HomeMy WebLinkAbout1996-01-22 City Council (9)TO:HONORABLE CITY COUNCIL
FROM:
AGENDA DATE:
SUBJECT:
REQUEST
CITY MANAGER DEPARTMENT: Public Works
January 22, 1996 CMR: 109:96
Award of Contract to Intelink Research, Inc. for a Wireless
Vehicle Management System - CIP 19521
This report recommends that Council award a contract to Intelink Research, Inc., in the
amount of $157,635 to provide a wireless vehicle management system for collecting usage
data used in the City’s preventive maintenance program. Funds are available in the Wireless
Vehicle Management System, CIP 19521.
RECOMMENDATIONS
Staff recommends that Council:
Approve and authorize the Mayor to execute the attached contract with Intelink
Research, Inc., in the amount of $157,635, for a wireless vehicle management system
(CIP 19521).
Authorize the City Manager or her designee to negotiate and execute one or more
change orders to the contract with Intelink Research, Inc., the total value of which
change orders shall not exceed $15,700.
POLICY IMPLICATIONS
Authorization of the contract does not represent any change to existing policy.
EXECUT1WE SUMMARY
Project Description
This project will provide an automated system for collecting City vehicle usage data to be
used in the City’s equipment preventive maintenance and fleet management programs. A
small box containing sensors and transceivers will be mounted on each fleet vehicle. As
vehicles enter or leave the Municipal Services Center (MSC) or Civic Center garage, a
receiver mounted near the entrance/exit gates will automatically collect data from vehicles
and wirelessly transmit the data to a site control computer. This data will be integrated into
a vehicle usage database to support planning for predictive maintenance and management
information programs. No additional data entry is required by City staff.
CMR:109:96 Page 1 of 2
The wireless vehicle system will provide departments with exception reporting on vehicle
usage and support the maintenance efforts of Equipment Management staff. It is anticipated
that real-time data collected from each vehicle will help reduce fleet costs, reduce the
frequency of unscheduled maintenance, and increase vehicle safety. Examples of the data
collected are length of time operated, time idling, miles per trip, vehicle speeds and input
from engine sensors. This new data and reporting process is consistent with the findings and
recommendation of the vehicle utilization audit which was completed in fiscal year 1994-95.
Request for Proposal Process
Request for proposals were mailed to five vendors on November 16, 1995. Proposals were
received from two vendors by December 19, 1995, as listed on the attached summary
(Attachment A). Staff has reviewed all proposals submitted and recommends that the
proposal submitted by Intelink Research, Inc., be accepted and determined by Council to be
the lowest responsible bidder. The proposal from Intelink provides a low cost-per-vehicle
approach to gathering data, while offering many of the benefits contained in the higher cost
proposal. A major difference in Intelink’s proposal is the ability to directly interface with our
current automated fueling system, as well as accommodate a gradual conversion from a key
control to a wireless fueling system.
FISCAL IMPACT
Funds have been appropriated in the Equipment Replacement Fund CIP 19521, Wireless
Vehicle Management System. This is a three-year CIP totalling $165,000; funds have been
budgeted in FY!994-95 - $65,000, FY1995-96 - $50,000, and proposed funding 1996-97 for
$50,000.
ENVIRONMENTAL ASSESSMENT
No environmental assessment is required for this report.
ATTACHMENTS
Bid Summary
Contract
PREPARED BY:Alan Simpson, Fleet Manager
DEPARTMENT HEAD REVIEW:
GLENN ROBERTS
Director of Public Works
CITY MANAGER APPROVAL:
[. STROJNY
Manager
C~:109:96 Page 2 of 2
VENDOR
Intelink Research
Silent Witness
PetroVend
Fueltec, Inc.
Rapac Network, Int.
ATTACHMENT A
BID SUMMARY
WIRELESS VEHICLE MANAGEMENT SYSTEM
CIP # 19521
TOTAL COST
$157,635
$588,000
Non-responsive
Non-responsive
Non-responsive
PHASE I TOTAL
$115,000
$441,000
PHASE II TOTAL
$ 42,635
$147,000
BY THIS AGREEMENT MADE AND ENTERED INTO ON THE
BY AND BE’iSNEEN THE CITY OF PALO ALTO "CITY", AND
AGREEMENT
DAY OF
Intelink Research, Inc..
,a
(ADDRESS) 260 Sheridan Avenue (c~Ty) Palo Alto (z~P) 94306
NO.
19__DATE TO BE ENTERED
BY CITY PURCHASING
(PHONE)~
"CONTRACTOR" ~N CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS:
o CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES OR 3) A COMBINATION
THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATTACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE:
TITLE: (DESCRIPTION)
Wireless Vehicle Management System - REP #83545
EXHIBITS THEFOLLOWINGATTACHEDEXHIBITSHEREBYAREMADEPARTOFTHISAGREEMENT:
- Wireless Vehicle Management System Request for Proposa!
-Proposal from Intelink Research, Inc. dated 12-12-95.~
- Project schedule and material list. (Exhibit A)TERM THESERVtCESANDiORMATERIALSFURNISHEDUNDERTHISAGREEMENTSHALLCOMMENCEON .........February It 1996
ANDSHALLBECOMPLETEDB~, ~ ,~n~ 1~; 1997.(Pf 96/97 pending budget approval)
COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT:
[] CITY SHALL PAY CONTRACTOR: $107,635 (FY 95/96); $50,000 (FY 96/97)
[] CONTRACTOR SHALL PAY CITY:
PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE)
CITY ACCOUNT NUMBER"
KEY CODE OBJECT
/1534620 3550/19521 999
PROJECT PHASE NO.DOLLAR AMOUNT
S107 ~635
GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS AGREEMENT.
THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS
AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRITTEN ABOVE.
HOLD HARI~ILESS. CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its 6ouncil Members, officers, employees, and agents from any and all demands,
claims or liabilib7 of any nature, including wrongful death; caused by or arising out of CONTRACTOR’& its officers’, directors’, employees’ or agents’ negligent acts, errors.
or omissions, or willful misconduct, or conduct for which the law imposes strict liability.on CONTRACTOR in the performance of or failure to perform this agreement by
CONTRACTOR.
ENTIRE AGREEMENT. This agreement and the terms and conditions on the reverse hereof represent the entire agreement between the parties with respect to the purchase
and sale of the goods, equipment, materials or supplies or payment for services which may be the subject of this agreement. All prior agreements, representations.
statements, negotiations and undertakings whether oral or written are superseded hereby.
PROJECT MANAGER AND REPRESENTATIVE FOR CITY CONTRACTOR
NAME Alan S::LT]:lps on BY
DEPT.Public Works/Equipment Management
P.O. BOX 10250
PALO ALTO, CA 94303
Telephone (415) 496-6945
TITLE
SOCIAL SECURITY
OR I.R.S. NUMBER
INVOICING SEND ALL INVOICES TO THE CITY. ATTN: PROJECT MANAGER
CITY OF PALO ALTO APPROVALS: (ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BELOW)
CITY DEPARTMENT [~Funds Have Been FINANCE RISK MANAGER PURCHASING & CONTRACT ADMINISTRATIONBudgeted
(2) , (3) (4)
IF OVER $5.000, REQUIRES CITY MANAGER’S SIGNATUREI IF OVER $25,000, REQUIRES MAYOR AND CITY ATTORNEY SIGNATURES
CITY OF PAL0 ALTO ATTEST:APPROVED AS TO FORM:
BY: BY:CITY MANAGER MAYOR CITY CLERK CiTY ATTORNEY
CPA02782 =-":T~:~, GSE:_:~’gT=’’ ....--7 ..~--- _’7 REV. 1095