HomeMy WebLinkAbout2021 09 13 Consent 306 - Purchase of New GPS Vehicle Fleet Management System • CONSENT AGENDA ITEM 306
,n m=ared CITY COMMISSION AGENDA I SEPTEMBER 13, 2021 REGULAR MEETING
1959
TITLE
Purchase of new GPS vehicle fleet management system
SUMMARY
The City's current vehicle telematics system utilizes 3G cellular connection
devices that will soon be reaching end of life and requiring a change out. The
current telematics system service term ends on September 30th 2021 and
does not allow for vehicle maintenance tracking. We received quotes from
several vendors and have determined that Samara is the lowest and most
responsive product to our needs.
Samsara is one of the leading telematics providers today with focus on
customer service and ease-of-use. They come highly recommended by City of
Cocoa and Ft. Lauderdale. This will be a 3 year contract. Cost to purchase the
replacement system is $35,696.80 for the first year and $35,199.80 per year
for the remaining years.
This covers City vehicle GPS units and non-vehicle GPS units for City assets.
RECOMMENDATION
Staff recommends Commission authorize the City Manager to execute a three
year contract with Samsara for the City's vehicle GPS fleet management
system not to exceed $36,000 annually.
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r�Y1 �y Samsara Networks Inc
sa 1 1 1 sa ra 444 De Haro St Suite 101
San Francisco, CA 94107
www.samsara.com
QUOTE #Q-96187 Prepared For:
City of Winter Springs
1126 East State Road, Suite 434
Issued 08-19-2021 Winter Springs, Florida
32708
Expires 08-31-2021
Prepared By:
Aldon Ortego
aldon.ortego@samsara.com
Quote Summary Subtotal
Hardware and Accessories $0.00
Licenses
License Term—36
Months
Shipping and Handling $497.00
Upfront Hardware Sales Tax $0.00
If shipping is"Pending"-Amount is pending due to size
of order,Shipping and Handling subject to change.
If Sales tax is"Pending"—Final amount will be provided
prior to payment Annual License Sales Tax $0.00
'3%fee
charged on non-ACH charges(Canada Exempt)
"Sales tax subject to change
First Year Payment $35,696.80
Payments Beginning Year Two $35,199.80
samsara.com 1
105
r�Y1 �y Samsara Networks Inc
sa 1 1 1 sa ra 444 De Haro St Suite 101
San Francisco, CA 94107
www.samsara.com
SHIP TO William Hackney
1126 E State Rd 434
Winter Springs, Florida,32708
United States
Hardware and Accessories Quantity Net Unit Price Total Price
Driver ID Token 200 $0.00 $0.00
ACC-DRIVERID
VG34 OBDII J1962 L-mount cable 158 $0.00 $0.00
CBL-VG-BOBDI I-Y1
AG46P 19 $0.00 $0.00
H W-AG46P
AG Non-Trailer Power Cable Harness 19 $0.00 $0.00
CBL-AG-AP W R
Universal BJ1939 6 $0.00 $0.00
CBL-VG-BJ1939-YO
VG34 J1708 Screw-Mount Cable 3 $0.00 $0.00
CBL-VG-BJ1708
Hardware Due $0.00
Licenses Quantity Annual Unit Total Annual
Price Price
License for powered Asset Trackers 19 $144.00 $2,736.00
LIC-AG4P-ENT
Annual License
$2.736.00
Due
Bundles Quantity Annual Unit Total Annual
Price Price
License for Vehicle Gateways- Public Sector Only, No WiFi, No
ELD 164 $197.95 $32,463.80
LIC-VG-PS
samsaraxom 2
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r�Y1 �y Samsara Networks Inc
sa 1 1 1 sa ra 444 De Haro St Suite 101
San Francisco, CA 94107
www.samsara.com
Annual License
$32,463.80
Due
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r�Y1 �y Samsara Networks Inc
sa 1 1 1 sa ra 444 De Haro St Suite 101
San Francisco, CA 94107
www.samsara.com
Thank you for considering Samsara for your fleet.
Samsara provides real-time visibility, business-relevant tools, and powerful
analytics that enable customers to increase the productivity of their fleets and
reduce operating costs. A solution for your fleet is proposed below.
What is included?
Samsara's fleet tracking solution includes hardware accessories and a per-
gateway license. Gateway licenses provide all ongoing elements of the service,
including:
- Real-time location and vehicle telematics
- Dashboard access with unlimited administrator accounts
- Driver App for iOS and Android devices with unlimited driver accounts
- Over-the-air software feature upgrades
- API access as it relates to features for integration with 3rd party systems
- Maintenance and phone support
Samsara does not include hidden costs in its licenses. If you want access to
Samsara's full set of fleet features--including but not limited to WiFi hotspot and
ELD capabilities--you will need to upgrade your license. Samsara reserves the right
to audit usage of features unrelated to the solution as well as remove them from
the Samsara Dashboard.
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r�Y1 �y Samsara Networks Inc
sa 1 1 1 sa ra 444 De Haro St Suite 101
San Francisco, CA 94107
www.samsara.com
Payment Terms
This order form includes a one-time fee of hardware cost to be paid upfront and a Service License cost to be paid annually. The
annual fees are payable by recurring wire transfer. All transfers are subject to a 3%processing fee unless the wire transfer is
initiated by Samsara via ACH, in which case the 3%processing fee will be waived. Late payments are subject to a 1.5%per
month late fee. If license payments are delinquent by 60 days, Samsara may suspend the Service until late payments are
remitted.
License Term
The license term begins on the day your Samsara hardware ships. If you wish to continue using the
service when your license term ends, you may renew your license. Samsara hardware requires a
valid license to function.
Samsara may ship Hardware under this Order Form subject to a schedule as mutually agreed
between the Parties or as determined by Samsara. The Samsara Software license term for each
Hardware device will start on the day that device ships regardless of the shipment schedule for the
other Hardware devices. If all Hardware is shipped in one shipment, the license term for all
Hardware will be the full license term under this Order Form. If Hardware is shipped in multiple
shipments, only the license term of Hardware in the initial shipment will be as such a full license
term. The license term of the remaining Hardware shipped after the initial shipment will be set to
match the then-remaining license term of the initial shipment, so that the license term for all
Hardware under this Order Form expires on the same date. The total cost of the licenses for
Hardware shipped after the initial shipment will be pro-rated based on their actual license term,
rounded up to the nearest month, as compared to the full license term under this Order Form.
Certain payment amounts under this Order Form assume that the entire order is fulfilled at the
same time, and are subject to potential reduction based on the actual schedule of order fulfillment.
Support and Warranty
Samsara stands behind its Products. Hardware Products that require a valid license to function
come with a warranty that lasts as long as you maintain a valid license for such Hardware. All other
Hardware Products, such as accessories, come with a one-year warranty, unless otherwise
specified on the relevant Samsara data sheet. During the warranty period, Hardware exhibiting
material defects will be replaced. For more information, see our Hardware Warranty& RMA policy
at-www.samsara.com/support/hardware-warranty. Additional support information can be found at
www.samsara.com/support.
Terms
Unless otherwise set forth herein, your use and access of the Hardware, Products, and Services
specified herein are governed by Samsara's terms of service found at
https://www.samsara.com/terms-of-service, unless the Parties have entered into a separate terms
of service agreement and/or a separate terms of service agreement is attached to this Order Form,
in which case such separate terms of service agreement shall govern(the 'Terms of Service'). You
agree to be bound by the Terms of Service, and any capitalized terms not defined herein shall have
the meaning set forth in the Terms of Service. You further agree that any other Order Forms you
enter into for the purchase of Products shall also be governed by the Terms of Service unless
otherwise set forth in the applicable Order Form. For clarity, unless otherwise agreed by the
Parties or approved by Samsara, the pricing and payment terms under this Order Form shall not
apply to any such other Order Forms.
The continuation of this Agreement on an annual basis after the Effective Date is contingent upon
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r�Y1 �y Samsara Networks Inc
sa 1 1 1 sa ra 444 De Haro St Suite 101
San Francisco, CA 94107
www.samsara.com
the appropriation of sufficient funds. If sufficient funds fail to be appropriated to provide for the
continuation of the Agreement, the Agreement shall terminate on the date of the beginning of the
subsequent fiscal year for which funds have not been appropriated. Samsara shall be entitled to
payment for deliverables in progress; liabilities,fees, or costs caused by such termination including
for obligations that extend beyond the date of termination; and reasonable Agreement close-out
costs.
Notification of Confidentiality
You agree that the pricing and payment terms specified in this Order Form shall (i) be held in strict
confidence; (ii) not be disclosed to any Samsara competitor or other entity, except as approved in
writing by the Samsara;and (iii) not be used except to evaluate the suitability of the Samsara
Products for your business. You will immediately notify Samsara in the event of any unauthorized
use or disclosure under these terms. Violation of these obligations will cause irreparable harm to
Samsara for which Samsara may obtain compensatory and timely injunctive relief from a court, as
well as any other remedies that may be available, including recovery of all reasonable attorney's
fees and costs incurred in seeking such remedies. Your obligations specified herein shall last until
the pricing and payment terms herein are, through no fault or action by you, public. This Order
Form is a legally binding agreement between Customer and Samsara Networks Inc. ("Samsara").
IN WITNESS WHEREOF, Customer has caused this Order Form to be executed by its duly
authorized representative.
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r�Y1 �y Samsara Networks Inc
sa 1 1 1 sa ra 444 De Haro St Suite 101
San Francisco, CA 94107
www.samsara.com
Please confirm acceptance of this Order Form by signing below:
Signature
Print Name:
Date:
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