HomeMy WebLinkAboutAddendum 1 - RFI - 10208 Parking Permit and Citation Information System
RFI 10208 Parking Permit and Citation Information System Addendum #1 Questions and Answers
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ADDENDUM NO. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of RFI 10208: Parking Permit and Citation Information System
OPENING DATE: 3:00 PM (Our Clock) September 12, 2025
To all prospective bidders under the specifications and contract documents described above, the
following changes/additions are hereby made and detailed in the following sections of this
addendum:
Exhibit 1 – Questions and Answers
Please contact Ed Bonnette, C.P.M., CPPB, Senior Buyer, at (970) 416-2247 or
ebonnette@fcgov.com with any questions regarding this addendum.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT
ENCLOSED WITH THE PROPOSAL STATING THAT THIS ADDENDUM HAS BEEN
RECEIVED.
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
fcgov.com/purchasing
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1) How many parking violations are issued annually (over a three-year average)?
Answer: Average 2022-2024 : 45000
2) Please provide a summary of the current fine schedule.
Answer:
• Overtime Fine
o 180 day rolling fine schedule, incremental increase for Overtime
violations, resets after 180 days
o 1st overtime $0
o 2nd overtime $10.00
o 3rd overtime $25.00
o 4th and above overtime $50.00
• Restricted citations $25
• ADA/Special Event $100
• Expired License plates
o 0-29 days $35
o 30-60 days $50
o 60+ days $75
3) Does the City have a current payment portal? If so, is the plan to continue using that
portal?
Answer: The City has a set payment portal- current contract with NCR, can use
gateways or API integration to work with NCR.
4) What percentage of payments are made in person vs. online?
Answer: In Person: 35%; Online: 65%
5) What kind of hardware do the officers use in the field today (laptops, tablets, handhelds,
etc.)? How many devices are in use?
Answer:
• Current Devices are 5 Rugged laptops in EV vehicles
• 6 Motorola handheld radios
• 24 Zebra printers
• 6 O’neil printers
• 6 iPhones
6) How many officers will be using the software in the field?
Answer: We currently have 6 enforcement officers (PEOs) but would like to expand that
number in the future, and supply 14 police community service officers (CSOs).
7) Could you clarify whether the City is seeking a parking management company
to provide operational services (e.g., enforcement staffing, customer service,
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permit processing support, citation management logistics, and LPR field
operations), or if the City intends to retain these functions in-house and focus
this RFI strictly on a technology platform and related vendor support?
Answer: This RFI is strictly focusing on a technology platform and related vendor
support. Operations will be kept in-house.
8) If the City anticipates a separate solicitation for operational services, any
guidance on anticipated timing or procurement pathway would be appreciated
so we can plan accordingly.
Answer: N/A we are keeping operations in house.
9) Is an integration to NCR and Authorize.net a must-have, or would the City be
willing to move to our Stripe platform for online transactions and in person CC
payments?
Answer: Integration to NCR is required, can use gateways (such as Authorize.net) or API
integration to work with NCR.
10) What are the expectations/use cases for having “Access to backend database”?
Answer: Access to data for reporting/Power BI Reports. Expectations are that we can
access all data without needing to ask for it, we don’t need to manipulate anything
through the back end.
11) Is the Single Sign-On with Azure for the backend users or for your patrons?
Answer: Backend users- to align with our City policies
12) Regarding fixed LPR, is this for a gated or ungated facility? Would the City be interested
in a gated solution?
Answer: We have three parking structures currently that are all ungated. We are
interested in learning about Fixed LPR for both ungated and gated options for the
structures.
13) What is the purpose of the Muni Court Tyler integration? How would it be used? What
are the expectations of this integration? Can an API be provided?
Answer: To assist with the municipal court contesting/appeals process. Ideally,
customers would be able to upload their own appeals, and we can track the
process. API would have to be discussed during RFP process; it is not our application.
14) What would the field services and imbedded technicians maintain?
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Answer:
• Maintain all settings and configurations
• Work with Support for configuration changes/ issues
• Maintain all reporting, work with other vendors with integrations
15) Regarding this question, “If a customer wants to extend their time for parking in the
structure, what options do they have?”, what is the current process today?
Answer:
• If the session was started in ParkMobile they can extend via the app. They
receive a notification 7 minutes before their time expires.
• If the session was started at a pay station and the customer put in their phone
number and credit card information they can extend via text message. They
receive a notification 7 minutes before their time expires.
