HomeMy WebLinkAboutPW Fleet Vehicle Purchases FY2017-18____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 9-3-40.1
Council Meeting: 12/18/2017
Disposition: Resolutions 14437 & 14438
Agenda Item No: 4.k
Meeting Date: December 18, 2017
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin
Director of Public Works
City Manager Approval: __________
File No.: 01.14.16
TOPIC: FY 2017-18 FLEET VEHICLE PURCHASES
SUBJECT: 1. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE
CITY MANAGER TO PURCHASE SEVEN VEHICLES AND EQUIPMENT FOR PUBLIC WORKS,
POLICE DEPARTMENT, FIRE DEPARTMENT AND PARKING SERVICES.
2. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE
CITY MANAGER TO ENTER INTO A 3-YEAR AGREEMENT WITH PCS MOBILE, INC. FOR
AUTOVU LICENSE PLATE RECOGNITION SOFTWARE IN AN AMOUNT NOT TO EXCEED
$167,295.
RECOMMENDATION: Adopt the resolutions.
BACKGROUND: The City of San Rafael’s vehicle fleet consists of 185 vehicles. This refers to vehicles such
as passenger cars and trucks as well as the City’s specialty vehicles supporting the Fire Department,
Police Department, Public Works, and others. In addition to the street-legal vehicles maintained in the
City fleet, the Public Works Vehicle Maintenance and Replacement Program maintains 66 heavy
equipment vehicles including a backhoe, paint striper, tractors, and street sweepers. The majority of City
vehicles are utilized by public safety (Police and Fire), followed by Public Works.
The Department of Public Works proposes a list of vehicles that are recommended for replacement that
fiscal year. The budget for vehicle replacement is set in the current year’s budget in the Vehicle
Replacement Fund (Fund #600). For FY 2016-17, a total of 14 fleet vehicles were recommended and
approved for replacement at the October 3, 2016 City Council meeting. On June 5, 2017, an additional
seven vehicles and equipment were recommended and approved for replacement at the City Council
meeting, and on October 2, 2017 two ambulances were approved for replacement.
The City’s Fleet Management Policy and Procedures (See Attachment 3) outlines the role of the Fleet
Manager and various policies around replacement and repairs (including a commitment to purchase
“green” e.g. hybrid or electric vehicles whenever possible). In addition, the Policy and Procedures
document suggests a useable life for fleet vehicles by type. The usable life schedule outlined in the Fleet
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Policy and Procedures serves as a guide for estimating when replacement should occur; and vehicles are
not necessarily replaced in the number of years dictated by this schedule. The decision to replace a
vehicle or other piece of equipment is based on its safety, mechanical condition, repair history and cost,
the department’s operational needs, and available finances.
ANALYSIS: There are seven vehicles that Public Works is recommending to replace: three international
dump trucks and one utility truck (Public Works), two pickup trucks (Police Department and Parking
Services), and one ambulance (Fire Department). Public Works is also recommending the purchase of
two sets of license plate recognition pieces of equipment to be installed on two existing vehicles
(Parking Services).
With the exception of the license plate recognition equipment and the ambulance, all of the vehicles will
be purchased utilizing the prices set forth in the State Contract. Negotiated and administered by the
State of California General Services Agency, the State Contract is a cooperative purchasing program that
local governments (and other government agencies) are able to “piggyback” on with their own
purchases. The prices for vehicles and equipment in the statewide contract are awarded to the
dealership which bids the lowest price for that make/model. The Municipal code for Procurement allows
for the utilization of cooperative purchasing programs:
Municipal Code 2.55.260 - Cooperative purchasing programs.
“Purchases of supplies, material, equipment or services and sales of surplus property made
under a cooperative purchasing program, utilizing purchasing agreements maintained by the
state, county or other public agencies are exempt from the requirements of this chapter. To the
extent possible, cooperative purchases joined will be competitively awarded, and
documentation as to the advantage of the cooperative purchase will be retained.”
The ambulance can be purchased under Houston-Galveston Area Council (HGAC), a Cooperative
Purchasing Program which provides preferred pricing and discounts for municipal agencies for more
specialized vehicles and equipment such as ambulances.
Summary of Proposed Vehicle/Equipment Purchases
Department Vehicle/Equipment
to be replaced
Type Last year
replaced
Preliminary
Price
Purchase
Strategy
Public Works Commercial Work
Truck (#42)
Fleet Vehicle 2000 $60,000 State Contract
Public Works Commercial Work
Truck (#29)
Fleet Vehicle 2001 $60,000 State Contract
Public Works Commercial Work
Truck (#31)
Fleet Vehicle 2001 $60,000 State Contract
Public Works Utility Truck (#48) Fleet Vehicle 2000 $35,000 State Contract
Police Department Utility Truck (#250) Fleet Vehicle 2004 $50,000* State Contract
Fire Department Ambulance (#140) Fleet Vehicle 2012 $231,000 HGAC Contract
Parking Services Utility Truck (#260) Fleet Vehicle 2005 $35,000 State Contract
Parking Services License plate reader
cameras (2)
Special
Equipment
N/A $167,295 Sole Source
Total $698,295
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
All price estimates include installation of additions such as a utility body and lift gate on top of the price
of the vehicle.
*Includes outfitting costs for the installation of Code 3 lights and sirens
Public Works
3 Commercial Work Trucks ($60,000 each)
The Public Works Commercial Work Trucks (currently all International Dump Trucks) are utilized
for a variety of tasks that the Streets Maintenance Division performs. These trucks have a dump
bed that holds 5-6 cubic yards. From hauling materials and debris, to traversing uneven roads
and landscape during storm response in transporting equipment and personnel; these trucks
serve an integral part of the Public Works maintenance division functions.
The three trucks to be replaced (#42-00, #29-01, and #31-01) are all more than seventeen years
old, and used by the department on nearly a daily basis. The turbo charger system in each
vehicle (which powers the engine) is in need of replacement, and the truck beds regularly
experience mechanical failure. The vehicles do not have a useful life for the City beyond their
current capacity, and the department will be auctioning off the vehicles when they are retired.
1 Standard Utility Truck ($35,000)
The Department is also replacing the oldest of its standard utility trucks (#48-00). The utility
truck is more than 17 years old and has reached the end of its useful life. It is currently costing
the department more to continue to maintain than to replace. The truck is used by the City
Facilities maintenance division.
Police Department
1 Large Utility Truck ($50,000 including outfitting)
The ¾ ton pickup truck that is recommended for replacement (#250-04) is the only utility
(pickup) truck in the San Rafael Police Department fleet. The truck is 13 years old, and is in
frequent need of repairs. The truck is heavily utilized both on and off-road in responding to
service calls in City open space. The truck is operated as an emergency vehicle, and will be
outfitted with Code 3 lights and sirens. Public Works and the Police Department are
recommending replacing the truck with a similar model: a Chevrolet Silverado 2500.
