Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Agreement with Advantage Asset Tracking Corporation for Global Positioning System Devices on County Vehicles
RECOMMENDATION:
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Adopt a resolution authorizing:
A) An agreement with Advantage Asset Tracking Corporation for global positioning system devices on County vehicles and equipment, for the term of June 10, 2025 through June 9, 2028, in an amount not-to-exceed $540,000; and
B) An option to extend the agreement with Advantage Asset Tracking Corporation for up to two additional one-year terms, in an amount not to exceed an additional $180,000 per year, for a total not-to-exceed amount of $900,000, at the sole discretion of the Director of Public Works or designee.
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BACKGROUND:
The Department of Public Works (Department) is responsible for managing the County’s fleet of vehicles and equipment.
On November 15, 2011, the Board of Supervisors adopted Resolution No. 071717, which approved funding, in the amount of $950,000, for the Department’s proposal to the SMCSAVES grant program for an online vehicle reservation system to optimize fleet usage and provide data to validate the County’s vehicle needs, and installation of Global Positioning System (GPS) devices for all County-owned vehicles.
Through research, the Department found very few firms offered a combined reservation system and GPS tracking and reporting system. The Department proceeded to issue Requests for Proposals for both systems.
On March 11, 2014, the Board of Supervisors adopted Resolution No. 073067, which authorized a three-year agreement in the amount of $750,000 with GPS Insight, LLC for the installation and use of a GPS tracking system on County vehicles.
On April 11, 2017, Board of Supervisors adopted Resolution No. 075139, which amended the agreement to a five-year term and increased the amount to $1,298,755.
On April 21, 2020, Board of Supervisors adopted Resolution No. 077377, which authorized a new three year agreement with GPS Insight, LLC in the amount of $577,671 for the continued GPS services for County vehicles. The Resolution authorized amendments to extend the term for two additional years and increase the amount to $921,117.
Currently, 564 devices are installed on County vehicles and equipment. The data collected from these devices allows County departments to gain a clear understanding of their vehicle requirements and optimize their usage.
DISCUSSION:
On December 9, 2024, proposals were solicited from firms with expertise in the GPS device market through the County’s e-Procurement system and electronic mail. The request for proposals required a robust system including that it could track any County vehicle or type of equipment, meet a 120-day implementation window, and require the vendor to be certified under the California Bureau of Automotive Repair Continuous Testing Program Pilot, which allows emissions testing for County vehicles as required by law. The Department received proposals from 11 firms, and an interdepartmental panel reviewed the submittals for completeness and qualifications. Based on the results of the review and subsequent vendor interviews, the Department recommends Advantage Asset Tracking Corporation (Advantage One) as the most qualified firm to provide GPS services for County vehicles and equipment. The Request for Proposals Matrix describing the process and selected firm is attached as Exhibit A.
Advantage One has over 13 years of experience in supporting State, County, and City agencies with Geotab GPS devices and fleet management solutions, including an existing agreement with County Health for their shared vehicles.
Advantage One will deploy Geotab GPS devices to the County’s fleet of vehicles and equipment and train designated County users on the use of Geotab’s platform. Once implemented, Advantage One will provide ongoing guidance to the County in using Geotab’s reporting to drive advancements in operations, utilization, sustainability, and safety. The Department will use the GPS services under the proposed agreement in the same manner as the current system that has been utilized since 2014.
The Department also requests this Board authorize an option to extend the agreement with Advantage Asset Tracking Corporation for up to two additional one-year terms, in an amount not to exceed an additional $180,000 per year, for a total not-to-exceed amount of $900,000, at the sole discretion of the Director of Public Works or designee. Any contract amendments above the Director’s authority would be brought to this Board for approval.
The term of the agreement is for three years from June 10, 2025, through June 9, 2028, with the option to extend the agreement for up to two additional one-year terms if needed.
The County of San Mateo’s Information Services Department has reviewed and approved the information technology component of this agreement.
The County Attorney has reviewed and approved the resolution and agreement as to form.
COMMUNITY IMPACT:
By leveraging GPS data, the County can more effectively identify underserved areas, allocate resources efficiently, and use insights to inform decisions regarding vehicle deployment, route planning, and service frequency, thereby providing timely assistance to residents who utilize County services.
FISCAL IMPACT:
The agreement has a not-to-exceed amount of $540,000. The GPS expenses will be offset by service charge revenue from departments utilizing GPS services. Funding for this agreement is included in the Department’s FY 2024-25 Adopted Budget. Future funding will be requested in the FY 2025-27 and FY 2027-29 Recommended Budgets.