Title
Consider approving Resolution No. 2024-180 authorizing the City Manager to enter into a five-year agreement with Samsara, Inc. for the purchase of fleet and asset tracking software and licensing in the amount of $289,351 utilizing Sourcewell Cooperative Agreement; and take appropriate action.
Body
REQUESTOR:
Finance, Fleet, and Facilities Department
BACKGROUND:
The agenda item requests to enter into a contract with Samsara Inc. for GPS tracking software and licensing for City fleets and assets. Currently, the Fleet Department uses Verizon Reveal (Verizon) for non-police vehicles, and the Police Department uses the US Fleet Tracker (Fleet Tracker). The Verizon software tracks mileage data, location data, and trouble codes. Fleet Tracker allows the Police Department to track the location and situation status of the vehicles. We currently have 108 licenses for Verizon and 27 with Fleet Trackers.
DISCUSSION:
At the Government Fleet Expo (GFX), staff attended presentations and vendor booths for GeoTab, Samsara, and GPS Insight. Additionally, they had conversations with other fleet managers from other municipalities to gain insight into what their cities were using. Based on the research conducted by staff, using the MSRP pricing for GPS Insight with the 15-30% discount, Samsara was cheaper by $3.12 to $8.06 for the first-year pricing. Using both the demos and references, it was determined that Samsara was the best fit for the City of Farmers Branch.
Samsara, like Verizon and US Fleet Trackers, will track vehicle GPS and mileage. However, it will also track engine hour data that will automatically be imported into the fuel management system and the fleet information management system. This data can be used to drive decisions that are more efficient and effective with fleet management. Additionally, these systems allow for advanced sensor data such as engine coolant temperature, fuel level, tire pressure, and battery voltage. Finally, the Samsara units will capture real-time driver data to improve efficiency, safety, and productivity.
By contracting with Samara, the City will move to a single system to track the entire vehicle fleet at a lower cost per unit. The uniformity will allow more seamless integration into our systems and more useful data. This contract will also cover 330 assets, including vehicles and assets such as generators and mowers.
This agreement will be subsidized for the first year. However, the contract includes a clause allowing the city to terminate it without a fee within 60 days of the end of the first year if It finds it unusable.
FISCAL IMPACT:
1. Budgeted Financial Impact of $30,208.60 from the Fleet Services Fund.
2. Unbudgeted Financial Impact of $259,142.40 will be requested in future year budgets.
DISTRICT:
Citywide
POSSIBLE COUNCIL ACTION:
1. I move to approve Resolution No. 2024-180 as presented.
2. I move to approve Resolution No. 2024-180 with modifications.
3. I move to table the issue for further study or take no action.
ATTACHMENT(S):
1. Resolution No. 2024-180
2. Samsara for Farmers Branch
3. Presentation