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FY 2025 Trapeze Software Support
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DESCRIPTION: Support Maintenance Contract for Trapeze Software |
AGENDA NO: Click or tap here to enter text. |
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ACTION REQUEST: ☒ Approval ☐ Review Comment ☐ Information Only ☐ Other |
RECOMMENDATION:
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Authorize the Chief Executive Officer to approve a one-year support maintenance contract for Trapeze software. The request is not to exceed the amount of $191,290.20.
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ISSUE/BACKGROUND:
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Trapeze software is used to develop and plan schedules, route vehicles, and schedule operator work time for fixed-route operations. For Paratransit operations, Trapeze tracks client information, schedules, reservations, manage active trips, and develop vehicle manifests.
Originally contracted between Trapeze Software and Transit Management Authority of Southeast Louisiana (TMSEL), the RTA continues to utilize the software and maintenance support services available for the hardware and software installed in fixed-route and paratransit vehicles.
Historic support activities are Board Approvals for Resolution #21-098 Trapeze Support Software Maintenance covering annual fees for 2021 and 2022 at a total cost of $310,000.00; Resolution #23-023 Trapeze Maintenance Contract for 2023 annual fees for a total cost of $162,446.00; and Resolution #24-012 Trapeze Maintenance Contract for 2024 annual fees for a total cost of $158,051.00.
In 2024 the agreements went co-terminus to reduce invoicing and agreement renewals. An audit by Trapeze in 2024 found RTA support maintenance fixed-route peak vehicle count was greater than that found in the 2024-2025 Trapeze license and maintenance agreement. In December 2024, Change Order 1 (CO1) was completed to account for the correct number of peak vehicles for an increase of $39,320.00. In February 2025, Trapeze informed RTA additional increases to maintenance modules should have been included in CO1 as part of the license uplift. Change Order 2 (CO2) was issued for a cost of $15,811.00 to cover this supplemental uplift. The combined value of CO1 and CO2 was $52,531.00 for 2024 maintenance contract for a total revised value of $210,582. The additional funds were paid for from contingency in IT’s annual operating budget.
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DISCUSSION:
For 2025, staff has been able to reduce costs from the amended 2024 total by identifying several components that are no longer needed without any loss of functionality to the agency for a projected cost of $191,821.20. The software subscriptions and maintenance extend the current maintenance plan for 12 months. The subscription term is scheduled from 4/1/2025 to 3/31/2026 and paid annually.
The maintenance contract has been procured as a sole source, due to the specialized nature of the software and the amount of time and training currently invested in this system. RTA expects to continue procurement as a sole source for the 2026 renewal.
FINANCIAL IMPACT:
The subscriptions will be funded from the following sources from IT Departments approved annual operating budget:
Paratransit $87,588 - 01-2900-02-7140-021-05-00-00000-00000
Fixed Route $103,702.20 - 01-2900-02-7140-021-13-00-00000-00000
The total cost is not to exceed $191,290.20
NEXT STEPS:
With Board approval, staff will assign a purchase order and complete the project.
ATTACHMENTS:
1. Resolution
2. Procurement summary / Routing sheet
3. NORTA - 2026 Quote
4. NORTA License Uplift Letter_Dec 20 2024
5. NORTA License Uplift Letter_Feb 3, 2025
6. PO_915059_2
7. Trapeze CO2 Approval 3.19.2025
8. Trapeze CO1 Approved 1.7.2025
Prepared By: Doris O’Sullivan
Title: Senior Project Manager of Information Technology
Reviewed By: Dwight Norton
Title: Chief Planning & Capital Projects Officer
Reviewed By: Gizelle Johnson-Banks
Title: Chief Financial Officer
4/2/2025
Lona Hankins Date
Chief Executive Officer