City of Culver City, California
Agenda Item Report
Meeting Date: 10/24/11 Item Number: C-3
CITY COUNCIL AGENDA ITEM: Award of a Contract to Duncan Solutions, Inc., for
the Purchase of 13 Pay-by-Space Multi-Space Parking Meter Stations for the
Sepulveda Boulevard Area Improvement Plan area and One Pay-by-Space Multi-
Space Parking Meter Station for the Public Parking Lot Adjacent to A-Frame
Restaurant on West Washington Blvd.
Contact Person/Dept.:
Michael Pasternak, CDD
Todd Tipton, CDD
Gabe Garcia, Public Works
Phone Number:
(310) 253-5708
(310) 253-5783
(310) 253-5633
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (Email) Meetings and Agendas – City Council (10/20/11), Meetings
and Agendas - Redevelopment Agency (10/20/11); (Email) Chamber of Commerce
Department Approval:
Sol Blumenfeld (10/11/11)
Charles Herbertson (10/17/11)
City Attorney Approval:
Carol Schwab (10/19/11)
Agency General Counsel Approval:
Murray Kane: (10/14/11)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (10/19/11)
City Manager/Executive Director Approval:
John M. Nachbar (10/20/11)
RECOMMENDATION:
Staff recommends that the City Council award a contract to Duncan Solutions, Inc.,
for the purchase of 13 Pay-by-Space Multi-Space Parking Meter Stations for the
Sepulveda Boulevard Area Improvement Plan area(Sepulveda Boulevard AIP) and 1
Pay-by-Space Multi-Space Parking Meter Station for the Redevelopment Agency
owned parking lot adjacent to A-Frame Restaurant on West Washington Blvd.
BACKGROUND:
In June 2011, construction commenced for the Sepulveda Boulevard MTA Grant
Project along Sepulveda Boulevard between the Culver Boulevard intersection and
the City limit line south of Franklin Avenue (Attachment No. 1) in order to improve
pedestrian circulation in the area. The pedestrian improvements included sidewalk
replacement, new ADA-compliant curb ramps, pedestrian friendly crosswalk
enhancement, street furniture, Mexican feather grass landscaping, energy-efficient
lighting, and replacement street trees. The improvements were completed in early
October 2011.
The existing assemblage of telephone and utility poles, water meters, parking meters
and other obstacles along the sidewalk challenged the ability to install tree wells and City of Culver City, California
Agenda Item Report
planters in a regular and attractive pattern and with common spacing on both sides of
the street. The new streetscape design was accomplished, in part, by removing the
existing parking meters and installing a more modern Pay-by-Space station parking
meter system which requires much less space along the sidewalks. In total, seventy
four (74) new trees were planted at approximately 30 foot intervals on both sides of
the street.
DISCUSSION:
Pay-by-Space, Multi-Space, Parking Meter Stations
At the conclusion of the construction of the project, staff recommended that the
metered parking in the project area be replaced by the proposed new Pay-by-Space,
multi-space, parking meter stations. The installation of Pay-by-Space parking
meter stations within the Sepulveda Boulevard AIP would be the first installation of
such parking meters since the City Council authorized the commencement of the
Downtown Main Street Pay-by-Space pilot program.
On October 13, 2008, the City Council authorized the solicitation of proposals from
qualified firms to commence a pilot program on Main Street in Downtown for Pay-by-
Space, multi-space, parking meter stations. Subsequently, on May 26, 2009, the
City Council awarded a contract to Duncan to install two Pay-by-Space stations.
During the pilot program, the Main Street Pay-by-Space parking meter stations have
shown following benefits:
• Parking turnover has been improved;
• Convenience and flexibility with multiple payment options, including credit
card and pay via cell phone acceptance;
• Reduced downtime due to built-in ability to wirelessly communicate with
Parking Meter Technician when maintenance is needed;
• Enhanced data collection regarding parking revenue and parking
utilization
While there were definite positive aspects experienced during the Pilot Program (and
staff recommends expanding use of pay-by-space stations), there were some areas
that needed improvement. The pilot was started with in-ground, wireless parking
space sensors that were to detect the presence of vehicles in the parking spaces,
and provide real-time parking occupancy data, as well as reset the parking clocks to
zero when vehicles left their parking spaces. The observed accuracy was less than
anticipated by Duncan and the City. As a result, their use was discontinued mid-way
through the pilot. The sensors were a third-party product that Duncan integrated into City of Culver City, California
Agenda Item Report
the system, and delays were experienced in resolving the unexpected accuracy
deficiency. Since then, Duncan has developed their own sensors that use multiple
technologies to accomplish detection and resetting of the clocks to zero, and they
have reported an accuracy of nearly 99%. However, Duncan’s sensors were not
installed during the pilot, and thus, staff was unable to verify this accuracy rate.
