HomeMy WebLinkAboutOrdinance 5328 ORDINANCE NO. 5328
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING A CONTRACT WITH
ASSOCIATED TIME AND PARKING CONTROLS IN THE AMOUNT OF
$810,974.00 FOR THE PURCHASE OF ACCESS AND REVENUE CONTROL
EQUIPMENT FOR THE ENTERTAINMENT DISTRICT PARKING PROGRAM,
APPROVING A PROJECT CONTINGENCY OF$11,153.00,AND APPROVING
A BUDGET ADJUSTMENT OF $774,335.00
WHEREAS, the Parking Management Division currently has an investment of over
$200,000.00 in an access and count monitoring system manufactured by Amano McGann and Digital
Systems; and
WHEREAS,the system was recently upgraded to accommodate growth on the city-owned
parking decks in the Downtown Core and can be used to accommodate growth in the Entertainment
District; and
WHEREAS,integration of the proposed equipment with current City equipment is crucial;
and
WHEREAS, the proposed equipment to be provided by Associated Time and Parking
Controls is fully compatible with the existing Amano McGann system currently utilized by the City,
and will save the City money.
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
that an exceptional situation exists in which formal competitive bidding is deemed not feasible or
practical and therefore waives the requirements of formal
1
Page 2
Ordinance No. 5328
competitive bidding and approves a contract with Associated Time and Parking Controls in the total
amount of $810,974.00 for the purchase of access and revenue control equipment for the
Entertainment District Parking Program.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a
project contingency in the amount of$11,153.00.
Section 3. That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment, a copy of which is attached to this Ordinance as Exhibit"A" and incorporated
herein as if set out word for word, in the amount of$774,335.00.
PASSED and APPROVED this 1 s'day of June, 2010.
APPROVED ATTEST:
d
ByJ By:
LIO ELD J ,Mayor SONDRA E. SMITH, City Clerk/Treasurer
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City of Fayetteville,Arkansas
Budget Adjustment Form
Budget Year Department: Transportation Services Request Date Adjustment Number
2010 Division: Parking &Telecommunications 5/7/2010
Program: Off-Street Parking
JUSTIFICATION TO INCREASE PROJECT/ITEM:
These funds will be used to purchase and install parking system equipment and revenue control systems to
implement the Entertainment District Parking Program. Actual cost of the equipment, including sales tax, is
$699,439. Actual cost for installation, programming, training, warranty, infrastructure and project management is
$111,535.A 10%contingency of$11,153 was added to this amount to cover unforeseen circumstances for the
preparation of the properties.
The total Contract cost is$810,974 plus a contingency of$11,153;there is currently$47,792 already budgeted in the
CIP for this project, leaving a remainder of$774.335 needed for funding.
JUSTIFICATION TO DECREASE PROJECT/ITEM (OR RECOGNIZING REVENUE):
The$77,397 from Parking Facility Fees were collected as in lieu fees to be used for on-site parking facilities per
UDC Chapter 156.02 to be used for public parking facilities.
The$696,938 from Use of Fund Balance will be funded through the Disaster Replacement and Recovery Fund and
paid back to the fund over time(within a 24 month period).
Increase Decrease Project.Sub
Account Name Account Number Budget Budget Number
Parking Lot Improvements 2130.9130.5819.00 774,335 10024 1
Parking Facility Fees 2130.0913.4428.00 77,397 10024 1
Use of Fund Balance 2130.0913.4999.99 696,938
EXHIBIT
TOTAL 774,335 774,335
Requested By
Division ad Date kspringer
Budget& Research Use Only
dget Director Date Type: A B C __D)
E
/0 Description:
Departme t irectorcc Date 0
�J of J
. '13"2.Ot O General Ledger Date
Finan a Director Date
Posted to General Ledger
Chi fStaff Date Initial Date
c
Posted to Project Accounting
ayor D to Initial Date
C:\Documents and Settings\scrosson\Desktop\2010 Parking Project\BAForm for Equipment
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
6/1/2010
City Council Meeting Date
Agenda Items Only
Sharon Crosson Parking Management Transportation Services
Submitted By Division Department
Action Required:
An Ordinance waiving the requirements of formal competitive bids and approving the purchase of access and revenue
control equipment from Associated Time and Parking Controls in the amount of$810,974.00; approving a project
contingency of$11,153.00; and approving a budget adjustment in the amount of$774,335.00 for same.
$ 822,127.00 $ 47,792.00 Entertainment Dist. Parking Program
Cost of this request Category/Project Budget Program Category/Project Name
2130.9130.5819.00 $ -
Account Number Funds Used to Date Program/Project Category Name
10024-1 $ 47,792.00 Off-Street Parking
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached
—/p Previous Ordinance or Resolution#
Departmen irector Date
Original Contract Date:
S-13Original Contract Number:
omey U Date
(Poi-ul (:� - 4a"'— !;-13-74 to
Finance and Internal Services Director Date Received in City
Clerk's Office
ell
0
Chef of Staff Date ENT
Received in ,
• Mayor's OfficeOF
„
�... s
ayor e
Comments:
Revised January 15,2009
iOl T1 le ra IV V1 THE CITY OF FAYETTEVILLE,ARKANSAS
1 DEPARTMENT CORRESPONDENCE
ARKANSAS
. .
CITY COUNCIL AGENDA MEMO
To: Mayor and City Council
Thru: Don Marr, Chief of Staff
Terry Gulley, Director of Transportation
From: Sharon Crosson, Parking and Telecom Manager
Date: May 7,2010
Subject: An Ordinance Waiving the Requirements of Formal Competitive Bids and Approving the
Purchase of Access and Revenue Control Equipment for the Entertainment District Parking
Zone in the Amount of$810,974.00; Approving a Project Contingency of$11,153.00; and
Approving a Budget Adjustment in for$774,335.00
PROPOSAL:
City staff is recommends the approval of a bid waiver and the purchase of parking access and revenue control
equipment from Associated Time and Parking Controls. This equipment is for the implementation of the new
Entertainment District Parking Program.
RECOMMENDATION:
In 2005, through formal competitive bids, the Parking Management Division converted all the parking access
and revenue control equipment to the Amano McGann and Digital Systems with Associated Time and Parking
Controls. This system was recently upgraded in 2009 to accommodate growth on the city owned parking decks
and parking lots in the downtown area and can be used to accommodate the growth in the Entertainment
District. We currently have over$200,000.00 invested in this equipment and could be very costly to the City if
we bid out the new equipment and had to change out our current equipment, software, servers, etc.
The City uses this integrated system to monitor and control all parking lots in the downtown area; the total
integration of the entire system between both districts is crucial. The City is completely satisfied with the
existing product and support. It makes sense to grow the existing system as there are economies that will be
realized. The parking consultant hired by the City of Fayetteville also compared pricing with other vendors and
negotiated pricing with manufacturers to get the best price possible on the equipment.
