98-22702 RESO
RESOLUTION NO.
98-22702
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,
FLORIDA, AUTHORIZING THE ADMINISTRATION TO PROCEED WITH THE ISSUANCE OF
A REQUEST FOR PROPOSALS SEEKING THE LEASE PURCHASE OF 9,250 ELECTRONIC
PARKING METERS, INCLUDING ALL RELATED SOFTWARE AND HARDWARE.
WHEREAS, on October 18, 1996, the City of Miami Beach issued a public bid for the purchase
of9,500 parking meters; and
WHEREAS, bids were received from three major meter manufacturers and demonstration units
from each bidder were supplied for field testing along Ocean Drive; and
WHEREAS, all units performed without any type of unusual malfunction; and
WHEREAS, the City's mechanical parking meters, at a median age of22 years, are at the end
of their usable life and do not serve the parking public well; and
WHEREAS, new electronic meter mechanisms will enable the City to offer state-of-the-art
parking meters that accept multiple coin and debit card technology; and
WHEREAS, on February 4, 1998, the Mayor and City Commission accepted the recommendation
of the Finance and Citywide Projects Committee, rejecting the bid, and directed the
Administration to develop a Request for Proposal (RFP) to lease-purchase the electronic meter
mechanisms, and to fund the cost of the lease-purchase through the increased revenue realized by
the replacement of the older existing mechanisms.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, hereby authorizes the Administration
to proceed with the issuance of a Request for Proposals seeking the lease purchase of 9,250 electronic
parking meters and all related software and hardware.
PASSED AND ADOPTED this llt day of April, 1998
w~
MAYOR
ATTEST:
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CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
1{W'
It}' ey
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CITY OF MIAMI BEACH
RFP NO. 43-97/02
REQUEST FOR PROPOSALS FOR
THE LEASE PURCHASE OF 9,250 ELECTRONIC PARKING METERS
A PRE-PROPOSAL CONFERENCE IS SCHEDULED FOR 1 0:00AM
ON APRIL 21,1998, IN THE 1ST FLOOR CONFERENCE ROOM OF CITY HALL
PROPOSALS ARE DUE AT THE ADDRESS SHOWN BELOW
NO LATER THAN MAY 5,1998 AT 2:00PM
CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 CONVENTION CENTER DRIVE, THIRD FLOOR
MIAMI BEACH, FL 33139
PHONE: (305) 673-7490
FAX: (305) 673-7851
RFP NO.: 43-97/02
DATE: 4/2/98
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TABLE OF CONTENTS
Page
I. OVERVIEW AND PROPOSAL PROCEDURES 3
II. SCOPE OF SERVICES 8
III. PROPOSAL FORMAT 10
IV. EVALUATION/SELECTION PROCESS; CRITERIA FOR EVALUATION 11
V. GENERAL PROVISIONS 13
VI. PROPOSAL DOCUMENTS TO BE COMPLETED AND RETURNED 15
TO CITY
VII. METER LEASE/PURCHASE SPECIFICATIONS 23
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SECTION I - OVERVIEW AND PROPOSAL PROCEDURES:
A. INtRODUCTION/BACKGROUND
The City of Miami Beach is seeking competitive Request for Proposals (RFP) for a five (5)
year lease/purchase of9,250 fully electronic parking meters, along with training, software,
and hardware related to their operation.
It is the intention of the City of Miami Beach to purchase the equipment as specified herein
from a source of supply that will give prompt and convenient deliveries.
B. RFP TIMET ABLE
The anticipated schedule for this RFP and contract approval is as follows:
RFP issued
4/2/98
Deadline for receipt of questions
4/20/98
Pre-Proposal Conference
4/21/98, 1 0:00AM
Deadline for receipt of proposals
5/5/98, 2:00PM
Evaluation committee meeting
5/11/98
Commission approval and authorization
of negotiations
6/3/98
Contract negotiations
6/5/98
Projected award date
6/17/98
Projected contract start date
7/1/98
C. PROPOSAL SUBMISSION
An original and seven (7) copies of complete proposals must be received by 5/5/98 at
2:00PM and will be opened on that day, at that time. The original and all copies must be
submitted to the Procurement Division in a sealed envelope or container stating on the
outside the proposer's name, address, telephone number, RFP number and title, and proposal
due date.
The responsibility for submitting a response to this RFP to the Procurement Division on or
before the stated time and date will be solely and strictly that of the proposer. The City will
in no way be responsible for delays caused by the U.S. Post Office or caused by any other
entity or by any occurrence. Proposals received after the proposal due date and time will not
be accepted and will not be considered.
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D. PRE-PROPOSAL CONFERENCE
A pre-proposal conference has been schedule for April 21, 1998 at IO:OOAM at the 1st Floor
Conference Room of City Hall, and attendance is mandatory. Proposals will only be
accepted from those who attend the pre-proposal conference and sign the attendance sheet.
Proposers are encouraged to submit written questions to the contact person in advance.
E. CONTACT PERSON/ADDITIONAL INFORMATION/ADDENDA
The contact person for this RFP is the Procurement Director at (305) 673-7490. Proposers
are advised that from the date of release of this RFP until award of the contract, all contact
regarding this RFP shall be with the Procurement Director. Any such unauthorized contact
may result in the disqualification of the proposer's submittal.
Requests for additional information or clarifications must be made in writing to the
Procurement Director no later than the date specified in the RFP timetable. Facsimiles will
be accepted at (305) 673-7851.
The City will issue replies to inquiries and any other corrections or amendments it deems
necessary in written addenda issued prior to the deadline for responding to the RFP.
Proposers should not rely on representations, statements, or explanations other than those
made in this RFP or in any addendum to this RFP. Proposers are required to acknowledge
the number of addenda received as part of their proposals. The proposer should verify with
the Procurement Division prior to submitting a proposal that all addenda have been
received.
F. MODIFICATION/WITHDRAWALS OF PROPOSALS
A proposer may submit a modified proposal to replace all or any portion of a previously
submitted proposal up until the proposal due date and time. Modifications received after the
proposal due date and time will not be considered.
Proposals shall be irrevocable until contract award unless withdrawn in writing prior to the
proposal due date or after expiration of 180 calendar days from the opening of proposals
without a contract award. Letters of withdrawal received after the proposal due date and
before said expiration date and letters of withdrawal received after contract award will not
be considered.
G. RFP POSTPONEMENT/CANCELLATION/REJECTION
The City may, at its sole and absolute discretion, reject any and all, or parts of any and all,
proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive
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any irregularities in this RFP or in any proposals received as a result of this RFP.
H. COST INCURRED BY PROPOSERS
All expenses involved with the preparation and submission of proposals to the City, or any
work performed in connection therewith, shall be the sole responsibility of the proposer(s)
and not be reimbursed by the City.
I. VENDOR APPLICATION
Prospective proposers should register with the City of Miami Beach Procurement Division;
this will facilitate their receipt of future notices of solicitations when they are issued. All
proposer(s) must register prior to award; failure to register will result in the rejection of the
proposal. Potential proposers may contact the Procurement Division at (305) 673-7490 to
request an application.
Registration requires that a business entity complete a vendor application and submit an
annual administrative fee of $20.00. The following documents are required:
I. Vendor registration form
2. Commodity code listing
3. Articles of Incorporation - Copy of Certification page
4. Copy of Business or Occupational License
5. Notarized Florida Public Entity Crime Affidavit
It is the responsibility of the proposer to inform the City concerning any changes, including
new address, telephone number, services, or commodities.
J. EXCEPTIONS TO RFP
Proposers must clearly indicate any exceptions they wish to take to any of the terms in this
RFP, and outline what alternative is being offered. The City, after completing evaluations,
may accept or reject the exceptions. In cases in which exceptions are rejected, the City may
require the proposer to furnish the services or goods originally described, or negotiate an
alternative acceptable to the City.
K. SUNSHINE LAW
Proposers are hereby notified that all information submitted as part of a response to this RFP
will be available for public inspection after opening of proposals, in compliance with Chapter
286, Florida Statutes, known as the "Government in the Sunshine Law".
