City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2025-01756 11/18/2025
Cooperative Purchase Agreement: Fleet Telematic Services [Published for 10-Day Review 11/05/2025]
File ID: 2025-01756
Location: Citywide
Recommendation: Pass a Motion: 1) approving the use of the Sourcewell cooperative purchase agreement with Samsara (Contract 102924-SAM) for the purchase of fleet telematic services in an amount not to exceed $2,649,690 through April 23, 2029, or November 26, 2030, if Sourcewell extends the contract for an additional year, for a full five-year term contract; and 2) authorizing the Interim City Manager or designee to execute the agreement provided that sufficient funds are available in the adopted budget for the applicable fiscal years.
Contact: Stacey Chatman, Program Specialist, (916) 808-6711, [email protected]; Alison Kerstetter, Fleet Manager, (916) 808-1163, [email protected]; Department of Public Works
Presenter: None
Attachments:
1-Description/Analysis
2-Contract
Description/Analysis
Issue Detail: The Department of Public Works, Fleet Management Division, has an ongoing requirement to provide Fleet telematic services for City Fleet so that mileage, fuel, GPS location, and certain engine diagnostics can be received and reviewed by the Fleet Division and the using departments.
Policy Considerations: The recommendations in this report are in accordance with City Code Chapter 3.56, which requires City Council approval of actions of $250,000 or more and which provides for the use of cooperative purchase agreements without competitive bidding (Section
3.56.240) and Sacramento City Code Section 4.04.020 and Council Rules of Procedure, Chapter 7, Section E.2.d, which requires additional posting time for labor agreements and agreements greater than $1 million. This item was published for 10-day review on November 5, 2025, in compliance with
File ID: 2025-01756 11/18/2025
the City Code.
Economic Impacts: None.
Environmental Considerations: California Environmental Quality Act (CEQA): California Environmental Quality Act (CEQA): No environmental review is necessary because the recommendations in this report involve the purchase of vehicle services and are not considered to be a project in accordance with Section 15378(b)(2) of the California Environmental Quality Act guidelines.
Sustainability: Not applicable.
Commission/Committee Action: None.
Rationale for Recommendation: The Department of Public Works, Fleet Management Division, currently has Samsara telematic devices installed on all City fleet assets. The telematics are used on fleet assets to provide efficient driving routes, track idle time, engine problems, and trip distances.
Samsara also has an integrated, electronic verified pre-trip and post-trip vehicle inspection feature which provides Electronic Vehicle Inspection Reports (EVIR) to aid City staff in maintaining compliance with State mandated daily vehicle inspections. Any mechanical concerns found during daily inspections will generate a work request in the AssetWorks M5 system used by City Fleet Shops and informs the appropriate fleet shop for immediate attention or scheduled workload based on the severity of the concern. Furthermore, Samsara provides an automated and paperless vehicle inspection process and record retention system that meets California Highway Patrol requirements for commercial vehicle safety. Since implementation, the equipment has performed as expected and has helped departments achieve operational efficiencies, fuel savings, decreased maintenance costs and vehicle downtime. After reviewing the available purchase options, the Fleet Management Division has determined that using the cooperative purchase agreement between Sourcewell and Samsara represents the most advantageous purchasing strategy. The contract was competitively bid, and the cooperative purchasing agency receives greater discounts from the manufacturer due to a higher purchase volume than the City would receive if issuing its own bid.
In an ongoing effort to maximize cost savings and staff resources, many government agencies share contracting efforts through cooperative purchasing. This procurement method increases pricing competitiveness and lowers capital costs through volume buying. When comparing the administrative costs of procurement, staff considers product research, source selection, specifications, advertising, staff reports, awarding, protest, and administration of the contract.
The City has used both regional and national cooperative purchase agreements to complement its own contracting initiatives. Cooperative purchasing enables City departments to evaluate a broader range of contracting opportunities and to share resources with other jurisdictions. Cooperative purchasing also leverages internal and external resources to maximize cost savings opportunities for
File ID: 2025-01756 11/18/2025
the City.
Financial Considerations: Sufficient funding exists in the Department of Public Works, Fleet Management Division, Fiscal Year (FY) 2025/26 Approved Operating Budget (Fleet Fund, Fund 6501) to purchase the telematic system through June 30, 2026. Purchases made after June 30, 2026, are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): Samsara is not an LBE vendor. The minimum LBE participation requirement is waived for the City’s use of cooperative purchase agreements that have been competitively bid, evaluated, and awarded by other governmental agencies that may or may not have similar LBE programs.