Fire Department
1 Ambulance ($231,000)
In December, the Fire Department experienced complete mechanical failure of one of its older
ambulances (#140-12). The engine failed and needs a complete replacement, and repairs are
estimated at upwards of $30,000. Furthermore, the Fire Mechanic has determined that even
with temporary repairs, the body of the vehicle was purchased used and likely will not hold up
to significant more use. There are also significant costs associated with borrowing and/or leasing
an ambulance from another agency for an extended period of time, and safety concerns in the
event that the agency requests the ambulance to be returned in the event of an emergency.
While normally, the ambulance would not be up for replacement for another 1-2 years under
the standard replacement schedule, the Department is in the unique situation of being able to
take advantage of the pricing and discounts available with the recent purchase of two
ambulances which was approved by City Council on October 2, 2017 (neither of the ambulances
approved for replacement in October were the one that failed this month). In addition, there are
some savings in the Vehicle Replacement Fund due to the longer than anticipated replacement
of the other two ambulances (2001 and 2004 vehicles), and the Fire Equipment Fund is also able
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
to contribute to the purchase. The total quote for the third ambulance is $230,349.50. This price
includes a municipal discount, multi-unit discount, and manufacturers’ credit. The full amount
also includes California sales tax (9%) and delivery fees.
Parking Services
1 Standard Utility Truck ($35,000)
Parking Services operates one ½ ton pickup truck (#260-05) for transportation of materials and
repairs of parking structures and meters. The truck is nearing the end of its useful life, and
Public Works and Parking Services are recommending replacement with a similar model: a
Chevrolet Silverado 1500.
2 License Plate Reader Cameras ($167,295)
Currently, San Rafael Parking Services enforces parking time limits in non-metered (or public
garage) spaces by “chalking tires”. This practice involves a Parking Enforcement (or a Police)
Officer physically marking the tire of vehicle with chalk. The chalk will come off the tire once the
vehicle is driven again, and therefore, if the enforcement officer returns to the vehicle over the
allowed limit of time, and the chalk mark is intact, the vehicle is issued a ticket, or potentially
towed if in violation of the citywide 72-hour parking limit. While this practice works well for
small areas with limited parking, such as a 2-hour lot in the downtown area, it is difficult to
efficiently scale to an entire neighborhood. Chalking requires a considerable amount of time
since the officer must leave their enforcement vehicle for each chalk mark. The method is also
not fool-proof, as time-limit violators have been known to wash off the chalk mark or move the
vehicle several inches before the officer returns to issue the violation.
The preferred alternative to tire chalking is license plate reader cameras. The City began its
research on this technology after calls for increased parking enforcement in the large East San
Rafael area (at present the area is still subject to the citywide 72-hour limit). While several short
term proposals in the East San Rafael Parking Study are still being evaluated by Public Works,
what both the City Council and the East San Rafael community have unambiguously called for in
the meantime is increased enforcement of existing parking rules and regulations. Currently,
there are a large number of vehicles that are “stored” for weeks, months, or even years on
streets in the Canal neighborhood, often because they are awaiting repair work from a nearby
auto repair shop or to be transported or shipped. This long-term storage of un- or under-utilized
vehicles on public streets is contributing to the parking crunch that is experienced by residents
in the Canal, Bahia, Spinnaker and Baypoint neighborhoods.
Given the intensive staffing and time resources required with tire chalking, it has not proven an
effective method to cite violators and adequately discourage long-term parking and vehicle
storage in an area as large as East San Rafael. Therefore, City staff is recommending the
purchase of two sets of license plate reader cameras and support equipment to outfit two
existing parking enforcement vehicles. The technology will read the license plates of vehicles
that are parked on the street, and alert enforcement officers when a vehicle has been parked in
a space for longer than the allowed time limit. Though the cameras will be used in enforcing
parking time limits citywide, their focus in the beginning will be on the East San Rafael area.
There are only two companies which produce this specialized equipment and software and
provide services in California (Tannery Creek and PCS Mobile). However, only one of these
companies has the ability to integrate with data for license plates of stolen and warranted
vehicles and alert law enforcement when a vehicle is identified. Since these cameras will be
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 5
outfitted on enforcement vehicles which will be traveling citywide on a daily basis, having the
ability to identify license plates of stolen vehicles or vehicles associated with a warrant for arrest
is greatly advantageous to our law enforcement partners.
Company Bid Ongoing Annual
Maintenance fee
Total (after 3
years)
Tannery Creek (low bid) $114,500 $22,900 $160,300
PCS Mobile $156,895 $5,200 $167,295
While the bid from Tannery Creek came in lower ($160,300), the department is recommending
that the Council waive bidding and authorize the City Manager to execute an agreement with
PCS Mobile for their license plate recognition software due to the unique abilities of their
software as described above.
FISCAL IMPACT: There are sufficient funds available in the Vehicle Replacement Fund (#600) and the
Fire Equipment Replacement Fund (#602) for the proposed vehicle and equipment purchases totaling
$531,000. The Parking Enforcement cameras ($167,295 total) will be funded from the Parking Services
fund (#501).
All City departments pay into the Vehicle Replacement Fund each year as an internal service charge.
The amount they pay is based on the number and dollar value of vehicles/equipment the Department
utilizes, and amortized over the anticipated useful life.
OPTIONS:
1. Approve the resolution authorizing the City Manager to purchase the proposed list of seven
vehicles for various City departments and the resolution authorizing the City Manager to enter
into a 3-year agreement with PCS Mobile, Inc. for AutoVu License Plate recognition software in
an amount not to exceed $167,295.
2. Direct the Department of Public Works to modify the proposed purchases and resolutions.
3. Direct the Department of Public Works to withhold the proposed purchases and resolutions.
This option may have additional costs associated with vehicle/equipment rentals in the event
that the current vehicles or equipment experience mechanical failure.
ACTION REQUIRED: Adopt Resolution and authorize the City Manager to purchase the proposed list of
six vehicles for various City departments and the resolution authorizing the City Manager to enter into a
3-year agreement with PCS Mobile, Inc. for AutoVu License Plate recognition software in an amount not
to exceed $167,295.
ATTACHMENTS:
1. Resolution Approving Vehicle Purchases
2. Exhibit A to Resolution Approving Vehicle Purchases– Ambulance quote
3. Resolution Approving – PCS Mobile Agreement
4. Exhibit 1 to Resolution – PCS Mobile Agreement
5. Exhibit A to PCS Mobile Agreement: Statement of Work
6. Exhibit B to PCS Mobile Agreement: Proposed Cost Elements
7. Fleet Management Policy and Procedures
RESOLUTION NO. 14437
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING
THE CITY MANAGER TO PURCHASE SEVEN VEHICLES FOR PUBLIC WORKS, POLICE
DEPARTMENT, FIRE DEPARTMENT, AND PARKING SERVICES.
