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 the award of an annual software and hardware service contract with Trapeze Software Group, Inc., dba Vontas, of Cedar Rapids, Iowa, in the amount of $2,168,965: 1. Affirm the City Manager's determination that Trapeze Software Group, Inc. dba Vontas, is uniquely qualified to perform software and hardware maintenance services for the Department of Transportation's Computer Aided Dispatch/Automated Vehicle Locator (CAD/AVL) system. 2. Affirm the City Manager's determination that Trapeze Software Group, Inc. dba Vontas is uniquely capable as defined by the Federal Transit Administration for sole source non-competitive procurements, to perform software and hardware maintenance services for the Department of Transportation's CAD/AVL system. 3. Award a three-year, with two 1-year optional extensions, software and hardware maintenance service agreement to Trapeze Software Group, Inc., dba Vontas, of Cedar Rapids, Iowa, in the amount of $2,168,965. 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. dba Vontas (Vontas), is uniquely qualified and uniquely capable to perform maintenance services for the CAD/AVL system, and to authorize the Director of Transportation/Fresno Area Express (FAX) or designee, to execute all related documents and award a service agreement with Vontas in the amount of $2,168,965. EXECUTIVE SUMMARY FAX seeks to maintain the integrity of its Computer Aided Dispatch/Automated Vehicle Locator (CAD/AVL) system, which was upgraded last year and currently serves as a state-of-the-art system. This technology connects FAX vehicles seamlessly with back-office scheduling and dispatch software; collects vital data used by dispatchers such as GPS locations, schedule adherence, status, vehicle breakdowns, and emergencies; and integrates with vehicle head signs, annunciators, and passenger information systems. The technology that FAX utilizes is proprietary and only accessible to its original vendor, Vontas. FAX seeks to enter into an annual maintenance service agreement with Vontas to continue to receive support for both software and hardware, including software patches and upgrades. BACKGROUND In April 2022, Council authorized FAX to work with Vontas to upgrade its existing CAD/AVL system from version 15 to version 21. FAX relies on a CAD/AVL system as the primary form of communication between dispatch and vehicles. The system connects the vehicles seamlessly with back-office scheduling and dispatch software. It automatically collects vital data used by dispatchers such as GPS locations, schedule adherence, status, vehicle breakdowns, and emergencies, and integrates with vehicle head signs, annunciators, and passenger information systems. The upgraded system provides FAX with increased functionality and new features enhancing bus operations and customer experience. The old CAD/AVL system was limited and could only transmit basic vehicle telematics and GPS locations every 40-60 seconds. The upgraded system transmits data in real-time enabling additional features not previously possible. This includes turn-by-turn navigation, live operational data, and live vehicle health analytics. Vehicle health analytics allow FAX to predict maintenance needs before catastrophic failure occurs. Additionally, the upgraded system integrates with the onboard automatic passenger counters and transmits real-time passenger loads back to dispatch. In the future, this data can be published in real-time to riders via mobile applications. Finally, the transmission of real-time data assists FAX with managing on-time performance and schedule adherence, benefiting the entire system. On May 3, 2023, FAX staff completed a cost analysis using service agreement awards by Alameda-Contra Costa Transit (AC Transit) in CA, Hampton Roads Transit (HRT) in Norfolk, VA, and OmniTrans in San Bernadino Valley in CA. Although the service agreements cover different components, the analysis shows that the differences between the prices paid by AC Transit and HART in 2013 and 2017 are within 5% of what FAX will be paying for its five-year contract. After careful research, FAX staff determined that Vontas's maintenance of this software and hardware best meets these needs, including integration with existing transit software products. The City Attorney has approved the contract as to form. ENVIRONMENTAL FINDINGS By definition provided in the California Environmental Quality Act Guidelines Section 15378, the award of this contract is exempt from the California Environmental Quality Act requirements. LOCAL PREFERENCE Local preference is not applicable because the service provider is uniquely qualified. FISCAL IMPACT This contract has no fiscal impact on the General Fund. This 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 and Uniquely Capable Memorandum Service Agreement between FAX and Trapeze Software Group, Inc. dba Vontas