ATTACHMENT 2 – FORM OF PROPOSAL
RFP Project Title:
Design, Supply & Installation of an Integrated Parking System and
Provision of Parking Management Services – New City Centre
Parking Facility
RFP Reference No.:
1220-030-2012-055
Legal Name of Proponent:
Contact Person and Title:
Business Address:
Telephone:
Fax:
E-Mail Address:
To:
Kam Grewal, CMA, BBA, Corporate Audit Manager,
Acting Purchasing & Accounts Payable Manager
at the following location:
Address:
City of Surrey, City Operations Works Yard
Purchasing Section, 1st Floor
6645 – 148 Street
Surrey, B.C. V3S 3C7
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 BC Bid Website at www.bcbid.gov.bc.ca (the “BC Bid Website”) and the City
Website at www.surrey.ca (the “City Website”), and having full knowledge of the Site, and having
fully informed ourselves as to the intent, difficulties, facilities and local conditions attendant to
providing the Parking Equipment and performing the Services, submit this Proposal in response
to the RFP.
2.0
I/We confirm that the following schedules are attached to and form a part of this Proposal:
Appendix 1 – Statement of Departures;
Appendix 2 – Proponent’s Experience, Reputation and Resources;
Appendix 3 – Proponent’s Technical Proposal (Services);
Appendix 4 – Proponent's Technical Proposal (Time Schedule); and
Appendix 5 – Proponent’s Financial Proposal.
3.0
I/We confirm that this proposal is accurate and true to best of my/our knowledge.
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4.0
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 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 _________________________, 2012.
I/We have the authority to bind the Proponent.
________________________________________
(Legal Name of Proponent)
________________________________________
(Signature of Authorized Signatory)
________________________________________
(Signature of Authorized Signatory)
________________________________________
(Print Name and Position of Authorized Signatory)
________________________________________
(Print Name and Position of Authorized Signatory)
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APPENDIX 1 – STATEMENT OF DEPARTURES
1.
I/We have reviewed the proposed Contract attached to the RFP as Attachment 1. If requested by
the City, I/we would be prepared to enter into that Contract, amended by the following departures
(list, if any):
Section
1.
Requested Departure(s) / Alternative(s)
The City of Surrey requires that the successful Proponent have the following in place before
providing Parking Equipment and commencing 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,
Workers' Compensation Registration Number
_________________________________________;
b)
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 HST, the Proponent's HST 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 Parking Equipment and 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
Appendix 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.
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APPENDIX 2 – PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES
When responding to the questions and requests below, the Proponent should clearly identify the
responses as being answers to Appendix 2 questions within their Proposal document.
1.
Provide the location of Proponent’s head office and list any branches located in British Columbia.
2.
Provide a general description of the Proponent’s corporate profile, identifying the following:
(a)
Name of legal entity and any trade names;
(b)
Length of time in business; and
(c)
Corporate structure (i.e. publicly traded, proprietorship, etc.).
3.
Provide details of the Proponent’s financial strength and confirm that the Proponent will be able to
meet the following requirements:
(a)
Evidence such as financial statements and bank references.
4.
A letter from the Proponent’s insurer confirming that, if successful, the Proponent will be able to
meet the insurance requirements specified in the draft Contract, and that a certificate of insurance
will be issued within 10 Business Days of the award of the Contract.
5.
A letter from the Proponent’s financial institution confirming that, if successful, the Proponent will
be able to provide a Letter of Irrevocable Credit as specified in the draft Contract, and that a
Letter of Irrevocable Credit will be issued at least fifteen (15) Business Days in advance of any
work being conducted at the Parking Facility.
6.
Provide details of the Proponent’s relevant experience and qualifications in delivering Services
similar to those required by the RFP (i.e. operation of multi-level, multi-use parking facilities) by
identifying the following:
(a)
Provide a brief description of up to three (3) projects where the Proponent provided
supply, installation, ongoing technical support and management services for a pay station
parking operation, and served as the primary contractor. Identify each project by name
and date of commencement;
(b)
Provide a brief description of up to three (3) projects where the Proponent provided
supply, installation, ongoing technical support and management services for a facility
utilizing a parking guidance system, and served as the primary contractor. Identify each
project by name and date of commencement;
(c)
Provide a brief description of up to three (3) projects where the Proponent provided
supply, installation, ongoing technical support and management services for a facility
utilizing vehicle identification or license plate recognition technology as the primary
control method, and served as the primary contractor. Identify each project by name and
date of commencement; and
(d)
Identify other parking management contracts that you feel may be relevant in evaluating
your corporate experience. Provide name, date of commencement and a brief
description.