WHEREAS, San Rafael's various departments operate a fleet of 185 vehicles; and
WHEREAS, the management and replacement of the City's fleet of vehicles and equipment is
governed by the guidelines set forth in San Rafael's Fleet Management Policies and Procedures
document issued September 6,2012; and
WHEREAS, the Department of Public Works is recommending the replacement of six vehicles:
three Commercial Work Trucks (Public Works), three Utility Trucks (Public Works, Police, and Parking
Services), and one ambulance (Fire Department); and
WHEREAS, all of the said vehicles to be replaced are more than 12 -18 years old (5 years for
the ambulance) and have reached the end of their useful life, and are currently costing the City more to
repair and maintain than to replace; and
WHEREAS, all of the said vehicles serve vital functions to City services; from transporting
debris and material for Public Works to enabling law enforcement to respond to calls in open space; and
WHEREAS, the City Vehicle Maintenance program also purchases, installs, and maintains
equipment on City fleet vehicles; and
WHEREAS, there are sufficient funds in the City's Vehicle Replacement Fund (#600); and
funds shall be appropriated in each budget accordingly in order to support these purchases.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Rafael
authorizes the City Manager to execute the purchase of seven vehicles for various City departments, as
described in Exhibit A and the Staff Report attached hereto and incorporated herein, in accordance with
the guidelines set forth in San Rafael's Fleet Management Policies and Procedures, issued on September
6,2012.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was
duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on
Monday, the 18 th day of December, 2017 by the following vote, to wit:
AYES:
NOES:
ABSENT:
COUNCll...MEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
COUNCll...MEMBERS: None
COUNCll...MEMBERS: None
ESTHER C. BEIRNE, City Clerk
1
Customer Sales Order Pricing Summary
2236Parent Job
So El Monte, CA 91733 San Rafael, Ca 94901
707-529-7522
Steve De La Montanya
10941 Weaver Avenue
Eric MacAusland
1039 C Street
San Rafael Fire HortonLEADER INDUSTRIES
Rev.12/18/14
($4,000)SPECIAL:
$2,357 SPECIAL:
($4,800)(2018) MANUFACTURES CREDIT
Customer Representative Date:
Contract Total:
211,025.00
9.00
0.00
2,500.00
Subtotal for all option items:
Subtotal for base vehicle, rebates and discounts :
SUB TOTAL FOR VEHICLE AND ALL ITEMS IN THE CONTRACT:
Sales tax calculated at :
Estimated DMV fees:
Delivery Fees:
18,812.25
$230,349.50
Tires fees ($1.75) per tire:
%
$209,025.00
Purchaser agrees to defend, indemnify and hold Halcore Group Inc., dba Leader Industries, harmless from any claims, costs (including actual attorney's
fees), damages and liabilities caused in whole or inpart by any alteration or modification of, or changes or additions to these purchased products.
964.00
1 Extended AmountEach
$210,061.00
964.00
211,025.00
18,812.25
$209,025.00
0.00
2,500.00
12.25
$230,349.50
Leasing
Company Check
Wire Transfer
Payment: (Please check one)
TERMS: All Vehicle Sales Are C.O.D. Titles to be Processed Upon Receipt of Payment in Full.
Quotation is valid for 60 days
THANK YOU FOR YOUR BUSINESS
SHIPPING FOB SAN RAFAEL CA. 94901
Final inspection to occur in conjunction to first ordered units
Estimated delivery is to be in conjunction to first ordered units
7
Multi unit Discount: $2000.00 (2,000.00)(2,000.00)
Subtotal for base vehicle and all taxable items:
$210,061.00
12.25
THE ABOVE ITEMS ARE ALREADY INCLUDED IN THE CONTRACT PRICE.
2236 12/11/20172013 Database 2017 Database
1
RESOLUTION NO. 14438
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING
THE CITY MANAGER TO ENTER INTO A 3-YEAR AGREEMENT WITH PCS MOBILE, INC.
FOR AUTOVU LICENSE PLATE RECOGNITION SOFTWARE IN AN AMOUNT NOT TO
EXCEED $167,295.
WHEREAS, San Rafael Parking Services currently enforces parking time limits in non-metered
(or public garage) spaces by “chalking tires”, which involves a Parking Enforcement Officer physically
marking the tire of vehicle with chalk; and
WHEREAS, given the intensive staffing and time resources required with tire chalking, it has
not proven an effective method to cite violators and adequately discourage long-term parking and vehicle
storage in large areas such as East San Rafael; and
WHEREAS, the City is recommending a high-tech alternative to tire chalking: license plate
recognition software and equipment, which will read the license plates of vehicles that are parked on the
street, and alert enforcement officers when a vehicle has been parked in a space for longer than the
allowed time limit; and
WHEREAS, PCS Mobile, Inc., is the only vendor of this product and technology that also has a
feature desired by the City’s Police Department, namely the ability to integrate with the City’s existing
Police Department data for reading license plates of stolen and warranted vehicles; and
WHEREAS, there are sufficient funds in the City’s Parking Services Fund (#501) to support this
purchase and agreement and $167,295 in funds shall be appropriated in Fund #501 as such;
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Rafael
authorizes the City Manager to enter into a 3-year agreement with PCS Mobile, Inc. for AutoVu License
Plate recognition software, in the form attached hereto as Exhibit 1 and incorporated herein by reference,
subject to final approval as to form by the City Attorney, and in an amount not to exceed $167,295.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was
duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on
Monday, the 18th day of December, 2017 by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
______________________________
ESTHER C. BEIRNE, City Clerk
AGREEMENT FOR PROFESSIONAL SERVICES
FOR AUTOVU LICENSE PLATE RECOGNITION SOFTWARE
This Agreement is made and entered into this ~ day of J a.t\\Ao. . .Y~ , 20~,
by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), andX'CS Mobile ~
(hereinafter "CONTRACTOR"). p~~ Go""'f'~e-r ~y "..y ~ I I\')c.. 1)~
RECITALS
WHEREAS, San Rafael Parking Services cUlTently enforces parking time limits in non-
metered (or public garage) spaces by "chalking tires", which involves a Parking Enforcement
Officer physically marking the tire of vehicle with chalk; and
WHEREAS, given the intensive staffing and time resources required with tire chalking, it
has not proven an effective method to cite violators and adequately discourage long-tenn parking
and vehicle storage in large areas such as East San Rafael;
WHEREAS, the City is recommending a high tech alternative to tire chalking: license plate
recognition software and equipment, which will read the license plates of vehicles that are parked
on the street, and alert enforcement officers when a vehicle has been parked in a space for longer
than the allowed time limit;
WHEREAS, PCS Mobile, Inc., is the only vendor of this product and technology that also
has the ability to integrate with our existing Police Department data for reading license plates of
stolen and wan'anted vehicles;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION,
A. CITY'S Project Manager. The Parking Services Manager, Jim Myhers, is hereby
designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall
supervise all aspects of the progress and execution of this Agreement.
