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CC - Approval of a Professional Services Agreement with Xerox Transport Solutions, Inc. for Software and Hardware Support for the Transportation Smart Bus System for a Two Year Term (Ending on June 30, 2017) with an Optional One Year Extension (to June 30, 2018) in an Amount Not-to-Exceed $369,854.
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Contact Person/Dept: Paul Condran/Transportation
Phone Number: (310) 253-6520
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (10/22/15)
Department Approval: Art Ida, Director of Transportation (10/21/15)
______________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve a professional services agreement with Xerox Transport Solutions, Inc. (Xerox) for total support services for software and hardware associated with the Culver CityBus Smart Bus system for a two-year term (ending June 30, 2017) with an optional third year (ending June 30, 2018) in an amount not-to-exceed $369,854.
BACKGROUND
In 2005, the Transportation Department developed a Request for Proposals for a complete and fully integrated Smart Bus System (SBS) with automated vehicle location (AVL), Global Positioning System (GPS), security cameras, and various other telematics for the City’s transit fleet. In 2006, the City Council approved a contract with Orbital Systems which was later sold to Affiliated Computer Services/Transport Solutions (ACS Transport Solutions).
In 2007, ACS Transport Solutions delivered and installed a SBS and related equipment which included a two year parts/labor and software support agreement. In 2010, the City Council approved a five-year agreement with ACS Transport Solutions, which is set to expire on October 31, 2015. On January 1, 2014, ACS Transport Solutions changed its name to Xerox Transport Solutions, Inc. However, this change was in name only and did not change the legal entity, including tax identification number and other entity specific information.
DISCUSSION
In the eight years since full installation of the SBS, it has become apparent that an extended warranty plan for all sub-components, electrical parts, and full support of software is required to enable staff to properly maintain and have enough quality assemblies available for Transportation Department operations.
The Transportation Department’s Equipment Maintenance and Fleet Services Division staff is very familiar with the preventative maintenance, diagnosis and repair of the SBS, and staff has been performing these tasks routinely over the last eight years. However, specific component failures, especially electrical circuit boards, recording devices, and electronic in-service units, are extremely costly to replace without an extended services plan.
Under the current plan (and as to continue under the proposed extension of the plan), Xerox is responsible for the delivery, component diagnosis, repair, and forward shipping of failed parts/materials. Additionally, Xerox will provide technical support for any problems that may arise including software upgrades and support for applicable reporting and information systems.
Xerox is a proprietary, sole source company as they are the only company that manufactures, services, and maintains the SBS installed on the City’s transit buses. Pursuant to Culver City Municipal Code Sections 3.07.045.A and 3.07.045.E, the formal bidding requirements do not apply in this case because the needed equipment, supplies or services are proprietary items of original equipment manufacturers and/or their authorized exclusive distributors and the agreement is for the purchase of hardware and software maintenance services.
FISCAL ANALYSIS
Funds for the first year of the proposed agreement are included in the City Council Adopted Budget for Fiscal Year 2015/2016 (Transportation Department account 20370400.732120). Should the City Council take the recommended action, funds for the future years of the agreement would be requested as part of the annual budget process.
|
Start Date |
End Date |
Hardware |
Software |
Total |
|
1 November 2015 |
30 June 2016 |
$72,597 |
$47,062 |
$119,659 |
|
1 July 2016 |
30 June 2017 |
$74,775 |
$48,474 |
$123,249 |
|
Option Year 1 |
|
|
|
|
|
1 July 2017 |
30 June 2018 |
$77,018 |
$49,928 |
$126,946 |
ATTACHMENTS
None
RECOMMENDED MOTIONS
That the City Council:
1) Approve a professional services agreement with Xerox Transport Solutions, Inc. (Xerox) for total support services for software and hardware associated with the Culver CityBus Smart Bus system for a two-year term (ending June 30, 2017) with an optional third year (ending June 30, 2018) in an amount not-to-exceed $369,854; and,
2) Authorize the City Attorney to review/prepare the necessary documents; and,
3) Authorize the City Manager to execute such documents on behalf of the City.