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that is outdated and no longer supported by the software vendors.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Service software is also outdated and can not interface with additional software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
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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-
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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
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Reference Contract
No. 8928 (CCS).