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Home My WebLink AboutCHANGE ORDER - PURCHASE ORDER - 9142600tC Utns Date of Estimate: 6/5/2014 Contract Type: Existing Contract or PO Description of. Goods (A) or Services (B): Trapsas Software - Annual Maintenance Pees I have obtained the following estimato from Published Price List / Past Pricing (date) Engineering or Tachincal EsSmsto (performed by) Independent Third Party Estimate (performed. by) 09W(specifry) 0 A Independent Cost Estimate 4/3/2013 (2013/2014 maintenance fees) Cost Estimate Details: (Esfbnate calculated in US potters) ( —�Oz Product cost Islas) 2013 2.0%CPI Ad ustment Service Adjustments Total Trapeze FYMockbuster $ 9.750.00 $ 195A0 $. 9.945.00 Trapeze INFO-COM $ 4475.00 $ 89.50. '$ 4,564.50 Trapeze OPS $ 22000.00 $ 440.00 $ 22,440.00 Trapeze PLAN $ . 5,150.00 $ 103.00 $ 5,253.00 Tre eze PASS-MON $ 5.375.00 $ 107.50 $ 5.482.50 Trapeze PASS .$ 13 500.00 $ 270.00 $ 13.770.00 Trapeze OPS-MON N/A $ - 5.990.00 Tot° $ 60,250.00 '$ 1,205.00 $ 67,445.00 B Estimate is based on2.0% CPI increase to 2013actual charges. l..ttJt 1 � FK�g�1x�s�yCc,(L- �,�o,2oc� Lae 2-S,3ro-COM— *L4,E>:-S L"e7 3 DFS 22,�So +� ( C- : Ltj t t�wss its , fro 0 ;�,40�0oo3.S. 53332o a2C�12olLl�c - " $0l4 �Po1S �� Ze wl�trtCeNAac� tFe:E5s v�o�•- i g � S�, t , SATransfortlAdminlflnancial Coordinator- KarAPurchasing • GenetaNCE.2014 Trapeze Ma'm teriance'a4sx2013 5f5/2014 Jill Wilson From: Gerry S. Paul Sent: Wednesday, May 07, 2014 6:00 PM To: Jill Wilson Subject: RE: Trapeze Annual Maintenance Attachments: Scanner Email_2O14O5O6_133614.pdf Jill - The attached sole source purchaser is approved in accordance with Municipal Code Section 8 - 161 (d) (1) a. There exists only one (1) responsible source. Regards, Gerry Paul Director of Purchasing and Risk 6lanagenwnt 215 N. Mason City of Fort Collins 970-221-6779-0 970-567-9840-C gspaul@frgus,aai From: Jill Wilson Sent: Tuesday, May 06, 2014 1:31 PM To: Gerry S. Paul Subject: FW: Trapeze Annual Maintenance Hi Gerry, Please review the attached Sole Source and ICE. Karl has also provided more detail in the text below. Thanks! Jill Wilson From: Karl Gannon Sent: Tuesday, May 06, 2014 11:37 AM To: Jill Wilson Subject: Trapeze Annual Maintenance Hi Jill, I just wanted to explain why the Trapeze sole source explanation was so brief. Basically, the story remains the same — Trapeze holds all of the cards with their software and we have no choice as to having to use their services. I think the FTA understands the IT element of sole source purchases and I felt that I didn't need to expand on it. Hope that was okay? Thanks -Karl System for Award Management Page 1 of 1 Trapeze Software Group, Inc. 8360 East Via de Ventura DUNS: 046869411 CAGE Code: 6YU%2 Scottsdale, A2, 85258-3172, Status: Active UNITED STATES Entity Overview Name: Trap a Software Grom, Inc. Business Type: Business or OManiraton POC Name: Catherine Lai Registration Status: Active Activation Date: 09/05/2013 Expiration Date: 08/06/2014 Active Exclusion Records? No sari Isy. for Awera ftmp m1.0 Note to all Um: This is a Federal Gcv rant computer ryAern. Use of this system mnstMes consent to monflOIN at all times. IBN v1.1693.20140415-1653 i T /tt/ WWW4 ®IL V�gp_v._ https://www.sam.gov/portal/public/SAM/?portal:componentld=66fdb6O2-77f6-4baO-9 t 4a-0... 5/6/2014 Title: Trapeze Software- Annual Maintenance Fees Date: 5/6/2014 CONTRACT CHECKLIST FOR NON-COMPETITIVE PROPOSALS (SOLE SOURCE) Checklist Item Contract File Comments Location 7) Independent Cost Estimate The City made and documented an See I.C.E. dated 5/5/14. independent cost estimate before receipt of proposals. 10) Unnecessary Experience and Excessive Bonding Unnecessary experience and excessive No. bonding requirements were not included in this solicitation or contract documents. 