5-01-Parking Management and Enforcement Services, 26-3317 - RFP.pdf

Request for Proposals

Parking Management and Enforcement Services Solicitation No. 26-3317

Proposal Due: December 17, 2025, at 3:00 PM Pacific Time

City of Bend

710 NW Wall Street, 2nd Floor Bend, Oregon 97703

Attention: Char Furlow

CITY OF BEND

REQUEST FOR PROPOSALS

Introduction

The City of Bend requests proposals to provide parking management and enforcement services for the City of Bend Parking System.

Detailed specifications of the required services are set forth in Exhibit A – Scope of Work.

Issuing Officer

The Procurement Analyst is the issuing officer for this Request for Proposal (RFP) and the point of contact for the City for all process and Agreement questions as well as protests.

City of Bend Char Furlow Procurement Analyst 710 NW Wall Street, 2nd Floor Bend, Oregon 97703

Phone: 541–323-8560 E-mail: cfurlow@bendoregon.gov

Submission for questions

Any questions including technical questions must be directed to the Issuing Officer and are encouraged to be submitted via the Portal by clicking on the Messages, Vendor Discussions tab of the desired solicitation. The City’s written response to Questions and/or Requests for Clarification will be posted on the Portal. City must receive requests for changes, in writing, a minimum of ten working days prior to the deadline for submitting a Proposal. Responses to questions received less than five business days prior to the deadline for submitting Proposals will be at the discretion of the City. Please contact the Issuing Officer for accessibility options.

Optional Virtual Pre-submittal Meeting

No pre-submittal meeting will be held.

Submission Date and Location

The deadline for submitting Proposals is: December 17, 2025 at 3:00 PM. One (1) copy shall be submitted in electronic form through the City of Bend eProcurement Bonfire Portal (“Portal”).

The City’s Portal can be found at https://bendoregon.bonfirehub.com. If technical assistance is needed, please contact Euna at 1-844-226-3862 (EUNA), email support.bonfire@eunasolutions.com or visit Euna’s help forum at (https://customer.eunasolutions.com/public/s/). Proposals received after the specified date and time will not be given further consideration. Proposers are encouraged to allow extra time to ensure proposals are uploaded by the deadline as this can be impacted by Proposer’s bandwidth speed.

Proposals will be received online as instructed on the City Portal. Proposals may also be submitted to the City, via mail, or in person, by contacting the Issuing Officer no later than two

(2) business days prior to Proposal due date to make arrangements ahead of time for an in-person submission. Hard copies will not be accepted unless the Proposer has made arrangements ahead of time. If a hard copy of the Proposal is submitted without prior coordination with the Issuing Officer, the Proposal will be returned (unopened) to the Proposer without consideration. No faxed or emailed submissions will be accepted.

Obtaining Solicitation Documents and Addenda

The solicitation documents are available for download on the Portal https://bendoregon.bonfirehub.com. In order to download and respond to posted solicitations, Proposers will need to register as a vendor by visiting: https://bendoregon.bonfirehub.com. Once registered, follow the instructions to download the documents:

1) Log in to the Portal.

2)Under “Action” column of “Open Public Opportunities” page, click on “View Opportunity” next to Project.

3) Scroll down to “Supporting Documentation” section to download documents.

Only documents issued as Addenda by the City of Bend serve to change the RFP in any way. No other direction received by the Proposer, written or verbal, serves to change the RFP document.

Note: If you intend to submit a Proposal, the Proposer should consult the Portal to assure that you have not missed any Addenda announcements.

Requests for Explanation or Clarification

Proposers shall promptly notify the City of any ambiguity, inconsistency, or error which they may discover upon examination of the Request for Proposal documents via the Portal. Any request for an explanation regarding the meaning or interpretation of requirements, Agreement document or other documents must be in writing via the Portal, with sufficient time for the City to reply before proposal due date. The City may choose not to provide an explanation.

