HomeMy WebLinkAbout2016-12-13 - AGENDA REPORTS - FLEET MGMT SYSTEM (2)Agenda Item: 16
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: fill
DATE: December 13, 2016
SUBJECT: FLEET MANAGEMENT SYSTEM
DEPARTMENT: Administrative Services
PRESENTER: Joseph Oerum
RECOMMENDED ACTION
City Council:
Award service agreement to Verizon Networkfleet for a fleet management system in a three-
year bundle using the National Joint Powers Alliance (NJPA) Contract 051613-MWF in an
amount not to exceed $143,262.
2. Transfer $143,262 from the Self Insurance Fund to the General Fund. Increase by $143,262
transfers -in account 100-4711.721 and transfers -out account 72119500-5501.100.
Appropriate $143,262 from the General Fund to Vehicle Maintenance Contractual Services
expenditure account 14503-5161.001 as follows: $29,244 in Fiscal Year 2016-17, $44,136 in
Fiscal Year 2017-18, $44,136 in Fiscal Year 2018-19, and $25,746 in Fiscal Year 2019-20.
3. Authorize the City Manager or designee to execute the contract and associated documents
subject to City Attorney approval.
BACKGROUND
In April 2008, the City began a two-year pilot program with Verizon Networkfleet. This was a
trial program to help determine the benefits and uses of a fleet management system. Fifteen
vehicles from multiple departments had the system installed. Features used were fleet
maintenance scheduling, remote diagnostics of vehicle problems, and dispatching employees.
These systems stayed operational until April 2010. In September 2013, the system was installed
in three of the City's graffiti -removal vehicles, and the units are still active.
After extensive review by Fleet maintenance, staff continues to support the idea of a fleet
management system, as it is a useful tool for scheduling maintenance, monitoring fuel economy,
tracking idle time, diagnosing vehicle concerns, and tracking assets. Verizon Networkfleet's
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three-year bundle includes a one-time installation on 145 vehicles for a fee of $10,854 and a
monthly service subscription of $3,678 for a 36-month agreement, totaling no more than
$143,262.
On July 11, 1995, the City Council approved the use of "piggyback" purchasing. This process
permits the City to place orders against a competitively awarded, existing public agency contract.
The National Joint Powers Alliance (NJPA) contract 102811 was competitively solicited and
awarded on November 14, 2011, with consecutive renewals through 2017, allowing the City to
take advantage of an existing process. NJPA Contract 051613-MWF was publicly bid and
completed for piggyback contract use.
Staff has reviewed the NJPA contract for a fleet management system and believes Verizon
Networkfleet to be an efficient and cost-effective solution.
ALTERNATIVE ACTION
Other actions as determined by the City Council.
FISCAL IMPACT
Upon approval of the above recommended action, sufficient funds will be available to cover the
one-time installation cost of $10,854 and the 36-month service subscription totaling $132,408.
Total amount for system not to exceed $143,262.
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