City Council
Report
City Council Meeting: November 11, 2024
Agenda Item: 5.C
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To: Mayor and City Council
From: Anuj Gupta, Director of Transportation, Department of Transportation, Transit Planning & Performance
Subject: Approval of Fourth Modification of Agreement with Trapeze Software Group for Scheduling Support Services and Run-cutting Activities for the Department of Transportation
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption 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 fourth modification to agreement #3571 (CCS) in the amount not to exceed $149,000 with Trapeze Software Group for scheduling support services for one additional year for the Department of Transportation. This will result in a six-year amended agreement with a new total amount not to exceed $520,600 with future year funding contingent on budget approval.
Summary
Big Blue Bus (BBB), a division of the Santa Monica Department of Transportation (DOT), operates 194 transit buses across 69 square miles of greater Los Angeles providing more than 800,000 rides each month. DOT’s Transit Planning and Performance Division is responsible for planning and scheduling Big Blue Bus service.
Three times a year, the division develops a service plan with updated operating schedules and service changes informed by customer feedback, historical operational data and the City Council-approved Service, Design, Performance and Evaluation Guidelines. To operationalize each service plan, the division relies on scheduling support services, currently provided by Trapeze Software Group (Trapeze), to create 2 of 4
work runs for operators and related materials (such as run guides, paddles and bid sheets) using DOT-licensed Trapeze vehicle and operator scheduling software. To maintain stability in operationalizing service plans while DOT continues to advance the procurement of a comprehensive vehicle and operator scheduling software system, staff recommends a fourth modification to Trapeze’s agreement for scheduling support services that would extend the term of the contract for one year. This fourth modification would also add $149,000 to the contract for a new not-to-exceed amount of $520,600.
Discussion
On June 9, 2020, the City issued a Request For Proposals (RFP) for transit scheduling support services. The Division required this support to operationalize service planning starting with the September 2020 service change. Trapeze was awarded the contract to provide scheduling support services outlined in the RFP. Trapeze, working with DOT planning staff, configures work runs and related materials based on information provided by DOT staff. By means of a first, second and third modification to the agreement, Trapeze has continued support through the December 2024 service change.
A fourth modification to Trapeze’s scheduling support agreement is needed while DOT engages in the procurement of a comprehensive vehicle and operator scheduling software system that would provide staff the ability to schedule all service changes without the support services provided in this recommendation. Staff expects that the solicitation for this software will be released in early 2025.
The recommended modification will support three (3) service changes, tentatively scheduled for April 2025, August 2025 and December 2025.
Environmental Review
This contract modification is categorically exempt from CEQA pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines 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 3 of 4
modification will allow the City to continue to provide service to Big Blue Bus customers.
Therefore, it can be seen with certainty that the agreement would not result in adverse physical impacts on the environment, and as such, is exempt from CEQA.
Past Council Actions
Meeting Date Description
7/27/2021
(attachment A)
Execute a second modification to Contract 3571 with
Trapeze Software Group, to increase the contract amount by $280,000 (NTE $371,600) and extend the term by two
years, through December 2023
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Big Blue Bus Fund to increase the amount of the contract with Trapeze Software Group for scheduling support services.
Contract Modification Request: Trapeze Software Group
Agreement
#
Current
Authorized
Amount
FY 2024-25
Request
Amount
Future
Years
Amount
Dept Account # Total
Revised
Contract
Amount
3571 $371,600 $75,000 $74,000 60600016.552013 $520,600
Future year funding is contingent on Council budget approval.
Prepared By: Jessica Saks, Administrative Analyst
Approved Forwarded to Council
Attachments:
A. Contract 3571_Original Agreement
B. Contract 3571_1st Modification
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C. Contract 3571_2nd Modification
D. Contract 3571_3rd Modification
E. Levine Act Disclosure
F. Oaks Initiative