01 - Specifications (1).pdf

Template Number: OPS-PUB-103.PUR Version Number: 2026.03.01

City of Dallas

Request for Competitive Sealed Proposal (RFCSP)

Parking Citation and Meter Management

BCZ26-00030027

Solicitation Contact:

Ashley Vation 214-671-5357 Ashley.vation@dallas.gov

Date Issued: 6/18/2026

Pre- proposal Conference Date & Time:

6/30/2026 10:30 AM

Microsoft Teams Meeting:

https://teams.microsoft.com/ meet/278572798471543?p=oJ x4vhybZiY3EtNshX

Question Due Date & Time:

7/3/2026 9:30 AM

Submission Due Date & Time:

7/24/2026 1:00 PM

Table of Contents

1. Introduction

1.1 Purpose & Intent

1.2 Proposal Documents & Information

1.3 Pre-Proposal Meeting

1.4 Questions & Communications

1.5 Unauthorized Communications

1.6 Addenda

1.7 Solicitation Timeline

1.8 Cancellation

1.9 General Terms & Conditions

2. Scope of Work

2.1 Overview

2.2 Communication Requirements

https://teams.microsoft.com/meet/278572798471543?p=oJx4vhybZiY3EtNshX https://teams.microsoft.com/meet/278572798471543?p=oJx4vhybZiY3EtNshX https://teams.microsoft.com/meet/278572798471543?p=oJx4vhybZiY3EtNshX

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2.3 Commencement Date…………………………………………………………….40

2.4 Performance Measures……………………………………………………………40

2.5 Service Warranty…………………………………………………………………….46

2.6 Contract Transition………………………………………………………………...46

2.7 Insurance Requirements………………………………………………………...47

2.8 Bonding Requirements……………………………………………………………47

3. Submittal Requirements…………………………………………………………………..46

3.1 Minimum Qualifications of

Proposers……………………………………….488

3.2 Proposal Submittal Requirements……………………………………………48

3.3 Proposal Submittal Documents……………………………………………….64

3.4 Development Costs…………………………………………………………………65

3.5 Cooperative Purchasing

4. Evaluation & Award process

4.1 Evaluation

Criteria………………………………………………………………….667

4.2 Award

Method………………………………………………………………………..687

4.3 Opening of Proposals………………………………………………………………67

4.4 Review for Responsiveness

4.5 Evaluation of Proposals……………………………………………………………67

4.6 Best and Final Offer (BAFO)………………………………………………………67

4.7 Selection for Negotiation…………………………………………………………68

4.8 Negotiation Process……………………………………………………………….68

4.9 Reservation of Rights………………………………………………………………68

4.10 Rejection or Acceptance of Proposals……………………………………….68

4.11 Late, Modified, or Withdrawn Proposals…………………………………….68

4.12 Disqualification of Proposers……………………………………………………69

5. Contract Administration

5.1 Contract Term

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5.2 Delivery Orders

5.3 Contract Type

5.4 Contract Amount

5.5 Firm Pricing

5.6 Records and Audits

5.7 Default by Contractor

5.8 Assignment of Contract……………………………………………………………71

5.9 Termination……………………………………………………………………………71

5.10 Performance Measures & Contract Management…………………………71

5.11 Invoicing……………………………………………………………………………….72

6. Compliance & Regulatory Requirements

6.1 Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy..72

6.2 Equal Employment Opportunity/ Nondiscrimination……………………72

6.3 Indemnity

6.4 Conflict of Interest

6.5 Certificate of Interested Parties (Form 1295)

6.6 Permits Required by Law………………………………………………………….75

6.7 Confidentiality……………………………………………………………………….75

6.8 Wage Floor Rate Requirement………………………………………………….75

6.9 Wage Floor Reporting Requirement……………………………………………77

6.10 Wage Floor Compliance Requirement……………………………………….77

7. Miscellaneous

8. Attachments

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1 INTRODUCTION

1.1 Purpose & Intent

The City of Dallas (the “City”) is soliciting proposals to establish a three year with two one-year renewals Not to Exceed service price agreement for parking management, citation management, permit management, and/or mobile payment services to be utilized by the Department of Public Works and Transportation.This type of contract sets a maximum spending limit over the contract term. Services will be ordered on an as-needed basis and are subject to availability of funds, but the total cost of all orders shall not exceed the authorized contract amount.

The City of Dallas (City) seeks partners who can meet and exceed the objectives of this Request for Competitive Sealed Proposals (RFCSP). The overarching goals are to increase customer satisfaction, update parking systems, and streamline the parking program through the implementation of future-proof technology and industry-leading operational strategy. The City is seeking only those Proposers that are qualified and willing to partner with the City to implement the most cohesive, transparent, and customer-centric parking experience for the community, residents, employees, business owners, and visitors to the City of Dallas.

The City is soliciting proposals from qualified vendors capable of providing services necessary to operate and maintain the City of Dallas parking program. This RFCSP is organized into two components, described below.

Proposers may respond to one or both components. Proposals that fail to respond completely to a component will not be considered for that component.

