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Title:
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Approval of a Purchase Order with Hewlett Packard for Hardware, Software and Service Support for the Smart Bus Network Upgrade in an Amount Not to Exceed $132,440.
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City of Culver City, California
Agenda Item Report
Meeting Date: 2/25/2013 Item Number: C-6
CITY COUNCIL AGENDA ITEM: Approval of a Purchase Order with Hewlett Packard
for Hardware, Software and Service Support for the Smart Bus Network Upgrade in
an Amount Not to Exceed $132,440.
Contact Person/Dept.: Jane Leonard
/Transportation
Phone Number: 310-253-6523
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council (02/19/13); (E-Mail)
Ongoing Topics – Culver CityBus (02/19/13)
Department Approval:
Art Ida (2/14/2013)
City Attorney Approval:
Carol Schwab (by H. Baker) (02/19/13)
Chief Financial Officer Approval:
Jeff Muir (02/19/13)
City Manager Approval:
John M. Nachbar (02/19/13)
RECOMMENDATION:
Staff recommends that the City Council approve a purchase order with Hewlett
Packard for hardware, software, and service support for the Smart Bus Network
Upgrade Project in an amount not-to-exceed $132,440.
BACKGROUND:
On August 8, 2005, the City Council authorized the Smart Bus Project. This highly
sophisticated and technical system has numerous specialized sub-system
technologies to enable the safe and accurate transfer of data, vehicle information,
GPS location, and operator messaging devices. The system is also integrated into
the farebox, destination sign, and all related vehicle electrical equipment. This
system allows transit operations to communicate to vehicle operators through
wireless connectivity, vehicle locations, and accurate on-time customer performance
data including route annunciation.
The requested purchase order would consist of an upgrade of the Smart Bus
systems and its components, which include hardware, software and a maintenance
support element.
City of Culver City, California
Agenda Item Report
DISCUSSION:
The proposed purchase is excepted from bid requirements per the Culver City
Municipal Code Sections 3.07.045(A) and (B). Section 3.07.045(A) excepts bidding
requirements “when the needed equipment, supplies or services are proprietary
items of original equipment manufacturers and/or their authorized exclusive
distributors” and Section 3.07.045(B) excepts bidding requirements “when the
equipment is a component for equipment or a system of equipment previously
acquired by the City, and is necessary to repair, maintain or improve the City’s
utilization of the equipment.” This procurement meets both of those requirements.
The Smart Bus Network Upgrade Project was approved as part of the City Council
Adopted Budget for Fiscal Year 2012/2013.
FISCAL ANALYSIS:
Sufficient grant funds to pay for the entire purchase are appropriated in the
Transportation Department’s Budget Account Number 20370200.732120 and have
been attained from Los Angeles County Metro Proposition 1B Bridge Funds.
No general fund money will be used.
ATTACHMENTS:
None.
MOTION:
That the City Council:
1. Approve a Purchase Order with Hewlett Packard in an amount not to exceed
$132,440 ($120,400 plus $12,440 in 10% contingency) for the purchase of
hardware, software and maintenance support for the Smart Bus Network Upgrade,
and,
2. Authorize the Purchasing Officer to execute the purchase order on behalf of the City.