1-265X901121 Mobile Payment Provider.pdf

Request For Proposals Mobile Payment Provider

265X901121

ISSUE DATE: October 17, 2025

Due on or before 12:00 PM ET on November 13, 2025

BUYER OF RECORD: Jennifer Sherman, Senior Buyer COMMODITY CODE(S): 92000 – Ecommerce Software Development Services REQUESTING AGENCY: Department of Public Services/Parking Division ACCEPTANCE PLACE: https://cincinnati-oh.bonfirehub.com/

All proposals must be submitted electronically via the City’s Bonfire portal at the above link. Responses submitted by hard copy, mail, or e-mail will not be accepted.

See “RFP Submissions” for more details.

Office of Procurement Two Centennial Plaza

805 Central Avenue, Suite 234 Cincinnati, Ohio 45202-1947 https://cincinnati-oh.bonfirehub.com/

Table of Contents

I. REQUEST – Page 3

II. CONTENT AND FORM OF SUBMISSIONS – Page 15

III. REQUIRED & MISCELLANEOUS FORMS – Page 16

IV. CONTRACT TERMS AND CONDITIONS – Page 17

I – REQUEST

INTRODUCTION

The City of Cincinnati, Ohio, (hereinafter referred as “City”) is issuing this Request for Proposals (hereinafter "RFP") pursuant to the provisions of the Cincinnati Municipal Code (CMC), Chapter 321 and City Manager Administrative Regulation 23 for Professional Services, from parties, (hereinafter "Offerors). The Offeror shall provide a mobile payment platform (app, internet) for its on-street parking operation.

GENERAL BACKGROUND AND INFORMATION

The City of Cincinnati’s Department of Public Services – Parking Division has a current agreement with two mobile payment providers to provide a pay-by-phone platform for the on-street parking operation. Currently the City derives a significant percentage of meter revenue from mobile payments and has one of the nation’s best mobile payment adoption rates.

The City is nearing the end of a three-year agreement and (2) one-year extensions (February 2026), and to ensure minimal to no service interruption for the mobile payment app users, the City is starting the process of selecting another (or same) mobile payment provider. Additionally, the City will be extending their current agreement for one year to allow for any program changes and a complete on-street sign refresh.

Lastly, the shift from payments at the meters to the mobile payment process has allowed the City to reduce reliance on physical infrastructure and decrease the cost of ownership for the on-street parking operation.

Parking Enforcement Services:

Hardware and Software Systems –Pay-by-Cell

SCOPE SPECIFICATIONS – PAY-BY-CELL PHONE PAYMENT SYSTEM (PBC)

1 REFERENCES

A. List of Abbreviations:

1. CC Credit Card

2. CSV Comma Separated Value

3. DSS Data Security Standard

4. EMV Europay, Mastercard and Visa

5. FACTA Fair and Accurate Credit Transactions Act

6. ID Identification

7. NFC Near-Field Communication

8. PCI Payment Card Industry

9. PbC Pay-by-Cell

10. PbP Pay-by-Plate

11. QR Quick Response

12. RFID Radio-Frequency Identification

13. SMS Short Message Service

14. TLS Transport Layer Security

2 SUMMARY

A. This scope includes provision of all material, labor, equipment, services, and training necessary to implement and maintain a hosted, integrated, online, real-time, pay-by-cell phone payment system functioning as described herein.

B. System Description:

1. Provide system to process payments for end-users by phone and mobile application as part of a pay-by-license plate on-street paid parking system with handheld equipment enforcement.

2. Integrate with City’s parking meter system

3. Integrate with City’s Citation Management system

4. Serve as Merchant of Record for credit card processing.

5. May include integration with other PbC providers.

6. Provide various payment methods including, but not limited to, mobile application (branded with company, text to pay, QR code, web application, IRV, etc.)

7. Provide all raw data to City

8. Provide comprehensive fraud detection and mitigation for all payment methods.

9. Provide complete mobile payment signage refresh for City (design and content to be collaborated with City).

10. Provide data reporting based on City reporting boundaries (zones and numbering schemes)

11. Provide real time data via dashboard

12. Provide occupancy and utilization data to City

13. Provide cost to City and cost to Customer (recommendations)

3 DESIGN CRITERIA

A. Accuracy: Provide the following minimum accuracy levels.

1. Fee calculation: 100%

2. Revenue amounts: 100%

B. Future System Expansion:

1. Expand system to include parking garages and off-street lots.

2. Integrate with Automated License Plate Recognition system (ALPR).

4 PRICE REQUIREMENTS:

A. Price includes the provision of all material, labor, equipment, and services necessary to furnish and install a fully integrated PbC system as outlined herein.

B. Constraints

1. Identify in writing any constraints or conflicts regarding PbC implementation.

2. Include cost, in writing, of rectifying such constraints or conflicts in Price Proposal.

5 ADMINISTRATIVE REQUIREMENTS

A. Coordinate integrations with parking meter vendor and Citation Management vendor.

6 PROPOSAL SUBMITTALS - TO BE INCLUDED WITH RESPONSE

A. Offeror Information

1. Provide the following information:

a. Name of company.

b. Brief company overview including a description of the company structure, and a statement on whether the company is a private or public entity

c. Years in business.

d. Number of employees.

e. Annual sales volume.

f. Description of the Offeror’s presence in the United States and in Ohio.

g. Name and contact information (address, email and phone number) of Principals and/or

Local Contacts.

