2012-27986 Reso RESOLUTION NO. 2012-27986
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER TO
AWARD A CONTRACT PURSUANT TO REQUEST FOR PROPOSALS NO. 55-11/12 FOR
THE ACQUISITION OF A MOBILE AND/OR HANDHELD LICENSE PLATE
RECOGNITION (LPR) PARKING ENFORCEMENT SYSTEM (THE RFP); AUTHORIZING
THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH PARKTRAK FOR THE
HANDHELD LPR PARKING ENFORCEMENT SYSTEM; AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE AN AGREEMENT WITH THE PROPOSER UPON
COMPLETION OF NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, on July 18, 2012, the Mayor and City Commission approved the
reissuance of the RFP for the acquisition of a mobile and/or handheld LPR parking
enforcement system with an initial term of three (3) years, and two (2) one-year renewal
options.; and
WHEREAS, the RFQ was issued on July 26, 2012, with a bid opening date of August
20, 2012; and
WHEREAS, a pre-proposal conference to provide information to the proposers
submitting a response was held on August 3, 2012; and
WHEREAS, BidNet issued bid notices to 62 prospective proposers, and over 13
proposers were notified via e-mail, which resulted in the receipt of the following four (4)
proposals from, Dana Safety Supply/ Genetec, ParkTrak, Inc. (ParkTrak), Tannery Creek
Systems, and Virtual Parking; and
WHEREAS, after the initial review of the proposals received, it was determined that
Virtual Parking was non-responsive for failure to provide original signed copies of the RFP
forms; and
WHEREAS, the City Manager, via a Letter to Commission (LTC) No. 217-2012,
appointed the following individuals as Evaluation Committee (the "Committee") members:
• Hernan Cardeno, Division Commander, Code Compliance
• Robert Biles, Applications Systems Manager, Information Technology
Department
• Mark Spencer, Parking Operations Manager, Parking Department
• Jo Asmundsson, CMB Leadership Academy, Resident
• Alexandra Argudin, Chief Operations Officer, Miami Parking Authority
Alternates:
• Nelson Martinez, Systems Support Manager, Information Technology
Department
• Humberto Escandon, Enforcement Manager, Miami Parking Authority
WHEREAS, Committee members Alexandra Argudin and Humberto Escandon
recused themselves from the Committee due to perceived conflict of interest with firms being
evaluated; and
WHEREAS, on August 28, 2012, at the request of the City Manager to add another
resident to the Committee, a City of Miami Beach Leadership Academy Graduate and
resident was contacted to serve on the Committee; and
WHEREAS, added with the approval of the City Manager, Ms. Francine Medera was
appointed to the Committee; and
WHEREAS, the Committee convened on August 29, 2012, and a quorum was
attained; and
WHEREAS, the Committee was also provided with presentations and
demonstrations of the product from all proposers with the intent of focusing the discussion on
the Scope of Services; and
WHEREAS, the Committee members unanimously agreed to separate the scoring by
device proposed, Mobile or Handheld LPR Parking Enforcement systems; and
WHEREAS, a motion (which was unanimous) was made to recommend that the
Administration enter into negotiations with the Committee's top-ranked proposer, Tannery
Creek Systems; and should the negotiations be unsuccessful, that it negotiate with the
second ranked proposer, ParkTrak for the handheld and Dana Safety Supply for the Mobile
LPR Parking Enforcement systems; and
WHEREAS, during each proposer's presentations, Committee member, Robert Biles,
Applications Systems Manager of the City's Information Technology Department (IT),
specifically inquired about the proposers' method of hosting and managing the software, as
well as the intended location of the server; the Minimum Technical Software Requirements
(specifically, No. 4) of the RFP, which was further clarified in Addendum No.1, required that
the vendor must externally host and manage the software; and
WHEREAS, based on the aforementioned, the Administration discussed the
information that became apparent during vendor interviews and agreed that it would be
necessary to seek clarification from each proposer; and
WHEREAS, the additional information obtained from each proposer confirmed that
Tannery Creek Systems and Dana Safety Supply did not meet Minimum Technical Software
Requirement, No. 4, and were therefore deemed non-responsive to the RFP; and
WHEREAS as a result the Committee reconvened on August 31 2012 to discuss
the findings and make a new motion; and
WHEREAS, a motion, which was unanimous, was made to recommend ParkTrak for
an award of the handheld LPR parking enforcement system, and to recommend the
issuance of an RFP for a mobile LPR parking enforcement system; and
WHEREAS, after considering the review and recommendation of Evaluation
Committee, the Interim City Manager exercised her due diligence and is recommending that
the Mayor and the City Commission authorize negotiations with ParkTrak for the handheld
LPR parking enforcement system; and
WHEREAS, since ParkTrak (which is the sole responsive proposer to the RFP) only
included a proposal for the handheld system, it is the City Administration's intent to proceed
with the purchase of a mobile LPR parking enforcement system, either via "piggybacking" on
to another public contract or other method (which may include bringing this component back
to Commission at a future date as a request for waiver of competitive bidding).
