All reports 1. Governance Service receive draft report Name of GSO Maria Lugangira. Name of SPO. Date

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1 DELEGATED POWERS REPORT NO SUBJECT: Purchase and installation of Credit and Debit Card pay & display machines in paid for parking car parks and initial on street locations Control sheet All of the following actions MUST be completed at each stage of the process and the signed and dated report MUST be passed to the Governance Service for publishing All reports 1. Governance Service receive draft report Maria Lugangira Date 21/11/12 2. Governance Service cleared draft report as being constitutionally appropriate 3. Finance clearance obtained (report author to complete) Maria Lugangira Date 21/11/12 Name of Finance officer Jayne Fitzgerald Date 30/11/12 4. Staff and other resources issues clearance obtained (report author to complete) Name of Resource officer Date N/A N/A 5. Strategic Procurement clearance obtained (report author to complete) 6. Legal clearance obtained from (report author to complete) 7. Policy & Partnerships clearance obtained (report author to complete) 8. Equalities & Diversity clearance obtained (report author to complete) 9. The above process has been checked and verified by Director, Head of Service or Deputy 10. Signed & dated report, scanned or hard copy received by Governance Service for publishing 11. Report published by Governance Service to website Name of SPO Lesley Meeks Date 04/12/12 Name of Legal officer John O Hara Date 06/12/12 Name of P&P officer Andrew Nathan Date 22/11/12 Name of officer Andrew Nathan Date 22/11/12 Name Pam Wharfe Date 06/12/12 Maria Lugangira Date 7/12/12 Maria Lugangira Date 7/12/ Head of Service informed report is published Maria Lugangira Date 7/12/12 Key decisions only: 13. Expiry of call-in period Date N/A 14. Report circulated for call-in purposes to Business Management OSC members & copied to Cabinet Members & Head of Service Date

2 ACTION TAKEN UNDER DELEGATED POWERS BY OFFICER (EXECUTIVE FUNCTION) Subject Officer taking decision Purchase and installation of Credit and Debit Card pay & display machines in paid for parking car parks and initial on street locations Interim Director of Environment, Planning and Regeneration Date of decision 6 December 2012 Summary Officer Contributors Status (public or exempt) Wards affected Enclosures Reason for exemption from callin (if appropriate) Key decision The purpose of this report is to seek approval to enter into a contract with Parkeon Limited to provide and install pay and display machines at selected locations Ian Baruch, Interim Parking Manager Public All None None No Contact for further information: Ian Baruch, Interim Parking Manager, Environment, Planning and Regeneration. Tel: Serial No.

3 1. RELEVANT PREVIOUS DECISIONS a Delegated Powers report of the Director of Environment and Transport on 27 th February 2009, titled Cashless Parking 1.2. In March 2011 a Delegated Powers report of the Interim Director of Environment and Operations and the Director of Commercial Services dated 24 March 2011, titled Extension of Contract with Verrus UK Ltd 1.3. A Cabinet report of the Cabinet Member for Environment & Operations on 29thNovember 2010, titled Future of the Parking Service sought authority to initiate procurement for a new Parking 1.4. A Delegated Powers report of the Interim Director of Environment and Operations on 18th March 2011, titled Contract with PayPoint Ltd 1.5 A Delegated Powers report of the Leader of the Council on 9 July 2012, titled New Parking Initiatives and Charges in EPR 2. CORPORATE PRIORITIES AND POLICY CONSIDERATIONS 2.1 The London Mayor s Transport Strategy addresses these areas through: The Mayor, through TFL, and working with the London boroughs and other stakeholders, will introduce measures to smooth traffic flow to manage congestion (delay, reliability and network resilience) for all people and freight movements on the road network, and maximise the efficiency of the network. These measures will include c) keep traffic moving, e) Planning and implementing improvements to the existing road network, to improve traffic flow on the most congested sections of the network, and to improve conditions for all road users. 2.2 The current pay by phone payment method, contributes to One Barnet s principles of A relentless drive for efficiency and the Corporate priorities of Better services with less money and A successful London suburb through significant financial savings being made in no longer having a requirement for cash collection services. However the removal of all machines has provided limited choice and as such the reintroduction of credit/debit machines alongside extensions to scratchcards provisions provides more choice in parking payment methods. It is envisaged that greater choice will improve service options which will encourage increased footfall in town centre shops, and ultimately improved confidence in the parking regime in the borough. 3. RISK MANAGEMENT ISSUES 3.1 I do not consider the issues involved are likely to give rise to policy considerations as the re-introduction of Pay and Display parking in some locations is a trial, enabling choice when paying to park helping to reduce congestion, and improve traffic flow. The proposed changes are designed to better meet the parking demands in the borough and specific trail area of North Finchley and car parks throughout the borough and to help effectively manage the local parking arrangements.