2. Provide a list of any subcontractors, their business address, and a summary of their role in the project.

B. Offeror’s Qualifications: Provide documentation:

1. In continuous operations for previous five years.

2. Five client references:

a. Name of municipality.

b. Address.

c. Contact name, telephone number and email address.

d. Date of implementation.

e. Description of system and services.

f. # of annual transactions.

C. Project Approach – Submit the following:

1. Executive summary including any unique features and functionalities that will enhance customer service and facilitate greater operational efficiencies.

2. Description of the Offeror’s approach for both City and customer service.

3. Detailed project plan and schedule based on the anticipated project milestones. Include design, implementation, migration from current system, training, and testing.

4. Describe reconciliation, audit, and City remuneration processes.

5. Description of how service interruptions are minimized, as well as resolved.

6. Description of enforcement procedure for handheld enforcement, including Citation Management and parking meter integrations.

D. Product Data - Submit the following:

1. Software application and version(s).

2. Application hosting service provider.

3. Payment card processing provider.

4. Payment card storage provider.

5. Payment card storage methodology and security.

6. Screenshots of customer account app and web pages.

7. Sample transaction and revenue reports.

8. Description of customer payment process.

9. Sample PbC sign design to market the PbC program.

10. Sample PbC sticker to adhere to parking meters to market the program.

E. Exceptions and Substitutions:

1. Exceptions: Provide an all-inclusive list of all exceptions taken to any part or parts of these specifications or the contract documents, including substitutions. Indicate compliance with or exceptions to the Terms and Conditions presented in Section IV of the RFP.

2. Substitutions: It is recognized that there are variations between vendors. Where functional performance features or quality of system varies materially from that specified, identify substitution being proposed. Include catalog sheets, brochures, and/or technical specifications of the proposed substitution.

F. Integrations:

1. List and describe active integrations with Citation Management Systems and Parking Meter

Systems from other vendors. Include only ongoing integrations active for at least one year. Do not include planned or potential integrations. Include location, size of operation, and reference contact information. Also include integrations with other PbC providers if applicable.

G. Price Form

1. Itemized costs and proposed pricing schedule. All costs must be provided.

2. Clearly state any additional fees to the end user.

H. Offeror Compliance Form - Mark Yes or No for each item and add comments as appropriate.

7 PBC PAYMENT SYSTEM

A. Hosted system, requiring identification and authentication to access and operate.

B. Provide online password-protected portal for registered end users:

1. Create and manage account, including access credentials, payment information, vehicle and personal information.

2. View and/or print, email, SMS, transaction receipts, including location, license plate, date, time, amount.

3. Customer registration is available 24/7/365 via phone call, app, or web page.

4. Customer may purchase parking immediately upon successful registration.

5. Toll-free customer support available 24/7/365.

6. No unrequested communication with the customer allowed (unless required to maintain the use of the account).

7. No customer information may be shared with or sold to any entity, and must be returned to City, with all other copies destroyed at the conclusion of contract.

8. PbC terms and conditions and/or end-user agreement must be pre-approved by City.

9. PbC services and fees above and beyond posted parking fees must be pre-approved by City.

C. Provide online, password-protected portal for administrative users:

1. Create and manage accounts, including access credentials for administrative staff.

2. View customer registration records.

3. View reports.

4. Manage parking zones by block face or geographic area.

5. Manage rate structures and application to parking zones.

D. PbC sample operating sequence:

a. Customer calls are designated PbC phone # or accesses smartphone app.

b. System prompts customer to identify location.

c. System prompts customer to select duration of stay or payment amount.

d. System accepts payment via stored, touchtone, or app inputted payment card data.

e. System confirms purchase.

f. Customer receives notification of impending time expiration and option to extend purchase

(if within parking rules).

E. Allow the purchase of additional time (if within parking rules).

F. Allow for prepayment of parking (i.e.; pay at 7 am for parking session starting at 8 am).

G. Hours, rates, and locations of paid parking operation are subject to change and at the discretion of City.

Changes must be implemented within three business days.

H. Rate structure to be established by City. Capability for:

1. Graduated hourly rates.

2. Day, evening, night, and weekend rates.

3. Weekly and monthly permit rates.

4. Grace periods (i.e.,15 minutes free).

5. Flat rates for events.

6. Holiday rates.

7. Residential rates.

8. Programmable time slots as small as ten minutes.

9. User defined maximums (2-hour, 4-hour, 12-hour, 24-hour, etc.)

10. Submit the minimum number of programmable time slots per day and per week.

11. Automatic adjustment for daylight saving time and leap year in fee calculations.

12. City has option and ability to make rate changes

I. Credit Card Processing:

1. All applications and software that provide the ability to process Card Not Present transactions as defined by the PCI Council must be listed on the Visa Level 1 Service Provider Registry.

2. Real-time payment processing.

3. Ability to identify all CC payments by type of CC.

4. Accept the following cards:

a. Visa

b. MasterCard

c. American Express

d. Discover

e. Bank-Issued Debit Cards with any of the above card brand affiliations, accepted as a credit card.

f. Ability to create and send FACTA-compliant receipts via SMS or email.

5. Offeror will be the Merchant of Record.

6. All credit card system components must be compliant with PCI-DSS and EMV.

7. Credit Card gateway to be part of PCI P2PE as listed on the PCI-SSC web site and VISA Level 1

Service Provider as listed on the VISA web site.