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7.
Provide a minimum of five (5) references from the projects listed in the above – i.e. site personnel
who are conversant with the day-to-day operations of these facilities. Include contact name,
position and contact information for each reference. Indicate whether the Proponent still manages
the facility.
8.
Provide background information for the Proponent’s key personnel proposed to provide the
Parking Equipment and undertake the Services. Note: key personnel who will be responsible for
the Parking Facility’s day-to-day operation should be available from the time of commencement
for a minimum period of one (1) year, such that continuity of operational expertise is achieved. At
minimum, identify the background and experience of the persons responsible for:
(a)
Overall Contract responsibility, including management of the Parking Facility and
responsibility for all on-site personnel and sub-contracted support persons. This person
must have the ability to sign on behalf of the Contractor. Provide contact information,
relevant training/credentials and experience, including reference to projects that are of a
similar on size and complexity to the Parking Facility. List expected areas of
responsibilities;
(b)
Project management (position referred to as the project manager” in the draft Contract).
Provide contact information, relevant training/credentials and experience, including
reference to projects that are of a similar on size and complexity to the Parking Facility.
List expected areas of responsibilities;
(c)
Day-to-day site management/supervision. Provide contact information, relevant
training/credentials and experience, including reference to projects that are of a similar on
size and complexity to the Parking Facility. List expected areas of responsibilities; and
(d)
Management of technical services, including but not limited to the maintenance and
troubleshooting of Parking Equipment. Provide contact information, relevant
training/credentials and experience, including reference to projects that are of a similar on
size and complexity to the Parking Facility. List expected areas of responsibilities.
9.
Provide background information for all sub-contractors proposed to undertake any portion of the
Services, whether in relation to the design, supply and installation of the Parking Equipment or
provision of parking management Services (e.g. general maintenance, maintenance of Parking
Equipment, enforcement, financial reporting, etc.). For each sub-contractor, provide:
(a)
Sub-contractor name and contact information;
(b)
Services that will be provided by sub-contractor;
(c)
Qualifications of specialized personnel (if any);
(d)
Previous relationship, including number of years working with sub-contractor; and
(e)
Any other relevant information.
For example, Proponents should describe any third-party maintenance agreements they intend to
enter into to service the Parking Facility’s Parking Equipment. Specifically, Proponents should
include: the maintenance company’s name and contact information; a list of Parking Equipment
and associated parts, software, etc. that would be serviced by third-party technicians, the number
and qualifications of third-party maintenance technicians and details regarding the previous
relationship with the maintenance company. A brief description of the certification process of
third-party technicians should also be included in the response.
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APPENDIX 3 – PROPONENT’S TECHNICAL PROPOSAL
(PARKING EQUIPMENT AND SERVICES)
Proponents should provide responses to the following, including embedded spreadsheet Appendix 3(a) in
this Appendix 3 (use the spaces provided and/or attach additional pages, if necessary):
1.
IMPLEMENTATION REQUIREMENTS
1.1
License Plate Recognition
At minimum, please provide the following information using simplified language (e.g.