11) Organizational Conflict of Interest (OCI) If there is an apparent or potential OCI the solicitation contains provisions to eliminate or mitigate the conflict (e.g. by inserting a clause No. that prohibits the contractor from competing for the follow-on contract to the current design or research contact) and OCI Certification is submitted by the contractor. 12) Arbitrary Action There was no arbitrary action in the procurement process. (An example of arbitrary action is when award is made to No. other than the contractor who most satisfied all the City requirements as specified in the solicitation and as evaluated by staff. 13) Brand Name Restrictions Brand Name or Equal. When it is impractical or uneconomical to provide a clear and accurate description of the technical requirements of the property to be acquired, a "brand name or equal" description may be used to define the performance or other salient characteristics of a specific type of property. The City must identify the salient characteristics of the named brand that No. offerors must provide. When using a "brand name" specification, the City does not need to reverse -engineer a complicated part to identify precise measurements or specifications in order to describe its salient characteristics. FT A's "Best Practices Procurement Manual," (BPPM) contains additional information on preparation of specifications including examples with specific language. 14) Geographic Preferences The solicitation contains no in -State or local No. geographic preference except where Federal statutes mandate or encourage them. 15) Contract Term Limitation The contract period of performance for rolling stock and replacement parts does not exceed five (5) years inclusive of options without prior No. written FTA approval. For all other types of contracts, the procurement file contains evidence that the contract term is based on sound business judgment. 18) Award to Responsible Contractor The City made a determination that it was awarding to a responsible contractor considering such matters as contractor integrity, compliance with public policy, record 1. Yes. of past performance, and financial and 2. Yes. technical resources. 3. Yes. 1. Appropriate Financial, equipment, facility and personnel. (Y/N) 4. Yes, no exclusions on 2. Ability to meet delivery schedule. (Y/N) SAM report run 5/6/2014. 3. Satisfactory period of performance. (Y/N) 5. Yes. 4. Satisfactory record of integrity, not on declined or suspended listings. (Y/N) 5. Receipt of all necessary data from vendor. (Y/N) 19) Sound and Complete Agreement This contract is a sound and complete Yes; Purchase Order is the agreement. In addition, it includes remedies contract mechanism. for breach of contract and provisions covering termination for cause and convenience. 24) Clear, Accurate, and Complete Specification A complete, adequate, and realistic specification or purchased description was Yes. available and included any specifications and pertinent attachments which define the items or services sought in order for the bidder to properly respond. 38) Sole Source if other Award is Infeasible The contract file contains documentation that award of a contract was infeasible under small purchase procedures, sealed bids, or competitive proposals and at least one of the following circumstances applies: (1) The item was available only from a single source. (Verify prices are no higher than price for such item by likely customers.) 1. See Sole Source Memo. (2) Public exigency for the requirement did not permit a delay resulting from a competitive solicitation. (3) An emergency for the requirement did not permit a delay resulting from a competitive solicitation. (4) The FT A authorized noncompetitive negotiations. (5) Competition was determined inadequate after solicitation of a number of sources. 39) Cost Analysis Required Cost analysis and profit negations were performed (initial award and modifications) And documented for price reasonableness Yes; see Sole Source Memo. was established on the basis of a catalog or market price of a commercial product sold in substantial quantities to the general public or on the basis of prices set by law or regulation. 