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Parking Ramp Gate Equipment Procurement Copyright 2014 City of Dubuque Consent Items # 13. ITEM TITLE: Parking Ramp Gate Equipment Procurement SUMMARY: City Manager recommending approval of the selection of Parking Inc. Systems to replace the gate control equipment for the Iowa Parking Ramp and the Five Flags Parking Ramp. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve ATTACHMENTS: Description Type Procurement of New Gate Control Equipment for City Manager Memo Ramps-MVM Memo Staff Memo Staff Memo Gate Equipment Contract for Signature Supporting Documentation THE CITY OF Dubuque DUB E i" Masterpiece on the Mississippi 2007.2012.2013 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Procurement of New Gate Control Equipment for Ramps DATE: October 10, 2016 Parking System Supervisor Tim Horsfield recommends City Council approval of the selection of Parking Inc. Systems to replace the gate control equipment for the Iowa Ramp and the Five Flags Ramp for a cost of $320,887. 1 concur with the recommendation and respectfully request Mayor and City Council approval. Zia/ Mic ael C. Van Milligen MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Tim Horsfield, Parking System Supervisor Dubuque Parking Division 830 Bluff Street THE CITY F OF Dubuque, IA 52009 R an-America City 563-589.4267 DUL 1 I I I I./ www.cityofdubuque.org/parking Masterpiece on the Mississippi 2007 - 2072 -2073 October 11 , 2016 To: Michael C. Van Milligan, City Manager From: Tim Horsfield, Parking System Supervisor Subject: Procurement of New Gate Control Equipment for Ramps Over the past couple of months, we have discussed the precarious situation we are in with the lack of technical support any longer from 3M for our parking equipment. In addition, the availability of parts is pretty well exhausted. This is due to 3M completely closing all operations of the former Federal APD parking systems which they purchased. When we met, you gave us permission to go forward with replacing the equipment in the Iowa Ramp and the 5 Flags Ramp in fiscal year 2017 and then two additional ramps in fiscal 2018. I have received three bids and after visiting sites with each equipment functioning and reference checks, we would like to move forward with Parking Inc. Systems out of Des Moines. Their bid including 1 option for vehicle sensing switches to prevent tailgating out of the ramps is $320,887.00. We received one additional bid from a company called SKIDATA. Their bid was in the amount of $310,237.00. In the SKIDATA bid, we were unable to provide the option for giving change in paper currency and it would be all coin change. This is cumbersome and increases operational cost. In addition, our technicians reviewed equipment from both companies and there was a definite difference in the durability of the equipment with TIBA being the better option by far. Also, reference checks indicated that same conclusion. In addition, in order to potentially save some installation cost, we looked at going to a credit card only for payment options. Many cities around the country are going to this option. Reduces maintenance time in large amounts, no cashing out the machines, eliminates audit trails and most of all reduces the cost by nearly $25,000 per exit lane in a facility. This would be nearly a $75,000 to $100,000 savings in the project costs. After reviewing this with the City Manager and other staff, and researching that nearly 40- 50% of payments are made with cash, we thought it may have a negative effect on usage to eliminate that option of payment at this time. Even if we did delete the coin/cash form of payment, the voucher program would remain in place with credit card only operation 1 Here are the number of transactions for the listed period of time. Ramp Cash Voucher Credit Card Locust 3907 814 7284 Iowa 19584 11882 10857 Five Flags 4677 1169 9343 Central 884 287 1011 August 1, 2015 to July 1, 2016 It would be a great way to update the operation and it could very well be time to do the update but I think we would see a reduction in usage and not everyone has a credit card and that could cause operational issues also. So, I am recommending the installation of the cash and coin acceptance and coin and currency changer with the project. In order to cover the cost, I am recommending using funds from the following CIP's which will not include any additional borrowing at this time. 730-1380 Sealcoating Parking Lots $200,000 730-2046 Occupancy Certification $ 36,345 730-2563 5 Flags Lighting $ 92,000 Total $328,345 This system will be very similar in operation to what is in the ramps at the current time. I have attached two contracts for your signature; one for the Iowa Ramp and one for the 5 Flags