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RESOLUTION (ID#2169) DOC ID: 2169
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CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Request for Proposal i
From: Robert Handy M/CC Meeting Date: 01/07/2013
Prepared by: Vicki Cervantes, 909-388-4912
Dept: Police Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing and
Directing the City Manager to Issue a Request for Proposal (RFP) for Parking Citation
Processing Services.
Financial Impact:
Account Budgeted Amount: $0.00
Account No.No financial impact. Request for bid only
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
04/02/07 Council adopts Resolution 2007-110 authorizing the execution of a contract with
and issuance of a purchase order to Phoenix Group Information Systems for
parking citation processing in the City of San Bernardino.
( 05/05/08 Council adopts Resolution 2008-147 authorizing an increase to Purchase Order
�•/ No. 208043 by an additional $15,000 and approving Amendment No. 1 to
Agreement for Parking Citation Processing Services with Phoenix Group
Information Systems.
Background:
In 2007 the Police Department entered into a contract with Phoenix Information Systems for the
processing of parking citations. This was a three-year contract that has since expired. Phoenix
Information Systems has continued to process our parking citations as agreed upon in our
previous contract, even though this contract has been expired for over a year and they have not
received payment from the City since June 2012. We are requesting to obtain bids in order to
enter into a new contract (see Exhibit "A" for bid specifications). The vendor chosen should
offer a full-service solution, encompassing a web-based citation inquiry, payment, and
administration system. They will be required to work with Police Department personnel in the
processing of parking citations issued.
A staff study was completed on this item and it was determined that outsourcing is more cost
effective than obtaining equipment and hiring personnel. Using 2011 data, the average monthly
amount of fines collected and later deposited into the General Fund by Phoenix Group was
$50,159.00. Under the current method for processing parking citations, two months of revenue
covers costs for the annual services agreement with Phoenix Group. Conversely, the City would
see less annual revenue, due to the increase in personnel burden, if it were to process parking
citations,collect fines, and provide customer service support.
Updated: 1/3/2013 by Richard D.Luczak
2169
Salary for a Senior Office Assistant (SOA) is $3,092 per month at top step. Factoring in
26.988% for PERS/Medicare/Unemployment ($835 per month) and $609 per month for
employer medical contribution, the monthly employee burden totals $4,536 or$54,432 annually,
which is equivalent to that of an average monthly General Fund deposit using 2011 Phoenix
Group data. The increased workload, with five day coverage, could be handled by three or four
additional full-time staff members (SOAs). The personnel burden would then range between
$163,596 and $217,728 annually.
City employees from Police, Fire, Code, and the City Attorney's Office issue over 17,000
parking citations each year. By using Phoenix Group, the City spends $60,000 annually and
retains approximately $541,904. No additional administrative overhead is needed. The City
would spend approximately$247,828 annually and retain$354,076 if parking citation processing
was administered by the Police Department and four additional employees were hired. If three
additional employees were hired, annual costs would be $193,696 and $408,208 would be
retained. (The latter two options do not account for an existing civilian supervising program
manager.) Once the bid process has been completed and a selection has been made, the results
will be submitted to Council for final approval.
City Attorney Review:
Supportine Documents:
Request for Proposals for Parking Citation Processing Resolution (PDF)
Request for Proposals (RFP) F-13-16 Exhibit "A" (DOC)
Updated: 1/3/2013 by Richard D.Luczak Packet Pg. 116
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1 RESOLUTION NO.
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2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
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SAN BERNARDINO AUTHORIZING AND DIRECTING THE CITY MANAGER TO
3 ISSUE A REQUEST FOR PROPOSALS (RFP) FOR PARKING CITATION a
4 PROCESSING SERVICES. w
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE o
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CITY OF SAN BERNARDINO AS FOLLOWS: o
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7 SECTION 1. The City Manager is authorized and directed to issue a Request for 3
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Proposals for parking citation processing services, a copy of which is attached and
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incorporated herein as Exhibit"A".
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AND DIRECTING THE CITY MANAGER TO
2 ISSUE A REQUEST FOR PROPOSALS (RFP) FOR PARKING CITATION
PROCESSING SERVICES. Y
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and m
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6 Common Council of the City of San Bernardino at a meeting 0
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7 thereof, held on the_day of 2013,by the following vote, to wit:
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8 Council Members: AYES NAYS ABSTAIN ABSENT
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MARQUEZ
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11 JENKINS c
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12 VALDIVIA .N
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13 SHORETT
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14 KELLEY c
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15 JOHNSON rn
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19 Georgeann Hanna, City Clerk
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20 The foregoing resolution is hereby approved this day of 2013.
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Patrick J. Morris,Mayor c
23 City of San Bernardino c
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Approved as to form: w
25 JAMES F. PENMAN,
City Attorney
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SUBJECT: REQUEST FOR PROPOSALS (RFP) F-13-16 x
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The City of San Bernardino (City) invites Proposals from qualified vendors for: w
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Parking Citation Processing System c
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Parties interested in obtaining a complete copy of this RFP F-13-16 may do so by a`
accessing the City of San Bernardino Web Page at www.sbcity.org City Services > w
Request for Bids > City Finance, beginning , 2013 or by faxing their
request to (909) 384-5043, attention Vanessa Sanchez. Please include the following
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information in your request: name and address of firm; name, telephone and facsimile
number of contact person; specify RFP F-13-16.
Copies of the RFP may also be obtained by calling Vanessa Sanchez at (909) 384-
5330, or in person at City Hall, 300 N. "D" St., 4th floor Finance Department, San
Bernardino, CA 92418.
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From the issuance date of this Request for Proposal until a Vendor is selected and the w
selection is announced, Proposers are not permitted to communicate with any City staff
or officials regarding this procurement, other than during interviews, demonstrations,
and/or site visits, except at the direction of Vanessa Sanchez, Accounting Assistant the L.
designated representative of the City of San Bernardino. Contact with anyone not LL
designated will result in elimination from the bid process.
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Closing Date: Proposals must be submitted at or before 3:00 PM, PST, o
2013, at the address listed above. 0
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Issuance of this RFP and/or receipt of Proposals does not commit the City to award a °
contract. d
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Sincerely,
Jason Simpson
Director of Finance E
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RFP F-13-16
Parking Citation Processing System
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SECTION I.
