REQUEST FOR SEALED BID SEALED BID REFERENCE RESPONSE DUE DATE: DIRECT QUESTIONS TO: Terry Larkin, 315-464-5720 or
[email protected] *********************************************************************** This is a Request for Proposal for a Parking Management System for SUNY Upstate Medical University. Proposals will be reviewed, evaluated and successful vendor will be selected by SUNY Upstate Medical. However, the resulting contract will be between the Dormitory Authority – State of New York (on behalf of SUNY Upstate) and the successful vendor. Contract payments will be made by the Dormitory Authority. ________________________________________________________________________ _ You are invited to submit a sealed bid for the item(s) listed below. Bid response must be submitted on this document and returned to: SUNY Upstate Medical University, Campus Purchasing, 750 E. Adams St., Syracuse, N.Y. 13210. Faxed or e-mail responses will not be accepted. Bid response must reach SUNY Upstate Medical University (Upstate) offices no later than Thursday June 13th, 2013 at 2:00 p.m. We reserve the right to reject any bid on any or all items listed. Award will be made based on grand total costs. All questions concerning this bid must be submitted in writing to the attention of Terry Larkin by E-mail:
[email protected] or
[email protected] no later than 5 business days prior to bid due date. Questions and Answers concerning the bid specifications will be sent to all vendors who requested the bid specifications. Pursuant to State Finance Law 139-j and 139-k from the issue date of this Sealed Bid, until a vendor is selected and selection is announced, bidders are not permitted to communicate about the subject of this sealed bid with any Upstate administrator, faculty, staff, employees with the exception of Terry Larkin or Linda Eastman. All correspondence must be in writing. The State shall have the right to terminate this contract early for: (i) unavailability of funds; (ii) cause; (iii) convenience or (iv) compliance with State Finance law §§ 139-J and 139 –K is found to be intentionally false or intentionally incomplete; (v) if applicable Department of Taxation and Finance Contractor Certification form ST-220-CA statements are found to be intentionally false or intentionally incomplete. The State may only invoke its right to terminate for convenience after the initial year period and on each subsequent anniversary date of the contract (except for the contract expiration date), provided that the State has given written notice to the Contractor no later than 30 days or more prior to the date of termination, except with respect to contracts that give the State a general right to terminate at any time.
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NOTICE TO BIDDERS It is the intent of SUNY Upstate Medical University (SUNY) to designate the successful vendor for the Parking Management System to the Dormitory Authority – State of New York (DASNY) for contract award and subsequent vendor payments as outlined on payment schedule. The Agreement arising from this Request for Proposal will be between the successful vendor and the Dormitory Authority and , as such, the Dormitory Authority – State of New York must be listed as an additional insured on the insurance certificate. Successful vendor will be required to submit insurances within seven (7) business days of award notification. GENERAL OVERVIEW OF SUNY UPSTATE MEDICAL PARKING SYSTEM SUNY Upstate Medical University (Upstate) has both parking garages and surface lots spread across two campuses hereinafter referred to as the main campus and Community General (CG) campus. Most of the surface lots and the garages are owned by Upstate. Upstate does, however, lease off campus lots for the main campus that are referred to as shuttle lots. All lots and garages are tied into the parking management system. These parking facilities collectively include over 6000 spaces and over 7000 permit parkers. In addition, they service over 500,000 visitors per year. Following is a roster of all parking facilities currently in Upstate’s inventory: Main Campus Garage East- owned (1500 spaces) Garage West- owned (1500 spaces) IHP garage-owned (45 spaces) Adams Street Lot- owned (200 spaces) Lot B1- owned (32 spaces) Lot A- owned (26 spaces) Lots B3 and 4- owned (85 spaces) Golisano Lot- owned (32 spaces) Sara Loguen Center Lot- owned (87 spaces) L Lot- owned (6 spaces) R Lot- leased (490 spaces) I Lots- leased (243 spaces) Loguen Crossing Lots- owned (350 spaces) Total- 4551 CG Campus (all owned) Garage- 454 spaces D and E Lots- 201 spaces SUNY Upstate Medical University RFB Parking Management System Page 2 of 35
F Lot- 218 spaces G lots- 346 spaces H Lot- 231 spaces ER Lot- 28 spaces Total- 1478 Control Equipment Various forms of control equipment are used across the inventory of lots and garages today. In addition, two lots at the Community General Campus have no controls on them (G lots). We have a short term goal to have controls on all lots and garages and utilize a common proximity reader system for access across all lots. Furthermore, the system must work off a common software operating platform and be fully integrated into other existing systems such as human resources and payroll services. Attached is an inventory of control and related equipment. Parking Operations Facilities There is currently a parking office at the main campus within the hospital. In addition, the parking director has an office on the main campus in another location. A small parking office at the Community General campus is under construction. The current operation requires that virtually all routine and non-routine transactions occur at the parking offices. A key aspect of the new management system is to allow for most routine transactions to occur on-line with the option to visit the parking office. Permit programming and operation management of the entire parking system on both campuses will occur from the parking offices and from the director’s office. Campus Police Operations Campus police are responsible for monitoring and ticketing any parking violators. The current system is manual and is not in any way tied into the parking management system. Integration today is done through personal interaction between parking and police. The new system must fully integrate the police functions as they relate to parking operations with the rest of the parking operations. SCOPE OF WORK 1. Provide an easy to use web-based interface, which will allow Upstate’s staff to use the parking management system effectively and efficiently. 2. Enable customers to perform multiple functions on the web including purchasing permits, paying citations, viewing history, updating vehicle information and appealing citations. 3. Integrate with existing university systems and parking office equipment (Campus ID system, SungardHE Banner 8, Oracle 10g database, CASHNET). In addition, SUNY Upstate Medical University RFB Parking Management System Page 3 of 35
4. 5. 6. 7. 8. 9.
