Mobile_Parking_Payment_System_(Addendum_#3_Revision).pdf

Table 1: Solicitation Schedule

RFP Issued May 9, 2025

Pre-Proposal Conference (Non-Mandatory) May 27, 2025, 11:00am https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjU2Y2I1MTAtZjVhMi00ZGU3L

WEwYzktYjNiMDQzNGUyZDQ5%40thread.v2/0?co ntext=%7b%22Tid%22%3a%2278e61e45-6beb-

4009-8f99-

359d8b54f41b%22%2c%22Oid%22%3a%221e468d

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Deadline for Questions May 30, 2025, 5:00pm

Proposals Due to the City June 24, 2025, 2:00pm

Interviews (estimated) 07/21/2025 - 07/25/2025

Announcement of Successful Proposer(s) 07/28/2025 - 08/01/2025

The City may modify this schedule. Changes to the due date are posted on the City website and by addendum.

Bids must be received by the due date and at the time specified.

Request For Proposal # TR0-6482

Title: Mobile Parking Payment System https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjU2Y2I1MTAtZjVhMi00ZGU3LWEwYzktYjNiMDQzNGUyZDQ5%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%221e468d75-8374-42d3-abeb-ddbd5bb732aa%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjU2Y2I1MTAtZjVhMi00ZGU3LWEwYzktYjNiMDQzNGUyZDQ5%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%221e468d75-8374-42d3-abeb-ddbd5bb732aa%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjU2Y2I1MTAtZjVhMi00ZGU3LWEwYzktYjNiMDQzNGUyZDQ5%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%221e468d75-8374-42d3-abeb-ddbd5bb732aa%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjU2Y2I1MTAtZjVhMi00ZGU3LWEwYzktYjNiMDQzNGUyZDQ5%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%221e468d75-8374-42d3-abeb-ddbd5bb732aa%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjU2Y2I1MTAtZjVhMi00ZGU3LWEwYzktYjNiMDQzNGUyZDQ5%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%221e468d75-8374-42d3-abeb-ddbd5bb732aa%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjU2Y2I1MTAtZjVhMi00ZGU3LWEwYzktYjNiMDQzNGUyZDQ5%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%221e468d75-8374-42d3-abeb-ddbd5bb732aa%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjU2Y2I1MTAtZjVhMi00ZGU3LWEwYzktYjNiMDQzNGUyZDQ5%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%221e468d75-8374-42d3-abeb-ddbd5bb732aa%22%7d

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/seattle/projects/137463

TABLE OF CONTENTS

1. PURPOSE AND BACKGROUND

2. SOLICITATION OBJECTIVES

3. MINIMUM QUALIFICATIONS

4. MANDATORY TECHNICAL REQUIREMENT

5. SPECIFICATIONS AND SCOPE OF WORK

6. SCHEDULE, ORDER, DELIVERY

7. LICENSING AND BUSINESS TAX REQUIREMENTS

8. INSTRUCTIONS AND INFORMATION

9. ETHICS CODE

10. EVALUATION PROCESS

11. EVALUATION CRITERIA

12. AWARD AND CONTRACT EXECUTION INSTRUCTIONS

13. PRICING PROPOSAL

14. SUBMITTALS

Attachments:

A - Attachment A Technical Requirements Response

B - Attachment B City Technology Terms and Conditions

C - Attachment C V2 Mobile Parking Payment System Management Response

D - Attachment D System Support Agreement - Vendor Management

E - Attachment E Rate Policy List

F - Attachment F V2 Requirements for Insurance

G - Attachment G Supplemental Information

1. PURPOSE AND BACKGROUND

1.1. Purpose and Background

The City of Seattle (“the City”), through the Seattle Department of Transportation ("SDOT"), is seeking proposals for a commercially viable mobile parking payment solution, with PCI compliance established and tested and working data integrations as laid out in the RFP. Through this procurement, SDOT seeks up to two vendor(s) to provide the public with pay to park options that include app-based payment and text-to-pay web-based payment. These mobile payment services will compliment payment by use of the existing pay stations.

Seattle’s curbspace is a key component of SDOT’s traffic management and urban mobility strategy. The paid parking and Commercial Vehicle Loading Zone (“CVLZ”) programs directly impact the vitality and livability of the commercial core, neighborhood retail districts, and surrounding residential neighborhoods. SDOT is the primary user of the mobile payment service, which currently processes up to 80% of the City's on-street paid parking transactions. SDOT expects the mobile payment service to be operational within 6 months from

Contract execution.

The selected vendor(s) shall establish and maintain a mobile parking payment service for the City’s on-street public parking system and the City’s commercial vehicle load zone (CVLZ) program. SDOT is responsible for managing on-street curbspace within the public right-of-way, including managing paid, time-limited, Restricted Parking Zones, loading and other curbspace designations. The Seattle Police Department (SPD)

Parking Enforcement is responsible for enforcement of parking regulations in public right-of-way. The Seattle

Municipal Court is responsible for adjudication. Other City departments may elect to use the mobile payment system for similar vehicle parking payment processing services, and the selected Vendor would be required to provide services to them using the rates and terms in the contract.

