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File #: 18-1490    Version: 1 Name: 10/1/18 - CalAmp, Inc. Annual Maintenance PO
Type: Resolution Status: Passed
File created: 10/1/2018 In control: City Council
On agenda: 10/1/2018 Final action: 10/1/2018
Enactment date: 10/1/2018 Enactment #: R-18-393
Title: Resolution to Approve a First Renewal of a Professional Services Agreement with CalAmp, Inc. and a corresponding Purchase Order for Tracking Fees and Annual Maintenance and Support of the Automated Vehicle Locator (AVL) Units for FY2019 and FY2020 ($107,568.00)
Attachments: 1. Invoice Legistar.pdf, 2. CalAmp 2018 Renewal EXT.pdf

Title

Resolution to Approve a First Renewal of a Professional Services Agreement with CalAmp, Inc. and a corresponding Purchase Order for Tracking Fees and Annual Maintenance and Support of the Automated Vehicle Locator (AVL) Units for FY2019 and FY2020 ($107,568.00)

Memorandum

Attached for your review and action is a resolution approving renewal of a Professional Services Agreement with CalAmp, Inc. and related purchase orders in the amount of $53,784.00 annually for tracking fees as well as maintenance and support of the AVL units for FY2019 and FY2020.

 

Budget/Fiscal Impact: $25,700.00 of the required funding for the maintenance fee for the FY2019 AVL units is budgeted for and available in the FY2019 Information Technology Services Unit budget.  $6,500 is budgeted for and available in the FY2019 Building and Rental Unit budget for the FY19 fees.  The remaining $21,584.00 in FY2019 is available in the AVL Expansion project budget.  It is anticipated that the fees for FY2020 will be available and budgeted.  No additional funds are requested.

 

It is imperative to maintain the agreement with CalAmp, Inc. to continue to receive tracking services and application updates as well as maintain support.

 

CalAmp, Inc. complies with the requirements of the City’s Non-discrimination and Living Wage ordinances.

Staff

Prepared by:                     Joshua Baron, Applications Delivery Manager ITSU

Reviewed by:                     Tom Shewchuk, Director, ITSU

                     Tom Crawford, Financial Services Administrator and CFO

Approved by:                     Howard S. Lazarus, City Administrator

Body

Whereas, The City entered into a Professional Services Agreement with CalAmp Inc., around April 18, 2017 for purchase of Automated Vehicle Locator Units and related monthly services (“Agreement”);

 

Whereas, Pursuant to that Agreement and authorizing resolution (#17-0356), the City Administrator was empowered to renew the Agreement for two one-year periods for annual fees of $35,460 (subject to the availability of funds);

 

Whereas, The FY2019 and FY2020 annual fees and support will cost $53,784 per year, in excess of what was authorized in 2017;

 

Whereas, Renewing a maintenance agreement with CalAmp, Inc. is necessary to receive tracking services, application updates, and maintain customer support;

 

Whereas, CalAmp, Inc. complies with the requirements of the City’s Non-discrimination and Living Wage ordinances;

 

Whereas, Sufficient funding for the maintenance fee for these tracking services and application is budgeted for and available in the FY2019 Information Technology Services Unit budget and the FY2019 Building and Rental Unit budget; and

 

Whereas, Staff intends to budget sufficient funds in the FY2020 Information Technology Services Unit budget and the FY2020 Building and Rental Unit budget;

 

RESOLVED, That City Council approve the attached first renewal of the 2017 Professional Services Agreement between CalAmp, Inc. for the maintenance and services identified on Invoice #I0276018;

 

RESOLVED, That City Council approve purchase orders with CalAmp, Inc. for the Tracking Fees and Annual Maintenance and Support of the Automated Vehicle Locator (AVL) Units for FY2019 and FY2020, in the annual amount of $53,784.00 ($107,568 total);

 

RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said First Renewal after approval as to substance by the City Administrator and approval as to form by the City Attorney;

 

RESOLVED, That the amounts authorized herein may be used without regard to fiscal year; and

 

RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution including execution of the second renewal and any changes or amendments that do not exceed the approved amount.