SCHEDULE C – FORM OF PROPOSAL
RFP Project Title:
Supply & Installation of Electronic Paystations
RFP Reference No.:
1220-030-2013-017
Name of Proponent:
Contact Person and Title:
Business Address:
Telephone:
Fax:
E-Mail Address:
TO:
City Representative:
Kam Grewal, CMA,BBA, Corporate Audit Manager, Acting Purchasing and Accounts Payable Manager
Address:
City of Surrey, City Operations Works Yard, Purchasing Section, 1st Floor
6645-148 Street, Surrey, B.C. Canada V3S 3C7
Telephone:
604-590-7274
Dear Sir:
1.0
I/We, the undersigned duly authorized representative of the Proponent, having received and carefully reviewed all of the
Proposal documents, including the RFP and any issued addenda posted on the City Website and BC Bid Website, and having
full knowledge of the Goods and Services required, and having fully informed ourselves as to the intent, difficulties, facilities
and local conditions attendant to performing the Goods and Services, submit this Proposal in response to the RFP.
2.0
I/we confirm having full knowledge that the City reserves the right to divide up the Goods and Services by type of work, or
other basis as the City may decide, and to select one or more Preferred Proponents to enter into discussions with the City for
one or more agreements to perform a portion or portions of the Goods and Services.
3.0
I/We confirm that the following schedules are attached to and form a part of this Proposal:
Schedule C-1 – Statement of Departures;
Schedule C-2 – Proponent’s Experience, Reputation and Resources;
Schedule C-3 – Proponent’s Technical Proposal (Services);
Schedule C-4 – Proponent's Technical Proposal (Schedule); and
Schedule C-5 – Proponent’s Financial Proposal.
4.0
I/We confirm that this proposal is accurate and true to best of my/our knowledge.
RFP #1220-030-2013-017
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5.0
I/We confirm that, if I/we am/are awarded the agreement, I/we will at all times be the “prime contractor” as provided by the
Worker's Compensation Act (British Columbia) with respect to the Services. I/we further confirm that if I/we become aware
that another contractor at the place(s) of the Goods and Services has been designated as the “prime contractor”, I/we will
notify the City immediately, and I/we will indemnify and hold the City harmless against any claims, demands, losses, damages,
costs, liabilities or expenses suffered by the City in connection with any failure to so notify the City.
This Proposal is submitted this _____________________ day of _________________________, 20__.
I/We have the authority to bind the Proponent.
_______________________________________
_______________________________________
(Name of Proponent)
(Name of Proponent)
_______________________________________
_______________________________________
(Signature of Authorized Signatory)
(Signature of Authorized Signatory)
_______________________________________
_______________________________________
(Print Name and Position of Authorized
(Print Name and Position of Authorized
Signatory)
Signatory)
RFP #1220-030-2013-017
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SCHEDULE C-1 - STATEMENT OF DEPARTURES
1.
I/We have reviewed the proposed Contract attached to the RFP as Schedule “B”. If requested by the City, I/we would be
prepared to enter into that Contract, amended by the following departures (list, if any):
Section
2.
Requested Departure(s) / Alternative(s)
The City of Surrey requires that the successful Proponent have the following in place before commencing the Services:
a)
Workers’ Compensation Board coverage in good standing and further, if an “Owner Operator” is involved, personal
operator protection (P.O.P.) will be provided,
b)
Workers' Compensation Registration Number _________________________________________;
Prime Contractor qualified coordinator is Name: __________________ and Contact Number: ______________;
c)
Insurance coverage for the amounts required in the proposed Contract as a minimum, naming the City as additional
insured and generally in compliance with the City’s sample insurance certificate form available on the City’s Website
Standard Certificate of Insurance;
d)
City of Surrey business license;
e)
If the Proponent's Goods and Services are subject to GST, the Proponent's GST Number is
____________________________________; and
f)
If the Proponent is a company, the company name indicated above is registered with the Registrar of Companies in
the Province of British Columbia, Canada, Incorporation Number __________________________________.
As of the date of this Proposal, we advise that we have the ability to meet all of the above requirements except as follows
(list, if any):
Section
3.
