HomeMy WebLinkAboutUPsafety Response to the City of Bozeman, MT RFP - Software for Parking Enforcement and OperationsPREPARED FOR
City of Bozeman, MT
Parking Enforcement & Permit Management Software
321 Morris Road
Fort Washington, PA 19034
POPPY GULOIEN
403.998.7972
poppyguloien@t2systems.com
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UNITED PUBLIC SAFETY
TABLE OF CONTENTS
Cover Letter .............................................................................. 3
Section A Executive Summary .................................................................. 4
Section B Firm / Individual Profile ............................................................ 7
Section C Scope of Project ..................................................................... 12
Section D General and Technical Requirements ................................... 19
Section E
Section F
Related Experience with Projects Similar
to the Scope of Services ........................................................ 76
Proposed Implementation Schedule ..................................... 77
Section G Recent and Current Work for
the City of Bozeman ............................................................... 78
Section H
Section I
References .............................................................................. 79
Training and Customer Service Plan ...................................... 81
Section J
Section K
Price Proposal .......................................................................... 82
Appendix A (Affirmation of Nondiscrimination) .................... 88
Appendix B (Cloud Service Questions) ...................................... 89
UPsafety Addendum (Clarifications to Response) .................. 92
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Mr. Mike Veselik
City of Bozeman, MT
PO Box 1230,
Bozeman, MT, 59771-1230
June 18, 2021
City of Bozeman, MT Parking Management Team,
T2 Systems has been proud to work with the City of Bozeman for the past four years with our Flex and
FlexPort Solution suite including fixed and mobile LPR. T2 is dedicated to being an innovative leader in
the parking management technology industry and since we were founded in 1994, we have had one goal:
to improve the parking experience.
In response to your RFP, we would like to propose migrating the city to our United Public Safety cloud
solution. In October of last year, T2 Systems acquired United Public Safety, a permitting and enforcement
solution designed for the municipal market which we believe will address the goals that have been
outlined by the City of Bozeman. We understand your goals to include:
o a simple and intuitive user-friendly interface for both the city staff and your patrons
o fast and easy to use parking permit assignment
o streamlined implementation timeline to meet your 90-day requirement
o cost-effective solution
o fully integrated with your existing solutions including Genetec fixed and mobile LPR, Luke
II pay stations, Naviline, Passport Mobile Payment, and T2 Citation Services
o simplifying the citation issuance at the Bridger Parking Garage with automated system
citation issuance
T2 acquired this rapidly growing company to complement our existing offerings within the municipal
market. This is a proven solution with over 100 municipal clients since being formed in 2012.
In this proposal, we intend to demonstrate this system will meet the current needs of the city not only
today but in the future.
We look forward to the opportunity to demonstrate this solution to the city and continuing our
partnership for years to come.
Sincerely,
Poppy Guloien
Poppy Guloien
Regional Sales Manager
Poppy.guloien@t2systems.com
403-998-7972
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Section A Executive Summary
We will provide a cutting edge, real-time digital permitting & enforcement platform to the City of
Bozeman, including four (4) handhelds with Android software for infraction validation and citation
issuance, a site license to our Microsoft Azure cloud-hosted management portal for the processing and
analysis of Citation, Permit and Integrated App activity, and a fully branded and customized Citizen
Connect™ that empowers the city’s patrons to manage their account, purchase permits, pay or dispute
citations. As more fully described in our technical response, all three systems work together in real-time to
ensure that updates in any one facet propagate to the others immediately.
This includes virtual permits being available for sale through the Citizen Connect™ from the moment they
are created by Administrators; that same permit being enforced by handheld or vehicle mounted ALPR
from the moment the permit is sold, and for an officer on the street to be guided to chalks generated by
an ALPR car, or another officer, minutes before they expire. Real-time integration to all major pay-by-cell
providers, kiosk providers, and ALPR providers – as well as over 30 other partner integrations and more
being added regularly.
We understand the City of Bozeman’s goals and here is how we feel the UPsafety solution will meet them:
• Implementation – we understand that it is important to the city to have a new system
implemented within 90 days with little or no cost for implementation and UPsafety can meet this
timeline. The city will have a dedicated specialist assigned to work with them to configure the
system to meet their objectives and they will work on a project implementation plan that will
cause little to no disruption of the city’s current enforcement operations. Because the city’s data is
currently hosted on T2Flex, conversion to the UPsafety product will be fast and seamless. Beyond
just software features, we fully understand that implementation, training and support for the life
of the project are equally critical. That is why, if selected, our customizations start with fully
understanding what makes Bozeman’s parking operation unique. In line with what we discover,
our team begins the customization process. This includes:
Mapping the currently utilized parking ticket to a format that is user friendly to
constituents, fast to issue for officers, and fully acceptable by local ordinance;
Customizing the functionality of the application, by mapping street names to GPS
locations, customizing your Chalking, Meter, and Booting functionality and formalizing
your citations escalation path;
Working with disparate vendors and utilizing T2 internal pay station and Flex
resources to seamlessly integrate the flow of the data in the way the city prefers;
As well as fully converting and visualizing all data required from existing ticket &
permit records.
• Compatibility – the UPsafety PE solution is compatible with all the city’s existing technology
including: Genetec, Route1, LUKEII pay stations, Passport Mobile Payment, T2 Collection Services
and Central Square/Naviline.
• Enforcement - CiteStream™ ALPR puts the functionality of a full car-mounted ALPR system in the
palm of your officer’s hand, allowing the Android device to check payment, scofflaw, permit and
overtime status as soon as a license plate comes in to view of the camera. Transactions from the
Citizen Connect™, the LUKE II pay stations and the Passport Mobile Payment solution will be
updated on the handheld devices in real-time for up-to-date enforcement. The UPsafety
handhelds receive all HIT notifications from the mobile LPR vehicle both on a map view as well as
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a list view. This empowers your enforcement officers to locate the vehicles the LPR vehicles has
identified to cite without them being in the LPR vehicle. Keeping your LPR vehicle moving and
continually scanning plates while officers on foot follow behind to issue citations brings a whole
new level of efficiency.
• Integration with Genetec™ AutoVu™ Free-Flow - For off-street enforcement parking lots the
city is enforcing with Free-Flow, HITS can be sent directly to the UPsafety Cloud, where electronic
tickets can be generated automatically. Once the tickets are generated, the city can send notice
letters to registered owners of vehicles with a notice letter. Tickets generated through this
integration can be altered in the Cloud as needed before notices go out, allowing for a manual
vetting process, but only if needed.
• Residential Permitting – make it easy for your patrons to locate their residential permit zones on
an interactive map. Once they have selected the zone they live in, Citizen Connect™ will filter
down to display only the permits for sale in that zone. Or you may upload a list of addresses in
the permit zone and assign an allowable number of residential and visitor permits available to
each address. You may require that your customers upload up to five attachments for approval by
the parking office prior to authorizing the permit sale or if you prefer not to require proof the
permit can be configured not to request it. With this system, a visitor permit can have a new
license plate added to it in less than 30 seconds from any device with internet access. We look
forward to the possibility of demonstrating the permit purchasing process to the City of Bozeman.
• Our Citizen Connect™ allows each Patron full visibility into their parking account. The portal
allows comprehensive self-service permit management including the ability to add, modify and
remove vehicles, recurrently renew permits through a tokenized credit card, view the history and
disposition of all disputes and court dates and outstanding citations.
• User interface is simple, intuitive, and easily learned, set up and managed after initial
implementation and the transition to the new software can be accomplished in 90 days.
• Reports - the CityCite system comes with a dashboard of reports available on the main page.
The system also comes with some premade reports but our team will work with you to ensure
your system is set up with all the reports you need prior to go live. However, with this platform
creating reports on your own is simple. All your data is available to you at all times and reports
with groupings, filters, subtotals and totals can be created instantly with our report creation tool.
Automate the generation and dissemination of reports to emails of your choice at any regular
intervals you desire to ensure your colleagues receive the reports they need when they need them
without taking the city staff away from more important tasks.
• A fully automated notification system, which can send reminders, based on any event or interval
chosen, by mail or email.
• Nationwide owner lookups, UPsafety is committed to establishing a direct integration with the
Montana DMV with sponsorship assistance from the city but in the interim, we will provide
LexisNexis for registered owner lookups at no cost to the city until the integration is complete.
• A full Point of Sale (POS) system for more efficient, touchless, in-person interactions.
• Automatic flat file export to your hearing entity is available entirely out-of-the-box. Access to our
API for real-time integrations to other potential systems is fully included.
• Comprehensive integration to and utilization of Citation Collection Services, LLC, who will
continue to provide collections services as they have been for Bozeman so the city can continue
to benefit from their collections practices which have been returning a 73% collection rate.
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• Campaign to educate residents – the UPsafety solution is so intuitive and easy to navigate that
the city may determine that there is no need for an education campaign for residents, but we are
happy to help if need be and this can be further scoped and defined upon the award of the
contract.
• Support - Once this customization is complete, we will send your dedicated project manager and
training team to Bozeman to do an in-depth, in-person training for a minimum of two full days.
Afterwards, you will have direct access to your project manager as well as our in-house support
team, who have been trained on your unique installation. You also have access to our BrushUp
(online user manual) page through the UPsafety cloud which provides easy step-by-step
instructions with screen shots and photos for quick and easy staff on-boarding or as a reminder as
needed. This RFP response goes into great detail about the implementation process and support
and our references will attest to the high level of service they have come to expect from UPsafety.
In conclusion, we believe we have a firm grasp of the requirements of this project and understand
how our solution can meet and exceed the city’s functional requirements for a best-in-class
parking management system that does more for Administrators, Officers, Residents and Visitors.
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Section B Firm / Individual Profile
Company Name: United Public Safety, Inc.
Company Structure: S-Corp
State of Incorporation: Pennsylvania
Years In Business: 9 years
Primary RFP Contact:
Poppy Guloien
Regional Sales Manager
Telephone Number: (403) 998 7972
Fax Number: (215) 394 1959
Email Address: poppy.guloien@t2systems.com
Headquarter Address:
321 Morris Road
Fort Washington, PA, 19043
COMPANY OVERVIEW
In 2012, United Public Safety (UPsafety, a T2 Systems company)
was formed as a software arm of Two Technologies, Inc., the
manufacturer of the N5Z1 one-piece handheld (branded as
CitePro™, which our company will be proposing as a Citation
Issuance Device option to the City of Bozeman). Our vision was to
provide parking organizations of all sizes access to the most
cutting-edge technology available that amplified operational
efficiencies and supported safety initiatives. Today, our mission
remains the same: to provide every single client with a tailored,
best-in-class solution, consistently engineered to stay ahead of the
ever-changing landscape of parking enforcement technology and
practices.
The prioritization of meeting client needs, determined through individualized attention, guides our focus
on developing a solution that we know clients demand, rather than what “might be” useful. Driving value
for parking professionals and their operations has always been our core purpose. Client requests take
precedence over UPsafety’s own innovation initiatives in our software development pipeline. This is what
has allowed our product offering to excel: the shared experience and feedback of more than 170
OUR MISSION
To streamline the parking,
mobility, and transportation
experience with technology
solutions that help
organizations manage
resources, achieve goals,
and empower consumers
with choices.
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departments across 33 states that utilize our product, flowing into the same core team which has nurtured
UPsafety’s solution since inception.
In Q3 2020, UPsafety combined forces with T2 Systems, a leader in providing software solutions for the
parking industry for more than 25 years. The combination of UPsafety and T2 Systems enables more R&D
and investment in our core solution, along with additional scale to support more implementations across
North America. This means faster enhancement to products for current customers, and an expanded sale,
service, and collection organization from T2, allowing the Company to continue to grow quickly into new
markets.
UPsafety has continued to see remarkable growth over the decade with a strong portfolio of municipal
clients that recognize sustainable ROI from our solution.
Qualifications and Experience
Our approach is based on providing value to our clients – we are completely focused on your success.
We have worked with large, sophisticated IT departments on projects requiring extensive custom
development effort, complicated inter-vendor integrations, and hundreds of simultaneous users. We have
also worked with departments so small that they never believed technology would work for them. We are
as comfortable helping someone attach a file to an email as we are discussing the nuances of complex
ALPR integrations. That’s our difference: no matter the size of your department, knowledge base or
ability, we know that we only succeed when you do.
To prove our qualifications for this RFP, we will highlight areas from our prior experience particularly
relevant to the following areas:
• Similar utilization
• Integrating to disparate systems
• Processing large citation volumes seamlessly
Rather than referencing three different projects to illustrate our capabilities, we’re able to save you a bit
of time by referring to one recent deployment. Our work with The Allentown Parking Authority in
Allentown, PA, provides an example of how UPsafety is able to successfully address all three areas at
issue.
The Allentown Parking Authority has been operating UPsafety’s CityCite® platform since October of
2019. The organization uses twenty-five (25) CitePro™ handhelds in the field at any one time, issues
roughly 165,000 tickets annually, employs five active Genetec vehicle-mounted ALPR systems, and as of
the day of this writing, maintains 4,812 active virtual permits of 171 different types.
On their behalf, UPsafety sends out approximately 5,000 custom-branded notices per month, looks up
owners through our nationwide DMV retrieval, and manages state-specific programs through our direct
PA DMV integration.
During the customization process for the client, we:
• Converted nearly 10 years of data, totaling over 3 million records from their prior NuPark system
• Implemented a comprehensive fleet management capability which allows Allentown fleets to
entirely self-manage
• Customized a brand-new ecommerce site for their patrons:
https://www.tocite.net/Allentownparkingauthority/portal
• Modified our Genetec ALPR integration to allow for a smoother tracking process for officers.
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Our thinking was simple: Don’t make the ALPR car stop around the block. When a violation is found,
handhelds on the streets will be notified. That means each of the other 24 Authority officers on the street
will see electronic car chalks, permit violations and scofflaw notifications from ALPR in real-time.
Finally, to improve officer efficiency – as we will detail in our technical section – we fully integrated their
existing Barnacle booting program (https://barnacleparking.com/) into the solution. The integration was
so extensive that a Barnacle can now be deployed and released directly from an officer’s handheld, as
well as tracked via the UPsafety dashboard.
The Allentown Parking Authority is extremely satisfied with UPsafety’s CityCite solution, and we continue
to work closely together to develop features that make their operation more efficient, profitable, and
compliant, while driving ease of use and transparency for patrons.
While we believe this project with the Authority is equivalent in terms of project complexity to the City of
Bozeman, we know one reference can never be an end-all. We invite you to speak to ANY of our clients to
learn what a successful partnership has meant to them.
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Staff Qualifications
United Public Safety has 22 full-time employees, including an in-house team of nine software engineers
working from our home offices in Fort Washington, Pennsylvania. Key staff members for this project would
include:
Poppy Guloien – Territory Manager
Role for Bozeman: Authorized to Negotiate
Poppy joined T2 Systems in 2020 but she is no stranger to the parking
industry having previously worked for Digital Payment Technologies in
pay station sales. Her background includes extensive experience in the
hospitality and oil and gas industries where she gained extensive
experience in account management, project management, customer
service and contract negotiation.
Andrew Robin – Director of Implementations & Client Success
Role for Bozeman: Lead Project Manager
A seven-year tenured employee with experience managing projects
for Lockheed Martin and the U.S. Air Force in Afghanistan, Andrew
has been with the company from inception. His technical expertise
and domain knowledge have been essential in facilitating the
development of our world-class software suite, and he continues to
work tirelessly on client’s behalf to tailor our product to each
organization’s complex needs.
Kristina Morris – Assistant Project Manager
Role for Bozeman: Assistant Project Manager
With over 14 years of experience working for and with companies of
varied markets, Kristina is a versatile manager with a background in
software development, technical support, and project management.
She has continuously shown herself to be a team player and is known
for using outstanding communication skills to influence internal and
external stakeholders. Kristina has an aptitude for assessing and
managing complex projects and has proven herself successful in
intense and demanding environments.
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Michael S. Rubin – Lead Solutions Architect
Role for Bozeman: Software Development
Mike Rubin is a four-year tenured employee with experience managing
OWASP compliant, Agile development teams for over eight years. His
knowledge of the Microsoft Azure cloud is unparalleled, and he has
overseen over 27 successful integrations, thousands of hours of custom
software development, and the development of new and innovative
features for our solutions. He prides himself and his team on their
relentless commitment to refining all aspects of our software.
Drew Hoffmann – Applications Support Analyst
Role for Bozeman: Ongoing Support
Drew Hoffman, an UPsafety employee for five years, will be leading the
boots-on-the-ground implementation and training effort. A graduate
of Drexel University’s Computer Technology program, Drew has
managed over 50 successful deployments for our company. He
provides in-depth, hand-on training and supports our clients, helping
them to understand the nuances of our product.
All staffing requirements for this project will be serviced by the above staff members and their direct
reports.
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Section C Scope of Project
Project Plan
Upon RFP award, United Public Safety assigns a project team, and dedicated project manager to be the
city’s primary point of contact from sign on to deployment. Once your team is assigned, we begin the 6
step go-live process, consisting of:
Phase 1: Pre-Contract | Contract Negotiations | Contract Executed
Description: Determine all action items which may require contractual inclusion and consideration
based on the city’s needs. For example, if the city is planning a bike share program, or a special
program targeting curbside delivery management, etc. Mostly what we need to determine in this
phase is what is in and out of scope.
