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HomeMy WebLinkAboutContracts & Agreements_113A-2024GEOTAB, - ' FLEET MANAGEMENT Contact Company Name Tricia Swope City of Redlands Company Name ("Customer" or "you") Orde Email Address tswope@cityofredlands.org r Form Phone Number 909-335-4738 City of Redlands Billing Address City State zip 1270 W Park Av Redlands CA 92373 Quote Date EFM Sales Rep Master Edge ID Region 0510V2024 Shawn Friel 473293 West Coast GPBR Sourcewell Account Number (If not applicable, input "N/A") 2FL4 18877 Please provide the full name and email address of the point of contact that will be receiving service -related alerts/notifications for this customer's account: Contact Email Address Tricia Swope tswope@cityofredlands.org This order form is valid for 30 days from the quote date unless extended in writing by Enterprise Fleet Management, Inc., a Missouri corporation ("Enterprise Fleet Management"), ®Company Name Attention To Same as Billing Address? Address City State Shipping Method (Make your selection below) Ground: 3 -5 business days from ship date ($15 per package/location receiving shipmene) ®Expedited Shipping: ($100 per package/location receiving shipment`) "Shipping fee is per location, not per device. Zip .'U :W.00 HRN-GS1fiK22 Yes 136 $0.00 - No $0.00 MKH-SRFA112128SI - - Yes 0 Na $265.00 136 $0.00 MKH-SRFPERTPCS Yes No - - 136 - - - - $36,040.00 $5.00 HRN-CBLPWRS50011P Yes No - $12.00 136 - - - $680,00 HRN-TNULL sp No E]No $11.00 136 136 - $1,632.00 Install - See special notes Yes � Yes/No $125.00 $1,496.00 136 $17,000.00 Yes/No Yes/No $0.00 0 Yes/No Yes/No $0.00 -.- - a - - Yes/No Yes/No $0.00 0 $0,00 $0.00 - Yes/No Yes/No $O.OQ _ _ - - - 0 Yes/No Yes/No $0.00 0 $0.00 Special Notes: - - $0.001 Estimated Sub $56,848.00 GPS Lockbox installation at $125 per vehicle **add your additional notes Estimated $0.00 Shipping - - - -- - -- _ - _- - - - Estimated Total $56,848.00' — Thank you for choosing Enterprise Fleet Management for your mobility product and solution needs. Geotab USA, Inc., a Delaware J corporation ("Geotab"), will provide the billing and payment processing services under this order form. After completing all applicable information in this order form, upon your submission this of order form Management sales representative, this order form will become legally binding and to your Enterprise Fleet governed by the terms form, including the Geotab Billing Terms and Conditions (and any successor and conditions of this order or related locations designated Notwithstanding the foregoing, Enterprise Fleet Management by Geotab). may reject this order farm if any changes have been made to this order form (other than completion of the order information and the signature block). Sourcewell Pro Plus Plan Self -Installation $1925 - Surfsight Sourcewell Data Plan 136 $2,618.00 $16.00 - - — _ 136 $2,176.00 - - - - - - - $0.00 $0.00 - - — - - 0 $0.00 $0.00 - - -- -.. — 0 $0.00 _ $0.00' Estimated Monthly Cost _ $4,794.00 wLV.- 0 ProPlus Bundle Plan $33.00 - a Surlsight Bundle Plan $31.00 0 $0.00 0 Estimated Monthly cost $0.00 $0.00 $0.00 $0,00 $0.00 Payment Terms (select one) ❑ New Account © Existing Account INet ❑ Customers P.O. Number P.O. Attached Promo Code Required? Yes - if this is a new customer, I have attached an email containing approval for special i pricing with this order form. Additional Terms and Conditions For the Geotab Billing Terms and Conditions, please click here (and any successor or related locations designated by Geotab). Shipping. 1-5 business days from ship date ($15 per package or location). Expedited shipping equals 2nd Day Air and not Overnight, and the $100 only applies to the shipping time of the order, not the processing time ($100 per package or location). Activation: Where applicable, Customer is responsible for the activation of equipment with a network carrier and payment of required monthly fees. Software: Customer does not own software installed on any device. Software is licensed pursuant to manufacturer's terms. Monthly Recurring Charges: Customer agrees to the payment of monthly service fees for the minimum term specified (if any). Use of Geotab Equipment:' Equipment is a GPS management solution Installation Services Required? (if yes, select one) ❑✓ GPS Lockbox services needed (Select this for camera installs). Geotab Installation Services needed (Select this for Sourcewell customers - I have included all information needed for installation services on a separate document with this order form.) Sales Tax (select one) i FI understand that applicable county/city/state