2001-24366 RESO
RESOLUTION NO. 2001-24366
A RESOLUTION OF THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA,
AUTHORIZING THE ISSUANCE OF A REQUEST FOR
PROPOSALS (RFP) FOR PROVIDING PARKING METER
EXPANDED HOUSINGS AND ELECTRONIC LOCKING
SYSTEMS FOR THE CITY'S PARKING SYSTEM.
WHEREAS, on September 14, 1999, the Mayor and Commissioners 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 POM/Worldwide
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, expanded housings, which have increased capacity, up to 40%, have resolved
coin jams and translated into increased revenues; 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 Committee endorsed
the use of parking revenue bonds to fund the acquisition of expanded parking meter housings for
the balance of the parking meter inventory; and
WHEREAS, on December 4, 2000, the Transportation and Parking Committee endorsed the
use of parking revenue bonds to fund the acquisition of expanded parking meter housings for the
balance of the parking meter inventory.
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 herein authorize the issuance of a Request for Proposals (RFP) for providing parking
meter expanded housings and electronic locking systems for the City's parking system.
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CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
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COMMISSION MEMORANDUM NO. ;;'tS-O/
TO:
Mayor Neisen O. Kasdin and
Members of the City Commission
DATE: May 16, 2001
FROM:
Jorge M. Gonzalez
City Manager
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SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF
REQUEST FOR PROPOSALS (RFP) FOR PROVIDING PARKING METER
EXPANDED HOUSINGS AND ELECTRONIC LOCKING SYSTEMS FOR
THE CITY'S PARKING SYSTEM.
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
ANALYSIS:
On September 14, 1999, the Mayor and Commissioners 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 POM/Worldwide Parking, Inc.
The installation of the initial 5,000 expanded parking meter housings was completed in areas of
highest utilization, predominantly south of23rd StreetlDade Boulevard, both the 41st Street and 71 st
Street corridors were also converted due to their high use. This initiative has proven to be successful.
Coin jams rendering the meter inoperable were commonplace with the standard housings. The
expanded housings, which have increased capacity, up to 40%, have resolved this issue. The
expanded meter housings has also translated into increased revenues.
The second phase of the project is to convert the remaining active parking meter inventory from the
conventional housing to the expanded housings. It is important to note that this initiative is not
reactionary. It is a proactive approach to insure the balance of the parking meter system operates at
its most efficient levels. Currently, coin jams in parking meters are not excessive in either
conventional or expanded housings; however, at this time, it is an appropriate improvement and will
provide systemwide conformity for all housings.
On November 27, 2000, the Joint Land Use and Finance Committee endorsed the use of parking
revenue bonds to fund the acquisition of expanded parking meter housings for the balance or'the
parking meter inventory. Subsequently, on December 4, 2000, the Transportation and Parking
Committee also endorsed this recommendation.
AGENDA ITEM c.. 77
DATE S' -(& -(JL
The following are the components to be included in the request for proposals:
Scope:
The City of Miami Beach is seeking the purchase of 5,000 new parking meter housings with high
capacity coin box capabilities and an improved electronic vault locking system. The housings will
be purchased without dome locks. The upper housings must accept our current locking rod
assemblies and locking shields (Duncan Part No. 79001 or POM Part No. 108-816).
The housings must withstand a wide range of weather conditions including high heat, humidity, cold,
rain, high winds and a high concentration of airborne salt and sand. The components of the upper
housing must be compatible and interchangeable to the components of our present stock ofPOM
Model 95 housings.
Our present vault locking system involves approximately 80 combinations of keys and draws power
off the meter mechanism battery. Our goals are to simplifY this system and cut down costs. We are
looking for a rechargeable, programmable single key system. This will eliminate changing or
recharging of individual batteries and render the single key useless, if lost. The "key" should be
connected to a light weight brick type Data Collecting Terminal (DCT) or through a Portable Data
Terminal (PDT) such as the Husky FS3. Either device must be down loadable and up loadable
through a recharging cradle.
In the future, we rnay replace our present Smartlock system with the new locking system. For this
reason, the lock and electronics should be self contained within the vault door. The system must be
adaptable and compatible to the present POM Model 95 high capacity housings we now employ.
Changing the locking system on our present housings should be as simple as changing the doors.
Doors should be mounted to housings using existing hardware and brackets. Modifications of the
vault doors will be the sole responsibility of the proposer.
A price must be provided per unit for each of the following item or items as stated below:
I. Complete housing (without door).
2. Vault door compatible with our present locking system (pOM Smartlock).
3. Vault door with locking system of Proposer's choice.
4. Complete housing, including door:
a. Compatible with POM Smartlock.
b. With locking system of Proposer's choice. Doors alone with locking system
of Proposers choice.
