REQUEST FOR PROPOSAL PROPOSAL NO. P‐130000254 March 18, 2015 The City of Ventura invites your proposal to Replace and Install a New Parking Access & Revenue Control System (PARCS) at the California Street Parking Structure Located at the intersection of Harbor Blvd and California St., per the attached Specification 2014‐068 Scope of Service, General Conditions, Attachment 1, RFP Provisions for Standard Form Contract, Attachment 2,3,4 and 5, Proposal, Bidder’s Statement of Past Contract Disqualifications and Performance, Exhibits 1‐7and Authorization Sheet. Non ‐Mandatory Pre‐Proposal Meeting and Job Walk: There will be a non‐mandatory pre‐proposal meeting and job walk for the PARCS Project at the California Street Parking Structure located at the intersection of Harbor Blvd and California St. on Thursday April 2, 2015 at 10:00 AM. Bidders are encouraged to review the project package to familiarize themselves with the requirements for the PARCS Project. Anything stated at this Pre‐ Proposal Conference is not intended to change All parties interested in responding to this RFP are urged to attend in person. The City will answer questions and clarify the terms of the RFP at the Pre‐Proposal meeting. You are encouraged to send questions to Jennifer Yates, Senior Buyer at
[email protected] one week prior to the pre‐ proposal meeting. The City may respond both to questions asked on the day of the conference and to questions emailed prior to the conference. Conference is not intended to change the solicitation document. Any changes will be in writing in the form of an addendum issued by the Purchasing and Contracts division. Closing Time and Date Your items to be returned and a copy must be submitted in a sealed envelope marked “RFP No. P‐ 130000254” prior to: Thursday April 30, 2015 at 4:00 PM Submit your proposal package to the following address: City of Ventura 501 Poli Street, Room 102 P.O. Box 99 Ventura, CA 93002‐0099 PROPOSALS RECEIVED AFTER DAY AND TIME SPECIFIED WILL NOT BE ACCEPTED. FIRMS ARE RESPONSIBLE FOR PROMPT DELIVERY OF THEIR PROPOSALS. FAXED RESPONSES WILL NOT BE ACCEPTED. PROPOSALS WILL NOT BE OPENED PUBLICLY. Page | 1
Parking Access & Revenue Control System (PARCS) Specification 2014‐068 SCOPE OF SERVICES I.
DESCRIPTION OF THE PROJECT & COORDINATION
The City of Ventura is requesting proposals to replace and install a new Parking Access & Revenue Control System (PARCS) at the California Street Parking Structure Located at the intersection of Harbor Blvd and California St. The installation should take no longer than 21 “working days” after the Procurement of the equipment which should take no longer than 10 weeks from the final selection. The project includes designing, furnishing and installing PARCS equipment and installing removing and connecting equipment for the City of Ventura (“PARCS Project” or “Project”). The City of Ventura is requesting proposals from qualified Bidders to build and implement the project as identified in this document. A. BACKGROUND OF CURRENT SYSTEM The current equipment is a cashier‐at‐exit based system using time stamped ticket technology manufactured by American Parking Equipment (APE). The City is moving to an automated system to replace the existing system. A map of the parking facility location is included as Attachment 1. B. OVERALL CONCEPT DESIGN This RFP is requesting a proposal to remove the existing parking equipment and install revenue control equipment that maximizes revenue while minimizing expenses. The City of Ventura desires pay‐on‐ foot and pay in lane and License Plate Recognition (LPR) technology, all equipment installations will be tied to a command center with intercoms and cameras via a network to a central location with a console to interact with the revenue control equipment. The system shall be cloud based so minimal upgrades to server equipment will be needed. The parking operation at the proposed Structure currently does not have credit/debit card acceptance capabilities. The proposed parking revenue and access control system must be able to accept credit (Mag stripe, RFID and EMV) and debit cards on‐line/real time or batched at every pay‐on‐foot, pay in lane, and exit verifier device. Cash/Coin/Credit must be accepted at the (1) one pay on foot device, other pay on foot devices shall accept (Mag stripe, RFID and EMV) debit/credit cards. An intercom with video must be provided at each entry/exit point and at each pay on foot/pay in lane device. This intercom must be able to dial multiple phone numbers sequentially in order to get to an attendant. We would also like to integrate a License Plate Recognition system which we would treated as an
alternate bid. The system should be able to integrate with the PARCS system to Prevent ticket Page | 2
swapping ‐ Ticket and license plate have to match at entry and exit, for Contract parking (i.e. season parking or monthlies) using the vehicle License plate to enter and exit the garage, and for Entry by pre‐paid ticket (i.e. using an online pre‐paid system website that identifies the pre‐paid customer by the license plate), if you lose your ticket ‐ determine the actual entry time from your license plate with License plate details printed on the entry ticket. The system should have an open API to connect with our future Mobile Pay by Phone Provider (Has not been selected yet). The LPR PARCS system would scan the license plate and print that information on the ticket so the parker can either use it at the POF station or input it into the mobile app. The LPR system would work with the PARCS validation system, monthly parkers and event parking so that after the parking is paid the LPR would read the Vehicle upon entry and exit, and while exiting as long as the parking is paid the gates would automatically open as the driver approaches the exit gate without the need for stopping to pay. If the driver is validated and does not owe a fee the gate would open, as well as for prepaid event attendees and Monthly parkers. If a partial fee due to validation was owed the difference would show up on the exit terminal. 1. Software The City would like both Pay in Lane (Credit Card and Validation) and Pay on Foot (Credit Card, Bills, Coins and Validation) applications. The equipment must have parking software/hardware that provides prepay parking capabilities for events and a validation program/system and the ability to work with a pay by cell service. The customer interface software should be multilingual with English and Spanish at a minimum. The ability of adding more languages and the cost for each additional language should be included in the Bid alternate schedule. The validation system shall be able to handle a minimum of 200 separate validation types. The system as a whole shall be PCI compliant/EMV Certified and certified for secure payment processing including the server operating system. The operating system and equipment shall be connected to a cloud server, if the proposed system is unable to be hosted on the cloud, please note this in your proposal. If the City evaluation determines that the system is acceptable the servers would be housed in the Parking Structure which would also be accessible to the Central Parking Office which is at City Hall 501 Poli St, Ventura CA, 93001. All Proposals must include a three‐year parts and labor warranty post acceptance of the installation. Training for the operation and repair of the system and software shall be included. The City request additional optional prices for: a. A traditional service contract including parts and labor per year for three additional years. b. A price for an on call contract which would provide maintenance services as needed. c. A price for software, operating system updates and firmware revision after the three year
warranty if applicable. 2. Project location The location is at the California Street Parking Structure located at the intersection of Harbor Blvd and California St. This property has 4 lanes, which currently consists of 1 entry and 1 exit. This project will use an additional exit lane that has been closed off and depending on the cost of the project the possibility of using the 4th additional lane for Entry (see Attachment A1‐A7). One exit is Page | 3
chained off and is currently not used and is better suited to service the ground through first floor exiting vehicles. This facility has a high number of transient parkers. The Structure has 5 levels and has a capacity of 450 cars. There is also a connected parking lot on the ground level floor which is between the pier and the parking Structure that has 32 spaces. The bidder should be aware of the following conditions. 1. The proposal approval and timeline is contingent upon funding availability and City 2.
3. 4. 5. 6.
7. 8. 9.
II.
Council approval. All locations do not currently have network access. Proposal shall include provisions for installing Cat 6 with conduit or a reliable secure network access. As well as any routers that may need to be installed. The City will have DSL installed in the Server Room/Electrical Room if DSL is not fast enough for the system to function please note with your submittal. All old equipment will be retained by the City of Ventura unless otherwise agreed upon in the contract. A linked integrated camera system is requested. The beach area has a number of visitors from all walks of life, as well as salt air which can wear down electronics and metal objects, therefore Cases and must be strong enough to resist tampering break‐ins, rust and the salt air. 3mm Powder Coating or Stainless Steel is required; if different thickness or type of material is used note this in your proposal. The specified equipment should be easy to use/repair and sturdy in its design to operate under limited to no supervision on busy nights. An economical validation system must be available to be sold to merchants. Please include as an additive alternate. The City of Ventura is committed to sustainability. Any energy savings or alternative powering options are encouraged.
PROPOSAL SHEET
A matrix has been prepared listing equipment types and quantities that the City of Ventura is considering for inclusion in the PARCS Project for its Parking System (see Attachment 2). Bidders shall prepare project estimates for equipment matrices on Attachment 2 and include these estimates in their Submissions. All additional equipment shall be considered additive alternates. Additional equipment and unit costs should be entered on Attachment 3; equipment may be added to the project al a cart if the City of Ventura chooses to expand its scope or work.
III.
GENERAL INSTRUCTIONS AND CONDITIONS
A. Project Team: Bidder shall identify its project team on the cover sheet required to be included in Bidder’s submission. The project team shall include a PARCS equipment manufacturer as the lead entity making the submission and a manufacturer‐approved installer that has an appropriate A or C‐10 Contactors License issued by the State of California. This license shall be valid on the date Bidder’s submission is filed with City of Page | 4
Ventura, and shall remain valid if Bidder is selected from the date of selection to completion of the PARCS Project. B. This document is intended to be used as the instrument to transmit proposals and to define the terms, conditions, and specifications desired by the City to receive proposals for Parking Revenue Equipment Replacement. It is the intent of the City to select one firm to supply the services necessary. Nothing in this RFP is intended to restrict the City in any way in the selection of the proposals that best meet the needs of the City. The City reserves the right to reject any or all proposals and to negotiate changes in proposals or best and final offers. C. Proposers must exhibit considerable relevant experience with any or all of the respective types of work and the capability of the particular personnel who will actually do the work. D. Minimum Requirements: Bidders shall meet the minimum requirements described in this RFP in Sections II, III, IV and VII to submit statements of qualifications for the PARCS Project.
IV. PROCUREMENT PROCESS Information Required in Submissions: The following minimum information is required in each submission: 1. Cover sheet (see Attachment 4) 2. Qualifications: Qualification statements shall respond to all of the requirements set forth in this RFP and shall include any additional information Bidders would like to include to better qualify or define their qualifications to perform the PARCS Project. Proposer must be qualified as to its capabilities to execute and complete the applicable types of work. The qualifications can consist of actual work experience, certifications, professional staff and their credentials. Additionally, references for similar or like projects related specifically to expense reduction and cost management and containment services. Provide basic data (for both manufacturer and installer if separate firms), relative to firm's size, history, personnel, special expertise and general credits, with emphasis on experience especially with the proposed team. City of Ventura reserves the right to investigate and confirm the candidate's financial responsibility. This may include financial statements, bank references and interviews with past consultants, employees and creditors. Unfavorable responses to these investigations are grounds for rejection of response. 3. Past Performance: Submit a list of three reference projects (“Reference Projects”) where Bidder has successfully designed and installed PARCS systems for municipalities in downtown settings similar in scope to the proposed PARCS Project. Bidder shall have deployed Reference Projects within the last three years. For each Reference Project, Bidder shall supply the client’s contact person, company name, address, telephone and email address and a brief description of the type of PARCS system installed 4. Responses to Questions on Configuration & Functionality 5. Completed Proposal Sheet and Additive Proposal Sheet Page | 5
6. Project Estimate for Parking Access and Revenue Control System. Bidders shall use the Attachment 2 Equipment Proposal Sheet to prepare project costs for the City of Ventura’s Parking System. Customary labor, freight and sales tax shall be included in Bidders’ project estimates. Additional Equipment Bidding information shall be added Attachment 3 Additive Equipment Proposal Sheet. 7. The submittals should be clear and to the point. Emphasis should be placed on specific qualifications of the people who would actually perform the PARCS Project and the approach to designing and building this specific Project. 8. City of Ventura may, at its own discretion, accept such submissions as it deems to be in the best public interest or it may proceed with further selection processes, or it may reject any and all submissions. City of Ventura reserves the right to, in its discretion, waive any immaterial defects in any submissions, reissue the request for proposals, and invite additional Bidders to submit qualifications. City of Ventura reserves the right to reject any submissions based on real or apparent conflict of interest, to reject any submission containing inaccurate or misleading information, and to request additional data and information from any and all Bidders. All submissions will be considered public documents under applicable state law except to the extent portions of the submissions are otherwise protected under state law. Bidders should segregate any proprietary or confidential material and provide an explanation as to why such information should not be deemed a public record, citing the applicable portion of the California Public Records Act. 9. Number of Copies: Each Bidder shall submit three (3) bound originals and one electronic copy via email of its response to this RFP. Bidder’s Representations: In submitting a response, the Bidder affirms that it (i) is familiar with all requirements of this RFP including the attached RFP PROVISIONS FOR STANDARD FORM CONTRACTS document, (ii) has sufficiently informed itself in all matters affecting the performance of the work and the furnishing of labor, supplies, materials, equipment and facilities contemplated by this RFP, and (iii) has checked its response for errors and omissions. Evaluation: The City will assemble an Evaluation Committee to evaluate the Proposals from Proposers who meet the Minimum Requirements. The Evaluation Committee will rank the most advantageous proposal(s) meeting all the needs of the City and make a recommendation for contract award(s). The City is not bound by the recommendation of the Evaluation Committee and the Procurement Official may deviate from the recommendation in determining the best overall responsive proposal which is most advantageous and in the best interest of the City in achieving the study or project. 1. Each Proposal will be evaluated individually and in the context of all other proposals. Proposals must be fully responsive to the requirements described in this RFP and to any subsequent requests for clarification or additional information made by the City through written addenda to this RFP. Proposals failing to comply with the submission requirements, or those unresponsive to any part of this RFP, may be disqualified. Page | 6
There is no obligation on the part of the City to award the proposal to the lowest priced proposer, and the City reserves the right to award the contract to the proposer submitting the best overall responsive proposal which is most advantageous and in the best interest of the City, and to waive any irregularity or technicality in the proposals received. The City shall be the sole judge of the proposals and the resulting agreement that is in its best interest and its decision shall be final. 2. At its sole option, the City may select the top three to five Proposers and require brief presentations from each Proposer before making the final selection. The Selection Committee may address questions to and request clarification from the proposers in attendance. Proposers in attendance will be given a brief opportunity to address the Selection Committee prior to the ranking, but no formal presentations shall be made. This requirement is at the sole discretion of the City. 3. Evaluation Factors will be the main criteria used in the selection of the best qualified Bidder. The PARCS price is important however, price will not be the main criteria for selecting the winner of the bid. 4. Final selection will be based on the requirements and desired qualifications stated in Sections II, III, IV, V, VI and ability to meet VII of this RFP. The City of Ventura has the right to waive or alter submission requirements or to reject any or all submissions. 5. City of Ventura will in its discretion select the Bidder that in its sole opinion is best qualified to perform the work meets the qualifications and makes fiscal sense. City of Ventura reserves the right to contact references and to conduct interviews with certain Bidders if it chooses. The best qualified bidder will be chosen though a Committee to review and evaluate all responsive proposals, taking into consideration the evaluation factors set forth below under the Procurement Process and all Criteria described in Section I. City of Ventura’s staff shall negotiate with the highest ranked Bidder for an agreement to perform these services at a price determined by the City of Ventura to be reasonable and fair to the public after considering the estimated value, scope, complexity and nature of the services. Should the City of Ventura be unable to satisfactorily negotiate an agreement, the next‐highest ranked Bidder will be contacted to commence negotiations, and so forth until an agreement is negotiated or City of Ventura determines no agreement can be reached or City of Ventura decides to suspend or cancel the RFP process. Once an agreement is negotiated, City of Ventura personnel will notify the successful Bidder and issue a Purchase Order and a written notice to proceed. The issuance of the RFP and the receipt and evaluation of submissions does not obligate City of Ventura to award a contract. City of Ventura will not pay costs incurred in responding to this RFP. City of Ventura may in its discretion cancel this process at any time prior to the execution of a contract without liability. If the bidders system is unable to meet all of the requirements of this RFP please note the items that will not meet on an additional sheet and submit them with the Proposal Page | 7
Bid Sheet. We may take into consideration another way to accomplish the same outcome or we may at our discretion delete that requirement from the project. Award: The issuance of this RFP and the receipt and evaluation of responses does not obligate the City of Ventura to award any contract. The successful Bidder may commence work only after the Bidder and the City of Ventura have executed definitive legal documentation reflecting the agreement of the parties and the City of Ventura has issued a Purchase Order and written notice to proceed. No products shall be produced, ordered or released for manufacturing without a signed and approved submittal by the City of Ventura. City of Ventura shall not be responsible for any costs or expenses incurred by any Bidder that produces, orders or releases for manufacturing products, without a signed and approved submittal from The City of Ventura. Open Pricing: The successful Bidder shall keep its project pricing open and available to City of Ventura for a period of six (6) months from the date of award of a contract for the PARCS Project.
