Loading...
HomeMy WebLinkAbout19D - RFP - MODERNIZE DT PARKING METERSO • MARCH 18, 2014 TITLE: REQUEST FOR PROPOSALS FOR THE MODERNIZATION OF DOWNTOWN PARKING METERS CITY MANAGER IaXdo7t17i IT, 1:1k, 167:17_���C�7TI CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1st Reading ❑ Ordinance on 2 "tl Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the Community Development Agency to release a Request for Proposals to qualified firms for the purchase and installation of Smart Meters to replace regular on- street meters in Downtown Santa Ana. DISCUSSION Improving the experience of visitors to Downtown and their ability to access parking remains a priority for Santa Ana. In addition, modernizing parking meters in Downtown is necessary in order to achieve parking improvements. As the result of a 2013 trial of 50 smart meters in Downtown, including ten with ground sensors, staff observed improvements in both customer service and parking meter revenue. Both parking control officers and parking meter technicians received positive comments from users regarding the flexibility of payment option and the Police Department reported that their violation /citations were reduced. As a result of this positive experience, staff recommends soliciting proposals to purchase and install Smart Meters to replace the regular existing Downtown parking meters. The advantages of Smart Meters include the overall enhancement of the parking experience, an increase in parking space turnover, increased customer satisfaction by minimizing the frustration of coins, increase in revenue, and access to solar powered capability. Smart Meters will provide for: • Multiple payment options of coin, credit /debit, token and smart card • Pay by cell (remote payment option) • Access to real -time data • Web -based management system • Solar -power technology • Wireless communication to sensors 19D -1 RFP Smart Meters March 18, 2014 Page 2 When paired with ground sensors, which detect the absence and presence of a vehicle, Smart Meters can be reset when a vehicle leaves the space. The data management system can easily generate reports on each individual pole showing parking revenue peak times and form of payment. Alerts are able to be sent by text or email on the status of meters and sensors including battery status, full coin box and any fault such as coin or credit card jam. In addition, rate changes and hourly settings can be made by remote location, to improve parking meter program efficiency. The meters can be retrofitted into existing meter poles by replacing the meter mechanism and top cover of the meter only. This provides an economical method of upgrading without completely changing the existing meter infrastructure. Based on the trial period analysis, the expense associated with the purchase of 500 meters and 500 sensors is estimated at $400,000. Funds to purchase the smart meters will be borrowed from the General Fund and through increased parking revenues of 20% to 40 %, the City anticipates recovering the initial investment within 18 months. Should the actual results be consistent with the trial, approximately $20,000 of additional income will be generated each month from these smart meters. Revenue may vary depending upon placement of the smart meters and vehicle parking at these locations. As part of the Request for Proposals process, staff will review, rate and rank the submissions and a formal recommendation will be submitted to the City Council for consideration. FISCAL IMPACT There is no fiscal impact associated with this action. Scott Kutner District Manager Community Development Agency SK/TE /kg Exhibit: 1. Request for Proposals 19D-2 REQUEST FOR PROPOSALS RFP 14 -012 MODERNIZATION OF DOWNTOWN PARKING METERS CITY OF SANTA ANA Community Development Agency 20 Civic Center Plaza Santa Ana, CA 92701 Issue Date: Deadline to Submit Questions: Response Posted on City Website: Proposal Due Date: Presentation/ Interviews: Projected Award Date Terri Eggers Project Manager (714) 647 -5378 Office (714) 647 -6549 Fax teggers@santa-ana.org KEY RFP DATES Wednesday, Monday Friday Monday Tentative Tuesday 1 19D-3 March 19, 2014 March 31, 2014 April 4, 2014 April 21, 2014 May 6, 7 or 8 July 1, 2014 L ; *X_111Yil NOTICE INVITING PROPOSALS NOTICE IS HEREBY GIVEN that proposals will be received from qualified firms to provide credit card enabled single space parking meters. Responses to the Request for Proposals (RFP) will be accepted until Monday, April 21, 2014 at 4:00 P.M. MAILED, DELIVERED BY HAND or COURIERED proposals will be accepted as follows: City of Santa Ana Community Development Agency (6" Floor) Attention: Terri Eggers 20 Civic Center Plaza, M -25 Santa Ana, CA 92701 It is the responsibility of the proposer to see that any proposals submitted shall have sufficient time to be received by the City of Santa Ana prior to the proposal due date and time. Questions regarding this Request for Proposals shall be made in writing via e-mail to Terri Eggers at teggers @santa - ana.org. The receiving time at the Front Desk of the City of Santa Ana Community Development Agency, 20 Civic Center Plaza, Santa Ana CA 92701 will be the governing time for acceptability of proposals. Late Proposals will NOT be considered and will be returned to proposer unopened. Telegraphic, electronic and facsimile proposals will not be accepted. ONLY SEALED RFP RESPONSES ARE ACCEPTABLE DO NOT E -MAIL RFP RESPONSES DO NOT FAX RFP RESPONSES 19D-4 C CITY OF SANTA ANA COMMUNITY DEVELOPMENT AGENCY REQUEST FOR PROPOSALS FOR CREDIT CARD CAPABLE PARKING METERS, PARKING SENSORS, & DATA MANAGEMENT SYSTEM (RFP) PAGE 1 SECTION 1 - BACKGROUND 5 1. INTRODUCTION 5 2. BACKGROUND 5 3. SCHEDULE OF EVENTS 5 4. GENERAL INFORMATION 6 5. AGREEMENT TERM 6 6. COORDINATION 6 7. CONTRACTOR RESPONSIBILITIES 7 8. CITY BUSINESS LICENSE 7 9.. RULES FOR PROPOSALS 7 10. EMAIL COMMUNICATION AND INTERPRETATIONS /CLARIFICATIONS 7 11. ADDENDA 7 II SECTION II - PROPOSAL 1. RFP RESPONSE SUBMITTAL 7 2. EVALUATION CRITERIA 9 3. EVALUATION AND SCORING 9 4. PROPOSAL FORMAT AND CONTENT 10 1. Technical specifications 10 2. Total cost to City 10 3. Approaches to purchase, leasing or financing agreements 10 4. Approach and schedule for implementing meter technology 10 5. Methodology for establishing wireless communications 11 6. Approaches to innovation and uniqueness 11 7. Due diligence checks 11 5. OFFEROR RESPONSIBILITY 12 6. PUBLIC RECORD 12 7. CONFIDENTIAL INFORMATION 12 III SECTION III — SCOPE OF WORK 12 IV SECTION IV - SOLICITATION PROCESS AND PRECEDURES 15 1. EVALUATION AND SELECTION 7 1901-5 15 2. INSURANCE 16 