Report Prepared by: Cosmo Ordunez, Public Works Manager - Internal Services
Title
SUBJECT: Approval of a 5-year Software License Agreement with Samsara via Carahsoft for GPS and Telematic Hardware and Software for City of Merced Fleet Vehicles for a Total Contract Amount of $112,578
REPORT IN BRIEF
Considers entering into a 5-year License Agreement with Samsara via Carahsoft for GPS and Telematic hardware and software to provide real-time GPS tracking, and predictive maintenance alerts - all from a single integrated platform in the amount of $112,578 utilizing the cost savings government procurement program (Sourcewell).
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code section 3.04.210 and authorizing the purchase to be made with a cooperative purchase agreement through Sourcewell, a government procurement program; and,
B. Approving a 5-year License Agreement with Samsara via Carahsoft through Sourcewell National Cooperative Purchasing contract #020221-SAM; and,
C. Approving future amendments to adjust the number of vehicles with licensed software based on addition and removal of vehicles in the City’s fleet; and,
D. Authorizing the City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions outlined by Council; or,
3. Deny; or
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Municipal Code Section 3.04.210 - Exemptions from competitive bidding.
CITY COUNCIL PRIORITIES
As provided for in the FY 25/26 Adopted Budget.
DISCUSSION
Sourcewell Cooperative Purchasing
Sourcewell offers a cooperative purchase program to government entities nationwide; specifications are created, and Request for Bids/Proposals are sought by Sourcewell for a wide variety of equipment, software, and services used by local governments. As a result of these nationwide scope of these programs, the City is able to purchase specialized equipment and software programs for much less than the more traditional method of creating specifications and soliciting proposals in-house.
Over the last several years, the City has purchased a variety of equipment and products including street sweepers, refuse trucks, fire trucks, etc. through the Sourcewell government procurement program with great success.
Samsara GPS Software
The Refuse Division has utilized GPS monitoring for approximately 11 years, gaining significant benefits in both driver safety and customer satisfaction. The system has allowed supervisors to monitor vehicle location in real time, ensure route adherence, and respond quickly to service-related inquiries. It has also contributed to improved driver accountability and reduced incidents through location-based incident tracking and historical route data, ultimately enhancing the Division’s ability to provide timely and reliable service to residents.
While the current GPS system has served well, incorporating Samsara into the fleet offers expanded capabilities that go beyond basic location tracking. Samsara provides advanced telematics that deliver deeper insight into vehicle performance, including engine diagnostics, fuel usage, and driver behavior analytics. Additionally, Samsara supports automated reporting for California’s Smog Check and Clean Truck Check programs - functions not supported by the current system - helping ensure compliance with state emissions regulations. These enhanced features will allow the City of Merced Fleet to operate more efficiently, reduce environmental impact, and proactively maintain vehicles, further elevating the quality of service provided to the citizens of Merced.
The proposed software license agreement with Samsara is a 5-year contract covering 116 vehicles within the City of Merced fleet. This agreement includes advanced fleet management capabilities such as real-time GPS tracking, telematics, vehicle diagnostics, driver safety monitoring, and compliance tools including smog and Clean Truck Check reporting. The implementation of Samsara across the fleet will enhance operations efficiency, improve service delivery, and ensure environmental compliance.
The financial commitment under this agreement includes a first-year cost of $23,545.68, followed by an annual cost of $22,258.08 for years two (2) through year five (5) of the contract. The total cost over the five-year term is $112,578. By entering into a multi-year agreement now, the City is able to lock in current pricing and avoid anticipated annual cost increase for similar services. This proactive approach is expected to yield long-term savings while providing the Fleet Division with a robust, modern platform to manage and monitor city vehicles more effectively.
IMPACT ON CITY RESOURCES
Funding for the first year of the agreement has been included in the FY 25/26 adopted budget for Public Works Fleet Division. Years two through five of the contract, including any increases or decreases in number of vehicles with the licensed software, will be budgeted for in Fiscal Years 26/27, 27/28, 28/29, and 29/30.
ATTACHMENTS
1. Samsara/Carahsoft Agreement
2. Samsara Sourcewell Contract
3. Samsara Sourcewell Contract Extension
4. City of Merced Sourcewell Membership