City Council
Meeting: May 27, 2008
Agenda Item: 1-D
To: Mayor and City Council
From:
Subject: Motor Coach Operator Management System
and Customer Service Software
Recommended
Action
Staff recommends that
City Council authorize the City Manager to negotiate and execute a contract
with Trapeze Software Group for software licensing, installation, and
maintenance of a Motor Coach Operator Management system and Customer Service
software for a total amount not to exceed $1,570,000, with four additional one-year
maintenance renewal options in a total amount not to exceed $441,193.
Executive
Summary
The Big Blue Bus (BBB) currently uses a
Motor Coach Operator Management system that is outdated and no longer supported
by the software vendors. The Customer
Service software is also outdated and can not interface with additional
software products that the BBB utilizes.
The BBB issued a Request for Proposals (RFP) to solicit interest from
companies that specialize in transit related software. Trapeze Software Group is
recommended to provide the software solution that best integrates into BBB’s
existing environment. The software will track absences and manage payroll hours;
monitor Motor Coach Operator qualifications, certifications and on-time
performance; and record incidents and accidents. Funds are available in the
current operating budget for BBB.
Background
The BBB currently utilizes an operator management system for tracking
of driver certifications, training, and timekeeping/payroll. The system has been in production since 1999.
The operating platform on which the system operates cannot be upgraded as the
software is not compatible with new technology.
The BBB wishes to replace the existing system with a platform from a
vendor which has demonstrated the ability to keep the product compatible with
emerging technologies and has established a strong customer base.
Discussion
A Request for Proposals (RFP) for an Operator Management system and
Customer Service software and related maintenance services was published in the
Santa Monica Daily Press on September 29th and 30th,
2006 and in Passenger Transport the weeks of October 2nd and
9th, 2006. Two vendors
requested the RFP, however, only one vendor submitted a bid.
A selection committee comprised of BBB and Information Systems Department
staff evaluated the proposal and invited the bidder for an interview and to
provide product demonstrations. After a
thorough review of the proposal, an interview process and various reference
checks, the selection committee awarded the bid to Trapeze Software Group for
being able to provide the best integrated solution that meets the City’s
requirements for a software solution and services at a competitive price. They are also highly recommended by their
reference transit agencies, Omnitrans in
Included with this purchase will be an upgrade to BBB’s existing Trapeze
FX scheduling system. The upgrade to Trapeze Blockbuster Scheduling System will
provide for stronger compatibility between the scheduling system and the
Operator Management system. It will provide tools for enhanced run cuts and
costing scenarios. This upgrade will also provide the BBB with the Google
Export utility which will permit the BBB to share schedule information with the
Google Transit application.
Financial
Impacts & Budget Actions
The cost
for the purchase, installation and maintenance of the Operator Management
system and Customer Service software will not exceed $1,570,000. Funds are available in the Technology
Equipment Fund at account C410113.589000.
Four one-year maintenance renewal options for the upgrade and maintenance
of the products are included in the contract and annual funding requirements
(Year 1: $102,658; Year 2: $107,568; Year 3: $112,833; and Year 4: $118,134)
will be requested in each fiscal year’s proposed budget that will be subject to
Council review and approval.
Prepared by:
|
Approved: |
|
Forwarded to Council: |
|
|
|
|
|
Stephanie Negriff Director
of Transit Services |
|
P. City Manager |
|
Approved: |
|
|
|
Chief
Information Officer |