Parking Services Improvements 2012/13 PDF 75 KB - Gravesham ...

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2.2 Pay and Display Machines 2.2.1 The existing pay and display parking machines are eight years old and are clearly in need of replacement. 2.2.2 A review of the frequency of parking machine breakdowns in addition to a significant increase in break-ins and thefts from the machines over recent months reinforced the need for the machines to be replaced. The number of break-ins being experienced was also having an adverse impact on the service provided to the customer as some parking machines remained out of action for a period of time whilst waiting for spare parts to repair the machines to be delivered and fitted. It was also considered that the introduction of new more secure car parking machines would reduce the current high levels of machine repair costs. 2.2.3 To maximise the advantage gained through the procurement process for acquiring the new car parking machines, a mini-competition exercise was held between five of the main providers of pay and display machines pretendered under the Eastern Shires Procurement Organisation (ESPO) framework. The tender process took into account key factors including the lifetime cost to install and maintain the machines, the quality of the security aspects of the machines, the quality of the management reports produced and the timescale within which the contract could be delivered. 2.2.4 The tender exercise was completed on 17 August 2012 and following an evaluation process the council awarded the contract to Parkeon. The application of a mini-competition process to the suppliers on the pretendered procurement framework added a further competitive edge to this contract to help ensure that the council has achieved value for money in terms of both the cost and quality of the new machines. 2.2.5 Through the procurement process we have worked with the Police to ensure that security and crime prevention issues associated with the replacement of the parking machines are properly and effectively taken into account. 2.2.6 Following the award of the contract it is anticipated that all 42 machines will be installed in the car parks and the on-street locations by the end of October 2012. 2.2.7 The cost of the new machines, at around £110,000, can be accommodated from within existing budgets, due to the new contract being significantly cheaper than previous procurement exercises for such equipment. As half of the pay and display machines will be provided for the on-street parking function, the costs associated with these machines (£55,000 of the total) will be charged against the Council’s Decriminalisation Account, utilising accumulated surpluses and in-year budget savings as a mechanism for financing the expense. The remaining £55,000 for the pay and display machines to be located in the Council’s vehicle parks will be funded primarily by savings made on the annual provision for maintenance of the existing pay and display machines, which currently totals around £60,000 per annum and other savings made within the car parks budget. 2
2.2.8 Looking forwards, the current exercise to replace the pay and display machines has demonstrated the need for an annual replacement provision to be put in place (with contributions being made from both the Council’s General Fund and Decriminalisation Account) – thereby ensuring that the Council maintains up-to-date and secure pay and display machines at all times, which are replaced on a periodic basis as they reach the end of their economically viable life. Initial estimates suggest that this annual provision should be in the region of £20,000 per annum, and after taking into account a further provision for annual maintenance of the parking machines, it is anticipated than an annual reduction to the Council’s base budget will be possible. Further details with regard to this annual provision for replacement equipment and the resulting budget savings will be contained within the Council’s 2013-14 Budget Setting report. 2.3 Pay-by-Phone 2.3.1 Following the award of the pay and display machines contract work is now underway to introduce a ‘pay-by-phone’ option to enable customers to pay for their parking time by debit or credit card using their smartphone. This is a system of payment which offers benefits to the customer and to the parking provider and is a method of payment that is increasing in popularity. 2.3.2 There are a number of benefits to the customer and these include the ability to pay for parking without needing any coins; the ability to receive a text to remind you that your parking time is about to expire and the ability to extend your parking time without having to return to your car. Benefits to the council would include a reduction in cash being held in the parking machines reducing the risk of theft; a reduction in machine downtime and maintenance costs as the physical machines do not get so much usage and a reduction in pay and display ticket costs. 2.3.3 There are a number of different suppliers who currently provide pay-byphone systems. The various systems are currently being reviewed to assess which system will most closely meet the council’s requirements whilst providing best value for money. 2.4 Parking Enforcement Software 2.4.1 The current software system used to manage Penalty Charge Notices (PCN’s) and the administration of parking permits has been in operation for the last 12 years. It is understood from the system supplier Civica that due to new systems releases made by the company this older system will no longer be supported by the company. It will therefore be necessary for the council to replace this system and accordingly work is underway to evaluate the various PCN systems on the market. 2.4.2 The evaluation process will ensure that any new PCN and permit administration software is compatible with the pay-by-phone system that will be acquired. Whilst the council has no control over the current PCN system becoming unsupported by Civica it is considered that the existing 3
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Parking Services Improvements 2012/13 PDF 75 KB - Gravesham ...

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