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Home My WebLink About2015-02-19 DTPC PacketTHE BIRTHPLACE OF MINNESOTA DOWNTOWN PARKING COMMISSION AGENDA Thursday, February 19, 2015 8:30 AM Conference Room 213, City Hall 1. CALL TO ORDER 2. APPROVAL OF AGENDA 3. APPROVAL OF JANUARY 15, 2015 MINUTES 4. PARKING LOT REVENUE PROPOSAL — PUBLIC TESTIMONY 5. NEW BUSINESS 5.01 March: Food for Tickets — Tracy Maki, Valley Outreach 6. OTHER BUSINESS 6.01 Permit Parking Rates (Table until 2016?) 6.02 Denison Parking — Revenue Equipment RFP 7. ADJOURNMENT a e. THE HINTHYLACE OF MINNESOTA DOWNTOWN PARKING COMMISSION MEETING MINUTES January 15, 2015 REGULAR MEETING Chairwoman Pelletier called the meeting to order at 8:34 a.m. Present: Chair Pelletier, Commissioners Anderson, Helmberger, Hopfe, Johnson, Junker (left at 10:08), Council Representative Kozlowski Absent: Commissioner Lettner Staff: Community Development Director Turnblad, Parking Enforcement Officer Pasket ELECTION OF OFFICERS Motion by Commissioner Helmberger, seconded by Council Representative Kozlowski, to nominate Commissioner Pelletier as Chair and Commissioner Johnson as Vice Chair. No other nominations were made. All in favor, 6-0. APPROVAL OF AGENDA Motion by Commissioner Helmberger, seconded by Commissioner Junker, to approve the agenda. All in favor, 6-0. APPROVAL OF MINUTES Motion by Commissioner Helmberger, seconded by Commissioner Junker, to approve the December 18, 2014 meeting minutes. All in favor, 6-0. NEW BUSINESS Parking Lot Equipment Discussion Damon Noga of Denison Parking presented options for parking lot equipment for Municipal Lots 1 — 11. He has the RFP almost written and asked for clarification on some of the parameters. Parking Enforcement Officer Pasket said he prefers machines that use debit or credit cards, not cash. Mr. Noga responded he would not recommend cash machines. He explained "pay and display" where a customer enters their credit card and returns to their car to place the pay ticket, and license plate recognition where a customer enters their license plate number into Downtown Parking Commission January 15, 2015 the unit, and the unit keeps track of the plate. Whoever is monitoring the lot can pull up on their phone if there are violators so tickets may be issued. A camera may be placed on a vehicle which can be driven through the lot and read the license plates, indicating in seconds which ones are violators. There is also the option of "pay by phone." The system could keep track of how many spaces are available in a given lot. Commissioner Junker expressed concern about the possibility of a customer pre -paying before they get to a lot, and then someone else driving in and taking the available space. Mr. Noga responded that the technology would allow for disabling that application if it's anticipated that a particular lot will be full. Community Development Director Turnblad commented that customers who have a tough time using technology should still have the option to put their credit card into the machine. He also would like the system to work without gates or arms. Mr. Noga noted that a hardwired system could cost more than solar technology. He will include both options in the RFP. Community Development Director Turnblad asked how well do tickets survive the court system when using these methods - do they get challenged much? Mr. Noga replied that tickets issued using these methods have worked in different cities around the U.S. Another feature is that a person who uses a credit card can receive prompts that their time is almost up and they can add time through their phone. Community Development Director Turnblad pointed out because the City's parking rates are 12 hour rates, there would rarely be the need to pay for additional time. Parking Enforcement Officer Pasket questioned the need for a camera. Mr. Noga said the RFP will get cost estimates with and without cameras. He will gather information on programs that can show the locations of available parking spaces as drivers are pulling into town. Commissioners agreed the system does not need the ability to reserve spots, but they would like the ability to show users where open spaces are. JX Event Venue - Parking Mitigation Plan Community Development Director Turnblad informed the Commission that Judd Sather is now interested in the former Connolly Shoe Factory Building on North Second Street, across from the parking ramp. The maximum capacity of the venue would be 800 guests, resulting in an increased parking deficit of 224 spaces. But perhaps 500 is a more realistic number to look at as a normal high occupancy. Mr. Sather assumes 75% of his guests would use the ramp. That would result in a 42 -space deficit. If the Planning Commission approves the Page 2 of 4 Downtown Parking Commission January 15, 2015 Special Use Permit for this event center, one of the conditions of the permit will be that the property owner will be responsible for paying whatever mitigation fee is associated with the plan approved by the Parking Commission. Mr. Sather stated that an average high occupancy is hard to determine. There may not be 500 people at an event for a year or two. The average will likely be 250 people. Approximately one event per week is anticipated. He estimates his clients will contribute $10,000-$15,000 to parking ramp revenues. Community Development Director Turnblad said the needed mitigation could be reassessed every couple of years. Using a typical high occupancy number of 250 instead of 800 would result in a parking deficit of 21 spaces. 250 - 3 (one vehicle per three persons) = 83 spaces X .25 (the estimated percentage of patrons who would park outside of the ramp) = 21. Mr. Sather said he will meet with City staff next week regarding the loading dock. The dock is currently used by a manufacturer in the lower level of the building. Community Development Director Turnblad added that the City doesn't want to require the removal of the dock if it is necessary for tenants, but if there is a changeover in use, the comprehensive plan shows the area between the ramp and the pedestrian plaza to be a pedestrian corridor and the dock would be removed. Matthew Resch, on behalf of Gartner Properties, the current property owner, stated they are working closely with Mr. Sather on use of the space. 10-12 spaces at the Old Post Office building, which they also own, will be available for overflow parking if needed. Motion by Commissioner Helmberger, seconded by Commissioner Anderson, to approve the parking mitigation plan for 21 spaces, based on a standard occupancy of 250 people, for $210 per month, and that the mitigation plan would be reviewed in two years. All in favor, 6-0. OTHER BUSINESS Permit Parking and Rates (2015) Community Development Director Turnblad reviewed the current fees. Staff recommends permits be increased to the following: $20/month for the 24/7 downtown resident permit; $15/month for the business permit; and $5/year for the Stillwater resident pass. The current parking mitigation fee is $10/month per space. Staff recommends leaving this fee as is. Commissioner Helmberger suggested the downtown resident permits could sustain an increase to $25/month. Motion by Commissioner Helmberger, seconded by Commissioner Johnson, to recommend to the City Council that the parking mitigation rate per space will remain $10/month, the business parking permits will increase to $15/month, and the downtown resident permits will increase to $25/month. All in favor, 6-0. Page 3 of 4 Downtown Parking Commission January 15, 2015 Commission consensus was that the daily rate for Lots 1-11 should be $5 as recommended during the summer of 2014. Parking Ramp Signage - Price Quote Community Development Director Turnblad informed the Commission the lowest bid is $306.10 from Newman Signs (plus tax, freight and installation costs). Cost of installation would likely be $150-$250 additional. Motion by Commissioner Junker, seconded by Commissioner Helmberger, to have signs done in-house and installed by City staff and that they should be installed within a reasonable timeframe. All in favor, 6-0. Event Parking Community Development Director Turnblad initiated discussion on event parking. To do an assessment on parking lot usage during events would be expensive. The consensus of the Commission was to not contract for a parking assessment at this time. The event policy revisions recommended by