C23803013_RFP.pdf

Request for Proposals (Secondary) for Parking Citation Processing and

Collection Services RFP No.: C23803013

March 2023

California Department of Parks and Recreation RFP No.: C23803013

Page i of iii Request for Proposals (Secondary) for Parking Citation Processing and Collection Services

Table of Contents

Table of Contents

1.0 PURPOSE AND OVERVIEW OF RFP

1.1 BRIEF BACKGROUND AND DESCRIPTION OF SERVICES

1.2 DEFINITIONS

1.3 ACRONYMS

2.0 PROCUREMENT SCHEDULE AND PROCESS

2.1 DPR’S DESIGNATED POINT OF CONTACT

2.2 ADDENDA TO THE RFP

2.3 NON-COMMITMENT OF DPR

2.4 PROPERTY RIGHTS

2.5 IMPROPER COMMUNICATIONS AND CONTACTS

2.6 CONFIDENTIALITY

2.7 UNRUH CIVIL RIGHTS ACT AND THE FAIR EMPLOYMENT AND HOUSING ACT

3.0 SUBMITTAL OF THE PROPOSALS

3.1 PROPOSAL SUBMITTAL INFORMATION

3.2 LATE SUBMITTALS

3.3 MODIFICATION OR WITHDRAWAL OF PROPOSALS

4.0 PROPOSAL REQUIREMENTS

4.1 GENERAL REQUIREMENTS

4.2 TRANSMITTAL LETTER

4.2.1 Proposal Minimum Requirements

4.3 EXECUTIVE SUMMARY

4.4 CONTENTS OF THE PROPOSAL

4.4.1 Contract Terms and Conditions

4.4.2 Confidentiality Statement

4.4.3 Financial Security Requirements of the Proposal

4.4.4 Financial Security Requirements of Award

4.4.5 Past Performance and Experience

4.4.6 Understanding of the Scope of Work

4.4.7 Small Business Participation and Preference

4.4.8 Disabled Veteran Business Enterprise Requirement and Incentive

4.4.9 Cost Proposal

5.0 EVALUATION

5.1 PROPOSAL REVIEW

5.2 PROPOSER EVALUATION

5.2.1 Minimum Requirements

3.4 LETTER OF INTENT TO PROPOSE

Page ii of iii Request for Proposals (Secondary) for Parking Citation Processing and Collection Services

5.2.2 Technical Proposal Evaluation

5.2.3 Evaluation of Customer References

5.2.4 Cost Proposal Evaluation

5.3 COMBINED PROPOSAL SCORES

5.4 NOTICE OF PROPOSED AWARD

5.5 EXECUTION AND AWARD PROCESS

5.6 NO AGREEMENT UNTIL SIGNED AND APPROVED

6.0 PROTEST PROCEDURES

List of Tables

Table 1: Key RFP Dates

List of Attachments Attachment A: Minimum Requirements Checklist Attachment B: Criteria for Awarding Points for the Proposal Attachment C: Criteria for Awarding Points for the Total Score Worksheet

California Department of Parks and Recreation RFP No.: C23803013

Page iii of iii Request for Proposals (Secondary) for Parking Citation Processing and Collection Services

Table of Contents

List of Exhibits Exhibit A – Scope of Work Exhibit B – Budget Detail and Payment Provisions Exhibit C – General Terms and Conditions (GTC 04/2017) Exhibit D – Special Terms and Conditions Exhibit E - Additional Terms and Conditions Exhibit F – Letter of Intent to Propose Exhibit G – Form for Submitting Questions Exhibit H – Proposal Submission Checklist Exhibit I – Response to Administrative Requirements Exhibit J – Contractor Certification Clauses (CCC 04/2017) Exhibit K – Security and Confidentiality Statement Exhibit L – Financial Security Requirement of the Proposal Exhibit M – Bidder Declaration Form (GSPD 05-105) Exhibit N – Customer Reference Forms Exhibit O – Darfur Contracting Act of 2008 Exhibit P – Iran Contracting Act of 2010 Exhibit Q – Insurance Documents Exhibit R – DVBE Declaration (STD 843) Exhibit S – Small Business Affidavit Exhibit T – Target Area Preference Act (STD 830) Exhibit V – Credit/Debit Card Convenience Fee Exhibit W – DGS OLS 4, California Civil Rights Laws Attachment

1.0 Purpose and Overview of RFP

The following list provides a general overview of information related to the subject of this Request for Proposals (RFP):

1. The Department of Parks and Recreation (DPR), Law Enforcement and Emergency Services Division is issuing this RFP to receive Proposals from qualified firms (Proposers) to provide Parking Citation Processing and Collection Services.

2. This procurement will be based on the combined Technical Proposal and Cost Proposal scores. Responsive Proposals submitted in response to this RFP will be evaluated with the intent of awarding an Agreement to the highest ranked Proposer.

3. The Agreement period will start upon Department of General Services (DGS) approval of the Agreement and will extend through April 30, 2029. The Work will start with an Authorization to Commence Work Notice and will be managed as detailed in Exhibit A, Attachment 1, Detailed Scope of Work. No Work may begin prior to the receipt of an Authorization to Commence Work Notice.

4. The Agreement awarded as a result of this RFP will be to a single Contractor for a five year service period with two additional optional one-year extensions. The two optional year extensions shall be at DPR’s sole option and will be at the same rates proposed in this RFP.

