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Title:
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Approval of an Amendment to the Existing Professional Service Agreement with Amano McGann Inc., for Maintenance Services Related to Equipment and Software for the Parking Management System at the Cardiff, Watseka, and Ince Parking Structures to Extend the Agreement for One Additional Year (to 06/30/16) for a Not-to-Exceed Additional Cost of $50,222.40.
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City of Culver City, California
Agenda Item Report
Meeting Date: 6/22/15 Item Number: C-7
CITY COUNCIL AGENDA ITEM: Approval of an Amendment to the Existing
Professional Service Agreement with Amano McGann Inc., for Maintenance
Services Related to Equipment and Software for the Parking Management System
at the Cardiff, Watseka, and Ince Parking Structures to Extend the Agreement for
One Additional Year (to 06/30/16) for a Not-to-Exceed Additional Cost of $50,222.40.
Contact Person/Dept.:
Mary A. Essuman/CDD
Todd Tipton/CDD
Phone Number:
(310) 253-5708
(310) 253-5783
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/18/15); (E-Mail)
Amano McGann Inc., Downtown Business Association, and Chamber of Commerce on
(06/17/15).
Department Approval:
Sol Blumenfeld (06/16/15)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/17/15)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/17/15)
City Manager Approval:
John M. Nachbar (06/17/15)
RECOMMENDATION:
Staff recommends the City Council approve an amendment to the existing
professional services agreement with Amano McGann, Inc. for services related to
maintenance of parking management equipment and software located at the Cardiff,
Watseka, and Ince Parking Structures to extend the Agreement for one additional
year (to 06/30/16) for a not-to-exceed additional cost of $50,222.40.
BACKGROUND
Amano McGann (Amano) is the contracted maintenance service provider for parking
management equipment and software (System) installed at the Cardiff, Watseka,
and Ince Parking Structures. The System includes proprietary hardware and
software and a web client that allows Amano to access the System remotely for
System management purposes. The System includes:
1. All entry and exit barrier gates and accompanying control software.
2. All registers located in the parking booths at exits.
3. All access control equipment, including keycard readers and ticket dispensers
4. Software that provides access, revenue, count monitoring, and debit and credit
card controls. City of Culver City, California
Agenda Item Report
The existing agreement covers repair of malfunctioning equipment including
specified parts and labor during regular business hours and emergency repairs
outside regular business hours. The existing agreement also covers technical
support for the software via telephone or e-mail during regular business hours or
emergency support services after regular business hours.
Typically, the City has entered into a new three year term professional service
agreement with Amano whenever the term for a previous professional service
agreement has expired. The existing agreement will expire on June 30, 2015. The
City is considering the implementation of a pay-on-foot system. Therefore, at this
time, staff is recommending the one year extension.
DISCUSSION:
Amano has agreed to a one year extension based on the same terms and conditions
as the existing agreement.
Per Culver City Municipal Code Section 3.07.045.A, these services are exempt from
formal competitive bid requirements, as Amano is the sole source for authorized
repair and maintenance of this proprietary System and has been providing
maintenance services since the equipment was installed when the structures were
first constructed. The efficient operation of the parking structures relies upon the
timely performance of maintenance and repair activities of the System, including the
availability of 24-hour technical support for the software.
FISCAL ANALYSIS:
The proposed amendment will be billed quarterly at a cost of $10,463. The total cost
of the one year period is as follows:
Estimated Contract Budget Annual City Budget
Business Hours Maintenance/Repairs $41,852.00
Time and Materials Work (for items not
included as part of the System
maintenance)
$ 8,370.40
Total: $50,222.40
Sufficient funds have been included in the City Manager’s Proposed Budget for
Fiscal Year 2015/2016 to fund the proposed amendment. City of Culver City, California
Agenda Item Report
MOTION:
That the City Council:
1. Approve an amendment to the existing professional services agreement with
Amano McGann, for maintenance and repair services of the access equipment
and software system in the Cardiff, Watseka, and Ince Parking Structures to
extend the Agreement for one additional year (to 06/30/16) for a not-to-exceed
additional cost of $50,222.40; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.