SR 05-28-2019 3I
City Council
Report
City Council Meeting: May 28, 2019
Agenda Item: 3.I
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To: Mayor and City Council
From: Edward King, Director, Big Blue Bus
Subject: Extension of Maintenance Contract Budget Authority with Trapeze Software
Group to operate and maintain the Planning and Operator Management
Systems for Big Blue Bus
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a one-year extension to contract #8928 in the amount not to exceed $166,000
with Trapeze Software Group (Trapeze), an Ontario, Canada based company, for
ongoing maintenance of the Motor Coach Operator Management System (OPS) and
Planning and Scheduling (BlockBuster and FX) software for an additional year of
service.
Executive Summary
Big Blue Bus (BBB) has a contract with Trapeze to operate and maintain its Operator
Management (OPS) and Planning (BlockBuster and FX) software. Trapeze is the
exclusive service provider for their products. OPS tracks work assignments, sign-in,
accidents, incidents, training, certifications, and operator communications via interactive
voice response and web, as well as performing payroll management functions.
BlockBuster and FX facilitate planning and scheduling of the work assignments that are
then managed by OPS. All modules were recently upgraded to the latest software
version for optimal performance under the current maintenance contract (#8293). While
the maintenance contract expires on June 30, 2019, additional budget authority exists in
the contract. As a result, it is recommended that the software maintenance contract be
extended through June 30, 2020.
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
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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 as well as numerous other planning, scheduling, and operations
management functions. BBB is currently working with the Information Systems
Department to develop a new Request for Proposals (RFP) for operations and planning
software. The RFP is expected to be released and evaluated by December 31, 2019.
Staff recommends that Trapeze continue to provide maintenance services for one year
to expend unused budget authority at no new cost to the City.
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Past Council Actions
Meeting Date Description
5/27/2008
(Attachment A)
Motor Coach Operator Management System and Customer
Service Software
9/8/2015
(Attachment B)
First Modification to Maintenance Contract for Big Blue Bus
Operator Management System
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the
recommended action. Staff will return to Council if specific budget actions are required
in the future. Existing budget authority remains to pay the additional year of service.
Contract Modification Request: Trapeze Software Group
Agreement # Current
Authorized
Amount
Modified
Request
Amount
FY 2018-19
Budget Dept/CIP
Account #
Total Revised
Contract
Amount
8928 $2,369,923 $0 C6004770.689000 $2,369,923
TOTAL $2,369,923
Prepared By: David Feinberg, Transit Government Relations Officer
Prepared By: David Feinberg, Transit Government Relations Officer
Approved
Forwarded to Council
Attachments:
A. Motor Coach Operator Management System and Customer Service Software
(Web Link)
B. First Modification to Maintenance Contract for Big Blue Bus Operator
Management System (Web Link)
C. 2018-19 OAKS INITIATIVE FORM - Trapeze
REFERENCE:
Modified Contract No. 8928
(CCS)