BOISE STATE UNIVERSITY

REQUEST FOR PROPOSAL

RFP #LF16-057

Parking Management System

for

Boise State University

Issue Date02/23/2016

TABLE OF CONTENTS

Page

1. ADMINISTRATIVE and Background INFORMATION...... 3

2. submission Process...... 5

3. Contract...... 12

4. Business Information...... 15

5. Special terms and conditions...... 16

6. Scope of work...... 19

7. proposal review and evaluation...... 54

8. cost proposal...... 57

APPENDIX A--SCOPE OF WORK...... 59

ATTACHMENT 1--Signature Page...... 60

ATTACHMENT 2--offeror questions...... 61

ATTACHMENT 3 references...... 63

ATTACHMENT 4 Cost proposal...... 67

ATTACHMENT 5VENDOR SECURITY ASSESSMENT FORM......

  1. ADMINISTRATIVE AND BACKGROUND INFORMATION

1.1 RFP Administrative Information

RFP Title: / RFP LF16-057, Parking Management System for Boise State University
RFP Project Description: / The purpose of this Request for Proposal (RFP) is to purchase and successfully implement an integrated Parking Management System for Boise State University.
RFP Lead/Address to deliver response: / Lori Farris, Buyer
1910 University, MS-1210
Boise, ID 83725-1210

Phone:(208) 426-5449
University Purchasing Dept. (all RFP information and updates will be posted to this website): / click on Bid Opportunities link and select appropriate solicitation
Optional Pre-Proposal Conference: / 03/1/2016 Mountain Standard Time (Details will be provided upon RSVP)
Location: / Teleconference (Details will be provided upon RSVP)
Deadline To Receive Questions: / 3/2/2016, 11:59:59AM Mountain Standard Time
Anticipated Release of Answers to Questions: / 3/3/2016 at click on Bid Opportunities link.
RFP Closing Date: / 3/21/2016, 5:00:00 PM Mountain Daylight Time, Late responses will not be accepted.
RFP Opening Date: / 10:30 AM Mountain Daylight Time in Purchasing Department on the first work day following the Closing Date.
Demonstration/Oral Presentations: / If required, tentatively scheduled for, Week of 4/10/2016 for Offerors from whom a demonstration is requested.
Validity of Proposal: / Proposals are to remain valid for one hundred twenty (120) calendar days after the scheduled RFP Closing Date. Proposals submitted with a validity period of less than this will be found non-responsive and will not be considered.
Initial Term of Contract and Renewals: / Initial term of the Contract will be for an implementation phase plus two (2) calendar years. The implementation phase shall commence upon signing of a contract and terminate upon System acceptance and Go Live. The two (2) year period shall commence immediately following Go-Live acceptance, and terminating two (2) years following the Go-Live date. Following the Initial Term, the parties may extend the Contract, under the same terms and conditions, on an annual basis, upon mutual written consent. At the time of extension, the annual renewal pricing will not exceed five (5) percent over the previous year’s renewal term without nullifying the contract.

1.2Scope of Purchase–Boise State University is soliciting proposals for a Parking Management System. Boise State University, Transportation and Parking Services strives to meet the growing needs of a Metropolitan Research University of Distinction. We will be expanding our current parking management software system to encompass a more robust system, combining current contracted systems and streamlining them into a centralized unit. In order to benefit our customers, we desire an extensive software management system for all parking operations, including event parking reservation and transaction processing, focusing on current needs and future growth, with the ability to enhance our system based on our student, employee and community’s wants and needs.

1.3 Boise State University Overview - Boise State University (“University”) is a public, higher-educational institution located in Boise, Idaho. Serving approximately 22,000 students and employing nearly 2,690 faculty and staff, the University offers undergraduate,graduate, and non-degree programs.More information is available at

1.4 Current Environment - Boise State University is currently utilizing parking management software by iParq - Intelligent Parking. This software solution is used to manage our customer accounts, order information, permit inventory and permissions settings, enforcement module, and vehicle information. We are currently using an in-house created event reservation solution. Due to the expanse of our coverage, we also leveraging solutions from Genetec LPR hardware and software, Digital Iris for Luke pay station, and IPS meter management, and works regularly with the main campus PeopleSoft installation for campus personnel and financial management. The University is also in the midst of expanding our financial management piece to implement an expansion to Oracle Fusion Cloud in 2016.

