Bid # Parking Ticket Software and Hardware Addendum #2 dated 28 June 2012

Transcription

1 Town of Fairfield Purchasing Authority Bid # Parking Ticket Software and Hardware Addendum #2 dated 28 June 2012 Following are responses to requests for information / clarification: Questions received from Data Ticket, Inc.: Q. If the current system is not internal to the Town, who is the Town s current vendor? A. The current system is internal Q. If the current system is provided by a vendor, may we please have a copy of the existing contract with pricing? A. n/a Q. If the current system is provided by a vendor, may we please have 2 copies of invoices from the past year from the Town s current vendor? A. n/a Q. The RFP mentions permits; however, I see no requirements regarding permits. Is permitting intended to be included in the scope of services? A. The Town s current system allows parking permits for up to three vehicles, and can only be used on one vehicle at a time (the permittee is ticketed if a second or third vehicle comes to the station). The system checks new permit applications for any unpaid day fees and provides an option to issue the permit at that time, or to hold the permit pending payment of outstanding daily tickets. It is expected the new ticket system proposed will include these options, at a minimum. Questions received from Duncan Solutions: 1. (Page 2, Overview & Scope of Services, Specifications pg. 4-8) The Town has indicated the scope of this contract to include parking ticket management system and services, yet several elements of the operation have not been addressed in the RFP. So that all vendors provide a proposal that is fully responsive to any Town requirements, please clarify the Town s expectations in the following areas that are not called out in the RFP: Manual (handwritten) tickets and data entry Purchasing Authority> we would like to be able to write and enter an occasional ticket POLICE> Town will handle manual entry of paper tickets Inbound correspondence handling Purchasing Authority> manager will review and handle POLICE> Handled by vendor Outbound correspondence handling Purchasing Authority> manager will review POLICE> Handled by vendor Fleet, lease, rental company vehicle handling POLICE> Handled by vendor Management of appeals or hearings Purchasing Authority> manager POLICE> Town will handle appeals and hearings. Vendor is required to place a hold on collection of any ticket we deem in dispute. Pay-by-phone capability Purchasing Authority> convenience for the commuter

2 POLICE> Not a concern to the police. Adjudication POLICE> Handled by police. Our procedure involves two steps. Violator may obtain an appeal form and submit a written appeal which is reviewed by police. If violator is not satisfied with the decision, violator may request a hearing. Hearing are conducted by a magistrate who operates independent of the police. All costs associated are borne by the Town of Fairfield. Monitoring and handling of overpayments, adjustments and refunds Purchasing Authority> manager POLICE> Vendor responsibility Other as may be applicable If the Town is seeking an adjudication process, please describe the Town s process, provide the number of hearings that are scheduled per month, and identify who conducts the hearings. Also, please clarify if all hearings are conducted in person and/or if you handle hearings by mail. POLICE> See above If the Town is seeking input on any other topics listed above, please provide detailed requirements, functional expectations and volume related information as applicable. 2. (Page 2, Overview & Scope of Services, Specifications pg. 4-8) The Town has indicated the scope of this contract to include permit system capabilities, yet within the content of the RFP there are no requirements for a permit system beyond permits being issued annually. Please provide the detailed requirements for the Town s permit system including: Copy of any initial permit applications Copy of renewal applications Identification of permit types Purchasing Authority> has four permits: Annual permit for Fairfield Center Annual permit for Southport train stations Temporary permit* for Fairfield center Temporary permit* for Southport Stations * usually issued for a rental due to permitted car accident Permit samples POLICE>Not applicable Issuance cycle Purchasing Authority > our annual permits are July 1 to June 30. We do issue during the year at a prorated fee from the wait list for both Fairfield and Southport. Pricing consideration Purchasing Authority > Fairfield station $380.00, Southport station $ District/neighborhood/lot considerations Rules/guidelines Timing considerations Reporting needs Number of permits issued per year by permit type Purchasing Authority > approx # s Fairfield 2000, Southport 225

