City Council
Report
City Council Meeting: February 28, 2023
Agenda Item: 5.D
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To: Mayor and City Council
From: Edward F King, Director, Department of Transportation, Finance & Administrative Services
Subject: Authorization of 6th Modification to Contract #8928 with Trapeze, Inc. for Vehicle and Operator Scheduling Systems
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
2. Authorize the City Manager to negotiate and execute a sixth modification to #8928 (CCS) for $527,781 with Trapeze Group to extend maintenance support of the Trapeze operator and vehicle scheduling systems for two additional years through June 30, 2025, to configure the operator scheduling module to accommodate a shortened workweek in an effort to improve operator work-life balance for staff retention purposes, to add up to two additional absence codes to the OPS Timekeeping module, and to train staff on the use of the Timekeeping module. This will result in a 13-year amended agreement with a new total amount not to exceed $3,666,991 with future year funding contingent on Council budget approval.
Summary
The Department of Transportation’s Big Blue Bus division (BBB) maintains a warranty contract with Trapeze Group to support proprietary software and hardware for modules that perform various functions required to operate a public transportation system.
Trapeze is the exclusive service provider for these proprietary products. The final option year for this contract with Trapeze expires on June 30, 2023. 2 of 6
This contract, #8928 (CCS), covers support for a group of integrated products that manage vehicle scheduling, operator work assignment scheduling, operations payroll and data management, and the collection, analysis, and transfer of vehicle and operator scheduling data to other systems critical to the efficient management of a transit system of BBB’s size and scope. One of the BBB systems with which these Trapeze modules interface is the new computer-aided-dispatch/automated vehicle location (CAD-AVL) and voice-over-internet protocol (VoIP) radio system that is currently being implemented by Clever Devices. The CAD-AVL/radio system implementation, which is proceeding on time and under budget, is expected to wrap up late in FY2023-24.
A sixth modification covering two additional one-year options is therefore needed to extend the contract with Trapeze to ensure the continuity of services throughout the implementation of the new CAD-AVL system, and to allow staff to make improvements to Motor Coach Operator (MCO) schedules to provide for a 4-day workweek. A contract extension will also allow BBB to complete a competitive procurement process for a new vehicle and operator scheduling system as the current system has been in use since 2009. An extension of two additional option years through June 30, 2025, will allow adequate time for both the procurement and installation of a new vehicle and operator scheduling system, and the installation and implementation of BBB’s new CAD-AVL/ radio system.
Discussion
BBB uses Trapeze software systems to manage its daily operations and to provide reports and required data to federal, state, and local regulatory bodies and funding sources. Contract #8928 with Trapeze allows BBB to operate and maintain its Operator Management (OPS) and Planning (BlockBuster and FX) software systems.
Trapeze OPS tracks work assignments, motor coach operator sign-in, accidents, incidents, training, certifications, and operator communications via interactive voice response and web, as well as performing payroll management functions. The Trapeze OPS module also provides staff with data to ensure daily schedule efficiencies, and that all MCO hours comply with Federal and State mandated driving work rules for MCOs. 3 of 6
Trapeze BlockBuster and FX facilitate the planning and scheduling of the work assignments that are then managed by OPS. The scope of services for contract #8298 also includes maintenance of several vital Trapeze sub-modules, including InfoCom and Mapmaker, which support motor coach operator (MCO) communications and scheduling adjustments respectively, as well as OPS-SIT (MCO Sign-on Terminal) a clocking-in system; OPS Interactive Voice Response and OPS Web which support communications with Motor Coach Operators; and other planning and operations functions.
In 2022, a fifth modification to contract #8928 added the Trapeze modules OPS-MON and TSDE to facilitate the flow of data from OPS to the CAD/AVL system currently being installed. The implementation of OPS-MON and TSDE is underway and will be completed within the next few months.
BBB will be engaging in a competitive procurement process in 2023 to replace the vehicle and operator scheduling systems, which last underwent a major upgrade in 2017. However, since the procurement and implementation processes will take months to complete, staff recommends extending the existing contract. Extending this contract will ensure BBB’s existing system remains supported for the duration of the competitive procurement and implementation process and throughout the implementation of the new CAD/AVL-radio system with which the systems under this contract interface. It is therefore recommended that the contract be extended for two additional option years through June 30, 2025. The cost of two years of warranty maintenance support for all modules covered by Contract #8928 is $426,780.
In addition to the two option-year warranty extensions, two other tasks are included in this sixth modification:
1. Due to the complexity of the OPS system as well as staffing changes in recent years since the last upgrade and training, staff requested that Trapeze do a health check of the timekeeping module that manages timekeeping for nearly 300 motor coach operators, make recommendations for usage and training, and deploy up to two new absence codes.
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2. As part of a retention strategy aimed at providing more flexible work scheduling options for MCOs, staff will be piloting a four-day work schedule with 10-hour work runs and three days off weekly. The OPS operator scheduling system is currently not configured to offer this schedule, so customization is required by Trapeze to be able to implement it.
Table 1, below, shows the cost breakdown of all services covered by the proposed 6th modification.
Table 1
Item Cost
Maintenance Support original modules July 1, 2023-June 30, 2024 $192,749.00 Maintenance Support original modules July 1, 2024-June 30, 2025
$206,695.00
Maintenance Support new modules under 5th mod. July 1, 2024- June 30, 2025
$27,336
OPS compressed workweek configuration services $53,500
OPS new absence codes (up to 2) and timekeeping health check and training S47,501
$527,781
Environmental Review
The contract modification is categorically exempt from CEQA pursuant to Section 15061(b)(3) of the CEQA Guidelines. The contract modification is covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The modification will provide the City with software and hardware for modules required to operate a public transportation system. Therefore, it can be seen with certainty that the proposed modification would not result in adverse physical impacts on the environment, and as such, is categorically exempt from CEQA.
Past Council Actions
Meeting Date Description
4/28/2020 Approval of Extension of Software Maintenance Contracts 5 of 6
(attachment A) with Trapeze, Inc.
5/25/2021 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 available funding from the Big Blue Bus Fund to increase the amount of contract #8928 with Trapeze Group for the additional two years of maintenance support through June 30, 2025, as well as support for the OPS Timekeeping module and the configuration and implementation of the OPS software to allow for a 4-day work week for MCOs.
Contract Modification Request
Agreement #
Current
Authorized
Amount
FY 2022-23
Request
Amount
Future Years
Request
Amount
Dept/CIP Account
#
Total Revised
Contract
Amount
8928 $ 3,139,210 $101,001 $426,780 C6004770.689000 $3,666,991 Future year funding is contingent on Council budget approval.
Prepared By: Barbara Andres, Customer Experience and Innovation Administrator
Approved Forwarded to Council
Attachments:
A. Approval of Extension of Software Maintenance Contracts with Trapeze, Inc. (Web Link)
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B. Award Contracts to Procure, Install, and Maintain Transit Radio and ComputerAided Dispatch/Automatic Vehicle Location (CAD/AVL) Systems at Big Blue Bus, Department of Transportation (Web Link)
C. CCS 8928 - Original Agreement
D. CCS 8928 1st Change Order
E. CCS 8928 - 2nd Change Order
F. Trapeze_OPS_3rd_Change Order
G. 04 Trapeze OPS - 4th Change Order
H. Trapeze OPS-FXBBB CSA 5th Modification
I. OAKS INITIATIVE FORM_Trapeze_June 2022