HomeMy WebLinkAbout01-08-2019 Item 07 - Contract Amendment w First Transit for AVL System purchase Department Name: Public Works
Cost Center: 621 (Transit)
For Agenda of: January 8, 2018
Placement: Consent
Estimated Time: N/A
FROM: Daryl Grigsby, Director of Public Works
Prepared By: Gamaliel Anguiano, Transit Manager
SUBJECT: CONTRACT AMENDMENT – FIRST TRANSIT – AUTOMATIC VEHICLE
LOCATION SYSTEM PURCHASE
RECOMMENDATION
1. Amend the Transit Automatic Vehicle Locator (AVL) Replacement CIP Budget (2017-19
Financial Plan) by:
a. Appropriating $11,492 in additional Proposition 1B for the project ; and
b. Programming $45,000 in unappropriated Transit Fund working capital for the local match
on the project.
2. Authorize the City Manager to execute a contract amendment with First Transit Inc., not to
exceed $373,000 for the purchase of an AVL System as proposed (Attachment A – Contract
Amendment and Attachment B – Exhibit to Contract Agreement )
DISCUSSION
Background
AVL System
In 2009, the City of San Luis Obispo sole-source purchased an Automatic Vehicle Location
(AVL) System from a company known as Digital Record ers using, then available, Federal
American Recovery and Reinvestment Act of 2009 (ARRA) funds. The Digital Recorders (DR)
company has since been bought out by another company called Clever Devices that has notified
all DR clients that they will no longer support DR technology and will soon discontinue support.
This will affect SLO Transit’s AVL system and potentially cause a significant disruption to
operations and passengers. As of now, SLO Transit signed a sole-source year-to-year agreement
with Clever Devices to keep the system activated until a long-term solution can be found.
Operations & Maintenance Contract
On June 16, 2016, the City of San Luis Obispo entered into an agreement with First Transit Inc.
for the operations and maintenance of the City’s public transit system (SLO Transit). The
contract is for four base years with three possible one-year extensions. The original contract has
been amended once in April 2018 to reflect the increased service changes brought about by the
recommended service c hanges of the City’s adopted Short-Range Transit Plan.
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Automatic Vehicle Locations System
First Transit and the City rely on an AVL system to safely and successfully deliver public transit
services. This contract amendment would be for a one-time purchase of an AVL system via First
Transit, to be used for the safety and operational management of SLO Transit (see Attachment A
– First Transit AVL Proposal).
An automatic vehicle location system provides real-time information on the location and
performance of each transit vehicle in service and informs the public and operator of routing and
status of vehicles. Having a live feed and data on the whereabouts of each in service vehicle is
crucial as “events” can be monitored and responded to quickly based on the location and nature
of the incident.
Further, an AVL system also plays an essential function in managing the operations of the public
transit system. The AVL system becomes the basis by which vehicles log-on to specific route
patterns, program public destination sign information, make ADA required audible “next stop”
announcements, populate public smart phone applications, track individual drivers and vehicles,
measure their on-time performance and passenger loads, amongst other things (see Attachment A
– First Transit AVL Proposal).
Contract Amendment
AVL Systems have become an almost indispensible tool for transit agencies and their
contractors. Primarly, these systems provide Operations Contractors, such as First Transit, the
ability to effectively c arry out their contractural obligations and gives the City the ability to
monitor and address performance issues. Therefore it is essential that the aged DR AVL system
be replaced in the near future.
One option excercised by some Transit Agencies is to have the Operations Contractors include
such technology in their Operations & Maintenance contract bids, as they are primary users. The
City did not pursue this during its 2015 Request for Proposals for an Operations & Maintenance
Contractor as it wanted to acount for these costs seperately. However, there is benefit for the
contractor to have some ownership in which AVL system is used, so that there is little dispute or
disruption in the transit system they have idenditified.
First Transit Inc. uses Bishop Peak Technology - a San Luis Obispo based transit software
company - as a “preffered vendor” for current and potential clients around the country.
Incidently, Bishop Peak technology already has a service agreement with SLO Transit to provide
the smart phone bus tracking applications. Some of the software that provides the public smart
phone application also doubles as the dispatching software of the proposed AVL system, making
the transition almost turn-key and much easier to adapt to because of the familiarity.
First Transit’s attach proposal provides for a complete and yet scalable replacement of the
current AVL system using Bishop Peak Technology as the provider. Bishop Peak uses open
source and “best in breed” agnostic hardware that is scalable to addre ss current and future SLO
Transit technological needs. At the end of the contract with First Transit, the City of San Luis
Obispo will retain ownership of the AVL hardware and service agreement with Bishop Peak
Technology.
