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TO: Mayor Richard C. Irvin
FROM: Christopher Linville, Superintendent of Fleet Operations
DATE: February 17, 2025
SUBJECT:
Fleet Telematics Service
PURPOSE:
To provide enhanced telematics monitoring for the City's fleet.
BACKGROUND:
Telematics is a technology that collects Global Positioning Systems (GPS) location and vehicle on-board diagnostics (OBD) systems data. The vehicle data is then compiled into reports and visual interfaces which allow management personnel to optimize vehicular operations, usage, fuel efficiency, maintenance, and driver safety.
The current telematics application used to monitor the City fleet was first installed in 2015. This application is limited, providing basic vehicle data, primitive reporting, and asset location updates in thirty-second intervals. The City fleet would be better served by adopting a more capable and robust application.
Samsara Inc., a leading telematics provider, offers a superior solution that will provide real time tracking, historical trip data, comprehensive diagnostic reporting, harsh driving alerts, geo-fencing, fuel & energy reporting, idle monitoring, the ability to integrate with numerous fleet management software applications, and a modular gateway for future integrations (such as front facing cameras and sensors to monitor material spreading). These advanced capabilities would allow the Fleet Maintenance Division to expand its Green Fleet initiatives while also allowing user divisions to streamline daily vehicular operations.
DISCUSSION:
The City participates in the Sourcewell purchasing cooperative. This program allows the City to procure various goods and services at lower prices.
Using Sourcewell contract #020221-SAM, Samsara Inc. has offered to provide telematics services for 285 City fleet assets at the annual per asset rate of $176.40 ($50,274.00 total). This price includes all the required equipment along with complete access to all collected data.
Monitoring services will commence on May 1, 2025 and continue through December 31, 2025 at a total cost of $35,867.00 for the 2025 budget year.
Any additional fleet assets would be billed at the standard annual rate or prorated for partial year terms.
Funding is allocated across multiple xxx-xxxx-xxx.44-04 accounts within the 2025 budget and is anticipated to be budgeted in future years to satisfy telematics monitoring costs.
Samsara Inc. is not indebted to the City.
IMPACT STATEMENT:
n/a
RECOMMENDATIONS:
That the City Council adopts a resolution authorizing Samsara Inc. to provide telematics services for the City fleet from May 1, 2025 through December 31, 2025, with four (4) optional one-year extensions.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing Samsara Inc. to provide telematics services for the City fleet from May 1, 2025 through December 31, 2025, with four (4) optional one-year extensions.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, telematics is a technology that collects Global Positioning Systems (GPS) location and vehicle on-board diagnostics (OBD) systems data; and
WHEREAS, the current telematics application used to monitor the City fleet was first installed in 2015. This application is limited, providing basic vehicle data, primitive reporting, and asset location updates in thirty-second intervals; and
WHEREAS, Samsara Inc., a leading telematics provider, offers a superior solution that will provide: real time tracking, historical trip data, comprehensive diagnostic reporting, harsh driving alerts, geo-fencing, fuel & energy reporting, idle monitoring, the ability to integrate with numerous fleet management software applications, and a modular gateway for future integrations; and
WHEREAS, the City participates in the Sourcewell purchasing cooperative. This program allows the City to procure various goods and services at lower prices; and
WHEREAS Using Sourcewell contract #020221-SAM, Samsara Inc. has offered to provide telematics services for 285 City fleet assets at the annual per asset rate of $176.40 ($50,274.00 total); and
WHEREAS, monitoring services will commence on May 1, 2025 and continue through December 31, 2025 at a total cost of $35,867.00 for the 2025 budget year; and
WHEREAS, any additional fleet assets would be billed at the standard annual rate or prorated for partial year terms; and
WHEREAS, Funding is allocated across multiple xxx-xxxx-xxx.44-04 accounts within the 2025 budget and is anticipated to be budgeted in future years to satisfy telematics monitoring costs; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizing Samsara Inc. to provide telematics services for the City fleet from May 1, 2025 through December 31, 2025, with four (4) optional one-year extensions upon mutual consent of both parties, which is hereto and made a part of and that the Director of Purchasing is hereby authorized to issue the necessary purchase orders for the described services and is further authorized to implement the contract extensions absent further Council approval.