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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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TITLE:
title
Change Order: Operations Work Assignment and Tracking System Modification 6 - Workforce Management License Expansion (Trapeze Software Group)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute Modification 6 to Contract 23-03738 with Trapeze Software Group in the amount of $2,983,505 for a Workforce Management license expansion for non-operator bargaining unit employees.
BACKGROUND:
In April 2025, the Operator Work Assignment Tracking System (OWATS) was replaced with Trapeze Workforce Management (WFM) to manage all operator timekeeping, bidding, and assignment functions. This proposed change order will enable the Utah Transit Authority to expand Workforce Management licensing and functionality to include non-operator bargaining unit employees, such as Maintenance - Bus and Rail, Facilities, Maintenance of Way, Parts Clerks, Couriers, Rail Supervisors, Rail Controllers, and Train Hosts.
The Workforce Management expansion will integrate seamlessly with the Enterprise Asset Management (EAM) software that these teams will use for their daily work as part of a comprehensive Operations System. This integration will consolidate multiple disparate systems, streamline business processes, enhance team member experiences, and strengthen ongoing operational support.
DISCUSSION:
UTA Staff is requesting approval of Modification 6 to Contract 23-03738 with Trapeze Software Group for a Workforce Management license expansion in the amount of $2,983,505.00.
The scope of this request includes all time, labor, and other items needed to expand Workforce Management licensing and functionality to include non-operator bargaining unit employees. Trapeze Workforce Management System is designed to handle union pay rules with minimal customization. We are confident that Workforce Management will be able to easily support the non-operator bargaining rules and adhere to regulatory requirements and enhance UTA’s compliance reporting.
By consolidating from multiple timekeeping systems to one for all bargaining employees, UTA will provide a standardized platform that is scalable as UTA Operations and complexity continues to grow. The modification order pricing has been evaluated and determined to be fair and reasonable based on a comprehensive price analysis.
CONTRACT SUMMARY:
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Contractor Name: |
Trapeze Software Group, Inc. |
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Contract Number: |
23-03738-06 |
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Base Contract Effective Dates: |
12/20/2023 - 12/20/2030 |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
$21,400,195 |
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Amendment Amount: |
$2,983,505 |
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New/Total Contract Value: |
$24,383,700 |
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Procurement Method: |
RFP - Best Value |
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Budget Authority: |
Approved 2025 Capital Budget |
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ALTERNATIVES:
Repost the Request for Proposal (RFP) to select another vendor to provide timekeeping and workforce management solutions for these employee groups or renew the current timekeeping software currently being used. Either option would result in the Utah Transit Authority operating three separate timekeeping systems concurrently, increasing operational complexity, duplicating data entry, and reducing efficiency across departments and creating challenges with regulatory compliance reporting.
FISCAL IMPACT:
The 2025-2029 approved Five Year Capital Plan includes $9,591,000 for the final implementation stages of a Workforce Management solution. This modification for the Workforce Management license expansion is anticipated to occur over two years and covers all time, labor, and other items needed. The effort will be expensed out of Subledger ICI230 - Maintenance System & OWATS Rep.
These funds are part of UTA’s yearly apportionment.
The 2025 & 2026 projects and yearly contract amounts are provided below:
• 2025 Modification Total: $642,358
• 2026 Modification Total: $2,341,147
Total Modification Value: $2,983,505
Total Contract Value: $24,383,700
ATTACHMENTS:
• Change Order: Operations Work Assignment and Tracking System Modification 6 - Workforce Management License Expansion (Trapeze Software Group)