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CC - (1) Consideration of a Protest Received by Systems Integrated Regarding Request for Proposals No. 1587 for the Culver CityBus: Bus Signal Priority Systems Project; and (2) Consideration of Approval of a Three-Year Professional Services Agreement With Iteris to Design, Furnish, Install, Test, and Make Operational the Bus Signal Priority System (BSP System) in the City in an Amount Not-to-Exceed $1,533,605.49 with Options for Two Additional Years of Operations and Maintenance Service in an Amount Not-to-Exceed $179,403.19; and (3) Authorization to the City Manager to Approve Amendments to the Agreement with Iteris in an Additional Amount of $230,000.00 (15%) for Unanticipated Costs.
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Meeting Date: June 12, 2017
Contact Person/Dept: Diana Chang/Transportation Department
Phone Number: (310) 253-6566
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 (06/07/17); Iteris (06/06/17); Systems Integrated (06/06/17)
Department Approval: Art Ida, Transportation Director (06/06/17)
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RECOMMENDATION
Staff recommends the City Council (1) consider the protest received by Systems Integrated regarding Request for Proposals (RFP) No. 1587 for the Culver CityBus: Bus Signal Priority Systems Project; (2) approve a three-year professional services agreement with Iteris to design, furnish, install, test, and make operational the Bus Signal Priority System in the City in an amount not-to-exceed $1,533,605.49 with options for two additional years of operations and maintenance service in an amount not-to-exceed $179,403.19; and (3) authorize the City Manager to approve amendments to the agreement with Iteris in an additional amount of $230,000.00 (15%) for unanticipated costs.
BACKGROUND
Over the past several years, the City has been awarded grants from Metro to implement the Citywide Bus Signal Priority System. When implemented, the BSP System will provide wireless signal priority to buses at signalized intersections in Culver City to increase operational efficiency and travel time savings.
This Project is a component of the Transit Intelligent Transportation System (Transit ITS Project). The Transit ITS Project includes the replacement of the existing SmartBus System and the design and installation of the Bus Signal Priority Project and Real-Time Bus Arrival Information System. In December 2015, the City Council authorized the combination of these three projects into the Transit ITS Project and authorized the release of the RFPs for the design and construction of the Transit ITS Project.
DISCUSSION
Request for Proposals
In 2016, City released the RFP for the main Transit ITS Project, which includes the replacement of the SmartBus System, the on-bus component of the BSP System, and the Real-Time Bus Arrival Information System. The City Council approved an agreement with Clever Devices for this main Transit ITS Project and the agreement was executed in March 2017. Due to the complexity of project implementation, the RFP for the design and implementation of the on-street component of the BSP System was released separately.
In September 2016, City released the RFP (RFP No. 1587) for the on-street component of the BSP System. A pre-proposal conference was held to introduce the project and collect questions from potential bidders. Responses to all questions received at the pre-proposal conference and through emails were posted to City’s bid web page. On October 27, 2016, the City Clerk’s Office publicly opened the bids. Two (2) firms (as listed below) submitted proposals.
1. Systems Integrated
2. Iteris
Each firm’s proposal was evaluated by an evaluation panel based on the criteria below:
1. Technical Capabilities (50%)
2. Management Approach (25%)
3. Price (25%)
After careful evaluation of the proposals, interviews, additional responses, and reference checks, staff is recommending Iteris as the most qualified firm for this Project.
Iteris has extensive experience working on Bus Signal Priority projects in Los Angeles County. They currently manages Metro’s Countywide Signal Priority Phase 2 project and have deployed the Torrance Transit BSP Project. As Torrance Transit uses the same SmartBus System (Clever Devices’ SmartBus System) that Culver City will be deploying, Iteris will be able to carry its knowledge and experience on BSP’s interface with Clever Device’s SmartBus System to Culver City’s BSP Project. Staff also received positive feedback on Iteris through reference checks. Iteris’ responses demonstrated a thorough understanding of the project requirements, and its cost proposal is within the anticipated project cost range.
Staff recommends the City Council approve a three-year agreement with Iteris with options for two (2) additional years of operations and maintenance service and authorize the City Manager to approve change orders in the amount not-to-exceed $230,000 (15%) for unexpected costs. The base agreement amount of $1,533,605.49 includes three years of operations and maintenance. Staff recommends the agreement include two additional years (optional) in the amount not-to-exceed $179,403.19 for the operations and maintenance of the BSP System.
Inspection services for this project will be performed by a consultant firm to be selected from the City’s list of on-call engineering companies.
Bid Protest
On May 8, 2017, the City received a protest letter from Systems Integrated (Attachment 1), as well as a response to the protest from Iteris on May 17th (Attachment 2). City staff, in consultation with the City Attorney’s Office, has thoroughly reviewed and evaluated Systems Integrated’s protest and Iteris’ response. As set forth in the City’s June 6th response to Systems Integrated’s protest (Attachment 3), City staff recommends denial of the protest and approval of an agreement with Iteris.
FISCAL ANALYSIS
The total base project cost, including contingency, is $1,763,605.49.
Funding in the amount of $1,763,605.49 (see details below) has been identified for this project.
• Metro Call for Projects grant for Citywide BSP Project - $1,235,615.20
• Metro Prop 1B funds - $308,903.80
• Metro Rapid Program FTA Grants - $219,086.50
Sufficient funds were appropriated in Transportation capital account 20370300.732120 in the FY2016-17 budget.
Funding for two additional years (year 4 and year 5 after project implementation) of operations and maintenance service will be identified in associated future fiscal year budgets.
ATTACHMENTS
1. Protest letter from Systems Integrated dated May 6, 2017
2. Response letter from Iteris dated May 17, 2017
3. City’s response dated June 6, 2017 to Systems Integrated’s protest
MOTION
That the City Council:
1. Deny Systems Integrated’s protest;
2. Approve a three-year professional services agreement with Iteris to design, furnish, install, test, and make operational the Bus Signal Priority System in the City in an amount not-to-exceed $1,533,605.49 with options for two additional years of operations and maintenance service in an amount not-to-exceed $179,403.19;
3. Authorize the City Manager to approve amendments to the agreement with Iteris in an additional amount of $230,000.00 (15%) for unanticipated costs.
4. Authorize the City Attorney to review/prepare the necessary documents; and,
5. Authorize the City Manager to execute such documents on behalf of the City.