1.2. Multiple Award

The City reserves the right to name partial and/or multiple awards to the highest ranked Proposers in the best interest of the City. Proposers are to prepare their submissions given the City's right to award to multiple vendors.

2. SOLICITATION OBJECTIVES

The City expects to select a vendor that supports a highly reliable and technically advanced mobile parking payment system that is effective in the management of the City’s curbspace, achieving the following outcomes through this solicitation:

A. System reliability and seamless transition: SDOT seeks a Vendor solution that provides 99.5% uptime of all components of the system for the user and ensures transaction data is reliably and quickly provided to enforcement without latency. SDOT expects to select a Vendor that provides an easy-to-use mobile application and web-based platform with a record of excellent reliability and technical support, as well as having experience in managing a municipal transition from an existing mobile payment vendor.

B. Management of a complex rate and time limit structure: Seattle’s Performance-Based Parking

Pricing Program, event rate overlay, and paid commercial loading areas are at the leading edge of on-street municipal curbspace management. SDOT expects to select a Vendor with a mobile paid parking interface and back office that can maintain a complex parking operating system with multiple pricing structures, provide for regular quality control and assessment, and enable frequent parking rate adjustments. SDOT staff currently manage rate rules in a Vendor-provided portal and are in process of developing an API to provide rate information for Vendors with a goal to further automate this rate update process.

C. Future capabilities: Seattle is looking for a Vendor that regularly incorporates innovation and creativity into the user interface and back office, and other data systems. We are also interested in how mobile payments may evolve over time in curbspace management and transportation, including how to incorporate these services into emerging applications that include connected and automated vehicles, delivery fleet services, transportation network companies, and other similar services.

3. MINIMUM QUALIFICATIONS

The following are minimum qualifications and licensing requirements that the Vendor must meet for their proposal submittal to be eligible for evaluation. The City requests a two-page maximum length document as part of your proposal response that clearly shows compliance with minimum qualifications listed in this section below to be submitted on Section 14. SUBMITTALS – Question #3. The RFP Coordinator may choose to determine minimum qualifications by reading that single document alone, so the submittal should be sufficiently detailed to clearly show how you meet the minimum qualifications without looking at any other material. Those that are not clearly responsive to these minimum qualifications shall be rejected by the City without further consideration.

1. The Vendor must have a minimum of two years (2) experience operating a mobile parking payment program or an on-street paid parking system, which includes at least one municipal (city, town, or local government) on-street parking system in North America with at least 2,500 on-street paid parking spaces. Responses must specify at least one North American city in which services are or have been provided, with the size and scale of the City parking program(s).

2. Vendor shall provide the most current Payment Card Industry (PCI) certification, including specifically the Annual Attestation of Compliance (AOC) - Declaration of the Vendor’s compliance as a Level 1 service provider.

4. MANDATORY TECHNICAL REQUIREMENT

The following is a mandatory technical requirement that the Vendor must meet for the proposal to remain eligible for consideration. You must clearly explain that your product or service meets this mandatory technical requirement, or your proposal will be rejected as non-responsive. The City reserves the right to request clarification if it cannot determine if the requirement will be met given the information provided.

4.1. Notification of Security Breach Within 24 Hours

https://procurement.opengov.com/portal/seattle/projects/137463/document?section=1238337

The City requests a one-page or appropriate-length document as part of your proposal response, to clearly show compliance to this mandatory technical requirement. The RFP Coordinator may choose to determine mandatory technical requirements by reading that single description alone, so the submittal should be sufficiently detailed to clearly show how you meet the mandatory technical requirement without looking at any other material. Those that are not responsive to this mandatory technical requirement shall be rejected by the City without further consideration:

Vendor will be required to notify the City of Seattle within 24 hours of any suspected or actual Security Breach relating to the City's mobile payment system or data of any active or former users in Seattle. The selected vendor must establish and maintain a cybersecurity risk management program that effectively evaluates, mitigates, and monitors cyber security risk of the overall product or service. This program shall at a minimum:

A. Establish and maintain a security controls framework that includes:

1. methods to stay abreast of new control capabilities and monitor the effectiveness of current controls;

2. a vulnerability management framework that identifies, prioritizes, documents, tracks, and effectively remediates vulnerabilities in the Contractor's secure product or service life cycle;

3. implementation that complies with a current applicable interoperability and security standard from a recognized standards body, such as ISO, NIST, or IEC.

4. Establish and maintain appropriate infrastructure security measures to protect the Contractor’s technology environments, to include hardware and software development.

B. Establish and maintain appropriate measures to protect processing and storage of City data.

1. Establish and maintain a capability to detect, report, and respond to Security Events (defined below) and incidents.

2. Establish and maintain a third-party risk management program that effectively evaluates, mitigates, and routinely monitors the risk of all third-party engagements across the enterprise, including use and origin of third-party products and services.

3. Establish and maintain a threat management program that leverages threat analysis and performs threat assessments to proactively identify, prioritize, and respond to current and emerging threats in the environment.

4. Establish and maintain a program to ensure all end users who have access to company systems and/or information are properly screened, trained in cyber security awareness, periodically reviewed for their eligibility, and continuously monitored to reduce the risk of inadvertent or malicious violations of cyber security policy.

