COUNTY OF SONOMA AGENDA ITEM SUMMARY REPORT

Transcription

1 COUNTY OF SONOMA AGENDA ITEM SUMMARY REPORT Department: General Services Cntact: Phne: Dave Head (707) Bard Date: May 12, 2009 Clerk f the Bard Use Only Meeting Date Held Until / / / / Agenda Item N: Agenda Item N: ( ) 4/5 Vte Required Deadline fr Bard Actin: AGENDA SHORT TITLE: Agreement with NetwrkFleet Inc., fr vehicle Glbal Psitining System (GPS) Services REQUESTED BOARD ACTION: Authrize the Directr f General Services t execute and agreement fr Services with NetwrkFleet Inc., fr vehicle Glbal Psitining System (GPS), fr a ne-year perid, nt t exceed $73, 094 fr initial purchase and mnthly service fees. CURRENT FISCAL YEAR FINANCIAL IMPACT EXPENDITURES ADD'L FUNDS REQUIRING BOARD Estimated Cst $ 43,154 Cntingencies $ (Fund Name:) Amunt Budgeted $ 43,154 Other Avail Apprp. $ (Explain belw) Unanticipated Revenue $ (Surce:) Other Transfer(s) $ (Surce:) Additinal Requested: $ Add'l Funds Requested: $ Explanatin (if required): It is prjected that mst f the cst will be cvered thrugh savings frm reduced fuel usage and vehicle maintenance cst. Prir Bard Actin(s): Nne Alternatives - Results f Nn-Apprval: The Cunty wuld nt benefit frm the cst savings assciated with the implementatin f a fleet glbal psitining unit and data system. Cunty Fleet Operatins wuld nt gain the peratinal, diagnstic and safety benefits prvided by the fleet management tl.

2 Backgrund: (Cpy f services agreement is n file with the Clerk f the Bard) In recent years Glbal Psitining System (GPS) technlgy has becme mre useful in the management f fleet assets. These new GPS based fleet management systems can prvide detailed infrmatin n vehicle perfrmance as well as prviding lcatins and driving directins. Fleet Operatins Divisin has watched the develpment f this technlgy ver the past several years t see if it culd prvide infrmatin and services that wuld help the Cunty manage its fleet assets mre efficiently. Systems technlgy has advanced t the pint where it is less challenging and mre accurate t dcument the ptential cst savings fr fuel cnsumptin, vehicle maintenance, and staff time and determine the cllateral benefit t driver safety and service delivery. In additin the deplyment f these systems by ther fleet peratrs (public and private) has prvided a resurce f infrmatin that prvides real wrld perfrmance data n the perfrmance and benefits affrded by these systems. In December 2008, Fleet Operatins released a Request fr Prpsal (RFP) t evaluate which systems culd best meet the needs f the Cunty and t perfrm a fair market cmparisn and evaluatin f available GPS based fleet management systems. The RFP was sent t eight prspective vendrs. Three cmpanies respnded. After reviewing the RFP respnses, NetwrkFleet, Inc. was selected as the tp rated respnsive and respnsible RFP submissin. NetwrkFleet, Inc. met all f the RFP requirements and had the lwest cst per unit as well as being able t prvide nging subscriptins t netwrk services. Utilizatin f the GPS based fleet management system prpsed t be prvided by Netwrk Fleet Inc. prvides a wide range f benefits and efficiencies in many areas f fleet management. Key benefits include: Mileage reprting The system will autmatically dwnlad vehicle mileage reading frm the vehicle int the fleet management database. Currently Fleet Operatins frmulates this critical infrmatin manually by requesting a vehicle mileage reprt frm Departments each mnth. Department staff enters the crrect dmeter reading fr each vehicle and submits the reprt t Fleet. Fleet staff then manually enters each mileage int the Fleet database. This functin will be cmpletely autmated saving hurs f staff time in all departments. Page 1 f 4 Attachments: Agreement fr Services between the Cunty f Snma and NetwrkFleet Inc. On File With Clerk: CLERK OF THE BOARD USE ONLY Bard Actin (If ther than "Requested") Vte:

