AGENDA #4i

 

MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager

 

SUBJECT:      Resolution Rejecting a Proposal for Chapel Hill’s Real-Time Passenger Information and Automatic Vehicle Location System

 

DATE:             May 24, 2004

 

 

Adoption of the attached resolution would reject a bid proposal from Digital Recorders for a Real-Time Passenger Information and Automatic Vehicle Location System for Chapel Hill Transit.  The resolution also would authorize the Manager to re-issue a request for proposals for the project.

 

BACKGROUND

 

In the summer of 2003, we received notification from Congressman David Price’s office that the Town would receive grant funds for an Intelligent Transportation System deployment program. Funds are to be used for a Real-Time Passenger Information System and Automatic Vehicle Location system for Chapel Hill Transit.

 

The system will use Global Positioning System (GPS)-based technology to provide vehicle location status and arrival information for transit users.  This technology will provide the real time that buses will arrive at bus stops via passenger display signs, the Internet, and other potential outlets. It will be integrated with other technologies that Chapel Hill Transit is implementing, including regional trip planning, an automatic stop annunciation system, and electronic destination signs.

 

DISCUSSION
 
The project is funded with $623,957 in federal funds, $249,583 in State funds and $106,680 in previously-awarded State technology funds, for a total of $980,220. Town staff worked with staff from the Institute of Transportation Research to develop a request for proposal to procure the system. The project was advertised on March 14 and proposals were due on May 3.

 

We received a response from only one vendor: Digital Recorders.  This response was over budget.  During additional review and discussion by staff, we determined that clarifications and modifications could be made to the specifications that might reduce costs. Therefore, we recommend rejecting the single proposal received and advertising a new request for proposal based on revised specifications.

 

RECOMMENDATION

 

That the Council adopt the attached resolution, rejecting the proposal received from Digital Recorders.  The resolution would authorize the Manager to revise the specifications and issue a new request for proposals.  


A RESOLUTION REJECTING A BID PROPOSAL FROM DIGITAL RECORDERS FOR A REAL-TIME PASSENGER INFORMATION AND AUTOMATIC VEHICLE LOCATION SYSTEM AND AUTHORIZING THE MANAGER TO RE-ISSUE A REQUEST FOR PROPOSALS (2004-05-24/R-6)

 

WHEREAS, the Town has received grant funding to implement a Real-Time Passenger Information and Automatic Vehicle Location System for Chapel Hill Transit; and

 

WHEREAS, the Town received only one proposal for the proposed project; and

 

WHEREAS, this proposal was over budget; and

 

WHEREAS, further staff discussion determined that modifications and revisions were necessary for the specifications;

 

NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council rejects the current proposal from Digital Recorders for a Real-Time Passenger Information and Automatic Vehicle Location System.

 

BE IT FURTHER RESOLVED that the Council authorizes the Manager to revise project specifications and re-issue a request for proposals.

 

This the 24th day of May, 2004.