5. Establish and maintain a physical security program to protect the facility perimeter, interior, and physical property from compromise by using, as appropriate, external and internal access controls, delivery screening areas, video surveillance, perimeter guards, and robust response capabilities.

4.2. Definitions

A. "Security Breach": means (i) any act or omission that compromises either the availability, confidentiality, or integrity of Data, Confidential or Personal Information or the physical, technical, administrative or organizational safeguards put in place by the Contractor, City, or any Authorized Persons that relate to the protection of the availability , confidentiality, or integrity of Data, Confidential or Personal Information, or (ii) receipt of a complaint in relation to the privacy practices of Contractor or a breach or alleged breach of this

Contract relating to such privacy practices.

B. “Security Event” means any identified, threatened, attempted or successful breach of Contractor’s components, software, or systems that has the potential to adversely impact City, including but not limited to adverse impacts to:

1. any Contractor or other third-party products including hardware, software, and services provided to (or leveraged by) the City,

2. City data stored and/or processed by the City, Contractor, other third parties, and/or a third party on behalf of the Contractor,

3. Contractor’s supply chain, or

4. Contractor’s security posture, reliability, or reputation.

5. SPECIFICATIONS AND SCOPE OF WORK

5.1. Scope of Work Overview

Provide the City of Seattle with mobile payment services for parking and curbspace that utilize existing location codes and communication methods with City and City-vendor systems, while providing easy to use options for the traveling public. The vendor solution must be available for parking and curb payments 24/7, provide functionality for complex rate setting (including a mix of pay by space and pay by plate systems), accommodate frequent citywide rate changes, and transmit parking transaction information quickly and reliably. The system must integrate with existing parking enforcement systems. At a minimum, users should be able to access vendor system via a dedicated application and optional user-managed account, or as a guest using web-based payment. The Seattle Department of Transportation (SDOT) is the primary user of the mobile payment service, which currently processes up to 80% of the City's on-street paid parking transactions.

Parking users can also pay at existing pay stations, which will be retained, and are not part of this proposal request. In addition to SDOT, City Parks uses the system for fee payment at five boat launch locations.

The Vendor will be responsible for all system start-up costs to provide continued service, and will be required to pay for the costs of manufacturing new signage as necessary that retains the existing location codes.

Physical signs will be manufactured by the City sign shop (at Vendor expense) and then installed by City crews at the City's expense. The vendor's mobile system launch should be within six months of contract signing.

Payment for vendor services will be based on a fee per completed revenue-generating transactions. No other fees shall be provided or required for the service or any service notifications. User and parking data shall not be sold or made available to third parties without written City permission. Vendors must provide a transaction fee proposal under Section 13 - Pricing Proposal.

https://procurement.opengov.com/portal/seattle/projects/137463/document?section=1238335

The City has included a sample system support agreement as Attachment D - System Support Agreement. The service levels included in this document represent the minimum service levels the City expects to receive.

Additional information regarding SDOT's program, including their rate policies, can be found in the Attachments section of this solicitation.

5.2. Technical Specifications

Technical specifications are briefly described in Sections 5.3 through 5.10 below. Each item includes a parenthetical reference to the actual detailed specifications provided in the Technical Requirements Response

Spreadsheet (Attachment A). Vendors shall review and respond to each individual requirement in the

Technical Requirement Response Spreadsheet. This Technical Requirements Response will become an exhibit to the Contract.

5.3. General System Requirements

• Solution must include, at a minimum, options for payment for parking and commercial loading via dedicated mobile application and mobile-friendly website. (Reference 5.3.1)

• Vendor system shall accommodate: (Reference 5.3.2) o (1) Pay by plate system at the blockface level o (2) Pay by space systems in Ballard Locks, Westlake Ave N, and Lake Union Park lot o (3) Individual commercial vehicle load zones (CVLZ), which are pay by plate with their own unique code for each zone.

o (4) Vendor's pay by space system will allow City to manage parking rules by space and only accept payment for valid space numbers.

• Vendor system shall accept payment 24/7 in a portion of the Westlake Ave N pay by space area and for select CVLZs, while only allowing payment between 4AM and end of paid parking hours in all other areas. (Reference 5.3.3)

• The Vendor shall offer, at a minimum, mobile payment platforms compatible with iPhone and Android.

(Reference 5.3.4)

• Transaction data, transaction fee billing, and parking codes for this service used by City Departments other than SDOT must be kept distinct from those used in regular paid parking and CVLZ spaces.

(Reference 5.3.5)

• The Vendor service must allow for Visa, MasterCard, Discover, and American Express charges at a minimum, along with accommodation of Apple Pay and Google Pay. (Reference 5.3.6) https://procurement.opengov.com/governments/12/projects/137463/builder/attachments https://procurement.opengov.com/governments/12/projects/137463/builder/attachments https://procurement.opengov.com/portal/seattle/projects/137463/downloads

• The Vendor shall have a customer toll-free number, staffed by call center representatives for at least for Seattle’s main paid parking hours, which are currently between 8 am and 10 pm PST/PDT, Monday through Saturday. (Reference 5.3.7)

• Vendor must have the ability to provide a recurring summary, or dashboard, of customer support contact volume and associated topics that relate to using the system for street parking in Seattle.

