Agenda Item #13.4
For Council Meeting of: June 6, 2023
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: JEREMY GUNDY, DEPUTY DIRECTOR FIELD SERVICES, TRANSPORTATION AND PUBLIC WORK DEPARTMENT SUBJECT: BLANKET PURCHASE ORDER 164204A INCREASE IN FUNDS FOR ONE YEAR EXTENSION WITH GEOTAB USA, INC AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works and Finance Departments that the Council, by resolution, increase compensation for Blanket Purchase Order 164204A with Geotab USA, Inc., Las Vegas, Nevada for vehicle telematic equipment and data support services under the DGS Cooperative Contract 1-19-58-69 by $175,000, for a total amount not to exceed $425,000.
EXECUTIVE SUMMARY
Transportation and Public Works recommends that Council increase compensation by $175,000 for Blanket Purchase Order 164204A for the purchase of vehicle telematic systems, equipment, and data support. The original purchase order was approved in 2021 with a series of seven one-year extension options. The current Blanket Purchase order is due to expire on June 17, 2023 and staff intends to exercise an additional one year option through June 17, 2023, but additional funds are needed, as requested here by staff.
BACKGROUND
In October 2020, Purchasing released Request for Proposal 20-105 for Vehicle Equipment Telematic System.
On March 23, 2021, City Council approved a one-year blanket purchase order with seven one-year extensions to Geotab USA, Inc., Las Vegas, Nevada in the amount of $250,000 for the purchase of Geotab vehicle telematic system and components for fleet vehicles, utilizing the State of California (DGS) Cooperative Contract Number 1-19-58-69.
Transportation and Public Work Department has a need for the ongoing purchase of telematic equipment and components, and vehicle monitoring services through Geotab USA, Inc.
A Telematic device communicates with a vehicle or equipment system to record utilization and performance of City of Santa Rosa vehicles and equipment. Transportation and Public Works Fleet Division has installed approximately 700 telematic devices to date, providing vehicle location information, trips history, emissions compliance, and performance information. The collected information can be used by various department to manage operations, including dispatching during emergencies, validating equipment usage, managing maintenance programs, analyzing vehicle electrification compatibility, and ensuring compliance with regulatory agencies, such as the Bureau of Automotive Repair’s Continuous Emissions Testing Program.
The Geotab telematic system updates in 1 second intervals and stored records are immediately available for up to 1 year after capture.
PRIOR CITY COUNCIL REVIEW
On March 23, 2021, the City Council, by Resolution RES-2021-048, approved Blanket Purchase Order 164204 for one year with seven one-year renewal options in a total not-to-exceed amount of $250,000.
ANALYSIS
Council originally awarded the Blanket Purchase Order for a one-year period through June 17, 2022, with seven one year extension options. The City exercised its option to extend the Blanket Purchase Order through June 17, 2023. Staff intends to exercise another one-year extension option under the Blanket Purchase Order through June 17, 2024; however, additional funds are needed beyond the $250,000 authorized for this additional year. Staff recommends that Council authorize an additional $175,000 in funds for the Blanket Purchase Order going forward, bringing the not-to-exceed amount to $425,000..
The City has utilized and intends to continue to utilize a cooperative agreement approach to purchasing, specifically utilizing the Department of General Services Cooperative Contract 1-19-58-69
FISCAL IMPACT
Approval of this action does not have a fiscal impact on the General Fund. Funds for this expense are included in the Fiscal Year 2022-23 of 300108 adopted budget within the Transportation and Public Work Department as a regular operating expenditure and are expected to be included in subsequent years’ budget proposals when presented to the City Council.
ENVIRONMENTAL IMPACT
The Council finds that the proposed action is exempt from the provisions of the California Environmental Quality Act (CEQA) under section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and that no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not Applicable
NOTIFICATION
Not Applicable
ATTACHMENTS
Resolution
PRESENTER
Zac Brand
BLANKET PURCHASE ORDER 164204 WITH GEOTAB USA, INC. ONE YEAR EXTENSION PAGE 3 OF 3