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Title:
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Approval of a Professional Services Agreement with Csched to Provide Runcutting and Scheduling Services for Culver Citybus in an Amount Not-to-Exceed $54,928, with an Option for a Three (3) Year Retainer to Provide Similar Services at the Rates Specified in this Report.
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City of Culver City, California
Agenda Item Report
Meeting Date: 7/22/13 Item Number: C-5
CITY COUNCIL AGENDA ITEM: Approval of a Professional Services Agreement
with Csched to Provide Runcutting and Scheduling Services for Culver Citybus in
an Amount Not-to-Exceed $54,928, with an Option for a Three (3) Year Retainer to
Provide Similar Services at the Rates Specified in this Report.
Contact Person/Dept.: Samantha M.
Blackshire/Transportation
Phone Number: (310) 253-6535
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 (07/16/13)
Department Approval:
Art Ida (07/10/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/15/13)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball)(07/16/13)
City Manager Approval:
John M. Nachbar (07/16/13)
RECOMMENDATION:
Staff recommends the City Council approve a professional services agreement with
CSched to provide runcutting and scheduling services for Culver CityBus.
BACKGROUND:
Due to increased and changing traffic patterns in the Culver CityBus service area,
many operators are finding it difficult to maintain the current route schedules. The
last time staff utilized a consultant to perform runcutting and scheduling services was
in 2008. Since then, staff has made minor changes to various routes in an effort to
improve service efficiency. In 2011, the Transportation Department, with assistance
provided by a consultant under a contract approved by the City Council, conducted a
federally-required system-wide Line-by-Line Analysis, which provided ridership
information and general service recommendations. In order to implement the
suggested changes, the Transportation Department is in need of runcutting and
scheduling services.
The scope of work for the services include converting and analyzing Automated
Vehicle Location (AVL) data to ascertain current running times for various lines and
determine where modifications will be needed with the input of staff. The scope of
work also includes ride-alongs on-board buses in order to fully understand traffic
patterns and bus bunching. The services will include the development of timetables
that will be utilized by the public and time points that the bus operators will follow in
order to deliver efficient public transit service. Also, the services will help to:
City of Culver City, California
Agenda Item Report
• Improve service integrity and eliminate data redundancy;
• Improve productivity and operational efficiency;
• Improve responsiveness;
• Improve the management of manpower; and
• Coordinate time points for transfers between Culver CityBus and other transit
agencies.
DISCUSSION:
Staff released Request for Proposal (RFP) #1529 Provision of Runcutting and
Scheduling Services on June 17, 2013. The RFP was published in the American
Public Transit Association’s Passenger Transport, the leading trade publication for
the public transportation industry, and the Culver City News. The Department
received four (4) proposals.
An evaluation panel which consisted of the Transit Operations Manager, Senior
Management Analyst/Transportation Planner, Management Analyst and a Transit
Operations Supervisor reviewed all of the proposals. Each proposal was evaluated
based on the following criteria:
Proposed Scope of Work 50%
Experience of Firm and Personnel 35%
Completeness of Proposal 5%
Project Costs 10%
After initial review of all the proposals, staff requested each of the firms provide a
proposal for an option of a three (3) year retainer for future runcutting and
scheduling services.
After carefully reviewing the proposals and responses a second time, the evaluation
team reached a consensus that CSched’s proposal best meets the City’s needs.
CSched would be able to provide the services requested in the RFP and build upon
that knowledge to perform additional runcutting and scheduling for three (3)
additional years, should the City wish to do so. The service changes associated with
the scope of work are planned to be implemented in phases during Fiscal Year
2014/2015.
Staff believes that CSched’s experience will assist them in providing the runcutting
and scheduling services for Culver CityBus. CSched has performed similar tasks for
King County Metro (Seattle, WA), Pace Suburban Bus (Arlington Heights, IL), and
Chicago Transit Authority (Chicago, IL).
FISCAL ANALYSIS:
City of Culver City, California
Agenda Item Report
The City Council Adopted Budget for Fiscal Year 2013/2014 includes sufficient
funding for the proposed agreement in the Contractual Services line item. CSched’s
quoted costs for the initial service are $54,928. As previously mentioned, in addition
to the initial services, ongoing runcutting and scheduling services may be required
as traffic patterns and transportation options (e.g. rail service) continue to evolve.
Consequently, staff is recommending a three year retainer with CSched (to
commence in the year following the initial service) in an amount not to exceed
$15,000 per year. The retainer is referred to as optional because the City will only
pay for service if it is required. The following hourly rates pertain to the optional
three-year retainer which could be employed after the completion of proposed scope
of work.
2015 2016 2017
Sr. Scheduler $163 $172 $181
Scheduler $147 $155 $163
Staff $100 $105 $111
MOTION:
That the City Council:
1. Approve a professional services agreement with CSched to provide runcutting
and scheduling services for Culver CityBus in an amount not to exceed $54,928,
with an option for a three (3) year retainer, not to exceed $15,000 per year, to
provide similar services at the rates specified in this report; and,
2. Authorize the Transportation Director to approve change orders in the amount of
$7,500 (~14%) for unexpected additional costs; 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.