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HomeMy WebLinkAbout2012-04-24 - AGENDA REPORTS - BUS FAREBOX PROCUREMENT (2)CONSENT CALENDAR DATE: SUBJECT: DEPARTMENT: Agenda Item: 10 CITY OF SANTA CLARITA AGENDA REPORT City Manager Approval Item to be presented by April 24, 2012 Adrian Aguilar BUS FAREBOX PROCUREMENT FOR PARATRANSIT FLEET Administrative Services RECOMMENDED ACTION City Council: 1. Appropriate funds in the amount of $44,516 to Account 12400-5201.003 and increase revenues in account 700-4424.012 in the amount of $44,516. 2. Waive formal bid process. 3. Award a contract to Cubic Transportation Systems, Inc., in the amount of $38,710, and authorize a contingency of 15% of the award, or $5,806, for a total of $44,516. 4. Authorize the City Manager or designee to execute all contract documents, or modify the award in the event issues of impossibility of performance arise, subject to City Attorney approval. BACKGROUND The Universal Fare System (UFS)/Transit Access Pass (TAP) is an integrated, regional fare collection system 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 local and commuter fleet That contract was completed in 2007. The City has continued.to successfully roll out the implementation of TAP to its patrons. In January 2011, all "paper" pass products were phased out, except the EZ transit pass, requiring all. patrons to obtain a TAP card in order to use a monthly pass. The next phase in our transition to a complete UFS/TAP system is to install UFS/TAP fareboxes on the City's paratransit fleet. This will be an added convenience to our paratransit patrons, allowing them to use a TAP card to pay, for their ride. Additionally, the Access Services Board of Directors has recently approved the implementation of TAP -enabled ID cards, to be issued to Access Services eligible riders. With the installation of fareboxes, these cards will be valid on the paratransit fleet. Our existing fleet of local, commuter, and paratransit buses are installed with the UFS/TAP farebox system. In order to achieve compatibility with the existing farebox system, as well as to maintain integration with the regional UFS/TAP program, staff recommends a sole source contract with Cubic Transportation Systems, Inc., to procure six (6) UFS/TAP-enabled paratransit fareboxes to install on our recently delivered ASI vehicles. Cubic Transportation Systems and its subcontractor, GFI, are 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 The total cost of this project, including contingency is $44,516 and does not require any General Fund monies. Adequate American Recovery and Reinvestment Act (ARRA) stimulus funds are available to cover 100 percent of the cost and require a one-time appropriation of funds to account 12400-5201.003. ATTACHMENTS Non -Competitive Procurement Justification 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. The City of Santa Clarita needs to purchase a farebox system for our Paratransit fleet that works in conjunction with the regional smart card fare system. Reference: FTA Circular 4220.1D, 9F "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" Back rg ound: 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 1 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. The City of Santa Clarita needs to purchase a farebox system for our Paratransit fleet that works in conjunction with the regional smart card fare system. Reference: FTA Circular 4220.1D, 9F "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" Back rg ound: 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 N Offer (BAFO) was issued on December 20, 2001. On January 24, 2002, a single BAFO proposal was received from Cubic. 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 cart 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 e 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 ■ Data structure in "field" devices (TVMs, fareboxes, etc.) must be consistent in order to work with both the smart cars that are in circulation and the central database 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.