3. HOLD HARMLESS /IMDEMNIFICATION 17 4. NOTICE 17 5. TERMINATION 18 6. COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS 18 7. ASSIGNMENT 18 8. JURISDICTION - VENUE 19 9. FINES 19 EXHIBIT A- 1 PRICING PROPOSAL 20 EXHIBIT A SANTA ANA METER LOCATIONS 21 EXHIBIT B ADDITIONAL INSURED ENDORSEMENT FOR COMMERCIAL 22 GENERAL LIABILITY POLICY EXHIBIT C REFERENCES AND RELEVANT WORK HISTORY 23 EXHIBIT D PROPOSAL REQUIREMENTS CHECKLIST 25 EXHIBIT E PROPOSALS CONTRACT AND AGREEMENT - PROPOSERS 26 STATEMENT EXHIBIT F PROPOSAL CONTRACT AND AGREEMENT - CERTIFICATION 27 OF NONDISCRIMINATION BY CONTRACTOR EXHIBIT G NON - COLLUSION AFFIDAVIT 29 19D-6 CITY OF SANTA ANA COMMUNITY DEVELOPMENT AGENCY REQUEST FOR PROPOSALS FOR PARKING OPERATIONS AND MANGEMENT SERVICES (RFP) SECTION I - BACKGROUND 1. INTRODUCTION The City is requesting proposals for the purchase, training; and the secure communications of approximately 500 single -space parking meters that are credit card capable. These meters will retrofit into existing parking meter housings in the core of our downtown where there is the highest parking demand. This RFP includes both the purchase price of the meters, training, establishing secure, encrypted credit card communication with the City's merchant account provider and the wireless network necessary to operate, maintain, and communicate with each credit card capable parking meter. The City also seeks the vendor to furnish, to work with City parking technicians to install, and to support an integrated network of parking sensors for designated meters (200 -500,) and related hardware, software, and mobile smart- phone applications. The sensors need to be able to upload current parking conditions to mobile applications. 2. BACKGROUND The City of Santa Ana provides about 1,300 parking meters for convenient, short -term parking, of which approximately 500 are in the Downtown. area. Existing parking meters are coin - operated digital meters and are installed, maintained and collected by the Parking Meter staff in the Finance & Management Services Agency. Parking enforcement is managed by the Police department. The current parking meter rate is $.75 - $1.00 per hour and the hours of enforcement are Monday through Saturday, 8am to 8pm. 3. SCHEDULE OF EVENTS RFP Issue Date March 19, 2014 Offerors' Written Inquiries Due March 31, 2014 RFP Responses Due April 21, 2014 Interviews /Vendor Demonstrations May 6, 7 or 8 Formal Council Approval July 1, 2014 19D-7 4. GENERAL INFORMATION A. The contract will begin after the contract is awarded by the City Council. B. When determined appropriate, the City will provide information in its possession relevant to preparation of required information in RFP. The City will provide only the staff assistance and documentation specifically referred to herein. C. The Contractor shall be responsible for retaining data, records and documentation for the preparation of the required information. These materials shall be made available to the City as requested by the City. D. This RFP does not commit the City to pay costs incurred in preparation of a response to this RFP. All costs incurred in the preparation of the proposal, the submission of additional information and /or any aspect of a proposal prior to award of written contract will be borne by the respondent. The City reserves the right to accept or reject the combined or separate components of this proposal in part of in its entirety or to waive any informality or technical defect in proposal. E. All data, documents and other products used, developed or produced during response preparation of the RFP will become property of the City. All responses to the RFP shall become property of the City. Proposer information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act. F. The City reserves the right to reject, replace and approve any and all subcontractors. All subcontractor(s) shall be identified in the response to the RFP and the City reserves the right to reject any subcontractor(s). Subcontractor(s) shall be responsibility of the prime Contractor and the City shall assume no liability of such subcontractor(s). 5. AGREEMENT TERM The firm(s) selected for this implementation will be expected to offer adequate personnel and equipment needed to complete the terms in this RFP. The implementation could include an outright purchase of the selected equipment or a financing /lease agreement for the use of the equipment over a defined period of years, to be determined by mutual agreement of the City and the successful Offeror(s). The implementation will not include privatization or outsourcing of parking meter operations. If for any reason either party to the agreement wishes to terminate the agreement early, the terminating party must give 30 calendar days notice of termination in writing to the other party. 6. COORDINATION Coordination by the awarded Contractor with the City, other contractors and agencies will be required to achieve satisfactory and timely delivery of the required services. Coordination may include, but not be limited to, coordination with impacted businesses, neighborhood and civic groups, local and /or state agency boards, and attendance at City Commission and Council meetings. The City will decide the manner in which the coordination efforts will be conducted. At the City's option, coordination efforts may be performed by the Contractor's direct contact, by the Contractor acting through the City or by the City only. When coordination efforts require agreements, such agreements shall be coordinated through the City. 11 19D-8 7. CONTRACTOR RESPONSIBILITIES The selected Contractor will assume responsibilities for all services in its proposal. The selected Contractor shall identify a sole point of contact with the greatest knowledge in regard to parking operations and management service operations and contractual matters, including payment of any and all charges resulting from the Agreement. 8. CITY BUSINESS LICENSE The selected proposer shall be required to obtain a City of Santa Ana Business license within thirty (30) days of selection and must provide a copy to the City project manager or designee prior to commencing any work in Santa Ana. 9. RULES FOR PROPOSALS The signer of the RFP must declare in writing that the only person, persons, company or parties interested in the proposal as principals are named therein; that the proposal is made without collusion with any other person, persons, company or parties submitting a proposal; that it is in all respects fair and in good faith without collusion or fraud; and, that the signer of the proposal has full authority to bind the proposer. 