2002-24714 Reso
RESOLUTION NO. 2002-24714
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, APPROVING THE APPROPRIATION OF $1,100,000 FROM
PARKING REVENUE BOND FUND NO. 481; ACCEPTING THE CITY MANAGER'S
RECOMMENDATION PERTAINING TO THE RANKING OF FIRMS PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 43-00101 FOR PARKING METER
EXPANDED HOUSING AND ELECTRONIC SYSTEM FOR THE CITY'S PARKING
SYSTEM; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH THE TOP-RANKED FIRM OF DUNCAN INDUSTRIES PARKING CONTROL
SYSTEMS CORP.; AND IF SUCCESSFUL IN NEGOTIATING A CONTRACT,
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A CONTRACT, IN AN
AMOUNT NOT TO EXCEED $1,000,000.
WHEREAS, on September 14,1999, the Mayor and Commission approved an
appropriation of $987,900 which, together with a previous appropriation, funded the acquisition
of 5,000 expanded parking meter housings, associated parts, and inventory from POMlWorldwide
Parking, Inc.; and
WHEREAS, the installation of the initial 5,000 expanded parking meter housings was
completed in areas of highest utilization and this initiative has proven to be successful; and
WHEREAS, the second phase of the project is to convert the remaining active parking
meter inventory from the conventional housings to the expanded housings in order to provide
additional coin capacity for future increased use and provide systemwide conformity
for all housings; and
WHEREAS, On November 27,2000, the Joint Land Use and Finance and Citywide Projects
Committee directed the Administration to expend Parking Revenue bonds for two items: (1) $1
million for the purchase and installation of expanded parking meter housings for the balance of the
City's parking meter inventory; and (2) $800,000 for Phase II of the Surface Parking lot
Renovation Program; and
WHEREAS, an appropriation in the amount of $1.1 million from Parking Revenue Bond
Fund No. 481 is necessary to purchase and install 5,000 expanded parking meter housings
equipped with an electronic locking system in order to convert the balance of the parking meter
housing inventory; and
WHEREAS, Request for Proposals (RFP) No. 43-00/01 for parking meter expanded housing
and electronic system for the City's Parking System was issued on June 26, 2001, with an
opening date of July 30, 2001; and
WHEREAS, Demandstar by Onvia issued two thousand two hundred ninety two (2292)
notices to prospective bidders, with twenty (20) planholders receiving the RFP documents, which
resulted in the receipt of three proposals; and
1
WHEREAS, on December 12, 2001, an Evaluation Committee appointed by the City
Manager voted unanimously to recommend that the Administration enter into negotiations with
Duncan Industries Parking Control Systems Corporation as the top-ranked firm; and
WHEREAS, if successful in negotiating a contract, authorizing the Mayor and City Clerk to
execute a contract, in an amount not to exceed $1,000,000, the additional $100,000 to be used for
labor and other cost to complete the replacement of the current meter housings, Citywide, with
expanded capacity housings fitted with an electronic locking system; and
WHEREAS, this recommendation will enable the Administration to safeguard the City's
parking meter revenue, with an efficient collection of parking meter revenue, improved service to
the parking public, reduce labor and collection costs, and improve the aesthetics of the existing 30
year old meter housings throughout the City; and
WHEREAS, the City Manager concurs with the Evaluation Committee's recommendation.
NOW, THEREFORE BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission adopt the City
recommendation and authorize the appropriation of $1,100,000 from Parking Revenue
Bond Fund 481, and further accept the City Manager's recommendation pertaining to the ranking
of firms pursuant to Request for Proposals (RFP) No. 43-00101 for providing parking meter
expanded housing and electronic locking system for the City's Parking System; authorize the
Administration to enter into negotiations with the top-ranked firm of Duncan Industries and, if
successful in negotiating. a contract, authorize the Mayor and City Clerk to execute a contract, in
an amount not to exceed $1,000,000.
PASSED AND ADOPTED this 9th day of Jlmu.any12002.
