Fiscal Note
The 2017 Parking Utility Adopted Capital Budget includes $2.8 million from Parking Utility Reserves in the Revenue Equipment Replacement project (MUNIS Project 10397) for the replacement and modification of Parking Access Revenue Control equipment and software.
Title
Authorizing the Mayor and City Clerk to enter into a contract on behalf of the City with HUB Parking Technology USA, Inc. for the purchase, installation, and maintenance of a Parking Access Revenue Control System.
Body
PREAMBLE
The Parking Utility utilizes a Parking Access Revenue Control System, which is a complex system comprised of the software and equipment, such as gates, pay-on-foot stations, fee computers, and pay-in-lane stations, in parking garages and the Brayton Lot. This system controls entries/exits, coupons, revenue and occupancy, among other important functions. The software not only controls equipment functionality, but provides data on revenue, occupancy, and other activities necessary for auditing and management purposes.
WHEREAS, the existing Parking Access Revenue Control System equipment in Parking Utility garages and the Brayton Lot is at the end of its useful life and will need to be replaced; and
WHEREAS, the Purchasing Division and Parking Utility, through a competitive process solicited proposals for RFP #8306-0-2014, Parking Access Revenue Control System, received written proposals; and
WHEREAS, an evaluation team consisting of the purchasing supervisor and relevant Parking Utility staff conducted a detailed evaluation, scored and ranked each of the proposals using criteria including cost, technical specifications, and references, and site visits were done with the two highest scoring proposers, and HUB received the highest score; and
WHEREAS, HUB proposed a contract price of $1,587,442 for the purchase and installation of equipment and software to be installed at the Brayton Lot, State Street Capitol, State Street Campus Frances and Lake, Capitol Square North, and Overture Center Garages; and
WHEREAS, the Parking Utility expects to use the HUB equipment for more than ten (10) years and will need to purchase additional equipment, including new equipment for garages planned for construction within the next several years, and HUB has proposed that pricing for future equipment purchases will not exceed an increase of 3% annually; and
WHEREAS, installation services for future HUB equipment installations will be needed, as well as ongoing hardware and software maintenance services for as long as the Parking Utility is using the HUB equipment and software; and
WHEREAS, HUB has proposed an annual hardware and software maintenance fee of $30,750 for the first year, with a 5% annual increase for consecutive years, and has proposed that the fee for future installation services will be at their hourly labor rates, not to exceed 20% of the cost of the equipment to be installed; and
WHEREAS, under MGO 4.26(3) service contracts of more than three years in duration require approval of the Common Council;
NOW, THEREFORE, BE IT RESOLVED, that the Mayor and City Clerk are authorized to sign a contract on behalf of the City for a Parking Access Revenue Control System for the purposes and at the price described above with HUB Parking Technology USA; and
BE IT FURTHER RESOLVED, that the Parking Utility and Purchasing staff may negotiate contract(s) on behalf of the City with HUB, for the purchase of additional equipment and related software, installation, training, and software maintenance and support services as needed for as long as the city is using the system described above.