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CC - Approval of Professional Services Agreements with: (1) Turbo Data Systems, Inc. for a Term Ending June 30, 2020 in an Amount Not-to-Exceed $276,100 ($251,000 Base Contract and $25,100 in Change Order Authority) to Provide a Cloud-Based Residential Permit Parking Program Management System; and (2) Tannery Creek Systems for a Term Ending June 30, 2020 in and Amount Not-to-Exceed $268,400 ($244,000 Base Contract and $24,400 in Change Order Authority) to Provide an Electronic Chalking System for Parking Enforcement Vehicles for Automated Parking Enforcement.
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Contact Person/Dept: Gabe Garcia/Public Works
Sgt. William Jackson/Police Department
Phone Number: (310) 253-5633
(310) 253-6262
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/05/15)
Department Approval: Charles D. Herbertson, Public Work Director/City Engineer (10/31/15)
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RECOMMENDATION
Staff recommends the City Council:
1. Approve a professional services agreement with Turbo Data Systems, Inc., for a term ending June 30, 2020 in an amount not-to-exceed $75,000 for the first year and an amount not-to-exceed $44,000 for each of years two through five (for a total of $276,100: $251,000 base contract and $25,100 in change order authority), for a Cloud-Based Residential Permit Parking Program Management System, processing of residential parking permits, and related services; and,
2. Approve a professional services agreement with Tannery Creek Systems, Inc., for a term ending June 30, 2020 in an amount not-to-exceed $124,000 for the first year and an amount not-to-exceed $30,000 for each of years two through five (for a total amount of $268,400: $244,000 base contract and $24,400 in change order authority), for an Electronic Chalking System for two Parking Enforcement vehicles to conduct automated parking enforcement, and related services.
BACKGROUND
On May 26, 2015, the City Council authorized the release of two requests for proposals: (1) for a new online residential Permit Parking Program system (RFP #1562); and (2) a digital chalking and license plate recognition system for automated parking enforcement (RFP #1563). Also the City Council directed the City Manager to include the associated costs and personnel as part of the City Manager’s Proposed Budget for Fiscal Year 2015/2016, based on staff’s estimates.
DISCUSSION
To represent current industry nomenclature, staff modified the project names as follows:
Cloud-Based Residential Permit Parking Program Management System
RFP #1562
Electronic Chalking System for Parking Enforcement Vehicles for Automated Parking Enforcement RFP #1563
The proposals were received on October 8th, 2015.
The following three proposals were received for RFP #1562:
1. Mobile NOW;
2. Phoenix Group Information Systems; and
3. Turbo Data Systems, Inc.
The following proposal was received for RFP #1563:
1. Tannery Creek Systems, Inc.
A ten-member Staff Evaluation Committee (SEC) was formed of representatives from the Information Technology Department (two members), Police Department (four members), and Public Works Department/Engineering Division (four members), who reviewed the proposals and subsequently, on October 22, 2015, evaluated in-person presentations by the respondents and conducted interviews.
The committee unanimously selected Turbo Data Systems, Inc. (TDS) to provide the Cloud-Based Residential Permit Parking Program Management System, and Tannery Creek Systems, Inc. (TCS) to provide the Electronic Chalking System for two Parking Enforcement vehicles to conduct automated parking enforcement.
Turbo Data Systems, Inc.
The City Council’s adopted policy on residential permit parking is a custom-solution for the needs of the residents of Culver City and is set forth in an 86-page document. There is no off-the-shelf permit parking system that fits the needs of Culver City. Therefore, a system which meets the City’s needs will need to be custom-developed. Two of the proposers currently have permit systems deployed, and Turbo Data will have a system deployed with another local government agency prior to implementation of Culver City’s system (if the City Council authorizes the agreement).
Because a Cloud-Based Residential Permit Parking Management System would have had to be custom-developed by any of the respondents, given the uniqueness of Culver City’s system, staff is confident that a system created by TDS will meet the needs of the City. Staff has negotiated a tentative agreement with TDS containing the following provisions:
1. An initial setup fee of $10,000 to be paid over time as follows:
a. $3,333 at the start of development;
b. $3,333 after the successful passing of a Site Acceptance Test (SAT), an exhaustive test of the functional design specifications contained in RFP #1562, and the adopted Procedures and Regulations for Residential Permit Parking Districts (PPP). If the system does not pass the SAT as determined by the unanimous vote of the SEC then the agreement with Turbo Data would terminate without disbursement of a second installment; and,
c. $3,334 after approximately 30 days of successful implementation.
2. At no additional cost to the City, TDS will work with staff for a six month period to further develop enhancements to the system such as: online petitioning, additional metrics, and business permits handling.
Tannery Creek Systems, Inc.
At the close of the RFP, while 39 potential respondents requested the RFP, only TCS submitted a proposal. Based on the City's request for a highly sophisticated solution which required an extensive collaborative effort with the City’s proposed new Permit Parking Program (RFP#1562), it is staff’s opinion that many of the companies that requested the RFP could not meet the requirements in the RFP. One major provision that made responding to the City’s RFP very challenging is the desire to integrate the functionality of the City’s PPP and electronic chalking (parking enforcement) systems.
The license plate recognition and electronic chalking system (LPR/ECS) proposed by TCS is secured by a cloud-based system that will integrate with the current parking enforcement program. The LPR/ECS will be installed on two vehicles that will drive specific routes to enforce time zones and permit parking violations. The vehicles will capture license plate numbers, parked vehicle locations (through GPS), length of vehicle, color, and “virtually chalk” (digitally identify and locate, and store the position of the valve stem) each vehicle. The information will be accessible via laptop computers and handheld citation devices. Using these devices, parking enforcement officers will return to the route at a designated time to verify that vehicles originally identified by the LPR/ECS have either left the location or are subject to citation.
