Title
Public Works Automatic Vehicle Locator System - Purchase
History
The Public Works Utility and PACE Divisions have Board approved line items budgeted for the purchase, installation and software support of Automatic Vehicle Locators (AVL) in twenty-two of their vehicles (20 Utility Division, 2 PACE buses). The installation of AVLs will provide our staff with real time vehicle status and vehicle history, 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. Reports will also be generated, saving staff time, for snowplow trucks (e.g. salt and liquid deicing usage, pavement and air temperature, and miles driven) that have the compatible salt controller. These reports will provide a more accurate and consistent tracking and evaluation of each snow event than the current reports completed by each driver. The use of AVLs will result in improved snow route management, which reduces miles driven, fuel consumption and vehicle maintenance. AVL will also improve communication between workers, clerical and supervisory staff by providing a clear understanding of vehicle location for response to resident requests and emergencies.
In 2011, staff began research for an AVL system that best suits Village wide needs and specifically the Public Works snowplow fleet. Four vendors were selected to install their respective systems in our vehicles for a thirty-day trial. Of the four vendors, staff determined that the system provided by Precise MRM, LLC. of Burnsville, Minnesota, was most effective. For further evaluation, Precise MRM installed their AVL system in two of Public Works snowplow vehicles for use during the December 2011 snow season. Based on this trial, staff purchased the two AVLs for extended use to ensure they fully met the needs of the Village. This AVL system is internet based allowing review from any internet connection, including smart phones.
Staff received a quote from Precise MRM, LLC. for the necessary hardware, installation and service fees for installation of AVL devices in twenty-two vehicles. Also included is the prorated annual fee for service through June 30, 2013. Monthly airtime fees will also apply depending on vehicle use. Ongoing evaluation has shown the monthly fees to average less than $15.00 per month.
On October 15, 2012, this item was reviewed and approved by the Public Works and Engineering Committee and referred to the Board for approval.
Financial Impact
The cost of equipment purchase and installation is $17,618.26. The annual estimated cost of airtime is $3,960.00. Funds for this purchase were budgeted in the following accounts: 010-5003-441100 - $1,000.00 budgeted for purchase and installation of equipment; 010-5003-443400 - $792.00 budgeted for the cost of airtime, which is a sufficient amount to cover the cost of purchasing air time for the final two months of 2012; 031-6001-432800 - $8,000.00 budgeted for purchase and installation of equipment; and 031-6002-443200 - $10,000.00 budgeted for the purchase and installation of equipment.
Recommended Action/Motion
I move to approve the purchase, installation and prorated annual support fees of twenty-two Automated Vehicle Locator devices and related hardware from Precise MRM, LLC. of Burnsville, Minnesota, in an amount not to exceed $17,618.26;
And
Approve the estimated airtime fee of $15 per month per vehicle through June 30, 2013.