5. The total dollar value for the Agreement resulting from this RFP should not exceed $5,500,000.00, not including the ability to add funds with option years.

6. This RFP will be available in electronic format on the State’s Contract Register at caleprocure.ca.gov which is the official site.

All questions regarding this RFP must be submitted in writing to the email address of the individual identified in Section 2.1 of this RFP by the date and time listed in Section 2.0, Table 1. All such questions shall use the subject line: C23803013 Parking Citation Processing and Collection Services. Responses to questions submitted will be posted on the State’s Contract Register and a courtesy copy will be sent to those who submitted questions.

1.1 Brief Background and Description of Services

See Sample Agreement, Exhibit A, Attachment 1 for the full Scope of Work.

Background: The State of California (State) Department of Parks and Recreation (DPR) oversees the largest and most diverse natural and cultural heritage holdings of any state agency in the nation. State park units include underwater preserves, reserves, and parks; redwood, rhododendron, and wildlife reserves; state beaches, recreation areas, wilderness areas, and reservoirs; state historic parks, historic homes, Spanish era adobe buildings, including museums, visitor centers, cultural reserves, and preserves; as well as lighthouses, ghost towns, conference centers, and off-highway vehicle parks. These parks protect and preserve an unparalleled collection of culturally and environmentally sensitive structures and habitats, threatened plant and animal species, ancient Native American sites, historic structures and artifacts.

Responsible for almost one-third of California’s scenic coastline, the California State Park system includes 280 parks, beaches trails, wildlife areas, open spaces, off-highway vehicle areas, and historic sites. It consists of over 399 miles of coastline, 974 miles of lake, reservoir and river frontage, approximately 15,000 campsites and alternative camping facilities, including 32 enroute camping areas, and 4,456 miles of non-motorized trails.

Presently, DPR issues an average of 40,000+ parking violations annually; with the intent to escalate this count significantly by implementing more progressive technological and efficient methods.

Current Contracted Services; The DPR’s current contractor for parking citation processing services is Data Ticket, Inc. The contract term is December 2, 2018 through December 2, 2023.

This current agreement allows customers to pay by debit/credit cards and includes online services to citees and to the DPR. The current contractor has also implemented handheld ticket writers in a portion of DPR’s park units.

Description of Services: To meet the demands for all state park units throughout California, DPR seeks proposals from qualified contractors to develop, implement, transition services, operate, support, maintain, and update an integrated, modern, dynamic, managed, Department-wide Parking Citation Processing Management Systems (hereafter called the Service), consisting of five components: (1) Processing handwritten parking violations (2) payment transaction services, including on-line debit/credit cards transactions, checks and money orders (3) Data Management (4) Reports Management, including interface with other state agencies and local jurisdiction; and (5) the expansion of Handheld Ticket Writers and supporting management service. These components shall be seamlessly integrated. Contractor’s Service shall be inclusive of all software, hardware, and staff required to perform this Scope of Work (SOW). All equipment and software purchased by the Contractor for this engagement, including IT and handheld ticket writer devices systems, shall remain the property of the Contractor. It shall be the Contractor’s responsibility to maintain and upgrade said equipment and software.

The Service shall support the management of all parking citation processing, including but not limited to payment processing for Citees, data tracking, analysis tools, inventory management, numerous reports, acting as a third agent on behalf of DPR, California Surcharges payments directly to the County office, internet on-line services for Citees and DPR, and support for statewide DPR field locations. The Service shall be able to accommodate current estimated transaction volumes and be scalable to allow for changes in parking citations volume, locations, and inventory, as well as the proliferation of new technologies and devices.

The Service shall be the transaction interface for all daily processing of parking citations, including high level of customer service for Citees and DPR staff, payment transactions either by debit/credit cards, checks or money orders, daily deposits and other transactions for data and reporting management. Contractor’s proposed Service must perform the aforementioned functions, which are described in more detail in this SOW.

The Service shall support the management of all transactions for interfacing with California Department of Motor Vehicles (CA-DMV) and the California Franchise Tax Board (CA-FTB), initially upon receipt of the parking violations either electronically or by USPS or other delivery system.

In addition to the Service, the Contractor shall perform the following support services:

1. Provide on-going payment and citations processing, including tracking of citation information in the required format and frequency.

2. Meet general technical requirements tied to availability, integrity, security, usability, flexibility, accessibility, and compatibility.

3. Perform full-service support activities and services, including maintenance and upgrades, operations support, ongoing DPR employee training, and active performance management.

1.2 Definitions

Whenever used in this RFP, the following terms have the definitions indicated:

Agreement – The contract between DPR and the successful Proposer executed as a result of this procurement.

Business day – Monday through Friday, except for federal or State holidays, between the hours of 8:00 a.m. and 5:00 p.m., Pacific Time. Lists of federal and State holidays can be found at www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays

Commercially Useful Function – DPR will uniformly apply CUF Best Practices standards in collective consideration of CUF standards set forth by 49 CFR Part 26.55 (c)-(d), Government Code section 14837, California Code of Regulations section 1896.4(h), and Military and Veteran Code section 999(b) (5). A SB, DVBE, and MB is deemed to perform a CUF if the business meets the following CUF standards:

1. Performs a CUF when a SB/MB/DVBE is responsible for the execution of a distinct element of work of the Agreement and is carrying out its responsibilities by actually performing, managing, and supervising the work involved.

