HomeMy WebLinkAbout2008/07/15 Item 10
CITY COUNCIL
AGENDA STATEMENT
~(ft... CITY OF
_-!..- (HULA VISTA
ITEM TITLE:
SUBMITTED BY:
REVIEWED BY:
SUMMARY
JULY 15,2008, Item /0
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA AUTHORlZING THE PURCHASE OF
ELECTRONIC PARKING METERS FROM CALE PARKING
SYSTEMS USA, INCORPORATED AND POM INCORPORATED
IN ACCORDANCE WITH THE TERMS AND CONDITIONS OF
CITY OF CHULA VISTA REQUEST FOR BIDS 10-07/08 FOR A
ONE YEAR TERM BEGINNING JULY 1, 2008 AND ENDING
JUNE 30, 2009 AND AUTHORlZING THE PURCHASING AGENT
TO APPROVE FIVE ONE YEAR EXTENSIONS OF THE TERM
THROUGH JUNE 30, 2014.
ASSISTANT DIRECTOR OF !~RE9E~.shPPMENT AGENCY
AND HOUSING AUTHORlTY,/- / ~
CITY MANAGER ";::> ) ~ r Dr< G,
4/5THS VOTE: YES D NO 0
The City issued a Request for Bid to purchase electronic parking meters to replace outdated
mechanical parking meters in the Downtown Parking District. Adoption of the resolution will
replace all the parking meters within the District with individual and multi-space meters.
ENVIRONMENTAL REVIEW
The Environmental Review Coordinator has reviewed the proposed activity for compliance with
the California Environmental Quality Act (CEQA) and has determined that the activity is not a
"Project" as defined under Section 15378 of the State CEQA Guidelines because it does not
invol ve a physical change to the environment; therefore, pursuant to Section l5060( c )(3) of the
State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is
necessary.
RECOMMENDATION
That the City Council adopt the resolution.
BOARDS/COMMISSION RECOMMENDA nON
Not Applicable.
10-1
JULY 1;;2008, Item It')
Page 2 of2
DISCUSSION
The purpose of issuing a Request for Bids was to fulfill the directive by the City Council of
upgrading and replacing outdated and broken parking meters and to replace individual meters
with multi-space meters in public parking lots, as approved through the Parking District Interim
Action Plan on November 13,2007.
City of Chula Vista Request for Bids 10-07/08 was advertised in the Star News and was posted
electronically on Planet Bids. The objective was to contract with vendors who could provide new
technology in the form of electronic individual and multi-space parking meters. Vendor quotes
were based on estimated quantities and the different types of parking meters as needed by the
City.
The majority of parking meter companies are based internationally but have offices located in the
Midwest or Eastern United States. There are no local parking meter companies. The two
vendors being considered have offices in Florida and Arkansas.
Seven vendors responded to the Request for Bids, two of whom provided a bid for both multi-
space and individual meters. Five vendors were interviewed, and two were selected. The
selection committee recommends that Cale Parking Systems USA, Incorporated provide the
multi-space meters and POM Incorporated provide the individual meters. Awarding the contract
to Cale and POM is in the best interest of the City as they both provide the most competitive
pricing and the highest quality products to meet the City's needs. Cale and POM were also the
lowest responsive bidders.
DECISION MAKER CONFLICT
Staff has reviewed the property holdings of the City Council and has found a conflict exists, in
that Councilmember Castaneda has property holdings within 500 feet of the Downtown Parking
District boundaries, which is the subject of this action.
FISCAL IMP ACT
Funding for this action was included in the FY 2008-2009 City Budget approved on June 10,
2008. The budgeted funds include approximately $120,000 from the Parking Meter Fund and a
loan of approximately $121,000 from the Redevelopment Agency, which shall be repaid in full
from the Parking Meter Fund by June 30, 2010. The cost of purchasing new individual and
multi-space parking meters will be approximately $241,000 of which $101,000 is for new
individual meters and $140,000 is for multi-space meters.
Prepared by: Diem Do Senior Project Coordinator, Redevelopment Agency and Housing Authority
10-2
RESOLUTION NO. 2008-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA
VISTA AUTHORIZING THE PURCHASE OF ELECTRONIC
PARKING METERS FROM CALE PARKING SYSTEMS USA, INC.
