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Home My WebLink About21- Facilities Management t ORIGINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Mike Brooks, Interim Director Subject: Resolution authorizing the execution of an agreement with Dept: Facilities Management and issuance of a purchase order to Metric Parking, Inc. for the purchase and installation of multi-space parking meters in the Date: September 29, 2009 downtown area. M/CC Meeting Date: November 2, 2009 Synopsis of Previous Council Action: 2/17/09—Revenue from Parking Meter Program included in budget saving measures action. Recommended Motion: Adopt Resolution ��Mike ooks Interim Director of Facilities Management Contact person: Tony Frossard Phone: 384-5244 Supporting data attached: Staff Report, Resolution Ward(s): 1 FUNDING REQUIREMENTS: Amount: $154,400 Source:: AB 2766 Fund $100,000 General Fund FY 2008-09 savings $54,400 Annual new program revenue(12 months): $53,460; FY 09/10: $13,365 Barbara Pachon Director of Finance Council Notes: Agenda Item No. �o -t 9- v 9 (�else d S-I �f 12�poY-� i - 9L-6q CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution authorizing the execution of an agreement with and issuance of a purchase order to Metric Parking, Inc. for the purchase and installation of multi-space parking meters in the downtown area. BACKGROUND The Mayor and Common Council, at the February 17th meeting, authorized the Facilities Management staff to create a parking meter program in the downtown area. Accordingly, staff prepared a Request for Proposals to install 15 multi-space meters in the courthouse district of the downtown area. These meters would monitor 150 parking spaces, and generate a positive cash flow at a rate of$.25 per quarter-hour. Funding for these meters would come from the AB 2766 Subvention Funds (the vehicle registration fee surcharge of$6 per vehicle) and the general fund. Under Market Based Strategies there is a subcategory called Parking Management where the purchase of parking meters will qualify. The parking meters would be an incentive to those coming to the Courthouse district to use public transportation. The parking meters would eliminate free parking to lessen congestion and encourage transit use. Request for Proposals # RFQ F-09-09 was mailed to seven vendors, the San Bernardino Chamber of Commerce, advertised in the Sun newspaper, and placed on the City Website. Six bids were received on April 20, 2009. One bid was deemed by the panel to be non-compliant, as the vendor bid single-space parking meters. The bids were reviewed by a panel consisting of Kerry Morford, Development Services, Jim Sharer, Facilities Management and Mark Garcia, Police Department. The panel used an evaluation criteria that was part of the RFP package. The results are as follows: Vendor Location Score Total Bid 1. Metric Parking, Inc Cranbury,NJ 252 $133,374.32 2. APARC Richmond, BC (Can) 247 $130,113.28 3. MacKay Meters New Glasgow,NS (Can) 241 $149,085.00 4. Pacific Parking Systems Irvine, CA 238 $129,181.50 5. Digital Payment Technology Burnaby, BC (Can) 236 $152,670.40 Based on criteria evaluation by the panel, Metric Parking, Inc. received the overall highest score of 252 points out of possible 300. During further discussions with Metric Parking, Inc. Facilities Management staff negotiated a solar powered version of the original meters for a total project cost of$140,219.32. The added $6845 will provide a built in solar panel as a battery charger on each meter extending the battery life from two months to more than three years before service is required. A contingency of 3% is also requested in the event of unforeseen circumstances. The Metric parking meters will accept coins, ATM and credit card transactions. Existing Facilities Management Parking Enforcement staff will collect the coin from the meters. The parking meters are covered by manufacture warranty for the first year. The Vendor will be providing staff training in the areas of maintenance/repair, coin collection, programming and monitoring the equipment. The multi-space parking meter will have an informational sticker applied to it for educational purposes. The sticker will express, legal use of