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1. MINIMUM QUALIFICATIONS: Each Proposer must satisfy the following Minimum Requirements to be considered for this solicitation. Item 1
Criteria Experience
Minimum Requirements Five years of experience with at least three similar assignments. The staff assigned must have completed at least three (3) similar projects.
2
Past Performance
3
Capacity Representation and Disclosures
4 5
Signature
6
Timely Receipt
Must have experience in California. Must include specific information on implementations along with budget, time frame and possible delays. Respondent can provide all required representations and disclosures. Proposal is signed by an officer authorized to bind the firm. Proposal received in the Procurement Division on or before the due date and time.
2. EVALUATION FACTORS: An Advisory Committee will be established to review and evaluate all responsive proposals, taking into consideration the evaluation factors set forth below. All Criteria should be taken in to consideration when discussing your system in the proposal. Item 1 2 3 4 5 6 7 8 9 10
Evaluation Criteria Responsiveness of the proposal related to the scope of work. Experience and qualifications of the business and individual members of the business in accomplishing similar services. Ability, capacity, and skill of the respondent to provide the solution associated with the implementation on a timely basis and within budget. Functionality and ease of use of proposed system. Ease of Maintenance of proposed system. Fee Schedule/Cost of final system with/without any alternate bid costs. Responses of the client references. Expandability/Options Aesthetics LPR integration into the PARCS as stated part in VII ‐B
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V.
SERVICE STANDARD
The selected Bidder shall ultimately be responsible for designating a factory qualified maintenance and service technician located within 75 miles of Ventura, California that can respond to City of Ventura’s maintenance and service needs for the installed PARCS system A factory trained technician must provide field service within three (3) hours of receipt of a service call placed between 8:00 AM to 5:00 PM Monday through Sunday. Service calls placed after 5:00 PM must be answered and field technician dispatched by 9:00 AM the following day. A service and maintenance agreement for City of Ventura's ongoing maintenance and repair needs will be included with the installation of the PARCS system.
VI.
QUESTIONS/ ADDENDA TO THE RFP
No interpretation or changes in the scope or meaning of this Request for Proposals will be made to any Proposer, orally or otherwise, except by written addendum. Written clarifications or interpretations of or revisions to this RFP may be made by addendum only. A copy of the addendum so issued will be available on the City’s website at www.Cityofventura.net All questions regarding this RFP should be submitted via email to Jennifer Yates, Senior Buyer at
[email protected] and must be received not later than Wednesday April 16, 2015 at 2:00 PM
VII.
FACILITY CONFIGURATION AND OPERATION
List of Abbreviations ACS/ECS – Access/Exit Control System POF –Pay on Foot Station EV – Exit Verifier FC – Fee Computer FMS – Facility Management System LCD – Liquid Crystal Display TD – Ticket Dispenser/Entrance Verifier UL – Underwriters Laboratory VAC – Volts AC CC‐Credit Card ID – Identification FS‐Full Service (Includes all Cash/Coin/CC/Debit processing functions) RFID Radio‐frequency identification (RFID) EMV stands for Europay, MasterCard and Visa, a global standard for inter‐operation of integrated circuit cards (IC cards or "chip cards") and IC card capable point of sale (POS) terminals and automated teller machines (ATMs), for authenticating credit and debit card transactions. Page | 10
A. Transient Entry and Exit Procedures The Entry procedure shall be initiated upon a vehicle traversing over the arming loop located adjacent to the TD. If the system is able to use video detection that may be used in place of loop detection. Transient parker (patron) needs to have the capability to pull a machine readable ticket from the TD. As an option, the system should have the capability for the transient parker to insert a credit card into the TD to be used as their ID in lieu of taking a ticket. Once a ticket is requested or a credit card inserted, no other ID may be used. If a ticket is pulled, the entry date and time, lane ID, ticket number, rate code and other pertinent information is encoded on the ticket prior to its issuance to the patron. If either a ticket or credit card is used as the entry ID, an entry record in the form of a “Ticket Issued” message is created and sent to the FMS to be recorded in an active ticket stack. Record data includes fields such as: 1. 2. 3. 4.
Ticket number (ticket number or encrypted CC number) Rate Code Facility and Device location Entry Date and Time
Upon completion of either pulling an issued ticket or inserting a valid credit card, the TD will open the barrier gate allowing the vehicle to proceed through the lane. The transient parker completes the entry cycle by proceeding through the entry lane in the proper direction. A single detector loop shall be used to reset the barrier gate. Directional control shall be achieved through the combination of the arming and reset loop, eliminating the need to install an additional reset loop. Should the patron back out after having pulled a ticket, the ticket number shall be broadcast to all devices in the facility that accept tickets and compute parking fees and detected as a “Stolen Ticket” if used at any of these devices. The exit process for the transient patron shall maximize efficiency with a high regard to patron convenience. The system shall provide for both attended and unattended operations. Where the attended mode is an option, the patron hands their ticket (or as an option their Credit Card for CC In/CC Out) to the attendant who inserts the document into the FC Ticket Validator. The single slot technology of the Ticket Validator allows for both the ticket and credit card to be read by the same device. The patron may insert their unpaid or pre‐paid ticket or Credit Card into the EV. The patron may insert their Credit Card as payment for the transient parking fee (Ticket In/Credit Card Out). Patrons with an unpaid ticket wishing to pay at an POF can proceed to the most convenient POF. The patron shall insert their unpaid parking ticket into the POF Validator. The POF shall compute the parking fee and prompt the patron to pay the fee. The patron may pay by credit card, cash or coin at the POF or CC only at specific POF stations. If paying by credit card, the patron shall insert their credit card into the same slot as the ticket. Once the payment has been accepted, the transaction shall be completed. The POF shall return an exit pass. The POF shall also provide a receipt upon request by the patron or automatically at the option of the City of Ventura. The patron proceeds to the most convenient exit lane equipped with an EV. The patron shall insert or scan their exit pass into the EV which shall confirm payment and provide a vend signal to the exit barrier gate. A patron who has paid at a Pay‐on‐Foot station can present their pre‐paid ticket to the attendant and exit via a non‐attended lane as well. Proposer must have their FMS Payment Application VISA CISP certified in order to accept credit card payment. In addition, Page | 11
This configurability is required in order for the operator to have sufficient flexibility in meeting the best practices standard for merchants as defined by the VISA CISP authority.
B. License Plate Recognition (LPR) Mode (Alternate Bid) The License Plate Recognition (LPR) system would be treated as an alternate bid. The system should be able to integrate with the PARCS system to Prevent ticket swapping ‐ Ticket and license plate have to match at entry and exit, for Contract parking (i.e. season parking or monthlies) using the vehicle License plate to enter and exit the car garage, For Entry by pre‐paid ticket (i.e. using an online pre‐paid system website that identifies the pre‐paid customer by the license plate), if you lose your ticket ‐ determine the actual entry time from your license plate with License plate details printed on the entry ticket. The system should have an open API to connect with our future Mobile Pay by Phone Provider (Has not been selected yet). Operation: The LPR PARCS system would scan the license plate and print that information on the ticket so the parker can either use it at the POF station or input it into the mobile app. The LPR system would work with the PARCS validation system, monthly parkers and event parking so that after the parking is paid the LPR would read the Vehicle plate upon entry and exit, and while exiting as long as the parking is paid the gates would automatically open as the driver approaches the exit gate without the need for stopping to pay. If the driver is validated and does not owe a fee the gate would open, as well as for prepaid event attendees and Monthly parkers. If a partial fee due because validation was owed the difference would show up on the exit terminal.
C. Pre Pay Event Mode The facility TD shall be capable of processing pre‐payment transactions for special events. A pre‐ payment / event ticket shall be issued by the TD when a properly authorized Attendant Proximity Card is presented at the TD’s internal proximity card reader. If a transient parker chooses to pull a ticket during a pre‐payment / event period, the TD shall issue the ticket to the transient parker. The City of Ventura shall have the capability to program event rates on a schedule that the PARCS will automatically update based upon date, event time and event expiration. The system shall have the ability to be initiated by an entry cashier with a wireless handheld cashiering device . This device must be capable of tracking cash and processing credit card transactions. After payment is received the system shall produce a ticket and a receipt of payment. The exit procedure should require minimal user action to promote speed of exit. All lot counts and revenue data should remain intact in this mode.
D. Contract/Monthly Entry and Exit Procedures If an LPR system is not used the entry for Employees including contract/monthly parkers shall be accomplished through the use of an integrated proximity card reading device in the lane. This FC Ticket Validator must be capable of reading and deciphering City of Ventura employees 26 bit RFID badges as well as other contractual monthly users’ identification badges. A patron approaching the entry lane equipped with a card reader, shall have the capability of their card being read and validated by the reader. Upon detecting a valid card, the card reader shall open Page | 12
the barrier gate allowing the vehicle to proceed through the lane. The employee or contract user completes the entry cycle by proceeding through the entry lane in the proper direction. A single detector loop is used to reset the barrier gate. The card reader shall generate an “Access Granted” or “Access Denied – (reason)” message and communicate that message to the FMS. In this way, the operator may track the usage of the facility by employee and contract parkers. Reports shall be available to the City of Ventura showing the number and types of employee or contract parkers that have entered the facility. Exit for Employees including contract and VIP parkers, shall be accomplished through the use of the same integrated proximity card reading device in the lane. The monthly parking control software is recommended to be capable of debit control. A pre‐ registered access card shall be capable of being used as a Debit card with which parkers can enter and exit at unattended lanes and the system will automatically calculate parking fees based on time, use, or predetermined values. The system will then debit the cardholder accounts based upon sophisticated variable rates or flat fees. This system will allow for programming and control of access schedules and hours and days of operation. Transient Parker Entry: Parking facility (“facility”) entries shall be fitted with a Machine Readable Ticket Dispenser (TD) to allow entry to transient parkers. Transient parkers will drive into the entry lane which shall cause the TD to arm its pushbutton to issue a ticket. The transient parker will depress the “Push for Ticket” button causing the TD to deliver one (1) credit card size ticket with a QR and Human readable date time and license plate number shown if LPR used. A valid ticket issue shall cause the entry gate to open allowing one vehicle to enter. An audible message will instruct transient parkers to take their ticket with them when before leaving their vehicle for validation and payment purposes. Each lane will be fitted with a digital intercom to provide customer service in the event of an emergency. Transient Parker Payment POF stations: Before returning to their vehicle, transient parkers shall be instructed to pay their parking fee at Pay on Foot Stations located at convenient locations in the facility. Locations shall be fitted with a Pay on Foot Station‐Full Service (POF‐ FS) x1 which shall accept any combination of validation, cash, debit card or credit card as payment to satisfy the parking fee. When the parking fee has been satisfied, the POF‐FS shall validate the transient parkers’ original ticket and return the ticket to the transient parker to be used as the exit pass. A predetermined Grace Period will be applied to the transient parkers paid ticket to allow adequate time for the transient parker to return to their vehicle and exit the facility. A receipt shall be printed upon request. All tickets shall be retained by the Exit Terminal (ET) for audit purpose. Structure elevator or Stairwell lobbies may be fitted with a Pay on Foot‐Credit Card Only (POF‐CC) which will provide similar functionality as the POF‐FS however this device shall accept any combination of validation, debit card or credit card to satisfy payment of transient parker fees. Lost Tickets will be authorized through the Central Facility Computer only if the transient parker loses their ticket. If a LPR solution is used the system shall be able to look up the license plate and determine when the vehicle entered the facility. Each station will be fitted with a digital intercom and camera to provide customer service if help is needed. Transient Parker Payment/Exit Scenario: The facility exits shall be fitted with an Exit Terminal (ET) to allow egress by transient parkers from the facility. Transient parkers will drive into the exit lane which will cause the ET to arm for acceptance of parking payment. An audible message will instruct transient parkers to insert their ticket which will cause the ET to read the tickets magnetic stripe, Page | 13
bar or QR code to confirm payment information. If no additional fee is due, the ET will open the exit gate allowing the transient parker to exit the facility. If there is a fee due the ET will display the parking fee that is due. Transient parkers are then instructed (audible message) to insert a validation, debit card, credit card or read a QR Code from either paper or phone to satisfy the parking fee. A receipt can be issued on request. The ET will then cause the exit gate to open allowing the transient parker to exit the facility. If an LPR solution is used the LPR will read the plate and if the parker has been validated or has paid on foot or on a mobile app the system would automatically open the gates as the driver approaches the exit gate without the need for stopping to pay. If a partial fee is due because validation was owed the difference would show up on the exit terminal. Lost Tickets will be authorized through the Central Facility Computer only if the transient parker loses their ticket. Lost ticket fee shall be able to be calculated automatically at the exit gate. Each lane will be fitted with a digital intercom to provide customer service in the event of an emergency. Monthly Parkers: Monthly parkers will be allowed to park based on their parking privileges as programmed in the system server. If an LPR system is not integrated Monthly parkers will access parking using Proximity Cards that are authorized for use on the system server based on the monthly parker’s pre‐payment of monthly parker fees. Monthly parkers will drive into the entry or exit lane causing the Proximity Card Reader to arm and read a properly placed and valid Proximity Card. A properly placed and valid card will cause the entry or exit gate to open allowing one vehicle to enter or exit the facility. Each lane will be fitted with a digital intercom to provide customer service in the event of an emergency. If The LPR system is integrated monthly parkers and event parking would register their vehicle with the system. The gates would automatically open when the LPR system reads the Vehicle plate upon exit without the need for stopping. This would work similarly for prepaid event attendees and City Vehicles.
Validation Production: Validations (chaser or follow‐up tickets) will need to be processed and produced on the Validation Production System located at the merchant or tenant spaces shown on Attachment 1 numbers 2‐5. Roving Cashier: The Roving Cashier feature allows a Parking Ambassador or Attendant (Roving Cashier) with the ability to allow egress when the debit or credit card is declined or missing at the Exit Terminal. The transient parker pays the Roving Cashier in cash for the transaction and the Roving Cashier presents a specially assigned cashier card to vend the gate and log the amount collected, the overdue amount, to a virtual register assigned to the card. Transactions are logged on the System Software for each Roving Cashier Card independently for control, audit and reporting purposes.
