HomeMy WebLinkAbout05-16-2017 Item 07 Authorize request for proposal for parking access and revenue control system (parcs), specification no 91545 Meeting Date: 5/16/2017
FROM: Daryl Grigsby, Director of Public Works
Prepared By: Scott Lee, Parking Services Manager
SUBJECT: AUTHORIZE REQUEST FOR PROPOSAL FOR PARKING ACCESS AND
REVENUE CONTROL SYSTEM (PARCS), SPECIFICATION NO 91545
RECOMMENDATION
1. Authorize the issuance of a Request for Proposal (RFP) for Parking Access and Revenue
Control System (PARCS), Specification No. 91545; and
2. Authorize the City Manager to enter into a contract with the successful bidder within
authorized project budget, and
3. Authorize the City Attorney to approve modifications to the form of the contract with the
successful bidder.
DISCUSSION
The purpose of this project is to replace the outdated and unsupported Parking Access and
Revenue Control System (PARCS) in the three existing parking structures. The current
equipment in the structures dates to a 1999 major upgrade project completed as part of the Y2K
concerns for digital technology. The system is now antiquated and no longer supported by the
manufacturer that has gone out of business.
Replacement of the PARCS system with new equipment will reduce the amount of time
necessary for maintenance and increase staff ability to proactively resolve issues in the parking
system. This will result in a higher level of service, better reporting of occupancy/vacancy,
telemetry with 3rd party application sources and revenue control. The three existing structures
are expected to have over one million vehicles entering and exiting each year, and must have a
reliable system to maximize customer experience and staff and system performance.
Council has previously approved an allocation of $113,000 for the parking structure equipment
upgrade. When allocated, most of the existing equipment at the 842 Palm Street parking
structure and the 871 Marsh Street parking structure was already beyond the typical 10 -year life
span for structure equipment. The plan was to purchase replacement equipment through the
manufacturer of the existing equipment - Federal APD. In 2014, the vendor shut down
production and no longer offers equipment for sale or support.
Staff has been researching different PARCS equipment, manufacturers, technology and
gathering rough estimates for new hardware and software components and systems. A full
system (hardware, software and install ation) replacement, as opposed to an upgrade, will cost
well above the previously approved $113,000. It is essential for Parking Services to upgrade
this equipment to continue to offer a high-level of customer service and state -of-the-art systems
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to meet the current and future demands of parking. A new PARCS system is estimated at
$763,000; an additional $650,000 beyond the existing budget. As part of the FY17 -19 Financial
Plan, staff has submitted a CIP request for the additional funds requested in this p roposal.
However, before the project can move forward a qualified vendor and PARCS system must be
determined and designs for the project completed. Thus, an RFP for these purposes is proposed.
Staff expects that the replacement of the PARCS system will b etter and fully integrate all
existing and proposed structures, provide better tracking and reporting features, and provide
more features and a higher level of customer service to all who utilize the structures for parking
within the City of SLO, and for those who operate and maintain the structures.
NEXT STEPS
Solicitation for proposals will be done by publicizing the RFP in various parking industry
periodicals and websites, in addition to local notification required by the City’s Municipal and
Public Resource Codes.
The RFP is scheduled to be released to the public upon approval by Council. After proposals are
received and accepted by the City in July 2017, a team of City staff and outside professionals
will review each proposal for conformity and “best value”. The top ranked firm(s) will be
invited to formal interviews to highlight their capabilities, provide demonstrations of their
products and services and to make recommendations to staff about the specific configuration and
equipment necessary to meet the city’s needs now and in the future. Negotiations will then begin
with the top ranked firm. The new contract will become effective and work will begin shortly
after approval and award.
FISCAL IMPACT
Currently the authorized project budget is $113,000. An additional funding for this project in the
amount of $650,000 is pending Council approval as part of the 2017-19 City Manager proposed
Financial Plan, which will be brought to Council in June, 2017. The project is proposed to be
funded by Parking Fund. The anticipated annual cost for the support and maintenance of the
new system is somewhat offset by the reduced maintenance necessary as the existing system
experiences intermittent failures.
ALTERNATIVES
Alternative 1: The City Council may choose to not approve the RFP for the PARCS replacement
and instruct Staff to continue to maintain the existing equipment and seek other alternatives. The
Parking Manager and staff do not recommend this alternative as currently this option is not really
viable for the City as the existing equipment is no longer supported and should be replaced to
reduce ongoing maintenance costs and to provide state-of-the-art equipment for the customers
using the city’s parking structures.
Attachments:
a - 2017 Parking Access Revenue Control System RFP - FINAL DRAFT 04-26-2017
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Page 1 PARCS RFP – specification no. 91545
990 Palm Street San Luis Obispo, CA 93401
Notice Requesting Proposals for
PARKING ACCESS REVENUE CONTROL SYSTEM (PARCS)
Specification No. 91545
The City of San Luis Obispo is soliciting proposals from qualified vendors for a Parking Access and
Revenue Control System, pursuant to Specification No. 91545. All proposals must be received by
the Finance Department, City Hall, 990 Palm Street, San Luis Obispo, CA no later than 3:30 p.m.
Pacific Daylight Time, July 20, 2017.
Proposals received after said date and time will not be considered. To guard against premature
opening, each proposal shall be submitted to the Finance Department in a sealed envelope
plainly marked with the proposer’s name, specification number, proposal title and due date of
proposal opening. Hard copied proposals shall be submitted along with the required forms
provided in the specification package and following instructions contained herein.
