VILLAGE OF SCHAUMBURG

REQUEST FOR PROPOSAL

COMMUTER LOT PARKING KIOSK REPLACEMENT

Introduction: The Village of Schaumburg manages approximately 1,290 off-street parking spaces, located at the north parking lot of the Schaumburg Metra Station at 2000 S. Springinsguth Road, Schaumburg, IL. Parking can currently be purchased in the form of daily-fee parking, monthly permits, or quarterly permits. Daily fee parking can be purchased with cash, coin or credit card at one of 4 pay stations (kiosks), through a mobile application, online or by phone. Monthly and quarterly permits can be purchased online.

The Village is seeking proposals to procure a fully functioning updated system that would allow patrons to pay for parking through a multi-space parking kiosk system. The proposed kiosk system must be compatible and demonstrate a high-performance data transferring communication system with the Village’s enforcement operations. All local, state and federal laws must be adhered to by the selected vendor. The installation process must allow for the continuous revenue collecting operations of the Village. The Village currently uses Cale for its weboffice platform and Vigilant for enforcement and does not intend to change systems.

Scope of Work:

1. This RFP from qualified vendors is to provide equipment and services to maintain and operate a pay-by-plate (software and hardware) multi –kiosk system. The kiosk and software systems shall perform satisfactory with the Village’s existing parking and enforcement system.

2. Installation of two (2) kiosks. The kiosk units shall be capable of accepting bills, coins and credit cards; capable of printing receipts; capable of emailing receipts; capable of integrations with pay-by-phone, LPR enforcement; capable of adding or removing payment types without hardware changes beyond the actual payment components and support systems; including contactless payments, tap to pay, EMV or P2PE. The kiosk shall be comparable or equivalent to the Flowbird CWT Touch terminal.

3. Installation of the parking kiosk system shall be tested and coordinated through the Village’s Transportation Department in conjunction with the Police Department, Information Technology Department, Finance Department, and Engineering and Public Works Department. All functions, software, programming, hardware installations, accepting tests and PCI compliance checks shall be performed on or before completion date.

4. Cost Proposals shall include at least one-year warranty (free) that includes all service, parts and maintenance as well as the cost projections of all upgrades of software and hardware for the life of the system. The Cost Proposal shall include all foreseeable expenses to the Village at the time of installation including any and all additional equipment costs that include but not limited to credit card reader, payment hardware, printer, (1) roll of receipt paper, (1) fully charged battery, currency canister (including backup), lock keys, flash drive, and back office software; the vendor commits that the kiosk(s) shall be “turnkey” so that the kiosk will perform kiosk functions and transfer real-time data (low latency) for enforcement immediately upon installation.

5. Vendors shall provide a minimum of (1) one year warranty at no charge for parts and labor.

6. Parking Management. The warranty period shall start once the equipment is installed, operational and is approved in writing by the Transportation Department.

Entire System shall include provision, operation, and maintenance of a back-office system delivered to designated Village staff’s desktop personal computer (PC) via the internet.

7. The payment processing system for the parking kiosk shall include but not be limited to:

a. All payments must be recorded and in real time.

b. Vendor systems shall be compliant with all current PCI-DSS requirements with the ability to update PCI-DSS requirements without hardware changes beyond actual payment components.

c. Vendor shall provide all necessary equipment and/or software as agreed to by the Village to support processing of payments.

8. Consideration shall be given to vendors proposing software and equipment that is easily upgradeable at minimal costs; as well as providing a 3 to 5 year upgrade forecast plan.

9. If software upgrades are necessary to correct problems or deficiencies, they shall be provided at no cost to the Village for the life of the system.

10. Before the installation, the vendor shall identify and install any manufacturer upgrades so that the Village has the most up-to-date software and hardware available.

11. Prior to acceptance, the vendor shall provide copies of operating manuals and standard operating procedures and/or guidelines to the Transportation Department.

12. The vendor shall train designated Village staff in the use of the system including proper use of all equipment, database management, and report generator software functions and capabilities with basic maintenance/repair functions to the satisfaction of the Transportation Department.

13. Removal and disposal of four (4) existing kiosks. Restoration of pavement may be needed.

Specification Requirements:

Modem shall be 4G/LTE or better and outfitted to be upgraded as needed without hardware changes beyond the actual kiosk components and support systems

Kiosks shall be capable of accepting bills, coins and credit cards; capable of printing receipts; capable of emailing receipts; capable of integrations with pay-by-phone, LPR enforcement; capable of adding or removing payment types without hardware changes beyond the actual payment components and support systems; and capable of contactless payments, tap to pay, EMV or P2PE.