B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. Sean Bruecken is hereby designated as the PROJECT
DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the
execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the
CONTRACTOR shall notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONTRACTOR.
CONTRACTOR shall perfonn the duties and/or provide services as described In
Attachment A "Statement of Work" and Attachment B "Proposed Cost Elements."
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perfonn the duties as
described in Attachment A "Statement of Work" at section 4 Assumptions and Requirements and
Attachment B "Proposed Cost Elements."
4. COMPENSATION.
For the full perfonnance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR as follows, in an amount not to exceed one hundred sixty seven two hundred
ninety-five dollars and zero cents ($167,295.00).
Payment will be made upon receipt by PROJECT MANAGER of itemized InVOICeS
submitted by CONTRACTOR.
5. TERM OF AGREEMENT.
The tenn of this Agreement shall be for 3 year(s) commencing upon the date of execution of
this Agreement.
6. TERMINATION.
A. Discretionary. Either party may tenninate this Agreement without cause upon
thirty (30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may tenninate this Agreement for cause upon fifteen (15) days
written notice mailed or personally delivered to the other party, and the notified patty's failure to
cure or correct the cause of the tennination, to the reasonable satisfaction of the patty giving such
notice, within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of tennination, neither party shall
incur additional obligations under any provision of this Agreement without the prior written consent
of the other.
D. Return of Documents. Upon tennination, any and all CITY documents or
materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and
materials prepared for or relating to the perfonnance of its duties under this Agreement, shall be
delivered to CITY as soon as possible, but not later than thirty (30) days after tennination.
7. OWNERSHIP OF DOCUMENTS.
2
The written documents and materials prepared by the CONTRACTOR in connection with
the perfonnance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONTRACTOR in connection
with its perfonnance of its duties under this Agreement. CONTRACTOR shall fully cooperate
with CITY or its agent in any such audit or inspection.
9. ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
perfonnance of any of their respective obligations hereunder, without the plior wlitten consent of
the other party, and any attempt to so assign this Agreement or any rights, duties or obligations
arising hereunder shall be void and of no effect.
10. INSURANCE.
A. Scope of Coverage. DUling the tenn of this Agreement, CONTRACTOR shall
maintain, at no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for
death, bodily injury, personal injury, or property damage.
2. An automobile liability (owned, non-owned, and hired vehicles) insurance
policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If any licensed professional perfonns any of the services required to be
perfonned under this Agreement, a professional liability insurance policy in the minimum amount
of two million dollars ($2,000,000) per occurrence/four million dollars ($4,000,000) aggregate, to
cover any claims arising out of the CONTRACTOR's perfonnance of services under this
Agreement. Where CONTRACTOR is a professional not required to have a professional license,
CITY reserves the right to require CONTRACTOR to provide professional liability insurance
pursuant to this section.
4. If it employs any person, CONTRACTOR shall maintain worker's
compensation insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of no less than one million dollars ($1,000,000) per
accident for bodily injury or disease. CONTRACTOR's worker's compensation insurance shall
be specifically endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONTRACTOR in subparagraph A of this section above shall also meet the following
3
requirements:
1. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
agents, employees, and volunteers, as additionally named insureds (for both ongoing and completed
operations) under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance
policies shall be primary with respect to any insurance or coverage maintained by CITY and shall
not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and
noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO fonn
CG20 01 04 13.
3. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. The insurance policies shall be specifically endorsed to provide that the
insurance carrier shall not cancel, tenninate or otherwise modify the tenns and conditions of said
insurance policies except upon ten (10) days written notice to the PROJECT MANAGER.
5. If the insurance is written on a Claims Made Fonn, then, following
tennination of this Agreement, said insurance coverage shall survive for a period of not less than
five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement)
before CITY'S own insurance or self-insurance shall be called upon to protect it as a named
insured.
8. It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage requirements
and/or limits shall be available to CITY or any other additional insured party. Furthennore, the
requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this
Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or
proceeds available to the named insured; whichever is greater.
C. Deductibles and SIR's. Any deductibles or self-insured retentions in
CONTRACTOR's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any
self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be
4
satisfied by either the named insured or CITY or other additional insured party. At CITY's option,
the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to
CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT
MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance
evidencing the insurance coverage required in this Agreement; (2) a copy of the policy
declaration page and/or endorsement page listing all policy endorsements for the commercial
general liability policy, and (3) excerpts of policy language or specific endorsements
evidencing the other insurance requirements set forth in this Agreement. CITY reserves the
right to obtain a full certified copy of any insurance policy and endorsements from
CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to
exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT
MANAGER and the City Attorney.
11. INDEMNIFICATION .
A. Except as otherwise provided in Paragraph R, CONTRACTOR shall, to the
fullest extent pennitted by law, indemnify, release, defend with counsel approved by CITY, and
hold hannless CITY, its officers, agents, employees and volunteers (collectively, the "City
Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of
any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of
litigation, (collectively "CLAIMS "), arising out of CONTRACTOR'S perfonnance of its
obligations or conduct of its operations under this Agreement. The CONTRACTOR's
obligations apply regardless of whether or not a liability is caused or contributed to by the active
or passive negligence of the City Indemnitees . However, to the extent that liability is caused by
the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's
indemnification obligation shall be reduced in proportion to the City Indemnitees' share of
liability for the active negligence or willful misconduct. In addition, the acceptance or approval
of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial
proceeding arising from CONTRACTOR'S perfonnance of or operations under this
Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S
option reimburse the City Indemnitees their costs of defense, including reasonable attorneys'
fees , incurred in defense of such claims.
R Where the services to be provided by CONTRACTOR under this Agreement are
design professional services to be perfonned by a design professional as that tenn is defined
under Civil Code Section 2782.8 , CONTRACTOR shall , to the fullest extent pennitted by law ,
indemnify, release , defend and hold hannless the City Indemnitees from and against any
CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of CONTRACTOR in the perfonnance of its duties and obligations under this
Agreement or its failure to comply with any of its obligations contained in this Agreement,
except such CLAIM which is caused by the sole negligence or willful misconduct of CITY.
5
C. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the tennination or completion of this Agreement for the full period
of time allowed by law.
12. NONDISCRIMINATION.
CONTRACTOR shall not discriminate, in any way, against any person on the basis of age,
sex, race, color, religion, ancestry, national Oligin or disability in connection with or related to the
perfonnance of its duties and obligations under this Agreement.
