2026-04_RFP_Smart_Curb_Management_Final.docx
DOCX document 77 KB Posted
- Attached to
- Technology Solutions for Smart Curb Management
- Solicitation number
- 475
- Issued by
- Los Angeles County, San Francisco City, California
About this file
This is a Request for Proposals (RFP) issued by the City of Santa Monica, California, for a comprehensive software and hardware technology solution to implement smart curb management systems. The City seeks proposals for integrated curb management solutions that incorporate emerging technologies including enhanced video and sensor capabilities, data collection and analysis platforms, and payment solutions or enforcement enhancement mechanisms. The proposed solution must address curb access improvement, loading zone optimization, and reduction of unsafe blockages in bike lanes, red curbs, and center left turn lanes. The RFP requires responses not exceeding 40 pages and targets a solution launch by August 1, 2026. The prospective contract term is five years, with the option for up to two additional one-year extensions at the City's discretion. While no specific response deadline is explicitly stated in the provided content, the document references OpenGov for contact information and proposal submission.
The RFP requires comprehensive pricing proposals structured around two hardware payment models: outright purchase and hardware lease or pay-as-you-go options. Contractors must provide itemized pricing for hardware components (sensors, cameras, networking equipment), software licensing and subscriptions, implementation services including project management and training, and ongoing support services. The pricing evaluation includes a five-year and ten-year total cost of ownership analysis. Evaluation criteria allocate 100 points across multiple categories: conformance to RFP requirements (pass/fail), financial viability and references (5 points), ability to deliver solutions (25 points), depth and breadth of solutions (20 points), value-added attributes (10 points), scalability and phased project management (10 points), demonstration (20 points), and pricing/value (10 points). The City prefers a single primary contractor responsible for all deliverables, though joint proposals with identified subcontractors are permitted. No local preference points category is applied; instead, a 2% reduction is applied as a side note.
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Other files
| File | Type | Posted |
|---|---|---|
| Technology_Solutions_for_Smart_Curb_Management.pdf | ||
| Software_as_a_Service_Template_(11-25).docx | DOCX document | |
| Architecture_Questionnaire.pdf | ||
| Enterprise_Core_Technologies.pdf | ||
| Software_Maintenance_Agreement_Template.docx | DOCX document | |
| Technology_Services_Template.docx | DOCX document | |
| Vendor_Questionnaire_(fillable).pdf | ||
| City_of_Santa_Monica_VISA_Questionnaire.pdf | ||
| Proposer_Checklist.pdf | ||
| Software_as_a_Service_Template.docx | DOCX document |
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Text version
1. INTRODUCTION
1.1 Summary
The City of Santa Monica (“the City”) is pleased to invite responses by individual or teams of contractors (“Contractor”) to a Request for Proposals (RFP) concerning the provision of a software and hardware technology solution using emerging technologies to move toward a more efficient, data-driven, and user-friendly model of curb management. Please review the details below and the relevant due dates for preparing a written response not exceeding forty (40) pages, including charts, images and appendices.
1.2 Background
| The City of Santa Monica is well known for adopting innovative technologies for a more sustainable and safe transportation network and for its customer-facing information capabilities. In this case, the City seeks to solicit solutions on emerging areas, including enhanced video and sensor technologies; data collection, analysis, and organization; and payment solutions and/or enforcement enhancement. The purpose is to choose from among software applications, with or without integrated hardware, and related contractor capabilities to support the City’s efforts to develop smart curbs and loading zones, to improve curbside access, and to reduce unsafe blockages of red curbs, bike lanes, and center left turn lanes. | Comment by Alejandro Mendoza: Please note - remote enforcement with the use of a camera system can only be done specially for the bike lane, bus stop, and transit only lanes. Previously, we discussed having a vendor invoice for the use of loading zones. I recommend that we make specific request regarding what we want the vendor to provide in terms of enforcement. | |
| Comment by Trevor Thomas: I changed the wording here to "payment solutions and/or enforcement enhancement" to leave open proposals that, e.g., identify infraction time and location patterns and help inform enforcement strategies. Open to further revision. | Comment by Barbara Andres: There is work being done at the state legislative level to open up automated enforcement to red curb and loading zones. This would provide an opportunity for vendors like Hayden AI who do mobile cameras to submit proposals, so it might be good to leave that open, pending legislation. |
The City is requesting proposals from companies with experience in providing relevant technology solutions that can meet the business and technical requirements outlined in this RFP. This solicitation may result in an award or contract. All costs associated with preparing and submitting a response are the sole responsibility of the respondent. Submissions will become City property and will not be returned. The City will evaluate all RFP responses and select the contractor it deems the most qualified.
