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HomeMy WebLinkAboutRFP - 8409 PARKING TECHNOLOGY (2)RFP 8409 Parking Technology Page 1 of 72 REQUEST FOR PROPOSAL 8409 PARKING TECHNOLOGY The City of Fort Collins is requesting proposals from qualified firms for the purchase, installation and maintainance of a parking technology turn-key solution.. As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit hard copy proposals instead, five (5) copies, will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before 3:00 p.m. (our clock), November 22, 2016 and referenced as Proposal No. 8409. 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. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. Questions concerning the scope of the bid should be directed to Project Manager, Craig Dubin, at (970) 224-6196 or cdubin@fcgov.com. Questions regarding bid submittal or process should be directed to Doug Clapp, CPPB, Senior Buyer at (970) 221-6776 or dclapp@fcgov.com. All questions must be submitted in writing via email to Craig Dubin , with a copy to Doug Clapp, no later than 5:00 PM our clock on November 10, 2016. Questions received after this deadline will not be answered. A copy of the RFP may be obtained at www.rockymountainbidsystem.com. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. New Vendors: The City requires new vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing RFP 8409 Parking Technology Page 2 of 72 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. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. Sustainability: Consulting firms/teams participating in the proposal are to provide an overview of the organization’s philosophy and approach to Sustainability. In no more than two (2) pages please describe how your organization strives to be sustainable in the use of materials, equipment, vehicles, fuel, recycling, office practices, etc. The City of Fort Collins incorporates the Triple Bottom Line into our decision process by including economic (or financial), environmental, and social factors in our evaluation. The selected Service Provider shall be expected to sign the City’s standard Agreement without revision prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry S. Paul Purchasing Director RFP 8409 Parking Technology Page 3 of 72 GENERAL PROVISIONS 1.0 PURPOSE 1.1. The purpose of this Request for Proposal (RFP) is to establish an agreement between the City of Fort Collins, Transfort department, hereinafter called, “City” and a qualified vendor, hereinafter called, “Contractor”, for the purchase, installation and maintenance of the following: 1.1.1. Parking pay stations and management system 1.1.2. In ground (or other unobtrusive, innovative individual space counting system for on-street and uncovered parking areas) space sensors and space occupancy management system 1.1.3. Configurable, illuminated parking guidance system with individual space availability indicators that display parking space availability within a parking structure 1.1.4. Dynamic message signs (DMS) that display parking space availability as well as messages via back-office interface to provide status information at the entry of parking structures. 1.1.5. Integrated smartphone applications that includes parking payment and parking navigation 1.1.6. Technical services and development to fully integrate all proposed systems and existing “City” owned systems wherever applicable. 1.1.7. Project management services to ensure all work, including sub-contract work is completed on schedule and within proposed schedule. 1.1.8. Establish an on-going maintenance agreement to support all hardware and software as defined in the scope. 1.1.9. The term of the contract is 3 years with 2 (1) year renewals. At the end of the three year contract, the “City”, at its discretion, may renew, renegotiate, or terminate the contract. This contract during the initial 3 years is subject to annual appropriations and in the event that the annual funding is not appropriated then the City reserves the right to terminate the contract per Section 6 in the City of Fort Collins Service Agreement for Early Termination. 2.0 BACKGROUND 2.1. The “City” manages two parking structures, four surface parking lots, on-street parking and an increasing number of residential permit zones throughout the community. The “City” seeks a “Contractor” to provide a turn-key solution which includes the supply, design, configuration and implementation of parking technology systems for a phased project. As part of this turn-key solution, the “City” requires that the awarded “Contractor” provide any sub-contractors necessary for integration activities, provision of sub-systems, installation, testing, go-live activities and license acquisition in order to provide a complete solution. 2.2. The following tables and figures are listed to help proposers better understand the “City” intent and should be used for informational purposes only. The actual procurement and implementation schedule are subject to funding approval and planning, and will be discussed once an award has been made. RFP 8409 Parking Technology Page 4 of 72 Table I – Space Count by Parking Asset PARKING ASSETS APPROXIMATE SPACE COUNT Downtown Hotel Parking Structure 200 Old Town Parking Structure 325 Civic Center Parking Structure 900 Surface Lots 325 On-Street Parking 3,600 Total Spaces 5,350 Table II – Project Phase Descriptions PHASE PROJECT STATUS ESTIMATED IMPLEMENTATION I Downtown Hotel Parking Structure New Construction Project Start: Q3 2016 Finish: Q2 2017 II - Downtown On-Street Parking Counting - Mobile Payment Application for On- Street Spaces and Downtown Hotel Parking Structure Existing Parking Spaces Start: Q2 2017 Finish: Q3 2017 III - Old Town Parking Structure - Civic Center Parking Structure - Downtown Parking Surface Lots - Addition of the above facilities to the mobile payment application Existing Structures & Lots Start: Q1 2018 Finish: Q3 2018 Table III – Systems by Phase SYSTEMS PHASE I PHASE II PHASE III Parking Sensors & Guidance • • • Pay Stations • • Digital Signage • • Smartphone Application • • Guidance • • • Payment • • • Back Office Software Integration • • • RFP 8409 Parking Technology Page 5 of 72 Table IV – Pricing Instructions *The following table describes the goods and services being requested for pricing. Please use this information to clarify requested items in the pricing Table V. The proposed system must be fully functional and prices must be provided for all hardware, software, and proposed services. If the pricing tables do not include a line item specific to your proposal, add additional line items as necessary to provide a fully functional system. PRODUCT NOTES In-Ground, sub-surface space counters Price as a full, complete unit. Indicate the number of spaces included per functional area in order to allow the City to calculate per-unit pricing. If additional components are included, those shall be noted separately. Alternate space counters if in-ground space counters not proposed Price as a full, complete unit per space. Please indicate the number of spaces included per functional area in order to allow the City to calculate per-unit pricing. If unit can monitor multiple spaces, propose and identify the number of units required to monitor the same number of spaces identified per phase. External/overhead space counters with illuminated space availability indicators Price as a full, complete unit per space. Please indicate the number of spaces included per detection device in order to allow the City to calculate per-unit pricing. If additional components are included, those shall be noted separately. Subtotal the price for the sensors and indicators. DMS Sign Price per sign. Pay Station Price as a full unit including any components required. Provide a subtotal for any cellular or WiFi devices proposed including “hot spots”. Include anticipated cellular service costs. Pricing shall be broken out to individual components including credit card reader, barcode reader, display and any other functional items required as part of the solution. Spare Parts Price per unit for all recommended spare parts. Provide suggested quantities. Include recommendations for creation of a “test bed” for technical troubleshooting where applicable. SERVICES NOTES Project Management Provide cost of project management with breakout of hourly rates. Provide project management rates for execution of options. Identify percentage of project management being proposed (e.g., .25 FTE, .50 FTE etc). If proposal is per-billable-hour project, a complete monthly accounting of all activities conducted will be required and approved by the “City”. Package project management proposals that see the project through to the end with contingency factored for adjustments are highly encouraged. Product Software Provide software fees for licensing and implementation. Provide subtotals for each discrete module proposed. RFP 8409 Parking Technology Page 6 of 72 Smartphone Application Integration Provide development, licensing and integration costs. Assume AGILE (or similar development methodology as applicable). Provide the number of development hours proposed and hourly rate. Provide subtotal for development, licensing and integration costs. System Integration Provide development, licensing and integration costs. Assume AGILE (or similar development methodology as applicable). Provide number of development hours proposed and hourly rate. Provide subtotal for development, licensing and integration costs. Installation Services Provide per unit pricing for installation of any products to be installed by “Contractor”. Pricing will be applied to executed options. Training Provide number of hours training being proposed with hourly rates. Subtotal any training related costs. Pricing will be applied to executed options. Annual Maintenance The “City” requests pricing for annual maintenance and licensing if applicable. Subtotal pricing by category and year of maintenance. For example, if listing pricing for software support for year 2, indicate that in subtotal. Table V – Hardware/Software Pricing *All products and services should be priced for implementation. Include pricing for options of all items for a term of up to 5 years (3 years with 2 (1) year renewals) from inception of contract. If pricing for options increases by year or other measurement, provide pricing accordingly. If options are executed, the “City” will refer to the contracted rates established. PRODUCT/SERVICE PER UNIT COST # UNITS EXTENDED PRICE On-Street/Surface Lot, In-Ground Parking Sensors Parking Garage, Embedded Parking Sensors On-Street/Surface Lot Alternate Parking Sensors (If applicable) Parking Garage Alternate Parking Sensors (If applicable) Overhead Space Counters with Illuminators Dynamic Message Sign (Level count sign - inside garage) Dynamic Message Sign (Level-by-level sign – garage entry) Additional Parking Space County System Component (If applicable) Additional Parking Space County System Component (If applicable) RFP 8409 Parking Technology Page 7 of 72 Additional Parking Space County System Component (If applicable) Pay Station Unit Pay Station Display Pay Station Credit Card Reader Pay Station Intercom Pay Station Pin-Hole Camera Pay Station Barcode/QR Code Reader Pay Station Coin Collector Pay Station Receipt Issuing Component Pay Station Bank Note Collector Pay Station Batteries Pay Station Power Supply Pay Station Solar Panel Pay Station Electronic Key Additional Pay Station Component (if applicable) Additional Pay Station Component (if applicable) Additional Pay Station Component (if applicable) Entry License Plate Reader (Optional) Exit License Plate Reader (Optional) License Plate Software (Optional) Entry/Exit Lane Construction to Accommodate LPR (Optional) Spare Parts (Break out per unit/full lot on supplemental table provided by proposer) Project Management RFP 8409 Parking Technology Page 8 of 72 Product Software Smartphone Application Development Smartphone Application Integration Installation Services – DMS Installation Services – Conduit Installation Services – Cable Installation Services – Power Installation Services – Sensors Installation Services – Pay Stations Installation Services – Other Components (If applicable) Installation Services – Other Components (If applicable) Installation Services – Other Components (If applicable) Table VI – Support/Maintenance/Licensing Pricing *All support costs should be priced for implementation. Indicate pricing for each year over five year period. If pricing for options increases by year or other measurement, provide pricing accordingly. If options are executed, the “City” will refer to the contracted rates established. PROGRAM YEAR 1 COST YEAR 2 COST YEAR 3 COST YEAR 4 COST YEAR 5 COST Product Licensing(if multiple components, break out itemized list on separate sheet) Hardware Maintenance Software Maintenance Hardware Maintenance Services Software Maintenance Services RFP 8409 Parking Technology Page 9 of 72 Figure A – Sample System Integration Layout Table VII – Current System Specifications Brand/Company Model/Version T2 FLEX / 15.4.188 T2 Enforcement App / 15.4.188 T2 E-Ticketbook / 15.4.339 (Varies) Genetec AutoVu Security Center / 5.2.1696.13 Genetec Patroller / 6.3.139.7 (Varies) RFP 8409 Parking Technology Page 10 of 72 Figure B – Sample Integration Use Cases CASE 1: Payment by Pay Station Customers wishing to pay for parking using a pay station shall enter their license plate number into the pay station and enter their payment by credit card or cash. In this case, license plate and validation information is provided back to T2 Enforcement Application and/or to AutoVue LPR system so that parking enforcement officers do not erroneously issue a citation. *As an option, City will consider solutions that rely on fixed LPR systems upon entry/exit to facility and/or parking garage. CASE 2: Payment by Smartphone Application Customers wishing to pay for parking using their smartphone applications at any “City” parking location within the defined areas will either enter their payment and license plate information on demand or, if they have an account established, will complete their payment transaction from their smartphone application account. Customers parking in on-street spaces will have free 2-hour parking. After the free 2-hours are up, the customers can use their smart phone application to purchase additional parking time or use a purchased daily, monthly, or annual permit for parking longer than 2 hours. In this case, license plate and validation information is provided back to T2 Enforcement Application and/or to AutoVu LPR system so that parking enforcement officers do not erroneously issue a citation. CASE 3: Parking Guidance by Smartphone Application Customers wishing to find available parking in any “City” parking location within the defined areas will browse the application interface to navigate to available parking spaces on-street and within parking garages. The application shall also provide pricing and time restriction information for each space/group of spaces to enable the user to make an informed decision. This information will be displayed on a map as well as via plain text. In this case, the smartphone application will lookup information from the parking counting system to determine which spaces are available within the defined areas. CASE 4: Parking Guidance at Structures Customers entering a parking structure will encounter digital signage indicating availability by floor of the structure. Additionally, customers will encounter color-coded, lighted space availability indicators to help direct them to available spaces. In this case, the parking count system will provide information to the lighted space indicators to demonstrate space availability. The system shall provide information to the digital signage system to give availability counts. Additionally, system will provide information to the smartphone application via back-end integration. CASE 5: Reports - Occupancy “City” staff will access occupancy reports from one interface. Occupancy reports shall show actual occupancy, trends, percent full and other analytics, using the parking count system as its data source. RFP 8409 Parking Technology Page 11 of 72 In this case, where the reports are accessed and/or displayed is up to the proposer. As the parking count system shall provide the most reliable data source for the full parking supply within each area, the data should derive from that system. However, given the nature of the integrated solution, the “Contractor” is encouraged to propose the most reliable, user-friendly interface from its own systems or selection of sub-contractors on the project for the reporting- interface. CASE 6: Reports – Payment Transactions “City” staff will access payment transaction reports from one interface. Payment transaction reports shall show payment type, payment amount, account information (if applicable), license plate information, trend and other analytics. Additionally, the reporting system will need to integrate and interact with the enforcement system. In this case, where the reports are accessed and/or displayed is up to the proposer. As payments shall be made via pay stations and smartphone application, the data shall derive from both sources. However, given the nature of the integrated solution, the “Contractor” shall propose the most reliable, user-friendly interface from its own systems or selection of sub-contractors on the project for the reporting-interface. 3.0 SCOPE 3.1. The “City” proposes to engage a “Contractor” (s) to perform the following services over a multi-phased project. All required and optional quantities will be finalized after an award is made and during requirements review activities. 3.2. “Contractor” shall furnish and install conduits, pull strings, and junction boxes, additional wire, cable relay boxes, transformers and all peripheral equipment associated with the systems provided. The contractor shall have the option to contract with the existing electrical contractor(s) for conduit installation. 3.3. “Contractor” shall provide: 3.3.1. Electrical wiring diagrams and details 3.3.2. Electrical installation requirements 3.3.3. Electrical power units 3.3.4. Phase I – Downtown Hotel Parking Structure 3.3.4.1. Deliver and install six (6) parking pay machines that accept license plate information, cash and credit card payment in the locations identified by the “City”. Pay stations in this structure shall have power supplied by the electric utilities. Additionally, data via Ethernet shall be provided to these units by the “City”. 3.3.4.2. Deliver and install all conduit, cable and components for parking guidance and space counting system. This system to include overhead space sensors with illuminated space availability indicators at 100 indoor parking spaces on the second floor of the structure. 