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HomeMy WebLinkAbout2012-03-13 - AGENDA REPORTS - ONBOARD TRANSIT MONITORS (2)CONSENT CALENDAR DATE: SUBJECT: DEPARTMENT: Agenda Item: 5 CITY OF SANTA CLARITA AGENDA REPORT City Manager Approval: Item to be presented by March 13, 2012 Adrian Aguilar AWARD CONTRACT FOR THE PROCUREMENT, INSTALLATION, AND MAINTENANCE OF ON -BOARD VISUAL DISPLAY MONITORS FOR THE CITY'S TRANSIT FLEET - TRANSIT INFORMATION NETWORK ADDITION, PHASE 3 Administrative Services RECOMMENDED ACTION City Council: 1) Award a contract, in an amount not to exceed $817,438, to Connexionz, Ltd. for the installation and two-year maintenance of On -Board Visual Display Monitors and associated equipment to its fleet of 86 buses in service along Santa Clarita Transit's local and commuter fixed routes. 2) Authorize the City Manager or designee to execute all contracts and associated documents. 3) Appropriate funds in the amount of $817,438 to account 12400-5201.003, and increase the federal ARRA grant revenue account 700-4424.012 by $817,438. BACKGROUND The Transit Information Network (TIN) is an Automatic Vehicle Location system using GPS technology that allows Transit staff to track and monitor the location of its entire bus fleet and Santa Clarita Transit riders to obtain real-time bus information in order to better plan their daily travels. The procurement and installation of on -board visual display monitors capable of providing visual automatic stop annunciation, route information, video playback, slide presentations, and location - based advertising for its riders was included in the original specifications for the complete buildout of the Transit Information Network. However, at the time of solicitation for the Transit Information Network, adequate funding was not available to incorporate this technology. Utilizing funds granted to Santa Clarita Transit through the American Recovery Reinvestment Act of 2009 (ARRA), staff is proposing to move forward with this project in its continued effort to complete the original specifications of the Transit Information Network, further integrating current technology on its bus fleet in order to give its riders a unique and informed riding experience. Furthermore, the addition of these monitors and their capability of providing visual automatic stop annunciation will fulfill an Americans with Disabilities Act requirement. Transit staff initiated a Request for Proposals process on December 12, 2011, which closed on January 24, 2012. The process was conducted in compliance with the City's purchasing policy. The Request for Proposals was published two times from December 12, 2011, to December 18, 2011. Notification of the request was also posted to the American Public Transit Association website, as well as the Transit Intelligence website: The process was initially set to close January 17, 2012, but was extended by Santa Clarita Transit until January 24, 2012, in order to provide adequate time to vendors to obtain information following the holiday season. The following two companies submitted proposals, which were received by Purchasing on or before the January 24, 2012, deadline: Vendor Connexionz, Ltd. Christchurch, New Zealand Tezo Systems Unlimited Sun Valley, California Santa Clarita Transit staff conducted an evaluation process, reviewing both submitted proposals. In reviewing the submitted proposals, vendors were evaluated on multiple criteria. The proposal criteria, which were provided to all vendors in advance, are listed below: • Overall quality and quantity of the equipment • Staff qualifications and staff assigned to execute the project • Thoroughness of the proposal, approach to providing sound services, and ability to provide services to meet those objectives • References • Cost of services provided During the review process, the proposal submitted by Tezo Systems Unlimited was determined by Santa Clarita Transit staff to be non-responsive on the grounds that it was not prepared in the format prescribed in the Request for Proposals and lacked a thorough explanation as to how the project was to be executed. It was also determined at this time that the proposal submitted by Connexionz, Ltd. meet the specifications and standards Santa Clarita Transit was seeking in order to complete this project, and would do so in a cost-effective manner. Z — Through this proposed contract with Connexionz, Ltd., on -board visual display monitors and the media players used to integrate them with the Transit Information Network will be procured and installed on all 86 Santa Clarita Transit local and commuter buses. Each local bus will be outfitted with one dual -sided 19" -wide screen monitor in the middle of the cabin and one singular facing 19" -wide screen monitor at the front of the cabin. Likewise, each of the 26 vehicles of the commuter buses will be fitted with one singular facing 19" -wide screen monitor in the middle of the cabin and one singular facing 19" -wide screen monitor at the front of the cabin to ensure visibility from every position on the bus. Corresponding media players will also be installed for each display unit. The design phase of the project will commence following the execution of the proposed contract, and installation of the system is expected to be completed by August 2012. The proposed contract also stipulates that the service and maintenance of this equipment will be covered under warranty for the first 12 months of the contract, and for a fee of $23,220 for the following 12 -month period. As the vendor selected for executing prior phases of the Transit Information Network, Connexionz, Ltd. has also proposed within the terms of this contract to provide comprehensive maintenance and support for the entire Transit Information Network for a two-year period following the execution of the proposed contract for a fee of $272,260. By combining the maintenance and support functions, the City is able to reduce the ongoing maintenance and support costs for the entire system by approximately 40%. ALTERNATIVE ACTIONS Other action as determined by the City Council. FISCAL IMPACT There will be no impact to the General Fund. The appropriation of $817,438 in Federal ARRA funds to 12400-5201.003 will cover the total contract amount.