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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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TITLE:
title
Contract: Automatic Passenger Counting (APC) System Upgrade for Bus and Rail (Urban Transportation Associates, Inc.)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve award and authorize Executive Director to execute the contract and associated disbursements with Urban Transportation Associates, Inc., in the amount of $2,382,795, for the upgrade of UTA’s Automatic Passenger Counting System on bus and rail.
BACKGROUND:
The purpose of this project is to eliminate vulnerabilities associated with the APC system. The back-office system that runs the APC data processing is operating on an unsupported version of windows server. It is also desired to move away from the current Oracle platform, and to a SQL platform.
Additionally, the CoPilot system on rail is operating on the unsupported windows version XP. This system is what counts the boardings and does preprocessing before sending to the back office.
Finally, we are using the original APC sensors from the original installation of the APC system which are no longer supported. These sensors are not manufactured anymore, and parts are difficult to procure.
DISCUSSION:
Upgrading our APC solution on Rail will remove the vulnerabilities associated with the hardware currently in place and will provide one solution for all modes of service where we count passengers on bus, light rail, and commuter rail.
UTA put this need to RFP and entertained 7 proposals. Urban Transportation Associates provided the most competitive proposal and bid.
CONTRACT SUMMARY:
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Contractor Name: |
Urban Transportation Associates, Inc. |
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Contract Number: |
24-03847 |
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Base Contract Effective Dates: |
November 1, 2024 to November 1, 2027 |
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Extended Contract Dates: |
N/A |
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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: |
$2,382,795 |
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Procurement Method: |
RFP |
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Budget Authority: |
Approved 2024 Capital Budget |
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ALTERNATIVES:
There are no reasonable alternatives to this planned upgrade.
FISCAL IMPACT:
The 2024 approved Capital budget includes $300,000 for the Automatic Passenger Counting (APC) project. Projected funding costs for 2025 will be $850,000; 2026 will be $750,000; the 2027 budget will be 600,000. The total NOT TO EXCEED amount is $2,382,795. All funds will come from the Capital Budget expense line 40-2214.65000.5008 Project Code ICI214.
2024 Capital Budget Total: $300,000
2025 Capital Plan Total: $850,000
2026 Capital Plan Total: $750,000
2027 Capital Plan Total: $600,000.
Total Approved Capital Budget and Plan: $2,500,000 with the expected spend of $2,382,795.
Urban Transportation Associates, Inc. offers a 3-year warranty with their installation, and no software that would require licensing. Therefore, no additional support costs will be needed for the first 3 years.
Optional Years 1 and 2 for Warranty Maintenance beyond 3 years (11/1/2027) will be negotiated at the time of exercise, and will come from Operating Expense Budget 5200.50353.92, IF AND ONLY IF approved by the Board of Trustees prior to exercise of the options.
ATTACHMENTS:
Contract