The City of Santa Monica is densely populated, with more than 11,000 residents per square mile throughout its 8.4 square mile area. In addition, the City’s population increases drastically from eight million visitors annually for tourism, shopping, and employment, resulting in high demand on curb space from both individual and commercial users, particularly in the downtown area. Furthermore, the rapid global growth of on-demand delivery, freight, and ride-hailing — whether driver-operated or autonomous — highlights the increasing need for more effective curb management.
Particularly in downtown Santa Monica, short-term curb users such as freight or passenger carriers struggle to find appropriate curb space at which to do business due to high demands for parking, access, and outdoor dining uses. The result is frequent double-parking or unsafe blockages of red curbs, bike lanes, and center left turn lanes. The City seeks an advanced and integrated solution for these issues.
1.3 Contact Information
[fill out form in OpenGov]
2. TIMELINE
The City is looking for contractors and solutions that can integrate the activities associated with automated curbside management and launch by August 1, 2026.
3. SCOPE OF WORK
3.1 Objectives
| The City is seeking proposals for a Curb Management Solution or Solutions with related services to enhance the City’s curb performance via innovative hardware and software approaches. Proposed solutions should advance the City’s objectives of improving curb access, minimizing operational friction at designated loading zones, and mitigating hazardous infractions such as blocked bike and center turn lanes. A focus of these solutions should be to improve loading zone turnover and regulatory compliance via pricing or other mechanisms, with evidence to support the efficacy of the solution. Solutions should be deployable initially on focused Downtown corridors and should have the potential to scale more broadly. All solutions must have integration capabilities with relevant City systems. In terms of hardware, solutions should integrate with existing City infrastructure. In terms of data, proposed solutions should complement existing data sources such as meter transactions and parking infractions in ways that minimize redundancy and maximize staff accessibility and functional application. Likewise, solutions should be tailored to the specific legal context of the City and should be practicable under all relevant local, state, and federal statutes. The Solution or Solutions must improve transportation efficiency, safety, mobility, traffic flow, and curbside access in an urban environment. | Comment by Alejandro Mendoza: I would mention that the focus is on creating faster and more frequent "parking turnover" especially with regards to loading spaces. Also, I recommend stating that the proposal must include data to reflect how the frequency and payment convince will be achieved. Each proposal should include some type of the model and analytics to prove that the solution being proposed will meet its objective. | ||
| Comment by Alejandro Mendoza: Are we able to expand this section and ask specifically what the City is looking for the vendor to provide? If we are asking for the vendor to monetize the loading zones, we should identify specifically what the vendor will be responsible to perform - including responding to customer service inquiry, collection fee collection/including how funds will be transferred back to the City, providing a dashboard to review data, etc. | Comment by Trevor Thomas: Added edits to reiterate the goals that we're trying to achieve and to provide clarity on the sorts of hardware and software integrations that we're looking for. Also included reference to local/state/federal legal contexts, and the need for solutions that are practicable within those contexts. | Comment by Barbara Jacobson: TY, Trevor. I made some edits - looks good. |
Respondents to the RFP must indicate their ability, either directly or via subcontractor(s), to deliver each function or service specified in the Vendor Questionnaire. An agreement shall be awarded to Contractor able to best meet the needs of the City.
| Contractors should submit their complete line of equipment, products, or services that are applicable to the scope of this RFP. | Comment by Alejandro Mendoza: Note - the use of camera system for enforcements purposes can vary from state to state. Recommend adding that the solutions provided must be relevant to applicable California state law. I noticed its mentioned later in the document under the vendor questionnaire - but recommend explaining this further under this section. | |
| Comment by Barbara Jacobson: Cite current laws | Comment by Trevor Thomas: See response to above comment -- added text to make note of specific local/state/federal contexts. Also noted that solutions must be *practicable* -- i.e. not just legal but workable (thinking specifically about the need to compel fee payment under potential pricing schemes) |
Contractors may include related equipment, accessories, and services to the extent that these solutions are ancillary or complementary to the equipment, products, or services being proposed.
