Download Exhibit E Memo - Finance Comm - 7/28/2010

Exhibit E
TOWNSHIP OF LOWER MERION
Parking Services Department
Memorandum
TO:
FROM:
SUBJECT:
DATE:
Douglas S. Cleland, Township Manager
Thomas D. Pintande, Director of Parking Services
Parking Meter Replacement – CIP JOB # 4235
July 23, 2010
On April 7, 2010, the Board of Commissioners approved seeking bids for new, replacement,
single space parking meters. The current inventory of parking meters are over 10 years old and
nearing the end of their useful life. The Township faces its next parking meter certification by
the State of Pennsylvania in 2011. It is expected that many of the 1,426 meters on streets and
lots will fail this certification. Based on this prognosis, the Parking Services Department
proposed a new CIP Project for 2010 recommending replacement of all parking meters
including cases.
Requests for Proposal were issued and two vendors submitted proposals, (POM Meters and
MacKay Meters, Inc.). The staff selection committee (consisting of Denis DeFrancesco, Cydnee
Baffa, Melvin Speller, and myself) reviewed these proposals and independently scored each RFP
to compile a total score. A site visit and conference calls to current users and both vendors
were also part of the process in order to provide additional clarification and feedback. The
selection committee focused upon recommending the parking meter that will best meet the
needs of the Township today and well into the future.
The selection committee ranked the finalists on six categories:
1. Functionality – how well the system meets the needs of the Township for parking
services;
2. Platform – is the hardware and software platform compatible with the Township’s;
3. Ongoing support – who appeared to provide the best customer service;
4. Viability – who will likely be there in the future;
5. RFP Specifications – did vendors meet the Township’s specifications;
6. Price – baseline purchase and ongoing maintenance and operating costs.
Based on these criteria, POM Meters rated higher than MacKay Meters, Inc.
The cost comparisons are summarized in the chart below.
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Exhibit E
Cost Comparisons
POM Meters
MacKay Meters
Meter/Housing/Software
$
658,530
$
528,450
Sealed Collection Carts
$
14,000
$
7,000
Smart Cards (1,000)
$
0
$
5,000
Handheld Computers
Installation/Hardware
$
$
0
0
$
$
6,000
13,423
Annual Support
$
0
$
0
Training/Travel & Expenses
$
0
$
0
Grand Total
$
672,530
$
559,873
The staff selection committee recommends that the Township proceed with the purchase of the
POM parking meters.
The committee believes that POM Meters provides the best overall solution for the Township
although it is not the lowest proposed cost. The cost differential between the lowest proposed
price (MacKay at $559,873 and POM at $672,530) is $112,657. This additional cost is directly
associated with a more comprehensive system by POM that will serve the Township’s current
needs and into the future. The POM meter is the most technologically advanced single space
meter available with the ability to accommodate future upgrades. The MacKay meter is limited
in some technological areas currently and in the future. Both meters accept coins and preloaded “Smart Cards” and can be upgraded in the future (at added cost) to accept credit card
payments and cell phone payments. An important feature for cell phone payments is the ability
of the meter to display purchased time on the meter for efficient enforcement. The MacKay
meter, however, does not have the capability of displaying time on the meter from cell phone
payments.
Other new features being purchased with the meters provided by each vendor are:
1.
2.
3.
4.
5.
Closed Can Collection System – Sealed coin canisters and collection carts;
Handheld Computers – Meter programming, maintenance, and audit;
Free Time Button – Provides a programmable period of free time (10 minutes);
Smart Cards – Reloadable and refunds unused smart card time back to the card;
Recharge Station and Software – Issuing and reloading smart cards.
The POM meter has a Smart Lock System for parking meter collection whereby an audit is
taken and the vault key is enabled at the same time. This system provides enhanced security
and audit capabilities and increased efficiency to the coin collection process. The MacKay meter
has no electronic locking system and can only be audited through a handheld computer.
The selection committee believes the initial purchase cost difference will be eliminated in the
ongoing maintenance costs and life expectancy of the two meters. The POM meter will have a
field replaceable digital display at a cost of $5 per display. The Township’s current meters
started failing state certification in 2005 and 2008 for faulty displays which led us to this CIP
project. Until this recent innovation by POM, digital displays were controlled by the circuit board
of the meter. The MacKay meter will require replacement of the circuit board costing $147 per
board in order to repair a faulty digital display. If 800 digital displays fail in the next 5 years, for
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Exhibit E
example, the MacKay additional cost would be $117,600 compared to only $4,000 for the POM
meter.
It is also important to note, that during the committee’s review, a call was placed to MacKay to
confirm if the Township’s existing POM mounting hardware would fit the MacKay meter.
MacKay said we would have to purchase their hardware which added an additional $13,423 to
their original quote. Two days later, they called back to say they felt no additional hardware is
needed. My maintenance staff and I believe, however, that the additional hardware would be
needed on the MacKay meter since mounting hardware is meter/vendor specific.
It is the committee’s recommendation to acquire the system from the Township’s Capital
Improvement Program. The POM proposal is lower than the 2010 CIP budget of $675,000
contained in Project #4235. It is my expectation by implementing this technology, the Parking
Services Department will realize better efficiency and cost savings. The public will also benefit
by having additional payment methods and user friendly meters.
I hope that this has provided you with sufficient information. If you have any questions, please
do not hesitate to contact me.
cc: Patricia M. Ryan
Dean Dortone
Bo Tymkiw
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