Loading...
HomeMy WebLinkAboutRFP - P1049 PARKING STRUCTURE ACCESS AND REVENUEAdministrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com ADDENDUM No. 2 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP: P1049 Parking Structure Access and Revenue Control Equipment Upgrade and/or Replacement Project OPENING DATE: 3:00 P.M. (Our Clock) November 13, 2006 To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. CHANGE: OPENING DATE: 3:00 P.M. (Our Clock) November 13, 2006 ADD: The City is requesting more information as noted for Question 17 and 19 below. ADD the requested information to the scope of work for the RFP. Note: The new requirements are in bold, underlined type, just like this note. SUMMARY OF QUESTIONS AND ANSWERS: (From pre-proposal meeting and walk-through) Q1. Please discuss the issue of where the vendor’s responsibility ends and the City’s I.T. department responsibility begins with respect to the internet connection. A1. It is the City’s expectation that the successful vendor will work with the city’s I.T. department to provide a clear definition of responsibilities. In general, the vendor should plan to be responsible for any equipment, components, cabling, and conduit between the items provided by the vendor and the internet connection (i.e., the fiber drop in each parking structure.) The City will be responsible for everything on the other side of the internet connection. Q2. How receptive is the City to considering pay-on-foot technology? A2. The City conducted a technology assessment prior to issuing this RFP. The assessment was performed by Carl Walker, Inc. In that assessment, pay-on-foot did not rank highly as a preferred solution, and at this point it is not likely that the City would purchase pay- on-foot technology. With that said, if a vendor feels strongly that pay-on-foot is the correct solution for the City, they are welcome to include that option in their bid. Q3. What is the schedule for installation? A3. The City would like to have a contractor (vendor) selected and a contract signed no later than December 27, 2006. We would like to have installation and project completion by spring or early summer of 2007. Q4. Is it a requirement that the McGann software be included in the proposal? Who should contact McGann about whether they will work with us? What if McGann says they will not work with us? A4. The City included in the RFP a requirement that the McGann software be included as part of the proposal. The reason for this is that the City already has a version of McGann software, and it is possible that an upgrade of this existing software will be less expensive than a purchase of new software. It is each proposer’s responsibility to contact McGann to determine the availability of McGann software. If a proposer is not able to provide McGann software, they will not be disqualified, but the overall rating could be affected by the omission. Q5. Should the client licenses be “concurrent” or “named user”? A5. The City’s preference is for concurrent licensing. Q6. Who is the current distributor for the City’s existing software and hardware? A6. The City has Amano equipment and McGann software. The equipment and software was provided by Mountain Parking Equipment of Denver, Colorado. Q7. Is the City interested in on-line permit renewal capability? A7. Yes, but that is not within the scope of this RFP. Q8. The RFP states that the pay-in-lane exit machines should have after-hours communication capability. Who will respond to the after-hours requests for help? A8. The City envisions a system where the customer desiring help could push a button and be connected to a parking services person via cell phone. Ideally, the parking services person could then vend the gate remotely if necessary via the cell phone. If proposers have other methods to accomplish the same end result, the City is willing to consider and evaluate other systems as well. Q9. Describe more detail about the desired interface with T2 Systems software, such as what data will be exchanged, is T2 willing to be part of a partnership to exchange data, and who is the contact person at T2 Systems? A9. The City’s preference is to enter all customer and vehicle information into PowerPark Flex, which is T2’s parking management system that will be used by the City beginning in the spring of 2007. That data will include such fields as name, address, license plate, vehicle description, and permit assignment. From that data entry, the City would like an automated interface with its access and revenue control software that would transfer enough data to “inform” the access and revenue control system that the permit is valid and that the gated should be vended when the permit is presented by the customer. It is not necessary that all of the customer and vehicle information be transferred. Only the information needed to verify the status of the permit need be transferred. In the City’s discussion of this topic with T2 Systems, they have indicated a willingness to participate in a project to write a data exchange interface as described above. Each individual proposer will need to contact T2 Systems to confirm T2’s willingness to partner with that specific proposer and to get a cost estimate for their participation and partnership. Proposers who are interested in contacting T2 Systems should work with the City’s account manager: Franklin McPherson Account Manager, T2 Systems, Inc. 800.335.6203 ph \ 775.822.5826 fax 317.809.6953 mobile fmcpherson@t2systems.com Q10. Can “PowerLink” from T2 Systems be used for the data interface? A10. The City in not familiar with “PowerLink.” Proposers interested in this software should contact T2 Systems directly. Q11. Is there any extra fiber between the parking structures and the city office building? A11. We do not know the answer to this question except to say that it is our understanding that there is plenty of fiber capacity between locations. If additional technical information is needed, proposers my contact the City’s hardware I.T. manager: Paul Folger (970) 224-6086 pfolger@fcgov.com Q12. Why did we do a request for proposals (RFP) rather than a sole source bid? A12. The City is interested in getting expert feedback from a variety of sources, as well as the most competitive bid. Additionally, all purchased over $100,000 require City Council approval for a sole source bid, and we felt it was more appropriate to do a competitive RFP rather than take this project to City Council. Q13. Provide more info about the problems with the count monitors? Do you need the counts available in the booths? How many count monitors do you need, and where would they be located? A13. As stated in the RFP, the City is not sure why the count monitors do not work, and needs assistance in making them functional. The City would like at least one count monitor in each structure, and we would like the counts to be available to the booth attendants. In our opinion, the count monitors should be located in the Remington Street booth (Old Town Structure) and the LaPorte Booth (Civic Center Structure.) Q14. What is the VMWare software mentioned in paragraph 2.2.3.D.2.e? A14. This software runs on a server box, and divides the server into different virtual servers. It makes it appear to the application that it has the server all to itself. The City would like to know if the access and revenue control software being proposed by each vendor is compatible with the VMWare ESX 3 software. For more information on the VMWare requirements, contact: Paul Batchelder (970) 221-6850 pbatchelder@fcgov.com Q15. Are the client workstations where the City wants the access and revenue control software already on the City’s network? A15. Yes. There are three workstations at the front counter, plus the workstation used by the Customer Service Supervisor and the workstation used by the Parking Services Manager. All these workstations are located in near proximity in the Parking Services area and they are all connected to the network. Q16. With respect to the proximity card requirements, do we want the HID card to be able to be used with the “long range” card reader? A16. Yes. The City has asked proposers to bid both a short-range card reader that will read up to six inches, and a long-range card reader that will read up to six feet inside a vehicle. We want both of these bids to be for machines that are capable of using the HID card. Q17. With respect to the HID card, how many different bit formats does the City use, what are they, and what does the City plan to use in the future? A17. The City currently uses HID cards with 26-bit technology. There may be plans to use a higher bit structure in the new Police Services building, but we don’t know for sure at this time. However, it is our understanding (but we could be wrong, so check it out for yourself) that the card readers will work with cards using any bit structure, and that the determining factor is the back-end programming, not the card reader. The cards currently in use by the City’s Facilities Department are the HID ProxCard II with 125 Khz communications. The City has been told that since we want to accept HID cards that are administered by different entities (i.e., the City, the County, etc.) it is important that our access software be capable of handling multiple facility codes. Proposers should specify to what extend their proposed software will accommodate multiple facility codes. For additional info on the City’s existing HID card use, please contact: Steve Strickland (970) 221-6536 sstrickland@fcgov.com Q18. Do all the client workstations that will access the PARCS database need to update the database, or will some just be used to run reports? A18. If the data exchange between T2 Systems’ PowerPark Flex is in place, three workstations will update data in PowerPark Flex, and some of that info will need to be transferred to the PARCS database. Two workstations will only be for viewing and reporting. For making configuration changes to the PARCS set-up (such as times for gates to go up or come down, or for changing outgoing messages on the ticket dispenser screens) only one workstation is needed. Q19. What is the existing database, and does the RFP require translation or importing of any legacy data? A19. The existing database in Microsoft Access. The RFP does not call for translation or importing of legacy data, HOWEVER, the City would like to add this requirement for at least the previous two year’s worth of data. Proposers should include the cost of data translation and importing in their proposals. Q20. Who is the contact for the City’s building access RFP? A20. Currently, the City has an RFP dealing with secure access and entry to City buildings. The City’s contact