Agenda 02/27/2018 Item #16D 902/27/2018
EXECUTIVE SUMMARY
Recommendation to approve a Second Amendment to Agreement No. 11-5608-NS, pertaining to a
Software License, Service Agreement, and Customer Support Agreement for the Collier Area
Transit (CAT) System, between RouteMatch Software, Inc. and Collier County to transition from
Mobile Data Terminals (MDTs) to tablets, including two (2) years of support and maintenance for a
cost of $31,889.75.
OBJECTIVE: Modify the current technology for Paratransit trip planning to provide real -time mobile
data and vehicle tracking systems that facilitate communications between drivers and dispatchers,
improving efficiency and reducing cost.
CONSIDERATIONS: McDonald Transit, on behalf of the County, and RouteMatch Software, Inc.
entered into a Software License and Service Agreement dated November 7, 2005, to provide a program
utilized for scheduling trips on the Paratransit system. The County entered into a Customer Support
Agreement with RouteMatch on October 13, 2010, for the annual support and training of the software
program.
The current system uses MDTs to display the trips scheduled daily for service from the RouteMatch
scheduling software system. A more cost-effective method for transferring the data for daily trip planning
has been determined with the use of tablets. RM Mobile is a module that is directly integrated with the
RouteMatch Software application and provides a mobile interface between the dispatch software and bus.
The module allows for route information and vehicle tracking information to be transferred between
mobile buses and the scheduling software to allow automated dispatching. RM Mobile provides GPS
navigation and tracking, logs the arrival times of all trips, two-way messaging, and fare collection logs.
Staff is recommending transitioning from MDTs to tablets through this upgrade.
RouteMatch has provided a proposal for the upgrade including a fixed cost for two (2) years of support
and maintenance for a total cost of $31,889.75. Grant funds are available to pay for the cost for these
services but must be expended this year to meet milestone requirements. Staff requests authorization for
the advanced payment for the support and maintenance of $19,296 pursuant to Fla. Stats. § 28.235.
Commencement of the project will begin upon execution of the Amendment.
FISCAL IMPACT: On October 24, 2017, the Board of County Commissioners (Board) approved (Item#
16D5) an Amendment to Federal Transit Administration (FTA) 5307 FY16 grant award to reallocate
grant funding to purchase replacement equipment for this paratransit technology. Funds in the amount of
$31,889.75 are available in the FTA Grant 5307 FY16 in Grant Fund 424, Project No. 33482. This total
includes a fixed cost for premium support and maintenance during year one at the cost of $9,648 and year
two at the cost of $9,648 after project implementation.
GROWTH MANAGEMENT IMPACT: Consistent with Objective 12 of the Transportation Element of
the Growth Management Plan.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority vote
for Board approval. -SRT
RECOMMENDATION: To approve the attached Second Amendment to the Software License and
Service Agreement and Customer Support Agreement between RouteMatch Software, Inc.; authorize
payment of $31,889.75, which includes the advanced payment for support and maintenance for year 1 and
2, and authorize the Chairman to sign the Amendment.
16.D.9
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02/27/2018
Prepared By: Matthew Liveringhouse, PTNE Public Transit Manager, PTNE Division
ATTACHMENT(S)
1. 11-5608 Routematch_Amend 2_VendSign (PDF)
2. Waiver Request 314 - RouteMatch software (PDF)
3. 11-5608-NS Original Agreement; Addendum; and Waiver Exemption (PDF)
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02/27/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.9
Doc ID: 4805
Item Summary: Recommendation to approve a Second Amendment to Agreement No. 11-5608-
NS, pertaining to a Software License, Service Agreement, and Customer Support Agreement for the
Collier Area Transit (CAT) System, between RouteMatch Software, Inc. and Collier County to transition
from Mobile Data Terminals (MDTs) to tablets, including two (2) years of support and maintenance for a
cost of $31,889.75.
