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CC - Approval of a Professional Services Agreement with Walker Parking Consultants to Assist Staff in the Preparation of Requests for Proposals for a Parking Access and Revenue Control System and Parking Operator Services in an Amount Not-to-Exceed $75,000 ($69,800 Plus $5,200 in Contingency Authority).
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Contact Person/Dept: Jeff Muir/Finance
Phone Number: (310) 253-5865
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (12/30/15)
Department Approval: Jeff Muir, Chief Financial Officer (12/28/15)
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RECOMMENDATION
Staff recommends the City Council approve a professional services agreement with Walker Parking Consultants to assist staff in the preparation of Requests for Proposals (RFPs) for a Parking Access and Revenue Control System (PARCS) and Parking Operator Services for the three City-owned downtown parking structures (Ince, Watseka, and Cardiff) and possibly the Virginia Parking Lot and City Hall, in an amount not-to-exceed $75,000 ($69,800 plus $5,200 in contingency authority).
BACKGROUND
The three public parking structures in the downtown (Ince, Watseka and Cardiff) are operated by a third-party management company and utilize access and revenue control equipment that has reached the end of its useful life.
The current management company has been in place for over nine years, and after several one year extensions of the agreement, an RFP process was anticipated at the time of the last extension. In order to ensure a level of services that will complement the implementation of new technology and reflect industry best-practices, staff feels the assistance of a professional parking consultant to facilitate the selection of a qualified operator is necessary.
The existing Amano McGann access and revenue control system in use in the downtown parking structures is well beyond its useful life, to the point that some equipment is often inoperable. Due to the financial magnitude of procuring new equipment and the importance of the proper functioning of the parking facilities for the sake of local businesses and revenue for the City, staff feels the assistance of a qualified consultant during the process of selecting and implementing a new Parking Access and Revenue Control System (PARCS) is necessary.
DISCUSSION
Culver City Municipal Code Section 3.07.085 provides that the City may award purchase orders and contracts in any amount for professional or personal services without complying with the formal bidding procedures. Walker Parking Consultants (Walker) is the largest parking consulting and parking design firm in the world with 15 offices in the USA, offices overseas, over 225 employees, and more than 12,000 completed parking projects. Staff has worked with Walker on a downtown parking study, and they were also recently engaged to perform an audit of the three downtown parking structures. Walker has a thorough understanding of the City’s existing parking assets, as well as comprehensive knowledge of the state-of-the-art PARCS equipment available in the marketplace and industry best-practices for parking operators.
The services that Walker will provide for the Parking Operator RFP process will include:
• Working with staff to understand the current operating methodologies and relevant background information at each site.
• Review and comment on the appropriate scope of services for inclusion in the solicitation package that will be based upon current and proposed future conditions that may include the City Hall garage and Virginia surface parking lot.
• Review and comment upon the current parking management agreement used by the City. The City's legal counsel will prepare the final parking management agreement that will be included in the RFP.
• Draft the technical elements of a RFP for the purposes of soliciting parking management services and submit to City for review, approval, and issuance.
• Assist in pre-proposal conference and site-tour for all prospective bidders, as well as answer written questions from bidders.
• Assist staff in review of the proposals, provide a summary of all proposals, as well as recommend a short list of proposers.
• Develop questions for short listed proposer interviews for City’s consideration and use.
• Participate as the City's parking consultant, as a non-voting member, on the RFP evaluation and selection committee.
The services that Walker will provide for the PARCS RFP process will include:
• PARCS Evaluation and Recommendation - to include research and background information of current parking group requirements, recommendation of PARCS technologies that should be implemented to achieve the City’s goals and objectives, and provide a cost estimate to procure and implements the PARCS.
• PARCS Functional Specification and RFP - to include development of the PARCS recommendations into a functional specification to include minimum system functionalities, performance metrics and service levels. The specifications will be used in a standard city RFP document.
• Procurement Services - to include conducting a pre-proposal conference and walk-through, answering written questions from potential bidders, review of proposals for technical accuracy and RFP compliance, provide a written summary of each proposal and a recommended short-list, site-visit participation, and final evaluation feedback. The final recommended vendor will be determined by City representatives.
• Construction Phase Services - to include assisting with development of final contract documents, perform email coordination and conference call participation, participate in functional testing of installed PARCS equipment, monitor outstanding items, and recommend final system acceptance or conditional system acceptance.
FISCAL ANALYSIS
The cost of services is $65,800 plus up to $4,000 for out-of-pocket expenses, and staff is recommending an additional $5,200 for contingencies, for a total not-to-exceed amount of $75,000. Adequate funding is available in the City Council Adopted Budget for Fiscal Year 2015/2016.
ATTACHMENTS
None.
RECOMMENDED MOTION(S)
That the City Council:
1. Approve a professional services agreement with Walker Parking Consultants to assist staff in the preparation of requests for proposals for a parking access and revenue control system and parking operator services in an amount not-to-exceed $75,000 ($69,800 plus $5,200 in contingency authority); 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.