C2F-Re-Issue RFP Mobile And-Or Handheld LPR Parking Enforcement SystemCOMMISSION ITEM SUMMARY
Condensed Title:
Request for approval to re-issue a Request For Proposals (RFP) for the acquisition of a Mobile and/or
Handheld License Plate Recognition (LPR) parking enforcement system with certain amended.
requirements.
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:
I Shall the Mayor and City Commission approve the re-issuance of the RFP?
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.
On March 21, 2012 the City Commission approved the issuance of RFP No. 35-11/12 for the acquisition of
a mobile and handheld LPR parking enforcement system. The intent was to acquire both systems from
one vendor. 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 has disqualified both proposals for being non-
responsive. Therefore, the Administration recommends that the RFP be re-issued to allow for vendors to
provide proposals for each solution separately.
The Administration recommends that the Mayor and the City Commission re-issue a Request For
Proposals for the acquisition of a Mobile and/or --,t:landheld License Plate Recognition (LPR) Parking
Enforcement System with certain amended requiremen!s. ..... ....
APPROVE THE ISSUANCE OF THE RFP.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of Amount Account
Funds: 1 N/A
OBPI Total
Financial Impact Summary: Request to issue RFP only, no funds being expended.
Cit Clerk's Office Le islative Trackin
Saul Frances ext 6483
MIAMI BEACH 71
AGENDA iTEM
DATE
G2F
7-1 '&7-/2-
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 ;!'.,/'t ~ /--'
DATE: July 18, 2012 / -//
SUBJECT: REQUEST FOR APPROVAL TO RE-ISSUE A REQUEST FOR PROPOSALS (RFP)
FOR THE ACQUISITION OF A MOBILE AND/OR HANDHELD LICENSE PLATE
RECOGNITION (LPR) PARKING ENFORCEMENT SYSTEM WITH CERTAIN
AMENDED REQUIREMENTS.
ADMINISTRATION RECOMMENDATION
Re-issue RFP with certain amended requirements.
KEY INTENDED OUTCOME
Improve Parking Availability; Improve process through information technology.
ANALYSIS
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 a License Plate Recognition (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.
The City is seeking an LPR enforcement component including functionality through real time
web enabled mobile and handheld units which interface with the proprietary payment platforms
described above. The above payment platform list is not intended to be an all encompassing
list.
On March 21, 2012 the City Commission approved the issuance of RFP No. 35-11/12 for the
acquisition of a mobile and handheld LPR parking enforcement system. The intent was to
acquire both systems from one vendor. 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 has disqualified both proposals for being non-responsive. Therefore, the
Administration recommends that the RFP be re-issued to allow for vendors to provide proposals
for each solution separately.
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July 18, 2012
City Commission Memorandum
Parl<ing LPR-RFP
Page 2of4
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 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.
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.
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July 18, 2012
City Commission Memorandum
Parking LPR-RFP
Page 3 of4
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.
EVALUATION PROCESS
The procedure for Proposal evaluation and selection is as follows:
1. Request for Proposals issued.
2. Receipt of Proposals.
3. Opening of Proposals and determination if they meet the minimum standards of
responsiveness.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
Proposal in accordance with the requirements of this RFP. Proposers may be requested
to make additional written submissions or oral presentations to the Evaluation
Committee.
5. The Evaluation Committee shall recommend to the City Manager the Proposal or
Proposals acceptance of which the Evaluation Committee deems to be in the best
interest of the City.
6. The Evaluation Committee shall base its recommendations on the following factors, for a
total of 100 possible points:
• 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 Handlheld 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
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.
7. • After considering the recommendation(s) of the Evaluation Committee, the City Manager
shall recommend to the Mayor and Commission the Proposal or Proposals acceptance
of which the City Manager deems to be in the best interest of the City.
8. The City Commission shall consider the City Manager's recommendation(s) as it deems
appropriate and may: approve the City Manager's recommendation(s); make its own
recommendation(s); reject all Proposals; or may prescribe such other action, as it deems
necessary and in the best interest of the City.
74
July 18, 2012
City Commission Memorandum
Parl<ing LPR-RFP
Page 4 of4
9. Following recommendation of award by the City Commission, negotiations between the
selected Proposers and the City Administration take place to arrive at a contract. If the
Mayor and Commission has so directed, the City Manager may proceed to negotiate a
contract with a Proposer other than the top-ranked Proposer if the negotiations with the
top-ranked Proposer fail to produce a mutually acceptable contract within a reasonable
period of time.
10. A proposed contract (or contracts) is presented to the Mayor and Commission for
approval, modification and approval, or rejection.
11. If and when a contract (or contracts) acceptable to the respective parties is approved by
the Mayor and Commission, the Mayor and City Clerk sign the contract(s) after the
selected Proposer(s) has (or have) done so.
CONCLUSION
The Administration recommends that the Mayor and the City Commission re-issue a Request
For Proposals for the acquisition of a Mobile and/or Handheld License Plate Recognition (LPR)
Parking Enforcement System with certain amended requirements.
KGB/JGG/SF
T:\AGENDA\2012\7-18-12\LPR Handheld RFP Memo.docx
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