BUDGET IMPACT:
The total purchase price of the equipment, including sales tax is $699,439.00. The cost for installation,
programming, training, warranty, infrastructure and project management is $111,535.00. A 10% contingency
of$11,153.00 was added for the latter in case there are unforeseen expenses in preparation of the property for
installation. This purchase will be funded by current budgeted Parking Lot Improvement Funds of$47,792.00
in the CIP, Parking Facility Fees of$77,397.00 and the remaining $696,938 to be funded through the Disaster
Replacement and Recovery Fund and will be paid back to the fund within a 24 month period.
FAYETTEVILLE
THE CITY OF FAYETTEVILLE,ARKANSAS
KIT WILLIAMS,CITY ATTORNEY Liz
DAVID WHITAKER,ASST.CITY ATTORNEY
DEPARTMENTAL CORRESPONDENCE LEGAL DEPARTMENT
TO: Lioneld Jordan, Mayor
City Council
Paul Becker, Finance Director
CC: Terry Gulley, Transportation Services Director
Sharon Crosson, Parking & Telecommunications Manager
Kit Williams Cit -� �..._.._...N.,..
FROM y Attorney
DATE: May 13, 2010
RE: Amount of requested Budget Adjustment for "Access and Revenue
Control Equipment" (Electronic payment and gate control)
Specifically excluded from the $810,974.00 (plus $11,153.00 contingency)
contract with Associated Time and Parking Controls, Inc. are other necessary
costs. For example, the contract states that the "City is responsible for all Civil and
Electrical Work," and "data infrastructure back to the current Amano McGann
Server."
I do not believe that those expenses are shown or included within the Budget
Adjustment for this project. It may be that Transportation or Parking is planning to
use their budgets for this expense, but if not, the Budget Adjustment might need to
be increased for these expenses.
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING AND APPROVING A
CONTRACT WITH ASSOCIATED TIME AND PARKING
CONTROLS IN THE AMOUNT OF $810,974.00 FOR THE
PURCHASE OF ACCESS AND REVENUE CONTROL
EQUIPMENT FOR THE ENTERTAINMENT DISTRICT
PARKING PROGRAM, APPROVING A PROJECT
CONTINGENCY OF $11,153.00, AND APPROVING A
BUDGET ADJUSTMENT OF $774,335.00
WHEREAS,the Parking Management Division currently has an investment of over
$200,000.00 in an access and count monitoring system manufactured by Amano McGann
and Digital Systems; and
WHEREAS,the system was recently upgraded to accommodate growth on the city-
owned parking decks in the Downtown Core and can be used to accommodate growth in
the Entertainment District; and
WHEREAS,integration of the proposed equipment with current City equipment is
crucial; and
WHEREAS, the proposed equipment to be provided by Associated Time and
Parking Controls is fully compatible with the existing Amano McGann system currently
utilized by the City, and will save the City money.
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 that an exceptional situation exists in which formal competitive bidding is
deemed not feasible or practical and therefore waives the requirements of formal
competitive bidding and approves a contract with Associated Time and Parking Controls
in the total amount of $810,974.00 for the purchase of access and revenue control
equipment for the Entertainment District Parking Program.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby
approves a project contingency in the amount of$11,153.00.
1
Section 3. That the City Council of the City of Fayetteville, Arkansas hereby
approves a budget adjustment,a copy of which is attached to this Ordinance as Exhibit"A"
and incorporated herein as if set out word for word, in the amount of$774,335.00.
PASSED and APPROVED this 1St day of June, 2010.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN,Mayor SONDRA E.SMITH,City Clerk/Treasurer
2
CONTRACTUAL AGREEMENT
This contract executed this 12th day of May, 2010, by and between ASSOCIATED
TIME AND PARKING CONTROLS and the CITY OF FAYETTEVILLE,Arkansas.
In consideration of the mutual covenants contained herein, the parties hereby agree as
follows:
1. Terms and Conditions: ASSOCIATED TIME AND PARKING CONTROLS at
its own cost and expense shall furnish all labor, materials, supplies,machinery, equipment,tools,
supervision, bonds, insurance, tax permits, and all other accessories and services necessary to
complete items per proposal dated May 7,2010 ,and in accordance with specifications attached
hereto and made a part hereof, all included herein as if spelled out word for word.
ASSOCIATED TIME AND PARKING CONTROLS agrees that all of the equipment purchased
by the City of Fayetteville and installed by ASSOCIATED TIME AND PARKING CONTROLS
will be new equipment that functions properly and as advertised and represented by
ASSOCIATED TIME AND PARKING CONTROLS. ASSOCIATED TIME AND PARKING
CONTROLS further agrees that its installation of this equipment shall be done in a good,
workmanlike manner and that its duty to properly install all such equipment will not be complete
and accomplished until final testing by the City of Fayetteville confirms that all components are
working properly, performing all necessary or represented tasks and functioning together
pursuant to all terms and conditions of the Parking and Revenue Control System Proposal and
Attachment A.
2. Payment Terms: The City of Fayetteville shall pay $ 810,974.00 based on the
proposal. The City of Fayetteville shall pay a 33% deposit upon submittal of signed and
accepted contract and order, 34% payment upon system delivery, and the remaining 33%
payment upon completion of the project dnd upon approval and acceptance of work and
submission of invoice. Each payment will be made approximately thirty (30) days after receipt
of invoice(s).
3. Proposal Document: The Contract documents which comprise the contract
between the City of Fayetteville and ASSOCIATED TIME AND PARKING CONTROLS
consist of this Contract and the following documents attached hereto,and made a part hereof.
a. System Proposal from ASSOCIATED TIME AND PARKING CONTROLS
identified as PARKING REVENUE CONTROL SYSTEM PROPOSAL
dated May 7,2010 with the specifications and conditions typed thereon.
b. ATTACHMENT A from ASSOCIATED TIME AND PARKING
CONTROLS with the specification and conditions typed thereon.
4. Entirety: These Contract documents constitute the entire agreement between the
City of Fayetteville and ASSOCIATED TIME AND PARKING CONTROLS and may be
modified only by a duly executed written instrument signed by the City of Fayetteville and
ASSOCIATED TIME AND PARKING CONTROLS.
5. Assignment: ASSOCIATED TIME AND PARKING CONTROLS shall not
assign its duties under the terms of this agreement.
6. Hold Harmless: ASSOCIATED TIME AND PARKING CONTROLS agrees to
hold the City of Fayetteville harmless and indemnify the City of Fayetteville, against any and all
claims for property damage, personal injury of death, arising from ASSOCIATED TIME AND
PARKING CONTROLS performance of this contract. This clause shall not in any form or
manner be construed to waive that tort immunity set forth under Arkansas Law.
7. Insurance: ASSOCIATED TIME AND PARKING CONTROLS shall furnish a
certificate of insurance addressed to the City of Fayetteville, showing that it carries the following
insurance which shall be maintained throughout the term of the Contract. For any work sublet,
the contractor shall require the subcontractor similarly to provide worker's compensation
insurance. In case any employee engaged in work on the project under this contract is not
protected under Worker's Compensation Insurance, ASSOCIATED TIME AND PARKING
CONTROLS shall provide and shall cause each Subcontractor to provide adequate employer's
liability insurance for the protection of such of his employees as are not otherwise protected.