Ramp. We are hopeful to get the installation competed yet this fall or early winter. If you have any questions, please contact me at your convenience. Cc: Maurice Jones, Economic Development Director Jennifer Larson, Budget Director 2 Parking Inc. September 12, 2016 City of Dubuque, Iowa Attn: Tim Horsfield 830 Bluff Street Dubuque, Iowa 52001-4662 Office (563)589-4267 401 Grand Ave PO Box 93264 Des Moines, Iowa 50393-3264 Iowa Ramp Dubuque Iowa Parking Access & Revenue Control Equipment And Installation Investment Summary Parking Inc. Scope of Work Parking Inc. will furnish and install all necessary materials, hardware, wiring and equipment to provide a complete turn -key automated parking access and revenue control system (PARCS) featuring TIBA Parking Systems. The following is the equipment listing, related options, installation costs, inclusions, customer responsibilities, and product and system descriptions as well as the operational theory complete this document. Entry/Exit Plaza 5 Magnetic Automation Micro Drive Barriers with straight arms or articulating arms and vehicle detectors $ 15,600.00 2 (Ticket dispenser) TIBA MP -30 Entry Terminal with pedestal, 1D bar code reader for scanning entry tickets scanner, and integrated voice announcer, install intercom system provided by the City of Dubuque $ 22,212.00 1 (Exit verifier credit card and access control) TIBA SW -30 -SQ Exit Verifier (US) With square pedestal, includes credit card acceptance EMV, integrated voice announcement, and install intercom system provided by the City of Dubuque $ 13,356.00 2 (Exit pay in lane cash, credit card and access control) TIBA VPS -30 Exit Pay -In -Lane. With square pedestal. Includes cash acceptance & 2 note cash dispensing and EMV credit card reader, barcode scanners to read in coming tickets, integrated voice announcer, and install intercom system provided by the City of Dubuque $ 58,772.00 10 Steel surface mounted protection bollards with bases $ 2,750.00 9 IP substation kit w/ conformal coating. (1008090250) $ 4,477.00 2 IP station license for 6 stations. (1009641006) $ 3,072.00 1 AudioCodes SIP Gateway. (2200001000) $ 1,985.00 1 IP Desk master station with display without handset - White. $ 1,072.00 Local Back Office System 1 (Ramp controller) TIBA CT -20 Central Controller Including power supply. Network switch, and network converters, and auxiliary power back at ramp, and related cables $ 3,700.00 1 EMV-Connect software license $ 3,939.00 1 Credit card gateway site setup fee - Six Payments $ 3,750.00 2 TIBA Clinic Workstation license $ 12,090.00 1 TMS-Smartpark - TIBA Management Software. w/out Server. $ 18,724.00 3000 Indala access control parking cards $ 12,000.00 pg. 1 Parking Inc. 401 Grand Ave PO Box 93264 Des Moines, Iowa 50393-3264 Construction, Installation and Training Accept PARCS equipment and stage in Parking Inc.'s facility for burn -in and configuration; Site preparation; install all required vehicle detector loops and any ancillary conduits; anchor all new equipment at designated locations; install any required protection bollards; install all required wire and cable for power, control, data and audio communications; establish connection to the City of Dubuque network; perform all local programming and system configuration, operational staff training, and system commissioning. Inclusions $ 9,589.00 • All disposal and environmental impact fees will be paid by Parking Inc. • All PARCS equipment steel protection bollards where required • Lane locations are protected from power surges but do not have power backup systems in case of power interruption. • Site specific graphics on all TIBA PARCS equipment, one case (8) rolls of ticket stock and one case of receipt paper rolls • Staff training on management software, database entry and maintenance, lane equipment functionality and periodic maintenance • One (1) year all-inclusive equipment warranty backed by the manufacturer. Parking Inc. will provide extended warranty service for an additional one (1) year for a total of two (2) years from date of installation completion. Parking Inc, will offer a continuation of the service extension prior to expiration of the warranty period. • All products are UL/ETL approved and certified. Customer Responsibilities • Procurement of all telecommunication lines and one (1) Internet connection with minimum 3.0 mbps up and down bandwidth and five (3) static IP addresses to satisfy data requirements. • Establishment of all merchant and terminal IDs necessary for the acceptance and clearing of credit card transactions • Additional consumable items such as ticket paper rolls @ $29.00 per roll (2250 tickets per roll) and exit station and pay station receipt paper rolls @ $8.20 per roll (2800 receipts per roll) are