The document summarizes a comparison of two GPS fleet tracking solutions, Company A and Company B. It finds that Company A has a lower total cost of ownership, ability to meet reporting needs, and support. The team recommends selecting Company A due to these factors. Next steps include finalizing pricing, installing devices by end of year, and establishing reports during the transition to minimize disruptions.

1. Fleet GPS RFP
Review
1

2. Agenda
2
Key briefing items:
 Single Source GPS comparison:
o Cost comparison
o Reporting
o Support Services IT Integration points
o Support Services White Glove vs Premier Admin
o Termination of current contract
o Team Recommendation
o Next Steps (Transition requirements)

3. Cost Comparison
Capital Up-Front Purchase & Installation
Company A
Est.
Qty
Each Total
New GPS Device
J-Bus Connection 1,800 $303 $545,400
OBD Connection 1,800 $333 $599,400
Retrofit Existing Device 400 $189 $75,600
Portable GPS Device 1,200 $159 $190,800
On Shelf N/A N/A N/A
In Use (FYI only) N/A N/A N/A
Battery Powered Device 10 $99 $990
Hot Spot 0 $667 N/A
Key FOB (driver / veh. assoc.) 4,000 tbd tbd
*Total $1,412,190
3
Company B
Est.
Qty
Each Total
New GPS Device
J-Bus Connection 2,000 $230 $460,000
OBD Connection 2,000 $230 $460,000
Retrofit Existing Device N/A N/A N/A
Portable GPS Device 1,200 $189 N/A
On Shelf N/A N/A N/A
In Use (FYI only) N/A N/A N/A
Battery Powered Device 10 $199 $1,990
Hot Spot 0 $530 N/A
Key FOB (driver / veh. assoc.) 4,000 tbd tbd
*Total $921,870
*Total price will be updated once all price is received

4. Cost Comparison
O&M – Recurring Fee’s
Company A Est.
Qty
Month Annual 3- Years
New GPS Device
J-Bus Connection 1,800 $20 $432,000 $1,296,000
OBD Connection 1,800 $20 $432,000 $1,296,000
Retrofit Existing Device 400 $20 $96,000 $288,000
Portable GPS Device 1,200 N/A N/A N/A
On Shelf 1,200 $4 $57,600 $172,800
In Use (FYI only) 1,200 $6 N/A N/A
Battery Powered Device 10 $6 $720 $2,160
Hot Spot (with 1mb plan) 0 $10 N/A N/A
Key FOB (driver / veh.
assoc.)
4,000 Tbd Tbd Tbd
*Total $1,011,120 $3,033,360
4
Company B Est.
Qty
Month Annual 3- Years
New GPS Device **
J-Bus Connection 2,000 $33.74 $809,760 $2,429,280
OBD Connection 2,000 $33.74 $887,760 $2,429,280
Retrofit Existing Device N/A N/A $0 $0
Portable GPS Device 1,200 N/A N/A N/A
On Shelf 1,200 $8 $115,200 $345,600
In Use (FYI only) 1,200 $21 N/A N/A
Battery Powered Device 10 $18 $2,160 $6,480
Hot Spot (with 1mb plan) 0 Tbd N/A N/A
Key FOB (driver / veh.
assoc.)
4,000 Tbd Tbd Tbd
*Total $1,892,735 $5,678,204
*Total price will be updated once all price is received
**The $33.74 cost for Company B is based on X getting own
data plan negotiated rate and X being responsible for
managing 4,000 data lines (additions, removals, changes)

5. Cost Comparison
Total Cost of Ownership
Company A
Capital
Up-Front
O&M
Over 3 Yrs
Up-Front Capital $1,412,190 N/A
Recurring Monthly Fee’s $3,033,360
Additional Costs to Consider
Custom Reporting Included
Data Feeds Included
Repairs Included
Replacements Included
Total $1,412,190 $3,033,360
*Total Out of Pocket over 3 Years $4,445,550
Current Monthly O&M Fee’s Variance
Cost Savings
Company A (includes White
Glove)
$39.00 (19.00)
Company B (includes mid year
premier)
$33.99 Rounded
(14.00)
Proposed Company A $20.00
5
Company B
Capital
Up-Front
O&M
Over 3 Yrs
Up-Front Capital $921,870 N/A
Recurring Monthly Fee’s $5,678,204
Additional Costs to Consider
Custom Reporting Extra - Unknown
Data Feeds Extra - Unknown
Repairs Extra - Unknown
Replacements Extra - Unknown
Total $921,870 $5,678,204
*Total Out of Pocket over 3 Years $6,600,074
Current Monthly O&M Fee’s Variance
Cost Savings
Company A (+WhiteGlove) $39.00 Rounded (5.00)
Company B (+Premier) $33.99 (0)
Proposed Company B $33.74
*Total price will be updated once all price is received