Explanations shall be made in the form of addenda and shall be furnished to persons who have registered as detailed above. Oral explanations and comments shall not be binding.

Protests and Requests for Changes of Requirements or Agreement Terms

Protest regarding this solicitation must be submitted not less than 7 calendar days prior to closing, except that protests of an addendum are due 5 calendar days after the issuance of the addendum. A request for a change to any portion of this Request for Proposals is considered a protest. If a Proposer believes a requirement or Agreement term is unnecessarily restrictive or limits competition, they may submit a protest setting out the language for which change is sought and indicating the document title, page and, Section of Subsection where the language is located.

Please see Exhibit C - Personal Services Agreement. To be considered, the protest must include a detailed statement of the legal and factual grounds for the protest, a description of the resulting prejudice to the Proposer if the protest is not granted, and the proposed change. A Proposer who fails to submit a protest relating to Agreement terms at least 7 days before due date may not request different Agreement terms if awarded the Agreement.

Protests of Notice of Intent to Award or the final Award must be in writing and made within 7 calendar days of the issuance of each respective notification. If a Proposer does not protest the Notice of Intent to Award, they will not be able to protest the Award. Protests shall be delivered to City of Bend, Procurement and Public Contracts Manager, 710 NW Wall Street, Bend, Oregon 97703. Protest procedures are set forth in Oregon Administrative Rules (OAR) 137-047-0740.

Protests shall be handled in accordance with applicable laws and rules.

Modification or Withdrawal

A Proposer may withdraw its Proposal, without prejudice, electronically through the Portal at https://bendoregon.bonfirehub.com prior to the Proposal closing date and time. The withdrawal of a Proposal does not prejudice the right of a Proposer to submit another Proposal within the time set for receipt of Proposals.

Responsiveness, Rejection, and Cancellation

The City may, at its discretion, reject any Proposal that does not substantially comply with the requirements set forth in the RFP. The City may reject any Proposal not in compliance with all prescribed public proposal procedures and requirements, and may reject for good cause any or all Proposals or cancel the RFP at any time before execution of the Agreement by both parties if rejection or cancelation is deemed to be in the public interest as determined by the City.

If a Proposal is entirely or predominately labeled as “Proprietary”, the City may, in its the sole discretion, deem the Proposal non-responsive. Unless the City, in its discretion, determines that a submitted Proposal is not in substantial compliance with RFP requirements, unintentionally incomplete, qualified, or omitted responses to Proposal sections will be dealt with as a matter of Proposal scoring as opposed to responsiveness.

The City may waive minor informalities and irregularities.

Duration of Proposals

Proposals submitted are firm offers, irrevocable, valid, and binding on the Proposer for not less than 90 days following Closing. Proposals must be signed by an official authorized to bind the Proposer.

Public Record and Property of the City

With the exception of Proposals that are withdrawn prior to the Proposal due date or Proposals submitted past the Proposal due date, all information submitted by a Proposer in response to this RFP shall become the property of the City and will not be returned to the Proposer. If Proposers made special arrangements with the Issuing Office to accept a hard copy of a proposal, all hard copies of properly withdrawn or late Proposals will be returned to the Proposer unopened.

All documents received by the City are subject to public disclosure after the City selects a Contractor. Information deemed by the Proposer as exempt under Oregon’s public records law must be clearly marked by the proposer as “Proprietary”. Marked pages must be placed in a group separate from the remainder of the proposal. The City will make an independent determination regarding exemptions applicable to information that has been properly marked and segregated. The City will attempt to maintain the confidentiality of materials clearly marked “Proprietary” to the extent allowable under Oregon public records law.

Incurring Costs

The City of Bend is not liable for any cost incurred by Proposers prior to issuance of a Agreement.

Proposers responding to this RFP do so at their own expense and the City will not reimburse any expense incurred by Proposers or any other party in the preparation or submission of a response to this RFP.