for that RFP is the same as the contact specified in A17 above: Steve Strickland (970) 221-6536 sstrickland@fcgov.com Q21. How do we want the count monitors to work? Should there be any different in the way the count monitors work for regular operations and special events? Should the count monitors work when the gates are up? A21. The City would like the count monitors to be functional in all situations. The basic requirement is the City needs to know how many vehicles are in the structure at any given time, whether it be during normal operations or special events (by “special event” we mean “pay a flat rate on entry” rather than “pay on exit” and the exit gates would be up during the special event.) The count monitors should keep accurate counts even if the gates are in the “up” position. Please contact John D. Stephen, CPPO, CPPB, Senior Buyer at (970) 221-6777 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Administrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com REQUEST FOR PROPOSAL P1046 Parking Structure Access And Revenue Control Equipment Upgrade and/or Replacement Project Written proposals, six (6) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), November 9, 2006. Proposal No. P1049. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Project Manager Randy Hensley (970) 416-2058 Questions regarding proposals submittal or process should be directed to John D. Stephen, CPPO, CPPB, Senior Buyer (970) 221-6777. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, https://secure2.fcgov.com/bso/login.jsp 2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a copy of the Bid. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management Administrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com REQUEST FOR PROPOSAL P1046 Parking Structure Access And Revenue Control Equipment Upgrade and/or Replacement Project Written proposals, six (6) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), November 9, 2006. Proposal No. P1049. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Project Manager Randy Hensley (970) 416-2058 Questions regarding proposals submittal or process should be directed to John D. Stephen, CPPO, CPPB, Senior Buyer (970) 221-6777. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, https://secure2.fcgov.com/bso/login.jsp 2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a copy of the Bid. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management REQUEST FOR PROPOSAL (RFP) CITY OF FORT COLLINS PARKING STRUCTURE ACCESS AND REVENUE CONTROL EQUIPMENT UPGRADE AND/OR REPLACEMENT PROJECT The City of Fort Collins is requesting proposals from firms for services and equipment necessary to upgrade, possibly replace, and enhance the existing parking access and revenue control system. The system currently serves two parking structures in Downtown Fort Collins. The structures are located at 102 Remington Street (Old Town Parking Structure) and 120 N. Mason Street (Civic Center Parking Structure.) The software and central computer for the system is located at 215 N. Mason Street. Questions concerning the scope of the project should be directed to the Project Manager, Randy Hensley, (970) 416-2058, email address: rhensley@fcgov.com. Section 2.0: Scope of Work 2.1 Background 2.1.1 Structures The City of Fort Collins has an existing parking access and revenue control system consisting of gates, cashier booths, fee computers, validators/ticket readers, remote fee indicators, ticket dispensers, proximity card readers, loop detectors, and associated computer hardware and software. The existing equipment is from Amano, and the software is from McGann (the proximity card readers are also from McGann.) The Old Town Parking Structure is a two-bay, four-level garage with spaces for approximately 334 vehicles. The structure has two entry lanes with gates, card readers, ticket dispensers and loop detectors. There is one booth at the exit area with cash register, ticket validator, and remote fee indicator. Each entry area has a “full/open” sign that is controlled by the access control system. There are two exit lanes with gates, card readers and loop detectors, only one of which is served by the booth. The other exit lane is card-reader only. The Civic Center structure is a five-level ramp with spaces for approximately 903 vehicles. There are two booths with cash registers, ticket validators, and remote fee indicators. At each booth there is an entry lane, an exit lane, and a reversing lane. Each lane has a gate (the reversing lane has two gates), card reader, ticket dispenser, and two loop detectors (the reversing lane has three loop detectors.) Each entry area has a “full/open” sign that is controlled by the access control system. 2.1.2 Equipment The equipment was installed in 1998 (Old Town) and 1999 (Civic Center.) The software (McGann) has not been upgraded since its original installation in 1998. The booths are attended from 8 a.m. to 10 p.m. Monday – Wednesday and from 8:00 a.m. to 2:00 a.m. Thursday – Saturday. The booths are not attended on Sunday and holidays. When the booths are not attended, the entry gates are down, but the exit gates are up, except on Sunday when all gates are up. 2.1.3 Data Communications The equipment in the structures is connected via the City’s Local Area Network (LAN) to a host computer, which functions as a server, and one work station (client), both located in the City office building at 215 N. Mason Street. The Old Town Parking Structure is connected to the City’s gigabit looped fiber optic ring. The Civic Center structure is connected by point-to-point 100 megabit multimode fiber. Each site is equipped with switched Ethernet, providing Category 5e cabling to Serial-to-Ethernet converters. Since the equipment and the existing McGann software require serial communications, some problems with communication and connectivity, requiring frequent “re-booting” of the system and occasional data loss, has occurred. 