SR-09-08-2015-3K
City Council
Report
City Council Regular Meeting: September 8, 2015
Agenda Item: 3.K
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To: Mayor and City Council
From: Jory Wolf, Chief Information Officer, Software Systems, Information Systems
Department
Subject: First Modification to Maintenance Contract for Big Blue Bus Operator
Management System
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to contract #8928 for a one-year term, with two additional
one-year renewal options for a total amount not to exceed $358,730 with Trapeze
Software Group (Trapeze), an Ontario, Canada based company, for ongoing
maintenance of the Motor Coach Operator Management system and Customer Service
software. This will result in an 8 year amended contract with a new total amount not to
exceed $2,369,923, with future year funding contingent on Council budget approval.
Executive Summary
Big Blue Bus (BBB) currently uses the Motor Coach Operator Management system for
tracking work assignments, accidents, incidents, training, certifications, and payroll
management functions. The Customer Service software module is utilized for tracking of
customer commendations, complaints and comments. All renewal options under the
current contract have been exercised. A modification to the contract is required to
extend the term for one-year with two additional one-year renewal options to continue
maintenance of the Motor Coach Operator Management system and Customer Service
software. This first modification would increase the contract by $120,686 in the first
year and up to $358,730 over the three-year period, if all renewal options are exercised.
This would result in an eight year amended contract in an amount not to exceed
$2,369,923.
Background
In May 2008 (Attachment A), City Council authorized the purchase, installation and
maintenance of the Operator Management system and Customer Service software from
Trapeze. BBB currently utilizes the system for tracking work assignments, accidents,
incidents, training, certifications, payroll management functions and customer
commendations/complaints and comments.
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Discussion
All renewal options under the current contract have been exercised. An extension of
the contract term is required to continue to receive upgrades to the software products
and unlimited technical support. If the contract is not extended, the BBB will not be able
to receive annual upgrades to the software products nor receive technical support for a
critical application that provides timekeeping data for Motor Coach Operator’s payroll
generation. Staff recommends that Trapeze continue to provide maintenance services
for one year, with two additional one-year renewal options.
Vendor/Consultant Selection
A Request for Proposals (RFP) for an Operator Management system and Customer
Service software and related maintenance services was issued in September 2006.
Two vendors requested the RFP. However, only one vendor submitted a bid. The bid
was evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, references, ability to deliver, quality of product, and compliance with City
specifications. Trapeze offered the best integrated solution that meets the City’s
requirements for a software solution and services at a competitive price. Based on
these criteria, Trapeze was recommended as the best bidder for the purchase,
installation and maintenance of the Operator Management system and Customer
Service Software in accordance with City specifications.
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Financial Impacts and Budget Actions
The contract modification to be awarded to Trapeze is $358,730, for an amended
contract total not to exceed $2,369,923. Funds are available in the FY 2015-16
Technology Equipment Capital Improvement Program budget in account
C410113.589000. Future year funding is contingent on Council budget approval.
Prepared By: Colin Probert, Systems Analyst - Transit Executive
Approved
Forwarded to Council
Attachments:
A. May 27, 2008 Staff Report (web link)