CITY OF GARDENA
SECOND AMENDMENT TO CONSULTANT AGREEMENT
This Second Amendment to Consultant Agreement is entered into this 9th day of May 2023 by and between the City of Gardena, a municipal corporation (“City”) and Trapeze Software Group, Inc. (“Consultant”).
WHEREAS. City and Consultant entered into a Consultant Agreement dated September 30, 2019 (“Original Agreement”), pursuant to which Consultant has provided services and materials to purchase, install and train a Scheduling, Operations Management, and Payroll Integration System; and WHEREAS. City and Consultant entered into a First Amendment dated June 23, 2022, which is incorporated herein by this reference (“First Amendment”), which First Amendment and Original Agreement collectively are referred to herein as the “Agreement”; and
WHEREAS. City and Consultant desire to amend the Agreement to contract for Additional Service of scheduling support and training services pursuant to Section 3 of the Agreement; and WHEREAS. City and Consultant desire to amend the Agreement to contract for additional Scheduling Support and Training Services in Consultant’s Statement of Work dated April 21, 2023, attached hereto as Exhibit “A”.
NOW, THEREFORE, the parties agree as follows:
1. Consultant shall perform, as additional service, the work designated as Scheduling Support and Training Services in Exhibit A.
2. Consultant shall be compensated for time and materials in an amount not to exceed $149,555.00.
3. Subject to the right of either party to terminate as set forth in the Agreement, Consultant shall perform the services set forth in Exhibit A.
4. The rights and obligations of the parties with regard to the provisions of these Additional Services shall be governed by the Agreement.
DocuSign Envelope ID: 6E6DA3D1-2783-4F35-B3CC-40FBD18EADFE
IN WITNESS WHEREOF, City and Consultant have executed this Agreement as of the date first hereinabove set forth.
CITY OF GARDENA
BY ___________________
Tasha Cerda, Mayor
DATE ________________
ACCEPTED
TRAPEZE SOFTWARE GROUP, INC.
BY ___________________
Brian Canivet, General Manager
DATE ________________
APPROVED AS TO FORM
BY ___________________
Carmen Vasquez, City Attorney
DATE ________________
DocuSign Envelope ID: 6E6DA3D1-2783-4F35-B3CC-40FBD18EADFE 4/28/2023
4/30/2023
Exhibit A: Consultant’s Proposal
Attached is Trapeze Software Group, Inc.’s proposal, titled ‘Gardena Municipal Bus Lines (“GTrans”) Scheduling Support Statement of Work.’ The remainder of this page is left intentionally blank.
DocuSign Envelope ID: 6E6DA3D1-2783-4F35-B3CC-40FBD18EADFE Submitted by: Trapeze Software ULC Brian Canivet
Tel: 647-624-6485
[email protected]
Gardena Municipal Bus Lines (“GTrans”)
Scheduling Support
Statement of Work
April 21, 2023
DocuSign Envelope ID: 6E6DA3D1-2783-4F35-B3CC-40FBD18EADFE www.trapezegroup.com Confidential – Not to be Disclosed Table of Contents Table of Contents
Introduction .......................................................................................................................................... 1 Trapeze Professional Services ............................................................................................................. 1 Personnel 1
Project Scope 1
Project Duration ................................................................................................................................... 4 Project Management ............................................................................................................................ 4 Project Assumptions ............................................................................................................................. 4 Exhibit A-1 - Budget .............................................................................................................................. 5 DocuSign Envelope ID: 6E6DA3D1-2783-4F35-B3CC-40FBD18EADFE www.trapezegroup.com Confidential – Not to be Disclosed Introduction l Page 1 Introduction
Gardena Municipal Bus Lines (“GTrans”) has requested support services for fixed route scheduling from Trapeze.
The purpose of this document is to provide GTrans with a quote and scope of work for the extended fixed route scheduling activities. This document will outline the scope and the effort required from both Trapeze and GTrans.
The Trapeze scheduling services team is extremely well-versed in transit scheduling and the Trapeze scheduling systems. Our team members regularly work with many of the largest and most complex transit agencies in North America to help them accomplish their timetabling and runcutting needs.
Trapeze Professional Services
Personnel
To ensure successful completion of this implementation, Trapeze will utilize the following professional services personnel:
• Project Manager: The centralized point of contact for the project. The project manager is responsible for coordinating project schedules, deliverables and resources required to deliver the scheduling services as identified in this statement of work.
• Implementation Consultant(s): The primary technical point(s) of contact supporting the Scheduling and Training time and materials project.
Project Scope
Trapeze will provide Time and Material services to provide the GTrans scheduling team with training and support implementing regular signup period changes to GTrans’s fixed route schedules.
Training
Trapeze training is based on standard training agendas, and sessions vary in length based on topic. GTrans resources are encouraged to participate in all training sessions related to their field.
Trapeze will provide training to GTrans staff in the use of Trapeze scheduling software including FX and Blockbuster. The amount of training and the number of GTrans staff to receive training will be determined after consultation between GTrans and Trapeze after GTrans has made a request for training.