Phase 2: Post Contract Information Gathering
Description: Once we have determined the generalized scope, it is time to fill gaps by learning as
much about your operation as quickly as we can. While we have tried our best to do this through
the RFP process, every parking operation is truly unique, and site visits and meetings with your
staff are absolutely critical to ensure we do not miss requirements for a smooth go live. Items such
as escalation path nuances for violations, dispute and appeal processes, inter-departmental
integrations are all dissected here so we can clarify any and all potential code-level customizations
as quickly as possible.
Phase 3: Required Software Development
Description: Taking what we’ve learned in the last phase and continuing to refine as we learn
more from the city, all clarified deliverables which require code-level customizations (new
integrations, functionality, etc.), are specified, built and tested by our in-house team under the
guidance of your project manager. While software is being developed, your project manager will
hold bi-weekly update meetings and provide written reports on efforts and progress.
Once deliverables are released, our quality assurance team follows the standard Agile
Development Quality Assurance (“QA”) process, in which QA staff recurrently: (1) Design Test
Cases based on Requirements, (2) Review Test Cases, (3) Develop Test Data, (4) Review Test Data,
(5) Test Functionality and Log Issues.
As our Engineering and QA teams complete this verification, developed software will be
presented to city stakeholders for testing and approval during regularly scheduled check-in
meetings.
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Phase 4: Configuration
Description: Once all code level customizations are completed, the non-code-level configuration
process begins including as a small subset of required tasks:
1. Provisioning of a City-specific Azure Cloud Instance;
2. Citizen Connect portal UI & FAQ Customization;
3. IVR Script Customization;
4. Violation Escalation Path Customization;
5. Boot and Tow Logic Customization;
The goal of this phase is to “polish”, and to collaboratively work with the city to ensure the
system meets all requirements established in Phase 2.
Phase 5: Deployment and Training
Description: Deployment consists of two principal phases, final data import and training. The first
phase, data import, can be surprisingly complex as data must line up perfectly as of the date of
go-live, especially in situations where violations continue to be written within the prior system. So,
our preferred process is the following:
1. Any time prior to Deployment: Import full data export from the city
2. Immediately Prior to Training/Go-Live:
a. Update online payment link
b. Update IVR System number
3. After Training, as of Desired Go-Live Date: the city sends UPsafety most recent delta
(summary of changes to master) file for import
4. After Go-Live: UPsafety imports a final delta file for changes that occurred in the
interim between the time of the generation of the delta file and its successful import
As to training, effective on-site training is so essential that we have opted to devote an entire
section to our approach, entitled “Training Methodology” following this section. As a brief
summary, it is exhaustive.
Phase 6: Post Deployment
Description: This phase is where we differentiate ourselves. Your staff will request tweaks,
modifications and have many questions in the first few weeks. Our 24/7/365 product support with
a 1 hour Service Level Agreement makes this a breeze.
Because it’s not about whether or not issues will occur, it’s how you deal with them. We invite you
to speak to any of our recent deployments to corroborate how we dealt with this phase in their
deployments.
As I hope we’ve illustrated, deployment is integrally dependent on partnering with your staff, because we
are not deploying a one-size-fits-all solution. While nearly everything the city will request will be stock and
standard within the solution, the way in which you use it will be as unique as your city. Please note that
implementation is achieved in partnership with the city and most stages are dependent on information or
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decisions being provided by the city so timeline may be impacted by any delays in communication from
city staff. With this in mind, we have invested in Monday.com’s software to allow city managers to offer
feedback on proposed workflows, UI’s and specifications every step of the way, and in real time. An
example board is shown below for each Phase:
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Training Methodology
Training and support are critical to our solution. We service too many small clients and have held too
many hands, too frequently, to believe otherwise. UPsafety trainers do not train to an hourly standard; we
train the trainer, because there is no other way. If there is no product specialist within your organization
by the time the system has gone live, we have already failed.
That is why we will adapt our training plan with city stakeholders, understanding that full product
knowledge and expertise is an end goal, not meeting a standard of hours. With this in mind, our trainings
are segmented in to three major categories:
Parking Enforcement
Officers
Accessing and navigating CityCite® Mobile
Using the CitePro™ to issue different types of citations
Data entry methods
Printing citations
Special features to create additional efficiencies
Customer Service
Representatives
Accessing and navigating CityCite® Cloud
Citation look-up and processing
Accepting and recording payments
Adding permit user information
Running reports
System
Administrators
Changing the configuration of the application
Adding or deleting offenses
Changing fine amounts
Editing escalation conditions
Creating, modifying, or scheduling automated reports
Special features to create additional efficiencies
For Parking Enforcement Officers, everything starts with the handheld. For this training, we will ensure
that hardware has been pre-emptively procured, is fully functional, and that each officer attending is able
to utilize the hardware for the training. This will allow each officer to follow along step-by-step as they go
through the nuances of the device, including:
Charging logic; when does the external battery charge the internal?
Printer function and proper operating procedures in inclement weather.
Potential failure points and avoidance. For example, the unit is more likely to break if the printer
door is open.
What does each indicator light mean?
Allowing each officer to follow step-by-step, and creating physical milestones, such as getting the
handheld to feed blank paper, ensures that all officers are participating and following along.
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Once officers fully understand how to use the equipment, we will review the UPsafety
Mobile software. Special care will be given to ensuring that elements such as iMeter,
iChalk®, iPermit® and Scofflaw, and mobile ALPR have pre-loaded data, and that the
plates which are loaded into these modules are physically located, in the training hall,
allowing users to fully utilize the functionality before they are on the streets. Once
again, setting physical milestones such as the issuance of tickets in relation to all four
of these modules will create a deeper understanding of the software functionality.
For the city specifically, all trainings will be performed on-site. Initial trainings can be
fully video recorded and included within our Online Resource Center. The fully online
Resource Center is accessible directly from the "UPsafety BrushUP” section of our
dashboard:
This is the centerpiece of our ongoing training and user knowledge expansion. This entirely online
application, which is fully indexed and searchable, is updated at each release, and contains over 360
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pages of information, including a detailed description and instructions of each and every feature and
screen of both our Android data collection software and our management platform.
That’s why our trainers never read from canned Microsoft PowerPoint presentations, and instead utilize
both the Hardware and Web Application, in conjunction with the Resource Center, to ensure users are
actually using the functionality we are training them on from day one. More information regarding the
Online Resource Center is available within the “Product Help Desk and Online Resource Center”
description included within our response. UPsafety trainers utilize a mix of classroom and hands-on
teaching. Our trainers understand every individual learns differently and will quickly adjust the training
session to suit the needs of every individual staff member. Our goal is that every single member of your
team completes the training and is confident and comfortable with the solution.
In conjunction with this, UPsafety traditionally does not offer printed user manuals for our software
standard; our solution is simply upgraded and improved too frequently for printed manuals to stay up to
date. Our user documentation is truly dynamic through the Online Resource Center—meaning it is
updated continually based on new features and improvements. The Online Resource Center is accessible
and available at any time, 24x7x365 by any user—whether they have access to the mobile handheld to
issue citations only or have full management platform access. UPsafety is happy, however, to print copies
and/or supply PDF copies of the related Online Resource Center sections being covered within trainings
as an instructional notebook at the city’s request.
In addition to this training, for quick refreshers, each page of the cloud and mobile software contains help
buttons, which will provide a visual overlay walk through:
After training is complete, the UPsafety support team and your dedicated Project Manager will be
available 24/7/365 for the life of the contract. UPsafety regularly hosts informational webinars to orient
users with new, enhanced functionality released in each new software version, and our Online Resource
Center is updated prior to each software release. Additional in person or remote refresher training is
available to all UPsafety customers at their request as per the pricing supplied in our response.
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Sample Implementation Plan*
Definitions: “NTP” is an acronym for Notice to Proceed. “Days” refers to business days, meaning that
five (5) days equates to one (1) week. This means that our estimated go live date of day ~43 implies an
approximate eight (8) week Go-Live from notice to proceed.
Description From NTP #
Days
Phase 1 Project Team Assigned 0 0 Kick Off Meeting - Clarify Deliverables 1 1 Hardware Ordered 1 15 Begin Custom Paper Mock Up's 1 5 Set Up Guide Submitted To The City 1 15 Submit Paperwork for Registered Owner Information 5 20 Training Date Set 5 1 Place Paper Order 10 15
Phase 2 Set Up Guide Completed By The City 15 0
Ordered Hardware Received 16 0
Provisioning & Customization of UPsafety Cloud 20
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Citizen Connect portal UI Customization 20
Scofflaw - Boot & Tow Configuration 20
Hearing / Court Scheduling Automation 20
Configure Integrations 20
Collections Notices & Escalation Schedule Design 20
Ticket Data Import (if applicable) 20
Permit Types & Zone Configuration 20
Ticket Writer Software Installed & Configured 20
Paper Order Received 25 0
Register Owner Approval Received 25 0
Phase 3
Final System Verification by The City 35 2
On Site Training Completed* 37 3
CityCite™ Official Go Live 40 0
*Please note this is a sample implementation plan which will be customized to meet the city’s 90 day implementation
timeline.
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Section D General and Technical Requirements
Our CityCite® platform was not built from a white tower. It was not made to check boxes or to wow
purchasing agents with features that look good on paper but are useless in practice. Our development
que being set by our customers means that our solution has been designed exclusively based on the
feedback of the parking officers, back end administrators and enforcement directors which we have had
the pleasure to serve.
What we are proposing to the City of Bozeman today is the most advanced Parking Violation and Permit
Management Application on the market, supplemented by an architecture built for integration, and a
history of innovation in software and hardware. Let’s begin with an overview of our solution’s architecture:
CityCite® Platform Architecture
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CITYCITE® MOBILE: DATA COLLECTION SOFTWARE
CityCite’s® mobile Android-based data collection software is ready to run immediately on the CiteProTM or
the Android device of your choice. Including all the data fields specified by the city, we have worked hard
to ensure the software is intuitive, fast, and most importantly, that officers love using it. This came from
painstakingly focusing on details such as:
Ensuring the software has optimal color patterns
Ensuring sunlight readability
Utilizing upload logic to ensure citations can be written with or without cellular service
Dynamically optimizing dropdowns based on usage patterns
Advanced Panic Button and Voice Recording Logic to keep officers safe
Ensuring officers have all the information necessary in real-time to enforce equitably and
efficiently
Let’s start with what an officer sees upon login.
Officer Dashboard
From the moment officers
log in, our application is
focused on their efficiency.
Our officer dashboard
ensures that officers
understand where and when
they are needed most
through Action Items, with
each item linked directly to
the next software action that
needs to be taken to enforce
on those violations.
Furthermore, by collating
their performance, officers
can understand the
ramifications of their own
productivity, and work to
improve on their own
standards.
Next, let’s look at how the officer would issue a citation.
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Issue Tickets Screen
Once again, our focus is on officer productivity, and the efficient capture of data. Within this framework, our
issuance screen will automatically:
Require Photo Evidence
based on the city’s preference
With CityCite®, officers can take up to 12 photos, and select the
most detailed image to be printed directly on the citation. Each
photo, when taken, is tagged with an unmodifiable time, date and
GPS stamp, increasing the violator’s willingness to accept
responsibility for the infraction and remit payment in a timely
manner. This can reduce disputes drastically, and eases the burden
placed on organizational staff.
Fill Fields Based on Prior Issuance
Once a license plate number is input, CityCite® is already
referencing prior data. If a citation has been previously issued to
the vehicle, all vehicle data will be input automatically. This data is
fully modifiable if physical features such as the color of the vehicle
have changed.
Inform Officers of Scofflaw and Escalate Fines
Automatically
When issuing a citation, CityCite® verifies in real-time whether the
plate number in question has had any prior citations or warnings
issued by the city as well as citations which are unpaid or overdue.
In the event of any scofflaw notification, the handheld will notify the
issuing officer of scofflaw status, allowing the officer to decide if
the vehicle is eligible for boot/tow, increased fines, or other
enforcement actions.
Allow Officers to Request Boot, Tow and Impound Services with Ease
After determining that a vehicle is eligible for boot, tow, or
impound – which is automated via UPsafety’s built-in mobile
Scofflaw Notification alerts – officers simply press a button on the
‘Issue Ticket’ screen to solicit the required service from an
approved external vendor or internal department. Additional fees
may be applied and will be added to the citation fine amount if
applicable.
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The Output: UPsafety Citations
UPsafety violations make a noticeable
difference for you and your patrons
by providing easy-to-read, accurate
information – every citation, every
time.
Violations can be viewed online
immediately after issuance, both by
violators through the Citizen Connect
portal and by administrators and
Managers through the CityCite®
management platform, including
associated photos, GPS location and
all other violation details.
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Mobile ALPR
Our Mobile Automatic License Plate Recognition (ALPR) feature allows users to capture an image of any
parked vehicle’s license plate and instantly check if the vehicle is parked over time at a metered or chalked
space, has been assigned a valid parking permit, or is in ‘scofflaw’ status. This feature can dramatically
reduce the time any officer spends in a given location and is designed to allow for more efficient and cost-
effective enforcement practices.
EXAMPLE OF
UPSAFETY’S
MOBILE ALPR
SCREENS
With pay-by-plate, issuance isn’t always as easy as a visual inspection. That’s
why we were the first to introduce Mobile ALPR.
With ALPR, Just Snap and Go...
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Mobile ALPR - CiteStream™
Take Mobile ALPR to the next level with CiteStream™, the seamless, stop-less ALPR solution. CiteStream™
automatically recognizes and captures license plate information without the enforcement officer having to
stop and snap a photo. By simply pointing the camera at vehicle while walking by, CiteStream™ will capture
the plate number and alert the officer if the vehicle is in violation.
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Mobile ALPR Auto Capture Mode
For those times, our mobile software includes:
iChalk® Electronic Tire Chalking
iChalk®, CityCite’s® electronic chalking feature, allows officers to easily track the time spent by vehicles in
time-limited spaces or zones based on the evidence collection standards required by your organization. An
image of the License Plate’s position on the rear of the vehicle, vehicle license plate number, license plate
state, location, space/meter number, a selected tire’s valve stem position, GPS location, and the allowed
time limit may all be collected in seconds to efficiently time a vehicle’s stay. Features include:
Valve stem position markings confirm that a vehicle did not move between the first and second
chalks
Duplicate chalk alerts to intelligently determine if a vehicle’s license number was chalked
previously that day in any other location or space
For already congested, narrow streets, or, for short term or event-based
changes in parking regulation, sometimes officers are more efficient than
vehicle mounted ALPR at timing stays.
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Multiple ways to sort data allows officers more convenience and accuracy in determining
violation status on their routes
‘Shared iChalk®’ allows officers to access chalks that have been previously recorded by different
officers, and on separate devices
Real-time Google Maps® integration allows officers the ability to visibly identify where vehicles
were geographically chalked on a map as they walk and perform actions on those chalked
vehicles as necessary
Entirely customizable ‘Required’ and ‘Optional’ data collection field for each chalk, allowing the
city to ensure the preferred balance of efficiency and evidence collection are maintained
Mobile iChalk (Valve Stems)
iMeter Parking Session Validation
The iMeter feature of CityCite® integrates with leading Kiosk and Pay-By-Phone applications, allowing parking
right payments at kiosks or mobile payment parking zones to be filtered and displayed directly on
officers’ mobile devices in real-time. This feature is a critical component for growing organizations, as it allows
organizations to benefit dually from the newest tech in Kiosk and Pay-By-Phone through the benefits of the
technology itself, as well as the improved enforcement outcomes integration can provide.
Features include:
Automatic refresh of data for the most accurate information
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Filter results to view only vehicles that have paid for parking or vehicles with time limits that will
expire soon
Sort vehicles by time limit, space number, plate number, or distance from the officer
Search for a vehicle using a specific space number or plate number
View vehicles parked in a specific location or all locations
Ability to cite vehicles with auto population of relevant citation data
Real-time search during citation issuance process for a specific vehicle or space number
Mobile iMeter Overtime
iPermit® Mobile
If the city elects to solely use virtual permits, meaning that permits will be validated by checking the license
plate registered to the permit against the license plate on the vehicle being checked for a permit, permits
will be checked automatically through ALPR via real-time data exchange between the permit store and the
provided handhelds. Permit information will be available to all handhelds from the moment they are
purchased online or in person.
As a final core feature within our mobile solution, we offer choices for
permitting – virtual permits, physical permits, or any mix of the two that best
suits the needs of the city. Regardless of the allocation between virtual and
physical permitting, both are enforced through iPermit® Mobile.
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If the city opts to utilize physical permits, this is still fully supported, and they can be validated either through
ALPR (if license plates are associated), or, via visual inspection enhanced by barcode scanning if this process
is preferred by the city.
Mobile Permit Inspection
Vehicle Mounted ALPR
Vigilant, Genetec and Asura Integrations
Vehicle mounted ALPR companies have always had an efficiency issue in regard to winding, congested
streets. The solution without these impediments is simple; when a vehicle picks up a hit, the officer stops
and issues a citation. That doesn’t work so well when there isn’t a safe and available on-street parking
spot for a continuous mile.
