City of Culver City, California
Agenda Item Report
Meeting Date: 01/30/12 Item Number: ___C-4
JOINT CITY COUNCIL AND PARKING AUTHORITY BOARD AGENDA ITEM: FOUR-
FIFTHS VOTE REQUIREMENT – Approval of an Agreement with Modern Parking,
Inc. for Parking Management Services at the Cardiff, Ince, and Watseka Parking
Structures and the Venice and Virginia Parking Lots.
Contact Person/Dept.:
Christopher Evans/ CDD
Todd Tipton/ CDD
Phone Number:
(310) 253-5744
(310) 253-5783
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: E-Mail) Meetings and Agendas – City Council (1/27/12); (E-Mail)
Modern Parking Inc., Downtown Business Association, and Chamber of Commerce on
(1/10/12).
Department Approval:
Sol Blumenfeld: (01/26/12)
City Attorney/Authority Counsel Approval:
Carol Schwab (by H. Baker) (01/26/12)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (01/26/12)
City Manager/Executive Director Approval:
John M. Nachbar (01/26/12)
RECOMMENDATION:
Staff recommends the City Council and Culver City Parking Authority (Authority)
Board:
1. Approve a new limited term (not to exceed one year with a one year option)
tri-party professional services agreement with Modern Parking, Inc. (Modern)
for parking management services at the Cardiff, Ince, and Watseka Parking
Structures and the Venice and Virginia Parking Lots in an amount not-to-
exceed $734,477;
2. Approve a budget amendment appropriating $86,000 (6 months of the total
increase for the remainder of this fiscal year) for the proposed agreement;
3. Authorize the Chief Financial Officer to allocate the budget amendment to the
appropriate parking structure accounts; and
4. Authorize the Chief Financial Officer to allocate the budget amendment to the
appropriate parking structure accounts.
Budget amendments require 4/5ths approval.
City of Culver City, California
Agenda Item Report
BACKGROUND:
On August 1, 2006, the Agency Board approved an agreement with Modern for
parking management services related to the Cardiff, Ince, and Watseka Parking
Structures (Agreement). The Agency Board subsequently extended the term of the
Agreement and added additional management and maintenance services.
The Fourth Amendment to the Agreement will expire on January 31, 2012. The term
of the Agreement was amended most recently in order to allow Walker Parking time
to complete its study of parking operations in downtown (Parking Study).
Modern has provided excellent services during the term of the Agreement and has
agreed to multiple contract extensions without a rate increase since 2008.
At this time, there are many unknown issues that must be resolved so staff
recommends a limited term agreement of one-year with a one year option.
DISCUSSION:
Staff recommends that City Council and Authority Board approve a new agreement
(the Proposed Agreement) with Modern for parking management services to allow
for continuing management of the downtown parking structures while changes to
parking structure fees and operations are implemented. In addition, staff
recommends that the Proposed Agreement be increased by $49,592 to allow for a
cost of living adjustments and to fund a business day supervisor needed to assist
the Parking Manager due to increased parking activity (see Attachment 1).
Term of the Proposed Limited Term Agreement
Staff recommends that the Proposed Agreement include a term of one year (through
January 31, 2013) with an optional one-year extension (through January 31, 2014)
contingent upon Modern’s satisfactory performance of their management services. If
Modern’s performance is unsatisfactory staff will report back to the City Council and
Parking Authority requesting authorization to prepare an RFP for Parking
Management services.
FISCAL ANALYSIS:
Modern is currently contracted to perform parking management services at the
annual rate of $562,472 (for the three downtown parking structures and the surface
parking lots on Venice Boulevard and Virginia Avenue).
City of Culver City, California
Agenda Item Report
If authorized the Proposed Agreement will increase Modern’s management fee by
$49,592. Modern’s employees in Culver City have not received a rate increase
since 2008; the new rate reflects a 3.5% cost of living adjustment. If approved by
the City Council and Parking Authority, Modern’s fee will be applied to the various
parking facilities as follows:
Pursuant to the Proposed Agreement, any additional services such as staff overtime
and event staffing will be the City’s responsibility. To fund unforeseen additional
services, staff recommends including a 20 percent contingency. The total annual
cost of the new agreement, including contingency is $734,477 [$612,064 + $122,412
(20% contingency)].
