SR 05-25-2021 3A
City Council Report
City Council Meeting: May 25, 2021
Agenda Item: 3.A
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To: Mayor and City Council
From: Edward F King, Director, Department of Transportation, Transit Safety &
Training
Subject: Award Contracts to Procure, Install, and Maintain Transit Radio and
Computer-Aided Dispatch/Automatic Vehicle Location (CAD/AVL) Systems at
Big Blue Bus, Department of Transportation
Recommended Action
Staff recommends that the City Council:
1. Award RFP #267 to Clever Devices, a New York-based company, for a radio
and computer aided dispatch/automatic vehicle locator (CAD/AVL) system.
2. Authorize the City Manager to negotiate and execute a contractual service
agreement with Clever Devices to furnish, install, integrate, and maintain a
new CAD/AVL System in a contract amount not to exceed $8,117,972, which
includes a maintenance agreement of $867,216 over five years.
3. Authorize the City Manager to negotiate and execute a fifth modification to
#8928 (CCS) for $255,180 with Trapeze Group for the integration of existing
systems with a new radio-CAD/AVL system.
4. Approve funding from the BBB Fund in a not-to-exceed amount of $957,600
over a five-year period for primary and back up monthly cellular data charges
for CAD/AVL Voice over Internet Protocol (VoIP) usage, with future year
funding contingent on Council budget approval.
Summary
The Department of Transportation (DOT), Big Blue Bus (BBB) Division, supports a
communication system to track and manage its fleet of 189 buses. This system
ensures that BBB staff and customers enjoy safe, reliable service, and that the fleet is
operated efficiently and effectively. Software systems play a crucial role in providing
vital transportation services to the more than 17,000 customers who currently depend
on BBB each day to get to and from their essential jobs and to medical appointments,
grocery store trips, and other services. BBB needs reliable, effective communication
and fleet tracking software to support the return of customers to public transit, and
staff anticipates that as individuals receive vaccinations and schools and businesses
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continue to fully reopen, ridership will reach pre-COVID levels of 45,000 daily
customers by approximately August 2022.
Radio and Computer Aided Dispatch/Automatic Vehicle Location (CAD/AVL) systems
are the backbone of public transportation operations, impacting virtually all other
systems. These systems:
• Track BBB vehicles in real time;
• Facilitate all voice and data communications between BBB’s Dispatch/
Communications Center and motor coach operators (MCOs) using equipment
installed on each bus;
• Generate real-time location information and other data for customers so they
know when their bus is coming by using a bus arrival information sign at their
stop or texting or calling for automatic arrival information; and
• Manage two-way communications with MCO supervisors in the field.
• Real-time location information generated by the Radio-CAD/AVL systems is
also shared with third party apps through the city’s open data portal to help
customers plan their trips, find out if their bus is crowded or if there is a delay
due to detours or traffic issues, pay their fares, and even locate life-saving
services such as vaccination clinics.
BBB is currently operating Radio-CAD/AVL systems purchased in 2002, which
regularly experience reliability issues that could compromise the efficiency of the
system and impact the safety of staff and customers. In addition to frequent radio
system outages, the CAD/AVL system is failing to effectively provide or process
operational data needed by other BBB systems, especially the vehicle scheduling
system in which work runs are built for nearly 300 motor coach operators and the
operator scheduling system that manages the day-to-day operation of bus service
including incident tracking, system detours, and MCO payroll.
To address these shortcomings, staff completed an extensive procurement process that
included issuing Requests for Proposals (RFPs) for Radio-CAD/AVL and three other
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integrated systems in August and September 2020. Following months of in-depth
evaluations of the many responses to these RFPs, staff recommends:
1. That a contract be awarded to Clever Devices for Radio-CAD/AVL System for an
amount not to exceed $8,117,972, which includes five years of system
maintenance support; and,
2. That the existing agreement for system maintenance of operator and vehicle
scheduling software with Trapeze Group be modified to include the
implementation of system interfaces with the Clever Devices CAD/AVL system.
3. Staff requests authority to approve funding for an amount not to exceed
$957,600 for five years of cellular data charges to provide voice and data
redundancy to the Radio-CAD/AVL system.
Discussion
BBB is operating Radio-CAD/AVL systems which have never been significantly
upgraded since their purchase in 2002. As a result, the analog two-way radio system
that manages both voice and data experiences outages that compromise the two-way
communication process between MCOs and BBB Operations and risks failures that
could cause safety concerns. Radio and CAD/AVL systems are fundamental to BBB’s
core technology functionality, as they reside at the source of most real-time
operational data aboard the buses. Benefits of an upgrade include:
• The opportunity to transition to a next-generation standards-based system with
new onboard hardware that will include an industry-leading Internet of Things
programmable (IoT) gateway router on each bus and a state-of-the-art Voice
over Internet Protocol (VoIP) voice communication system using cellular data.