3.3.4.3. Deliver and install all components for in-ground or alternate individual space sensors on the roof of the structure. Solutions using inductive loops will not be accepted by the “City”. Sensors that protrude from RFP 8409 Parking Technology Page 12 of 72 the surface of the spaces will not be considered. The “City” would prefer non-intrusive detection for the roof of parking garage structures such as video analytics or microwave detection. The use of an intrusive detection system is subject to approval by the “City” engineer. 3.3.4.4. Deliver and install one (1) variable message sign (VMS) integrated with parking space counting system to display availability of spaces. 3.3.4.5. Develop, design, configure and deliver integrated smartphone application for mobile parking space payment and parking space guidance. System shall allow a customer to maintain an account that accepts new credits via a credit card and automatically deducts from the account for payment. Multi-modal solutions that allow for single account payment for both parking fees and transit fare payment will receive higher scores during evaluation of the proposals. Currently, the “City” uses Genfare SPX Cents-A-Bill fareboxes with no electronic fare media components as well as Scheidt & Bachmann Fare-Go, off-platform ticket vending machine systems. 3.3.4.5.1. City uses a multi-tiered payment structure using both in- vehicle farebox and off platform fare payment. Current payment includes cash via farebox and customer service sales, magnetic stripe passes, visual validation media and transfer slips. The City seeks a smartphone application that allows for creation of user accounts with account balances that would serve to pay for both transit and parking services interchangeably. Smartphone application for transit fare payment would require affirmative validation by transit service officers to determine from the user’s smartphone that payment was made. Fare payment would be debited automatically from the user account each time the user rides. 3.3.4.5.2. Smartphone application shall support latest iOS, Windows, and Android platforms and be backwards compatible with previous version in each platform. 3.3.4.6. Fully integrate proposed systems with each proposed sub-system as well as integrate proposed systems to existing systems where applicable. Integration services shall be coordinated and managed by the awarded “Contractor”; including integrations to existing “City” owned systems. 3.3.4.7. Configure and implement parking space management system that monitors current occupancy and historical trend analysis of parking space availability. The system shall be modular and provide for the addition of new zones, structures, surface lots and on-street spaces. The system shall manage and monitor data from multiple inputs including all proposed systems that provide occupancy data. 3.3.4.8. Provide “City” staff with requirements for and details needed to integrate proposed systems for credit card processing and handling with the “City” credit card processing vendor; currently Chase Bank. Any configuration of the proposed systems required for credit card RFP 8409 Parking Technology Page 13 of 72 processing shall be the responsibility of the “Contractor”. The “City” shall require assistance from the “Contractor” for credit card processing integration and testing. Solutions that require credit card processing through a “Contractor”-supplied credit card processing solution shall be considered if there is an economical advantage to doing so. 3.3.4.9. Configure and implement a management system that provides one interface to manage pay station and smartphone application payment. This system shall allow “City” staff to configure rates, parameters and other management activities. Additionally, “City” staff shall review payment information and generate combined reports that categorize payment method as an attribute or dimension and details transactional and summary payment information by these categories. The payment management system shall be part of the parking space management graphical user interface. 3.3.5. Phase II – Downtown On-Street Parking Counting 3.3.5.1. Deliver and install all components for in-ground sensors for up to 1500 parking spaces. This provision will also allow options to deliver and install up to 2100 additional space sensors within five years of the inception of the contract. Solutions using inductive loops are not acceptable. Sensors that protrude from the surface of the spaces shall not be considered. 3.3.5.2. Configure proposed parking space management system and smartphone application to accept input and management of the additional space sensors identified in section 3.3.5.1. Any integration work to existing and/or proposed systems shall be the responsibility of the Contractor. Any applicable licensing shall be identified and provided as part of this phase. 3.3.6. Phase III – Existing Asset Retrofits – Old Town Parking Structure (326 spaces), Civic Center Parking Structure (903 spaces) and four surface lots (323 spaces) 3.3.6.1. Deliver and install 24 parking pay machines that accept license plate information for vehicle identification, cash and credit card payment in the locations identified by the “City”. 20 pay stations at the two structures shall have power supplied by the electric utilities and data via Ethernet shall be provided to these units within structures. Four battery powered pay station units with solar recharging capabilities and wireless communications for pay stations at these surface lots shall be required. 3.3.6.2. Deliver and install all conduit, cable and components for parking guidance and occupancy counting system. This system shall include overhead space sensors with illuminated space availability indicators at up to 1000 indoor parking spaces of the two existing structures. 3.3.6.3. Configure proposed parking payment management system to accept input and management of the additional pay stations identified in section 3.3.6.1. Any integration work to existing and/or proposed RFP 8409 Parking Technology Page 14 of 72 systems shall be the responsibility of the Contractor. Integration to the smartphone application and existing “City” owned T2 enforcement system and/or LPR system for enforcement shall be required by the Contractor. Configuration and deployment of the real-time fee rules as identified in section 3.3.4.10 shall be configured and deployed as part of this phase. Any applicable licensing shall be identified by the Contractor and provided as part of this phase. 3.3.6.4. Deliver and install all components for in-ground sensors at up to 700 spaces on the rooves of the two existing structures and at the four surface lots. Solutions using inductive loops are not acceptable. Sensors that protrude from the surface of the spaces shall not be considered. 3.3.6.5. Configure proposed parking space management system and smartphone application to accept input and management of the additional space sensors identified in section 3.3.6.4. Any integration work to existing and/or proposed systems shall be the responsibility of the Contractor. Any applicable licensing shall be identified and provided as part of this phase. 3.4. Contractor shall provide unit pricing for additional or replacement pay stations, space sensors, guidance system components and VMS, serviceable parts and installation. “Contractor” shall propose additional services or equipment that they feel would enhance the operation of their product. 3.5. The successful “Contractor” shall be expected to enter into a not-to-exceed services contract with the “City”. 4.0 ADMINISTRATIVE REQUIREMENTS 4.1. SUBMITTALS 4.1.1. Submit with proposal: 4.1.1.1. All submittals shall be in English. 4.1.1.2. All manuals shall be provided in an editable MS Word document format and shall not be copyrighted. 4.1.1.3. Certification that the System can perform as specified. 4.1.1.4. A clear plan for the credit card processing subsystem shall be submitted as part of the proposal. This plan shall include: 4.1.1.4.1. A clear migration path for EMV compliance 4.1.1.4.2. Anticipated operational or administrative issues with EMV compliance 4.1.1.4.3. Identification of how PCI DSS compliance is achieved 4.1.1.4.4. Credit card processing system flowchart 4.1.1.4.5. List of credit card clearinghouses for which the Proposer has RFP 8409 Parking Technology Page 15 of 72 a certified interface 4.1.1.4.6. Anticipated monthly costs for recommended 3rd party chip card processors 4.1.1.4.7. Provide a signed Attestation of Compliance AOC showing Proposer’s current PCI compliance with a statement as to the Visa assigned level of service provider 4.1.1.4.8. Use of a P2PE validated card reader solution 4.1.1.4.9. As part of their Proposal, the contractor shall identify how offline transactions may be achieved as part of their payment processing subsystem. 4.1.1.4.10. The contractor shall identify whether cellular modems can be used as a backup network solution for processing credit card transactions when the network is offline. 4.1.1.4.11. As part of their Proposal, the contractor shall identify potential cost savings associated with a non-EMV solution. The contractor may propose a complete, non-EMV based credit card solution, but must also provide a proposed solution and cost for an EMV-compliant system as specified in these requirements. 4.1.1.5. List of project references demonstrating that the “Contractor” or its sub- contractor/partners have integrated with “City” owned systems as well as “Contractor” proposed systems. 4.1.1.6. A construction schedule for the installation, testing and training as specified herein. 4.1.1.7. High level, functional pdf diagrams for system integration strategies. 4.1.1.8. Basic schedule for all development activities with development milestones for AGILE development (or similar development methodology). 4.1.1.9. Certification that the “Contractor” is approved, certified and factory trained by the System Manufacturer(s). 4.1.1.10. Qualifications of “Contractor” Project Manager for review and approval by the “City”. 4.1.1.11. Proposed testing programs, schedule and procedures (Factory Acceptance Test, Interim Installation Test, Installation Test, 20-Day Test, and Final Acceptance Test) for “City” review and approval. 4.1.1.12. Maintenance program requirements for the System for one-year, five- year, and ten-year durations. 4.1.1.13. Scope, terms and annual cost of a maintenance service agreement based on an initial three-year term a and two (2) additional one year extensions at the discretion of the “City”. 4.1.1.14. Per unit and extended pricing for all products and services identified in the scope of work. 4.1.1.15. Per unit and extended pricing for all optional products and services RFP 8409 Parking Technology Page 16 of 72 identified within the scope of work. 4.1.1.16. Certification that the personnel maintaining the System shall have direct and local supervision, that supervisor has a minimum of two (2) years’ experience maintaining the System. 4.1.1.17. Qualifications of Maintenance Supervision for review and approval by the “City”. 4.1.1.18. Technical diagrams with dimensions, power usage, pixel density, pixel placement, LED color and native software specifications for VMS. Note: VMS selection shall be subject to approval by City of Fort Collins Zoning department. This information and approval from Zoning department shall be required prior to finalization of the actual sign to be procured. “City” will be responsible for submitting approval request to Zoning department. 4.1.1.19. Other trades and their responsibilities that will be part of your team. 4.1.2. Submit within a timely manner after the contract has been awarded: 4.1.2.1. Full System Design Documents for review and approval by the “City”. 4.1.2.2. Detailed installation schedule with milestones addressing project schedule for installation. 4.1.2.3. Detailed development schedule for all development and system integration activities with work breakdown structure, critical path and general development milestones using AGILE development method (or similar development methodology). 4.1.2.4. Construction coordination requirements with other trades. 4.1.2.5. Shop drawings for review and approval, including equipment wiring diagrams and electrical requirements. 4.1.2.6. Cut sheets for all proposed equipment and components. 4.1.2.7. Final proposed local spare parts list. 4.1.3. Submit 30 Days prior to system Factory Acceptance Test: 4.1.3.1. Operations and Maintenance Manuals 4.1.3.2. Training Manuals and Materials ten (10) hard copies, electronic copies (PDF and MS Word format), and CD/video versions of the training program with tutorials. 4.1.3.3. Demonstration that system integration is complete. 4.1.3.4. “Contractor” shall provide software documentation for all computer software systems and components. These shall include, but not be limited to, the following: 4.1.3.4.1. One (1) copy of the Manufacturer’s site license for software (central, remote (laptop) and network workstation computer(s) and for all communications protocols. 4.1.3.4.2. All “Contractor” central and workstation operating systems and software, including controller software, located RFP 8409 Parking Technology Page 17 of 72 throughout the System; including original, installable copies of the software and operating systems on original medium. 4.1.3.4.3. All documentation concerning central host computer, laptop, workstation and field communications protocol, including all documentation needed to define the interface/integration design, message definitions, message sequence for control and feedback, remote input/output (I/0) module programs, operating system programs and device driver programs. 4.1.4. Submit 15-days following Substantial Completion: 4.1.4.1. Contractor shall only be given Final Acceptance upon receipt of all required documents. Format must be electronic PDF for all documents except, manuals shall be provided in PDF format as well as one bound, paper copy. 4.1.4.2. One (1) copy of “as-built” documents of all documents. 4.1.4.3. All original copies of computer user manuals and three (3) copies of all software operations manuals, including instructions for performing a backup of all software and message libraries. This includes all standard user/operator manuals provided with all commercial hardware and software. These manuals shall include the procedures for performing any and all necessary back-ups, archival copies, and restore procedures. 4.1.4.4. Three (3) original copies, or “City”-approved third-party publications, of the computer's operating system manual. 4.1.4.5. One (1) copy of all documentation supplied by the Manufacturers for all plug-in circuit cards used in the microcomputer chassis. 4.1.4.6. Three (3) copies of narrative descriptions of software programs that describe the program name(s) and the programs function(s). 4.1.4.7. Final, “Record” Documents shall be submitted in accordance with the “City” Division 1 Specifications, Division 1– Project Record Documents. 4.2. QUALITY CONTROL 4.2.1. Provide a list of the installations where the System is currently installed. List institutional projects where product is installed; provide project details. Include project location, size of project, contact name with phone number, and year installed. 4.2.2. “Contractor” shall have a minimum of three (3) installations. Describe any difference between the type of system and major system components furnished then and system and components to be furnished for this project. Include project location, size of project, contact name with phone number, and year installed. 4.2.3. Provide a list of three (3) comparably sized projects where the System is currently installed and operational in the US. Include project location, size of project, contact name with phone number, and year installed. 4.2.4. The “Contractor” Project Manager shall be the single point of contact for the Project and shall be responsible for managing and coordinating all aspects of the work including project management, administration, coordination, RFP 8409 Parking Technology Page 18 of 72 attending regularly scheduled meetings, and subcontracting. Project Manager shall provide regular written communication to the “City” throughout the course of the project with no less than bi-monthly project status updates from the issue of the Notice to Proceed. 4.2.5. “Contractor” shall be approved, certified and factory trained by the System Manufacturer for the installation of the described system or close variations of the described system. 4.2.6. “Contractor” shall have a minimum of two (2) years’ experience with installation of the System. 4.2.7. “Contractor” shall provide a qualified Manufacturer’s Representative to assist with the installation. Representative shall have a minimum of two (2) years’ experience with the installation of the System. At a minimum, the Representative shall be on site for the following: 4.2.7.1. Pre-installation meeting with the “City”, design team, General Contractor, “Contractor”, and related subcontractors to review System requirements, System details, precautions, and coordination required with other work. 4.2.7.2. Two day on-site representation to assist the “Contractor” with initial preparation, layout, and installation of the System. 4.2.7.3. Periodic on-site representation/assistance as required during construction. 4.2.7.4. Testing and system startup of the System. 4.2.7.5. Operational review to be conducted 30 days after acceptance by “City”. 4.2.8. Personnel maintaining the System shall have direct and local supervision. Supervisor shall have a minimum of two (2) years’ experience maintaining the System. Supervisor and maintenance personnel shall be located within 2 hours of the “City”. Provide written documentation of experience of all personnel and a list of installations maintained. 4.2.9. The “Contractor” shall submit a list of replacement parts and quantities that will be stocked locally in Fort Collins or nearby Denver metropolitan area as part of its proposal. “Contractor” shall promptly replenish stock as parts are used and shall bear the cost of expedited shipment of parts from the source if they are not on hand when needed. Payment of expedited shipping costs does not relieve “Contractor” of the responsibility to maintain the local stock of on-hand parts and materials. 4.3. ENVIRONMENTAL REQUIREMENTS 4.3.1. “Contractor” is required to confirm that all materials used are in accordance with local, state, and federal environmental and workers' safety laws and regulations. 4.3.2. All components and their installation shall comply with all laws, ordinances, codes, rules, and regulations of public authorities having jurisdiction over this part of the work. It shall be the responsibility of the “Contractor” to meet these and all other current technical, performance, and safety standards that are applicable to all components and to the entire system, even when not RFP 8409 Parking Technology Page 19 of 72 specifically referenced. It shall be the “Contractor” responsibility to obtain any and all permits that are required to complete this work. 4.3.3. There shall be an open-architecture system where all interfaces (hardware and software) conform to national and International Organization for Standardization (ISO) standards or, at a minimum, conform to American National Standards Institute (ANSI) standards. 