Joint proposals must include a comprehensive service and management plan, dedicated key personnel, technical staff and on-site assistance as needed. If multiple companies submit a joint proposal, one must serve as the Primary Contractor and hold full responsibility for delivering all contract requirements. This primary organization shall serve as the sole point of contact with the City and shall assume full responsibility for any subcontractors’ work. The Contractor must ensure subcontractor work meets high standards for accuracy, timeliness, and completeness. Subcontractors must be listed, including their roles, and the Primary Contractor should outline the contractual and pricing structure with each. Changes to subcontractors during the contract term shall require prior City approval.
The City prefers suppliers that provide a sole source of responsibility for the equipment, products, and services provided under a resulting contract. If a contractor includes the equipment, products, and services of its subsidiary entities, the contractor must also identify all subsidiaries included in its proposal. If a contractor requires the use of distributors, dealers, resellers, or subcontractors to provide the equipment, products, or services, the proposal must address how the equipment, products or services shall be provided to the City, and describe the network of distributors, dealers, resellers, and/or subcontractors that shall be available to serve the City under a resulting contract.
Contractor should include all relevant information in its proposal, since the City cannot consider information that is not included in the proposal. The City reserves the right to verify contractor’s information and may request clarification from a contractor, including samples of the proposed equipment or products and/or a demonstration of services.
A contractor’s documented negative past performance with the City occurring under a previously awarded City agreement may be considered in the evaluation of a proposal.
PROSPECTIVE TERM OF CONTRACT
The term of any resulting agreement(s) awarded by the City under this solicitation shall be five years. The City and Contractor may agree to up to two additional one-year extensions based on the best interests of the City.
4 PRICING
4.1 Pricing Structure and Cost Proposal Requirements
Contractor shall submit a comprehensive pricing proposal that includes all costs associated with the delivery, installation, operation, and maintenance of the proposed solution.
4.2 Hardware Pricing Options. Pricing shall be provided in a clear, itemized format that allows the City to evaluate total cost of ownership under two types of payment model: Comment by Trevor Thomas: Wording here implies that vendors need to provide options for both purchase and lease of hardware. I'm inclined to leave this implication as-is, but we might give some thought to whether we want to evaluate proposals that only offer one or the other. Comment by Barbara Jacobson: I think it is fine to leave as is
a. Hardware purchase model
b. Hardware lease or pay-as-you-go model
4.2.1 Hardware Purchase Pricing Model
4.2.1.1 Contractor shall provide firm, fixed pricing for all hardware components required for the solution, including but not limited to sensors, cameras, signage, networking equipment, and supporting infrastructure.
4.2.1.2 Purchase pricing shall include:
a. Unit cost per hardware component
b. Volume discount tiers, if applicable
c. Installation and configuration costs
d. Warranty coverage and duration
e. Optional extended warranty or service plans
f. Replacement cost schedule for end-of-life (EOL) or damaged equipment
4.2.1.3 Contractor shall identify any required ancillary equipment or materials not included in the base hardware price.
4.2.1.4 Contractor shall specify expected hardware lifespan and recommended replacement cycles.
4.2.2 Hardware Lease / Pay-As-You-Go Pricing Model
4.2.2.1 Contractor shall provide a lease-based/Hardware as a Service/pay-as-you-go pricing option for all hardware components, including sensors, cameras, and other field devices.
4.2.2.2 Lease or subscription pricing shall include:
a. Monthly or annual cost per device or per location
b. Any minimum term commitments
c. Included maintenance, repairs, and replacements
d. Included warranty coverage
e. Installation and removal costs, if applicable
f. Any usage--based fees (e.g., per-scan, per-transaction, per-event)
4.2.2.3 Contractor shall clearly identify which services are included in the recurring fee and which services incur additional charges.
4.2.2.4 Contractor shall disclose any early termination fees, device return requirements, or end-of-term purchase options.
4.2.2.5 Contractor shall specify whether hardware upgrades during the lease term are included or available at additional cost.