• Radio-CAD/AVL systems maintained in good order are crucial to maintaining
proper quality operations data, ensuring fleet and service responses to service
interruptions, and providing accurate and timely customer information.
• The new onboard system will manage not only communications but also
coordinate other data-driven systems aboard the bus such as security
cameras, collision avoidance systems, annunciation systems, and fare
collection.
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• A secure, vendor-hosted Radio-CAD/AVL system will require less routine
system maintenance by staff, maximizing limited resources.
On February 27, 2018, the City Council approved a professional services contract
award to IBI Group to work with staff to conduct a system-by-system evaluation of Big
Blue Bus’s current software, hardware, and systems and to produce a technology
roadmap. The final roadmap issued in July 2019 outlined recommendations to update
existing technologies, identified next-generation technology products and industry
best practices, and presented alternatives, costs, and benefits of technologies and
their implementations for Big Blue Bus to consider. The roadmap provided Big Blue
Bus with a vision for its technology program with $24 million of planned initiatives
phased over five years. The need to urgently transition to an updated Radio-
CAD/AVL system was identified as a priority, given the potentially catastrophic risks
of system failure.
Vendor Selection
Radio-CAD/AVL System
On August 31, 2020, after drafting requirements in consultation with the Information
Services Department, staff issued request for proposal (RFP) #267 for a Radio and
CAD/AVL system upgrade or replacement and received six (6) responsive proposals.
An evaluation committee comprised of staff from the Department of Transportation’s
Transit Operations, Maintenance, Administration, and Traffic Engineering divisions,
as well as the Information Services Department, reviewed all proposals. Three (3)
CAD/AVL proposals were shortlisted; Clever Devices, Trapeze, and GMV
Syncromatics were invited to interview and present demonstrations of their products.
After demonstrations and reference checks, Clever Devices and Trapeze received
Best and Final Offer notifications.
Clever Devices’ response to RFP #267 scored higher than other proposals based on
several factors including:
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1) Compliance with functional requirements - Clever Devices responded
“Fully Compliant” or “Exceeds Compliant” to 92 percent of the 1,480
technical requirements in the CAD/AVL RFP;
2) Qualifications and experience - Clever Devices has more than 30 years
of public transportation experience and have deployed CAD/AVL solutions
on more than 27,000 buses across the US and Canada;
3) Project plan and technical approach - Clever Devices maintains a strong
reputation within the public transportation industry as supported by
numerous reference checks; and
4) Value – Clever Devices’ overall price proposal was lower in comparison to
other proposers, and the City will receive other cost-savings benefits.
Clever’s vendor-hosted solution reduces ISD staff time currently spent
managing data systems and virtual servers. The new radio system within
the CAD/AVL system is a Voice over IP (VoIP) radio system using cellular
data that is a significant improvement over the current analog
communication, which has frequent failures and downtime requiring staff
time to oversee repairs. Reference checks confirmed that transit agencies
using VoIP systems experience virtually no radio downtime.
Two-Way Radio System Redundancy
BBB’s two-way radio system allows motor coach operators and Dispatch and road
supervisors to communicate about accidents and incidents and to manage service in
real-time. The radio communication system also provides vehicle location data. There
have been significant reliability challenges with the current two-way radio system as
the system is operating well beyond its recommended end-of-life.
The Technology Roadmap had recommended that the City procure a leased Digital
Mobile Radio (DMR) fallback voice and data system to provide system redundancy to
the radio system in the new CAD/AVL software, and an RFP was issued for this
system in late 2020. However, during the CAD/AVL procurement process, staff
learned that other transit agencies using VoIP and cellular data experience minimal
system downtime and found they could utilize a more cost-effective redundancy than
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a full fallback system. Therefore, staff are canceling the DMR Fallback RFP, and,
upon recommendation from ISD, staff will leverage existing agreements that ISD
maintains for cellular data to provide voice and data redundancy through a second
cellular plan. The cost of these services is estimated not to exceed $957,600 over five
years.
