Downtown_Parking_Data_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

26-044

DOWNTOWN PARKING DATA SERVICES

City of Beaverton

12725 SW Millikan Way

Beaverton, OR 97005-1678

RELEASE DATE: June 2, 2026

DEADLINE FOR QUESTIONS: undefined

RESPONSE DEADLINE: June 23, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/beavertonoregon https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Beaverton

REQUEST FOR PROPOSAL

Downtown Parking Data Services

I. Introduction and Background II. Scope of Work

III. Proposal Content and Format IV. Proposer's Special Instructions V. Proposal Submittals

VI. Proposal Evaluation & Contract Award VII. Evaluation Phases

VIII. Beaverton Equity Procurement Program Information

Attachments:

A - BURA_Sample_PS_Contract

Request For Proposal #26-044 Title: Downtown Parking Data Services

1. 1. ............................................... Introduction and Background

1.1. 1.1. ............................................................................................. Summary

The Beaverton Urban Redevelopment Agency (BURA) is seeking qualified consultants to interpret on-street parking enforcement data collected through the City of Beaverton's daily parking enforcement operations. The City currently uses Motorola's Vigilant Mobile License Plate Recognition (MLPR) to collect parking session information, which is the primary data source to be interpreted.

Ideally, consultants would be able to establish an API with Motorola for daily data transmittal with all license plate information hashed and anonymous to any end user. Additionally, BURA and City staff would be able to review interpreted data daily, through on online web application.

1.2. 1.2. ............................................................................ Contact Information

Casey Graziano

Development Project Manager

12725 SW Millikan Way

Beaverton, OR 97005-1678

Email: cgraziano@beavertonoregon.gov

Phone: (503) 616-1028

Department:

Community Development

Department Head:

Andy Varner

CDD Director

1.3. 1.3. ............................................................................................... Timeline

The City reserves the right to modify this schedule at the City’s discretion. Proper notification of changes will be made to all interested parties.

Advertisement and Release of Proposals June 2, 2026

Deadline for Submission of Proposals June 23, 2026, 2:00pm

Estimated Interview Date July 8, 2026

Commencement of Services August 3, 2026 mailto:cgraziano@beavertonoregon.gov tel:(503)616-1028

2. 2. ...................................................................... Scope of Work

2.1. 2.1. ................................................................................. Schedule of Work

The City expects the Proposer selected for award of contract to start work as soon as a contract is signed, if contract is needed.

The City anticipates all work will be completed on or before June 30, 2029.

2.2. 2.2. ...................................................................................... Proposer Shall

• Provide a solution that provides next-day visual insights to the nearly 150 block faces and five (5) off-street parking lots (approx. 1200 parking spaces) which support public parking within

Downtown Beaverton.

• The proposed solution shall include, but is not limited to interpreting and displaying:

o Inventory o Occupancy (high and average) o Length of stay o Space turnover o Collection coverage o Daily collections (and averages) o Daily and weekly parkers o Permit and citation data

• Retrieve parking data by API with Motorola Solutions, the city's Mobile License Plate

Recognition System (MLPR). Manual data transfers will not be provided.

• Describe how MLPR data is anonymized and securely stored.

• Include pricing for an API with Passport Inc., the City's Parking Citation Management System

(PCMS).

3. 3. ............................................... Proposal Content and Format

Proposals must address all submission requirements set forth in this RFP, and must describe how the services will be provided. Page limits are noted, when relevant, and assume 81/2 x 11 – inch paper and single-spaced lines. Unless otherwise specified, no particular form is required. In order to be considered for selection and possible contract, the proposal must be complete and include the following. Joint proposals will not be accepted. Proposals that merely offer to provide services as stated in this RFP will be considered non-responsive.

3.1. 3.1. ............................ Proposal Format and Administrative Requirements

Proposals must address all submission requirements and must describe how the services will be provided. Unless otherwise specified, no particular form is required.