4.3 Software, Licensing, and Subscription Pricing
4.3.1 Contractor shall provide pricing for all software components, including licensing, hosting, data storage, analytics, application programming interfaces (APIs), and administrative tools.
4.3.2 Pricing shall be itemized by:
a. User license type (e.g., admin, enforcement, analyst)
b. Monthly or annual subscription fees
c. Data storage or data transfer fees
d. Optional modules or add‑on features
e. Third-party integrations requiring separate licensing
4.3.3 Contractor shall identify any pricing dependencies tied to hardware purchase vs. hardware lease models.
4.4 Implementation, Support, and Ongoing Services
4.4.1 Contractor shall provide itemized pricing for implementation services, including project management, configuration, testing, training, and change management.
4.4.2 Contractor shall provide pricing for a scaled or phased approach to implementation understanding that budget to launch the program may be limited.
4.4.3 Contractor shall provide pricing for ongoing support services, including:
a. Help desk and customer support
b. System monitoring
c. Maintenance and repairs
d. Software updates and enhancements
4.4.4 Contractor shall identify any service-level agreements (SLAs) tied to pricing.
4.5 Total Cost of Ownership (TCO) Comparison
4.5.1 Contractor shall provide a five-year and ten-year total cost of ownership analysis for:
a. Hardware purchase model
b. Hardware lease / pay-as-you-go model
4.5.2 TCO analysis shall include all recurring and non‑recurring costs, including hardware, software, installation, maintenance, support, and optional services.
4.5.3 Contractor shall identify any cost escalators, CPI adjustments, or other pricing changes over time.
5. EVALUATION AND AWARD
5.1 Evaluation
It is the intent of the City to award one contract to responsive and responsible contractors offering the best overall quality, selection of equipment, products, and services, and price that meet the requested specifications of the City. If more than one vendor will supply the hardware, software, and services, the award will be made to a primary contractor who will be responsible for any subcontractors.
Information submitted as part of a proposal should be as specific as possible when responding to the RFP. Do not assume The City has any knowledge about a specific supplier or product.
5.2 Award(s)
An award will be made to the highest-scoring contractor(s) whose proposal conforms to all conditions and requirements of the RFP, and consistent with the award criteria defined in this RFP. The City may request written clarification of a proposal at any time during the evaluation process.
5.2.1 Criteria. Proposal evaluation will be based on the following scoring criteria:
| Criterion | Points Possible | |||||||
| Conformance to RFP Requirements Questionnaire | Pass/Fail | Comment by Barbara Andres: Reviewers: please feel free to suggest or modify criteria | ||||||
| Financial Viability and References | 5 | |||||||
| Ability to Deliver Solutions | 25 | |||||||
| Depth and Breadth of Solutions | 20 | |||||||
| Value Added Attributes | 10 | |||||||
| Scalability / Phased Project Management Plan | 10 | |||||||
| Demonstration | 20 | Comment by Barbara Jacobson: Do we need to add a local preference points category? @Kellee MacDonald | Comment by Kellee MacDonald: No, we would assign the 2% reduction as a side note. | |||||
| Pricing | / Value | 10 | ||||||
| TOTAL POINTS | 100 |
5.3 Rights Reserved by the City
This RFP does not commit the City to award any agreement, and a proposal may be rejected if it is nonresponsive, conditional, incomplete, conflicting, or misleading. Proposals that contain false statements or do not support an attribute or condition stated by the contractor may be rejected.
The City reserves the right to:
· Modify or cancel this RFP at any time;
· Reject any and all proposals received;
· Reject proposals that do not comply with the provisions of this RFP;
· Select, for agreement or for discussion, a proposal other than that with the lowest cost;
· Invite only the highest-scoring contractors to demonstrate their products and services;
· Independently verify any information provided in a proposal;
· Disqualify any contractor that does not meet the requirements of this RFP, is debarred or suspended by the United States or Canada, or the State of California; has an officer, or other key personnel, who has been charged with a serious crime; or is bankrupt, insolvent, or where bankruptcy or insolvency are a reasonable prospect;
· Waive or modify any informalities, irregularities, or inconsistencies in the proposals received;
· Clarify any part of a proposal and discuss any aspect of the proposal with any contractor; and negotiate with more than one contractor;
· Award an agreement to one or more contractors if it is in the best interest of the City.
