SR-061907-1D~_
~;tYaf City Council Report
Santa Monica°
City Council Meeting:
To: Mayor and City Council
Agenda Item: June 19, 2007
From: Stephanie Negriff, Director of Transit Services
Subject: Award Sole-Source Purchase Order for Bus Driver Control Units and
Dollar Bill Validators for the Big Blue Bus Fleet
Recommended Action
Staff recommends that Council award purchase order to GFI Genfare for replacement
operator control units and dollar bill validators for the Big. Blue Bus fleet in the amount of
$447,507, including applicable sales tax.
Executive Summary
The Big Blue Bus (BBB) revenue collection system was purchased in FY1999 - 2000
and is the first generation of transit fareboxes with advanced technology capabilities.
The current system software was customized specifically for the BBB which makes
system upgrades time-consuming and costly. An upgrade to the operator control unit
(OCU) components of the system is necessary to accommodate new software that has
been developed for improved fare collection operation, maintenance and to implement
the new fare structure recently approved by Council. This upgrade is also consistent
with the regional Universal Fare System (UFS) and will be the same components that
are needed to incorporate smart card capabilities into the BBB system when it joins the
UFS program.
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Currently, BBB fareboxes are unable to accommodate collection of new $20 and $10
dollar bills. The new dollar bill validators will improve customer service by enabling the
BBB fleet to accept the re-designed $10 and $20 bills. GFI Genfare is the sole provider
of fare collection equipment used by the BBB. Funds for these improvements are
available in the BBB fare system CIP.
Background
On April 20, 2007 Council approved a new fare structure that includes the sale of day
passes. In anticipation of Council's consideration, staff and the City's fare collection
vendor, GFI Genfare began working on the technical aspects of implementing the day
pass feature of the proposal. Since Council approval, an assessment has determined
that the current fare collection system cannot support future fare structure changes.
without software and equipment modifications.
Reprogramming the existing farebox software would result in a minimum delay of six
months at an estimated cost of $200,000. Combined with- lost revenues from the
delayed fare change, the cost of retaining the existing farebox software is approximately
$800,000, with a recurring cost of $200,000 for each subsequent fare modification.
Installation of new system software will allow the City to implement the approved fare
change on schedule and to make future fare adjustments without incurring additional
costs.
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Operator control units are the small boxes installed next to the farebox that motor coach
operators use to issue day passes, transfers and load value on stored value farecards.
The new OCUs are required in order to interface with the upgraded software:
Dollar bill validators are the components on the farebox that recognize different
denominations of U.S. currency. The current fareboxes are unable to accept the re-
designed $10 and $20 bills. The new validators will allow BBB drivers to provide better
customer service, now that these new bill denominations are in circulation. The new
validators will also allow the acceptance of the re-designed $5 bill when it is issued in
the future. Upgrading the dollar bill validators at the same time the operator control
units are installed will also be more efficient than operating two separate component
installation campaigns.
GFI Genfare is the sole provider of Odyssey fareboxes used- by the BBB and is also a
partner in the development of the Universal Fare System for the Los Angeles region.
The software upgrade available with the purchase of new OCUs and ancillary
components will replace the semi-custom programming in the current system with
software that is being installed in the regional UFS system. This upgrade will allow BBB
the flexibility to make its approved fare changes more easily and to eventually
participate in the "TAP" fare payment program.
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Contractor/Consultant Selection
Ordinance Number 1743 (CCS), Section 5, paragraph 2.24.080. (1) of the Santa Monica
Municipal Code allows exception to competitive bidding when goods are purchased
from a sole provider. Staff has evaluated the quotation submitted by GFI Genfare and
finds that it meets City specifications.
Budget/Financial Impact
Budget authority for this purchase is in the Capital Improvement Budget account
number 0410099.589000, Farebox System.
Prepared by:
Joe Stitcher, Assistant Director of Transit Services
Forwarded to Council:
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Approved: