HomeMy WebLinkAboutStaff Report 5.A 01/03/2005:T -
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CITY OF!PETALUIVIA, CALIFORNIA
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Agenda"'Title:- 1Vleet ~
. January 3, 2005
Resolution Authorizing; the. purchase of two Auto.=Vu. GPS Systems
in the amount of $1,35,000. 1VI'eetin~ Time: ~ 3:00 P1VI
^ 7:00. P1VI
,_
Ca'tegory (check one): ^ Consen"t" Calendar ^ ~Public.>EIearing New Business
^ >1Jrifinished Business ^ Presentation_
Department: Di _ ct Contact Person: Phone Number:
Finance oe tter Joe Netter/Greg. 778-4352,
1VIcClish
Cost of Proposal: $135,000:.. Account Number: 3040
Parking Enforcement
Amount Budgeted: $0 Name of Fund:
Recommend; Inter-fund Loan from Vehicle/Equip Replacement. U:ehiele/Equip: Replacement Fund
Fund Loan _--Payback over 18 Mo.
Attachments to A~enda~'P'acket~;iteme ~ ~ ."
1. 'Resolution -
2. Staff Report`
3. Financial AndPayback Analysis
Summary Statement'°;
-The City of Petaluma Finance Department currently employs (2) Parking Enforcement Officers, who
enforce, the City ands State Parking regulations, within the City Limits: of'Petaluma.
The priinar~y function of file (2) ,Enforcement. Officers is to oversee the :Parking regulations, and to monitor
and enforce all Muni=Code; violations -that -have occurred by the ~ehicl'e that is parked within the City limits
of'Petaluma.
This enforcement also .includes any vehicles that have un-paid fees on their vehicles due to unpaid parking
citations.
During the course of the last (6) months,. the parking. enforcement division .has. developed a working
relationship with Auto-.Vu Technology from Montreal, Canada;. to. adopt. a new technology of conducting
the parking,"enforcement duties on a daily ,basis:. Auto-Vu Technologies and they City Finance ;Department:'
will show how more revenue. -will be deployed, and the technology will show how the current parking staff.
will '.be~ able to coxes' a .larger area of the City, with faster results of generating greater revenue for the City
of Petaluma:
In the-future sy tem could'be used; for stolen vehicle information; also" in addition the y,stem is projected to
include;a. (one touch) ticket writing opton_:, ~ '
-
:
.- .
Recommended Cit`y Council Action/Su~~ested Motion:
Adopt, Resolution approving "the request for (2) Auto-Vu units. and authorizing an inter-fund loan from the
vehicle/replacement: fund;
Rev,ie - d b' 'Finance Director:. Reviewed by City Attorney.: A b Ci 1V)<ana` er:
I)at~~L` ~;~® ZOO4 Date: Date:
~~
~s D te: Revision# and Date Revised: File Code:
Decemb ~ 13:; .2.004 #
5
CITY OF PETALUMA, CAI,IF'ORNIA
JANUARY 3; ZOOS
AGENDA DEPORT
FOR
RESOLUTION AUTH_ ORIZING THE FINANCE DEPARTMENT TO PURCIIASE TWO AUTO-ViJE GPS
SYSTEMS IN THE AMOUNT OF $135,000.
EXECUTIVE.. SUMMARY:
The City of Petaluma Finance Department currently employees (2) Parking.Enforcement Officers, who
enforce the. City and State :Parking regulations, within the City Limits of Petaluma.
The primary .function of the .(2)._:Enforcement Officers is, to oversee the Parking regulations, and to
monitor and enforce all Muni-Code violations that have occurred by the vehicle that is parked within the
City limits of Petaluma.
This enforcement also includes any vehicles that have un-paid fees on their. vehicles due to unpaid
parking citations.
During- the course of the last (6) months; the parking. enforcement division has developed.. a working
relationship with Auto-Vu Technology from Montreal, Canada, to adopt a .new technology of
conducting the par-king enforcement duties on a daily basis. Auto=Vu Technologies and the City
Finance: Department will show how more revenue will be deployed,. and the technology will show how
the current parking staff will be. able to cover a larger area of the City, with faster results of generating
greater revenue. for the City of ~Petal'uma.
