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CC - CONSENT ITEM: 1) Approval of Five-Year Professional Services Agreement with LG Master’s Business Solutions, LLC, for Fulfillment Services and to Support City Staff in the Day-To-Day Operations and Management of the City’s Residential Permit Parking Program (PPP) in an Amount Not-to-Exceed $548,580; and 2) Authorization to the Public Works Director/City Engineer to Approve a 10% Contingency in an Amount Not-to-Exceed $10,972 Annually.
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Meeting Date: October 9, 2023
Contact Person/Dept.: Andrew Maximous/Public Works - Mobility & Traffic Engineering
Phone Number: (310) 253-5628
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Attachments: Yes [ ] No [X]
Public Notification: E-Mail: Meetings and Agendas - City Council (10/03/2023)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (09/11/2023)
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RECOMMENDATION
Staff recommends the City Council 1) approve a five-year professional services agreement with LG Master’s Business Solutions, LLC, for fulfillment services and to support City staff in the day-to-day operations and management of the City’s residential Permit Parking Program (PPP) in an amount not-to-exceed $548,580; and 2) authorize the Public Works Director/City Engineer to approve a 10% contingency in an amount not-to-exceed $10,972 annually.
BACKGROUND
The City of Culver City started its Permit Parking Program in 1978. Since this time, the PPP has grown and expanded significantly. Currently, there are approximately 150 residential blocks participating in the PPP. In an average year, with around 3,000 accounts, a total of nearly 21,000 parking permits are distributed.
Parking permits in the PPP renew on a calendar-year basis. The renewal period begins, typically, on November 1st annually. The months of November through February see a peak in PPP activity while the remainder of the year has a more predictable demand.
Due to the significant workload represented by the PPP, staff needs assistance from a contractor to fulfill all parking permit orders by mailing them to residents, as well as to provide daily support to staff by performing tasks directed by staff, to function as staff augmentation in the PPP.
DISCUSSION
On August 31st, 2023, a Request for Proposals (RFP) #2410 was released and advertised through PlanetBids inviting qualified firms to submit proposals to fulfill all parking permit orders in the PPP, provide daily support to staff, and function as staff augmentation in the PPP.
On Thursday, September 21st, 2023, Culver City received one bid from LG Master’s Business Solutions, LLC. Staff evaluated the proposal using the criteria below, which was also provided in the RFP:
The proposal was evaluated based on the following criteria:
• Qualifications & Experience
• Questions/Response to Scope of Services
• Cost
• References, Schedule & Required Forms
• Program Permit Materials (Section B Project Requirements)
Staff recommends approving a five-year professional services agreement with LG Master’s Business Solutions, LLC, given their unanimous recommendation by the staff rating team.
FISCAL ANALYSIS
There is sufficient funding for the first year of the proposed agreement in the amount of $109,716 and a 10% contingency of $10,972 with LG Master’s Business Solutions, LLC, in the Adopted Budget for Fiscal Year 2023-2024 in Account No. 10160170.619800 (Public Works Mobility & Traffic Engineering - Other Contractual Services). Staff will ask for funding in subsequent fiscal year budgets for the remaining term of the contract.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a five-year professional services agreement with LG Master’s Business Solutions, LLC, to fulfill all parking permit orders by mailing them to residents, as well as to provide daily support to staff in the PPP, (as per RFP #2410), in an amount not-to-exceed $548,580 ($109,716 annually);
2. Authorize the Public Works Director/City Engineer to approve a 10% contingency in an amount not-to-exceed $10,972 annually;
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.