Business Inclusion and Diversity

Minority, Women Owned, Emerging Small and Veteran Owned businesses are encouraged to submit a proposal. Proposers are encouraged to involve participation of small, minority, women and veteran owned business enterprises. A Directory is available from the Certification Office for Business Inclusion and Diversity (COBID) web site at:

https://www.oregon.gov/biz/programs/COBID/Pages/default.aspx, or by telephone, 503- 986-0078.

Negotiations and Agreement

The City reserves the right to negotiate a final Agreement that is in the best interest of the City.

At completion of the evaluation process, the City will notify Proposers of its intent to award an Agreement. The City will attempt to reach final agreement, including a detailed scope, project schedule and fee schedule with the highest scoring Proposer. If it appears agreement cannot be reached, the City, in its sole discretion, may terminate negotiations and reject the Proposal. The City may then attempt to reach a final agreement with the second highest scoring Proposer. The negotiation process may continue in this manner through successive Proposers until an agreement is reached or the City terminates the contracting process.

Selection Process

The City reserves the right to select a Consultant on the basis of the proposals or to conduct interviews with the highest qualified proposers following evaluation and scoring of the proposals, whichever is determined to best serve the needs of the City. The City reserves the right to seek clarifications of any or all proposals. Failure to respond in a timely manner to any such questions or requests may be grounds for elimination of the Proposer from further consideration.

The City may request additional information or make such independent investigations that, in the City’s sole discretion, it deems necessary or advisable to determine the responsiveness and responsibility of any Proposer. The City may obtain information from any legal source for clarification of any Proposal or for information regarding any Proposer. The City reserves the right to research and investigate references, including customers other than those listed in the Proposer’s submission.

Proposal Evaluation Criteria and Scoring

The evaluation and scoring will be based on technical and administrative capabilities in relation to the needs of the project. The Proposer with the highest total score shall be selected assuming all other applicable criteria are met. If interviews are conducted, there will be an additional 100 points available. The following criteria will be used in scoring the proposals:

Project Understanding and Approach Max. Points: 300 Score _____

Evaluate the proposers project understanding and approach to accomplish the objectives and tasks set forth in the scope of work. Consider methodologies proposed to accomplish the work, including the types of information or data required. Review the proposed schedule for compliance with stated milestone dates and/or suggested schedule enhancements or deviations.

Project Team, Experience and Quality of Service Max. Points: 300 Score _____

Evaluate the proposed team’s qualifications, experience, skills and commitment to perform the work. Evaluate the firm’s recent projects experience, specifically for this type of work, level of complexity, and comparable size with the proposed project. Were proposed team members actively involved in many of the referenced projects? Consider the quality of the firm’s completed projects and the quality of service the firm provided on previous projects for the City of Bend.

Cost Max. Points: 400 Score _____

The proposal that accomplishes the stated objectives and tasks at the lowest cost will receive the highest points for this criterion.

Interview Score _____

If an interview is held, the City will recalculate the entire proposal and add points for interview performance (100 points available, if held).

TOTAL SCORE __________

Proposal Contents

Proposals are to include, but not necessarily be limited to, the content listed below. The volume, or size of the proposal, should be consistent with the relative size of the project. Concise proposals without needless duplication are encouraged.

1. Letter of transmittal. Include an introductory letter expressing interest in the project. The letter shall include full name of firm, RFP contact person, email address, mailing address, and telephone number. The letter must be signed by person authorized to bind the firm.

2. Project Understanding and Approach. Provide a statement of the goods and/or services to be provided including a detailed explanation of how the goods and services are to be provided. A project schedule should be included in this section.

3. Project Team. List the experience and qualifications of staff who will be working on the project. Describe the applicable skills and accomplishments of the project manager.

Confirm availability and commitment of named key staff to the project. If the project manager is not local, identify any local contact and describe how project management, coordination and communications with the City will be accomplished. Do not include persons who will not be working on the project.

