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CC - CONSENT ITEM: Approval of a Five-Year General Services Agreement with Clever Devices, Ltd. for Hardware Warranty, Software Maintenance, and Database Services for the SmartBus System in an Amount Not-To-Exceed $1,418,682 ($1,289,711 Base plus $128,971 Contingency).
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Meeting Date: May 27, 2025
Contact Person/Dept: Nestor Ducreux/Transportation Department
Phone Number: (310) 253-6538
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (05/22/2025); Clever Devices, Ltd. (05/22/25)
Department Approval: Diana Chang, Chief Transportation Officer (05/08/2025)
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RECOMMENDATION
Staff recommends the City Council approve a five-year general services agreement with Clever Devices Ltd. for hardware warranty, software maintenance, and database services for the SmartBus System in an amount not-to-exceed $1,418,682 ($1,289,711 Base plus $128,971 Contingency).
BACKGROUND/DISCUSSION
Clever Devices is the provider of the Transportation Department’s SmartBus System, which includes the CleverCAD computer-aided dispatch/automatic vehicle locator (CAD/AVL) CleverCAD system, business intelligence tools, and onboard vehicle hardware used across Culver CityBus’s fleet of 54 buses and six vans.
The SmartBus System supports essential vehicle operations, including real-time communication and dispatch tools, and integrates with the Vehicle Operator Assignment Module (VOAM) to enable efficient operator and route scheduling.
Additionally, the SmartBus System includes other essential operational tools such as Clever Reports, which collects and analyzes data to track key performance indicators; BusTime, which communicates real-time scheduling updates to passengers; and GTFS-RT (General Transit Feed Specification), which standardizes data, such as schedule information, geographic locations, and stop information, for public distribution.
This professional services agreement includes all relevant hardware warranty, software maintenance, and database services for the SmartBus System.
This also includes some hardware products and warranties such as IVN5 (Intelligent Vehicle Network) controllers, antennas, radios, microphones, and LED signage which are integral to the operation and integration of the software systems.
This agreement will streamline the City’s working relationship with Clever Devices in the maintenance and support of the SmartBus System and improve responsiveness to operational needs, allowing for faster resolution of technical issues and equipment orders.
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 2024-2025 includes sufficient funding in the amount of $278,589 for the first year of the agreement in Account No. 20370100.732150 (Transportation Administration: IT Equipment - Hardware) which can be found on page 458 of the budget book, Account No. 20370100.732160 (Transportation Administration: IT Equipment - Software) on page 458, and Account No. 20370100.619800 (Transportation Administration - Other Contractual Services) on page 457. Future costs will be budgeted in subsequent fiscal years. No General Fund dollars will be used; all expenditures will be funded through Transportation Department funds.
ATTACHMENTS
None
MOTIONS
That the City Council:
1. Approve a five-year general services agreement with Clever Devices Ltd. for hardware warranty, software maintenance, and database services for the SmartBus system in an amount not-to-exceed $1,418,682;
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.