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and the City Commission accept
the recommendation of the City Manager to award a contract pursuant to Request for
Proposals No. 55-11/12 for the Acquisition Of A Mobile And/Or Handheld License Plate
Recognition (LPR) Parking Enforcement System (the RFP); authorizing the administration to
enter into negotiations with ParkTrak for the handheld LPR parking enforcement system;
authorizing the Mayor and City Clerk to execute an agreement with the proposer upon
completion of negotiations by the Administration.
PASSED AND ADOPTED THIS 42A DAY OF S(Pki4er20112.
ATTEST:
CI CL A OR
T:WGEND 012\9-12- - -12 1PR king Enforcement System-Reso.docx
INCORP ORATED'
' 26
APPROVED AS TO
FORM&LA
&FOR EXE CUTION
2 City A �, Date mom
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Accepting The
Recommendation Of The Interim City Manager To Award A Contract Pursuant To Request For Proposals
No. 55-11/12 For The Acquisition Of A Mobile And/Or Handheld License Plate Recognition (LPR) Parking
Enforcement System (The RFP); Authorizing The Administration To Enter Into Negotiations With ParkTrak
For The Handheld LPR Parking Enforcement System; Authorizing The Mayor And City Clerk To Execute
An Agreement With The Proposer Upon Completion Of Negotiations By The Administration.
Key Intended Outcome Supported:
Improve Parking Availability; Improve process through information technology
Supporting Data (Surveys, Environmental Scan, etc: 77% of residents rated availability of Parking
across Miami Beach as too little or much too little.
Issue:
Shall the Mayor and City Commission adopt the Resolution?
Item Summary/Recommendation:
The City of Miami Beach Parking Department (the City) is pursuing technology enhancements for its
parking payment systems, including but not limited to multi-space pay stations, municipal permit
programs, including business and residential permits, and potentially pay by phone services. The City
intends to migrate to an LPR enforcement system and eventually have "paperless" parking payment
options and solutions. The payment options shall be delivered through real time web based services
provided by either the vendors' payment platform, or in at least one case, the City's payment platform.
At its July 18, 2012 meeting, the Mayor and City Commission approved the reissuance of the RFP for the
acquisition of a mobile and/or handheld LPR parking enforcement system with an initial term of three (3)
years, and two (2) one-year renewal options.
RFP No. 55-11/12 was issued on July 26, 2012, with a bid opening date of August 20, 2012. BidNet
issued bid notices to 62 prospective proposers, and over 13 proposers were notified via e-mail. Four (4)
proposals were received, three(3)were deemed non-responsive.
The Interim City Manager, via Letter to Commission (LTC) No. 218-2012, dated August 20, 2012,
appointed an Evaluation Committee which convened on August 28, 2012 and August 31, 2012.
The Administration recommends that the Mayor and the City Commission award a contract to ParkTrak
(the only responsive proposal received) for the Handheld License Plate Recognition (LPR) Parking
Enforcement System pursuant to RFP 55-11/12.
ADOPT THE RESOLUTION.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account
Funds: 1 $280,000 480 Parking Operations Fund FY2013
OBPI Total
Vj
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Raul Aguila
Sign-Offs:
De ent DiXQctor Assistant 9&Wpjager City Manaar
RA 'F__X PDW KGB
TAAGENDA\ 0 2\9-12-12\RFP#55-11-12 LPR Parking Enforcement System-SUM.docx
AGENDA ITEM C 7
MIAMI DATE -/
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of,the City Commission
FROM: Kathie G. Brooks, Interim City Manager �� •
DATE: September 12, 2012
suBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
INTERIM CITY MANAGER TO AWARD A CONTRACT PURSUANT TO REQUEST
FOR PROPOSALS NO. 55-11/12 FOR THE ACQUISITION OF A MOBILE AND/OR
HANDHELD LICENSE PLATE RECOGNITION (LPR) PARKING ENFORCEMENT
SYSTEM (THE RFP); AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH PARKTRAK FOR THE HANDHELD LPR PARKING
ENFORCEMENT SYSTEM; AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE AN AGREEMENT WITH THE PROPOSER UPON COMPLETION OF
NEGOTIATIONS BY THE ADMINISTRATION.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution
FUNDING
$280,000 Parking Operations Fund for FY 2013—Account: 480
KEY INTENDED OUTCOME
Improve Parking Availability; Improve process through information technology.