Workmen's Compensation Statutory Amount
Comprehensive General&Automobile Insurance
Bodily Injury Liability $500,000 for each person injured
$1,000,000 for each accident
Property Damage Liability $1,000,000 aggregate.
The premiums for all insurance required herein shall be paid by ASSOCIATED TIME AND
PARKING CONTROLS.
8. Licensing: ASSOCIATED TIME AND PARKING CONTROLS shall furnish
proof of licensure as required by all local and state agencies.
9. Freedom of Information Act: City of Fayetteville contracts and documents
prepared while performing city contractual work are subject to the Arkansas Freedom of
Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville,
the contractor will do everything possible to provide the documents in a prompt and timely
manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. 25-19-101 et. Seq.).
Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this
compliance.
10. Changes in Scope or Price: Changes, modifications, or amendments in scope,
price or fees to this contract shall not be allowed without a prior formal contract amendment
approved by the Mayor and the City Council in advance of the change in scope,cost or fees.
11. Jurisdiction: Legal jurisdiction to resolve any disputes must be Arkansas with
Arkansas Law applying to the case.
12. Venue: Venue for any legal dispute should be Washington County,Arkansas.
13. Construction: ASSOCIATED TIME AND PARKING CONTROLS shall ensure
that the City of Fayetteville receives lien waivers from all material suppliers, subcontractors and
sub-subcontractors and before work begins on the project.
IN WITNESS WHEREOF, the parties have executed this Lease Agreement on the
date first above written.
CITY OF FAYETTEVILLE,
FAYETT VILLE,ARKANSAS
I LD JO , Mayor
Attest:
Sondra Smith,City Clerk
�e�sptrrrrrrry�o
k%OCA }t ��wtw ��t4c,►lc. (�c,,rfQol.S ,��,°CITY
CONTRACTOR
(� o FAYETTEVILLE e
SIGNA RE %9s'9�4'kANS�'-
BY
Name and Title
A es : Compa reta
9104 WLomtff 'Po
Business Address
Associated Time & Parking Controls
7-May-10
City of Fayetteville
C/O Chris Pecoraro
The Parldng Consultants
372 S Eagle Rd Suite 333
Eagle,Idaho 83616
Tel: 208-939-PARK
Email: chnsftheparldngconsultants.com
PAR CUVG REVENUE CONTROL SYSTEM PROPOSAL
NEW PARKVVG REVENUE CONTROL SYSTEM WTTH ONE FULL SERVICE IN--LANE EXIT STATION HOTEL
TERMINAL WITH MARRIOTT INTERFACE
MAIN OFFICE LOCATION
Qty Mfr. Model Description List Each List Ext.
1 IBM PCSRVAMI Amano McGann Application Workstation $6,370 $6,370
Computer with Pentium or Xeon dual core
processor,2-GB RAM,(2)80GB Hard drives in
RAID-1 configuration with hardware
controller Suitable number of serial ports
using native ports,or Comtrol Rocketport
models 99343-8 or 99344-5 Windows Server
2003 std.edition Microsoft SQL 2005
1 IBM PCWKSCC Windows XP Professional AmanoCharge $5,141 $5,141
Workstation with KVM Switch,UPS back up,
and remote support software.
1 AMI AMS1156IP Iparc Professional Revenue Software. $9,600 $9,600
Interfaces AGP5000 fee computers with
database reporting module and communicates
with AMG2000,AMG4000,AGP2000,ETP
12/22,AGP6000, AGP7000.(devices are to be
specified prior to ordering) Reports include:
transaction,parking fee,general totals,
attendant totals,daily revenue,ticket type,
ticket revenue,revenue summary,
sign/on/off,alarms,entry/exit time,duration
of stay and SQL.This software includes ticket-
trackine..
1 AMI AMS4355LIP Amano McGann IParcProfessional for Debit $2,050 $2,050
Access w/AMS reconfriguration
1 AMI AMS7250LIP Amano McGann IParcProfessional Count $1,000 $1,000
Monitor Facility License Fee
1 AMI AMS7050RC Amano McGann IParcProfessional Count $3,000 $3,000
Monitor Reconfriguration
1 AMI AGP-9400/A714 AmanoCharge Server CD with Workstation, $6,000 $6,000
ADS LINK.Includes:1 Server Application,1
Workstation Application with security key,+
1 Time Initial Setup
City of Fayetteville Page 1
1
AMI
PSS70 Amano McGann Credit Card Set Up
$1,000
$1,000
1
AMI
AMS69581P Amano McGann IParcProfessional Credit Card
$18,600
$18,600
Software "Suite". Supports Credit Card
In/Credit Card Out, Credit Card On -File
1
AMI
AMS 9660IPWEB Amano McGann IParcProfessional Reservation
$37,500
$37,500
System
10
AMI
AGP-0509/A558 AMI Communication Converter
$400
$4,000
LOT 293 ENTRANCE & EXIT LANE EQUIPMENT
Includes Two Entrance Lanes equipped with Entry Stations with Hotpocket Barcode Technology, Gates, Single Technology
Proximity Display Card ReaderS & Intercoms. Four Exit Lanes equipped with ExpressParcs with HotPocket Barcode Technology,
Gates & Single Technology
Proximity Display Card Readers & Intercoms.