the Parking Commission are: 1) encourage the use of parks for events and use parking lots only as a backup plan when Lowell Park is flooded and other parks are not suitable; and 2) create an on-line parking lot reservation tool which allows patrons to check to see when lots are reserved by events. March Parking Violation Program No update. ADJOURNMENT Motion by Commissioner Helmberger, seconded by Commissioner Anderson, to adjourn at 10:24 a.m. All in favor, 6-0. Respectfully Submitted, Julie Kink, Recording Secretary Page 4 of 4 2/18/2015 Parking sales 2014 Lot 2014 Spaces 2014 /space/year 2015 Lot 1 98 $117,256 $1,196 $117,256 $1,196 Lott 84 $70,181 $835 $70,181 $835 Lot 3 33 $0 $0 $27,571 $835 Lot4 29 $0 $0 $0 $0 Lot 5 7 $0 $0 $0 $0 Lot6 16 $0 $0 $0 $0 Lot7 16 $0 $0 $0 $0 Lot 8b 75 $0 $0 $0 $0 Lot9 30 $0 $0 $0 $0 Lot10 48 $0 $0 $0 $0 Lot11 45 $0 $0 $0 $0 Pay Lots (not ramp) $187,437 $215,008 Monthly permits $33,814 (Avg 2008-14) $33,814 Tickets and finest $39,100 (Avg 2008-14) $39,100 Misc $10,424 (Avg 2008-14) $10,424 Total Revenue $270,775 $298,346 Total Goal $245,263 $245,263 Reserve or shortfall $25,512 $53,083 2/18/2015 General Ledger Monthly Activity Report User: sharrison Printed: 02/10/15 07:37:02 Period 01 - 12 Fiscal Year 2014 Account Number 720 Description Budget Y -T -D Variance PARKING FUND Revenue 0000 720-0000-3140-0105 Parking Permits 30,000.00 39,842.54 -9,842.54 720-0000-3140-0115 Parking Permits -Events 10,000.00 5,924.45 4,075.55 LICENSES AND 40,000.00 45,766.99 -5,766.99 PERMITS 720-0000-3560-0120 Parking Machine -S Main Lot 90,000.00 117,255.94 -27,255.94 720-0000-3560-0340 Parking Machine -River Lot 50,000.00 70,181.00 -20,181.00 CHARGES FOR 140,000.00 187,436.94 -47,436.94 SERVICES 720-0000-3610-0100 Parking Tickets 20,000.00 33,109.01 -13,109.01 720-0000-3610-0200 Parking Fines - County 5,000.00 4,970.41 29.59 FINES AND FORFEITS 25,000.00 38,079.42 -13,079.42 720-0000-3810-0200 Interest Earnings -Investments 1,700.00 12,612.49 -10,912.49 720-0000-3830-0100 Sale of Property 0.00 0.00 0.00 720-0000-3860-0100 Lease Rentals 0.00 0.00 0.00 720-0000-3870-0100 Refunds And 0.00 0.00 0.00 Reimbursements 720-0000-3880-0100 Miscellaneous Income 0.00 0.00 0.00 720-0000-3880-0200 Cash OverShort 0.00 5.00 -5.00 MISCELLANEOUS 1,700.00 12,617.49 -10,917.49 0000 206,700.00 283,900.84 -77,200.84 Revenue 206,700.00 283,900.84 -77,200.84 Expense 4720 PARKING 720-4720-1000-0000 Full Time Salaries 51,151.00 48,038.14 3,112.86 720-4720-1100-0000 Overtime - Full Time 3,000.00 3,226.74 -226.74 720-4720-1111-0000 Severance Pay 0.00 0.00 0.00 720-4720-1112-0000 Sick Pay 0.00 1,606.51 -1,606.51 720-4720-1113-0000 Vacation Pay 0.00 4,577.24 -4,577.24 720-4720-1200-0000 Part -Time Salaries 35,000.00 23,798.50 11,201.50 720-4720-1300-0000 Overtime - Part Time 1,000.00 0.00 1,000.00 720-4720-1410-0000 PERA 3,993.00 3,956.49 36.51 720-4720-1420-0000 FICAMedicare 6,897.00 6,176.59 720.41 720-4720-1500-0000 Hospital Medical 9,278.00 10,011.86 -733.86 720-4720-1520-0000 Dental Insurance 607.00 602.08 4.92 720-4720-1540-0000 Life Insurance 64.00 63.36 0.64 720-4720-1700-0000 Uniform Allowance 300.00 297.00 3.00 PERSONNEL SERVICES 111,290.00 102,354.51 8,935.49 720-4720-2000-0000 Office Supplies 500.00 0.00 500.00 720-4720-2101-0000 General Supplies 5,000.00 942.33 4,057.67 720-4720-2110-0000 Automotive Fuel 5,000.00 3,177.53 1,822.47 720-4720-2111-0000 PaperForms 3,400.00 409.40 2,990.60 720-4720-2201-0000 Equipment Repair Supplies 4,000.00 406.29 3,593.71 GL - Monthly Activity Report (02/10/2015 - 7:37 AM) Page 1 Account Number Description Budget Y -T -D Variance 720-4720-2302-0000 Other Minor Equipment 200.00 13,421.11 -13,221.11 SUPPLIES 18,100.00 18,356.66 -256.66 720-4720-3000-0000 Contractual 0.00 0.00 0.00 720-4720-3004-0000 Auditing 0.00 0.00 0.00 720-4720-3008-0000 Legal 0.00 0.00 0.00 720-4720-3099-0000 Other Professional Services 250.00 0.00 250.00 720-4720-3102-0000 Postage 750.00 156.11 593.89 720-4720-3201-0000 SeminarConference Fees 500.00 0.00 500.00 720-4720-3202-0000 Meals 100.00 0.00 100.00 720-4720-3203-0000 Housing 250.00 0.00 250.00 720-4720-3204-0000 Training and Education 2,000.00 0.00 2,000.00 720-4720-3400-0000 Printing and Publishing 5,000.00 2,708.33 2,291.67 720-4720-3500-0000 General Insurance 10,057.00 0.00 10,057.00 720-4720-3702-0000 Equipment Repair Charges 2,500.00 280.00 2,220.00 720-4720-3707-0000 Maintenance Agreements 3,000.00 1,110.00 1,890.00 720-4720-3709-0000 Sealcoating 0.00 0.00 0.00 720-4720-3807-0000 Lease Rent 0.00 0.00 0.00 720-4720-3900-0000 Sales Tax 2,500.00 3,085.35 -585.35 720-4720-3906-0000 Admin Charges -General 18,544.00 18,544.00 0.00 Fund SERVICES AND 45,451.00 25,883.79 19,567.21 CHARGES 720-4720-4009-0000 Loss On Credit Transactions 0.00 0.00 0.00 720-4720-4099-0000 Miscellaneous Charges 1,000.00 20,294.04 -19,294.04 MISCELLANEOUS 1,000.00 20,294.04 -19,294.04 720-4720-5200-0000 CO & Improvements 0.00 0.00 0.00 720-4720-5300-0000 CO Machinery & Equipment 0.00 0.00 0.00 720-4720-5310-0000 CO MIS Computer 17,000.00 0.00 17,000.00 Equipment 720-4720-5400-0000 CO Automotive Equipment 0.00 0.00 0.00 CAPITAL OUTLAY 17,000.00 0.00 17,000.00 720-4720-6010-0000 Debt Service 0.00 0.00 0.00 DEBT SERVICE 0.00 0.00 0.00 720-4720-7010-0000 Depreciation -Purchased 0.00 0.00 0.00 Asset 720-4720-7020-0000 Depreciation -Contributed 0.00 0.00 0.00 Asset DEPRECIATION 0.00 0.00 0.00 720-4720-9100-0000 Transfer Out -General Fund 0.00 0.00 0.00 720-4720-9725-0000 Transfer Out -Parking Ramp 0.00 0.00 0.00 OTHER FINANCING 0.00 0.00 0.00 USES 4720 PARKING 192,841.00 166,889.00 25,952.00 4721 RIVERVIEW PARKING LOT -3RD ST 720-4721-3706-0000 Repair Charges 0.00 0.00 0.00 720-4721-3707-0000 Maintenance Agreements 13,041.00 13,041.00 0.00 SERVICES AND 13,041.00 13,041.00 0.00 CHARGES 4721 RIVERVIEW PARKING 13,041.00 13,041.00 0.00 LOT -3RD ST Expense 205,882.00 179,930.00 25,952.00 720 PARKING FUND 818.00 103,970.84 -103,152.84 GL - Monthly Activity Report (02/10/2015 - 7:37 AM) Page 2 Account Number Description Budget Y -T -D Variance Revenue Total Expense Total Grand Total 206,700.00 205,882.00 818.00 283,900.84 179,930.00 103,970.84 -77,200.84 25,952.00 -103,152.84 GL - Monthly Activity Report (02/10/2015 - 7:37 AM) Page 3 Memorandum Date: January 27, 2015 To: Parking Commission Members Cc: Community Development Director Bill Turnblad From: Chief John Gannaway Subject: Replacing Parking Enforcement Vehicle The primary Parking Enforcement Vehicle needs to be replaced. It is a 2008 and is starting to have significant mechanical issues. We have selected either a Chevrolet Colorado or GMC Canyon as a replacement vehicle. Parking Enforcement personnel need some type of utility/pick-up vehicle to carry not only everyday equipment, but also to move signs, cones, barricades, etc... The Police Department did receive a lot of negative public feedback from the current full-sized pick-up when utilized as a Parking Enforcement vehicle, hence the smaller sized pick-up. There are two options to acquire the new vehicle: The first being purchasing the vehicle through the MN State Contract, both vehicles are around $23,500 each; the second option would be to lease the vehicle through Enterprise Fleet Management for an estimated cost of $16,643.40. The lease cost is less expensive because we would trade in the current Parking Enforcement vehicle, and the re -sale value is deducted into the monthly cost of the lease. The lease also includes full maintenance cost (except tires). If we purchased the vehicle via the MN State Contract, we would get no credit for existing vehicle (it is sold at State Auction, and proceeds would go back into the Parking Enterprise Fund, State Auction prices are always underwhelming). The Police Department is currently leasing all of its unmarked vehicles and we have been very pleased with the costs and how the program is functioning. Staff is recommending that we be allowed to enter into a lease agreement with Enterprise Fleet Management for an estimated $277.39, or $16,643.40 for five years (cost is estimated as we do not know the exact resale of current vehicle that will be credited to lease costs, but Enterprise does estimate conservatively, so the potential is that it will be less expensive) Open -End (Equity) Lease Rate Quote Quote No: 2798889 Prepared For: Unit # Year Series 'ehicle Order Type City of Stillwater Meredith, Nate 2015 Make GMC Model Canyon Base 4x4 Extended Cab 6 