ADVANCED TRANSPORTATION MANAGEMENT SYSTEM (ATMS) COMPUTER AIDED DISPATCH UPGRADE

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1 Yktropdbar- One catway plaza t13.g2~.2000 ' Los Angel- CA metro.net 47 OPERATIONS COMMITTEE MARCH 18,2010 SU WECT: ACTION: ADVANCED TRANSPORTATION MANAGEMENT SYSTEM (ATMS) COMPUTER AIDED DISPATCH UPGRADE APPROVE CONTRACT AWARD RECOMMENDATION Authorize the Chief Executive Officer to award a firm fixed price Contract No.OP to ACS Transportation Solutions, Inc. (ACS) in the amount of $5,638,080 to upgrade the Advanced Transportation Management System (ATMS) Computer Aided Dispatch (CAD) system, inclusive of a 10% contingency for Contract Modification Authorii. RATIONALE The original ATMS computer system was designed in 2001 with as much commercialoff-the-shelf (COTS) software and hardware technology available at that time. The operating system is Windows-2000 based and has since become obsolete as technology lifecycles have improved performance in a variety of ways. Performance enhancements (computer speed and responsiveness), memory capacity (database management) and various maintenance applications (backups, security) are now much more readily available to improve system operation. However, because Windows 2000 is no-longer supported, most of the applications that were originally designed for the ATMS system have also reached the end of their useful life. The recommended contract award provides an incremental enhancement to the ATMS system that will replace software and hardware that has reached its useful life. The ATMS CAD enhancement will upgrade to the most current OrbCAD software (from version 9 to version 13) operating system where complimentary system utilities, security, maintenance and various other COTS tools are available to support the system. The dispatch workstations, CentraCom voice radio stations and associated hardware will ako be upgraded to the most currently available software version. The CAD upgrade will provide some new features to the ATMS system including layover and headway management. The =porting system will be upgraded to Crystal Reports to match the agency's standard.

2 A summary of the system improvements that are included in the recommended contract for the ATMS CAD Upgrade is described below: a. Upgrades the critical ATMS hardware including servers, workstations and dispatch CentraCom radio controllers. This hardware has high system utilization (24ff operation) at the Bus Operations Control (BOC) center. Revenue operating divisions will get workstation upgrades under a separate procurement once the CAD Upgrade is completed in the BOC to take advantage of government preferred pricing; b. Upgrades the critical ATMS software on workstations to Windows 7 with Xp downward application compatibility where necessary; the latest SQL database; on OrbCAD to version 13+; and the latest maintenance and software support utilities available; c. Improved Route Schedule Adherence (RSA) algorithms that increase the robustness end accuracy of status reporting of our revenue vehicles. In particular, the updating of the Performance Queue has been off-loaded from a graphical user interface (GUI) to a background process, and the OrbCAD startup process has been improved; d. A new Graphical Headway function simplifies the BOC controllers ability to resolve fleet management issues such as bunching; e. A new Service Summary allows BOC personnel to quickly assess and monitor the overall performance of all vehicles displayed on selected routesllines; An updated Schedule Modification tool provides the ability to make changes to the OrbCAD schedule data without requiring modifications to the schedule system data or reimporting the schedule data (shake-up process). This feature allows accurate BOC tracking of all buses even if a schedule has been changed, deleted, or added between service changes. This tool provides the functionality to create temporary or permanent schedule changes with effective dates, create or edit route patterns, create or edit blocks, delete trips, add trips, change trip times, and createledit runs which improves overall schedule flexibility between shake-ups; g. Includes a Transfer Connection Protection feature that helps coordinate where customers meet intersecting buses by waiting until the drop off vehicle arrives at the stop. It also identifies the probable vehicles to pick up the customer based on the final destination; h. Provides a Layover or Terminal Departure Management tool which monitors projected 'Mure" departures fmrn divisions or terminals. The departures are displayed graphically in time to allow controllers to quickly see vehicle spacing. ATMS Cornpubr Aided Dispatch Upgmdo 2