WEST AVENUE ENTRANCES - LANE 1 & 2
2
AMI
AMG-1751/A851 Barrier Gate Operator with Microprocessor
$3,400
$6,800
Controller & Dual Detector - White
2
AMI
MT -1703 Amano McGann Count Interface Gate Board
$600
$1,200
2
AMI
AL12 12' Aluminum Gate Arm w/Protective Strip
$155
$310
4
AMI
L-5 2'6" x 6' Ground Loops w/ 25' Lead-in
$300
$1,200
2
AMI
AMT -070 Single Technology Proximity Reader Kit for
$2,400
$4,800
AMG
2
AMI
RM100WH Card Reader Pedestal - White
$225
$450
2
AMI
AMG-2071/A854 Entry Station, Magnetic Stripe Ticket
$14,400
$28,800
2
AMI
AMG-HOTP Amano McGann HotPocket Barcode Reader
$5,000
$10,000
for AMG-2071 Entry Station
1
AMI
IO7000 Lane Controllers
$3,000
$3,000
2
VIKING
EWP-10 Telephone Intercom Unit
$484
$968
WEST AVENUE EXIT - LANES 3 & 4
2 AMI
AMG-1751/A851 Barrier Gate Operator with Microprocessor
$3,400
$6,800
Controller & Dual Detector - White
2 AMI
MT -1703
Amano McGann Count Interface Gate Board
$600
$1,200
2 AMI
AL12
12' Aluminum Gate Arm w/Protective Strip
$155
$310
4 AMI
L-5
2'6" x 6' Ground Loops w/ 25' Lead-in
$300
$1,200
2 AMI
AMT -070
Single Technology Proximity Reader Kit for
$2,400
$4,800
AMG
2 AMI
RM100WH
Card Reader Pedestal - White
$225
$450
2 AMI
AMG-4571/A863 Exit Station, Magnetic Stripe Ticket, Credit
$17,000
$34,000
Card Configuration, Receipt Printer - White
2 AMI
AMG-HOTP
Amano McGann HotPocket Barcode Reader
$5,000
$10,000
for AMG-4571 Exit Station
City of Fayetteville Page 2
1
AMI
IO7000 Lane Controllers
2
VIKING
EWP-10 Telephone Intercom Unit
DICKSON STREET EXIT - LANES 5 & 6
2
AMI
AMG-1751/A851 Barrier Gate Operator with Microprocessor
Controller & Dual Detector - White
2
AMI
MT -1703 Amano McGann Count Interface Gate Board
2
AMI
AL12 12' Aluminum Gate Arm w/ Protective Strip
4
AMI
L-5 2'6" x 6' Ground Loops w/ 25' Lead-in
2
AMI
AMT -070 Single Technology Proximity Reader Kit for
AMG
2
AMI
RM100WH Card Reader Pedestal - White
2
AMI
AMG-4571/A863 Exit Station, Magnetic Stripe Ticket, Credit
Card Configuration, Receipt Printer - White
2
AMI
AMG-HOTP Amano McGann HotPocket Barcode Reader
for AMG-4571 Exit Station
1
AMI
IO7000 Lane Controllers
2
VIKING
EWP-10 Telephone Intercom Unit
WEST AVENUE AUTOMATIC PAY -ON -FOOT STATION
Unattended Automatic Central Pay Stations. One Full Service Payment is by Bill, Coin, Credit Card
with Change in $1, $5 Bills
and $.05, $.10, $.25 Coins and Includes Viking Intercom. One Credit
Card Only with Viking Intercom
1
AMI
AGP-7811/A645 Base Pay Station with Zero Note Escrow
1
AMI
AGP-0522/A652 Coin Recycling/Dispensing Module
1
AMI
AGP-0523/A653 .05 Coin Hopper
1
AMI
AGP-0523/A654 .10 Coin Hopper
1
AMI
AGP-0523/A655 .25 Coin Hopper
1
AMI
AGP-0521/A650 Dual Note Dispenser
2
AMI
AGP-0529/A680 Spare Note Cassette for Note Dispenser
1
AMI
AGP-0528/A679 Spare Lockable Note Vault
1
AMI
AGP-0530/A681 Spare Coin Vault
1
AMI
AMG-4312 Central Credit Card Only Pay Station
2
VIKING
EWP-10 Telephone Intercom Unit
$3,000 $3,000
$484 $968
$3,400 $6,800
$600
$1,200
$155
$310
$300
$1,200
$2,400
$4,800
$225 $450
$17,000 $34,000
$5,000 $10,000
$3,000 $3,000
$484 $968
$45,000
$ 45,000
$3,600
$ 3,600
$1,200
$ 1,200
$1,200
$ 1,200
$1,200
$ 1,200
$8,500
$ 8,500
$900
$ 1,800
$600$
600
$225$
225
$19,000
$ 19,000
$484
$968
City of Fayetteville Page 3
WALTON ART CENTER AUTOMATIC PAY -ON -FOOT STATION
Unattended Automatic Central Pay Stations. One Full Service Payment is by Bill, Coin, Credit Card
with Change in $1, $5 Bills and $.05, $.10, $.25 Coins and Includes Viking Intercom.
1
AMI
AGP-7811/A645 Base Pay Station with Zero Note Escrow
$45,000 $
45,000
1
AMI
AGP-0522/A652 Coin Recycling/Dispensing Module
$3,600 $
3,600
1
AMI
AGP-0523/A653 .05 Coin Hopper
$1,200 $
1,200
1
AMI
AGP-0523/A654 .10 Coin Hopper
$1,200 $
1,200
1
AMI
AGP-0523/A655 .25 Coin Hopper
$1,200 $
1,200
1
AMI
AGP-0521/A650 Dual Note Dispenser
$8,500 $
8,500
2
AMI
AGP-0529/A680 Spare Note Cassette for Note Dispenser
$900 $
1,800
1
AMI
AGP-0528/A679 Spare Lockable Note Vault
$600 $
600
1
AMI
AGP-0530/A681 Spare Coin Vault
$225 $
225
1
VIKING
EWP-10 Telephone Intercom Unit
$484
$484
LOT 65 ENTRANCE & EXIT LANE EQUIPMENT
Includes One Entrance Lane equipped with Entry Station with Hotpocket Barcode Technology, Gate, Single Technology
Proximity Display Card Reader & Intercom. One Exit Lane equipped with Pay In Lane Station with HotPocket
Barcode
Technology, Gate & Single
Technology Proximity Display Card Reader & Intercom.
SPRING STREET ENTRANCE - LANE 7
1
AMI
AMG-1751/A851 Barrier Gate Operator with Microprocessor
$3,400
$3,400
Controller & Dual Detector - White
1
AMI
MT -1703 Amano McGann Count Interface Gate Board
$600
$600
1
AMI
AL12 12' Aluminum Gate Arm w/ Protective Strip
$155
$155
2
AMI
L-5 2'6" x 6' Ground Loops w/ 25' Lead-in
$300
$600
1
AMI
AMT -070 Single Technology Proximity Reader Kit for
$2,400
$2,400
AMG
1
AMI
RM100WH Card Reader Pedestal - White
$225
$225
1
AMI
AMG-2071/A854 Entry Station, Magnetic Stripe Ticket
$14,400
$14,400
AMI
AMG-HOTP Amano McGann HotPocket Barcode Reader
$5,000
$5,000
1
for AMG-2071 Entry Station
1
AMI
IO7000 Lane Controllers
$3,000
$3,000
1
VIKING
EWP-10 Telephone Intercom Unit
$484
$484
WEST AVENUE EXIT - LANE 8
1
AMI
AMG-1751/A851 Barrier Gate Operator with Microprocessor
$3,400
$3,400
Controller & Dual Detector - White
1
AMI
MT -1703 Amano McGann Count Interface Gate Board
$600
$600
1
AMI
AL12 12' Aluminum Gate Arm w/Protective Strip
$155
$155
2
AMI
L-5 2'6" x 6' Ground Loops w/ 25' Lead-in
$300
$600
City of Fayetteville Page 4
1 AMI
PRX280MDIL
Single Technology Proximity & power supply.
10" x 10" enclosure. Proximity up to 10" read
range
1 AMI
RM100WH
Card Reader Pedestal - White
1 AM
AMG-6800
AMI In -Lane Exit Pay Station with Cash, Coin,
Credit Card Acceptance, Change in Quarters,
Dollar. Coins.
