Title
Approval of Amendment 1 to Agreement No. AGR 14-4014 Increasing County’s Compensation to Avail Technologies, Inc. to an Amount not to Exceed $1,011,595 (plus applicable GRT) for the Purpose of Purchasing an Automatic Voice Annunciator (AVA) and Providing Hosting and Maintenance Costs for the Vehicle Intelligent Transportation System for the Contract Term Limit of June 30, 2020.
Recommended Action
I move that Council approve Approval of Amendment 1 to Agreement No. AGR 14-4014 Increasing County’s Compensation to Avail Technologies, Inc. to an Amount not to Exceed $1,011,595 (plus applicable GRT) for the Purpose of Purchasing an Automatic Voice Annunciator (AVA) and Providing Hosting and Maintenance Costs for the Vehicle Intelligent Transportation System for the Contract Term Limit of June 30, 2020.
County Manager’s Recommendation
The County Manager recommends that Council approve the purchase of the Automatic Voice Annunciator and Extend the Hosting and Maintenance Services Until the Contract Term Limit of June 30, 2020 where Amendment 1 will Increase Contract Amount to $1,011,595 plus applicable NMGRT as requested.
Body
Staff is recommending the purchase of the Automatic Voice Annunciator (AVA) which meets the American Disability Act (ADA) and Federal Transit Administration (FTA) requirements. The Public Address (PA) system on the bus will make audio announcements for the visually impaired and the LED sign will display text for the hearing impaired. AVA supports multiple languages as it announces locations of published stops required by the (ADA) and the Federal Transit Administration (FTA). This is a service design and delivery requirement where Atomic City Transit is required to announce published stops and is reviewed in our biannual audit with FTA.
The system includes the following:
• Automatic GPS triggering of pre-recorded stop announcements
• Fully ADA compliant
• Interior announcement of next stop, exterior announcement of route number and name
• Ambient noise sensors to adjust volume
• Pre-recorded safety announcements for the driver to initiate at their discretion
• Integration with existing interior and exterior speakers and microphone
• Professional recording of the requested number of announcements
• Voice Recording Studio software to add or modify announcements when necessary
• Wireless download of new or updated announcement files.
The current contract allows the option to purchase the AVA from Avail Technologies, Inc. The proposed purchase of twenty-seven Automatic Vehicle Annunciators under Option 1 of the contract is $320,412.00. This purchase is funded by New Mexico Department of Transportation FY 2017, 5311 grant at an 80% ($ 256,329.60) federal and 20% ($ 64,082.40) local match. The local match for this purchase is being funded by the North Central Regional Transit District (NCRTD), Los Alamos County FY17 Service Plan - 1 Billable Capital.
Alternatives
The County may choose not to purchase this equipment and continue to require existing staff to announce published stops.
Fiscal and Staff Impact/Planned Item
The original contract (Agreement No. AGR 14-4014 - Attachment B) dated July 1, 2013 with Avail Technologies contract compensation is $577,664.00. The proposed purchase of the Automatic Vehicle Annunciator Option 1 is $320,412.00. The compensation also includes hosting and maintenance services with a 5% increase per year throughout the life of the contract to include the three one-year extensions available to the county which totals to $113,519.00. The Amendment 1 (Attachment A) will increase the contract amount not to exceed a total of $1,011,595.00 (see Attachment F -Cost Summary) and provide for one one-year extension to June 30, 2018.
Attachments
A - Avail Technologies, Inc. Amendment No. 1 to AGR 14-1014
B - Avail Technologies, Inc. AGR 14-4014
C -Avail Technologies, Inc. Quote for Automatic Voice Annunciator
D - NMDOT FY 2017 Award letter
E - NCRTD FY 2017 Award letter
F - Cost Summary