the system must fully integrate with custom systems used for payroll and human resources. Eliminate manual processes where system automation can perform the same functions more efficiently. Provide comprehensive financial auditing, internal controls and reporting. Support common networking protocols including TCPIP, SFTP, and SSL. Operate on or integrate with S2 Security Systems operating platform and Winpac. Data migration and software installation must be completed by December 31, 2013. System must work with our existing ID system (Lindar)
REQUIREMENTS A. General Parking and Management System Requirements 1. Software must operate on Windows XP and Windows 7 workstations with major version web browsers. The software must not require local administrative rights to operate properly. 2. Software must operate in a Windows 2008 server environment and if a local database is required, it must operate on Oracle 10.x or preferably, 11.x. 3. The system will reside on a server that will reside on site within Upstate’s campus. The minimum server requirements for the new parking management system must be clearly specified in the response to this RFP. 4. Software must include vendor provided support and maintenance. Support to include minor modifications to web application settings multiple times per calendar year (i.e., term code updates, text updates, mail options). 5. The solution must provide for a remotely hosted, web-based interface to allow customers to securely perform transactions including permit sales, appeals, and citation payments. 6. Provide the capability to set up, issue, and track and manage parking permits. 7. Ability to identify scofflaw violations (based on NYS and Upstate’s business practices). 8. Ability to import payment received from third party collection agency so it populates in the user’s account automatically. 9. The parking management system shall be software-based and easily configured, with options and settings that are customizable for a breadth of parking operations
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10. System components shall be expandable, meaning there is no limit to the number of workstations, devices, components, or subsystems on the network. 11. System shall be secure and use non-proprietary standards for network management and data encryption. 12. The parking management system shall be able to manage access and revenue control data in the same system as permit and enforcement data. 13. The parking management software system shall: Utilize thin-client technology (Web browser). Support the current version of Internet Explorer. Employ a fully relational database that allows data to be manipulated, linked, and queried. Schedule tasks to run automatically. Access all information from any screen. Be ADA compliant. Allow users to perform activities with context-sensitive menus. Allow appropriate users to disable fields, define fields as required, change field titles, and associate default values. 13. The system must allow for full integration with Upstate’s CASHNET software for credit card transactions 14. The vendor is responsible for data migration and interface with Upstate’s existing HR and payroll systems. The new system must preserve the existing ID badge system. 15. Automate academic holds placed and released on SungardHE Banner when citations become overdue or are paid off. 16. Ability to assign VIP status to a vehicle and /or permit information to the handheld ticket device. 17. Ability to read barcodes from NYS registration sticker, automating field data. 18. The software shall support real-time wireless communications over a wireless communications (assuming sufficient hardware and wireless options are purchased). 19. Pay-by-Cell– The software shall support integration with pay-by-cell parking services, allowing qualified customers to pay for parking via cell phone, with relevant information available real-time to enforcement officers. 20. Pay-by-Space or Pay and Display (optional) – The software shall support integration with major pay-by-space suppliers to communicate in real time with centralized pay station servers to provide enforcement officers with stall status information. SUNY Upstate Medical University RFB Parking Management System Page 5 of 35
21. Ability to allow conference permit registration information to be registered over the web. Information to be gathered may include: who is attending, what type of conference applied for, dates of conference(s), where the conference is located, and how many people will be in attendance, and provide information about how permits can be delivered. This information is then reported to the parking office and field operations. 22. Ability to transfer citation holds to student information system. 23. User-created reports based on and the use of an ODBC compliant report writing tool such as Crystal Reports, MS-Access, etc. is highly desirable
Features to be Considered in Evaluation (May Not Be Required But May Be Preferred) FUNCTIONAL AND TECHNICAL FEATURES 1.
Customer Information Customer information is an essential function of Upstate’s business practices. Customer service is our highest priority, therefore a comprehensive access to customer identification, customer tracking, and customer information is a priority. Software must be capable of utilizing personal information from Upstate’s current HR and payroll services databases. 1. System Generated ID 2. Alternate ID 3. Alternate ID Type (Banner, SUNY, etc.) 4. First Name 5. Middle Name 6. Last Name 7. Email address -multiple email addresses 8. Email type 9. Primary Address Indicator -multiple addresses 10. Address Street Line 1 11. Address Street Line 2 12. City 13. State 14. Postal Code (Alpha-numeric, zip+4) 15. Country 16. Address type 17. Phone- multiple phone numbers 18. Phone number type 19. Cell phone numbers SUNY Upstate Medical University RFB Parking Management System Page 6 of 35
a. b. c. d. e. f. g.
h. i. j. k. l.
m.
n. o.
20. Notes 21. Student Level, employee title 22. Number of registrations (permits allowed) (see D9) 23. Activity Date 24. Parking System Operator User ID 25. Person Type 26. Person Status Automatic tracking of emails to added as attachments to their account. Ability to add notes to accounts Ability to invoice or provide statements from the customer screen. Ability to search by key fields i.e. first/last name, email, account ID, etc. Provide the ability to store multiple addresses with a defined address type (e.g. Campus, Home, Business, etc.) Provide ability to inactivate address and email information from an input batch file. Provide the ability to prevent a person as not-eligible for parking registration based on parking operations rules i.e. outstanding citations, person status. Ability to automatically flag a person record for towing or booting. Ability to prevent/screen duplicate person records from being entered and maintain name change history. Ability to populate the customer database so that customer information is in “sync” with university systems. Ability to adhere with United States and international Postal Services addressing standards. Ability to associate a customer with vehicle information (License Records), ticket received (Ticket Records), permits purchased (Permit Records), types of indicators allowed (permit modifiers), including disability and service permit authorization, based upon an individual customer number (or Unique Identification). This information should be easily viewed by authorized users. Ability to attach files (i.e. photos, statements, notes, documents, appeals, etc.) as documentation of customer transactions and conversations. Ability to provide a visual indicator when attached documentation is available. Ability to provide a priority rank point’s field used for permit waiting lists.
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p. Ability to provide a process for archiving database records based upon user defined retention schedule. q. The ability to create customized data extracts for external processing in student information system and third party software. VEHICLE REGISTRATION FEATURES The capabilities of this software component should have a vehicle identification element that is able to store and track vehicles that are associated with parking permits and citations. In most cases, the vehicle is identified though the customer information component during the parking permit application and issuance process. However, there are cases when a vehicle without a permit receives a citation. The system should be able to have a tracking function. a. Provide the ability to collect/store registration information, including the following: 1. Vehicle Make 2. Vehicle Model 3. Vehicle Year 4. Vehicle Style 5. License Plate Number 6. License Plate State 7. License Plate Month and Year of Expiration 8. License Plate Type 9. Decal/hangtag Number (alpha-numeric) 10. Decal/hangtag Start Date 11. Decal/hangtag End Date 12. Decal Type (see 2 and 3 under Parking Permits) 13. Amount (for history if start/end dates change and amount prorated) 14. Assigned Parking Lot/Parking Zone 15. VIN number 16. Vehicle Color 17. Customer/student number and/or Banner ID 18. Permit status (Stolen/lost/active/expired (auto updated after decal end date) 19. Activity Date 20. User ID 21. Link multiple customers to a vehicle and multiple vehicles to a customer SUNY Upstate Medical University RFB Parking Management System Page 8 of 35
b. Ability for authorized persons to register their vehicle online. c. Ability to assign VIP status to a vehicle and /or permit and transfer this information to the handheld ticket. d. Ability to limit the amount of data that customers can view/enter online (e.g. customers cannot change their name/address/phone/email). e. Ability to for customers to view their existing parking information online (e.g. how many citations they have, view their registration information, etc.) f. Ability to for the Parking Administrator to change data provided by customer online. g. Ability to automatically determine the start and stop date of registration activity based on decal type. h. Ability to limit the number of vehicle registrations and cost of for an individual based on established parking operations rules. i. Ability to search for vehicle registration information by key information ( License plate # and state, Permit number, Person) j. Ability to track down vehicles with unknown vehicle owner information (i.e. through department of motor vehicle). k. Ability to define vehicle assignment categories such as registered owner, driver, rental vehicle, etc. l. Ability to view citations by registered vehicle. m. Ability to provide a process to archive database records based upon user-defined retention schedule. PARKING PERMIT FEATURES A permit may be displayed as a dash board sign, card, decal or hangtag and it may be issued to one person or a group of persons such as a car pool. Permits can be purchased at the Parking office or via the web. When a permit is issued, a relationship is established between a customer, a vehicle, and the permit. In regards to the Customer-to-Vehicle relationship, the permit owner may be designated as the registered owner of the vehicle or a driver. . The capabilities of this software component should provide for the complete control of the parking permit application and issuance process. This process includes gathering customer information, vehicle information, and permit information. It also includes the history of the actual sales transaction.
