HomeMy WebLinkAboutSmarking-Park-Hub Analyze and Report Parking Data 2024 Memorandum
To: Honorable Mayor and Members of the City Council
CC: Members of Administration and Public Works Committee
From: Lukasz Tatara, Interim Parking Manager
CC: Michael Rivera, Interim Administrative Services Director, Leslie J.
Perez, Adminstrative Coordinator
Subject: Approval of a Sole Source One-Year Contract Renewal with
ParkHub/Smarking to Analyze and Report Parking Data
Date: March 11, 2024
Recommended Action:
Staff recommends the City Council authorize the City Manager to enter into a one-year
contract renewal with ParkHub/Smarking (255 North California Avenue, Chicago, IL 60612) in
the amount of $58,537.00 to continue analyzing and reporting parking data through their
Smarking Business Intelligence Platform. A sole-source contract requires a 2/3 vote of the
Councilmembers.
Funding Source:
Funding for this contract will be split across three Parking Systems Fund accounts - Church
Street Garage, Service Agreements/Contracts (Account 505.19.702.62509) with a FY 2024
budget of $60,000.00, Sherman Garage, Service Agreements/Contracts (Account No.
505.19.7036.62509) with a FY 2024 budget of $115,000.00, and Maple Garage, Service
Agreements/Contracts (Account 505.19.7037.62509) with a FY 2024 budget of $75,000.00
CARP:
Municipal Operations
Council Action:
For Action
Summary:
The City of Evanston owns three (3) parking garages in its downtown area. Many residents
and visitors state that there is limited parking downtown, specifically on-street parking. The
City garages are a great alternative as they offer a large capacity for long-term parking at
reduced rates. Signage listing the number of parking spaces available at the garages was
installed in the summer of 2020 to encourage more people to utilize the parking garages.
Doc ID: b78c15ec049b1e632875ba700ad03da8045bfe22
ParkHub provides city parking data management services for all city-owned parking assets
through its Smarking Business Intelligence Platform. ParkHub uses proprietary software and
coding to centralize large volumes of parking data and can manipulate the data to meet the
requirements of the City and staff. The ParkHub Smarking platform provides the City with
real-time and predictive analytics for occupancy, duration of stay, revenue, and demand
pattern breakdown by parking rates.
ParkHub works with current parking systems vendors (Skidata, Cale, CivicSmart, and
Passport) to access parking service data and provide real-time occupancy data on signage
and the City’s website. In addition to garage occupancy data, ParkHub provides on-street
parking data estimates with parking zones, giving community members the probability of
finding a parking space with any specific parking zone.
Attachments:
24.02.15 City of Evanston IL Task Order (1 year renewal)
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TASK ORDER
This task order (“Task Order”) dated as of the Effective Date, is entered into pursuant to, and shall be governed by, that
certain Master Agreement entered into by and between ParkHub, Inc. (“ParkHub”), and City of Evanston (“Customer”), (as amended
from time to time, the “Agreement”) the terms of which are incorporated herein. Capitalized terms used but not defined herein shall
have the meaning given them in the Agreement.
1. Task Order Term; Delivery Date.
a. Task Order Term. The initial term of this Task Order begins on the Services Delivery Date (as defined below) and
will continue through March 31, 2025. Thereafter, this Task Order will renew upon written agreement for up to two
(1) one-year periods beginning on March 31st of each year thereafter (the “Task Order Term”). The Deliverables
described in this Task Order will be provided at and for Customer’s parking operations located.
b. Service Delivery Date. The earlier of (i) April 1, 2024 (the “Anticipated Delivery Date”) or (ii) the date that the
Deliverables will first be made available for use by Customer. However, if this Task Order is not executed by March
1, 2024, then the Anticipated Delivery Date will be adjusted to be at least thirty (30) days following execution of this
Task Order.
c. Delayed Delivery.
i. Customer-Imposed Delay. Customer acknowledges that, upon execution of this Task Order, Products will
be implemented for Customer and ParkHub will begin implementing BI Application, assigning personnel,
and undertaking other preparatory tasks. Accordingly, Customer’s unwillingness or inability to receive the
Deliverables on the Service Delivery Date will not affect the Service Delivery Date, nor will it affect
Customer’s obligation to pay its invoice, which will be sent by ParkHub on the Service Delivery Date.
ii. ParkHub-Imposed Delay. If ParkHub is unable to provide Customer with the Deliverables by the Service
Delivery Date, then both the Term and the period covered by the initial invoice will be automatically
adjusted accordingly (e.g., a 1-month delay would extend the Term and the beginning of the initial invoice
period by 1-month).
