sr-052212-3fCity Council Meeting: [May 22, 2012]
Agenda Item: 3_F
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Big Blue Bus Transit Reporting Tool
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with Trapeze, Inc., a Pennsylvania -based company, in an amount
not to exceed $772,015, for software and services to implement ViewPoint, a Transit
Reporting Tool, including the contract amount of $480,000, a 3% contingency and five
one -year maintenance options at a cost of $292,015.
Executive Summary
The Big Blue Bus (BBB) requirements for reporting have changed over time and a new
automated system would greatly enhance the City's capabilities to report performance,
fleet reliability and cost accounting metrics. The current systems' data mining
capabilities could be vastly improved by implementation of a business intelligence tool
that spans across all of the Trapeze products in use at BBB. Implementation of the
ViewPoint Transit Reporting Tool would ensure business continuity while allowing for
new functionality and reporting, and seamless integration with existing BBB systems.
The implementation of the system, including training and maintenance services will not
exceed $772,015 for a period of seven years.
Background
The BBB has standardized on Trapeze software products for workforce management,
fleet management, bus scheduling and dispatching.
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
provides more efficient and effective management of transit systems by improving
schedule adherence, operational efficiency and quality of service; reducing travel times
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and operating, training and maintenance costs; improving driver and passenger safety;
and providing travelers with real -time transit and traffic information.
At its May 22, 2008 meeting, the City Council authorized the purchase of a Motor Coach
Operator Management system and Customer Service software from Trapeze. This
system is used for tracking of driver certifications, training, timekeeping /payroll and bus
scheduling functions
At its November.22, 2011 meeting, the City Council authorized the purchase of a Fleet
Maintenance system from Trapeze, Inc. This system will be used for work order
tracking, accounting and asset management.
Discussion
ViewPoint is a reporting, monitoring and analysis system, which would allow BBB
employees to access, analyze and distribute operational data and develop custom
reports. The system would give the BBB the ability to collect and analyze performance,
fleet reliability and cost accounting metrics from the Advanced Fleet Management,
Motor Coach Operator Management, Fleet Maintenance and other Trapeze systems for
internal and external reporting (i.e., Metropolitan Transit Authority and the State). BBB
management would use ViewPoint to access vital information through interactive
browser -based reports and graphical dashboards giving them greater access to current
information on business trends and performance measures with which to make
business decisions.
Contractor Selection
On November 23, 2011, the City issued a Request for Proposals (RFP) for a Transit
Reporting Tool. The RFP was posted on Planet Bids, the City's online bidding site, for
three weeks. Two responses were received. A selection committee comprised of staff
from the BBB and the Information Systems Department evaluated them. After careful
review, the selection committee determined that Trapeze was the best bidder. The
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committee based its decision on product functionality, overall quality of the product,
technical expertise, cost, Trapeze's references and the product's ability to integrate with
existing BBB systems and satisfy the BBB's requirements for reporting.
Financial Impacts & Budget Actions
The contract amount to be awarded to Trapeze will not exceed $772,015 over the next
seven years. Funds in the amount of $480,000 for implementation, data migration and
training are available in account 0410113.589000 in FY11/2. Budget authority in an
average annual amount of $58,403 (not to exceed $292,015) for maintenance from
Fiscal Year 2013/14 -19/20 will be available in account 0410113.589000 in each budget
cycle. 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:
1116Z,�—Ie7— Foy J-e)ry Wo
Acify Wolf Rod Gould
Chief Information Officer City Manager
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Reference Contract No.
9586 (CCS).