Component A: Parking Management, Citation Management, and Permits

The City is seeking a Contractor to provide comprehensive parking management services for the City of Dallas. The selected Contractor will serve as the Prime Contractor and shall identify any applicable Subcontractors necessary to meet the full scope of Component A. The scope of Component A includes Parking Meter Operations, Citation Management, general Parking Management Services, permits, and meter/space reservations.

The Prime Contractor is responsible for ensuring that ALL proposed systems, services, and components — including those provided by Subcontractors — meet the requirements set forth in this RFCSP. The selected Prime Contractor will be responsible for the performance of its Subcontractors and shall serve as the primary point of contact for all major items related to the

BCZ26-00030027 5 of 79 comprehensive solution. Notwithstanding the foregoing, the City reserves the right to communicate directly with and issue instructions to Subcontractors, particularly those providing citation management, permit management, and meter reservation services.

Component B: Citywide Mobile Payments Service

The City of Dallas is seeking a Contractor to provide citywide Mobile Payments Service to enable customers to pay for all parking spaces in the City of Dallas.

These parking spaces shall include, but are not limited to, approximately 4,500 single-space meters on-street and 5 off-street parking lots under the jurisdiction of the City. Three (3) of the off-street lots are mobile-payment-only locations, with each lot using a single location identification zone. The remaining two (2) lot locations are each supported by both mobile payments and Pay-by-Space Digital Payment Technologies (DPT) pay stations, using a single location zone and a parking stall number as their unique identifiers. For on-street parking spaces, the City would like to maintain a location code for each meter, with the code having no more than six (6) characters. The service should offer at a minimum pay by app, pay by voice, and pay by phone.

The City reserves the right to award Component B to more than one Contractor. In the event of multiple awards, each selected Contractor shall be responsible for integrating with all other City parking technology contractors, including any co-selected Component B Contractors. Each awarded Contractor will enter a separate contract with the City.

Optional Components

The City invites Proposers to identify and describe any optional enhancements or additional features that exceed the minimum requirements of this RFCSP. Proposers should clearly distinguish optional offerings from their required response to each Component and provide separate pricing for any optional items.

The following items are identified as optional and Proposers are encouraged to include a response for each, as applicable:

· Curbside automated utilization data collection and analysis

· Customizable reporting and visualization for occupancy, turnover, length of stay, and repeat parker behavior

· Data collection coverage mapping and gap analysis

Proposers may also propose additional optional enhancements not listed above that they believe would benefit the City's parking operation. All optional

BCZ26-00030027 6 of 79 items must be described in sufficient detail to allow the City to evaluate their functionality, implementation approach, and cost.

Background

The City currently issues approximately 3,000 physical permits annually. The permit program includes the following permit types: Residential Parking Permit, Temporary Residential Parking Permit, Commercial Loading Zone, Passenger Loading Zone, Temporary Permit Only/No Parking Zones, and Valet License. The City of Dallas has several vendors in place to support its parking operation. Details of current operations are outlined below.

The City of Dallas currently employs SP+ to supply parking citation management services. SP+ has provided back-office support and a citation management system through Passport, including review of citations (including some handwritten citations), adjudication, payment processing, and all other functionalities required to manage citations.

Current Vendors:

Parking Operations-Related Systems

Current Provider

Prime Contractor SP+ Permit Management System Passport Single Space Meters IPS and Duncan Pay Stations (off-street) Flowbird Pay Stations (on-street) Flowbird and Parkeon Mobile Payments (metered parking)

Parkmobile

Under their current Agreement, SP Plus provides the following services to the City:

• Provides staff and support related to Parking Meter Collections, Counting, and Reconciliation Services as requested by the City.

• Provides coin and cash collection services on the municipal parking system's metered parking spaces.

• Provides coin and cash counting services for revenue generated from payments to parking meters in the municipal parking system.

• Provides revenue reconciliation services for all revenue generated from payments to parking meters in the municipal parking system.

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• Provides staff and support related to the repair and maintenance of all parking meters in the municipal parking system.

• Provides meter decals as a part of the meter maintenance program.

• Provides and completes a schedule for preventative maintenance for the parking meters in the municipal parking system.

• Provides and maintains an inventory of spare parts for the repair and maintenance of meters in the municipal parking system.

• Obtains written permission from the City to use the data for any purpose other than performance of its obligations under this Contract.

• Provides staff and support related to a mobile payment application for meters in the municipal parking system.

• Provides a mobile application that allows an individual to pay a parking meter via telephone or online.

• Provides some of the capabilities needed to issue, process, and provide parking permits for residents, visitors, contractors, and any other (Passport back office and SP+ meter maintenance systems).

• Provides municipal parking system management support services.

• Provides staff and support related to Parking Management Services as requested by the City

• Provides all services related to meter reservation/meter hooding process, including issuance of permits, meter hooding permit payments, temporary no parking signs, and physical meter hooding of reserved metered spaces.

• Provides all services related to permit processing as mutually agreed to for residential parking only, temporary reservation of the curblane, loading zones, and valet license.

• Provides audit control and reconciliation processes for the municipal parking system, including billing, reconciliation, tracking, and asset database management.

• Provides for the inspection, maintenance, and repairs to the parking lots in the municipal parking system.

• Provides and completes a schedule for preventative maintenance for the parking lots in the municipal parking system.