3.2. 3.2. ................................................................... Substantive Requirements

Proposal Content

With the Scope of Work in mind, submit statements of project approach and understanding that include the following:

• A description of the proposed work tasks and activities, the methodology that will be used to accomplish them, and identify the team members who will work on each task.

• A description of the proposed work products that will result from each task or activity.

• A description of any points of input and review with City staff.

• A description of the time frame estimated to complete each task.

• A description of how you will meet the goals of the project and the characteristics described in the scope of work.

• A description of the process or tools required by the scope of work.

• To the extent applicable, a description of and a stated rational for any proposed alternative approaches to stated objectives of this project.

Contract Price

Submit a cost proposal for the services described under the “Scope of Work.” The City anticipates the cost proposal will be based on a pricing model of services provided on an hourly rate. In which instance, include a table of the hourly rates for each member of the project team. Break the cost proposal down by each of the deliverables described in the Scope of Work section. For each of the deliverables, estimate the rate and number of hours of work for each team member to complete the deliverable, plus any other anticipated expenses, direct or indirect, for each deliverable.

While the City anticipates the cost proposal will be based on a services-provided-on-an –hourly-rate pricing model, a cost proposal may be based on any desired pricing model, including, without limitation:

(i) services provided on retainer or for a flat fee, (ii) services provided on an hourly basis, (iii) services provided on a combination of a retainer, flat fee or hourly rate, or (iv) some other method of payment. In any event, provide sufficient information to allow the City to estimate total contract price for services described under the “Scope of Work” heading of this Informal Solicitation. To this end, please comply with the following requirements when preparing the cost proposal if based on a cost model other than services provided on an hourly basis:

• If some or all services will be provided on a retainer or flat fee basis, identify the services so provided and state who will perform the services.

• If some or all services will be provided at an hourly rate, identify each of those services and provide the hourly rate for each key staff person available to perform the service.

• Identify how travel expenses (travel, meals and lodging) are billed and any reimbursement limits placed on such expenses, if applicable.

• Identify any other anticipated expenses, direct or indirect, that affect cost.

4. 4. ............................................. Proposer's Special Instructions

4.1. 4.1. ............................................................................... Proposal Submittal

Submissions in response to the RFP shall be submitted electronically through BURA's Portal:

https://procurement.opengov.com/portal/beavertonoregon . Proposals are to be submitted Tuesday, June 23, 2026, no later than 2:00 pm.

4.2. 4.2. .......................................................................... Procurement Method

BURA is conducting this Informal Solicitation pursuant to pursuant to Beaverton Purchasing Code

Section 47-0290. BURA seeks proposals that will enable the BURA to determine which service provider and solution will best meet BURA’s needs. BURA expects this Informal Solicitation will result in a single contract with a single vendor for the preferred solution.

4.3. 4.3. ................................................................ Questions and Clarifications

All questions regarding this project proposal shall be submitted through the portal.

4.4. 4.4. ................................................ Business License/Taxpayer ID Number

A Proposer awarded a contract shall obtain a City of Beaverton business license as required by

Beaverton Code Section 7.01 prior to beginning work under this contract and must pay all fees due under the Business License Law during the term of the contract.

A Proposer awarded a contract shall complete an IRS Form W-9 for BURA and provide BURA with either the Proposer’s Social Security Number or federal taxpayer ID number. This number is requested pursuant to BPC 47-0770 of the Beaverton Purchasing Code. Social Security numbers provided pursuant to this requirement will be used for the administration of state, federal, and local tax laws.

4.5. 4.5. ............................ Contract Administrator and Single Point of Contact

The Contract Administrator will be Casey Graziano, who can be reached by telephone at (503) 616-1028 or by e-mail at cgraziano@beavertonoregon.gov.

4.6. 4.6. ...................................................................... Insurance Requirements

Contractor will be expected to meet the insurance requirements of BURA when entering a contract, and a sample contract will be provided.

4.7. 4.7. ............................................................................. Multi-Year Contract

At the conclusion of the first contract term, the contract may be renewed under similar terms for up to two (2) additional one-year terms at the option of the City.

