1 SECOND MODIFICATION OF AGREEMENT NO. 3571 (CCS)
This Second Modification of Agreement Number 3571 (CCS) (“Second Modification”), entered into as of _________________(“Execution Date”), by and between the City of Santa Monica, a municipal corporation (“City”), and Trapeze Software Group, Inc. (Trapeze) is made with reference to the following:
RECITALS
A. On or about August 11, 2020 the City and Trapeze entered into Agreement Number 3571 (CCS) for Scheduling Services (“Original Agreement”).
B. On or about June 18, 2021 the City and Trapeze entered into a First Modification of Agreement Number 3571 (CCS) (“First Modification”) which extended the contract term, included additional services to be performed by Trapeze and increased the contract price to pay for the additional services. The Original Agreement and First Modification may be referred to collectively herein as “the Agreement.” C. The City and Trapeze desire to modify the Agreement to extend the contract term, include additional services to be provided by Trapeze, and to increase the contract price to pay for additional scheduling service, on terms and conditions set forth herein.
TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Agreement as follows:
1. Section 1 of the Agreement entitled “Term” shall be deleted in its entirety and replaced with the following paragraph:
Term. This Agreement begins on the Execution Date and terminates on December 31, 2023 unless terminated earlier as set forth in the Agreement or extended by the parties in writing.
2. Section 2 of the Agreement entitled “Trapeze Services” shall be modified by adding the following paragraph:
Additional Services. Trapeze will perform all of the additional services (“Additional Services”) described in Exhibit A-2, Scope of Services. Trapeze will complete the Additional Services in accordance with Exhibit B-2, Budget.
3. Section 4 of the Agreement entitled “Compensation” shall be modified by adding the following paragraph:
Compensation. The City will compensate Trapeze for the Additional Services in an amount not to exceed $280,000 as set forth in Exhibit B2. The total contract price for services pursuant to the Original Agreement, the First Modification, and this Second Modification shall not exceed $371,600
DocuSign Envelope ID: ADC000B5-3DAF-4ABA-B7F7-99698DBDD2D2 9/22/2021
2 4. Exhibit A-2 and Exhibit B-2 are attached hereto and incorporated herein by this reference.
5. Except as expressly modified by this Second Modification, all other terms and conditions of the Agreement shall be and remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Second Modification as of the date and year first written above.
ATTEST:
______________________________
DENISE ANDERSON-WARREN
City Clerk
APPROVED AS TO FORM:
______________________________
LANE DILG
City Attorney
CITY OF SANTA MONICA,
a municipal corporation
By: ______________________________
RICK COLE
City Manager
ABC Corporation
#VENDOR
By: _______________________________
DocuSign Envelope ID: ADC000B5-3DAF-4ABA-B7F7-99698DBDD2D2 Interim City Attorney
George Cardona
9/22/2021 dm
VP, Finance
Deborah Mills
9/22/2021
John Jalili
9/22/2021
Interim City Manager
Nikima Newsome
9/27/2021
Assistant City Clerk
3 Exhibit A-2
Scope of Services
DocuSign Envelope ID: ADC000B5-3DAF-4ABA-B7F7-99698DBDD2D2 Submitted by:
Chris Moucha, Sales Specialist
Tel: (614) 499-2093
[email protected]
Santa Monica Municipal Bus Lines (Big Blue Bus)
Extended Scheduling Support
Statement of Work
September 16, 2021
DocuSign Envelope ID: ADC000B5-3DAF-4ABA-B7F7-99698DBDD2D2 www.trapezegroup.com Confidential – Not to be Disclosed Table of Contents Table of Contents
Introduction ............................................................................................................................................ 1 Trapeze Professional Services ............................................................................................................... 1 Personnel 1
Project Scope 1
Implementation Timelines ...................................................................................................................... 2 Project Budget ........................................................................................................................................ 3 Project Duration ...................................................................................................................................... 3 Project Management .............................................................................................................................. 4 Project Assumptions ............................................................................................................................... 4 DocuSign Envelope ID: ADC000B5-3DAF-4ABA-B7F7-99698DBDD2D2 www.trapezegroup.com Confidential – Not to be Disclosed Introduction l Page 1 Introduction
Santa Monica Municipal Bus Lines (Big Blue Bus) has requested support services for fixed route scheduling from Trapeze. This implementation is expected to take place over a three-year period. The purpose of this document is to provide Big Blue Bus with a quote and scope of work for the extended fixed route scheduling activities. This document will outline the scope and the effort required from both Trapeze and Big Blue Bus.
