Loading...
HomeMy WebLinkAboutRes2014-009 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2014-009 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE WAIVER OF COMPETITIVE PROCUREMENT REQUIREMENTS AND THE PURCHASE OF AUTOMATED PAY STATIONS TO COLLECT DAILY CAMPING FEES, IN AN AMOUNT NOT TO EXCEED $96,524.21 WHEREAS, the Seward City Council seeks improved customer service, advanced technology and operational efficiencies; and WHEREAS, City administration has tested the technology in Seward and is now making a larger commitment to the operational changes that automated pay stations offer; and WHEREAS, the Harbor and Parking Department have experienced an increase in revenues, compliance, and efficiencies; and WHEREAS, the campgrounds are inefficiently collecting permit fees, counting money, and recording permits; and kr. WHEREAS, customers are inconvenienced due to the inability to pay with credit and/or debit cards in the campgrounds; and WHEREAS, the city is unable to collect essential data regarding the campgrounds; and WHEREAS, Digital Payment Technologies has given the administration a sales quote of $94,495.50 for nine automated pay stations with an estimated shipping cost of $2064.71 for a total of$96,524.21; and WHEREAS, it is in the City of Seward's best interest according to City Code 6.10.120(A)(9) and 6.10.130 to purchase these pay stations from Digital Payment Technologies, since the City currently utilizes equipment from this vendor and has found the vendor to be responsive and to provide good customer service, has found the solar equipment to be durable and functional in Seward's summer weather, has found the electronic payment transactions to be functional, and desires to standardize equipment for the purposes of maintenance, functionality, and credit card transaction processing; and WHEREAS, the pay stations are expected to pay for themselves in approximately five years and continue to provide annual cost savings through reduced staffing. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: ism CITY OF SEWARD, ALASKA RESOLUTION 2014-009 Section 1. The Seward City Council hereby finds in accordance with the recitals listed above which are incorporated herein, that it is in the public interest to waive competitive procurement requirements and purchase nine Luke II 500B pay stations from Digital. Payment Technologies. Section 2. The City Council of the City of Seward authorizes the purchase and installation of nine Luke II 500B pay stations in the amount of$96,524.21, with funding to come from the Capital Acquisition Fund, within the $100,000 appropriation contained in the 2014 Capital Budget. Section 3. This resolution shall take effect immediately. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13111 day of January, 2014. THE CITY OF SEWARD, ALASKA can Bardarson, Mayor AYES: Keil. Terry, Squires, Butts, Bardarson NOES: None ABSENT: Casagranda, Shafer ABSTAIN: None ATTEST: j .Lt% ' i •hanna Kinne CMC I ity Clerk (City Seal) SSSSSS : : SEAL 3 = „„ •• / '•., �OF ASP •.•`• �� Agenda Statement e c sec Meeting Date: January 13, 2014 9� 0 <q o , r , Through: Jim Hunt, City Manager '' From: Karin Sturdy, Parks and Recreation Director Agenda Item: Automated Parking Pay Stations Purchase: Campground Implementation BACKGROUND & JUSTIFICATION For four years City staff has tested the automated pay stations in consideration of upgrading the technology used in the Campgrounds. This technology has increased the revenues, compliance, and the efficiency of the Parking Department as well as the Harbor through their launch fee collections. We seek to accomplish the aforementioned in the Campgrounds. Digital Payment Technologies (DPT) has supplied the Parking Department and Harbor with the automated pay stations currently in use in Seward. These pay stations have been durable, have stood up well to Seward's climate, and their solar capabilities have been a success in our environment. Further, the telecommunications associated with processing electronic payments through the pay stations, has been tested and modified by the City in order to successfully process these transactions without meaningful disruptions in processing integrity. This is in contrast to the City & Borough of Juneau, which is in the process of suing their different parking vendor over an unsuccessful implementation of paid parking in Juneau. In addition, DPT has worked with the City previously to modify our paid parking stations to accommodate the dual purpose of selling combined parking and launch fee passes, thereby increasing efficiency and customer satisfaction. The City is pleased with the customer service, equipment quality, and processing capabilities of the DPT vendor. Therefore, in accordance with Seward City Code 6.10.115 and 6.10.130, the administration recommends that the Council find it in the best interests of the public to forego competitive procurement requirements, in order to standardize equipment and credit card processing, for all of the City's paid parking/camping stations. SCC states, "The provisions of this title requiring competitive procurement procedures need not apply to the types of services and/or contracts set forth in §. 6.10.1?0 through 6.10.130 below; and the city council may approve such contracts by motion or resolution. Nothing in this title shall preclude the city ,from utilizing any of the procedures set forth in this Code in those instances. Restrictions and provisions of this title shall not apply where the city council determines and makes written findings that the public interest would be best served by not requiring competitive bids/proposals. The best interest determination may be based upon, but is not limited to, a finding that the services or articles can be procured at a lower cost without competitive bidding. " Because the Harbor, Parking Department and Finance Department are familiar with the operating systems of DPT, the City administration requests that City Council find it in the best interest of the City to purchase these nine pay stations from DPT. These nine Luke II 500B machines will replace the red, payment drop boxes that are currently in the Campgrounds. Customers will find a campsite, walk to the nearest Luke II pay station, and be prompted through payment with credit card or cash. By doing so, we will reduce the amount of time spent by our campground staff collecting money, counting money, and recording permits. Our listing of`NSF checks' writers will disappear. Other benefits will be a more uniform system for especially foreign visitors and the use of credit card payments. Budget: Shipping estimate $ 2,064.71 Nine Luke II 500B $94,459.50 Site preparation (City of Seward) $ 3,475.79 Estimated project total $100,000.00 INTENT: To improve customer service, security, data collection and reporting and efficiency. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): 3.6.1.1 Improve existing X and develop additional recreational infrastructure. Strategic Plan (document source here):Pages 3 and 7 (reduce energy 2 X costs) and 12 3. Other (list): X FISCAL NOTE The 2014 Capital Budget includes $100,000 for the implementation of automated pay stations for the campground operations. Staff anticipates that installing automated pay stations in the campgrounds will significantly reduce the amount of time spent counting cash each day, as well as reduce staff time spent in monitoring payment compliance (tracking how many campers have paid in each campground). While the exact amount of annual cost savings is not yet known, it is expected that this technology will pay for itself in approximately five years, and then continue to provide annual cost savings through reduced staffing. Finance Department: .44.-2,1;Z:34telf245 ATTORNEY REVIEW: Yes No X RECOMMENDATION Council approve Resolution 2014- @Gil authorizing $96,524.21 for the purchase and shipment of nine Digital Luke II 500B automated payment systems.