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HomeMy WebLinkAbout25- Public Works ORIGINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Nadeem Majaj, Director of Subject: Rejection of all proposals related to Public Works RFP FM 11-01 pursuant to Section 3.04.070 (E) of the Municipal Code for a full service Dept: Public Works—Facilities parking meter solution in the Courthouse Management Division district of the City of San Bernardino. Date: March 8, 2011 Meeting date: March 21, 2011 Synopsis of Previous Council Action: Ways and Means Committee discussed the item Meeting date: March 9, 2011 and supported staff's recommendation. Recommended motion: Reject all proposals related to RFP FM 11-01. Sig ature Contact person: Tony Frossard, Project Manager Phone: 384-5075 Supporting data attached: Staff Report and Resolution Ward: 1 FUNDING REQUIREMENTS: Amount: None Source: (Acct. Nos.) None Acct. Description: Finance: Council Notes: kz#d&mv� Agenda Item No. �� CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION Staff Report Subject: Rejection of all proposals related to RFP FM 11-01 pursuant to Section 3.04.070 (E) of the Municipal Code for a full service parking meter solution in the Courthouse district of the City of San Bernardino. Background: At the February 17, 2009 Council meeting, the Mayor and Common Council authorized the Facilities Management staff to create a parking meter program in the downtown area. Accordingly, staff prepared a Request for Proposals (RFP) to install 15 multi-space meters in the Courthouse District of the downtown area. These meters were designed to monitor 150 parking spaces. The parking meters would eliminate free parking, lessen congestion and encourage transit use in the area. The Courthouse District parking meter project was never constructed based on the original RFP. Parking meters were again discussed at the Ways and Means Committee meeting on September 22, 2010, and staff was directed to prepare an RFP for a full service parking meter solution for the Courthouse District. On March 9, 2011 the Ways and Means Committee discussed the item and supported staff's recommendation. The Request for Proposals was advertised in the Sun newspaper and placed on the City's website. Three proposals were received on February 1, 2011. The proposals were reviewed by a panel consisting of staff from the Police Department, Public Works Department and the City Manager's Office. The panel used evaluation criteria that were part of the RFP package. Based on criteria evaluation by the panel, Aparc Systems, Inc. received the highest overall score. However, staff does not recommend contracting the full-service parking meter solution service for the following reasons: 1. The City will be obligated to rent the vendor's equipment for five years at a cost of $6,812 per month with a total contract value of$408,720. 2. The parking meters may not generate revenue which is sufficient to offset the rental cost. 3. If a parking meter is stolen or damaged, the City will be responsible for its replacement at a cost of$10,000. Based on surveys completed by staff, the occupancy of the existing parking spaces varies by time of day. At 9:00 a.m., the occupancy rate is approximately 90%. By 11:00 a.m., the rate is closer to 40%. At 1:00 p.m., the occupancy rate is up to 70% and by 3:00 p.m., the occupancy rate is below 30%. Based on the survey percentages, the City will have net revenue of $2,500 per month. Should the City have to replace one parking meter, the City would realize a net loss of $7,500 for the month. The income stated is based on the assumption there will be no change in the parking patterns after the meters are installed. At this time, staff does not recommend the City accepting additional financial risk. Therefore, staff recommends rejecting the Aparc Systems, Inc. proposal. The other vendors were Republic Parking Systems who had a high monthly payment and Verrus Pay By Phone who offered a 3 nonconventional means of paying through the use of cellular phones. The Ways and Means Committee considered this item during its March 9, 2011 meeting and agreed with staff s recommendations. Therefore, the Public Works Department, is recommending that Council reject all proposals related to RFP FM 11-01. Financial Impact: There is no financial impact if the recommended action of rejecting all bids is approved. Recommendation: Reject all proposals related to RFP FM 11-01. 1 RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF 3 SAN BERNARDINO REJECTING ALL PROPOSALS RELATED TO RFP FM 11-01 PURSUANT TO SECTION 3.04.070 E OF THE MUNICIPAL CODE FOR A 4 FULL SERVICE PARKING METER SOLUTION IN THE COURTHOUSE DISTRICT OF THE CITY OF SAN BERNARDINO. 5 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 7 SECTION 1. The City Manager of the City of San Bernardino is hereby 8 9 authorized and directed to reject all bids submitted in response to FM 11-01pursuant to 10 section 3.04.070 (E) of the Municipal Code. 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 /// 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO REJECTING ALL PROPOSALS RELATED TO RFP FM 2 11-01 PURSUANT TO SECTION 3.04.070 E OF THE MUNICIPAL CODE FOR A 3 FULL SERVICE PARKING METER SOLUTION IN THE COURTHOUSE DISTRICT OF THE CITY OF SAN BERNARDINO. 4 5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 6 Common Council of the City of San Bernardino at a meeting thereof, held on the 7 day of , 2011, by the following vote, to wit: 8 9 Council Members: AYES NAYS ABSTAIN ABSENT 10 MARQUEZ 11 VACANT 12 BRINKER 13 SHORETT 14 " 15 KELLEY t 16 JOHNSON 17 MCCAMMACK 18 19 20 Rachel G. Clark, City Clerk 21 22 The foregoing resolution is hereby approved this day of 23 , 2011. 24 25 Patrick J. Morris, Mayor 26 City of San Bernardino 27 Approved as to Form: 28 By: James F. Penman, City Attorney