SR-01-08-2013-3H0
AMM
City of City Council Report
Santa Monica
City Council Meeting: January 8, 2013
Agenda Item: '3— �+
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: Amend Contract with Trapeze Inc. to Automate Fuel System
Recommended Action
Staff recommends that City Council authorize the City Manager to negotiate and execute a first
modification to Contract No. 9508 in the amount of $152,725 with Trapeze Inc., a
Pennsylvania -based company, to provide vehicle identification and authentication modules,
spare parts, training and related parts and services to upgrade the existing fuel management
system. This would result in a four -year amended contract with a new total amount not to
exceed $837,904, with future year funding contingent on Council budget approval.
Executive Summary
Transit buses require daily servicing which includes fueling and addition of fluids such as
coolant and motor oil. The BBB's existing fuel management system requires manual input of
the bus number, vehicle mileage, dispenser number and employee number to trigger
transactions. This is time consuming and subject to data entry error.
The procurement of additional components would allow automated vehicle identification and
authentication, and automated vehicle mileage transfer into the new Enterprise Asset
Management (EAM) Trapeze fleet management system. The upgrade would provide accurate
fuel usage, fluids reporting and mileage travel reports. These upgrades to the Trapeze Fuel
Focus system, including installation, testing, training, maintenance and annual software fees
would not exceed $152,725 for a period of four years. The new total contract would not exceed
$837,904.
Background
Previous Council Actions
At its January 12, 1999 meeting, City Council approved the purchase and installation of the M4
fleet management system and Fuel Focus fuel management system. The products have been
stable and flexible systems that met the requirements of the City for many years. On
November 22, 2011 the City Council approved the purchase of the EAM fleet management
system in an amount not to exceed $685,179, to replace the M4 system. The Fuel Focus
system is 14 years old and only needs to be updated in order to transmit data to the new EAM
system.
Discussion
The upgrade to the Fuel Focus system would add a module to each bus in the fleet that would
communicate wirelessly at the fuel island and would automate vehicle authentication and
trigger fuel and fluid transactions without manual entry, which is time consuming and prone to
date entry error. In addition, it would enable the new EAM fleet management system to receive
data such as mileage traveled, type of fuel dispensed and quantity and type of oil /coolant used
per bus. This would automate forecasting of Preventative Maintenance Inspections based on
miles traveled and would produce accurate fuel and fluids usage reports. These reports are
essential to measure the effectiveness of maintenance practices and provide accountability for
all vehicles fueling at the fuel islands.
Contractor Selection
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 site, for three weeks. Three responses were received. A selection
committee comprised of staff from the BBB and Information Systems evaluated the proposals
based on the criteria in SMMC 224.072, including price, ability to deliver, and quality of
product. The selection committee determined that Trapeze was the best bidder based on
Trapeze's references, the quality of the product, technical expertise, cost, and ability to
integrate with existing BBB systems. Additionally, Trapeze met all of the BBB's fleet
maintenance requirements.
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Financial Impacts & Budget Actions
The contract modification to be awarded to Trapeze Inc. is $152,725, for an amended contract
total not to exceed $837,904. Funds are available in the FY 2012 -13 Capital Improvement
Program budget in account 0410113.589000.
Prepared by: Getty Modica, Transit Maintenance Officer
Approved:
rr
Edward F. King
Director of Transit
Forwarded to Council:
Rod Gould
City Manager
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Reference Amended
Contract No. 9508 (CCS).