TO: AC Transit Board of Directors
FROM: Michael A. Hursh, General Manager/Chief Executive Officer
SUBJECT: Clever Devices Inc. Contract Extension
ACTION ITEM
AGENDA PLANNING REQUEST: ☐
RECOMMENDED ACTION(S):
Title
Consider authorizing the General Manager to extend the current contract with Clever Devices Inc., for two years, from December 31, 2024, to December 31, 2026, for Computer Aided Dispatch and Automated Vehicle Location (CAD/AVL) system software.
Staff Contact:
Ahsan Baig, Chief Information Officer
Body
STRATEGIC IMPORTANCE:
Goal - Safe and Secure Operations
Initiative - Service Quality
The Clever Devices Inc., CAD/AVL system software is used twenty-four hours per day, seven days per week, to manage bus operations, secure operational data, and communicate with both Bus Operators and the fleet. This system ensures the safety of Bus Operators and the public through radio communications and central controls in the Operator Control Center (OCC) located at the District’s General Office.
BUDGETARY/FISCAL IMPACT:
There is not budgetary/fiscal impact since the request is for a no-cost contract extension to complete program testing and finalize deliverables identified under the original contract. The existing contract value and associated capital budget funding are sufficient to complete the tasks.
BACKGROUND/RATIONALE:
Since the original contract award on July 1, 2015, three (3) contract amendments have been executed, as detailed below.
|
Contract # |
Date |
Description |
Adjusted Contract Value |
Staff Report |
|
2015-1311 |
July 1, 2015 |
• Contract Awarded to Clever Devices |
$21,117,755 |
13-326b |
|
Amendment Number 1 |
July 24, 2015 |
• Extended maintenance and hosting for 6-10 years • No change to base contract value |
$21,117,755 |
None |
|
Amendment Number 2 |
June 17, 2021 |
• Reduced scope of contract • Applied credit ($760,776) • Change orders |
$22,822, 960 |
None |
|
Amendment Number 3 |
Dec 22, 2022 |
• 24-month contract extension from Jan. 1, 2023 - Dec. 31, 2024 |
$23,249,057 |
22-581 |
The original Clever Devices CAD/AVL project began as a single-phased project that was configured, tested, accepted, and implemented in June 2020. Clever was unable to complete portions of the original scope of work until the District prepared and configured related underlying systems and processes, resulting in a deferral of those scoped items. The deferred scoped items were not necessary to achieve the go-live of the system in 2020.
The requested contract extension will allow Clever Devices to complete the deferred scoped items, which include the following:
• Implementation of a Bus Operator Single Sign-On function;
• The third stage of a data interface between Clever Devices and the Hastus Daily module;
• Secure bus technology on the District’s bus fleet;
• Implementation of the Hastus Daily software module pay interface with PeopleSoft Financials;
• Production implementation of an employee and vehicle data export for use in Hastus Daily by Dispatchers;
• Divisional adoption of Bus Operator Single Sign-on; and
• Training of OCC Controllers for Single Sign-on support.
ADVANTAGES/DISADVANTAGES:
The current contract with Clever Devices Inc., expires on December 31, 2024. Without this contract extension, the District will not have a completed set of deliverables and desired functionality from the Clever Devices system.
ALTERNATIVES ANALYSIS:
There are no feasible alternative as Clever Devices is the only company that can complete the work necessary to implement the deliverables.
PRIOR RELEVANT BOARD ACTION/POLICIES:
Staff Report 13-326b - Clever Devices Contract Award
Staff Report 22-581 - Clever Devices Contract Extension
Board Policy 465 - Procurement
ATTACHMENTS:
None
Prepared by:
Patricia Broadbent, Senior Project Manager, Department of Innovation and Technology
In Collaboration with:
Fred Walls, Director of Procurement
Approved/Reviewed by:
Chris Andrichak, Chief Financial Officer
Ahsan Baig, Chief Information Officer
Aimee L. Steele, General Counsel/Chief Legal Officer