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CC - CONSENT ITEM: (1) Approval of a Three-Year Agreement with Courval Scheduling (CSched) to Provide Runcutting and Scheduling Services for Culver CityBus in an Amount Not-to-Exceed $355,000 with an Option for an Additional Two-Year Term in an Amount Not-to-Exceed $253,000; and (2) Authorization for the City Manager to Approve Amendments to the Agreement in an Additional Aggregate Amount Not-to-Exceed $152,000 (25% Contingency) for Unanticipated Costs.
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Meeting Date: November, 13, 2023
Contact Person/Dept.: Larissa Hogan/Transportation/Mobility Planning
Phone Number: (310) 253-6592
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/07/2023)
Department Approval: Diana Chang (10/26/2023)
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RECOMMENDATION
Staff recommends the City Council (1) approve a three-year agreement with Courval Scheduling (CSched) to provide runcutting and scheduling services for Culver CityBus in an amount not-to-exceed $355,000 with an option for an additional two-year term in an amount not-to-exceed $253,000; and (2) authorization for the City Manager to approve amendments to the agreement in an additional aggregate amount not-to-exceed $152,000 (25% contingency) for unanticipated costs.
BACKGROUND
Culver CityBus serves approximately 4.5 million transit riders annually (pre-pandemic) and conducts service changes periodically to ensure transit service performance and maintain operational efficiency. The City receives technical support from a consultant firm for every service change to conduct scheduling and runcutting work. The consultant firm produces bus schedules for timetable publication, work assignments for bus operators, GTFS feed for transit digital platform (such as Google Maps), and files for City’s Clever Devices CleverCAD System.
The consultant firm also analyzes historical running time data and conducts system-wide bus ride-alongs to gain understanding of traffic conditions and service performance.
The consultant work will serve to optimize bus schedules, improve service productivity, and improve operations labor management. The City has utilized a vendor for scheduling and runcutting services since 2013. A Request for Proposals (RFP) was issued in compliance with the City’s requirements to periodically solicit proposals.
DISCUSSION
In July 2023, the City released RFP No. 2401 for Provision of Runcutting and Scheduling Services. Proposers submitted questions to the City through PlanetBids and responses to the questions were posted to PlanetBids on August 3, 2023. On August 17, 2023, the bid period closed. Two (2) firms, which are listed below, submitted proposals:
1. CSched
2. Schedule Masters, Inc.
The proposals were evaluated based on the criteria below:
1. Qualifications for Services (20%)
2. Experience (20%)
3. Key Staff (20%)
4. Project Management (15%)
5. Price (15%)
6. References (10%)
After careful and thorough evaluation of the proposals, the outcome of the evaluation, based on the criteria listed on the RFP, rendered CSched as the most qualified firm.
CSched has substantial experience providing scheduling and runcutting services for about a dozen transit agencies across North America. The firm is the City’s current consultant for runcutting and scheduling services and has consistently provided good quality work. CSched also currently manages runcutting and schedule production for SamTrans (San Francisco, CA), Norwalk Transit (Norwalk, CA), and Pace Suburban Bus (Chicago, IL). The firm also provides training and scheduling support for King County Metro (Seattle, WA), WMATA (Washington, D.C), and OC Transpo (Ottawa, ON). The firm’s proposal responses demonstrated the most thorough understanding of the project requirements among the proposers, and the proposal cost is within the anticipated cost range for the services.
The City received a protest for this procurement, but City staff determined that in accordance with Culver City Municipal Code Section 3.07.065.D.4. the protest procedures do not apply to this request for proposal and that the protest has no grounds.
Staff recommends the City Council approve a three-year agreement with CSched with an option for an additional two-year term and authorize the City Manager to approve amendments to the agreement in an additional aggregate amount not-to-exceed $152,000 (25% contingency) for unexpected costs. The base amount of the agreement is not-to-exceed $355,000, which includes three years of runcutting and scheduling services for service changes, system-wide bus ride-along and running time data analysis, and schedule interface to City’s CleverCAD systems.
Staff recommends the agreement include two additional years (optional) in an additional amount not-to-exceed $253,000. Further, staff recommends including 25% contingency, in an amount not-to-exceed $152,000 (over the entire five years), to account for unanticipated costs, including potential future major service changes during the agreement period. Due to the changing transportation environment, the contingency will allow for the flexibility should there be a need to implement major changes in Culver CityBus’ service in the future.
FISCAL ANALYSIS
The cost of the three-year agreement, including contingency, is not-to-exceed $443,750. This amount includes the $355,000 base fee and $88,750 for contingency. The cost of service will be based on actual work performed.
The cost of the two-year optional services, including contingency, is not-to-exceed $316,250. The amount includes the $253,000 base fee and $63,250 for contingency. The cost of service will be based on actual work performed.
Total funding for the five-year period in the amount of $760,000 has been identified for this project from local Measure M transit revenues.
The Adopted Budget for Fiscal Year 2023-2024 includes sufficient funding for the first year of the agreement with CSched in Account No. 20370100.619800 (Transportation Administration - Other Contractual Services. Funding for future years of the agreement will be included in future fiscal year budgets.
ATTACHMENTS
None
RECOMMENDED MOTIONS
That the City Council:
1. Approve a three-year agreement with Courval Scheduling (CSched) to provide runcutting and scheduling services in an amount not-to-exceed $355,000 with an option for an additional two-year term in an amount not-to-exceed $253,000;
2. Authorize the City Manager to approve amendments to the agreement in an additional aggregate amount of $152,000.00 (25% contingency) for unanticipated costs.
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.