1 AM
MUP-100126
Amano Exit Pay Bank Note Vault Spare
1 AM
MN -305000
Amano Exit Pay Coin Vault Spare
AMI
AMG-HOTP
Amano McGann HotPocket Barcode Reader
1
for AMG-2071 Entry Station
1 VIKING
EWP-10
Telephone Intercom Unit
$4,900
$4,900
$225
$225
$39,600
$39,600
$1,200
$1,200
$1,100
$1,100
$5,000
$5,000
$484
$484
LOT 58 ENTRANCE & EXIT LANE EQUIPMENT
Includes One Entrance Lane equipped with Entry Station with Hotpocket Barcode Technology, Gate, Single Technology
Proximity Display Card Reader & Intercom. One Exit Lane equipped with Pay In Lane Station with HotPocket Barcode
Technology, Gate & Single Technology Proximity Display Card Reader & Intercom.
SCHOOL AVENUE ENTRANCE - LANE 9
1
AMI
AMG-1751/A851
Barrier Gate Operator with Microprocessor
$3,400
$3,400
Controller & Dual Detector - White
1
AMI
MT -1703
Amano McGann Count Interface Gate Board
$600
$600
1
AMI
AL12
12' Aluminum Gate Arm w/Protective Strip
$155
$155
2
AMI
L-5
2'6" x 6' Ground Loops w/ 25' Lead-in
$300
$600
1
AMI
AMT -070
Single Technology Proximity Reader Kit for
$2,400
$2,400
AMG
1
AMI
RM100WH
Card Reader Pedestal - White
$225
$225
1
AMI
AMG-2071/A854 Entry Station, Magnetic Stripe Ticket
$14,400
$14,400
AMI
AMG-HOTP
Amano McGann HotPocket Barcode Reader
$5,000
$5,000
1
for AMG-2071 Entry Station
1
AMI
IO7000
Lane Controllers
$3,000
$3,000
1
VIKING
EWP-10
Telephone Intercom Unit
$484
$484
ALLEY EXIT - LANE 10
1
AMI
AMG-1751/A851 Barrier Gate Operator with Microprocessor
$3,400
$3,400
Controller & Dual Detector - White
1
AMI
MT -1703
Amano McGann Count Interface Gate Board
$600
$600
1
AMI
AL12
12' Aluminum Gate Arm w/ Protective Strip
$155
$155
2
AMI
L-5
2'6" x 6' Ground Loops w/ 25' Lead-in
$300
$600
1
AMI
PRX280MDIL
Single Technology Proximity & power supply.
$4,900
$4,900
10" x 10" enclosure. Proximity up to 10" read
range
City of Fayetteville Page 5
1 AMI
RM100WH
Card Reader Pedestal - White
$225
$225
1 AM
AMG-6800
AMI In -Lane Exit Pay Station with Cash, Coin,
$39,600
$39,600
Credit Card Acceptance, Change in Quarters,
Dollar Coins.
1 AM
MUP-100126
Amano Exit Pay Bank Note Vault Spare
$1,200
$1,200
1 AM
MN -305000
Amano Exit Pay Coin Vault Spare
$1,100
$1,100
AMI
AMG-HOTP
Amano McGann HotPocket Barcode Reader
$5,000
$5,000
1
for AMG-2071 Entry Station
1 VIKING
EWP-10
Telephone Intercom Unit
$484
$484
TOTAL SYSTEM SUMMARY*
OTY. TOTAL
Equipment/Software Subtotal:
$599,403
Special National Account Project Discount:
** -$176,825
Installation & Technical Services:
$40,750
Freight:
$5,755
Rigging:
By Owner
Outdoor Enclosure for Pay on Foot Station:
$7,500
Digital Payment System Addendum A:
$229,796
Parking Consultants Project Coordination, Implementation, Management & Expenses:
$39,255
State and Local Sales Tax 9.25% except Parking Consultants Management
9.25% $65,340
TOTAL SYSTEM INVESTMENT:
$810,974
" Special Project Pricing is only available to Customers of Clients who are enrolled in the Amano McGann National Account Program
City of Fayetteville Page 6
TERMS AND CONDITIONS
Notes
Delivery is typically 10-12 weeks after receipt of order and deposit
F.O.B. Jobsite
Pricing listed is valid for 90 days
Installation Labor for this Proposal is calculated utilizing our own installation team and paying our standard Merit Shop Labor Rates. All required or
optional Prevailing Wage, Union, and/or PLA Labor Rates are not included and will be in addition to this Proposal
Project Includes National Account Project management as needed
This proposal includes reimbursement for sales/use tax
Payment Terms
33% Deposit with Signed and Accepted Order, 34% on System Deleivery, Remaining 33% Upon Substantial Completion
Past due accounts will be subject to a late fee of 5% of the amount due.
Scope of Work
Associated Time & Parking
Mount Equipment
Make low voltage/data/control cable connections to equipment listed above
Provide training on operation/maintenance of system
One year on -site parts and labor warranty during normal business hours
To Be Provided By Owner
Forklift and/or Pallet Jack for Rigging Pay On Foot and Pay In Lane Stations
City is responsible for All Civil & Electrical Work
City is responsible for all data infrastructure back to current Amano McGann Server
All Telephone Circuits, Where Required
Credit Card Information required for Processor
Exclusions
Bonding/Liquidated Damages/Permits/Consumables
Integrity of Existing Electrical Service, Curbing, Asphalt
Please Initial if Accepted
Base Proposal Amount
$810,974
Proposed By: Accepted By:
Associated Time & Parking Name:
2, rgzeec Title:
Date: 1%
Christopher Archer
P.O.#:
* Thank you for the opportunity to work with you on this project and for your continued business with Associate Time & Parking Controls & Amano
Corporate Office- Dallas: 9104 Diplomacy Row • Dallas, Texas 75247 • Phone (214) 637-2763 • Fax (214) 688-0411
Austin: 4020 S. Industrial Drive, SuitelSO • Austin, Texas 78744 • Phone (512) 693-9200 • Fax (512) 693-9091
Houston: 1217 West Loop North, Suite 190 • Houston, Texas 77055 • Phone (713) 263-1366 • Fax (713) 263-8154
New Orleans: 1447 West Lindberg Drive, Suite204 • Slidell, Louisiana 70458 • Phone (985) 781-3929 • Fax (985) 781-3950
NW Arkansas: 9 Hemsworth Lane • Bella Vista, Arkansas 72714 • Phone (479) 435-1361 • Fax (479) 855-4642
www.associatedtime.com
City of Fayetteville Page 7
Associated Time & Parking Controls
April 22, 2010
Mr. Chris Pecoraro
The Parking Consultants
372 S. Eagle Road, Suite 333
Eagle, Idaho 83616
ATTACHMENT A
ITEM NO.
