TO: HONORABLE MAYOR
AND CITY COUNCIL
FROM: Drew Corbett
SUBJECT: See Below DATE: November 12, 2024
Approved
Date:
11/19/24
COUNCIL DISTRICT: Citywide
SUBJECT: Report on Request for Proposal for a Data Analytics Platform and Transportation Related Data System
RECOMMENDATION
Accept this report on the Request for Proposal and adopt a resolution authorizing the City Manager or her designee to:
a. Negotiate and execute an agreement with CommunityLogiq Software Inc. for a Data Analytics Platform (Package A) with an initial three-year term beginning on or about January 31, 2025 and ending on or about January 30, 2028, or as may be adjusted to align with the software renewal term, with a maximum compensation not to exceed $1,095,000;
b. Negotiate and execute an agreement with Replica for a Transportation-Related Data System (Package B) with an initial two-year term beginning on or about December 2024 and ending on or about December 30, 2026, or as may be adjusted to align with the software renewal term, with a maximum compensation not to exceed $291,400;
c. Negotiate and execute amendments and change orders for unanticipated changes in requirements for a contingency amount not to exceed $109,500 for Package A;
d. Negotiate and execute amendments and change orders for unanticipated changes in requirements for a contingency amount not to exceed $29,140 for Package B;
e. Exercise up to four one-year options to extend the term of the agreement for Package A resulting in a possible maximum term of seven years, subject to the appropriation of funds; and
COUNCIL AGENDA: 12/3/24
FILE: 24-2257
ITEM: 2.12
HONORABLE MAYOR AND CITY COUNCIL
November 12, 2024
Subject: Report on Request for Proposal for a Data Analytics Platform and Transportation-Related Data System
f. Exercise up to five one-year options to extend the term of the agreement for Package B resulting in a possible maximum term of seven years, subject to the appropriation of funds.
SUMMARY AND OUTCOME
Authorizing the City Manager or her designee to take these actions provides City staff with a data analytics platform and a transportation-related data system. The new data analytics platforms will leverage current technology and provide machine learning, artificial intelligence, and data science as a service within the City while the transportation-related data will be analyzed to understand travel behaviors, traffic movements, patterns, and mobility. The Department of Transportation is currently developing a Decision Support System that will help quantify the impact of planned projects on various City metrics, such as mode share and vehicle miles traveled. The Decision Support System will also help create a prioritized list of projects based on their impact on the City’s metrics. In order to do this, the Decision Support System needs access to data that will be acquired through Package B of this Request for Proposal (RFP). Once the Decision Support System is completed, it will be hosted on the data analytics platform acquired through Package A of this RFP, along with other use cases.
BACKGROUND
The City requires advanced capabilities to process large volumes of data for machine learning and advanced analytics to support both prescriptive and predictive decision- making. To address this need, the City issued a two package RFP. Package A was for a comprehensive data analytics solution to enable the City to implement a full-stack, cloud-based platform that can efficiently ingest, process, and normalize structured, unstructured, and semi-structured data of varied sizes from diverse sources. Package A was conceived by the City’s Vision Zero initiative to reduce traffic fatalities and injuries and to create a data dashboard to track crashes in relationship to other types of data.
The proposed solution will not only serve as a robust data analytics platform but will also provide the City access to data engineering and data science services. These services are critical for leveraging machine learning and advanced analytics capabilities to create actionable data products on the cloud platform. This will enable the City to utilize data more effectively to establish, refine, and enhance policy decisions and service delivery.
HONORABLE MAYOR AND CITY COUNCIL
November 12, 2024
Subject: Report on Request for Proposal for a Data Analytics Platform and Transportation-Related Data System
Package B was for a comprehensive traffic data collection and analysis system. The City requires traffic data, such as turning movement counts, traffic volume counts, pedestrian and bicycle counts, and other key metrics to assess the performance of the City’s transportation system. Traditionally, this data is collected on a one-time basis for specific studies or projects, presenting challenges in accessing a large volume of traffic data across different geographical areas and timeframes due to availability and cost constraints. The solution sought through Package B will provide the City with a robust source of traffic data to enhance its ability to conduct continuous and comprehensive traffic monitoring and assessment. This data will improve traffic analysis, support the implementation of enhanced traffic management strategies, update the City’s Decision Support System, and help the City to optimize its transportation system and promote sustainable urban mobility.
ANALYSIS
In February 2024, the Finance Department released an RFP for a data analytics platform (Package A) and a transportation-related data system (Package B) through the City's e-procurement system, Biddingo. Over 10,000 vendors were notified by Biddingo of the bid opportunity in their daily bid notifications and 20 companies viewed the RFP.
Vendors could submit proposals for one or both packages. Fourteen vendors submitted proposals prior to the submittal deadline. Nine vendors submitted proposals for Package A only, six vendors submitted proposals for Package B only, and one vendor submitted proposals for both packages.
