Agenda Item 8CAGENDA ITEM # 8C
DECEMBER 12, 2011
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Automated Vehicle Locator System
DATE: November 16, 2011 ,,; --
SUBMITTED BY: David E. Thompson�Asst. City Manager
BACKGROUND:
Several years ago, the City initiated the lease of an Automatic Vehicle Locator (AVL)
system for approximately 25 vehicles in the City fleet. At the time, the selection of a
company to provide these services was accomplished with quotes from various vendors.
Over the past several years, additional City vehicles have been added to the AVL system
bringing the total to 73 vehicles. Due to the number of vehicles and the associated costs,
the continuation of this tracking system required staff to implement a competitive bid
process.
What is an AVL system? This is a system that tracks the locations and operations of City
vehicles by authorized City staff members. Not only are there live updates available, but
the previous tracking data remains available indefinitely, allowing staff members to trace
the routes of vehicles from previous days, months, and years.
AVL Devices are installed in City vehicles by the contracted mechanics at the Public
Works facility. Each device is associated with a specific vehicle. The device emits a
signal that is captured via satellite, and the signal shows where the device is located, the
speed that it is traveling, and other information. This information is displayed on a map
so that any authorized person can access the map on the Internet and see the location and
status of the vehicle. The data is stored on a server "in the cloud" where it can be
accessed, downloaded in spreadsheets, reviewed, and utilized for supervisors and
decision makers relative to the fleet.
AVL Systems have a number of benefits including, but not limited to:
To increase safety for police officers who may become incapacitated and unable
to provide their location
To monitor the hours, locations, and operations of vehicles on or off duty
To reduce speeding and idling times assuring compliance with the law and
eliminating wasteful practices
To enable a supervisor to be able to monitor employees' locations and work
AGENDA ITEM # 8C
DECEMBER 12, 2011
To enable a dispatcher or supervisor to identify the closest vehicle to a location
To enable staff to retrace the path of a vehicle to address citizen complaints or
concerns
To generate reports to compare individual and group driving patterns and
operations
To locate a vehicle in the event that it has been stolen
PURCHASING:
Staff compiled a list of specifications and advertised for competitive bids, due November
2, 2011. Six (6) companies submitted bids (see attached spreadsheet). The lowest bidder
was Safety Products, Inc. (SPI). References and compliance with the specifications were
confirmed.
Based on the low bid, the one time, initial cost for the hardware and installation for
seventy -three (73) vehicles will total: $14,527.00.
The monthly cost is $24.50 for monitoring each device, and this will total $16,097 over
the course of 9 months (starting January 1, 2012).
The total for the first year will total: $30,624.
The total over three (3) years will be $78,913.
If the City stayed with the present vendor, then the cost for the next year would be
$35,040, and the three (3) year costs would be $105,120.
The change to SPI will reduce the expenses by $26,207 over the next three (3) years.
BUDGET: Departments already included AVL tracking in their budgets for 2011 -12
totaling $35,040. Based on the SPI equipment purchase and monthly costs, the increased
costs for 2011 -12 will be $4,344 more than the present budget. This increase can be
absorbed in the Police Department budget for 2011 -12. In future years, the costs will be
reduced to $21,462 per year.
RECOMMENDATIONS:
ATTACHMENTS: Bid 1112 -01 Automated Vehicle Locator System Spreadsheet
REVIEWED BY CITY MA -E R:
AGENDA ITEM NUMBER:
AGENDA ITEM # 8C
DECEMBER 12, 2011
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