QTY
DESCRIPTION
UNIT PRICE
TOTAL PRICE
800.1101
18
LUKE Base Config C2 CRS RADIUS
$ 6,990.00
$125,820.00
100.0001
1
Standard Luke Colors -L
$ N/C
$ N/C
880.1165
18
Color LCD RADIUS Complete Assembly
$ 760.00
$ 13,680.00
880.1169
18
2in Thermal Printer RADIUS Complete Assembly
$1,160.00
$ 20,880.00
880.1159
18
Coin Acceptor — RADIUS -US Collection w/Coinbag
$1,079.00
$ 19,422.00
880.1162
18
Bill Validator US 1000 RADIUS 1000 Note Complete Assembly
$ 1,320.00
$ 23,760.00
880.1158
18
Dual Card Reader RADIUS Mag Stripe/Embedded Chip
$ 550.00
$ 9,900.00
880.1163
18
Pmt Option Coin US Bill CC-LR
$ 85.00
$ 1,530.00
100.0075
18
Pay Station BOSS License
$ 300.00
$ 5,400.00
880.1135
6
120Vac Power Kit
$ 545.00
$ 3,270.00
880.1152
12
Solar Panel 20 Watt Wireless Compatible
$ 1,580.00
$ 18,960.00
880.1175
18
GSM Modem T-Mobile-L/S per pay station
$ 595.00
$ 10,710.00
880.1179
18
GSM Installation Kit-L/S No Modem Included
$ 165.00
$ 2,970.00
520.0012
18
1000 Note US Stacker RADIUS Spare
$ 300.00
$ 5,400.00
610.0003
18
Coin Bag Regular-IP/L/S Spare
$ 145.00
$ 2,610.00
100.0044
1
Create New Service Key Set Up
$ 0.00
$ 0.00
450.0018
2
Key Green Ext Access-L/S Each
$ 25.00
$ 50.00
450.0019
1
Key Yellow EXT Access-L/S Each
$ 25.00
$ 25.00
450.0002
2
Key-Coinbag Removal-IP/L/S Route Key -Each
$ 25.00
$ 50.00
450.0003
2
Key-Coinbag Access-IP/L/S Money Room
$ 25.00
$ 50.00
450.0015
2
Key Bill Stacker Removal-L/S Route Key
$ 10.00
$ 20.00
450.0016
2
Key -Bill Stacker Access-L/S Money Room -Each
$ 10.00
$ 20.00
880.1028
1
USB Data Key-L/S
$ 250.00
$ 250.00
880.0086
1
DPT BOSS Suite Per PC (Ref— BOM)
$ 1,000.00
$ 1,000.00
100.1108
1
EMS CC Processing Setup-L/S
$ 1,000.00
$ 1,000.00
SUBTOTAL
$266,777.00
CITY OF FAYETTEVILLE DISCOUNT (22%)
$ 58,690.94
Shipping Charges
$ 3,800.00
Associated Time & Parking Controls Installation, Programming, Training & Warranty
TOTAL INVESTMENT PAY BY SPACE UNITS $229,796.06
Monthly Wireless Communication fees for GSM, approx $40/mo/unit are the responsibility of the client
New EMS Agreement needed. Basic included in all units. Bronze = Basic + 1 Service @ $50/mo/unit, Silver = Basic +3 Services @
$75/mo/unit and Gold = Unlimited Services @ $100/mo/unit
Corporate Office- Dallas: 9104 Diplomacy Row .Dallas, Texas 75247 .Phone (214) 637-2763 .Fax (214) 688-0411
Austin: 4020 S. Industrial Dr., Suite150 .Austin, Texas 78744 .Phone (512) 693-9200 .Fax (512) 693-9091
Houston: 1217 West Loop North, Suite 190 .Houston, Texas 77055 • Phone (713) 263-1366 • Fax (713) 263-8154
New Orleans: 1447 West Lindberg Drive, Suite204 • Slidell, Louisiana 70458 • Phone (985) 781-3929 .Fax (985) 781-3950
NW Arkansas: 9 Hemsworth Lane .Bella Vista, Arkansas 72714 .Phone (479) 435-1361 • Fax (479) 855-4562
www.associatedtime.com
Associated Time & Parking Controls
TERMS AND CONDITIONS
Notes
Delivery is typically 8-10 weeks after receipt of order and deposit
F O.B Jobsite
Price listed above is valid for 90 days
Installation Labor for this proposal is calculated utilizing our own installation team and paying our standard Merit Shop Labor Rates. All required or
optional Prevailing Wage, Union, and/or PLA Labor Rates are not included and will be in addition to this Proposal.
This Proposal does not include sales tax, please provide Tax Exempt Certificate
Scope of Work
Associated Time & Parking Controls
Mount Equipment
Make low voltage/data/control cable connections to equipment listed above
Provide training on operation/maintenance ofsystem
One Year on -site parts and labor warranty during normal business hours
To Be Provided By Owner
City is responsible for All Civil & Electrical Work
City is responsible for all data infrastructure
All telephone circuits, where required
Credit Card Information for Processor
EMS & Cellular Monthly expenses
Exclusions
Bonding/Liquidated Damages/Permits/Consumables
Integrity of Existing Electrical Service, Curbing, Asphalt
Base Digital Pay By Space Proposal Amount
$229,796.06
Proposed By:
Associated Time & Parking Controls
Christopher J. Archer
Please ti l ifAcceyted
27
Accepted By:
Name:
Title: I 1
Date:
P.O.#
Corporate Office- Dallas: 9104 Diplomacy Row 'Dallas, Texas 75247 'Phone (214) 637-2763 'Fax (214) 688-0411
Austin: 4020 S. Industrial Dr., Suite150 'Austin, Texas 78744 'Phone (512) 693-9200 'Fax (512) 693-9091
Houston: 1217 West Loop North, Suite 190 'Houston, Texas 77055 'Phone (713) 263-1366 'Fax (713) 263-8154
New Orleans: 1447 West Lindberg Drive, Suite204 'Slidell, Louisiana 70458 'Phone (985) 781-3929 .Fax (985) 781-3950
NW Arkansas: 9 Hemsworth Lane 'Bella Vista, Arkansas 72714 • Phone (479) 435-1361 'Fax (479) 855-4562
www.associatedtime.com
SOLE SOURCE JUSTIFICATION
PURPOSE:
This form, with one or more categories completed, must accompany purchase requisitions for the
sole source procurement of equipment, services or supplies exceeding $1000 (purchased from State
Contract venders excepted). The purpose of sole source justification is to show that competitive
bidding is impractical because only one product or service provider can meet a specific need.
Therefore, an equitable evaluation of comparable products or services must be made and
documented by the requester who shows that rejection of other products or services is based solely
on their failure to meet that need. In cases where no other comparable source can be identified, a
technical description of the product requested and a listing of those companies which were
considered as alternative sources must be provided. Quality can be a subjective evaluation based
upon opinion. Municipal (public) procurement law requires price considerations be evaluated via
competitive quoting or bidding.
While all sole source justifications are subject to review, sole source justified purchases of
$20,000.00 or more must be publicly bid or a bid waiver approved by Council. Justifications must
contain clear, in-depth, and accurate information in order to avoid protests and the possibility of
delaying the procurement.
INSTRUCTIONS.:
1. Please type or print legible in ink.
2. Complete all categories and sections that apply.
3. Provide full explanation, complete descriptions, and/or list all relevant reasons where space
has been provided. Sole Source Justification forms lacking sufficient detail cannot be
approved.