3 Other. 3. (Page 2, Overview & Scope of Services) The Town has indicated it rarely/seldom collects fees from out of state tickets. Please describe the Town s current out of state ticket processing effort including any actions taken to obtain registered owner name and address information. Purchasing Authority > we send a late letter when address is available POLICE> Police have access to out of state information. We send late letters followed by conversion to State of Connecticut infractions which result in suspension of operating privileges in Connecticut if unpaid. RFP requires vendor to handle all collections. 4. (Page 4, Specifications, Item E Component Services) The Town has requested a point-ofsale cashiering system. Please clarify the specific number of cashiering workstations required and their exact locations. Purchasing Authority> would need two management stations with receipts available IT> would like one management station for helping with support issues. This could be used as a backup if one of the others breaks down. POLICE> Police require a mechanism to handle walk in payments. 5. (Page 4, Specifications, Item E) - States that the vendor must provide all necessary forms and tapes. Please provide samples of all the required forms. Please provide a description of all required tapes including their purpose, their data format, frequency of creation and any external source to which the tapes are either received from or delivered to. IT> Is looking for monthly MSSQL database backup or VMware snap shot. The vendor should advise what options he has available. POLICE> Requires access to reconciliation reports when needed. 6. (Page 4, Specifications, Item E) - States there is Town lockbox arrangement with the bank and an electronic transfer. Which bank does the Town use? Please provide a sample layout for the electronic transfer. Purchasing Authority > uses People's United who sends us an excel speadsheet 7. (Page 4, Specifications, Item F Handheld Specification) The Town has requested bar code reading capabilities for its handheld solution. As there are different bar code technologies required for different applications, please clarify the intended use including what types of media type will be read and their location in/on a vehicle. (e.g. permits, registration stickers, stickers, hang tags, other) IT> It would be nice if the permits had a barcode so the Specials could scan it.vs. putting in the plate number by hand. POLICE> Police have no specific requirements at this time. 8. (Page 4, Specifications, Item F Handheld Specification) Please describe any detailed expectations regarding handheld functional capabilities that must be included to support the mobile enforcement operation. Purchasing Authority > weather proof unit and weather proof ticket paper IT> WiFi/Bluetooth or Cradle connection

4 POLICE> ease of use, portability, and durability are of importance to police. 9. (Page 5, Specifications, Item G Hardware and Software) The Town has specifically indicated the need for 2 HP desktops and 2 HP laser printers. Please clarify: a. What is the purpose of this equipment? (e.g. end user workstations, cashiering workstation, enforcement hub workstation, other) PA> THE MANAGER AND STAFF WOULD NEED TO BE ABLE TO PROCESS PAYMENTS, RETRIEVE TICKET AND PERMIT INFO. FOR CLIENTS IT> The entire Town is an HP shop so it will be easier to support if the hardware is HP POLICE> Police need the capability to input handwritten tickets and process walk in payments. If the vendors solution to these requirements is software based, we would have no additional hardware requirements. b. Please describe the personal computers specifications that the other users have including operating system, make, model, and memory IT> The town is currently in the process of converting to Windows 7 from XP. New systems should be Windows 7, 4GB Mem and reasonable sized GB disk drive. c. As we receive significant equipment discounts for certain leading brands that we would like to pass on to the Town, will the Town accept equivalent high quality equipment brands? IT> The town is willing to support the incremental upgrade costs for HP equipment. 10. (Page 5, Specifications, Item J Training) Please clarify the number and funtions of any Town personnel that will require training. Also, please confirm that the Town will provide a classroom-type facility for onsite training. IT> Train one IT person for local onsite help. Purchasing Authority > manager and 3 clerks will need training. IT> Yes we have classroom facilities POLICE> Two clerical employees would require training. 11. (Page 6 & 14, Specifications, Item O as well as Appendix A) There is no indication of the specific timing for sending late notices or the number/type of notices to be sent (i.e. 2 notice system first & final, etc.) prior to the collection process. Please clarify the timing and number/type of notices the Town uses today. Please clarify whether the vendor or Town will process returned mail for notices sent by the contractor. Please provide copies of any and all current notices used by the Town. Purchasing Authority > we currently send out at least one late letter per year depending on time we try for twice a year Purchasing Authority > The new system should send out quarterly late notices POLICE> We have no additional requirements and leave collections to the discretion of the vendor. 12. (Page 6, Specifications, Item O) The Town has not initially included a list of its specific parking violations, related fines & late fee schedule. Please provide a list of the Town s parking violations, fines, penalties and fee schedule. Also, provide a copy of or link to the Town s supporting laws and ordinances governing the escalation process. POLICE> See addendum 13. (Page 7, Specifications, Item Q Booting and Towing) Please provide details regarding the