understandable to the layperson) where possible:
(a)
Explain how your product meets or exceeds the requirements as generally set out in the
draft Contract and Schedule A;
(b)
It is preferred that the Proponent mark locations indicating the approximate placement of
vehicle identification or license plate recognition units on the drawings attached as
Schedule G – Parking Level Floor Plans, and indicate whether the units are entrance or
exit control units;
(c)
Identify the number of units required at each location and in total;
(d)
Provide the rationale behind the proposed placement of vehicle identification or license
plate recognition units;
(e)
Describe the data collection process, indicating whether images are collected from the
front and/or rear plates of vehicles, and whether the vehicle identification or license plate
recognition system is able to capture other vehicle details (e.g. colour, make, etc.);
(f)
Describe the lighting requirements necessary to provide a high read rate of license plate
capture;
(g)
Identify if any triggering mechanisms are required to synchronize lighting or camera
operations. Clearly describe the process and any fail-safe features used to support the
system;
(h)
Explain how any failures or reduction of lighting levels are communicated to the on-site
personnel;
(i)
Provide any dimensional requirements necessary to provide superior read rates for both
entering and exiting vehicles;
(j)
Explain the relationship of the vehicle identification or license plate recognition units to
the central management system, including the communications network and how the
vehicle identification or license plate recognition system will work with multiple user
groups;
(k)
Describe the communication and data storage configuration that your system utilizes; and
(l)
Identify and describe security systems in place to protect all incoming and stored data.
Identify the country in which servers are located, if applicable.
1.2
Pay Stations
At minimum, please provide the following information using simplified language (e.g.
understandable to the layperson) where possible:
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(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
(j)
(k)
(l)
(m)
(n)
(o)
(p)
(q)
1.3
Explain how your product meets or exceeds the requirements as generally set out in the
draft Contract and Schedule A;
It is preferred that the Proponent mark locations indicating the approximate placement of
pay stations on the drawings attached as Schedule G– Parking Level Floor Plans.
Identify the number of units required at each location and in total;
Provide the rationale behind the proposed placement of pay stations;
Submit a design proposal of the fully functional Parking System per floor (P-1, P-2 & P-3)
being provided in accordance with the design and performance requirements specified
herein;
The design proposal shall include comprehensive technical drawings and details for the
components/elements of the fully functional Parking System and shall be based on
project specific requirements;
Submit with the proposal a complete listing of products, manufacturers, and fabricators
for the principal components of the fully functional Parking System. (Standard catalogues
or brochures are an acceptable supplement to drawings);
Submit a sample of the manufacturer’s detailed warranty and conditions;
Proponent to outline how they will provide service and repairs after the completion of the
installation in the event of a malfunctioning Parking System and state the anticipated
response time when asked to attend the facility for such an event;
Proponent to outline how they will provide service call outs to the facility;
Submit a list of any accessibility features that can be integrated or supplied to improve
access to the Parking System for those patrons with movement difficulties. These
access features must not compromise the integrity of the Parking System. Provide a
separate supply and installation cost for these additional items in your proposal;
The method of assembly, reinforcing, and anchorage of the Pay Stations is to be provided
in a schematic format and to show general intent only. Location and methods of
providing same shall be this Contractor’s responsibility, who shall design the assembly,
reinforcing, and anchorage to suit each specific condition in an acceptable manner to
comply with the design and performance requirements specified herein.
Explain the relationship between the pay station and the vehicle identification or license
plate recognition system;
Describe the communication and data storage configuration that your pay stations and
associated software use;
Identify and describe security systems in place to protect all incoming and stored data.
Identify the country in which servers are located, if applicable;
Identify what makes your user interface simpler and more intuitive for customer
interaction than those of your competition;
Provide visual examples of how rates would be displayed on the screen; and
Provide a visual example of a typical receipt issued by your pay station.
Parking Guidance
At minimum, please provide the following information using simplified language (e.g.
understandable to the layperson) where possible:
(a)
Explain how your product meets or exceeds the requirements as generally set out in the
draft Contract and Schedule A;
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(b)
(c)
(d)
(e)
1.4
It is preferred that the Proponent mark locations indicating the approximate placement of
parking guidance components/units, including interior and exterior dynamic signage on
the attached as Schedule G – Parking Level Floor Plans.
Identify the total number of components/units required;
Provide the rationale behind the proposed placement of parking guidance
components/units. The rationale should explain why the recommended parking guidance
solution (i.e. by single space, parking module or floor plate) is the most efficient and
economically feasible design for the Parking Facility; and
Provide photographs or renderings showing standard and recommended sign design
formats, including approximate dimensions.
