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2003-25132 Reso RESOLUTION NO. 2003-25132 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSALS (RFP) FOR A PARKING MANAGEMENT (WEB ENABLED) SOFTWARE SYSTEM FOR THE PARKING DEPARTMENT. WHEREAS, the Parking Department is recommending the purchase of a state-of-the- art parking permit management system (software/hardware); and WHEREAS, the existing software is outdated and lacks the capabilities to meet the needs and expectations that are commonplace in today's "electronic" business world; and WHEREAS, a goal of the Administration is to enhance e-government services and provide a wide range of parking services via the Internet, including sale/renewal of residential and business permits, access cards, parking smart cards, meter rentals, and a number of other services; and WHEREAS, the Administration engaged Bier and Associates, a consultant, to provide technical expertise in parking industry business solutions and the Parking Department in conjunction with the Information Technology Department worked closely in the selection of the consultant and development of the scope of work and specifications; and WHEREAS, Bier and Associates conducted a Needs Analysis of the Parking Department's Customer Service operations, including software/hardware capabilities and the technology currently in place is not suited to meet future demands; and WHEREAS, Bier and Associates developed the scope of work, technical specifications, system requirements, and assessed the numerous software products currently on the market in order to formulate a comprehensive package to address all needs. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA that the Mayor and City Commission, upon recommendation of the Administration, herein approve the issuance a Request for Proposals (RFP) for a Parking Management (Web Enabled) Software System for the Parking Department. . PASSED AND ADOPTED this 26th day of February ,2003 ATTEST: CI~J ~~~ (Resolution No. 2003-25132) JMG/CMC/SF F:\PING\$ALL \SAUL\COMMRESO\APCOAMC-RES02.doc ,...""""!,,,.''''." APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION ?--~ /<1)-rJ3 Date CrrYOF MAMI BEACH PARKING MANAGEMENT SORWARE SYSlEM REQUEST FOR PROPOSALS lECHNICAL AND PERFORMANCE STANDARDS City of Miami Beach Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards I. General System Requirements The City of Miami Beach requests proposals submissions for a new parking management system. The areas we wish to address: Permits, Point of Sale, and internal web based solutions. Our goal is to find, purchase, and implement a system that will do the following: . Reduce our workload . Help better manage our communications with customers . ImprovelEnhance our permit sales . Reduce office traffic by allowing customers to apply for, as well as purchase, permits via the Internet . Help us obtain useful reports for system analysis, problem resolution, overall efficiency, etc. . Enhance our image to our customers . Improve the planning and management of special events, the allocation of departmental resources, and financial transactions and invoices associated with special events . Save time by incorporating a relational database that contains permits, vehicles, and customers (i.e. permit holders, persons responsible for permits, etc.) . Provide a better system for tracking: vehicles that have been booted/towed or have been approved for tow, the status/location of bootedltowed vehicles, as well as the fine accrual while in impound All proposals should include a database focused software application, electronic cash drawers, barcode readers, and receipt printers; on site installation of all components; onsite training for all components; offer optional web-based training for all components; technical support and future software/upgrades; as well as appropriate deployment assistance to ensure the system is properly implemented. The following general specifications are the minimum requirements for this project: . A fully integrated Windows™-based parking management software system. The system will incorporate a relational database using client server technology across a multi-user local area network. . The software system, at a minimum, will allow for tracking of customers, permits, lot maintenance, citation hearingslappeals, event management, towing, and vehicle registrations. The database used for tracking the aforementioned items shall be easy to use and relational for searches, information updates, queries, and provide advanced reporting capabilities. . The software should be modular in nature and include modules for tracking the following: customers, citations hearingslappeals, permits, vehicle registrations, booted/towed vehicles, cash registerlpoint of sale, and special events. . The system will be "customer-centric" thus allowing multiple vehicles, permits, citations, addresses, etc. to be linked to a single customer. The user interface should make it simple for novice computer users to access all of the aforementioned information. City of Miami Beach 2 Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards . The system will be configurable to meet our business requirements (e.g. fine accumulationslescalations, late fees, permit values - sale and return with options for prorating over time, lot definition -by name, space type, # of spaces, etc.) as defined by our governing bodies. The system should help to enforce our policies and procedures. . The parking management system should include software as well as any parking management software related hardwarelsoftware peripherals required for proper functioning of existing networked PC(s) linked to an existing database server. . The vendor must supply and support new electronic cash drawer workstations including any parking- management software related peripherals, cash drawer hardware, bar code reading devices and receipt printers which are to be fully inteQrated with the PC based parking management software system. . Offer