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INSTRUCTIONS TO OFFEROR(S) a
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RFP F-13-16
Parking Citation Processing System
City of San Bernardino, Finance Department
Purchasing Division rn
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RFP F-13-16
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Parking Citation Processing System $
Bid Documents to Be Returned a`
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❑ Cover Sheet
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❑ Organizational Information
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❑ Project Approach m
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❑ Project Personnel H
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❑ Experience c
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❑ Financial Information c
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❑ Two (2) signed original of Proposal Cost w
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❑ Two (2) copies of Proposal in a SEALED (envelope separate from Pricing) X
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❑ Attachment"N' —General Information Sheet `O
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❑ Authorized Binding Signature(s)
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❑ Verifications of Addenda Received (City Form) IV Forms a
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❑ Non-Collusion Affidavit(City Form) IV Forms ,Wo
IV Forms A
F] Listing of Proposed Subcontractor(City Form)
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❑ 120 Day Minimum Proposal Validity Statement III Additional Requirements,w General speelrnations#a
❑ Insurance Certificates a
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❑ Copy of Contractor License or other appropriate Licenses where applicable VI General c
Specifications#35 d
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Offeror(s) are requested to submit this checklist completed with all bid documents. This list may
not be inclusive of all documents needed to submit your RFP. Please refer to c
entire packet for additional documents. �
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RFP F-13-16
Parking Citation Processing System
I. GENERAL INSTRUCTIONS TO OFFEROR(S)
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A. Pre-Proposal Conference N
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B. Examination of Proposal Documents
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1. By submitting a proposal, the Offeror(s) represents that it has thoroughly
examined and become familiar with the items required under this RFP and
that it is capable of quality performance to achieve the City's objectives. a
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2. The City reserves the right to remove from its mailing list for future RFPs,
for an undetermined period of time, the name of any Offeror(s) for failure c
to accept a contract, failure to respond to two (2) consecutive RFPs and/or o
unsatisfactory performance. Please note that a "No Proposal" is a`
considered a response. w
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C. Addenda c
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Any City changes to the requirements will be made by written addendum to this
RFP. Any written addenda issued pertaining to this RFP shall be incorporated
into the terms and conditions of any resulting Purchase Order. The City will not N
be bound to any modifications to or deviations from the requirements set forth in a
this RFP as the result of oral instruction. s
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For automatic electronic notifications, please visit our website and sign-up for SB w
Connect. "
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D. Clarifications LL
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1. Examination of Documents K
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Should an Offeror(s) require clarifications of this RFP, the Offeror(s) shall "o
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notify the City in writing in accordance with Section D.2 below. Should it °
be found that the point in question is not clearly and fully set forth; the City a
will issue a written addendum clarifying the matter which will be sent to all
persons who have requested the RFP.
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RFP F-13-16
Parking Citation Processing System
2. Submitting Requests
a. All questions, clarifications or comments shall be put in writing and
must be received by the City no later than 3:00 PM, 2013 y
and be addressed as follows:
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City of San Bernardino A
300 North "D" Street i;
4th floor, Attn: Vanessa Sanchez
San Bernardino, CA 92418
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b. The exterior envelope or email Subject line of all requests for w
clarifications, questions and comments must be clearly labeled, H
"Not an Offer." The City is not responsible for failure to respond to 0
a request that has not been labeled as such. c
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The City will also accept questions sent by facsimile machines or w
email, however, all faxed or emailed questions must be received by 0
the City no later than 3:00 PM, PST, 2013. Send o
facsimile transmissions to (909) 384-5043, attention Vanessa
Sanchez, and emails to sanchez_va @sbcity.org.
C. Inquiries received after 3:00 PM 2013 will not be pt
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accepted.
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3. City Responses
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Responses from the City will be communicated in writing to all recipients
of this RFP, by a posting to our website, www.sbeity.org by the close of
business 2013. LL
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For automatic electronic notifications, please visit our Homepage and
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register for SIB Connect. If you are not registered for SB Connect, you may N
view or download the Addendum at www.sbcity.org > City Services > o
Request for Bids > City Finance — Purchasing. a0`
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E. Submission of Proposals Y
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1. Date and Time d
All Proposals are to be submitted to City of San Bernardino, Attention:
Vanessa Sanchez. Proposals received after 3:00 PM PST, r
2013, will be rejected by the City as non-responsive. R
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RFP F-13-16
Parking Citation Processing System
2. Address
Proposals shall be addressed as follows:
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City of San Bernardino 0
Finance Department a`
Purchasing Division o
300 N. "D" Street, 4th floor
San Bernardino, CA 92418.
Proposals may be delivered in person to the Purchasing Division, 4th floor x
of the above address. a.
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3. Identification of Proposals "
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Offeror(s) shall submit a SEALED proposal package consisting of: g
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(a)Two (2) signed original of Proposal Cost w
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(b)Two (2) copies of Proposal in a SEALED (envelope separate from 6
Pricing)
The proposal package shall be addressed as shown above, bearing the
Offeror(s) name and address and clearly marked as follows: N
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RFP F-13-16
Parking Citation Processing System r
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4. Acceptance of Proposals
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a. The City reserves the right to accept or reject any and all LL
Proposals, or any item or part thereof, or to waive any informalities
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or irregularities in proposals.
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b. The City reserves the right to withdraw this RFP at any time without c
prior notice and the City makes no representations that any o
contract will be awarded to any Offeror(s) responding to this RFP. o
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C. The City reserves the right to postpone proposal opening for its d
own convenience. 6
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d. Faxed or emailed proposals will not be accepted.
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RFP F-13-16
Parking Citation Processing System
F. Pre-Contractual Expenses
Pre-contractual expenses are defined as expenses incurred by the Offeror(s) in:
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1. preparing its proposal in response to this RFP; c
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2. submitting that proposal to City; a
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3. negotiating with City any matter related to this proposal; or
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4. any other expenses incurred by the Offeror(s) prior to date of award, if Y
any, of the Agreement. a
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The City shall not, in any event, be liable for any pre-contractual expenses A
incurred by Offeror(s) in the preparation of its proposal. Offeror(s) shall not o
include any such expenses as part of its proposal. c
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G. Contract Award w
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Issuance of this RFP and receipt of Proposals does not commit the City to award
a Purchase Order. The City reserves the right to postpone proposal opening for
its own convenience, to accept or reject any or all Proposals received in
response to this RFP, and to negotiate with other than the selected Offeror(s) N
should negotiations with the selected Offeror(s) be terminated. The City also
reserves the right to apportion the award among two or more OFFEROR(S). a
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A signed Vendor (Contractor) / Consultant Service Agreement (VSA/CSA), along
with a pre-performance meeting, outlining additional terms and conditions relating w
to performance, warranty, materials, goods, services, or other items as deemed I
necessary by the City, may be required prior to the commencement of the job. r
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H. Acceptance of Order LL
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The successful Offeror(s) will be required to accept a Purchase Order in N
accordance with and including as a part thereof the published Request for c
Proposals, and the RFP documents including all requirements, conditions and
specifications contained therein, with no exceptions other than those specifically a
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listed in the written purchase order. H
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I. Business License d
The City's Business Ordinance requires that a Business doing business d
with the City, obtain and maintain a valid City Business Registration Certificate r
during the terms of the Agreement. Bidder agrees to obtain such Certificate prior
to undertaking any work under this Agreement.