2. Products. During the Task Order Term, ParkHub will provide the following Products to Customer to the extent the
corresponding Signature Page provides that such Products are being made available pursuant to this Task Order.
a. Business Intelligence. ParkHub will provide Customer with access to the parking management business
intelligence analytics and reporting platform and applications (“BI Application”). The BI Application provides
reporting output generated by or displayed to Customer’s users (“Analytics”).
i. Customer will supply to ParkHub, on a timely basis, all information, material and assistance reasonably
necessary for ParkHub to provide the BI Application and related Implementation Services, including but
not limited to: (i) applicable customer data; (ii) current user lists; (iii) business rules or other parameters
required for configuration of the BI Application; (iv) review of sample Analytics or other materials submitted
by ParkHub during initial implementation and configuration; and (v) such additional information, material
and assistance as ParkHub may reasonably request.
ii. To the extent that ParkHub Data is licensed to Customer with the subscription as noted in the Task Order,
ParkHub grants Customer a limited, non-exclusive license to use such ParkHub Data as ParkHub makes
available to Customer through the BI Application solely as necessary to view Analytics displayed through
the BI Application during the applicable term of this Task Order and solely for the Customer internal
business purposes. “ParkHub Data” means all of ParkHub’s and its licensors’ data used by ParkHub to
deliver the BI Application to Customer or to generate Analytics, and Derived Data. “Customer Data” means
the electronic data, content, files, or information that is supplied by Customer or third parties acting on
Customer’s behalf, but excluding any ParkHub Data.
iii. Customer acknowledges and agrees that: (i) Customer may not directly access ParkHub’s or its data
licensors’ databases that host or maintain ParkHub Data or to extract any ParkHub Data from such
databases; (ii) ParkHub Data may be combined with Customer Data for purposes of creating Analytics
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and/or displaying results based on the applicable features, functions and/or configurations of the BI
Application; (iii) ParkHub Data may not be reproduced, distributed, resold, sublicensed to third parties in
whole or in part by Customer or Users, provided that the foregoing shall not limit Customer’s right to
display ParkHub Data to the extent set forth in the applicable Task Order as agreed to with ParkHub; (iv)
ParkHub Data may not be used independently of the BI Application, and any Analytics that display the
ParkHub Data may only be used for Customer’s lawful business purpose; (v) ParkHub may change data
suppliers for any ParkHub Data; and (vi) Customer shall only use ParkHub Data in compliance with all
applicable federal, state and local laws and regulations applicable to Customer.
iv. ParkHub monitors all use of the BI Application for security and operational purposes (“Product Usage
Information”), and may aggregate and/or analyze Customer Data alone or in combination with ParkHub
Data or data from other sources via the application of advanced manipulations and analytics developed or
licensed by ParkHub or combinations thereof, that result in the derivation of new and/or enhanced data
pertaining to the parking industry (“Enhanced Data”). Enhanced Data shall not be a mere copy of the
Customer Data, but portions of Customer Data may be incorporated therein, and to such extent are
licensed to ParkHub on a perpetual, royalty-free, and worldwide basis solely for use together with and as
part of the Enhanced Data and not for standalone use. Enhanced Data is owned by ParkHub and may be
used by ParkHub for ParkHub’s legitimate business purposes without royalty or other compensation to
Customer.