3 Backgrund: (Cntinued) Smg inspectins The system will autmatically dwnlad vehicle emissins data t the Califrnia Bureau f Autmtive Repairs (BAR). Vehicles that are reprted by the system will be exempt frm the biennial vehicle smg inspectin. Fleet Operatins des 200 t 250 smg inspectins per year at a cst f apprximately $30, per year. On-bard vehicle diagnsis and prblem reprting The system will ntify Fleet Operatins when a vehicle has a prblem in any f the cmputer cntrl system cmpnents n the vehicle and autmatically pen a Service Request in the fleet management wrk rder system. This will prvide an immediate ntificatin f a prblem in the vehicle and allw fleet maintenance t schedule a repair befre the prblem results in a serius failure. Ntificatin that maintenance is due The system will ntify the department vehicle crdinatr when the vehicle is due fr service. By autmatically ntifying Departments f vehicles due fr service reduces the need fr staff t develp and transmit PM due reprts. Calculatin f fuel ecnmy The system will cnstantly calculate vehicle fuel ecnmy data. Fleet Operatins and user Departments will be able t see the fuel ecnmy f vehicles and can cllabratively research, identify and analyze either mechanical r peratinal causes fr pr vehicles mileage perfrmance. Autmated vehicle perfrmance reprts The system will mnitr verall vehicle perfrmance and ntify Fleet Operatins whenever a vehicle is perfrming utside factry specificatin. Vehicle speed exceptin reprting The system can prvide infrmatin n vehicle speeds. Identifying and prmting ptimum peratinal speeds can facilitate fuel ecnmy and encurage driver safety. Ntificatin f technical service bulletins (TSB) The system will prvide autmatic ntificatin f technical service bulletins published by the Natinal Highway Transprtatin and Safety Administratin (NHTSA). This will allw Fleet Operatins t have access t immediate and updated manufacturer recalls facilitating expedient repairs and replacement. This is critical fr safety related recalls. Tracking f vehicle and equipment idle times This system will prvide infrmatin n vehicle idling times. Idling time limits n sme vehicles have been impsed by the Califrnia Air Resurces Bard and having this infrmatin available will allw Fleet Operatins t mnitr and prmte awareness amng user Departments. 24/7 Radside assistance Prcurement f the system includes the prvisin f 24/7 radside assistance up t fur times per year, per vehicle. This will reduce current radside assistance csts fr the Cunty, estimated at apprximately $8,000 per year. Mre imprtantly it will prvide an increased level f assurance fr cunty drivers and culd encurage a greater use f cunty pl vehicles fr lng distance vehicle trips. Department and Operatr Benefits: Management f field peratins the system prvides a vehicle lcatr functin that can prvide departments with a means t ptimize vehicles and wrk assignments. The vehicle lcatr functin will give departments the ability t find and re-rute staff when the need arises. Expedient ruting and directins The system will be able t prvide driving directins t and frm specific hard t find lcatins, pint-t-pint. Secnd generatin units will prvide this infrmatin directly t each vehicle peratr. Page 2 f 4

4 Expedient emergency ruting The system will prvide the capability t lcate and rute vehicles assigned t emergency based departments n changing rad cnditins. This culd assist with the Cunty s ability t respnd t emergencies. Wrk assignment flexibility The system facilitates effrts t align field assignments with staff resurces. Emplyees can use the lcatin infrmatin aspect f the system t establish service rutes, either frm the ffice r their hme ptimizing the use f field time. GPS Based Fleet Management Cst Impacts Experiences in ther fleets have shwn that the use f a GPS system t manage the fleet can yield significant savings in fuel cnsumptin. One example is Kern Cunty, Califrnia. Kern Cunty equipped 169 vehicles with GPS units. Since installatin f the GPS system, Kern Cunty has seen an average increase in fuel ecnmy f 22%. As part f a pilt installatin cnducted within ur wn fleet, fleet peratins installed a GPS based fleet management system in fur Cunty vehicles with different usage patterns. The results f that evaluatin shwed imprvements in fuel cnsumptin f these vehicles ranging frm 10% in a utility truck t nearly 30% in a hybrid sedan. In 2007/08, the Cunty s autmtive fleet drve 8.7 millin miles and used 585,000 gallns f fuel. Installing GPS based technlgy in the light vehicle fleet cmpnent (abut 850 vehicles) and applying a cnservative 15% imprvement in fuel efficiency (n average this represent abut a 3 t 4 mile per galln increase in fuel ecnmy) the Cunty culd ptentially reduce fuel use by apprximately 88,000 gallns per year. This wuld reduce fuel csts by apprximately $312,400 (estimated fuel cst f $3.55/galln in the 09/10 budget), and reduce GHG emissins by apprximately 1,000 tns annually. Relative t this limited prcurement f 100 units, the fuel cst reductin wuld be $36,650 and the GHG reductin wuld be 113 tns. As previusly stated the system will autmatically dwnlad vehicle emissins data t the Califrnia Bureau f Autmtive Repairs (BAR). This autmated reprting will eliminate the need fr abut 200 t 250 smg inspectins per year at a cst f apprximately $30,000 per year based n 850 installatins. Fr the first 100 units, we estimated an annual savings f as much as $3,500. The prcurement cst fr the GPS based fleet management tl has tw cst cmpnents, the hardware cst and the mnthly n-ging service fee assciated with activating, perating, and maintaining the reprting system. The intent is t reflect the n-ging cst in the Fleet billing system. It is anticipated that the Cunty will realize savings thrugh reduced fuel cnsumptin and the fleet billing rates will nt be adversely impacted. Fleet Operatins is limiting this initial prcurement t 100 units as a means f mnitring and evaluating the fuel use impacts and validating impact n billing rates. Fleet Operatins is als pursuing Grant funding thrugh the Department f Energy s Energy Efficiency and Cnservatin Blck Grant as a ptential means f securing funding fr further implementatin f the GPS prgram fr the Cunty fleet. We will be requesting yur Bard s permissin t apply fr this grant in a separate Bard item n tday s agenda. Prject Outreach The use f a GPS based fleet management tl and the level f success and benefit that can be achieved is very much dependent n the hw the system is used by affected stakehlders. Fleet management staff must take advantage f the multiple diagnstic and peratinal tls the system prvides, user departments need t maximize their use f the fuel use and vehicle lcatin infrmatin affrded by the system and vehicle drivers need t take advantage and use the system t ptimize their travel patterns and service ruting. Page 3 f 4 Therefre, educating the wrk frce n the capabilities f the system and the benefits it culd affrd is

5 critical t successful and beneficial utilizatin. T that end, Fleet Operatins cnducted utreach and demnstratin sessins with management and staff in several departments thrugh a series f five infrmatinal presentatins. Managers, line staff, and emplyee labr representatives attended these presentatins and where affrded the pprtunity ask questins and vice any cncerns. Overall, feedback frm Cunty staff and departments was psitive and several departments have requested that they be included in the initial rllut. Funding: This prcurement will prvide fr the installatin f 100 units in the first year. The cst fr the 100 units is $43,154 (including sales tax) plus $29,940 fr the mnthly service fee fr activating, perating and supprting the 100 units. Ttal cst fr prcurement f the 100 units is $73,094. The purchase f these units will be funded by the Fleet Accumulated Capital Outlay fund (Index#210625). Recmmended Bard Actin Authrize the Directr f General Services t execute and agreement fr Services with NetwrkFleet Inc., fr vehicle Glbal Psitining System (GPS), fr a ne-year perid, nt t exceed $73, 094 fr initial purchase and mnthly service fees. Page 4 f 4