Include resumes at the back of the proposal which reflect education, registrations, and experience of key staff.

4. Related Experience. Provide project descriptions for up to five recent projects similar in nature to the proposed project, including completion dates, measures that indicate quality and successful project completion, and a client reference name and phone number. Indicate the involvement of proposed key staff on those or similar projects.

Indicate the team’s familiarity with the local area.

Provide any background information on the size, capability and location of the firm that may be beneficial.

5. Cost Proposal. The cost proposal for Phase 1 will be used to negotiate the initial contract.

The cost proposal for Phase 2 must reflect the additional Phase 2 services to be performed from June 1, 2026, through February 28, 2027. The cost proposal for Phase 2 will be used for negotiating a future contract amendment (in compliance with Bend Municipal Code 1.55.050.E) to add additional parking districts and required equipment as described in the Scope of Work. Include estimated person hours, labor costs and expenses for each task listed in the scope of work. Clearly describe any deviation from the listed scope of work that would significantly affect costs. Separate the cost of any proposed optional services from the cost of services requested. The format for the cost proposal is to be selected by the consultant.

Include a listing of hourly rates for all employee classifications anticipated to work on the project, as well as rates for non-labor direct expenses. Include similar information for any major subconsultants. The listed rates will be used in preparation of any future change orders.

6. Oregon Statutory Certifications. Upload a signed copy of the Oregon Statutory (ORS) Certifications, Exhibit B as a separate document in the Portal. This document also includes addenda acknowledgement and additional company information.

Limitations:

Sections 1-5 limited to a total of 20 pages of text, including the letter of transmittal.

Section 6 has no page limit. Include the Oregon Statutory Certification sheet plus any additional sheets needed for exceptions.

Page limitations do not apply to covers or dividers unless they are used to convey project information. Any 11 X 17 pages will be counted as two pages. A two-sided page counts as two pages.

Pages beyond these page limitations will not be evaluated.

The Proposer shall number the pages in consecutive order.

Proposal text shall be legible. Arial typeface is preferred but not required.

Minimum font size is 11 point.

EXHIBIT A

SCOPE OF WORK

Contractor shall provide parking enforcement and parking management services, for the City of Bend Parking System.

The City of Bend Parking System currently includes the Downtown Parking District, McKay Park Area, and the Old Bend Neighborhood Parking Benefit District. The City anticipates contracting for this work in phases. The initial contract will be negotiated based on the proposer’s cost proposal for Phase 1 (see Proposal Contents). Additional parking districts and required equipment, as outlined in Phase 2, are expected to be added via amendment to the original contract, using the cost proposal submitted in response to this Request for Proposals (“RFP”).

Phase 1:

Downtown Parking District

Seven City-managed public parking lots, approximately 400 spaces One City-managed, access controlled, five-story parking garage, 547 spaces Approximately forty blocks of public on-street parking, approximately 1,500 parking spaces 2-hour, 3-hour and 4-hour time limits, monthly parking program, and paid parking areas

McKay Parking District

Approximately 250 public on-street parking spaces 4-hour time limits

Old Bend Parking Benefit District

Approximately 1,200 on-street parking spaces 2-hour, 3-hour and 4-hour time limits, monthly and residential parking program, and paid areas

The Contractor will be required to provide parking enforcement within the Parking System in compliance with the Bend Municipal Code and Oregon Revised Statutes and manage the online and in-person parking permit system. Additional labor and personnel requirements are outlined in this Scope of Work.

Additional areas of enforcement or management may be added during the duration of the contract.

General Provisions

A. Contractor Responsibilities

Contractor shall:

1. Pay all direct operating costs of operating including but not limited to labor;

supervision and bookkeeping; supporting parking enforcement; and the citation collection process.

2. Provide daily maintenance of electronic pay station equipment including all supplies and materials necessary to maintain operation (4 Digital – IPS MS3 pay stations).

