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02-13-2018 CC Rpt 23COUNCIL AGENDA STAFF REPORTCOUNCIL AGENDA STAFF REPORT TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS DATE: FEBRUARY 13, 2018 FROM: CITY MANAGER ITEM NO:23 SUBJECT:AGREEMENT WITH GPS INSIGHT, LLC TO PROVIDE AN AUTOMATED FLEET MONITORING SYSTEM RECOMMENDATION: Authorize the execution of a one-year agreement with four, one-year renewal options with GPS Insight, LLC to provide seventy-seven vehicle tracking modules and the associated vehicle monitoring services in an amount not to exceed $115,744.48. BACKGROUND/ANALYSIS: Staff sought proposals for an Automated Fleet Monitoring System to track City owned vehicles through Global Positioning System (GPS) technology. The Request for Proposal (RFP) process was utilized to identify qualified firms to provide the hardware, software and installation of a web based monitoring system. The installation and ongoing monitoring costs were established as a part of this RFP process, along with the costs for materials. This system will provide information transmitted from the vehicles such as the date, time, speed, idle time, direction and location of seventy-seven city Service vehicles. This data is accessed and saved on a web based interface. Staff solicited for vendors through the City's website for a four week period commencing October 16, 2017. Seven proposals were submitted and evaluated on the criteria specified below. Conformance with the scope of Work and Specification, fifty percent (50%). Reports of references, and the experience and technical competence of the firm and key people on similar projects of equal complexity, fifteen percent (15%). Fee schedule, thirty five-percent (35%). GPS Insight was selected by staff as it scored highest based upon the above-mentioned criteria. In order to save on installation costs, City staff will install the tracking modules on all seventy-seven vehicles. The purchase price reflects the reduction for installation. 108/231 ENVIRONMENTAL (CEQA) REVIEW: This action is not a project within the meaning of the California Environmental Quality Act (California Public Resources Code § 21000, et seq., "CEQA") and CEQA Guidelines (Title 14 California Code of Regulations § 15000, et seq.) Section 15378 and is therefore exempt from CEQA. FISCAL IMPACT: Funds for this purchase are included in the approved FY 2017-18 Equipment Maintenance Operations budget. REVIEWED BY OTHERS: This agenda item has been reviewed by the Contract Compliance Officer and the Finance Director. Respectfully Submitted,Recommended By: Attachments Agreement 109/231 110/231 111/231 112/231 113/231 114/231 115/231 116/231 117/231 118/231 119/231 120/231