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CC - (1) Authorization to Combine Bus Signal Priority and Real-Time Bus Arrival Information System Projects into One Project (Renamed ITS Project) and Add the SmartBus System Replacement Project to the ITS Project; (2) Approval of a Budget Amendment in the Amount of $700,000; (3) Approval of an Amendment to the Existing Professional Services Agreement with EIGER TechSystems in an Amount Not-to-Exceed $272,402 for Consulting Services Associated with Additional ITS Project Scope of Work; (4) Authorization to the Transportation Director to Approve Amendments to the Professional Services Agreement with EIGER TechSystems in an Additional Amount of $27,500 (~10%) for Unexpected Costs; and (5) Authorization of the Release of a Request for Proposals for the Design and Construction of the ITS Project.
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Contact Person/Dept: Diana Chang/Transportation
Phone Number: (310) 253-6566
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (12/10/15)
Department Approval: Art Ida, Director of Transportation (12/02/15)
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RECOMMENDATION
Staff recommends the City Council 1) authorize the combination of the Bus Signal Priority and Real-Time Bus Arrival Information System projects into one Project (renamed the ITS Project) and the addition of the SmartBus System Replacement Project to the ITS Project; (2) approve a budget amendment in an amount of $700,000 for the ITS Project; (3) approve an amendment to the existing professional services agreement with EIGER TechSystems in an amount not-to-exceed $272,402 for consulting services associated with the increased ITS Project scope of work; (4) authorize the Transportation Director to approve amendments to the professional services agreement with EIGER TechSystems in an additional amount of $27,500 (~10%) for unexpected additional costs; and (5) authorize the Transportation Director to release the RFP for the design and construction of the ITS Project.
A budget amendment requires a fourth-fifths vote.
BACKGROUND
Over the past several years, the City has been awarded grants by Metro to implement the Citywide Bus Signal Priority System (BSP Project) and the Real-Time Bus Arrival Information System (Real Time Project). When implemented, the BSP Project will provide signal priority to buses at signalized intersections in Culver City, and the Real Time Project will provide Culver CityBus customers with real-time bus arrival information through dynamic message signs at certain stops and other technological methods. In 2014, the City Council authorized the release of a Request for Proposal (RFP) for transit Intelligent Transportation System (ITS) consultant services and approved a professional services agreement with EIGER TechSystems (Consultants). Since then, staff has been working with Consultants on implementing the BSP and Real Time Projects.
DISCUSSION
The City currently has a SmartBus System in place. The SmartBus System is a real-time fleet management system that consists of functions such as Computer-Aided Dispatch (CAD), GPS-based Automatic Vehicle Location (AVL), automatic passenger counting, automated vehicle annunciation, and radio communications integration. The SmartBus System will also provide the data required to implement the BSP and Real Time Projects. The existing SmartBus System is ten years old and has been experiencing recurring issues that are affecting the reliability of the system. As the SmartBus System is critical to the implementation of the BSP and Real Time projects, staff is recommending to combine BSP and Real Time projects into one project (ITS Project) and add the SmartBus System replacement project to the ITS Project.
The cost of replacing the SmartBus System as a standalone project at a later date would require more than $3 million. However, if the replacement of the SmartBus System is implemented with the BSP and Real Time projects, there will be major cost savings since the BSP and Real Time project grants will pay for the majority of the infrastructure costs of the new SmartBus System. Implementing all three projects together will require $700,000 in additional City transit funds, and this is approximately 25% of the City transit funds that would otherwise be required if the replacement of the SmartBus System were done as a standalone project at a later date. Furthermore, a new SmartBus System will provide improved functions and analytics for operations management.
As the SmartBus System replacement project is not part of the current budget, this will require a budget amendment in an amount of $700,000 for the additional scope of work. This additional scope of work will also require amendment of the existing ITS professional services agreement in an amount not-to-exceed $272,402. Staff is also requesting authorization to approve amendments to the professional services agreement with EIGER TechSystems in an additional amount of $27,500 (~10%) for unexpected additional costs.
Upon City Council approval, staff will work with ITS Consultant to prepare for the release of the RFP for the implementation of the ITS Project.
FISCAL ANALYSIS
Additional funds in the amount of $700,000 to cover the additional scope of work on the ITS Project have been identified from local transit mitigation funds. No general fund dollars will be used toward this project.
Funding for the amendment to the existing professional services agreement with EIGER TechSystems in an amount not-to-exceed $272,402 for consulting services associated with additional ITS Project scope of work is covered under the budget amendment request above.
ATTACHMENTS
None.
RECOMMENDED MOTION(S)
That the City Council:
1. Authorize the combination of the Bus Signal Priority and Real-Time Bus Arrival Information System projects into one project (renamed the ITS Project) and the addition of the SmartBus System Replacement Project to the ITS Project; and,
2. Approve a budget amendment in an amount of $700,000 for the ITS Project; and,
3. Approve an amendment to the existing professional services agreement with EIGER TechSystems in an amount not-to-exceed $272,402 for consulting services associated with additional ITS Project scope of work; and,
4. Authorize the Transportation Director to approve change orders to the professional services agreement with EIGER TechSystems in an additional amount of $27,500 (~10%) for unexpected additional costs; and,
5. Authorize the Transportation Director to release the RFP for the design and construction of the ITS Project; and,
6. Authorize the City Attorney to review/prepare the necessary documents; and
7. Authorize the City Manager to execute such documents on behalf of the City.