HASTUS SYSTEM v2014 SOFTWARE UPGRADE APPROVE CONTRACT PS AWARD TO GIRO, INC.

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1 One Gateway Plaza Los Angeles, CA ooo Tel metro. net SYSTEM SAFETY SECURITY AND OPERATIONS COMMITTEE SEPTEMBER 18,2014 SUBJECT: ACTION: HASTUS SYSTEM v2014 SOFTWARE UPGRADE APPROVE CONTRACT PS AWARD TO GIRO, INC. RECOMMENDATION Authorize the Chief Executive Officer to award a firm fixed price Contract PS to Giro, Inc. for the implementation of the HASTUS (Horaires et Assignations pour Systeme de Transport Urbain et Semi-urbain) System v2014 software upgrade for an amount not-to-exceed $2,616,903. ISSUE Metro Operations employs almost 4000 people as Transit Operators to drive/operate buses and trains. Since 1997, the Scheduling Department has used the HAST US system to create all Metro bus and operator schedules. The version of the HASTUS software that Metro is currently using is seven years old and needs to be updated to the most current version available from the software vendor (Giro). The recommended contract award will engage Giro to upgrade the existing HASTUS System software from the 2007 version (v2007) that Metro is currently using to the 2014 version (v2014) of the software. The v2014 software will provide two primary functional improvements. The upgraded baseline software includes all of the contractor enhancements implemented in the last seven years, including the implementation of a rail scheduling module which will allow Metro to migrate from a manual to a semi-automated rail vehicle/operator scheduling process. The second functional improvement will streamline the family medical leave (FML) account tracking of operators while ensuring compliance with union labor agreements and all applicable state/federal laws.

2 DISCUSSION HASTUS is a commercial off-the-shelf, proprietary software package developed by Giro, Inc. It provides the capability to develop very cost-effective operator schedules while adhering to policy and work rules included in the union contract and legal requirements. Developing and maintaining effective and efficient schedules and operator assignments is a core operational task for Metro. The Hastus software is also used for other critical operational functions including the calculation of pay time for operators according to work rules in the union contract, daily dispatching of operators from the divisions and extra board markup to ensure all runs have an operator assigned to them. The current Hastus v2007 software is outdated and as such is not compatible with some of the latest advances in technology and security. The current software is also limited in its rail scheduling capabilities. With the expansion of Metro's rail lines, it is important that rail schedulers be provided with upgraded software with more capabilities. As Metro's rail system continues to expand in the coming years and the need to interface and integrate between bus and rail modes becomes more critical, the Hastus v2014 software tools will help address the limitations of the v2007 software and contribute to improvements in the quality of the rail schedules and operator assignments. The software upgrade is also needed as Metro implements the new Regional Connector which will expand rail interlining. The Hastus v2014 upgrade also improves automation for pre-production validation of schedules and provides an opportunity for compatibility with advances in technology and strengthened security of the system. DETERMINATION OF SAFETY IMPACT The Hastus v2014 software helps to ensure appropriate schedules between trip recovery times are respected according to Metro's collective bargaining agreement and continues to ensure that operators have sufficient rest times between shifts, from one day to the next, as mandated by law for safety reasons. For this reason, upgrading and maintaining the Hastus system is an important and critical safety measure. FINANCIAL IMPACT The funding for this project is budgeted under cost center 9210, Information Management- Transit Applications, Capital Project , Hastus v2014 Upgrade, account Contracted Services. Funding for this capital project was approved and is funded by local/state funds. Since this is a multi-year project, the project manager and the Chief Information Officer will be responsible for budgeting costs in future years. HASTUS v2014 Software Upgrade 2

