REPORT TO THE CITY COUNCIL FROM: GREGORY A. BARFIELD, M.A., Interim Director Department of Transportation BY: CAROLINA ILIC, AICP, Assistant Director Department of Transportation SUSAN ROGERS, IS Supervisor Department of Transportation/IS Division SUBJECT ..Title Actions related to award of a contract with Trapeze Software Group, Inc. of Cedar Rapids, Iowa, in the amount of $1,189,131.00: 1. Affirm the City Manager's determination that Trapeze Software Group, Inc. is uniquely qualified to perform maintenance services for existing Trapeze-based software products. 2. Affirm the City Manager's determination that Trapeze Software Group, Inc. is uniquely capable as defined by the Federal Transit Administration for sole source non-competitive procurements, to perform software maintenance services for the Department of Transportation. 3. Award a three (3) year with two (2) 1-year options services contract to Trapeze Software Group, Inc. for the maintenance of existing Trapeze-based software products in the amount of $1,189,131.00. FAX anticipates expending $217,125 for the first year of this agreement, $225,517 the second year, and $236,793 the third and final year. This service contract includes two optional years, which FAX can opt to exercise. 4. Authorize the Director of Transportation or designee to execute all related documents. ..Body RECOMMENDATION Staff recommends Council affirm the City Manager's determination that Trapeze Software Group, Inc. (Trapeze) is uniquely qualified and uniquely capable to perform maintenance on existing Trapeze-based software products and to authorize the Director of Transportation/Fresno Area Express (FAX) or designee, to execute all related documents and award a services agreement with Trapeze in the amount of $1,189,131.00. EXECUTIVE SUMMARY FAX seeks to continue its service contract with Trapeze by entering into a three (3) year with two (2) 1-year options providing a continuation of software maintenance for our Trapeze Transit Passenger Application suite of products. These products are critical to the day-to-day transit operations, planning, and maintenance for the department. FAX has utilized most of these modules since 1997, and they must be maintained, updated, and upgraded. The proprietary nature of these software modules means that FAX realizes significant cost savings by working directly with Trapeze. FAX anticipates expending $217,125 for the first year of this agreement, $225,517 the second year, and $236,793 the third year. This service contract includes two optional one-year extensions, which FAX can opt to exercise. BACKGROUND FAX seeks to continue with its multi-year service contract through Trapeze providing continuation of software maintenance for Trapeze's Transit Passenger Application suite of products critical to the day-to-day operations and maintenance of transit service. This suite of products consists of eleven (11) separate modules which collectively contain software to control and define bus routes, schedules, real-time information feeds, operator sign-in, dispatch of vehicles, workforce management, paratransit services, bus stop management, and rolling stock maintenance. More specifically, FAX uses the following Trapeze modules: Product Description FX Advanced scheduling tool for fixed route transit systems. Its comprehensive functionality automates time-consuming tasks and creates efficiencies throughout the scheduling process such as: * Route Definition - Creating network data (nodes, stops, patterns, and stop patterns) * Trip Building - Developing and maintaining running time data for schedule building * Blocking - Combining trips into vehicle assignments * Runcutting - Trapeze BlockBuster is integrated with FX to efficiently break blocks into driver assignments * Rostering - Combining driver assignments into weekly packages (with assigned days off) for driver bidding BlockBuster Advanced runcutting tool for fixed route scheduling. It is seamlessly integrated with FX, combining powerful algorithms and comprehensive parameter settings to quickly generate cost-effective operator assignment scenarios. OPS Integrated operations and workforce management solution that automates many frequently performed tasks to quickly navigate daily objectives and maximize managerial performance. Can be used for drivers, mechanics, field staff, yard personnel, and dispatchers. Without limitation, this integrated solution is designed to automate: * Bidding * Daily dispatch * Yard and asset management * Workforce management * HR and payroll integration * Reporting OPS-SIT Automates sign-in and sign-out processes using a variety of low-cost employee identification technologies. Helps ensure that service is protected, freeing up window dispatcher to focus on other activities. FX-MON Provides fixed route schedule information built in FX to other Trapeze applications or to third parties. PASS Scheduling and dispatching application developed to support the transportation management efforts of demand response transit services while following guidelines from the ADA. Used for client registration, trip booking, real-time scheduling, and dispatching. PASS integrates Geographic Information System (GIS) mapping, enabling users to precisely geocode client addresses and destinations, calculate trip lengths and distances for accurate scheduling, and zoom in to view detailed information about the service area. PASS-MON Interface application that allows data transmission to and from Mobile Data Terminals (MDTs). Provides vehicle itineraries to MDTs and receives real time tracking information (GPS location, event timings, etc.) back into PASS. PASS-COM Allows the agency to track and monitor complaints. EAM - FA & InfoCenter Tracks all transit infrastructure for which FAX is responsible, including rolling stock, facilities assets, maintenance equipment, etc. GTFS - Static Exports interface application designed to push out fixed route schedule information in the General Transit Feed Specification (GTFS) format necessary to upload the data to Google Transit. PASS - INFO Server Allows third party Interactive Voice Response (IVR) systems to retrieve trip and client information from PASS. FAX has utilized most of these passenger modules since 1997. As with any other asset, these modules must be maintained, updated, and upgraded. The proprietary nature of these software modules means that FAX realizes significant cost savings by working directly with Trapeze versus using an outside vendor to custom-build the necessary software and integrations to maintain the Transit Passenger Application software. An independent cost analysis (ICE) was conducted on January 11, 2023, and supports this conclusion. Many of these modules were purchased at different times, with the initial years of product maintenance included. As these individual maintenance agreements term out, it is more practical from a contract administration and price perspective to consolidate them into a single maintenance agreement. After careful research, FAX staff have determined that Trapeze's software best meets these needs, including integration with existing software products. The City Attorney has approved the contract as to form. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act Guidelines Section 15378, the award of this contract does not qualify as a "project." LOCAL PREFERENCE Local preference is not applicable because the service provider is uniquely qualified. FISCAL IMPACT This contract has no fiscal impact to the General Fund. The contract will be funded by Federal Transit Administration Program 5307 funds. FAX enterprise funds will make up the required local match. Appropriations were included and are available in the FAX FY24 budget. Attachments: Uniquely Qualified Memo Service Contract