ft. box 128.3 in. WB Ordered Term 60 State MN Customer# 475255 Date 01/26/2015 AE/AM JL1/HHT $ 26,839.40 $ 1,004.41 $ 352.75 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 14,500.00 $ 0.00 $ 0.00 $ 0.00 $ 12,339.40 $ 166.58 $ 62.02 $ 228.60 $ 0.00 $ 0.00 $ 48.79 $ 48.79 $ 0.00 $ 277.39 $ 2,344.60 $ 350.00 Capitalized Price of Vehicles Use Tax 7.1250% State MN Initial License Fee Registration Fee Other Capitalized Price Reduction Tax on Capitalized Price Reduction Gain Applied From Prior Unit Tax on Gain On Prior Security Deposit Extended Service Contract Total Capitalized Amount (Delivered Price) Depreciation Reserve @ 1.3500% Monthly Lease Charge (Based on Interest Rate - Subject to a Floor)2 Total Monthly Rental Excluding Additional Services Additional Fleet Management Master Policy Enrollment Fees Commercial Automobile Liability Enrollment Liability Limit $0.00 Physical Damage Management Full Maintenance Programa Contract Miles 75,000 Incl: # Brake Sets (1 set = 1 Axle) 1 Order Information Driver Name Exterior Color Interior Color Lic. Plate Type GVWR (0 P) Onyx Black (0 I) Jet Black/Dark Ash w/Cloth Seat Trim Government 0 Additional Services SubTotal Use Tax 7.1250% Total Monthly Rental Including Additional Services Reduced Book Value at 60 Months Service Charge Due at Lease Termination Quote based on estimated annual mileage of 15,000 (Current market and vehicle conditions may also affect value of vehicle) (Quote is Subject to Customer's Credit Approval) Notes Comp/Coll Deductible 0 / 0 OverMileage Charge $ 0.0000 Per Mile # Tires 0 State MN Loaner Vehicle Not Included Enterprise FM Trust will be the owner of the vehicle covered by this Quote. Enterprise FM Trust (not Enterprise Fleet Management) wit be the Lessor of such vehicle under the Master Open - End (Equity) Lease Agreement and shall have all rights and obligations of the Lessor under the Master Open - End (Equity) Lease Agreement with respect to such vehicle. ALL TAX AND LICENSE FEES TO BE BILLED TO LESSEE AS THEY OCCUR. Lessee hereby authorizes this vehicle order, agrees to lease the vehicle on the terms set forth herein and in the Master Equity Lease Agreement and agrees that Lessor shall have the right to collect damages in the event Lessee fails or refuses to accept delivery of the ordered vehicle. Lessee certifies that it intends that more than 50% of the use of the vehicle is to be in a trade or business of the Lessee. LESSEE City of Stillwater BY TITLE DATE * INDICATES ITEMS TO BE BILLED ON DELIVERY. 1 Capitalized Price of Vehicle May be Adjusted to Reflect Final Manufacturer's Invoice. Lessee Hereby Assigns to Lessor any Manufacturer Rebates And/Or Manufacturer Incentives Intended for the Lessee, Which Rebates And/Or Incentives Have Been Used By Lessor to Reduce the Capitalized Price of the Vehicle. 2 Monthly Lease Charge Will Be Adjusted to Reflect the Interest Rate on the Delivery Date (Subject to a Floor). 3 The inclusion herein of references to maintenance fees/services are solely for the administrative convenience of Lessee. Notwithstanding the inclusion of such references in this [Invoice/Schedule/Quote], all such maintenance services are to be performed by Enterprise Fleet Management, Inc., and all such maintenance fees are payable by Lessee solely for the account of Enterprise Fleet Management, Inc., pursuant to that certain separate [Maintenance Agreement] entered into by and between Lessee and Enterprise Fleet Management, Inc.; provided that such maintenance fees are being billed by Enterprise FM Trust, and are payable at the direction of Enterprise FM Trust, solely as an authorized agent for collection on behalf of Enterprise Fleet Management, Inc. Open -End (Equity) Lease Rate Quote Quote No: 2798889 VEHICLE INFORMATION: 2015 GMC Canyon Base 4x4 Extended Cab 6 ft. box 128.3 in. WB - US Series ID: T2M53 Pricing Summary: Base Vehicle Total Options Destination Charge Total Price INVOICE MSRP $ 26,817.60 $ 27,935.00 $ 1,196.80 $ 1,360.00 $ 925.00 $ 925.00 $ 28,939.40 $ 30,220.00 SELECTED COLOR: Exterior: GBA - (0 P) Onyx Black Interior: H2R - (0 I) Jet Black/Dark Ash w/Cloth Seat Trim SELECTED OPTIONS: CODE DESCRIPTION INVOICE MSRP 4VL Preferred Equipment Group 4VL NC NC 5JY Soft Cloth Folding Tonneau Cover (LPO) $ 523.60 $ 595.00 AR7 Front Bucket Seats STD STD ATG Remote Keyless Entry Included Included C49 Rear -Window Electric Defogger Included Included C5G GVWR: 5,600 lbs (2,540 kg) STD STD GBA_04 (0 P) Onyx Black NC NC GT5 4.10 Rear Axle Ratio STD STD H2R_01 (0 I) Jet Black/Dark Ash w/Cloth Seat Trim NC NC 103 Radio: AM/FM Stereo w14.2" Diagonal Color Display STD STD K34 Electronic Automatic Cruise Control Included Included LCV Engine: 2.5L 14 DI DOHC WT STD STD MYB Transmission: 6 -Speed Automatic, HMD, 6L50 Included Included NQ6 2 -Speed Autotrac Electric Transfer Case Included Included PAINT Solid Paint STD STD PCM Convenience Package $ 519.20 $ 590.00 PPA EZ -Lift Tailgate Included Included QJJ Tires: P265/70R16 AS BW STD STD R9Y Fleet Free Maintenance Credit $ -118.80 $ -135.00 RS1 Wheels: 16" x 7" Ultra Silver Metallic STD STD STDTM Cloth Seat Trim STD STD UTJ Unauthorized Entry Theft -Deterrent System Included Included VAV All -Weather Floor Mats (LPO) $ 140.80 $ 160.00 VJQ Front Recovery Hooks Included Included VQK Front & Rear Splash Guards (LPO) $ 132.00 $ 150.00 CONFIGURED FEATURES: Body Exterior Features: Number Of Doors 4 Rear Driver Door: reverse opening rear passenger doors Rear Cargo Door Type: tailgate Driver And Passenger Mirror: folding side -view door mirrors Door Handles: black Front And Rear Bumpers: body -coloured front and rear bumpers with chrome rub strip Rear Step Bumper: rear step bumper Front Tow Hooks: 2 front and rear tow hooks Front Mud Flaps: front and rear mud flaps Box Style: regular Tonneau Cover: soft tonneau cover Body Material: galvanized steel/aluminum body material Grille: chrome grille Convenience Features: Air Conditioning manual air conditioning Cruise Control: cruise control with steering wheel controls Power Windows: power windows with driver 1 -touch down Remote Keyless Entry: keyfob (front doors) remote keyless entry Illuminated Entry: illuminated entry Auto Locking: auto -locking doors Steering Wheel: steering wheel with manual tilting Day -Night Rearview Mirror: day -night rearview mirror Front Cupholder: front and rear cupholders Floor Console: full floor console with covered box Glove Box: glove box Driver Door Bin: driver and passenger door bins Rear Door Bins: rear door bins Dashboard Storage: dashboard storage IP Storage: bin instrument -panel storage Driver Footrest: driver's footrest Retained Accessory Power: retained accessory power Power Accessory Outlet: 2 12V DC power outlets Entertainment Features: radio AM/FM stereo with seek -scan Radio Data System: radio data system Speakers: 6 speakers 1st Row LCD: 1 1st row LCD monitor Antenna: integrated roof antenna Lighting, Visibility and Instrumentation Features: Headlamp Type delay -off projector beam halogen headlamps Cab Clearance Lights: cargo bed light Front Wipers: variable intermittent wipers Front Windshield Visor Strip: front windshield visor strip Rear Window Defroster: rear window defroster Tinted Windows: light -tinted windows Dome Light: dome light with fade Variable IP Lighting: variable instrument panel lighting Display Type: analog display Tachometer: tachometer Low Tire Pressure Warning: tire specific low -tire -pressure warning Trip Computer: trip computer Trip Odometer: trip odometer Water Temp Gauge: water temp. gauge Clock: in -radio display clock Systems Monitor: systems monitor Oil Pressure Warning: oil -pressure warning Water Temp Warning: water -temp. warning Battery Warning: battery warning Low Coolant Warning: low -coolant warning Lights On Warning: lights -on warning Key in Ignition Warning: key -in -ignition warning Low Fuel Warning: low -fuel warning Low Washer Fluid Warning: low -washer -fluid warning Door Ajar Warning: door -ajar warning Brake Fluid Warning: brake -fluid warning Turn Signal On Warning: turn -signal -on warning Transmission Fluid Temperature Warning: transmission -fluid -temperature warning Safety And Security: ABS four-wheel ABS brakes Number of ABS Channels: 4 ABS channels Brake Type: four-wheel disc brakes Vented Disc Brakes: front ventilated disc brakes Daytime Running Lights: daytime running lights Spare Tire Type: full-size spare tire Spare Tire Mount: underbody mounted