the following on-site services: requirements analysis, system installation, training, and follow-up. The vendor will send qualified personnel to our site to help, consult, train, install, and oversee the system deployment process . Offer an on-site training program to train personnel on software use for initial use and continuing education (for current and new staff). Web-based training may be offered as an option. . Provide annual maintenance and software program support including all software upgrades. Vendor will also offer maintenance for any hardware supplied to the Parking department. . The parking management software system, including the electronic cash drawers and receipt printers, must be new and available for purchase. . The parking management software system is to be installed on an existing server running either Windows 2000 Server or Advanced Server. It will serve a network of Intel-based (or equivalent) personal computers via common protocols such as TCPIIP. . The preferred relational database management system (RDMS) is MS SQL Server 2000. . The vendor may be a Partner with the DB software developer; however, the vendor will provide all technical support. . The new parking management software must be Windows based to insure full compatibility with existing software and operator training. The client software must run natively under Windows 2000 or Windows XP Professional, not in a DOS window or similar emulation window. . The vendor shall supply the following: a) Parking management software b) Electronic cash drawers, bar code readers and receipt printers c) Any other hardwarelsoftware that is required for the software to operate. City of Miami Beach 3 Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards II. Software Requirements The new parking management software system must: . Be a multi-user client server based network software application . Support all current Windows operating systems (2000, XP). . Employ a fully relational database that allows data to be manipulated, linked, and queried Question Response Is your system multi-user client server based? How many City of Miami Beach concurrent users will the system be able to support? Under what versions of Windows does your client system run under? Is the database used on the server a fully relational database that allows data to be manipulated, linked, and queried? What database management system is used on the server? Does the system make use of stored procedures, views, andlor triggers in the database? Can the client software be remotely installed using tools like Novell ZEN or Microsoft SMS? Does the system contain a technical manual that describes, or contains a drawing of, the relationships between all of the tables in the database? Does the system contain a "test" or "training" database that allows training sessions to be given without using the production database? What are the minimum and desired specifications for the client PC's where the client will be installed? For example CPU, RAM, Hard disk, etc. Does the system provide a context sensitive help system? Do you have any installations where clustered servers are being used? City of Miami Beach 4 Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards The system proposal must include, but not necessarily be limited to, the following primary software modules/capacities: A. User Access Control and Security The software must allow for a wide range of user access control and security that can vary by module and security level from read-only access to complete insert/editldelete capability anywhere in the software system. The system must allow the creation of a profile for each individual user. This profile must specifically detail the access rights and security privileges as defined by the system administrator. There should be a security section for each of the modules in the system. In each module, the system should at a minimum allow the administrator to specify read, write, modify, and delete access for a user andlor group. Question Response Does the software allow groups to be created so individual users can be associated with a group? Does the software allow the administrator to view all users that are currently logged in? Does the software allow the administrator to view when users have attempted to get into areas where they are not allowed access? Does the software allow users profiles to be cloned? For example, a new employee is given access just like an existing employee. Does the software contain any table(s) that provides an "audit trail" that identifies who has inserted/updated/deleted records? Does the software allow for the administrator to inactivate or revoke user access? B. Vehicle Registration The capabilities of this software module must provide for the complete control of the vehicle registration process including: . Display of citations, tow and permits without leaving the window . Link multiple customers to a vehicle . Ability to assign VIP Status to a vehicle . Define vehicle assignment categories, such as registered owner, driver, rental car, etc. . Prioritize drivers City of Miami Beach 5 Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards . Direct access to customers, citations, permits, and tow records . Assign a unique registration number . Maintain Vehicle Ownership and Plate Type information . Establish current liability for the vehicle C. Customer Tracking The software must focus on the Customer and be designed to reflect this (customer centric). The software must track customer activity. The following features must be present: . One unique account number issued to a customer . Display of balance due with convenient access to detail . Tracking of and direct access to all departments and buildings associated with the customer . Assignment of customer group (e.g. vendor, staff, visitor, etc.) . Attach digital pictures or documents to the customer record . Ability to turn on Do Not Accept Checks feature which works exclusively with the register . Access