40) Evaluation of Options The option quantities or periods contained in the contractor's bid or offer were evaluated in order to determine contract award. (To be N/A eligible for Federal funding, options must be evaluated as part of the price evaluation of offers, or must be treated as sole source awards. 42) Written Record of Procurement History The file contains records detailing the history 1. Yes. of this procurement. At a minimum, these 2. Yes; Purchase Order is records include: used. (1) the rationale for the method of 3. Vendor selected is Sole procurement, Source. (2) Selection of contract type, (3) reasons for contractor selection or 4. See attached Invoices. rejection, and 4 the basis for the contract price. 43) Exercise of Options The grantee exercised an option on this contract adhering to the terms and conditions of the option stated in the contract and determined that the option price was better N/A than prices available in the market or that the option was a more advantageous offer at the time the option was exercised. If an option was not exercised under this contract, check NA. 44) Out of Scope Changes The grantee amended this contract outside the scope of the original contract. The amendment was treated as a sole source N/A procurement (complying with the FTA requirements for a justification, cost analysis and profit negotiation). 45) Advance Payment Provisions The contractor did not receive an advance payment utilizing FTA funds and the contract N/A does not contain advance payment provisions or, if it did, prior written concurrence was obtained from FTA. 46) Progress Payment Provisions The contract contains progress payments based on costs incurred (as opposed to percent of completion) and the contract contains a provision giving the grantee title to NO. property (materials, work in progress, and finished goods) for which progress payments are made. The contract may contain other security in lieu of obtaining title. 47) Time and Materials Contracts This is a time and materials contract; the grantee determined that no other type of No. contract is suitable; and the contract specifies a ceiling rice. 48) Cost Plus Percentage of Cost This is not a cost plus a percentage of cost No. type contract. 49) Liquidated Damages Provisions This contract contains liquidated damages provisions and the assessment for damages No. is specified in the contract at a specific rate per day for each day of overrun in contract time. 60) Piggybacking 1. No. 1) The file contains: Assignability provisions. 2. Yes; see Sole Source 2) The procurement file contains: Price Memo dated 5/5/2014. reasonableness determination. 56) Clauses This contract contains the appropriate FTA Yes. required clauses. System for Award Management Yes, no exclusions on SAM report (SAM) SAM run and include in the file. run 5/6/2014. FEDERALLY REQUIRED AND OTHER MODEL CLAUSES APPLICABILITY OF THIRD PARTY CONTRACT CLAUSES (excluding micro -purchases, except for construction contracts over $2,000) Trapeze Software TYPE.OF PROCUREMENT w �n <--, Clause + �. ✓ Piofesstonsl �' O eratrons/ 5 7.�;'* Rolhn Stock` Constructton �.`" Materials 8 ,� a Services/A& E Management i+ �+ p r hase - .Supplies , h No Federal Government X Obligation To Third Parties All All All All All (by Use of a Disclaimer False Statements or Claims X All All All All All Civil and Criminal Fraud Access To Third Party X All All All All All Contract Records Changes to Federal X All All All All All Requirements Termination X All All All All All Civil Rights (Title VI, EEO, ADA) X >$10,000 >$10,000 >$10,000 >$I 0,000 >$10,000 Disadvantaged Business X All All All All All Enterprises DBEs Incorporation of (FTA) Terms X All All All All All Suspension and Debarment X >$25,000 >$25,000 >$25,000 >$25,000 >$25,000 Buy America >$100,000 >$100,000 >$100,000 Resolution of Disputes, >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Breaches, or Other Litigation