TDS and TCS are financially stable firms experiencing continued growth and expansion; they possess ample experience in the field of parking enforcement. All their references spoke highly of each of them.
The City has had a continued relationship with TDS for over two decades, which has been established through competitive processes through the years. TDS has performed the collection and processing of parking fines and the processing of payments online through a web-based application they developed for Culver City, called Pticket.com. There are also three additional advantages to selecting TDS:
1. The ability to provide vehicular data to portable hand-held ticketwriter devices used by the City which devices were created by TDS.
2. By integrating the systems, the Parking Enforcement Officers hand-held devices will receive, in real-time, residential permit parking data, which will allow them to obtain answers to parking permits questions and make decisions in the field about whether or not to issue citations when they have questions - this is currently not available to them under the existing manual system; and
3. The City can better enforce a requirement that applicants for residential permit parking permits pay all delinquent parking citations prior to obtaining parking permits because such information would be available in Turbo Data’s citation collection database.
Should the City Council approve the proposed agreements, the integrated system is scheduled to be implemented in Spring of 2016.
FISCAL ANALYSIS
The total cost for the first year of service is as follows:
1. Turbo Data Systems, Inc., $75,000. There is adequate funding in Fiscal Year 2015/2016 for this expenditure in account number 10160150.732160. This amount is composed of certain known, as well as estimated amounts.
A. The known amounts total $36,638, they are:
a. A one-time setup fee of $10,000;
b. A monthly service fee for the cloud-based system of $500 per month, or $6,000 per year;
c. A one-time cost of hardware for a self-serve kiosk with two computers, to be located adjacent to the Engineering Division’s public counter, in the amount of $16,638; and
d. A one-time training fee of $4,000.
B. The estimated amount is based on the assumption of the cost to process approximately 3,000 permits during the first year of the agreement, as well as pay for postage to mail notices and correspondence to all participants in the Permit Parking Program. This amount is estimated at $38,362.
Beginning with year two and on, it is estimated that the ongoing annual costs will be approximately $44,000. Staff anticipates that the sale of parking permits will generate approximately $45,000 in revenue, based on the assumption that 75% of the 3,000 permits are purchased at the full rate during the first calendar quarter of the year. Based on staff’s analysis, it is anticipated that the system will be self-sustaining starting with year two.
The Public Works Department will request funding of the ongoing projected cost as part of the annual budget process.
2. Tannery Creek Systems, Inc., $124,000. On May 26, 2015, the City Council approved funding of $120,000 in the adopted Fiscal Year 2015/2016 (account number 10140200.619800). The balance will be funded from the Police Department’s operating budget. This amount is composed of the following amounts.
A. A one-time cost for two complete systems to equip two parking enforcement vehicles, in the amount of $109,000; and
B. A one-time cost for freight, travel incidentals, and equipment and service to interface/integrate with the Cloud-Based Residential Permit Parking Management System, in the amount of $15,000.
Beginning with year two and on, it is estimated that the ongoing annual maintenance and service costs will be approximately $30,000.
Additionally, on May 26, 2015, the City Council authorized the City Manager to include the following in the City Manager’s Proposed Budget for Fiscal Year 2015/2016:
1. Two new Parking Enforcement Officer positions to be dedicated to the operation of two Electronic Chalking System for Parking Enforcement vehicles to conduct automated parking enforcement, in the amount of $160,500;
2. The purchase of two PEO vehicles, two radios, two hand-held Ticket Pro Magic ticketwriters, in the amount of $55,500.
Based on previous analysis presented to the City Council during the meeting of May 26, 2015, staff anticipates that the number of citations issued in residential parking restricted streets for violations of the posted permit parking restrictions, would double the first year. Based on this, the estimated first year revenue is anticipated to be $783,360. After the first year, it is projected that, after paying for all ongoing costs of $190,500, the net revenue would be approximately $195,672.
The Electronic Chalking System for Parking Enforcement vehicles to conduct automated parking enforcement would, therefore, be self-funding beginning in year two (2).
The Police Department will request funding of the ongoing projected cost as part of the annual budget process.
ATTACHMENTS
None
RECOMMENDED MOTIONS
That the City Council:
1. Approve a professional services agreement with Turbo Data Systems, Inc., for a term ending June 30, 2020, in an amount not-to-exceed $75,000 for the first year and an amount not-to-exceed $44,000 for each of years two through five, (for a total of $276,100: $251,000 base contract and $25,100 in change order authority) for a Cloud-Based Residential Permit Parking Program Management System, processing of residential parking permits, and related services; and,
2. Authorize the Public Works Director/City Engineer to approve Change Orders for an amount not-to-exceed $7,500 during the first year of the agreement and an amount not-to-exceed $4,400 each of years two through five (10% of the respective years of the Agreement); and,
3. Approve a professional services agreement with Tannery Creek Systems, Inc., for a term ending June 30, 2020, in an amount not-to-exceed $124,000 for the first year and an amount not to exceed $30,000 for each of years two through five (for a total amount of $268,400: $244,000 base contract and $24,400 in change order authority), for an Electronic Chalking System for two Parking Enforcement vehicles to conduct automated parking enforcement, and related services; and,
4. Authorize the Chief of Police to approve Change Orders for an amount not-to-exceed $12,400 during the first year of the agreement and an amount not-to-exceed $3,000 for each of years two through five (10% of the respective years of the Agreement); and,
5. Authorize the City Attorney to review/prepare the necessary documents; and,
6. Authorize the City Manager to execute such documents on behalf of the City.