2007-26442 Reso
RESOLUTION NO. 2007-26442
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER
PERTAINING TO THE RANKING OF FIRMS PURSUANT TO REQUEST
FOR PROPOSALS (RFP) NO. 37-05/06 FOR THE PURCHASE OF SINGLE SPACE
PARKING METER MECHANISMS FOR THE CITY'S PARKING SYSTEM; AUTHORIZING
THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP-RANKED
FIRM OF MACKAY METERS, INC.; AND SHOULD THE ADMINISTRATION NOT BE
ABLE TO NEGOTIATE AN AGREEMENT WITH THE TOP-RANKED FIRM,
AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH THE SECOND-RANKED
FIRM OF POM, INC.; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK
TO EXECUTE AN AGREEMENT UPON THE COMPLETION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, the Parking System's single space meter plant is composed of electronic
parking meter mechanisms purchased in 1998 from POM, Inc.; and
WHEREAS, at the time of purchase, it was a state-of-the-art system; and
WHEREAS, historically, mechanical parking meter hardware would have of a life of 10 to 20
years, contingent upon its maintenance and upkeep; and
WHEREAS, as technology and associated enhancements move at a much quicker pace,
the existing parking meter mechanisms are, from a technology perspective, outdated; and
WHEREAS, a request for proposals was deemed necessary by the Parking Department to
request a supply of 4,000 single space meter mechanisms; and
WHEREAS, on June 7,2006, the City Commission authorized the issuance of an RFP to
solicit proposals for the purchase of single space parking meters mechanisms for the City's Parking
System; and
WHEREAS, on July 6,2006, RFP No. 37-05/06 was issued and notices sent to over twenty
(20) firms; and
WHEREAS, on the specified due date, the Procurement Division received responses from
MacKay Meters, Inc. and POM, Inc.; and
WHEREAS, on November 7,2006, the City Manager via Letter to Commission (LTC) No.
268-2006, appointed an Evaluation Committee (the Committee), consisting of the following
individuals:
Rocio Rodriguez-Financial Analyst III, City of Miami Beach;
Maria Saboya- Transportation and Parking Committee;
Luis Choter - Director of On-Street Operations, Miami Parking Authority;
Marcel Couso - Parking Operations Manager, City of Miami Beach;
James Sutter -Internal Auditor, City of Miami Beach;
Jeff Lehman -General Manager, National Hotel;
Sabrina Chapman -NLA Graduate; and
WHEREAS, the Committee convened on December 11, 2006, and was provided with an
overview of the project, and information relative to the City's Cone of Silence Ordinance and the
Government in the Sunshine Law; and
WHEREAS, the Committee scored the two (2) firms based on the following criteria, as
outlined in the RFP, for a maximum possible total of 100 points:
. Responsiveness of the Proposal Related to the Scope of Work - 20 points;
. Ability, Capacity. And Skill of the Proposer to Perform the Services on a Timely Basis
- 15 points;
. Responses of Client References - 15 points
. Experience and Qualifications of the Business and Individual Members of the
Business in Accomplishing Similar Services - 15 points;
. Cost Proposal - 25 points;
. Sufficiency of Financial Resources and Ability to Perform the Contract - 10 points;
and
WHEREAS, the Committee unanimously ranked MacKay Meters, Inc. as the top-ranked
firm; and
WHEREAS, the Committee ranked POM, Inc. as the second-ranked firm; and
WHEREAS, the City Manager concurs with the Committee's recommendations.
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 hereby accept the
recommendation of the City Manager pertaining to the ranking of firms pursuant to Request for
Proposals (RFP) No. 37-05/06, for the Purchase of Single Space Parking Meter Mechanisms for the
City's Parking System; authorize the Administration to enter into negotiations with the top-ranked firm
of MacKay Meters, Inc.; and should the Administration not be able to negotiate with the top-ranked
firm, authorize the Administration to negotiate with the second-ranked firm of POM, Inc.; and further
authorize the Mayor and City Clerk to execute an agreement upon conclusion of successful
negotiations by the Administration.
.2007.
PASSED AND ADOPTED this 17th day of January
II 01
Cae
ATTEST:
fA~r PCAAd~
CITY CLERK
Robert Parcher
T:\AGENDA\2007\Jan1707\Consent\SingleSpaceMeterReso.doc
COMMISSION 11Bv1 SUMMAR\'
Condensed Title:
A Resolution Accepting the City Manager's Recommendation Pertaining to the Ranking of Firms for Single
Space Parking Meters, Authorizing the Administration to Enter into Negotiations, and Authorizing the
Mayor and City Clerk to Execute an Agreement for the Purchase of Single Space Parking Meter
Mechanisms for the City's Parkin!:! System.
