HARTFORD PARKING AUTHORITY
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REQUEST FOR PROPOSAL
RFP #051917
PARKING ACCESS & REVENUE CONTROL SYSTEM UPGRADE/REPLACEMENT & ROUTINE EQUIPMENT MAINTENANCE
LOCATED AT
MAT GARAGE SHELDON STREET LOT
FOR THE
HARTFORD PARKING AUTHORITY
DATE ISSUED: MAY 19, 2017
PROPOSAL DUE DATE: SEPTEMBER8, 2017AT 4:00 P.M. EDT
SEND ALL SEALED PROPOSALS TO:
HARTFORD PARKING AUTHORITY
ADMINISTRATIVE OFFICE
11 Asylum Street, 2nd Floor
Hartford, CT 06103
PHONE (860) 527-7275
ATTN: ERIC BOONE, CEO
DURING THE PERIOD BEGINNING WITH RECEIPT OF THIS RFP AND UNTIL A CONTRACT IS AWARDED, PROPOSERS SHALL NOT CONTACT ANY EMPLOYEE OF THE HARTFORD PARKING AUTHORITY, THE CITY OF HARTFORD, ANY CONSULTANTS, OR ATTORNEYS INVOLVED IN THIS PROCESS FOR ADDITIONAL INFORMATION, EXCEPT AS NOTED IN THE RFP. ANY UNAUTHORIZED CONVERSATIONS OR COMMUNICATIONS CONCERNING THIS RFP WITH THEHPA, CITYEMPLOYEE, ANY CONSULTANTS, OR ATTORNEYS INVOLVED IN THIS PROCESS PRIOR TO CONTRACT AWARD IS PROHIBITED AND MAY BE GROUNDS FOR DISQUALIFICATION.
ORIGINAL RELEASE: MAY 19, 2017
RE-RELEASE:AUGUST 7, 2017
MANDATORY PROPOSER SITE TOUR:AUGUST 30, 2017 @ 10:00AM
PROPOSALS DUE: SEPTEMBER8, 2017
DOCUMENT INFORMATION
DOCUMENT OWNERSHIP AND HISTORY
This document is property of the Hartford Parking Authority (“HPA”) and its contents cannot be disseminated or distributed, in part or whole, without prior written approval from HPA.
INTERPRETATION OF THIS REQUEST FOR PROPOSAL
A term defined in the singular may be used in the plural, and vice versa, all in accordance with ordinary principles of English grammar, which also govern all other language in this RFP. The words “include” and “including” shall be construed to be followed by the words: “without limitation.” Each of these terms shall be interpreted as if followed by the words “(or any part of it)” except where the context clearly requires otherwise.
Every reference to any document, including this RFP, may be modified from time to time to the extent allowed by HPA or the City. This includes all exhibits, schedules, addenda and riders to such document.
The word “or” includes the word “and.”
All schedules, exhibits and addenda attached to this RFP are hereby incorporated into and made part of this RFP in their entirety. Every reference with regard to federal, state or local law includes any amendments and modifications, from time to time for which the Proposer is responsible for understanding, tracking and assessing.
Any reference herein to the “System” shall mean all the features and functions, hardware, software, data and related aspects that in any way affect the operations of the equipment to be upgraded or maintained.
Prospective Proposers are advised to familiarize themselves with Section 6, Glossary of Defined Terms, in order to enable a complete and accurate review of this RFP.