4.8. 4.8. ............................................................................... Nondiscrimination

The consultant agrees that, in performing the work called for by this proposal, the consultant shall comply with all federal, state, and local civil rights and rehabilitation laws prohibiting discrimination because of race, sex, national origin, religion, age or disability, and shall comply with all applicable provisions of ORS 279C.500 through 279C.565.

https://procurement.opengov.com/portal/beavertonoregon

5. 5. .............................................................. Proposal Submittals

Substantive Requirements

The following information is requested to allow BURA to evaluate the Proposer's responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, BURA shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to BURA based on the evaluation process and evaluation factors described in

Section 5 of this RFP, any applicable preferences described in ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the RFP. Other factors may not be used in the evaluation.

5.1. 1. ................................................................................................ Proposal* Please refer to the Scope of Work & Proposal Content and Format.

*Response required

5.2. 2. ....................................................... Authorized Signatory Name & Title* *Response required

5.3. 3. ... Is your firm currently certified by the State of Oregon COBID office?* ☐ Yes

☐ No

*Response required

5.4. 4.If yes, what Certifications do you hold and provide certification number.

5.5. 5. .................................... ATTESTATION of COMPLIANCE with TAX LAWS* By confirming, the authorized signatory, hereby attest that:

A. I am an authorized agent of Bidder/Proposer, and I have full authority from Bidder/Proposer to submit this attestation and accept the responsibilities stated herein.

B. I have knowledge regarding payment of taxes of Bidder/Proposer, and to the best of my knowledge, Bidder/Proposer is not in violation of any Oregon tax laws, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

C. Bidder/Proposer shall provide written notice to BURA within two business days of any change to its compliance with tax laws.

☐ Please confirm

*Response required https://procurement.opengov.com/portal/beavertonoregon/projects/232545/document?section=2208061 https://procurement.opengov.com/portal/beavertonoregon/projects/232545/document?section=2208060

5.6. 6. ..... By confirming, the authorized signatory verifies that they are a duly authorized officer of the company, and that their confirmation attests that information provided in response to this Request for Proposal Solicitation is accurate.*

Request For Proposal 26-044 Downtown Parking Data Services

☐ Please confirm

*Response required

6. 6. ................................. Proposal Evaluation & Contract Award

6.1. 6.1. ............................................................................... Evaluation Criteria

Below is the evaluation criteria that will be used to evaluate the proposals:

1. Cost – [20%]

2. Qualifications – [20%]

3. Project Approach and Schedule – [60%]

6.2. 6.2. ................................................................... Investigation of Reference

BURA may investigate the qualifications of a Proposer, including but not limited to: successful performance of similar services; compliance with specifications and contractual obligations; its completion or delivery of services on schedule; and its lawful payment of suppliers, subcontractors, and workers. BURA may request references in addition to those provided by the Proposer, may investigate any references whether or not furnished by the Proposer, and may investigate the past performance of any Proposer.

6.3. 6.3. ..................................................................... Clarification of Proposals

BURA reserves the right to obtain clarification of any point in a firm’s proposal or to obtain additional information necessary to properly evaluate a particular proposal, but will not, in any way, provide an opportunity to change any fee amount originally proposed. Failure of a Proposer to respond to such a request for additional information or clarification could result in rejection of the firm’s proposal.

6.4. 6.4. .................................................................................... Contract Award

BURA may award one contract or multiple contracts, as a result of this procurement. Upon completion of the evaluation process, the selection committee will advise the Proposers of its number one selection via email to all proposers.

6.5. 6.5. ........................................................................... Award Consideration

Whether to award a contract shall be determined by BURA in its sole and absolute discretion to be in its best interest. BURA reserves the right to withdraw any and/or all items from award consideration.

6.6. 6.6. .................................................................................. Form of Contract

A copy of the standard Professional Service contract which BURA expects the successful firm or individual to execute is included as Attachment “A”. The contract will incorporate the terms and conditions from this RFP document, the submitted proposal and negotiated terms.

6.7. 6.7. ......................................................................... Insurance Certification

Contractor will be expected to meet the insurance requirements of BURA when entering a contract, and a sample contract will be provided.

