Addendum # 1: RFP Computerized Parking Valet System December 11, 2013

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1 Addendum # 1: RFP Computerized Parking Valet System December 11, Section 1.6 Pre-Proposal Conference : The Non-mandatory pre-proposal conference will include a site tour of the Airports current valet parking operations for all interested parties. 2. Section 1.9 How to Submit Proposal Responses : (C) in addition to one original and two copies, the Proposer must include one (1) electronic copy of the Proposal on flash drive in Microsoft Word and/or Adobe Acrobat format. 3. Section 4 Proposal Content ; 4.1 Proposed Service : now include g. Project Plan 4. Exhibit F Specifications: now includes the following sections: 6. Proposal format. The City desires all Proposals to be identical in format in order to facilitate comparison. While the City s format may represent departure from the Proposer s preference, the City requires strict adherence to the format. The Proposal must be in the format described below: a. Cover letter; b. Executive Summary; c. Proposed Service; d. Experience; e. Required Forms; f. Exceptions to the Remainder of the RFP; g. Exhibits A-D as defined in Section 3: Contract All Proposals shall be 8 1/2" x 11" format with all standard text no smaller than eleven (11) points. Proposers are required to organize the information requested in this RFP in accordance with the format outlined. Failure of the Proposer to organize the information required by this RFP as outlined may result in the City, at its sole discretion, deeming the Proposal non-responsive to the requirements of this RFP. The Proposer, however, may reduce the repetition of identical information within several sections of the Proposal by making the appropriate cross-references to other sections of the Proposal. Appendices for certain technical or financial information may be used to facilitate Proposal preparation Cover Letter and Executive Summary. The Proposer shall submit an executive summary which outlines its understanding of the Project, the approach to be undertaken to perform the Services, a summary of the costs to provide the Services and the proposed general management philosophy. This section should highlight aspects of this Proposal, which make it superior or unique in addressing the needs of the City Proposed Service. Given the purpose of this project and the City s objective as stated in this RFP, provide a creative solution to meet such objective. Following is a framework and questions to guide your Company s suggested solution. Please address the following as completely as possible. If you wish to add supplemental information, it shall be labeled Supplemental Information Project Plan Prepare and submit a Project Plan to describe, to the best of your ability, all times, tasks and resources associated with the performance of Services. Within fifteen (15) calendar days after the Effective Date, the Company shall prepare and submit to the City for approval a comprehensive and detailed project plan that identifies in detail all steps, tasks, activities, events, milestones and resources necessary for the Company to: (i) supply,

2 install and test a System which fully complies with the Specifications and Requirements, and (ii) provide for a smooth and efficient transition from the existing system, to the new System, with minimum disruption to City operations. The Project Plan shall clearly define all hardware, software, deliverables and tasks required for each Milestone. The Project Plan will be developed in a manner so that the City and Company Project Manager can use it as a stand-alone document. The Project Plan will contain a schedule for all training courses needed by the City to fully and productively use the System Transition Plan. The Company shall prepare and submit to the City for approval a comprehensive Transition Plan, which describes in detail all tasks and resources associated with the transition of the Computerized Valet Parking System with minimum disruption to the City s operations Client Relationship Management. Describe the communications scheme that your organization will use to keep the City informed about the progress of the Project Risk Management. Describe the risks associated with this contract. What contingencies have been built in to mitigate those risks? 6.3. Experience. The Proposer shall provide information concerning general organization and staffing as well as experience with similar Computerized Valet Parking System projects Required Forms. To be deemed responsive to this RFP, Proposers must complete in detail, all Proposal Forms listed in Section Exceptions to the RFP. Exceptions must be submitted in accordance with Section 1.13 of the RFP. If exceptions are not identified in your Proposal they may not be considered during Contract negotiation and could result in Proposal being rejected from further consideration. If legal council needs to review the Contract before your Company can sign, reviews must be completed before your Proposal is submitted Exhibits. To be deemed responsive to this RFP, Proposers must submit the following with their response: Exhibit A: Price Schedule with list of system components Exhibit B: Milestone Plan Exhibit C: Training Material and Schedule Exhibit D: Scope of Maintenance and Support Services