4.3.4. All materials and equipment shall be listed, labeled or certified by a nationally recognized testing laboratory to meet Underwriters Laboratories, Inc. (UL), standards where test standards have been established. Equipment and materials which are not covered by UL Standards will be accepted provided equipment and material is listed, labeled, certified or otherwise determined to meet safety requirements of a nationally recognized testing laboratory. Equipment of a class for which no nationally recognized testing laboratory accepts, certifies, lists, labels, or determines to be safe, will be considered if inspected or tested in accordance with national industrial standards, such as National Electrical Manufacturers Association (NEMA), or ANSI. Evidence of compliance shall include certified test reports and definitive product data. 4.3.5. Housings of the components exposed to weather (any location not in a conditioned environment) shall meet NEMA 4X standards or better to be moisture-proof and shall provide sufficient protection so that the components continue to function without moisture, dust, heat, or cold-related interruption. Components that do not meet NEMA 4X standards or better may be considered if implemented with supplemental environmental controls such as air conditioners and dehumidifiers. 4.4. DELIVERY, STORAGE, AND HANDLING 4.4.1. Deliver all materials to the site in original, unopened containers bearing the following information: 4.4.1.1. Name of Product 4.4.1.2. Name of Manufacturer 4.4.1.3. Date of Manufacture 4.4.1.4. Lot or Batch Number 4.4.2. Store equipment in a clean, dry location protected from weather and damage. Replace damaged materials at no cost to the “City”. 4.4.3. Replace containers showing any signs of damage with new material at no cost to the “City”. 4.4.4. All equipment and materials shall remain the responsibility of the “Contractor” until it is installed, fully operational, and accepted by the “City”. “Contractor” shall provide appropriate insurance to cover potential loss or damage. 4.5. PROJECT SITE CONDITIONS 4.5.1. Environmental Conditions: All field equipment and components shall be fully protected from the ambient environment when installed in the proper housing provided by the “Contractor”. Operation of the equipment shall not be effected in any way by Normal Weather Conditions. In addition, operation of RFP 8409 Parking Technology Page 20 of 72 the equipment shall not be effected in any way by the conditions listed below: 4.5.1.1. Ambient Temperatures: -20°F to 140°F (with addition of solar loading) 4.5.1.2. Humidity: 0% to 99% (non-condensing) 4.5.1.3. Rain: Blowing rain with 140 mph gusts 4.5.1.4. Dust: Blowing dust and fine sand 4.5.2. The equipment shall be electromagnetically compatible with other equipment at the project site including radio frequency emissions. The equipment shall not be susceptible to noise induced from the emissions of Electro Magnetic Interference (EMI) of any radio equipment normally utilized at the project site. 4.5.3. Environmental conditions shall not inhibit them from performing in accordance with the Contract Documents. The “Contractor” shall provide a system such that environmental conditions in a cabinet shall not cause failure of the installed electronics. 4.5.4. Electrostatic and electromagnetic forces within the environment, e.g., non- direct lightning strikes, or other types of power interference shall have no effect upon the integrity or operation of the System. The “Contractor” solution for preventing power interference shall be presented to the “City” for approval prior to implementation. Lightning protection through surge arrestors or earthen ground rods or a combination thereof shall be provided and installed for the PGPS. The “Contractor” shall determine, based upon their system requirements, the appropriate lightning protection method to use for the location. 4.6. SYSTEM TESTING 4.6.1. System testing shall be conducted at all three phases of the project. Software design and configuration will go through the full testing periods on the first phase of the project. Thereafter, subsequent phases will allow pre-tested software to be tested for final acceptance at the end of each phase of the project. 4.6.2. Testing milestones identified below shall be applied to all hardware components to be delivered and installed at each phase of the project. 4.6.3. Factory Acceptance Testing (FAT): 4.6.3.1. FAT tests shall be performed for the parking structure. 4.6.3.2. The “Contractor” shall conduct a minimum of two (2) Factory Acceptance Tests. In addition to the tests conducted by the “Contractor”, the “City” shall have the opportunity to participate/conduct real-time, hands-on System testing of all functionality during the FATs. The “Contractor” shall adhere to testing and documentation procedures previously submitted and approved by the “City”. All pay stations shall be tested for functionality. Parking guidance system shall be tested using a vehicle in a real parking garage. 4.6.3.3. The first FAT test shall demonstrate and test all operational and functional activities of all equipment and software of the System. The RFP 8409 Parking Technology Page 21 of 72 test shall include at least 10 sample transactions of each type of functionality. Included in the FAT shall be a load test of the server to test and validate the can process the number of annual transactions associated with a parking assets of up to 7000 spaces. 4.6.3.4. The second FAT test shall focus solely on the accuracy of the System parking count and guidance, back office functions, web access, and data flow between the System and selected back of house software programs for generating required reports. 4.6.3.5. The “Contractor” shall provide a complete and fully operational System for testing and shall include a minimum of ten (10) parking spaces with sensors and indicator lights, pre-counting capabilities, web access, back office functions, data flow, etc. 4.6.3.6. Basic Factory Acceptance Testing Principles 4.6.3.6.1. The FAT offers the “City” an opportunity to witness major operational functionalities of the System and to work out flaws or issues in the System prior to shipment of any equipment to the jobsite. Flaws or issues can be in software applications (standard or custom), hardware, or interconnectivity/integration functions. The FAT brings the hardware and software together for testing in one location prior to shipment of all System equipment and components. The FAT will be conducted at a location proposed by the “Contractor” and approved by the “City”. The environmental conditions shall be similar to those found in the Fort Collins environment. 4.6.3.6.2. The test system shall include all of the equipment and software to for a fully operational system as identified in this performance specifications. The equipment shall be configured to represent each unique situation presented by the specifications. 4.6.3.6.3. Credit card processing of all credit card types shall be verified through to Chase bank. This will be required to test the payment application during FAT. 4.6.3.6.4. Enforcement integration to “City” owned systems shall be verified and tested during FAT. 4.6.3.6.5. Integration of the existing mobile LPR platform shall be tested during the FAT. Contractor shall provide a mobile LPR unit for testing in the exact make/model currently being used by the “City”. A minimum of 100 license plates shall be used for testing the mobile LPR platform with the proposed system. 4.6.3.6.6. Web application shall be verified and tested during FAT. 4.6.3.6.7. Test record shall take the form of ‘scenarios’ each with clear specifications of the order in which the various steps should be carried out and the expected results with which the actual results should be compared. Each test record is a description of a finished test ‘scenario’ which is to be RFP 8409 Parking Technology Page 22 of 72 signed by the tester when it has been carried out successfully. Once the record has been signed, the test ‘scenario’ has been concluded. Contractor shall provide all testing materials, including test manuals, scripts and scenarios at least thirty (30) days in advance of FAT testing. 4.6.3.7. Factory Acceptance Test Procedures 4.6.3.7.1. The Contractor shall provide the City a plan for the FAT in accordance with the submittal guidelines. Test procedures shall be provided for each lane type or device type and test procedures shall include: 4.6.3.7.1.1. Narrative describing the general procedures to be followed; 4.6.3.7.1.2. Definition of all minor and major deviation types; 4.6.3.7.1.3. Checklist of all items necessary to conduct the test (e.g. unpaid tickets, exceptions tickets, credit cards, transponders, equipment keys, etc.); 4.6.3.7.1.4. Checklist for the components of each lane or device; 4.6.3.7.1.5. Signature page for all FAT participants’ signatures; 4.6.3.7.1.6. Step by step instructions for testing each functionality; 4.6.3.7.1.7. Tests for verifying reports; 4.6.3.7.1.8. Area within each test section to denote “pass” or “fail”; and 4.6.3.7.1.9. Section for listing and describing test deviations. 4.6.3.7.1.10. Device for testing the LPR cameras. This device could be a cart on four wheels with hooks for attaching license plates at an appropriate height (simulating a passenger vehicle) for LPR camera detection. The cart shall be lightweight but have adequate metal to activate an inductive loop thereby simulating a passenger vehicle driving over an inductive loop in the lanes. The cart shall have a handle for ease of manual manipulation by the person testing the lanes. 4.6.3.8. Objectives and Requirements 4.6.3.8.1. To verify that all the functionalities described within these Functional Specifications are achieved, the Contractor shall demonstrate the performance of the proposed solution at a RFP 8409 Parking Technology Page 23 of 72 location mutually agreed upon by the City and the Contractor. Generally, the FAT takes place at the Contractor’s manufacturing facility or central distribution center. As part of the FAT, the Contractor shall configure a lane of each type with all applicable components, or stand- alone device if the particular device is not part of an entry/exit lane (e.g. server, workstations, etc.), to simulate the configuration as being installed in Fort Collins. The Contractor shall provide all ancillary items necessary to complete the FAT including setting up a credit card test bed for testing purposes; supply credit cards of all types for testing; and provide all keys to access equipment housings. 4.6.3.8.2. Demonstrate suitability and workability of the system design. 4.6.3.8.3. Verify correct interconnectivity of all System components showing that hardware and software are fully integrated as a system. 4.6.3.8.4. Satisfy performance requirements for tracking and reporting car counts. 4.6.3.8.5. Prove compliance with specifications, and confirm that all “City” requirements are met as specified. Verify that critical performance parameters operate as described in the specifications. 4.6.3.8.6. Verify that data import, export, backup operations function as required. 4.6.3.8.7. Verify that third party interfaces/integrations are working correctly. 4.6.3.9. Successful Completion of FAT 4.6.3.9.1. The successful completion of the FAT will indicate acceptance of the System for the purpose of moving forward with the submittal and installation process. In the case of a section, test, or item failure or deviation, the following procedures will be instituted: 4.6.3.9.2. The tester will record the failure or deviation. 4.6.3.9.3. The deviation will receive a deviation code of “A”, “B”, or “C”. 4.6.3.9.4. “A” deviations shall constitute the failure of the entire feature/function and require development intervention. Examples would include situations where required functionality is missing such as the integration with established programs, reporting, accurate counting, etc. 4.6.3.9.5. “B” deviations (significant failures) shall constitute the failure of a test item and may be corrected and repeated later in the FAT process without any ramifications of the section. Examples would include sensor or indicator light connectivity/control, LED sign connectivity/control, etc. RFP 8409 Parking Technology Page 24 of 72 4.6.3.9.6. “C” deviations shall constitute the failure of a test item that can be noted, fixed, and re-tested. These items are considered “minor”. Examples would include function of individual sensors, indicator lights, LED signs, etc. 4.6.3.10. Test execution for each FAT shall be completed within a maximum of five (5) consecutive calendar days. Any delays in performing these tests will result in the “Contractor” paying additional costs of providing the “City” representatives for the additional testing. The “City” reserves the right to review all test results, inclusive of reports, for a period of three (3) business days prior to submitting final written approval of each test. 4.6.4. Interim Installation Test 4.6.4.1. Within 20 days of approved shop drawings the “Contractor” shall provide a mock up within the parking structure consisting of ten (10) parking spaces. The mock up shall operate as a standalone system, be a fully functional and operational, and serve as the interim operational test. The mock up shall include space by space counting, monitoring and adjustment of sensors, space indicators, and LED signs, pay station functionality, smartphone application integration, web access for both management use and user use, and reporting functions. 4.6.4.2. The Interim Installation Test shall be observed and approved by the “City”. The “Contractor” shall adhere to testing and documentation procedures previously submitted and approved by the “City”. 4.6.4.3. Contractor shall provide all testing materials, including test manuals, scripts and scenarios at least thirty (30) days in advance of the Interim Installation Test. 4.6.5. Installation Test 4.6.5.1. The Contractor shall provide all ancillary items necessary to complete the installation testing purposes; supply credit cards of all types for testing; and provide all keys to access equipment housings. In addition, the Contractor shall make available sufficient personnel to perform the installation testing in an efficient and timely manner. 4.6.5.2. The installation test shall include individual testing of all functionalities specified for every device and device component. 4.6.5.2.1. Require that they provide test procedures: 4.6.5.2.2. The Contractor shall provide test procedure documents for the installation test in accordance to the submittal guidelines. Installation Test Procedures Documents shall be provided for each lane type or device type and test procedures shall include the following sections: 4.6.5.2.2.1. Narrative describing the general procedures to be followed; 4.6.5.2.2.2. Definition of all minor and major deviation types; RFP 8409 Parking Technology Page 25 of 72 4.6.5.2.2.3. Checklist of all items necessary to conduct the test (e.g. unpaid tickets, exceptions, credit cards, cash, equipment keys, etc.); 4.6.5.2.2.4. Checklist for the components of each lane or device; 4.6.5.2.2.5. Signature page for all testing participants’ signatures; 4.6.5.2.2.6. Step by step instructions for testing each functionality; 4.6.5.2.2.7. Tests for all patron processing procedures; 4.6.5.2.2.8. Tests to ensure that the proper rate structures are being used; 4.6.5.2.2.9. Tests for verifying the reporting requirements; 4.6.5.2.2.10. Area within each test section to denote “pass” or “fail”; and 4.6.5.2.2.11. Section for listing and describing test deviations. 4.6.5.3. Upon completion of the entire System the “Contractor” shall perform final installation testing of the System. The “Contractor” shall adhere to testing and documentation procedures previously submitted and approved by the “City”. 4.6.5.4. Testing shall include all equipment, software and peripherals operating in both on-line and off-line modes. Testing shall include pre-counting of the area, space by space counting, monitoring and adjustment of sensors, space indicators, and LED signs, web access, smartphone application and pay stations for both management use and user use, and reporting functions. 4.6.5.5. Operational or performance discrepancies found during the testing shall be documented by the “Contractor” and remedied during the testing period. 4.6.5.6. The Installation Test shall be observed and approved by the “City”. 4.6.5.7. Upon successful completion of the Installation Testing the “Contractor” shall provide the “City” with documentation confirming successful completion of the testing. 4.6.5.8. “Contractor” shall coordinate the start time for the 20-Day Test at a date and time that is acceptable to the “City”. 4.6.6. 20-Day Test 4.6.6.1. 20 days following the completed installation of the System and completed and accepted Installation Testing the “Contractor” shall perform the 20-day test. The “Contractor” shall adhere to testing and documentation procedures previously submitted and approved by the “City”. 4.6.6.2. Testing shall include pre-counting of the area, space by space RFP 8409 Parking Technology Page 26 of 72 counting, monitoring and adjustment of sensors, space indicators, and LED signs, smartphone application, pay stations and web access for both management use and user use, and reporting functions. 4.6.6.3. Operational or performance discrepancies found during the testing shall be documented by the “Contractor” and remedied during the testing period. 4.6.6.4. Significant system or system component failures (Deviation “B”) as defined in the FAT Testing in Section shall cause a re-start of the 20- day test period. Successful completion of the 20-Day test shall be defined in the approved testing procedures but will generally consist of 20 continuous (unbroken) days of normal operation of the System with minimal disruptions of any kind (Deviation “C”), and minimal requirements for adjustments to the System. Normal operation of the System shall include all as aspects of the system software, hardware, components, reporting, web access, etc. 4.6.6.5. Upon correction of all discrepancies identified during testing and successful completion of 20-day test, the “Contractor” shall submit documentation of such corrections and successful, continuous operation to the “City” and request scheduling of the System Acceptance test. 4.6.7. Final System Acceptance Test 4.6.7.1. Upon completion and acceptance of the last 20-day test(s) the “Contractor” shall request notification from the “City” to provide the Final System Acceptance Test. 4.6.7.2. The “Contractor” shall demonstrate the proper operation of the entire System and correction of all discrepancies identified during the 20- Day Test to the satisfaction of the “City” prior to receiving notification of 4.6.7.3. System acceptance by the “City”. 4.6.7.4. Following successful completion of the Final System Acceptance Test, the “City” shall issue a formal Letter of Final System Acceptance. 4.7. MAINTENANCE DURING WARRANTY 4.7.1. The Work under this Section shall include all labor, materials, transportation and support services needed to maintain the System. 