Board of Directors THURS Meeting Agenda


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Meeting Date: 02/16/2017  

SUBJECT MATTER:
Receive, consider and act upon an award of bid for Automatic Passenger Counters for the Town Center Trolleys (C-2016-0639);
FISCAL IMPACT:
2017 Budgeted Amount
FTA Section 5339 Grant Funding: $40,000
Federal Share: $32,000
Local Share: $8,000

Low Bid
Bid Amount: $27,700
Federal Share: $22,160
Local Share: $5,540
 
BACKGROUND:
In order to satisfy annual FTA National Transit Database (NTD) reporting requirements, it is necessary that The Woodlands report accurate information regarding passenger boardings and passenger miles travelled. The Township has relied on manual counts of passenger boardings to determine ridership and understand demand. Rather than continue to utilize manually recorded boardings, the utilization of Automatic Passenger Counters (APCs) will allow The Woodlands to digitally acquire this data with partial sampling conducted manually only once every three years (to verify the accuracy of the APC units). Partial sampling can be completed within one week and would not require hiring any temporary staff for completion.

In addition to allowing the completion of our NTD required sampling, the utilization of APCs will allow The Woodlands Township to gather and report accurate data regarding boarding/alighting locations along the Town Center Trolley route, average passenger trip length, dwell times at stops, as well as revenue and non-revenue hours and miles.

The Board provided approval to advertise an Invitation for Bid (IFB) for APCs in late 2016. Staff sent notice of the solicitation to numerous potential providers. Responses to the IFB were due January 20, 2017.

The Township received responses from two (2) potential providers and both submittals were deemed to be responsive. Responses were received from:
  • Ride Systems, and
  • Urban Transportation Associates.
After evaluation and analysis, Ride Systems was determined to be the low-bidder. Details of the bids are presented below:
 
Provider: Ride Systems        
Item  Units Quantity Unit Price Extended Price
APC Unit Each 6  $1,500.00  $9,000.00
Installation, Test, Validation Lump Sum 1  $1,000.00  $1,000.00
Training Lump sum 1  $1,500.00  $1,500.00
Total Extended Price        $11,500.00
Software Licensing & Maintenance Fees Annual 5  $  3,240.00  $16,200.00
       Total   $27,700.00
  Yes No    
Submittal Meets Requirements of IFB? x      
         
         
         
Provider: Urban Transportation Associates        
Item  Units Quantity Unit Price Extended Price
APC Unit Each 6  $2,215.00  $13,290.00
Installation, Test, Validation Per Vehicle 6  $750.00  $4,500.00
Training Lump sum 1  $2,200.00  $2,200.00
Total Extended Price        $19,990.00
Software Licensing & Maintenance Fees Annual 5  $2,750.00  $13,750.00
       Total   $33,740.00
  Yes No    
Submittal Meets Requirements of IFB? x      

 
RECOMMENDATION:
Award the bid to Ride Systems and authorize the President/General Manager to execute any necessary agreement as approved to form by the Township Attorney.

    

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