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Packet Pg. 125
RFP F-13-16
Parking Citation Processing System
J. Local Vendor Preference
The City of San Bernardino gives any formal or informal bid submitted by a local
bidder a one percent (1%) credit for goods and materials, where labor and/or y
installation is incidental; and a five percent (5%) credit on Contractual services, for c
comparison purposes with other bidders, as authorized in the San Bernardino a`
Municipal Code Section 3.04.125, and Executive Order 2003-1, respectively. `o
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For the purposes of this section, 'local bidders" shall be bidders for which the point L)
of sale of the goods, materials, or services shall be within the City limits of San
Bernardino. Y
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RFP F-13-16
Parking Citation Processing System
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SECTION II. C
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SCOPE OF WORK
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RFP F-13-16
Parking Citation Processing System
Request for Proposal
Parking Citation Processing System
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THE SPONSOR
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The City of San Bernardino is the public sponsor for this Request for Proposal. The City a.
of San Bernardino's function will be administrative and financial. Administratively the
City of San Bernardino will execute all required contracts to support the project, and %
direct the Vendor and the working client group as defined below. All proposals and o�
specifications will be subject to the final approval of the City of San Bernardino.
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VENDOR RESPONSIBILITIES a
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The City desires an integrated software, hardware and service solution to parking N
citations and payment processing. The preferred solution will include hand-held c
computers for citation issuance and data download, real-time, online access by public c
safety officers, the City's Community Service Officer Supervisor and the Administrative a`
Assistant will provide citation information and status and a user-friendly reporting ,o
structure. A complete package of citation issuance, processing collection, reporting and d
hardware and software maintenance is required. The program and service must be Q
able to accept and support hand-written citations.
SCOPE OF WORK
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The vendor shall coordinate its efforts with the City of San Bernardino Police a
Department, City of San Bernardino Finance Department, San Bernardino County Court
System and other agencies affected by this project. The Vendor will be expected to '0
work closely with the Traffic Division of the Police Department and Finance Department w
to ensure compatibility and uniformity.
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1. Software Specifications:
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Vendor must provide a software solution for electronic issuance of citations. Software a.
must be installed on and compatible with our current handheld computer and must --
incorporate the following features: N
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a. Citation must be capable of printing on a 2" — 4.5" thermal printer (brand name c
can be determined at a later date). Vendor must recommend a printer compatible with n
their software product. w
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2. Data Entry from Handwritten Citations.
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a. Receive and date stamp weekly batches of all handwritten citations sent by the
City. d
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b. Enter citation information into the database.
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c. Batch, record, and verify receipt of all manual citations within two (2) business a
days.
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RFP F-13-16
Parking Citation Processing System
d. Edit capability to correct dates, duplicate citations, violation codes and fine
amounts.
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e. System for filing/storing citations in easily retrievable format for a minimum of H
three (3) years and then dispose in accordance with City direction.
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3. Automated Transfer and Upload of citations issued by the handheld n
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computer. C
a. Loading of batch files immediately upon transfer.
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b. Edit capability to correct dates, duplicate citations, violation codes, and fine
amounts. a
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c. System to promptly notify City regarding citations unable to be entered for any y
reason (no violation code, unreadable license, etc.). y
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4. Registered Owner Name Retrieval.
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a. Retrieve data online from the State of California Department of Motor Vehicles
(DMV).
b. Provide daily access to registered owner information.
c. Upon the return of the registered owner's information from the DMV, ensure the
proper make of vehicle corresponds with the citation. N-
d. Review DMV "No Hit" list to ensure that license plate and state have been a
entered correctly.
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e. Daily registered owner name retrieval for all citations without a name on the w
system. tD
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5. Out-of-State Registered Owner Retrieval from State DMV. LL
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a. Maintain regularly scheduled communications with DMV offices in the 50 states. Ix
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b. Maintain regularly scheduled communications with the Transportation Ministries N
in Canada and Mexico that permit registration and name acquisition. °o.
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c. Mail collection letters. a
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d. Communicate with individuals outside of the United States who were issued a
parking citation by the City.
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RFP F-13-16
Parking Citation Processing System
6. DMV Registration Holds/Releases.
a. Process DMV holds or releases daily.
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b. Access DMV records online. v
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c. Capability to release registration holds upon City's request. a`
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d. Report monthly holds and payments made at DMV.
e. Immediate update of database with monthly payment information from DMV. U,
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7. Automated processing of Administrative Review Requests.
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a. Vendor shall provide tracking and correspondence for all administrative reviews. w
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b. Vendor shall enter and maintain database of all administrative reviews, showing o
current status of each request. System must be integrated with parking citation o
issuance and processing system. Ensure a result is received for each a
correspondence. w
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c. Administrative review requests must be entered into the system within two (2)
business days from date of receipt.
d. Provide inquiry capabilities for citations in the administrative review process.
e. Print and mail (by first class mail) all administrative review result letters.
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f. Notify the City of citations that have been successfully dismissed through the
review process and have had payments processed, or are cancelled so that the r
City can issue a refund. w
g. File and store all source documents for ease of retrieval. M
h. Provide staff with the ability to respond to telephone inquiries regarding how to a
contest a violation, determine outstanding penalty amounts or delinquent fees, LL
and identify time frames, and any other pertinent information in order to contest a
citation by mail or in-person.
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i. Link the hearing tracking system to the citation database in real time to obtain
citation information such as citation issue date, delinquent date, amount owed, d
and other citations open with the same license plate numbers.
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j. Ensure that the computer system is capable of recording data and comments for a
historical background, suspending action while appeals are under investigation, W
sort citations by type of violation and/or defense, record case decisions, generate
letters and use customized liability reason codes. E
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k. Provide monthly report of review results by citation number.
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RFP F-13-16
Parking Citation Processing System
8. Administrative Hearings.
a. Vendor shall provide tracking and correspondence for all administrative hearing
requests. y
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b. Vendor shall enter and maintain database of all administrative hearing requests, o
showing current status of each request. System must be integrated with parking a
citation issuance and processing system. Ensure a result is received for each o
correspondence. =°
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c. The City of San Bernardino will provide the Hearing Officer. The City will forward
results of Administrative Hearing to the Vendor.
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d. Letters regarding the results of Administrative Hearings will be mailed by the w
Vendor. N
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e. When a refund is appropriate, the Vendor shall provide information to the City. c
The City will issue the refund. a`
f. The Vendor will provide a monthly report of review results by citation number.
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9. Payment Processing.
a. Provide a separate Post Office Box for the City where payments, administrative
review correspondence, and other documents are to be mailed. to
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b. Provide mail pick-up from post office at least once per day. a
c. Sort and batch all incoming mail by postmark date for payment posting.
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d. Enter and process payments received within one (1) business day, including w
opening all mail received, verifying payment amounts, updating computer
system, and making daily bank deposits in the City's bank account.
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e. Conduct daily reconciliation of all payments entered with bank deposits. LL
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f. Provide daily reporting of bank deposits made for the City.
