Addendum # 1: RFP 2013-12-001
Computerized Parking Valet System
December 11, 2013
1. Section 1.6 ‘Pre-Proposal Conference’: The Non-mandatory pre-proposal conference will
include a site tour of the Airports current valet parking operations for all interested parties.
2. Section 1.9 ‘How to Submit Proposal Responses’: (C) in addition to one original and two
copies, the Proposer must include one (1) electronic copy of the Proposal on flash drive in
Microsoft Word and/or Adobe Acrobat format.
3. Section 4 ‘Proposal Content’; 4.1 ‘Proposed Service’: now include g. Project Plan
4. Exhibit F Specifications: now includes the following sections:
6. Proposal format.
The City desires all Proposals to be identical in format in order to facilitate comparison.
While the City’s format may represent departure from the Proposer’s preference, the City
requires strict adherence to the format. The Proposal must be in the format described below:
a.
b.
c.
d.
e.
f.
g.
Cover letter;
Executive Summary;
Proposed Service;
Experience;
Required Forms;
Exceptions to the Remainder of the RFP;
Exhibits A-D as defined in “Section 3: Contract”
All Proposals shall be 8 1/2" x 11" format with all standard text no smaller than eleven (11)
points. Proposers are required to organize the information requested in this RFP in
accordance with the format outlined. Failure of the Proposer to organize the information
required by this RFP as outlined may result in the City, at its sole discretion, deeming the
Proposal non-responsive to the requirements of this RFP. The Proposer, however, may
reduce the repetition of identical information within several sections of the Proposal by
making the appropriate cross-references to other sections of the Proposal. Appendices for
certain technical or financial information may be used to facilitate Proposal preparation.
6.1.
Cover Letter and Executive Summary.
The Proposer shall submit an executive summary which outlines its
understanding of the Project, the approach to be undertaken to perform the
Services, a summary of the costs to provide the Services and the proposed
general management philosophy. This section should highlight aspects of this
Proposal, which make it superior or unique in addressing the needs of the City.
6.2.
Proposed Service.
Given the purpose of this project and the City’s objective as stated in this RFP,
provide a creative solution to meet such objective. Following is a framework and
questions to guide your Company’s suggested solution. Please address the
following as completely as possible. If you wish to add supplemental information,
it shall be labeled “Supplemental Information.”
6.2.1. Project Plan
Prepare and submit a Project Plan to describe, to the best of your ability, all
times, tasks and resources associated with the performance of Services.
Within fifteen (15) calendar days after the Effective Date, the Company
shall prepare and submit to the City for approval a comprehensive and
detailed project plan that identifies in detail all steps, tasks, activities,
events, milestones and resources necessary for the Company to: (i) supply,
install and test a System which fully complies with the Specifications and
Requirements, and (ii) provide for a smooth and efficient transition from the
existing system, to the new System, with minimum disruption to City
operations. The Project Plan shall clearly define all hardware, software,
deliverables and tasks required for each Milestone. The Project Plan will be
developed in a manner so that the City and Company Project Manager can
use it as a stand-alone document.
The Project Plan will contain a schedule for all training courses needed by
the City to fully and productively use the System.
6.2.2. Transition Plan.
The Company shall prepare and submit to the City for approval a
comprehensive Transition Plan, which describes in detail all tasks and
resources associated with the transition of the Computerized Valet Parking
System with minimum disruption to the City’s operations.
6.2.3. Client Relationship Management.
Describe the communications scheme that your organization will use to
keep the City informed about the progress of the Project.
6.2.4. Risk Management.
Describe the risks associated with this contract. What contingencies have
been built in to mitigate those risks?
6.3.
Experience.
The Proposer shall provide information concerning general organization and
staffing as well as experience with similar Computerized Valet Parking System
projects.
6.4.
Required Forms.
To be deemed responsive to this RFP, Proposers must complete in detail, all
Proposal Forms listed in Section 2.
6.5.
Exceptions to the RFP.
Exceptions must be submitted in accordance with Section 1.13 of the RFP. If
exceptions are not identified in your Proposal they may not be considered during
Contract negotiation and could result in Proposal being rejected from further
consideration. If legal council needs to review the Contract before your Company
can sign, reviews must be completed before your Proposal is submitted.
6.6.
Exhibits.
To be deemed responsive to this RFP, Proposers must submit the following with
their response:
Exhibit A: Price Schedule with list of system components
Exhibit B: Milestone Plan
Exhibit C: Training Material and Schedule
Exhibit D: Scope of Maintenance and Support Services
Exhibit A
PRICE SCHEDULE AND COMPONENTS
Regardless of exceptions taken, Service Providers shall provide pricing based on the
requirements and terms set forth in this RFP. Pricing must be all-inclusive and cover every
aspect of the Project. Cost must be in United States dollars rounded to the nearest quarter of a
dollar. The City is requesting firm unit prices for one (1) year which shall be paralleled to a
Milestone Plan.
1. Software: Identify all software required to operate the system including detailed
specifications for each required type. Add additional lines as needed.
Item
Qty.
