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SR-080527-1DCity Council Meeting: May 27, 2008 Agenda Item: I To: Mayor and City Council From: Stephanie Negriff, Director of Transit Services Jory Wolf, Chief Information Officer Subject: Motor Coach Operator Management System and Customer Service Software Recommended Action Staff recommends that City Council authorize the City Manager to negotiate and execute a contract with Trapeze Software Group for software licensing, installation, and maintenance of a Motor Coach Operator Management system and Customer Service software for a total amount not to exceed $1,570,000, with four additional one-year maintenance renewal options in a total amount not to exceed $441,193. Executive Summary The Big Blue Bus (BBB) currently uses a Motor Coach Operator Management system that is outdated and no longer supported by the software vendors. The Customer Service software is also outdated and can not interface with additional software products that the BBB utilizes: The BBB issued a Request for Proposals (RFP) to solicit interest from companies that specialize in transit related software. Trapeze Software Group is recommended to provide the software solution that best integrates into BBB's- existing environment. The software will track absences and manage payroll hours; monitor Motor Coach Operator qualifications, certifications and on-time performance; and record incidents and accidents. Funds are available in the current operating budget for BBB. Background The BBB currently utilizes an operator management system for tracking of driver certifications, training, and timekeeping/payroll. The system has been in production since 1999. The operating platform on which the system operates cannot be upgraded as the software is not compatible with new technology. The BBB wishes to replace the existing system with a platform from a vendor which has demonstrated the .ability to 1 keep the product compatible with emerging technologies and has established a strong customer base. Discussion. A Request for Proposals (RFP) for an Operator Management system and Customer Service software and related maintenance services was published in the Santa Monica Daily Press on September 29th and 30th, 2006 and in Passenger Transport the weeks of October 2"d and 9th, 2006. Two vendors requested the RFP, however, only one vendor submitted a bid. A selection committee comprised of BBB and Information Systems Department staff evaluated the proposal and invited the bidder for an interview and to provide product demonstrations. After a thorough review of the proposal, an interview process and various reference checks, the selection committee awarded the bid to Trapeze Software Group for being .able to provide the best integrated solution that meets the City's requirements for a software solution and services at a competitive price. They are also highly recommended by their reference transit agencies, Omnitrans in San Bernardino County and Central Ohio Transit Authority (COTA) located in Columbus, Ohio. Included with this purchase will be an upgrade to BBB's existing Trapeze FX scheduling system. The upgrade to Trapeze Blockbuster Scheduling System will provide for stronger compatibility between the scheduling system and the Operator Management system. It will provide tools for enhanced run cuts and costing scenarios. This upgrade will also provide the BBB with the Google Export utility which will permit the BBB to share schedule information with the Google Transit application. Financial Impacts & Budget Actions The cost for the purchase, installation and maintenance of the Operator Management system and Customer Service software will not exceed $1,570,000. Funds are available in the Technology Equipment Fund at account 0410113.589000. Four one- 2 year maintenance renewal options for the upgrade and maintenance of the products are included in the contract and annual funding requirements (Year 1: $102,658; Year 2: $107,568; Year 3: $11.2,833; and Year 4: $118,134) will be requested in each fiscal year's proposed budget that will be subject to Council review and approval. Prepared by: Colin Probert, Systems Analyst -Transit Systems Approved: Forwarded to Council: s---__ ~ , Steppf,, nie Negriff Dire`a;tor of Transit Servic s Approved: Information Officer '~~ e . L t well Cit anager 3 Reference Contract No. 8928 (CCS).