TO: AC Transit Board of Directors
FROM: Kathleen Kelly, Interim General Manager/Chief Executive Officer
SUBJECT: Contract Approval for Swiftly, Inc. Software Subscription Services
ACTION ITEM
AGENDA PLANNING REQUEST: ☐
RECOMMENDED ACTION(S):
Title
Consider authorizing the Interim General Manager to execute a contract with Carahsoft Technology Corporation (Carahsoft) through the National Association of State Procurement Officials (NASPO) cooperative contract for the purchase of Swiftly software support for a term of three years in the amount of $1,348,648.14.
Staff Contact:
Ahsan Baig, Chief Information Officer
Body
STRATEGIC IMPORTANCE:
Goal - Convenient and Reliable Service
Initiative - Infrastructure Modernization
Swiftly software subscription services currently provide the District with GPS-based real-time tracking, playback, operational analytics, and real-time passenger predictions which are crucial for optimizing bus operations, ensuring timely service adjustments, and improving overall efficiency.
BUDGETARY/FISCAL IMPACT:
This contract will be funded from the operating budget for technology and data services. The total cost of the contract is $1,348,648 for three years and will be included in the annual budget requests.
The costs are based on Carahsoft’s cost proposal and pricing negotiations conducted by the District’s Procurement department. The negotiated cost for the subscription service pricing is as follows:
|
Period |
Cost |
|
Year 1 |
$343,893.10 |
|
Year 2 |
$482,514.54 |
|
Year 3 |
$522,240.50 |
|
Total |
$1,348,648.14 |
BACKGROUND/RATIONALE:
Swiftly enhances the District's existing Computer-Aided Dispatch/Automatic Vehicle Location (CAD/AVL) system by providing user-friendly reports and insights that are not available in standard CAD/AVL report modules. While traditional CAD/AVL systems offer real-time vehicle tracking and basic operational data, Swiftly’ s platform delivers advanced analytics and predictive tools that significantly improve decision-making processes. By integrating with the CAD/AVL system data, Swiftly enables the District to optimize schedules, enhance service performance efficiency, and provide accurate real-time passenger information. This integration leads to more reliable service and increased rider satisfaction.
The District currently uses Swiftly software to provide real-time tracking (GPS playback) and operations tools (live operation, run-times, operator reports, and real-time passenger predictions). These tools are essential for monitoring performance and enabling rapid response capabilities. The platform's key modules include:
1) GPS Playback and Live Operations: This tool provides detailed historical tracking of vehicle movements, enabling staff to analyze route performance, identify bottlenecks, and improve operational efficiency. It ensures precise accountability and insights into vehicle operations over time. It also provides a real-time operations dashboard that empowers dispatchers to monitor active routes, track vehicle locations, and make immediate adjustments to address delays or disruptions. This module supports dynamic decision-making to maintain service reliability. Customer Service staff has direct access to where vehicles are in real-time and where they have been historically, reducing the time it takes to answer "Where's my bus" calls and investigate passenger inquiries. Additionally, Swiftly provides unlimited licenses, so there is no cost for all Customer Service staff to have access to these tools.
2) Run-Times: This feature analyzes trip durations and patterns to identify opportunities for optimizing schedules and adjusting route timings. The insights help improve adherence to schedules and reduce wait times for riders. AC Transit has access to granular and precise running time data, including automatic suggestions for where to make improvements to the schedule. This unique data set informs schedule changes, resulting in improved service reliability.
3) Operator Reports: The Swiftly system also provides comprehensive reporting tools that deliver detailed performance analytics on operator activities and service delivery. These reports support workforce management, performance evaluations, and inform training or policy decisions. Leveraging on-time performance at the level of the operator allows AC Transit's Operations team to investigate performance and better understand how to allocate training resources. This helps the team save time when training operators - new and seasoned alike.
4) Real-Time Passenger Predictions: This feature leverages advanced algorithms and data analytics to generate highly accurate ETAs based on historical and real-time data. It enables the system to provide accurate predictions, allowing passengers to make informed decisions about their travel plans. With Real-time Passenger Predictions, the accuracy of predictions has improved by more than 18%. More than 2.8M annual passenger trips are improved with better predictions, resulting in fewer riders missing the bus, and increased rider trust.
The District originally signed a three-year contract with Swiftly, starting on October 1, 2020, as part of a response to an RFP. This contract included two one-year renewal options, with the initial term ending on September 30, 2024. In 2024, the District began discussions with Swiftly to address rider complaints about the accuracy of real-time bus arrival predictions, which had been a persistent issue. The District has been working on finding solutions to improve accuracy without disrupting service. In late 2024, negotiations with Swiftly began to add more features, including the purchase of the Real-Time Passenger Prediction Module, after successful pilot testing. Although the contract expired during these negotiations, Swiftly allowed the District to continue using the software due to their long-standing relationship. Once the Board approves, the District will retroactively pay for the services provided since October 2024, without any extra fees or penalties.
To continue benefiting from Swiftly’s critical operational tools, the District proposes to use the state cooperative contract through Carahsoft, which provides a streamlined procurement process and ensures compliance with public procurement policies.
NASPO (National Association of State Procurement Officials), offered by the California Department of General Services (CA DGS), offers a wide variety of commodity services, including IT products and services, at prices which have been assessed to be fair, reasonable, and competitive. The NASPO Program creates a pool of suppliers from which agencies like AC Transit may solicit offers. When utilized correctly, NASPO streamlines the procurement process.
ADVANTAGES/DISADVANTAGES:
Advantages:
• Enables real-time data access for operational adjustments and enhanced decision-making.
• Provides comprehensive GPS Playback and analytics to optimize bus run times.
• Supports operational staff with detailed reports, contributing to a high-performing workforce.
Disadvantages: There are no disadvantages to using the Swiftly subscription software.
ALTERNATIVES ANALYSIS:
Issue a solicitation for the Software: The District could elect to solicit this software and
support through a formal Request For Proposals; however, this would result in significant downtime of the system and support, preventing data tracking and transit data management at AC Transit. Contracting with Carahsoft for Transit Data Services enables continuity and streamlined integration with existing platforms.
In-House Development of the Software: Developing similar tools in-house would require
Significant investment in technology and resources, posing a high-cost barrier and lengthy deployment timeline.
Take no action: Opting out of these Transit Data Services would restrict the District's
ability to manage real-time operational needs, potentially impacting service reliability and rider satisfaction.
PRIOR RELEVANT BOARD ACTION/POLICIES:
1. Board Policy No. 465 - Procurement Policy
ATTACHMENTS:
None
Prepared by:
Dr. Manjit K. Sooch, Director of Innovation & Technology
Michael Paine, IT Supervisor for Software Engineering
Approved/Reviewed by:
Ahsan Baig, Chief Information Officer
Aimee L. Steele, General Counsel/Chief Legal Officer
Chris Andrichak, Chief Financial Officer