spare tire w/crankdown Driver Front Impact Airbag: driver and passenger front -impact airbags Driver Side Airbag: seat -mounted driver and passenger side -impact airbags Overhead Airbag: curtain 1st and 2nd row overhead airbag Occupancy Sensor: front passenger airbag occupancy sensor Height Adjustable Seatbelts: height adjustable front seatbelts Seatbelt Pretensioners: front seatbelt pre-tensioners Side Impact Bars: side -impact bars Tailgate/Rear Door Lock Type: manual tailgate/rear door lock Rear Child Safety Locks: rear child safety locks Ignition Disable: PASS -Key III+ immobilizer Security System: security system Panic Alarm: panic alarm Electronic Stability: StabiliTrak w/Proactive Roll Avoidance electronic stability stability control with anti -roll Traction Control: ABS and driveline traction control Front and Rear Headrests: manual adjustable front head restraints Rear Headrest Control: 2 rear head restraints Seats And Trim: Seating Capacity max. seating capacity of 4 Front Bucket Seats: front bucket seats Number of Driver Seat Adjustments: 6 -way driver and passenger seat adjustments Reclining Driver Seat: manual reclining driver and passenger seats Driver Height Adjustment: power height -adjustable driver and passenger seats Driver Fore/Aft: power driver and passenger fore/aft adjustment Front Centre Armrest Storage: front centre armrest Rear Seat Type: rear jump seat Rear Folding Position: rear seat fold -up cushion Leather Upholstery: cloth front and rear seat upholstery Headliner Material: full cloth headliner Full Carpet Floor Covering: carpet floor covering Cabback Insulator: cabback insulator Shift Knob Trim: urethane shift knob Floor Mats: rubber front and rear floor mats Standard Engine: Engine 200 -hp, 2.5 -liter 1-4 (regular gas) Standard Transmission: Transmission 6 -speed automatic w/ OD and auto -manual THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: February 11, 2015 RE: Parking Permit Rates - 2015 BACKGROUND The Parking Commission analyzed the monthly rates for various permits earlier this winter. That included monthly business permits, monthly downtown residential permits, parking mitigation rates, and the general residential parking pass. The Commission's recommendations were scheduled to appear on the City Council agenda of February 17, 2015. However, given the downtown business community's recently expressed concern over converting many of the City's downtown lots to pay lots, staff thought it prudent not to add fuel to the fire at the moment. Therefore, it was removed from the February 17 Council agenda. REQUEST Staff asks the Parking Commission to consider recommending that the Council not take up discussion of permit price increases until next year. COMMENTS There are two principal reasons for staff's request to postpone the permit price increase: 1. Priorities - The principal revenue generator for the parking enterprise fund is the City's pay lots, not permit sales. Therefore, the discussion on parking lot rates should not be clouded by a lower priority revenue stream. 2. Actual Need - Though the City has not raised the monthly permit rates since their inception decades ago, there may not be an actual need to raise them yet. If the pay lot changes this summer generate sufficient revenue, perhaps permit increases can be postponed for several years. However, that will not be known until the new pay lot system is allowed to operate for a while and establish a bit of a revenue history. bt THE BIRTHPLACE OF MINNESOTA TO: Parking Commission FROM: Bill Turnblad, Community Development Director DATE: February 11, 2015 RE: Parking Lot Equipment - RFP BACKGROUND The City has entered into a contract with Damon Noga, Denison Parking, to help the Parking Commission select and purchase parking lot revenue control equipment. At the last Commission meeting, Mr. Noga discussed selection parameters and options for our system. Following the meeting Mr. Noga completed an RFP for the equipment. Prior to distributing it to vendors, the Parking Commission should review it. COMMENTS Rates - On February 3, 2015 the City Council unanimously voted to approve the conversion of Lots 3-11 to pay lots. This means that Municipal Lots 1-11 will all be pay lots. However, the Council did not make a decision on the rate to be charged in the lots. The Parking Commission recommended a $5 flat fee for parking all day in any of the eleven lots. The prevailing opinion of the Council was that to encourage lunch time activity downtown, an hourly rate should be charged. Instituting an hourly rate system complicates and increases the cost of enforcement. But, this is a cost that the Council will likely want the parking enterprise fund to absorb. In order to be able to quantify the increased cost, the RFP will be revised before it is released. It will ask the vendors to include license plate reading (LPR) technology (vehicle camera and supporting hardware and firm/ software), and specify the extra cost this would incur. Without the LPR capability, extra part time personnel would be needed to regularly chock and monitor tires. February 11, 2015 Page 2 Tentative project schedule The submittal deadlines in the attached RFP will be revised before it is released. Tentatively, the project schedule looks like this: Date Task Feb 19 Parking Commission approval of RFP for parking lot equipement March 3 City Council approval of RFP March 4 RFP distributed by Denison Parking March 10 Vendor site visit March 17 Proposals for parking equipment due March 19 Parking Commission reviews proposals, makes recommendation to Council March 19 Parking Commission - Session I on revised rate April 7 City Council awards equipment contract April 16 Parking Commission - Session II on revised rate April 21 City Council decides on rates June 5 Equipment installation completed July 1 Commence equipment operation RECOMMENDATION Staff recommends discussing and approving the RFP for release. bt attachment: RFP ti1IWater The girihGezcc of hMeuResoeo Request for Proposal 11 MULTI -SPACE PARKING PAY STATIONS 1 Table of Contents 1 General 4 2 Scope of Services 4 3 Technical Specifications 4 4 Pay Station Hardware 5 1. Cabinet and Pedestal 5 2. Physical Security and Lock 5 3. LCD Display 5 4. Keypad 6 5. Receipt/Ticket Cup 6 6. Credit Card Reader and Operation 6 7. Transaction Process 6 8. Printer 7 9. Receipt Paper 7 10. Power Operation and Recharging System 7 11. Electrical and Electronic Components 8 12. Temperature Specifications 8 13. CPU/Black Box 8 14. Online Communication 8 5 Pay Station Capabilities 10 Payment Options 10 1. Pay -by -Phone Integration 10 2. Extend -by -Phone 11 3. Pay -by -License Plate 11 4. Enforcement 11 5. Management Software Capabilities 12 6. Standard Rate Capabilities 13 7. Management Reports 13 6 Online Management Platform Capabilities 15 Dashboard / KPIs 15 Real -Time Reporting 15 Remote pay station configuration• 16 Real -Time Monitoring / Intelligent Dispatch 16 Real -Time Credit Card Authorization 17 Future Capabilities 18 2 7 Training and Support 18 8 After Sales Support 19 9 References 19 10 Pricing 19 11 Warranty 19 3 1 General The City of Stillwater manages 11 surface lots containing parking spaces which they want to track and control revenue through multi -space meters. The attached map specifies the lots locations, there is to be one meter per lot for a total of 11 meters. 2 Scope of Services The City of Stillwater is looking to convert and consolidate designated parking from single meter parking to multi -space meter parking with the capability of credit/smart card reader. This system must have the ability to be managed and monitored remotely and be capable of operating in a Pay -and -Display, Pay -by -Space or Pay -by -License Plate mode. This will allow the owner to have flexibility with their operations and utilize one model number without changing out hardware if they decide to go from Pay -and —Display to Pay -by -Space. As part of this proposal, the respondent must be willing to provide temporary demonstrator equipment, at no cost, for customer evaluation, input, and satisfaction. Proposals are also to include all electrical and concrete pad costs. A site review is scheduled for March 10 at 10am beginning at the City of Stillwater City Hall room 213, 216 4th St. N., Stillwater, MN. Proposals (5 hard copy, one electronic) are due to by 3pm on March 17, 2015. All questions are due to Damon Noga (dnoga(a�denisonparkinq.com) by 3pm on March 11, 2015. Installation must be completed June 5, 2015 in order for operations to commence on June 8, 2015. 