ATTEST:
~r~~
CITY CLERK
F:\PURClSALL\JOHNIC0MM\43000I.RESO.doc
APPROVED }S TO
FORM & LANGUAGE
& FOR ECunON
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
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Condensed Title:
Appropriation of $1,100,000 from Parking Revenue Bond Fund 481, and Authorizing the Administration to
Enter into Negotiations, and if successful to Award a Contract for a not to Exceed Amount of 1.0 Million,
to Duncan Industries Parking Control Systems Corp.
Issue:
Whether to Appropriate $1,100,000, and to Authorize Negotiations and Award a Contract to Duncan
Industries.
Item Summary/Recommendation:
The purpose is to appropriate $1.1 M from Parking Revenue Bond Fund 481, award a contract for providing
Parking Meter Expanded Housing and Electronic Locking systems for the City's Parking System, in the
amount not to exceed $1 M and to purchase and install 5,000 expanded parking meter housings equipped
with an electronic locking system , with the 'balance for labor and other cost.
Advisory Board Recommendation:
Joint Land Use and Finance and Citywide Project Committee November 27, 2000. Transportation and
Parking Committee on December 4, 2000.
Financial Information:
Amountto be expended:
I~J
Appropriate from Parking Revenue
Bond Fund 481
Source of
Funds:
Sign-offs:
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\\CH2\VOL 1\PURC\$ALLIMirtha\Commission Memoslparking.doc
AGENDA ITEM ~
DATE f-?-()J-
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.f\.us
CITY OF MIAMI BEACH
To:
From:
COMMISSION MEMORANDUM
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez ~~
City Manager
Date: January 9, 2002
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA APPROVING THE APPROPRIATION OF
$1,100,000 FROM THE PARKING REVENUE BOND FUND 481;
ACCEPTING THE CITY MANAGER'S RECOMMENDATION PERTAINING
TO THE RANKING OF FIRMS PURSUANT TO REQUEST FOR
PROPOSAL (RFP) NO. 43-00/01 FOR PROVIDING PARKING METER
EXPANDED HOUSING AND ELECTRONIC LOCKING SYSTEM FOR THE
CITY'S PARKING SYSTEM, AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH THE TOP-RANKED FIRM OF
DUNCAN INDUSTRIES PARKING CONTROL SYSTEMS CORP.; AND IF
SUCCESSFUL IN NEGOTIATING A CONTRACT, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE A CONTRACT IN AN AMOUNT
NOT TO EXCEED $1,000,000.
ADMINISTRATION RECOMMENDATION:
Subject:
Adopt the Resolution
AMOUNT AND FUNDING:
In 1997, the City of Miami Beach issued parking revenue bonds in the amount of
$21,000,000. Included in the stated purpose of this bond issuance was the upgrade of the
City's parking meters. On September 14, 1999, the Mayor and Commission appropriated
$987,900 for the purchase and installation of 5,000 expanded parking meter housings.
The actual cost for purchase and installation was $1,318,150; however, there was a credit
owed to the City by POM in the amount of $330,250, thus, requiring an appropriation of
$987,900.
Currently, an appropriation in the amount of $1.1 M is necessary to purchase and install
5,000 expanded parking meter housings equipped with an electronic locking system in
order to convert the balance of the parking meter housing inventory.
On November 27, 2000, the Joint Land Use and Finance and Citywide Projects Committee
directed the Administration to expend parking revenue bonds for two items: (1) $1.0 Million
for the purchase and installation of expanded parking meter housings for the balance of
the City's parking meter inventory and (2) $800K for Phase II of the Surface Parking Lot
Page 2
RFP No. 43-00/01
January 9, 2002
ANALYSIS:
Capital projects planned to be funded from Parking Revenue Bond Fund 481 will not be
affected by this allocation.
Furthermore, the Committee endorsed the concept of performing a Citywide Parking
Demand Analysis to assist in determining appropriate uses of the bond fund for surface
and/or multi-level parking.
On April 7, 1998, the City solicited proposals from qualified firms to provide for the lease-
purchase of 9,250, fully electronic parking meter mechanisms and an electronic locking
system for all meter vault doors.
On July 1, 1998, the Mayor and City Commission authorized the Administration to accept
the recommendation of the Committee and the Administration, and authorized the
Administration to enter into negotiations for a contract with the number one ranked firm,
POM/WorldWide Parking, Inc. for the lease-purchase of 9,250 electronic parking meter
mechanisms and electronic locking system for all meter vault doors.
