Title
Service Agreement for Automated Road Analyzer Van (Ordinance S-45293)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Fugro Canada Corp. to purchase a 10-year Service Agreement to maintain the Automated Road Analyzer (ARAN) van for the Street Transportation Department in an amount not to exceed $570,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The Street Transportation Department owns a high-tech pavement management van which is used to determine the conditions of streets throughout the City's 5,000-mile roadway network. The first van was purchased from Fugro Canada Corp. via a competitive process in 2007 and had a 10-year lifespan. A replacement van was purchased in 2017 via a Determination Memo for Special Circumstances - Without Competition; and included one year of software technical support. The van contains a sophisticated, digital, multi-media pavement management computer system called the ARAN, which includes equipment such as video cameras, zoom lens cameras, lasers, central processing units and compatible software to inventory pavement condition for analysis and prioritization for pavement preservation treatments.
ARAN requires baseline software support and software technical support to cover on-site visits from Fugro Canada Corp. technicians to perform preventative and necessary maintenance and calibrations on the equipment. Software support also includes phone support when there is a technical problem with the van's equipment. OmniStar is the Global Positioning System (GPS) service provider with integrated equipment and software used by the van. GPS services are required to provide the locations that have been analyzed for mapping purposes.
The expected life of the vehicle is 10 years. The 10-year Service Agreement includes: 1) Baseline Support, 2) Onsite Preventative Maintenance, 3) Software Technical Support and Maintenance, and 4) OmniStar subscription (North America Service).
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, normal competition was waived as a result of a Determination Memo citing the unusual nature of the goods or services as Fugro Canada Corp. is the sole distributor and exclusive manufacturer of the ARAN van. The current van forms the basis of the City's Pavement Management System.
Contract Term
The 10-year Service Agreement will begin on or about Jan. 10, 2019.
Financial Impact
The aggregate contract value will not exceed $570,000. Funds are available in the Street Transportation Department's budget.
Concurrence/Previous Council Action
The purchase of a new ARAN van including the one-year Service Agreement was approved by Council on July 6, 2017 (S-43794). Previous Council approvals included payment authority for the annual Service Agreements for the original van.
Department
Responsible Department
This item is submitted by Deputy City Manager Mario Paniagua and the Street Transportation Department.