SR-500-001 (6)
Santa Monica, California
Council Meeting: October 22, 2002 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Agreements with Siemens for the Purchase and Maintenance of an
Advanced Fleet Management System (AFMS).
Introduction
This report recommends that the City Council authorize the City Manager to
negotiate and execute agreements with Siemens Transportation Systems, Inc.
for: (1) the purchase of an Advanced Fleet Management System (AFMS) for an
amount not to exceed $6,311,245.90, including applicable sales tax and
contingencies, and (2) a 5 year maintenance agreement not to exceed
$939,547.00
Background
The Big Blue Bus is seeking to implement an Advanced Fleet Management
System (AFMS) as part of the United States Department of Transportation?s
Intelligent Transportation System (ITS) initiative. An AFMS applies state-of-the-
art technologies to provide more efficient and effective management of transit
systems by improving schedule adherence, operational efficiency, and quality of
service; reducing travel times and operating, training, and maintenance costs;
improving driver and passenger safety; providing travelers with real-time transit
and traffic information; and providing faster and more accurate reporting of
information required under Federal Transit Administration regulations. The
1
major components in the system includes, bus radios, Global Positioning System
(GPS) locators, Automatic Vehicle Location (AVL) system, Computer Aided
Dispatch (CAD) system, Automatic Passenger Counters (APC), scheduling and
trip planning software, and an Interactive Voice Response (IVR) system. The
bidder will provide training on all components. The system is to be customized to
meet the specific needs of the Big Blue Bus.
Discussion
The Big Blue Bus developed and published a Request for Proposals (RFP)
during the month of November 2001. Fourteen companies attended a pre-bid
workshop. Two proposals were received: one from Siemens Transportation
Systems, Inc., and the second from Motorola, Inc. with Orbital Transportation
Management Systems, Inc. as a subcontractor to Motorola.
The two bidders submitted detailed proposals, made presentations and
responded to questions before a selection committee comprised of staff from the
Big Blue Bus and Information Systems Department. The selection committee
also conducted extensive reference checks and site visits to other transit
properties currently utilizing the Siemens and Motorola products. Visits
conducted at sites with Siemen?s products installed include the following:
Tucson, Arizona; San Antonio, Texas; Corpus Christi, Texas; Minneapolis,
Minnesota; and Monterey, California.
2
As a result of this process, the selection committee unanimously recommends
that Siemens Transportation Systems, Inc. be selected for this project on the
basis of the City?s best bidder criteria, as set forth in Santa Monica Municipal
Code Section 2.24.072, as follows:
1. Siemens Transportation Systems submitted a competitive price for
products and services;
2. Siemens Transportation Systems demonstrated a finer understanding of
the project requirements including scope of work, and integration and
deployment techniques;
3. Siemens Transportation Systems has extensive experience and is an
industry leader in providing products and services in this field;
4. Siemens Transportation Systems has the capacity to meet budget and
schedule expectations as shown by experience with similar projects;
5. Siemens Transportation Systems is able to meet the bond and contract
security requirements;
6. Siemens Transportation Systems has a reputation for character and
integrity in the development of their projects; and
7. Siemens Transportation Systems has presented an experienced project
management team.
Budget/Financial Impact
The cost of the Siemens Advanced Fleet Management System including
hardware, software, fixed and portable radios, product licensing, installation,
3
testing, customization, and on site training, applicable sales tax and
contingencies will not exceed $6,311,245.90, and funds are available in the
following accounts:
C41037300.589000 $3,761,245.90
C41037303.589000 $2,550,000.00
The 5-year maintenance costs will not exceed $939,547.00 and funds are
available in C41037300.589000.
Recommendation
Staff recommends that the City Council authorize the City Manager to negotiate
and execute agreements with Siemens Transportation Systems, Inc. for the
purchase of: (1) an Advanced Fleet Management System for an amount not to
exceed $6,311245.90, including applicable sales tax and contingencies, and (2)
a 5-year maintenance agreement for an amount not to exceed $939,547.00
Prepared By: Stephanie Negriff, Director of Transit Services
Janeene De Martinez, Assistant Director of Transit Services
Jory Wolf, Chief Information Officer
Al Dave, Software Systems Officer
Colin Probert, Transit Systems Analyst
4