Attachment 1: Vendor Questionnaire Please respond to each item on the following list of functions and requirements with “yes” if Contractor (or subcontractor team under a primary contractor) can deliver the requirement. Please respond with “no” if the requirement cannot be delivered by the time of Notice to Proceed. Comments should be limited to 200 characters including spaces.
| Requirement |
| Yes |
| No |
| Comments |
A. HARDWARE
1. Smart outdoor sensors and/or cameras capable of detecting pedestrian, bicycle, and vehicle movement and presence, including installation services for said sensors and/or cameras;
2. Physical assets, poles, and mounting structures to support connected smart infrastructure systems;
3. Network components, gateways, controllers, communication modules, or specialized platforms necessary for connectivity, remote control, monitoring, data collection, and management of smart infrastructure systems and sensors;
4. Other Hardware Requirements:
a. Mobile hardware components shall operate on iOS-based systems.
b. The system may include solar-powered cameras or sensors.
c. The system may include on-street signs displaying occupancy data and alerts.
d. The system may include dynamic roadside displays.
e. They system may use proprietary technology or be contractor agnostic, but configuration or customization requirements should be minimal.
B. SOFTWARE, IMPLEMENTATION AND SUPPORT SERVICES
1. Digitization of inventory and regulations, including the creation of sector or citywide digital curbs;
2. Issue application programming interfaces (APIs) and build services around them, including:
a. Historical and/or real-time monitoring
b. Performance reporting;
c. Reporting curb availability (parking, loading, etc.), accepting reservations, and offering driving directions;
d. Predictive modeling;
3. Data, software, and hardware implementation, integration, and management including:
a. Internal and external integration;
b. Integration of old data and collection of new data;
c. Data warehousing;
d. Digitized permit systems, including dynamic pricing;
e. Vehicle-to-infrastructure (V2I) or vehicle-to-everything (V2X) technology with scalability; and,
f. Integration with intelligent transportation systems, such as transit signal priority, transportation system controllers, and digital signage.
g. Integration or turnkey services including deployment, integration as a service (IaaS), configuration, training, support, centralized data collection, and integration with existing smart city systems.
h. Optional components may include Vehicle-to-Everything (V2X) capabilities for real-time communication with vehicles to enhance traffic flow, safety, and support autonomous systems.
C. GENERAL FUNCTIONAL REQUIREMENTS
1. Contractor shall demonstrate knowledge of all applicable industry standards, laws, and regulations relevant to the delivery of equipment, products, and services described herein.
2. All proposed items shall comply with current applicable safety and regulatory standards and codes.
3. Any deviation from industry standards shall be clearly identified, including an explanation of how the proposed solution provides equivalent function, coverage, performance, or related services.
4. All proposed equipment and products shall be new, current-model items.
5. Unless otherwise stated, all equipment and products shall be delivered fully operational.
6. All equipment, products, supplies, and services shall include a warranty meeting or exceeding industry standards.
D. DATA COLLECTION AND SENSING CAPABILITIES
1. The solution shall dynamically capture curb user data and automatically convert curbside and mobility data into standardized categories (e.g., inventory, vehicle type, propulsion type, non‑vehicle form factors).
2. The system shall collect real-time and historical occupancy data, heatmaps, and utilization rates to support asset identification, policy development, and pricing strategies.
3. The system shall provide automated validation of digitized curb inventory and regulations.
4. The system shall map static assets including, but not limited to, trees, bicycle storage, fire hydrants, and waste bins.
5. The solution shall provide real-time occupancy, dwell time, and turnover metrics at the zone level (“digital twin”).
6. The solution shall provide insights related to vehicle size and curb space, e.g., larger delivery and food trucks that do not fit a standard parking space.
7. The system shall support enforcement assistance through alerts.
8. The solution shall support partially or fully automated enforcement within the constraints of California law, including use of license plate recognition (LPR).