the disabled placard allows the disable person to park in metered space at no charge. It will also convey, illegal use of the disabled placard by persons who are not entitled to the privileges may result in revocation of the placard and fines of up to $3,500. In addition to the sticker for the safety of the disabled there will be signs posted directing the disabled to designated parking spaces in the County parking lots. These signs will be posted at the recommendation of City Engineer, off street parking allows a person more safety because there are few moving vehicles in the vicinity. In addition to the contract cost with Metric Parking, the City will also incur cost related to creating signs, and providing space marking and numbering. This portion of the project is estimated to be approximately $10,000 and will be handled by the Public Services Department. Total Estimated Costs (rounded): Multi-space Meters $140,220 Contingency (3%) 4,200 Signs and markings 10,000 Total Estimated Project Cost $154,400 FINANCIAL IMPACT $100,000 was included in the FY 2009-2010 Preliminary Budget in the AB 2766 Fund for this project(111-241-5706). Facilities staff has also identified additional savings from their FY 2008-09 budget (001-325-5507)to fund the remaining cost of$54,400. Once the program is implemented, annual ongoing revenue is estimated to be approximately$53,460. Revenue estimates are as follows using these assumptions: 150 spaces, 1.00 per hour parking rate, 45%occupancy rate, 3 changes per day, 1 hour average stay. • 150 x l x .45 x 3 x l = 2 02.5 0 daily revenue • 202.50 x 22 days/mo = $4,455 monthly revenue • 4,455 x 12 months = $53,460 annual revenue • 4,455 x 3 months = $13,365 revenue for the remainder of FY 09/10 All revenue projections are assumptions based upon unlimited free parking being available. The 45% occupancy rate may be higher or lower. RECOMMENDATION 1 .) Adopt Resolution 2.) Authorize the Director of Finance to carryover$54,400 in unexpended funds from Facilities Management's FY 2008-09 budget, account# 001-325-5507, into Facilities Management's FY 2009-10 budget, account # 001-325-5706 (capital improvements). DISABLED PLACARD EDUCATION PROGRAM �J LEGAL USE OF THE DISABLED PLACARD ALLOWS THE DISABLED PERSON TO PARK IN A METERED PARKING SPACE AT NO CHARGE. ILLEGAL USE OF A DISABLED PLACARD BY PERSONS WHO ARE NOT ENTITLED TO THE DISABLED PRIVILEGES MAY RESULT IN REVOCATION OF THE PLACARD AND FINES OF UP TO $3,500 1 RESOLUTION NO. 2 3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH AND 4 ISSUANCE OF A PURCHASE ORDER TO METRIC PARKING, INC. FOR THE INSTALLATION OF MULTI-SPACE PARKING METERS IN THE DOWNTOWN AREA. 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF 6 SAN BERNARDINO AS FOLLOWS: 7 8 SECTION 1. Metric Parking, Inc. is the most responsive bidder for the installation of multi- 9 space parking meters in the downtown area of the City of San Bernardino. An Agreement to Furnish 10 and Install Multi-Space Parking Pay Stations is awarded accordingly to said Contractor in a total amount 11 of$140,219.32,with a contingency amount of$4,200.00. Such award shall be effective only upon said 12 Agreement being fully executed by both parties. The Mayor and Common Council hereby authorize 13 the City Manager to execute on behalf of the City said Agreement, a copy of which is on file in the 14 office of the City Clerk and incorporated herein by reference. The Finance Department is hereby 15 authorized and directed to issue a Purchase Order which references this resolution to said Contractor 16 in the amount of$140,219.32. 17 SECTION 2. Any amendment or modification thereto shall not take effect or become operative 18 until fully signed and executed by the parties and no party shall be obligated hereunder until the time 19 of such full execution. No oral agreements, amendments, modifications or waivers are intended or 20 authorized and shall not be implied from any act or course of conduct of any party. The authorization 21 to execute said Agreement is rescinded if the parties to the contract fail to execute it within sixty(60) 22 days of the passage of this Resolution. 