TO: AC Transit Board of Directors
FROM: Michael A. Hursh, General Manager/Chief Executive Officer
SUBJECT: IBI Group Contract Extension
ACTION ITEM
AGENDA PLANNING REQUEST: ☐
RECOMMENDED ACTION(S):
Title
Consider authorizing the General Manager to extend contract 2014-1288 between AC Transit and IBI Group for an additional twenty-four (24) months starting January 1, 2023 and ending by December 31, 2024, for support during completion of the Computer Aided Dispatch/Automated Vehicle Location project; and to approve tasking the IBI Group with preparing a radio system replacement assessment report.
Staff Contact:
Ahsan Baig, Chief Information Officer
Body
STRATEGIC IMPORTANCE:
Goal - Safe and Secure Operations
Initiative - Service Quality
The extension of IBI Group contract 2014-1288 by twenty-four (24) months provides the time for the District to engage the IBI Group to further support the implementation of technology, radio and data projects consistent with the scope of their current contract and completion of the computer aided dispatching and vehicle location system project (CAD/AVL).
BUDGETARY/FISCAL IMPACT:
Staff is requesting a twenty four (24) month extension of the IBI Group Inc. contract that expires on December 31, 2022. No change in the scope of that contract is requested. However, there is an urgent need to task the IBI Group to reassess and recommend options for the replacement of the District’s Land Mobile Radio (LMR) system. This is because the current radio system is at its end of life and is no longer supported.
The original contract with the IBI was $1,937,255 with $191,913 remaining in that original contract. Completion of this LMR assessment has an estimated cost of $35,000 and will result in the percentage over contract being increased from 29% to 32%. The LMR option selected by the District will be solicited as recommended by the District Procurement Department and according to Board policies.
BACKGROUND/RATIONALE:
If the contract is extended, IBI Group Inc. consultants will be available to support District projects related to the District’s computer-aided dispatching and vehicle location system (CAD/AVL) via the normal change order approval process and rules.
The IBI Group Inc. has supported the implementation of the District’s CAD/AVL system since FY 2013/14. This consultant served as the District’s representative which greatly contributed to the successful completion of Phase I of the Clever Devices system implementation. Work by the IBI Group included development of the initial radio requirements, implementation and acceptance of those radios, central dispatching tools, data accuracy and system reporting.
Since that time, the IBI Group, Inc. has assisted the IT Department and the District with technical CAD/AVL analyses. For example, the IBI Group is currently supporting the District during the current testing of the CAD/AVL data interface with the District’s Hastus Daily software application. And, the IBI Group work on that project may be needed beyond the December 31, 2022 contract end date.
The IBI continues to maintain the risk register of the project and can be made available for technology issues.
ADVANTAGES/DISADVANTAGES:
This contract extension will ensure that the IBI Group is available to 1) prepare a report with options for the replacement of the LMR system; and 2) continue supporting the District during completion of the CAD/AVL project.
ALTERNATIVES ANALYSIS:
No alternative was considered to the contract extension. The IBI Group consultants are not only experts on the District’s CAD/AVL system and requirements, but they possess the industry knowledge of radio systems, computer-aided dispatching and scheduling system software technologies.
PRIOR RELEVANT BOARD ACTION/POLICIES:
Staff Report 13-126 c: Consider authorizing the General Manager to extend the contract 2014-1288 between AC Transit and IBI Group for an additional two-year period, starting January 1, 2022 and ending December 31, 2021.
Staff Report 5B: Consider approving contract award for the IBI Group for project management/owner’s representation assistance in the planning, engineering and implementation of the District’s Computer Aided Dispatching and Automatic Vehicle Location system
ATTACHMENTS:
None
Prepared by:
Patricia Broadbent, Senior Project Manager
In Collaboration with:
Michael Silk, Assistant Director of Procurement and Contracts
Approved/Reviewed by:
Fred Walls, Director of Procurement and Materials
Ahsan Baig, Chief Information Officer
Chris Andrichak, Chief Financial Officer
Jill A. Sprague, General Counsel/Chief Legal Officer