July 28, 2026
Public Works
DATE: July 28, 2026
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, Director of Public Works
Darin Fitzpatrick, Assistant Deputy Director of Public
Works, Operations & Maintenance
Subject:
Cooperative Purchasing Agreement with Motive
Technologies, Inc. for Fleet Management Technology
Solutions
FINANCIAL IMPACT: The proposed contract will be funded through the approved Fiscal Year 2026–2027 Public Works
Operations and Maintenance budget. The contract
provides for an initial three-year term in an amount not to exceed $375,000 ($125,000 annually), with the option to extend the contract for two additional one-year terms in an amount not to exceed $125,000 annually, for a total
potential contract amount not to exceed $625,000.
Funding for the two option years will be subject to future City Council budget appropriations (Account String:
01235031-400209).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The City’s existing fleet management system no longer
meets its operational, safety, maintenance, location-
tracking, and reporting needs. Following a successful six- month pilot, City staff determined that the Motive platform would improve fleet safety, vehicle and equipment
location tracking, maintenance management, reporting,
accountability, and operational oversight. City staff
requests City Council approval of a contract with Motive Technologies, Inc., through a Sourcewell cooperative
AGENDA
REPORT
July 28, 2026
purchasing agreement, to replace the current system with an integrated fleet management platform.
RECOMMENDED ACTION:
APPROVE a contract with Motive Technologies, Inc.,
utilizing Sourcewell Cooperative Purchasing Master
Agreement No. 102924-MTV, for fleet management
technologies with related software solutions for an initial three-year term in an amount not-to-exceed $375,000,
with the option to extend the contract for two additional one-year terms in an amount not-to-exceed $125,000
annually, for a total potential contract amount not-to- exceed $625,000; and AUTHORIZE the City Manager, or
designee, to execute the contract and any amendments
or related documents necessary to administer the
contract, provided such amendments do not exceed the
approved contract authority – Public Works Department.
(Daniel Chavarria 510-620-5478/Darin Fitzpatrick 510-
231-3044).
DISCUSSION:
The City of Richmond operates and maintains a diverse fleet of vehicles and equipment supporting Public Works, Police, Fire, Parks, Facilities, Engineering, Code Enforcement, and other municipal operations. Efficient management of these assets is essential to maintaining service levels, improving employee safety, maximizing equipment availability, reducing operating costs, and ensuring responsible stewardship of public resources.
The City currently utilizes a fleet telematics and fleet management platform; however, City staff has determined that the existing system no longer provides the functionality necessary to effectively support the City's expanding fleet and increasing operational demands. While the current platform provides basic GPS tracking capabilities, it lacks many of the integrated fleet management technologies now considered industry best practices, including AI-enabled safety technology, advanced operational analytics, comprehensive preventative maintenance integration, equipment utilization reporting, automated compliance reporting, driver coaching, enhanced fleet visibility, and centralized fleet reporting.
Recognizing these limitations, City staff evaluated commercially available fleet management platforms capable of meeting the City's current and future operational needs. As part of that evaluation, the City implemented a six-month pilot program utilizing the Motive fleet management platform to assess its capabilities under actual operating conditions.
During the pilot period, City staff evaluated GPS accuracy, vehicle and equipment tracking, AI-enabled driver safety technology, reporting capabilities, maintenance
July 28, 2026
management features, geofencing, ease of implementation, system reliability, customer support, and overall usability across daily fleet operations.
The pilot program demonstrated measurable improvements in fleet visibility, operational oversight, driver accountability, reporting capabilities, maintenance planning, and overall fleet management efficiency. Based upon the successful pilot program and staff's evaluation of available alternatives, City staff determined that Motive Technologies, Inc. provides the most comprehensive, scalable, and operationally beneficial solution for the City's current and future fleet management needs.
Cooperative Purchasing Justification:
City staff recommend awarding a contract to Motive Technologies, Inc. through piggyback procurement pursuant to Richmond Municipal Code Section 2.52.320 utilizing Sourcewell Cooperative Purchasing Master Agreement No. 102924-MTV.