(Reference 5.3.8)

• Vendor shall provide an assigned project/product manager. (Reference (5.3.9)

• The Vendor shall provide in-person training for relevant City staff as part of implementation. The

Vendor shall cover all their staff travel and other costs associated with training. (Reference 5.3.10)

• The Vendor shall retain use of the City’s existing mobile payment codes (five characters – all numbers).

(Reference 5.3.11)

• The Vendor shall pay costs for all design and manufacture of any new signage necessary for system operation, including updated pay station graphic labels. SDOT shall be responsible for installation, including labor and associated work in the ROW. (Reference 5.3.11)

• Vendor shall provide the City with a system launch and transition plan. (5.3.12)

• Vendor system will provide the ability to issue digital plate-based permits for an annual basis or other specified time period. (Reference 5.3.15)

• Vendor shall hold a once per year enhancement meeting with City staff, where staff and vendor can discuss enhancements to improve the service and develop an annual list of service updates and improvements. (Reference 5.3.16)

5.4. Parking Management Service Specifications

• The Vendor user interface and back-office system must have the capability to manage blockface-specific parking regulations and single-space regulations for CVLZs, each with their own unique payment codes. (Reference 5.4.1)

• Vendor system must accommodate paid parking and loading operations effective generally between 8

AM – 10 PM PST/PDT, Monday-Saturday; no regular paid parking on Sundays or defined holidays, but events on these days may require payment and paid parking days/hours may be expanded in the future. (Reference 5.4.2)

• Vendor system must have ability to accommodate progressive event rates and event-specific time limits and rates. (Reference 5.4.3)

• Vendor system must have ability for the user to pay for parking for only the paid hours that overlap any 72 hour period. (Reference 5.4.4)

• Vendor system must accommodate parking with rates that vary by time of day, maximum time limits, hours of operation, and effective days within sub areas within an area and along different blockfaces.

(Reference 5.4.5)

• Vendor system must allow different rates or time limits by time of day (i.e., different morning, afternoon, evening hourly rates) and correctly calculate payment based on duration. (Reference 5.4.6)

• Vendor system must provide ability to pre-purchase parking. (Reference 5.4.7)

• Vendor system must accommodate no parking payment allowed on blockfaces during sign posted peak period and/or bus layover restrictions for certain days and times, ideally with messages provided to warn users of these restrictions. (Reference 5.4.8)

• The vendor's system must support the implementation and management of minimum payment amounts that allows SDOT to set a minimum either by fee amount OR time purchased and apply across some or all paid parking areas. (Reference 5.4.10)

• The Vendor system shall be consistent with how parking enforcement works today with GTechna-provided handheld enforcement technology and system, or in the future with other established vendors. (Reference 5.4.12 and entirety of Technical Requirements Response Section 5.9)

• Vendor system shall accommodate multiple different time limits, with time limit set at the rate policy level. (Reference 5.4.13)

• The Vendor shall operate a system that automatically does not charge for typical parking on designated

City of Seattle paid parking holidays. (Reference 5.4.14)

5.5. Outage and Delay Requirements

• The Vendor must maintain an up-time requirement for successful parking purchases on the smartphone application at 99.5% during regular paid parking operating hours.(Reference 5.5.1)

• When an outage occurs, Vendor must inform designated SDOT and SPD employees via multiple methods (e.g. email, similar notification) that the service is out within 15 minutes of discovering the failure. (Reference 5.5.2)

• During an outage, Vendor must provide notice to customers (at time of payment of attempt) that they must pay for parking through other means. (Reference 5.5.3)

• For any outage lasting longer than 30 minutes, the vendor shall provide status updates to designated

City staff every 30 minutes or more frequently as needed. (Reference 5.5.4)

• Resolution and Post-Outage Reporting: The vendor shall provide a detailed post-outage report within

24 hours of the resolution of any outage. (Reference 5.5.5)

• Outage Prevention and System Monitoring: The vendor shall implement proactive system monitoring and maintenance procedures to minimize the occurrence of outages. (Reference 5.5.6)

5.6. Public User Interface Specifications

• Vendor system shall allow customer payment and transaction with or without creation of an account, and provide options to establish an account to store license plate numbers and states and payment information. (Reference 5.6.1, 5.6.3)

• Customers shall be able to manage their account either through a desktop browser or via mobile device browser or application. (Reference 5.6.2)

• Customers shall have an option to disable or cancel their account online without any reason or cost.

(Reference 5.6.2)

• An account holder is able to update their stored plate information during an active parking session that applies to future parking sessions only. (Reference 5.6.4)

• Customers shall receive confirmation upon successful payment via the same means through which they initiated transaction without any additional fees. (Reference 5.6.5)

• Customers who fail to complete the payment process will receive a message indicating that payment was not received. (Reference 5.6.6)

• Customers shall have the option to receive a digital receipt for any completed parking payment.

