Item 8CAGENDA ITEM # 8C
JANUARY 12, 2009
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Fleet Management System (Automated Vehicle Locator)
DATE: December 23, 2008
~.
SUBMITTED BY: David E. Thompson, Assistant City Manager
Background: The City Commission approved $25,000 in the 2008-09 budget to fund an
Automated Vehicle Locator (AVL) system to be implemented for the City fleet. Specifically,
we planned to include twenty (20) police cars, and five (5) additional fleet vehicles in this
initial program.
The way such a system operates is that a GPS device and transmitter are affixed to a fleet
vehicle. The device sends a signal to a series of satellites that identify the specific location of
the device by longitude and latitude. This information is transmitted to a computer where the
data is stored, and when: it is plotted on a map and displayed on a computer screen. A
person with access to the information can look on a map and see where the device and the
vehicle are located.
This information can be stored, compiled, reviewed, and used for a variety of purposes. The
benefits and applications are numerous including but not limited to the following:
1. A dispatcher can monitor a map and see where the vehicles are located at any
given time. The closest unit(s) can be dispatched to a call for service, which
should save time and fuel for the dozens and the organization;
2. The system may be a safety factor for employees driving dty vehicles. If an
employee is injured or disabled, then the employee may not be able to
communicate with others. The dispatd~er will be able to identify the location of
the vehicle to send assistance to check on the "missing" employee.
3. An AVL system will allow the City to monitor the acfNities of the vehicle to
assure compliance with polities and procedures. If there are geographic and/or
time restrictions on vehicle use, then supervisors can verify that the employees
are complying with directions and restrictions. The system can also monitor
idling time and other vehicular functions. If the employee unnecessarily exceeds
the speed limit, or travels outside of the authorized geographic area, or leaves a
vehicle idling for long periods of time, then supervisors .will be notified
electronically.
4. Presently, it can be very difficult to supervise and track employees working in the
field. The AVL system will allow anyone with access to the intemet and the AVL
program to see where the vehicles are located, including the status of the
vehicles i.e. idling, turned off, moving, etc.
5. When supervisors receive questions from the public about the location and
conduct of employees, the AVL system will allow a mechanism to review the
vehides° past tocations including direction, speed, and vehicle status.
AGENDA TEEM # 8C
JANUARY 12, 2009
6. Repeatedly, organizations have reported increases in employee productivity
white decreasing fuel consumption for vehicles in the fleet.
Selection Process: Initially, an evaluation group was created including aty staff members
who had expressed an interest and/or expertise that would be helpful. Nelson Van Liere,
Erika Hall, Donna Kaluzniak, Mike Classey, Tiffany Layson, Keith Randich, and I particlpated
to various degrees in the selection process.
At an early meeting, the group set certain standards that would apply to vendors who provide
AVL services.
A list of companies was compiled including at least fourteen (14) businesses that provide
AVL systems. We found these through other governmental professionals and Internet
searches.
Telephone interviews were conducted with ali fourteen (14) companies. After applying the
standards listed above, only five (5) companies emerged as meeting all of the requirements
established by the evaluation team.
Each of the vendors was asked to provide a written quote for the work that we had identified.
We asked for the installation and activation casts, and the monthly charges for twenty (20)
thirty (30) second updating devices, and five (5) two (2) minute updating devices. The lowest
quote was submitted by FleetMatics.
Demonstrations were scheduled with four (4) of the low bidders. After the demonstrations,
the selection group agreed that FleetMatics was the recommended vendor.
The first year price of $12,000.00 for Fleetmatics was the lowest qualified quote that was
received. All of the equipment will be leased, so there is no expensive startup cost. The
monthly maintenance fee is $40.00 per vehicle, with 30 second updates. The total first year
cost is $12,000 for ivuerrty five (25) vehicles for twelve (12) morrths, and the three (3) year
cost is $36,000.00.
Summary: Based on the evaluations conducted by a number of city staff members, we
recommend that the City contrail with FleetMatics to provide AVL services as discussed in
this document.
BUDGET: $25,000 was included in the 2008-09 budget for an Automated Vehicle Locator
system. The recommended purchase represents slightly more than'/2 of that amount.
RECOMMENDATIONS: To approve entering into an agreement with Fleetmatics to
provide an Automated Vehicle Locator System for twenty-five (25) fleet vehicles.
ATTACIiMENTS: See Spreadsheets with comparisons of prices from vendors
REVIEWED BY CITY MANAGER:
ENDA ITEM NUMBER:
AGENDA ITEM # 8C
JANUARY 12, 2009
Quotes on AVL
Updated: 12j23/2008
Company
Initial Installation
Monthly Cost for 30 second Updates
Total Annual Costs
Monthly Cost for 2 minute Updates
Total Annual Costs
Data Connection
Total Fleet Service Costs per month
Total Annual Service Costs
Total Costs for First Year
SageQuest Global Tracking GPS Insight Telogis
Hardware:
Does not
include
install 5
FteetMatics
All Rental
with $750
Install trnino
9,975 11,655 10,575 11,098 750
51 49.99 54.95 48 40
1,020.00 999.80 1,099.00 1,697.40 1,000.00
29.99 34.99 34.95 35.99 0.00
149.95 174.95 174.75 179.95 0.00
35/Mo 0.00 0.00 0.00 0.00
1, 204.95 1,174.75 1, 273.75 1,877.35 1, 000.00
14,459.40 14,097.00 15,285.00 22,528.20 12,000.00
24,434.40 25,752 25,860 33,626 12,750
$48 Added
to base
35.99 costs