6. Reporting
Productivity
Company A
6
Company B
• Company B was requested over the past year
if they could replicate; informed they could
replicate but at a cost.
• Company B has responded to the RFP with a
quote to replicate of $17,500 and could deliver
within weeks of a new contract agreement.
• Excel File / Database
No Prototype Provided

7. Reporting
Co-Location – Supervisory Tracking
Company A
7
Company B

8. Reporting
Driver Safety
Company A
8
Company B

9. 9
Reporting
Idle Tracking / Compliance
Company A
9
Company B

10. Support Service
White Glove vs. Premier
Support Items Company A Company B
Implementation
Plan and
Schedule
On Target-12/31/14 On Target-12/31/14
SLAs Response time onsite not to exceed 5 business days.
Flexibility during storms and outages. Contract
specified charges for missed appointment but never
enforced by Company A. will request removal of
charges language in new contract
Response time onsite not to exceed 5 business days.
Flexibility during storms and outages
Charged for missed appointments
Data Feeds No fee For a fee
ID Card Reader
(1,000 qty)
Proximity badge: $160 hardware, $30 installation fee
per vehicle
Barcode badge: $125-$370 hardware, $50 installation
fee per vehicle
Key FOB/Coin: $19 hardware, $25 installation fee per
vehicle
Key FOB/Coin: $33 hardware per vehicle
Repair Services
and Other
Charges
Included if replacing a device under warranty Not included: maintenance charges such as installs
and un-installs for good devices or devices that failed
Vendor
Relationship
Experience
Bill Hartin
External
References
Monthly Cost $20 $33.74
10

11. Termination of Current Contract
Termination Cost or Notification Requirement
• Company B
o Early termination costs:
• Notification of 30 days AND
payment of $200 per
vehicle monitored for GPS
terminated during the first
36 months or return the
GPS for the vehicle
terminated within 30 days
after the termination date.
(Approximate cost of
$15,000 for about 75 GPS)
• Company A
o No early termination costs
o Notification requirement by
October 1, 2014
11

12. 12
Team Recommendation:
Company A – for the following reasons
Topic Comments
Cost Capital (up-front cost) – Slightly higher than Company B (+$490K)*
O&M (monthly expense) – Significantly lower than Company B (-$2.6M)*
• X would realize a $19 / unit per month saving
• X would realize a $14 / unit per month saving (plus have the addition of “White Glove Service”
Total Cost of Ownership – Significantly less than Company B (-$2.1M)*
Additional Unknown Costs – Little if Any – Company B had in the past some added fees
Reporting Ability to provide data in the format we have requested (4 report types)
• Productivity, Supervisory Tracking (co-location)
• Driver Safety and Idle Tracking
Support Services Project Management Support
• Committed Contractually to have a Project Manager On-Site to help “X” number of days per month
IT Integration Will need to establish new data feeds with X
• Company A has tried to work with our internal IT, but has met limited availability & limited clarification of
data requests.
Contract Negotiation Company A has agreed to our Terms and Conditions; which Company B has not
• Company B will take significantly more time to establish a new contract, and possibly some legal
department interaction and added expense.
Implementation Company A has stated they can meet our implementation timeline, if we have a “go” by October 1, 2014. Need
Clarification for:
• # of GPS Units to Install – are we going to include (X & All Supervisors)
• If we are going forward with a Driver ID solution & if so which type:
• Coin FOB
• Current RFID (existing Employee ID Badges)
• Additional RFID Badge (second Employee ID Badge with just Employee ID and Name – no
access info)
• Scanner
*Final cost/cost savings to be reviewed once finalized

13. 13
Next Steps: Transition requirements
Pre bid selection requirements:
• Ensure IT issues are resolved/workable. Longer lead time required for Company A.
• Finalize pricing on driver/vehicle identification system.
• Determine actual number of vehicles requiring Hotspot and driver identification installation.
• Determine final cost based on all upfront requirements being met and monthly fees over life of
contract.
Post bid selection requirements:
• Install all required components (GPS device and card reader) during last quarter of 2014.
• Establish all necessary standard reports identified in RFP (co-location, productivity, driver
safety, idle) during device installation period.
• Resolve any IT issues/problems.
Transition Consequences
• Storm Event – There will be a period when vehicles are split between Company B and
Company A, which may cause vehicle tracking inconsistencies.
• Leave/Return report will no longer be valid
• Custom support provided by Company B may need to be reestablished (ie; Meter Service daily
summary report and Meter Service 3:30 alert to supervisors)
• All fleets, markers, and alerts will need to be reestablished.
• Extensive user training to be performed during installation period.