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a.
Ability to allow the module to check and apply any business rules defined in the parking database. This includes, but is not limited to, waitlist restrictions and permit restrictions. I.e. academic status. b. Ability to differentiate between different types of permits including: annual, daily, event, service, departmental, disability, and reserve permits, carpool, as well as future additional permit types. c. Describe the proposed system’s ability to provide for multiple permit types and sub-types. As well as the addition of future zone types. d. Ability to track a permit status of Sold, Stolen, Lost, Recovered, Invalid, or Returned, and the ability to store this status as a permit number attribute to provide for the purpose of possible resale. e. Ability to support multiple vehicles per permit and multiple permits per vehicle. f. Ability to compile and manage multiple wait lists based on customer priority, customer demographics, and permit type, while linking this information with current permit inventories. Describe reports available. g. Ability to have a permit inventory system capable of tracking current permit shelf stock by linking this information with permit inventories and point of sales. h. Ability to void an invoice on bulk and place permits back in stock. i. Ability to provide a process for archiving and viewing database records based upon user defined retention schedule. j. Ability to interface with permit barcode to store and retrieve permit data. k. Ability to pro-rate permits rates and sell all student and employees permits via web, based on established parking operations rules. l. Ability to display bulk permit tracking/listing in date order on the customer view. m. Restrict the number of permits a customer can purchase, either individually or automatically using a common factor, such as customer group. n. Download permit records to handheld ticket writers using pre-defined reports. o. Ability to inactivate a permit or re-code as stolen lost – allow for customization ability to limit the number of vehicle registrations and cost of for an individual based on Upstate-defined business rules. p. Ability to override the limit of registrations for a person on an individual basis.
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PARKING CITATION FEATURES The system must provide the capability to set up, issue, and track and manage parking citations. A citation may be issued to a given vehicle in violation of parking regulations by an enforcement officer using a handheld device or written manually (downtown campus). Whenever a citation is issued, a relationship is established between a customer, a permit, a vehicle, and a parking citation. Note: the customer may or may not be a permit owner. a. Ability to support handheld and mobile printing equipment with scanning capabilities. b. Provide the ability to collect/store parking citation information, including the following: 1. Officer Number 2. Violation Date 3. Violation Time 4. Violation Type 1 5. Violation Type2 6. Violation Type3 (Optional) 7. Violation Location 8. Violation Status (appeal/past due/paid/void/re-assigned) 9. Violation Amount 10. Fine Amount 11. Citation # 12. Citation Type (Warning, ticket, etc.) 13. Vehicle Permit # 14. Vehicle Make 15. Vehicle Model 16. Vehicle Registration State 17. VIN 18. Skeleton citation noted 19. Vehicle Plate Number 20. Vehicle Year 21. Vehicle Color 22. Meter # 23. Reserved space # 24. Comments 25. Activity Date 26. User Id 27. Chalk time SUNY Upstate Medical University RFB Parking Management System Page 11 of 35
c. Ability to allow for the entry of handwritten citations. d. Ability to search citations based on any portion of customer information (i.e. partial license plate number, customer name, issue date, location, customer ID, etc.). e. Ability to scan a citation barcode to retrieve and store citation information. f. Ability to provide for additional user defined attributes as necessary. g. Ability to attach files (i.e. photos, statements, notes, documents, appeals, etc) to citations as documentation with a visual indicator noting when attached documentation is available. h. Ability to allow entry of newly issued citations into the proposed system (i.e. “off the windshield”) before the citation has been loaded through field devices without duplication. i. Describe the data transfer process i.e. Citations into system, vehicle and customer information to handhelds. Vendor must include scofflaw, VIP. j. Ability to identify vehicles w/unknown vehicle owner information through Department of Motor Vehicles or alternate sources. k. Ability to select from a menu of standard comments as well as the ability to enter free form comments. Ability for user to select whether comments are printed on citation or “hidden”. All to be uploaded to system. l. Ability to track citation history and print individualized customer statements. m. Ability to automatically export past due citations by count and classification of user (i.e. student, non-student, etc.) and generate file to send account to collection agency. n. Ability to associate a citation with: 1. Person 2. Vehicle/ License Plate 3. Permit Number o. Ability to indicate a citation is under appeal. p. Ability to void citations. q. Ability to enter a reason for voiding a citation. r. Ability to suspend fines associated with a citation. s. Ability for citations with suspended fines to still be included in citation count for person. t. Ability to enter citations for non-University persons. u. Ability to automatically calculate fine amount based on violation type. v. Ability to track violation status. SUNY Upstate Medical University RFB Parking Management System Page 12 of 35
w. Automatically update the paid date and paid amount when payment is taken. x. Ability to reprint citation. y. Ability for end user to re-assign citation to different customers. z. All transactions must be time stamped by the system’s internal clock. This feature may not be modified by user. aa. Ability to specify whether license plate must be entered twice for confirmation before citation is printed for manually entries. bb. Ability to change status of citations, including VOID, transfer, uncollectible, reduce to warning. cc. Ability to add late fee based on Upstate’s parking operations practice. All citations which are coded as awaiting payment incur a late fee after 14 days in system. This procedure is run every morning. dd. Allow staff the option of reassigning a portion or all citations associated with a vehicle to another customer when ownership issues have been identified and resolved. HANDHELD FEATURES a. Handheld computer shall be able to communicate with the main system using standard networking protocols and also supporting non-proprietary security such as HTTPS or describe the system’s ability for uploading/downloading information from the host system in batch. b. The system shall allow for the addition of handheld computers, users, locations, and modules at a later time (to be determined by the Director of Parking and Transportation Services). c. The vendor will deliver, install, and integrate the necessary handheld software modules with the proposed parking management system to achieve a fully functional, automated system. d. The vendor shall offer total system support for the handheld computer software under a single comprehensive maintenance and support program. During the term of the maintenance and support program, the vendor shall provide scheduled new releases of the handheld and communications software. e. The handheld computer user interface shall be easy to use and shall promote longevity of the handheld device. At no time during data entry shall users have to memorize codes. All entries shall be selectable from a screen. This screen shall use a simple scrolling and paging function for location of information. The system shall allow users to browse any currently stored information, and suspend/resume citation entry. SUNY Upstate Medical University RFB Parking Management System Page 13 of 35
