CITY OF SANTA MONICA

PARKING CITATION SYSTEM

Police Department

RELEASE DATE: January 6, 2026

DEADLINE FOR QUESTIONS: January 13, 2026

RESPONSE DEADLINE: February 2, 2026, 3:00 pm

APPROVED FOR ADVERTISEMENT

City of Santa Monica

Parking Citation System

Table of Contents

1. Introduction

2. Term

3. Scope of Work

4. Questions and Answers

5. Vendor Questionnaire

6. Evaluation Criteria

7. Award Process

8. Terms & Conditions

Attachments:

A - Proposer Checklist

B - PSA Template

C - Software as a Service Template

D - Software Maintenance Agreement Template

E - IT Consultant PSA Insurance

F - Re_ Parking Citation System

G - City of Santa Monica VISA Questionnaire

Parking Citation System

1 Introduction

1.1 Summary

The City of Santa Monica, (“the City”) is inviting proposals from qualified persons or firms interested in providing a Parking Citation Issuance System for the Santa Monica Police Department.

1.2 Background

Santa Monica is a city in Los Angeles County located along the Santa Monica Bay on California’s South Coast. With a resident population of 89,922, the city experiences a significant surge in visitors during the summer and holidays, with the population rising to over 250,000. The City is 8.2 square miles with a dense urban footprint including single-family residences, multi-unit apartment complexes, a business district, hotels, 3 miles of coastline, and a municipal pier. The Santa Monica Police Department comprises 233 sworn police positions and 215 professional staff positions.

The City oversees approximately 59,700 parking spaces in total, including 47,700 on-street spaces—5,800 of which are metered—and 12,000 off-street spaces distributed across 11 parking structures and 30 public lots. Most residential areas fall under the City’s Preferential Parking Permit program.

1.3 Contact Information

Any inquiries or requests regarding this procurement should be submitted via OpenGov. Other City officers, agents, employees or representatives do not have authority to respond on behalf of the City. Contact with unauthorized City personnel during the selection process may result in disqualification.

Alejandro Mendoza Public Services Administrator 333 Olympic Drive Santa Monica, CA 90401 Email: alejandro.mendoza@santamonica.gov Phone: (310) 458-8567 Department:

Police Department

Department Head:

Ramon Batista Chief of Police mailto:alejandro.mendoza@santamonica.gov tel:(310)458-8567

Parking Citation System

1.4 Timeline

Proposal Calendar

The following is a list of key dates:

Release Project Date January 6, 2026

Question Submission Deadline January 13, 2026, 3:00pm

Question Response Deadline January 20, 2026, 3:00pm

Proposal Submission Deadline February 2, 2026, 3:00pm

2 Term

The City is inviting proposals from qualified persons or firms for a firm-fixed contract for an initial term of Five (5) years.

3 Scope of Work

The vendor shall

3.1 Scope of Work

The Santa Monica Police Department ("the Department") is soliciting proposals from qualified vendors to provide a comprehensive, reliable, and scalable Parking Citation Issuance System. The system must support the Department’s parking enforcement operations, which include issuing approximately 200,000 parking citations annually by a team of 30 dedicated Parking Enforcement Officers (PEOs), in addition to other enforcement personnel (e.g., Police Officers, Public Services Officers, etc.).

The solution must be compatible with existing hardware and capable of integrating with other enforcement technologies and City systems in use. This includes integration with:

• Payment machines for verification of payment in parking lots

• Parking permitting system

• California Department of Motor Vehicles

• Automated License Plate Readers

Collection of parking citation payments from violators will continue to be handled through the parking citation processor only (referred to hereafter as “Processor”) and is

Parking Citation System not a function of the parking citation issuance system the City is seeking. Violators that wish to appeal or contest citations will continue to do so through the existing process overseen by the Processor, and is not a function of the parking citation issuance system the City is seeking. The current Processor for the City of Santa Monica is Modaxo.

1. System Overview The proposed solution must provide a mobile citation issuance system capable of issuance of printed parking citation, real-time data exchange, enforcement task management, and seamless integration with back-office systems.

The system will serve as the primary tool for PEOs to issue parking citations in the field using iOS-based handheld devices and Zebra mobile printers.