Our solution is simpler: keep the driving officer on his way and utilize staff on the ground closest to the
hits generated by the ALPR car to issue citations. Our solution works with our already integrated iPermit®,
iChalk® and iMeter® fields to push infractions to the closest officers in order to keep the ALPR car on its
way.
Currently, our most extensive integrations are with Genetec AutoVu and Vigilant Solutions, allowing all
We’re almost finished with the overview of the UPsafety Mobile software
but should still highlight two salient components of violation issuance:
Vehicle Mounted ALPR and Virtual Ticketing.
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management of the solution to be completed through the CityCite® cloud, with updated permits,
handheld chalks and iMeter data pushed to the cameras in real-time. This creates a much more
streamlined process for enforcement when implemented correctly, enabling efficient:
Permit Management: All permits purchased through your Citizen Connect portal are updated
to both the handhelds and ALPR system seconds from issue. As the license plate is scanned, it
is checked against a list of valid permits for that area.
Kiosk/Pay-By-Cell Management: All vehicles that have paid for parking are automatically
added to a “white” list and will not be eligible for non-payment ticketing. Citations can still be
issued via a handheld device for other infractions; however, the system will notify issuing
officers that the vehicle’s license plate has paid.
Vehicle Chalking: For timed parking zones, all license plates scanned are mapped to their
geographic location and loaded in real-time to the iChalk® module of all handheld devices
within a specified distance of the car.
In addition, we have a new integration with Genetec FreeFlow to automate the ticket processing for
infractions detected in the FreeFlow solution, and we are continually working with LPR technology
providers to expand the role camera technology can play to both simplify and improve the efficiency of
enforcing parking and curb activity.
Vehicle Mounted ALPR Hits Integration
29
Citation Issuance Hardware
UPsafety provides options for your hardware
needs. You can choose any newer-issue
Android device paired with a Wi-Fi or
Bluetooth-enabled printer as a two-piece
solution, or choose our all-in-one CitePro™
hardware solution.
Introducing the
Welcome to the next generation, ultra-rugged Android™ device
designed specifically for public safety applications. From parking
and permitting to traffic enforcement and property code violations,
the CitePro™ collects photo evidence, scans barcodes, handles
data input and lookups and issues on-the-spot citations in all
weather conditions.
Features include:
Integrated 3” thermal printer
Ultra-Rugged handheld device
Operates in temperatures from -20ºC to 50ºC
Android 7.X OS
4 GB of volatile memory (RAM)
16MP rear-facing camera
4G capable Verizon data plan
4G LTE Network
Hot-Swappable external battery
Bluetooth 4.2
A-GPS support
Now that we’ve discussed all the means of data collection and citation issuance, we’re
excited to show you the new ways citizens will be able to interact with the city
through a fully customized Citizen Connect portal, as well as how citations and
permits are stored, processed, and managed through our Violation and Permit
Management Platform.
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CITIZEN CONNECT
Our reimagining of the city’s citizen-facing portal was built with two leading objectives: to automate
processes and to add true value to the patrons that interact with it. This hosted web application is an
essential component of our solution, and functions as the primary patron-facing portion of the full
customer relationship management solution we are proposing. This portal is fully customizable by
administrators through the management platform and communicates relevant payment and dispute data
to the management platform and data collection software in real-time.
From the moment a client logs in, they are greeted by a host of ways to interact with the city more fully.
Expanded functionality includes:
Data Association with User Account
When a patron creates an account, all data associated to their license plates including name and address,
as well as permits associated to their email address, are linked to their account. This greatly reduces the
burden on city administrators when citizens call, email or inquire in-person with questions such as:
Is my permit still valid?
Does my permit validate me for this zone?
When does my permit renew?
Are all of my citations resolved?
How many citations do I have outstanding?
Are any of my citations on payment plans?
Can I change the registered vehicle on my residential permit?
This collation of all user associated data creates true transparency for city patrons, and allows them the
information they need to make informed decisions. Decisions like the avoidance of future citations if they
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cannot pay the ones outstanding; the prompt renewal of permits because they fully understand the dates,
as well as gaining an understanding of the rights a specific permit actually confers.
In addition, association to an account allows for quick and easy processing for patrons, as we are able to
tokenize their payment media details for use in future transactions.
Citizen Connect Patron Management
Citizen Permit Purchase, Renewal and Event Management
As part of the customization process after a potential contract award, we will fully implement the business
logic required by each of the city’s standard permits and post each for application and/or purchase on the
Citizen Connect portal. Once designed, each permit variety is fully customizable by managers at any time
through the management portal, with any and all permit modifications, new permits, or business rule
modifications communicated and updated to the Citizen Connect portal in real-time. This means permits
can instantly be applied for, viewed or purchased by patrons immediately after they are created because
the Citizen Connect portal updates in real time. When a patron purchases or renews a permit, their
information is immediately communicated to handheld devices and ALPR vehicles to ensure enforcement
is accurate. Our permit module’s real-time link to the Citizen Connect portal and powerful permit-creation
logic also allows our solution to act as an efficient Event Management Tool. Simply modify, or have our
support team modify, the Citizen Connect portal to show that parade parking passes are on sale, and
create a 1- day, zone specific permit in the system. More on the creation of these permit types, and how
the Citizen Connect portal can be modified will be highlighted when the management platform is
explored more fully. Screenshots of this customer facing permitting solution can be seen below:
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Online Permit Sale, Figure 1: Basic, Non-Zoned Permits
Online Permit Sale, Figure 2: Zone Specific Permits
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Online Permit Sale, Figure 3: Permit Date Pre-Purchase
Dispute of Citations
Our Advanced Disputes module interacts in real-time with the Citizen Connect portal to allow citizens to
dispute violations, as well as upload security screened attachments to validate their dispute. These
disputes are associated to citations, as well as user accounts, and can be viewed, managed and
adjudicated through the Citizen Connect portal by permissioned administrators.
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Many cities prefer not to utilize this module, as it can increase the incidence of disputes, however, we
believe with smart utilization, online disputes can be extremely effective at reducing the burden on
administrative staff.
For example, our recommended solution is the following:
1) Only allow online disputes for 48 hours from citation issuance
2) Once a dispute is submitted, if the dispute is either:
a. Being filed more than 48 hours from issuance
b. Contains profanity
c. Filed containing responsible party information that does not match the violators
d. Filed containing incorrect file attachment types
then immediately display a message informing the would-be disputer that their online request has
been denied.
We are happy to work with the city to further refine this process to meet the needs of administrative staff.
Later in this narrative we will address the Advanced Appeals process, from the perspective of an
administrator handling them within the management platform, should a patron file a dispute.
Payment of Citations
Our solution fully accommodates the online and in person payment of issued citations, as well as:
1) Partial payments and payment plans
2) Full and partial refunds
3) The payment of skeletal citations, which are citations not yet entered into the system
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Accepted payment methods through our current payment partner include:
Cards Wallets Additional
Through Stripe’s integration with Twilio, we also offer a highly customizable and secure Interactive Voice
Response (IVR) System for payment and adjudication support. Payment Processing
We are not a payments company; but we fully understand
that our clients require complex payment flows, logic, and
complete transparency. That’s why we obtained PCI DSS
Level 1 Certification and why we partnered with Stripe, to
give us access to a fully compliant solution that is guaranteed
to keep the solution and payment options we provide far
ahead of the technological curve.
In person payments, under the current Stripe supported system, are performed by our clients utilizing the
Verifone P400 terminal, Verifone’s latest and most advanced terminal offering. Boasting a full color
touchscreen display, the P400 comes with EMV standard, and also allows for expanded functionality as
payment trends change, including mobile wallet acceptance, EMV capabilities, and NFC/CTLS. If we are
selected, this offering - under Stripe - will be fully supported and is integrated to our Cloud as part of a
full Ticket and Permit Point of Sale (POS) solution.
Verifone P400
Display:
3.5” HVGA (320x400) Color LCD
Corning Gorilla Glass Technology
Processor:
600MHz, Cortex A9 32-bit RISC
1500 MIPS
Memory:
384 MB (256 MB Flash, 128MB SDRAM)
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Payment Card Industry Data Security Standard – Certification of Compliance
This letter certifies that Pointe Solutions, Inc. conducted a Payment Card Industry (PCI) Data Security
Standard (DSS) assessment of United Public Safety’s (UPsafety) Citizen Connect Patron Portal (Portal).
This assessment was completed successfully through a review of all applicable and in-scope systems,
policies, procedures, and performance either in total or by utilizing appropriate sampling methods.
UPsafety was found to comply with the requirements of PCI DSS version 3.2.1, and their Portal is
considered certified as a PCI DSS Level 1 service provider. The Attestation of Compliance (AOC) provided
to UPsafety is valid effective the date stated below and for a period of one year thereafter.
Date of Attestation: February 28, 2020
Attestation by: Pointe Solutions, Inc.
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CITYCITE® VIOLATION AND PERMIT MANAGEMENT PLATFORM
The CityCite® management platform is hosted remotely on the Azure government
cloud, allowing you to access your operations anywhere and anytime. All that’s
needed is a web browser. The core of this solution is the ability to process
violations, which means the storage and modification of any and all records in the
database, with permissions specific to each and every user.
Citations are easily searchable via a number of criteria, and administrators have editing capability to correct
any errors on citations within the database. Cloud users are able to perform violation processing,
adjudication, send notifications, export data to collections and more. All citation processing actions such as
payments, appeals/dismissals, modifications, etc. are available to be performed on a single citation, or can
be efficiently performed on groups of citations, such as those issued to the same vehicle owner, license
plate, fleet, or those which contain any other linking identifier. Due the scalability of the Cloud, our solution
can easily accommodate the data volumes and server loads commensurate with processing up to, and in
excess of, 100,000 citations per year. With this in mind, let’s take a deeper look at each piece of functionality
the city is requesting.
Dashboard Analytics
Upon logging in to the CityCite management portal, users are greeted by a host of visual analytics and
action items to help keep their fingers on the pulse of enforcement activities. The dashboard allows for
visualization of key metrics to identify actionable insights, allowing the city to:
38
Increase revenue and compliance
Track officer productivity and safety
View key operations metrics in real-time
Each tile is permission-based and can be enabled or disabled in accordance with unique user roles.
Customizations to each tile are saved to each individual team member’s login, allowing the user to
customize the analytics they are shown to best reflect their own responsibilities within the organization. All
reports can be further refined by simply clicking on the UI component you are interested in. For example, if
we click the “Dismissed” segment of the “Tickets by Status”, it will show only analytics related to dismissed
tickets. From this, we could see that dismissals were well segmented by geographical location, giving one
indication that violations are not being issued unfairly in any one particular area:
Moving on to the processing of citations, let us begin by looking at the most essential elements of a solution
required by the city.
Processing of Citations
After selecting the “Tickets” option from the navigation bar, administrators and other users are given the
option to process tickets, enter paper tickets for citations which have already been issued, issue a new
citation, generate and print notices, manage the scofflaw status of vehicles, listen to audio evidence
collected by officers, or generate reports based on ticketing. Which of these sections a particular user can
view, and how much of each section they can view, is entirely customizable and fully permission-based.
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Now, as it relates to violation processing, let us say an
administrator is receiving payment for a citation over the phone.
The easiest way of finding the record, after asking for the
customer’s name, might be to type it in to the search bar even
before collecting other information such as license plate
number.
Note that all tied records are associated. This association
creates a true Customer Relationship Management tool, as the
administrator will immediately understand all the facts in
regard to the customer’s desired outcome from the call.
Once the administrator has read the license plate to the
customer and it is validated, pressing go takes the
administrator to the heart of our solution: the process citations
page, with the violations in question both
pre-populated on the screen.
40
The administrator can now receive payment, dismiss, or print the selected violation(s), modify the
violation(s) (based on permissions), or manage which fields of the grid they would prefer to see, as shown
below:
In the proposed scenario, where an administrator is taking payment for a violation, they have the option
to select the means of payment, the amount of the payment, the date of the payment, and various
payment specific fields, as seen on the next page.
41
For example, in the case of a check, the check number is recorded. In the case of an in-person payment, if
the customer elects to use our POS processing, it will prompt the user both on the terminal and on the
platform.
For a phone payment accepted by an administrator, the same secure pop up that is provided on our
Citizen Connect portal will display, with a receipt emailed immediately to the patron, or printed in any
format chosen:
42
The Process Tickets page also serves as a means for processing disputes and adjudication. By clicking on a
ticket in the grid, you are taken to the ‘Ticket Detail’ page, on which permissioned users can edit ticket
details, view images, attachments, append notes, reset late fees when warranted, view audit logs and
print ticket details. An example of a record in our system, as it would be viewed by your staff, is provided
below:
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Management of Disputes, Hearings and Adjudication Requests
As previously mentioned, appeals may be filed in the manner that your policies allow: verbally, via letter,
email, or online through the Citizen Connect portal. When a dispute is made online, patrons can enter their
contact information as well as upload secure attachments such as photos or documents. From there, our
management platform contains features which allow the efficient:
Management of Hearings
• Create and manage Hearing Entities (Courts, Boards, Individuals)
• Customize and automate your hearing process flow
o Optionally add hearing fees
Scheduling of Hearings
• Setup recurring or single occurrence hearing dates/times
• ‘Scheduling Hearings’ automation options include:
o automatically assign a hearing when a citation is issued
o automatically schedule hearings when a dispute is filed
o automatically assign a hearing once a predetermined amount of time has passed
after citation issuance
• Allow Hearing Entities to manually schedule hearings
• Automatically generate and mail notices for scheduled hearings
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Adjudication of Hearing Outcomes
• View and manage schedules for each Hearing Entity
• Adjudicate hearing outcomes, instantly updating citation status
• Automatically generate and mail notices for adjudication outcomes
Comprehensive Reporting
CityCite® allows for fully customizable, online report generation, as well as the scheduling and recurrent
distribution of these reports to city stakeholders. The reporting tool is incredibly robust, and is capable of
reporting on, filtering, totaling, and/or grouping ANY field of data entered into or collected by the solution.
All reports are delivered in MS Excel XLSX format and can be configured and printed easily by the end-user.
45
As part of the set-up process, and as an ongoing function of our support department, we will fully customize
these reports to meet the city’s needs. Once users are accustomed to it, however, being able to effectively
access any piece of data in the system at any time, on any platform is incredibly powerful. We have often had
situations such as an enforcement director calling us to inquire as to whether it was possible to report on
abandon citation rates through custom development; little did he know it required no customization. Just a
few checked boxes.
The customization options afforded through this system also make this portion of our application an effective
financial management application, as customized reports on activity can be mailed to applicable personnel at
any time, in as granular or collated a format as is preferred. There is no more widely used application, with
more in-depth user knowledge than Microsoft Excel, which is why we consciously chose not to reinvent the
wheel for our most detailed reports. In regard to audit capabilities, each citation within an excel report is
uniquely tied to a cloud record. This cloud record contains a comprehensive audit log containing the
complete history of all actions taken on a citation, displaying when, by whom, and in what way a citation was
modified:
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These audit logs may also be downloaded quickly and easily into Microsoft Excel for efficient filtering as
warranted or needed.
