HomeMy WebLinkAboutAgenda Bill 3.D 11/15/2010L U ri
DATE: November 15, 2010
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Vincent Marengo, Director, Public Work
SUBJECT:_ Resolution, Authorizing the Purchase of Paratransit Scheduling and Routing
Software from Trapeze Software Group, Inc. and Authorizing the City Manager
to Execute the Project Contract
RECOMMENDATION
- It is recommended that the City Council adopt the attached resolution authorizing the purchase of
paratransit: scheduling and routing. software from Trapeze Software Group, Inc., and authorizing
the City Manager to execute the project contract.
BACKGROUND
The Transit Division has: recently received two Federal Transit Authority (FTA) grants under the
New Freedoms program. New Freedoms grants are available to provide services to disabled
persons beyond the requirements of The Americans with Disabilities Act of 1 -990, as amended.
One of the New Freedoms grants is for the purchase of new paratransit scheduling software,
which will enable additional same -day trip reservations by streamlining and improving daily
routing and scheduling of trips. Same -day trips go beyond basic ADA service, which.requires
that transit agencies accommodate all paratransit trip requests made at least one day in advance.
DISCUSSION
After receiving notification of this grant award, staff went through an open, competitive process,
issuing a Request.Yor Proposals (RFP) on September 9, 2010, which resulted in the City .
receiving:three proposals from qualified paratransit software vendors. The three proposals were
then evaluated by a selection panel that included members of the City's Transit, Advisory
Committee; :supported by transit staff. Selection criteria, as stated in the RFP included:
• Quality of response to the RFP and understanding of technical requirements
• Past performance on projects of similar scope and size (references)
• Ability to establish a local presence
• Ability ,to perform in timely fashion
Agenda Review:
City Attorney Finance Director City_Manager _,
• Total cost including cost and coverage of any applicable maintenance service agreements
• Cost of additional City IT support - needed to implement vendor's solution
The selection panel evaluated proposals using the criteria provided in the RFP to xate the
proposers. Based on the recommendation, of the committee, a final price has been negotiated
with the highest rated vendor. Staff 'recommends that the City Manager be authorized to sign a
purchase agreement with the selected vendor, Trapeze, in the amount of $48,160. Trapeze's
software cost was the lowest of the three, and its five year support and maintenance: cost was
slightly higher than another bidder's, but the'1T Division and the selection committee rated
Trapeze as the preferred vendor because it better satisfied other criteria, and overall, was the
most highly rated. Ongoing costs for maintenance and support of the software, not to exceed
$40,496 over five years, will be funded out of Transit's future annual operating budgets.
Implementing the new software is estimated to take 3 -6 months, from issuance of the purchase
contract by the City. The Transit Advisory Committee recommends that City Council award the
project to Trapeze Software Group, Inc.
FINANCIAL IMPACTS
The total New Freedoms grant award for this project is $43,680. This will be matched by
$10,920 in. local TDA. funds, fora total project budget of $54,600: Grant funds in excess of the
cost of the software purchase will be used for anticipated wiring upgrades and to procure
associated hardware. The necessary budget adjustment and funding is addressed in another
item. on the November 15, 2010, agenda. Revenue for the local snatch funds will come from
TDA 4.0 Transit operating funds. Funds forthe ongoing support and maintenance in future
years will come from future TDA 4.0 operating funds.
a i p
S' by P'd : k 4 e ate!
Amended
' Al l? Budget FYI
Estimated
Uses
ect Costs
Dispatch Software
$ 48,160
$ 48,160
Hardware/Maintenance
$ 6,440
$ 6,440
TOTAL
$ 5,4,600
$ ; 5'4,600
r , �A
f
New Freedoms Grant
$ 43,680
$ 43,680
TDA (Transit Operating:. Budget)
$ 1.0,920
$ 1`0,920
TOTAL
S 54,600
$ 54,600
ATTACHMENTS
1. Resolution
2
ATTACHMENT 1
RESOLUTION AUTHORIZING THE PURCHASE OF PARATRANSIT
SCHEDULING AND ROUTING SOFTWARE FROM TRAPEZE SOFTWARE GROUP,
INC. WITH FUNDING FROM A FEDERAL NEW FREEDOMS
GRANT AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE PROJECT
CONTRACT
WHEREAS, in accordance with; the City of Petaluma Charter and Municipal Code, and
other applicable law City staff prepared a Request for Proposals (RFP) and advertised for
procurement of paratransit scheduling and routing software (the Project); and
WHEREAS, the RFP was issued on September 9 2010 and three (3) proposals were
received and opened in accordance with applicable law; and
WHEREAS, each proposal was evaluated by staff and a subcommittee of the Transit
Advisory Committee based on the criteria for evaluation in the RFP; and
WHEREAS, after evaluation and vendor presentations, staff and the selection
committee identified Trapeze Software Group, Inc. ( "Trapeze "), with a bid of $48,160 for the
software purchase, as a responsive bidder and as the vendor which best meets the selection
criteria in the RFP; and
WHEREAS, staff has determined that Trapeze is a responsible bidder, competent and
qualified to provide and support the Project; and
WHEREAS, grant funds in excess of the cost of the software purchase will be used to
procure associated hardware.
NOW, THEREFORE,.BE IT RESOLVED that the City Council of the City hereby:
Approves the Project Budget in the amount of $54,912.
2. In accordance with the City of Petaluma Charter and Municipal Code and other
appl icable law, finds Trapeze Software Group, Inc. to be the selected responsive and
responsible bidder for the Project, and authorizes the City Manager to execute the Project
contract with:Trapeze in an amount not to exceed $48,160, conditioned on Trapeze
timely executing the Project contract and submitting all required documents, including
but not limited to, certificates of insurance and endorsements, in accordance with the
RFP.
1542605.1
N