Meeting Date: 02/27/2018
Prepared by:
Title: Division Director - Pub Tran & Nbrhd Enh – Public Transit & Neighborhood Enhancement
Name: Michelle Arnold
02/06/2018 3:23 PM
Submitted by:
Title: Division Director - Pub Tran & Nbrhd Enh – Public Transit & Neighborhood Enhancement
Name: Michelle Arnold
02/06/2018 3:23 PM
Approved By:
Review:
Public Transit & Neighborhood Enhancement Caroline Soto Additional Reviewer Completed 02/06/2018 4:01 PM
Procurement Services Barbara Lance Level 1 Purchasing Gatekeeper Completed 02/06/2018 4:07 PM
Public Transit & Neighborhood Enhancement Michelle Arnold Additional Reviewer Completed 02/08/2018 7:01 PM
Procurement Services Todd Henry Additional Reviewer Skipped 02/09/2018 11:52 AM
Operations & Veteran Services Sean Callahan Additional Reviewer Completed 02/09/2018 4:01 PM
Procurement Services Priscilla Doria Additional Reviewer Completed 02/13/2018 9:21 AM
Public Transit & Neighborhood Enhancement Matthew Liveringhouse Additional Reviewer Completed 02/14/2018 9:17 AM
Procurement Services Ted Coyman Additional Reviewer Completed 02/14/2018 3:21 PM
Public Services Department Todd Henry Level 1 Division Reviewer Completed 02/14/2018 3:30 PM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 02/15/2018 8:21 AM
Grants Erica Robinson Level 2 Grants Review Completed 02/15/2018 11:13 AM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 02/19/2018 1:11 PM
Procurement Services Sandra Herrera Additional Reviewer Completed 02/20/2018 10:30 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 02/20/2018 10:43 AM
Grants Therese Stanley Additional Reviewer Completed 02/20/2018 11:21 AM
16.D.9
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County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 02/20/2018 1:47 PM
County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 02/20/2018 1:53 PM
Board of County Commissioners MaryJo Brock Meeting Pending 02/27/2018 9:00 AM
16.D.9
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16.D.9.a
Packet Pg. 1083 Attachment: 11-5608 Routematch_Amend 2_VendSign (4805 : RouteMatch Agreement Amendment)
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Packet Pg. 1084 Attachment: 11-5608 Routematch_Amend 2_VendSign (4805 : RouteMatch Agreement Amendment)
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Packet Pg. 1087 Attachment: 11-5608 Routematch_Amend 2_VendSign (4805 : RouteMatch Agreement Amendment)
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Packet Pg. 1088 Attachment: 11-5608 Routematch_Amend 2_VendSign (4805 : RouteMatch Agreement Amendment)
Collier County
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Instructions
Completed waiver requests accompanied by any associated backup documentation (sole source letter, business case, etc.) must
be submitted to the division's Procurement Strategist for any procurement, without competition, in excess of $3,000. Waiver
requests greater than $50,000 will require approval by the Board of County Commissioners.
Sole source refers to a procurement where the selection of one supplier to the exclusion of all others may be based on having
only one supplier in the marketplace, proprietary technology, copyright, patent, or a supplier's unique capability.
Single source refers to a procurement directed to one source because of standardization, warranty, geographic territory, or other
factors, even though other competitive sources may be available.
Requester Name: Matthew Liveringhouse Division: PTNE
Item/Service: Route Match RM Mobile and Sygic App Vendor Name: RouteMatch Software, LLC.
Fiscal Year: 2018 Requested Date Range:Anticipated Cost per Fiscal Year: $31,889.75
Sole Source: X Single Source: Q One Time Purchase: X Multiple Purchases: D
Description of Purchase: Enfer a description of the item(s) items that will be purchased under this waiver.
RM Mobile is a module that directly integrates the RouteMatch Dispatch and Scheduling software and a tablet on CAT Connect
buses to supports automated dispatch functions. The Sygic is a GPS Mapping solution that is used in conjunction with RM
Mobile to provide routing instructions to drivers.
Purpose: Describe in detail, the public purpose of the requested item(s) and why it is essential to County operations,
RM Mobile allows route information and vehicle tracking interface transmitted to bus drivers. This allows for automated dispatching
that creates efficient routes and provides passengers better service. This module will provide a more cost-effective method for
transferring data for daily trip planning.
How was the decision made to use this vendor? Describe in detail if a formal standardization process was performed via
Procurement or if there is a historical precedence established for the use of the product, please explain purchase and use history
and the current level of County investment in the product,
RouteMatch is the vendor that provides the Dispatch and Scheduling software that CAT Connect uses. RM Mobile and Sygic are
integrated with this software and provide the added functionality. No other software is available that can provide this interface
between the RouteMatch software and the mobile tablets without additional cost to the county.
