SHORT VINE ASSOCIATION, INC.

REQUEST FOR PROPOSALS

for

PARKING PAY STATION SYSTEM FOR FOUR LOTS

Date: December 19, 2017

Proposals Due: January 19, 2017

Submit to:

Star Parking Services

PO Box 176444

Ft. Mitchell Ky. 41017

1

PART I - PROPOSAL REQUIREMENTS

SECTION A:GENERAL INFORMATION

SCOPE OF WORK

The Short Vine Association, Inc. (the “SVA”) is seeking proposals from qualified firms, teams or contractors with demonstrated experience in providing; installing and maintaining multi-space parking pay stations. The SVAproposes to engage the contractor for the following services:

Base Bid:

Deliver and installfour (4) parking pay stations in the locations in accordance with agreed-upon performance standards by March 1 2018

PROPOSAL INVITATION

This document constitutes an invitation for sealed competitive proposals for multi-space parking pay stations and related services as directed by the SVA in accordance with the requirements and provisions herein.

CITY OF CINCINNATI FUNDING

Please be advised that the delivery of goods and services listed in this RFP, as well as the RFP process and selection criteria, are subject to any and all applicable laws and regulations governing grant funding from the City of Cincinnati (the “City”).

  1. TECHNICAL REQUIREMENTS - PRODUCT SPECIFICATIONS

Proposals for multi-space parking pay stations should include these product specifications. If any of these specifications cannot be met, then proposals shall include an explanation of why not, and to the extent feasible shall also include a proposed remedy (such as a comparable spec).

  1. Pay Station Configuration

(1)Pay Stations must be able to work in either Pay-by-Plate, Pay-by-Space, or Pay & Display.

(2)The units must accept bank notes, credit cards, and smart phones.There must be an option to configure the unit to accept cards only.

(3)Pay Stations must print a receipt at the end of each transaction in order to provide the end user proof of payment for reimbursement and tax reporting purposes. The SVA may also want to utilize this receipt for advertising or messaging purposes. Please describe receipt design options.

(4)The SVA desires to utilize pay stations for localized advertising and coupons as well as for public information distribution. Please describe capabilities and experience in this area.

(5)The SVA desires the ability to provide smart phone applications where applicable. Please detail application capabilities and/or upgrades.

  1. Manufacturing Process

(1)Manufacturer must be ISO 9001:2000 certified

  1. Housing Specifications

(1)Exterior

  1. Shall be constructed of heavy gauge steel.
  2. Unit shall be made of uni-body construction, not mounted on a pedestal.
  3. Shall have weather-resistant design.
  4. Surface must be powder-coated for graffiti- and weather-resistance.
  5. The cabinet must have an aesthetically pleasing design that is easily recognizable as related to parking.
  6. Unit shall be installed such that there are no exposed bolts showing.

(2)Compartments

  1. Must have separate compartments for maintenance (upper) and collection vault (lower). These compartments must be keyed differently.
  2. Individual outer doors for each access.
  3. Doors shall be vandal resistant with no exposed hinges
  4. Locks shall be high security with anti-drill protection and must have different combinations for upper and lower access doors.
  5. Locks shall be hidden from view

(3)Upper

  1. All apertures shall be designed and/or shielded to discourage vandalism and insertion of foreign materials.
  2. Card insertion area shall not be flat and shall discourage attachment of card skimming devices. Please describe how pay station is designed to protect against card skimming.
  3. Card aperture locations must meet ADA requirements.
  4. Operable with one hand that doesn’t require tight grasping, pinching, or twisting of wrist.

(4)Collection vault

  1. A description of the vault locking system must be provided. That description shall include security benefits, as well as key and lock operation.
  2. Collection area must be protected with additional steel shielding.
  3. 2 collection boxes (currency cassettes/magazines, bill stackers) to be supplied with each unit.
  1. Card reader

(1)Shall be dual magnetic stripe and smart card reader capable of reading magnetic stripe and smart memory and microprocessor cards.

(2)Must comply with ISO 7816-1,2,3 standards

(3)If card slot is inoperable, the machine must still accept dollar bills as payment.