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Table of Contents
1.INTRODUCTION
1.1Purpose
1.2General Descriptions
1.3Qualified Proposer
1.4Bond Requirements
2.SUBMITTAL AND SELECTION PROCESS
2.1Submittal Point of Contact
2.2Proposer Questions, Interpretations, Addenda and HPA Response
2.3Alternate Proposals
2.4Selection Committee and Selection Process
2.5 Restriction on Communications
3.SCOPE OF SERVICES
3.1General Design Attributes
3.1.1 MAT Garage
3.1.2 Sheldon Street Lot
3.2 Existing Equipment
3.3Proposed Hardware
3.4Proposed Software
3.5Warranty
3.6Installation
3.7 Training
3.8System Maintenance
4.FORMAT FOR PROPOSALS
4.1Instructions for Proposal Submission
4.2Format
4.3Article 1: Transmittal Letter
4.4Article 2: Executive Summary
4.5 Article 3: Proposer Company History
4.6 Article 4: Experience and Ability
4.7Article 5: Organizational Structure
4.8Article 6: List of Assumptions
4.9Article 7: Statement of Work (SOW)
4.10 Article 8: Key Personnel
4.11 Article 9: Roles and Responsibilities
4.12 Article 10: Implementation Approach
4.13Article 11: Financial Capability
4.14Article 12: Legal Issues History
4.15Article 13: Corporate Reporting
4.16Article 14: References
4.17Article 15: Cost Proposal
5.TERMS AND CONDITIONS
5.1Contract Term
5.2Contract Termination
5.3Contract Breach
5.4Events of Default and Remedies
5.4.1 Events of Default
5.4.2 Election of Remedies
5.5Contract Modification
5.6Commercial Surface Parking Lot Physical Conditions
5.7The Proposer’s Insurance Requirements
5.8Living Wage Ordinance
5.9Binding Effect of Proposal
5.10RFP Is Not an Offer
5.11Deviating from RFP Requirements
5.12Conflicts, Discrepancies, Omissions and Inaccurate Conclusions
5.13Exceptions to the RFP
5.14Oral Agreement or Arrangements
5.15The Proposer
5.16Implementation Time Frame
5.17Proposal Expenses
5.18Due Diligence
5.19Due Diligence Representations and Warranties
5.20Indemnification and Hold Harmless
5.21Proposer Presentation of Supporting Evidence/Surety
5.22Independent Price Determination
5.23Ownership of Proposals
5.24Trade Secrets/Proprietary Information/FOIA
5.25Retention of Records
5.26Compliance with Labor Law
5.27Requirement for Representation Pertaining to Collusion or Conflict of Interest
5.28Conformance of Awards with State Statutes
5.29Joint Ventures
5.30Use of HPA’s Name
5.31Use of Proposer’s Logo and Company Identity
5.32Proposer Misrepresentation or Default
5.33Offer of Gratuities
5.34Executive Orders
5.35Proposer Changes
5.36Rights Reserved by HPA
6.GLOSSARY OF DEFINED TERMS
1.INTRODUCTION
1.1Purpose
In 2015, 3M elected to shutter its Parking Access and Revenue Control System (PARCS) product division essentially rendering Hartford Parking Authority’s (HPA) MAT garage (MAT) PARCS obsolete. Additionally, HPA desires to align all of its PARCS under one unified brand to streamline operations, maintenance and repair.
The purpose of this RFP is to solicit proposals from qualified Proposers for theupgrade and/or replacement of the current PARCS located at MAT and 141 Sheldon Street Lot (Sheldon). As part and parcel of thisRFP, HPA is also soliciting upgrades and/or changes to the PARCS that will improve garage operations and versatility. Additionally, HPA is soliciting for the Proposer toprovidefull service maintenance of the PARCS equipment on a reoccurring basis.
1.2General Descriptions
MAT Garage
MAT garage is located at 55 Chapel Street South. The garage has three (3) entrances and three (3) exits. The garage consists of one (1) level above grade, one (1) level at grade, and three (3) levels below grade with a total of 907 spaces. PARCS consists of Federal-APD hardware including, gates, card access readers, barcode ticket dispensers, and cashiering stations. The system operates on SCAN-NET software. There is no segregation of monthly and transient parkers.
Sheldon Street Lot
Sheldon is located at 141 Sheldon Street. The lot has one (1) entrance and one (1) exit. The lot consists of 270 spaces. PARCS consists of MPS controllers with LPR operating Elka gates. The system operates on Sentry Link software. There is no segregation of monthly and transient parkers. Data is communicated via point-to-point wifi to a nearby municipal building with a cellular backup.
1.3Qualified Proposer
To be considered “qualified,” a Proposer must have:
- Attend the mandatory Proposer conference and site tour held on August 30, 2017 @ 10:00am.
- Consistent experience inPARCS equipment and operations for the last five (5) years.
- Experience working at the direction, and under the authority of, public parking authorities or departments within the last five (5) years.
- Qualified local personnel with experience in the maintenance of Proposers PARCS.
- Consistent record of providing the highest degree of contract compliance and standards of performance, as further defined within this document.
- Meets all of the requirements defined within this document.
- Proposeror affiliated entity has no delinquent taxes or other financial obligations owed to the City of Hartford.
1.4Bond Requirements
All proposals must include a Bid Bond valued at 10% of the aggregate proposal value.
Prior to Contract execution, the successful Proposer must provide both a Performance Bond and a Payment Bond each valued at 100% of the contract value. Proposers who are equipment manufacturers may deduct the proposal value of their equipment from the total value of the Payment Bond.