2. Performs work that is normal for its business services and functions.

3. Be responsible, with respect, to materials and supplies used on the Agreement, for negotiating price, determining quality and quantity, ordering the material, and installing and paying for the material itself.

4. A SB/MB/DVBE does not perform a CUF if its role is limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to obtain the appearance of SB/MB/DVBE participation.

5. A SB/MB/DVBE does not perform a CUF if it subcontracts a greater portion of the work than would be expected by normal industry practices.

Contractor – The successful Proposer that executes the Agreement with DPR as a result of this

RFP.

Day – Calendar Day, unless otherwise noted.

Disabled Veteran Business Enterprise – A for-profit business concern that meets the certification requirements set forth in California Military and Veterans Code section 999(b)(7), including but not limited to at least 51 percent owned by a veteran of the United States Military who has at least a 10 percent service-connected disability. To be counted towards meeting the goals of the Small Business Program, a Disabled Veteran Business Enterprise must be certified by the California Department of General Services.

Key Personnel – Those individuals identified in the Proposer’s Proposal to fill the roles specified in Section Error! Reference source not found..

Microbusiness – A for-profit small business concern that meets the certification requirements set forth in California Government Code section 14837(d) and California Code of Regulations sections 1896.4 (Definitions) and 2894.12 (Eligibility) including but not limited to its principal office is located in California, its owners reside in California, it not be dominant in its field and it have an average gross annual revenue of $3.5 million or less over the previous three tax years. To be counted towards meeting the goals of the Small Business Program, the Microbusiness must be certified by the California Department of General Services.

Open Government Laws – Collectively, the California Public Records Act (Government Code section 6250, et seq.), the Bagley-Keene Open Meeting Act (Gov. Code section 11120, et seq.), and the Freedom of Information Act (5 U.S.C. section 552, as amended by Public Law No. 104- 231, 110 Stat. 3048) and other applicable State and federal open records laws.

Person – Any individual, corporation, company, joint venture, partnership, trust, unincorporated organization, or governmental agency including DPR.

Proposer – A Person that submits a Proposal in response to this Request for Proposals.

Proposer Team – Collectively, the Proposer and its members and Subcontractors.

Public Records Act – The California Public Records Act, Government Code section 6250 et seq.

Service – All of the tasks required under the Agreement resulting from this RFP.

Small Business – A for-profit business concern that meets the certification requirements set forth in California Government Code section 14837(d) and California Code of Regulations sections

1896.4 (Definitions) and 2894.12 (Eligibility) including but not limited to that its principal office is located in California, its owners reside in California, it not be dominant in its field and it have average gross annual revenue of $14 million or less over the previous three tax years. To be counted towards meeting the goals of the Small Business Program, a Small Business must be certified by the California Department of General Services.

State – The State of California.

Subcontractor – Defined as follows:

a. Prior to award of any Agreement resulting from this RFP, any Person with whom the Proposer proposes to enter into a subcontract for any part of the Work, or that will enter into a subcontract for any part of the Work, at any tier; or

b. After award of any Agreement resulting from this RFP, any Person with whom the Proposer has entered into a subcontract for any part of the Work, or with whom any Subcontractor has further subcontracted any part of the Work, at all tiers.

1.3 Acronyms

CA-DMV California Department of Motor Vehicles CA-FTB Franchise Tax Board CNRA California Natural Resources Agency CUF Commercially Useful Function DGS California Department of General Services DPR California Department of Parks and Recreation DVBE Disabled Veteran Business Enterprise LEESD Law Enforcement and Emergency Services Division MB Microbusiness PCC Public Contracting Code PCI DSS Payment Card Industry Data Security Standard RFP Request for Proposals SB Small Business

2.0 Procurement Schedule and Process

Table 1: Key RFP Dates

Key Dates Activity Description March 15, 2024 RFP advertised.

March 21, 2024 Last day to submit Letter of Intent to Propose (email to alexa.piscanio@parks.ca.gov)

March 21, 2024 Last day to submit written questions.

March 25, 2024 Responses posted to written questions.

March 29, 2024 Proposals due at the address specified in Section 3.1 of this RFP by 12:00 PM Pacific Time.

April 4, 2024* Notice of Proposed Award released by 5:00 PM Pacific Time.

May 1, 2024* Proposed Agreement Start Date.

*All dates subsequent to the Proposal deadline may be modified at the discretion of DPR without issuing a formal addendum to this RFP.

2.1 DPR’s Designated Point of Contact

DPR’s Designated Point of Contact for communications concerning the Project or this RFP shall be as follows:

Alexa Piscanio Department of Parks and Recreation

Park Operations Email: alexa.piscanio@parks.ca.gov

Persons intending to submit Proposals in response to this RFP shall not contact or discuss any items related to this process with any DPR staff other than the Point of Contact listed above.

Failure to comply with this communication prohibition may result in disqualification.

2.2 Addenda to the RFP

DPR reserves the right to amend this RFP by addendum before the final date of Proposal submission. It is the responsibility of the Proposer to check the State’s Contract Register for all addenda.

2.3 Non-Commitment of DPR

This RFP does not commit DPR to award a contract, to pay any costs incurred in the preparation of a Proposal, or to procure or contract for services or supplies. DPR reserves the right to accept or reject any or all Proposals received as a result of this RFP, or to modify or cancel in part or in its entirety the RFP if it is in the best interests of DPR to do so.

mailto:alexa.piscanio@parks.ca.gov mailto:alexa.piscanio@parks.ca.gov

Proposals must be submitted for the performance of all services described herein. A Proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. DPR may waive an immaterial deviation in a Proposal. DPR’s waiver of an immaterial deviation shall in no way modify the RFP document or excuse the Proposer from full compliance with all requirements if awarded the Agreement.