10. E -MAIL COMMUNICATIONS AND INTERPRETATIONS / CLARIFICATIONS To facilitate the RFP process, proposers are required to monitor and respond to e-mail requests within 48 hours. No oral interpretations will be made by the City to any proposer as to the meaning of the request. All communication must be made in writing via e-mail to the Project Manager at teggers@_santa-ana.org no later than 4:00 PM on March 31, 2014. Significant interpretations or clarification will be made by an addendum to this RFP, which will be posted to the website. Addenda may become part of the agreement documents, 11. ADDENDA If clarification or interpretation of this RFP is considered necessary by the City, a written addendum shall be issued and the information will be posted on the City's website at http: / /www.santa- ana,org /bids- rfas /default.aso. It is the responsibility of each proposer to periodically check the City's website to ensure that they have received and reviewed any and all addenda to this RFP. SECTION II — PROPOSAL 1. RFP RESPONSE SUBMITTAL a. Submittals shall be submitted in a sealed envelope and received no later than 4pm April 21, 2014, at the following location: City of Santa Ana Community Development Agency, 20 Civic Center Plaza, Santa Ana CA 92701, 6th floor. 7 19D-9 b. Offeror must submit an original and eight (8) copies of the RFP response. C. Late proposals will be rejected regardless of the reason, including mail delivery problems beyond Offeror's control. Offerors mailing their responses should allow sufficient time to ensure delivery by the date and time specified. The following guidelines are provided to ensure the equitable evaluation of competitive sealed proposals. Proposals should be prepared as closely as possible in accordance with the instructions outlined in this section. Offeror is advised to read this RFP in its entirety. Failure to read and /or understand any portion of this RFP shall not be cause for waiver of any portion of the RFP or subsequent contract. 19D -10 2. EVALATION CRITERIA To be considered responsive, the Offeror must provide all materials outlined in Attachment D (within the 10 double sided or 20 single sided page maximum, excluding the cover page, letter transmittal, table of contents, management reports and marketing brochure appendices.) Offeror's proposal shall relate specifically to the following items for evaluation and selection purposes: 1. Technical specifications shall include the specific specifications and capabilities of the equipment proposed for the City of Santa Ana implementation. Particular 25 consideration will be given for meter specifications that enable the City to understand the full capabilities of the Offeror's system. 2. Total cost to City, if any, including fees initially collected for implementation and 25 collected for ongoing maintenance and operations. Offeror shall be as specific as possible and provide all known costs associated with the implementation and operation of the meters. 3. Approaches to purchase, leasing, or financing agreements for proposed equipment. Offeror shall describe the costs associated with each and the benefits and 20 disadvantages of each approach. 4. Approach and schedule for implementing the desired meter technology. Offeror shall 15 define how they intend to implement the system, from selection through ongoing maintenance and operations. Offeror, at a minimum, shall include: implementation milestones, specific installation steps, replacement parts process, back -end software and remote meter programming management, equipment warranty information, training plan, method /approach for credit card processing, marketing and education plan, and ability to add features. 5. Methodology for establishing, operating, and maintaining wireless communications between the proposed equipment, back -end software, and the City of Santa Ana. Offeror shall describe their process for re- establishing wireless communications in the 10 event of a failure. Provide sample of management reports that the City of Santa Ana will be able to get from your proposed system. 6. Approach to innovation and uniqueness specific to the proposed equipment or implementation approach, which sets the Offeror's proposal apart from other 10 prospective offerings. Identify specific enhancements proposed for Santa Ana. 7. Due diligence checks on other parking meter installations by City of Santa Ana staff. Offeror shall disclose any problems associated with their meter operations in other cities or any other adverse issues affecting the Offeror's reputation within the industry. 20 Maximum points will be awarded to firms with no reported or identified adverse issues with projects in other cities. Total Points 125 3. EVALUATION AND SCORING An evaluation team composed of representatives of the City will evaluate proposals on a variety of quantitative and qualitative criteria. The selected proposal shall provide the most cost effective approach that meets the City's requirements. The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications to initial proposals or make partial awards to multiple vendors, and to subsequently follow -up with requests for additional information, including, but not limited to, follow -up interviews. 0 19D -11 4. PROPOSAL FORMAT AND CONTENT The written proposal shall be signed by an individual authorized to bind the Offeror. The proposal shall provide the name, title, postal address, email address, and telephone number of individuals with authority to contractually bind the company and who may be contacted during the period of the contract. All fees quoted in the proposal shall be firm and fixed for the full trial period and any extension. Please refer to Attachment D. The proposal shall contain the following: a. Cover page (excluded from the 10 double -sided or 20 single -sided page limit) b. Signed Letter of Transmittal (1 single -sided page, excluded from the 10 double -sided or 20 single -sided page limit) Offeror shall provide a one -page Letter of Transmittal that is signed by an individual authorized to bind the Offeror. The Letter of Transmittal shall include the name of the Offeror, contact person, title, postal address, telephone number, facsimile number, and e-mail address of the individual with authority to contractually bind the company and who may be contacted during the period of the contract. C. Table of Contents (excluded from the 10 double -sided or 20 single -sided page limit) d. Proposal (10 double -sided pages or 20 single -sided pages) 1. Technical specifications The technical specifications section shall include the specific specifications of the equipment proposed for the City of Santa Ana. This includes, but it not limited to, the housing, battery, size of unit(s), interface, communications features, mounting hardware, solar panel capabilities, operating system, back office software, credit card processing, coin processing, alarms, status reporting, enforcement compatibility, audit capability, etc. Please be as specific as you can with meter specifications so that the City can understand the full capabilities of the Offeror's system. 