Central Management System
At minimum, please provide the following information using simplified language (e.g.
understandable to the layperson) where possible:
(a)
Explain how your product meets or exceeds the requirements as generally set out in the
draft Contract and Schedule A;
(b)
Describe reporting capabilities built into the central management system software;
(c)
Describe advance booking / reservation capabilities, if any;
(d)
Provide visual examples (e.g. screenshots, video, etc.) of central management system
software;
(e)
Identify whether the central management system is web-based or desktop; and
(f)
Identify whether the Central Management System integrates with software from other
Parking Equipment components. If so, describe how.
2.
MANAGEMENT REQUIREMENTS
2.1
Operational Model
At minimum, please provide the following information:
(a)
Describe the proposed operational staffing model to be used at the Parking Facility,
including but not limited to the number of staff and the job designation of each staff
member;
(b)
Recommend hours of operation drawing on past experience in similar parking facilities.
Indicate intended hours of manned and/or unmanned operations. Based on your
understanding of the operational expectations of the City and knowledge of the
surrounding City Centre precinct, explain why these proposed operating hours will be to
the financial and operational benefit of the City;
(c)
Considering the surrounding City Centre precinct and the changes that will take place
with the opening of the new City Hall, what rate structures would you recommend for
transient and monthly tenants? At minimum, recommendations should consider regular
commuters and employees, peak days versus off-peak operational times, Business Days
versus weekends, variable and tiered rate structures, as well as any other factors that the
Proponent’s experience dictates as relevant to the development of parking rates for the
Parking Facility. Provide a brief rationale for each of your recommendations;
(d)
It is anticipated that approximately 250 employees will prepay for monthly parking.
Describe the operational requirements relative to equipment placement and data
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(e)
(f)
2.2
collection that will be used to control these groups. Discuss any operational challenges
envisioned and indicate how these challenges will be resolved;
The Parking Facility will provide approximately 100 spaces for Mixed Use Development
occupiers; an additional 20 spaces may be provided for hotel patrons. Describe the
operational requirements relative to equipment placement and data collection. Discuss
any operational challenges envisioned and indicate how these challenges will be
resolved; and
The Parking Facility will accommodate transient users who will pay hourly and daily rates.
Describe the operational requirements relative to equipment placement and data
collection. Discuss any operational challenges envisioned and indicate how these
challenges will be resolved.
Personnel
At minimum, please provide the following information:
(a)
Provide details of employee uniform policies for all classes of employees. Photographs
or renderings of the standard employee uniform may be embedded in the Proposal
document; and
(b)
Provide details of all relevant union affiliations including the name and locals of the union
and length of time remaining in the relevant collective agreement. Identity which positions
would be unionized.
2.3
Customer Service
A prime consideration of the City is customer service and convenience. Describe methods that
will be employed to make any visit to the Parking Facility a pleasant experience and to encourage
further visits. Discuss any operational challenges envisioned and indicate how these challenges
will be resolved.
2.4
General Maintenance and Cleaning
At minimum, please provide the following information:
(a)
Provide a recommended schedule for general maintenance and cleaning Services and
corresponding task sheets; and
(b)
Comment on how the future use of ramps and drive aisles by the Mixed-Use
Development may alter maintenance requirements within the Parking Facility.
2.5
Maintenance of Parking Equipment
At minimum, please provide the following information:
(a)
Provide a recommended schedule for route and preventative maintenance services and
corresponding task sheets; and
(b)
Provide details of any revenue collection alternatives to be used in the event of a total
equipment breakdown or loss of communications between the vehicle identification or
license plate recognition system and the pay stations and central management system.
2.6
Enforcement
At minimum, please provide the following information:
(a)
Provide comprehensive details of the enforcement protocols that will be in place for each
of the user groups described in Schedule A, including but not be limited to type of
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(b)
(c)
(d)
(e)
(f)
(g)
2.7
enforcement equipment recommended, communications protocol between the Parking
System and enforcement staff, estimated time from time of violation to notification of the
Contractor’and the time between City staff notification and the issuance of a violation;
Provide recommendations on any suggested grace period(s) for each user group;
Provide recommendation of the rate schedule for violations. Note: All violation revenues
will be to the account of the City;
Provide recommendations based on the Proponent’s normal policy regarding the towing
and the impoundment of vehicles and indicate how these might be implemented at the
Parking Facility;
Describe in detail how the City will be able to monitor and control the generation of
revenues generated through violations;
Describe in detail the process in place for the collection of outstanding violations; and
Identify whether vehicles will be used for the purpose of enforcement and describe
associated technology if any.
