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File #: RES 23-185    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 6/5/2023 Final action: 6/5/2023
Title: A Resolution Approving an Independent Contractor Agreement with Total Parking Solutions, Inc. for the Purchase and Installation of Twenty-Eight (28) Cale Paystations and Associated Work as a Sole Source Preferred Vendor in an Amount Not to Exceed $262,220.00, Authorizing its Execution and Waiving the Village's Bid Process.
Attachments: 1. Resolution, 2. Independent Contractor Agreement, 3. TPS Proposal 04.28.pdf

Submitted By                     

Tammie Grossman, Director of Development Customer Services

 

Reviewed By

A.M. Zayyad, Deputy Village Manager

 

Agenda Item Title

Title

A Resolution Approving an Independent Contractor Agreement with Total Parking Solutions, Inc. for the Purchase and Installation of Twenty-Eight (28) Cale Paystations and Associated Work as a Sole Source Preferred Vendor in an Amount Not to Exceed $262,220.00, Authorizing its Execution and Waiving the Village’s Bid Process.

 

End

Overview

Overview

The Contractor, Total Parking Solutions, Inc., shall provide twenty-eight (28) Cale paystations inclusive of installation and pouring of concrete pads where necessary, one year of Weboffice (back-office software), and one year of service and maintenance coverage. This agreement will continue the Village’s plan to convert legacy coin-operated parking meters to pay stations. In 2017, this vendor participated in a bid process as part of a paystation pilot program. Since that time, Total Parking Solution was the selected vendor for installing all parking paystations. Staff recommends continuing with Total Parking Solutions for consistency in the technology.

 

End

Recommendation

Recommendation

Approve the Resolution.

 

Background

In 2017, the Village administered an open pilot program with vendors that provide parking paystations. 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 system. 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 Village Board approved 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 paystation pilot program 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.

 

Fiscal Impact

The FY 2023 Parking Fund has a budget of $280,000.00 for this capital improvement project within GL # 5060.43770.786.570707.

 

DEI Impact

Paystations are necessary from an equity perspective to ensure that users with limited access to technology and/or electronic payment are still able to utilize public parking.

 

From an environmental justice perspective, the pay stations are solar-powered and do not require the continued use of fossil fuels. 

 

Alternatives

N/A.

 

Previous Board Action

On May 5, 2022, the Village Board approved an Independent Contractor Agreement with Total Parking Solutions, Inc. for the purchase and installation of forty-one (41) Cale paystations in an amount not to exceed $364,490.00.

 

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 and installation of twenty-four (24) stations in FY 24.

 

Intergovernmental Cooperation Opportunities

N/A.