HomeMy WebLinkAboutItem 7b. Downtown Parking Program Technology Road Map Item 7b
Department: Public Works
Cost Center: 5101
For Agenda of: 11/12/2024
Placement: Business
Estimated Time: 60 minutes
FROM: Matt Horn, Public Works Director
Prepared By: Donna King, Parking Program Manager
Jennifer Rice, Mobility Services Director
SUBJECT: DOWNTOWN PARKING TECHNOLOGY ROADMAP REPORT
RECOMMENDATION
1. Receive and file Downtown Parking Technology Roadmap; and
2. Adopt a Draft Resolution entitled, “A Resolution of the City Council of the City of San
Luis Obispo, California, to designate Flash Parking, Inc. as the standard vendor for
the Gated Parking Access and Revenue Control System in City of San Luis Obispo
owned and operated parking garages”; and
3. Appropriate $1,200,000 from Parking Fund Unreserved Fund Balance for purchase of
Flash equipment, installation and ongoing support services; and
4. Approve and authorize staff to advertise a Request for Proposals (RFP) for multi-
space pay stations, authorize the City Manager to execute a contract with selected
vendor, and appropriate $600,000 from Parking Fund Unreserved Fund Balance for
the purchase and installation of the multi-space pay stations with the vendor; and
5. Approve surplus of existing multi-space pay station once removed; and
6. Authorize the City Manager to extend mobile payment application contracts up to 5
years based on ongoing performance with PayByPhone; and
7. Authorize the City Manager to execute a one-year contract with automatic annual
extensions for a maximum of five years with the selected Citation and Permit
Management System vendor; and
8. Appropriate $100,000 from Parking Fund Unreserved Fund Balance for design of
garage security fencing for existing garages, utilizing the materials selected for the
Cultural Arts District Parking Garage.
POLICY CONTEXT
Section 4.141 of the General Plan’s Land Use Element (LUE) addresses parking for the
Downtown area. The policy states that the City must ensure there is a diversity of parking
opportunities and any major increases in parking supply should take the form of structures
located on the perimeter of the commercial core.
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Section 13.1.2 of the General Plan’s Circulation Element (CE) states that the City shall
manage curb parking downtown to encourage short-term use and that parking programs
shall be financially self‐supporting.
Economic Resiliency, Cultural Diversity, and Fiscal Sustainability is a Major City Goal as
identified in the adopted 2023-25 Financial Plan. Parking Services plays a critical role in
fostering a vibrant local economy by effectively managing parking demand and access to
Downtown. The Parking Fund must also maintain fiscally responsible and sustainable
operations as indicated in the General Plan CE Section 13.1.2.
Section 3.24.060(D) of the Municipal Code states that procedures may be dispensed with,
at the discretion and judgment of the purchasing authority as to the best interests of the
city when supplies or equipment have been uniformly adopted in the city or otherwise
standardized.
On May 17, 2022, Council approved a Purchasing Policy Update to the Financial
Management Manual that required Council approval for Public Projects that cost over
$200,000. Section 202A of the Financial Management Manual – “Purchasing Types and
Authority Thresholds” requires approvals by City Council when purchases cumulatively
total $200,000 or more.
Because the expected amount for purchasing in this report exceeds $200,000, staff is
requesting authorization from Council to release requests for proposals and appropriate
funding for recommended technology upgrades. This will provide staff the authority to
implement the technology upgrades.
REPORT-IN-BRIEF
Council adopted comprehensive rate reductions as the result of a parking rate study
completed in May of 2024. As part of the Council action in May of 2024, Council directed
staff to complete a technology study based on community feedback to simplify the parking
program and improve the user experience in Downtown San Luis Obispo. The City
contracted with Dixon Resources Unlimited to complete a technology roadmap report that
evaluated the parking technology, and operating systems currently utilized in San Luis
Obispo and provide recommendations for changes to the technology.
Based on the Downtown Parking Technology Roadmap (“Technology Roadmap”) report
provided by Dixon Resources Unlimited, staff is recommending an update to technology
in the garages to include consistent gated systems, license plate recognition systems,
and updated security features. In addition, staff is recommending updates to technology
on-street to include a single mobile payment application and updated pay stations. Staff
is also recommending technology changes to software systems that include updated
citation management and permit management systems. The fiscal impacts of staff’s
recommendations will be approximately $1.9 million and is expected to be funded by
interest revenue from the Cultural Arts District Parking Structure bond funds.
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DISCUSSION
Background
In January 2024 the City contracted with Dixon Resources Unlimited (Dixon) to complete
a comprehensive rate study for all parking rates in San Luis Obispo. A draft of the report
along with recommendations from Dixon and city staff was presented to City Cou ncil in
May 2024. At that meeting, Council adopted a resolution and introduced a first reading of
an ordinance to reduce parking rates in downtown SLO. Council also directed staff to
reduce to one mobile parking payment application, implement consistent ga ted systems
in all garages, and update the parking signs to improve the user experience.
Council’s direction to improve the parking technology was based on community feedback
that parking in Downtown SLO is confusing. The offering of multiple mobile park ing
payment applications causes confusing signage with too many options for customers that
are not clearly communicated. In addition, staff has struggled with the integration and
management of the multiple apps. The gateless garage solution implemented at 842 Palm
and planned to be implemented in the other garages has caused additional community
confusion and frustration. Visitors to the gateless garage have expressed dissatisfaction
with the system that requires pre-payment for parking based on how long they will be
parked. Feedback provided during the rate study shows that users prefer a pay -on-exit
approach. Council’s direction to implement consistent gated solutions across all garages
will offer the pay-on-exit approach and eliminate the confusion of ope rating different
technologies in different garages. Based on Council recommendations and community
feedback during the rate study, staff worked with Dixon to complete a review of all parking
related technology and completion of a Technology Roadmap.
Parking Technology Roadmap
The Technology Roadmap evaluates the parking technology and operating systems
currently utilized in downtown San Luis Obispo. The Technology Roadmap is a living
document that summarizes what has been accomplished so far as it relates to the City’s
parking program following the Parking Rate Study and the City Council meeting in May
2024, and aims to act as a resource guide for the City to achieve a cohesive parking
system that can be managed effectively by City staff. This report ident ifies the current
challenges in the parking program as well as opportunities for improvements that address
the different parking technologies, the accompanying processes, and organizational
needs for the City’s parking program. The roadmap takes a comprehe nsive approach by
examining each component both individually and as it relates to the whole system, aiming
to connect the dots and show how the parking program can evolve to be one that is easy,
convenient, and accessible for residents and visitors alike.
The recommended technological upgrades and parking operations improvements are
designed to improve the overall parking experience for residents and visitors of San Luis
Obispo and optimize internal operations.
The Technology Roadmap assesses the following elements in the City’s parking program:
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Parking Access Revenue
Control Systems (PARCS)
Pay Stations
Single-Space Meters
Mobile Payment Applications
Citation Management Systems
Permit Management Systems
License Plate Recognition (LPR)
Data Integration
Signage
Electric Vehicle Chargers
(EVCs)
The following table includes the recommendations from the report:
Table 1: Parking Technology Recommendations
Section Recommendations
PARCS
Near-term:
The City should work with the selected PARCS vendor to
prioritize reverting the 842 Palm Street garage from a gateless
to a gated solution.
Long-term:
The City should install the same PARCS technology at the
other parking facilities to ensure consistency in the paid
parking system.
Pay Stations
Near-term:
The City should terminate their pay station contract with IPS
and release an RFP for a new pay station vendor.
Long-term:
The City should consider re-evaluating pay station placements
as the City starts to phase out single-space meters and install
more pay stations in the Downtown area.
Single-space Meters
Mid-term:
The City should phase out all single-space meters out of the
Downtown area once a pay station provider is selected
through an RFP process to reach an infrastructure-lite
program.
Revenue Collection
and Reconciliation
Near-term:
The City should establish process, procedure, and
performance standards with the vendor and internally between
Parking Division and Finance Department staff to ensure City
policies are followed accordingly for revenue collection and
reconciliation processes.
Mid-term:
The City should conduct a comprehensive assessment to re-
evaluate the current operating procedures for revenue
collection and reconciliation,
Mobile Payment
Applications
Near-term:
The City should select the single mobile payment application
vendor to be used for the parking program.
Mid-term:
The City should work with the mobile payment vendor to set
up integrations with the pay station provider to allow parking
session extensions via mobile app.
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Section Recommendations
Validations
Near-term:
While the garage is gateless, the City could consider working
with the mobile payment vendor to introduce validation codes
for use by jurors in the mobile app.
The City may need to continue using physical passes to
accommodate jurors that do not have a mobile device.
Mid-term:
The City should work with the selected PARCS and mobile
payment application vendor to set up a fully digitized system
for managing and issuing parking validations that allows for
both City and business-managed permits.
The City should work with the PARCS provider to establish a
validation system for juror parking.
LPR
Near-term:
The City should replace the existing LPR system at 842 Palm
Street with the LPR solution provided by the new PARCS
provider to allow for a fully integrated off-street parking system.
Mid-term:
The City should install the same LPR solution at the other
parking garages to ensure a consistent design throughout the
off-street facilities.
Long-term:
The City should pursue an LPR system that allows for cloud-
based storage in order to provide flexibility for data storage,
retention, and sharing capabilities.
Digital Parking
Occupancy Signs
Mid-term:
Upon installation of the new PARCS technology, the City
should work with the selected PARCS vendor to set up an
integration with the existing digital parking occupancy signs to
populate real-time occupancy counts.
Data Collection and
Analysis
Near-term:
The City should regularly collect LPR data using the mobile
LPR during parking enforcement for parking utilization
analysis.
Mid-term:
The City should do quarterly reports of the LPR data collected
during parking enforcement to help inform data-driven
decisions for any parking program adjustments.
Citation
Management System
Near-term:
The City should terminate their citation management contract
with IPS.
Release an RFP for a citation and permit management system
vendor.
Long-term:
The City should consider expanding its parking enforcement
staffing so that enforcement of the residential parking permit
districts can unite under the Parking Division instead of under
the SNAP program in the Police Department.
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Section Recommendations
Permit Management
System
Near-term:
The City should terminate their permit management contract
with IPS.
Release an RFP for a citation and permit management system
vendor.
Long-term:
The City should digitize the residential parking permits to allow
for plate-based enforcement utilizing LPR technology and a
digitally managed permit program.
Signage
Near-term:
The City should update paid parking signage to reflect the
single mobile payment vendor selected from the RFP process.
The City should post additional signage at 842 Palm Street in
the interim to help communicate to users on how to properly
pay for parking.
Mid-term:
The City should update all downtown and residential signage
to be compliant with MUTCD standards and to accurately
reflect business rules relating to paid parking, time limits, and
residential parking restrictions.
The City should establish a list of standards for all signage to
create a more cohesive, welcoming, and visually appealing
streetscape.
In line with City Council’s direction and the desires of the community to see strategic
actions in an efficient and quick manner, this report includes updates on recent actions
as well as specific staff recommendations to move forward on some of these
recommendations immediately. The Downtown Parking Technology Roadmap Report
prepared by Dixon is included as Attachment A.
PARCS (Parking Access and Revenue Control Systems) for Garages
At the May 14, 2024, City Council meeting, the Council directed staff to t ransition to a
consistent gated system for all structures.
Downtown San Luis Obispo currently has three parking garages (842 Palm, 919 Palm,
871 Marsh) and one garage under construction (Cultural Arts District Parking Structure -
CADPS). The existing garages use two different PARCS, with a third system planned to
be implemented in the CADPS. This inconsistency between garage systems has been
challenging to the community. Additionally, it creates inconsistencies in garage
management, payment enforcement, and staff operations.
The garage located at 842 Palm Street is a gateless system where patrons park and then
either walk to a pay-on-foot station or use a mobile payment application to pre-pay for
their parking time. Since installation, community members and visitors have expressed
that this system is confusing. The remaining two existing structures (919 Palm and 871
Marsh Street) have outdated gated systems that lead to long queuing lines a t entry and
exit locations, lack of automated validation systems, and costly repairs and maintenance
due to the system no longer being covered by warranty.
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A third system, a gated system provided by the vendor Flash, is planned for installation
at CADPS. As a publicly bid project, Swinerton Builders was awarded the CADPS
construction contract in September 2023 for having the lowest responsible bid, consistent
with Public Contract Code. Prior to the Council’s direction to switch all parking garages to
a consistent gated system, and before it was known that a gated system would be
required in CADPS, Swinerton had placed a deposit with the vendor Flash for a gateless
PARCS system, as it met the original contract specifications. As construction of the
structure of CADPS had already begun, staff acted quickly in response to Council
direction to avoid delays and cost overruns. The City’s contracted design team quickly
issued a change order for the installation of the necessary conduit and loops for a future
gated system, while City staff worked to prepare and finalize specifications for a gated
PARCS system. Staff met with key stakeholder groups (Downtown SLO and the Parking
Steering Committee) to identify the community’s desires for a consistent gated solution.
Dixon assisted staff with drafting the specifications for a gated PARCS system based on
the received stakeholder feedback. Additionally, Dixon scheduled virtual vendor
demonstrations for staff to evaluate and consider different system features. Staff further
researched various gated PARCS systems by attending the trade show at the
International Parking & Mobility Association Conference in June 2024. Through this effort,
staff finalized the specifications for a new gated PARCS system, that were then provided
to Swinerton as part of a contract change order.1
Swinerton’s original subcontract with Flash (for a gateless system) included a non-
refundable deposit. This created a financial incentive for Swinerton to explore whether
Flash could meet the new gated specifications. This was also the most cost effective and
efficient solution for the City, as a change in vendor could have resulted in a greater
increase in costs, which would have been borne by the City, and overall delays to the
project. Ultimately, Swinerton submitted Flash’s gated system for City review. City staff
reviewed and determined that the Flash gated system met the required specifications,
and subsequently approved the submitted system.
In September 2024, representatives from Flash presented to key stakeholder groups in
San Luis Obispo, including internal operational staff, the Parking Steering Committee,
and Downtown SLO Parking Task Force. Internal staff are looking forward to the flexibility
of Flash equipment to use parts that can be purchased from general hardware stores.
They also liked the usability of the operating system to be managed on -site or remotely.
The other stakeholders were pleased that Flash was able to accommodate all the
community's requests, and are looking forward to the business validation, reservations,
free-flow access, and unique mapping features with Google Maps and Waze offered by
Flash Parking.
1 The City Council has authorized the City Engineer to execute change orders for CADPS if the change
order is within the available project budget, as this change is. This allows for prompt decision -making and
project adjustments without exceeding financial l imits. This ensures the project remains on track while
addressing the costs incurred from the system change, all within the framework of the existing contract.
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Council action on May 14th directed staff to “transition to a consistent pay-at-exit gated
system in all structures.” To ensure uniformity and improve the user experience, staff
recommends that the Flash gated system be implemented across all City owned and
operated parking garages.
Flash’s system has specific features that make it unlikely that another vendor could
replicate a seamless experience for both users (downtown visitors and parkers) and staff
managing the system. By standardizing with Flash, the City can provide a cohesive and
user-friendly parking experience while streamlining management and operational
efficiency across all garages. If there are different vendor systems installed in each
garage, the user experience and the management, maintenance, and required equipment
and vendor specific materials required for repairs would be different for each. This is
consistent with recommendations within the Technology Roadmap Report that “the City
should install the same PARCS technology at the other pa rking facilities to ensure
consistency in the paid parking system.”
Community stakeholders and Council requested various features of a gated system to be
consistent, including:
Digital monthly permits
Business validation
Payment by app/QR code2/on-foot pay stations
License plate recognition to allow gate arms to open or close for permit holders or
pre-payment
Currently, structure permit holders must utilize two different permit systems in order to
access the three existing garages, due to the City having two different vendors operating
in different existing structures. The different permit systems have unique access
instructions for the garages depending on vendor. This is confusing for permit holders
and difficult for staff to manage. Additionally, the different vendors offer different payment
methods (prox cards, apps) as well as different pay stations with different steps to process
a parking transaction. This has been confusing to the community and visitors and is
difficult to communicate.
Each PARCS systems uses different and system-specific equipment which requires the
City to have different and more materials on hand to address emergent repair needs. If
there are separate vendors for each garage, staff will need to order and store different
parts and supplies for each garage system. Each parking technology system requires
separate training and management for staff. Having separate systems at each garage
requires added staff training and work hours to learn how to correctly operate and repair
each unique system. With limited funds, storage, and staff, managing different hardware
in each garage is not feasible.
2 Although QR codes on signs are generally not recommended, QR codes can be used in gated garages if
the signs are large and placed up high out of reach of pedestrians.
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Additionally, Flash is the only vendor that integrates with both Google and Waze mapping
solutions and allows parkers to reserve parking spaces on the Google and Waze apps.
This will be an added convenience for visitors from out of the area to locate and purchase
parking while on the way to Downtown SLO. If there are separate vendors, only the Flash
operated garage (CADPS) will be visible on the Google and Waze maps.
Finally, Flash is the only vendor that provides a cloud-based system that can process
transactions offline while remaining Payment Card Industry (PCI) compliant. This is a
necessary tool for the City. Under the existing HUB system, if connection is lost, the
system is not able to accept credit card payments. Flash uses non-proprietary hardware,
which means that when issues arise, staff will be able to purchase parts locally without
additional charges from Flash.
To meet Council’s direction for a consistent gated system at the parking garages, staff
recommends that Council approve a resolution establishing Flash as the standardized
system that will be installed in the Cultural Arts District Parking Garage and for all City
owned and operated parking garages (Attachment B).
As the standard system, staff is also recommending that the resolution include
authorization of sole source purchases of gated parking systems, including installation
and ongoing services, from Flash for each of the three existing garages pursuant to San
Luis Obispo Municipal Code section 3.24.060(D.) In order to comply with the product
warranty, Flash requires that their staff install their equipment. Other minor infrastructure,
such as conduit and electrical work, is not required to be done by Flash, so these
elements will be bid separately per City Purchasing Policy. It is estimated that completion
of installation and implementation of the Flash Parking Systems will be in early 2026 at
that same time that the Cultural Arts District Parking Garage will be completed.
Multi-Space Pay Stations
The City currently has 64 IPS pay stations installed on-street and in parking lots. Of those
pay stations, 57 are MS1 model and 7 are MS3 model. The MS1 models are
approximately 4 years old and are no longer sold by IPS. IPS continues to support the
MS1 model but is converting any future sales and operations to the MS3 model. The MS1
pay stations are no longer covered by warranty and all parts and repairs are an additional
cost.
The City has purchased 27 MS3 pay stations to date. The first installation of MS3 pay
stations occurred in June of 2023. Since that time, the MS3 pay stations have not
operated correctly, despite City staff’s diligent reporting and follow up with IPS to correct
these issues. In March 2024, all but 7 of the MS3 pay stations were removed from the
street. There are 5 MS3 pay stations in the 842 Palm garage being utilized as pay on foot
stations. Staff continues to report communication issues with the remaining 7 on-street
pay stations and the 5 garage pay stations. There are currently 1 5 MS3 pay stations in
storage not being used.
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Due to the ongoing performance issues, staff has initiated the return of all MS3 pay
stations to IPS. A new vendor will need to be selected to replace the aging MS1 pay
stations, the returned MS3 pay stations, and additional pay stations for the planned
replacement of single space meters. The estimated cost to replace the 64 existing pay
stations on-street and in parking lots is approximately $600,000. Staff recommends
Council approve funding for the replacement pay stations and approval to surplus the
existing MS1 pay stations. Any refunds received through the return of MS3 pay stations
will be returned to the Parking Fund to offset the cost of the replacement pay stations.
The draft request for proposals for the new pay stations is included as Attachment C.
One of the strategies of the Access and Parking Management Plan is to use technology
and wayfinding to improve the parking experience. In line with the strategy, it is planned
to continue to replace single space meters with multi-space pay stations. Replacing the
single space meters with multi-space pay stations will promote an infrastructure lite
parking program 3and minimize operational costs. The City currently has a lease
agreement with IPS to lease single space meters for $1 per meter per month plus a
software fee of $8.75 per meter per month. The City currently leases 720 meters with a
total cost of approximately $7,020 per month ($84,240 annually).
On average, 5-10 single space meters can be replaced with 1 pay station. Pay stations
are approximately $8,000 - $10,000 each and have an estimated lifespan of 7-10 years.
The replacement of single space meters with pay stations is expected to offer a cost
savings of approximately $30,000 annually in service charges. In addition, there will be
significant savings of staff time and maintenance costs with th e reduction of equipment
from approximately 720 singe space meters to 90 pay stations. A vendor will be selected
for the multi-space pay stations to replace the 64 existing pay stations if Council approves
the release of the request for proposals. Staff plans to continue expansion efforts to
replace the single-space meters with multi-space pay stations in a phased approach.
Funding for the single-space meter conversion will be included for Council’s consideration
with the 2025-27 Financial Plan with an estimated total cost of $1,000,000. It is expected
that the cost savings from the conversion from single-space meters to multi-space pay
stations along with continued bond interest from the Cultural Arts District garage will cover
the costs of the conversion f rom single-space meters to multi-space pay stations.
Mobile Parking Payment Application
On May 14, 2024, Council directed staff to reduce to a single mobile payment application
vendor. At the time, three mobile apps were utilized in the downtown (ParkMobile,
PayByPhone, and Honk) and one additional mobile payment app (ParkSmarter) was
previously discontinued in November 2023. A single app was necessary to reduce
confusion and facilitate clearer communication to the public as well as a more seamless
integration for parking processes on the back end.
3 Infrastructure lite reduces the amount of hardware installed on -street. This saves staff time maintaining
the hardware, limits environmental impacts and street clutter.
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In August, a RFP was publicly released and on August 29, 2024, proposals were received .
Proposals were reviewed by a multifaceted team of technical staff, stakeholders, and
community members. Technical staff included Parking Services Program enforcement
and operations staff members. Stakeholders included representatives from the City’s
Economic Development Division, IT Division, and Downtown SLO Parking and Access
Committee. Additionally, a third component of the review was a targeted user survey
administered to Downtown SLO’s Parking Task Force, a group of downtown business
owners representing a variety of business types in the downtown.
PayByPhone scored higher than the other apps primarily in business managed on -street
promotions, communication and marketing, and the end-user transaction fee.
PayByPhone’s transaction fee that will be passed on to the end user is $0.25 per
transaction. Currently customers are paying $0.25 to $0.35 per transaction to park in San
Luis Obispo. Reviewers advised PayByPhone was easy to use, and staff advised that
PayByPhone was easy to manage. PayByPhone’s Coupons feature will benefit
Downtown businesses and visitors by providing additional parking discounts provided by
businesses. This feature is only available through PayByPhone and was well received by
the Parking and Access Committee. PayByPhone scored highest and was awarded the
contract per City Manager authority and approval. The initial term of the contract is one
year. Staff is recommending that Council authorize the City Manager to execute contract
extensions up to five years, if staff chooses to extend the contract based on
PayByPhone’s performance.
Staff is currently working with PayByPhone and downtown stakeholders on the rollout of
the single app. PayByPhone will be providing new signage to be installed throughout the
downtown. The updated signs will replace the existing app signs and be installed at every
paid parking sign in Downtown to help direct customers to utilize the app without needing
to walk to a pay station. Staff will work with Downtown SLO to ensure limited impacts to
the holiday shopping season. It is anticipated that signs will be inst alled in early January.
It should be noted that the other two currently existing apps, ParkMobile and Honk, will
continue to be available for use until February 2025, or until at least 85% of mobile
transactions are on PayByPhone, whichever occurs sooner. This is to allow a “soft rollout”
and to limit any confusion for existing users, particularly during the busy holiday season.
While the City will no longer be promoting the use of ParkMobile and Honk, existing
visitors to downtown accustomed to those apps will not be impacted through the
remainder of the year. A joint press release and social media post announcing
PayByPhone as the single mobile payment app is scheduled to be sent in January after
the holiday shopping season commences.
Citation Issuance and Processing Software
The City currently contracts with IPS for parking citation software and citation processing
services. A 5-year contract was executed on June 22, 2022. The contract includes
standard termination language (cause or convenience). Since implementation,
enforcement and administrative staff have reported ongoing issues with enforcement
software, reporting, DMV processes, and citation noticing. All citation processes are
mandated by various California Vehicle Codes (CVC). As of July 2024, three key defects
have been reported to IPS:
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DMV registration holds are not being placed on unpaid citations (estimated loss of
approximately $83,000 last Fiscal Year).
Citation noticing is not being mailed per CVC requirements and do not include
postmarks to document proper noticing timelines.
Administrative hearing process is not being followed per CVC requirements.
On October 17, 2024, staff notified IPS of the City’s intent to terminate the IPS contract
for citation software and processing services. The City Manager has also authorized the
release of an RFP to select a new vendor.
Staff is recommending that Council authorize the City Manager to execute a one-year
contract with automatic annual extensions for a maximum of five years with the selected
vendor. The contract with IPS will be terminated upon 30 days’ notice once a new citation
software and processing vendor is selected. The citation software and processing vendor
is not public-facing and the need for public outreach and education will be mi nimal.
Garage Security
During the Rate Study and Technology Roadmap, staff and Dixon received feedback
about concerns with overall garage security. Garage security is outside the scope of the
Roadmap, but Dixon provided some general recommendations, including:
Security Cameras
Lighting
Security Services
Call Boxes
Safety Fencing
Other Security Technology
Safety fencing has been selected for the Cultural Arts District garage to be installed along
the rooftop edges and will be installed during the construction of the structure. Staff is
recommending appropriating $100,000 from the Parking Fund Unreserved Fund Balance
for the design specifications for the existing garages. The $100,000 will cover design only.
It is unknown what the cost of installation will be until the design process is complete ,
however preliminary estimate is $1,000,000. Staff will return to Council with future funding
considerations when the design is complete. Funding for installation is expected to come
from bond interest revenue generated during FY 2024 -25. Installation of safety fencing is
planned for FY 2026-27.
The Parking Operations team has been working with IT to determine specifications for
security cameras. The initial estimated cost for security cameras in the existing garages
is approximately $500,000. This includes costs for storage of the camera footage (note,
that the footage will be added to the City’s Record Retention Schedule, as the footage
will be public record, and staff time will be needed to review footage before release to
make any necessary redactions). Once the specifications have been completed, staff
plans to issue a request for bids to complete the installation of security cameras. Funding
for the security cameras will be included for Council’s consideration with the 2025-27
Financial Plan with an estimated cost of $500,000. The funds are expected to come from
remaining bond interest from FY 2023-24 and bond interest revenue generated during FY
2024-25. The same camera system is planned to be implemented in the Cultural Arts
District garage via a change order using existing project contingency budget.
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In addition, staff is in the process of evaluating all existing lighting in the garages and will
be creating a needs assessment to repair, replace, or update any necessary lighting in
the garages. It is expected that there is sufficient operating budget to make any necessary
lighting improvements in the garages. If staff determines during the needs assessment
that the amount is greater than the available budget, staff will request additional funds at
that time.
Staff will continue to evaluate options as d etailed in the Technology Roadmap report to
improve safety and security in the parking garages.
Previous Council or Advisory Body Action
On August 18, 2020, the City Council approved a resolution authorizing the City
Manager to execute a sole source contract with IPS Group for multi-space pay
stations.
On September 19, 2023, the City Council awarded the construction contract for
the Cultural Arts District Parking Structure to the low bidder Swinerton Builders,
Inc. in the amount of $41,070,044. The construction plans and specifications
included a gateless parking access and revenue control system.
On November 7, 2023, the City Council approved a Request for Proposals to
complete a Parking Rate Study. Action items also included adopting Resolution
No. 11456 authorizing free parking in the structures for the first hour each day, all
day on Sundays, and during the holiday parade, from November 23, 2023 to June
30, 2025. Additional direction included that staff bring back an ordinance to forego
the on-street parking rate increase originally planned for July 1, 2025.
On May 14, 2024, the City Council introduced Ordinance No. 1735 (2024 Series),
amending Title 10 Chapter 52 of the Municipal Code to remove the parking rate
increase planned for July 1, 2025, and reduce on-street and surface lot parking
rates. Action also included adoption of Resolution 11493 reducing the rates for the
City’s parking structures and parking permits. Additionally, Council directed staff
to implement program and operational changes including:
o Reducing to one mobile payment app
o Expand on-street core time limits from 2 to 3 hours
o Validation program enhancements
o Update signs improving user experience incorporating changes
o Promotional discounts thru single vendor app
o Transition to consistent gated system for all structures
On June 4, 2024, the City Council held the second reading and adopted Ordinance
No. 1735 (2024), amending Title 10 Chapter 52 of the Municipal Code to remove
the parking rate increase planned for July 1, 2025, and red uce on-street and
surface lot parking rates.
On July 8, 2024, the adopted reduced parking rates were implemented.
Page 699 of 1527
Item 7b
Public Engagement
Throughout the preparation of the 2024 Parking Rate Study, City staff conducted
extensive community and stakeholder outreach and engagement efforts including 5
community meetings, 11 stakeholder meetings (with Downtown SLO Parking and Access
Committee, Downtown SLO Parking Rate Study Task Force, SLO Chamber of Commerce
Economic Development Committee and the Parking Stee ring Committee), an online
community survey reaching over 2,800 downtown employees and visitors, Farmers
Market booths, and social media engagement.
As the Technology Roadmap developed in the wake of the 2024 Parking Rate Study, staff
continues to build on the foundation of that community input and engagement. Staff relied
on the valuable input and representation from Downtown SLO and the Parking Steering
Committee throughout the process. Members from Downtown SLO Parking and Access
Committee and Parking Rate Study Task Force have participated in the review of draft
specifications, proposals and vendor selection, and project and communication plans for
each effort. Staff plans to continue this engagement process throughout the selection of
vendors and implementation of these technology projects.
CONCURRENCE
The City’s Attorney’s Office and Finance Department concur with staff’s recommendation.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to the Downtown
Parking Technology Roadmap, because it does not constitute a “Project” under CEQA
Guidelines Sec. 15378.
However, the individual projects within the Technology Roadmap would be considered
projects under CEQA Guidelines, however they are categorically exempt under CEQA
Guidelines Sec. 15301 Class 1 (existing facilities.)
FISCAL IMPACT
Budgeted: No Budget Year: 2024-25
Funding Identified: Yes
Page 700 of 1527
Item 7b
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
Parking Fund:
Unreserved
Fund Balance
$2,085,570 $1,900,000 $185,570 $
Total $ $ $ $
There is no fiscal impact in Council review and filing of the Downtown Parking Technology
Roadmap. Each element within the report, however, may have some fiscal impact. The
below items identify the fiscal impacts of the items either currently in progress or that staff
is requesting action be taken. As the remainder of the Technology Roadmap is
implemented, staff will identify those fiscal impacts at the time those efforts are proposed
to move forward.
Of significance, the Parking Fund benefitted from $2,085,570 of interest on the proceeds
from the CADPS bond which was earned over the course of the last fiscal year. This
revenue was not previously forecasted or budgeted and is therefore, a one-time revenue
source to the Parking Fund’s unreserved fund balance. Staff proposes to use $1,900,000
from the unreserved fund balance to purchase and install gated garage systems,
purchase and install pay stations, and for design specifications for garage security
fencing. There is sufficient funding to cover these requests.
Technology PARCS Pay Stations Security Total
Current Request $1,200,000 $600,000 $100,000 $1,900,000
PARCS (Parking Access and Revenue Control Systems) for Garages
Preliminary quotes received from Flash for the purchase and installation of equipment is
approximately $920,000. Additionally, prior to installation, there are necessary
infrastructure modifications which will be publicly bid consistent with Public Contract Code
and the City’s Purchasing Policies. Staff recommends allocating $1,200,000 for the total
project to allow for variations in construction bids, contingencies, and ongoing costs.
Multi-Space Pay Stations
The estimated cost to replace the 64 existing pay stations on-street and in parking lots is
approximately $600,000. Staff recommends Council approve funding for the replacement
pay stations. Once staff determines the refund amount for the MS3 pay stations, if any,
will be returned to the Parking Fund to offset the cost of the replacement pay stations.
Mobile Parking Payment Application
The City Manager has exercised their authority to approve the contract with PayByPhone.
Typical costs associated with contracting with a mobile payment vendor are minimal to
the City. The costs for mobile payment vendors are passed on to the end user through a
transaction fee with a $0 net cost to the City.
Page 701 of 1527
Item 7b
Based on the total number of mobile app transactions in FY 2023 -24 of 324,103 and the
minimum cost of merchant validation fees, the approximate pass -through fee from
PayByPhone is estimated to be $81,626 annually (with an estimated net cost to the City
of $0). The current budgeted amount for transaction fees for FY 2024-25 is $80,200. The
only other direct costs for the City are the administrative staff costs associated with
auditing and payment of the fees to the vendor. Staff is not recommending adjusting the
current budget as transaction fees will vary based on app usage by the end user. As
trends are established with a single mobile app vendor in the next 6 -12 months, staff will
evaluate any necessary budget modifications. Staff recommends delegating authority to
the City Manager to extend this contract up to 5 years with PayByPhone as the net cost
to the City is $0.
Citation Issuance and Processing Software
The City Manager has exercised their authority to release an RFP with proposals due in
November. The cost of current IPS enforcement services is approximately $120,000
annually and the continuing cost with a new vendor is expected to be the same or less
than what the City is currently paying IPS and no additional funding will need to be
allocated. Staff is recommending delegating the authority to execute a one-year contract
with automatic annual extensions up to a maximum of 5 years with the vendor selected
from the published request for proposals.
Garage Safety
Staff is recommending appropriating $100,000 from the Parking Fund Unreserved Fund
balance for design specifications for safety fencing to be installed at the top perimeter of
the three existing garages similar to what has been selected and designed for the Cultural
Arts District garage.
Funding for installation of the security cameras will be established in the 2 025-27
Financial Plan with an estimated cost of $500,000 (which includes storage costs). The
funds are expected to come from remaining bond interest from FY 2 023-24 ($185,570)
and any bond interest revenue generated during FY 2 024-25.
Any additional funding needed for future garage safety improvements will be requested
at a later date.
ALTERNATIVES
1. Council could choose not to accept the Downtown Parking Technology
Roadmap Report and return the draft report to Dixon for revision. This action is
not recommended by staff because staff has thoroughly reviewed the report and
concurs with the recommendations provided by Dixon and discussed in this report.
2. Council could choose not to approve Flash as the standard system for gated
Parking Access Revenue Control Systems (PARCS). This action is not
recommended by staff because Council directed staff to transition to a consistent
gated system across all garages and the community supports this direction. If a
standard system is not selected, the user experience will be different in each garage
and may be confusing to the public.
Page 702 of 1527
Item 7b
3. Council could choose not to approve the release of a request for proposals for
multi-space pay stations. This is not recommended by staff because the pay stations
need to be replaced due to the ongoing performance issues and return of the MS3
pay stations and the aging MS1 pay stations as documented above.
4. Council could choose not to appropriate funding for recommended actions in
the Downtown Parking Technology Roadmap. This action is not recommended by
staff because community input from the rate study and technology roadmap clearly
indicates an immediate need to implement parking technology changes to promote a
consistent, easily accessible user experience in Downtown.
5. Council could choose to direct other near-term implementation items from the
Roadmap that were not otherwise addressed in the recommended actions. This
action is not recommended by staff because staff reviewed all recommendations from
the Roadmap and determined the best course of action with the available funding
sources.
ATTACHMENTS
A - Downtown Parking Technology Roadmap Report
B - Draft Resolution to designate Flash Parking, Inc. as the standard vendor for gated
PARCS
C - Draft Pay Station Request for Proposals (RFP)
Page 703 of 1527
Page 704 of 1527
October 10, 2024 1
Downtown
San Luis Obispo
Parking
Technology
Roadmap
Prepared for the
City of San Luis Obispo
October 10, 2024
Page 705 of 1527
October 10, 2024 2
Table of Contents
Executive Summary .............................................................................................................................. 1
Introduction .......................................................................................................................................... 2
Purpose ............................................................................................................................................. 2
Background ...................................................................................................................................... 2
Study Area ......................................................................................................................................... 3
Technology Roadmap ......................................................................................................................... 5
Current Parking Technologies ........................................................................................................ 5
Parking Access Revenue Control System (PARCS) ....................................................................... 5
Pay Stations ....................................................................................................................................... 6
Single-space Meters ........................................................................................................................ 7
Revenue Collection and Reconciliation ......................................................................................... 8
Mobile Payment Applications ......................................................................................................... 8
Validations ......................................................................................................................................... 9
License Plate Recognition (LPR) ..................................................................................................... 9
Digital Parking Occupancy Signs ................................................................................................ 10
Data Collection and Analysis ....................................................................................................... 11
Citation and Permit Management System (CPMS) .................................................................... 11
Signage .......................................................................................................................................... 13
Electric Vehicle Chargers (EVC) ................................................................................................... 14
Technology Vendor Contracting ................................................................................................. 14
QR Code Scams ............................................................................................................................ 15
Garage Security ............................................................................................................................. 15
Summary of Recommendations ...................................................................................................... 17
Appendix A – Community Outreach Summary.............................................................................. 20
Appendix B – PARCS Performance Standards ............................................................................... 35
Attachments
Attachment 1: Parking Access Revenue Control System Scope of Work
Attachment 2: Pay Stations Scope of Work
Attachment 3: Mobile Parking Payment Application RFP
Attachment 4: Citation and Permit Management System Scope of Work
Attachment 5: Data, System, and Integration Requirements Scope of Work
Page 706 of 1527
October 10, 2024 1
Executive Summary
This Downtown San Luis Obispo Parking Technology Roadmap (“Roadmap”) evaluates the
parking technology and operating systems currently utilized in the City of San Luis Obispo
(“City”) as of the publication date of this report. Dixon Resources Unlimited (“DIXON”) was
retained by the City’s Parking Division to prepare this Roadmap following the completion of
the Parking Rate Study in May 2024. The Roadmap is a living document that summarizes what
has been accomplished so far as it relates to the City’s parking program following the Parking
Rate Study and the City Council meeting in May 2024, and aims to act as a resource guide for
the City to achieve a cohesive parking system that can be managed effectively and with ease
by City staff. This report identifles the current challenges in the parking program as well as
opportunities for improvements that address the different parking technologies, the
accompanying processes, and organizational needs for the City’s parking program. The
roadmap takes a comprehensive approach by examining each component both individually
and as it relates to the whole system, aiming to connect the dots and show how the parking
program can evolve to be one that is easy, convenient, and accessible for residents and visitors
alike.
