SR 02-27-2018 3B
City Council
Report
City Council Meeting: February 27, 2018
Agenda Item: 3.B
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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
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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.
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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.
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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)