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Home My WebLink AboutPR 24354: T-MOBILE FOR GOVERNMENT ANUAL GPS SOFTWARE SERVICES FOR CITY EQUIPMENT AND VEHICLES City of o r 1 rthu Texas www.PortArthurTx.gov DEPARTMENT OF DEVELOPMENT SERVICES INTEROFFICE MEMORANDUM Date: May 21, 2025 To: The Honorable Mayor and City Council Through: Ronald "Ron" Burton, CPM, City Manager From: Clifton Williams, Purchasing Manager RE: P.R. NO. 24354 — A proposed resolution authorizing the City Manager to enter into an Agreement with T-Mobile for Government for Annual GPS Software Services for City Equipment and Vehicles Introduction: The purpose of this memorandum is to request the City Council's consideration and approval of proposed Resolution No. 24354, authorizing the City Manager to enter into an agreement with T-Mobile for Government, of Bellevue, Washington, for the provision of annual GPS software services for City equipment and vehicles for various departments, at a projected estimated annual cost of $114,447.12. Services will be provided through Sourcewell Cooperative Contract pricing. Background: Modern municipal operations increasingly rely on technology to manage and maintain public assets with greater efficiency, transparency, and accountability. A key component of this effort is the implementation of a GPS (Global Positioning System) tracking and diagnostic reporting system for fleet management. Municipal governments use GPS fleet systems to monitor vehicle locations in real time, optimize routing for service calls, improve fuel efficiency, and reduce unauthorized vehicle use. These systems support preventive maintenance by providing diagnostic alerts and usage reports that allow fleet managers to schedule service before costly breakdowns occur. The data also helps with insurance claims, operational audits, and ensures compliance with departmental policies. The City's Purchasing Department advertised for competitive bids on July 20, 2025, and July 27, 2025. Bids were publicly opened on August 14, 2025, with twenty (20) proposals received. T-Mobile for Government was the highest-ranked provider and offered competitive pricing through the Sourcewell Cooperative Contract. The proposed GPS system will be utilized by the following City departments: Parks and Recreation, Development Services, Human Resources, Information Technology, Public Works/Engineering, Utilities, Pleasure Island, and the Civic Center. Additionally, the City will receive over $140,000 in rebates from T-Mobile, which will serve as financial relief and assist with covering the cost of the services through the start of the next fiscal year on October 1, 2025. Budget Impact: The total projected annual cost is $114,447.12. Funding is available in various departmental budget accounts allocated for equipment, fleet, or software services. Recommendation: The City Council is recommended to approve P.R. NO. 24354, authorizing the City Manager to enter into an agreement with T-Mobile for Government, of Bellevue, Washington, for the provision of annual GPS software services for City equipment and vehicles for various departments, at a projected estimated annual cost of $114,447.12. Services will be provided through Sourcewell Cooperative Contract pricing. P.R. NO. 24354 05/21/2025 CEW/pdl Page 1 of 6 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH T-MOBILE FOR GOVERNMENT, OF BELLEVUE, WASHINGTON, FOR ANNUAL GPS SOFTWARE SERVICES FOR CITY EQUIPMENT AND VEHICLES FOR VARIOUS DEPARTMENTS AT A PROJECTED ESTIMATED ANNUAL AMOUNT OF $114,447.12. WHEREAS, the City of Port Arthur is committed to maintaining the highest level of operational efficiency, accountability, and public service through the effective management of its vehicle and equipment fleet; and WHEREAS, the utilization of a citywide GPS tracking and diagnostic reporting system allows the city to monitor fleet activity in real-time, optimize routes, reduce fuel consumption, and proactively address maintenance needs to extend the lifespan of City assets; and WHEREAS, the City's