The City has a robust parking program in the Downtown area that consists of a wide array of
parking technologies, including multi-space pay stations, single-space meters, mobile
payment applications, LPR cameras, and permitting systems across 1,306 on-street spaces, and
1,255 public off-street spaces. However, the City has run into an increasingly high number of
issues related to the technology systems and vendors, including limitations in software
integrations, administrative challenges, inability to conduct consistent parking enforcement,
inadequate vendor support response times, hardware issues, and general discontent from the
public regarding the accessibility and ease of using the parking technologies in the City. The
Roadmap is meant to equip the City with the proper resources to be able to solicit parking
technology vendors, with the detailed speciflcations and scope of work (SOW) included as
attachments to this report, which were shared with the City between June and September 2024.
The SOWs developed for this Roadmap were directly informed by the numerous discussions
that were held between different City staff who engage parking in order to determine the
needs, wants, and desires as it relates to parking in San Luis Obispo.
In addition to the goal of meeting the community’s parking needs and creating a convenient
and simple parking experience, the recommendations outlined in this Roadmap are also
motivated by the goal of streamlining administrative processes within the City’s Parking
Program. Adopting these recommendations could potentially lead to signiflcant cost savings
and enhanced efflciency for City staff. The proposed technological upgrades and parking
operations improvements are designed not only to optimize internal operations but also to
improve the overall parking experience for residents and visitors of San Luis Obispo. With more
efflcient administrative workfiows and better-integrated parking technology systems, the City
can offer a more seamless and user-friendly parking experience, ultimately contributing to
greater satisfaction and convenience for the community.
Page 707 of 1527
October 10, 2024 2
Introduction
Purpose
This Roadmap was developed by DIXON for the City of San Luis Obispo to assess the current
parking technologies and operations in the City, as well as to prepare scopes of work (SOW)
for parking technologies that the City is looking to upgrade and/or replace. The Roadmap
assesses the following elements in the City’s parking program:
• Parking Access Revenue Control Systems (PARCS)
• Pay Stations
• Single-space Meters
• Mobile Payment Applications
• Citation Management Systems
• Permit Management Systems
• License Plate Recognition (LPR)
• Data Integration
• Signage
• Electric Vehicle Chargers (EVCs)
This Roadmap summarizes the flndings for the assessment of the above parking technologies
and operations, and is an extension of the Parking Rate Study Report that was completed in
May 2024. The Roadmap aims to provide the City with guidance on building a cohesive and
effective parking technology ecosystem, with the goal of improving efflciency and future-
prooflng the City’s parking program. The speciflcations for parking technology included in this
Roadmap may be used by City staff to help guide and inform the release of Request for
Proposals (RFP) of various technologies, that is slated to be approved at City Council in
November 2024.
Background
On May 14, 2024, City staff brought a set of recommendations regarding parking rate models
and operations to City Council for discussion and direction. The Council agenda report drew
upon the flndings and rate model options provided by the Parking Rate Study Report. Council
unanimously approved the decision to adopt a draft Ordinance and Resolution to pursue rate
changes, including eliminating the flrst hour free in parking structures and re-establishing paid
parking in structures on Sundays. In addition to the rate changes, Council also approved the
decision to pursue several operational changes recommended by staff, which included the
expansion of the on-street time limit from two to three hours, reinstating a gated parking
system at the current gateless structure (842 Palm Street), and reducing the current multi-
vendor mobile payment applications approach to a single-vendor approach. The
recommendations in this Roadmap are meant to support and inform these Council-approved
changes.
Community engagement was prioritized as part of the Parking Rate Study and feedback was
collected from various channels, including a survey, social media, community meetings, and
emails. General themes that emerged include challenges related to technology and payment
methods, safety improvements desired in parking garages, calls for rate reductions and
Page 708 of 1527
October 10, 2024 3
maintaining free parking periods, concerns regarding transparency in recent changes, worries
about the impact on locals, visitors, and businesses, and suggestions to reduce evening
parking hours. As part of the Technology Roadmap, DIXON conducted Needs Assessment
Interviews with City staff who are involved in parking enforcement, citation and permit
management, administration, and purchasing were interviewed in order to help identify the
current challenges and needs as it relates to parking. In addition to the internal interviews,
DIXON and Parking Division staff met and continue to meet on a weekly basis to assist with
vendor contract reviews, communications with current and potential vendors, dissecting
current operational procedures, discussing current parking legislation, policies, and trends,
and supporting staff with any other parking-related topics as needed.
The recommendations in this Roadmap are informed by the community outreach efforts from
the Parking Rate Study, the needs assessment interviews conducted for the Technology
Roadmap, and the consistent discussions held between DIXON and City staff throughout the
development of both the Parking Rate Study and Technology Roadmap. This Roadmap aims to
capture the City’s desired direction for parking in Downtown SLO as comprehensively as
possible, with the goal of establishing a more cohesive parking technology ecosystem. A full
summary of the community outreach and internal needs assessment process can be found in
Appendix A.
Study Area
This Roadmap has been developed to address parking technology in Downtown SLO. Figure
1 shows the Study Area.
Figure 1. Downtown San Luis Obispo Study Area
Page 709 of 1527
October 10, 2024 4
The City operates three off-street parking structures, with one new facility, the Cultural Arts
District Parking Structure (CADPS), currently under construction. This new structure will be
located on the corner of Palm, Nipomo, and Monterey Streets, and is slated to be completed
by the beginning of 2026.
Table 1. Off-Street Parking Facilities
Parking Facility Inventory Count
842 Palm Street 415
919 Palm Street 240
871 Marsh Street 577
CADPS (under construction) 397
Page 710 of 1527
October 10, 2024 5
Technology Roadmap
Current Parking Technologies
The table below summarizes the current parking technology ecosystem in the City. Each
technology is described in detail in the sections that follow.
Table 2. Current and Past Parking Technologies
Technology Provider Use
HUB PARCS
Daktronics digital parking occupancy signs
Route 1 Genetec FreeFlow flxed mount and mobile LPR
IPS
Citation and permit management systems
On-street pay stations
On-street meters
Mobile payment application (Park Smarter1)
CurbTrac2 Mobile payment application aggregator
HONK Mobile payment application
ParkMobile Mobile payment application
PayByPhone Mobile payment application
ChargePoint Electric vehicle chargers (EVC)
Parking Access Revenue Control System (PARCS)
The City currently operates HUB equipment at two existing parking structures (871 Marsh St &
919 Palm Street), and has a gateless system operated by IPS Group (IPS) and Genetec FreeFlow
technology at the 842 Palm Street parking structure. The adoption of a gateless system at 842
Palm Street in June 2023 was intended to minimize delays and back-ups at the ingress and
egress points, especially during special events like the Farmer’s Markets on Thursdays.
However, the City has since faced several issues with the gateless design, including confusion
among the community regarding how to pay for parking, and difflculties with enforcement as
state legislation does not allow for parking citations to be mailed if a parker leaves the facility
without payment.
Under Council direction, the City is proceeding with the reinstatement of a gated system at 842
Palm Street and conducted vendor demonstrations in June 2024 with the PARCS vendors.
Following the virtual vendor demonstrations, vendors were invited to respond to a solicitation
covering the scope of work outlined in Attachment 1.
In addition to reinstating a gated system at 842 Palm Street, Council also adopted a resolution
as a part of the Parking Rate Study in May 2024 to implement a consistent gated solution across
all the parking facilities. The City is contracting with Flash through the CADPS general
contractor, Swinerton, to purchase PARCS equipment for the new facility and consistent with
the adopted resolution this is justiflcation to sole source the technology for the other three
existing parking facilities. Installation of the new PARCS technology should be expedited upon
1 Park Smarter is temporarily discontinued.
2 City had plans to terminate CurbTrac in May 2024, but has reopened a month-to-month contract as of
August 7, 2024 to keep continuation of services due to a delay in mobile integration with IPS.
Page 711 of 1527
October 10, 2024 6
Council approval at 842 Palm Street given the urgency of replacing the existing gateless
system.
Since the contract for PARCS equipment will be through Swinerton, the City must lay out strict
performance standards and measures covering installation, software requirements, support
services, transaction fees, monthly fees, integration requirements, permit management, and
warranty terms to ensure that the sole sourcing process for the other parking facilities will be
streamlined with an extensive contract that the City can replicate. The City is currently vetting a
funding source for the purchase of PARCS at the three existing parking facilities. City staff have
identifled unaccounted interest revenue in the current flscal year budget for bonding from
CADPS, which is believed to be sufflcient to cover the costs of purchasing PARCS for the
existing parking facilities.
Included in Appendix B are suggested performance standards and measures for a PARCS
technology contract.
Pay Stations
The City currently utilizes IPS multi-space pay stations for their on-street and off-street parking
locations. There are a total of 64 pay stations currently deployed in the Downtown core, with
57 of them being MS1 models, and 7 being MS3 models. The MS1 models are aging and
currently out of warranty, and due to their age, it is increasingly difflcult for City staff to locate
and procure operating and spare parts as IPS has stopped selling the MS1 models. Although
the MS3 pay stations are a newer model, the City has faced communication issues with the pay
stations which has resulted in disruptions in parking enforcement operations and in turn a
signiflcant loss of paid parking revenue. The City has purchased 27 MS3 pay stations to date, 5
of which are installed in the 842 Palm Street Garage as pay-on-foot stations, but only 7 remain
installed on-street, while 15 MS3 pay stations are not in use. City staff are evaluating potential
opportunities to be able to return the MS3 pay stations to IPS and receive a refund, which would
in turn dictate the funding methodology for the new pay stations to be purchased from the
chosen technology provider. With the new pay station provider, the City would need to replace
the MS1 pay stations, MS3 pay stations, and any additional pay stations that need to be installed
in order to phase out the single-space meters in some of the on-street locations.
In addition to the issues with the pay station hardware, City staff have faced difflculties with the
vendor in receiving adequate support services, which has caused frustration for both City staff
and for the public, as well as operational delays in the City’s parking program. Performance
standards regarding vendor response times are built into the SOW (see Attachment 2) to
ensure that the selected technology provider is able to provide support to the City in a
consistent, predictable, and timely manner.
To promote a parking experience that is easy to navigate, the City should ensure that
placement of on-street pay stations are recognizable and predictable in all parts of Downtown.
For example, pay stations could be located at the corners of every block, or perhaps mid-block.
Combined with proper parking signage, continuity in pay station placement can help drivers
easily identify paid parking locations, and ensure they have sufflcient time to make their
payments within the grace period. While the placements of the existing pay stations are
adequate for the time being, the City would need to re-evaluate the placements before the
Page 712 of 1527
October 10, 2024 7
new pay stations are installed as there is a signiflcant amount of street clutter currently in the
Downtown area, and the City has received complaints from the community regarding the
placement of the paid parking equipment placements.
For the purposes of installing new pay stations, the City should consider the following general
guidelines for placement of the equipment.
• Parallel Parking Block – One pay station shall service 8 to 10 parallel parking stalls
located on a block face. Pay station to be located nearest to the center of the block.
• Angled/Perpendicular Parking Block – One pay station shall service 15 to 20 angled
or perpendicular stalls located on a block face. Pay station to be located nearest to the
center of the block.
• Additional Pay Station per Block – One additional pay station may be added to a block
face to provide service for every additional group of 2 to 10 parallel parking stalls or 2
to 20 angled/perpendicular parking stalls on a block face. Each pay station to be
located nearest to the center of each group of stalls.
• Corner Placement – Corner placement of pay station may be considered depending
on the store front make up, length of block, and fiow of pedestrian trafflc.
• Street Crossing – A customer shall not have to cross trafflc in order to access a pay
station.
• Mobile Payment Supplement – Mobile payment and related signage may supplement
or replace an additional pay station installation, especially on block faces with 11 to 17
parallel parking stalls or 16 to 39 angled/perpendicular stalls. In this case, easily
identiflable signage should be placed along the block face every 2 to 4 parallel parking
stalls or 4 to 6 angles/perpendicular parking stalls.
Should it become necessary for the City to remove the remaining IPS MS3 pay stations, these
standards can be utilized to determine any changes that might be needed due to the removal.
For example, when an MS3 is removed, an adjacent MS1 pay station may be moved to service
as many stalls as possible. Additionally, an MS1 pay station from a low volume block or a
location where it services a low number of stalls could be moved to the MS3 location. Finally,
mobile payment can be considered to cover a block where an MS3 is removed, especially if an
existing MS1 is nearby. In this case, the City should ensure enough signage is placed making it
easy for a customer to identify a way to pay.
Single-space Meters
With the intention of heading toward an infrastructure-lite parking program and minimizing
operational costs, City Council has directed single-space meters to eventually be phased out
of the Downtown core. In the interim, the City will continue to lease single-space meters from
IPS, with the intention that all meters will eventually be replaced with multi-space pay stations,
supported by alternative payment methods including mobile payment applications and pay by
text. Since most of the 10-hour on-street spaces are generally occupied by permit holders who
do not use the single-space meters, installing pay stations instead will introduce cost savings
on single-space meter fees.
Once the City decides to stop leasing the single-space meters, a review of the leasing contract
with IPS should be completed to fully understand all post-lease terms and equipment return
Page 713 of 1527
October 10, 2024 8
procedures. Further, a discussion with the vendor should occur which results in speciflc
documented guidelines addressing the conditions of where costs may apply. An assessment
can then be completed that includes the potential costs as related to the speciflc equipment in
the City’s possession. Based on the results, the City may wish to consider options to determine
the most advantageous position. This may include a lease buy out, negotiating with the vendor,
or simply returning the equipment.
Revenue Collection and Reconciliation
The City currently outsources revenue collection with FS Collections on a month-to-month
basis and armored courier services with Garda on a year-to-year basis for the coin and cash
collected by the Parking Enterprise Fund, which includes revenue from the parking meters, off-
street garages, and Parking Services front counter. The City intends to continue outsourcing
these processes. To enhance the revenue collection processes, the City should consider
establishing process, procedure, and performance standards with the vendor, as well as
internally between Parking Division and Finance Department staff to ensure City policies are
followed accordingly. Documenting these standards can allow the City to better manage
expectations and maintain a level of agreement between the City and contractor. While
speciflcs relating to revenue collection and reconciliation processes are out of the scope of this
Roadmap, it is recommended that the City conducts an additional assessment to re-evaluate
the current operating procedures to build a more efflcient revenue collection and
reconciliation process, in addition to establishing the standards listed above.
Mobile Payment Applications
The City currently utilizes four different mobile payment applications (ParkMobile, PayByPhone,
Honk, Park Smarter3), as well as a mobile payment application aggregator (CurbTrac). While the
original intent of introducing multiple mobile payment applications was to offer fiexibility for
customers to pay for parking, the multi-vendor approach proved to be difflcult for both the City
and for the community, as it led to operational inconsistencies, limitations in promotional
opportunities, and general confusion among the public on how to pay for parking. Another
issue that surfaced from the multi-vendor approach was that it allowed parkers to take
advantage of the flrst hour free by starting parking sessions in each of the mobile payment
applications, since CurbTrac does not aggregate parking sessions by license plate. This meant
that proper enforcement of paid parking sessions was difflcult, resulting in a loss of paid
parking revenue.
Reducing to a single mobile payment application could help simplify the paid parking
experience, reduce sign blight and confusion, improve the administrative experience, reduce
operational inconsistencies between vendors, streamline the facilitation of promotional
campaigns such as in-app discount codes, and reduce expenses in terms of aggregator
transaction fees. Currently, the City pays an additional transaction fee to the service that
aggregates mobile payment app vendors.
3 Park Smarter is temporarily discontinued.
Page 714 of 1527
October 10, 2024 9
Under Council direction, the City is currently undergoing an RFP process to select a single
vendor for their mobile payment application solution. The RFP requires that the vendor have
experience working with the County of SLO, and includes the scope of work in Attachment 3.
Based on the flnal approved policies, the City should discuss opportunities to establish
integrations between the new pay station provider and the mobile payment vendor to support
the ability to extend parking sessions via mobile app for a more seamless and convenient
parking experience.
Validations
The City is seeking a more effective way to manage parking validations, including an ability to
have both City- and business-managed validations, juror parking validations, and special event
validations that are issued digitally and can be managed via the selected mobile payment
application or the PARCS platform. Parking validations are an effective way to welcome
community members and visitors back to Downtown SLO to revitalize the commercial area and
help foster a more welcoming environment. Parking validations can also incentivize customers
to patronize businesses, which can help boost the economic vitality of Downtown SLO.
Implementing a user-friendly, fully digitized system for issuing and managing parking
validations can enable City staff to do so more effectively while also lifting the administrative
burden through business-managed validations. Vendor speciflcations for validation
opportunities are highlighted in the SOW for PARCS (Attachment 1) and mobile payment
applications (Attachment 3).
In the short-term, while the garage is gateless, the City could consider working with the mobile
payment vendor to introduce validation codes that could be provided to the juror upon arrival
for use in on the mobile payment platform, thus eliminating the need for jurors to return to the
parking structure once they check-in at the courthouse in order to start their parking session.
Considering that not all jurors may have the ability to use mobile payment applications, the
City may need to continue using temporary paper passes for jurors to display on their
dashboard. However, it is recommended that the City digitizes their juror parking process as
much as possible in order to streamline enforcement processes. Once the garage is gated, the
City should consider working with the PARCS provider to establish a validation system that will
allow jurors to park in the Palm Street Garage without cost.
License Plate Recognition (LPR)
Currently, there is a flxed-mount Genetec FreeFlow LPR system installed at the egress lane of
842 Palm Street garage to support the gateless design. With the transition to a gated system,
the City has decided to remove the current LPR system at the egress lane and install a new LPR
system provided by the new PARCS vendor at both the ingress and egress lanes (Figure 2). It
is recommended that the City considers installing the same LPR system at the other two existing
garages in order to ensure a cohesive technology system across all the off-street parking
facilities. Installing LPR at the other two garages would help streamline enforcement operations
and would also allow the City to have fiexibility in any future operational changes such as
potentially expanding the permit program beyond the 842 Palm Street garage.
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The City should ensure that the LPR system is
installed to allow for rear-plate capture, as many
vehicles in California do not have a front license
plate. To ensure license plates can be properly
captured by LPR technology, the City may want to
consider ways to control the ingress and/or egress
of vehicles at the parking garages through
infrastructure such as bollards. Since the City plans
to install LPR at both the ingress and egress lanes
for the three existing parking facilities, the lane
conflgurations would need to be evaluated by
engineers to ensure that the positioning of the LPR
installation location allows for proper system
operation.
The City’s existing vehicle-mounted (mobile) LPR
technology provided by Genetec is integrated with
paid parking and citation management
technologies to monitor for compliance based on
license plate numbers, and it automates several
manual enforcement processes to maximize
efflciency and coverage. Integration with the existing mobile LPR technology will be a
requirement for the new CMS and PMS vendor to ensure these enforcement processes can be
maintained.
The current LPR system is set up in a way that requires all data to be hosted on the City’s server,
which has placed limitations on data storage, retention, and sharing capabilities. While the City
does not have plans to change their LPR enforcement system or expand it at this time, the City
should consider pursuing a cloud-based vendor-hosted storage system in the future that would
allow for added fiexibility in how LPR data is stored and managed, as well as providing the City
with some cost savings.
Digital Parking Occupancy Signs
The City currently has Daktronics digital parking
occupancy signs on the exterior of the three existing
parking structures as part of the contract for PARCS
with HUB from 2018; however, they have been
inoperative since their installation due to a lack of
proper integration with the current PARCS
technology. Previously, City staff have done manual
car counts and entered the parking occupancy into
the system to update the digital signs, but due to its labor intensity, the digital signs have
remained turned off for the most part.
With the new PARCS technology provided by Flash, it is recommended that the City requests
the integration and ensure the existing digital parking occupancy signs are operational.
Through the integrated PARCS and LPR system, the digital signs can be populated with real-
Figure 3. Existing Digital Occupancy Sign
Figure 2. Fixed-mount LPR at 842 Palm Street
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time occupancy counts to display up-to-date information. This can improve the parking
experience for Downtown visitors by enabling them to make simple and straightforward
parking decisions and can also help increase utilization at the parking structures. Additionally,
having digital signs at the parking structures can create a more cohesive, dynamic parking
ecosystem that can improve circulation in the Downtown area and eliminate the need to circle
the blocks in search of an available parking space.
Data Collection and Analysis
Ongoing data collection and evaluation will be essential to ensuring the parking program
adapts to best flt the needs of the community. Data-driven decisions will enhance the success
of parking management strategies, policies, and regulations by allowing the City to remain
fiexible in their approach. The use of LPR is an efflcient and cost-effective way to capture
ongoing parking data since this tool is already utilized for parking enforcement purposes. Data
would automatically be collected during regular parking enforcement patrols that can be
leveraged to produce key parking metrics such as the level of parking congestion, turnover
rates, and repeat parking trends, which can be used to inform data-driven parking policies and
regulations in the future. It is recommended that parking enforcement staff turn on the mobile
LPR units whenever the enforcement vehicle leaves the City building, regardless of whether
staff are actively enforcing parking or not, in order to collect as much parking data as possible.
The LPR data should be anonymized and analyzed for parking demand trends by time of day,
day of week, and month, and the City should produce quarterly reports to summarize the
parking utilization metrics and help inform any policy or program changes. DIXON has
provided additional recommendations for data collection and analysis in the Parking Rate
Study.
Citation and Permit Management System (CPMS)
The City currently contracts with IPS for citation and permit management through a 5-year
contract that was executed on June 22, 2022. However, the City has run into several issues with
the vendor on both the citation and permit management modules, including vendor’s failure
to comply with citation processes that are mandated by various California Vehicle Codes (CVC),
challenges with the IPS enforcement software on the handheld devices such as delays in
citation uploads, difflculties with the customer portal on both the City- and public-facing
platforms, delays in customer response times, and inadequate integration mechanisms with
other technology providers in the City. Given the number of difflculties the City has faced with
the IPS CPMS, the City is reviewing available contractual remedies and the potential for
soliciting a new CPMS vendor that is able to provide integrated turnkey services. Speciflcations
for CPMS are detailed in Attachment 4.
Currently, parking citations fall under the Parking Division, Police Department, and Parks and
Recreation. Parking enforcement staff in the Parking Division utilize a handheld mobile device
with IPS software for citation issuance. The Police Department (PD) does not use handhelds or
IPS software, and instead uses paper tickets to issue citations. The Parking Division processes
these paper tickets and manually enters the citation into the IPS system on the PD’s behalf. In
exchange, the PD provides contributions to fund the citation management processes
associated with parking through a State and County surcharge of $13 paid per citation, a
handicap linkage fee of 25% of the maximum flne, a parking staff labor fee of $4.32 per issued
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citation, a delinquent notice fee of $1.25 per letter sent, and a portion of the monthly IPS
software license fee. Since the City has a parking enterprise fund, all revenues from parking
citations are deposited into the enterprise fund. City staff currently does revenue reconciliation
reporting on a quarterly basis to identify the revenue sources for parking citations from the
different departments. However, it is recommended that reporting be done on a biannual basis
instead, preferably aligned with the beginning of the flscal year and the flscal mid-year, as this
would be most advantageous to City staff for flscal year planning and budgeting. The volume
of tickets from Parks and Recreation Park Rangers are minimal, and the revenues from those
citations are maintained in the Parking Enterprise Fund.
The City has begun digitizing the Downtown parking permits using the IPS Permit Management
System starting with garage permits and plans to eventually digitize commercial permits and
10-hour permits in 2025. Currently, the City issues physical hang-tag permits, and these permit
buyers are required to visit the City’s parking offlce to pick up their permits. The residential
parking permits can still only be purchased by mail or in person at the Mobility Services offlce
in Downtown SLO. Transitioning these residential permits to a digitized (virtual) permit system
will allow property owners to purchase and manage permits online and lift any administrative
burden from City staff.
The Student Neighborhood Assistant Program (SNAP) is a program that operates within the
Police Department. SNAP workers primarily focus on code enforcement but also help the
Parking Division with enforcement in the residential permit parking districts after 9 PM. The
SNAP team utilizes handhelds with IPS software to issue citations. However, the City is
considering eliminating this arrangement with SNAP and instead hiring additional
enforcement offlcers in the Parking Division to cover the residential permit parking districts for
nighttime enforcement utilizing LPR. Once the residential parking permits are fully digitized,
SNAP workers will not be able to enforce the permits as they do not use mobile LPR for
enforcement. Consolidating residential permit enforcement to operate uniquely under the
Parking Division can be advantageous as they already have LPR technology, enforcement
coverage can be optimized, and it can also help minimize administrative efforts as it relates to
parking permits.
Currently, the customer portals for citations and permits are two separate platforms, which
prevents the public from being able to apply for permits, manage citations, and pay for tickets
on one website. Furthermore, the current system does not allow for compliance checks to be
conducted on permit applications, which delays administrative processes for City staff to
approve permit applications. It is recommended that the City contracts with a CPMS provider
that can provide a unifled platform to manage citations and permits in one account, which
could help streamline operational processes, cut administrative costs, and improve the end-
user experience.
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Signage
The multi-vendor approach for mobile payment has
resulted in confusing signage, which has
overwhelmed community members with too many
options for payment as seen in Figure 4. With the
adoption of a single-vendor model for the mobile
payment application, the City would need to update
the existing paid parking signage to refiect the proper
payment methods available to the community once
the single mobile payment provider has been
selected. As part of the RFP process, mobile payment
application vendors were asked to propose an
extensive signage plan that features clear, concise
signage that is easy to read and predictable
throughout the Downtown area. The City should work
closely with the selected mobile payment application
vendor to ensure the signage is compliant with City
standards and the Manual on Uniform Trafflc Control
Devices (MUTCD) design requirements. In addition to
the paid parking signage, the City should emphasize
any time limits applied to on-street parking spaces
onto signage, given that it is currently unclear to the
general public when there is a time limit applied to a
space. A consistent brand and design for signage can
help enhance the City’s identity through a cohesive
visual aesthetic, as well as increase recognition of
parking signs. The City could consider creating a
parking logo speciflc to SLO that can be used on all
parking signage. Examples of municipal parking
logos can be found in Figure 5. The City should
ensure that signage colors, sizes, and symbols are
consistent and easy to recognize.
The City is currently working on updating their
signage in a phased approach. Phase 1 consists of
updating the paid parking signage to refiect the single mobile vendor selected , and the City
will be installing sign riders under all paid parking signs rather than having them only at the
pay station signs. Phase 2 will begin after the technology implementations are complete and
will consist of a comprehensive update of all on-street signage to ensure that signs meet
MUTCD design requirements, and all parking regulations are accurately displayed, including
time limits, paid parking policies, and residential parking policies. When considering the
placement of informational signs, the goal is ensuring a parker can easily identify a sign from
their parking stall. With this in mind, signs should be placed along the block face every 2 to 4
parallel parking stalls or 4 to 6 angled/perpendicular parking stalls. Additionally, a sign should
accompany a pay station to direct parkers where they can make a payment. Any regulatory
Figure 5. Existing Paid Parking Signage
Figure 4. Examples of Parking Logos
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October 10, 2024 14
signs, such as no parking or time
limits, should follow CVC guidelines.
Recommendations for signage are
also highlighted in the Parking Rate
Study.
While the City works to replace the
gateless solution at 842 Palm Street,
the City should consider improving
the signage and wayflnding at the
parking structure to improve the
parking experience and eliminate confusion surrounding the gateless solution for drivers in the
interim. The City can leverage digital signage on the kiosks themselves or use temporary signs
such as A-frames to message parking rules to drivers when they are flrst initiating their parking
session. Considering the gateless solution is not as common and may not be as familiar for
drivers, the City should communicate the expectations to drivers as clearly and directly as
possible such as through instructional signage at the ingress points to communicate the “park,
pay, play” concept to visitors, such as the example in Figure 6.
Electric Vehicle Chargers (EVC)
The City has a contract with ChargePoint for their EVC solution. There are currently 22 EVCs in
the 871 Marsh Street garage, and the City plans on installing 41 EVCs at the new CADPS. With
the understanding that ChargePoint does not integrate with the selected technology provider
for PARCS, the City has decided to continue contracting ChargePoint for their EVC solution.
However, the City may choose to re-evaluate their EVC solution in the future to allow for proper
integration with the PARCS technology to be installed at the parking garages, which may
improve operational processes and improve the user experience.
Technology Vendor Contracting
As the City procures new technology partners, it is recommended to consider the following
components to be included in each contract based on industry best practices.
• Service Level Agreements (SLA) - The City should include SLA’s as part of each
agreement, which are used to measure the performance of the vendor during the term.
Recommended SLA’s are being provided to the City as part of the scope of work for
each technology.
• Data and Security Requirements – The City should include speciflcations for data and
security requirements in each agreement, which are used to ensure compliance with
related laws as well security and proper ownership of the City’s data. Recommended
requirements have been provided to the City as part of the scope of work for each
technology.
• Data Integration – The City should introduce and maintain data integration standards
for all vendor agreements and contracts in order to establish operational consistency
and future-proof the parking technology system. Incorporating these standards into any
future contracts with technology vendors can allow the City to maintain authority in the
data being collected and used by the vendor, ensure compliance with the City’s security
and system requirements, streamline integration processes with other technology
Figure 6. Example Parking Signage
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October 10, 2024 15
systems, and can also enable smoother transitions between vendors if the City chooses
to terminate a vendor for any reason.
• Contract Term – The City should consider the length of each contract based on the
technology provided. A base flve (5) year term for most agreements is a generally
accepted standard. Optional one (1) year extensions up to ten (10) years total may also
be included allowing the City fiexibility to maintain a partnership that is advantageous.
For technologies that require little capital to implement, such as mobile payments, a
shorter base term of three (3) years with optional one (1) year extensions up to ten (10)
years total is recommended.
Included in Attachment 5 are requirements related to Data, Security and Integrations that can
apply to most parking technology contracts.
QR Code Scams
As the City moves towards implementing new technologies, it is imperative to consider QR
code scamming which has become all too common, especially in a payment environment. The
scam involves unauthorized individuals afflxing QR codes to parking meters, pay stations and
signage. Once a customer scans the QR code, they are guided to an app or site instructing
them to enter their payment credentials (bank card, banking information, etc.). If the customer
continues through the process, their payment credentials are captured and used for fraudulent
activity. These scams have become more complex and convincing, sometimes even including
city branding.
At this time, it is recommended for the City not to use any physical QR codes for payment,
Additionally, advertising that the City does not use QR codes notifles customers not to use any
QR codes they might flnd. Advertising can include postings on signage, stickers, meters, pay
stations, and informational materials and websites. As part of ongoing maintenance
procedures, the City should include a regular physical check of assets to ensure no QR codes
have been afflxed or remove any that have been. As this is an evolving trend, City staff should
complete continuous research and adjust policies as the scams change.
Garage Security
Creating a secure garage environment is key to ensuring the safety of customers as well as
creating a welcoming space. While not included in the scope of this roadmap, the City is
encouraged to complete an assessment of each facility and consider the addition of features
that enhance safety and security. With the use of both technologies and physical elements,
parkers will not only feel more comfortable entering the garage for the flrst time but will also
be confldent returning to park upon future visits. In addition, these investments will help
protect the City's parking assets for the long term. The City may consider launching a pilot
program to test the effectiveness of the various security technologies and enhancements.
While conducting an assessment, the City may consider the following enhancements:
• Security Cameras - Cameras can be utilized to monitor the ingress and egress points,
pedestrian entry and exit points, payment stations, stairwells and each fioor. Video
footage should be saved for at least three months in order to be reviewed in case of an
incident. Additionally, signs should be posted notifying visitors of active recording.
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• Lighting - The entire facility should be well lit, including each fioor, stairwells and entry
and exit points.
• Paint - Utilizing white or light-colored paint creates a brighter and welcoming
atmosphere, and prevents shadows and dark corners.
• Security Services - Third party security services can be contracted to add a physical
presence in the garage. The security personnel can conduct foot patrols, or vehicle
patrols, which would allow them to cover multiple facilities.
• Call Boxes - Emergency call boxes may be installed in facilities, so that a customer in
distress may easily press a button to reach emergency personnel.
• Other Security Technology - Security technology continuously advances with new
features such as mobile robots and wall or pole mounted security centers.
• Netting or Edge Guard - As planned for the Cultural Arts District Garage, netting can
be installed to block off open spaces on higher fioors of the garage.
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Summary of Recommendations
The following section summarizes the near-term, mid-term, and long-term recommendations
for parking technology and operating systems in the City’s parking program that were covered
in this Roadmap:
Section Recommendations
PARCS
Near-term:
• The City should work with the selected PARCS vendor to
prioritize reverting the 842 Palm Street garage from a
gateless to a gated solution.
Long-term:
• The City should install the same PARCS technology at the
other parking facilities to ensure consistency in the paid
parking system.
Pay Stations
Near-term:
• The City should terminate their pay station contract with
IPS and release an RFP for a new pay station vendor.
Long-term:
• The City should consider re-evaluating pay station
placements as the City starts to phase out single-space
meters and install more pay stations in the Downtown
area.
Single-space Meters
Mid-term:
• The City should phase out all single-space meters out of
the Downtown area once a pay station provider is
selected through an RFP process to reach an
infrastructure-lite program.
Revenue Collection and
Reconciliation
Near-term:
• The City should establish process, procedure, and
performance standards with the vendor and internally
between Parking Division and Finance Department staff
to ensure City policies are followed accordingly for
revenue collection and reconciliation processes.
Mid-term:
• The City should conduct a comprehensive assessment to
re -evaluate the current operating procedures for
revenue collection and reconciliation,
Mobile Payment
Applications
Near-term:
• The City should select the single mobile payment
application vendor to be used for the parking program.
Mid-term:
• The City should work with the mobile payment vendor to
set up integrations with the pay station provider to allow
parking session extensions via mobile app.
Validations
Near-term:
• While the garage is gateless, the City could consider
working with the mobile payment vendor to introduce
validation codes for use by jurors in the mobile app.
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October 10, 2024 18
• The City may need to continue using physical passes to
accommodate jurors that do not have a mobile device.
Mid-term:
• The City should work with the selected PARCS and
mobile payment application vendor to set up a fully
digitized system for managing and issuing parking
validations that allows for both City and business-
managed permits.
• The City should work with the PARCS provider to
establish a validation system for juror parking.
LPR
Near-term:
• The City should replace the existing LPR system at 842
Palm Street with the LPR solution provided by the new
PARCS provider to allow for a fully integrated off-street
parking system.
Mid-term:
• The City should install the same LPR solution at the other
parking garages to ensure a consistent design
throughout the off-street facilities.
Long-term:
• The City should pursue an LPR system that allows for
cloud-based storage in order to provide fiexibility for
data storage, retention, and sharing capabilities.
Digital Parking
Occupancy Signs
Mid-term:
• Upon installation of the new PARCS technology, the City
should work with the selected PARCS vendor to set up
an integration with the existing digital parking
occupancy signs to populate real-time occupancy
counts.
Data Collection and
Analysis
Near-term:
• The City should regularly collect LPR data using the
mobile LPR during parking enforcement for parking
utilization analysis.
Mid-term:
• The City should do quarterly reports of the LPR data
collected during parking enforcement to help inform
data-driven decisions for any parking program
adjustments.
Citation Management
System
Near-term:
• The City should terminate their citation management
contract with IPS.
• Release an RFP for a citation and permit management
system vendor.
Long-term:
• The City should consider expanding its parking
enforcement stafflng so that enforcement of the
residential parking permit districts can unite under the
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October 10, 2024 19
Parking Division instead of under the SNAP program in
the Police Department.
Permit Management
System
Near-term:
• The City should terminate their permit management
contract with IPS.
• Release an RFP for a citation and permit management
system vendor.
Long-term:
• The City should digitize the residential parking permits
to allow for plate-based enforcement utilizing LPR
technology and a digitally managed permit program.
Signage
Near-term:
• The City should update paid parking signage to refiect
the single mobile payment vendor selected from the RFP
process.
• The City should post additional signage at 842 Palm
Street in the interim to help communicate to users on
how to properly pay for parking.
Mid-term:
• The City should update all downtown and residential
signage to be compliant with MUTCD standards and to
accurately refiect business rules relating to paid parking,
time limits, and residential parking restrictions.
• The City should establish a list of standards for all
signage to create a more cohesive, welcoming, and
visually appealing streetscape.
EVCs
Long-term:
• The City should consider pursuing a different EVC
solution that would allow for integration with the PARCS
technology at the off-street parking facilities.
Vendor Contracting
Near-term:
• The City should incorporate Data, Security, and
Integration standards for parking technology contracts.
QR Code Scams
Near-term:
• The City should advertise that no QR codes are in use on
signage, stickers, meters, pay stations, informational
materials, and on the City’s parking website to prevent
scams.
• The City should conduct a regular physical check of
assets to ensure no false QR codes have been posted.
Garage Security
Near-term:
• The City should launch a pilot program to test various
garage security technologies and enhancements for
long-term implementation to improve safety and
security for parkers in the off-street facilities.
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Appendix A – Community Outreach Summary
The City of San Luis Obispo (City) conducted an online survey and held two community
meetings during February and March 2024 to solicit feedback from the public regarding their
parking experience in Downtown San Luis Obispo (Downtown SLO). Additionally, DIXON
monitored email and social media feedback from the community during the same timeframe.
As part of the Technology Roadmap, DIXON conducted Needs Assessment Interviews with City
staff who are involved in parking enforcement, citation and permit management,
administration, and purchasing were interviewed in order to help identify the current
challenges and needs as it relates to parking. The following subsections describe the results
and key themes from the various community outreach and internal assessment efforts.