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g. File and store all source documents in an easily retrievable system. c
h. Track rebilling on partial payments, checks returned for insufficient funds upon o
notification from the City, vehicle change of ownership, and leased vehicle r
information.
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i. Provide for payment by credit card (Visa and MasterCard) and be capable of z
securing authorization from the banking institution. Payments made by credit
card are to be immediately updated in the database in real time. Payments will E
be made by automated telephone system. Z
j. The Vendor will have the ability to accept payments via the Internet. a
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RFP F-13-16
Parking Citation Processing System
10.City's Online Payments.
a. The vendor must also accept data from the City's cashiering system. Data would
be provided electronically on a daily basis. Information on the system is provided y
below.
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These specifications are not all inclusive but are intended for the purpose of a
giving the Vendor a general idea of the City's system. More specific details will o
be provided after an agreement has been entered. %
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User Interface
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The user interface includes payment information as well as parking citation a
specific information. It will include the fields listed below, including the w
validations for each field.
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Citation Information c
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• Citation number — some City citations begin with the letter "C" but most a
have a unique 1 — 7 digit identifier that follows. y
d
• Date—the date the citation was issued.
• Amount— the amount of the parking citation.
m
Vehicle
a
• Vehicle License plate number
• State (state of vehicle's license plate) — in two letter format. w
Contact Information
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• Name LL
LL
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• Address
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• Telephone — should include an input mask or validation that does not c
allow users to enter an invalid number. $
a
Payment Information c
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• Credit Card Type — Choices are Visa or MasterCard.
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• Credit Card number ot
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• Expiration Date E
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• Name on Card R
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Credit Card Authorization
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RFP F-13-16
Parking Citation Processing System
11.Correspondence Processing.
a. All correspondence shall be processed within two (2) business days from date
of receipt. N
v
b. Obtain approval from the City on all standard forms, notices of delinquent
violation and correspondence. The Vendor must ensure that all forms a
conform to applicable State and Federal laws. c
c. Submit copies of standard forms, notices of delinquent violation, and other 5
types of standard correspondence with bid proposal. E
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12.Reporting a
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a. The Vendor shall be responsible for providing regular daily, weekly and H
monthly reports on demand to the issuing agency within three working days of H
the report being requested. c
b. Although other reports may be required, the vendor shall be capable, at a c
minimum, of producing reports relating to scofflaws, open citations, bank
deposits and citation dispositions. The vendor must be capable of delivering 3
these reports to the Police Department on an agreed schedule.
c. The Vendor shall provide duplicate or replacement reports at no additional
charge to the city. N
d. Copies of citation abstracts shall be provided to violators at a cost of $10 a
upon request.
a
e. Vendor reports to be required monthly, Repeat offender list (5 or more), w
citation analysis by officer, citation analysis by violation, citation status report, to
out of state status, out of state revenue, hot sheet, distribution revenue M
summary, violation statistics, violation analysis by officer, detail citation report LL
by officer, monthly citation statistics, yearly statistics of issuance, citation a
summary report, bail payment summary report, DMV citation cleared with bail ix
(collected), DMV citations cleared without bail (not collected), DMV T
registration hold listing, Refunds report. Provide an online report generation c
capability. o
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f. Provide weekly license plate number to citation number cross reference g
reports sorted by license and citation. Provide additional reports monthly as N
may be needed by management or auditors. a
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g. Submit a sample of the standard reports used with bid proposal.
c
13.Toll-free Telephone Service E
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a. Provide a toll-free telephone number for inquiries and credit card payments.
a
b. Operate the toll-free telephone service 24 hours a day, seven days a week,
365 days per year, for the 50 states, Canada and Mexico.
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RFP F-13-16
Parking Citation Processing System
c. Ensure that customer service representatives are available to provide
instructions and information on general parking policies and procedures and
administrative adjudication procedures for the City. At least one customer
service representative shall be available for Spanish translation during regular y
business hours Monday through Friday. o
14.Automated Voice Response System a
0
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a. Provide a customized recorded voice response system in English and
Spanish to convey information on:
1. How to pay and contest violations
a.
2. Registration violation information 0
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3. Mail address information y
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b. Ensure that the automated telephone system is capable of receiving a 0 IL
minimum of 300 incoming calls per month. Planned downtime must be `o
between midnight and 4:00 a.m. H
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15.Custom Notices and Letters
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a. The Vendor shall provide at no extra cost, the necessary postage,
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correspondence and stock forms to meet all applicable State and local
laws and regulations in regard to citation processing and adjudication.
b. Vendor will provide samples of mailing and return envelopes with a
proposal. L
X
C. Ensure that Delinquent Notices are generated at least one business day W
prior to becoming delinquent. Delinquent Notices generated will be mailed M
at least once a week by first class mail to registered owners. a
d. Ensure that returned check notices are mailed by first class mail to U.
individuals immediately upon notification from the City that a check has
been returned for non-payment. The notices will state the amount of H
original penalty, delinquent amount, and the appropriate returned check 0
fee. .
a
e. Ensure that partial payment notices are sent by first class mail to those °
who do not pay the full penalty amount. The notice should indicate the
amount that was paid and the balance that is due. v
f. Communicate with violators in a timely manner by mail in response to
correspondence such as incomplete registration, citation, or payment £
information.
U
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RFP F-13-16
Parking Citation Processing System
16. Online Inquiry Access
a. Design and implement an on-line inquiry system to allow access to the
citation database by designated City employees. N
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b. The on-line inquiry system must provide real time access to all citation o
information including registered owner information, payment information a
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and administrative adjudication history. 0
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17.Support
C
a. Provide in-house staff all aspects of processing parking citations, including x
any changes related to new Federal, State, or local legislation. Days and a
hours of operation shall be consistent with normal office hours Monday — o
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Friday unless otherwise approved.
A
N
b. Provide ongoing support to the City to access and interface with the c
parking citation database. a
c. Vendor shall provide user's manual which includes step-by-step
instructions for accessing computer database information and a list and
description of any and all codes used in screens accessed by the issuing
agency.
d. Provide technical support and troubleshooting assistance for any and all N
hardware and software used by the City. Technical support and
assistance must be available between the hours of 7:00 a.m. and 6:00
p.m. Monday through Friday, except City recognized holidays. a
r
18. Database Backup and Off-site Security w
a. Ensure that all systems are backed up daily to ensure safety of data in the M
event of a power outage or natural disaster. d
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b. Transfer and store off-site all backups of data for disaster recovery. LL
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19. Contract Requirements N
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a. No portion of the contract shall be permitted to be subcontracted to 0
another private or public agency without express written approval from the d
City. Vendor must disclose the nature of work being subcontracted and w
the name of the private or public agency. d
3
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b. All processing functions performed shall be completed within two business
days after receipt from the agency.
d
c. The Vendor shall comply with all requirements of the State of California r
Vehicle code (CVC) in regard to processing and adjudication of citation e
records sent by the City. a
17
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RFP F-13-16
Parking Citation Processing System
d. The Vendor shall be required to send notices to lessees of cited vehicles
when provided with the information provided on "Certificate of Non-
Ownership."