2. Total cost to City, if any, including fees initially collected for implementation and collected for ongoing maintenance and operations by the Offeror. Describe the costs associated with implementation, ongoing operations and maintenance, credit card processing fees, service call fees, replacement parts, add -on features, etc. Also provide variance of costs based on the proposed financing options (purchase, lease, lease purchase). The Pricing Proposal as Attachment A -1 should be used as a guideline to complete your cost estimations (Pricing Proposal worksheets are excluded from the 10 double -sided or 20 single -sided page limit). 3. Approaches to purchase, leasing, or financing agreements Please describe alternative approaches to purchase or finance of the proposed equipment, including but not limited to, outright purchase, lease, or lease purchase. Please describe the costs associated with each and the benefits and disadvantages of each approach. Again, this information should be provided as part of the Pricing Proposal guideline in Attachment A -1. 4. Approach and schedule for implementing the desired meter technology 10 19D -12 The approach and schedule should define how the Offeror intends to implement the system, from selection through ongoing maintenance and operations. The approach should include, at a minimum: a. Implementation schedule — milestones from contract signing through delivery, installation, initial operability, and ongoing maintenance. b. Installation steps — responsible parties and specific installation steps for proposed equipment c. Operations and Maintenance — ongoing maintenance, life expectancy, process for receiving replacement parts, location of replacement facility, typical parts delivery schedule. d. Software and Management — backend software, reporting capabilities, ongoing management functionality, ability to remotely manage, access, and modify meter programming, etc. e. Warranty options and information — provide warranty information for year one, and the options for extended warranties through year five. Please provide warranty language. f. Training plan — plans for providing training for operation, programming, maintenance, testing, parts replacement, management and back end software, wireless communication. g. Credit card processing — methods and approach to handle the credit card processing component of the ongoing meter operations. h. Marketing and education — plan for assisting the City of Santa Ana with initial marketing, education, and rollout of the new equipment. L Modularity— describe the ability to add features to the proposed equipment, including (but not limited to) pay -by -cell; smart phone applications, and vehicular sensors. 5. Methodology for establishing wireless communications Please describe the Offeror's approach for establishing, operating, and maintaining wireless communications between the proposed equipment, back end software, and the City of Santa Ana. Please describe the process for re- establishing wireless communications in the event of a failure, including alternate plans and reimbursement for revenue lost. Also provide a sample of the management reports that your proposed system will provide to the City of Santa Ana (sample management reports are excluded from the 10 double -sided or 20 single -sided page limit and should be placed in a separate appendix). 6. Approaches to innovation and uniqueness Please provide a description of innovative or unique features, specific to the proposed equipment or implementation approach, which set the Offeror's proposal apart from other prospective offerings. This could include, but is not limited to, add -on features, unique interface components, advertising or marketing ability, or local, small and /or disadvantaged business participation, etc. 7. Due diligence checks on other parking meter installations Please provide an honest and brief statement on your firm's reputation within the industry as it pertains to customer service, product reliability or any other issues associated with your delivery of services 11 19D -13 within another jurisdiction. If there are no adverse issues, state this in your response. Your response should include legal and non -legal investigations or actions. 5. OFFEROR RESPONSIBILITY It is the responsibility of each Offeror before submitting a proposal to: Examine thoroughly the Proposal document and other data identified in the Proposal document. Consider applicable laws that may affect cost, progress, performance, or furnishing of the work. • Study and carefully correlate Offeror's knowledge and observations with the Proposal document and other related data. • Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies which an Offeror has discovered in or between the Proposal document and such other related documents. 6. PUBLIC RECORD Proposals will become public record after award of agreement. Interested offerors may submit a written request, with a self- addressed stamped envelope to receive results of the evaluation. Proposer information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act. Submit your request to, City of Santa Ana Community Development Agency, Attn.: Terri Eggers, 20 Civic Center Plaza M -25, Santa Ana, CA 92701. 