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E. Configuration & Functionality Requirements The PARCS solution will need to communicate in real‐time on a Standard Business Class ATT DSL circuit. The server at the parking Structure will need to be accessed remotely from the off‐site central management office. Communication will include all system access, revenue and count data, credit card processing, voice/intercom communications, and system alerts. If there are any concerns associated with latency and minimum bandwidth to operate in the aforementioned environment please contact the city before your bid is processed. Standard Business Class DSL communication configuration will be used unless multiple DSL circuits are required. 1. System processing (revenue transactions, credit card processing, monthly card status verification, debit card balance check, etc.) shall take place at the Central Server. 2. The PARCS system and subsystem reports will be available on an individual and consolidated basis on a cloud based Central Server or available to the off‐site central management office. 3. Monthly access cards will be issued that will permit access in the parking Structure. For future expandability, monthly patrons will be permitted to have multiple monthly access cards validated for use on their account. 4. The PARCS solution shall be capable of maintaining anti‐passback functionality across all current and future parking facilities in real‐time. The PARCS solution shall be configured to only allow one account card to be in inventory at any time. 5. The system shall be configured to allow Debit Card Program that will be available for sale and use in all current and future facilities associated with the PARCS Project. 6. The system shall be configured to allow the PARCS solution debit card to add value (cash or credit card) at any Pay on Foot Terminal and Central Server. 7. The system shall be configured to allow individual debit card activity monitored, reviewed and reported at the Central Server. 8. The Parking Barrier Gate shall be capable of automatically opening in the event of a power failure (Battery Backup) and remain open until primary power is restored 9. The ability for The Parking Barrier Gate to be equipped with an automatic non‐contact reversing device that shall contain a mechanism that senses an obstruction and reverses the gate arm before it makes contact and remains open until the obstruction is removed or until automatically reset by a variable user‐defined period of time (0 – 60 seconds) This function may not necessarily be implemented fully. 10. The Parking gate arms shall have the ability to be padded with a protective sleeve to protect against damage to property and people. 11. The Entry Terminal (Ticket Dispenser) shall be capable of dispensing a pre‐ paid event tickets when a specially coded cashier card is presented at the integrated proximity card reader. 12. All Pay on Foot Terminal, Pay in Lane Terminal shall be able to accept EMV (Europay, MasterCard, and VISA) ic chip cards as well as the potential for other cards with a similar ic chip for use in payment. 13. All electrical panels, control boxes, breaker panels, etc., must be secured and locked to prevent tampering. The proposal shall include, sufficient bollards to protect all parking revenue and access control system equipment. Page | 15
14. All PARCS terminals shall be configured through the Central facility server (Pay on Foot Terminals, Rates, Bulk Validation Units, Card Readers, etc.) which should be able to be configured remotely. 15. In the event of lost internet connectivity, the system shall be able to operate by networking with all connected devices in order to process payments and determine the gates need to be opened or closed 16. Ticket In/Credit Card Out (at exit lane credit card pay station) integrated with LPR Technology. 17. Pinhole cameras and intercom systems in all Pay‐on‐Foot machines, entrances and exits lanes.
F. Device Specifications 1. Cashier Station The Cashier Station shall remain unless it would need to be removed due to equipment installation. The removal should be included as an alternate bid. The following would be need to be completed as a part of the installation.
Removal of the Cashier Station The cost to remove the Cashier Station would be a lump sum cost. Which would include the removal of the current attendant parking booth and cost to abandon the area which includes installing a vault to house any electrical equipment that may be left over
2. Connection to power, data and location of servers. a. Currently power is located at the current gate arm and ticket dispenser locations. Data and power will need to be run to all other areas where the TD, EV or other equipment is needed. All connections shall be run in conduit from the utility closets located within the Parking Structure. The main location is at the front right of the Structure. All installations shall meet current electrical standards. b. All data lines shall be run in individual conduits away from electrical lines. c. All electrical connections shall require permits from the City of Ventura Building and Safety Division. 3. Ticket Dispenser/Entry Verifier Proposer should supply a Ticket Dispenser in the quantities specified that meets or exceeds the following functional and performance requirements: a. Normally operate as a real time device that is network connected to the host server. b. Be equipped with a locking mechanism with the capability of being re‐keyed to protect against tampering. c. Emit an audible and visible message whenever a ticket is issued to alert patron that a ticket has been issued. Once the ticket has been removed, a pulse needs to be sent to open the parking gate. d. Contain an internal clock that stores the current time and date for at least 72 hours in the event of a commercial power failure. e. In the event of a communications failure, the device needs to continue to function in Page | 16
an offline mode and buffer a minimum of 2,000 transactions with battery backup of data and program parameters. Buffered data needs to automatically forward to the Central Computer System upon restoration of communication. f. Have a remote alarm monitoring system that automatically alerts the server whenever the door or cabinet is open. g. Contain a ticket issue “Push Button” sign or button. h. Have an electronic display as an integral part of the design. i. Be locally programmable. j. Utilize a password protected programming mode for uploading field programmable operation parameters. k. Have a low‐ticket indicator, with a warning going back to the operator to remind them to replace the tickets by email and or text message. l. Contain built‐in non re‐settable counter(s). m. Display current time and date during ticket issue on LCD digital display. n. Include mounting area for proximity access readers. o. Have voice announcement capabilities in English and Spanish. p. Accept and process credit/debit cards through same slot that issues tickets and also allow use of patron’s credit card as an alternative to receiving standard magnetic tickets through same slot that issues tickets. q. Operate in all exterior weather conditions within the Ventura, CA area (salt and humidity). r. Incorporate a high‐speed microprocessor. s. Contain non‐volatile memory to back‐up at least 2,000 detailed transactions in the event of off‐line operation. t. Have a stainless steel or 3mm thick powder coating on a steel or aluminum case for corrosion resistance. u. Have the ability to function in a pre‐pay event mode. v. Accept an RFID City badge or monthly card w. The system shall integrate with the LPR system detailed in VII B.
4. Parking Gates Proposer should supply a Parking Gate in the quantities specified, that meets or exceeds the following functional and performance requirements: a. Contain an extra sensory feature to ensure that the gate arm reverses direction and returns to the UP position if it strikes an object during descent. b. Contain an Auto Stop feature to ensure the parking gate immediately stops its downward travel cycle if the gate closing loop detector senses the presence of a vehicle. c. Have a maximum cycle time for the parking gate that does not exceed 2.0 seconds. d. Contain a drive unit that includes a torque motor that is mounted on a cast aluminum support. e. Contain a Control Panel (plug‐in installation, trouble‐free motor control, manual up/normal/down). f. Contain a convenience receptacle. g. Normally operate as a real time device that is network connected to the host server. h. Be equipped with a locking mechanism with the capability of being re‐keyed to
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i. j. k. l. m. n.
o.
protect against tampering. Have a remote alarm monitoring system that automatically alerts the server whenever the parking gate housing is open or the system is malfunctioning or damaged. Contain built‐in non re‐settable counter(s). Operate in all exterior weather conditions within the metropolitan Ventura, CA area (salt and humidity). Be used in conjunction with an Exit Verifier device located at the facility exit. Employ the use of machine‐readable technology. All Gate arms must be 9 to 10 feet in length and be articulating where required to facilitate the full length in the down position, but a shorter clearance sensitive length when in the up position. Have a stainless steel or 3mm thick powder coating on a steel or aluminum case for corrosion resistance.
5. Pay on Foot Stations (POF) Pay‐on‐Foot Station Proposer should supply Pay‐on‐Foot Stations in the quantities specified that meets or exceeds the following functional and performance requirements: a. Incorporate a high speed processor b. Be able to process a minimum of ten variable parking rates and a minimum of 15 flat parking rates. c. Be able to discount tickets, used with transient parking, for a minimum of 200 discretely identified tenants. d. Be able to store validated transient tickets within the secure housing. e. Be able to accept $1, $5, $10 and $20 bill denominations. f. Accept new bills issued by U.S. Government without additional charge. g. Be able to disperse change in two bill denominations. h. Be able equipped with a thermal receipt printer. i. Contain a display panel that will support at least three user‐selected languages that can be selected by the patron for their transaction. j. Be able to generate detailed financial and operational reports (i.e., Total Income, Vault Totals, Credit Card transactions, Validation transactions, validations, Length of Stay Report, etc.). k. Contain an alarm for abnormal conditions including Unauthorized Door Access, etc. l. Contain a Credit Card Payment System (accepts Visa, MasterCard, Discover, and American Express) and . EMV (Europay, MasterCard, and VISA) ic chip cards as well as the potential for other cards with a similar ic chip for use in payment. m. Be equipped with a high security, three‐point locking mechanism for exterior doors and currency/coin systems shall be equipped with a double locking mechanism. All access locks shall be capable of being re‐keyed to protect against tampering. n. Be contained within a housing of high quality steel construction that is designed to prevent unauthorized access and/or vandalism. o. Should have a Reinforced LCD Display to prevent vandalism p. Be designed to separate the money handling and service sides of the device to enhance overall security control. Page | 18
q. Normally operate as a real time device that is network connected to the host server. r. Operate as a stand‐alone device that fully performs all fee computing, ticket reading and processing capabilities when connection to the network is interrupted. s. Contain an internal clock that stores the current time and date for at least 72 hours in the event of a commercial power failure. t. Have a remote alarm monitoring system that automatically alerts the server whenever the door or cabinet is open. u. Have an electronic display as an integral part of the design. v. Be locally programmable via a detachable control unit. w. Utilize a password protected programming mode for uploading field programmable operation parameters. x. Contain built‐in non‐resettable counter(s). y. Display current time and date during ticket issue on LCD digital display. z. Utilize “plug‐in” or thermal ribbon cartridges. aa. Contain a receipt printer for dispensing human‐readable customer receipts. bb. Operate in all exterior weather conditions within the metropolitan Ventura, CA area. cc. Be ADA‐compliant. dd. Be provided with one additional bank note vault of each type, ee. Be capable of displaying debit card balances. ff. Be capable of delivering both visual and recorded voice messaging in both English and Spanish at the option of the patron. gg. Have a 3mm thick powder coated or stainless steel case for corrosion resistance. hh. The system shall integrate with the LPR system detailed in VII B.
6. Exit Verifier Exit Verifier Proposer needs to supply Exit verifiers that should meet or exceed the following functional and performance requirements: 1. Be utilized for processing magnetically coded parker tickets, debit cards, credit cards , bar codes, and qr codes codes from mobile phones and be minimally comprised of the following component to meet objectives: a. Contain Magnetic track reader with ticket insertion. b. Bar code or QR reader c. Ability to read codes from Mobile phones. d. Display the parking fee that is due. Transient parkers are then instructed (audible message) to insert a validation, debit card, credit card or read a QR Code from either paper or phone to satisfy the parking fee. e. Contain a ticket magazine for collected tickets, volume for approx. 6000 tickets f. Liquid crystal display with a minimum of 2 x 20 characters and back light g. Intercom station h. Credit cards usable as short term transient parker cards, with receipt printout via thermal receipt printer or magnetic media. i. Accept validated tickets and send a vend signal to barrier gates if ticket presentation is within the programmed “grace time” for exit after payment. j. Automatically void magnetically encoded data of short‐term transient parker tickets after processing. k. Have a stainless steel or 3mm thick powder coated aluminum or Steel case for corrosion Page | 19
l. m. n.
o.
p. q. r.
resistance with a front access door with safety lock. Be capable of controlling lane equipment such as one or more barrier gates. Include a Real‐Time Clock updated from the Cloud Central Computer. Continue to function in an off‐line mode and shall buffer a minimum of 2,000 transactions with battery backup of data and program parameters in the event of a communication failure. Buffered data needs to automatically forward to the Cloud Central Computer upon restoration of communication. Accept and process additional exit methods such as credit cards through the ticket slot. The Exit Verifier ticket slot should be capable of reading patron’s credit cards as an alternative to magnetic ticket if the Credit Card was presented Entry Verifier. The Exit Verifier should be capable of processing discount tickets for fare reduction purposes. Accept an RFID City badge or monthly card If system is capable the system shall integrate with the LPR system detailed in VII B.
7. Merchant Validation Device Merchant Validation Device Proposer should supply a Validation Device that meets or exceeds the following functional and performance requirements: a. Operate normally as an off‐line device. b. Be fully portable, but be tethered to a fixed counter, etc. c. Encode validations in machine‐readable format on the customer's ticket. d. Print specific validation information, in human readable format, to allow the proper validation to be applied in the event the patron’s parking ticket becomes unreadable by the machine. e. If system is capable the system should be able to use a cloud based service to validate. f. If LPR is used the merchant could validate based on the customers license plate. g. No matter which product is used the system would be able to track all validations to the original merchant for tracking purposes.
8. LED Open/Full Traffic Control Signs A minimum of a 10" H x 26" W Ultra Bright LED Scrolling outdoor rated sign to advise traffic if the lane is closed or open and the number of spaces available as to direct traffic into the parking facility. Green LED’s for OPEN message and red LED’s for FULL message. Lane open or closed LED signage which will be able to turned on and off remotely through the software provided. While the garage has open spaces the sign shall Scroll the text “Open” then the number of spaces available then go back to Open every 3 seconds. When Full the sign shall display Full in the colors described above.
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9. RFID Proximity Card Reader Proximity Card Reader that is integrated with the system meet or exceed The City of Ventura’s badge HID system as well as monthly parking cards. Sample card available upon request. Read Time (26‐bit): 200 ms (from read to data output) Programming: Factory or field programmable
10.
Cloud based/Mobile Pay system
The PARCS system should be able to integrate with a number of mobile pay options through API integration.
11.
Interlock Feature
The parking revenue and access control system shall include an interlock feature for each entry or exit lane that processes more than one type of transaction (i.e., transient and monthly parking). The interlock feature should restrict the processing of two different transaction types related to one vehicle. For example, if a monthly parker approaches an entry lane and uses a valid proximity card to activate the parking gate, the ticket dispenser should be "locked out" from issuing a ticket until the parking gate resets to process the next entering vehicle.
12.
Servers and Software
Proposer need to supply servers and software that meet or exceed the following functional and performance requirements:
a. Computer Components If the PARCS system is not FULLY cloud based or if a backup server is used the following would apply. The computer system provided by Proposer should be supplied to properly operate the fully configured parking revenue and access control system. The server shall be configured to run all of the parking revenue and access control system required software applications to generate the parking revenue and access control system required reports, and to store a minimum of 365 days of fully processed transactions. The computer system provided by Proposer should include: 1. The City recommends a rack mounted HP DL360 with a minimum of 3 drives with mirroring capability with ample storage space and memory. The servers should have redundancy features such as, but not limited to, dual power supplies, multiple hot swap hard drives and dual network cards. 2. The current release of the latest Microsoft server operating system with all service packs installed. 3. A mirrored system should be installed to backup the data and to allow instant switch over in Page | 21
case of failure. 4. Be accessible from a secured workstation that is network‐connected or point to point to the parking revenue and access control system.
b. Software Features Proposer should provide a fully integrated software package for use in monitoring system operations and for generating required reports for transient (daily), monthly (contract), and validated parking. Proposer will install software updates for the parking revenue and access control system server, lane equipment and facility management software upon release of revisions to the installed software products, without charge, for not less than five (5) years. The software package should include modules for on‐line, real time monitoring of: 1) 2) 3) 4)
Overall parking space inventory in the facility Transient parking occupancy in the facility Monthly parking occupancy in the facility Operating status of each component of the parking revenue and access control system
The software package needs to include report‐generating modules for on‐line real time reporting of: 1. Transient parking entry activity 2. Monthly parking entry activity 3. Transient parking exit activity 4. Monthly parking exit activity 5. Validated parking activity by merchant account per day 6. Illegal exits from the facility via exit lanes 7. Illegal exits from the facility via entry lanes 8. Hourly occupancy of the facility 9. Peak occupancy of the facility 10. Cashier shift transactional and revenue data (Roving Cashier) 11. Daily facility transactional and revenue data 12. Monthly facility transactional and revenue data 13. Transient exits per lane per shift 14. All counters providing data from the lanes should operate even if the gate is raised and turned off or if a power loss occurs. 15. There needs to be a counter that counts the vend signal to the exit gate for each device capable of issuing vend signal to the gate. 16. There needs to be a counter that counts each vehicle exit over the gate‐closing loop. There needs to be a report that shows each of these counts by device and exit loop and a facility summary report that summarizes these counts by device type for all such devices and counts in the facility. 17. Displays all transactions on screen, automatically transfers data from host computer to a central management office 18. Stores transaction data to host computer hard drive and has capability of storing data in another medium for permanent records. 19. Management selectable report parameters allows flexible and customized report Page | 22
20. 21. 22.
