SR-10-22-2013-3Etma City of
i Council Report
Santa Monica
City Council Meeting: October 22, 2013
Agenda Item: 3 -E
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: Second Modification to LECIP Contract No. 9598 (CCS)
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to Contract No. 9598 (CCS) in the amount of $809,316
with LECIP, Inc., an Illinois- based company, to provide additional fare collection system
components and services for the Big Blue Bus fare collection system. This will result in
an amended contract with a new total amount not to exceed $8,032,828, with future
funding contingent on Council budget approval.
Executive Summary
On June 12 2012 Council authorized a contract with LECIP, Inca in the amount not to
exceed $7,223,512 for the purchase of fareboxes and associated hardware and
software. As part of the original contract, LECIP was to ensure that the fareboxes could
accept the regional TAP card (EZ Pass) offered by the Los Angeles County
Metropolitan Transportation Authority (Metro). Since award of the contract, Metro has
proposed to provide and fund the installation of stand -alone validators to read Metro
TAP cards.
Approval of the staff recommendation to add $809,316 to the original contract would
enable the purchase of additional hardware such as hand -held point of sale devices,
improved wireless LAN routers, a Smartcard printer, as well as single -use magnetic
swipe cards and special employee Smartcards. The allocation would also cover
additional training and key encryption software. The new total project cost would be
$8,032,828. The new automatic fare collection system is targeted to be implemented in
early 2014.
Background
On June 12, 2012 Council authorized a contract with LECIP, Inc. in the amount not to
exceed $7,223,512 for the purchase and installation of an integrated automatic fare
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collection system that included new fareboxes, hardware, software, installation, spare
parts, system integration with other ITS vehicle components, training and a two -year
warranty. The fare collection project was initially focused on the replacement of
fareboxes, TAP integration and associated software /hardware to support the system.
Discussion
On June 12, 2012 Council authorized a contract with LECIP, Inc. in the amount not to
exceed $7,223,512 for the purchase of fareboxes and associated hardware and
software. As part of the original contract, LECIP was to ensure that the fareboxes could
accept the regional TAP card (EZ Pass) offered by the Los Angeles County
Metropolitan Transportation Authority (Metro). Since award of the contract, Metro has
proposed to provide and fund the installation of stand -alone validators to read Metro
TAP cards. The scope of work in the original contract was modified to reflect this
change. In accordance with City policy, the first modification was approved by the City
Manager. The change resulted in a cost savings of $449,174 and the funds were
reallocated to purchase a web -based portal for customer use and an initial order of
50,000 Smartcards to be used as fare media.
Since the procurement of the base fare collection system and related components noted
above, BBB staff has determined that an opportunity exists to enhance the base fare
collection system to maximize customer service functionality offered by the fareboxes
and new fare media, such as adding value to a Smartcard on the bus. The
enhancements listed below also require additional hardware, software, training and
project management to ensure full integration and a successful launch.
Additional funds in the amount of $809,316 would be used to procure the following
items to maximize the capability of the automated fare collection system: a PC
smartcard printer; employee smartcards for employee ID's which would work with the
BBB facility access system as well as the fare collection system; magnetic swipe cards
for day passes; on -board wireless LAN routers which would enable transmission of data
between buses and the central system; four hand -held point of sale devices that would
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enable BBB staff to sell fare media at remote locations; a farebox encryption tool to
change encryption formats as needed in the future; and comprehensive web portal
training for BBB staff to manage web content and features, customer support issues
and inquiries.
The added features recommended for the project are based on LECIP being the only
provider to fully integrate all of the associated items. This is based on their role as the
prime contractor with the technical knowledge, staff and ability to ensure that all
components of the advanced technology fare collection system are fully integrated and
operational. Given the complexity and interdependent functionality of the components
that comprise the Automated Fare Collection System, it is imperative to have one
vendor leading the project that will have ultimate accountability for successful
implementation.
On July 10, 2012, the City entered into an agreement with LECIP, Inc. to replace all of
the Big Blue Bus fareboxes and associated equipment. The original scope of services
did not include all of the components now envisioned for a fully integrated fare collection
system, or any enhancements.
Financial Impacts & Budget Actions
The contract modification to be awarded to LECIP, Inc. is for $809,316 for an amended
contract amount not to exceed $8,032,828. Funds in the amount of $809,316 are
available in the FY 2013 -14 Capital Improvement Program budget at account
C410099.589000.
Prepared by: Patrick Campbell, Chief Operations Officer
roved:
Edward F. King
Director of Transit
Forwarded to Council:
Rod Gould
City Manager
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Reference:
Modified Agreement No. 9598