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Home My WebLink AboutOrdinance 5751ORDINANCE NO. 5751 AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF DIGITAL PARKING EQUIPMENT FROM ASSOCIATED TIME & PARKING CONTROLS IN THE AMOUNT OF $66,985.91 FOR THE WEST AVENUE PARKING LOT WHEREAS, Associated Time & Parking Controls is the City's current supplier of digital parking equipment in the Entertainment District and Downtown Business District as well as the servers and infrastructures supporting those parking systems and it is more cost effective to use compatible equipment for the West Avenue Parking Lot. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of digital parking equipment from Associated Time & Parking Controls in the amount of $66,985.91 for the West Avenue Parking Lot. PASSED and APPROVED this 17th day of February, 2015. APPROVED: ATTEST: By: '44at SONDRA E. SMITH, City Clerk/Trea`s+�K °TR�!y�pP • ° .. ° S 3 = � s ; FAYETTEVILLE A TON City of Fayetteville, Arkansas 113 West Mountain Street / Fayetteville, AR 72701 A� 479-575-8323 ".._ Text File File Number: 2015-0065 Agenda Date: 2/17/2015 Version: 1 Status: Passed In Control: City Council File Type: Ordinance Agenda Number: D. 11 ASSOCIATED TIME & PARKING CONTROLS WEST AVENUE PARKING LOT: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF DIGITAL PARKING EQUIPMENT FROM ASSOCIATED TIME & PARKING CONTROLS IN THE AMOUNT OF $66,985.91 FOR THE WEST AVENUE PARKING LOT WHEREAS, Associated Time & Parking Controls is the City's current supplier of digital parking equipment in the Entertainment District and Downtown Business District as well as the servers and infrastructures supporting those parking systems and it is more cost effective to use compatible equipment for the West Avenue Parking Lot. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of digital parking equipment from Associated Time & Parking Controls in the amount of $66,985.91 for the West Avenue Parking Lot. City of Fayetteville, Arkansas Page 1 Printed on 211812015 City of Fayetteville Staff Review Form - 91i . 2/17/2015 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Parking & Telecommunications / Sharon Waters 1/30/2015 Utilities Department Submitted By Submitted Date Division / Department Action Recommendation: An Ordinance to Waive Competitive Bidding and Approval to Purchase Parking Equipment from Associated Time & Parking Controls for the West Avenue Parking Lot in the Amount of $66,985.91. Budget Impact: 2130.9130.5819.00 Parking Fund Account Number 06001.1 Project Number Budgeted item? Yes Does item have a cost? Yes Budget Adjustment Attached? No Fund Parking Lot Improvements Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Project Title $ 67,609.54 $ 66,985.91 V20140710 Previous Ordinance or Resolution # Original Contract Number: Comments: Approval Date: r�--Vq-L z City Council Agenda Memo City Council Meeting Date: February 17, 2015 To: Mayor and Members of the City Council From: Sharon Waters, Parking & Telecommunications Manager Thru: Don Marr, Chief of Staff Date: January 30, 2015 Subject: Bid Waiver and Approval to Purchase Parking Equipment from Associated Time & Parking Controls in the Amount of $66,985.91 for the West Avenue Parking Lot Recommendation: The City Staff recommends to waive competitive bidding and approve the purchase of parking equipment from Associated Time & Parking Controls for the West Avenue Parking Lot in the amount of $66,985.91. Background: The City currently uses Associated Time & Parking Controls for all Digital Parking Equipment in the Entertainment District and in the Downtown Business District. The servers and infrastructure that supports these systems are already In place and were purchased from Associated Time & Parking Controls. A bid waiver will be needed in order to continue growing upon this system and adding additional equipment to the existing configuration. Associated Time & Parking Controls has allowed us a credit of $13,975.00 for the trade-in allowance on the old equipment. Budget Impact: This contract will utilize the $66,985.91 of the $67,609.54 approved in the 2015 CIP Budget which were designated for this purpose. 