Loading...
HomeMy WebLinkAbout2012-07-10 - AGENDA REPORTS - MOBILE DATA TERMINALS CONTR (2)Agenda Item• 5 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR City Manager Approval: Item to be presented by: Adrian Aguilar DATE: July 10, 2012 SUBJECT: AWARD CONTRACT TO MENTOR ENGINEERING FOR THE PURCHASE OF REPLACEMENT MOBILE DATA TERMINALS FOR THE CITY'S DIAL -A -RIDE FLEET DEPARTMENT: Administrative Services RECOMMENDED ACTION City Council: Waive the formal procurement process, and award a contract with Mentor Engineering for the purchase of 32 mobile data terminals for the City's Dial -a -Ride fleet in the amount of $76,856, which includes the hardware, hardware configuration, shipping costs, and tax, and authorize a contingency of 10 percent in the amount of $7,685 for a total contract not to exceed $84,542. 2. Appropriate funds in the amount of $84,542 from Transit Fund 700 to account 12400-5201.003, and increase grant revenue account 700-4424.012 by $84,542. 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 The City of Santa Clarita's paratransit system provides between 8,000 and 10,000 trips per month throughout the Santa Clarita Valley. To manage this demand and allocate resources in an effective manner, the City employs a computerized scheduling and dispatching system that helps identify the most effective travel routes, minimizes travel delays, and allows the City to operate in a cost-effective manner. The current scheduling system uses onboard computers known as mobile data terminals (MDT) to communicate with the drivers and provide up-to-the-minute r, vEn information regarding customer pick-up and drop-off locations, schedule times, vehicle location, and allows the driver and dispatch to communicate in a safe and effective manner. The MDT units installed in the Dial -a -Ride fleet are approximately eight (8) years old and have exceeded their useful life. Due to their age, the hardware has become unreliable and has had an adverse effect on the City and its operations contractor's ability to monitor the performance of the Dial -a -Ride system. While there are other manufacturers that produce this type of equipment, each manufacturer has their own proprietary communication protocol. The City of Santa Clarita has already invested in the development of a communication interface between the existing scheduling system and Mentor Engineering hardware. Therefore, by waving the formal bid process and awarding the contract to Mentor Engineering, the City would avoid the need to reengineer the communication interface. This award would also simplify the installation process, as the replacement hardware would use the existing antennas and electrical harnesses, making the installation as simple as unplugging the old unit and plugging in the new replacement. As a result, the City would enjoy further monetary savings, significantly reduce the installation timeline, and minimize the impact on the overall system. ALTERNATIVE ACTIONS Direct staff to issue a Request for Bid for the procurement of 32 mobile data terminals, including installation, configuration, and programming services. 2. Other action as determined by the City Council. FISCAL IMPACT The total cost of this project including contingency is $84,542 and does not require any General Fund monies. Adequate Federal ARRA Stimulus monies are available for this project. ATTACHMENTS Buy America Certification Single Source Letter -Mentor Engineering —2— BUY AMERICA CERTIFICATE OF COMPLIANCE. The Contractor agrees to comply with 49 U.S.C. 5323 Q) and 49 CFR Part 661; which provide that federal funds may not be obligated unless steel, iron, and manufactured products used in PTA -funded projects are produced in the United States, unless a waiver has been granted by PTA or the product is subject to a general waiver. General waivers are listed in 49 C.F.R. 661.7, and microprocessors, computers, microcomputers, software or other small devices,.and small purchases (currently less than $100,000) made with capital, operating m planning funds. The general waiver does not extend to a product or device which merely contains a microprocessor or microcomputer and is not used solely for the propose of processing or storing data therefore, to be exempt the end productmust be the microprocessor or microcomputer. Separate requirements for rolling stock are set out at 49 U.S.C. 5323)(2)(C) and 49 C.P.R. 661.11. Rolling stock not subject to a,general waiver most be assembled in the United States and have 60 percent domestic content. Certification requirement for procurement of buses, other rolling stock and associated equipment. Certificate of Coinpliance with 49 US, C 5323(j)(2)(C). The bidder or offeror hereby certifies that it will comply with the requirements of 49 U.S.C. 53230 (2)(C) and the regulations at 49 C.P.R. Part 661.11. Date Signature Company Name Mentor Engineering Inc. Title President -3- MOBILE DATA TERMINALS NON-COMPETITIVE PROCUREMENT SUBJECT: Replacement of MDT's In the Paratransit Fleet 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 mobile data terminals for the City of Santa Clarita paratransit fleet. Reference: FTA Circular 4220. IF, VI.3.i 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. 