4. Sign and date the form in the space provided for "signature".
5. Improperly completed, and/or unsigned forms will be returned to the sender.
TO: Purchasing Division Date: May 7,2010
FROM: Sharon Crosson Dept: Parking Management
Names of Requisitioner and Dept. Head
SUBJECT: Sole Source Justification
Purchase Requisition PR04 (attached)
Proposed Vendor Associated Time and Parking Controls
Product Description Parking Access and Revenue Control Equipment
STATEMENT
I am aware that Fayetteville Code of Ordinances, Title III Administration, Chapter 34, Article II
mandates that the procurement of services, materials, equipment and supplies be via competitive
quotes whenever the amount is over $1,000.00. However, I am requesting sole source procurement
based on the following criteria. (Attach additional sheets as necessary):
1. The requested product is an integral repair part or accessory compatible with existing
equipment. (please state the manufacturer and model number of existing equipment):
The Parking Management Division currently uses the Access and Count Monitoring
System manufactured by Amano McGann. The current system was recently pgraded to
accommodate growth on the city owned parking decks in the downtown core and can be
used to accommodate the growth in the Entertainment District. The City is satisfied with
the existing product and support. It makes sense to grow the existing system as there are
no economies that will be realized.
2. The requested product has special design/performance features which are essential to my
needs.
Both A and B portions of this category must be completed.
A. These features are:
The proposed equipment is the only quipment that is fully compatible with the
existing Amano McGann system currently utilized by the Cites
B. In addition to the product requested, I have contacted other suppliers and
considered their product of similar capabilities. I find their product unacceptable
for.the following reasons (identify companies contacted, individuals contacted,
model number and specific technical deficiency).
The proposed equipment is the only equipment that is fully compatible with the
existing Amano McGann system currently utilized by the City.
2
3. I have standardized the requested product/service; the use of another
would require considerable time and money to evaluate.
Explain:
4. The requested product is one which I (or my staff) have specialized training and/or
extensive experience. Retraining would incur substantial cost in money and/or time.
Explain:
5. Please consider sole source approval for this reason(s) (e.g. trade-in allowance;
availability of services, parts and maintenance; product is a prototype; inventory of parts
are maintained, etc.):
Authorization:
Full Name and Title of Requisitioner Sharon Crosson, Parking and Telecom Manager
(typed or printed in ink)
Signature S Date _ S 7, l0
Full Name of Division Head Sharon Crosson
(typed or printed in ink)
Signatu
Date ✓r �CQ
Requisition o.:
Date:
City Of Fayetteville
4
5/7/2010
(Not a Purchase Order)
P.O Number:
Expected Delivery Date:
Vendor #:
Vendor Name:
Mail
14882
Associated Time and Parking
Yes:_ No:_
Address:
Fob Point:
Taxable
Quotes Attached
Yes:_ No:
Yes: No:
City:
State:
Zip Code:
Ship to code:
Divison Head Approval:
62
Requester:
Requester's Employee #:
Extension:
Sharon Crosson
174
277
Iten
Description
Quantity
Unit of Is
Unit Cost
Extended Cost
Account Numbers
Pro'ect/Sub roject #
Inventory #
Fixed Asset #
Parking Revenue Control
1
System for Entertainment
I
job
706,379.00
$706,379.00
2130-9130-5819-00
10024-1
District Parking Program
Parking Consultant and
2
Project Management Services
I
job
39,255.00
$39,255.00
2130-9130-5819-00
10024-1
(non-taxable)
3
$0.00
4
$0.00
5
$0.00
6
$0.00
7
$0.00
10
$0.00
Shipping/Handling
I
Lot
$0.00
Special nstructions:
Sole Source provider for our McGann' Parking System. Subtotal: $745,634.00
Tax: $65,340.00
Total: $810,974.00
Approvals:
Mayor: Department Director: Purchasing Manager:
Finance & Internal Services Director: Budget Manager: IT Manager:
Dispatch Manager: Utilities Manager: Other:
Kevisea 6/17/03
JUN 2 4 2010
NORTHWEST ARKANSAS CITY
OF E
CITY CLERK'S OFFICE
EWSPAPERSLLC
Northwest Arkansas Democrat Gazette
The Morning News of Springdale
The Morning News of Rogers
Northwest Arkansas Times
Benton County Daily Record
212 North East Avenue, Fayetteville Arkansas 72701/ PO Box 1607, 72702
PHONE: 479-571-6421
AFFIDAVIT OF PUBLICATION
I, Cathy Wiles, do solemnly swear that I am Legal Clerk of the Northwest
Arkansas Newspapers LLC. Printed and published in Benton County,
(Lowell), Arkansas and that from my own personal knowledge and
reference to the files of said publication, the advertisement of: City of
Fayetteville —Ordinance 5328
June 10, 2010
Publication Charge: $ 97.28
Signed: ---
Subscribed and sworn to before me
This) S d ay of j, , 2 010 .
Notary Public
Jim Mears
Washington County
Commission Number 12374647
My Commission Expires: Notary Public - Arkansas
My Commission Expires Jan. 20, 2020
Do not pay from Affidavit, an invoice will be sent
ORDINANCE NO 5328,,,,,,,,
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING AND APPROVING A
CONTRACT N RSS A OUNTIMEANDPARKING
CONTROLS IN THE MOUNT OF $810,974.00
FOR THE PURCHASE OF ACCESS AND REVENUE r ARKANSAS
CONTROL EQUIPMENT OR THE ENTERTAINMENT
DISTRICT PARKING PROGRAM APPROVING A
PROJECT CONTINGENCY OF $11,153.00, AND APPROVING A BUDGET ADJUSTMENT
OF $774335.00 r i
WHEREAS, the Parking Management Division currently has t roves elni o over $200,000.00
in an access monitoring system manufactured by Aniano McGann and Digital
Systems; end
WHEREAS, the system as ecently upgraded to accommodate growth on the city -owned
decks in the OowntoCore and can be used to; accommodate growth in the
in en trict; and - Eli S. ; o q e p oposed equipment with current City equipment is crucial;
e ant to be provided by Associated Time and Parking Copt s
pad ng Anlano McGsnn system currently utilized by the Ci
will save
NO RE RDAINED BY THE CITY COUNCIL OF E CIt
0 1 C C Gil of the City of Fayettevilla, Arkansas hereby determine
ption at o e fain which formal€competitivebid is deemed not feasible
an are as e requirements mabiddingand ap r
act o a a and Parking-ControlParking-Controls inth 9 0 4.
the urcch , e evenue coequipmentte e i. e
Program.
