REPORT TO THE CITY COUNCIL FROM: JOE VARGAS, Director Department of Transportation BY: BRIAN BARR, Assistant Director Department of Transportation SUBJECT ..Title Actions related to award of a contract with Trapeze Software Group, Inc. of Cedar Rapids, Iowa, in the amount of $670,408: 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 and provide new enterprise asset management software to meet the Department of Transportation's regulatory needs for transit asset management 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 and transit asset management services for the Department of Transportation 3. Award a services contract to Trapeze Software Group, Inc. for the maintenance of existing Trapeze-based software products and the purchase of new enterprise asset management software in the amount of $670,408 4. Authorize the Director of Transportation to execute all related documents ..Body RECOMMENDATIONS 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, provide new enterprise asset management software, authorize the Director of Transportation (FAX) to execute all related documents, and award a services agreement with Trapeze in the amount of $670,408. EXECUTIVE SUMMARY FAX seeks to enter into a service contract with Trapeze encompassing two critical services. The first component is the continuation of software maintenance for Trapeze's Transit Passenger Application suite of products. These products are critical to the day-to-day transit operations, planning, and maintenance for the department. The second component is the expansion of Trapeze Enterprise Asset Management (EAM) software which currently manages the maintenance of rolling stock vehicles. The expansion will add the maintenance of fixed assets, forecast lifecycles costs, and capture data necessary for the annual reporting to the Federal Transit Administration (FTA) Transit Asset Management (TAM) Program per 49 CFR 625.25. BACKGROUND FAX seeks a contract with Trapeze encompassing two critical services. The first component is the 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. The software modules control bus routes, schedules, real-time information feeds, operator sign-in, dispatch of vehicles, workforce management, paratransit services, bus stop management, and rolling stock maintenance. FAX has been using this software 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 asking a separate vendor to custom-build the kind of software and integrations that would allow them to maintain the Transit Passenger Application software. Many of these modules have been purchased at different times. It has been common practice to include the early years of product maintenance within the initial capital purchase. As more of these agreements term out, it is becoming more practical from a contract administration and price perspective to consolidate them into a single maintenance agreement. The second component is the expansion of Trapeze EAM software which currently manages the maintenance of rolling stock vehicles. FAX is responsible to report on and assess the condition of all its assets as required by the federal Moving Ahead for Progress in the 21st Century Act (MAP-21). These assets include buildings, equipment, rolling stock, and other types of equipment used to keep vehicles and facilities in a state of good repair. New asset management software is required to implement these requirements and provide the level of reporting and planning needed to be compliant with 49 CFR 625.25 and continue to receive Federal Transit Administration funding. The new asset management software comes with built-in integrations that allow staff to pass data between software modules already in use at FAX. It will also allow staff to predict asset lifecycles and plan replacements costs further into the future, making more efficient use of federal and state funding. After careful research, FAX staff has 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 project has no fiscal impact to the General Fund. The project will be funded by the following sources as appropriated in the FY22 budget: FTA 5307: $467,936 FTA 5309: $30,831 State Transit Development Act and Transit Operating Enterprise Match: $171,641 Attachments: Uniquely Qualified Memo Service Contract