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File #: 1223-2012    Version: 1
Type: Ordinance Status: Passed
File created: 5/29/2012 In control: Finance Committee
On agenda: 7/9/2012 Final action: 7/11/2012
Title: To authorize the Finance and Management Director to contract with AssetWorks, Inc. for a vehicle GPS tracking and vehicle monitoring system in the amount of $1,488,538.00; to provide for payment of installation of the system by Fleet Management personnel in the amount of up to $250,000.00; to modify an existing contract to provide for vendor hosting services in the amount of $100,000.00; to provide for payment to the Department of Technology for project management services in the amount of $22,000.00; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $1,860,538.00 from the Fleet Management Capital Improvement Fund; and to declare an emergency. ($1,860,538.00)
Attachments: 1. 1223-2012waiver
Explanation

BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into contract with AssetWorks, Inc. for a Global Positioning (GPS)/Telematic system that will be used on all on-road City vehicles (except Public Utilities which already has a GPS monitoring system in place). This system will provide location information as well as various types of vehicle repair information which will be sent directly to the current Fleet Management work order system (Fleet Focus) through an internet-based application. This will allow users to locate vehicles quickly and will increase efficiency, improve employee safety, and reduce maintenance and fuel costs.

The system will collect detailed vehicle information, including the vehicle's location as well as information from the engine computer. The data is updated every two minutes. Vehicle diagnostics will be noted and Fleet Management will be alerted when a vehicle needs a specific maintenance repair. This notification process will allow Fleet to schedule vehicles for preventive maintenance and routine repairs, thereby saving money by avoiding major repairs from breakdowns. Other system features include:
· Tracking and recording accurate odometer readings which aids in preventive maintenance and proper warranty scheduling
· Sending daily car health codes via email to departments or divisions responsible for equipment, then sending a code which will open a "service request" in the Fleet work order system for a prospective repair
· Assisting in identifying under-utilized equipment
· Assisting in stolen vehicle recovery through the ability to track vehicle location
· Monitoring speed, time spent idling, routes taken, and unauthorized usage, which can then be addressed to increase fuel savings and reduced emissions
· Improving customer service, through:
o Documenting departure and arrival times
o Responding more efficiently to emergencies
o Finding equipment ...

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