N
e. The Vendor shall provide necessary on-site training and support for City u
staff to retrieve information stored in the computer system. a
Ensure that no information associated with the notice of parking violation system is o
disclosed to anyone other than the City for any purpose other than the collection of r
penalties, fines and fees. The Vendor will ensure compliance with appropriate State
m
and Federal regulations pertaining to the confidentiality of information. S
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REQUEST FOR PROPOSAL a
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Interested firm shall submit an RFP responding to items A through I below.
Identify each response with the appropriate letter/numerical designation and respond to c
all items in the order given. Do not provide company brochures or other types of g
marketing materials in response to any item, except where requested. aL
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A. Cover Sheet
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Indicate the name of your firm and the project title.
B. Organization Information
Describe your firm's professional focus and the complete range of services =
being offered for this project. Complete and submit the General Information a
Sheet in Attachment "A."
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C. Project Approach w
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1. Describe your firm's management plan for this project. Include information M
on key personnel including professional licenses, assignment of tasks, I LL
project scheduling, budget control and production capabilities. Discuss a
how project success will be assured. LL
2. Provide the names and addresses of other firms and professional licenses N
proposed for this project. Describe the work to be performed by each firm °o.
and how responsibility will be divided (e.g., joint venture, a
prime/subcontractor, etc.). Indicate if and when your firm has worked with `o
each company in the past.
N
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3. Identify and discuss major milestones and implementation issues.
4. Provide a milestone project schedule for design, construction and ••
implementation.
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5. Provide a notarized letter of bonding capability.
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6. Describe the extent of City Staff involvement in the project, including key
decision points at each stage.
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RFP F-13-16
Parking Citation Processing System
D. Project Personnel
1. Identify the experienced principal or principals who will manage the
project through its various phases. Provide a plan for their replacement in y
the event of a personal calamity. The Vendor shall certify that principals
and key personnel assigned to the project will not be changed without the 2
prior approval of the City of San Bernardino. r
0
2. Provide resumes for the principals and key personnel assigned to the w
project. a
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3. Provide resumes for personnel from other firms assigned to the project. Y
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4. Provide an organizational chart. Identify principals and key personnel and w
indicate how much time each person will devote to the project. y
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E. Experience o
Provide a list of at least three (3) governmental entities (they may be c
contacted as references) with whom you have contracted to provide the r
equipment and services being proposed. The proposed system must be used
for enforcement, in California for a minimum of two years. Include the name Cr
of the person or organization, the contract period, description of the project
and a telephone number of the reference.
r
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Please provide the following information for each project:
a
a. Project title, location and description
b. Nature of the firm's responsibility w
c. Photographs, renderings and/or schematic plans of the project M
d. Key personnel t`
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e. Total contract amount
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f. Name and address of owner/user
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g. Name and phone number of owner/user contact person L
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h. Start and end dates
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Describe your firm's experience in controlling costs and schedules. Provide a Q
table illustrating original and actual costs and original and actual schedules for
the projects identified above.
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RFP F-13-16
Parking Citation Processing System
F. Financial Information
1. Submit a copy of your firm's most recent audit as well as current
(Reviewed) financial statement. N
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2. Provide your firm's California and total revenue projections for 2012. o
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3. Provide the following information relative to your firm's construction claims c
history for the past five (5) years. A
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a. List all claims, demands for arbitration and/or law suits filed by this
company, predecessor companies or company officers against project
owners or their agents. a
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Name of Project Owner N
Project Completion Date 0 CL
0
Basis for Claim a
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Claim or Suit Amount N
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Current Status d
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Award or Settlement Amount
b. List all claims, demands for arbitration and/or law suits filed by project 54.
owners, their agents or subcontractors against this company, predecessor a
companies, its agents or bonding company in connection with this company,
its officers, its agents, or bonding company. x
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Name of Project Owner
M
Project Completion Date LL
a
Basis for Claim U.
Claim or Suit Amount R
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Current Status o
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Award or Settlement Amount o
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G. Submit a statement as to why your firm believes it should be selected for this
project.
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Puking Citation Processing System
H. Cost
1. Prospective Vendors shall submit several fee structure and rn
implementation options. N
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2. The City shall not be responsible for any costs incurred by the Vendor in c
preparing, submitting or presenting its response to the RFP. This Request for
Proposal does not and shall not commit the City of San Bernardino or their U
agents to enter into any agreement, to pay any costs incurred in preparation
of the submittals, or to procure or contract for services or supplies.
a
I. Provide any additional information, including promotional material, that w
highlights experience or expertise which is relevant and directly applicable to this N
project. For statewide, national or international firms only the relevant c
experiences of the office(s) that will be responsible for this project will be $
evaluated. a`
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Other Terms And Conditions N
d
1. The project will be implemented in compliance with the City of San
Bernardino policies, as well as Prevailing Wages.
2. The Sponsor regards the inclusion of California-based designs, engineering, N
and construction professionals, facilities, and services as part of the Vendor
to be highly desirable, but not mandatory. a
3. The Sponsor reserves the right to modify any and all aspects of the selection s
process, and waive any defects as to form or content of the Vendor's w
proposals.
M
4. The Sponsor reserves the right to accept or reject any and all responses LL
received as a result of this request, and to cancel in part or in its entirety this a
Request for Qualifications. If all proposals are rejected, the Sponsor is not W
barred from resoliciting. H
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5. The Sponsor reserves the right to amend this Request for Qualifications by c
addendum prior to the final dates of submission. a`
6. All reports, proposals, or other data or materials which are submitted shall
become the sole property of the City of San Bernardino.
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7. All products used or developed in the execution of any contract resulting from W
this request will remain in the public domain at the completion of this project.
d
8. A sample Certificate of insurance is enclosed for your reference (Attachment
"B".). With respect to performance of work under this contract, the Vendor w
shall maintain and shall require its subcontractors, if any, to maintain a
insurance as described below:
21
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RFP F-13-16
Parking Citation Processing System
A. Worker's Compensation insurance with statutory limits, any employer's
liability insurance with limits not less than $1,000,000 per accident.
rn
B. Commercial general liability insurance, or equivalent form, with a a
combined single limit of not less than $1,000,000 per occurrence. If such
insurance contains a general aggregate limit, such limit shall apply separately o
to each project the Team performs for the City of San Bernardino. Such
insurance shall (a) name the City of San Bernardino, its officers, agents, 0
representatives, volunteers and employees as additional insureds; (b) be
primary with respect to insurance or self-insurance programs maintained by
the City of San Bernardino (c) contain standard separation of insureds x
provisions; and (d) give to the City of San Bernardino prompt and timely a
notice of claim made, or suit instituted arising out of Team's operations c
hereunder. H
C. Business automobile liability insurance, or equivalent form, with a 0
0.
combined single limit of not less than $1,000,000 per occurrence. Such 0
insurance shall include coverage for owned, hired and non-owned a
automobiles. w
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D. Professional liability (errors and omissions) insurance, with a combined
single limit of not less than $1,000,000 per occurrence.
