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Home My WebLink About2010-06-08 - AGENDA REPORTS - BUS FAREBOX PROCUREMENT (2)Agenda Item:.lip CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR City Manager Approval Item to be presented by: DATE: June 8, 2010 SUBJECT: BUS FAREBOX PROCUREMENT DEPARTMENT: Administrative Services RECOMMENDED ACTION Darren Hernandez City Council award a contract to Cubic Transportation Systems, Inc., for the procurement of five transit bus fareboxes, in the amount of $82,311.24, and authorize the City Manager or designee to execute all documents, subject to City Attorney approval. BACKGROUND The Universal Fare System (UFS)/Transit Access Pass (TAP) is an integrated, regional fare collection systems comprised of fareboxes, validators, and other associated equipment. The UFS/TAP is a Smart Card based system that provides for seamless bus and rail transportation throughout the Los Angeles region. The City of Santa Clarita is committed to this regional project and entered into a contract with Cubic Transportation Systems, Inc. in 2003 for the procurement and installation of UFS/TAP fareboxes into the existing fleet. That contract was completed in 2007. On July 14, 2009, the City Council authorized the City Manager to enter into an Assignment Agreement with Yolo County Transportation District and contract with Motor Coach Industries for the purchase of four, 45 -foot commuter buses. These four vehicles are scheduled to be delivered in July of this year. Based on a cost analysis completed by City staff, it was determined that purchasing the UFS/TAP fareboxes directly from the manufacturer rather than as part of the original bus order, would save the City approximately $25,000. In order to achieve compatibility with the existing farebox system, as well as to maintain integration with the regional UFS/TAP program, this would be a sole source contract with Cubic Transportation. Systems, Inc. to procure five UFS/TAP-enabled fareboxes, one for each bus, plus APPROVED one spare. Cubic Transportation Systems and its subcontractor, GFI, is the only known, responsible supplier of such fareboxes. A Non -Competitive Procurement justification has been drafted and is attached. ALTERNATIVE ACTIONS Other action as determined by the City Council. FISCAL IMPACT There is no impact to the General Fund with this procurement. Two of the four fareboxes will be funded with Federal 5307 transit grants and from Municipal Operator Service Improvement Program (MOSIP) funds. The remaining two fareboxes will be funded entirely by a Proposition 1 B grant. The total contract for the purchase and delivery of the fareboxes shall not exceed $82,311.24. Funds for this procurement have been appropriated to account 12400-5201.003. ATTACHMENTS Non -Competitive Procurement Justification -z- UNIVERSAL FARE SYSTEM NON-COMPETITIVE PROCUREMENT SUBJECT: Los Angeles County Universal Fare System Single Source Justification: The purpose of this letter is to provide justification for the use of a non-competitive procurement process in the acquisition of fare collection equipment for the City of Santa Clarita, a participant Municipal Operator within the Southern California Region. Reference: FTA Circular 4220. IF, VI. 3.1 "Procurement By Noncompetitive Proposals (Sole Source). Sole Source procurements are accomplished through solicitation or acceptance of a proposal from only one source, or after solicitation of a number of sources, competition is determined inadequate. A contract amendment or change order that is not within the scope of the original contract is considered a sole source procurement that must comply with this subparagraph. (1) Procurement by noncompetitive proposals may be used only when the award of a contract is infeasible under small purchase procedures, sealed bids, or competitive proposals and at least one of the following circumstances applies: (a) The item is available only from a single source" Background: The Universal Fare System (UFS) is an integrated, regional fare collection system comprised of fare boxes, ticket vending machines, validators, a central data collection system and other associated equipment. The UFS is a Smart Card based system that, once installed, will provide for seamless bus and rail transportation throughout the Los Angeles region.including participating municipal operators. On May 31, 2000, a Request for Proposal was issued soliciting proposals for the replacement of the MTA's fare collection system. By separate Board action (August 2001), the MTA Board determined that the fare collection system would feature the "smart card" as the regional fare media. The solicitation period began on May 31, 2000 and completed with the submittal of proposals on July 5, 2001. Scheidt and Bachmann and Cubic Transportation Systems, Inc. (Cubic) submitted proposals. The UFS source selection committee convened to review the proposals on July 9, 2001. Proposal presentations were held during August 20-24, 2001 and scoring of the initial proposals was completed by August 31, 2001. The request for Best and Final Offer (BAFO) was issued on December 20, 2001. On January 24, 2002, a single BAFO proposal was received from Cubic. —3– During the February 2002, the MTA Board approved Cubic Transportation Systems, Inc. Single Source Justification: The Contract issued to Cubic was written anticipating a sequenced expansion of the MTA's new fare collection system to. "Affiliated Agencies". Affiliated Agencies are defined as the region's municipal and local transit operators (including Santa Clarita Transit), Metrolink and the MTA's ADA paratransit operator, Access Services. Equipment options were included in the Contract to allow for the purchasing of equipment by the Affiliated Agencies once their needs were identified. It is now the intent of the City of Santa Clarita to enter into a contract with Cubic on a single source basis. Justification is as follows: • In order to achieve compatibility with the MTA's Universal Fare System, buses operated by the Municipal Operators must be outfitted with fare boxes capable of executing transactions utilizing smart card media. Cubic Transportation Systems and its subcontractor GFI is the only known, responsible supplier of such fare boxes. • Proprietary Nature of the System The Universal Fare System is a "smart card" based system. The primary means of processing transactions will be through the use of a regional smart card. Transactions between the smart card and the reader utilizes proprietary technology as follows: o Smart card communications protocols and data structure ■ "Anti -collision" protocols that allow multiple cards to operate in proximity of the reader at the same time ■ Data structure on the card (number of files, content, access protocols etc.) Data interface between card and reader • Proprietary messaging layers • Specific data (data library and message dialogues) that is exchanged when the card is read) o Anti -fraud protections built into the card read/write process ■ Encryption scheme to prevent counterfeiting ■ Handling of encryption keys varies between manufacturers ■ Protocols to keep the read/write process from being hacked (e.g., detected or "skimmed" with RF listening device and subsequently copied o Data structure in device memory (e.g., fareboxes, TVMs and central system) ■ Part of the service package being procured includes incentive and billing schemes that are not consistent from one manufacturer to another. Such subsystems are considered proprietary —4— ■ .Data structure in "field" devices (TVMs, fareboxes, etc.) must. be consistent in order to work with both the smart cards that are in circulation and the central database. Conclusion: On the basis of the justification provided above, Cubic Transportation Systems, Inc. is only available source for the acquisition of UFS compatible fare collection equipment. 5—