Title
Resolution to Approve a Professional Services Agreement with CalAmp Inc., for Automated Vehicle Location System Expansion ($78,865.00)
Memorandum
Attached for your review is a resolution to approve a Professional Services Agreement with CalAmp, Inc., to purchase and install 110 Automated Vehicle Location (AVL) devices and to provide monthly tracking and reporting services and support for those devices. The devices will be installed in Public Services (90) and Community Services (20) vehicles. The cost for equipment purchase and installation is not to exceed $43,225.00. The services agreement also includes a per vehicle service $27.00 monthly / $2,970.00 annually for hosting the data, for an annual total of $35,640.00. The equipment purchase and installation costs are not recurring, but the annual data hosting service fee will be a recurring cost.
In 2010, the City received Council approval for the first phase of a multi-year, multi-phase project to equip the City’s service vehicles with Automated Vehicle Location (AVL) devices. In the first phase, the City purchased and installed AVL devices in 47 vehicles that are used for snow plowing. The devices were purchased from Radio Satellite Integrators, Inc., which was acquired by CalAmp, Inc., in 2013. In 2015, the City installed AVL in solid waste vehicles and street sweepers. The next phase of the project is to expand the use of AVL to vehicles throughout the Public Services and Community Services work areas.
All of the AVL units were purchased from Radio Satellite Integrators/CalAmp. CalAmp also provides the monthly service to host the data gathered by the AVL devices and provide the tracking service that links the data from the AVL to the City’s GIS and Maintenance Management Systems. It would not be economically feasible or operationally efficient for the City to have two companies host the data. CalAmp is the sole distributor in Michigan for these devices.
The project includes purchase and mobile installation of the equipment, and a service agreement for hosting the City’s data and for monthly tracking and reporting services. The City is reserving its right to perform some of the installations itself.
CalAmp, Inc. complies with the City of Ann Arbor’s Non-Discrimination and Living Wage Ordinances.
Budget/Fiscal Impact
Funding for the equipment purchase and installation costs is available in the approved FY 2017 Public Services and Community Services Operating budgets. Funding for the first annual data hosting service fee, starting July 1, 2017, is expected to available in the FY 2018 Public Services and Community Services Operating budgets, but those services are dependent on the availability of that funding. Funding for the extension of the data hosting services for subsequent years will be subject to the availability of funding in the budgets for those years.
Staff
Prepared by Molly Maciejewski, Public Works Manager
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City of Ann Arbor maintains a fleet of vehicles that provide a wide range of services including inspection and maintenance of housing, buildings, city facilities, streets, water and wastewater utilities, park and public spaces and signals;
Whereas, The City has an active Automated Vehicle Location (AVL) system in place to track vehicular activity and wishes to expand that system in work areas across Public Service and Community Services;
Whereas, The City’s existing AVL devices are purchased from CalAmp, Inc., and they are the sole distributor in Michigan for these devices;
Whereas, CalAmp, Inc. provides the monthly tracking and reporting services for the AVL devices;
Whereas, Funding for the equipment purchase and installation costs is available in the approved FY 2017 Public Services and Community Services Operating budgets;
Whereas, The data hosting services that will begin July 1, 2017, are subject to the availability of funding in the in FY 2018 Public Services and Community Services Operating budgets; and
Whereas, CalAmp, Inc. complies with the requirements of the City’s Non-Discrimination and Living Wage Ordinances;
RESOLVED, That City Council approve the Professional Services Agreement with CalAmp for $43,225.00 for the purchase and installation of AVL devices for the AVL expansion project;
RESOLVED, That City Council approve inclusion in the Professional Services Agreement with CalAmp data hosting services for an annual fee of $35,460.00, starting July 1, 2017, subject to the availability of funding in the FY 2018 budget, for a total of $78,865.00 for the purchase and installation of AVL devises and the first year of data hosting;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said contract after approval as to form by the City Attorney, and approval as to substance by the City Administrator;
RESOLVED, That the funds in the FY 2017 budget be made available without regard to fiscal year;
RESOLVED, That the City Administrator be authorized to approve two one-year extensions of the data hosting services after June 30, 2018, for annual fees of $35,460.00, subject to the availability of funding in FY 2019 and FY 2020; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.