Submittal Deadline
N_
Proposals must be delivered no later than 3:00 p.m., PST on , 2013. a
Submittals received after 3:00 p.m., PST on, 2013 will not be
considered. In addition, for those submittals that are not considered as finalists, s
only the financial information material will be returned. Faxes will not be w
accepted. The Sponsor prefers to receive these materials in vertically bound
form, either loose-leaf or spiral, 8 %" x 11", with section headings, tabbed and M
clearly marked by subject titles. (See pages 5 and 6 of this RFP.) LL
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All responses shall be marked "Parking Citation Processing System" addressed LL
t0: N
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City of San Bernardino — Purchasing Division 0 CL
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ATTN: Vanessa Sanchez a
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300 North "D" Street
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San Bernardino, CA 92418
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The submittal must be signed by an individual authorized by the Vendor to bind
the Vendor to all terms and conditions of the submittal. All submittals shall E
provide the name, title, address and telephone number of the individual or A
individuals with authority to contractually bind the Vendor and the person who a
may be contacted by the City of San Bernardino during the proposal evaluation
process and contract award process.
22
Packet Pg. 140
RFP F-13-16
Parking Citation Processing System
F Who to Contact
See pages 4 and 5 for questions, comments or requests for clarifications of this m
RFP. N
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Respondents to this RFP are strongly cautioned not to contact City of San o
Bernardino officials or members of the panel regarding the selection process. a
Inappropriate efforts to lobby or influence individuals or organizations involved in o
this selection process may result, at the panel's sole discretion, with dismissal
from further consideration. 6
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RFP F-13-16
Parking Citation Processing System
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SECTION III.
FORMS
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Packet Pg.142
RFP F-13-16
Parking Citation Processing System
ATTACHMENT "A"
GENERAL INFORMATION SHEET
Parking Citation Processing System
San Bernardino, California
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Date: m
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Legal Name of Firm: A
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Type of Organization: a
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Individual, Partnership, or Corporation 0
Federal Employer I.D. Number: J°
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Packet Pg. 143
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RFP F-13-16
Parking Citation Processing System
ATTACHMENT `EB"
SAMPLE
Certificate of Liability Insurance y
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Packet Pg. 144
RFP F-13-16
Parking Citation Processing System
Are there any other additional or incidental costs that will be required by your firm in
order to meet the requirements of the Proposal Specifications? Yes / No (circle
one). If you answered "Yes", please provide detail of said additional costs: N
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Please indicate any elements of the Proposal Specifications that cannot be met by your
firm. 0'
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Have you included in your proposal all informational items and forms as requested? Yes
/ No . (circle one). If you answered "No", please explain: c
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This offer shall remain firm for 120 days from RFP close date. c
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Terms and conditions as set forth in this RFP apply to this proposal.
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Cash discount allowable % days; unless otherwise stated, payment terms
are: Net thirty (30) days. a
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In signing this proposal, Offeror(s) warrants that all certifications and documents K
requested herein are attached and properly completed and signed. w
From time to time, the City may issue one or more addenda to this RFP. Below, please
indicate all Addenda to this RFP received by your firm, and the date said Addenda a
was/were received. LL
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Verification of Addenda Received
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Addenda No: Received on: a
Addenda No: Received on: `o
Addenda No: Received on: h
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RFP F-13-16
Parking Citation Processing System
FIRM NAME:
ADDRESS:
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Phone: r-
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Email:
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Fax:
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Authorized Signature: o
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Print Name: o
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IF SUBMITTING A "NO PROPOSAL", PLEASE STATE REASON (S) BELOW:
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RFP F-13-16
Puking Citation Processing System
SUBCONTRACTOR'S LIST
m
As required by California State Law, the General Contractor bidding will hereinafter N
state the subcontractor who will be the subcontractor on the job for each particular trade
or subdivision of the work in an amount in excess of one-half of one percent of the a`
General Contractor's total bid and will state the firm name and principal location of the o
mill, shop, or office of each. If a General Contractor fails to specify a subcontractor, or if 2
he specifies more than one subcontractor for the same portion of work to be performed
under the contract in excess of one-half of one percent, he agrees that he is fully
qualified to perform that portion himself and that he shall perform that portion himself.
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DIVISION OF NAME OF FIRM OR LOCATION H
WORK OR CONTRACTOR CITY c
TRADE 0-
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Print Name Signature of Bidder A
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Company Name: LL
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Address: y
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REJECTION OF BIDS h
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The undersigned agrees that the City of San Bernardino reserves the right to reject any Cr
or all bids, and reserves the right to waive informalities in a bid or bids not affected by
law, if to do seems to best serve the public interest. 0
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NON - COLLUSION AFFIDAVIT
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TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO c
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In accordance with Title 23, United States Code, Section 112, the undersigned hereby G
states, under penalty of perjury: 0
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That he/she has not, either directly or indirectly, entered into any agreement, a
participated in any collusion, or otherwise taken action in restraint of free competitive w
proposal in connection with RFP F-13-16.
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Business Name o
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Business Address Cr
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Signature of Offeror(s) X
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Place of Residence
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Subscribed and sworn before me this day of 20_.
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Notary Public in and for the County of State of California.
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My commission expires 20. 0:
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Packett 8.'148.
RFP F-13-16
Parking Citation Processing System
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IV. GENERAL EVALUATION CRITERIA
A. EVALUATION CRITERIA
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1. Capabilities of Firm to Effectively Complete the Project c
Requirements - 35% a
Depth of Offeror(s)'s understanding of, and ability to manage, City's A
requirements; ability to meet task deadlines; utility of suggested
enhancements or technical innovations.
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2. Qualifications of Firm/Related Experience -45% a
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Experience in providing services similar to those requested herein; H
experience working with public agencies; strength and stability of the firm; c
strength, stability, experience and technical competence of subcontractors; c
assessment by client references; qualifications of project staff; key a`
personnel's level of involvement in performing related work; logic of project w
organization; adequacy of labor commitment.