Summary of Key Themes
Below is a summary of key themes from a combination of insights from the survey, social media
feedback, community meeting feedback, and email feedback.
• Technology issues and general confusion regarding how to pay for parking (pay
stations, multi-vendor mobile payment apps, rate structures, signage)
• Increase safety and user experience in garages, especially in gateless structure
• Lowering rates and retaining free hours/days
• Concerns about transparency (2023 changes happened too quickly)
• Concerns about negative impact to locals, visitors, businesses
• Decrease evening paid parking operating hours
Survey Results
The online survey hosted on Open City Hall was open for 31 days starting on February 6, 2024,
and closing on March 8, 2024. A total of 2,784 responses were received from SLO’s residents,
visitors, business owners, and employees regarding their parking experience in Downtown
SLO. Survey respondents were divided into resident or visitor at the beginning of the survey
and were later given the opportunity to identify as a business owner, employee, or N/A to
answer additional questions. Due to the survey structure, it appears as if the total number of
responses across the four audience groups appears to exceed the total number of survey
respondents; however, a respondent can be both a resident and a business owner, for example.
The table below shows the breakdown of the number of responses by audience group.
Audience Group Number of Responses
Residents 1,715
Visitors 1,069
Business Owners 104
Employees 235
Key flndings from the survey for each audience group are summarized below.
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Residents – 1,715 respondents
Of the 2,784 respondents, 1,715 were residents of SLO who offered input on their parking
experience in Downtown:
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Visitors – 1,069 respondents
Of the 2,784 respondents, 1,069 offered input on their experiences acting as a visitor or patron
in Downtown SLO:
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Business Owners – 104 respondents
Of the 2,784 respondents, 104 were business owners in Downtown SLO who offered the
following data:
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Employees – 235 respondents
Of the 2,784 respondents, 235 were employees of Downtown SLO who offered the following
data:
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Community Meetings
Five community meetings were held, with two being held in-person and three being held
virtually via Zoom. The following table summarizes the details of each community meeting:
Name Date(s) Setting Number of Attendees*
Community Meeting
Round 1
February 13, 2024 In-Person 35
February 14, 2024 Virtual 20
Community Meeting
Round 2
April 4, 2024 In-Person 22
April 5, 2024 Virtual 15
Community Meeting
Round 3
May 2, 2024 Virtual 12
*Including DIXON and/or City staff.
Overview of Community Meeting Rounds
• The flrst round (comprised of one in-person and one virtual meeting) focused on
identifying and receiving feedback from the community on their parking experiences.
• The second round (comprised of one in-person and one virtual meeting) focused on
sharing preliminary flndings from community outreach, the parking utilization study,
and initial flnancial modeling.
• The third round (comprised of one virtual meeting) focused on sharing the flnal parking
rate model options for community feedback.
Key Themes
Community Meeting Round 1
• Paid Parking Rates: Current rates are too high, were changed too quickly, and are
negatively impacting businesses and visitors. Rates should be more affordable,
including discounted rates for certain groups, free parking hours/days, and longer time
limits. Some community members have recommended dynamic pricing structures.
• Technology Issues and User Experience: Confusion and frustration with the current
parking system, including difflculties with payment methods, time limits, use of the
gateless structure, mobile apps, and signage. It should be simple and consistent in how
one pays for parking. Residents are asking for immediate action to improve the gateless
structure parking experience.
• Transparency: Desire for more transparency and communication from the city
regarding parking policies and changes.
• Prioritizing Locals: Advocacy for the prioritization of local residents and businesses in
parking policies over tourism-related interests, such as through resident beneflt
programs.
Community Meeting Round 2
• Financial Modeling: Emphasis on lowering rates as a top priority for community
members. Confusion about the structure of the parking enterprise fund.
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October 10, 2024 33
• Technology Issues and User Experience: Desire for improvements to wayflnding and
signage at parking structures, and more clear communication of existing rate structures
to eliminate confusion.
• Welcoming back locals: Desire for programs and marketing efforts to welcome locals
back to Downtown San Luis Obispo and rebuild trust with the community, such as a PR
campaign through promotional codes on the mobile payment apps.
Community Meeting Round 3
• Financial Modeling: Emphasis on lowering rates as a top priority for community
members. Interest in convenient, accessible short-term parking for pick-up/drop-off
and running errands. Interest in ensuring that parking program revenue is minimal in
order to achieve the lowest rates possible.
• Parking Fund: Interest in exploring potential alternative funding sources for the Parking
Fund.
Email and Social Media Feedback
DIXON received email commentary and monitored SLO’s social media sites (Instagram,
Facebook, and Twitter) for feedback from February 5th to March 11th. Approximately 80 emails
and 60 social media comments were received. The following key themes and
recommendations were identifled:
• Paid Parking Rates and Operations: Community members recommended changing
the paid parking hours to end at 6PM instead of 9PM, keeping the flrst hour free to
encourage business activity, and free parking on Sundays. There was also interest in
implementing demand-driven parking rates. General concerns around the
inconsistency of pricing structures between on-street and off-street were mentioned,
and community members recommended adding more signage to make the pricing
structures easier to understand. Some community members recommended a
discounted parking rate for residents.
• Technology Issues and User Experience: Community members expressed difflculty
with using the kiosks and trying to estimate time needed to park prior. Inability to add
time to parking session via mobile app was also mentioned.
• Safety: Community members expressed that cleanliness and safety should be a priority,
and that some parking structures feel unsafe due to poor lighting. Community members
also expressed feeling unsafe when walking from a parking space to their destination.
• Accessibility: Several community members expressed a desire for more
loading/unloading spaces around downtown, as well as more accessible parking
spaces. Community members also expressed a desire for better transit options,
including more frequent bus routes downtown to encourage less vehicle use.
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October 10, 2024 34
Internal Needs Assessment Interviews
DIXON conducted four internal Needs Assessment interviews to discuss current parking
operations and the City’s desired direction for the parking program in the future. City staff from
the following departments/divisions were interviewed as part of the process:
• Mobility Services
• Parking Division
• Procurement Division
• City Attorney’s Offlce
The Needs Assessment interviews were organized to cover the following topics. Key takeaways
and discussion points for each topic are summarized below:
• Operations and Maintenance: Staff highlighted the importance of easy-to-use paid
parking technologies, including simple user interfaces on pay stations for a seamless
parking experience. Staff expressed their desire to remotely control, and trouble shoot
the pay stations in real-time from a computer system in-house instead of necessitating
a ticket to be submitted to the technology provider, which can signiflcantly delay
maintenance procedures. In general, staff would like to see more efflcient customer
service response times from the technology providers.
• Citation Processing and Permits: Staff expressed their desire to have a unifled
platform for permit and citation management, both for the City and for the public. The
group discussed the need to focus on backend citation processing and administrative
tasks, particularly addressing customer complaints about delays in receiving citation
notices and appeals. Staff have expressed that the current citation adjudication
process is complicated and inefflcient, lacking necessary functionalities like
customizable notices and the ability to handle partial payments, which leads to
customer dissatisfaction and administrative burdens.
• Enforcement: Staff expressed challenges with load times for LPR data to be
populated to enforcement handhelds, which can delay enforcement patrols. Staff
expressed frustrations with the current enforcement software, such as delays in citation
processing, difflculty in adding notes after issuing citations, and the inability to easily
search for vehicle information. Overall, the current system lacks real-time updates and
efflcient data management. Staff expressed that they would like real-time location
updates, improved search functions for citation data entry such as vehicle make, and
improved internal communication regarding device issues and support ticket
responses. Staff also highlighted the importance of creating an internal log for
documenting issues and holding technology vendors accountable for any delays or
technical failures.
• Purchasing and Contracting: Staff have recognized the difflculties with the current
enforcement module technology provider and have expressed concerns about
termination clauses. Staff have expressed the need for a cohesive strategy in contract
negotiations and terminations in order to minimize any potential revenue losses and
operational disruptions.
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October 10, 2024 35
Appendix B – PARCS Performance Standards
Following are suggested performance standards and measurements for a PARCS technology
contract. These are to be considered in addition to Attachment 5, which includes Data, Security
and Integration requirements that may also apply.
• Management System or Bank Card Processing Failure: Any failure of the
Management System or bank card processing solution provided by the Contractor that
prevents the processing of bank cards and the collection of related revenue shall result
in damages of $500 per 24 hour period. City shall provide Contractor with 12-hour
notice to respond and repair the failure prior to being entitled to this liquidated
damage.
• Systemic Hardware Issue: Any hardware failure that affects 25% or more of any one
component of the City’s equipment fieet at one time which causes in the inability to
collect any one type of monies shall result in damages of $250 per 24-hour period per
component. Upon City notice to the Contractor, Contractor will have 10 calendar days
to correct the hardware failure, up to and including speciflc component replacement,
prior to the City being entitled to this liquidated damage. City will provide reasonable
access and support to the Contractor in correcting the failure.
• Systemic Software Issue: Any software failure that affects 25% or more of any one
component of the City’s equipment fieet at one time which causes in the inability to
collect any one type of monies or charge motorists the correct amount shall result in
damages of $250 per 24-hour period per component. Upon City notice to the
Contractor, Contractor will have one business day (24 hours) to correct the failure prior
to City being entitled to this liquidated damage. City will provide reasonable access and
support to the Contractor in correcting the failure.
• PCI Data Security Failure: Failure of Contractor to maintain Payment Card Industry
(“PCI”) Data Security Standard Certiflcation, shall result in damages of $10,000 on the
twenty-eight (28th) calendar day following non-compliance (“flrst assessment”). The
twenty-eighth (28th) calendar day following the flrst assessment and every twenty-eight
(28) calendar day thereafter shall constitute a “subsequent assessment”. On each
additional twenty-eighth (28th) calendar day following the flrst assessment and any
subsequent assessments, the City shall be entitled to liquidated damages of $25,000
until the failure is cured. Damages during subsequent assessments shall be prorated by
day.
• Cash Reconciliation Accuracy: Any failure of the Contractor’s solution that results in a
3% or greater variation between the actual funds collected versus the Management
System reported funds shall result in damages of $250 per 24-hour period. Upon City
notice to the Contractor, Contractor will have seven business days to correct the failure,
if determined that Contractor is at fault, prior to City being entitled to this liquidated
damage. City will provide reasonable access and support to the Contractor in
identifying and correcting the failure.
• Customer Support: Any failure of the system, network, or personnel necessary to
provide the required customer support resulting in service not being available to a
customer more than two times in a 24-hour period shall result in damages of $250 per
24-hour period. Upon City notice to the Contractor, Contractor will have one day (24
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October 10, 2024 36
hours) to correct the failure prior to City being entitled to this liquidated damage. City
will provide reasonable access and support to the Contractor in correcting the failure.
• City Support: Any failure of the Contractor to provide the required City Support
resulting in support not being available to the City customer within 48 hours of initial
email or phone contact shall result in damages of $250 per 24-hour period. Upon City
notice to the Contractor, Contractor will have one day (24 hours) to correct the failure
prior to City being entitled to this liquidated damage.
• RMA Fulfillment: Any failure to process and ship an RMA or provide notiflcation to the
City with reasonable explanation for delay, within 14 days of the receipt of the shipment
from the City shall result in damages of $100 per day until the return RMA shipment is
received by the City. The flrst occurrence of this failure will result in a written warning by
the City with no damages applied. Any subsequent failures will incur this liquated
damage without notice being required by the City.
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ATTACHMENT 1
1
Parking Access Revenue Control System (PARCS) Scope of Work
The City is soliciting PARCS vendors (“Vendor”) to provide responses on the following services.
Responses should not exceed five pages total.
I. Gated Solutions
Vendor shall describe options for gated solutions, including potential frictionless systems, or
having gates on either entry or exit only.
II. Pay Stations
Vendor technology must provide Pay by app, QR code, and on foot capabilities. Proposer
must describe the options to accept cash and coin.
III. License Plate Recognition (LPR) integration
The City is currently using Genetec FreeFlow at 842 Palm Street. Vendors should advise
integration with this solution and/or advise options for plate-based PARCS management to
accommodate for permit holders or pre-payment. The City is installing appropriate loop
detectors at the CADPS, but may need installation at the other existing garages depending
on the solution.
IV. Validations
Vendor must be able to support a validation program, that could include special events and
merchant participation throughout the City. Vendor must be able to support business-
managed and/or City-managed validations.
V. Reservations
Vendor shall describe reservation capabilities including identifying the operational and
enforcement support demands that must be supported by the City.
VI. EV charging integration
Vendor shall describe EVC solutions, and any potential integrations. The City is currently using
ChargePoint chargers, however the contract is set to expire on July 22, 2024.
VII. Permits
Vendor must be able to support a monthly e-permit system with LPR and/or Bluetooth access
control.
VIII. Pedestrian access control
Vendor shall describe technology options for pedestrian access control at elevators and/or
stairwells in the garage structures.
IX. Occupancy counts
Vendor shall describe ability to integrate with existing hardware outside of garage structures
for occupancy counts, or provide technology that can yield entry/exit counts such as through
AI sensors for sign counters.
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ATTACHMENT 1
2
X. Dashboard (Monitoring / Reporting features)
Vendor shall provide a dashboard that allows City staff to manage and monitor equipment,
as well as monitor revenue, occupancy, and validations.
XI. Customer Support
The City is seeking a vendor that will be able to provide 24/7 remote customer support,
including assisting customers in-lane and at the pay stations, addressing and correcting
errors with customer parking transactions, and transaction or payment disputes. Vendor
shall describe the turnkey services offered for customer support.
XII. City Support
The City is seeking a vendor that will maintain consistent responsiveness throughout the
entire term length to provide support on any administrative, operational, or technological
needs. Vendor shall maintain a single point of contact for the City. Response time has been
a challenge within the previous scope, explain your commitment and guarantee that you will
contractually commit to regarding response time to the City.
XIII. Additional Features
Vendor shall describe any additional customer service features that are included in the
services that will be provided to the City upon implementation. Responses should be
specific and describe additional customer service features that are available upon launch of
the selected PARCS. Any additional costs associated with these features must be specified.
XIV. Integrations
The PARCS vendor should be able to support any future integrations with the City sub-
systems including but not limited to:
• Mobile payment provider (MPP) (TBD)
• License plate recognition technology – Route 1 - Genetec Freeflow (fixed mount) &
mobile
o LPR will be equipped in all garages for entry and exit to offer frictionless
PARCS,
• Citation management systems - IPS Group
• Permit management systems – IPS Group
• Intercom customer service vendor (TBD)
• Other vendors (TBD)
XV. Cost Proposal
Vendor shall outline all costs associated with the services provided, including hardware
purchase, installation, software, warranty, transaction fees, and any additional costs
including integration costs, spare parts and any ongoing fees. See Appendix B for the
pricing sheet. Specifications for each garage are detailed in the pricing sheet.
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ATTACHMENT 2
1
Pay by Plate Pay Stations
Scope of Work
Author:
Dixon Resources Unlimited
Updated:
9/5/24
Page 745 of 1527
ATTACHMENT 2
2
1 Project Overview ............................................................................................................. 3
2 Contractor Minimum Requirements ................................................................................. 3
3 Pay Station Requirements............................................................................................... 3
4 Wireless Two-Way Communications ............................................................................... 5
5 Pay Station Display ......................................................................................................... 6
6 Pay Station User Interface .............................................................................................. 7
7 Payments ........................................................................................................................ 8
8 Clock ............................................................................................................................... 9
9 Pay Station Power .......................................................................................................... 9
10 Pay Station Security ...................................................................................................... 10
11 Maintenance ................................................................................................................. 10
12 Pay Station Management System ................................................................................. 11
13 Warranty & Contract Support ........................................................................................ 13
14 Project Management ..................................................................................................... 14
15 Training ......................................................................................................................... 15
16 Work Order Management (Optional) ............................................................................. 16
17 Integrations ................................................................................................................... 16
18 Installation (Option 1 -Contractor) ................................................................................. 17
19 Installation (Option 2 - City) ........................................................................................... 17
20 Other Services (Optional) .............................................................................................. 18
21 Liquidated Damages ..................................................................................................... 18
22 Submission Requirements ............................................................................................ 19
23 Technical Compliance Matrix ........................................................................................ 23
24 Cost Proposal ............................................................................................................... 23
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ATTACHMENT 2
3
1 Project Overview
This Request for Proposals (RFP) is for the procurement of a parking pay station solution to be
implemented throughout the City with an emphasis on the customer service experience
providing ease of use and convenience to a motorist. The selected Contractor will provide the
full range of services including parking pay station equipment, a web-based pay station
maintenance system, warranty and customer service support, training, reporting and
maintenance tracking, and integrations with existing and future parking technology vendors.
Following are current statics related the to the City’s parking meter program.
City to insert current meter statistics here.
Payment Chanel Quantity Approximate Annual
Revenue
Pay Station
Single Spare Meter
Mobile Payment
2 Contractor Minimum Requirements
The following is a list of minimum requirements for a Contractor:
2.1 Contractor shall have a minimum of three active and currently contracted customers
located in the State of California with a minimum of 15 pay station per installation.
2.2 Contractor shall have a minimum of ten active clients located in the United States of
America with a minimum of 50 pay stations.
2.3 Contractor shall have legally operated in the United States of America for a
minimum of five years.
2.4 Contractor’s proposal and pricing will be valid for at least 180 days from submittal.
3 Pay Station Requirements
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ATTACHMENT 2
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The following is a list of key requirements for the Pay Station solution:
3.1 Pay stations must be able to store at least 10 different rate structures configurable by
time of day, length of stay, and day of the week. The technology must allow for
simultaneous rate structures to be deployed to different pay stations including
static/fixed rates and fixed and escalating hourly rates.
3.2 Pay station shall accommodate a pre-payment option (payments made in advance of
operating hours).
3.3 Pay station technology must be simple to understand and easy to use.
3.4 Motorist shall be able to complete a transaction in as few steps/screens as possible.
3.5 All technology included in the solution must be reliable, easy to maintain, and
secure.
3.6 Pay station shall include a large screen to display relevant policy and parking
information, rather than using signs or decals posted on the hardware. A touch screen
is preferred by the City as the main interface for the motorist. Pay station shall be
able to electronically display the following to the motorist with minimal effort:
3.6.1 Rate Options
3.6.2 Days and hours of operation
3.6.3 Motorist instructions
3.7 Contractor must offer strong customer support 7 days a week.
3.8 All technology, equipment, and systems shall be ADA-compliant to the latest state
and federal standards at the time of proposal submission, including all related
specifications from Public Right-of-Way Accessibility Guidelines adopted on July 3,
2024.
3.9 All materials and components of the pay station shall be new (the most current model
or version), unused, and not refurbished. The Contractor may submit the option for
use of refurbished (like new) parts, in which case, the Contractor must clearly state
which part(s) may optionally be selected by the City and any related cost savings.
3.10 Pay station shall have a modular design. Components shall be able to be quickly
changed in the field and, to the extent possible, interchangeable between pay
stations.
3.11 All Pay station electronic components, connections and wiring shall be fully
weatherproofed and capable of outdoor use.
3.12 Pay station shall be weather, rust, and graffiti resistant and shall be made of stainless
Page 748 of 1527
ATTACHMENT 2
5
steel or an equivalent material.
3.13 Pay station shall have additional lighting or illumination for after dark usage and
limit the effects of sun glare.
3.14 Pay station shall wirelessly communicate usage, payment status, pay station access
and maintenance alert data in real-time though a vendor provided cellular plan.
3.15 Pay station shall be managed by a web-based parking management system or pay
station management system (PSMS).
3.16 Pay station and PSMS shall include easy to use with customizable tariff naming and
the ability to download rates onto customizable, user-defined groups of pay stations.
3.17 Pay station and all components shall be warranted to operate as proposed within a
temperature range of negative 15 degrees Fahrenheit to +140 degrees Fahrenheit and
under environmental conditions found in the City, including but not limited to sleet,
snow, hail, grime, rain, fog, sun (including direct sunlight), and vibrations.
4 Wireless Two-Way Communications
The following is a list of requirements for Wireless Two-Way Communications:
4.1 Pay station shall will be equipped with a modem, antenna, and the required software
to support wireless communications.
4.2 The wireless service will be supplied by the Contractor who shall be responsible for
maintaining and updating the service to ensure system uptime in excess of 99%
during parking hours of operation.
4.3 The wireless communication service and related modem (or other equipment) shall
be viable for at least six years from the date of the equipment's delivery.
4.3.1 After six years, if at no fault of the Contractor, the cellular carrier cancels the
available service, Contractor will provide written notification to the City at least one
year in advance of the cancellation and provide support to the City for upgrading
the pay station at the lowest possible cost with a service that will be viable for at
least six additional years.
4.3.2 If the communication service is cancelled prior to six years from equipment
delivery, Contractor will be responsible for the upgrade of all pay stations including
equipment, software, and on-site physical upgrade.
4.3.3 If at any time during the agreement communication service cancellation or
degradation is determined to be the fault of the Contractor, Contractor will be
responsible for the upgrade of all pay stations including equipment, software, and
on-site physical upgrade.
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ATTACHMENT 2
6
4.4 Pay station shall have the ability to select from different cellular carriers that may be
best for different locations.
4.5 Contractor will identify the likely cellular carrier(s) to be used for service and the
process of determining reliability of signal coverage.
4.6 Contractor will provide options for connectivity besides cellular data; e.g.,
hardwired, fiber, Wi-Fi, etc.
4.7 Pay station transactions shall be communicated to the back-office system in real time
to support pay-by-plate pay station enforcement queries.
4.8 In the case of communication outages (offline), the pay station shall be capable of
storing transactions (as allowed by EMV standards), events and alarms for at least
seven days, until communication is restored, at which point the data shall be
transmitted to the back-office system.
5 Pay Station Display
The following is a list of requirements for the Pay Station Display
5.1 Pay station shall include a touch screen display.
5.2 Display shall be easy to read under various daytime and nighttime lighting
conditions, including fog, direct sunlight, and at various angles.
5.3 Display shall be backlit and will be large enough to legibly display all necessary
operating status messages to users and repair personnel. The display must be energy
efficient and operate in a solar-charging (or equivalent, as applicable) configuration
and not cause excessive battery drain.
5.4 Display shall be scratch and impact resistant.
5.5 Current rates and hours must be able to be displayed on the graphic display and be
remotely programmed.
5.6 Display shall allow for the option to inform motorist of expiration of their paid
parking session.
5.7 Motorists shall be able to select their rate option prior to submitting payment in order
for the pay station to translate the amount due and inform the motorist of the
payment value.
5.8 Display shall support dynamic messaging functionality to reflect changes in pricing,
regulations, display messages, format, or configurations made in the PSMS and
communicate wirelessly to the pay station at least once per day. The City shall have
the ability to change or adjust the graphic display independent of Contractor support
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ATTACHMENT 2
7
and there shall be no additional costs for these types of adjustments.
5.9 Display shall have the ability to display special messaging.
5.10 Display shall clearly communicate instructions and error messages to the motorist.
Where possible, alphanumeric and graphical representation is preferred. At a
minimum, the display shall be capable of providing the following information:
5.10.1 Rates
5.10.2 Days and hours of pay station operation
5.10.3 Related parking regulations
5.10.4 Card Read Error – Communicating if a motorist’s card was not appropriately read
by the pay station.
5.10.5 Coin Payment Unavailable – Communicating that coin payment is unavailable as
a payment method.
5.10.6 Bill Payment Unavailable – If applicable, communicating that bill payment is
unavailable as a payment method.
5.10.7 Card Payment Unavailable – Communicating that bank card payment is
unavailable as a payment method.
5.10.8 Card Payment Declined – Communicating that the provided bank card was
declined and to use another payment method.
5.10.9 Out of Order – Communicating that the pay station is fully out of order.
5.10.10 Receipt Unavailable – If applicable, communicating that a printed receipt is
unavailable.
5.10.11 Customizable messages as dictated by the City on one or more screens.
5.10.12 Customizable messages notifying the motorist of other payment options (example
– text-to-pay or mobile payment) on one or more screens.
6 Pay Station User Interface
The following is a list of requirements for the Pay Station User Interface
6.1 Any pay station buttons, touch screens or physical touch points must be vandal
resistant, weatherproof, and corrosion resistant.
6.2 Any pay station buttons shall include a lighting feature so that a motorist can easily
find the button in low light scenarios.
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ATTACHMENT 2
8
6.3 Any pay station buttons, touch screens or physical touch points shall be easily
maintained and replaced as needed.
7 Payments
The following is a list of requirements regarding payments at the Pay Station:
7.1 Pay station must allow payment through multiple channels, including coin, cash, and
bank card. Near Field Communication (NFC) payment (including contactless bank
cards, Apple Pay and Google Pay) shall be supported. The City shall have the option
to order any number of pay stations in any payment configuration
7.2 Pay station shall accept monies through a jam-resistant coin, bill and bank card
interface.
7.3 Pay station shall accept all $0.05, $0.10, $0.25 and $1 coins in active circulation.
7.4 If applicable, pay station shall accept all $1, $5, $10, and $20 bills in active
circulation.
7.5 Monies must be deposited directly into, and stored in, secured containers in the pay
station's vault area.
7.6 Monies must be easy to collect, being able to be completed in two minutes or less.
7.7 All collection activities should include events reported to the PSMS.
7.8 Pay station collection receipt printing shall be optional, allowing for removal of
specific revenue information from the printed receipt or on-screen details.
7.9 Maintenance personnel must be able to easily clear coin or bills jams without special
tools and accessing the coin or bill vault.
7.10 Pay station must allow the motorist to pay for a parking transaction at any pay station
within a City defined zone.
7.11 Pay station will have the ability to allow the addition of time to existing transactions,
however, the add time feature must disallow the ability to purchase time past the
maximum time allowed by license plate for the parking location.
7.12 Pay stations shall be programmed to accept extended payment within applicable City
policy requirements.
7.13 Pay Station shall allow for multiple motorist payment receipt options, including, but
not limited to, print options, receipt by text, or no receipt.
7.14 Contractor, the pay station, the associated communications system, the backend
server and gateway services shall all be compliant with Payment Card Industry Data
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ATTACHMENT 2
9
Security Standard (PCI Level 1 certified by a Qualified Security Assessor (QSA)) as
applicable.
7.15 Pay station bank acceptance system will allow and compliant with EMV payments.
7.16 Contractor will provide a payment gateway for processing of bank cards which is
capable of processing Visa, Mastercard, American Express and Discover.
7.17 Contractor will integrate the City’s current merchant process, XXXX.
8 Clock
The following is a list of requirements for the Pay Station Clock:
8.1 Pay station must have a 365-day calendar real-time clock that completes a time-sync
with the server at least once every 24 hours.
8.2 Pay station will either retain the time settings during battery replacements or
servicing or will accurately reset the time settings without losing prior programming
within one minute of restart.
8.3 Pay station clock shall be programmable at least one year in advance for automatic
daylight savings time changes and shall support any State/Federal changes to
Daylight Savings Time.
8.4 Pay station clock shall be accurate to within plus or minus two seconds per day
(where a day is defined as any given 24-hour period).
8.5 Time of day and date shall be available to be viewed in the maintenance screens.
9 Pay Station Power
The following is a list of requirements for the powering of the Pay Station:
9.1 Pay stations must have the capacity for power by a rechargeable (or equivalent)
battery.
9.2 Pay station must include solar recharging capability.
9.3 Batteries shall be located in an easily accessible storage area inside the unit that can
be changed out in less than 2 minutes and without the use of any specialized tools.
9.4 Batteries shall be able to be recharged outside of the pay station.
9.5 For environmental reasons, Nickel-Cadmium batteries shall not be used to power the
pay stations.
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ATTACHMENT 2
10
9.6 When battery voltage falls below a minimum threshold, the pay station will generate
an alert prior to the pay station going out of service.
9.7 Battery connections will be designed to resist corrosion and sustain a minimum of
five years of service.
9.8 Current battery voltage for both rechargeable (solar or equivalent) and non-
rechargeable batteries will be available on the display and through the PSMS.
9.9 All locally stored pay station data will be retained during battery replacement and
battery failures for at least seven days.
9.10 Contractor shall guarantee a life of at least five years for a battery under normal use.
Contractor shall provide training on proper battery care and maintenance to
maximize the life of a battery.
9.11 Upon end of life of a battery, after 5 years, Contractor shall support the City in the
replacement of the battery.
10 Pay Station Security
The following is a list of requirements for the Pay Station Security:
10.1 Pay stations shall have high security locks for all housing and cabinet doors.
10.2 Cash vault areas of the pay station shall not be accessible from the maintenance
compartment and access shall require separate keys.
10.3 Vault area will be resistant to vandalism, theft, and other attacks to remove or
disable the vault.
10.4 Exterior locks shall be internally or flush mounted to reduce visibility to the public.
10.5 Exterior locks shall be weather resistant to prevent rust and access of liquid inside
the pay station.
10.6 Exterior locks shall be uniquely keyed for the City, whereas no other client will have
the same combination.
10.7 Pay stations shall be resistant to vandalism, theft and other attacks.
11 Maintenance
The following is a list of requirements for the Pay Station Maintenance:
11.1 Pay station shall be able to be fully maintained by City staff or its designee.
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ATTACHMENT 2
11
11.2 The following major components shall be able to be replaced by a trained technician
within 10 minutes of arrival at the pay station:
11.2.1 Coin acceptor
11.2.2 Bill acceptor (if applicable)
11.2.3 Bank card reader
11.2.4 Main board (CPU)
11.2.5 Printer
11.2.6 Battery
11.3 Any other pay station component shall be replaceable by a training technician within
a reasonable time period.
11.4 Any special tools required for maintenance that are not easily available at a standard
hardware store will be provided by the Contractor.
11.5 Pay station display shall include a maintenance menu, accessible only by credentials
available to a maintenance technician.
11.6 Pay station maintenance menu shall include the following capabilities:
11.6.1 View current status of the pay station
11.6.2 View current events, alerts and/or alarm
11.6.3 View current battery voltage
11.6.4 Test all available components
11.6.5 Print test receipt, if applicable
11.6.6 Test communication to the PSMS
12 Pay Station Management System
The following is a list of requirements for the Pay Station Management System
12.1 The Proposer shall provide and maintain a Pay Station Management System (PSMS)
for the term of the contract.
12.2 PSMS shall be hosted by the Contractor, or their subcontractor. Contractor shall
maintain full responsibility, contractually or otherwise, for any third-party systems or
hosting provided as part of this Proposal.
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ATTACHMENT 2
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12.3 PSMS must provide secure, web-based back-office system including modules for the
following
12.3.1 Real time status of all pay stations
12.3.2 Real time and historical events, alert, alarm, and outage data
12.3.3 Real time and historical payment transaction data including search and look up
capabilities
12.3.4 Pay station management features including rate policies, display updates and
more
12.3.5 Detailed collection reporting to allow for accurate reconciliation of collected cash
12.3.6 Detail bank card processing report to allow for accurate reconciliation of bank
card transactions
12.3.7 Standard and customized reporting capabilities including the ability to create
custom templates for future use.
12.4 PSMS shall allow the City to track events, alerts and alerts from initiation at the pay
station to the closing of such items once repaired in the field.
12.5 PSMS shall provide the ability to identify pay stations by descriptions, address, and
zones. Mapping functionality is a desirable feature.
12.6 PSMS shall easily indicate pay station status and send configuration events, alerts
and alarms to designated personnel via email and text.
12.7 PSMS shall provide real-time verification of parking spaces payment status for
enforcement purposes.
12.8 PSMS shall allow the remote download of all rate changes, display changes, receipt
layout changes, other user interface changes and operating system changes and
upgrades with no upcharge for wireless data usage.
12.9 PSMS and pay station shall include the ability to program and display different rate
schedules by time of day, length of stay, and day of the week, including dynamic and
progressive rate structures for peak occupancy periods.
12.10 Contractor rate schedules shall be integrated or replicated with other City
parking payment systems, such as mobile payment, if applicable, to ensure consistent
and accurate rate schedules.
12.11 City staff shall have the ability to program rates independent of Contractor
support with no additional costs associated with these changes.
12.12 PSMS shall include a customizable dashboard that allows the City to display
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ATTACHMENT 2
13
relevant analytics associated with the paid parking program including occupancy
data, revenue, and equipment performance.
12.13 Contract shall offer the ability to integrate data from third-party systems into
the PSMS allowing for a centralized reporting system and inclusion of the data in the
dashboard display. Integrations will include, at a minimum, other paid parking
technologies for both on and off-street operations.
12.14 PSMS shall allow for reports to be exported as Excel, CSVs and/or PDF files.
12.15 PSMS shall schedule any batch style reporting to occur on demand or by 5am
daily, if applicable.
13 Warranty & Contract Support
The following is a list of requirements for the Pay Station Solution Warranty and Support:
13.1 Contractor shall include a minimum of a one-year hardware warranty.
13.2 Contractor shall provide a warranty on all software and system solutions for the
contract term.
13.3 Hardware warranty shall be effective on the same day for all pay stations included in
the initial order, becoming effective on the last day of installation of the pay station
implementation or 90 days from delivery of all pay stations, whichever comes first.
13.4 For any subsequent orders, the hardware warranty shall be effective on the date of
delivery.
13.5 Contractor shall provide ongoing technical support services through the term of the
contract for regular operations and maintenance services, including a toll-free phone
number and online help (Help Desk). Support services shall be available from 8am to
5pm Pacific Time Zone, seven days per week (excluding holidays).
13.6 Contractor’s Help Desk and related staff shall be located in the United States of
America.
13.7 Contractor shall provide 24 hours per day, 7 days per week monitoring and services
for outages or issues that impact the entire system.
13.8 Any requests for support that cannot be handled immediately by the Help Desk shall
be acknowledged by the Contractor within one business day and updated on a regular
basis.
13.9 Contractor shall utilize a ticket tracking system to open, track and close support
requests from the City.
13.10 The system must be capable of providing remote off-site diagnosis and support
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via wireless access. The system must be capable of remote software upgrades via
wireless access.
13.11 Contractor shall provide regular and ongoing technical bulletins that identify
product notifications, technology updates, lessons learned, and/or system
performance that details issues, changes, improvements and upgrades.
13.12 Requests for Quotations for parts, equipment or service from the City must be
fulfilled within three business days.
13.13 Return Merchandise Authorization (RMA) requests from the City must be
addressed within three calendar days. Upon return of equipment to the Contractor,
the RMA must be processed and return equipment shipped within 14 days and/or a
status update as to the expected time of arrival (ETA).
13.14 Shipment of the RMA to the Contractor will be at the cost of the City.
Shipment of the return equipment will be at the cost of the Contractor.
13.15 RMA shipments to the City must include advance email delivery notification,
delivery date/time and the associated tracking number to the designated City point of
contact. Deliveries to the City shall only occur within regular business hours.
14 Project Management
The following is a list of requirements regarding Project Management for solution delivery:
14.1 Contractor shall assign a Project Manager for the duration of the planning,
implementation, delivery and installation portion of the contract who will be
responsible for, including but not limited to:
14.1.1 Project oversight and delivery of the system.
14.1.2 Being a single point of contact for the City and providing for the management,
implementation, and on-going trouble shooting of the System during its installation.
14.1.3 Coordinating efforts with the City and any subcontractors.
14.1.4 Being available as required for onsite work and otherwise available to the City
during regular business hours via email, phone or video conference to respond to
City needs, questions and or issues.
14.1.5 Developing and maintaining, in consultation with the City, a detailed
implementation and project plan for the System.
14.2 Contractor’s Project Manager shall be experienced in the Contractor’s products and
parking operations, able to provide guidance and suggestions to the City on best
practices.
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14.3 Contractor shall provide a design review process for customizable and configurable
portions of the solution. The City shall sign off on the design review documentation
before production of these items.
14.4 Contractor shall test all hardware, software and systems prior to delivery to the City.
14.5 Contractor shall develop a training plan for review and approval by the City.
15 Training
The following is a list of requirements for Training:
15.1 Contractor shall provide a training plan that includes, but is not limited to,
installation, troubleshooting, repairs, preventative maintenance, revenue
reconciliation, and reporting. The training plan shall include:
15.1.1 Types of training course with a target audience
15.1.2 Description of course
15.1.3 Length of course
15.1.4 Method of training (video conference, in person, etc)
15.1.5 Prerequisites for the training course
15.2 Contractor training must include, at a minimum, the following City personnel:
operations, maintenance, customer support, administration, and finance.
15.3 Training will occur in person or via video conference as is most appropriate for the
topic. At a minimum, Contractor will provide at least two days of onsite/in person
training for operations and maintenance.
15.4 Training will be provided by qualified experts from the Contractor.
15.5 The City may request additional training sessions at reasons intervals and lengths via
video conference for no extra cost for the contract term.
15.6 The City may request additional training sessions in person. The Contractor will
provide a quote for services within one week, and perform that training within four
weeks, of the City’s request.
15.7 Contractor will provide necessary training to the City for any new, upgraded or
additional functionality provided during the term of the contract.
15.8 Contractor shall supply, and keep current, digital copies of all operating, training,
maintenance, repair and user’s manuals, which include detailed instructions for pay
station and system usage.
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16 Work Order Management (Optional)
The following is a list of requirements for the Work Order Manager Solution:
16.1 PSMS shall include a work order management system (WOMS).
16.2 WOMS shall automatically create maintenance work order tickets generated by pay
stations events, alerts or alarms.
16.3 WOMS shall route work orders automatically to the City assigned contacts via email
and text.
16.4 WOMS shall allow for manual ticket creation for any reason and route for use by
maintenance, customer service, City management and more.
16.5 WOMS shall provide for the entire life cycle of a ticket including creation, routing,
addition of comments/notes, and closing.
16.6 WOMS shall provide a mobile application or mobile compatible website for in field
entry and activity.
16.7 WOMS shall include reporting functionality that allows management to review ticket
history and statistics.
