Submitted By
Tammie Grossman, Director, Development Customer Services
Reviewed By
A.M. Zayyad
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with Total Parking Solutions, Inc. for the Purchase and Installation of Forty-One (41) Cale Paystations as a Sole Source Preferred Vendor in an Amount Not to Exceed $364,490.00, Authorizing its Execution and Waiving the Village’s Bid Process.
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Overview
Overview
The Contractor, Total Parking Solutions, Inc., shall provide forty-one (41) Cale paystations inclusive of installation, one year of Weboffice (back-office software), and one year of service and maintenance coverage. This purchase and installation will continue the Village’s plan to convert legacy coin-operated parking meters to paystations. In 2017, this vendor participated in a bid process as part of the parking pilot program. Since that time Total Parking Solutions was the selected vendor for installing all parking paystations. Staff recommends continuing with Total Parking Solutions for consistency in the technology.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The Village’s Capital Improvement Plan includes $410,000.00 in the FY 22 Parking Fund budget for the purchase and installation of forty-one (41) Cale paystations (5060.43770.786.570707). The total cost, pursuant to the Independent Contractor Agreement, will not exceed $364,490.00 to purchase forty-one (41) Cale paystations. The contract is inclusive of one year of Weboffice (back-office software) and one year of service and maintenance coverage. After this one year-period, these forty-one (41) terminals will be added to the Village’s annual contract which provides for continued service, maintenance, and software licensing. This contract is historically considered by the Village Board each year in December.
Background
In 2017, the Village administered an open pilot program with vendors that provide Parking Paysations. A total of four (4) vendors participated. The requirement for the pilot program was that the paystations have the ability to provide pay-by-plate programming in addition to other standard parking payment methods. After months of usage, staff and customer feedback, and vetting of the technology, it was determined that two (2) vendors had the type of equipment, back office, and service needed to fulfill the needs of the parking division. Cale and Parkeon were invited to participate in a Competitive Bid Process to determine the best vendor and long-term provider of paystations for the Village of Oak Park. Of the two companies, the low responsible bidder was Total Parking Solutions, Inc. on behalf of Cale. Total Parking Solutions, Inc. provides for a contract with labor included, while Parkeon’s system requires the purchase of an inventory of parts, and labor is paid by the hour. Due to the similar price point staff requested a “Best and Final Offer” from each company in which Total Parking Solutions, Inc. was able to save the Village additional funds per unit.
On March 19, 2018, the Board approved the staff’s recommendation that the Village enter into an agreement with Total Parking Solutions, Inc. for the purchase of Cale Paystations. Since that time, the Village has worked with Total Parking Solutions, Inc. to furnish and install Cale paystations for metering various parking lots and on-street parking areas. Total Parking Solutions, Inc. is the Village’s preferred sole source vendor, selected through the 2017 Parking Paystation pilot process to provide paystations for the Village’s conversion of all coin-operated parking meters. Total Parking Solutions, Inc. has also been selected to provide quarterly service and maintenance to the machines and also to provide cellular connectivity. Cellular connectivity is used to allow real-time credit card payment and integration with Passport Mobile Pay technology, among other functionality.
On March 18, 2019, the Village Board approved the purchase and installation of twenty-nine (29) Cale paystations with Total Parking Solutions, Inc. In addition, the Village of Oak Park currently utilized Cale Paystations in parking lots throughout the Village. The continued use of Cale paystations provides consumers a common understanding of the technology and
provides efficiency for staff.
Alternatives
N/A.
Previous Board Action
On June 24, 2021, the Village Board approved an Independent Contractor Agreement with Total Parking Solutions, Inc. for the purchase, installation, and programming of 4G Modem upgrade kits for forty-six (46) Cale paystations in an amount not to exceed $23,920.00.
On March 2, 2020, the Village Board approved an Independent Contractor Agreement with Total Parking Solutions, Inc. for the purchase and installation of twenty-eight (28) Cale paystations in an amount not to exceed $250,000.00. Due to the economic impacts of the COVID-19 pandemic, the Village only purchased thirteen (13) stations pursuant to this agreement in order to complete the Lake Street streetscape project for a total amount of $114,594.00.
On March 18, 2019, the Village Board approved an Independent Contractor Agreement with Total Parking Solutions, Inc. for the purchase and installation of twenty-nine (29) Cale paystations in an amount not to exceed $250,000.00.
On May 21, 2018, the Village Board approved an Independent Contractor Agreement with Total Parking Solutions, Inc. for the purchase and installation of eight (8) pay-by-plate conversion kits in an amount not to exceed $22,400.00.
On March 19, 2018, the Village Board approved an Independent Contractor Agreement with Total Parking Solutions, Inc. for the purchase and installation of twenty-nine (29) Cale paystation in an amount not to exceed $250,000.00.
On September 18, 2017, the Village Board approved an Independent Contractor Agreement with Total Parking Solutions, Inc. for the purchase and installation of eight (8) pay-by-plate conversion kits in an amount not to exceed $22,400.00.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
The Capital Improvement Plan outlines the purchase of twenty-eight (28) stations in FY 23 and twenty-four stations in FY 24.
Intergovernmental Cooperation Opportunities
N/A.