f. The software shall be able to capture new daily information from the server and transfer it directly to the citation without re-entry by the user. g. Handheld software shall include the following: User Configuration – The handheld software shall be completely configurable so that the supervisor may select data entry fields and make them required entry, optional entry, or unused. h. Screen Order – The handheld shall support presentation of citation data entry screens according to a user-specified order. i. Password/Security – The software shall require a valid logon ID and password. Describe the available methods of authentication. j. Handheld Role Security – The handheld shall have a security option so unauthorized users cannot access the system functions and shall possess a minimum of two levels of security: one for system administration/configuration and the other for field personnel. k. Citation Display and Edit – The system shall allow users to display all citation data entered to that point and to edit or modify any field without disruption of the citation entry process. l. Citation Browsing, Voiding, and Reissuing – The system shall allow a user to view and void (optionally) any and all citations written by the user since the last upload of data to the host. Citation voids shall be tracked by void code and officer ID. The system shall support reissuing citations. m. Auto Tag/Permit Search – When the license plate and permit number (if applicable) are entered during citation entry, the system shall automatically search the customer, vehicle, VIP, scofflaw, and tow request files for a match. If a match is found, the customer and vehicle information shall be automatically entered into the proper data fields without additional keying by the officer. If a match is found in any of the VIP, scofflaw, or to request files, the system shall supply feedback to the user. If a match is found in the scofflaw file, the system shall display the number of unpaid citations, and outstanding balance. n. Chalking – The system shall support monitoring of vehicles in fixed time zone parking areas. The system shall maintain a file of tag numbers in fixed time parking and, at any time, display the elapsed time and previous location of the vehicle. The software shall allow users to enter a citation entry module directly from the chalking module with one keystroke. The chalk tire records shall be able to be downloaded into the parking database for future reference. o. Time Stamping – All transactions shall be time stamped by the system’s internal clock. This feature may not be modified by field staff. SUNY Upstate Medical University RFB Parking Management System Page 14 of 35
p. Warnings – The system shall support the issuance and tracking of warnings as well as actual citation issuance. q. Location – The system shall support standard location codes and descriptions, location comments, and meter numbers. r. Comments – The system shall support both standard comment codes and free-form comments. Software shall allow the user to select whether the comments are printed on the citation or “hidden” and uploaded to the database. s. Fines/Violations – The system shall be configurable by authorized personnel to allow field personnel to modify the standard violation fine. The system shall support the entry of up to two violations per citation. t. Field Permit Checks – The handheld software shall provide the ability to interface with a bar code laser scanner to perform validity checks on bar coded decals and hang tags. u. User Defined Print Formats – The software shall allow authorized users to design an unlimited number of custom print formats. This includes a selection of variable fields as well as the ability to print warnings. v. Permit Confirmation Entry – The software shall include a feature to require mandatory confirmation entry of permit numbers during manual operations. w. Handheld backup capabilities. APPEAL FEATURES The software must contain a module to provide complete tracking of the ticket appeal and hearing process. When an appeal record is created, all information relating to the parking ticket should be automatically copied into the appeal record in real time. The software must support oral, written or electronic appeals and be able to track and report on all stages of the appeal process. As a minimum, this should include the following: a. Suspend all punitive actions, such as escalating fines, registration holds, and collections, while a citation is under appeal. b. Assign an appeal to a specific hearing officer or appeal board. Provide a built-in appeal hearing schedule report and create a docket (hearing date and time) for the appeals board to include location. c. Ability to automatically assign appeals to an available docket. d. Generate/print and/or email hearing notification letters on demand for a single hearing or in a batch. e. Ability to provide for a web-based citation appeal process and/or hearing process for the appeal officers to enter decisions. SUNY Upstate Medical University RFB Parking Management System Page 15 of 35
f. Describe ability to provide an automated response process (i.e. e-mail or letters) to inform appellant of appeal decision. g. Ability to attach files (i.e. photos, statements, notes, documents, etc.) as a documentation of customer transactions and conversations. h. Ability to provide a visual indicator when attached documentation is available. i. Ability to provide a process for archiving database records based upon user defined retention schedule. j. Ability to adjust fine amounts. k. Ability to adjust new due date. l. Ability to reassign to new customers. m. Ability to track activity of appeal officers. n. Ability to view and print entire case. o. Ability to appeal multiple citations on a single hearing record. p. Ability to allow appeal officers to view customer history. BILLING FEATURES The software must contain a module that facilitates written and/or electronic communications with customers either individually or in bulk. Examples of typical letter applications include, but are not limited to, citation notices, waiting list notifications, lot closings, appeal decisions, permit renewals and account dispute resolutions. Predefined and ad-hoc queries should be used to pull customer names and specific addresses. The software must allow for the use of standardized letters or creation of customized letters or data extracts deliverable through email or primary address. Content selected from the database, such as citation details or account balances, must be integrated into the body of the letters. A record of the date, author and content of the letters must become a part of each customer’s history and be available to parking office personnel. Note: The current process at Upstate is as follows: Citation Letters are sent 2-3 days after citation is given to remind driver that they owe a citation within ten days without penalty. If payment is not received within ten days of the time the citation letter is sent, a follow-up letter is sent to notify the driver of non-payment and that an administrative penalty of $25 has been assessed. Thirty days after the follow-up letter it will be transferred to campus police as a theft of services charge. If payment is not received, the citation is forwarded to a collection agency. Describe the following capabilities: a. The billing interface should include a method to keep the parking system and Banner accounts receivable synchronized. SUNY Upstate Medical University RFB Parking Management System Page 16 of 35
b. Reconciliation reports c. Ability to export permit fee transaction file to employee or student bill when applicable. d. Ability to generate report on billing activity. i.e. # of bills, customer information. e. Ability to date stamp customer records. f. Ability to select priority address for billing purposes. g. Ability to print bills/notices/invoices. The following are examples: Customer statements, citation notices, hearing notices, permit. h. Ability to customize receipts in house and web-based i.e. add tag lines, promotions, etc……. i. Ability to allow user defined status changes in bulk on options such as citation fines and account adjustments as data is exported from the system for external printing and external system integration. Please describe. j. Ability to provide an automated notification process (email or letter) sent to customers. This feature should be scheduled and triggered based on user-defined criteria such as number of day’s overdue, number of unpaid citations, specific state license plate, etc. k. Ability to allow certain defined fields in each standard letter type to be automatically filled in accessing data in the database file at the time of printing. Information shall include: Individual listing of each unpaid citation, total amount due, specific details of each outstanding citation, vehicle description, registered owner information, customer name and address. l. The notice and letter generation should include: 1. Letters to be printed on a standard printer that can be accessed via a local workstation; 2. Ability to retract generated notifications or letters and reset data in associated tables if letters were generated in error. 3. Ability to view who received current letters in a report. 4. Ability to print letters in specific order, i.e. zip code, name, etc. m. Ability to produce accounts receivable and write-off reports that indicate by user-defined receivable type, the following: total dollars collected, total citations outstanding (unpaid or partially paid) and total citations disposed by disposition type over a user-defined period (weekly, monthly, annual, etc.) n. Ability to redirect unpaid citations to an outside collection agency. o. Support for authentication external identity systems. p. Ability to send electronic communications to individual customers as well as in bulk while maintaining an audit trail within the application. SUNY Upstate Medical University RFB Parking Management System Page 17 of 35