2. Required Features and Capabilities The system must include, but not be limited to, the following components and capabilities:

a. Mobile Citation Issuance Application

• Compatible with Apple iOS devices (iPhone and iPads).

• User-friendly interface optimized for use in field conditions by parking enforcement staff.

• Ability to issue citations quickly and efficiently, with minimal input.

• Real-time data sync with central database (where connectivity is available).

• Offline functionality with automatic data sync once connectivity is restored.

• Integration with Zebra mobile printers for reliable, in-field citation printing.

• GPS tagging of citation issuance location.

b. Citation Management

• Secure storage and retrieval of citation data.

• Centralized database with robust search, reporting, and analytics capabilities.

• Chain-of-custody records for citations from issuance to resolution.

• Integration with court systems and payment processing platforms (where applicable).

• Ability to void or amend citations with proper authorization.

c. License Plate Recognition (LPR) Integration

• Seamless integration with the Department’s future Automated License Plate

Reader (ALPR) system. Currently the Department is exploring the implementation of ALPR technology to be installed on parking enforcement vehicles.

Parking Citation System

• The system shall have the ability to ingest Automatic License Plate Recognition (ALPR) data in real time to enable citation issuance for expired vehicle registration, verifying payment status, validating virtual parking permits

• Real-time notification to PEOs of ALPR hits and relevant enforcement actions.

• Real-time dashboard to view citation data

d. User and Role Management

• Admin dashboard to manage PEO users, roles, and access levels.

• Audit trail for all citation activities and system changes.

e. Reporting and Analytics

• Customizable reporting tools to generate performance metrics, issuance trends, and productivity analytics.

• Exportable reports in multiple formats (PDF, CSV, Excel).

• Dashboard views for management-level insights.

f. Maintenance and Support

• 24/7 technical support with guaranteed response times for critical issues.

• Routine system maintenance and updates.

• Onboarding and ongoing training for Department staff.

• Service Level Agreement (SLA) outlining uptime guarantees and performance expectations.

3. Integration Requirements The solution must integrate or be compatible with the following systems, either directly or via API:

• Automated License Plate Reader (ALPR) systems.

• Zebra mobile printers.

• iOS-based mobile devices (iPhones).

• Back-office citation management and payment systems.

• Virtual parking permits

4. Data Security and Compliance

• The system must comply with all relevant local, state, and federal data privacy and security regulations, including CJIS compliance if applicable.

• Data must be encrypted in transit and at rest.

• Access to citation and personal information must be controlled and auditable.

5. Deployment and Implementation The vendor must provide a detailed project plan including:

• Timeline for system deployment and testing.

• User acceptance testing (UAT).

• Training programs for end users and administrative staff.

• Go-live support and transition assistance.

6. Vendor Demonstration Vendors deemed most qualified based on initial proposal evaluations will be required to participate in a live system demonstration.

The purpose of the demonstration is to:

• Validate the functionality, usability, and responsiveness of the proposed system.

• Observe the speed and accuracy of citation issuance by a PEO in a simulated environment.

• Evaluate overall user experience and system navigation.

3.2 Vendor Requirements

Technical and Functional Requirements:

A. Application Platform: The mobile application must be natively developed for iOS devices.

Applications developed as responsive web designs will not be accepted. The Police Department is currently utilizing an iOS device. The application must support iOS 10 and higher.

B. Application Distribution: The Police Department utilizes the AirWatch Mobile Device Management (MDM) system to manage iOS devices. The Police Department recognizes that the iOS version will be available only in the Apple App Store.

C. Citation Format: The format of the existing City of Santa Monica Notice of Parking Violation (citation) is below. The citation format may change from time-to-time, proposers are encouraged to explain how this would be supported. The application must support the ability to generate citations for Zebra printers. For PEOs assigned a four-inch Zebra printer, they will be using an all-white paper stock. Therefore, the printer must generate the entire standard citation format, including the standard information that is preprinted on paper stock used on three-inch Zebra printers. For three-inch Zebra printers the back of the paper stock is already pre-printed.

D. Data Transfer to Processor: The proposed solution must support the ability to automatically generate and transfer a file containing citation data that the Processor will

Parking Citation System need to perform their responsibilities. In general, the file format should be a delimited text file with a single citation listed in each row. The data must contain all elements of the citation information issued to the violator The City may change Processors from time-to-time and therefore, the transfer and export process should support the ability to make changes as contractors change or their systems require adjustments to the format.

