Title
Resolution to Approve Radio Satellite Integrators, Inc. Professional Services Agreement for Automated Vehicle Location System Implementation (not to exceed $88,000.00) and Establish a Project Budget of $88,000.00
Memorandum
Attached for your review is a resolution to approve a Professional Services Agreement with Radio Satellite Integrators, Inc., to implement an Automated Vehicle Location (AVL) System for the City's Public Services Field Operations (not to exceed $88,000.00) and to establish a project budget of $88,000.00)
The City of Ann Arbor maintains a fleet of vehicles that provide a wide range of services. These include services for street maintenance, solid waste, water, storm, sanitary, forestry, parks and recreation, signs and signals and other varied service offerings.
Knowing the location of our equipment is one of the keys to providing high quality services. At present, vehicle location is determined by prior knowledge of the intended destination and radio communication with drivers. Any knowledge of vehicle systems is either gathered after a vehicle has returned to the field office or is transmitted by the driver via the radio system.
A system that uses GPS navigation and optimized routing will serve as the basis for better management of the City's Field Operations as well as providing relevant information to the City's customers.
Additionally, the City has a robust GIS-centric Asset and Maintenance Management System. The City uses ESRI's ArcGIS software as a foundation and inventory of City infrastructure coupled with Cityworks MMS for tracking work activity on City infrastructure.
Hence, an AVL solution that can be integrated into other existing City systems is highly desirable. Successful completion of this project will provide higher quality and more efficient services to City residents by moving the City toward proactive management processes for the City's vehicle fleet.
Recognizing the need for a more cost-effective approach to managing field operations vehicles and mobile-work operations, staff issued RFP 774 in July of 2010 for the AVL Project.
The following scope of services identified in RFP 774 will serve as a basis to implement AVL for the City's Public Services Field Operations:
1. Implement an AVL system for up to 100 City vehicles. A phased implementation will be conducted based upon the following priority:
a. Snow-plow vehicles (47; 14 equipped with Dickey-John Control Points)
b. Solid waste vehicles (20);
c. Street Sweepers (5); and
d. Other field operation vehicles (28).
2. Display, as part of the snow plow implementation, in real-time, the current vehicle locations and plowed areas for the current storm through a website. Additionally, citizens will be able to view snow-plowing results from previous storms, conduct ad-hoc replays and perform historical investigations.
3. Integrate directly with the vehicles engine computers that are equipped with a data bus capability. This will allow for improved maintenance and reporting by directly reading the engine codes (e.g., vehicle diagnostic codes), actual odometer, actual vehicle speed (not just GPS derived speed), actual fuel consumption, idle time, engine hours (with power-take-off on and PTO off) and status of all sensors.
4. Obtain sensor information related to plows, sweepers, spreader rates, road temperatures, and numerous other sensors commonly found on road maintenance vehicles.
5. Implement geo-based alerts and sending notification when the geo-fences are breached.
6. Spatially enable and integrate with the City's GIS, Maintenance Management System (Cityworks), and Fleet Management System (Mainsaver).
7. Provide a web-based Dashboard utility that reports and maps the vehicle fleet, group or individual vehicle information (including sensor information) with regard to location, speed, distance, mileage by geo-zone or geo-fences or any area as configured by the City.
8. Include a detailed installation and maintenance plan for the GPS and sensors as well as end user training to maintain the system in perpetuity.
On July 28, 2010, staff received Eleven (11) proposals in response to RFP 774. The selection committee's evaluation of the proposals is posted on the City's website. The selection committee gave CompassCom and Radio Satellite Integrators the highest rankings in the non-price portion of the RFP. CompassCom and Radio Satellite Integrators also had the lowest costs and most complete scope of work of all respondents.
The committee selected Radio Satellite Integrators and CompassCom as finalists to present their solutions to City staff. The selection committee chose Radio Satellite Integrators after an extensive interview on October 6, 2010, and is the selection committee's recommendation for implementing the AVL project.
The AVL project has been identified as a critical need and has been planned and budgeted for in the FY2011 Information Technology Fund.
Radio Satellite Integrators received Human Rights and Living Wage approval on 10/15/2010.
Staff
Prepared by: Russell Hanshue, Information Technology Services Unit
Reviewed by: Daniel A. Rainey, Information Technology Services Unit
Approved by: Tom Crawford, Financial and Administrative Services Area Administrator
Body
Whereas, Automated Vehicle Location (AVL) is a recognized need for a more cost-effective approach to managing field operations vehicles and mobile-work operations;
Whereas, An AVL solution that can be integrated into other existing City systems is highly desirable;
Whereas, Successful completion of this project will provide higher quality and more efficient services to City residents;
Whereas, AVL was identified as a critical need and has been planned and budgeted for in the FY2011 Information Technology Fund;
Whereas, In response to RFP 774 for an AVL solution the City received eleven proposals and after review selected Radio Satellite Integrators, Inc. as the recommended provider; and
Whereas, Radio Satellite Integrators Inc. received Human Rights and Living Wage approval 10/15/2010;
RESOLVED, That the City Council approve a professional services agreement with Radio Satellite Integrators, Inc. for implementation of the AVL Project in an amount not to exceed $88,000.00 to be expended without regard to fiscal year;
RESOLVED, That the City Council authorize and establish a project budget of $88,000.00 for the AVL Project to be expended without regard to fiscal year during the life of the project;
RESOLVED, That the snow plow portion only be approved and that a report on the implementation be brought back to City Council in April 2010, to allow City Council to make a determination at that time regarding the continued implementation of the Automated Vehicle Location System;
RESOLVED, That staff allocate up to $88,000.00 to implement the snow plow portion only of the Automated Vehicle Location System at this time;
RESOLVED, That the Mayor and City Clerk are authorized and directed to execute the Agreement with Radio Satellite Integrators, Inc. after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this Resolution regardless of fiscal year.
As amended by Ann Arbor City Council on November 4, 2010