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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): |
Alisha Garrett, Chief Enterprise Strategy Officer |
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Cherryl Beveridge, Chief Operating Officer |
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Tigran Melikyan, Director of Business Analysis |
TITLE:
title
Contract: Operations Work Assignment and Tracking System (Trapeze Software Group Inc.)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute the contract and associated disbursements with Trapeze Software Group for workforce management and enterprise asset management systems for a firm fixed price of $20,996,244 over seven years.
BACKGROUND:
Operator Work Assignment Tracking System (OWATS), the current Workforce Management tool used by Utah Transit Authority, is at end of life containing outdated code with potential security vulnerabilities and limited functionality. This procurement would enable Utah Transit Authority to modernize its Workforce Management capabilities and add Enterprise Asset Management functionality to natively integrate with Operations Planning tools as part of a robust Operations System. Doing so will consolidate multiple disparate systems, improve team member working experiences by improving business processes, and enhance ongoing support.
DISCUSSION:
Through a multiyear review of business needs and requirements gathering conducted by the Enterprise Strategy Office in partnership with the Operating Office, a Request for Proposal was issued in August through September of this year seeking a replacement for the Operations Work Assignment and Tracking System. A cross-functional selection committee comprised of representatives from the Operations, Maintenance, Supply Chain, Operations Planning, and Operations Analysis and Solutions teams determined Trapeze Software Group to be the best vendor to provide the required solution.
This source selection was conducted as a full and open competition with multiple responding offerors. The Request for Proposal specified the Workforce Management System effectively manage the entire bid-to-pay process for operators, conductors, engineers, train hosts, and other Utah Transit Authority team members while adhering to regulatory requirements. Also, it was specified the Enterprise Asset Management system facilitate efficient asset management and maintenance work order processes while ensuring data accuracy and reliability enabling the Utah Transit Authority to understand the total cost of ownership for all managed assets.
To ensure complete benefit realization, robust Organizational Change Management support emphasizing the People side of change had been considered and included as part of the 3-year project implementation plan for the replacement system.
The proposal submitted by Trapeze was determined to the best value for UTA and the taxpayer.
CONTRACT SUMMARY:
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Contractor Name: |
Trapeze Software Group, Inc. |
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Contract Number: |
23-03738 |
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Base Contract Effective Dates: |
12/20/2023 - 12/20/2030 |
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Extended Contract Dates: |
NA |
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Existing Contract Value: |
NA |
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Amendment Amount: |
NA |
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New/Total Contract Value: |
$20,996,244 |
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Procurement Method: |
RFP - Best Value |
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Budget Authority: |
2024-2028 Capital Plan and Operating Budget |
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ALTERNATIVES:
Repost Request for Proposal to select another vendor to procure like systems or develop functionality, which will continue to expose Utah Transit Authority to potential security and regulatory risks.
FISCAL IMPACT:
$20,996,244 Split between Capital and Operating Budget
ATTACHMENTS:
Contract