(Reference 5.6.7)

• Within an optional customer-created account, customers should be able to review previous parking transactions, payments, and adjustments for the previous 12 months. (Reference 5.6.7)

• Customers shall be able to extend their parking session up to the posted time limit for the individual blockface using vendor system. (Reference 5.6.8)

• Vendor's solution shall block customers from adding additional time once the maximum time limit for the same blockface or CVLZ has been reached for a time period set by SDOT. (Reference 5.6.9)

• Vendor shall have a system that allows for customers who establish optional accounts to have multiple credit cards and multiple vehicles on one account. (Reference 5.6.10)

• The application and/or website must be available in the multiple languages that Seattle residents may use as their default language on their mobile device, or otherwise as provided by the Vendor.

(Reference 5.6.11)

• The mobile payment service shall be able to communicate to the customer any input errors (e.g., inputting an invalid location number or paid parking duration request). (Reference 5.6.12)

• Any advertising or third party service or discount offerings done inside the smart phone application shall be done only after a transaction has been completed, is limited to 2 such offerings, and each can be easily dismissed. Any advertising on a web-based payment platform shall not include full screen or splash ads that require a user to exit an advertisement window to use the service. (Reference 5.6.13)

5.7. Back Office Management System

• The Vendor provided back office will be web-based and hosted by the selected Vendor using North

American English language descriptions. (Reference 5.7.1)

• The back-office solution shall have an access management administration feature. (Reference 5.7.2)

• The back-office system should be able to output a “current state” of parking rate and other regulations to a user-friendly file that SDOT staff can routinely check the accuracy of parking regulations charged by the mobile parking payment system. (Reference 5.7.4)

• The back-office system will provide real-time transaction information available for lookup, with multiple querying and filtering capabilities. (Reference 5.7.5)

• At service launch, parking regulations (hourly rates, maximum time limits, hours of operations, restrictions and other regulations) should be managed solely through the back office system, which must have the capability to manage location and blockface specific parking regulations. SDOT is moving to a system where rate and rate updates are communicated to the vendor via API and the back office system would reflect those rates and allow manual modifications. If the Vendor is not able to accept rate information by API at system launch, it shall be implemented within 9 months of the contract signing and conform to with City standards. (Reference 5.7.6 and 5.7.8)

• The system will have map display capabilities to show rate and rule information about the parking system. (Reference 5.7.7)

• Vendor back office shall provide real-time transaction reporting. (Reference 5.7.9)

• Vendor system should provide automated customizable reporting to City staff to note where any transactions that are received that do not meet the rate and rules. (Reference 5.7.10)

• Vendor back office shall provide ability to generate customizable reports by various parameters, including location code, area/subarea, date range, and transaction type, and provide exportable data in common formats, a (e.g., CSV, Excel). (Reference 5.7.11 - 5.7.13, 5.7.15)

• Vendor back office shall provide historical data retention and easy accessibility for a minimum of 3 years, including detailed transaction logs. Back office shall also provide ability to issue refunds using the Vendor system. (Reference 5.7.14 and 5.7.15)

• The City of Seattle users will be able to authenticate into the back office system using Microsoft Azure

SSO (single sign on). (Reference 5.7.16)

5.8. Transaction Fees and Revenue

• Vendors shall charge a reasonable Transaction Fee for completed, revenue-generating transactions, to accomplish the scope of work provided in this RFP. (Reference 5.8.1)

• Vendor system shall allow for City to remain Merchant of Record related to credit card fees. (Reference

5.8.2)

• All parking payments shall be able to be routed directly to the City’s designated merchant account processor. The Vendor shall submit an invoice on a monthly basis to SDOT for the previous month activities, based on number of successfully completed revenue-generating transactions in the previous month multiplied by the amount of the Transaction Fee. (Reference 5.8.1 and 5.8.2)

• The Vendor shall not charge any fees for zero time or zero dollar transactions. (Reference 5.8.3)

• Vendor shall confirm that a purchase confirmation and expiration notification, typically provided by

SMS, email, or app notification, will be provided to users without additional fee. (Reference 5.8.4)

5.9. Integration and Enforcement

• The mobile parking payment system must maintain a real-time data integration to Seattle Police

Department Parking Enforcement equipment so that officers can efficiently conduct enforcement in all paid parking areas. (Reference 5.9.1)

• The Vendor must be able to demonstrate that they have an integrated system already up and running with GTechna or can ensure successful integration with GTechna at no cost to the City or GTechna when mobile parking payment services commence. In the event SPD Enforcement should change enforcement vendors to another established vendor, the mobile payment vendor shall integrate with the new enforcement vendor at no cost to the City, including participating in enforcement vendor testing. The Vendor assumes all responsibility for integration costs, on-going service costs, and/or any new equipment or software required to enable maintain the Vendor’s payment and enforcement services. (Reference 5.9.2, 5.9.4, and 5.9.5)

• The Vendor must maintain a separate mobile web interface that allows SPD to directly access their database and verify payment. This service is a backup if primary enforcement communications are interrupted. (Reference 5.9.3)

• The City shall be the exclusive owner of all City of Seattle transaction data, whether the data is direct or derived, calculated or modeled. The City’s paid parking Vendor IPS currently provides the system of payment status record. The Vendor is expected to be able to transmit in real-time all mobile payment transactions to IPS. (Reference 5.9.6)

5.10. Future Capabilities and System Enhancements

In addition to the technical requirements listed above, SDOT is interested in working with vendors that may have further enhancements or integrations available or in development. These items are listed in the

Technical Requirements Response Form Attachment A in Section 5.10. Vendor shall respond in Attachment A describing current or future availability of such features.