13. COMPLIANCE WITH ALL LAWS.
CONTRACTOR shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the perfonnance of its duties and obligations under this
Agreement. CONTRACTOR shall perfonn all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify
and hold hannless CITY, its officers, agents and employees from any and all damages, liabilities,
penalties, fines and all other consequences from any noncompliance or violation of any laws ,
ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party, under the tenns and conditions of this
Agreement, to the other party.
15. NOTICES.
All notices and other communications required or pennitted to be given under this
Agreement, including any notice of change of address, shall be in writing and given by personal
delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the
parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or
if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as
follows:
TO CITY's Project Manager:
TO CONTRACTOR's Project Director:
6
Jim Myers, Parking Services Manager
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
Sean Bruecken
PCS Mobile, Inc.
16. INDEPENDENT CONTRACTOR.
1200 W. Mississippi Ave
Denver, CO 80223
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees
of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of
CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY.
17. ENTIRE AGREEMENT --AMENDMENTS.
A. The tenns and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the patties with respect to the
subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONTRACTOR and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject
matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The tenns and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONTRACTOR and the CITY.
E. If any conflicts arise between the tenns and conditions of this Agreement, and the
tenns and conditions of the attached exhibits or the documents expressly incorporated by reference,
the telms and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONTRACTOR agrees that CITY may deduct from any payment due to
CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under
any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments,
unpaid checks or other amounts.
19. WANERS.
The waiver by either party of any breach or violation of any tenn, covenant or condition of
this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other tenn, covenant, condition, ordinance, law or regulation, or of any subsequent breach or
violation of the same or other tenn, covenant, condition, ordinance, law or regulation. The
subsequent acceptance by either party of any fee, perfonnance, or other consideration which may
7
become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding
breach or violation by the other palty of any tenn, condition, covenant of this Agreement or any
applicable law, ordinance or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the tenns and conditions of this
Agreement, or arising out of the pelfonnance of this Agreement, may recover its reasonable costs
(including claims administration) and attomey's fees expended in connection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and
all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any
work perfonned under this Agreement, until CONTRACTOR has provided CITY with a
completed Intemal Revenue Service Fonn W-9 (Request for Taxpayer Identification Number and
Certification).
22. APPLICABLE LAW.
The laws of the State of Califomia shall govem this Agreement.
IN WITNESS WHEREOF, the patties have executed this Agreement as of the day, month
and year first above wlitten.
CITY OF SAN RAFAEL
--
J nager
ATTEST:
ESTI lER C. BEHUoffi, City Clerk
LiY\~>o.'1la.va.., Int!.V\M
APPROVED AS TO FORM:
CONTRACTOR
·tle: Vice President
8
9
ST ATEMENT OF WORK
SERVICES DESCRIPTION
1. Services Objectives
PCS will provide the following services:
• Installation of two (2) 2-camera AutoVu Mobile License Plate (LPR) systems with wheel
imaging capabilities
• Installation and configuration of mobile computing and modem package . Monthly cellular
service contract to be provided by Customer.
• Extended warranty for each system through total of five (5) years advance purchase per chosen
option.
• User and administrative training.
• Custom configuration services for parking zone, mappmg, and hotlist connection and
updating
• Back end software setup required for Customer provided on-site server
• On-going support after project acceptance (Mobile Assurance)
2. Services Scope
Project Management: PCS Mobile will provide professional project management and staff during project
deployment.
Mobile mount equipment:
• PCS will install the mobile AutoVu system in accordance with manufacturers recommended
installation guidelines . When specifics for installation are not available from manufacturer, PCS
will employ best practices for installation.
• The Control unit will be mounted within the Customer's vehicles. The unit will reqUire
approximately l5"x20" of mounting space.
• PCS Mobile will not be responsible for relocating equipment to make space available.
• Cameras will be mounted in one of three configurations unless specified on the quote .
• Network interface cable will be routed from the trunk along acceptable routes into the passenger
compartment and then under trim along the passenger side of the vehicle to get to the Mobile Data
Computer at the front of the vehicle.
• All wiring/cabling will be routed through grommets when necessary and/or will be dressed
appropriately when exposed . All electrical connections will be made using solder and heat shrink
when applicable.
• Power wiring will be routed according to best practices to a power distribution unit (PDU) either
in the trunk or console . If connections are not available at the PDU or console, power wiring will
be connected at the battery for 12V constant and ground and at the ignition harness for ignition
sense .
Attachment A
Installation diagrams and specifics will be provided to the Customer during the closeout phase.
Training will be provided upon completion of installation hardware and of the back end Security Center
software.
3. Services Approach
PCS utilizes a project deployment process that breaks the entire process into 4 phases: Planning, Mobilizing,
Deployment, and Close Out.
Planning: Work with the Town on logistics and responsibilities of the project.
Mobilizing: Prepare necessary personnel and equipment for deployment.
Deployment: Work performed according to SOW.
Close out: Reconciliation of equipment, invoicing, punch lists and acceptance.
PCS expects the installations to be completed within 6 weeks of initial deployment, start date to be
detennined. Schedule is based on full availability of vehicles during installation.
PCS typically utilizes one Video/LPR Engineer to install and configure the back end software and provide
user and administrative training after the installations. The installation plan anticipates use of one (I)
Mobile Installation Technician to complete installation and testing of mobile equipment and software.
4. Assumptions and Requirements
PCS assumes the following conditions for completion of the SOW:
• Due to the nature of electronic equipment installations, PCS Mobile assumes that the customer
will provide up to 2 garage bays for the installation.
• PCS Mobile assumes that customer will have fleet or mechanic personnel available for
questions arising from aftermarket equipment installations.
• PCS Mobile assumes that customer will have a representative available for vehicle acceptance
upon the completion of each install.
• PCS Mobile assumes that customer will provide access to an internal IT representative for data
connection support.
• The Customer needs to ensure proper amount of mounting space is available in each vehicle.
If proper space is not available, PCS will work with the agency to relocate any equipment and
will charge a base rate of $75.00 per hour for this service with a minimum of 2 hours plus
applicable travel and expenses.
5. Deliverables
The following items will be delivered at completion of the SOW:
• Installation of two (2) total Mobile AutoVu License Plate recognition systems.
• Installation of Security Center/AutoVu software on Customer provided server configmed per Customer's
requirements and tested per acceptance requirements.
• Training for users and administrators.
• Closeout Binder including completed acceptance forms, pre-installation checklists, work orders, quality
control checklists, record installation diagrams, manufacturer's warranty, recommended maintenance and
2
operation instructions.
PCS Mobile's goal in developing curriculum for the Customer is to help ensure that PEO staff obtains the
skills and competencies required to successfully deploy, operate and manage an effective LPR program.