Trapeze Professional Services
Personnel
To ensure successful completion of this implementation, Trapeze will utilize the following professional services personnel:
Project Manager: The centralized point of contact for the project. The project manager is responsible for coordinating project schedules, deliverables and resources required to deliver the scheduling services as identified in this statement of work.
Technical Product Specialist(s): The primary technical point(s) of contact supporting the Scheduling services project.
Project Scope
Trapeze will provide Time and Material services to support implementing regular signup period (Shakeup Period) changes to Big Blue Bus’s fixed route schedules over a three-year period. Trapeze and Big Blue Bus will work in conjunction with each other to determine the exact support activities required and level of effort needed to complete and implement the desired scheduling changes for each signup period.
Activities may include, but are not limited to, the following types of activities as agreed upon by Trapeze and Big Blue Bus:
1. Ancillary Data Management
a. Creation of Signup Period with desired Start and End Dates b. Updates to Holidays and Exception Calendar as required
2. Route Definition
a. Changes to Routes, Patterns, Stop Patterns, Traces, and Pattern Traces as required
3. Trip building
a. Changes to Trips, Trip Times, and Running Times for each service as required
4. Blocking
DocuSign Envelope ID: ADC000B5-3DAF-4ABA-B7F7-99698DBDD2D2 www.trapezegroup.com Confidential – Not to be Disclosed Implementation Timelines l Page 2 a. Blocking Scenario Generation based on Big Blue Bus parameters
5. Runcutting
a. Runcut Scenario generation based on established Big Blue Bus Work Rules
6. Fixed Route Data Management
a. Assistance with running standard FX Data Integrity Checks b. Validating potential schedule data issues
7. Reporting
a. Assistance with printing Trapeze reports (including paddles) utilizing the modified schedule data
8. OPS and TransitMaster (TM)
a. Technical Support for importing scheduling data into OPS and TM as required The scope for the scheduling support activities performed by Trapeze will be mutually agreed upon between Trapeze and Big Blue Bus on a case-by-case basis. Trapeze expects that Big Blue Bus will submit a request for support that includes specific details for any scheduling changes that may be required. Trapeze will provide a high-level effort estimate to complete the scheduling support request, and after approval by Big Blue Bus the work will be scheduled accordingly.
Implementation Timelines
For each signup period being implemented, the following general timeframes represent the approximate activity periods to successfully operationalize schedule changes.
Timeframe Activities
16 weeks prior to
Signup start date
Big Blue Bus provides notice to proceed to Trapeze for the next signup period (shake up).
Trapeze begins work to modify ancillary data as required (Signup Start and End Dates, Exception and Holiday Calendar, etc.).
Additional notice is required for large scale transit network changes that would affect a significant number of routes, trip frequencies, and/or vehicle/operator schedules. Trapeze may assess the nature of these changes to determine if the scale of changes would exceed the available Time and Material budget to implement.
12 weeks prior to
Signup start date
Big Blue Bus finalizes stop, route and schedule data changes. Changes to these schedule elements after 12-week mark may delay the overall project delivery. Trapeze continues to modify stop, route and schedule data in Big Blue Bus’s environment.
DocuSign Envelope ID: ADC000B5-3DAF-4ABA-B7F7-99698DBDD2D2 www.trapezegroup.com Confidential – Not to be Disclosed Project Budget l Page 3 6 weeks prior to
Signup start date
Trapeze completes work on schedules, vehicle blocks and operator run assignments.
Print Materials/Reports and Runs reviewed with operators/union and changes made as necessary.
Trapeze provides support for the TM Import-Merge and OPS Schedule Import processes.
4 weeks prior to
Signup Start Date
Posting Deadline for the signup.
Estimates and Timeframes are based on Trapeze’s experience providing scheduling consulting support for transit agencies of similar size and complexity to Big Blue Bus. These may be subject to change based on additional discovery discussions throughout each signup period implementation. Trapeze will only invoice the time required to complete requested scheduling changes.
Project Budget
Services for this implementation will be provided on a Time and Materials basis, where all implementation services will be invoiced monthly in accordance with the following time and material billing rates. Expenses will be invoiced on a monthly basis as incurred (if necessary).
Resource Hourly Offsite Rate Hourly Onsite Rate
Project Manager $231.25 $256.25
Technical Product Specialist $218.75 $243.75
Trapeze has outlined the estimated services required to successfully support the scheduling services requested by Big Blue Bus.
