SR-6-I (31)
G,I
PURCH PW ML f \flnance\purch\strfrpts\srbdtel JAN t 3 1998
Council Meeting January 13, 1998 Santa Monica, California
TO Mayor and City Council
FROM City Staff
SUBJECT Recommendation to Authorize the City Manager to Negotiate and Execute a
Purchase Order with Teletrac Inc for Annual Mamtenance of the Teletrac
Vehicle Locatmg System
I ntrod uctlon
This report recommends that the City Council authorize the City Manager to negotiate and
execute a sole source purchase order with Teletrac Inc for the annual maintenance of the
Teletrac Vehicle Locatmg System for buses operated by the Transportation Department, In
the total amount of $32,39640, Including applicable sales tax
Background
On November 26, 1991, Council awarded a contract to International Teletrac Inc for the
purchase of the Teletrac vehicle locating system (Contract #5797) All buses and service
vehicles are equipped with antennas and vehicle location sending units that work with
Teletrac's subscriber-based radio locating system At that time, three locating systems
were evaluated and the Teletrac system was selected because It met City speCifications
without reqUiring the procurement of special radio frequencies
City of Santa Monica was the first transit system In Southern California to Install a fleet-
wide automatic vehicle locating system There IS no other system that IS compatible
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JAN 1 3 1998
The Teletrac Vehicle Locating System IS used by the Transportation Department to
Improve safety by determining the location of any bus reporting a problem at any time
Furthermore, the Teletrac system assists In adJustmg bus schedules when problems arise
and IS used for long-term schedule planning T eletrac Inc provides support for the
system, mcludlng transponders on each bus and three computer locations at the
TransportatIon Department faCIlity Under the terms of the mamtenance agreement,
Teletrac Inc techniCians Will repair or replace any part of the system at no additional cost
Ordmance Number 1743 (CCS), Section 5, paragraph 224080 (1) of the Santa MOnica
MUniCipal Code allows exception to competitive bidding when services are purChased from
a sole proVider Staff has evaluated the Teletrac Inc quotation for mamtenance and fmds
that It meets City specifications
Budget/Financial Impact
Fiscal Year 1997-98 appropriation authority for thiS purchase IS m the Capital
Improvement Budget, accou nt number 41-750-657-20097-8900-99113 "Computer
Systems Enhancements"
Recommendation
It IS recommended that the award of a purchase order be made to Teletrac Inc In the total
amount of $32,39640, includIng applicable tax
Prepared By Pam Wortham. PurchaSing Agent
Marganta Lee, Buyer
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