In .the future system could .be used for stolen vehicle information; also in addition; the system is
projected to include a (one touch) ticket writing option.
2. BACKGROUND:
The .current Parking Enforcemerit..Officers, in the past. were under the direction of the City Police
Department: In January 20.03, the Finance division director took'-over the supervision, mainly due to the
fact that, the Parking. Enforcement division was a great source of revenue to the City, and. the City
Management, wanted to have a greater expectation of revenues coming into the City. During .the .past 1
1~ years,, under- the direction of Finance; the Parking -Enforcement unit. has purchased (2) GQ-4 Gas
vehicles: that: have been proven "reliable to go anywhere in the .City,. for an unlimited amount of time, and
also purchased' (2) handheld Computers to issue parking citations. Both of these tools have .proven that
we have sonic of the current technology to keep 'up with the day to day changes that we face with the
changes of the parking laws, and the way people violate. them. With the Auto-Vu system, we will be
able to monitor parked vehicles without having to chalk their`tires; or use any type of chalk stick. Each
City that enforces parking laws that use the chalk stick method will show evidence that each city has
had workers .comp issues with the day to day usage. of chalking tires. City staff will be able to conduct
their job without the possl?ilties of having any arias or back injuries, this system will prove; the amount
of streets and areas that we cover, mark and. gain revenue.
3. ALTERNATIVES:
The only other alternative in place of this ideal technology is to continue .marking vehicles by hand and
still allowing vehicles to j~urnp parking spots.
` The Auto-V.u System will not allow vehicles to move space to space. The vehicles will have to move
out of the block area.
4. h+INANCIAL IMPACTS:
The onlyFinancial Impact the Auto-Vu system will have on the Gty is the initial cost of the system.
This system. was „not origna ly budgeted. It is .recommended that the City purchase two units for
$135,000. It' is also recommended that the funds be loaned from the Vehicle/Equipment Replacement
Fund:to be p "aid back over the next approximately 18 months with interest charges. See .Exhibit A for a
financial analysis and Payback period .estimate.
CONCLUSION:
The Parking Enforcement: Department is attempting to embark on an ambitious and exciting program
which will increase revenues to the City far greater than what we have seen in (l0) years. The figures
that have been put together will show how this will improve the ,dynamics and revenue for the City of
Petaluma, and to also bring us up to par with leading technology.
6. OUTCOMES ORPERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR•COMPLETION:
Outcome of greater revenue for the City, and a payback of the project, projected for 14-16 months.
~. RECOMiVIENDATION:
Adopt the resolution authorizing the purchase of (2) Auto-Vu (GPS) systems for the Parking
Enforcement division.
g:/forms/2003 agenda bill
RESOLUTION APPROVING THE PURCHASE OE TWO AUTO VU
"AUTOF.IND 1VIOBILE LICENSE PLATERECOGNITION S~'STEM" FROM
AUT® VU TE"CHNOLOGIES, INC. FOR TIDE CITY'S PARKING
ENFORCEMENT UNIT AND AUTHORIZING AN INTERFUNI) LOAN FROM
THE VEHICLE/EQUI'P. REPLACEIVTENT FUND
WHEREAS, The'Cty of Retaluma currently employs two (2) `Parking Enforcement
Off cers, who enforce the City and-State Parking .regulations within the incorporated City
Limits of Petaluma; and
W'>FIE'REAS; The primary function of the Parking Enforcement Officers is to oversee the
parking: regulations on City streets and its Parking, Garage, and to monitor and enforce all
Muni-Code violations that,have occurred; and
WIIEREAS, This Parking Enforcement Division can also ticket any vehicle that'has un-
paid fees on their vehicles due to unpaid parking violations; and
WIIEREAS, The .Parking Enforcement's 2004-05 Budget, is approximately $180,000
funded primarily by Parking Enforcement ticket revenues; :and
WHEREAS, Currently the Parking Enforcement division uses a hand marking chalk
system to control time zones within restricted parking. areas; and
WI~'EREAS, Staff has researched anew technology~in the Parking Enforcement area
(AutoFind System) that is a Geographic Positioning (GPS) .satellite system that will allow
for greater control and the generation of additional revenues to support parking
enforcement; and
WHEREAS,. Staff estimates that the AutoVu "AutoFind System will generate. an
additional 30% to 70% greater parking fines over current: collections-or approximately
$70,000 to $164,000 annually; and
WHEREAS, In order`to pay for the capital costs of these two (2) AutoVu "AutoFind"
units - (costs of $13 5,000) staff recommends a temporary .loan from the
Vehicle/Equipment Replacement .Fund that has sufficient funds available, to be paid back
over approximately L8 months by the additional parking fines: revenues;
NOW, THEREFORE, BE IT RESOLVED by the City Council ofthe City of Petaluma,
that:
1.. Approve the purchase of two (2) Auto Vu "AutoFind Mobile License
Plate Recognition System Units as outlined in the attached "Scope of
'Services"
2. Authorize the temporary loan of$135,000 from the Vehicle Equipment
Replacement Fund for the equipment. capital purchase
3. Authorize the City Manager to execute the necessary documents and
agreements to consummate the purchase
Scope of'Services
Between
The City of Petaluma, CA
And
Au#oVu Technologies lnc.
