Agenda Item AGENDA STAFF REPORT ASR Control 19-001148
MEETING DATE:	12/10/19
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	1, 3
SUBMITTING Agency/Department:	OC Public Works (Approved)
Department contact person(s):	Julie Lyons (714) 667-9701
	Larry Stansifer (714) 667-3286

Subject: Amendment to Parking Access and Revenue Control System Maintenance Services

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

No Legal Objection

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $100,000

Annual Cost: FY 2020-21 $100,000

Staffing Impact:

No

# of Positions:

Sole Source: Yes

Current Fiscal Year Revenue: N/A

Funding Source: See Financial Impact Section

County Audit in last 3 years: No

Prior Board Action: 10/31/2017 #S34F, 12/9/2014 #35

RECOMMENDED ACTION(S):

Authorize the County Procurement Officer or authorized deputy to execute Amendment No. 3 to the Contract with SKIDATA, Inc. for Parking Access and Revenue Control System Maintenance Services effective January 1, 2020, through December 31, 2020, increasing the Contract amount by $200,000 for a revised cumulative total amount not-to-exceed $2,008,392.

SUMMARY:

Approval of Amendment No. 3 to the contract with SKIDATA, Inc. for Parking Access and Revenue Control System Maintenance Services will support continued operation of parking access and revenue control equipment at the County of Orange parking facilities.

BACKGROUND INFORMATION:

The County of Orange (County) operates 13 parking facilities with over 8,000 spaces located in Santa Ana, Orange and Westminster. These parking facilities park an average of 5,400 public transient parkers and 6,000 monthly parkers. The County needs to accurately collect parking revenues from its parking facilities, maintain its Parking Access and Revenue Control System (PARCS) equipment hardware and software effectively and provide a high level of customer service. SKIDATA, Inc. currently provides necessary services to properly maintain all of the PARCS equipment.

On December 9, 2014, the Board of Supervisors (Board) approved OC Public Works to execute Contract MA-080-15010652 (Contract) with Sentry Control Systems, LLC for Parking Access and Revenue Control System Maintenance Services (Services) commencing on January 1, 2015, through December 31, 2017, in an amount not to exceed $992,392. On October 31, 2017, the Board approved Amendment No. 1 to the Contract for Services, effective October 31, 2017, through December 31, 2019, to increase the Contract amount by $816,000. On July 2, 2019, Sentry Control Systems, LLC, a wholly-owned subsidiary of SKIDATA, Inc., merged with SKIDATA, Inc. and is now known as SKIDATA, Inc (Contractor). The Contractor has successfully performed their obligations during the most recent Contract period.

On May 23, 2019, OC Public Works issued a Request for Proposals for Services through the County's online bidding system. On July 18, 2019, three proposals were received and evaluated by a four-member evaluation panel. On September 16, 2019, the evaluation panel completed evaluation of the written proposals. As the evaluation and negotiation phases are ongoing, OC Public Works is unable to come to the Board for consideration of a new contract prior to 30 days before the current Contract expiration. It is anticipated that the new contract will be brought to the Board in January 2020. As the Contractor is currently the only service provider for this County-owned equipment, this amendment would provide any services needed in the event of a gap between the next proposed service agreement, thereby preventing impacts of a service outage to the stakeholders visiting the parking facilities.

OC Public Works is requesting Board approval to authorize the County Procurement Office or authorized deputy to execute Amendment No. 3 with the Contractor for Services, effective January 1, 2020, through December 31, 2020, increasing the Contract amount by $200,000 for a revised cumulative Contract total amount not-to-exceed $2,008,392. The proposed Contract is a Sole Source Contract and a completed Sole Source Request Form is included as Attachment C. Amendment No. 3 addresses maintenance, reliability and use needs for the next year, while OC Public Works completes the evaluation process and negotiations for the succeeding contract that will come before the Board for approval in January 2020.

The Contractor's performance has been confirmed as at least satisfactory. OC Public Works 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 D for the Contract Summary Form.

In accordance with Section 3.3-102 of the Contract Policy Manual, approval by the Board is required for all service contracts where, for any year of the Contract, the annual value to any one contractor exceeds $200,000.

Compliance with CEQA: The proposed project was previously determined to be Categorically Exempt (Class 1) from CEQA pursuant to Section 15301 of the CEQA Guidelines, which provides for the exemption of maintenance of existing facility involving negligible or no expansion of an existing facility when it was originally approved by the Board on October 31, 2017.

FINANCIAL IMPACT:

Appropriations for this Contract are included in the FY 2019-20 Budget for Fund 137: Parking Facilities at 52 percent and Fund 828: OC Civic Center Parking/Maintenance at 48 percent and will be included in the budgeting process for future years.

The proposed Contract includes a provision stating the Contract is subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of this Contract. If such appropriations are not approved, this Contract may be immediately terminated without penalty to the County.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Amendment No. 3 to Contract MA-080-15010652
Attachment B - Contract MA-080-15010652 - Redline
Attachment C - Sole Source Justification and BidSync Approval Page
Attachment D - Contract Summary Form