Purpose

To
recommend to full Council (meeting date tbc)
 
1.      
To approve the procurement
and expenditure necessary to acquire replacement Pay on Foot
parking equipment; and
 
2.      
To approve the procurement
and expenditure necessary to acquire replacement Pay and Display
parking payment equipment in collaboration with Waverley Borough
Council.

Content

Decision:
That Executive recommended to
the Extraordinary Full Council meeting on 13 August 2024 that
Council:

1.      
Approve funding up to £650k from the capital
car park maintenance reserve budget to fund a replacement barrier
pay on foot (PoF) car park payment system.

2.      
Approve funding up to £250k from the capital
car park maintenance reserve budget to fund a replacement/upgrade
to the pay and display (P&D) car park payment
equipment.

3.      
Authorise the Assistant Director, Commercial
Services, in consultation with the Joint Strategic Director,
Finance, to take any action in relation to the procurement and
letting of contracts in respect to the P&D equipment, this
could be undertaken as a joint procurement by GBC and WBC to obtain
best value for both councils.

4.      
Authorise the Assistant Director, Commercial
Services, in consultation with the Joint Strategic Director,
Finance, to take any action in relation to the procurement and
letting of contracts to replace the PoF equipment, which could be
combined with the P&D procurement to enable suppliers that
offer both systems to bid and maximise the procurement opportunity
for the Council.
Reason(s):
Reason(s) for Recommendation:

1.      
The existing PoF car park payment equipment was 13
years old and maintenance, upkeep and the availability of spares
was becoming increasingly problematic. Replacement equipment would
allow for the introduction of a modern, ticketless, automatic
number plate recognition (ANPR) system providing an improved
service to customers, greater opportunities to future-proof payment
provision and offer flexibility to maximise income generation,
better business intelligence and reduced maintenance
issues.

2.      
Most of the existing P&D car park payment
equipment was around 10 years old. Although maintenance, upkeep and
the availability of spares were not currently problematic, over the
course of the next few years, this was likely to become more of an
issue. More importantly, the replacement / upgrade would expand the
availability of contactless technology across all pay and display
car parks, providing an improved range of payment options / service
for customers, the ability to introduce ticketless parking and
provide greater opportunities to future-proof payment provision and
offer flexibility to maximise income generation and reduced
maintenance issues.

3.      
A joint procurement by GBC and WBC for the P&D
equipment would help derive best value through economies of scale
and further increase alignment of the equipment and systems that
the two organisations use. Recently GBC and WBC had adopted the
same handheld enforcement devices, back-office penalty, and permit
processing software and both Councils had recently taken the
decision for GBC to perform enforcement duties in WBC’s
off-street car parks. Combining the P&D and PoF procurements,
allowing suppliers that offer both systems to bid, could help
derive further savings even if their respective implementations
follow slightly different timelines.
Other options considered and rejected by the
Executive:
Do nothing or do only some of the
recommendations.
Details of any conflict of interest declared by
the Leader or lead councillors and any dispensation
granted:
None.