City Council
Report
City Council Meeting: September 13, 2022
Agenda Item: 5.B
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To: Mayor and City Council
From: Edward F King, Director, Department of Transportation, Transit Maintenance Subject: Modification of Contract to Provide Fleet Vehicle Maintenance Data Collection and Analytics
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute a sixth modification to agreement #9508 in the amount of $323,301 with Trapeze Software Group to furnish, deliver, and install additional Vehicle Data Collectors to replace obsolete equipment at the Department of Transportation’s fueling facility and to allow for automatic collection of vehicle mileage data. This modification would also extend the software maintenance contract of the Enterprise Asset Module (EAM) for tracking maintenance work orders, warehouse inventory management, fueling controls, and maintenance management functions from July 1, 2023, through June 30, 2025. This will result in a thirteen-year amended agreement with a new total amount not to exceed $1,940,320, with future year funding contingent on Council budget approval.
Summary
Santa Monica Department of Transportation (DOT), Big Blue Bus division (BBB) currently maintains a software maintenance support contract with Trapeze, Inc. for proprietary software and hardware for its Enterprise Asset Module (EAM), which performs critical maintenance and inventory management functions that are vital to operating a public transportation maintenance program. Trapeze is the exclusive service provider for this product.
This contract includes software and hardware for asset management, preventative maintenance tracking, parts inventory, and fuel consumption tracking. The hardware that supports this system was not designed to collect fueling or mileage data from DOT’s battery electric buses (BEBs), as it was installed before the DOT began its 2 of 4
conversion of the fleet from renewable natural gas to zero-emission and needs to be replaced. This contract will expire on June 30, 2023, with no additional options to renew.
Staff seeks to extend the contract with Trapeze for two additional years to upgrade the system hardware in an amount not to exceed $186,881 for the first year, including $56,958 for a hardware upgrade to DOT’s fuel management system, $129,923 for the extension of its software maintenance agreement, and a 10% contingency. This modification would include an additional $136,420 in its second year for software maintenance with the two-year total not to exceed $323,301.
Discussion
On November 22, 2011, the City Council authorized the City Manager to execute a contract with Trapeze, Inc. to upgrade its existing fleet maintenance system. The system is designed to help DOT track and report on performance and cost accounting to manage its fleet more effectively by providing access to detailed work order, parts, and billing history information, as well as fuel consumption monitoring and other key fleet performance measurement data. DOT uses the Trapeze EAM system to manage its daily maintenance operations and to provide reports and required data to federal, state, and local regulatory bodies and funding sources.
The most important functions of the EAM system are providing asset management, preventative maintenance tracking, parts inventory control, and fuel consumption tracking. The fuel tracking system includes hardware located at DOT’s fuel and wash facility that automatically records the quantity of fuel dispensed and the mileage accumulated for each transit bus. The accurate tracking of mileage is critical to ensuring that transit buses are inspected every 6,000 miles in accordance with federal regulations. Failure to comply with these regulations increases the risk of a mechanical failure impacting transit service and could result in a loss of federal funding which would negatively affect BBB’s ability to replace its fleet of transit buses in a timely manner. 3 of 4
The current hardware that supports the collection of mileage data for transit buses is not set up to retrieve mileage from DOT’s fleet of battery electric buses (BEBs) which were commissioned in April 2022. Staff currently must manually collect mileage data from each of its 19 BEBs and enter it into the EAM system. As DOT purchases and commissions new BEBs in accordance with its fleet replacement plan, this manual process will impose an unsustainable burden on DOT maintenance staff and would require additional resources to support. This contract modification would replace the current hardware responsible for updating the fuel and mileage collection system and will be compatible with the entire bus fleet.
The software maintenance contract extension and modification requested are necessary to continue to provide essential transportation services to customers who depend on DOT each day to get to work and to travel to crucial services such as medical appointments or to stores for groceries and medication. DOT depends on Trapeze’s EAM system to provide safe and reliable service to its customers. Under the current contract #9508, system operations and maintenance support for the EAM system are provided through June 30, 2023. Staff recommends that a modification to contract #9508 be executed to extend the City’s maintenance contract for EAM through June 30, 2025, and to purchase and install updated fuel management hardware and related software.
Past Council Actions
Meeting Date Description
11/22/2011
(Attachment A)
DOT Fleet Maintenance Software upgrade to EAM
04/28/2020
(attachment B)
Modification to Trapeze contracts to extend maintenance agreement through 6/30/2023
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Big Blue Bus fund to increase the amount of the agreement #9508 with Trapeze, Inc. to provide fleet vehicle maintenance data collection and analytics. Future year funding is contingent on Council budget approval.
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Contract Modification Request
Agreement
#
Current
Authorized
Amount
FY 2022-23
Budget Modified
Request Amount
Future
Years’
Request
Amount
CIP Account #
Total
Revised
Contract
Amount
9508 $1,617,019 $186,881 $136,420 C6004770.689000 $1,940,320 Prepared By: David Nanjo, Administrative Analyst
Approved Forwarded to Council
Attachments:
A. 11-22-2011 Big Blue Bus Fleet Maintenance Software Upgrade B. 04-28-2020 Approval of Extension of Software Maintenance Contracts with Trapeze, Inc.
C. 06-07-2022 TRAPEZE OAKS INITIATIVE FORM
D. EAM Contract - Original
E. CSA #9508 - 1st Modification
F. CSA #9508 - 2nd Modification
G. CSA #9508 - 3rd Modification
H. CSA #9508 - 4th Modification
I. CSA #9508 - 5th Modification