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Smart Parking & Mobility Management Plan: Parking Access Revenue Control System Request to Distribute RFP and Create an RFP Review Committee_REMOVED FROM MEETINGCity of Dubuque City Council Meeting Action Items # 08. Copyrighted February 5, 2024 ITEM TITLE: Smart Parking & Mobility Management Plan: Parking Access Revenue Control System Request to Distribute RFP and Create an RFP Review Committee - CI P 360-2936 SUMMARY: City Manager recommending City Council approval to distribute a Request for Proposals (RFP) for services related to installation of a Parking Access Revenue Controls System (PARCS) at six parking ramps and the Port of Dubuque Parking Lot adjacent to the former McGraw-Hill building. SUGGESTED Suggested Disposition: Receive and File; Approve DISPOSITION: ATTACHMENTS: Description MVM Memo Staff Memo Type City Manager Memo Staff Memo Move Dubuque Staff Memo THE CITY OF Dubuque DUB TEE1. All -America City Masterpiece on the Mississippi � pp zoo�•*o 13 zoi720zoi9 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Smart Parking & Mobility Management Plan: Parking Access Revenue Control System Request to Distribute RFP and Create an RFP Review Committee C I P 360-2936 DATE: February 1, 2024 Director of Transportation Services Ryan Knuckey and Project Manager Steve Sampson Brown are recommending City Council approval to distribute a Request for Proposals (RFP) for services related to installation of a Parking Access Revenue Controls System (PARCS) at six parking ramps and the Port of Dubuque Parking Lot adjacent to the former McGraw-Hill building. PARCS equipment is more commonly known as "gate equipment". Selecting a PARCS equipment vendor is the next needed step working towards modernizing the city's parking system. The estimated capital cost for vendor services associated with the Parking Access Revenue Control System Project is estimated to be between $1,100,000 - $1,400,000. This work will be funded from the Smart Parking System CIP (#360-2936) which has a current total available budget of $1,250,000. City staff has submitted a request for additional funding as part of the FY25 city budget process. I concur with the recommendation and respectfully request Mayor and City Council approval. v Mic ael C. Van Milligen MCVM:sv Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Ryan Knuckey, Director of Transportation Services Steve Sampson Brown, Project Manager Jenny Larson, Chief Financial Officer Gus Psihoyos, City Engineer Chris Kohlmann, Chief Information Officer Jill Connors, Economic Development Director Russ Stecklein, Operations Supervisor — Parking Division Anderson Sainci, Director of the Office of Shared Prosperity Justine Hull, Traffic Engineer Rick Dickinson, Greater Dubuque Development Corporation, President & CEO THE CITYF DUijB- El Masterpiece on the Mississippi TO: Michael C. Van Milligen - City Manager FROM: Ryan Knuckey - Director of Transportation Services Steve Sampson Brown - Project Manager Dubuque AII•Anedea M W�­I­ 1IIII®r 2007-2012.2013 2017*2019 SUBJECT: Smart Parking & Mobility Management Plan: Parking Access Revenue Control System Request to Distribute RFP and Create an RFP Review Committee C I P 360-2936 DATE: February 1, 2024 INTRODUCTION The purpose of this memorandum is to request City Council approval to distribute a Request for Proposals (RFP) for services related to installation of a Parking Access Revenue Controls System (PARCS) at six parking ramps and the Port of Dubuque Parking Lot adjacent to the former McGraw-Hill building. PARCS equipment is more commonly known as "gate equipment". Selecting a PARCS equipment vendor is the next needed step working towards modernizing the city's parking system. BACKGROUND Approximately two years ago the City selected Walker Consulting of Minneapolis, MN (Walker) to produce a Smart Parking and Mobility Management Plan along with developing an Implementation Plan for a new smart parking system. Walker was tasked with developing a post -pandemic parking system business strategy to support the parking system's finances that also provides a positive customer experience. Specifically, as part of the plan development Walker was required to provide services for stakeholder engagement, parking & mobility supply/demand analysis/new technology evaluation, parking system financial modeling, and delivering the final Smart Parking and Mobility Management Plan (SPMMP). The Dubuque Main Street, Central Avenue Corridor areas and Historic Millwork District make up a majority of the core downtown central business district in Dubuque. Having convenient, available parking in downtown Dubuque is a concern for many local employers, property developers, and residents. A lack of available parking spaces can lead to employees, customers, tenants, and homeowners walking undesirable distances between open parking spaces and their final destinations. Page 1 of 4 The following guiding principles were developed for the SPMMP project as part of issuing the RFP to hire Walker. The principles include: • Parking is a key ingredient for keeping the downtown economically viable. • Parking needs to be a partnership between the public and private sectors. • Equitable and inclusive mobility solutions are one of the core components of a community's livability because it provides access to living wage jobs, healthcare services, quality education, cultural institutions, and recreation opportunities. • Parking access and any updated policies need to meet the needs of a diverse groups of users. • Parking must be fully integrated with Transit and other forms of transportation system mobility in order to maximize efficiencies and customer experience. • Parking and