Title
Staff Report for a Resolution Approving a Consulting Services Agreement with Aparc Systems, Ltd. in the Amount of $332,098 for the Estudillo Callan 2008 Parking Garage Project, Project No. 962-86-067
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends City Council approval of a Consulting Services Agreement with Aparc Systems, Ltd. in the amount of $332,098 for the design and installation of a parking management system at the Estudillo Callan Parking Garage (renamed Downtown Parking Garage).
BACKGROUND
The newly constructed 4-story Downtown Parking Garage provides a total of 384 parking spaces. The ground level is designated for free 2-hour parking, levels 2 and 3 for monthly permit users, and the upper level will serve as daily paid parking.
The old garage used a mechanical gate to restrict access to monthly parking spaces and required that customers make parking payments at City Hall. The gate system was maintenance intensive and is not compatible with the new layout because there is both daily paid parking and monthly parking on the upper floors. Additionally, requiring payment at City Hall is not convenient for the new daily paid parking option. A review of commercially offered parking access and control systems revealed that license plate readers (LPRs) combined with web-based payment options is the most efficient method to manage parking. These systems are easy and convenient for users, have the ability to collect and manage revenue, and are sufficiently flexible to adapt to changes in parking zones within the garage.
Analysis
A Request for Proposals (RFP) was issued in June 2012 to several consultants with experience in providing parking solutions, specifically with LPR technology. Proposals were received from two firms, Aparc Systems, Ltd. and VenTek. Both proposers provided follow-up presentations on their products and services. Based on the reviews of staff from Public Works, Police, Finance, Information Services, and Engineering & Transportation, Aparc Systems, Ltd. was selected as the most suitable consultant for this task.
The proposed system will include: two mobile LPR systems installed into parking enforcement vehicles; four fixed LPR devices, strategically placed in the garage; two pay stations; and three sets of enforcement ticket printers. The system will be web hosted by the vendor, and City staff will have access to stored data and reports. Internet access will allow credit card purchases of monthly or quarterly permits directly from the system. Daily parkers will have several payment options, including credit card, debit card, cash, or cellular/smart phone. The system is modular and may be extended to control free, time limited parking beyond the garage with the addition of a relatively inexpensive software expansion.
After installation and completion of the initial maintenance period, the system will incur ongoing contractual operational costs for hosting, data service, and equipment warranty, which is estimated at $30,000 per year.
Aparc Systems, Ltd. was founded in 2006 and has provided parking solutions across North America, including: Sausalito, Salt Lake City, Honolulu, and Victoria. Aparc is an integrated systems specialist that partners with companies such as Motorola and Siemens to provide customized solutions to each client's unique needs.
Previous Actions
On September 20, 2010, by Resolution 2010-009 RDA, the Redevelopment Agency approved a cooperative agreement between the Redevelopment Agency of San Leandro and the City of San Leandro to undertake development activities within the Plaza Project Area.
Committee Review and Actions
Information on proposed rates for the new parking garage was provided to the Facilities Committee at its November 8, 2011 meeting. Discussion included parking payment and enforcement systems for the garage.
Summary of Public Outreach Efforts
The following three public meetings were held regarding downtown parking:
· Downtown Association, May 27, 2011
· Downtown Employees, June 16, 2011
· Community, July 19, 2011
Fiscal Impacts
· The capital and operation costs through the first year of service will be $332,098.
· The costs will be funded from the Estudillo Callan 2008 Parking Garage Project Account.
· Operational costs through continuing years of service, estimated at $30,000/year, will be funded through the Parking Fund.
ATTACHMENT(S)
None
PREPARED BY: John O'Driscoll, Associate Engineer, Engineering & Transportation Department