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L. NEGOTIATIONS
The City may award a contract on the basis of initial offers received, without discussion, or
may require proposers to give oral presentations based on their proposals. The City reserves
the right to enter into negotiations with the selected proposer, and if the City and the selected
proposer cannot negotiate a mutually acceptable contract, the City may terminate the
negotiations and begin negotiations with the next selected proposer. This process may
continue until a contract has been executed or all proposals have been rejected. No proposer
shall have any rights in the subject project or property or against the City arising from such
negotiations.
M. PROTEST PROCEDURE
Proposers that are not selected may protest any recommendations for contract award by
sending a formal protest letter to the Procurement Director, which letter must be received no
later than five (5) calendar days after award by the City Commission. The Procurement
Director will notify the protester of the cost and time necessary for a written reply, and all
costs accruing to an award challenge shall be assumed by the protester. Any protests
received after five (5) calendar days from contract award by the City Commission will not
be considered, and the basis or bases for said protest shall be deemed to have been waived
by the protester.
N. RULES; REGULATIONS; LICENSING REQUIREMENTS
Proposers are expected to be familiar with and comply with all Federal, State and local laws,
ordinances, codes, aild regulations that may in any way affect the services offered, including
the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform
Guidelines, and all EEO regulations and guidelines. Ignorance on the part of the proposer
will in no way relieve it from responsibility for compliance.
O. DEFAULT
Failure or refusal of a proposer to execute a contract upon award by the City Commission,
or untimely withdrawal of a proposal before such award is made and approved, may result
in forfeiture of that portion of any proposal surety required as liquidated damages to the City;
where surety is not required, such failure may result in a claim for damages by the City and
may be grounds for removing the proposer from the City's vendor list.
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P. CONFLICT OF INTEREST
All proposers must disclose with their proposal the name(s) of any officer, director, agent,
or immediate family member (spouse, parent, sibling, child) who is also an employee of the
City of Miami Beach. Further, all proposers must disclose the name of any City employee
who owns, either directly or indirectly, an interest of ten (10%) percent or more in the
proposer or any of its affiliates.
Q. PROPOSER'S RESPONSIBILITY
Before submitting a proposal each proposer shall make all investigations and examinations
necessary to ascertain all conditions and requirements affecting the full performance of the
contract. Ignorance of such conditions and requirements resulting from failure to make such
investigations and examinations will not relieve the successful proposer from any obligation
to comply with every detail and with all provisions and requirements of the contract
documents, or will be accepted as a basis for any claim whatsoever for any monetary
consideration on the part of the proposer.
R. RELATION OF CITY
It is the intent of the parties hereto that the successful proposer be legally considered to be
an independent contractor and that neither the proposer nor the proposer's employees and
agents shall, under any circumstances, be considered employees or agents of the City.
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SECTION II - SCOPE OF -SERVICES
Parking meters in the City of Miami Beach provide an important parking management and traffic
flow function by promoting vehicle turnover, and allowing efficient use of limited curbside parking
in the congested commercial and mixed-use districts in the City. With the lease-purchase of fully
electronic parking meter mechanisms, the city will implement an integrated parking meter
management system, providing more efficient parking meter technology to the parking public.
The City of Miami Beach seeks a five (5) year lease-purchase of9,250 fully electronic parking meter
mechanisms with multiple coin and debit card technology; electronic meter management software
and training; Medeco or equivalent electronic vault key system; domes, plates and parts as described
herein; the refurbishment of 11,000 meter housings; and the buy-back of existing mechanism
inventory.
The City's parking meters are located in busy commercial areas of the City and are subject to heavy
use and vandalism. In an average year, 12,000 coins will be inserted into each meter. The electronic
parking meter mechanisms must have the capability of operating under a wide range of weather
conditions, including high heat, humidity, cold, rain, high winds, and a high concentration of
airborne salt.
The electronic parking meter mechanisms must be capable of operating as part of an integrated
management information system that includes a Windows PC-based software program, and a
hand-held Portable Data Terminal that can link the PC and the electronic meters. The electronic
meter mechanisms must be capable of storing a wide range of data which can only be retrieved
through the use of Portable Data Terminals. The average transaction time for. data retrieval from
each meter should be less than five (5) seconds.
The electronic parking meter mechanisms must provide for a wide range of functions, including the
acceptance of multiple coins and debit card technology. Meter functions must have the capability
of being easily changed through programming. A variety of program functions are required,
including, but not limited to: a unique serial number for each mechanism; time, day and date; outage
and out of order data; automatic on-off on a daily basis; coin credit for up to 99 hours and 59 minutes
for each coin; varying coin credit depending upon pre-programmed times or days; varying coin
credit for a minimum of six (6) different rate periods; coin discriminator and coin counting; the
ability to distinguish and report time purchased by coin, and time purchased by debit card separately;
liquid crystal display (LCD) of time purchased (credited) and/or negative time; out-of-order
condition display; and no-parking/restricted parking display.
The electronic parking meter mechanisms must have a handle-free operation, and mechanisms must
be compatible with the City's existing stock of Duncan Model 80 meter housings. The electronic
components, including the entire circuit board, must be weather proof, and must conform to all
operating systems and functionality of the City's existing meter operation.
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The City of Miami Beach requires a mInImUm delivery of 3,000 electronic parking meter
mechanisms every thirty (30) days, from the date of the award of a contract. Completed delivery of
9,250 electronic meter mechanisms, related hardware, software, and training shall be completed no
later than October 31, 1998.
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SECTION III - PROPOSAL FORMAT
Proposals must contain the following documents, each fully completed and signed as required.
Proposals which do not include all required documentation or are not submitted in the required
format, or which do not have the appropriate signatures on each document, may be deemed to be
non-responsive. Non-responsive proposals will receive no further consideration.
A. CONTENTS OF PROPOSAL
1. Table of Contents
Outline in sequential order the major areas of the proposal, including enclosures. All
pages must be consecutively numbered and correspond to the table of contents.
2. Proposal Points to Address:
Proposer must respond to all minimum requirements listed below, and provide
documentation which demonstrates ability to satisfy all of the minimum qualification
requirements. Proposals which do not contain such documentation may be deemed
non-responSIve.
3. Price Proposal
Proposer must include price which will be charged to the City.
3. Acknowledgment of Addenda and Proposer Information forms (Section VIII)
4. Any other document required bv this RFP. such as a Ouestionnaire or Proposal
Guaranty.
B. MINIMUM REQUIREMENTS / QUALIFICATIONS:
1. All Proposers shall include in their proposal the number of years their respective firm
has been providing their product, references from municipalities for contracts of
similar size, and an audited financial statement for the last operational fiscal year.
2. Demonstrated ability to complete delivery of a minimum of 9,250 electronic meter
mechanisms within 90 days of bid award; no later than October 31, 1998. Provide
examples of:
a.
b.
Complete installment of similar scope and size.
Inventory/production and delivery capability.
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SECTION IV - EVALUATION/SELECTION PROCESS: CRITERIA FOR EVALUATION
The procedure for proposal evaluation and selection is as follows:
I. Request for Proposals issued.
2. Receipt of proposals.
3. Opening and listing of all proposals received.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
proposal in accordance with the requirements of this RFP. If further information is desired,
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
that the Evaluation Committee deems to be in the best interest of the City.
The Evaluation Committee shall base its recommendations on the following factors:
1. Ability to meet RFP specifications
2. Meter installations of similar scope and quantity for other municipalities within the
last five (5) years.
3. Demonstrated record of service and the availability of service personnel to be at the
City of Miami Beach Parking Department within 24 hours of n9tice.
4. Terms and conditions of the lease/purchase.
5. Net cost associated with lease of9,2S0 meters.
6. Ability to meet outlined installation time line.
7. Additional response to options outlined in the RFP.
6. After considering the recommendation(s) of the Evaluation Committee, the City Manager
shall recommend to the City Commission the proposal or proposals that the City Manager
deems to be in the best interest ofthe City.
