City of Culver City, California
Agenda Item Report
Meeting Date: _08/06/12 Item Number: JC-1
JOINT CITY COUNCIL AND PARKING AUTHORITY AGENDA ITEM: Approval of a
Professional Services 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.
Contact Person/Dept.:
Todd Tipton/CDD;
Christopher Evans/PW;
Phone Number:
(310) 253-5783
(310) 253-5621
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 (08/01/12); (E-Mail)
Meetings and Agendas – Parking Authority (08/01/12); Modern Parking Inc (06/06/12);
Amano McGann Inc (06/06/12).
Department Approval:
Sol Blumenfeld (07/17/12)
City Attorney/Authority Counsel Approval:
Carol Schwab (by H. Baker) (07/31/12)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (08/01/12)
City Manager/Executive Director Approval:
John Nachbar (08/01/12)
RECOMMENDATION:
Staff recommends the City Council and the Culver City Parking Authority Board
(Authority Board) approve a three-year professional services agreement with Amano
McGann, Inc. in the amount of $150,667.20 for services related to maintenance of
parking management equipment and software located at the Cardiff, Watseka and
Ince Parking Structures.
BACKGROUND:
Amano McGann 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, software and an
online website necessary to manage vehicle entry and exit at the parking structures.
The System’s hardware primarily 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.
City of Culver City, California
Agenda Item Report
The System’s software primarily includes:
1. Access, revenue, count monitoring and debit and credit card controls.
Per Culver City Municipal Code Section 3.07.045.A, these services are exempt from
formal competitive bid requirements, as Amano McGann is the sole source for
authorized repair and maintenance of this proprietary System. 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.
The agreement with Amano McGann has expired. The agreement covered repair of
malfunctioning equipment including specified parts and labor during regular business
hours and emergency repairs outside regular business hours. The service
agreement also covered technical support for the software via telephone or e-mail
during regular business hours or emergency support services after regular business
hours.
DISCUSSION:
Amano McGann has agreed to a three year professional services agreement with
the City and Parking Authority on the same terms and conditions as the previous
agreement. Staff recommends approval of the three year professional services
agreement based on the following:
1. Technical Implications: Amano McGann installed and has maintained the existing
System for the past three years. The equipment and software is proprietary and
belongs to Amano McGann. As a result, software upgrades and patches will be
seamless.
2. Practical Implications: The current parking control system is functioning
adequately; therefore replacement of the System is not necessary at this time.
3. Financial Implications: Staff contacted several vendors and found that installation
of a new parking System is more expensive than the continued maintenance of
the existing System by Amano McGann.
4. Operational Implications: Amano McGann has provided preventive maintenance
and emergency repair services for the parking structures for many years and is
fully knowledgeable of the parking structure operations.
In addition, Amano McGann continues to provide satisfactory service and is
responsive to repair requests.
City of Culver City, California
Agenda Item Report
The proposed professional services agreement includes the following:
Amano McGann Proposal:
Maintenance Services Quarterly Cost Annual Cost
3-Year Contract
Value
Preventive Maintenance
$ 10,463.00
($110/hour Rate)
$41,852.00 $ 125,556.00
Equipment Maintenance and
Repair (regular hours)
Software Technical Support
(via phone or email or on site)
during normal business hours)
Emergency Repair (outside
normal business hours) 1.5* Rate
Emergency Repair ( Sunday
and Holidays) 2* Rate
The contract excludes:
• Detector loops (due to environmental and structural conditions).
• Consumable supplies including, but not limited to, gate arms and related
hardware, ribbons, paper tapes, print heads, tickets, batteries, shear pins and
installation and/or delivery of same.
• Malfunctions resulting from acts of God, collision, vandalism, misuse,
electrical surges or power failure, improper installation of ribbons or paper
tapes or the use of non-manufacturer approved supplies.
• Programming of equipment and computers due to rate changes, power
outages, time and date changes, or data loss or corruption.
These items will be billed on a time and material basis. Staff recommends a 20%
contingency to cover these costs. With a 20% contingency the total proposed
professional services agreement is as follows:
Estimated Contract
Budget Annual City
Annual Parking
Authority 3-Year Total
Business Hour
Maintenance/Repairs $94,167 $31,389 $125,556
20% Contingency $18,833 $6,278 $25,111
Total: $113,000 $37,667 $150,667
FISCAL ANALYSIS:
If approved, the annual cost for maintenance and repair service performed during
normal business hours will be $41,852. The total three-year contract amount will be City of Culver City, California
Agenda Item Report
$125,556. A portion of the amount will be paid by the City, as owner of the Ince and
Watseka Parking Structures, and the remainder will be paid by the Culver City
Parking Authority, as owner of the Cardiff Parking Structure.
Sufficient funds have been allocated in the following accounts for Fiscal Year
2011/2012 and 2012/13: Cardiff – 48193100, Watseka – 48195800, Ince -
48193800. Funds for Fiscal Years 2013/2014 and 2014/2015 will be allocated in
future budget cycles.
MOTION:
That the City Council:
1. Approve a three-year professional services agreement with Amano McGann in
the amount of $125,556 for maintenance and repair services of the access
equipment and software system in the Watseka and Ince Parking Structures;
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.
That the Culver City Parking Authority Board:
1. Approve a three-year professional services agreement with Amano McGann in
the amount of $37,667. for maintenance and repair services of the access
equipment and software system in the Cardiff Parking Structure; and,
2. Authorize the Authority Counsel to review/prepare the necessary documents;
and,
3. Authorize the Executive Director to execute such documents on behalf of the
Authority.