20250224_RO_Citation_Issuance_&_Mobile_LPR_RFP_Items_FINAL.docx

Proposed Timeline

Proposed Contract Term 3-year initial contract with the option for 2 1-year extensions.

Introduction The City of Royal Oak (City) is soliciting proposals for CITATION ISSUANCE DEVICES & SOFTWARE AND MOBILE LICENSE PLATE RECOGNITION. While the City would prefer a single Contractor to act as Prime Contractor for the entirety of the systems described in this RFP, including both Citation Issuance Devices & Software and Mobile License Plate Recognition, the City is seeking the best solution for each system individually and will entertain solutions from separate providers (i.e., one Contractor for Citation Issuance Devices & Software and one Contractor or Mobile License Plate Recognition). Identifying the solution(s) that meet the City’s requirements will depend on the solution’s ability to serve the needs of the City now and in the future.

The City expects the successful Proposer to provide the hardware, software, and all related services described in this RFP and respond to the Technical Compliance Matrix (TCM) attached. The TCM is the detailed specification, and for each listed item, the Proposer shall indicate whether it is available immediately to comply, requires configuration/custom programming, is a future release, or the product cannot meet the requirement for each feature. Failure to respond to a requirement will be considered as the product not meeting the requirement.

Proposers shall respond to the Pricing Workbook attached. All fees to meet the requirements of this RFP must be included within the categories provided in the pricing workbook. Any additional costs or alternate fee structures to meet the scope of work provided in the RFP must be rolled up by the Proposer into one of the designated categories on the pricing workbook. Additional lines, columns, and entries to this tab are not permitted and will disqualify the entirety of the proposal submitted. Proposers submitting a proposal for Citation Issuance Devices and Software must submit pricing as subscription pricing, broken down by units per month (5,000, 10,000, and 20,000 issued citations). Proposers submitting a proposal for the Mobile License Plate Recognition System must submit pricing for the purchase of one (1) initial unit and pricing for a 36 and 60-month lease for one (1) and two (2) units.

Minimum Qualifications/Requirements The City of Royal Oak is soliciting proposals from qualified Contractors capable of providing a system solution, including citation issuance hardware and software and Mobile License Plate Recognition. Contractors submitting a Proposal must meet or exceed the following minimum qualifications/requirements. If submitting a Proposal with a Subcontractor(s), the services or solution the Subcontractor provides must meet or exceed the below minimum requirements.

Citation Issuance Devices & Software

1. Proposer shall have five (5) years of experience providing hardware and software for the issuance of parking citations, with more than 10,000 citations processed annually.

2. Proposer shall provide and support handheld issuance devices and printers.

3. Proposer shall have the ability to configure daily batch reports (flat file) with Court-defined data fields as provided in Attachment A and B to a Court-defined location.

Mobile LPR

1. Proposer shall have five (5) years of experience providing hardware and software for Mobile LPR.

Background The City has a contract with Municipal Parking Services, Inc. (MPS), which provides citation issuance and paid parking equipment. The City will issue a separate RFP for pay-by-plate pay stations and mobile payment.

Twelve (12) Parking Enforcement Officers (PEO) currently utilize four (4) Samsung Galaxy S21 handheld devices and 4 Zebra ZQ511 printers for citation issuance. MPS issued these devices, and the new Contractor is required to provide replacements. The City has one 2022 Ford Escape parking enforcement vehicle not equipped with mobile LPR. Parking enforcement operates Monday-Saturday from 7 AM to 11 PM.

Through MPS’ automated enforcement, 119,739 citations for overtime or unpaid parking violations were mailed to registered owners. The City’s PEOs issued an additional 6,922 electronic citations and 589 manual citations. After issuance, all parking citations are transferred to the 44th District Court of Michigan.

Before MPS, the City issued, on average, 50,000-70,000 parking citations annually.

The following is a list of the City’s paid parking inventory:

· ADA spaces

· Monthly permits

Lafayette North[footnoteRef:1] [1: The parking structures on Lafayette Avenue occasionally offer convenient flat fee rates when there are shows at the Stagecrafters Baldwin Theatre and the Royal Oak Music Theatre.]

· $5 daily Amtrak permit in Lot P-9.

· 4 hr time limit

· ADA spaces

· Monthly permits in P-1, P-2, & P-7.

· Mon-Sat: 11 AM – 5 PM $1.25/hr. 5 PM-midnight $1.50/hr. Sun: Free

· 3 hr time limit

References

1. Five (5) active customers in the United States (minimum 10,000 citations issued annually) using the proposed citation management system.

a. At least three of these references must be municipal clients.

Mobile LPR

1. Five (5) active customers in the United States using the proposed Mobile LPR System.

a. At least three of these references must be municipal clients.

Questions Bidders Must Submit Answers To Citation Issuance Devices & Software

1. Provide details on the available citation issuance handheld devices and printers.

2. Provide an overview of the citation issuance software and how it meets the requirements of the RFP.

3. Provide screenshots of the citation issuance process.

4. Describe the service features provided by the system, including monitoring time limits, no reparking zones, paid parking, and permit parking regulations.