J. Digital Wallet Processing and Support:

1. The service must present digital wallet payment buttons on the checkout page in a clear and prominent manner. The checkout flow should be a single-click or single-tap process for the end-user.

2. The service must be PCI DSS compliant and ensure all communication with payment gateways and digital wallet providers is encrypted via TLS 1.2 or higher.

3. Real-time payment processing.

4. Accept the following digital wallets or platforms:

a. Google Pay

b. Apple Pay

c. Samsung Pay

d. PayPal

5. The City will be the merchant of record.

K. Integrate with City’s parking meter provider and City’s Citation Management System provider for enforcement and financial reporting.

L. Payment data uploaded in real-time:

1. License plate

2. Time of purchase

3. Location/zone

4. Dollar amount

5. Expiration time

6. Payment method

M. Provide unlimited web-based password-protected role-based accounts for City, including options for read-only accounts, enforcement accounts, and administrative accounts.

N. Notify City via email and phone of any system errors or service interruptions and provide at a minimum:

1. Nature of error or interruption.

2. Scope of error or interruption.

3. Estimated time to return system to normal operation.

4. Available workarounds.

5. Notification for planned outages to be made at least seven calendar days prior to outage.

O. Provide pro-rated credit for any non-transactional service fees for any error or unplanned outage preventing normal use of the system and occurring for more than four consecutive hours.

P. Provide system up-time of 99.9%.

Q. Reports:

1. All reports downloadable in pdf, excel, and csv file formats.

2. All reports are sortable by all fields.

3. Minimum Reports:

a. Transaction Report - A listing of each transaction including and sortable by:

I) Time/date/day of week.

II) Duration.

III) Payment amount.

IV) Card type.

V) Customer.

VI) Plate number.

VII) Location/zone.

b. Total transactions processed:

I) Hourly, daily, weekly, monthly, annually.

II) Associated rate stratification.

III) Associated revenue.

IV) Searchable by date and time.

c. Except transactions, including date, amount, customer, plate, disposition.

d. Refunds, including date, amount, customer, plate, reason.

e. Customer service requests:

I) Number per day II) Type III) Customer IV) Disposition

f. Daily and monthly financial reconciliation reports.

R. Provide marketing signage and adhesive stickers to promote and advise customers to utilize Offeror’s

PbC services. City to approve design and colors.

1. Utilize 18” by 24” reflective, rigid aluminum signs.

9 FIELD QUALITY CONTROL

A. Provide an Acceptance Testing Plan to demonstrate the functionality of the system.

1. Include demonstrations of compliance with all specifications, contractual compliance, definitions of all test objectives, participant responsibilities, documentation of tests and procedures for dealing with failures during test.

2. Confirm that all specified features are provided and fully operational before Acceptance Testing.

3. Notify City or City’s Representative in writing at least one week prior to official test session. If a test is not successful, correct noted deficiencies and advise City or City’s Representative, at least two days in advance, that test session is ready to resume.

4. City or City’s Representative may witness tests.

B. Passing Acceptance testing, even if performed in the presence of the City or City’s Representative, does not relieve the Offeror of the responsibility to provide a system in accordance with the Specifications.

C. Promptly correct all problems encountered at no cost to the City.

D. Thirty (30) Day Operational Test and Final Acceptance

1. After go-live date, the City will conduct an operational test for thirty (30) days.

2. Performance Standards:

a. System is fully operational for the complete monthly reporting cycle. For each down-time period of between one hour and eight hours, or programming problems that delay the report cycle, two days will be added to the test duration.

b. All reports correlate 100% with credit card reconciliation.

10 INSTRUCTION AND TRAINING

A. Fully instruct the City’s designated personnel in the operation of the system.

B. Coordinate scheduling of on-site and in-person instructional classes with City’s designated personnel to avoid conflicts and peak-period personnel demands.

C. Submit a proposed instruction schedule prior to equipment installation. City will tentatively approve or suggest changes to the training schedule.

D. Ample time should be allotted within each session for the instructor to fully describe and demonstrate all aspects of the PbC system and allow City personnel to have hands-on experience.

E. All instruction courses will consist of classroom instruction and actual “hands-on” experience. Classes will be set up in a room designated by the City. Generally, in-person training is preferred vs. online training.

F. Provide experienced instructors that speak fluent English in a clear precise manner.

G. Provide all documentation required to instruct City personnel. The City retains the right to copy training materials as frequently as required for ongoing internal use only.

H. Provide an instructional notebook or user’s manual to accompany every instruction course. Submit a hard copy and electronic version of all manuals (operation and maintenance) written in common English with appropriate photos, diagrams, and schematics to supplement the text.

TERM

The proposed term of the agreement will be for five years with two (1) year extensions. The complex nature of the technology being used, data being collected, the significant infrastructure investment and signage installation, on-street revenue generated with the mobile payment application, and lengthy time needed for transition of vendors warrants a longer contract term and extensions.

EVALUATION CRITERIA

• Experience and Expertise – 15%: Firm Qualifications, Project Manager/Team Experience, two references for projects similar to the specifications.

• Cost and Budget – 20%: Cost proposal outlining all expenses associated with the project/service, including labor, materials, and any other relevant costs.

• Compliance w/Industry Standards and Regulations – 15%: Ability to meet industry standards and regulations with offer.

