Item No Capital Project Appraisal & Procurement Report. Target Completion Date November 2008

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1 Item No Capital Project Appraisal & Procurement Report Project Title Supply, installation, maintenance, support and upgrade of car park Pay on Foot and Associated Control Equipment (Phased approach) Target Start Date August 2008 Target Completion Date November 2008 Project Manager / Lead Officer Scrutiny Committee and Portfolio Scrutiny Committee Date Steve Simmonett Environment Scrutiny (Climate Change and Growth) Urgent Decision to be reported to November Recommendation/s Financial Recommendations The Executive Councillor is asked to approve the addition of a project to install new Pay on Foot and associated Control Equipment (including a trial of Automatic Number Plate Recognition technology) at Park Street Car Park to the current programme of equipment replacement for 2008/9 under the Car Park Infrastructure and Equipment replacement Programme (Capital Project reference PR019). The Programme is already included in the Council s Capital Plan. The total capital cost of the additional project is estimated at 120K. This will be funded from a saving made on the estimated contract value of the contract for the current year equipment replacement following the tendering of the supply and installation contract for the Programme.. The revenue costs of the project are estimated to be 500 per annum, and these are expected to be self-financing i.e. funded from additional customer income. Procurement recommendations The Executive Councillor is asked to approve the procurement of Pay on Foot and associated Control Equipment, including a trial of Automatic Number Plate Recognition technology for Park Street car park from the recently tendered framework contract. The estimated contract value is 120,000. If the quotation or tender sum exceeds the estimated contract value by more than 15% the permission of the Executive Councillor and Director of Finance will be sought prior to proceeding with the purchase. Report Page No: 1

2 2 What is the project? Provide a description of the proposed project, justify the reason for the project, and note what alternative options were considered. In November 2007 the Environment Scrutiny Committee approved the procurement of a single contract for the supply of control equipment to replace equipment at the Grafton Centre and Queen Anne Terrace multistorey car parks, as part of a phased approach. New equipment will provide additional cashless payment arrangements, improve and coordinate management information systems across the city s parking operations and develop the potential for increased automation, thereby reducing future operating costs and improve customer service. The original plan envisaged Park Street being upgraded in phase two, over the next five years. However, recent serious vandalism to existing pay on foot machinery has forced a review of this plan, requiring an urgent decision. A contract has been awarded to install new replacement at the Grafton Centre and Queen Anne Terrace car parks. This will centralise the operation and management of the car parks. The implementation is planned to take place between August and October The exact configuration of equipment and services to be installed has been prepared, and the opportunity arises to now include Park Street in this installation plan, to fully replace the control system in advance of the planned timetable, and within the existing budget envisaged for the original tender. This will mean that savings otherwise accruing from the recent tender exercise will need to be used to bring forward the investment at Park Street. The new equipment has additional security features, and will enable an improved level of automation of operation of the car park than is currently possible, in keeping with the recommendations of the recent Car Parking Review. The alternative is to replace the damaged pay machinery at a cost of 60K, using the existing pay on foot system and to invest in increased security to the existing system until the replacement takes place under the original plan, in the knowledge that all this will be redundant within the next five years. Under this option, additional expenditure is likely to be necessary, for additional physical improvements against vandalism and theft to the machinery, and for increased staffing levels on the car parks at key times, supported by enhanced CCTV monitoring, at an estimated cost of 15K. Report Page No: 2

3 3 Outline the aims and objectives of the project and highlight how it contributes to achieving the Council s Medium Term Objectives. The project aims to improve security and to standardise the quality of service experienced by car park customers across the city s multistorey car parks. The introduction of increased automation to operations and management information systems should reduce the need for paper and cash-based transactions, thereby reducing the Council s carbon footprint. Better management information systems should also open up the potential for more flexible management of demand and better utilisation of car parks, and thereby a better return on the Council s investment. The new technology should also improve the security of the vehicles entering and exiting the car parks and of cash on site. 4 Identify and summarise the impact on and major issues for stakeholders & other departments. Summarise the key results of initial consultation (including members where appropriate). Car park users will have a better experience of using car parks, through easier use and access, and greater choices of payment method. Managers will be able to organise and deliver a city-centre wide, rather than site-specific response to customer requests for help and support. Report Page No: 3

