patterns and City needs. As Staff considers vehicle replacements moving forward, data provided from the telematics management system will better identify which vehicles may be more suitable for replacement with electric or more fuel-efficient vehicles. The telematics management system will provide City -fleet specific data rather than having to rely upon published average figures on gas mileage and efficiency.
After demonstrations from six telematics vendors, Staff selected the Samsara platform based upon the reporting and software capabilities. Samsara will provide all necessary hardware as well as provide access to the online reporting platform. Pursuant to the City of Placentia Municipal Code, Section 3.08.070, purchases of supplies, services and equipment may forego bid procedures when participating in an established governmental cooperative program. The quote solicited from Samsara is reflective of a Sourcewell Cooperative Purchasing Agreement and based on a three-year subscription term. As such, Staff recommends the City Council authorize a three-year agreement with Samsara to implement a telematics management system in the amount of $22,333.19 for the first year and $22,207.19 for each of the following years for years two and three for a cumulative total three-year cost of $66,747.57, utilizing budgeted funds in the adopted FY 2024-25 Operating Budget. The total cost for the first year includes the cost of shipping the hardware. The future cost of the services will be proposed in the operating budgets for future fiscal years.
Fiscal Impact Summary:
A total of $22,334 of Technology Impact Fee funds were budgeted in the FY 2024-25 Operating Budget for this purchase. The quote from Samsara is for a three-year subscription.
The cost for the first year is $22,207.19 and $126 for shipping, for a total of $22,333.19. The annual cost for Year 2 and Year 3 of the subscription will be $22,207.19. The future cost of these services will be proposed in the operating budgets for future fiscal years. As such, sufficient funds exist for the recommended actions.
Attachments
Samsara Service Agreement
Sourcewell Pricing Information.pdf