3. Provide daily maintenance of the Garage Access Control System and materials necessary to maintain operations. (FLASH System)

4. Inspect and conduct enforcement and compliance duties in all parking facilities and areas within the Parking System as necessary and prudent to ensure all areas are fully functional, clean, maintained, and parking rules and regulations are followed:

a. Inspections and collections will be conducted once per week.

b. Enforcement routes and frequency will be approved by the City of Bend.

5. Be responsible for oversight of the parking facilities, including, but not limited to:

a. Immediately notify the City of any condition in need of repair or remediation.

b. Notify the City of landscaping maintenance needed for any City owned lots.

c. Reporting all acts of vandalism, irregularities, and nuisances to the City’s

Parking Services Division Staff and the City of Bend Police Department, as appropriate.

d. Document and report any missing or needed signage.

B. Customer Service & Payment Options

The City strongly believes in customer service and expects administrative and enforcement personnel to treat the public in a courteous, helpful, and professional manner.

Enforcement action is to be carried out in a uniform and impartial manner. Contractor shall not directly or indirectly give any preferential treatment to any person or entity in the performance of enforcement duties.

Contractor shall operate in compliance with the Bend Municipal Code Title VI, Vehicles, Traffic, and Parking attached as Exhibit E, and Parking Enforcement Policies, which may be amended from time to time by the City.

Contractor shall maintain a full-time onsite parking Office Administrator in accordance with the following Parking Office Hours:

(a) Tuesday through Thursday 8 a.m. to 5 p.m.

(b) Fridays 1 p.m. to 5 p.m.

to manage all aspects of the administration of this contract.

Contractor will utilize a City provided Downtown Parking Office with the following office hours:

(a) Tuesday through Thursday 8 a.m. to 5 p.m.

(b) Fridays 1 p.m. to 5 p.m.

The Contractor shall be responsible for securing and leasing office space for purposes other than City business or staff break areas, at their own expense.

Contractor shall utilize the City-provided Parking Operations Management System for all parking enforcement, parking permit management, and payment collection.

C. Contractor Employment Responsibilities:

Downtown Parking Enforcement Officers serve both an enforcement role and an ambassador role for the City of Bend. In many cases, Parking Enforcement Officers are the only personnel representing the City that a downtown business or property owner, employee, or patron will see on a daily basis. Enforcement officers must be able to provide parking information and other wayfinding information needed by residents and visitors in downtown Bend.

1. Contractor shall be responsible for all aspects of recruitment and selection of parking enforcement and administrative staff, and all employees shall be required to take and pass a mandatory drug test and criminal background check prior to hire.

2. Contractor shall, at all times, maintain sufficient enforcement staff levels to ensure compliance with parking regulations and ordinances. The City expects the Contractor to maintain a minimum of three full-time Enforcement Officers to service current enforcement areas within the parking system. The City further expects the enforcement team to expand to five full-time Enforcement Officers as new parking districts and enforcement areas are added during the term of the awarded contract.

3. Swearing of Officers – Contractor shall provide the City Recorder with personnel information required to become an authorized Officer for the City of Bend. The City shall review all qualifications regarding a prospective enforcement employee prior to authorization to become an Officer for the City of Bend. The City shall have the right, in its sole discretion, to refuse to issue an authorization.

4. Contractor shall provide all Enforcement Officers with professional appearing uniforms consisting of shirts, pants, shorts, jackets, and optional hat. Uniform jackets and shirts shall have attached company patches on the sleeves with an emblem designating the wearer as official parking enforcement personnel. Any inclement weather apparel must conform to the criteria stated above. Uniform design must be approved by the

City and design will convey an appearance of authority and decorum consistent with representing the City of Bend and the downtown community. All enforcement personnel must carry photo identification while on duty. All personnel are to be in complete uniforms at any time they are engaged in enforcement duties, or appearing in court in matters relating to their employment.

