...Fiscal Note
The proposed resolution authorizes a competitively-selected contract with IPS GROUP, INC., for the purchase, installation, and maintenance/support of parking meters and software services. The contract funds meters, parts, software licensing fees, maintenance and support, and transaction fees for an initial term of five (5) years with fixed pricing, and five (5) additional (1) year renewal options with price increases based on CPI inflation, not to exceed 3% annually. The capital cost for the purchase of six hundred fifty (650) single space meters and five (5) multi-space machines is approximately $350,000. Funding is available in the Parking Utility’s capital budget project, Single Space Meter Replacement (Munis project #16003). Operating expenses, including monthly software license and data fees, transaction fees, and battery replacement costs, are approximately $158 per space per year, for an estimated total annual operating cost of $103,000 and are included the Utility’s 2019 operating budget request (Munis accounts 54145 and 54625).
Title
Authorizing the Mayor and City Clerk to enter into a competitively-selected contract with IPS GROUP, INC., for the purchase, installation, and maintenance/support of parking meters and software services.
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SINGLE-SPACE METERS
WHEREAS, the Parking Division of the Department of Transportation has approximately six hundred fifty (650) on-street, and seventy (70) off-street “coin-only” mechanical parking meters remaining in the system that have not yet been replaced by meters that can accept multiple forms of payment; and
WHEREAS, to better serve the public and improve customer service and convenience, the Parking Division is seeking to replace all remaining “coin-only” parking meters with meters that accept payment by coin, credit card, and mobile-payment options; and
WHEREAS, IPS GROUP, INC. was awarded a contract by the National Cooperative Purchasing Alliance, through a competitive purchasing process and per MGO 4.26(6) such cooperative purchases satisfy the City’s requirements for competitive selection; and
WHEREAS, the City Parking Division entered into a trial agreement with IPS GROUP, INC. to test approximately 50 single space “smart meters” and software from August 2017 to present, and has been satisfied with the meter performance, software, and support during the trial period and desires to replace all remaining on-street “coin-only” meters with IPS GROUP INC. single space “smart meters”; and
MULTI-SPACE METERS
WHEREAS, existing multi-space meter machines are reaching end-of-life, and the Parking Division will study options in 2019 for replacement of that system, and the Parking Division desires to purchase multi-space machines from IPS to test their performance as part of its study on replacement options for the entire multi-space system; and
IPS CONTRACT - SINGLE SPACE REPLACEMENT AND MULTI-SPACE TRIAL
WHEREAS, IPS GROUP INC. has proposed contract unit pricing for both the single space and multi-space meters, spare and replacement parts, software licensing fees, maintenance and support, and mobile payment and credit card gateway transaction fees for an initial term of five (5) years with fixed pricing, and five (5) additional (1) year renewal options with price increases based on CPI inflation, not to exceed 3% annually; and
WHEREAS, the capital cost for the purchase of six hundred fifty (650) single space meters and five (5) multi-space machines is approximately $350,000. Operating expenses, including monthly software license and data fees, credit card gateway transaction fees, and battery replacement costs, are approximately $158 per space per year, for an estimated total annual operating cost of $103,000; and
WHEREAS, new on-street locations for metered parking may be established during the term of the contract requiring the purchase of additional single space meters, as well as the need to purchase replacement meters, spare parts, and ongoing hardware and software maintenance services during the term of the contract; 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 five year contract on behalf of the City for the purchase of single space smart meters, multi-space machines, spare parts, and software, support, and maintenance services, for the purposes and at the prices described above with IPS GROUP INC., for a term of five (5) years with the option of five (5) one-year renewals; and
BE IT FURTHER RESOLVED, the Parking Division, following applicable purchasing policies and subject to budget authority, may purchase additional equipment and related software, installation, training, and software maintenance and support services from IPS and the Finance Director/designee is authorized to sign contract documents if needed, under the 10 year contract described above; and the Finance Director/designee is further authorized to execute renewals and contract for services as needed beyond 10 years for as long as the City continues to use the IPS system.