SR-05-12-2015-3M 308-003/417-005City Council Report
City of
Santa Monicn
City Council Regular Meeting: May 12, 2015
Agenda Item: "_3 " t
To: Mayor and City Council
From: David Martin, Director of Planning and Community Development
Subject: Beach Parking Point of Sale system
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to contract #9860 in the amount of $160,000 with DataPark
USA, Inc., a Delaware -based company to provide a new Point of Sale system (POS) at
the five cashier - staffed beach parking lots (Lots 4, 5 South, 1 North, 3 North, and 8
North). This will result in a seven year amended contract with three additional one -year
renewal options for a total amount not to exceed $5,160,000 over a 10 -year period, with
future year funding contingent on Council approval and budget adoption.
Executive Summary
The Point -Of -Sale (POS) system replacement project is an approved Capital
Improvement Program for Fiscal Year 2014 -2015. The DataPark POS equipment would
replace the existing HiTech- Software Inc. POS system that has been in place since
2000. The installation cost will not exceed $160,000 and the annual maintenance cost
will start at $13,450.00 for FY2016 -2017 and increase by 3% each subsequent year.
Background
In 2000, the City installed the HiTech POS system in in the staffed beach parking lots (4
South, 5 South, 1 North, 3 North, and 8 North). With approximately two million
transactions per year, the current HiTech POS system has proven to be outdated. It
does not accept credit cards, cannot be used to verify monthly or daily permits, and
does not have barcode reader capability, which is necessary to implement online
permits. In addition, the rate changes for special events (GLOW, LA Marathon, Twilight
Concert Series, etc.) or seasonal adjustments can only be made by the vendor.
Currently, customers are not able to pay with credit cards upon entry and must park
near the booth and use the pay machine, located outside the booth, adjacent to the
entry lane. This can slow down and even stop traffic, especially during peak summer
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seasons. Some patrons will simply exit the lot if they do not have cash on hand. These
functions are available in the other public parking facilities currently equipped with the
DataPark system.
On January 14, 2014 (Attachment A), Council authorized the purchase and installation
of a new Parking Access and Revenue Control System (PARCS) supplied by DataPark
in the Downtown parking structures (including the Main Library and Ken Edwards
Center), Civic Center, and Pier Deck. Installation commenced on May 19, 2014 and
concluded on September 14, 2014.
Discussion
DataPark offers a POS system which includes a staffed cashier station that can accept
payment by cash, debit card, and credit card. It is equipped with a bar code reader
whereby the cashier can verify monthly and daily parking permits. The DataPark system
also provides flexible rate programming and the capability to provide validations.
The DataPark equipment is maintained by the City Parking Operator's staff from a
centralized control panel and is found to be reliable, user - friendly, multi - lingual, and
secure. The new POS system will use fiber optic cables which were recently installed by
the City as part of the Real -Time Beach Parking Project. This City -wide compatibility
increases the efficiency of the parking operations and maintenance of the equipment,
ensures the public has a consistent parking experience, and allows the City to produce
consolidated parking reports. Installing a second system by a different equipment
vendor would not allow the City to integrate its entire parking portfolio, forcing the City to
utilize two different vendors with different customer service levels, technologies,
maintenance and service procedures, reporting, and overall customer experience.
With this technology, the five beach lots would be able to integrate with the other public
parking facilities that are currently equipped with DataPark. It is estimated that the
entire installation will take five weeks.
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Vendor /Consultant Section
On October 17, 2013, the City issued a Request for Proposals (RFP) for the purchase
of a new PARCS. The RFP was posted on the City's on -line bidding site in accordance
with City Charter and Municipal Code provisions that requires competitive bidding for
this project. Four proposals were submitted and reviewed by a selection committee
composed of City staff from the Finance and Information System departments, City of
West Hollywood Parking Operations, Downtown Santa Monica, Inc., and Macerich.
The proposals were scored on all evaluation criteria, including but not limited to pricing,
proposed solutions, capacity of service performance, ongoing operating costs, financial
and inventory resources, and system compliance levels. Only two companies proposed
an LPR system option in their proposals and included it in their pricing. Based on the
review, the selection committee recommended DataPark USA, Inc. as the best vendor
that complied with all requested items in the RFP with the best purchase and installation
cost.
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Financial Impacts & Budget Actions
The contract amendment amount to be awarded to DataPark USA, Inc. is $160,000, for
an amended contract not to exceed $5,160,000. Funds are available in the FY 2014-
2015 Capital Improvement Program budget in account C110715.589000. Future year
funding is contingent upon Council budget approval. No maintenance or service costs
are anticipated during FY2014 -2015 and FY2015 -2016. The anticipated maintenance
cost for FY2016 -2017 will be $13,450.00 with a 3% increase each subsequent year.
Prepared By: Anthony Mazeika, Parking Operations Specialist
Approved Forwarded to Council
David Martin, Director of Plan n1nej/22065 Elaine M Polachek, Interim City MSIr O@05
Attachments:
A. January 14, 2014 Purchase New Parking Access and Revenue Control System
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Reference:
Modified Contract No. 9860
(CCS)