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2.SUBMITTAL AND SELECTION PROCESS
2.1Submittal Point of Contact
Unless otherwise specified, (e-mail address) is HPA’s point of contact for purposes of this RFP and subsequent communications. Non-electronic communications should be sent to:
Hartford Parking Authority
Administrative Office
11 Asylum Street, 2nd Floor
Hartford, CT 06103
Attn: Eric Boone
2.2Proposer Questions, Interpretations, Addenda and HPA Response
HPA intends to answer questions from any Proposer that is considering submitting a proposal. However, no interpretation or clarification of any part of this RFP will be made orally to any Proposer. Questions received by Sept 6, 2017 at 4:00 P.M. EDT will be answered if deemed appropriate and germane to this RFP. All such questions must be addressed in writing and sent via email, to HPA’s point of contact. HPA will not respond to telephone inquiries or visits by Proposers or their representatives regarding any aspect of thisRFP.
In order to ensure proper processing of Proposer questions, Proposers must include reference to RFP #051917 on the subject line of the email message and shall reference the RFP Section/subsection (e.g. Section 2.2 Proposer Questions, etc.). Questions must be written in twelve point font, and included as an MS Word attachment to the email. Clarifications or interpretations and any supplemental instructions, if issued, will be posted online, in the form of an Addenda to the RFP. Each Proposer shall be responsible for determining that it has received all Addenda issued.
2.3Alternate Proposals
Proposals must meet all requirements of this RFP. However, if based on a Proposer’s experience, there are alternative approaches that will ultimately achieve HPA’s objectives, but through different solutions that could be more beneficial to HPA, Proposers are encouraged to offer such alternatives and their rationale. Such alternative information shall not be provided in lieu of, but in addition to RFP required responses, and must be clearly marked in electronic blue highlight. HPA will give strong consideration to alternatives in a proposal if it is determined that such alternative enhances the development, implementation, and operational aspects of the facilities.
2.4Selection Committee and Selection Process
The Selection Committee will conduct a detailed evaluation of proposals that have complied with the RFP requirements. Any proposal that is not in compliance with the foregoing requirements may be eliminated from consideration.
Each considered proposal will be assessed against several pre-determined criteria deemed pertinent in the execution of this contract and receive a score. If necessary, the Selection Committee may then interview a select number of Proposers. Proposers selected for interview will be required to present their qualifications to the Committee and demonstrate to the Committee why their firm is most qualified. Proposers will be given up to sixty (60) minutes to present their material. The Selection Committee will reserve their questions until the end of the presentation.
The Selection Committee may then choose to engage in competitive negotiations with the selected Proposers.
Upon completion of the selection committee process the Selection Committee will develop a recommendation for the HPA Board of Commissioners (“Board”) review and subsequent approval or disapproval.
A request for proposal does not necessarily contemplate an award based solely on price. Rather, HPA reserves its right to reject any or all proposals or any portion thereof, for whatever reason. Neither HPA, the City, any of their respective officers, directors, employees or authorized agents shall be liable for any claims or damage resulting from the evaluation, selection, non-selection or rejection of any proposal submitted in response to this RFP.
2.5 Restriction on Communications
From the date of release of this RFP until the execution of a contract, all contacts with personnel employed by, or under contract to, HPA are restricted. During the same period, no prospective Proposer shall approach personnel employed by or under contract to the City of Hartford participating in the evaluation of proposals or any other related matters. An exception to this restriction will be made for Proposers who, in the normal course of business under a current contract with the affected agencies, may need to discuss legitimate business matters concerning their on-going work with the contracting agency.
Violation of these conditions may be considered sufficient cause by HPA to reject a Proposer's proposal, regardless of any other consideration.
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3.SCOPE OF SERVICES
3.1General Design Attributes
The purpose of this section is for HPA to provide its vision for each PARCS location.
3.1.1 MAT Garage
MAT garage’s current daytime clientele is primarily monthly parkers. However, HPA desires to modify the PARCS infrastructure to segregate monthly parking to the upper and lower levels while leaving the grade level open for transient parking.
The monthly parking population varies significantly depending on the day of the week. HPA desires to leverage the change in monthly parking population for the benefit of transient parking through the use of technology such as, but not limited to, license plate recognition (LPR) cameras in order to dynamically modify segregation areas.
Monthly parking will be managed through access RFID cards or the like.
Payment is currently made by means of a cashier. HPA desires proposals to incorporate a cost effective automated payment solution such as pay-in-lane and/or payment kiosks. Additionally, HPA desires an integrated payment method to address high volume events.
3.1.2 Sheldon Street Lot
Sheldon currently utilizes a ticketless credit card in, credit card out LPR system. Due to the extensive use of the lot by the adjacent federal immigration court, the ticketless system leads to confusion of non-English speaking clients resulting in long lines. HPA desires to maintain a cashless system, however, a barcode ticket system needs to be added to PARCS functionality.