3 The late departures a n highlighted in a different color and are outlined in bold to provide easier monitoring at layovers and terminals; i. The use of the latest Microsoft SQL version improves task management across multiple processors and incorporates the use of indexed views to reduce redundant tables while improving performance and better compression of SQL backups to reduce data access time and data storage space; j. Other enhancements include a change in the reports from Brio to Crystal Reports; validation of all text files for lncident Reports; additional sorted pull down menus for several fields in the Incident Report forms and an alphabetized problem sub-code menu to speed up the controller's ability to complete a call. Backaround The ATMS is the core operational system used to manage our bus vehicle fleet. The ATMS provides voiceldata radio dispatching capabilities as well as automatic passenger counting (APC), automated vehicle annunciation (AVA), real-time automated vehicle location (AVL) information, video surveillance and on-board daily operator schedules. The ATMS development started in 2001 and is the cornerstone of many of the newer bus operation initiatives including real-time bus arrival information systems, on-time performance monitoring and headway-based fleet management on Rapid service lines. The ATMS system is an integral part of the reporting structure used for the federally mandated reports such as the National Transportation Database. The system determines Metro's on time performance as well as for planning new service routes and other regional transit planning priorities with other transit agencies. FINANCIAL IMPACT The funding of $3.9 million for this action is included in the FYI0 budget in cost center 3960, ATMS Engineering and Maintenance, under Capital Project ATMS Upgrade, and Line Item 50316, Professional Services. Since this is a multi-year project, the Project Manager and the Chief Operations Officer are responsible for budgeting costs in future years consistent with the boardadopted total lifeofgroject budget. The recommended contract award includes a 10% contract modification authority as a contingency to the base contract. lmoact to Bus and MI Omratina and Capital Budaet The current year funding for this recommended contract award will come from TDA Article 4 funds. The pending Prop 1 B application includes $7.5 million for this project. If the application is approved, the Prop I B funds will be applied to this project otherwise the same TDA Article 4 funds will be used. FYI 0 expenditures are not expected to ATMS Computer Aldd Diiatch Upgrede 3

4 exceed the FYI0 budgeted amount. This action is within the Board approved Lie-of- Project budget of $12,107,000. These funds are eligible for bus operating and capital expenditures. No other source of funds was considered for this project because these funds are in the FYI0 budget for capital expenditure. This project replaces and increases the useful life of computer hardware that already exists and is currently operated and maintained by MTA staff daily. No additional operating funds are required to support this contract either during or upon completion of the project. ALTERNATIVES CONSIDERED The Board may choose to not award this contract. However, it is not recommended, as the current system installation has reached its commercially accepted life and the ability to improve the availability of real time information would not be achieved. Additional failures of the hardware would make the ATMS system less reliable due to increasing outages from aging and failing subsystems/components. The Board could postpone the implementation of this upgrade, but the reliability of the system would be impacted by the increasing system failures that are caused by normal endof-life expectancies. In addition, most of the hardware components are no longer commercially available and must be special ordered, which is very expensive and difficult to maintain. A. Procurement Summary A-I. Procurement History A-2. List of Subcontractors Prepared by: Al Martinez, Supervising Engineer, Operations Nide Dang, Assistant Contract Administrator, Procurement ATMS Computer Aided Dlspdch Upgrede