3 Technical Specifications Please indicate your compliance or non-compliance to the following technical specifications: 4 4 Pay Station Hardware 1. Cabinet and Pedestal • Cabinet must be minimum 12 -gauge zinc -coated cold rolled steel. • Pedestal must be minimum 12 -gauge zinc -coated steel with four locations for anchor bolt fasteners. Anchor bolts cannot be exposed outside the pedestal. • Surface finish must be a powder -coating paint that is electrostatically charged and baked on. • Pay station should be available in a range of custom colors upon request and with the option for customized decals. • In general, the cabinet must have an aesthetically pleasing design that is easily recognizable as parking related. 2. Physical Security and Lock • Vandal -resistant with recessed hinges. • Locks must have programmable keys. Optional electronic locks for maintenance and cash vault compartment doors. • No locks can be exposed beyond the flush mount of the cabinet. • Pay station must have vibration and shock sensing audible alarms. • All pay station doors must be equipped with sensors that will send a notification, in real-time, to the back-office software alerting to doors being opened or closed. • Audit Report, Stall Reports, and Revenue Reports must all be printable at the pay station without opening the cabinet door; password protection to reports is mandatory. 3. LCD Display • The pay station must have a color LCD screen, which is easy to read in various lighting conditions. • All instructions and rates are to be provided through the LCD display, eliminating the need for external signage. Describe the cost to effecting rate changes. • The screen must be recessed and protected by a Lexan cover. • The screen must be vandal -resistant, weatherproof, and corrosion -resistant. • The screen must be modular and easily unplugged and replaced with basic tools for easy servicing • The software must features time of day controls to automatically switch to a high contrast mode to enable better reading in bright lighting conditions. These contrast settings must be selectable and allow for automatic changing from one to the other and back at predetermined times during the day. • The LCD must have the ability to display at least five menu or rate options simultaneously. • The LCD must be able to display a color graphic and/or photograph or message for a user - defined amount of time when the pay station is turned on. 5 • Prompts on the pay station must be user configurable. 4. Keypad • The pay station must have an alphanumeric, tactile feel keypad. • When a key is pressed, an audible indication must be given to provide feedback to the consumer. • The keypad must be vandal -resistant, weatherproof, and corrosion -resistant. • The keypad must be modular and be easily unplugged and removed with basic tools for easy servicing. • The keypad will be used to turn the pay station on when it is in sleep mode. 5. Receipt/Ticket Cup • The receipt/ticket cup must be protected by a sliding door. 6. Credit Card Reader and Operation • The credit card (CC) reader must be mounted in such a way that would mitigate the risk of attaching a skimming device. • The CC reader must only partially ingest the card thereby affording the consumer control of the card at all times. • The CC reader must accept and process Visa, MasterCard, Amex, Diner's Card, Discover or any combination thereof, and must be configurable via back-office software. • The CC reader must be modular and be easily unplugged and removed with basic tools for easy servicing. • The CC reader must read Tracks 1, 2, and 3 of all magnetic stripe cards conforming to ISO 7810 and 7811. • The CC reader must read and write to chip -based smart cards conforming to ISO 7810 and 7816. • The CC reader must be able to read and write to POM chip -based cards. 7. Transaction Process • Bidder -supplied software should provide management control and reporting of credit card process via Internet. • System should allow both offline batch credit card processing and online real-time credit card processing. • There should be a simple, one-step process to automatically transfer credit card data to the clearinghouse. No duplicate checks or transfer of data between files or spreadsheets should be required. • The system must process and reconcile transactions with a PCI compliant credit card processor or gateway. 6 • The pay station must be PA -DSS validated. • Credit card/smart card transactions that are declined should automatically populate a file of bad credit cards/smart cards to prevent future acceptance of bad credit cards/smart cards. • Pay station must be capable of being used as a smart card reload station with the ability to check card balances. • Bidder -supplied management software should allow for manual entry of cards into a bad credit card/smart card file. Bad credit cards/smart cards should be prevented from use in any payment machine in the network. • Bidders supplying parking equipment to the City of Stillwater must meet the Payment Card Industry (PCI) Compliance standards as Service Provider and Payment Application Data Security Standards (PA -DSS) for all hardware and software proposed. All bidders must provide a letter from a Qualified Payment Application Security Professional (QPASP) or Visa confirming the successful completion of meeting the latest standards. Bidders must also appear on the Visa Web site to be current for both compliant Service Providers and validated Application Vendors. The provision of voluntary security scan reports and self questionnaires as proof of compliance will not be acceptable. More details on these standards may be found at www.pcisecuritystandards.orq. 8. Printer • The printer must be a high quality thermal printer with a simple paper path and a reliable cutting edge. • The paper roll must easily be removed and replaced in less than 60 seconds. • The printer must be modular and be easily unplugged and removed with basic tools for easy servicing. • Payment machine should allow report and receipt printing in the field. Payment machine should have capacity of producing at least 2,200 tickets/reports prior to replacing a print roll. 9. Receipt Paper • The receipt paper must have the capability to be pre-printed with customized messages on the back and logo watermarks on the front of the receipt. • The tickets must be heat-, fade-, and curl -resistant, and must be capable of being left on a vehicle dashboard for extended periods of time. • Paper must be 100 percent recyclable. 10. Power Operation and Recharging System • The pay station must operate on battery power with either an AC or solar recharging system for the battery. • The battery must be a minimum of a 12V 33Ah, sealed gel -cell. Describe battery support available in AC or solar power configurations. 7 • A battery voltage check system must be integrated into the pay station cabinet and the voltage of the battery must be determined in less than five seconds either by accessing the pay station or by reviewing real-time updates over the Internet. • The battery storage area must allow the battery to be removed and replaced in less than 60 seconds for servicing. • Describe the pay station's unique power management capabilities. 11. Electrical and Electronic Components • All major components must be modular and be easily unplugged and removed with basic tools for easy servicing. • All electronic connection plugs must be physically differentiated and must only fit one way. 12. Temperature Specifications • -40° F to + 140° F (-40° C to +60° C) in AC operated environments with an optional heater; -4° F to + 140° F (-20° C to +60° C) in non -AC environments; up to 95% relative humidity (non -condensing). • Pay stations must provide option for heater that can operate on AC power for environmental conditions outside of this temperature range. 