3 Exhibit A PRICE SCHEDULE AND COMPONENTS Regardless of exceptions taken, Service Providers shall provide pricing based on the requirements and terms set forth in this RFP. Pricing must be all-inclusive and cover every aspect of the Project. Cost must be in United States dollars rounded to the nearest quarter of a dollar. The City is requesting firm unit prices for one (1) year which shall be paralleled to a Milestone Plan. 1. Software: Identify all software required to operate the system including detailed specifications for each required type. Add additional lines as needed. Total extended cost $ 2. Hardware: Identify all hardware required to operate the system including detailed specifications for each required type. Add additional lines as needed. Total extended cost $ 3. Credit Card processing fee(s): $ each 4. Gateway transaction fee(s): $ each 5. Other required items: (specify and add additional lines as needed) Total extended cost $ 6. Maintenance and Support. The Company shall provide Maintenance Services at no additional charge during the Warranty Period. After the Warranty Period, the City shall have three (3) year plus two (2) (1)-year options to purchase Extended Maintenance Services at a price of $ per year. The City shall be entitled to exercise its option to buy Extended Maintenance Service for a given one (1)-year option period by: (a) providing written notice to the Company at any time prior to or within sixty days following the beginning of such one-year option period; or (b) payment of the Company s invoice for such one-year option period. 7. Optional items. The items listed below are not required under the Computerized Parking Valet System, and are not necessary for the System or any of its components to perform in accordance with the Computerized Parking Valet System. However, the Company has agreed that for a period of eighteen (18) months after the date of this Contract, the City shall have the right to purchase and the Company shall sell to the City the following items at the prices set forth below. (Add additional lines as needed.) Self-service Kiosks (minimum 3)

4 Interface with Scheidt & Bachmann parking management software Mobile application Interface with camera inspections systems Other (specify) 8. SaaS Purchase Price. The City shall pay the Company a fixed price of $ as full and complete consideration for the performance of all obligations of the Company under the Contract (the SaaS Purchase Price ), other than Maintenance Services beyond the Warranty Period ( Extended Maintenance Services ).

5 Exhibit B MILESTONE PLAN The Company shall invoice the City for the Purchase Price in accordance with the Milestone Plan set forth below. The Company shall not invoice the City for any Products, Services or Deliverables within a particular Milestone until all Services and Deliverables required in connection with that Milestone have been fully completed and accepted by the City Deliverable Responsible Party Completion Date Comments

6 FORM SIX COMPLIANCE QUESTIONNAIRE Proposer shall indicate its ability to comply or not comply with text explaining the noncompliance response. 1. Proposed system tracks chain of custody of each vehicle. 2. Proposed system tracks custody and access to vehicle key(s). 3. Proposed system calculates differential parking fees. 4. Proposed system has built in reporting of revenue, volume activity, trends, problems, complaints, operational metrics and transaction summaries. 5. Proposer shall provide system support service 24 hours per day, 7 days per week, 365 days per year. 6. Proposed system has built in reporting of revenue, volume activity, trends, problems, complaints, operational metrics and transaction summaries. 7. Proposed system software is PCI compliant or exempt from PCI compliance. Compliant Exempt 8. Proposed system provides encrypted data transfer that is PCI compliant through a credit card gateway that is compatible with First Data Clearinghouse. 9. Proposer provides on-site project management for implementation and through initial go-live. 10. Proposer provides on-site training including training materials.

7 11. Proposed system interfaces with parking management software. (Airport currently employs Scheidt & Bachmann software). 12. Proposed system provides mobile application including text messaging for check-in and check-out purposes. 13. Proposed system interfaces with vehicle inspection camera systems to document damage(s). 14. Proposed system provides self-service kiosks payment option. 15. Proposed system provides tokenized customer loyalty program. 16. Proposed system provides real time capacity statistics for parking deck(s). The Airport plans to seek City Council award of the contract on January 13, 2014 and expects to go-live no later than March 15, State your lead-time (calendar days) from contract execution to go-live. standard lead-time days accelerated lead-time days Company Name Date Authorized Signature Please type or print name