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3. Reasonableness of Cost and Price - 10%
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Reasonableness of the individual firm-fixed prices and competitiveness of
quoted prices with other proposals received; adequacy of the data in support
of figures quoted; basis on which prices are quoted. a
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4. Completeness of Response - 5%
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Completeness of response in accordance with RFP instructions; exceptions
to or deviations from the RFP requirements which the Offeror(s) cannot or will
not accommodate; other relevant factors not considered elsewhere. LL
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5. Local Vendor Preference - 5%
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As approved in Executive Order 2003-01--Offeror(s)'s which possess a fixed a
office or distribution point with at least one owner or employee located within a
the City of San Bernardino, and possessing all valid and current permits, and
licenses required to transact such business, including, but not limited to a City w
Business Registration Certificate shall receive a five percent (5%) preference. 3
[Unless contrary to Federal, State or Local Law (such as contracts for the Cr
construction of public works projects), or unless contrary to the requirements a
mandated by the funding source for such contractual services (such as the
Federal Government or other source which requires award to the lowest t
responsible Offeror(s.)
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B. EVALUATION PROCEDURE
All proposals received as specified will be evaluated by City staff in accordance
with the above criteria. Additional sub-criteria beyond those listed may be y
considered by the evaluators in applying the major criteria to the proposals.
During the evaluation period, the City may require an on-site visit and/or tour of a
the Offeror(s)'s place of business. OFFEROR(S) should be aware; however, that o
award may be made without vendor visits, interviews, or further discussions.
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C. AWARD
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Depending on the dollar amounts of the offers received, City staff will either a
select the vendor best meeting the above-specified criteria or submit to City w
Council, for consideration and selection, the offer(s) judged by staff to be the
most competitive. c
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The City reserves the right to withdraw this RFP at any time without prior notice a`
and, furthermore, makes no representations that any contract(s) will be awarded w
to any OFFEROR(S) responding to this RFP. The City expressly reserves the
right to postpone proposal opening for its own convenience, to waive any
informality or irregularity in the proposals received, and to reject any and all
proposals responding to this RFP without indicating any reasons for such M
rejection.
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The City also reserves the right to award its total requirement among two a
or more OFFEROR(S) as City staff may deem to be in its best Interests. In
addition, negotiations may or may not be conducted with OFFEROR(S); r
therefore, the proposal submitted should contain the OFFEROR(S) most w
favorable terms and conditions, since the selection and award may be made
without discussion with any Offeror(s).
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D. TIE PROPOSALS U.
If the final evaluation scores (after applying the local preference allowance) result A
in a tie score, then the recommendation for award will be given to the local 0 CL
vendor.
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E. NOTIFICATION OF AWARD °
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OFFEROR(S) who submits a proposal in response to this RFP shall be notified d
regarding the firms who were awarded the agreement. Such notification shall be
made within a reasonable time after the date the agreement is awarded. a
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SECTION V. °
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GENERAL SPECIFICATIONS
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RFP F-13-16
Parking Citation Processing System
V. GENERAL SPECIFICATIONS
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1. Each proposal shall be in accordance with Request for Proposal (RFP) Number
RFP F-13-16. All specifications are minimum. Offeror(s) are expected to meet or a
exceed these specifications as written. Offeror(s) shall attach to their proposal a c
complete detailed itemization and explanation for each and every deviation or
variation from the RFP specifications and requirements. Conditional Proposals, or
those that take exception to the RFP specifications and requirements, may be =
considered non-responsive and may be rejected.
2. The City reserves the right to accept or reject any and all Proposals and to award a a
contract to the Offeror(s) whom best meets the City's requirements. This may w
include waiver of minor irregularities or discrepancies, or nonconformity to
specifications in appropriate circumstances. Purchase shall be on a best buy basis c
after due consideration of all relevant factors, including but not limited to, c
workmanship, accessibility of parts and service, known evidence of manufacturer's a`
responsibility and record, durability and known operational record of product and w
suitability as well as conformity to City needs and requirements. In all cases the best
interest of the City shall prevail in all contract awards. Q
3. The City of San Bernardino reserves the right to purchase more or less than the
quantities specified at unit prices proposal.
a. Proposals shall be firm offers, subject to acceptance or rejection within 120 days
minimum of the opening thereof.
5. Regular dealer. No Offeror(s) shall be acceptable who is not a reputable a
manufacturer or dealer of such items as submitted for proposal consideration.
6. All materials, workmanship and finish entering into the construction of the equipment r
must be of the best of these respective kinds and must conform to the character of w
the equipment and the service for which it is intended to be used and shall be I
produced by use of the current manufacturing processes. "Seconds", factory rejects, A
and substandard goods are not acceptable. LL
7. Each Offeror(s) shall submit with their proposal a copy of the proposed product LL
specifications, complete detailed drawings, and other descriptive matter in sufficient
detail to clearly describe the equipment, materials and parts offered. a
a. Manufacturer and/or Contractor shall defend any and all suits and assume all liability °o.
for any and all claims made against the City of San Bernardino or any of its officials a
or agents for the use of any patented process, device or article forming a part of
equipment or any item furnished under the contract. w
s. Each Offeror(s) must state in their proposal the guaranteed delivery date of product
and/or services in number of calendar days from the date of contract execution by
the City of San Bernardino, time is of the essence relative to this contract. Contractor
shall prosecute the work continuously and diligently and shall deliver the items at the
earliest possible date following the award of the contract. E
io. Each Offeror(s) shall list in their proposal all factory, manufacturer's and/or dealer's R
warranty and/or guarantee coverage and shall submit such written documents a
evidencing the same attached to the proposal.
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Parking Citation Processing System
ii. Successful Offeror(s) (Contractor) shall furnish and deliver to the City complete
equipment as proposed and awarded, ready for installation and fully equipped as
detailed in these specifications.
12. Price shall be quoted F.O.B. San Bernardino (all transportation charges shall be fully .y
prepaid), and shall include all discounts. Proposal shall include California sales tax, c
where applicable, (effective July 1, 2011) computed at the rate of 8%, this will a.
normally be shown as a separate line item on the price form. o
13. City shall make payment within thirty (30) days after the complete delivery and R
acceptance of the specified items by the City of San Bernardino and receipt of the 6
Contractor's priced invoice.
14. All "standard equipment" is included in any proposal. OFFEROR(S) furnishing
Proposals under these specifications shall supply all items advertised as "standard" a.
equipment even if such items are not stipulated in the specifications, unless w
otherwise clearly excepted in the proposal. "
15. The items which the Offeror(s) proposes to furnish the City must comply in all c
respects with the appropriate safety regulations of all regulatory commissions of the $
Federal Government and the State of California, whether such safety features and/or a
items have been specifically outlined in these specifications or not. w
16. Contractor delivering equipment pursuant to this RFP specifications shall guarantee v
that equipment meets specifications as set forth herein. If it is found that equipment Cr
delivered does not meet requirements of these specifications the Contractor shall be
required to correct the same at their own expense.