Proposers should provide detailed information on how the transfer process is configured, along with samples of the format(s) supported or available.

E. Multi-space Meter Integration: The proposed system must integrate with the City’s existing multi- space meters to allow PEOs to determine which spaces are valid/paid in real-time. The City’s currently installed multi-space meters are manufactured by T2.

Proposers are required to provide detailed information about integration options with the City’s existing multi-space meters and others meter systems that are supported. The City prefers that the integration support transferring of multi-space meter query results to the comments of the citation, to minimize data entry for the PEOs. Proposers are encouraged to provide details on this functionality, if supported, including screen shots or other images to depict the sequence of events when issuing a citation. The type of multi-space meters may change from time-to-time, proposers are encouraged to explain how this would be supported. Back-End System: The back-end management system for the system can be either a cloud- based or on-prem/City-hosted solution. The City prefers a cloud-based solution. However, if only on-prem is supported, proposers must provide specifications for the server(s) and/or equipment necessary to host the system within the City’s network. If a cloud-based solution is proposed, the proposer must provide information as to how the City can access the back-end database to generate custom reports using Crystal Reports and access data for export to GIS- based systems independent of any reporting or GIS-functions supported by the back-end system.

F. Citation Management System: The proposed solution must include a Citation Management System that enables authorized users to review citation issuance information, generate statistical and analytical reports and manage the various administrative functions of the system. Proposers should provide a listing of pre-defined reports and/or samples of the reports offered by the Citation Management System.

Proposers should provide details on any GIS and/or mapping supported by the Citation Management System. All authentication to the Citation Management System must be integrated with the City’s Active Directory environment. If the system is cloud-based, ADFS 2.0 or higher must be supported for federation. The Citation Management System must be a browser-based system that is supported by all major browsers including but not limited to Chrome, Edge, Firefox and Safari, without the need for any plugins such as Java, Silverlight or Flash.

G. Citation Fields: The issuance application must support the ability to capture the following fields for each citation, with validation of data elements when possible – such as no more than 7 digits for a California license plate or 17 characters for any VIN::

1. License Plate Proposers should specify if any type of automatic recognition is supported.

Parking Citation System

2. VIN. Proposers should specify if the VIN barcode can be scanned using the issuance device. NOTE: The two Panasonic devices used by the Police Department support scanning.

3. License Plate Registration Month and Year tabs.

4. License Plate State.

5. Vehicle Make, Body Style, Color

6. Violation section. The violation fine must pre-populate based on the violation section.

7. Location of violation. Proposers should specify options for geo-data being loaded into the system and application to minimize data entry errors and ensure efficient data entry. For example, block n 0\face data, intersection data, shape files, etc. The location of the violation may include any or all of the following – Alias/Commonplace name, Street, Block, Meter Number, Descriptor.

8. Comments: Proposers should specify if they support comments that could be included on the citation (external comments) and comments that would be for use by the City and Police Department only (internal comments). Proposers should specify if a listing of pre- populated external and/or internal comments is supported.

H. Issuance Process: Proposers should provide a detailed explanation and depiction of the citation issuance process including any screen shots and/or images that clearly depict the step-by-step process for issuance of a parking citation.

I. Quick-Ticket Issuance: The City prefers that the issuance system default - successive citations with the location, violation, and comments, as the previous citation. The City also prefers the issuance system support the option to select a “Quick Ticket” option, which defaults the location and vehicle descriptors as the previous citation. The intent is to minimize the data entry process for the PEOs by transferring the non-vehicle specific information to the next citation.

J. Parking Permit Integration: The City’s Processor can provide a text file that contains basic permit information, including the permit number, the corresponding license plate, the validity of the permit and residential address of the permit holder. The City prefers that the issuance support the ability to automatically upload the file to the back-end system, and distribute it to the issuance application so that PEOs can query permits.

K. Citation Voiding: The system must support the ability for the PEO to void a citation from the application before the citation data is uploaded to the back-end system for transfer to the processor. Upon voiding the citation, the PEO must be prompted to enter a reason for the void and cannot void the citation without entering a reason. Proposers should specify if the system supports the ability for the Police Department to define a list of approved reasons and/or support free-form comments entered by the PEO.

