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Swiftly Contract Award for Software Services
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DESCRIPTION: Authorize to procure Swiftly Cloud Software via Carahsoft Technology Corporation to improve fleet visibility and operational performance metrics |
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 award contract to Carahsoft Technology Corporation for the purchase of Swiftly Cloud software for a three-year contract for FY2025-2028. The total agreement amount is not to exceed $579,628.80.
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ISSUE/BACKGROUND:
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RTA uses a Computer-Aided Dispatch and Automated Vehicle Location (CAD/AVL) software and hardware system to track and manage vehicle locations, route assignments, vehicle display information, passenger counters, as well as a suite of information related to managing fixed-route service operations in real-time. This system is provided by the vendor Clever Devices. Clever Devices has limited and complex tools for analyzing and developing performance insight from all of the data that is collected. Currently, On-Time Performance (OTP) is calculated using Clever Devices data on a monthly basis for reporting and tracking. The quickest turnaround for an OTP report from Clever is 3 to 7 days. There are very limited resources from Clever Devices for use in the field for RTA operations supervisors and other staff, especially real-time OTP and performance information to pro-actively improve service reliability. At this time, real-time and individual operator performance reports are unavailable.
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DISCUSSION:
Swiftly is a software-as-a-service (SaaS) that compiles data collected from CAD/AVL software and devices and processes it to provide an array of insights for managing and improving service performance. Swiftly combines schedule information along with any available real-time vehicle location data and uses a proprietary data engine to create much more accurate information about where a vehicle was, is, and where it will be next. The Swiftly platform leverages historical data paired with real-time observations and sophisticated self-learning algorithms to accurately predict future travel times. Using the integrated approach to all fleet driven data, Swiftly provides insight into Operations management to inform and improve time efficiency and reduce the calls to dispatch. Furthermore, the software provides quick playback of GPS, on-time performance and live operations to inform incidents or certain behaviors to pinpoint, in real time, any items that arise and assist in the improvement of overall operation and performance.
Swiftly enables RTA to use and observe current live fleet data to provide accurate location and support information to stakeholders as needed. The service will inform Operations supervisors, safety, and administrators to get the OTP reports in real-time which can assist in providing immediate corrective action to improve overall performance. Swiftly platform provides Operators reports highlighting individual operator or route performance, allowing staff to review OTP in detail allowing for ability to drill down on opportunities for improvements.
RTA seeks to integrate Swiftly dashboards and reports into its toolbox to improve overall performance and services by leveraging Swiftly’s inclusion in a cloud services software portfolio contract provided by Carahsoft Technology Corporation. The staff seeks approval to award Carahsoft the contract to provide Swiftly Cloud software at RTA.
The procurement is through Louisiana State Contract 4400010663 with Carahsoft Technology Corporation for Cloud Solutions in accordance with NASPO ValuePoint Cooperative Purchasing Program Cloud Solutions 2016-2026 Contracts administered by the State of Utah, Master Agreement No. AR2472. Costs are billed annually over three (3) years annually as follows:
2025-2026 $190,091.52 (Implementation + year 1 subscription)
2026-2027 $188,184.48 (year 2 subscription)
2027-2028 $201,352.80 (year 3 subscription)
Total: $579,628.80
The contract will be managed by the Information Technology department for primary use by the Operations and Planning & Scheduling departments.
FINANCIAL IMPACT:
The funding is currently available through the operating budget, account code 01-2900-02-7140-021-13-00-00000-00000 for a total cost not-to-exceed $579,628.80 over three (3) years.
NEXT STEPS:
With Board approval, staff will assign a purchase order and complete the agreement.
ATTACHMENTS:
1. Resolution
2. Procurement summary / Routing sheet
3. NORTA - Carahsoft - Swiftly, Inc. - 11.04.2024 - Quote 51186542
4. NORTA Implementation Scope of Work
5. 1476918559_Carahsoft - Master Agreement
6. 1494535216_Cloud Solutions-Carasoft-LA-2016-2026-Executed PA-Amend-1
Prepared By: Doris O’Sullivan
Title: Sr. Project Manager of Information Technology
Reviewed By: Dwight Norton
Title: Chief Planning & Capital Projects Officer
Reviewed By: Gizelle Johnson-Banks
Title: Chief Financial Officer
12/10/2024
Lona Hankins Date
Chief Executive Officer