VoIP Unlimited Data Plan Cost
Cost
per
bus
# of
buses
Monthly
Cost
Annual
Cost
Verizon (primary) 5-year estimate $40 190 $7,600 $91,200 $456,000
AT&T (redundancy) 5-year estimate $40 190 $7,600 $91,200 $456,000
Sub total $80 $15,200 $182,400 $912,000
5% contingency $45,600
Grand Total $957,600
Vehicle Scheduling and Operator Scheduling Systems
Staff issued RFP #263 Fixed Route Transit Vehicle Scheduling System and RFP
#264 Fixed Route Transit Operator Scheduling System in August 2020 and received
several proposals to both RFPs. After carefully evaluating the proposed software
solutions, taking into consideration staff resources, staff restructuring in the last
budget cycle, and the complexity of implementing the Radio-CAD/AVL project, staff
determined that it should focus on one project and cancelled RFPs #263 and #264.
BBB will continue using its existing vehicle and operator scheduling systems, both of
which underwent recent upgrades, and staff will return to Council in approximately
18-24 months with further recommendations. In the interim, staff recommends that
the existing agreement with Trapeze Group for system maintenance of operator and
vehicle scheduling software be modified to include the necessary implementation of
system interfaces with the Clever Devices CAD/AVL system.
Bidder Recommendation
Best Bidder Clever Devices
Evaluation Criteria
(include all that apply)
Price; the quality of the material or services offered; the ability, capacity and
skill of the bidder to perform or provide the materials or services; the capacity
of the bidder to perform the contract or provide the service promptly, within
the time specified, and without delay or interference; the sufficiency of the
bidder’s financial resources; the character, integrity, reputation, judgment,
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training, experience and efficiency of the bidder; the ability of the bidder to
provide such future maintenance or service as may be needed; any other
factor that will further the intent set forth in Section 608 of the City Charter.
The City shall have absolute discretion in determining the applicability and
weight of the criteria listed above.
The City is not required to select the bid with the lowest price.
Municipal Code SMMC 2.24.180
Bid Data
Date Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded Date Publicly Opened
08/31/2020 City's Online
Bidding Site
Santa Monica Daily Press 95 11/05/2020
Best Bidder Justification
Staff has selected Clever Devices as the best bidder based on many factors including: 1) compliance to
functional requirements; 2) qualifications and experience; 3) project plan and technical approach; and
4) value.
1) The City of Santa Monica set forth more than 1,480 compliance requirements in its scope of work,
and Clever Devices responded “Fully Compliant” or “Exceeds Compliant” to 92 percent of total
requirements, more than any other vendor. Clever Devices also demonstrated the strongest
response to the City’s IT infrastructure requirement for a fully managed, vendor cloud-hosted
solution. This was demonstrated both in their proposal and demonstration as well as reference
checks with transit agencies where Clever Devices have previously implemented CAD/AVL.
References provided strong praise for fully hosted infrastructure that Clever Devices was able to
deliver.
2) Clever Devices maintains a strong reputation within the public transportation industry. References
highlighted Clever Devices’ approach as partners in its relationship with clients, their strong project
management plans and the qualifications of project teams, a comprehensive training program
during implementation, and willingness to continual improvements to its products and services.
Clever Devices is a New York based company with more than 30 years of public transportation
experience. They have deployed CAD/AVL solutions on more than 27,000 buses across the US
and Canada with transit agencies of different sizes and in various markets. Their experience in the
Los Angeles region includes recent deployments with Torrance Transit, Culver City Bus, and
GTrans (Gardena Transit). Their experience in California includes recent deployments with
Riverside Transit Agency, Santa Barbara Metropolitan Transit System, AC Transit, Valley
Transportation Authority (VTA), and SacRT (Sacramento Region Transit).
3) Clever Devices’ project management plan presented a flexible approach that is open to feedback
and customization based on Big Blue Bus’s needs. The reference checks further validated Clever
Devices’ strength in project management, particularly regarding communication and ability to
identify and mitigate risks, find root causes, and rectify issues.
4) Relative to price, City will receive tremendous value from Clever Devices in terms of hardware,
software, and services. As part of their cost proposal, the City will receive hardware including, but
not limited to, Clever Devices’ robust Celrado Voice over IP (VoIP) radio system (a proven system
that has been successfully deployed at other agencies including AC Transit), high quality dual-
modem wireless routers, mobile data terminals, Intelligent Vehicle Network (IVN) onboard
computers, Dispatch terminals, and equipment for non-revenue vehicles. The City will also benefit
from cost savings provided by Clever Devices for its vendor hosted solution, which will reduce the
City’s Information Systems Department (ISD) staff time as it relates to on-going management and
maintenance of the infrastructure which will be taken on by Clever Devices. Integration with Big
Submittals Received – Sales Taxes and Contingencies not included
Avail Technologies $8,323,629 Clever Devices Ltd. $7,437,117
Conduent Transportation Solutions, Inc $10,049,277 GMV Syncromatics $8,306,383
ISR Transit, Inc $5,346,860 Trapeze Software Group, Inc $8,609,956
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Blue Bus’s asset management solution (EAM), vehicle health monitoring, voice call logging,
comprehensive training, cellular network coverage testing, yard management, and a business
intelligence solution were built into the price proposal.