The system-wide installation of electronic parking meter mechanisms has been very
successful. The multiple coin capacity of the electronic mechanisms (ability to process
quarters, nickels and dimes), and the ability to accept parking meter "smart" cards has
been lauded by the public as a "user-friendly" meter system. Additionally, parking meter
revenue had increased since the conversion from old mechanical mechanisms, to state-of-
the-art electronic meters.
While we celebrated this success, the following operational and maintenance issues had
arisen and required immediate attention. The conversion from mechanical to electronic
parking meter mechanisms increased revenue by 25%. This increase was addressed by
adjusting parking meter collection frequency and meter maintenance. However, as you
may recall, simultaneous to the installation of the electronic parking meter mechanisms,
the Parking Department experienced a rash of parking meter vandalism and meter revenue
thefts. In order to quickly resolve these thefts and to accommodate the increased revenues
deposited into the meters, the Administration determined that the purchase of expanded
vaults and electronic locking systems for the metered areas south of 23rd Street (where
more than 75% of all parking meter revenue is collected citywide) was the most timely and
efficient approach to address the aforementioned issues.
The recommendation before you today, will convert the balance of the City's parking meter
inventory to an expanded vault capacity and a state-of-the-art electronic locking system.
The existing electronic locking system (POM) is performing satisfactorily and, to date
continues to be unbreached. The advantage to having two electronic locking systems is
the enhanced security. If one system is breached, the other system should still be intact.
Page 3
RFP No. 43-00/01
January 9, 2002
ANALYSIS:
Prior to the initial conversion to the expanded meter vaults in South Beach, parking meter
coin boxes became full, When meters are full or coin slots jammed because they are full,
the parking meter can no longer accept coins and reads "card only." A patron choosing
to park can only deposit the parking fee into the meter by using the City's new parking
meter cards. Patrons who do not have a parking meter card and park at these full meters,
do not deposit money into the parking meter. This results in lost revenue to the City of
Miami Beach, as well as frustration for the parking public who have not yet purchased a
card.
Increasing the coin box capacity, citywide, will eliminate coin jams, inoperable meters, and
substantially alleviate frustration experienced by the public when dealing with an inoperable
parking meter. This follow-up purchase of the 5,000 expanded meter housings is both cost
effective and efficient.
Currently, the Parking Department has a full complement of ten (10) Parking Meter
Technicians and two supervisors to handle both the replacement of housings and day-to-
day maintenance of the City's parking meter inventory. There will be an approximate
expense of $70,000 in labor costs (overtime) to complete this project.
The RFP was issued on June 26, 2001. Demandstar by Onvia issued two thousand two
hundred ninety two (2,292) notices to prospective bidders, with twenty (20) Planholders
receiving the RFP documents, which resulted in the receipt of three proposals from the
following firms:
Duncan Industries Parking Control Systems Corporation
Medeco Security Locks, Inc.
POM Incorporated
EVALUATION COMMITTEE:
Letter to Commission (LTC) No. 197-2001 established an Evaluation Committee, ("the
Committee") of the following individuals:
Arthur Forgette, South Pointe Advisory Board
Cesar Garcia-PonsfTransportation and Parking Committee
Earl Washington, Parking Operations Manger/Parking Enforcement/Parking Department
John Todaro, Parking Operations Manager/Meter Operations/Parking Department
Joseph JohnsonfTransportation and Concurrency Director
Ruth Antebi, Capital Projects Coordinator/Public Works
Begonia Cacerrada, North Beach Business Owner/Hola Amigos, Editor
Page 4
RFP No. 43-00/01
January 9, 2002
COMMITTEE MEETING:
On October 10, 2001, the Committee convened, and all members with the exception of
Begonia Cacerrada were in attendance. The Committee was briefed on several aspects
of the RFP requirements and the City's policies and procedures relative to the Cone of
Silence Ordinance and the Government in the Sunshine Law. All committee members
completed a disclosure questionnaire and certified that their answers were true and correct
to the best of their knowledge and belief. Cesar Garcia-Pons was selected as the Chair
of the Committee.