2.1.4 Count Monitors In the past, the City has attempted to keep accurate counts of vehicles in the structures. Early on, some difficulty was encountered using the built-in count-tracking features of the software, loop detectors, and gate vends. The difficulties may have been associated with how the gates are positioned when the booths are not attended, or with the logic associated with the loop detectors. The City is not exactly sure why it has been unable to keep accurate track of vehicle counts, and several years ago the City abandoned the use of the automated count-tracking features. It is possible that the current loop detection system is defective and may need repairs and/or replacement. The count monitoring feature is desired in the upgrade / replacement system. See 2.2.3.L below. 2.1.5 Access and Revenue Control Software The operating system under which the existing McGann software runs is Windows NT. Since this is an older operating system, it has caused some support problems, and some functional problems. The computer system that runs the McGann software is outdated and needs to be upgraded or replaced. The City has McGann software licenses for the server and the client which allows users to access the permit information, and control the parking structure components. The ability to run the access and revenue control software on multiple computers is an important function that the City would like as part of this upgrade and replacement project. See 2.2.3.D below. 2.2 Scope of Work 2.2.1 Overview Overview: The City would like to upgrade and/or replace all or selected components of its parking access and revenue control system. The primary drivers behind this project are: 1) the system is old and needs frequent maintenance and repairs; and 2) the system does not offer newer features such as a) the ability to collect revenue 24 hours a day, seven days a week; b) the ability to track and manage 100% of the tickets generated by the ticket dispensers. This latter issue has caused some accountability and audit problems. 2.2.2 Evaluation Criteria The primary evaluation criteria for the amount and type of upgrades and/or replacements the City would like to purchase are: (in priority order) 1) the ability to offer enhanced customer service to our customers, such as payment by credit card or pre-pay card, after-hours service, remote access card reading, enhanced safety, and others; 2) reliable, dependable data connectivity and communications using LAN technology; 3) increased accountability and audit tracking of dispensed tickets; 4) accurate and reliable vehicle counts for each parking structure; 5) the ability to collect revenue 24 hours a day, 7 days a week if the City so chooses; and 6) reliable and dependable maintenance and repair services. 2.2.3 Requirements Under the umbrella of the preceding overview, the following paragraphs describe the specific requirements the City is seeking from a vendor. A. Condition assessment. The vendor will work with the City to assess the condition and potential remaining life of all existing equipment and software in the current parking access and revenue control system. A list will be compiled that shows each existing component. The list should show what the vendor recommends the City keep, and what the vendor recommends the City replace. The recommendation should be based on the priority factors listed above in the “Overview” and should be designed to allow the City to continue cashier-based revenue and access control operations at a level equal to or exceeding the capabilities of the existing system. The vendor will provide a prioritized, itemized proposal showing the costs of each hardware component that is recommended for replacement. The City will then chose items from the recommended priority list for purchase and installation, based on budgetary limitations. B. Installation services. The vendor will provide installation services for the software and components identified in “A” above, and will provide itemized costs for installation. C. Connectivity and data exchange between system components. The vendor will specify the best method of connectivity and data exchange between the parking structures and the central computer of the access and revenue control system. The vendor will provide a cost for any parts and installation necessary to provide reliable and functional connectivity. The vendor will clearly identify its maintenance responsibilities with respect to connectivity and data exchange between system components so that it is clear where the vendor’s responsibilities end and the City’s responsibilities begin (see paragraph D.2.d. below.) D. Upgrade or replace McGann software and hardware. 