4.7.2. General Requirements 4.7.2.1. “Contractor” shall maintain the System, including all equipment, communications subsystems, host computer systems hardware (if hosted solution provided) and software in accordance with the requirements of this Section. 4.7.2.1.1.1. NOTE: Network backbone is provided per the “City” thus maintenance to this network is outside the scope of this work. 4.7.2.2. Preventive Maintenance and Remedial Maintenance in accordance with RFP 8409 Parking Technology Page 27 of 72 the approved System Maintenance Plan. 4.7.3. System Maintenance Services shall include all repairs, adjustments, and/or replacement of any or all System components as necessary to ensure continuous operation of the entire System. The System shall perform to the System design specifications as approved by the “City” during System Design. 4.7.4. “Contractor” shall not allow unskilled or untrained personnel to work on the System without supervision by factory trained maintenance personnel. “Contractor” shall permit on-site inspection of its facilities by the “City” to verify the up-to-date technical qualifications of “Contractor” personnel. 4.7.5. Warranty Periods: “Contractor” shall provide complete and comprehensive System Maintenance Services during the initial one (1) calendar year Warranty Periods following the date of completion and “City” acceptance of the installation. 4.7.6. While the System is under warranty, maintenance staff shall provide service within a two-hour window after a request for service call has been made. 4.7.7. Maintenance Support: “Contractor” shall provide complete and comprehensive System Maintenance Services following completion of the Warranty Period for the agreement term. 4.7.8. System Maintenance Plan 4.7.8.1. The “Contractor” shall prepare and submit for “City” review and approval a Maintenance Plan that addresses maintenance concepts, preventive and remedial/emergency procedures, maintenance shop procedures, staffing levels and contact information, and maintenance reporting procedures. The Maintenance Plan shall be revised to incorporate “City” comments and resubmitted for review and written “City” approval. 4.7.8.2. The Maintenance Plan shall include: 4.7.8.2.1. The Manufacturer’s recommended procedures and checks necessary for preventive maintenance of the System. This shall be specified for pre-operation, weekly, monthly, quarterly, semi- annual and “as required” checks as necessary to assure reliable System operation. Specifications, including tolerances, for all electrical, mechanical, and other applicable measurement, adjustment, or both, shall be listed. 4.7.8.2.2. The plan shall include training “City” personnel. 4.7.8.2.3. “Contractor” recommends procedures for repair and maintenance of the System and all devices during the warranty period and beyond should the “City” elect to maintain a service contract with the “Contractor”. 4.7.8.2.4. Data necessary for isolation and repair of failures or malfunctions, assuming the maintenance technicians shall provide analytical reasoning using the information provided in above subsections. Accuracies, limits, and tolerances for all electrical, physical or other applicable measurements RFP 8409 Parking Technology Page 28 of 72 shall be described. Specific, detailed instructions shall be included for disassembly, overhaul, and reassembly, including shop specifications or performance requirements and testing. 4.7.8.2.5. Detailed instructions shall include specific reference to show where failure to follow special procedures would result in damage to the System, improper operation, danger to operating or maintenance personnel, consumption of excessive man-hours, etc. Such instructions and specifications shall be included for all maintenance that may be accomplished by trained technicians and engineers in a modern electro-mechanical shop. The instructions shall describe special test setup; component fabrication; and the use of special tools, jigs, and test equipment. 4.7.8.3. The Maintenance Plan Shall Also: 4.7.8.4. Establish: 4.7.8.4.1. Who will perform maintenance; 4.7.8.4.2. What will be performed; 4.7.8.4.3. When maintenance will be performed; 4.7.8.4.4. Where maintenance will be performed; 4.7.8.5. Incorporate maintenance into sub-contractor/vendor equipment and service contracts. 4.7.8.6. Establish data collection, analysis, and corrective action system 4.7.8.7. Show that the required routine and corrective maintenance has been performed 4.7.8.8. Provide for the preparation of maintenance status and performance reports 4.7.8.9. Provide names, addresses, and contacts for potential secondary sources of supply 4.7.8.10. Establish regularly scheduled reporting procedures 4.7.8.11. Establish strict guidelines and procedures for maintaining current maintenance data current (no less than 48 hours in arrears) in the database for reporting requirements. 4.7.8.12. Provide all maintenance documentation including maintenance manuals, record documents, system schematics, and any other documentation necessary to completely understand and maintain the System. 4.7.8.13. Maintenance Plan shall incorporate maintenance staffing, management and scheduling to support the equipment, communications subsystems, servers, software, network operating systems, and associated communications subsystems of the System adhering to the maintenance periods and not exceeding the minimum downtime or response times. RFP 8409 Parking Technology Page 29 of 72 4.7.8.14. “Contractor” shall determine the level of maintainability of all components in the System in terms of Mean Time Between Failure (MTBF) and Mean Time To Repair (MTTR). 4.7.8.15. The Maintenance Plan shall be approved by the “City” prior to installation of the System and shall address the overall maintenance procedures requirements of this Specification. Any modifications to the Maintenance Plan shall be submitted for prior approval by the “City”. 4.7.9. Maintenance Requirements 4.7.9.1. “Contractor” shall provide necessary spare parts, inventory, tools, cabinets and test equipment as required for maintenance coverage. 4.7.9.2. Should a specific part or piece of the System Equipment require repair three (3) or more times within any thirty (30) calendar day period or have accumulated down time of forty-eight (48) or more hours during any thirty (30) calendar day period, that Equipment shall be replaced in its entirety with a new device. 4.7.9.3. “Contractor” shall return to “City” staff by phone or text within 60 minutes of notification. The System shall return to service within four (4) hours from time of notification. If necessary, “Contractor” shall provide functioning spare replacement units to ensure the repair time guarantee. If the System cannot be repaired within four (4) hours, “Contractor” shall notify the “City” Authorized Representative(s) and provide status and plan to resolve the issue and return to service. At the discretion of the “City”, “City” may make a determination depending on availability of other machines to defer maintenance depending on repair type. 4.7.10. Maintenance Periods and Response Times 4.7.10.1. Required Maintenance Schedule: “Contractor” shall comply with the following maintenance schedule: 4.7.10.1.1. Principal Period of Maintenance (PPM): 4.7.10.1.1.1. Monday through Friday, Twelve (12) hours per day (7:00 am to 7:00 pm 4.7.10.1.1.2. Saturday, Twelve (12) hours per day (7:00 am to 7:00 pm ) 4.7.11. Warranty 4.7.11.1. Extended Period of Maintenance (EPM) – All times not covered by the PPM. 4.7.11.2. Response Times: 4.7.11.2.1. PPM One (1) hour response time from time of initial call and/or (automated) page with a repair completion within four (4) hours of initial call. 4.7.11.2.2. EPM Two (2) hour response time from time of initial call and/or (automated) page with a repair completion within six (6) hours of initial call. RFP 8409 Parking Technology Page 30 of 72 4.7.11.3. “Contractor” shall provide a one year warranty to the “City” for all labor and materials. 4.7.11.4. The warranty period shall commence, by phase, when the “City” has approved final acceptance and the Letter of Final Acceptance has been issued by the “City” indicating that the “Contractor” has completed installation and/or system integration at each phase. 4.7.11.5. Warranty shall be “Joint and Several” in which “Contractor” and System Manufacturer will jointly and severally warrant and provide at no charge to the “City” for all material and labor needed to properly repair or replace products within duration of Warranty. In the event of either party’s non-performance, full burden and responsibility for any Warranty repair shall fall upon remaining party. 4.7.11.6. Maintain System fully operational during all Warranty periods such that defective equipment shall be serviced as follows: 4.7.11.6.1. Service personnel shall provide a return call within 30 minutes of contact from the “City” for a service call. 4.7.11.6.2. Service personnel shall respond to a service call within four (4) hours of the request for service. 4.7.11.7. Warranty shall cover all System components both manufacture and installation, excluding misuse or vandalism. RFP 8409 Parking Technology Page 31 of 72 SYSTEM SPECIFICATIONS The specifications herein apply to systems and sub-systems as applicable 1.0 SYSTEMS INTEGRATION AND DEVELOPMENT 1.1. The “City” requires that the “Contractor” shall integrate all proposed systems to minimize the number of interfaces and duplication of processes, ensure that data between systems is shared “real-time” so that the technologies offered function as a single solution. The system shall: 1.1.1. A single management system for parking occupancy/space counting, guidance, smartphone application parking availability navigation and configuration of system parameters and monitoring. 1.1.2. A single management system for parking payment, fee rules and general parking payment parameters for both pay stations and smartphone application payment. 1.2. Unless otherwise identified, the “Contractor” shall be responsible for coordination and determination of any information, meetings, scheduling, non-disclosure agreements and specifications needed for all integration. 1.3. “Contractor” shall be required to supply licensing for any integration work provided between the proposed systems and sub-systems. 1.4. “Contractor” shall be required to supply licensing for any integration work provided between the proposed systems and “City” owned systems. Any work required of “City” staff shall be outlined and agreed upon during requirements review. 1.5. At a minimum, the following standards shall apply: 1.5.1. “As Built” detailed documentation and diagrams demonstrating the final integration method will be required. 1.5.2. “Contractor” shall warrant the integration work. 1.5.3. “Contractor” shall provide pricing to support integration for troubleshooting, upgrades and any other issues that could affect the stability of the integration. 1.5.4. Smartphone application shall function as a single interface for both parking navigation or guidance and parking payment. 1.5.5. Smartphone application shall be compatible with most current version of iOS and Android platforms and be backwards compatible with previous 2 versions. Smartphone application shall be readily available in Apple Store and Google Play Store. 1.5.6. Smartphone application payment system and pay station system shall integrate with and provide real-time license plate information to existing “City” owned T2 parking enforcement system and application provide “good list” to enforcement officers for exclusion from issuance of citations. Integration shall be near real-time with a maximum refresh rate of one minute. 1.5.7. Smartphone application payment system and pay station system data shall be integrated to provide “City” staff with standard reports to review payment transaction information for operational and analytical use. 1.5.8. Smartphone application parking navigation shall integrate with data from RFP 8409 Parking Technology Page 32 of 72 parking sensors to display current availability of parking space inventory in all locations within the system to include parking structures, parking surface lots, on-street parking locations and any other zones identified as part of the project. 1.5.9. In-ground and external parking sensors in the parking count and guidance system shall be integrated with digital VMS signage to display current space availability at the entry point of structures where VMS is installed. 2.0 REPROGRAMMING TECHNOLOGY 2.1. The “City” requires systems where wholesale changes (e.g., rates/hours) can be made to permanent memory using wireless communication. Proposal responses shall address this requirement and provide a complete listing of functions that can be downloaded using wireless communication, plus a list of other functions that need to be changed in permanent memory by other means, including their respective means and associated prices. Proposal responses shall also address the speed and cycle time taken from input of new information from desktop/laptop/terminal to actual change on each parking station. The vendor shall state in their proposal whether this is real time update versus periodic downloads done at specific intervals of time within a specified period of time. 2.2. The “Contractor” shall provide a reprogramming alternative that does not require a change in the pay station operating system, thus minimizing laborious physical data exchanges. 3.0 ONLINE APPROVAL AND SETTLEMENT OF BANK CARD TRANSACTIONS 3.1. Transaction file shall be designed for “City” payment gateway. If a 3rd party system is being proposed, transaction file details and design shall be provided. 3.2. Transaction messages shall be designed to inform customer of authorization status and decision. 3.3. Proposal shall include a flow chart or discussion of transaction information flow from pay stations to “City” payment gateway shall be included. 3.4. Proposal shall include an approach to queuing transactions when wireless services/servers are unavailable. 4.0 TECHNICAL REQUIREMENTS – SERVICES SPECIFICATIONS 4.1. Proposals shall include these services specifications, in the order given: 4.1.1. Electronic data files: The proposal response shall describe the nature and content of data files transmitted to and from the pay stations, central software, enforcement software, LPR system, detectors and smartphone application. 4.1.2. Proposal shall include file type, size, function, and configuration. 4.1.3. Proposal shall discuss limitations in regards to storage and transfer of data. 4.1.4. Proposal shall include a discussion of the model for managing the transfer and storage of file data. 4.1.5. Discussion shall include impacts, status/condition, or limitations of files when there are lengthy interruptions in wireless services. RFP 8409 Parking Technology Page 33 of 72 5.0 SOFTWARE 5.1. Management software shall be provided to support system operations that provides operational control to the “City”. 5.1.1. For database/reporting, the “City” requires MS SQL Server 2012 R2, or equivalent. Database shall be installed and managed on “City” enterprise database server(s). “City” DBA and technical manager shall have “SA” role/permissions to databases. 5.1.2. All software and software licensing required by the system shall be provided by the “Contractor”. Except where otherwise commissioned, to the greatest extent possible, proven, off- the-shelf software (i.e., software already manufactured and available for delivery) shall be used. Each such software package shall be identified in the “Contractor” Proposal. 5.1.3. Unless specified elsewhere, all third party software provided by the “Contractor” shall be the latest available version at the time of system implementation. 5.1.4. The “Contractor” shall purchase software maintenance for all third party software naming the “City” as the software “City” and contact. All third party software maintenance agreements shall remain valid throughout the duration of the warranty period and shall be extended on an annual basis according to the provisions to be negotiated and described within the post-warranty Software Support, Preventative Maintenance and Emergency Support Agreement. 5.1.5. The “Contractor” shall provide perpetual licenses and/or authorization for all software used by the “City”. If available, a site license shall be provided to the “City”, meaning usage of the license shall be unrestricted, regardless of the physical locations where the software may be used. 5.1.6. The “Contractor” shall identify any and all third party software and their associated licenses in the Proposal. Licenses shall cover future updates as required by the Contract Documents for as long as the software is maintained by the third party provider. 5.1.7. The operating systems, application software, development language, peripheral software, and hardware diagnostic software shall be licensed in perpetuity to the “City”. 5.1.8. Original CD-ROMs, DVDs, and software documentation shall be delivered to the “City” prior to system acceptance testing. 5.1.9. Open Database Connectivity (ODBC) access to databases is preferred but not required. If ODBC is not provided, full disclosure and access to database, schema and/or data system for custom reporting using “City” owned 3rd party systems such as Crystal Reports, Business Intelligence platforms etc. will be required. A data dictionary and/or entity relationship diagram, detailing data types, entity relationships and other standard relational database management systems shall be provided. 5.1.10. Software shall be locally hosted on a virtual server using VMWare. Server hardware shall be provided by the “City”. Hosted solutions will be considered, RFP 8409 Parking Technology Page 34 of 72 however, data transfer to the “City” network allowing for data ingestion by “City” enterprise SQL Server database for Extract, Transform, Load (ETL) processes will be required. Proposals of hosted systems will be required to include a method of automatically scheduling data transfer from the hosted solution to “City” systems to allow for the ingestion of data in a simple CSV format or other format that can be easily ingested via SQL Server. Manual data exports shall not be considered for this requirement. 5.1.11. Any system components that require “compute capacity on-site at a location, requiring a non-VMware server/workstation shall be provided by the “City” and specified by the Contractor. 5.1.12. Software shall be American English version. 5.1.13. Software shall provide design parameters such as hours, receipt changes and messages, and then remotely send changes to systems. 5.1.14. Proposal shall include a discussion of management software function, hosting site for operations, and flexibility for “City” staff operations/control. 5.1.15. Software shall divide system into defined multiple management areas for both payment management and parking space counting system. 