I/We offer the following alternates to improve the Services described in the RFP (list, if any):
Section
4.
Requested Departure(s) / Alternative(s)
Requested Departure(s) / Alternative(s)
The Proponent acknowledges that the departures it has requested in Sections 1, 2 and 3 of this Schedule C-1 will not form
part of the Contract unless and until the City agrees to them in writing by initialling or otherwise specifically consenting in
writing to be bound by any of them.
RFP #1220-030-2013-017
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SCHEDULE C-2 - PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES
Proponents should provide information on the following (use the spaces provided and/or attach additional pages, if necessary):
(i)
Location of primary business branch locations, background, stability, structure of the Proponent and number of years
business has been operational;
(ii)
Proponent’s relevant experience and qualifications in delivering Goods and Services similar to those required by the
RFP;
(iii)
Proponent’s demonstrated ability to provide the Goods and Services;
(iv)
Proponent’s resources, capability and capacity, as relevant;
(v)
Proponent’s references (name and telephone number). The City's preference is to have a minimum of three
references;
(vi)
Proponent’s financial strength (with evidence such as financial statements, bank references);
(vii)
Proponents should provide information on the background and experience of all key personnel proposed to undertake
the Services (use the spaces provided and/or attach additional pages, if necessary):
Key Personnel
Name:
Experience:
Dates:
Project Name:
Responsibility:
_______________________________________________________________________
Dates:
Project Name:
Responsibility:
_______________________________________________________________________
Dates:
Project Name:
Responsibility:
_______________________________________________________________________
RFP #1220-030-2013-017
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(viii)
Proponents should provide the following information on the background and experience of all sub-contractors proposed to
undertake a portion of the Services (use the spaces provided and/or attach additional pages, if necessary):
DESCRIPTION OF SERVICES
SUB-CONTRACTORS NAME
YEARS OF
TELEPHONE NUMBER
WORKING
AND EMAIL
WITH
CONTRACTOR
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SCHEDULE C-3 - PROPONENT’S TECHNICAL PROPOSAL (SERVICES)
Proponents should provide the following (use the spaces provided and/or attach additional pages, if necessary):
(i)
a narrative that illustrates an understanding of the City’s requirements for the Goods and Services;
(ii)
a description of the general approach and methodology that the Proponent would take in performing the Services and
supplying the Goods including specifications and requirements, detailed drawings showing cable and equipment
locations, and schematics showing how equipment will be placed, powered, networked, and integrated with other
related equipment;
(iii)
a narrative that illustrates how the Proponent will complete the scope of Services, manage the Services, and
accomplish required objectives within the City’s schedule;
(iv)
a description of the standards to be met by the Proponent in providing the Goods and Services;
(v)
solutions that would allow the performance of the complete scope of Services without the City incurring a significant
financial expenditure;
(vi)
Proponent should share their corporate vision for future enhancements, new technologies, or expandable services;
(vii)
Proponent should describe any assumptions made in the Proposal (environment, resources, timelines, etc.);
(viii)
Value Added offerings: Proponent should attach or append any additional information for review; and
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(ix)
Proponents should provide responses to each of the following:
Description
1.1
Comply
Yes
No
Customer Interface
Colour LCD screen, programmable by the City with still images, text, or video
LCD screen field-replaceable without specialized technical training or tools
On-screen, step-by-step guidance for transaction process
Rate descriptions must be user-configurable up to 20 characters
Alpha-numeric keypad with audible indication when key is pressed
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Provide details/comments
Description
1.2
Comply
Yes
No
Pay-by-phone (“PBP”) functions
“Extend by Phone” function originating with EP, not through separate service provider: when
online credit card authorization is used, the system must enable consumers to receive text
message (SMS) reminders of parking expiry on their mobile phone for transactions initiated at
the pay station and provide a means for consumers to extend parking transactions initiated at
a pay station by sending a text message from their mobile phone
No pre-registration (Web or telephone system) shall be required for consumers to benefit from
text message reminders or extensions. They should be able to select this option by providing
their mobile phone number at the pay station.