• Quality Assurance and Control – 15%: Method of assuring quality service delivery to both the end users and the City.

• Compatibility (IT) – 15%: How Offeror interfaces with City’s Parking Enforcement and Citation Management System, LPR systems, and with City’s on-street payment equipment (IPS single and multi-space meters).

• Value-Added Services – 10%: Additional information regarding value-added services (e.g., merchant validation programs, permitting programs, etc.).

• Economic Inclusion – 10%: Offeror is a City of Cincinnati Department of Economic Inclusion Certified S/M/WBE or is partnered with such a firm.

TIMETABLE

Milestones for the process are: Date

1. Release of RFP 10/17/2025

2. Deadline for written questions 10/31/2025

3. Submissions Due in Bonfire 11/13/2025

LATE SUBMISSIONS WILL NOT BE ACCEPTED

4. City initiates negotiations with preferred Offeror (approx.) TBD

QUESTIONS CONCERNING THE RFP

All questions or requests for clarification must be submitted in writing no later than October 31, 2025, at 12:00 am ET. Questions and clarification requests may be emailed to the buyer of record indicated on the cover page of this RFP, or submitted through the Bonfire portal at https://cincinnati-oh.bonfirehub.com/. If emailing, please reference “265X901112, Mobile Payment Provider” in the subject field of the message. Questions received after the designated period may not be considered. Any response made by the City will be provided in writing via Addendum.

Offerors are strictly prohibited from contacting any other City employees or any third-party representative of the City on any matter having to do with this RFP. All communications regarding this RFP must be made to the City’s contact person, or any other City representatives designated by the Chief Procurement Officer in writing.

https://cincinnati-oh.bonfirehub.com/

PREVENTING UNFAIR COMPETITIVE ADVANTAGES

Fairness and transparency in the procurement process require that Offerors competing for a specific project do not derive a competitive advantage from having provided services related to the project/contract/work assignment in question. To that end, pursuant to Administrative Regulation No. 62 and the City’s RFP Manual, a firm, and each of its affiliates, hired to provide services for the preparation or implementation of a project shall be disqualified from any subsequent procurement solicitation to provide goods, works, or services resulting from or directly related to the firm’s services for such preparation or implementation, unless an exception is made by the City Manager in writing.

RFP SUBMISSIONS

The Offeror shall develop a written response to this RFP structured to comply with Section II of this RFP.

While each submission will be considered objectively, the city assumes no obligation to accept to take action on any submission. The City assumes no liability for any costs incurred in preparing or submitting any submission.

Responses to this RFP must be submitted through the City’s Bonfire portal at https://cincinnati-oh.bonfirehub.com/. Responses submitted by hard copy, mail, or e-mail will not be accepted.

Important notes:

• Logging in and/or uploading your file(s) does not mean your response is submitted. Offerors must successfully upload all file(s) and must click the submit button before closing time.

• You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. This will confirm that you have successfully submitted your response.

• If a requested file is mandatory, you will not be able to complete your submission until the requirement is met.

• Uploading large documents may take time, depending on the size of the file(s) and your internet connection speed.

• Please note the type (.doc, .pdf, etc.) and number of files (one only or multiple) allowed. The maximum file size for upload is 1,000 MB. Please do not embed any documents within your uploaded files as they will not be accessible or evaluated.

For technical questions or issues related to your submission, please contact Bonfire directly at support@gobonfire.com or 1 (800) 354-8010, ext. 2. The support team is available Monday-Friday, 8:00 a.m. – 8:00 p.m. ET. You can also visit their help forum at https://bonfirehub.zendesk.com/hc.

Submissions can be withdrawn at any time until the deadline date, at which time submissions will be considered firm and become the property of the City and will not be returned. The Offeror must login to Bonfire to withdraw their submission through the system. If resubmitting, Offeror is responsible for submitting prior to the closing time and receiving a new email confirmation receipt. By responding to this RFP, Offerors waive any challenge to the City’s decisions.

PUBLIC RECORDS REQUIREMENTS

By submitting this response, Offeror acknowledges that the City is governed by the Ohio Public Records Laws.

Notwithstanding any statement to the contrary, the City’s handling of any confidentiality obligations is subject to the limitations of this paragraph. Offeror’s submission may be subject to disclosure under the Ohio Public Records Laws. The City shall have no duty to defend the rights of Offeror or any of its agents or affiliates in any records requested to be disclosed. Confidential proprietary material must be clearly identified by the Offeror as "trade secret" and easily separable from the rest of the submission. The Offeror recognizes and agrees that the City is not responsible or liable in any way for any losses that the Offeror may suffer from the disclosure of information or materials to third parties.

https://cincinnati-oh.bonfirehub.com/ https://cincinnati-oh.bonfirehub.com/ mailto:support@gobonfire.com https://bonfirehub.zendesk.com/hc

Upon receipt of a public records request for which any document clearly marked by Offeror as “Trade Secret” is responsive, the City will notify Offeror of its intent to release records to the requestor. Offeror shall have a maximum of five (5) business days beginning with the date it receives notification to respond to the City by either accommodating the requestor or pursuing legal remedies to stop the City’s release of requested information.

Said notification shall relieve the City of any further obligation under any claim of Offeror or any of its agents or affiliates in any jurisdiction in connection with the disclosure of such records. Offeror and its agents and affiliates shall have the right to pursue legal and/or equitable remedies to stop or limit disclosure at their sole expense.