5. Contractor shall be responsible for ensuring employee compliance with all applicable laws and regulations, including those related to employment and OSHA requirements for working in the right-of-way. Contractor shall also be responsible for responding to inspections and audits by regulatory agencies and the City, and for paying any fines or assessments levied by such regulatory agencies.

6. Contractor shall employ only individuals competent and skilled in performing the work assigned to them, and shall provide qualified and responsible supervision for such individuals.

7. Contractor's personnel shall not carry any type of weapon while on duty.

8. Contractor’s personnel are prohibited from having dogs or other pets with them while on duty, whether in the field or in the office.

9. Contractor's personnel are to be polite and courteous to the public and downtown parking patrons.

10. Contractor's personnel shall not, either implicitly or explicitly, represent themselves as

Police Officers, or as employees of the City of Bend.

11. Contractor will be responsible for all aspects of recruitment and selection of parking enforcement personnel.

12. Contractor's personnel shall comply with all existing state and local motor vehicle laws while operating in the City.

13. The Contractor shall not use discriminatory hiring practices.

D. Communications

1. All Enforcement Officers will have ready access to their supervisor and to the City of

Bend Police Department.

2. Contractor shall maintain a parking office in downtown Bend and provide a 24-hour telephone number accessible to the City. During enforcement hours, a Contractor supervisor shall be on call and available within a 30-minute response time. After office hours, the Contractor supervisor shall be accessible by cell phone.

3. At the Contractors expense the Contractor shall ensure that all enforcement staff are equipped with mobile technology for communication, audio recording, and photographic evidence for contested citations. Contractor shall maintain photo evidence on file for a period of three years per infraction from the date of each citation.

E. Training

Contractor shall utilize the City of Bend Parking Enforcement Best Practice Manual to train all enforcement personnel. Contractor shall be responsible for ensuring that Parking Enforcement Officers receive comprehensive training. As stated above, Parking Enforcement Officers serve both, an enforcement and ambassador role. Accordingly, training shall include, but not be limited to the following:

1. Customer Service and expectations;

2. Dealing with difficult people, conflict management, and dispute resolution;

3. Civil rights law and procedures;

4. Municipal code, ORS, and all ordinances relating to parking enforcement and the differences between them;

5. Giving testimony and courtroom procedures;

6. Job procedures and emergency protocol;

7. Job safety as required by OSHA;

8. Public Safety.

F. Record Keeping, Reports, and Revenue Control

1. All revenue collections, deposits, and reporting procedures will be in accordance with City of Bend requirements.

2. The Contractor shall be responsible for the oversight and close supervision of the

Enforcement Officers to ensure Enforcement Officers act in accordance with City of Bend Policies.

3. Contractor shall follow all revenue, ticket, and permit control procedures as set forth by the City of Bend.

4. Contractor shall be responsible for all employment related record keeping and upon request by the City, shall provide personnel and training information for each employee.

5. Contractor shall provide, in electronic format, at a time interval determined by the

Court, all necessary citation information including registered vehicle owner information. Data will be provided in a format that can be imported into the City’s case management system, or which can be easily manipulated to accomplish the import.

6. Contractor shall comply with ORS 221.333, this includes a court appearance time(s) & date(s) determined by the Court to adequately accommodate the number of citations in a given period of time.

7. Each Enforcement Officer shall have immediate access to their supervisor and shall report and document any relevant parking or customer issues on an incident report and provide to the City upon request.

8. Inspection: The Contractor shall retain all records related to this contract—including, but not limited to, those listed above—for a minimum of three years following the expiration or termination of this agreement, or shall deliver such records to the City.

All records shall be maintained as part of the Contractor’s regular business operations and organized in a manner directed by the City to ensure easy access and reference. The Contractor shall make all records available to the City for inspection and copying during regular business hours.

