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HomeMy WebLinkAboutRFP - Parking Enforcement and Permitting Software May 2021 REQUEST FOR PROPOSALS (RFP) SOFTWARE FOR PARKING ENFORCEMENT AND OPERATIONS CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 May 2021 pg. 2 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to provide for parking enforcement and operations software. The software capabilities should include, but is not limited to, the ability to integrate into the City’s existing hardware, citations and permit services, a proven ability to manage parking in several environments such as on-street, surface lots, and in parking garages, and exemplary customer service with a focus on strong support and continued innovation. Copies of the Request for Proposals are available on the City’s website at https://weblink.bozeman.net/WebLink/DocView.aspx?id=237243&dbid=0&repo=BOZEMAN. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP Recipient email address below. Respondents are advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is separately notified via email of same, prior to the given deadline. Deliver RFPs via email to the City Clerk by June 18, 2021 at 4:00 PM MDT. It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned unopened. The email address for submission is: agenda@bozeman.net NON-DISCRIMINATION AND EQUAL PAY The City of Bozeman is an Equal Opportunity Employer. Discrimination in the performance of any agreement awarded under this RFQ on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. As such, each entity submitting under this notice shall include a provision wherein the submitting entity, or entities, affirms in writing it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and which also recognizes the eventual contract will contain a provision prohibiting discrimination as described above and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts. pg. 3 In addition, pursuant to City Commission Resolution 5169, the entity awarded a contract under this RFQ and any subcontractors must abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and affirm it will abide by the above and that it has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk (406) 582-2321, agenda@bozeman.net. Questions relating to the RFP should be directed to: Mike Veselik, Interim Parking Manager, 406-582-2919, mveselik@bozeman.net DATED at Bozeman, Montana, this Friday, May 21, 2021. Mike Maas City Clerk City of Bozeman For publication on: Sunday, May 30, 2021 Sunday, June 13, 2021 pg. 4 I. INTRODUCTION The City of Bozeman (Owner), is seeking proposals from firms to provide software services to Bozeman Parking Services Division. The services will be used to issues citations, permits, conduct an appeals process, and collect and share parking operations data. Parking Enforcement Officers, Parking Manager, Finance Staff, Policy staff and the general public will all utilize the software in day-to-day operations. The software provider should have a proven track record of successful software implementations and customer service as shown by responsive support and a culture of innovation. The Owner intends to enter into a contract with the selected firm that will include an implementation of new parking enforcement and permitting software, an annual license to use the software, and the opportunity to renew the software licenses annually as long as both parties are in agreement. The contract will also include training for staff, a campaign to educate residents about the new features of the software, and an on-going, robust support relationship with the software provider. This RFP shall not commit the Owner to enter into an agreement, to pay any expenses incurred in preparation of any response to this request, or to procure or contract for any supplies, goods or services. The Owner reserves the right to accept or reject all responses received as a result of this RFP if it is in the Owner’s best interest to do so. This procurement is governed by the laws of the State of Montana and venue for all legal proceedings shall be in the 18th Judicial District Court, Gallatin County. By offering to perform services under this RFP, all Submitters agree to be bound by the laws of the State of Montana and of the Owner, including, but not limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc. II. PROJECT BACKGROUND AND DESCRIPTION The City of Bozeman Parking Services Division consists of a parking manager, four parking enforcement officers, a parking finance clerk, and several staff members who assist with matters related to parking. The City of Bozeman also has a seven person Parking Commission which oversees policy direction for parking in the City. The City currently operates one structured parking facility with 435 stalls (the Bridger Parking Garage), four surface lots with a total of 177 stalls, two residential parking permit districts, and a timed downtown parking district. In addition, the City issues approximately 18,000 citations per year, processes approximately 2,000 appeals, and issues more than 2,300 permits per year. The City is interested in exploring future projects including, but not limited to, additional permit zones, a new permit program for employees, paid on-street parking and in city-owned surface lots, and the continued use of technology and data to inform policymaking. pg. 5 The City of Bozeman Parking Services Division utilizes T2 Flex as its current enforcement and permit provider. The City entered into a contract with T2 for these services in 2018. At that time, the City decided to use both fixed and mobile license plate reader (LPR) technology as the main tool for enforcement. The LPR hardware and software was provided by Genetec and Route 1. The City also installed three T2 Luke II pay stations in the garage. In addition, the City transitioned to a digital permit environment. Recently, the City of Bozeman