4 5 Procurement. What resources for this project will be procured from outside the Council? What method of procurement are you to use? What is the estimated total value for each procurement element? The framework contract has been be let in accordance with the restricted procedure under the Public Contracts Regulations 2006 and will cover procurement of equipment over a ten-year term. With this revised plan, in year 1 new equipment will be installed in four of the council s car parks. In year 5 equipment will be installed into the Grand Arcade car park and the original four car parks will be upgraded to a similar standard. Support and maintenance will be ongoing over the term. The equipment has been procured by the Council from the framework agreement let by the Eastern Shires Purchasing Organisation.. This project will be the first call-off from that framework agreement. The initial contract is for five years, plus an option for a further five years. If we decide to exercise that option we will prepare another project appraisal at that time. The estimated total value of the procurement for the year one programme (including Park Street) is estimated to be 500K for Pay on Foot and management control systems, and 70K for ANPR cameras and software. 6 Summarise key risks associated with the project. Include the key risks the project aims to mitigate, risks involved in delivery of the project and risks that might occur if the project does not take place. The main risks associated with not undertaking the project relate to reduced customer satisfaction from continuing to operate malfunctioning, non-standard and inefficient parking equipment, and its impact on the reputation of other council parking services. This project aims to mitigate the risk of handling large volumes of cash transactions, by standardising the systems across the city, extending the range of payment options to include cashless payments, and to increase the accessibility and security of car parks, through improvements to the means of entry and exit. The project will improve the quality and volume of management information about car park usage, and thereby improve the capacity of the services to Report Page No: 4

5 7 Financial implications. Comment on any special financial considerations associated with the project such as grant or funding conditions. Appraisal prepared on the following price base 2008 / 2009 Report Page No: 5

6 8A Capital costs & funding Comments Capital Costs Building contractor / works 5,000 Installations/civil works Purchase of vehicles, plant Plant and Machinery (Pay on 112,000 & equipment foot plus ANPR) Professional / Consultants fees 0 estimate Other capital expenditure 3,000 Fixtures and fittings Total Capital cost 120,000 Capital Income / Funding Government Grant 0 S106 funding 0 R&R funding 0 Existing capital programme funding 570,000 (Capital Project Ref PR019) Revenue contributions Total Income 570,000 Net capital bid 0 Report Page No: 6

7 8B Revenue costs In 2008/09 Ongoin g Revenue Costs Employees 0 0 Premises costs 0 0 Transport 0 0 Supplies & Services Repair & renewal contributions 0 0 Total revenue cost Revenue Income New charges, rents etc. 500 Existing revenue budget/s Total income Net revenue bid 0 0 Comments Line rentals for Communication links Revenue funded through additional charges income (self-financing) Report Page No: 7

8 9 VAT implications. Comment on any VAT implications identified in consultation with the Finance Department. There are no adverse VAT implications to this project 10 Other implications. Comment on any other relevant implications including property, accommodation, environmental, health & safety, community safety, procurement, human resource, equal opportunities and diversity. Improved control and operating systems can offer improved access for disabled users, through the use, for example, of near field technology and proximity cards. Automatic Number Plate Recognition equipment has the potential to automate entire parking transactions, through the registration of regular customers, increase customer and vehicle security. Through the framework agreement the implementation of this project facilitates the future procurement of compatible equipment across the city s car parks. Increased automation reduces dependence on staffed kiosks, and thereby frees up staff time for more targeted use and to improved customer service. 11 Estimate of staffing resource required to deliver the project. Comment on the availability of internal project team resources. Ensure that the costs of external resources required have been included in the financial table/s above. This project will require the support of Legal staff to prepare the contract documentation The internal management team will manage the overall project. Skills required / internal or external Estimate d number of hours Proposed Timescale Start date Finish date Legal (internal) contract preparation and award x August 08 October 08 In-house Project Management x August 08 October 08 Report Page No: 8

9 External and internal (Tendering process) August 08 October Identify any dependencies upon other work or projects. Identify any other projects which cannot progress until this particular piece of work is complete None 13 Background Papers. List any background papers used in the preparation of this project appraisal. Medium Term Strategy (September 2007) 14 Inspection of papers Author s Name Author s phone No. Filename/path Paul Necus k Last 23/10/ :59 amended Report Page No: 9

10 Finance Department use only: Project Approval Dates Date Approved by DoF Reviewed by AMG / ICT Executive Councillor Approval Scrutiny Committee Approval (if applicable) Council Funding Approval Added to Hold List Removed from Hold List Added to Capital Plan Report Page No: 10

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