13. CPU/Black Box • The CPU must be specifically designed for operation with the pay station. • The CPU must be custom designed, built, and supported by the manufacturer. • The CPU must contain Flash memory that can record up to 10,000 transactions to allow data to be preserved when power has been removed. • The CPU must not require a battery backup to preserve memory. • The CPU must be modular and be easily unplugged and removed with basic tools for easy servicing. • The pay station must have a bad card maintenance list that can store up to 16,000 card numbers for offline processing. • To enable seamless additional application integration, the pay station must operate on a standard industry platform or another non -proprietary -based operating system. • The pay station must be able to automatically adjust its internal clock for Daylight Savings Time changes. • The pay station must be able to be configurable to support multiple languages. 14. Online Communication • The pay station must be able to support direct Ethernet connection without any additional hardware. 8 • For wireless communication, an optional choice of GSM or CDMA modem must be available. • All quoted communications options must be backed with a reference of a proven existing field installation where the communication method has been shown to be reliable. 9 5 Pay Station Capabilities Payment Options • The pay station must support the following payment options: • Credit cards: Type of credit cards accepted must be configurable for each pay station. • Contactless payments: Desirable for the pay station to support an RFID reader that that accepts contactless payments such as Visa PayWave, MasterCard PayPass, and American Express ExpressPay contactless credit cards to quickly, securely, and conveniently complete a parking transaction. Configuration must be available through the backend software for each pay station • Smart cards: Must be configurable for each pay station: • POM chip -based smart cards • Duncan chip -based smart cards • Magnetic stripe -based value cards: • Blackboard, TotalCard, Nuvision • Cell phone payment: The solution must have an option of paying for parking with at least four Mobile Payment Providers in a Pay -by -Space deployment. Mobile Payment Interface/Provider must have a Cloud -Based Citation Management Software Package option. • The pay station must have the ability to allow for adding time to the existing time purchased in either Pay -by -Space or Pay -and -Display deployment. For Pay -by -Space and Pay -and - Display deployment, a PIN number printed on the ticket must be entered when adding time to ensure that only the original parker can add time. • The consumer must be able to pay for any space from any pay station provided the pay stations are online (communicating to the central server). 1 Pay -by -Phone Integration • The solution must have an option to pay for parking with a cell phone in a Pay -by -Space or Pay -by -License Plate deployment. Bidder must identify which Pay -by -Phone partner it integrates with and the integration capabilities that such a partnership brings. • If the initial payment was made at the pay station, the consumer must have the ability to add time through the cell phone. • If the initial payment was made through the cell phone, the consumer must have the ability to add time at the pay station. • If payment was made through the cell phone, the system must be able to notify the consumer through the cell phone prior to expiration of the parking time. • For enforcement purposes, the enforcement officer must be able to print a report at a pay station for valid spaces paid for regardless if they were paid for at the pay station or by cell phone. 10 2. Extend -by -Phone • The system shall enable consumers to receive text message (SMS) reminders of parking expiry on their mobile phone for transactions initiated at the pay station. • When operating in Pay -by -Space or Pay -by -License Plate mode and when online credit card authorization is used, the system shall provide a means for consumers to extend parking transactions initiated at a pay station by sending a text message from their mobile phone. • Parking extensions of this nature shall be reflected in pay station stall or license plate enforcement reports and information presented to enforcement devices and license plate recognition systems. • No pre -registration (Web or telephone system) shall be required for consumers to benefit from text message reminders or extensions. They should be able to select this option by providing their mobile phone number at the pay station. • Parking extensions shall be charged to the credit card originally used at the pay station. • The text message sent by consumers to extend time must be simple and devoid of cryptic syntax. Ideally, the consumer should only have to send the number of minutes to add to the parking session. 3. Pay -by -License Plate • The Pay -by -License Plate system proposed by the bidder shall fully integrate with the supplied License Plate Recognition (LPR) enforcement system. Please provide details of LPR enforcement integration partners and its associated cost listed separately within the proposal. • The pay station system back -end shall be able to accept Pay -by -Phone payments and provide the information to the LPR enforcement system. • The parking equipment shall be capable of transferring data in real-time between the pay stations, the central server system, and the LPR enforcement system. • The pay station shall support license plate entry through an alphanumeric keypad. • The bidder must list all aspects of the management modules available to monitor finance, maintenance, operation, and administration of a Pay -by -License Plate system with the central server system. 4. Enforcement • At the pay station, the enforcement officer must be able to: • Generate Valid Stall reports within the entered stall range regardless of how (pay station or cell phone) and at which machine the spaces were paid for. The report must clearly display the expiration time for each valid space. • Generate an Expired Stall report within entered stall range which clearly displays the spaces that have not been paid. • The City of Stillwater has a goal of integrating Pay -by -Space or Pay -by -License Plate data at the pay station with a selected enforcement system for consolidated reporting purposes. 11 The bidder should identify at least one option where this integration capability can be provided today as well as additional options that might be available in future. • The central server system must be able to integrate with one or more of the leading mobile enforcement providers for real-time stall information. The bidder must outline all potential partners where integration exists today. 5. Management Software Capabilities The management software must have the following capabilities: • Ability to set up unlimited amount of pay stations at unlimited amount of lots (depending only on available computer memory). • Password access at the pay station for collection and maintenance personnel. • The ability to set sleep timer mode for the pay station. • The ability to configure the pay station to operate in Pay -by -Space (with a maximum of 99,999 stalls), Pay -and -Display, and/or Pay -by -License Plate environments. • Enable/disable additional time to be added to paid stalls. • Ability to configure credit cards that will be accepted. • Ability to configure smart cards that will be accepted. • Ability to configure contactless credit cards that will be accepted. • Ability to configure magnetic stripe -based value cards that will be accepted. • Ability to restrict payment types on a rate -by -rate basis. • Enable online "real-time" credit card authorization (with Ethernet connection or modem option). • Enable a "Store and Forward" mechanism to process credit cards that are accepted when online communications have been disrupted. • Enable/disable issuance of printed refund slip. • Enable/disable issuance of refund slip for cancelled payment. • Allow a four -line custom message on introduction LCD screen. • Allow for a color BMP image to be displayed on the pay station LCD screen. • Allow a four -line custom message on exit screen. • Allow a four -line custom message on receipt header. • Allow a four -line custom message on receipt footer. • Allow a four -line custom message on refund receipt. • Allow configuration of special stalls (in Pay -by -Space mode) for exclusion from transient parking on specified days and times. • Allow for the remote upload of all rate and configuration parameters to the pay station via the central server at no charge as many times as the operator wishes. 