SUBJECT: Approval of an Amendment to the Existing Software License Agreement with Samsara through Carahsoft to Expand Fleet and Equipment Telematics Coverage from 116 to 469 City Fleet and Equipment REPORT IN BRIEF Consider amending the existing five-year Samsara software license agreement - originally approved by City Council on July 21, 2025, at a total value of $112,578 for 116 fleet assets - to expand GPS and telematic coverage from 116 units to 469 units (an addition of 353 vehicles and assets), waiving the competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210 for a cooperative purchase through Sourcewell, approving a new annual licensing cost of $75,824.12 beginning in FY26/27 (increasing from the current $22,258.08) with subsequent annual costs of $74,366.89 through FY2029/30 for a total contract-life investment of $298,925.79, and authorizing the City Manager to execute all necessary documents including future change orders not to exceed ten percent of the total purchase price, based on a one-year performance review demonstrating 67,258 hours of unproductive fleet idling consuming 48,861 gallons of fuel at a cost of $249,924 annually and a documented savings opportunity of $62,481 to $99,970 per year through platform-enabled idle-reduction policies. The amendment also incorporates permitting future hardware coverage, subject to the same cooperative purchasing authority and change order limits established by this amendment. Additionally, the Samsara platform’s automated reporting capabilities are currently generating approximately $24,000 annually in labor savings through automated California Air Resources Board (CARB) Clean Truck Check emission compliance reporting for heavy equipment, with further savings anticipated as reporting frequency increases from bi-annually to quarterly in 2027 and as fleet-wide expansion enables automated smog reporting for the majority of the City fleet currently completed manually. RECOMMENDATION City Council - Adopt a motion: A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code section 3.04.210 and authorizing the purchase to be made with a cooperative purchase agreement through Carahsoft via Sourcewell National Cooperative Purchasing Pricing; and, B. Approving an amendment to the City’s existing 5-year Software License Agreement with Samsara via Carahsoft through Sourcewell National Cooperative Purchasing contract #102924-SAM to expand the fleet coverage from 116 units to 469 units, with a new annual licensing cost of $75,824.12 beginning FY 2026/27 and $74,366.89 per year for FY 2027/28 through FY2029/30, for a total investment over the contract life not to exceed $298,925.79; and, C. Approving future amendments to adjust the number of vehicles and assets with licensed software based on addition and removal of vehicles and equipment in the City’s fleet - including additions resulting from new equipment purchases that exceed the hardware supplied under the current expansion - with change orders not to exceed 10% of the total purchase price; and, D. Authorizing the City Manager to execute the necessary documents, including any future amendments required to add telematics coverage for newly acquired City fleet vehicles or equipment not covered under the current expansion quote.

What this record is

Amount

$299K

Runs until

September 24, 2031 5 years away date calculated from a contract term stated in the record, not quoted directly

Type

amendment

Field

Technology

technology contracts in CA that end within a year →
Governments publish the end date in the award. That date is when the work goes back out to bid, and it is usually stated years ahead.

Read automatically from the title of the official record. The source document below is authoritative.

Committee

City Council/Public Finance and Economic Development Authority/Parking Authority

Introduced

September 24, 2026

On agenda

October 5, 2026

Passed

October 5, 2026

Where it was heard

City Council/Public Finance and Economic Development Authority/Parking Authority Oct 5, 2026 approved Pass

Watch what Merced buys

This is one award. Merced signs them continuously, and each one names a company and a date it runs out. Say what you sell and we will email you when the next one matches.

Watch this

Free for 14 days, no card — and nothing charges itself: at day 14 the emails simply stop unless you choose to subscribe ($19 a month). One email when something matches, and nothing else. Unsubscribe from any of them. Searching stays free — it is public record.