Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
A. MOTION TO APPROVE GIRO Inc./Le Groupe en Informatique et Recherche Operationnelle, as the most reasonable source that was previously standardized by the Board of County Commissioners, for GIRO’s HASTUS transit scheduling and operations software products, services, maintenance, support, and upgrades for the Broward County Transit Division.
ACTION: (T-11:44 AM) Approved.
VOTE: 9-0. Commissioners Bogen, Fisher, Rich and Vice-Mayor Geller voted in the affirmative telephonically.
B. MOTION TO APPROVE Contract between Broward County and GIRO Inc./Le Groupe en Informatique et Recherche Operationnelle, Contract No. TEC2120460A1, for maintenance and support of the HASTUS transit scheduling and operations software for the Broward County Transit Division, in an amount not-to-exceed $582,019 for existing software for the initial term of five years, effective June 15, 2020, and authorize the Director of Purchasing to renew the contract for up to five additional one-year periods, at an estimated total amount of $708,362 for support and maintenance services for existing software for all renewal periods, and up to $3,162,605 for optional services for the duration of the agreement, to include additional software modules and licenses, an increase in peak vehicles, associated support and maintenance, and professional services, for a total amount not-to-exceed $4,452,986 over a ten year period; and authorize the Mayor and Clerk to execute same.
ACTION: (T-11:44 AM) Approved.
VOTE: 9-0. Commissioners Bogen, Fisher, Rich and Vice-Mayor Geller voted in the affirmative telephonically.
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Why Action is Necessary
Motion A. In accordance with Section 21.34 of the Broward County Administrative Code, a Sole Source Procurement above the award authority of the Director of Purchasing must be approved and awarded by the Board.
Motion B. In accordance with the Broward County Procurement Code, Section 21.31.a.4, the Board shall approve all awards greater than the award authority of the Director of Purchasing, and Section 21.43, a contract for supplies or services may be entered into for no more than five years without the express consent of the Board.
What Action Accomplishes
Motion A. Approves most reasonable source designation for GIRO Inc./Le Groupe en Informatique et Recherche Operationnelle for HASTUS scheduling and operations licensed software products and services for the Transit Division.
Motion B. Approves agreement with GIRO Inc./Le Groupe en Informatique et Recherche Operationnelle for continued software maintenance and support of the current version of HASTUS software and permits future upgrades, additional modules, related support and maintenance, and professional services as optional services.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION, THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT/ENTERPRISE TECHNOLOGY SERVICES DIVISION, AND THE TRANSPORTATION DEPARTMENT/TRANSIT DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
Broward County Transit (BCT) Division is requesting a reasonable source brand approval of a new agreement with GIRO Inc./Le Groupe en Informatique et Recherche Operationnelle (GIRO) for the continued maintenance and support of the Horaires et Assignments pour Systems de Transport Urban et Semi-Urban (HASTUS) transit scheduling and operations software that was previously standardized by the Board.
This Agreement, funded by Federal Transit Administration grants, provides for the reaffirmation of the perpetual license to the software previously granted by GIRO to the County in the HASTUS License Agreement and sets forth the support and maintenance obligations for the HASTUS software beyond expiration of the current Maintenance and Support Contract. The Agreement also allows for optional services to include additional software licenses and modules as the fleet expands, and an upgrade to the most current version of the HASTUS software. The optional services items are as follows:
Optional Services - Professional Duration of Master Agreement $264,048
Services (e.g., training, consulting,
installation, conversion, migration)
Optional Services - Upgrade to Duration of Master Agreement $500,000
Version 2020 (or most current
version) and implementation fees
Optional Services - Licenses for New Duration of Master Agreement $1,457,700
Modules (includes implementation
services and expenses)
Optional Services - Support and Duration of Master Agreement $565,450
Maintenance for New Modules
acquired in the future
Optional Services - Licenses and Duration of Master Agreement $375,407
Support and Maintenance for
Increase in Peak Vehicles
Total: $3,162,605
These optional software modules and services provide for technological upgrades and training which will allow BCT to improve its Transportation Operations processes as the system grows into the future including, but not limited to, the ability to migrate from a paper and labor intensive route selection system to a paperless technology system that will allow Operations staff to pick their work assignments and request schedule changes from any location with a computer and internet access. Additionally, should the Transportation Department elect to add the optional Employee Performance Manager module in the future, it shall require an interface with ERP and a close alignment with the County’s Human Capital Management (HCM) system.
The Agreement allows for a maximum 3% annual increase for software support and maintenance and for optional professional services throughout the potential ten-year term, with one exception. GIRO has the ability, upon 90 days written notice, to request an increase and renegotiate rates prior to the end of the initial five-year term for the first renewal term only. After which, the 3% annual increase cap will apply to the remaining optional one-year renewal terms. GIRO will be required to provide the County with written notice at least 30 days prior to the anniversary date of the effective date upon which the increase will take place.
On June 15, 2010 (Item No. 69), the Board approved the Agreement between Broward County and GIRO for the purchase of HASTUS transit scheduling and operations software for the Broward County Transportation Department.
On May 7, 2013, the Director of Purchasing executed the First Amendment adding the HASTUS ATP and HASTUS Comments software modules.
On February 25, 2020, the Director of Purchasing recommended approval of the only reasonable source designation for a new agreement for HASTUS transit scheduling and operations licensed software products, services, maintenance, support, and upgrades. The new Agreement will be fully compliant with all Federal Transit Authority requirements.
Two negotiation meetings were held telephonically to negotiate this Agreement. March 17 and March 31, 2020. These meetings were attended by representatives of the Transit Division, the County Attorney’s Office, and the Purchasing Division.
The incumbent for this Agreement is GIRO Inc./Le Groupe en Informatique et Recherche Operationnelle. Expenditures to date are: $600,825.
Source of Additional Information
Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
Each requirement processed against this contract in the ten-year potential not-to-exceed amount of $4,452,986 will be funded by the appropriate source at the time of release. This contract is funded by Federal Transit Administration grants.