12 6. Standard Rate Capabilities Please confirm that the equipment provided can address the following rates desired by the Owner Standard rate capabilities must include: • Rates by the minute, hour, day, week, and month. • Special event pricing. • Different values can be assigned to different hourly increments (for example, first hour at $2.00; each additional hour thereafter at $1.00). • Progressive, regressive, flat, evening, early bird, and holiday rates. • Programmable minimum and maximum time periods. • Ability to preset special rate structures up to a year in advance. • One-step uploads of bad credit card/smart card file. • Incremental rates with minimum increment being five minutes. • Ability to set a minimum credit card value for incremental rates. • Ability to provide monthly passes. • Rate descriptions must be user configurable up to 20 characters in length. • The pay station must be able to display rates and instructions in multiple languages. • Rates must have the option to add up to two tax rates to the transaction price and these taxes must be itemized on the receipt and on management reports. 7. Management Reports • Bidder should provide samples of all reports to allow for evaluation of reporting features. • The pay station must issue a report from the printer with the following information: • Machine serial number • Date and time of collection • Date and time of previous collection • Total amount of money in the collection • Total amount of credit card payments by credit card type • Total number of tickets issued • Total amount of refunds issued • Pay station firmware version • Stall reports showing valid stalls, unpaid stalls, or paid since last stall report • The pay station must issue a report with the history of the machine with the following information: • Audit details: o Date of the transactions with "from" and "to" parameters o Total deposits o Overpayments 13 o Total transactions o First transaction number o Last transaction number • Revenue detail must have the capability of providing the following information at the pay station: • Today's total • Last 24 hours total • Yesterday's total • This month's total • Last month's total • This year's total • Last year's total • 3rd year back • 4th year back • 5th year back • History total since commissioning of pay station • In the back-office software, reports must be able to be generated based on the following parameters: • Transaction Date • Transaction Time • Payment Method • Rate • Pay Station Number • Credit card type 14 6 Online Management Platform Capabilities The City of Stillwater requires the bidder to host remote management options. The capabilities provided through remote management must include the following: Dashboard / KPIs • The Online Management Platform must include a personalizable Dashboard that displays default and user defined widgets • The dashboard must include visualizations for the following metrics: o Purchase Volume o Permit Revenue o Active Alerts o Paid Occupancy o Utilization o Turnover o Purchase Price o Permit Duration o Revenue per Space o Geographic location of Assets Real -Time Reporting • The pay station must provide, as an option, the ability to generate all of the reports as listed under "Reports" above through any computer with an Internet connection using real-time information. • All users must be able to generate their own personalized reports from a list of available reports • All reports must be able to be scheduled with recurrence on a daily basis • All reports must be able to be scheduled with recurrence on a weekly basis • All reports must be able to be scheduled with recurrence on a monthly basis • Run time -of -day of the scheduled reports must be able to be set on a per report basis • Reports must be able to be emailed from the Online Management Platform to a user - managed list of recipients • A copy of generated reports must be kept on the server for a specific period of time so that they can be accessed later • Reports must be generated in such a fashion as to not block a user from working in other areas of the application while they are being generated. • The Online Management Platform must provide a method to perform a lookup of a single transaction with only partial details such as o Space Number 15 o License Plate Number o Date Range o Last 4 digits of a credit card o Phone number o Email address o Coupon Id • The Online Management Platform must provide the ability to email a copy of a consumer's receipt • The Online Management Platform must be able to track that an emailed receipt has been requested • The Online Management Platform must be able to print a copy of a consumer's receipt • The Online Management Platform must be able to generate a pay station inventory report that displays information such as location, last seen time and software and firmware versions • The Online Management Platform must be able to generate a pay station maintenance report that itemizes the pay stations that have generated alerts and require attention • The Online Management Platform must be able to generate a pay station collection report that itemizes pay stations that have exceeded a user specified threshold and require collection Remote pay station configuration: • The solution must allow for changes in the rate structure to be sent remotely from the office over the air. • The solution must allow for other changes listed under "Management Software Capabilities" to be configured from a remote PC and capable of being uploaded to the pay station in real-time (with a maximum upload delay of five minutes) provided the pay station is online. • Changes that are made to configurations must be time -stamped with a date of receipt by the Online Management Platform from the remote configuration utility • Acknowledgement of the receipt of configuration changes must be time -stamped in the Online Management Platform so as to ensure that all changes have been received by the pay stations • Status of the receipt of configuration changes must be visualized on a map with the Online Management Platform to provide a high level overview of the deployment state. Real -Time Monitoring / Intelligent Dispatch The pay station must provide, as an option, the ability to monitor, at a minimum, the following parts and systems and communicate any malfunctions or supply requirements through e-mail or cell phone: Critical alarms: • Shock Alarm 16 • Shutdown due to low battery power Major alarms: • Battery voltage low • Printer paper low • Printer paper out • Printer Jam • Pay Station has not been collected within a user defined period • No communication with the pay station in over 24 hours Status: • Maintenance Compartment (open / closed) • Last Seen Time (time of last communication) The alarms must be transmitted within 10 seconds of the event occurring at the pay station. Monitoring: Items without alarms that may be monitored on a secure Internet connection include: • Battery voltage levels • Charging input (Solar charging condition — charging/not charging) • Pay station temperature level • Pay station humidity levels • Pay Station paper level The Online Management Platform must have a dedicated module that is designed for the purpose of monitoring the maintenance needs of the pay stations The Online Management Platform must have a dedicated module that is designed for the purpose of monitoring collection needs of the pay stations Real -Time Credit Card Authorization • The pay station must provide, as an option, to have credit cards processed in real- time. • The unique authorization number received from the credit card clearinghouse must be clearly displayed on the receipt. • The authorization number must be available in the back-office software to be used as criteria for credit card transaction searches. 17 • The pay station must be configurable to accept or not accept credit card payment in the event that the communication to the pay station becomes temporarily unavailable. • Assuming adequate communication signals are in place, real-time credit card authorization must be completed within three seconds typically, and within 10 seconds maximum. • For online credit card transactions, batch processing of the credit cards at the end of the day is not acceptable. • The back -end system must allow partial and full refunds of credit card transactions within the application itself. Future Capabilities The identification of features that will be available after the equipment is deployed may also be mentioned, but descriptions should clearly state when features will be available for deployment and any hardware upgrades associated with such upgrades. 