The Boise State University Transportation and Parking Services Department offers these metrics to understand how we utilize current systems, and the scope of business we regularly process:

Student population of 22,259

Faculty and staff population of 2,689

7,851 vehicle parking spaces in structures and lots across campus

21,000 citations per year

13,000 permits per year

1,700 events managed

Reservation, Estimate, Quote, Setup, Parking Staff During Event, Teardown

Arrears billing for event personnel, equipment and spaces

Digital codes for pay stations

Approximately 1,300 Pre-Paid permits for specific event categories

In the field payments for parking during events

1.5 Timeline (M) - Upon award of the RFP, signing of the contract and within ten (10) days of receipt of the University’s purchase order, the successful Contractor must provide a complete project timeline to the University’s Parking Services Department and the University’s Purchasing Department. The University’s preference is for the system to Go-Live in the month of July 2016.

2. SUBMISSION - PROCESS, FORMAT, & REQUIREMENTS

2.1 Pre-Proposal Conference and Questions and Answers

2.1.1A non-mandatory pre-proposal conference will be held at the location and time as indicated in Section 1.1 of this RFP. This will be your opportunity to ask questions of the University staff. All interested parties are invited to participate, restricted to two (2) incoming phone lines from each prospective Offeror as the number of telephone lines is limited. Those choosing to participate must pre-register via email with the name and contact information of participants to the RFP Lead to receive meeting details. This conference will be used to explain, clarify, or identify areas of concern in the RFP. Those asking questions during the pre-proposal conference will be asked to submit those questions to the University in writing by the designated “Deadline to Receive Questions” period as indicated in Section 1.1 of this RFP. Any oral answers given by the University during the pre-proposal conference are to be considered unofficial. Conference attendance is at the Offeror’s own expense. For simplicity’s sake, Offerors are strongly encouraged to submit just one, final set of questions, after the pre-proposal conference but prior to the question deadline, rather than multiple sets of questions.

2.1.2All questions regarding the proposed product or service must be submitted to the RFP Lead by the “Deadline to Receive Questions” noted in Section 1.1. Questions must be submitted using Attachment 2, “Offeror Questions,” via email to the RFP Lead at the address listed in Section 1.1 for the RFP Lead. Official answers to all questions will be posted on the University’s website as an amendment as indicated in Section 1.1, of this RFP.

2.1.3All questions regarding the State of Idaho Standard Contract Terms and Conditions, State’s “Solicitation Instructions to Vendors” and State’s “Special Terms and Conditions for Customized Software and Related Services” (if applicable) found at or, and as may be amended from time to time, and incorporated in this RFP by reference (collectively, the Terms and Conditions”) must also be submitted in the same form as provided in 2.1.2 and must be submitted by the deadline to receive questions as stated in Section 1.1. Questions regarding these requirements must contain the following:

2.1.3.1 The term or condition in question;

2.1.3.2 The rationale for the specific requirement being unacceptable to the Offeror (define the deficiency);

2.1.3.3 Recommended verbiage for the University’s consideration that is consistent in content, context, and form with the University’s requirement that is being questioned; and

2.1.3.4 Explanation of how the University’s acceptance of the recommended verbiage is fair and equitable to both the University and the Offeror.

2.1.4In response to questions regarding the Terms and Conditions, the University will, in its sole discretion (i) accept the proposed modification or a proposed alternative as an amendment to the RFP, or (ii) reserve the question to be negotiated in accordance with Section 3.4 hereof.

2.1.5Proposals received that qualify the offer based upon the University accepting other terms and conditions not found in the RFP or which take exception to the University’s terms and conditions maybe found non-responsive, and no further consideration of the proposal will be given.

