HomeMy WebLinkAbout02/29/2000, C7 - OPERATIONS AND MAINTENANCE CONTRACTS FOR PARKING OPERATIONS Council
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CITY OF SAN LUIS O B I S P O
FROM: Mike McCluskey,Director of Public Works
Prepared By: Keith Opalewski,Parking Manager
SUBJECT: OPERATIONS AND MAINTENANCE CONTRACTS FOR PARKING
OPERATIONS
CAO RECOMMENDATION
1) Approve contract with FSC Collections in the amount of $0.2915 per collection for parking
meter coin collection and authorize the Mayor to execute the contract.
2) Approve contract with Sean's Sweeping Service in the amount of $5,750 per month for
parking lot and garage cleaning and authorize the Mayor to execute the contract.
3) Approve contract with American Protective Services, Inc in the amount of$12.58 per hour for
security guard services and authorize the Mayor to execute the contract.
DISCUSSION
In November 1999, the City Council approved three Requests for Proposals (RFP) and
authorized solicitation of proposals for operations. and maintenance contracts for parking
operations.
The use of the RFP process instead of an Invitation for Bids (IFB) was instrumental in finding
the most qualified contractors for the required services. This approach allowed flexibility to
consider qualifications and experience as well as price rather than basing a decision solely on the
lowest bidder.
In early January a four-member committee of.staff personnel conducted interviews for the three
service contracts. Three firmswere interviewed for security guard services, and two firms each
were interviewed for coin collection and parking lot and garage cleaning. All firms that
submitted proposals were interviewed and all three groups included the current contractors in
addition to competing firms. Based on the results of interviews, which included consideration of
qualifications and experience,the committee ranked the proposing firms and selected the best for
the contracts. The committee recommended maintaining the current contractors for coin
collection (FSC Collections) and parking lot and garage cleaning (Sean's Sweeping Service). A
new firm was recommended for the security guard services (American Protective Services,Inc.).
Overall, the committee felt that the recommended firms were the best qualified to fulfill the
needs of the operations and maintenance contracts. A summary of the committee's evaluations
and rankings and the proposer's prices is shown in Exhibit A.
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Council Agenda Report–Operations and Maintenance Contracts
Page 2
FISCAL]M.PACT
The goal of the RFP process was to select the best firms fust and then award the contracts via
CAO. approval if the price proposals were within the total amount budgeted for these contracts.
The following table shows the amounts allocated the contract services budget for these contracts
and the projected annual costs of existing service levels of contracts with the recommended
firms.
Current .Projected
Amount Annual
.Allocated Cost
Parking Lot and Garage Cleaning $64,500 $69,000
Parking Meter Coin Collections $39,000 $27,634*
Parking Security Guard Services $18,000 $25,512**
$121,500 $122,146
*Meter collections was based on a monthly average of 7900 collections for 12 months
**Guard services was based on a weekly average of 39 hours for 52 weeks
As indicated above, two of the contracts will exceed the amounts currently allocated within the
contract services budget, while one contract is substantially below the amount allocated.
However, the overall projected costs are essentially within $646 of the total amount allocated for
all three contracts. This slight difference can be readily absorbed from projected cost savings on
other contracts within the overall contract services budget. The introduction of electronic meters
and cash keys has reduced the number of parking citations resulting in the projected surplus of
$5,000 in citation processing. Additionally, the installation of all new garage equipment this fall
for Y2K compliance currently under warranty will eliminate the service cost budget of $3,000.
This surplus can be applied to the remaining fiscal year as well as the next year. Future budgets
will be adjusted to align the projected costs for these multi-year service contracts. Therefore,
based on available funding within the contract services budget, the contracts can be awarded as
recommended without an impact to other services.
ATTACHMENTS—Exhibit A--Committee Selection and Price Summary
Councilagendazcport/CARO&Wonftm
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EXHIBIT A
PARKING OPERATIONS.
OPERATIONS AND MAINTENANCE
SERVICE CONTRACT SELECTIONS
Selection Committee Members:
Richard Racho Parking Meter Maintenance
Les Zastoupil Lead Parking Attendant
Keith Opalewski Parking Manager
Dave Elliott PW/Analyst
Based on the. interviews the contractors were ranked as follows by the selection
committee:
Parking Security Guard Services
Richard Les Keith Dave Average Proposed
Racho Zastoupil Opalewski Elliott Cost
Bomar 81 91 88 .85 86.3 $15.50/hr
,A-P9: .
Five Cities 74 88 86 95 85.8 $11.50/hr
Parking Lot and Garage Cleaning Services
Richard Les Keith Dave Average Proposed
Racho Zastoupil Opalewski Elliott Cost
Chris's 51 67 77 85 70 $5,667/mo
Sweeping
Sean's '88 94 90* ",r7'z0/mo
tr
SWee ih 1
Parking Meter Coin Collection Services
Richard Les Keith Dave Average Proposed
Racho Zastoupil Opalewski Elliott Collection
Cost .
Sca /Larkin _ 82 75 80 86 81 $0:2350/can
:r _
- -95
; g2=Y .$} 9'F5Ycai
*The above rankings were based on the following criteria:
Communication
Job Effectiveness
Related Experience
Equipment and Training
Background and Judgment
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AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day
of , by and between the CITY OF SAN LUIS OBISPO, a municipal
corporation, hereinafter referred to as City, and SEAN'S SWEEPING SERVICE, hereinafter referred to as
Contractor.
WITNESSETH:
WB EREAS, on November 20, 1999, City requested proposals to furnish parking lot and garage cleaning
services per Specification No.90042;and
WHEREAS,pursuant to said request,Contractor submitted a proposal which was accepted by City for said
parking security services.
