SR-11-11-2014-3BCity Council Meeting: November 11, 2014
Agenda Item: 3D
To: Mayor and City Council
From: David Martin, Director of Planning and Community Development
Subject: Modification to Parking Operations Contract with Central Parking System
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a seventh modification to Contract #9050 (CCS) in the amount of $490,000 per
month for up to twelve months with Central Parking System, a Tennessee based
company, for operation and maintenance of the City's off - street parking facilities. This
will result in a six -year, six month amended contract with a new total amount not to
exceed $36,722,296.
Executive Summary
The City operates 14,283 spaces in 12 parking structures and 30 parking lots pursuant
to a management contract with Central Parking Systems. In order to ensure that a
potential transition to a new parking operator occurs after a new Parking Administrator
is hired, staff recommends a month -to -month extension of the Central Parking Systems
contract for up to twelve months for a new contract amount not to exceed $36,722,296.
Background
On April 7, 2009, Council authorized a contract with Central Parking System to operate
the City's off- street parking locations. The contract was under a three year term with
two one -year extension options. The contract was modified on March 4, 2012 and April
16, 2013 to execute the first and the second one -year, extension options. Council
authorized modifications to the contract on November 9, 2010 and June 14, 2011 to
provide for the operations of the Main Street, Mid - Cities, Fifth Street and Civic
Auditorium Parking Lot as well as Structure 10. These actions consolidated
responsibility for all city -owned parking facilities under the Parking Operations Section
of the Finance Department. On April 8 2014 Council authorized consolidation of the
Parking Operations function moving the Division from the Finance Department into the
Planning and Community Development Department. On April 22, 2014 Council
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authorized a fifth modification to the contract to ensure a smooth transition to a new
parking operator planned for the fall of 2014. This plan became infeasible due to the
departure of the City's Parking and Traffic Manager on September 2, 2014 and the
Parking Administrator on September 12, 2014.
Discussion
The City has operated its off - street parking services pursuant to a management contract
since 2000. The services were last bid in 2009 with the current five -year, six month
contract with Central Parking System expiring November 30, 2014. Staff is currently
preparing a comprehensive request for proposals (RFP) for future parking operations,
and plans to release the RFP in early 2015. Staff recommends transitioning parking
operators on or about October 1, 2015. Therefore, staff recommends that Council
authorize the extension of the current contract on a month -to -month basis for up to
twelve months, for the following reasons:
® Avoid new operator transitioning its systems and training staff during the peak
summer season. This will allow for the transition of parking operations to happen
between Labor Day and Thanksgiving.
® The parking operator contract is the largest contract in the City's parking system.
Staff's recommended approach will ensure that the new Parking Administrator
and Parking and Traffic Manager can be involved with the selection process
Staff recommends that in order to ensure the City's parking facilities continue to
operate, Council authorize a month -to -month extension of Contract #9050 (CCS) with
Central Parking Systems for a period not to exceed twelve months, in the amount of
$490,000 per month, with a new, six - year, six month total amount not to exceed
$36,722,296.
PAI
Financial Impacts & Budget Actions
The contract modification to be awarded to Central Parking Systems, Inc. is $490,000
per month for up to twelve months, for an amended contract total not to exceed
$36,722,296. Funds are available in the FY 2014 -15 budget in division 417; the contract
will be charged to account 01417.555010.
Prepared by: Andrew Maximous, Acting Principal Traffic Engineer
Approved:
David Martin, Director
Planning and Community Development
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Forwarded to Council:
A� �� MIL si�
Rod Gould
City Manager
Reference:
Modified Contract No. 9050
(CCS)