• Training will be designed in consultation with the Customer to ensure necessary knowledge to
deliver an effective program.
• Training will be designed specifically for the parking solution being deployed.
• Training will consist of specialized instruction for mobile camera operations as well as the Auto Vu
Patroller and Security Center software.
6. Timeframe
PCS Mobile will work as a team with the Customer to comply with your process schedule. The schedule
following the testing and acceptance phase will follow the direction determined during initial discussions
with the Customer and the Project Kick-Off Meeting. Below is a draft outline of the overall project
schedule. This schedule is subject to change per direction and preference by the Customer during initial
project meetings .
• Executed Contract (Notice to Proceed)
(Adjusted per extension of proposal due date)
• Project Kick Off Meeting
• Begin Delivery of Product delivered to site
• Begin on-site implementation
• Mobile installation and testing completed
-assuming access to all vehicles
• Complete installation and testing of Security Center server
• Complete training on LPR System
• Delivery of Close-out material
7 Service Fees
8. Technician Level Staff Assigned to Level
Field Service Representative I
Field Service Representative II
Field Service Representative 1111
Video/LPR Specialist
3
TBD
OneWeekARO
6 - 8 Weeks ARO
8 Weeks ARO
9 Weeks ARO
9 Weeks ARO
9 Weeks ARO
10 Weeks ARO
Hourly Billing Rate
$65 /hour
$75 /hour
$90 /hour
$150/hour
4
() pes mobile
Proposed Cost Elements
Proposal Mobile lPR
Customer . San Rafael, CA
On Sit e Serv !!'r
V3 -Twa Systems
PROPOSED COST ELEMENTS -SUMMARY
Date 21-Nov-17
Estimator , S Bruecke"
Annual Costs -Software and Maintenance
Cost Element End User Cost Yt"ar 1 Year 2 fur 3
Mobile Overtime lPR and Professional ServIces 98,89500
Mobile Computing Package 14,00000
Genetec Advantage (Software Maintenance Agreement, -Annual Cost 40000 Included 40000 40000
Mobile Assurance Support -Annual Cost 4,800 00 Included 4,80000 4,80000
EJttended Warranty Option -Five Year Advance Purchase Discount 38,800 00
Subtotal 156,89500 5,200.00 5,20000
LPR Equipment Costs and Services-Totol $ 156,895.00 $ -$ 5,200.00 $ 5,200.00
••• Thi s proposal does not account fo r sales tax
Attachment B
C, pes mobile
Proposed Cost Elements
Proposal Mobile lPR
Customer' San Rafael. CA
Date 21 -Nov·17
Estimator 5 Bruecken
Costs -Mob"e LPR
U~m Number Item Item Oe1crlptlcn Qu~ntlty Unit Price utend~ Cost
GSC Base 5 7
G5C Av 5 PARKING
AuloVu HardWiJre
AU K 02XSN 850
Vchltle 5011....,011('
Genetec Security Center (GSe) Bilse Packalle .
Venlen 5 7 which includes 1 Directory,S
Secu,itv Desk client connuhon\ (Ind Web
Client) Plim
Manager BaSIC. Alarm Managemt:nt. Advanced
Genetec Security Center Reporting. System PilT1lt ionlng. Zone
,GSe) Base Patkille Monitoring,lO ModuleS Support, Ema I Support.
Macros Support (actual macros sold separate vi .
Support for server vittualizillion. all supported
languilges Must purchase a SynerglsTM.
OmnicastTM, or AutoVuTM base piukilBC to
enable access control. video. or lPR content
G5C AutoVu'" 5t'lndard Packalc For Parkmg
GSC AutoVu Standard Management Indudes Security Center Mapptng
Base Pacicale -Parlelnl for 5 Clients, list Updiuer and Pay by Platc
5inHIe
AutoVu SharpX OVERTIME Dual base KIT
AutoVu Sharp. Overtime indudes mOl In processln_ unit, hilrd mount
Dual Base Kit brackets. wirinl, Navllator Kit w/GPS. tire
cameras, high rcsolu1ion lPR units and In ve hlc.!o
AU M QFF UNEMAP NA Mappln, Ucense Indudin_ data for North America -Per vehl cle
license
ProlessloniitServl(es
Installation of AutoVu on Mobile Computer
Assembly in eilch vehicle, Instilililtion of
MOB VEH IN$T ALL Mabile Installation software. configuration and testing Include.5
installation and confiauratlon of Nav unit and
whcellmaBe cameras
Security Center Installation of Security Center and AutoVu
VI O·SER VICE Installation and Module on server or hosted environment -This
Confi.uratlon is a remote service
Custom development for Mobile lPR Package
(e)( Zone editor, mappln& custom enforcement
VIC SERVICE Custom Development rules) Up to 50 lots Includes one p;:ay by Plate
Sync inteeration and one List Updater
conliluration •• Does not Include POly by Plate
Multi Incel!,ation services
ProJett Manillement
Project M,lnagement for AutoVu deployment
VIO PM Services Covers mobile deploymcnt and IilIed
deployment for one 100ra&e
Training provided on Sitc for mob il e application
Patroller 50ftwOlre Olnd hilrdwilre. Remote
Dn·Slte and Remote training provided for SCCUr.lY Center backend VIO·Trarning Tralnl", software Indudes one half day of trainlnll: and
provided in a "Train the Trainer" approach and
maKlmum of three 13l Trainees per session
VIQ·SERVICE Dnslte Server Set Up Fee One Time Fee On site server set up fcc
Configuration at pes Mob Ie location and set up
on site durin& hardware insta!latlon Security
Center confi!uration not Included
Cost of technician to provide on site tnsta laUon
Travel Charll:e for On Site ThiS Is a per trip char,e. If tecnnlclan Is required
TRAVEL_ZONE Services to return to site for rCilsons outs de of PCS
Mobile's control, there will need to be additional
tripch'lTges
Sh Ipping
Ship-U5 Shlppln_ 5h ipplng to Lower 48 5tates
Subtotal
1 S
1 S 4,995 00 S 4,g9S .00
2 S 40,300 00 S 80,60000
2 S SOOOO S 1,DOO.00
2 S 2.20000 S 4,400.00
1 S 1,500 00 S 1,500.00
1 S l ,5oo 00 S 1,500.00
1 S 1,50000 S 1,500.00
2 S 60000 S 1,200.00
1 S 50000 S 500,00
1 S 1,40000 S 1,400,00
2 S IS O 00 )00.00
91.195.00
LPR Equipment Costs and Services· Total $ 98,89500
Costs -Warranty Options
Item Number Item Item Description Ql.lantitv Unit Prie(' ~tll!11ded Cast
EXIended Wallilnlv OpI,ons Mobile lPR
AU-K-OXX EWUP-1Y
Subtotill
First Year Up,rade AU·K-OXX· advanced swap warranty service
Extended Warranty for upgrade from return and repair for fim yur of
Mobile Kit sale
Four Yean Advance Swap EKtended Warranty for AU K OXX kit with
Advance Repl<Jcement coveralc - 4 Years
additional coverase Does not Indude update to
advilnced replacement for year llwarranty
Warranty -Covers years 1· cannot elltend past Slh year after
purchase) This Includes cO\Ierage of AutoVu
vchidc hardware, Pitroller software upgrades
and Benomad updl1tes Does not cover in vehide
PC
2 S 1,20000 S 2,40000
2 S 18,200 00 S 36,400.00
38,800 00
Extended Warranty Options Totol S 38,8Odoo
() pes mobile'
Proposed Cost Elements
Proposal : Mobile LPR
Customer: San Rafael , CA
Date : 21 -Nov-17
Est imator: S Bruecken
Costs -Computing (mobile)
Item Number Item Item Description Quantity Unit Price Extended Cost
Hardware
Panasonic Toughpad FZ-G1 Dual Mode Tablet-
Mobile Computing
Complete Kit . Includes 3 year warranty on the
COM·PROD tablet, Mounting Hardware (VEHICLE MAKE AND 2 $ 5,500 .00 $ 11,000.00 Assembly MODEL MANDATORY AT TIME OF ORDER),
Docking Station, and Vehide Power Adapter.
