TO: AC Transit Board of Directors
FROM: Michael A. Hursh, General Manager/Chief Executive Officer
SUBJECT: Extend and Increase Contract with Arcadis, Inc.
ACTION ITEM
AGENDA PLANNING REQUEST: ☐
RECOMMENDED ACTION(S):
Title
Consider authorizing the General Manager to extend the current contract with Arcadis, Inc., for two years from December 31, 2024 to December 31, 2026, and increase the Contract Change Order threshold from 28% to 30% to allow for completion of the existing scope of work.
Staff Contact:
Ahsan Baig, Chief Information Officer
Body
STRATEGIC IMPORTANCE:
Goal - Safe and Secure Operations
Initiative - Service Quality
Extending the contract with Arcadis Inc., will ensure the completion of Clever Device Secure Bus Technology and the Bi-Directional Interface between the Clever Devices and Hastus software systems.
BUDGETARY/FISCAL IMPACT:
The Arcadis contract was awarded for $1,525,808 on September 10, 2014, and contract change orders will total $465,268, for a total of $1,991,076 or 30% over original. Prior staff reports have approved change orders up to $423,001 (28% over original), and so an additional $42,267 in contract authority is required. There is sufficient existing budget in the project for the contract increase.
BACKGROUND/RATIONALE:
The Arcadis (previously known as the IBI Group) consulting firm was awarded contract 2014-1288 in order to assist the District in procuring a new computer aided dispatching and automated vehicle location (CAD/AVL) system. Arcadis was the “owner’s representative” or project manager from procurement of the initial contract through the current end contract date of December 31, 2024. Arcadis has assisted in the planning and implementation of every facet of the District’s CAD/AVL system. This included the production of the initial system requirements, development of the request for proposal which led to the contract award to Clever Devices vendor, adherence to those requirements and preparing recommendations for resolving technical issues.
Arcadis continues to supplement District staff and has maintained the project documentation through each project phase and provides support as a subject matter expert through Phase I and currently, Phase II of the final Clever Devices contract.
Staff is requesting a two-year time extension of the Arcadis contract to match the requested extension of the Clever Devices contract in Staff Report 24-450. Staff is also requesting an increase in the allowed contract value from the existing approved 28% over original contract value ($1,525,808) to 30% over ($1,991,076) to allow for completion of the existing project work scope within the extended contract period.
This contract extension will provide the time needed for Arcadis to continue to provide support and technical expertise to AC Transit through the completion of secure bus technology and the Clever Devices Bi-Directional integration with Hastus Daily software.
ADVANTAGES/DISADVANTAGES:
By authorizing the General Manager to extend the Arcadis contract to December 2026, Arcadis will complete their current scope of work to ensure that the final projects of the Clever Devices contract are accepted and closed according to the system requirements.
ALTERNATIVES ANALYSIS:
The existing contract with Arcadis is scheduled to expire on December 31, 2024; however, work by staff, Arcadis and Clever Devices are in-progress on the secure bus technology and Bi-Directional interface with Hastus Daily. No alternative was considered because the current scope of work is for the final stage of their existing contract.
PRIOR RELEVANT BOARD ACTION/POLICIES:
13-326a - IBI Group Inc. Contract Award
13-326b - Contract Award to Clever Devices for CAD/AVL and Voice Communications Systems
13-326c - Arcadis Contract Extension
13-326d - Arcadis Contract Extension
ATTACHMENTS:
None
Prepared by:
Patricia Broadbent, Senior Project Manager
In Collaboration with:
Fred Walls, Director of Procurement
Approved/Reviewed by:
Ahsan Baig, Chief Information Officer
Aimee L. Steele, General Counsel/Chief Legal Officer
Chris Andrichak, Chief Financial Officer