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File #: 20-995A    Version: 1
Type: Contract/Agreement Status: Consent Agenda
File created: 5/27/2020 Department: Administrative Services
On agenda: 4/27/2021 Final action:
Title: Ranking of firms and agreement with NexTraq LLC for the purchase of a Global Positioning and Telematics System.
Attachments: 1. FE_Services Agreement - Final - VE, 2. Services Agreement - Final - VE, 3. Final Ranking Sheet
Date Ver.Action ByActionResultAction DetailsMeeting DetailsVideo
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Subject:

Title

Ranking of firms and agreement with NexTraq LLC for the purchase of a Global Positioning and Telematics System.

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Recommended Action:

Recommended Action

Approval of the ranking of firms and Agreement with NexTraq LLC for the purchase of a Global Positioning and Telematics System (GPS).

 

                     The purpose of this contract is to provide hardware, installation, commission, and support of a GPS for the County vehicle and heavy equipment fleet.

                     This GPS system is a cloud-based application that will track geographic location of fleet units, idling time, engine diagnostics, driver behavior, miles and times traveled and display real-time results dynamically on a map and a user-configurable dashboard as well as produce standard and custom reports from current and historic system data.

                     The GPS will be centrally implemented and managed through the Fleet Management Division of Administrative Services, replacing current GPS technology which is antiquated and disparate from County department to department.

                     Five-year expenditure not to exceed of $1,553,074.00.

                     A total of 34 different departments and agencies will utilize these assets and will share the cost of the GPS/telematics system through cost allocation.

 

Contract No. 190-0528-P(JJ); estimated 5-year not to exceed expenditure $1,553,074.00. Authorize the Chairman to sign and the Clerk of the Circuit Court to attest.

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Strategic Plan:

Deliver First Class Services to the Public and Our Customers
5.2 Be responsible stewards of the public’s resources
5.3 Ensure effective and efficient delivery of county services and support

 

Summary:

Summary

This Agreement provides the County with a web based real time GPS vehicle tracking system for County vehicles. Hardware is installed in the vehicles which gathers GPS and vehicle diagnostic information and then transmits to cloud-based software. The software provides an interface for departments to receive and dismantle vehicle tracking, engine diagnostics - for performance and maintenance needs, and driver behavior monitoring.

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Background Information:

A request for proposal was released on July 14, 2020, resulting in fourteen (14) responsive submittals. On September 4, 2020, product demonstration was conducted, followed by a negotiated scope of work, software licensing and disaster recovery, and transition plan from the current service provider. The firms in order of ranking are attached on the ranking spreadsheet.

The County fleet is comprised of 990 vehicles that require tracking devices to monitor physical location, travel patterns, operating practices, and equipment fault codes. Additionally, this tracked population will include 221 earthmoving and maintenance units, 193 generators, 18 watercraft, 46 heavy pumps, 145 mowing and maintenance units, 224 trailers and 145 utility carts.

A total of 34 different County departments utilize these assets and will share the cost of the GPS/telematics system. The Fleet Management Division of the Department of Administrative Services will manage deployment of the GPS system, system administration and system-wide reporting.

 

Fiscal Impact:

Estimated 5-year expenditure not to exceed $1,553,074.00

 

Funding is derived from various requisitioning departments’ operating budgets.

 

Staff Member Responsible:

Don Moore, Division Manager, Fleet Management
Merry Celeste, Division Director, Purchasing and Risk Management, Administrative Services
Joe Lauro, Director, Administrative Services
Bryan Zumwalt, Director, Office of Technology and Innovation

 

Partners:

N/A

 

Attachments:

Agreement
Ranking Sheet