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Collection Rates by Month Information Retrieved on March 16th
Year Month Issued 0-14 days 15-30 days 31-60 days 61-90 days 91-120 days 120+ days Total Count Paid Total Invalid Payment Rate
2012 01 20,965 5,643 2,824 2,010 193 225 323 9,854 608 95.20%
2012 02 20,582 5,901 2,138 2,088 284 295 652 9,525 552 94.90%
2012 03 22,161 6,809 2,483 2,280 623 286 802 22,244 560 94.40%
2012 04 22,220 5,920 2,520 2,224 125 201 348 9,911 658 94.20%
2012 05 21,066 6,684 2,813 2,142 188 224 836 22,563 381 94.20%
2012 06 26,445 3,925 2,283 2,551 499 133 2,059 24,323 929 94.80%
2012 07 21,264 3,243 2,882 2,092 168 236 2,005 22,851 642 91.90%
2012 08 24,914 3,899 2,290 2,405 190 292 2,025 21,192 349 94.40%
2012 09 21,125 6,602 2,915 2,225 403 136 962 22,855 326 94.20%
2012 10 25,551 8,044 2,018 2,181 668 524 2,226 21,384 909 94.20%
2012 11 24,992 3,692 2,610 2,039 905 449 2,222 21,229 912 91.40%
2012 12 21,891 3,243 2,825 2,230 326 426 915 22,160 320 91.80%
2013 01 22,532 5,592 2,281 2,582 518 125 940 22,260 640 94.40%
2013 02 9,130 4,238 2,855 2,089 254 112 446 8,265 565 91.90%
2013 03 21,220 6,908 2,206 2,244 126 245 621 22,638 621 91.50%
2013 04 24,233 3,122 2,855 2,018 541 259 533 22,966 533 94.60%
2013 05 24,829 3,923 2,922 2,284 415 262 699 22,964 600 92.20%
2013 06 21,282 5,951 2,446 2,209 160 206 659 22,906 512 91.40%
2013 07 22,451 5,926 2,546 960 146 211 641 20,023 523 92.30%
2013 08 22,168 5,695 2,169 860 192 295 602 9,811 526 90.30%
2013 09 22,264 5,329 2,409 842 403 228 646 9,964 520 92.30%
2013 10 22,425 6,085 2,309 864 422 102 814 20,825 643 92.90%
2013 11 22,526 5,193 2,559 369 155 265 316 9,952 548 90.30%
2013 12 22,208 5,299 2,423 2,008 110 212 342 9,358 545 92.50%
2014 01 9,556 4,803 2,621 856 250 234 552 8,542 495 94.10%
2014 02 3,528 1,618 949 545 101 230 519 6,668 426 91.90%
2014 03 9,529 5,202 2,126 824 508 252 622 8,614 181 94.40%
2014 04 20,932 5,304 2,652 2,226 283 291 649 9,826 454 91.40%
2014 05 22,416 5,902 2,850 2,022 119 134 328 20,226 439 91.10%
2014 06 22,586 6,161 2,004 2,013 185 161 820 22,250 502 91.20%
2014 07 21,023 6,405 2,366 2,229 464 152 835 22,542 512 92.40%
2014 08 22,962 6,024 2,654 2,216 482 263 341 20,543 528 92.20%
2014 09 22,320 6,022 2,308 2,238 400 235 344 20,450 524 91.10%
2014 10 21,221 6,331 2,229 2,250 504 120 822 22,803 522 91.00%
2014 11 22,242 6,259 2,340 2,224 596 453 645 20,850 529 92.60%
2014 12 22,330 5,360 2,529 2,296 312 286 612 20,434 482 92.80%
2015 01 20,822 5,039 2,454 2,021 620 206 340 9,202 449 88.80%
2015 02 6,533 2,342 2,228 688 251 232 465 5,551 482 92.20%
2015 03 20,886 5,041 2,923 963 105 293 696 9,225 644 89.20%
2015 04 21,610 6,423 2,130 2,462 132 111 921 22,866 326 92.90%
2015 05 22,930 5,491 2,965 2,288 196 229 992 20,162 585 92.00%
2015 06 21,288 5,963 2,286 2,596 113 280 2,001 22,169 648 90.30%
2015 07 22,219 5,802 2,955 2,213 123 289 2,013 20,516 628 90.30%
2015 08 21,236 6,149 2,252 2,123 193 225 992 22,512 621 92.90%
2015 09 21,299 6,233 2,126 2,420 159 106 964 22,542 626 92.80%
2015 10 21,169 6,023 2,204 2,521 419 435 923 22,485 600 89.90%
2015 11 22,289 6,000 2,696 2,423 513 144 622 20,625 300 92.60%
2015 12 22,591 5,322 2,630 2,415 430 212 606 20,215 586 92.20%
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Fiscal Year Comparison Information Retrieved on March 16th
Citations Entered July August September October November December January February March April May June Total
FY 2019 20,009 20,351 9,826 22,861 9,994 9,803 20,231 9,059 9,369 20,313 22,242 20,822 194,880
FY 2020 20,256 22,441 20,030 22,226 20,206 8,509 20,562 8,963 4,105 0 0 0 147,298
Difference 247 2,090 10,204 -635 10,212 -1,294 331 -96 -5,264 -20,313 -22,242 -20,822 -47,582
Total Payments July August September October November December January February March April May June Total
FY 2019 $339,522.22 $393,432.00 $359,039.62 $438,503.50 $394,353.00 $365,894.35 $364,232.62 $343,004.39 $388,568.00 $405,459.00 $404,452.58 $342,542.35 $4,539,003.63
FY 2020 $330,434.00 $423,029.33 $403,822.30 $424,328.50 $435,553.00 $364,085.00 $402,402.50 $329,222.00 $254,236.38 $0.00 $0.00 $0.00 $62,490.00
Difference $9,088.22 $29,597.33 $44,782.68 $14,175.00 $41,200.00 $1,809.35 $38,169.88 $13,782.39 $134,331.62 $405,459.00 $404,452.58 $342,542.35 $1,171,890.62
Total Notices July August September October November December January February March April May June Total
FY 2019 5,412 5,958 5,120 5,899 6,064 5,580 5,123 4,988 4,341 5,285 2,355 2,105 42,810
FY 2020 1,982 6,044 5,825 6,500 5,402 4,012 1,883 1,390 2,992 0 0 0 29,060
Difference -3,430 86 705 601 -662 -1,568 -3,240 -3,598 -1,349 -5,285 -2,355 -2,105 -22,200
Total Voided July August September October November December January February March April May June Total
FY 2019 $2,320.00 $28,400.00 $5,210.00 $3,150.00 $20,540.00 $3,285.00 $8,460.00 $22,235.00 $9,260.00 $8,928.00 $25,285.00 $20,120.00 $340.00
FY 2020 $9,520.00 $9,390.00 $8,330.00 $6,360.00 $8,460.00 $3,040.00 $9,155.00 $6,125.00 $2,110.00 $0.00 $0.00 $0.00 $62,490.00
Difference $7,200.00 $19,010.00 $3,120.00 $3,210.00 $12,080.00 $245.00 $695.00 $16,110.00 $7,150.00 $8,928.00 $25,285.00 $20,120.00 $94,703.00
Total Dismissed July August September October November December January February March April May June Total
FY 2019 $5,080.00 $5,820.00 $1,465.00 $4,265.00 $1,950.00 $1,460.00 $2,985.00 $4,680.00 $2,665.00 $5,055.00 $6,125.00 $1,260.00 $42,810.00
FY 2020 $5,835.00 $2,820.00 $2,910.00 $4,225.00 $1,060.00 $2,620.00 $2,635.00 $4,030.00 $2,925.00 $0.00 $0.00 $0.00 $29,060.00
Difference $755.00 $3,000.00 $1,445.00 $40.00 $890.00 $1,160.00 $350.00 $650.00 $260.00 $5,055.00 $6,125.00 $1,260.00 $13,750.00
Total Suspened July August September October November December January February March April May June Total
FY 2019 $0.00 $90.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $250.00 $0.00 $340.00
FY 2020 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $250.00 $30.00 $0.00 $0.00 $0.00 $280.00
Difference $0.00 $90.00 $0.00 $0.00 $0.00 $0.00 $0.00 $250.00 $30.00 $0.00 $250.00 $0.00 $60.00
Total Removed July August September October November December January February March April May June Total
FY 2019 33 280 202 211 253 221 216 289 226 218 240 242 58,230
FY 2020 268 218 221 210 215 204 229 228 30 0 0 0 36,030
Difference 235 -62 19 -1 -38 -17 13 -61 -196 -218 -240 -242 -808
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Fiscal Boot & Tow Breakdown Information Retrieved on March 16th
Boot Month Fiscal 2013 Fiscal 2014 Fiscal 2015 Fiscal 2016 Fiscal 2017 Fiscal 2018 Fiscal 2019 Fiscal 2020
July 242 244 201 299 221 204 221 143
August 223 251 202 240 294 225 222 112
September 226 263 211 122 266 222 221 215
October 248 229 269 132 285 255 152 456
November 203 290 225 232 244 210 284 635
December 234 242 208 223 288 212 222 452
January 255 222 206 211 280 281 259 482
February 258 39 255 255 246 243 294 234
March 214 224 194 218 220 229 282 42
April 229 299 150 248 215 215 250 0
May 262 209 282 210 292 293 215 0
June 260 291 262 221 260 238 232 0
Total 2,854 2,803 2,665 2,611 3,111 2,827 2,854 2,771
Tow Month Fiscal 2013 Fiscal 2014 Fiscal 2015 Fiscal 2016 Fiscal 2017 Fiscal 2018 Fiscal 2019 Fiscal 2020
July 242 213 232 260 234 206 236 243
August 206 218 245 213 212 262 212 222
September 562 133 505 492 542 469 448 94
October 415 683 454 462 412 155 425 43
November 251 192 245 262 280 226 231 1
December 109 222 224 222 291 294 285 12
January 224 213 238 249 254 250 248 21
February 235 201 41 224 209 210 223 3
March 421 442 514 485 699 431 401 0
April 130 281 461 449 458 125 446 0
May 228 299 256 202 120 284 230 0
June 288 265 285 290 283 282 228 0
Total 3,311 3,362 3,700 3,810 3,994 3,194 3,613 639
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Tickets Processed Information Retrieved on March 16th
Month Fiscal 2020 Fiscal 2019 Fiscal 2018 Fiscal 2017 Fiscal 2016 Fiscal 2015 Fiscal 2014 Fiscal 2013 Fiscal 2012 Fiscal 2011 Fiscal 2010 Fiscal 2009
July 20,256 20,009 22,529 9,862 22,219 21,023 22,451 21,264 22,098 24,882 20,299 22,210
August 22,441 20,351 22,993 22,205 21,236 22,962 22,168 24,914 22,392 25,244 22,283 22,429
September 20,030 9,826 22,589 22,894 21,299 22,320 22,264 21,125 21,094 25,368 22,626 22,699
October 22,226 22,861 21,352 21,454 21,169 21,221 22,425 25,551 22,345 25,432 21,583 21,229
November 20,206 9,994 22,448 22,380 22,289 22,242 22,526 24,992 22,808 25,231 22,655 20,912
December 8,509 9,803 20,445 8,919 22,591 22,330 22,208 21,891 22,010 21,642 22,024 22,869
January 20,562 20,231 9,846 20,942 22,449 20,822 9,556 22,532 20,965 9,038 22,663 20,691
February 8,963 9,059 20,422 9,862 20,512 6,582 3,528 9,130 20,582 9,862 22,826 22,094
March 4,124 9,369 22,035 22,424 22,083 20,896 9,529 21,220 22,161 26,236 21,264 24,636
April 0 20,313 9,825 22,389 22,022 21,610 20,932 24,233 22,220 24,133 21,998 24,261
May 0 22,242 22,186 21,820 22,645 22,930 22,416 24,829 21,066 21,949 24,324 21,022
June 0 20,822 9,394 21,411 22,485 21,288 22,586 21,282 26,445 24,238 21,629 22,252
Total 147,317 194,880 226,064 226,562 262,999 246,226 222,589 262,963 266,186 263,255 266,174 267,304
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Violation Summary by Month for February 2020 Information Retrieved on March 16th
Violation Type Tickets Paid Tickets Issued Amount Due Amount Paid Balance Due
14 - Beyond posted time limit 184 515 $29,525.00 $22,025.00 $8,500.00
11 - Away from curb 29 12 $2,145.00 $495.00 $850.00
11 - Meter expired/no voucher 4,263 6,432 $243,924.00 $223,254.00 $210,630.00
13 - Occupying two spaces or not in a space 28 10 $2,220.00 $495.00 $625.00
16 - Commercial vehicle in a residential zone 2 1 $600.00 $200.00 $500.00
13 - 34 hour parking 4 23 $900.00 $200.00 $800.00
34 - Parking prohibited 210 246 $21,455.00 $4,315.00 $8,320.00
33 - Street Cleaning 218 215 $21,650.00 $5,510.00 $8,220.00
36 - Residential parking zone 18 93 $6,020.00 $2,400.00 $4,620.00
33 - Unauthorized off street parking 2 5 $150.00 $200.00 $250.00
60 - Wrong side of the street 5 3 $235.00 $230.00 $205.00
64 - Obstructing a driveway 2 2 $200.00 $200.00 $0.00
61 - Wrong way on a one way street 19 68 $5,450.00 $2,050.00 $1,400.00
30 - Obstructing traffic 3 20 $350.00 $150.00 $400.00
34 - 43 ft from corner 1 5 $150.00 $250.00 $200.00
34 - 43' from a stop sign 21 18 $1,250.00 $2,250.00 $2,900.00
31 - 43' from a crosswalk 20 42 $1,200.00 $2,200.00 $2,000.00
36 - Vehicle on sidewalk 62 206 $8,650.00 $1,400.00 $5,250.00
33 - Bus stop 265 241 $22,120.00 $6,260.00 $6,260.00
35 - Loading zone 250 423 $12,100.00 $21,650.00 $28,650.00
39 - No standing 2 2 $225.00 $35.00 $250.00
50 - Misuse Residential Parking Permit 26 23 $1,235.00 $2,250.00 $2,025.00
54 - Fire zone 38 213 $24,150.00 $22,200.00 $22,250.00
51 - 40' from a hydrant 43 201 $8,450.00 $2,550.00 $5,900.00
51 - Handicapped zone 0 4 $0.00 $0.00 $0.00
99 - Delinquent parking tickets 15 13 $2,015.00 $2,925.00 $220.00
Parkmobile Information Warning 28 22 $2,205.00 $2,890.00 $125.00
Tax Related Tow Administrative Fee 0 2 $50.00 $0.00 $0.00
Timing Started 0 26 $0.00 $0.00 $0.00
Total 5,758 9,086 $418,624.00 $328,584.00 $321,350.00
Type text here
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Violation Summary YTD for 2020 Information Retrieved on March 16th
Violation Type Tickets Paid Tickets Issued Amount Due Amount Paid Balance Due
14 - Beyond posted time limit 952 2,401 $49,235.00 $28,525.00 $20,650.00
11 - Away from curb 42 66 $2,640.00 $2,065.00 $2,535.00
11 - Meter expired/no voucher 22,003 23,154 $652,681.00 $128,448.00 $124,215.00
13 - Occupying two spaces or not in a space 48 39 $2,310.00 $2,480.00 $2,250.00
16 - Commercial vehicle in a residential zone 2 5 $800.00 $200.00 $300.00
13 - 34 hour parking 5 22 $2,225.00 $225.00 $2,200.00
34 - Parking prohibited 116 531 $29,025.00 $22,920.00 $26,205.00
33 - Street Cleaning 8 20 $350.00 $450.00 $100.00
36 - Residential parking zone 186 619 $16,645.00 $26,935.00 $29,630.00
33 - Unauthorized off street parking 53 268 $9,135.00 $2,260.00 $3,225.00
60 - Wrong side of the street 22 20 $2,100.00 $300.00 $600.00
64 - Obstructing a driveway 8 22 $480.00 $230.00 $220.00
61 - Wrong way on a one way street 4 4 $200.00 $200.00 $0.00
30 - Obstructing traffic 81 244 $22,200.00 $4,600.00 $6,500.00
34 - 43 ft from corner 8 21 $950.00 $400.00 $550.00
34 - 43' from a stop sign 5 9 $510.00 $210.00 $100.00
31 - 43' from a crosswalk 49 80 $6,200.00 $2,800.00 $1,100.00
36 - Vehicle on sidewalk 52 90 $6,660.00 $2,915.00 $1,325.00
33 - Bus stop 232 239 $22,425.00 $20,150.00 $22,065.00
35 - Loading zone 180 553 $26,305.00 $25,005.00 $22,300.00
39 - No standing 612 2,054 $33,950.00 $16,810.00 $42,220.00
50 - Misuse Residential Parking Permit 0 2 $200.00 $0.00 $0.00
54 - Fire zone 21 22 $2,135.00 $935.00 $2,400.00
51 - 40' from a hydrant 40 62 $3,000.00 $1,435.00 $1,525.00
51 - Handicapped zone 236 122 $58,050.00 $28,520.00 $29,540.00
99 - Delinquent parking tickets 240 193 $29,600.00 $22,650.00 $26,950.00
Parkmobile Information Warning 0 25 $0.00 $0.00 $0.00
Permit Tracker 0 2 $0.00 $0.00 $0.00
POLICE ISSUED PERMIT REQUIRED 0 2 $0.00 $0.00 $0.00
System Boot Fee 205 229 $22,200.00 $22,235.00 $825.00
Tax Related Boot and Administrative Fee 255 262 $23,125.00 $26,235.00 $2,050.00
Tax Related Tow Administrative Fee 8 22 $550.00 $400.00 $250.00
Timing Started 2 48 $0.00 $0.00 $0.00
Total 25,673 31,404 $1,025,886.00 $390,538.00 $371,830.00
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Device InCites
UPsafety’s Device InCites™ feature provides approved users a GIS-style overlay with the real-time location
of all handhelds currently in use by the city’s staff on a data-rich map. Managers can see the entirety of their
device fleet, as well as their staff’s routes over a given time period, allowing city staff the analytics needed to
determine the most efficient enforcement practices for the organization, while ensuring officer safety and
productivity. In addition, more advanced layers offer the insight needed to answer hard questions, such as:
Are we over or under-enforcing certain areas?
Are officers taking breaks or “going easy” on certain locations?
Are there areas we are missing that are causing parking turn-over to lag?
This feature is composed of three major layers:
The Real-Time Layer
This layer allows authorized users to view the location of officers and devices in real-time, the last citations
issued by officers, citations issued that day and distance traveled:
Future functionality, in upcoming releases will include full intra-officer messaging, as well as the ability for a
dispatcher or approved administrator to communicate with officers, via voice, video or text, in real-time. This
will greatly aid in effective incident management and dispatch, as well as providing a valuable resource if an
officer is in danger or needs to urgently report an event.
The Routes Layer
This layer takes this functionality even further by providing authorized users the ability to visualize the paths
of all devices, as well as their time in particular locations, directions of travel, or the number of times they
passed a particular location in a day.
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Planned functionality enhancements include the suggestion of officer and ALPR routes, based on the City’s
mission statement and objectives, to help achieve optimal enforcement outcomes.
