ReportNo: MeetingDate
16-210a
September 28, 2016
Alameda-Contra CostaTransit District
STAFF
RE PO RT
TO:
AC Transit Board of Directors
FROM:
Michael A. Hursh, General Manager
SUBJECT:
Contract with GIROfor Support of the HASTUSEnterprise Software
ACTIONITEM RECOMMENDED ACTION(S)
Consider approving a sole source contract with GYRO,Inc. to provide ongoing technical and applicationsupport for HASTUSsoftware during FY2016-17. BACKGROUND/RATIONALE
The Board authorized the General Manager to enter into negotiations with GYROfor a sole source servicescontract at the September 14, 2016 Board Meeting. A proposed contract with GIROhas been reached and the Board's approvalis now being requested. This contract
will
provide
a variety
of support
services
that
will
ensure that
the HASTUS
software modules being implemented in FY2016-17 are successful. This services contract will
not exceed$130,000 and is funded with existing Hastus project funds as approved in the District's annual operating and capital budget for FY 2016-17. No additional funding is being requested. The contract includes a provision for the purchase of 'service days' so that the District has the flexibility
to secure a cost proposal
and approve
specific tasks as well as secure GIRO's
professional assistance quickly. The GIRO rate in the contract is a range of $1,050 to $1,635 per/day depending upon the task being performed. For example, software changes are needed to comply with a request from the Transportation or PlanningDepartments, or union contract
change. Only GYRO is authorizedmake those edits basedon the District'scurrent software license agreement. This contract will also include provisions for travel expenses and assistance during non-business hours. These proposed travelexpenses would first need to be approved by the Project Manager before payment could be made by the District. The District currently uses HASTUSVehicle, Crew, CrewOpt, Roster, Rider, GEO, ATP, Employee,
BID, Self-Service. The next phase of the Hastus Integrated Operations (HIOPS)project will result in the installation of HASTUSDaily-Crew and Daily-Vehicle to replace the current legacy Operator Timekeeping System (OTS) and division dispatching software, as well as implement the BIDWebsign-up software as described in the current collective bargaining agreement with Amalgamated Transit Union(ATU) Local192
The District has been using GIRO's HASTUSscheduling and map-based software since FY2002/2003after it was procured by Orbital TMS, Inc. for the District. HASTUSis 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 1 of 3
Report No. 16-210a Page2 of 3
route patterns and BusOperator work assignments. Staff recommends a new support services contract that will provide the District with GIRO services for the upcoming year. GYROwould provide as part of this separate contract: 8
8 ©
e
e
Analysis and recommendationsfor improving software performance and its configuration to support AC Transit scheduling and operationalrequirements On-siteor remote technicalsupport Training sessions,go-live activities, instructionalworkshops or software troubleshooting Support during non-business hours and on weekends, for example in support of sign-ups that use the Bid and BidWeb modules Creation of data analysis tools, reports or training materials
The following table shows the specific HASTUSmodules, their current status and requirements for testing and go-live.
Vehicle. Crew, Crew- I production Opt, Rider, ATP, GEO Employee, BID, ATP Self-Service BIDWeb ATU
pilot with I final
lO (additional)
development
HASTUSDaily Crew and I final Daily Vehicle development
IO (additional)
Thefollowing specific project tasks are 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
8
8
8
©
Testing and go-live assistance with the HASTUSDaily - PeopleSoft Finance Interface which willprovide data as the basisfor BusOperator pay Development of ongoing HASTUStraining for extra-qualified ATU personnel or AFSCME personnel using HASTUSsoftware Training of ATU 'extra-qualified ' and regular personnel closer to the HASTUSDaily golive date Completion of HASTUSserver and application performance improvements
BUDGETARY/FISCAL IMPACT
The Staff is requesting Board approval of a sole source-direct contract with GIRO in the amount of $130,000for the implementation of Hastus Daily, BID Web and to provide other support tasks as described in this report. This additional(new) services contract would be funded with 2 of 3
Report No. 16-2.LOa
Page3 of 3
existing HOOPS project funds (P10019) included in the Fiscal Year 2016-17 budget and no additionalfunding is being requested. ADVANTAGES/DiSADVANTACES
A sole sourcecontract with GIROfor support not only complieswith the proprietary terms of the existing maintenance contract, but ensures that the HASTUSsoftware suite continues to operate successfullyat the District and 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 Bus RapidTransit project. ALTERNATIVES ANALYSIS
No alternatives to this sole source support contract are plausible due to the proprietary nature of GYROproducts, and their extensive knowledge of the District's Operator bidding process, operations, rules and businesspractices. GYRO,Inc. is the sole owner of alIHASTUSproprietary software and is a privately held company located in Quebec, Canada.
Prior attempts to conduct open procurements for HASTUSsupport servicesidentified only one third-party vendor with HASTUSDaily experience, and were unsuccessfulbecauseGIROhas no 'gold-certified' partners asyou would typically find in a larger international software company. PBlQR RELEVANT BOARD ACTION/POLICIES
Staff Report 16-210: Contract with GYROfor Support of the Hastus Enterprise Software Staff Report 16-046c: Proposed FY2016-17 AnnualOperating and CapitaIBudget Staff Report 15-033d: Proposed FY2015-16 AnnualOperating and CapitaIBudget Staff Report 14-198: Two-Year fixed price contract with GIROfor consultant services related to training and operationalsupport ATTACHMENTS None
Approved by:
Tom O'Neill, Chief Information Officer
Reviewedby:
DeniseStandridge,GeneralCounsel Tom O'Neill, Chief Information Officer Claudia L. Allen, Chief FinancialOfficer JamesPachan,Chief Operating Officer Jon Medwin, Procurement & Materials Director Manjit Sooch, Director of Systems and Software Development Patricia Broadbent, Senior Project Manager
Preparedby:
3 of 3