  1. Message must be displayed on screen indicating that card payment is not available. (cash only)
  2. If card reader is inoperable, pay station must send an alarm to the back-office system notifying personnel of a problem.

(4)Credit card authorization must be an on-line real-time process. Batch mode is not acceptable.

(5)Vendor must be Level 1 PCI Certified (audited by third party, not self audited).

(6)If communications are down, the pay station must have the ability to accept the transaction and send the data to the server after communications are restored.

  1. Bill Acceptor

(1)Must be housed inside maintenance cabinet (not on maintenance door) so bill acceptor is protected from elements when door is open.

(2)Shall electronically accept $1, $5, and $10, dollar bills or any combination thereof.

(3)The bill acceptor must be 4-way and accept bills in any direction (face up or face down).

(4)Must have an acceptance rate of 90% for street quality bills. All rejected bills must be returned.

(5)The bill acceptor must be programmable on site for any new bank notes issued by the U.S. Mint.

(6)Maintenance personnel must be able to clear bill jams without use of special tools and without accessing the bill storage compartment If bill acceptor is inoperable, the machine must still accept card payment.

  1. Message must be displayed on screen indicating that bill payment is not available.
  2. If bill acceptor is inoperable, pay station must send an alarm to the back-office system notifying personnel of a problem.
  1. Power supply

(1)Power will be already installed for hook up of the pay machine, no solar units.

  1. Display

(1)Proposal shall include description of display capabilities.

(2)Shall be backlit and protected by windows of Lexan or equivalent material but is easy to read in various lighting conditions.

(3)Shall be a graphical display, allowing for the display of logos, graphics, and animations.

(4)Shall have capability to display messages supplied and downloaded from Back Office software.

(5)Software shall allow for customized transaction flow, with options for Welcome and Transaction Complete screens to be used for advertising purposes.

(6)Shall display various operating status messages to users and maintenance personnel.

(7)Shall display customer transaction information.

(8)On-screen displays will be in English

  1. Proposal shall describe capability of displaying different languages.

(9)Shall be equipped with colored LEDs that flash when there is a pay station fault

  1. Keyboard

(1)Shall be a capacitive keyboard to avoid freezing rain, dust, sand and other elements.

(2)Shall be customizable with options for various button sizes and colors.

(3)Shall have MAX time button for credit card purchases to enable user to choose maximum amount of time with one button push.

(4)Shall not be made of metal in order to avoid buttons getting too hot in the sunlight.

(5)Shall provide audible indication when buttons are pressed.

(6)Shall not require hardware change should parking configuration change.

(7)Shall only include buttons that are necessary for operation of the pay station and shall not include unnecessary buttons.

  1. Printer

(1)Proposal shall provide a description of printer capabilities.

(2)Must be housed inside maintenance cabinet (not on maintenance door) so printer is protected from elements when door is open.

(3)Shall be capable of printing on standard, sticky-back (adhesive), and variable length tickets.

(4)Shall have capability to print logos, graphics, bar codes, QR codes.

(5)Shall be thermal impression injection type where receipt is printed internally and ejected to customer.

(6)Shall have a self-sharpening blade.

(7)Shall have a self-cleaning printing head.

(8)Shall be equipped with a mechanism to discharge static.

(9)Shall have ability to receive paper in roll form with a minimum of 3000 standard receipts.

(10)Shall be capable of printing the following:

  1. Unique receipt number
  2. Transaction date (MM/DD/YYYY) and time (HH:MM PM/AM)
  3. Expiration time and date
  4. Amount paid
  5. Machine number
  6. Time extension code

(11)Receipt design shall be programmable.

  1. Describe ability to download receipt design changes to pay station.
  1. Wireless two-way communications

(1)Pay station shall be equipped with modem, antenna, and required software for 3G or 4G communications.

  1. Pay station shall communicate with a vendor-hosted back office system.
  2. Pay station shall have capability to communicate transactions and alarms to the back office system in real time.
  3. SVA does not wish to negotiate airtime fees with communications provider. Please include all airtime fees in monthly pricing for back-office system.
  4. Pay Station shall be upgradeable to 4G, 5G, etc., to meet future technology requirements.