23.
24.
25. 26.
27. 28. 29. 30.
31. 32.
33.
34. 35. 36. 37.
38.
generation, i.e., utilization, occupancy, revenue, validation, activity, etc. Allows for editing software at central management office and download to satellite computers. Allows multiple facility site profiles to be set up and stored. Provides consolidated audit and statistical reports at a centralized station that includes general totals, activity counters, individual lane totals, attendant totals, cancelled transaction reports, validation reports, etc. Software should be either a client‐server, or a browser‐based application that stores data on the latest version of Microsoft SQL Server and industry standard report writers such as Crystal Report Professional. Under no circumstances should the stored raw transaction detail, summarized report audit data or non‐resettable audit numbers generated by the parking devices be available for editing using the system application program. Provide automatic and manual control of gates, full signs, reversing lane switch‐overs, and other devices. Provide a conversion utility program to export all created reports and the stored transaction data stream into a fixed field length, flat ASCII, comma or space delimited format suitable for importation into an off‐the‐shelf spreadsheet program, such as MS Excel. Display real‐time lane activity as it occurs. The programmable lane controllers should allow inexpensive multi‐drop technology, reducing system wiring. The system should allow users to remotely control gates, full signs, and other devices with a click of the mouse. Users should be able to filter alarm messages, program controls, automatically reverse lanes, and open or close lanes at a pre‐programmed time of day using the switch‐time scheduler. User‐friendly interactive color graphics and help should ease software operation. Password‐secured access rights to software functions based on defined system users and their operational needs. All password security should have a corresponding record file, and should create an audit trail of each user's access and use of the software system. The Differential counts option should display total facility counts, contract counts, and any other differential counts. Capable of continuous display of either space occupied or space available, total in‐count and total out‐count. The counting system should be able to distinguish at least four types of cardholders and deny access when pre‐established limits are reached. The visual graphic option should display a graph with two counts for each type of differential. Easy mode selection for “Lot Full” control switch and “Lot Full” indicator either automatically or manually operated. Capability to grant a 10 minute ticket to allow the patron to enter and exit when lot is full and illuminate the “Lot Full” sign (LFS). Automatically monitors vehicle traffic from multiple entrances and exits. The Counts Entrances option should allow the user to view the non‐reset counts for all entrance lanes. The Counts Exits option should allow the user to view the exit lane counts. The system and all applicable software must be 100% PCI compliant for 2014.
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13.
Loops and Detectors
Proposer will need to supply loops and detectors that meet or exceed all the functional and performance requirements necessary for the full and complete operation of the parking revenue and access control system and all of its hardware and software components. The programmable lane controllers should allow inexpensive multi‐drop technology, reducing system wiring. Video detection is also allowed but infrared and microwave would not be allowed.
14.
License Plate Recognition (LPR) OCR Cameras
The cameras shall be a minimum of OCR capable VGA 640×480 @ 30 fps, monochrome with a Digital LPR sensor synchronized with illuminator Flash, Pulsed LED illuminator for 0 LUX (total Darkness) environments up to 70 ft range with reflective license plates. or approved equal System shall be installed per manufactures recommendation and positioned to capture the plate information. Software/Hardware processing unit shall be provided if not integrated with the system with all software to integrate the device into the PARCS system.
15.
Intercoms
Intercom Proposer needs to supply an Intercom System that meets or exceeds the following functional and performance requirements: The POF devices, Exit Verifier devices, Ticket Dispensers/Entry Stations, Cashier Booths, and Parking Office shall each be outfitted with two‐way voice intercoms. a. In the event that the Parking Office Intercom Station remains unanswered after two (2) rings, the call shall be transferred automatically to one of two telephone numbers (wireless phones) for parking personnel to respond to customer and employee calls. b. Should be a high quality system that includes noise‐canceling properties resulting in excellent transmission clarity. c. Contain push‐to‐talk hardware located for ease of use by patrons and employees alike. If card readers are in separate housings other than a unit equipped with an intercom, then an intercom should also be installed in the separate reader enclosure. Voice Announcement Kits All ticket dispensers, POF Stations and exit verifier devices shall be equipped with a voice announcement kit capable of user defined announcements or instructions. d. Miscellaneous. Proposer should supply all miscellaneous supplies, equipment, and software to assure the parking revenue and access control system is a fully functional system that meets or exceeds the performance standards and technical specifications defined in the Project Manual.
16.
Keys
Successful Proposer needs to furnish 10 sets of keys to each piece of lockable equipment and two sets of master keys which will open all locks. Cash drawers need to be uniquely keyed from each
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other. Identically‐keyed locks shall not be placed in service elsewhere in the Southern California area.
G. Warranty Proposer shall fully warrant the entire parking revenue and access control system as specified, to be free from defects in materials and workmanship for three (3) full calendar years following the date that Final Acceptance is provided by City of Ventura. During the warranty period, Proposer shall promptly upgrade, repair and/or replace defective or non‐compliant hardware components or software programs, including operating systems or security protocols as needed without additional charge for labor or materials in the times detailed herein. If the server is not able to be upgraded to meet security protocols the system shall also be replaced at no cost to the City. Proposer shall cause all third party warranties to be transferred to City of Ventura or its authorized representative. In the case of third‐party warranties that are for periods of less than three (3) full years following Final Acceptance of the PARCS, Proposer shall be solely responsible for providing warranty coverage that is fully compliant with the requirements of this specification. Proposer shall install software updates for the parking revenue and access control system server, lane equipment and facility management software upon release of revisions to the installed software products, without charge, for not less than five (3) years. Response Time: As part of the warranty process, Proposer shall provide timely same day response for any service calls placed between 8:00 AM to 5:00 PM, Monday through Sunday regarding repair or replacement of any and all components of the parking control system which shall malfunction. A factory trained technician must provide field service within three (3) hours of receipt of a service call placed between 8:00 AM to 5:00 PM Monday through Sunday. Service calls placed after 5:00 PM or during weekends or holidays must be answered and field technician dispatched by 9:00 AM the following day. Provider shall have infrastructure to support emergency calls when required and shall provide City of Ventura with costs associated with this service after warranty period. Standard procedures to provide such adequate and timely field service as specified herein shall be documented and submitted as part of the bid package. Failure to provide such documentation shall be grounds for bid refusal. Proposer must provide optional Service Agreement after original agreement is expired. This service agreement must be identical to the original warranty. Following system acceptance, Proposer shall provide one (1) full time qualified technician on site at all times during regular business hours, Monday through Friday, for a period of ten (10) business days. Maintenance: Proposer shall supply a full and complete schedule of preventive maintenance requirements for the entire parking revenue and access control system including all hardware and software components. The schedule of preventive maintenance should be organized by device, or software component, and needs to detail the following as the minimum requirements: a) b) c)
Each required preventive maintenance activity The recommended frequency of each preventive maintenance activity The procedures for performing each preventive maintenance activity Page | 25
d)
Any special tools or supplies needed for the performance of preventive maintenance activities
Proposer shall complete the recommended preventive maintenance during the warranty period. Proposer shall provide a fully detailed trouble‐shooting guide that can be used by on‐site technicians in the performance of remedial, first echelon maintenance to be used to get a PARCS component or the PARCS returned to service with a minimum of delay. The trouble‐shooting guide shall contain sufficient detail, in words and diagrams, to allow an on‐site technician to perform the tasks outlined in the guide. The troubleshooting guide, and all required accompanying materials, shall be included in the Maintenance Manual, which is a required submittal to be provided by Proposer. Spare Parts: Proposer shall supply a complete roster of recommended spare parts and supplies that are necessary to be maintained “in stock" to assure the proper and uninterrupted operation of the parking revenue and access control system. Proposer shall include in its Proposal a complete roster of spare parts along with the vendor, vendor contact information and current pricing for each item included in the roster. Proposer shall be required to provide an on‐site inventory of spare parts, in accordance with Proposer’s recommended roster, that shall be included with the delivered parking revenue and access control system. Proposer may utilize the on‐site inventory of spare parts for performing warranty maintenance on the parking revenue and access control system. Any spare parts used by Proposer in the performance of warranty maintenance shall immediately be replaced by Proposer to assure the on‐site spare parts inventory is continuously maintained at the proper level. All spare parts in the on‐site inventory shall remain the property of City of Ventura at all times. The roster of spare parts and all required accompanying materials shall be included in the Maintenance Manual that is a required submittal to be made by Proposer. In as much as the critical components of devices provided by various manufactures are different, it is incumbent on the Proposer to develop a list of critical spare parts necessary to keep the parking revenue and access control system devices operating on an uninterrupted basis. If a Proposer has major spare parts in stock at its local service center, then Proposer is encouraged to minimize the spare parts inventory so long as the parking revenue and access control system can be serviced and performed reliably and continuously as set forth herein.
H. Scheduling and Staging Proposer must plan on staging the equipment and software replacement to minimize disruption to the parking operation. All equipment must be pre‐tested and installed in ready to work condition after 5:00 p.m. or weekends. All existing systems must remain in place until such time a transfer can be made quickly with little disruption to the parking operation. Proposer must submit with their proposal a detailed schedule of delivery and installation of equipment. Vehicular access to and from parking lots shall be maintained at all times. When performing items of work that cannot be accomplished without parking lot ingress or egress restrictions, only one lane (entry or exit) shall be closed to vehicle access at any one time for each parking lot. When access must be restricted, as determined by the Engineer, it shall occur only for the time Page | 26
period required to accomplish the particular item of work. When closing any one lane (entry or exit), the Contactor shall employ and use one (1) flagger that will work in conjunction with the City’s Parking Booth Attendant to safely control and guide vehicles entering and exiting the parking lot through one lane.
I. System Acceptance Tests The Proposer shall state agreement with each of the following points or proposed alternatives: a. Proposer must provide a proposed Acceptance Test Plan (ATP) for the City’s review and approval before implementation. The Acceptance Test Plan must show the events, sequences, and schedules required for acceptance of the system. b. The Proposer must conduct tests of the proposed solution and certify, in writing, that the equipment and system is ready for use, and will perform in accordance with the requirements set forth in the Proposal and resulting contract. The Proposer must ensure each module/component of the system operates according to specifications before turning the system over to the City staff (City staff will not de‐bug modifications for the Proposer). c. The Proposer must agree that during the acceptance period, each system component will undergo a live test. d. Proposer equipment that is found to not meet the specifications or other requirements of the contract may be rejected and returned to the Proposer for repair or replacement at the City’s discretion and at no cost (including return transportation) to the City. e. The Proposer must agree that to pass an acceptance test, the system must successfully operate for thirty (30) consecutive calendar days and be approved by the City. f. Provide data to and from the City’s current systems as described in this document. g. The Proposer must demonstrate the ability to provide adequate service and maintenance as outlined in this Request for Proposal. h. The Proposer must demonstrate system security. i.
The Proposer must provide all documentation for the section being tested, before acceptance testing will begin.
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J. 700‐General Conditions
700‐1 INVESTIGATION OF SITE CONDITIONS Bidders are urged to visit the site of the work and by their own investigations satisfy themselves as to the existing conditions affecting the work to be completed as part of this project. If the bidder chooses not to visit the site or conduct investigations, bidder will nevertheless be charged with knowledge of conditions which reasonable inspection and investigation would have disclosed. 700‐2 UTILITIES The existing subsurface utilities shown have not been indicated, Prior to construction the area should be USA’ed to avoid or resolve any interference problems between these existing utilities and the proposed work, the Contractor shall field verify the vertical and horizontal locations of all utilities and all other facilities and obstructions prior to beginning any excavations. Special reference is hereby made to Subsection 5‐2, "Protection," of the SSPWC with respect to the protection, repair, and replacement of existing subsurface utilities. The use of non‐destructive / vacuum potholing techniques for locating or exposing utilities shall not be permitted unless prior written consent is obtained by the Engineer. The City reserves the right to deny the Contractor from utilizing non‐ destructive / vacuum potholing for any reason. Unless indicated otherwise in the Contract Documents, Contractor’s bid shall assume that only conventional methods for locating utilities will be allowed. 700‐3 SUBMITTALS As part of the proposal and during the installation, all proposers must submit the following to ensure that the project stays on schedule: Project Management Schedule. Daily updates (ahead, behind – provided via email to the designated City of Ventura Staff). Approach to the project, how they will handle our current business during the equipment change out. Cash controls or operating method can be proposed. Letters Identifying Site Authorized Contractor’s Representative or “Superintendent” and Contractor’s “Competent Person” Prior to the proposal response, a site inspection review will be conducted by the Proposer. Proposers must list any problems that they foresee.
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Proposers must give a description of how they will route/communicate everything to the command center located in the Sherman Parking Garage office. Detailed training – who will provide it and what they will be the training focus (an outline). Punch list walk through. An organizational chart of all the personnel involved (IT, hardware, service, training, etc.). Testing of the system must be coordinated with Parking Operations Staff. Project Construction Schedule, Sequence and Phase Plan Preconstruction DVD, 2 copies in color Traffic Control Plan Copy of City Business License (Prime and Subcontractors) Emergency Phone Call List See parking control equipment below for additional shop drawing submittals 700‐4 WORKMANSHIP AND STANDARD OF CARE The Plans and specifications are intended to provide sufficient detail for providing installations that are of a high quality. For all items of work and work of various trades, the Contractor is expected to provide workmanship that meets or exceeds the accepted industry standard for each item of work. Workers are expected to be competent and experienced in their respective trade or to at least be adequately mentored on the job site. Should any specifications or Plans not provide adequate details for the materials or installation requirements of any item of work, the Contactor shall install such item in accordance with the Standard Specifications for Public Works Construction (SSPWC). If the SSPWC does not address a particular work item, the Contractor shall install said item in accordance with the generally accepted industry standard unless the City provides additional details to the Contractor, in which case the City’s directives shall prevail SECTION 701 ‐ PUBLIC NOTIFICATION 701‐1 General Prior to beginning work, the Contractor shall deliver notices to each business and resident located on the streets included within this contract. This notice shall give a brief outline of the Work, project schedule, and the Contractor and City contact representatives with phone numbers. Format and content of each notice shall be approved by the Engineer. Page | 29
The Contractor shall provide hand delivered written notice to each business or residence affected by the Work approximately 72 hours prior to beginning each of the following operations: 1.
Prior to the start of the work ‐ notify each business or residence
2.
Prior to trenching – notify each business or residence
3.
Concrete Repairs – notify affected business or residence
4.
Street Closure – notify each business or residence
5.
Pavement Repairs/Grind – notify each business or residence
6.