Evaluation Process: The submitted proposals were independently evaluated and scored in accordance with the evaluation criteria set forth in the RFP. Package A was evaluated by a five-member evaluation team while package B was evaluated by a three- member evaluation team. Evaluator teams were compromised of employees from the Department of Transportation, San José Public Library, and Information Technology Department. The highest scoring vendors for each package then participated in a technology, security, and privacy review. Evaluation results are summarized in Table 1 below.
Package A: Data Analytics Platform
Nine proposals were received for this package. Following the initial evaluation, the highest scoring vendor participated in the technology, security, and privacy review
HONORABLE MAYOR AND CITY COUNCIL
November 12, 2024
Subject: Report on Request for Proposal for a Data Analytics Platform and Transportation-Related Data System
Table 1 – Package A - Evaluation Results
Score Without Oral
Interview/Demo
Points
Available Carahsoft
CommunityLogiq
Software Inc
DiLytics
Inc
Parsons
Transportation
Group, Inc
Protiviti
Government
Services
SAS
Institute
SDG
Consulting
US Inc
Syntasa
Corporation
Up2date
Technology
Solutions
LLC
Technology,
Security, and
Privacy Review
Pass/fail N/A Pass N/A N/A N/A N/A N/A N/A N/A
General
Requirements
10 3 9 9 9 6 6 7 8 5
Experience and
Qualifications
15 6 13 11 12 10 9 10 7 5
Project
Approach/Schedule
15 7 14 6 10 10 10 10 11 8
Technical
Capabilities
30 5 24 19 21 18 20 19 19 9
Local Business
Enterprise
5 0 0 0 5 0 0 0 0 5
Small Business
Enterprise
5 0 0 0 0 0 0 0 0 5
Cost Form 20 0 19 10 16 20 6 7 12 3
TOTAL SCORE 100 21 79 55 73 64 51 53 57 40
HONORABLE MAYOR AND CITY COUNCIL
November 12, 2024
Subject: Report on Request for Proposal for a Data Analytics Platform and Transportation-Related Data System
Package B: Transportation-Related Data
Six proposals were received for this package. Following the initial evaluation, the highest scoring vendor participated in the technology, security, and privacy review. The results are summarized in Table 2 below.
Table 2 – Package B - Evaluation Results
Score Without Oral
Interview/Demo
Points
Availabl
e
Cambridg
e
Systemati
cs, Inc
CITYDAT
A
INRI
X,
Inc
Replic
a
Streetlig
ht Data,
Inc
Up2Date
Technolo
gy
Solutions
Technology, Security,
and Privacy Review
Pass/fail N/A N/A N/A Pass N/A N/A
General
Requirements
10 9 8 7 9 9 5
Experience and
Qualifications
15 13 11 12 14 14 4
Project
Approach/Schedule
15 11 9 6 15 13 3
Technical Capabilities 30 18 24 18 25 21 3
Local Business
Enterprise
5 0 0 0 0 0 5
Small Business
Enterprise
5 0 0 0 0 0 5
Cost Form 20 3 2 20 3 2 0
TOTAL SCORE 100 54 54 63 66 59 25
Local and Small Business Enterprise Preference: In accordance with San José Municipal Code, Section 4.12.320, f ive percent of the total evaluation points were reserved for the local businesses and percent of the points was reserved for local and small businesses. Up2Date Technology Solutions requested and received the local and small business preference points and Parsons Transportation Group, Inc received the local business preference points.
Protest: The City RFP process included a 10-day protest period that began when the City issued the Notice of Intended Award on August 30, 2024. No protests were received.
Award Recommendations: Based on the evaluation results, staff recommends awarding the contract for Package A to CommunityLogiq Software Inc. and the contract for Package B to Replica, as the highest-ranked proposers for their respective packages.
HONORABLE MAYOR AND CITY COUNCIL
November 12, 2024
Subject: Report on Request for Proposal for a Data Analytics Platform and Transportation-Related Data System
Staff conducted reference checks on the proposed awardees for both Package A and Package B. All references provided positive feedback, confirming the vendors' capabilities and suitability to meet the City's requirements for their respective solutions.
Summary of Agreement
This RFP is structured as a two-package solicitation and will result in two separate agreements.
The agreement with CommunityLogiq for Package A will be in accordance with the City's standard terms and conditions and will include several key provisions: a detailed scope of work to ensure all services comply with City requirements; a project implementation plan and schedule; fixed, not-to-exceed pricing for the initial three-year term; and four one-year options to extend the agreement through January 30, 2031, or as may be adjusted to align with the software renewal term. During the option terms, any vendor requests for pricing adjustments will be considered by the City based on the Producer Price Index, with a maximum increase of three percent over the prior year.