L. Citation Upload: The system must support the ability to allow the PEO to upload completed citations (issued or voided) from the iOS device wirelessly. For purposes of this requirement, the City is responsible for all network connectivity either to the vendor’s cloud- based back-end system or the on-premise system hosted by the City. The PEO must have the ability to upload citation data at any time and must have the ability to do so multiples throughout their shift, if desired.

Parking Citation System

M. Drive-Away Citations: The system must support the ability for the PEO to flag a citation as a ‘Drive-Away’ citation – meaning that the violator drove away from the location prior to the PEO placing the ticket on the violator’s vehicle.

N. Citation Warnings: The system must support the ability for the PEO to issue a citation warning. The citation warning is exactly like a citation, except that in the fine amount box it will read WARNING and will not have a due date. These warning citations will be uploading to the back-end system. The City prefers that the system alert the officer if the license plate has been issued a previous warning for the same violation.

O. Time Limit Zone Enforcement: The City prefers a solution that supports the ability to enforce time limit zones with automated warnings to the parking enforcement officer that the time limit has expired. Where possible, GPS and digital images should be supported and used with the enforcement process. Proposers are encouraged to provide as much detail as possible about how this functionality is supported, including screen shots and/or images that depict the step-by-step process, what information is transferred to the citation automatically, etc.

P. Violation Images: The application must support the ability to capture up to 6 images per violation using the camera built into the iOS device. The images must transfer to the Citation Management System. Proposers should specify if transfer of the images along with the citation information to the Processor is supported and provide details about the file format options available.

Q. Hot Lists: The City prefers a system that supports the ability to warn PEOs when citations are being issued to vehicles on any number of lists such as scofflaw, stolen vehicles, wanted vehicles, etc. The hot lists may come from various sources, including the State of California for stolen and wanted vehicles, or private contractors, such as the Processor, for scofflaw. Proposers should provide information on how the lists can be automatically uploaded to the back-end system and pushed to the issuance device, if supported.

R. Vendor will provide a demonstration of Citation Device

EXAMPLE OF PARKING CITATIONS

Example of current preprinted paper Stock – Front and Back

4 Questions and Answers

Vendor Queries Due Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal.

One question per submittal. (This does not mean one question per vendor.) Submittals containing multiple questions will not be answered.

5 Vendor Questionnaire

5.1 Proposal

5.1.1 Letter of Transmittal*

Please upload your letter of Transmittal as a PDF here. Make sure to include the following items.

A. Identify the submitting organization;

B. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized by the organization to contractually obligate the organization;

C. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized to negotiate the contract on behalf of the organization;

D. Identify the names, titles, telephone and fax numbers, and e-mail addresses of persons to be contacted for clarification;

E. Be signed by the person authorized to contractually obligate the organization;

F. Acknowledge receipt of any and all amendments to this RFP.

*Response required

5.1.2 Qualifications*

Provide a brief summary of your company’s history, its capabilities, and its recent relevant experience (last five years). Also, describe your demonstrated experience with similar projects and qualification including professional licenses and certifications.

*Response required

Parking Citation System

5.1.3 Key Personnel*

Describe the project team composition and include resumes of key personnel. Proposed members should be available for the duration of the contract. The City must be promptly notified of any changes in key personnel prior to award.

*Response required

5.1.4 References*

List a minimum of three (3) references for whom comparable services were provided to in the last five (5) years. Include the name of the firm, name of the contact, telephone number of the contact, email address of contact (if available), brief description of the services provided and your firm’s role, and the start and completion date.

*Response required

5.1.5 What is the proposed application distribution?*

*Response required

5.1.6 Describe how adaptable the proposed format is as to incorporate changes.*

*Response required

5.1.7 Upload a copy of proposed citation or a citation that can be generated that as close as possible, resembles the format presently used (see section 2.2).*

*Response required

5.1.8 Provide detailed information on how the transfer process is configured, along with samples of the format(s) supported or available.*

*Response required

5.1.9 Provide detailed information about integration options with the City’s existing multi-space meters and others meter systems that are supported.*

*Response required

5.1.10 Provide a listing of pre-defined reports and/or samples of the reports offered by the proposed Citation Management System.*

Provide a listing of pre-defined reports and/or samples of the reports offered by the proposed Citation Management System.