2.4 Property Rights

Proposals received within the prescribed deadline become the property of DPR and all rights to the contents therein become those of DPR. All material developed and produced for DPR under any Agreement resulting from this RFP shall belong exclusively to the State of California and will be regarded as public records under Government Code Section 6250 et seq. (California Public Records Act) and subject to review by the public. All products used or developed in the execution of any Agreement resulting from this RFP will be governed in accordance with the Intellectual Property section in Error! Reference source not found.E, Error! Reference source not found..

Proposal packages may be returned to the Proposer at the Proposer’s expense, unless such expense is waived by DPR. In any event, DPR will retain the Master copy of each Proposal.

2.5 Improper Communications and Contacts

The following rules of contact shall apply during this procurement that began upon the date of issuance of this RFP and will be completed with either the execution of any Agreement resulting from this procurement or the cancellation of the procurement. These rules are designed to promote a fair and unbiased procurement process. Contact includes, but is not limited to, face-to-face, telephone, facsimile, e-mail, or formal written communication.

The specific rules of contact are as follows:

1. After submittal of Proposals, no Proposer or any of its team members may communicate with another Proposer or its team members with regard to the RFP or any other team’s Proposal with the exception of Subcontractors that are shared between two or more Proposer Teams.

In such cases, those Subcontractors may communicate with their respective team members so long as those Proposers establish a protocol to ensure that the Subcontractor will not act as a conduit of information between the teams (contact among Proposer organizations is allowed during DPR sponsored informational meetings). Protocols established to ensure that Subcontractors do not act as conduits of information between teams are subject to DPR review and approval, at DPR’s discretion.

2. Proposers shall correspond with DPR regarding the RFP only through the Designated Point of Contact (see Section 2.1 of this RFP).

3. Proposers shall not contact the entities listed below regarding this procurement, including any employees, representatives, and members regarding this RFP:

1. California Natural Resources Agency (CNRA)

2. California Department of General Services (DGS), except to file a Protest as outlined in Section 7.0 of this RFP.

3. California Department of Parks and Recreation (except as provided in this RFP)

4. The foregoing restriction shall not, however, preclude or restrict communications with regard to matters unrelated to the RFP or the procurement or from participating in public meetings of DPR or any workshop related to this RFP.

5. Any communication determined to be improper, at the sole discretion of DPR, may result in disqualification.

6. DPR will not be responsible for any oral exchange or any other information or exchange that occurs outside the official RFP process. No oral understanding or agreement shall be binding on either the State or the Proposer.

2.6 Confidentiality

Proposers shall not submit confidential information in their Proposals. Any information submitted during the procurement process will be discoverable under a California Public Records Act request after the procurement is complete.

If a Proposer has special concerns about information that it desires to make available to DPR but which it believes constitutes a trade secret, proprietary information, or other information exempt from disclosure, such Proposer should specifically and conspicuously designate that information as “TRADE SECRET” or “CONFIDENTIAL” in its filed response to this RFP. Blanket, all-inclusive identifications by designation of whole pages or sections as containing proprietary information, trade secrets, or confidential commercial or financial information shall not be permitted and shall be deemed invalid. The specific proprietary information, trade secrets, or confidential commercial and financial information must be clearly identified as such. Under no circumstances, however, will DPR be responsible or liable to the Proposer or any other party for the disclosure of any such labeled materials, whether the disclosure is deemed required by law, by an order of court, or occurs through inadvertence, mistake, or negligence on the part of DPR or its officers, employees, contractors, or consultants.

2.7 Unruh Civil Rights Act and the Fair Employment and Housing Act

Pursuant to Public Contract Code section 2010, the Proposer has a completed Cert. 11: California Civil Rights Laws Certification, certifying compliance with the following:

1. California Civil Rights Laws: For contracts over $100,000 executed or renewed after January 1, 2017, the Proposer certifies compliance with the Unruh Civil Rights Act (section 51 of the Civil Code) and the Fair Employment and Housing Act (section 12960 of the Government Code); and

2. Employer Discrimination Policies: For contracts over $100,000 executed or renewed after January 1, 2017, if a Proposer has an internal policy against a sovereign nation or peoples recognized by the United States government, the Proposer certifies that such policies are not used in violation of the Unruh Civil Rights Act (section 51 of the Civil Code) or the Fair Employment and Housing Act (section 12960 of the Government Code).

3.0 Submittal of the Proposals

3.1 Proposal Submittal Information

Proposals submitted in response to this RFP are due March 29th, 12:00P.M. PST and shall be mailed or hand delivered to:

Attention: Alexa Piscanio Department of Parks and Recreation

Park Operations 2241 Harvard Street, Suite 200

Sacramento, CA 95815

The following information must be placed on the lower left corner of the submittal shipping packages:

RFP No.: __________C23803013_________

California Department of Parks and Recreation

Law Enforcement and Emergency Services Division

Parking Citation Processing and Collection Services Proposal

Proposer: _____________________________________________

NOTE: Due to building access restrictions, Proposers who will hand deliver their Proposals are requested to notify the Designated Point of Contact identified in Section 3.1 at least 24 hours before their anticipated arrival time.

