Title
Approval of Services Agreement No. AGR 24-37 with Spare Labs, Inc. in the Amount of $2,806,814.96 plus Applicable Gross Receipts Tax for Microtransit and Paratransit Software and Services
Recommended Motion
I move that Council approve Services Agreement No. AGR 24-37 with Spare Labs, Inc. in the Amount of $2,806,814.96 plus Applicable Gross Receipts Tax for Microtransit and Paratransit Software and Services.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
On March 26, 2024, the County advertised a formal competitive solicitation for Microtransit and Paratransit Software through Request for Proposals No. 24-37. Three (3) responsive proposals were received and evaluated. After a comprehensive review of proposals, multiple demonstrations, and performing reference checks with agencies using their systems, the evaluation committee recommends award to Spare Labs, Inc.
Microtransit is defined as an on-demand service available to the public that uses app-enabled trip request functions. Paratransit is a transportation service that supplements larger public transit systems by providing individualized rides without fixed routes or timetables and are intended for individuals who, because of their differing abilities, may be unable to use the wider public transit system.
Microtransit and Paratransit software is an essential tool for providing these public transportation services and streamlines processes to improve overall efficiency of transit service. The proposed system includes a Computer-Aided Dispatching and Automatic Vehicle Locator System (CAD/AVL) as well as Passenger Information Technologies, both of which support advanced transit technology and significantly enhance service delivery. With this system, Atomic City Transit will be able to monitor and track vehicles using GPS and software, communicate with drivers through onboard data terminals, manage driver and vehicle schedules electronically, and collect and report data more efficiently. Additionally, the system will provide real-time route information to passengers through websites, mobile applications, and LCD signage. The services agreement, Attachment A, includes a detailed scope, deliverables, and costs for the software and support services including implementation, testing, training and overall project management.
Extensive research into Microtransit and Paratransit software has shown significant benefits for transit systems, particularly in improving productivity and efficiency. For operations, this technology has been shown to increase passenger trips, reduce capital and maintenance costs through better fleet utilization, improve schedule adherence, and minimize manual data entry. It also enables better monitoring of driver performance and vehicle tracking, especially for off-route buses and paratransit services. In terms of communications, the system facilitates improved interaction between supervisors, dispatchers, and drivers, while reducing the need for radio communication. For passengers, the software enhances service quality by providing real-time bus arrival information, which reduces customer complaints and the workload for customer service representatives.
The benefits extend to scheduling and planning as well. The system enables more accurate and complete data collection, reducing the time and resources required for schedule preparation. It also improves planning for service zones and route adjustments. From a safety and security perspective, the software allows for quicker vehicle location and faster emergency response in cases of accidents, road closures, or weather-related disruptions. Overall, the system will increase efficiency and productivity, helping Atomic City Transit manage its workload with the current staffing levels. Currently, the Transit Division operates with one dispatcher per shift but traditionally requires two; implementing this software would reduce this need by streamlining operations.
The efforts afforded through this contract supports several Council’s strategic goals including Quality of Life by improving Mobility, Operational Excellence through Effective, Efficient and Reliable Services and to some extent, Environmental Stewardship, by contributing to greenhouse gas reduction efforts through more efficient route planning. Furthermore, it aligns with the FY23 Transit Service Plan objective of implementing GPS systems to improve the efficiency of on-demand routes, as approved by the Council on June 1, 2023.
In summary, the Microtransit and Paratransit software proposed will greatly enhance Atomic City Transit’s ability to deliver high-quality, efficient, and reliable services, ultimately benefiting both the organization and the community.
Upon Council approval, the term of the Agreement shall commence on December 18, 2024, and continue for a fifteen (15) year term through December 17, 2039, unless sooner terminated. Per Sec. 31-111(1)(5) of the County Municipal Code, “Software contracts may be entered into for any period up to 15 years, including all renewals or extensions and maintenance periods.”
Alternatives
Should Council choose not to approve this purchase, federal grant funds would go unused and could potentially reduce future grant awards.
Fiscal and Staff Impact/New Item
FY2025 Transit Operating funds are budgeted and available for these services which includes Federal Transit Administration (FTA) Program 5311 grant funds that covers 50% of the total expense. NMDOT Transit Division staff that administer FTA grant programs, reviewed and approved the Agreement.
Software and services obtained through the Agreement, shall be paid in accordance with Exhibit A - Compensation Rate Schedule.
Attachments
A - AGR 24-37 Spare Labs, Inc.