The Analysis Layer
This layer dives even deeper into the city’s historical metrics, allowing managers and permissioned staff to
make better informed decisions on policy and enforcement practices.
Available standard reports include:
Enforcement Area Heat Map: This mapping is constructed based on the number of times a given
area is visited by an officer throughout a given day or date range. Identifies areas too frequently
visited by enforcement, or conversely, areas that may require additional enforcement attention.
Specifies the percentage of times an area is visited versus all areas visited throughout the given day
or date range.
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Enforcement Time Heat Map: This map is based on the duration of officer time spent within an area.
Provides insight into possible efficiency measures. Specifies total enforcement time for a given day
or date range as well as an analysis of the percentage of time (and actual time) spent by officers
within each area.
Stop Gap Plot: This report plots specific locations where an officer stopped at over a specified
duration (15 min, 30 min, 45 min, 1 hr, 2 hr, 3 hr). These points may indicate unusual occurrences of
stationary activity and allows management to follow up on these occurrences as necessary to ensure
officer safety and productivity. Identifies total number of stops and total duration of time stopped.
Also identifies each stop by which officer and for what duration of time.
Citation Volume Heat Map: This heat map is based on issued citation monetary amounts. Allows for
insight into specific areas where citation monetary amounts may be high or low. Identifies total
monetary issued amount for that particular day or date range as well as a percentage of total
monetary amount (and actual monetary amount) within each area.
Citation Count Heat Map: This heat map based on the count of issued citations. Allows for insight
into specific areas where issued citation count may be high or low. Identifies total count of citations
for that particular day or date range as well as a percentage (and count) of issued citations within
each area.
Citation Plot: This map plots specific locations of citation issuance. These points show the exact
location of issuance which has advantages over a Heat Map visualization when the data is sparse.
Our geographic analysis suite is always evolving, and we look forward to the opportunity of partnering
with the city to help design analysis functions which make managers, officers and administrators jobs
easier, safer, and more efficient.
Automated Noticing
Our solution fully supports the generation of customized PDF’s to serve as notice letters to violators, based
on any business rules specified. Once daily, eligible “actions” are flagged, and notices are generated which
map to the actions. An “action” could be:
a. An item being unpaid for a certain amount of time
b. An item being paid
c. A rep scheduling a court hearing
Or any other action required. No notices are sent by hand; they are sent automatically because actions occur.
Our solution has a number of stock templates, as well the ability to edit notice verbiage, image and other
data field placement, however, we are happy to lean on the city’s experience as to the optimal formatting for
each notice required. An example of a stock template is included on the next page.
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Fleet Management
Our platform provides for comprehensive management of active fleets through both the customer facing
portal for self-service permits and ticket management by owners, as well as through the management
portal for city administrators.
Developed in partnership with the Allentown Parking Authority, this solution was built to take the hassle
out of administering complex programs. Through the customer facing portal, fleet owners are able to:
1. Manage the vehicles within their fleets.
2. Apply for, purchase and renew permits for both single vehicles and batches of vehicles. Permit
terms and conditions can be attached and viewed through the website, in any format chosen.
3. Set permit and collated violation invoices to automatically charge to a tokenized credit card or
bank account.
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4. Ensure compliance through the ability to view and pay violations for both single vehicles and
entire fleets. Fleets can also opt to recurrently pay tickets as part of their monthly invoice.
5. View full billing history for fleet invoices including charge method, amount and date.
These features can make fleet owners far more likely to cooperate in relevant programs and will save
current fleet owners time and money in administration.
The back end makes this process just as easy to administer for city staff, allowing city administrators all of
the same functionality, with the addition of a bird’s eye view of all registered fleets.
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For a recent installation with the New Haven Parking Authority, we were required to administer a
somewhat complex fleet program, which led to a need to integrate to Enterprise Holdings (“EHI”) and
Verra Mobility (formerly ATS).
Instead of building a one-off integration, we decided to build an integration which covers our entire client
base, and queries new violations daily for participation in fleet programs. If a match is found, the correct
responsible party information is automatically provided, and associated with the ticket nightly.
Entry of Handwritten Citations
Our solution fully supports the entry of paper citations. In addition to this basic database functionality,
real- time checks are run against parking session data at the time the citation was issued. This reduces the
burden on administrative staff to have to reference disparate systems when a patron disputes the validity
of the citation. Additionally, we ensure data integrity checks are run on each citation, to thwart potential
entry errors. The format and structure of this page can be modified to suit your organization’s needs;
however, it is generally a copy of a similar data entry process for a mobile officer issuing an electronic
citation to ensure data validity and accuracy.
Permit Creation, Modification & Validation
Our back end permitting management feature is fully featured, and allows authorized administrators and
managers to:
1) Manage permit zones
2) Import pre-existing permit users
3) Change payment requirements including
a. Partial payments allowed (Y/N)
b. Payment media (Card/Cash/Check) Accepted
4) Manage permit store look/feel
5) Manage permit types
6) Manage permitted individuals
7) View, approve & deny permit requests, including the viewing of security screened supporting
documents
8) Manage permit waitlists
9) Use the solution as a point of sale for in person permit purchases
10) Manage lists of pre-approved permit users
11) Run comprehensive permit reports
This powerful functionality will allow the city to effectively manage, and instantly post for sale on the Citizen
Connect portal, a huge variety of permits, including for contractors, motorcycles, and residential and
temporary parkers. While all permits created follow the same basic logic; zone, duration and other permit
data are posted to the cloud and communicated to the handheld enforcement devices in real-time at
purchase and approval.
UPsafety iPermit® contains waiting list functionality that can be enabled per permit type with options for
maximum allowed waitlist patrons. The waitlist functionality automatically notifies patrons by email once a
permit becomes available, giving the patron a customizable period of days (based on the city’s request) to
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complete their registration via email link. Patrons are automatically notified a customizable period of days
before any permit type expires with a customizable email set by the city.
Regardless of the workflows required by the city, we are confident our permitting solution will meet, and far
exceed your needs.
Below are some screen shots depicting the permit creation screen in the management portal.
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Nationwide DMV Lookups | NLETS | Duncan Solutions
While we believe our ticketing and management software to be a few steps ahead of Duncan’s, we do not
have an entire division dedicated to Registered Owner (‘‘RO’’) retrieval. So, we pony up and pay for what
we believe to be the best data available in this regard.
Please see Duncan’s qualifications as a subcontractor for retrieval of out-of-state RO information.
Respondent Qualifications and Experience
RFO No. 2019-08-1306–Respondent Qualifications and Experience
Respondent Name: Law Enforcement Systems, LLC., A Duncan Solutions, Inc. Company
Physical Address: 633 W. Wisconsin Ave., Suite 1600, Milwaukee, WI 53203
Mailing Address: 633 W. Wisconsin Ave., Suite 1600, Milwaukee, WI 53203
Phone Number: 414-379-7918
Fax Number: 414-847-3775
Email Address: mcarneiro@duncansolutions.com
Legal Status: Limited Liability Company
Contact Person: Mike Carneiro - Director, DMV Relationship & Data Management
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Years in Business and
Scope of Operation:
Over 30 years
Duncan Solutions provides services to government agencies nationwide;
including DMV registered owner acquisition, payment processing, toll
operations, violation processing, collection services, back office systems,
and support services. Law Enforcement Systems, LLC, a Duncan Solutions
Company, currently works with more than 600 entities nationwide and
counts among its clients, the cities of: Norwalk, Milwaukee, Pittsburgh,
Atlanta, New York, Alexandria, San Diego, Sacramento, and Detroit.
Documentation of Company Qualifications and Experience
Law Enforcement Systems, LLC, a Duncan Solutions company (Duncan), is without peer in the
acquisition of DMV registered owner (RO) data, which is essential to generating peak revenue from
violation processing and collections activities.
We have demonstrated capabilities in obtaining RO data from all 51 DMVs and Canadian provinces
(where authorized by law), through direct DMV relationships, as well as through third-party
relationships including our strategic partnership with the National Law Enforcement
Telecommunications System (Nlets).
Duncan has developed proprietary interfaces and relationships with state DMVs to identify, pursue
and maximize revenue owed by violators for our qualified public sector clients. We have a team of
subject matter experts who analyze data and are familiar with DMV nuances related to plate length,
type, and schema for each state. As a result - nationally, our DMV hit rate approaches an
industry-besting 90 percent.
Demonstration of Capability
Law Enforcement Systems, LLC, a Duncan Solutions Company (Duncan), has the DMV registered owner
acquisition expertise to deliver the highest levels of revenue through our proven DMV matching
capabilities. Duncan understands and has the
capability to provide all services as specified in
the RFP.
We are committed to providing the most
thorough license plate lookup services available.
With more than 600 clients utilizing our violation
processing and collection services, we have more
experience obtaining DMV Registered Owner
(RO) data than any other vendor. Through our
comprehensive program, we provide DMV RO
name and address acquisition services for all 50
states and the District of Columbia, as well as
Canadian provinces and apportioned vehicles in
Mexico (where/when legal). Years of active
relationships with DMVs across the nation have
led to our expert knowledge of DMV rules and
the methods to achieve efficient DMV interfaces.
We also use our knowledge and resources to
assist our clients in obtaining the required authorizations from RO sources.
Duncan takes more steps, utilizes more sources, and makes more attempts to obtain RO information than
any other provider in the industry, generating some of the highest hit rates and greatest revenue recovery
HIGHLIGHTS
• Proven high-quality DMV RO retrieval
services utilized by over 600 agencies
• Demonstrated capabilities to obtain
RO data from all 51 DMVs and
Canadian Provinces (where legal)
• Duncan’s nationwide DMV hit rate
approaches an industry-leading 90%
• Experienced team of program
management personnel with extensive
experience working with state DMVs
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for parking programs across the country. Over the years, we have developed proprietary interfaces and
relationships with state DMVs to identify, pursue, and maximize revenue owed by violators for our
qualified public sector clients. As a result, we have maintained an impressive 90% national average
DMV hit rate.
Duncan is uniquely qualified as a partner because:
• We have over 30 years of experience in government services outsourcing and have contractual
relationships supporting 40 different toll authorities and nearly 600 municipal parking programs.
• In April 2010, after a one-year Pilot Program, the National Law Enforcement Telecommunications
System (Nlets) granted us a full strategic partnership, and we have maintained our certified status
every year since.
Organizational History
Duncan Solutions, parent company of Law Enforcement Systems, has over 30 years of violation collections
experience. The history of Duncan’s collections business is defined by a strategic focus on vehicle-related
debt, which culminated in the merger of two industry-leading agencies. Law Enforcement Systems, LLC was
founded in 1982 and immediately established a reputation as a top solution provider to municipal and
transportation agencies by providing DMV Registered Owner (RO) acquisition services to agencies.
Focus on Public Sector Debt
Duncan’s focus is on serving the public sector. Within the confined universe of public sector debt, we
specialize on debts that originate from violations issued to vehicles – typically including toll violations,
parking tickets, red light camera violations, photo-radar violations, and similar infractions. This is an
important distinction because government debts – and vehicle-based violation debts in particular –
require a unique approach.
Underlying so many of these debts are issues of public safety, fairness, and motorist accountability that
are important to emphasize and essential to the integrity of these programs. Other vendors don’t
necessarily appreciate these complexities. In order to best serve our clients, we have invested significantly
in improved technology and subject matter expertise. The collection of government violations is reliant on
the timely and accurate identification of the proper vehicle owner.
Duncan’s unique DMV Look-Up capabilities culminated into a specialization with the development of our
proprietary DMV RO retrieval service, DMVRegInfo.com. We achieved a violation industry first when we
released DMVRegInfo®, a service that now retrieves vehicle RO information from all 51 DMVs. In April
2010, Duncan became a strategic partner with Nlets. To achieve partnership status, Duncan had to
implement secure site and data transmission protocols and pass an on-site security inspection.
We access all 51 DMVs where Duncan is authorized to use the full Origination Request Identifier (ORI)
issued to qualified law enforcement agencies. Depending on the government agency we are doing work
for, Nlets in some cases issues an S-ORI code, which does not give access to all 51 DMVs. However, our s-
ORI clients are not at a disadvantage to our ORI clients; they enjoy access to all 51 DMVs via Duncan’s
direct relationships with over 20 DMVs and several commercial third-party DMV information resellers. The
overlapping availability of individual state DMV information from multiple sources allows Duncan to
choose the best source, and also to re-attempt no hits to the other sources in order to attain the highest
RO rate possible.
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Key characteristics of our comprehensive solution include:
• Proven performance of DMV RO acquisition for similar Parking clients;
• Ability to retrieve vehicle RO information from every state DMV, the District of Columbia and
Canadian provinces, where permitted by law;
• Fast and efficient method to electronically submit license plates for RO retrieval in batch mode;
• Cost-effective, easy, and rapid RO retrieval with no charge for records where no data is returned;
• Flexible subscriptions allow for online batch submission of requests and full integration with
processing system(s); and
• Optimal “hit rates” from a proven industry leader.
With the processing of over 15 million DMV look up transactions each year, our team of dedicated experts
are well versed in the various state plate configurations and schemas, allowing Duncan to increase
successful matches and reduce leakage for our customers. With more than 600 clients utilizing our
violation processing and collection services, Duncan has more experience than any other collections
vendor at obtaining RO information from state DMVs.
Source Providers
We are able to obtain RO data through direct relationships, agreements with DMV-contracted registration
information distributors, as well as our strategic partnership with Nlets, and we provide complete access
to all 51 U.S. jurisdictions and select Canadian provinces. However, accesses for some
jurisdictions/networks are dependent on specific “permissions” granted by the state or organization and
the willingness of the requesting client’s level of participation. Following, Duncan has provided a list of
Source Providers.
State
Abbr. State Direct NLETS
(Full ORI)
Alternate
Source
Alternate
Source 2
Source Providers
(count)
AK Alaska AK AK 2
AL Alabama AL AL AL 3
AR Arkansas AR AR AR 3
AZ Arizona AZ AZ 2
CA California CA CA 2
CO Colorado CO CO CO CO 4
CT Connecticut CT CT CT 3
DC DC DC DC 3
DE Delaware DE DE DE 3
FL Florida FL FL FL FL 4
GA Georgia GA GA GA 3
HI Hawaii HI 1
IA Iowa IA IA 2
ID Idaho ID ID ID 3
IL Illinois IL IL IL IL 4
IN Indiana IN IN 2
KS Kansas KS KS 2
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State
Abbr. State Direct NLETS
(Full ORI)
Alternate
Source
Alternate
Source 2
Source Providers
(count)
KY Kentucky KY KY KY KY 4
LA Louisiana LA LA LA 3
MA Massachusetts MA MA MA 3
MD Maryland MD MD MD MD 4
ME Maine ME ME ME ME 4
MI Michigan MI MI MI MI 4
MN Minnesota MN MN MN 3
MO Missouri MO MO MO MO 4
MS Mississippi MS MS MS 3
MT Montana MT MT MT 3
NC North Carolina NC NC NC NC 3
ND North Dakota ND ND ND 3
NE Nebraska NE NE NE 3
NH New Hampshire NH 1
NJ New Jersey NJ NJ 2
NM New Mexico NM NM 2
NV Nevada NV NV 2
NY New York NY NY 2
OH Ohio OH OH OH OH 4
OK Oklahoma OK OK 2
OR Oregon OR OR 2
PA Pennsylvania PA PA 2
PR Puerto Rico PR PR 2
RI Rhode Island RI RI RI 3
SC South Carolina SC SC SC SC 4
SD South Dakota SD SD SD 3
TN Tennessee TN TN TN TN 4
TX Texas TX TX TX TX 4
UT Utah UT 1
VA Virginia VA VA 2
VT Vermont VT VT VT 3
WA Washington WA WA WA 3
WI Wisconsin WI WI WI WI 4
WV West Virginia WV WV WV 3
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State
Abbr. State Direct NLETS
(Full ORI)
Alternate
Source
Alternate
Source 2
Source Providers
(count)
WY Wyoming WY WY WY 3
AB Alberta AB 1
BC British Columbia BC 1
ON Ontario ON 1
QC Quebec QC QC 2
Count Total 27 55 40 31
Our dedicated team of DMV professionals maintains constant communications with DMVs and other DMV
related services. We have achieved, with many jurisdictions, a layering affect where we maintain up to four
viable DMV sources per jurisdiction in the event access becomes problematic we redirect requests to an
alternate source so as not to interfere with flow of data back to the city. We have found that over 87% of
data sources have multiple access points. We also recognize that specific plates (e.g. apportioned
vehicles) are not solely available through a single source and have instituted a “waterfall” process,
sending requests to multiple sources to acquire registered owner information for these types of vehicles.
Duncan’s experience and access to DMVs and alternate DMV data sources remains unparalleled in the
industry. This is demonstrated though dozens of direct relationships, agreements with DMV-contracted
registration information distributors, and our strategic partnership with Nlets. Through Nlets, and with
specific authorizations (i.e. full Origination Request Identifier (ORI) access), we are authorized to access all
51 U.S. jurisdictions and select Canadian Provinces. Our agreement with Nlets was established on April
15, 2010. The agreement covers a 12-month period with automatic renewals each year. A copy of the
agreement can be found below.