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Provide details/comments
Description
1.3
Comply
Yes
No
Payment options & Operating scenarios
Prewired and configured for near field communication (“NFC”) payment
Credit card, coin, and stored value (decrement) card
EP should be capable of being used as a smart card reload station with the ability to check card
balances.
The system must process and reconcile transactions with a PCI compliant credit card processor
or gateway.
The EP must be PA-DSS validated.
The EP must be capable of Pay by License Plate operation, as well as Pay by Stall.
Ability to accept magnetic-stripe or chip-based account cards, i.e. a department or individualspecific card that will enable the City’s Finance Department to track usage and value of usage
through the management software.
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Provide details/comments
Description
1.4
Comply
Yes
No
Management software
“dashboard”-style graphics for key performance indicators, configurable by the City
Rate values and rate segments adjustable directly via management software by the City
Customizable reports in a standard industry operating system.
To enable seamless additional application integration, the EP should operate on a standard
industry platform or another non-proprietary-based operating system.
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Provide details/comments
Description
1.5
Comply
Yes
No
Warranty, Support and Service
EP must be serviceable and supported by at least one existing/local authorized service agent.
Certification program should be in place for any such service agent along with verification of
recent compliance with latest service qualifications and standards.
Support service must maintain sufficient spare parts inventory so that any EP can be returned
to service within 24 hours.
Manufacturer will repair and/or replace any part or modular component determined to be
defective in material or workmanship under normal use and service at no additional cost, for a
period of a minimum of one (1) year from the date of shipment. Warranty service will be
subject to normal “return to service” terms, i.e. 24 hours or less.
Preventative maintenance to be included under the warranty period.
24/7 phone support
Extended warranty and support options should be provided for up to 5 years.
RFP #1220-030-2013-017
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Provide details/comments
Description
1.6
Comply
Yes
No
Enforcement Functions
EP reporting functions and management software must integrate with Genetec/AutoVu
License Plate Recognition system as well as Ticket Manager enforcement system.
At the pay station, the enforcement officer must be able to: Generate Valid Stall reports within
the entered stall range regardless of how (pay station or cell phone) and at which machine the
spaces were paid for. The report must clearly display the expiration time for each valid space.
At the pay station, the enforcement officer must be able to: Generate an Expired Stall report
within entered stall range which clearly displays the spaces that have not been paid.
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Provide details/comments
Description
1.7
Comply
Yes
No
Central Processor
The CPU should contain Flash or other memory that can record up to 10,000 transactions to
allow data to be preserved when power has been removed.
The CPU should not require a battery backup to preserve memory.
The CPU must be modular and be easily unplugged and removed with basic tools for easy
servicing.
The EP should have a bad card maintenance list that can store up to 16,000 card numbers for
offline processing.
To enable seamless additional application integration, the pay station must operate on a
standard industry platform or another non-proprietary-based operating system.
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Provide details/comments
Description
1.8
Comply
Yes
No
Power System
The EP should operate on battery power with either an AC or solar recharging system for the
battery.
The EP solar panel should be capable of orientation in multiple directions to maximize
exposure to the sun.
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Provide details/comments
Description
1.9
Comply
Yes
No
System Installation and Testing
- Contractor to:
1. Provide all incidental or related products or materials necessary to ensure a complete and
operating system:
- All mounting brackets or hardware required to integrate the equipment into the surrounding
environment; and
- All software, firmware, programming devices or data cables required to make the system
operate and to allow programming of all required programmable functions.
2. Provide documents, diagrams, manuals, tests results, warranties and other documentation,
as applicable;
3. Contractor shall adhere to all City of Surrey safety standards; and
4. At completion of the installation, the Contractor is to perform the following tests to ensure
system operation:
(a) all equipment shall be fully installed and cables operational;
(b) perform function tests of all components in the system(s); and
(c) verify operation of all equipment/line connections and cables.