17. By submitting a proposal, each Offeror(s) agrees that in the event complete delivery N
is not made within the time or times set forth pursuant to this specification, damage
will be sustained by the City, and that it is, and will be impractical and extremely a
difficult to, ascertain the actual damage which the City will sustain in the event of and
by reason of such delay. x
18. In case the delivery of the items under this contract is delayed due to strikes, W
injunctions, government controls, or by reason of any cause or circumstance beyond
the control of the Contractor, the time for delivery may be extended (in the City's
sole discretion) by a number of days to be determined in each instance by mutual LL
written agreement between the Contractor and the Purchasing Division of the City of LL
San Bernardino. The City shall not unreasonably refuse such extension.
19. Contract. Each proposal shall be submitted and received with the understanding that y
acceptance by the City of San Bernardino of proposal in response to this solicitation °o
shall constitute a contract between the Contractor and the City. This shall bind the a`
Contractor to furnish and deliver at the prices proposed and in complete accordance c
with all provisions of RFP F-13-16. In most cases the basis of award will be the H
City's standard purchase order that may or may not incorporate this solicitation by
reference. d
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Parking Citation Processing System
20. Prohibited interest. No member, officer, or employee of the City or of any agency of
the City during his tenure or for one year thereafter shall have any interest, direct or
indirect in this contract or the proceeds thereof. Furthermore, the parties hereto
covenant and agree that to their knowledge no board member, officer or employee y
of the City has any interest, whether contractual, non-contractual, financial or
otherwise, in this transaction, or in the business of the contracting party other than a`
the City, and that if any such interest comes to the knowledge of either party at any `o
time, a full and complete disclosure of all such information will be made in writing to
the other party or parties, even if such interest would not be considered a conflict of U
interest under Article 4(commencing with Section 1090) or Article 4.6 (commencing
with Section 1120) of Division 4 of Title I of the Government Code of the State of x
California. a
21. One Document. These specifications, the Request for Proposal, RFP F-13-16, the ,o
Contractor's proposal, any written agreement executed by the parties, the purchase
order and all documents referred to in the complete specifications and purchase c
order, and all written modifications of said documents shall be construed together as g
one document. Anything called for in any one of said documents shall be deemed to a`
be required equally as if called for in all. Anything necessary to complete the work w
properly shall be performed by the contractor, whether specifically set out in the N
contract or not. All sections of the specifications shall be read as constituting a whole a
and not as an aggregation of individual parts, and whatever is specified in one
section shall be construed as applying to all sections.
22. The City of San Bernardino reserves the right to accept or reject any and all
Proposals.
23. Prompt payment. Each Offeror(s) may stipulate in their proposal a percentage a
prompt payment discount to be taken by the City in the event the City makes
payment to the Contractor within ten (10) working days of receipt of material and r
approval of invoice. For the purpose of this provision, payment is deemed to be w
made on the date of mailing of the City check. NOTE: prompt payment discounts
will only be used during proposal evaluation in the case of ties.
24. Inquiries. Technical questions may be sent via fax to 909-384-5330, or email: LL
sanchez_va @sbcity.org. The answers to material questions will be provided in a
writing by Addendum(s) to all potential Offeror(s) by a posting to the City's website.
25. Proposal/Fee Schedules. No proposal will be acceptable unless fees/prices are A
submitted on the pricing forms furnished by the contractor heFeiR, and all required a
forms are completed and included with proposal. Deliver all Proposals, SIGNED and °
SEALED, to the Purchasing Division, Finance Department at 300 North "D" Street, a
4th Floor, City Hall, San Bernardino, California 92418. CLEARLY MARK THE RFP
SPECIFICATION TITLE: Parking Citation Processing System and RFP F-13-16
ON THE OUTSIDE OF THE ENVELOPE.
26. Time. All Proposals must be received in the Purchasing Division no later than 3:00 W
PM, PST, 2013, where at such time and said place Proposals will be
publicly opened, examined and declared. Any proposal may be withdrawn by r
Offeror(s) prior to the above scheduled time for the opening of Proposals. Any
proposal received after that time and date specified shall NOT be considered. a
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27. The City of San Bernardino reserves the right at its own discretion to award separate
contracts for each category, or to award multiple contracts, or to award one contract
for furnishing and delivering of all equipment and/or services in all categories.
28. Equipment. In the purchase of equipment, Contractor shall be required to furnish N
one (1) OPERATORS MANUAL and one (1) PARTS MANUAL for all equipment o
proposal. a
29. In submitting a proposal to a public purchasing body, the Offeror(s) offers and c
agrees that if the proposal is accepted, it will assign to the purchasing body all rights,
title, and interest in and to all causes of action it may have under Section 4 of the
Clayton Act (U.S.C. Sec 15) or under the Cartwright Act (Chapter 2, commencing
with Section 16700 of Part 2 of Division 7 of the Business and Professions Code),
arising from purchases of goods, materials, or services by the Offeror(s)for sale to a
the purchasing body pursuant to the proposal. Such assignment shall be made and w
become effective at the time the purchasing body tenders final payment to the
Offeror(s).
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30. Contractor shall indemnify, defend and hold City, its officers, employees and agents g
harmless from any claim, demand, liability, suit, judgment or expense (including, a
without limitation, reasonable costs of defense) arising out of or related to w
Contractor's performance of this agreement, except that such duty to indemnify, d
defend and hold harmless shall not apply where injury to person or property is Cr
caused by City's willful misconduct or sole negligence. The costs, salary and W
expenses of the City Attorney and members of his office in enforcing this Agreement ;;
on behalf of the City shall be considered as "attorney's fees" for the purposes of this N
paragraph.
31. While not restricting or limiting the foregoing, during the term of this Agreement, a
Contractor shall maintain in effect policies of comprehensive public, general, and
automobile liability insurance, in the amount of$1,000,000 combined single limit,
and statutory worker's compensation coverage, and shall file copies of said policies w
with the City's Risk Division prior to undertaking any work under this Agreement. The
policies shall name the City as an additional insured and shall provide for ten- (10)
day notification to the City if said policies are terminated or materially altered. LL
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33. Written contract documents, duly authorized and signed by the appropriate authority, 3
constitute the complete and entire agreement(s) that may result from the RFP. m
34. City may, at its discretion, exercise option year renewals for up to three (3) years, in
one-year increments.
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35. By submitting a proposal, Offeror(s) warrants that any and all licenses and/or
certifications required by law, statute, code or ordinance in performing under the
scope and specifications of this RFP are currently held by Offeror(s), and are valid
and in full force and effect. Copies or legitimate proof of such licensure and/or N
certification shall be included in Offeror(s)'s response. Proposals lacking copies o
and/or proof of said licenses and/or certifications may be deemed non- a
responsive and may be rejected. `o
36. Once the award has been made and prior to the commencement of the job, the R
City's Municipal Code (M.C. 5.04.005) requires that a Business doing business with
the City, obtain and maintain a valid City Business Registration Certificate during the
term of the Agreement. Y
37. Vendor (Contractor)/ Consultant services agreement(s) (VSA/CSA). A signed a
vendor/Consultant service agreement may be required between both parties prior to w
commencement of the job.
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