Schedule C – FORM OF PROPOSAL
RFP Project Title: Supply & Installation of Electronic Paystations
RFP Reference No.: 1220-030-2013-017
Name of Proponent:
Contact Person and Title:
Business Address:
Telephone:
Fax:
E-Mail Address:
TO:
City Representative: Kam Grewal, CMA,BBA, Corporate Audit Manager, Acting Purchasing and Accounts Payable Manager
Address: City of Surrey, City Operations Works Yard, Purchasing Section, 1st Floor
6645-148 Street, Surrey, B.C. Canada V3S 3C7
Telephone: 604-590-7274
Dear Sir:
1.0 I/We, the undersigned duly authorized representative of the Proponent, having received and carefully reviewed all of the Proposal documents, including the RFP and any issued addenda posted on the City Website and BC Bid Website, and having full knowledge of the Goods and Services required, and having fully informed ourselves as to the intent, difficulties, facilities and local conditions attendant to performing the Goods and Services, submit this Proposal in response to the RFP.
2.0 I/we confirm having full knowledge that the City reserves the right to divide up the Goods and Services by type of work, or other basis as the City may decide, and to select one or more Preferred Proponents to enter into discussions with the City for one or more agreements to perform a portion or portions of the Goods and Services.
3.0 I/We confirm that the following schedules are attached to and form a part of this Proposal:
Schedule C-1 – Statement of Departures;
Schedule C-2 – Proponent’s Experience, Reputation and Resources;
Schedule C-3 – Proponent’s Technical Proposal (Services);
Schedule C-4 – Proponent's Technical Proposal (Schedule); and
Schedule C-5 – Proponent’s Financial Proposal.
4.0 I/We confirm that this proposal is accurate and true to best of my/our knowledge.
5.0 I/We confirm that, if I/we am/are awarded the agreement, I/we will at all times be the “prime contractor” as provided by the Worker's Compensation Act (British Columbia) with respect to the Services. I/we further confirm that if I/we become aware that another contractor at the place(s) of the Goods and Services has been designated as the “prime contractor”, I/we will notify the City immediately, and I/we will indemnify and hold the City harmless against any claims, demands, losses, damages, costs, liabilities or expenses suffered by the City in connection with any failure to so notify the City.
This Proposal is submitted this ______day of ______, 20__.
I/We have the authority to bind the Proponent.
______
(Name of Proponent) (Name of Proponent)
______
(Signature of Authorized Signatory) (Signature of Authorized Signatory)
______
(Print Name and Position of Authorized (Print Name and Position of Authorized
Signatory) Signatory)
SCHEDULE C-1 - STATEMENT OF DEPARTURES
1. I/We have reviewed the proposed Contract attached to the RFP as Schedule “B”. If requested by the City, I/we would be prepared to enter into that Contract, amended by the following departures (list, if any):
Section Requested Departure(s) / Alternative(s)
2. The City of Surrey requires that the successful Proponent have the following in place before commencing the Services:
a) Workers’ Compensation Board coverage in good standing and further, if an “Owner Operator” is involved, personal operator protection (P.O.P.) will be provided,
Workers' Compensation Registration Number ______;
b) Prime Contractor qualified coordinator is Name: ______and Contact Number: ______;
c) Insurance coverage for the amounts required in the proposed Contract as a minimum, naming the City as additional insured and generally in compliance with the City’s sample insurance certificate form available on the City’s Website Standard Certificate of Insurance;
d) City of Surrey business license;
e) If the Proponent's Goods and Services are subject to GST, the Proponent's GST Number is ______; and
f) If the Proponent is a company, the company name indicated above is registered with the Registrar of Companies in the Province of British Columbia, Canada, Incorporation Number ______.
As of the date of this Proposal, we advise that we have the ability to meet all of the above requirements except as follows (list, if any):
Section Requested Departure(s) / Alternative(s)
3. I/We offer the following alternates to improve the Services described in the RFP (list, if any):
Section Requested Departure(s) / Alternative(s)
4. The Proponent acknowledges that the departures it has requested in Sections 1, 2 and 3 of this Schedule C1 will not form part of the Contract unless and until the City agrees to them in writing by initialling or otherwise specifically consenting in writing to be bound by any of them.