AutoVu will provide the following equipment, known as "AutoFind Equipment." Each unit
is equpped'to read vehicle license plates parked on and off~street for the purpose of
enforcement of overtime: parking restrictions and for the identification of scofflaw
vehicles.
The Equipment (deliverables) is~cornprised of the following:
(i) One Pentium: computer running Windows software
(ii} Two frame .grabbers
(iii) One touchscreen
(iv.) Two. roof mounted cameras
(v) Two fire imaging cameras
(vi) Two rotating platforms
(vii) Mounting .hardware and miscellaneous wiring ..
(viii) Application software for finding scofflaw and;gvertime parked vehicles
(ixj, MS Access 97 database
(x) Administrative software package for statistical data reporting and analysis
(xi) AutoVu's','equipment designed to be instal{ed in a 200.3 Go-4 Lnterceptor
(vehicles to be supplied by City.)
Upon. receipt of the Equipment by~the City at the City'"s facilitythe City agrees to be
responsible for the Equipment. In the event of a total or partial loss after such receipt
the City shall pay for :replacement. parts plus a markup of'`25% plus shipping. charges: and
shipping insurance. At po time shall fhe City be liable for'any damages or loss. during
transit of ahe-equipment.
1. AutoVia will „p'rouide specifications to the City, which will allow the City: to prepare its
vehicle to receiue;AutoVu'•s~ equipment. AutoVu will install~the equipment listed above
into the City's vehicle in'a professional manner.
2.. AutoVu will install one (1) Wireless Communication lriterfaee Server (WCIS) at the
City's location in :a professional manner. The City of Petaluma acknowledges that the
WCIS' and all tlata resident fhereon shall remain the. property of AutoVu. AutoVu
acknowledges that the UVCIS will remain' available to City at City's location as long as
City is using.the equipment package described above
3. The Cifiy will, provide and make available to AutoVu a DSL or Cable modem enabled
for Triternet connectivity at its expense at the location where the WCIS is installed.
4. AutoVu',will .configure the equipment and softvare tg read vehicle license plates
parked on and off streef.for the purpose of enforcement of overtime parking restrictions
and for the identification. of scofflaw vehicles and"insure that. a fully operational system
exists for the City's use; including maps of the City that will be an integral part of the
software system.
5. Warranty
a. AutoVu agrees to provide to the City a full no cost twelve (1'2) month warranty on the
Equipment. The warranty. is effective starting from the completion date of installation
of the Equipment.. The warranty applies to hardware and+software components and
all labor. AutoVu or an~ authorized service agent will perform remedial work. on the
Equipment at AutoVu's sole cost and expense. during the warranty period.; Telephone
support-will be provided as part of the warranty service at no additional charge.
b. AutoVu or an authorized service agent will provide. free maintenance during, the
warranty period.. In fhe event of Equipment malfunction,, the City agrees to notify
AutoVu. AutoVu agrees to provide Equipment maintenance service, including:
Four-hourtelephone and pager response.
AutoVu will work with the City's personnel on site o diagnose the
problem :and effect repair. .