9. The system shall ingest pre‑existing geospatial curbside data for use in mapping applications.
10. The system shall ingest, digitize, and make available data from multiple curb data collection technologies, including:
a. IoT and LiDAR sensors
b. In‑ground sensors (magnetic, ultrasound)
c. Computer vision cameras
d. Multi‑method data collection systems
e. Third-party data feeds
f. V2X and connected vehicle data (e.g., telematics, GPS)
11. On-street data collection shall meet high geographic accuracy standards.
E. DATA STANDARDS, INTEGRITY, AND STORAGE
1. The solution shall comply with the Curb Data Specification (CDS).
2. The Contractor shall be actively involved in the evolution of CDS through the Open Mobility Foundation (OMF).
3. The system shall support AI-powered asset classification.
4. The system shall reconcile duplicative or conflicting data entries.
5. Operational rules data shall be consistent and accurate, with conflicts detected and flagged.
6. Data shall undergo integrity checks prior to warehousing.
7. All stored data shall meet Atomicity, Consistency, Isolation, and Durability (ACID) requirements.
8. Geospatial geometry data shall be standardized to GeoJSON format.
9. Cloud-hosted data storage is preferred.
F. PRIVACY, SECURITY, AND RISK MANAGEMENT
1. The solution shall include industry-standard user and data privacy controls, including:
a. Protection of personal identifiable information (PII)
b. Risk management processes
c. Data classification and handling protocols
d. Access control
e. Encryption
f. Secure operating environment
2. The system shall support multifactor authentication (MFA) and single sign-on (SSO).
3. The system shall maintain audit logs for all administrative actions.
4. The Contractor shall maintain an incident reporting process covering assessment, response, recovery, and review.
5. Customer account and identity security features shall include encryption, access control, and minimal data retention.
6. Data and Systems Back-ups. The Contractor must provide complete back-up capacity for all online systems including hardware, software, communication lines and other equipment.
7. The system shall include disaster recovery protocols to prevent data loss.
8. The system shall include battery backup for power failures.
9. Critical Incident Response. The contractor shall provide definitions and response expectations for Critical Incidents (Tier 1), Moderate Incidents (Tier 2), and Minor Incidents (Tier 3). The Contractor must establish and maintain incident response and communication plans to address critical events effectively. These plans must include procedures for:
a. Notification and escalation.
b. Coordination with the City.
c. Information sharing during incidents.
G. APIs, INTEGRATIONS, AND INTEROPERABILITY
1. Network Capability. The contractor shall meet City network and firewall requirements (see supplementary forms). The Contractor’s system must:
a. Follow City connectivity guidelines – meaning it should be compatible with the City's existing network, software, or infrastructure requirements.
b. Be fully functional within specified operational requirements – meaning the system must work as intended under the conditions or standards set by the City.
2. The solution shall provide APIs for ingestion of curbside data by City systems.
3. APIs shall be accessible to third parties including shared mobility Contractors, TNCs, AVs, navigation platforms, commercial fleets, and payment applications.
4. Where APIs are not applicable, the system shall support periodically scheduled uploads and downloads for secure storage and backup.
5. The system shall integrate with other systems used by the City, including but not limited to:
a. ALPR systems
b. ESRI ArcGIS
c. Asset management systems
d. Work order and parking enforcement software
e. EV charging infrastructure (to help individuals or fleets operating e-vehicles locate charging)
f. General Bikeshare Feed Specification (GBFS), Mobility Data Specification (MDS), and General Transit Feed Specification (GTFS) data sources
g. Traffic incident, speed limit, and transportation infrastructure data
H. ANALYTICS, INSIGHTS, AND REPORTING
1. The system shall provide analytics including occupancy distribution, dwell time, turnover, compliance, and violation hot spots.
2. The system shall provide insights related to vehicle size and curb space utilization.
3. Insights shall support policy development, including timed loading windows.
4. The system shall support KPI monitoring aligned with goals such as congestion reduction and improved curb utilization.
5. The system shall provide historical trend reporting for curb demand and utilization.
6. The system shall report utilization by curb zone and asset type.
7. The system shall support reporting on revenue transactions, reconciliation, payment types, and other financial metrics.
8. The system shall report on compliance rates and enforcement effectiveness.
9. The system shall support predictive analytics and policy simulation modeling.
10. The system shall provide curb supply and demand dashboards.
11. The reports and reporting system required under this scope of services must be available for City staff without any software needing to be installed aside from a web browser.
