COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 900693
SPECIFICATIONS, TERMS & CONDITIONS
For
Pre-Pay Parking Fee Machines
MANDATORY NETWORKING/BIDDERS CONFERENCE AND SITE WALKTHROUGH
At
2:00 p.m.on
January 27, 2010
At
Social Services Agency
24100 Amador Street
Shooting Star Room 638
Hayward, CA 94545 / 10:00 a.m.
on
January 28, 2010
At
General Services Agency
1401 Lakeside Drive
Conference Room 1107
Oakland, CA 94612
For complete information regarding this project see RFP posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the person listed below. Thank you for your interest!
Contact Person: Jennifer Chan Ngo, Contracts Specialist II
Phone Number: (510) 208-9604
E-mail Address:
RESPONSE DUE
By
2:00 p.m.
On
February 24, 2010
At
Alameda County, GSA-Purchasing
1401 Lakeside Drive, Suite 907
Oakland, CA 94612
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 900693
SPECIFICATIONS, TERMS & CONDITIONS
For
Pre-Pay Parking Fee Machines
TABLE OF CONTENTS
Page 1 of 2
Page
I. ACRONYM AND TERM GLOSSARY 4
II. STATEMENT OF WORK
A. Intent 5
B. Scope 5
C. Vendor Qualifications/Specific Requirements 6
D. Debarment and Suspension 14
E. General Environmental Requirements 14
F. Deliverables/Reports 16
III. INSTRUCTIONS TO BIDDERS
G. County Contacts 17
H. Calendar of Events 18
I. MANDATORY Networking/Bidders Conference 18
J. Submittal of Bids 20
K. Response Format 21
L. Evaluation Criteria/Selection Committee 22
M. Contract Evaluation and Assessment 27
N. Notice of Award 27
O. Bid Protest / Appeals Process 28
IV. TERMS AND CONDITIONS
P. Term / Termination / Renewal 29
Q. Brand Names and Approved Equivalents 29
R. Quantities 30
S. Pricing 30
T. Award 31
U. Method of Ordering 31
V. Invoicing 32
W. County Provisions 32
X. Online Contract Compliance Management System 35
Y. Compliance Information and Records 36
Z. Account Manager/Support Staff 37
AA. General Requirements 37
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 900693
SPECIFICATIONS, TERMS & CONDITIONS
For
Pre-Pay Parking Fee Machines
TABLE OF CONTENTS
Page 2 of 2
ATTACHMENTS
Exhibit A – Acknowledgement
Exhibit B – Bid Form
Exhibit B-1 – Informational Quotation
Exhibit C – Insurance Requirements
Exhibit D1 – Current References
Exhibit D2 – Former References
Exhibit E – SLEB Certification Application Package
Exhibit F – Small and Local Business Subcontracting Information
Exhibit G – Request for Small and Local or Emerging Preference
Exhibit H – First Source Agreement
Exhibit I – Exceptions, Clarifications, Amendments
Exhibit J – [Intentionally Omitted]
Exhibit K – Environmental Certification
Exhibit L – RFP Vendor Bid List
Exhibit M – Response/Content Submittal; Completeness Check List
Exhibit N – Debarment and Suspension Certification
Specifications, Terms & Conditions
for Pre-Pay Parking Fee Machines
I. ACRONYM AND TERM GLOSSARY
Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase.
Bid / Shall mean the bidders’/contractors’ response to this RequestBidder / Shall mean the specific person or entity responding to this RFP
Board / Shall refer to the County of Alameda Board of Supervisors
CSC / Shall refer to County Selection Committee
Contractor / When capitalized, shall refer to selected bidder that is awarded a contract
County / When capitalized, shall refer to the County of Alameda
Environmentally Preferable Products / Products manufactured in a manner such that the impact on the environment is minimized throughout the entire lifecycle of the product by implementing sustainable practices during material sourcing, manufacturing, transportation, and by providing products that can be used and disposed of in an environmentally sound manner
EPA / United States Environmental Protection Agency
Federal / Refers to United States Federal Government, its departments and/or agencies
F.O.B / Shall mean without charge for delivery to destination and placing on board a carrier at a specified point (Free On Board)
Labor Code / Refers to California Labor Code
MSDS / As used herein shall refers to Material Safety Data Sheets
OSHA / Refers to California Occupational Safety and Health Administrations
PBTs / Persistent, Bioaccumulative Toxins including compounds such as dioxins, polychlorinated biphenyls, and mercury as defined by the United States Environmental Protection Agency and listed on the EPA’s website at www.epa.gov/opptintr/pbt/
Pre-Pay “on-foot” Parking Fee Machines / Refers to the machine where parking customers will pay to exit the garage at a centrally located machine station before returning to their vehicle
Proposal / Shall mean bidder/contractor response to this RFP
PO / Shall refer to Purchase Order(s)
Request for Proposal / Shall mean this document, which is the County of Alameda’s request for contractors’/bidders’ proposal to provide the goods and/or services being solicited herein. Also referred herein as RFP
Response / Shall refer to bidder’s proposal or quotation submitted in reply to RFP
RFP / Request for Proposal
SLEB / Small Local Emerging Business
Source Reduction / Refers to products that result in a net reduction in the generation of waste compared to their previous or alternate version and includes durable, reusable and remanufactured products; products with no, or reduced, toxic constituents; and products marketed with no, or reduced, packaging.