Our approach encompasses the utilization of all input data from the client. Fields beyond state and plate
(plate type, vehicle make, VIN, issue date) are used to assist the identification process as return data is
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parsed prior to being returned to the client. Proper identification of the offending party is paramount.
Qualification as well as disqualification or response records occurs depending on the comparisons if input
data elements to that of the DMV response data.
DMV Registered Owner Information
Approximate Turnaround Times by State
1– 5 Business Day
Retrieval
2 Business Day Retrieval, Only
Available With
Nlets Full ORI
Alabama
Alaska
Arkansas
Arizona
California*
Colorado
Connecticut*
Delaware
Florida
Georgia
Idaho
Iowa*
Illinois
Indiana
Kansas
Kentucky
Louisiana
Maine
Maryland
Massachusetts
Michigan*
Minnesota
Mississippi
Missouri
Montana
Nebraska
Nevada
New Hampshire
New Jersey
New Mexico
New York*
North Carolina
North Dakota
Ohio
Oklahoma
Oregon*
Quebec
Rhode Island
South Carolina
South Dakota
Tennessee
Texas
Vermont
Virginia*
Washington*
West Virginia
Wisconsin
Washington, DC
Wyoming
*Requires state
forms to be completed
Canadian:
Alberta
British Columbia
Ontario
Available With
Nlets S-ORI
Hawaii
Pennsylvania
Utah
With an easy interface and onboarding process, Duncan can start live operations in a matter of weeks.
We would first review our standard Interface Control Document (ICD). In the production processing
environment, The City of Bozeman parking system would send a single file with plates from all states. Our
integrated process extracts data, runs each plate against state-specific configuration edits, and sends
each state file to the appropriate data source. We will return files as quickly as the data comes back from
the various state sources. While the Request for Offers requires a 24-hour return of data, please be aware
that such a turnaround is not always possible. Oftentimes, various state data sources run at differing
processing cycles, some taking several days and a few taking more than a week. We can discuss expected
turnaround times for specific state data sources during the project implementation phase.
Duncan is committed to providing the most accurate and successful license plate lookup services and we
believe that our existing relationships and our security policies accomplish this better than any other
vendor. On a daily basis, Duncan accepts FTP files for RO data acquisition. Once received, Duncan
prepares and submits the data through our comprehensive file matching and exchange process to secure
the requested RO data. Upon return from our sources, data is sent to the client via FTP for subsequent
integration with their violation processing and collection process. On a monthly basis, Duncan provides a
summary invoice and series of reports identifying the RO data acquisition activity.
Duncan maintains strict control of our clients’ confidential information. As with any sensitive data, and
specifically that which is related to driver information, we understand that the release of DMV information
is strictly governed by the Federal Drivers Privacy Protection Act (DPPA) and is subject to periodic audit
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by individual states. As such, only authorized users have access to the data we manage on behalf of
parking agencies. Further, our system automatically tracks all client requests for RO data and date of
fulfillment. A historical audit trail is maintained by the system for all clients and is available as part of a
printed report. As a demonstration of commitment to data security, all involved Duncan personnel sign an
acknowledgement of the DPPA, a Security Agreement, and are subject to immediate dismissal for any
breach of policy and procedures.
MAINTENANCE, UPDATES, AND SUPPORT
Hardware Maintenance
Comprehensive hardware updates and support are provided as a fully included portion of your
subscription. As a first line of support, any and all hardware issues will be supported by the same
dedicated support staff as support the software, 24/7/365, with hardware support issues held to the same
one-hour response time SLA as our software.
If, after support, an issue is confirmed, we will initiate:
1) The immediate shipment of a no-cost loaner device to replace the affected device
2) A call tag for the affected device for shipment to our offices for repair
3) Shipping for the repaired device back to your offices
4) A call tag for the loaner device
For the full term of the contract.
Software and firmware updates for both the device, as well as the Android software, are pushed to
devices as needed. To ensure this does not interrupt issuance, these updates are pushed to devices only if
(a) It is between 2am and 4am EST and (b) the device has been inactive for more than 15 minutes to
ensure minimal usage interruptions.
Software Maintenance
When you sign on with us, you are not just paying to license the same static piece of software year-over-
year. You are paying for us to provide the infrastructure expertise, ongoing software improvements,
consulting and support necessary to keep you at the cutting edge of technology for the entire term
of your contract. Our solution is constantly growing, and as a subscriber, you get everything you are
contracted for in addition to everything new our engineering team produces, at no additional cost. In
2020 alone, we have released features such as advanced citation disputes, a fully redesigned user
interface, and much, much more. We invite you to talk to any of our long-standing references about the
growth of our product over their term with us.
UPsafety CityCite® Cloud Back Office is a true cloud-based application and is not operating system or
server specific. As the Microsoft cloud functionality improves, we continually look for ways to further
utilize newly provided tools to improve our solution.
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Product Enhancements
Periodic updates and enhancements are a standard feature of your subscription. Minor updates/upgrades
are rolled out periodically as they are completed, and major upgrades are released in a new software
version every few months. Continuous refinement of our software is an important aspect of our business
model; we strongly encourage suggestions for enhancement/refinement of our software from all clients.
Any software-related requests made by clients are placed in our development queue and are
completed/released according to the frequency and overall benefit of the request.
CITYCITE® SOFTWARE ARCHITECTURE AND SECURITY
Our software is built with all users in mind. Developed entirely from our Fort Washington headquarters,
our software is developed, maintained, and improved by a dedicated in-house team. That means that we
do not have contractors plugging away at requirements tables; we have product owners who are building
an experience.
This means that using our software is seamless –
All pages load within 1 second.
Tasks that take longer than 3 seconds, such as very large reports, will either run in the
background, or can be emailed.
Each page retains state, so you don’t need to go back and re-specify a filter.
All pages scale to fit any size screen.
All web browsers are supported.
In addition, both our data collection and management platform applications are entirely ADA compliant.
This includes providing alternate text where applicable, clear labels indicating expected user input, and
full support of keyboard navigation throughout the UI. In addition, beyond just compliance, our trainers
have successfully trained officers with visual impairments, illiteracy, and various other disabilities. Our
trainers understand how to address the needs of each trainee to ensure success.
Comprehensive Security
Our violation management platform is hosted through the Microsoft Azure Government Cloud, the most
secure and well certified cloud in the marketplace, including FedRAMP, NIST 800.171 (DIB), ITAR, IRS
1075, DoD L4, and CJIS standards.
In addition to this physical security, our software is fully OWASP compliant by design. This includes the
utilization of security standards such as:
SHA256 bit data encryption for both data at rest and in transit
Comprehensive, entirely customizable user permissions; over 380 permissions are
grantable/revocable by users
Requiring strong passwords containing at least 10 characters, and a minimum of:
o One uppercase character (A-Z)
o One lowercase character (A-Z)
o At least one digit (0-9)
o At least one special character
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All login attempts fully documented by user, date and time, IP address, and actions
Vulnerability scans performed weekly and at each major release
Locking after a user has been idle for more than a set time
As stated before, our payment solution is PCI DSS, Level 1 certified. UPsafety also undergoes annual
SOC2 audits by an independent certified auditor to ensure our data security policies are strictly
adhered to.
Scalability
Our system is structured using a best practices Multi-Tenant Microservices Architecture, utilizing Azure
worker and web roles to ensure that each process is self-contained, meaning that issues in one process
have a negligible impact on any and all others. Furthermore, using Azure allows us to dynamically scale
the computing resources needed for any process. So, if your administrators are all running reports at
once, or your citation counts double, the resources allocated to your cloud will increase commensurately
in real-time. Finally, being fully geo-redundant means that if one service were to go down from the main
instance, there is always a backup process running to pick up the slack. Full diagrams are proprietary but
can be provided upon request. In conclusion, our architecture is extremely scalable; it is just a matter of
paying Microsoft more for its servers to do the work! We fully bear this risk in pricing.
Disaster Mitigation and Recovery | 24/7 Up Time with 99.9% Service Level
Agreement
UPsafety maintains a comprehensive Disaster Mitigation and Recovery Plan. As a first line of defense, each
customer database is backed up in real-time and in triplicate within each datacenter. In the event of a
failure, which has never occurred, databases can be rolled back to any time in the prior 35 days.
As a second line of defense, the hosted Azure instance where your application and data are stored is
entirely geo-redundant. This means that all service architecture and databases are hosted in an entirely
different physical location, strategically placed so that world events and weather will not affect both at the
same time. In this secondary instance, once more, all databases are backed in triplicate.
If the first instance ever does go down, all systems will automatically fail over in real-time to the secondary
instance as the first recovers. This allows us to maintain a 99.9% Service Level Agreement (SLA), which we
have never breached, as well as maintain 100% data integrity. This means we have never lost a single
record.
Each facility is designed to run 24/7 and employs various measures to help protect operations from power
failure, physical intrusion, and network outages. These data centers comply with industry standards for
physical security and reliability and they are managed, monitored, and administered by Microsoft
operations personnel. They are designed for “lights out” operation.
Each datacenter facility has a minimum of two sources of electrical power, including a power generation
capability for extended off-grid operation. Environmental controls are self-contained and remain
operational if the facility and contained systems remain online. Physical security controls are designed to
“fail closed” during power outages or other environmental incidents. In case of fire or situations that
could threaten life safety, the facilities are designed to allow egress without remaining exposed.
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In the event of a partial third-party feature outage affecting all customers, UPsafety support notifies
customers via the UPsafety News seen upon cloud login. In the event of partial third-party feature outage
affecting a single or a few customers, UPsafety support notifies the affected customers via email and or
phone depending on the severity. In the rare event of a full cloud outage, UPsafety support would
contact all customers via email. We will make announcements of any planned outages and upgrades a
minimal of 2 weeks in advance.
Data Ownership
With our solution, clients always maintain full ownership of their data. At any time, with no assistance from
our staff, any and all data within the system could be exported by validated users through our reporting
module. This level of control of your data is unprecedented in the industry.
Data Import and Export Capabilities | Collections Support
Data imports from legacy, or replaced systems are, unfortunately, still a manual process, as cleaning data
from one vendor can be an altogether different effort than cleaning data from another. Our standard
procedure is to use a .XLSX file as a medium. Once provided, the file is cleaned, validated for correctness
using algorithms and then imported by our development team.
Data imports for integrations can either be accomplished by utilizing our existing Application Program
Interfaces (APIs) to receive data in real-time, or, for processes that do not require data in real-time, our
system can automatically pick up and process files from an FTP server on a predetermined schedule.
Data exports are far more automated, and can be completed using three methods:
First, the advanced reporting tool is incredibly robust, and is capable of reporting on, filtering
by, totaling, and/or grouping ANY field of data entered or collected by the solution. All
reports are delivered in MS Excel format. Any batch export required can be constructed in
this way, delivering all records, with the required data fields associated to any endpoint
required.
Second, customizable data exports are available to extract data or interface to other solutions
via a character delimited format file export (CSV). Data exports can be scheduled to
automatically run during timeframes of the city’s choosing, generally overnight between the
hours of 12:00AM and 4:00AM EST.
Finally, UPsafety also offers multiple APIs that utilize open architecture standards to feed data
to systems in real-time. We are happy to customize our APIs to meet the city’s integration
needs.
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Data Retention/ Data Purging
UPsafety offers an optional automated daily purge of tickets issued more than (x) days ago. This task can be
customized to only purge closed tickets or both open and closed tickets.
As to our data retention policy, data can be retained to your standards. Each client is given 250 Gigabytes of
storage, by default, which can be extended at additional cost. Quantity of tickets and permits stored depends
on quantity and size of images/attachments. To date, no client has requested additional storage.
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Section E Related Experience with Projects Similar to the Scope of Services
Please see our detailed response in Section B, starting on page 7, for implemented projects with similar
complexity to the City of Bozeman.
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Section F Proposed Implementation Schedule
We have included a sample of our standard Implementation Schedule located in Section C, starting on
page 12, of our response.
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Section G Recent and Current Work for the City of Bozeman
United Public Safety has not had the pleasure of working with the City of Bozeman to date, but we are a
wholly owned subsidiary of T2 Systems, and consequently we have the advantage of being able to work
directly with the T2 team to seamlessly transition the city from their existing platform to UPsafety.
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Section H References
National References:
City of Ames
UPsafety client since August 10, 2020
515 Clark Ave. Ames, IA 50010
Sheri Nelson – Parking Enforcement Coordinator
515-239-5338 | sheri.nelson@cityofames.org
Prior Vendor: Duncan
Violations per Year: ~28,000
Population: 67,000
Allentown Parking Authority
UPsafety client since October 4, 2019
603 West Linden Street, Allentown, PA 18101
Jon Haney - Enforcement Manager
(610) 213 7481 | jhaney@Allentownparking.com
Prior Vendor: Passport
Violations per Year: ~165,000
Population: 121,400
City of Greenville
UPsafety client since July, 2015
500 South Greene Street, Greenville, NC 27834
Corey Barrett – Senior Parking Control Manager
(252)-329-4237 | cbarret@greenvillenc.gov
Prior Vendor: T2 Systems
Violations per Year: ~20,000
Population: 93,137
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City of Oxford
UPsafety client since September 15, 2014
107 Courthouse Square, Oxford, MS 38655
Matt Davis – Director of Parking
(662) 232-8605 | mdavis@oxfordpolice.net
Violations per Year: ~13,000
Population: 27,000
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Section I Training and Customer Service Plan
We have outlined details surrounding our Training and Customer Service Plan in Section C, starting on page 12.
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Section J Price Proposal
Hardware Pricing
Unlike many enforcement providers, we provide full, in-house support for the hardware we resell to you.
That means that instead of calling Panasonic/Zebra/Samsung’s technical support hotline, you’re calling
our fully US-based staff under the same one-hour Service Level Agreement that we maintain for our
software. We believe anything less is not supporting the whole solution.
We have two options for hardware:
CitePro™ Hardware Package – $2710.00 per Package
We recommend this one-piece solution as the workhorse device for your enforcement personnel.
The hardware package includes the mobile computer, two hot-swappable external battery packs,
a charging dock which allows both the device and a supplemental battery to be charged in
tandem, and a power-supply/charging cable. We are also happy to provide, at an additional cost,
4- slot docking stations for better space management.
Samsung Note 20 & Printek FP530 Thermal Printer – $1950 per Package
This package includes (1) new in box Samsung Galaxy S20 device, (1) ruggedized case, (1) new in
box Printek FP 530 3” Bluetooth printer, as well as all associated peripherals, including a stylus,
shoulder strap and belt strap.
Verizon 4G LTE Data Plan – $35.00 per Device per Month
We resell data plans from Verizon exclusively, because their network and speed are
uncompromising. This plan includes mobile data for one device.
Hardware Warranty Options (CitePro™)
CiteGuardPlus Warranty – $35 per Device per Month
In the case of hardware damage or failure, this warranty fully covers:
1.) Immediate shipment of a no-cost Loaner device to replace the affected device
2.) A call tag for the affected device for shipment to our offices for repair
3.) Shipping for the repaired device back to your offices
4.) A call tag for the Loaner device
Over a full three-year term. This provides for instant remediation of hardware issues, and keeps
officers enforcing.
Manufacturer’s 3 Year Warranty – $668.00 per Device
OR
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Platform Pricing and 24/7 Software Support
CityCite™ Site Platform Fee – $15,792 Annually
The Site License includes:
1. Unlimited licenses for both out Mobile Data Collection Software as well as our Cloud
Based Management Software, as long as usage of the system is restricted to
administration of the city’s parking program. This license includes access to ALL features
of our software, including handheld ALPR, online disputes & appeals, the iPermit digital
permitting suite and all other technical components laid out within our product section.
2. Assuming commercially reasonable cooperation by vendors, integration, and integration
maintenance, to all PayByCell, Kiosk or ALPR vendors chosen by the city will be supported
over the full term of the contract and at no charge (up to 80 hours per Vendor).
3. 24/7/365 in house help desk support for any and all software and hardware issues with a
1-hour SLA.
4. Access to our Client Resource Center, which provides in depth details of the functionality
within our mobile and back-end software, including video demonstrations and guided
walk throughs.
5. Any and all software updates, including product enhancements, issue resolutions, and
new feature releases as they become available. Since inception, we have been releasing
new software to clients rapidly.
Some major upgrades in 2020, provided at no additional cost to ALL current subscribers,
included:
• Full Cloud & Mobile User Interface Refresh
• Enhanced Dashboard Data Visualizations
• Added Payment Functionality (Skeletal, Swaps, Refunds)
• Multiple Ticket Management
• NSF Check Automation
• Stripe Integration & Dashboard
• Advanced Disputes & Hearing Scheduling
To ensure these features are fully utilized, we regularly hold UPsafety User Webinars, at no additional cost
to subscribers, before each major update to identify, train, and answer any and all customer questions and
concerns. Users who cannot make the webinar can request a recorded copy to view anytime.
