PARKING_CITATION_AND_PERMIT_MANAGEMENT_SYSTEM.pdf

PARKING CITATION AND PERMIT MANAGEMENT SYSTEM

REQUEST FOR INFORMATION

Monday, February 10, 2025

City of Pasadena Transportation Department Monday, February 10, 2025

REQUEST FOR INFORMATION (RFI)

Introduction

Summary

The City of Pasadena (City), Department of Transportation, Parking Division is requesting information from firms with expertise in providing software that assists the Division in managing parking citations and parking permits for the City. The City is currently performing an assessment to identify how to streamline parking citation issuance, adjudication and payments, and parking permit payments and fulfilment. The information gathered in this RFI process may assist us with a future procurement for a citation and permit management system. Respondents can include vendors who provide all or a portion of the services indicated.

Background

The City currently utilizes DataTicket’s parking citation software to process, manage, and collect parking citations. The City currently uses Galaxy S20 5G phones and TSC Alpha-3RB printers to issue parking citations. The handhelds allow citation records to be linked with

GPS data in the DataTicket back-office system. Additionally, the City uses Vigilant ALPR systems which utilize data from both the DataTicket system and from the City’s CALE multi-space parking meters to identify permitted vehicles that are not subject to citation.

Contact Information

Questions shall be in written format and be submitted ONLY via e-mail

Procurement Related Questions:

Department of Finance, Purchasing Division

Antonio Watson, Project Manager awatson@cityofpasadena.net

General and/or technical questions:

Hilda Okereke

Management Analyst II

Email: hokereke@cityofpasadena.net

Phone: (626) 744-4778

Department:

Transportation Department

Timeline

Release Project Date February 10, 2025

Question Submission Deadline February 20, 2025, 11:00am

Proposal Submission Deadline March 3, 2025, 3:00pm

Scope of RFI

OVERVIEW OF CURRENT OPERATIONS

The City currently uses Galaxy S20 5G phones and TSC Alpha-3RB printers to issue parking citations. The handhelds allow citation records to be linked with GPS data in the DataTicket back-office system. Additionally, the City uses Vigilant ALPR systems which utilize data from both the DataTicket system and from the City’s CALE multi-space parking meters to identify permitted vehicles that are not subject to citation.

The City currently utilizes DataTicket’s parking citation software to process, manage, and collect parking citations. Below is a list of functions available to City Staff.

Upload citation documents, appeal documents and other documents for processing by

DataTicket.

Live view of total pending:

• DMV vehicle mismatch

• Payment plans

• Pending 1st level citation appeals

• Overpayment/payment exceptions

• Incomplete citations

• Pending permit approvals

• Pending permit refunds mailto:hokereke@cityofpasadena.net tel:(626)744-4778

Monday, February 10, 2025

Search functionalities include searches by:

• Citation number, license plate number, notice number, or case number.

• Citation number, license plate number, citizen name, case number, VIN number or location and a wild card search with partial name.

• Plate and state to maintain and update Scofflaws.

• Adjudication hold search for citations on initial review hold, administrative hearing hold, or court hold; filter for appeals received online and select underlined citations to access them from search results.

• Add citation.

• Edit citation.

• Edit violation if notices have not been sent.

• Edit responsible party.

• Change original bail amount.

• Change violation amount.

• Dismiss citation.

• Void citation.

• Hold citation.

• Add system notes.

• Upload attachments.

• Reverse penalty.

Payment Functions:

• Enter payment with cash, check, money order, and non-real-time credit card payment.

• Remove misapplied payment.

• Transfer payment from one citation to another.

• Enter payment plan.

• Enter NSF (Non-Sufficient Funds).

• Request and process refund.

• Print on-demand receipt with or without the responsible party information.

Adjudication Functions:

• Enter judgement; uphold, dismiss, or reduce citation with comments.

• Deny hearing appeal due to bail not paid.

• Deny appeal due to appeal time expiration.

• Update responsibility party and generate letter of non-responsibility.

Monday, February 10, 2025

• Edit appellant information.

• Hold for appeal and manually override a closed citation for appeal hold.

• Remove appeal hold with comments.

• Schedule hearings by locations.

• Schedule hearing dates.

• Cancel scheduled hearing.