5.1.16. Parking payment management software shall support reporting of cash box status and revenue collection reporting, alarm status and operation status listing, file transfer information/reporting. Software shall report when and by whom the cashbox and/or revenue collection system was accessed. 5.1.17. Software that supports static reports shall have the flexibility to design reports specifically for use by the “City”. 5.1.18. The warranty begins after “City” takes possession of the equipment. 5.1.19. The warranty shall carry full coverage for machines or components for abnormal failure in service. 5.2. Parking Payment Mobile Application Requirements 5.2.1. The system shall be enforced by existing mobile LPR systems and/or optional proposed entry/exit LPR. 5.2.2. The system shall provide parking patrons a means of payment for parking at configurable intervals/rate schedules after the initial 2-hour free parking on- street. 5.2.3. The system shall provide parking patrons a means of payment for parking in parking garages and surface lots such that users can use their mobile application rather than the pay stations. 5.2.4. The system shall use the mobile wallet concept to reduce credit card transaction fees. 5.2.5. The mobile wallet minimum purchase amount shall be configurable by the “City”. 5.2.6. The system shall accept Visa, MasterCard and Discover credit card information for the mobile wallet. 5.2.7. The system shall integrate with existing systems for management of parking RFP 8409 Parking Technology Page 35 of 72 payment and citations through the same mobile application. 5.2.8. The mobile application shall access metadata via configurable QR Code scanning for QR Codes available at different parking signs throughout the downtown area, which provide information about the zone or vicinity including but not limited to: 5.2.8.1. 2-hour parking strictly enforced 5.2.8.2. Vehicles cannot park on the same blockface within 4 hours 5.2.8.3. Parking fees beyond 2-hour time limit 5.2.9. The system shall provide registration of a mobile wallet parking account with the City of Fort Collins and shall provide complete control of a vehicle registration process for parking management, including: 5.2.9.1. Maintain vehicle ownership and plate type information. 5.2.9.2. Link multiple customers/accounts to a vehicle. 5.2.9.3. Link up to five (5) vehicles to one account. 5.2.9.4. Assign a unique registration number. 5.2.10. The software shall provide an interface with the following types of activity associated with a vehicle: 5.2.10.1. Notes 5.2.10.2. Citations (through integration with existing system) 5.2.10.3. Customers 5.2.10.4. Permits and other credentials 5.2.10.5. Parking transaction activity 5.2.11. The software shall provide a detailed audit trail of activity related to the vehicle. 5.2.12. The software shall provide a detailed audit trail of parking activity related to the vehicle. 5.2.13. The system shall assign VIP status to a vehicle. 5.2.14. The system shall enable attachment of scanned documentation, digital images, and other electronic items to the record. 5.2.15. The system shall display a visual indicator on records with attachments. 5.2.16. The system shall enable insertion of an unlimited number of user-defined fields. Field definitions include data type (date, flag, character, etc.), field title, length of field, etc. 5.2.17. The system shall meet the following user access requirements: 5.2.17.1. The software system shall offer web services functions to allow external programs access to system features. Web services implementation shall be non-proprietary. 5.2.17.2. The system shall create a web-based interface allowing secure online transactions. 5.2.17.3. Web services shall operate over a secure network connection, RFP 8409 Parking Technology Page 36 of 72 including SSL. 5.2.17.4. Each web service shall support user authentication. 5.2.17.5. Web services shall provide a group of procedures and views that can be called from an outside system that is logged into a parking database. 5.2.17.6. Web services shall offer real-time interaction with the parking database. 5.2.17.7. Web services shall adhere to the business rules of the system so as not to compromise existing data or allow insertion of bad data. 5.2.17.8. Web services shall fully address permit sales. This includes inserting/updating customer information and inserting/updating vehicle information. 5.2.17.9. Web services shall allow a user to find personal account summary information including all invoices, vehicles, and contact information. 5.2.17.10. Web services shall allow a user to edit current biographical information. 5.2.17.11. All activities performed by a web service shall be logged in the system activity and/or financial log of the system. 5.2.17.12. Web services shall include support for insert/update activities to user- defined custom data fields in the system. 5.2.18. Web Solutions 5.2.18.1. The vendor shall offer Web development solutions for an e-commerce and customer inquiry website. 5.2.18.2. The vendor shall offer packaged solutions and custom development options. 5.2.18.3. The Contractor shall develop a scope document outlining the work to be performed and offer a firm price. 5.2.18.4. The e-commerce solution shall include a PA-DSS validated credit card solution. 5.2.18.5. The e-commerce Web site shall be easily maintained using a 'dashboard'-like administrative console. 5.2.18.6. The e-commerce solution shall not utilize cookies to store any information other than user and session information via application web servers. 5.2.18.7. The e-commerce solution shall support expiration of cookies at end of session by logging off the application and closing the browser. 5.2.18.8. The e-commerce Web site shall integrate with the parking system database. 5.2.18.9. The following e-commerce solutions shall be provided: 5.2.18.9.1. Customer Account Inquiry 5.2.18.9.2. Parking payment for transient hourly use after initial 2 RFP 8409 Parking Technology Page 37 of 72 hours on-street parking 5.2.18.9.3. Parking payment for transient hourly use in parking garages and parking lots. 5.2.18.9.4. Parking payment for daily, weekly, and monthly use permits 5.2.19. Parking Permit and Credentials 5.2.19.1. The system shall set up, issue, track and manage permits based on vehicle license plate number. 5.2.19.2. Permits shall be assigned a configurable geographic location (certain on-street blocks, parking garage(s), surface lot(s)). 5.2.19.3. Permits shall be assigned a configurable time period for annual, monthly, weekly, and daily permits. 5.2.19.4. Permits may be created for special events with configurable pricing. 5.2.19.5. The software shall allow users to manage the relationships between a customer, a vehicle (or property), and the permit after a relationship has been created, including deleting the relationship when appropriate. 5.2.19.6. The system shall allow users to configure specific permit ranges to be eligible for parking in specific parking facilities for specific days of the week and times of the day. 5.2.19.7. The software shall allow users to create and modify permit ranges, including the following characteristics, from the system user interface and from import of configuration details: 5.2.19.7.1. Identify which groups of customers are eligible to purchase and what their fees will be (based on customer group). 5.2.19.7.2. Specify which general ledger account number is to be used for each customer group's permit purchases. 5.2.19.7.3. Configure the effect of the permit purchase on any permit number limits established per customer group. 5.2.19.7.4. Identify in which parking facilities the permits will be eligible to park. 5.2.19.7.5. Configure per-day use limits. 5.2.19.7.6. Set up fee schedules and renewal fees. 5.2.19.7.7. Restrict the number of permits a customer can purchase. 5.2.19.7.8. Ability to prorate permit sales/returns and automatically calculate value based on user-defined rules (e.g. weekly, monthly, daily, etc.). 5.2.19.7.9. Provide a brief color-coded summary and direct access to all information and invoices, including event value, associated with a permit on a single screen. 5.2.19.8. This module shall allow a user to view all activity associated with a permit from a single screen, including: RFP 8409 Parking Technology Page 38 of 72 5.2.19.8.1. Customers and end date of customer/permit relationship 5.2.19.8.2. Vehicles 5.2.19.8.3. Valid locations for parking 5.2.19.8.4. Related financial transactions 5.2.19.8.5. Citation notifications 5.2.19.8.6. Notes 5.2.19.8.7. Parking transaction activity 5.2.19.8.8. Direct access to financial information related to the permit. This includes payments, adjustments, additional fees, refunds, etc. 5.2.19.9. Detailed audit trail for activity related to the permit record 5.2.19.10. The application shall display all locations where an individual permit is valid for parking. This information shall be provided to the citation system through integration. 5.2.19.11. Parking permits shall be purchased online through the mobile application only. 5.2.19.12. The system shall allow users to configure specific permit ranges to be eligible for parking in specific parking facilities for specific events. 5.2.19.13. The system shall allow users to reserve permit ranges for use for specific events or over a specific time period. The system shall provide the option of collecting parker names for the reserved permits. 5.2.19.14. The system shall: 5.2.19.14.1. Reserve permits for future sale. 5.2.19.14.2. Associate multiple customers to a permit. 5.2.19.14.3. Make monetary adjustments. 5.2.19.14.4. Display permit account balance. 5.2.19.14.5. Manage population of permits for inventory management. 5.2.19.14.6. Attach digital pictures or documents to the permit record. 5.2.19.14.7. Display a visual indicator on records with attachments. 5.2.19.15. Administrative users shall configure the system to require the completion of custom fields from the permit record as part of the permit sale process. 5.2.19.16. Administrative users of the application shall define which facilities/lots are available for a selected permit group. 5.2.19.17. Administrative users shall configure the application to allow a permit’s selected valid facilities/lots (in which the permit is eligible to park) to be changed after the permit has been sold. 5.2.19.18. Administrative users shall configure bundles of facilities to accommodate parkers who need permit access to a unique set of facilities not configured on a permit number range. RFP 8409 Parking Technology Page 39 of 72 5.2.19.19. Administrative users shall configure groups of facilities into 'tiers', designating how many facilities from each tier permits in a given permit group can access. 5.2.19.20. Administrative users shall change valid facilities (lots in which the permit is eligible to park) in bulk for all permits in a permit group. 5.2.19.21. Administrative users shall configure the system to require permits to be linked to a property and/or a vehicle during permit sale. 5.2.19.21.1. The parking system shall support user definable restrictions on permits assigned to properties. 5.2.19.21.2. Users shall search for all permits that are associated with a particular property, address, or license plate. 5.2.19.21.3. The parking system shall support a process in which permits can be automatically renewed or extended on a regular interval. The renewal process shall include importing of payments against the renewed permit. It shall also track the payment history for a renewed permit over the entire life of the permit, including all of the renewal payments. The system shall support the use of grace periods for automatically renewed permits, allowing the user of the system to configure the grace period and thus control the number of days granted to customers before their permit is deactivated. 5.2.19.21.4. The system shall support automatic credit card billing for permit auto-extensions and renewals. 5.2.19.21.5. The parking system shall support a process of automatically replacing permits on a regular interval. 5.3. Exceptions for vandalism and normal wear of any moving parts. 5.4. Proposal shall explain return/exchange cost and procedures. 5.5. The proposal shall describe warranty offers, benefits, and conditions. 6.0 CENTRAL SERVER SYSTEM 6.1. The “Contractor” shall provide a list of all computer/server components, virtual hardware specifications, and technical data to the “City” for system operation. The “City” will obtain the central server systems including all computers, servers, ports, printers, monitors, keys, racks, conduit, cable, enclosures, routers, firewalls, network security and all other necessary peripheral equipment for a complete, functional and operational central server system. Virtual servers (VMWare) shall be used. 6.2. The server systems shall be comprised of standard, readily available, Commercial- Off-The-Shelf (COTS) hardware and software products. The “City” currently supports Windows Server 2012 R2 and Red Hat Enterprise Linux 7 server operating systems. 6.3. The server systems shall control and monitor all (field and central) system functionality including central management, access control, reporting, communications subsystem oversight, self-diagnostics, network function, space RFP 8409 Parking Technology Page 40 of 72 count function, record production and retention, archiving, and back-ups. Archive and program data may also be “cloud” based. 6.4. The central server systems shall be located at a separate “City” datacenter located on “City” property and shall be accessed from any networked or “City” WAN station within the “City” network. 6.5. The server systems shall be fault tolerant. 6.6. All server systems required components shall be submitted for “City” approval during the System Design phase. 6.7. The server systems shall provide remote operation with full functionality, at a location to be determined by the “City”. 6.8. In the event of total network, communications, and/or server systems failure or malfunction, the entire server systems shall be restored and fully operational in no less than forty-eight (48) hours. 7.0 SECURITY 7.1. System shall adhere to “City” security and password protocols and policies. 7.2. “City” may provide “Contractor” with access to the “City” network via online collaboration software such as WebEx, or, at the request of the “Contractor”, temporary network and VPN accounts may be provided to the “Contractor”. Strict policies shall be adhered to for any “Contractor” access to the “City” network. This includes a prohibition on sharing VPN account information. All “Contractor” and sub- contractor staff shall maintain and protect their own VPN credentials. VPN sharing shall result in immediate termination of network access as required by network systems policies. 8.0 BUSINESS CONTINUITY 8.1. In the event of communications loss between the central server system and the field equipment, the field equipment shall continue to operate normally without interruption (stand-alone) until such time communications is restored. Once communications has been restored, all necessary data shall be automatically uploaded and/or downloaded. 9.0 SOFTWARE MANAGEMENT SYSTEM(S) 9.1. Contractor shall provide a single proposal that supply one integrated management system for all proposed systems. Proposers shall indicate where system monitoring and work will take place for the various functions of the system. Proposers are encouraged to minimize the “touchpoints” that are required of “City” staff. 9.2. Provides the full logic and processing procedures to manage, monitor and control the functionality of the system, including monitoring and management of all space sensors, space indicators, signage, controllers, data distribution devices, smartphone application, payment management system and VMS. 9.3. Automatically and continuously monitors the proper functioning of all field devices and provides status indicators and failure alarms to the monitoring station (“City” workstation or remote workstation). 9.4. Assigns each space a unique ID number that allows unconstrained groupings of space numbers and redefinition of parking areas (nested areas) for purposes of control, data RFP 8409 Parking Technology Page 41 of 72 collection and report compilation. 9.5. Provides a logical control system to track the number of available spaces within each level, zone, nested area, surface lot, on-street and drive aisle parking location on a real time basis. 9.6. Receives and compiles information about the status of all spaces individually and within defined areas. 9.7. Provides automatic and remote control of all field devices (sensors, space indicators, VMS, pay stations etc.). 9.8. Provides the “City” with visual displays of the status of all controlled spaces and zones. 9.9. The “City” shall make adjustments in the operating conditions of the field devices, such as the intensity (brightness) and color adjustment to the parking space status lights. 9.10. Provides override options for the “City” to make manual changes to area counts, space status (empty/occupied), VMS displays, LPR records, pay machine status, smartphone application status and other controls or displays. 9.11. The “City” shall make adjustments (as individually assigned permissions authorize) to the System database. 9.12. Provides compilation, display and print System information and reports, both manually and on automatically on any schedule determined by the “City”. 9.12.1. Pre-programmed reports shall be available for both defined areas and individual spaces based on timeframes selectable by the “City”. 9.12.2. “City” definable periods shall be by entry of the beginning date/hour/minute (d/h/m) and ending d/h/m for the selected period. 9.12.3. A minimum of 24 months of “live” data shall be directly accessible for manual report generation by the “City” without requiring extraction of archived data. 9.12.4. Pre-formatted occupancy reports shall include the following for both individual spaces and defined groups of spaces (areas) at a minimum: 9.12.4.1. Amount of occupied time in real time (day, hour, minute). 9.12.4.2. Amount of unoccupied time in real time. 9.12.4.3. Average vehicle duration of stay in real time. 9.12.4.4. Number of vehicles occupying the space in real time. 9.12.4.5. Peak occupancy by space in real time. 9.12.5. Pre-formatted payment transaction reports shall include the following for both pay stations and smartphone application payment: 9.12.5.1. Number of transactions by: 9.12.5.1.1. Time of day. 9.12.5.1.2. Day of week. 9.12.5.1.3. Location/zone/asset type (structure/on-street/lot etc.). 9.12.5.2. Sum and average revenue collected by: 9.12.5.2.1. Payment type. RFP 8409 Parking Technology Page 42 of 72 9.12.5.2.2. Payment mode (pay station/smartphone application). 9.12.5.2.3. Time of day. 9.12.5.2.4. Day of week. 9.12.5.2.5. Month. 9.12.5.2.6. Year. 9.12.5.2.7. Location/zone/asset type (structure/on-street/lot etc.). 9.12.5.2.8. Account. 9.12.5.2.9. Fee rate. 9.12.5.3. Sum and average purchased time trends by space, zone/location. 9.12.5.4. Number distinct users by: 9.12.5.4.1. By time of day. 9.12.5.4.2. Day of week. 9.12.5.4.3. Location/zone/asset type (structure/on-street/lot etc.). 