Ke Intended Outcome Su orted:
Improve the City's overall financial health and maintain overall bond rating; and Improve parking
availability.
Issue:
I Shall the Commission Adopt the Resolution?
Item Summary/Recommendation:
The Parking System's single space meter plant is composed of electronic parking meter mechanisms
purchased in 1998. The system is comprised of electronic parking meter mechanisms; handheld units
(data transfer); meter manager (software); and smart (debit) card capabilities. At the time of purchase, it
was a state-of-the-art system. Historically, mechanical parking meter hardware would have of a life of 10-
20 years contingent upon its maintenance and upkeep. As technology and associated enhancements
move at a much quicker pace, the existing parking meter mechanisms are, from a technology perspective,
outdated.
On June 7, 2006, the City Commission authorized the issuance of an RFP to solicit proposals for the
purchase of single space parking meters mechanisms for the City's Parking System. Request for
Proposals (RFP) NO.37-05/06 was issued for the purchase of meters, and sent to over 20 firms.
Proposals were received from Mackay Meters, Inc. and POM, Inc.
An Evaluation Committee appointed by the City Manager reviewed the proposals, then scored and ranked
the two proposals. Based on the published evaluation criteria, all six Committee Members ranked MacKay
Meters, Inc. as number one, and POM, Inc. as number two.
The Administration recommends approval.
Advisory Board Recommendation:
IN/A
Financial Information:
Source of Amount Account Approved
Funds: 1997 Parking System Reven~;"1
~ 1 $1,795,750 Bond Acct # 481.2152.069358 //
2
3
4
OBPI Total $1,795,750
Financial Impact Summary:
Ci Clerk's Office Le is
Gus Lopez, Procurement
Si n-Ofts:
Department Director
anager
City Manager
SF R
T: \AGENDA\2007~an1707\Consent\MParkingMeterSummary.doc
JMG
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MIAMI BEACH
AGENDA ITEM
DATE
((7 E
/-/7-07
lD MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miomibeachfl.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor David Dermer and Members of the City Commission
Jorge M. Gonzalez, City Manager ~ ~
January 17, 2007 U
A RESOLUTION OF THE MAYOR ANC CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORICA, ACCEPTING THE RECOMMENCATION OF THE
CITY MANAGER PERTAINING TO THE RANKING OF FIRMS PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 37-05/06 FOR THE PURCHASE OF
SINGLE SPACE PARKING METER MECHANISMS FOR THE CITY'S PARKING
SYSTEM; AUTHORIZING THE ACMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP-RANKED FIRM OF MACKAY METERS, INC.,
ANC SHOULC THE ADMINISTRATION NOT BE ABLE TO NEGOTIATE AN
AGREEMENT WITH THE TOP-RANKED FIRM, AUTHORIZING THE
ACMINISTRATION TO NEGOTIATE WITH THE SECONC-RANKEC FIRM OF
POM, INC.; ANC FURTHER AUTHORIZING THE MAYOR AND CITY CLERK
TO EXECUTE AN AGREEMENT UPON THE COMPLETION OF SUCCESSFUL
NEGOTIATIONS BY THE ACMINISTRATION.
ACMINISTRATION RECOMMENCATION
Adopt the Resolution.
FUNDING
$1,795,750.00 Funding is available from the 1997 Parking System Revenue Bond
Account No. 481.2152.069358
KEY INTENDEC OUTCOMES SUPPORTEC
Improve the City's overall financial health and maintain overall bond rating; and Improve
parking availability.
ANALYSIS
The Parking System's single space meter plant is composed of electronic parking meter
mechanisms purchased in 1998 from POM, Inc. The system is comprised of electronic
parking meter mechanisms; handheld units (data transfer); meter manager (software); and
smart (debit) card capabilities. At the time of purchase, it was a state-of-the-art system.
Historically, mechanical parking meter hardware would have of a life of 10-20 years
contingent upon its maintenance and upkeep. As technology and associated enhancements
move at a much quicker pace, the existing parking meter mechanisms are, from a
technology perspective, out dated. The City's current debit card that was dubbed a "smart
card" at that time because of its versatility is now obsolete. Greenwald, the smart card
provider has advised the Parking Department that there are very limited supplies of this type
card as it no longer produced. Therefore, a migration to an updated debit card system is
necessary. This coupled with the fact that new technology in electronic parking meters
provides enhanced processing, security, reporting, operational efficiency, and customer
service are prudent reasons to upgrade this technology.
The City's Parking System is cornprised of approximately 8,400 metered spaces. Of these,
approximately 2,500 have been converted to multi-space pay station spaces at an average
ratio of 10: 1 (single space meter to pay station). The Parking Department calculates that this
ratio will be consistent through Phase II, which entails another 250 pay stations for a total of
500 pay stations citywide. This leaves a balance of approximately 3,400 single space meter
spaces in the system. Therefore, a request for proposals was deemed necessary to request
a supply of 4,000 single space meter mechanisms, to include a 15% contingency for
inventory purposes.