BACKGROUND
On March 21, 2012 the City Commission approved the issuance of Request for Proposals
(RFP) No. 35-11/12 for the acquisition of a mobile and handheld License Plate Recognition
(LPR) parking enforcement system.
The RFP was issued on April 20, 2012 and proposals received on May 21, 2012. Two (2)
proposals were received, however neither one provided both solutions in one package. Since
this was a requirement of RFP No. 35-11/12, the Administration disqualified both proposals for
being non-responsive.
September 12, 2012
City Commission Memorandum
RFP#55-11112-LPR Parking Enforcement
Page 2 of 7
RFP PROCESS
At its July 18, 2012 meeting, the Mayor and City Commission approved the reissuance of the
RFP for the acquisition of a mobile and/or handheld LPR parking enforcement system with an
initial term of three (3) years, and two (2) one-year renewal options.
RFP No. 55-11/12 was issued on July 26, 2012, with a bid opening date of August 20, 2012. A
pre-proposal conference to provide information to the proposers submitting a response was held
on August 3, 2012.
BidNet issued bid notices to 62 prospective proposers, and over 13 proposers were notified via
e-mail, which resulted in the receipt of the following four(4) proposals:
• Dana Safety Supply/ Genetec
• ParkTrak, Inc. (ParkTrak)
• Tannery Creek Systems
• Virtual Parking
After the initial review of the proposals received, it was determined that Virtual Parking was non-
responsive for failure to provide original signed copies of the RFP forms.
SCOPE OF SERVICES
It is the intent of the City to enter into a three (3) year Agreement with the successful Proposer
to provide a Mobile and/or Handheld LPR Parking Enforcement System, with an option for an
additional two (2) year renewal option, at the sole discretion of the Interim City Manager.
The successful Proposer shall be responsible for the following:
1. All hardware and software for the Mobile and/or Handheld LPR System and application.
2. Back-Office Management and Reporting System.
3. The system enables a parking inspector to quickly and easily navigate through a
handheld and/or mobile device and determine the parking payment "status" (valid or
invalid) and other credential information, as determined by the City, of a user/vehicle by
reading the license plate.
4. The System must cross reference various types of parking payment platforms, including
proprietary multi-space pay stations, permit software, pay by phone, and other platforms,
as required.
5. The system will be utilized by parking enforcement personnel 24 hours, 365 days a year
(full time); therefore, the Successful Proposer shall have sufficient resources and
personnel to support and maintain the system.
6. Equipment shall be ruggedized.
7. High accuracy in license plate recognition.
September 12, 2012
City Commission Memorandum
RFP#55-11112-LPR Parking Enforcement
Page 3 of 7
MINIMUM REQUIREMENTS AND QUALIFICATIONS
1. The Proposer must have a verifiable proven track record of providing successful mobile
and/or handheld LPR systems and, to that end, must have no fewer than three (3)
consecutive years of experience in comparable municipal parking enforcement
operations and/or related enforcement applications.
2. The Proposer must demonstrate evidence of financial capability sufficient to install,
maintain, and support mobile and handheld LPR systems and services to meet the City's
needs.
3. The Proposer must demonstrate a level of expertise, technical knowledge, innovation,
and overall capacity to provide mobile and/or handheld LPR systems and services with
a high level of success interfacing with multiple payment platforms during variable
periods of high demand, including unforeseeable circumstances.
MINIMUM TECHNICAL SOFTWARE REQUIREMENTS
1. Software in the LPR must read real time parking data from the City's parking database
for both mobile and handheld LPR devices.
2. Software must be compatible with Windows 7 Desktop.
3. Software must have the ability to create internal and external reports
4. Proposer must have successfully completed at least three (3) externally hosted software
packages for a comparable parking system equal to most, if not all, of the above
specifications, including software merging of an existing data/history within the past four
(4) years.
5. Successful proposer will be responsible for all sub-contracted solutions and/or third party
software.