What is the cost/benefit of using, or continuing to use, this vendor for this produces)? Describe savings or benefit of staying
with this firm and the additional cost or down side of switching to another provider.
The implementation and maintenance service cost for 2 years is $31,889.75. It is estimated that approving the use with RouteMatch
Will save $49,786 for the two-year period.
Market research and market alternatives; When was the last time a market evaluation was performed to determine if either the
technology or vendor offerings have changed? When will your next evaluation be performed?
Changing to a different vendor would require PTNE to purchase a complete scheduling and dispatch software package that has the
mobile interface as part of that system. PTNE staff has reviewed 4 software applications with the same functionality and the cost
would be at least $200,000 to procure the new system. PTNE staff reviews different software options and pricing at least 2-4 times
per year.
Citing the definitions provided at the top of this form, why is this either a Sole Source or a Single Source?
If a sole source please provide a letter from the manufacturer indicating so, or indicating a controlled distribution to only one
authorized source. If a Single Source please elaborate and justify.
This is a sole source purchase because the RM Module and Sygic applications is needed to interface with the RouteMatch software
previously procured. No other application will provide the same functionality and interface with the RouteMatch software.
16.D.9.b
Packet Pg. 1089 Attachment: Waiver Request 314 - RouteMatch software (4805 : RouteMatch Agreement Amendment)
Date of BCC standardization (if applicable);BGC Item number:
It is a felony to knowingly circumvent a competitive process for commodities or services by fraudulently specifying sole source.
Florida Statute 838.22(2).
Requested by: Matthew Liveringhouse
Division Director: Michelle Arnold
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FY18 Approval: D FY19 Approval: D Mufti-Year Approval :D Start End
16.D.9.b
Packet Pg. 1090 Attachment: Waiver Request 314 - RouteMatch software (4805 : RouteMatch Agreement Amendment)
Collier County Board of County Commissioners
Sole Source Justification for Software Purchase
Date: December 7, 2017
Sole Source Justification
In November of 2005, Collier County Board of County Commissioners ("Collier County") conducted an
extensive Intelligent Transportation Systems ("ITS") needs analysis and concluded it was a necessity to
assign the demand response software and support and maintenance services from the private transit
provider to Collier County. Routematch was awarded a contract that provided Collier County with: (1)
RouteMatch Demand software ("Software"); (2) professional services to implement the foregoing; and (3)
support and maintenance services for the Software. RouteMatch has provided Software support and
maintenance since the inception of this contract.
After Collier County's adoption of the Software paratransit ITS it recently conducted an operational analysis
and evaluation of its overall system. Collier County has determined that the integration of Routematch's
vehicle locating and tracking RM Mobile software and Sygic offline mapping software licenses, the travel
and project management services to install and train the users on such software, and continued support
and maintenance would provide even greater operational and staff efficiencies, customer responsiveness,
and overall enhanced customer service.
To achieve the desired operational efficiencies and its integrated ITS vision, Collier County has confirmed
that RouteMatch meets its requirements for providing the RM Mobile software and Sygic offline mapping
software licenses, the travel and project management fees to install and train the users on such software
and continued support and maintenance. Therefore, Collier County plans to sole source these products
and services. Specifically, Collier County is interested in procuring the RM Mobile software and Sygic offline
mapping software licenses, the travel and project management services to install and train the users on
such software and Routematch's continued support and maintenance that seamlessly integrates and
supports the existing RouteMatch dispatch software used by Collier County. The RM Mobile software and
Sygic offline mapping software licenses fully integrates into the existing dispatch software application and
the database. RouteMatch is the only vendor that can supply the specific project management and support
and maintenance services that work with the existing technology Collier County uses. Through use of
Routematch's RM Mobile software and Sygic offline mapping software licenses, Collier County expects an
increase in overall operational efficiency, lower operating costs, and increased customer satisfaction.