7. The City Commission shall consider the City Manager's recommendation(s) in light of the
recommendation(s) and evaluation of the Evaluation Committee and, if appropriate, approve
the City Manager's recommendation(s). The City Commission may reject City Manager's
recommendation(s) and select another proposal or proposals. The City Commission shall
select the proposal or proposals that the City Commission deems to be in the best interest of
the City. The City Commission may also reject all proposals.
8. Negotiations between the selected proposer and the City Manager will take place to arrive
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at a contract. If the City 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.
9. A proposed contract or contracts will be presented to the City Commission for approval,
modification and approval, or rejection.
10. If and when a contract or contracts acceptable to the respective parties is approved by the
City Commission, the Mayor and City Clerk will sign the contract(s) after the selected
proposer(s) has (or have) done so.
Important Note:
By submitting a proposal, all proposers shall be deemed to understand and agree that no
property interest or legal right of any kind shall be created at any point during the aforesaid
evaluation/selection process until and unless a contract has been agreed to and signed by both
parties.
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SECTION V - GENERAL PROVISIONS
A. ASSIGNMENT
The successful proposer shall not enter into any sub-contract, retain consultants, or
assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any or all
of its right, title, or interest therein, or its power to execute such contract to any
person, firm, or corporation without prior written consent of the City. Any
unauthorized assignment shall constitute a default by the successful proposer.
B. INDEMNIFICA TION
The successful proposer shall be required to agree to indemnify and hold harmless
the City of Miami Beach and its officers, employees, and agents, from and against
any and all actions, claims, liabilities, losses and expenses, including but not limited
to attorneys' fees, for personal, economic or bodily injury, wrongful death, loss of
or damage to property, in law or in equity, which may arise or be alleged to have
arisen from the negligent acts or omissions or other wrongful conduct of the
successful proposer, its employees, or agents in connection with the performance of
service pursuant to the resultant Contract; the successful proposer shall pay all such
claims and losses and shall pay all such costs and judgments which may issue from
any lawsuit arising from such claims and losses, and shall pay all costs expended by
the City in the defense of such claims and losses, including appeals.
C. TERMINATION FOR DEFAULT
If through any cause within the reasonable control of the successful proposer, it shall
fail to fulfill in a timely manner, or otherwise violate any of the covenants,
agreements, or stipulations material to the Agreement, the City shaH thereupon have
the right to terminate the services then remaining to be performed by giving written
notice to the successful proposer of such termination which shall become effective
upon receipt by the successful proposer of the written termination notice.
In that event, the City shall compensate the successful proposer in accordance with
the Agreement for all services performed by the proposer prior to termination, net of
any costs incurred by the City as a consequence of the default.
Notwithstanding the above, the successful proposer shall not be relieved of liability
to the City for damages sustained by the City by virtue of any breach of the
Agreement by the proposer, and the City may reasonably withhold payments to the
successful proposer for the purposes of set off until such time as the exact amount of
damages due the City from the successful proposer is determined.
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D. TERMINA TION FOR CONVENIENCE OF CITY
The City may, for its convenience, terminate the services then remaining to be
performed at any time without cause by giving written notice to successful proposer
of such termination, which shall become effective thirty (30) days following receipt
by proposer of such notice. In that event, all finished or unfinished documents and
other materials shall be properly delivered to the City. If the Agreement is
terminated by the City as provided in this section, the City shall compensate the
successful proposer in accordance with the Agreement for all services actually
performed by the successful proposer and reasonable direct costs of successful
proposer for assembling and delivering to City all documents. No compensation
shall be due to the successful proposer for any profits that the successful proposer
expected to earn on the balanced of the Agreement. Such payments shall be the total
extent of the City's liability to the successful proposer upon a termination as provided
for in this section.
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SECTION VI - PROPOSAL DOCUMENTS TO BE COMPLETED
AND RETURNED TO CITY
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PROPOSER INFORMATION
Submitted by:
Proposer (Entity):
Signature:
Name (Typed):
Address:
City/State:
Telephone:
Fax:
It is understood and agreed by proposer that the City reserves the right t~ reject any and all
proposals, to make awards on all items or any items according to the best interest of the City,
and to waive any irregularities in the RFP or in the proposals received as a result of the RFP.
It is also understood and agreed by the proposer that by submitting a proposal, proposer shall
be deemed to understand and agree than no property interest or legal right of any kind shall
be created at any point during the aforesaid evaluation/selection process until and unless a
contract has been agreed to and signed by both parties.
(Authorized Signature)
(Date)
(Printed Name)
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REQUEST FOR PROPOSALS NO. 43-97/02
ACKNOWLEDGMENT OF ADDENDA
Directions: Complete Part I or Part II, whichever applies.
Part I: Listed below are the dates of issue for each Addendum received in connection with
this RFP:
Addendum No. I, Dated
Addendum No.2, Dated
Addendum No.3, Dated
Addendum No.4, Dated
Addendum No.5, Dated
Part II:
No addendum was received in connection with this RFP.
Verified with Procurement staff
Name of staff
Date
(Proposer - Name)
(Date)
(Signature)
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DE CLARA TION
TO: Sergio Rodriguez
City Manager
City of Miami Beach, Florida
Submitted this
day of
,1998.
The undersigned, as proposer, declares that the only persons interested in this proposal are named
herein; that no other person has any interest in this proposal or in the Contract to which this proposal
pertains; that this proposal is made without connection or arrangement with any other person; and
that this proposal is in every respect fair and made in good faith, without collusion or fraud.
The proposer agrees if this proposal is accepted, to execute an appropriate City of Miami Beach
document for the purpose of establishing a formal contractual relationship between the proposer and
the City of Miami Beach, Florida, for the performance of all requirements to which the proposal
pertains.
The proposer states that the proposal is based upon the documents identified by the following
number: RFP No. 43-07/02.
SIGNATURE
PRINTED NAME
TITLE (IF CORPORATION)
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Proposer's Name:
Principal Office Address:
Official Representative:
Individual
Partnership (Circle One)
Corporation
If a Corporation. answer this:
When Incorporated:
In what State:
If Foreign Corporation:
Date of Registration with
Florida Secretary of State:
Name of Resident Agent:
Address of Resident Agent:
President's Name:
Vice-President's Name:
Treasurer's Name:
Members of Board of Directors:
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QUESTIONNAIRE
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Ouestionnaire (continued)
If a Partnership:
Date of organization:
General or Limited Partnership*:
Name and Address of Each Partner:
NAME
ADDRESS
* Designate general partners in a Limited Partnership
I. Number of years of relevant experience in operating similar busines~:
2. Have any similar agreements held by proposer for a project similar to the proposed
project ever been canceled?
Yes ( )
No ( )
If yes, give details on a separate sheet.
3. Has the proposer or any principals of the applicant organization failed to qualify as a
responsible bidder, refused to enter into a contract after an award has been made,
failed to complete a contract during the past five (5) years, or been declared to be in
default in any contract in the last five (5) years?
If yes, please explain:
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Ouestionnaire (continued)
4. Has the proposer or any of its principals ever been declared bankrupt or reorganized
under Chapter 11 or put into receivership?
If yes, give date, court jurisdiction, action taken, and any other explanation deemed
necessary .
5. Person or persons interested in this bid and Qualification Form
(have) (have not) been convicted by a Federal, State, County, or
Municipal Court of any violation of law, other than traffic violations. To include
stockholders over ten percent (10%). (Strike out inappropriate words)
Explain any convictions:
6. Lawsuits (any) pending or completed involving the corporation, partnership or
individuals with more than ten percent (10%) interest:
A. List all pending lawsuits:
B. List all judgments from lawsuits in the last five (5) years:
C. List any criminal violations and/or convictions of the proposer and/or any of its
principals:
7. Conflicts of Interest. The following relationships are the only potential, actual, or
perceived conflicts of interest in connection with this proposal:
(If none, so state.)
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The proposer understands that information contained in this Questionnaire will be relied upon by the City in
awarding the proposed Agreement and such information is warranted by the proposer to be true. The
undersigned proposer agrees to furnish such additional infO:rmation, prior to acceptance of any proposal
relating to the qualifications of the proposer, as may be required by the City Manager.