12. Several types of reporting systems are required:
a. Pre-programmed and standardized reports that provide specific information defined by the City and electronically exported or uploaded on a recurring basis
b. Reporting systems that allow the City to create and run their own reports using common business terminology. This system should allow for the filtering and slicing of data with the ability to create charts and graphs, save the reports, and export when required.
c. Reporting systems that allow the City to create and run their own reports using common business terminology. This system should allow for the filtering and slicing of data with the ability to create charts and graphs, save the reports, and export when required.
d. Dashboard reporting that visualizes a snapshot of trends and performances through the use of specific data. These dashboards shall be customized with input from the City and have the ability to drill down into line-item data.
e. Geographical reporting that links real-time GPS data of key events in the system. All location or address-based information in the database is required to have geo-located latitude and longitude fields associated with each entry.
13. Analytics. In addition to existing reporting requirements, Contractor(s) may propose additional professional services or functionality that would bolster the City’s abilities to achieve the goals of this system. Examples include the ability to:
a. Track and suggest means to improve compliance with curbside regulations.
b. Increase curb productivity through data analysis of use, violation trends, and enforcement strategies.
c. Track, evaluate and learn from piloted and/or implemented curbside management programs, strategies and regulations
d. Improve and simplify processes, increase efficiency and save resources, improve user experience, and optimize performance.
I. ENFORCEMENT CAPABILITIES
1. The system shall support enforcement alerts for staff. Comment by Alejandro Mendoza: Please note if the system is planning charge for parking with the use of an invoice - the space(s) would become unenforceable via a parking citation since the register owner would be able to pay for the use of the space at a later time.
2. Futureproofing: The solution shall support future expansion of automated enforcement capabilities, including fixed or mobile camera enforcement, consistent with California law.
3. The system shall integrate with ALPR systems for cross-referencing curb use rules with active sessions.
J. USER INTERFACES AND ADMINISTRATIVE TOOLS
1. The system shall provide user-friendly manual data entry tools for updates related to detours, construction, and special events.
2. The system shall include a dynamic dashboard for viewing, managing, and visualizing data.
3. The administrative portal shall support:
a. Permit type management
b. Custom permit application workflows.
4. The administrative portal shall be searchable by name, license number, phone number or other criteria.
5. The system shall include health monitoring for uptime, performance, and security, with alerting.
K. CUSTOMER FACING APPLICATIONS
1. The solution shall include a mobile application for payments and remote top-offs.
2. The system shall support payment through proprietary or integrated phone applications.
3. The system shall support integration with existing or future payment applications including:
a. Payment terminals,
b. Online payments,
c. In-person point-of-sale payments (at City Hall or the Santa Monica GoSaMo Center)
d. Interactive voice response (IVR),
e. Text-to-pay, or
f. Mailed payment processing.
4. The system shall support payment plans or other reduced payment arrangements.
5. A PCI DSS 4.0 compliant cloud-hosted payment partner is preferred.
6. Customer applications shall meet ADA accessibility standards.
7. Customer applications shall be available on iOS and Android platforms.
8. The system shall provide customer alerts for expiring permits.
9. The system shall support permitting for corporate (multi-vehicle) user accounts and multi-owner fleet records.
10. The system shall support an online self-serve customer portal for individuals and fleets which is searchable by license plate number, customer name, phone number, etc., and provide access to current permits, fleet accounts, and balance due.
11. The system shall support push notifications for time expiration, extensions, and other communications.
L. FUTURE-READY CAPABILITIES
1. The system shall be designed for scalability to accommodate future expansion.
2. The system shall support virtual permitting for individuals.
3. The system shall support virtual permitting for fleets.
4. The system shall support future automated enforcement of curb and parking compliance, or
5. The system shall support integration with existing or future automated parking or moving violation enforcement systems such as automated bus- and bike-lane enforcement, red light camera enforcement, etc. to the degree such applications are permitted by California state and/or federal law.
M. SCALABILITY, CHANGE MANAGEMENT, PUBLIC COMMUNICATION, AND SUPPORT
1. The Contractor shall provide a timeline or plan illustrating a phased approach to implementation starting with a pilot or proof-of-concept small-scale application, for example, the 2nd Street and 4th Street Downtown Santa Monica corridors, and then expanding to further locations as system viability is demonstrated.
