Report Prepared by: Cosmo Orduñez, Public Works Manager – Internal Services
Title
SUBJECT: Approval of an Amendment to the Existing Software License Agreement with Samsara through Carahsoft to Expand Fleet and Equipment Telematics Coverage from 116 to 469 City Fleet and Equipment
REPORT IN BRIEF
Consider amending the existing five-year Samsara software license agreement - originally approved by City Council on July 21, 2025, at a total value of $112,578 for 116 fleet assets – to expand GPS and telematic coverage from 116 units to 469 units (an addition of 353 vehicles and assets), waiving the competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210 for a cooperative purchase through Sourcewell, approving a new annual licensing cost of $75,824.12 beginning in FY26/27 (increasing from the current $22,258.08) with subsequent annual costs of $74,366.89 through FY2029/30 for a total contract-life investment of $298,925.79, and authorizing the City Manager to execute all necessary documents including future change orders not to exceed ten percent of the total purchase price, based on a one-year performance review demonstrating 67,258 hours of unproductive fleet idling consuming 48,861 gallons of fuel at a cost of $249,924 annually and a documented savings opportunity of $62,481 to $99,970 per year through platform-enabled idle-reduction policies. The amendment also incorporates permitting future hardware coverage, subject to the same cooperative purchasing authority and change order limits established by this amendment. Additionally, the Samsara platform’s automated reporting capabilities are currently generating approximately $24,000 annually in labor savings through automated California Air Resources Board (CARB) Clean Truck Check emission compliance reporting for heavy equipment, with further savings anticipated as reporting frequency increases from bi-annually to quarterly in 2027 and as fleet-wide expansion enables automated smog repo...
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