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sr-012412-3fIowa p City Council Report City Santa Moniet City Council Meeting: Date Agenda Item: To: Mayor and City Council From: Jory Wolf, Chief Information Officer Subject: Professional Services Agreement with Trapeze, Inc. for Transit Priority enhancements to the Big Blue Bus' Advanced Fleet Management System. Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to award a sole source professional services agreement to Trapeze, Inc., an Iowa - based company, for an the amount of $400,273 to install and configure Transit Master traffic signal priority system components on 56 transit vehicles. Executive Summary The City implemented Transit Master, an Advanced Fleet Management System from Trapeze that provides the Big Blue Bus (BBB) with real -time tracking information of its buses. The BBB seeks to enhance the functionality of this system to give buses priority at City intersections. To accomplish this, the BBB plans to install traffic signal priority transmitters on the 56 Rapid buses that serve the City's main traffic corridors. These transmitters will communicate with the City's Advanced Traffic Management System to adjust traffic signal timing to give these vehicles priority under certain conditions, resulting in improved on -time performance and increased ability to predict real -time arrival information. Trapeze is the only vendor that can supply the hardware and software required to add Transit Priority to the Transit Master System. The total cost is $400,273. Background On July 1, 2007, the Los Angeles County Metropolitan Transportation Authority (Metro) executed a Memorandum of Understanding (MOU) with the City to acquire and install a Transit Priority System and related communications equipment. Metro granted the City $4.7 million in federal funds to design and implement a Transit Priority System within Santa Monica that would accommodate both Metro and BBB Rapid Buses. Under the terms of the grant, these funds are available to the BBB for this project until December 2012. The Transit Priority 1 System as designed would leverage the BBB Transit Master System and the City's Advanced Traffic Management System now in place and previously approved by Council. Previous Council Actions At its October 22, 2002 meeting, the City Council authorized the purchase of Transit Master, an Advanced Fleet Management System from Trapeze, Inc. Transit Master applies state -of- the -art technologies to provide more efficient and effective management of transit systems by improving schedule adherence, operational efficiency and quality of service; reducing travel times and operating, training and maintenance costs; improving driver and passenger safety; and providing travelers with real -time transit and traffic information. At its September 14, 2004 meeting, the City Council authorized the purchase of an Advanced Traffic Management System from Siemens Energy and Automation. The Advanced Traffic Management System provides the City with centralized control of the traffic signal controllers and other intelligent devices used to manage traffic. These devices include detection systems, a transit priority system for the traffic signals, an emergency vehicle preemption system, variable message signs and traffic monitoring cameras in one integrated system. Discussion The Transit Priority System enhancements would be an extension of the current Transit Master system from Trapeze used by BBB. As a result of the upgrades, the Transit Master system would enable BBB equipped vehicles to request traffic signal priority. The Advanced Traffic Management System would then determine whether to give the vehicle priority based on certain conditions, such as a vehicle running behind schedule or having a heavy passenger load. 2 Contractor /Consultant Selection The enhancements needed for the Transit Priority System include transit priority software licensing for 56 vehicles, Trapeze mobile system upgrade kits for 26 additional vehicles and labor for the installation and configuration of the new equipment. All of the software and physical hardware associated with this upgrade is specifically designed to work with the proprietary Transit Master System and is available exclusively through Trapeze. Section 2.24.080 of the Santa Monica Municipal Code allows exception to competitive bidding when items or services are purchased from a sole source manufacturer. Financial Impacts & Budget Actions The amount to be awarded to Trapeze is $400,273. Funds in the amount of $400,273 are included in the FY 2011 -13 budget in account 0200407.589306. Budget authority for subsequent years for maintenance, commencing in FY 2012 -13, will be requested in each budget cycle for Council 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: Forwarded to Council: CKNef Information Officer, Information Systems Rod Gould City Manager 3 Reference Contract No. 9537 (CCS).