HomeMy WebLinkAboutOrdinance 5783ORDINANCE NO. 5783
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVE A THIRTY SIX (36) MONTH
CONTRACT WITH WEBTECH WIRELESS, INC. FOR FLEET
MANAGEMENT TRACKING SERVICES IN THE AMOUNT OF $50,444.00,
PLUS APPLICABLE SALES TAXES AND SHIPPING COSTS
WHEREAS, the implementation of fleet management tracking services will allow the
Transportation Division to increase productivity, while meeting the needs of the City and the
citizens more effectively and efficiently; and
WHEREAS, after staff contacted several tracking service providers, it was determined that
Webtech Wireless, Inc. is the only company with the ability to provide certain features required to
meet the City's needs, including real-time monitoring of vehicles.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby determines an
exceptional situation exists in which competitive bidding is deemed not feasible or practical and
therefore waives the requirements of formal competitive bidding and approves a thirty six (36)
month contract with Webtech Wireless, Inc. for software service and maintenance in the amount
of $50,444.00 plus applicable sales taxes and shipping costs. A copy of the agreement is attached
to this Ordinance and made a part hereof.
PASSED and APPROVED this 7' day of July, 2015.
A 1TT lI 1T T.
ATTEST:
E. SMITH, City Clerkj\N49uakYY G'o'& %
YEiT
_ FAEVILLE:z'=
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City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
4 -m (478)575-8323
Text File
File Number: 2015-0289
Agenda Date: 7/7/2015 Version:1 Status: Agenda Ready
In Control: City Council Meeting File Type: Ordinance
Agenda Number: C. 2
WEBTECH WIRELESS, INC.
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING
AND APPROVE A THIRTY SIX (36) MONTH CONTRACT WITH WEBTECH WIRELESS, INC.
FOR FLEET MANAGEMENT TRACKING SERVICES IN THE AMOUNT OF $50,444.00, PLUS
APPLICABLE SALES TAXES AND SHIPPING COSTS
WHEREAS, the implementation of fleet management tracking services will allow the Transportation
Division to increase productivity, while meeting the needs of the City and the citizens more effectively
and efficiently; and
WHEREAS, after staff contacted several tracking service providers, it was determined that Webtech
Wireless, Inc. is the only company with the ability to provide certain features required to meet the City's
needs, including real-time monitoring of vehicles.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE,ARKANSAS:
Section 1. That the City
Council of the
City of Fayetteville, Arkansas hereby determines
an exceptional
situation exists in which
competitive bidding
is deemed not feasible or practical and therefore
waives
the requirements of formal
competitive
bidding and approves a thirty six (36) month
contract with
Webtech Wireless, Inc.
for software
service and maintenance in the amount of
$50,440.00 plus
applicable sales taxes and
shipping costs.
A copy of the agreement is attached to this
Ordinance and
made a part hereof.
City ofFayetteville, Arkansas Page 1 Printed on 7/6,2015
Terry Gulley
Submitted By
City of Fayetteville Staff Review Form
2015-0289
Legistar File ID
7/7/2015
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
6/19/2015
Submitted Date
Transportation Services /
Transportation Services Department
Division / Department
Action Recommendation:
Staff recommends approval of an Ordinance waiving the requirements of formal competitive bidding and approving)
an agreement with Webtech Wireless for a 36 -month fleet management tracking service subscription in the
amount of $50,444.00 plus estimated shipping and sales tax for a total of $55,664.10.
Budget Impact:
2100.5500.5314.00 Street
Account Number Fund
15002/1 Winter Weather Operations Center
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? No
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 400,000.00
$ 400,000,00
$ 55,664.10
V20140710
Previous Ordinance or Resolution #
Original Contract Number:
Comments:
Approval Date:
CITY OF
Tayo e C le
ARKANSAS
MEETING OF JULY 7, 2015
TO: Mayor Lioneld Jordan
THRU: Don Marr, Chief of Staff
CITY COUNCIL AGENDA MEMO
FROM: Terry Gulley, Transportation Services Director
DATE: June 19, 2015
SUBJECT: Webtech Wireless Service Agreement
RECOMMENDATION:
Staff recommends approval of an Ordinance waiving the requirements of formal competitive
bidding and approving an agreement with Webtech Wireless for a 36 -month fleet management
tracking service subscription in the amount of $50,444.00 plus estimated shipping and sales tax
for a total of $55,664.10.
BACKGROUND:
The implementation of a fleet management GPS tracking service will allow the Transportation
Division to increase productivity, while meeting the needs of the City and the citizens more
effectively.
This service provides vehicle tracking along with extensive and customizable reporting, which
will allow for the analysis of in-depth historical information. Both historical and real-time data
can be used to aid management during inclement weather by tracking routes and progress
during snow and ice removal and also throughout the year to track vehicles and equipment that
provide other routine services such as street sweeping.
DISCUSSION:
Transportation Division staff have contacted several GPS service providers, in addition to
Webtech Wireless, including Teletrac, Location Technologies, Inc., and Verizon Wireless.
Webtech Wireless is the only company with the ability to provide certain important features,
such as the monitoring of vehicles in real-time and the ability to change reported routes to a
different color as they are completed. For this reason, Transportation Division management has
determined that formal competitive bidding would not be feasible for this type of service.
BUDGET/STAFF IMPACT:
Funds for the purchase of this service have been budgeted in Street Fund and the
Transportation Division intends to remit payments via procurement card.
