In 2006, the City installed GPS tracking devices on the non-public safety fleet.  The system has worked well for the organization, but is in need of replacement.  The software for these devices is no longer being supported by the manufacturer and advances in technology have improved GPS tracking for fleet vehicles.  The current GPS technology is a "passive" system which stores the required manual downloads of each individual vehicle.  In November 2016, the City solicited proposals to obtain an "active" GPS tracking system which allows for real-time data access.  These devices will protect the City assets by preventing misuse and theft. 

On December 8, 2016, the City of Allen received ten proposals, of which five were invited for interviews.  Each of the five were evaluated on four equally weighted criteria: price, references, quality, and the ability of the product and service to meet the City's requirements.  The Evaluation Team consisted of four individuals representing three different departments.  Through the interview and evaluation process, it was determined that  Nile Business Trust, dba as FleetBoss met all city requirements and is the best value.

The total compensation to FleetBoss shall be for an amount of $80,000 during the initial term of the contract which includes the initial GPS Tracking Device acquisition costs, installation costs, and one year of monthly data subscriptions per vehicle installed with a GPS Tracking Device. The initial purchase will be for 130 Non-Public Safety GPS tracking devices.  The renewal cost shall not exceed $45,000 during any renewal term under this Agreement. The annual renewal cost covers the monthly subscription costs for data transfer for each GPS Tracking Device installed in a City vehicle, any new or replacement GPS Tracking Device units for City vehicles, and installation costs of any new GPS Tracking Devices on City vehicles.  Units may include the GPS Tracking Device and any necessary auxiliary components listed in the Company's Response.

Funding has been reserved in the FY 2016-2017 Vehicle Replacement Fund and Internal Services. The monthly service charge will be included in the FY 2017-2018 Departmental Operating Budgets.

Staff recommends the City Council authorize the City Manager to execute a contract with Nile Business Trust, dba FleetBoss for the purchase and installation of Global Positioning Satellite Tracking Systems for the City's GPS Fleet Management System for an amount of $80,000, with three optional one-year renewals for annual maintenance and service costs in an amount of $45,000.

I make a motion to authorize the City Manager to execute a contract with Nile Business Trust, dba FleetBoss for the purchase and installation of Global Positioning Satellite Tracking Systems for the City's GPS Fleet Management System for an amount of $80,000, with three optional one-year renewals for annual maintenance and service costs in an amount of $45,000.