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Board hears update on district vehicle tracking; three-year contract estimated at $85,045
Summary
District staff reported plans to add decals and new driver forms and proposed a three-year GPS/tracking contract for the 'white fleet' estimated at $85,045.37 (about $82,081 after sales tax), with implementation subject to budgeting and possible phasing.
District staff updated the board on new vehicle procedures and a proposed GPS/tracking system for district vehicles. Staff said decals are being placed on all vehicles, authorized drivers must complete new forms, and the purchasing office provided a three-year cost estimate for a tracking contract.
"And, actually have that in front of me right now, and the total cost is $85,045.37," a staff presenter told the board, adding that after sales tax the figure comes to about $82,081. Board members discussed phasing the implementation; staff said the equipment itself is free but the annual software/contract cost is ongoing and that the cost would be paid over three years (roughly $20,000 per year under the quoted terms).
Staff confirmed vehicle logs already exist in each vehicle and that HR will oversee the new weekly-mileage logging procedures. Board members said the tracking proposal was sensible for employee safety but noted the purchase is not currently budgeted and may need to wait until the next fiscal year unless other funding is identified.
Next steps: staff will return with a procurement plan and, if the board chooses to proceed, include budget timing and phased deployment options.
