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HomeMy WebLinkAboutCity of Bozeman RFP Parking Enforcement and Permitting Software Question ResponsesPage 1 of 5 Responses to Questions regarding RFP for Parking Enforcement and Permit Software 1. The RFP mentions the need to integrate into the City's existing hardware. Please provide specifics, i.e. brand/model/function, regarding said hardware. The City of Bozeman uses Genetec Fixed and Mobile LPR Cameras to enforce on street parking and garage parking. Also, the City uses Luke II Pay Stations supported through the T2 Iris Software. Finally, the City uses a private label app supported by Passport. 2. How many Genetec fixed cameras does the City currently use? Twelve fixed camera units--6 entrances and exits with 2 cameras per an entry/exit. 3. How many Genetec mobile vehicle cameras are used? Three vehicles are outfitted with the Genetec mobile vehicle cameras. 4. For the purpose of licensing, In regards to the back-end administrative parking management software, what is the maximum number of personnel that will need to be logged on and using the software at the same time? Approximately six people use the software on a daily basis, but the City would like to have up to 10. 5. The RFP mentions a 90 day implementation timeline. Is this flexible in regards to new development/integrations that may be needed, and if so, to what degree is the timeline flexible? The ideal is for current operations to be uninterrupted during the transition and for the City to begin utilizing the new software to issue permits and enforce regulations within 90 days. We have a limited window when the City is not actively selling permits or issuing renewals. 6. The RFP mentions the desire to work with a software provider that will implement their software at little to no cost to the City. Please clarify if this is referring to line-item costs specifically associated with installation of software on a Cloud or on-premise server or if this refers to costs beyond installation. The City is seeking a provider who will have low to no cost for installation, record transfers, and the effort required to fully implement a new system. A little to no cost implementation would illustrate to the City commitment to working with City staff for the long term. 7. How many mobile enforcement devices are utilized and what type/operating system are those devices? Currently, Parking Enforcement Officers use an app on their City issued iPhones which run the iOS platform. They also have wireless printers. Four officers utilize this technology on a regular basis. We have 8 total devices registered with our software now. 8. In regards to the transfer of data from the current software provider mentioned in the RFP, how many years of data are you planning for Page 2 of 5 conversion purposes? The City currently has data and records dating back to 2007. It is in the best interest of the City to convert as many of those records as possible to a new software. Under the City’s records retention policy, all citation records need to be retained for at least three years. There is not guidance from the State for permits and appeals. However, the City is assuming a minimum of three years for retention of permit and appeal records. 9. In regards to the transfer of data from the current software provider mentioned in the RFP, are you requiring images to be included? Images for any citation records still governed by the three year citation retention policy will need to be transferred to a new software. 10. What is the term of the contract? This is open to negotiation. The City prefers a longer term contract to allow time to build a relationship with the vendor and work out any initial implementation bugs. Ideally, any term contract would last for a minimum of three years. 11. Section IV. Proposal Requirements; Letter D indicates that Firms should provide a response to “General and Technical Requirements.” What would the City like to see in response to this section? The City would like to know what, if any, software or hardware would need to be purchased or licensed for a new product to work. For example, if an enforcement mobile app only works on Android or iOS. 12. Section X. Form of Agreement states “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.” There is no Attachment B included in the RFP document and Appendix B is a Cloud Services Questionnaire. Is the questionnaire what the City is referring to in Section X or is there an additional agreement that the City can provide for Firms’ review? Our Professional Services Agreement is here: https://bzncloud.bozeman.net/s/Xop2W6gGxdmnC9J 13. What percentage of citations go uncollected each year? Last year, we had about 15% of citations go uncollected. 14. Will the City be able to receive the Originating Agency Identifier from the police department so that Vendors can enable the NLETS service for registered owner lookups? The City does not have clear guidance about the State of Montana’s policy on the Originating Agency Identifier and how it can be used. The City would prefer to review a proposals that includes other options for looking up out-of-state vehicles than just reliance on the NLETS service. 15. Will the City please describe in detail the expected integration with the City’s finance department software (Central Square / Naviline)? Right now, City Page 3 of 5 staff has to do a good deal of moving revenue manually from the enforcement software to the finance software. The City is interested in a way to automate such a process. The City will look for examples of how a vendor has automated similar processes. 