External Cradlepoint Modem 2.4/S .0 wifi, 802.11
ac, multi·carrier external modem, GPS, external
NETWORK·PROD Vehicle as a HUB Option Panorama 5·1 antenna (2 cellular, 2 wifi, 1 gps), 2 $ 1,500 .00 $ 3,000.00
3 year cloud service, and hardware coverage on
Cradlepoint and Panorama antenna .
Subtotal $ 14,000.00
Hardware Costs -Total $ 14,000.00
dI pes mobile
Proposed Cost Elements
Proposal: Mobile LPR
Customer: San Rafael, CA
Date: 21-Nov-17
Estimator: S Bruecken
Costs -Genetec Advantage
Item Number Item Item Description Quantity Unit Price Extended Cost
Genetec Advantage
ADV-lPR-M-1Y
Subtotal
Genetec Advantage -
Mobile
Genetec'· Advantage 1 AutoVu mobile system
connection to Security Center -1 Year 2 $ 200 .00 $ 400.00
$ 400.00
Software Maintenance Casts -Total $ 400.00
dI pes mobile
Proposed Cost Elements
Proposal: Mobi le LPR
Customer: San Rafael, CA
Date : 21 ·Nov·17
Estimator: S Bruecken
Costs -Annual Support
Item Number Item Item Description Quantity Unit Price Extended Cost
Mobile Assurance Support
MOB·MAMSummit
MOB-SUPPORT
MOB·MAPM
Subtotal
Mobile Assurance"'
Mobility Summit
Mobile Assurance'"
Any service or support that requires a PCS Mobile
Mobility Specialist to work with the customer via
Phone, Email, Remote, and/or at the PCS Mobile
Shop to resolve issues involving the AutoVu LPR
solution. Per mobile and fixed camera system.
Any service or support that requires a PCS Mobile
IT Specialist to work with the customer via
Phone, Email, Remote, and/or at the PCS Mobile
Shop to resolve issues i nvolving the AutoVu LPR
software (Le. Security Center or Patroller) on the
Summit Server server .
Optional Preventative Maintenance to include
Preventative Maintenance with any package. This visit includes checking and
re'seating all connections, mounting hardware,
testing and adjusting of hardware and software.
Travel Charge for On Site Travel Cost per trip for Preventative
Services Maintenance.
2 $ 250.00 $ 500.00
1 $ 2,500.00 $ 2,500.00
2 $ 200 .00 $ 400.00
1 $ 1,400.00 $ 1,400.00
$ 4,800 .00
LPR Support Services-Total $ 4,800.00
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Public Works
Project Manager: Talia Smith
Extension: 3354
Contractor Name: PCS Mobile, Inc.
Contractors Contact: Sean Bruecken
Contact's Email: seanb@pcsmobile.com
D FPPC: Check if Contractor/Consultant must file Form 700
Step RESPONSIBLE DESCRIPTION
DEPARTMENT
1 Project Manager a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) & attachments to City
Atty c/o Laraine.Gittens@cityofsanrafael.org
2 City Attorney a. Review, revise, and comment on draft agreement
and return to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3 Project Manager Forward three (3) originals offinal agreement to
contractor for their signature
4 Project Manager When necessary, * contractor-signed agreement
agendized for Council approval
*PSA > $20,000; or Purchase> $35,000; or
Public Works Contract> $125,000
Date of Council approval
PRINT CONTINUE ROUTING PROCESS WITH HARD COPY
5 Project Manager Forward signed original agreements to City
Attorney with printed copy of this routing form
6 City Attorney Review and approve hard copy of signed
agreement
7 City Attorney Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
8 City Manager / Mayor Agreement executed by Council authorized official
9 City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager
COMPLETED
DATE
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CITY OF SAN RAFAEL
POLICIES AND PROCEDURES
Policy No .
Subject: Fleet ManaQement Policy
Resolution No.
Issue Date: September 6, 2012
Revision Date:
Prepared By Richard Landis
Approved By: ~C-?1 '~
f
FLEET MANAGEMENT POLICY AND PROCEDURES
PURPOSE: The City of San Rafael establishes this policy to govern the management of the City's
vehicle fleet. .
SCOPE : The acquisition, outfitting and replacement of all City vehicles.
DEFINITIONS: "City vehicle " shall include all automobiles, trucks, motorcycles , or any other
equipment registered with the Department of Motor Vehicles and owned, leased , or rented by the
City . "Fleet Manager" shall be the Director of Public Works or his /her designee .
POLICY:
General Provisions
Fleet Manager
The role of the Fleet Manager is to advise the City Manager and City Council on matters relating to
the City's vehicle fleet. The Fleet Manager shall communicate with all department directors regarding
vehicle needs and submit timely reports to the City Manager. The Fleet Manager is committed to the
following principles:
1. The size and nature of the City's fleet is governed primarily by need and function, i.e., the
number of vehicles should be no greater than what is necessary to provide public services
in an efficient manner. Each vehicle within the fleet should be minimally specified to fulfill
its intended function, providing operators with a comfortable and modestly-appointed
vehicle with which to deliver services in a cost-effective manner.
2. Vehicles should be selected with a strong preference for fuel efficiency and hybrid and
alternative fuel technology. The City will strive to reduce the negative impact of its fleet
upon the environment by reducing greenhouse gas emissions.
3 . Vehicles with the lowest long-term maintenance and repair costs and occupant safety are
preferable.
