Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Amending The Fiscal Year 2016 Adopted Operating Budget (R-2015-294) Authorizing Budgetary Transfers And Adjustments, And Amending The Approved Fiscal Year 2016 Capital Improvement Program, As Detailed In The Attached Exhibit 1, And Authorizing The Appropriate City Officials To Execute The Attached Agreement And Execute The Attached Blanket Purchase Order Between T2 Systems Canada Inc. And The City Of Hollywood For The Purchase, Installation, Extended Warranty, Maintenance, And Web Hosting Services Of One Hundred And Eight (108) Luke 2 Pay By Plate Multi Space Pay Stations Plus Accessories And Spare Parts In An Estimated Amount Of $1,098,996.00.
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
Certain routine and periodic budgetary adjustments and transfers are appropriate and necessary.
The Fiscal Year 2016 Operating Budget was adopted and approved by the City Commission pursuant to Resolution R-2015-294 at the 2nd public budget hearing on September 28, 2015; and subsequently amended.
The transferring of funding between line item accounts is needed to provide funding for the purchase of one hundred and eight (108) Luke 2 Pay By Plate Multi-space Pay Stations ($837,216.00), installation services ($28,620.00), paid in advance warranty services ($129,600.00), accessories & spare parts ($25,800.00), and web hosting services ($77,760.00).
The Office of Parking Services requires the purchase, installation and maintenance of one hundred and eight (108) Luke 2 Pay By Plate Multi-space Pay Stations, accessories, spare parts, web hosting services and warranty to replace the current multi-space pay stations that are near the end of their useful life and too costly to repair and whose modems will no longer be supported as of October 2017.
Significant benefits in customer convenience, staff training, system maintenance, operational efficiencies and reduced inventory will be realized through the purchase of the Luke 2 Pay By Plate Multi-space Pay Stations.
Section 38.40 (C)(5) of the Purchasing Ordinance allows the Director to procure, without following formal procedures, all goods and services which are subject of contracts with the state, its political subdivisions, the United States government, other governmental entities, or a corporation not for profit whose members are governmental entities, public officers, or any combination thereof, provided however, the goods and services are: (i) the subject of a price schedule negotiated by the state or the United States government, or (ii) the subject of a contract with another governmental entity or a corporation not for profit whose members are governmental entities, public officers, or any combination thereof, which contract is based strictly on competitive bids or competitive proposals and not on any preference.
The Office of Parking Services staff tested various multi-space pay stations available in the marketplace and selected the Luke 2 Pay By Plate Multi-Space Pay Stations available through the City of Miami Beach, Florida RFP-46-10/11 as awarded to Digital Payment Technologies Corp. on August 10, 2012 for a two (2) year period with the option to renew for an additional two (2) year period by the sole discretion and approval of the City of Miami Beach.
On July 3, 2014 the City of Miami Beach approved a two (2) year extension of the agreement with Digital Payment Technologies Corp. from August 10, 2014 through August 10, 2016.
In December 2014 Digital Payment Technologies Corp. was purchased by T2 Systems, Inc. (T2) and effective January 1,2015, Digital Payment Technologies Corp., legally changed their company name and began conducting business as T2 Systems Canada, Inc.
T2 Systems Canada Inc. has agreed to furnish the City of Hollywood with one hundred and eight (108) Luke 2 Pay By Plate Multi-space Pay Stations, accessories, spare parts, maintenance, web hosting services and warranty based upon the City of Miami Beach, Florida’s contract pricing.
The Assistant City Manager of Sustainable Development and the Contracts Compliance Officer recommend that the City Commission approve the issuance of the attached blanket purchase order for the purchase, installation and warranty of one hundred and eight (108) Luke 2 Pay By Plate Multi-space Pay Stations, maintenance accessories, spare parts, web hosting services and warranty from T2 Systems Canada Inc. in an estimated amount of $1,098,996.00.
The purchase and installation of the one hundred and eight (108) Luke 2 Pay By Plate Multi-space Pay Stations will cost approximately $865,836.00.
On September 28, 2015, the City Commission adopted R-2015-295 which adopted the FY 16 Capital Improvement Plan and included a portion of the funding for the purchase of one hundred and eight (108) Luke 2 Pay By Plate Multi-space Pay Stations and funds are available in account number 46.1100.16186.545.006453.
On November 18, 2015 the City Commission adopted R-2015-345 which continued the appropriation for previously approved Capital Projects from FY 15 to FY 16 and included partial funding for the purchase and installation of the one hundred and eight (108) Luke 2 Pay By Plate Multi-space Pay Stations and funds are available in the account numbers 46.1100.13186.545.006453, 46.1100.14186.545.006453, 46.1100.15186.545.006453 and the remaining funds will become available upon adoption of this Resolution that authorizes transfer of funding as set forth in Exhibit 1.
The one hundred and eight (108) Luke 2 Pay By Plate Multi-space Pay Stations will include a two (2) year warranty and the cost of the extended warranty option for service years 3, 4 and 5 is a total amount of $129,600.00 which includes a discount of $8,100.00 for paying in advance.
The funding for the option to purchase warranty years 3, 4 and 5 in advance will become available upon adoption of this Resolution that authorizes transfer of funding as set forth in Exhibit 1 to account number 46.1100.16186.545.006453.
The web hosting services is a recurring cost annually of approximately $77,760.00.
The funding for the web hosting services for the Multi-space Pay Stations is available in the FY16 adopted operating budget in account number 46.1150.00224.545.003498 Other Contractual - Web Hosting and will be budgeted in subsequent fiscal years.
The cost of a one-time purchase of spare parts inventory for the Multi-space Pay Stations is $25,800.00.
The funding for the spare parts inventory will become available upon adoption of this Resolution that authorizes transfer of funding as set forth in Exhibit 1 to account number 46.1150.00224.545.005214.
Recommended for inclusion on the agenda by:
Dr. Wazir Ishmael, City Manager
Gus Zambrano, Assistant City Manager/Sustainable Development,
Mirtha Dziedzic, Interim Director, Financial Services
Paul Bassar, Contract Compliance Officer, Office of the City Manager