Ifthe problem cannot be correcfed over the phone, AutoVU will provide on site.
maintenance to repair an Equipment failure within a maximum of 48 hours from the
time the Equpment malfunction was reported, statutory holidays and weekends
excepted. Maintenance parts will be furnished by AutoVu and will be new or
equivalent to new in performance when used in the Equipment.
c. AutoVu-:will provide extended warranty at a cost of:$,12,400.00 per year for a period of
no less than two years, fo be:paid annually on the anniversary of the date of .
completion of installation of the equipment. The warranty vvil~l include all elements of
the first year's warranty; including any and alf software updates and maintenance
work.
d. AutoVu.makes no varranty•regarding the model life of the Equipment.
e. It;'iS understood .and 'agreed that AutoVu's warrantywill not apply to any Equipment in
fhe following situations:
(i) Failure to provide a suitable operating environment for the Equipment
(ii) Use of fhe Equipment for purposes otlier'than that for which it was
designed
(iii) Failure to monitor or operate the :Equipment in accordance with .applicable
AutoVu specifications
(iv) Unauthorized attachment or removal or alteration of -any part of the
Equipment
(v) Unusual. mechanical, physical or electrical stress
(.;Vi) Modifications or repairs~done by other than AutoVu or its service
agent(s)
(vii.). ~ Any`other abuse, misuse, neglect, or accident. '
f. Charges for repair and maintenance pursuant fo Section 5'e shall be~'i`nvoced to the
City at AutoVu's Labor Rate of One Hundred Dollars ($:100.00). per hour.. -Where
applicable and as agreed'"to with. the City prior to performance of°fhe work, travel time
to .the Buyer's location will, be charged at a rate equal to 5,0°l0 of the Labor Rate (the
"Travel Rate").
6. AiatoVu'will provide a`rninimum of3 days of training`for 4 city staff.. Sfiould additional
end. users require.training the City agrees that for each additioral .,person a fee.of
$250..00 per person will'. be invoiced by AutoVu plus out of pocket expenses.
7. The City will be fully responsible for-its intended use of the Equipment. and AutoVu
shall not'be, liable for.indrect.orconscquential damages including, without limitation, loss
of profit,, .:even if notification has been given to the possibility of such damages.
8. Employees of AutoVu and'~authorized service agerits are covered by-the insurance
prodded by AutoVu while they install, maintain,. service and. repair the Equipment' at
City's location or while using fhe Equipment for purposes of calibration, testing, .~
commissioning, and training:,
9. The City shall fully indemnify and save harmless, AutoVu, its officers, directors,
employees and sub-contractors, and each and every :one of them, current or past, from
and against. all actions, damages; costs, liability..;. claims', losses; judgments, penalties
and expenses of every type aril description, including,. but not limited to, any feesand/or
costs, reasonably'~incurred by AutoVu's staff attorneys or outside attorneys-.and any fees
and expenses incurretl in enforcing this provision (hereafter.. collectively, referred to as
"Liabilities"), to which any or all .of them may be subjected, 'to .the extent such Liabilities
are caused or result from..the actions of CITY, its employees, subcontracfors or agents,
and their respective officers and employees, in its use: of: (a) the. AutoFind Equipment
and the Wireless Communication Interface Server and (b) any records. exchanged as
the result of the use: of the AutoFind equipment.
City of Petaluma, California
l~iieoranu .
Police Administration,, 969 Petaluma Blvd. No., Petaluma, CA 94952 '
(707) 778-4370 Fax'(707} 778-4502 E=mail: policeadinin(a),ci.petali[ma.ca.us.
DATE: December 13, 2004
TO: _Joe Netter, :Interim City:Finance Director
FROM: Greg McClsh;'Parking Enforcement
SUBJECTc AUTI-IOItIZING~ PURCI~ASE OF TIIE AV'I'D FIND-MOBILE LICENSE
PLATE RECOGNITION SYSTEIVL FOR TIDE PARKP~tG IDIVISI®N
RECOMIVIENI)ATION
It is recomrriended that the City Council adopt the attached resolution authorizing asole-source
contract with AitoVu Technologies .Inc., for the purchase and installation of (2) units AutoFind-
Mobile License plate Recognition System for Parking Enforcement. in the amount of $135.,000.;
and authorizing. an inter fund loan ..from the vehicle/equipment .replacement: fund to be paid back
by new revenues generated by the Parking Enforcement Division over the next 18 months.
POLICY IIVIPLICATIONS
This is in keeping with: established City purchasing policies.