9.13. Provides web based login and control of System for the “City” and off- site technicians as authorized. 9.14. Report for access to pay stations and software administration system for: 9.14.1. Date/time of change 9.14.2. Remote access address making the change 9.14.3. Authorization PIN code to make change which varies based on permission sets 9.14.4. Record of change made 9.14.5. Record of data modified or changed, to include record prior to modification 9.14.6. File identities and record count 9.15. Provides smartphone application and web based login for the general public for information related to space availability and payment. The web-based login shall be a public web page and shall be linked to fcgov.com. 10.0 SYSTEM ACCURACY 10.1. Submit accuracy rates for the various system components, space sensors, space cameras, space indicators, VMS, pay stations, smartphone application functions and the System as a whole. At a minimum, provide: 10.1.1. Accuracy of vehicle presence sensors - the percentage of spaces correctly identified by the System as occupied or available. 10.1.2. Accuracy of payment acceptance hardware and software – 3rd party independent confirmations through audit processes that the systems provided accurately accept and record payments via cash, coin and/or credit card. 11.0 USER INTERFACE 11.1. System Management and Operational access shall be provided remotely via the internet using any standard web browser subject to password access control. Desktop based client applications, while undesirable, will be considered. RFP 8409 Parking Technology Page 43 of 72 11.1.1. System shall integrate with “City” active directory server. 11.2. The System shall support mobile payments using “Contractor” provided smartphone application, via the internet and mobile devices. 11.3. The System shall support remote access by the general public to space availability information by space using “Contractor” provided smartphone application, via the internet and mobile devices. 11.4. The System shall provide real time data related to space availability for third party broadcast to the general public. 12.0 OFF-LINE OPERATION AND SEVERABILITY 12.1. Off-Line Operation: In the event of a loss of communication between the field devices and the central computer, the systems shall continue to provide the following functionality at a minimum. 12.1.1. The Systems shall provide an event notification and alarm to the System monitoring screen to advise the “City” that a loss of communication has occurred and, in the case of a partial loss of communication, the devices affected. 12.1.2. Individual space monitors shall continue to detect the presence or absence of a vehicle and display the appropriate LED color to indicate the status of the space. 12.1.3. Individual zone sensors shall continue to monitor vehicle passage and maintain that data in temporary storage for the duration of any off-line operation. 12.1.4. Area controllers shall maintain the integrity of counts within zones or sub-zones if those zones or sub-zones are off-line to the central computer. 12.1.5. Systems shall feature a complete a payment transaction using a store-and- forward or similar method during a communication loss. 12.2. Upon restoration of communication, the central computer and operating software shall automatically initiate polling of all devices to update zone counts, space availability, parking fees and re-establish the ability to make payment transactions. 12.2.1. The polling shall include retrieval of all transaction/event data that would normally have been collected when the system is operating in normal on-line mode. 12.2.2. The update shall include protocols to prevent duplicate counts of entry/exit transaction data. 12.2.3. Upon completion of the polling and update process, all signs shall be updated to reflect occupancy in all defined areas based on the occupied space information retrieved from the individual space monitors. 12.2.4. The system shall provide an event notification and alarm to the System monitoring screen to advise the “City” when the update is complete. The notification shall include an indication that all data was successfully retrieved during the polling process or that there is an indication of data loss. 12.3. SEVERABILITY 12.3.1. Loss of communication between the central computer and any field device or RFP 8409 Parking Technology Page 44 of 72 between a field data compiler/controller and one or more of its controlled field devices shall not affect the operation of the remaining field devices that remain on-line. 12.3.2. Modular component design shall allow System components to be off-line during failure, repair, or replacement without affecting the ongoing operation of the System and related operations. 12.4. INTERMEDIATE COMMUNICATION MODULES 12.4.1. Provide detailed description of any middleware and/or hardware required between in-field systems and back-office servers. 12.5. SPACE SENSORS 12.5.1. Provide external, individual space monitoring and counting at parking structures identified within the scope of work during phases I and IV of the project using ultrasonic sensors. 12.5.2. Provide in-ground, individual space monitoring and counting at parking structure rooves, on-street and at surface parking lots identified within the scope of work during phases I, II, III and IV of the project using magnetic vehicle sensors. The “City” would prefer non-intrusive detection for the roof of parking garage structures such as video analytics or microwave detection. The use of an intrusive detection system is subject to approval by the “City” engineer. 12.5.3. Individual metered parking spaces shall be monitored with sensor technology to support parking enforcement. 12.5.4. As an alternate, the “Contractor” shall submit innovative, highly accurate, effective and proven technology to accomplish space by space monitoring and for metered space monitoring for enforcement. 12.5.5. Sensor detection shall not be affected by: 12.5.5.1. Vehicles parked in adjacent spaces. 12.5.5.2. Detection signals of adjacent sensors. 12.5.5.3. Changes in ambient lighting conditions including direct sunlight as well as complete darkness. 12.5.5.4. Vehicle color. 12.5.5.5. Snow, ice, rain, or weather conditions of any kind. 12.6. SPACE INDICATOR LIGHTS 12.6.1. Parking space LED status light indicators to indicate occupied or available parking spaces. 12.6.1.1. Indicator lights shall be LED with a built in capability to provide for an indefinite variation of colors across the full color spectrum. 12.6.1.2. Changing the colors and lighting level intensity shall be accomplished remotely without the need to change out the LED light source within the sensor. 12.6.1.3. Green shall denote an available space. Red shall denote an occupied RFP 8409 Parking Technology Page 45 of 72 space. Blue shall denote an unoccupied ADA space. Amber or selected color by the “City” shall denote reserved or permit parking space. 12.6.1.4. Provide one status light indicator above each parking space in covered levels of parking structures. 12.6.1.5. The status indicators shall be visible down the drive aisle serving the spaces and be located at the rear of the space. 12.6.1.6. Light indicators installed shall not impact accessible headroom clearance of 8’-2”. 12.6.1.7. Light indicators shall be installed having a uniformed and consistent headroom clearance for each parking space. 12.6.1.8. Each sensor’s indicator status shall also be displayed on the management system and update via the network in real-time. 12.6.1.9. Occupancy indicator display shall continue to operate when the sensor goes into an offline condition. 12.7. CALIBRATION 12.7.1. Automatically initiate self-calibration upon power up or reboot. 12.7.2. Manually initiated self-calibration via push button on the sensor. 12.7.3. Manually initiated self-calibration via remote connection from a workstation. Workstation shall initiate an individual sensor, selected group of sensors, or all networked sensors to recalibrate by the click of an icon for the System. 12.8. PASS COUNTERS FOR PARKING STRUCTURES AND LOTS 12.8.1. Within parking structures and lots, provide a directional pass counting function (sensors, cameras, or other effective and proven technology) at garage entries, between all zones, and at entrances and exits for level counting. 12.8.2. Technology shall operate at a high level of accuracy without the use of concrete islands or other physical restrictive devices to control the positioning of traffic. 12.8.3. Loop detector technology shall not be installed in parking structures. 12.9. UPDATE OF ZONE/LEVEL COUNTS FOR PARKING STRUCTURES AND LOTS 12.9.1. The System shall provide and use vehicle sensors or other technology to update counts for vehicles in transit through the parking areas within parking structures and lots in real time. 12.9.2. Sensors at the entry/exit points to each zone shall detect the passage of vehicles in/out of that zone and communicate that information to a zone controller which shall cause signs displaying space availability to reflect the availability of spaces within each zone. 12.9.3. At locations where the vehicle is passing from one zone to another, the displayed counts of spaces available in both affected zones will be updated in real time. 12.9.4. Sensors are not required for the parking aisles. RFP 8409 Parking Technology Page 46 of 72 12.10. CONTROL OF METERED PARKING AREA 12.10.1. The System shall provide control over spaces located in the metered parking area to support enforcement of time limits for that area. 12.10.2. The System shall track and document the length of stay for vehicles continuously occupying spaces within the metered parking area. 12.10.3. The System shall establish and adjust time limits as needed, definable in minute increments. 12.10.4. The System shall document the new arrival of vehicles in spaces within the metered parking area. The record shall include the date/time stamp of the arrival. 12.10.5. Upon detecting that a vehicle has overstayed the prescribed time limit: 12.10.5.1. The System shall provide an alert to the “City” through integration with the T2 enforcement application that a vehicle has exceeded the established time limit. 12.10.5.2. The System shall obtain and store a record of the parked vehicle each time it is detected via mobile LPR, including the real time/date stamp. 12.10.5.3. Event records, are to include the date/time data and shall be linked in the System so that retrieval of one event record also returns the other associated event records. If the option of gateless entry/exit LPR is proposed, the entry and exit LPR camera will enable the system to store a record of the vehicle at the time it enters the parking garage, including the real time/date stamp for entry and exit. If the vehicle parks in excess of the time paid for, a citation would be issued. 12.10.6. The System shall provide a report of vehicles in the metered parking area that have overstayed the specified time limit or have violated parking privileges as paid. 12.10.6.1. The report shall include the date/time stamped record, printed date/time of arrival (hour and minute), date/time when the stay exceeded the time limit, license plate number, and the record of departure from the space if the vehicle has departed. 12.10.6.2. The report shall allow the “City” to submit queries based on the license plate number that will return the most recent event capture for that space within a timeframe specified by the “City”. Entry of an end point for the timeframe, but no beginning point shall return the most recent event capture prior to the specified end point. 12.11. DYNAMIC MESSAGE SIGNAGE (VMS) 12.11.1. DMS shall be LED type. The sign types include: 12.11.1.1. Garage entry level-by-level signs – dynamic signs located at each entry plaza displaying the number of available spaces per level of the parking garage. For surface lots, these signs would only have one dynamic element, which displayed the number of available RFP 8409 Parking Technology Page 47 of 72 parking spaces for the entire facility. 12.11.1.1.1. Contractor shall be responsible for reviewing proposed facilities and proposing the appropriate sign quantities per phase. 12.11.1.1.2. Proper sign matrix size shall be proposed by the Contractor to fit within the geometric circumstances of each installation location in accordance with City ordinances and static sign guidelines. Minimum character height shall be 5” and shall display either, “OPEN”, “FULL”, “CLSd”, or the number of available spaces from “0” to “9999”. 12.11.1.1.3. The Contractor shall be responsible for the design and coordination of manufacturing of all level-by-level signs. The Contractor shall submit the level-by-level sign design and specifications to the “City” for approval prior to manufacturing. Each location shall be submitted separately as the number of necessary dynamic panels will vary from location to location. 12.11.1.2. Parking Garage Ceiling Mounted Directional Signs – dynamic signs at key decision points within parking garages to inform parking patrons of space availability on adjacent parking levels. 12.11.1.2.1. Contractor shall be responsible for reviewing proposed facilities and proposing the appropriate sign quantities per phase. 12.11.1.2.2. Proper sign matrix size shall be proposed by the Contractor to fit within the geometric circumstances of each installation location in accordance with City ordinances and static sign guidelines. Minimum character height shall be 5” and shall display either, “OPEN”, “FULL”, “CLSd”, or the number of available spaces from “0” to “9999”. 12.11.1.2.3. The Contractor shall be responsible for the design and coordination of manufacturing of all ceiling mounted dynamic signs. The Contractor shall submit the level- by-level sign design and specifications to the “City” for approval prior to manufacturing. Each location shall be submitted separately as the number of necessary dynamic panels will vary from location to location. 12.11.2. DMS signage shall be controlled remotely through the System and shall provide control and adjustment of sign message, lighting levels, and color. 12.11.3. DMS signage shall complement the parking garage aesthetically and is subject to “City” sign ordinances. 12.11.4. DMS signage will maintain a lifetime brightness of 100,000+ hours 12.11.5. DMS signage native software and parking management system software to be integrated by the “Contractor” 12.11.5.1. DMS Signage will display real-time parking counts RFP 8409 Parking Technology Page 48 of 72 12.11.5.2. Integration will provide graphical user interface for staff to monitor signage read-out remotely and push ad-hoc messages to the signs including “OPEN”, “FULL”, “CLSd”, and blank out.. 12.11.5.3. DMS software shall provide character handling methods to avoid truncated or stray characters. 12.11.6. DMS signage structure will be single-sided, UL listed, NEMA 4 or 4X cabinet 12.11.7. DMS signage will be mounted to exterior or parking garage by “Contractor”. All mounting materials, access, electrical work and labor to be provided by the “Contractor”. 13.0 POWER SUPPLY 13.1. Uninterruptible Power Supply (UPS). 13.2. Provide UPS system(s) for the pay stations and LPR sufficient to maintain normal operation for a minimum of 30 minutes. 13.3. The Manufacturer shall have been in the UPS business for at least 5 years. 13.4. The UPS shall consist of a power module, storage battery and a battery disconnect switch. 13.5. The UPS shall be sized to accommodate System requirements. 13.6. The UPS shall have a lockable weather resistant UL designation suitable for outdoor mounting. 13.7. The storage battery shall be a ten-year, low-maintenance type, sealed lead calcium type cells with an internal battery run time of 60 minutes. 13.8. The UPS shall be IP/Ethernet capable and be monitored by “City” network monitoring platform. 14.0 SPARE PARTS AND EQUIPMENT REQUIREMENTS 14.1. This Work shall consist of furnishing spare parts and equipment to be used to maintain and repair the equipment of the System throughout the Warranty Periods. The “Contractor” shall guarantee that all specified spare parts shall be available throughout the Warranty Periods. The “Contractor” shall include a statement regarding this requirement in all sub-contracts. Spare parts will not be used for System expansion. 14.2. At the completion of the Warranty Periods, the “Contractor” shall replenish the spare parts inventory to the quantities provided by the “Contractor” at the start of the Warranty Periods. “Contractor” shall turn complete spare parts inventory over to the “City” for its use in supporting/maintaining the System. 14.3. Recommended Spare Parts: “Contractor” shall prepare and submit a list of recommended spares, cost of each, the quantity of each spare that will be kept in stock, and the lead time to purchase and receive at the “Contractor” local office. This recommended spares list shall be submitted for the “City” review and approval. For each spare recommended, the “Contractor” shall provide the rationale for the recommended number of spares being proposed. 14.4. Quality of Spare Parts: The spare parts shall be equal to or better than the originally installed materials. If new materials are necessary, new specifications shall be provided RFP 8409 Parking Technology Page 49 of 72 for prior approval by the “City”. 14.5. Quantity of Spare Parts: A minimum inventory of spare equipment shall be maintained at the “Contractor” local office, sufficient to maintain the System on a twenty-four (24) hour basis and to repair or replace all components of the System without excessive delay. The spare equipment inventory and usage records will be made available to the “City” to verify that spare equipment levels are being maintained. 15.0 TECHNICAL MANUALS 15.1. Proposals shall provide operation manuals, including management software products. All manuals shall be written in American English. 16.0 TECHNICAL SUPPORT 16.1. The proposal shall provide for the following: 16.1.1. Personnel availability times from 7:00 am to 7:00 pm (Mountain Standard Time), Monday through Saturday. 16.1.2. Description of personnel, assignments, and level of expertise available. 16.1.3. Description of staff chain of command communication structure to cover absences due to vacation, sick, leave, business travel, etc. 16.1.4. Description of remote location to back-up the system and provide off-site operations. 17.0 PERFORMANCE STANDARDS 17.1. The “City” expects reasonable performance standards to apply to various elements of pay station operation at an individual machine level, parking space sensors and guidance system, and digital signage and management systems. The “City” will negotiate performance standards with the successful respondent for inclusion in contract prior to contract award. The proposal response shall include suggested performance elements and experienced performance standards for major pay station, digital signage and parking space guidance system components and management software. Performance standards would be based on percentage of failure over a specific period of time. Specific performance evaluation standards will be negotiated with the selected vendor and added to the contract. 