2/9/00 1. Software The vendor will provide a software solution to upgrade or replace the existing access and revenue control software (currently Mcgann software.) The new software will provide connectivity using the City's ethernet LAN. The software must work on Microsoft Windows XP Professional for the clients, and Microsoft Windows Server 2003 for the server. The software must use a scalable relational database system such as Microsoft SQL or Oracle systems. The database must be ODBC compliant, and an Entity Relationship Drawing (ERD) must be made available to assist the City in running custom report writing using tools such as Crystal Reports. (Please include a sample of common reports that are included with the software in the response to this RFP.) The vendor may propose more than one software solution, but at a minimum the proposal must include the most recent Microsoft Windows version of McGann software. If the vendor proposes more than one software solution, a document should be prepared showing comparable features and pro’s and con’s of each solution in the proposal. The proposal must provide comprehensive descriptions of each proposed software solution with regard to operating system, licensing, drivers, configurations, databases and connectors, and any other components needed to establish a turnkey installation. Software installation and setup will be provided by the vendor and must include both the server and client computers. The City would like the vendor to include pricing for up to five client licenses if the software is capable of being licensed by client. The software must be capable of being adapted to exchange data with the City’s PowerPark Flex software from T2 Systems (see paragraph “K” below.) 2. Hardware The vendor will specify hardware for the server, client workstations, and connectivity, which the City will purchase separately. The vendor will work with the City’s Management Information Services (MIS) Department to ensure hardware, operating system, and connectivity configurations meet the City’s requirements. The hardware must conform to the City’s equipment standards for servers and desktop computers. In particular, we would like the following areas to be addressed. a. The server configuration should include, at a minimum, redundant power supplies and either a RAID 5 or a RAID 1 disk configuration in addition to any other requirements of the software. b. The vendor should specify whether or not existing Dell Optiplex workstations can be used to access data from the access and revenue control solution provided by the vendor. c. The vendor will provide written recommended optimal configurations for workstation computers. d. Vendor will provide a detailed explanation of their chosen method to interface the remote parking control equipment and the central site host computer (server.) Vendor is required to make a cost estimate, provide and support their chosen interface equipment between the parking control equipment and the 2/9/00 City's ethernet LAN. City MIS will supply the ethernet connectivity between both parking structures and the central site computer. e. The vendor will also specify compatibility with server virtualization technology, namely VMWare ESX 3 Server. E. New pay-in-lane machines. The vendor will provide a proposal for three “exit pay-in- lane” revenue collection machines, including installation, that will allow the City to collect revenue when the booths are not attended. These machines must be compatible with the other components and software that are being recommended by the vendor. The machines must accept cash, coin, credit/debit cards, and pre-purchase payment cards. The machines must provide an “after-hours” communications link for customers that have problems so that the gates can be vended remotely. F. Maintenance Agreement. The vendor will provide a proposal for a maintenance agreement for the software, hardware (both the existing hardware that will remain in the structures – see item “A” above – and any new hardware that is installed by the vendor as a result of this RFP.) The maintenance contract should include these response times: a. Response by phone within two hours for any item that threatens the operational status of the system (i.e. an item that has shut down or threatens to shut down the system if not fixed immediately.) b. Response in person within 24 hours for any item that threatens the operational status of the system. c. Response by phone within one business day (with follow-up in person if necessary) for any item that threatens the operation of an individual component of the system (such as a single ticket dispenser, cash register or gate motor, etc.) d. Periodic tuning, testing, cleaning and servicing of system components on a schedule recommended by the vendor or manufacturer. G. Terms of maintenance agreements. The vendor shall explain in detail the terms of the manufacturer’s maintenance agreements available for each component of the system, the relationship of the manufacturers to the vendor, and experience and qualifications of the maintenance providers. H. Training. The vendor will provide a minimum of three days of training to familiarize local staff with all aspects of the hardware, software, operations and maintenance of the system. The training will be broken down into four components: • Customer Service Application training • System Administration training • Parking structure components hardware training