q. Direct access to letter history shall be provided, as well as storing a copy of the e-mail in the history. r. Allow an unlimited number of user-defined letter headings to be selected by letter type. The user-defined letter headings shall contain at minimum name, department, address, city, state, zip code, and phone number. s. Ability to generate a report of letters sent. t. Ability to create invoices and track financial issues associated with parking requirements for special events. ASSET MANAGEMENT AND MAINTENANCE FEATURES The software must contain a module to include a current parking facilities inventory. a. Ability to inventory and manage property and assets i.e. meters, parking lots, parking garages and parking inventory. 1. Ability to configure categories i.e. meters, parking lots, garages, hardware, bikes. 2. Ability to record maintenance requests for inventoried property and assets. 3. Ability to send maintenance data to and receive new maintenance requests to and from handheld computers in the field. 4. Ability to create categories for various types of maintenance work to be completed. 5. Ability to inventory parking facilities and use historical data for forecasting, modeling, what-if scenarios, etc. Should include location name, zone type, # of parking spaces, # of special parking spaces (meters, disability, services, loading, etc.). 6. Ability to generate parking facilities reports to include all maintenance and inventory activity. 7. Ability to generate audit reports parking space usage based on information sent from handhelds. PAYMENT AND IN-OFFICE CASH MANAGEMENT CAPABILITIES Auto close-out process from system to Banner as defined by Upstate rules Current End of the Day Process. Each cashier runs an end of the day query that is set up to categorize method of each payment – i.e. Cash, check, VISA, MasterCard, Discover and Student Bill. A cashier will then use their credit card receipts to add up for total of each method, i.e. VISA, MC, etc. Once a cashier confirms that the total of their receipts match the total on the end of the day query and total amount of cash after the original $100 is counted matches what is on the end of the day query, they manually input these totals into SUNY Upstate Medical University RFB Parking Management System Page 18 of 35
Banner by category under miscellaneous receipts and verify that current totals in banner reconcile with totals from current system. The software must contain the ability to have this process fully automated to include tax information. Each method of payment would need to have two categories – tax and non-tax – for instance, if a permit is sold for $121.17, $20.30 is registration fee (nontaxable) and the rest $100.87 is taxable. So when the totals at the end of the day are reported to accounting, this would have to be reported separately, taxable and non-taxable. Each method of payment would have two separate totals, including employee or student bills. We would have totals for fines, total for parking fee (taxed) and registration fee (non-taxed) in each pay method and then added up to three different totals. a. Ability to read barcodes to facilitate rapid data entry and lookup at the point of sale, such as permits, bikes. b. Ability to print receipt. c. Ability to determine taxable items and charge tax as a separate line item per our business rules – i.e. Registration fees which are part of the parking fee is not taxable. We need to separate these two totals to report to our accounting department each day. d. Complete drawer close-out process with detailed reconciliation report. e. Ability to post cashiering totals on reconciled drawers to the university’s accounting system in batch. . i.e. Separate tax, type of purchase, method of payment, etc. f. Ability to future date transactions (i.e. permits). g. Audit trail of transaction update/approval history by user with date/timestamp. h. Ensure audit trail cannot be modified by system users. i. Ability to define method of payments and run reports. j. Ability to notify the cashier, and block a transaction if specific customer is flagged for returned check(s).Ability to store and search by customer check numbers. k. Ability to track who accepted payment. User ID and activity date on all records. l. Ability to access and import for purpose of sale, a permit record from populated inventory via the cash register screen with automatic calculation of the prorated (if applicable) purchase price. m. Ability to adjust/correct fees before and after final sale and print receipt for new adjusted charge. Describe the process. n. Ability to reconcile receipts and deposits. o. Ability to search by receipt number. p. Ability to restrict a permit sale until all citations are paid with the ability for the cashier to override. SUNY Upstate Medical University RFB Parking Management System Page 19 of 35
q. Ability to facilitate third party sales (e.g. an individual purchases a permit but the bill for the permit is directed to a third party or an individual purchases a value permit that is to be billed to a third party each time it is used). r. Ability to differentiate payment methods (i.e. payments made via over the counter and via web). s. Ability to post payments for user defined, miscellaneous items such as bus passes, various services, motorist assistance fees. t. Ability for direct, web-based access to cash drawer management and status information such as log out, restrict login, close out, and drawer status, without the need to run reports. u. Ability to track all transactions by cashier. v. Ability to accept and post both payments in full and partial payments as well as apply credits from existing customer balance. w. Ability to endorse checks. x. Receipts 1. Print a receipt that clearly identifies individual transactions, including date and time of transaction, cashier, and list of items purchased or paid payment method, amount collected, change issued, and unique customer ID #.(e-mail a receipt for web transaction) 2. Allow cashiers to add customer and vehicle information when selling a permit. 3. System should handle zero dollar payments. 4. System should not allow payments in excess of amount owed. INTERNET/WEB-BASED ACCESS The software must provide a module for a web interface to allow customers to securely make updates and conduct transactions including permit sales, appeals and citation payments. The following solutions should be made available. a. Ability to provide for a customer account inquiry, allow for a customer to find and pay all outstanding citations and update personal information. This includes inserting/updating customer and vehicle information. b. Ability to provide permit sales via web-based transactions (e.g. renewals of annual, departmental, reserve and service permits, and new annual, service, reserve and daily permits). This includes inserting/updating customer and vehicle information for students and departmental guests at the time of purchase. c. Ability to provide a web-based citation process and allow for more than one citation to be appealed on the same appeal record. SUNY Upstate Medical University RFB Parking Management System Page 20 of 35
