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2002-24815 Reso RESOLUTION NO. 2002-24815 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING, BY 5/7THS VOTE, THE WAIVER OF FORMAL COMPETITIVE BIDDING, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND AUTHORIZING THE ADMINISTRATION TO NEGOTIATE A PURCHASE ORDER WITH ROYCE PARKING CONTROL SYSTEMS, INC., SOUTH FLORIDA'S SOLE DISTRIBUTOR OF FEDERAL A.P.D. PARKING EQUIPMENT, IN AN AMOUNT NOT TO EXCEED $132,262, FOR THE UPGRADE OF SOFTWARE/HARDWARE OF PARKING REVENUE CONTROL EQUIPMENT, FEE COMPUTERS, INCLUDING THE INITIATION OF "SMART CARD" ACCEPTANCE AT ALL SAID FACILITIES; APPROVING AN APPROPRIATION AND ESTABLISHING A WORK ORDER FROM PARKING REVENUE BOND FUND No. 481, IN THE AMOUNT OF $96,849, FOR PARKING ENTERPRISE FUND FACILITIES; AN ADDITIONAL AMOUNT OF $6,740 IS AVAILABLE FROM 7TH STREET GARAGE FUND BUDGET ACCOUNT NO. 142.6976.000342; AND AN APPROPRIATION FROM REDEVELOPMENT AGENCY (RDA) ACCOUNT NO. 463.1990.101201, IN THE AMOUNT OF $28,673, FOR THE 16TH STREET [ANCHOR] GARAGE. WHEREAS, the City's Parking Department has parking revenue control software, hardware, equipment, and fee computers at all municipal parking garages; and WHEREAS, the Parking Department recommends the upgrade of said revenue control software, hardware, and equipment in order to upgrade the system to state-of-the-art equipment; and WHEREAS, the recommended system upgrades will provide enhanced reporting processes, including increased speed of the system; and WHEREAS, the Parking Department has developed a "Smart Card" program currently honored at parking meters and on the Electrowave; and WHEREAS, there is a significant value-added convenience in honoring said Smart Cards at all municipal parking garages; and WHEREAS, the recommended upgrades and improvements will allow for both technological compatibility and the increased convenience of Smart Card acceptance at all municipal garages; and WHEREAS, Royce Parking Control Systems, Inc. is the sole distributor of Federal A.P.D. for South Florida; and WHEREAS, the City could competitively bid for other types of revenue control equipment; however, the Administration does not deem that this is in the best interest of the City because it would not integrate with the current systems in place; and WHEREAS, the Administration recommends a waiver of the competitive bidding process, by a 5/7ths vote, finding such waiver is in the best interest of the City. 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 authorize, by 5/7ths vote, the waiver of formal competitive bidding, finding such waiver to be in the best interest of the City, and authorize the Administration to negotiate a Purchase Order with Royce Parking Control Systems, Inc., South Florida's sole distributor of Federal AP.D. parking equipment, in an amount not to exceed $132,262, for the upgrade of software/hardware of parking revenue control equipment, fee computers, including the initiation of "Smart Card" acceptance at all said facilities; approving an appropriation and establishing a Work Order from Parking Revenue Bond Fund No. 481, in the amount of $96,849, for Parking Enterprise Fund facilities; an additional amount of $6,740 is available from 7th Street Garage Fund Budget Account No. 142.6976.000342; and an appropriation from Redevelopment Agency (RDA) Account No. 463.1990.101201, in the amount of $28,673, for the 16th Street [Anchor] Garage. PASSED and ADOPTED this 10th qayqf Apr11~ 2002. MAYOR Attested by: ~(p~ CITY CLERK APPROVED AS TO FORM & LANGUAGE a FOR EXECUTION T:\AGENDA\2002\APR1002\CONSENnsmartrevcon.res.doc 11. ~ ~-3-()Y ~.,... ..-!