The proposer further understands that the information contained in this questionnaire may be confirmed
through a background investigation conducted by the Miami Beach Police Department. By submitting this
questionnaire the proposer agrees to cooperate with this investigation, including but not necessarily limited to
fingerprinting and providing information for credit check.
WITNESSES:
IF INDIVIDUAL:
Signature
Signature
Print Name
Print Name
WITNESSES:
IF PARTNERSHIP:
Signature
Print Name of Firm
Print Name
Address
By:
Signature
(General Partner)
(Print Name)
(Print Name)
WITNESSES:
IF CORPORATION:
Signature
Print Name of Corporation
Print Name
Address
By:
President
Attest:
Secretary
(CORPORATE SEAL)
RFP NO.: 43-97/02
DATE: 4/2/98
CITY OF MIAMI BEACH
H3
SECTION VII METER LEASE/PURCHASE SPECIFICATIONS
SCOPE
The City of Miami Beach is seeking competitive Request For Proposals (RFP) for a five (5) year
lease/purchase of9,250 fully electronic parking meter mechanisms, hardware, software and all training related
to their operation per the following specifications.
ALL PRICES SHALL BE QUOTED FREIGHT ON BOARD (F.O.B.) DELIVERED TO THE CITY OF
MIAMI BEACH.
It is the intention of the City of Miami Beach to purchase the equipment as specified herein from a source of
supply that will give prompt and convenient deliveries. Any failure of the supplier to comply with these
conditions may be cause for terminating any contract immediately upon notice by the City. The City requires
that the software and mechanisms must be supplied by the same Proposer.
For purposes of RFP Evaluations, Proposers must indicate any variances to the specifications, terms and
conditions, no matter how slight. If variations are not stated in the proposal, the proposal shall be considered
as fully complying with the specifications, terms and conditions of the RFP.
General Introduction
Parking meters in the City of Miami Beach are managed by the City of Miami Beach Parking Department
(hereinafter "City" or "Buyer"). The City has approximately 9,000 meters in operation and an inventory of
approximately 3,000 parking meters. The parking meters in operation are installed on 2-inch diameter posts.
This lease/purchase seeks the following groups of items:
1. 9,250 fully electronic parking meter mechanisms, along with training, software, and hardware related
to their operation.
2. 11,000 Medeco electronic vault key locking systems, or equivalent with software, training and spare
parts.
3. 11,000 parking meter housing non-glare vandal resistant clear domes.
4. 11,000 instructional plates (vault door)
5. 11,000 rate plates.
6. 11,000 Meter Housings (Refurbish City's existing) including:
a. Coin Compartment Vault Lock System Installation.
b. Meter Mechanism Lock System Installation.
c. Meter Housing Dome Installation.
7. Existing Mechanism Buy-Back (approximately 12,000).
A Proposer can submit a bid on one or more of these items. Collectively, these items comprise a parking
meter.
RFP NO.: 43-97/02
DATE: 4/2/98
CITY OF MIAMI BEACH
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RFP NO. 43-97/02
CITY OF MIAMI BEACH
The electronic parking meter mechanisms will have to operate under a wide range of conditions. The City's
parking meters are located in busy commercial and mixed-use areas of the City and are subject to constant
and heavy use. In an average year, each meter will have 12,000 coins inserted into them. Parking meters are
often subject to vandalism, which includes coin theft attempts and efforts to disable the meter mechanism.
In addition, the meters will have to operate under extreme weather conditions, including cold, rain, high heat,
humidity, and a high concentration of airborne salt.
The electronic parking meter mechanisms will have to be capable of operating as part of an integrated
management information system that includes a Windows PC-based software program (PC), and a hand-held
communicator that can link the PC and the meters.
The electronic parking meter mechanisms must provide for a wide range of functions including the acceptance
of debit card technology. These functions must be able to be changed through programming. A variety of
program functions is required, including: a unique serial number for each mechanism; time, day and date;
outage and out-of-order data; automatic on/off on a daily basis; coin credit up to 99 hours and 59 minutes for
each coin; varying coin credit depending upon the time of day or the day; varying coin credit for at least six
different rate periods; coin discriminator and coin counting; display indications for time credited, out-of-order
condition, no parking, and negative time.
The electronic parking meter mechanisms must be able to store a wide range of-data which can only be
retrieved using the Portable Data Terminal (PDT). Retrieval of data at each meter shall require a time element
ofless than five (5) seconds.
Parking meters in the City of Miami Beach provide an important parking management and traffic flow
function by promoting vehicle turnover and allowing efficient use of limited curb space in congested areas
of the City_ The meters must operate properly and with minimal service disruptions.
RFP NO.: 43-97/02
DATE: 4/2/98
CITY OF MIAMI BEACH
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ELECTRONIC PARKING METER MECHANISM
GENERAL SPECIFICATIONS:
An electronic mechanism with handle-free operation. Mechanism must be compatible with existing Duncan
Model 80 housing and any additional security devices within. The mechanism must have sufficient memory
for data storage and should be able to hold data for twelve (12) months without data being overwritten. The
mechanism must be the flush fit type, whereas the coin slot face and debit card slot shall not protrude past the
outer surface of the meter housing's mechanism compartment. Mechanism shall operate in a temperature
range of -200 to + 1400 Fahrenheit. Mechanism shall function properly under all weather and street conditions
encountered in the City of Miami Beach, which may include but is not necessarily limited to grime, dust, rain,
high humidity, high concentration of salt and street vibrations. The electronic component, including the entire
circuit board must be weather proof with protective coating or equivalent and shall conform to all operating
systems and functionality of our existing meter operation.
GENERAL OPTIONS
Ability to track meter feeding activity
Ability to detect the presence of a motor vehicle
Optional two grace periods: arrival and after time has expired
Optional maximum time enforced preventing more time than preset limit to be purchased
Displays expired time eliminating the question of how long a car has been parked
Ability to refund any monetary value on debit card for unused time.
SERVICEABILITY:
The mechanism must be designed so that foreign objects can be cleared from the coin chute and the smart card
reader slot in the field under varied weather conditions, within a three minute time frame and remain
functional. Foreign objects shall be cleared with minimal or no disassembly of unit required. This test will
be conducted by experienced Parking Department Meter repair personnel. Listed below are examples of
foreign objects that will be used to evaluate this requirement.
· Paper clip (bent)
· Soda tab (bent)
· Tooth pick
· Paper (match cover)
· Coffee stirrer (folded plastic)
· Coin wrapped with tape
The meter shall be equipped with a supporting clip or be incorporated in the design of the meter to permit it
to be hung on the outside edge of the upper housing.
RFP NO.: 43-97/02
DATE: 4/2/98
CITY OF MIAMI BEACH
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The successful Proposer is to submit any specialized tools and repair methods they deem necessary to meet
this requirement.
The meter shall have a removable stainless coin slot that can be changed to accommodate a larger or smaller
COIn.
REQUIRED SOFTWARE PACKAGE:
The Management Software System which resides on a PC platform shall be Windows 95 (32-bit) Software,
and compatible with our existing operating LAN system. Through the use of the PC level software package,
the City of Miami Beach Parking System shall be able to create any logical rate structure consisting of
straight, split type rates, time of day, and day of week. All functions and options available on the PC level
shall be available to Portable Data Terminal (PDT). PC level should be available to Portable Data Terminal
users and must be independent of the hand-held type. The Software Management System must be able to
communicate with and program the Portable Data Terminals and must include as a minimum the maintenance,
collections, parts inventory control, counting room statistics at the PC level. In addition,
adjustments/repairs/collection audits must be recorded with date and time stamp and compiled for reporting
purposes.
The PC management software shall be menu-driven and contain the following:
1. Ability to record and display:
Date and time record created
Serial Number of mechanism
Zone code and description
Location description
Collection route number and description
2. Ability to display audit, maintenance, inventory and programming transactions for a particular
location.
3. Ability to generate the following reports:
Revenue by location
Revenue by zone
Revenue by collection rout
Maintenance by mechanism serial number
Maintenance by inventory location
Audit activity
Maintenance activity
Inventory activity
Programming activity
4. Ability to track revenue from the prepaid card system separately from coin revenue at the PC
level.