23 24 25 26 27 28 FAEMPENO\Resos\Reso Facilities Metric Parking.wpd 1 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH AND 2 ISSUANCE OF A PURCHASE ORDER TO METRIC PARKING, INC. FOR THE INSTALLATION OF MULTI-SPACE PARKING METERS IN THE DOWNTOWN AREA. 3 4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 5 Common Council of the City of San Bernardino at a meeting thereof,held on the 6 day of , 2009,by the following vote, to wit: 7 8 COUNCIL MEMBERS: AYES NAYS ABSTAIN ABSENT 9 ESTRADA 10 BAXTER 11 BRINKER 12 SHORETT 13 KELLEY 14 JOHNSON 15 MC CAMMACK 16 17 City Clerk 18 19 The foregoing Resolution is hereby approved this day of , 2009. 20 21 PATRICK J. MORRIS, Mayor 22 City of San Bernardino Approved as to form: 23 JAMES F. PENMAN 24 City Attorney 25 26 27 28 FAEMPENO\Resos\Reso Facilities Metric Parking.wpd 2 CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Mike Brooks, Interim Director Subject: Resolution authorizing the execution of an agreement with Dept: Facilities Management and issuance of a purchase order to Metric Parking, Inc. for the purchase and installation of multi-space parking meters in the Date: September 29, 2009 downtown area. M/CC Meeting Date: October 19,2009 Synopsis of Previous Council Action: 2/17/09—Revenue from Parking Meter Program included in budget saving measures action. Recommended Motion: Adopt Resolution Mike Brooks Interim Director of Facilities Management Contact person: Tony Frossard Phone: 384-5244 Supporting data attached: Staff Report, Resolution Ward(s): 1 FUNDING REQUIREMENTS: Amount: $154,400 Source:: AB 2766 Fund $100,000 General Fund FY 2008-09 savings $54,400 Annual new program revenue(12 months): $53,460; FY 09/10: $13,365 Barbara Pachon Director of Finance Council Notes: Agenda Item No. 100V0_09 CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution authorizing the execution of an agreement with and issuance of a purchase order to Metric Parking, Inc. for the purchase and installation of multi-space parking meters in the downtown area. BACKGROUND The Mayor and Common Council, at the February 17`x' meeting, authorized the Facilities Management staff to create a parking meter program in the downtown area. Accordingly, staff prepared a Request for Proposals to install 15 multi-space meters in the courthouse district of the downtown area. These meters would monitor 150 parking spaces, and generate a positive cash flow at a rate of$.25 per quarter-hour. Funding for these meters would come from the AB 2766 Subvention Funds (the vehicle registration fee surcharge of$6 per vehicle) and the general fund. Under Market Based Strategies there is a subcategory called Parking Management where;the purchase of parking meters will qualify. The parking meters would be an incentive to those coming to the Courthouse district to use public transportation. The parking meters would eliminate free parking to lessen congestion and encourage transit use. Request for Proposals# RFQ F-09-09 was mailed to seven vendors, the San Bernardino Chamber of Commerce, advertised in the Sun newspaper, and placed on the City Website. Six bids were received on April 20, 2009. One bid was deemed by the panel to be non-compliant, as the vendor bid single-space parking meters. The bids were reviewed by a panel consisting of Kerry Morford, Development Services, Jim Sharer, Facilities Management and Mark Garcia, Police Department. The panel used an evaluation criteria that was part of the RFP package. The results are as follows: Vendor Location Score Total Bid 1. Metric Parking, Inc Cranbury,NJ 252 $133,374.32 2. APARC Richmond, BC (Can) 247 $130,113.28 3. MacKay Meters New Glasgow,NS (Can) 241 $149,085.00 4. Pacific Parking Systems Irvine, CA 238 $129,181.50 5. Digital Payment Technology Burnaby, BC (Can) 236 $152,670.40 Based on criteria evaluation by the panel, Metric Parking, Inc. received the overall highest score of 252 points out of possible 300. During further discussions with Metric Parking, Inc. Facilities Management staff negotiated a solar powered version of the original meters for a total project cost of$140,219.32. The added $6845 will provide a built in solar panel as a battery charger on each meter extending the battery life from two months to more than three years before service is required. A