Staff recommends that the City Council approve the contract with Passio Systems for $442,315.40.

MET Transit recently advertised a Request for Proposals (RFP) to provide MET with a new Computer Aided Dispatch/Automated Vehicle Location System (CAD/AVL) for its fixed-route bus service. This RFP was initiated to replace the existing CAD/AVL system currently contracted with DoubleMap/TransLoc.  The agreement with the vendor for the existing system ends on July 20, 2023; further, the vendor has transitioned its software solution to a new platform that currently does not meet the needs of MET in regard to metric tracking, reporting, or usability with new technologies. MET Transit seeks to improve the efficiency and effectiveness of its transportation services through the acquisition and implementation of an updated web-based vehicle tracking and dispatching solution with support for on vehicle technology including improved utilization of automated passenger counters, voice annunciation, and real-time vehicle health reports. This software system will enhance MET Transit's capabilities to manage on street service, track required metrics, and generate reports for use in planning and operations. This system will reduce manual duplication of data, increase accuracy of statistical reporting, and enhance the customer experience through smartphone app integrations.The RFP was advertised in the Yellowstone County News on February 3 and 10, 2023, and notices were posted on the City's Website, MET Transit's Webpage, and MET Transit's Facebook page.  Three (3) proposals were received by February 24, 2023.  An RFP Selection Committee evaluated and ranked the proposals based on each firm's ability to meet the specifications and parameters identified in the RFP. The Committee voted unanimously to select Passio Systems as the vendor to provide the system.  The RFP process outlined by the City of Billings and the Federal Transit Administration (FTA) was utilized for the selection process.

City Council may:

• Approve staff's recommendation to enter into an agreement for a CAD/AVL system with Passio Systems; or
• Not Approve staff's recommendation and advise staff on how to proceed.

The proposed cost of the system is $207,131.40 for the first year and $58,769 for years two through five, totaling $442,315.40 for the five-year period.  Funds for this project are available in MET Transit's budget. Eligible first year capital costs ($148,335.40) will be funded via Federal Transit Administration formula funds in the 5339A program at a match rate of 20% local and 80% Federal, while initial and ongoing operating costs ($58,769 annually) will be funded using MET's annual 5307 operating grant at a match rate of 50% local and 50% Federal.  
 

Year	Capital Total	Operations Total	Local Total	Federal Total	Grand Total
1	$148,335.40	$58,796.00	$59,065.08	$148,066.32	$207,131.40
2		$58,796.00	$29,398.00	$29,398.00	$58,796.00
3		$58,796.00	$29,398.00	$29,398.00	$58,796.00
4		$58,796.00	$29,398.00	$29,398.00	$58,796.00
5		$58,796.00	$29,398.00	$29,398.00	$58,796.00
				Total Contract	$442,315.40