The following are the minimum requirements and/or specifications for the new expanded housings
and their components. These should be used as a guide and considered "minimums". The City will
consider any improvements and suggested additional features not mentioned here in its evaluation
of the proposals. Major concerns include the reduction of condensation in meter housings, better
drainage of water and an easier method for opening the vault door when the lock is damaged.
REQUIREMENTS/SPECIFICATIONS:
A. UPPER HOUSINGS:
1. Must accommodate the POM Model APM - E electronic mechanism and all like
mechanisms.
2. Housings must be made of Ductile cast iron with minimum 50,000 psi tensile
strength.
3. Upper housing must mount to lower housing with four 1/4" cap screws.
4. Access to upper housing must be gained through a separate lock and key and not
allow access to lower housing (vault) area.
5. Housing must accept our current locking rod assemblies and locking shields (Duncan
Part No. 79001 or POM Part No. 108-816).
6. Coin box should not be accessible through upper housing.
7. Housing cap assembly must interlock securely with upper housing at four corners.
Lugs must butt against housing to insure tight fit when locked. There must be less
than .030 inches of clearance between cap assembly and upper housing. Cap should
also overlap a raised lip on top of upper housing.
8. Coin chute of upper housing must overlap extended coin box chute in such a way to
prevent coins from falling around coin box.
9. Upper and lower housing must have drainage holes to prevent water from collecting
in housing.
B. LOWER HOUSINGSN AULT AREA
1. Lower housings must be made of one piece integral casting of ductile iron with
minimum 50,000 psi tensile strength.
2. Housings must be mountable to meter posts or yolks (Duncan Part No. 69116-
003) using existing fastener assemblies (Duncan Part No. 63035 or equivalent).
3. Vault walls must be at least 1/4 inches thick.
4. Vault door is to be secured to lower housing by two opposing cam activated
hardened steel bars.
5. Vault must accommodate our present high capacity coin boxes (Duncan part
# 69208). Tolerance between door and housing opening must not exceed .030
inches.
6. When opened, door will present coin box at approximately 45 degree angle for
easy removal.
7. Wording for instruction plates on vault doors will be provided by City.
C. COIN BOXES
1. Coin boxes should work in our present canister receptacles (Duncan Part No. .
#65005-6).
2. Coin boxes should be sealed, lockable and made of cycolac or equivalent material.
3. Coin box capacity should be equivalent to approximately $60.00 in U.S. quarters.
4. Coin boxes and locks should be "worked" and lubricated to ensure smooth
operation and locking.
5. The city will provide lock combinations for the coin boxes.
6. Coin boxes should be shipped separately from housings.
D. DOME GLASS
1. Must be flat faced style, made of Lexan or polycarbonate material and have UV
protection to prevent yellowing.
2. Should have some kind of venting system to cut down on condensation.
3. Should be sealed to cap with sponge gasket.
E. VAULTLOCKS
I. Each lock must be self contained within the door.
2. There should be no electrical connection(s) to the meter mechanism or housing.
3. The locks should not be energized when not in use.
4. All electronics must be self contained in the door and must be insulated from the
housing and protected from the elements with some sort of protective coating.
5. Locks must be able to distinguish between the DCT or PDT and other electronic
devices designed to attack the circuitry of the locks. Encrypted code should be used
between the lock and the DCT device to verifY the proper device is being used to
open the locks.
6. Locks should have been cycle tested and proven capable of performing a minimum
of 50,000 cycles without signs of improper or excessive wear.
7. Lock cylinder should be recessed in vault door.
8. Mechanical portion of lock must utilize a multi-pin tumbler mechanism with
stainless steel pins.
9. Key cord should be reinforced and strain relieved at the ends either with a
clipping device or an overmo1d from the key and PDT plug.
F. SYSTEM HARDWARE
1. Proposer will provide a complete CPU system with software and database of
lock serial numbers pre-loaded.
2. Proposer will provide 18 PDT's and/or 18 DCT's preloaded with appropriate
software.
3. Proposer will provide 2 extra key cords for every terminal (54 in total)
4. Proposer will provide a recharging station for every terminal.
5. Proposer will provide all necessary hardware including cables and power supplies.
G. SYSTEM SOFrW ARE
1. Must be PC based and Network Compatible.
2. Program should work in a Windows 95 and Windows 2000 environments, be user
friendly and menu driven.
3. All programming should be done at the PC level and downloaded to the PDT and/or
DCT.
4. System information and data should be in database format for easy manipulation to
customize reports.
5. Manipulation of data should be at the PC level only.
6. All software and system codes used are to be exclusive and unique to the City of
Miami Beach and will become the property of the City.
7. Software in both the PC and portable terminals should have multiple levels of
security and access for different users.