and familiarization • Report Generation Operational flowcharts or a list of FAQs (frequently asked questions) should be provided that cover basic concepts and troubleshooting for isolation of simple or common issues 2/9/00 associated with proper operation of the completed system, including proper shutdown and restart procedures, data backup, and restoration procedures. I. Construction permits. The vendor shall be responsible for acquiring all applicable construction permits necessary for the installation and operation of the equipment. J. Spares. The vendor will provide a recommended list of “spares” that should be maintained by the City. K. Data exchange with PowerPark Flex. The City currently uses a parking system management software from T2 Systems to sell permits and manage permit inventory, to process citations, to maintain customer information, and to retrieve and process DMV (department of motor vehicles) information. The City will upgrade its T2 System software from PowerPark to PowerPark Flex early in 2007. The City would like to purchase an access and revenue control system software that is capable of electronic data exchange with PowerPark Flex. In other words, the City wants to enter customer account and permit information in one system, and have that information be available to the other system without having to enter the data twice. The City also recognizes that this data exchange capability is not likely to be a standard feature of either PowerPark Flex or the access and revenue control software. The successful vendor for this RFP must commit to working with T2 Systems to develop a data exchange interface between the access and revenue control system and PowerPark Flex, and include the cost of this software development in the proposal. The City’s preference is that data would be entered in PowerPark Flex, and then be transferred to the access and revenue control system. If this is not feasible, then the City would like the vendor to develop a system to enter data into the access and revenue control system and have that data transferred to PowerPark Flex. It is the City’s intention that any services that would be required from T2 Systems would be contracted for by the successful vendor, and that T2 Systems would work for the vendor as a sub-contractor to complete this requirement. The City can provide contact information for T2 Systems upon request. L. Count monitoring. As described above in the “background” section, the existing count monitoring system does not function properly. The City wants an accurate count monitoring function, including accurate counts that are viewable at the booths. The vendor should include a proposal to provide accurate count monitors in both parking structures. The count monitoring components should be included as part of the Condition Assessment in “A” above to identify what parts need replacement or upgrading, and what parts can be kept as is, including any hardware and software that is necessary for the count monitoring system to function. M. Card readers and access cards. The current access control cards used for the parking structures are a proximity card made by Indala. The card readers themselves are from McGann Technologies. Throughout the City, a different access card is in use for building access, made by HID. The City would like to standardize on the HID card. The City would like the vendor to provide a card reader solution based on the HID card technology that is capable of recognizing and supporting "multiple bit structures" (with 37 bit encryptions, 26 bit encryptions, etc.) The City would also like the vendor to provide cost information for two types of card readers: 1) the card reader similar to the ones 2/9/00 currently installed in the City’s parking structures which read a card at approximately six inches, and 2) a card reader that can read up to six feet so that drivers of vehicles would not have to roll down their windows in order to have their access card read. N. Gates and gate arms. The existing system installed in the City’s parking structure includes basic gate actuators and wooden gate arms. The City would like the vendor to propose two levels of gates: 1) a basic, no-frills gate that is the equivalent of the existing installation, and 2) a higher-end gate with more advanced features, such as a lighted gate arm, extra sensitivity to possible obstructions in the path of the gate, an internal heater, lighted hood, and other state-of-the-art features that may be available. (It should be noted that the entry gate at the booth in the Old Town Parking Structure is an articulated arm, and may not be suitable for a lighted-arm installation.) O. Dispensed ticket accountability. The software currently used by the City does not have the ability to track and account for all the tickets dispensed by the ticket dispensers in the system. The City is interested in solutions that can track the number of each individual dispensed ticket and each individual returned ticket. Vendors should provide details about how the various hardware and software solutions there are proposing address this issue. Section 3.0: Response Requirements Proposals must include: 3.1 Product data for each item of parking control equipment required, including the manufacturer’s standard details and installation and maintenance instructions. 