9. Reports: Contractor shall provide report(s) to the City by the 10th of the following months of the reporting period. Reports shall include:

a. Detail revenue collected from permits, pay stations, paybox, and staff hours spent on patrol, administration, and court appearances.

b. A summary of ticket activity including the number of tickets by infraction type, and a list of voided/validated tickets with an explanation as to why the tickets were voided/validated. This will include a detail of the disabled parking spaces (ADA) citations issued.

c. A summary and detail of all complaints, whether phone calls or on-street complaints to Officers on duty. Upon request, written complaint logs, including the names of the parties involved, telephone numbers and addresses (if known), the nature of the complaint, and action taken, shall be available for inspection by the City.

G. Enforcement Duties:

Services to be provided by Contractor shall include, but are not limited to:

1. Enforcement of on and off-street parking including, but not limited to, all districts and areas within the Bend Parking System, and will issue citations according to the City of Bend Municipal Code.

2. Disabled parking spaces (ADA) and other parking restricted areas, including ADA parking in designated public and off-street private parking areas, and will be covered at a frequency necessary to ensure consistent enforcement.

3. Issue citations for violations of parking ordinances when and where appropriate.

4. Prepare and provide affidavits and reports for contested parking infractions, violations, and incidents for the Municipal Court.

5. Booting and/or towing of vehicles shall be conducted in accordance with criteria provided by the City. When the Contractor determines that a particular parked vehicle meets these criteria, the Contractor shall boot or arrange for the towing of the vehicle in accordance with Bend Code.

6. Enforce all parking ordinances as identified in the Oregon Revised Statutes (ORS).

7. Be responsible for any mobile technology that is lost, damaged, or rendered inoperable due to negligence or improper care. Contractors retain ownership of all handhelds.

8. Notify City of Bend Police Department for declaration of nuisance or abandoned vehicles.

I. Municipal Court/Police Department Requirements

1. Enforcement Officers shall appear promptly in Municipal Court, dressed in uniform and be prepared to testify or submit an affidavit when required in parking-related cases. The City will provide training and support, at the City’s discretion, related to Municipal Court cases.

2. If the issuing Enforcement Officer(s) cannot be present for a hearing, 7-day advanced written notification will be provided to the Court. In the event of less than 7-day notice, it will be considered an emergency.

3. All documentation pertaining to in-person hearings must be reviewed prior to the court date by the Contractor Supervisor.

J. Special Event Support

Contractor shall coordinate special parking needs for on/off-street enforcement with the City to accommodate special events.

K. Paid/Permit Parking Enforcement

Contractor shall manage, operate, and provide information on City owned parking facilities and pay stations, excluding mobile payment systems. Parking facilities are located in the Downtown Parking District of the City (Exhibit D – Parking District Maps) as follows:

1. Mirror Pond South Parking Lot (801 NW Wall Street) – 89 spaces with electronic pay station;

2. Mirror Pond North Parking Lot (801 NW Brooks Street) – 78 spaces with electronic pay station;

3. Wall & Greenwood Parking Lot (Corner of NW Greenwood & NW Wall Street) – 35 spaces with electronic pay station;

4. Troy Field Parking Lot (51 NW Louisiana Ave.) – 40 spaces;

5. Hospital Hill Parking Lot (300 NW Franklin Ave.) – 18 spaces;

6. City Hall Parking Lot (710 NW Wall Street) -20 spaces;

7. Newport Ave Lot (70 NW Newport Ave.) – 80 spaces;

8. Louisiana Parking Lot (NW Louisiana Ave. between Wall Street and Bond Street) –

34 spaces;

9. All on-street parking spaces within the Bend Parking system; and

10. Bend Centennial Parking Garage (750 NW Lava Rd.) – 547 spaces

L. Permit Sales Process and Record Keeping

Contractor will sell permits, record transactions, deposit receipts, and provide reports to the City. All deposits and record keeping shall be performed with electronic, computerized cashiering and record keeping equipment utilizing the City owned Parking Management System. Records shall be maintained up to the minute at all times. Manual ledgers shall not be acceptable except as a temporary measure in the event of equipment or power failures.