6. SCHEDULE, ORDER, DELIVERY

6.1. Delivery Option

Vendor is required to deliver the system within 6 months of contract execution.

6.2. Minimum Order Quantities

There will be no minimum order quantities for any resultant contract.

7. LICENSING AND BUSINESS TAX REQUIREMENTS

The Vendor must meet all licensing requirements that apply to their business immediately after contract award or the City may reject the Vendor before contract execution.

Companies must license, report and pay revenue taxes for the Washington State business License (UBI#) and

Seattle Business License, if it is required to hold such a license by the laws of those jurisdictions. The Vendor should carefully consider those costs prior to submitting an offer, as the City will not separately pay or reimburse licensing costs.

7.1. Seattle Business Licensing and associated taxes

1. If you have a “physical nexus” in the city, you must obtain a Seattle Business license and pay all taxes due before the Contract can be signed.

2. A “physical nexus” means you have physical presence, such as: a building/facility located in Seattle, you make sales trips into Seattle, your own company drives into Seattle for product deliveries, and/or you conduct service work in Seattle (repair, installation, service, maintenance work, on-site consulting, etc).

3. We provide a Vendor Questionnaire Form in our submittal package items later in this RFP, and it will ask you to specify if you have “physical nexus”.

4. All costs for any licenses, permits and Seattle Business License taxes owed shall be borne by the

Vendor and not charged separately to the City.

5. The apparent successful Vendor must immediately obtain the license and ensure all City taxes are current, unless exempted by City Code due to reasons such as no physical nexus. Failure to do so will result in rejection of the bid/proposal.

6. Self-Filing - You can pay your license and taxes on-line using a credit card www.seattle.gov/self.

7. For Questions and Assistance, call the License and Tax Administration office which issues business licenses and enforces licensing requirements. The general e-mail is tax@seattle.gov. The main phone is 206-684-8484.

https://www.seattle.gov/self

8. The licensing website is www.seattle.gov/licenses.

9. The City of Seattle website allows you to apply and pay on-line with a Credit Card if you choose.

10. If a business has extraordinary balances due on their account that would cause undue hardship to the business, the business can contact our office to request additional assistance. A cover-sheet providing further explanation, along with the application and instructions for a Seattle Business

License is provided below.

11. Those holding a City of Seattle Business license may be required to report and pay revenue taxes to the City. Such costs should be carefully considered by the Vendor prior to submitting your offer. When allowed by City ordinance, the City will have the right to retain amounts due at the conclusion of a contract by withholding from final invoice payments.

12. A hard copy version of the Seattle Business license application can be found at http://www.seattle.gov/Documents/Departments/FAS/Licensing/Seattle-business-license-application.pdf

7.2. State Business Licensing and associated taxes

Before the contract is signed, provide the State of Washington business license (a State “Unified Business

Identifier” known as a UBI number#). If the State of Washington has exempted your business from State licensing (for example, some foreign companies are exempt and in some cases, the State waives licensing because the company does not have a physical presence in the State), then submit proof of that exemption to the City. All costs for any licenses, permits and associated tax payments due to the State as a result of licensing shall be borne by the Vendor and not charged separately to the City. Instructions and applications are at http://bls.dor.wa.gov/file.aspx

7.3. Permits

All permits required to perform work must be supplied by the Vendor at no additional cost to the City. As City crews will be performing any sign installation, no right-of-way work permits are expected to be required.

8. INSTRUCTIONS AND INFORMATION

This chapter details City procedures for directing the RFP process. The City reserves the right in its sole discretion to reject the proposal of any Proposer that fails to comply with any procedure in this chapter.

8.1. Contract Term

This contract shall be for three (3) years, with two (2) two-year extensions allowed at the option of the City.

Optional one-year extensions may be mutually agreed upon by both parties thereafter for continued mobile payment service. The Contractor may provide a notice to not extend to the City at least 45 days prior to the renewal date.

8.2. Registration into City Online Business Directory

https://www.seattle.gov/licenses http://www.seattle.gov/Documents/Departments/FAS/Licensing/Seattle-business-license-application.pdf http://www.seattle.gov/Documents/Departments/FAS/Licensing/Seattle-business-license-application.pdf http://bls.dor.wa.gov/file.aspx

If you have not previously completed a one-time registration into the City of Seattle Online Business Directory, we request you register at www.seattle.gov/obd. The City’s Online Business Directory is used by City staff to locate your contract(s) and identify companies for bid lists on future purchases. Responses will not be rejected for failure to register, however, if you win a contract and have not registered, you will be required to place yourself, or you will be added into the system. Women and minority owned firms are asked to self-identify. If you need assistance, please call 206-684-0444.