RFP NO.: 43-97/02
DA TE: 4/2/98
CITY OF MIAMI BEACH
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OPTIONAL SOFTWARE PACKAGE
Ability to track-the following information daily, weekly, or ill<?nthly and display data or print in graphic form
for zones, districts, areas, or individual blockfaces.
1. Parked car count, accumulated parking time, average park time.
2. Paid car count, accumulated paid time, average paid time.
3. Reset car count, accumulated reset time, average reset time.
4. Empty space count, accumulated empty time, average empty time.
5. Expired meter count, accumulated expired time, average expired time.
PROGRAMMABLE FEATURES:
Programmable EEPROM - Future upgrades and customization of the parking meter operational programming
must be accommodated by EEPROM technology working in conjunction with the standard programming
resident on the meter mask ROM.
The electronic mechanism meets the following mInImUm standard programmable feature options
specifications:
· Standard rate operation
· Time-of-Day operations
· Day-of-Week operations
· Prepayment during free time or periods of time that are non-paid parking hours for the time
in the next enforced period
· No Parking times
· Charge the current rate of time purchased extending into the next rate period or change the
current rate until the time purchased enters the next rate period then' charge that rate.
· Shut down the coin acceptance system during no-pay (power saver) time periods (Display
Only).
· Overtime periods
· Grace periods
· Require a minimum amount of time to be purchased prior to meter registering time
· Require time to be purchased in blocks other that those defined per coin.
· Delay the start of paid parking time runoff
INTERNAL TIMEKEEPING:
Mechanism shall have a 365 day calendar real-time clock with back-up power supply to save memory. The
mechanism shall have the ability to program for daylight savings time changes and program this feature up
to one year in advance. The time of day clock shall be accurate to one second per week. The time of day
clock creates a complete electronic check of the mechanism as programmed through the software. The
mechanism shall perform a complete diagnostic test of its components when programmed for a specific time
period. An amber light must be incorporated into the housing to signal personnel of diagnostic problems
RFP NO.: 43-97/02
DATE: 4/2/98
CITY OF MIAMI BEACH
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POWER SUPPLY:
Mechanism must operate on a commercially available power source only. Batteries supplied shall have a
minimum shelflife of three (3) years. Power source must keep mechanism performing in a normal manner
for a minimum of twelve (12) months. Changing of power source can be performed without the use of tools.
Mechanism shall display some type of indicator to signal a low battery, providing the ability to change
batteries before mechanism will fail to perform properly. Mechanism must retain memory on rate structure
and audit information during battery replacement and/or failure.
BA TTERY ESCROW
Successful Proposer shall supply 5% additional batteries in an escrow account sufficient to keep each
mechanism ordered in this contract operating for a minimum of twelve (12) months.
MECHANISM INVENTORY CONTROL SYSTEM:
Successful Proposer must supply a Data Base file (DBF) file for all electronic mechanisms ordered under this
lease. The DBF shall include the following fields:
· Mechanism serial number
· Model
· Programmed rate and time duration
· Delivery date
TIME AND VIOLATION DISPLAYS:
FRONT DISPLAY (PIXEL Arrangement):
Must be the Liquid Crystal Display type (LCD), contain four seven segment characters at a minimum
dimension of 1/2" high by 1/4" wide for each character. The two left most characters shall indicate the time
remaining in hours and the two right most characters indicating time remaining in minutes. The hour and the
minute display shall be separated by a colon ":". For example, a mechanism displaying time credited often
hours and five (5) minutes remaining would display 10:05. The mechanism must have a programmable mode
to display negative time. The LCD must display "Out of Order" when unit is dysfunctional. The LCD shall
have a back light feature, for night time visibility. The back light must have a programmable time of day
setting. The backlight shall have programmable duration setting activated upon coin/card entry only. If the
card has no remaining funds it will still activate the backlight feature.
REAR DISPLAY:
Must be the Liquid Crystal Display type. The LCD shall be approximately 1-3/4" wide by 3/4" high. Display
bottom must be at least 1/2" above the top surface of the dome retainer. The LCD shall flash red and silver
in synchronization with front display to show time expired and display only the silver background when
parking time is shown. The LCD must show steady red display when meter is out of order.
RFP NO.: 43-97/02
DA TE: 4/2/98
CITY OF MIAMI BEACH
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LED DISPLAY:
All LED signals must be at a minimum clearance of 1/2" above the top surface of the dome retainer.
Mechanism must have a green and red "Light Emitting Diode" (LED) on both sides. The LED must be a
super bright type and visible from 50 feet during periods -of darkness. The LED shall flash on/off at
approximate one second intervals when legal time is displayed only. All LED's shall have the ability to be
programmed through software.
In addition to the green LED, mechanism must have a red LED on the front side with a programmable on/off
mode for overtime and expired time. An amber diagnostic light must be incorporated into the mechanism to
signal diagnostic issues.
OPTIONAL nISPLA Y
Programmable customer messages in the display that commence automatically according to the preset time
of day.
COIN/CARD VALIDATION:
Mechanism must be able to validate a minimum of eight different coins. The following coins shall be
preprogrammed for this contract:
1. US Nickel, Dime, and Quarter and the new $1.00 coin signed into law in 1997.
2. Additional coins as determined by City of Miami Beach at any time prior to delivery.
Mechanism shall not allow any tampering with its internal functions, to prevent any time to be given in any
manner, other than the insertion of a valid coin/token. Mechanism shall prevent coin validation by means of
coin attached to removable device(s). Upon card insertion, mechanism must also check the validity of the
card mapping and other encrypted codes, to verify that the card is a valid City of Miami Beach card. The coin
chute shall be a plug-in application and replaceable without the use of tools.
REVENUE AUDIT CAPABILITIES:
Mechanism shall record and store the number of valid transactions, (e.g. Nickels, Dimes, Quarters, Tokens
& Cards) and non-valid transactions. Transactions processed must be within 1.0% of actual deposit. Audit
information shall be retrieved via Portable Data Terminal. Mechanism shall reset to zero after each successful
transfer of audit information from mechanism to PDT. Reset button operation must not affect revenue figures
held in memory by the mechanism.
TRANSFER OF DATA:
Average time of in field revenue audits should not exceed five (5) seconds. Average time of in field
mechanism programming should not exceed ten (10) seconds (Rate changes, hours of operation: days, hours,
time limits).
RFP NO.: 43-97/02
DATE: 4/2/98
CITY OF MIAMI BEACH
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FIELD IR/RF READS:
Reading device must be able to communicate with meter mechanism up to a distance of 8 inches and within
a 450 angle of the meter mechanism IR link.
SWAPPING METERS:
Mechanism swaps must be controlled using the Portable Data Terminal. The PDT shall query the mechanism
that is being replaced to obtain time/rate structure and upload all data collected from the mechanism. PDT
will program replacement mechanism with coded information from replaced mechanism. If this function is
not possible due to excessive damage, the PDT will program the replacement meter with new software.
Replacement mechanism will have the audit register optionally set to zero following this transaction. If the
mechanism to be replaced is unable to respond to queries or data transfers, condition must be noted on PDT
held terminal at time of swap out.
PERIPHERAL PORT:
PROGRAMMING:
Programming of the PDT shall take place through the peripheral port when connected to a PC the operational
system which controls the functionality of the device itself (i.e., coin calibration, LCD display, LEDs, etc.)
in conjunction with an application that allows for day to day operational changes in programming such as rate
structure. The programs can be accessed and manipulated through the peripheral port and can be set up to
be daisy chained up to 10 units.
DATA INPUT & OUTPUT:
Can serve to transmit and receive data from external devices that comply with present product integration
standards.
COIN/CARD CHECK DURING MAINTENANCE:
Mechanism shall have a built in feature that prevents coin and debit card transactions used for testing purposes
(Coin/Token) from registering in the revenue totals. Manufacturer will be responsible for any and all costs
associated with this specification.
Mechanism shall have a built in feature that enables the service person in the field to identify the meter rate
of the mechanism, without the use of the PDT.
