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Agenda Item # 18

BOARD MEMORANDUM

RECOMMENDATION:

Authorize the General Manager to execute an amendment to the current Agreement with Orbital Sciences Corporation (Orbital) for the Advanced Communications System (ACS) to provide ACS equipment for the Kinkisharyo low floor light rail vehicles for an amount not to exceed $1,500,000, increasing the overall agreement amount to $17,244,402. 

BACKGROUND: 

VTA currently utilizes an antiquated radio communications system for our bus, light rail and support vehicle fleet.  The system was manufactured in the 1970s by Motorola, is no longer produced, has limited parts availability and technical support, and requires extensive maintenance.  Due to these deficiencies and recent advances in the communications and intelligent transportation systems fields, VTA has undertaken an effort to replace this system with a proven and comprehensive radio and fleet management system, known as the Advanced Communications System (ACS), for our bus and light rail service.

The ACS project will completely replace all elements of our transit communication system.  The ACS scope of work includes replacement of all bus, light rail and support vehicle radio equipment; implementation of a simulcast radio repeater system throughout the VTA service area; installing a new computer-aided dispatching system; and adding mobile data terminals in Field Supervision vehicles. 

The project will utilize automated vehicle locator equipment, which uses the Global Positioning System (GPS).  This technology will provide for the real time tracking of vehicle locations, improves emergency response and aids radio dispatchers in the daily management of our transit service.  Additional features that will be implemented include automatic passenger counters on 100 buses, next bus stop annunciation system on all buses and construction of a new Operations Control Center. 

To maximize the system effectiveness and to accommodate future transit service growth, VTA has successfully obtained four new radio channels through the Federal Communications Commission.  The ACS project will also enable VTA to implement future Intelligent Transportation Systems applications such as traffic signal preemption and real time passenger information.

In December 1998, the VTA Board of Directors authorized the General Manager to enter into an agreement with Orbital Sciences Corporation for the acquisition and implementation of the Advanced Communications System in an amount not to exceed $14,400,000.  The contract Notice to Proceed was issued on February 11, 1999.  The original contract term was 36 months 24 months for design, supply and installation of the equipment and systems, followed by a 12-month warranty period.

The agreement has been amended three times. 

The first amendment provided for various technical upgrades at a cost of $1,420,590.  These included improved emergency alarm features and backup radio control station equipment, additional telephone line integration, radio site changes, design and equipment to accommodate the four new radio channels, upgraded computer workstations and servers to meet VTA standards and upgraded radio dispatcher consoles to improve ergonomics and workflow.  The total contract amount with Orbital was $15,744,402, with this amendment.

In March 2002, a second amendment was executed to extend the agreement term through May 10, 2002 in order for work to continue on the project without interruption. 

In May 2002, the VTA Board of Directors authorized a third amendment to extend the term of the agreement at no additional cost through December 31, 2003, and to extend the agreement term, up to one additional year, as necessary for project completion.

DISCUSSION: 

The original contract with Orbital included providing ACS equipment on VTAs existing 50 UTDC light rail vehicles.  Since then VTA has proceeded to procure 100 new low floor light rail vehicles and has plans to sell the original 50 cars.  This contract amendment removes the provision of the ACS equipment for the original 50 cars and adds the equipment necessary for the 100 low floor vehicles.  Orbital will provide the equipment, including radios, Advanced Mobile Data Terminals, cables and other assemblies to VTA.

Orbital will also provide Automatic Passenger Counters (APCs) for 20 vehicles.  This subsystem will allow VTA to data ridership data needed for local and federal reporting requirements.  Kinkisharyo, the light rail vehicle manufacturer will install all the equipment to ensure compatibility with other vehicle systems and to protect VTAs warranty. 

ALTERNATIVES:

There are no practical alternatives to the proposed agreement amendment.  Procurement of the ACS equipment for the low floor light rail vehicles is necessary to ensure a compatible radio communications system for VTAs bus and rail operations.  Service delivery, incident management, emergency response and ridership data collection will be coordinated and improved with this approach.

FISCAL IMPACT: 

The VTA approved capital program includes this project.  VTA developed a comprehensive grant-funding plan for the design and procurement of the ACS project.  The ACS projects $19.6 million budget includes $12.6 million provided by federal grants. 

For this amendment, $400,000 for the APCs will be funded by the ACS project budget.  The remaining $1.1 million will be funded by the 2000 Measure A account for the Low Floor Light Rail Vehicles.

DISADVANTAGED BUSINESS ENTERPRISE (DBE) PARTICIPATION:

An analysis was conducted to determine potential DBE subcontracting opportunities within the scope of work of this contract.  Based on the limited subcontracting opportunities and specialized nature of the work, a DBE goal of 10% was set for this contract.  This amendment does not change the DBE goal.

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