Title
Parking Fare Terminals - Annual Maintenance
History
In 2007, the Village of Orland Park purchased 14 Parking Fare Terminals from Total Parking Solutions, Inc. (TPS) for its three Metra commuter parking lots. TPS is the only vendor that provides these terminals. The terminals were installed at the Metra lots for several reasons. Upon paying the 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 each day or purchasing a pre-loaded value card, therefore not having to worry about daily cash transactions. The terminals are locked and money is secured; only cashiers can open the currency and coin boxes. The terminals automatically print a receipt when the money boxes are exchanged; this provides staff with a balancing tool for currency and coins. Monies are collected weekly from the Metra Lots and currency does not need to be unfolded prior to counting, reducing the time spent preparing the cash for bank deposit.
The terminals communicate (via WebOffice) by sending e-mails 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. WebOffice also provides CSOs with a listing of paid spaces making it easier to ticket violators. Staff is also able to use WebOffice for financial reporting.
In order to have the terminals maintained and serviced when needed, as well as for the terminals to be wirelessly connected to WebOffice, a yearly maintenance fee is required. Currently the monthly charge for the WebOffice is $50 per terminal which computes to a total of $8,400 annually. However, the provider, Cale, may pass along a price increase at any time. TPS also provides quarterly preventative maintenance and service, including 100% parts and labor. For the quarterly preventative maintenance and service, Total Parking Solutions, Inc has provided the following 1, 3 and 5 year pricing options:
¨ 1 year (2011) - $17,640.00 ($105 per terminal) plus $8,400 for WebOffice for a total cost of $26,040 - this reflects no price increase from 2010
¨ 3 year (2011-13) - $52,920.00 ($105 per terminal) plus $8,400 per year for WebOffice for a total cost of $78,120 - this reflects no price increase from 2010
¨ 5 year (2011-15) - $89,964.00 ($105 per terminal for years 1 -3, $110.25 per terminal for years 4 - 5), plus $8,400 per year for WebOfice, for a total cost of $131,964 - this reflects a 5% price increase for quarterly preventive maintenance and service for years 4 - 5.
The Multi-year pricing is based on the assumption that the full amount is invoiced upon the execution of the maintenance agreement. The savings is in the elimination of the expected 2 - 3% annual increase in fees during years 1 - 3.
The service contact is for our fiscal year beginning January 1 through December 31.
Staff recommends choosing the three year option. This eliminates any potential fee increases for the next three years.
On September 7, 2010, this item was reviewed and approved by the Finance Committee and referred to the Board for approval.
Financial Impact
The Commuter Parking Fund has 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 and authorize the Village Manager to execute the contract.