HomeMy WebLinkAboutFCS-16-043 - T16-023 Geotab GPS Equipment and Related ItemsStaff Report
rTC.� R finance and Corporate Services Department www.kitcheneaa
REPORT TO: Committee of the Whole
DATE OF MEETING: 2016 -03 -21
SUBMITTED BY: Michelle Palmer- Novakovic, Director of Supply Services
519- 741 -2200 ext. 7214
PREPARED BY: Adam Buchholtz, Buyer, 519 - 741 -2200 ext. 7217
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2016 -03 -02
REPORT NO.: FCS -16 -043
SUBJECT: T16 -023 Geotab GPS Equipment and Related Items
RECOMMENDATION:
That Tender T16 -023 Geotab GPS Equipment and Related Items, be awarded to
PinPoint GPS Solutions Inc., Mississauga, Ontario, at their tendered price of
$121,316., plus H.S.T. of $15,771.08, for a total of $137,087.08, for a one (1) year
term, with an option to renew for two (2) additional twelve (12) month terms.
BACKGROUND:
Geotab GPS devices have been deployed and utilized across the City's fleet since
2008. The City currently has approximately 70% of the fleet using the system and hope
to achieve 100% fleet coverage by the end of 2016. The GPS devices are used for a
variety of reasons. They are used to track fuel economy, driver behaviour, emissions,
and enable dispatchers to deploy vehicles which are closest to job sites thus saving the
City fuel and allowing better customer service response times. Other uses for the GPS
information include the City using the data to defend itself against lawsuits as well as to
more efficiently route vehicles. In future these units will be enabled to track driver hours
of service, a mandated CVOR requirement, and will facilitate a move to electronic
tracking of vehicle inspections.
This tender is based on fixed unit prices on an estimated representative sampling of
Geotab GPS units purchased and serviced over the previous year.
The annual spend over the past year was $93,590. The actual spend will depend on
the number of active Geotab units in service and purchased throughout the term of the
* ** This information is available in accessible formats upon request. * **
Please call 519- 741 -2345 or TTY 1- 866 - 969 -9994 for assistance.
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contract. This contract includes Geotab hardware costs as well as the tracking
services.
REPORT:
Tenders were advertised publicly on the City of Kitchener website and the Internet
through the Ontario Public Buyers Electronic Tendering Information System. Documents
were downloaded by twenty (20) interested parties, and by the closing date of
Thursday, February 11, 2016, four (4) tenders had been received.
The following tenders were received:
Bid Corrected
Price Bid Price
PinPoint GPS Solutions Inc. Mississauga ON $137,087.08*
Swish Maintenance Limited Peterborough ON $150,959.75
GoFleet Corporation Mississauga ON $169,541.27
Northern Business Intelligence Dartmouth NS $176,415.60 $185,235.25
The price for Geotab GPS tracking services has decreased by 13% from the 2015
contract. The price for Geotab GPS hardware has decreased by 7% from the 2015
contract.
The tender was reviewed by M. Born, Manager Fleet Planning and A. Buchholtz, Buyer,
who concur with the above recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city's strategic
vision through the delivery of core service.
FINANCIAL IMPLICATIONS:
Funding will be provided from various operational cost centres.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in
advance of the council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
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ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
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