6.8. 6.8. ................................................................... No Contractual Obligation

BURA is not obligated because of the submission of a proposal to enter into a contract with any

Proposer and has no financial obligation to any Proposer arising from the RFP.

6.9. 6.9. ............................................................................................ Interviews

At the City’s option, the top proposers ("Top Tier") may be required to make a presentation of their proposal. The number of proposers in the Top Tier may increase if the City’s evaluation of proposals establishes a natural break in the scores of proposers indicating that a lower ranked proposer is closely competitive to the second-ranked proposer and has a reasonable chance of being determined the most advantageous proposer. The City does not anticipate including more than three proposers in the Top

Tier but reserves the right to increase the number of Top Tier proposers to the number of proposers having a reasonable chance of being determined the most advantageous proposer. The City may reduce the number of proposers in the Top Tier to only one if the excluded proposers have no reasonable chance to be the most advantageous proposer.

This presentation portion will provide an opportunity to clarify or elaborate on the proposal, but will not, in any way, provide an opportunity to change any fee amount originally proposed. The Contract

Administrator will schedule the time and location of these presentations (if necessary) and notify the selected firms.

Should the top tier be selected for oral interviews, the invited firms will be evaluated based on the same factors, weighting, and ranking system outlined above except there will be no points given on price and the Beaverton Equity Program. The points from the first evaluation will not be added to or otherwise made a factor in the scoring of the second evaluation. The firm with the highest point total resulting from an interview will be considered the best Proposer; however, the City may choose up to the top three proposers' post-interview to engage in best and final offer discussions and may choose to award to the proposer that is the best fit for the City based on these discussions. Best and final offer discussion may include requests for revisions of proposal content and/or price and the City shall not disclose these private discussions leading to best and final offers.

7. 7. ................................................................. Evaluation Phases

7.1. 7.1. ......................................................................................... Project Cost

Please refer to section 3.2 Substantive Requirements for details on how to submit your pricing proposal.

Scoring Method:

0-5 Points

Weight (Points):

20 (20% of Total)

7.2. 7.2. ....................................................................................... Qualifications

Proposals shall demonstrate the qualifications and experience of the personnel who will work directly with the City rather than describing the general experience and qualifications of the firm. The focus should be on recent and local and/or comparable project experience within the last five (5) years that is relevant to the scope of work outlined in this RFP. Include the following information:

General Qualifications of the Proposer and software solution:

• List Proposer experience working with at least three (3) similar municipalities requesting similar data solutions

• Provide and deliver a working platform to interpret collected parking data.

Scoring Method:

0-5 Points

Weight (Points):

20 (20% of Total)

7.3. 7.3. ..................................................... Project Approach & Understanding

The proposer shall include a detailed statement of its approach to the project. Include the following information and additional relevant details not listed below.

• The role of the Proposer and associated staff.

• How the Proposed solution addresses listed data points requested in 2.2.

• The Proposer's commitment to data security.

• List Proposer experience working with at least three (3) similar municipalities or other public agencies requesting similar data solutions.

• Provide Proposer process for updating and adjusting map values when the on-street parking landscape and/or regulations shift.

• Provide Proposer process for client requested views and adjustments in data points.

• Provide examples of data exports and scheduled reports, if applicable.

• Provide the Proposer's process for ensuring data confidentiality and any safeguards in place.

• Provide proposed costs for API integration with Passport Inc and Motorola Solutions.

Scoring Method:

0-5 Points

Weight (Points):

60 (60% of Total)

8. 8. ........... Beaverton Equity Procurement Program Information

8.1. 8.1. ............................................................................ Program Description

BURA is dedicated to increasing opportunities for enterprises that have been certified by the State of

Oregon, through the Certification Office for Business Inclusion and Diversity (COBID). A directory of these state-certified firms is available at www.oregon4biz.com/certification.

BURA has an aspirational goal of a 15% utilization of COBID certified companies in its overall dollar value of contracting and purchasing activities.