also launched a private label paid parking app, PARK BZN, provided by Passport. These changes positioned the City at the cutting edge of enforcement and permit technology and met our needs at the time. As the City continues to expand its parking services operation with a focus on customer service, the software used to conduct business should meet expanding needs with innovation. III. SCOPE OF SERVICES Overview: The City of Bozeman is posting an RFP for parking permit and enforcement software. The City recognizes that in the three years since its last RFP, the parking software landscape has changed significantly. It is in the best interest of the City to pursue software that is at the cutting edge of technology, compatible with our existing physical assets such as our mobile and fixed LPR technology, and provides an excellent experience for both our customers and our staff. Implementation: Upon completion of RFP process and negotiation of a contract, the parking software provider awarded the contract will have ninety (90) days to complete the implementation of any new software systems. The implementation will include, at minimum, weekly check ins with the Bozeman Parking staff, the transfer of all data from the current software provider to a new platform including, but not limited to, citation data, appeals records, vehicle records, and current and expired permits. Further, the implementation should result in minimal downtime and little to no impact on enforcement operations or the general public’s experience. City staff and the awarded software provider will work together to set an implementation schedule that does not impact city operations. The software provider will appoint a staff member to the implementation team who has conducted a similar transition in the past and has worked with the City or in a similarly sized parking operation to serve as the main point of contact on all implementation related issues. Further, the ideal software provider will implement their software with little to no direct cost to the City. Compatibility: Any new enforcement and permits software must be compatible with technology currently use by the City. Technology used by the City includes: • Genetec and Route 1 mobile and fixed license plate readers pg. 6 • Three Flex Luke II Paystations • Passport Mobile App, including the PARK BZN private label app • Central Square/Naviline, our finance department’s software Enforcement: Enforcement technology must allow for ease of use on a mobile device and with our current fixed and mobile LPR technology for enforcement officers. The software should communicate regularly with the paystations, mobile app, and permit database to ensure all information is up to date. The preference for the enforcement software to be updated at least once per minute regarding new parking sessions or permit purchases. Officers should have the option to either print tickets on site or send tickets via mail to the registered owners of the vehicles. The software should have several options in compliance with Montana State Law and Policies for looking up registered owner information for both in-state and out-of-state vehicles. Additionally, any proposal that includes options to improve enforcement in the Bridger Parking Garage and increase efficiencies is welcome. The Bridger Parking Garage is currently a pay-by- plate paystation or mobile app and permitted environment with a fixed LPR for enforcement. Permits: Digital permits are the preferred permit methodology for the City. The City currently enforces two permitted residential zones, Unified Development Code permits for the garage, and annual and monthly permits in the surface lots and garage. In the future, the City would like to expand these options to include additional residential areas and an employee permit program for downtown businesses. Further, the City may look to acquire additional surface parking lots or parking structures that may require permitted environments. An ideal system would allow for convenient permit management for current permit holders, automated renewal notices, a maximum of five minutes for a reasonable user with all required documentation to apply online for a permit, and require minimum staff interventions to keep the permit system up to date. Further, an ideal system would allow a reasonable customer to update the license plate information on a visitor permit in less than 30 seconds from either a mobile or desktop platform. Any time requirements will be assessed in a demo environment should interviews and demos be conducted. User Interface: Any software should have a clean, well-designed user interface (UI). The UI should be intuitive for both City Staff and the customers. The UI should have accessibility features as required by the Americans with Disabilities Act. Further, the UI should be operable on both a mobile and desktop operating system. Additionally, the UI should allow staff to easily make edits to any documents such as renewal notices and appeal letters without the need for additional payment or software. The UI will be considered during the demo/interview phase of the process should the City choose to conduct that step. Reports from Data: A modern, 21st century parking operation requires high quality data to make informed decisions. The awarded software provider needs to have the capability to provide reports from their data including, but not limited to, daily transactions, monthly pg. 7 transaction reports, types of citations issues, where citations are issued, permit usage, and occupancy data in garages, surface lots, and on-street areas managed by the City of Bozeman Parking Services. Data Storage: The software provider must comply with the City of Bozeman’s cloud software policy as seen in the appendix. Customer Support, Services, and Training: The software provider should have a proven track record of excellent customer service. Customer