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 when the recipient requires supplies or services available from only one responsible source, and no other supplies or services will satisfy its requirements. Examples include: Unique Capability or Availability. The property or services are available from one source if one of the conditions described below is present: (1) Unique or Innovative Concept. The offeror demonstrates a unique or innovative concept or capability not available from another source. Unique or innovative concept means a new, novel, or changed concept, approach, or method that is the product of original thinking, the details of which are kept confidential or are patented or copyrighted, and is available to the recipient only from one source and has not in the past been available to the recipient from another source. (2) Patents or Restricted Data Rights. Patent or data rights restrictions preclude competition. (3) Substantial Duplication Costs. In the case of a follow-on contract for the continued development or production of highly specialized equipment and major components thereof, when it is likely that award to another contractor would result in substantial duplication of costs that are not expected to be recovered through competition. (4) Unacceptable Delay. In the case of a follow-on contract for the continued development or production of a highly specialized equipment and major components thereof, when it is likely that award to another contractor would result in unacceptable delays in fulfilling the recipient's needs. Background: The City of Santa Clarita's paratransit system provides between 8,000 and 10,000 trips per month throughout the Santa Clarita Valley. To manage this demand and allocate resources in an effective manner, the City employs a computerized scheduling and dispatching system that helps identify the most effective travel routes, minimize travel delays and allows the City to operate in a cost effective manner. The Current scheduling systems use on board computers known as mobile data terminals (MDT) to communicate with the drivers and provide up-to-the-minute information regarding customer pick-up and drop-off locations, schedule times, vehicle location, and allows the driver and dispatch to communicate in a safe and effective manner. The existing MDT units installed in the dial -a -ride fleet are approximately eight (8) years old and have exceeded their useful life. Due to their age, the hardware has become unreliable and has had an adverse effect on the City and its operations contractor's ability to monitor the performance of the dial -a -ride system. Single Source Justification: While there are other manufactures that produce this type of equipment, each manufacture has their own proprietary communication protocol. The City of Santa Clarita has already invested in the development of a communication interface between the existing scheduling system and the Mentor hardware. Therefore, by waving the formal bid process and awarding the contract to Mentor Engineering, the City would avoid the need to reengineer the communication interface. This award would also simplify the installation process as the replacement hardware would use the existing antennas and electrical harnesses making the installation as simple as unplugging the old unit and plugging in the new replacement. As a result the City would enjoy further monetary savings, significantly reduce the installation timeline, and minimize the impact on the overall system. Prior to making this recommendation, staff conducted a cost analysis to ensure the pricing for this project was consistent with current industry standards. Using data and findings from a study published by the Transit Cooperative Research Program (TCRP) titled Synthesis 70 Mobile Data Terminals, A Synthesis of Transit Practice, staff was able to validate the pricing quoted by Mentor Engineering as consistent with the pricing provided to other clients and comparable to other manufactures. This study, which was sponsored by the Federal Transit Administration and published in 2007, revealed that mobile data terminals range in price from $1,000 to $4,000 per unit, depending on the functionality, serviceable life, quantity purchased, and features of the unit. Units comparable to the Mentor Ranger, manufactured by other companies ranged in price from $2,000 to $3,000 per unit, excluding engineering and programming services. Based on these published findings, staff is confident that the Mentor product provides the best value to the City base on our current needs. Conclusion: On the basis of the justification provided above, Mentor Engineering Inc. is uniquely positioned to supply the required equipment.