Focus Area: Economy
Staff Contact: Mike Sirna/Barrett Baumgartner/John Page
Subject: Consideration of expenditure authority and award of contract to RSC Communications Inc. for vehicle GPS services.
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Consideration of expenditure authority and award of contract to RSC Communications Inc. for vehicle GPS services.
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Summary:
GoTrack (RSC Communications) has been providing automated vehicle location (AVL) services to the City of Olathe since 2010. Previously, these devices allowed for the monitoring of vehicle location and other fleet information for vehicles assigned to the Infrastructure Focus Area. The City incorporated AVL on all vehicles in our fleet, excluding Police and Fire, into this contract. This system allows for real-time inventory management as well as provide data used to update such things as the City’s website’s snow maps during snow events. The City Council last approved this contract on April 20, 2021 for a two-year service contract for an estimated expenditure total of $316,680. That contract has since expired in 2023.
On May 1, 2024, staff received an invoice for $98,820 for the usage of GoTrack for 357 City vehicles. Due to the timeliness of getting this paid without losing service, staff had to pay this without City Council authority. City Council is being asked to retroactively provide expenditure authority as the contract had expired and the renewal was missed due to turnover of staff.
Besides the approval of expenditure authority, City staff are also recommending an approval of a one-year contract with an option to renew for one-year.
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Financial Impact:
One-time expenditure of $98,820 out of multiple City funds. This is also the expected one-year costs with this contract.
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Action Needed:
Approval of expenditure authority and contract with RSC Communications Inc.
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Attachment(s):
A. Contract
B. Invoice