17.2. The following is a suggestion of some performance elements the “City” might reasonably expect. Availability/Access to data 7:00 AM to 7:00 PM (Mountain Standard Time), Monday through Saturday. 17.2.1. Availability of on-site and telephone-based technical support. 17.2.2. Reporting – pay station to server communication. 17.2.3. Alarms – Available 24 hours, 7 days a week. 17.2.4. Statistical data. 17.2.5. Credit card transaction file data integrity. 17.2.6. Synchronization of all operational units in the field on time displayed. 17.2.7. Data accuracy. RFP 8409 Parking Technology Page 50 of 72 18.0 DATA MANAGEMENT 18.1. All data (operational & financial) shall communicate with remote backend software and shall be viewable 24 hours, 7 days a week. 18.2. If a customer pays with a credit card, the data management software shall allow “City” staff to look up transaction history by credit card or account number and see what time, location and pay station and/or smartphone application transaction that was authorized, rejected, or never attempted. 18.3. Critical operational failure data or alarms shall be transmitted to email, pager and/or cellular communication immediately upon failure occurring. 18.4. Any systems using wireless communications shall provide wireless two-way communication to a remote communication center to transmit financial data, activity reports, and operational status of unit. 18.5. “Contractor” shall explain in detail how their wireless two-way communication system works. 18.6. All desktop software shall be Windows 7 compatible. All databases shall be Windows 7 compliant. The software shall compile reports for revenue, maintenance, and parking space usage. 18.7. The system shall be able to create ad hoc reports about the parking operation on a daily basis. Parking management software shall, at a minimum, have the ability to generate the following reports: 18.7.1. Revenue by location, license plate, pay station, smartphone application account, 18.7.2. Revenue by collection area, zone, structure, lot or maintenance route, 18.7.3. Maintenance activity by location, license plate or pay station, 18.7.4. Operational status by pay station, 18.7.5. Daily collection report with location number, 18.7.6. Date and time stamps for all operational events (failures, resets, low battery, coin jams, collections, modular component replaced, etc.), and 18.7.7. Date, time and type and amount of each transaction. 18.7.8. Software shall display real time mapping of unit status and location. Status should include at a minimum any warnings or alarms, time remaining and expired vehicles. 19.0 TRAINING 19.1. “Contractor” shall provide training on an individual basis or in a group setting as approved by “City” for the operation and maintenance of the pay stations, space sensors, space guidance system, digital signage and any other system or component provided. “Contractor” shall provide a training program for technicians and staff responsible for: 19.1.1. Installation, start up, and maintenance/repair of all provided systems. 19.1.2. Coin collection. RFP 8409 Parking Technology Page 51 of 72 19.1.3. Programming rates, valid parking times, etc.; through the management software. 19.1.4. Monitoring the equipment, generating reports and internal auditing. 19.1.5. Date file collection, credit card file downloading and processing, set up and maintenance of user account passwords, etc. 19.1.6. “Contractor” shall provide a thorough outline of the training content and provide training schedule for both software and hardware. The schedule shall include periodic refresher training (continual education), included but not limited to, emphasis on particular areas of “City” choice and upgrades of software and/or hardware. 19.1.7. The successful “Contractor” shall provide a minimum of forty (40) hours of training at a designated “City” facility for designated “City” employees. The “Contractor” shall provide additional training as requested at prevailing rates throughout the length of the Contract. 19.1.8. “Contractor” shall provide electronic copies as well as ten (10) copies of the operating manual in English for installation, maintenance, and use (complete with wiring diagrams and specifications) are to be provided at the time the units are delivered. 20.0 INVENTORY OF PARTS 20.1.1. “Contractor” shall provide detailed list of inventory supplies with expected life expectancy of each part in their bid. “Contractor” shall provide a price list of all parts should there be a need to order additional items. This price list shall be included in the proposal with the costing as a separate attachment. Parts shall be described as either being proprietary or non-proprietary. 20.1.2. “Contractor” shall be able to provide the “City” with supplies, including full unit replacement if needed, parts within twenty-four (24) hours and unit replacements within seventy-two (72) hours from original request. 21.0 DELIVERABLES AND SCHEDULE 21.1. Deliverables shall be considered the product themselves, plus those work products which are to be delivered such as data, reports, findings, schematics, custom development, configuration, integration to existing and between proposed systems, training, and meeting presentations. Deliverables and schedule for this project shall include all products identified in the scope of work and detailed specification as well as all professional services requested. A detailed project plan and schedule will be drafted by the awarded “Contractor” and reviewed with “City” staff. 21.2. PRODUCTS: Products shall be delivered in accordance with the commensurate phases, project and payment milestones as outlined in the project plan and schedule. 21.3. SERVICES: All related services, including but not limited to monthly revenue and transaction data and reports sent no later than the 5th day of the following month, and other work products on a timely basis and to agree upon performance standards. Within the first forty-five (45) days, routine reporting shall be developed to “City” specifications. 21.4. All deliverables and resulting work products from this contract, including data, RFP 8409 Parking Technology Page 52 of 72 hardware and software will become the property of the City of Fort Collins. 22.0 INNOVATION 22.1. The “City” values product innovation aimed at operational flexibility and developing future product and service offerings to meet technological change. The “City” encourages this proposal to include a discussion of proposed innovative concepts. 23.0 PERIOD OF PERFORMANCE 23.1. The contract shall be for a period of three (3) years with the option for two (2) additional one (1) year renewals. 24.0 CUSTOMER SUPPORT/SERVICE 24.1. “Contractor” shall provide a point of contact that is able to be reached Monday through Friday during normal operating hours (7:00 am to 7:00 pm, Mountain Standard Time). 24.2. “Contractor” shall also provide a point of contact for after hour requests. (7:00pm-7:00am, Mountain Standard Time). 24.3. “Contractor” shall return phone calls the same day (within four (4) hours). 24.4. “Contractor” shall provide detailed scheduled maintenance guidelines and instructions to ensure that “City” is maintaining the equipment as required to ensure optimal performance. “Contractor” shall be willing to train city maintenance technician(s) that will be responsible for maintaining the pay stations, parking space sensors, guidance system, VMS and any software systems. The training shall encompass all operational aspects of the included systems. 24.5. The “Contractor” guarantees, for a period of one (1) year from the date of installation to repair and/or replace any part or modular component determined to be defective in material or workmanship under normal use and service at no additional cost to the “City”. The “Contractor” shall also provide the “City” with any new software releases for a period of one (1) year at no charge. 25.0 PROGRAMMING 25.1. Hardware provided that uses software and/or firmware is to be fully programmable. Field programming is to be accomplished by “City” staff, using any of the following for all parameter changes: 25.1.1. Erasable Programmable Read Only Memory (EPROM) replacement. 25.1.2. Wireless two-way transmission. 25.1.3. Laptop using a standard serial port and Microsoft Windows interface. 25.1.4. All remote programming shall be allowed using standard communication protocol. 26.0 INSTALLATION & TIMEFRAME 26.1. “Contractor” to install systems within scheduled timeline. 26.2. “Contractor” to assist with identifying locations for pay station signage, VMS placement, conduit runs, inground and external space sensor locations and parking RFP 8409 Parking Technology Page 53 of 72 guidance indicators. All costs associated with space markings will be paid by “City” and are not included as part of this RFP. 27.0 QUANTITIES 27.1. Quantities listed are estimates of anticipated usage for the initial term of the contract. The “City” retains the option to increase or decrease quantities based on actual installation and recommendations from “Contractors”. The “City” does not guarantee the purchase of any specific minimum quantities during the term of this agreement. DETAILED SPECIFICATIONS – PAY STATIONS The “City” has determined minimum system specifications and requirements as outlined below. Failure to comply with these specifications may be cause for rejection of the proposals. Alternate components that will meet the same function may be considered. 1.0 PAY STATION GENERAL REQUIREMENTS 1.1. Pay Station Components: Each Pay Station shall be equipped with the following components and capabilities 1.1.1. Reader/validator that accepts ISO standard readable cards, magnetic stripe credit cards and EMV (chip and PIN) credit cards. The reader/validator shall support connection of an EMV PIN pad at a later date. 1.1.2. Acceptance of the following U.S. currency for payment of parking fees: one, five, ten, and twenty dollar bills. Additionally, all payment devices shall accept the one-dollar coin. 1.1.3. Each Pay Station shall allow a patron to create and pay for a multi-day parking permit which shall be uploaded in real-time to the Servers. Use of the multi-day permit shall be decremented as the patron parks within the parking facility. 1.1.4. Active color matrix display, minimum size six inches measured diagonally, shall be readable in all lighting conditions 1.1.5. Utilize visual instructions for patrons to understand the sequence of events to complete a transaction 1.1.6. Cancel button that allows a patron to cancel a transaction once a transaction has been initiated 1.1.7. Stand-alone capabilities for each Pay Station in the event that network communication is lost, and regardless of where on the network the communication interruption occurs. Specifically, each Pay Station shall provide offline transaction storage capacity for all transactional information, including encrypted credit card data, for a minimum of 1,800 transactions. The Pay Station shall automatically close in the event that the minimum transaction threshold is reached and shall remain closed until reestablishment of communications. Pay Station shall automatically upload all transaction information to the Servers 1.1.8. QR code and barcode reader for integration to smartphone and printed media. 1.2. The pay station unit shall have a visually pleasing designed exterior finish. The unit RFP 8409 Parking Technology Page 54 of 72 should be compatible with existing street furniture and not be an “intrusion” to the urban landscaping. 1.2.1. Dimensions of the pedestal should not exceed 70” x 18” x 17”. 1.2.2. Unit shall come equipped with all necessary items to complete the installation free standing with its own pedestal. 1.2.3. Surface shall be powder-coated for graffiti- and weather-resistance in color specified by the “City”. 1.3. Internal components enclosed in a theft resistant steel housing. Housing shall be minimum twelve (12) gauge cold rolled steel. Proposal shall include specifications including materials, thickness, and safety design elements. 1.4. Units shall be plumb mounted to sidewalk or “City” approved site. 1.4.1. Bolts (anchor) shall only be accessible by “City” maintenance staff and not viewable by the public. 1.4.2. Configurable, audible intrusion alarm shall be provided as part of the installation. Intrusion alarm shall trigger an alert via email to security personnel. Solutions that include alerts via SMS text messaging in addition to email alerts are desirable. 1.4.3. Coin chute shall have an anti-back up device to prevent coin retrieval. 1.4.4. Coins passing through the unit should be deposited directly into a removable sealed coin vault securely enclosed in separate compartment of the pay station. 1.4.5. The unit shall have separate compartments for maintenance and collections. There shall be no access to the money in the cash box, coin vaults, coin hoppers, or other cash systems such as bank note storage when the unit is open for maintenance or collection. The unit shall have outer doors for each access. 1.4.6. The center line of control shall not exceed more 42 inches above pedestrian access route. The height of the pay station units (including the location of the coin and card slots) shall be compatible with the Americans with Disabilities Act (ADA) requirements. 1.4.7. Pay stations shall print a receipt per specifications under section 4.3, Printing. Solutions that offer the ability to send receipts via email or SMS text messaging are highly desirable. 1.5. PAY STATION INSTALLATION 1.5.1. Pay stations will be installed by the “Contractor” per factory specifications in “City” sidewalks, parking structures and surface lots. The installation will include leveling, placing anchors and base at locations identified by the “City”. Proposal shall include installation drawings and specifications. 1.5.2. The “Contractor” shall deliver fully prepared pay stations. The “City” shall take possession of the unit is installed, tested at structures, lots and on-street and accepted by “City” staff. 2.0 PRINTER RFP 8409 Parking Technology Page 55 of 72 2.1. Proposal shall provide a description of printer capabilities. The printer shall be the thermal impression injection type where receipt is printed internally and ejected to customer. 2.2. The printer shall be equipped or work in conjunction with self-sharpening cutter blade. 2.3. The printer shall have the ability to receive paper in both roll and box form. 2.4. The printer shall print in different fonts and sizes and at a minimum include: 2.4.1. Unique receipt number that identifies the transaction number within the parking payment management system 2.4.2. Transaction date (MM/DD/YYYY) and time (HH:MM PM/AM), alternate datetime stamp formats will be considered 2.4.3. Expiration time and date 2.4.4. Amount paid 2.4.5. Machine number 2.5. Receipt design shall be programmable. 2.6. The ability to remotely download design changes is desirable. 2.7. Printer should also use self-adhesive “sticky back” thermo sensitive paper receipts or non-sticky thermo sensitive paper, with a clearly defined process on how this change can be easily made based on need. 2.8. The printer shall be easily removable for maintenance. 3.0 NETWORK CONNECTIVITY 3.1. The “City” is providing network connectivity at all pay stations within parking structures using Ethernet. Pay stations at these locations should use this network connectivity. All network connections will be required to be behind a “City” maintained firewall and therefore, pay station transactions shall be configured for use behind a firewall. The “City” uses a CheckPoint 12400 applicance as the security gateway. Communications links from the pay station locations to the control center will be supplied by the “City”. The “City” will review proposals that require exclusive wireless communications but are highly undesirable. 4.0 WIRELESS TWO-WAY COMMUNICATIONS 4.1. Pay station requiring wireless communications shall be equipped with modem, antenna, and required software for General Packet Radio Service (GPRS) operations as well as cellular capability for credit card transactions. 4.2. Proposals should include detailed network design diagrams and a narrative of how the system will work. Contractor shall note what work would be required by the “City” and what work would be required by the “Contractor”. If proposals including cellular connectivity are submitted, they should include minimum requirements for 3G and 4G cell card sizes and slots. The City has an existing agreement with Verizon Wireless and should cellular service be required, the “City” will purchase and establish accounts for the wireless pay stations. RFP 8409 Parking Technology Page 56 of 72 4.3. Pay station shall be designed to initiate communication to server. 4.4. Specific timing for uploading files, status indicators, and downloading programming updates and messages. 4.5. Proposal shall describe ability to convert to Wi-Fi and future wireless communication methods (e.g., Edge, Universal Mobile Telecommunications System (UTMS)). 5.0 ELECTRONIC MEMORY 5.1. Proposal shall describe memory type and function including capacity and limitations. 6.0 SECURITY AND LOCKING MECHANISMS 6.1. No locks shall be exposed beyond the flush mount of the housing. All locks shall be out of the public’s view. 6.2. All locks (housing and vault) shall be at a minimum equal to or greater than the superior high security locks currently on the market with anti-vandalism protection. 6.3. Locks shall not utilize oval or hollow keys. 6.4. Locks shall not utilize tumblers. 6.5. Locks should be corrosive resistant and should not require regular cleaning or maintenance. 6.6. Locks cannot be duplicated or purchased from either the “Contractor” or lock manufacturer without “City” written approval. 6.7. Separate keys shall be available to prevent maintenance personnel from entering the collection area and vice versa. 6.8. Locks shall be high security anti-drill protection and shall have different combinations for upper and lower access doors. Maintenance equipment shall be separated from cash collection and locked in separate compartments. 6.9. Vandal-resistant with internal or recessed hinges. 6.10. All apertures shall be designed and/or shielded to discourage vandalism and insertion of foreign material. 6.11. COLLECTION VAULT 6.11.1. Electronic locks for vault doors are required. 6.11.2. Electronic access to cash systems shall be separated from access to maintenance systems. 6.11.3. A description of the vault locking system shall be provided. That description shall include: 6.11.3.1. Security benefits key and lock operation, maintenance, and any safety requirements. 6.11.3.2. Electronic lock system description should include how vault is accessed in case of lock failure. 7.0 PAYMENT TYPES RFP 8409 Parking Technology Page 57 of 72 7.1. Accept cash as payment, including valid US bills ($1, $5, $10, $20) and US coins (5¢, 10¢, 25¢, $1) in circulation. 