Staff contacted other agencies, and they have indicated a positive outcome by the
use of Duncan’s sensors. Staff proposes a no-cost trial of the Duncan sensors in the
near future.
After the no-cost trial has been completed, and staff determines that integration and
operation was successful, staff will make a recommendation regarding the purchase
of the Duncan sensors. To this end, and for the sake of efficiency, staff
recommends that the City Council and Agency Board authorize the funding of the
sensors, and their potential future purchase, as part of this staff report, at the
discretion of the Director of Public Works/City Engineer, contingent upon the
outcome of the Duncan sensor trial. If the sensor trial is successful, and because of
the cost of the sensors and the related recurring costs, staff anticipates using the
sensors only at high turnover locations or at other locations for short duration of time
when occupancy data is needed. Purchase of the sensors is exempt from bidding
requirements as a proprietary item of an original equipment manufacturer (CCMC
3.07.045(A)).
Pay-by-Space Stations for Sepulveda Boulevard AIP Phase II
The project area contains approximately 85 parking spaces that will be served by the
Pay-By-Space system. It has been determined that 12 Pay-by-Space stations are
needed to cover the parking spaces. Additionally, staff recommends that one
additional station be purchased as a safeguard to replace any unit that may be
knocked down or in need of extended repair. This will decrease downtime and the
potential loss of revenue.
Public Parking Lot at 12601 Washington Boulevard, Adjacent to A-Frame
Restaurant
The City/Agency has authorized the construction of a 14-space surface parking lot
located adjacent to A-Frame Restaurant on West Washington Boulevard. The
parking lot will be ready for use in the coming months and will need to be metered.
Staff recommends that one Pay-by-Space station be installed for this parking lot.
Because the timing coincides with the Sepulveda Boulevard AIP Project, Phase II,
staff recommends that the Pay-by-Space station be purchased along with the
Sepulveda Boulevard parking meter stations. Funding for this one station will be
provided by the Parking Participation Program (Account #48695100).
Recommendation
City of Culver City, California
Agenda Item Report
Given the aforementioned process to select a vendor and the success of the Main
Street Pay-by-Space pilot, staff recommends the purchase of 14 Pay-by-Space
stations from Duncan. Further, staff recommends that Duncan be awarded a “turn-
key” agreement to supply the equipment and also install the stations, related
signage, and painting of parking space numbers on the curb. This will make the
process of deploying the stations more efficient as coordination will be with one
Contractor/Vendor.
Staff satisfied the bid requirement through the Request for Proposals that was
issued during the pilot program. Since the needed equipment is “proprietary items of
an original equipment manufacturer” and “a system of equipment previously
acquired by the City” (through the RFP for the Pilot program), purchase of the
equipment for this installation is exempt from bidding requirements per CCMC
Sections 3.07.045(A) and 3.07.045(B), respectively.
Sepulveda Boulevard AIP Next Steps
For the City Council’s information, to complete the AIP, staff has identified the need
to provide additional benches and install an Interlocking Concrete Paver (ICP)
crosswalk at the Lindblade Street intersection. Staff will return with a report on these
matters at a subsequent meeting. Marketing materials for the Sepulveda Boulevard
Commercial Façade Matching Grant Program are currently being finalized and the
program is scheduled to commence in November.
FISCAL ANALYSIS:
13 Pay-by-Space Stations and Installation Services for Sepulveda Blvd AIP
The cost of the 13 stations (12 to be installed and one to be shelved as a spare) is
the following:
Item Description Cost
1. Stations: $77,168.00
2. Setup & Installation: $18,300.00
3. Sensors: $29,750.00
4. Signage: $1,992.00
5. Parking Space Numbering: $6,375.00
6. Freight: $1,350.00
7. Pay-by-Cell Setup: $600.00
8. Spare Parts: $4,937.53
Subtotal $140,472.53
Sales Tax at 8.75% $10,519.47
9. 3 Years’ recurring costs $19,008.00
TOTAL $170,000.00 City of Culver City, California
Agenda Item Report
1 Pay-by-Space Stations and Installation Services for 14-Space Parking Lot
The cost of the 1 Pay-by-Space station for the 14-space parking lot adjacent to
A-Frame Restaurant is as follows:
Item Description Cost
1. Station: $5,936.00
2. Setup & Installation: $1,475.00
3. Sensors: $4,900.00
4. Signage: $166.00
5. Parking Space Numbering: $1,050.00
6. Freight: $110.00
7. Pay-by-Cell Setup: $50.00
Subtotal $13,687.00
Sales Tax at 8.75% $1,054.55
9. 3 Years’ recurring costs $1,584.00
TOTAL $16,325.55
Ongoing Monthly Costs
The Pay-by-Space stations communicate wirelessly with enforcement personnel,
credit card processing services, and data storing and reporting servers. These
services represent an on-going cost of approximately $44 per station per month, or
$528 per month. Additionally, if sensors are utilized, the related data collection and
reporting have an on-going cost of approximately $10 per sensor per month. The
annual ongoing costs for the Sepulveda Boulevard stations could range from $6,336
(without sensors) to $16,536 (with sensors). The A-Frame Restaurant parking lot on-
going annual costs could range from $528 (without sensors) to $2,208 (with
sensors).