8. Software should have ability to list meters in following hierarchy: Days (1 to 20),
Areas, Individual meters.
9. Proposer will provide database of all lock numbers pre-loaded into system.
10. System should produce multiple reports on lock inventory, assignments to meters,
unopened and uncollected meters and personnel assignments.
H. PDTillCT PROGRAMMING
1. Portable terminals should communicate with the PC through a cradle that also
recharges the battery of the unit.
2. Software should be programmable to only open doors at specified times.
3. The DCT and/or the PDT should have an automatic time out parameter that would
require logging in with a password to again to use the terminals.
4. Information collected by the PDT and/or DCT will be uploaded to the PC.
5. Number of menu selections needed to perform a function with the PDT should
be kept to a minimum.
6. Software give the technician the ability to go directly to a specific meter or lock
number without having to scroll through entire inventory.
7. Software should enable the technician to input post numbers and maintenance
data without scrolling.
8. Should be programmable for a 20 day collection cycle.
9. Both PDT and DCT should record all operational data including but not limited to
lock assignments, times and locations of all transactions, notation of personnel
performing transaction and unauthorized attempts to open the vault door.
10. At PC level, software should detect and notifY of repeated entries into the same
lock or of skipped meters (scheduled meters that were not collected).
11. Successful proposer will provide manuals, exploded diagrams and parts lists
for every aspect of the system where available.
12. The City is looking for a multi-year warranty against manufacturers defects in
original materials, including parts and workmanship under normal use and
operating conditions.
I. PAINTIFINISH
1. Meter color should be dark grey.
2. Raw castings should have gone through a minimum 5-step cleaning process
including an acid bath ofthe raw casting.
3. The process should include a chemical coating to slow corrosion in case of
paint damage.
4. Housings are to be painted with a high quality, elector-statically applied powder paint
at a thickness of at least 3 mills thick.
5. All parts are to be cured before assembly and shipment.
6. Housings should pass the ASTM-BL17 1000 hour salt spray resistance to corrosion
test.
7. Proposer must give a multi-year guarantee against corrosion for a minimum period
of at least three years.
EVALUATION/SELECTION PROCESS: CRITERIA FOR EVALUATION
The procedure for proposal evaluation and selection is as follows:
1.
Request for Proposals issued.
2.
Receipt of proposals.
3.
Opening and listing of all proposals received.
4.
An Evaluation Committee, appointed by the City Manager, shall meet to evaluate
each proposal in accordance with the requirements of this RFP. If further
information is desired, proposers may be requested to make additional written
submissions or oral presentations to the Evaluation Committee.
5.
The Evaluation Committee shall recommend to the City Manager the proposal
or proposals acceptance of which the Evaluation Committee deems to be in
the best interest of the City.
The Evaluation Committee shall base its recommendations on the following
factors:
A. Quality of materials and workmanship.
B. Technology, efficiency, and cost effectiveness.
C. Warranties.
D. Evidence of financial stability.
E. Price per unit.
F. Experience and qualifications.
G. References.
6.
After considering the recommendation(s) of the Evaluation Committee, the City
Manager shall recommend to the Mayor and Commission the proposal or proposals
acceptance of which the City Manager deems to be in the best interest of the City.
7.
The City Commission shall consider the City Manager's recommendation(s) in light
of the recommendation(s) and evaluation of the Evaluation Committee and, if
appropriate, approve the City Manager's recommendation(s). The Mayor and
Commission may reject City Manager's recommendation(s) and select another
proposal or proposals. In any case, the Mayor and Commission shall select the
proposal or proposals acceptance of which the Mayor and Commission deems to be
in the best interest of the City. The City Commission may also reject all proposals.
8.
Negotiations between the selected proposer and the City Manager take place to arrive
at a contract. If the Mayor and Commission has so directed, the City Manager may
proceed to negotiate a contract with a proposer other than the top-ranked proposer if
the negotiations with the top-ranked proposer fail to produce a mutually acceptable
contract within a reasonable period oftime.
9.
A proposed contract or contracts are presented to the Mayor and Commission for
approval, modification and approval, or rejection.
10.
If and when a contract or contracts acceptable to the respective parties is approved
by the Mayor and Commission, the Mayor and City Clerk sign the contract( s) after
the selected proposer(s) has (or have) done so.
Important Note: By submitting a proposal, all proposers shall be deemed
to understand and agree that no property interest or legal right of any kind shall
be created at any point during the aforesaid evaluation/selection process until
and unless a contract has been agreed to and signed by both parties.
CONCLUSION:
The Administration recommends that the Mayor and Commission authorize the issuance of the
Request for Proposals (RFP) for expanded parking meter housings and electronic locking systems
for the City of Miami Beach Parking System.
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