REPORT TO THE CITY COUNCIL September 19, 2019 FROM: GREGORY A. BARFIELD, Director Department of Transportation BY: BRIAN BARR, Assistant Director Department of Transportation NOEL VILLAVERDE, IT Supervisor Department of Transportation SUBJECT ..Title Actions related to award of a service contract with Trapeze Software Group, Inc., of Cedar Rapids, Iowa, in the amount of $651,433: 1. Affirm the City Manager's determination that Trapeze Software Group, Inc., is uniquely qualified to perform maintenance services for the Department of Transportation's computer-aided dispatch automatic vehicle locator (CAD/AVL) system. 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 maintenance services for the Department of Transportation's computer-aided dispatch automatic vehicle locator (CAD/AVL) system. 3. Award a three-year maintenance service agreement Trapeze Software Group, Inc., of Cedar Rapids, Iowa, in the amount of $651,43, with two one-year options. ..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 the services for the Department of Transportation/FAX CAD/AVL system, and award a service agreement with Trapeze in the amount of $651,433 for a three-year maintenance service agreement, with two one-year options to extend, to support FAX fleet operations software and equipment. EXECUTIVE SUMMARY FAX seeks to maintain the integrity of its bus fleet computer-aided dispatch automatic vehicle locator (CAD/AVL) system, which provides the fixed route and paratransit communications integral to its daily operations since 1997. The technology enhances FAX incident, emergency, information management, traveler information, real-time information, and driver assistance systems to improve driver and passenger safety necessary to support the Federal Transit Administration (FTA) goals. The technology that FAX utilizes is proprietary and only accessible to its original vendor, Trapeze. To continue to receive support for both hardware and software, FAX seeks to enter into a maintenance service agreement with Trapeze. BACKGROUND The FTA supports the use of Intelligent Transportation Systems (ITS) to further enhance public transportation through the ITS Transit Program. The goal of this program is to encourage transit agencies to develop incident, emergency, information management, traveler information, real-time information, and driver assistance systems to enhance driver and passenger safety. The CAD/AVL system utilized by FAX directly supports this goal. FAX first installed the CAD/AVL system in 1997. The CAD/AVL system has a direct impact on route on-time performance and onboard ADA announcements, which enables FAX to communicate with customers. This system provides the following benefits to the FAX transit system: * Passenger safety * Enhanced data collection * Emergency incident response * Real-time vehicle locator systems to support vehicle arrival times and supportive technology * On-time route performance * Radio communications * Covert and overt emergency signal systems * ADA stop and public relations/safety visual and audio announcements FAX currently has 177 vehicles and 34 OnStreet signs that will be serviced under the agreement. Additionally, this agreement will provide for continued maintenance of the system hardware and software by Trapeze, the sole provider of the system proprietary hardware and software. The service is integral for maintaining the FAX CAD/AVL hardware and software and can only be sole-sourced from the manufacturer. Since the launch of CAD/AVL, FAX has supported the integrity of the system through Council-approved maintenance service agreement with the vendor, Trapeze. FAX is currently evaluating the current CAD/AVL system to determine if it meets the future needs of the department. This evaluation will determine if FAX continues to utilize services provided by this vendor or if replacement of the system is a better value and solution to meet the department's future needs. This conclusion of evaluation is anticipated to coincide with the expiration of the base contract with Trapeze. The City Attorney has approved the contract as to form. ENVIRONMENTAL FINDING 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 as Federal funds preclude the use of local preference. FISCAL IMPACT No General Fund dollars shall be used for this award. This project is funded through FTA grants as included in the Department of Transportation FY20 budget. Attachments: Uniquely Qualified Memorandum Agreement between FAX and Trapeze Software Group, Inc.