title
CC - CONSENT ITEM - (1) Approval of an Agreement with Clever Devices Ltd. for Onboard Vehicle Harness Modifications and LMR Radio Implementation and Integration Services for the Transportation Department in an Amount Not-To-Exceed $250,830 ($227,830 Base Amount Plus Approximately 10% Contingency of $23,000); and (2) Authorization to the City Manager to Approve Amendment(s) to the Agreement up to the Contingency Amount.
body
Meeting Date: April 8, 2024
Contact Person/Dept: Nestor Ducreux/Transportation Department
Phone Number: (310) 253-6586
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (04/03/2024)
Department Approval: Diana Chang, Chief Transportation Officer (03/18/2024)
_____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council (1) approve an agreement with Clever Devices Ltd. (Clever Devices) for onboard vehicle harness modifications and LMR radio implementation and integration services for the Transportation Department in an amount not-to-exceed $250,830 ($227,830 base amount plus approximately 10% contingency of $23,000); and (2) authorize the City Manager to approve amendment(s) to the Agreement up to the contingency amount.
BACKGROUND
Clever Devices implemented the Transportation Department’s SmartBus System, including the computer-aided dispatch/automatic vehicle locator (CAD/AVL) system, business intelligence solutions, and onboard vehicle hardware for Culver CityBus. The current bus onboard vehicle hardware is primarily a Clever Devices architecture with integrated critical systems. The radio network interfaces with the CAD/AVL environment and onboard hardware.
The current radio network that the Transportation Department and all non-public safety departments use is a P25 network. Generally, P25 networks are reserved exclusively for public safety and are more expensive to operate due to their capabilities to roam outside the agency’s jurisdiction in case of emergency. The non-public safety users at the City do not have this functionality but are paying for the more expensive network. In 2019, the Fire Department began designing a new Land Mobile Radio (LMR) network to implement across all non-public safety departments at the City and partnered with Culver City Unified School District (CCUSD) to share radio tower infrastructure. In 2023, the LMR network was completed and integrated between both agencies to share infrastructure and deliver new radio communications capabilities.
DISCUSSION
To prepare for the transition to the LMR network, the Transportation and Fire Departments have worked extensively with Clever Devices to ensure that the new LMR network will work on the City’s existing and future bus fleet. The scope of work to be performed by Clever Devices will include upgrading the analog radio wiring harness to a digital wiring harness that is compatible with the new Motorola radios that are being purchased outside of this agreement. This new harness design also provides the turnkey capability for a radio over internet protocol (ROIP) capability onboard vehicles in case CityBus’ service expands past the limits of what the LMR network can support. Transportation Department staff, in collaboration with the Fire Department, conducted a successful proof-of-concept test of the radio communication network using handheld radios and tested voice calls across the network at 36 locations ranging from Venice in the west, LAX in the south, SoFi Stadium in the east, and UCLA/Sunset Hills in the north. All locations had clear communications using a 4-watt handheld radio with expectations to be even better with 40-watt vehicle radios that have dedicated antennas. As such, staff is recommending the approval of the Clever Devices agreement to implement Onboard vehicle harness modifications and LMR radio implementation services as part of the transition to the LMR network. This will integrate the Transportation Department radio communication with the new radio network that is going to be deployed to all non-public safety City of Culver City departments.
The plan is to transition into using the new LMR network by September 2024 once all project components and user training have been completed.
This procurement is exempt from the formal competitive bidding process pursuant to Culver City Municipal Code Section 3.07.055.B (equipment is a component for equipment or a system of equipment previously acquired by the City and necessary to repair, maintain or improve the City's utilization of the equipment) and Section 3.07.055.E (purchase of computer software, hardware maintenance services or software maintenance services).
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2023-2024 includes sufficient funding in Account No. 20370100.619800 (Transportation Administration - Other Contractual Services), to fund a budget transfer in the amount of $250,830 to Account No. 20380000.732150.PB014 (IT Equipment - Hardware) for CIP PB014 (Transportation Computer Equipment) to fund the modification and implementation of existing onboard vehicle wiring harnesses for CityBus vehicles to integrate with the new radio network that is being deployed to all non-public safety City of Culver City departments.
CIP PB014 meets the criteria identified in the Memorandum of Understanding (MOU) executed by the City on August 18, 2015, with Los Angeles County Metropolitan Transportation Authority (“LACMTA”), MOU No. MOU.PC11CUL7, for Proposition 1B Transit Modernization Bridge Program funding (PTMISEA), Articles 3.2.i, 3.2.ii, and 3.2.iii. Therefore, although Account No. 20370100.619800 will initially provide the funding, reimbursement to this account will be received from the allocation to the City by Proposition 1B PTMISEA funds.
No General funds will be used for this work.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a contractual services agreement with Clever Devices Ltd. for onboard vehicle harness modifications and LMR radio implementation and integration services for the Transportation Department in an amount not-to-exceed $250,830 (Base amount of $227,830 plus approximately 10% contingency of $23,000;
2. Authorize the City Manager to approve amendment(s) to the Agreement up to the contingency amount; 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.