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Definitions

The following is a summary of terms used within this document:

Term Definition 24/7 24 hours a day, seven days a week.

Acceptance The successful completion of the Acceptance tests.

ADA Americans with Disabilities Act Ad-hoc When needed, necessary, or requested.

Adjudication Hearing

A review and judgment of a contested parking citation based on evidence. The first level of review for a contested parking citation

API Application Programming Interface—a method that one computing system provides as a way for another computing system to send or receive data.

Batch Control Log A log that stores the number of handwritten citation batches.

Beat A designated area assigned to a Traffic Officer for patrol and parking enforcement.

Boot A device used to immobilize a wheel on a vehicle based on business rules.

Business Days Monday through Friday, excluding City-observed holidays.

Cases The filed appeals under adjudication review.

CDT or CST Central Daylight Time or Central Standard Time, which is the time base for any scheduling for Services under the Agreement.

Child Safety Fee / State $5 Fee

A state-mandated $5.00 fee is applied to every parking citation issued within the City of Dallas. It must be tracked and reported separately, as it is held in a dedicated fund restricted to specific statutory uses.

Citation A notice of violation issued to a person or vehicle by a City employee when the person or vehicle is not in compliance with applicable codes and regulations.

Citation Management System (or CMS)

The software solution provided by the selected Contractor to supply the City with access to all parking citation functions, including citation issuance, noticing, payment processing, adjudication, appeals management, handwritten citation review, and system maintenance.

City or The City City of Dallas, Texas

Collection crew Contractor-provided person or parties utilized to perform job functions related to meter collections.

Collections The legal process of collecting outstanding amounts due.

Collections Facility

A secure parking management facility that the Contractor provides to accept and process coin collection vaults and support the Parking Management System.

Contest A formal challenge to a citation, following a procedure mandated by law.

Contractor The vendor or team that is awarded a contract based on this Request for Competitive Sealed Proposals.

Council City Council of the City of Dallas Court City of Dallas Municipal Court

Crew Leader Contractor provided person or parties that are responsible for the transportation of the collection crew, equipment, and collected coins along designated routes and sub-routes.

Customer

A member of the public who interacts with the System, such as to purchase a parking permit, pay a citation, use mobile payment, call the support phone line, etc. City employees and Contractor employees who use the system as part of their job functions are not customers, though they may be customers outside of their City role.

Day(s) Consecutive calendar days, not business or working days.

Department Department of Transportation and Public Works (TPW)

Disposition The result after a citation has been appealed or contested; in most cases, the disposition will be either “liable” or “dismissed.”

DMV

The Texas Department of Motor Vehicles is the state agency that registers vehicles and issues driver’s licenses and identification cards—also abbreviated as “TxDMV”.

Downtime The amount of time during which the System is unavailable for its intended use by the City and its Contractors, measured in hours and whole minutes.

DPT / Digital Payment

Digital Payment Technologies — stationary pay stations that accept parking payments by stall/space number, used in off-street parking lots.

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Technologies (Pay-by-Space)

Error Corrections Emergency and unplanned actions taken to correct or repair system hardware or software anomalies that adversely affect the system's operation or use.

Failover The process by which the operations of a failing computer or system are transferred to another computer or system.

Field Manager Person or parties responsible for managing coin collection, as well as other services covered by the SOW

Fine The penalty amount for violating the City or State code.

Fiscal Year October 1 through September 30 of every year.

Geo- location The geographical location of an item or individual, derived from GPS, and usually presented on a digital map.

Geo-fencing Setting virtual boundaries using GPS.

Geographic Information System (GIS)

A computer system for capturing, storing, managing, analyzing, and displaying maps and data.

GPS

Global Positioning Satellites, a system that allows a user’s device to receive signals from the satellites and determine the device’s precise location, velocity, and time anywhere in the world, 24/7.

Gross Vehicle Weight (GVW)

Maximum allowable capacity of collection vehicles.

Handheld The portable electronic device used by City Traffic Officers to verify the payment status of parking spaces and issue parking citations.

Hooding / Meter Hooding

The temporary covering or bagging of a parking meter to reserve a metered space for a permitted use, such as a construction zone, special event, or valet operation. Also referred to as "bagging."

Hot list A list of license plates of interest to the System, such as the stolen-vehicle hot list.

Intended Use The system is intended to perform all functions outlined in the “Scope of Work”.

IVR

Interactive Voice Response software that recognizes spoken words and/or tones over the telephone and translates into computer code to assist callers with their service needs.

LPR

License Plate Recognition is a system that monitors camera video, detects license plate images, and extracts the plate number for further processing. Mobile LPR refers to a system mounted in a vehicle.

Maintenance App Provided by Contractor, designed to provide real-time tracking for all disabled, broken, or missing meters or pay stations.

Meter Management System (MMS)

The software and hardware platform used to monitor, manage, and maintain parking meters and multi-space pay stations in the City's parking system, including real-time device status, fault and maintenance tracking, revenue data, and integration with other parking management systems.

Mobile Parking Payment System

(MPP)

Technology used to collect payment on, but not limited to, mobile devices such as smartphones.

Mobile Payment Payment services are performed via a mobile device.

Municipal Court Appeal

A second appeal to contest a parking citation, in the situation where the first-level hearing results in the citation’s being upheld and a determination of “liable”.