sales tax for these products and services will be added to the final invoice(s) This company is tax exempt and i have attached our valid tax exemption or tax resale certificate to this order Camera purchased under a Bundle Service Plan: Billing for bundled devices will commence on the earlier of: (1) date of installation; or (2) 60 days from the date of shipment. Bundled Surfsight devices will have a minimum commitment period of 36 months from the date of activation. Geotab will invoice to Customer an early termination fee of $250 USD for any bundled Surfsight device terminated within the minimum commitment period. Surfsight bundles will include one of each of the following SKUs: MKH-SRFAI 12128SI, MKH-SRFPERTPCS, CBL- PWR-SSO-01 €P, HRN-SGCBOBD, HRN-TNULL. Bundled Surfsight devices will include a 36 month warranty. *Third Party Products/Services: Third party products and services intended for the monitoring and/or tracking of powered and non -powered ("Partner Solutions") are not Geotab products or services and assets. Equipment may NOT be used in safety -critical or military applications. Geotab makes no representations or warranties and provides no Billing: Geotab will prepare, process and submit on behalf of indemnities with respect to Partner Solutions. Customer Enterprise Fleet Management all invoices for equipment and acknowledges that Partner Solutions are developed, marketed and monthly service fees outlined above, sold by third party partners. Before using a Partner S I ' h I certify that I have the authority to execute this order on behalf of my company. By affixing my signature below. I express MY acceptance of my products and pricing contained herein, agree to be bound by the Billing Terms and Conditions. I understand that my electronic signature carries the same legal weight as a traditional wet -ink signature, and that by affixing my electronic signature hereto, this document is considered to be legally binding. GO Device purchased under a Bundle Service Plan: Billing for Bundled devices will commence on the earlier of: (1) date of installation; or (2) 60 days from the date ofshipment. Bundled GO devices will have a minimum commitment period of 6 months from the date ofactivation. Geotab wilt invoice to Customer an early termination fee of $100 USD for any bundled GO device terminated within the minimum commitment period. GO device bundles will include one standard G09 or G09B device and one universal harness (HRN-BS16S4, HRN-CW03K3, HRN-DS06S4, HRN-DS06T2, HRN-GS09K2, or HRN-GS16K22). Bundled GO devices will include a limited lifetime warranty. Signature Date o unon, t e Customer must agree to the end user terms and conditions for the use of the third party product set by the third party partner, which creates an agreement directly between the third party partner and the end user and Geotab is not a party to such agreement. Partner Solutions may not adhere to the same security standards as Geotab products and services and Geotab accepts no responsibility for any security issues related to Partner Solutions. Accordingly, to the maximum extent permitted by applicable law. Geotab will have no responsibility or liability of any kind, to Customer in respect of the Partner Solution, the development, installation, operation or maintenance thereof, or any other products or services made available by the third party partner to Customer, failure by the third party partner to provide the Partner Solution or any such other products or services to Customer, breach by the third party partner of its end user terms for the use of its Partner Solution or any negligence or wilful misconduct by the third party partner, the third partypartner's agents or the third party partner's representatives. TTEST: %1 !!",Oe Donaldson", City Clerk �tSN� City Council Meeting AGENDA ITEM NO. M. 4. DATE: 06/04/2024 TO: Honorable Mayor and City Council Members SUBJECT: Consideration of Fiscal Year 2024-25 Facilities and Community Services Department Annual Purchase Orders and Agreements for a total encumbered amount not -to -exceed $6,480,536 and a total not -to -exceed amount of $9,154,356, rejection of Rupe's Hydraulics bid due to non-conformance (Facilities and Community Services Department Director Crocker) MOTION(S): If City Council determines the staff recommendation is appropriate, the following motions are provided: 1 • I move that the City Council determine approval of the Fiscal Year 2024-25 Facilities and Community Services Department's Agreements and Annual Purchase Orders is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; 2. 