CITY OF BREMERTON CITY CLERK REQUEST FOR PROPOSALS FOR PARKING MANAGEMENT & ENFORCEMENT TECHNOLOGY

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1 CITY OF BREMERTON CITY CLERK REQUEST FOR PROPOSALS FOR PARKING MANAGEMENT & ENFORCEMENT TECHNOLOGY Proposals marked RFP PARKING TECHNOLOGY must be received by 5:00 PM on Monday, May 7, 2018: Shannon Corin City Clerk City of Bremerton th Street, Suite 100 Bremerton, WA Any proposals received after the scheduled closing time for receipt will be rejected. The point of contact for this project is Shannon Corin at City.Clerk@ci.bremerton.wa.us or (360) Clarifying questions are encouraged. The RFP is posted on the City website at and hard copies can be obtained from the City of Bremerton, City Clerk s Office. 1

2 1. INTRODUCTION 1.1 The City of Bremerton operates and manages a large public parking system including on street paid and time limited parking, a residential permit program, parking garages, surface lots, and associated parking at City facilities. The demand for parking is high in the City due to a large employment base and proximity to the Washington State Ferry Terminal focused around the City s Downtown. The high demand and relative cost for parking has created adverse impacts including parking spillover in residential neighborhoods and the frequent movement of vehicles to avoid time limits in the Downtown. These and other parking challenges are documented in a recent parking study by the City of Bremerton. The City is seeking to invest in technology to improve management of the parking system and the efficiency of staff resources with a focus in the near term on improving parking enforcement in impacted residential neighborhoods and the Downtown. The City is seeking proposals that include the following items and vendors are encouraged to propose other solutions for the City s consideration that meet the project goals: License Plate Reader (LPR) (1 System) Hardware and enforcement and data collection software Central Management Software System and appropriate application software Real time access to permit data base Communication capabilities Ability to integrate with paid parking systems Permit management software Virtual permits with LPR integration Cloud based system with Web portal and App for permit registration Verify registration and address information for permit eligibility and management of parking zones Process permit fees Analytics and reporting Allow guest, temporary, resident, and business permits with differential pricing Smart device software to replace existing handhelds for enforcement with Automated License Plate Reader (ALPR) technology capabilities. 2. BACKGROUND 2.1 The City operates 3 public parking garages and 3 public parking lots, and on street paid parking zones. In addition, the City has restricted variable time parking and Residential Parking Programs onstreet and other permit parking programs. 2.2 The City is considering adding additional pay parking stations. The City currently uses Digital Luke II Multi Space Parking Pay Stations by T2 Systems. 2

3 2.3 The City anticipates requiring one (1) LPR system for a single parking enforcement vehicle to assist in enforcement of the pay parking areas, time restricted parking, and permit parking. The City has a Genetec Security Center Server running Synergis and Omnicast. 2.4 Parking Enforcement is responsible for Abandoned Vehicle Abatement for 5 day violations, and Chronic Nuisance vehicles as defined by Bremerton Municipal Code (BMC) , to include issuing warning notices and towing of vehicles. Electronic chalking of vehicles in restricted parking zones and issuing citations for parking violations within city limits. Issuing parking permits, both commuter and residential in appropriate zones. Proper documentation of violations, court affidavits and appearances as required for disputed citations. Use of parking scofflaw violations, including, but not limited to, issuing citations with an increase in fines for multiple overtime violations within a 90 day period. 2.5 The City uses a third party vendor for parking management and enforcement. The vendor issues approximately 15,000 citations per year. With an LPR, the City anticipates this number to increase substantially. 2.6 The City currently utilizes CiteZone software with Motorola proprietary handhelds that act as electronic ticketing devices, including printers, parking management software program, and parking citation management services. The software is no longer supported by the vendor and replacement software is anticipated with this RFP. 2.7 Bremerton Municipal Court is responsible for all fee and fine payments, processing and escalation of unpaid tickets, court hearings and collections through its Judicial Information Systems (JIS). The current software integrates with JIS for citation filing through a third party, CodeSmart. 2.8 For more information, please see the results of a recently completed comprehensive parking study at Study. 3. OBJECTIVES & SCOPE OF WORK 3.1 The objective of this Request for Proposals (RFP) is to identify a preferred citation, permitting and LPR system(s) to enhance the management and enforcement of pay parking areas, time restricted parking, abandoned vehicle abatement, and permit parking. 3.2 The City s expectations with the installation of a parking technology system include, but are not limited to: 1) Improved Customer Service a) Greater vehicle turnover in commercial areas b) Greater residential permit only enforcement c) Greater vehicle turnover in time restricted areas d) Web portal and App for permit registration 3