FISCAL IMPLICATIONS
The cost for the purchase of the (2) AutoFind. System is $13'5',0.00 funded by an :Inter 'fund loan
from the vehicle/equpment replacement. fund. (See Exhibit- A for a complete financial analysis
and payback which is; estimate to be approximately 1~8 months.)
This is asole-source purchase; since AutoVu is the only,known vendor for this technology.
ALTERN~ATIYES CONSII)EREI)
The City 'Council. could elect not to ,purchase the AutoFind System and continue with only
chalking of tires to .enforce parking time .limits. This would. not, however, address our workers
compensation issues with:regards to chalking related injuries.
The: other;. option would. be to purchase one unit at $70,000. However this would not allow
overlap of shifts, revenue decline because of less coverage.
DISCUSSION .
AutoR~nd is a mobile based .system that integrates License. Plate Recognition (LPR) image
capture and Global Positioning System (GPS) technology into one complete and.. accurate vehicle
parking enforcement. system.
During the last 6 months, staff has had the opportunity to observe its potential .use in .enforcing
parking: time limits. The staff was very impressed by Auto-Find's accuracy and ease of use.
Because the system enables .us to enforce on-street parking time limits without: haling to use the
current chalking. method, the enforcement officer is able to patrol a'larger area in less time.
AutoFind can also help to alleviate ~ potential workers compensation claims from the use of a
chalking stick. '
Additionally,.. because the system-has the potential. for- the .:officer to cover a larger area, the
system would: be installed on parking vehicles and would 'include four cameras, two on; the roof
and two ~o~er the bumpers; to capture the license plate numbers and tre position, a touch screen
monitor in the cab and, a computer mounted in the scooter trunk.. .
When a Parking Enforcement Officer drives down the street,. the. ;position of each vehicle, the
vehicle's image, location, time/date, °and actual plate number are read and stored in the database
on the computer mounted in the scooter. When the officer drives down'the street a second time,
an. alarm. will sound when it detects a parking violation based on time/location data using the
LPR_:and GPS. The officer willl get a visual confirmation that the icense plate matches, as well
as actual pictures of the vehicle's fire position that was recorded during each pass.
Staff~has been working with AutoVu Technologies for the past 6 months and are conf dent with
their,qualificatons. They are currently the only company offering this advanced technology for
parking enforcement. Therefore;-staff recommends that the contract be awarded to AutoVu
Techrologies in the amount. of $'13'5.,000.
The following agencies either have. purchased the AutoFind system; or are in the process of
acquiring it:
Monterey; CA
Napa,. CA
Sacramento CA
Los Angeles, CA
San Diego, CA
In additi"on, this program has been presented to the Petaluma .Downtown Association. They are
impressed with the technology and support the addition.. This new program would streamline the
parking enforcement; generate greater revenues and hopefully avoid the installation of meters.. at
a future date:.
Respectfully submitted;
Greg. McGhsh
Parking Enforcement
n .
` EXHIBIT A
CITY OF PETALUMA ROI
Current ~ Aufofind Increase
30% 40% 50% 70%
. tickets p\day 24
ticket value ~ $35::00
# of days ~ 250
' # of offficers ~ 2
tows p\day 0:25
value p/tow $390.00
ROI
_ ,
Cost p/lJnit ,$67,500.00 Note: If only one purchased,. then price would be $70,000
# of units 2 '
Total Cost $135;000:00
30.% 40% 50%_ 70%
Revenues Anriually - Anticipated IUew Revenues'Arinually
Tickets - $210,000:0.0. Tickets $63,OQ0.00 584.000.00, $1A5,OOQ.00 $147,;000.00
Tows $24,375`.00 Tows • $7,312:50 59,750.DD $12,187:50 $17,062.50
Total $234,37,5.00 Total $70;312:50 593,750.00 $117,187.50 $.164,062:50
Anticipated IVew Revenues Monthly
~~. Monthly $5,859.38 57,812.50' $9,•765.63 $1.3,67~1~:~88
Estimated
Pay_Bck Period 23 17 14 10
Increase ~ fVo. Months: to Recover Investment
1 unit 2 units
30% 11::5 23.0
40% 8.6 17.3
50% 6:9 13.8
70% 4:9 9.9