REPORT TO THE CITY COUNCIL
December 17, 2015
FROM: KEVIN R. MEIKLE, Director of Aviation
Airports Department
SUBJECT
Title
Actions pertaining to a new Parking and Revenue Control System at Fresno Yosemite International Airport (FAT) (Council District 4)
1. ***RESOLUTION - 28th Amendment to the Annual Appropriations Resolution (AAR) No. 2015-104 appropriating $106,900 for the Parking and Revenue Control System at Fresno Yosemite International Airport (Requires 5 affirmative votes)
2. Adopt a finding of Categorical Exemption pursuant to Article 19, Section 15301(a) and (d)/Class 1 (Existing Facilities) of the California Environmental Quality Act (CEQA) Guidelines for actions related to Amendment No. 1 to Parking Lot Management Agreement at Fresno Yosemite International Airport.
3. Approve Amendment No. 1 to Parking Lot Management Agreement between the City and SP Plus Corporation (SP Plus) for the purchase, deployment and maintenance of a Parking and Revenue Control System at Fresno Yosemite International Airport in the amount of $356,900.
Body
RECOMMENDATION
In matters pertaining to a new to Parking and Revenue Control System at FAT, staff recommends City Council adopt a CEQA finding of Categorical Exemption and approve Parking Lot Management Agreement Amendment No. 1 between the City of Fresno and SP Plus.
EXECUTIVE SUMMARY
Equipment in the public parking lot at FAT, commonly referred to as the Parking and Revenue Control System (PARCS), was installed approximately thirteen years ago and is now at the end of its useful life. Knowing that PARCS was near the end of its useful life, the 2014 Parking Lot Management Agreement with SP Plus included a provision for its replacement. The new system will modernize the parking facilities at FAT and improve overall dependability, thereby enhancing the customer experience. Amendment No. 1 will authorize SP Plus to purchase and deploy PARCS, provide warranty and preventative maintenance through Sentry SkiData Group, and provide a mechanism for reimbursement by the Airports Department.
The proposed amendment to the AAR is necessary because the PARCS upgrade will be completed in one fiscal year. When the project was initially budgeted it was estimated that the cost would be substantially higher and a two-fiscal year payment plan was proposed.
BACKGROUND
The Airports Department, with input from Finance, DARM and SP Plus, developed a Request for Proposals (RFP) for a new PARCS system that will meet needs specific to FAT parking operations. The PARCS is a comprehensive operating system that incudes, but is not limited to, barrier gate systems, communication equipment, computer hardware and software, servers, firewalls, exit terminal credit card systems, a revenue management system, other related support systems.
Following a solicitation period of four weeks, which included a pre-submittal meeting and site visit, three (3) proposals were received. The evaluation process included three phases, (i) review and evaluation of each proposal to ensure that they were responsive and met the minimum qualifications, (ii) initial vendor presentations and question and answer sessions, and, (iii) detailed vendor presentations related to line-item costs, warranties, service response times, etc. The review panel consisted of Airport, Finance and DARM staff, and SP Plus.
Evaluation criteria included, (i) qualifications and experience of the vendor, (ii) qualifications and experience of key personnel committed to the project, (iii) qualifications and experience of sub- vendors and suppliers, (iv) vendor’s understanding of the nature of the project, (v) cost of access and revenue control systems throughout the facility, and, (vi) vendor’s ability to provide service with limited system down time.
At the completion of Phase Two of the evaluation process, one vendor (Hub Parking Technology) was unable to convey a clear understanding of the project, did not demonstrate an adequate level of customer service, and overall did not present a competitive proposal. The remaining two vendors (Scheidt & Bachmann and Sentry SkiData Group) were invited to present detailed, in-depth and pointed presentations of their respective proposals and answer relevant questions (Phase 3 of the evaluation process). The evaluation process also included reaching out to other airports that have recently deployed similar PARCS.
The knowledge, experience and capability of both vendors were similar. However, Sentry SkiData excelled in the area of customer service, the importance of timely project execution, and with the overall package pricing, including initial cost for deployment, warranties and preventative maintenance. The review panel unanimously determined that Sentry SkiData Group will provide the overall best value for the procurement, deployment and maintenance of FAT’s Parking and Revenue Control System.
Amendment No. 1 to the FAT Parking Lot Management Agreement has been reviewed and approved as to form by the City Attorney and Risk Management.
ENVIRONMENTAL FINDINGS
This Amendment falls within the Class 1 Categorical Exemption for Existing Facilities set forth in California Environmental Quality Act (CEQA) Guidelines, Sections 15301(a) and (d), as it involves minor or no alteration of existing leasehold structures with no expansion of use, and will not result in any significant negative effects relating to traffic, noise, air quality or water quality. None of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2 apply to this project.
LOCAL PREFERENCE
No local companies responded to the RFP.
FISCAL IMPACT
The cost of the PARCS is substantially lower than initially estimated and its deployment and payment schedule is planned to occur in FY16. Because it was initially thought that payment for PARCS would occur over two fiscal years, the Airports Department Adopted FY16 Budget appropriated $250,000. The $106,900 requested in the 28th Amendment to AAR No. 2015-104 will provide the additional appropriation authority to execute the entire Project in FY16. The additional funds are available in the Airport Enterprise Fund and will not need to be budgeted next year. Funding for warranty and preventative maintenance beyond year two will be included in future Airport budgets. There is no impact to the General Fund from this item.
Attachments:
Resolution Adopting the 28th Amendment to AAR No. 2015-104
Amendment No. 1 to Parking Lot Management Agreement
Synopsis of Proposal Submittals