Agenda Item AGENDA STAFF REPORT ASR Control 23-000385
MEETING DATE:	06/06/23
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	5
SUBMITTING Agency/Department:	John Wayne Airport (Approved)
Department contact person(s):	Charlene Reynolds (949) 252-5183
	Richard Steele (949) 252-5264

Subject: Approve Contract for Parking and Revenue Control System Maintenance and Repair

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: N/A

Annual Cost: FY 2023-24 $684,008
FY 2024-25 $747,856
FY 2025-26 $766,386
FY 2026-27 $59,394

Staffing Impact:

# of Positions:

Sole Source: Yes

Current Fiscal Year Revenue: N/A

Funding Source: Fund 280: 100%	County Audit in last 3 years: No
Levine Act Review Completed: Yes

Prior Board Action: 7/14/2020 #18, 6/25/2019 #46, 6/26/2018 #59, 7/23/2013 #24

RECOMMENDED ACTION(S):

Find that the project is categorically exempt from the California Environmental Quality Act (CEQA), Class 1, (Existing Facilities) pursuant to CEQA Guidelines, Section 15301.

Authorize the County Procurement Officer or Deputized designee to execute a sole source contract with SKIDATA, Inc. for Parking and Revenue Control System Maintenance and Repair services, in an amount not to exceed $2,257,644 effective August 1, 2023, through and including July 31, 2026, renewable for one additional two-year term.

SUMMARY:

Approval of this sole source contract with SKIDATA, Inc. will provide continuity of operation and system and equipment support to John Wayne Airport’s Parking and Revenue Control System.

BACKGROUND INFORMATION:

The Parking and Revenue Control System (PARCS) was first installed by Sentry Control Systems, Inc. in 2013 covering the Airport’s four terminal parking structures (A1, A2, B2 and C) and two surface parking lots (Main Street and Employee Lot). This system allows visitors to pay parking fees for short-term and long-term parking at attendant fee booths or primarily via automated lanes using cash, credit and electronic payment.

On July 23, 2013, the Board of Supervisors (Board) approved a five-year, sole source contract, with Sentry Control Systems, Inc. (Sentry) for PARCS Maintenance and Repair, which expired on July 31, 2018. Sentry’s name changed to Sentry Control Systems, LLC, in 2014.

On June 26, 2018, the Board approved a one-year sole source contract with Sentry for PARCS Maintenance and Repair, effective August 1, 2018, through July 31, 2019, in the amount of $668,000, renewable for two additional one-year periods.

On June 25, 2019, the Board approved Amendment Number One with Sentry for PARCS Maintenance and Repair, to renew the contract for an additional year, effective August 1, 2019, through July 31, 2020, in the amount of $683,600. Amendment One also included consent to assignment of the contract from Sentry Control Systems, LLC to SKIDATA, Inc. (SKIDATA), effective upon the merger of the two companies.

In April 2020, SKIDATA successfully implemented a hardware and software upgrade to the latest server hardware and software operating version. These upgrades were intended to reasonably extend the serviceable life of the PARCS system with new backend components. During this time, SKIDATA also deployed a new scheduling and management tool to enable John Wayne Airport (JWA) and LAZ Parking California, LLC staff to enter work orders, receive status notifications, and view configuration reports. SKIDATA also provided JWA with a new License Plate Inventory (LPI) Tracker system which allows JWA’s parking operator to record and track vehicles that are parked overnight in JWA parking facilities as part of the revenue control process.

On July 14, 2020, the Board approved Amendment Number Two to renew the sole source contract with SKIDATA, Inc for two additional years effective August 1, 2020, through July 31, 2023 in the amount not to exceed $1,925,349.

JWA seeks Board approval of the proposed sole source contract to continue operation of JWA’s seven parking facilities. The proposed contract includes for ongoing operation of the PARCS and LPI systems, with no gaps in coverage for hardware and software maintenance and will extend the useful life of the parking system for an additional three years. The Contract is a sole source because SKIDATA is the exclusive distributor of SKIDATA equipment in California and is the only vendor authorized to service and maintain the PARCS system at JWA. The only alternative would be to replace the system and all parking lane equipment at a substantial cost to the Airport.

The Orange County Preference Policy is not applicable to this sole source contract. Contractor performance has been confirmed to be at least satisfactory. JWA has verified there are no concerns that must be addressed with respect to contractor’s ownership/name, litigation status or conflicts with County interests.

The contract does not currently include subcontractors or pass through to other providers. See Attachment B for the Contract Summary Form.

Compliance with CEQA: The proposed project is Categorically Exempt (Class 1) from the provisions of CEQA pursuant to Section 15301, because it consists of maintenance of existing public facilities or equipment involving negligible or no expansion of existing use.

FINANCIAL IMPACT:

Appropriations for this contract are included in Airport Operating Fund, Fund 280, FY 2023-2024 Budget and will be included in the budgeting process for future years.

The contract contains language that permits reductions or termination of the contract immediately without penalty if approved funding or appropriations are not forthcoming and upon 30-days' notice without penalty.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A – Contract MA-280-23011171 with SKIDATA, Inc.
Attachment B – Contract Summary Form