2. The Contractor shall provide public/stakeholder communication and marketing support for its solution.
3. The Contractor shall offer change management support for curbside management, planning, and policy implementation.
4. The Contractor shall support operational transitions and organizational adoption of the system.
N. OTHER ADMINISTRATIVE REQUIREMENTS
1. Warranty and Ownership. If hardware is purchased versus leased the contractor shall provide hardware and software warranties. Hardware becomes City property at contract’s end unless hardware-as-a-service (leased equipment) is in effect.
2. Financial Management. The contractor shall provide comprehensive and accurate financial management in line with City requirements (see sample agreement).
3. Consistent System Support. The City requires 24 X 7 X 365 access to support for the diagnosis and resolution of any issues related to software and integrations. Contractor(s) can utilize remote access functionality to resolve any software or integration issues virtually, so long as they are able to resolve the issue in a timely manner.
4. System Availability and Tracking. Contractor(s) must maintain an aggregate online system uptime of not less than 99.95% of available utilization time, and an online system uptime of not less than 99.95% of available utilization time of any given working day. Contractor(s) must maintain a daily log(s) of system downtime and of all communications interruptions (i.e., server drops, operating system software interruptions, etc.)
5. Contract and Performance Management. Key personnel must be accessible for regular meetings with City staff and/or City Contractors to discuss project progress, challenges, or updates. Regular virtual and/or in-person reviews of ongoing activities and any related projects shall be necessary to ensure effective communication and continuous improvement. The Contractor(s) must be required to track, report on and review key performance metrics for the City.
6. Performance Expectations. Contractor must:
a. Assign sufficient personnel to ensure timely and effective system updates.
b. Recognize mutual benefits, as modifications may serve other clients or market needs.
c. Be responsive and collaborative with City agencies, contractors, systems and integrations.
7. The system must:
a. Be fully operational and highly efficient as of the contract’s go-live date
b. Allow for maintenance, modification, and enhancement throughout the contract period.
8. Production Schedules. Contractor must create a monthly production schedule detailing activities (including enhancements and development), as relates to their system. This schedule should be submitted to the City in an agreed-upon format.
9. Systems Enhancement and Test Environment. System enhancements must be fully tested by the Contractor in a processing environment identical in configuration to the City’s processing environment. Enhancements must only be installed once tested and approved by the City.
10. Systems Improvement and Development. All elements of the system must accommodate changes, modifications, and additions and maintain high-quality outputs with rapid turnaround times.
O. TRAINING AND CUSTOMER SUPPORT
1. The contractor shall provide virtual and phone support, in-person and ongoing training, systems documentation, digital content, and educational materials for internal and external end-users.
2. The Contractor must provide ongoing technical support and problem-solving to City staff and systems, as needed throughout the life of this contract.
3. In person and ongoing training. The contractor must provide an appropriate amount of onsite and remote training for employees at the time of implementation, and follow-up training 10-12 weeks after hardware and software installation. Training should be practical, user-focused, and tailored to support effective use of each system component.
4. Digital content and education materials. The Contractor must provide a technical reference manual, which must include:
a. User and reference materials for all hardware/software options.
b. Documentation for power and environmental requirements.
c. Reference manuals for diagnostics and power-on self-test.
d. Complete installation instructions and configuration description.
Questions for Vendor Submission
1. Please describe your firm’s approach to providing the services requested and your knowledge of the project goals that will inform your plans for successfully fulfilling the scope of work.
2. What experience does your project team have providing similar services of this nature?
3. Please summarize the project team or staffing you would dedicate to this effort. Detail the project manager’s work approach and previous relevant experience.
4. Describe the project team’s level of knowledge and/or experience with curb space management project requirements, enforcement mechanisms and working with local law enforcement.
5. Please describe your team’s experience with project budgeting and schedule management and provide one or two specific examples demonstrating this experience.
6. Please share any technical knowledge you may have as it pertains to the listed project deliverables that would be essential or helpful in ensuring accuracy and quality of work product.
File details come from the government source that posted it. Updated .