2025-POL-002 Digital Parking Software and LPR System.pdf

CITY OF NEWPORT, RHODE ISLAND

PURCHASING DIVISION

NOTICE TO BIDDERS

SEALED PROPOSAL

2025-POL-002

Sealed Proposals to provide Digital Parking permits and mobile LPR Enforcement capability (hereafter referred to as Digital Permits/LPR System) in accordance with all terms and specifications contained herein, will be received in the Purchasing Office, City Hall, 43 Broadway, Newport, RI, until:

Two (2) o’clock P.M., Local Time March 27th, 2025

THIS IS NOT A PUBLIC OPENING

Proposals must be submitted in sealed envelopes addressed to the Purchasing Office, City Hall, 43 Broadway, Newport, R. I. 02840, and must be plainly marked in the lower left-hand corner, “Digital Permits/LPR System 2025-POL-002. Please provide three (3) paper copies and one (1) electronic copy on CD with your submittal.

Note: Bid Tabulations will be posted on the City of Newport website generally within twenty-four (24) hours of the closing date. The bid tabulation area is located at www.cityofnewport.com under purchasing. The tabs are listed by bid number.

It is the bidder’s responsibility to see that the bid is delivered within the time and at the place prescribed. Bids received prior to the time of opening will be securely kept, unopened. Bids may be withdrawn on written request (on the letterhead of the bidder and signed by the person signing the bid) which must be received prior to the time fixed for opening. Bids may be modified in the same manner. No bid or modification thereof received after the time set for opening will be considered, even if it is determined by the City that such non-arrival before the time set for opening was due solely to the delay in the mails for which the bidder is not responsible.

Any bidder taking exception to, or questioning any of the provisions, procedures, conditions or specifications herein stated should make such exceptions known to the undersigned, in writing, not less than seven (7) days before the bid opening.

Any change or interpretation made as a result thereof will be published in an addendum and mailed to all prospective bidders. Should a bidder still not be satisfied, he may, in the bid, set out and stipulate the exception, with enough explanation to be understood by the City and, within the stipulation, the INCREASE or DECREASE in the bid price because of the exception shall be stated. The City may, at its discretion, accept or reject any or all exceptions.

Federal Excise Taxes and/or Rhode Island Use Taxes are not to be included in the bid.

The City will execute exemption certificates if furnished by the bidder when submitting his invoice.

The bidder will state the approximate delivery date in the bid, or the time required to make delivery after notification of award.

The right is reserved, as the interest of the City may require, to reject any or all bid proposals, to waive any technical defect or informality in bids received, and to accept or reject any bid or portion thereof.

The City of Newport reserves the right to reject any or all proposals or to accept any proposals deemed to be for the best interest of the City.

The technical point of contact for this package is Alessandro Casagrande at

(401) 845-5395. Email to: acasagrande@cityofnewport.com.

Note: All bidders are responsible for insuring that no addenda have been added to the original bid package. All bid packages and addenda are located at www.cityofnewport.com under (Active Bids) within the Purchasing webpage using the above bid/proposal number or you can contact the Purchasing Department.

Prevailing Wage - Any construction over $ 1,000.00 is required by state law to pay state prevailing wage. A current copy of the most recent Prevailing Wage scale is obtained from the State of Rhode Island, Department of Labor and Training, Division of Professional Regulation or at the Davis-Bacon Wage Determination link. It is also by request for each construction bid document. All vendors supplying construction services must submit certified payrolls from any contractor and sub-contractor who work on the project. No payments are made until all payrolls are up to date, and correct. Click here for Prevailing Wage Tables.

Prevailing Wages also applies to ALL other (Non-Construction) Requirements. If the City's requirement is sealed bid, the DAVIS-BACON Wage Determination applies.

Buy American Act (1933- Sections 10 (a-d) of Title 41) and Buy American Act Provision (1982 - Section 5323(j) of Title 49) apply to this requirement, and therefore, documentation may be requested in support.

