Fiscal Note
The Parking Utility plans to purchase and install 100 multi-space parking meters over the next three years. The 2009 Adopted Parking Utility Capital Budget includes $640,00 for the purchase of multi-space parking meters, but much of this funding will be reauthorized in the 2010 capital budget. The Parking Utility now anticipates that 15 of the meters will be purchased in 2009 (estimated cost: $140,000, including installation and one-time fees) , 70 meters will be purchased in 2010 (estimated cost: $567,000), and 15 more meters will be purchased in 2011 (estimated cost: $121,500). Software maintenance and support costs for the first several years are included in the purchase price.
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Authorizing the negotiation and execution of a contract to purchase multi-space parking meter equipment and services from Metric Group Inc. and authorizing the Mayor and City Clerk to execute necessary contract(s).
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WHEREAS, the Parking Utility wishes to upgrade its on-street meter stock by purchasing customer friendly multi-space meters that accept credit/debit and smart cards, in addition to coins; and
WHEREAS, the Common Council authorized the issuance of an RFP in February 2008 for the purchase of multi-space parking equipment and related services (Legislative File ID No. 08987) and six responses were received; and
WHEREAS, these responses were reviewed on behalf of the City by a team of reviewers that included staff from the University of Wisconsin Transportation Services, City Purchasing, City Information Technology, Madison Police Department Parking Enforcement, and Parking Utility (Management, Engineering, Maintenance); and
WHEREAS, this RFP review team selected Metric Group, Inc./Metric Parking Division ("Metric") based on factors including Metric's submitted price, support, multi-space machine capabilities and experience with pay-by-space parking operations; and
WHEREAS, the arrangement being proposed would include the phased purchase and installation of up to 100 multi-space parking meter machines and related equipment over the next three (3) years; and
WHEREAS, the proposal also includes software necessary to run the meters, up to eight (8) years of software support and maintenance, as well as training and other related services; and
WHEREAS, under Section 4.26 of the Madison General Ordinances a contract to purchase equipment/supplies may be authorized and signed by the Purchasing Agent, but the ordinance requires Common Council approval for service contracts over three (3) years in duration and Metric has proposed up to eight (8) years of software maintenance and support; and
WHEREAS, the Parking Utility expects to use the Metric multispace meters for more than eight (8) years and may need to renew the contract for software support and maintenance for additional years;
NOW, THEREFORE, BE IT RESOLVED that Parking Utility and Purchasing staff may negotiate contract(s) on behalf of the City with Metric Group, Inc., for the purchase of up to 100 multi-space parking meters and related software, installation, training, and software maintenance and support services; and
BE IT FURTHER RESOLVED that the Mayor and City Clerk are authorized to execute contract(s) as needed with Metric Group, Inc. for the above-described purposes, including multi-year service contract(s) for software maintenance and support or other necessary services, with the understanding that purchases of equipment may be executed separately by the Purchasing Agent; and
BE IT FURTHER RESOLVED that the Mayor and City Clerk are authorized to execute renewals of any service contracts, such as software support and maintenance, after the initial term(s) has expired; and
BE IT FINALLY RESOLVED THAT the total cost for all purchases and contracts herein shall not exceed the amounts budgeted for this project as described in the fiscal note or authorized in future approved budgets.