5 ATMS CompuW Aided Dispatch Upgmds

6 BOARD REPORT ArrACHMENT A PROCUREMENT SUMMARY ATMS Computer Aided Dispatch Upgrade I Contract Number: OP Recommended Vendor: ACS Transportation Solutions, Inc. CostlPrice Analysis Information: A. BidlPraposed Price: $6,473,259 Recommended Price: $ 5,126,345, plus $51 2,635 Contingency B. Details of Significant Variances are in Attachment A-1.D Contract Type: Firm Fixed Price Procurement Dates: A. Issued: August 22,2008 B. Advertised: Not Applicable C. Pre-proposal Conference: Not Applicable D. Proposals Due: December 12,2008 E. Pre-Qualification Completed: September 24,2008 F. Conflict of Interest Form Submitted to Ethics: January 14,2009 Small Business Participation: A. BidIProposal Goal: No Goal Recommended Date Small Business Evaluation Completed: Small Business Commitment: Not Applicable Invitation for BidlRequest for Proposal Data: Notifications Sent: Proposals Picked up: BidslProposals 1 I Received: I Evaluation Information: - A. Bidders/Pro~osers Names: BidtPro~osal Amount: Best and Final Ofbr Amount: ACS Transport Solutions, Inc. $ 6,473,259 B. Evaluation Methodology: Request for Proposal 9. Protest Information: Not Applicable A. Protest Period End Date: Not Applicable B. Protest Receipt Date: Not Applicable C. Disposition of Protest Date: Not Applicable 10. Contract Administrator: Nicole Dang Telephone Number: I. Project Manager: Telephone Number: Ron Benner $5,128,345 ATMS Compubr Aidad Dispatch Upgrede

7 BOARD REPORT ATTACHMENT Am1 PROCUREMENT HISTORY ATMS Compubr Aided Dispatch Upgrade A. BACKGROUND ON CONTRACTOR ACS Transportation Solutions, Inc. has been servicing the public and private sector for over 20 years with offices in more than 100 countries. They employ over 74,000 employees with $6.2 billion in annual revenues. Their headquarters is located in Dallas, Texas. ACS Transportation Solutions, Inc. was the subcontractor in the original development and implementation of the ATMS system; therefore, they possess knowledge of how the system operates and will be responsive in meeting the Statement of Work requirements. ACS' performance was satisfactory while working on the implementation of the ATMS system in 2001 and is the current contractor providing software maintenance support for the ATMS system. 6. PROCUREMENT BACKGROUND Staff utilized Request for Proposal (RFP) No. OP on a noncompetitive basis. ACS Transportation Solutions, Inc. proprietary software was used to develop ATMS and is required for modifications to the existing system. The contract period is for two years. The contract period of performance is anticipated to begin in April 2010 and end in April 2012, a total of two years. In October 2009, MTA ITS was requested by Rail Operations to value engineer the proposed scope. The value engineering process resulted in a re-evaluation and redefinition of the proposed Statement of Work. This redefinition resulted in a cost savings of $452,426 by requiring that existing MTA database infrastructure and enterprise software licenses be used instead of acquiring new stand-alone ATMS equipment. The Diversity and Economic Opportunity department (DEOD) does not recommend a Voluntary MMBE Anticipated Levels of Participation (VALP) for this procurement based on a level of participation that could reasonably be expected in this type of contract. C. EVALUATION OF PROPOSAL This procurement was conducted in accordance, and complies with, standard Procurement policies and procedures for a Sole Source procurement. A Proposal was submitted by ACS Transportation Solutions, Inc. and was determined to be responsive, responsible and qualified to perform the required services based on the RFP's minimum requirements and technical evaluation by the Project ATMS Computsr Aided Dhpatdr Upgrede 7

8 Manager. Rekmnce checks were performed for work completed by ACS and resulted in positive remarks. COSTPRICE ANALYSIS EXPLANATION OF VARIANCES The recommended contract amount has been determined to be fair and reasonable based on a Cost Analysis, which utilized ACS Transportation Solutions, lnc.cost data, MTA's Management Audit Services, and FY2009 Domestic Per Diem Rates. A cost analysis waiver was granted to ACS's subcontractor, Motorola because their company policies do not allow cost elements to be divulged. However, we used a price analysis to determine that Motorola costs are fair and reasonable based on previous Contracts that MTA and other transit agencies have with Motorola. ATMs Computer Aided Dispetdr Upgrade

9 BOARD REPORT ATTACHMENT A-2 LIST OF SUBCONTRACTORS ATMS Computer Aided DIspatEh Uparade PRIME CONTRACTOR - ACS TransporCPtlon Solutlonr, lnc. Small Business Commitment Other Subwntmctors Motorola, Inc. Total Commitment 0% ATMS Computer Aided Dispatch Upgrade