NSF Non-sufficient funds.

OCR

Optical Character Recognition is a technology that recognizes text within images and converts it to a digital format for further processing.

On-Line Controlled by or connected to another computer or to a network.

Operating Day(s) Days of service when collection will take place and key reconciliation will occur.

PA-DSS (Payment Application Data Security Standard)

Payment Application Data Security Standard — a set of security requirements for software vendors who develop payment applications that store, process, or transmit cardholder data.

Parking Inspector / Technician

A Contractor-provided field employee deployed to support parking operations on behalf of the City of Dallas, including enforcement support, meter maintenance, and related field services.

Parking Inspectors/Technicians are not City employees and may not independently issue citations.

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Pay Stations Stationary equipment that accepts parking payments and forwards details, including license plate numbers, to other systems for compliance checks.

PCI DSS

The Payment Card Industry Data Security Standard is an industry organization that establishes standards for processing banking cards (credit and debit) securely.

Performance Standards

The minimum standards required for the Service to function.

Permit Management System (or PMS)

The software solution provided by the selected Contractor to supply the City with access to all parking permit functions, including issuance and processing of residential parking permits, temporary permits, loading zone permits, valet licenses, Fair Park Parking and meter hooding/reservation permits.

Prima Facie Before further investigation.

Primary Work Hours

800 AM through 530 PM, Central time zone, Monday through Friday, except City holidays.

Prime Contractor

(same as Contractor) The vendor or team awarded the contract under this RFCSP is responsible for all components of the proposed System or solution, including the performance of any Subcontractors. The Prime Contractor serves as the primary point of contact for the City;

however, the City reserves the right to communicate directly with and issue instructions to Subcontractors, particularly those providing citation management, permit management, and meter reservation services.

Private Label Branding within the system is designed to meet the City of Dallas's branding and marketing standards and is built to match the look and feel of the City’s existing website.

Project Manager Person or parties responsible for coordinating efforts with the City designee and any subcontractors.

Proposal A complete and properly signed document to provide goods, commodities, labor, or services for the sum stated and submitted in accordance with the RFCSP.

Proposer A vendor or team that submits a response to this Request for Proposals.

Quarter Any one of the following three-month periods: January to March; April to June; July to September;

and October to December.

Real Time A short time period, no more than five seconds, to process a transaction or transmit/receive information.

Recovery from Catastrophic Failure

Those corrective efforts undertaken by the contractor as a direct result of serious human error, malicious action, natural disaster, fire, or flood, which cause either a disruption of services to the City for an extended period of time or loss of data.

Reparking Parking again within the same block face, parking lot, or garage after time limits expire.

Request for Competitive Sealed Proposals

(RFCSP)

The Request for Competitive Sealed Proposals issued by the City of Dallas, including any attachments, amendments, or other addenda, describes the expected scope of work and process for responding.

Residential Parking Only

(RPO)

The program establishes zones to restrict on-street parking during certain hours and days, and allows only vehicles with proper credentials to park within those zones.

Respondent An entity that submits a proposal in response to this document.

Scofflaw A vehicle that has three or more delinquent citations issued in a single calendar year.

SOW Scope of Work or Statement of Work

Subcontractor Any person, entity, or organization to which the contractor proposed delegating any portion of its contractual obligations.

System (or Subsystem(s))

The complete parking management solution provided under this RFCSP encompasses all hardware, software, support, and services across all applicable components — including citation and permit management, meter operations and maintenance, and mobile payment services — as well as all associated devices, hosting, interfaces to external services, IVR, servers, operating software, applications, and web pages.

TDD Telephone Device for the Deaf Technical Compliance Matrix (TCM)

A requirements compliance matrix is used to cross-reference the components of the RFCSP.

TPW Department of Transportation and Public Works

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Traffic Officer / Parking Enforcement Officer

A City of Dallas employee authorized to enforce parking codes and ordinances, issue parking citations, and conduct field patrols. Also referred to as "Parking Enforcement Officer." City Traffic Officers are distinct from Contractor-provided Parking Inspectors/Technicians.

Turnkey Full responsibility is given to the Contractor to provide the City of Dallas with something that can be used comprehensively, with or without limited action on the City’s behalf.

User A person accessing the System (may be a customer or an employee).

VIN Vehicle Identification Number, a unique number stamped on various vehicle components by the manufacturer.

VLN Vehicle License Number, contained on a license plate issued by a state or province.

1.2 Proposal Documents & Information

All proposal documents can be obtained through the City’s solicitation portal at www.dallascityhall.bonfirehub.com. For technical assistance visit https://dallascityhall.bonfirehub.com/portal/support or contact support at support@gobonfirehub.com or 1-844-226-3862.

Proposers may view all supporting documents, pre-proposal meeting details, site visit details (if applicable), and submit their questions on Bonfire.

Proposers should complete all required documents and upload those documents listed in the Required Information section in Bonfire.

1.3 Pre-Proposal Meeting

During the solicitation process, Proposers are required to limit their communication regarding this project to the Procurement Specialist assigned to this solicitation. A pre-proposal meeting will be held by the City where Proposers will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The pre-proposal meeting will be the only time when proposers and requesting department(s) will communicate directly, all subsequent communication must be directed to the assigned Procurement Specialist. All prospective Proposers are encouraged to attend.