Consumables
Provide a complete list of consumables that will be required for proper operations of the Parking
System, including but not limited to ticket stock, receipt paper, print heads, ink rollers, print
ribbons, ink cartridges, etc.
2.8
Financial Reporting
Provide a clear understandable response to each of the following requests:
(a)
Identify when and how often will pay stations have their cash and credit card data
collected;
(b)
Provide comprehensive details of the security and audit procedures that are used to
protect the money collected from the pay stations;
(c)
Provide clarification and accept responsibility that all card data, collection and enquiries
will be compliant with PCI requirements;
(d)
Identify when (by day of the month) monies, cash and credit card revenues will be
deposited to the account of the City; and
(e)
Identify when (by day of month) a Monthly Statement of Account will be delivered to the
City.
3.
Parking Equipment – Technical Specifications Worksheets
To view/print the above referenced Technical Specifications Worksheets, please click on the FTP
link below, enter the logon and password when prompted, locate folder 1220-030-2012-055 and
proceed.
To view this FTP site in Windows Explorer, click Page, and then Open FTP Site in Windows
Explorer.
ftp://ftp.surrey.ca/
Log on:
Password:
pur
welcome
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APPENDIX 4 – PROPONENT’S TECHNICAL PROPOSAL (TIME SCHEDULE)
The responsibility lies with the Contractor to make sure that all the various components of the Parking
System are installed and successfully integrated in order to present a fully functional Parking System on
or before July 1, 2013.
When responding to the questions and requests below, the Proponent should clearly identify the
responses as being answers to Appendix 4 questions within their Proposal document.
1.
Can you meet the timelines and milestones discussed within the draft Contract?
2.
If not, provide a detailed understanding of why not.
3.
Provide a detailed time schedule, preferably in the form of a Gantt chart, including all major tasks
(and associated sub-tasks) such as:
(a)
Submission of implementation plan to the City;
(b)
Submission of engineering drawings to the City;
(c)
Manufacture or procurement of Parking Equipment, identified by equipment type;
(d)
Installation of Parking Equipment, identified by equipment type
(e)
Integration of Parking Equipment with Parking System;
(f)
Submission of Parking Equipment documentation to the City; and
(g)
Testing and commissioning, including successful completion of the operation
demonstration test.
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APPENDIX 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 financial Proposals. The City is asking for
clear, concise and comprehensive information that clearly outlines the goods and Services and all fees or
a selection of fees (where applicable).
Price #1 – Monthly Sum for
Parking Management Services (Parking Facility Operations):
(N.B. Price #1 will be available to the City for the Term.)
$ _________________
Price #2 – Pricing Table Worksheets:
Proponents should not alter the original sequence of items (insert, remove or merge
items/rows/columns/cells, etc.) other than providing response data in cells allocated. Item alternates are
to be presented in separate list with cross references to relevant item, following the sequence of original
unaltered list.
The City may proceed with a portion, all or none of the unit price items indicated below. Quantities for
Parking Equipment as may be listed are approximate and for pricing purposes only. Payment will be
made on actual quantities of equipment installed. Prices (including discounts) shall be used for the
purpose of calculating authorized additional Parking Equipment elements or deductions, and shall include
the supply of all labour, equipment and plant for the complete provision of the Parking Equipment and
performance of the Services as specified below:
Appendix 5 - Table A(1) – Parking Equipment Financial Proposal
Appendix 5 - Table A(2) – Project Implementation Financial Proposal
Price #3 – Staffing Costs Worksheet
Appendix 5 - Table B - Hourly rates for additional services/extra work not covered under the Fees:
Excluding PST / GST / HST as applicable
To view/print the above referenced Appendix 5 Tables, please click on the FTP link below, enter
the logon and password when prompted, locate folder 1220-030-2012-055 and proceed.
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Explorer.
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Log on:
Password:
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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.
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