GENERAL CONDITIONS

1. The City reserves the right to reject any and all proposals, to waive any informality, to request interviews of Service Providers prior to award and to select and negotiate the Service Provider services in the best interest of the City.

2. The Service Provider shall guarantee to perform the services offered and the total price of the proposal for a period of not less than 60 days from the deadline for submission of proposals.

3. The City reserves the right to accept all or part of any proposal, and to negotiate a contract for services and cost with the selected Service Provider.

4. The Service Provider shall provide all necessary personnel, materials and equipment to perform and complete all work under this proposal.

5. All original documents and drawings shall become the property of the City after completion of the Service Provider’s work.

6. The City of Newport intends to recommend award of a contract to the City Council for the requested services within one (1) month of receipt of the proposals. The Service Provider shall be prepared to commence work immediately upon execution of a contract with the City.

7. Awards will not be made to any person, firm or company in default of a contract with the City, the State of Rhode Island or the Federal Government.

8. The Service Provider hereby agrees that it will assign to the City of Newport all cause of action that it may acquire under the anti-trust laws of Rhode Island and the United States as the result of conspiracies, combination of contracts in restraint of trade which affect the price of goods or services obtained by the City under this contract if so requested by the City of Newport.

9. Unless otherwise stated, invoices are to be submitted (to Accounting Office) in duplicate upon delivery of service to the City. The invoice must include an itemization of all services provided, including unit list price, net price, extensions and total amount(s) due.

10. Unless otherwise stated, payment will be made within thirty (30) days of the completion of the service, in an acceptable fashion, to the City and receipt of invoice, whichever is later.

11. City is exempt from all sales and Federal excise taxes. Our exemption number is 05-

6000-260. Please bill less these taxes.

12. The City of Newport’s obligations to pay any amount due under a contract are contingent upon availability and continuation of funds for the purpose. The City may terminate the contract, for non-appropriation of funds, and all payment obligations of the City cease on the date of termination.

13. None of the services covered by the contract shall be assigned in full or in part, or sub-contracted without the prior approval of the City.

14. This contract will be for the services described above; however, this agreement should not be considered exclusive. As deemed necessary, the City reserves the right to obtain these services from any other vendor.

15. Unless otherwise specified all costs listed are firm for the term of the contract.

16. Neither party shall be liable for any inability to perform its’ obligations under any subsequent agreement due to war, riot, insurrection, civil commotion, fire, flood, earthquake, storm or other act of God.

17. Notification of the parties shall be considered to have been constructively received when it is mailed via the United States Postal Service or delivered in hand to the parties as stated in the contract.

18. If any of the GENERAL TERMS AND CONDITIONS is held to be invalid or unenforceable, it will be construed to have the broadest interpretation which would make it valid and enforceable under such holding. Invalidity or unenforceability of a term or condition will not affect any of the other GENERAL TERMS AND CONDITIONS.

19. Each and every provision and clause required by law to be inserted in any subsequent

Contract shall be deemed to be inserted herein and the Contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted, or is not correctly inserted, then upon the application of either party, the Contract shall forthwith be physically amended to make such insertion or correction.

20. Proposal shall also mean quotation, bid, offer, qualification/experience statement, and services. Proposers shall also mean vendors, offerors, bidders, or any person or firm responding to a Request for Proposals.

21. All contracts entered into by the City of Newport shall be governed by the Laws of the

State of Rhode Island. Any disputes shall be resolved within the venue of the State of Rhode Island and Newport County.

22. The Service Provider selected for this project shall procure and maintain the following types of insurance:

Statutory Workers Compensation and Employer’s Liability Insurance

Professional Services Liability Insurance for errors and omissions ($1,000,000.00 minimum)

Liability and Property Damage Insurance (a) Bodily injury liability: $500,000 each person, $1,000,000 each occurrence; (b) Property damage liability: $500,000 each occurrence, $1,000,000 aggregate.