6. Proposer must provide on-site training for implementation.
7. Proposer shall be responsible for all service to the database website reporting.
8. All data must be owned by the City.
The Interim City Manager, via Letter to Commission (LTC) No. 218-2012, dated August 20,
2012, appointed an Evaluation Committee ("the Committee") consisting of the following
individuals:
• Hernan Cardeno, Division Commander, Code Compliance
• Robert Biles, Applications Systems Manager, Information Technology Department
• Mark Spencer, Parking Operations Manager, Parking Department
• Jo Asmundsson, CMB Leadership Academy, Resident
• Alexandra Argudin, Chief Operations Officer, Miami Parking Authority
Alternates:
• Nelson Martinez, Systems Support Manager, Information Technology Department
• Humberto Escandon, Enforcement Manager, Miami Parking Authority
Committee members Alexandra Argudin and Humberto Escandon recused themselves from the
Committee due to perceived conflict of interest with firms being evaluated.
September 12, 2012
City Commission Memorandum
RFP#55-11112-LPR Parking Enforcement
Page 4 of 7
On August 28, 2012, at the request of the Interim City Manager to add another resident to the
Committee, a City of Miami Beach Leadership Academy Graduate and resident was contacted
to serve on the Committee. Added with the approval of the Interim City Manager, Ms. Francine
Medera was appointed to the Committee.
The Committee convened on August 29, 2012, and a quorum was attained. The Committee was
provided with general information on the scope of services, Performance Evaluation Surveys
and additional pertinent information from the proposers.
The Committee was also provided with presentations and demonstrations of the product from all
proposers with the intent of focusing the discussion on the Scope of Services. The Committee
discussed their individual perceptions of the proposers' product, qualifications, experience, and
competency, and further ranked the proposers accordingly.
The following Evaluation Criteria was used to evaluate and rank the proposals received in
response to the RFP:
• Proposer's experience and qualifications in providing mobile and/or handheld
LPR systems and services: 25 points
• Cost to the City: 25 points
• Mobile and/or Handheld LPR System capabilities, performance, and durability:
25 points
• Technical knowledge, innovation, and overall capacity to provide mobile and/or
handheld LPR systems and services: 15 points
• Past performance based on references, information provided in the proposal
submission, and performance evaluation surveys: 10 points
Additional Points:
• Local Preference: The Evaluation Committee will assign an additional five (5)
points to Proposers, which are, or include as part of their proposal team, a Miami
Beach-based vendor as defined in the City's Local Preference Ordinance.
• Veterans Preference: The Evaluation Committee will assign an additional five
(5) points to Proposers, which are, or include as part of their proposal team, a
small business concern owned and controlled by a veteran(s) or a service-
disabled veteran business enterprise, as defined in the City's Veterans
Preference Ordinance.
The Committee members unanimously agreed to separate the scoring by device proposed,
Mobile or Handheld LPR Parking Enforcement systems.
A motion (which was unanimous) was made to recommend that the Administration enter into
negotiations with the Committee's top-ranked proposer, Tannery Creek Systems; and should
the negotiations be unsuccessful, that it negotiate with the second ranked proposer, ParkTrak
for the handheld and Dana Safety Supply for the Mobile LPR Parking Enforcement systems.
September 12, 2012
City Commission Memorandum
RFP#55-11112-LPR Parking Enforcement
Page 5 of 7
It is important to note that during each proposer's presentations, Committee member, Robert
Biles, Applications Systems Manager of the City's Information Technology Department (IT),
specifically inquired about the proposers' method of hosting and managing the software, as well
as the intended location of the server. The Minimum Technical Software Requirements
(specifically, No. 4) of the RFP, which was further clarified in Addendum No.1, required that the
vendor must externally host and manage the software.
Based on the aforementioned, the Administration discussed the information that became
apparent during vendor interviews and agreed that it would be necessary to seek clarification
from each proposer.
The additional information obtained from each proposer confirmed that Tannery Creek Systems
and Dana Safety Supply did not meet Minimum Technical Software Requirement, No. 4, and
were therefore deemed non-responsive to the RFP.
As a result, the Committee reconvened on August 31, 2012 to discuss the findings and make a
new motion. A motion, which was unanimous, was made to recommend ParkTrak for an award
of the handheld LPR parking enforcement system and to recommend the issuance of an RFP
for a mobile LPR parking enforcement system.
COMPANY'S PROFILE
ParkTrak has been delivering parking solutions since 1994 as a division of a parking
enforcement collections parent company; ParkTrak became independent in 2001 with the sole
purpose of providing handheld parking solutions. ParkTrak is headquartered in Spokane,
Washington.
ParkTrak develops, markets, implements and supports handheld solutions for a broad segment
of parking, security and revenue control applications. The company's parking specific
application software and handheld devices provide enforcement, revenue control, tracking, and
office management solutions to municipal, institutional and private parking operations across
North America. The company also offers a full range of services including integration, training,
and support.