17 Integrations
The following is a list of requirements for Pay Station Solution Integration:
17.1 Contractor shall provide real-time integration with the City’s current, new, and future
parking technology and data management Contractors, including, but not limited to,
citation issuance/enforcement handhelds, LPR, and mobile payment.
17.2 The current required integrations include:
17.2.1 Enforcement – IPS Group, Inc
17.2.2 LPR – Genetec (integrator?)
17.2.3 Mobile payment - TBD
17.3 Contractor shall be able to work with outside Contractors to perform data migration,
if required by the City.
17.4 Contractor will review and comply with the additional data, system and security
requirement in Section/Attachment X.
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18 Installation (Option 1 -Contractor)
The following is a list of requirements for installation of the Pay Station:
18.1 Contractor will be responsible for pay station installation at specific locations
identified by the City. The Contractor’s price will include all costs associated with
the activity.
18.2 The City or Contractor will be responsible for a storage location within the City
limits for pay station delivery and provide reasonable access to the facility Monday
through Friday during business hours.
18.3 The City or Contractor will be responsible for removing an existing pay station or
meter infrastructure prior the installation by the Contractor.
18.4 Contractor will provide one in person, onsite walk-through where the Contractor’s
Project Manager and a City representative will review each installation site. The
Contractor will issue a report listing the details (address, GPS coordinates, etc.) and
status of each location with two weeks of the site visit for City review and approval.
18.5 Contractor will provide all personnel, tools, equipment, unpacking, assembly,
programming, or otherwise as required for installation.
18.6 Contractor will provide pay station transportation between the storage facility and
the installation locations.
18.7 The City or Contractor will be responsible for preparing each site for installation
prior to Contractor kicking off installation, including any concrete remediation.
18.8 The Contractor will provide no less than two technicians working together to
complete the installations at a rate of no less than 5 to 10 pay stations per day.
18.9 Upon completion, Contractor staff will thoroughly test each pay station and provide
documentation of the successful installation and confirmation that each pay station is
operating to specification. Review and confirmation of each report by the City will
result in acceptance of said pay station.
19 Installation (Option 2 - City)
The following is a list of requirements for installation of the Pay Station:
19.1 The City will be responsible for pay station installation.
19.2 Contractor will provide a one day in person, onsite installation training session for
the City or its designee.
19.3 Contractor will provide detailed instructions for pay station installation. Instructions
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will include all necessary steps for installation, assembly, and set up as well as
required tools and equipment.
19.4 Contractor will provide remote (phone, video conference) support during installation
period.
20 Other Services (Optional)
The Contractors should consider the following requirements and address them in their proposal
as desired:
20.1 With the implementation of new paid parking technology public awareness and
education is important to any successful parking management program. Contractor
shall describe any public outreach/education campaign support that will be included
with your solution at no additional cost to the City. Contractor shall provide
examples of prior successful implementations, including sample images,
emphasizing similar installations and education introducing pay by plate pay stations
and new paid parking policies.
20.2 The City may consider an option for a merchant validation program to enhance the
motorist experience. Contractor shall describe how the proposed parking technology
solution would support a merchant validation program and identify any equipment
required and additional costs or fees.
20.3 The City is interested in innovation and value-added services. Contractors should
describe any enhanced services and features that are available to the City currently or
in the near future and how these services and features would be integrated to ensure
motorist convenience. All associated pricing for any proposed or suggested feature
must be identified.
21 Liquidated Damages
The following are the proposed liquidated damages that would be incorporated into any final
agreement and should be considered in Contractor’s proposal. While it is not the intention of
the City to seek a punitive relationship, we are seeking an integrated solution that performs to
the standards described throughout the Contractor’s proposal and in line with the City’s
requirements.
Both parties will agree that the annual liquidated damages shall be limited to the amount paid
or due to Contractor by the City during a one-year period except in the initial 12-month period
of this Agreement, where liquidated damages shall be limited to 30% of the amount paid or due
to Contractor by the City during the initial 12-month period of this Agreement. The Contractor
agrees to pay (or provide invoice credit) these amounts to the City as set forth:
• PSMS or Bank Card Processing Failure: Any failure of the PSMS or bank card
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processing solution provided by the Contractor that prevents the processing of bank
cards and the collection of related revenue shall result in damages of $500 per 24
hour period. City shall provide Contractor with 12-hour notice to respond and repair
the failure prior to being entitled to this liquidated damage.
• Systemic Hardware Issue: Any hardware failure that affects 25% (or 40% if less
than 10 pay station are installed) or more of the City’s pay station fleet at one time
which causes in the inability to collect any one type of monies shall result in
damages of $25 per 24-hour period per pay station. Upon City notice to the
Contractor, Contractor will have 10 calendar days to correct the hardware failure,
up to and including specific component replacement, prior to the City being entitled
to this liquidated damage. City will provide reasonable access and support to the
Contractor in correcting the failure.
• Systemic Software Issue: Any software failure that affects 25% (or 40% if less than
10 pay station are installed) or more of the City’s pay station fleet at one time which
causes in the inability to collect any one type of monies or charge motorists the
correct amount shall result in damages of $25 per 24-hour period per pay station.
Upon City notice to the Contractor, Contractor will have one business day (24 hours)
to correct the failure prior to City being entitled to this liquidated damage. City will
provide reasonable access and support to the Contractor in correcting the failure.
• PCI Data Security Failure: Failure of Contractor to maintain Payment Card
Industry (“PCI”) Data Security Standard Certification, shall result in damages of
$10,000 on the twenty-eight (28th) calendar day following non-compliance (“first
assessment”). The twenty-eighth (28th) calendar day following the first assessment
and every twenty-eight (28) calendar day thereafter shall constitute a “subsequent
assessment”. On each additional twenty-eighth (28th) calendar day following the
first assessment and any subsequent assessments, the City shall be entitled to
liquidated damages of $25,000 until the failure is cured. Damages during subsequent
assessments shall be prorated by day.
• Cash Reconciliation Accuracy: Any failure of the Contractor’s solution that results
in a 3% or greater variation between the actual collected funds versus the pay
station/PSMS reported funds shall result in damages of $25 per 24-hour period per
pay station. Upon City notice to the Contractor, Contractor will have seven business
days to correct the failure, if determined that Contractor is at fault, prior to City
being entitled to this liquidated damage. City will provide reasonable access and
support to the Contractor in identifying and correcting the failure.
• RMA Fulfillment: Any failure to process and ship an RMA or provide notification
to the City with reasonable explanation for delay, within 14 days of the receipt of
the shipment from the City shall results in damages of $100 per day until the return
RMA shipment is received by the City. The first occurrence of this failure will result
in a written warning by the City with no damages applied. Any subsequent failures
will incur this liquated damage without notice being required by the City.
22 Submission Requirements
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This section may be incorporated into the City’s RFP documents or handled separately.
The Submission Requirements outline the guidelines governing the format and content of the
proposal as well as the approach to be used in its development and presentation. The intent of
the RFP is to encourage responses that clearly communicate the Proposer’s understanding of
the City’s requirements and its approach to successfully provide the products and/or services
on time and within budget. Only information which is essential to an understanding and
evaluation of the proposal should be submitted. Items not specifically and explicitly related to
the RFP and proposal, e.g. brochures, marketing material, etc. will not be considered in the
evaluation.
All proposals shall address the following items in the order listed below in a maximum of thirty
8.5” x 11” pages. City required forms, pricing forms and the Technical Compliance Matrix will
be considered outside this maximum.
22.1 Cover Letter
22.1.1 Provide a letter introducing the Contractor and the solution.
22.1.2 Include Contractor’s designated contact (name, title, phone, email).
22.1.3 Include acknowledgement of any addenda to the original RFP submitted by the
City.
22.1.4 Includes acknowledgement that the Contractors offer is valid for at least 180 days
from submission.
22.1.5 Identity the person(s) (name, title, phone, email) authorized to bind Contractor
into any awarded contract and the terms of proposal.
22.2 Company Experience and References.
22.2.1 Provide an overview of the company including any United State of America and
global operations.
22.2.2 Provide a list of three active customers located in the State of California listing
the client, services provided, and quantity of hardware (minimum 15).
22.2.3 Provide a list of three reference located in the United States of America listing the
client, contact information (phone/email), services provided and quantity of
hardware.
22.2.4 If the Proposer has had an Agreement terminated for default during the past three
years, this fact should be disclosed along with the Proposer’s position on the
matter(s). If the Proposer has experienced no such terminations for default in the
past, then the Proposer should indicate as such.
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22.2.5 Describe Contractor’s experience and methodology regarding integrations with
parking and mobility related third parties.
22.3 Pay Station Solution
22.3.1 Provide an overview of the pay station hardware being offered by Contractor.
22.3.2 Describe the options for use of refurbished (like new) parts. Contractor must
clearly state which part(s) may optionally be selected by the City and any related
cost savings.
22.4 Wireless Two-Way Communication
22.4.1 Describe the communication infrastructure, security, and capabilities.
22.4.2 Explain options for connectivity besides cellular data in their proposal.
22.4.3 Describe how the solution will handle offline data in their proposal.
22.5 Pay Station Display & User Interface
22.5.1 Describe the graphic and/or touch screen display.
22.5.2 Describe how a motorist will interact with the pay station utilizing buttons and
screens, as well as any visual, audible, or tactile indication that a button has been
pressed, as feedback to the motorist
22.5.3 Describe how the display and any physical buttons shall be operated after dark
and in the event of sun glare.
22.5.4 Describe the process and features that enable special messaging, i.e., holiday,
upcoming lot maintenance, and special event messages, which can be downloaded
remotely and how messaging will be shared with the MPP.
22.6 Payments
22.6.1 Describe how a pay station will allow the motorist to pay for a parking
transaction at any pay station within a City defined zone.
22.6.2 Describe how a pay station shall be programmed to accept extended payment
within applicable City policy requirements.
22.6.3 Describe the process and any additional fees associated with motorist payment
extensions may be integrated with the City’s mobile payment provider or other
payment methods, if applicable.
22.6.4 Describe motorist payment receipt options.
22.6.5 Describe in detail the step-by-step process of Contractor’s credit card acceptance
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22
procedure from the time a motorist inserts his/her card to the time the money is
deposited in the City account.
22.6.6 Include the name of Contractors gateway processor (if using a third party) and the
name of the gateway software (if applicable).
22.6.7 Describe the Subcontractors’ PCI compliance and the process for staying
compliant.
22.6.8 List all available merchant processor integrations available to the City.
22.6.9 Describe any alternative or future payment options, the associated costs or any
additional fees.
22.7 Pay Station Power
22.7.1 Describe the entire power system of the pay station.
22.7.2 Describe any alternatives power options different from battery and solar power.
22.8 Pay Station Security
22.8.1 Contractors shall describe the locking system and any manual override process in
case of power failure or electronic lock malfunction.
22.8.2 Describe any programmable access parameters including restrictions for
maintenance and collections.
22.9 Maintenance
22.9.1 Describe the pay station maintenance features and functions, including the list of
components that may be replaced within 10 minutes of arrival at the pay station.
22.10 Pay Station Management System
22.10.1 Provide an overview of the PMS solution being offered by the Contractor
including a system architecture diagram.
22.10.2 Provide details on the cyber security and data protection policies and practices.
22.10.3 Describe all available rate structures, how rate schedules are built and how the
City can self-manage their rates schedules.
22.10.4 Describe the reporting package available to the City.
22.11 Warranty & Contract Support
22.11.1 Describe the hardware and system warranty, as well as any extended warranty
options.
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22.11.2 Describe any exceptions to the Contractor’s hardware warranty terms.
22.11.3 Describe Contractor’s support services including customer support availability
on-line help features, Help Desk, and optional on-site support.
22.12 Project Management
22.12.1 Describe Contractor’s project management team and process for implementation
of their proposal.
22.12.2 Provide resumes for the team that will be assigned to the City.
22.12.3 Describe the scope of work and contractual relationship with any subcontractors
being included as part of the Contractor’s proposal.
22.12.4 Describe Contractor’s hardware and software testing process, especially in regard
to third-party integrations.
22.12.5 Provide a project schedule from contract execution to installation. Include an
accurate timeline for pay station delivery.
22.13 Training
22.13.1 Describe training methodology.
22.13.2 Describe how upgrades to the PSMS or other systems will be distributed,
communicated, and implemented (e.g., training of appropriate staff) during the term
of the contract.
22.14 Other Services (Optional)
22.14.1 Describe how the Contractor will address any of the optional listed services.
23 Technical Compliance Matrix
The Contractor will complete the Technical Compliance Matrix (TCM) and submit along with
their proposal.
TBD
24 Cost Proposal
TBD
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ATTACHMENT 3
The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities.
Telecommunications Device for the Deaf (805) 781-7410.
Notice Requesting Proposals for Mobile Parking Payment Application
The City of San Luis Obispo is requesting proposals to establish a single, direct vendor agreement for their
mobile parking payment (MPP) system.
All firms interested in receiving further correspondence regarding this Request for Proposals (RFP) will be
required to complete a free registration using BidSync (https://www.bidsync.com/bidsync-app-
web/vendor/register/Login.xhtml). All proposals must be received via BidSync by the Department of
Finance at or before August 28, 2024, at 3pm when they will be opened electronically via BidSync on the
proposal end date and time.
The preferred method for bid submission is electronic via BidSync. However, if you wish to submit a paper
copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990
Palm Street, San Luis Obispo, CA, 93401.
Project packages and additional information may be obtained at the City’s BidSync website at
www.BidSync.com. Please contact Donna King, Parking Program Manager at dking@slocity.org or 805-
781-7234 with any questions.
For technical help with BidSync please contact BidSync tech support at 800-990-9339.
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TABLE OF CONTENTS
A. INTRODUCTION ......................................................................................................................................... 1
B. SCOPE OF WORK ....................................................................................................................................... 1
C. PROJECT SCHEDULE .................................................................................................................................. 3
D. GENERAL TERMS AND CONDITIONS ........................................................................................................ 3
E. SPECIAL TERMS AND CONDITIONS............................................................................................................ 6
F. PROPOSAL CONTENT ................................................................................................................................. 8
G. PROPOSAL SUBMITTAL FORM ................................................................................................................ 12
ATTACHMENT A : FORM OF AGREEMENT .................................................................................................. 16
ATTACHMENT B : PRICING MATRIX ............................................................................................................ 26
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A. INTRODUCTION
The City of San Luis Obispo (SLO) (“City”) is intending to establish a single, direct vendor agreement for
their mobile parking payment (MPP) system based on direction of the City Council and supported by
extensive community feedback indicating that the current multi-vendor solution has created confusion
and frustration, as well as technology issues on the City’s administrative side. The City is seeking an MPP
system that is simple, convenient, and easy to use that can support the City’s current and future needs.
Considering the recent changes to the City’s parking program, an extensive marketing campaign,
supported by the selected MPP, will be crucial to ensure that the community is aware of the operational
changes being made and to maintain transparency.
B. SCOPE OF WORK
The City is soliciting proposals from MPP application vendors (“Vendor”) to provide proposals for the
following services.
I. Marketing:
The City plans on launching an extensive marketing campaign to support a smooth transition to the
single-vendor system. Vendor shall be responsible for developing a comprehensive Marketing Plan
including advertising, signage, community engagement, and the transition of users of the previous
MPP providers. All marketing assets will be subject to City approval and may include coordination with
Downtown associations. Vendor shall describe any advantageous marketing features that will be
provided to the City. Please describe successful transitions of existing customer information from
other MPP vendors. In addition, propose the timeline associated with all proposed deliverables and
features.
II. Signage:
Vendor shall propose an extensive signage plan that features clear, concise signage that is easy to
read and predictable throughout the Downtown area. Signage should highlight zone #’s, codes, toll
free phone number, and all other pertinent information. Signage specifications will be subject to the
City’s approval and must conform to appropriate design standards and signage guidelines. The Vendor
will be required to provide, at their cost, sufficient new signs and decals as determined by the City. At
a minimum, this will include decals for each single/dual space meter and pay station and upright
signage by block face.
III. Promotional Opportunities:
The City intends on utilizing one-time use codes to offer free or discounted parking from time to time
as part of their promotional campaign to welcome residents and visitors back to Downtown SLO.
Vendor shall describe the ability to push and promote one-time use codes to the existing userbase
and support the marketing efforts of the City with marketing materials, like flyers and unique
promotional opportunities throughout the term of the vendor agreement. Vendor must be able to
manage one-time use codes in-app and eliminate the opportunity for repeat use of one-time use
codes by individual users.
IV. Dashboard
Vendor shall provide a customizable dashboard that integrates with City paid parking technology
providers including IPS Group and any future paid parking technology providers. The City is seeking a
‘one-stop’ reporting location for all data associated with the parking operation including but not
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limited to revenues, occupancy, and on and off street performance. Vendor shall also be able to
support the potential integration of on-street and off-street parking data into one centralized
reporting solution.
V. Validation system:
Vendor must be able to support a validation program, that could include special events and merchant
participation throughout the City. Vendor must be able to support business-managed and/or City-
managed validations.
VI. Customer Support:
Vendor shall provide comprehensive customer support to assist customers with registration and initial
use of the MPP application, addressing and correcting errors with customer parking transactions, and
transaction or payment disputes.
VII. City Support:
The City is seeking a vendor that will maintain consistent responsiveness throughout the entire term
length to provide support on any administrative, operational, or technological needs. Vendor shall
maintain a single point of contact for the City. Response time has been a challenge within the previous
scope, explain your commitment and guarantees that you will contractually commit to regarding
response time to the City.
VIII. Configuration Capabilities
Vendor shall be able to provide the following centralized configuration capabilities:
• Daily max rates: Vendor must be able to demonstrate that a customer can build time
throughout their session, such that they can add time throughout their existing session
without exceeding the daily max 1 in the same day period 2. The MPP must use the vehicle
license plate to ensure that customers who park in the structure, leave, and return to park
do not exceed the daily max rate even with separate transactions.
• Meter feeding: MPP must be able to prevent meter feeding (resetting a parking session in
the same day) in excess of the posted time limit. i.e., a customer cannot re-initiate a new
parking session in violation of the business rules within the same operating day.
IX. Additional Features
Vendor shall describe any additional customer service features that are included in the services
that will be provided to the City upon implementation, like Pay by Text. Responses should be
specific and describe additional customer service features that are available upon launch of the
selected MPP. Any additional costs associated with these features must be specified.
X. Permit Management System
Vendor shall describe their permit management system that can support a license-plate based parking
permit for employee and/or residential permits.
• Permit management system (PMS) must have the ability for authorized users to establish an
account to manage their permit account online.
• PMS must allow business owners to manage multiple parking permits from a single account.
1 Current daily max rate is $8.
2 The City of San Luis Obispo’s operating day is from 3AM to 3AM. The daily rate based on a license plate
cannot exceed $8.
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• PMS must be flexible in design and allow an array of payment options including monthly,
quarterly and annual permit options.
• Vendor must describe the credentialing process to determine how a user is qualified and
confirmed for a specific meter type.
XI. Integrations:
The MPP System should be able to support any future integrations with the City sub-systems including
but not limited to:
• On street technology (single space meters/ pay stations) – IPS Group
• PARCS (TBD)
• License plate recognition technology – Route 1 - Genetec Freeflow (fixed mount) & mobile
• Citation management systems - IPS Group
• Permit management systems IPS Group
XII. Cost Proposal:
Vendor shall outline all costs associated with the services provided, including transaction fees,
payment processing fees, setup fees, and any additional costs including one-time expenses, fees
associated with the transition of other vendor customer details, integration costs, and any ongoing
fees. See Attachment B for the pricing sheet.
C. PROJECT SCHEDULE
Preliminary Schedule Tasks
August 28, 2024 • Proposals Due
September 6, 2024 • Vendor Selected
October 1, 2024 • Contract commences
D. GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall
meet all the terms, and conditions of the Request for Proposals (RFP) project package. By virtue
of its proposal submittal, the bidder acknowledges agreement with and acceptance of all
provisions of the RFP specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental materials.
Proposal documents shall be submitted electronically via BidSync. However, if you can’t submit
electronically in BidSync., please email a copy to the contacts listed in the RFP package, if you
can’t email it, please send a copy in a sealed envelope to the Department of Finance, City of San
Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. To guard against premature opening,
the proposal should be clearly labeled with the proposal title, project number, name of bidder,
and date and time of proposal opening. No FAX submittals will be accepted.
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3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance
coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are
not required until contract award. The City’s insurance requirements are detailed in Section E.
4. Proposal Quotes and Unit Price Extension. The extension of unit prices for the quantities
indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces
provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The
Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount
stated by any bidder for any item are not in agreement, the unit price alone will be considered as
representing the bidder’s intention and the proposal total will be corrected to conform to the
specified unit price.
5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice prior
to the time specified for the proposal opening, by submitting a written request to the Director of
Finance for its withdrawal, in which event the proposal will be returned to the bidder unopened.
No proposal received after the time specified or at any place other than that stated in the “Notice
Inviting Bids/Requesting Proposals” will be considered. All proposals will be opened and declared
publicly. Bidders or their representatives are invited to be present at the opening of the
proposals.
6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to
make or file, or to be interested as the primary submitter in more than one proposal, except an
alternative proposal when specifically requested; however, an individual or business entity that
has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on
materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from
quoting prices to other bidders submitting proposals.
7. Communications. All timely requests for information submitted in writing will receive a written
response from the City. Telephone communications with City staff are not encouraged but will
be permitted. However, any such oral communication shall not be binding on the City.
CONTRACT AWARD AND EXECUTION
8. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of
60 days for examination and comparison. The City also reserves the right to waive non-substantial
irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a
proposal and accept the other, except to the extent that proposals are qualified by specific
limitations. See the “special terms and conditions” in Section C of these specifications for
proposal evaluation and contract award criteria.
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9. Competency and Responsibility of Bidder. The City reserves full discretion to determine the
competence and responsibility, professionally and/or financially, of bidders. Bidders will provide,
in a timely manner, all information that the City deems necessary to make such a decision.
10. Contract Requirement. The bidder to whom award is made (Vendor) shall execute a written
contract with the City within ten (10) calendar days after notice of the award. The contract shall
be made in the form adopted by the City and incorporated in these specifications.
CONTRACT PERFORMANCE
11. The City’s contract terms and conditions that Vendor will be expected to execute and be bound by
are attached hereto as Attachment A.
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E. SPECIAL TERMS AND CONDITIONS
1. Contract Award. Subject to the reservations set forth in Paragraph 9 of Section D (General Terms
and Conditions) of these specifications, the contract will be awarded to the lowest responsible,
responsive proposer.
2. Sales Tax Reimbursement.
For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues.
Therefore, for bids from retail firms located in the City at the time of proposal closing for which
sales tax is allocated to the City, 1% of the taxable amount of the bid will be deducted from the
proposal by the City in calculating and determining the lowest responsible, responsive proposer.
3. Labor Actions.
In the event that the successful proposer is experiencing a labor action at the time of contract
award (or if its suppliers or subcontractors are experiencing such a labor action), the City reserves
the right to declare said proposer is no longer the lowest responsible, responsive proposer and to
accept the next acceptable low proposal from a proposer that is not experiencing a labor action,
and to declare it to be the lowest responsible, responsive proposer.
4. Failure to Accept Contract.
The following will occur if the proposer to whom the award is made (Vendor) fails to enter into
the contract: the award will be annulled; any bid security will be forfeited in accordance with the
special terms and conditions if a proposer's bond or security is required; and an award may be
made to the next lowest responsible, responsive proposer who shall fulfill every stipulation as if
it were the party to whom the first award was made.
5. Contract Term.
The services identified in this specification will be used by the City for 3 years. The prices quoted
for these items must be valid for the entire period indicated above unless otherwise conditioned
by the proposer in its proposal.
6. Contract Extension.
The term of the contract may be extended by mutual consent for an additional one-year, and
annually thereafter, for a total of five years.
7. Supplemental Purchases
Supplemental purchases may be made from the successful proposer during the contract term in
addition to the items listed in the Detail Proposal Submittal Form. For these supplemental
purchases, the proposer shall not offer prices to the City in excess of the amounts offered to other
similar customers for the same item. If the proposer is willing to offer the City a standard discount
on all supplemental purchases from its generally prevailing or published price structure during
the contract term, this offer and the amount of discount on a percentage basis should be provided
with the proposal submittal.
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8. Contractor Invoices.
The Contractor may deliver either a monthly invoice to the City with attached copies of detail
invoices as supporting detail, or in one lump-sum upon completion.
9 Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail
Proposal Submittal Form, as well as any supplemental items, from other vendors during the
contract term.
10. Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog
numbers used in the specifications are for the purpose of describing and establishing general
quality levels. Such references are not intended to be restrictive. Proposals will be considered for
any brand that meets or exceeds the quality of the specifications given for any item. In the event
an alternate brand name is proposed, supplemental documentation shall be provided
demonstrating that the alternate brand name meets or exceeds the requirements specified
herein. The burden of proof as to the suitability of any proposed alternatives is upon the proposer,
and the City shall be the sole judge in making this determination.
11. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and
conditions of this RFP package shall include delivery charges, to be delivered F.O.B. San Luis
Obispo by the successful proposer and received by the City within 90 days after authorization to
proceed by the City.
12. Start and Completion of Work. Work on this project shall begin immediately after contract
execution and shall be completed within 90 calendar days thereafter, unless otherwise negotiated
with City by mutual agreement.
13. Submittal of References. Each proposer shall submit a statement of qualifications and references
on the form provided in the RFP package.
14. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any
past governmental agency bidding or contract disqualifications on the form provided in the RFP
package.
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F. PROPOSAL CONTENT
PROPOSAL CONTENT
1. Proposal Content. Your proposal must include the following information:
Submittal Forms
a. Proposal submittal summary.
b. Certificate of insurance.
c. References from at least three firms for whom you have provided similar services.
d. Pricing Sheet per Attachment B.
Qualifications
e. Experience of your firm and those of sub-consultants in performing work and projects
relevant to the Scope of Services outlined and described in the request.
f. Experience must include work performed in the county of San Luis Obispo or northern
Santa Barbara County. This demonstrates the vendors existing familiarity by the
community.
g. Resumes of the individuals who would be assigned to this project, including any sub-
consultants, with their corollary experience highlighted and specific roles in this project
clearly described.
h. Standard hourly billing rates for the assigned staff, including any sub-consultants.
i. Statement and explanation of any instances where your firm or sub-consultant has been
removed from a project or disqualified from proposing on a project.
Work Program
j. Detailed description of your approach to completing the work.
k. Detailed schedule by task and sub-task for completing the work.
l. Estimated hours for your staff in performing each phase and task of the work, including
sub-consultants, so we can clearly see who will be doing what work, and how much time
it will take.
m. Detailed budget by task and sub-task for completing the work.
n. Services or data to be provided by the City.
o. Services and deliverables provided by the Consultant(s).
p. Any other information that would assist us in making this contract award decision.
q. Description of assumptions critical to development of the response which may impact
cost or scope.
Requested Changes to Terms and Conditions
r. The City desires to begin work soon after selecting the preferred Vendor and expects the
Vendor to execute the City’s contract and all of the terms therein, as set forth in
Attachment A. To expedite the contracting process, each submittal shall include
requested redlined changes to terms and conditions, if necessary. Please be advised that
Vendor requested changes to the City’s terms and conditions will be considered by City
staff when scoring and determining the competency and responsibility of the proposer.
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Proposal Length
s. Proposal length should only be as long as required to be responsive to the RFP, including
attachments and supplemental materials.
2. Proposal Evaluation and Selection. Proposals will be evaluated by a review committee and
evaluated on the following criteria:
a. Understanding of the work required by the City.
b. Quality, clarity, and responsiveness of the proposal.
c. Demonstrated competence and professional qualifications necessary for successfully
performing the work required by the City.
d. Recent team experience in successfully performing similar services.
e. Recent vendor experience performing similar services in the county of San Luis Obispo or
north Santa Barbara county.
f. Creativity of the proposed approach in completing the work.
g. Value
h. Writing skills.
i. References.
j. Background and experience of the specific individuals managing and assigned to this
project.
k. Information about how your company mitigates the environmental impact of its services,
such as greenhouse gas emissions, amount of waste generated, water and energy use, or
other areas related to your products and services.
As reflected above, contract award will not be based solely on price, but on a combination of factors as
determined to be in the best interest of the City. After evaluating the proposals and discussing them
further with the finalists or the tentatively selected Vendor, the City reserves the right to further negotiate
the proposed work and/or method and amount of compensation.
3. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule for
proposal review and contract award:
a. Issue RFP August 9, 2024
b. Receive proposals August 28, 2024
c. Complete proposal evaluations September 6, 2024
d. Execute contract September 20, 2024
e. Start work October 1, 2024
4. Ownership of Materials. All original drawings, plan documents and other materials prepared by
or in possession of the Vendor as part of the work or services under these specifications shall
become the permanent property of the City and shall be delivered to the City upon demand.
5. Release of Reports and Information. Any reports, information, data, or other material given to,
prepared by or assembled by the Vendor as part of the work or services under these specifications
shall be the property of the City and shall not be made available to any individual or organization
by the Vendor without the prior written approval of the City.
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6. Copies of Reports and Information. If the City requests additional copies of reports, drawings,
specifications, or any other material in addition to what the Vendor is required to furnish in limited
quantities as part of the work or services under these specifications, the Vendor shall provide such
additional copies as are requested, and City shall compensate the Vendor for the costs of
duplicating of such copies at the Vendor's direct expense.
7. Required Deliverable Products. The Vendor will be required to provide:
a. One electronic submission - digital-ready original .pdf of all final documents. If you wish
to file a paper copy, please submit in sealed envelope to the address provided in the RFP.
b. Corresponding computer files compatible with the following programs whenever possible
unless otherwise directed by the project manager:
Word Processing: MS Word
Spreadsheets: MS Excel
Desktop Publishing: InDesign
Virtual Models: Sketch Up
Digital Maps: Geodatabase shape files in
State Plan Coordinate System as
specified by City GIS staff
c. City staff will review any documents or materials provided by the Vendor and, where
necessary, the Vendor will be required to respond to staff comments and make such
changes as deemed appropriate.
8. Attendance at Meetings and Hearings. As part of the work scope and included in the contract
price is attendance by the Vendor at public meetings to present and discuss its findings and
recommendations. Vendor shall attend as many "working" meetings with staff as necessary in
performing work-scope tasks.
9. Accuracy of Specifications. The specifications for this project are believed by the City to be
accurate and to contain no affirmative misrepresentation or any concealment of fact. Bidders are
cautioned to undertake an independent analysis of any test results in the specifications, as City
does not guaranty the accuracy of its interpretation of test results contained in the specifications
package. In preparing its proposal, the bidder and all subcontractors named in its proposal shall
bear sole responsibility for proposal preparation errors resulting from any misstatements or
omissions in the plans and specifications that could easily have been ascertained by examining
either the project site or accurate test data in the City's possession. Although the effect of
ambiguities or defects in the plans and specifications will be as determined by law, any patent
ambiguity or defect shall give rise to a duty of bidder to inquire prior to proposal submittal. Failure
to so inquire shall cause any such ambiguity or defect to be construed against the bidder. An
ambiguity or defect shall be considered patent if it is of such a nature that the bidder, assuming
reasonable skill, ability and diligence on its part, knew or should have known of the existence of
the ambiguity or defect. Furthermore, failure of the bidder or subcontractors to notify City in
writing of specification or plan defects or ambiguities prior to proposal submittal shall waive any
right to assert said defects or ambiguities subsequent to submittal of the proposal.
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To the extent that these specifications constitute performance specifications, the City shall not be
liable for costs incurred by the successful bidder to achieve the project’s objective or standard
beyond the amounts provided there for in the proposal.
In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged
ambiguity or defect in the plans and/or specifications, or any other matter whatsoever, Vendor
shall immediately notify the City in writing, and the Vendor and all subcontractors shall continue
to perform, irrespective of whether or not the ambiguity or defect is major, material, minor or
trivial, and irrespective of whether or not a change order, time extension, or additional
compensation has been granted by City. Failure to provide the hereinbefore described written
notice within one (1) working day of Vendor's becoming aware of the facts giving rise to the
dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguity
in the plans or specifications concerning the dispute.
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G. PROPOSAL SUBMITTAL FORM
The undersigned declares that she or he:
Has carefully examined this RFP, which is hereby made a part of this proposal.
Is thoroughly familiar with its contents.
Is authorized to represent the proposing firm.
Agrees to perform the work as set forth in this proposal.
□ Certificate of insurance attached; insurance company’s A.M. Best rating: __________________.
Firm Name and Address
Contact Phone
Signature of Authorized Representative
Date
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REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under the
present business name: .
Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the
services included with the scope of the specifications. Attach additional pages if required. The City reserves
the right to contact each of the references listed for additional information regarding your firm's
qualifications.
Reference No. 1:
Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 2:
Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
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Reference No. 3
Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
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STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The proposer shall state whether it or any of its officers or employees who have a proprietary interest in it,
has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state,
or local government project because of the violation of law, a safety regulation, or for any other reason,
including but not limited to financial difficulties, project delays, or disputes regarding work or product
quality, and if so to explain the circumstances.
Do you have any disqualification as described in the above paragraph to declare?
□ Yes □ No
If yes, explain the circumstances.
Executed on at _______________________________________ under penalty of
perjury of the laws of the State of California, that the foregoing is true and correct.
______________________________________
Signature of Authorized Proposer Representative
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ATTACHMENT A : FORM OF AGREEMENT
CITY OF SAN LUIS OBISPO
AGREEMENT FOR PURCHASES OF SERVICES
This Agreement is made and entered into in the City of San Luis Obispo on ___________ , by and
between the City of San Luis Obispo, a municipal corporation, hereinafter referred to as City, and
___________ , hereinafter referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on [date], City requested proposals for Mobile Parking Payment Application Vendors,
WHEREAS, [_____] is qualified to perform this type of service and has submitted a proposal to do so
which has been accepted by City.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows:
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered,
as first written above, for three (3) years, or upon acceptance and completion of said Services,
whichever occurs sooner. The term of the contract may be extended by mutual consent for an
additional one-year, and annually thereafter, for a total of five (5) years.
2. INCORPORATION BY REFERENCE. The “Notice Requesting Proposals for Mobile Parking
Payment Application” and Consultant's proposal dated [date] are hereby incorporated in and
made a part of this Agreement, attached as Exhibit A. The City’s standard terms and conditions
are attached as Exhibit B. The City’s insurance requirements are hereby incorporated in and
made part of this Agreement, attached as Exhibit C. To the extent that there are any conflicts
between the Consultant’s fees and scope of work and the City’s terms and conditions as stated
herein, the City’s terms and conditions shall prevail unless specifically agreed otherwise in writing
signed by both Parties.
3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, and upon receipt of an
invoice, City will pay and Contractor shall receive therefor compensation of [_________].
4. CONSULTANT’S/CONTRACTOR’S OBLIGATIONS. For and in consideration of the payments and
agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with
City to do everything required by this Agreement and the said specifications set forth in Exhibit A.
5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall
be in writing and shall be effective only upon approval by the City Manager.
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6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated
herein by reference, shall constitute the complete agreement between the parties hereto. No oral
agreement, understanding or representation not reduced to writing and specifically incorporated
herein shall be of any force or effect, nor shall any such oral agreement, understanding or
representation be binding upon the parties hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid
by registered or certified mail addressed as follows:
City City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Attn: [_____]
Consultant
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that everyone
executing this agreement on behalf of each party is a person duly authorized and empowered to
execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and
year first above written.
CITY OF SAN LUIS OBISPO:
By:_____________________________________
City Manager
APPROVED AS TO FORM: CONSULTANT:
________________________________ By: _____________________________________
City Attorney Name of CAO / President
Its: CAO / President
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EXHIBIT A
CONTRACTOR’S PROPOSAL & CITY RFP
Page Intentionally Blank pending attachment
of RFP and contractor’s proposal
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EXHIBIT B
GENERAL TERMS AND CONDITIONS
1. Business License & Tax. The Contractor must have a valid City of San Luis Obispo business
license & tax certificate before execution of the contract. Additional information regarding the
City’s business tax program may be obtained by calling (805) 781-7134.
2. Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and
complete the work hereunder in compliance with all federal, state, county, city, and special district laws,
ordinances, and regulations.
3. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and
comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances,
regulations and adopted codes during its performance of the work.
4. Payment of Taxes. The contract prices shall include full compensation for all taxes that the
Contractor is required to pay.
5. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges
and fees, and give all notices necessary.
6. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to
safety established by OSHA and the California Division of Industrial Safety.
7. Public and Employee Safety. Whenever the Contractor’s operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish,
erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take
such other protective measures as are necessary to prevent accidents or damage or injury to the public
and employees.
8. Preservation of City Property. The Contractor shall provide and install suitable safeguards,
approved by the City, to protect City property from injury or damage. If City property is injured or
damaged resulting from the Contractor’s operations, it shall be replaced or restored at the Contractor’s
expense. The facilities shall be replaced or restored to a condition as good as when the Contractor
began work.
9. Immigration Act of 1986. The Contractor warrants on behalf of itself and all
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subcontractors engaged for the performance of this work that only persons authorized to work in the
United State pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall
be employed in the performance of the work hereunder.
10. Non-Discrimination. In the performance of this work, the Contractor agrees that it will not
engage in, nor permit such subcontractors as it may employ, to engage in discrimination in
employment of persons because of age, race, color, sex, national origin or ancestry, sexual
orientation, or religion of such persons.
11. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done
hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire,
earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to
federal government restrictions arising out of defense or war programs, then the time of completion
may, at the City’s sole option, be extended for such periods as may be agreed upon by the City and the
Contractor. In the event that there is insufficient time to grant such extensions prior to the completion
date of the contract, the City may, at the time of acceptance of the work, waive liquidated damages that
may have accrued for failure to complete on time, due to any of the above, after hearing evidence as to
the reasons for such delay, and making a finding as to the causes of same.
12. Payment Terms. The City’s payment terms are 30 days from the receipt of an original invoice
and acceptance by the City of the materials, supplies, equipment, or services provided by the Contractor
(Net 30).
13. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to
ascertain that the services of the Contractor are being performed in accordance with the requirements
and intentions of this contract. All work done, and all materials furnished, if any, shall be subject to the
City’s inspection and approval. The inspection of such work shall not relieve Contractor of any of its
obligations to fulfill its contract requirements.
14. Audit. The City shall have the option of inspecting and/or auditing all records and other written
materials used by Contractor in preparing its invoices to City as a condition precedent to any payment
to Contractor.
15. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall
not acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree
with the performance of the work hereunder. The Contractor further covenants that, in the
performance of this work, no subcontractor or person having such an interest shall be employed. The
Contractor certifies that no one who has or will have any financial interest in performing this work is an
officer or employee of the City. It is hereby expressly agreed that, in the performance of the work
hereunder, the Contractor shall at all times be deemed an independent contractor and not an agent or
employee of the City.
16. Hold Harmless and Indemnification.
(a) Non-design, non-construction Professional Services: To the fullest extent permitted by
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law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall
indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers,
and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities,
obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation
(“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations
under this Agreement or out of the operations conducted by Consultant, including the City’s active or
passive negligence, except for such loss or damage arising from the sole negligence or willful misconduct
of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial
proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a
defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees their costs of
defense, including reasonable legal fees, incurred in defense of such claims.
(b) Non-design, construction Professional Services: To the extent the Scope of Services involve a
“construction contract” as that phrase is used in Civil Code Section 2783, this paragraph shall apply in
place of paragraph A. To the fullest extent permitted by law (including, but not limited to California Civil
Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its
elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any
and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable
legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or
Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted
by Consultant, except for such loss or damage arising from the active negligence, sole negligence or
willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit,
or other adversarial proceeding arising from Consultant’s performance of this Agreement, the
Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City
Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims.
(c) Design Professional Services: In the event Consultant is a “design professional”, and the Scope of
Services require Consultant to provide “design professional services” as those phrases are used in Civil
Code Section 2782.8, this paragraph shall apply in place of paragraphs A or B. To the fullest extent
permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8)
Consultant shall indemnify, defend and hold harmless the City and its elected officials, officers,
employees, volunteers and agents (“City Indemnitees”), from and against all claims, damages, injuries,
losses, and expenses including costs, attorney fees, expert consultant and expert witness fees arising
out of, pertaining to or relating to, the negligence, recklessness or willful misconduct of Consultant,
except to the extent caused by the sole negligence, active negligence or willful misconduct of the City.
Negligence, recklessness or willful misconduct of any subcontractor employed by Consultant shall be
conclusively deemed to be the negligence, recklessness or willful misconduct of Consultant unless
adequately corrected by Consultant. In the event the City Indemnitees are made a party to any action,
lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the
Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City
Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims.
In no event shall the cost to defend charged to Consultant
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under this paragraph exceed Consultant’s proportionate percentage of fault. However, notwithstanding the
previous sentence, in the event one or more defendants is unable to pay its share of defense costs due to
bankruptcy or dissolution of the business, Consultant shall meet and confer with other parties regarding
unpaid defense costs.
(d) The review, acceptance or approval of the Consultant’s work or work product by any indemnified
party shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. This
Section survives completion of the services or the termination of this contract. The provisions of this
Section are not limited by and do not affect the provisions of this contract relating to insurance.
17. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of
the contract, or its right, title or interest, or its power to execute such a contract to any individual or
business entity of any kind without the previous written consent of the City.
18. Safe Harbor. Contractor/Consultant’s duties and services under this agreement shall not
include preparing or assisting the public entity with any portion of the public entity’s preparation of a
request for proposals, request for qualifications, or any other solicitation regarding a subsequent or
additional contract with the public entity. The public entity entering this agreement shall at all times
retain responsibility for public contracting, including with respect to any subsequent phase of this
project. Contractor/consultant’s participation in the planning, discussions, or drawing of project plans
or specifications shall be limited to conceptual, preliminary, or initial plans or specifications.
Contractor/consultant shall cooperate with the public entity to ensure that all bidders for a subsequent
contract on any subsequent phase of this project have access to the same information, including all
conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this
agreement.”
19. Termination for Convenience. The City may terminate all or part of this Agreement for any or
no reason at any time by giving 30 days written notice to Contractor. Should the City terminate this
Agreement for convenience, the City shall be liable as follows: (a) for standard or off-the-shelf products,
a reasonable restocking charge not to exceed ten (10) percent of the total purchase price; (b) for custom
products, the less of a reasonable price for the raw materials, components work in progress and any
finished units on hand or the price per unit reflected on this Agreement. For termination of any services
pursuant to this Agreement, the City’s liability will be the lesser of a reasonable price for the services
rendered prior to termination, or the price for the services reflected on this Agreement. Upon
termination notice from the City, Contractor must, unless otherwise directed, cease work and follow the
City’s directions as to work in progress and finished goods.
20. Termination. If, during the term of the contract, the City determines that the Contractor is not
faithfully abiding by any term or condition contained herein, the City may notify the Contractor in
writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten) calendar day
notice of time thereafter in which to perform said work or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days specified in the
notice, such shall constitute a breach of the contract and the City may terminate the contract immediately
by written notice to the Contractor to said effect. Thereafter, neither party shall have any further duties,
obligations, responsibilities, or rights under the contract except, however, any and all obligations of the
Contractor’s surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any
manner waived by the terminations thereof.
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In said event, the Contractor shall be entitled to the reasonable value of its services performed from the
beginning date in which the breach occurs up to the day it received the City’s Notice of Termination, minus
any offset from such payment representing the City’s damages from such breach. “Reasonable value”
includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or
completed by the Contractor as may be set forth in the Agreement payment schedule; compensation for
any other work, services or goods performed or provided by the Contractor shall be based solely on the
City’s assessment of the value of the work-in-progress in completing the overall work scope.
The City reserves the right to delay any such payment until completion or confirmed abandonment of the
project, as may be determined in the City’s sole discretion, so as to permit a full and complete accounting
of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation
quoted in its proposal.
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EXHIBIT B – INSURANCE
Contractors
Without limiting Contractor’s indemnification of City, and prior to commencement of work, Contractor
shall obtain, provide, and maintain at its own expense during the term of this Agreement, policies of
insurance of the types and amounts described below and in a form that is satisfactory to City.
General liability insurance. Contractor shall maintain commercial general liability insurance with
coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less
than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal
injury, and property damage. The policy must include contractual liability that has not been
amended. Any endorsement restricting standard ISO “insured contract” language will not be
accepted.
Automobile liability insurance. Contractor shall maintain automobile insurance at least as broad
as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all
activities of the Contractor arising out of or in connection with Work to be performed under this
Agreement, including coverage for any owned, hired, non-owned, or rented vehicles, in an
amount not less than $1,000,000 combined single limit for each accident.
Umbrella or excess liability insurance. [If required to meet higher limits]. Contractor may
obtain and maintain an umbrella liability insurance policy with limits that will provide bodily
injury, personal injury, and property damage liability coverage, including commercial
general liability, automobile liability, and employer’s liability. Such policy or policies shall
include the following terms and conditions:
• A drop-down feature requiring the policy to respond if any primary insurance that would
otherwise have applied proves to be uncollectible in whole or in part for any reason, other
than bankruptcy or insolvency of said primary insurer;
• “Pay on behalf of” wording as opposed to “reimbursement”;
• Concurrency of effective dates with primary policies.
Excess insurance. Should Contractor obtain and maintain an excess liability policy, such policy shall be
excess over commercial general liability, automobile liability, and employer’s liability policies. Such policy
or policies shall include wording that the excess liability policy follows the terms and conditions of the
underlying policies.
Workers’ compensation insurance. Contractor shall maintain Workers’ Compensation
Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least
$1,000,000). Contractor shall submit to City, along with the certificate of insurance, a Waiver of
Subrogation endorsement in favor of City, its officers, agents, employees, and volunteers
Notice of cancellation. Contractor agrees to oblige its insurance agent or broker and insurers to
provide the City with a thirty (30) day notice of cancellation (except for nonpayment for
which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage.
If any of the Contractor’s insurers are unwilling to provide such notice, then Contractor shall have the
responsibility of notifying the City immediately in the event of Contractor’s failure to renew any
of the required insurance coverages or insurer’s cancellation or non-renewal.
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Additional insured status. General liability, automobile liability, and umbrella/excess liability
insurance policies shall provide or be endorsed to provide that City and its officers, officials,
employees, agents, and volunteers shall be additional insureds under such policies.
Prohibition of undisclosed coverage limitations. None of the coverages required herein
shall comply with these requirements if they include any limiting endorsement of any
kind that has not been first submitted to City and approved of in writing.
Separation of insureds. A severability of interests provision must apply for all additional
insureds ensuring that Contractor’s insurance shall apply separately to each insured against whom
claim is made or suit is brought, except with respect to the insurer’s limits of liability. The
policy(ies) shall not contain any cross-liability exclusions.
Pass through clause. Contractor agrees to ensure that its subconsultants, subcontractors, and
any other party who is brought onto or involved in the project/service by Contractor (hereinafter
collectively “subcontractor”), provide the same minimum insurance coverage and endorsements required
of Contractor. Contractor agrees to monitor and review all such coverage and assumes all responsibility
for ensuring that such coverage is provided in conformity with the requirements of this section. However,
in the event Contractor’s subcontractor cannot comply with this requirement, which proof must be
submitted to the City, Contractor shall be required to ensure that its subcontractor provide and maintain
insurance coverage and endorsements sufficient to the specific risk of exposure involved with
subcontractor’s scope of work and services, with limits less than required of the Contractor, but in all
other terms consistent with the Contractor’s requirements under this agreement. This provision does not
relieve the Contractor of its
contractual obligations under the agreement and/or limit its liability to the amount of insurance
coverage provided by its subcontractors. This provision is intended solely to provide Contractor
with the ability to utilize a subcontractor who may be otherwise qualified to perform the work or services
but may not carry the same insurance limits as required of the Contractor under this
agreement given the limited scope of work or services provided by the subcontractor. Contractor
agrees that upon request, all agreements with subcontractors, and others engaged in the
project, will be submitted to City for review.
City’s right to revise specifications. The City reserves the right at any time during
the term of the contract to change the amounts and types of insurance required by giving the
Contractor ninety (90) days advance written notice of such change. If such change results in
substantial additional cost to the Contractor, the City and Contractor may renegotiate Contractor’s
compensation.
Self-insured retentions. Any self-insured retentions must be declared to and approved by
City. City reserves the right to require that self-insured retentions be eliminated,
lowered, or replaced by a deductible, or require proof of ability to pay losses and related
investigations, claim administration, and defense expenses within the retention through
confirmation from the underwriter.
Timely notice of claims. Contractor shall give City prompt and timely notice of claims made
or suits instituted that arise out of or result from Contractor’s performance under this Agreement,
and that involve or may involve coverage under any of the required liability policies.
Additional insurance. Contractor shall also procure and maintain, at its own cost and expense,
any additional kinds of insurance, which in its own judgment may be necessary for its proper
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protection and prosecution of the Work.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing
maintenance of the required insurance coverage, as well as endorsements effecting general liability
coverage.. All endorsements are to be received and approved by the City before work commences.
EXHIBIT C : PRICING MATRIX
An Excel version of this can be provided upon request, or downloaded directly from BidSync.
Proposer:
Service Description Cost Unit of Measurement (i.e. per transaction, per
hour, annually, one-time)
Transactions & Operations
Mobile Payment Transaction Fee
Transaction fee for extending time (if yes, include)
Merchant Validation
End User Support
Client (City) Support
Hosting Fee
Security
Maintenance
Ongoing Project Management and Calls
Data Costs
Reporting Features
Signage
Included Ongoing Marketing/Outreach
Promotional Opportunities
Permit Management System
Any Other Costs, include detail
Implementation & Set-up Description Cost Unit of Measurement (i.e. per transaction, per
hour, annually, one-time)
Setup Fee
Project Launch – Training
Integration with On street technology
Integration with PARCS
Integration with LPR technology
Integration with Citation management system
Integration with Permit management system
Additional Ad Hoc Services as Needed Description Cost Unit of Measurement (i.e. per transaction, per
hour, annually, one-time)
Configuration Updates
Additional On-Site Training (on-site/remote)
Optional Additional Marketing
Any Other Costs, include detail
Other Description Cost Unit of Measurement (i.e. per transaction, per
hour, annually, one-time)
City of San Luis Obispo Mobile Parking Payment Systems Solicitation 2024
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Citation and Permit Management Systems Scope of Work
B. SCOPE OF WORK
1. Contractor Minimum Requirements
1.1 Contractor shall have five years’ experience processing parking citations, with a total volume
of more than 10,000 citations processed annually, providing management support systems,
collections of delinquent citations, and coordinating activities with the California Department
of Motor Vehicles.
1.2 Contactor shall have three years’ experience providing call center customer service in a
municipal or university parking environment, assisting customers with call-in issues (including
providing information on parking permits and/or citations and providing guidance on
appeal/adjudication processes).
1.3 Contractor shall have three years’ experience providing mail-in processing in a municipal or
university parking environment (including processing payments, establishing payment plans,
and processing submitted appeals).
1.4 Contractor shall have five years’ experience processing parking permits, with a total volume
of more than 500 permits processed annually, providing management support systems,
permit application and payment processing, and fulfillment of digital and/or physical permits.
1.5 Contractor shall have a minimum of 10 active clients located in the United States of America
utilizing the proposed permit solution.
1.6 Contractor shall have legally operated in the United States of America for a minimum of five
years.
1.7 Contractor’s proposal and pricing will be valid for at least 180 days from submittal.
2. Citation Management System
2.1 Key Requirements:
2.1.1 Contractor shall provide a comprehensive web-based software solution that
integrates citation related data, vehicle registered owner data, and complete records
of all processing status and public contacts by phone or mail and is accessible to both
the Contractor and the City staff.
2.1.2 CMS shall allow for full customization to the City specific Business Rules determined
during the Design Review process. The City may change the Business Rules at its sole
discretion which will be implemented by the Contractor within five business days.
2.1.3 CMS shall transfer citation data and photos from enforcement devices to the CMS
software in real time and allow motorist to immediately pay a citation via all available
payment channels.
2.1.4 CMS shall allow the creation of a temporary citation record in the situation where a
motorist attempts to pay or contest a citation, but the citation has not yet been
uploaded. Once the citation data from the handheld has been uploaded, the data
from the temporary citation will be merged into the uploaded data and the temporary
citation will be discarded.
2.1.5 Contractor and CMS shall file and store citations in an easily retrievable format for
the City and State required timeframe.
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2.1.6 Allow for scofflaw and/or hot-list management to be integrated into the CMS and
Enforcement Issuance software.
2.1.7 Contractor shall maintain real-time access to motor vehicle registries in California.
2.1.8 Contractor shall allow for access to other states and international registries to obtain
registered owner information.
2.1.9 Contractor will be responsible for all fees associated with obtaining registered owner
information.
2.1.10 CMS to provide a process and reporting for the City to validate DMV vehicle makes
upon return of registered owner information from DMV to ensure proper make of
vehicle issued citation.
2.1.11 CMS to provide a process and reporting for the City to review DMV No Hit lists to
ensure that license plate and state have been entered correctly.
2.1.12 CMS to provide a process and reporting for the City to review duplicate citations and
correct dates, violation codes, and fine amounts.
2.1.13 CMS shall provide functionality to manage rental car agency and fleet programs
including the following:
2.1.13.1 Store and track car rental agency and fleet vehicle reports of responsible
billing parties from parking citations.
2.1.13.2 Enrollment and maintenance of existing fleet accounts, including
enrollment date, contact information, date of termination, enrolled vehicles, etc.
2.1.13.3 Electronic invoicing and payment tracking.
2.1.14 CMS shall generate all notices and correspondence to be mailed based on the City’s
Business Rules.
2.1.15 CMS shall generate all notices and correspondence by batch or individually.
2.1.16 CMS shall allow entry of returned mail details and scanned copies of the returned
items.
2.1.17 Contractor to provide an IVR service for phone payments.
2.1.18 Contractor to facilitate a robust Delinquent Collections Program.
2.1.19 Contractor shall import citation records issued prior to the execution of the contract
at the City’s instruction.
2.1.20 CMS shall allow for assigning permissions to access certain features based on user ID
including limitations on the ability to correct dates, duplicate citations, violation
codes, fine amounts, and suspension/dismissal codes.
2.1.21 CMS shall allow for customizable suspension, dismissal, and void codes/reasons. All
codes shall have automation capabilities, allowing for the application and removal
based on specific Business Rules dictated by the City.
2.1.22 CMS shall allow a record for citation voided in the field by an enforcement officer.
2.1.23 CMS shall allow for automation of invoicing, late fees, appeals, and collections with
scheduler function.
2.1.24 CMS shall store and track previous and current owner information when a transfer of
vehicle ownership has occurred by clearly notating in the account with changes, not
limited to the source, old address, new address, date of owner transfer, etc.
2.1.25 CMS shall allow the maintenance and updating of a confidential vehicle database for
exemptions authorized by the City linked to the parking enforcement handheld units.
2.1.26 CMS to allow for the processing and recording of refunds and reversals.
2.1.27 CMS shall provide full audit trail information for every processing transaction must be
captured and retained for each citation until the related citation is purged from the
system per the policies established by the City. All processing activities will be
subjected to a detailed audit by the City.
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2.1.28 Contractor technical support available via phone and email.
3. CMS Software Requirements
The CMS shall allow the City to perform the following functions:
3.1 Entry of manually issued citations.
3.2 Query for citation data by any input field, including, but not limited to date, citation number,
license plate number, name and address of registered owner and responsible party, citation
location, enforcement officer, and VIN.
3.3 Access in an online, real-time mode at a minimum, but not limited to, the following:
3.3.1 Summary Citation Data: citation number, state and license plate, parking meter
number (if applicable), violation code with description, issue date and time, location,
amount due, and current processing status.
3.3.2 An electronic copy of the citation issued by the wireless electronic ticket writer.
3.3.3 Issuing enforcing officer information.
3.3.4 Vehicle Data: vehicle make/model, vehicle color, vehicle type, registered owner
name, address as provided by DMV, and the effective date of vehicle ownership.
3.3.5 Financial Data: the original fine amount plus any penalties or fees that have been
added, such as a late payment penalty that includes the amount and exact date that
the late payment penalty was imposed, returned check fee, or fee for obtaining a
copy of a citation.
3.3.6 Mail Data: the mail date, description, and copy of all notices or correspondence
generated for the record as well as returned mail.
3.3.7 Processing Data: the processing batch date and number (if appliable), digital imaging
index (if applicable), the date on which the citation was updated to the CMS, the date
registered owner information was requested and received from the vehicle registry,
and the date that a registration hold was placed, confirmed, and released at the CA
DMV. Each field must be clearly delineated and marked.
3.3.8 Registry Data: the vehicle make as recorded by the DMV, the date on which
ownership data was recorded, and dates that indicate returned mail or registration
non-renewal.
3.3.9 Adjudication Data: for administrative adjudication hearings, the date, time, office
location, and disposition for in-person, telephone, video, and written declaration
hearings for citations.
3.3.10 Suspend and Dismiss Data: the date and time a temporary suspension is applied that
stops normal processing, the ID of the person processing the suspension, the type of
suspension, and the date the suspension will be removed.
3.3.11 Correspondence Data: an imaged copy of all related correspondence as well as the
date, time, code, and sufficiently detailed and readable description of all
correspondence mailed relating to a citation along with the address used.
3.3.12 Returned Mail Data: the date that any notice or correspondence was returned by the
United States Postal Service as undeliverable. This shall include the address or
addresses used. Multiple entries should be kept and used for skip-tracing efforts.
3.3.13 Payment Data: payment date, payment type, payment source, amount, method of
payment, payment batch number, and a copy of the check with appropriate security
measures.
3.4 Pay or dismiss citations on one or multiple plates in one transaction.
3.5 Add notes to citations and plates.
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3.6 Attach documents to citation records.
3.7 Place citations on hold to suspend penalty and notice activity.
3.8 Generate notice and correspondence letters.
3.9 Void citations with custom City void codes.
3.10 Support for multiple vehicle owners.
3.11 View and print a copy of a citation and images/photos taken during citation issuance.
4. CMS Payment Plans
Payment plans are available for individuals who qualify based on the California Vehicle Code
(CVC). Additional payment plans may be available based on the City’s defined criteria. Once
approved, the payment plan shall allow the total amount due to be paid in installments over a set
period. The CMS shall include the ability to support the CVC and City required payment plans. The
CMS shall have the following capabilities:
4.1 Create and manage payment plans in accordance with existing and future State, CVC, and City
policies.
4.2 Allow motorists to apply for payment plans online, by mail, or in person.
4.3 Allow motorists to make a payment on a plan online, by phone, by mail or in person.
4.4 Allow motorist to save a debit/credit card for automatic payment on a plan on a schedule
date for a scheduled amount.
4.5 Automatically generate payment plan amounts and dates based on City Business Rules.
4.6 Generate payment plan letters based on City Business Rules.
5. CMS Adjudication
Adjudication appeals and hearings will be processed by the City. The Contactor shall provide an
adjudication module with the minimum following requirements:
5.1 Contractor shall provide functionality for the entire lifecycle of the appeals and adjudication
process following prescribed timelines and processes for persons contesting parking citations
per State of California law, CVC, and City policy.
5.2 Provide ability to process appeals online, in person, by phone, or by mail.
5.3 Allow assigned users the ability to initiate an appeals process on behalf of a motorist.
5.4 For contested citations, the CMS must be capable of showing the registered owner’s name
and address alongside the contestant’s name and address if the contestant is not the
registered owner.
5.5 Allow an action to suspend a citation while appeals are under investigation. This action should
be automated in the case of owner-initiated appeals (such as online).
5.6 Allow for the recording of an appeal reason customizable by the City and include comments
provided by the contestant.
5.7 Provide an appeals queue for the City to address appeals as they are received. Queue shall
include filtering and sorting functionality.
5.8 Provide scheduler module for scheduling of appeal hearings.
5.9 Allow the input of comments to be attached to a record pertaining to the adjudication actions.
5.10 Allow the attachment and review of files and supporting evidence to a record pertaining
to the adjudication process.
5.11 Allow the selection of a reason for appeal using a drop-down menu. Reasons shall be
customizable by the City.
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5.12 Allow the adjudicator to record a case decision with suspension, dismissal, or liability
codes. Codes shall be customizable by the City.
5.13 Generate and attach to the record, decision letters that can be printed, emailed or mailed
to the recipient.
5.14 Generate and attach to the record a no-show (motorist did not attend appeals
appointment) letter that can be printed, emailed, or mailed to the recipient.
5.15 Track all actions as part of the appeal and adjudication process, including person, time,
and date for historical review.
6. CMS Department of Motor Vehicles (DMV)
Under California State law, the registered owner of a vehicle, as identified by the California DMV
(or equivalent) where the vehicle is registered, is liable for all parking violations. The accurate and
timely acquisition of registered owner information is critical to the success of processing citations,
i.e., sending notices, collecting fines, and escalating to collections. For purpose of clarity, all
references in this RFP to DMV mean any state(s) or province(s) motor vehicle registry unless the
reference specifically states CA DMV to refer to the California Department of Motor Vehicles. The
following is a list of requirements for DMV processing, including integration and interfacing:
6.1 DMV Data Integration
6.1.1 Contractor’s CA DMV interface shall be real time, obtaining and importing registered
owner’s information to the CMS on a real time basis.
6.1.2 Contractor’s out of state/international interfaces shall obtain and import registered
owner’s information to the CMS as soon as possible, but no more than 7 calendar
days.
6.1.3 Contractor’s DMV interfaces must be capable of inquiring through the DMV for
registered owner information using either a VIN or the vehicle license plate number.
6.1.4 Contractor shall continuously attempt to retrieve registered owner information at
regular intervals for all unpaid parking citations without registered owner information
in the CMS at no additional cost to the City.
6.1.5 If data was not received or is incomplete, reporting must be provided to identify for
follow-up of all incomplete or declined transactions.
6.1.6 In addition to the name and address of the registered owner of the vehicle cited, the
vehicle identification number (VIN) must be obtained and presented in a format that
permits a direct comparison with the last four digits of the VIN entered from an
original parking citation.
6.1.7 CMS must store, update and maintain the following information:
6.1.7.1 License plate: effective date of vehicle registration; and vehicle identification
number (VIN).
6.1.7.2 The dates on which DMV data were: (a) requested, (b) returned from DMV, and
(c) confirmed or errors noted.
6.1.7.3 The date that any holds were sent to CA DMV and subsequently released, if
appropriate; the number of citations charged to the license plate that are
currently confirmed and on hold at the CA DMV; and data on hold that have been
released.
6.1.8 Contractor must track and inform the City of all additions, changes, and deletions to
existing State and local laws affecting parking issues as soon as the Contractor learns
of the change, but no later than two weeks after the change is approved (such as
signed by the Governor, published by the City Clerk, notice issued by the DMV, etc.).
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6.1.9 Contractor must be able to make the necessary adjustments in its solution (hardware
and software) to incorporate and modify all additions, changes, and deletions to the
existing parking regulations and statutes.
6.1.10 CMS shall support DMV Registration Holds.
6.1.10.1 The CA DMV allows local jurisdictions to add the fine amount for
unresolved parking citations to the bill for annual vehicle registration renewal.
This is called placing a hold on vehicle registration and is an effective means of
securing payment of delinquent parking citations. Contractor must provide an
online, real-time interface with CA DMV to place these "holds" for unpaid parking
citations, to release the holds within 24 hours when a citation is resolved or a
hearing is scheduled, and, if permitted by DMV, to reactivate a registration hold
when appropriate as determined by the City.
6.1.10.2 The information required by CA DMV must be automatically forwarded
for registration hold processing, and receipt by CA DMV acknowledged.
6.1.10.3 Reports are required to verify compliance.
6.1.11 When payment is received or suspend/dismal is applied to a record, Contractor must
be able to release the registration hold at CA DMV within 24 hours.
6.1.11.1 Reports are required to verify compliance.
6.1.11.2 Release date must be noted in the citation record.
6.1.12 The citation history for each citation receiving a registration hold must be updated to
indicate the most recent processing step in the hold cycle and hold history.
6.1.13 CMS must process and account for payment transactions associated with money
collected by CA DMV.
6.1.14 Contractor’s database must be updated with all citation payment transaction details,
and the payment information received from DMV must be reconciled with the parking
citation database.
6.1.15 Contractor shall be able to report on DMV hold and payment activities.
7. CMS Split-Plate Logic
7.1 CMS must reliably and automatically compare the issue date of each citation with the vehicle
registration date information on file at the DMV. This is especially important in states such as
California, where the license plate stays with the vehicle rather than with the owner.
7.1.1 CMS must use registration date information to assign legal responsibility for each
citation to a registered owner based on the effective date the license was assigned to
a particular individual by a motor vehicle agency.
7.1.2 Citations issued before a change in registered owner must be assigned to the previous
owner.
7.2 Registration updates shall be made as frequently as possible and immediately updated in the
CMS.
7.3 CMS must accommodate manual correction of incorrect entries.
7.4 CMS must provide an online, real-time display of multiple citation records for a single plate,
split by date of ownership.
8. CMS Customer Portal
Contractor shall provide a customer-friendly portal to provide access to parking citation
information, adjudication and payment. The website does not have to be white labeled, however
some City customization would be preferred including a logo and City contact information with a
link to the City parking website. The following is a list of requirements for the portal:
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8.1 Portal shall be fully hosted by the Contractor and fully integrated with the Contractor’s CMS
in real-time.
8.2 Portal shall be available 24 hours per day, 7 days per week.
8.3 Portal must be accessible on multiple browser platforms, including MS Edge, Google Chrome,
Safari, and Firefox.
8.4 Portal shall be PCI compliant for online payment acceptance.
8.5 The City shall approve the application of any convenience fees.
8.6 Portal shall allow the email of receipts and correspondence.
8.7 Portal shall comply with all applicable ADA standards and requirements.
8.8 A motorist shall be able to complete the following actions via the portal:
8.8.1 Search for a citation by license plate, citation number, VIN or payment plan.
8.8.2 View a copy of a citation, related photos, and citation notes.
8.8.3 Pay a citation and all related fees.
8.8.4 Initiate an Initial Review of a citation.
8.8.5 Initiate a Hearing for a citation.
8.8.6 Request a payment plan and upload supporting documentation.
9. CMS Mail-In Payment Processing
The accurate processing of mail-in payments is critical and directly affects subsequent collection
actions, such as the application of late penalties, delinquent noticing; and applying registration
holds at the CA DMV. The following is a list of requirements for mail in payment processing:
9.1 Contractor will maintain an address in California for mail-in payments.
9.2 Contractor will process all mail-in payments within two business days of receipt.
9.3 All payment documents received and processed must be copied and archived to be promptly
retrievable as required by law and CVC.
9.4 Contractor shall process payments in a secure environment with the appropriate security,
surveillance, and oversight.
9.5 Any Subcontractors utilized for processing mail in process will be appropriately experienced,
certified, licensed and bonded, as applicable.
9.6 Mail-in payment processing must include a broad range of control and procedures to ensure
accurate and timeline processing including audit trails for processing, endorsing and
depositing payments.
9.7 All payments will be accurately recorded in the CMS. Contractor will perform audits to ensure
accuracy.
9.8 Funds for deposit must be prepared, documented and provided to the City in a manner that
allows the City to receive, record, and audit deposits.
9.9 Records for every deposit must be maintained and stored.
9.10 Contractor shall be held completely and solely responsible for ensuring the integrity and
security of City revenue throughout the entire processing procedure. Any shortages or losses
will be the exclusive responsibility of the Contractor and shall be fully reimbursed to the City.
Overages must be researched and resolved in every case. Appropriate refunds shall be
provided to any entitled parties within timeframes established by the CVC.
9.11 Any mail or correspondence incorrectly received by the Contractor, but addressed to the
City, will be forwarded to the City in a timely manner.
9.12 The Contractor shall provide reporting on mail in processing statistics such payments
received, quantities, and more.
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10. CMS Reporting
It is essential that the overall system properly processes and report on all activities and transactions.
The Contractor must provide a robust and comprehensive reporting package as part of the CMS
solution. The following is a list of requirements for the Contractor’s reporting package:
10.1 Contractor must provide comprehensive, detailed, accurate, and timely management,
financial, and operational on-line, real-time, and other reports for City management.
10.1.1 Batch reporting shall be acceptable for large amounts of data only.
10.2 Contractor’s reporting shall be able to query reports by multiple filters such as date,
channel, citation, etc.
10.3 Contractor’s reporting shall allow for the set up automated reports.
10.4 Reports shall be exportable in pdf and/or excel/csv format.
10.5 Reporting shall be available on the following topics:
10.5.1 Revenue and payments for all channels
10.5.2 Mail payment deposit and reconciliation
10.5.3 Financial adjustments, refunds, etc.
10.5.4 Payment plans
10.5.5 Adjudication
10.5.6 DMV processing and holds
10.5.7 Split plate and make/match failures
10.5.8 Citation issuance
10.5.9 Issuing officer session activity
10.5.10 Citation aging and delinquency
10.5.11 Notice and correspondence activity
10.5.12 IVR activity
10.5.13 Delinquency collection activity
10.5.14 Accounts receivables
10.5.15 FTB activity
10.6 Support reporting at the end of each Fiscal Year, in accordance with CVC Section
40200.3(b) setting forth the number of cases processed, and all financial and/or citation
payments received and distributed, along with any other information that may be required
by the issuing agency.
11. CMS Financial Processing
It is essential that the overall system properly processes and record all financial aspects of related
activities and transactions. It must provide accurate accounting of each transaction and ensure that
funds are properly deposited or forwarded.
11.1 Key Requirements
The following is a list of requirements for financial processing:
11.1.1 Full data shall be captured for every payment processed by the any component of the
overall system, including but not limited to:
11.1.1.1 Payment amount
11.1.1.2 Source (mail, walk-in, pay-by-phone, pay-by-web, DMV, FTB, etc.)
11.1.1.3 Method of payment (cash, check, money order, credit card, etc.)
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11.1.1.4 Payment processing date
11.1.1.5 Original fine amount
11.1.1.6 Late payment penalty (including exact date that late payment penalty
was imposed)
11.1.1.7 Second late payment penalty
11.1.1.8 Total paid
11.1.1.9 Total reduced
11.1.1.10 Total due
11.1.1.11 Amount overpaid
11.1.1.12 Reason for overpayment including all data processing support required
to meet the City’s legal obligation to refund overpayments
11.1.1.13 Refund check or credit issuance date
11.1.1.14 Refund check issuance mail date
11.1.2 Lockbox Operation: The Contractor must maintain a lockbox operation sufficient to
process all lockbox payments within two business days of receipt.
11.1.3 All payment and transaction data must be in an on-line, real-time environment,
including on-line inquiry of payment documents.
11.1.4 CMS must provide a clear auditable record of payments received. The audit trail must
include citation number, payment date and time, payment amount, payment
method, and the name or ID of the staff member that accepted payment and made
the entry.
11.1.5 All transactions are subject to audit by the City at any time without advance notice.
11.1.6 CMS must be able to process City-imposed fees, including bounced check or other
fees.
11.1.7 CMS must allow on-line payment adjustments and error corrections with audit trails.
12. CMS Bank Cards
The following is a list of requirements related to bank card acceptance:
12.1 Motorists shall be able to use credit/debit cards for any type of payment for the services
under the contract.
12.2 Contractor will provide a payment gateway for processing of bank cards which is capable
of processing Visa, Mastercard, American Express and Discover.
12.3 Contractor will integrate with the City’s current merchant processor, Chase Bank.
12.4 Contractor will allow the City to change the merchant processor in the future for no cost.
12.5 Contractor solution and all related components shall all be compliant with Payment Card
Industry Data Security Standard (PCI Level 1 certified by a Qualified Security Assessor (QSA))
as applicable.
13. CMS Financial Adjustments
The following is a list of requirements related to financial adjustments:
13.1 CMS must permit the input of financial adjustment transactions, such as, but not limited
to, returned checks, charge backs, reversals, or refunds.
13.2 Adjustments may include reversing an entire payment, modifying a payment amount,
altering the amount due to close a citation, and reopening a citation.
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13.3 CMS will generate appropriate notification letters which are automatically sent to the
appropriate party advising of any actions.
14. CMS Citation Issuance Devices & Software
The City currently provides and uses 13 Android and iOS devices as handheld citation issuance devices
supported by 10 Seiko II Bluetooth printers. To the extent possible, the City may elect to continue use
of the devices. The City may also choose to replace existing equipment. Thus, the Contractor shall
propose an option for both scenarios.
14.1 Enforcement Handhelds
Contractor shall propose a hardware solution that represents the current state of mobile wireless
device technology and data management. Contractor may propose one or both of the following
options:
• A handheld device with a separate printer.
• An all-in-one or single-piece handheld device where the printer and handheld are
attached.
The following is a list of requirements for handheld issuance devices:
14.1.1 Handheld and printer must be inclusive of the protective infrastructure to ruggedize
and protect equipment from working conditions and outdoor elements.
14.1.2 Handheld and printer shall be able to withstand drops, be water resistant, and have
appropriate screen protection and appropriate grip control.
14.1.3 The life span of all devices shall be at least three years with proper use.
14.1.4 The cellular communications on any handheld device provided to the City during the
term of the contact shall have a life span of at least 5 years.
14.1.5 Contractor shall provide support for all devices for the agreement term, including
hardware, operation system software and communication plans.
14.1.6 Handheld and printer Batteries shall last for an entire shift (up to 11 hours);
supplemental in-field replaced battery packs or mobile charging will be acceptable.
14.1.7 Handheld devices shall include a camera with a minimum resolution of 8 megapixels,
able to take photos in all lighting conditions and be able to geotag the photos taken.
14.1.8 Handheld and printer shall have an optional carrying case.
14.1.9 Handheld devices shall include Wi-Fi, Bluetooth, and GPS capability.
14.1.10 Should advancements in cellular technology or end-of-life require new devices, the
Contractor will provide at least one year's notice to the City and provide reasonably
priced options for upgrades.
14.1.11 In the case of separate components, printers shall include Bluetooth capability and
shall not require a physical connection to the handheld for operations.
14.1.12 Handheld devices shall include functionality that prevent usage of the device as a
telephone or allow calling only to specific phone numbers, as directed by the City.
14.1.13 Handheld devices shall include functionality that prevent use of SMS/text capability
unless limited to specific numbers, as directed by the City.
14.1.14 Handheld devices shall include functionality that allow the device restricted so that
users in the field cannot add or remove apps/software, unless directed by the City.
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14.2 Citation Issuance Software
The following is a list of requirements for handheld issuance software:
14.2.1 The following fields, at a minimum, must be captured during citation issuance by the
Contractor’s enforcement software:
14.2.1.1 Citation number
14.2.1.2 License plate
14.2.1.3 Where plate is not available, a field for up to 17-digit VIN shall be
provided
14.2.1.4 License expiration Year/Month, Body Type (DMV specific), Vehicle Make,
Vehicle Color
14.2.1.5 Meter Number field
14.2.1.6 State
14.2.1.7 Last four digits of VIN
14.2.1.8 Violation code and description (up to three)
14.2.1.9 Location of violation, including City defined zone
14.2.1.10 Issue date
14.2.1.11 Issue time
14.2.1.12 Officer ID
14.2.1.13 Officer name
14.2.1.14 Notes to print on citation (known as external notes)
14.2.1.15 Officer notes, not visible to the public (known as internal notes)
14.2.1.16 Electronic marking (tire chalking)
14.2.1.17 Photos, videos, and audio
14.3 Software shall have the ability to support pay-by-plate, pay-by-space, permit status, and
mobile payments.
14.4 Software shall provide the ability to validate disabled placards with DMV look-up.
14.5 Software shall provide a user-friendly interface for ease of use and durability.
14.6 Software shall require a password/security sign-in to prevent unauthorized use
14.7 Software shall allow the user to view and void any citation written by the user in the active
session.