SCHEDULE C-2 - PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES
Proponents should provide information on the following (use the spaces provided and/or attach additional pages, if necessary):
(i) Location of primary business branch locations, background, stability, structure of the Proponent and number of years business has been operational;
(ii) Proponent’s relevant experience and qualifications in delivering Goods and Services similar to those required by the RFP;
(iii) Proponent’s demonstrated ability to provide the Goods and Services;
(iv) Proponent’s resources, capability and capacity, as relevant;
(v) Proponent’s references (name and telephone number). The City's preference is to have a minimum of three references;
(vi) Proponent’s financial strength (with evidence such as financial statements, bank references);
(vii) Proponents should provide information on the background and experience of all key personnel proposed to undertake the Services (use the spaces provided and/or attach additional pages, if necessary):
Key Personnel
Name:
Experience:
Dates:
Project Name:
Responsibility:
______
Dates:
Project Name:
Responsibility:
______
Dates:
Project Name:
Responsibility:
______
(viii) Proponents should provide the following information on the background and experience of all sub-contractors proposed to undertake a portion of the Services (use the spaces provided and/or attach additional pages, if necessary):
DESCRIPTION OF SERVICES / SUB-CONTRACTORS NAME / YEARS OF WORKING WITH CONTRACTOR / TELEPHONE NUMBER AND EMAILSCHEDULE C-3 - PROPONENT’S TECHNICAL PROPOSAL (SERVICES)
Proponents should provide the following (use the spaces provided and/or attach additional pages, if necessary):
(i) a narrative that illustrates an understanding of the City’s requirements for the Goods and Services;
(ii) a description of the general approach and methodology that the Proponent would take in performing the Services and supplying the Goods including specifications and requirements, detailed drawings showing cable and equipment locations, and schematics showing how equipment will be placed, powered, networked, and integrated with other related equipment;
(iii) a narrative that illustrates how the Proponent will complete the scope of Services, manage the Services, and accomplish required objectives within the City’s schedule;
(iv) a description of the standards to be met by the Proponent in providing the Goods and Services;
(v) solutions that would allow the performance of the complete scope of Services without the City incurring a significant financial expenditure;
(vi) Proponent should share their corporate vision for future enhancements, new technologies, or expandable services;
(vii) Proponent should describe any assumptions made in the Proposal (environment, resources, timelines, etc.);
(viii) Value Added offerings: Proponent should attach or append any additional information for review; and
RFP #1220-030-2013-017 Page 1 of 20
(ix) Proponents should provide responses to each of the following:
Description / Comply / Provide details/commentsYes / No
1.1 Customer Interface
Colour LCD screen, programmable by the City with still images, text, or video
LCD screen field-replaceable without specialized technical training or tools
On-screen, step-by-step guidance for transaction process
Rate descriptions must be user-configurable up to 20 characters
Alpha-numeric keypad with audible indication when key is pressed
Description / Comply / Provide details/comments
Yes / No
1.2 Pay-by-phone (“PBP”) functions
“Extend by Phone” function originating with EP, not through separate service provider: when online credit card authorization is used, the system must enable consumers to receive text message (SMS) reminders of parking expiry on their mobile phone for transactions initiated at the pay station and provide a means for consumers to extend parking transactions initiated at a pay station by sending a text message from their mobile phone
No pre-registration (Web or telephone system) shall be required for consumers to benefit from text message reminders or extensions. They should be able to select this option by providing their mobile phone number at the pay station.
Description / Comply / Provide details/comments
Yes / No
1.3 Payment options & Operating scenarios
Prewired and configured for near field communication (“NFC”) payment
Credit card, coin, and stored value (decrement) card
EP should be capable of being used as a smart card reload station with the ability to check card balances.
The system must process and reconcile transactions with a PCI compliant credit card processor or gateway.
The EP must be PA-DSS validated.
The EP must be capable of Pay by License Plate operation, as well as Pay by Stall.
Ability to accept magnetic-stripe or chip-based account cards, i.e. a department or individual-specific card that will enable the City’s Finance Department to track usage and value of usage through the management software.
Description / Comply / Provide details/comments
Yes / No
1.4 Management software
“dashboard”-style graphics for key performance indicators, configurable by the City
Rate values and rate segments adjustable directly via management software by the City
Customizable reports in a standard industry operating system.
To enable seamless additional application integration, the EP should operate on a standard industry platform or another non-proprietary-based operating system.