AND POM INCORPORATED IN ACCORDANCE WITH THE TERMS
AND CONDITIONS OF CITY OF CHULA VISTA REQUEST FOR
BIDS 10-07/08 FOR A ONE YEAR TERM BEGINNING JUL Y 1,2008
AND ENDING JUNE 30, 2009 AND AUTHORIZING THE
PURCHASING AGENT TO APPROVE FIVE ONE YEAR
EXTENSIONS OF THE TERM THROUGH JUNE 30, 2014.
WHEREAS, City of Chula Vista Request for Bid 10-07/08 for electronic parking meters
was advertised in the Star News and posted on Planet Bids; and
WHEREAS, electronic parking meters are being purchased to replace outdated
mechanical parking meters as described in the Parking District Interim Action Plan and approved
by the City Council on November 13,2007; and
WHEREAS, potential vendors submitted quotes for either or both individual and multi-
space parking meters and provided pricing based upon estimated quantities and technology as
needed by the City; and
WHEREAS, awarding the contract to Cale and POM is in the best interest of the City as
they both provide the most competitive pricing and the highest quality products to meet the
City's needs; and
WHEREAS, Cale and POM were also the lowest responsive bidders; and
WHEREAS, the City will be expending approximately $241,000 of which $101,000 is
for new individual meters and $140,000 is for multi-space meters; and
WHEREAS, the funds were approved in the FY 2008-2009 City budget and those funds
include approximately $120,000 from the Parking Meter Fund and a loan of approximately
$121,000 from the Redevelopment Agency; and
WHEREAS, the Redevelopment Agency loan shall be repaid in full from the Parking
Meter Fund by June 30, 2010; and
WHEREAS, the agreement is for a one year term beginning July 1,2008, and ending on
June 30, 2009; and
WHEREAS, staff requests that the Purchasing Agent be authorized to approve fi ve one-
year extensions of the term through June 30, 2014.
10-3
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City ofChula Vista
that it authorizes the purchase of electronic parking meters from Cale Parking Systems USA,
Incorporated and POM Incorporated in accordance with terms and conditions of City of Chula
Vista Request for Bids 10-07/08 for a one year term beginning July 1,2008, and ending June 30,
2009, and authorizing the Purchasing Agent to approve five one-year extensions of the terms
through June 30, 2014.
Presented by
Eric Crockett
Assistant Director of
Redevelopment Agency and Housing Authority
10-4
Approved as to form by
THE A TT ACHED AGREEMENT HAS BEEN REVIEWED
AND APPROVED AS TO FORM BY THE CITY
ATTORNEY'S OFFICE AND WILL BE
FORMALL Y SIGNED UPON APPROVAL BY
THE CITY COUNCIL
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\ !fnM-im City Attorney
Dated: --1fm.\ Cl~
Loan Agreement Amendment
between the California Energy Commission and
the City of Chula Vista
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10-5
STAR OF CALIFORNIA
CALIFORNIA. ENERGY COrvnvuSSION
LOA1'\1 AGREEMENT A.l\1ENDMENT
This agreement is official notification of a funding award amendment from the California Energy Commission. The attachments listed below are
inCOlilvratcd as part at ~his funding agreement.
leD""","",,,,
IAGR"",~::8-07 . ECC A.l
02/27/2008 - OS/21/20 I 0
N!-::rrnl'IT
City of Chula Vi,ta
ADDIllIs:>
276 Fourth Avenue, Chula Vista, CA 91910
cite PROJECT MANAGER
PHON!!
Calif0rrlla Energy Commission, Karen Perrin
(916) 654-4104
ADDRESS
1516 Ninth Street, MS-42, Sacramento, CA 95814
PORPOSE
The purpose of this A.mendment is to augment the loan with additional funds, extend the end term of the
Agreement, revise the estimated amortization schedule, revise the budget details, and add special conditions to
this Agreement. All other terms and conditions of the original Agreement remain unchanged.
CEC: $ 425,867.00
PROGRAM _rnu
ECAA-2005A Bond Series The Bank of New York
AMOUNT ENCUMBERED BY 1HlS DOcmnf'IT illM 0HAnRR STATIm FISCAL YEAR
$ 425,867.00 2007/08
A..'1:0UNT PREVIOUSLY I!.NCUMllERED PtlRPOSI!.Of EXl'ENDITURE
$ 607,446.00 C-191, Program Loan Acct. Series 2005A
TOTALMATCHSHAflE Ol'TJONALUSE
$ 0.00
TOTALM10llNTTO DAU
$ 1,033,313.00
1 hereby certify upon my own personal knowledge that budgeted funds are available for the period and purpose stated above.