*Response required

5.1.11 Provide details on any GIS and/or mapping supported by the proposed Citation Management System.*

Parking Citation System

5.1.12 Proposers should specify options for geo-data being loaded into the system and application to minimize data entry errors and ensure efficient data entry.*

*Response required

5.1.13 Proposers should specify if they support comments that could be included on the citation (external comments) and comments that would be for use by the City and Police Department only (internal comments). *

*Response required

5.1.14 Proposers should specify if a listing of pre-populated external and/or internal comments is supported.*

*Response required

5.1.15 Provide a detailed explanation and depiction of the citation issuance process including any screen shots and/or images that clearly depict the step-by-step process for issuance of a parking citation.*

*Response required

5.1.16 Is a "Quick Ticket" an option with the proposed system?* ☐ Yes

☐ No

*Response required

5.1.17 Does the proposed system offer Parking Permit Integration?* ☐ Yes

☐ No

*Response required

5.1.18 Specify if the proposed system supports the ability for the Police Department to define a list of approved reasons and/or support free-form comments entered by the PEO.*

*Response required

5.1.19 Does the system support the ability to allow the PEO to upload completed citations?*

☐ Yes

☐ No

Parking Citation System

5.1.20 Does the proposed system support the ability for the PEO to flag a citation as a ‘Drive-Away’ citation?*

☐ Yes

☐ No

*Response required

5.1.21 Does the proposed system support the ability for the PEO to issue a citation warning*

☐ Yes

☐ No

*Response required

5.1.22 Time Limit Zone Enforcement*

Provide as much detail as possible about how this functionality is supported, including screen shots and/or images that depict the step-by-step process, what information is transferred to the citation automatically, etc.

*Response required

5.1.23 Provide information on how the "Hot" lists can be automatically uploaded to the back-end system and pushed to the issuance device, if supported.*

*Response required

5.1.24 Does the proposed system allow for ALPR intefration?*

☐ Yes

☐ No

*Response required

5.1.25 Specify if transfer of the images along with the citation information to the Processor is supported and provide details about the file format options available.*

*Response required

5.1.26 Please provide an overview of your parking citation

management system. Include the primary features and functionalities of the system.*

*Response required

5.1.27 Is the citation application compatible with IOS platform?* ☐ Yes

☐ No

Parking Citation System

5.1.28 Please describe if the proposed system supports citation issuance with the use of automated license plate readers (ALPR)?

If so, please describe how the system integrates with ALPR.

Include agencies or organizations that may currently be utilizing your system for parking enforcement with integrated ALPR. *

*Response required

5.1.29 Cost Proposal*

Provide a proposed total fee outlining the proposal and identify the hourly fee schedule for all personnel to be involved in the project. The hourly rates should include fringe benefits, indirect costs and profit. The Consultant should also indicate what percentage of the scope of work is expected to be completed by each individual or pay classification included in fee proposal. Additionally, if applicable, a schedule of reimbursable expenses should be included.

*Response required

5.2 Other Required Responses

5.2.1 Business License Requirements

WHO NEEDS A BUSINESS LICENSE?

1. Is this vendor physically located in the City of Santa Monica?

Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below)

No (Continue to the next question)

2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?

Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below)

No(STOP, no license needed)

ADDITIONAL REQUIREMENTS:

If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).

The business license documentation is only required from the successful Proposer.

Parking Citation System

5.2.2 Notice Regarding Disclosure of Contents of Documents*

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. 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 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.

☐ Please confirm

*Response required

5.2.3 Oaks Initiative*

CITY OF SANTA MONICA OAKS INITIATIVE NOTICE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING

DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY

OF SANTA MONICA

Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.

This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.

All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.

In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by

Parking Citation System an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.

• OAKS_INITIATIVE_FORM.pdf

• OAKS_INITIATIVE_FORM_-_Exam...

