|
Title:
|
(1) Waiver of Formal Competitive Bidding Requirements; and (2) Approval of an Agreement with Cubic Transportation Systems Inc., for Extended Warranty on Parts and IT Support for Transit Bus Fareboxes.
|
City of Culver City, California
Agenda Item Report
Meeting Date: July 26, 2010 Item Number: C-6
CITY COUNCIL AGENDA ITEM: (1) Waiver of Formal Competitive Bidding
Requirements; and (2) Approval of an Agreement with Cubic Transportation
Systems Inc., for Extended Warranty on Parts and IT Support for Transit Bus
Fareboxes.
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: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Agendas and Meetings – City Council (7/21/10)
Department Approval:
Art Ida(07/21/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/21/10)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (07/22/10)
City Manager Approval:
P. Lamont Ewell (07/22/10)
RECOMMENDATION:
Staff recommends that the City Council waive the formal competitive bidding
requirements and approve a two-year Extended Warranty Parts/Services Plan in the
amount of $54,155 and approve an agreement with Cubic Transportation Services
Inc., for replacement farebox parts/components and information technology support
on the Transportation Department’s fare media system.
BACKGROUND:
In 2008, the City installed new fareboxes on all Culver City buses to participate in
the new Universal Fare Media System which was implemented through the Los
Angeles Metropolitan Transportation Authority. These new fareboxes were
necessary for Culver CityBus to provide a regional and seamless fare media system
which would allow our customers to use one fare media throughout all Los Angeles
County transit systems.
At the time of the original installation, Cubic Transportation Systems Inc. had
delivered and installed these fareboxes which included a two-year parts and
software support agreement to help reduce the need for Transportation
Department/Equipment Maintenance & Fleet Services Division staff to identify and
replace electrical components and related internal parts as needed. They also
provide highly needed technical support services for the cubic farebox software
through the extended warranty service plan.
City of Culver City, California
Agenda Item Report
This extended warranty plan was necessary and cost-effective for improved
maintenance on these sophisticated pieces of equipment.
Since the new fareboxes include a completely different software package, the
extended warranty agreement also enhances the probing of the units and provides
assistance for the required technical support and integration of our existing fare
media computer systems.
DISCUSSION:
In the two years since installation, it has become apparent that an extended
warranty plan for all sub-components, electrical parts and full support for our
software is required to enable staff to properly maintain and have enough fareboxes
available for Transportation Operations.
Equipment Maintenance Division staff is very familiar with the preventative
maintenance, diagnosis and repairs to the fareboxes, and we have been performing
these tasks routinely; however, specific component failures, especially electrical
circuit boards, while considered normal do to their high use, would be very costly to
replace without an extended warranty plan. Cubic Transportation Systems is
responsible for the delivery, component diagnosis, repair and forward shipping of
failed parts/materials. Additionally, they will provide technical support for any
problems that may arise including software support for our farebox reporting and
information systems.
Waiver of Competitive Bidding Process
Pursuant to Culver City Municipal Code § 3.07.065.A, staff recommends the City
Council waive the formal competitive bidding requirements, as Cubic Transportation
Systems, Inc. is a proprietary sole source company. As such, they are the only
company that can service and provide hardware and software, maintenance and
technical support plus on-going training on these farebox systems.
FISCAL ANALYSIS:
The cost for this extended service agreement is as follows:
• Year One - $25,011
• Year Two - $26,565
Additionally, staff recommends a 5% contingency amount for unforeseen
occurrences. The total cost for two additional years will be $54,155.
There will be no General Fund monies used for this agreement. All expenditures for
this program will be paid from Transportation Department grant funds from account
20368300.732120 – Departmental Special Equipment. City of Culver City, California
Agenda Item Report
ATTACHMENTS:
None
MOTION:
That the City Council:
1. Waive the formal competitive bidding requirements; and
2. Approve a two-year extended services/parts agreement to Cubic Transportation
Systems, Inc. for a not-to-exceed amount of $54,087, and,
3. Authorize the City Attorney to review/prepare the necessary documents, and,
4. Authorize the City Manager to execute such documents on behalf of the City.