14.8 Software shall support voiding a previously issued citation that requires a City-defined
reason/code and input of explanation.
14.9 Software shall support the reprinting of an issued citation that is identical to the original.
14.10 Software shall automatically transfer and upload citations issued by the handheld to the
CMS in real-time, including any audio and/or picture associated with the citation.
14.11 Software shall not allow an officer to attempt to issue a citation unless all required fields
have been entered with valid information. For example, a citation with no violation code or
no license plate or VIN cannot be created.
14.12 Upon entering a license plate during citation entry, software shall automatically search
necessary lists (scofflaw, permit, hotlist, stolen vehicle, etc.) for a match.
14.12.1 If a match is found, the appropriate information will display on the handheld screen.
14.13 Software shall support monitoring of vehicles in a fixed time limit zone across accessible
to all handhelds in use at any one time. This shall allow for multiple Officers to enforce time
limits in location at the same time.
14.14 Software shall accurately time and date stamp transactions by the system’s master clock.
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14.15 Software shall support the issuance and tracking of warning notices as well as actual
citations including issuance history by license plate.
14.16 Software shall support standard location codes or block faces and descriptions. Locations
shall also be manually generated when necessary.
14.17 Software shall support multiple citation number sequences and formats.
14.18 Software shall Support CA CVC requirements for Drive-Away citations including allowing
a citation to be marked as a drive-away.
14.19 At a minimum, software shall allow the selection of the previous location for a new
citation, otherwise support geofencing capability to auto-populate locations.
14.20 Software shall support real-time tracking of officer location based on GPS coordinates.
14.21 Software shall support photos taken as part of the citation process shall be maintained
within the citation app and uploaded to the CMS, not simply placed on the device’s camera
roll.
14.21.1 The City shall be able to set a minimum number of photographs that must be taken
for each citation.
14.21.2 If the Contractor has a maximum number of photographs per citation, it must be
greater than 10.
14.22 Provide a set of pre-fixed text lines to go in the notes (both printed and internal); when
the officer is completing the notes, they can pick from city-defined pre-established text lines
or use free-from text entry.
14.23 Solution shall integrate with LPR systems so that any hit on the mobile LPR can be
transferred seamlessly to the handheld, including associated LPR images.
14.24 Software shall allow a user to cancel a citation or warning that has not been completed
(e.g., the citation has not been printed or marked as drive-away).
14.25 Software shall support an Officer activity log with the ability for the Officer to record
issues or notes in the field.
14.26 Print a complete citation or warning ticket, including the following fields on the front:
14.26.1 Citation or warning number
14.26.2 Date and time issued
14.26.3 Badge number and name of issuing officer
14.26.4 Location where citation issued
14.26.5 Violation code for which the citation is being issued
14.26.6 Violation description
14.26.7 Violation amount
14.26.8 State surcharge
14.26.9 Total amount due
14.26.10 Vehicle license plate or full VIN
14.26.11 Last 4 digits of the VIN
14.26.12 Vehicle registration expiration date
14.26.13 Vehicle make
14.26.14 Vehicle color
14.26.15 Vehicle type
14.26.16 Public notes
15. CMS Noticing, Correspondence, and Collections
The Contractor will provide mail processing and services as well as mail in payment processing for the
City. The accurate processing of noticing and correspondence is critical and directly affects timely
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payments, subsequent collection actions, such as the application of late penalties, delinquent
noticing; and applying registration holds at the CA DMV.
15.1 Notice Mailing
The following is a list of requirements for noticing and correspondence mail:
15.1.1 All noticing and correspondence activity will follow the City Business Rules as
recorded during the Design Review process.
15.1.2 All noticing will be accurately recorded in the CMS. Contractor will perform audits to
ensure accuracy.
15.1.3 Contractor shall process and mail reminder notices for unpaid citations including out-
of-state owners.
15.1.4 Contractor shall process and mail delinquent notification to the lessee and/or
secondary owner when delinquent and following the lien process under California
state law.
15.1.5 Contractor shall generate and mail citation correction notices where the issuing
officer determines that there is incorrect data in the parking citation.
15.1.6 Contractor shall generate and mail notices to lessees or renters of cited vehicles,
including loaner vehicles, when provided with proof of written lease or rental
agreement as required by the CVC.
15.1.7 Contractor shall generate and mail Drive Away notices to registered owners of
vehicles that drive away prior to the issuing officer attaching the citation to the
vehicle. The notice must be mailed out to the registered owner within fifteen (15)
calendar days of the citation issuance as required by the CVC.
15.1.8 Contractor shall generate and mail correspondence regarding initial review and
hearing decisions as part of the adjudication process.
15.1.9 Contractor shall record when mail is returned as not deliverable. Returned envelope
and correspondence and/or notice must be scanned and imaged into the CMS.
15.1.10 Contractor must provide automated noticing and mail notices to comply with all City
procedures and CVC requirements for scheduling and conducting administrative
hearings.
15.1.11 Contractor shall process and mail "No Show" letters for constituents who do not
appear for their scheduled hearing. The design logic will also prevent a no-show letter
generated if the case has been "rescheduled" or "continued" or adjudicated.
15.1.12 Contractor shall generate and mail payment plan letters initiated on the Customer
Portal or by City staff.
15.1.13 All noticing or correspondence must operate with accurate and timely record keeping
that includes, but is not limited to, time stamping of all communication. Time stamps
must include pertinent and relevant specific information such as date, time, name,
and location. Any correspondence sent to a motorist and/or returned from a motorist
must be actively logged to ensure record keeping is accurate and up to date.
15.1.14 Contractor will ensure all outgoing mail is be postmarked.
15.1.15 Contractor shall provide reporting on noticing and correspondence statistics such
quantities, types, return mail, and more.
15.2 Telephone Services
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The Contractor will provide an IVR telephone service to allow motorists to inquire about and make
payment on a citation. The following is a list of requirements for IVR telephone service:
15.2.1 Contractor shall provide a sophisticated, flexible, and responsive 24 hours a day, 7
days a week, telephone answering system and all necessary hardware components,
operational software, and technical support for the Interactive Voice Response (IVR)
system.
15.2.2 The related phone number must be toll free to the caller.
15.2.3 IVR solution must be PCI compliant for bank card payment processing.
15.2.4 IVR should be available in both English and Spanish service.
15.2.5 IVR should allow for some customization whereas a caller will be easily aware of
which City they are calling about.
15.2.6 IVR should be easily used, customer friendly and allow for the fewest steps possible.
15.2.7 IVR solution shall be compatible with Telephone Device for the Deaf (TTD) for use by
callers with a hearing impairment.
15.2.8 IVR shall allow, at minimum, the vocal listing of the City s customer service phone.
15.2.9 IVR shall be integrated with the Contractor’s CMS for real-time updating of payments
received over the phone.
15.2.10 Contractor shall be able to report on call statistics such calls received, calls dropped,
payments received and more.
15.3 Delinquent Collections
The Contractor will provide and support a delinquent collections program to maximize the
collection of past due citation payments. The City does not endeavor to create a punitive
relationship with motorists, but instead encourage compliance with the law and parking program
regulations. The following is a list of requirements related to delinquent collections:
15.3.1 Contractor shall provide and manage an effective special collection program,
including a collections software system, and make diligent, cost- effective efforts to
collect the City-assigned delinquent accounts.
15.3.2 The City shall approve Business Rules prior to activating a delinquent collections
program. Business rules will include plans, notices, timelines, and activities related to
delinquent collections.
15.3.3 Contractor shall follow and implement procedures to consistently abide by local, state
and federal laws request collections activities.
15.3.4 Contractor must adhere to nationally accepted professional standards for collection
activities and ensure the professional quality, technical quality, timely completion,
and effective coordination of all secondary collection services furnished by its officers,
employees, agents and subcontractors.
15.3.5 Contractor shall fully comply with the Fair Debt Collection Practices Act, Fair Credit
Report Act and all other applicable federal statutes, regulations, rules, and standards,
plus all applicable California fair debt collection practice and consumer protection
laws and regulations, and applicable licensing and accreditation standards for
collection agencies.
15.3.6 Contractor shall be capable of importing and collecting on citations issued prior to
contract execution.
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15.3.7 Contractor shall continuously perform the debtor identification through DMV look
up, forward address monitoring, and advanced skip tracking.
15.3.8 Contractor shall mail delinquent collection notices in line with City Noticing and
Correspondence Requirements.
15.3.9 Contractor shall manage DMV registration holds.
15.3.10 Contractor shall manage Franchise Tax Board (FTB) Intercept Program.
15.3.11 Contractor shall manage outbound calling efforts.
15.3.12 Contractor shall enable payment of debts through all channels required throughout
this RFP.
15.3.13 Contractor shall update and maintain records in the CMS regarding all delinquent
collection efforts in real-time. In the case of the use of secondary collection
subcontractor, the City may approve batch updates made at reasonable timeframes.
15.3.14 Contractor shall be able to report on Delinquent Collection efforts such as mailings,
calls, collection technique success and more.
15.3.15 Contractor shall be able to report on Delinquent Collections including quantities,
values, dates and more.
15.3.16 In all cases, the only fees that will be paid by the City to Contractor for Delinquent
Collections activities will be a subset of those amounts actually received, deposited,
and paid to the City.
15.3.17 Contractor shall be responsible for any and all expenses related to delinquent
collections.
15.3.18 If the expense is passed on to and paid by the violator, the Contractor shall be
reimbursed with the expense.
15.3.19 At the City’s discretion, the Contractor will support the City in processing of writing
off citations as approved by City Management or Council.
15.4 Difficult to Collect Cases
There are several categories of citations that require additional handling and collection efforts
because they have remained unresolved despite all other collection efforts. The Contractor shall
make efforts for the following types of collections.
15.4.1 DMV ownership transfers - These are citations where the DMV has indicated a
transfer of ownership from the individual on record, with no additional ownership
data.
15.4.2 DMV Make-Match failure - These are citations which have a vehicle make that does
not match the make registered with the DMV.
15.4.3 DMV Hold Reject - These are citations issued against vehicles for which registration
hold requests were rejected due to some data not matching DMV files.
15.4.4 No Registry Confirm - These are citations for which no owner name and address were
obtained from the DMV.
15.4.5 Aged Registration Hold - These are citations issued against vehicles that have been
placed on registration hold but have passed their registration expiration date and
have not responded.
15.4.6 Declaration of Non-Ownership - These are citations wherein a motorist has submitted
a declaration of non-ownership stating they were not the owner of the vehicle at the
time of the parking citation.
15.4.7 No Address Found - These are citations wherein the current address was identified as
undeliverable.
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15.4.8 Rental - These are citations issued to rental vehicles and the motorist renting the
vehicle was identified by the rental company but has not paid the citation.
15.5 FTB Intercept Program
15.5.1 Contractor shall manage the interface and certification for Franchise Tax Board (FTB)
Intercept payments on behalf of the City.
15.5.2 Contractor shall manage FTB submission process in a timely manner, adhering to all
FTB guidelines and State of California policy and law.
15.5.3 Contractor shall properly identify and collect required data for eligible records to be
submitted to FTB.
15.5.4 Contractor shall generate and send mail notifications prior to file submission as
required.
15.5.5 Contractor shall receive and process FTB files, updating the CMS on a real time basis.
15.5.6 Contractor shall provide timely modification/notification to the intercept program if
the amount to be intercepted has changed.
15.5.7 Contractor shall assist in processing timely refunds in the event of overpayment or
misidentification.
15.5.8 Contractor shall be able to report on FTB activities.
16. Permit Management System
16.1 Key Requirements
The following is a list of key requirements for the PMS solution:
16.1.1 PMS shall be online, cloud-based, and not require any installation of software,
accessible from any PC with a web browser.
16.1.2 PMS shall update in real time.
16.1.3 PMS shall allow for full customization to the City specific Business Rules determined
during the Design Review process. City may change the Business Rules at its sole
discretion which will be implemented by the Contractor within five business days.
16.1.4 Contractor solution and all related components shall all be compliant with Payment
Card Industry Data Security Standard (PCI Level 1 certified by a Qualified Security
Assessor (QSA)) as applicable.
16.1.5 PMS solution will provide a payment gateway for processing of bank cards which is
capable of processing Visa, Mastercard, American Express and Discover, which will
integrate with the City s current merchant processor, XXX.
16.1.5.1 Contractor will allow the City to change the merchant processor in the
future for no cost.
16.1.6 PMS shall allow for assigning permissions to access certain features based on user ID.
16.1.7 PMS shall support both physical and virtual parking permits tied to a license plate.
16.1.8 PMS shall support the ability to prevent permitting processing and issuance when a
motorist has citation related amounts due to the City.
16.1.9 PMS shall generate renewal and cancellation notices to be sent by mail and email.
16.1.10 PMS shall generate renewal and cancellation notices by batch or individually.
16.1.11 PMS shall generate acceptance or denial of permit applications notices to be sent by
mail and email.
16.1.12 PMS shall generate a unique permit number.
16.1.13 PMS shall allow the addition and removal of any permit types.
16.1.14 PMS shall allow for multiple parking permits zones and districts.
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16.1.15 PMS shall provide functionality for guest parking permits.
16.1.16 PMS shall support rolling expiration data (daily, weekly, monthly, annually, date-to-
date).
16.1.17 PMS shall support exception permit processing and quantity limitations with time
period parameters.
16.1.18 PMS shall restrict and allow multiple permits to be assigned to one license plate.
16.1.19 PMS shall support multiple permit pricing structures including flat, prorated, and
tiered pricing.
16.1.20 PMS shall support multiple permit waitlists.
16.1.21 An authorized user shall be able to conduct the following actions in the PMS:
16.1.21.1 Create a new permit holder account.
16.1.21.2 Enter or create permits assigned to a motorist.
16.1.21.3 Correct, Autofill, or standardize address entries.
16.1.21.4 Validate permit program eligibility based upon supporting documentation.
16.1.21.5 Approve or deny parking permit applications based on geographical (address)
location or requested permit or by other City determined factors.
16.1.21.6 View and manage permit request queue, listing permits requiring review for
approval.
16.1.21.7 View and manage permit waitlists including adding or removing waitlist
requests.
16.1.21.8 Process payments for permits.
16.1.21.9 Process refunds for permits
16.1.21.10 Process multiple permits in one transaction.
16.1.21.11 Query by account name, account number, permit type, permit number,
license plate number, and address.
16.1.21.12 Add notes to permit accounts with no limitation.
16.121.13 Edit account information and permit information.
16.1.21.13 Cancel an existing permit.
16.1.21.14 Print temporary permits.
16.1.21.15 Print, mail or email correspondences to permit holds
16.1.22 PMS shall provide full audit trail information for every processing transaction must be
captured and retained for each permit until the permit is purged from the system per
the policies established by the City. All processing activities will be subjected to
detailed audit by the City.
16.2 PMS Customer Portal
Contractor shall provide a customer-friendly portal to provide access to parking citation
information, adjudication and payment. The website does not have to be white labeled, however
some City customization would be preferred including a logo and City contact information with a
link to the City parking website. The following is a list of requirements for the portal:
16.2.1 The portal shall be fully hosted by the Contractor and integrated with the Contractor’s
PMS in real-time.
16.2.2 The portal shall be available 24 hours per day, 7 days per week.
16.2.3 The portal must be accessible on multiple browser platforms, including MS Edge,
Google Chrome, Safari, and Firefox.
16.2.4 The portal shall be PCI compliant for online payment acceptance.
16.2.5 The City shall approve the application of any convenience fees.
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16.2.6 Contractor s website shall comply with all applicable ADA standards and
requirements.
16.2.7 Provide customers with email messages regarding the approval or status of their
permit.
16.2.8 A motorist shall be able to complete the following actions via the portal:
16.2.9 Purchase and/or request an annual, visitor or guest permits with qualifying
documentation.
16.2.10 Request placement on a permit waitlist.
16.2.11 View status of position on a waitlist.
16.2.12 Remove placement from a waitlist.
16.2.13 Process payment for a waitlist position or permit.
16.2.14 Renew an existing permit.
16.2.15 Cancel a permit.
16.2.16 Update permit information (e.g., license plate number, make, model, color, and
address) as allowable by a permit type.
16.3 PMS Reporting
The following is a list of requirements regarding reporting for the PMS:
16.3.1 Contractor shall provide comprehensive, detailed, accurate, and timely management,
financial, and operational on-line, real-time, and other reports for City management.
16.3.2 Batch reporting shall be acceptable for large amounts of data only.
16.3.3 PMS reporting shall provide the ability to query reports by multiple filters including
date.
16.3.4 PMS reporting shall provide reporting on permitting statistics such quantities, types,
and more.
16.3.5 PMS reporting shall be exportable in pdf and/or Excel/CSV format.
17. Warranty and Support Services
The following is a list of requirements for the CMS solution Warranty and Support:
17.1 Contractor shall include a minimum of a one-year hardware warranty for any hardware
delivered to the City.
17.2 Contractor shall provide extended hardware warranty options.
17.3 Contractor shall provide a warranty on all software and system solutions for the term of
the contract.
17.4 Contractor shall provide ongoing support services through the term of the contract,
including a toll-free phone number and online help (Help Desk). Support services shall be
available from 8am to 5pm Pacific Time Zone reasonable hours, seven days per week
(excluding holidays).
17.5 Any requests for support that cannot be handled immediately by the Help Desk shall be
acknowledged by the Contractor within one business day and updated on a regular basis.
17.6 Contractor s support services must be provided by a staff of experienced, well-trained
technicians.
17.7 Contractor shall utilize a ticket tracking system to open, track and close support requests
from the City.
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17.8 Contractor shall provide regular and ongoing technical bulletins that identify product
notifications, technology updates, lessons learned, and/or system performance that detail
issues, changes, improvements, and upgrades.
18. Project Management
The Contractor shall provide Project Management services during the design, build and
implementation of the Contractor’s solution. The following is a list of requirements regarding Project
Management for solution delivery:
18.1 Contractor shall assign a Project Manager for the duration of the planning,
implementation, delivery and installation portion of the contract who will be responsible for,
including but not limited to:
18.1.1 Project oversight and delivery of the system.
18.1.2 Being a single point of contact for the City and providing for the management,
implementation, and on-going trouble shooting of the System during its installation.
18.1.3 Coordinating efforts with the City and any subcontractors.
18.1.4 Being available as required for onsite work and otherwise available to the City during
regular business hours via email, phone or video conference to respond to City needs,
questions and or issues.
18.1.5 Developing and maintaining, in consultation with the City, a detailed implementation
and project plan for the System.
18.2 Contractor’s Project Manager shall be experienced in the Contractor’s solutions, parking
operations, and all related laws and codes pertaining to citation management in California.
The Project Manager shall be able to provide guidance and suggestions to the City on best
practices.
18.3 Contractor shall provide a Design Review process for the customizable and configurable
portions of the solution. The Design Review process will result in a Business Roles document
that the City shall approve. The Business Rules will be the guidelines and rules for all activities
and work related to delivering the scope of the resulting agreement.
18.4 Contractor shall test all hardware, software and systems prior to delivery to the City.
18.5 Contractor shall support the City in testing all hardware, software and system prior to
implementation.
18.6 Contractor shall develop a training plan for review and approval by the City.
19. Training
The Contractor will provide comprehensive training are part of the solution implementation. The City
requires training for multiple teams and departments. The following is a list of requirements:
19.1 Contractor shall provide a training plan that includes but is not limited to all functionality
of CMS operations, adjudication, enforcement devices, citation issuance software, web portal
operations, noticing and correspondence operations, IVR operations, and reporting. The
training plan shall include:
19.1.1 Types of training course with a target audience
19.1.2 Description of course
19.1.3 Length of course
19.1.4 Method of training (video conference, in person, etc.)
19.1.5 Prerequisites for the training course
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ATTACHMENT 4
-20-
19.2 Contractor shall provide training in person or via video conference as is the most
appropriate for the topic. At a minimum, Contractor will provide at least two days of onsite/in
person training.
19.3 The City may request additional training sessions at reasonable intervals and lengths via
video conference for no additional cost for the term of the contract.
19.4 Contractor will provide the necessary training to the City for any new, upgraded or
additional functionality provided during the term of the contract.
19.5 The City may request additional training sessions in person. Contractor will provide a
quote for services within one week, and perform that training within four weeks, of the City’s
request.
19.6 Contactor shall supply and keep current digitals copies of all operations, training, and user
manuals, which include detailed instruction for the operation of the entire solution.
20. Integration Requirements
The following is a list of requirements for the integrations to be part of Contractor s CMS solution:
20.1 Contractor shall provide real-time integration with the City’s current, new, and future
parking technology and data management Contractors, which currently includes:
20.1.1 LPR - Genetec/ Route 1
20.1.2 Pay by Plate pay stations – IPS
20.1.3 Mobile payment applications – Honk, PayByPhone, ParkMobile
20.2 Contractor shall be able to work with outside Contractors to perform data migration, if
required by the City
20.3 Contract will review and comply with the additional data, system and security
requirement in Attachment B.
21. Other Citation Related Services (Optional)
The City is interested in reviewing proposals for turn-key services. The following requirements will be
considered optional; however, Contractors are encouraged to submit proposals that include one or more
of these options. The Contractor shall include a full description of their services related to each option,
including any City prerequisites, and complete pricing for these services. Each service shall be
accompanied by a comprehensive reporting package that will allow the City to monitor the Contractor’s
operation. The City reserves the right to negotiate reasonable service level agreements for each service.
21.1 First line call center to respond to motorist questions or concerns regarding citations,
including the scheduling of hearings. Exceptions to be forwarded to the City for handling via
the CMS online platform. Call center shall be available Monday through Friday between the
hours of 8am and 5pm PST, excluding City holidays.
21.2 Processing all in bound mail, including mail in appeals including the provision and
management of California address. Contractor will process requests based on City approved
Business Rules or forward the request to the City for handling via CMS online processing.
21.3 Entry of Manual Citations.
21.4 Provide citation paper stock to include a design and text provided by the City.
22. Other Permit Related Services (Optional)
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ATTACHMENT 4
-21-
The City is interested in reviewing proposals for turn-key permit processing and fulfillment services.
The following requirements will be considered optional; however, Contractors are encouraged to
submit proposals that include one or more of these options. The Contractor shall include a full
description of their services related to each option, including any City prerequisites, and complete
pricing for these services. Each service shall be accompanied by a comprehensive reporting package
that will allow the City to monitor the Contractor s operation. The City reserves the right to negotiate
reasonable service level agreements for each service.
22.1 Provisioning permit stock including hand tag, window sticker or otherwise with a unique
preprinted identification number. The City shall design and approve the stock design.
22.2 Printing and mailing of renewal and cancellation notices.
22.3 Processing, fulfillment and mailing (or emailing) of online permit applications. Exceptions
to be forwarded to the City for handling via the PMS online platform. Fulfillment should occur
within 2 business dates of application receipt.
22.4 Processing, fulfillment and mailing of mail in permit applications and payments, including
lockbox services. Exceptions to be forwarded to the City for handling, which may include use
of the online platform. Fulfillment should occur within 2 business dates of application receipt.
22.5 Providing a DMV interface to perform DMV look ups for the PMS, to allow for automated
confirmation of registered owner name and address associated with the vehicle registration.
22.6 First line call center to respond to motorist questions or concerns regarding permits.
Exceptions to be forwarded to the City for handling via the PMS online platform. Call center
shall be available Monday through Friday between the hours of 8am and 5pm, excluding City
holidays.
23. Other Services (Optional)
The Contract should consider the following requirements and address them in their proposal as
desired:
23.1 With the implementation of new parking technology public awareness and education is
important to any successful parking management program. The Contractor shall describe any
public outreach/education campaign support that will be included with your solution at no
additional cost to the City. The Contractor shall provide examples of prior successful
implementations, including sample images, emphasizing similar installations and education
introducing a new system.
23.2 The City is interested in innovation and value-added services. Contractors should describe
any enhanced services and features that are available to the City currently or in the near
future and how these services and features would be integrated to ensure motorist
convenience. All associated pricing for any proposed or suggested feature must be identified.
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ATTACHMENT 5
1
Data, Security and System Requirements
Scope of Work
Author:
Dixon Resources Unlimited
Updated:
9/5/24
Page 818 of 1527
ATTACHMENT 5
2
1 Overview..............................................................................................................................3
2 System and Security Requirements .....................................................................................3
3 PCI Compliance ...................................................................................................................4
4 Data Requirements...............................................................................................................4
5 Integration Requirements.....................................................................................................5
6 Standard Integrations ...........................................................................................................5
7 Integration with City Systems .............................................................................................7
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ATTACHMENT 5
3
1 Overview
A comprehensive Parking Management Program requires a significant focus on data,
integration, and system design and security. The City desires to partner with Contractors who
focus on flexible and industry leading solutions while providing secure and compliant
technology. This section includes additional requirements beyond what is defined in specific
sections of this RFP. Proposers must take care to fully understand all related requirements as
all will be part of the resulting contract awarded.
2 System and Security Requirements
2.1 Contractor shall provide secure hosting and support for all functions, ensuring
availability through the Internet for all devices, including desktop and mobile
computers, phones, tablets, and other wireless devices. The City shall not be required
to install or maintain software on servers owned or managed by the City.
2.2 Computers that access the System shall not require special software packages or
“client” software to access the System. Any computer shall be able to access the
System through a standard web browser without plug-ins or other components.
2.3 Contractor shall be responsible for taking every precaution to ensure that all
systems, files, data, equipment, communications, and facilities are reliable.
2.4 Contractor shall be responsible for virus detection, prevention, control, and
eradication for all System servers and connected devices.
2.5 Contractor shall have security features that are designed to maintain the security of
all information contained in the System database and maintain the confidentiality of
information. Contractor’s security for the System and all connections thereto shall
conform to current industry best practices.
2.6 Contractor is expressly forbidden from selling, leasing, distributing, publishing, or
otherwise sharing any personal information collected from the City, including, but
not limited to, transaction history, address, email address, phone number, and credit
card information. Notwithstanding the preceding restrictions, Contractor shall be
permitted to use such information to enable the services provided to City as part of
this agreement. At the City’s sole discretion, the City may direct the Contractor to
share data in a secure manner with City appointed parties.
2.7 All information security incidents shall be reported immediately to the City. Security
incidents include theft, loss, damage or compromise to information systems and data,
known vulnerabilities and exploits, website defacement or compromise, successful
malware attacks, denial of services, and other security events as defined by the City’s
Information Security Officer.
2.8 Contractor shall establish and maintain data storage, retention, and archive
Page 820 of 1527
ATTACHMENT 5
4
procedures to maintain System performance.
2.9 The System shall provide full system backup and recovery capabilities. Contractor
shall be responsible for the maintenance of the database which will include back-up
and recovery procedures. Contractor shall make sufficient backups to ensure that no
data is lost in any circumstances.
2.10 System uptime is critical. The Contractor will maintain a 99.5% or greater uptime
annually for the system as whole, including any subsystems critical to solution
operation.
2.11 Uptime will be excluding scheduled maintenance. Contractor will notify City of any
schedule downtime at least 7 days in advance. Scheduled maintenance shall be
coordinated to have the least impact on City operations.
3 PCI Compliance
3.1 As required, the Contractor solution shall be compliant with Payment Card Industry
Data Security Standard Level 1 latest version at the time of contract execution.
3.2 As the PCI Data Security Standard evolves, Contractor shall be responsible for
maintaining compliance with that standard at Contractor's sole expense.
3.3 Contractor shall provide an Attestation of Compliance (AoC) as a declaration of
compliance status with PCI DSS at the request of the City.
4 Data Requirements
4.1 The City shall be the exclusive owner of all data and rights to the data generated
from the Systems, regardless of whether the data is direct or derived, calculated, or
modeled.
4.2 Contractor shall store or archive (with the City’s approval) all transaction data
generated during the term of the Agreement and retain it for at least five years after
its termination.
4.3 Contractor shall deliver copies of all System data upon request of City, or its
designee, and upon the termination of the Agreement in a format mutually agreed
upon by both parties.
4.4 Contractor shall be responsible for providing transaction data in a format that is
readable by City using commonly available commercial off-the-shelf software.
4.5 At termination of the contract, for any reason, resulting from this RFP, if the
successor contract is awarded to another firm, Contractor must develop and
implement a Data Conversion Plan between Contractor and the City or its designee.
Page 821 of 1527
ATTACHMENT 5
5
5 Integration Requirements
Some required integrations are fully defined in solution specific sections of this RFP. This
section includes additional or complimentary requirements. It is assumed and required by the
City that the Contractor’s solution, which may include one or more systems and/or third-party
systems, will be integrated by the time of contract execution as would be necessary to meet
the requirements for their specific service.
5.1 Contractor shall utilize open-source API’s that allows for current and future
integration with third parties.
5.2 Contractor shall provide real-time integration with the City’s current, new, and future
parking technology and data management Contractors, including, but not limited to,
citation issuance/enforcement handhelds, LPR, and mobile payment. These types of
integrations are considered standard in the industry.
5.3 The City recognizes that standard integrations have a certain amount of latency
between systems. However, timely data exchanges are required for efficient and
accurate parking operations. Latency between any two systems shall not exceed an
average of 90 seconds for every 100 consecutive transactions. The latency
measurement shall be defined as the moment a data request is made or data is sent to
the moment the data is delivered and is viewable to any end user.
5.4 Should latency be observed in excess of 90 seconds, Contractor will work with the
City to measure the latency, identify the point of default, and correct the default.
5.5 Custom integration, being nonstandard and not identified in this RFP, may be
considered in the future by the City. Contractor agrees to provide the necessary
development to achieve a custom integration for a mutually agreed cost and schedule
to be memorialized in amendment to the resulting contract from this RFP.
5.6 Batch data transfer may be considered for certain integrations, at the sole discretion
of the City.
5.7 Contractor shall provide all necessary parking-related data in a format compatible
with standard industry integrations. In the event that data formats between City
Contractors do not match, the City may require either Contractor to make reasonable
changes to their format at no additional cost to the City.
5.8 Contractor shall operate in good faith with the City and the City’s designated
Contractors to implement, troubleshoot and complete necessary integration as
defined by the City.
5.9 In the event that two or more Contractors cannot agree on the methodology used for
any integration, the City will select the methodology most advantageous for the City.
6 Standard Integrations
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ATTACHMENT 5
6
The following is a list of standard integrations.
6.1 Parking Meter or Pay Station Systems shall integrate with:
6.1.1 Citation Issuance, Processing and Enforcement System
6.1.2 Licenses Place Recognition System (LPR)
6.1.3 Mobile or Text to Pay Payment System
6.2 Mobile or Text to Pay Payment System shall integrate with:
6.2.1 Citation Issuance, Processing and Enforcement System
6.2.2 Licenses Place Recognition System (LPR)
6.2.3 Parking Meter or Pay Station System
6.2.4 Parking Access Revenue Control System
6.3 Parking Access Revenue Control System
6.3.1 Citation Issuance, Processing and Enforcement System
6.3.2 Licenses Place Recognition System (LPR)
6.3.3 Parking Meter or Pay Station System
6.3.4 Mobile or Text to Pay Payment System
6.3.5 Permit Management System
6.4 Citation Issuance, Processing and Enforcement Systems shall integrate with:
6.4.1 Parking Meter or Pay Station System
6.4.2 Parking Access Revenue Control System
6.4.3 Licenses Plate Recognition System
6.4.4 Mobile or Text to Pay Payment System
6.4.5 Permit Management System
6.4.6 Department of Motor Vehicles for the City’s state
6.4.7 Out of State motor vehicle registries
6.4.8 Department of Justice or Police Depart for the City’s state (for wanted vehicle
hotlists)
Page 823 of 1527
ATTACHMENT 5
7
6.4.9 California Franchise Tax Board (CA only)
6.4.10 Delinquent collections agency (if applicable)
6.5 Permit Management Systems shall integrate with:
6.5.1 Parking Access Revenue Control System
6.5.2 Citation Issuance, Processing and Enforcement System
6.5.3 Licenses Plate Recognition System
6.5.4 Any local databases necessary for permit processing
6.6 Licenses Plate Recognition System shall integrate with:
6.6.1 Citation Issuance, Processing and Enforcement System
6.6.2 Parking Meter or Pay Station System
6.6.3 Parking Access Revenue Control System
6.6.4 Mobile or Text to Pay Payment System
6.6.5 Permit Management System
6.6.6 Department of Justice or Police Depart for the City’s state (for wanted vehicle
hotlists)
7 Integration with City Systems
1. TBD
2. Integration with City systems shall be considered a standard integration.
Page 824 of 1527
R ______
RESOLUTION NO. _____ (2024 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, TO DESIGNATE FLASH PARKING, INC. AS
THE STANDARD VENDOR FOR GATED PARKING ACCESS AND
REVENUE CONTROL SYSTEM IN CITY OF SAN LUIS OBISPO OWNED
AND OPERATED PARKING GARAGES
WHEREAS, on May 14, 2024, the City Council directed staff to transition to
consistent pay-at-exit gated system for all parking structures; and
WHEREAS, the Downtown Parking Technology Roadmap Report prepared by
Dixon Unlimited, Inc. includes a recommendation that “the City should install the same
Parking Access and Revenue Control System (PARCS) technology at the other parking
facilities to ensure consistency in the paid parking system;” and
WHEREAS, a standardized system will provide a cohesive and user-friendly
parking experience while streamlining management and operational efficiency across all
garages; and
WHEREAS, multiple, differing PARCS systems require the City to have different
and more materials on hand to address emergent repair needs, additional training and
management from staff, and results in communication challenges to education the public;
and
WHEREAS, Flashing Parking, Inc is the approved vendor to provide a gated
system for the Cultural Arts Parking District Structure; and
WHEREAS, Flash meets the City’s required specifications for a PARCS system
including the ability to provide:
Gated solutions including frictionless systems, or having gates on either entry or
exit only
Pay stations, pay by app, QR code, and on foot capabilities including options to
accept cash and coin.
License Plate Recognition (LPR) integration for plate-based PARCS management
to accommodate permit holders or pre-payment.
Validations that could include special events and merchant participation
throughout the City. Vendor must be able to support business-managed and/or
City-managed validations.
Reservation capabilities including identifying the operational and enforcement
support demands that must be supported by the City.
Page 825 of 1527
Resolution No. _____ (2024 Series) Page 2
R ______
EV charging integration
System to support a monthly e-permit system with LPR and/or Bluetooth access
control.
Pedestrian access control technology options
Occupancy counts for garage structures
Dashboard that allows City staff to manage and monitor equipment, as well as
monitor revenue, occupancy, and validations.
24/7 remote customer support
Support on any administrative, operational, or technological needs, including a
single point of contact for the City.
Integrations to support any future integrations with the City sub -systems
WHEREAS, Flash is the only vendor that meets the City required specification and
provides a cloud-based system that can process transactions offline while remaining
Payment Card Industry (PCI) compliant; and
WHEREAS, Flash is the only PARCS vendor that meets the City required
specification and integrates with both Google and Waze.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo as follows:
SECTION 1. Flash Parking, Inc. is the standard vendor and system for gated
Parking Access and Revenue Control System (PARCS) for City of San Luis Obispo
owned and operated parking garages.
Page 826 of 1527
Resolution No. _____ (2024 Series) Page 3
R ______
SECTION 2. Sole source purchases with Flash Parking, Inc. for PARCS to
include, but not limited to, equipment, software, installation and ongoing services is
hereby authorized pursuant to the City of San Luis Obispo Municipal Code 3.24.060(d).
Upon motion of Council Member ___________, seconded by Council Member
___________, and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _______________ 2024.
___________________________
Mayor Erica A. Stewart
ATTEST:
______________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
______________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the
City of San Luis Obispo, California, on ______________________.
___________________________
Teresa Purrington
City Clerk
Page 827 of 1527
Page 828 of 1527
The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities.
Telecommunications Device for the Deaf (805) 781-7410.
Notice Requesting Proposals for a Parking Pay Station Solution
The City of San Luis Obispo is requesting sealed proposals for procurement of a parking pay station
solution.
All firms interested in receiving further correspondence regarding this Request for Proposals (RFP) will be
required to complete a free registration using BidSync (https://www.bidsync.com/bidsync-app-
web/vendor/register/Login.xhtml). All proposals must be received via BidSync by the Department of
Finance at or before [DATE] when they will be opened electronically via BidSync on the proposal end date
and time.
The preferred method for bid submission is electronic via BidSync. However, if you wish to submit a paper
copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990
Palm Street, San Luis Obispo, CA, 93401.
Project packages and additional information may be obtained at the City’s BidSync website at
www.BidSync.com. Please contact Donna King, Parking Program Manager at dking@slocity.org or (805)
781-7234 with any questions.
For technical help with BidSync please contact BidSync tech support at 800-990-9339.
Page 829 of 1527
TABLE OF CONTENTS
A. INTRODUCTION ................................................................................................................................ 1
B. SCOPE OF WORK ....................................................................................................................................... 1
C. PROJECT SCHEDULE ................................................................................................................................ 11
D. GENERAL TERMS AND CONDITIONS ...................................................................................................... 11
PROPOSAL REQUIREMENTS ....................................................................................................................... 11
CONTRACT AWARD AND EXECUTION ........................................................................................................ 12
CONTRACT PERFORMANCE ........................................................................................................................ 13
E. SPECIAL TERMS AND CONDITIONS ............................................................................................... 13
D. PROPOSAL CONTENT ............................................................................................................................. 16
SECTION I: PROPOSAL SUBMITTAL FORM - SAMPLE .................................................................................. 20
EXHIBIT A : FORM OF AGREEMENT ................................................................ Error! Bookmark not defined.