3. Services. During the Term, ParkHub will provide the following Services to Customer to the extent the corresponding
Signature Page provides that such Services are being provided pursuant to this Task Order:
a. Training: ParkHub shall provide up to 10 hours of training on the Product for employees or contractors of Customer;
this training will occur remotely and at no cost to the Customer. If Customer prefers that ParkHub provide in-person
training of employees or contractors of Customer on Customer premises, Customer may be responsible for an
hourly rate plus travel expenses.
b. Maintenance support and upgrades
i. ParkHub will provide a helpdesk and technical support representatives to serve as an initial point of contact
to resolve basic technical support issues related to the Deliverables. Customer will receive a response
within 24 hours. ParkHub’s support hotline is (214) 935-9098.
ii. The cost of any support or software upgrades required to the Products, in ParkHub’s sole discretion, is
included in the consideration described herein. Any support unrelated to the Deliverables will be provided
at a rate of $150/hour. For illustration purposes, Customer inquiries related to hardware or infrastructure
not within ParkHub’s control (e.g., Customer’s office equipment) will be subject to the aforementioned
$150/hour fee.
4. Summary and Billing.
a. Billing. ParkHub will bill Customer for the Products, Services, and Integration Fees (as applicable) as provided
below. Customer’s invoices may, where applicable, include variable or usage-based fees (e.g., transactional fees) in
addition to the below-described recurring fees. Customer will be invoiced for any additional transactional fees on a
quarterly basis (i.e., within 30 days following the end of the last month in the quarter in which the transactions
occurred).
b. invoicing. ParkHub will invoice Customer for the Products, Services and Integration Fees described herein on an
annual basis, with the initial invoice being sent upon Service Delivery Date. For the avoidance of doubt, any one-
time fees will be invoiced as part of the initial invoice.
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Product Invoice Date Annual Fee Discount Total Fee
Business Intelligence 4/01/2024 $58,537 $0 $58,537
TOTAL $58,537 $0 $58,537
c. Expenses. Notwithstanding the below-listed invoice amounts, Customer will remain responsible for reimbursing
ParkHub for all reasonable and documented expenses incurred by ParkHub (a) with Customer’s prior approval or
(b) incurred in the ordinary course of managing Customer’s parking operations (e.g., Tickets.com monthly charges).
In each case, expenses will be passed through to Customer without any upcharge.
BUSINESS INTELLIGENCE APPLICATION: The following terms and fee structure shall apply to the BI Application:
1. Additional Locations or data sources may be added at a later date. “Location” means each individual parking
facility under management or operation by Customer, identified by a unique location ID or physical address.
Locations or data sources added during an active subscription term shall be pro-rated based on the remaining
months of the then-current subscription term and shall thereafter renew and be invoiced annually in full, in
advance, and concurrently with annual renewals for all other then-existing Locations. Each added Location or
data source requires payment of an associated Implementation Fee for each such added Location.
2. All the above fees will be invoiced at Task Order execution and are due net 30 upon receipt of invoice.
3. This Order Form incorporates the terms and conditions of the Smarking Master Subscription Agreement. No
change or modification to this Order Form shall be effective or binding except as expressly set forth in a written
agreement signed by both parties.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed by their duly authorized representatives effective on
the Effective Date.
ParkHub: Customer:
ParkHub, Inc. City of Evanston
_________________________________ _______________________________________
Name: Name:
Title: Title:
Date: Date:
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Luke Stowe
City Manager
Approved as to form:
Brian George
Acting Corporation Counsel
03 / 27 / 2024
Doc ID: b78c15ec049b1e632875ba700ad03da8045bfe22
Contract Renewal with ParkHub/Smarking to Analyze and Report...
Approval_of_One-Y..._Parking_Data.pdf
b78c15ec049b1e632875ba700ad03da8045bfe22
MM / DD / YYYY
Signed
03 / 27 / 2024
10:23:58 UTC-5
Sent for signature to Brian George
(bgeorge@cityofevanston.org) and Luke Stowe
(lstowe@cityofevanston.org) from lthomas@cityofevanston.org
IP: 66.158.65.76
03 / 27 / 2024
10:37:05 UTC-5
Viewed by Brian George (bgeorge@cityofevanston.org)
IP: 24.13.109.77
03 / 27 / 2024
10:37:25 UTC-5
Signed by Brian George (bgeorge@cityofevanston.org)
IP: 24.13.109.77
03 / 27 / 2024
13:31:03 UTC-5
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 66.158.65.76
03 / 27 / 2024
13:31:28 UTC-5
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 66.158.65.76
The document has been completed.03 / 27 / 2024
13:31:28 UTC-5