THE CABINET

10 OCTOBER 2016

Subject:Bridgeway Car Parks - Parking Management System

Lead Officer:Olly Scholefield

Contact on 01789 260884

Lead Member/

Portfolio Holder: CouncillorMBrain

Summary

The existing Pay-on-Foot parking management system in the Bridgeway car parks is at the end of its life and therefore needs to be replaced. This report sets out the proposed process and evaluation criteria for the tendering exercise to procure and implement a new parking management system.

Recommendation

(1)That the proposed procurement process, as detailed in Section 2below, is endorsed;

(2)That the proposed evaluation criteria for determining thesuitability of contractors to tender, set out in Appendix 3, beapproved;

(3)That the proposed evaluation criteria for the contract award, setout in Appendix 4, be approved; and,

(4)That the Head of Technical and Community Services, in consultation with thePortfolio Holder for Community and Technical Services and the Portfolio Holder for Finance and Physical Resources, be authorisedto advertise and award the contract for the Bridgeway Car Parks Parking Management Systeminaccordance with the approved budget and evaluation criteria.

1Background/Information

1.1The current Pay-on-Foot (Pay on Exit) Alfia parking management system at Bridgeway Multi-Storey and Surface car parks was installed in 2002 and is in need of replacement.

1.2A report to The Cabinet on 23May 2016 set out the options available to the Council and also reported the results of a public consultation exercise carried out in July/August 2015. Having considered the report, The Cabinet resolution included a commitment to:

  • Install a new Pay-on-Foot parking management system, in the Bridgeway car parks
  • Continue to allow one hour free parking in the Bridgeway car parks as per the current arrangements
  • To replace the parking machines in the Council’s pay & display car parks

This report relates to the Pay-on-Foot equipment in the Bridgeway car parks; The Cabinet should note that the procurement of new Pay & Display machines in the Council’s other chargeable car parks will be carried out as a separate exercise.

1.3No changes will be made to the current parking tariffs as part of the replacement of the parking management system and the one hour free parking provision will be retained.

1.4Under the direction of the Portfolio Holder for Technical and Community Services, officers have carried out a detailed review of appropriate systems available in the market and have subsequently drawn up a specification of requirements. The preferred system is a barriered, Automatic Number Plate Recognition (ANPR), ticketless system which wouldimprove the efficiency, customer experienceand general operation of the car park,reduce the input required from car park users and minimise failures. Whilst a member of the parking team would in principle need to be available to deal with any on-site issues, the specification includes remote management of the system.In addition, the specification encompassesa wide range of payment options, which are currently not available at Bridgeway car parks, namely; Pay by Debit /Credit card (Chip and PIN and Contactless), Pay by Phone, on-line pre-bookable parking and virtual permits.

2Proposed Procurement Process

2.1The timeframe for the procurement process is set out in Appendix 1 below.

2.2It is proposed that the contract should include a ten year maintenance arrangement which is the indicative life of pay on foot parking management systems.

2.3The new parking management system will be based on thespecification described in paragraph 1.4 above and summarised inAppendix 2.

2.4The procurement exercise will be carried out in accordance with the Public Contracts Regulations 2015 as applicable. A Prior Information Notice (PIN) was posted on 6September 2016 to advertise the contract tender opportunity prior to the commencement of the formal procurement process, and to seek expressions of interest. Subject to the agreement of The Cabinet, an appropriate OJEU Contract Notice will be posted. Providing that an acceptable bid is received and approved as appropriate, the Contract is scheduled to be awarded in February 2017 with a planned implementation date of March 2017.

2.5A Pre-Qualification Questionnaire (PQQ) will be sent out to all contractors whoexpress an interest in the Contract. Returned submissions will then be evaluated.

2.6Dependant on the number of bidders that qualify it is proposed that between four and six will be short-listed and invited to the Invitation toTender (ITT) stage. Submitted tenders will then be evaluated and scored to ascertain thewinning bid.It is proposed that bids will be evaluated on cost (60%) and quality (40%) to establish the mosteconomically advantageous tender.A scoring matrix will be developed, based on the evaluation criteria setout in Appendix 4, which will ensure that bids are evaluated onan equitable basis. The scoring will be weighted to ensure that theCouncil’s key requirements are achieved.

3 Options available to The Cabinet

3.1 The Cabinet can approve the procurement process as set out above; or

3.2 The Cabinet may propose an alternative process subject to any legalimplications.

4 Implications of the proposal

4.1Legal/Human Rights Implications

4.1.1Legal implications have been considered and advice has been sought from an external legal consultant to ensure the procurement process is compliant with the Public Contract Regulations.

4.1.2The Council’s Off-Street Parking Places Orders 2013 have been previously revised to facilitate the service changes and no further revisions, or advertising of such, is required.

4.1.3There are no human rights implications.

4.2Financial

4.2.1 The indicative cost of procurement, implementation and commissioning of a new Pay-on-Foot system is £100,000.

4.2.2Costs, as approved by The Cabinet on 23 May 2016, will be met frompreviously approved s106 monies.

4.2.3The Cabinet should note that theavailable budget detailed in 4.2.1 includesthe cost of the Pay-on-Foot system and a proportion of the cost to replace the Pay & Display machines in the Council’s other chargeable car parks.A further sum from Parking Services 2015/16 budget slippage is available to replace the Pay & Display machines.

4.2.4Ground works required for the removal of the current equipment and preparation of the car park for implementation of the new equipment will be met from existing revenue budgets.

4.2.5Annual maintenance and support costs will be applied to the contract for the ten year term. These costs will be met from the existing parking services revenue budget. It is proposed that the annual maintenance and support budget will be varied annually in accordance withthe Consumer Price Index (CPI) uplift from year two of the contract.

