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TO:
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Honorable Mayor and Members of the Common Council
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FROM:
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Jon Urben, General Services Manager
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DATE:
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November 12, 2024
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| SUBJECT: |
Res 24-571 Approve Agreement with Pentira, LLC for Database Subscription Software and Support for GO Transit 2025-2027 ($102,000.00) |
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| BACKGROUND |
GO Transit maintains a great deal of data to ensure continued state and federal funding, monitor performance, assist in route planning, and provide information to the public. In 2008, GO Transit began a partnership with Pentira, LLC to develop a database geared toward small urban transit systems, like GO Transit. In exchange for testing and product feedback, Pentira provided a highly customized enterprise-wide database solution to GO Transit at no cost over the initial 8 years. The database, eXpressTransit, has developed into a valuable asset for GO Transit's varied data needs. The database manages data on ridership, grants, customer comments, accidents/incidents, planning, fares, reporting, and many other features. In 2014, Pentira added functionality to load daily Automatic Passenger Counting (APC) data and analysis screens to assist in planning decisions. This allowed GO Transit to forego the purchase of software provided by the APC manufacturer.
GO Transit further expanded the database's capabilities in two areas. First, GO Transit deployed a tablet system on the fleet of buses that provides fare counts, fare locations, and messaging. The tablet system also provides vehicle location data. An internal vehicle location app was also developed by Pentira. Secondly, GO Transit rolled-out a mobile app that allows customers to access real-time bus location and route data. It was mutually agreed by GO Transit and Pentira, LLC that a contract for these services was and continues to be needed. Our current contract with Pentira expires in March, 2025. The contract provides GO Transit with ownership of the eXpressTransit database; ownership of all data; the source code for the database; and the added capabilities described above. |
| ANALYSIS |
| Pentira, LLC's proposal to provide these services and ongoing support is $34,000 per year with no increase from the previous three-year contract. If the support subscription is not renewed, GO Transit would be able to continue to use the database and maintain sole ownership of the data. Other IT solutions have been explored and priced by GO Transit staff. There are software solutions for varied applications, but no enterprise solution covers the entire range of needs for GO Transit. The cost of Pentira, lLLC's 'proposal is competitive with and actually much less than current IT projects used by other transit systems. GO Transit has been satisfied with the product and support provided by Pentira, LLC over the last 16 years. The proposal has also been reviewed by IT and Purchasing. |
| FISCAL IMPACT |
| The Transit Utility budgeted $34,000 for this service in the contractual services account (05111728-6412- 00000) of their 2025 operating budget and will continue to do so for the term of the contract. The cost of this service would be $34,000 per year. Federal and state grant funding would cover approximately 53 percent of the service cost ($18,020); passenger fares cover about 20 percent ($6,800) and the remaining $9,180 would be covered by City funds. Staff is recommending another three-year agreement with Pentira, LLC for $34,000 per year for a total of $102,000. |
| RECOMMENDATION |
| Chapter 12 of the Municipal Code of the City of Oshkosh provides that professional services of a specialized nature, including these services, may be procured without the use of competitive bidding or quotation process. In accordance with Section 12-16, Purchasing recommends that the Common Council approve this three-year agreement from Pentira, LLC, 508 Riverside Drive, DeForest, WI, 53532 for database subscription software for GO Transit for $102,000.00. If you have any further questions about this agreement, please contact Transportation Director Jim Collins, or me. |
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