5. The State of Michigan does not allow for the letter “O” in any of its license plate numbers. The letter “O” is substituted by the number “0”. Describe any options such as fuzzy logic to aid in verifying valid parking sessions.

6. Provide an overview of Proposer's Data Management System, including a system architecture diagram. Proposer shall describe how their proposed solution meets or exceeds the scope of work in this RFP.

7. Describe the reporting capabilities, including:

a. The types of reports built into the system

b. The data that can be reported (the data fields that can be included)

c. How the reports can be downloaded (e.g., PDF, Excel, CSV, etc.)

d. What can be reported in real time vs after-the-fact reports

e. Irrespective of the City’s data and plate information retention policies, any restrictions on the period of time reports can be run

8. Describe the speed and accessibility of technical support, including the available ongoing remote and onsite customer support services provided to the City.

9. Describe the proposed training plan for City staff.

10. Describe the warranty program that will be provided to the City for software and hardware support, including extended warranty options.

11. Describe any replacement options and associated timeframes in the case of a cataclysmic event that requires the replacement of a handheld unit.

12. Describe how operational continuity is maintained during server outages (failover systems, backups, etc.).

13. Describe a typical project plan with a timetable. Identify coordination points and the resources expected from the City.

14. Describe the APIs available to the City or designated other parties to insert or retrieve information.

15. Describe how the system keeps data secure.

16. Describe how system security upgrades are conducted and methods used to protect data and reduce risks from cyber intrusion to the operating system.

17. Describe the Proposer’s experience and methodology regarding integrations with parking and mobility-related third parties.

18. Provide details on the cyber security and data protection policies and practices.

19. Will the Contractor supply comprehensive hard and soft copies of the following documentation? Are there examples of each of the below-referenced documents available for review?

a. Configuration documentation

b. Interface documentation

c. System administration manuals

d. Application software tutorials

e. Database setup and maintenance

f. System documentation

20. Provide a detailed explanation supporting the transition process.

21. The City requires a design review process and approval to confirm that the proposed software meets all defined user requirements before commencing software implementation. Describe your approach to confirming requirements and determining modifications necessary to meet the City’s specifications.

22. Describe the approach to integrating with the City’s current, new, and future parking technologies.

23. Describe any additional service features your company supports that will be included and available to the City.

24. Identify any exceptions to the terms and conditions included in the City’s sample agreement. The City may not consider exceptions not identified.

Mobile LPR

1. Describe the hardware and software solution, including the communications configuration, identifying how the LPR operates within dead communication areas.

2. Describe any limitations upon the operation of the LPR system, such as maximum vehicle speeds for recognition of plates and checking parking rights.

3. Describe the power draw of the entire LPR system (cameras, computers, processing units, etc.) and the effect on the vehicle’s battery under varying conditions, including electric or hybrid vehicles and vehicles with auto-start/stop systems.

4. Describe the service features provided by the system, including monitoring time limits, no reparking zones, paid parking, and permit parking regulations.

5. The State of Michigan does not allow for the letter “O” in any of its license plate numbers. The letter “O” is substituted by the number “0”. Describe any options such as fuzzy logic to aid in verifying valid parking sessions.

6. Describe the daily occupancy data collection processes, including how to generate reports.

7. Describe the reporting capabilities, including:

a. The types of reports built into the system (e.g., reads, hits, routes, manual captures, comparisons, etc.)

b. The data that can be reported (the data fields that can be included, whether images and context photos can be included, etc.)

c. How the reports can be downloaded (e.g., PDF, Excel, CSV, etc.)

d. What can be reported in real time vs after-the-fact reports

e. Irrespective of the City’s data and plate information retention policies, any restrictions on the period of time reports can be run

8. Describe the depth of integration between the in-vehicle units and officers’ handheld devices; i.e., when the in-vehicle unit flags a violation, can an officer use a function to transfer the data collected by the LPR, including images, to the officer’s handheld to start the production of a citation including the retention/attachment of the LPR images for an issued citation.

9. Describe the speed and accessibility of technical support, including the available ongoing remote and onsite customer support services provided to the City.

10. Describe the proposed training plan for City staff.

11. Describe the warranty program that will be provided to the City for software and hardware support, including extended warranty options.

12. Describe any replacement options and associated timeframes in the case of a cataclysmic event requiring an LPR unit replacement.

13. Describe how operational continuity is maintained during server outages (failover systems, backups, etc.).

14. Describe a typical project plan with the timetable required to install and implement. Identify coordination points and the resources expected from the City.

15. Describe a sample of the available reports, including occupancy data collection and license plate number capture trends.

16. Describe the APIs available to the City or designated other parties to insert or retrieve information.

17. Describe how the system keeps data secure in the vehicle, within communications, and at the host.

18. Describe how system security upgrades are conducted and methods used to protect data and reduce risks from cyber intrusion to the operating system.

19. Describe any additional service features or LPR functions your company supports that will be included and available to the City.

20. Identify any exceptions to the terms and conditions included in the City’s sample agreement. The City may not consider exceptions not identified.