On June 7, 2006, the City Commission authorized the issuance of an RFP to solicit
proposals for the purchase of single space parking meters mechanisms for the City's
Parking System.
RFP PROCESS
RFP No. 37-05/06 was issued and notices sent to over 20 firms, which resulted in the receipt
of two proposals from the following firms:
MacKay Meters, Inc
POM, Inc.
Due to the technical nature of the specifications, there are known to be three suppliers that
could potentially meet the specifications of the mechanisms as outlined in the RFP.
Proposals were received from two of these firms, and the other firm, Duncan Parking
Technologies, Inc., submitted a No Proposal form, indicating they "could not meet the
specifications at the current time."
On November 7,2006, the City Managervia Letter to Commission No. 268-2006, appointed
an Evaluation Committee (the "Committee"), consisting of the following individuals:
Rocio Rodriguez
Maria Saboya
Luis Choter
Marcel Couso
James Sutter
Jeff Lehman
Sabrina Chapman
Financial Analyst III, City of Miami Beach
Transportation and Parking Committee
Director of On-Street Operations, Miami Parking Authority
Parking Operations Manager, City of Miami Beach
Internal Auditor, City of Miami Beach
General Manager, National Hotel
NLA Graduate
The Committee convened on December 11,2006, and was provided with an overview of the
project, information relative to the City's Cone of Silence Ordinance, and the Government in
the Sunshine Law. Sabrina Chapman was unable to attend the meeting. Rocio Rodriguez
was nominated as chairperson of the Committee.
The Committee was instructed to score and rank each proposal pursuant to the evaluation
criteria established in the RFP, which was as follows (total possible 100 points):
. Responsiveness of the Proposal Related to the Scope of Work - 20 points
. Ability, Capacity. And Skill of the Proposer to Perform the Services on a Timely Basis
- 15 points
. Responses of Client References - 15 points
. Experience and Qualifications of the Business and Individual Members of the
Business in Accomplishing Similar Services - 15 points
. Cost Proposal - 25 points
. Sufficiency of Financial Resources and Ability to Perform the Contract - 10 points
The Committee discussed each of the proposals and proceeded to score and rank them as
follows:
Committee Member
Rocio Rodri uez
Maria Sabo a
Luis Choter
Marcel Couso
James Sutter
Jeff Lehman
The Committee unanimously ranked MacKay Meters, Inc. as the top-ranked firm. MacKay's
pricing proposal was detailed and clear, while POM's pricing was not as straight forward,
and required reviewing different sections to acquire the information.
MacKay proposed an all in one solution, with equipment that combined an electronic key and
auditing solution. Their equipment was also deemed more rugged and weatherproof than
that proposed by POM, Inc.
A comparison of the security features of the mechanisms being proposed indicated that
MacKay's meters have more effective loss prevention alternatives designed into their
product than the POM design.
The Parking Department indicated there have been instances of long response times to
service calls to POM for the existing equipment. Committee member Luis Choter, of the
Miami Parking Authority, noted that the City of Miami utilizes Mackay mechanisms and have
experienced very responsive service.
The single space meter program, as proposed, includes parking meter mechanisms that
accept coins and debit cards as well as related software/hardware. In addition, an in-car
meter solution was also solicited; however, neither of the two respondents provided
solutions. An in-car meter is a device that may be used in conjunction with the smart card
program that would allow for the use of the program's refund feature at all single and multi-
space meters. The in-car meter solution shall be integrated with this award at a later date
with a third party vendor.
While MacKay does not manufacture a suitable device to meet the equipment requirement
for an in-car solution, the Administration recommends negotiating with MacKay to cooperate
with the City and a third party vendor, of the City's choice, to accomplish this goal.
Upon approval of this recommendation, the Administration shall require a letter of credit or a
performance bond as a component of the Agreement with the successful firm. This shall be
in the amount equal to the value of implementing a stand alone in-car meter program, or the
estimated loss to the City due to their non-performance, whichever is greater.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the attached
resolution, which recommends the acceptance of the ranking of the firms and authorizes the
Administration to enter into negotiations with the top-ranked firm of MacKay Meters, Inc.; and
should the Administration not be able to negotiate with the top-ranked firm, authorizing the
Administration to negotiate with the second-ranked firm of POM Inc.; and further authorizing
the Mayor and City Clerk to execute an agreement upon the completion of successful
negotiations by the Administration.
T:\AGENDA \2007\Jan 17\Consent\SingleSpaceMeterMemo.doc
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