Agenda Item #13.1
For Council Meeting of: June 4, 2024
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 COMPENSATION 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 Department of General Services Cooperative Contract 1-19-58-69 by $175,000, for a total amount not to exceed $600,000.
EXECUTIVE SUMMARY
Transportation and Public Works Department (TPW) requests to extend Blanket Purchase Order (BPO) 164204A for a one-year period for the purchase of vehicle telematic systems (VTS), equipment, and data support. The BPO is set to expire on June 17, 2024, and needs additional compensation.
BACKGROUND
On March 23, 2021, City Council approved a one-year BPO with seven, one-year extensions with Geotab USA, Inc., Las Vegas, Nevada in the amount of $250,000 for the purchase of Geotab VTS and components for fleet vehicles, utilizing the Department of General Services (DGS) Cooperative Contract Number 1-19-58- 69.
On June 6, 2023, City Council ratified the use of the agreement between June 17, 2022, and June 17, 2023, and approved a one-year extension through June 17, 2024, with increase in compensation in the amount of $175,000.
TPW has a need for the ongoing purchase of VTS and components, and vehicle monitoring services through Geotab USA, Inc.
A VTS device communicates with a vehicle or equipment system to record utilization and performance of City of Santa Rosa vehicles and equipment. TPW Fleet Division has installed approximately 700 VTS devices to date, providing vehicle location information, trips history, emissions compliance, and performance information. The collected information can be used 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 VTS updates in one (1) second intervals and stored records are available immediately for up to one (1) year after capture.
PRIOR CITY COUNCIL REVIEW
On March 23, 2021, City Council approved a one-year blanket purchase order with seven, one-year extensions to Geotab USA, Inc. in the amount of $250,000.
On June 6, 2023, City Council approved a one-year extension increase in compensation, in the amount of $175,000.
ANALYSIS
The TPW requests to extend the use of the BPO for another one-year period through June 17, 2025, and an increase in the amount of $175,000.
Staff recommends that Council authorize an additional $175,000 in funds for the BPO, bringing the “not-to-exceed” amount to maximum amount of $600,000. The City has utilized, and intends to continue to utilize, a cooperative agreement approach to purchasing and utilizing the DGS Cooperative Contract 1-19-58-69 which remains valid through June 17, 2025.
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 2023-24 of 300108 adopted budget within the TPW as a regular operating expenditure and is expected to be included in subsequent years budget proposals when presented to the City Council. Approval of this action does not have a fiscal impact on the General Fund
ENVIRONMENTAL IMPACT
This action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines 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 no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not Applicable
NOTIFICATION
Not Applicable
ATTACHMENTS
Resolution
PRESENTER
Zac Brand, Fleet Superintendent
BLANKET PURCHASE ORDER 164204 WITH GEOTAB USA, INC. ONE-YEAR EXTENSION PAGE 3 OF 3