16) Regarding budgetary estimates, does the city anticipate a specific length of contract?
Answer: Typically the City will do a three year contract with up to two one year renewals.
Every 5 years we are required to go out for RFP. There are options for sole source
exemptions from the RFP process.
17) Beyond the features listed, what are the City's top 3 strategic goals for implementing a
new system? (e.g., increasing revenue, improving customer experience, reducing
administrative overhead, enhancing data security)?
Answer:
• Improving customer experience
• Increasing financial accountability (e.g. can track financials and perform audits
easily)
• Ease of use for internal staff
18) The RFI mentions a future RFP in Q1 2026. Is there a target "go-live" date for the new
system? Understanding the timeline helps with resource planning.
Answer: At this point there is no target “go live date” however we are in full review of all
aspects of our parking systems and operations. Mid 2026 would be the earliest time for
implementation, but likely would be aligned with greater operations updates.
19) Could you describe the evaluation and scoring criteria you anticipate using for the future
RFP? (e.g., weighting for cost, functionality, vendor experience, etc.)
Answer: Not at this time.
20) Who are the key stakeholders and decision-makers on this project from Parking Services,
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IT, Finance, and other departments?
Answer: Unknown at this point. There will be a buyer from Purchasing, a project
manager from Parking Services, an IT rep on the team; and 2-3 other subject-matter
experts from the City staff.
21) The RFI states that the one-on-one discussion is the only time for informal discussion. Will
there be an opportunity for site visits or more detailed technical discovery sessions after
the RFP is issued?
Answer: Yes
22) Single Sign-On (SSO): Could you provide more details on your preferred SSO protocol
(e.g., SAML 2.0, OpenID Connect) and the required user attributes for your Azure tenant?
Answer:
• We use SAML. Requirements are email address to generate token to exchange
with your system.
• Ability to sync with a specific AD group without having to import our entire AD
user base.
23) Database Access: The "must have" is "Access to backend database." What level of access
and for what purpose? (Read-only for reporting? Full SQL access? API-based access
only?). This is an important technical clarification.
Answer: For read-only reporting, and/or API access to integrate with other applications.
24) NCR Integration: You mention integrating with the City's NCR credit card vending
processor. Is the expectation a direct integration with NCR, or an integration through a
standard payment gateway (like Worldpay, Elavon, etc.) that NCR supports?
Answer: Could be direct or through payment gateway- current gateway is Authorize.net
25) Genetec Integration: You specify integration with Genetec Security Center and Patroller.
Is the desired integration method through the Genetec SDK, a dedicated Genetec-certified
plugin, or another method (e.g., API-based)?
Answer: Open to different integrations, current is with Genetec-certified plugin.
26) Data Migration: You ask who is responsible for migration. Could you describe the volume
and complexity of the data to be migrated? (e.g., number of active permits, citation
records, customer accounts, historical data). What are the source systems and formats?
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Answer: Unknown at this point. Details would be discussed in depth during the RFP
process, but we are required to bring over 7 years of data for retention.
27) LPR & Barnacle: For the mobile LPR and Barnacle integrations, are you open to the
vendor providing a standardized API for your systems to call, or are you requiring the new
system to initiate the integration to your specific devices?
Answer: Barnacle is stand alone, they manage their own payments off hours and invoice
us, they can work with other systems to setup integrations for payments. We are open to
either solution for mobile LPR integrations. This would be discussed in more detail
during the RFP process.
28) Hosting & Security: If the solution is cloud-hosted, does the City have specific regulatory
or compliance requirements beyond your general policies? (e.g., CJIS, NIST, HIPAA, data
residency within Colorado/US)?
Answer: Parking Services falls under CORA (Colorado Open Records Act) and CJIS
regulations. Data must be hosted in the United States.
29) "Rolling Expiration Dates": For permits with rolling expirations (e.g., monthly), should the
system pro-rate fees if a permit is purchased mid-cycle?
Answer: Yes, perimeters in place for mid-month purchases
30) Citation Prevention: The "must have" states preventing account holders with unpaid
citations from purchasing permits. Should this apply to all permit types, or are there
exceptions (e.g., temporary daily permits)?
Answer: Transient users are still able to initiate hourly sessions (thru kiosk, mobile app),
but having outstanding citations should prevent you from purchasing a monthly RP3 or
structure/lot permit.
