Consideration and Approval of Cooperative Contracts:  Purchase of Multi Space Pay-to-Park Kiosks With Annual Subscription for Kiosk Management with Mobile Payment Software and Parking Enforcement Equipment With Annual Subscription For Parking Enforcement Software utilizing the National Cooperative Purchasing Alliance (NCPA) Contract with Parkeon, Inc. (Contract # 05-15) and NuPark, Inc. (Contract # 05-17).

In January of 2016, the City Council adopted a Comprehensive Parking Management Plan and directed staff to conduct procurement activities necessary to implement the plan. These action items are the result of that activity and are necessary in order to implement the plan. They include the purchase of equipment from, and a software subscription with, Parkeon, Inc and the purchase of equipment from, and a software subscription with, NuPark, Inc.

Anticipated expenses for implementation are similar to what was anticipated in the pro forma for the Comprehensive Parking Management Plan reviewed by the City Council in January of 2016. Individual expenses and revenues have been both greater and lesser than anticipated resulting in a final scenario generally consistent with conceptual planning. At the same time, the number of metered spaces and the number of employee permit spaces - the projected revenue - is greater than anticipated. The system in its near final financial design remains able to repay the City's initial capital outlay, to reserve funds for increasing the parking supply (20% minimum), to pay the capital financing costs, and to operate financially independent of further City funding.

The FY2017 budget for the Parking District includes the purchase of kiosks, software and related costs.

These actions do not suggest or imply a change in policy.

3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
6) Provide a well-managed transportation system
7) Continue to implement the Flagstaff Regional Plan and focus efforts on specific plans

In January of 2016, the City Council adopted a Comprehensive Parking Management Plan and established several polices with regard to parking and parking management.  All actions herein are based on those polices.

Instead the presented actions, the City council could:
1. Choose not to purchase or lease parking and enforcement equipment (effectively, not implementing the Comprehensive Parking Management Plan).
2. Direct staff not to use the National Purchasing Contracts and to solicit bids for some or all of the parking and enforcement equipment.
3. Direct staff to present other vendor options.
4. Table actions on these items until the Capital Financing information is provided to the City Council for consideration.
5. Other options as determined by the City Council.




 

For brevity, relative background and other information is omitted herein and is provided in the two attached staff summaries. One was associated with the City Council's adoption of the Comprehensive Parking Management Plan by resolution. The other is associated with the City Council's adoption of an ordinance making certain changes to the Flagstaff City Code Title 9, TRANSPORTATION, Chapter 9-01, TRAFFIC
CODE. Current information can always be found here: https://www.facebook.com/ParkFlag/

The purchasing actions herein are for items being procured via National Purchasing Contracts, specifically the National Cooperative Purchasing Alliance (NCPA). NCPA is a leading national Government purchasing cooperative working to reduce the cost of goods and services by leveraging the purchasing power of public agencies in all 50 states. All NCPA contract are awarded based on a lead agency conducting a formal competitive Request For Proposals (RFP) process, extensive evaluation and scoring and award of contract. Not only does this reduce procurement time and expense, it yields known costs, and in this case, costs that are more favorable than preliminary quotes that were received as the concept plan was being developed.

Notably, when the City of Flagstaff last solicited for multi-space parking kiosks, Parkeon, Inc. was the selected vendor.  Prior to this final selection, other equipment and software vendors were contacted or contacted staff. Several presentations were heard and several options were considered. A specific option sought was a vendor that could provide both hardware and software.

Specific consideration was also given to the vendor that Northern Arizona University uses (not selected). There are several vendors that had the National Purchasing Contract option, several that could provide like equipment and services, and a few that
could provide one vendor for both hardware and software. After careful review and consideration of the pros and cons of each possibility, the Parkeon, Inc./NuPark, Inc. (presented) solution was selected as the best fit.

Parkeon, Inc. has an ongoing relationship with NuPark, Inc. and the two systems (hardware and software) integrate very well. Other municipal customers of both Parkeon, Inc. and NuPark, Inc. were contacted providing positive references as to integration, performance, maintenance, longevity, overall satisfaction, and other factors relevant to purchasing the equipment and software for a complete parking management system. In spite of being separate hardware and software vendors, staff was convinced that their long history of integration would alleviate this typical concern. Together they have an impressive nation-wide portfolio.

If approved by the City Council, from Parkeon, Inc., the City of Flagstaff would purchase 106 multi-space kiosks (101 for installation and 5 for spares) as well as spare parts for repairs. The equipment purchase includes installation and operational training. The City would also subscribe to the database software from Parkeon, Inc. which links all of the kiosks and provides the e-permit mechanism, the online point-of-sale portal, the mobile payment app, and the web-based database access.

If approved by the City Council, from NuPark, Inc., the City of Flagstaff would purchase four sets of enforcement equipment - tablets, blue-tooth printers, and similar small supplies. The City would also subscribe to the enforcement software from NuPark, Inc., which uses the Parkeon, Inc. database and communicates with enforcement staff (via tablets) regarding purchased parking rights - whether purchased via the kiosks, online, the mobile app, or as any one of the several permit types. This software also links to the Municipal Court case tracking software and the Arizona Motor Vehicle Division database, and generates the boot list, mailed notices, and other services associated with parking enforcement.

The installation of the kiosks, as well as the purchase and installation of the regulatory signage (about 1,000 signs in about 500 locations), is being procured from KCS, Inc. (Kinney Construction) via a Job Order Contract. As such, this approximately $400,000 contract will not be presented to the City Council for approval.

These purchases are being brought forward for City Council consideration at this time in order to accommodate a schedule that has the system fully live in May of 2017. May is an important time frame because it co-ordinates with winter and summer business seasons and the sessions of Northern Arizona University, including the university publications to students about the community and how students can be good neighbors.  Among many other things, the schedule includes lead time on the purchases as well as time for physical installation, software integration, marketing and educational outreach, and only a thirty-day "soft start" period.

As presented at City Council Work Sessions in October, there remain several other lesser items for City Council consideration. These are not ready for presentation at this time but are expected to be before the City Council in December and January. A general listing of these items, with descriptions, can be found in the attached October 2016 Work Session Memo.

At this time the Capital Financing is not being presented. This service was competitively bid and staff is in the process of finalizing this information for consideration by the City Council. This action is expected to be presented in December or January. With no action by the City Council, the necessary Capital Financing can be put in place sixty days after expenses are incurred, or with a City Council resolution, the Capital Financing can be put in place as much as a year later.

See Background/History.


 

See Background/History.

The community involvement in the ongoing development of the plan has continued to be very extensive including open houses, neighborhood meetings, informational presentations to various groups, and one-on-one meetings. All materials, in draft form,
have been continuously available via a Dropbox and access has been promoted by mailers, at outreach meetings, and via Facebook. These strategies have been less relevant to the matters of purchasing but indirectly the community opinions and concerns have shaped product selections and others aspects of purchasing. And, ParkFlag has been guided in all considerations by the Parking Steering Committee and by many City staff members - including most if not all City divisions.

Moving forward, and relevant to the schedule of "fully live in May", ongoing outreach - a broad marketing campaign - will include a ParkFlag website, social media, print advertising, posters and flyers, neighborhood meetings, informational presentations, door-to-door outreach, and publishing of a parking map.