8.3. Communications

The City strongly prefers that all vendor communications concerning this acquisition be submitted through the

Procurement Portal. If necessary, you may also direct your communications to the contact below. The RFP

Coordinator is:

Abraham Cota

(206) 684-0480 abraham.cota@seattle.gov

Unless authorized by the RFP Coordinator, no other City official or City employee is empowered to speak for the

City regarding this acquisition. Any Proposer seeking to obtain information, clarification, or interpretations from any other City official or City employee (other than the RFP Coordinator) is advised that such material is used at the Proposer’s own risk. The City will not be bound by any such information, clarification, or interpretation.

Following the Proposal submittal deadline, Proposers shall continue to direct communications to only the City

RFP Coordinator. The RFP Coordinator will send out information to responding companies as decisions are concluded.

Contact by a vendor regarding this acquisition with a City employee other than the RFP Coordinator or an individual approved by the RFP Coordinator in writing, may be grounds for rejection of the vendor’s proposal.

8.4. Pre-Proposal Conference

The City will conduct an optional pre-proposal conference at 11:00 am on Tuesday, May 27, 2025, virtually at https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjU2Y2I1MTAtZjVhMi00ZGU3LWEwYzktYjNiMDQzNGUyZDQ5%40thread.v2/0?context=%

7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%221e468d75-8374-

42d3-abeb-ddbd5bb732aa%22%7d. Proposers are highly encouraged to attend but not required to attend to be eligible to submit a proposal. The meeting answers questions potential Proposers may have regarding the solicitation document and to discuss and clarify any issues. This is an opportunity for Proposers to raise concerns regarding specifications, terms, conditions, and any requirements of this solicitation. Failure to raise concerns over any issues at this opportunity will be a consideration in any protest filed regarding such items known as of this pre-proposal conference.

8.5. Questions

You may submit questions through the Procurement Portal or to the Buyer by 5:00 pm on Friday, May 30, 2025.

The City prefers such questions be submitted through the Procurement Portal. Failure to request clarification of any inadequacy, omission, or conflict will not relieve Vendor of any responsibilities herein or in any subsequent contract. The Vendor is responsible to assure they received responses to the questions if issued.

https://www.seattle.gov/obd

8.6. Changes to the Solicitation/Addenda

A change may be made by the City if, in the sole judgment of the City, the change will not compromise the City’s objectives. A change will be made by formal addendum issued by the City RFP Coordinator through the

Procurement Portal. Such Addenda shall become part of this solicitation and included in the Contract. Interested

Vendors are responsible to assure they received Addenda.

8.7. Receiving Addenda and/or Question and Answers

They City will provide notices to the vendors through the Procurement Portal.

Notwithstanding efforts by the City to provide such notice to known vendors, it remains the obligation and responsibility of the Vendor to learn of any addendums, responses, or notices issued by the City. Such efforts by the City to provide notice or to provide it on the website do not relieve the Vendor from the sole obligation for learning of such material.

Note that some third-party services decide to independently post City of Seattle proposals on their websites as well. The City does not, however, guarantee that such services have accurately provided proposers with all the information published by the City, particularly Addendums or changes to bid date/time.

All proposals sent to the City shall be compliant to all Addendums, with or without specific confirmation from the Proposer that the Addendum was received and incorporated. However, the RFP Coordinator can reject the

Bid if it does not reasonably appear to have incorporated the Addendum. The RFP Coordinator could decide that the Proposer did incorporate the Addendum information, or could determine that the Proposer failed to incorporate the Addendum changes and that the changes were material so the City must reject the Offer, or it may be determine that the Proposer failed to incorporate the Addendum changes but that the changes were not material and therefore the Proposal may continue to be accepted by the RFP Coordinator.

8.8. Late Submittals

The submitter has full responsibility to ensure the response is submitted to the City’s Procurement portal within the deadline. The Procurement portal will not allow vendors to upload submissions past the deadline.

8.9. No RFP Opening – No Reading of Prices

The City does not conduct a bid opening for RFP responses

8.10. Offer Form

Proposer shall specify response in the format and on any forms provided, indicating unit prices if appropriate.

In the case of difference between the unit pricing and the extended price, the City shall use the unit pricing. The

City may correct the extended price accordingly. Proposer shall quote prices with freight prepaid and allowed.

Proposer shall quote prices FOB Destination. All prices shall be in US Dollars.

8.11. Proposer Responsibility to Provide Full Response

It is the Proposer’s responsibility to respond, which does not require interpretation or clarification by the City.

The Proposer is to provide all requested materials, forms and information. The Proposer is responsible to ensure the materials submitted will properly and accurately reflects the Proposer specifications and offering. During scoring and evaluation (prior to interviews if any), the City will rely upon the submitted materials and shall not accept materials from the Proposer after the RFP deadline; however this does not limit the right of the City to consider additional information (such as references that are not provided by the Proposer but are known to the

City, or past experience by the City in assessing responsibility), or to seek clarifications by the City.