16. Does the city currently charge a convenience fee for citations paid online? Would the City approve passing the convenience fee on to the violator? Yes, the City charges a fee. Yes, the City would like to continue to pass along that fee. 17. Could you explain what kind of occupancy data you are looking for in your reporting? Is this a report that cannot be found in Genetec’s software? We are interested in everything from live occupancy reports to occupancy over time to a software that allows us to track zones that are utilized more than others. 18. What is the structure of your parking management team? Do you have a dedicated person on staff who will manage the parking technology system? The team currently consists of four parking enforcement officers, a parking finance clerk, and a parking manager. Staff additions currently under consideration are additional enforcement officers and facilities management. At this time, there is no consideration to add a dedicated team member to do technology management. 19. How many concurrent mobile enforcement officers or hand held devices would the city want? At this time four, but with plans to add additional officers as needs dictate. 20. How many concurrent users does the city need for access to the back end parking management application? The City needs to have five to ten users on the back end at any given time. 21. Was the city required to go to bid? Yes, the City has valued this contract at approximately $80,000 which requires the City to go to bid. 22. Is the intent to replace the current solution? Yes, should the city choose a vendor who is not our current software provider, the goal is to replace the current software. 23. Are you planning to standardize on pay by plate technology? We plan to use pay by plate as our model going forward. A pay station option will continue as well as the mobile app. The City is open to a model than would integrate both the pay stations and mobile app into one software. 24. What are the different permits types and costs for each? Below is a listing of our permit types and their cost. GB – Garage Basement –$90 monthly GM- Garage Main - $80 monthly or $864 annual LB – Black Lot - $60 monthly or $648 annual Page 4 of 5 LR – Rouse Lot - $60 monthly/$648 annual LW- Willson Lot - $60 monthly/$648 annual TD- On Street Downtown Temporary Permit $20 per spot per day Residential/Employee/Visitor Parking Permit- Bozeman High School and MSU—$30 per Year Service Provider Permits—$10 per year 25. Does the city require a payment portal option for violators to pay their tickets online? Yes. 26. How many transactions/records need to be migrated as part of the requested data transfer? The City requires all records from the last three years to be migrated. In the last three years, the city has issued approximately 45,000 citations and issues 3,000-4,000 permits per year. 27. Does the city require only 4 handheld devices for each of the PEOs or does the city prefer additional units? If so, how many in total? Four units for now with the option to expand should needs dictate. 28. Does the city require citizen self-serve court scheduling? No, we have an appeals process that typically do not involve the courts. 29. Does the city require a hosted solution? The City prefers a cloud solution. However, the City will consider on premise solutions should the solution provide enough value to the city and meet the City’s needs. If the respondent provides both, please provide price and technical information for both on-premise solutions and cloud solutions. 30. Does supplier require to support citizen questions if solution is intuitive? The City will handle most day-to-day support questions, but would like the vendor to have options for City staff to reach out regarding citizen questions. 31. Does the city want to import any legacy data from previous vendor? Yes. See answers to #8 and #26. 32. Can any fees be pushed to the customers? Yes, see #16 as well. 33. Will a certificate of insurance need to be submitted with the RFP response or once the contract is awarded? The City does not require Certificate of Insurance until the contract is negotiated and awarded. 34. Whether companies from Outside USA can apply for this? (like, from India or Canada) Yes, but any data must be stored in the United States as outline in our cloud computing policy. 35. Whether we need to come over there for meetings? The City has a preference for in-person demos and interviews. However, the City recognizes with the current Covid-19 pandemic and other constraints in-person may not be possible and can arrange for a virtual option. Page 5 of 5 36. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) Tasks may be performed outside the United States, but any and all data need to remain in the United States. 37. Can we submit the proposals via email? Yes, this is preferred 38. Where would you like Appendix B located in the proposal? In the technical requirements? The Cloud Questionnaire should be submitted as its own appendix. 39. Under Section VI. Amendments to Solicitations it states: "The deadline for questions related to this document is 5:00 PM MDT on Monday, June 7, 2021." However, under Section V. Timelines, Delivery Deadline, and Instructions, the table states the deadline for questions and expressions of interest is Friday, June 4, 2021. Could you please clarify the due date and time for questions regarding this RFP? Questions submitted by Monday, June 7th at 5:00 PM were included in these responses.