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter
contained,the parties hereto agree as follows:
1. TERM. The tem of this Agreement shall be from March 1,2000 to June 30,2005.
2. INCORPORATION BY REFERENCE. City Specification No. 90042 and Contractor's
proposal dated December 15, 1999,are hereby incorporated in and made a part of this Agreement
3. CITY'S OBLIGATIONS. For providing parking lot and garage cleaning services as specified in
this Agreement, City will pay and Contractor shall receive therefor payments based upon the actual work received
by the City at the monthly prices proposed by the Contractor and accepted by the City.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City,Contractor agrees with City to do everything required by
this Agreement and the said.specification.
5. AMENDMENTS. Any amendment,modification,or variation from the terms of this Agreement
shall be in writing and shall be effective only upon approval by the City Administrative Officer of the City.
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6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral
agreement,understanding, or representation not reduced to writing and specifically incorporated herein shall be of
any force or effect,nor shall any such oral agreement,understanding, or representation be binding upon the parties
hereto.
7. NOTICE. All written notices to the parties hereto shall be.sent by United States mail,postage
prepaid by registered or certified marl addressed as.follows:
City Finance Department
City of San Luis Obispo
990 Palm Street
San Luis Obispo,CA 93401
Contractor Sean's Sweeping Service
P.O.Box 1082
Pismo Beach,CA 93448-1082
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute.
Agreements for such party.
IN WITNESS WOMEOF,the parties hereto have caused this instrument to be executed the day and year
first above written.
ATTEST: CITY OF SAN LUIS OBISPO,A Municipal Corporation
By: By:
City Clerk Mayan
APPROVED AS TO FORM: CONTRACTOR
By:
A
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AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day
Of by and between the CITY OF SAN LUIS OBISPO, a municipal
corporation,hereinafter referred to as City,and FSC COLLECTIONS,hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS, on November 20, 1999, City requested proposals to furnish panting meter coin collection
services per Specification No.90043;and
WHEREAS,pursuant to said request,Contractor submitted a proposal which was accepted by City for said
parlmig security services.
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter
contained,the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from March 1,2000 to June 30,2005.
2. INCORPORATION BY REFERENCE. City Specification No. 90043 and Contractor's
proposal dated December 15, 1999,are hereby incorporated in and made a part of this Agreement
3. CITY'S OBLIGATIONS. For providing parlmig meter coin collection services as specified in
this Agreement, City will pay and Contractor shall receive therefor payments based upon the actual collections
ordered and received by the City at the unit price offered by the Contractor and accepted by the City.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City,Contractor agrees with City to do everything required by
this Agreement and the said specification.
5. AMENDMENTS. Any amendment,modification,or variation from the terms of this Agreement
shall be in writing and shall be effective only upon approval by the City Administrative Officer of the City:
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6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral
agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of
any force or effect,nor shall any such oral agreement,understanding, or representation be binding upon the parties
hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage
prepaid by registered or certified mail addressed as follows:
City Finance Department
City of San Luis Obispo
990 Palm Street
San Luis Obispo,CA 93401
Contractor FSC Collections
1217 Mariners Cove
San Luis Obispo,CA 93405
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute
Agreements for such party.
IN WPtNESS WBERBOF,the parties hereto have caused this instrument to be executed the day and year
first above written.
ATTEST: CITY OF SAN LUIS OBISPO,A Municipal Corporation
By: By:
City Clerk Mayor
APPROVED AS TO FORM: CONTRACTOR
4��AalBy
C' A y
C /— /
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day
of , by and between the CITY OF SAN LUIS OBISPO, a municipal
corporation,hereinafter referred to as City,and AMERICAN PROTECTIVE SERVICES,INC.,hereinafter referred
to as Contractor.
WITNESSETH:
WBERFAS, on November 20, 1999,City requested proposals to furnish parldng security guard services
per Specification No.90044;and
WHEREAS,pursuant to said request,Contractor submitted a proposal which was accepted by City for said
parldng security services.
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter
contained,the parties hereto agree as follows:
1. TERM The term of this Agreement shall be from March 1,2000 to June 30,2005.
2. INCORPORATION BY REFERENCE. City Specification No. .90044 and Contractor's
proposal dated December 15, 1999,are hereby incorporated in and made a part of this Agreement
3. CITY'S OBLIGATIONS. For providing parking security guard services as specified in this
Agreement, City will pay and Contractor shall receive therefor payments based upon the actual hours ordered and
received by the City at the hourly price proposed by the Contractor and accepted by the City.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City,Contractor agrees with City to do everydang required by
this Agreement and the said specification.
5. AMENDMENTS. Any amendment,modification,or variation from the teams of this Agreement
shall be in writing and shall be effective only upon approval by the City Administrative Officer of theCity.
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6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral
agreement,understanding, or representation not reduced to writing and specifically incorporated herein shall be of
any force or effect,nor shall any such oral agreement,understanding, or representation be binding upon the parties
hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage
prepaid by registered or certified marl addressed as follows:
City Finance Department
City of San Luis Obispo
990 Patin Street
San Luis Obispo,CA 93401
Contractor American Protective Services,Inc.
270 Storke Road,#3
Goleta,CA 93117-29721
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute
Agreements for such party.
IN WITNESS WFIEREOF,the parties hereto have caused this instrument to be executed the day and year
fust above written.
ATTEST: . CITY OF SAN LUIS OBISPO,A Municipal Corporation
By: By:
City Cleric Mayor
APPROVED AS TO FORM: CONTRACTOR
By:
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