Attachments:
Webtech Wireless Service Agreement
Standard Terms & Conditions
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
webtech
wireless -
Date: June 10, 2015
Account Rep: Meghan Price
Webtech Rep: Meghan Price
Bill To
Sales Quotation
Webtech Wireless Service Agreement
Shipping Preferences: Priority
Shipping Acct. #
Opp. ID: OAVANA000FPH Acct ID: Unknown
Ship To
Company
CIN OF FAYETTEVILLE, AR
Company
CITY OF FAYETTEVILLE, AR
Address
1525 S. Happy Hollow Road
Address
1525 S. Happy Hollow Road
Activation and Access to Advanced Telemetry
Fayette,Ae,AR 72701
13
FayettevilleAR 72701
Phone:
(479)841-0753 Fax:
Phone:
Report
Email:
tgulley@fayettevillear.gov
Email:
NA
Attn:
Terry Gulley
Attn:
06-01-0013-00.0
GST/Tax ID
36
$2.00
$50.00
Installed By
Webtech Wireless
Mounting Plate & 01901286 Adjustable Sensor
Subscription Plan (36 Month Term)-'- _
Total Monthly (Before Tax): $573.75
Notes: Data plan to be billed separately by carrier.
Monthly Services
Product Name
scription
DeMonths
Item Number
Qty
Term
Price
Ext. Price
and Access to
Activation and Access to Advanced Telemetry
06-56-0001-00.0
13
NA
$5.00
$65.00
Advanced Telemetry Report
Report
Requires Pepped+Fuchs Proximity SensorAfter
03-04-0065-00.0
13
NA
$50.00
10 Second Reporting
Sets the reporting frequency to 10 seconds.
06-01-0013-00.0
25
36
$2.00
$50.00
Frequency for Trade and
Mounting Plate & 01901286 Adjustable Sensor
Trace Fleet
AmnWelding is required
Report - Monthly Retuning
Monthly Fee for Reports and Automatic Emails;
06-04-0078-GO.0
25
36
$5.00
$125.00
Fee
TBD based on Report Type and Total Number
00.0) and the Relay W ring Harness (70-06-
of Units; Monthly fee 1-99=$5.00/Unit/Month
0066-00.0
100-499=$4.00/Unit/Month
Requiresproximitysensor. RegularproArnity,
03-09-0150-00.0
14
NA
$70.00
$980.00
500+=$3.00/Unit/Month
sensor cordset is 5 Meters.
Total Monthly (Before Tax): $240.00
Products.
Name
DescriptionProduct
Telemetry- Hydraulic Pressure
Requires T Adapter and DB25 Cable 03-09-0105-00.0
3
Months
NA 1 $175.00
$525.00
sensor 100 to 1500PSI
Bracket- Proximity Main Plow
Requires Pepped+Fuchs Proximity SensorAfter
03-04-0065-00.0
13
NA
$50.00
$650.00
Sensor Bracket
Market Plow Sensor -2 Parts 01901285
Mounting Plate & 01901286 Adjustable Sensor
AmnWelding is required
Bundle -12v Auto Relay with
Bundle Includes Both the Relay (03-14-0004
03-33-0049-00.0
13
NA
$13.00
$169.00
Harness
00.0) and the Relay W ring Harness (70-06-
0066-00.0
Telemetry -Proximity Sensor
Requiresproximitysensor. RegularproArnity,
03-09-0150-00.0
14
NA
$70.00
$980.00
Cordset 10 Meters
sensor cordset is 5 Meters.
Telemetry -Proximity Sensor
Requires Comset, Proximity Bracket and DB25
03-09-0103-00.0
14
NA
$100.00
$1,400.00
without Cordset
Cable. E2ft Proximity Sensor Pepperel/Fuchs
)rOnly
webtech
fleet center" Valid for 30 days from: 6/10/2015
Page 1 of
ONE SOL UTIO,N. ONEPLA-F01:.+. -1215-4299 Canada Way, Burnaby, BC VSG IH3, Canada - webtechmrreless.com
webtech Sales Quotation
wireless Webtech Wireless Service ,Agreement
Total (Before Tax): $3,724.00
Notes: All Prices in USD Dollars. Actual shipping cost to be determined at time of shipment and not included in this quotation.
Professional Service's '
Product Name
Description
Item Number
City
To"
Price
Ext Price
Report - Route Completion
Spreader Controller or Input Data is required.
05-05-0042-00.0
1
Months
NA
$4,800.00
$4,800.00
Report
$4,800 - $TBD additional dependent on GIS
Engineering effort required. Applicable monthly
fee is 1-99= $5.00/uniVmonth, 100-
499=$4.001unit/morrth, 500+=$3.00/unit/month.
Monitoring Module - Live
No Specific Vehicle or Hardware Requirements
05-05-0050-00.0
1
NA
$6,000.00
$6,000.00
Status Monitoring Module
Referencing The City of Buffalo; $6,000- $TBD
Additional Dependent on Comple>atyof Clienfs
Request and CIS Map Data; Applicable
Monthly Fee 1-99= $5.00/Unit/Month 100-
I
I 500+=$3.00/Unit/Month
Services - Project Manager
Hourly rate $200. Daily rate $1,600.
05-05-0018-00.0
1
NA
$4,400.00
$4,400.00
(daily rate
Total (Before Tax): $15,200.00
Notes: All Prices in USD Dollars. Training, certification and project management services save time, improve ROI and help you mabmize the use of your fleet
management system. Please refer to section 23 of the Tens and Conditions for more details on 'Refusal of Senvices'.
webtech
fleet Center Valid for 30 days from: 6/10/2015
., r Page 2 of 6
v r;,;;:it,ze 7r F = l.�'r OF: '#215-42 99 Canada Way, Burnaby, 8C V5G 1 H3, Canada • webtechwireless.com