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CC - (1) Rejection of All Bidders for RFP No. 1587: Culver CityBus: Bus Signal Priority Systems Project; (2) Authorization of Release of a New Request for Proposals for Culver CityBus Bus Signal Priority Systems Project (Design, Procurement, Testing, Non Public Right-of-Way Procurement and Maintenance of Software and Equipment Components); (3) Approval of an Amendment to the Existing Professional Services Agreement with EIGER TechSystems in an Amount Not-to-Exceed $128,322 for Consulting Services Associated with Additional Transit Intelligent Transportation System Project Scope of Work; and (4) Authorization to the Transportation Director to Approve Amendment(s) to the Professional Services Agreement with EIGER TechSystems in an Additional Amount of $13,000 (~10%) for Unanticipated Costs.
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Meeting Date: October 23, 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: [X] Attachments: []
Commission Action Required: Yes [] No [] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (10/18/17);
Department Approval: Art Ida, Transportation Director (10/12/17)
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RECOMMENDATION
Staff recommends the City Council (1) reject all bidders for RFP No. 1587: Culver CityBus Signal Priority Systems Project (BSP Systems Project); 2) authorize the release of a new Request for Proposals (RFP) for Culver CityBus Bus Signal Priority Systems Project (Design, Procurement, Testing, Non Public Right-of-Way Procurement and Maintenance of Software and Equipment components); 3) approve an amendment to the existing professional services agreement with EIGER TechSystems in an amount not-to-exceed $128,322 for consulting services associated with the additional scope of work for the BSP Systems Project; and (4) authorize the Transportation Director to approve amendment(s) to the professional services agreement with EIGER TechSystems in an additional amount of $13,000 (~10%) for unanticipated costs.
BACKGROUND
Over the past several years, the City has been awarded grants from Metro to implement the Citywide Bus Signal Priority (BSP) 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.
The BSP Systems Project is one 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 BSP Systems 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 RFP for the design and construction of the Transit ITS Project, excluding the “on-street” component of the BSP Systems.
In 2016, City released the RFP for the main Transit ITS Project, which included the replacement of the SmartBus System, the “on-bus” component of the BSP Systems, and the Real-Time Bus Arrival Information System. The City Council awarded the contract for this main Transit ITS Project to Clever Devices and the contract was executed in March 2017. Due to the complexity of project implementation, RFP #1587 for the design and implementation of the “on-street” component of the BSP Systems was released separately.
Staff released the RFP (#1587) for the “on-street” component of the BSP Systems in September 2016 and received two proposals. Prior to the award of the contract, City received a protest from one of the bidders on the grounds, among other things, that the recommended proposer was required to have a contractor’s license for a portion of the scope of work (specifically, the public right-of-way installation work).
Due to the desire to ensure that the pool of design professionals is not limited by including the public right-of-way installation component in the scope of work, staff recommends the City Council (1) reject all bidders’ proposals for RFP No. 1587; and (2) authorize the release of a new RFP solely for the design, procurement, testing, non public right-of-way procurement and maintenance of software and equipment components of the BSP Systems Project, as discussed further below.
DISCUSSION
New Request for Proposals (RFP)
For the reasons set forth above, as well as the complexity of the BSP Systems Project, staff recommends the Project be divided into two phases. The first phase, which would be the subject of the new RFP, would include the following tasks:
1. BSP System Engineering Design
2. Procurement of Equipment
3. Coordination with City’s SmartBus System’s Contractor (Clever Devices) and Public Right-of-Way Equipment Installation and Maintenance Contractor
4. Testing of BSP System and Equipment
5. Procurement of IT Equipment at City facilities (non Public Right-of-Way)
6. Maintenance of Software and IT Equipment at City Facilities (non Public Right-of-Way) and Operation support
Once a design professional has been selected and a BSP System engineering designs have been substantially completed, staff will return to City Council to seek authorization to release a notice inviting bids for the second phase of the Project, which would include installation and maintenance of equipment in the public right-of-way and coordination with the design professional selected for the first phase of the BSP Systems Project.
Amendment to EIGER TechSystem Agreement
Because of the proposed two-phase approach to the BSP Systems Project, additional services need to be added to the scope of work for the existing professional services agreement with City’s ITS consultant (EIGER TechSystem). The additional services include work such as separation of the BSP Project specifications into two phases, preparation for the RFP and bid processes, review of proposals and bids, support for technical interviews, preparation for Best and Final Offer process, negotiation with proposers and bidders, and preparation for conformed project specifications. Staff recommends the City Council approve an amendment to the existing professional services agreement with EIGER TechSystems in an amount not-to-exceed $128,322 and authorization to the Transportation Director to approve amendment(s) to the agreement in an additional amount of $13,000 (~10%) for unanticipated costs.
FISCAL ANALYSIS
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 and will be carried over into the FY2017-18 budget.
ATTACHMENTS
None
MOTION
That the City Council:
1. Reject all bidders for RFP No. 1587: Culver CityBus Bus Signal Priority Systems Project;
2. Authorize the release of a Request for Proposals for Culver CityBus Bus Signal Priority Systems project (Design, Procurement, Testing, Non Public Right-of-Way Procurement and Maintenance of Software and Equipment);
3. Approve an amendment to the existing professional services agreement with EIGER TechSystems in an amount not-to-exceed $128,322 for consulting services associated with the increased ITS Project scope of work;
4. Authorize the Transportation Director to approve amendment(s) to the professional services agreement with EIGER TechSystems in an additional amount of $13,000 (~10%) for unanticipated costs.