<'....... PARKING CONTROL SYSTEMS1 INC. Telephone 954.966.3903 Fax 954.966.2085 Located at: 2411 SW 58th Terrace, Hollywood, fl33023 Toll Free 1.800.683.0134 Mailing Address: P.O. Box 5057, Hollywood, Fl33083 Tuesday, March 19,2002 City of Miami Beach Parking Department 777 17th Street, Miami Beach, FL. Attention: Mr. Chuck Adams Assistant Director of Parking 2/20/2002 RE: Initiation of "Smart Cards" and related issues Dear Mr. Adams: I am very concerned that I may overly complicate the smart card issue however, you and I have had a long tenn understanding that I will present the issues and you will make (infonned) decisions. That being understood I put in note fonn everything that you need to consider before deciding what to do regarding implementation of the Smart Cared for off street parking. > Federal APD designed the interface for the Smart Card around current production items. Long story short, the onlv location vou have that is up to that standard is 13th and Collins. > Your equipment ranges in age fonn 1995- 2002. > Recently we sent you a letter stating that there have been numerous changes since your original purchase and current production models. More importantly, at some point in the very near future we will be unable to repair certain items. Most notably the bursters and transport mechanisms (contained in the fee computer validator machines and the ticket dispensers). > Early on we distributors and some customers (The City of Miami Beach included) had complaints about the overall speed of the system, and the delicacy of the (precision) machinery. To their credit Federal APD did what they could to improve the entire magnetic stripe product line. In some cases changing suppliers, others went out of business, and also over time the microchips become dated and had to be superceded by later models. I think it obvious that if you consider how difficult it would be to fmd parts for a "386 computer" today you will better understand the intent of this letter. > Where we are today considering making some upgrades to the system to accommodate the smart card I strongly suggest (urge) you to consider (upgrading) the entrre system. That in mind I may also point out that I am sure to secure more favorable pricing for this entire endeavor if not for the stature of the City of Miami Beach but simply because of a larger order! > On the following page is a (hopefully) complete list of what we would need to accomplish the following. 1. Have all equipment standardized, hardware, software, and finnware (chipsets) 2. Incorporate the smartcard at all locations 3. Have the ability to use "on line" validations at all locations 4. Have the ability to accept prepaid (or at least pre-issued) tickets at all locations as you can at thirteenth and Collins. 5. Finally I need to make the point that some of this is preordained to happen somewhere in the near future. I do not want to implement any of this as an emergency, but would rather do this while incorporating the Smart Card. BASED on THE LIST of EQUIPMENT at THE VARIOUS GARAG~S 17th Street, S lanes in 4 out. S PC Board Assemblies for SST Ticket Dispenser CPU 4 PC Board Assemblies for Auditor Power Pad Fee Computer (platform C) CPU 4 Firmware, Power Pad Platform English Version C (ROMs) 4 InteIlicard Interfaces (reader NOT included) 9 SST Transport Assemblies HP 1 SA East Lot, 3 lanes in, 3 lanes out (including reversible). 3 PC Board Assemblies for SST Ticket Dispenser CPU 3 PC Board Assemblies for Auditor Power Pad Fee Computer (platform C) CPU 3 Firmware, Power Pad Platform English Version C (ROMs) 3 Intellicard Interfaces (reader NOT included) 6 SST Transport Assemblies HP 1 SA West Lot, 3 lanes in, 3 lanes out (including reversible). 3 PC Board Assemblies for SST Ticket Dispenser CPU 3 PC Board Assemblies for Auditor Power Pad Fee Computer (platform C) CPU 3 Firmware, Power Pad Platform English Version C (ROMs) 3 Intellicard Interfaces (reader NOT included) 6 SST Transport Assemblies HP 1 7th Street Garage, Two lanes in, tWo lanes out, center reversible. 2 PC Board Assemblies for SST Ticket Dispenser CPU 2 PC Board Assemblies for Auditor Power Pad Fee Computer (platform C) CPU 2 Firmware, Power Pad Platform English Version C (ROMs) 2 Intellicard Interfaces (reader NOT included) 4 SST Transport Assemblies HP 1 42nd Street Garage, two lanes in, one lane out cashiered. 