Purchasing Department advertised a competitive solicitation for GPS software services on July 20, 2025, and July 27, 2025, with bids opened on August 14, 2025; and WHEREAS, twenty (20) proposals were received and evaluated, and T-Mobile for Government, of Bellevue, Washington, was ranked as the highest among all bidders, as delineated in Exhibit "A"; and WHEREAS, T-Mobile will provide Sourcewell Cooperative Contract pricing, which includes discounted pricing for government entities, resulting in cost-effective procurement for the City, as delineated in Exhibit "C"; and WHEREAS, the projected estimated annual amount for GPS software services is $114,447.12, with funding available through various departmental accounts, as delineated in Exhibit "B"; and P.R. NO. 24354 05/21/2025 CEWIpdI Page 2 of 6 WHEREAS, the GPS system will be utilized by multiple City departments, including Parks and Recreation, Development Services, Human Resources, Information Technology, Public Works/Engineering, Utilities, Pleasure Island, and the Civic Center; and WHEREAS, the City of Port Arthur will also benefit from over$140,000 in rebates from T-Mobile, providing financial relief and supporting service continuity until the upcoming fiscal year beginning October 1, 2025. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: Section 1. That the City Council hereby authorizes the City Manager to enter into an agreement with T-Mobile for Government, of Bellevue, Washington, for the provision of annual GPS software services for various City departments in a projected estimated annual amount of $114,447.12. Section 2. That funding for this agreement shall be made available from the respective departmental funding accounts of each department, as delineated in Exhibit "B". Section 3. That the City Manager is authorized to take all steps necessary to execute and implement the terms of the agreement and to administer the GPS system services throughout the term of the contract. Section 4. That a copy of the caption of this Resolution be spread upon the Minutes of the City Council of the City of Port Arthur, Texas. READ, ADOPTED, AND APPROVED on this day of June, A.D., 2025, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor: Councilmembers: P.R. NO. 24354 05/21/2025 CEW/pdl Page 3 of 6 Noes: Thurman Bill Bartle, Mayor ATTEST: Sherri Bellard, TRMC, City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo, City Attorney APPROVED •R AD INISTRATION: %111,4*- Ronald "Ron" Burt.• -M, City Manager APPROV ' AS TO AVAILABILITY OF FUNDS: it - A 4e LeeV(rAb---I8) Lyn a Boswell, inance Director elk Clifton Williams, CPF'B, Purchasing Manager P.R. NO. 24354 05/21/2025 CEW/pdl Page 4 of 6 E xhibit / r 40 k »< \ % \ \ \ \ \ \ m R a 4 F.T. \ § \\ \ m A 2 N / \ ƒ \ ; a « a f ki \ - � § _ ` . - - A ƒ) � ® } 2 / cb { # « ; se z #G4 » # 22 %}a7 f\ ` R. ' m , N 4 Z } } / ri \ \ # ƒ/ 5 a m ; a 2 } / } a s a a 7 - - - 'C ` ± 43 \ \ } ; t 2 6 / { ) \a _ (.. -. ; L. : c � \ = L. . / \ ® & 2 \ \ ) \ E Q ; / \ } Q % ; _ ! I 7 % \ f ' , , fi« g , ) f � § {}) ) - t\ » \ , \ ° { 3 ) ) ; , , 3 / ) 2 v. ( \ ! t. I \ }\ \ e - , z 1 Q , ƒ ) \ ƒ a m a % % \ } # / { ( § ] k \ \ \ } \ CITY OF PORT ARTHUR Request for Bids (RFP) GPS Service for City Fleet July 20, 2024 July 27, 2024 PUBLIC NOTICE PUBLIC NOTICE CITY Of PORT ARTHUR.TFXAS CITY OF PORT ARTHUR,TEXAS REQUEST FOR PROPOSALS REQUEST FOR PROPOSALS tiere.by riven that ses4ed P;OpOsas addressed to the City of Port.•.rttusr-v.a be received t sealed Proposals addressed to the City of Port Arthur.will be received Tice of the City Sepretaty, Caiy Hat 444 4th Street or P. O.Box 1089. Port Arttaur.Texas Deeretary. City Hall 444 4th Street or P. O. Box 1089. Port Arthur,Texas later than 3 .p.aan._Wednesday. August 14,2024 and all Bids received wi$theseafter p.m.,Wednesday, August 14,2024 and all Bids received will thereafter ad and read aSoiod at 3:15 P.M.. or Wednesday. August 14. 