Board of Directors Meeting Agenda


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Meeting Date: 06/21/2018  

SUBJECT MATTER:
Receive, consider and act upon an award of bid for Automatic Passenger Counters for The Woodlands Express commuter bus service (C-2018-0170);
FISCAL IMPACT:
Previously estimated 2018 Capital Budget Impact:  Approximately $80,000; $65,000 ($13,000 Township share after FTA  80% Assistance) for equipment, installation, and training + approximately $15,000 for software licensing and maintenance ($7,500 Township share after 50% FTA Assistance)

Actual 2018 Budget Impact: $95,880 ($19,176 after 80% FTA Assistance); $55,080 for equipment, installation, and training + $40,800 for first-year software licensing and maintenance

Estimated Five-Year Plan/Long Term Impact:  Approximately $15,000 per year for software licensing and maintenance ($7,500 Township share after FTA 50% Assistance)

Actual Five-Year Plan/Long Term Impact: $40,800 per year through 2022 ($8,160.00 after FTA 80% Assistance - this project qualifies at higher FTA participation for "new technology" projects)

Total Five-Year Project Cost: $51,816.00 after 80% FTA Assistance
Staffing Impact:  None
BACKGROUND:
In order to satisfy annual FTA National Transit Database (NTD) reporting requirements, The Woodlands Township must report accurate passenger boardings and passenger miles traveled. The Township has relied on manual counts of passenger boardings to determine ridership and to understand demand. Rather than continue to utilize cumbersome manually-recorded boardings, the utilization of Automatic Passenger Counters (APCs) will allow the Township to digitally record the data with partial sampling conducted only once every three years (to re-verify the accuracy of the APC units). Partial sampling can typically be completed in one week and would not require hiring any temporary staff for completion.

The Township has installed APCs on the Town Center Trolley service. The system is providing valuable data and the utilization of APCs on The Woodlands Express will allow the Township to collect a 100% count of un-linked passenger trips of the commuter bus service.  On The Woodlands Express, APCs will collect stop-level boarding and alighting data, provide real-time bus arrival information for passengers (through a linked Smartphone App), and would allow The Township to calculate the passenger miles traveled, vehicle revenue miles, and other information as required by NTD.

The Invitation for Bid (IFB) C-2018-0170 was approved by the Board of Directors on April 19, 2018 and advertised on April 23, 2018. Staff sent notice of the solicitation to numerous potential providers. Responses to the IFB were due May 25, 2018.  The Township received responses from three (3) vendors and all submittals were deemed to be responsive and met the technical specifications of IFB C-2018-0170.

Responses were received from: DoubleMap; Ride Systems; and, ETA Transit Systems (Attachment A).

After thorough evaluation and analysis, Ride Systems was found to be the low-bidder. Bids include equipment, installation, training, and five years of software licensing and maintenance. A Bid Tabulation Summary is provided:
 
Vendor: Ride Systems        
  Year 1 Year 2 Year 3 Year 4 Year 5
Equipment/Install/Training  $55,080.00  $       -    $      -    $      -    $      -  
Maintenance/Licensing  $40,800.00  $40,800.00  $40,800.00  $40,800.00  $40,800.00
TOTAL  $95,880.00  $40,800.00  $40,800.00  $40,800.00  $40,800.00
Federal Share (80%)  $76,704.00  $32,640.00  $32,640.00  $32,640.00  $32,640.00
Local Share (20%)  $19,176.00  $ 8,160.00  $ 8,160.00  $ 8,160.00  $ 8,160.00

 Ride Systems total 5-year cost: $259,080.00 ($51,816.66 after 80% FTA Assistance)
Vendor: DoubleMap        
  Year 1 Year 2 Year 3 Year 4 Year 5
Equipment/Install/Training  $192,550.00  $      -    $       -    $       -    $       -  
Maintenance/Licensing  $13,600.00 $3,600.00  $13,600.00  $13,600.00  $ 3,600.00
TOTAL  $206,150.00 $13,600.00  $13,600.00  $13,600.00  $ 3,600.00
Federal Share (80%)  $64,920.00 $10,880.00  $10,880.00  $10,880.00  $10,880.00
Local Share (20%)  $41,230.00  $2,720.00  $ 2,720.00  $ 2,720.00  $ 2,720.00
 
DoubleMap total 5-year cost: $260,550.00 ($52,110.00 after 80% FTA Assistance)
Vendor: ETA Transit        
  Year 1 Year 2 Year 3 Year 4 Year 5
Equipment/Install/Training  $ 148,802.32  $      -    $       -    $      -    $      -  
Maintenance/Licensing  $ 29,020.00  $29,020.00  $29,020.00  $ 29,020.00  $29,020.00
TOTAL  $177,822.32  $29,020.00  $29,020.00  $29,020.00  $29,020.00
Federal Share (80%)  $142,257.86  $23,216.00  $23,216.00  $ 23,216.00  $23,216.00
Local Share (20%)  $  35,564.46  $5,804.00  $5,804.00  $ 5,804.00  $ 5,804.00

ETA Transit Systems total 5-year cost:  $289,544.00 ($57,908.80 after 80% FTA Assistance)
RECOMMENDATION:
Award the bid to Ride Systems and authorize the President/General Manager to negotiate and execute an agreement as approved to form by the Township Attorney.

    

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