CITY OF NEWPORT, RHODE ISLAND

Alessandro Casagrande

Acting Purchasing Agent

(401) 845-5395

1. Introduction

The City of Newport RI is seeking qualified vendors to provide solutions for two critical components of its parking management system:

A. The development and implementation of a comprehensive digital, license plate based, parking permit program for Resident Parking and several other city-issued parking permits.

B. The design, installation, integration and support of a mobile License Plate

Recognition (LPR) System for enforcement of the city’s Resident Parking Program and the city’s seasonal paid parking Program.

2. Background

The city operates a municipal parking program that includes: Resident Parking Program in effect from May 1 to October 1; paid on-street and off-street parking from May 1 through October 31; Easton’s Beach Parking form April 1 through November 30; time limited parking in designated spaces on designate streets year-round. Additionally, there are several other parking permits issued by the City: Mary St. Parking Lot seasonal parking, King Park Boat and Auto permits, Fishing and Loading Zone permits.

Approximately 14,500 Resident Permits are issued by mail annually to verified residents at no charge. During the course of the season, an additional 2,000-3,000 resident permits are issued to new residents or residents that do not have a Newport address on their driver’s license but whose residency is verified. Residents that live on a designated “Resident Parking Street” are also eligible for Guest Passes. Currently, Resident Permits are physical decals applied to the windshield of the resident’s vehicle. Enforcement of Resident Parking on Resident Parking Streets is performed by visually observing the existence of a current-year Resident Parking Decal on the windshield.

During the paid parking season, fees are paid at pay stations or through a mobile app.

There are 55 Flowbird Model CWTC Touch S5 pay stations deployed at on-street locations, city parking lots and Easton’s Beach. Parking sessions may also be paid using the Passport App at both on-street and off-street locations. Enforcement is performed using hand-held equipment. All paid parking is license-plate based. The parking must enter their license plate number at the Pay station when they park. If using the app, they must select the vehicle they are parking which includes the associated license plate.

3. Project Goals

The goals of this Projects are to improve efficiency and enhance enforcement capabilities through the implementation of:

A Digital Permit System to modernized the city’s parking permit program by transitioning to a digital, web-based platform that enables residents to apply for and manage parking permits with integration of existing resident license plate data.

A mobile License Plate Recognition (LPR) System in a city-owned vehicle for enforcement of the Resident Parking Program and other codified parking regulations.

4. Scope of Work

A. Digital License Plate-Based Parking Permit Management

1. Develop a web-based, digital parking permit system that uses the license plate as the permit holder’s credential.

2. System must integrate with existing city databases and be capable of migrating existing resident plate data to the digital permit system

3. Support for multiple permit types:

a. Resident Parking

b. Resident Guest Parking

c. Easton’s Beach Non-Resident permits

d. King Park Auto and Boat Trailer permits

e. Specialty permits (Fishing, Loading Zone)

f. Special Event Permits

4. Proposed system must provide for on-line permit system applications and the ability to submit required supporting documents and securely pay appropriate fees

5. The system must adhere to best practices for data security and privacy.

6. Robust reporting capability including permit issuance, revenue and other relevant analytical data.

7. On-going technical support

B. Mobile LPR System

1. Furnish and install all required hardware and software to support one (1) mobile LPR

System on a city-owned 2025 Ford Maverick.

2. The LPR System must be capable of accurately reading license plates and checking for permit validity and paid parking status in real time

3. The System must fully integrate with the city’s paid parking platforms, (Flowbird pay stations and Passport Mobile Payment App.) and have real time access to parking session data (paid/expired, valid permit, etc.).

4. LPR System cameras must be weather resistant and demonstrate a high level of performance, stability and accuracy for automatic recognition of license plates

5. Wireless communication components to enable secure data transfer and integration with the city’s payment platforms (Flowbird and Passport) and the city’s digital permit program.