SlGNATURE OF COMMISSION ACCOUNTING OFFICER
--Lf.;-.--
DAn
gilT/or
Tile undersigned parties have read the attachments to this agreement and wiil comply with the standards and requirements contained therein.
CALIFORNIA ENERGY COMMISSION RECIPIENT
AUTIlORIZE.D SIGt'lATURE DATE A\I1ll0RJZED SIGNATURE DATE.
"'" PHom ''''' PHONE
John P. Butler II, SSM-I (916) 654-4204
ATTACHMENTS TITLl
Estimated Amortization Schedule
Budget Details
Resolution
Special Conditions
10-6
2005A ECAA Revenue Bond
Loan Number: 008-07-ECC
Recipient: CITY OF CHULA VISTA
Loan Amount: $1,033,313.00
Interest Rate: 3.950%
Number of Payments: l2
Estimated First Disbursement Date: 02/28/2009
Estimated Project Completion Date: OS/2l/2010
Assumed First Payment Date: l2/22/20l0
Energy Savings: $2l4,654.00
Loan Based on Annual Energy Savings
Date
Transaction
Amount
Accrued
Interest
Principal
Reduction
Unpaid
Principal
$l,033,313.00
)2/28/2009
L2/22/20l0
J6/22/20U
L2/22/20U
J6/22/20l2
L2/22/20l2
J6/22/20l3
L2/22/20l3
J6/22/20U
L2/22/2014
J6/22/2015
L2/22/20l5
J6/22/2016
Note:
Disbursement
Payment No. 1
Payment No.2
Payment No. 3
Payment NO.4
Payment No.5
Payment No.6
Payment No.7
Payment No.8
Payment No.9
Payment No. 10
Payment No. 1J.
Payment No. l2
$1,033,313.00
$0.00
$l,004,810.46
$922,070.88
$837,801.45
$751,863.14
$664,222.90
$574,775.14
$483,627.83
$390,623.09
$295,828.81
$199,125.20
$100,538.48
$0.00
This Schedule is only an estimate. When your project is completed1 you will be
issued a final schedule based on actual disbursement{s} and completion date.
$0.00
$102,530.22
$102,530.22
$102,530.22
$102,530.22
$l02,530.22
$102,530.22
$102,530.22
$102,530.22
$102,530.22
$102,530.22
$l02,530.22
$102,529.56
$74,027.68
$19,790.64
$18,260.79
$16,591.n
$U,889.98
$13,082.46
$11, 382. 9l
$9,525.48
$7,735.94
$5,826.61
$3,943.50
$1,991.08
$28,502.54
$82,739.58
$84,269.43
$85,938.31
$87,640.24
$89,447.76
$91,l47.31
$93,004.74
$94,794.28
$96,703.H
$98,586.72
$100,538.48
This amortization schedule assumes payments of all installments are made
on their due dates in accordance with the terms of the promissory note.
Any payment of installment considered to have been made late in accordance with
the terms of the promissory note and any unscheduled prepayment will affect
accrued interest I principal reduction, unpaid principal I and total repayment.
