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SR 02-27-2018 3B City Council Report City Council Meeting: February 27, 2018 Agenda Item: 3.B 1 of 4 To: Mayor and City Council From: Edward King, Director, Big Blue Bus Subject: Award Contract for Transit Technology Consultant Recommended Action Staff recommends that the City Council: 1. Award RFP #143 to IBI Group, a California-based company, for a consultant to perform a system-by-system needs assessment of the Big Blue Bus’ transit technology infrastructure. 2. Authorize the City Manager to negotiate and execute an agreement with IBI Group in an amount not to exceed $204,040 (including a 10% contingency). Executive Summary The technological infrastructure of Big Blue Bus (BBB) is crucial to its operations and providing the best customer experience to over 13.6 million customers who ride BBB annually. As a mid-size transit agency, BBB relies on at least 20 different software and system applications, some of which are over 14 years old, to support its operation of 200 buses and 485 employees. In order to become more reliable, efficient, and better able to serve its customers and the Santa Monica community, BBB determined that a thorough analysis of its software and systems is needed in order to make strategic decisions about current and future technology needs. To do this, BBB is engaging a transit technology consultant to assist staff in conducting a system-by-system evaluation of BBB’s current software, hardware and systems to create a technology roadmap. Staff recommends award of a consultant professional services contract to IBI Group for a total project cost not to exceed $204,040. Background Big Blue Bus provides sub-regional transportation service to approximately 58 square miles of the greater Los Angeles area. Buses operate between 4:30AM and 1:30AM 2 of 4 while the maintenance division is staffed 24 hours per day, seven days per week. Annual ridership is more than 13.6 million. BBB uses software and system applications to manage transit service, maintenance work orders, personnel, customer service, public information, enterprise assets, system and route planning, and business operations. Many of these systems are not integrated due to variations in technology and compatibility. While each of these systems were the best fit for the BBB at the time of purchase, the technology landscape has changed rapidly and significantly as have the BBB’s technology needs as customers expect better on-time performance, more real-time information, and more efficient management of the BBB fleet. Discussion BBB needs to conduct a thorough analysis of its technology infrastructure and solutions – with specific regard to the unique operations and support needs of a transit agency – so that it can make strategic decisions about its current and future technology needs and purchases. To do this, BBB is engaging a transit technology consultant to do a system-by-system evaluation of BBB’s current software and systems and to create a technology roadmap based on that analysis. This consultant is responsible for the following deliverables: 1. Technology Needs Assessment – The firm would perform a system-by-system evaluation of the current state of technology at BBB; 2. Identify Solutions that Improve or Enhance BBB’s Technology – Based on the results of the needs assessment, the consultant would provide alternatives, analysis and recommendations to not only update existing technology systems but also consider next generation technology products and industry best practices; 3. Develop BBB’s Technology Roadmap – The plan would include three scenarios, each with different balances between ease and timeframe for implementation, cost, and benefit; and would be presented to staff for consideration and adoption. 3 of 4 The duration of the project is expected to be approximately one year, with the initial recommendations for a technology roadmap anticipated to be available in spring 2019. However, as the project progresses, staff will evaluate the cost/benefit as well as funding availability to implement a systems solution or software upgrade should it deem that the enhancement would provide a benefit to BBB customers, improve or enhance safety and security of BBB staff, or provide operational efficiencies before spring 2019. Vendor/Consultant Selection On October 17, 2017, the City issued a Request for Proposals (RFP) for a Transit Technology Consultant. The RFP was posted on the City’s online bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. Ads referring potential bidders to the city’s online bidding site were also published in two online trade publications. 