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CC - CONSENT ITEM: Approval of a Two-Year Extension to the Existing Three-Year Software Services Agreement with Swiftly, Inc. to Provide a Software for Comprehensive Data Reporting and Disruption Management for Transit Operations in an Additional Amount Not-To-Exceed $329,611.93.
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Meeting Date: February 24, 2025
Contact Person/Dept: Nestor Ducreux/Transportation Department
Phone Number: (310) 253-6538
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (02/19/2025)
Department Approval: Diana Chang, Chief Transportation Officer (2/13/2025)
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RECOMMENDATION
Staff recommends the City Council approve a two-year extension to the existing three-year software services agreement with Swiftly, Inc. to provide a software for comprehensive data reporting and disruption management for transit operations in an additional amount not-to-exceed $329,611.93.
BACKGROUND/DISCUSSION
The Transportation Department implemented a computer-aided dispatch (CAD)/automatic vehicle location (AVL) SmartBus System in 2017 using the Clever Devices platform. This real-time vehicle tracking data allows transit supervisors to coordinate vehicle routes, operators, and schedule data to ensure smooth operations for the Culver CityBus system.
On August 22, 2022, the City Council approved a three-year contract with Swiftly, Inc. for a ready-made software system that utilizes existing GPS data from the SmartBus System to provide a comprehensive data reporting solution that enables management insight into Culver CityBus operations data. The Swiftly system has been an effective tool in transit operations management and service planning.
As this system is integral to transit operation management, staff recommends amending the contract to extend an additional two years, for a total period not to exceed five years and include disruption management services to improve responsiveness in communicating service delays and detours to Culver CityBus customers.
Under the current system, only one detour is allowed per line and the data feed does not allow for cancelations to be reflected in Google Maps, Apple Maps, or the Transit App, which are widely used by riders. The department has received several complaints regarding bus schedule changes and detours, specifically related to the presence of “ghost buses” in user feeds, which is an inaccurate indication that a bus is approaching. The proposed contract amendment aims to resolve this longstanding issue while enhancing Culver CityBus’ visibility to new riders via these platforms.
Pursuant to Culver City Municipal Code (CCMC) Section 3.07.055.E., software and related software maintenance contracts are exempt from bidding requirements.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding in Account No. 20370200.732160 (Transportation Operations - IT Equipment Software) to cover the cost of contract renewal and amendment for the remainder of the fiscal year in the Transportation Services section of the budget book on page 461. Future years of the agreement will be incorporated into future fiscal year budgets.
The table below outlines the estimated year-over-year (calendar year) costs for the extent of the contract, including previously paid-for services.
*Previously approved by Council and paid by the city
**Pro-rated cost, starting March 2024
No General Fund monies will be used as a part of this request.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a two-year extension to the existing three-year software services agreement with Swiftly, Inc. to provide software for comprehensive data reporting and disruption management for transit operations in an additional amount not to exceed $329,611.93;
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.