31) Proof of Residence: For online permit applications, what is the process for validating "proof
of residence" documents uploaded by customers? Does the system need to facilitate a
review workflow for staff?
Answer: Ideally yes there would be a workflow for staff to review. Generally, we require a
lease, bill, or an owner statement, unless the resident’s permit address is reflected on
their license or vehicle registration.
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32) Field Services / Embedded Technicians: Could you elaborate on the expected scope for
"professional services for field services" and "embedded technicians"? Is this for hardware
maintenance, software support, or both?
Answer: It is both. See answer 14.
33) Pay Station Integration (Follow-up): Regarding Luke II Paystations, if a vendor cannot
integrate directly, is the City open to replacing pay stations as part of a larger project to
ensure full system compatibility?
Answer: Yes we would be open to learning more about other pay station options.
34) . Implementation & Training: The RFI asks for a schedule. What internal resources (IT
staff, project managers, subject matter experts) will the City dedicate to the
implementation project to ensure its success?
Answer: Yes, there would be a project manager from Parking Services, an IT rep on the
team; and 2-3 other subject-matter experts from the City staff. Would be discussed more
during the RFP process.
35) Customer Support: What are your expectations for customer support? (e.g., 24/7 for
critical issues, specific SLAs for response time, a dedicated support manager)?
Answer:
o A dedicated support manager who knows our system and needs
o Training provided for any updates or major system changes
o A test environment we can use for staff training etc.
o Updated training library
o 24/7 for critical and 2/4 hour response time, 1 day response time for noncritical during
business hours
36) Does the City currently boot vehicles with outstanding citations?
Answer: Yes
37) What is the current collection rate on citations?
Answer: Approximately 85%.
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38) Does the City currently operate a fleet program as part of its parking citation management
program?
Answer: We have a fleet of 5 EV vehicles equipped with mobile LPRs.
39) What handheld devices and enforcement software are currently used to issue citations?
Answer: IPhones- T2 Enforcement app Zebra printers, Oneil printers, and toughbooks
with software on them- Genetec Patroller, T2 Eticketbook.
40) Who is the City’s current parking permit and Citation Information System provider?
Answer: T2 Systems.
41) Who collects delinquent citations on behalf of the City? Is collections part of the scope of
work for the current Parking Permit and Citation Information System Vendor?
Answer: Yes, and current collection services are done through T2.
42) Does the current system include citation and/or correspondence images?
Answer: Yes.
43) What is the average fine amount and what is the City’s late fee structure?
Answer: For fine amounts see #2. For late fee, if unpaid after twenty days fines escalate
as follows:
• $10 fine increases to $20
• $25 fine increases to $50
• $35 fine increases to $50
• $50 fine increases to $75
• $75 fine increases to $100
• $100 fine increases to $150
44) Does the City accept payments online, by phone, and through the mail?
Answer: Yes, all the above.
45) What are the requirements to receive a parking permit?
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Answer: Structure and Lot permits require no outstanding citations and permit availability
(there is usually a waitlist); RP3 is proof of residence, drivers license, and registration in
addition to no outstanding citations.
46) How many violations are processed annually?
Answer: 45,000
47) How many permits are processed annually?
Answer: Approximately 11,000
(Structures 2300, Lots 400, Employee 800, Bike 60, Obstruction 120, the rest are
Residential)
48) What is the current backlog of unpaid citations?
Answer: 5000-6000 citations annually.
49) On average, how much does the current Vendor collect annually?
Answer: The vendor does not collect citations for us unless it is sent to collections. Can
be discussed in more detail during the RFP process.
50) Does the City have a pricing form or a preferred pricing model for these services? Or will
this be covered in the formal RFP?
Answer: That will be covered in the eventual RFP.
51) When does the City intend on launching the system?
Answer: That will be covered in the eventual RFP.
52) How will proposals be scored/evaluated?
Answer: That will be covered in the eventual RFP.
53) Would the City accept a cover letter to be submitted in this bid?
Answer: That will be covered in the eventual RFP.
54) Can the City elaborate on the type of integration they would like to see with NCR?
Answer: Direct integration is preferred but can work with a gateway, current gateway
Authorize.net
55) Can you describe your current appeals or dispute resolution process, including the role of
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Muni Court Tyler in that workflow? How is data sent to Muni Court Tyler today?
Answer:
• Customer contacts Parking to dispute
• We provide document
• Customer has to provide copy of dl, citation, registration etc.