General reports:

• Standard report for real-time citation data:

o Aging report by citation, or by department o Bad addresses o Bail schedule history o Beat/district summary o Citation status o Closed/dismissed/voided o Collections o Credit/debit card payments o Daily deposited by vendor o Daily posted by client o Daily written citations detail o DMV o Checks received o Payment Details o Registration holds o Registration releases o FTB payments and status (BETA) o Noticing report o Officer summary o Outstanding collections o Payment exceptions o Payment plans o Payments by violation o Payments grouped by department, grouped by received date, grouped by sub location o Refund requests o Refunds processed o Scofflaws o Violation statistics by beat/district o Void report by transaction date o Violation statistics by month, by officer, by violation

Pre-processed reports:

o Citation activity o Citation tax revenue o Client billing: summary, detail, Client billing and payment: summary, detail o Credit card payment summary o Payment exceptions o Violation statistics o Written deposited by client and by vendor

Adjudication Reports:

o Adjudication dispositions for Initial Reviews, Administrative Hearing, and Court o Hearing schedule o Location schedule

• Ad-Hoc Reports – generates a customized report that can be saved and shared with other staff members.

• Reporting Help option – for reports help/questions.

• Reporting Home tool displays citations issued total and payments by location chart.

Customer Portal – Parking Citations

Customers can search for citations on the portal with:

• Citation and time

• Citation and date

• Notice number and zip code

• License plate and state

• Payment plan.

Customers can:

• Pay citation by credit/debit card

• View citation images

• Appeal citation

• View a list of frequently asked questions

• Conduct new search

• Apply for Indigent payment plan.

• Complete vehicle non-responsibility form.

• Upload attachments.

• Submit vehicle release of liability.

The City utilizes a virtual permit program where the vehicle’s license plate serves as the permit. Permits are verified by enforcement staff via the Vigilant LPR system and/or the

DataTicket handhelds. The City currently issues the following permits:

• 30 DAY TEMPORARY/OVERNIGHT

• ANNUAL DAYTIME PARKING PERMIT

• ANNUAL DAYTIME PARKING PERMIT – LOW INCOME

• ANNUAL OVERNIGHT PARKING PERMIT

• ANNUAL OVERNIGHT PARKING PERMIT – LOW INCOME

• PREFERENTIAL - DAILY PACKET OF 10

• PREFERENTIAL PARKING

• PREFERENTIAL PARKING SPECIAL EVENT EXEMPTION

• SURFACE LOT - MONTHLY SHOPPERS LANE

• SURFACE LOT - MONTHLY SHOPPERS LANE OVERNIGHT

• VALET OPERATOR

• VALET SPONSOR ANNUAL

• VALET SPONSOR SPECIAL EVENT

• MOVING VEHICLE PERMIT

• WHEELED OR TRAILERED STORAGE CONTAINER PERMIT

• SPECIAL EVENT (OTHER SPACE RESERVATION) PERMIT

• CONSTRUCTION VEHICLE PERMIT

• RECREATIONAL VEHICLE AND TRAILER PERMIT

At times, the City may need to add permits due to emergency circumstances. Examples of this include a 90-day COVID-19 permit issued during the pandemic, and a Eaton Fire

Displacement Permit for vehicles registered to addresses that were damaged or destroyed in the recent Eaton Fire.

City staff use the DataTicket web-based permit software to view all permit information and functions include the below.

• Search permits by:

o Permit ID number o Business name o License plate, plate state and VIN number o Username

Monday, February 10, 2025 o Account number o Email address o Receipt number o Booklet ID o Customer first and last name o Customer address o Permit type o Permit status o Package ID o Date range o Paid status o Check #

Add:

• Address

• Attachments

• Notes

• Payment

• Permit

• Vehicle

Deactivate permit and account.

Edit:

• Address

• Account holder

• Denial reasons

• Permit

• Permit balance

• Permit holder

• Vehicle

Manage customer’s email address.

Request and process refund.

Reset customer password.

Search for and process miscellaneous transactions.

Field Checks for Annual Overnight Permit

Customer Portal - Permit

Monday, February 10, 2025

On the customer portal, customers can create an online account, request, upload attachments, purchase permit and manage their online account.

• Cashiering Functions

ACRONYMS/DEFINITIONS

For purposes of this RFI, the following acronyms/definitions will be used:

ALPR Automated License Plate Recognition system (equipment and hardware)

City The City of Pasadena and any department or agency identified herein.

Department/Division City of Pasadena, Department of Transportation, Parking Division

Division

RFI Request for Information

Respondent Organization and/or individual submitting a response to this RFI.

RFI Instructions

General Instructions

The information obtained from this RFI process may contribute to, and be used for, the guidance of a formal solicitation. The City is interested in identifying whether Contractors responding to this RFI are ultimately willing to respond to a formal solicitation, and potentially accomplish the tasks described in this RFI. Contractors are welcome to schedule a meeting with Hilda Okereke, Transportation

Department for coordination of a presentation. THERE WILL BE NO CONTRACT AWARDED AS A RESULT

OF THIS RFI PROCESS. This RFI is a public solicitation of information designed to assist the City in determining an optimal solution and procurement strategy.

