sr-112211-3cCity Council Meeting: November 22, 2011
Agenda Item: 3C
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Big Blue Bus Fleet Maintenance Software Upgrade
Recommended Action
Staff recommends that the City Council:
1 Authorize the City Manager to negotiate and execute a contract with Trapeze,
Inc., a Pennsylvania -based company, in an amount not to exceed $357,389 for
software and services to upgrade the existing fleet maintenance system to the
AssetWorks 6.4 product; and
2 Authorize five one -year maintenance options, to commence in FY 2012 -13, at an
estimated annual expenditure of $65,558 for a total amount not to exceed
$327,790.
Executive Summary
The Big Blue Bus (BBB) requirements for work order tracking and asset management
have changed over time and a new automated system is needed to replace the City's
outdated legacy system, FleetFocus M4 (M4) from Trapeze. The current system is
based on obsolete technology which is no longer supported by the vendor.
Implementation of a new system from Trapeze, AssetWorks 6.4, will ensure business
continuity while allowing for new functionality and seamless integration with existing
BBB systems. The implementation of the system, including training, maintenance and
data migration services will not exceed $685,179 for a period of six years.
Background
Previous Council Actions
At its January 12 1999 meeting, City Council approved the purchase and installation of
the M4 system. The product has been a stable and flexible system that met the
requirements of the City for many years. However, the system is now at end -of -life and
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based on obsolete technologies, necessitating its replacement with a system based on
current technology standards.
Upgrading to AssetWorks 6.4 would make the BBB better able to report to the City and
others (i.e., Metropolitan Transit Authority) on performance and cost accounting.
Improved reporting tools would help the BBB manage its fleet more effectively by
providing access to detailed work order, parts and billing history information along with
key performance measurement data. Along with the improved reporting, AssetWorks
6.4 would enable the BBB to integrate asset management data with the City's. JD
Edwards One World financial system and BBB's Advanced Fleet Management System.
Discussion
On June 13, 2011, the City issued a Request for Proposals (RFP) for the upgrade or
replacement of the existing fleet maintenance system. The RFP was posted on Planet
Bids, the City's online bidding system, for three weeks. Three responses were received.
A selection committee comprised of staff from the BBB and Information Systems
evaluated them. After careful review, the selection committee determined that Trapeze
was the best bidder. The committee based its decision on Trapeze's references, the
quality of the product, technical expertise, cost, the ability to integrate with existing BBB
systems and the ability to meet all the requirements of the BBB with respect to fleet
maintenance.
Financial Impacts & Budget Actions
The contract amount to be awarded to Trapeze will not exceed $685,179 over the next
six years. Funds in the amount of $357,389 for implementation, data migration and
training are available in account C410113.589000. Budget authority for $327, 790 for
subsequent years for maintenance will be requested in each budget cycle for Council
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approval, in account C410113.589000. Future funding is contingent upon Council
approval. If the necessary funds for subsequent fiscal years are not approved by City
Council, the agreement will allow for termination of further services without penalty at
the sole discretion of the City.
Prepared by: Sabrina Salazar, Software Systems Analyst — Transit
Approved:
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Forwarded to Council:
Rod Gould
City Manager
Reference Contract No.
9508 (CCS)