113 West Mountain 72701 (479) 575-8323 accessfayetteville.org TDD (Telecommunications Device for the Deaf) (479)-521-1316 City of Fayetteville - Purchase Order Request (PO) eqursi on o.: a e: 4 1/3012015 (Not a Purchase Order) P.O Number: All PO Requests shall be scanned to the Purchasing e-mail: Purchasing@fayetteville-ar.gov. Purchase shall not be made until an actual PO has been issued. Vendor 14882 #; Vendor Associated Time & Parking Controls Name: Maif- Yes ;J. No Legistar#: 2015-0065 Address: 9104 Diplomacy Row FUU Point: axa e Expected Delivery Date: 14- Yes i— No --F-City: Dallas State: TX Zip Code: ship to code: Quotes Attached 75247 62 ;-Yes f� No Requester: Sharon Waters Requester's Employee #: Extension: 174 $277 Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Number Project.Sub# Inventory # Fixed Asset # 1 Digital Luke 11 Pay Machines for the West Avenue Parking Lot 1 lot 61,035.00 $61,035.00 2130.9130.5819.00 06001.1 2 $0.00 3 $0.00 4 $0.00 5 $0.00 6 $0.00 7 $0.00 6 $0.00 9 $0.00 10 $0.00 Shipping/Handling lot $0.00 Special ns uc ions: Subtotal: $61,035.00 Tax: $5,950.91 Total: $66,985.91 Approvals: Mayor: Department Director: Purchasing Manager: Chief Financial Officer: Budget Director: IT Director: Dispatch Manager: Utilities Manager: Other: t w vl Associated Time Parking Controls January 26.2015 Ms. Sharon Waters Parking & Telecommunications h1anai er Cit- of Fayetteville 1 13 West Mountain Street Fayetteville. AR 72701 Dear Sharon. Please find the following proposal to furnish and install the Digital Luke It Pa} by Space Machines that will replace the existing equipment currently in the WAC Lot. The units being proposed are compatible and will directly interface with the runts and software currently being utilized by the City° on Dickson Street and other lots. including the new Spring Street Parkine Deck. As we have previously done. t+'e are providing a credit for the Amano equipment currently installed in the WAC Lot. with the exception of the gates. which will remain. The Total Installation does include removal and haul away of all existing equipment. In addition, the Warranty for these units will not take effect until such time as the units are installed, as long as that occurs before the end of September 2015. If you have any questions. please do not hesitate to contact me at your convenience. ITEM QTY DESCRIPTION 1 4 900.0021 Digital LUKE 11 Pay By Space Machines 4 880.4030 Digital Lock -Maintenance -L2 -- Match to existing; Key 4 880.4036 Lock -Collections -1-2 4 2 4;0.0018 Ke -,--Green Ex.Access-S ULPUL2 1 450.0019 Key Yellow Ex.Access-S L LRi12 6 2 450.0033 Kev-Bill Stacker Access -1-2 7 2 450.0006 Key Hopp.'Canister Ace -S -LR. L2 8 4 1 15.0108 Coin Canister -1..2 9 4 115,0108 Coin Canister -1-2 Spare 10 4 1 15.0132 Bill Stacker 1000 Note -1-2 11 4 115.0132 Bili Stacker 1000 Note -L2 Spare 1_1 1 880.4084 USB Data Key -C TOTAL EQUIPMENT COST ................................................. S71,615.00 t .C6 n e 11 s..v.. ...... . 1.:'319...:.5 j' TOTAL INSTALLATION, PROGRAMMING & WARRANTY...., 3,395.00 TOTAL SALES TAX........................................................... S 5,950.91 TOTAL INVESTMENT WAC LOT ....................................... S66,98-5.91 Excludes: 110YAC', Ethernet C'onneetir its. C7oncrete. Bollards, and Sales Ta" Corporate 0 ice- Dallas: 9104'I.iivlonwe.i Roar • Dallax. Texas 7524 7, • Phone (214Y 63'-21763 • Fat r2141 08.0411 Austin: 4020S. Industrial ()Tire, S'uue150 •:tustir.. Texcar 78744 • Phane r3i j 693-92011 • Fax (531) 603.91191 Houston: 12I- West Loop; %orrh, Suire 190 •11ousron, Tews 77055 • f'how (713 263-1336 • Far r7131 263-8154 New Orleans: 144. lt'e.s1 I indbe; �z fi 1r2. Suer.'04 * Slikkil. Low.siwi,7 7 4SS • Phone (9811 781-3929 • Fat 194S) 781-3930 .\W Arkansas; 13902111q hirgi- --79 • Hn+rrsse..4rkwuas "2`39-6002 • Pham (479,) 4-4.5-1361-r= (4791855-4642