Fiscal Note
The 2016 Parking Utility capital budget includes $3.1 million in the Revenue Equipment Replacement project (MUNIS Project 10397) for the replacement of existing payment technology and is funded with Parking Utility reserves.
The proposed resolution reallocates $300,000 in this project and adds $120,600 in additional authority (funded with Parking Utility reserves) for the purchase of a parking enforcement management system and eight Toughpads for use by MPD Parking Enforcement Officers.
Both MPD and the Parking Utility will have operating costs for additional cellular device plans for use with this system. The additional cost for MPD is estimated to be $6,500 in 2016 and will be offset with savings from the previous system’s maintenance contract. The additional costs for the Parking Utility are minimal and can be absorbed in their operating budget.
The ongoing annual costs beginning in 2017, include cellular device plans ($13,000 for MPD) and $72,000 for software maintenance. The cost of the software maintenance will split 86% paid by MPD ($61,920 which will be partially offset with $18,850 in savings from the previous systems’ maintenance contract) and 14% paid by the Parking Utility ($10,080), based on the ratio of devices owned by each agency. Execution of this contract will result in an additional $56,070 (plus any increases negotiated in the contract) in levy support for MPD in 2017 through the end of the contract.
Title
SUBSTITUTE Amending the 2016 adopted Parking Utility Capital budget and Aauthorizing a contract with Electronic Data Collection Corporation (EDC) for the purchase and maintenance of a Parking Enforcement Management System. and amending the 2016 adopted Parking Utility Capital budget and 2016 adopted Police Department Operating budget
Body
Preamble
The City of Madison issues, on average, approximately 160,000 parking tickets annually. Since 2007, The City Parking Utility Division and The Police Department have utilized an electronic parking ticket issuance system (Autocite) from Duncan Solutions. This system consists of 40 handheld ticket issuance devices that interface with the Police Department’s legacy AS400 based records management system (New World Systems purchased in 1996 which is scheduled to be decommissioned). This system processes and maintains all the activities on parking tickets, i.e. payments, court dates, late notices, etc.
In 2010, the City Parking Utility implemented the multi-space parking meter system (Metric). During this implementation it was determined that the Autocite handheld devices were not compatible for the enforcement of the Metric meters. This issue resulted in the non enforcement of these meters until a temporary solution was identified. Since that time, the City has utilized several different devices to provide enforcement staff with the ability to access the status of the metered stalls. This has resulted in staff being required to carry multiple devices, which do not communicate with each other, causing an inefficient enforcement process as well issues with the support of those respective devices. In 2012, funding of $300,000 was including in the Parking Utility’s Adopted Capital Budget for the replacement of enforcement handheld devices and software under Acct No. 810421 “Parking Revenue/Enforcement Equip”, which is now MUNIS project number 10397 “Revenue Equipment Replacement”, and which has rolled over each year.
WHEREAS, the Autocite handheld devices are no longer manufactured and the current inventory is failing, leaving no viable alternatives for updating or providing alternate devices that would be compatible with the existing system; and
WHEREAS, the increasing operational needs of the City, as well as advancements in technology have highlighted the growing inefficiencies within the core operations of the current parking systems, (Autocite, New World AS400, and Metric); and
WHEREAS, the Purchasing Division and Police Department through a competitive process solicited proposals for RFP # 8295-0-2014, Parking Enforcement And Management System, received written proposals; and
WHEREAS, Electronic Data Collection Corporation (EDC) has proposed the Automated Issuance Management System (AIMS) which was selected by a team of city staff through a competitive RFP process to provide a complete Parking Enforcement Management System (PEMS) solution; and
WHEREAS, the proposal from EDC provides for multiple mobile ticketing options that can be utilized on smartphones, laptops, a variety of third party tablets, and desktop workstations, which will communicate with PEMS and Metric in real time providing ticket and meter information to both city staff and the public; and
WHEREAS, the proposed system will then establish the ability to implement greater efficiencies in the issuance, processing, and management of parking tickets, which in turn enhances customer service; and
WHEREAS, EDC has proposed a contract for $391,350 plus $21,250 in contingency, to provide a complete Parking Enforcement Management System (PEMS) solution; and
WHEREAS, there will be additional hardware expenses of $8000 for the purchase of 5 Toughpads for the Police Department and ongoing operational costs of $72,000 per year, beginning in 2017, for AIMS software maintenance, with a split of 86% or $61,920 to be paid by MPD and 14% or $10,080 to be paid by Parking Utility, as well as cellular device plans for both Parking Utility and the Police Department estimated at $6,500 in 2016 and $13,000 in 2017; and
WHEREAS, there is funding of $300,000 in the 2016 adopted Parking Utility capital budget Revenue Equipment Replacement project available for the replacement of enforcement handhelds and software, and an additional $120,600 in expenditure authority is required to purchase the system and Toughpads; and
WHEREAS, funding was not included in the 2016 adopted Madison Police Department capital budget or 2016 adopted Madison Police Department operating budget for the purchase or operation of the replacement system; and
WHEREAS, the service contract will exceed an average annual cost of $50,000 and may have a duration of greater than three years; and
WHEREAS, under MGO 4.26(3) service contracts averaging more than $50,000 per year and service contracts of more than three years in duration require approval of the Common Council.
NOW THEREFORE BE IT RESOLVED, that the Mayor and City Clerk are authorized to sign a contract on behalf of the City for the purchase and maintenance of the Parking Enforcement Management System with Electronic Data Collection Corporation; and
BE IT FURTHER RESOLVED, that the Parking Utility 2016 Capital Budget is amended to provide $120,600 in additional expenditure authority for the purchase of the system, contingency, and additional hardware.; and
BE IT FINALLY RESOLVED, that the 2016 Operating Budget of the Police Department is amended to fund $6500 for cellular data plan expenses by appropriating $6500 from the Contingent Reserve Fund (General Fund balance) to account number 31156-54810-0000.