Sourcewell is a nationally recognized governmental cooperative purchasing organization that conducts competitive solicitations on behalf of participating public agencies throughout the United States and Canada. Sourcewell competitively solicited Request for Proposals No. 102924 for Fleet Management Technologies with Related Software Solutions, resulting in the award of Master Agreement No. 102924-MTV to Motive Technologies, Inc. The resulting contract includes fleet telematics, GPS tracking, AI-enabled safety technology, maintenance management, equipment tracking, fleet analytics, fuel reporting, and related software solutions.
Consistent with Richmond Municipal Code Section 2.52.320, City staff independently reviewed the Sourcewell solicitation, procurement process, contract documents, pricing structure, and the completed Piggyback Purchasing Agreement Justification. Staff determined that:
The originating contract was competitively solicited by a public agency through an open and competitive procurement process consistent with recognized public purchasing standards.
The scope of services available under Sourcewell Master Agreement No. 102924-MTV fully satisfies the City's operational requirements for Fleet Management Technologies with Related Software Solutions. The contract remains active and available for use by participating public agencies.
The City's operational requirements are materially consistent with those competitively solicited through the Sourcewell procurement. Utilizing the existing cooperative purchasing contract provides competitively established pricing, standardized contract terms, and significantly reduces the administrative cost, staff time, and expense associated with conducting a separate formal competitive solicitation.
Furthermore, City staff determined that replacing the City's existing fleet telematics and fleet management platform through the Sourcewell cooperative purchasing contract
July 28, 2026
represents the most advantageous procurement method for the City. The completed Piggyback Purchasing Agreement Justification documents City staff's independent review of the procurement process and confirms that utilizing the cooperative purchasing contract is in the City's best interest.
Additionally, the Sourcewell contract provides participating agencies with discounted pricing from commercial list pricing together with applicable volume discounts, allowing the City to obtain competitively established pricing while avoiding the time and expense associated with conducting a separate competitive procurement process.
Accordingly, City staff recommend approving a contract with Motive Technologies, Inc. utilizing Sourcewell Cooperative Purchasing Master Agreement No. 102924-MTV to replace the City's existing fleet telematics and fleet management platform and implement a modern, scalable fleet management solution that supports the City's current operational needs and future growth.
OPERATIONAL IMPACT:
Implementation of the Motive Fleet Management Technologies platform will significantly improve operational efficiency, employee safety, and fleet accountability across City departments by replacing the City's existing fleet telematics and fleet management platform with a modern, integrated fleet management solution.
Key operational benefits include:
Real-time GPS visibility of City vehicles and equipment. AI-enabled dash cameras with driver coaching and collision detection capabilities to improve employee safety and reduce risk.
Automated preventative maintenance scheduling to improve vehicle reliability, reduce downtime, and extend equipment life.
Enhanced monitoring of vehicle utilization, idle time, fuel consumption, and overall fleet performance.
Geofencing, trip histories, and automated reporting to improve accountability and operational oversight.
Data-driven fleet replacement planning through comprehensive lifecycle and utilization analytics.
Centralized reporting and fleet management tools that reduce administrative workload and improve decision-making.
Improved deployment of fleet resources to increase operational efficiency and customer service responsiveness.
A scalable cloud-based platform capable of supporting future fleet growth and evolving operational needs.
Collectively, implementation of the Motive platform will modernize the City's fleet management program, improve employee safety, strengthen accountability, reduce operational risk, improve fleet utilization, and support the efficient delivery of municipal services throughout the City.
July 28, 2026
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – Sourcewell Request for Proposals No. 102924 and Addenda Attachment 3 – Fleet Management Technologies Procurement Documents Attachment 4 – Piggyback Purchasing Agreement Justification Attachment 5 – Sourcewell Cooperative Purchasing Master Agreement No. 102924- MTV
Attachment 6 – Motive Technologies Pricing Sheet
Attachment 7 – Sourcewell Board Resolutions