CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of a two-year extension to Contract 17-002, Commuter Parking Daily Fee Payment Machines, to Electronic Security Solutions, Inc. for an amount not to exceed $133,678.20
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William Novack, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
On May 16, 2017, the City Council awarded Contract 17-002 to Electronic Security Systems, Inc. (ESS) for the purchase, installation, maintenance, and management of nine pay-by-space payment machines at the Naperville Station and Route 59 Station commuter parking lots. The two-year maintenance and management program included in the original contract is effective from May 16, 2017 through May 15, 2019, with three one-year extension options.
DISCUSSION:
Electronic Security Solutions, Inc. has successfully maintained and managed the pay-by-space machines and the City finds that it would be beneficial to continue the program with this vendor. ESS has provided quick service response times when pay station machines have needed maintenance or repairs, consistently addressing issues within one day or less. There are typically 80 service responses provided each week for the nine pay stations. ESS has also carried out cash collection/depositing in a timely manner that has allowed daily fee parking to operate efficiently for both the City and its commuters.
As stated above, the original contract included a provision for three, one-year options to extend the maintenance and management program. Earlier this year, staff met with ESS to discuss extending the contract for the first option year. As part of this discussion, ESS indicated that they could receive better discounts from T2 Systems (the vendor for the pay stations’ online platform) and APT (the local distributer of T2 Systems) by extending the contract by two years rather than one. ESS also provided a discount for their own services in order to provide incentive for the City to choose the two-year extension option. Overall, this two-year extension is approximately a 2% increase over the original award. Based on these cost savings, staff is requesting a two-year contract term.
The term of the first extension is two years from May 16, 2019 through May 15, 2021. There is one, one-year option remaining on this contract.
FISCAL IMPACT:
CIP#: N/A
The Commuter Parking Daily Fee Payment Machines contract is expensed to the accounts below. To cover for potential additional call-outs during this extension period the award amount is approximately $12,000 greater than the amount budgeted. Staff will utilize savings from other line items within the Commuter Parking Fund to cover this overage.
|
Account Number |
Fund Description |
Total Budget Amount |
|
30101200‐531303 |
Commuter Parking |
$23,100 |
|
30101200‐532316 |
Commuter Parking |
$131,740 |
|
30101200‐541407 |
Commuter Parking |
$15,650 |
|
30101200-531312 |
Commuter Parking |
$7,000 |