to all vehicles registered to the customer . Complete list of invoices related to the customer and the ability to go directly to one of those listed record . Unlimited number of addresses per individual . Two field address line (one field for the street number, the other for street name) . User-defined address types (home, work, school, etc.) . Ability to prioritize multiple addresses . Define address types that do not require a city, state, and zip . Batch utility to assign varying levels of address priority by customer type . Assign four user-definable phone number fields (work, home, mobile, etc.) and ability to list four phone numbers per individual . Capability for user to completely define at least one (1) alpha-numeric field . Facility for user to modify labels on a minimum of five (5) of the aforementioned fields to allow for tracking other types of information. . Capacity to apply held monies to a customer account with complete audit trail . Ability to define E-mail address types (work, home, etc.) . Unlimited E-mail addresses per individual . Driver's license number field City of Miami Beach 6 Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards . Ability to send user-defined customer statements in a variety of formats to inform customer of all outstanding invoices on account (citations, permits, tow, etc.) . Scrollable notes field . Ability to define addresses as invalid. . Ability to compile and manage multiple wait lists based on permit type or lot while linking this information with permit inventories at point of sale . Ability to identify potential duplicate customer records with option to merge the duplicate records into one . Provide a brief color-coded summary and direct access to all information and invoices associated with a customer on a single screen (e.g. citations, permits, vehicles, appeals, tow records, etc.). This summary screen should make use of color schemes and readily identifiable icons to expedite user recognition as well as provide context sensitive menus to allow appropriate edits, additions, status changes, and payment options, etc. D. Parking Permit Capabilities The system must provide the capability to set up, issue, track and manage permits. Permits are designed to grant permission, authorization or certain privileges. A permit may be a card, sticker or hang tag and it may be issued to one person or a group of persons such as a car pool. Whenever a permit is issued, a relationship should be established between a customer, a vehicle and the permit. In the Customer-to-Vehicle relationship portion, the permit ownerlcustomer may be designated as the Registered Owner (RO) of the vehicle or a driver (DR). The capabilities of this software module must provide for the complete control of the parking permit issuance process including: . Ability to inventory and track uniquely numbered permits as they are being issued . Record a permit's effective, issuance and expiration dates . Ability to track prior permits, gate cards, and space assignments . Ability to scan a permit's bar code at point of sale . Ability to track gate cards in conjunction with a permit or as a unique permit type . Ability to register one or more vehicles to a permit (carpooling) . User-defined vehicle assignments . Payroll deduction plan for staff. This software feature must allow for the capture of data concerning individuals choosing to purchase parking permits through a payroll deduction option. It must also allow for the automatic creation of extensive customer defined standard reports for printing and sending to various departments and individuals such as: a) Payroll; b) Auxiliary Accounting, etc. City of Miami Beach 7 Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards . Ability to transfer permit balance due items to organization-wide account/billings receivable system . Ability to sell a permit to a customer and charge the transaction to a 3'd party . Ability to display permit account balance . Unlimited customer-defined permit possession status indicators including: active, lost, stolen and returned . Ability to download permit records to handheld ticketwriters by possession status (lost, stolen, returned, etc.), permit type and location . Complete tracking and simplified issuance of temporary permits . Ability to associate multiple customers to a permit without leaving permit window . Ability to make monetary adjustments . Detailed monetary transaction history for each permit . Population of permits for inventory management and link to point of sale . Ability to prorate permit saleslreturns and automatically calculate value based on user-defined rules (i.e. weekly, monthly, daily, etc.) . Restrict the number of permits a customer can purchase . Ability to reset the permit fee for monthly billing . Ability to list all citations related to the customerslvehicles assigned to a permit . Attach digital pictures or documents to the permit record . Search for all permits that are associated with a particular address or license plate . User definable notes for permit records (Example: prelpost tax) . Provide the ability to print permits at the time of a sale . Ability to define lot andlor department allocations The Permit module capabilities must also allow for the processing of at least ten permit payment status codes including the following: Awaiting Payment, Awaiting Payment - Partial Payment Received, Paid in Full, No Fee Due, Marked for Transfer to Bursar, Transferred to Bursar, Marked for Transfer to Payroll, Transferred to Payroll, NSF Check Hold, and Unsold. E. Batch Permit Issuance and Invoicing The software must have a module that enables the user to issue a batch of permits to an individual, agency or department and bill for the amount due. Additional features must include: . System must be able to update permits to reflect bulk sale and list the invoice number on the permits after the batch has been sold 8 City of Miami Beach Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards . Direct