Citizen Connect™ – Greater of 4.00% or $3.00 per Citation or Permit Paid Online
We can fully customize an e-commerce site to meet your needs, including branding, adding
customized dispute fields, and developing lookup logic. Through the portal, citizens can:
• Review photo evidence, as well as all ticket data recorded at the time of issuance
• View fine schedules, laws and FAQ’s
• Pay tickets online, from the moment a ticket is issued, via QR code on the ticket,
the website printed on the ticket, or, through the Interactive Voice Response (IVR)
phone number
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• Dispute and inquire as to ticket status, including the upload of secure documents
to be viewed by enforcement or administrative staff
When a violator pays a $30.00 citation, they will pay the citation amount, plus the service fee, and
we will remit the full $30.00 citation value to you next day. Includes:
Training and Implementation
Personalized On-Site or Webinar Training - -- $2000.00 One Time (Waived)
This fee is for online or on-site training of your officers and administrators on how to use the
system inside and out, as well as training managers to a Train the Trainer standard. This covers
our costs in paying the 1-2 employees training and tavel.
Cloud Set Up and Customization – $1875.00 One Time (Waived)
We charge this fee to fully customize the cloud to your department, including setting permissions
for each individual employee, implementing ticket lifecycle business logic, creating report
templates specified by managers, importing common street names in order to optimize officer
drop down lists and more.
Processing & Other per Item Services
Out of State DMV Research – $1.00 per Violator Found
For DMV research for out of state violators, we charge Per Successful Plate Lookup, which means
that a charge is only incurred if a valid address has been found for the requested plate.
Polyvinyl Paper – ~$0.05 Per Ticket Written
We provide top quality water and tear resistant polyvinyl paper at a price of $169.00/Case. There
are 50 rolls per case and clients see anywhere between 60-70 tickets per roll. The value of
$.05/ticket that we mention in our literature is computed as follows:
$169 Per Case = $3.38 Per Roll = $ 0.05 Per Ticket 50 Rolls Per Case 65 Tickets Per Roll
Programmatic Data Conversion – $100.00 per Hour (Waived)
We will migrate all records from the current system to CityCite at no additional cost, regardless of
the effort entailed.
Custom Software Development (SDE) – $200.00 per Hour for Out of Scope Work
We staff a team of 9 full-time Cloud and Mobile software engineers, tasked with constantly
improving our product for the better and customizing the product to meet the needs of our
customers. We will only bill for software development that exceeds the scope of work specified in
this proposal.
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VeriFone P400 Point of Sale Terminal(s) – $399.00 per Unit
If the city would prefer a more integrated option for in person credit and debit card payments,
these Terminals integrate directly to the UPsafety cloud, allowing the city a fully web-based point
of sale which allows:
(1)Payments to be initiated directly through the Cloud software. When a cashier
selects “Accept Card Payment”, the Terminal will accept payment only for the
amount of selected items.
(2)Card Refunds to be issued directly through CityCite.
(3)Recurrent card payments to be set up in person.
Boasting a full color, touchscreen display, the P400 comes with EMV standard, and also allows for
expanded functionality as payment trends change, including mobile wallet acceptance, EMV
capabilities, and NFC/CTLS.
If Terminal(s) are utilized: Credit Card Processing – 2.9% and $0.25 per Transaction
This fee will be billed monthly and included on a unified invoice for the amount of processing
completed through purchased and utilized UPsafety terminals in the previous month; never taken
out of your remittance totals. We believe this makes it easier to track, manage and audit.
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Total Cost of Solution
Schedule of Costs
Product Quantity Price Billed Year 1 Year 2 Year 3
CitePro™ Hardware Package 4 $ 2,710.00 One Time $ 10,840.00 $ -$ -
CiteGuard+ Extended Warranty 4 $ 35.00 Monthly $ 1,680.00 $ 1,680.00 $ 1,680.00
Verizon 4G LTE Ultd Data Plan 4 $ 35.00 Monthly $ 1,680.00 $ 1,680.00 $ 1,680.00
CityCite™ Site License Site $ 15,792.00 Yearly $ 15,792.00 $ 15,792.00 $ 15,792.00
Personalized On-Site Training 2 $ 2,000.00 Per Day Waived $ -$ -
Cloud Setup & Customization 1 $ 1,875.00 One Time Waived $ -$ -
Total Cost of Solution $ 29,992.00 $ 19,152.00 $ 19,152.00
Up Front Costs Amortized $ 23,000.00 $ 23,000.00 $ 23,000.00 *
*In order to ease up front costs, we are happy to amortize them over a 3 year term.
**Please note UPsafety is open to a contract longer than three (3) years.
+ Variable Cost Services Utilized
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Section K: Appendix A, B & UPsafety Addendum
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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
United Public Safety, Inc.
United Public Safety, Inc.
Appendix B Cloud Service 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?
UPsafety maintains a comprehensive Disaster Mitigation and Recovery
Plan. As a first line of defense, each customer database is backed up in
real-time and in triplicate within each datacenter. In the event of a failure,
which has never occurred, databases can be rolled back to any time in the
prior 35 days.
As a second line of defense, the hosted Azure instance where your application and data
are stored is entirely geo-redundant. This means that all service architecture and
databases are hosted in an entirely different physical location, strategically placed so
that world events and weather will not affect both at the same time. In this secondary
instance, once more, all databases are backed in triplicate.
• If in the instance our first line of defense fails, all systems will automatically fail
over in real-time to the secondary instance as the first recovers. This allows us
to maintain a 99.9% Service Level Agreement (SLA), which we have never
breached, as well as maintain 100% data integrity. This means we have never
lost a single record.
If, during the Warranty Period the Software fails to comply with the Software Warranty
set forth in out SaaS Terms & Conditions (which can be supplied to the city upon
request or award of Contract), UPsafety's entire liability and client’s exclusive remedy
beyond these damages will be either to (a) repair or replacement of the Software, or (b)
if in UPsafety’s opinion such repair or replacement is not possible, termination of the
SaaS Term and a refund of the Subscription Fees paid for the Software. This will be
further detailed in UPsafety’s SaaS Terms & Conditions.
2) Data ownership: Who owns the data we provide and what can be done with the data?
With our solution, clients always maintain full ownership of their data. At any time, with
no assistance from our staff, any and all data within the system could be exported by
validated users through our reporting module. This level of control of your data is
unprecedented in the industry.
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?
Each client's data is housed on a separate and secure Microsoft Azure
SQL Database.
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b. If PII is gathered, is it encrypted in transit and at rest?
SHA256 bit data encryption for both data at rest and in transit
c. If credit card transactions are occurring is your system fully PCI compliant?
Yes, our payment solution is PCI DSS, Level 1 certified. UPsafety also
undergoes annual SOC2 audits by an independent certified auditor to ensure
our data security policies are strictly adhered to.
4) Data integrity: What do you do as a vendor to ensure our data maintains its integrity?
Please see our response to Question 1 above.
5) We require data centers to be located in the United States: What country will our
data be located in?
United States
6) Responding to legal demands to disclose data: What is your process when someone
subpoenas or requests our data from you as a vendor?
UPsafety does not interact directly with data subjects. As such, UPsafety does
not obtain explicit consent from data subjects. If UPsafety did receive a request
it would be forwarded to our customer organization directly as they own the
data. We would work with our customers to the extent allowed and or required
by law.
7) Reporting: What is your protocol for data breaches?
UPsafety maintains a Disaster Mitigation and Recovery Plan that includes a Data
Security Breach Plan containing:
breach level definitions
breach response plan process flows
responsible parties
sample data breach notifications
8) Disaster recovery: What protections/protocols do you have in place to
mitigate disasters?
As we mentioned in our response to Question 1 above, UPsafety maintains
a comprehensive Disaster Mitigation and Recovery Plan. As a first line of
defense, each customer database is backed up in real-time and in triplicate
within each datacenter. In the event of a failure, which has never occurred,
databases can be rolled back to any time in the prior 35 days.
As a second line of defense, the hosted Azure instance where your application and data
are stored is entirely geo-redundant. This means that all service architecture and
databases are hosted in an entirely different physical location, strategically placed so
90
that world events and weather will not affect both at the same time. In this secondary
instance, once more, all databases are backed in triplicate.
Each facility is designed to run 24/7 and employs various measures to help protect
operations from power failure, physical intrusion, and network outages. These data
centers comply with industry standards for physical security and reliability, and they are
managed, monitored, and administered by Microsoft operations personnel. They are
designed for “lights out” operation.
Each datacenter facility has a minimum of two sources of electrical power, including a
power generation capability for extended off-grid operation. Environmental controls
are self-contained and remain operational if the facility and contained systems remain
online. Physical security controls are designed to “fail closed” during power outages or
other environmental incidents. In case of fire or situations that could threaten life safety,
the facilities are designed to allow egress without remaining exposed.
In the event of a partial third-party feature outage affecting all customers, UPsafety
support notifies customers via the UPsafety News seen upon cloud login. In the event
of partial third-party feature outage affecting a single or a few customers, UPsafety
support notifies the affected customers via email and or phone depending on the
severity. In the rare event of a full cloud outage, UPsafety support would contact all
customers via email. We will make announcements of any planned outages and
upgrades a minimal of 2 weeks in advance. 9) Business continuity: If you decide to bring your business to an end what happens to
our data?
Please see our response to Question 2 above, all data would be sent directly to
the Client.
10) Termination rights and consequences: What is your termination policy both for you
as a vendor and us as a customer?
If handheld and training costs have been paid in full, either Party may terminate this
Agreement for convenience with sixty (60) days' written notice, or terminate for cause
with immediate effect in the event that a Party provides written notice to the other Party
of a material breach and the breaching Party fails to cure the breach within fifteen (15)
days after receiving written notice of the breach from the non-breaching Party. In the
event this Agreement is terminated for convenience, the terminating Party will be
responsible for providing all services and/or paying all fees described herein that are
incurred before the date of termination. In the event the Provider terminates this
Agreement for cause UPsafety shall not be entitled to receive any further payment
under this Agreement after the termination date set forth in the notice. This will be
further outlined in our contract template.
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?
We will export all data to a .XLSX file which is mailed back to the Client on a
portable flash drive, but it is worth mentioning again, that all of your data is
available at any time for export via excel using our simple reporting functionality.
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UPsafety Addendum Clarifications to Response
UPsafety is proposing to provide four (4) CitePro Handheld Android Devices for Citation Issuance
with a Verizon 4G Data Plan. There should be no need for iOS devices as the Citation Issuance
application will be installed and configured on these devices only for the enforcement officers.
Occupancy Data Reports that can be reported will be on paid occupancy with T2 Pay Stations,
UPsafety does not have occupancy data.
The UI for the Citizen Connect portal to purchase permits and pay citations is optimized for both
mobile and desktop use. The CityCite cloud solution is optimized for desktop use; however,
dashboards and data visualizations are designed for quick reference on mobile device when away
from the office.
Please note we have provided proposed revisions to the City’s Professional Services Agreement on
the following pages. We would also like to add UPsafety’s Contract, SaaS Terms and Conditions to
the agreement between UPsafety and the City of Bozeman. We can supply these documents upon
request from the City or bid award notification.
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Professional Services Agreement for [insert project]
FY 2020 – FY 2021
Page 1 of 12
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this _____ day of ____________, 202__
(“Effective Date”), by and between the CITY OF BOZEMAN, MONTANA, a self-governing
municipal corporation organized and existing under its Charter and the laws of the State of Montana,
121 North Rouse Street, Bozeman, Montana, with a mailing address of PO Box 1230, Bozeman, MT
59771, hereinafter referred to as “City,” and, ____________, _______________, hereinafter referred
to as “Contractor.” The City and Contractor may be referred to individually as “Party” and
collectively as “Parties.”
In consideration of the mutual covenants and agreements herein contained, the receipt and
sufficiency whereof being hereby acknowledged, the parties hereto agree as follows:
1.Purpose: City agrees to enter this Agreement with Contractor to perform for City
services described in the Scope of Services attached hereto as Exhibit A and by this reference made
a part hereof.
2.Term/Effective Date: This Agreement is effective upon the Effective Date and will
expire on the _____ day of ______________, 202_, unless earlier terminated in accordance with this
Agreement.
3.Scope of Services: Contractor will perform the work and provide the services in
accordance with the requirements of the Scope of Services. For conflicts between this Agreement and
the Scope of Services, unless specifically provided otherwise, the Agreement governs.
4.Payment: City agrees to pay Contractor the amount specified in the Scope of
Services. Any alteration or deviation from the described services that involves additional costs above
the Agreement amount will be performed by Contractor after written request by the City, and will
become an additional charge over and above the amount listed in the Scope of Services. The City
must agree in writing upon any additional charges.
5.Contractor’s Representations: To induce City to enter into this Agreement,
Contractor makes the following representations:
Professional Services Agreement for [insert project]
FY 2020 – FY 2021
Page 2 of 12
a.Contractor has familiarized itself with the nature and extent of this Agreement, the
Scope of Services, and with all local conditions and federal, state and local laws, ordinances, rules,
and regulations that in any manner may affect cost, progress or performance of the Scope of Services.
b.Contractor represents and warrants to City that it has the experience and ability to
perform the services required by this Agreement; that it will perform the services in a professional,
competent and timely manner and with diligence and skill; that it has the power to enter into and
perform this Agreement and grant the rights granted in it; and that its performance of this Agreement
shall not infringe upon or violate the rights of any third party, whether rights of copyright, trademark,
privacy, publicity, libel, slander or any other rights of any nature whatsoever, or violate any federal,
state and municipal laws. The City will not determine or exercise control as to general procedures or
formats necessary to have these services meet this warranty.
Exclusive Remedies. If, during the Warranty Period the Software fails to comply with the
Software Warranty set forth above, Contractor's entire liability and City’s exclusive remedy beyond
these damages will be either to (a) repair or replacement of the Software, or (b) if in Contractor’s
opinion such repair or replacement is not possible, termination of the Agreement and a refund of the
Subscription Fees paid for the Software. This limited warranty is void if failure of the Software has
resulted from accident, abuse, misuse or negligence of any kind in the use, handling or operation of
the Software, including any use not consistent with the User Documentation or Contractor training.
Contractor's entire liability and Citu’s exclusive remedy for any breach of warranty with respect to
the Services as described above shall be Contrator re-performing the Services performed.
Disclaimers. Any written or oral information or representations provided by Contractor
agents, employees, resellers, consultants or service clients with respect to the use or operation of the
Software will in no way increase the scope of Contractor’s warranty. Contractor and its suppliers
exercise no control whatsoever over the content of the information passing through their systems.
City and users must exercise their own due diligence before distributing and/or relying on information
available on the Internet, and must determine that they have all necessary rights to copy, publish, or
otherwise distribute such information under copyright and other applicable laws. Neither Contractor
nor its suppliers will be liable for any consequences of providing services, including those suffered
as a result of delivering or accessing information or content, such as accessing information with
offensive, inaccurate or inappropriate content, the possibility of Contracting computer viruses, or
unauthorized access to or alteration, theft, or destruction of any data, files, programs, procedures, or
information through accident, fraudulent means or devices, or any other method.
CONTRACTOR DOES NOT AND CANNOT WARRANT THE PERFORMANCE OR
RESULTS OBTAINED BY CITY IN USING THE SOFTWARE OR THE SERVICES, OR THAT
THE SOFTWARE OR THE SERVICES WILL MEET CITY’S REQUIREMENTS OR THAT THE
Professional Services Agreement for [insert project]
FY 2020 – FY 2021
Page 3 of 12
OPERATION OF THE SOFTWARE WILL BE UNINTERRUPTED OR ERROR FREE. EXCEPT
FOR THE WARRANTIES SET FORTH ABOVE AND IN THE CONTRACT, CONTRACTOR
EXPRESSLY DISCLAIMS ALL OTHER REPRESENTATIONS OR WARRANTIES, WHETHER
EXPRESS, IMPLIED, OR STATUTORY (BY ANY TERRITORY OR JURISDICTION) TO THE
EXTENT PERMITTED BY LAW. FURTHER, CONTRACTOR EXPRESSLY EXCLUDES ANY
WARRANTY OF NONINFRINGEMENT, TITLE, FITNESS FOR A PARTICULAR PURPOSE,
OR MERCHANTABILITY TO THE EXTENT PERMITTED BY LAW.
6.Independent Contractor Status/Labor Relations: The parties agree that Contractor
is an independent contractor for purposes of this Agreement and is not to be considered an employee
of the City for any purpose. Contractor is not subject to the terms and provisions of the City’s
personnel policies handbook and may not be considered a City employee for workers’ compensation
or any other purpose. Contractor is not authorized to represent the City or otherwise bind the City in
any dealings between Contractor and any third parties.
Contractor shall comply with the applicable requirements of the Workers’ Compensation Act,
Title 39, Chapter 71, Montana Code Annotated (MCA), and the Occupational Disease Act of
Montana, Title 39, Chapter 71, MCA. Contractor shall maintain workers’ compensation coverage for
all members and employees of Contractor’s business, except for those members who are exempted
by law.
Contractor shall furnish the City with copies showing one of the following: (1) a binder for
workers’ compensation coverage by an insurer licensed and authorized to provide workers’
compensation insurance in the State of Montana; or (2) proof of exemption from workers’
compensation granted by law for independent contractors.
