HomeMy WebLinkAboutAgenda Report - December 19, 2007 E-06AGENDA ITEM OF10
CITY OF LODI
COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Contract Change
Order No. 4 with MV Public Transportation, Inc., to Add Computerized
Dispatching Software, Installation and On -Going Software Service Charges
(Not to Exceed $24,000)
MEETING DATE: December 19,2007
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt a resolution authorizing the City Managerto execute Contract
Change Order No. 4 with MV Public Transportation, Inc., to add
computerized dispatching software, installation and on-going
monthly service charges for operations and support of the software.
BACKGROUND INFORMATION: At its May 21, 2003, meeting, the City Council awarded a contract to
MV Public Transportation, Inc., (MV) for transit operations. Since
the contract was awarded, all scheduling has been done manually
by the dispatchers. With the proposed addition of Americans with
Disabilities Act (ADA) Paratransit Service and its detailed tracking and reporting requirements, as well as
the proposed changes to reservations -based Dial -A -Ride during the day, manual dispatching is not an
efficient tool to manage the service.
Staff is recommending awarding this change order to MV Public Transportation for the licensing and
installation of scheduling and dispatching software. MV will own the licenses and all minor equipment. In
addition, a copy of the license will be provided to the Transportation Manager to allow for monitoring a
the system. The software program is Trapeze and allows the dispatcher to electronically store and
manage all data information for the passengers. The program can auto -populate addresses for origins
and destinations, tracks average travel times and can assist in tracking the time between drop-off and
pick-up to assist passengers with their travel planning. The proposed cost includes $13,310 for the
software license purchase, installation, training, and equipment. The remaining cost is the system
access charge of $1,713.48 per month for the remaining six months of the operations contract. This
includes all maintenanceand upgrades to the system, as well as report generation. Staff is
recommending contracting this service due to the high cost of the software if purchased, the need for
extensive training on its maintenance, and the ease of start-up due to MV's extensive use of this program
in other locations.
The three previous change orders were: No. 1 - Short Range Transit Plan; No. 2- Greyhound ticket sales;
and No. 3 - Two -Year Contract Extension.
FISCAL IMPACT: The cost of the software installation costs and monthly operations charge
has been included in the budget for the transit system. Failure to award the
contract change order could result in the Contractor requesting additional
APPROVED:
Blair ity Manager
K IW P1TRANS IT1CMV_Cha ngeOrder doc 12117!2007
Adopt Resolution Authorizing City Managerto Execute Contract Change Order No. 4 with MV Public
Transportation, Inc., to Add Computerized Dispatching Software, Installationand On -Going Software
Service Charges (Not to Exceed $24,000)
December 19,2007
Page 2
staffing to manually dispatch and report, as these duties were not included
in the original scope of work.
FUNDING AVAILABLE: Transit operations are paid for utilizing Transportation DevelopmentAct
(TDA) funds, Federal Transit Administration (FTA) Section 5307 funds,
Measure K transit operations funds, and fare revenue. Funding is allocated
in the anneal budget process. No additional funding is required at this time.
, Budget Manager
id, j1ichLad'C1161Ma._jr.
Public Works Director
Prepared byTiffani M. Fink, Transportation Manager
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cc: Transportation Manager
K:\WP\TRANSITICMV—ChangeOrder-doc 12/6/2007
RESOLUTION NO. 2007-244
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXECUTE A CONTRACT CHANGE
ORDER WITH MV PUBLIC TRANSPORTATION, INC., FOR
LICENSING AND INSTALLATION OF DISPATCHING
SOFTWARE AND ONGOING SERVICE CHARGES
WHEREAS, all scheduling and dispatching has been done manually since
MV Transportation, Inc., was awarded the transit operations contract in May 2003; and
WHEREAS, manual dispatching is no longer an efficient tool to manage transit
operations due to proposed addition of Americans with DisabilitiesAct (ADA) paratransit service
and its detailed tracking and reporting requirements; and
WHEREAS, staff is recommending awarding this contract change order for the
licensing and installation of Trapeze scheduling and dispatching software due to the high cost
should the City purchase the equipment, the extensive training needed for its maintenance, and
the ease of start-up due to MV Transportation's extensive use of this program at other locations;
and
WHEREAS, the cost of $13,310 includes the software license purchase, installation,
training, equipment, all maintenance, upgrades to the system, and report generation. There is a
system access charge of $1,713.48 per month. MV Transportation, Inc., will own the licenses
and all minor equipment.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
approve Contract Change Order No. 4 with MV Public Transportation, Inc., for licensing and
installation of Trapeze scheduling and dispatching software in the amount of $13,310 plus the
system access charge cf $1,713.48 per month, for a total amount not to exceed $24,000; and
BE IT FURTHER RESOLVED that the City Council hereby authorizes the City
Manager to execute Contract Change Order No. 4 with MV Public Transportation, Inc.
Dated: December 19,2007
I hereby certify that Resolution No. 2007-244 was passed and adopted by the City Council of
the City of Lodi in a regular meeting held December 19, 2007, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, and Mayor Mounce
NOES: COUNCIL MEMBERS— None
ABSENT: COUNCIL MEMBERS— Hitchcock
ABSTAIN: COUNCIL MEMBERS— None
I JOHL
City Clerk
2007-244