SELECTION PROCESS

Selection of a preferred Offeror(s) and subsequent award(s) of contract(s) will comply with City Administrative Regulation No. 23 and the Cincinnati Municipal Code (CMC). The City will award a contract(s) to the successful Offeror(s) considering the total requirements for this procurement and what is “Most Advantageous to the City” in accordance with CMC Chapter 321.

The City’s Selection Committee will review and evaluate all properly submitted proposals that are received on or before the deadline. The Selection Committee will submit its finding to the Chief Procurement Officer as to which proposal(s) is/are “Most Advantageous” to the City taking into consideration price and evaluation factors set forth below. The Chief Procurement Officer will review the Selection Committee’s findings and will then submit a recommendation to the City Manager who will make the award for the City pursuant to CMC Section 321-65.

The City reserves the right to ask for additional information and clarification from or about any or all of the Offerors. The City may require selected Offerors to make an oral presentation of their submission.

PROCESS FOR ENTERING INTO AGREEMENT

The Offeror(s) whose submission(s) is/are found to be the "Most Advantageous" to the City of Cincinnati will be offered the opportunity to negotiate with the intent to enter into an Agreement with the City. The scope, terms and conditions of that Agreement shall be in substantial conformance with the terms, conditions and specifications described in this RFP and with the proposal that is submitted by the Offeror(s) whose submission(s) is/are found to be the "Most Advantageous" to the City.

Offerors should be prepared to begin contract negotiations upon submitting. If the Offeror is not able to begin contract negotiations, the City may disqualify that Offeror.

The City reserves the right to negotiate the Agreement to include any portion or portions of the services described in this RFP. The City reserves the right to reject any and all responses in total or by components.

The City reserves the right to make one total award, one award for each section, multiple awards, or a combination of awards, and to exercise its judgment concerning the selection of one or more submissions, the terms of any resultant agreement(s), and the determination of which, if any, submission(s) is/are Most Advantageous to the City, as a result of this RFP process.

ADDITIONAL INFORMATION

The City reserves the right to check all references furnished and consider responses received in determining the award.

The City reserves the right to perform investigations as may be deemed necessary by the City to assure that competent persons will be and are utilized in the performance of the Agreement and to verify the accuracy of the contents of proposals.

The City publishes information on the City of Cincinnati Internet web site at www.cincinnati-oh.gov, which includes the Cincinnati Municipal Code.

http://www.cincinnati-oh.gov/

CONTRACTOR REGISTRATION

The Offeror awarded the contract shall be a registrant under Vendor Self Service (VSS) at time of award. Go to https://vss.cincinnati-oh.gov/vssprod/Advantage4 to register.

EQUAL EMPLOYMENT OPPORTUNITY

The Contractor shall be subject to the provisions of the City of Cincinnati Municipal Code Chapter 325, regarding Equal Employment Opportunity (EEO). The EEO Program requires the Contractor awarded the contract to complete and submit a DEI 147 form. The DEI 147 form is designed to provide an evaluation of the Contractor’s policies and practices relating to the extension of equal employment opportunity to all persons without regard to race, religion, color, sex, sexual orientation, gender identification, national or ethnic origin, age, handicap, or Vietnam military service.

Failure to comply with the City’s request for submission of the DEI 147 form within ten (10) days of the date of the request will be sufficient cause to reject the proposal due to the Contractor being nonresponsive.

AMERICANS WITH DISABILITIES ACT

The City of Cincinnati is committed to supporting the Americans with Disabilities Act. Please contact the City’s Office of Aging and Accessibility if you require any special accommodation.

CONTRACTOR’S COVENANT OF NON-DISCRIMINATION

Pursuant to the City of Cincinnati’s policy of non-discrimination, specifically in its purchasing and contracting practices and as a condition of contract award, we covenant, represent and warrant that:

• We will not discriminate against small business enterprises on the basis of race, ethnicity, gender or disability in the process of contracting, subcontracting and purchasing;

• We will use good faith efforts to promote opportunities for small business enterprises to participate in and compete for opportunities to the extent of their availability and capacity;

• We will submit to ongoing monitoring by and submittal of reports to the City’s Department of Economic Inclusion;

• We will submit to investigations and/or audits by the Department of Economic Inclusion in connection with routine monitoring or as a result of specific allegations of discrimination.

TAXPAYER IN GOOD STANDING

Offerors awarded a contract should be a Taxpayer in Good Standing with the City of Cincinnati. To verify your firm’s standing and receive a verification letter, contact the city’s Income Tax Division. The Taxpayer in Good Standing Request form can be found at https://docs.cincinnati-oh.gov/form/coc/TaxpayerGoodStanding. Please allow three (3) business days for processing after receipt of your request.

https://vss.cincinnati-oh.gov/vssprod/Advantage4 https://docs.cincinnati-oh.gov/form/coc/TaxpayerGoodStanding

II – CONTENT AND FORM OF SUBMISSIONS

1. Cover Letter (1 page limit) – A cover letter introducing your firm and summarizing your submission.

2. Company Overview (1 page limit) – Provide an overview of your firm, including its history, experience, and qualifications relevant to this project/service.

3. Approach and Methodology (2-page limit) – Detail your approach to fulfilling the requirements outlined in the Scope of Work/Specifications. Include your methodology, strategies, and any innovative approaches you plan to employ.

