SUBJECT/RECOMMENDATION:
Title
Approve a contract (purchase order) to DataRemote Inc. of Miami, FL in the annual amount of $475,000, for GPS/RFID Technology Services for a five-year term, with a five-year renewal term at the City’s discretion, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The City provides a multitude of public services including Utility Services, Recreational Services, Engineering Services, Planning and Development Services, and Public Safety Services. To support daily operations, the City employs a fleet of over 1,000 vehicles. DataRemote Inc. will provide the City with a GPS/Fleet Management/Fuel Management Solution to improve the efficiency and accountability of the City’s vehicle fleet and fuel management.
In June of 2016 the City put out a Request for Proposals (RFP) 38-16 GPS/Fleet Management Solution intended to improve the efficiency and accountability of the City’s vehicle fleet. We received eight qualified responses. Each respondent was evaluated and ranked by the City’s seven member panel evaluation committee to include the Purchasing Manager. Presentations/ Interviews were conducted and DataRemote Inc. was selected and awarded the contract.
The goal of this multiyear contract, between the City of Clearwater and the Managed Service Provider (MSP) is to improve the efficiency and longevity of the City’s vehicle fleet, while reducing the administrative burden on city staff. Accomplishing these goals will require both hardware and software improvements to the City’s current fueling system and fleet management system, which will be provided by DataRemote under the MSP contract.
The first improvement will incorporate RFID technology into the City’s fuel management system to ensure proper vehicle identification, enable the transfer of vital vehicle health information, and manage fuel slippage. The next improvement is aimed at identifying drivers of pool vehicles which will assist managers in monitoring employee driving habits. Solid Waste will benefit from improved routing, RFID recycling production monitoring, and electronic DOT inspections that can be immediately relayed to Fleet Maintenance.
This is a 5-year agreement with an annual amount of $475,000.00 for a total $2,375,000.00. This is a 5-year agreement with an option for a 5-year renewal term at the City’s discretion.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project 315-94246, Fleet Management and Mapping, to fund this contract for the remainder of the fiscal year. Future year funding will be budgeted across all user departments as part of fleet charges.