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Legislation Details
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Type:
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Procurement Contract/Change Order
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Status:
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Passed
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On agenda:
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4/28/2021
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Final action:
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4/28/2021
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Title:
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Change Order: Computer Aided Dispatch/Automatic Vehicle Location (CAD/AVL) Contract Extension (Talrace LLC)
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TO: Board of Trustees
THROUGH: Carolyn Gonot, Executive Director
FROM: Dan Harmuth, IT Director
PRESENTER(S): Dan Harmuth, IT Director & Alisia Wixom, IT Project Manager
TITLE:
title
Change Order: Computer Aided Dispatch/Automatic Vehicle Location (CAD/AVL) Contract Extension (Talrace LLC)
end
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AGENDA ITEM TYPE: |
Procurement Contract/Change Order |
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RECOMMENDATION: |
Approve the contract modification and authorize the Executive Director to execute the contract and associated disbursements in the amount of $165,000 with Talrace, LLC. |
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BACKGROUND: |
Included in the 2025 Transit Management Systems (TMS) Program is the Yard and Tail Tracks project that will assist UTA’s Rail Planners by automating the number of Trax cars that are scheduled to run based on historical ridership information and the upcoming calendar of events. In December 2019, a CAD/AVL contract was bid and awarded to Talrace LLC for 3,000 hours of development to complete the mapping component of the CAD/AVL system which included Yard and Tail Tracks. The total contract value was $82,500 with 2019 CAPEX funds ICI 197. The first phase was awarded as a pilot phase to track performance. Because of the success of the first phase, a second phase of the contract for $199,980 was executed with a sole source procurement funded with 2020 CAPEX funds from ICI217. In the second phase, all existing features of the CAD/AVL solution were re-written. Additionally, a minimal set of features relating to Yard and Tail Tracks was completed and delivered to the Rail Planners. This request is for a modification of the Talrace contract for the TMS program. The focus of this effort will be to add to the Yard and Tail Tracks (YTT) functionality to increase savings by (1) Allowing YTT edits to carry over week to week, (2) Adding functionality that will allow additional YTT routes to be added and connected with Trapeze, and (3) Continued automation of the YTT “cuts and adds”, which is the most challenging component of this project and provides the greatest operational cost savings. Additionally, the scope of this project includes rewriting the OPUS program that is used by TRAX Controllers to determine where the Trax trains are, and if they are running on schedule. As currently written, OPUS is unstable and not supportable with older technology toolsets. |
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DISCUSSION: |
Talrace has performed exceptionally well in Phase I and II, delivering all items on time and as requested. A Sole Source request was approved by the Sole Source Review Board to continue the project. This will allow the developers at Talrace to continue their development work by improving on the features that have been delivered and implementing additional features not delivered in 2020. By doing a sole source contract for this phase it allows us to maintain the TMS program timeline and capitalize on the knowledge that the existing Talrace developers have, eliminating the time, cost, and risk that onboarding a new development team creates. This request is for $165,000 for 5,500 hours at a contract rate of $30 per hour, bringing the entire contract value $447,480. As a part of the sole source request a cost/benefit analysis was performed and different options were evaluated. Continuing with the existing development group will save approximately $253,500 in cost avoidance over using another firm in additional hours that would be needed to get up to speed and higher rates. The Project Manager requires the developers to check in daily, Monday through Friday at 8:00 am to ensure they are meeting on-time delivery performance. Weekly reviews are required to outline what work the team will focus on for the week. Every two weeks the developers are required to provide deliverable increment of work /functionality to review with the UTA business stake holders for their testing and approval. |
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CONTRACT SUMMARY: |
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Contractor Name: |
Talrace, LLC |
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Contract Number: |
20-03250 |
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Base Contract Effective Dates: |
12/2019-12/31/2020 |
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Extended Contract Dates: |
5/1/2021 - 01/15/2022 |
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Existing Contract Value: |
$282,480 |
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Amendment Amount: |
$165,000 |
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New/Total Amount Contract Value: |
$447,480 |
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Procurement Method: |
Sole Source |
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Funding Sources: |
2021 Capital Budget |
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ALTERNATIVES: |
An RFP would be issued. |
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FISCAL IMPACT: |
More than $250,000 in cost avoidance compared to alternative approaches. |
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ATTACHMENTS: |
1) Contract Modification |
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