1.4 Questions & Communications

All questions shall be submitted electronically through the City’s solicitation portal; the City will respond to all questions by way of an addendum which will be posted as part of the solicitation. The City, its agents, and employees shall not be responsible for any information given by way of verbal communication.

It is the Proposer’s responsibility to obtain clarification on any information contained in this solicitation.

1.5 Unauthorized Communications

http://www.dallascityhall.bonfirehub.com/ https://dallascityhall.bonfirehub.com/portal/support mailto:support@gobonfirehub.com

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The period of time from the solicitation’s release until Council award is known as the Cone of Silence. During the Cone of Silence, Proposers shall not contact employees or officials of the City other than the Procurement Specialist assigned to the Solicitation.

No officer, employee, agent, or representative of the Proposer shall have any contact or communication, with any member of the City Council, City staff, or City consultants, or directly or indirectly seek to influence any City Council member, City staff, or City consultants regarding any matter pertaining to this solicitation. Any violation of this prohibition may result in the Proposer being disqualified from the procurement process.

1.6 Addenda

The City will post an Addendum on Bonfire with responses to all questions received before the deadline. Interpretations, corrections, or changes to the solicitation made in any other manner are not binding upon the City, and Proposers shall not rely upon such interpretations, corrections, or changes.

Proposers shall acknowledge all Addenda issued and are encouraged to check the City’s solicitation portal frequently for any updates.

1.7 Solicitation Timeline

The Tentative Schedule of events is listed on the City’s solicitation portal for each specific solicitation. However, the City reserves the right to change those dates when necessary.

1.8 Cancellation

The City has sole discretion and reserves the right to cancel this RFCSP, or to reject any or all proposals received prior to the award.

1.9 General Terms & Conditions

Proposers must review the General Terms & Conditions (Attachment A) prior to submitting a proposal. By submitting a proposal, Proposers agree to provide the services described in this solicitation in accordance with the general conditions and specifications.

2 SCOPE OF WORK

2.1 Overview

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The scope of work is organized into Component A (Parking Management, Citation Management, and Permits) and Component B (Citywide Mobile Payments Service). All requirements are mandatory unless explicitly designated as PREFERRED.

Some required integrations are fully defined in solution-specific sections of this RFCSP, which include additional or complementary requirements. The City assumes and requires that the Contractor’s solution, which may include one or more systems and/or third-party systems, will be integrated by the time of contract execution to meet the requirements for their specific service.

2.1.1.1.1 Contractor must begin transition no later than November 1, 2026, with live operation, beginning January 15, 2027.

2.1.1.1.2 The City retains the option to replace any subcontractor who defaults or does not perform. The City must approve any replacement.

2.1.1.1.3 The City reserves the right to contact and communicate with all subcontractors.

2.1.1.1.4 Operate and maintain a secure, tested, and production-ready hosting and application environment that supports City operations, integrations, and data protection.

2.1.1.1.5 The City reserves the right to procure additional goods and equipment through the awarded Contractor, including but not limited to consumables, parking signage and decals, operational equipment, and hardware refresh or expansion. The Contractor shall facilitate such purchases as a pass-through on behalf of the City. Any mark-up above the Contractor's actual cost must be defined in the Proposer's response and shall be fixed for the term of the contract. The Contractor shall provide documentation of actual cost upon the City's request.

2.1.1.2 System and Security Requirements

2.1.1.2.1 The Contractor shall provide secure hosting and support for all functions, ensuring availability through the Internet for all devices, including desktop and mobile computers, phones, tablets, and other wireless devices. The City shall not be required to install or maintain software on servers owned or managed by the City.

2.1.1.2.2 Computers that access any System shall not require special software packages or “client” software. Any computer shall access the System through a standard web browser without the need for plug-ins or other components.

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2.1.1.2.3 The Contractor shall be responsible for taking every precaution to ensure the reliability of all systems, files, data, equipment, communications, and facilities.

2.1.1.2.4 The Contractor shall be responsible for virus detection, prevention, control, and eradication for all System servers and connected devices.

2.1.1.2.5 The Contractor shall have security features designed to protect the security and confidentiality of all information contained in the System database.

The Contractor’s security for the System and all connections thereto shall conform to current industry best practices.

2.1.1.2.6 The Contractor is expressly forbidden from selling, leasing, distributing, publishing, or otherwise sharing any personal information collected from the City, including, but not limited to, transaction history, address, email address, phone number, and credit card information. Notwithstanding the preceding restrictions, the Contractor shall be permitted to use such information to enable the services provided to the City as part of this agreement. At the City’s sole discretion, the City may direct the Contractor to share data securely with City-appointed parties.

2.1.1.2.7 All information security incidents shall be reported immediately to the City.

Security incidents include theft, loss, or damage to information systems and data; known vulnerabilities and exploits; website defacement or compromise; successful malware attacks; denial-of-service attacks; and other security events as defined by the City’s Information Security Officer.

2.1.1.2.8 The Contractor shall establish and maintain data storage, retention, and archive procedures to maintain System performance.