The Pay-by-Space station project was included as part of the Cooperation
Agreement between the City and the Redevelopment Agency. Therefore, tax
exempt bond funds transferred to the City by the Agency will be used to pay for the
improvements. The Agency Board has allocated funds for the Pay-by-Space station
for Fiscal Year 2011/2012 in Account #48692940 (Sepulveda Boulevard AIP
Program) and Account #48695100 (Parking Participation Program). There is
sufficient funding available to pay for the purchase of the station and related
installation services, along with three years of on-going costs without the sensors.
The Public Works Department will incorporate the recurring costs and the stations’
maintenance in future budget requests.
As previously indicated, each credit card transaction carries a fee of $0.0365 that the
City pays to its bank; the total amount of fees for credit card transactions cannot be
estimated at this time. City of Culver City, California
Agenda Item Report
The Pay-by-Cell feature will have a convenience cost of $0.035 per transaction to
the parking patron – there is no cost to the City beyond the one-time setup fee
indicated previously.
ATTACHMENTS:
1. Sepulveda AIP Phase II - Project Limits
2. Pay-by-Space, Multi-Space, Parking Meter Station Price Quote from Duncan
Solutions
MOTION:
That the City Council:
1) Award a contract to Duncan Solutions, Inc., for the purchase of 14 pay-by-
space multi-space parking meter stations, in an amount not to exceed
$186,325.55 (13 pay-by-space stations to be funded from Account
#48692940, in the amount of $170,000.00; and 1 pay-by-space station to be
funded from Account #48695100, in the amount of $16,325.55); 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.
MEETING DATE: October 24, 2011
AGENDA ITEM: Authorization to Award a Contract to Duncan
Solutions, Inc., for the Sole-Source Purchase of 13
Pay-by-Space Multi-Space Parking Meter Stations for
the Sepulveda Blvd. AIP and 1 Pay-by-Space Multi-
Space Parking Meter Station for the Redevelopment
Agency Parking Lot Adjacent to A-Frame.
ATTACHMENTS
Pages
1. MTA Grant Project Limits
1
2. Pay-by-Space, Mulit-Space, Parking Meter Station Price
Quote from Duncan Solutions
2-3
Project Limits
Culver Blvd.
Bicycle &
Walking Path
LEGEND
0.2 miles to
Ballona Creek
Bicycle Path
Entrance
City
Boundary
Franklin Avenue
Culver Boulevard
Sepulveda Boulevard
MTA Grant Project Limits
Sepulveda Blvd. from the Culver Blvd.
intersection to the city limit line south of
Franklin Ave.
City Limit LinePrepared by: Meigan Lindholm 10/11/2011
Prepared for: Culver City CA
Product ID Description
LA Contract
Pricing
Qty Total
VM-POW
VM Meter (Steel, Coin only, including mechanical locks, hybrid card
Reader, wireless communications module, green cell battery and
intelligent cashbox)
$ 4,821.00 1 4,821.00 $
VM-COLOR Powder Coated Premium Color (Verde Green)* $ 275.00 1 275.00 $
VM-POW-IKS
Surface Mount Installation Kit w/ Protective Skirt (Steel, Powder-
Coated Custom Color - Verde Green)*
$ 350.00 1 350.00 $
VM-APD Anti Probe Device Fitted* $ 490.00 1 490.00 $
5,936.00 $
California Sales Tax (8.75% Rate for Culver City) 519.40 $
VEH-SEN-SM
Curb Mount Vehicle Sensor Including Installation and Configuration
(Curb Mounted Sensors)
$ 350.00 14 4,900.00 $
4,900.00 $
California Sales Tax (8.75% Rate for Culver City) 428.75 $
PAY-HERE-SIGN
"Pay Here" Signage Set includes: 2 "Pay Here" (one for each side of
pole), one (1) U-Channel Pole and two (2) sets of mounting
hardware**
$ 83.00 2 166.00 $
166.00 $
California Sales Tax (8.75% Rate for Culver City) 14.53 $
Duncan Meter Quote & Additional Services
1. Meter(s) and Modules
Date Prepared:
Valid for 60 Days from Date Prepared
Subtotal
Ship-to Region:
2. Curb Mount Vehicle Sensor*
Subtotal
4.SpaceNumbering*
3. Onstreet Signage*
Subtotal
385-0000-0043
DecoMark/ThermoPlast Space Number - 3 Digit (Price per
space)***
$ 75.00 14 1,050.00 $
1,050.00 $
California Sales Tax (8.75% Rate for Culver City) 91.88 $
SET-UP
Includes project set-up, customer-specific meter and back-office
configuration (locations, numbering, hours, holidays, rates, coins,
screens, credit card process, cell service, PAM, Parking
Enforcement Comms (AI Web Status), Parking Meter Tech page,
high-level solution overview/training via webinar).