3.2 Shop drawings for each item of parking control equipment required including plans, elevations, and details of typical members and other components. Drawings shall show layout and installation details, including anchorage details. 3.3 Wiring diagrams detailing wiring for parking control equipment, data, and control systems differentiating clearly between manufacturer-installed wiring and field-installed wiring. Details should differentiate between existing wiring and new wiring that is required as part of the upgraded system or installation of new components. Diagrams shall also show the locations of connections to electrical service. 3.4 Pricing A. The vendor will provide a cost of the total installed system, including all recommended replacement and upgrade parts (including spares listed in “2.2.3.J” above,) all software, all computers, new pay-in-lane machines, training, LAN equipment or other connectivity infrastructure, and maintenance agreement. B. The vendor will provide itemized costs for each component of paragraph “A” above so that if the City wishes to “pick and chose,” it can purchase items in an “a la carte” manner in order to accommodate possible budget limitations. C. The City will negotiate a payment plan with the vendor that will include a “hold-back” provision (see 4.B below.) The hold-back will not be paid until the vendor demonstrates 2/9/00 that the installed and warrantable components of the system are able to maintain a functional level of 98% for 90 consecutive days (or a reasonable agreed-upon time frame by both parties). Malfunctions of the vendor’s installed system will reset the clock. Malfunctions caused by the City, such as power or network outages, shall not count toward the 98% level. With respect to the count monitoring system, the count accuracy should be maintained for a reasonable period of time (one week) even if the parking structure is unattended (gates up) during some of that time period. Section 4.0: Additional Requirements The successful vendor is expected to provide: A. Maintenance data for parking control equipment components and all applicable Operating and Maintenance Manuals. Maintenance instructions shall also be furnished which provide the manufacturer’s instructions for maintenance of parking control equipment. They shall include recommended methods and frequency for maintaining equipment in optimum operating condition under anticipated traffic and use conditions and any precautions against materials and methods that may be detrimental to finishes and performance. B. The vendor will demonstrate that all components of the system are functioning properly to the satisfaction of the City’s Project Manager (see 3.4.C above.) This will include, but is not limited to, the following: • Count monitors and associated “FULL” signs are functioning properly. • Gate controls, ticket dispensers, proximity readers, ticket validators, cash registers and other components are functioning properly. • Exit pay machines and associated communications equipment are functioning properly. • Data communications are reliable, dependable and can be monitored for diagnostics. 2/9/00 Section 5.0 Review and Assessment Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Work Hours Do the proposed cost and work hours compare favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? Reference evaluation (Top Ranked Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. 2/9/00 QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? Standard Professional Services Agreement- rev 09/01/06 12 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and _____, [insert either a corporation, a partnership or an individual,doing business as _______________, hereinafter referred to as "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) pages, and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) pages, and incorporated herein by this reference. 3. Contract Period. This Agreement shall commence 2005, and shall continue in full force and effect until 2005, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. . Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. 4. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of Standard Professional Services Agreement- rev 09/01/06 13 termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: City: With Copy to: City of Fort Collins, Purchasing PO Box 580 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits and errors and omissions insurance in the amount of $ . 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of ($ ) plus reimbursable direct costs. All such fees and Standard Professional Services Agreement- rev 09/01/06 14 costs shall not exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. [Optional] Insert Subcontractor ClauseFinal payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. Compensation. [Option 1] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule: Hourly billing rates: Reimbursable direct costs: with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings and other services rendered by the Professional shall become the sole property of the City. 7. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. Standard Professional Services Agreement- rev 09/01/06 15 8. Project Drawings. [Optional]Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project as constructed. Drawings shall be of archival, prepared on stable mylar base material using a non-fading process to provide for long storage and high quality reproduction. "CD" disc of the as-built drawings shall also be submitted to the owner in and AutoCAD version no older then the established city standard. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to Standard Professional Services Agreement- rev 09/01/06 16 operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non-defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Prohibition Against Employing Illegal Aliens. This paragraph shall apply to all Contractors whose performance of work under this Agreement does not involve the delivery of a specific end product other than reports that are merely incidental to the Standard Professional Services Agreement- rev 09/01/06 17 performance of said work. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Contractor represents and agrees that: A. As of the date of this Agreement: 1. Contractor does not knowingly employ or contract with an illegal alien; and 2. Contractor has participated or attempted to participate in the basic pilot employment verification program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the “Basic Pilot Program”) in order to verify that Contractor does not employ any illegal aliens. B. Contractor shall not knowingly employ or contract with an illegal alien to perform works under this Agreement or enter into a contract with a subcontractor that fails to certify to Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. C. Contractor shall continue to apply to participate in the Basic Pilot Program and shall in writing verify same every three (3) calendar months thereafter, until Contractor is accepted or the public contract for services has been completed, whichever is earlier. The requirements of this section shall not be required or effective if the Basic Pilot Program is discontinued. D. Contractor is prohibited from using Basic Pilot Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. E. If Contractor obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Contractor shall: 1. Notify such subcontractor and the City within three days that Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Contractor shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. F. Contractor shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course Standard Professional Services Agreement- rev 09/01/06 18 of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. G. If Contractor violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Contractor shall be liable for actual and consequential damages to the City arising out of Contractor’s violation of Subsection 8-17.5-102, C.R.S. H. The City will notify the Office of the Secretary of State if Contractor violates this provision of this Agreement and the City terminates the Agreement for such breach. 18. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " ", consisting of ( ) pages, attached hereto and incorporated herein by this reference. Standard Professional Services Agreement- rev 09/01/06 19 THE CITY OF FORT COLLINS, COLORADO By: _________________________________ James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management DATE: ______________________________ ATTEST: _________________________________ City Clerk APPROVED AS TO FORM: ________________________________ Assistant City Attorney [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] or Doing business as [insert name of business] By: __________________________________ Title: _______________________________ CORPORATE PRESIDENT OR VICE PRESIDENT Date: _______________________________ ATTEST: _________________________________ (Corporate Seal) Corporate Secretary Standard Professional Services Agreement- rev 09/01/06 20 [Optional] EXHIBT “ ” CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Contractor hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Contractor has agreed to perform, the Contractor hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Contractor agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City , or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City) . The Contractor shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Contractor shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Contractor understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Contractor shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Contractor ceases to perform services for the City, or the City so requests for any reason, the Contractor shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Contractor understands and agrees that the City’s remedies at law for a breach of the Contractor’s obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. Administrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com ADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP: P1049 Parking Structure Access and Revenue Control Equipment Upgrade and/or Replacement Project OPENING DATE: 3:00 P.M. (Our Clock) November 9, 2006 To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. Pre-Proposal Meeting: The City of Ft Collins has scheduled a pre-proposal meeting for November 2, 2006 at 1:30 pm. at 215 N Mason, room 1b. After the meeting, there will be a walk-thru of the Administrative office and the parking structures. Please contact John D. Stephen, CPPO, CPPB, Senior Buyer at (970) 221-6777 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED.