Item - 2017.GM21.12

The Government Management Committee recommends that:

1.  City Council direct the General Manager, Fleet Services to exclude the in-cab camera equipment in negotiating the Agreement with BSM Technologies for the provision of Telematics Solution and to reduce the contract value accordingly.

2.  City Council authorize the General Manager, Fleet Services to negotiate and enter into an Agreement with BSM Technologies Ltd., as amended by Recommendation 1, who was the highest scoring proponent meeting the requirements as set out in the Request for Proposal 2110‑16‑3160 for a period of four (4) years from August 1, 2017 to July 31, 2021 with the option to renew and extend the term of the Agreement for three (3) additional separate two (2) year periods at the sole discretion of the General Manager, Fleet Services for an estimated total cost of $15,298,922 (excluding all taxes and charges), based on the terms and conditions set out in the Request for Proposal, and in a form satisfactory to the City Solicitor.

3. City Council approve the reallocation of cash flow commitments of $188,256 (all net of HST recoveries) from the 2017 Approved Solid Waste Management Services Capital Budget to each year in the amount of $47,064 from 2018 to 2021, for the Solid Waste Management Services 2017-2026 Approved Capital Budget and Plan (CSW380-01) funded by Waste Management Reserve (XR1404) and recoverable debt as shown in Table 4 to the report (May 9, 2017) from the Deputy City Manager and Chief Financial Officer and the Director, Purchasing and Materials Management.

4.  City Council approve cash flow commitments of $137,968 in 2018; $79,040 in 2019; $173,882 in 2020; and $134,506 in 2021 (all net of HST recoveries) in the Fleet Services 2017-2026 Approved Capital Budget and Plan funded by the vehicle/equipment reserves as shown in Table 5 to the report (May 9, 2017) from the Deputy City Manager and Chief Financial Officer and the Director, Purchasing and Materials Management.

5.  City Council authorize the Deputy City Manager and Chief Financial Officer to make the necessary adjustments including adjustments related to the exclusion of the in-cab camera equipment set out in Recommendation 1.

The purpose of this report is to provide information on the results of the Request for Proposal (RFP) 2110-16-3160 for the provision of a Telematics Solution and Services and to seek authority to negotiate and enter into an Agreement with the recommended proponent, BSM Technologies Ltd., for a fixed period of four (4) years with the option to renew and extend the term of the Agreement for three (3) additional separate two (2) year periods.

Telematics refers to the use of wireless devices, Global Positioning Satellites (GPS), and information technologies to transmit vehicle engine and location data in near real time back to an organization. This technology provides an organization with specific data relating to vehicle location, utilization, and operation.

For the City fleet, a Telematics solution and services include, but are not limited to, automated vehicle tracking, monitoring of winter road maintenance operations such as snow ploughing and salting, integration with in-cab camera equipment and functionality to automate the pre-trip vehicle inspection and to retain electronic documentation.  Pre‑trip inspection and retention of inspection documents is a provincially legislated requirement for vehicles with a gross vehicle weight rating of over 4,500 Kilograms.