transportation mobility is not free, and an equitable revenue fee structure needs to be established. • Parking and mobility solutions need to utilize the most up to date technology and must be simple to use and manage across all platforms. • To the maximum extent feasible, parking, and subsequent modes of travel to final points of destination must feel "safe" for customers. • A business strategy that works in a post -pandemic environment needs to be developed. To date Walker has completed developing approximately 85% of the SPMMP and most recently provided an update during a city council work session on September 11, 2023. During the work session Walker outlined the results of public engagement feedback, their assessment of the parking system, and recommended next steps towards finalizing both smart parking plan and the implementation plan. With support from Public Information Office staff, a "MOVEDBQ" website was created to share information related to all aspects of the SPMMP project and to keep interested parties informed of progress being made. The recommended outcomes based off of the stakeholder engagement activities and online survey have been summarized in the attached document. The MOVEDBQ website is: https://www.cityofdubugue.org/movedbg After the September 11, 2023 work session meeting, in collaboration with city staff, it was agreed to merge the smart parking system plan report and the implementation plan into a single document in order to provide better clarity and improve the ease of understanding, and to also expedite the installation of new modernized gate equipment. DISCUSSION City staff is recommending moving forward now with this PARCS equipment RFP because of the approximate 10-month lead time that it will that will order and procure gate equipment. The RFP is structured so that both gated and gateless PARCS equipment system vendors may provide proposals as long as their equipment meets the minimum smart parking functional requirements of the RFP. An early start on equipment procurement will not impact or limit in any way the final system design nor constrain any recommended operational policies & procedures that will be fully detailed in the final Smart Parking Management and Implementation Plan report. In addition, Page 2 of 4 issuing this RFP now will not limit in any way the parking system functionality that was describe during the September 11, 2023 work session. The final Smart Parking Management and Implementation Plan report is on schedule to be submitted to the city council for review and approval in May or June of this year. Specifically, the Parking Access Revenue Control System RFP contains extensive construction drawings, technical specifications, and city contracting requirements that request proposals from qualified vendor(s) to provide integrated and automated PARCS equipment consistent across six city parking ramps. The end solution(s) must fully integrate with third party mobile parking payment applications. The six downtown parking ramps where the PARCS equipment will be installed are: • Central Avenue Ramp (515 spaces): 975 Central Avenue •. Five Flags Ramp (333 spaces): 100 West 4th Street •. Intermodal Ramp (317 spaces): 351 East 9th Street •. Iowa Ramp (622 spaces): 701 Iowa Street •. Locust Street Ramp (444 spaces): 830 Bluff Street • 5th Street Ramp (675 spaces): 501 Iowa Street * Optional pricing will be requested for the Port of Dubuque Parking Lot The selected PARCS vendor must be able to handle a mix of transient and contract parking. PARCS system functionality must be able to accommodate pre -paid reservations and event parking, validations, contract parking (daytime and overnight), and hourly/daily transient parking, with the option for parking grace periods for transient parkers. These functionalities are required to meet the strategic objectives of running a state of best practice parking ramp management system that can provide management of contract and transient parkers, revenue collection, access control, enforcement, which all results in a high performing, customer friendly, data -driven parking system. Currently the gated PARCS equipment in the City's downtown ramps is aging and functionally obsolete, leading to frustrations for customers and city staff as the operator. The city is not currently able to extract data from the current gate systems to understand parking behaviors and trends, which impedes city staff from making data -driven parking management decisions. This RFP intends on completing PARCS system upgrades at all six downtown ramps over the next 10-12 months. This RFP also allows vendors to propose alternative approaches to equipment financing beyond outright capital purchase. Page 3 of 4 The schedule for the RFP distribution and vendor selection is as follows: RFP Release February 7, 2024 Response Due Date March 6, 2024 Proposal Review & Vendor Selection March 7-28, 2024 Recommendation to City Manager April 2, 2024 The recommend review committee for the submitted proposals is as follows: • Ryan Knuckey - Director of Transportation Services • Chris Kohlmann — Chief Information Officer • Jill Connors - Economic Development Director • Russ Stecklein - Operation Supervisor — Parking Division • Anderson Sainci - Director of the Office of Shared Prosperity • Justine Hull - Traffic Engineer • Steve Sampson Brown - Project Manager • Greater Dubuque Development Corp. Representative • Dubuque Main Street Representative • Kevin White — Walker Consulting (non -voting member) • Brian McGann — Walker Consulting (non -voting member) RECOMMENDATION It is recommended that the City distribute the Parking Access Revenue Control System RFP and solicit proposals from qualified vendors to provide the described PARCS