4 i) Verify registration and address information for permit eligibility and management of parking zones ii) Process permit fees iii) Allow guest, temporary, resident, and business permits with differential pricing 2) Enforcement Increases a) Increased mobility, coverage and consistency of enforcement b) Enhanced evidence collection for ticketing c) Real time data across entire parking technology systems and automatic escalation of multiples of same violation within 90 days d) Smartphone software to replace existing handhelds for enforcement 3) Management & Operations a) Permits and time restrictions can be pre programmed b) Issue virtual permits (paperless) c) Reports can be prepared on a regular basis to address City issues d) Better utilization of parking management and enforcement staff e) Ability to integrate with paid parking systems f) Ability to integrate with the court JIS software h) Ability to program and escalate graduated enforcement infraction penalties (overtime tickets) as necessary to comply with strict time restrictions set forth in Bremerton Municipal Code. 3.3 Scope of Work The Vendor shall provide hardware, software, and services for implementation of a LPR, Citation and Permit system(s) for Parking Enforcement. Scope shall include: 1) Purchase of (2) LPR Cameras (to include portable mounting hardware and cables) and control computer/device if required 2) Application Wireless Communication, GPS and Mapping 3) Purchase of Central LPR/Citation/Permit Management Software System 4) Citation system integration with Washington State JIS system 5) Customer Support Services 6) Maintenance Services and Warranty 7) Installation and Training PROPOSAL RESPONSE CONTENT AND FORMAT SUBMISSION REQUIREMENTS 4.1 This section is intended to provide a summary for the qualified Vendor as to the content of the Proposal response to this RFP. The Proposal should be complete, specific and provide sufficient details to allow comparative analysis. All information requested is considered key content and should be included as part of the qualified Vendor s submitted Proposal. 4.2 Proposals shall be prepared in accordance with the following requirements: 1) Proposal should be limited to no more than 15 pages. 4

5 2) A summary of key staff and their experience and qualifications that would interface with the City for sales, implementation, and support. 3) A summary of the proposed equipment and software while demonstrating how it will meet the City s goals for parking management and the selection criteria. 4) A detailed cost proposal for the equipment, software, and any ongoing maintenance. 5) At least three (3) examples of similar projects demonstrating how the proposed equipment and software improved parking management for the client. 6) A list of three (3) references from municipal clients that are using the same equipment and software for similar purposes. 7) A list of municipalities and public agencies currently using the equipment and software. 8) A timeline for completion of implementation. 4.3 Price Schedule. The successful qualified Vendor will be responsible for the provision of all equipment, hardware, software and applications, all aspects of the system design, implementation, installation, training, and maintenance for: (1) LPR system, a citation management system and virtual permit system as described in this RFP. This is a turn key solution. The pricing shall be separated into the following components with buy and lease (or subscription) options: 1) Cost for each camera, processor, computer or tablet, and other required hardware (list all). 2) Cost for software, storage, and application. 3) Cost for installation (including all required labor and parts). 4) Costs for virtual permitting system. 5) Costs for citation software and applications. 6) Training costs. 7) Warranty cost, which includes preventative maintenance costs during the warranty period. 8) Annual customer support costs. 9) All other costs not listed above to complete the Project/Work. Provide detailed costing. 10) Maintenance costs, after warranty expiration. 5. PROPOSAL EVALUATIONS AND SELECTION 5.1 The City will review all Proposals for compliance with the criteria identified. Proposals not meeting the criteria may be rejected without further consideration. 5.2 The City may not necessarily accept the lowest priced Proposal and may, in its sole discretion, accept any Proposal and may waive any minor informality or irregularity in Proposals received. 5.3 The intent is to enter into a Contract with the qualified Vendor with the highest scoring Proposal. Notwithstanding the foregoing, the City reserves the right to award the Contract to the qualified Vendor other than the one with the most points, if, in the City s opinion, another Proposal offers the best value for the products and/or services requested, taking into consideration the evaluation criteria of the RFP. 5.4 The City reserves the right to request clarification of the Proposals without becoming obligated to offer the same opportunity to any other qualified Vendors. The evaluation team may consider such clarifications in evaluating Proposal. A request for clarification will not entitle a qualified Vendor to revise, resubmit, alter or amend its Proposal. 5

