Item 6-E
Council Meeting: June 22, 1999
Santa Monica, California
T0: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute a Contract with Sentry Control Systems in the Amount of $158,946.25 to Provide a Parking Access and Revenue Control System for the Civic Auditorium Parking Lot
INTRODUCTION
This report recommends that City Council award a contract for the purchase and installation of a new parking access and revenue control system for the Civic Auditorium
Parking lot to replace outdated equipment.
BACKGROUND
The current parking lot access control and revenue equipment, installed in 1990, requires frequent repairs and is not Y2K compliant. A technical consultant, Walker Parking Consultants, was selected to prepare plans and specifications for a new system, evaluate systems currently on the market and to oversee the installation of a new computerized parking access and revenue control system for the Civic Auditorium Parking Lot.
A Notice Inviting Proposals for a new system consisting of a base set of equipment and alternates including an option to lock in a five (5) year maintenance agreement was published on April 22 and 29, 1999 in the Argonaut newspaper. In addition, four companies were contacted directly. Three proposals were received in the office of the Event Facilities Manager on May 14, 1999. The proposals are as follows:
| ASSI | SENTRY | WPS | |
| Base Bid: | $168,840.00 | $144,000.25 | $124,733.00 |
| Alternate B: credit for dismantling existing parking booths | - 2,400.00 | - 1,000.00 | - 1,000.00 |
| Alternate D: traffic control spikes @ 4th. St. | 900.00 | 1,500.00 | $ 2,950.00 |
| Alternate E: ACS gated entry @ staff lot | 7,725.00 | 14,446.00 | $ 12,000.00 |
|
$175,065.00 | $158,946.25 | $138,683.00 |
| Alternate A: 5yr. Maintenance Agreement | 108,000.00 | $ 34,500.00 | $ 60,000.00 |
|
$283,065.00 | $193,446.25 | $198,683.00 |
The three submitted proposals were evaluated, reference checks were conducted and SENTRY was ranked as the superior proposer. WPS was the lowest bidder but the company cannot provide an acceptable validation system and the cost of their maintenance agreement is excessive. The SENTRY proposal offers the lowest proposal pricing for the long term operation of the equipment with the inclusion of a guaranteed price on the five (5) year maintenance agreement.
The option for a five year maintenance agreement will be exercised upon the signing of this contract beginning immediately after the one (1) year warranty expires.
BUDGET/FINANCIAL ANALYSIS
Funds required for this project are :
|
$ 158,946.25 |
|
$ 23,842.00 |
| $ 182,788.25 |
Funds are available in the following accounts:
| 32-740-621-20097-8900-99567 | $165,089.00 |
| 01-400-511-00000-4401-00000 | $ 13,800.00 |
| 77-210-610-00000-4401-00000 | $ 3,900.00 |
RECOMMENDATION
It is recommended that the City Council authorize the City Manager to negotiate and execute a contract with Sentry Control Systems to provide a Parking Access and Revenue Control System for the Civic Auditorium Parking Lot in an amount not to exceed $182,788.25.
Prepared by:
Barbara Stinchfield, Community and Cultural Services Director
Carole A. Curtin, Event Facilities Manager
Alana M. Handman, Event Facilities Event Supervisor
Pam Wortham, Purchasing Agent