service should focus on providing ample support to both staff and the general public. Trainings for current staff and any new staff, basic database maintenance, and demos for new customer groups should all be included in the cost of the software services. The best software providers will submit a proposal outlining the staff dedicated to the City’s accounts and their experience include transition to any new platforms. References: Software providers should submit no less than three references who can attest to software performance, customer service, and the transition team provided. Montana State University: Montana State University may choose to participate in an enforcement and permit software system operated by the software provider. Montana State University may choose to utilize this RFP as a selection process. Vendor and Montana State University will develop a separate instance of the software to best suit the University’s needs. This is not a guarantee that Montana State University will participate in selection process or choose to use the software provider. IV. PROPOSAL REQUIREMENTS Firms interested in providing the services described above are requested to submit the following information. Responses to each item should appear in the same order as in this RFP and should identify the item to which the responses applies. a) Executive Summary b) Firm/Individual Profile c) Scope of Project d) General and Technical Requirements e) Related Experience with Projects Similar to the Scope of Services f) Proposed Implementation Schedule g) Recent and Current Work for the City of Bozeman h) References i) Training and Customer Service Plan j) Price Proposal k) Affirmation of Nondiscrimination (see Appendix A) Non-completion of the Affirmation of Nondiscrimination is cause for disqualification of firms. pg. 8 V. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS EVENT DATE/TIME Publication dates of RFP Sunday, May 30th, 2021 Sunday, June 13th, 2021 Deadline for Questions and Expression of Interest Friday, June 4th, 2021 Deadline for receipt of proposals Friday, June 18th, 2021 Evaluation of proposals No Later than July 1, 2021 Interviews (if necessary) and Demonstration of Software Product No Later than July 28, 2021 With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline. Deliver RFPs via email to the City Clerk (agenda@bozeman.net) by 4:00 PM on Friday, June 18, 2021. It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned unopened. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP Recipient email address agenda@bozeman.net. Respondents are advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is separately notified via email of same, prior to the given deadline. VI. AMENDMENTS TO SOLICITATION Any interpretation or correction of this request will be published on the City’s webpage. The deadline for questions related to this document is 5:00 PM MDT on Monday, June 7, 2021. VII. CONTACT INFORMATION Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk, (406) 582-2321, agenda@bozeman.net Questions relating to scope of services should be directed to: Mike Veselik, Interim Parking Manager, (406) 582-2919, mveselik@bozeman.net pg. 9 VIII. SELECTION PROCEDURE A review committee will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and may arrange interviews with the finalist(s) prior to selection. Selection may be made directly based on the written RFP submission. If interviews occur, the selection of finalists to be interviewed will be made by a selection committee representing the City of Bozeman. The selection of interview candidates will be based on an evaluation of the written responses to the RFPs. All submitted proposals must be complete and contain the information required as stated in the "Request for Proposals.” IX. SELECTION CRITERIA Proposals will be evaluated based on the following criteria: • [5 points] Executive Summary • [10 points] Implementation Schedule and Staffing • [20 points] Compatibility with Existing Hardware • [20 points] User Experience with software • [20 points] Permit and Enforcement Uses • [20 points] Customer Service, Support, and Trainings • [10 points] Current Work and Experience with the City • [10 points] Direct Cost to City and value to customers of the City X. FORM OF AGREEMENT The Contractor will be required to enter into a contract with the City in substantially the same form as the professional services agreement attached as Attachment B. XI. CITY RESERVATION OF RIGHTS / LIABILITY WAIVER All proposals submitted in response to this RFP become the property of the City and public records and, as such, may be subject to public review. A SUBMISSION IN RESPONSE TO THIS REQUEST FOR QUALIFICATIONS CONFERS NO RIGHTS UPON ANY RESPONDENTS AND SHALL NOT OBLIGATE THE CITY IN ANY MANNER WHATSOEVER. THE CITY RESERVES THE RIGHT TO MAKE NO AWARD AND TO SOLICIT ADDITIONAL REQUEST FOR QUALIFICATIONS AT A LATER DATE. pg. 10 A. This RFP may be canceled or any or all responses may be rejected in whole or in part, as specified herein, when it is in the best interests of the City. If the City cancels or revises this RFP, all Respondents who submitted will be notified using email. B. The City reserves the right to accept or reject any and all proposals; to add or delete items and/or quantities; to amend the RFP; to waive any minor irregularities, informalities, or failure to conform to the RFP; to extend the deadline for submitting proposals; to postpone award for up to 60 days; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFP and if multiple awards or phases are determined by the City to be in the public interest. C. The City of Bozeman reserves the right to reject the proposal of any person/firm who previously failed to perform properly to the satisfaction of the City of Bozeman, or complete on time agreements of similar nature, or to reject the proposal of any person/firm who is not in a