Resurfacing – notify each business or residence
Notices as appropriate, shall also be delivered to the residents of adjacent dead end streets affected by the Work. If work does not occur on the date specified on the notice or if it is known that the work will not occur on the date specified, a new notice shall be delivered to affected residents and businesses, as soon as the delay is known, indicating the revised dates of work. Notices shall at minimum give the start date of the work, daily schedule for the proposed work, typical parking restriction for the work, the times of any restricted driveway access, the Contractor’s representative and phone number, along with any other information requested by the Engineer. All notices shall be approved by the Engineer for content and delivery schedule. Sample notices are included herein. All notices shall be in the format of door hangers (14 inches x 4.5 inches, 110 lb index paper or approved equal) and be hung at the main door of each residence or business affected. When required by the Engineer, the text of such notices shall be printed in English with the reverse in Spanish. 701‐2
Measurement And Payment Full compensation for producing and delivering all such notices shall be considered as included in the various items of work and no separate payment shall be made therefor.
SECTION 702 ‐MISCELLANEOUS REMOVAL AND DISPOSAL OF MATERIAL/EQUIPMENT 702‐1 GENERAL All work shall conform to Section 300‐1.3, "Removal and Disposal of Materials," of the Standard Specifications, and includes any miscellaneous removals as shown on the plans or in these Special Provisions.
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Existing City streets used during the disposal operation shall be left in a condition equal to the original. The Contractor shall be required to keep the work area clean and clear of unnecessary debris at all times. All salvageable equipment shall be delivered to the City Street Division, located at 336 Sanjon Road. 702‐5
MEASUREMENT AND PAYMENT Full compensation for reoval and disposal of material/equipment shall be considered as included in the various items of work and no separate payment shall be made therefor.
The above contract price shall include full compensation for the removal and disposal of all items, including all labor, equipment, materials, tools, and all incidentals required to complete the job as outlined in these Special Provisions and as shown on the Plans. SECTION 704 ‐ TRAFFIC CONTROL 704‐1
GENERAL REQUIREMENTS All work required for maintaining and controlling traffic during the construction period shall conform to the applicable provisions of the SSPWC and these modifications herein. All such work shall additionally conform to the California Manual on Uniform Traffic Control Devices hereinafter referred as CMUTCD issued by the State of California, Department of Transportation (Caltrans). All construction work and traffic control shall be scheduled and constructed to provide for a minimum of inconvenience and a maximum of safety to the public vehicular, bicycle and pedestrian traffic. The Contractor shall be responsible for the protection of vehicular, bicycle and pedestrian traffic until the work called for in the Plans, the Standard Specifications, and these Special Provisions have been accepted by the Engineer. The Contractor shall notify the Engineer of intent to begin work at least five working days before work is to begin. The Contractor shall cooperate with the Engineer relative to handling traffic through the area and shall make all arrangements relative to keeping the working area clear of parked vehicles. Contractor's equipment and personal vehicles of the Contractor's employees shall not be parked on the traveled way nor on any section where traffic is restricted at any time. During any period when two‐way traffic is not provided, as approved by the City, the Contractor shall employ flaggers to control traffic through the construction zone. Page | 31
Trenches shall be covered and traffic control signs removed at the end of each working day, unless otherwise shown on the traffic control plan. The Contractor shall notify the Engineer of any operation that will affect two‐way flow of traffic in excess of five minutes for every half hour of working time, at least two working days in advance of such operation. 704‐2
CONSTRUCTION SIGNING Barricades and warning devices shall be provided by the Contractor to delineate the edge of transversable road and shall conform to the MUTCD. Barricades shall be installed around all open traffic areas when no work is in progress.
Advance warning signs shall be provided with orange warning flags in advance of temporary stop signs. Temporary stop signs are required any time a traffic signal is dark. Temporary stop signs shall be mounted at 7 feet high. The Contractor shall post standard "NO STOPPING" construction zone signs 72 hours prior to construction, not more than 50 feet apart within the work area, showing the date and time of construction. A shorter notification period may be required (i.e. 24 hours notice only) if directed in writing by the City Engineer. 704‐3
ACCESS Access to street intersections, public and private parking lots, commercial businesses, residences, and other public and private properties shall be maintained at all times. At least 72 hours in advance of starting any work that may affect the access to private properties, the Contractor shall provide written notice to such property owners. Vehicular access to and from commercial and residential driveways and parking lots shall be maintained at all times, except when performing items of work which cannot be accomplished without access restriction. When access must be restricted, as determined by the Engineer, it shall occur only for the time period required to accomplish the particular item of work.
704‐5
TEMPORARY GUIDE MARKERS Temporary guide markers shall be either portable delineators or fluorescent traffic cones and shall conform to these Special Provisions. Only one type of temporary guide marker shall be used at any one time. Temporary guide markers shall be placed at all locations shown on the traffic control plans and at such locations as directed by the Engineer. Temporary guide markers shall be left in place at their designated locations; maintained, repaired and replaced as required until their removal is approved by the Engineer. Page | 32
If the temporary guide markers are damaged, or are not in an upright position, for any reason, said markers shall immediately be replaced, or restored to their original locations in an upright position, by the Contractor, 24 hours per day, 7 days per week for as long as required by the City. 704‐10
MEASUREMENT AND PAYMENT Full compensation for traffic control shall be considered as included in the various items of work and no separate payment shall be made therefor.
SECTION 705 – TRAFFIC CONTROL PLANS 705‐1 GENERAL Prior to commencing construction, the Contractor shall submit a detailed Traffic Control Plan for approval by the City. City will attempt to respond to any submittal or resubmittal within three working days. The Contractor shall not commence work prior to receiving an approved Traffic Control Plan. Any delay in acquiring Traffic Control Plan approval will be at the Contractor's expense and no additional working days will be granted. The Traffic Control Plan shall be prepared by a qualified professional and shall conform to the most recent edition of the MUTCD and the California Supplement to the MUTCD and the plan shall cover signing, flagging, detour geometrics, delineation and channelization, barriers and barricades, separation of opposing traffic streams, and hours of flash operation at signalized intersections. 705‐2
MEASUREMENT AND PAYMENT Measurement and payment for the Traffic Control Full compensation shall be considered as included in the various items of work and no separate payment shall be made therefor.
SECTION 706 ‐ MOBILIZATION 706‐1 SCOPE OF WORK Mobilization shall consist of preparatory work and operations, including, but not limited to, those necessary for the movement of personnel, equipment, supplies, and incidentals to the project site. Mobilization shall additionally include the establishment of any temporary facilities and the submittal of a detailed construction schedule and other submittals that are required by the City before mobilizing onto the work site. Any other costs of work in advance of construction operations and not directly attributable to any specific bid item shall be included in the item mobilization. 706‐2
MEASUREMENT AND PAYMENT Measurement and payment for mobilization shall be considered as included in the various items of work and no separate payment shall be made therefor. Page | 33
SECTION 707 – VIDEO RECORDING 707‐1 GENERAL A minimum of one week prior to start of construction, the Contractor shall video record all areas where construction is to take place. Such video recordings shall be provided to the Engineer before construction commences. These video recordings shall serve as a record of the existing conditions for disputes arising from restoration, and should therefore be taken along the line of construction and site access and staging areas at sufficient detail as necessary to clearly depict details of existing conditions. Video recordings shall document existing roadway striping and all painted curb markings in the project area. The video recordings shall be standard VHS cassette type tapes in color or DVD (digital video disk). All video recordings shall be indexed and catalogued in such a manner that each photographed area is readily identifiable, and shall also indicate the date and time (hour, minutes and seconds) on which the recording was made. The Contractor shall also video record any unusual conditions encountered during construction that are not already a matter of photographic record. In any areas where existing conditions cannot be determined by means of video recording, the area shall be restored as approved by the Engineer at Contractor's expense. All video recordings shall become the property of the City. 707‐2
MEASUREMENT AND PAYMENT Measurement and payment for video recording shall be considered as included in the various items of work and no separate payment shall be made therefor.
SECTION 708 – PARKING CONTROL EQUIPMENT 708‐1
GENERAL A.
SUMMARY OF SECTION This specification includes equipment, operational, installation, and testing requirements for the Parking and Revenue Control System (PARCS).
B.
APPLICABLE CODES AND STANDARDS The materials and work performed in this Section shall conform to the following applicable standards:
NEC ANSI ASTM IEEE IPCEA NEMA NFPA
National Electric Code, latest edition American National Standards Institute American Society for Testing and Materials Institute of Electrical and Electronic Engineers Insulated Power Cable Engineers Association National Electrical Manufacturers Association National Fire Protection Association Page | 34
C.
JIC Joint Industrial Council UL Underwriters Laboratories NETA National Electrical Testing Association NECA National Electrical Contractors Association SUBMITTALS Submit shop drawings and manufacturer data for all equipment as required to verify compliance with these specifications at least twenty-five (25) working days prior to ordering or furnishing of said equipment and accessories. Contractor shall allow at least ten (10) working days for initial review of shop drawings and manufacturer data and an additional ten (10) working days for each subsequent review, if any, that may be required for resubmittals. Shop drawings and data sheets shall include the following information: Manufacturer and model number Dimensions and weight of all equipment Arrangement of equipment components Equipment anchoring, attachment description or drawing. Schematic and elementary wiring diagrams for each piece of equipment, showing numbered terminal points, numbered wires, and numbered interconnections to other equipment and remote devices. Complete catalogue information of all parts and components of equipments including installation, maintenance and operational requirements.
D.
POWER AND SIGNAL CONDUIT AND WIRING Contractor shall furnish and install all power and signal wiring as required to provide a fully operational parking control system as described herein. Contractor shall utilize existing conduits and wiring and/or install new wiring and conduit as needed. All new conduit and wiring shall comply with the applicable referenced codes and standards.
708‐2 Measurement and Payment Measurement and payment for constructing parking equipment, shall include providing and installing all PARCS equipment and appurtenant equipment as proposed on Attachment 2 and any negotiated equipment on Attachment 3. They will be paid at the contract unit price stated on Attachment 2 and Attachment 3.The above contract prices shall include full compensation for furnishing all labor, materials, tools, equipment, transportation, and incidentals accordance with the Contract Documents
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K. Questions on Configuration & Functionality
Please respond to these questions and included with your Proposal Bid Sheet 1. Will the PARCS solution be dependent on a centralized database to maintain debit card balances in real‐time between facilities or deploy a read / write card technology? 2. Does the proposed solution deploy Bill/Note Recycling or separate Bill Dispensers in its Pay on Foot FS Terminals? a. If Bill Dispensing is deployed, please identify the number of each denomination that can be dispensed and the maximum number of Bills/Notes that each magazine will hold. b. If Bill Recycling is deployed, please identify Bill/Note capacity along with fraud and counterfeit protections included with the device and any potential liability the City of Ventura may have relative to fraud or the dispensing of counterfeit Bills/Notes. 3. How does your PARCS handle the Lost Ticket remotely? 4. Are all reports for PARCS terminals available at the central facility server? 5. Are all PARCS terminals and components UL Listed? 6. Which RFID systems does the PARCS solution currently integrate with? 7. Please confirm that the same manufacturer will provide all major hardware and software components. 8. Please identify your local maintenance and repair service provider for the PARCS Project. 9. Please describe any internet based validation programs available with your PARCS. 10. Will or does your system have the ability to accept Apple Pay.? 11. Will or does your system accept PayPal? 12. Which pay by phone companies have you worked with in the past to facilitate payment for parking? 13. Describe in detail how scalable your system is for future expansion. 14. Does your Digital Intercom System have the forwarding capabilities that if no response is available at the central parking office or forwarded line, the ability to program the gate arm to automatically raise and allow a single vehicle to pass through to keep traffic backup to a minimum. 15. Does your company feel that the existing cashier station/booth needs to be removed? What value is there to leave it in place. 16. During an alarm on a terminal device the system can your system or is there an ability toy to record what is on the pinhole camera for 60 seconds and save this for future viewing? 17. Describe how the LPR system will operate with your PARCS solution as well as Validation and mobile pay options.
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ATTACHMENT 1 CALIFORNIA ST PARKING STRUCTURE LOCATION MAP
2 1 3 6 4 5
1. Parking Structure 2. Crowne Plaza Hotel‐ Validation 3. Aloha Steakhouse‐ Validation 4. Beach House Tacos‐Validation 5. Beach House Grill‐Validation 6. Exterior Parking Lot Page | 37
RFP PROVISIONS FOR STANDARD FORM CONTRACTS Please Read Carefully These provisions shall be a part of your Bid and/or any resultant Contract Scope of Bid/Proposal: A Request for Proposal is hereby requested for Replace and Install a New Parking Access & Revenue Control System (PARCS) at the California Street Parking Structure Located at the intersection of Harbor Blvd and California St., as per specifications herein The bidder agrees that: A. Bidder has carefully examined the specifications, and all provisions relating to the item(s) to be furnished or the work to be done; understands the meaning, intent, and requirements; and B. Bidder will enter into a written contract and furnish the item(s) or complete the work in the time specified, and in strict conformity with the City of San Buenaventura specifications for the prices quoted. Note: Bidder is defined as any individual, partnership, or corporation submitting a bid, proposal, or quotation in response to an invitation to or request for bid, request for proposal, or request for quotation. A bidder may also be referred to as bidder/contractor, contractor, supplier, or vendor. 1. Prices: All prices and notations must be in ink or typewritten. Mistakes may be crossed out and corrections typed or written with ink adjacent to the error; the person signing the bid must initial corrections in ink. Bids shall indicate the unit price extended to indicate the total price for each item bid. Any difference between the unit price correctly extended and the total price shown for all items bid shall be resolved in favor of the unit prices. 2. Bidder’s Security: NOT APPLICABLE A bid deposit in an amount equal to at least 10% of the bid may be required as a bid security by the City. The bid security may only be in cash, a cashier’s check, a certified check made payable to the City of San Buenaventura, or a bid bond. If the bid security is a bond, it shall be executed by a surety insurer authorized to issue surety bonds in the State of California. The bid security must be executed by the bidder and enclosed with the bid proposal in the sealed bid envelope. 3. Items Offered: If the item offered has a trade name, brand and/or catalog number, such shall be stated in the bid. If the bidder proposes to furnish an item of a manufacturer or vendor other than that mentioned on the face hereof, bidder must specify maker, brand, quality, catalog number, or other trade designation. Unless such is noted on the bid form, it will be deemed that the item offered is that designated even though the bid may state “or equal”.