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Public Engagement
No public engagement was done as this is an administrative item.
CONCURRENCE
This proposed project has been reviewed by the Finance, Legal and City Administration before
submission to City Council.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does no t apply to the recommended action in this
report, because the action does not constitute a “Project” under CEQA Guidelines Sec. 15278.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2017-19
Funding Identified: Yes
Fiscal Analysis:
Funding Sources Current FY Cost
Annualized
On-going Cost
Total Project
Cost
Transit Fund $45,000 $35,000 Per
Year*
State Prop 1B 15-16 $147,492
State Prop 1B 16-17 $173,802
State SGR 18-19 $7,064
Federal N/A
Fees N/A
Other: N/A
Total $373,058 $35,000*
*To be accounted for in annual operating budget
There is no impact to the General Fund regarding this item. The City has received substantial
state funding to assist with the purchase of the system but must contribute a local match for those
funds.
California Proposition 1B is also known as the Highway Safety, Traffic Reduction, Air Quality,
and Port Security Bond Act of 2006. Proposition 1B authorized the State of California to sell
$19.925 billion of general obligation bonds to fund transportation projects "to relieve congestion,
improve the movement of goods, improve air quality, and enhance the safety and security of the
transportation system."
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The City has been awarded two years’ worth of Prop 1B funds. In FY 15-16, the City was
awarded $173,802 and in FY 16/17 SLO was awarded $147,492, totaling $321,492, along with
$45,000 in local match, to be used toward a replacement of the City’s AVL System as a
qualifying safety and security project. Additionally, in FY 18-19, the Road Repair and
Accountability Act (SB 1) included a program called the State of Good Repair, which allocated
$7,064 to the City’s Transit Program for this project. The replacement of the current AVL
system is also an approved CIP in the City’s 2017-19 Financial Plan originally budgeted for
$310,000 (pages E-85,86).
Staff is recommending that Council appropriate the additional $11,492 in Proposition 1B for the
project as well as approve $45,000 in unappropriated Transit Fund working capital
(approximately $1.5 million is available) to the project to serve as a local match and contingency
for the project. The City has three years, from the award of these grants, to expend the funds.
ALTERNATIVES
• Deny the request and direct staff to proceed with a Request for Proposals. This is not
recommended because the primary user of this system is the contractor, First Transit. A
product uncertainty is likely in an RFP process for this type of purchase .
• Deny the request . This is not recommended as this will leave the transit program without an
operable AVL and will have to revert to cumbersome manual operational oversight and
management.
Attachments:
a – Amendment No. 2 (2019) First Transit AVL Proposal
b - Exhibit A - AVL ITS Hardware Proposal From First Transit - 10.03.2018
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AMENDMENT TO AGREEMENT NO. 2
THIS AMENDMENT TO AGREEMENT No. 2 is made and entered in on January 8, 2019, by and
between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City, and FIRST
TRANSIT INC., a Delaware corporation , hereinafter referred to as Con tractor.
WITNESSETH:
WHEREAS, on June 16, 2015, the City entered into an Agreement with Contractor for Transit Operations
& Maintenance services; and
WHEREAS, on April 5, 2018, the parties made and entered into Amendment to Agreement No.1; and
WHEREAS, the City desires to amend the scope of services to reflect the pass-thru purchase of an
Automatic Vehicle Location System; and
WHEREAS, the Contractor has submitted a proposal for this purpose that is acceptable to the City.
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter
contained, the parties hereto agree as follows:
1. Contractor shall be responsible for providing an Automatic Vehicle Locator System (“AVL
System”). TheContractor’s scope of services and related compensation is hereby amended to include the
equipment, software and services as set forth in Exhibit A attached hereto. Contractor agrees to maintain the AVL
System in good working order at all times. Upon termination of the 2015 Agreement for Transit Operations and
Maintenance services, the AVL System, and any service agreements or licenses or software, shall automatically
become the sole property of the City. Contractor shall execute and agreements and oth erwise cooperate to transfer
title to the AVLS System and any supporting software, service agreement or licenses to City.
2. All other terms and conditions of the Agreement remain in full force and effect.
IN WITNESS WHEREOF, the par ties hereto have caused this instrument to be executed the day and year
first written above.
CITY OF SAN LUIS OBISPO: CONTRACTOR:
By: __________________________________ By: ____________________________________
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City Manager, Derek Johnson Senior Vice President, Fadi Chakbazof
City of San Luis Obispo First Transit Inc.