position to perform such an agreement satisfactorily as determined by the City of Bozeman. D. The City of Bozeman reserves the right to determine the best qualified Contractor and negotiate a final scope of service and cost, negotiate a contract with another Contractor if an agreement cannot be reached with the first selected Contractor, or reject all proposals. E. The professional services contract between the City of Bozeman and the successful Contractor will incorporate the Contractor's scope of service and work schedule as part of the agreement (see Appendix B for form of professional services agreement. The professional services agreement presented to the Contractor may differ from this form as appropriate for the scope of services). F. This RFP does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by firms in responding to this request for proposals or request for interviews, additional data, or other information with respect to the selection process, prior to the issuance of an agreement, contract or purchase order. The Contractor, by submitting a response to this RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. G. The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises this RFP, all Contractors who submitted proposals will be notified using email. H. Projects under any contract are subject to the availability of funds. pg. 11 XII. NONDISCRIMINATION AND EQUAL PAY POLICY The City of Bozeman requires each entity submitting under this notice shall affirm, on a separate form provided, that it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, sexual preference, gender identity, or disability in fulfillment of a contract entered into for the services identified herein and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts it enters into in the fulfillment of the services identified herein. Failure to comply with this requirement shall be cause for the submittal to be deemed nonresponsive. The City also requires each entity submitting under this notice shall affirm it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. XIII. MISCELLANEOUS A. No Oral Agreements. No conversations or oral agreements with any officer, employee, or agent of the City shall affect or modify any term of this solicitation. Oral communications or any written/email communication between any person and City officer, employee or agent shall not be considered binding. B. No Partnership/Business Organization. Nothing in this solicitation or in any subsequent agreement, or any other contract entered into as a result of this solicitation, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the respondent and the City. C. Employment Restriction and Indemnity. No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each Respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums in any way related to each respondent’s officers, employees, contractors and consultants. pg. 12 D. Accessibility. Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For further information please contact the ADA Coordinator Mike Gray at 406-582-3232 or the City’s TTY line at 406-582-2301. E. Procurement. When discrepancies occur between words and figures in this solicitation, the words shall govern. No responsibility shall attach to a City employee for the premature opening of an RFP not properly addressed and identified in accordance with these documents. F. Governing Law. This solicitation and any disputes arising hereunder or under any future agreement shall be governed and construed and enforced in accordance with the laws of the State of Montana, without reference to principles of choice or conflicts of laws. XIV. ATTACHMENTS The following exhibits are incorporated in this RFP: Appendix A: Non-Discrimination Affirmation Appendix B: Cloud Data Questionaire END OF RFP pg. 13 Attachment A NONDISCRIMINATION AND EQUAL PAY AFFIRMATION ____________________________________(name of entity submitting) hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and acknowledges and understands the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatments or proposer’s employees and to all subcontracts. In addition, ____________________________________(name of entity submitting) hereby affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. ______________________________________ Name and title of person authorized to sign on behalf of submitter pg. 14 APPENDIX B: Cloud Services Questions 1) Service levels: What level of service should we expect? What is the City’s recourse for excessive downtime? Refund of percentage of monthly fee? 2) Data ownership: Who owns the data we provide and what can be done with the data? 3) Data security: How secure is our data and how is it being kept secure? a. If this is a multi-tenant environment on the same hardware how is our data kept separate and secure from other customers, including any PII (Personally Identifiable Information) that may be gathered? b. If PII is gathered, is it encrypted in transit and at rest? c. If credit card transactions are occurring is your system fully PCI compliant? 4) Data integrity: What do you do as a vendor to ensure our data maintains its integrity? 5) We require data centers to be located in the United States: What country will our data be located in? 6) Responding to legal demands to disclose data: What is your process when someone subpoenas or requests our data from you as a vendor? 7) Reporting: What is your protocol for data breaches? 8) Disaster recovery: What protections/protocols do you have in place to mitigate disasters? 9) Business continuity: If you decide to bring your business to an end what happens to our data? 10) Termination rights and consequences: What is your termination policy both for you as a vendor and us as a customer? 11) Exit: If we exit our relationship what format can we get our data in and what assistance will you give us in transferring our data to us in a usable format? pg. 15