Municipality of Chatham-Kent. Infrastructure and Engineering Services. Fleet Services

Transcription

1 Municipality of Chatham-Kent Infrastructure and Engineering Services Fleet Services To: From: Mayor and Members of Council Ann-Marie Millson Date: March 12, 2015 Subject: Results of Request for Proposal (RFP) R Global Positioning System/Automated Vehicle Location (GPS/AVL) Recommendations It is recommended that: 1. The RFP submitted by Blue Oceans Satellite Systems Inc. with a projected onetime cost of $266,419 and a projected annual cost of $78,170 to outfit 98 heavy vehicles and 62 light pieces of equipment be accepted. 2. The installation of additional GPS/AVL units be phased in and any additional funding requirements beyond the current budget be outlined as part of the budget process subject to Council approval. Background During the 2014 budget deliberations, municipal staff requested Council approve funding for the purchase of an AVL system. One-time funding from the Fleet reserve was approved for the purchase of the hardware and software. Additional annualized funding was also approved for air time and equipment maintenance. Comments Due to the complexity of the technology and the needs of different business units, a cross departmental team was assembled. The result was a comprehensive RFP taking into consideration the input of various operational departments as well as Information and Technology Services (ITS).

2 Results of RFP # R GPS/AVL Solution 2 It included vehicle counts from all municipal departments as well as the Public Utilities Commission (PUC) and Entegrus. Police Services were not included in this RFP as they are currently under contract with an AVL service provider. Fire Services has also received additional funding to equip additional fire vehicles. As with all departments, additional units, not contemplated at the time of the RFP, will be reported separately to Council. The cross departmental committee met on several occasions in an effort to ensure that all prospective departments were given the opportunity to provide input to their needs. Some examples of priority items cited during the development meetings were: Go forward technology which would allow integration with the new JD Edwards and Citiview software platforms. The ability to use tablets within the vehicles to send and receive route changes, new work orders etc. The ability to use the vehicle as a mobile hotspot. Driver security log-in for vehicle operation; hours of Work reporting per driver. Compatibility with our current computerized salt/plow control system in our snow removal equipment. Compatible with municipal GIS information High priority specification requirements within the document had to be part of base software and not deemed future release or in development. All hardware must have a 5 year warranty Once the RFP was closed, the committee met to review and score the submissions. In addition to the obvious location benefit of an AVL system, some other advantages are: Improved safety for operators and public in the event of an emergency. Data transfer can include vehicle functions and overall vehicle health. Error codes can be automatically captured and transmitted to Fleet. Integration to a work order system can provide work order creation if a vehicle has an error code. Plow/Salt truck: Measuring the release of product on the road, plow, wing, dump box up or down, salt chain and spinner activated, blasting of product and route location of the vehicle at any given date and time. Fire Pumpers: The time of arrival on the scene and when the pump was engaged. Also provides best route to the scene. The time the pump ran. Assist with water use calculations required to be reported by the PUC. Hours of work documentation: Who is the driver and how many hours has the employee been driving the vehicle, which reduces the need for manual paper documents. Recording Power Take Off (PTO) use on vehicles such as Fire Apparatus and Dump Trucks. Calculations are used in applying for a Gas Tax Rebate.

3 Results of RFP # R GPS/AVL Solution 3 Chatham-Kent received six submissions to the RFP. One company was disqualified for not submitting their proposal on the proper legal RFP documents and using the financial calculation forms provided. The following table provides the scoring results out of a maximum 1404 points. RFP R Score Results: Company Scores Blue Oceans Satellite System Swish Maintenance Rogers Communication Partnership Web Tech ESRI Canada AAT Inc. Rejected- non compliant The top two vendors had detailed reference checks conducted with a series of scored questions. The results of the reference check questionnaire supports the decision to recommend Blue Oceans Satellite System. Accordingly, it is recommended that the submission by Blue Oceans Satellite System be accepted for a five year term with an option to extend for an additional two years and that a contract be executed meeting these requirements. Council Directions The recommendations in this report support the following Council Directions: Jobs: Everyone in Chatham-Kent who wants to work is able to work in meaningful employment People: Chatham-Kent is a welcoming community where people choose to live, learn, work, and play Health: Chatham-Kent is a healthy, active, safe, accessible community within a healthy natural and built environment Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable Has the potential to support all Council Directions

4 Results of RFP # R GPS/AVL Solution 4 Consultation Neutral issues (does not support negatively or positively) This RFP was a joint project with all municipal departments as well as the PUC, Police and Entegrus contacted, prior to release. The committee was comprised of the following team members: 1. Project Delta Subject Matter Expert for Capital Asset Management 2. Public Works Manager and Supervisor 3. Information and Technology Services Manager and Business Analyst 4. Fleet Services Manager 5. Finance The team ensured regular contact with participating departments and these departments are in agreement with the results of this RFP. Financial Implications One Time Costs - Budget 2014 Approved Supplementary $132, Approved software maintenance/air time (encumbered) $ 95, Maintenance/airtime unused until June (5/12 X 95K) $ 39,583 $266,583 Projected One-time Costs (per RFP results) Hardware and Installation heavy fleet $125,930 Hardware and Installation light fleet $ 79,670 $205,600 Non-refundable HST $ 3,619 $209,219 Project startup costs $ 52,000 Project startup contingency $ 5,200 Total projected one-time costs $266,419 Variance (positive) $ 164

5 Results of RFP # R GPS/AVL Solution 5 Annual Costs - Budget Base Budget $ 95,000 Projected Annual Costs (per RFP results) Airtime/software maintenance heavy fleet $ 45,864 Airtime/software maintenance - light fleet $ 26,040 Non-refundable HST $ 1,266 $ 73,170 Airtime contingency $ 5,000 Total projected annual costs $ 78,170 Variance (positive) $ 16,830 Note: The variance will be used for additional units to be purchased according to unit costs contained in this RFP. Prepared by: Reviewed by: Ann-Marie Millson Subject Matter Expert Capital Asset Management, Project Delta Management Tim Dick, C.E.T., Director Drainage, Asset and Waste Reviewed by: Thomas Kelly P. Eng., MBA General Manager Infrastructure and Engineering Services C: Public Works Fleet Services Information Technology Finance

6 Results of RFP # R GPS/AVL Solution 6 REF: P:\RTC\Infrastructure and Engineering\I & ES\2015\ Results of Request for Proposal (RFP) R Global Positioning System-Automated Vehicle Location (GPS AVL).doc