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Clever Devices Contract Award for Software Services
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DESCRIPTION: CleverInsights Three-Year Upgrade Agreement with Clever Devices |
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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Authorization for the Chief Executive Officer to award a contract to Clever Devices for three-year contract for software and hardware systems for FY2025-2028. The total project amount is estimated at $283,232.13.
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ISSUE/BACKGROUND:
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Clever Devices is used as the vehicle computer-aided dispatch and automatic vehicle location systems (CAD/AVL) which is installed on RTA vehicles, buses and streetcars. RTA received notification that in FY 2026, Ridecheck Plus, Clever Devices’ Automated Passenger Counter (APC) feature contained within the current Clever Devices Hardware Warranty and Software Maintenance Agreement has a planned sunset date of August 2026. Clever Devices identified CleverInsights as the replacement. This is a new agreement being implemented concurrently with the end of life of the previous agreement to ensure all capabilities and reporting functions are captured as well as new features are designed in situ.
Clever Devices Ridecheck Plus provides data related to the agency's passenger counts, ridership reports, and NTD/FTA reports. The CleverInsights three-year contract provides the agency with enhanced software user interface and file monitoring, a new, manual checker software module for Automated Passenger Counter (APC) for RTA use on small media devices to better capture ridership data at the Ferries, support for hardware/software, technical support, and powerful report filtering, and tailored report customization for continued NTD and FTA reporting.
Ridecheck Plus is sunsetting due to the loss of support by Microsoft to the base operating system the program uses, Access. The data will remain available in our system, but the software will no longer be supported by Clever Devices or Microsoft. Should RTA choose to continue without upgrading, the risk of error or loss or corruption of data would increase. RTA staff reviewed the data and information available and recommend moving forward with CleverInsights.
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DISCUSSION:
RTA is looking to further develop and improve the features and capability improvements that CleverInsights offers. RTA relies upon APC data for NTD reporting, planning and scheduling to ensure continuous improvement of service. Staff will work closely with Clever Devices implementation team to ensure a comprehensive system is designed capturing Ridecheck Plus features in addition to the newly developed services in CleverInsights.
While the sunset of Ridecheck Plus is August 2026, Clever Devices in this quote offers RTA the following discounts: a 50% Early Adopter to the set-up fee, annual loyalty, and Ridecheck Plus retirement.
NOLA Year 1 Year 2 Year 3
Set‐up Fee $112,396.00
Early Adopter Discount ‐$56,198.00
Discounted Set‐up Fee $56,198.00
Annual SaaS $76,800.00 $76,800.00 $76,800.00
Loyalty Discount ‐$29,732.88 ‐$14,866.44 ‐$8,919.86 ‐$5,946.58
RC+ Retirement Discount -$7,680.00 -$7,680.00 -$0.00 -$0.00
Grand Total $110,451.56 $67,880.14 $70,853.43
FINANCIAL IMPACT:
The funding is to be split between local and capital account codes for a total cost of $283,232.13.
Local funding for the bulk of the expenditure with Capital funding the APC manual checker module for use by Ferry contractors and/or RTA employees.
01-2900-02-7610-101-82-00-00000-00000 $249,185.13
01-0000-00-1517-000-00-00-00000-00000 $34,047.00
Total Cost: $283,232.13
NEXT STEPS:
With Board approval, staff will assign a purchase order and complete the project.
ATTACHMENTS:
1. Resolution
2. Procurement summary / Routing sheet
3. CleverInsights Quote
4. Ridecheck Plus Sunset Notice
Prepared By: Doris O’Sullivan
Title: Project Manager of Information Technology
Reviewed By: Dwight Norton
Title: Chief Planning & Capital Projects Officer
Reviewed By: Gizelle Johnson-Banks
Title: Chief Financial Officer
10/30/2024
Lona Hankins Date
Chief Executive Officer