Proposals packages may be obtained at either:
The City’s website: www.SLOCity.org – Doing Business – Bids & Proposals Page; or a
http://www.slocity.org/government/department-directory/public-works/public-works-bids-proposals
Additional information may be obtained by contacting:
Scott Lee, Parking Manager, (805) 781-7234 or slee@slocity.org
Nicole Lawson, Supervising Administrative Assistant, (805) 781-7059 or nlawson@slocity.org
For Public Records requests see Section 1.14
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Page 2 PARCS RFP – specification no. 91545
Specification No. 91545
TABLE OF CONTENTS
1. NOTICE TO PROPOSERS – PROPOSAL REQUIREMENTS .................................................. 5
1.1. Summary and Requirement to Meet All Provisions ......................................................................... 5
1.2. Contract Term and Optional Extensions .......................................................................................... 5
1.3. Important Dates ............................................................................................................................... 5
1.4. Proposal Submittal and Format ....................................................................................................... 5
1.5. Labeling ............................................................................................................................................ 5
1.6. Insurance Certificate ........................................................................................................................ 5
1.7. Submittal of References ................................................................................................................... 6
1.8. Statement of Contract Disqualifications .......................................................................................... 6
1.9. Withdrawal or Revision of Proposals ............................................................................................... 6
1.10. Multiple Proposals ........................................................................................................................... 6
1.11. Procuring Agency/Personnel ............................................................................................................ 6
1.12. Inquiries and Clarifications ............................................................................................................... 6
1.13. Addenda ........................................................................................................................................... 7
1.14. Public Records .................................................................................................................................. 7
2. CONTRACT AWARD AND EXECUTION ................................................................................... 7
2.1. Proposal Retention and Award ........................................................................................................ 7
2.2. Competency and Responsibility of Proposer ................................................................................... 7
2.3. Form of Agreement .......................................................................................................................... 7
2.4. Insurance .......................................................................................................................................... 8
2.5. Business License and Tax .................................................................................................................. 8
2.6. Failure to Accept Contract ................................................................................................................ 8
2.7. Oral Presentations / Site Visits / Meetings ....................................................................................... 8
2.8. Proposer’s Responsibility ................................................................................................................. 8
3. CONTRACT PERFORMANCE...................................................................................................... 8
3.1. Ability to Perform ............................................................................................................................. 8
3.2. Laws to be Observed ........................................................................................................................ 8
3.3. Payment of Taxes ............................................................................................................................. 9
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3.4. Permits and Licenses ........................................................................................................................ 9
3.5. Safety Provisions .............................................................................................................................. 9
3.6. Public and Employee Safety ............................................................................................................. 9
3.7. Preservation of City Property ........................................................................................................... 9
3.8. Immigration Act of 1986 .................................................................................................................. 9
3.9. Proposer Non-Discrimination .......................................................................................................... 9
3.10. Work Delays ..................................................................................................................................... 9
3.11. Payment Terms .............................................................................................................................. 10
3.12. Inspection ....................................................................................................................................... 10
3.13. Audit ............................................................................................................................................... 10
3.14. Interests of Proposer ...................................................................................................................... 10
3.15. Hold Harmless and Indemnification ............................................................................................... 10
3.16. Contract Assignment ...................................................................................................................... 10
3.17. Termination .................................................................................................................................... 10
4. PROPOSAL CONTENT AND SELECTION PROCESS ............................................................. 11
4.1. List of Abbreviations ....................................................................................................................... 12
4.2. Overview ........................................................................................................................................ 12
4.3. Calendar of Events ......................................................................................................................... 13
4.4. Background .................................................................................................................................... 13
4.5. Objectives ....................................................................................................................................... 13
4.6. Functional and Technical Requirements ........................................................................................ 14
4.7. Scope of Work ................................................................................................................................ 14
4.8. Selection Process ............................................................................................................................ 14
5. REQUIRED SUBMITTALS AND CONTENT OF PROPOSALS .............................................. 15
Chapter 1: Title Page ...................................................................................................................... 15
Chapter 2: Table of Contents ......................................................................................................... 15
Chapter 3: Executive Summary ...................................................................................................... 15
Chapter 4: Project Manager ........................................................................................................... 16
Chapter 5: Organizational Experience ........................................................................................... 16
Chapter 6: Organizational Chart and Project Team ...................................................................... 16
Chapter 7: References ......................................................................................................................... 17
Chapter 8: Customer Service and Technical Support ..................................................................... 17
Chapter 9: Sub Proposers ............................................................................................................... 17
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Chapter 10: System Specifications ................................................................................................. 17
Chapter 11: Implementation .......................................................................................................... 17
Chapter 12: Risks ............................................................................................................................ 18
Chapter 13: Disclosure of Past Contract Failures and Litigation .................................................... 18
Chapter 14: Proposer’s Financial Stability Assurance .................................................................... 18
Chapter 15: Fee Proposal ............................................................................................................... 18
Chapter 16: Additional Required Forms ......................................................................................... 20
REQUIRED FORMS ................................................................................................ 21
FORM A: SIGNATURE AFFIDAVIT ......................................................................................................... 21
FORM B: VENDOR PROFILE ............................................................................................................ 22
FORM C: REFERENCES .................................................................................................................... 23
FORM D: STATEMENT OF PAST CONTRACT DISQUALIFICATIONS ................................................ 26
FORM E: COST PROPOSAL SUBMITTAL FORM .............................................................................. 27
FORM F: OPTIONAL COST PROPOSAL SUBMITTAL FORM ............................................................. 28
FORM G: INTENT TO RESPOND ...................................................................................................... 29
APPENDICES ...................................................................................................... 30
APPENDIX A: SAMPLE AGREEMENT ............................................................................................... 30
APPENDIX B: INSURANCE REQUIREMENTS .................................................................................... 32
APPENDIX C: PARKING STRUCTURE INFORMATION ...................................................................... 34
APPENDIX D: FUNCTIONAL AND TECHNICAL REQUIREMENTS ..................................................... 35
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Page 5 PARCS RFP – specification no. 91545
1 NOTICE TO PROPOSERS – PROPOSAL REQUIREMENTS
1.1 Summary and Requirement to Meet All Provisions
The City of San Luis Obispo (“City”) is soliciting proposals from qualified vendors for a
Parking Access and Revenue Control System (PARCS). Vendors submitting proposals
(“Proposers”) are required to read this Request for Proposals (“RFP”) in its entirety and
follow the instructions contained herein and shall meet all of the terms, and conditions of
the RFP specifications package. By virtue of its proposal submittal, the Proposer
acknowledges agreement with and acceptance of all provisions of the RFP specifications.
1.2 Contract Term and Optional Extensions
This shall be a Contract for Purchase of Services (Appendix A) for the purchase, installation,
implementation, training, configuration, and services related to the implementation, with
an end date coinciding with completion and acceptance of the implementation services. A
separate Contract for Purchase of Services for the future maintenance and support services,
which may be annual and renewable of for a set number of years will be required.
1.3 Important Dates
Deliver proposals no later than the due date and time indicated below. The City will reject
late proposals:
Issue Date: May 19, 2017
Intent to respond Date: June 15, 2017
Due Date: July 20, 2017, 3:30PM, PDT
1.4 Proposal Submittal and Format
Each proposal must be submitted in hard copy form (i.e. printed) with a total of five (5)
copies provided in the order provided in the specifications and accompanied by any other
required submittals or supplemental materials. Proposal documents shall be enclosed in
an envelope that shall be sealed and addressed to:
Finance Department
Attn: Lorraine Colleran
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
No FAX submittals will be accepted.
1.5 Labeling
All proposals must be clearly labeled:
Proposer’s Name and Address: ________________________
Specification # 91545
Title: Parking Access and Revenue Control System
DUE: July 20, 2017, 3:30pm, PDT
1.6 Insurance Certificate
Each proposal must include a certificate of insurance showing:
A. The insurance carrier and its A.M. Best rating.
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B. Scope of coverage and limits.
C. Deductibles and self-insured retention.
The purpose of the submittal is to generally assess the adequacy of the Proposer’s
insurance coverage during proposal evaluation; as discussed below, endorsements are not
required until contract award. The insurance requirements are detailed in Section 2.4.
1.7 Submittal of References
Each proposer shall submit a minimum of three (3) references on the form provide in the
RFP package as Form C.
1.8 Statement of Contract Disqualifications
Each Proposer shall submit a statement regarding any past government disqualifications on
the form provide in the RFP package as Form D.
1.9 Withdrawal or Revision of Proposals
Proposers may, without prejudice, withdraw proposals by requesting such withdrawal prior
to the time specified for the proposal opening, by submitting a written request to the Bid
Administrator for its withdrawal, in which event the proposal will be returned to the
Proposer unopened. All proposals will be opened and declared publicly. Proposers may
modify their proposal at any time prior to the due date and time of submission for
proposals.
1.10 Multiple Proposals
Multiple proposals from Proposers are NOT permitted.
