Report No: Meeting Date
16-210
September 14, 2016
Alameda-Contra CostaTransit District
STAFF
RE PO RT
TO:
ACTransit Boardof Directors
FROM:
Michael A. Hursh, General Manager
SUBJECT
Contract with GIROfor Support of the HASTUSEnterprise Software
ACTIONITEM RECOMMENDED ACTION(S)
Consider authorizing the General Manager to execute a sole source contract with GIRO. Inc. to provide ongoing HASTUSapplication and support during FY2016/17. BACKGROUND/RATIONALE
Staff has identified the need for a contract with GIRO, Inc. for a variety of support services. This will ensurethat the HASTUSsoftware modules being implemented in FY2016/17are successful by providingthe District with configuration, technical and training support. This contract would be funded by the existing project funding for the HASTUSIntegrated Operations Project budget (HIOPS-Project 10019) already approved in the District capital budget for FY2016/17. No additionalfunding is being requested.
The HIOPSproject has resulted in upgraded or newly installed HASTUSmodules. The District now uses HASTUSVehicle, Crew, CrewOpt, Roster, Rider, GEO,ATP, Employee, BID, Self-Service. The final phase of the HIOPSproject includes the implementation of HASTUSDaily which replaces the current legacy Operator Timekeeping System (OTS),as well as the BIDWeb sign-up applicationfor BusOperators.
The District has been using GIRO's HASTUSscheduling and map-basedsoftware since FY2002/2003 after it was procuredby Orbital TMS,Inc. for the District. HASTUS is an important enterprise software application for the District because it calculates both vehicle and operator requirements based on a variety of rules and data such as bus schedules, bus stops, map-based
route patterns and Bus Operator work assignments. HASTUSDaily will manage the Bus Operator time for export to PeopleSoft to calculate Bus Operator pay.
GIRO,Inc. is the sole owner of all HASTUSproprietary software and is a privately held company located in Quebec, Canada. The existing annual maintenance agreement requires that fees are paid eachyear to GYRO.This results in a bank of twenty (20) 'maintenance days' that can be applied to software changes requested by the District (e.g. new reports, configuring software for changesto businessrules). Staff is requestinga sole sourceand direct contract that willadd twenty(20) additionalmaintenancedaysto this bank, for a totalof 40 days. The two (2) existing contract amendments with GIRO are 90% completed. Staff recommends a new support services contract that willprovide the District with GIROservices for the upcoming year. GIROwould provide as part of this contract: 1 of 3
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Analysis and recommendations for improving software performance and its configuration to support AC Transit scheduling and operational requirements On-siteor remote technicalsupport Training sessions, go-live activities, instructionalworkshops or software trouble shooting Software troubleshooting and support during non-businesshours and on weekends, for example in support of sign-ups that use the Bid and BidWeb modules Creation of data analysistools, reports or training materials
Thefollowing table shows the specific HASTUSmodules, their current status and requirements for testing and go-live.
Trainin Live
Vehicle, Crew, Crew-Opt, ATP GEO Rider, Employee, BID, ATP, SelfService
production
20
BIDWeb- pilot with ATU
final development
IO (additional)
HASTUS Daily Crew and DailyVehicle
final development
lO (additional)
Thefollowing specific project tasksare planned for FY2016/17 8
Implementation of the BIDWeb module pilot project as described in the current collective bargaining agreement (CBA)with the Amalgamated Transit Union (ATU) Local 192
e
Testing and go-live assistance with the HASTUS Daily - PeopleSoft Finance Interface
whichwillprovide data asthe basisfor BusOperator pay e
Development of ongoing HASTUStraining for extra-qualified ATU personnel or AFSCME personnelusing HASTUSsoftware
e
Training of ATU 'extra-qualified ' and regular personnel closer to the HASTUSDaily golive date
e
Completion of HASTUSserver and application performance improvements
BUDGETARY/FISCAL IMPACT
Staff is requesting Board approval to enter into a sole source contract with GIROin the amount of $130,000 for the implementation of Hastus Daily, BID Web and to provide other support tasks. If approved, this services contract would allow the District to purchase additional
'modification days' so that GIROassistanceis readily available. The District currently pays $120,000 in annual maintenance fees in exchange for twenty (20) 'modification days' in the District's account. However, the District typically uses these each year. These fees increase at 2 of 3
Report No. 16-210 Page 3 of 3
an annual rate of 1.5%. This additional (new) services contract would be funded with existing HIOPSproject funds(P10019) so that no additionalfunding is being requested. ADVANTAGES/DISADVANTAGES
A sole source contract with GYROfor ongoing support not only complies with the proprietary terms of the existing maintenance contract, but ensures that the HASTUSsoftware suite continues to operate successfully at the District. Additional resources would help to complete the Daily and BIDWebprojects on schedule. In addition, the HASTUSDaily software project implementation is in the critical path of the Clever DevicesCAD/AVLimplementation and the BusRapidTransit project. ALTERNATIVES ANALYSIS
GYRO, Inc. is the sole owner of all HASTUSproprietary software and is a privately held company located in Quebec, Canada. No alternatives to this sole source support contract are plausible due to the proprietary nature of GIROproducts, and their extensive knowledge of the District's Operator bidding process, operations, rules and business practices. In addition, software changes are typically needed immediately following go-live activities and only GIRO willbe able to makethose edits. Prior attempts to conduct open procurements for HASTUSsupport services identified only one third-party vendor with HASTUSDaily experience. This open procurement resulted in only a single proposal since GIRO elected to bid the project with that third-part vendor as a subcontractor. This is becauseGIROhas no 'gold-certified ' partners as you would typically find in a larger international software company. BBlQB RELEVANT BOARD ACTION/POUCHES
Staff Report 16-046c: Proposed FY2016-17 Annual Operating and Capital Budget Staff Report 15-033d: Proposed FY2015-16 AnnualOperating and CapitaIBudget Staff Report 14-198: Two-Yearfixed price contract with GIROfor consultant services related to training and operationalsupport A'nACHMENTS None
Approved by: Reviewedby:
Preparedby:
DeniseStandridge,GeneralCounsel Tom O'Neill, Chief Information Officer Tom O'Neill, Chief Information Officer James Pachan, Chief Operating Officer ClaudiaL. Allen, Chief FinancialOfficer Jon Medwin, Procurement & Materials Director Manjit Sooch, Director of Systems and Software Development Patricia Broadbent, Senior Project Manager
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