HomeMy WebLinkAbout05/18/1999, C6 - PARKING GARAGE EQUIPMENT UPGRADE FOR Y2K COMPLIANCE council °-
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C I T Y OF SAN LUIS OBISPO
FROM: Mike McCluskey,Director of Public Work ---"
Prepared By: Keith Opalewski,Parking Manager
SUBJECT: PARKING GARAGE EQUIPMENT UPGRADE FOR Y2K
COMPLIANCE
CAO RECOMMENDATION
1. Approve Request for Proposals (RFP) for parking garage equipment upgrade, authorize
soliciting of proposals, and authorize contract award by the CAO if the selected proposal is
within the engineer's cost estimate of$200,000.
2. Appropriate $200,000 from the unreserved parking fund working capital balance in order to
fully fund the engineer's estimate.
DISCUSSION
Both parking garages use complex customer service equipment (like electronic gates, ticket
spitters, card readers, printers, and computerized cash registers), most of which is 10 years old.
This equipment and its associated electronic systems and software do not meet either Y2K
compliance standards or the requirements from the certified EIR to upgrade equipment for the
expanded Marsh Street Parking Garage.
Although there are plans and requirements to upgrade the equipment for the Marsh Street Garage
Expansion,the Palm Street Garage equipment must also be replaced at the same time because the
equipment and software for both garages are integrated into one operating system. Thus, both
garages must undergo equipment upgrades before the year 2000 in order to keep them operating.
Workscope
The proposed workscope for the RFP includes the following equipment upgrades:
• Replacement of all existing entrance and exit gates
• Replacement of existing ticket spitters with machine readable technology (bar code or
magnetic stripe tickets) and dispensing units that automatically issue a ticket as a vehicle
drives up
• Replacement of existing passcard units with proximity sensors that will eliminate the need to
insert a card
• Replacement of computerized cash registers and companion primers with up-to-date units
that include machine readable technology
• Purchase of new operating system software and a dedicated computer
• Installation and training
C6-1
Council Agenda Report—RFP for Parking Garage Equipment Upgrade
Page 2
Schedule
The time table for the equipment upgrade is as follows:
Issue RFP May
Receive RFP's June
Evaluate and Award July
Execute Contract August
Begin Installation September
The above time line must be adhered to as closely as possible in order to have all of the
equipment installed and staff trained prior to the busy holiday season (November 15-
December25)and the year 2000.
FISCAL IMPACT
The engineer's estimate for the equipment upgrade is $200,000 ($194,000 plus 3% contingency).
The additional monies to fund the engineer's cost estimate would come from the unappropriated
parking fund balance,which is currently in excess of$2.1 million.
The impetus for this request is based on the fact that the current Financial Plan was not budgeted
for this equipment upgrade. The anticipation was that the equipment improvements for both
garages would be included as part of the Marsh Street Garage expansion construction budget.
Because both facilities are integrated into one operating system along with matching equipment,
this requires that both garages be upgraded at the same time. However, since the expansion
project will not be completed until after the year 2000, a CIP request for the equipment upgrade
was submitted as part of the 1999-01 Financial Plan. During the CIP budget review process, the
committee determined that we did not have to wait for the formal adoption of the new budget in
order to begin the upgrade process. Thus, we are requesting the additional funds at this time in
order to keep this project on schedule for Y2K compliance.
ALTERNATIVES
The RFP workscope could be modified to reflect a partial replacement of equipment (current
gates and refitted ticket spitters) to reduce the overall cost of the upgrade (approximately
$40,000). However, staff does not recommend this option because the current models of garage
equipment are being phased out by the manufacturer. Therefore, no replacement parts will be
available to keep the garages operating in future years.
Council Reading File—Complete Specification Package for RFP
C6-2