5 Town s current booting program including rules (e.g., how many outstanding tickets, after what age?), equipment/vehicle used, number of crews, number of boots available, number of boots placed per month/year, boot fees, reporting requirements, noticing requirements (if any), payment process/location, release process and considerations, transition to impoundment, supporting laws/ordinances, etc. POLICE> Collections are the responsibility of the vendor. Current boot programs will be abandoned. 14. (Page 7, Specifications, Item Q Booting and Towing) Please provide details regarding the Town s current towing program including rules (scofflaw, et al), impoundment activities, timing, towing agency(ies) used, number of crews, number of tows processed per month/year, tow fees, storage fees, reporting requirements, noticing requirements (if any), payment process/location, release process and considerations, auction considerations, supporting laws/ordinances, etc. POLICE> Collections are the responsibility of the vendor. Current boot programs will be abandoned. 15. (Page 7, Specifications, Item R System Inquiry) The Town has indicated it does not require the contractor to provide customer service or a call center to the public. Please clarify how the Town will be handling customer service and call center related activities and what system capabilities may be required. POLICE> Collections are the responsibility of the vendor. Police will answer questions related to the issuance of a parking violation and appeals. All payment related questions will be forwarded to the vendor. Purchasing Authority > if the question is on how their system works then the vendor should get the call if the question is about the payments and making payment arrangements then the parking authority should get the call 16. (Page 7, Specifications, Item S Returned Checks) The Town has indicated its bank will provide for the handling of all mail payments, while the Town will provide cashiering support. Please clarify how the Town will receive bad check/nsf notification from its bank, what fees may be charged to the violator for a returned check, and what Town staff will perform this processing. Purchasing Authority > currently the finance dept. is notified by fax, they give a copy to pa who contacts the client with the reason. The payment is returned. A $25.00 return payment fee is accessed. POLICE> Collections are the responsibility of the vendor. The police will not engage in any bad check/nsf unless the check is written to the Town of Fairfield. 17. Page 8, Specifications, Item U Conversion from Existing System) Please clarify the volume and number or year of conversion of: Parking ticket related data Purchasing Authority > save from 2005 for 10 years; from 1/1/2005 to 6/18/12 465,715 tickets Permit related data. Purchasing Authority > save from year 2000 forward approx Fairfield center permit, 225 Southport permits annually POLICE> We will reconcile outstanding tickets and uncollected fines. We have no need for conversion. 18. (Page 14, Appendix A) While the Town has included some annual historical statistics, we would like to understand some details about the Town s current backlog. Please provide details regarding the current number of open tickets, the value of the current backlog and the age of the backlog (e.g. oldest year). Also, please clarify if the Town includes any digital images in it

6 current parking ticket system database. POLICE> We have a small amount of uncollected fines which we will reconcile internally. We will not be providing historical data. We do not collect or maintain images. 19. (General) Please provide copies of any and all current tickets/invoices issued by the Town. POLICE> See addendum 20. (General) If standard correspondence is required beyond late notices, please provide copies of any and all current standard correspondence by the Town. POLICE> We have no requirements regarding correspondence. Please acknowledge your receipt of this addendum by signing this document in the space provided below and submitting this acknowledgement with your bid documents on 10 July ACKNOWLEDGMENT: Addendum #2 was received: BY: (Company Name) NAME/TITLE: SIGNATURE: DATE: