ORDINANCE approving and authorizing Derivative Agreement between City of Houston and SAMSARA, INC through Cooperative Purchasing Agreement with Sourcewell for purchase of Global Positioning System Devices for the Fleet Management Department; providing a maximum contract amount - 3 Years with 2 One-Year options - $5,799,291.25 - Fleet Management Fund

S05 – WS1152732793 - Approve an ordinance authorizing a derivative agreement between the City of Houston and Samsara, Inc. through the Cooperative Purchasing Agreement with Sourcewell in an amount not to exceed $5,799,291.25 for the purchase of Global Positioning System (GPS) devices and monitoring and tracking services for a three (3) year term with two (2) one-year optional renewals for the Houston Information Technology Services on behalf of the Fleet Management Department.

Specific Explanation:

The Chief Information Officer, Director of the Fleet Management Department, and the Chief Procurement Officer recommend that City Council approve an ordinance awarding a three-year contract with two (2) one-year optional renewal to Samsara, Inc. through the Cooperative Purchasing Agreement with Sourcewell in an amount not to exceed $5,799,291.25 for the purchase of GPS devices and monitoring and tracking services of new and existing GPS devices for the Houston Information Technology Services on behalf of the Fleet Management Department (FMD).

The GPS will provide for the remote and automated collecting, monitoring, and reporting of the following information for City vehicles/equipment, including on-road, off-road, and stationary equipment such as backup generators and pumps.

System features can be applied on a per vehicle basis to best fit vehicle vocation/application and preclude reporting of sensitive information related to emergency vehicle operation.  The information collected by the cloud-based system will be interfaced with the City’s vehicle maintenance management system and is expected to provide significant efficiency and effectiveness improvements in operations and service provision through the following benefits:

System information made available to each City department will be tailored to the department’s goals and objectives.  The system will be capable of reporting exceptions and issues on a real-time basis to designated personnel for immediate action.  The agreement cost will include the following services: installation, training, warranty, and product support.  Systems mounted to vehicles to be disposed will be removed and remounted to replacement vehicles.

This recommendation is made pursuant to subsection 271.102(c) of the Texas Local Government Code, which provides that "a local government that purchases goods or services from a cooperative purchasing program or organization satisfies any state law requiring the local government to seek competitive bids for the purchase of the goods or services."

M/WBE Participation:

M/WBE zero percentage goal document approved by the Office of Business of Opportunity.

Hire Houston First:

This procurement is exempt from the City's Hire Houston First Ordinance. Bids/proposals were not solicited because the department is utilizing a Cooperative Purchasing Agreement for this purchase.

Fiscal Note:
Funding for this item is included in the FY2025 Adopted Budget. Therefore, no Fiscal Note is required as stated in the Financial Policies.

$5,799,291.25

Fleet Management Fund

Fund No.: 1005