1.11 Procuring Agency/ Personnel
The City of San Luis Obispo is the procuring agency:
Scott Lee, Parking Manager
City of San Luis Obispo
(805) 781-7234
slee@SLOCity.org
The City of San Luis Obispo Finance Department administers the procurement function:
Lorraine Colleran (Bid Administrator)
Finance Department
990 Palm Street
San Luis Obispo, CA 93401
(805) 781-7435
LColleran@SLOCity.org
1.12 Inquiries and Clarifications
Proposers are to raise any questions they have about the RFP document without delay.
Direct any questions concerning due dates and/or actual submittals to the bid administrator
either by phone or in writing. Direct all technical questions, those concerning specifications
and/or scope of work, to the procuring agency, either by phone or in writing.
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Furthermore, Proposers finding any significant ambiguity, error, conflict, discrepancy,
omission, or other deficiency in this RFP document shall immediately notify the procuring
agency and request clarification.
1.13 Addenda
In the event it is necessary to provide additional clarification or revision to the RFP, the
City will post addenda to the City website and to EBIDBOARD.COM website. It is Proposer’s
sole responsibility to regularly monitor the websites for any such postings. Failure to
retrieve addenda and include their provisions may result in disqualification.
1.14 Public Records
Proposers are hereby notified that all information submitted in response to this RFP may
be made available for public inspection according to the Public Records Act of the State of
California and the California Constitution. Information qualifying as a “trade secret” –
defined in California Public Records Act of 2004 – may be held confidential. Proposers shall
seal separately and clearly identify all information they deem to be “trade secrets,” as
defined by the State of California Statutes. Do not duplicate or comingle information,
deemed confidential and sealed, elsewhere in your response.
The City cannot ensure that information will not be subject to release if a request is made
under applicable public records laws. The City cannot consider the following confidential:
a bid in its entirety, price bid information, or the entire contents of any resulting contract.
The City will not provide advanced notice to Proposers prior to release of any requested
record.
To the extent permitted by such laws, it is the intention of the City to withhold the contents
of proposals from public view – until such time as competitive or bargaining reasons no
longer require non-disclosure, in the City’s opinion. At that time, all proposal s will be
available for review in accordance with such laws.
2 CONTRACT AWARD AND EXECUTION
2.1 Proposal Retention and Award
The City reserves the right to retain all proposals for a period of 180 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.
2.2 Competency and Responsibility of Proposer
The City reserves full discretion to determine the competence and responsibility,
professionally and/or financial stability, of Proposer. Proposer will provide, in a timely
manner, all information that the City deems necessary to make such a decision.
2.3 Form of Agreement
Proposers are responsible for reviewing this Form of Agreement prior to submission of their
proposal. The Form of Agreement shall serve as the basis for the contract resulting from
this RFP. The terms of this template contract shall become contractual obligations following
award of the RFP. By submitting a proposal, the contract shall become contractual
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obligations following award of the RFP. By submitting a proposal, Proposers affirm their
willingness to enter into a contract containing these terms.
2.4 Insurance
Proposers shall provide proof of insurance in the form, coverages and amounts specified in
Appendix B of these specifications within ten (10) calendar days after notice of contract
award as a precondition to contract execution.
2.5 Business License and Tax
The Proposer must have a valid City of San Luis Obispo business license and tax certificate
before execution of the contract. Additional information regarding the City's business tax
program may be obtained by calling (805) 781-7134.
2.6 Failure to Accept Contract
The following will occur if the Consultant to whom the award is made (Consultant) 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 Consultant's bond or security is
required; and an award may be made to the next highest ranked Consultant with whom a
responsible compensation is negotiated, who shall fulfill every stipulation as if it were the
party to whom the first award was made.
2.7 Oral Presentations / Site Visits / Meetings
Proposers may be asked to attend meetings, make oral presentations, inspect City locations
or make their facilities, or those of existing clients with similar operations, available for site
inspection as part of the RFP process. Such presentations, meetings, or site visits will be at
the Proposer’s expense.
2.8 Proposer’s Responsibility
Proposers shall examine this RFP and shall exercise their judgment as to the nature and
scope of the work required. No plea of ignorance concerning conditions or difficulties that
exist or may hereafter arise in the execution of the work under the r esulting contract, as a
consequence of failure to make necessary examinations and investigations, shall be
accepted as an excuse for any failure or omission on the part of the Proposers to fulfill the
requirements of the resulting contract.
3 CONTRACT PERFORMANCE
3.1 Ability to Perform
The Proposer 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 any and all federal, state, county, city, and special
district laws, ordinances, and regulations.
3.2 Laws to be Observed
The Proposer shall keep itself fully informed of and shall observe and comply with all
applicable state and federal laws and county and City of San Lu is Obispo ordinances,
regulations and adopted codes during its performance of the work.
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3.3 Payment of Taxes
The contract prices shall include full compensation for all taxes that the Proposer is required
to pay.
3.4 Permits and Licenses
The Proposer shall procure all permits and licenses, pay all charges and fees, and give all
notices necessary.
3.5 Safety Provisions
The Proposer shall conform to the rules and regulations pertaining to safety established by
OSHA and the California Division of Industrial Safety.
3.6 Public and Employee Safety
Whenever the Proposer'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.
3.7 Preservation of City Property
The Proposer 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 Proposer's operations, it shall be replaced or restored at the Proposer's expense. The
facilities shall be replaced or restored to a conditio n as good as when the Proposer began
work.
3.8 Immigration Act of 1986
The Proposer warrants on behalf of itself and all sub Proposers engaged for the
performance of this work 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 work hereunder.
3.9 Proposer Non-Discrimination
In the performance of this work, the Proposer agrees that it will not engage in, nor permit
such sub Proposers 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.
3.10 Work Delays
Should the Proposer 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 Proposer. 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.
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3.11 Payment Terms
Payments will be made consistent with the Agreement. The City's standard 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 Proposer (Net 30).
3.12 Inspection
The Proposer shall furnish City with every reasonable opportunity for City to ascertain that
the services of the Proposer 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 Proposer
of any of its obligations to fulfill its contract requirements.
3.13 Audit
The City shall have the option of inspecting and/or auditing all records and other written
materials used by Proposer in preparing its invoices to City as a condition precedent to any
payment to Proposer.
3.14 Interests of Proposer
The Proposer 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 Proposer further covenants that, in the
performance of this work, no sub Proposer or person having such an interest shall be
employed. The Proposer 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 Proposer shall at all times be deemed
an independent Proposer and not an agent or employee of the City.
3.15 Hold Harmless and Indemnification
The Proposer agrees to defend, indemnify, protect and hold the City and its agents, officers
and employees harmless from and against any and all claims asserted or liability established
for damages or injuries to any person or property, including injury to the Proposer's
employees, agents or officers that arise from or are connected with or are caused or claimed
to be caused by the acts or omissions of the Proposer, and its agents, officers or employees,
in performing the work or services herein, and all expenses of investigating and defending
against same; provided, however, that the Proposer's duty to indemnify and hold harmless
shall not include any claims or liability arising from the established sole negligence or willful
misconduct of the City, its agents, officers or employees.
3.16 Contract Assignment
The Proposer 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 i ndividual or business
entity of any kind without the previous written consent of the City.
3.17 Termination
If, during the term of the contract, the City determines that the Proposer is not faithfully
abiding by any term or condition contained herein, the City may notify the Proposer in
writing of such defect or failure to perform. This notice must give the Proposer a 10 (ten)
calendar day notice of time thereafter in which to perform said work or cure the deficiency.