DEBIT CARD READER:
All mechanisms are to be equipped with a debit card reader applicable to smart card technology. Mechanism
frame should include molded instructions to indicate which way the smart card should be inserted. The debit
card slot shall not allow coin entry. The smart card reader must have an opening that will allow foreign
objects to be cleared within 3 minutes. The card reader shall be a plug-in application and replaceable without
the use of tools. The reader slot must be able to be closed with a removable stainless steel insert to block card
access. The reader must meet the following debit system specifications:
RFP NO.: 43-97/02
DATE: 4/2/98
CITY OF MIAMI BEACH
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Must be compatible with the following ISO-7816 compatible debit payment systems:
· Microprocessor debit card system using encrypting algorithms as security against fraudulent
manipulation of data.
Must be able to accommodate the following memory cards:
· Rechargeable type GPM4l6 & GPM896 or compatible.
· GPM416 & GPM896 card classes or compatible.
· GPMI03 & E192B or compatible.
· GFM2K & Philips 2042-l2C or compatible.
· Other 5 V nominal memory cards.
Meter Card Type acceptance must be accomplished via software parameter change only.
In the event the debit card reader malfunctions or is vandalized, the mechanism must remain operable and
accept coins and not display "Out-of-Order" message. Card receptacle shall be rated and warranted for a
minimum of 200,000 insertions. If coin chute is blocked and out of order, meter shall accept the card.
Proposer is to supply (3) rechargeable type GPM416 or compatible smart cards per each electronic mechanism
specified in this lease. Proposer also is to supply (3) smart card recharging kits. Mechanism shall be
equipped with a card wiper device. The City of Miami Beach shall submit to successful proposer original
artwork to be printed on the face of the required number of smart cards. The City shall also provide to
successful proposer a copy and type face specifications to be used on smart cards. The successful proposer
shall deliver printed debit cards (as specified by the City), and shall return all original art work.
Cards shall be encoded and dedicated for sole and exclusive use in and by the City of Miami Beach. Mapping
should be developed between successful vendor and the City of Miami Beach. All 'card mapping thereafter
should become a unique identification and proprietary to the City of Miami Beach. Successful Proposer must
submit and release to the City of Miami Beach a complete set of mapping along with all card codes, erase
codes, definitions for mapping and other codes for every card type accepted by the reader. Successful
Proposer must also submit and release all other information at both (bit and byte level), about the mapping
and what value in each bit the meter is expecting. Successful Proposer must specify on the mapping
instructions, whether a group of bits holding certain value is unique to the vendor, the manufacturer or the
card type. Successful Proposer must also supply any unique software or hardware used to generate card
mapping. Successful Proposer must then guarantee the security of all cards' mapping and all other related
information. All artwork on card, City of Miami Beach ID/Logo and card values shall be determined by the
City at time of Purchase Order or at a later date.
All rechargeable debit cards sold to the public must have the capability to refund unused amounts of time
back to the same debit card.
METER REVENUE AUDIT:
Mechanism shall record the value of number of coins validated. Audit information shall be retrieved via
Portable Data Terminal, and RJ-9 connector. Mechanism shall store either a resetting or non-resetting accrued
audit. Mechanism shall reset to zero the resetting audit register after each transfer or audit information from
RFP NO.: 43-97/02
DATE: 4/2/98
CITY OF MIAMI BEACH
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mechanism to PDT. Audit shall also show count of all units not recognized as a valid form of payment.
SWAPPING OR MOVING METERS:
Mechanism swaps must be controlled using the Portable Data Terminal. The PDT must query the mechanism
that is being replaced to obtain time/rate structure and upload all data collected from the mechanism. PDT
will program replacement mechanism with a new copy ofthe time/rate program in effect. Data collected from
a mechanism as a part of maintenance transaction, must be disseminated and corruption checked by the
Information Management Software at a central site. Replacement mechanism will have the audit register set
to zero following this transaction. If mechanism to be replaced is unable to respond to queries or data
transfers, condition must be noted on PDT at time of swap out. This transfer of data shall be accomplished
through either IR or RJ-9 connection.
COIN/CARD CHECK DURING MAINTENANCE:
Coin/card checks must be conducted using the PDT during maintenance. PDT shall initiate coin/card check
by reading the initial audit balance on the mechanism. After having completed coin/card check the PDT shall
prompt the operator to end operation by reading the same mechanism again. The resulting difference in audit
balance obtained shall be accounted for as "coin/card check" in the Information Management Software.
Mechanism must never be put in a mode where an audit does not accrue.
SPARE PARTS:
As part of this lease/purchase contract, the Successful Proposer is to supply the following spare parts:
· One coin chute per (5) electronic meter mechanisms ordered.
· One main board per (5) electronic mechanisms ordered.
· One front frame with debit card slot per (10) mechanisms ordered.
· One large open dome front per (10) mechanisms ordered.
· One battery cover per (10) mechanisms ordered.
· One debit card reader per (20) mechanisms ordered.
TOOLS AND EQUIPMENT:
As part of this lease/purchase contract the Successful Proposer is to supply the following tools and equipment:
· 6 Multi-meters with auto function
· 50 hand tools to clear foreign matter from coin chute and card reader
· 200 "test cards" for exclusive use in testing debit card reader operation only.
· 3 Smart card validators.
SPECIFICATIONS AND LITERATURE
Successful Proposer must supply complete specifications and literature for systems being offered (i.e:
mechanism, data terminal, RF system, and computer system).
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DATE: 4/2/98
CITY OF MIAMI BEACH
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RATE PLATES
All mechanisms will be supplied with rate plates. Rate plates will be attached to the new mechanisms, and
all verbiage will be given to the Successful Proposer at time of award.
PORTABLE DATA TERMINAL (PDT) SPECIFICATIONS:
MICROPROCESSOR:
A fully and 100 % compatible with 8088 @ 8MHz or better.
OPERATING SYSTEM:
MS-DOS Version 3.3 or higher resides in ROM area and a PC compatible BIOS.
MEMORY:
RAM: High-speed on board 4 Mbytes. ROM: EPROM 1024 Kbytes minimum (Flash BIOS, MS-DOS OS
System Utilities, power manager utility (to indicate battery level) and PC to PDT communication software.
DISPLAY:
Display of at least 200x60 pixel full graphic super twist LCD back light display or better. The display should
be capable of displaying at least 10 lines of 50 characters wide. In addition, PDT must also have a built-in
utility which will allow on the fly font changing.
KEYBOARD:
Keyboard must be responsive, full alpha and separate numeric keys. At least three separate and individually
properly labeled function keys. The PDT must also include a reset key combination equivalent to (Control
+ Alt + Del) on PC, one stroke OniOffkey and Yes/No keys.
COMMUNICATION:
PORT 1: RS232N24 serial with full 8250 UART implementation
PORT 2: RS232N24 serial
PORT 3: Serial Logic Level (Tx, Rx, and CTS)
DATA TRANSFER & CHARGING:
Data transfer through "Drop In" fast recharging cradle either through optical or contacts. One cradle must
be supplied with each PDT unit, (18 PDT'S must be supplied). Each PDT must have the capability to be
linked into daisy chain group(s) to minimize the use of dedicated PCs during data upload. Data transfer
should start automatically when the PDT is placed in the cradle for recharging. (See PC to PDT
Communication section for communication software specification). If more than one daisy chain is required,
the first chain should be linked to the computer via coml and the second via com2. If more than 2 com ports
have to be used, additional hardware and configuration utility must be supplied to automatically poll each
PDT and start the upload procedure once the PDT is placed in the cradle. All wiring and installation of
hardware will be done under supervision of the Successful Proposer to guarantee proper installation. Proposer
will be responsible for the functionality of PDT/PC integrated system.
READERS AND PORTS:
System must be equipped with snap on or built in IR and RF readers. System also must include at least either
one RS232 (True 8250 UART) serial port and optical port or two RS232 (True 8250 UART) serial ports.
