CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Award of RFP 17-002, Commuter Parking Daily Fee Machines, to Electronic Security Solutions, Inc. for an amount not to exceed $220,253.10 and a two-year term for maintenance services.
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William Novack, TED Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City’s existing commuter pay-by-space machines at the Naperville and Route 59 Metra train stations have reached the end of their service life. The machines have been discontinued by the manufacturer and upgrades can no longer be made to the software or hardware. Additionally, the machines are not able to be updated to adapt to ongoing changes in the requirements of the financial industry.
The City currently has twelve DPT Shelby pay-by-space payment machines; five machines are located at the Naperville Metra Station and seven at the Route 59 (north) Metra Station. City staff conducted an analysis on usage of all twelve machines and determined that the total number of pay-by-space payment machines could be reduced to nine machines, saving up front and ongoing maintenance costs.
DISCUSSION:
In January 2017, the TED Business Group issued RFP 17-002 soliciting proposals for the purchase, installation, maintenance and management of nine pay-by-space payment machines. Four machines will replace existing machines at the Naperville Metra station and five machines will replace existing machines at the Route 59 Metra station.
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Advertisement Date: |
01/09/2017 |
Notices Sent: |
165 |
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Opening Date: |
01/30/2017 |
Planholders: |
16 |
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Bids Received: |
4 |
Proposals were received from the following vendors:
Electronic Security Solutions (ESS)/T2
Electronic Security Solutions (ESS)/MacKay
Parkeon, Inc.
Total Parking Solutions Inc.
A five-member selection committee consisting of staff from the TED Business Group and Department of Public Works reviewed the proposals. Proposals were scored based on the following criteria set forth in the RFP:
• Proposed system solution, including software and warranty (25%)
• Company and team qualifications and experience (20%)
• Proposed methodology and schedule (20%)
• Training, management and maintenance approach (20%)
• Pricing: Purchase cost/fees and reoccurring fees (15%)
After review and scoring of the proposals, the selection committee invited the top three vendors, ESS/T2, ESS/MacKay and Parkeon, Inc., to conduct demonstrations. Following the completion of the demonstrations, the selection committee rescored the vendors; the vendor with the highest qualification score, ESS/T2, is recommended for award. The table below provides a summary of the final qualification scores:
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Vendor |
Qualification Score |
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ESS/T2 |
85.0 |
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ESS/MacKay |
57.1 |
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Parkeon |
35.1 |
Staff recommends the ESS/T2 Luke II Multi-Space Pay Station machines because their proposal was most responsive to the request for machine installation and ongoing maintenance. In addition, the Luke II Multi-Space Pay Station provides required functionality and is a simple machine that will be user-friendly for commuters. ESS is highly qualified to provide necessary ongoing maintenance services and performed well in their current contract for maintenance of the existing obsolete machines.
This award includes a two-year maintenance contract with three, one-year extension options.
FISCAL IMPACT:
CIP#: MB205
MB205 - Commuter Parking Daily Fee Payment Machine
The City’s existing pay-by-space machines have reached the end of their service life. The machines have been discontinued by the manufacturer and upgrades can no longer be made to the software or hardware. The machines will not be able to be updated to adapt to ongoing changes in the requirements of the financial industry.
The installation of the machines is included under MB205 and will be expensed to the Capital Improvement Program account listed below. A total of $150,000 is budgeted for the project in CY2017.
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Account Number |
Fund Description |
Total CY17 Budget Amount |
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104-4410-434.70-89 |
Burlington Fund |
$429,500 |
The award includes a two-year maintenance contract with three, one-year extension options. The maintenance cost is $53,760 per year and is funded through the Burlington Fund budget each year. The individual line items are listed below.
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Account Number |
Fund Description |
Total Amount |
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104-3110-434.30-29 |
Burlington Fund |
$23,100 |
|
104-3110-434.40-34 |
Burlington Fund |
$25,740 |
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104-3110-434.60-63 |
Burlington Fund |
$4,920 |
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TOTAL |
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$53,760 |