available from Parking Inc. • Spare parts may be established at the customer's request • Furnish and install all required conduits and raceways from designated power source to the drive islands, payment station location and designated room or closet for the back office systems equipment • Any other interior and exterior signs and graphics Investment Summary Entry/Exit Plaza Local Back Office Systems Installation, Programming and Training pg. 2 $ 123,296.00* $ 54,203.00* $ 9,589.00* Total $ 187,088.00* Parking Inc. OPTIONS: TIBA DV -30 -SA Stand-alone Validation Unit $ Pedestrian Warning strobes with sounders $ License Plate Recognition (LPR) System $ Vehicle Sensing Switches with LPR Link (for anti -tailgating) $ 401 Grand Ave PO Box 93264 Des Moines, Iowa 50393-3264 1,600.00 per unit 2,500.00* (installed) 9,652.00* per lane (installed) 595.00* each (installed) * includes all appropriate taxes, freight and disposal/environmental impact fees paid. Acceptance Pricing described herein is valid for sixty (60) days from this date. Terms are as follows: a deposit of $74,835.00 plus 50% of any chosen options are due at acceptance, $74,835.00 plus 50% of any chosen options are due at equipment arrival and start of construction, remaining balance of $37,418.00 plus any change orders due upon substantial completion. Proposed by: Parking Inc. Craig Buscher Date 9/12/2016 pg. 3 Accepted by: City Of Dubuque Printed Nam a Rov D. Buo1 Mayor Date 10/17/16 Parking Inc. September 12, 2016 City of Dubuque, Iowa Attn: Tim Horsfield 830 Bluff Street Dubuque, Iowa 52001-4662 Office (563)589-4267 401 Grand Ave PO Box 93264 Des Moines, Iowa 50393-3264 5 Flags Ramp Dubuque Iowa Parking Access & Revenue Control Equipment And Installation Investment Summary Parking Inc. Scope of Work Parking Inc. will furnish and install all necessary materials, hardware, wiring and equipment to provide a complete turn -key automated parking access and revenue control system (PARCS) featuring TIBA Parking Systems. The following is the equipment listing, related options, installation costs, inclusions, customer responsibilities, and product and system descriptions as well as the operational theory complete this document. Entry/Exit Plaza 4 Magnetic Automation Micro Drive Barriers with straight arms or articulating arms and vehicle detectors $ 12,480.00 2 (Ticket dispenser) TIBA MP -30 Entry Terminal with pedestal, 1D bar code reader for scanning entry tickets scanner, and integrated voice announcer, install intercom system provided by the City of Dubuque $ 22,212.00 2 (Exit pay in lane cash, credit card and access control) TIBA VPS -30 Exit Pay -In -Lane. With square pedestal. Includes cash acceptance & 2 note cash dispensing and EMV credit card reader, barcode scanners to read in coming tickets, integrated voice announcer, and install intercom system provided by the City of Dubuque $ 58,772.00 8 Steel surface mounted protection bollards with bases $ 2,000.00 Local Back Office System 1 TI BA CT -20 Central Controller Including power supply. 1 EMV-Connect software license 1 Credit card gateway site setup fee - Six Payments 1 TI BA Clinic Workstation license Construction, Installation and Training Accept PARCS equipment and stage in Parking Inc.'s facility for burn -in and configuration; Site preparation; install all required vehicle detector loops and any ancillary conduits; anchor all new equipment at designated locations; install any required protection bollards; install all required wire and cable for power, control, data and audio communications; establish connection to the City of Dubuque network; perform all local programming and system configuration, operational staff training, and system commissioning. pg. 1 $ 3,200.00 $ 3,939.00 $ 3,750.00 $ 6,045.00 $ 6,790.00 Parking Inc. Inclusions 401 Grand Ave PO Box 93264 Des Moines, Iowa 50393-3264 • All disposal and environmental impact fees will be paid by Parking Inc. • All PARCS equipment steel protection bollards where required • Lane locations are protected from power surges but do not have power backup systems in case of power interruption. • Site specific graphics on all TIBA PARCS equipment, one case (8) rolls of ticket stock and one case of receipt paper rolls • Staff training on management software, database entry and maintenance, lane equipment functionality and periodic maintenance • One (1) year all-inclusive equipment warranty backed by the manufacturer. Parking Inc. will provide extended warranty service for an additional one (1) year for a total of two (2) years from date of installation completion. Parking Inc. will offer a continuation of the service extension prior to expiration of the warranty period. • All products are UL/ETL approved and certified. Customer Responsibilities • Procurement of all telecommunication lines and one (1) internet connection with minimum 3.0 mbps up and down bandwidth and five (3) static IP addresses to satisfy data requirements. • Establishment of all merchant and terminal IDs necessary for the acceptance and clearing of credit card transactions • Additional consumable items such as ticket paper rolls @ $29.00 per roll (2250 tickets per roll) and exit station and pay station receipt paper rolls @ $8.20 per roll (2800 receipts per roll) are available from Parking Inc. • Spare parts may be established at the customer's request • Furnish and install all required conduits and raceways from designated power source to the drive islands, payment station location and designated room or closet for the back office systems equipment • Any other interior and exterior signs and graphics Investment Summary OPTIONS: pg. 2 Entry/Exit Plaza Local Back Office Systems Installation, Programming and Training $ 95,464.00* $ 16,934.00* $ 6,790.00* Total $ 119,218.00* TIBA DV -30 -SA Stand-alone Validation Unit $ 1,600.00 per unit Pedestrian Warning strobes with sounders $ 2,500.00* (installed) License Plate Recognition (LPR) System $ 9,652.00* per lane (installed) Vehicle Sensing Switches with LPR Link (tor anti -tailgating) $ 595.00* each (installed) * includes all appropriate taxes, freight and disposal/environmental impact fees paid. Parking Inc. 401 Grand Ave PO Box 93264 Des Moines, Iowa 50393-3264 Acceptance Pricing described herein is valid for sixty (60) days from this date. Terms are as follows: a deposit of $47,68T00 plus 50% of any chosen options are due at acceptance, $47,687.00 plus 50% of any chosen options are due at equipment arrival and start of construction, remaining balance of $23.844.00 plus any change orders due upon substantial completion. Proposed by: Parking Inc. Craig Buscher Date 9/12/2016 Accepted by: City of Dubuque Printed Na Roy D. Buol , Mayor Date -10/17/16 Parking Inc 401 Grand Ave Des Moines IA. 50309 Phone (515) 244-5325 Fax (515) 508-4489 TO: City of Dubuque, Iowa Attn: Tim Horsfield 830 Bluff Street Dubuque, Iowa 52001-4662 Office (563)589-4267 Parking Inc. FOR: Stentofon inter-com system Quote DATE: SEPTEMBER 13, 2016 DESCRIPTION QTY PRICE PER EXTENDED IP substation kit w/ conformal coating. (1008090250) 9 553.00 4,977.00 AudioCodes SIP Gateway. (2200001000) 1 1,985.00 1,985.00 IP station license for 6 stations. (1009641006) 2 1,768.00 3,572.00 IP Desk master station with display without handset - White. 1 1072.00 1,072.00 Thank you for your business! Taxes Totals 11,606.00 Quotation prepared by: Note: This proposal may be withdrawn by us if not accepted within 15 days With payment to be made As follows: Invoice payable 30 days after issued 1112% interest compounded monthly will be charged after due date. All material is guaranteed to be a specified. All work is to be completed in a workmanlike manner according to stand practices. Any alterations or deviation from above specifications involving extra costs will be executed only upon written orders, and will become extra charges over and above the estimate. All agreements contingent upon strikes, accidents or delays beyond our control. Owner to carry fire tornado and other necessary insurance. Our workers are fully covered by workers compensation insurance. Acceptance of Proposal - The above prices, specifiations and conditions are satisfactory and are hereby accepted. You are authorized to the work as specified. Payment will be made as outlined above. Date Accepted -10/17/16 Signature Roy D. Buol, M.,'or Parking Equipment Sales, Installation, and Repair PARKING -INC. Phone: 515/244-5325 Fax: 515/244-5356 Email: craig©keckparking.com Installation will be complete by the Installation Date. Installation timing will be input at the time of the signed contract. We anticipate achieving Significant Completion 12 weeks after receiving a signed contract and a notice to proceed. 10 weeks after we receive a signed contract and a notice to proceed, we will be visiting the site to prepare for installation. By the end of week 12, we will be at Significant Completion. If Parking Inc. does not achieve Significant Completion by the Installation Date, Parking Inc. will pay Owner a Late Installation Charge equal to $500 per day until Significant Completion is achieved. Significant Completion is defined as Parking Inc. delivering and installing a system where all major devices and functionality are delivered and operational and the system is collecting and accurately reporting revenue. Parking Inc. will invoice for the remaining 20 % upon Significant Completion. Proposed by: Parking Inc. Craig Buscher Date 9/7/2016 Parking -Inc. 401 Grand Ave PO Box 93264 Des Moines, IA 50393 Accepted by: City of Dubuque