3.2 Late Submittals

In accordance with California Public Contract Code section 10344, Proposals received after the specified date and time are considered late and will not be accepted. There are no exceptions to this law. Postmark dates of mailing, e-mail, and facsimile (fax) transmissions are not accepted under any circumstances and are not acceptable toward meeting the submission deadline for Proposal delivery. A Proposal is late if received any time after the date and time listed in Table 1.

Proposals received after the specified time will not be considered and will be returned unopened to the Proposer. Proposers are responsible for requesting a receipt or delivery confirmation for delivery of their proposal packages.

3.3 Modification or Withdrawal of Proposals

Any Proposal received may be withdrawn or modified before the Proposal submittal date by written request, signed by the Proposer or an authorized agent. A Proposer may thereafter submit a new Proposal prior to the Proposal Due Date. The only method for a Proposer to modify its Proposal is by withdrawing its submission in its entirety prior to the Proposal deadline, by written notification to DPR. A complete, corrected submission package may be resubmitted prior to the Proposal deadline. Modifications offered in any other manner will not be considered.

3.4 Letter of Intent to Propose

Proposers are requested to submit a Letter of Intent to Propose to the RFP Contact Official by the date indicated in RFP Table 1, Key Action Dates, using Exhibit F, Letter of Intent to Propose.

The submittal may be via email. The letter should indicate the vendor’s name and address, the vendor’s single point of contact for notifications or correspondence to or from the State, and the contact’s phone number, email address and fax number. Bidders must notify the RFP Contact Official whenever their intent to bid changes or whenever there is a change in the Bidder’s contact information.

A Letter of Intent to Bid does not obligate the vendor to submit a Final Proposal, but it assists the State and Bidder to efficiently communicate. Vendors who become aware of the RFP after the date to submit the Letter of Intent to Bid, and who wish to potentially submit a Final Proposal, should submit their Letter of Intent to Bid at the earliest possible time.

4.0 Proposal Requirements

Proposers shall include one original and five (5) hard copies in separate 3-ring binders in its submittal containing both its Technical Proposal and its Cost Proposal (in a separate sealed package). The separately sealed Cost Proposal must be included within the box containing the overall Proposal and must be clearly marked with the name of the Proposer and the words “Cost Proposal.” The originals must be clearly marked “Original” on its face and spine, and each copy must be marked with the Proposer’s name and numbered 1 through 6 on their spines. Each Proposer shall include one electronic version of its Proposal in a printable and searchable .pdf format on a USB/thumb drive. The .pdf should not be password protected. Proposals must be received in the specified location no later than the date and time listed in Table 1, addressed in accordance with Section 3.1.

The following summarizes the content and organization of the Proposal. In addition to the information described below, DPR may require confirmation or clarification of information furnished by a Proposer. Omissions, inaccuracies, or misstatements will be sufficient cause for rejection of a Proposal.

4.1 General Requirements

The Proposal shall be typewritten and shall be manually signed. Forms and Certifications may be completed in ink, though providing typewritten Forms and Certifications is preferred. All documents contained in the original Proposal package must have original signatures and must be signed by a person who is authorized to bind the Proposer. All additional Proposal sets may contain photocopies of the original package. Scanned or faxed Proposals are not acceptable and will not be considered.

The Proposal shall comply with the following requirements:

1. Documents should be prepared in single-spaced type, 12-point font, on 8-1/2” x 11” sheets printed double-sided. A page is considered a single side of an 8-1/2” x 11” sheet. Should the Proposer wish to submit materials that benefit from larger format paper sizes such as charts, drawings, graphs, and schedules then they should do so sparingly. Large format pages will be included in the page limit.

2. Pages should be numbered to show the page numbers and total number of pages in the response; (e.g., Page 1 of 20, Page 2 of 20, etc.). Page numbers should be numbered at the bottom of the page.

3. The Proposal shall be no more than 50 pages in length, exclusive of the Transmittal Letter, resumes as required by Section 4.4.3.3, references as required by Section 4.4.2, and the Forms and Certifications, which are not included in the page count.

4. Brochures, extraneous publications such as published articles, directories, lengthy client lists, and other miscellaneous materials not specifically requested will not be evaluated.

5. If submitting as a team, note which entity is the prime Proposer or lead joint venture partner (if applicable).

6. Note the individual who will be the point of contact authorized to bind the Proposer.

7. All names and applicable titles shall be typed or printed below the signatures.

8. Form A: Small Business Preference, Form B: Disabled Veteran Business Enterprise Declaration, and Certification Nos. 1 through 7 must be signed and included. If erasures or other changes appear on the forms, each erasure or change shall be initialed and dated by the person signing the response.

9. The Proposal shall be divided into Volumes as described below:

Volume 1 – Response to Requirements (required)

Required items – The following items must be provided in Volume 1 of the Proposal, in the same order as listed herein:

1. Proposal Submission Checklist Exhibit H – Proposal Submission Checklist. This form should appear as the first sheet in each copy of the Proposal, immediately following the document cover.

2. Transmittal Letter meeting the requirements of Section 4.2 of this RFP.

3. Table of Contents Proposers should generate a Table of Contents identifying all submitted components and subcomponents listed herein and their location in the Proposal.

4. Narrative of Experience

Proposers must submit a detailed response to the requirements defined in RFP Section

4.4.4 –General Experience and Services.