2.1.1.2.9 The System shall provide full system backup and recovery capabilities. The Contractor shall maintain the database, including backup and recovery procedures. The Contractor shall make sufficient backups to ensure that no data is lost in any circumstances.

2.1.1.2.10 System uptime is critical. The Contractor will maintain 99.5% or greater annual uptime for the System as a whole, including any essential subsystems in solution operation.

2.1.1.2.11 Uptime will exclude scheduled maintenance. The Contractor will notify the City of any scheduled downtime at least seven days in advance.

Scheduled maintenance shall be coordinated to have minimal impact on City operations.

2.1.1.3 PCI Compliance

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2.1.1.3.1 The Contractor’s solution shall be compliant with Payment Card Industry Data Security Standard Level 1, the latest version, at the time of contract execution, as required.

2.1.1.3.2 As the PCI Data Security Standard evolves, the Contractor shall be responsible for maintaining compliance with that standard at the Contractor's sole expense.

2.1.1.3.3 Proposers shall provide an Attestation of Compliance (AoC) as a declaration of compliance status with PCI DSS.

2.1.1.4 Data Requirements

2.1.1.4.1 The City shall be the exclusive owner of all data and rights to the data generated from the systems, regardless of whether the data is direct, derived, calculated, or modeled.

2.1.1.4.2 The Contractor shall store or archive (with the City’s approval) all transaction data generated during the term of the Agreement and retain it for at least five years after its termination.

2.1.1.4.3 The Contractor shall deliver copies of all CMS data upon request of the City or its designee and upon the termination of the Agreement in a format mutually agreed upon by both parties.

2.1.1.4.4 The Contractor shall be responsible for providing transaction data in a format that is readable by the City using commonly available commercial off-the-shelf software.

2.1.1.4.5 If the successor contract is awarded to another firm after the termination of the contract for any reason resulting from this RFCSP, the Contractor must develop and implement a Data Conversion Plan with the City or its designee.

2.1.1.5 Integration Requirements

2.1.1.5.1 The Contractor shall utilize open-source APIs that allow for current and future integration with third parties.

2.1.1.5.2 The Contractor shall provide real-time integration with the City’s current, new, and future parking technology and data management contractors, including, but not limited to, citation management systems, permit management systems, and LPR. These types of integrations are considered standard in the industry.

2.1.1.5.3 The City recognizes that standard integrations have a certain amount of latency between systems. However, timely data exchanges are required for efficient and accurate parking operations. The latency between any two systems shall not exceed an average of 90 seconds for every 100

BCZ26-00030027 16 of 79 consecutive transactions. The latency measurement shall be defined as the time between when a data request is made, or data is sent, and when the data is delivered and viewable to any end user.

2.1.1.5.4 Should latency be observed in excess of 90 seconds, the Contractor will work with the City to measure the latency, identify the point of default, and correct the default.

2.1.1.5.5 Custom integration, being nonstandard and not identified in this RFCSP, may be considered in the future by the City. The Contractor agrees to provide the necessary development to achieve a custom integration for a mutually agreed cost and schedule to be memorialized in an amendment to the resulting contract from this RFCSP.

2.1.1.5.6 Batch data transfer may be considered for specific integrations at the sole discretion of the City.

2.1.1.5.7 The Contractor shall provide all necessary parking-related data in a format compatible with standard industry integrations. If the data formats of the City Contractors do not match, the City may require either Contractor to make reasonable changes to their format at no additional cost to the City.

2.1.1.5.8 The Contractor shall operate in good faith with the City and the City’s designated Contractors to implement, troubleshoot, and complete necessary integration as defined by the City.

2.1.1.5.9 If two or more Contractors cannot agree on the methodology used for any integration, the City will select the method most advantageous for the City.

2.1.1.5.10 The Contractor shall be able to transfer daily batch reports (flat file) with City-defined data fields to a City-defined location or system.

2.1.2 Implementation and Transition

2.1.2.1 Data Migration Requirements

2.1.2.1.1 The Contractor shall work with the City’s existing vendors to migrate data to the new System in mutually agreed-upon formats.

2.1.2.1.2 The Contractor will be responsible for defining a comprehensive data migration strategy for migrating permit data from existing systems to the new proposed solution. The migration strategy should identify data extraction and transformation methods, data validation and clean-up measures, and a testing plan to ensure migration quality, integrity, and completeness.

2.1.2.1.3 The Contractor shall conduct a requirements analysis as part of the CMS delivery process. This analysis shall begin with a data analysis of the current system, in which the Contractor shall work with the City to obtain a

BCZ26-00030027 17 of 79 complete snapshot of the legacy data. This snapshot is preferred to be contained in a dedicated, separate environment isolated from any production environment. The data analysis shall provide the following:

2.1.2.1.3.1 Data to be migrated.

2.1.2.1.3.2 Data elements needed for migration.

2.1.2.1.3.3 Identify gaps and transformations based on the “as is” and “to be” processes to meet business rules and policies.

2.1.2.1.3.4 Identification of interface requirements and potential impacts.

2.1.2.2 CMS Transition

2.1.2.2.1 Plan and execute a complete 30-day operations transition to full operational readiness.

2.1.2.2.2 Plan and execute the CMS transition for citations issued before and after system go-live, including uninterrupted processing of DMV holds and releases, citation mailings and postage workflows, real-time integration with Texas DMV for registration and address data, support for both in-state and out-of-state vehicle information, and continuity of citation lifecycle processing throughout the transition.

2.1.2.2.3 Coordinate staffing, hiring, training, and equipment deployment within the transition period.

2.1.2.2.4 Implement the citation management system and supporting hardware/software within 30 days.

2.1.2.2.5 Migrate active and historical citation data with accuracy validation prior to go-live.

2.1.2.2.6 Define and manage data conversion timelines and scenarios.

2.1.2.2.7 Train City staff on all software features and field devices.

2.1.2.2.8 Obtain City approval for standard forms, notices, and customer correspondence.

2.1.2.2.9 Validate customer communication workflows and City-facing interfaces prior to go-live.

2.1.2.3 Reports

2.1.2.3.1 Contractor should provide comprehensive, detailed, accurate, and timely management, financial, and operational online, real-time, and other reports for City management. The City may revise and/or expand any or all reports to adjust to changes in reporting needs of the City and may also request additional reports at no additional costs to the City. Contractor shall also provide two required reports: 1) a City Fiscal Year End report with information on the prior 24 months of citations issued in specified aging

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“buckets” including information on aged receivables, citations issued and receivables by fiscal year and 2) dedicated Child Safety Fee Report to comply with State requirements.

2.1.2.3.2 The report must clearly identify and track the mandatory $5 Child Safety fee imposed on every parking citation, which shall be applied as the first $5 collected toward each citation payment. This revenue must be accounted for separately from other citation revenues and allocated to a designated fund for restricted uses. The report shall itemize and summarize all Child Safety fee collections, including the total amount collected, dates of collection, and corresponding citation references.

2.1.2.3.3 At a minimum, Contractor must be able to jointly design daily and weekly reports as specified by the City.

2.1.2.3.4 Since the City’s reporting needs are likely to change over the course of the contract, Contractor must have the flexibility and capability to modify these reports at no additional cost to the City.

2.1.2.3.5 All reports must be printable, electronically accessible, and exportable to other software packages (including Word, Excel, and Acrobat). These reports must be available to the City no later than 60 days after the contract is signed. Any of these reports may be substituted by the Contractor’s own report with the approval of the City.

2.1.2.3.6 Upon request, Contractor must provide training and documentation for the use and interpretation of the reports produced by the Contractor’s system.

2.1.2.3.7 Contractor must be able to provide timely modification and enhancements that may include changes to the existing formats and content of the reports, at no additional cost to the City.

2.1.2.3.8 Contractor shall provide documentation delineating details of available reports.

2.1.2.3.9 The System should support access to reports within a web browser.

2.1.2.3.10 The System should include the capability to select a report category (e.g., financial, seizure, enforcement) and then an individual report.

Reports for citations and meters should include address information and geocode data for detailed reports by meter or by citation.

2.1.2.3.11 Authorized City staff must be able to print reports or save reports onto designated storage media or cloud storage (such as Google Drive) for future use.

2.1.2.3.12 The management reporting system must have an ad hoc report generation capability, which will allow selected City staff to create desktop reports by querying the database of citation issuance information.

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2.1.2.3.13 The System should provide maximum flexibility in creating the reports.

2.1.2.3.14 Contractor shall ensure the accuracy of information in ad hoc reports.

2.1.2.3.15 Contractor shall provide comprehensive training, and the City may request assistance in creating reports.

2.1.2.3.16 The System shall support the ability to schedule routine reports to automatically run and deliver to specified recipients via email.

2.1.3 Citation Management System Specifications

2.1.3.1 CMS Key Requirements

2.1.3.1.1 Provide immediate access to information associated with citation processing.

2.1.3.1.2 Provide accounting and audit trails necessary for revenue verification.

2.1.3.1.3 Provide accounting and audit trails by parking zone or a region as specified by the City.

2.1.3.1.4 Ability to update a payment or disposition prior to posting the original citation (skeleton tickets).

2.1.3.1.5 The System shall allow City staff to configure scofflaw thresholds and rules in accordance with City ordinance, without requiring vendor intervention.

2.1.3.2 Citation Issuance

2.1.3.2.1 The Citation Issuance Devices shall include the follow features:

2.1.3.2.1.1 System wide electronic chalking

2.1.3.2.1.2 LPR integration

2.1.3.2.1.3 Quick ticket feature

2.1.3.2.1.4 Design session with enforcement staff

2.1.3.2.1.5 Minimum resolution for photos

2.1.3.2.1.6 Customized real time officer activity reporting

2.1.3.2.1.7 Performance tracking, duty status, time tracking

2.1.3.2.1.8 Training mode

2.1.3.2.1.9 Warning citations

2.1.3.2.1.10 Matching license and VIN

2.1.3.2.1.11 Split plate matching

2.1.3.2.1.12 Make match failure correction

2.1.3.2.2 Photos associated with citation issuance shall be captured with minimal delay to support efficient officer workflow in the field.

2.1.3.2.3 The System shall support address, zone, and location data fields structured to enable automated table population and reduce manual data entry.