The proposed budget amendment is calculated as follows:
$734,477 (proposed amount w/contingency) - $562,472 (prior amount) = $172,005
(net increase). $172,005 x .5 (represents remainder of the fiscal year) = $86,002.50
Management services related to the Proposed Agreement would be funded from
existing parking facilities revenues, which are approximately $1.05 million annually.
There are sufficient revenues to pay for the increased management fees. However,
there are not currently sufficient revenues generated by the structures to cover City
staff costs to manage and maintain the structures or to complete capital
improvement or major deferred maintenance projects associated with the parking
structures.
ATTACHMENTS:
1. Modern Parking request for compensation increase, dated January 11, 2012
2. Proposed Scope of Service
Current
Fee
Increased
Fee (9.2%) SUBTOTAL
20%
Contingency TOTAL
Cardiff $113,000 $10,396 $123,396 $24,679 $148,075
Watseka $112,000 $10,304 $122,304 $24,461 $146,765
Ince $294,500 $27,094 $321,594 $64,319 $385,913
Virginia/
Venice $42,972 $1,798 $44,770 $8,954 $53,724
TOTAL $562,472 $49,592 $612,064 $122,413 $734,477 City of Culver City, California
Agenda Item Report
MOTION:
That the City Council and Parking Authority:
1. Approve a tri-party professional services agreement with Modern Parking, Inc.
(Modern) for parking management services at the Cardiff, Ince, and Watseka
Parking Structures and the Venice and Virginia Parking Lots in an amount not-to-
exceed $734,477;
2. Approve a budget amendment appropriating $86,000 for the proposed
agreement (Requires a four-fifths vote.);
3. Authorize the Chief Financial Officer to allocate the budget amendments to the
appropriate parking structure accounts;
4. Authorize the City Attorney/Authority Counsel to review/prepare the necessary
documents; and,
5. Authorize the City Manager/Executive Director to execute such documents on
behalf of the City and the Parking Authority.
MEETING DATE: 1/30/12
AGENDA ITEM: JOINT CITY COUNCIL AND PARKING AUTHORITY BOARD
AGENDA ITEM: FOUR-FIFTHS VOTE REQUIREMENT –
Approval of an Agreement with Modern Parking, Inc. for
Parking Management Services at the Cardiff, Ince, and
Watseka Parking Structures and the Venice and Virginia
Parking Lots.
ATTACHMENTS
Item Description Pages
1. Modern Parking request for compensation 1 - 3
increase, dated January 11, 2012
2. Proposed Scope of Service 4
ATTACHMENT 1
11.0 Maintenance Services
Contractor shall provide maintenance services on an ongoing basis at the various facilities. Listed below
are the services needed and the matrix in Exhibit A shows the frequency and location for these services.
Not all services are needed in all of the facilities.
1.01 Localized Sweeping
This consists of sweeping the high traffic areas and other areas that gather debris on a regular basis. This
includes sweeping of stairs and general removal of debris from landscape areas.
1.02 General Refuse Removal
Emptying of garbage receptacles and removal of litter.
1.03 Trash Room Litter Removal
Picking up litter in the area in and around the trash room. This also includes disposing of trash that has
piled up.
1.04 Power Sweep Parking Surface
This consists of power sweeping the entire parking surface on a scheduled basis.
1.05 Cleaning Structure Walls/Pipes
This includes pressure washing the walls, and pipes of the structure.
1.06 Cleaning Parking Booth/Control Equipment
This includes cleaning the windows, doors, walls, and work surfaces of the parking booth and surrounding
curbs/islands. Also, the housings of the parking control equipment will be cleaned or painted as needed.
1.07 Elevator Cleaning
This includes the removal of litter when necessary and the cleaning of the inside of the elevator surfaces.
Elevator to be cleaned on a scheduled basis. Includes subcontractor film protection.
