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HomeMy WebLinkAboutEx 1 September 2017 BPC Minutes Parking Commission Meeting BOZEMAN PARKING COMMISSION AGENDA Thursday, September 14, 2017, 7:30 AM A. Call to Order - 7:30 AM — Madison Room, City Hall 121 North Rouse Committee Member- Pamela Bryan: Present Committee Member- Kelly Wiseman : Absent Committee Member- Ben Lloyd: Present Committee Member-Chris Naumann: Present Committee Member-James Ness: Present Deputy Mayor- Cyndy Andrus: Present Staff-Chuck Winn: Present Staff- Ed Meece: Present Staff- Laurae Clark: Present Staff- Kate Hayden: Present B. Changes to the Agenda Chairman Naumann switched the order of consideration for Action Items I and 2. C. Approval of August 2017 minutes (See Attachment Exhibit Committee Member- Pamela Bryan: Motion Committee Member- Ben Lloyd: 2nd Committee Member- Pamela Bryan:Approve Committee Member- Kelly Wiseman :Absent Committee Member- Ben Lloyd: Approve Committee Member-Chris Naumann: Approve Committee Member-James Ness:Approve Deputy Mayor-Cvndv Andrus: N\A Staff- Chuck Winn: N\A Staff- Ed Meece: N\A Staff- Laurae Clark: N\A Staff- Kate Hayden: N\A D. Public Comment — Members of the audience or their agent may be invited to present testimony or evidence. To be recognized, each person desiring to give testimony or evidence shall step forward and, after being recognized, give their name and address for the record. The presiding officer may establish a time frame for each public comment but in no case shall such timeframe be less than three (3) minutes per speaker. The presiding officer may lengthen or shorten the time allotted for public testimony. Cory Lawrence, 24 West Mendenhall;commented on the status of the Etha Hotel development, and its use of the Wilson Street (Armory) parking lot for construction staging. The process is going slower then he would like, he is awaiting notice from a lender at this time. He expressed his appreciation to the parking commission. E. Action Items 1 . Discuss/Approve/Deny recommendation from the Parking Program Manager to award bid and/or contracts to T2 Systems for parking garage, enforcement, citation, and appeals equipment/software, and related business services and processing according to their final response to the Request for Proposal which closed on May 16, 2017. (See Attachment Exhibit 3). Ed Meece, Parking Program Manager, gave an overview of the RFP process for the purchase of new parking garage/citation equipment, software, and business services. In February, 2017, a diverse committee of parking stakeholders began collaborating on the RFP documents. Finance, Treasury, Parking, IT, Downtown T1F/Parking Commission, and Administration subsequently reviewed two proposals and selected T2 Systems Inc. as their finalist for award. Then completed an intense scoping process to refine the time and cost estimates being presented for approval. Commissioner Bryan asked if the surface lots were included in the RFP award. Mr. Meece clarified that the surface lot equipment is not part of this project/award. The equipment for the surface lots would be a future project request, approximately $100,000, and would easily integrate with this equipment/software. John Couvrette, Regional Vice President and Lauren Santillano, Regional Sales Manager from T2 were introduced. Lauren stated that this is a very new system for Bozeman, but similar systems have been installed all over the country; it is tested and proven technology. John discussed the LPR (license plate recognition) technology, and explained its capabilities for parking enforcement and the garage. He also spoke about a city in California that used LPR to conduct an occupancy/turnover study in their downtown. Coin missionerNaumann was impressed with how this will give us occupancy and turnover data on a daily basis, rather than 2-3 times per year like we are currently getting through manual counts. Deputy Police Chief, Rich McLane, asked how this system handles obscure plates; snow, bike racks,and other things that may be blocking the view of the license plate from the LPR cameras. John clarified that the LPR can frequently identify a license plate, by only recognizing 3 of the numbers and that T2 technology has a capture rate of 90-95%. Ed stated that he was not concerned about the 5% that might be unrecognized, the time and money we would spend on getting these plates would likely not be worth the money gained from catching those plates. Commissioner Bryan asked about snow on license plates. Ed responded that, in his research, he spoke to several now communities, This doesn't appear to be a problem, with the `fuzzy' technology reads and the ability to adjust enforcement methods for the periods of time it might be a problem. A fairly lengthy conversation ensued on front and back license plates, and the capture of both. Assistant City Manager, Chuck Winn, requested an effort to get cameras to do both front and back plate upon entering the garage. Lauren said she would do some checking on this aspect but that she was sure that it could be done, though it might require the purchase of additional cameras. The issue of premium spaces in the basement was addressed. A second set of cameras and signage should be able to control