City Council
Report
City Council Meeting: May 10, 2022
Agenda Item: 3.A
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To: Mayor and City Council
From: Edward F King, Director, Department of Transportation, Transit Operations Subject: Approval of 13th Modification to Contract with Vontas (formerly Trapeze) for Computer Automated Dispatch/Automatic Vehicle Locator (CAD-AVL) Warranty Support Services
Recommended Action
Staff recommends that City Council authorize the City Manager to negotiate and execute a 13th modification to agreement #8153 in the amount of $720,953 with Vontas, a subsidiary of Trapeze, Inc., to extend the warranty maintenance of the TransitMaster computer-aided dispatch/automated vehicle location (CAD/AVL) system for two additional option years to allow time to implement a new CAD/AVL system procured through a competitive process while ensuring the current system is supported.
This would extend maintenance of the TransitMaster system through June 30, 2025, and result in a new total contract amount not to exceed $6,802,431 with future year funding contingent on Council budget approval.
Summary
The Department of Transportation (DOT), Big Blue Bus (BBB) division uses computeraided dispatch/automated vehicle location (CAD/AVL) technology to manage its fleet of 195 battery-electric and renewable natural gas-powered vehicles. The software provides real-time vehicle location data services and communication with the BBB fleet, without which a system of BBB’s size could not operate. CAD/AVL software and hardware for the fleet is currently provided by a system named TransitMaster by Vontas, Inc.
In 2020, the Vontas system had reached end of life and a competitive procurement was initiated for its replacement. After screening several potential vendors, staff recommended award of a contract to Clever Devices, Ltd, which the City Council 2 of 5
approved in May 2021. To provide seamless continuity of this vital system, staff recommends extending the warranty maintenance contract for Vontas’ proprietary CAD/AVL software and hardware until the new Radio and CAD/AVL systems are fully implemented and operational in 2024.
The existing software and hardware maintenance contract extension with Vontas is necessary to continue to provide essential transportation services to customers who depend on Big Blue Bus (BBB) each day while the new system is being installed and tested.
Staff recommends amending the warranty maintenance contract with Vontas for a oneyear extension for $228,715 in FY2022-23, as well as adding two one-year renewal options for a total three-year amount not to exceed $720,953. This would result in a total 22-year amended agreement with a new total contract amount not to exceed $6,802,431, with future year funding contingent on Council budget approval.
Discussion
Since 2002, BBB has used the same computer-aided dispatch/automated vehicle location (CAD/AVL) software. Originally purchased from Siemens under the brand name Advanced Fleet Management System (AFMS), the software system was later acquired by Continental Motor Systems, Inc., and then by Trapeze, Inc. Under Trapeze, the system was rebranded TransitMaster. In 2020, Trapeze, Inc. divided their products between two divisions, with TransitMaster now being delivered by Vontas.
The CAD/AVL system applies intelligent transportation system (ITS) technologies to track and manage all BBB fixed route service vehicles. The Vontas TransitMaster software and hardware allows BBB to provide more efficient and effective management of its transit system by monitoring and improving schedule adherence, operational efficiency, and quality of service; managing BBB’s voice and data radio-communications systems between vehicles and dispatch center; reducing travel times and operating, training, and maintenance costs; improving operator and customer safety; providing customers with real-time transit and traffic information; and providing reporting of 3 of 5
information required under FTA regulations. Furthermore, TransitMaster provides crucial vehicle location data to third-party apps that provide real-time location information to customers. TransitMaster is the backbone of many operational processes and interfaces with critical internal and external technologies required by a system of BBB’s size.
An extension of this agreement is necessary until the new CAD/AVL Voice over Internet Protocol (VoIP) system with Clever Devices is implemented and fully operational. While the new CAD/AVL implementation is expected to take approximately two to three years and estimated to be completed by June 30, 2024, two optional one-year extensions of the existing CAD/AVL system with Vontas, through the end of FY2024-25, are being requested out of an abundance of caution to ensure sufficient time is provided to transition to the new CAD/AVL system.
Vendor Selection
Staff recommends Vontas to provide warranty maintenance on their fleet communication CAD-AVL software as an exception to the competitive process due to the proprietary nature of the TransitMaster software and hardware. The warranty maintenance support by Vontas for their software is crucial to ensure that the radio communications and vehicle location services continue uninterrupted, ensuring safer, more efficient operation of BBB’s transit system. This meets the City’s exception to competitive bidding criteria as this service is only available from a single License Holder, as stated in Santa Monica Municipal Code Section 2.24.250 (b).
A new CAD-AVL system was selected through a competitive procurement in 2021.
Award of a contract for radio communication and CAD-AVL services to Clever Devices was adopted by Council on May 25, 2021. This extension of the contract with Vontas will ensure continuity of radio and CAD-AVL service until the new system is installed and fully operational in 2024.
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Past Council Actions
Meeting Date Description
4/28/2020
(attachment A)
Approval of Extension of Software Maintenance Contracts with Trapeze, Inc.
5/25/21
(attachment B)
Award Contracts to Procure, Install, and Maintain Transit Radio and Computer-Aided Dispatch/Automatic Vehicle Location
(CAD/AVL) Systems at Big Blue Bus, Department of Transportation Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Big Blue Bus Fund to increase the amount of the contract with Vontas for the TransitMaster system in an amount not-toexceed $720,953 over one base year, FY2022-23, and two option years, FY2023-24, and FY2024-25. Each option year is competitively priced with a moderate inflation escalator of 4% (base year) and 5% for the option years. Funds are available in the CIP budget. Future year funding is contingent on Council budget approval. 5 of 5
Contract Modification Request
Agreement
#
Current
Authorized
Amount
FY 2022-23
Budget
Modified
Request Amount
Future Years’
(FY2023-24 and
2024-25)
Modified
Request Amount
CIP Account #
Total Revised
Contract
Amount
8153 $6,081,478 $228,715 $492,238 C6004770.689000 $6,802,431 Prepared By: Barbara Andres, Executive Administrative Assistant Approved Forwarded to Council
Attachments:
A. 4060-Approval of Extension of Software Maintenance Contracts with Trapeze, Inc. (Web Link)
B. 4291-Award Contracts to Procure, Install, and Maintain Transit Radio and Computer-Aided Dispatch/Automatic Vehicle Location (CAD/AVL) Systems (Web Link)
C. AFMS Contract #8153 - Agreement
D. Change Order #6
E. Change Order #7
F. Change Order #8
G. Change Order #9
H. Change Order #10
I. Change Order #11
J. CSA_Twelfth_Mod_Vontas_Transit_Master_9-20-21
K. 2022 OAKS INITIATIVE FORM for Vontas - signed