d. Describe the proposed system’s ability to allow web-based payments to be integrated with college’s point of sales (POS) system Cashnet. e. Ability to allow the web-based component to check and apply any business rules defined in the parking database. This includes, but is not limited to, waitlist restrictions and permit restrictions. f. Ability to allow the web-based component real-time interaction with the parking database. g. Describe optimum and/or required network connection speeds for parking system server and workstation communications. h. Describe any benchmarks that you use to assess performance for the proposed system. At minimum, address typical response time and total transaction time for the proposed system. i. Describe the ability to allow customizations and modifications to the web interface (i.e. wording, graphics, etc.) on an as needed basis. FIELD OPERATIONS FEATURES The software must provide a module to support Field Operations. This includes parking citations, parking regulations, field operations personnel management, enforcement personnel scheduling, and parking facility maintenance. a. Ability to provide manual/handwritten citation book tracking with the following features: The date a citation book was issued, the beginning and ending citation #, the officer to whom book was issued, who issued the citation book, the date a book was recalled, who received the citation book upon return, and a missing citation report to account for citations issued to an officer by not accounted for in the citation tracking module. Ability to provide a maintenance job log for tracking large jobs (e.g. surface repair, painting, etc.) b. Special Parking Events Tracking – Describe the proposed system’s ability to allow for the tracking of scheduled events that impact parking capacity for specific parking facilities. Once the events are entered, the system should provide flexible reporting by day, week, and date range. AUTOMATED PROCEDURE FEATURES The software must have automated procedures to streamline operations. These should include, at a minimum, the following: a. Provide for user-defined fine escalations according to elapsed days. b. Ability to identify permit to be transferred to payroll deductions or student accounts. Create export files, including Banner identification number, to transfer these fees to the appropriate accounts in Banner. c. Upload citations from handhelds. SUNY Upstate Medical University RFB Parking Management System Page 21 of 35
d. Upload permit and vehicle information to handhelds. Option to select full replacement or incremental changes. e. Automate closeout process as defined by college rules. Each method of payment would need to have two categories – tax and non-tax –this would have to be reported separately to accounting. For example, each method of payment would have two separate totals, including student bills. We would have totals for fines, total for parking fee (taxed) and registration fee (nontaxed) in each pay method and then added up to three different totals – Fines, fees and registration fees. f. Print and /or email citation letter data in a variety of formats (including MS Word) based on changing needs without the involvement of the vendor. The system must fully integrate into SUNY Upstate Medical University’s Groupwise e-mail system. g. Provide an auto-expire permit function. This procedure will identify all expired permits and then flag them as invalid in the Vehicle Registration Table. h. Provide a nightly upload/import of customer information from College information systems. INTERFACE FEATURES The software must offer a real-time interface with the university’s employee abd student information system, SungardHE Banner version 8. The real-time interface includes a one-way transfer (SungardHE product to proposed software product) of customer information. Customer information can include but not limited to: Banner ID, name, address(es), phone numbers, and current academic status. The interface must be modular in nature and allow for a two-way exchange of student account data. Types of data can include permit and citation transactions. The software must be capable of creating file formats (e.g. ACII files) that readily facilitate and accommodate data import/export between all aspects of the parking management system and external agencies or departments. The software import/export module must also have the ability to: a. Import and export delimited ASCII files b. Accommodate Banner identification numbers in all data transfer files between databases. c. Import customer information from central payroll system, accounts system, and external DMV agencies. d. Export citation billing or other information in the form of a delimited ASCII file. REPORTS SUNY Upstate Medical University RFB Parking Management System Page 22 of 35
To allow administrators the ability to analyze operational efficiencies or deficiencies, the software must be able to generate pre-defined reports to monitor daily operations such as permit, citation or transaction activities. The system should also allow authorized users full access to the data so that other reports can be generated. At a minimum, select criteria should include customer, citation, permit, vehicle, appeal, and transactional data. Describe how the following capabilities can be met. The system shall utilize the most recent version of Crystal Reports for processing and viewing both standard and non-standard reports. The reporting tool should allow detailed or summarized reports to include: a. Financial Reports (daily, weekly, monthly, annual) should be standard. b. Customizable reports and queries are highly desirable. c. The system shall support the scheduling of reports to automatically run at a desired time or intervals. Users shall be able to designate email recipients for these reports. Only users with appropriate privileges shall be able to schedule reports. The criteria of scheduled reports, including email recipient, shall be customizable. d. The system shall include a repository of reports that have run, enabling users to sort the reports, view the report details, and email individual reports to additional recipients. e. The system shall allow grouping of reports by category so as to simplify choosing a report from a list. f. Reports shall allow users to select customizable report criteria such as date range, transaction type, incidents, etc. g. The system shall be able to produce the following reports at a minimum: 1. A chronological listing of citations written by violation type, parking facility location and date range. 2. A listing of all vehicle license plates and VINs with “X” or more unpaid citations. 3. Number and percent of tickets issued by violation type during a date range. 4. An officer-specific report containing tickets written by location, time of day, and violation type during a specific time period. 5. Monthly accounts receivable report of tickets unpaid during specified date range. 6. A listing of uncollectible tickets by license plate #, with ticket #(s) and total dollar amount due. 7. A listing of citations by name, address, and dollar amount due that have aged beyond a user-defined period that can be written off and placed in history files. SUNY Upstate Medical University RFB Parking Management System Page 23 of 35
8. A detailed report of all activity for a given cash drawer on a given day by transaction type (bus tickets, parking tickets, permits, etc.). The report shall show activity for each revenue-producing transaction category. 9. A report providing aging status for unpaid invoices. The report shall be able to be broken down by past due statuses such as current, 30 days, 60 days, 90 days, and 180 days. Detailed Transaction Report – reports all complete and incomplete transactions processed by cashier, shift, and cashier station. 10. Accounts receivable and write-off reports that indicate, by userdefined receivable type, the following: total dollars collected, total citations outstanding (unpaid or partially paid), and total citations disposed by disposition type over a user-defined period (e.g. monthly, annually, etc). 11. Amount received from type of permit sale within a given timeframe, including bulk sales minus refunds. 12. Cashier Shift Reports – summarize a cashier's activity, by shift. These reports shall provide a revenue report total number of transactions and dollar amounts for each payment type and transaction type. 13. Third Party Invoice Reports - provide third-party receipt and invoice information whenever third parties are involved. 14. Create series of reports relating to lot utilization. 15. Comparison of permits sold within a certain timeframe for current year compared to previous years, to include return permits. 16. Identify permits sold for a timeframe separating over the counter sales from sales via the web. 17. List permits charged to student bill for current year. And confirm that they were actually put on the student’s bill in Banner. 18. Ability to track locations of violations. IMPLEMENTATION, TRAINING AND SUPPORT 1. 2.
