Meeting Type: BCC Work Session
Meeting Date: 2/11/2020
Item Status: New
From: Wayne Dyess, County Administrator
Submitted by: Matthew Brown, BRATS Director of Transportation
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ITEM TITLE
Title
Request for Proposals for On-Demand, Dynamic Scheduling Software
Body
STAFF RECOMMENDATION
Recommendation
Authorize Baldwin Regional Area Transit System (BRATS) staff, in coordination with the Purchasing Manager, Communications and Information Systems (CIS), and Alabama Department of Transportation (ALDOT), to issue a Request for Proposals for on-demand, dynamic scheduling software.
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: BRATS has utilized the same scheduling software for nearly ten years. Despite updates, the software has become antiquated and is difficult to use. We have numerous outstanding work orders with the current vendor. The biggest issue with the current software is its inability to communicate trip status with passengers and easily accommodate same-day and on-demand scheduling.
BRATS has had opportunity to meet with at least three prominent venders of modern on-demand software technology. BRATS representatives have also visited with at least one transit system operating this type of software in service. BRATS would like to engage in a rigorous Request for Proposals (RFP) process ahead of the Fiscal Year 2021 budget cycle so that it can make educated budgeting decisions.
In August 2019, the Commission authorized BRATS to apply for a competitive grant to pursue new on-demand software. There has been a delay in the award of this grant funding, and it us uncertain when these awards will be announced. BRATS believes that it will be awarded funding for the software under its Fiscal Year 2021 formula grant through ALDOT and for this reason would like to continue with the RFP process.
FINANCIAL IMPACT
Total cost of recommendation: There will be no cost commitment associated with the request for proposals process. However, if a satisfactory vender is ultimately identified, the software cost is expected to range from between $160,000.00 and $300,000.00 in the Fiscal Year 2021 budget. If approved for funding through ALDOT, 80% of the cost would be covered by the grant, leaving 20% to be funded locally ($32,000.00 to $60,000.00).
It is possible that there will be some up-front costs incurred in the current fiscal year to ensure a roll-out in early Fiscal Year 2021. These costs are expected to be less than $30,000.00 and will be covered 80% by the existing grant. Current budgeted amounts will be sufficient to cover these costs. No additional funding will be needed for the current fiscal year.
Budget line item(s) to be used: 51930.5235
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
No.
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: No
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A
Additional instructions/notes: N/A