Department Budgeting for Additional Vehicle Acquisition
Before a department determines the need to add a vehicle to its inventory, it shall first check with the
Fleet Manager and the Finance Department to determine whether an existing vehicle is available
elsewhere in the fleet that may meet the department's needs. If none is available, the requesting
Page 1 of 3
department shall submit a vehicle addition request to the Fleet Manager with the following
information:
• The purpose for which the vehicle is needed
• The type of vehicle requested and the total estimated purchase price
• The estimated total cost of any special auxiliary equipment or equipment packages above what
might be considered standard equipment. The cost of adding a new vehicle to the fleet shall be
paid by the requesting department. Internal service charges to that department's budget shall be
established at the time of vehicle purchase to ensure adequate future funding for the vehicle's
eventual replacement.
Vehicle Acquisition
All departments shall submit vehicle purchase requests to the Fleet Manager. The Fleet Manager will
consider requests, consult with the Finance Department to ensure that there are sufficient funds for
the new vehicle request, and review vehicle specifications for conformance with the provisions and
intent of the Fleet Policies and Procedures. All vehicle purchases shall be administered by the Fleet
Manager and shall comply with bidding procedures, when applicable, to ensure competitive pricing.
Invoices for new vehicle purchases and equipment installation shall be administered by the Fleet
Manager with pre-approved departmental account codes established to meet the invoice totals.
Vehicle Replacement Funding
Funding for vehicle acquisition and supplemental equipment shall be established through monthly
internal service charges to the department operating the vehicle, over the projected useable life of
that vehicle. An annual inflation factor is applied to the department's internal service charge to
account for anticipated increases in future vehicle costs.
Vehicle Replacement Schedule
City vehicles are eligible for replacement on the basis of the following established useable life
recommendations:
Vehicle Descrjption Useable Life
Sedans, SUV's, lians, light and medium duty trucks (up to 8,600 Qross vehicle weiQht) 1 o years
Heavy duty_trucks (over 8,600 Qross vehicle weiQht) 15 years
Police patrol/traffic vehicles 5 years
Police unmarked vehicles 8 years
Police motor~cles 4 years
ParkinQ enforcement bUQQies 5 years
Fire command vehicles 7 years
Fire pumper enQines 15 years
Fire ladder trucks 20 years
Ambulances 5 years
Off-road maintenance and construction equipment shall be replaced when economically or
operationally justified. When a vehicle in this group approaches the end of its anticipated life cycle, a
cost/benefit analysiS shall be performed to justify vehicle replacement.
Page 2 of 3
These useable life standards are for vehicle replacement financial estimating purposes only. When a
vehicle reaches the end of its established useable life and the department operating the vehicle
requests replacement, each vehicle shall be assessed by the Fleet Manager and Vehicle
Maintenance Division to determine if replacement is justified, given general vehicle condition,
mileage, maintenance and repair history, safety considerations, etc. Extension of the useable life of
any vehicle shall be at the discretion of the Fleet Manager and the requesting department. Likewise,
a department may request a vehicle replacement prior to the end of its established useable life. The
Fleet Manager shall review all such requests in consultation with the Finance Department and Vehicle
Maintenance Division. Requests for early replacement shall be accompanied by a thorough
justification, including objective criteria supporting the request. The cost of early replacement, if any,
shall be borne by the requesting department.
If a department determines that an assigned vehicle is no longer needed, the vehicle shall be
returned to the Vehicle Maintenance Division for re-allocation within the fleet or disposition as surplus.
Disposition of Surplus Vehicles
All vehicles accepted by the Vehicle Maintenance Division for replacement or permanent elimination
from the fleet shall be consigned to public auction with the City's designated auction service.
Departments shall deliver vehicles being replaced to the Vehicle Maintenance Division prior to
accepting the new replacement vehicle.
Maintenance and Repair of Vehicles
Preventive and Routine Maintenance and Repairs
The Vehicle Maintenance Division shall notify departments of upcoming scheduled maintenance for
vehicles operated by that department and will schedule the date and anticipated duration of the
scheduled maintenance. If possible, the department operating the vehicle shall deliver it to the
Vehicle Maintenance Division. If necessary, Vehicle Maintenance will pick up the vehicle at its
customary parking location and return it when scheduled maintenance is complete.
Unscheduled Repairs
In the event a vehicle requires immediate or unscheduled repair during normal work hours, operators
should call the Vehicle Maintenance Division (458-5345), or take the vehicle to the Public Works
facility at 111 Morphew Street for assessment. If the vehicle cannot be operated or is unsafe to
operate, the driver should call the Vehicle Maintenance Division for road service, towing, or advice.
After normal working hours, vehicle operators should call the non-emergency Police Department
dispatch number (485-3000) for towing or road assistance. Vehicle operators must notify their
supervisors, as well as the Fleet Maintenance Division, in the event of a vehicle failure.
Reimbursement for Personal Expense for City Vehicle Repair
Certain emergencies may occur during non-working hours that can be easily remedied at a service
station (for example, a flat tire or radiator hose). Department Directors whose employees routinely
work outside of normal working hours shall develop appropriate policies governing the authority of
vehicle operators to affect emergency repairs during non-working hours with the intended goal of
delivering uninterrupted public service. These departmental policies shall be forwarded to the Fleet
Manager for reference.
Page 3 of 3
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
Step RESPONSIBLE
DEPARTMENT
DESCRIPTION COMPLETED
DATE
REVIEWER
Check/Initial
1 Project Manager
a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) & attachments to City
Atty c/o Laraine.Gittens@cityofsanrafael.org
Click here to
enter a date.
12/15/2017
☐
☒TS
2 City Attorney
a. Review, revise, and comment on draft agreement
and return to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
12/7/2017
12/7/2017
☒ LMM
☒ LMM_
3 Project Manager
Forward three (3) originals of final agreement to
contractor for their signature
Click here to
enter a date.
☐
4 Project Manager When necessary, * contractor-signed agreement
agendized for Council approval
*PSA > $20,000; or Purchase > $35,000; or
Public Works Contract > $125,000
Date of Council approval
☐ N/A
Or
Click here to
enter a date.
☐
PRINT CONTINUE ROUTING PROCESS WITH HARD COPY
5 Project Manager Forward signed original agreements to City
Attorney with printed copy of this routing form
6 City Attorney Review and approve hard copy of signed
agreement
7 City Attorney Review and approve insurance in PINS , and bonds
(for Public Works Contracts)
8 City Manager / Mayor Agreement executed by Council authorized official
9 City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Public Works
Project Manager: Talia Smith
Extension: 3354
Contractor Name: PCS Mobile, Inc.
Contractor’s Contact: Sean Bruecken
Contact’s Email: seanb@pcsmobile.com
☐ FPPC: Check if Contractor/Consultant must file Form 700