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PCD:SF:RKF:prkequi2jWINWORD Santa Monica, California
council Meeting: November 22, 1994
To: city council and Parking Authority
From: City staff
Subject: Recommendation to Authorize the city Manager to
Negotiate and Execute a Contract with SECOM to Provide
and Install Revenue and Access Control Equipment in the
Six Downtown Parking structures for an Amount Not to
Exceed $778,116; and Appropriate $140,000 to the
Parking structure Control Equipment eIP Account for the
Contract, contingencies and Other Appurtenant Work.
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Introduction ,
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This report recommends the City ~ :y
authorize the City Manager to ne 5 fa ~{- :t
with SECOM to provide and insta )1
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equipment in the six downtown pa lt
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not to exceed $778,116. In addi~ i.l
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appropriate $140,000 to the Park. I it
ClP account for the cost of the con~rac~, con~lnY~Il'-'.J..t::'o::> CUIU v....ucr
appurtenant work.
Discussion
At its meeting on December 14, 1993, the City Council and Parking
Authority approved the conversion of the six downtown parking
structures from a parking meter operation to a cashierjpay-on-
exit operation. This conversion was requested by the Bayside
District Corporation (BDe) and the Restaurant and Merchants
Association to improve customer relations, make the parking
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structures more user friendly, and to enhance vehicle security
and personal safety. The bidding package for the revenue and
access control equipment was issued on September 17, 1994, and
requested by 14 parking equipment companies or distributors. On
October 4, 1994, seven (7 ) companies or distributors attended a
mandatory pre-bid meeting and structure walk-through. Two (2)
bids were received and read by the Deputy City Clerk on October
18, 1994. The bids received were as follows:
SOCAL Parking $594,681.00
SECOM $778,116.00
Staff has carefully and thoroughly evaluated both bids and both
companies, including thorough reference checks and site visits of
each company's parking equipment. As a result of this
evaluation, staff recommends SECOM as the best responsible
bidder. SECOM is a full-service equipment manufacturer and
software provider, installer, and service and maintenance
company. They also have extensive experience with complicated,
multi-structure system requirements such as Santa Monica's
parking structures. It is apparent from research and references
that SECOM is one of the top parking equipment companies in the
nation. Their equipment is reliable and long-lasting, and, if
necessary, can easily be upgraded or retrofitted for changing
needs.
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Although SOCAL Parking presented a lower bid, staff recommends
that their bid be rejected. Staff has determined that SOCAL's
bid was non-responsive and did not satisfy the criteria
established for the best responsible bid. First, the bid package
permitted bids only from manufacturers, SOCAL is a distributor
representing American Parking Equipment (APE) . The requirement
that the bidder be the manufacturer of the equipment relates
directly to the capacity of the bidder to perform the services
promptly, within the specified time. In addition, the provision
for future maintenance and service is also best met by the
manufacturer. SOCAL Parking was not able to demonstrate its
capacity to perform the contract based on its lack of experience
installing APE equipment in comparable multi-structure systems.
In discussions with SOCAL, APE and its references, it became
clear that SOCAL and APE have never worked together as a team,
and neither firm provided the staff with information about its
experience in providing, installing, operating or maintaining a
complex, multi-structure system such as the city's. Further,
SOCAL Parking did not fully respond to bid requirements and did
not demonstrate its capability to meet the bid specifications,
especially in the area of software requirements.
BUdqet/Financial Impact
Funds required: Contract $778,116
Contingencies (10%) $ 78,000
Contract Total $856,116
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Approximately $608,000 for this project is currently available in
ClP account 01-720-263-20094-8900-99048 (Parking structure
Control System) and $108,116 in ClP account 01-720-263-20094-
8900-99044. In addition, staff is recommending that $140,000 be
appropriated to elP account #01-720-263-20094-8900-99048 from
funds held in deferred revenue account #01-000-000-00000-9870-
04703 (Mall Parking Levy Account).
Recommendation
It is recommended that the city council and Parking Authority:
1. Reject the bid of of SOCAL Parking;
2. Authorize the City Manager to negotiate and execute a
contract with SECOM to provide and install revenue and
control equipment in the six downtown parking structures for
an amount not to exceed $778,116;
3. Authorize the city Parking and Traffic Engineer to issue any
change orders necessary to complete additional work to the
extent of funds available in accordance with the
Administrative Instruction on Change Orders; and
4. Appropriate $140,000 to CIP account #01-720-263-20094-8900-
99048 (Parking structure Control System) from revenue
account #01-000-000-00000-9870-04703 (Mall Parking Levy
Account) .
Prepared by: Resource Management Department
Jeff Mathieu, Director
Judith Meister, Asset Manager
Planning and Community Development Department
Suzanne Frick, Director
Ron Fuchiwaki, city Parking and Traffic Engineer
Doug Biagi, Associate Traffic Engineer
(prkequi2)
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