APPROVED AS TO FORM:
By: _____________________________________
City Attorney, Chr istine Dietrick
City of San Luis Obispo
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PROPOSAL SAN LUIS OBISPO | ITS UPGRADE
31 October 2018 1
10/03/2018
FirstTransit ITS Upgrade Proposal
for San Luis Obispo
EXHIBIT A
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PROPOSAL SAN LUIS OBISPO | ITS UPGRADE
31 October 2018 2
Date: October 3, 2018 FirstTransit Inc.
Created By: Christina Bock 600 Vine St
Director Ops Support/Tech Services Suite 1400
Cincinnati, OH 45202
To: Gamaliel Anguiano
Transit Manager, SLO
Location : 55575 San Luis Obispo
Quotation RE: ITS Upgrade Hardware and Software
Item Qty Hardware/
Install
(on-time)
Subscription/
Lease
(monthly)
Data
(monthly)
Total
Monthly
Cost
Total
Annual
Cost
GTFS Real-Time Data Feed 1 $0 $500 $0 $500 $6,000
Mobile Data Terminals
- Tablets (24 mo lease)
- Mounts/wiring
- Installation
17
16
16
$0
$600
$141
$59
$0
$0
Incl
$0
$0
$1,003
$0
$0
$12,036
$9,600
$2,256
Automatic Voice Annunciation
System
- Waysine Software
- Waysine Hardware
- Installation
17
19
18
$0
$3,000
$473
$10
$0
$0
$0
$0
$0
$170
$0
$0
$2,040
$57,000
$8,514
Cellular Router & Infotainment
- LILEE T-Cloud
Software
- Unlimited LTE Cellular
Data
- STS-1020 Router
- Passenger Display
- Installation
17
17
20
20
18
$0
$0
$3,500
$1,600
$756
$20
$35
$0
$0
$0
$0
$0
$0
$0
$0
$340
$595
$0
$0
$0
$4,080
$7,140
$70,000
$32,000
$13,608
Digital Passenger Information
Signage
- Software & Data Plan
- WaySine 2-line LED,
solar powered, pole
mounted
- Installation
5
5
5
$0
$5,900
$800
$15
$0
$0
$0
$0
$0
$75
$0
$0
$900
$29,500
$4,000
Automatic Passenger
Counting (APC)
- Iris IRMA MATRIX
- Installation
1
1
$3,000
$600
$0
$0
$0
$0
$0
$0
$3,000
$600
Single Sign-On
- TwinVision J1708 &
Hanover RS232
Interface Modules
- GFI Odyssey Farebox
J1708 Interface
- Installation
18
18
18
$700
$700
$280
$0
$0
$0
$0
$0
$0
$0
$0
$0
$12,600
$12,600
$5,040
Safety Enhancements
- Reactive Interior LED
Floor Lighting
- Installation
18
18
$750
$200
$0
$0
$0
$0
$0
$0
$13,500
$3,600
Onsite Proof of Concept 1 $2,800 $0 $0 $0 $2,800
Year 1 Total Price $312,414
Recurring Annual Costs $32,196
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PROPOSAL SAN LUIS OBISPO | ITS UPGRADE
31 October 2018 3
Notes:
- Recurring annual costs are billed monthly
- Onsite visit for SLO Transit to verify proof of concept to be provided by Bishop Peak
- Hardware installation, training and configuration to be provided by Bishop Peak
Additional Notes Regarding Hardware and Associated Features:
- MDTs
o 24-month lease with extended warranty, new iPads upon lease renewal every 24 months
and accidental damage protection with $50 copay/incident (up to 2 incidents)
o Backup LTE cellular data plan included
- AVAS
o WaySine AVAS
- Cellular Routers
o High-accuracy Telematics (GPS tracking), APC / AVAS Data Communications, Passenger
Wi-Fi, Infotainment
o LILEE STS-1020 routers with T-Cloud Management Software
o Unlimited LTE cellular data plan
o Includes antennas, wiring, mounting hardware and 2 spare units
o Display either 22” or 24” and vandal resistant and includes hardware and cables
- Digital Passenger Information Signs
o WaySine 2-line, 24 characters, LED, ADA annunciator, Solar Power
o 5 pole mounted units
- Automatic Passenger Counting (APC)
o Iris IRMA MATRIX sensor system (2 sensors) for Alexander Dennis ENVIRO 500 Double
Deck Bus
- Single Sign-On (SSO)
o Proposed GFI Odyssey interface assumes farebox is already licensed to use J1708
interface
- Safety Enhancements
o Integrated with AVAS Stop Request Trigger & Door Contacts
Nothing in this quotation obligates FirstTransit to provide the detailed products or services without a dully executed
Purchase Order. This quotation is valid for 60 days from the date of issuance.
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