1 move to reject the bid from Rupe's Hydraulics in the amount of $49,490; and 3. 1 move to approve the Fiscal Year 2024-25 Facilities and Community Services Department's Agreements and Annual Purchase Orders as itemized in the staff report. RECOMMENDATION: Staff recommends City Council reject the bid from Rupe's Hydraulics in the amount of $49,490 due to non-conformance to city standards; determine that approval of the Fiscal Year 2024-25 se Orders i Facilities and Community Services Department Agreements and Annual Purchas exempt from environmental review pursuant to Section 15061(b)(3) of the States guidelines implementing the California Environmental Quality Act; and approve the Fiscal Year 2024-25 Facilities and Community Services Department's Agreement and Annual Purchase Orders for a total FY 2024-25 encumbered amount not -to -exceed $6,480,536 and a total not -to exceed amount of $9,154,396. DISCUSSION: The City's Facilities and Community Services Department regularly procures supplies and services to support field operations throughout the City. To accommodate these purchases, and in accordance with the City's purchasing policy, staff is seeking approval for the following: Equipment Maintenance Division The Facilities and Community Services Department's Equipment Maintenance Division oversees the maintenance of approximately 600 units of vehicles, heavy equipment, generators, and compressors, as well as the operation of the City's LNG/CNG fuel station. In support of the repair and maintenance of the vehicles and equipment, it is essential for staff to procure support from various vendors for fleet maintenance, generator repairs, fabrication, and various parts suppliers. Building Maintenance Division The City of Redlands Building Maintenance Division provides maintenance services to all city facilities, including the Civic Center, State Street City Hall, A.K. Smiley Library, Lincoln Shrine, four fire stations, the Police Annex, Joslyn Senior Center, the Community and Senior Center, facilities at the Corporate Yard, and Hillside Memorial Park. In addition, two parking structures are maintained by this division. Employees complete a wide range of building maintenance functions including carpentry, plumbing, electrical, HVAC, painting and general cleaning services. This crew is also utilized for special projects, including office construction and remodeling. In accordance with the City's procurement guidelines, formal Request for Bids (RFB's) were advertised for the provision of fire fleet maintenance, generator parts and repair services, OEM Cummins parts and repairs, onsite fabrication services, hydraulic cylinder repair, and solid waste truck parts. On March 6, 2023, March 14, 2023, and March 26, 2023, the City Clerk's office received bids in accordance with each RFB. Staff evaluated each bid for conformance with the scope of services and qualifications and verified the total price listed on each Bid Opening Report. These annual purchase orders and agreements are included in the Fiscal Year 2024-25 budget request and will be encumbered for FY 2024-25 not to exceed the total annual amount of $6,480,536 and a total not to exceed amount of $9,154,356 as described in the chart below. Annual �W.. Total Vendor Service Not -to -Exceed Not -to -Exceed Division(s) Type Amount Fire Fire Fleet $306,400 $919,200 Equip. Bid Apparatus Maintenance Maint. Solutions and Repair On Powerm Generator _ $90,530 $271,590 Equip Bid Industries Maintenance Maint. and Repair _ P & S Truck OEM $300,000 $900,000 Equip Bid Supply, Inc. Cummins Maint. dba P & S Parts and Truck Center Service Redlands $75,000 $225,000 Bid Ironworks Inc. [Fabricnsite ation [E-quip. amt.ervice-� Ce�v�� Ray Gaskin Hydraulic $105,000 $315,000 Equip. Bid Service Cylinder Maint. Parts and Repair__ astebuilt Solid Waste $200,000 $600,000 Equip. Bid vironmental F Truck Parts Maint. ��� lutions, LLC Bernell _I� OEM Parker $370,000 $890,000 Equip. Agreement Hydraulics Hannifin Maint. Amendment Hydraulic Hoses and equipment Ben's Lock & I Locksmith 11$50,000 $50, 000 Building Sole Source Key Services Maint.mV J REP OEM Amrep $160,000 $160,000 Equip. Sole Source F Parts and ��I nMaint. Service 1� rl—eanEne—r,y Fuel Island $90,000 $90,000 Equip. Sole Source Maintenance Maint. Ray Gaskin OEM New —_ $200,000 $200,000 Equip. Service Way Parts JI Maint( Rush Truck OEM �150,00O$150,000 Equip. _] [So=leSource le SourceCenter Peterbilt Parts]� Maint.