6 5.5 For the purposes of Proposal evaluation, the evaluation team may take into account any or all of the information received from qualified Vendors under or pursuant to the RFP Documents, and the City s knowledge of parking technology proposed and past experience. Proposals will be evaluated based on: Improves the ability of the City to manage and enforce the parking system Increases the efficiency of staff resources Reduces City costs for parking management of enforcement and is cost effective Easy to use and user friendly interface Integrates with existing and future City technology Supports potential expansion of parking management strategies including paid parking Experience of Company and Team / Understanding of Project Implementation and Timeline Preventative Maintenance Proposed LPR System that is best able to achieve the expectations of the City Cost 5.6 After an initial review and evaluation of all the Proposals, the City may, at its option, conduct interviews with one or more highest ranking qualified Vendor(s). This will provide the City an opportunity to meet the qualified Vendor and ask questions regarding the contents of their Proposal and will score the interviews accordingly. Alternatively, if in its sole discretion, the City determines there is a clear leading qualified Vendor, the City retains the right to bypass the interview process and proceed directly to award. 5.7 Any award of a Contract will be subject to reference checks, which are satisfactory in the sole opinion of the City. The City will not enter into any Contract with a qualified Vendor whose references are found to be unsatisfactory. 5.8 The City will directly advise each Vendor as to whether its Proposal was successful. 6. GENERAL CONDITIONS 6.1 The City reserves the right to reject any and all Proposals, to waive any informality, to request interviews of Vendor(s) prior to award and to select and negotiate the Contract services in the best interest of the City. 6.2 The Vendor shall guarantee its offer to perform the services and the total price of the Proposal for a period of not less than 60 days from the deadline for submission of Proposals. 6.3 The City reserves the right to accept all or part of any Proposal, and to negotiate a Contract for services and cost with the selected Vendor. In no event will the City be required to offer any modified terms to any other Proposer prior to entering into a Contract with a Proposer, and the City shall incur no liability to any Proposer as a result of such negotiations or modifications. It is the intent of the City to ensure that it has flexibility to arrive at a mutually acceptable Contract. 6.4 The Vendor shall provide all necessary personnel, materials and equipment to perform and complete all work under this Proposal. 6

