SR 09-27-2011 3CCity of City Council Report
Santa Monica
City Council Meeting: September 27, 2011
Agenda Item: 3C
To: Mayor and City Council
From: Carol Swindell, Director of Finance
Subject: Purchase of Pay -By -Space Machines for Beach Parking Lots
Recommended Action
Staff recommends that City Council authorize the City Manager award a purchase order
to Digital Payment Technologies, a Canada -based company, in the amount not to
exceed $250,000 for pay -by -space machines for the City's Beach parking lots.
Executive Summary
The Digital Payment Technologies machines will replace 18 pay machines at Beach
parking lots which were purchased back in 2000. Replacing these obsolete and un-
repairable machines with Digital Payment Technologies pay -by -space machines would
provide customers with an electronic pay option and reduce labor and maintenance
costs. The cost of 18 pay -by -space machines is $250,000.
Background
The City currently has 18 Lexis pay -by -space machines in our lots. Three of these
Lexis machines are inoperable with the remaining Lexis machines soon to become
obsolete. Parts and service are no longer available as of December 31st, 2008. Staff
has been obtaining used and salvaged parts from other cities and servicing them
internally. These Lexis machines need to be replaced as quickly as possible to avoid
interruption of service to the public. The 18 Digital Payment Technologies pay -on -foot
machines are requested to replace the failed and failing Lexis machines.
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Discussion
The Digital Payment Technologies machines would replace 18 obsolete pay -by -space
machines at City parking lots located on the beach between 530 Pacific Coast Highway
and 2600 Bernard Way. These pay -by -space machines would provide customers with
electronic pay options and reduce labor and maintenance costs associated with the
collection and deposit of monies collected from parking meters.
Currently, the City operates 38 Digital Payment Technologies pay -by -space machines
at various City -owned parking lots, including the lot adjacent to the Annenberg
Community Beach House and Main Street. These machines are maintained by the City
and the parking operator's staff and have been found to be reliable, user - friendly, multi-
lingual, and secure. In addition, they are compatible with parking enforcement
equipment and are solar - powered.
Vendor Selection
Staff contacted four different manufacturers and obtained a price quote from each one.
Evaluation criteria included the ability to provide a unit price, installation price and five
years of service and five years of warranty. Staff evaluated each quote based on the
vendor's ability to meet the requested criteria. Although three of the prospective vendors
were able to provide unit and installation prices, they were unable to provide five years
of service and five years of warranty. The price quote submitted by Digital Payment
Technologies met and exceeded each condition requested. Digital Payment
Technologies was selected based on the following criteria:
• Lowest unit price
• Solar powered
• Price included 5 years of warranty and 5 years of electronic payment
processing cost
• Compatible and consolidated reporting system with current existing inventory
• No additional infrastructure installation needed
• Remotely programmable
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• User friendly
Because Digital Payment Technologies was the only vendor able to offer the lowest unit
and installation pricing, five years of warranty and five years of electronic payment
processing, as well as solar power and an effective reporting system, they are
recommended as the best bidder.
Financial Impacts & Budget Actions
The purchase order to be awarded to Digital Payment Technologies is $250,000. Funds
are available in account C110715.589000. Budget authority for ongoing maintenance in
subsequent years will be requested in each budget cycle for Council approval. Future
funding is contingent upon Council approval.
Prepared by: Frank Ching, Parking Coordinator
roved:
Carol Swindell
Director, Finance Department
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Forwarded to Council:
Rod Gould
City Manager