access to the customer, permit type, department and the first permit number sold in the batch . Display bulk permit balance with payment information . Include a detailed financial history of the bulk permit record . Assign a unique number to each bulk permit record . Offer an unlimited comments field with each bulk permit record F. Payment and Cash Management Capabilities The cash management software module must allow a bar code reader, receipt printer and electronic cash drawer to be attached to a standard PC workstation thus creating a true, full-function cash management system. The software must allow for direct posting to the proper account(s) and complete convenient access to virtually any information in the system without leaving the cash management module. Specifically the cash management module must include: . Ability to track all transactions by cashier regardless of cash drawer used . Access to citation lookups (single ticket or customer/vehicle's complete listing of citations and total balance due) without leaving the cash management module. It must also be possible to find a citation with as little information as] the customer name, license plate, the issuance date of the citation or the citation number . Ability to output the results of a citation search to the screen, printer, or a file, and to easily access the cash register screen for payment processing . Posting of payments for citations, permit invoices, NSF penalty fees, patron short bills, as well as other items such as bus tickets and pass sales . Ability to accept and post both payments in full and partial payments as well as apply credits from an existing customer balance . Ability to write-off balance of citation during acceptance of payment. This function must be restricted to authorized users and the maximum authorized write-off amount must be variable based on an individual user's access profile . Ability to hold open receipts and void open receipts . Ability to calculate more than one (1) user-definable tax rates or surcharges . Ability to enter payments before citation information has been imported from handheld ticketwriters and have the information automatically updated when the citation is later uploaded from the handheld ticketwriter . Notify the cashier if the parking department does not accept checks from a specific customer . Print a receipt as necessary that clearly identifies individual transactions andlor items purchased, including citations paid, permit receipts, bus tickets and pass receipts . The system should have the ability to print each receipt to a variety of printers in a variety of formats, including point of sale receipt printers City of Miami Beach 9 Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards . User-defined payment methods (Le. cash, check, payroll deduction, credit card, interdepartmental check) . The system will not store customer credit card numbers on City of Miami Beach systems. Credit card processing will be entered and processed "real- time" at a credible third party processing center over an encrypted connection . Fields for check number, credit card number or authorization number and expiration date . Separate module for quick and easy batch application of citation mail-in payments . Capability to mark NSF check receipts, add associated fees, and send customer defined standard NSF check notifications in one easy process . Complete drawer close-out process with detailed cashier report including but not limited to: a summary report of all transactions for all cashiers over a customer-defined time period, a write-off report, and an item summary . Ability to access and import for purpose of sale, a permit record from populated inventory via the cash register screen with automatic calculation of the prorated (if applicable) purchase price . Ability to scan a bar code printed on sale items (Le. citations, permits) into various fields to facilitate rapid data entry and lookup at point of sale . Ability to identify a cash drawer as multi-user . Separate password protection for all cash register functions and supervisory override . Extensive scrollable "notes" field on each register tape (e.g. to indicate why there are discrepancies between the expected balance and the actual balance) . Open receipts must be denoted in a way that allows easy identification . Transaction total given at close of cash drawer. The drawer cannot be closed until all open receipts are accounted . Ability to easily add customers and vehicles when selling a permit without leaving the cash register module . User defined register accounts (citations, permits, bus passes) . Ability to facilitate third party sales (i.e. an individual purchases a permit but the bill for the permit is directed to a third party) . Complete customer invoice history including wait list assignments (without leaving the register) . Ability to pay an invoice with multiple payment types . Displays customerlvehicle balance from the receipt and the ability to add outstanding invoices to a receipt . Ability to restrict a permit sale until all citations are paid . Ability to print receipts on demand and reprint receipts City of Miami Beach 10 Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards . Ability to display a credit to the customer if the credit was placed in the banking module G. Automated Procedures The software must: . Provide for user-defined fine escalation . Add late payment and suspension fees . Print andlor export citation letter data in a variety of formats (including MS Word) based on pre-defined criteria that can be modified based on changing needs without the involvement of the software provider . Ability to provide an auto-expire permit function. This procedure will identify all expired permits and then flag them as invalid. This procedure will also update Lot/Location or Department Allocation totals if necessary. H. Automated Notice and Letter Generation Module The software must provide a module to allow for the notification of overdue