The Federal Transit Administration's 2016 Best Practices Procurement and Lessons Learned Manual.
provides that the selection of RouteMatch's RM Mobile software and the Sygic offline mapping software is
in Collier County's best interest for several, essential reasons, including: (1) Unique service -
Routematch's RM Mobile software and the Sygic offline mapping software already integrates with the
RouteMatch Software, unlike other providers in the market that are not capable of integrating with the ITS;
(2) Substantial Duplication - Collier County will enjoy cost savings by upgrading to a product which needs
no additional development to integrate with the RouteMatch Software; and (3) Unacceptable Delay in
Deployment - Collier County should avoid any such delays due to RouteMatch's familiarity with the product
upgrade and the proven interoperability of the RouteMatch Software and the RM Mobile software and the
Sygic offline mapping software. The following serves as justification for this sole source procurement.
Special Conditions - Agency
Collier County is in need of RM Mobile software and the Sygic offline mapping software licenses, and the
professional services to install them for use in the Routematch software, in order to increase the efficiency
of our operations and keep costs of support & maintenance from multiple, disjointed vendors to a minimum.
16.D.9.b
Packet Pg. 1091 Attachment: Waiver Request 314 - RouteMatch software (4805 : RouteMatch Agreement Amendment)
Unique
RouteMatch is the only source which can provide the professional services to install the RM Mobile software
and Sygic offline mapping licenses in a way that is guaranteed to integrate seamlessly with the Software.
Delay caused by a competitive process, would disadvantage our Collier County and the public, who depend
on its services to be delivered as efficiently and inexpensively as possible.
Substantial Duplication
Collier County has successfully used RouteMatch's proprietary ITS Software for twelve years depending
on RouteMatch for continual support and maintenance of the Software. RouteMatch developed the
Software in-house, and RouteMatch alone knows how to deploy, support, and maintain the Software
(particularly in light of the fact that RouteMatch actively protects the Software as a confidential and
proprietary trade secret). Given that the RM Mobile software and Sygic offline mapping licenses integrate
seamlessly with the current Software, no vendor other than RouteMatch can provide the RM Mobile
software and Sygic offline mapping licenses in a way that is guaranteed to integrate seamlessly with the
Software.
Unacceptable Delay in Deployment
The cost of the RM Mobile software and Sygic offline mapping licenses and professional services needed
to install and support their use being purchased by way of sole source is significantly less than it would be
if Collier County were to competitively bid an upgrade to the existing RouteMatch system to be supplied by
another vendor. There is no guarantee of locating another vendor who could provide the know how and
services to integrate the RM Mobile software and Sygic offline mapping licenses with the Routematch
software, and no other vendor's solution already integrates with the Software, as Routematch's does.
Vendor's Unique Qualifications
RouteMatch has proven to be one of fewer than five vendors capable of providing enterprise-level public
transportation software that serves both the demand response and fixed route technology needs of Collier
County. Over a number of years, RouteMatch has built a solution that can accommodate Collier County's
needs, helping save time, money, and staff of maintaining multiple, fragmented systems. Benefits include
reduced gas usage and reduced annual support and maintenance costs by receiving technical support and
maintenance from a single vendor. Additionally, RouteMatch's customer support and maintenance staff,
which has been providing software support and maintenance since the date that we originally purchased
the Software, is uniquely positioned to provide unparalleled support and maintenance for the RM Mobile
software and Sygic offline mapping licenses that Collier County seeks.
Special Conditions - Vendor
RouteMatch's source code is confidential, proprietary intellectual property that it protects to the greatest
extent possible, RouteMatch requires that its customers protect its intellectual property as confidential to
the greatest extent the law allows and enters non-disclosure and/or confidentiality agreements whenever
the possibility arises that RouteMatch may need or want to disclose such intellectual property to third
parties.
For all these reasons above, Collier County believes that a sole source procurement of the RM Mobile
software and Sygic offline mapping licenses is necessary. Collier County is justifiably unable to obtain a
product similar to the RM Mobile software and Sygic offline mapping licenses, or similar support and
maintenance related thereto, which provide the same efficiencies and benefits from any other vendor.
16.D.9.b
Packet Pg. 1092 Attachment: Waiver Request 314 - RouteMatch software (4805 : RouteMatch Agreement Amendment)
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Packet Pg. 1093 Attachment: 11-5608-NS Original Agreement; Addendum; and Waiver Exemption (4805 : RouteMatch Agreement Amendment)
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