A detailed training agenda will be provided by Trapeze prior to the start of training. Both Trapeze and GTrans will mutually agree on the key training topics as part of the final training agenda.
2.2.1.1 Training Requirements
In order to facilitate the on-site training, GTrans is responsible for setting up a dedicated classroom environment that includes the following training equipment:
DocuSign Envelope ID: 6E6DA3D1-2783-4F35-B3CC-40FBD18EADFE www.trapezegroup.com Confidential – Not to be Disclosed Trapeze Professional Services l Page 2 • A networked computer for each trainee, with access to the test system
2.2.1.2 Training Preparation
There are no prerequisites for this training, however, prior to attending training, Trapeze strongly recommends that all trainees understand the functionality of the Trapeze Software and its link to GTrans scheduling operations.
Trainees are encouraged to review the Trapeze user guides and familiarize themselves with the applications prior to the start of training.
To allow Trapeze resources to review and prepare for training, GTrans will also be required to provide a recent backup of their production environment database two (2) weeks prior to the start of training. Trapeze will also require remote access to GTrans’s training environment two (2) weeks prior to confirm that the environment is ready for training.
Scheduling Support
GTrans currently has four (4) signup periods per year. Trapeze and GTrans will work in conjunction with each other to determine the exact support activities required and level of effort needed to complete and implement the desired scheduling changes for each signup period as the requirements are expected to change for each one.
Activities may include, but are not limited to, the following types of activities as agreed upon by Trapeze and GTrans:
1. Ancillary Data Management
a. Creation of Signup Period with desired Start and End Dates b. Updates to Holidays and Exception Calendar as required
2. Route Definition
a. Changes to Routes, Patterns, Stop Patterns, Traces, and Pattern Traces as required
3. Trip building
a. Changes to Trips, Trip Times, and Running Times for each service as required
4. Blocking
a. Blocking Scenario Generation based on GTrans parameters
5. Runcutting
a. Runcut Scenario generation based on established GTrans Work Rules
6. Fixed Route Data Management
a. Assistance with running standard FX Data Integrity Checks b. Validating potential schedule data issues
7. Reporting
DocuSign Envelope ID: 6E6DA3D1-2783-4F35-B3CC-40FBD18EADFE www.trapezegroup.com Confidential – Not to be Disclosed Trapeze Professional Services l Page 3 a. Assistance with printing Trapeze reports (including paddles) utilizing the modified schedule data
8. OPS and Clever
a. Technical Support for importing scheduling data into OPS and Clever as required The scope for the training and scheduling support activities performed by Trapeze will be mutually agreed upon between Trapeze and GTrans on a case-by-case basis. Trapeze expects that GTrans will submit a request for support that includes specific details for any training or scheduling changes that may be required. Trapeze will provide a high-level effort estimate to complete the training or scheduling support request, and after approval by GTrans the work will be scheduled accordingly.
2.2.1.3 Schedule Change Implementation Timelines
For each signup period being implemented, the following general timeframes represent the approximate activity periods to successfully operationalize schedule changes.
Timeframe Activities
16 weeks prior to
Signup start date
• GTrans provides notice to proceed to Trapeze for the next signup period (shake up).
• Trapeze begins work to modify ancillary data as required (Signup Start and End Dates, Exception and Holiday Calendar, etc.).
• Additional notice is required for large scale transit network changes that would affect a significant number of routes, trip frequencies, and/or vehicle/operator schedules. Trapeze may assess the nature of these changes to determine if the scale of changes would exceed the available Time and Material budget to implement.
12 weeks prior to
Signup start date
• GTrans finalizes stop, route and schedule data changes. Changes to these schedule elements after 12-week mark may delay the overall project delivery. • Trapeze continues to modify stop, route and schedule data in GTrans’s environment.
6 weeks prior to
Signup start date
• Trapeze completes work on schedules, vehicle blocks and operator run assignments.
• Print Materials/Reports and Runs reviewed with operators/union and changes made as necessary.
• Trapeze provides support for the OPS Schedule Import processes and CAD/AVL import processes.
4 weeks prior to
Signup Start Date
• Posting Deadline for the signup.
Estimates and Timeframes are based on Trapeze’s experience providing scheduling consulting support for transit agencies of similar size and complexity to GTrans. These may be subject to change based on additional DocuSign Envelope ID: 6E6DA3D1-2783-4F35-B3CC-40FBD18EADFE www.trapezegroup.com Confidential – Not to be Disclosed Project Duration l Page 4 discovery discussions throughout each signup period implementation. Trapeze will only invoice the time required to complete requested scheduling changes.
Project Duration
Scheduling support services are expected to be an ongoing engagement. Following receipt of a request for support from GTrans, a mobilization period of up to thirty (30) days may be required to kick off the project and align all resources. Trapeze will work to minimize this mobilization period through proactive planning with GTrans.
Project Management
Trapeze will provide remote project management support on a time and material basis for the duration of the project. The Trapeze project manager will be responsible for the successful planning, design, and execution of the project, including effective stakeholder communication, risk mitigation and meeting project timelines. The project manager will be the key point of contact for GTrans for the duration of the project. Trapeze will also require GTrans to assign a project manager for this implementation. The two project managers will work together to ensure consistent dialogue is maintained through well-established communication channels.