Cost
Ext. Cost
$
$
$
$
Total extended cost
$
2. Hardware: Identify all hardware required to operate the system including detailed
specifications for each required type. Add additional lines as needed.
Item
Qty.
Cost
Ext. Cost
$
$
$
$
Total extended cost
$
3. Credit Card processing fee(s): $_______________ each
4. Gateway transaction fee(s): $_______________ each
5. Other required items: (specify and add additional lines as needed)
Item
Qty.
Cost
Ext. Cost
$
$
$
$
Total extended cost
$
6. Maintenance and Support. The Company shall provide Maintenance Services at no
additional charge during the Warranty Period. After the Warranty Period, the City shall
have three (3) year plus two (2) (1)-year options to purchase Extended Maintenance
Services at a price of $_______________ per year. The City shall be entitled to exercise
its option to buy Extended Maintenance Service for a given one (1)-year option period
by: (a) providing written notice to the Company at any time prior to or within sixty days
following the beginning of such one-year option period; or (b) payment of the Company’s
invoice for such one-year option period.
7. Optional items. The items listed below are not required under the Computerized Parking
Valet System, and are not necessary for the System or any of its components to perform
in accordance with the Computerized Parking Valet System. However, the Company has
agreed that for a period of eighteen (18) months after the date of this Contract, the City
shall have the right to purchase and the Company shall sell to the City the following
items at the prices set forth below. (Add additional lines as needed.)
Item
Self-service Kiosks (minimum 3)
Qty.
Cost
$
Ext. Cost
$
Interface with Scheidt &
Bachmann parking management
software
$
$
Mobile application
$
$
Interface with camera
inspections systems
$
$
Other (specify)
8. SaaS Purchase Price. The City shall pay the Company a fixed price of
$________________ as full and complete consideration for the performance of all
obligations of the Company under the Contract (the “SaaS Purchase Price”), other than
Maintenance Services beyond the Warranty Period (“Extended Maintenance Services”).
Exhibit B
MILESTONE PLAN
The Company shall invoice the City for the Purchase Price in accordance with the Milestone
Plan set forth below. The Company shall not invoice the City for any Products, Services or
Deliverables within a particular Milestone until all Services and Deliverables required in
connection with that Milestone have been fully completed and accepted by the City.
Deliverable
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Responsible
Party
Completion Comments
Date
FORM SIX
COMPLIANCE QUESTIONNAIRE
Proposer shall indicate its ability to “comply” or “not comply” with text explaining the noncompliance response.
1. Proposed system tracks chain of custody of each vehicle.
___ Comply
___ Not Comply
_____________________________________________________________________
2. Proposed system tracks custody and access to vehicle key(s).
___ Comply
___ Not Comply
_____________________________________________________________________
3. Proposed system calculates differential parking fees.
___ Comply
___ Not Comply
_____________________________________________________________________
4. Proposed system has built in reporting of revenue, volume activity, trends, problems,
complaints, operational metrics and transaction summaries.
___ Comply
___ Not Comply
_____________________________________________________________________
5. Proposer shall provide system support service 24 hours per day, 7 days per week,
365 days per year.
___ Comply
___ Not Comply
_____________________________________________________________________
6. Proposed system has built in reporting of revenue, volume activity, trends, problems,
complaints, operational metrics and transaction summaries.
___ Comply
___ Not Comply
_____________________________________________________________________
7. Proposed system software is PCI compliant or exempt from PCI compliance.
___ Compliant
___ Exempt
_____________________________________________________________________
8. Proposed system provides encrypted data transfer that is PCI compliant through a
credit card gateway that is compatible with First Data Clearinghouse.
___ Comply
___ Not Comply
_____________________________________________________________________
9. Proposer provides on-site project management for implementation and through initial
go-live.
___ Comply
___ Not Comply
_____________________________________________________________________
10. Proposer provides on-site training including training materials.
___ Comply
___ Not Comply
_____________________________________________________________________
11. Proposed system interfaces with parking management software. (Airport currently
employs Scheidt & Bachmann software).
___ Comply
___ Not Comply
_____________________________________________________________________
12. Proposed system provides mobile application including text messaging for check-in
and check-out purposes.
___ Comply
___ Not Comply
_____________________________________________________________________
13. Proposed system interfaces with vehicle inspection camera systems to document
damage(s).
___ Comply
___ Not Comply
_____________________________________________________________________
14. Proposed system provides self-service kiosks payment option.
___ Comply
___ Not Comply
_____________________________________________________________________
15. Proposed system provides tokenized customer loyalty program.
___ Comply
___ Not Comply
_____________________________________________________________________
16. Proposed system provides real time capacity statistics for parking deck(s).
___ Comply
___ Not Comply
_____________________________________________________________________
The Airport plans to seek City Council award of the contract on January 13, 2014 and expects to
go-live no later than March 15, 2014. State your lead-time (calendar days) from contract
execution to go-live.
___ standard lead-time days
___ accelerated lead-time days
______________________________________
________________________
Company Name
Date
_____________________________________
________________________
Authorized Signature
Please type or print name