ACTION REQUESTED:
Title
Communication from the City Manager and Director of Public Works with a Request for the Following:
A. APPROVE the Selection Process and Direct Staff to Enter into an AGREEMENT with HEARTLAND PARKING INC., in the Amount of $496,512.26, to Install and Implement New Parking Access and Control Equipment for the Four City Parking Decks. (Council District 1)
B. ADOPT an ORDINANCE AMENDING the City of Peoria 2017 AMENDED ANNUAL BUDGET Relating to the CAPITAL FUND to Recognize the Receipt of $158,988.00 From the Technology Deck Escrow Account and the Corresponding Expenditure to Replace Control Equipment.
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BACKGROUND: The City of Peoria owns four parking deck structures, Jefferson Deck, Twin Towers Deck, Niagara Deck and Technology Deck, in Downtown Peoria. These structures provide safe and convenient parking for employees, residents and visitors in downtown Peoria, who utilize both monthly parking permits and hourly parking. The use of the decks is controlled by parking equipment and gates to regulate entry and exit and ensure payment. The current equipment controlling the parking decks is no longer manufactured and cannot be adequately maintained, and the access cards are no longer available. Additionally, the older equipment requires on-site parking attendants for payment, does not allow credit card use, and is not compatible with parking applications, such as Passport Parking, and SpotHero, which allow smartphone payment or prepayment for parking.
Due to the need to upgrade the parking control equipment in the 4 parking structures, staff advertised a request for proposals to find a vendor with parking expertise to provide this service. One proposal statement was submitted by the deadline of August 10th, 2017. The proposal included providing and installing new entry and exit machines, gates, and software. A review committee was not formed since only one proposal was submitted.
The proposal was submitted by Heartland Parking Inc., a local Peoria company. Public works staff met with Heartland Parking, Inc. representatives on August 25, 2017 to develop the scope of work and project budget. Attached to this Communication is the final scope with fees from Heartland Parking, Inc.
If approved, the parking decks will be upgraded with Parkingsoft equipment and software. The new equipment will provide a user friendly interface for all parking patrons, both permit holders and hourly users. Permit holders will be provided with new parking cards which will access the entry and exit gates via proxy scanner. Hourly parkers will be given a ticket upon entry and be required to pay in the lane at the automated booth upon exiting the decks. Hourly parkers will now have the flexible options of paying by cash, credit card or phone. With the new software, parkers will also be able to prepay or reserve space in the decks, which is not available with the current system.
The cost of the work to be done in each structure is as follows:
Jefferson Deck $124,353.38
Twin Towers Deck $123,251.40
Niagara Deck $89,920.06
Technology Deck $158,987.42
Total $496,512.26
Although the equipment is costly, there will be annual savings seen due to the automated nature of the new equipment. Cashiers will no longer be required for the parking deck exits as the new machines will be automated and will handle cash, credit cards, vouchers and smartphone scans. Heartland maintenance/security personnel will still be in the downtown 24/7 and will be reached via the intercom system on all the new Parkingsoft entry and exit equipment. Based on an estimate made by Heartland Parking, Inc. an annual cost savings of around $150,000 should be realized, due to staff reduction from the automation. Based on this, the break even for the cost of the new equipment would be about 3.25 years.
FINANCIAL IMPACT: This project will be funded through the following accounts:
Jefferson Deck T11001
Twin Towers Deck T11003
Niagara Deck T11002
Technology Deck CB1102
NEIGHBORHOOD CONCERNS: Parking services in the 4 city decks will be automated, but more flexible payment options, (cash, credit, smartphone), will be available. Assistance will still be available from a parking staff person, who will be reached via the intercom system
IMPACT IF APPROVED: The City will hire Heartland Parking, Inc. to install and implement new parking access revenue control equipment in City-owned parking structures. The new equipment will provide automated services and allow expanded payment options and application compatibility.
IMPACT IF DENIED: The current parking access revenue control equipment will stay in place. The equipment will be maintained as best as possible. However, it may be necessary at some time to abandon the existing equipment and leave the gates open, which will make controlling access challenging and labor intensive.
ALTERNATIVES: NA
EEO CERTIFICATION NUMBER: Heartland Parking, Inc. 00195-171231
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Vibrant Downtown: Riverfront/ Central Business District/ Warehouse District
2. Financially Sound City Government, Effective City Organization
3. Grow Peoria: Businesses, Jobs, and Population
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Support sustainability.
3. Keep taxes and fees competitive.
DEPARTMENT: Public Works