• All forms are scanned into T2 account is put in appeal status
• Forms pick up daily by municipal court.
• 2-3 weeks later we received results which are manually applied. (customers emailed the
outcome, parking admin applies results, and resets the balance due)
• Tyler is municipal court’s new program and currently does not support the parking
contesting processes.
56) How often is data sent? What happens to a citation in your current enforcement system
after it is sent to Muni Court Tyler?
Answer: We send data daily; the citation is put on hold until an order comes back from
the municipal court
57) Can you specify what data you would like to integrate with Muni Court Tyler? Are you
seeking a one-way or two-way integration? Would it be an API integration or would SFTP
suffice?
Answer: Two- way integration; either API integration or SFTP, Tyler is managed by a
different department, and we would need to work with them to determine best solution.
58) Can the City clarify if hourly parking sessions via a mobile app are included under parking
permits? Or are permits strictly related to digital permits?
Answer: Hourly parking sessions are not included in parking permits. Our permit
numbers include structure, lot, and residential permits.
59) Can the City clarify what it means by having the ability for the end user to ‘see the
customer interface’? Is the City asking for tools that allow support staff to impersonate or
replicate a customer session, real-time screen sharing capabilities, or some other form of
guided assistance?
Answer: We would like to impersonate/replicate a customer session. We do not want to
be able to make changes online for a customer. We want to be able to see exactly what
they see online so we can help walk them through making changes/ troubleshooting
issues.
60) Would the City be open to the selected vendor providing payment processing services?
Answer: Our current vendor is NCR and that is the City’s currently contracted standard.
61) The RFI states that confidential or proprietary information should not be included in
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responses. Could the City clarify if this applies to all materials, and whether proprietary
images (e.g., from our portal) are acceptable for demonstrating system functionality?
Answer: Unless specified on RFI/RFP responses all information is shareable via open
records request.
62) Can you clarify what scope of duties you expect from an embedded technician (e.g., IT
system admin, enforcement officer support, day-to-day help desk)?
Answer:
o A dedicated support manager who knows our system and needs
o Training provided for any updates or major system changes
o Maintain all settings and configurations
o Work with Support for configuration changes/ issues
o Maintain all reporting, work with other vendors with integrations
63) Would you consider a remote support model supplemented by on-site field service visits
as an acceptable alternative?
Answer: Yes
64) Is the City intending to purchase hardware? If so, how many handheld units/printers or
other hardware?
Answer: If necessary, we will purchase hardware, but if integrations can be made to
existing hardware that is preferred.
• 5 Panasonic soon to be 5 Dell toughbooks
• 24 zebra printers
• 6 O’Neil printers
• 6 IPhones
• 23 pay stations.
65) How many citations does the City issue annually?
Answer: See #46.
66) For boot/tow (including Barnacle application), how many of these does the City do
annually?
Answer: On average 500 a year
67) How many permits are issued annually?
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Answer: See #47.
68) What are the categories of permits issued?
Answer: Parking Structure, Surface Lot, Employee, Obstruction, and Residential permits
(including guest, business, commuter, and work) .
69) What is the average cost of a parking citation?
Answer: All citation rates are listed on our website; and see #2
70) What are the costs of permit by type?
Answer: All permit rates are posted on our website
• Parking Structures monthly permits range from $20 - $60 based on location and
prepayment.
• Surface Lots monthly permits range from $23-$43 based on location and
prepayment
• Residential permits annual permits range from free to $200 per vehicle
• Commuter permits for residential zones are $40 a month
71) Do you anticipate parking enforcement charges for citations and permits to
increase over the life of the next contract?
Answer: Yes
72) How many concurrent users utilize your current parking management software at a time?
Answer: 10 concurrent licenses.
73) The requirements reference “Integration with Muni Court Tyler for appeals/contesting.”
Can the City clarify whether the required integration is limited to handling
appeals/contesting, or if additional functionality within Muni Court Tyler is expected? If
additional functionality is required, can the City specify what that integration should
include?
Answer: Mainly used for appeals and contesting, we don’t foresee other uses at this
time.
74) Is the City intending to use a parking payment app for short term parking?
Answer: Yes, and kiosks. Our current parking payment app vendor is ParkMobile.
75) What is the current collections percentage of outstanding parking citations?
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Answer: 11% of citations issued annually on average last 3 years