Clever Devices Price Summary Cost
Base + 5 Years Warranty Total $ 6,113,069
Base + 5 Years Warranty + Options $ 7,437,117
Sales Tax - 10.25% (hardware only) $ 308,999
Total + Tax $ 7,746,116
5% Contingency of Pre-Tax Amount $ 371,856
Grand Total $ 8,117,972
Past Council Actions
Meeting Date Description
02/27/2018
(Attachment A)
Award Contract for Transit Technology Consultant
05/28/2019
(Attachment B)
Extension of Maintenance Contract Budget Authority with Trapeze
Software Group to operate and maintain the Planning and Operator
Management Systems for Big Blue Bus
06/11/2019
(Attachment C)
Contract modification and reinstatement of agreement #4553 for
Antenna Site sublease
04/28/2020
(Attachment D)
Approval of Extension of Software Maintenance Contracts with
Trapeze, Inc
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the BBB Fund and to award a contract
with Clever Devices for a Radio-CAD/AVL System for an amount not to exceed
$8,117,972 from the Two-Way Communication CIP Account C6006780.689000, which
is funded by Los Angeles County’s Municipal Operator Service Improvement Program
(MOSIP).
Staff also seeks authority to approve funding from the BBB Fund for an amount not to
exceed $957,600 for five years of cellular data charges to provide voice and data
redundancy to the Radio-CAD/AVL system from the Technology Enhancements CIP
Account C6004770.689000, which is funded by the Los Angeles County Transportation
Development Act (TDA).
Contract/Agreement Request
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FY 2020-21 CIP Budget Department/CIP Account # Total Contract Amount
$0 C6006780.689000 $8,117,972
$0 C6004770.689000 $957,600
Total $9,075,572
Staff seeks authority to approve funding from the BBB Fund Technology Enhancements
CIP Account C6004770.689000 to increase the amount of contract #8928 (CCS) with
Trapeze Group, for the integration of existing systems with a new Radio-CAD/AVL
system. Future year funding is contingent on Council budget approval.
Contract/Agreement and Modification Request
Agreement #
Current
Authorized
Amount
FY 2021-22 Budget
Modified Request
Amount
Dept/CIP Account # Total Revised
Contract Amount
8928 $2,884,030 $255,180 C6004770.689000 $3,139,210
Prepared By: Ali Showkatian, Transit Safety and Security Officer
Approved
Forwarded to Council
Attachments:
A. Staff Report - Award Contract for Transit Technology Consultant (Web Link)
B. Staff Report - Contract Extension with Trapeze Software Group to operate and
maintain Planning and Operator Management Systems for Big Blue Bus (Web
Link)
C. Staff Report - Contract modification and reinstatement of agreement #4553 for
Antenna Site sublease (Web Link)
D. Staff Report - Approval of Extension of Software Maintenance Contracts with
Trapeze, Inc (Web Link)
E. Oaks Initiative - Clever Devices
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CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles
and maintains certain information. That information includes the name of any person or persons
who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an
individual person, the information includes the name of every person who is: (a) trustee, (b)
director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity.
Public benefits include:
1.Personal services contracts in excess of $25,000 over any 12-month period;
2.Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-month
period;
3.Purchase, sale or lease of real property to or from the City in excess of $25,000 over a
12-month period;
4.Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-
month period;
5.Land use variance, special use permit, or other exception to an established land use plan,
where the decision has a value in excess of $25,000;
6.Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-month
period; or
7.Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-month
period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
Clever Devices Ltd.
Francis J. Ingrassia
Francis X. Coleman III
Andrew Stanton
Francis J. IngrassiaColeman Family Investor Securities and Voting Trust
BBH Capital Partners V, L.P.
Francis J. Ingrassia President
4/19/2021
516-728-8925tsmith@cleverdevices.com
3.A.e
Packet Pg. 21 Attachment: Oaks Initiative - Clever Devices (4291 : Big Blue Bus Intelligent Transportation Systems)