3. 4.
Offer a structured, documented implementation process. The vendor must provide on-site training (3 day minimum) for employees during initial implementation of the system. If necessary, Upstate requires five days of on-site training within six months after the software installation is live. The vendor is to provide a test site mirroring Upstate’s live system. The vendor must notify the Director of Parking Services a minimum of five business days before going live. SUNY Upstate Medical University RFB Parking Management System Page 24 of 35
5.
The vendor must provide the Parking Operation employees the ability to use the test site before launching live. 6. The vendor shall offer a username and password-protected customer web portal that provides dynamic, site-specific information about products and services used by the customer. The Web and portal shall offer access to: a. Secure self-service options for software downloads b. Service tracking and commonly used reports c. Forums d. Online knowledge base e. Manuals and guides f. Recorded training 7. The vendor shall provide the ability to allow the client to determine priority of issues, regardless of order in which issues were submitted. 8. Software and upgrades (including new version releases, interim releases, web modifications and patches) must be included in the annual maintenance costs. 9. The vendor must provide the ability to schedule upgrades (including new version releases, interim releases, web modifications and patches). A 30 day notice required and will be coordinated through the Director of Parking Services. REFERENCES: Please provide at least three relevant references with names and phone numbers. Describe your experience with each. Selection Criteria SUNY Upstate Medical University will evaluate each submitted bid and rank each bid based on the following criteria. In addition to the pricing information, please provide documentation to address each of the criteria used for selection: 1. Total Price for hardware and software- 45% 2. Hourly rates for service costs- 5% 3. Overall system capabilities that meet campus needs- 25% 4. References and previous experience- 25%
Please address the following items in order per the specification and list page number, category description and letter. SUNY Upstate Medical University RFB Parking Management System Page 25 of 35
Pg 4
A. General Parking Requirements #3
Pg 9
Parking Permit Features c. Pg 10 f. Pg 12 Parking Citation Features i. Pg 13 Handheld Features a. i. Pg 16 Appeal Requirements f. Pg 19 Payment and In-office Cash m. Pg 20 Internet Web-based Access d. g. h. i. Pg 21 Field Operations b. Pg 22-24
Reports a-g.
References and Experience
Please fill the following Procurement Lobbying Law forms and return with the sealed bid. Thank you. SUNY Upstate Medical University reserves the right to terminate this contract in the event it is found that the certification filed by the Offerer in accordance with New York State Finance Law §139-k was intentionally false or intentionally incomplete. Upon such finding, the Governmental Entity may exercise its SUNY Upstate Medical University RFB Parking Management System Page 26 of 35
termination right by providing written notification to the Offerer in accordance with the written notification terms of this contract. Part I SUNY Upstate Medical University is obtaining the following required affirmation of understanding and agreement to comply with procedures on procurement lobbying restrictions regarding permissible Contacts in the restricted period for a procurement contract in accordance with State Finance Law §§139-j and 139-k. Please fill out the following language:
Offerer affirms that it understands and agrees to comply with the procedures of SUNY Upstate Medical University relative to permissible Contacts as required by State Finance Law §139-j (3) and §139-j (6) (b). By: ___________________________________
Date: ____________________
Name: ________________________________ Title: _________________________________ Contractor Name: _______________________________________________________ Contractor Address: _____________________________________________________ ______________________________________________________________________ ______________________________________________________________________
Part II New York State Finance Law §139-k(5) requires that every Procurement Contract award subject to the provisions of State Finance Law §§139-k or 139-j shall contain a certification by the Offerer that all information provided to the procuring Governmental Entity with respect to State Finance Law §139-k is complete, true and accurate. Please fill out the following:
Offerer Certification: I certify that all information provided to SUNY Upstate medical University with respect to State Finance Law §139-k is complete, true and accurate. SUNY Upstate Medical University RFB Parking Management System Page 27 of 35
By: ___________________________________ Date: ____________________ Name: ________________________________ __________________________________
Title:
Contractor Name: _______________________________________________________________ Contractor Address: _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ Part III New York State Finance Law §139-k (2) obligates a Governmental Entity to obtain specific information regarding prior non-responsibility determinations with respect to State Finance Law §139-j. This information must be collected in addition to the information that is separately obtained pursuant to State Finance Law §163(9). In accordance with State Finance Law §139-k, an Offerer must be asked to disclose whether there has been a finding of non-responsibility made within the previous four (4) years by any Governmental Entity due to: (a) a violation of State Finance Law §139-j or (b) the intentional provision of false or incomplete information to a Governmental Entity. State Finance Law §139-j sets forth detailed requirements about the restrictions on Contacts during the procurement process. A violation of State Finance Law §139-j includes, but is not limited to, an impermissible Contact during the restricted period (for example, contacting a person or entity other than the designated contact person, when such Contact does not fall within one of the exemptions). As part of its responsibility determination, State Finance Law §139-k(3) mandates consideration of whether an Offerer fails to timely disclose accurate or complete information regarding the above non-responsibility determination. In accordance with law, no Procurement Contract shall be awarded to any Offerer that fails to timely disclose accurate or complete information under this section, unless a finding is made that the award of the Procurement Contract to the Offerer is necessary to protect public property or public health safety, and that the Offerer is the only source capable of supplying the required Article of Procurement within the necessary timeframe. Please fill out the Offerer Disclosure of Prior Non-Responsibility Determinations form. Part III - Continued
SUNY Upstate Medical University RFB Parking Management System Page 28 of 35
