HomeMy WebLinkAbout2022-05-10 - AGENDA REPORTS - REAL TIME BUS INFORMATION UNITSO
Agenda Item: 5
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: �1 A11�44_1)
DATE: May 10, 2022
SUBJECT: AWARD CONTRACT FOR THE REPLACEMENT OF REAL-TIME
BUS INFORMATION UNITS
DEPARTMENT: Neighborhood Services
PRESENTER: Adrian Aguilar
RECOMMENDED ACTION
City Council:
Award contract to Way Sine for the replacement and installation of real-time bus information
units in an amount not to exceed $423,108, and authorize a 10 percent project contingency of
$42,311, for a total contract amount not to exceed $465,419.
2. Increase Miscellaneous Federal Grants revenue account 700.442409 by $372,335; increase
Municipal Operator Service Improvement Program revenue account 700-442207 by $93,084;
and appropriate funds in the amount of $465,419 to expenditure account 7007402-516101.
3. Authorize the City Manager or designee to execute all documents or modify the award in the
event that issues of impossibility of performance arise, subject to City Attorney approval.
BACKGROUND
In 2011, the City of Santa Clarita (City) purchased real-time bus information units for 57 bus
stop locations within the City. The existing units are battery operated and have reached the end
of their useful life.
The City released a Request for Proposal (RFP), TMF-21-22-19, to solicit proposals from
qualified vendors for the real-time bus information units. The RFP was advertised on the City's
website on January 4, 2022, in The Signal Newspaper on January 7 and January 14, 2022, and on
the online transit newsletter, Transit Talent, on January 10, 2022. Additionally, notifications
were sent to 462 vendors. The RFP was downloaded by 29 vendors, with four proposals
submitted. One of the submitted proposals was deemed non -responsive by the City's Purchasing
Division, as it did not include required forms.
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The proposals were reviewed and evaluated based on each company's ability to meet the specific
needs of the City. Proposals were scored according to four categories listed below:
• Contractor qualifications, scope of work
• Experience on similar projects
• Thoroughness of proposal, approach to providing sound services, and ability to
provide services to meet objectives and standards
• Cost of materials and services provided, as well as discounts offered
Three City staff members evaluated and scored all responsive proposals based on the selection
criteria above. Based on the scoring, the top two bidders, Way Sine and Connexionz Limited
were invited to an interview. The top two proposals were scored as follows:
Company Location Score Cost
Way Sine Aiea, HI 91.34 $359,335
Connexion Limited Valencia, CA 64.34 $429,641
During the interview process, it was determined that Way Sine can connect their units to the
City's radio network, as requested in the RFP. Way Sine confirmed that their proposed schedule
conforms to the schedule outlined in the RFP, and they can complete delivery, installation, and
testing over a five -month period. Staff recommends Way Sine be awarded the contract to replace
real-time bus information units at 57 bus stops within the City. This contract includes five years
of licensing and software fees.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund as a result of this action. The City has programmed
Federal 5307 transit grant funds to pay for 80 percent of the project costs. The remaining 20
percent will be funded using Municipal Operator Service Improvement Program funds.
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