2024 in the City Council d at 3:15 P.M., on Wednesday, August 14, 2024 in the City Council rs. Aoor,City Hal.Pad Arbor.Texas for oartan servirps briefly desdx ed as- Hall,Port Arthur.Texas for certain services briefly described as: REQUEST FOR PROPOSAL GPS SERVICE FOR CITY FLEET •T FOR PROPOSAL GPS SERVICE FOR CITY FLEET Is received after closzrig tie J be rettxned unopened. :losing time will be returned unopened. 4 the Specifications and°tales Contract Doairtients are oil Mte in the Poi-chasing Off.444 City 04 part Artt and a tot pub without d They. a is and other Contract Documents are on file in the Purchasing Office,444 I ttn.xo from a CCy s v,e, to at ww gortartPurtx g w;,bds,3SPx www_pubtopxaciriasa. hur,and are open for public inspection without charge.They can also be e City's website at www.portarthurtx.gov/bids.aspx www.publicpurchase. of Port Arthur reserves the.iylri to reject any and aft bass and to waive informalities. :serves the right to reject any and all bids and to waive informalities. ipter 2 ArtiOe VI Sec. 2-262iCi of the Otis Code of Oi>sianc,e,the City Co a 3 s<+ n ocorad to a comparry ttvIt RS in arms sn obtigatictiz to the City. .ec.2-262(C)of the City's Code of Ordinance,the City Council shall not pany that is in arrears in its obligations to the City. a ri€i Herd_ P.R. NO. 24354 05/21/2025 CEW/pdi Page 5 of 6 Exhibit Account Description 2025 Revised Budget 2025 Available 001-11-025-5319-00-10-000- MOTOR VEHICLE MAINTENANCE 1,050.00 1,050.00 001-13-031-5319-00-10-000- MOTOR VEHICLE MAINTENANCE 3,450.00 606.28 001-13-033-5319-00-10-000- MOTOR VEHICLE MAINTENANCE 2,200.00 2,031.09 001-13-035-5319-00-10-000- MOTOR VEHICLE MAINTENANCE 2,500.00 309.34 001-13-036-5319-00-10-000- MOTOR VEHICLE MAINTENANCE 3,500.00 674.79 001-13-037-5319-00-70-000- MOTOR VEHICLE MAINTENANCE 13,230.00 11,492.79 001-13-039-5319-00-50-000- MOTOR VEHICLE MAINTENANCE 8,000.00 4,405.32 001-13-041-5319-00-10-000- MOTOR VEHICLE MAINTENANCE 7,200.00 3,160.76 001-15-043-5319-00-20-000- MOTOR VEHICLE MAINTENANCE 0.00 0.00 001-17-045-5319-00-30-000- MOTOR VEHICLE MAINTENANCE 200,000.00 96,937.95 001-19-047-5319-00-30-000- MOTOR VEHICLE MAINTENANCE 612,610.00 240,437.85 001-21-049-5319-00-70-000- MOTOR VEHICLE MAINTENANCE 260.00 162.65 001-21-051-5319-00-70-000- MOTOR VEHICLE MAINTENANCE 5,000.00 3,258.50 001-21-053-5319-00-70-000- MOTOR VEHICLE MAINTENANCE 118,000.00 88,502.75 001-21-055-5319-00-70-000- MOTOR VEHICLE MAINTENANCE 65,000.00 47,935.05 001-21-057-5319-00-70-000- MOTOR VEHICLE MAINTENANCE 18,040.00 743.98 001-21-059-5319-00-70-000- MOTOR VEHICLE MAINTENANCE 1,500.00 1,385.92 001-23-061-5319-00-50-000- MOTOR VEHICLE MAINTENANCE 1,000.00 893.38 001-25-065-5319-00-20-000- MOTOR VEHICLE MAINTENANCE 35,000.00 174.31 001-25-067-5319-00-20-000- MOTOR VEHICLE MAINTENANCE 1,500.00 358.51 401-70-500-5319-00-60-000- MOTOR VEHICLE MAINTENANCE 3,000.00 3,000.00 401-70-505-5319-00-60-000- MOTOR VEHICLE MAINTENANCE 80,128.00 68,093.52 401-70-510-5319-00-60-000- MOTOR VEHICLE MAINTENANCE 60,000.00 32,735.62 401-70-525-5319-00-60-000- MOTOR VEHICLE MAINTENANCE 11,575.00 9,005.56 401-70-530-5319-00-60-000- MOTOR VEHICLE MAINTENANCE 0.00 0.00 403-50-300-5319-00-00-000- MOTOR VEHICLE MAINTENANCE 6,500.00 4,273.83 403-50-305-5319-00-00-000- MOTOR VEHICLE MAINTENANCE 85,000.00 12,844.63 403-50-310-5319-00-00-000- MOTOR VEHICLE MAINTENANCE 225,000.00 124,510.99 403-50-315-5319-00-00-000- MOTOR VEHICLE MAINTENANCE 138,650.00 7,421.97 403-50-320-5319-00-00-000- MOTOR VEHICLE MAINTENANCE 74,648.00 61,247.25 410-40-200-5319-00-00-000- MOTOR VEHICLE MAINTENANCE 2,000.00 1,788.13 410-40-205-5319-00-00-000- MOTOR VEHICLE MAINTENANCE 40,000.00 34,165.21 410-40-210-5319-00-00-000- MOTOR VEHICLE MAINTENANCE 10,600.00 989.62 410-40-215-5319-00-00-000- MOTOR VEHICLE MAINTENANCE 50,000.00 30,195.00 410-40-220-5319-00-00-000- MOTOR VEHICLE MAINTENANCE 108,750.00 61,686.52 410-40-225-5319-00-00-000- MOTOR VEHICLE MAINTENANCE 30,000.00 6,222.40 410-40-230-5319-00-00-000- MOTOR VEHICLE MAINTENANCE 2,000.00 1,525.90 450-60-400-5319-00-00-000- MOTOR VEHICLE MAINTENANCE 10,000.00 6,593.64 EXHIBIT "C" (WILL BE PRESENTED AT OR BEFORE THE CITY COUNCIL MEETING ON JUNE 4, 2025)