7. CONFIDENTIAL INFORMATION The City of Santa Ana is obligated to abide by all public information laws. If an Offeror believes that a specific section of its proposal is confidential, the Offeror shall isolate the pages marked "confidential" in a specific and clearly labeled section of its proposal. The Offeror shall include a written basis for considering the marked pages confidential including the specific harm or prejudice if disclosed and the City will review the material and make a determination. SECTION III - SCOPE OF WORK The City desires to engage one or more qualified Offerors to provide the installation of approximately 500 new smart parking meters, 200 -500 ground sensors and web -based technology in the downtown area of the City of Santa Ana. Offerors shall have a significant and successful history in the implementation of parking technology; Payment Card Industry (PC[) certification and completed similar projects. The City may elect to purchase more or less, depending on funding availability, available technology, and decisions on new meter locations. Sensors may be phased in over time with approximately 200 sensors purchased at the same time as the meters with additional sensors to follow. The purchase price for the second installment of sensors must match the purchase price of the first installment if purchased within 12 months of the initial installation date. 12 19D -14 City staff will determine where meter mechanisms and sensors will be deployed. The contractor will deliver complete meter mechanisms, work with staff to install the meter mechanisms into existing meter housings, provide and maintain the meter management system, assist with setting up the single /double space parking meter ( SDSPM), conduct training, and troubleshoot problems as they arise. The City's intent is for the single parking meter mechanism and meter dome to be retrofitted into the city's current single -space meter housings, without any changes to the key /lock systems, coin vault, or cash collection operations, and for a wireless system to be connected to the meters to provide information and to manage the operation, maintenance, collections, and reports. The City's current parking meters are Duncan Industries Model Eagle CK. The SDSPM are to operate in an independent network environment, meaning that each meter is wirelessly enabled to communicate with the provider's parking meter management system without the installation of any additional networking equipment. Should the network environment temporarily fail, the single -space meter shall be capable of operating in a stand -alone mode until the network environment is restored. In addition, the meters shall: • Accept credit and debit card payments. • Accept coin payment. • Fit into the existing Duncan parking meter housing of the City of Santa Ana. • Include a standard solar panel for charging and maintaining battery power. • Provide real -time maintenance status updates. • Allow for variable rate structures and the ability to conveniently and remotely change rates by the City. • Allow for variable time - limits and time enforcement structures, including the ability for the City to conveniently and remotely set special event time structures. • Ability to communicate changing rate structures at the single -space meter. • Be compatible with pay -by -cell phone payment technology. • Be future compatible with smart phone applications that provide general information about the city's parking system and /or real -time parking availability. • Compatible with license plate reader technology (preferred, not necessary.) • The meter must have real -time alarms and status reports for maintenance needs, reporting by text messages, or a -mails to staff resources designated by the City as well as the wireless based management system. • Utilize wireless technology for 2 -way communications with the parking meters to monitor payments, status and usage; and provide remote diagnostics and the ability to change settings remotely (e.g., pricing or out -of- service notifications), etc. 13 19D -15 • Have extended battery life capabilities (minimum 12 months before replacement). • Must retain at least one full year's data during a power failure or battery removal. • Must use LCD or LED technology on display panels. Must also have sufficient backlight so meter can be clearly seen at night. • The display needs to alert parkers if the machine is out of order or coin or credit card only. • Meter must adjust the amount of time purchased with a credit card and show the equivalent of time purchased. • The customer should always be able to cancel the transaction without penalty prior to accepting the transaction. • In the event of a malfunction to the coin acceptor, the meter must be able to operate independently using a credit card. • The software and the application must be compliant with the Payment Card Industry (PCI) Data Security Standard. • The software shall provide a variety of reports including, but not limited to, financial activity, usage, maintenance, and user trends. • The wireless based management system should enable the control of the mechanisms from the central office; to enable quick and effective changing of data related mechanism, the replaced unit, and the replacement unit. • The management system should have the capability to track audit amounts by mechanism, route, and any other selected meter configuration thereof. • Login and secure access to the wireless based management system via the internet. • The management system must be able to notify service technicians and key personnel of fault and status issues via text or e-mail. Management system needs to present a full set of reports. These need to include revenues for all transactions, by meter, by route, or by zone. Please list and provide examples of reports included. The successful Offeror shall: a. Provide training necessary for staff to use any parking meter and parking meter management software used in the implementation and subsequent defined use period (based on outright purchase or financing /leasing of meters). b. Provide training necessary for staff to maintain and operate parking meter technology after implementation (based on outright purchase or financing /leasing of meters). 14 19D -16 C. Provide training necessary for staff to utilize the wireless communication system to communicate with the parking meters used in the implementation. Maintain or assist in the maintenance of the meters during the first 120 days of the implementation to ensure that all meters are in good working order and can accept coin and credit/debit payments used throughout the initial period. e. Coordinate with the City of Santa Ana Finance Department to update the City's credit card merchant account to include parking meters as needed. f. Provide alternative financing or leasing options for the City to evaluate in the purchase or use of the proposed smart parking meter implementation, including but not limited to 1) lease purchase and /or 2) delayed payment through offset leasing agreement. g. Provide two (2) alternative solutions including (a) a complete outsource where all card processing activities are performed by the Offeror and (b) a solution where the card validation is performed using the contracted company hired to process credit card payments by the City. h. Must be able to work with the City and the