A successful implementation requires effective and timely communication with all project stakeholders.
In addition to the responsibilities outlined above, Trapeze project managers will also provide the following key services:
• Change Management: If any deliverable(s) will need to be changed mid-project, the project manager will identify the impact of the change and initiate necessary actions to ensure timelines and project costs will be adjusted.
Project Assumptions
1. This is a time and materials engagement. All services will be billed monthly as incurred.
2. Any services or requests not identified within this statement of work will be considered outside the scope of this engagement and will need to be addressed through the Trapeze change order process.
3. All Software will take advantage of the existing Trapeze infrastructure, data sources and software unless otherwise stated.
4. All services will be performed utilizing GTrans’s current version of the FX Software.
5. The GTrans scheduling or operations team will be made available and work with the Trapeze technical resource to answer any questions about the proposed changes and to ensure that they are implemented as intended.
DocuSign Envelope ID: 6E6DA3D1-2783-4F35-B3CC-40FBD18EADFE www.trapezegroup.com Confidential – Not to be Disclosed Exhibit A-1 - Budget l Page 5
6. GTrans will provide all detailed run cutting and scheduling changes to Trapeze prior to work commencing.
7. The following scheduling details will be required from GTrans:
a. GTrans will be required to provide any route and pattern changes required to accommodate any Route Definition tasks in FX/BB, including:
i. Stops and Nodes on routes
ii. Possible relief locations
iii. Desired Node and Stop Sequence for route patterns
iv. Desired Street routing/turn by turn if needed for tracing b. GTrans will be required to provide the general headways, running times, trip schedules and service exceptions (e.g., school day trips) by service type (Weekday/Saturday/Sunday) for each route to be used for Trip Building tasks in FX/BB. i. Trapeze can import trips into the Trip Building screens into FX from an Excel or CSV file if trips are listed by route and direction and with alike timing points. c. GTrans will be required to provide information on possible deadhead distances/times and travel distances/times for blocking/runcutting purposes. d. GTrans will be required to provide information on runcutting rules, practices and general desired runcutting goals.
8. The scheduling support estimates assume standard scheduling support services as identified in this Statement of Work. Large scale transit network changes that would affect a significant number of routes, trip frequencies, and/or vehicle/operator schedules may exceed the available Time and Material budget and additional services may be required.
9. Expenses assume a minimum of two weeks' notice is provided by GTrans to Trapeze in advance of any on-site trip being scheduled. Expenses are subject to additional charges if insufficient notice is provided.
10. The delivery of on-site services is conditional on the guidance of the latest travel and health advisories issued by relevant authorities, as well as appropriate workplace safety precautions being implemented at GTrans. Trapeze and GTrans may opt to exercise alternate remote options if on-site services are not feasible.
a. In the event of travel restrictions, Trapeze and GTrans will work together to progress the project remotely and agree upon a revised timeline. This change would not impact the cost of the project.
11. Pricing is valid until July 31, 2023.
Exhibit A-1 - Budget
DocuSign Envelope ID: 6E6DA3D1-2783-4F35-B3CC-40FBD18EADFE www.trapezegroup.com Confidential – Not to be Disclosed Exhibit A-1 - Budget l Page 6 Services for this implementation will be provided on a Time and Materials basis, where all implementation services will be invoiced monthly in accordance with the following time and material billing rates. Expenses will be invoiced on a monthly basis as incurred (if necessary).
Resource Hourly Offsite Rate Hourly Onsite Rate
Project Manager $256.25 $287.50
Implementation Consultant $243.75 $275.00
Trapeze has outlined the estimated services required to successfully support the scheduling services requested by GTrans. Services performed and charged by Trapeze against the Time and Materials budget may include preparation, planning and meeting coordination time.
The estimates below represent “Not-To-Exceed” (NTE) values based on the activities defined in this scope of work, which Trapeze will provide as necessary when requested by GTrans or until GTrans provides written notice that support services are no longer required.
The below table represents a recommended breakdown of onsite and offsite hours. Applying the onsite and offsite rates shown above, GTrans can request to utilize the hours for onsite or offsite services as required as long as the value of $149,555 is not exceeded. Trapeze will provide updates to GTrans on usage as the hours and the NTE budget are utilized.
Implementation Services Offsite Hours Onsite Hours Total Cost Project Management 64 $16,400
Scheduling Support 200 160 $92,750
FX and BB User Training 20 104 $33,475
Expenses* $6,930
Total (USD) $149,555
*Based on local Transportation and subsistence for up to 33 days. No airfare expenses included, if a local resource is not available, the expenses will increase depending on where the resource is traveling from.
DocuSign Envelope ID: 6E6DA3D1-2783-4F35-B3CC-40FBD18EADFE www.trapezegroup.com Confidential – Not to be Disclosed Exhibit A-1 - Budget l Page 7 Thank you for taking the time to review this proposal.
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DocuSign Envelope ID: 6E6DA3D1-2783-4F35-B3CC-40FBD18EADFE