Title
Approve the Regional Transit System Award Recommendation for Acquisition of Scheduling and Operations Software (B)
This is a request for the City Commission to approve the Regional Transit System (RTS) award recommendation.
Explanation
RTS currently maintains and updates schedules and operational information in multiple databases and spreadsheets. For an agency of RTS’s size this is highly inefficient and cost ineffective. Most agencies that implement professional scheduling and operations software potentially see annual savings between 1% and 5% of their operations budget.
RTS received four proposals. Of these, RTS requested a Best and Final Offer (BAFO) from two vendors. The selection committee is recommending that the award be granted to GIRO, Inc. based on the information received regarding proposed software functionality. Funding for the project will come from RTS’s FY2015 Federal Transit Administration (FTA) Section 5307 Urbanized Area Formula Program grant award. In subsequent years if RTS elects to procure support for the software funding will come from existing revenue streams in the budget for such items.
The documentation related to the bid is included in the back-up. Portions of the information are “claimed by bidder” to be confidential and cannot be made public.
Fiscal Note
RTS’s FY2015 FTA Section 5307 Urbanized Area Formula Program award was $4,675,344 and has funding available for this project. The proposed cost of the software is $1,167,593 with annual maintenance in year 2 at $100,666 with a maximum escalation rate of 2.5%.
Recommendation
The City Commission: 1) award the bid to GIRO, Inc. and authorize the City Manager or designee to finalize negotiation of the contract; and 2) authorize the City Manager to execute the agreement, subject to approval by the City Attorney as to form and legality.