*Response required

5.2.4 Living Wage Ordinance Certification*

CITY OF SANTA MONICA LIVING WAGE ORDINANCE

Certification for Providers of Services to the City of Santa Monica (Fiscal Year 25/26 – July 1,2025 through June 30, 2026)

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY

OF SANTA MONICA IN EXCESS OF $54,200

The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $22.50 for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.

An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.

The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.

Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.

Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.

Please direct any questions to:

City of Santa Monica Finance Department Attention: Living Wage Compliance Section 1685 Main Street, Mail Stop 09 Santa Monica, CA 90401 https://government-project.s3.us-west-2.amazonaws.com/47043/abd14927-fc28-4c52-b1d3-483bf17bebad_OAKS_INITIATIVE_FORM.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4LAQLAUQJ%2F20260106%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260106T230001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEJ7%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQCMbACqe%2BbnspgEeULRb5gQkTXwuUN%2BFLO1YMpGtU4ArgIgf1YFzI8VUc%2B%2B%2BhxGYQDK7w4bjAFR1t8jr0RKgL9rD4YqjAUIZxACGgw4OTIzNjQ2ODc2NzIiDBjET1BGyHJ5XSf0rirpBP3lpMrxKWDrL7JwZX1LmadG8IuJ19vDOwcJ0qzrB5ygidoXtj9Djd8jGgwl86Hxv%2FubXmjGdAr0V7%2BQyJYZECWGaS0lDwnP9AKY5uHfNFxbdvPNEFAmH9F%2BB5npQ4MsJ9cUrbGoY3rkurBrbO6%2FMF%2FdSSvV6oJuFA%2Bak644c%2Bgujsfved5w0b7YnbmLb26bEkAmTVU9l8Vn5o%2FALofZite75dXmY2QQyDI9fJkitJE76%2BdQMxjIfy3he63VxdX%2Fgcu0uZduZEsyQeVxIKZVTlNWsETcjn6jDJgZJrkwZJwEgQ6F9PLV3vtmS9MnP2EeqF32TqPGkKeXmiglW25JhzK1LEhmpKTy4lwzUEzWrQnAyea17RkC%2Fd1UMIgECqpmxTov8bljP3vTcjDfD0qjlTZDW4jvvf0%2FIHB9dcHxh%2B419gVlyJZOVsjsTxOGj%2B3s0CNdOebvVaAh9%2FBLwUl%2BvsT6%2FIMjpzjd0UTZW8TeoT1N1BnY772TN%2Fga0Kh9qdzwFsPR2Wtmu1OHxUIhk%2BIG8tehn0iyCnbzQug4E%2BNs8EjJ4emXB5yS3OuTUmjXhFkJlpJow3UzoqA73zeyMpU%2BfBwg1thyhRjOj8uCTJIxT2oOu0Uql3M5BYCB0gH7HUSAA8f9hpguR%2FajNMWBwrE6K6MdY4GLf8He1V5zcsXpYrGX1RTiE1zx%2BTuzjjo%2FCFfRThyS65nvFLxhZiaM64YXel4KGl252pYlHPvx0ueDPEyGyYeQpPmqq1Ms70PvBwmP0pJwHqdxgYj7lncAGnx4eP48WkjiQ6h4sxv6ur%2FI0%2FhQ%2BBRh7pPijjBmMOb%2F9coGOpkBjTALtpTw9DWWu9TlmndhEWz1qYbWLjQw3v3uRantjkyj2RQ4FzXR1EDlsg6PHaKyxDoc656TqF%2FounIvWQxnVPGNC7cqwQ9djKtReSZNkW3eAtH1C5314i%2Fn0eza00ZWzrphaXvICWCr8%2BK4Znlt0lux1mOEZuwpOs%2BnXWdSLitv7N3uokLEkqyxk6GJHBMo2TdyExZJW5he&X-Amz-Signature=8054bfe4e93a50cd481b1d98646412d954daeace5976964f54e709b5dfa5d041&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22OAKS_INITIATIVE_FORM.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/47043/3200d340-ceaf-43f6-8fdb-0244a0434690_OAKS_INITIATIVE_FORM_-_Example_revised_06.07.23.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4LAQLAUQJ%2F20260106%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260106T230001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEJ7%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQCMbACqe%2BbnspgEeULRb5gQkTXwuUN%2BFLO1YMpGtU4ArgIgf1YFzI8VUc%2B%2B%2BhxGYQDK7w4bjAFR1t8jr0RKgL9rD4YqjAUIZxACGgw4OTIzNjQ2ODc2NzIiDBjET1BGyHJ5XSf0rirpBP3lpMrxKWDrL7JwZX1LmadG8IuJ19vDOwcJ0qzrB5ygidoXtj9Djd8jGgwl86Hxv%2FubXmjGdAr0V7%2BQyJYZECWGaS0lDwnP9AKY5uHfNFxbdvPNEFAmH9F%2BB5npQ4MsJ9cUrbGoY3rkurBrbO6%2FMF%2FdSSvV6oJuFA%2Bak644c%2Bgujsfved5w0b7YnbmLb26bEkAmTVU9l8Vn5o%2FALofZite75dXmY2QQyDI9fJkitJE76%2BdQMxjIfy3he63VxdX%2Fgcu0uZduZEsyQeVxIKZVTlNWsETcjn6jDJgZJrkwZJwEgQ6F9PLV3vtmS9MnP2EeqF32TqPGkKeXmiglW25JhzK1LEhmpKTy4lwzUEzWrQnAyea17RkC%2Fd1UMIgECqpmxTov8bljP3vTcjDfD0qjlTZDW4jvvf0%2FIHB9dcHxh%2B419gVlyJZOVsjsTxOGj%2B3s0CNdOebvVaAh9%2FBLwUl%2BvsT6%2FIMjpzjd0UTZW8TeoT1N1BnY772TN%2Fga0Kh9qdzwFsPR2Wtmu1OHxUIhk%2BIG8tehn0iyCnbzQug4E%2BNs8EjJ4emXB5yS3OuTUmjXhFkJlpJow3UzoqA73zeyMpU%2BfBwg1thyhRjOj8uCTJIxT2oOu0Uql3M5BYCB0gH7HUSAA8f9hpguR%2FajNMWBwrE6K6MdY4GLf8He1V5zcsXpYrGX1RTiE1zx%2BTuzjjo%2FCFfRThyS65nvFLxhZiaM64YXel4KGl252pYlHPvx0ueDPEyGyYeQpPmqq1Ms70PvBwmP0pJwHqdxgYj7lncAGnx4eP48WkjiQ6h4sxv6ur%2FI0%2FhQ%2BBRh7pPijjBmMOb%2F9coGOpkBjTALtpTw9DWWu9TlmndhEWz1qYbWLjQw3v3uRantjkyj2RQ4FzXR1EDlsg6PHaKyxDoc656TqF%2FounIvWQxnVPGNC7cqwQ9djKtReSZNkW3eAtH1C5314i%2Fn0eza00ZWzrphaXvICWCr8%2BK4Znlt0lux1mOEZuwpOs%2BnXWdSLitv7N3uokLEkqyxk6GJHBMo2TdyExZJW5he&X-Amz-Signature=484b59d047b5d3fe87aa0f6ce1b4dc142f8a790b24c492524aabfde8fd1e6e3c&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22OAKS_INITIATIVE_FORM_-_Example_revised_06.07.23.pdf%22&x-id=GetObject