The Committee discussed each award criteria in detail, and agreed to assign the following
weighted factors, with five (5) being the highest and one (1) being the lowest:
CRITERIA
WEIGHTED FACTOR
4
5
3
2
2
4
3
* Quality of materials and workmanship.
* Technology, efficiency, and cost effectiveness.
* Warranties.
* Evidence of financial stability.
* Price per unit.
* Experience and qualifications.
* References.
The Committee reviewed and discussed the proposals submitted by the three (3) firms.
Duncan Industries proposal included the following:
. Complete Housing with compatible vault door with a new locking system - $197.20 ea.
. Locks are self contained in the door.
. Kaba Electronic Maintenance Software & ID buttons,
installation and training.
. 5000, quick release lock blades and seals.
. Single programmable key systems.
. Improvements to the old style housing for better dome ventilation, better water
drainage, and a new method for opening doors with bad locks, without destroying
/damaging the housings.
. Independent rechargeable power source.
. System can distinguish between the PDT and any other devices and will not open the
solenoid if the correct device is not used.
including three (3) day's
$7,500.
(No Charge)
POM Inc. Proposal I included the following:
. Complete Housing with compatible vault door with SmartLock system - $167.99 ea.
. Locks require hard wiring to the meter mechanism and a signal from the mechanism.
Page 5
Commission Memo
January 9, 2002
Continuation:
. No Software package or training cost included. (City has current system)
. Did not address the requirements for new improvements specified in the RFP.
. No independent rechargeable power source, system work off the meter batteries
· System cannot distinguish between the PDT and other devices and will open the
solenoid if an incorrect device is used; solenoid can be opened with a battery and two
wires.
POM Inc. Proposal II included the following:
. Complete Housing with compatible vault door with SmartLock system, to include
refurbishment of 1,000 Housings, plus freight. $176.80 ea.
Medeco proposal included the following:
. Vault Door with Electromechanical Lock. (No Housing Assembly) $105.00 ea.
. Complete CPU System including MeterSecure Software. $15,000.
. Single programmable key systems.
. Did not address the requirements for new improvements in the RFP.
. Independent rechargeable power source.
. System can distinguish between the PDT and any other devices and will not open the
solenoid if the correct device is not used.
. Locks are self contained inn the door
On December 12, 2001, the Committee Members met with the three firms for a twenty-
minute presentation, followed by a ten-minute Question and Answer session. The
Committee then deliberated to discuss each firm's presentation and proposal. The
Committee unanimously agreed that the proposal submitted by Duncan Industries Parking
Control Systems Corporation included the most state of the art technology, and will provide
the City, with the most current housing and locking systems (upgrade) at the same price
as the Model submitted in their original proposal.
Accordingly, the Committee agreed that the technology, efficiency and cost effectiveness
was the most important criteria.
The members of the Evaluation Committee ranked the proposals as follows:
Arthur Forgette
Cesar Garcia-Pons
Earl Washington
John Todaro
Joseph Johnson
Ruth Antebi
Duncan
97 (2)
100 (1)
71 (1)
104(1)
98 (3)
88 (1)
Medeco
99 (1)
89 (3)
59 (3)
97 (2)
108 (1)
76 (2)
Pom
85 (3)
91 (2)
62 (2)
90 (3)
99 (2)
67 (3)
Page 6
Commission Memo
January 9, 2002
CONCLUSION:
The recommendation to complete the replacement of the balance of the meter housings,
citywide, with expanded capacity housings fitted with an electronic locking system is the
most efficient and cost effective solution that will enable the Administration to safeguard
the City's parking meter revenue; to provide an efficient collection of parking meter
revenue; to provide improved service to the parking public; to reduce labor costs; to reduce
collection costs; and to improve the aesthetics of the existing 30 year old meter housings
throughout the City.
The Mayor and City Commission should adopt the attached Resolution which Approves
the Appropriation of $1,100,000 from Bond Fund 481, and Authorize the Administration to
enter into Negotiations and if successful, Award a Contract to Duncan Industries Parking
Control Systems Corp., the top-rank firm for providing Parking Meter Expanded Housing
and Electronic Locking Systems for the City's Parking System.
JMG:d:GL
F:\PURC\$ALL\Mirtha\Commission Memos\43-00-01 COMM MEMO JAN 9, 2001.doc