Included in set up of
other order of 13
meters if performed
at the same time
MSM - INSTALL
Installation of 4 anchor bolts and base plate, mounting of meter
and base skirt (conditions permitting) & Commissioning - Price only
valid if performed at the same time as other 12 meters (i.e. if a
separate trip must be made, additional fees will incur)
$ 500.00 1 500.00 $
INSTALL - SN - LABOR
Labor Rate for installation of Onstreet Signage and ThermoPlast
Space Numbering System (Hourly Rate, 3 weeks included - Not to
Exceed Amount)****
$ 65.00 15 975.00 $
1,475.00 $
MPARK-EST
mPark One-time Establishment fee (per meter) - 13th meter will
not be in use
$ 50.00 1 50.00 $
50.00 $
FREIGHT Ground Shipping to CA (Not to Exceed Amount) $ 110 1 110.00 $
110.00 $
Total California Sales Tax (8.75% Rate for Culver City) 1,054.55 $
TOTAL PRICE QUOTE (Including Sales Tax)
14,741.55 $
Continued on next page
Subtotal
6. Pay-by-Cell*
Subtotal
7. Freight*
Subtotal
5. Set-up & Installation Services*
Subtotal
4. Space Numbering
Flat Rate for up to 1 VM
Meters
Duncan Solutions, Inc.
Do not Disclose to Unauthorized Parties Page 1 of 2
Date/Time Printed: 10/13/2011 9:42 AMPrepared by: Meigan Lindholm 10/11/2011
Prepared for: Culver City CA
Product ID Description
LA Contract
Pricing
Qty Total
Duncan Meter Quote & Additional Services
Date Prepared:
Valid for 60 Days from Date Prepared
Ship-to Region:
WS-AT
AutoTRAX Wireless Parking Management includes user licensing,
remote access via Internet, system hosting, and wireless
communications costs (per meter/per month)*****
$ 39.00 1 39.00 $
SENS-WIRE
Monthly service fee per curb mount vehicle sensor, including AI
Web Report
$ 10.00 14 $ 140.00
MPARK-FEE mPark Wireless Access Service Fee (per meter per month). $ 5.00 1 $ 5.00
184.00 $
MP-TRNS mPark Process/Transaction fee (does not include merchant fees)
Volume Dependent
8. Additional Fees - (Monthly)*
Subtotal Monthly Fees
9. Pay-by-Cell Fees*
Payment terms: Net 30 Days. A late fee of 1.5% per month applies.
10. Comments
Equipment is covered by a 1-year standard manufacturer's warranty. Software fixes identified by Duncan are available while AutoTRAX fees are
paid. Please refer to separate meter warranty description. Spare part modules are recommended to be purchased and held on-site to minimize
any meter down-time.
Quotation is for equipment and listed services only. Additional service and transaction processing costs may apply from third parties, including:
Credit card gateway set up fee; Credit card e-commerce account; and Credit card merchant fees. Meter reprogramming and other services after
initial commissioning are subject to additional fees.
Subtotal
$0.35 per trxn
* ii il bl ( f ii l )
Delivery time varies with meter color selection, but is typically 90-120 days after receipt of Purchase Order AND sign-off of meter programming
information.
Please Send Purchase Order To:
Duncan Parking Technologies, Inc
Attn: Meigan Lindholm
5924 Balfour Court Suite 102
Carlsbad, CA 92008
Ph: (760) 688-1522 Fax: (760) 688-1622
mlindholm@duncansolutions.com
Authorized Signature Date
Print or Type Name
I hereby certify that the products and services referenced above have been requested and that by signing below I am confirming the
order and agree to the terms and conditions presented in this proposal
****Actual hours to be invoiced.
*****Additional service and transaction processing costs may apply from third parties, including: Credit card gateway transaction and merchant
f
***Both black on white and white on black ThermoPlast options are available to the City. Installation location is on curb at midrange of parking
space and must be on a flat surface.
**The standard regulatory DOT sign is 12”x18”. The “pay here” signs recommend are 18”x24”. Reflective backing of the signs is 3M high intensity
diamond cut vinyl. These meet or exceed Type IV requirements
*LA Contract pricing not available (not part of original LA Contract 58318).
Duncan Solutions, Inc.
Do not Disclose to Unauthorized Parties Page 2 of 2
Date/Time Printed: 10/13/2011 9:42 AM