EXHIBIT B: INSURANCE REQUIREMENTS ..................................................................................................... 24
ATTACHMENT A: DATA, SECURITY AND SYSTEM REQUIREMENTS ............................................................. 35
ATTACHMENT B: TECHNOLOGY COMPLIANCE MATRIX ............................................................................. 39
ATTACHMENT C: PRICING WORKBOOK ...................................................................................................... 40
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A. INTRODUCTION
This Request for Proposals (RFP) is for the procurement of a parking pay station solution to be
implemented throughout the City with an emphasis on the customer service experience providing ease
of use and convenience to a motorist. The selected Contractor will provide the full range of services
including parking pay station equipment, a web-based pay station maintenance system, warranty and
customer service support, training, reporting and maintenance tracking, and integrations with existing
and future parking technology vendors.
B. SCOPE OF WORK
1. Contractor Minimum Requirements
The following is a list of minimum requirements for a Contractor:
1.1 Contractor shall have a minimum of three active and currently contracted customers located
in the State of California with a minimum of 15 pay station per installation.
1.2 Contractor shall have a minimum of ten active clients located in the United States of America
with a minimum of 50 pay stations.
1.3 Contractor shall have legally operated in the United States of America for a minimum of five
years.
1.4 Contractor’s proposal and pricing will be valid for at least 180 days from submittal.
2. Pay Station Requirements
The following is a list of key requirements for the Pay Station solution:
2.1 Pay stations must be able to store at least 10 different rate structures configurable by time of
day, length of stay, and day of the week. The technology must allow for simultaneous rate
structures to be deployed to different pay stations including static/fixed rates and fixed and
escalating hourly rates.
2.2 Pay station shall accommodate a pre-payment option (payments made in advance of
operating hours).
2.3 Pay station technology must be simple to understand and easy to use.
2.4 Motorist shall be able to complete a transaction in as few steps/screens as possible.
2.5 All technology included in the solution must be reliable, easy to maintain, and secure.
2.6 Pay station shall include a large screen to display relevant policy and parking information,
rather than using signs or decals posted on the hardware. A touch screen is preferred by the
City as the main interface for the motorist. Pay station shall be able to electronically display
the following to the motorist with minimal effort:
2.6.1 Rate Options
2.6.2 Days and hours of operation
2.6.3 Motorist instructions
2.7 Contractor must offer strong customer support 7 days a week.
2.8 All technology, equipment, and systems shall be ADA-compliant to the latest state and federal
standards at the time of proposal submission, including all related specifications from Public
Right-of-Way Accessibility Guidelines adopted on July 3, 2024.
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-2-
2.9 All materials and components of the pay station shall be new (the most current model or
version), unused, and not refurbished. The Contractor may submit the option for use of
refurbished (like new) parts, in which case, the Contractor must clearly state which part(s)
may optionally be selected by the City and any related cost savings.
2.10 Pay station shall have a modular design. Components shall be able to be quickly changed
in the field and, to the extent possible, interchangeable between pay stations.
2.11 All Pay station electronic components, connections and wiring shall be fully
weatherproofed and capable of outdoor use.
2.12 Pay station shall be weather, rust, and graffiti resistant and shall be made of stainless
steel or an equivalent material.
2.13 Pay station shall have additional lighting or illumination for after dark usage and limit the
effects of sun glare.
2.14 Pay station shall wirelessly communicate usage, payment status, pay station access and
maintenance alert data in real-time though a vendor provided cellular plan.
2.15 Pay station shall be managed by a web-based parking management system or pay station
management system (PSMS).
2.16 Pay station and PSMS shall include easy to use with customizable tariff naming and the
ability to download rates onto customizable, user-defined groups of pay stations.
2.17 Pay station and all components shall be warranted to operate as proposed within a
temperature range of negative 15 degrees Fahrenheit to +140 degrees Fahrenheit and under
environmental conditions found in the City, including but not limited to sleet, snow, hail,
grime, rain, fog, sun (including direct sunlight), and vibrations.
3. Wireless Two-Way Communications
The following is a list of requirements for Wireless Two-Way Communications:
3.1 Pay station shall be equipped with a modem, antenna, and the required software to support
wireless communications.
3.2 The wireless service will be supplied by the Contractor who shall be responsible for
maintaining and updating the service to ensure system uptime more than 99% during parking
hours of operation.
3.3 The wireless communication service and related modem (or other equipment) shall be viable
for at least six years from the date of the equipment's delivery.
3.3.1 After six years, if at no fault of the Contractor, the cellular carrier cancels the available
service, Contractor will provide written notification to the City at least one year in
advance of the cancellation and provide support to the City for upgrading the pay
station at the lowest possible cost with a service that will be viable for at least six
additional years.
3.3.2 If the communication service is cancelled prior to six years from equipment delivery,
Contractor will be responsible for the upgrade of all pay stations including equipment,
software, and on-site physical upgrade.
3.3.3 If at any time during the agreement communication service cancellation or
degradation is determined to be the fault of the Contractor, Contractor will be
responsible for the upgrade of all pay stations including equipment, software, and on-
site physical upgrade.
3.4 Pay station shall have the ability to select from different cellular carriers that may be best for
different locations.
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-3-
3.5 Contractor will identify the likely cellular carrier(s) to be used for service and the process of
determining reliability of signal coverage.
3.6 Contractor will provide options for connectivity besides cellular data; e.g., hardwired, fiber,
Wi-Fi, etc.
3.7 Pay station transactions shall be communicated to the back-office system in real time to
support pay-by-plate pay station enforcement queries.
3.8 In the case of communication outages (offline), the pay station shall be capable of storing
transactions (as allowed by EMV standards), events and alarms for at least seven days, until
communication is restored, at which point the data shall be transmitted to the back-office
system.
4. Pay Station Display
The following is a list of requirements for the Pay Station Display:
4.1 Pay station shall include a touch screen display.
4.2 Display shall be easy to read under various daytime and nighttime lighting conditions,
including fog, direct sunlight, and at various angles.
4.3 Display shall be backlit and will be large enough to legibly display all necessary operating
status messages to users and repair personnel. The display must be energy efficient and
operate in a solar-charging (or equivalent, as applicable) configuration and not cause
excessive battery drain.
4.4 Display shall be scratch and impact resistant.
4.5 Current rates and hours must be able to be displayed on the graphic display and be remotely
programmed.
4.6 Display shall allow for the option to inform motorist of expiration of their paid parking session.
4.7 Motorists shall be able to select their rate option prior to submitting payment for the pay
station to translate the amount due and inform the motorist of the payment value.
4.8 Display shall support dynamic messaging functionality to reflect changes in pricing,
regulations, display messages, format, or configurations made in the PSMS and communicate
wirelessly to the pay station at least once per day. The City shall have the ability to change or
adjust the graphic display independent of Contractor support and there shall be no additional
costs for these types of adjustments.
4.9 Display shall have the ability to display special messaging.
4.10 Display shall clearly communicate instructions and error messages to the motorist. Where
possible, alphanumeric and graphical representation is preferred. At a minimum, the display
shall be capable of providing the following information:
4.10.1 Rates
4.10.2 Days and hours of pay station operation
4.10.3 Related parking regulations
4.10.4 Card Read Error - Communicating if a motorist s card was not appropriately read by
the pay station.
4.10.5 Coin Payment Unavailable - Communicating that coin payment is unavailable as a
payment method.
4.10.6 Bill Payment Unavailable - If applicable, communicating that bill payment is
unavailable as a payment method.
4.10.7 Card Payment Unavailable - Communicating that bank card payment is unavailable as
a payment method.
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4.10.8 Card Payment Declined - Communicating that the provided bank card was declined
and to use another payment method.
4.10.9 Out of Order - Communicating that the pay station is fully out of order.
4.10.10 Receipt Unavailable - If applicable, communicating that a printed receipt is
unavailable.
4.10.11 Customizable messages as dictated by the City on one or more screens.
4.10.12 Customizable messages notifying the motorist of other payment options (example
text-to-pay or mobile payment) on one or more screens.
5. Pay Station User Interface
The following is a list of requirements for the Pay Station User Interface:
5.1 Any pay station buttons, touch screens or physical touch points must be vandal resistant,
weatherproof, and corrosion resistant.
5.2 Any pay station buttons shall include a lighting feature so that a motorist can easily find the
button in low light scenarios.
5.3 Any pay station buttons, touch screens or physical touch points shall be easily maintained and
replaced as needed.
6. Payments
The following is a list of requirements regarding payments at the Pay Station:
6.1 Pay station must allow payment through multiple channels, including coin, cash, and bank
card. Near Field Communication (NFC) payment (including contactless bank cards, Apple Pay
and Google Pay) shall be supported. The City shall have the option to order any number of
pay stations in any payment configuration.
6.2 Pay station shall accept monies through a jam-resistant coin, bill and bank card interface.
6.3 Pay station shall accept all $0.05, $0.10, $0.25 and $1 coins in active circulation.
6.4 If applicable, pay station shall accept all $1, $5, $10, and $20 bills in active circulation.
6.5 Monies must be deposited directly into, and stored in, secured containers in the pay station's
vault area.
6.6 Monies must be easy to collect, being able to be completed in two minutes or less.
6.7 All collection activities should include events reported to the PSMS.
6.8 Pay station collection receipt printing shall be optional, allowing for removal of specific
revenue information from the printed receipt or on-screen details.
6.9 Maintenance personnel must be able to easily clear coin or bills jams without special tools
and accessing the coin or bill vault.
6.10 Pay station must allow the motorist to pay for a parking transaction at any pay station
within a City defined zone.
6.11 Pay station will have the ability to allow the addition of time to existing transactions,
however, the add time feature must disallow the ability to purchase time past the maximum
time allowed by license plate for the parking location.
6.12 Pay stations shall be programmed to accept extended payment within applicable City
policy requirements.
6.13 Pay Station shall allow for multiple motorist payment receipt options, including, but not
limited to, print options, receipt by text, or no receipt.
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6.14 Contractor, the pay station, the associated communications system, the backend server
and gateway services shall all be compliant with Payment Card Industry Data Security
Standard (PCI Level 1 certified by a Qualified Security Assessor (QSA)) as applicable.
6.15 Pay station bank acceptance system will be compliant with EMV payments.
6.16 Contractor will provide a payment gateway for processing of bank cards which is capable
of processing Visa, Mastercard, American Express and Discover.
6.17 Contractor will integrate the City’s current merchant processor, Chase.
7. Clock
The following is a list of requirements for the Pay Station Clock:
7.1 Pay station must have a 365-day calendar real-time clock that completes a time-sync with the
server at least once every 24 hours.
7.2 Pay station will either retain the time settings during battery replacements or servicing or will
accurately reset the time settings without losing prior programming within one minute of
restart.
7.3 Pay station clock shall be programmable at least one year in advance for automatic daylight
savings time changes and shall support any State/Federal changes to Daylight Savings Time.
7.4 Pay station clock shall be accurate to within plus or minus two seconds per day (where a day
is defined as any given 24-hour period).
7.5 Time of day and date shall be available to be viewed in the maintenance screens.
8. Pay Station Power
The following is a list of requirements for the powering of the Pay Station:
8.1 Pay stations must have the capacity for power by a rechargeable (or equivalent) battery.
8.2 Pay station must include solar recharging capability.
8.3 Batteries shall be located in an easily accessible storage area inside the unit that can be
changed out in less than 2 minutes and without the use of any specialized tools.
8.4 Batteries shall be able to be recharged outside of the pay station.
8.5 For environmental reasons, Nickel-Cadmium batteries shall not be used to power the pay
stations.
8.6 When battery voltage falls below a minimum threshold, the pay station will generate an alert
prior to the pay station going out of service.
8.7 Battery connections will be designed to resist corrosion and sustain a minimum of five years
of service.
8.8 Current battery voltage for both rechargeable (solar or equivalent) and non-rechargeable
batteries will be available on the display and through the PSMS.
8.9 All locally stored pay station data will be retained during battery replacement and battery
failures for at least seven days.
8.10 Contractor shall guarantee a life of at least five years for a battery under normal use.
Contractor shall provide training on proper battery care and maintenance to maximize the
life of a battery.
8.11 Upon end of life of a battery, after 5 years, Contractor shall support the City in the
replacement of the battery.
9. Pay Station Security
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The following is a list of requirements for the Pay Station Security:
9.1 Pay stations shall have high security locks for all housing and cabinet doors.
9.2 Cash vault areas of the pay station shall not be accessible from the maintenance compartment
and access shall require separate keys.
9.3 Vault area will be resistant to vandalism, theft, and other attacks to remove or disable the
vault.
9.4 Exterior locks shall be internally or flush mounted to reduce visibility to the public.
9.5 Exterior locks shall be weather resistant to prevent rust and access of liquid inside the pay
station.
9.6 Exterior locks shall be uniquely keyed for the City, whereas no other client will have the same
combination.
9.7 Pay stations shall be resistant to vandalism, theft and other attacks.
10. Maintenance
The following is a list of requirements for the Pay Station Maintenance:
10.1 Pay station shall be able to be fully maintained by City staff or its designee.
10.2 The following major components shall be able to be replaced by a trained technician
within 10 minutes of arrival at the pay station:
10.2.1 Coin acceptor
10.2.2 Bill acceptor (if applicable)
10.2.3 Bank card reader
10.2.4 Main board (CPU)
10.2.5 Printer
10.2.6 Battery
10.3 Any other pay station component shall be replaceable by a training technician within a
reasonable time.
10.4 Any special tools required for maintenance that are not easily available at a standard
hardware store will be provided by the Contractor.
10.5 Pay station display shall include a maintenance menu, accessible only by credentials
available to a maintenance technician.
10.6 Pay station maintenance menu shall include the following capabilities:
10.6.1 View status of the pay station
10.6.2 View current events, alerts and/or alarm
10.6.3 View current battery voltage
10.6.4 Test all available components
10.6.5 Print test receipt, if applicable
10.6.6 Test communication to the PSMS
11. Pay Station Management System
The following is a list of requirements for the Pay Station Management System:
11.1 The Proposer shall provide and maintain a Pay Station Management System (PSMS) for
the term of the contract.
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11.2 PSMS shall be hosted by the Contractor, or their subcontractor. Contractor shall maintain
full responsibility, contractually or otherwise, for any third-party systems or hosting provided
as part of this Proposal.
11.3 PSMS must provide secure, web-based back-office system including modules for the
following
11.3.1 Real time status of all pay stations
11.3.2 Real time and historical events, alert, alarm, and outage data
11.3.3 Real time and historical payment transaction data including search and look up
capabilities
11.3.4 Pay station management features including rate policies, display updates and more
11.3.5 Detailed collection reporting to allow for accurate reconciliation of collected cash
11.3.6 Detail bank card processing report to allow for accurate reconciliation of bank card
transactions
11.3.7 Standard and customized reporting capabilities including the ability to create custom
templates for future use.
11.4 PSMS shall allow the City to track events, alerts and alerts from initiation at the pay station
to the closing of such items once repaired in the field.
11.5 PSMS shall provide the ability to identify pay stations by descriptions, address, and zones.
Mapping functionality is a desirable feature.
11.6 PSMS shall easily indicate pay station status and send configuration events, alerts and
alarms to designated personnel via email and text.
11.7 PSMS shall provide real-time verification of parking spaces payment status for
enforcement purposes.
11.8 PSMS shall allow the remote download of all rate changes, display changes, receipt layout
changes, other user interface changes and operating system changes and upgrades with no
upcharge for wireless data usage.
11.9 PSMS and pay station shall include the ability to program and display different rate
schedules by time of day, length of stay, and day of the week, including dynamic and
progressive rate structures for peak occupancy periods.
11.10 Contractor rate schedules shall be integrated or replicated with other City parking
payment systems, such as mobile payment, if applicable, to ensure consistent and accurate
rate schedules.
11.11 City staff shall have the ability to program rates independent of Contractor support with
no additional costs associated with these changes.
11.12 PSMS shall include a customizable dashboard that allows the City to display relevant
analytics associated with the paid parking program including occupancy data, revenue, and
equipment performance.
11.13 Contract shall offer the ability to integrate data from third-party systems into the PSMS
allowing for a centralized reporting system and inclusion of the data in the dashboard display.
Integrations will include, at a minimum, other paid parking technologies for both on and off-
street operations.
11.14 PSMS shall allow for reports to be exported as Excel, CSVs and/or PDF files.
11.15 PSMS shall schedule any batch style reporting to occur on demand or by 5am daily, if
applicable.
12. Warrant and Contract Support
The following is a list of requirements for the Pay Station Solution Warranty and Support:
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12.1 Contractor shall include a minimum of a one-year hardware warranty.
12.2 Contractor shall provide a warranty on all software and system solutions for the contract
term.
12.3 Hardware warranty shall be effective on the same day for all pay stations included in the
initial order, becoming effective on the last day of installation of the pay station
implementation or 90 days from delivery of all pay stations, whichever comes first.
12.4 For any subsequent orders, the hardware warranty shall be effective on the date of
delivery.
12.5 Contractor shall provide ongoing technical support services through the term of the
contract for regular operations and maintenance services, including a toll-free phone number
and online help (Help Desk). Support services shall be available from 8am to 5pm Pacific Time
Zone, seven days per week (excluding holidays).
12.6 Contractor’s Help Desk and related staff shall be located in the United States of America.
12.7 Contractor shall provide 24 hours per day, 7 days per week monitoring and services for
outages or issues that impact the entire system.
12.8 Any requests for support that cannot be handled immediately by the Help Desk shall be
acknowledged by the Contractor within one business day and updated on a regular basis.
12.9 Contractor shall utilize a ticket tracking system to open, track and close support requests
from the City.
12.10 The system must be capable of providing remote off-site diagnosis and support via
wireless access. The system must be capable of remote software upgrades via wireless access.
12.11 Contractor shall provide regular and ongoing technical bulletins that identify product
notifications, technology updates, lessons learned, and/or system performance that details
issues, changes, improvements and upgrades.
12.12 Requests for Quotations for parts, equipment or service from the City must be fulfilled
within three business days.
12.13 Return Merchandise Authorization (RMA) requests from the City must be addressed
within three calendar days. Upon return of equipment to the Contractor, the RMA must be
processed and return equipment shipped within 14 days and/or a status update as to the
expected time of arrival (ETA).
12.14 Shipment of the RMA to the Contractor will be at the cost of the City. Shipment of the
return equipment will be at the cost of the Contractor.
12.15 RMA shipments to the City must include advance email delivery notification, delivery
date/time and the associated tracking number to the designated City point of contact.
Deliveries to the City shall only occur within regular business hours.
13. Project Management
The following is a list of requirements regarding Project Management for solution delivery:
13.1 Contractor shall assign a Project Manager for the duration of the planning,
implementation, delivery and installation portion of the contract who will be responsible for,
including but not limited to:
13.1.1 Project oversight and delivery of the system.
13.1.2 Being a single point of contact for the City and providing for the management,
implementation, and on-going trouble shooting of the System during its installation.
13.1.3 Coordinating efforts with the City and any subcontractors.
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13.1.4 Being available as required for onsite work and otherwise available to the City during
regular business hours via email, phone or video conference to respond to City needs,
questions and or issues.
13.1.5 Developing and maintaining, in consultation with the City, a detailed implementation
and project plan for the System.
13.2 Contractor’s Project Manager shall be experienced in the Contractor’s products and
parking operations, able to provide guidance and suggestions to the City on best practices.
13.3 Contractor shall provide a design review process for customizable and configurable
portions of the solution. The City shall sign off on the design review documentation before
production of these items.
13.4 Contractor shall test all hardware, software and systems prior to delivery to the City.
13.5 Contractor shall develop a training plan for review and approval by the City.
14. Training
The following is a list of requirements for Training:
14.1 Contractor shall provide a training plan that includes, but is not limited to, installation,
troubleshooting, repairs, preventative maintenance, revenue reconciliation, and reporting.
The training plan shall include:
14.1.1 Types of training course with a target audience
14.1.2 Description of course
14.1.3 Length of course
14.1.4 Method of training (video conference, in person, etc.)
14.1.5 Prerequisites for the training course
14.2 Contractor training must include, at a minimum, the following City personnel: operations,
maintenance, customer support, administration, and finance.
14.3 Training will occur in person or via video conference as is most appropriate for the topic.
At a minimum, Contractor will provide at least two days of onsite/in person training for
operations and maintenance.
14.4 Training will be provided by qualified experts from the Contractor.
14.5 The City may request additional training sessions at reasonable intervals and lengths via
video conference for no extra cost for the contract term.
14.6 The City may request additional training sessions in person. The Contractor will provide a
quote for services within one week, and perform that training within four weeks, of the City’s
request.
14.7 Contractor will provide necessary training to the City for any new, upgraded or additional
functionality provided during the term of the contract.
14.8 Contractor shall supply, and keep current, digital copies of all operating, training,
maintenance, repair and user’s manuals, which include detailed instructions for pay station
and system usage.
15. Integrations
The following is a list of requirements for Pay Station Solution Integration:
15.1 Contractor shall provide real-time integration with the City’s current, new, and future
parking technology and data management Contractors, including, but not limited to, citation
issuance/enforcement handhelds, LPR, and mobile payment.
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15.2 The current required integrations include:
15.2.1 Enforcement - TBD
15.2.2 LPR - Genetec/Route 1
15.2.3 Mobile payment - TBD
15.3 Contractor shall be able to work with outside Contractors to perform data migration, if
required by the City.
15.4 Contractor will review and comply with the additional data, system and security
requirement in Attachment A.
16. Installation
The following is a list of requirements for installation of the Pay Station:
16.1 Contractor will be responsible for pay station installation at specific locations identified
by the City. The Contractor’s price will include all costs associated with the activity.
16.2 The City will be responsible for a storage location within the City limits for pay station
delivery and provide reasonable access to the facility Monday through Friday during business
hours.
16.3 The City will be responsible for removing an existing pay station or meter infrastructure
prior the installation by the Contractor.
16.4 Contractor will provide one in-person, onsite walk-through where the Contractor’s
Project Manager and a City representative will review each installation site. The Contractor
will issue a report listing the details (address, GPS coordinates, etc.) and status of each
location with two weeks of the site visit for City review and approval.
16.5 Contractor will provide all personnel, tools, equipment, unpacking, assembly,
programming, or otherwise as required for installation.
16.6 Contractor will provide pay station transportation between the storage facility and the
installation locations.
16.7 The City will be responsible for preparing each site for installation prior to Contractor
kicking off installation, including any concrete remediation.
16.8 The Contractor will provide no less than two technicians working together to complete
the installations at a rate of no less than 5 to 10 pay stations per day.
16.9 Upon completion, Contractor staff will thoroughly test each pay station and provide
documentation of the successful installation and confirmation that each pay station is
operating to specification. Review and confirmation of each report by the City will result in
acceptance of said pay station.
17. Other Services (Optional)
The Contractors should consider the following requirements and address them in their proposal
as desired:
17.1 With the implementation of new paid parking technology public awareness and education
is important to any successful parking management program. Contractor shall describe any
public outreach/education campaign support that will be included with your solution at no
additional cost to the City. Contractor shall provide examples of prior successful
implementations, including sample images, emphasizing similar installations and education
introducing pay by plate pay stations and new paid parking policies.
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17.2 The City may consider an option for a merchant validation program to enhance the
motorist experience. Contractor shall describe how the proposed parking technology solution
would support a merchant validation program and identify any equipment required and
additional costs or fees.
17.3 The City is interested in innovation and value-added services. Contractors should describe
any enhanced services and features that are available to the City currently or in the near
future and how these services and features would be integrated to ensure motorist
convenience. All associated pricing for any proposed or suggested feature must be identified.
C. PROJECT SCHEDULE
Preliminary Schedule Tasks
TBD • Proposals Due
TBD • Vendor Selected
TBD • Contract Commences
TBD • Installation
D. GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall
meet all the terms, and conditions of the Request for Proposals (RFP) project package. By virtue
of its proposal submittal, the bidder acknowledges agreement with and acceptance of all
provisions of the RFP specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental materials.
Proposal documents shall be submitted electronically via BidSync. However, if you can’t submit
electronically in BidSync., please email a copy to the contacts listed in the RFP package, if you
can’t email it, please send a copy in a sealed envelope to the Department of Finance, City of San
Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. To guard against premature opening,
the proposal should be clearly labeled with the proposal title, project number, name of bidder,
and date and time of proposal opening. No FAX submittals will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. Deductibles and self-insured retention.
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The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance
coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are
not required until contract award. The City’s insurance requirements are detailed in Exhibit C to
the Agreement (Exhibit A to the RFP)
4. Proposal Quotes and Unit Price Extension. The extension of unit prices for the quantities
indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces
provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The
Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount
stated by any bidder for any item are not in agreement, the unit price alone will be considered as
representing the bidder’s intention and the proposal total will be corrected to conform to the
specified unit price.
5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice prior
to the time specified for the proposal opening, by submitting a written request to the Director of
Finance for its withdrawal, in which event the proposal will be returned to the bidder unopened.
No proposal received after the time specified or at any place other than that stated in the “Notice
Inviting Bids/Requesting Proposals” will be considered. All proposals will be opened and declared
publicly. Bidders or their representatives are invited to be present at the opening of the
proposals.
6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to
make or file, or to be interested as the primary submitter in more than one proposal, except an
alternative proposal when specifically requested; however, an individual or business entity that
has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on
materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from
quoting prices to other bidders submitting proposals.
7. Communications. All timely requests for information submitted in writing will receive a written
response from the City. Telephone communications with City staff are not encouraged but will
be permitted. However, any such oral communication shall not be binding on the City.
CONTRACT AWARD AND EXECUTION
8. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of
60 days for examination and comparison. The City also reserves the right to waive non-substantial
irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a
proposal and accept the other, except to the extent that proposals are qualified by specific
limitations. See the “special terms and conditions” in Section C of these specifications for
proposal evaluation and contract award criteria.
9. Competency and Responsibility of Bidder. The City reserves full discretion to determine the
competence and responsibility, professionally and/or financially, of bidders. Bidders will provide,
in a timely manner, all information that the City deems necessary to make such a decision.
10. Contract Requirement. The bidder to whom award is made (Contractor) shall execute a written
contract with the City within ten (10) calendar days after notice of the award. The contract shall
be made in the form adopted by the City and incorporated in these specifications.
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CONTRACT PERFORMANCE
11. The City’s contract terms and conditions that Contractor will be expected to execute and be bound
by are attached hereto as Exhibit A.
E. SPECIAL TERMS AND CONDITIONS
1. Contract Award. The contract will be awarded to the most qualified bidder that, in the City’s sole
discretion in accordance with the Proposal Evaluation and Selection criteria set forth herein (if
applicable), provides the best proposal.
2. Sales Tax Reimbursement.
For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues.
Therefore, for bids from retail firms located in the City at the time of proposal closing for which
sales tax is allocated to the City, 1% of the taxable amount of the bid will be deducted from the
proposal by the City in calculating and determining the most qualified lowest cost bidder.
3. Labor Actions.
In the event that the successful proposer is experiencing a labor action at the time of contract
award (or if its suppliers or subcontractors are experiencing such a labor action), the City reserves
the right to declare said proposer is no longer the most qualified, responsive proposer and to
accept the next acceptable proposal from a proposer that is not experiencing a labor action, and
to declare it to be the most qualified, responsive proposer.
4. Failure to Accept Contract.
The following will occur if the proposer to whom the award is made (Contractor) fails to enter into
the contract: the award will be annulled; any bid security will be forfeited in accordance with the
special terms and conditions if a proposer's bond or security is required; and an award may be
made to the next lowest responsible, responsive proposer who shall fulfill every stipulation as if
it were the party to whom the first award was made.
5. Contract Term.
The supplies or services identified in this specification will be used by the City for five years. The
prices quoted for these items must be valid for the entire period indicated above unless otherwise
conditioned by the proposer in its proposal.
6. Contract Extension.
The term of the contract may be extended by mutual consent for an additional one-year, and
annually thereafter, for a total of eight years.
7. Supplemental Purchases
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Supplemental purchases may be made from the successful proposer during the contract term in
addition to the items listed in the Detail Proposal Submittal Form. For these supplemental
purchases, the proposer shall not offer prices to the City in excess of the amounts offered to other
similar customers for the same item. If the proposer is willing to offer the City a standard discount
on all supplemental purchases from its generally prevailing or published price structure during
the contract term, this offer and the amount of discount on a percentage basis should be provided
with the proposal submittal.
8. Contractor Invoices.
The Contractor may deliver either a monthly invoice to the City with attached copies of detail
invoices as supporting detail, or in one lump-sum upon completion.
9 Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail
Proposal Submittal Form, as well as any supplemental items, from other vendors during the
contract term.
10. Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog
numbers used in the specifications are for the purpose of describing and establishing general
quality levels. Such references are not intended to be restrictive. Proposals will be considered for
any brand that meets or exceeds the quality of the specifications given for any item. In the event
an alternate brand name is proposed, supplemental documentation shall be provided
demonstrating that the alternate brand name meets or exceeds the requirements specified
herein. The burden of proof as to the suitability of any proposed alternatives is upon the proposer,
and the City shall be the sole judge in making this determination.
11. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and
conditions of this RFP package shall include delivery charges, to be delivered F.O.B. San Luis
Obispo by the successful proposer and received by the City within 90 days after authorization to
proceed by the City.
12. Start and Completion of Work. Work on this project shall begin immediately after contract
execution and shall be completed within 90 calendar days thereafter, unless otherwise negotiated
with City by mutual agreement.
13. Change in Work. The City reserves the right to change quantities of any item after contract award.
If the total quantity of any changed item varies by 25% or less, there shall be no change in the
agreed upon unit price for that item. Unit pricing for any quantity changes per item in excess of
25% shall be subject to negotiation with the Contractor.
14. Submittal of References. Each proposer shall submit a statement of qualifications and references
on the form provided in the RFP package.
15. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any
past governmental agency bidding or contract disqualifications on the form provided in the RFP
package.
16. Liquidated Damages
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The following are the proposed liquidated damages that would be incorporated into any final
agreement and should be considered in Contractor’s proposal. While it is not the intention of the
City to seek a punitive relationship, we are seeking an integrated solution that performs to the
standards described throughout the Contractor’s proposal and in line with the City’s
requirements.
Both parties will agree that the annual liquidated damages shall be limited to the amount paid or
due to Contractor by the City during a one-year period except in the initial 12-month period of
this Agreement, where liquidated damages shall be limited to 30% of the amount paid or due to
Contractor by the City during the initial 12-month period of this Agreement. The Contractor agrees
to pay (or provide invoice credit) these amounts to the City as set forth:
a. PSMS or Bank Card Processing Failure: Any failure of the PSMS or bank card processing
solution provided by the Contractor that prevents the processing of bank cards and the
collection of related revenue shall result in damages of $500 per 24-hour period. City shall
provide Contractor with 12-hour notice to respond and repair the failure prior to being
entitled to this liquidated damage.
b. Systemic Hardware Issue: Any hardware failure that affects 25% (or 40% if less than 10 pay
station are installed) or more of the City’s pay station fleet at one time which causes in the
inability to collect any one type of monies shall result in damages of $25 per 24-hour period
per pay station. Upon City notice to the Contractor, Contractor will have 10 calendar days to
correct the hardware failure, up to and including specific component replacement, prior to
the City being entitled to this liquidated damage. City will provide reasonable access and
support to the Contractor in correcting the failure.
c. Systemic Software Issue: Any software failure that affects 25% (or 40% if less than 10 pay
station are installed) or more of the City’s pay station fleet at one time which causes in the
inability to collect any one type of monies or charge motorists the correct amount shall result
in damages of $25 per 24-hour period per pay station. Upon City notice to the Contractor,
Contractor will have one business day (24 hours) to correct the failure prior to City being
entitled to this liquidated damage. City will provide reasonable access and support to the
Contractor in correcting the failure.
d. PCI Data Security Failure: Failure of Contractor to maintain Payment Card Industry ( PCI ) Data
Security Standard Certification, shall result in damages of $10,000 on the twenty-eight (28th)
calendar day following non-compliance (first assessment). The twenty-eighth (28th) calendar
day following the first assessment and every twenty-eight (28) calendar day thereafter shall
constitute a subsequent assessment. On each additional twenty-eighth (28th) calendar day
following the first assessment and any subsequent assessments, the City shall be entitled to
liquidated damages of $25,000 until the failure is cured. Damages during subsequent
assessments shall be prorated by day.
e. Cash Reconciliation Accuracy: Any failure of the Contractor’s solution that results in a 3% or
greater variation between the actual collected funds versus the pay station/PSMS reported
funds shall result in damages of $25 per 24-hour period per pay station. Upon City notice to
the Contractor, Contractor will have seven business days to correct the failure, if determined
that Contractor is at fault, prior to City being entitled to this liquidated damage. City will
provide reasonable access and support to the Contractor in identifying and correcting the
failure.
f. RMA Fulfillment: Any failure to process and ship an RMA or provide notification to the City
with reasonable explanation for delay, within 14 days of the receipt of the shipment from the
City shall results in damages of $100 per day until the return RMA shipment is received by the
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City. The first occurrence of this failure will result in a written warning by the City with no
damages applied. Any subsequent failures will incur this liquated damage without notice
being required by the City.
D. PROPOSAL CONTENT
1. Proposal Content. Your proposal must include the following information:
Submittal Forms
a. Proposal submittal summary.
b. Certificate of insurance.
c. References from at least three firms for whom you have provided similar services in the
United States of America.
Qualifications
d. Experience of your firm and those of sub-consultants in performing work and projects
relevant to the Scope of Services outlined and described in the request.
e. Resumes of the individuals who would be assigned to this project, including any sub-
consultants, with their corollary experience highlighted and specific roles in this project
clearly described.
f. Standard hourly billing rates for the assigned staff, including any sub-consultants.
g. Statement and explanation of any instances where your firm or sub-consultant has been
removed from a project or disqualified from proposing on a project.
h. List of three active customers located in the State of California listing the client, services
provided, and quantity of hardware (minimum 15).
i. Describe contractor’s experience and methodology regarding integrations with parking
and mobility related third parties.
Work Program
j. Description of your approach to completing the work listed in the scope of work.
k. Detailed schedule by task and sub-task for completing the work.
l. Estimated hours for your staff in performing each phase and task of the work, including
sub-consultants, so we can clearly see who will be doing what work, and how much time
it will take.
m. Detailed budget by task and sub-task for completing the work.
n. Services or data to be provided by the City.
o. Services and deliverables provided by the Consultant(s).
p. Any other information that would assist us in making this contract award decision.
q. Description of assumptions critical to development of the response which may impact
cost or scope.
r. Technical Compliance Matrix (TCM) (Attachment B)
s. Pricing Workbook (Attachment C)
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Requested Changes to Terms and Conditions
t. The City desires to begin work soon after selecting the preferred Contractor and expects
the Contractor to execute the City’s contract and all the terms therein, as set forth in
Exhibit A. To expedite the contracting process, each submittal shall include requested
redlined changes to terms and conditions, if necessary. Please be advised that
Contractor’s requested changes to the City’s terms and conditions will be considered by
City staff when scoring and determining the competency and responsibility of the
proposer.
Proposal Length
u. Proposal length should only be as long as required to be responsive to the RFP, including
attachments and supplemental materials.
v. Proposals should not exceed 30 pages, including attachments and supplemental
materials. City required forms, pricing forms and the Technical Compliance Matrix will be
considered outside this maximum.
2. Proposal Evaluation and Selection. Proposals will be evaluated by a review committee and
evaluated on the following criteria:
a. Understanding of the work required by the City.
b. Quality, clarity and responsiveness of the proposal.
c. Demonstrated competence and professional qualifications necessary for successfully
performing the work required by the City.
d. Recent team experience in successfully performing similar services.
e. Creativity of the proposed approach in completing the work.
f. Value
g. Writing skills.
h. References.
i. Background and experience of the specific individuals managing and assigned to this
project.
j. Information about how your company mitigates the environmental impact of its services,
such as greenhouse gas emissions, amount of waste generated, water and energy use, or
other areas related to your products and services.
As reflected above, contract award will not be based solely on price, but on a combination of factors as
determined to be in the best interest of the City. After evaluating the proposals and discussing them
further with the finalists or the tentatively selected contractor, the City reserves the right to further
negotiate the proposed work and/or method and amount of compensation.
3. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule for
proposal review and contract award:
a. Issue RFP [date]
b. Receive proposals [date]
c. Complete proposal evaluations [date]
d. Conduct finalist interviews and finalize recommendation [date]
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e. Execute contract [date]
f. Start work [date]
4. Ownership of Materials. All original drawings, plan documents and other materials prepared by
or in possession of the Contractor as part of the work or services under these specifications shall
become the permanent property of the City and shall be delivered to the City upon demand.
5. Release of Reports and Information. Any reports, information, data, or other material given to,
prepared by or assembled by the Contractor as part of the work or services under these
specifications shall be the property of the City and shall not be made available to any individual
or organization by the Contractor without the prior written approval of the City.
6. Copies of Reports and Information. If the City requests additional copies of reports, drawings,
specifications, or any other material in addition to what the Contractor is required to furnish in
limited quantities as part of the work or services under these specifications, the Contractor shall
provide such additional copies as are requested, and City shall compensate the Contractor for the
costs of duplicating of such copies at the Contractor's direct expense.
7. Required Deliverable Products. The Contractor will be required to provide:
a. One electronic submission - digital-ready original .pdf of all final documents. If you wish
to file a paper copy, please submit in sealed envelope to the address provided in the RFP.
b. Corresponding computer files compatible with the following programs whenever possible
unless otherwise directed by the project manager:
Word Processing: MS Word
Spreadsheets: MS Excel
Desktop Publishing: InDesign
Virtual Models: Sketch Up
Digital Maps: Geodatabase shape files in
State Plan Coordinate System as
specified by City GIS staff
c. City staff will review any documents or materials provided by the Contractor and, where
necessary, the Contractor will be required to respond to staff comments and make such
changes as deemed appropriate.
ALTERNATIVE PROPOSALS
8. Alternative Proposals. The proposer may submit an alternative proposal (or proposals) that it
believes will also meet the City's project objectives but in a different way. In this case, the
proposer must provide an analysis of the advantages and disadvantages of each of the alternative
and discuss under what circumstances the City would prefer one alternative to the other(s).