HPA is also willing to consider a traditional card reader system in lieu of LPR for its monthly clients.
3.2Existing Equipment
Much of the existing hardware is five years old. Where possible, as permitted by physical condition, reasonable integration limitations, and replacement part supply availability, HPA desires to utilize existing hardware components.
3.3Proposed Hardware
Equipment proposed will possess the following minimum requirements:
- All equipment are from current product lines and not scheduled for “parts only” obsolesces for a minimum of five (5) years.
- Tickets will be bar code or the like (no magnetic stripe).
- All equipment will possesses internal surge suppression or external provisions will be included to provide adequate protection for equipment.
- All equipment is PCI/PTS and PCI/DSS certified, as required by standards.
- Credit card processing is EMV Certified.
- Customer interface will be a full-color screen.
- Must functionally and cosmetically withstand prolonged exposure to elements to include but not limited to:
- Operational temperature range of -15 deg F to 110 deg F
- Ambient humidity of 100%
- Temperature transients of 30 deg F in three hours
- Frequent road salting
- Plowed snow
- Eight (8) hours of direct sun
- Sustained winds of 100 mph
- Urban dust, debris, pollen
- Bird excrement
- Surfaces made of graffiti resistant materials.
- System maintains a 99.5% uptime (calculated between the hours of 7am and 11pm).
- All equipment shall be ADA compliant.
- Incorporates automated “Full Monthly Only” signage.
- Gates arms must possess sacrificial “break-away” fasteners to protect gate equipment.
- Must include in-lane magnetic loops or functional like.
- All hardware components including networkingequipment shall be commercial grade.
- System integrated with video and audio surveillance preferred.
3.4Proposed Software
Software proposed will possess the following minimum requirements:
- Operates on a stable operating system.
- Provides real-time data and reporting.
- Provides real-time remote access for reporting and configuration control.
- The ability to create multiple access profiles/roles to limit user access.
- System maintains a 99.5% uptime (calculated between the hours of 7am and 11pm).
- Incorporates necessary internal controls to mitigate the risk that errors, irregularities, and defalcations occur and go undetected.
- Management of validation accounts
- Validations must accommodate discounts and lockouts based on entry/exit time, flat fee, and percentage fee.
- Each lane shall communicate independently to the server.
- Any cloud based server must include a local backup server or otherwise fail safe operations during a communications failure.
- Displays “Cash Only” or “Credit Only” when a given payment method is unavailable.
- Customer interface have the option of multilingual instructions.
- Customer interface will possess primarily pictorial/animated instructions.
- Proposer holds SSAE 16 certification for financial internal controls.
- Non-Customer GUI is user friendly
- Multiple rate tables set to time/day schedule.
- Fault/Error alarm notification.
- All reporting can be generated on a variable time scale.
- Reports can be automatically generated and emailed on a preset schedule.
- Reports must include, but not limited to:
- Daily Cashiering Summary and Detail
- Validation Accounts
- Transaction Summary and Detail
- Revenue to Lane Activity Reconciliation
- Credit vs. Cash
- Lane Activity
- Administrative Activity By User Summary and Detail
- Maintenance Activity
- Monthly Parking Accounts
- Billings, Collections, Adjustments
- Loop Counts
- Missing Tickets
- Voids
- Credit card transactions reported by date and last four digits
- Live Dashboard Reporting
- System Analytics Reporting
- All system data must be downloadable via CSV or like file type. Live data access preferred.
- Loop count reset controlled by user id.
- Mobile payment integration with Passport App
3.5Warranty
All proposals must include a minimum three-year parts and labor full warranty post acceptance of the installation. Warranty must include all operating system and firmware updates. Warranty must also include lifetime operating system and firmware security updates.
Proposals must provide a detailed description of warranty coverage.
3.6Installation
HPA desires a turn-key installation, Proposer shall be responsible for all installation work, including all peripheral work related to PARCS installation to ensure the proper installation and operation of the PARCS.
Proposers shall act as the prime vendor for the installation and shall be the primary point of contact for the installation. All other non-utility entities involved in the installation process shall be sub-contractors of the Proposer.
The Proposer shall provide a detailed layout and installation plan, including a preliminary installation and testing schedule as part of their proposal.
Installation shall be completed in a timely and workmanlike manner, in accordance with all applicable codes and regulations, and with the use of licensed contractors, where applicable.
Installation shall take place without interruption to garage operations.
The Proposer shall remove all existing hardware not reused as part of the proposal. HPA shall retain ownership of all hardware. The removed hardware will be stored within the garage in a location selected by HPA. Removal will be completed in a manner as not to damage the hardware.