� SVT Fleet, On -site Fleet $1,106,000 Equip. I Sole Source LLC Maintenance Maint. and Repair [,1,06000 Services _ $2,963,000 $2,963,000 Equip. Cooperative =EnterpriseVehicle Lease Maint. Purchase Program Geo-Tab Telematics $168,606 $168,606 Equip. Cooperative and Maint. Purchase Drivecam Fleet Management System _ Genuine Auto Automotive _ $146,000 $146,000 Equip Cooperative Parts dba Parts Maint. Purchase NAPA Auto Parts Staff reviewed submitted bids for compliance with the scope of specifications requested per the RFB. Staff recommends that the City Council reject the bid from Rupe's Hydraulics in the amount of $49,940 as non -responsible as the quoted rates are not equivalent to prevailing wage requirements. Staff further recommends the City Council approve an agreement with Gaskin Sales and Service in the amount not -to -exceed $105,000 for a period of one year, with two additional one-year renewal options for a total agreement amount not -to -exceed $315,000. Agreement with On Power Industries for Generator Maintenance and Repair. The total bid amount for this service is $32,965. The bid amount reflects the total cost of the preventive maintenance and testing for the City's generators. The annual Purchase Order request is in the amount of $90,530 and is based on historical expenditures for the labor and parts required for repairs beyond the initial preventive maintenance and testing. Agreement with P & S Truck Supply for OEM Cummins Parts and Service. During the bidding process, the bid amount reflects an estimated number of parts and hours of service and is used to compare responsive bidders. The total bid amount for specified parts and service is $75,000. The annual Purchase Order request is in the amount of $300,000 and is based on historical expenditures for this service. Agreement Amendment On December 5, 2023, the City Council approved an agreement with Bernell Hydraulics Inc. for the supply of OEM Parker Hannifin Hydraulic Hoses and Accessories. Due to an increased need to replace hydraulic hoses and an increase in the price of materials, staff is recommending that the City Council approve a First Amendment to the Agreement with Bernell Hydraulics for an amount not to exceed $370,000 for the second and third terms, for a total not -to -exceed amount of $890,000. Sole Source Purchase Orders In accordance with the City's purchasing policy, sole or single source purchases exceeding $30,000 require City Council approval. These purchases are typically warranted because the vendor is the sole -authorized dealer and purchasing from another vendor would void the manufacturer's warranty, and/or the vendor's product has been standardized for use. Fiscal Year 2024-25 purchases through these annual purchase orders are anticipated not to exceed $1,756,000. Cooperative Purchase Orders In accordance with the City's procurement policies, the City utilizes existing cooperative contract agreements for supplies and services through Sourcewell. By utilizing the Sourcewell Cooperative purchasing arrangement, the City can benefit from previously posted bid packages that have been competitively bid and awarded. Agencies can review bid results from more than 50,000 government, educational, and nonprofit organizations and draw from the terms and pricing for similar units and vehicles. Fiscal Year 2024-25 cooperative purchases are anticipated not to exceed $3,277,606. City Council approval of these annual agreements and purchase orders is exempt from environmental review pursuant to Sections 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act as it can be seen with certainty that approval of these annual purchase orders will have no significant effect on the environment. ALTERNATIVES: City Council may deny the staff recommendation and provide alternate directions. STRATEGIC PLAN: N/A &Ul3J,Ihi13T3Va Tabitha Crocker, Facilities and Community Services Department Director RECOMMENDED BY: Charles M. Duggan Jr., City Manager REVIEWED BY: Yvette M. Abich Garcia, City Attorney Christopher Boatman, Assistant City Manager Danielle Garcia, Management Services/Finance Director Dana Abramovitz-Daniel, Procurement Manager PREPARED BY: Larry Alms, Senior Administrative Assistant Fiscal Impact Fiscal Year: FY 2024-25 Amount: $6,480,536 budgeted Y/N: Y Account No.: Various Discussion: Funding for these annual agreements and purchase orders are included in each Division's Operating Budget request for FY 2024-25. Attachments Agreement List and Bid Reports Agreement with FAS Agreement with On Power Industries Agreement with P & S Truck Agreement with Ray Gaskin Agreement with Redlands Ironworks Agreement with SVT Agreement with Wastebuilt First Amendment with Bernell Cooperative Purchase Orders Sole Source Purchase Orders