invoices (includes citations, permits, events, etc.), permit renewals, hearing results and waitlist. Each letter must be printed based on customer-defined criteria such as but not limited to "days past citation issuance" or "number of unpaid citations" for a given license number. Notices and letters must be capable of being generated for either a single invoice or in batch mode for multiple individuals/invoices. The following letter types must be available in the software module: Customer Statement . The customer record generates the letters . Ability to export the data to MS Word for custom letter creation . Ability to send letters for outstanding invoices such as citations, permits, events, bulk permits, tow and third party charges . Ability to send letters to customers who belong to a particular grouping . Ability to print both credits and debits on the same letter . Ability to define what payment statuses should be included as part of the letter criteria . Each time a letter is generated, a record must be automatically added to the history of the customer file Permit Renewal Letter . Ability to print permit renewal letter based on the following criteria: dates, permit expiration date, permit type, possession status and customer grouping . Ability to export the data to MS Word for custom letter creation . Ability to export unpaid citations and all vehicle information when using the MS Word feature . Ability to list the price of the permit on the letter and current permit number City of Miami Beach 11 Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards Wait List Notification . Ability to generate a notification letter to inform a customer that a permit is available for purchase This software module must specifically include the following features: . Allow the user to definelcreate different types of standard letters, including letters specifically for Appeals, Permit Renewals, Account Statements, Billing, Multiple Overdue Notices, etc., for storage in the database file . Allow the user to clone a letter and modify wording and data field placements without the need for future vendor involvement or special programming . For each type of standard letter in the database file, the software must allow the user to print only one such letter applicable to only one citation, vehicle, or customer or the complete "batch" of that type of letter for all applicable citations, vehicles or customers when certain user-defined conditions are met. . Allow the user to delineate the specific combination of conditions that must exist in order to trigger the printing of each standard letter type for a particular permit, vehicle or registered owner. Definable conditions should include but not necessarily be limited to: number of days citation has been outstanding (unpaid), number of unpaid citations, letters for a specific state license plate only. Users should be able to combine these conditions using logical operators to form more complex situations . Allow the user to exclude certain criteria from batch run (e.g. "citation count is less than 'X') . Allow certain defined fields in each standard letter type to be automatically filled in by accessing data in the database file at the time of printing (i.e. customer name and address, etc.). Such defined blank fields for automatic data entry should include but not necessarily be limited to: individual listing of each unpaid permit, total dollar amount due, specific details for each outstanding permit, vehicle description information, registered owner information and customer authority name and address information . Allow the user to print standard letters on both an individual and batch basis . Allow letters to be printed on a standard printer that can be accessed via Windows defined printers . Ability to "roll back" letters, if they were issued in error . Allow an unlimited number of user-defined letter headings to be selected by letter type. The user-defined letter headings should contain name, department, address, city, state, zip code, and phone number. I. Extensive Reports Generation The software must be capable of producing pre-defined reports concerning, permit sales activity and parking citation appeals activity with a variety of sorting options such as: Date Range(s); Ticket # Range(s); Outstanding Tickets; Tickets Issued by City of Miami Beach 12 Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards Officer ID; Tickets Issued by Location; Tickets Issued by Violation; Tickets Issued by Time Periods. The software must also be capable of producing accounts receivable and write-off reports that indicate, by user-defined receivable type, the following: total dollars collected, total citations outstanding (unpaid or partially paid), and total citations disposed by disposition type over a user-defined period (e.g. monthly, annually, etc.). The system must also provide an easy to use ad-hoc report writer (crystal reports preferred) and query tool. This tool must allow reports to be created and run by any authorized user. The query tool must allow data to be sent to a printer, file, or screen. The system must also allow posting options such that citation fees, status changes, and account adjustments may be made in bulk as data is exported from the system. The following are samples of the types of reports that the software must produce: . A chronological listing of permits by parking facility location and date range . Missing permit report by permit number andlor permit clerk to which it was assigned . Monthly accounts receivable report of permits paid during specified date range . A listing of individualslpermit #'s that have overpaid the amount due and merit a refund by date range (i.e. a report showing all citation accounts with a positive balance). . A report for all permit payment transactions by cashier ID and by payment type (batch mail receipts and in-person payment receipts) for use to reconcile batch mail-in payment receipts . A detailed report of all activity for a given cash