State / Refers to State of California, its departments and/or agencies
II. STATEMENT OF WORK
A. INTENT
It is the intent of these specifications, terms and conditions to find qualified vendors who can provide Alameda County with pre-pay “on-foot” parking fee machines, including any and all maintenance required.
The County intends to award a 3 year contract (with option to renew) to the bidder(s) selected as the most responsible bidder(s) whose response conforms to the RFP and meets the County’s requirements.
B. SCOPE
The General Services Agency Parking Division (Parking Division) maintains three public parking garages throughout the County. These garages have onsite personnel who receive cash payments in pay booths as vehicles exit the facilities. At times, the cash transactions create large back-ups and delays for parking customers.
The Parking Division is currently using an Amano-McGann ticket dispensing and fee charging system in all three parking garages. This system has been in place for approximately ten years.
The County intends to purchase pre-pay “on-foot” parking fee machines so customers may pay their parking fees at a centrally located machine station before returning to their vehicles. These machines must be linked to the ticket receptacles at the garage entrance and exit allowing for the customers to enter, pay their fees at the “on-foot” parking fee machines, and exit the facilities. Additionally, the system must be capable of receiving payments by the pay-booth attendant.
Vendors will be required to inspect the three County garage facilities prior to providing their RFP response with proposal for the type of equipment, location, and installation of the pre-pay “on-foot” parking fee machines, any required auxiliary equipment and maintenance of equipment. The location and capacity of the three parking garage facilities are as follows:
LOCATION / CAPACITYAlco Park
165 13th Street
Oakland, CA 94612 / 700 Spaces
Amador Garage
24360 Amador Street
Hayward, CA 94544 / 1190 Spaces
7th & Jefferson Garage
585 7th Street
Oakland, CA 94607 / 618 Space
A mandatory networking/bidders conference and site walkthrough will be held in order for prospective vendors to tour the parking structures identified above, as well as survey the facilities and recommend where and the quantity of the machines that will be installed. Bidders who do not attend the mandatory networking/bidders conference and site walkthrough will not be considered for award.
C. VENDOR QUALIFICATIONS/SPECIFIC REQUIREMENTS
1. Vendor Minimum Qualifications
a. Vendor shall be regularly engaged in the business of providing parking station equipment and maintenance for the past two years
b. Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFP.
2. Specific Requirements
In order for a bid to be considered, all vendors must have a representative attend the MANDATORY Networking/Bidders Conferences and Site Walkthroughs at Oakland and Hayward which are scheduled for 2:00 p.m. on January 27, 2010 in Hayward and at 10:00 a.m. on January 28, 2010 in Oakland.
The County has determined minimum system specifications and requirements as outlined below. Failure to comply with these specifications may be cause for rejection of the bidder’s proposal. Alternate components that will meet the same criteria may be considered. Bidders must state the number of machines required for each facility. Include criteria such as stalls serviced per machine, and expected turnover.
a. Hardware Specifications
1) External Design
a) The unit will have a visually pleasing design and exterior finish. The color will be vendor’s default color.
b) Internal components must be enclosed in a theft resistant steel housing. Housing must be a minimum 12 gauge cold rolled steel. Stainless Steel must be quoted as an option.
c) The pre-pay “on-foot” parking fee machines units must be plumb mounted.
d) Design must include bolts (anchor) that are only accessible by the County maintenance staff and not viewable to the public.
e) The pre-pay “on-foot” parking fee machines must have separate compartments for maintenance and collection. There will be no access to the money in the cash box when the unit is open for maintenance or collection.
f) The height of the pre-pay “on-foot” parking fee machines and all coin and card aperture locations must be compatible with the Americans with Disabilities Act (ADA) requirements.