4. Project Team (1 page limit) – Provide information about the key personnel who will be involved in this project/service, including their qualifications and relevant experience.

5. References (1 page limit) – Provide at least two references from past clients or projects that demonstrate your firm’s capability to successfully deliver similar services.

6. Experience and Expertise (2-page limit) – Describe like projects, capabilities and familiarity with scope of service requirements, and ability to meet requirements at award.

7. Cost Proposal (As appropriate) – Present a detailed cost proposal outlining all expenses associated with the project/service, including labor, materials, and any other relevant costs.

8. Compliance with Industry Standards and Regulations (2-page limit) – Describe ability to meet industry standards and regulations with offer. Outline any and all company certifications regarding industry compliance.

9. Quality Assurance and Control (2-page limit) – Describe company’s method of assuring quality service delivery to both the end users and the City. Outline specific controls aimed at ensuring uptime and reliability of offer.

10. Compatibility (IT) (2-page limit) – Describe how your company interfaces with City’s Parking Enforcement and Citation Management System, LPR systems, and how your company interfaces with City’s on-street payment equipment (IPS single and multi-space meters).

11. Value-Added Services (3-page limit) – Provide any additional information regarding value-added services (e.g., merchant validation programs, permitting programs, etc.)

12. Economic Inclusion (1 page limit) – Provide a statement indicating whether the Offeror is a City of Cincinnati Department of Economic Inclusion Certified S/M/WBE or is partnered with such a firm

13. Exceptions – Offeror must include a statement indicating compliance with the Terms and Conditions presented in all sections of this RFP or any exceptions.

14. Required and Miscellaneous Forms – Offeror must submit all required forms as indicated in Section III of this RFP.

SECTION III – REQUIRED FORMS

Failure to submit all required forms may result in your submission being deemed non-responsive and not scored.

• ATTACHMENT 1 – Offeror Corporate and Contact Information o REQUIRED WITH SUBMISSION

• ATTACHMENT 2 – Affidavit of Accuracy and Signature Page o REQUIRED WITH SUBMISSION

• ATTACHMENT 3 – Subcontracting Outreach Program o Informational Use Only o The “No Goals Inclusion Packet” which includes the applicable forms to be completed and included with the proposal is available at the following webpage: https://www.cincinnati-oh.gov/sites/inclusion/assets/File/No%20Goals%20Pkt.pdf o When on the aforementioned webpage, please click on the weblink called “No Goals Inclusion Packet” to download and access the appropriate forms.

• ATTACHMENT 4 – Equal Employment Opportunity (EEO) Form (DEI147) o Required post-award o A copy of the form is available at the following webpage: https://www.cincinnati-oh.gov/inclusion/forms/equal-employment-opportunity-forms/.

• ATTACHMENT A – Scope Mobile Payment Provider Compliance Form o REQUIRED WITH SUBMISSION https://www.cincinnati-oh.gov/sites/inclusion/assets/File/No%20Goals%20Pkt.pdf https://www.cincinnati-oh.gov/sites/inclusion/assets/File/No%20Goals%20Pkt.pdf https://www.cincinnati-oh.gov/inclusion/forms/equal-employment-opportunity-forms/ https://www.cincinnati-oh.gov/inclusion/forms/equal-employment-opportunity-forms/

SECTION IV TO RFP 265X901112

CONTRACT TERMS AND CONDITIONS

SCOPE OF SERVICES

Contractor shall, in a satisfactory and proper manner as determined by the City Manager of the City, perform all the necessary services under this Agreement in connection with the purpose of the project as outlined by the <Department Name> in its Request for Proposals. Contractor shall perform the services as outlined in Exhibit A attached hereto and made a part hereof. Contractor warrants that the Services shall be performed in a good, timely, and professional manner by qualified staff and in accordance with generally accepted professional practices. The Contractor further warrants that the design and recommended solution are workable and capable of meeting the objective and purpose of the project as described in this Agreement.

METHOD OF PAYMENT

A. Method of Payment. Any payments from the City specified in this Agreement, including any periodic installment payments, will be contingent upon performance of contractual obligations to date and the submission by Contractor of an original, detailed invoice on company letterhead specifying that the required services have been performed, accompanied by receipts, invoices, reports, statements, or any other supporting information as required by the City to document entitlement to payment. Failure to satisfactorily meet any one of the Agreement obligations by Contractor may result in the City not approving periodic payments to Contractor and/or filing liens as may be necessary against Contractor's assets or future assets until Contractor satisfactorily fulfills its obligations under the Agreement or satisfactorily reimburses the City for any prior payments.

B. Prompt Payment System. This Agreement is subject to, and Contractor shall comply with, the provisions of Chapter 319 of the Cincinnati Municipal Code that provide for a Prompt Payment System.

SUBCONTRACTS, SUCCESSORS, AND ASSIGNS

A. Subcontracts. Contractor agrees that none of the work or services covered by this Agreement, except as otherwise expressly authorized herein, shall be subcontracted without the prior written approval of the City. Forms to request approval for the use of subcontractors are available for download at:

https://www.cincinnati-oh.gov/inclusion/forms/subcontractor-utilization-forms-for-post-award-use/ and must be submitted and approved before subcontractors are authorized to begin work. The City has no obligation to pay Contractor for any work or services performed by a subcontractor prior to the City’s written approval of that subcontractor. In the event Contractor employs a subcontractor without first securing the required approval of the subcontractor by the City, the City shall have the right to stop payment to Contractor or to withhold any monies due Contractor until the subcontractor is approved. Any work or services subcontracted hereunder shall be specified by written contract or agreement and shall be subject to each provision of this Agreement.