Lobbying >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Clean Air >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Clean Water >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Caro Preference All All All Fly America Involves foreign Involves foreign air Involves foreign Involves foreign Involves foreign air transport or travel transport or travel air transport or air transport or transport or travel b air travel travel Davis -Bacon And Copeland Anti- >$2,000 (including Kickback Acts ferry vessels Contract Work Hours And Safety >$2,500 (except >$2,000 (including Standards Act transportation >$2,500 ferry vessels) services) Bonding $100,000 Seismic Safety A & E for New Buildings & New Buildings & Additions Transit Employee Protective Transit Operations Agreements Charter Bus All School Bus All Drug Use -Testing and Alcohol Transit Operations Misuse - Testing Patent Rights and Rights in Data Research & and Copyright Requirements Development Energy Conservation X All All All All All Recycled Products Contracts for items Contracts for items Contracts for items designated by designated by designated by EPA,when EPA,when EPA,when procuring $10,000 procuring $10,000 procuring $10,000 or more per year or more per year or more per year Conformance With ITS National X ITS Projects ITS Projects ITS Projects ITS Projects ITS Projects Architecture ADA Access A & E All All All All Bus TestingAll Pre -Award And Post Delivery All Audits Trapeze` Software Support Invoice City of Fort Collinslrransfort Attn:Accounts Payable 6570 Portner Road Fort Collins, CO 80525 USA Invoice Date Customer ID Contract No. Due date Contract type Project No 14-1050642 March 28, 2014 00000006" June 01, 2014 455MAINT 5249-100 Purchase Order No: Trapeze FX/Blockbuster Number of Workstations : 1 Up to 25 Peak Vehicles Coverage period 6/1/2014 - 5/31/2015 $10,200.00- Subtotal $10,200.00 State Tax - Exempt $0.00 Total payable in USD $10.200.00 rroaee mane paymem to rouowmg: Lockbox Courier For billing inquiries contact: Trapeze Software Group Trapeze Software Group trapezebilling@trapezegroup.com P.O.Box 202528 2975 Regent Blvd, Toll Free: 1-800-265-3617 Ext. #5 Dallas, TX 75320-2528 P.O.Box 202755 Local: 905-629-8727 USA Irving, TX 75063 - USA. Interest at 15% per annum will be charged on all late payments 0 <rirapezeTm Software Support Invoice City of Fort Collins/Transfort Attn:Accounts Payable 6570 Portner Road Fort Collins, CO 80525 USA Invoice Date Customer ID Contract No. Due date Contract type Project No 14-1050643 March 28, 2014 0000000645 June 01, 2014 455MAINT 5249-203 Purchase Order No Trapeze INFO-COM Up to 25 Peak Vehicles Coverage period 6/12014 - 5/31/2015 $4.675.00 Subtotal $4.675.00 Slate Tax - Exempt $0.00 Total payable in USD $4,675.00 Please make payment to following: Lockbox Courier For billing Inquiries contact: Trapeze Software Group Trapeze Software Group trapezebilling@trapezegroup.com P.O.Box 202528 2975 Regent Blvd, Toll Free: 1-800-265-3617 Ext. #5 Dallas, TX 75320-2528 P.O. Box 202755 Local: 905-629-8727 USA Irving, TX 75063 - USA. Interest at 15% per annum will be charged on all late payments. Trapeze` Software Support Invoice City of Fort Collins/Transfort Attn:Accounts Payable 6570 Fortner Road Fort Collins, CO 80525 USA Invoice Date Customer ID Contract No. Due date Contract type Project No 14-1050644 March 28, 2014 0000000546 June 01, 2014 455MAINT 5249-150 Purchase Order No Trapeze OPS Up to 75 Total Drivers Coverage period 6/1/2014- 5/31/2015 $22,750.00 Subtotal $22,750.00 State Tax - Exempt $0.00 - Total payable in USD $22,750.00 r1ease MKe payment to ronowing: Lockbox Courier For billing inquiries contact: Trapeze Software Group Trapeze Software Group trapezebilling@trapezegroup.com P.O.Box 202528 2975 Regent Blvd, Toll Free: 1-800-265-3617 Ext. #5 Dallas, TX 75320-2528 P.O.Box 202755 Local: 905-629-8727 USA Irving, TX 75063 - USA. Interest at 15% per annum will be charged on all late payments. <rTra PezeTN Software