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If the Proposer 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 Proposer 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 Proposer's surety shall
remain in full force and effect, and shall not be extinguished, reduced, or in any manner
waived by the termination thereof.
In said event, the Proposer 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
Proposer as may be set forth in the Agreement payment schedule; compensation for any
other work, services or goods performed or provided by the Proposer 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 Proposer
be entitled to receive any amount in excess of the compensation quoted in its proposal.
4 PROPOSAL CONTENT AND SELECTION PROCESS
4.1 List of abbreviations
1. ACS Access Control System
2. APM Automated Payment Machine
3. CMS Central Management System
4. EMV Europay, MasterCard and Visa (including "chip cards")
5. ENS Entrance Station
6. EXS Exit Station
7. GUI Graphical User Interface
8. NEMA National Electrical Manufacturing Association
9. PAE Pay-At-Exit
10. PARCS Parking Access and Revenue Control System
11. PCI Payment Card Industry (Data Security Methodology)
12. POF Pay-On-Foot
13. POS Point-of-Sale Terminal
14. RCS Revenue Control System
15. RFID Radio‐frequency identification (RFID)
16. TD Ticket Dispenser/Entry Terminal
17. UPS Uninterruptible Power Supply
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4.2 Overview
The City of San Luis Obispo (“City”) is soliciting proposals from qualified vendors
(“Proposers”) for a Parking Access and Revenue Control System (PARCS). The Proposer
must perform an analysis of the existing Parking Access and Revenue Control System (PARCS) at
each of the City’s three public parking structures. These three structures provide a total of 1,177
stalls with a planned fourth facility estimated to add an additional 400 stalls to the inventory. The
Proposer shall consider all the information contained in this RFP and propose a full replacement
PARCS system for each of the structures but centrally managed and controlled. This proposal shall
include the design, fabrication, delivery and installation as well as provision of material, labor,
equipment, services and training necessary to furnish and install a fully integrated on-line, real-time,
Parking Access and Revenue Control System that shall function in the manner described herein.
Figure 4.1 Parking Structure Locations
The City requires well-managed and financially sound Proposers with demonstrated skills,
technical ability, and high levels of customer service and satisfaction, to fulfill the
requirements outlined in this RFP. Proposers must have at least five years of experience
with municipalities and/or college institutions, and provide references demonstrating
relevant services were provided. Only those firms with verifiable experience in PARCS will
be considered during this proposal process.
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4.3 Calendar of Events
Listed below are specific and estimated dates and times of RFP events, all of which are
subject to change. Proposers must complete events by specific dates as indicated unless
revised by the City. The City may or may not issue a formal notification for changes in
estimated dates and times.
Figure 4-2: Calendar of Events
Date Event
Friday, May 19, 2017 Issue date of RFP
Thursday June 15, 2017 Intent to respond due (form G)
Thursday July 20, 2017 3:30pm PST Proposals due
July –September 2017 Evaluation of proposals
September – November 2017 Interviews and Recommendations
November-December 2017 Negotiation and award contract
December 2017 Contract Routing to City Council
December 2017 Contract Award
January 2018
Contract begins
4.4 Background
The City of San Luis Parking Services Division operates three parking structures, which
comprise approximately forty percent (40%) of all the public parking spaces in the
downtown area. This division also is responsible for the oversight and management of all
public parking lots and on-street metered spaces. The Parking Access Revenue Control
System will maintain all information related to the Parking Structures including tracking
vehicle counts and occupancy levels.
The City’s three existing Parking Structures have approximately one-million vehicles
entering and exiting each year. Payments for parking patrons are accepted in person or via
monthly prox card or use of validation coupon or token.
4.5 Objectives
The objective of this RFP is to contract with a qualified proposer to review and analyze the
current structure parking system design and operational needs of each location, then to
design an integrated, efficient, functional and reliable “state of the art” PARCS system that
will centrally manage the entire operation and allow for the addition of any future structures.
The Proposer will be responsible
1. the removal and disposal of the existing PARCS at each location
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2. Installation and testing of new PARCS equipment at each existing parking structure
3. Provide onsite training to Parking Services staff on the system as well as provide on -
going support.
The new PARCS system should meet the existing and future parking needs of multiple
customer groups including but not limited to:
1. Transient (hourly) parkers
2. Monthly parkers
3. Event attendees; and
4. Overnight parkers.
The PARCS system should allow for changes in rates, hours when rates apply, and for multiple
methods of payment.
4.6 Functional and Technical Requirements
The requested Functional and Technical Requirements are further described in Appendix
D: Functional and Technical Requirements.
Appendix D includes a list of the features the City is interested in obtaining in the PARCS
System. This list is not intended to be a complete or prioritized list, and may be amended
by the City without notice.
4.7 Scope of Work
The successful Proposer shall develop and maintain a detailed project plan that includes the
specific tasks listed below, maintain task completion status, and monitor actual against
projections. The project plan should address the following implementation and support
functions and include other tasks, as deemed necessary to ensure successful Payment
Access Revenue Control System solution:
o Project Management
o Business Process Review and Gap Analysis
o Infrastructure/Hardware/Environment Installation & Configuration
o System Configuration
o Data Conversion
o Interface/Customization Development
o Acceptance Testing
o Final System Acceptance
o Training and Documentation
o Operations and Security
o System Software Warranty, Support and Maintenance
o Equipment Warranty, Support and Maintenance
Proposer shall meet all requirements of the specifications contained herein, as well as all
legislated mandates by the State of California, California Vehicle Code, San Luis Obispo
Municipal Code, and the City of San Luis Obispo. For any portion of this proposal that is
performed by Sub-Proposers, see Section 5, Chapter 9 (Required Submittals - Sub
Proposers) of this proposal.
4.8 Selection Process
The City may shortlist up to four (4) Proposers based on the submitted proposals
and invite them to an interview process. In addition, the City may request that
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Proposers demonstrate their product either as part of the interview process or
separately from it. The City, at its discretion, may make site visits to locations where
the Proposers systems are in use. The Proposers shall be evaluated on the following:
o Understanding of the work required by the City;
o Quality, clarity and responsiveness of the proposal;
o Demonstrated competence and professional qualifications necessary for
successfully performing the work required by the City;
o Recent experience in successfully performing similar services;
o Proposed approach in completing the work;
o References;
o Background and experience of the specific individuals to be assigned to this
project; and
o Presentation Interviews.
As reflected above, contract award will not be based solely on price, but on a combination
of the factors 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
Proposers, the City reserves the right to further negotiate the proposed work and/or
method and amount of compensation. Once prospective Proposers have been evaluated
by the evaluation panel, negotiations shall begin. If negotiations are unsuccessful, talks
with that Proposer will be abandoned and negotiations will then commence with the next
qualified Proposer, and so on, until a final agreement has been reached and a contract
prepared. Staff will present their findings to the City Council, which, at its discretion, will
award a contact.
5. REQUIRED SUBMITTALS AND CONTENT OF PROPOSALS
Proposing companies desiring to respond to this Request for Proposal (RFP) shall submit their
proposal in sufficient detail to allow for a thorough evaluation and comparative analysis. The
City shall use the responses as the basis of its evaluation. The proposals should be as brief and
concise as possible without sacrificing clarity. Proposals containing irrelevant material or an
abundance of excessively vague language may be penalized in the screening process.
Arrange proposals to match the following outline. Respond to each and every question and/or
statement. In the context of this section “you” and “your” is the same as “Proposer” and
“Proposer’s”, respectively.