RFP #1220-030-2013-017
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Provide details/comments
Description
1.10
Comply
Yes
No
Training
Contractor to provide training on an individual location basis or in a group setting. The
Contractor to provide additional training, if needed or as requested at prevailing rates
throughout the length of the contract. Contractor to provide a training program for technicians
and staff responsible for:
i. Installation, startup, and maintenance of the pay stations.
ii. Coin collection.
iii. Programming rates, valid parking times, etc., through the management software.
iv. Monitoring the equipment.
v. Data file collection, credit card file downloading, system monitoring and auditing, setup
and maintenance of user account passwords, etc.
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Provide details/comments
SCHEDULE C-4 - PROPONENT’S TECHNICAL PROPOSAL (TIME SCHEDULE)
Proponents should provide an estimated schedule, with major item descriptions and time indicating a commitment to perform
the Contract within the time specified (use the spaces provided and/or attach additional pages, if necessary).
MILESTONE DATES __________________________________
ACTIVITY
SCHEDULE
1
RFP #1220-030-2013-017
2
3
4
5
6
7
8
9
10
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SCHEDULE C-5 - PROPONENT’S FINANCIAL PROPOSAL
The following tables are a general indicator of how a Proponent will organize and include comprehensive information to assist the City’s
Evaluation Team in evaluating Proposals. The City is asking for clear, concise and comprehensive information that clearly outlines the
Goods and Services and all fees (installation, setup, configuration, and maintenance fees), or a selection of fees (where applicable).
The intent here is for Proponents to disclose all Goods, Services, and plans and indicate whether there is a fee or it is a no charge
offering.
Schedule of Rates:
Table 1 – Pricing for quantity of 3-5 paystations for pilot period:
Item
No.
Description
Estimated
Quantity of
Hours
Hourly Rate
Total Price
Hourly Rate
Total Price
Labour:
Materials:
Subtotal:
GST:
PST:
TOTAL PRICE:
Table 2 – Pricing for quantity of 23-25 paystations following pilot period:
Item
No.
Description
Estimated
Quantity of
Hours
Labour:
Materials:
Subtotal:
GST:
PST:
TOTAL PRICE:
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Personnel Hourly Rates and Equipment Hourly Rates (for additional services):
Proponents should complete the following tables setting out the all-inclusive hourly rates including overhead and profit for approved
extras/credits for all applicable categories of labour (use the spaces provided and/or attach additional pages, if necessary):
Table 1 – Schedule of Personnnel Hourly Rates:
Labour Category
Straight Time/hr
Overtime Rate/hr
(Excluding GST)
(Excluding GST)
1. Site Foreman
$
$
2. General Laborer
$
$
3.
$
$
4.
$
$
5.
$
$
6.
$
$
7.
$
$
8.
$
$
Table 2 – Schedule of Equipment Hourly Rates:
No.
Equipment Description
Hourly Rate (excluding
applicable taxes)
1.
2.
3.
4.
5.
6.
7.
8.
9.
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Extended warranty and support options:
Proponents should provide extended warranty and support options pricing for years 2 through 5. This extended warranty and support
option period is not guaranteed to be included as part of the agreement and is at the sole discretion of the City. Do not include
GST/PST:
Extended warranty and support options
Extended warranty and support options
(provide details in Schedule C-4)
Year
Cost
2
$
3
$
4
$
5
$
24/7 phone support (or alternative) options:
Proponents should provide 24/7 phone support (or alternative) options pricing as a lump sum, monthly fee, or hourly rate. This 24/7
phone support option is not guaranteed to be included as part of the agreement and is at the sole discretion of the City. Do not include
GST/PST:
Cost
24/7 phone support (or alternative) options
(provide details in Schedule C-4)
$
Additional Services:
Indicate if the City is eligible for discounts on additional services available:
Additional Expenses:
The proposed Contract attached as Schedule "B" to the RFP provides that expenses are to be included within the fee, other than the
expenses listed in the Contract as disbursements. Details of disbursements are to be shown in the table above. Please indicate any
expenses that would be payable in addition to the proposed fee and proposed disbursements set out above:
Payment Terms:
A cash discount of _______% will be allowed if account is paid within _____ days, or the_________ day of the month following, or net
30 days, on a best effort basis.
RFP #1220-030-2013-017
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