Title/Name/Summary
Public Works Automatic Vehicle Locator System
History
The Public Works V&E Division had previously received Board approval and budgeted for the software support of Automatic Vehicle Locators (AVL) in fifty-six (56) of its snow fleet vehicles dating back to 2013. The installation of AVLs provided staff with vehicle status and vehicle history in fifteen (15) minute increments, including automated reports such as routes traveled, geofencing and zone reporting (vehicle exits user defined boundaries), position, speed, idle time, heading, distances traveled, and driver recognition utilizing a chip key encoded with the employee name. The use of the AVL system results in improved snow route management, which reduces miles driven, fuel consumption, and vehicle maintenance. To continue to improve and optimize the snow fleet routes, Public Works reached out to three (3) vendors for new strategies and solutions to improve its capabilities, including web-based visual display to the public, in-vehicle route guidance via cellphones, dash-cam capabilities, and real time route tracking capabilities.
These new capabilities will also improve communication between Public Works staff and Village of Orland Park leadership by providing a clear understanding of vehicle location for response to resident requests and emergencies. The web-based visual display to the public will provide real-time visibility of all snow fleet vehicles to anyone who goes onto the Village website. The in-vehicle route guidance will ensure all drivers maintain their specified route and do not miss any locations. The dash-cam feature will also be a huge improvement in regards to expediting insurance claim processing and detecting distracted driving. The system would allow management staff to flag and save incident data.
In order to capture the best pricing and an effective management system, the following vendors were contacted for proposals: PreCise Management, Magellan GPS, and Samsara. A summary of the proposals is provided below:
PreCise: $24,300.00 annually currently but with some additional upgraded screen features, price would be $31,800.00 annually (this price still does not include Wi-Fi, in-route guidance capability, dash-cam capability, dash-cam equipment, web-based visual display or real-time capability, as they do not have this functionality at this time).
Samsara: $41,130.00 annually (including Wi-Fi, in-route guidance capability, dash-cam capability, dash-cam equipment, web-based visual display, and real-time capability).
Magellan GPS: No-bid after numerous attempts to attain the system mentioned above.
Samsara was selected due to superior performance that increases safety, efficiency, and sustainability of vehicle fleet operations. Samsara will increase our transparency to residents with real-time visibility of fleet assets through GPS data during snow plowing operations on the Village's website. The system will also improve maintenance operations with equipment monitoring and diagnostics, track salt usage that will reduce chlorides in our watersheds, provide drivers with in-route guidance, reward defensive driving operations, and capture high definition video of critical events.
Financial Impact
Funding for enhancements to the AVL system were not anticipated in the 2021 budget. However, the 2020/2021 snow season revealed the need to enhance the AVL system. Savings from machinery & equipment will offset 2021 costs. The funding for 2022 and beyond will be submitted in budget process in 010-5006-442850.
Recommended Action/Motion
I move to approve the proposal from Samsara Inc. dated September 9, 2021, for Wi-Fi, in-route guidance capability, dash-cam capability, dash-cam equipment, web-based visual display, and real-time capability for $10,771.50 in 2021 (October-December) and $41,130.00 annually thereafter;
And,
Authorize the Village Manager to execute an agreement with Samsara, Inc. for automatic vehicle locator system services, subject to Village attorney review.