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CC - (1) Approval of a Second Amendment to the Existing Professional Services Agreement with Conduent Transport Solutions, Inc., Exercising an Extension Option for Software and Hardware Support for the Culver CityBus Smart Bus System in an Amount Not-to-Exceed $130,755; and (2) Authorization to the City Manager to Exercise the Third Option to Extend the Agreement in an Additional Amount Not-to-Exceed $134,678.
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Meeting Date: October 8, 2018
Contact Person/Dept: Allison Cohen/Transportation
Phone Number: (310) 253-6543
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 (10/02/18);
Department Approval: Art Ida, Transportation Director (09/12/18)
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RECOMMENDATION
Staff recommends the City Council (1) approve a second amendment to the existing professional services agreement with Conduent Transport Solutions, Inc. exercising an extension option for total support services for software and hardware associated with the Culver CityBus Smart Bus system, in an amount not-to-exceed $130,755; and (2) authorize the City Manager to execute the third option to extend the agreement in an additional amount not-to-exceed $134,678.
BACKGROUND/DISCUSSION
In 2005, the Transportation Department developed a Request for Proposals for a complete and fully integrated Smart Bus System with automated vehicle location (AVL), GPS, security cameras, and various other telematics for the City’s transit fleet. In 2006, the City Council approved a contract with Orbital Systems which was later sold to Affiliated Computer Services/Tranport Solutions (ACS Transport Solutions).
In 2007, ACS Transport Solutions delivered and installed a Smart Bus system and related equipment which included a two year parts/labor and software support agreement.
In 2010, the City Council approved a five-year agreement with ACS Transport Solutions, with an term expiration date of October 31, 2015. On January 1, 2014, ACS Transport Solutions changed its name to Xerox Transportation, Inc.
On October 26, 2015, City Council approved a professional services agreement with Xerox Transport Solutions for total support services for software and hardware associated with the Culver CityBus Smart Bus system for a two-year term with three one-year options, but only requested that funding be allocated for one option year (ending October 31, 2018). On January 3, 2017, Xerox Transportation changed its name to Conduent Transport Solutions, Inc.
Under the current agreement, Conduent is responsible for the delivery, component diagnosis, repair, and forward shipping of failed parts/materials. Additionally, Conduent will provide technical support for any problems that may arise including software support for applicable reporting and information systems. Smart Bus systems are highly complex and have sensitive pieces of equipment which require a high level of maintenance. Specific component failures, especially electrical circuit boards, recording devices, and electronic counters, are extremely costly to replace without an extended services plan. Staff recommends that the existing agreement be extended for the life of the Smart Bus system or for the remaining two period, whichever occurs first.
Staff recommends the City Council approve the second of the three one-year options, which would extend the existing agreement to October 31, 2019. Staff further recommends the City Council authorize the City Manager to exercise the third of the three one-year options, if deemed appropriate, prior to the expiration of the second option.
FISCAL ANALYSIS
Funds for these services in the first year are included in the Fiscal Year 2018-2019 Transportation Department’s current fiscal year budget in account 20370100.619800. The agreement term was for two years, with options for three additional one-year periods at the City’s sole discretion. Proposed pricing was as follows:
• Initial Term (11/01/2015 - 10/31/2017): $242,908 - Executed
• Option Year 1 (11/01/2017 - 10/31/2018): 126,946 - Executed
• Option Year 2 (11/01/2018 - 10/31/2019): $130,755
• Option Year 3 (11/01/2019 - 10/31/2020): $134,678
Total Hardware and Software Support Services for Remaining Option Years: $265,433
ATTACHMENTS
None
MOTION
That the City Council:
1. Approval of a second amendment to the existing professional services agreement with Conduent Transport Solutions, Inc., exercising an extension Option for Software and Hardware Support for the Culver CityBus Smart Bus System in an amount not-to-exceed $130,755; and
2. Authorize the City Manager to exercise the Option for Year 3, if deemed appropriate, in an additional amount not-to-exceed $134,678; and
3. Authorize the City Attorney’s Office to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.