contracted company hired to process credit card payments by the City to process payments. i. The Offeror must be certified according to the Payment Card Industry (PCI) Data Security Standard. j. Provide warranty information for parking equipment, equal to or exceeding one year from installation. k. Provide assistance with initial marketing and education of new equipment, including materials, business outreach, and initial implementation outreach for users. SECTION IV - SOLICITATION PROCESS AND PROCEDURES EVALUATION AND SELECTION a. RFP responses should be concise, well- organized according to the requested information, clearly written and limited to no more than ten (10) double -sided or twenty (20) single -sided pages, (excluding cover page, table of contents, letter of transmittal, and product brochure appendix). The review process emphasizes the responsiveness of the RFP Response to the requirements outlined herein. RFP Responses that are not written specifically in response to this request may not receive serious consideration. b. After evaluating all submissions, the Offerors will be invited to conduct on -site interviews tentatively scheduled for May 6, 7 or 8, 2014. For on -site presentations, it is expected that the Offeror will provide demonstrations of actual equipment and software, as well as a presentation of implementation approach and schedule, financing options, cost estimates, financing options, and the training and outreach process. C. The firms under consideration for this RFP will be evaluated by an evaluation committee. The City reserves the right to request supplemental information that the Evaluation Committee deems necessary to make a selection. The Committee may be supplemented by outside professionals or professionals from other City departments who can provide additional expertise. 15 1901-17 2. INSURANCE Prior to undertaking performance of work under this Contract, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: 1. Commercial General Liability Insurance. Contractor shall maintain commercial general liability insurance which shall include, but not be limited to, protection against claims arising from bodily and personal injury, including death resulting there from and damage to property, resulting from any act or occurrence arising out of Contractor's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting there from, and property damage, in the total amount of $2,000,000 per occurrence, $2,000,000 in the aggregate. 2. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $2,000,000 per occurrence, Such insurance shall include coverage for owned, hired and non -owned automobiles. 3. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Contractor is required to be insured against liability for worker's compensation or to undertake self - insurance. Prior to commencing the performance of the work under this Contract, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. 4. The following requirements apply to the insurance provided by Contractor pursuant to this section: a. Commercial general liability and business automobile insurance policies shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance of self- insurance programs maintained by the City; and (c) contain standard separation of insured(s) provisions. A sample additional insured endorsement is attach hereto as Exhibit C. Contractors shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. b. Certificates of insurance shall be furnished to the City upon execution of this Contract and shall be approved in form by the City Attorney. c. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage of changed in any other material aspect without thirty (30) days prior written notice to the City. 5. If Contractor fails or refuses to produce or maintain the insurance required by this section of fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Contract. Such termination shall not affect Contractor's right to be paid for its 16 19D -18 time and materials expended prior to notification of terminations. Contractor waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 3. HOLD HARMLESS / INDEMNIFICATION To the fullest extent permitted by law, Contractor shall indemnify, defend and hold harmless City, its officers, agents and employees (collectively, the "Indemnified Parties ") from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorneys' fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims'), which may arise from or in any manner relate (directly or indirectly) to any work performed or services provided under this Contract (including, without limitation, defects in workmanship and /or materials) or Contractor's presence or activities conducted performing the work (including the negligent and /or willful acts, errors and /or omissions of Contractor, its principles, officers, agents, employees, vendors, suppliers, contractors, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable for any or all of them). Notwithstanding the foregoing, nothing herein shall be construed to require Contractor to indemnify the Indemnified Parties from any claim arising from the sole negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorney's fees in any action on or to enforce the terms of this Contract. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitations upon the amount of indemnification to be provided by the Contractor. 4. NOTICE Any notice, tender, demand, delivery or other communication pursuant to this Contract shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication to the following persons: To City: Clerk of the Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702 -1988 Fax 714.647.6956 With courtesy copy to: Terri Eggers City of Santa Ana Community Development Agency 20 Civic Center Plaza (M -25) Santa Ana, CA 92701 Fax 714.647.6549 17 19D -19 The City reserves the right to terminate the contract, without penalty, for cause immediately or without cause. In the event Contractor fails or refuses to timely perform any of the provisions of this Agreement in the manner required, or if Contractor violates any provision of this Agreement, Contractor shall be deemed in default. City shall provide written notice of such default to Contractor's Project Manager. Contractor shall cure said default within in a period of two (2) working days. If such cure is not completed in a timely manner, City may assess liquidated damages or terminate the Agreement forthwith by giving written notice to Contractors Project Manager. City may, in addition to the other remedies provided in this Agreement or authorized by law, terminate this Agreement by giving written notice of termination. Contractor shall be responsible for all costs incurred by City, including replacement costs of equipment and labor required to provide service during Contractor's default. 