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DATE: 4/2/98
CITY OF MIAMI BEACH
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BATTERIES AND POWER:
Rechargeable Metal Hydride (desirable) or NiCad plus the capabilities of running on standard alkaline
batteries. A typical operating range of 10 hours minimum is_required. System also must include a backup
battery to maintain System memory and clock in the event of power loss. The unit should be equipped with
auto power off when idle for a presetable period of time. To maximize battery life and overcome the battery
memory effect ifNiCad battery is used, unit must be equipped with automatic utility for battery self discharge
and conditioning. In the event of battery failure, the unit must accept standard alkaline batteries. Vendor also
must supply any required accessories to support this feature. The unit shall be recharged via a trickle charge
process in about 12 hours. However, it also must offer fast recharge facility that will fully recharge the battery
in 5 hours.
ENVIRONMENTAL:
The unit shall be designed and tested to meet ML STD 81 OE for environmental ruggedness.
Operating temperature range: -220 F to + 1300 F (-300 C to + 540 C)
Storage temperature range: -220 F to + 1400 F (-300 C to + 600 C)
Sealing: Waterproof against immersion in 3 feet of water for 2 hours. The unit shall be certified under ML
STD 81 OE against blowing and dust.
Shock: The unit shall be designed to withstand a 4 foot drop to concrete.
Radio Shielding: The unit shall be certified to EN55101 and IEC801-2 for immunity to EMC and ESO
emissions. The nature of the FS/2 magnesium case design invokes Faraday's Principal, by which the
electronics are shielded from interference by an electromagnetic field surrounding the unit.
METER PROGRAMMING & SECURITY:
Communications between the PDT and electronic meter mechanism shall be through the use of a wireless
interface (IR,RF, Etc.). All functions and options available on PC level should be available to PDT users and
must be independent of the hand held type. Communication protocols shall be password protected and
secured in that only authorized City of Miami Beach meter repair personnel and equipment will be capable
of programming and/or altering rate structures or functions. Software Management System should be
password protected. A password should be randomly generated on the base computer by the communication
software. The password will be uploaded along with date and time stamp automatically at 5 :OOam everyday
to PDT when placed in cradle for re-charging. Users of PDT should not be aware of the password existence.
A built-in function within the Software Management System will constantly be checking for password, date
and time, whenever users choose to commit a transaction. If either time or date expired or the password do
not match, the software will be able to delete password and log out user. Both hand held and PC Software
Management System should be able to log all transactions committed to include: meter unique identification
number, person's ID, time/date stamp, rate change and other transactions that may occur during meter
programming. To insure the proper security, successful Proposer must provide a unique protocol and
peripherals to communicate with the new meters. Any other marketed PDT and interface will not be able to
communicate with City of Miami Beach mechanisms. Commonly sold devices such as IR or RF home
entertainment units, garage door controllers, auto alarm activators, etc., shall not be capable of programming
or inadvertently interfere with mechanism, even if they have a copy of the communication software. Each
communication session updates the time on the electronic mechanisms' twenty four hour clock and day of
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CITY OF MIAMI BEACH
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the week calendar. Since the City of Miami Beach Parking System will seek to standardize all future
purchases with _regards to these communication protocols, they must be fully documented and not subjected
to proprietary rights or restrictions as future contracts may be awarded to competing vendors. For the same
reason, Successful Proposer must supply all source codes for all supplied software management systems and
hand-held programs so they can be used along with other modules in a menu structure application that will
be able to audit programs or maintain meters.
PCSTO PDT COMMUNICATION:
A communication protocol should occur automatically when a PDT is dropped in a cradle for charging. On
the PC side of the communication, the software should be able to verify newer files on the PDT and have
options through script language or by allowing a series of built in command to be executed. Common tasks
like appending, copying, moving, deleting creating directories, or files, uploading, downloading files,
synchronizing time and date and calling other executable programs must be supported. In addition to the
above each hand held should have an individual communication package that will allow to communicate with
any PC using host and remote operation via serial port and the supplied cable. Common tasks like appending,
copying, moving, deleting, creating directories or files, uploading, downloading files and synchronizing time
and date plus the ability to see split screen on PC side for both host and remote files must be supported. All
communication scripts must support the DOS wild card in both send and receive modes.
PORT ABILITY:
Heavy duty black nylon tool's type waist belt. The belt should have at least an open leather or have nylon
holster to hold the hand held, an open ring folder for the RF reader and one pocket for screws. Belt also
should include loops and holster for tools such as a hammer or screwdrivers and key rings. Along with each
PDT, there should be a detachable shoulder strap and fixed hand strap.
NOTES:
Hand held units shall be 100% MS-DOS compatible, light and under 2 lbs. with batteries, easy to carry and
comfortably fits in a palm of a hand. All accessories including AC external power adapter, cables, special
interfaces, software, adapters, cradles and software required to complete the upload/download and charging
process must be included. Manuals must cover all software and hardware setup shipped with the unit. In
addition to user manuals shipped with the hand held, technical manual to include a full description of all I/O
operation and programming aspects of PDT must be included. Above specifications are to be considered
minimum qualifying specifications for hand held PDT. Devices submitted as "superior" units (those units
surpassing any or all of the above minimum requirements) must be submitted for evaluation and testing prior
to award of contract.
RF READER:
COMPATIBILITY:
The reader must be able to read/write to all TI Transponders. Read/write software and TSR drivers must be
MS-DOS 3.0 - 6.22 compatible.
INTERFACE:
9 or 25 pin females RS-232C via a cable or snap on module. Reader must be able to support multi-baud rate
with auto baud detect.
RFP NO.: 43-97/02
DA TE: 4/2/98
CITY OF MIAMI BEACH
~~6
ANTENNA:
The unit antenna should be internal.
BATTERIES AND POWER:
Rechargeable NiCad or Metal Hydride (desirable). A typical operating range of 12 hours minimum is
required. Charger must come complete with built in battery level indicator, that clearly indicates the charging
level. If NiCad Battery is utilized a battery conditioner should be supplied with each unit. Battery
conditioning should be done automatically during charging.
OPERATION:
A read/write operation can be triggered via a push button, and must be verifiable with audible and visual
confirmation on the reader upon successful read/write operation. Reader must automatically verify data
written to Transponders. Software that allows reading and writing from and to Transponders must be
included. Software, language library and TSR drivers that allow the implementation of such a unit within any
other software package must be included.
ENVIRONMENTAL:
Operating Temperature Range: 100 to 1200 F (_120 to 480 C). Storage Temperature Range: 40 to 1400F (-150
to 600C). Water resistant, dust proof, humidity up to 95% non-condensing. The unit should be able to
withstand a drop to a concrete surface (at a minimum of 4 ft) and remain fully operational without fracture.
PORTABILITY:
The reader must be very light, easy to carry and can fit in an average person's hand. Unit must be equipped
with a belt clip if it is not a snap on type.
SOFTWARE DEVELOPMENT:
Successful Proposer is to supply a program generator for the FS/2 approved by the Husky Corporation do we
want any custom software development hours.
SCOPE:
Successful Proposer must supply qualified software analyst, designer and developers for a minimum of 1800
total hours. Analyst, designer and developers shall also submit their qualifications and resumes for City
approval prior to award of bid.
VENDOR INFORMATION:
Notes: All software must be supplied on CD ROM. All titles must be of the latest version as of deliver date.
All supplied software must be 32-bit edition. Vendor shall supply all software upgrades to the City of Miami
Beach throughout the five (5) year lease/purchase term of the agreement at no cost to the City.
RFP NO.: 43-97/02
DATE: 4/2/98
CITY OF MIAMI BEACH
'~7
GENERAL NOTES:
PROPRIETARY RIGHTS:
Since the City of Miami Beach will seek to standardize all future purchases with regards to communication
protocols, smart cards and meter management system vendor must supply the following:
· All communication protocol (e.g.) IR, RF) used by the system.
· Source code
All source code for all supplied Software Management System and hand held programs.
· All smart card mapping.
Vendor must submit and release to the City of Miami Beach a complete set of mapping along with
all card codes, erase codes, definitions for mapping and any other codes for every card type accepted
by the reader. Vendor must also submit and release all other information, at both (bit and byte level),
about the mapping and what value in each bit the meter is expecting. Vendor must specify on the
mapping instructions, whether a group of bits holding certain value, is unique to the vendor, the
manufacturer or the card type. Vendor must also supply any unique software or hardware used to
generate card mapping
Protocols, source code and smart card mapping must be fully documented and not subjected to
proprietary rights or restrictions as future contracts may be awarded to competing vendors.
TRAINING:
Successful Proposer shall provide a minimum of 80 hours of hands-on training covering the system's
operation and maintenance procedures. Training sessions to be determined as needed by City of Miami Beach
within a 5 year warranty period. All training is to be conducted at a designated City of Miami Beach Facility.
In addition, Proposer shall supply 50 maintenance and operational manuals for each package of software or
hardware supplied. Successful Proposer shall submit a per unit price for any additional training which may
be needed, over and above the 80 hours required as part of this lease.
WARRANTY:
Successful Proposer will guarantee for a period offive (5) years from date of delivery, to repair or replace any
part or module determined to be defective in material or workmanship under normal use and service at no
additional cost to the City of Miami Beach. This is to include all labor, shipping, pick up and delivery cost.
Warranty cost must be stated in the proposal. Warranty will commence with placement of mechanism in
service, not in stock.
PRODUCT DELIVERY:
The City of Miami Beach will require the delivery of3,OOO mechanisms every thirty (30) days from the date
of award of a contract. Completed delivery of9,250 meter mechanisms related to hardware and software, and
training shall be completed no later that September 15, 1998.
METER HOUSINGS:
Successful Proposer will be responsible for the refurbishment of 11 ,000 existing Duncan Model #80 housings.
All housings must be broken down into six (6) major parts and repainted with a powder-coat finish. (Powder-
Coat finish must have a minimum warranty of three (3) years.) It will be the responsibility of the Successful
RFP NO.: 43-97/02
DATE: 4/2/98
CITY OF MIAMI BEACH
148
Proposer to install new informational plates on all refurbished vault doors. New plates will be supplied by
the City after receipt from Successful Proposer of this potion of the lease/purchase. Successful Proposer will
be responsible for all labor and costs for total breakdown ~d total reassembly of all refurbished housings
including new domes which will be supplied through the lease/purchase portion of this document. Color and
finish of refurbished housings must match existing housings already refurbished by the City of Miami Beach.
The Successful Proposer will be given all color and finish specifications upon award of bid. This portion of
the Request For Proposal will not be included in the lease/purchase package. Payment for this part of the
package will remain separate from the lease/purchase and should be proposed as such. The successful
Proposer will be responsible for any and all costs related to pickup, packaging and delivery of refurbished
housings. Successful Proposer will be responsible for any machining needed to accommodate the Medico
Electronic Vault Key. Successful Proposer will be responsible for the installation of the Vault and Mechanism
lock assembly upon completion of refurbished housing. Price Proposed must be stated on a per unit basis. It
is the intention of the City to have refurbishment of the meters completed no later than 180 days after award
of contract. Pickup of housings will start immediately after award of contract by the City. Six hundred meters
per shipment will be the minimum number supplied by the City.
COIN V AUL T LOCK SYSTEM REPLACEMENT:
The coin compartment vault locking system shall be Medeco Electronic Key System or equivalent. The City
will require 11,000 complete lock assemblies. System proposed must be complete including all software, six
(6) hand-held keys, eighty (80) hours of training, all information downloading/uploading software and
hardware, and all related product literature. All existing meter housings are Duncan Model #80.
METER MECHANISM LOCK SYSTEM REPLACEMENT
The meter mechanism locking system shall be compatible with existing housings. Lock numbers may be any
combination with the exception of Duncan #40 Key. The City may require up to approximately 75 various
mechanism housing combinations. The locking system approved shall allow purchase of new keys or
duplication of existing through the lock manufacturer only. These requests will only be granted by the lock
manufacturer with proper authorized City signatures. There will be no duplicate locks being used by any other
entity. Ifnot possible, then no entity east of the Mississippi River; and no blanks are to be sold to locksmiths.
METER MECHANISM BUY -BACK:
The successful Proposer shall supply a buy-back figure for the existing mechanisms on a per unit basis and
the successful Proposer will be responsible for the purchase of and removal from site all obsolete stock. The
successful Proposer will also be responsible for all costs incurred to ship or dispose of obsolete stock.
LEASE PURCHASE
The City of Miami Beach is looking for the lease/purchase of this entire package. The only item excluded
from the lease/purchase of these units is the refurbishment of the housings. Terms, length of lease, and all
conditions of the lease/purchase are open.
OPTION:
Proposers are also asked to include an optional monthly price, to be included in the lease rate but
shown separately, of maintenance of all meter mechanisms. Maintenance is to be on an eighteen (18)
RFP NO.: 43-97/02
DATE: 4/2/98
CITY OF MIAMI BEACH
f49
hour per day basis, seven (7) days per week. This rate should be inclusive of ALL operational costs
associated in the maintenance of these units in like-new condition. This includes changing of all
domes, removal of all foreign items from the exterior of the housings, and all repair inventory control
and data maintenance. Lock maintenance will also be included in the maintenance program.
Replacement parts will be supplied in the lease.
RFP NO.: 43-97/02
DATE: 4/2/98
CITY OF MIAMI BEACH
3f>s0
CITY OF MIAMI BEACH
CITY HALL 1-700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
httn.\\~i mi::ami_h~::!Ir.h fI IJ~
COMMISSION MEMORANDUM NO. J..i3.jB
TO:
Mayor Neisen O. Kasdin and DATE: April 1, 1998
:::e::::Ltee~ity co~mission
City Manager
A RESOLUTI N OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO PROCEED WITH THE
ISSUANCE OF A REQUEST FOR PROPOSALS SEEKING THE LEASE-PURCHASE OF
9,250 ELECTRONIC PARKING METERS AND ALL RELATED SOFTWARE AND
HARDWARE.
FROM:
SUBJECT:
ADMINISTRATION RECOMMENDATION:
Approve the Resolution.
BACKGROUND:
On October 18, 1996, the City of Miami Beach issued a public bid for the purchase of9,500 parking meters.
Bids were received from three major meter manufacturers. They supplied demonstration units from each
bidder for field testing along Ocean Drive, and the electronic meter mechanisms tested performed without
any type of unusual malfunction.
On January 15, 1998, the Finance and Citywide Projects Committee re-prioritized the list of parking projects
to be funded from the remaining, unallocated proceeds of the 1997 Parking Revenue Bond. To maximize
the limited amount of funding available for construction and renovation projects that will result in additional
parking, the Finance and Citywide Projects Committee recommended that the Administration reject all
bids for parking meters, and develop a Request for Proposal (RFP) for the lease-purchase of the electronic
parking meter mechanisms.
On February 4, 1998, the Mayor and City Commission accepted the recommendation of the Finance and
Citywide Projects Committee, rejected all meter bids, and directed the Administration to develop a Request
for Proposal (RFP) to lease-purchase the electronic meter mechanisms, and to fund the cost of the lease-
purchase through the increased revenue realized by the replacement of the older existing mechanisms.
ANALYSIS:
The Administration has determined that there are existing monthly parking meter revenues that can initially
support the lease-purchase agreement. The implementation time line of 90 days will allow the City to have
the electronic meter system in place for the next fiscal year (October 1998). The Administration has
estimated that the City will realize increased meter revenues of a minimum of 17% over the previous fiscal
year's net meter revenues, or $612,000. This conservative projection will fully fund the lease-purchase
program.
109
AGENDA ITEM c: 1 G;
DATE~
The City's mechanical parking meters, at a median age of 22 years, are at the end of their usable life.
Furthermore, the meters are unreliable and do not serve the parking public well. New electronic meter
mechanisms will enable the City to offer state-of-the-art parking meters that accept multiple coin and debit
card technology. In addition to providing the parking public with increased service levels and reliable
parking mechanisms, the electronic meters will provide to the City Administration valuable parking data.
CONCLUSION:
It is our recommendation that the Mayor and City Commission authorize the Administration to proceed with
the issuance of the Request for Proposals seeking a five-year lease-purchase of9,250 electronic parking
meter mechanisms, replacement parts, and all related software and hardware.
sJh:J%,
"---/
A:\ELMETER.MEM
110