SR-06-12-2012-3NCity of City Council Report
.Santa Moniete
City Council Meeting: June 12, 2012
Agenda Item:
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: Purchase and Installation of Automatic Fare Collection System
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with LECIP Inc., a Japan -based company with headquarters in Des
Plaines, Illinois, in the amount of $7,223,512 to purchase and install all hardware,
software, and training for an integrated Automatic Fare Collection System.
Executive Summary
The fareboxes installed on the Big Blue Bus (BBB) vehicles are 15 years old and have
exceeded the manufacturer's recommended useful life. The BBB has developed a
capital improvement program to replace the fareboxes. By purchasing new, state of the
art automatic fareboxes, BBB would be able to offer advanced technologies to its
customers that are not currently available including the introduction of smart cards, a
mobile ticketing application, and colorized farebox display screens.
The total order for the complete fare collection system, including all hardware, software,
installation, spare parts, system integration with other ITS vehicle components, two -year
warranty and training is $7,223,512.
Background
The current fare collection system has served the City well over time; however because
of the age of the system, components are unreliable. Farebox failures are having a
negative impact on bus pull -outs and on -time performance of the service. The existing
fareboxes process coin, bill and other fare media slowly and the system is not
compatible with new fare media. Currently, the reliability of the fare collection system is
poor, difficult to maintain and cumbersome for passengers to use.
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Discussion
Staff recommends the Big Blue Bus upgrade its automatic fare collection system to
current technology to enable passengers to use the latest fare media, provide a more
reliable, easy to use system for passengers and operators, and also provide BBB with
the latest in report writing and accountability for the City.
Vendor Selection
On September 21, 2011, the City issued a Request for Proposal (RFP) No. 92611 for
the purchase of an Automatic Fare Collection System including hardware, software,
installation and training. The RFP was posted on the City's on -line bidding site Planet
Bids and notices were advertised in the Santa Monica Daily Press in accordance with
City Charter and Municipal Code provisions. Three bids were received and publically
opened in November 29, 2011, per Attachment A.
Bids were evaluated based on the criteria of technical approach, system architecture,
cost and compliance with City specifications including a review by a team of Big Blue
Bus staff representing each division of the department. The evaluation process included
an interview with each vendor, demonstration of the fare collection system, system
configuration, ease of use for passengers, ease of component removal and
maintenance, and system reporting capabilities. Although the LECIP fare collection
system is the highest priced, the technical and operating systems on LECIP are far
superior to General Farebox (GFI) and Fare Logistics. The LECIP pricing also includes
the full price for integration with the TAP regional fare system, whereas GFI and Fare
Logistics stated they could provide another quote aside from the original proposal for
the AVL interface and that it would be the City's responsibility for any and all licensing
fees as well as some hardware, cabling, etc. . Based on these criteria, the selection
committee recommends LECIP Inc. as the Best Bidder.
The LECIP fare collection system has features that provide ease of use to passengers
and BBB operators. It processes coins at a rate of ten coins per second, has the ability
to accept fare media such as the regional Transit Access Pass (TAP) cards, swipe
cards and mobile phones carrying barcode displays. It has a dollar bill by -pass feature
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and has the capability of audible voice messages to passengers. The LECIP fare
collection system would allow acceptance of various methods of payment, faster
processing of coins and bills, increased reliability and ease of use for operators and
passengers as well as improved reporting capabilities.
The fare collection system also includes the purchase of six ticket vending machines
(TVM). TVM's will allow passengers to purchase fare media before they board the bus,
saving time and improving service delivery. TVM's will be placed at high volume bus
stops in the system.
Once the contract is executed, design, development and installation will occur over one
year and eight months, with an additional two months for project closeout. The total cost
of $7,223,512 will be funded using Federal grants, as well as State and County Transit
sales tax capital funds.
Financial Impacts & Budget Actions
The contract to be awarded to LECIP Inc. is $7,223,512. Funds for this purchase are
included in the FY 2011/13 Capital Improvement Program budget at the following
accounts:
C410825.589000 $2,983,322
C410099.589000 $5,939,950
TOTAL $8,923,272
Prepared by: Patrick Campbell, Chief Operations Officer
Approved: Forwarded to Council:
Edward F. King Rod Gould
Director of Transit Services City Manager
Attachment A: Farebox Procurement Costs
Farebox Procurement 2012
Attachment A
01,11
BFI
.
Cost
Cost
Cost
*Fareboxes
$3,065,017
$1,796,410
$2,559,180
Farebox Spares
$140,468
$132,000
$171,000
Sub-Totall
$3,205,485
1 $1,928,410
1 $2,730,180
TVM
$189,612
$234,540
$266,100
Central System Computer
$382,385
$479,210
$110,500
Garage Computer
$90,770
$21,400
Vault with Probe
$288,270
$90,750
$48,000
Project Implementation
$235,359
$505,627
$94,200
System Intergration
$1,314,240
Engineering
$200,000
$478,155
Installation
$123,726
$50,797
Training
$29,849
$50,000
Spare parts
$531,090
$249,120
Sub-Totall
$2,854,211
$1,910,479
$518,800
Total
Project Costi
$6,059,696
1 $3,838,889
1 $3,248,980
Reference Contract No.
9598 (CCS).