SR-102808-1I (2)City Council Meeting: October 28, 2008
Agenda Item: 1 ' _-
To: Mayor and City Council
From: Eileen Fogarty, Planning & Community Development Director
Subject: Purchase Order for Pay-By-Space Machines in Beach Parking Lots
Recommended Action
Staff recommends that City Council award a purchase order to Digital Payment
Technologies to supply and install replacement of pay machines, related parts and
accessories at the beach parking facilities for an amount not to exceed $240,000.
Executive Summary
Fourteen pay machines need to be replaced at the beach parking lots. The pay
machines in place in these parking lots today were originally purchased in -2000, and
have afive-year life useful life. Staff recommends the purchase of Digital Payment
Technologies' SHELBY pay machines. They-have all of the functionality "of the current
machines, as well as features that will facilitate acceptance of electronic payments
including credit cards andlor smart cards. Staff is also requesting an exception from
competitive bid procedures because another public agency recently selected this
product through a competitive bid process and the City is receiving the same price..
The Digital Payment Technologies' SHELBY pay machines not only are capable of
accepting credit card payment, but are the only off-site machines certified by Visa. In
addition, .they are the only pay machines in the industry which are upgradable to accept
"smart card" technology. In the future they could be able to accept the SantaMoniCard
as well as credit cards. They are also one of the few machines capable to give cash
change. Funds are available in the current budget.
Until replaced, the current pay machines may be subject to failure, undermining service
to the community and revenue collection. Funds for the replacement are available in
the Capital. Improvement budget.
Background
The City has 17 pay machines in beach lots. Of these, 14 are Lexis pay machines that
were originally purchased in 2000 and have exceeded their expected useful life of five
years, and three are SHELBY machines that were previously installed as replacements
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for Lexis machines. Three of the 14 Lexis machines are currently inoperable and the
remaining machines scheduled for obsolescence. Parts and service will no longer be
available after December 31, 2008 (AttachmenfA-Cubic Transportation Systems, Inc.'s
Product Lifecycle Announcement, End of Life notice.)
Discussion
This purchase will enable improved functionality and standardization of all of the beach
pay machines as well as .replacement of the obsolete equipment in place today. The
SHELBY machines are reliable, user-friendly, multi-lingual, secure; have the highest
available Payment Card Industry-validated credit card data security rating; will integrate
with existing enforcement handheld devices; and are environmentally-friendly, using the
existing solar power devices already located in our beach lots. City and parking
contractor staff are familiar with the SHELBY machines and can maintain them., and
already stock parts and supplies. Following the installation of these machines, they will
be the standard used throughoufthe beach facilities.
The total cost for the 14 SHELBY pay machines, including installation, is $237,856.36:
• 14 machines @
$15,992.74 each
_ $223,898.36
• 14 installation charges @
• Shipping 14 machines @
672.00 each
325.00 each
TOTAL
Vendor Selection
= 9,408.00
= 4550.00
$237,856.36
Section 2.24.080 (b) of the Municipal Code allows exception to competitive bid
procedures when such competitive bid procedures have already been utilized by other
agencies, such as purchasing from Federal, California State or County governments,
including, State of California agencies and agencies of counties, cities and special
districts in the State of California and these materials and services are supplied to the
City at the same or better price, as was obtained through the Federal, State of California
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agencies and agencies of counties, cities and special districts in the State of California
competitive bid procedures.
Digital Payment Technologies pricing is based on the California State Polytechnic
University Pomona's Request for Proposal Number 05-006, Agreement Number
0000025588, and is effective September 2006 through September 2009. The price
quoted for the City of Santa Monica is guaranteed until January 31, 2009.
Financial Impacts & Budget Actions
Funds for maintenance and repair of the machines are budgeted at $3,000 per month in
the Transportation Management Division account 01417.555010. Funds for the
purchase of the machines are budgeted account 0110715.899000.
Prepared by:
Frank Ching, Parking Coordinator
Approved:
Director, Cc
Department
Forwarded to Council:
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.~_f
P. mont Ewell
ity Manager
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