2.1.6Any Offeror proposed modifications will be incorporated into the contract only if specifically accepted by University in an amendment to the RFP or otherwise as expressly accepted in writing by the University.

2.1.7From the date of release of this RFP until an Intent to Award Letter is issued, all contact and requests for information shall be directed to the RFP Lead, only. Regarding this RFP, all contact with other personnel employed by or under contract with the University is restricted. During the same period, no prospective Offeror shall approach personnel employed by, or under Contract to the University, on any other related matters. An exception to this restriction will be made for Offerors who, in the normal course of work under a current and valid contract with the University, may need to discuss legitimate business matters concerning their work with the University. Violation of these conditions may be considered sufficient cause by the University to reject anOfferor’s proposal, irrespective of any other consideration.

2.1.8Proposals should be submitted on the most favorable terms from both a price and technical standpoint as well as with regard to legal terms and conditions. The University reserves the right to accept any part of a proposal, or reject all or any part of any proposal received, without financial obligation, if the University determines it to be in the best interest of the University to do so.

2.1.9No verbal proposals or verbal modifications will be considered. An Offeror may modify its proposal in writing prior to the RFP closing time. A written modification must include the date and signature of the Offeror or its authorized representative.

2.1.10All data provided by the University in relation to this RFP represents the best and most accurate information available at the time of RFP preparation. Should any data later be discovered to be inaccurate, such inaccuracy will not constitute a basis for Contract rejection or Contract amendment by an Offeror.

2.1.11All proposal concepts and material submitted becomes the property of the University and will not be returned to Offeror. Award or rejection of a proposal does not affect this right. Proposals and supporting documentation may be available for public inspection upon written request following the announcement of a Contract award, except for information specifically labeled on each separate page as a “trade secret” under the Idaho Public Records Act, Section Title 74, Chapter 1, Idaho Code (“the Act”). Alternatively, information may be specifically labeled “exempt” from public records under another exemption found in Act. Information specifically labeled as trade secret or otherwise exempt may be protected from disclosure, but only to the extent consistent with the Act or otherwise applicable federal or state law or regulation. Accordingly, the University cannot guarantee its confidentiality.

2.1.12An appeal by anOfferor of a specification, a non-responsiveness determination, or the award is governed by the Boise State University Purchasing Appeals Process,and must be filed in accordance with that process, which can be found on the Internet at

2.1.13Proposal opening will be held at the location and time as indicated in Section 1.1 of this RFP. All Offerors, authorized representatives and the general public are invited, at their own expense, to be present at the opening of the proposals. During the proposal opening only the names of the Offerors will be provided.

2.2Proposal Format

2.2.1These instructions describe the format to be used when submitting a proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted proposals. There is no intent to limit the content of proposals. Evaluation points may be deducted from the Offeror’s possible score if the following format is not followed.

2.2.2Any qualified Offeror may submit a proposal. All Offerors are qualified unless disqualified. Those Offerors presently on the General Service Administration’s (GSA) “list of parties excluded from federal procurement and non-procurement programs” may be disqualified. Information is available on the Internet at:

2.2.3Offerors must adhere to all requirements of this RFP to be considered responsive. The determination of whether a proposal is responsive is a determination made solely by the University. The University reserves the right to waive any nonmaterial variation that does not violate the overall purpose of the RFP, frustrate the competitive bidding process, or afford any Offeror an advantage not otherwise available to all Offerors.

2.2.4Proposals must demonstrate that Offerors have the ability to complete the described functions of this RFP.

2.2.5Sections of the format may be listed with an Evaluated Requirement.

Evaluation Code - The codes and their meanings are as follows:

(M) Mandatory Specification or Requirement -failure to comply with any mandatory specification or requirement may at the sole discretion of the University render Offeror’s proposal non-responsive and no further evaluation will occur. Offeror must indicate whether their proposed system can perform the requirement listed.

For any specifications or requirements listed as (M), your proposed system must have these functions currently in production.