contingency of 3% is also requested in the event of unforeseen circumstances. are covered by manufacture warranty for the first year. The Vendor will be providing staff training in the areas of maintenance/repair, coin collection, programming and monitoring the equipment. In addition to the contract cost with Metric Parking, the City will also incur cost related to creating signs, and providing space marking and numbering. This portion of the project is estimated to be approximately $10,000 and will be handled by the Public Services Department. Total Estimated Costs (rounded): Multi-space Meters $140,220 Contingency (3%) 4,200 Signs and markings 10,000 Total Estimated Project Cost $154,400 FINANCIAL IMPACT $100,000 was included in the FY 2009-2010 Preliminary Budget in the AB 2766 Fund for this project (111-241-5706). Facilities staff has also identified additional savings from their FY 2008-09 budget (001-325-5507)to fund the remaining cost of$54,400. Once the program is implemented, annual ongoing revenue is estimated to be approximately $53,460. Revenue estimates are as follows using these assumptions: 150 spaces, 1.00 per hour parking rate, 45% occupancy rate, 3 changes per day, 1 hour average stay. • 150 x 1 x .45 x 3 xl = 202.50 daily revenue • 202.50 x 22 days/mo = $4,455 monthly revenue • 4,455 x 12 months = $53,460 annual revenue • 4,455 x 3 months = $13,365 revenue for the remainder of FY 09/10 All revenue projections are assumptions based upon unlimited free parking being available. The 45% occupancy rate may be higher or lower. RECOMMENDATION 1.) Adopt Resolution 2.) Authorize the Director of Finance to carryover$54,400 in unexpended funds from Facilities Management's FY 2008-09 budget, account# 001-325-5507, into Facilities Management's FY 2009-10 budget, account# 001-325-5706 (capital improvements). 1 RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 3 OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN 4 AGREEMENT WITH AND ISSUANCE OF A PURCHASE ORDER TO METRIC PARKING, INC. FOR THE INSTALLATION OF MULTI-SPACE 5 PARKING METERS IN THE DOWNTOWN AREA. 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE 7 CITY OF SAN BERNARDINO AS FOLLOWS: 8 SECTION 1. Metric Parking, Inc. is the most responsive bidder for the 9 10 installation of multi-space parking meters in the downtown area of the City of San 11 Bernardino. An Agreement for Services is awarded accordingly to said Contractor in a 12 total amount of$140,219.32, with a contingency amount of$4,200.00. Such award shall 13 be effective only upon said agreement being fully executed by both parties. The Mayor 14 and Common Council hereby authorize the City Manager to execute on behalf of the 15 City an Agreement for Services, attached and incorporated herein as Exhibit "A". The 16 17 Finance Department is hereby authorized and directed to issue a Purchase Order which 18 references this resolution to said Contractor in the amount of$140,219.32. 19 SECTION 2. Any amendment or modification thereto shall not take effect or become 20 operative until fully signed and executed by the parties and no party shall be obligated 21 hereunder until the time of such full execution. No oral agreements, amendments, 22 23 modifications or waivers are intended or authorized and shall not be implied from any 24 act or course of conduct of any party. This resolution is rescinded if the parties to the 25 contract fail to execute it within sixty(60) days of the passage of this resolution. 26 27 28 I 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 2 OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH AND ISSUANCE OF A PURCHASE ORDER TO 3 METRIC PARKING, INC. FOR THE INSTALLATION OF MULTI-SPACE PARKING METERS IN THE DOWNTOWN AREA. 4 5 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a 6 meeting thereof, held on the day of , 2009,by the 7 following vote, to wit: 8 Council Members: AYES NAYS ABSTAIN ABSENT 9 ESTRADA 10 BAXTER 11 BRINKER 12 SHORRETT 13 KELLEY 14 15 JOHNSON 16 McCAMMACK 17 18 Rachel G. Clark, City Clerk 19 The foregoing resolution is hereby approved this day of 20 2009. 21 22 Patrick J. Morris, Mayor 23 City of San Bernardino 24 Approved as to form: 25 26 27 James F. Penman, City Attorney 28