B. Use of Debarred Subcontractors Prohibited. The City maintains a list of Vendors Debarred from

Contracting or Subcontracting with the City, which may be accessed at: http://www.cincinnati-oh.gov/purchasing or may be furnished in other form upon request. The City will not contract with any firm or person on the list. It is Contractor’s responsibility to verify that each subcontractor it proposes to https://www.cincinnati-oh.gov/inclusion/forms/subcontractor-utilization-forms-for-post-award-use/ http://www.cincinnati-oh.gov/purchasing http://www.cincinnati-oh.gov/purchasing use is an eligible firm or person. The City will not approve a subcontractor whose name appears on the list. The City shall neither accept nor be liable for any increase in costs, or other expenses, delay, loss, or subsequent ineligibility to contract with the City incurred by a contractor as a result of the City rejecting any proposed person, firm, partner, principal, affiliate, subcontractor or supplier that is debarred or suspended after the submission of a bid, proposal, or other communication leading to a contract, but before the approval or award of the contract.

C. Assignment. Contractor shall not assign or transfer Contractor's interest in this Agreement without the prior written consent of the City.

COMPLIANCE WITH LAWS, REGULATIONS, AND PROGRAMS

A. Generally. Contractor, in the performance of services under this Agreement, shall comply with all applicable statutes, ordinances, regulations, and rules of the federal government, the State of Ohio, the County of Hamilton, and the City of Cincinnati, including COVID-19 policies currently in effect and as amended from time-to-time during the initial term and any renewal terms of this Agreement.

B. Equal Employment Opportunity Program. This Agreement is subject to, and Contractor shall comply with, the City’s Equal Employment Opportunity Program contained in Chapter 325 of the Cincinnati Municipal Code. Said chapter is hereby incorporated by reference into this Agreement.

C. Small Business Enterprise and Local Business Enterprise Programs.

1. This Agreement is subject to, and Contractor shall comply with, the provisions of the Small Business Enterprise and Local Business Enterprise Programs contained in Chapter 323 of the Cincinnati Municipal Code. Section 323-99 of the Cincinnati Municipal Code is hereby incorporated into this Agreement.

2. Details concerning this program can be obtained from the Department of Economic Inclusion, Two Centennial Plaza, 805 Central Avenue, Suite 610, Cincinnati, Ohio 45202, (513) 352-3144.

3. The City has an aspirational goal that 30% of its total dollars spent for construction and 15% of its total dollars spent for supplies/services and professional services be spent with Small Business Enterprises (SBEs), which include SBEs owned by minorities and women. If Contractor is authorized by the City to subcontract any work under this Agreement, Contractor will utilize its best efforts to meet those goals by subcontracting with SBEs certified by the City who will be performing a commercially useful function under this Agreement.

4. A list of certified firms may be obtained from searching the City’s Certified Directory, a link to which is included on the Department of Economic Inclusion’s webpage (https://www.cincinnati-oh.gov/inclusion/). Contractor may refer firms interested in consideration for certification eligibility to the on-line application at:

(https://cincinnati.diversitycompliance.com/FrontEnd/StartCertification.asp?TN=cincinnati&XID =7672).

5. Contractor shall utilize best efforts, as defined in the Rules and Regulations adopted under Chapter 323, to recruit and maximize the participation of all qualified segments of the business community in supplies and subcontracting work, including the utilization of small, small local, emerging local, minority, and women business enterprises.

6. If Contractor hires or engages another party who then subcontracts work under this Agreement, Contractor agrees to include in its contract with such party a requirement that said party take the affirmative steps required by the Rules and Regulations adopted under Chapter 323 when advertising and awarding such subcontracts.

https://cincinnati.diversitycompliance.com/FrontEnd/StartCertification.asp?TN=cincinnati&XID=7672 https://cincinnati.diversitycompliance.com/FrontEnd/StartCertification.asp?TN=cincinnati&XID=7672

D. Subcontracting Reporting

1. Prior to commencement of work or services under this Agreement, Contractor shall provide to the

City, through the Department of Economic Inclusion, a subcontractor approval request (Form 2004) or professional services subcontractor approval form, as determined by the Department of Economic Inclusion, for each subcontractor Contractor proposes to utilize, providing information as to owners, dollar value of the contract or subcontract, and other information that may be deemed necessary by the City Manager. The form can be obtained from the Department of Economic Inclusion website at https://www.cincinnati-oh.gov/inclusion/forms/subcontractor-utilization-forms-for-post-award-use/.

2. If Contractor subcontracts any work under this Agreement as provided herein, Contractor shall report, not later than the 15th of each month, all payments made to subcontractors during the immediately preceding month through the City’s online reporting site, generally referred to as VCCS, or any successor site or system the City uses for this purpose. Prior to utilizing any subcontractors, Contractor shall contact the Department of Economic Inclusion to obtain instructions, the proper internet link, login information, and password to access the site and set up the necessary reports.