2. This agreement may be terminated without cause by the City upon thirty (30) days written notice delivered to the Contractor either personally or by mail. Upon termination, City shall pay to Contractor that portion of compensation specified in the Agreement that is earned and unpaid prior to the effective date of termination. 3. In addition to, or in lieu of, remedies provided in this Agreement or pursuant to law, City shall have the right to withhold all or a portion of Contractor's compensation for contract services if, in the judgment of the Project Manager or designee, the Contractor fails to satisfactorily perform contract services. City shall have the right to retain funds withheld until the Project Manager or designee determines that contract services are performed as required by this Agreement. 6. COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS 1. Contractor shall perform all requirements under this contract in strict observance of and in compliance with all applicable environmental, traffic, safety and any other laws, regulations, ordinances, codes and any other legislative or statutory requirements. 2. Contractor warrants that the performance of services under this contract shall be compliant with the current requirements of the Occupational Safety and Health Act (OSHA) and as it may be amended or updated throughout the term of this contract. 7. ASSIGNMENT Inasmuch as this Contract is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate or subcontract any interest herein without prior written consent of City and any such assignment, transfer; delegation or subcontract without the City's prior written consent shall be considered null and void. F" 19D -20 8. JURISDICTION — VENUE 9. FINES This Contract has been executed and delivered in the State of California and the validity, interpretation, performance and enforcement of any of the clauses of this Contract shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Contract. The Contractor shall be liable for all violation fines levied against the City by State or Federal Agencies and Courts such as, but not limited to, oil or fluid leaks. Pte] 19D -21 TO BE INCLUDED IN PROPOSAL EXHIBIT A -1 PRICING PROPOSAL VENDOR NAME DATE I. PARKING SENSOR PURCHASE AND INSTALLATION PRICING Parking sensor and installation pricing should assume and include all associated network hardware and software. Item Description Quantit Unit Price Extended Price Meters /Installation per space 450 -500 $ $ Sensor /Installation per space 200 -500 $ $ Other $ $ 2.ON -GOING COMMUNICATION AND MANAGEMENT FEES List all applicable recurring monthly fees associated with the system, including communication fees, management fees, connection and transaction fees, etc. Narrative to be attached describing each item in detail. Item Description Interval Unit Unit Price Quantit Extended Price Example: Communication Fee Months Sjaace 15.00 500 1? 15-00 3.REPLACEMENT PARTS PRICING Item Description Unit Price 20 19D -22 EXHIBIT A CITY OF SANTA ANA COMMUNITY DEVELOPMENT AGENCY REQUEST FOR PROPOSALS FOR THE MODERNIZATION OF DOWNTOWN PARKING METERS THIS DOCUMENT IS FOR INFORMATION PURPOSES ONLY TO ILLUSTRATE EXISTING CITY OF SANTA ANA PARKING METER City of Santa Ana Downtown Parking District PARKING METERS ... Meter Boundaries 11111 Downtown - 464 Spaces Mott to civic cmffmonino r m Smoot) Midtown - 399 Spaces (civic ccmcr to 6onoloTrcnch to amalwvy) IIIII Willard - 355 Spaces (Civic crnt" to wa h,ngmrvD¢mdwvy to rlov. ) e Fiesta Meter Park - 59 Spaces © Fifth & Main Garage (Meters Only) - 22 Spaces © Old Courthouse (County Lot) - 22 Spaces PARKING GARAGES © Fifth & Main - 344 Spaces e Third & Broadway - 440 Spaces © Fifth & French - 685 Spaces A Third & Birch - 400 Spaces LJ U,1 �. .. LOCATIONS -• _ _,.....—;.—...,.....,-..« «.... 21 19D -23 EXHIBIT B ADDITIONAL INSURED ENDORSEMENT FOR COMMERCIAL GENERAL LIABILITY AND BUSINESS AUTOMOBILE POLICIES Insurance Company This endorsement modifies such insurance as is afforded by the provisions of Policy # relating to the following; 1. The City of Santa Ana, 20 Civic Center Plaza M -25, Santa Ana, California 92701; its officers, employees, agents, volunteers and representatives are names as additional insured(s) ( "additional insured(s)" with regard to liability and defense of suits arising from the operations and uses performed by or on behalf of the named insured. 2. With respect to claims arising out of the operations and uses performed by on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of additional insured(s). 3. This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the company's limits of liability. The inclusion of any person of organization as an insured shall not affect any right which such person or organization would have as a claimant if not so included. 4. With respect to the additional insured(s), this insurance shall not be cancelled, or materially reduced in coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana, 20 Civic Center Plaza M -25, Santa Ana, California 9.2701. (Completion of the following, including countersignature, is required to make this endorsement effective.) Effective Policy # Issued to this endorsement form as part of Name Insured Countersigned by: 22 19D -24 Authorized Representative EXHIBIT C CITY OF SANTA ANA COMMUNITY DEVELOPMENT AGENCY REQUEST FOR PROPOSALS FOR THE MODERNIZATION OF DOWNTOWN PARKING METERS THIS SHEET MUST BE COMPLETED IN FULL AND RETURNED WITH OFFEROR'S PROPOSAL List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required for additional references. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference No. 1 Customer Name: Address: Contract Amount: Contract Individual: Phone Number: Facsimile Number: Year: Description of supplies, equipment, or services provided: Reference No. 2 Customer Name: Contract Individual: Address: Phone Number: Facsimile Number: Contract Amount: Year: Description of supplies, equipment, or services provided: Reference No. 3 Customer Name: Contract Individual: 23 19D -25 Address: Contract Amount: Phone Number: Facsimile Number: Year: Description of supplies, equipment, or services provided: 24 19D -26 ATTACHMENT D PROPOSAL REQUIREMENTS CHECKLIST (For Offeror's Use Only) Cover page (excluded from the 10 double -sided or 20 single -sided page limit) Signed Letter of Transmittal (Limited to 1 single -sided page, excluded from the 10 double -sided or 20 single -sided page limit) Table of Contents (excluded from the 10 double -sided or 20 single -sided page limit) Proposal (10 double -sided pages or 20 single -sided pages), including: • Technical specifications • City incurred costs — including price worksheet • Approaches to purchase, leasing, or financing agreements • Approach and schedule for implementing the desired meter technology, including, but not limited to: Implementation schedule, Installation steps, Operations and Maintenance Plan, Software and Management Components, Warranty options and Information, Training Plan, Credit card processing, Marketing and Education and Modularity • Methodology for establishing wireless communications • Approaches to innovation and uniqueness Pricing Proposal Worksheets (excluded from the 10 double -sided pages or 20 single -sided page limitation) Sample Management Reports (included as an appendix, excluded from the 10 double -sided pages or 20 single -sided page limitation) Product Brochures (Optional - included as an appendix, excluded from previous page limitations) Exhibit's A -1, B, C, E, F and G Submitted Material: One original + eight copies = total of nice (9) If any of the required items are missing or exceed the page limitations specified, the Proposal will be deemed non - responsive. 25 19D -27 TO BE INCLUDED IN PROPOSAL EXHIBIT E CITY OF SANTA AND COMMUNITY DEVELOPMENT AGENCY REQUEST FOR PROPOSALS FOR THE MODERNIZATION OF DOWNTOWN PARKING METERS PROPOSAL & CONTRACT AGREEMENT - PROPOSER'S STATEMENT Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting here on the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting her approval of the form for this document, and its execution, and when it or an exact copy of it and be either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto. Proposer further agrees that upon delivery (as defined above) of the accepted agreement he /she will furnish City all required bonds and certificates of liability insurance within ten (10) days (excluding Saturdays, Sundays and City's legal holidays), or the funds, check drafts, or proposer's bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damagers due to the delay and other causes suffered by City because of failure to enter into an Agreement and /or furnish necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer's bond substituted in lieu thereof shall be returned to the undersigned. Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. All terms contained in the Specifications, the Certification of Non- Discrimination by Contractors, and the Workers' Compensation Insurance Certificate are to be incorporated by reference into this Agreement and are made specifically as part of this RFP. FIRM SIGNED AND PRINTED NAME TITLE 26 19D -28 DATE TO BE INCLUDED IN PROPOSAL EXHIBIT F CITY OF SANTA ANA COMMUNITY DEVELOPMENT AGENCY REQUEST FOR PROPOSALS FOR THE MODERNIZATION OF DOWNTOWN PARKING METERS PROPOSAL AND CONTRACT AGREEMENT CERTIFICATION OF NONDISCRIMINATION BY CONTRACTOR The undersigned Contractor or corporate officer, during the performance of this contract, certifies as follows: 1. The Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Contractor shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not limited to, the following: employment, upgrading, demotions, or transfer; recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Contractor shall, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Contractor shall send to each tabor union or representative of workers with which he has a collective bargaining agreements or other contract or understanding, a notice to be provided advising the said labor union or workers' representative of the Contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Contractor complies with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Contractor shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and order of the Secretary of Labor, or pursuant thereto, and will permit access to his/ her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 6. In the event the Contractor's non - compliance with the non - discrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts or federally assisted construction/ services contracts in accordance with procedures authorized in Executive Orders 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. 27 19D -29 7. The Contractor shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency, the Contractor may request that the United States enter such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1039, and as amended, no discrimination shall be made in the employment of persons because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any Contractor violating this Section is subject to all the penalties imposed for a violation of the Chapter. FIRM SIGNED AND PRINTED NAME TITLE 28 19D -30 DATE TO BE INCLUDED IN PROPOSAL EXHIBIT G CITY OF SANTA ANA COMMUNITY DEVELOPMENT REQUEST FOR PROPOSALS FOR MODERNIZATION TO DOWNTOWN PARKING METERS NON - COLLUSION AFFIDAVIT CITY OF SANTA ANA PROPOSAL AND CONTRACT AGREEMENT NON - COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the City of SANTA ANA COMMUNITY DEVELOPMENT AGENCY In accordance with Title 23 United State Code Section 112 and Public Contract Code 7106 the PROPOSER declares that this bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the PROPOSER has not directly or indirectly induced or solicited any other PROPOSER to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived or agreed with any PROPOSER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the PROPOSER has not in any manner, directly or indirectly, sought by agreement, communication or conference with anyone to fix the bid price of the PROPOSER or any PROPOSER, or to fix any overhead, profit, or cost element of the bid price, or of that of any other PROPOSER, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the contents thereof, or divulged information or data relative thereof, or paid, and will not pay, any fee to any corporation, partnership, company associations, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. Note: The above Non - collusion Affidavit is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Non - collusion Affidavit. PROPOSERS are cautioned that making a false certification may subject the certifier to criminal prosecution. State of California County of Subscribed and sworn to (or affirmed) before me on this day of , 20 , by , proved to me on the basis of satisfactory evidence to the person(s) who appeared before me. Notary Public Signature Notary Public Seal 29 19D -31 19D -32