7 Training and Support Bidder shall provide training on an individual location basis or in a group setting as approved by the City of Stillwater The bidder shall provide additional training, if needed or as requested at prevailing rates throughout the length of the contract. Additional training shall be determined by the City of Stillwater's need and provided based on practicality and reasonableness. Bidder shall provide a training program for technicians and staff responsible for: • Installation, startup, and maintenance of the pay stations. • Programming rates, valid parking times, etc., through the management software. • Monitoring the equipment. • Data file collection, credit card file downloading, system monitoring and auditing, setup and maintenance of user account passwords, etc. • Bidder shall provide a thorough outline of the training content and provide a training schedule for both software and hardware. The schedule shall include periodic refresher training (continuing education), including, but not limited to, emphasis on particular areas of the City's choice and upgrades of software and/or hardware. • The successful bidder shall provide a minimum of 16 hours of training at a designated City of Stillwater facility for each City of Stillwater or Parking Operator technician to develop expertise in the maintenance and repair of their product, including, but not limited to: a. Installation b. Maintenance c. Troubleshooting repairs d. Operations — programming, inventory, and collections 18 • 6 copies of operating manual in English for installation, maintenance, and use (complete with wiring diagrams and specifications) are to be provided at the time the pay stations are delivered. 8 After Sales Support The bidder must provide access to 24/7 telephone support. The bidder must also outline what support options are made available with regard to online knowledge databases. 9 References Bidder must supply at least 3 local references using the product proposed. These references must be within a 100 mile radius of the City of Stillwater 10 Pricing Bidder must identify, itemize, and price every component or sub -system required for payment machines to perform satisfactorily as a fully functioning system. Any software, hardware, cabling, communications connections, printer, paper, batteries, ribbons, lubricants, adapters or other item required for proper operation as a working network of machines must be offered during submittal. Bidder should identify and price any components that are recommended as "spare" or stocking repair parts or supplies to provide timely repairs for broken equipment. Bidder must identify an authorized provider for installation, repairs, service, and warranty. 11 Warranty The bidder guarantees for a period of a minimum of one (1) year from the date of shipment to repair and/or replace any part or modular component determined to be defective in material or workmanship under normal use and service at no additional cost. Extended warranty options must be made available and outlined within this proposal. 19 THE BIRTHPLACE OF MINNESOTA TO: Parking Commission FROM: Bill Turnblad, Community Development Director DATE: February 11, 2015 RE: Parking Lot Equipment - RFP BACKGROUND The City has entered into a contract with Damon Noga, Denison Parking, to help the Parking Commission select and purchase parking lot revenue control equipment. At the last Commission meeting, Mr. Noga discussed selection parameters and options for our system. Following the meeting Mr. Noga completed an RFP for the equipment. Prior to distributing it to vendors, the Parking Commission should review it. COMMENTS Rates - On February 3, 2015 the City Council unanimously voted to approve the conversion of Lots 3-11 to pay lots. This means that Municipal Lots 1-11 will all be pay lots. However, the Council did not make a decision on the rate to be charged in the lots. The Parking Commission recommended a $5 flat fee for parking all day in any of the eleven lots. The prevailing opinion of the Council was that to encourage lunch time activity downtown, an hourly rate should be charged. Instituting an hourly rate system complicates and increases the cost of enforcement. But, this is a cost that the Council will likely want the parking enterprise fund to absorb. In order to be able to quantify the increased cost, the RFP will be revised before it is released. It will ask the vendors to include license plate reading (LPR) technology (vehicle camera and supporting hardware and firm/ software), and specify the extra cost this would incur. Without the LPR capability, extra part time personnel would be needed to regularly chock and monitor tires. February 11, 2015 Page 2 Tentative project schedule The submittal deadlines in the attached RFP will be revised before it is released. Tentatively, the project schedule looks like this: Date Task Feb 19 Parking Commission approval of RFP for parking lot equipement March 3 City Council approval of RFP March 4 RFP distributed by Denison Parking March 10 Vendor site visit March 17 Proposals for parking equipment due March 19 Parking Commission reviews proposals, makes recommendation to Council March 19 Parking Commission - Session I on revised rate April 7 City Council awards equipment contract April 16 Parking Commission - Session II on revised rate April 21 City Council decides on rates June 5 Equipment installation completed July 1 Commence equipment operation RECOMMENDATION Staff recommends discussing and approving the RFP for release. bt attachment: RFP Bill Turnblad From: John Gannaway Sent: Tuesday, February 10, 2015 10:33 AM To: Bill Turnblad; 'Aimee Pelletier'; 'Daren Anderson'; 'Dave Junker'; Dennis Pasket; 'Jeff Johnson'; Jerry Helmberger; Ryan Lettner; Shawn Sanders; 'Sherri Hopfe Franke'; Ted Kozlowski Cc: Doug Menikheim; Doug Menikheim; Tom Weidner; Mike Polehna; David Junker; Chris Felsch; Nate Meredith Subject: RE: Parking Rate information Hello Everyone, I would like to chime in from a Police Department perspective, since I will not be able to attend Friday's meeting. We favor the flat rate for the river lots for ease and simplicity of enforcement. The flat rate means we don't have to hire additional enforcement personnel, the pay machines will be simpler to operate, maintain, and monitor (i.e., cheaper). If we go with an hourly rate, we possibly will have to hire additional personnel (as we go from enforcing two pay parking lots to six -eight lots, in addition to other parking enforcement duties) and/or acquiring a License Plate Reader (LPR) to assist with enforcement. We would also, in all likelihood, need to acquire another Enforcement vehicle. The main issue with the LPR right now is that it's use is being questioned in the State Legislature because of privacy issues. But the other issue is that it is technology, and this type of technology is fallible, and usually has several hidden costs involved. We demo'd an LPR several years ago, and were less than impressed with the results. The technology, as I understand it, has gotten better, but it would depend on which model we get, etc... In addition, if the pay machines and/or the LPR go down, then we are reduced to chalking tires, which is fine with one Enforcement Officer covering two pay lots, but six, eight? On a busy weekend evening? In summation, we are not opposed to an hourly rate, but a flat daily fee works much better and cheaper from a Parking Enforcement perspective. There are potentially much higher costs and logistics with an hourly rate. Can these higher costs be sustained by the Parking Enterprise Fund? If anyone has any questions or comments, please feel free to contact me. Sgt. Chris Felsch will be present at the meeting. Chief John Gannaway From: Bill Turnblad Sent: Monday, February 09, 2015 3:03 PM To: 'Aimee Pelletier'; Daren Anderson'; 'Dave Junker'; Dennis Pasket; 'Jeff Johnson'; Jerry Helmberger; John Gannaway; Ryan Lettner; Shawn Sanders; 'Sherri Hopfe Franke'; Ted Kozlowski Cc: Doug Menikheim; Doug Menikheim; Tom Weidner; Mike Polehna; David Junker Subject: Parking Rate information Commissioners and staff, To help with the discussion on converting the downtown parking lots to pay lots, I have pulled together information from past agenda packets. I have also written a cover memo that in one page summarizes what I think are the key facts that inform the discussion. This is attached. i