Section 2.
amount
Council eltoftheCi o Fayetteville, � �= �rov ap e
contingencyIn the amoin of $1j;1Ti3;00
SectionS. That the City Council of the City of Fayetteville Arkansas hereby approves a budget
adjustment a copy of which is attached to this Ordinance as Exhibit A, and incorporated
herein as if set out word for word in the amount of $774,335.00
PASSED and APPROVED this 1st day of June 2010
APPROVED ATTEST
By. 8y
LIONELD JORDAN,Mayor sSONDFA E SMITH City Clerk/Treasurer�
Exhibits for this ordinance may be viewed in the office of the City Clerk/Treasurer,,_.,y5
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
N/A
City Council Meeting Date
Agenda Items Only
Sharon Waters
Submitted By
Parking Management Transportation Services
Division Department
Action kequirea:
)f Change Order in the amount of $5,044.97 for additional consultant fees incurred by attending one
City Council meeting on the Entertainment District Parking Project. The City Council passed a project
-y of $11,153.00 for this project on June 1.
$ 5,044.97
Cost of this request
2130.9131.5819.00
Account Number
10024-1
Project Number
Budgeted Item 1X
$ 11,153.00 Entert. Dist. Parking Program
Category / Project Budget
Funds Used to Date
$ 11,153.00
Remaining Balance
Budget Adjustment Attached
Program Category / Project Name
Parking Management
Program / Project Category Name
Off -Street Parking
Fund Name
/U.,3 i D Previous Ordinance or Resolution # % 'Ji2-
Date
Original Contract Date:
(6` Y l d Original Contract Number:
Date
io-i-zai1)
Finance and Internal Services Director Date
Date
Date
Received in City, 10-0 4- 1 0 P 1 2: 18 R CV D
Clerk's Office
Received in (+�D
Mayor's Office
Revised January 15, 2009
ARKANSAS
Vi1e
CONTRACT REVIEW MEMO
To: Mayor Jordan
Thru: Don Marr, Chief of Staff
Terry Gulley, Director of Transportation
Parking and Telecom Manager
From: Sharon Waters, Par g g
Date: September 30, 2010
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENT CORRESPONDENCE
Subject: Approval of a Change Order with Associated Time and Parking Controls in the Amount of
$5,044.97 for Additional Parking Consultant Services
PROPOSAL:
Staff recommends approving a Change Order to the existing contract with Associated Time and Parking
Controls in the amount of $5,044.97 to cover additional consulting fees incurred.
by The Parking Consultant for attending one additional City Council meeting.
RECOMMENDATION:
The Parking Consultants attended one additional City Council meeting on June 1 to provide additional
information requested by the Council for Towing Regulations and Parking Project Statistics. This meeting was
not originally scheduled for the consultant to attend. Staff anticipated being able to save the additional fees on
the back end of the project implementation, but was not able to do so. However, the City Council approved a
Project Contingency of $11,153.00 that will be used to cover the additional consulting fees.
BUDGET IMPACT:
There is $11,153.00 budgeted for Project Contingency that will cover this project expense.
LAssociated Time & Parking controls INVOICE DATE INVOICE Na. PAGE
9104 Diplomacy Row .Dallas, Texas 75247 ' -- -- —
Phone: 214-637-2763 • Fax: 214-688-0411
www.associatedtime.com 09/09/10 324 1 i
* * * CHANGE ORDER * * * Please Remit to: 9104 Diplomacy Row, Dallas Texas 75247
SOLD TO CITY OF FAYETTEVILLE SHIPPED TO CITY OF FAYETTEVILLE
ACCOUNTS PAYABLE SHARON
113 WEST MOUNTAIN 113 WEST MOUNTAIN
FAYETTEVILLE, AR 72701 FAYETTEVILLE, AR 72701
CCOt1NT
SRLES --
CUSTOMER
TEAMS
SH1P VIA FO
lUMBER
; REP
P.O NUMBER
I
CITFA
415
N/A
NET 30
N/A N/A
QUANTI3Y
DESCR1PTJOTF
DISCOUNT AMOU.
)RDERED
`. SHIPPED
SAOK
ORDERED
STOC1f t.D," _ UNIT }
UNIT PRICE -
1.0
1.0
PROF CONSULTING FEES
PS -L EA
5,044.97 5,044.97
PROFESSIONAL SERVICES &
EXPENSES
CHANGE ORDER #1; JUNE 1, 2010
CITY COUNCIL MEETING
INVOICE TOTAL
BALANCE DUE
5,044.97
5,044.97
We are now accepting VISA/MASTERCARD/AMERICAN EXPRESS •
372 S ERGLE RD SUITE 333 ERGLE ID 83616 WWUITHEPRRKIN6CONSULTRNTS.cOM
August 10, 2010
Christopher Archer
Associated Time & Parking Controls
9104 Diplomacy Row
Dallas, Texas 75247
Re: Change Order #1
Dear Chris:
At the direction of the City I am submitting this request for Change Order #1 to increase
our Consulting Fee and Expense Budget. The increase in our budget was caused by a
request by the City for our firm to attend the fmal City Council meeting June 1, 2010.
The aforementioned meeting was not budgeted for in the revised project budget and the
actual costs associated with that meeting are as follows:
Consulting Fee
$2,687.50
Expenses
$2,357.47
Total Change Order
$5,044.97
Please let me know if this format is acceptable and if you require additional information.
Sincerely,
Chris °tee
Pecoraro
Christopher J. Pecoraro
President
cc: Sharon Waters
** CHANGE ORDER **
a(jyj/Ty'ttville PURCHAS OO RDER
/ ARKANSAS
VENDOR NO. 14882
Asso Time & Parking Controls
9104 Diplomacy Row
Dallas TX 75247
Each Package Must Be Marked
Exactly As Shown Here
City of Fayetteville, Arkansas
DATE
8/04/10
FOB Fyv
TERMS NET 30 DAY
PURCHASE ORDER #
10-0000246-100
Unit Qty Description and Unit Price TOTALS
Qty. of Received Account Number
Issue
1.00 LOT a) Parking Revenue Control System for 706379.00
Entertainment District Parking
Program
Per Ord #5328
Contract #2141
08/03/10 C/O #1, Part 1 of 2 changing
G/L
2130.9131.5819.00 10024 1
1.00 LOT b p� arking Consu and Project 39255.00
Management Services (Non -Taxable) <
08/03/10 C/O #1, Part 2 of 2 changing
G/L
2130.9131.5819.00 10024 1
f(e5
a
U"
SHIP TO: CITY OF FAYETFEVILLE
UTILITIES MGMT/PARKING ENFORC
113 W MOUNTAIN ROOM 042A
FAYETTEVILLE AR 72701
Sales Tax Total:
Crosson, S Purchase Order Total:
DEPARTMENT VERIFICATION
RECEIVED
DEPT HEAD APPROVAL
AMOUNT TO PAY $
A/P VERIFICATION
PURCHASING VERIFICATION
PRICE CHANGE VERIFICATION PROJECT #
THIS PAYMENT $
BY DATE
706379.00
ADDITIONAL APPROVAL
• CHECK #
DOES NOT MEET PURCHASING POLICY
CONTRACT PAYMENT
OTHER
APPROVED BY
RETURN CHECK TO
SEND COPY TO_
PREVIOUS PAYMENTS) $
TOTAL PYMT(S) $
BALANCE $
DEPT. WHEN COMPLETE DELIVER TO ACCTS. PAYABLE
$65340.06
810974.06