Chapter 1: Title Page
The title page shall contain at a minimum the name of the Proposer, RFP Title, and Due Date.
Chapter 2: Table of Contents
The Table of Contents outlines in sequential order the chapters of your proposal.
Chapter 3: Executive Summary – Description of Organization
Provide an executive summary introducing your firm. Limit your response to thre e pages. At a
minimum, include the following information:
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o Briefly describe your firm’s organization and size (e.g. local, regional, national and
international) in relation to providing Parking Access Revenue Control Systems (PARCS)
similar to the services described in this RFP.
o Your experience including the number of years in business, and in the provision of Parking
Access Revenue Control Systems.
o The location of the office from which this engagement will be serviced and the range of
activities performed at that office.
o Include a brief summary of the factual, core aspects of your proposed services.
o Reaffirm required experience in providing systems and performing services similar to those
outlined in this RFP.
o Provide a positive commitment to provide systems and perform services in conformity with
the specifications listed in this solicitation.
Chapter 4: Project Manager
Identify the Project Manager you propose to assign to the engagement. Provide an in-depth
background on the experience of the Project Manager, including projects lead (cross reference
to Chapter 5: Organizational Experience and Chapter: 7 References). At least two of the projects
you reference in Chapters 5 and 7 should have been led by the project manager you are proposing
for the City. Limit your response to three pages plus resume. The City expects that the Project
Manager shall be available by telephone on all occasions for discussion with City staff, and shall
be locally available for meetings in person on short notice (one day).
Chapter 5: Organizational Experience
Provide a description of relevant organizational experience, especially in engagements of
similar size and scope that are currently being serviced or took place within the last five years,
from the same office that will serve the City. Describe briefly the nature of services provided
to each organization listed. Include a clear statement of your firm’s specific role in the
engagement. Limit your response to five pages.
Identify specific projects, dates and results. Include the following information:
o The client name, type of organization (i.e. private enterprise, municipality; state, county,
city, town, etc.), address, telephone number, email and a contact person.
o A brief description of the system provided and services performed.
o The contract period and duration. If the engagement is on-going include the start date of
service, percent of contract completed-to-date and estimated completion date.
o The name of your Project Manager overseeing the project.
o Describe any extra services added after contract execution.
The City may utilize additional sources of information about your qualifications.
Chapter 6: Organizational Chart and Project Team
Submit an organizational chart showing the name of the Project Manager, other key personnel,
and all supporting staff to be assigned to the project. The team should demonstrate capabilities,
experience, and qualifications sufficient to successfully perform the scope of work included in this
RFP. The City reserves the right to approve the final staffing plan.
Identify the key project team staff. Include the members’ qualifications, experience and training
that will benefit the project. Additionally, describe examples of past projects where the team
has successfully provided services similar to those requested in this RFP. Include applicable
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projects in Chapter 5: Organizational Experience and Chapter 7: References. Limit your response
to three pages plus resumes.
Chapter 7: References
Provide three references from similar projects and clients. Limit your response to five pages. All
of your references shall be listed as engagements in Chapter 5: Organizational Experience. At
least two of the three references shall be municipalities and/or universities. For each reference,
provide a description of the software provided and services performed. Elaborate on the
information provided in Chapter 5: Organizational Experience, if necessary.
Chapter 8: Customer Service and Technical Support
Provide a description of the customer service features and technical support abilities of the
Proposer. Include any training and staff development that would benefit the City or its
customers. Any additional features that would be relevant can also be included here. (i.e. IVR
systems, websites, etc.)
Chapter 9: Sub Proposers (if any)
Identify any sub-Proposers that would be used. Give a detailed description of their involvement,
scope of work, background, and responsibilities. The price proposed shall include any and all work
to be done by sub-Proposers, and the City will only process claims and payments to the Proposer.
A list of sub-Proposers to be hired shall be submitted as a part of the proposal. Also disclose
whether or not the sub Proposer is a subsidiary or is financially tied to the Proposer in any other
manner. Use of sub-Proposer does not relieve the Proposer of overall responsibility. City reserves
the right to approve all proposed sub-Proposers.
Chapter 10: System Specifications
Submit a detailed description of your Parking Enforcement and Management System. Limit your
response to ten pages. At a minimum include:
o A narrative overview of your system and its functionality.
o A listing and brief description of all software included and hardware required.
o The benefits of your system and how it will meet and/or exceed the scope of services.
o Detail the new processes and workflows the City will need to adopt to use your
system.
o Describe any integration you have with other related products as well as the
customization possibilities with your system.
o Features exclusive to your system.
Chapter 11: Implementation
Submit an overview of your approach to implementation. Limit your response to ten
pages. At a minimum, include:
o A project schedule including phases, activities, tasks, training, milestones, decision points,
deliverables, etc.
o A description of how your project management will keep the implementation on schedule
and ensure the end result is a satisfactorily functioning system.
o Expected use of City resources including City hardware and assistance from City Staff.
o Information or data to be used or obtained from the City.
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Chapter 12: Risks
Identify in detail any anticipated or potential concerns or risks in implementing your system; your
approach to resolving these concerns; and any special assistance required from the City. Limit
your response to two pages.
Chapter 13: Disclosure of Contract Failures and Litigation
Disclose any alleged significant prior or ongoing contract failures, contract breaches, any civil or
criminal litigation or investigation pending which involves your firm or in which your firm has
been judged guilty or liable, or which may affect the performance of the services to be rendered
herein, in which your firm, any of its employees, sub-Proposers, or sub consultants is or has been
involved in within the last three (3) years.
Chapter 14: Proposer’s Financial Stability Assurance
o Provide a statement stating to the City that you are financially stable and have sufficient
financial resources to complete a project of this scope.
o Provide evidence of your financial stability and sufficient financial resources to complete a
project of this scope.
o Identify any anticipated changes of ownership or control of your company.
Chapter 15: Fee Proposal
Include detailed pricing information for Parking Access Revenue Control System as described in
this RFP.
Quote fees as all inclusive, not-to-exceed, fixed fees for each relevant aspect of the Parking
Access Revenue Control System. The fee could be a one-time fee, fee per use, fee per year, fee
per contract period, fee per citation issued, percentage of revenue generated via citations, etc.
Clearly explain your pricing model. The City will consider alternative pricing models. Also,
identify all other costs beyond the usage cost such as a fee for training, system maintenance, etc.
As noted above, prepare the fee proposal as all inclusive, not-to-exceed, fixed fees:
o All Inclusive – Covers all direct and indirect expenses incurred by the Proposer including but
not limited to; travel, telephone, copying and other out-of-pocket expenses.
o Not-To-Exceed – The actual fees shall not exceed the amount specified in fee proposal.
o Fixed Fee – All prices, rates, fees and conditions outlined in the proposal shall remain
fixed and valid for the entire length of the contract and any/all renewals.
Provide exact fees - not a range. Take advantage of the opportunity to ask questions and receive
answers to gain clarification. Furthermore, document any significant assumptions for arriving at
fee estimates. You are responsible for verifying the correctness of calculations in your fee
proposal.
Each of the following is a component of the fee proposal. Proposers shall provide a numerical fee
and narrative explanation for each component. Provide as much detail as possible in your
narrative responses.
o Software/Product Licenses – List separately the software/product or similar licenses
required and associated fees, whether ongoing or onetime. Describe your pricing scheme
for licenses (e.g. per user? Per machine? Etc.).