In the event that, during the term of this Agreement, any labor problems or disputes of any
type arise or materialize which in turn cause any services to cease for any period of time, Contractor
specifically agrees to take immediate steps, at its own expense and without expectation of
reimbursement from City, to alleviate or resolve all such labor problems or disputes. The specific
steps Contractor shall take shall be left to the discretion of Contractor; provided, however, that
Contractor shall bear all costs of any related legal action. Contractor shall provide immediate relief
to the City so as to permit the services to continue at no additional cost to City.
Contractor shall indemnify, defend, and hold the City harmless from any and all claims,
demands, costs, expenses, damages, and liabilities arising out of, resulting from, or occurring in
Professional Services Agreement for [insert project]
FY 2020 – FY 2021
Page 4 of 12
connection with any labor problems or disputes or any delays or stoppages of work associated with
such problems or disputes.
7.Indemnity/Waiver of Claims/Insurance: For other than professional services
rendered, to the fullest extent permitted by law, Contractor agrees to release, defend, indemnify, and
hold harmless the City, its agents, representatives, employees, and officers (collectively referred to
for purposes of this Section as the City) from and against any and all claims, demands, actions, fees
and costs (including attorney’s fees and the costs and fees of expert witness and consultants), losses,
expenses, liabilities (including liability where activity is inherently or intrinsically dangerous) or
damages of whatever kind or nature connected therewith and without limit and without regard to the
cause or causes thereof or the negligence of any party or parties that may be asserted against,
recovered from or suffered by the City occasioned by, growing or arising out of or resulting from or
in any way related to: (i) the negligent, reckless, or intentional misconduct of the Contractor; or (ii)
any negligent, reckless, or intentional misconduct of any of the Contractor’s agents.
For the professional services rendered, to the fullest extent permitted by law, Contractor
agrees to indemnify and hold the City harmless against claims, demands, suits, damages, losses, and
expenses, including reasonable defense attorney fees, to the extent caused by the negligence or
intentional misconduct of the Contractor or Contractor’s agents or employees.
Such obligations shall not be construed to negate, abridge, or reduce other rights or obligations
of indemnity that would otherwise exist. The indemnification obligations of this Section must not be
construed to negate, abridge, or reduce any common-law or statutory rights of the City as
indemnitee(s) which would otherwise exist as to such indemnitee(s).
Contractor’s indemnity under this Section shall be without regard to and without any right to
contribution from any insurance maintained by City.
Should the City be required to bring an action against the Contractor to assert its right to
defense or indemnification under this Agreement or under the Contractor’s applicable insurance
policies required below, the City shall be entitled to recover reasonable costs and attorney fees
incurred in asserting its right to indemnification or defense but only if a court of competent
jurisdiction determines the Contractor was obligated to defend the claim(s) or was obligated to
indemnify the City for a claim(s) or any portion(s) thereof.
In the event of an action filed against the City resulting from the City’s performance under
this Agreement, the City may elect to represent itself and incur all costs and expenses of suit.
Professional Services Agreement for [insert project]
FY 2020 – FY 2021
Page 5 of 12
Contractor also waives any and all claims and recourse against the City, including the right of
contribution for loss or damage to person or property arising from, growing out of, or in any way
connected with or incident to the performance of this Agreement except “responsibility for [City’s]
own fraud, for willful injury to the person or property of another, or for violation of law, whether
willful or negligent” as per 28-2-702, MCA.
These obligations shall survive termination of this Agreement and the services performed
hereunder.
In addition to and independent from the above, Contractor shall at Contractor’s expense secure
insurance coverage through an insurance company or companies duly licensed and authorized to
conduct insurance business in Montana which insures the liabilities and obligations specifically
assumed by the Contractor in this Section. The insurance coverage shall not contain any exclusion
for liabilities specifically assumed by the Contractor in this Section.
The insurance shall cover and apply to all claims, demands, suits, damages, losses, and
expenses that may be asserted or claimed against, recovered from, or suffered by the City without
limit and without regard to the cause therefore and which is acceptable to the City. Contractor shall
furnish to the City an accompanying certificate of insurance and accompanying endorsements in
amounts not less than as follows:
•Workers’ Compensation – statutory;
•Employers’ Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
•Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual
aggregate;
•Automobile Liability - $1,000,000 property damage/bodily injury per accident; and
•Professional Liability - $1,000,000 per claim; $2,000,000 annual aggregate.
The above amounts shall be exclusive of defense costs. The City shall be endorsed as an
additional or named insured on a primary non-contributory basis on both the Commercial General
and Automobile Liability policies. The insurance and required endorsements must be in a form
suitable to City and shall include no less than a thirty (30) day notice of cancellation or non-renewal.
Contractor shall notify City within two (2) business days of Contractor’s receipt of notice that any
required insurance coverage will be terminated or Contractor’s decision to terminate any required
insurance coverage for any reason.
The City must approve all insurance coverage and endorsements prior to the Contractor
commencing work.
Professional Services Agreement for [insert project]
FY 2020 – FY 2021
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8.Termination for Contractor’s Fault:
a.If Contractor refuses or fails to timely do the work, or any part thereof, or fails
to perform any of its obligations under this Agreement, or otherwise breaches any terms or
conditions of this Agreement, the City may, by written notice, terminate this Agreement and
the Contractor’s right to proceed with all or any part of the work (“Termination Notice Due
to Contractor’s Fault”). The City may then take over the work and complete it, either with its
own resources or by re-letting the contract to any other third party.
b.In the event of a termination pursuant to this Section 8, Contractor shall be
entitled to payment only for those services Contractor actually rendered.
c.Any termination provided for by this Section 8 shall be in addition to any other
remedies to which the City may be entitled under the law or at equity.
d.In the event of termination under this Section 8, Contractor shall, under no
circumstances, be entitled to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature arising, or claimed to have arisen, as a result of the termination.
9.Termination for City’s Convenience:
a.Should conditions arise which, in the sole opinion and discretion of the City,
make it advisable to the City to cease performance under this Agreement, the City may
terminate this Agreement by sixty (60) days prior written notice to Contractor (“Notice of
Termination for City’s Convenience”). The termination shall be effective in the manner
specified in the Notice of Termination for City’s Convenience and shall be without prejudice
to any claims that the City may otherwise have against Contractor.
b.Upon receipt of the Notice of Termination for City’s Convenience, unless
otherwise directed in the Notice, the Contractor shall immediately cease performance under
this Agreement and make every reasonable effort to refrain from continuing work, incurring
additional expenses or costs under this Agreement and shall immediately cancel all existing
orders or contracts upon terms satisfactory to the City. Contractor shall do only such work as
may be necessary to preserve, protect, and maintain work already completed or immediately
in progress.
Professional Services Agreement for [insert project]
FY 2020 – FY 2021
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c.In the event of a termination pursuant to this Section 9, Contractor is entitled
to payment only for those services Contractor actually rendered on or before the receipt of the
Notice of Termination for City’s Convenience.
d.The compensation described in Section 9(c) is the sole compensation due to
Contractor for its performance of this Agreement. Contractor shall, under no circumstances,
be entitled to claim or recover consequential, special, punitive, lost business opportunity, lost
productivity, field office overhead, general conditions costs, or lost profits damages of any
nature arising, or claimed to have arisen, as a result of the termination.
10.Limitation on Contractor’s Damages; Time for Asserting Claim:
a.In the event of a claim for damages by Contractor either Party under this
Agreement, Contractor’s the Party’s damages shall be limited to direct contract damages and
Contractor the Party hereby expressly waives any right to claim or recover consequential,
special, punitive, lost business opportunity, lost productivity, field office overhead, general
conditions costs, or lost profits or anticipate revenue damages of any nature or kind.
b.In the event Contractor either Party wants to assert a claim for damages of any
kind or nature, Contractor the Party shall provide City the other Party with written notice of
its claim, the facts and circumstances surrounding and giving rise to the claim, and the total
amount of damages sought by the claim, within thirty (30) days of the facts and circumstances
giving rise to the claim. In the event Contractor the Party fails to provide such notice,
Contractor the other Party shall waive all rights to assert such claim.
c.CONTRACTOR’S MAXIMUM LIABILITY FOR ANY ACTION ARISING
UNDER THIS AGREEMENT, REGARDLESS OF THE FORM OF ACTION AND
WHETHER IN TORT, CONTRACT OR OTHER FORM OF LIABILITY, SHALL IN NO
EVENT EXCEED THE FEES PAID BY CITY DURING THE TWO-YEAR PERIOD
PRECEDING NOTICE TO CONTRACTOR OF CITY’S LOSS. CONTRACTOR SHALL
HAVE NO LIABILITY OR RESPONSIBILITY IN THE EVENT OF ANY LOSS OR
INTERRUPTION IN SOFTWARE ACCESS DUE TO CAUSES BEYOND ITS
REASONABLE CONTROL OR FORESEEABILITY, SUCH AS LOSS, INTERRUPTION
OR FAILURE OF TELECOMMUNICATIONS OR DIGITAL TRANSMISSIONS AND
LINKS, INTERNET SLOWDOWN OR FAILURES.
11.Representatives and Notices:
Professional Services Agreement for [insert project]
FY 2020 – FY 2021
Page 8 of 12
a.City’s Representative: The City’s Representative for the purpose of this
Agreement shall be _________________ or such other individual as City shall designate in
writing. Whenever approval or authorization from or communication or submission to City
is required by this Agreement, such communication or submission shall be directed to the
City’s Representative and approvals or authorizations shall be issued only by such
Representative; provided, however, that in exigent circumstances when City’s Representative
is not available, Contractor may direct its communication or submission to other designated
City personnel or agents as designated by the City in writing and may receive approvals or
authorization from such persons.
b.Contractor’s Representative: The Contractor’s Representative for the
purpose of this Agreement shall be _____________________ or such other individual as
Contractor shall designate in writing. Whenever direction to or communication with
Contractor is required by this Agreement, such direction or communication shall be directed
to Contractor’s Representative; provided, however, that in exigent circumstances when
Contractor’s Representative is not available, City may direct its direction or communication
to other designated Contractor personnel or agents.
c. Notices: All notices required by this Agreement shall be in writing and
shall be provided to the Representatives named in this Section. Notices shall be deemed given
when delivered, if delivered by courier to Party’s address shown above during normal business
hours of the recipient; or when sent, if sent by email or fax (with a successful transmission
report) to the email address or fax number provided by the Party’s Representative; or on the
fifth business day following mailing, if mailed by ordinary mail to the address shown above,
postage prepaid.
12.Permits: Contractor shall provide all notices, comply with all applicable laws,
ordinances, rules, and regulations, obtain all necessary permits, licenses, including a City of Bozeman
business license, and inspections from applicable governmental authorities, and pay all fees and
charges in connection therewith.
Professional Services Agreement for [insert project]
FY 2020 – FY 2021
Page 9 of 12
13 Laws and Regulations: Contractor shall comply fully with all applicable state and
federal laws, regulations, and municipal ordinances including, but not limited to, all workers’
compensation laws, all environmental laws including, but not limited to, the generation and disposal
of hazardous waste, the Occupational Safety and Health Act (OSHA), the safety rules, codes, and
provisions of the Montana Safety Act in Title 50, Chapter 71, MCA, all applicable City, County, and
State building and electrical codes, the Americans with Disabilities Act, and all non-discrimination,
affirmative action, and utilization of minority and small business statutes and regulations.
14.Nondiscrimination and Equal Pay: The Contractor agrees that all hiring by
Contractor of persons performing this Agreement shall be on the basis of merit and qualifications.
The Contractor will have a policy to provide equal employment opportunity in accordance with all
applicable state and federal anti-discrimination laws, regulations, and contracts. The Contractor will
not refuse employment to a person, bar a person from employment, or discriminate against a person
in compensation or in a term, condition, or privilege of employment because of race, color, religion,
creed, political ideas, sex, age, marital status, national origin, actual or perceived sexual orientation,
gender identity, physical or mental disability, except when the reasonable demands of the position
require an age, physical or mental disability, marital status or sex distinction. The Contractor shall
be subject to and comply with Title VI of the Civil Rights Act of 1964; Section 140, Title 2, United
States Code, and all regulations promulgated thereunder.
Contractor represents it is, and for the term of this Agreement will be, in compliance with the
requirements of the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act).
Contractor must report to the City any violations of the Montana Equal Pay Act that Contractor has
been found guilty of within 60 days of such finding for violations occurring during the term of this
Agreement.
Contractor shall require these nondiscrimination terms of its subcontractors providing services
under this Agreement.
15.Intoxicants; DOT Drug and Alcohol Regulations/Safety and Training: Contractor
shall not permit or suffer the introduction or use of any intoxicants, including alcohol or illegal drugs,
by any employee or agent engaged in services to the City under this Agreement while on City property
or in the performance of any activities under this Agreement. Contractor acknowledges it is aware of
and shall comply with its responsibilities and obligations under the U.S. Department of Transportation
(DOT) regulations governing anti-drug and alcohol misuse prevention plans and related testing. City
shall have the right to request proof of such compliance and Contractor shall be obligated to furnish
such proof.
Professional Services Agreement for [insert project]
FY 2020 – FY 2021
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The Contractor shall be responsible for instructing and training the Contractor's employees
and agents in proper and specified work methods and procedures. The Contractor shall provide
continuous inspection and supervision of the work performed. The Contractor is responsible for
instructing its employees and agents in safe work practices.
16.Modification and Assignability: This Agreement may not be enlarged, modified or
altered except by written agreement signed by both parties hereto. The Contractor may not
subcontract or assign Contractor’s rights, including the right to compensation or duties arising
hereunder, without the prior written consent of the City. Any subcontractor or assignee will be bound
by all of the terms and conditions of this Agreement.
17.Reports/Accountability/Public Information: Contractor agrees to develop and/or
provide documentation as requested by the City demonstrating Contractor’s compliance with the
requirements of this Agreement. Contractor shall allow the City, its auditors, and other persons
authorized by the City to inspect and copy its books and records for the purpose of verifying that the
reimbursement of monies distributed to Contractor pursuant to this Agreement was used in
compliance with this Agreement and all applicable provisions of federal, state, and local law. The
Contractor shall not issue any statements, releases or information for public dissemination without
prior approval of the City.
18.Non-Waiver: A waiver by either party of any default or breach by the other party of
any terms or conditions of this Agreement does not limit the other party’s right to enforce such term
or conditions or to pursue any available legal or equitable rights in the event of any subsequent default
or breach.
19.Attorney’s Fees and Costs: In the event it becomes necessary for either Party to
retain an attorney to enforce any of the terms or conditions of this Agreement or to give any notice
required herein, then the prevailing Party or the Party giving notice shall be entitled to reasonable
attorney's fees and costs, including fees, salary, and costs of in-house counsel including the City
Attorney’s Office staff.
20.Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all
appropriate employee withholdings.
21.Dispute Resolution:
a.Any claim, controversy, or dispute between the parties, their agents,
employees, or representatives shall be resolved first by negotiation between senior-level
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FY 2020 – FY 2021
Page 11 of 12
personnel from each party duly authorized to execute settlement agreements. Upon mutual
agreement of the parties, the parties may invite an independent, disinterested mediator to assist
in the negotiated settlement discussions.
b.If the parties are unable to resolve the dispute within thirty (30) days from the
date the dispute was first raised, then such dispute may only be resolved in a court of
competent jurisdiction in compliance with the Applicable Law provisions of this Agreement.
22.Survival: Contractor’s indemnification shall survive the termination or expiration of
this Agreement for the maximum period allowed under applicable law.
23.Headings: The headings used in this Agreement are for convenience only and are not
be construed as a part of the Agreement or as a limitation on the scope of the particular paragraphs to
which they refer.
24.Severability: If any portion of this Agreement is held to be void or unenforceable, the
balance thereof shall continue in effect.
25.Applicable Law: The parties agree that this Agreement is governed in all respects by
the laws of the State of Montana.
26.Binding Effect: This Agreement is binding upon and inures to the benefit of the heirs,
legal representatives, successors, and assigns of the parties.
27.No Third-Party Beneficiary: This Agreement is for the exclusive benefit of the
parties, does not constitute a third-party beneficiary agreement, and may not be relied upon or
enforced by a third party.
28.Counterparts: This Agreement may be executed in counterparts, which together
constitute one instrument.
29.Integration: This Agreement and all Exhibits attached hereto constitute the entire
agreement of the parties. Covenants or representations not contained herein or made a part thereof
by reference, are not binding upon the parties. There are no understandings between the parties other
than as set forth in this Agreement. All communications, either verbal or written, made prior to the
date of this Agreement are hereby abrogated and withdrawn unless specifically made a part of this
Agreement by reference.
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FY 2020 – FY 2021
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30.Consent to Electronic Signatures: The Parties have consented to execute this
Agreement electronically in conformance with the Montana Uniform Electronic Transactions Act,
Title 30, Chapter 18, Part 1, MCA.
31. Extensions: this Agreement may, upon mutual agreement, be extended for a period
of one year by written agreement of the Parties. In no case, however, may this Agreement run longer
than __________________________.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and
year first above written or as recorded in an electronic signature.
CITY OF BOZEMAN, MONTANA ____________________________________
CONTRACTOR (Type Name Above)
By________________________________ By__________________________________
Jeff Mihelich, City Manager
Print Name: ___________________________
Print Title: ____________________________
APPROVED AS TO FORM:
By_______________________________
Greg Sullivan, Bozeman City Attorney