5. Narrative of Handheld Ticket Writers Proposed Solution

Proposers must submit a response to the requirements defined in RFP Section 4.4.5 – Introductory Handheld Ticket Writers

6. Required Exhibits

Proposers shall submit the following Exhibits in the order in which they appear below. A blank page should precede each Exhibit with an index tab extending beyond the side of the page; these blank pages will not be counted within the page count. The index tab should have the appropriate Exhibit typed thereon. Exhibits requiring a signature must be submitted signed with the Final Proposal.

a. Exhibit I – Response to Administrative Requirements (RFP Section 4.2.1)

b. Exhibit J – Contractor Certification Clauses (CCC 04/2017) (RFP Section 4.4.1)

c. Exhibit K – Security and Confidentiality Statement (RFP Section4.4.2)

d. Exhibit L – Financial Security Requirement of the Proposal (RFP section 4.4.3)

e. Exhibit M – Proposer Declaration, GSPD-05-105 (RFP section 4.4.5.2)

f. Exhibit N –Reference Forms (RFP section 4.4.5.1)

g. Exhibit O – Darfur Contracting Act of 2008 (RFP section 4.4.5.3)

h. Exhibit P – Iran Contracting Act of 2010 (RFP section 4.4.5.4)

i. Exhibit Q –Insurance Documents (RFP section 4.4.5.5)

j. Exhibit U – SOW Requirements Summary Table and Instructions (RFP section 4.4.6.3)

k. Exhibit V – Credit/Debit Card Convenience Fee (SOW 2.1, paragraph K, Item 4.c and Processing Fee Cost Proposal, Exhibit B, Attachment 1)

l. Detailed Response Document, including but not limited to all required items referenced herein, the SOW, Exhibits and Attachments. At minimum, the items described in Section 4.0 shall be addressed.

Please note the following:

- Attachment 2, Std. 213, Standard Agreement (sample), is a sample only, and need not be returned with the Final Proposal.

- Exhibit C – General Terms and Conditions (GTC 04/2017), will be incorporated into the contract by reference, and does not need to be returned with the Final Proposal.

- Exhibit B – Budget Detail and Payment Provisions (without the Cost Proposal), will be incorporated into the contract as is, and does not need to be returned with the Final Proposal.

- Exhibit D – Special Terms and Conditions, will be incorporated into the contract as is, and does not need to be returned with the Final Proposal.

Optional items – the following exhibits may be provided in Volume 1 of the Proposal, following the required items, in the same order in which they appear below:

- Exhibit R – Std. 843, DVBE Declarations. A separate Exhibit R is required for each DVBE subcontractor in order to claim the DVBE incentive.

- Exhibit S – Small Business Affidavit. Exhibit S is required in order to claim the Small Business preference.

- Exhibit T – Std. 830, Target Area Contract Preference Act. Exhibit T, and its required attachments, is required in order to claim the TACPA preference.

Volume 2 – Cost Proposal (required)

Volume 2, Cost Proposal, shall be sealed separately from Volume 1.

The following items must be provided in Volume 2 of the Proposal, in the same order in which they appear below:

1) Cost Proposal Cover Letter (RFP section 4.4.9.1)

2) Exhibit B, Attachment 1, Processing Fee Cost Proposal (RFP section 4.4.9.2)

3) Exhibit B, Attachment 2, Handheld Ticket Writer Cost Proposal (RFP Section 4.4.9.2)

4.2 Transmittal Letter

The Proposal shall be transmitted with a letter that must be signed by an official authorized to bind the Proposer contractually and shall contain a statement that indicates the Proposal is complete and accurate. The Transmittal Letter shall include a statement affirming that the Proposer has or is able to obtain the required insurance specified in the Exhibit D, Special Terms and Conditions. The Transmittal Letter shall also provide the following: names, titles, addresses, telephone numbers, and email addresses of individuals authorized to negotiate and contractually bind the Proposer. Neither the Transmittal Letter, nor attachments to the Transmittal Letter in this Section 4.2 will be included in the page count. Proposers shall affirm in the Transmittal Letter that the Minimum Requirements of Section 4.2.1 are met.

The Transmittal Letter shall:

1. Be on company letterhead,

2. Include the legal name of the Proposing organization,

3. Include the address of the Proposing organization,

4. Not contain conditional or contingent language.

The Transmittal Letter shall include the following:

1. The Proposer must hold valid and appropriate licensure to do business in the State of California. Proposers shall attach copies of current licenses to the Transmittal Letter.

2. The Proposer must identify the Proposer’s Contract Manager assigned to manage any Agreement awarded pursuant to this RFP.

3. The Proposer shall attach to the Transmittal Letter a letter of commitment from each identified Subcontractor, including any relevant licenses and positions in which the Subcontractor is anticipated to work.

4. The Proposer must provide all necessary information and forms required showing proof of small business participation consistent with Section 4.4.7. All SB/DBE/DVBE forms and certifications provided with the Proposal shall be valid at the time of Proposal submittal. The successful Proposer will be permitted to add additional Subcontractors as allowed by the Agreement during the term of the Agreement, but such additional Subcontractors will not count towards the SB goal for purposes of Proposal evaluation.

5. The Proposer must affirm in the Transmittal Letter that it has or is able to obtain the required insurance, specified in Attachment E, Sample Agreement, Exhibit D of this RFP. Certificates of insurance are due from the successful Proposer before execution of the Agreement resulting from this RFP.