7.2. Pay stations shall contain an automatic shutter which opens for coin insertion but not for non-metallic objects. 7.3. Shall be able to detect and reject foreign coins and slugs and exit rejected coins through the coin return. If the coin slot is jammed (inoperable), the unit should still accept credit payments. 7.4. Debit & Credit card acceptance shall include both magnetic stripe and EMV (chip cards) for Visa, MasterCard and Discover. 7.5. Near Field Communication (NFC) payments shall be supported and available. 7.6. The entire solution for the credit card capable parking mechanisms shall meet the Payment Card Industry (PCI) Data Security Standards as defined by the PCI Security Council. PCI Certification shall be achieved through a third party audit process. The provision of voluntary security scan reports and questionnaires as proof of compliance will not be accepted. 7.7. All transactions shall meet or exceed the latest security requirements (encryption) for wireless financial data communications. 7.7.1. Encryption: All data leaving pay station shall be encrypted to PCI P2PE standards with the ability to upgrade as the “City” deems necessary. 7.7.2. Memory Preservation: Data regarding alarms and card reader shall be retained at least until confirmation of receipt by server. 8.0 SCREEN AND INSTRUCTIONS TO PAYING CUSTOMERS 8.1. Shall have back lights to help with visibility but have energy saving capacities. LED or other high efficiency lighting sources are desirable. 8.2. Shall be protected by Lexan windows or equivalent material. 8.3. Shall be easily readable under various daytime and nighttime light conditions. 8.4. Shall display different fonts and styles of characters on the same screen and should use U.S. date style (MM:DD:YY) and time (HH:MM AM/PM). 8.5. Shall have minimum capacity of thirty-two (32) characters (at least two (2) lines of sixteen (16) characters). 8.6. Color LCD will be considered, but is not mandatory. 8.7. For increased contrast, the screen shall display dark lettering on light background, or light lettering on dark background. These contrast settings should be selectable and allow for automatically changing from one to the other and back at a predetermined times during the day. 8.8. Screen shall be able to display a graphic and or photograph for a user defined amount of time when the pay station is turned on. 8.9. All prompts on the pay station shall be user configurable. 8.10. Shall display various operating status messages to users and maintenance personnel. RFP 8409 Parking Technology Page 58 of 72 8.11. Shall display customer transaction information. 8.12. Shall display messages supplied and downloaded from back office software. 8.13. Instructions and on-screen displays will be in English with Spanish as an alternative. 8.14. Proposal shall describe the capability of displaying different languages. 8.15. Use of International symbols when and where ever possible. 8.16. Instructions should be provided on the screen as well as usage of decals and permanent signage on the pay station. Instructions should be clear and concise. 8.17. “Contractor” shall provide samples of signage that are mounted on, or adjacent to pay station that directs the public to pay at pay station. The “Contractor” shall provide signage for the 1st 10 units. The “City” will provide an allocation for the cost of the pay station signs, their installation and directional signs to the successful ”Contractor”. 8.18. Screen shall maintain normal operation within 0 degrees Fahrenheit to 120 degrees Fahrenheit additionally to being located in a humid environment during the summer months where condensation can occur. 8.19. Audible messages should be programmable to give general greetings, assist the public in using the unit or for special events. 9.0 PAY STATION KEYPAD 9.1. The unit shall have a full alphanumeric, tactile feel keypad for the entry of license plate, time, quantity and interactive question response. 9.2. When a key is pressed, an audible indication shall be given to provide feedback to the customer. 9.3. The keypad shall be vandal resistant, weather proof and corrosion resistant. 9.4. The keypad shall be modular and easily unplugged and removed with basic tools for easy servicing. 10.0 PAY STATION BANK NOTE ACCEPTOR, COIN ACCEPTOR, CASH COMPARTMENT AND COIN VAULT 10.1. Pay station shall provide bank note acceptor, coin acceptor, bill vault for accepted bills, coin vault for accepted coins, and coin mechanisms for each denomination of coin that can be used to give change. Change will only be given in coins. Proposals shall make use of recirculating coin systems to minimize the amount of change that needs to be stored. 10.2. All cash and coin systems shall be secure when removed from the pay station. 10.3. Bank notes inserted into the pay station shall be stored in escrow until the transaction is either finished or cancelled. Upon cancellation, the customer’s actual bank notes are returned from the escrow. If a transaction is finished satisfactorily, the bank notes move into the bill vault. Each bill vault will be identified by a unique serial number. 10.4. If there is not enough change available, the pay station will switch to “exact change” and/or “credit card only” mode. RFP 8409 Parking Technology Page 59 of 72 10.5. If the coin vault is full the pay station screen will display a message that coins are not being accepted. 10.6. A customer unique key shall be required to remove the coin container from the pay station, and a separate, customer unique key shall be required to open the coin container or similar method may be proposed. 10.7. Maintenance Personnel without keys shall not be able to remove or open the coin container. 10.8. Coin Vault shall have a handle and be equipped with self-locking mechanism. 10.9. The unit shall have ability to be sealed with external seal. 10.10. The unit shall include a visible reset indicator to show readiness for reuse. 10.11. The unit will provide a collection transaction report via wireless two-way and retain audit information. 10.12. The unit shall hold a minimum of $400 in quarters. 11.0 CREDIT CARD READER AND OPERATION 11.1. The credit card reader shall be accessed by the system using a card swipe. 11.2. The reader shall be modular and easily unplugged and removed with basic tools for easy servicing. 11.3. The reader shall process contactless credit cards for Visa, MasterCard and Discover.. The EMV reader at a pay station shall not have an integrated 10-key PIN pad, but shall ensure easy integration with a PIN pad in the future, if required. 11.4. The reader shall be equipped with Secure Access Memory (SAM). 11.5. The reader shall include a “MAXIMUM” button for card purchase that allows customer to purchase full time limit (meter duration) with one button push. 11.6. Maximum button, card increment button, and coin purchase shall be programmed to prevent customer payment for parking time outside of hours of operation including customer overpayment near the end of hours of operation. 11.7. Unit shall have ability to accept and execute programming for holiday and event shutdowns. 11.8. When card reader or coin slot is disabled, it is desirable for unit to display customer message “Use Coins Only” or “Use Card Only”. 11.9. “Contractor” shall confirm or cancel credit card transactions. 11.10. While not required, proposals that include smart card payment and other innovative payment solutions are encouraged. 12.0 REVENUE AUDIT CAPABILITIES 12.1. Third party processor shall record and store all critical financial data. 12.2. Unit shall transfer financial data to remote data management software. 12.3. Unit shall be accurate to within 99.5% of actual deposit (both coin and credit). RFP 8409 Parking Technology Page 60 of 72 12.4. Unit shall reset to zero (0) after each collection of financial data. 12.5. Resetting the meter or loss of power shall not affect audit figures held in memory by the pay station. 12.6. Revenue shall be sorted by denomination of coin and/or type of credit card along with totals. 12.7. Auditing software shall be provided in bid so that actual count can be compared to audit amount values. 12.8. Full reporting software shall be included. 13.0 BATTERY POWERED UNITS 13.1. Shall include commercially available battery. 13.2. A voltage check system shall be integrated into the pay station cabinet and the voltage of the battery shall provide an alarm in the central management software. 13.3. The battery storage area shall allow the battery to be removed and replaced in less than sixty (60) seconds for servicing. 13.4. Shall include a solar panel for recharge of internal battery. 13.5. Backup batteries shall be replaceable, locking the battery in place without the use of soldering tools. 13.6. Designed specifically to meet unit power requirements. 13.7. Shall be built into and fully integrated with pay station. 13.8. Shall include a separate backup battery to sustain clock, calendar, audit information, and Random Access Memory in the event of a main backup system failure or during battery replacement. 13.9. If lithium is provided, proposal shall include cost reimbursement for disposal. 13.10. Shall have ability to show balanced power supply and demand between the solar panel and major components, specifying the amps of supply and demand. 14.0 AC POWERED UNITS 14.1. The “City” is providing AC power to all units within parking structures. “Contractor” will be responsible to provide a certified electrician to power the units and provide any conduit required to connect cables from structure power to the units. 15.0 SERVICEABILITY 15.1. All circuit boards and internal components are to be environmentally sealed, high water resistant and operate in conditions of over 120 degrees Fahrenheit. “Contractor” shall explain how unit components are protected from moisture, dust, and other factors that might cause an operational failure of a component or the unit. 15.2. The following components shall be easily field interchangeable without the use of significant tools or replacement of additional components: 15.2.1. Circuit boards 15.2.2. LCD display and LCD cover screen RFP 8409 Parking Technology Page 61 of 72 15.2.3. Bank note acceptors 15.2.4. Coin path components (coin discriminators, etc…) 15.2.5. Locks 15.2.6. Keypads 15.2.7. Credit card readers 15.2.8. Modems/Wireless devices 15.2.9. Coin vaults 15.2.10. Paper printers 15.2.11. Batteries 16.0 DIAGNOSTICS 16.1. Units shall have built in diagnostic software. 16.2. The unit shall be able to report and send warnings for all of the following: 16.2.1. Bank note acceptor jams or malfunction 16.2.2. Coin acceptor jams or malfunction 16.2.3. Bill vault status 16.2.4. Coin vault status 16.2.5. Coin mechanism status 16.2.6. Unit out-of-order 16.2.7. Open door 16.2.8. Paper jams 16.2.9. Paper supply low 16.2.10. Low battery and/or power failure 16.2.11. Unit operational status 16.3. Proposal shall include at a minimum: 16.3.1. Initial warning alarms. 16.3.1.1. Coin collection - first limit exceeded; no more coins accepted 16.3.2. Paper replacement 16.3.3. Coin payment and card payment operation failure 16.3.4. Initial battery setting has been reached 16.3.5. Battery is experiencing a fault 16.4. Shutdown alarms shall include: 16.4.1. Second battery warning 16.4.2. Second battery fault warning 16.4.3. Out-of-paper supply alarm 16.4.4. No customer receipt detection alarm RFP 8409 Parking Technology Page 62 of 72 16.4.5. Operating/operating system fault 16.5. Operational Functions 16.5.1. Door open detection 16.5.2. Status/record of all file transfer activities 16.5.3. Live alarm to detect communication status 16.5.4. Service agent number 16.5.5. Notice of various initialization and machine setting routines. 16.6. Local product support. Proposal shall establish local product support to: 16.6.1. Establish pre-delivery unit preparation standards. 16.6.2. Train “City” staff in a manner sufficient to support the pay station warranty. 16.6.3. Provide troubleshooting assistance and product support when required. RFP 8409 Parking Technology Page 63 of 72 REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top rated firms may be conducted. 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 address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills and qualifications? Are sufficient people of the requisite skills and qualifications 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 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? 2.0 Cost and Work Hours Does the proposal included detailed cost break-down for each cost element as applicable and are the line- item costs competitive? 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 by each project task or phase? 2.0 Firm Capability Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on-time and in- budget? Has the firm successfully completed previous projects of this type and scope? RFP 8409 Parking Technology Page 64 of 72 Definitions Sustainable Purchasing is a process for selecting products or services that have a lesser or reduced negative effect on human health and the environment when compared with competing products or services that serve the same purpose. This process is also known as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”. The Triple Bottom Line (TBL) is an accounting framework that incorporates three dimensions of performance: economic, or financial; environmental, and social. The generally accepted definition of Andrew Savitz for TBL is that it “captures the essence of sustainability by measuring the impact of an organization’s activities on the world…including both its profitability and shareholders values and its social, human, and environmental capital.” REFERENCE EVALUATION (TOP RATED FIRM) The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. 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? RFP 8409 Parking Technology Page 65 of 72 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 , hereinafter referred to as "Service Provider". 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 Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) page and incorporated herein by this reference. Irrespective of references in Exhibit A to certain named third parties, Service Provider shall be solely responsible for performance of all duties hereunder. 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 ( ) page , and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 4. Contract Period. This Agreement shall commence , 200 , and shall continue in full force and effect until , 200 , 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 ( ) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. Written notice of renewal shall be provided to the Service Provider and mailed no later than thirty (30) days prior to contract end. 5. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in RFP 8409 Parking Technology Page 66 of 72 writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Service Provider: City: Copy to: Attn: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 7. Contract Sum. The City shall pay the Service Provider for the performance of this Contract, subject to additions and deletions provided herein, ($ ) as per the attached Exhibit " ", consisting of page , and incorporated herein by this reference. 8. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 9. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 10. Subcontractors. Service Provider may not subcontract any of the Work set forth in the Exhibit A, Statement of Work without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor and the City, nor will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor will be subject to inspection by the City to the same extent as the work of the Service Provider. 11. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior RFP 8409 Parking Technology Page 67 of 72 written consent of the City. 12. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 13. Warranty. a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. c. Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City-furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 14. 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 thereof. 15. 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. 16. 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. 17. Indemnity/Insurance. RFP 8409 Parking Technology Page 68 of 72 a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit , consisting of one (1) page, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Purchasing Director, P. O. Box 580, Fort Collins, Colorado 80522, one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 18. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 19. 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. 20. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the e-Verify 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 “e-Verify Program”) or the Department Program (the “Department Program”), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. RFP 8409 Parking Technology Page 69 of 72 c. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider 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 Service Provider 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. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course 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. f. If Service Provider 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, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 21. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " " - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. RFP 8409 Parking Technology Page 70 of 72 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: APPROVED AS TO FORM: SERVICE PROVIDER'S NAME By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: RFP 8409 Parking Technology Page 71 of 72 EXHIBIT INSURANCE REQUIREMENTS 1. The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: “The insurance evidenced by this Certificate will not reduce coverage or limits and will not be cancelled, except after thirty (30) days written notice has been received by the City of Fort Collins.” In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider 's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. RFP 8409 Parking Technology Page 72 of 72 EXHIBIT CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Service Provider 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 Service Provider has agreed to perform, the Service Provider 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 Service Provider 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 Service Provider shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Service Provider 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 Service Provider 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 Service Provider 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 Service Provider ceases to perform services for the City, or the City so requests for any reason, the Service Provider 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 Service Provider understands and agrees that the City’s remedies at law for a breach of the Service Provider’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.