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2.1.3.2.4 The back-office system shall be fully accessible and functional on touch screen devices, including tablet computers, with no degradation of features or functionality relative to desktop access.

2.1.3.2.5 The System shall support whitelist management, including the ability to create, edit, and apply vehicle whitelists to suppress or modify citation issuance for authorized vehicles.

2.1.3.2.6 Generate, assign, track and audit citation and courtesy notice numbers to the citation issuance devices in daily service.

2.1.3.2.7 Generate parking citations on two-inch, or alternate, pre-printed backside citation paper roll stock. The pre-printing is on the reverse side of the citation and contains payment information as well as adjudication and municipal court hearings information concerning the appeals process.

2.1.3.2.8 Generate warning notices on pre-printed citation paper roll stock. The warning notice requires a different numbering series from the parking citation. The warning notice format must clearly differentiate itself from the parking citation.

2.1.3.2.9 Facilitate tracking officers daily activities, work output with associated hours per task or activity.

2.1.3.2.10 The System shall provide reliable real-time officer location tracking, including accurate map display of all active officers.

2.1.3.2.11 Provide all consumables required for system operation and citation issuance (e.g., ticket rolls, warning stickers).

2.1.3.2.12 Provide and maintain citation issuance devices and printers, including device options and supported configurations.

2.1.3.2.13 Provide responsive technical support with online work order submission, tracking, and management.

2.1.3.2.14 Maintain warranty, repair, replacement, and technology refresh programs for all provided equipment.

2.1.3.2.15 Provide ongoing software and hardware maintenance, updates, and support services for City operations.

2.1.3.2.16 Ability to query single and multiple data fields (including but not limited to PEO name/ID number, citation/courtesy notice no., date, time, address (block/street), violation type, fine amount, plate, state, notes, and daily activity data parameters)

2.1.3.2.17 Ability to save frequently used queries

2.1.3.2.18 Ability to export data and reports in at least Excel, CVS, and pdf file formats

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2.1.3.2.19 Ability to create and save both standard and ad hoc reports

2.1.3.2.20 Ability to search, display, and export data in both map (ERSI map format) and data table format

2.1.3.2.21 Ability to associate citations with regular or overtime hours

2.1.3.2.22 Ability to geo-fence a citation data search

2.1.3.2.23 Ability to associate citations with specific daily assignments (routine patrol, abandoned vehicle task force, scofflaw booting, etc.)

2.1.3.2.24 The Contractor shall support the City's existing citation issuance devices for the duration of the contract, including the Samsung Galaxy XCover 7 Pro handheld and the Zebra ZQ320 Plus mobile printer. The Contractor shall ensure full compatibility with these devices at go-live, including all required software, drivers, and firmware updates for the contract term. The Contractor shall also provide pricing and a transition plan for replacement devices should the City elect to upgrade hardware during the contract period. Any proposed replacement devices must meet or exceed the functionality of the current equipment and are subject to City approval prior to deployment.

2.1.3.2.25 The System should provide geolocation-based alerts to officers when citation issuance is attempted outside of their assigned patrol area or designated enforcement boundary (PREFERRED).

2.1.3.2.26 The City would like electronic citations posted within two (2) working days of issuance, and manual citations should be posted to the database within two (2) work days of receipt (PREFERRED).

2.1.3.2.27 The City prefers a citation data storage, analysis, and reporting application hosted by the citation issuance application vendor and available via a standard security-protected web browser (PREFERRED).

2.1.3.3 Payment Plans

2.1.3.3.1 The Contractor shall configure and support the City's payment plan program within the CMS in accordance with the City of Dallas established business rules. Payment plan enrollment and payment shall be available through all service channels: online portal, IVR, phone, mail, and in-person.

2.1.3.3.2 At a minimum, the System shall support the following payment plan terms as established by the City:

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2.1.3.3.2.1 A down payment of fifteen percent (15%) of the total balance due at the time of enrollment

2.1.3.3.2.2 The remaining balance distributed across four (4) equal monthly installments, with the full balance satisfied within one hundred twenty

(120) days of enrollment

2.1.3.3.2.3 Assessment of a fee where the full citation amount is not received within thirty (30) days of the payment plan agreement or judgment

2.1.3.3.2.4 Payment plan requests submitted online shall be treated as requests pending approval; the System must reflect a pending status until the City confirms approval

2.1.3.3.3 The System shall allow City staff to configure alternate payment plan terms at the individual citation or case level, as authorized by the City of Dallas.

All payment plan terms, payment activity, balances, and status shall be accessible to both customers and authorized City staff in real time.

2.1.3.4 Adjudication

2.1.3.4.1 The System shall enable the user to perform the following:

2.1.3.4.1.1 Entry of the citizen’s plea and subsequent hearing request. Suspending further collection action until the hearing is held (or the citizen fails to appear).

2.1.3.4.1.2 Schedule and reschedule a hearing request on the hearing calendar.

2.1.3.4.1.3 Updating the citation in the database with a scheduled hearing date.

2.1.3.4.1.4 Display and print daily adjudication calendars.

2.1.3.4.1.5 Enter hearing disposition and payments online, and update the citation record accordingly.

2.1.3.4.1.6 Display and print a copy of the citation.

2.1.3.4.1.7 Reactivate a citation notice…