TO: Mayor and Commissioners
FROM: Jennifer Alvarez, Purchasing Director
THROUGH: Mark R. Lauzier, City Manager
DATE: December 4, 2018
Title
APPROVAL OF RESOLUTION NO. 127-18 TO AWARD AN AGREEMENT WITH PARK ASSIST, LLC FOR A PARKING COUNT AND GUIDANCE SYSTEM IN THE OLD SCHOOL SQUARE PARKING GARAGE IN A NOT-TO-EXCEED AMOUNT OF $260,000
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Recommended Action:
Recommendation
Motion to approve Resolution No. 127-18 to award an agreement with Park Assist, LLC for a parking count and guidance system in the Old School Square Parking Garage in a total amount not-to-exceed $260,000.
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Background:
On June 19, 2018, the City of Delray Beach (“City”) advertised Request for Proposals (“RFP”) No. 2018-033 for a parking count and guidance system in the Old School Square (“OSS”) parking garage. Eight responsive and responsible proposals were received and evaluated based upon the criteria in the RFP. Interviews/presentations were conducted with the three highest ranked firms. The final ranking of all firms is as follows:
Firm Score
Park Assist 266
Frogparking 254
Parking Guidance Systems 247
Parking Sense USA 214
Keytop USA 203
ParkHelp 187
ParkEyes Group 184
All Traffic Solutions 173
Park Assist submitted a proposal totaling $204,404.88 that includes sensors for all floors except the roof to indicate and track whether a space is open or occupied, loop detectors and delineators for the roof floor to track the number of available spaces, all network and head end equipment (cabinets, servers, etc.), cables and channel, signage within the garage to guide motorists to open spaces, installation and project management, and a mobile application to push parking availability information to motorists. They also offered an alternative installation option, priced at $191,919, but it would require the City to lower the existing clearance of the garage and thus is not recommended by City staff.
Additionally, Park Assist is offering the following optional items: Five-year preventative maintenance for $23,413, license-plate alert software for more in-depth reporting and monitoring for $9,750, software to help motorists find their car for $9,750, and a kiosk to help motorists find their car for $10,700 (requires the City to also purchase the accompanying software). The total amount proposed for all optional items equated to $58,725, but City staff was successful in negotiating a savings of $7,910, for a best and final offer of $50,815 for the optional items. Negotiations included obtaining the first year of preventative maintenance at no charge ($4,410 savings) and lowering the price of both software options to $8,000 each ($3,500 savings).
City staff requests approval of a contract value not-to-exceed $260,000, which includes procurement of the required and optional items totaling $255,219.88 and a contingency of $4,780.12 to allow for minor modifications to the proposed project, such as additional sensors. Optional items will be further assessed by City staff and purchased as needed and if value is found. The contract will remain valid through the completion of work and full acceptance by the City, including all maintenance, warranty and/or support periods, unless terminated earlier.
The goal of this project is to implement a turn-key parking count and guidance solution in OSS parking garage that provides detailed information and statistics for the ongoing management of parking capacities, and for the analysis of parking usage trends, including current and historical occupancies and length of stay information.
This motion is in accordance with Code of Ordinances Section 36.02 Commission Approval Required.
Attachments:
1. 2018-033 Agreement, vendor executed
2. Resolution No. 127-18
3. Legal Review Checklist
4. RFP No. 2018-033
5. 2018-033 Addendum No. 1
6. 2018-033 Addendum No. 2
7. 2018-033 Addendum No. 3
8. 2018-033 Addendum No. 4
9. 2018-033 Addendum No. 5
10. Park Assist Response
11. 2018-033 Scoring Summary after Final Evaluations
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Fundingis available in account number 115-45-150-545-64.90. Funding in the amount of $260,000 will be from the In-Lieu Parking Fund due to CRA funding not being available during this fiscal year.