that. Deputy Mayor,Cyndy Andrus,asked how this all fits into the strategic planning for the Parking Commission. Ed stated that this is in line with the Strategic Parking Management Plan. Data collection will be significantly improved, making planning/rate decisions more effective, and the technology can adapt to changes as Bozeman evolves. Deputy Mayor Andrus asked about the hotel solutions. Lauren stated Hotels will not need any additional equipment. The hotels will function as a`third party customer',entering a customer's license plates(via web portal)and issuing a virtual permit. Deputy Mayor Andrus asked about the possibility of losing data. John clarified that T2 is a tier 1 certified company, and in three years they have had no server outages. All data is backed up regularly, at multiple data centers. Commissioner Ben Lloyd asked if the cost of removing the gates and equipment was included in this cost estimate. It was clarified that it was not,those costs would come out of the operating budget. However, the cost estimate does include a contingency of$43,000 for these types of expenditures. Commissioner Bryan made a motion to award the Bid to T2, which was seconded by Commissioner Lloyd. Deputy Mayor Andrus asked a clarifying question regarding the potential addition of extra cameras and removing the gates and equipment. Committee Member- Pamela Bryan: Motion Committee Member- Ben Lloyd: 2nd Committee Member- Pamela Bryan: Approve Committee Member- Kelly Wiseman : Approve Committee Member- Ben Lloyd: Approve Committee Member-Chris Naumann: Approve Committee Member-James Ness: Approve Deputy Mayor-Cyndy Andrus: N\A Staff-Chuck Winn: N\A Staff- Ed Meece: N\A Staff- Laurae Clark: N\A Staff- Kate Hayden: N\A Lauren stated that it will take 150-200 days to implement and complete the project-6-7 months. Ed stated that it will take a minimum of 30 days to begin the implementation process, approximately mid to late October. Ed explained that mobile LPR would be used for parking enforcement only. The only data we receive is when the system detects a violation ("hit"), and a ticket is issued. This is no different than what we do today with our current enforcement policy. Deputy Mayor Andrus complimented the RFP team for their collaboration throughout this process. Commissioner Naumann reminded everyone that this is the same equipment/software utilized by MSU and the City of Missoula. John added that there is an online T2 community forum of approximately 1100 members, where you can ask questions from other customers. Commissioner Ness asked about return on investment data. How long will it take for the efficiencies and new revenues to pay off the outlay of capital? John stated that there are many different ways to measure this, so there is not one answer. Ed stated that Parking Services will be identifying important metrics, to assist in tracking ROL Operational efficiencies should increase with the LPR system. Likewise, revenues should increase as well, since enforcement officers can cover more territory in a shorter amount of time. 2. Discuss draft `City Facility Parking Lease Policy'; with revisions made since July 17th meeting of the Parking Commission. (See Attachment Exhibit 2) A discussion on parking leases was introduced by Commissioner Naumann. This is a new policy regarding how the Bozeman Parking Commission handles parking leases in the surface lots and parking garage. With regard to"UDC leases" it links the BPC's approval of long-term leases to the city's development process. Ed explained the Facility Lease Policy is a work in progress, and hopes to have it completed and back in front of the Commission in October. Rick Williams Consulting, will assist by reviewing the policy, and in establishing the initial lease limit calculations(for inclusion in the policy). Chairman Naumann noted no public comment on this issue. F. Parking Program Manager Report (See Attachment Exhibit 4) Ed reviewed the major issues from the managers' report, to include snow removal preparation, crack fill —handrails—and fire extinguisher cabinets at the parking garage. Commissioner Naumann reported on issues with cleanliness and transient problems in the parking garage stairwells. It was agreed that the deep cleaning, previously done 2-3 times a year,will now be done once a month. He also brought up the idea of cleaning the decks. When the fire department is flushing their systems they could also flush off the decks? Ed will follow up on this item. Ed mentioned revenues were at 21% for the year. Staffing fluctuation has contributed to expenditures being slightly up, as well as new parking lot signs and safety striping on the enforcement vehicles. G. New Business. It was noted that that the Commission is still in need of members, and current Commissioners were solicited for help identifying and recruiting candidates. There was mention that there could possibly be a special meeting requested if the negotiations with T2 require it. H. Adjournment The next Bozeman Parking Commission meeting will be held October 12'h, 2017, 7:30 am, at City Hall. Bozeman Parking Commission meetings are open to all members of the public. If you have a disability that requires assistance please contact our ADA Coordinator, Chuck Winn 582-2307.