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o Project Management – List the fees for time and resources used organizing, overseeing
and communicating about the project.
o Travel – List the fees for visits to the City for onsite training, planning, go-live, etc. List travel
fees as a not-to-exceed travel allowance.
o Design/Planning – List the fees for time spent working with the City in determining
workflows, analyzing processes, planning, envisioning how the system will work and
documenting the system. Also include the fees for determining the appropriate technical
architecture and infrastructure for the City.
o Equipment Fees – List the fees for hardware the City will need to purchase in order to
implement and maintain your solution.
o Customizations –These fees are for modifications and customizations, beyond basic
configuration, that Proposer can make to their system in order to fulfill City requirements.
o Interface Development – List the fee for interfacing to existing or outside systems identified
by the City.
o Data Conversion – The fee to move and convert historical data from the exis ting system
into your solution.
o Training – Provide the total fees for training and detail the number of hours and rate for
standard and additional training. List differences, if any, in the hours or rates for training
different types of end-users (i.e. those that may only use one module of the system versus
those “power-users” that would learn each and every part of the system).
o Deployment (Installation) – Detail the fees of deploying the system including the testing
and user acceptance processes.
o Support and Maintenance – Present the fees of ongoing support and maintenance for your
system. If you offer different levels of support, price the level of support that you
recommend the City purchase. Furthermore, provide detailed fees for all levels of support
and maintenance you offer. Support and maintenance fees should start in Year 1, which is
the first 365 days after the system is live and accepted by the City.
If you propose support and maintenance fees during the implementation phase explain why
support and maintenance is necessary on a system that is not yet operating. The City will
only pay support and maintenance on the portions of the system that are satisfactorily
functioning, accepted and put into use by the City. Proposer shall continue to support a ll
the software and licenses they are proposing. The City requires Proposer to quote Support
and Maintenance for a minimum of five (5) years. Proposer is encouraged to quote Support
and Maintenance fees beyond year five, for as many years as they are willing to include in
the contract.
o Upgrade Fees – If not included in Support and Maintenance provide the fees for future
upgrades. If upgrades of your software are bundled with the support and maintenance ,
indicate so in the Support and Maintenance section. The term “upgrade” is used generically
here for any future improvement made to the system, major or minor. In your response be
sure to define, in detail, your usage of the terms; upgrade, update, version, enhancement,
patch, fix, etc., when describing fees and offerings. If you have different levels of support
and maintenance – some that do not include upgrades and others that do, provide the fees
for what you recommend the City purchase, but provide details for all options as an
additional narrative.
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o Other Fees – Detail any and all other fees associated with your system. You must provide
line-item detail and descriptions. Be specific in matching fees with specific activity. If you
are proposing an alternate price model describe it in detail here.
o City Support – Provide the number of City staff and hours needed to support your
implementation. Detail the tasks they will be expected to perform.
o Ongoing Professional Services & Support – Please include the discounted hourly rate
for professional services and support. Include the different rate classes or titles as
appropriate.
The City reserves the right to make an award without further discussion of the fee proposal
submitted. Therefore, the Proposer should submit the fee proposal on the most favorable terms
they can offer. However, this does not limit the City from negotiating with the selected Proposer.
Fees will be evaluated on both initial and ongoing fees. The financial evaluation will be based on
the total (life cycle) fee of ownership for the system over a period of up to ten (10) years, or
longer if determinable. The fees used will be those provided by Proposer and as established by
the City for hardware/software and system operations.
Configuration Adjustment: The City reserves the right to select and exclude any software for the
acquisition regardless of the configuration proposed. As part of the evaluation process, the City
may find it necessary to add or delete software or services from proposals to make equivalent
comparisons.
A finalization of the specifications and scope of services is expected as a part of final contract
negotiation or through a Best and Final Offer (BAFO) process. By the BAFO the Proposer(s)
remaining in the process will have met with the City and or demonstrated their product g iving
them the opportunity to obtain a complete understanding of all requirements.
Chapter 16: Additional Required Forms and/or Attachments
Include the following required forms and/or attachments to your Proposal. Forms are included
in the RFP.
o Form A – Signature Affidavit – A company representative with authority to bind the
Proposer to the City by contract shall sign the form, attesting the proposal has been
submitted in conformance to stated requirements.
o Form B – Vendor Profile – complete the information about your firm.
o Form C – References
o Form D – Statement of Past Contract Disqualifications
o Form E – Cost Proposal Submittal Form
o Form F – Optional Cost Proposal Submittal Form
o Form G – Intent to Respond
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FORM A: SIGNATURE AFFIDAVIT
Note: This form must be returned with your response.
In signing proposals, we certify that we have not, either directly or indirectly, entered into any
agreement or participated in any collusion or otherwise taken any action in restraint of free
competition; that no attempt has been made to induce any other person or firm to submit or
not to submit proposals, that proposals have been independently arrived at, without collusion
with any other Proposers, competitor or potential competitor; that proposals have not been
knowingly disclosed prior to the opening of proposals to any other Proposers or competitor;
that the above statement is accurate under penalty of perjury.
The undersigned, submitting this proposal, hereby agrees with all the terms, conditions, and
specifications required by the City in this Request for Proposal, declares that the attached
proposal and pricing are in conformity therewith, and attests to the truthfulness of all
submissions in response to this solicitation.
Proposers shall provide the information requested below. Include the legal name of the
Proposer and signature of the person(s) legally authorized to bind the Proposers to a contract.
SIGNATURE AND DATE OF AUTHORIZE REPRESENTATIVE
PRINT NAME: __________________________________________________
FIRM (PROPOSER) NAME: ________________________________________
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FORM B: VENDOR PROFILE
Company Information
Company Name (Proposer)
FEIN: (If FEIN is not applicable, SSN collected
upon award)
Contact Name Title
Telephone
( )
Fax
(
)
Email
Address City State Zip
Primary Individual Contact Information
Contact Name Title
Telephone
( )
Fax
(
)
Email
Address City State Zip
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FORM C: REFERENCES
Describe fully three contracts performed by your firm that demonstrate your ability to provide
the services included with the scope of the specifications. Two of the three shall have been in a
Municipal or University setting. Attach additional pages if required. The City reserves the right
to contact references listed for additional information regarding your firm's qualifications.
Reference No. 1
Customer Name
Contact Individual
Telephone & Email
Street Address
City, State, Zip Code
Date of Services
Contract Amount
Description of services
Project Outcome
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Reference No. 2
Customer Name
Contact Individual
Telephone & Email
Street Address
City, State, Zip Code
Date of Services
Contract Amount
Description of services
Project Outcome
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Reference No. 3
Customer Name
Contact Individual
Telephone & Email
Street Address
City, State, Zip Code
Date of Services
Contract Amount
Description of services
Project Outcome
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FORM D: 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, p roject
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 Representative of Proposer
___________________________________________
Print name of Authorized Representative of Proposer
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FORM E: COST PROPOSAL SUBMITTAL FORM
The City is requesting proposals for a Parking Access Revenue Control System (PARCS). Each
Proposer shall fill out the following cost proposal in it’s entirely. Cost proposals that are not
complete will not be accepted, and the submitted proposal will be deemed incomplete. If there
are any additional costs not included in this Cost Proposal, those costs must be identified on a
separate sheet of paper and included as stated in this Request for Proposal. On a separate
page, a detailed breakdown of the costs below as well as a detailed price list shall also be
provided.