7 6.6 The City intends to recommend award of a Contract to the City Council for the requested services within two (2) months of receipt of the Proposals. The Vendor shall be prepared to commence work immediately upon execution of a Contract with the City. 6.7 Unless otherwise stated, invoices are to be submitted to the Bremerton Financial Services Department upon delivery of service to the City. The invoice must include an itemization of all services provided, including unit list price, net price, total amount(s) due, and amounts previously paid. Unless otherwise stated, payment will be made within thirty (30) days of the completion of the service and City acceptance of such work and receipt of invoice, whichever is later. 6.8 Unless otherwise specified all costs listed are Vendor for the term of the Contract. 6.9 Neither party shall be liable for any inability to perform its obligations under any subsequent agreement due to war, riot, insurrection, civil commotion, fire, flood, earthquake, storm or other act of God Notification of the parties shall be considered to have been constructively received when it is mailed or delivered in hand to the parties as stated in the contract Proposal shall also mean quotation, bid, offer, qualification/experience statement and any other submittal to the City in response to this RFP. Proposers shall also mean vendors, proposers, bidders, contractor, or any person or firm responding to this RFP This RFP and all contracts entered into by the City of Bremerton shall be governed by the Laws of the State of Washington. Any disputes shall be resolved in Kitsap County Superior Court or via alternative dispute resolution within Kitsap County, in the State of Washington All technical inquiries and clarifications related to this Request for Proposal are to be directed, in writing, to the City Clerk By submitting a Proposal, the qualified Vendor warrants that neither it nor any of its officers, directors, employees or subcontractors, has any financial or personal relationship or affiliation with any elected official or employee of the City or their immediate families which might in any way be seen or perceived (in the City s sole and unfettered discretion) to create a conflict of interest The City is not bound to accept any Proposal and reserves the right in its sole and absolute discretion to postpone, invalidate or cancel this RFP at any time for any reason. Further and without limiting the foregoing, the City will not be bound to accept the lowest priced Proposal and reserves the right to accept or reject any Proposal in whole or in part, to discuss with any qualified Vendor different or additional items and terms other than those described in this RFP or received in any Proposal, or to amend or modify any term of this RFP. The City may issue a new RFP or take other actions, as appropriate, if considered in the best interests of the City The RFP Documents are not intended to constitute, or be interpreted as, a call for tenders, and the submission of a Proposal is not intended to create any contractual or other legal obligations or duties whatsoever owed to any qualified Vendor by the City, including any obligation or duty to accept or reject a Proposal, to enter into negotiations or decline to enter into or continue negotiations, or to 7

8 award or not award a Contract. Without restricting the generality of the foregoing, no contractual relations shall exist between the City and any qualified Vendor until the execution of a Contract with that qualified Vendor All Proposals, including attachments and any documentation, submitted to and accepted by the City in response to this RFP become the property of the City and are subject to the disclosure provisions of the Washington Public Records Act. 7. CITY OF BREMERTON NON LIABILITY 7.1 It should be noted that all the material, exhibits, and data presented in this RFP and supplemental information is general in nature and shall not be deemed as representations or inducements to which the City is bound. Proposers are advised to conduct independent evaluations of all factual, financial, and legal matters upon which their Proposal is based. The City shall not be liable for Proposer s reliance on any information contained in this RFP. 8. TIME SCHEDULE 8.1 The City will use the following approximate timetable, which should result in a purchase by June 15, 2018 or earlier. Issue RFP: April 16, 2018 Questions due to the City Clerk by 5:00 pm on May 1, is preferred to City.Clerk@ci.bremerton.wa.us Deadline for Submittal of Proposals: 5:00 pm May 7, 2018 Interviews (if necessary): Week of May 14, 2018 Purchase or Lease Approved by Council: June 20, 2018 Contract Signed: June 30, 2018 Technology Implementation Begins: September 1, INSTRUCTIONS TO PROPOSERS Send all Proposals to: City Clerk City of Bremerton th Street, Suite 100 Bremerton, Washington All Proposals must be in a sealed envelope and clearly marked in the lower left hand corner: RFP Parking Technology. 9.2 All Proposals must be received by 5:00 pm May 7, No faxed, e mailed or telephone Proposals will be accepted. Questions may be sent by to City.Clerk@ci.bremerton.us and must be received by 5:00 pm on May 1, There should be two sets of pricing: one for the purchase of the equipment including a five (5) year warranty; and one for a lease option which includes maintenance and upgrades. 8

9 9.6 The City will notify the selected Vendor by approximately June 4, Appendix A Copy of standard Goods and Services Agreement 9