3 Impact to Budget The funding for this action will come from Local Transportation Development Act (TDA) Article 4 funds to maximize the flexibility in the use of available funding. Funding is eligible for bus or rail operating and capital expenses. ALTERNATIVES CONSIDERED The Board may choose to not act, which would postpone upgrading the system. Metro could continue to operate on v2007; however this is not recommended as the proposed capital project will upgrade the Hastus software providing new rail scheduling capabilities that are critical in supporting operational demand as more and more rail lines/segments come online. Additionally, this mission critical application will continue to fall behind other technological advances and risk incompatibility with new operating systems, data base software, advanced cyber security software, etc. ATTACHMENT A. Procurement Summary Prepared by: AI Martinez, Director Information Technology- (213) HASTUS v2014 Software Upgrade 3

4 David C. Edwards Chief Information Officer William Foster Interim Chief Operations Officer HASTUS v2014 Software Upgrade 4

5 ATTACHMENT A 1 Contract Number: PS Recommended Vendor: Giro Inc. PROCUREMENT SUMMARY Hastus Software Upgrade 3 Type of Procurement (check one): D IFB D RFP D RFP-A&E [gl Non-Competitive D Modification D Task Order 4 Procurement Dates: A. Issued: December 3, 2013 B. Advertised/Publicized: N/A C. Pre-proposal/Pre-Bid Conference: N/A D. Proposals/Bids Due: January 20, 2014 E. Pre-Qualification Completed: March 6, 2014 F. Conflict of Interest Form Submitted to Ethics: January 22, 2014 G. Protest Period End Date: N/A 5 Solicitations Picked Bids/Proposals Received: up/downloaded: N/A N/A 6 Contract Administrator: Telephone Number: Mark Lu (213) Project Manager: Telephone Number: AI Martinez (213) A. Procurement Background This Board action is for a single source procurement issued in support of the upgrade of the HASTUS scheduling software. On December 3, 2013 Metro issued a single source, non-competitive solicitation to GIRO, Inc. and received a proposal on January 20, A sole-source procurement was approved on the basis that a full replacement of Metro's scheduling system would be costly and it would take a significant amount of time to modify any commercial-off-the-shelf system to meet Metro's scheduling requirements. Additionally, Giro's experience supporting most of the larger metropolitan transit agencies provides a value added for multi-modal operations. This RFP was issued in accordance with Metro's Acquisition Policy and the contract type is a Firm Fixed Price. B. Evaluation of Proposals/Bids HASTUS v2014 Software Upgrade 5

6 This is single source procurement. A Source Selection Committee (SSC) consisting of Metro Staff (Operation and ITS departments) was convened and conducted a comprehensive technical evaluation of the proposal received. C. Cost/Price Analysis The recommended contractor's price proposal was evaluated in compliance with Metro's Acquisition Policies and Procedures. Staff conducted a comprehensive evaluation to determine that the final firm fixed price was fair and reasonable based upon price analysis, technical evaluation, and negotiations. Proposer Name Estimate Amount Proposed Amount Negotiated Amount 1. GIRO, Inc. $4,493,422 $3,894,853 $2,616,903 D. Background on Recommended Contractor Founded over 25 years ago, Giro, Inc. is located in Montreal, Canada. Giro is considered a world leader in transit software. They provide computer software, maintenance, and related consulting for transportation applications in various countries throughout the world. In the United States, HASTUS is used by over 34 transportation properties including applications for New York City and Chicago Transit. Since 1997, Metro's Scheduling Department has used the HASTUS system to create all bus and operator schedules. Giro has consistently provided Metro with a cost effective vehicle and crew scheduling solution that adheres to its Labor Agreements, State Law and accepted practices. As part of this project, Giro will upgrade the software to the most current 2014 version as well implement a new family medical leave module. Giro will also provide comprehensive testing and training. Giro's previous past practice with similar project upgrades and improvements is excellent. E. Small Business Participation The Diversity and Economic Opportunity Department (DEOD) did not establish a Small Business Enterprise (SBE) goal for this sole source, non-competitive solicitation, which requires a proprietary upgrade. The Prime (Giro, Inc.) made no SBE commitment. HASTUS v2014 Software Upgrade 6