8.12. Partial and Multiple Awards

Unless stated to the contrary in the Scope of Work, the City reserves the right to name a partial and/or multiple awards, in the best interest of the City. Proposers are to prepare proposals given the City’s right to a partial or multiple awards. If Proposer is submitting an “All” or “None” offer such offer must be clearly marked as “All” or

“None”. Further, the City may eliminate an individual line item when calculating award, to best meet the needs of the City, if a line item is not routinely available or is a cost that exceeds the City funds. For Proposals, the City may negotiate with the successful Proposer, to finalize the work and specifications consistent with the objectives of the RFP.

8.13. Taxes

The City is exempt from Federal Excise Tax. Washington state tax, use tax if any, and local sales tax will be added onto the resultant Contract cost, although will not be used in evaluation of costs.

8.14. Interlocal Purchasing Agreements

This is for information only and is not be used to evaluate candidates. RCW 39.34 allows cooperative purchasing between public agencies, and other political subdivisions. SMC 20.60.100 also allows nonprofits to use these agreements. The seller agrees to sell additional items at the offer prices, terms and conditions, to other eligible governmental agencies that have such agreements with the City. The City accepts no responsibility for the payment of the purchase price by other governmental agencies. Should the Proposer require additional pricing for such purchases, the Proposer is to name such additional pricing upon Offer to the City.

8.15. Contract Terms and Conditions

Proposers are to price and submit proposals with the understanding that all specifications, requirements, terms and conditions are mandatory for the Vendor to comply with. Proposers are responsible to review all specifications, requirements, Terms and Conditions, insurance requirements, and other requirements.

Submittal of a proposal is agreement to comply without exception, unless modified by the City. The City has the right to negotiate changes to submitted proposals and to change the City's otherwise mandatory terms and conditions during negotiations, or by providing notice to the Vendor during the contract.

8.16. Negotiations

Nothing herein prohibits the City from opening discussions with the highest ranked apparent successful

Proposer, to negotiate modifications to either the proposal or the contract terms and conditions, to align the proposal or the contract to best meet City needs within the scope sought by the RFP.

8.17. Effective Dates of Offer

Offer prices and costs in Proposer submittal must remain valid until City completes award. Should any Proposer object to this condition, the Proposer must provide objection through a question and/or complaint to the RFP

Coordinator prior to the proposal due date.

8.18. Prompt Payment Discount

On the Offer form or in the submittal, the Proposer may state a prompt payment discount term, if the Proposer offers one to the City. A prompt payment discount term of ten or more days will be considered in evaluation.

8.19. Cost of Preparing Proposals

The City will not be liable for any costs incurred by the Proposer in the preparation and presentation of proposals submitted in response to this RFP including, but not limited to, costs incurred in connection with the Proposer’s participation in demonstrations and the pre-proposal conference.

8.20. Proposer Responsibility

It is the Proposer responsibility to examine all specifications and conditions thoroughly, and comply fully with specifications and all attached terms and conditions. Proposers must comply with all Federal, State, and City laws, ordinances and rules, and meet any and all registration requirements where required for contractors as set forth in the Washington Revised Statutes.

8.21. Prohibited Contacts

Proposers shall not interfere in any way to discourage other potential and/or prospective Proposers from proposing or considering a proposal process. Prohibited contacts includes but is not limited to any contact, whether direct or indirect (i.e. in writing, by phone, email or other, and by the Proposer or another person acting on behalf of the Proposer) to a likely firm or individual that may discourage or limit competition. If such activity is evidenced to the satisfaction and in sole discretion of the Purchasing and Contracting Manager, the Proposer that initiates such contacts may be rejected from the process.

8.22. Readability

Proposers are advised that the City’s ability to evaluate proposals is dependent in part on the Proposer’s ability and willingness to submit proposals which are well ordered, detailed, comprehensive, and readable. Clarity of language and adequate, accessible documentation is essential.

8.23. Changes or Corrections in Proposal Submittal

Prior to the proposal submittal closing date and time established for this RFP, a Proposer may change or correct its proposal by following the Instructions here: https://opengov.my.site.com/support/s/article/4f4218bf-7da6-

4fc6-b0c3-7eade0776ebe. No change to a proposal shall be made after the proposal closing date and time.

8.24. Errors in Proposals

Proposers are responsible for errors and omissions in their proposals. No such error or omission shall diminish the Proposer’s obligations to the City.

8.25. Withdrawal of Proposal

A submittal may be withdrawn through the Procurement Portal, prior to the RFP closing date and time. After the closing date and time, the submittal may be withdrawn only with permission by the City.

8.26. Rejection of Proposals and Rights of Award

https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe

The City reserves the right to reject any or all proposals with no penalty. The City also has the right to waive immaterial defects and minor irregularities in any submitted proposal.

8.27. Incorporation of RFP and Proposal in Contract

This RFP and the Proposer’s response, including all promises, warranties, commitments, and representations made in the successful proposal as accepted by the City, shall be binding and incorporated by reference in the

City’s contract with the Proposer.

8.28. Equal Benefits

Seattle Municipal Code Chapter 20.45 (SMC 20.45) requires consideration of whether proposers provide health and benefits that are the same or equivalent to the domestic partners of employees as to spouses of employees, and of their dependents and family members.