1.08 Pressure Washing Services
This includes the pressure washing of all parking levels, lobbies, and drive areas.
1.09 Stairwell/Lobby Pressure Washing
This includes the pressure washing of all stairwells and lobby areas.
1.10 Graffiti Removal
All graffiti is to be removed as soon as possible, unless replacement of major equipment is needed. Graffiti
must be removed from elevator interiors, structure walls, signs, elevator glass, and floors.
1.11 General Deterioration Maintenance
This includes, but is not limited to:
? Repairing existing signs
? Touch-up painting to all surfaces
? Minor plumbing repair and replacement, including vandalized pipes
? Minor electrical system repairs
? Door hardware and lock repair/replacement
? Replacement of anti-skid tape throughout garage stairwells
? Rust Removal from metal surfaces
ATTACHMENT 1
21.12 Re-striping
Maintaining and re-striping all paint on parking surfaces in the structures on an as-needed basis.
1.13 Janitorial Services
This includes cleaning of office and restrooms.
1.14 Maintenance Supplies
The Contractor will be responsible for supplying all materials necessary for providing the services. This
must include all types of maintenance supplies, including but not limited to: general cleaning supplies,
cleaning equipment, bathroom supplies, mops, graffiti remover, “wet floor” signs, brooms, trash bags, etc.
2.0 Engineering Services
Contractor shall provide various engineering services for these facilities.
2.1 Lighting Maintenance
The Contractor will be responsible for replacing burned-out or vandalized lights and/or fixtures, when it is
not functioning properly, in each facility due to any reason including but not limited to vandalism, accident
or general wear and tear. The Contractor will be responsible for all lights in the facility except any exterior
lighting and/or lights that require special electrical contract application. Special lighting circumstances,
monument signs and roof stanchion maintenance shall be contracted to a professional electrical service
provider, with competitive bids submitted to the City for approval and funding.
2.2 Emergency Lighting
The Contractor will test emergency lights and exit signs monthly to ensure they are functioning correctly.
The Contractor will repair or replace equipment when it is not functioning properly.
2.3 Elevator Maintenance
The Contractor will maintain the elevators in such a way as to ensure their safety and proper operation
through a qualified subcontractor. An elevator maintenance contract shall ensure that a repair person shall
be available 24 hours per day, 7 days per week to make emergency repairs as necessary. Contractor cost
must include a minimum of two (2) after-hours service calls per month. The Contractor will act as City’s
agent to obtain the proper State of California elevator permits. Any expenses needed to pass the inspection
or to keep the elevators operational will be paid by the City, unless the City determines the repairs are for
items that are covered by a regular maintenance contract.
2.4 Parking Control Equipment Maintenance/Repair
The Contractor shall have the parking control and communications system services by a reputable
subcontractor who is familiar with the McGann parking software and Amano-Cincinnati PARC (Parking
Access & Revenue Control) equipment. Equipment repairs are to be included in the expense projection, and
can be provided through an on call basis. The City retains the right to require a maintenance contract for
equipment, which if required will be added on to the expense projection.
2.5 Drain Maintenance
This includes the regular inspection and cleaning of any drains on the parking surface and roof of the
structure. If the drains are clogged, the Contractor will be responsible for any necessary repairs.
ATTACHMENT 1
32.6 Fire Equipment Testing/Maintenance
This includes the annual testing of the fire extinguishers to ensure they are in working order. This includes
annual recharging of the fire extinguishers and replacement of damaged or stolen fire extinguishers and
cabinets. The number of fire extinguishers in each structure is as follows:
Ince: 15
Cardiff: 11
Watseka: 10
2.7 Fire Alarm Monitoring/5-Year, Annual, and Semi-Annual Testing
Fire alarm monitoring will be provided by the City.
2.8 Air-Conditioning Maintenance
This includes the maintenance, repair and upkeep of the air-conditioning equipment at each facility.
2.9 Exhaust Fans/CO2 Sensors
The Contractor will maintain the fans/sensors in such a way as to ensure their safe and proper operation.
ATTACHMENT 2|1013|