sr-051011-3fCity Council Meeting: May 10, 2011
Agenda Item: 3^~
To: Mayor and City Council
From: Stephanie Negriff, Director of Transit Services
Subject: Big Blue Bus Operations Consultant
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a modification to the Professional Services Agreement (PSA) with Fred M.
Gilliam Associates in an amount not to exceed $120,000 for transit operations
consulting services. With this agreement, the total contractual authority with Fred M.
Gilliam Associates will be $160,000.
Executive Summary
This report recommends that the City Council authorize the City Manager to negotiate.
and execute a contract with Fred M. Gilliam Associates to provide Santa Monica's Big
Blue Bus (BBB) with operational consulting services: Mr. Gilliam is currently contracted
to conduct an analysis of transit operations practices and procedures. This scope of
services is being enhanced to include maintenance and labor relations activities. The
new contract will not exceed $160,000.
Background
The completion of the Big Blue Bus campus expansion program and the implementation
of the Advanced Fleet Management System have fundamentally shifted operating
practices and procedures that have traditionally been .used to manage daily transit
operations. Since the new facilities and technologies have become operational, the BBB
has begun evaluating its current organizational structure and staffing and implementing
policies and procedures to adapt to the new environment and provide greater focus on
its on-street service delivery.
Discussion
The scope of the original contract with Fred M. Gilliam Associates included an in depth
review of transit operating practices, policies and procedures at the Big Blue Bus and
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the development of a modified procedural framework for operations management,
supervisors and front line staff. The scope of work additionally encouraged
recommendations for organizational restructuring and business process refinements to
streamline operating efficiency and enhance service quality.
As a result of this effort, improvements to the Department's organizational structure and
staffing have been proposed for implementation as part of the FY 2011-12 budget,
impacting BBB's transit services and maintenance divisions. The increase to this
contract will provide additional work on developing improved work assignment
scheduling, inventory control procedures, and labor relations support through the
remainder of calendar year 2011.
Contractor/Consultant Selection
The RFP was posted on the Planet Bids website on October 29, 2010. One proposal
was submitted. The proposal was evaluated by staff based on the following criteria:
1) Understanding of project requirements
2) Responsiveness and thoroughness of proposal
3) Experience of the firm and personnel
4) Past performance in conducting similar projects
5) Cost
Based on the evaluation, staff entered into an agreement with Fred M. Gilliam
Associates. Mr. Gilliam has forty-eight years of experience working with public sector
transportation agencies. Prior to forming his consulting. practice, Mr. Gilliam served for
seven years as President/Chief Executive Officer (CEO) of Capital Metro in Austin,
Texas and has also held executive transit positions in Houston, TX, New Orleans, LA
and. Memphis, TN.
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Financial Impacts and Budget Actions
The original PSA amount was $40,000. With the $120,000 amendment to the PSA, the
total amount to be awarded to Fred M. Gilliam is $160,000. Funds are included in the
FY 2010-11 Adopted Budget at account 41640.555062.
Prepared by: David Feinberg, Assistant to Director of Transit Services
Approved:
Ste a ie Negriff
Dir~ct r of Transit Services
Forwarded to Council:
Rod Gould
City Manager
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Reference Contract No.
9369 (CCS).