Administrative
Report
H.6., File # 24-1114 Meeting Date: 7/23/2024
To: MAYOR AND CITY COUNCIL
From: JOE HOFFMAN, CHIEF OF POLICE
TITLE
APPROVE THE SECOND AMENDMENT TO THE AGREEMENT WITH MACKAY METERS, INC.
FOR THE INSTALLATION OF PARKING METER EQUIPMENT, AT A COST OF $86,721, AND TO EXTEND THE TERM OF THE CONTRACT THROUGH NOVEMBER 15, 2025
EXECUTIVE SUMMARY
In August 2020, the City began replacing its aging IPS parking meters with equipment from the City’s new preferred vendor, Mackay Meters, Inc. (Mackay Meters). The replacement has occurred in phases, with the final phase scheduled for Fall/Winter 2024. The remaining phase includes replacement of the last 112 original IPS parking meters in the Riviera Village. The cost to purchase and install the new meters is $86,721. Funding for the meter replacement was included in the 2024- 25 Fiscal Year Budget.
BACKGROUND
In 2019, staff conducted a Request for Proposals (RFP) to solicit potential vendors to provide new smart parking meters to replace existing Citywide inventory. In 2020, Mackay Meters was selected as the preferred vendor, and the City entered into an agreement with Mackay Meters on April 21, 2020.
The parking meter replacement has occurred in phases, based on funding approved by the City Council as a part of the annual budget adoption process. The first phase was completed in August 2020. An amendment to the initial Agreement with Mackay Meters was approved on November 16, 2021 for the second phase, which was completed in Fall of 2022.
The third and final phase will replace the remaining 112 IPS meters in the Riviera Village parking lot with new equipment from Mackay Meters. The existing IPS meters were installed in 2015 and are experiencing a higher frequency of ongoing maintenance issues compared to Mackay Meters equipment, with screen damage being the largest issue. The Police Department has received numerous complaints from the public regarding the state of the IPS meters, and has incurred increased ongoing maintenance costs as a result of the ageing equipment.
The City’s Parking Meter technician will coordinate delivery and installation. If any poles or bases require replacement, that portion of the work would be performed by Public Works personnel.
COORDINATION
H.6., File # 24-1114 Meeting Date: 7/23/2024
The contract amendment has been prepared by the City Attorney’s Office.
FISCAL IMPACT
Funding for the parking meter replacement was approved as part of the Police Department operating budget for FY 2024-25 via Decision Package #53.
The ongoing costs associated with the new Mackay Meters will be monthly hosting fees of $10 for double-spaced meters and $6 for single-spaced meters. These costs are similar to the existing IPS monthly fees, and will not require an additional budget appropriation. The cost to purchase and install the new meters is $86,721. The new total not to exceed amount for the contract with Mackay, following approval of the amendment, will be $1,106,401.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Second Amendment to the Agreement with Mackay Meters, Inc. · Agmt - First Amendment Mackay Meters, Inc., November 16, 2021 · Agmt - Original Agreement Mackay Meters, Inc., April 21, 2020 · Insurance - Mackay Meters, Inc.
· Cost Quote - Mackay Meters, Inc., May 1, 2024
· Decision Package #53 - FY 2024-2025