Title
Parking Fare Terminals - Annual Maintenance Approval
History
In 2007, the Village of Orland Park purchased 14 Parking Fare Terminals from Total Parking Solutions, Inc. (TPS) for the Village's three Metra commuter parking lots. Upon paying a daily fee, the commuters are provided a printed receipt for their parking fee rather than leaving money in an honor box (prior system). The commuter has the option of paying $1.50 each day in cash or $ 1.65 each day with Visa, Mastercard or Discover. The terminals are locked and money is secured; only cashiers can open the currency and coin boxes.
The terminals communicate (via Cale WebOffice 2) by sending emails directly to Village Staff (Finance Department and CSOs) when there is an issue or if maintenance needs to be provided (i.e. change receipt paper, bill jam, etc.). The CSOs are able to log in via WebOffice and check individual spaces for payment using their smartphones. WebOffice also provides CSOs with a listing of paid spaces making it easier to enforce. Staff is also able to use WebOffice for financial reporting.
The Village also offers commuters the option of paying for their daily parking space using a credit or debit card from their smartphone once they are on the train. This allows the commuter to be worry-free if they are unable to pay their daily fee prior to boarding the train. The free application is offered by Passport who is working in conjunction with Total Parking Solutions. There is a convenience fee of $0.37 for each transaction that the commuter pays.
In order to have the terminals maintained on a quarterly basis and serviced when needed, TPS currently charges a monthly per terminal maintenance fee of $115. In addition, TPS currently charges a monthly fee for the terminals to be wirelessly connected to WebOffice in the amount of $65 per terminal. The monthly maintenance fee is fixed for a one year period ending December 31, 2020; however, the provider of WebOffice (Cale) may pass along a price increase at any time. As the Village's current contract with TPS expires on December 31, 2019, TPS has extended the 2017 pricing of $115/terminal/month for the next three (3) years (2020, 2021 and 2022).
On October 21, 2019, this item was reviewed and approved by the Finance Committee and referred to the Board for approval.
Financial Impact
The Commuter Parking Fund will have funds available to cover this expense.
Recommended Action/Motion
I move to approve the annual service and maintenance fee for the Parking Fare Terminals provided by Total Parking Solutions, Inc. for a period of 3 years (2020-2022) and authorize the Village Manager to execute the final negotiated maintenance and web office contracts.