drawer on a given day by transaction type (bus tickets, parking tickets, permits, etc.) and by cashier ID. The report must show activity, by individual, for each revenue-producing transaction category. . A report that will provide aging status for unpaid invoices. The report can be broken down by past due statuses - such as: Current, 30 days, 60 days, 90 days, and 180 days . Provide utility to create and export fixed field length ASCII or Comma Separated Values (CSV) files containing customer, permit, vehicle, andlor financial data in any field order J. Data Import/Export The software must be capable of creating file formats (e.g. ASCII files) that readily facilitate and accommodate data import/export between all aspects of the parking management system and external agencies or departments. The software import/export module must also have the ability to: . Import and export delimited ASCII files (either Fixed field length or comma separated) City of Miami Beach 13 Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards . Import customer information from central payroll system, accounts system, and external DMV/BMV agencies . Export citation billing or other information in the form of either Fixed field length or comma separated K. Special Parking Events Tracking This software module must allow for the tracking of scheduled events that impact parking requirements for specific parking facilities. Once the events are entered, the system must provide flexible reporting by day, week, and date range as well as the ability to create invoices and track financial issues associated with parking requirements for the event. The software must have the ability to perform the following: . User-defined event types, resource types, resources, employees, and equipment . Direct access to the event type, customer, lot number, building and payment method . Detailed history of when the event was created as well as any changes and payments made . Schedule employees and resources for events and define the pricing structure (each or hourly) for each employee or event . Display a warning if an employee or resource is assigned to an event and is already working during that time period . A details section that allows for the assignment of resources (i.e. equipment, employees, permits, parking spaces, etc.) . Provide separate note sections for general and user-defined header and footer comments . Ability to clone event header information . Ability to attach scanned documentation or pictures to the record . Invoice directly from the event screen . Invoice date recorded and shown on the event screen . Generate a list of scheduled events . Print reports by date range. Report must include notes section, event name, type, date, and start/end time L. Application Programming Interface The software system must offer an Application Programming Interface (API) to allow external programs access to features within the application. This API must, at a minimum, specifically interface with permit sales, and the ability to access account information. The system should allow for the creation of a web-based interface allowing secure online transactions. City of Miami Beach 14 Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards . The vendor must offer consulting services, if needed, to help guide the implementation process for web-based permit sales . The API must provide a group of stored procedures and views that can be called from an outside system that is logged into the parking database . The API must fully address permit sales. This includes insertinglupdating customer information and inserting vehicle information . The API must allow a customer to find and pay all permits for which they are responsible . The API must allow a customer to find personal account information. This includes citation and permit information. . The API must allow a customer to edit current biographical information . A unique cash drawer must be assigned to all API sales . The API must check apply any business rules defined in the parking database. This includes, but is not limited to, waitlist restrictions and permit restrictions . Complete drawer closeout process with detailed cashier report including but not limited to: a summary report of all transactions and item summary report . The system must auto generate a new register tape number at the start of each new day . The API must offer real-time interaction with the parking database The API must be documented and the vendor must supply technical support for this API. M. Lot Facility Maintenance The software must have a module that allows the user to define parking lots as well as schedule and track any type of lot maintenance including: . An extensive section for comments . Data fields for recording maintenance activity by type, date scheduled, date completed, and cost . A field to identify vendor/performance for historical reference . Ability to compare budgeted maintenance expense with actual costs for variance reporting . Ability to sort individual maintenance projects by type and date completed . Ability to produce a standard scheduled maintenance report IV. Hardware And Software Maintenance And Support Vendor's bid must include 24 months of software and hardware, warranty, maintenance and support, as well as an annual maintenance agreement that will cover all parking management system hardware and software support, for an additional term of 3 years. (Total 5 years.) City of Miami Beach 15 Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards As part of the support agreement, vendor must provide upgrades to the database and as they become available for public distribution. Question Response What is the cost of the annual maintenance agreement for years 3- 4 - 5? What are the technical support hours of operation? What is the response time for support calls? How often are system upgrades made available? Does your company make use of tools like PC Anywhere, Carbon Copy, VNC, etc. for remote support purposes? V. Training