6. System must enable enforcement officers to issue citations directly from the mobile application, including uploading photographic and written evidence to support issuance of citations.

7. Provide information regarding the potential of the system to support analytical parking studies and reports.

5. Training and Support

Proposal should include an initial post-contract award conference to provide a detailed implementation plan.

The proposal must include a detailed training plan for administrative and enforcement staff covering digital permit implementation and operation, migration of existing data, permit data access and maintenance, back-office reporting functionality/reporting, LPR operation, citation issuance, etc.

Support Plan for ongoing maintenance service and technical support, software updates and problem resolution.

6. Warranty Proposal should include all warranty information (length and type of coverage). At the conclusion of the warranty period, the city intends to enter into an extended maintenance support agreement.

7. Vendor Qualifications Proposers must have:

1. Proven experience in the development and implementation of digital parking permit programs and LPR Systems with strong technical expertise in hardware installation

2. Ability to integrate with the city’s existing parking platforms

3. Ability to provide all necessary training for the implementation and on-going management and operation of the permit and LPR systems

4. Ability to provide post-implementation technical and maintenance support

8. Proposal Requirements

1. Summary of the company’s professional experience in providing the requested services.

2. Detailed description of the proposed digital permit system including:

a. Overall design

b. Administrative and customer interfaces

c. Integration with the city’s existing resident data

d. Security features

3. Detailed Description of the proposed LPR System including:

a. All hardware components to be installed on the City’s vehicle

b. LPR Software

c. Integration with the city’s current platforms (Flowbird & Passport)

4. Implementation timeline for digital permit program and LPR System

5. Details of the security and privacy features and compliance with data protection guidelines

6. Three (3) references of previous Digital Permit/LPR projects implemented in municipalities

7. Details of training programs for both the Digital Permit program and the LPR System

8. Warranty information: coverages and duration of warranty

9. Comprehensive breakdown of all costs including:

a. Itemized Year-one start-up costs

b. Itemized recurring annual fees

c. Post-warranty extended maintenance agreement costs

9. Evaluation Criteria

1. Technical Merit and experience: The extent to which the proposal meets the city’s requirement for a highly functional, user friendly digital permit program that can accommodate existing data and an LPR System that can operate in real-time and integrate with the existing payment platforms (Flowbird and Passport) and Permit program. The proposer’s proven experience to implement the proposed systems will also be considered.

2. Pricing: Start-up costs, annual fees and extended maintenance service agreement costs will be considered.

3. Equipment: The quality of the proposed equipment

4. Support Service: Post-implementation technical and maintenance support

5. References

EVALUATION OF BIDS

1. Technical Merit 25%

2. Pricing 30%

3. Equipment 20%

4. Support 15%

5. References 10%

Proposal Sheet

2025-POL-002

Date: ____________________

I/We ______________________________________the undersigned do hereby propose to furnish the City of Newport, Rhode Island, Digital Permit Program and LPR Enforcement System, in accordance with all terms and specifications contained herein:

Itemized Costs:

NAME OF FIRM SIGNATURE & TITLE

ADDRESS, CITY, ZIP CODE

TELEPHONE NUMBER FAX NUMBER

E-MAIL ADDRESS

NOTE:

On a separate attachment, or use the one provided, list the Officers of your Corporation or Principals of your LLC. Award can not be done without the attachment.

Please provide any literature you feel may be necessary.

All bidders are responsible for insuring that no addenda have been added to the original bid package.

All bid packages and addendumes are located at www.cityofnewport.com or you can contact the Purchasing Department.

Bid Analysis (Tab) sheets as well as Resolutions (when completed) will be located at:

http://www.cityofnewport.com/departments/finance/purchasing/bid_tabs.cfm.

Bid 2025-POL-002

List the Officers of your Corporation or Principals of your LLC. Award can not be done without the attachment.

Complete Company Name

Name Title/Officer/Position