Title
Commuter Lot Parking Kiosks: Equipment & Continued Maintenance
History
In 2007, the Village purchased 14 parking fare terminals from Total Parking Solutions, LLC (TPS) for its three Metra commuter parking lots. The Village's existing terminals are supported through separate service and maintenance and Flowbird WebOffice monitoring agreements. Staff recommends replacing the existing 14 terminals with 9 new Flowbird CWT S4 Plus touchscreen terminals to replace aging equipment and maintain payment options for commuters. Considering the added new features such as the mobile app, online payment option, and speed of the new kiosks, we will reduce the 14 machines down to having only three kiosks at each Metra station.
TPS submitted a September 16, 2026, proposal for nine terminals, including coin, bill, and card payment capability, tap-to-pay readers, installation, mounting, and activation. The proposal includes shipping and a one-year parts and service warranty. Delivery is typically eight to twelve weeks after an order is placed.
The proposed service and maintenance agreement provides quarterly preventive inspections, service calls, and replacement parts, subject to the stated exclusion for main batteries after five years. The proposed Flowbird WebOffice agreement provides wireless connectivity, remote monitoring, alarm reporting, and technical support. Both agreements cover January 1, 2027, through December 31, 2029, with up to two additional one-year terms by mutual agreement. Service and maintenance are provided at no charge in 2027; WebOffice monitoring is $8,640 per year during the initial term.
Financial Impact
The purchase and installation cost is $111,600: $100,800 for nine terminals, $7,650 for nine tap-to-pay readers, and $3,150 for installation, mounting, and activation. The proposal calls for 50% payment upon order ($55,800), with the remaining $55,800 due upon completion of installation.
Service and maintenance totals $27,738 for the initial term ($0 in 2027, $13,662 in 2028, and $14,076 in 2029). WebOffice monitoring totals $25,920 ($8,640 annually), for a combined initial-term service cost of $53,658. The total purchase and initial-term service cost is $165,258. The optional 2030 and 2031 service years would add $23,139 and $23,571, respectively, if exercised at the listed rates. Funding is subject to confirmation of the applicable Commuter Parking Fund appropriation.
Recommended Action/Motion
I move to approve and authorize the execution of sole source contracts with Total Parking Solutions, LLC for the purchase of 9 new parking terminals and installation; for service and maintenance, and for Flowbird WebOffice monitoring services; and as fully presented.
(Full Motion - not necessary to be read)
I move to approve the waiver of the competitive bid process in favor of a sole source vendor contract and authorize the purchase of nine (9) Flowbird CWT S4 Plus touchscreen parking fare terminals, including tap-to-pay readers and installation, from Total Parking Solutions, LLC in an amount not to exceed $111,600;
AND
I move to approve the waiver of the competitive bid process in favor of a sole source service and maintenance agreement with Total Parking Solutions, LLC for nine (9) parking fare terminals for January 1, 2027 through December 31, 2029, in an amount not to exceed $27,738 ($0 in 2027, $13,662 in 2028, and $14,076 in 2029), with the option to renew for two (2) additional, one-year terms ($14,499 in 2030 and $14,931 in 2031) at the Villages discretion, at a not-to-exceed contract price of $57,168;
AND
I move to approve the waiver of the competitive bid process in favor of a sole source Flowbird WebOffice monitoring agreement with Total Parking Solutions, LLC for nine parking fare terminals for January 1, 2027, through December 31, 2029, at $8,640.00 per year, in an amount not to exceed $25,920, with the option to renew for two (2) additional, one-year terms at $8,640.00 per year, (2030 and 2031) at the Villages discretion, at for a not-to-exceed contract price of $ 43,200;
AND
I move to approve and authorize a project contingency in an amount not to exceed $20,000 to cover any unforeseen expenses;
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount;
AND
To authorize the Village Manager to execute all related contracts subject to Village Attorney review.