(2)Option for Ethernet communications must be available.

(3)SVA requires CDMA-Verizon modems.

  1. Electronic components

(1)SVA prefers a system of plug-and-play for major components, allowing removal and replacement without the use of tools.

  1. Plugs for components should be designed to lock in place and not be reversible – one-plug/one-way per component – so it cannot be inadvertently connected incorrectly.

(2)All circuit boards and components shall be sealed, highly water resistant, and operate in conditions of over 97% humidity and to temperatures down to 20 degrees below zero.

(3)Proposal shall describe how components are protected from moisture.

  1. Bill Collection

(1)Bill stacker shall be accessed only after opening the collection vault (lower door), not the maintenance door.

(2)The unit will provide a collection transaction report via wireless two-way communication and retain audit information.

(3)The bill stacker must have a minimum capacity of 500 notes.

(4)The bill stacker must be a self-sustaining lockable unit. A key must be required to open the unit after it is removed from the bill acceptor.

(5)Collector must have the option of collecting bills separately or together with coins.

  1. Data Security

(1)Encryption: All data leaving pay station shall be encrypted to a minimum of 128-bit encryption protocol.

(2)Memory Preservation: server shall retain Data regarding alarms and card reader at least until confirmation of receipt.

(3)All multi-space pay stations must meet the standards to be considered Level 1 Payment Card Industry (PCI) certified for secure processing of credit card transactions.

  1. Spare parts: Establish recommended supplies to support installed Kiosks

(1)Proposal shall describe purchase & availability of additional parts to supportuninterrupted operations.

  1. TECHNICAL REQUIREMENTS - SERVICES SPECIFICATIONS

Proposals for parking pay stations shall include these services specifications. Responses should be provided in the order given:

  1. Back Office Operations

(1)Software: SVArequires management software to support system operations that provides operational control to SVA.

  1. Software shall be vendor hosted and web-based.
  2. Software shall be an American English version
  3. The operation of the back office system should not require the purchase of vendor supplied hardware.(included in the purchase)
  4. Back-Office shall have option for modifying rates and messagesand remotely downloading to the pay station(s).
  5. All servers are required to be housed in a vendor owned and operated facility. Servers should not be housed in third party owned buildings. Proposal shall include a discussion of management software function, hosting site for operations, and flexibility for SVA staff operations/control.
  6. Software shall provide the ability to divide parking systeminto defined multiple parking management areas or zones.
  7. Software shall support reporting of cash box status and revenue collection reporting, alarm status and operation status listing, file transfer information/reporting.
  8. Software that supports exporting financial and activity data to spreadsheet software and external database.
  9. Data shall be available 24 hours a day, 7 days a week, 365 days a year.

(2)Alarms

  1. Warnings and alarms should be communicated from the meter to the back-office system in real time.
  2. The pay station must perform a self-diagnostic test, and communicate any alarms to the back-office system.
  3. Alarms shall be available 24 hours a day, 7 days a week, 365 days a year.

(3)Reports

  1. Standard reports should be viewed on a dashboard format.
  2. Standard reports shall be viewed on the dashboard by clicking and dragging onto workspace.
  3. Standard reports shall be shown in chart or graph format with no data manipulation or export to another program.
  4. Standard reports shall be as follows without any customization or data manipulation needed:
  5. Current Maintenance Action Required
  6. Terminal Out-of-Order
  7. Communications Problems
  8. Maintenance Performed for the last seven days
  9. Cash Collections for the last seven days
  10. Cash-In-Terminals Currently
  11. Consumables Status (tickets and batteries)
  12. Parking Activity (Tickets sold and dollar amounts for the last 6 days)
  13. Ticket Sales Analysis (Active tickets and # of tickets sold for hourly time intervals)
  14. Transactions by Payment Means

(4)Validation code system should be an optional feature of the back-office system to offer patrons free parking.

  1. Should have capability to create special codes and decide when those codes can be used and how many times they can be used.
  2. Shall have capability to provide validation system to 3rd parties such as merchants.

