SR 02-13-2018 3A (2)
City Council
Report
City Council Meeting: February 13, 2018
Agenda Item: 3.A
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Services
Department, Customer Experience and Support
Edward F. King, Director, Big Blue Bus, Transit Services Department
Subject: Modification to Trapeze EAM Maintenance Contract
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a fourth modification to agreement #9508 (CCS) in the amount of $179,613
with Trapeze, Inc., a Canadian corporation, to complete a business process review,
workflow improvements that include software upgrades, and implement a State of Good
Repair and Capital Planning module. This would result in an amended agreement with a
new total amount not to exceed $1,295,370, with future year funding contingent on
Council budget approval.
Executive Summary
BBB must make system upgrades to comply with recently published Transit Asset
Management (TAM) guidelines from the Federal Transportation Administration (FTA).
Therefore, staff recommends executing a fourth modification to the agreement with
Trapeze in the amount of $179,613 to complete a Business Process Review (BPR),
workflow improvements that include software upgrades, and implementation of the
State of Good Repair and Capital Planning (SGR/CP) module that BBB currently owns.
This would result in an amended agreement with a new total amount not to exceed
$1,295,370.
Background
Big Blue Bus utilizes several products from Trapeze. These products integrate to
provide support to BBB for fleet maintenance, and fueling. On November 2011
(Attachment B) City Council authorized the purchase of the Trapeze EAM (Enterprise
Asset Management) Fleet Maintenance Software, which went live in March of 2013. In
January 2013 (Attachment C), City Council authorized the upgrade of the Fuel Focus
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fuel management system to fully integrate its fuel system with the maintenance system.
In October 2017 (Attachment D), City Council authorized additional years of
maintenance services for the EAM product. BBB continues to use the modules of the
EAM system for tracking work orders, preventative maintenance management,
warehouse inventory management, fueling controls, and other maintenance
management functions.
Discussion
On July 26, 2016, the Federal Transportation Administration issued its final rule
requiring transit agencies to maintain—and document—minimum TAM standards. The
rule requires public transportation providers to develop and implement out transit asset
management (TAM) plans, to include an asset inventory, condition assessments of
inventoried assets, and a prioritized list of investments to improve the state of good
repair of their capital assets. The final rule also establishes state good repair standards
and four state of good repair (SGR) performance measures. Transit providers are
required to set performance targets for their capital assets based on the SGR measures
and report their targets, as well as information related to the condition of their capital
assets, to the National Transit Database. The rule sets an October 1, 2018 deadline for
completing a TAM plan.
On February 9, 2017, BBB conducted a review of its software to ensure compliance with
the established guidelines. The assessment identified opportunities for enhancements
in the areas of asset management, warranty, and reporting functions, including the
implementation of the SGR/CP module, which BBB currently owns but has not
implemented. BBB is in the midst of completing a comprehensive TAM plan that
includes improvements to meet the established guidelines. This modification would
allow staff to work with Trapeze to implement additional services required to address
critical needs within the system, complete a business process review (BPR), and
implement the SGR/CP modules of the EAM software. Implementation of these
enhancements would ensure that BBB complies with the TAM guidelines by the October
2018 deadline.
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Financial Impacts and Budget Actions
The contract modification to be awarded to Trapeze is $179,613, for an amended
contract total not to exceed $1,295,370. 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: Colin Probert, Systems Analyst - Transit Executive
Approved
Forwarded to Council
Attachments:
A. January 12, 1999 Staff Report
B. November 22, 2011 Staff Report
C. January 8, 2013 Staff Report
D. October 24, 2017 Staff Report
E. Oaks Initiative Disclosure Form - Trapeze
REFERENCE:
Modified Agreement
No. 9508
(CCS)