Fiscal Note
Funding for the contract to purchase of software and hardware equipment (up to $300,000) is included in the Parking Utility's 2009 Adopted Capital Budget, project #6, "Parking Revenue Equipment," Account No. 810421. Funding for the maintenance of the software and hardware is estimated to cost approximately $60,000 per year; the expense for 2009 is included in the Parking Utility's 2009 Adopted Operating Budget for Purchased Services/Maintenance Contracts.
Title
Authorizing the conversion of the current CTR revenue equipment software (PARCS) to ZEAG (ZMS) software and associated hardware changes. This would also authorize a sole source purchase from ZEAG (USA), Inc. to make these changes. ZEAG will also maintain the software/hardware through assuming the CTR maintenance contract, which is currently $52,452 per year.
Body
WHEREAS, the Parking Utility's revenue equipment in its garages and Brayton Lot is manufactured by ZEAG (USA), Inc. (with regional commercial and technical support facilities in Minnesota) and maintained by CTR Systems, Inc. (headquartered in Pennsylvania);
WHEREAS, this $3 million dollar revenue equipment investment is the backbone to our system controlling entries/exits, revenue control, employee activity, coupons and many other elements of a complex system;
WHEREAS, last year in ID# 10044, RES-08-00574, the Common Council approved a sole source contract with ZEAG (USA), Inc. to provide a conversion from existing CTR system to a ZEAG "ZMS" system, including a $155,000 contract for goods and services to perform the first phase of the conversion but not the entire project;
WHEREAS, since that time, the Parking Utility has worked with ZEAG to develop a proposal for the complete project, including connecting all existing proximity card readers to the new ZMS system, and adding new card readers at additional locations which will also connect to the new system. Completion of this phase will convert the Parking Utility's proximity card software from the GateKeeper product to ZMS; and
WHEREAS, as part of the plan for the complete project, certain work will be performed in-house by City IT or may be performed by other contractors in an effort to keep the total project cost within budget; and
WHEREAS, the existing contract for maintenance services with CTR Systems, Inc. expires in the end of March, 2009 and may need to be extended for several months to provide continued support and maintenance until the conversion to the ZEAG system is complete;
NOW, THEREFORE, BE IT RESOLVED, that:
1. A sole source purchase from ZEAG (USA) Inc. is authorized in an amount not to exceed $300, 000 to perform the conversion from the old CTR system to the ZEAG ZMS system, for the purposes described above and in RES-08-00574, and the Mayor and City Clerk are authorized to sign a contract with ZEAG (USA) Inc., necessary to accomplish this;
2. The City is authorized to enter into an annual software and/or hardware maintenance agreement with ZEAG at a price not to exceed $5,000 per month for the first year, with options to renew for up to five (5) additional years. The Mayor and City Clerk are authorized to sign a maintenance agreement for the first year, and execute optional renewals subject to the availability of funding in the appropriate budget; and
3. The City is authorized to extend the existing maintenance agreement with CTR Systems, Inc. as needed to provide maintenance coverage during the interim before the new ZEAG system installation is complete, and the Mayor and City Clerk are authorized to sign contract document(s) as needed with CTR Systems, Inc., at a price not to exceed $4,445 per month.