Support invoice City of Fort Collins/Transfort Attn:Accounts Payable 6570 Portner Road Fort Collins, CO 80525 USA Invoice Date Customer ID Contract No. Due date Contract type Project No 14-1050645 March 28, 2014 0000000547 June 01, 2014 455MAINT 4362.250 Purchase Order No: Trapeze PLAN (Rid & HH) Up to 25 Peak Vehicles Coverage period 6/1I2014 - 5/31/2015 $5,400.00 Subtotal $5,400.00 State Tax - Exempt $0.00 L$5,400J.00 Total payable in USD rmaae rnaae payment to ronowmg: Lockbox Courier For billing inquiries contact: Trapeze Software Group Trapeze Software Group trapezebilling@trapezegroup.com P.O.Box 202528 2975 Regent Blvd, Toll Free: 1-800-265-3617 Ext. #5 Dallas, TX 75320-2528 P.O.Box 202755 Local: 905-629-8727 USA Irving, TX 75063 - USA. Interest at 15% per annum will be charged on all late payments (I"roTrapeze.7 Software Support Invoice City of Fort Collins/Transfort AffmAccounts Payable 6570 Portner Road Fort Collins, CO 80525 USA Invoice Date Customer ID Contract No. Due date Contract type Project No 14-1050646 March 28, 2014 0000000648 June 01, 2014 455MAINT 4260-2 Purchase Order No Trapeze PASS-MON Up to 18 Paratransit Vehicles Coverage period 6/1/2014 - 5/312015 $5,725.00 Subtotal $5,725.00 State Tax - Exempt $0.00 Total payable in USD $5,725.00 Please make payment to following: Lockbox Courier For billing inquiries contact: Trapeze Software Group Trapeze Software Group trapezebilling@trapezegroup.com P.O.Box 202528 2975 Regent Blvd, Toll Free: 1-800-265-3617 Ext. #5 Dallas, TX 75320-2528 P.O.Box 202755 Local: 905-629-8727 USA Irving, TX 75063 - USA. Interest at 15% per annum will be charged on all late payments <rTrapezeTm Software Support Invoice City of Fort Collins/Transfort Attn:Accounts Payable 6570 Portner Road Fort Collins, CO 80525 USA Invoice 14-1050647 Date March 28, 2014 Customer ID f Contract No. 0000000549 Due date June 01, 2014 Contract type 455MAINT i Project No 4188-1 Purchase Order No Trapeze PASS Number of Workstations : 9 Up to 299 Booked Trips Coverage period 6/12014 - 5/31/2015 $14,000.00 Subtotal $14,000.00 State Tax - Exempt $0,00 Total payable in USD $14,000.00 wuvwmg: Lockbox Courier For billing Inquiries contact: Trapeze Software Group Trapeze Software Group trapezebilling@trapezegroup.com P.O.Box 202528 2975 Regent Blvd, Toll Free: 1-800-265-3617 Ext. #5 Dallas, TX 75320-2528 P.O.Box 202755 Local: 905-629-8727 USA Irving, TX 75063 - USA. Interest at 15% per annum will be charged on all late payments. i <rirapezeTm Software Support Invoice City of Fort Collinsrrransfort Attn:Accounts Payable 6570 Fortner Road Fort Collins, CO 80525 USA Invoice Date Customer ID Contract No. Due date Contract type Project No 14-1050734 March 28, 2014 0000002447 June 01, 2014 455MAINT 5249-154 Purchase Order No: Trapeze OPS MON Up to 72 Total Employees Coverage period 6/12014 - 5/31/2015 $5.990.00 Subtotal $5,990.00 State Tax - Exempt $0.00 Total payable in USD $5,990.00 Please make payment to following: Lockbox Courier For billing inquiries contact: Trapeze Software Group Trapeze Software Group trapezebilling@trapezegroup.com P.O.Box 202528 2975 Regent Blvd, Toll Free: 1-800-265-3617 Ext. #5 Dallas, TX 75320-2528 P.O.Box 202755 Local: 905-629-8727 USA Irving, TX 75063 - USA. Interest at 15% per annum will be charged on all late payments /0,0,.,F�cor�.t Collins Memorandum DATE: May 5, 2014 TO: Jill Wilson FROM: Karl Gannon Transfort / Dial -A -Ride 6570 Portner Road Fort Collins, CO 80522 970.221.8820 970.221.6285 - fax fcgov.com SUBJECT: Trapeze Software Annual Maintenance Fees - Justification of Sole Source Trapeze retains ownership of the intellectual property rights of its software suite of products. Transfort has purchased a license to utilize their software but cannot contract out annual maintenance of the product to a different vendor because of the intellectual property rights. Please contact me with any questions. Thanks, Karl Karl Gannon City of Fort Collins Transfort / Dial A Ride (970)416-2087