4 3.2 There was a risk that having only pay by phone would stop members of the public without mobile phones from parking and that they would feel excluded, but this is mitigated by the provision of pay points and shows in a continued use and new users monthly of that service. This cashless option of Pay & Display will overcome the objections of those who cannot or will not open a parking account using a mobile phone and will help resolve potential equalities issues. It will, therefore, complement the previous removal of pay and display machines in the borough as a trial. 4. EQUALITIES AND DIVERSITY ISSUES As part of the 2010 Equalities Act the EIA considers potential impact on certain sections of the community such as the elderly, infirm, disabled and those for who English is not their first language; and where applicable details mitigation against the potential impact. By taking into account the needs of protected groups who are likely to experience potential adverse impacts. It is felt that this trial of re-introducing a cashless form of Pay & Display, will enable more choice and access for all concerned. 5. USE OF RESOURCES IMPLICATIONS (Finance, Procurement, Performance & Value for Money, Staffing, IT, Property, Sustainability) 5.1 This purchase will be funded from the Parking capital programme budget. The costs for the purchase of the first 15 machines and first year maintenance is 63,381. There will be additional supplementary set up costs of around 15,000 for Civica to change the system to accommodate this additional payment method and merchant bank compliance Three quotations were received and are as follows: Contractor A - 63,881Parkeon Contractor B - 68,586 Contractor C - 69, This cost is for the initial purchase of fifteen machines. However, depending on the outcome of the trial and the potential introduction of further machines in the future the quotation exercise was tailored to allow further call off as necessary up to the maximum allowable ( 173,000) to ensure compliance with Contract Procedure Rules table 6.1 contract values 75,000 to 173, It is likely that additional resources will be required to service the machines, including visits to each machine to check for correct operation and to replace receipt paper. 5.5 The maintenance of the machines is included in the purchase price for year one, however additional costs will be incurred from year 2 onwards, should the council decide to extend beyond year one.. It is estimated that this will be approximately 10,000 for the initial fifteen machines. 5.6 The selection of the supplier was made in line with the fundamental principles of the Treaty on the functioning of the European Union of transparency, equal

5 treatment and non discrimination and Rule 6.5 of the Council s Contract Procedure Rules as the Council invited quotations and evaluated against pre-determined quality and cost criteria. 6. LEGAL ISSUES 6.1 The Council as Highway Authority has the necessary legal powers to introduce or amend Traffic Management Orders through the Road Traffic Regulation Act The proposals in this report may require the making of Traffic Management Orders to be drafted and publicly advertised in accordance with the aforesaid legislation and in compliance with the Local Authorities Traffic Orders (Procedure) (England and Wales) Regulations In keeping with paragraph 5.3, as the potential total value of the contract is below the current European Threshold ( 173,934.00) and will not exceed 173,000 then, the Public (Contracts) Regulations 2006 (as amended) will not apply. 6.3 The parties will be required to execute a formal contract for the supply, installation and first years maintenance of the Pay and Display machines. 7. CONSTITUTIONAL POWERS 7.1 Council Constitution, Part 3 (Responsibility for Functions), Section 6 paragraph 6.1 enables Chief officers to take decisions without consultation with the Cabinet Member concerned where it is a decision authorised to be taken by the Chief officer under the Contract Procedure Rules. 7.2 Council Constitution, Contract Procedure Rules, Table 5.1 the initial value of service ( 78,881) is within the acceptance thresholds for Director/Head of Service as detailed at table 5.1 of CPR s. As the contract is below 173,000 the Director/Head of Service may authorise the contract and may accept the quotation where it is the lowest or where it represents value for money and is the best available option for the Council. 8. BACKGROUND INFORMATION 8.1 In order to cater for known demands across the borough, the Council has introduced paid for parking schemes where motorists pay the relevant tariff at the time of parking in order to park within the relevant parking places The historical payment method in Barnet for paying for parking has been using on street machines which accept coins Over time, as new parking schemes including additional pay and display parking places have been implemented across the borough, the number of pay and display machines on the borough roads steadily increased, with the Council responsible for the resultant on-going operational and maintenance costs. In recent years costs increased substantially due to malicious damage, vandalism, theft, and problems with physical condition associated with the age of the machines.

6 8.4. The Council had 406 pay and display machines across the Borough Due to increased vandalism and the associated costs of collection of cash from pay and display machines and as part of the Council s modernisation aspirations for the Parking Service; in September 2008 a trial of two cashless parking methods was conducted across the Council s chargeable off street car parks Following that trial a decision was taken to introduce pay by phone as the sole method of paying for parking and as such all the pay and display machines were removed borough wide To cater for those who did not wish to use the pay by phone service, scratchcards were also introduced. These can be purchased through Customer Services, Libraries and a number of retail outlets Whilst the cashless service continues to grow, consultation in town centres has shown that the public and businesses would prefer another more simplified option to pay to park and the re-introduction on a one year trial of cashless pay and display equipment meets the requests as seen from the recent consultation. As such, and in response to the feedback received, it is proposed to expand the potential payment methods by introducing Credit and Debit card machines. It is proposed that this will initially be trialled in all car parks and on-street in North Finchley Town Centre A procurement exercise has been conducted with eight companies being invited to provide quotations for the supply and installation of initially up to 15 machines Quotations were received from only three of the eight companies, two of which are major manufacturers of the machines Following evaluation of the quotations received which included an assessment of both quality and cost it is proposed to accept the quotation received from Parkeon Limited in the sum of 63,881. This company provided the best offer in terms of both quality and cost and as such is considered to provide the best value offer. 9. LIST OF BACKGROUND PAPERS 9.1 Procurement packs including specifications, contract terms and quotations received. 10. OFFICER S DECISION I authorise the following action: 10.1 That the quotation received from Parkeon Limited, which following evaluation of quality and cost is deemed the best value offer, is accepted and a contract with a potential maximum value of 173,000 is entered into with Parkeon Limited, (with the first call off order of up to 78,881) to supply, install and maintain the credit/debit card machines.

7 Signed Pam Wharfe Interim Director of Environment, Planning and Regeneration Date 06/12/12

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