Example Fee Table for Cost Proposal Submittal
Time Period
Category Pre Go-Live
Post Go-Live
Year 1 Year 2 Year 3 Year 4 Year 5
Software/Product
Licenses $ $ $ $ $ $
Project Management
Travel
Design/Planning
Equipment/Hardware
Spare Components
Customizations
Interface Development
Data Conversion
Training
Deployment
(Installation)
Construction
Support & Maintenance
Upgrade Fees
Alternatives
Other Fees
Total Fee $ $ $ $ $ $
As noted above, prepare the fee proposal as all inclusive, not-to-exceed, fixed fees:
All inclusive – Covers all direct and indirect necessary expenses included but not
limited to: travel, telephone, copying, and other out-of-pocket expenses
Not-to-exceed – The actual fees shall not exceed the amount specified in Fee
Proposal
Fixed Fee – All prices, rates, fees, and conditions outlined in the proposal shall
remain fixed and valid for the entire length of the contract and any/all renewals.
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FORM F: OPTIONAL COST PROPOSAL SUBMITTAL FORM
As part of the Parking Access Revenue Control System (PARCS), some spare or additional
equipment or services may be added by the City. By inclusion of Form F, City is not required to
purchase, lease or otherwise acquire any hardware, software, training, or other services
specified in this section.
Complete table with per unit costs/fees:
Entrance Station EA $
Parking Gate EA
Pay-On-Foot Station EA
Exit Station EA
Point-of-Sale Terminal EA
Validator Device EA
LED Open/Full Traffic Control Sign EA
Proximity Card Reader EA
Loops and Detectors EA
Intercom EA
Software/Product License EA
Other 1 (specify): EA
Other 2 (specify): EA
Other 3 (specify): EA
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FORM G: INTENT TO RESPOND
Note: Please return the form indicating whether you intend to submit a proposal.
Please complete and then return this form via email:
NO LATER THAN: Thursday June 15, 2017
ATTN: Parking Services – PARCS RESPONSE
Email: ParkingInfo@SLOCity.org
Company Name: ______________________________________________________
Contact Name: ______________________________________________________
Contact Title: ______________________________________________________
Address: ______________________________________________________
______________________________________________________
Contact telephone: ______________________________________________________
Contact Email: ______________________________________________________
Main telephone: ______________________________________________________
Fax: ______________________________________________________
Mark ONLY one of the following:
We DO PLAN to respond and submit a proposal to this RFP
We DO NOT plan to respond to this RFP
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Appendix A: FORM OF AGREEMENT (SAMPLE)
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 shal l 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 Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Contractor [ ]
[ ]
[ ]
[ ]
1. 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.
ATTEST: CITY OF SAN LUIS OBISPO
____________________________________ By:____________________________________
City Clerk City Manager
APPROVED AS TO FORM: CONTRACTOR
_____________________________________ By: ___________________________________
City Attorney
AGREEMENT
THIS 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, hereinafter
referred to as City, and [CONTRACTOR’S NAME IN CAPITAL LETTERS], hereinafter
referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on [date], City requested proposals for a Parking Access and
Revenue Control System (PARCS) per Specification No. 91545.
WHEREAS, pursuant to said request, Contractor submitted a proposal which
was accepted by City for said [supplies, equipment, services, project, whatever].
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, until acceptance or completion of said [supplies, equipment, services,
project, whatever].
2. INCORPORATION BY REFERENCE. City Specification No. 91545 and
Contractor's proposal dated [date], are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing [supplies, equipment, services, project,
whatever] as specified in this Agreement, City will pay and Contractor shall receive therefor
compensation in a total sum not to exceed [$ .00].
4. 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 specification.
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 Council [or other official]
of the City.
2.
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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 Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Contractor [ ]
[ ]
[ ]
[ ]
8. 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.
ATTEST: CITY OF SAN LUIS OBISPO
____________________________________ By:____________________________________
City Clerk City Manager
APPROVED AS TO FORM: CONTRACTOR
_____________________________________ By: ___________________________________
City Attorney
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Appendix B: INSURANCE REQUIREMENTS
The Proposer 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 Proposer, its agents, representatives, employees or
sub Proposers.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 20
10 Prior to 1993 or CG 20 10 07 04 with CG 20 37 10 01 or the exact equivalent as
determined by the City).
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.
4. Errors and Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance. Consultant 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.
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.
4. Errors and Omissions Liability: $1,000,000 per occurrence.
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 Consultant 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
Consultant; products and completed operations of the Consultant; premises owned,
occupied or used by the Consultant; or automobiles o wned, leased, hired or borrowed by
the Consultant. 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 Consultant'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,
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employees, agents or volunteers shall be excess of the Consultant's insurance and shall
not contribute with it.
3. The Consultant'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. The Consultant agrees to notify the City in the
event that the policy is suspended, voided or reduced in coverage or limits. A minimum of
30 days prior written notice by certified mail, return receipt requested, will be provided.
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. Consultant 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 coverag e on its
behalf. All endorsements are to be received and approved by the City before work commences.
Sub-consultants. Consultant shall include all sub-consultants as insured under its policies
or shall furnish separate certificates and endorsements for each sub-consultant. All
coverages for sub-consultants shall be subject to all of the requirements stated herein.
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Appendix C: Parking Structure Information
Structure Location 842 Palm Street Parking
Structure
919 Palm Street Parking
Structure 871 March Street Parking Structure
Hours of Operation 8:00am to 7:00pm Mon - Wed 8:00am to 7:30pm Mon thru
Wed 8:00am to 10:30pm Mon thru Wed
8:00am to 11:00pm Thurs
thru Sat
8:00am to 11:00pm Thurs thru
Sat 8:00am to 11:30pm Thurs thru Sat
1:00pm to 6:00pm Sunday 1:00pm to 6:30pm Sunday 1:00pm to 6:30pm Sunday
Opened 1988 2006 1990 (Expansion opened in 2002)
Square Footage 130,000 98,000 plus 16,000 retail space 110,00 sqft, 15,000 retail, 4,000
office
Number of Spaces 413 242 (192) for public use 252 (Expansion 268) total 520
Number of Levels 4 4 public, 1 office, 1 employee
parking 4
Number of Stair
Wells 3 2 3
Number of
Elevators 0 2 2
Type of Elevator N/A Hydraulic Hydraulic
Equipment
Manufacturer Federal APD Federal APD Federal APD
Lane Equipment Barcode SST-Magstripe Barcode
Gate Manufacturer G-90 CD Series Barrier Gate G-90 CD Series Barrier Gate G-90 CD Series Barrier Gate
No. of Gates 2 in 2 out (1 Reversible) 2 in 2 out (1 reversible) 2 in 3 out
No. of Card Readers 2 in 2 out (1 Reversible) 2 in 2 out (1 reversible) 2 in 3 out
Type of Card Reader HID-Max Prox 12" x 12" HID-Max Prox 12" x 12" HID Max Prox 12" x 12"
No. of Tickets
Issued Per Year 300,000 200,000 400,000
No. of Full Signs 2 2 1
Proxcard Type HID Part #1326LMSMV HID Part #1326LMSMV HID Part #136LMSMV
Ticket Spitter
Information TD-249 TD-249 TD-249
Exit Ticket Spitter
Information N/A SST Exit Verifier Model #ML-
3000 N/A
Cash Register Auditor Powerpad Fee
Computer
Auditor PowerPad Fee
Computer Auditor PowerPad fee Computer
Interface Program ScanNet Central Mgnt System ScanNet Central Mgnt System ScanNet Central Mgnt System
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Appendix D: FUNCTIONAL AND TECHNICAL REQUIREMENTS
It is the intent of the City to have incorporated, included or provided as many as possible of the
following functional and technical requirements in the Proposer’s solution provided herein. The
City reserves the right to remove, add or prioritize any and/or all requirements contained herein
without prior notice to Proposers. This list is not prioritized but only generally functionally
grouped together.