6. The Proposer must provide References for the firm as required in Section 4.4.5.1 (including all required information and/or documentation). Contact information for the references shall be attached to the Transmittal Letter, and all other information related to the references shall be included in the body of the Technical Proposal.

7. The Proposer must provide the Transmittal Letter with all required Forms and Certifications.

8. The Proposer must affirm in the Transmittal Letter that it has not been terminated from another contract for default or has not received a civil judgment or criminal conviction against the Proposer in the past five years.

4.2.1 Proposal Minimum Requirements

Proposers must satisfy all the Minimum Requirements listed below. Failure to satisfy all the Minimum Requirements at the time of Proposal submission, unless otherwise specified, will result in the immediate rejection of the submission. The successful Proposer must continue to satisfy all the Minimum Requirements throughout the term of any Agreement resulting from this RFP.

The Minimum Requirements for this RFP are:

1. The Proposer shall satisfy the requirements of Section 4.2 of this RFP Transmittal Letter.

2. The Proposer shall satisfy all the requirements of Section 4.4.1.1 of this RFP References.

3. The Proposer shall satisfy all Administrative Requirements, including but not limited to, RFP Sections:

a. 3.7.1, Contract Terms and Conditions

b. 3.7.2, Confidentiality Statement

c. 3.7.3, Financial Security Requirements

d. 3.7.5, Subcontractor Requirements

e. 3.7.6, Customer References

f. 3.7.7, Darfur Contracting Act of 2008

g. 3.7.8, Iran Contracting Act of 2010

h. 3.7.9, Insurance Requirements

4.3 Executive Summary

Proposers may include an Executive Summary, preferably not exceeding two pages, stating key points of their Proposals that they believe highlight their qualifications to provide the services covered under this RFP. As such, the Executive Summary may emphasize the Proposer’s strengths as fully described in the balance of the Technical Proposal. Proposers should be aware that the Executive Summary will not be separately evaluated and that it will count against the page limitations.

4.4 Contents of the Proposal

Using the following criteria as a minimum, Proposers shall provide straightforward and concise descriptions of the Proposer’s ability to provide the services requested in this RFP. This section contains the Technical Proposal requirements of this RFP.

4.4.1 Contract Terms and Conditions

The Proposer shall be required to agree to all of the Agreement terms and conditions in effect at the time of the Proposal due date, including the:

1. Budget Detail and Payment Provisions, provided herein as Exhibit B.

2. General Terms and Conditions, GTC 04/2017, provided herein as Exhibit C, which will be included in the Agreement by reference.

3. Contractor Certification Clauses, CCC 04/2017, provided herein as Exhibit J.

4. Special Terms and Conditions, provided herein as Exhibit D.

Changes to the Terms and Conditions will not be accepted and are not negotiable.

4.4.2 Confidentiality Statement

The Proposer must agree to DPR’s confidentiality requirements by submitting a signed Exhibit K, Security and Confidentiality Statement, with its Proposal.

Per Section 4.4.2 of this RFP, Confidentiality Statement, after Contract award the Contractor shall acquire a signed Individual Confidentiality Statement (template provided in Exhibit K) from all individuals that will have access to Customer personal information before they shall have access to such information. The Contractor shall provide copies of the signed Individual Confidentiality Statement to the LEESD/Contract Administrator upon request.

The Contractor shall provide DPR with a complete listing of the names of all individuals who have access to Citee personal information. The list shall contain the individual’s name, the name of the firm employing the individual, their employment status (active or released), their job title or function relative to the Contract, the date that each individual signed the Individual Confidentiality Statement, and the date that each individual passed the most recent background security check performed pursuant to Exhibit D, Special Terms and Conditions, section 7, paragraph I. This list shall be updated on a monthly basis. DPR may require the Contractor to take mitigating actions, including reassignment of individuals.

4.4.3 Financial Security Requirements of the Proposal

In addition to the other requirements of this RFP, prior to award of the Contract, DPR must be assured that the Proposer selected has the financial resources sufficient to successfully complete performance under the Contract. Financial viability will be measured by the Proposer’s ability to meet the required financial security requirements of the Proposal and of the award, as stipulated herein. These financial security requirements also provide DPR with a degree of protection, in addition to DPR’s other protections and remedies, in the event of Contactor default.

With their Final Proposal, all Proposers must submit the following document(s) to demonstrate their financial stability and capacity to fulfill the obligations of this RFP using Exhibit L, Financial Security Requirements of the Proposal:

- Proposer’s Financial Statements for the last three (3) years

Proposer’s Financial Statements must demonstrate a minimum annual revenue of $1,000,000 for each year over the last three years. Proposals that do not meet this revenue requirement shall be considered non-responsive and the Proposal shall be rejected.

If any of the submitted Financial Statements are identified by the Proposer as confidential, they shall be treated as such by DPR and returned after the Proposer’s responsibility has been determined.

Additionally, with their Proposal’s Exhibit L, Financial Security Requirement of the Proposal, all Proposers must submit one of the following as described below in conformity with the Security Requirements of the Award. Proposals submitted without one of the following shall be considered non-responsive and the Proposal shall be rejected.