10-7
.EXHIBIT A
==~ BTJDGET DETAILS
GLNUMBER: 008-07-ECC
RECIPIENT: CITY OF CHULA VISTA
SEQ NO.:
INSTITUTION:
BUILDING TYPE:
BUILDING USE:
ECM CODE:
ECM STATUS:
ECM BUDGET:
SEQ NO.:
INSTITUTION:
BUILDING TYPE:
BUILDING USE:
ECM CODE:
ECM STATUS:
ECM BUDGET:
SEQ NO.:
INSTITUTION:
BUILDING TYPE:
BUILDING USE:
ECM CODE:
ECM STATUS:
ECM BUDGET:
Budget Details
1
City
Other Multi Building
test
ECX CONV OTHER L T
Approved
$165,445.00
2
City
Other Multi Building
test
MAX OTHER AIR COND
$645,156.00
"
~
City
Other Building Type
MHO REPLACE BOIL
Approved
$222,712.00
10-8
,f')'o ~~.~r!.l-I..r9(;
1.-,. V...... L"'-,,-
RESOLUTION NO: 08-521-4
STATE OF CALIFORNIA
STATE ENERGY RESOURCES
CONSERVATION AND DEVELOPMENT COMMISSION
RESOLUTION - RE: Energy Efficiency Loan to the City of Chula Vista
WHEREAS, pursuant to the Energy Conservation Act of 1979, Public Resources Code
Sections 25412 et. seq., the State Energy Resources Conservation and Development
Commission (the "Energy Commission") is authorized to provide a loan to the City of
Chula Vista (the "Borrower") to finance energy efficiency projects (the "Projects"); and
WHEREAS, the California Infrastructure and Economic Development Bank (the "Bank")
is authorized to finance energy efficiency loan programs administered by the Energy
Commission, which includes the issuance of the Bank's bonds to finance the Energy
Commission's energy efficiency financing program; and
WHEREAS, the Bank is authorized to issue Energy Efficiency Revenue Bonds (the Bond
Fund); and
WHEREAS, in order to be eligible for funding, an energy efficiency project must be
technically and economically feasible and have a simple payback of 10 years or less; and
WHEREAS, the Energy Commission staff has recommended after a technical review of
the loan application, that the Projects are worthy of receiving financial assistance; and
THEREFORE, BE IT RESOLVED, the Energy Commission approves the
recommendation of Energy Commission staff to provide a $425,867 loan augmentation to
the City of Chula Vista's existing loan of $607,446 for a total loan amount of $1 ,033,313
from the Energy Conservation Assistance Account and/or the Bond Fund.
BE IT FURTHER RESOLVED, that upon execution of all required documents, the Energy
Commission hereby declares its intent to reimburse the Borrower from the Energy
Conservation Assistance Account and/or the Bond Fund for approved Project
expenditures delineated in the loan agreement that may occur on or after the date of this
resolution.
Dated: May 21 , 2008
STATE ENERGY RESOURCES
CONSERVATION AND DEVELOPMENT COMMISSION
ENS IIEL, Chairman
10-9
Special Conditions- City of Chula Vista Loan
1. The Recipient shall implement all projects in Table 1. Failure to implement all
projects shall reduce the approved loan amount. The reduced loan amount will be
determined by multiplying the annual energy cost savings by 10.0. If the Recipient
receives progress payments that exceed this amount, the Recipient shall refund the
difference to the Commission.
Table 1: City of Chula Vista. Summary of Recommended Proiects
Estimated Project Estimated Annual
Energy Efficiency Cost and Loan Cost Savings Payback*
Projects amount (Principal) (Years)
Mechanical
Measures
Install HVAC, retrofit
HVAC compressor
with variable speed
oil less centrifugal
compressor, install
VSP on water pumps $645,156 $144,798 4.5
fans, air handler fans
and cooling tower
fans, upgrade
energy management
controls on various
HVAC systems.
Lighting Measures
(multipie facilities
and pool sites)
Upgrade multiple
lamps to high $165,445 $36,161 4.5
effiCiency lighting
Pool Efficiency
Measures
Install 2 high
efficiency
condensing boilers,
Replace swimming $222,712 $33,695
pool cover,
reactivate hot water 6.6
heatino panels.
GRAND TOTAL
ALL MEASURES $1,033,313** $214,654 4.8
. Payback based on the loan amount divided by the annual savings.
*. Includes both February 27 and May 21, 2008 loan approval amounts.
10-10
2. Energy cost savings, as determined by the Commission are based on energy usage
and utility costs at the time of the issuance of this Loan, and the information and data
in the Borrower's loan application and technical studies. The following will not affect
the Commission's initial finding of energy cost savings: a) changes in energy use.
and/or rate schedules which occur after issuance of the Loan, except as required in
the Special Conditions, b) deviations in the project work scope from what was
approved by the Energy Commission, c) changes in the Borrower's facility and/or
equipment which occ;:ur after the issuance of the loan, including, but not limited to
maintenance, operations, schedules, employees and facility alterations and
expansions, d) deviations, omissions or errors found in the loan application and
technical studies after the loan award. The Borrower is responsible for ensuring the
accuracy of the information contained in its loan application and technical studies.
10-11