Parking Enforce. Handheld Units
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MEMORANDUM
June 13, 2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Parking Enforcement Handheld Units
The Parking Department has recently been experiencing an increase in problems with
the handheld units used to issue parking tickets. These handhelds can no longer
function properly due to the amount of information that is required to be stored in them
due to the courtesy ticket program. The new models of handhelds have several times
more memory than the current handhelds and have an improved operating system. The
new handhelds also allow digital imagery of violations. Digital photos could be taken of
certain tickets, such as crosswalk or fire lane violations, that tend to be more frequently
disputed.
Parking System Supervisor Tim Horsfield recommends City Council approval to replace
five handheld parking enforcement units at a cost of $29,780. This was not a budgeted
item, so the funding source will be the available funds in the Municipal Parking Lot
Maintenance Capital Improvement Project.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
(Vlkl ~;J/~~
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Tim Horsfield, Parking System Supervisor
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MEMORANDUM
June 6, 2006
To:
From:
Michael C. Van Milligen
City Manager
Tim Horsfield ~,~ / /
Parking System Supervisor 7 dt'-Yf
Parking Enforcement Handheld Units
Subject:
Introduction
This memo is intended to provide you with information regarding the replacement of the
parking enforcement handheld units.
Backaround
Three years ago, the Parking Division replaced the parking enforcement software with a
system supplied by AIMS-EDC. At that time, it was discovered that the "courtesy
parking ticket program" was not functioning as the City Council had intended. Due to
this discovery, an RFP was developed and submittals were received with the
recommendation made and eventual purchase of this system.
At that time, we also were required, as a matter of software compatibility, to purchase
ticket issuing handheld units. We purchased six units at that time, which four of them
were for use in the Parking Division, one for the Dubuque Municipal Airport and one for
the Dubuque Police Department. The Airport and Parking Division continue to use the
purchased handhelds; however, the Police Department has not used their handheld for
some time.
We have recently been experiencing an increase in problematic issues with the
handheld units. Information Services has been working with AIMS-EDC on an
increasing basis and have discovered that the current handhelds can no longer function
properly due to the amount of information that is required to be stored in them due to
the courtesy ticket program. We have simply outgrown the available data storage in
each of the handhelds as the courtesy data field continues to grow on a daily basis. At
the current time, approximately 30% of the tickets we issue are courtesy tickets.
Discussion
I have spoken with staff from Information Services at length regarding the status of the
current handhelds and database. They are in concurrence with AIMS-EDC staff that
has indicated this is a serious matter when we begin to see issues relative to memory
on the handhelds.
Parking Enforcement Handheld Units
June 6, 2006
Page II
There is also some concern that due to the restricted memory on the handhelds, we
could begin to see problems appear in the other data base areas of the program. In
conjunction, we have also begun to see regular "hang-ups or lockups" in the system
when we are doing uploads and downloads of information. (This is done twice per day,
at the beginning and end of each shift.)
The new models of handhelds have several times more memory than the current
handhelds and have an improved operating system installed, thus alleviating our current
problems. In addition, new technology installed on the handhelds now provides for
digital imagery of violations. This will not print the photo of the violation on the actual
ticket, but will download the photo to the file on the computer which will be viewable for
appeals in certain cases. Digital photos of course would not be taken of all tickets, but
only of certain tickets such as crosswalk or fire lane violations that tend to be more
frequently disputed.
I have received a price quote from EDC-AIMS for replacement of five handheld units.
They are providing a trade-in value for our old handhelds and a return value on the old
software to operate those handhelds. With replacement of the handheld units only, and
not the whole system, AIMS-EDC is of course the only provider available for
replacement. . Estimated replacement costs of the entire system would easily be in
excess of $1 00,000.00. I have provided Information Services with all of the
specifications and other information provided by the vendor regarding the replacement
along with all of the price proposal information, and Information Services Director Chris
Kohlman has provided me with positive feedback regarding the proposal, and does
recommend the replacement at this time due to developing problems.
The proposed cost for the replacement is $29,780.00 for five handhelds. (Not replacing
the police handheld.) Due to this being an unexpected and unpredictable issue,
replacement is not funded in either the FY06 or FY07 Parking Division budget. After
discussing this matter with Budget Director Dawn Lang, the recommended funding
source for this purchase is usage of funds in the Municipal Parking Lot Maintenance
Capital Improvement Project. (CIP #730-1380) There was a carryover balance from
FY05 of $33,000.00 and with the FY06 contribution; there is a current balance of
$66,000.00. With the upcoming FY 07 contribution of $33,000.00 into this CIP, there
will remain a sufficient reserve to perform any anticipated maintenance work.
Action Reauested
It is requested that you review the information provided and approve the purchase of the
handhelds or provide other direction as you see appropriate. I would surely provide
any additional information you would find necessary in making your decision.
Thank You.
cc: David Heiar, Economic Development Director
Dawn Lang, Budget Director
Tim Horsfield - Dubuque Ticketer 3000 Digital Trade-Up 051106.pdf
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Electronic Data Collection Corporation
13 Dwight Park Driva, Syracuse, NY 13209
800-886-$316 . www.adc...im.com.sales~...im.com
Quotation for Tickete r 3000 Digita I Upgrade: City of Dubuque
May 11, 2006
5
1
1
1
Desc Ii ion
AIMS Ticketer 3000 Ensemble'
AIS Di ita I Communic ation Soflware
Credit Trade-in 5 Ticketer 500 Ensembles
Credit Existin AIS Communicaton Soflware
Unit Extended
$4500.00 $22500.00
10000.00
2500.00
2500.00
Total: $27,600.00
'Includes: handheld with integrated thermal printer, color touch screen,
communicaton/ch arging cradle, 512 MB remo vable SO card, main and backup lithium
ion batteries, cables, stylus.
300
3
1
1
5
Parking Tickets
Unit Extended
6.00 1,800.00
110.00 330.00
150.00
Total: $2,280.00
Annual Support and Maintenance:
AIS Soflware Su ort
Ticketer Maintenanc e
after 1st ear V\larran
2 000.00
500.00 2,500.00
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