Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: January 25, 2022
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Rush Truck Centers of Texas, L.P., through the
Sourcewell Cooperative Purchasing Network Contract Number 020221-GEO, for the purchase of telematics
hardware and data services through Geotab for various City Departments; authorizing the expenditure of
funds therefor; and declaring an effective date (File 7891 – awarded to Rush Truck Centers of Texas, L.P.,
in the five (5) year not-to-exceed amount of $460,000.00).
INFORMATION/BACKGROUND
The proposed contract is for the purchase of Geotab telematics devices and data services for various City
departments. The Geotab device attaches to a vehicle to track location, speed, engine idling, distance, etc.
The telematics will be installed on all new and some existing vehicles and equipment if applicable.
The use of telematics to gather data on vehicle and equipment use is an industry best practice and was
recommended in the recent Fleet Services audit performed by Matrix Solutions. The data can be used to
make better business decisions concerning vehicle right-sizing, utilization, and conversion of the fleet to
alternative fuels or EV’s. Fleet Services began installing telematics on a small portion of the on-road fleet
in 2015. There are currently 120 devices in operation across 28 different departments that have already been
converted to the new Geotab product. The data service for these existing devices will transfer to the
proposed new retailer under the Sourcewell contract. In addition, the Solid Waste Department is also using
Geotab product data for route optimization.
Fleet Services intends to install telematics on all newly acquired City vehicles and equipment when
applicable along with the possible conversion of any fleet vehicle already in service up to (3) three years of
age.
Year 1 Year 2 Year 3 Year 4 Year 5
Current # of Systems Installed 120 220 320 420 520
Estimated # of Added Systems 80 80 80 80 80
Annual Costs ($19.39 per month per unit) $46,536 $65,150 $83,765 $102,379 $120,994
Contingency - 10% $4,654 $6,515 $8,376 $10,238 $12,099
Total: $51,190 $71,665 $92,141 $112,617 $133,093
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Pricing obtained through Sourcewell Cooperative Purchasing Network has been competitively bid and
meets the statutory requirements of Texas Local Government Code 271.102.
Due to the rise in Covid19 cases, this item will be taken retroactively to the Public Utilities Board once
meetings resume.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 28, 2020, Council approved the interlocal agreement with Sourcewell (Ordinance 20-197).
RECOMMENDATION
Award a contract with Rush Truck Centers of Texas, L.P., for the purchase of telematics hardware and data
services through Geotab for various City Departments, in a five (5) year not-to-exceed amount of $460,000.
PRINCIPAL PLACE OF BUSINESS
Rush Truck Centers of Texas, L.P.
Dallas, TX
ESTIMATED SCHEDULE OF PROJECT
This is a five (5) year contract. This Sourcewell contract expires March 26, 2025.
FISCAL INFORMATION
These products and services will be funded through the using department’s budget on an as-needed basis.
The City will only pay for services rendered and is not obligated to pay the full contract amount unless
needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Quote
Exhibit 3: Ordinance
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Terry Kader, 940-349-8729.
Legal point of contact: Marcella Lunn at 940-349-8333.