No upgrade fee for software and hardware for the term of the agreement Vendor shall guarantee modem support and functionality for 10 years and/or outline estimated costs of modem upgrades for next 10 years Kiosk shall be flexible and capable of being upgraded at minimal cost without hardware changes beyond the actual kiosk components and support systems for next 10 years Shall include a Mobile Application so that patrons can pay for parking through their smart phones (compatible with system) Software and hardware shall be compatible and high performing with the Village Police

Department’s current enforcement operational system(s) System shall have the lowest level latency/most efficient transfer of parking transaction data that reduces impact of server output System shall transfer accurate real-time data to enforcement units in less than 45 seconds System shall transfer data via “push method” interface to enforcement units System shall not experience delay before transferring data Kiosks shall be weatherproof and stainless steel.

Kiosks shall be vandal-resistant and corrosion resistant Screen shall be touch screen capability and color Kiosks shall be self-explanatory for customer to operate; eliminating the need for external signage or excessive directions and stickers Kiosks shall have capability to “waken” via sensor upon customer’s approach eliminating need for external signage to turn unit on Maintenance door shall be tamper-resistant with multiple locking points Currency door shall be tamper-resistant with multiple locking points Vendor shall provide real-time credit card authorization Kiosks must have A/C Power and heater at no additional cost Kiosk shall be installed with new battery that meets unit requirements Kiosks shall have high performing power source and panel charging performance Kiosks shall be compliant for persons with the Americans with Disabilities Act Guarantee of a minimum of 3 year life of each battery Kiosk alerts must include communication, audit, battery, and general maintenance Back-office system shall have real-time reporting capability including financial reporting, revenue balance, collection, purchase, card transaction, and maintenance alert/alarm status

Remote access to maintenance, statistical and financial reporting

100% one-year warranty on parts and service 10-year guarantee of PCI-DSS compliant requirements Option for Maintenance Agreement for life of kiosks 10-year guarantee of all hardware, software and firmware including modem upgrades and battery-powered performance 10-year guarantee of all parts availability to support kiosks Vendor shall provide an annual assessment, or upon the request of the Transportation

Department, new technology integrations and/or solve reoccurring issues at no cost to the Village

There shall be a financial penalty of $50 per day per kiosk for any operational interference due to failed data communication and/or equipment failure until resolved.

Support service for Village office staff shall be available Monday through Friday during normal business hours

If upgrades are necessary to correct problems or deficiencies, they shall be provided at no charge for the life of the system.

Deliverables and Evaluation: Submittals shall include the items listed below. Evaluations of submittals received will be evaluated by a team of Village staff and will be based on the completeness of the bidder’s response. Interviews may be required as a part of this process.

Project Approach: A brief description of the scope of the project and items that may require special attention or detail. Project approach must specifically mention whether kiosks are compatible with Cale and Vigilant. Not to exceed two (2) pages.

Equipment List – Detailed description of all proposed equipment.

o Equipment lists shall include all required hardware by model numbers and software by name and version. Manufacturer(s), if different from the vendor’s company, shall be listed on the breakdown.

o Equipment brochure for kiosk

Project Schedule: A schedule demonstrating how the work is planned to be implemented, not to exceed one (1) page. The schedule shall include the following activities and milestones (at a minimum), and any other activities or milestones deemed relevant to the successful completion of the project. Not to exceed one (1) pages.

Proposed Cost: Proposed budget with clear breakdown of the software cost per module and the cost of implementation, training, support and maintenance services and any disbursements that may be in addition to identified cost.

o Cost per Kiosk (including A 1000/M1000 Chip card reader with tap to pay) o Installation Cost per kiosk (if additional) o Removal of four (4) existing kiosk & restoration of pavement o WebOffice Central Management System – Cost per kiosk o Service and Maintenance Cost – Monthly Fee o Any costs per transaction charged to the Village o Any costs per transaction charged to the customer o Any training costs o Any additional costs not identified above

Project References: Up to five (5) project summaries for recent related projects completed by the proposed project team, not to exceed three (3) pages total. Local clients are preferred.

Project references should include:

o Project Name o Brief Summary o Project Manager o Local Agency Contact Information

Selection Procedure

The Village reserves the right to reject any or all Proposals, to waive any and all technicalities, or to accept the proposal deemed most advantageous to the Village. The winning selection will be based on project approach, proposed equipment, project timeline, cost, and project references.

Responses will be reviewed by the Village evaluation team for the purpose of identifying and recommending the firm offering the highest qualifications and experience with this scope of work. If desired, the Village may interview a short-list of applicants in order to better evaluate and compare. Interviews may be waived if determined unnecessary in order to reduce the amount of effort requested by unsuccessful applicants.

Due Date

The Village is requesting that responses be submitted no later than Friday, August 7, 2026, at 4:00 PM CDT. Proposals must be submitted via the Village’s OpenGov portal.

Proposals Evaluation

Proposals will be evaluated based on the following criteria:

Evaluation Criteria Maximum Points Project Approach 10 Proposed Equipment 20 Project Timeline 5 Cost 10 Project References 5 Total 50

Proposals will be scored for each criterion. Criterion totals are then summed and the firm with the highest total is selected.