No payment shall be made to individuals, contractors, suppliers, or manufacturers that represent for information and solutions provided in response to this RFI.

NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All responses to this Solicitation accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is

Monday, February 10, 2025 required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

RFI Questions

If you provide citation management hardware, software, and associated services, please describe your products and services. If you have promotional materials you’d like to share, please provide links in your response.

If you provide a virtual parking permit solution, please describe it.

Do you currently have any successful integrations with Vigilant Solutions ALPR systems? If so, please provide the name of the agency, the status of the integration, and a description of what the integration is designed to do.

What new features and functions have been added to your product in the last two years that you would consider to be “state of the art”?

Is your product used as a part of an overall solution where your company partners with other vendors to provide a complete solution? If so, please describe the solution.

Is your product used as a part of an overall solution where your company partners with other vendors to provide a complete solution? If so, please describe the solution.

Would you like to schedule a time to present your product to City staff? If yes, please indicate so in your submitted response and a City staff member will reach out to schedule. Presentation meetings will be virtual or in person and will be scheduled for 2 hours. During these meetings, respondents will have the opportunity to ask questions of the staff group, demonstrate your product(s) and answer questions from staff.

Attach any additional information you believe is relevant to this RFI

Submittal Instructions

Early Preparation for Submission

We value your participation in this solicitation and want to ensure you have every opportunity to present your response in the manner instructed in this solicitation. It is important that you submit a complete response prior to 3:00 pm on Monday, March 3, 2025 through this eProcurement portal. We strongly advise against waiting to within the last three days of the submittal deadline to begin working on your response. Starting early on your response increases time to:

• Thoroughly review all requirements and the entire solicitation document.

• Gather, organize, and complete the necessary documents for submittal.

• Address any unforeseen technical issues that may arise during the preparation or submittal of your response.

Monday, February 10, 2025

Delaying your response may result in errors, or can cause you to miss the submission deadline. Either of which can negatively impact your submittal or cause your submittal to not be accepted.

Training Resources for Vendors:

Screen Shots:

Instructions for the new eProcurement System: The following link will help you Get Started

(https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9) and will include vendor guides for using the system. Below are additional screen shots for support.

All Video Guides: OpenGov Procurement Vendor Training

1. New Supplier Account

2. Submit a Bid or Proposal

3. Updating Your Company Designation on a Solicitation

4. Vendor Selection of Category Codes

5. How To Subscribe To Organizations And Find Active RFPs & Bids

6. Login Process

7. How to Edit or Withdraw your Proposal after it's been Submitted

8. How to Submit a Question

9. Viewing Bid Results

Video Trainings

OpenGov Technical Support

Technical support for an eProcurement system plays a vital role in ensuring smooth operations. You can call or email technical support using the information below.

• Phone: (650) 336-7167

• Email: support@support.opengov.com

• Issue Log: https://opengov.my.site.com/support/s/contactsupport/incident

• Live Chat: Click on the circle blue icon at the bottom right of the screen.

https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/dceacbcf-203c-4b0d-aa57-550043bb0dc0 https://opengov.my.site.com/support/s/article/8e675a48-dad3-4759-9bae-6b4cb7970d21 https://opengov.my.site.com/support/s/article/2f7dbe3d-9f16-4179-8358-d55fdb37b858 https://opengov.my.site.com/support/s/article/fb581c18-5508-40d7-b714-c753af6514a1 https://opengov.my.site.com/support/s/article/f7fe1d1e-d79c-449a-ad8b-1d736d40b9cd https://opengov.my.site.com/support/s/article/a9d24d60-2ba1-4393-93c5-7512795f080e https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259 https://opengov.my.site.com/support/s/article/1323740f-ec46-48ee-a820-954bdd03f739 https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed mailto:support@support.opengov.com https://opengov.my.site.com/support/s/contactsupport/incident

Monday, February 10, 2025

Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 3:00 pm, Monday, March 3, 2025. Please upload all required documents as instructed in the section named Submittals/Checklist sufficiently early electronically through the city's eProcurement Portal before the time and day listed in this solicitation. Responses must be received in the system prior to the deadline.

The Specification or Scope of Work included in this Notice shall be considered part of any contract made pursuant thereunder.

Withdrawal of Proposal

Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 3:00 pm on Monday, March 3, 2025.

City Changes to the Solicitation Documents

The City reserves the right to change any part of these Instructions and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each Bidder or Proposer. A Bidder's or Proposer's failure to address the requirements of the addenda may result in the response not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date.

