REPORT TO THE CITY COUNCIL
April 22, 2021
FROM: BRIAN BARR, Assistant Director
Department of Transportation
BY: BRIAN BARR, Assistant Director
Department of Transportation
SUBJECT
Title
Award a service agreement to Genfare, a division of SPX Corporation, of Elk Grove Village, Illinois, to maintain the Department of Transportation Fresno Area Express’s fare collection system in a state of good repair, for one year with four optional one-year extensions, with the total contract value with extensions of $2,235,432, and authorize the Director of Transportation, or designee, to execute the
contract documents (Bid File #9563)
Body
RECOMMENDATION
Staff recommends Council award a service agreement to Genfare, a division of SPX Corporation, of Elk Grove Village, Illinois, to maintain the Department of Transportation Fresno Area Express’s (FAX) fare collection system in a state of good repair, for one year with four optional one-year extensions, with the total contract value with extensions of $2,235,432, and authorize the Director of Transportation, or designee, to execute the contract document.
EXECUTIVE SUMMARY
FAX provides fixed route bus and paratransit service for the residents of the greater Fresno metropolitan area. In support these services, FAX utilizes an advanced fare collection system providing convenient options for customers to purchase fares. The fare collection system equipment is comprised of approximately 118 fare boxes, 55 ticket vending machines, two cash vaults and various fast fare-e devices. The equipment is manufactured by Genfare and has been maintained by Genfare since 2013. The equipment also supports forthcoming smart card technology which will provide customers with another convenient method to purchase fares. The system is highly complex and technical in nature requiring a qualified provider to maintain the equipment. This is part of FAX’s efforts to improve the experience of the customer and increase reliability of the system.
On February 18, 2021, Council approved a resolution to suspend bus fares for six months and requires FAX to return to the Transportation Subcommittee with a funding plan for a zero fare-model transportation system. Although fares are not being collected, FAX is obligated by federal and state grant agreements to maintain the equipment in a state of good repair through the end of their useful life. The consequences of not maintaining a state of good repair results in return of grant funding to the state and federal governments. In the event suspension of fare collection becomes permanent, the City has the ability to terminate this contract by convenience.
BACKGROUND
FAX provides fixed route bus and paratransit service for the residents of the greater Fresno metropolitan area. In order to provide reliable service, FAX operates 115 fixed route vehicles, 51 paratransit vehicles, and 10 sedans.
In 2013, FAX purchased and deployed an advanced system for fare collection in both the fixed route and paratransit services. In 2018, FAX deployed ticket vending machines in support of bus rapid transit (BRT) along Blackstone Avenue and Ventura\Kings Canyon corridors. The fare collection system provides convenient options for customers to purchase bus fares at fare boxes, ticket vending machines and fast fare-e devices. Onboard fare boxes accept cash payments, student identification cards for partner organizations, and support forthcoming smart card technology. Ticket vending machines provide customers with the ability to purchase regular, reduced, or monthly fares with cash, credit or smart card transactions without requiring customers to visit customer service at Manchester Transit Center, City Hall or an outlet pass partner.
The fare collection system is comprised of approximately 118 fare boxes, 55 ticket vending machines, two cash vaults and various fast fare-e devices. The equipment is manufactured by Genfare and has been maintained by Genfare since 2013. A staff of five Genfare employees will provide maintenance services six days a week, Sunday through Friday, increasing the reliability of the equipment and experience for the customer. Maintenance of this equipment is highly technical, and FAX does not possess the resources needed to maintain these systems. Moreover, maintenance of the ticket vending machines must be performed in the field. Genfare will be providing its own means of transportation for the technician’s responsibilities in the field.
The fare collection system maintenance work plan includes the following elements:
• Fare collection system monitoring through software portal
• Planned maintenance and repairs
• Vehicle accident repair and response
• Internal equipment cleaning
• Electrical troubleshooting
• Equipment programming
• Firmware updates and software upgrades
• Security compliance for credit card transactions
• Network security patches to manufacturer equipment
• Refilling of fare media
Over the years, the fare collection system has been funded through a combination of federal and state grants. More recently, FAX received a $4.2 million dollar state Transit and Intercity Rail Capital Program grant to purchase ticket vending machines for the BRT project. Additionally, FAX purchased new fare boxes utilizing FTA funds in FY20 as BRT transitioned from offboard fare collection to onboard fare collection. On February 18, 2021, Council approved a resolution to suspend for fares for six months and requires FAX to return to the Transportation Subcommittee with a funding plan for a zero fare-model transportation system. Although fares are not being collected, FAX is obligated by grant agreements to maintain the equipment in a state of good repair for their useful minimum life of 10 years. Should the fare collection system not be maintained in a state of good repair, idled for a long period of time or be removed prematurely, FAX will be required to return funding utilized to purchase the equipment. In the event suspension of fare collection becomes permanent, the City has the ability to terminate this contract by convenience.
A Notice Inviting Proposals was published in the Business Journal on November 23, 2020, posted on the City website, and MassTransit.org. Request for Proposal (RFP) specifications were distributed to nine prospective proposers. One sealed proposal was received and opened in a public bid opening on December 22, 2020.
A single bid analysis was performed following the receipt of a single proposer. After careful review of the solicitation and interview of prospective proposers, FAX has determined that the solicitation language was not restrictive, and competition was adequate.
The RFP process allows for an evaluation of proposals based on a number of factors or criteria, with the intent to select a vendor based on best value, as opposed to simply the lowest cost responsive and responsible bidder. A Selection Committee (Committee) was created, comprised of representatives from FAX Maintenance and FAX Information Services, and met to discuss and review the single proposal. The committee members evaluated the proposer on the ability to meet the stated service requirements, cost as shown on the proposal form, past performance and experience with the City or other similar entities, conformance to the terms and conditions of the RFP, financial stability, exceptions to the RFP, and other related information provided by proposers. The Committee’s evaluation determined Genfare is highly qualified to perform the services requested.
The proposal will expire May 5, 2021.
The City Attorney has approved the contract as to form.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a project as defined by CEQA and is therefore exempt.
LOCAL PREFERENCE
The City’s Local Preference Ordinance (FMC 4-108) was not implemented as this award is based upon best value and federal funds preclude the use of local preference.
FISCAL IMPACT
There is no fiscal impact to the General Fund from this request. This purchase is funded by FTA 5307 funds appropriated in the Department’s FY21 budget. This funding is specific to maintenance and cannot be utilized as revenue replacement or operating support.
Attachments:
Bid Evaluation 9563
Committee Evaluation
Non-professional Service Contract