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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Alisha Garrett, Chief Enterprise Strategy Officer |
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PRESENTER(S): |
Kyle Brimley, IT Director |
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Marci Warren, IT Project Manager |
TITLE:
title
Contract: TRAX and FrontRunner Rail Platform Real Time Digital Signage Equipment (International Display Systems, Inc.)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve award and execute the contract and associated disbursements with International Display Systems (IDS) in the amount of $2,130,386.96 (over 5 years) to purchase new LED signs and a content management software system.
BACKGROUND:
The digital signage currently in use at our rail platforms is 10-12 years old. Spare parts and signs necessary to maintain the system are exhausted, leading to frequent malfunctions and an inconsistent communication experience for passengers. Upgrading to new LED signs and implementing a content management software will ensure uniformity, reliability, and improved communication across the entire system.
Following a competitive bidding process, the evaluation committee has identified International Display Systems as the preferred vendor for this project. The committee evaluated the proposals based on several criteria, including cost, quality, vendor experience, and post-installation support. The new signs will be provided by SunriseSESA model CDP-64x384 Double Sided and the sign content will be managed by Penta WavWriter software.
DISCUSSION:
Replacing the outdated digital signage at our rail platforms will address several critical issues and bring significant benefits. The current signs, being 10-12 years old, are prone to frequent malfunctions, and spare signs and parts are no longer available. Upgrading to new LED signs will provide uniform and reliable communication across all rail platforms, ensuring passengers receive timely and accurate information. Enhanced visibility and clarity of the new signage will greatly improve the passenger experience. Moreover, the modern and durable equipment will reduce maintenance costs, and the integration of content management software will streamline operations, enabling consistent and efficient updates across the system. This upgrade will not only solve the problem of outdated signs but also elevate the overall effectiveness of our communication infrastructure and provide a signage strategy for upcoming bus and rail projects.
CONTRACT SUMMARY:
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Contractor Name: |
International Display Systems, Inc. |
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Contract Number: |
22-03654 |
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Base Contract Effective Dates: |
November 1, 2024 to October 31, 2027 |
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Extended Contract Dates: |
Plus two additional one-year options. |
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Existing Contract Value: |
N/A |
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Amendment Amount: |
N/A |
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New/Total Contract Value: |
$2,130,386.96 (including option years) |
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Procurement Method: |
RFP |
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Budget Authority: |
Approved 2024 Capital Budget |
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ALTERNATIVES:
UTA would stay with the current signage. However, the current signage system has exceeded its useful life and will have a significant risk of failure.
FISCAL IMPACT:
The 2024 approved Capital budget includes $900,000.00 for the replacement of LED Trax and Frontrunner Platform Signs project. Projected Capital Expense funding costs for 2025 will be $1,129,175.50; all funds from the Capital Budget will come from line 40-2001.65000.5008 Project Code ICI001; there will be no additional 2026 costs as this is included in the 3 year Warranty of the signs. 2027 and 2028 Operational Expense for extended warranty will be $50,605.73 each year to be paid from 5200.50399.92 budget account. The total 5-year NOT TO EXCEED amount is $2,130,386.96.
2024 Capital Budget Total: $900,000.00
2025 Capital Plan Total : $1,129,175.50
Total Capital 2024-2028 approved Plan: $2,029,175.50
This contract has a three (3) year base period plus two (2) additional one (1) year options.
2027 Operational Expense Budget Request: $50,605.73
2028 Operational Expense Budget Request: $50,605.73.
Total 5-year Budget request: $2,130,386.96
ATTACHMENTS:
UTA CONTRACT 22-03654 LED Platform Signs IDS FINAL 9-18-2024 partially signed