SUBJECT:
title
Approval of a resolution authorizing the President & CEO, or his designee, to finalize and execute a contract with Spare Labs Inc. for a Demand Response Transit System solution and implementation for a base period of twenty-two (22) months with ten (10) one-year option periods in an amount not to exceed $4,201,206.
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FISCAL IMPACT:
Funding for this action is available in the FY2022 Capital Budget
STRATEGIC PLAN:
Strategic Goal Alignment:
☒ 1. Internal/External Customer Service Excellence ☐ 2. Stakeholder Engagement
☒ 3. Financial and Environmental Sustainability ☐ 4. Staff Development ☐ 5. Agency Growth Management
Strategic Objectives:
☐ 1.1 Safety & Risk ☒1.2 Continuous improvement ☐ 1.3 Dynamic Change
☐1.4 Culture of Innovation ☐2.1 Be an Employer of Choice ☐2.2 Organization Development
☐2.3 Organization Culture ☒3.1 Resource optimization ☐3.2 Safety Culture
☐3.3 Environmental Leadership ☐4.1 Educate & Call to Action ☐4.2 Build Partnerships
☐4.3 Value of Transit ☐4.4 Project Connect
EXPLANATION OF STRATEGIC ALIGNMENT: Capital Metro’s MetroAccess demand response transit systems are beyond their useful lifecycle for operating and maintaining service. As part of the State of Good Repair program, it is imperative to replace these mission-critical systems that are at the end of their useful life. These existing systems also do not have the feature rich and up-to-date technology available in more modern demand response transit systems to provide internal and external customer service excellence. The implementation of the replacement demand response transit systems will provide continuous improvement for MetroAccess operations staff and customers.
BUSINESS CASE: Capital Metro currently uses Trapeze demand response systems for the operations of the MetroAccess service for the Authority. The functionality of the existing systems are beyond the end of their useful life and do not satisfy current business needs for MetroAccess operations staff or customers. Maintaining the Trapeze demand response systems requires extensive testing for upgrades and disruption when implemented, and product feature deficiencies result in inefficiencies of staff across the Authority as well as vehicle service hours. The new demand response transit systems offer an intuitive customer interface with more functionality; dynamic scheduling algorithms for better customer experience; and improvements to operations through scheduling and efficient use of service hours to operate the MetroAccess service.
COMMITTEE RECOMMENDATION: This item will be presented to the full board on November 22, 2021.
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EXECUTIVE SUMMARY: Capital Metro will be implementing new demand response transit systems to replace the out-of-lifecycle Trapeze demand response systems. Spare Labs Inc. provides a solution, ongoing support and implementation of the product during the life of the contract. The implementation services provided by Spare Labs Inc. will examine our business needs and deliver a fully functional system to include migration of data, training, organizational and customer adoption, as well as ongoing managed services for maintenance and support.
DBE/SBE PARTICIPATION: No SBE goal is assigned to this procurement due to limited subcontracting opportunity. However, we will work with the selected vendor for a commitment towards small business participation.
PROCUREMENT: On May 26, 2021, a Request for Proposals was issued and formally advertised. By the closing date of June 28, 2021, six (6) proposals were received. The evaluation team used the following factors in the evaluation of proposals:
(1) The offeror’s demonstrated understanding of the methodology and ability to satisfy core functionality needs, including trip management, dispatch & scheduling, in-vehicle software, customer records, fare system, reporting, accessibility, and infrastructure requirements as described in the Exhibit F Scope & Compliance Matrix.
(2) The offeror’s demonstrated understanding of the project undertaking, the proposed plan for the performance of the work and the technical approach proposed by the offeror.
(3) The offeror’s demonstrated, relevant work experience and capabilities of the firm as a whole and of the proposed project personnel on projects of a similar size, scope, complexity and nature.
The proposal from Spare Labs, Inc. was determined to be the best value to the Authority, price and other factors considered. The contract is a fixed price contract. The term of the Contract is a base period of twenty-two (22) months and ten (10) one-year option periods, for pricing offered as follows.
|
TOTAL BASE PERIOD - Twenty-two (22) months |
$447,210.00 |
|
TOTAL OPTION PERIOD 1 - FY24 |
$283,962.00 |
|
TOTAL OPTION PERIOD 2 - FY25 |
$320,756.80 |
|
TOTAL OPTION PERIOD 3 - FY26 |
$335,405.90 |
|
TOTAL OPTION PERIOD 4 - FY27 |
$349,927.63 |
|
TOTAL OPTION PERIOD 5 - FY28 |
$365,975.36 |
|
TOTAL OPTION PERIOD 6 - FY29 |
$382,406.45 |
|
TOTAL OPTION PERIOD 7 - FY30 |
$400,859.28 |
|
TOTAL OPTION PERIOD 8 - FY31 |
$418,848.15 |
|
TOTAL OPTION PERIOD 9 - FY32 |
$437,631.55 |
|
TOTAL OPTION PERIOD 10 - FY33 |
$458,222.79 |
|
GRAND TOTAL |
$4,201,206 |
RESPONSIBLE DEPARTMENT: Information Technology
body
RESOLUTION
OF THE
CAPITAL METROPOLITAN TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS
STATE OF TEXAS
COUNTY OF TRAVIS
AI-2021-179
WHEREAS, the Capital Metropolitan Transportation Authority Board of Directors and Capital Metro management endeavor to keep systems in the state of good repair and replace its out-of-lifecycle existing demand response transit systems; and
WHEREAS, the Capital Metropolitan Transportation Authority Board of Directors and Capital Metro management recognize the need to procure and implement a best-fit demand response transit systems solution that will provide improved functionality to meet current and future business growth.
NOW, THEREFORE, BE IT RESOLVED by the Capital Metropolitan Transportation Authority Board of Directors that the President & CEO, or his designee, is authorized to finalize and execute a contract with Spare Labs Inc. for a Demand Response Transit System solution and implementation for a base period of twenty-two (22) months with ten (10) one-year option periods in an amount not to exceed $4,201,206.
____________________ Date: ____________________
Secretary of the Board
Eric Stratton