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4. Brand Names: Whenever reference to a specific brand name is made, it is intended to describe a component that has been determined to best meet operational, performance, or reliability standards of the City, thereby incorporating these standards by reference within the specifications. These specifications are not meant to limit the vendor; they are guidelines to minimum qualifications. The bidder shall indicate their compliance or non‐compliance for each line of the specification. Any deviations from the specifications or where submitted literature does not fully support the meaning of the specifications must be clearly cited in writing by the bidder. An equivalent (“or equal”) may be offered by the bidder, subject to evaluation and acceptance by the City. It is the bidder’s responsibility to provide, at bidder’s expense, samples, test data, or other documentation the City may require to fully evaluate and determine acceptability of an offered substitute. The City reserves the sole right to reject a substituted component that will not meet or exceed City standards. 5. Samples: Samples may be required for bid evaluation and testing purposes. Bidders shall agree to provide samples within forty‐eight (48) hours upon request and at no additional cost to the City. 6. Verify Quotations: Prices shall be verified prior to bid submittal, as withdrawal or correction may not be permitted after the bid has been opened. 7. Firm Prices: Prices on bid shall be firm prices not subject to escalation. In the event the specifications provide for escalation, the maximum limit shall be shown, or the bid shall not be considered. In the event of a decline in market price below a price bid, the City of San Buenaventura shall receive the benefit of such decline. 8. Modification or Withdrawal of Bids: Bids may be modified or withdrawn by written or facsimile notice received prior to the exact hour and date specified for receipt of bid. A bid may also be withdrawn in person by a bidder, or bidder’s authorized representative, prior to the exact hour and date set for receipt of bids. Telephone withdrawals are not permitted. 9. Late Bids, Modifications, or Withdrawals: Bids, modifications of bids, or bid withdrawals received after the exact time and date specified for receipt will not be considered unless receipt is before the contract is awarded and the City determines that late receipt was due solely to City error. 10. Mistake in Bid: (a) If the bidder discovers a mistake in bid prior to the hour and date specified for receipt of bid, bidder may correct the mistake by modifying or withdrawing the bid in accordance with Items 8 and 9 above. (b) If within seventy‐two hours of the bid closing and prior to the issuance of a purchase order or a contract, the apparent low and best bidder discovers a mistake in bid of a serious and significant nature which is unfavorable to bidder, bidder may request consideration be given to modifying the bid if it remains the lowest bid or to withdrawal of the bid if the result of the correction of the mistake makes another bidder 39 | P a g e
lowest and best bidder. The mistake must be evident and provable. The right is reserved by the City to reject any and all requests for correction of mistakes in bids received after the hour and date of the bid closing. The decision of the Purchasing Manager is final as regards acceptance or rejection of requests for correction of bids. (c) A mistake in bid cannot be considered once a purchase order or contract is issued. 11. Signature: All bids shall be signed and the title and firm name indicated. A bid by a corporation shall be signed by an authorized officer, employee or agent with his or her title. 12. No Bids: If no bid is to be submitted, the bid should be marked “No Bid” and returned to maintain the bidder’s name in the vendor file for future solicitations. A letter or postcard may be submitted. If a bidder fails to respond to a reasonable number of bids without returning a “No Bid”, the Purchasing Manager reserves the right to delete the bidder from the vendor file for future solicitations. 13. Alternative Proposals: To be responsive to the bid, bidder must submit a proposal that meets all specific bid requirements. Once bidder has proposed a product which is responsive to the specification, bidder may include with the bid any additional proposals or alternative products that bidder believes can meet or exceed the City’s requirements and that may offer additional advantages, benefits, or cost savings. The City reserves the right to evaluate, and accept or reject, such alternatives as though they were part of the original specifications without advertising for further bids, when in the best interests of the City. Any awards so made will be based on operational and cost analysis considerations that would result in the optimum economic advantage to the City. 14. Confidential Information: Any information deemed confidential or proprietary should be clearly identified by the bidder as such. It may then be protected and treated with confidentiality only to the extent permitted by state law. Otherwise the information shall be considered a public record. Information or data submitted with a bid will not be returned. 15. Quality: Unless otherwise required in the specifications, bidder's proposal shall assume that all goods furnished shall be new and unused. 16. Tropical Hardwoods: In accordance with the City of San Buenaventura Administrative Policy and Procedure 18.2, incorporated and made part of these General Provisions, Bidders shall not propose or provide any items to the City in regard to performance of a contract, which are tropical hardwood products. Bidders are urged not to import, purchase, obtain, or use for any purpose, any tropical hardwood product in support of any City agreement.
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17. Litigation Warranty: The bidder, by bidding, warrants that bidder is not currently involved in litigation or arbitration concerning the materials or bidder’s performance concerning the same or similar material or service to be supplied pursuant to this contract of specification, and that no judgments or awards have been made against bidder on the basis of bidder’s performance in supplying or installing the same or similar material or service, unless such fact is disclosed to the City in the bid. Disclosure may not disqualify the bidder. The City reserves the right to evaluate bids on the basis of the facts surrounding such litigation or arbitration and to require bidder to furnish the City with a surety bond executed by a surety company authorized to do business in the State of California and approved by The City of San Buenaventura in a sum equal to one hundred percent (100%) of the contract price conditional on the faithful performance by bidder of the contract in the event the bid is awarded to bidder, notwithstanding the litigation or arbitration. 18. Royalties, Licenses and Patents: Unless otherwise specified, the bidder shall pay all royalties, license and patent fees. The bidder warrants that the materials to be supplied do not infringe any patent, trademark or copyright and further agrees to defend any and all suits, actions and claims for infringement that are brought against the City, and to defend, indemnify and hold harmless the City from all loss or damages, whether general, exemplary or punitive, as a result of any actual or claimed infringement asserted against the City, the bidder or those furnishing material to bidder pursuant to this contract. 19. Performance Standards: Performance of work and acceptability of equipment or materials supplied pursuant to any contract or award shall be to the satisfaction of the City. 20. Warranties: (a) All material, labor or equipment provided under the contract shall be warranted by bidder and/or manufacturer for at least twelve (12) months after acceptance by City. Greater warranty protection will be accepted. Lesser warranty protection must be indicated by bidder on the bid proposal as an exception. (b) Bidder shall be considered primarily responsible to the City for all warranty service, parts and labor applicable to the goods or equipment provided by bidder under this bid or award, irrespective of whether bidder is an agent, broker, fabricator or manufacturer’s dealer. Bidder shall be responsible for ensuring that warranty work is performed at a local agency or facility convenient to City and that services, parts and labor are available and provided to meet City’s schedules and deadlines. If required and defined within the Scope of Work, the Bidder will post a performance bond after contract award to guarantee performance of these obligations. Bidder may establish a service contract with a local agency satisfactory to City to meet this obligation if bidder does not ordinarily provide warranty service. 21.
Addenda:
The effect of all addenda to the bid documents shall be considered in the bid, and said addenda shall be made part of the bid documents and shall be returned with them. Before submitting a bid, each bidder shall ascertain whether or not any addenda have been issued, and failure to cover in this bid any such addenda issued may render the bid invalid and result in its rejection. 41 | P a g e
22. Specifications to Prevail: The detailed requirements of the specifications shall supersede any conflicting reference in these General Provisions that are in conflict therewith. 23. Taxes: The City will furnish Exemption Certificates for Federal Excise Tax. The City is liable for State, City and County Sales Taxes. Do not include this tax in the amount bid. However, tax is to be added by the successful bidder to the net amount invoiced. 24. Living Wage Requirements: Vendor understands and agrees that this Agreement is subject to the provisions of Chapter 2.525 of the San Buenaventura Municipal Code, entitled “Living Wages and Benefits for City Services,” a copy of which has been, or can be upon request, provided to Vendor. By reason thereof, during the term of this Agreement, Vendor will pay and/or provide the wages and/or benefits required therein to all of its employees engaged in whole or in part in performing the services provided for by this Agreement. Moreover, Vendor will require any of its successors, assigns and subcontractors who receive any compensation or other emoluments arising out the performance of the services provided for by this Agreement to similarly pay and/or provide such wages and/or benefits to all of their employees engaged in whole or in part in performing the such services. In addition, Vendor and any of its successors, assigns and sub‐contractors who received any compensation or other emoluments arising out of the performance of the services provided for by this Agreement will post the “Notice to Employees” and provide the other information required by Section 2.525.170 of Chapter 2.525 at the time in the manner provided for by that section. Finally, Vendor also understands and agrees that any violation of Chapter 2.525 of the San Buenaventura Municipal Code will be deemed to be a material breach of this Agreement entitling City to suspend or terminate this Agreement and/or impose the civil penalties provided for by Section 2.525.400 of Chapter 2.525. Referenced below are the annual adjustments relative to Living Wage Ordinance No. 2006‐010: Section 2.525.160 Annual Adjustment: Minimum Hourly Rate Without Medical Benefits: $14.73 for fiscal year 2014‐2015 and $14.78 for fiscal year 2015‐2016. Minimum Hourly Rate With Medical Benefits: $11.49 per hour provided the coverage employer pays its covered employees a minimum of $3.24 per hour worked, toward qualifying medical benefits for covered employees and their dependents for fiscal year 2014‐2015 and $11.53 and $3.25 for fiscal year 2015‐2016. Section 2.525.130 Applicability: All service contracts entered into or financial assistance provided after the effective date of this chapter whose combined total exceeds $29,445 for fiscal year 2014‐2015 and $29,560 for fiscal year 2015‐2016 By initialing this Section, Seller agrees that it has read a copy of Chapter 2.525 of the Code as well as this Section, and that Seller understands Chapter 2.525 of the Code and this Section. Seller’s initials: ______ 42 | P a g e
25. Prevailing Wage Requirements: Effective January 1, 2015, the payment of State prevailing rates of wages as designated for Ventura County for on‐site work and delivery of materials shall apply to public works construction projects over $25,000 and projects for alteration, demolition, repair, or maintenance work over $15,000. Prevailing wages are required to be paid to all workers, including subcontracted employees. This contract may be subject to compliance monitoring and enforcement by the DIR. As of July 1, 2014, all contractors and subcontractors must register with the DIR in order to submit a bid and be awarded a contract (https://efiling.dir.ca.gov/PWCR/ActionServlet?action=displayPWCRegistrationForm). As of April 1, 2015, the City must hire only registered contractors and subcontractors. For complete requirements, please refer to the “Contractor Registration Fact Sheet” located on the City’s website at http://www.cityofventura.net/ft/purchasing. The Contractor will post at appropriate conspicuous points at the site of the project a schedule showing determinations of the Director of Industrial Relations of the prevailing rate of per diem wages. It will be the Contractor’s responsibility to obtain copies of the prevailing rate of per diem wages. One source that may be used is the California Department of Industrial Relations website which is currently located at www.dir.ca.gov, or by calling the Prevailing Wage Unit at (415) 703‐4774. The Contractor will comply with Section 1007 of the San Buenaventura Charter. In accordance with Labor Code Section 1775 (“Section 1775”), the Contractor will forfeit as a penalty to the City of San Buenaventura, $25.00 for each calendar day or portion thereof, for each worker paid less than the stipulated prevailing rates for such work or craft in which such worker is employed for any work done under the contract by Contractor or by any subcontractor under Contractor in violation of the provisions of the Charter. In addition to said penalty and pursuant to the said Section 1775, the difference between the stipulated prevailing wage rates and the amount paid to each workman for each calendar day or portion thereof, for which each worker was paid less than the stipulated prevailing wage rate will be paid to each worker by the Contractor. Any sums forfeited under the provisions of this section will be deducted from the payments under this contract by the City. Every Contractor and subcontractor will keep an accurate record showing the name, occupation, and the actual per diem wages paid to each worker employed by him in connection with the public project. It is unlawful to split or separate into small portions, work orders, projects, purchases, or public works projects for the purpose of evading these prevailing wage requirements. Use of Prevailing Wages vs. Living Wages: In the event that there is a difference between the amount of wages to be paid under the City of Ventura’s local Living Wage requirements and the requirements of this provision, the wage rate that is the higher of the two shall be applicable to the contract.
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26. Conflict of Interest: No City employee or elected or appointed member of City government, or member of the employee’s immediate family, may participate directly or indirectly in the procurement process pertaining to this bid if they: (a) Have a financial interest or other personal interest that is incompatible with the proper discharge of their official duties in the public interest or would tend to impair their independence, judgment or action in the performance of their official duties. (b) Are negotiating for or have an arrangement concerning prospective employment with bidder. The bidder warrants to the best of his knowledge that the submission of the bid will not create such conflict of interest. In the event such a conflict occurs, the bidder is to report it immediately to the Purchasing Manager. For breach or violation of this warranty, the City shall have the right to annul this contract without liability at its discretion, and bidder may be subject to damages and/or debarment or suspension. 27. Gratuities: The City may rescind the right of the bidder to proceed under this agreement if it is found that gratuities in the form of entertainment, gifts, or otherwise are offered or given by the bidder, or any agent or representative of the bidder, to any officer or employee of the City with the intent of influencing award of this agreement or securing favorable treatment with respect to performance of this agreement. 28. Faithful Performance Bond: NOT APPLICABLE If required and defined within the Scope of Work, the Bidder will be required to furnish the City with a surety bond conditioned upon the faithful performance of the contract. This may take the form of a bond executed by a surety company authorized to do business in the State of California and approved by the City of San Buenaventura, an endorsed Certificate of Deposit, or a money order or a certified check drawn on a solvent bank. The bond shall be in a sum equal to one hundred percent (100%) of the amount of the contract price. Such bond or deposit shall be forfeited to the City in the event that bidder receiving the contract shall fail or refuse to fulfill the requirements and all terms and conditions of the contract.