2 PC Board Assemblies for SST Ticket Dispenser CPU 1 PC Board Assemblies for Auditor Power Pad Fee Computer (platform C) CPU I Firmware, Power Pad Platform English Version C (ROMs) 1 InteIlicard Interfaces (reader NOT included) 3 SST Transport Assemblies HP 1 , , Iwo 0000 000 o 0101~ <000 OOO~ (0011) OOON ~01O !~w ~cici<ci C'i.oN a:iciciN N.o"": ia:::O <o~o~ II)N~ ~ COIII)I<O ~~~ IQ. 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GI ~ & I I ITEM # QTY DESCRIPTION UST UST DISTCOUNT SELL PRICE PRICE EXTENDED -40.00% EXTENDED I 7TH and COWNS I NPN 2 INTELLlCARD READER $ 350.00 $ 700.00 NA $ 700.00 NPN 2 INTELLlCARD INTERFACE $2,400.00 $ 4,800.00 1.920.00 $ 3.120.00 86-24125 2 FIRMWARE,PPAO PLATFORM C ROMS $1.775.50 $ 3.551.00 1.420.40 $ 2,308.15 $ 9,051.00 3,340.40 $ 6,128.15 " i "i ''; CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY m - Condensed Title: Appropriate, approve, and establish a work order in the amount of $132,262; $96,849 for the Parking Enterprise Garages, $6,740 for the 7th Street Garage, and $26,673 for the 16th Street [Anchor] Garage for the upgrade of software/hardware for parking revenue control equipment; further approving the waiver of the formal competitive bidding and authorizing the Administration to negotiate a purchase order with Royce Parking Control Systems, Inc., South Florida's sole distributor of Federal AP.D. Parking Equipment. Issue: Should the City approve and appropriate $132,262 for the upgrade of revenue control equipment system- wide; waive the competitive bidding process by a 517th vote; authorize a purchase order to Royce Parking Control Systems, Inc., South Florida's sole distributor of Federal AP.D Parking Equipment? Item Summary/Recommendation: The existing parking revenue control software/hardware, and equipment requires upgrading in order to maintain pace with progressing technology, and initiation of the acceptance of the Parking Smart Card/Credit Cards as a payment method at all said garages. Waiver of the competitive bidding process is recommended due to Federal A P. D/Royce being the only manufacturer compatible with the City's existing system. The Administration recommends approval of the resolution. ADOPT THE RESOLUTION. Adviso Board Recommendation: Endorsed by the Transportation and Parking Committee on April 1, 2002. Financial Information: Amount to be expended: $132,262 Finance Dept. Funds are available from Parking Revenue Bond Fund 481. Funds are available from 7th Street Garage Fund Account No. 142.6976.000342 Funds are available from Redevelopment Agency (RDA) Account No. 463.7000.101201 * Note: Includes 10% contingency w Source of Funds: SF G~~ CMC aft- PW JMG J~ AGENDA ITEM DATE C,1K. 4"-10-0'-. CI1Y HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.ci.miami-beach.f1.us CITY OF MIAMI BEACH Mayor David Dermer and Date: April 10, 2002 Members of the City Commission Jorge M. Gonzalez ~ . A~ City Manager () ~"O A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING, BY 5nTHS VOTE, THE WAIVER OF FORMAL COMPETITIVE BIDDING, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND AUTHORIZING THE ADMINISTRATION TO NEGOTIATE A PURCHASE ORDER WITH ROYCE PARKING CONTROL SYSTEMS, INC., SOUTH FLORIDA'S SOLE DISTRIBUTOR OF FEDERAL A.P.D. PARKING EQUIPMENT, IN AN AMOUNT NOT TO EXCEED $132,262, FOR THE UPGRADE OF SOFTWARE/HARDWARE OF PARKING REVENUE CONTROL EQUIPMENT, FEE COMPUTERS, INCLUDING THE INITIATION OF "SMART CARD" ACCEPTANCE AT ALL SAID FACILITIES; APPROVING AN APPROPRIATION AND ESTABLISHING A WORK ORDER FROM PARKING REVENUE BOND FUND No. 481, IN THE AMOUNT OF $96,849, FOR PARKING ENTERPRISE FUND FACILITIES; AN ADDITIONAL AMOUNT OF $6,740 IS AVAILABLE FROM 7TH STREET GARAGE FUND BUDGET ACCOUNT NO. 142.6976.000342; AND AN APPROPRIATION FROM REDEVELOPMENT AGENCY (RDA) ACCOUNT NO. 463.1990.101201, IN THE AMOUNT OF $28,673, FOR THE 16TH STREET [ANCHOR] GARAGE. ADMINISTRATION RECOMMENDATION To: From: Subject: COMMISSION MEMORANDUM Adopt the resolution. FUNDING $132,262 Funding in the amount of $96,849 is available from Parking Revenue Bond Fund 481; $6,740 is available from 7TH street Garage Fund Account No. 142.6976.000342; $28,673 is available from Redevelopment Agency (RDA) Account No. 463.7000.101201; for upgrading software/hardware of the parking revenue control equipment at all Municipal parking garages, including the initiation of the acceptance of the "Smart Card" at all said facilities. This estimate includes a 10% contingency. Commission Memorandum Apri/10, 2002 Page 2 ANALYSIS: At this time, it is prudent to upgrade all software/hardware of the parking revenue control equipment in order to maintain compatibility with progressing state-of-the-art technology. The existing software is in need of upgrade in order to expand its processing and reporting capabilities. Moreover, the existing hardware is rapidly becoming outdated equipment, which will soon be obsolete making replacement parts/components scarce. An itemized listing, by facility, of all software, hardware, and firmware to be upgraded is attached. The recommended upgrades will achieve the following: - All equipment will be standardized (software, hardware, and firmware). - Incorporate the use of the CMB Parking Meter "Smart Card" and Credit Cards" at all revenue control locations. - Ability to use on-line validations at all revenue control locations. - Ability to accept pre-paid (or at least pre-issued) tickets at all locations. The aforementioned upgrades would eventually be required at some point in the near future. It is prudent at this time since it is necessary in order to initiate the smart card/credit card acceptance at all revenue control facilities. Furthermore, "Royce" Parking Control Systems, Inc. is the sole distributor for Federal AP.D. parking revenue control equipment in South Florida. The City's parking revenue control system [Federal AP.D.] was procured through "Royce". Consistent with the Commission action of October 17, 2001, whereby the Mayor and Commission waived the competitive bidding process due to the fact that the only manufacturer of parking revenue control equipment that would be, compatible with the existing system is Federal AP.D. The competitive bidding process would only potentially yield a parking revenue control competitor providing a system that would not be compatible with the existing system and thus inefficient. Therefore, it is recommended that the Mayor and Commission waive the competitive bidding process by a 5/7ths vote. CONCLUSION: In conclusion, the Administration recommends that the Mayor and City Commission approve and authorize an appropriation from Parking Revenue Bond Fund 481 and establish a work order in the amount of $96,849 for parking enterprise fund facilities; an additional amount of $6,740 is available from ih Street Garage Fund Budget Account No. 142.6976.000342; and an appropriation from the Redevelopment Agency (RDA) Account No. 463.7000.101201 in the amount of $28,673 for the 16th Street [Anchor] Garage; further authorizing by a 5/7th vote for the waiver of the formal competitive bidding process and authorizing the Administration to negotiate a purchase order with Royce Parking Control Systems, Inc., South Florida's sole distributor of Federal A.P.D. Parking Equipment, in an amount not to exceed $132,262 for the upgrade of software/hardware of parking revenue Commission Memorandum Apri/10, 2002 Page 3 authorizing the Administration to negotiate a purchase order with Royce Parking Control Systems, Inc., South Florida's sole distributor of Federal A.P.D. Parking Equipment, in an amount not to exceed $132,262 for the upgrade of software/hardware of parking revenue control equipment, fee computers, including the initiation of the "Smart Card" acceptance at all said facilities. JMG/~ F:\PING\$ALL\SAUL\COMMRESO\SMARTCON-CME.doc