(ME) Mandatory and Evaluated Specification - failure to comply/respond may render Offeror’s proposal non-responsive and no further evaluation will occur. Offeror is required to respond to this specification with a statement outlining its understanding and how it will comply. Points will be awarded based on predetermined criteria.For any specifications or requirements listed as (ME), your proposed system must have these functions currently in production.

NOTE: If any requirement listed as (M) or (ME) exists in your proposed system, but is accomplished in a manner other than described in that section, Offeror MUST identify the variation and provide a complete detailed explanation of the variation. Acceptance of a variance in method to accomplish mandatory requirements is at the sole discretion of Boise State University and the evaluation committee.

(E) Evaluated Specification - a response is desired and will be evaluated and scored. If not available, respond with “Not Available” or other response that identifies Offeror’s ability or inability to supply the item or service. Failure to respond will result in zero (no) points awarded for this item.For any requirement coded as (E), which require the Offeror to develop functionality to meet that requirement or specification, please list the estimated time and cost with your response to that specification.Do not include the cost of developing new functionality in your Cost Proposal. For specifications coded (E)for which the specification or requirement already exists, and is offered in your proposed system, those costs must be included in your Cost Proposal.

2.2.6(M)In order to be considered for award, the sealed proposal must be delivered to the location and attention of the buyer specified in Section 1.1 of the RFP, no later than the date and time specified in Section 1.1 of the RFP. No late proposals will be accepted. A proposal received at the office designated in this RFP after the RFP closing date and time will not be accepted.

2.2.7The proposals must be addressed to the RFP Lead and clearly marked “RFP LF16-057 Parking Management System”.

2.2.8All costs incurred in the preparation and submission of a proposal in response to this RFP, including, but not limited toOfferor’s travel expenses to attend the pre-proposal conference, proposal opening and presentation or negotiation sessions, shall be the sole responsibility of Offerors and will not be reimbursed by the University.

2.3 Submission Requirements

2.3.1(M)The proposal must be submitted with the University–supplied signature pages in the form provided, without modification. The Signature Page must contain an original, handwritten signature and be returned with the relevant RFP documents. PHOTOCOPIED SIGNATURES or FACSIMILE SIGNATURES are NOT ACCEPTABLE. Failure to include a signed, complete, unmodified, original University Signature Page will result in a finding that the proposal is non-responsive, and no further consideration will be given to the proposal.

2.3.2Each proposal must be submitted with one (1) original and six (6) copies of the Business and Scope of Work Proposal and one (1) original and one (1) copy of the Cost Proposal.

2.3.3In addition, Offerors must submit one (1) electronic copy of the proposal on USB device. Word or Excel format is required. The only exception will be for financials or brochures. The format and content must be the same as the manually submitted proposal. The electronic version must NOT be password protected or locked in any way. Please attach the USB device to the original version of the Business and Scope of Work Proposal. The USB device may contain the original electronic copy in Word or Excel format, as well as the redacted version as requested in Section 2.3.5 and 2.3.6 of the solicitation. The electronic file name of the redacted version should contain the word “redacted.”

2.3.4The Idaho Public Records Law, Idaho Code Sections 74-101 through 74-126, allows the open inspection and copying of public records. Public records include any writing containing information relating to the conduct or administration of the public's business prepared, owned, used, or retained by a State Agency or a local agency (political subdivision of the state of Idaho) regardless of the physical form or character. All, or most, of the information contained in your response will be a public record subject to disclosure under the Public Records Law. The Public Records Law contains certain exemptions. One exemption potentially applicable to part of your response may be for trade secrets.

Trade secrets include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy. If you consider any material that you provide in your Bid, Proposal or Quotation to be a trade secret, or otherwise protected from disclosure, you MUST so indicate by marking as “exempt” EACH PAGE containing such information. Marking your entire Bid, Proposal or Quotation as exempt is not acceptable or in accordance with the Solicitation or the Public Records Law and WILL NOT BE HONORED. In addition, a legend or statement on one (1) page that all or substantially all of the response is exempt from disclosure is not acceptable or in accordance with the Public Records Law and WILL NOT BE HONORED.