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29. Insurance: Should work be required on City premises or within the public right‐of‐way, bidder shall provide proof of Commercial General Liability Insurance and Automobile Liability, Professional Liability and Workers’ Compensation if applicable. prior to initiation of any services under City, Bid, Proposal or Contract. Coverage shall be from a company authorized to transact business in the State of California and the City of San Buenaventura and shall meet the following minimum specifications: A. Types and Amounts of Applicable Insurance Coverage. Bidder or Contractor shall provide the following types of insurance designated in this section by a check mark: Type of Insurance Combined Single Limit Aggregate Limit Commercial General Liability $2,000,000 $400,000,000 Business Auto Liability $2,000,000 $ Workers’ Compensation Statutory Limit Professional Liability (E&O) $ $ B. Insurance Policy Forms and Provisions. The insurance policies provided by bidder/contractor in compliance with the requirements of this section shall conform to all of the following requirements. (a) Commercial Liability Insurance shall be evidenced by both a Certificate of Insurance and an Additional Insured Endorsement. Bidder/Contractor shall provide insurance documentation on a form that affords the City coverage as broad as that provided under ISO‐CGL Form No. CG 00 01 11 85 or 88. Aggregate limit endorsements shall be evidenced on either ISO Form No. CG 25 03 11 85 or ISO Form No. CG 25 04 11 85. City and all of City’s officers, employees and volunteers shall be named as Additional Insureds under such insurance coverage using a form approved by the City or ISO Form No. CG 20 10 11 85 (in no event with an ISO edition date later than 1990). Coverage shall apply on a primary non‐contributing basis in relation to any other insurance or self‐insurance, primary or excess, available to City or any officer, employee, agent or volunteer of City. Coverage shall not be limited to the vicarious liability or supervisory role of any additional insured. There shall be no cross liability exclusion and no contractor limitation endorsement. In addition, there shall be no endorsement or modification limiting the scope of coverage for liability arising from pollution, explosion, collapse, underground property damage or employment‐related practices, except for a provision or endorsement limiting liability arising from pollution to liability caused by sudden or accidental pollution. Any umbrella liability insurance over primary insurance provided to meet primary limits shall apply to bodily injury, personal injury and property damage, at a minimum. Coverage shall be as broad as any required underlying primary coverage, and shall include a “drop down” provision providing primary coverage for liability not covered by primary policies but covered by the umbrella policy. Coverage shall be provided with defense costs payable in addition to policy limits. Coverage shall have starting and ending dates concurrent with the underlying coverages. 45 | P a g e
(b) Errors and Omissions Insurance shall be provided covering liability for professional malpractice. Such coverage shall be on an “occurrence basis” if such coverage is available, or on a “claims made” basis if not available. When coverage is provided on a “claims made basis, bidder/contractor shall continue to maintain the insurance in effect for a period of three (3) years after this Agreement expires or is terminated (hereinafter the “extended insurance”). Such extended insurance shall have the same coverage and limits as the policy that was in effect during the term of this Agreement, and shall cover bidder/contractor for all claims made by City arising out of any errors or omissions of bidder/contractor, or the officers, employees or agents of bidder/contractor during the time this Agreement was in effect. (c) Business Auto Coverage shall be provided on ISO Business Auto Coverage Form No. CA 00 01 06 92 including symbol 1 (any auto). As in the case of general liability insurance requirement, City and all of City’s officers, employees, agents and volunteers shall be named as additional insureds under such insurance coverage using City’s Standard form endorsement or ISO Form No. CG 20 10 11 85 (in no event with an edition date later than 1990). The insurance policy providing such coverage shall be scheduled as underlying insurance to any umbrella policy required above meeting general liability insurance requirements. (d) Workers’ Compensation/Employer’s Liability Coverage shall provide workers’ compensation statutory benefits as required by law. Unless otherwise agreed, this policy shall be endorsed to waive any right of subrogation as respects to the City and City’s officers, employees, agents and volunteers. Employer’s liability coverage provided by such insurance shall be scheduled under any primary or umbrella policy described above to meet general liability insurance requirements. C. Additional Insurance Requirements. Bidder/contractor agrees to comply with the following additional requirements with respect to the insurance provided pursuant to this section: (a) Unless otherwise approved by the City, bidder/contractor’s insurance shall be written by insurers authorized to do business in the State of California and the City of San Buenaventura and shall have a minimum “Best’s” Insurance Guide rating of “A:VII.” Self‐insurance will not be considered to comply with these insurance specifications. (b) Bidder/contractor shall provide evidence of the insurance required herein, satisfactory to City, consisting of certificate(s) of insurance evidencing all of the coverages required, copies of the insurance policies themselves or any portions thereof, and any required endorsements. Certificate(s) are to reflect that the insurer will provide 30 days notice of any cancellation of coverage. Bidder/contractor shall require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions. (c) Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only and is not intended by any party to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. Coverage shall not be limited to the specific location, individual or entity designated as the address of the project or services provided for by this Agreement. 46 | P a g e
(d) Bidder/contractor shall ensure that coverage provided to meet these requirements is applicable separately to each insured, and that there will be no cross liability exclusions that preclude coverage for suits between bidder/contractor and City, between bidder/contractor and any other named insureds or additional insureds under the insurance policy, or between City and any party associated with City or City’s officers, employees, agents or volunteers. (e) All general or auto liability insurance coverage provided pursuant to this Agreement, or any other agreements pertaining to the performance of this Agreement, shall not prohibit bidder/contractor, and bidder/contractor’s employees or agents, from waiving the right of subrogation prior to a loss. By these presents, bidder/contractor waives its right of subrogation against the City. (f) Any failure on the part of City or any other additional insured under these requirements to obtain proof of insurance required under this Agreement in no way waives any right or remedy of City or any other additional insured in this or any other regard. (g) In the event any policy of insurance required under this Agreement does not comply with these requirements or is canceled and not replaced, City has the right, but not the duty, to obtain the insurance it deems necessary to meet the requirements of this Agreement, and any premium paid by City for such insurance will be promptly reimbursed by bidder/contractor, or, if not promptly reimbursed, deducted from any compensation to be paid by City to bidder/contractor pursuant to this Agreement. (h) Bidder/contractor will provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least 72 hours before expiration of coverage. (i) Bidder/contractor shall require all subcontractors or other parties hired by bidder/contractor to perform any part of the services required by this Agreement to purchase and maintain all of the insurance specified above and all such commercial general liability insurance and business automobile insurance shall name as additional insureds all parties to this Agreement. Bidder/contractor shall obtain certificates evidencing such coverage and make reasonable efforts to ensure that such coverage is provided as required herein. No contract used by any bidder/contractor, or contracts bidder/contractor enters into on behalf of City, will reserve the right to charge back to City the cost of insurance required by this Agreement. When requested, bidder/contractor shall provide City will all agreements with subcontractors or others with whom bidder/contractor contracts with on behalf of City, and with all certificates of insurance obtained in compliance with this paragraph. Failure of City to request copies of such documents will not impose any liability on City, or its employees. (j) Bidder/contractor shall provide immediate notice to City of any claim against bidder/contractor or any loss involving bidder/contractor that could result in City or any of City’s officers, employees, agents or volunteers being named as a defendant in any litigation arising out of such claim or loss. City shall not incur any obligation or liability by reason of the receipt of such notice. However, City shall have the right, but not the duty, to monitor the handling of any such claim or loss that is likely to involve City. (k) In the event of any loss that is not insured due to the failure of bidder/contractor to comply with these requirements, bidder/contractor will be personally responsible for any and all losses, claims, suits, damages, defense obligations and liability of any kind attributed to City, or City’s officers, employees, agents or volunteers as a result of such failure. 47 | P a g e
D. Acknowledgement. Bidder acknowledges that it has reviewed the City’s and insurance requirements above and hereby agrees to full compliance. ____________________________ Authorized Signature 30. Indemnification: Bidder/contractor shall hold City and City’s officers, employees, agents and volunteers harmless and free from any and all claims, liabilities or expenses, including attorney’s fees, arising out of or relating to any negligent act, negligent omission, or wrongful conduct related in any way to bidder/contractor’s performance of its services pursuant to this Agreement. In the event City and/or any of City’s officers, employees, agents or volunteers are named in any lawsuit, or should any claim be made against it or any of them by lawsuit or otherwise arising out of or relating to such negligent act, negligent omission or wrongful conduct, bidder/contractor shall indemnify them for any judgment rendered against them, any sums paid out in settlement or otherwise, and all costs incurred by them in their defense, including, but not limited to attorney’s fees. Bidder/contractor also understands and agrees that it is being employed to perform the services provided for by this Agreement because of bidder/contractor’s professed expertise and experience in performing such services. In addition bidder/contractor understands and agrees that while City or City’s officers, employees, agents or volunteers may elect to do so, they have no duty to review, inspect, monitor or supervise the work performed by bidder/contractor pursuant to this Agreement except as otherwise expressly provided for by this Agreement. As a consequence, bidder/contractor waives any right of contribution against City or any of City’s officers, employees, agents or volunteers arising out of such failure to inspect, review, monitor or supervise the work performed by bidder/contractor pursuant to this Agreement.” 31. Award of Contract – Request for Bid (RFB) and Request for Proposal (RFP): (a) Bids/Proposals will be analyzed and award will be made to the lowest, responsive and responsible bidder whose bid conforms to the solicitation and whose bid is considered to be most advantageous to the City, price and other factors considered. Factors to be considered may include, but are not limited to: bidder’s past performance, total unit cost, economic cost analysis, life cycle costs, warranty and quality, maintenance cost, durability, the operational requirements of the City and any other factors which will result in the optimum economic benefit to the City. (b) The City reserves the right to reject any item or items, to waive informalities, technical defects and minor irregularities in bids/proposals received; and to select the bid(s) or proposal(s) deemed most advantageous to the City. The City will, however, consider bids/proposals submitted on an “all or nothing” basis if the bid/proposal is clearly designated as such. (c) The City reserves the right to award one or more contracts on the bids/proposals submitted, either by award of all items to one bidder or by award of separate items or groups of items to various bidders as the interests of the City may require, unless the bidder clearly specifies otherwise in his bid. (d) Upon acceptance by the City of San Buenaventura, the solicitation, bid, proposal, or price quotation and a purchase order issued to the successful bidder shall be deemed to result in a binding contract incorporating those terms and these General Provisions without further action required by either party. Items are to be furnished as described in the bid and in strict conformity with all instructions, conditions, 48 | P a g e
specifications, and provisions in the complete contract, as defined by this clause 28 or any related integrated agreement. 32. Request for Proposal (RFP) Submittals: In the case of Request for Proposals (RFP’s), it should be noted that the documents submitted by prospective bidders are competitive sealed proposals and not competitive sealed bids. By their nature, proposals will include a number of variables that will vary based on the complexity of the product or service addressed within the proposal. When proposals are opened, prices and other information will not be made public until the proposal is awarded. There shall be no disclosure of any bidder’s information to competing bidders prior to the award of the proposal. At that time, the executed contract and proposals will become public information. Accordingly, each proposal should be submitted on the vendor’s most favorable terms from a price and technical standpoint. 33. Protests: Protests by unsuccessful bidders to the selection for award shall be submitted in writing to the Purchasing Manager no later than ten (10) calendar days after award recommendation. Failure to submit a timely written protest to the Purchasing Manager shall bar consideration of such protest. The Purchasing Manager shall consider the merits of the protest and make a determination that shall be immediately communicated to the protesting bidder. Any appeal concerning the determination of the Purchasing Manager shall be submitted in writing to the Administrative Services Director no later than five (5) calendar days after the original determination is communicated to the bidder. The Administrative Services Director shall hear the documented arguments of the protest and a written determination will be made and returned to the affected vendor(s). Determinations by the Administrative Services Director concerning protests are final. 34. Documentation: Due to the time constraints that affect contract performance, all required documents, certificates of insurance and bonds shall be provided to the City within ten (10) calendar days following award or date of request by City, whichever is later. Any failure to comply may result in bid being declared non‐responsive and rejected, and at City’s option the bid bond may be attached for damages suffered. 35. Discounts: (a) Prompt payment discounts offered for payment within less than fifteen (15) calendar days will not be considered in evaluating bids for award. However, offered discounts of less than 15 days will be taken if payment is made within the discount period, even though not considered in the evaluation of bids. (b) In connection with any discount offered, time will be computed from date of delivery and acceptance, or invoice receipt, whichever is later. Payment is deemed to be made for the purpose of earning the discount on the date of mailing of the City check. (c) Any discount offered other than for prompt payment should be included in the net price quoted and not included in separate terms. In the event this is not done, the City reserves the right to accept the discount offered and adjust prices accordingly on the Purchase Order.
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36. Seller’s Invoice: Invoices shall be prepared and submitted in duplicate to address shown on the Purchase Order. Separate invoices are required for each Purchase Order. Invoices shall contain the following information: Purchase Order number, item number, description of supplies or services, sizes, unit of measure, quantity, unit price and extended totals. 37.
Inspection and Acceptance:
Inspection and acceptance will be at destination unless specified otherwise, and will be made by the City department shown in the shipping address or other duly authorized representative of the City. Until delivery and acceptance, and after any rejection, risk of loss will be on the bidder unless loss results from negligence of the City. 38. Lost and Damaged Shipments: Risk of loss or damage to items prior to the time of their receipt and acceptance by the City is upon the bidder. The City has no obligation to accept damaged shipments and reserves the right to return at the bidder’s expense damaged merchandise even though the damage was not apparent or discovered until after receipt of the items. 39. Late Shipments: Bidder is responsible to notify the City department receiving the items and the Purchasing Manager of any late or delayed shipments. The City reserves the right to cancel all or any part of an order if the shipment is not made as promised. 40.
Document Ownership:
(a) All technical documents and records originated or prepared pursuant to this contract, including papers, reports, charts, and computer programs, shall be delivered to and become the exclusive property of the City and may be copyrighted by the City. Bidder assigns all copyrights to City by undertaking this agreement. (b) All inventions, discoveries, enhancements, changes, or improvements of computer programs developed pursuant to this contract shall be the property of the City, and all patents or copyrights shall be assigned to City, unless otherwise agreed. Bidder agrees that City may make modifications to computer software furnished by bidder without infringing bidder’s copyright or any license granted to City. 41. Advertisements, Product Endorsements: City employees and agencies or organizations funded by the City of San Buenaventura are prohibited from making endorsements, either implied or direct, of commercial products or services without written approval of the City Manager. No bidder may represent that the City of San Buenaventura has endorsed their product or service without the City Manager’s prior written approval.
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42. Optional Cooperative Purchase Agreement: It is intended that any other public agency (i.e., city, district, public agency, municipality or state agency) located within California shall have the option to participate in any award made as a result of this solicitation. The City of San Buenaventura shall incur no financial responsibility in connection with purchase orders or contracts made by the bidder with another public agency resulting from this solicitation. The public agency shall accept sole responsibility for placing orders and making applicable payments to the vendor. State whether said “cooperative” option is granted on the City quotation sheet. The option shall not be considered in the proposal evaluation. 43. City Provisions to Prevail: Except as indicated in the specifications, the City’s standard General Provisions shall govern any contract award. Any standard terms and conditions of bidder submitted by bidder shall not be acceptable to City unless expressly agreed to by the City. The City reserves the right to reject bidder’s bid as non‐responsive, to consider the bid without bidder’s standard terms and conditions, or to require bidder to delete reference to such as a condition of evaluation or award of the bid. If, after award of contract, bidder (contract vendor) shall provide materials or services accompanied by new or additional standard terms or conditions, they too shall be considered void and City may require deletion as a further condition of performance by vendor. To the extent not otherwise provided for by the contract documents, the California Commercial Code shall apply. In the event that any one or more of the provisions of this agreement shall be found to be invalid, illegal or unenforceable, the remaining provisions shall remain in effect and be enforceable. 44. Invalid Provisions: In the event that any one or more of the provisions of this agreement shall be found to be invalid, illegal or unenforceable, the remaining provisions shall remain in effect and be enforceable. 45. Amendments and Modifications: The Purchasing Manager may at any time, by written order, and without notice to the sureties, make a modification to the contract or an amendment to the Purchase Order, within the general scope of this contract, in (1) quantity of materials or service, whether more or less; (2) drawings, designs, or specifications, where the supplies to be furnished are to be specially manufactured for the City; (3) method of shipment or packing; and (4) place of delivery. If any such change causes an increase or decrease in the cost or the time required for the performance of this contract, an equitable adjustment shall be made by written modification of the contract or amendment to the Purchase Order. Any claim by the bidder for adjustment under this clause must be asserted within 30 calendar days from the notification date. 46. Assignment: Vendor shall not assign or delegate duties or responsibilities under this agreement, in whole or in part, without prior written approval of the City.
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47. Disputes: Except as otherwise provided in these provisions, any dispute concerning a question of fact arising under this contract which is not disposed of by agreement shall be decided by the Purchasing Manager, who shall reduce this decision to writing and mail a copy to the bidder. The decision of the Purchasing Manager shall be final and conclusive, unless bidder requests mediation within ten (10) calendar days. Pending final decision of a dispute, the bidder shall proceed diligently with the performance of the contract and in accordance with the Purchasing Manager’s decision. 48. Mediation: Should an unresolved dispute arise out of this agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within thirty (30) days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the California State Board of Mediation and Conciliation, or other agreed‐upon service. The mediator shall be selected by a “blindfold” process. The cost of mediation shall be borne equally by both parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than sixty (60) days, unless the maximum time is extended by both parties. 49. Lawful Performance: Vendor shall abide by all Federal, State and Local Laws, Ordinances, Regulations, and Statutes as may be related to the performance of duties under this agreement. In addition, all applicable permits and licenses required shall be obtained by the vendor, at vendor’s sole expense. 50.
Annual Appropriation of Funds:
Multi‐year term supply and service contracts and leases are subject to annual appropriation of funds by the City Council. The City plans and makes appropriations to the City Budget with respect to a fiscal year that starts July 1st and ends June 30th of each year. Payments made under term contracts and leases are considered items of current expense. Purchase Orders are funded when issued; therefore, they are current expense items and are not subject to any subsequent appropriation of funds. In the event sufficient funds are not appropriated for the payment of lease payments or anticipated term contract payments required to be paid in the next occurring lease or contract term, and if no funds are legally available from other sources, the lease or contract may be terminated at the end of the original term or renewal term and the City shall not be obligated to make further payments beyond the then current original or renewal term. The City will provide notice of its inability to continue the lease or contract at such time as the Purchasing Manager is aware of the non‐appropriation of funds. However, failure to notify does not renew the term of the lease or contract. The City has no monetary obligation in event of termination or reduction of a term contract since such contracts represent estimated quantities and is not funded as a contract except to the extent of the Purchase Orders issued.