And Implementation Requirements The Parking Department believes that training is a vital part of any new system that is implemented. As such, your solution must provide the following. . Offer an on-site pre-installation analysis of site requirements to ensure solution is sufficient for the purchaser's requirements. This pre-installation visit should also be used to determine requirements for implementation, training, and database conversion. The results of this visit should be used to provide an accurate timetable for total implementation in terms of time, cost, and other variables, which may be uncovered. . Offer a Change Management Course to properly prepare line-level and management employees for the changes associated with the implementation of a new system. . Provide an appropriate amount of on-site training for employees at time of implementation. . Offer onsite follow-up training after software installation. . Please attach a sample Implementation that has been used at a similar installation VI. Terms and Conditions WARRANTY: Excluding any manufacturer's warranties and in addition to other warranties as provided by law or herein, all labor and materials shall be warranted to be free from defects for a minimum period of Twenty four (24) months after the date of final payment by the City. Question Response What is the length of the warranty that is included with the initial purchase of the software (24 month minimum)? What percent (%) of the software cost is used for the annual maintenance/support? City of Miami Beach 16 Parking Management Software 02:03:03-V 5.0 RFP Technical & Performance Standards ..... Q) Cl '" 0.. "C Gl III o Cl. e Cl. O~ .l!l l!! c 0 t>>; E rl E:e O"C (.) 0 E .... o - III o (.) U) ~ C CU E cu "- .- ::I cr :i ~ ra ~ o U) ~ c cu E cu en ra c ra ~ en c :.i! "- ra D. ('00. ~ =:00 ~ 0 z - E - o ... 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'0. ~ g' 0.. - ,- 11l11l1:: Q) ,~ a ..r::: g; Q) f-.......... o ori ~ '" o <II ""0 '" ~ o IV ""0 N C o IV ",- ~(/) IV :'l ~ c o IV ~E "fi~~ IV E '" ",,,,0.. <D 01- .- IV rl E C .- IV IV C ._::. .s::; :2C)~ a .5 I- ,.,~o.. :t::::(QU- o 0.. a:: C'? :> 'II: :> CllY OF MIAMI BEACH COM\llISSION ITEM SUMMARY m Condensed Title: A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, authorizing the issuance of the Request for Proposals (RFP) for a Parking Management (Web Enabled) Software System for the Parkina Department. Issue: Whether to approve the issuance of a Request for Proposals (RFP) for a Parking Management (Web Enabled) Software System for the Parking Department. Item Summa IRecommendation: The Parking Department in conjunction with the Information Technology Department worked closely in the selection of a consultant (Bier and Associates). Bier has extensive technical expertise in parking industry business solutions, Specifically, Bier conducted a Needs Analysis of the Parking Department's Customer Service operations, including software/hardware capabilities. Bier developed scope of work, technical specifications, system requirements, and assessed the numerous software products currently on the market in order to formulate a comprehensive package that will address all of the Department's needs. Both the Parking and Information Technology Departments have reviewed and approved the scope of work and specifications developed for the request for proposals, Advisory Board Recommendation: I Financial Information: Amount to be expended: Source of AmOuht Account Approvecl Funds: 1 D 2 3 Finance Dept. Total S' Off Ion- s: Department Director Assistant City. Manager City Manager ~ CMC~ \\ ~y- SF KR JMG / I AGENDA ITEM C 7 &- DATE ,:2~fro3 CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.ci.miami-beach.fJ.us COMMISSION MEMORANDUM From: Mayor David Dermer and Date: February 26, 2003 Members of the City Commission Jorge M, Gonzalez \ J~ City Manager 0'" 0 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF THE REQUEST FOR PROPOSALS (RFP) FOR A PARKING MANAGEMENT (WEB ENABLED) SOFTWARE SYSTEM FOR THE PARKING DEPARTMENT. To: Subject: ADMINISTRATION RECOMMENDATION Adopt the Resolution. ANALYSIS: In our continued effort to improve [parking] services to residents and visitors alike, the Parking Department is recommending the purchase of a state-of-the-art parking permit management system (software/hardware). The existing software is outdated and lacks the capabilities to meet the needs and expectations that are commonplace in today's "electronic" business world, One ofthe Administration's goals is to enhance e-government services. The goal is to provide a wide range of parking services via the Internet. This would include: sale/renewal of residential and business permits, access cards, parking smart cards, meter rentals, and a number of other services. In order to meet this goal, the first step is to procure a web enabled parking management software system. The Administration contracted Bier and Associates, Inc, as a consultant, to provide technical expertise in parking industry business solutions. The Parking Department in conjunction with the Information Technology Department worked closely in the selection of the consultant and development of the scope of work and specifications. Specifically, Bier and Associates conducted a Needs Analysis of the Parking Department's Customer Service operations, including software/hardware capabilities. Clearly, the technology currently in place has served its purpose; however, it is not suited to meet future demands. Bier and Associates developed scope of work, technical specifications, system requirements, and assessed the numerous software products currently on the market in order to formulate a comprehensive package that will address all of the Department's needs. The following are the general system requirements: The City of Miami Beach requests proposals submissions for a new parking management system. The areas we wish to address: Permits, Point of Sale, and internal web based solutions. Our goal is to