Title
Public Works Automatic Vehicle Locator System (Samsara)
History
After reviewing multiple vendors in 2021, Samsara was selected to replace the Precise AVL system for Village vehicles and road-going equipment. Samsara was selected due to superior performance that increases safety, efficiency, and sustainability of vehicle fleet operations.
Samsara has increased transparency to residents, with real-time visibility of fleet assets through GPS data during snow plowing operations on the Village's website. Samsara is integrated with the new fleet management software, Fleetio, and has improved maintenance operations with equipment monitoring, diagnostics and automatic meter updates. Consistent and accurate meter readings has attributed to maintaining a high preventative maintenance compliance rate.
Along with the technical advantages of the system, Samsara dashcam footage has been utilized by our insurance provider to provide details on accidents. The system has helped improve employee safety, contributed to the compliance of the Village’s seatbelt policy, and has been used to coach distracted driving habits.
The Village currently has ninety-six (96) pieces of equipment with the Samsara systems installed, and utilizes ten (10) GPS enabled gateways to track the snow removal contractors. An additional five (5) pieces of equipment have been identified for Samsara systems. These pieces of equipment are regularly driven on Village streets and would benefit from system. The addition of the five (5) equipment systems would bring the total to one hundred eleven (111) gateways and one hundred one (101) dual-facing cameras.
The current three (3) year licensing agreement is set to expire December 29, 2024. To avoid an interruption in service, a new licensing agreement needs to be executed. The annual licensing cost for one hundred eleven (111) gateways and one hundred one (101) dual facing cameras is $88,004.52. A one-time shipping and handling fee of $47.00 will be applied to the first year’s invoice to ship the additional units. The total cost of the three (3) year licensing agreement is $264,060.56. Pricing is based according to Sourcewell contract #020221-SAM.
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night
Financial Impact
Funding in the amount of $264,060.56 for the Samsara gateways and dual facing cameras is available in account 1008040-442580 and account 5008100-442580 for the Utilities vehicles.
Recommended Action/Motion
I move to approve the waiver of the competitive bid process in lieu of participation in a joint purchasing cooperative and authorizing the approval and execution of a contract for a thirty-six (36) month licensing term for automatic vehicle locator hardware and software from Samsara, Inc., via Sourcewell contract #020221-SAM, based on Samsara’s quote Q-1463899 dated July 29, 2024, for a not-to-exceed amount of $88,051.52 for 2025, $88,004.52 for 2026, and $88,004.52 for 2027, for a total not-to-exceed contract price of $264,060.56;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.