The following are the acceptable instruments of security:

1. Letter of Bondability

The Letter of Bondability shall be from a Surety Insurer admitted by the State of California (see www.insurance.ca.gov/license-status/) which states the surety shall guarantee in an amount equal to three-hundred thousand dollars ($300,000), the Proposer’s performance in all respects of the terms and conditions and provisions of the agreement, and that within 21 calendar days after the award of the Contract, the surety will execute the Performance Bond or Surety requirement.

2. Letter of Certificate of Deposit http://www.insurance.ca.gov/license-status/

The Letter, guaranteeing issuance of a Certificate of Deposit, shall be from a bank doing business in California, and shall be insured by the Federal Deposit Insurance Corporation and shall state that if the Proposer is successful, a Certificate of Deposit in an amount equal to three-hundred thousand dollars ($300,000), will be furnished to the State within 21 calendar days after the award of the Contract.

3. Letter of Irrevocable Letter of Credit

The Letter, guaranteeing issuance of an Irrevocable Letter of Credit shall be from a bank doing business in California, and shall be insured by the Federal Deposit Insurance Corporation, and shall state that if the Proposer is successful, an Irrevocable Letter of Credit, as appropriate, in an amount equal to three-hundred thousand dollars ($300,000), will be furnished to the State within 21 calendar days after the award of the Contract.

4.4.4 Financial Security Requirements of Award

Within 21 calendar days after notification of Contract award, the successful Proposer must submit a fiduciary instrument that satisfies the bond requirement in the form of a faithful Performance Bond or Surety, a Certificate of Deposit, or an Irrevocable Letter of Credit, acceptable to DPR, in a sum equal to three hundred thousand dollars ($300,000).

1. The fiduciary instrument shall be made payable to “The State of California, Department of Parks and Recreation,” and must guarantee the Contractor’s compliance with the terms and conditions of the Contract, which includes but is not limited to meeting the deadlines for completion of Acceptance Testing and cutover to the Contractor’s new services.

2. Failure to submit the required document within 21 days may be cause for terminatioin of the intended award or termination of the Contract.

Contractor shall assure that fiduciary instrument(s) shall be provided throughout the duration of the awarded Contract, including any time prior to the in-service date and during any Contract extensions. Successive bonding instruments need to be provided to the DPR Contract Official for acceptance 30 days prior to the expiration of any current bonding instrument and do not need to be provided by the same surety or financial institution. All fiduciary instruments shall be provided by a Surety Insurer admitted by the State of California (see www.insurance.ca.gov/license-status/).

DPR reserves the right to utilize the fiduciary instrument to cover the costs of any corrective action needed to be taken by DPR, in the event of the Contractor’s non-performance in whole or in part, including but not limited to purchasing and paying for SOW items or services through a subcontractor, soliciting a new bid and Contract as a result of problems not resolved by the Contractor, or paying for temporary services from another contractor during a remediation period.

DPR’s utilization of the fiduciary instrument shall not waive, diminish or be in lieu of any other rights or remedies that DPR or the State has in Contract or in law.

4.4.5 Past Performance and Experience

Because DPR requires a seamless transition to new contracted services, it is seeking Proposers with a proven track record of successfully providing the services covered under this RFP on similar projects. Provide the following information, and explain how the Proposer and/or their subcontractors meets the experience criteria:

1. Performed parking citation processing management services;

2. Technical capability, competence, resources and experience in the areas of: parking citation processing management services, database administration and reporting;

3. Technical and procedural expertise in data privacy and security in the collection, handling, storage and transfer of confidential consumer personal information;

4. Experience with handwritten parking citations, handheld ticket writers and online parking citation processing applications;

5. Experience with multi-lingual contact services;

6. Experience with credit card/debit payment processing, either Payment Card Industry Data Security Standard (PCI DSS) Certified (preferred option) or interfacing with credit/debit card processors that must be PCI DSS Certified;

7. Experience with on-site customization, implementation and ongoing support;

8. Experience interfacing with public customers, California Department of Motor Vehicles (CA-DMV) and Franchise Tax Board (CA-FTB), and other collection services;

9. Experience with parking citation processing fulfillment services, and;

10. Financial viability and stability.

General Experience and Services

In addition to the specific customer references submitted in response to section 4.4.1.1 of this RFP, the Proposer shall submit a general description of its previous experience providing services relating to Parking Citation Management Systems during the proceeding five years from the due date of this RFP, as follows:

1. Services relating to parking citation processing management systems.

a. Desirable – Proposers have experience with the state parks units or equivalent operations.

2. Services relating to data entry and on-line support for both headquarters and state park units.

3. Citees/Customer Services – Provide a comprehensive service and multi-lingual customer service call center, 24/7.

4. Services relating to supporting agency/units’ practices via on-line services and telephone contact.

5. Adjudication Services – A comprehensive adjudication services including 1st and 2nd level requests; and, Hearing Officers to schedule and perform hearings.

6. Services relating to CA-DMV Look-up, Holds and Releases.

7. Services relating to online citation services for:

a. Citees

b. DPR

8. Services relating to Collections:

a. Delinquent

b. CA-FTB

9. Services relating to full and authorized payment card (credit/debit) processing services for Citees. Verification with PCI-DSS.

All experience provided by a Proposer’s subcontractors must be clearly identified as such.

The narrative shall also describe the Proposer’s solution in response to this RFP, which should clearly map to the Proposer’s described experience.

Handheld Ticket Writers

It is the desire of DPR to seek the most efficient and effective handheld ticket writer operations to realize revenue enhancement and…