9. Attendance at Meetings and Hearings. As part of the workscope and included in the contract
price is attendance by the Contractor at up to [number] public meetings to present and discuss
its findings and recommendations. Contractor shall attend as many "working" meetings with staff
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as necessary in performing work-scope tasks.
10. Accuracy of Specifications. The specifications for this project are believed by the City to be
accurate and to contain no affirmative misrepresentation or any concealment of fact. Bidders are
cautioned to undertake an independent analysis of any test results in the specifications, as City
does not guaranty the accuracy of its interpretation of test results contained in the specifications
package. In preparing its proposal, the bidder and all subcontractors named in its proposal shall
bear sole responsibility for proposal preparation errors resulting from any misstatements or
omissions in the plans and specifications that could easily have been ascertained by examining
either the project site or accurate test data in the City's possession. Although the effect of
ambiguities or defects in the plans and specifications will be as determined by law, any patent
ambiguity or defect shall give rise to a duty of bidder to inquire prior to proposal submittal. Failure
to so inquire shall cause any such ambiguity or defect to be construed against the bidder. An
ambiguity or defect shall be considered patent if it is of such a nature that the bidder, assuming
reasonable skill, ability and diligence on its part, knew or should have known of the existence of
the ambiguity or defect. Furthermore, failure of the bidder or subcontractors to notify City in
writing of specification or plan defects or ambiguities prior to proposal submittal shall waive any
right to assert said defects or ambiguities subsequent to submittal of the proposal.
To the extent that these specifications constitute performance specifications, the City shall not be
liable for costs incurred by the successful bidder to achieve the project’s objective or standard
beyond the amounts provided there for in the proposal.
In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged
ambiguity or defect in the plans and/or specifications, or any other matter whatsoever,
Contractor shall immediately notify the City in writing, and the Contractor and all subcontractors
shall continue to perform, irrespective of whether or not the ambiguity or defect is major,
material, minor or trivial, and irrespective of whether or not a change order, time extension, or
additional compensation has been granted by City. Failure to provide the hereinbefore described
written notice within one (1) working day of contractor's becoming aware of the facts giving rise
to the dispute shall constitute a waiver of the right to assert the causative role of the defect or
ambiguity in the plans or specifications concerning the dispute.
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SECTION I: PROPOSAL SUBMITTAL FORM - SAMPLE
The undersigned declares that she or he:
Has carefully examined [____________], which is hereby made a part of this proposal.
Is thoroughly familiar with its contents.
Is authorized to represent the proposing firm.
Agrees to perform the work as set forth in this proposal.
q Certificate of insurance attached; insurance company’s A.M. Best rating: __________________.
Firm Name and Address
Contact Phone
Signature of Authorized Representative
Date
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REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under the
present business name: .
Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the
services included with the scope of the specifications. Attach additional pages if required. The City reserves
the right to contact each of the references listed for additional information regarding your firm's
qualifications.
Reference No. 1:
Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 2:
Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 3
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Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
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STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The proposer shall state whether it or any of its officers or employees who have a proprietary interest in it,
has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state,
or local government project because of the violation of law, a safety regulation, or for any other reason,
including but not limited to financial difficulties, project delays, or disputes regarding work or product quality,
and if so to explain the circumstances.
Do you have any disqualification as described in the above paragraph to declare?
Yes q No q
If yes, explain the circumstances.
Executed on at _______________________________________ under penalty of
perjury of the laws of the State of California, that the foregoing is true and correct.
______________________________________
Signature of Authorized Proposer Representative
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ATTACHMENT A : FORM OF AGREEMENT - SAMPLE
CITY OF SAN LUIS OBISPO
PROFESSIONAL SERVICES AGREEMENT
This agreement (Agreement) is made and entered into in the City of San Luis Obispo on [DATE], by
and between the City of San Luis Obispo, a municipal corporation and charter city (City) and [FILL]
hereinafter referred to as Contractor (collectively referred to as the “Parties”).
WITNESSETH:
WHEREAS, on [date], City requested proposals for Parking Pay Stations (the “Project”); and
WHEREAS, the City wants to procure a parking pay station solution to be implemented
throughout the City with an emphasis on the customer service experience providing ease of use and
convenience to a motorist. (the “Services”); and
WHEREAS, Contractor is qualified to perform this type of Services and has submitted a
written proposal to do so, which has been accepted by City; and
NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants
hereinafter contained, the Parties hereto agree as follows:
1. TERM. The term of this Agreement shall be five (5) years from the date this Agreement is made
and entered, as first written above. Unless notice of termination is made in writing by either party
to the other no less than sixty (60) days prior to the end of contract term, this Agreement shall
automatically renew for additional one (1) year terms for a maximum of ten (10) years from the
date of this Agreement.
2. INCORPORATION BY REFERENCE. Notice Requesting Proposals for a Parking Pay Station Solution
and Contractor's proposal dated [date] are hereby incorporated in and made a part of this
Agreement, attached as Exhibit A. The City’s insurance requirements are hereby incorporated in
and made part of this Agreement, attached as Exhibit B. To the extent that there are any conflicts
between the Contractor’s fees and scope of work and the City’s terms and conditions as stated
herein, the City’s terms and conditions shall prevail unless specifically agreed otherwise in writing
signed by both Parties.
3. CITY’S OBLIGATIONS. For providing services as specified in this Agreement, and upon receipt of
an invoice, City will pay and Contractor shall receive compensation as set forth in Consultant’s
proposal and pursuant to the Payment Terms set forth in Exhibit B.
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4. CONTRACTOR’S OBLIGATIONS. For and in consideration of the payments and agreements herein
before mentioned to be made and performed by City, Contractor agrees with City to do everything
required by this Agreement including that work as set forth in Exhibit A.
5. PAYMENT OF TAXES. The contract prices shall include full compensation for all taxes that
Contractor is required to pay.
6. LICENSES AND PERMITS. At all times during the term of this Agreement, Contractor shall
have in full force and effect, all licenses required of it by law for the performance of the
Services described in this Agreement. The Contractor shall procure all permits and licenses,
pay all charges and fees, and give all notices necessary under this Agreement.
7. COMPLIANCE WITH LAW. The Contractor shall keep itself informed of and shall observe and comply
with all applicable State and Federal laws and regulations, and county and City of San Luis Obispo
ordinances, regulations and adopted codes, which in any manner affect those employed by
Contractor or in any way affect the performance of the Services pursuant to this Agreement. The
City, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the
Contractor to comply with this Section. Failure to comply with local ordinances may result in
monetary fines and cancellation of this Agreement.
8. COMPLIANCE WITH INDUSTRY STANDARD. Contractor shall provide services acceptable to
City in strict conformance with the Agreement. Contractor shall also provide in accordance with
the standards customarily called for under this Agreement using the degree of care and skill
ordinarily exercised by reputable providers of such services. Where approval by the City, the City
Manager, the Mayor, or other representative of City is required, it is understood to be general
approval only and does not relieve Contractor of responsibility for complying with all applicable
laws, codes, policies, regulations, and good business practices.
9. INDEPENDENT CONTRACTOR.
a. Contractor is and shall at all times remain as to the City a wholly independent
contractor. The personnel performing the Services under this Agreement on behalf
of Contractor shall at all times be under Contractor's exclusive direction and control.
Neither City nor any of its officers, employees, or agents shall have control over the
conduct of Contractor or any of Contractor's officers, employees, or agents, except
as set forth in this Agreement. Contractor shall not at any time or in any manner
represent that it or any of its officers, employees, or agents are in any manner
officers, employees, or agents of the City. Contractor shall not incur or have the
power to incur any debt, obligation, or liability whatsoever against City, or bind City
in any manner.
b. No employee benefits shall be available to Contractor in connection with the
performance of this Agreement. Except for the fees paid to Contractor as provided
in the Agreement, City shall not pay salaries, wages, or other compensation to
Contractor for performing the Services hereunder for City. City shall not be liable for
compensation or indemnification to Contractor for injury or sickness arising out of
performing services hereunder.
c. Contractor/Contractor’s duties and services under this agreement shall not include
preparing or assisting the public entity with any portion of the public entity’s
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preparation of a request for proposals, request for qualifications, or any other
solicitation regarding a subsequent or additional contract with the public entity. The
public entity entering this agreement shall at all times retain responsibility for public
contracting, including with respect to any subsequent phase of this project.
Contractor/Contractor’s participation in the planning, discussions, or drawing of
project plans or specifications shall be limited to conceptual, preliminary, or initial
plans or specifications. Contractor/Contractor shall cooperate with the public entity
to ensure that all bidders for a subsequent contract on any subsequent phase of this
project have access to the same information, including all conceptual, preliminary,
or initial plans or specifications prepared by contractor pursuant to this agreement.”
10. PRESERVATION OF CITY PROPERTY. The Contractor shall provide and install suitable
safeguards, approved by the City, to protect City property from injury or damage. If City
property is injured or damaged resulting from Contractor’s operations, it shall be replaced
or restored at Contractor’s expense. The City’s facilities shall be replaced or restored to a
condition as good as when the Contractor began the work.
11. IMMIGRATION ACT OF 1986. The Contractor warrants on behalf of itself and all
subcontractors engaged for the performance of the Services that only persons authorized to
work in the United States pursuant to the Immigration Reform and Control Act of 1986 and
other applicable laws shall be employed in the performance of the Services hereunder.
12. NON-DISCRIMINATION. In the performance of the Services, the Contractor agrees that it
will not engage in, nor permit such sub-Contractors as it may employ, to engage in
discrimination in employment of persons because of age, race, color, sex, national origin or
ancestry, sexual orientation, or religion of such persons.
13. WORK SCHEDULED/TIME OF COMPLETION.
City and Contractor agree that time is of the essence in this Agreement. City and Contractor further
agree that Contractor's failure to perform on or at the times set forth in this Agreement will damage
and injure City, but the extent of such damage and injury is difficult or speculative to ascertain.
Consequently, City and Contractor agree that any failure to perform by Contractor at or within the
times set forth herein shall result in liquidated damages for each and every day such performance is
late or delayed. City and Contractor agree that such sum is reasonable and fair. Furthermore, City
and Contractor agree that this Agreement is subject to Government Code Section 53069.85 and that
each party hereto is familiar with and understands the obligations of said Section of the Government
Code.
14. PAYMENT TERMS. The City’s payment terms are 30 days from the receipt of an original
invoice and acceptance by the City of the materials, supplies, equipment, or services
provided by the Contractor (Net 30). Contractor will submit invoices monthly for actual
services performed. Invoices shall be submitted on or about the first business day of each
month, or as soon thereafter as practical, for services provided in the previous month. Final
June invoices shall be received no later than the 5th business day of July to meet City fiscal
year-end deadlines. Payment shall be made within thirty (30) days of receipt of each invoice
as to all non-disputed fees. If the City disputes any of Contractor's fees it shall give written
notice to Contractor within thirty (30) days of receipt of an invoice of any disputed fees set
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forth on the invoice. Any final payment under this Agreement shall be made within forty-
five (45) days of receipt of an invoice, therefore.
15. INSPECTION. City shall at all times have the right to inspect the work being done under this
Agreement and Contractor shall furnish City with every reasonable opportunity and assistance
required for City to ascertain that the Services of the Contractor are being performed in accordance
with the requirements and intentions of this Agreement. All work done, and all materials furnished,
if any, shall be subject to the City’s inspection and approval. The inspection of such work shall not
relieve Contractor of any of its obligations under the Agreement.
16. RELEASE OF INFORMATION.
a. All information gained by Contractor in performance of this Agreement shall be considered
confidential and shall not be released by Contractor without City's prior written
authorization. Contractor, its officers, employees, agents, or sub-Contractors, shall not,
without written authorization from the City Manager or unless requested by the City
Attorney, voluntarily provide declarations, letters of support, testimony at depositions,
response to interrogatories, or other information concerning the work performed under this
Agreement. Response to a subpoena or court order shall not be considered "voluntary"
provided Contractor gives City notice of such court order or subpoena.
b. Contractor shall promptly notify City should Contractor, its officers, employees, agents, or
sub-Contractors be served with any summons, complaint, subpoena, notice of deposition,
request for documents, interrogatories, request for admissions, or other discovery request
(“Discovery”), court order, or subpoena from any person or party regarding this Agreement,
unless the City is a party to any lawsuit, arbitration, or administrative proceeding connected
to such Discovery, or unless Contractor is prohibited by law from informing the City of such
Discovery. City retains the right, but has no obligation, to represent Contractor and/or be
present at any deposition, hearing, or similar proceeding as allowed by law. Unless City is a
party to the lawsuit, arbitration, or administrative proceeding and is averse to Contractor in
such proceeding, Contractor agrees to cooperate fully with City and to provide the
opportunity to review any response to Discovery requests provided by Contractor. However,
City's right to review any such response does not imply or mean the right by City to control,
direct, or rewrite said response.
17. OWNERSHIP OF DOCUMENTS.
a. Contractor shall maintain complete and accurate records with respect to sales, costs,
expenses, receipts, and other such information required by City that relate to the
performance of the Services under this Agreement. Contractor shall maintain adequate
records of services provided in sufficient detail to permit an evaluation of services. All such
records shall be maintained in accordance with generally accepted accounting principles and
shall be clearly identified and readily accessible. Contractor shall provide free access to the
representatives of City or its designees at reasonable times to such books and records; shall
give City the right to examine and audit said books and records; shall permit City to make
transcripts or copies therefrom as necessary; and shall allow inspection of all work, data,
documents, proceedings, and activities related to this Agreement. Such records, together
with supporting documents, shall be maintained for a period of three (3) years after receipt
of final payment.
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b. Upon completion of, or in the event of termination or suspension of this Agreement, all
original documents, designs, drawings, maps, models, computer files, surveys, notes, and
other documents prepared in the course of providing the Services under this Agreement shall
become the sole property of the City and may be used, reused, or otherwise disposed of by
the City without the permission of the Contractor. With respect to computer files, Contractor
shall make available to the City, at the Contractor's office and upon reasonable written
request by the City, the necessary computer software and hardware for purposes of
accessing, compiling, transferring, copying and/or printing computer files. Contractor hereby
grants to City all right, title, and interest, including any copyright, in and to the documents,
designs, drawings, maps, models, computer files, surveys, notes, and other documents
prepared by Contractor in the course of providing the Services under this Agreement.
18. INDEMNIFICATION AND DEFENSE. To the fullest extent permitted by law (including, but
not limited to California Civil Code Sections 2782 and 2782.8), Contractor shall indemnify,
defend, and hold harmless the City, and its elected officials, officers, employees,
volunteers, and agents (“City Indemnitees”), from and against any and all causes of action,
claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’
fees and costs of litigation (“claims”), arising out of the Contractor’s performance or
Contractor’s failure to perform its obligations under this Agreement or out of the
operations conducted by Contractor, including the City’s passive negligence, except for
such loss or damage arising from the sole or active negligence or willful misconduct of the
City. In the event the City Indemnitees are made a party to any action, lawsuit, or other
adversarial proceeding arising from Contractor’s performance of this Agreement, the
Contractor shall provide a defense to the City Indemnitees or at the City’s option,
reimburse the City Indemnitees the ir costs of defense, including reasonable legal fees,
incurred in defense of such claims. The review, acceptance or approval of the Consultant’s
work or work product by any indemnified party shall not affect, relieve or reduce the
Consultant’s indemnification or defense obligations. This Section survives the completion
of the services or the termination of this contract. The provisions of this section are not
limited by and do not affect the provisions of this contract relating to insurance.
Consultant’s indemnification obligations under this section extend to any claims arising out
of or related to the negligence, recklessness, or willful misconduct of any sub-consultants/
subcontractors.
19. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE.
a. The City may at any time, for any reason, with or without cause, suspend or terminate
this Agreement, or any portion hereof, by serving upon the Contractor at least thirty (30)
days prior written notice. Upon receipt of said notice, the Contractor shall immediately
cease all work under this Agreement, unless the notice provides otherwise. If the City
suspends or terminates a portion of this Agreement such suspension or termination shall
not make void or invalidate the remainder of this Agreement.
b. In the event this Agreement is terminated pursuant to this Section, the City shall pay to
Contractor the actual value of the work performed up to the time of termination,
provided that the work performed is of value to the City. Upon termination of the
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Agreement pursuant to this Section, the Contractor will submit an invoice to the City
pursuant to Section 14.
20. TERMINATION FOR CAUSE. If, during the term of the Agreement, the City determines the
Contractor is not faithfully abiding by any term or condition contained herein, the City may
notify the Contractor in writing of such defect or failure to perform. This notice must give
the Contractor a ten (10) calendar day notice of time thereafter in which to perform said
work or cure the deficiency.
a. If the Contractor has not performed the work or cured the deficiency within the ten
(10) days specified in the notice, such shall constitute a breach of the Agreement and
the City may terminate the Agreement immediately by written notice to the
Contractor to said effect (“Notice of Termination”). Thereafter, neither party shall
have any further duties, obligations, responsibilities, or rights under the Agreement
except to comply with the obligations upon termination.
b. In said event, the Contractor shall be entitled to the reasonable value of its services
performed from the beginning date in which the breach occurs up to the day it
received the City’s Notice of Termination, minus any offset from such payment
representing the City’s damages from such breach. “Reasonable value” includes fees
or charges for goods or services as of the last milestone or task satisfactorily delivered
or completed by the Contractor as may be set forth in the Agreement payment
schedule; compensation for any other work or services performed or provided by the
Contractor shall be based solely on the City’s assessment of the value of the work-in-
progress in completing the overall scope.
c. The City reserves the right to delay such payment until completion or confirmed
abandonment of the project, as may be determined in the City’s sole discretion, so
as to permit a full and complete accounting of costs. In no event, however, shall the
Contractor be entitled to receive in excess of the not to exceed amount shown in this
Agreement.
21. INSURANCE. Contractor shall maintain prior to the beginning of and for the duration of this
Agreement insurance coverage as specified in Exhibit B attached to and made part of this
Agreement.
22. BUSINESS LICENSE & TAX. The Contractor must have a valid City of San Luis Obispo
business license & tax certificate before execution of the contract. Additional
information regarding the City’s business tax program may be obtained by calling
(805) 781-7134.
23. SAFETY PROVISIONS. The Contractor shall conform to the rules and regulations
pertaining to safety established by OSHA and the California Division of Industrial Safety.
24. PUBLIC AND EMPLOYEE SAFETY. Whenever the Contractor operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the
City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs
and other devices and take such other protective measures as are necessary to prevent
accidents or damage or injury to the public and employees.
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25. UNDUE INFLUENCE. Contractor declares and warrants that no undue influence or pressure was
used against or in concert with any officer or employee of the City in connection with the award,
terms or implementation of this Agreement, including any method of coercion, confidential
financial arrangement, or financial inducement. No officer or employee of the City has or will
receive compensation, directly or indirectly, from Contractor, or from any officer, employee or
agent of Contractor, in connection with the award of this Agreement or any work to be conducted
as a result of this Agreement. Violation of this Section shall be a material breach of this
Agreement entitling the City to any and all remedies at law or in equity.
26. ASSIGNMENT. The Contractor shall not assign, transfer, convey or otherwise dispose of the
contract, or its right, title or interest, or its power to execute such a contract to any individual
or business entity of any kind without the previous written consent of the City.
27. AMENDMENT. Any amendment, modification, or variation from the terms of this Agreement
shall be in writing and shall be effective only upon approval by the appropriate review authority
according to the City’s Financial Management Manual. Contractor shall not be compensated for
any services rendered in connection with its performance of this Agreement which are in addition
to those set forth herein, unless such additional services are authorized by the City in advance
and in writing.
28. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated
herein by reference, shall constitute the complete Agreement between the Parties hereto. No
oral agreement, understanding, or representation not reduced to writing and specifically
incorporated herein shall be of any force or effect, nor shall any such oral Agreement,
understanding, or representation be binding upon the Parties hereto. Each party is entering into
this Agreement based solely upon the representations set forth herein and upon each party's
own independent investigation of any and all facts such party deems material.
29. NOTICE. All notices to the Parties hereto under this Agreement shall be in writing and shall be
sent either by (i) personal service, (ii) delivery by a reputable document delivery service, such as,
but not limited to, Federal Express, which provides a receipt showing date and time of delivery,
or (iii) United States Mail, certified, postage prepaid, return receipt requested. All such notices
shall be delivered to the addressee or addressed as set forth below:
To City: Mobility Services
City of San Luis Obispo
1260 Chorro St, Ste B
San Luis Obispo, CA 93401
Attention: Donna King
To Contractor: Name
Mailing Address
30. GOVERNING LAW. Any action arising out of this Agreement shall be brought in the Superior
Court of San Luis Obispo County, California, regardless of where else venue may lie. The
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validity, interpretation, construction and performance of this Agreement, and all acts and
transactions pursuant hereto and the rights and obligations of the Parties hereto shall be
governed, construed and interpreted in accordance with the laws of the State of California,
without giving effect to principles of conflicts of law.
31. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this Agreement on behalf of each party is a person duly authorized and
empowered to execute Agreements for such party.
IN WITNESS WHEREOF, the Parties hereto have caused this instrument to be executed the day and year
first above written.
CITY CONTRACTOR
_______________________________
By: [Name]
Its: [Title of City Manager or Department Head]
_______________________________
By: [Name]
Its: [Title]
APPROVED AS TO FORM:
_______________________________
By: J. Christine Dietrick, City Attorney
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EXHIBIT A
Page intentionally left blank pending attachment of RFP and contractor’s proposal
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EXHIBIT B: INSURANCE REQUIREMENTS
Insurance Requirements – Standard Professional Services
The Contractor shall procure and maintain for the duration of the contract insurance against claims
for injuries to persons or damages to property which may arise from or in connection with the
performance of the work hereunder by the Contractor, its agents, representatives, employees or
subcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1
(any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability
Insurance.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property
damage. If Commercial General Liability or other form with a general aggregate limit is used,
either the general aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the required occurrence limit of $2,000,000.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to
and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects the City, its officers, officials, employees and
volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related
investigations, claim administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be
endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as
respects: liability arising out of activities performed by or on behalf of the Contractor; products
and completed operations of the Contractor; premises owned, occupied or used by the
Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage
shall contain no special limitations on the scope of protection afforded to the City, its officers,
official, employees, agents or volunteers.
2. For any claims related to this project, the Contractor's insurance coverage shall be primary
insurance as respects the City, its officers, officials, employees, agents and volunteers. Any
insurance or self-insurance maintained by the City, its officers, officials, employees, agents or
volunteers shall be excess of the Contractor's insurance and shall not contribute with it.
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3. The Contractor's insurance shall apply separately to each insured against whom claim is made
or suit is brought, except with respect to the limits of the insurer's liability.
4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not
be suspended, voided, canceled by either party, reduced in coverage or in limits except after
thirty
(30) days' prior written notice by certified mail, return receipt requested, has been given to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating
of no less than A:VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing
maintenance of the required insurance coverage. Original endorsements effecting general liability
and automobile liability coverage required by this clause must also be provided. The endorsements are
to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements
are to be received and approved by the City before work commences.
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ATTACHMENT A: DATA, SECURITY AND SYSTEM REQUIREMENTS
1. Overview
A comprehensive Parking Management Program requires a significant focus on data, integration, and
system design and security. The City desires to partner with Contractors who focus on flexible and
industry leading solutions while providing secure and compliant technology. This section includes
additional requirements beyond what is defined in specific sections of this RFP. Proposers must take care
to fully understand all related requirements as all will be part of the resulting contract awarded.
2. System and Security Requirements
2.1 Contractor shall provide secure hosting and support for all functions, ensuring availability through
the Internet for all devices, including desktop and mobile computers, phones, tablets, and other
wireless devices. The City shall not be required to install or maintain software on servers owned
or managed by the City.
2.2 Computers that access the System shall not require special software packages or client software
to access the System. Any computer shall be able to access the System through a standard web
browser without plug-ins or other components.
2.3 Contractor shall be responsible for taking every precaution to ensure that all systems, files, data,
equipment, communications, and facilities are reliable.
2.4 Contractor shall be responsible for virus detection, prevention, control, and eradication for all
System servers and connected devices.
2.5 Contractor shall have security features that are designed to maintain the security of all information
contained in the System database and maintain the confidentiality of information. Contractor s
security for the System and all connections thereto shall conform to current industry best
practices.
2.6 Contractor is expressly forbidden from selling, leasing, distributing, publishing, or otherwise
sharing any personal information collected from the City, including, but not limited to, transaction
history, address, email address, phone number, and credit card information. Notwithstanding the
preceding restrictions, Contractor shall be permitted to use such information to enable the
services provided to City as part of this agreement. At the City s sole discretion, the City may direct
the Contractor to share data in a secure manner with City appointed parties.
2.7 All information security incidents shall be reported immediately to the City. Security incidents
include theft, loss, damage or compromise to information systems and data, known vulnerabilities
and exploits, website defacement or compromise, successful malware attacks, denial of services,
and other security events as defined by the City s Information Security Officer.
2.8 Contractor shall establish and maintain data storage, retention, and archive procedures to
maintain System performance.
2.9 The System shall provide full system backup and recovery capabilities. Contractor shall be
responsible for the maintenance of the database which will include back-up and recovery
procedures. Contractor shall make sufficient backups to ensure that no data is lost in any
circumstances.
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2.10 System uptime is critical. The Contractor will maintain a 99.5% or greater uptime annually for the
system as whole, including any subsystems critical to solution operation.
2.11 Uptime will be excluding scheduled maintenance. Contractor will notify City of any schedule
downtime at least 7 days in advance. Scheduled maintenance shall be coordinated to have the
least impact on City operations.
3. PCI Compliance
3.1 As required, the Contractor solution shall be compliant with Payment Card Industry Data Security
Standard Level 1 latest version at the time of contract execution.
3.2 As the PCI Data Security Standard evolves, Contractor shall be responsible for maintaining
compliance with that standard at Contractor's sole expense.
3.3 Contractor shall provide an Attestation of Compliance (AoC) as a declaration of compliance status
with PCI DSS at the request of the City.
4. Data Requirements
4.1 The City shall be the exclusive owner of all data and rights to the data generated from the
Systems, regardless of whether the data is direct or derived, calculated, or modeled.
4.2 Contractor shall store or archive (with the City s approval) all transaction data generated during
the term of the Agreement and retain it for at least five years after its termination.
4.3 Contractor shall deliver copies of all System data upon request of City, or its designee, and upon
the termination of the Agreement in a format mutually agreed upon by both parties.
4.4 Contractor shall be responsible for providing transaction data in a format that is readable by City
using commonly available commercial off-the-shelf software.
4.5 At termination of the contract, for any reason, resulting from this RFP, if the successor contract
is awarded to another firm, Contractor must develop and implement a Data Conversion Plan
between Contractor and the City or its designee.
5. Integration Requirements
Some required integrations are fully defined in solution specific sections of this RFP. This section
includes additional or complimentary requirements. It is assumed and required by the City that the
Contractor s solution, which may include one or more systems and/or third-party systems, will be
integrated by the time of contract execution as would be necessary to meet the requirements for their
specific service.
5.1 Contractor shall utilize open-source API s that allows for current and future integration with third
parties.
5.2 Contractor shall provide real-time integration with the City s current, new, and future parking
technology and data management Contractors, including, but not limited to, citation
issuance/enforcement handhelds, LPR, and mobile payment. These types of integrations are
considered standard in the industry.
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5.3 The City recognizes that standard integrations have a certain amount of latency between
systems. However, timely data exchanges are required for efficient and accurate parking
operations. Latency between any two systems shall not exceed an average of 90 seconds for
every 100 consecutive transactions. The latency measurement shall be defined as the moment a
data request is made or data is sent to the moment the data is delivered and is viewable to any
end user.
5.4 Should latency be observed in excess of 90 seconds, Contractor will work with the City to measure
the latency, identify the point of default, and correct the default.
5.5 Custom integration, being nonstandard and not identified in this RFP, may be considered in the
future by the City. Contractor agrees to provide the necessary development to achieve a custom
integration for a mutually agreed cost and schedule to be memorialized in amendment to the
resulting contract from this RFP.
5.6 Batch data transfer may be considered for certain integrations, at the sole discretion of the City.
5.7 Contractor shall provide all necessary parking-related data in a format compatible with standard
industry integrations. In the event that data formats between City Contractors do not match, the
City may require either Contractor to make reasonable changes to their format at no additional
cost to the City.
5.8 Contractor shall operate in good faith with the City and the City s designated Contractors to
implement, troubleshoot and complete necessary integration as defined by the City.
5.9 In the event that two or more Contractors cannot agree on the methodology used for any
integration, the City will select the methodology most advantageous for the City.
6. Standard Integrations
The following is a list of standard integrations.
6.1 Parking Meter or Pay Station Systems shall integrate with:
6.1.1 Citation Issuance, Processing and Enforcement System
6.1.2 Licenses Place Recognition System (LPR)
6.1.3 Mobile or Text to Pay Payment System
6.2 Mobile or Text to Pay Payment System shall integrate with:
6.2.1 Citation Issuance, Processing and Enforcement System
6.2.2 Licenses Place Recognition System (LPR)
6.2.3 Parking Meter or Pay Station System
6.2.4 Parking Access Revenue Control System
6.3 Parking Access Revenue Control System
6.3.1 Citation Issuance, Processing and Enforcement System
6.3.2 Licenses Place Recognition System (LPR)
6.3.3 Parking Meter or Pay Station System
6.3.4 Mobile or Text to Pay Payment System
6.3.5 Permit Management System
6.4 Citation Issuance, Processing and Enforcement Systems shall integrate with:
6.4.1 Parking Meter or Pay Station System
6.4.2 Parking Access Revenue Control System
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6.4.3 Licenses Plate Recognition System
6.4.4 Mobile or Text to Pay Payment System
6.4.5 Permit Management System
6.4.6 Department of Motor Vehicles for the City s state
6.4.7 Out of State motor vehicle registries
6.4.8 Department of Justice or Police Depart for the City s state (for wanted vehicle hotlists)
6.4.9 California Franchise Tax Board (CA only)
6.4.10 Delinquent collections agency (if applicable)
6.5 Permit Management Systems shall integrate with:
6.5.1 Parking Access Revenue Control System
6.5.2 Citation Issuance, Processing and Enforcement System
6.5.3 Licenses Plate Recognition System
6.5.4 Any local databases necessary for permit processing
6.6 Licenses Plate Recognition System shall integrate with:
6.6.1 Citation Issuance, Processing and Enforcement System
6.6.2 Parking Meter or Pay Station System
6.6.3 Parking Access Revenue Control System
6.6.4 Mobile or Text to Pay Payment System
6.6.5 Permit Management System
6.6.6 Department of Justice or Police Depart for the City s state (for wanted vehicle hotlists)
7. Integration with City Systems
7.1 Integration with City systems shall be considered a standard integration.
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ATTACHMENT B: TECHNOLOGY COMPLIANCE MATRIX
Page intentionally left blank. Attachment C is an MS Excel file to be completed by
contractor with RFP submittal
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ATTACHMENT C: PRICING WORKBOOK
Page intentionally left blank. Attachment D is an MS Excel file to be completed by
contractor with RFP submittal
Page 870 of 1527
1
Parking Technology Roadmap
November 12, 2024
Donna King, Parking Program Manager
2
Staff Recommendations
1.Receive and file Downtown Parking Technology Roadmap; and
2.Adopt a Draft Resolution entitled, “A Resolution of the City Council of the City of San Luis
Obispo, California, to designate Flash Parking, Inc. as the standard vendor for the Gated
Parking Access and Revenue Control System in City of San Luis Obispo owned and
operated parking garages”; and
3.Appropriate $1,200,000 from Parking Fund Unreserved Fund Balance for purchase of
Flash equipment, installation and ongoing support services; and
4.Approve and authorize staff to advertise a Request for Proposals (RFP) for multi-space
pay stations, authorize the City Manager to execute a contract with selected vendor, and
appropriate $600,000 from Parking Fund Unreserved Fund Balance for the purchase and
installation of the multi-space pay stations with the vendor; and
3
Staff Recommendations, cont.
5.Approve surplus of existing multi-space pay station once removed; and
6.Authorize the City Manager to extend mobile payment application contracts up to 5 years
based on ongoing performance with PayByPhone; and
7.Authorize the City Manager to execute a one-year contract with automatic annual
extensions for a maximum of five years with the selected Citation and Permit
Management System vendor; and
8.Appropriate $100,000 from Parking Fund Unreserved Fund Balance for design of garage
security fencing for existing garages, utilizing the materials selected for the Cultural Arts
District Parking Garage.
4
Downtown Parking Technology Road Map
Recommendation #1:
Receive and file Downtown
Parking Technology Roadmap
Technology
RoadmapPARCS
Pay Stations
Single Space
Meters
Mobile
Payment
Applications
Citation
Management
Systems
Permit
Management
License Plate
Recognition
Data
Integration
Signage
Electric
Vehicle
Chargers
5
Gated Systems for Garages -PARCS (Parking Access and Revenue Control Systems)
Recommendation #2: Adopt a Draft Resolution entitled, “A Resolution of the City Council of the
City of San Luis Obispo, California, to designate Flash Parking, Inc. as the standard vendor for the
Gated Parking Access and Revenue Control System in City of San Luis Obispo owned and operated
parking garages”
Recommendation #3: Appropriate $1,200,000 from Parking Fund Unreserved Fund Balance for
purchase of Flash equipment, installation and ongoing support services
Tentative Project Schedule:
Fiscal Impact:
•Implementation Cost: Approx $1,200,000
•Proposed Funding Source: CADPS Bond Proceeds
June-September
2024
Select System and
issue Change Order
via CADPS
November 2024
Council approval of
sole source for
existing garages
December 2024 – December
2025
Develop Plans/Specs
Spring 2026
Opening of CADPS
and Installation of
system at of other
garages
6
Multi-Space Pay Stations
Recommendation #4: Approve and authorize staff to advertise a Request for Proposals (RFP)
for multi-space pay stations, authorize the City Manager to execute a contract with selected
vendor, and appropriate $600,000 from Parking Fund Unreserved Fund Balance for the purchase
and installation of the multi-space pay stations with the vendor
Recommendation #5: Approve surplus of existing multi-space pay station once removed
Tentative Project Schedule:
Fiscal Impact:
•Implementation Cost: Approx $600,000
•Proposed Funding Source: CADPS Bond Proceeds
November 2024
Release of RFP for vendor
& Preliminary Design
Early 2025
Select Vendor/
Execute Contract
Fall 2025
Final Plans/Specs
Winter 2026 – Spring
2026
Implementation of Pay
Station Replacement
7
Mobile Parking Payment Application
Recommendation #6: Authorize the City Manager to extend mobile payment application contracts
up to 5 years based on ongoing performance with PayByPhone.
Tentative Project Schedule:
Fiscal Impact:N/A
August 2024
Release RFP
Fall 2024
Select
Vendor/Execute
Contract
Nov/Dec 2024
Begin Communications,
tech integration, signage
Winter –Spring
2025
Communications,
Marketing and
Promotion
8
Citation Issuance and Processing Software
Recommendation #7: Authorize the City Manager to execute a one-year contract with automatic
annual extensions for a maximum of five years with the selected Citation and Permit Management
System vendor.
Tentative Project Schedule:
Fiscal Impact:N/A
October 2024
Release RFP
January 2025
Select
Vendor/Execute
Contract
Spring 2025
Implementation and
integration
9
Garage Security (Safety Fencing)
Recommendation #8: Appropriate $100,000 from Parking Fund Unreserved Fund Balance for
design of garage security fencing for existing garages as specified in the Cultural Arts District
garage.
Tentative Project Schedule:
Fiscal Impact:
•Safety Fencing Implementation Cost: Approx $100,000
•Proposed Funding Source: CADPS Bond Proceeds
Winter 2025
Release
Design
Services RFP
Spring 2025
Select
Vendor/Execute
Contract
Installation
Budgeted with
25-27 FP
Spring 2026
Council to Approve
Final Plans
Summer-Fall
2026
Construction/
Installation
10
Technology Road Map:
Overall Project Schedule
Summer
2024
Fall
2024
Winter
2025
Spring
2025
Summer
2025
Fall
2025
Winter
2026
Spring
2026
Single Mobile App
Gated Solution (PARCS) – Cultural Arts District Garage
Council November 12, 2024
Multi-Space Pay Stations
Citation and Permit Management Software
Gated Solution (PARCS) – Existing Garages
Digital Permits
Garage Security –Safety Fencing
11
Cumulative Fiscal Impact
TotalSecurityPay StationsPARCSTechnology
$1,900,000$100,00$600,000$1,200,000Current Request
$2,085,570Current Parking Fund
Unreserved Balance*
$185,570Remaining Parking Fund
Unreserved Balance
*2023-24 CADPS Bond Proceeds not previously forecasted or budgeted
12
Staff Recommendations
1.Receive and file Downtown Parking Technology Roadmap; and
2.Adopt a Draft Resolution entitled, “A Resolution of the City Council of the City of San Luis
Obispo, California, to designate Flash Parking, Inc. as the standard vendor for the Gated
Parking Access and Revenue Control System in City of San Luis Obispo owned and
operated parking garages”; and
3.Appropriate $1,200,000 from Parking Fund Unreserved Fund Balance for purchase of
Flash equipment, installation and ongoing support services; and
4.Approve and authorize staff to advertise a Request for Proposals (RFP) for multi-space
pay stations, authorize the City Manager to execute a contract with selected vendor, and
appropriate $600,000 from Parking Fund Unreserved Fund Balance for the purchase and
installation of the multi-space pay stations with the vendor; and
13
Staff Recommendations, cont.
5.Approve surplus of existing multi-space pay station once removed; and
6.Authorize the City Manager to extend mobile payment application contracts up to 5 years
based on ongoing performance with PayByPhone; and
7.Authorize the City Manager to execute a one-year contract with automatic annual
extensions for a maximum of five years with the selected Citation and Permit
Management System vendor; and
8.Appropriate $100,000 from Parking Fund Unreserved Fund Balance for design of garage
security fencing for existing garages, utilizing the materials selected for the Cultural Arts
District Parking Garage.