DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Telematics/Vehicle Based GPS Solution
SUMMARY:
This ordinance authorizes a 3-year contract with Thingtech, Inc. to provide for the purchase, installation and maintenance of vehicle-based Global Positioning System (GPS) units for a quantity of 288 vehicles for a total cost of $296,352.00. Funding for this contract is available through the FY 2018 Development Services and Facilities Services Fund Budgets. Future funding for this contract is subject to appropriation as part of the annual budget process.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the proposal from Thingtech, Inc. to provide for the purchase, installation and maintenance of vehicle based GPS units for a quantity of 288 vehicles. Contract expenditures in the amount of $257,250.00 will be allocated to the Development Services Fund and $39,102.00 to the Facilities Services Fund for a total contract cost of $296,352.00. Of the $296,352.00, $205,602 will fund the 3-year subscription, and $90,750 will fund the purchase of the hardware.
The initial pilot period (Phase I) shall begin upon approval of the contract by City Council and will consist of installing GPS units on 125 Development Services vehicles and 38 Building Equipment Services vehicles along with system implementation. Phase II will consist of installing GPS units on the remaining 125 vehicles from the Development Services Department and will commence after a successful implementation of Phase I.
The City issued a Request for Competitive Sealed Proposal (RFCSP) for “Telematics/Vehicle Based GPS Solution” (RFCSP 6100010048) on March 14, 2018, with a submission deadline of April 6, 2018. Six proposals were received and all were deemed responsive. Thingtech, Inc. was selected based on the City’s standard RFCSP Evaluation process. The evaluation team consisted of representatives from the Development Services Department, Building and Equipment Services Department and the Information Technology Services Department. The Finance Department, Purchasing Division assisted by ensuring compliance with City procurement policies and procedures. The proposals were evaluated based on the firm’s qualifications, experience, quality of service, previous performance, proposed plan and price schedule. Additional categories of consideration included references and financial qualifications. The evaluation of each proposal response was based on a total of 100 points; 45 points allotted for experience, background, qualifications; 35 points allotted for proposed plan; and 20 points allotted for respondent’s price schedule.
The evaluation committee met on May 8, 2018 to discuss and evaluate the six responsive proposals received. After an initial committee review and discussion, the individual technical scores were submitted and the aggregate scores were presented. The evaluation committee elected to shortlist the respondents based upon initial scores and invite the three top-ranked respondents for interviews. Interviews and demonstrations were held on May 15, 2018. Afterwards, the evaluation committee met and individual scores were re-submitted. Once the recommendation for award was agreed upon by the committee, the pricing scores were revealed. Thingtech, Inc. received the highest ranking and was recommended for award by the evaluation committee.
The initial term of the agreement shall be for a period of one year with two additional one-year renewals at the City’s option shall also be authorized by this ordinance.
ISSUE:
This ordinance authorizes a contract with Thingtech, Inc. to provide the Development Services and Building Equipment Services departments with the ability to track and manage vehicles with installed GPS units. The vehicle’s GPS system will not only track location but will also include an accelerometer which will track functions such as harsh acceleration/braking, speeding and idling.
The Small Business Economic Development Advocacy (SBEDA) Ordinance requirements were waived due to the lack of small, minority, and/or women businesses available to provide these goods and services.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business (VOSB) Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be awarded, the City will not be able to actively manage the Development Services and Building Equipment Services departments’ fleets or be able to hold personnel accountable for use violations of the specific vehicle to which they may be assigned.
FISCAL IMPACT:
All expenditures will be in accordance with the Department’s adopted budget approved by City Council. Purchases made by the Department are as needed and dependent upon available funds within their adopted budget.
RECOMMENDATION:
Staff recommends approval of the contract with Thingtech, Inc. to provide the Development Services and Building Equipment Services departments with a contract to provide for the purchase, installation and maintenance of vehicle based GPS units for a quantity of 288 vehicles for a total cost $296,352.00. The initial term of the agreement shall be for a period of one year with two additional one-year renewal options.
This contract is procured by means of a Request for Competitive Sealed Proposal and a Contracts Disclosure Form is required.