Addenda shall be acknowledged via the City'seProcurement Portal for the project named "PARKING

CITATION AND PERMIT MANAGEMENT SYSTEM." Project ID: 2025-RFI-0038. Bidders or Proposers can view a list of addenda released by the City by clicking on "Addenda & Notices." While drafting a response, there is a section for "Addenda Confirmation" where Bidders or Proposers must acknowledge each addenda released.

Deadline for Questions

The deadline to submit questions related to this solicitation is Thursday, February 20, 2025, prior to

11:00 am.

Questions regarding this solicitation should be submitted directly through the City's eProcurement

Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Follow these simple steps to submit your proposal electronically:

If you are already registered and need help logging in or retrieving your user information utilize the blue chat bubble visible on the lower right hand corner of the screen.

Click on the hyperlink for the City's eProcurement Portal to create your vendor profile.

Electronic Submission of Bids https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/144317/document?section=undefined https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena

Monday, February 10, 2025

All Proposers are required to submit their bid pricing electronically via the city's eProcurement Portal.

The electronic system will close submission exactly at the date and time set forth in this solicitation or as changed by addenda. In addition, your bid must be submitted via the eProcurement Portal.

Proposers are responsible for submitting and having their bid accepted before the closing time set forth in this solicitation or as changed by addenda. NOTE: It is the Proposer's sole responsibility to ensure their bid and document(s) are uploaded, transmitted, and arrive in time electronically. The City will have no responsibility for bids that do not arrive in a timely manner, no matter what the reason.

Upon closing of the Bid, Bid Results will be available on the City's eProcurement Portal.

In the case of a discrepancy between the electronic bid schedule (pricing) and any uploaded Bid schedule document or pricing, the electronic bid schedule will be the accepted bid.

Steps to Submit Your Electronic Proposal:

To submit an offer to the City, vendor must begin by clicking on the green DRAFT PROPOSAL button.

https://procurement.opengov.com/portal/pasadena/projects/144317

1. Acknowledge all Addenda

2. Accept City of Pasadena Terms and Conditions Message

3. Answer all required vendor questions.

4. Upload all required forms. Proposer may save their work and return.

5. Review your work and submit proposal when ready.

6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.

7. Proposer may withdraw their bid at any time prior to 3:00 pm on Monday, March 3, 2025.

Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.

1- Acknowledge the new addenda; and

2- Resubmit your bid through the City's eProcurement Portal.

Do Not upload a Zip File: Unzip Your Files

Note: If your files are [zipped or] in a zip folder, you may need to unzip the files before uploading. The following instructions may be helpful to do so.

https://procurement.opengov.com/portal/pasadena/projects/144317

Monday, February 10, 2025

A. Open File Explorer, and find the zipped folder.

B. To unzip the entire folder, right-click to select Extract All, and then follow the instructions.

C. To unzip a single file or folder, double-click the zipped folder to open it. Then, drag or copy the item from the zipped folder to a new location.

Vendor Registration Instructions & Customer Service information:

Click here to register onto the City's eProcurement Portal hosted by OpenGov.

If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.

Customer Service

For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.

Monday through Friday 5 am - 5 pm PST, except statutory holidays-- response time is typically less than ten minutes.

Surety2000 Instructions

If a bid bond is required, below are instructions for utilizing Surety2000 to submit an electronic bid bond.

Video Trainings:

• How a Contractor Registers with

Surety2000: https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view

• How to Create a Bond:

https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view

• How to Sign the Bond: https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-

9P/view

Bid Bond Instruction:

Bidders must provide all required information for the City to verify the bond with their bid. The bond must meet the following requirements and characteristics: Bid security in the amount of five percent

(5%) of the total bid price in the form of a redeemable or callable electronic surety bond, meeting City requirements, must accompany all bids. If the Bidder to whom the contract is awarded shall for fifteen

(15) calendar days after such award fail or neglect to enter into the contract with the required insurance documentation, submit the Construction & Demolition Waste Management Plan, and file the required https://procurement.opengov.com/portal/pasadena mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view

Monday, February 10, 2025 bonds, the City may deposit in its treasury said bid security and, under no circumstances, shall it be returned to the defaulting Bidder. Failure to return signed contract with all the attachments stated above may result in having the project awarded to the next lowest bidder.

Here is what bidders must provide to their bonding agent when trying to setup a bid bond for the City of

Pasadena: The Project ID of the solicitation on which you are bidding. Your Contractor Vendor ID which is your Federal Tax ID or it’s equivalent. Both fields are required for validation. If you are having trouble finding these ID’s, please contact Surety2000 at 1-800-660-3263 or email help@surety2000.com mailto:help@surety2000.com