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51. Extension: When in the City’s best interest, this agreement may be extended on a daily, month‐to‐month, or annual basis by mutual agreement of both parties. Services and/or materials received under an extension shall be in accordance with pricing, terms, and conditions, as described herein. 52. Termination: The City may terminate this agreement and be relieved of any consideration to the vendor should vendor fail to perform in the manner required. Furthermore, the City may terminate this agreement for any reason without penalty upon giving thirty (30) days written notice to the vendor. In the event of termination, the full extent of City liability shall be limited to an equitable adjustment and payment for materials and/or services authorized by and received to the satisfaction of the City prior to termination. 53. Venue: This agreement shall be governed by and interpreted according to the laws of the State of California, and venue for any proceeding shall be in the County of Ventura. 54. Small Local Business Purchasing Preference: In determining the lowest responsible bidder for any city purchase of goods or public works construction contract that is for $250,000 or less, and when responsibility and quality are equal, a credit of five percent (5%) of the bid submitted by the lowest responsible bidder meeting specifications shall be given to a bidder that meets the definition of a “Small Local Business” as defined below. Definition: “Small Local Business” shall mean either: 1) a business entity that has for at least twelve (12) months immediately preceding submittal of its bid held a current business license issued by the city and maintained its principal business office within the city’s geographic boundaries, and that employs fewer than one hundred (100) employees or has average annual gross receipts of twenty million dollars ($20,000,000) or less over the preceding three years or 2) a business entity that proposes to use subcontractors, accounting for at least thirty (30) percent of the contract bid value, that have for at least twelve (12) months immediately preceding submittal of its bid held a current business license issued by the city and maintained its principal business office within the city’s geographic boundaries, and that employs fewer than one hundred (100) employees or has average annual gross receipts of twenty million dollars ($20,000,000) or less over the preceding three years. Certification: Should Seller meet the requirement of a Small Local Business, Attachment A must be completed and returned with a valid and authorized quotation. APPROVED AS TO FORM PER SBMC, SECTION 4.600.050 Gregory G. Diaz, City Attorney
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SMALL LOCAL BUSINESS PURCHASING PREFERENCE CERTIFICATION The City of Ventura’s Small Local Business Purchasing Preference policy may be considered as applicable to this Request for Proposal (ITB/RFP). Refer to Article 53 of these General Provisions for details. Qualified vendors that desire consideration as a City of Ventura small local business under this RFP must complete the “Statement of Small Local Business Certification” contained herein and submit it as a part of their proposal. Late submittals of the “Statement of Small Local Business Certification” will not be considered. Submission of this statement will qualify the vendor for treatment as a small local business for purposes of this RFP only. The Statement made under this RFP shall not qualify the vendor as a small local business under any other RFP. Small Local Business Certification: Any vendor claiming to be a small local business, as defined under Article 53 of these General Provisions, shall so certify in writing to the City’s requesting Buyer. The Buyer shall not be required to verify the accuracy or any such certifications, and shall have the sole discretion to determine if a vendor meets the definition of a “small local business.” Any person or business falsely claiming to be a small local business under this section shall be ineligible to transact for any business with the City for a period of not less than three (3) months and not more than twenty‐four (24) months as determined in the sole discretion of the City’s Purchasing and Contracts Manager. The City shall also have the right to terminate all or any part of any contract entered into with such person or business. STATEMENT OF SMALL LOCAL BUSINESS CERTIFICATION CITY OF SAN BUENAVENTURA Qualified local vendors desiring consideration under the City of Ventura’s Small Local Business Purchasing Preference policy must complete the following and submit with their proposal (print or type). I _____________________________________________,__________________________________ (Individual submitting bid/proposal) (Title) Of/for ________________________________________, Certify that_________________________________ (Company Name) (Company Name) Is a City of Ventura small local business as defined under Article 53 of these General Provisions and therefore qualifies for the Small Local Business purchasing preference. ______________________________________, __________________________________, ___________ (Signature) (Title) (Date)
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ATTACHMENT 2 PROPOSAL SHEET SCHEDULE OF WORK AND PRICES FOR PARKING ACCESS & REVENUE CONTROL SYSTEM (PARCS) Item No.
Est. Quantity
Units
1
1
LS
2
1
LS
3
1
LS
4
1
EA
5
2
EA
6
2
EA
7
1
EA
8
1
EA
Description
Unit Price
Total
PARCS Server/Software Credit Card Server/Software (if Required) Local Controller (if required) Ticket Dispenser/Entry Verifier Exit Verifier Pay in Lane Parking Gates (Auto open on Pwer failure integrated auto rebound) Portable Fee Computer w/ CFI Pay on Foot Terminal (Full Service) 9
1
EA
Pay on Foot Terminal (Credit Card Only) 10
1
EA
11
1
LS
Proximity Card Reader (RFID 12” minimum read range) Intercom System with integrated Cameras 12
1
EA
13
1
EA
Intercom Desk Station Intercom Station 14
4
EA
15
1
LS
Merchant Validation Computer Interface/System Networking including routers modems conduit installation 16
1
EA
17
2
EA
QR/Barcode Reader 18
1
EA
19
1
LS
20
10
LS
LED Open/Full Traffic Control Signs 3 year Warranty and service contract including parts and labor for three years. On call contract which would provide maintenance services as described in RFP Keys per device per description in RFP 55 | P a g e
Total
Prices shall include all labor and sales tax attributable to each major component listed. Bidder’s shall include their standard proposal format as part of their response to the package listing all components and associated unit costs required for a complete operational PARCS. Installation labor that is customary for each piece of equipment shall be included in the bidder’s budgets. Labor associated with civil and electrical work shall be included with the costs. The same shall apply to any alternate equipment added.
CONTRACTOR'S SIGNATURE
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Attachment 3 ADDITIVE ALTERNATE EQUIPMENT PROPOSAL SHEET SCHEDULE OF WORK AND PRICES FOR PARKING ACCESS & REVENUE CONTROL SYSTEM (PARCS) Item No.
Est. Quantity
Units
Description
1
1
EA
2
2
LS
3
1
LS
4
1
LS
5
1
LS
6
1
LS
A replacement of the server/s operating system and software after the 3 year warranty is over to keep the software and hardware PCI compliant and certified for secure payment processing and any server operating system compliant if applicable
7
1
LS
8
9
Unit Price
Total
A price for software, operating system updates and firmware revision after the three year warranty.
10
11
12
TOTAL
Ticket Dispenser/Entry Verifier License Plate Recognition System with full software integration with 2 LPR Cameras Removal of the Cashier Station and installation of electrical vault. Backup Server A traditional service contract including parts and labor for three ADDITIONAL years.
13
14
IF your system does not support the additional items listed write N/A in the Unit Price and Total CONTRACTOR'S NAME
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ATTACHMENT 4 REQUIRED COVER SHEET
TO: City of Ventura PROJECT: PARKING ACCESS & REVENUE CONTROL SYSTEM (PARCS) PROJECT LOCATION: California St. and Harbor Blvd Parking Structure PLEASE PRINT OR TYPE ALL REQUIRED INFORMATION Submitted By: MANUFACTURER / LEAD ENTITY / BIDDER Name of Firm: ____________________________________________________ Contact Name: ____________________________________________________ Title: ____________________________________________________ Address: ____________________________________________________ ____________________________________________________ Telephone: __________________________________ __________________________________ Email: MANUFACTURER‐APPROVED INSTALLER Name of Firm: ____________________________________________________ Contact Name: ____________________________________________________ Title: ____________________________________________________ Address: ____________________________________________________ ____________________________________________________ Telephone: __________________________________ Email: __________________________________ California Public Works Contractor License # ____________________ Signature of Bidder: _________________________________________________
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ATTACHMENT 5 PROPOSAL SHEET SCHEDULE OF WORK AND PRICES FOR
PARKING ACCESS & REVENUE CONTROL SYSTEM (PARCS) (Without exception, the bidder is required to state the name and address of each subcontractor, or material fabricator, and the portion of the work which each will do hereinafter and in conformance with Public Contract Code, Section 4100 to 4113, inclusive.) The undersigned submits herewith a list of subcontractors and material fabricators whom he proposes to employ on the work with the proper firm name and business address of each. Name Under Which Specific Subcontractor is License Address of Office Description Licensed Number Mill or Shop of Subcontract SIGNATURE OF BIDDER
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PROPOSAL PARKING ACCESS & REVENUE CONTROL SYSTEM (PARCS) BIDDER’S QUALIFICATION STATEMENT The bidder is required to complete the forms provided herein to enable the City to determine the Bidder’s responsibility, experience, and skill. Line items that are not applicable shall be marked “N/A.” Whenever a reference is indicated, provide the name of the contact person directly involved with the work that represented the owner, or the prime contractor if the work performed by your organization was done as a subcontract. DO NOT WRITE “SEE ATTACHED” UNLESS REQUIRED TO LIST ADDITIONAL PROJECTS THAT CANNOT FIT ON THE FORMS PROVIDED. YOU MUST BE CERTAIN TO INCLUDE THE SAME INFORMATION IN THE ATTACHMENTS THAT IS BEING REQUESTED IN THESE FORMS. Any proposal not adequately completed to the satisfaction of the City Engineer or containing information that is determined to be incorrect or falsified may be considered non‐responsive and may be rejected. BIDDER PROJECT EXPERIENCE REQUIREMENTS A bidder will be considered “experienced” and responsible if the prime contractor (bidder) meets the licensing requirements and has been in business for at least five (5) years (either current business name or if the proposed project manager for the bidder has applicable experience with others) installing Parking Access & Revenue Control Systems (PARCS),including successfully completing a minimum of two previous projects similar in scope and scale to this project. The City WILL reject any bid not meeting all of these qualification requirements The bidder (General Contractor) must perform contract work amounting to at least 50 percent of the Contract Price not including costs associated with the following designated specialty items in accordance with Section 2‐3.2 of the Standard Specification for Public Work Construction, 2009 edition: NO DESIGNATED SUBCONTRACT SPECIALTY ITEMS The undersigned certifies under oath the truth and correctness of all statements and of all answers to questions made hereinafter.
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ORGANIZATION BIDDER: ADDRESS OF BIDDER’S PRINCIPAL OFFICE:
1.
CORPORATION
PARTNERSHIP
INDIVIDUAL
2. a. If a corporation, answer the following questions: Date of Incorporation: Place of Incorporation: President’s name: Vice President’s name(s): Secretary or Clerk’s name: Treasurer’s name: Authorized Signatory(ies): Title(s): b. If a partnership, answer the following questions: Type of Partnership (Limited or General): Date of Organization: Location where partnership formed:
JOINT VENTURE
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Names and addresses of all partner(s):
Authorized Signatory(ies):
c.
If an individual, answer the following questions: Date of Organization: Location where partnership formed: Authorized Signature:
d.
If a joint venture, answer the following questions: Date of Formation: Place of Formation: Authorized Signatory(ies) :
Name and address of projects completed as a joint venture: Name: Address: Client: Architect: Construction Contract Amount: Name: Address: Client: 62 | P a g e
Architect: Construction Contract Amount: Name: Address: Client: Architect: Construction Contract Amount: In what states are the joint venture partners qualified to do business:
EXPERIENCE 3. What type (trade) of work and approximately what percentage of work are normally performed by your own forces on a project? 4. List the construction projects in excess of $200,000 your organization has in progress as of this date: Project Name: Brief Description of the Work: Owner and Address: Contact Person and Title: Phone Number: Percentage Complete: Scheduled Completion Date: 63 | P a g e
Project Name: Brief Description of the Work: Owner and Address: Contact Person and Title: Phone Number: Percentage Complete: Scheduled Completion Date: Project Name: Brief Description of the Work: Owner and Address: Contact Person and Title: Phone Number: Percentage Complete: Scheduled Completion Date: Project Name: Brief Description of the Work:
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Owner and Address: Contact Person and Title: Phone Number: Percentage Complete: Scheduled Completion Date: Other Projects: Attach Additional Sheets if Necessary Given your firms current contractual commitments on other Projects, are you confident that you have the bonding capacity as well as manpower, equipment and material resources to perform this Contract within the time specified? Yes No 5. List two construction projects that your firm successfully completed that meet the criteria described in the paragraph above under “BIDDER PROJECT EXPERIENCE REQUIREMENTS”. Project Name: Brief Description of the Work: Did you perform as the Prime Contractor of this project? Yes No Owner and Address: Contact Person and Title: Phone Number: Date of Completion: Final Cost for the Work: $ Percentage of the cost of work performed with Bidder’s forces: Change Orders as a percent of base contract: Project Name: Brief Description of the Work: Did you perform as the Prime Contractor of this project? Yes No 65 | P a g e
Owner and Address: Contact Person and Title: Phone Number: Date of Completion: Final Cost for the Work: $ Percentage of the cost of work performed with Bidder’s forces:
Change Orders as a percent of base contract:
6. List subcontractors that will perform work that amounts to more than ten percent (10%) of the work (Total Bid). Technical ability and experience information shall also be submitted for subcontractors who perform contract work that amounts to more than ten percent (10%) of the work within 5 working days of City’s request for the information after the time and date of the bid opening, if such a request is made. Failure to submit any of the information requested herein may be cause for rejection of the bid by the City. Attach additional sheets as necessary.
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BIDDER'S STATEMENT OF PAST CONTRACT DISQUALIFICATIONS AND PERFORMANCE The bidder is required under Section 14310.5 of the Government Code to state any and all instances of being disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project due to a violation of a law or safety regulation. 1. Have you ever been disqualified from any government contract? Yes No ____ 2. Have you had a Performance Bond pulled by an Owner/Agency in order to complete work that your firm could not or would not complete within the last 5 years? Yes ___ No ____ 3. If yes to either of the above, explain the circumstances.
SIGNATURE OF BIDDER
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AUTHORIZATION SHEET RFP NO. P‐ 130000254 Replace and Install a New Parking Access & Revenue Control System (PARCS) at the California Street Parking Structure Located at the intersection of Harbor Blvd and California St. 1. City Business License No. _________________________(Required for Successful Bidder) 2. Contractor License No. _________________________________A or C‐10 Required 3. Taxpayer I.D. No. ________________________________ 4. If awarded how many days until you can start work? ______________Work days 5. How many days to complete work? ______________Work days 6. Price, terms and any other conditions quoted shall remain valid and in effect days from bid opening date (minimum of 60 days). 7. Discount for payment of invoice within 30 days of receipt is %. 8. This is to certify that I have carefully reviewed the City of San Buenaventura’s proposal, including applicable insurance requirements for Proposal No. B‐130000254 and agree to full compliance with the terms and conditions included therein unless otherwise clearly indicated in writing any exception my firm is making to these specifications. Therefore, I, the undersigned, hereby agree to Replace and Install a New Parking Access & Revenue Control System (PARCS) at the California Street Parking Structure Located at the intersection of Harbor Blvd and California St., proposal in the quotation complete as specified, if awarded this bid, within the time specified and at the price quoted therein and without any additional charges to the City of San Buenaventura. ________________________________________________________________ COMPANY NAME _______________________ PHONE NUMBER
__________________________ FAX NUMBER
______________________________________________________________________ COMPLETE MAILING ADDRESS _______________________________________________________________________ EMAIL ADDRESS ________________________________________________________________________ NAME AND TITLE OF AUTHORIZED COMPANY OFFICIAL ________________________________________________________________________ SIGNATURE DATE
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