3. Contractor periodically must document its best efforts and affirmative steps to meet the contract participation goals set forth in this Agreement, by providing notarized affidavits executed in a form acceptable to the City, submitted upon the written request of the City. The City may review records and documentation relevant to the affidavits. If affidavits are found to contain false statements, the City may prosecute Contractor pursuant to Section 2921.12 of the Ohio Revised Code.

4. If Contractor does not purchase supplies or enter into subcontracts for the performance of services or construction of improvements under the contract, the subcontracting reporting requirements of this section do not apply.

E. Use of Nonfranchised Commercial Waste Haulers Prohibited. The City requires that persons providing commercial waste collection services (as that term is defined under Cincinnati Municipal Code Chapter 730) within the City obtain a franchise, and the City maintains a list of franchised commercial waste haulers. If the services provided by Contractor include construction or demolition or the services are related to waste collection, Contractor is prohibited from using or hiring a nonfranchised commercial waste hauler to provide commercial waste collection services in connection with the performance of this Agreement, and Contractor is responsible for ensuring that any commercial waste collection services provided in connection with the performance of this Agreement are provided by a franchised commercial waste hauler. Questions related to the use of commercial waste franchisees can be directed to, and a list of current franchisees can be obtained from, the City’s Office of Environment & Sustainability by calling (513) 352-3200.

F. Living Wage Provisions.

1. This Agreement may subject to, and in such case Contractor shall comply with, the Living Wage provisions found in Chapter 317 of the Cincinnati Municipal Code. The provisions require that, unless specific exemptions apply or a waiver is granted, all employers (as defined) under service contracts with the City shall pay a minimum wage to employees (as defined) of $19.27 per hour for full-time employees (as defined), $15.05 per hour for part-time employees (as defined) provided with health benefits (as defined) by their employer, or $16.99 per hour for part-time (as defined) who are not provided health insurance (as defined) by their employer. Such rate shall be adjusted annually pursuant to the terms of the Municipal Code.

2. The requirements of this provision apply to Contractor as well as any subcontractors performing services under this Agreement. Language indicating the subcontractors’ agreement to comply with this provision shall be included in the contracts between Contractor and its subcontractors. A copy of such subcontracts or other such agreements shall be submitted to the City.

3. Under the Living Wage provisions, the City shall have the authority, under appropriate circumstances, https://www.cincinnati-oh.gov/inclusion/forms/subcontractor-utilization-forms-for-post-award-use/ Mackenzie, Jennifer These rates will be updated by April 1 each year and the new rates will be effective April 30. Please update these template rates each year.

to terminate this Agreement and to seek other remedies.

G. Wage Enforcement.

1. If Contractor is providing services valued in excess of $25,000 and related to construction or real estate development, this Agreement is subject to the Wage Enforcement provisions of the Cincinnati Municipal Code. These provisions require that any person who has an agreement (as defined in section 326-2-A2 of the Cincinnati Municipal Code) with the City or with a contractor or subcontractor of a person who has an agreement with the City shall report all complaints or adverse determinations of Wage Theft and Payroll Fraud (as defined in Chapter 326 of the Cincinnati Municipal Code) against the person, contractor, or subcontractors to the Department of Economic Inclusion within 30 days of notification of the complaint or adverse determination.

2. Contractor is required to include provisions in solicitations and contracts regarding a development site that all employers, contractors or subcontractors performing or proposing to perform work on a development site provide an initial sworn and notarized “Affidavit Regarding Wage Theft and Payroll Fraud” on a form prescribed by the City Manager or the City Manager’s designee and, within 30 days of an adverse determination or complaint of wage theft or payroll fraud, shall provide an “Amended Affidavit Regarding Wage Theft and Payroll Fraud” on a form prescribed by the City Manager or the City Manager’s designee.

3. Contractor is required to authorize, and does hereby specifically authorize, any local, state or federal agency, court, administrative body, or other entity investigating a complaint of Wage Theft or Payroll Fraud against the person (collectively “investigative bodies”) to release to the City’s Department of Economic Inclusion any and all evidence, findings, complaints, and determinations associated with the allegations of Wage Theft or Payroll Fraud upon the request of the City and further authorizes such investigative bodies to keep the City advised regarding the status of the investigation and ultimate determination. If the investigative bodies require the person, contractor, or subcontractor to provide additional authorization on a prescribed form or in another manner, the person, contractor, or subcontractor shall be required to provide such additional authorization within 14 days of a request by the City.

4. Contractor shall include in its contracts with all subcontractors language that requires the subcontractors to provide the authorizations set forth in section 5.G.3. above and further requires each subcontractor to include in its contracts with other subcontractors those same obligations for each subcontractor and each lower tier subcontractor.

5. Contractor shall post a conspicuous notice on the development site throughout the entire period work is being performed pursuant to this Agreement indicating that the work being performed is subject to Cincinnati Municipal Code Chapter 326, Wage Enforcement, as administered by the City of Cincinnati Department of Economic Inclusion. Such notice shall include contact information for the Department of Economic Inclusion as provided by the department.

6. Under the Wage Enforcement provisions of Chapter 326, the City shall have the authority, under appropriate circumstances, to terminate this Agreement and to seek other remedies.

H. OhioMeansJobs Cincinnati-Hamilton County (fka SuperJobs Center) Employment Postings Per Ordinance No. 238-2010. If this Agreement includes the provision of construction services, this Agreement is subject to the OhioMeansJobs Cincinnati-Hamilton County (fka SuperJobs Center) Employment Postings requirement…