GENERAL REQUIREMENTS
The system shall be a gated PARCS with the following subsystems:
1. Central Management System (CMS): CMS shall be a network consisting of server, task or
subsystem computers, and workstations that provide on-line monitoring and control of all
PARCS devices. Through information generated by the system reports, complete CMS shall be
capable of:
a. Correlating Revenue Control System (RCS) and Access Control System (ACS) entries and
exits with vehicles present;
b. Reconciling time parked with revenue generated;
c. Providing independent and consolidated occupancy and activity counts for RCS and ACS
systems; and
d. Monitoring of all lane equipment.
2. Revenue Control System (RCS): For parkers who pay for parking on each visit, an RCS in a pay-
on-foot (POF) and pay-at-exit (PAE) configuration shall be deployed.
3. Access Control System (ACS): For regular parkers who will either prepay or prearrange for
payment of contract and/or monthly parking, an ACS using proximity reader technology shall be
provided as specified herein. Payment shall be made either through automatic credit card
charge or through manual payment. These parkers shall bypass ticket/cash payment system.
4. Primary components of the integrated system shall include:
a. CMS, including all required hardware and software.
b. RCS consisting of entrance stations, exit stations, automated payment machines and
machine-readable fee computers.
c. ACS consisting of proximity card, local controllers and central computer with software
and associated peripherals.
d. Barcode Reader System as follows:
i. At entrance stations and exit stations to accommodate on-line reservation
program utilizing barcode passes.
ii. At automated payment machines, entrance stations, exit stations and machine
readable fee computers to apply barcode validations to patron tickets.
e. A mass validator as specified herein.
f. Parking barrier gates for gated control points.
5. Additional components and accessories include:
a. Loop detectors
b. Fee displays
c. Initial supply of operating stock items
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d. Spare components and parts
e. Machine readable validation devices (off-line validators)
f. Dynamic message signs
g. Telephone dialer intercoms
6. Base system Configuration:
a. System shall consist of all lane equipment as indicated on the construction documents.
Documents for a total of three (3) facilities are to be included.
b. Remote gate up control for all lanes shall be via CMS computer
c. Each structure shall be a separate parking zone for occupancy and count purposes.
7. Central Management System Server and Software:
a. Central management system server(s), ACS controllers, and related task/subsystem
controllers shall be furnished and installed in the Server Rooms located at the Marsh
Street Structure.
b. CMS Server(s) to be rack mounted pm server racks provided by City of SLO.
c. All necessary PARCS CMS software shall be provided including but not limited to
Revenue Control, Access Control, Credit Card Software, Count, Database, Application,
PCI and any and all software necessary to provide a fully operation PARCS with full PCI
compliance.
d. The server and/or workstation computers will be used for system administration,
programming and consolidation of data.
e. Final location of servers is to be coordinated with City of SLO.
8. System Workstations:
a. System workstations to be provided at the Parking Services Office located at 1260 Chorro
Street. Final location within office to be coordinated with the City of SLO.
9. Remote Workstations:
a. Provide software to allow users to use their existing desktop computers or laptops to
access the system server via a web browser application and an existing network.
b. Workstations connected via a web browser or network shall have all the functionality of
a regular workstation connected to the PARCS network.
c. Provide license/software for five (5) remote locations at locations to be determined by
the City of SLO.
10. System Architecture:
a. System architecture shall be similar to existing as illustrated herein. System shall include
automatic fail-over capacity.
11. Parking Management Office:
a. Software and other accessories shall be furnished in the Parking Services Office.
b. Location in the Parking Services Office shall be coordinated and selected by the City of
SLO.
12. Electronic On-Line Validation System:
a. System shall incorporate an electronic on-line validation system as specified herein.
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13. System Expansion:
a. System shall be designed to be expandable to include any and all of the following:
i. Minimum of ten (10) facilities including surface parking lots and structures.
ii. Integrated parking guidance by facility of individual parking stall
iii. Additional APM locations
iv. ACS utilizing an automatic vehicle identification reader technology
v. ACS utilizing long range proximity card technology
vi. Each APM, ENX, EXS and fee computer shall be expandable to accept credit card
chip, pin payment, phone payment and other additional payment technologies.
14. Other:
a. New loops to be provided at all lanes to facilitate new equipment operations. A total of
two (2) loops per lane shall be included with bids. Contractor shall specify additional loops
with bid, if required. Existing loops are not to be reused. Cut, wire and seal all new loops.
b. Provide barrier gates with straight or articulating gate arms, as required in sufficient
length to prevent vehicles from exiting when in the closed position.
c. All ENS’s, EXS’s, APM’s and Fee Computers to be equipped with barcode readers.
d. All ENS’s, EXS’s and APM’s to be equipped with voice over IP intercom units. Intercom
system shall ring at the Parking Services Office and/or locations at times as programmed
by the City of SLO.
e. Bidder to provide on faceplate of each ENS, EXS and APM adjacent to intercom push
button to identify location of patrons. Number format to be determined by the City of
SLO.
f. Bidder to reuse existing or provide new protective bollards as determined by City of SLO
to protect all equipment.
Proposer shall provide all equipment necessary to perform the services in this RFP. The cost
for any additional equipment or supplies not included above will be reimbursed by the City
only with prior written approval. These items may include but are not limited to upgraded
equipment purchases, general supplies, and any other items required to perform services
related to this RFP.
WORK SHALL INCLUDE:
1. The design, fabrication, delivery and installation of all new PARCS equipment as
described herein. All equipment shall comply with all applicable codes and standards
including State and Americans with Disabilities Act.
2. Bidder shall include all required power conditioners in bid amount if PARCS system or
any component thereof requires power differing from that currently existing at eac h
site.
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3. Provide information to the City of SLO about type, and location of high speed data
communications lines needed for credit card processing system within three weeks
after notice to proceed. The City of SLO to provide high speed communication lines
from system server locations to each facility.
4. Remove from site all existing parking equipment and coordinate disposal with the City
of SLO.
5. Replace all device control and communications wiring in existing conduit to existing
lanes and provide all additional communications wiring required for manufacturers
system architecture and design. Bidder shall include all communications wiring and
any additional power wiring and conduit required by Bidder’s system in bid amount.
6. Bidder will work with the City of SLO IT department to verify and identify available
fiber to be used.
7. Terminate and connect all communications and power cabling. Install all Bidder
supplied equipment and the interconnection with and City of SLO supplied
equipment. Furnish and install all network and internet connection devices,
electronics, and equipment for communications network.
8. All conduit added to existing islands or paving shall be cut into concrete or asphalt and
patched.
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