Title
Motor Vehicle Records and Monitoring Services
Action
Action:
A. Approve a unit price contract with Explore Information Services, LLC for Motor Vehicle Records and Monitoring Services for an initial term of five years, and
B. Authorize the City Manager to renew the contract for up to one, two-year term with possible price adjustments and to amend the contract consistent with the purpose for which the contract was approved.
Body
Staff Resource(s):
Teresa Smith, Finance
Betty Coulter, Finance
Steve Norman, Finance
Explanation
§ Per city policy, employees who are required to drive a city-owned or personal vehicle for official city business must undergo a Motor Vehicle Records (MVR) check and obtain prior authorization from Risk Management. Accurate and timely MVR checks and license monitoring are critical for ensuring compliance and maintaining the safety of city drivers.
§ In addition to the initial checks, drivers are continuously monitored to ensure compliance with city policy.
§ Waiver of a competitive solicitation process for services may be granted on a limited basis when deemed appropriate and in the city’s best interest. A waiver has been approved for these services based on the need for continuity of service and seamless integration with other city record systems.
§ Explore Information Services, LLC offers continuous drivers monitoring and access to MVR data from all 50 states. This process expedites initial MVR checks and driver’s license monitoring and provides a cost-effective solution.
§ Annual expenditures are estimated to be $92,000.
Charlotte Business INClusion
Contract goals were not established for this contract due to the scope of work or goods, which does not present viable subcontracting opportunities. Explore Information Services will be responsible for 100% of the work or goods under this contract, with no opportunities to include subcontractors. This assessment was confirmed by the Charlotte Business INClusion (CBI) office and the respective department following a comprehensive review of the project’s scope and the potential for division into subcontracting opportunities.
Fiscal Note
Funding: Risk Management Loss Fund