Title
Public Works Automatic Vehicle Locator System - Purchase
History
In October 2012, the Village Board approved Precise MRM, LLC. of Burnsville, Minnesota, to install Automatic Vehicle Locators (AVL) in twenty-two (22) Village vehicles and equipment. This first phase of the program included two (2) Pace Buses and twenty (20) Public Works Utility Division vehicles.
To continue the phased implementation, a funding source has been identified utilizing excess funds from the FY2012 salt budget. There is currently $135,229 remaining of the FY2012 budget for the purchase of salt and anti-icing products. Our storage facility is currently at its capacity. Based on past usage, current weather and very conservative estimates, $59,342 is the maximum funding needed to purchase salt through the end of 2012. The remaining $75,887 is available to be reallocated toward the continued installation of AVL on the Village fleet.
Continuation of this program will include the installation of a total of seventy-one (71) AVLs - thirty-seven (37) in the Public Works Street Division, one (1) in the Vehicle & Equipment Division, one (1) in the Utility Division, twenty-three (23) in the Parks Department and nine (9) in Building Maintenance. This phase accounts for the entire snow fighting fleet utilized by the Village.
Staff received a quote from Precise MRM, LLC. for the necessary hardware, installation and service fees for installation of AVL devices in seventy-one (71) vehicles totaling $61,414.29. Monthly airtime fees will also apply depending on vehicle use. Ongoing evaluation has shown the monthly fees to average approximately $15 per month per vehicle ($15,000 annually).
There are twenty-five (25) Village vehicles remaining to be equipped with AVL - twelve (12) in the Development Services Department, eight (8) in the Parks Department, three (3) in the Public Works Vehicle and Equipment Division and two (2) in Administration.
On December 17, 2012, the Public Works and Engineering Committee reviewed this item and recommended the purchase, installation and 2013 annual and monthly fees for the remaining twenty-five (25) vehicles for a total of ninety-six (96) AVLs and related hardware in an amount not to exceed $106,414.29.
Financial Impact
Funds for the purchase, installation and FY2013 annual and monthly maintenance fees for 95 of the 96 AVLs are available in the Salt line item in the Streets Department (5002) budget. The amount needed to purchase the AVL for the Utilities Division is available within the Water & Sewer Fund as excess budgeted funds are available in the Water Department (6002) budget.
Recommended Action/Motion
I move to approve the purchase, installation and 2013 annual and monthly fees for ninety-six (96) Automatic Vehicle Locator devices and related hardware from Precise MRM, LLC of Burnsville, Minnesota, in an amount not to exceed $106,414.29.