1276 vendors were notified, and 105 prospective vendors downloaded the RFP. Four firms submitted proposals. Proposals were submitted by IBI Group, Lumenor Consulting, Plante Moran, and Intueor. The proposals were reviewed by a selection panel of staff from Big Blue Bus, Information Services Department, and Long Beach Transit. Evaluation was based on the following selection criteria: experience and technical competence; ability to meet project work plan and timeliness; quality control; cost of services/cost control; and responsiveness/presentation. Staff then interviewed the preferred firm. Based on these criteria and criteria in SMMC 2.24.073, staff recommends IBI Group as the best qualified firm to perform a system-by-system needs assessment of BBB’s technology infrastructure. This is based on its: 1) subject matter expertise with end-to- end transit technology systems; 2) specific experience with South California transit; 3) knowledge of systems from a full range of vendors and knowledge of emerging technologies; 4) history as innovators with bus rapid transit and transit signal priority implementations; and 5) proven focus on making transit work. 4 of 4 IBI Group has successfully conducted similar projects (needs assessments, transit system technology roadmaps, and technology strategic plans) as well as provided system implementation support for CAD-AVL and other onboard, business intelligence, and other transit-specific technology systems for clients throughout North America. Clients on the West Coast include TriMet in Portland, OR; King County and Community Transit in Washington State; AC Transit in Northern California; and LA Metro, Foothill Transit, and Long Beach Transit in our region. All references were positive. Financial Impacts and Budget Actions The agreement to be awarded to IBI Group is for an amount not to exceed $204,040. Funds are available in the FY 2017-18 Capital Improvement Program Budget in account C410113.589000. If BBB moves forward with any procurement recommendations by the consultant, funds will be available in the Capital Improvement Program or as funding becomes available. Prepared By: Edward King, Director Approved Forwarded to Council Attachments: A. Oaks_Initiative IBI Group Last Name, First Name Job Title Location Andrishak, Gary Director Vancouver Bacus, Tom Director - U.S. Infrastructure Salt Lake City Baillie, Alistair Operating Director, Engineer Irvine Beamish, Charles Director - Sr. Practice Lead, Architecture Toronto Bebenek, Kevin Regional Director, Canada East Toronto Beinhaker, Philip Operating/Chairman Director Tel Aviv Bendix, Mark Director - Office Lead, Toronto West Toronto - West Bozzo, Mario Director London, UK Bruckner, Martin Director, Architect Vancouver Bull, Peter Director Edmonton Burstyn, Henry Director - Sr. Practice Lead, Architecture Toronto Byrne, John Director - Office Lead, Edmonton Edmonton Chow, David Director - U.S. P3 & Mobility Los Angeles Cima, Bart Director Seattle Claggett, James Director - Sr. Practice Lead, Planning Toronto Corby, Michael Director - Office Lead, Richmond Hill Richmond Hill Cunningham, Matthew Global Director, Infrastructure Toronto - West Da Barp, Omar Director - Sr. Practice Lead, Architecture Toronto Darda, Deepak Director New Delhi De Silva, Tissa Director - Sr. Practice Lead, Intelligent Systems Toronto Eagleston, Ron Director – Office Lead, Vancouver Vancouver Fisher, Ewen Director - Sr. Practice Lead, Civil Engineering Toronto Foley, Timothy Regional Director, USA Central/Southeast Westerville Gill, Tony Global Director, P3 Buildings Vancouver Hastings, David Director - Sr. Practice Lead, Architecture Toronto Hatton, David Director - Sr. Practice Lead, Transportation Ottawa Hewes, Anthony Regional Director, UK & Ireland London, UK Hoang, Charlie Director - Sr. Practice Lead, Transit Architecture Toronto Hollingworth, Brian Director - Sr. Practice Lead, Transportation Planning Toronto Howells, Dyfan Director, Finance London, UK Jacob, Audrey Deputy Regional Director, Canada East Toronto Johnson, Mel Director Edmonton Johnstone, Celia Director, Architect Tel Aviv Jones, John Director, Landscape Architect Vancouver Kamnitzer, David Director - Sr.Practice Lead, Intelligent Systems Toronto Karpovich, Elvin Director, Planning and Landscape Architecture Calgary Kimball, Bradley Director - Sr. Practice Lead, Architecture Edmonton Lavallee, Paul Director Seattle Leonoff, Anita Director - Sr. Practice Lead, Architecture Vancouver Lewin, Neil Deputy Regional Director, UK & Ireland Manchester Losner, Vladimir Director - Sr. Practice Lead, High Rise Residential Toronto McIntyre, Trevor Regional Director - International Toronto Moore, Peter Regional Director, Canada West Edmonton Mori, Bruce Director - Sr. Practice Lead, Transportation Planning Toronto Directors Last Name, First Name Job Title Location Murray, Scott Director, Finance Toronto Mustafa, Fouad Global Director, P3 Infrastructure Toronto - West Mustafa, Muhammad Director Dubai Nasoulis, Ioannis Director Toronto O'Brien, Stephen Director - Sr. Practice Lead, Intelligent Systems Toronto Peters, Bruno Regional Deputy Director, Canada West Edmonton Phillips, Diane Director - Sr. Practice Lead, Architecture Ottawa Piel, Carl-Henry Director Boston Pillman, Peter Director, Architecture Lead Salt Lake City Ria, Gianni Director - Sr. Practice Lead, High Rise Residential Toronto Richetta, Antulio Director Athens Sallaway, Keith Director, Architect Calgary Schibuola, Steve Director, Engineer San Diego Scott, Graeme Deputy Regional Director, UK & Ireland Glasgow Shawcross, Stephen Director, Planner Calgary Sieker, Rod Director - Office Lead, Calgary Calgary Sillberg, Jane Global Director, Human Resources Toronto Sims, John Global Director - Intelligence Toronto Sims, Lee Director Toronto Stewart, Ronald Deputy Regional Director, Canada East Toronto Stewart, Scott Chief Executive Officer Toronto Taylor, Stephen Chief Financial Officer Toronto Vahidi, Homayoun Director Vancouver Wassermuhl, Salomon Director - Sr. Practice Lead, Architecture Toronto Whittlestone, Paul Global Director, IBI Healthcare London, UK Wright, Jamie Director - Sr. Practice Lead, Architecture Toronto Zurawel, Peter Director Denver REFERENCE: Agreement No. 10630 (CCS)