ParkTrak proposes a parking ticket management system with the option of imaging technology
to increase ticket accuracy, decrease ticket appeals, and enhance permit management through
embedded License Plate Recognition (LPR), appending photographic notes; wireless printing,
and interfaces for electronic pay-by-space and pay-and-display machines. Their solution will
integrate with the City of Miami Beach's existing parking management and cash receipting
system and currently integrates with multiple public sector systems, comparable to the SunGard
Public Sector System.
Furthermore, ParkTrak will provide the required hours of application training. Typical
installations are done with pre-installation work done with the client before the technician
arriving, and two days or more onsite training of the software and handhelds. Additional training
is available remotely via a VPN or by phone as needs dictate. Web training can also be
arranged using various web conferencing tools.
September 12, 2012
City Commission Memorandum
RFP#55-11112-LPR Parking Enforcement
Page 6 of 7
ParkTrak has worked with mobile LPR parking enforcement system providers; Hi-Tech
Solutions, PIPS-A Federal Signal Company, and Genetec. They have externally hosted
handheld parking enforcement systems for Concord Parking of Vancouver, British Columbia,
Canada, Colonial Parking of Washington, DC and Value Parking of Nashville, Tennessee.
A copy of the price proposal has been attached herein.
INTERIM CITY MANAGER'S DUE DILIGENCE
After considering the review and recommendation of Evaluation Committee, the Interim City
Manager exercised her due diligence and is recommending that the Mayor and the City
Commission authorize negotiations with ParkTrak for the handheld LPR parking enforcement
system.
Furthermore, since ParkTrak (which is the sole responsive proposer to the RFP) only included a
proposal for the handheld system, it is the City Administration's intent to proceed with the
purchase of a mobile LPR parking enforcement system, either via "piggybacking" on to another
public contract or other method (which may include bringing this component back to
Commission at a future date as a request for waiver of competitive bidding).
CONCLUSION
The Administration recommends that the Mayor and the City Commission accept the
recommendation of the Interim City Manager to award a contract pursuant to Request for
Proposals No. 55-11/12 for the Acquisition Of A Mobile And/Or Handheld License Plate
Recognition (LPR) Parking Enforcement System (the RFP); authorizing the Mayor and City
Clerk to execute an agreement with the proposer upon completion of negotiations by the
Administration.
KGB/PDW/SF
TAAGENDA\2012\7-18-12\LPR Handheld RFP Memo.docx
September 12, 2012
City Commission Memorandum
RFP#55-11112-LPR Parking Enforcement
Page 7 of 7
ParkTrak, Inc. Quote
Date Quote#
8609 North Division St. 812OM12 1184
Spokane,Wa 99208
888-877-6212 FAX 509-323-9541
Ms.Cristina Delvat,Contracts Compliance Specialist ENFORCEMENT QUOTE
City Hall
Procurement Division
Third Floor
1700 Convention Center
Miami Beach,FL 33139 Rep Project
Karla Baig RFP#55-11112
Monthly
Product Description Qty Rate PRICE Licensing&
Su rt
ParkTrak.Net Parking Enforcement Software i included
Intermec CN50 Handheld Unit&Software 47 4,695.00 $220,665.00 $1,175.00
Charging Quad 12 295.00 $3,540.00
Protective Case 47 99.00 $4,653.00
Spare Battery 47 155.00 $7,285.00
EMS Handheld Interface 47 495.00 $23,265.00 $1,175.00
Direct Handheld Unit Permit Integration 47 495-00 $23,265.00 $1,175.00
ParkMobile Integration 47 495.00 $23,265.00 $1,175.00
License Plate Recognition Handheld Software 47 1,750.00 $82,250.00 $1,175.00
SUBTOTAL $388,188.00 $5,875.00
Quantity Discount(See Chart Below) -$116,456.40 -$1,762.50
GPRS Data Plan 47 40.00 $1,880.00
Installation and Training per day *does not include travel and expenses 11 750.00 $8,250.00
Quantity Discount Chart
Number of Units - Discount
0-10 0%
11-20 10%
21-30 201%
30+ 30%
Monthly Cost
$5,992.50
50%due at the time of the order. Remainder due upon completion of install Subtotal $279,981.60
Quote valid for 14 days from above date unless otfrermse indicated Sales Tax Aoi-W w WA
Ikidera
Total $279,981.60
Initials
Quote and service agreement must be initialed and signed.
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