Item No.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: JASON CHACON, DIRECTOR PARKS AND RECREATION
DATE: OCTOBER 24, 2023
SUBJECT: AMENDMENT TO THE AGREEMENT WITH TRAPEZE SOFTWARE GROUP INC. TO INCLUDE NEW SOFTWARE FOR DOWNEY DIAL-
A-RIDE VEHICLES
EXECUTIVE SUMMARY
The City Council will consider approving an agreement amendment with Trapeze Software Group Inc. to include TripSpark DriverMate enhanced software for Downey Dial- A-Ride vehicles in the amount of $50,635. The inclusion of the additional TripSpark DriveMate software will provide real time information, such as GPS location, mapping and directions, customer pick up, and drop off changes to drivers and dispatch to increase the overall customer service experience.
RECOMMENDATION
That the City Council:
Authorize the City Manager, or his designee, to execute the agreement amendment with Trapeze Software Group Inc. in the amount of $48,224, including any non- substantive extensions, change orders, purchase orders, and amendments up to the authorized budget amount of $50,635.
BACKGROUND
Since March 2008, the City of Downey Transit Division has utilized an automated scheduling and dispatching system using Trapeze Novus software for the Downey Dial- A-Ride demand response service. Within Novus, passenger contact information is stored, vehicles are assigned, and trips are scheduled. There was an initial investment for the software, with an annual software maintenance fee for both dispatch workstation access and driver access. In May 2023, City of Downey’s IT department worked with Trapeze to roll out the upgrade from Novus 2.1 to NovusDR 4.12.5.1 on the dispatch workstations with no additional charge.
The City owns eight vehicles for Dial-A-Ride service that are currently equipped with outdated navigational equipment. The current navigational equipment was purchased in February 2010 and have a lifespan of approximately 7 years. In March 2023, Downey’s navigational equipment was replaced with android tablets as the new in-vehicle
APPROVED BY
CITY MANAGER
AGREEMENT AMENDMENT WITH TRAPEZE SOFTWARE GROUP INC. TO INCLUDE NEW SOFTWARE FOR THE DOWNEY DIAL -A-RIDE VEHICLES.
OCTOBER 24, 2023
PAGE 2
2 computers. Now that the computers have been updated, additional software known as TripSpark DriverMate is needed to allow drivers and the Transit Depot to communicate.
Currently, the dispatcher at the Transit Depot is no t able to communicate through the computers on the Dial-A-Ride vehicles, and is not able to see the current location where the vehicles are throughout the City. Communication is only available via a two-way radio between dispatch and the drivers. This has become challenging dispatch and drivers as they schedule and coordinate trips, especially with last minute changes to ridership, new pick-up times, or trip cancellations.
Due to Trapeze Novus being a base software that has been used for over 15 years in the City of Downey, the request for enhanced software within the same system is needed for continuity, ease of upgrade transition, and less training/learning of new products.
ANALYSIS
The Trapeze Driver Mate is a customizable scheduling system that meets the needs of the Downey Link operation. Below is a listing of key features:
• Allows the user to set personalized parameters to capture the number of vehicles and operators available for each day’s operation.
• Provides real time trip tracking to allow the dispatcher the flexibility to adjust for optimal operations each day.
• Enables real-time communication between dispatch and drivers, which allows instant updates and manifest changes such as trip cancellations by customers. • Enables drivers to view pick-up/drop-off locations on a Google or Waze map to obtain detailed directions to locations along with current traffi c conditions, street view options, and full voice communicated turn-by-turn navigation. • Allows the operator to better handle same -day bookings, improve on-time performance, and ultimately increase passenger trips per hour.
The use of Trapeze Driver Mate will reduce the need for paper, improve accuracy, reduce radio traffic, and create a more enhanced experience for the Dial -A-Ride customer as well.
CITY COUNCIL PRIORITIES
Efficiency & Adaptability
Quality of Life, Safety & Infrastructure
FISCAL IMPACT
Approval of the recommended action will result in an expenditure of $50,635 and will be expended from the Special Revenue Fund, Dial a Ride account, Account No. 55-6220-
AGREEMENT AMENDMENT WITH TRAPEZE SOFTWARE GROUP INC. TO INCLUDE NEW SOFTWARE FOR THE DOWNEY DIAL -A-RIDE VEHICLES.
OCTOBER 24, 2023
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3 0700. This expenditure is included in the 2023 – 2024 FY budget. The cost breakdown is as follows:
Licenses $16,478
Services $23,200
Expenses $5,250
Software Maintenance:
Year 1 $3,296
5% Contingency $2,411
Total $50,635
ATTACHMENTS
Attachment A – Trapeze Software Group, Inc. Amendment #1
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