4.3Environmental

4.3.1The evaluation process requires bidders to meet environmental standards and legislation and demonstrate commitment to reducing and mitigating against environmental impact.

4.4Corporate Strategy

4.4.1Supports Aim 1 – A flourishing local economy.

4.5Analysis of the effects on Equality

4.5.1 Bridgeway car parks provide specialist parking bays for disabled use and parent and child bays. These will be retained under a new system. The car parking service links with Shopmobility to improve access to Stratford-upon-Avon.

4.5.2An Equality Impact Assessment screening has been carried outwithin which DDA requirements have been considered. The specification reflects the Council’s requirements with regard to this.

5 Risk Assessment

5.1 The car parks are a key entry point to Stratford-upon-Avon and support the visitor and local economy. To maximise the benefits our car parks can provide it is important that we provide an effective, welcoming service.

5.2The main risk identified is that the parking management system cannot be provided within the identified budget. Officers have carried out a market testing exercise to establish indicative costs and mitigate this risk.

5.3There will inevitably be an element of disruption to the car park during installation of a new system. A review of suitable systems currently available indicates that this disruption can be managed. The proposed timeframe for procurement, subject to any unforeseen delays, would ensure a new system was in place before Easter when demand for parking in the town increases.

6 Conclusion

6.1 The current parking management system isat the end of its life and a replacement system needs to be implemented. The proposed procurement outlined above should ensure that the replacement is carried out efficiently.

Tony Perks

HEAD OF TECHNICAL AND COMMUNITY SERVICES

Background papers:

N/A

Appendix 1

Proposed Procurement Timeframe

Milestone / Date
Cabinet approval of procurement process and evaluation criteria / Oct 2016
OJEU Contract Notice advertised / Oct 2016
PQQ sent out / Oct 2016
PQQ submission deadline / Nov 2016
PQQ evaluation and short-listing / Nov 2016
ITT sent out to short-listed Bidders / Nov 2016
Tender submission deadline / Dec 2016
Tender evaluation / Dec 2016
Award of Contract / Jan 2017
Alcatel (standstill) period / Jan 2017
Mobilisation / Jan 2017
Parking management system operational / Apr 2017

Appendix 2

Parking Management System Specification

Guaranteed life span of 10 years
Ticketless, Automatic Number Plate Recognition (ANPR) system
2 Entry & 2 exit barriers (including intercom system)
High Definition ANPR Camera with high capture rate
4 Pay stations with touch screen technology
Vandal resistant secure equipment
Commissioning of equipment
System training programme
Ability for SDC to amend tariffs without incurring further costs
Ability to utilise open market consumables
Back-office management systems including integration to SDC systems (e.g. parking enforcement, finance, permit issue, general monitoring and reporting, revising parameters)
Minimal requirement for on-site staff presence (i.e. ability to resolve issues remotely without returning to car park)
High performance in terms of reliability with low system failure rate
Payment options to include:
  • Pay by Coin & note (including Royal Mint new coins and notes)
  • Pay by Debit / Credit Card (including Contactless payment)
  • Pay by phone (integrated with RingGo or other provider)
  • Online pre-booking
  • Virtual Permits
  • and other emerging technology

DDA compliant
Facility to include to one hour free parking
Receipt facility
Annual maintenance and support (remote and on-site)

Appendix 3

Proposed Evaluation Criteria for determining the suitability ofcontractors to tender (within the Pre-Qualification Questionnaire stage)

In accordance with Contract Standing Orders, all bidders will be asked to completea Pre-Qualification Questionnaire (PQQ). The PQQ submissions will be requestedusing the Crown Commercial Service Standardised Pre-Qualification Questionnaireform.

This form contains a number of mandatory and discretionary grounds forexclusion. Any bid that fails to meet the mandatory grounds will be excluded andthe discretionary grounds will be used, in accordance with the Public ContractRegulations 2015.

The selection criteria proposed for the evaluation are:

Economic and Financial Standing
Technical and Professional Ability (general and project specific)
Insurance
Equal Opportunities
Environmental Management
Health & Safety

Appendix 4

Proposed Contract Evaluation Criteria

In accordance with Contract Standing Orders, the shortlisted bidders will be invited to submit a formal tender. The evaluation of the tender submissions will be based on the criteria set out below.

Element / Weighting / Points Available
Cost / 60% / 120
Quality/ Robustness of Equipment / 15% / 30
Security of Equipment / 5% / 10
Ease of use for customers / 5% / 10
Reliability / 5% / 10
Disruption caused by installation process / 5% / 10
Connectivity to back office systems / 5% / 10

Outline guide to assessment criteria

The Bidder’s proposed total expenditure broken down by:-

Cost

  • Equipment Costs
  • Integration Costs
  • Commissioning Costs
  • Maintenance and Support Costs
  • Other costs

Quality/ Robustness of Equipment

  • Materials to be used;
  • Technology Used
  • Minimal points of failure
  • Compliance with all relevant legislation.
  • Other quality issues

Security of Equipment

  • Physical security of equipment including cash boxes, cameras etc.
  • Security of ICT systems
  • Compliance with all relevant legislation
  • Other security issues

Ease of use for customers

  • Simplicity of system
  • Accessibility
  • Minimal points of failure
  • Ability to resolve customer issues remotely
  • Compliance with all relevant legislation
  • Other ease of use issues

Reliability

  • Minimal input required to operate system and resolve issues
  • Minimal failure rate
  • Other reliability issues

Disruption caused by installation process

  • Time frame for installation
  • Downtime as a result of installation
  • Other disruption caused by installation

Connectivity to back office systems

  • Ability to link to SDC systems e.g. Finance, Customer Services
  • Ability to monitor equipment and performance remotely
  • Other connectivity issues