The agreement with Replica, Inc. for Package B will also be in accordance with the City’s standard terms and conditions and will include the following provisions: a detailed scope of work to ensure all services comply with City requirements; a project implementation plan and schedule; fixed, not-to-exceed pricing for the initial two-year term; and five one-year options to extend the agreement through December 30, 2031, or as may be adjusted to align with the software renewal term. During the option terms, any vendor requests for pricing adjustments will be considered by the City based on the Producer Price Index, with a maximum increase of three percent over the prior year.
EVALUATION AND FOLLOW-UP
This memorandum will not require any follow-up from staff.
COST SUMMARY/IMPLICATIONS
The total recommended Package A amount is not to exceed $1,204,500, which is composed of the agreement amount of $1,095,000 and the contingency amount of $109,500. Costs for 2024-2025 consist of implementation services for $60,000, which will be funded by the Construction Excise Tax Fund. This implementation cost for Package A will be incurred in the 2024-2025 Fiscal Year. First year subscription costs for Package A are anticipated to be incurred starting in the 2025-2026 Fiscal Year and will be included as part of the base budget development in the year.
The total recommended amount for Package B is not to exceed $320,540, which is composed of the agreement amount of $291,400 and the contingency amount of
HONORABLE MAYOR AND CITY COUNCIL
November 12, 2024
Subject: Report on Request for Proposal for a Data Analytics Platform and Transportation-Related Data System
$29,140. Costs for 2024-2025 include the first-year subscription amount of $145,700, which will be funded by the Construction Excise Tax Fund.
The 10% contingency will be used for any unanticipated need for additional customizations, additional licensing, upgrades, etc. Use of the contingency will require future executed agreement amendments or change orders. Costs for any future extensions or amendments for either of the agreements to support operations, maintenance, software support, and as needed miscellaneous services will be appropriated as needed as part of a future budget process.
Future year software subscriptions include ongoing impacts to the General Fund.
Package A is expected to have an ongoing cost implication of $345,000 and Package B is expected to have an ongoing cost implication $145,700, as described in the cost elements below. These subscription costs will be included in the base budget for the General Fund in the 2025-2026 Non-personal budget.
1. TOTAL COST OF AGREEMENTS
Package A Agreement Amount $1,204,500
Package B Agreement Amount $320,540
TOTAL AGREEMENT AMOUNT FOR BOTH
PACKAGES
$1,525,040
2. COST ELEMENTS
a. PACKAGE A COST ELEMENTS
Three-Year Initial Term
- One-Time Implementation Services $60,000
- 1st Year Software Subscription $345,000
- 2nd Year Software Subscription $345,000
- 3rd Year Software Subscription $345,000
AGREEMENT NOT-TO-EXCEED TOTAL
(THREE-YEAR INITIAL TERM)
$1,095,000
CONTINGENCY AMOUNT
(subject to an executed change order or amendment)
$109,500
GRAND TOTAL NOT-TO-EXCEED TOTAL (Three-Year
Initial Term) $1,204,500
HONORABLE MAYOR AND CITY COUNCIL
November 12, 2024
Subject: Report on Request for Proposal for a Data Analytics Platform and Transportation-Related Data System
b. PACKAGE B COST ELEMENTS
Two-Year Initial Term
- One-Time Implementation Services $0,000
- 1st Year Software Subscription $145,700
- 2nd Year Software Subscription $145,700
AGREEMENT NOT-TO-EXCEED TOTAL (Two-Year Initial
Term)
$291,400
CONTINGENCY AMOUNT
(subject to an executed change order or amendment)
$29,140
GRAND TOTAL NOT-TO-EXCEED TOTAL (Two-Year
Initial Term) $320,540
BUDGET REFERENCE
The table below identifies the funds and appropriations to fund the recommended actions to extend the existing agreement as part of this memorandum.
Fund
No.
Appn
No.
Appropriation
Name
Total
Appropriation
Amount for
Agreements
2024-
2025
Adopted
Capital
Budget
Page
Last
Budget
Action
(Date,
Ord. No.)
465 411S Access and
Mobility Plan
$250,000 $205,700* 890 6/18/2024,
31102
* This amount is to fund the implementation costs for Package A ($60,000) and the first- year subscription fees for Package B ($145,700) agreements.
COORDINATION
This memorandum has been coordinated with the City Attorney’s Office, the City Manager’s Budget Office, the Information Technology Department, and the Department of Transportation,
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the December 3, 2024 City Council meeting.
HONORABLE MAYOR AND CITY COUNCIL
November 12, 2024
Subject: Report on Request for Proposal for a Data Analytics Platform and Transportation-Related Data System
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
CEQA
Not a Project, File No. PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/
DREW CORBETT
Acting Director of Finance
For procurement- and contract-related questions, please contact Albie Udom, Deputy Director of Finance – Purchasing and Risk Management, at [email protected]
. For program-related questions on Package A, please
contact Arti Tangri, Enterprise Technology Manager, at [email protected]. For program-related questions on Package B, please contact Jessica Zenk, Deputy Director of Transportation, at [email protected].