City of Culver City, California
Agenda Item Report
Meeting Date: October 25, 2010 Item Number: C-6
CITY COUNCIL AGENDA ITEM: Approval of an Agreement with ACS Transport
Solutions, Inc. (ACS), for Software and Hardware Support for the Transportation
Smart Bus System in an Amount Not to Exceed of $548,005.70.
Contact Person/Dept.:
Paul Condran / Transportation
Phone Number:
(310) 253-6520
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Agendas and Meetings – City Council (10/20/10)
Department Approval:
Art Ida (10/14/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (10/19/10)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (10/20/10)
City Manager Approval:
John M. Nachbar (10/20/10)
RECOMMENDATION:
Staff recommends that the City Council approve a five (5) year agreement with ACS
Transport Solutions, Inc. (ACS) for total support services for ACS software and
hardware associated with the Culver CityBus Smart Bus system in an amount not-to-
exceed $548,005.70.
BACKGROUND:
In 2005, the Transportation Department developed a Request for Proposals for a
complete a fully integrated Smart Bus System, with Automated Vehicle Location
(AVL), GPS, security cameras, and various other telematics for the City’s bus fleet.
In 2006 the City Council approved a contract with Orbital Systems. Orbital Systems
was sold to Affiliated Computer Services/Transport Solutions whereby the name was
changed to ACS Transport Solutions, Inc.
In 2007, ACS delivered and installed a Smart Bus system and related equipment
which included a twoyear parts/labor and software support agreement. During this
two year period and under the agreement, they provided highly needed technical
support services for this very specialized software. The original contract included an
option for a one-year extension, which was implemented and the extension
terminates on October 31, 2010.
DISCUSSION:
In the three years since full installation/implementation, it has become apparent that
an extended warranty plan for all sub-components, electrical parts and full support of City of Culver City, California
Agenda Item Report
software is required to enable staff to properly maintain and have enough quality
assemblies available for Transportation Department operations. Smart Bus systems
are highly complicated, complex and have sensitive pieces of equipment which
require a high level of maintenance.
The Equipment Maintenance & Fleet Services Division staff is very familiar with the
preventative maintenance, diagnosis and repairs to the smart bus systems, and we
have been performing these tasks routinely. However, specific component failures,
especially electrical circuit boards, recording devices, and electronic counters are
extremely costly to replace without an extended services plan. Under the current
plan (and as proposed to continue under an extension of the plan) ACS is
responsible for the delivery, component diagnosis, repair and forward shipping of
failed parts/materials. Additionally, they will provide technical support for any
problems that may arise including software support for our reporting and information
systems. The support services agreement as proven to be extremely cost effective
for the Department.
Pursuant to Culver City Municipal Code Section 3.07.045(A), award of contracts
when the needed equipment, supplies, or services are proprietary items of original
equipment manufacturers and/or their authorized exclusive distributors are exempt
from bidding requirements. The equipment and services provided by ACS
Transportation Solutions, Inc. meet this exception.
FISCAL ANALYSIS:
ACS Transport Solutions, Inc. is a proprietary sole source company as they are the
only company that manufactures the system installed on Culver City’s buses, can
service and provide hardware and software, maintenance and technical support plus
on-going training on this Smart Bus System.
The cost for the proposed agreement is:
• Year One - $103,219.38
• Year Two - $106,315.96
• Year Three - $109,505.44
• Year Four - $112,790.60
• Year Five - $116,174.32
There will be no general fund monies used for this proposed agreement. All
expenditures for this program will be paid from local Transportation Department
grant funds from account 20368300.732120.
ATTACHMENTS:
None City of Culver City, California
Agenda Item Report
MOTION:
That the City Council:
1. Approve an Agreement with ACS Transport Solutions Inc. in an amount not-to-
exceed amount of $548,005.70 for a term expiring on October 31, 2015and,
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.