equipment installation services. BUDGETIMPACT The estimated capital cost for vendor services associated with the Parking Access Revenue Control System Project is estimated to be between $1,100,000 - $1,400,000. This work will be funded from the Smart Parking System CIP (#360-2936) which has a current total available budget of $1,250,000. City staff has submitted a request for additional funding as part of the FY25 city budget process. ACTION STEP I respectfully request authorization to release the RFP for vendor services for the Parking Access Revenue Control System Project. SSB/ssb CC' Jenny Larson — Chief Financial Officer Gus Psihoyos - City Engineer Chris Kohlmann — Chief Information Officer Jill Connors - Economic Development Director Russ Stecklein - Operations Supervisor — Parking Division Anderson Sainci - Director of the Office of Shared Prosperity Justine Hull - Traffic Engineer Steve Sampson Brown - Project Manager Page 4of4 1 D6Q _ RIDE • PARK • WALK ROLL A LONG-TERM The Move DBQ plan will provide a long-term roadmap for how the City of Dubuque can ROADMAP implement and invest in new technologies and systems to improve parking access, efficiency, and overall user experience. Phase 1 Phase 2 Pha e 3 SCHEDULE & Online and in -person stakeholder engagement throughout all phases PHASES PHASE 1 RESULTS: CURRENT CONDITIONS ASSESSMENT & DISCOVERY 4 V Phase 1 included stakeholder engagement, a public survey, and a review of current conditions and operations. From that evaluation, the following V #151, OVER SURVEY STAKEHOLDEk themes and key takeaways have been identified. These will be explored and developed as the project progresses toward recommendations and RESPONSES MEETINGS implementation in the Summer 2023. PARKING SUPPLY & AVAILABILITY NEARLY 4,000 RAMP SPACES downtown, including the Port of Dubuque OVER 1,600 LOT SPACES downtown, many reserved permit spaces Most respondents acknowledge that there are usually always spaces available. Some acknowledge that they may not be in a convenient location, but they can be found with relative ease. PEAK UTILIZATION RATES DATA COLLECTION: SEPT. - DEC. 2022 Utilization is the percentage of parking spaces occupied by parked cars. Peak P< is the point of highest demand. Overall, approximately Overall, approximately 1 /4of downtown SURFACE LOT of downtown 1 3 PARKING RAMP spaces were utilized spaces were utilized at peak. at peak. Parking operations should be improved to boost economic development and downtown vibrancy. Numerous respondents report observing open spaces throughout the day and believe that technology should be used to increase access and oversell ramps. www.cityofdubuque.org/movedbq TECHNOLOGY Et PARKING PREFERENCES Current parking technology inhibits the City from managing off-street and on -street facilities in a more efficient manner in accordance with best practices. Current parking technology is functionally obsolete, leading to frequent customer service and maintenance issues. Most respondents report concerns with how the existing parking ramp technology functions and the challenges they've experienced using it. hMost respondentsprefer to walk from their parking facility to their place of employment COMFORT Fx SAFETY Survey respondents expressed safety as the most important item when thinking about parking downtown. The ability to move around downtown safely and comfortably on foot or bicycle is inhibited by a lack of dedicated and connected facilities. Stakeholders desire improved on -street and off-street parking technology for all types of users, with a focus on parking availability information. Most respondents believe there should be multiple ways to pay for parking. The most highly desired payment feature in a parking ramp or lot PAY))) downtown is the ability to pay for parking or extend a parking session using a mobile app. z ' 3 Most respondents ranked ease of finding parking as their most desired parking access feature. Several stakeholders expressed the need for enhanced EV charging infrastructure across the city. Respondents coming downtown of respondents would for ENTERTAINMENT consider WALKING 1 - 2 p BLOCKS FURTHER are willing to wall<further 69 �O if parking technology indicated from a parking facility to the location of readily their destination(s) available parking COMMUNICATION Stakeholders expressed the need for improved communication and wayfinding about short-term and long-term parking options, locations, and policies. Stakeholders expressed a need for enhanced branding and identity in the districts of downtown, and improvements to connectivity between districts. ECONOMIC DEVELOPMENT Et QUALITY OF LIFE ASSET MANAGEMENT The low utilization of downtown off-street parking is caused by a combination of relatively lower demand in certain areas, as well as aging equipment and current policies around parking management. ongoing maintenance and improvement expenses need to be incurred in the ramps to keep them in good working order. A convenient and equitable parking and mobility system is central to economic development and quality of life in Downtown Dubuque. An equitable parking rate structure is a concern among stakeholders; affordable and convenient on -street and off-street options need to be a focus moving forward. Diverse and convenient parking options that cater to the diverse groups downtown — small and large business owners, employees, entertainment users, and residents — are critical. Current parking operations are seen as an obstacle to residential growth and densification in Downtown Dubuque. There is an opportunity for the parking and mobility system to continue to be a catalyst of economic development and community vitality in Dubuque. www.cityofdubuque.org/movedbq