2) Inventory of Parts
a) Vendor must provide a detailed list of inventory supplies with the expected life expectancy of each part.
b) Vendor must provide a price list of all parts should there be a need to order additional items. The cost of the parts will be included in the bid cost or will be covered under the warranty for the pre-pay “on-foot” parking fee machines. Parts must be described as either being proprietary or non-proprietary.
c) Vendor must be able to provide the County with supplies, including full unit replacement if needed, within 72 hours from original request, or notify the County when pre-pay “on-foot” parking fee machine replacement will be delivered.
3) Pre-pay “on-foot” Parking Fee Machine Screens
a) The back lights will have energy saving capacities to help with visibility.
b) The machines will be protected by Lexan windows or equivalent material.
c) The machines will be easily readable under various daytime and nighttime light conditions.
d) The machines will be capable of displaying 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).
e) Color LCD will be considered, but is not mandatory.
f) For increased contrast, the screen must display dark lettering on light background, or light lettering on dark background. The contrast settings should be selectable and allow for automatically changing from one to the other and back at predetermined times during the day.
g) Screen must be able to display a graphic and/or photograph for a user defined amount of time when the pre-pay “on-foot” parking fee machines are turned on.
h) All prompts on the pre-pay “on-foot” parking fee machine must be user configurable.
i) Screen Prompts/Instructions
i. Instructions should be provided in English.
ii. Use of International symbols when and where ever possible.
iii. Instructions should be provided on the LCD screen as well as usage of decals and permanent signage on the pre-pay “on-foot” parking fee machines. Instructions should be clear and concise.
iv. Vendor will provide signage to be mounted on the pre-pay “on-foot” parking fee machine that directs the public to pay at the parking fee machine.
v. Screen must maintain normal operation within 0 degrees Fahrenheit to 120 degrees Fahrenheit additionally able to handle humidity.
4) Keypad
a) Pre-pay “on-foot” parking fee machines must have a full numeric, tactile feel keypad.
b) When a key is pressed, an audible indication must be given to provide feedback to the parker.
c) The keypad must be vandal resistant, weather proof and corrosion resistant.
d) The keypad must be modular and easily unplugged and removed with basic tools for easy servicing.
b. Payment Specifications
1) Pre-pay “on-foot” parking fee machines must be able to accept $1, $2, $5, $10 and $20 denomination bills, dollar coins, quarters, dimes, and nickel coins.
2) Pre-pay “on-foot” parking fee machines must be able to detect and reject foreign coins and slugs. If the coin slot is jammed (inoperable), the unit will still accept credit payments.
3) Credit Card Option
(a) Debit & credit card acceptance shall include at least Visa and MasterCard and if possible American Express and Discover. The pre-pay “on-foot” parking fee machine must be Payment Certification Industry (PCI) compliant. Vendor supplying parking equipment must meet the credit card data security requirements outlined by the Payment Card Industry Standards Council (http//www.pcisecuritystandards.org) for service providers and/or software vendors. PCI Certification must be achieved through a third party audit process. The provision of voluntary security scan reports and questionnaires as proof of compliance will not be acceptable.
(b) Reader and Operation
i. The credit card reader must only partially ingest the credit card, so that the parking customer maintains control of the credit card at all times.
ii. The credit card component must be modular and easily unplugged and removed with basic tools for easy servicing.
(c) All credit card transactions must meet or exceed the latest security requirements and/or encryption for wireless financial data communications.
4) Bill Option
(a) Bill Acceptor
i. Must accept one bill through a single slot
ii. Bill acceptor will be programmable to accept dollar bills of any denomination up to $20 (no foreign bills)
iii. Will recognize bill regardless of the direction the bill was inserted (face-up, face-down)
iv. Must reject all fraudulent bills, as well as any that cannot be read by the bill acceptor
v. Bills will not be returned unless rejected
vi. Prior to bill acceptor becoming full, a signal must be sent to the home office to indicate maximum capacity
vii. Change will be received in coins up to $13 via the Coin Hopper (see #6)