Offerer Disclosure of Prior Non-Responsibility Determinations Name of Individual or Entity Seeking to Enter into the Procurement Contract: _______________________________________________________________________ Address: _______________________________________________________________ _______________________________________________________________________ Name and Title of Person Submitting this Form: ________________________________ _______________________________________________________________________ Contract Procurement Number: _____________________________________________ Date: ________________________ 1. Has any Governmental Entity made a finding of non-responsibility regarding the individual or entity seeking to enter into the Procurement Contract in the previous four years? (Please circle): No Yes If yes, please answer the next questions: 2. Was the basis for the finding of non-responsibility due to a violation of State Finance Law §139-j (Please circle): No Yes 3. Was the basis for the finding of non-responsibility due to the intentional provision of false or incomplete information to a Governmental Entity? (Please circle): No
Yes
4. If you answered yes to any of the above questions, please provide details regarding the finding of non-responsibility below. Governmental Entity: ___________________________________________________________ Date of Finding of Non-responsibility: ______________________________________________ Basis of Finding of Non-Responsibility: _____________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ (Add additional pages as necessary)
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5. Has any Governmental Entity or other governmental agency terminated or withheld a Procurement Contract with the above-named individual or entity due to the intentional provision of false or incomplete information? (Please circle): No Yes 6. If yes, please provide details below. Governmental Entity: ______________________________________________ Date of Termination or Withholding of Contract: _______________________________________ Basis of Termination or Withholding: ____________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ (Add additional pages as necessary) Offerer certifies that all information provided to the Governmental Entity with respect to State Finance Law §139-k is complete, true and accurate. By:
Date: Signature
Name: Title:
TERMS AND CONDITIONS TAX PROVISIONS: Purchases made by the State of New York are not subject to local sales or federal excise taxes. The purchase order issued by an agency of New York State will be sufficient evidence that the sale by a contractor or vendor was made to the State of New York, an exempt organization under Section 1116(a)(1) of the Tax Law. AFFIRMATIVE ACTION: It is the policy of the State University of New York to take affirmative action to insure that certified minority and woman owned businesses are given the opportunity to demonstrate their ability to provide the University with goods and services at competitive prices. EXHIBIT A: If included with this quotation request, the parties to this quotation agree to the provisions in the rider marked Exhibit A. The provisions of Exhibit A are incorporated by reference, in accordance with New York State Procurement & Disbursement Guidelines. SUNY Upstate Medical University RFB Parking Management System Page 30 of 35
PRICING: The contractor or vendor guarantees that prices offered are the lowest offered to any government or commercial customer. CASH DISCOUNTS: Cash discounts will not be considered in determining the low quote, but will be taken into consideration in awarding tie quotes. Cash discounts will not be taken unless payment is made within the appropriate discount period. NOTICE TO VENDORS NYS has implemented a new Statewide Financial System as well as an Electronic Payment System. Payment for invoices submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the Vice President for Administration or designee, in her/his sole discretion, due to extenuating circumstances. Such electronic payment shall be made in accordance with ordinary New York State procedures and practices. The Contractor shall comply with the OSC procedures to authorize electronic payments. All vendors must complete a Substitute Form W-9 and an Electronic Payment Authorization Form. Both forms are available at http://www.osc.state.ny.us/epay/how.htm , by e-mail at
[email protected] or by telephone at (518) 474-4032. SIGNATURE PAGE PLEASE COMPLETE THE FOLLOWING INFORMATION AND SIGN: Is this quotation strictly in accordance with the specifications noted herein? _____yes _____no (If no, please include a letter explaining deviation in detail.) Vendor agrees to allow a cash discount as follows: For payment within _______days of delivery: _______% Pricing is to remain in effect until ________________________ (date) Name of vendor ________________________________________________ Address ____________________________________ City/State/Zip______________________ Federal ID# _______________________ _________________________ Telephone # __________________ __________________
Date of quote
Fax # __________________ E-Mail
Name of individual providing quote __________________________ Title _________________ SUNY Upstate Medical University RFB Parking Management System Page 31 of 35
Signature __________________________________________ If you are a New York State certified vendor please check appropriate box: Certified minority owned business
Certified woman owned business
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Pricing
Use 10 concurrent users and 5 handheld ticket writing units to illustrate the costs. Upstate reserves the right to adjust the final number of concurrent users and handheld ticket writing units. Vendor should complete the table below. For each year, enter the cost for each component. COST DETAIL TABLE YEAR 1 YEAR 2 YEAR 3
1. SOFTWARE: Parking Application Software
YEAR 4
YEAR 5
TOTAL
XXXX
XXXX
XXXX
XXXX
XXXX
XXXX
XXXX
XXXX
XXXX
XXXX
XXXX
XXXX
XXXX
XXXX
XXXX
Handheld Devices
XXXX
XXXX
XXXX
XXXX
XXXX
Field Operations Printers
XXXX
XXXX
XXXX
XXXX
XXXX
Handheld Interface Devices
XXXX
XXXX
XXXX
XXXX
XXXX
Other Related Hardware
XXXX
XXXX
XXXX
XXXX
XXXX
Database Management System 3rd Party Tools & Communication Software (if applicable)
Sub Total Software Costs 2. HARDWARE:
Sub Total Hardware Costs 3. OTHER COSTS: SUNY Upstate Medical University RFB Parking Management System Page 33 of 35
Required Implementation Consulting Services
XXXX
XXXX
XXXX
XXXX
XXXX
On-site Implementation
XXXX
XXXX
XXXX
XXXX
XXXX
Training
XXXX
XXXX
XXXX
XXXX
XXXX
Data Migrating
XXXX
XXXX
XXXX
XXXX
XXXX
YEAR 4
YEAR 5
Sub Total Other Costs
Sub Total Software Costs (1)
= $________________ Year one
Sub Total Hardware Costs (2) = $________________Year one
Sub Total Other Costs (3)
= $________________Year one
GRAND TOTAL COSTS
= $________________year one
4. Ongoing maintenance and support years 2-5: YEAR 1 YEAR 2 YEAR 3 Annual Maintenance
XXXX
Ongoing Support
XXXX
Subtotal ongoing maintenance and support Costs
XXXX
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TOTAL
SUNY Upstate Medical University is requesting pricing on service costs. Service cost hourly rates will be considered for the final award. SERVICE COSTS
COST PER HOUR
SERVICE COST CATEGORY Data Conversion Application Data Interface/Integration Assistance Customization Hardware Installation Additional Implementation Support over and above the minimum recommendation. Please describe the time frame for additional support. Additional Training over and above the minimum recommendation
PRICE SCHEDULE Delivery/Installation of Software And Hardware
50%
Completion of Training and Acceptance By Parking Management
50%
SUNY Upstate Medical University RFB Parking Management System Page 35 of 35
