SR 10-24-2017 3E
City Council Report
City Council Meeting: October 24, 2017
Agenda Item: 3.E
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Systems
Department, Software Systems
Edward F. King, Director, Big Blue Bus, Transit Services Department
Subject: Third Modification of Software License and Hardware Purchase Agreement
for Big Blue Bus Fleet Maintenance Software
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a third modification to contract #9508 (CCS) in the amount of $277,853 with
Trapeze, Inc., a Canadian corporation, to obtain additional software maintenance
services for up to 3 more years. This will result in a new total amount not to exceed
$1,109,980, with future year funding contingent on Council budget approval.
Executive Summary
Big Blue Bus (BBB) currently utilizes the Trapeze’s EAM Fleet Management and Asset
Management Software for tracking work orders, warehouse inventory management,
fueling controls and maintenance management functions pursuant to a perpetual
license from Trapeze. The original license provided for 5 years of maintenance services
which ended on June 30, 2017. A modification is required for additional maintenance
services, with software upgrades, for an additional year, with two additional one year
options to renew. This third modification would increase the contract by $88,137 in the
first year and up to $277,853 over the three-year period, if the renewal options are
exercised. This would result in a revised total amount not to exceed $1,109,980.
Background
In January 1999 (Attachment A), City Council authorized the purchase and installation
of the M4 fleet management system and Fuel Focus fuel management system. In
November 2011 (Attachment B), City Council authorized the purchase of EAM Fleet
Maintenance software. In January 2013 (Attachment C) City Council authorized the
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upgrade of the Fuel Focus fuel management system. BBB currently utilizes the system
for tracking work orders, warehouse inventory management, fueling controls and
maintenance management functions.
Discussion
Big Blue Bus (BBB) currently utilizes the Trapeze’s EAM Fleet Management and Asset
Management Software for tracking work orders, warehouse inventory management,
fueling controls and maintenance management functions pursuant to a perpetual
license from Trapeze. The maintenance services, which includes software upgrades for
maintenance customers, was for a five-year period that expired on June 30, 2017.
A modification is required to extend the maintenance services and to receive software
upgrades for an additional year, with two additional one year options to renew. If the
contract is not extended, BBB will not be able to receive annual upgrades to the
software products nor receive technical support for a critical application that handles
maintenance and fueling operations.
This software module is part of a large, integrated software system provided by Trapeze
and implementation of another software system for these services would be extremely
difficult, costly and time-consuming. Therefore, staff recommends that Trapeze continue
to provide maintenance services for one year, with two additional one-year renewal
options.
Vendor/Consultant Selection
On June 13, 2011, the City issued a Request for Proposals (RFP) for the upgrade or
replacement of the existing fleet maintenance system in accordance with City
specifications. The RFP was posted on the City's online bidding site, for a period of
three weeks. Three responses were received. The proposals were evaluated by a
selection committee comprised of staff from the BBB and Information Services
Department based on the criteria in SMMC 224.072, including price, ability to deliver,
quality of product, and compliance with City specifications and scope of work. Trapeze
was recommended as the best bidder based on references, the quality of the product,
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technical expertise, cost, and ability to integrate with existing BBB systems. Additionally,
Trapeze met all of the BBB's fleet maintenance requirements.
Financial Impacts and Budget Actions
The contract modification to be awarded to Trapeze is $277,853, for an amended
contract total not to exceed $1,109,980. Funds are available in the FY 2017-18 Capital
Improvement Program budget. The contract will be charged to account
C410113.589000. Future year funding is contingent on Council budget approval.
Prepared By: Benjamin Steers, Systems Analyst - Public Safety
Approved
Forwarded to Council
Attachments:
A. January 12, 1999 Staff Report
B. November 22, 2011 Staff Report
C. January 8, 2013 Staff Report
D. Oaks Inititiative Disclosure Form - Trapeze
REFERENCE:
THIRD MODIFICATION TO
CONTRACT NO. 9508 (CCS) AND
A COPY OF THIS STAFF REPORT
IS ALSO IN LEGISLATIVE FILE
NUMBER 101‐003‐04‐19