The estimates below represent “Not-To-Exceed” (NTE) values based on the activities defined in this scope of work, which Trapeze will provide as necessary when requested by Big Blue Bus or until Big Blue Bus provides written notice that support services are no longer required.
Implementation Services Offsite Hours Total Cost
Project Management 120 $27,750
Scheduling Support 1152 $252,000
Total 1272 $279,750
Project Duration
DocuSign Envelope ID: ADC000B5-3DAF-4ABA-B7F7-99698DBDD2D2 www.trapezegroup.com Confidential – Not to be Disclosed Project Management l Page 4 Scheduling support services are expected to be an ongoing engagement for up to three (3) years. Following receipt of a request for support from Big Blue Bus, a mobilization period of up to thirty (30) days may be required to kick off the project and align all resources. Trapeze will work to minimize this mobilization period through proactive planning with Big Blue Bus.
Project Management
Trapeze will provide remote project management support on a time and material basis for the duration of the project. The Trapeze project manager will be responsible for the successful planning, design, and execution of the project, including effective stakeholder communication, risk mitigation and meeting project timelines. The project manager will be the key point of contact for Big Blue Bus for the duration of the project. Trapeze will also require Big Blue Bus to assign a project manager for this implementation. The two project managers will work together to ensure consistent dialogue is maintained through well-established communication channels.
A successful implementation requires effective and timely communication with all project stakeholders.
In addition to the responsibilities outlined above, Trapeze project managers will also provide the following key services:
Change Management: If any deliverable(s) will need to be changed mid-project, the project manager will identify the impact of the change and initiate necessary actions to ensure timelines and project costs will be adjusted.
Project Assumptions
1. This is a time and materials engagement. All services will be billed monthly as incurred.
2. Any services or requests not identified within this statement of work will be considered outside the scope of this engagement and will need to be addressed through the Trapeze change order process.
3. All Software will take advantage of the existing Trapeze infrastructure, data sources and software unless otherwise stated.
4. All services will be provided remotely.
5. All services will be performed utilizing Big Blue Bus’s current version of the FX Software.
6. The Big Blue Bus scheduling team will be made available and work with the Trapeze technical resource to answer any questions about the proposed changes and to ensure that they are implemented as intended.
7. Training is not provided as part of this statement of work.
8. Big Blue Bus will provide all detailed run cutting and scheduling changes to Trapeze prior to work commencing.
DocuSign Envelope ID: ADC000B5-3DAF-4ABA-B7F7-99698DBDD2D2 www.trapezegroup.com Confidential – Not to be Disclosed Project Assumptions l Page 5
9. The following scheduling details will be required from Big Blue Bus:
a. Big Blue Bus will be required to provide any route and pattern changes required to accommodate any Route Definition tasks in FX/BB, including:
i. Stops and Nodes on routes
ii. Possible relief locations
iii. Desired Node and Stop Sequence for route patterns
iv. Desired Street routing/turn by turn if needed for tracing b. Big Blue Bus will be required to provide the general headways, running times, trip schedules and service exceptions (e.g., school day trips) by service type (Weekday/Saturday/Sunday) for each route to be used for Trip Building tasks in FX/BB. i. Trapeze can import trips into the Trip Building screens into FX from an Excel or CSV file if trips are listed by route and direction and with alike timing points. c. Big Blue Bus will be required to provide information on possible deadhead distances/times and travel distances/times for blocking/runcutting purposes. d. Big Blue Bus will be required to provide information on runcutting rules, practices and general desired runcutting goals.
10. The scheduling support estimates assume standard scheduling support services as identified in this Statement of Work. Large scale transit network changes that would affect a significant number of routes, trip frequencies, and/or vehicle/operator schedules may exceed the available Time and Material budget and additional services may be required.
11. Pricing is valid until November 20th, 2021.
DocuSign Envelope ID: ADC000B5-3DAF-4ABA-B7F7-99698DBDD2D2 www.trapezegroup.com Confidential – Not to be Disclosed Project Assumptions l Page 6 Thank you for taking the time to review this proposal.
Please reach out to us with any questions or
comments. Your feedback is always appreciated.
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tagline – It’s our commitment to you. Our
value is in our ability to address your needs
and please your riders. We always strive to
DocuSign Envelope ID: ADC000B5-3DAF-4ABA-B7F7-99698DBDD2D2 4 Exhibit B-2
Budget
DocuSign Envelope ID: ADC000B5-3DAF-4ABA-B7F7-99698DBDD2D2