(5)Third Party Integrations

  1. Describe experience with the following 3rd party integrations:
  2. Pay by Cell phone
  3. Citation handheld systems
  4. License Plate Recognition systems
  5. Single space parking meters
  6. 3rd party smart cards
  7. Parking guidance applications
  8. Vehicle occupancy systems
  1. Training

(1)The vendor shall train the SVA agent in a manner sufficient to support the pay station warranty and also provide training on the back office system. Please state number of hours proposed and location for training.

(2)The vendor shall submit a recommended training outline.

  1. Warranty

(1)Begins after the SVA accepts functionality and design of the system, not the installation date.Warranty period begins after sign off of pilot run, training sessions and proofing of the entire system.

(2)Describe return/exchange procedure and cost

(3)Duration of 12 months or longer if possible is required.

(4)Describe warranty offer, benefits, and conditions. Does the warranty cover parts, labor, and service call fees? Please be specific on all warranty options.

  1. Technical support and Costumer Service.

(1)Minimum phone and email availability – 8:00 AM to 8:00 PM (Cincinnati time), Monday through Friday

(2)Description of technical support personnel, assignments, and level of expertise available

(3)Describe vendor’s ability to provide on-site service if needed. In what time frame shall service be rendered when breakdowns occur, both routine and emergency? Include pricing of this service.

  1. Technical manuals

(1)Winning vendor shall provide all installation, operations, and maintenance manuals.

(2)All manuals shall be written in American English.

  1. PLACE OF PERFORMANCE

The parking pay stations will be delivered and installed within the SVA areas, delivered and installed by March 1,2018.

PART IIPROPOSAL DEVELOPMENT

SECTION APROPOSAL PREPARATION

  1. QUESTIONS OR CLARIFICATIONS

It shall be the respondent’s responsibility to ask questions, request changes or clarifications, or otherwise advise the SVA if any language, specifications or requirements of the RFP appear to be ambiguous, contradictory, or appear to inadvertently restrict or limit the requirements stated in the RFP to a single source.

Every attempt shall be made to ensure that the proposer receives an adequate and prompt response. However, in order to maintain a fair and equitable the RFP process, all respondents will be advised of any relevant or pertinent information related to the procurement. Questions and requests for clarification regarding this RFP must be directed in writing, via email or fax, to the person listed below at least ten (10) calendar days prior to the proposal due date. Therefore, respondents are advised that any questions received less than ten (10) calendar days prior to the RFP opening date may not be answered.

SVA Contact:

Chris Gerrein, 859-344-3017

If in the opinion of the SVA additional information or interpretation is needed by the bidders, an addendum will be issued. The SVA shall supply copies of such addenda to all respondents who have obtained a copy of this RFP and are on the plan holder list of the RFP documents for the purpose of responding thereon, but failure of the respondent to receive or obtain such addenda shall not excuse the respondent from compliance therewith if awarded the contract.

  1. ORAL INSTRUCTIONS

Oral instructions or information concerning the RFP documents or the project given out by officers, employees, or agents of the SVA to prospective respondents shall not bind the SVA. Any changes or revisions to the specifications shall only be binding if issued in writing by the SVA by addendum. The SVA reserves the right to officially amend or cancel an RFP after issuance.

  1. COST OF RESPONDING

This RFP does not commit the SVA to pay any costs incurred by any respondent in the submission of a response, or in making necessary studies or designs for the preparation thereof, or for procuring or contracting for the items to be furnished under the RFP.

  1. CHANGES TO THIS RFP

The SVA reserves the right to modify, revise or cancel this RFP. Receipt and evaluation of proposals or the completion of interviews do not obligate the SVA to award a contract.

  1. RESERVATION OF SVARIGHTS

The SVA reserves the right to award the total proposal, to reject any and all proposals in whole or in part, and to waive any informality or technical defect if, in the SVA's and/or City’s judgment, the best interests of the SVA and the City will be so served.

SECTION B:PROPOSAL SUBMISSION

  1. PROPOSALS DUE

By submitting a proposal, the respondent agrees to provide all services specified within the RFP, at the times and prices indicated, pursuant to all requirements and specifications as contained therein.