On September 30, 2015, the Mayor and City Commission approved Resolution No. 2015-29149 authorizing the Mayor and City Clerk to execute an Agreement between the City and Skidata, Inc., (Contractor) pursuant to Invitation to Negotiate (ITN) 2014-170-SW, for a Gated Revenue Control System for the City’s parking garages, for an initial term of ten (10) years, with two (2) five (5) year options, at the City’s sole discretion.
The City and Contractor entered into an Agreement, dated October 15, 2015 (the ”Agreement”), for the design, construction, installation, and maintenance of a parking garage gated revenue control system, pursuant to ITN 2014-170-SW.
Pursuant to Section 2.5 of the Agreement, additional equipment, services or garage facilities may be added to the existing Scope of Work. Although this ITN and resultant Agreement identifies specific equipment, services or garage facilities (“Items”) within the Services or Scope of Work being provided by Contractor, the City, through the approval of the City Manager (for additional items up to $100,000) or the City Commission (for additional items greater than $100,000), may require additional items to be added to the Agreement, based upon the PARCS (Parking/Access Revenue Control System) pricing list contained herein.
Amendment No 1, dated May 19, 2016, was approved under the City Manager’s authority, as previously described, for the software development cost of the resident parking rate discount program integration and in-lane validation system in the amount of $28,975.
Amendment No. 2, dated May 26, 2017, was approved under the City Manager’s authority, as previously described, for the purchase of consumables, and the cost of labor hours and items not covered under the maintenance agreement, subject to funding approval through the annual operating budget process.
Amendment No. 3 dated May 8, 2018 was approved by the Mayor and City Commission on April 11, 2018, pursuant to Resolution No. 2018-30252, expanding the scope of the Agreement to include the purchase, installation and maintenance of the Convention Center Garage; and
Additionally, the City wishes to purchase License Plate Recognition (LPR) cameras, which is an option offered by Skidata and is integrated with the gated system. This option will offer additional features such as:
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the ability to record the entrance and exit times of all vehicle license plates in municipal garages;
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the option to use the vehicle license plate as a credential for entering and exiting garages (for most garages) in lieu of a ticket or access card;
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the ability to use the stored LPR database as an invaluable crime fighting tool, which ability has been a longstanding goal of the City’s Police Department;
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the ability to enhance internal controls to monitor/address abuse by garage access card holders; and
The total cost of the LPR equipment is $655,730, plus a 10% contingency, for a total amount no to exceed $722,000. Funding for the LPR equipment is available in the 2010 Parking Bonds and was included in the FY 2020 Capital Budget request.
Amendment No. 2, approved under the City Manager’s authorization as described herein, established a 21% discount from Manufacturer’s Suggested Retail Price (MSRP) and fixed hourly rates for service and system engineers of $145 and $195. respectively. With the addition of new garages, expenditures under Amendment No. 2 are expected to exceed the current City Manager’s authority throughout the 10-year term of the Agreement.
The garage equipment is proprietary to Contractor and therefore the replacement parts would need to be purchased from Contractor. The Administration is requesting authorization from the Mayor and City Commission to continue to purchase the required replacement parts and labor, on an as needed basis, subject to funding approval through the annual operating budget process.
City Manager’s Recommendation
The City Manager recommends that the Mayor and City Commission waive the formal competitive bidding requirement, by a 5/7ths vote, as permitted under Section 2-367(e) of the City Code, as being in the best interest of the City, as based upon the Administration’s research, the cost being charged by Contractor is commensurate with the costs and fees charged in the industry. The garage equipment is proprietary to Contractor and replacement parts would have to be purchased from Contractor in order to ensure the functionality of the equipment and not waive the warranty or maintenance obligations of Contractor.