Parking Citation System

You can also contact staff regarding living wage ordinance questions by e-mail at finance.mailbox@smgov.net or by phone 310-458-8281.

• FY25-26_Living_Wage_Certifi...

*Response required

5.2.5 Certificate of Compliance*

Please upload your completed Certificate of Compliance document here.

• Certification_of_Compliance...

*Response required

5.2.6 Non-Discrimination Policy, Debarment Certification & Non- Collusion Declaration*

Please download the below documents, complete, and upload.

• Proposal_Forms_(10).pdf

*Response required

5.2.7 Levine Act Disclosure Form*

Please download the below documents, complete, and upload.

• Levine_Act_Disclosure_Form.pdf

• Disclosure_Form_cover_memo.pdf

*Response required

6 Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Work Plans Up to 15 points may be awarded for quality and thoroughness of the project work plan.

Evaluations will be based on how quickly vendors will be able to deliver a citation management system, which includes integration with the City's processor (Modaxo)

Points Based 15 (15% of Total)

2. Value Add/Breadth of Service Up to 10 points may be awarded based on proposer's ability to provide insights, industry best practices, and technical training.

Points Based 10 (10% of Total) https://government-project.s3.us-west-2.amazonaws.com/159241/0c635681-9af6-4a26-8a67-84428274091d_FY25-26_Living_Wage_Certification_Fillable_6-3-25.pdf 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Parking Citation System

3. Project Team Up to 10 points may be awarded based on the contractor’s relevant experience of key personnel and ability to demonstrate management of similar parking enforcement technology projects effectively.

Points Based 10 (10% of Total)

4. Experience Up to 15 points may be awarded upon an evaluation of proposer’s level of previous project experience and complexity. This includes level of experience having provided a citation management system to other parking enforcement providers and integrated with other related parking technologies mentioned in the scope of practice.

Points Based 15 (15% of Total)

5. Cost Up to 20 points may be awarded based on comprehensive cost structure and cost control performance.

Points Based 20 (20% of Total)

6. Quality of Work/Technical Capabilities Up to 15 points may be awarded based upon experience with similar projects, and the quality of responses to questions.

Proposers should provide references and examples of previous project quality control.

Points Based 15 (15% of Total)

7. System Usability Up to 10 points may be awarded based on the user interface design, ease of use, accessibility, adaptability for different user roles (officers, administrators, finance), and how quickly a PEO can write and issue a citation in real-world field conditions, including mobile device responsiveness and data input automation.

Points Based 10 (10% of Total)

8. Security and Data Privacy Up to 5 points may be awarded based upon contractor's robustness of the system's security measures to protect citizen data and ensure compliance with privacy laws.

Points Based 5 (5% of Total)

7 Award Process

7.1 Selection

The City of Santa Monica, through either the City Council or the City Manager (or his designee) has the sole authority to select the consulting firm and reserves the right to

Parking Citation System reject any and all proposals. The City reserves the right to approve or reject all sub-consultants and engineers proposed to be retained by the prime consultant. Upon signing of the agreement, no change in proposed personnel or sub-consultants can be made without the City’s review and written authorization.

By submitting a response to this RFP, prospective consultants waive the right to protest after award or seek any legal remedies whatsoever regarding any aspect of this RFP.

The City reserves the right to select any number of finalists. In addition, the City reserves the right to issue written notice to all prospective consultants of any changes in the RFP terms or proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary.

The City reserves the right to request additional information from any proposing consultant and to reject any and all proposals. All original work products, including computer files, shall remain the property of the City.

The City reserves the right to retain an expert to evaluate the proposing consultant’s work or qualifications at all stages in the selection process. Additionally, any contract entered into will be subject to termination at any stage if in the judgment of the City, such termination is in the best interest of the City. In the event such decision is made, appropriate written notice would be given before any termination and the consultant would be compensated on a pro-rata basis for work performed.

The responsible proposer whose proposal is the most advantageous to the City, taking to consideration all the evaluation factors will be recommended for the contract award.

Notwithstanding the Evaluation Team’s selection, the City reserves the right to award this RFP and the resultant Contract in any manner it deems to be in the best interest of the City and make the selection based on its sole discretion. The City is the sole and exclusive judge of quality and compliance with proposal specifications in any of the matters pertaining to this RFP.

7.2 Contract Award and Execution

Selection of a proposer with whom the City enters into contract negotiations with, or a recommendation of an award by the Evaluation Committee or any other party, does not constitute an award of Contract. Once the City formally awards the contract, the successful consultant will be notified to enter into an agreement. If the selected consultant does not enter into the agreement, the City will begin negotiations with the second highest ranking proposing consultant.

Please review all contract forms prior to submitting a proposal. The City of Santa Monica intends to use these forms as the baseline agreements with the successful consultant. The City will not entertain proposals to make material changes to the contract form once the project has been awarded. If you wish to request changes to the contracting forms, you must do so during the proposal process. In addition, the City requires compliance with several other policies and ordinances, proposing consultants will need to complete these Exhibits and submit with their Proposal.

Parking Citation System

The RFP document and the successful proposal response, as amended by agreement between the City of Santa Monica and the successful consultant, will become part of the contract documents. Additionally, the City of Santa Monica may verify the successful consultant’s representations that appear in the proposal.