To approve the purchase of licensing, support and maintenance of Lytx Drive Cam solution for a four (4) year contract with four (4) one-year automatic renewals for Risk Management in the estimated amount of $1,029,000 for the initial four year term, plus $1,029,000 provided all four renewal terms are exercised, from Lytx, Inc. through an existing contract; and authorizing the City Manager to execute all necessary documents. (Sourcewell Contract No. 020221) Approved

Risk Management recommends the City to continue the use of Lytx Driver Monitoring, Maintenance, Support and Licensing contract with a four-year agreement, with four one-year automatic renewals.

In previous years, Risk Management provided funds for installation and maintenance of on-board video cameras in fleet vehicles. The purpose of these cameras was to provide recordings from inside and outside City vehicles in the event of a collision, mystery vehicle damage, or occurrence of significant braking (considered a “near miss”).

The advantage of on-board video cameras is significant. In an auto accident without witnesses, it could potentially be our driver's word against another driver as to the facts of the accident. While the City has certain immunities regarding our responsibility for liability, the immunities do not extend to motorized vehicles. In a catastrophic accident, the ability to determine what exactly happened is crucial, potentially exonerating City employees who otherwise might have been held accountable for damage to City vehicles.

Currently, there is approximately 85% coverage fleet wide apart from police vehicles equipped with on-board video recording systems. Departments are increasingly utilizing various components of the program including the use of GPS to locate vehicles, telematics to track fuel usage and vehicle maintenance needs. Soon we will utilize the multicamera feature with our Environmental Waste Services trucks to combine two video systems into one, which will result in a cost savings to EWS. The departments are also increasing their use of the program to help correct driving behaviors.

If this contract is not awarded, there would be a potential impact to the City of an increase in unsafe driver behavior, preventable accidents, fraudulent property damage claims and increased litigation expenses.

The City is authorized to purchase from a cooperative purchasing program with another local government or a local cooperative organization pursuant to Chapter 271 Subchapter F of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (Sourcewell Contract No. 020221 and the City of Plano Contract No. 2024-0199-OA)

This item approves a four (4) year contract with four (4) one-year automatic renewals for driver monitoring, maintenance, support and licenses. Funds are available in the Risk Management Fund in the amount of $1,029,000 (or $42,875 in FY 2023-24, $257,250 in FY 2024-25 through FY 2026-27, and $214,375 in FY 2027-28). Future year expenditures are dependent on contract renewals and will occur within council approved appropriations.

Approval of this item relates to the City's Strategic Plan Critical Success Factors of Excellent, Innovative, and Accountable Government and Multi-Modal Transportation and Mobility Solutions.