In such circumstances, all manually accumulated information shall be inputted into the database within 24 hours. Contractor will record all transactions, on a lot-by-lot basis, in a manner that can be reviewed when requested and for auditing purposes. Receipts will be offered to all purchasers. All printed permits not sold must be accounted for and logged.

Contractor will account for all permits printed, monitor the permit supplies, and order additional permits as needed. Contractor shall supply the permits, type, and style to be approved by the City.

M. Equipment Required

The Contractor shall utilize City-provided tools and technologies to conduct parking enforcement, citation management, and parking permit administration. These include, but are not limited to:

Parking Operation Management System Parking Guidance and Guided Enforcement System Barnacle Immobilization Devices

The City shall provide access levels to its parking management system.

Contractor shall provide enforcement vehicle(s) for use with City-provided License Plate Recognition (LPR) system. Contractor shall operate LPR-equipped vehicle(s) to perform parking enforcement across the parking system, as needed.

Enforcement vehicle(s) shall be a small or compact car, preferrable an electric vehicle

(EV).

Contractor shall be responsible for keeping LPR equipment in good working order.

Contractor shall replace any broken or damaged equipment due to employee misuse or negligence.

The City currently utilizes one enforcement vehicle equipped with LPR technology to support parking operations within existing parking districts and on-street spaces. As additional parking districts and enforcement areas are introduced over the term of this contract, the City anticipates the need for one or more additional enforcement vehicles, as outlined in Phase 2 (for purposes of this RFP, Proposers should assume one additional vehicle will be added under Phase 2, for a total of two vehicles).

N. Equipment Repair and Maintenance

1. Contractor shall at all times, during the term of this contract, maintain in good condition, repair, and working order the revenue control equipment at the facilities identified as the Mirror Pond North parking lot, Mirror Pond South parking lot, and the Parking Garage.

2. Contractor shall maintain the LPR system per the manufacturer’s specifications. If the LPR system requires maintenance that will put the vehicle out of service for any specified period of time, then Contractor will make alternate arrangements for parking enforcement in those specified areas until the vehicle is back in service.

3. Contractor to perform and record periodic preventive maintenance, including replacement of parts as needed, as recommended by the manufacturer’s published specifications for the specific equipment, according to model number and date of installation. Preventative maintenance to include the following:

a. Contractor shall, on a monthly basis:

1. Inspect all components of the equipment to determine that no damage or excessive wear has taken place;

2. Replace worn parts;

3. Clean and lubricate all parts requiring or needing such maintenance;

4. And test the equipment to ascertain whether it is performing consistently with the requirements set forth herein. Contractor shall bear the cost of all lubricants, tools, measuring devices, diagnostic equipment, rags, and other equipment and supplies that are necessarily required for the proper maintenance and repair of the equipment according to the manufacturer’s recommendations.

Contract will prepare a report detailing periodic preventive maintenance and submit it to the City.

Phase 2 (to be added via amendment):

Additional parking district areas and the necessary equipment shall be incorporated into the Scope of Work during the term of the awarded contract. The following parking districts and associated equipment are scheduled for implementation in June of 2026:

Miller’s Run Parking District (future parking district June 2026)

800 on-street parking spaces Time limited parking, monthly and residential parking program

Old Bend Parking District East (future parking district June 2026)

1,200 on-street parking spaces Time limited parking, monthly and residential parking program, and paid areas

Equipment Required

The City currently utilizes one enforcement vehicle equipped with License Plate Recognition (LPR) technology to support parking operations within existing parking districts and on-street spaces.

With the planned addition of Miller’s Run Parking District and Old Bend Parking District East in June of 2026, the City anticipates the need for one additional enforcement vehicle. The vendor shall be responsible for providing and operating the additional vehicle, while the City will supply and install the necessary LPR technology and related equipment.