Description / Comply / Provide details/comments
Yes / No
1.5 Warranty, Support and Service
EP must be serviceable and supported by at least one existing/local authorized service agent. Certification program should be in place for any such service agent along with verification of recent compliance with latest service qualifications and standards.
Support service must maintain sufficient spare parts inventory so that any EP can be returned to service within 24 hours.
Manufacturer will repair and/or replace any part or modular component determined to be defective in material or workmanship under normal use and service at no additional cost, for a period of a minimum of one (1) year from the date of shipment. Warranty service will be subject to normal “return to service” terms, i.e. 24 hours or less.
Preventative maintenance to be included under the warranty period.
24/7 phone support
Extended warranty and support options should be provided for up to 5 years.
Description / Comply / Provide details/comments
Yes / No
1.6 Enforcement Functions
EP reporting functions and management software must integrate with Genetec/AutoVu License Plate Recognition system as well as Ticket Manager enforcement system.
At the pay station, the enforcement officer must be able to: Generate Valid Stall reports within the entered stall range regardless of how (pay station or cell phone) and at which machine the spaces were paid for. The report must clearly display the expiration time for each valid space.
At the pay station, the enforcement officer must be able to: Generate an Expired Stall report within entered stall range which clearly displays the spaces that have not been paid.
Description / Comply / Provide details/comments
Yes / No
1.7 Central Processor
The CPU should contain Flash or other memory that can record up to 10,000 transactions to allow data to be preserved when power has been removed.
The CPU should not require a battery backup to preserve memory.
The CPU must be modular and be easily unplugged and removed with basic tools for easy servicing.
The EP should have a bad card maintenance list that can store up to 16,000 card numbers for offline processing.
To enable seamless additional application integration, the pay station must operate on a standard industry platform or another non-proprietary-based operating system.
Description / Comply / Provide details/comments
Yes / No
1.8 Power System
The EP should operate on battery power with either an AC or solar recharging system for the battery.
The EP solar panel should be capable of orientation in multiple directions to maximize exposure to the sun.
Description / Comply / Provide details/comments
Yes / No
1.9 System Installation and Testing
- Contractor to:
1. Provide all incidental or related products or materials necessary to ensure a complete and operating system:
- All mounting brackets or hardware required to integrate the equipment into the surrounding environment; and
- All software, firmware, programming devices or data cables required to make the system operate and to allow programming of all required programmable functions.
2. Provide documents, diagrams, manuals, tests results, warranties and other documentation, as applicable;
3. Contractor shall adhere to all City of Surrey safety standards; and
4. At completion of the installation, the Contractor is to perform the following tests to ensure system operation:
(a) all equipment shall be fully installed and cables operational;
(b) perform function tests of all components in the system(s); and
(c) verify operation of all equipment/line connections and cables.
Description / Comply / Provide details/comments
Yes / No
1.10 Training
Contractor to provide training on an individual location basis or in a group setting. The Contractor to provide additional training, if needed or as requested at prevailing rates throughout the length of the contract. Contractor to provide a training program for technicians and staff responsible for:
i. Installation, startup, and maintenance of the pay stations.
ii. Coin collection.
iii. Programming rates, valid parking times, etc., through the management software.
iv. Monitoring the equipment.
v. Data file collection, credit card file downloading, system monitoring and auditing, setup and maintenance of user account passwords, etc.
RFP #1220-030-2013-017 Page 1 of 20
SCHEDULE C-4 - PROPONENT’S TECHNICAL PROPOSAL (TIME SCHEDULE)
Proponents should provide an estimated schedule, with major item descriptions and time indicating a commitment to perform the Contract within the time specified (use the spaces provided and/or attach additional pages, if necessary).
MILESTONE DATES ______
ACTIVITY
/SCHEDULE
1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10SCHEDULE C-5 - PROPONENT’S FINANCIAL PROPOSAL
The following tables are a general indicator of how a Proponent will organize and include comprehensive information to assist the City’s Evaluation Team in evaluating Proposals. The City is asking for clear, concise and comprehensive information that clearly outlines the Goods and Services and all fees (installation, setup, configuration, and maintenance fees), or a selection of fees (where applicable). The intent here is for Proponents to disclose all Goods, Services, and plans and indicate whether there is a fee or it is a no charge offering.