find, purchase, and implement a system that will do the following: Commission Memorandum February 26, 2003 Page 2 . Reduce our workload . Help better manage our communications with customers . Improve/Enhance our permit sales . Reduce office traffic by allowing customers to apply for, as well as purchase, permits via the Internet . Help us obtain useful reports for system analysis, problem resolution, overall efficiency, etc, . Enhance our image to our customers . Improve the planning and management of special events, the allocation of departmental resources, and financial transactions and invoices associated with special events . Save time by incorporating a relational database that contains permits, vehicles, and customers (Le. permit holders, persons responsible for permits, etc.) . Provide a better system for tracking: vehicles that have been towed or have been approved for tow, the status/location of towed vehicles, as well as the fine accrual while in impound All proposals should include a database focused software application, electronic cash drawers, barcode readers, and receipt printers; onsite installation of all components; onsite training for all components; offer optional web-based training for all components; technical support and future software/upgrades; as well as appropriate deployment assistance to ensure the system is properly implemented. The following general specifications are the minimum requirements for this project: . A fully integrated Windows™-based parking management software system. The system will incorporate a relational database using client server technology across a multi-user local area network. . The software system, at a minimum, will allow for tracking of customers, permits, lot maintenance, citation hearings/appeals, event management, booting/towing, and vehicle registrations. The database used for tracking the aforementioned items shall be easy to use and relational for searches, information updates, queries, and provide advanced reporting capabilities. . The software should be modular in nature and include modules for tracking the following: customers, citations hearings/appeals, permits, vehicle registrations, towed vehicles, cash register/point of sale, and special events. . The system will be "customer-centric" thus allowing multiple vehicles, permits, citations, addresses, etc. to be linked to a single customer. The user interface should make it simple for novice computer users to access all of the aforementioned information. . The system will be configurable to meet our business requirements (e.g. fine accumulations/escalations, late fees, permit values - sale and return with options for prorating over time, lot definition -by name, space type, # of spaces, etc,) as defined by our governing bodies. The system should help to enforce our policies and procedures. . The parking management system should include software as well as any parking management software related hardware/software peripherals required for proper Commission Memorandum February 26, 2003 Page 3 functioning of existing networked PC(s) linked to an existing database server. . The goal is to provide a wide range of parking services via the Internet. This would include: sale/renewal of residential and business permits, access cards, parking smart cards, meter rentals, and a number of other services. In order to meet this goal, the first step is to procure a web enabled parking management software system, . The vendor must supply and support new electronic cash drawer workstations including any parking management software related peripherals, cash drawer hardware, bar code reading devices and receipt printers which are to be fullv inteqrated with the PC based parking management software system. . Offer the following on-site services: requirements analysis, system installation, training, and follow-up. The vendor will send qualified personnel to our site to help, consult, train, install, and oversee the system deployment process . Offer an on-site training program to train personnel on software use for initial use and continuing education (for current and new staff). Web-based training may be offered as an option. . Provide annual maintenance and software program support including all software upgrades. Vendor will also offer maintenance for any hardware supplied to the Parking department. . The parking management software system, including the electronic cash drawers and receipt printers, must be new and available for purchase. . The parking management software system is to be installed on an existing server running either Windows 2000 Server or Advanced Server. It will serve a network of Intel-based (or equivalent) personal computers via common protocols such as TCP/IP. . The preferred relational database management system (ROMS) is MS SQL Server 2000. . The vendor may be a Partner with the DB software developer; however, the vendor will provide all technical support. . The new parking management software must be Windows based to insure full compatibility with existing software and operator training. The client software must run natively under Windows 2000 or Windows XP Professional, not in a DOS window or similar emulation window, . The vendor shall supply the following: a) Parking management software b) Electronic cash drawers, bar code readers and receipt printers c) Any other hardware/software that is required for the software to operate. The following weighted factors will be the criteria utilized to by the evaluation committee to assess the proposals: Factors: Experience Compliance with Technical Specifications Technical Support Cost Financial Stability Weiaht 15% 30% 15% 30% 10% Commission Memorandum February 26, 2003 Page 4 CONCLUSION: In conclusion, the Administration recommends that the Mayor and City Commission authorize the issuance of a request for proposals for a parking management (web enabled) software system for the Parking Department. ~ JMG/C~SF T:\AGENDA\2003\feb2603\regular\parkingsoftwarerfp.CME.doc