RFP- 25 - 219

PARKING SERVICES, PAY-BY-CONNECTED DEVICE

City of St. Petersburg

P.O. Box 2842

St. Petersburg, FL 33731

RELEASE DATE: July 2, 2025

DEADLINE FOR QUESTIONS: July 22, 2025

RESPONSE DEADLINE: July 29, 2025, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of St. Petersburg

Parking Services, Pay-by-Connected Device

I. Introduction

II. Solicitation Information

III. Evaluation Criteria

IV. Vendor Questionnaire

V. Scope of Work

VI. General Terms

VII. Insurance

Attachments:

A - Appendix A - Pricing Summary

B - Appendix B - Proposal Requirements

C - Technology Purchase Agreement (00816316)

#RFP- 25 - 219

Title: Parking Services, Pay-by-Connected Device

1. Introduction

1.1. Summary

The City of St. Petersburg is soliciting proposals from qualified firms to provide Pay-by-Connected

Device for on-street and off-street paid parking to the general public of the city of St. Petersburg ("City").

The City desires a hosted Software as a Services (SaaS) solution where the Contractor shall provide all equipment, labor, facilities, tools, software applications, secure internet access website for consumers, hosting services, credit card payment processing, and customer instructional signage/stickers for provision of pay by connected device services.

Additionally, Contractor shall provide to the City training on the use of its software, any electronic mechanism by which payments can be verified and enforced, technical support services and marketing of the program to potential pay by connected device consumers.

1.2. Background

The city has utilized a pay by cell and smart phone app for the past 10 years and plans on continuing to offer a pay by connected device option as an alternative to paying for parking with coins. The pay by connected device option allows a motorist who does not have change for the meter to initially pay for, and/or increase parking time with a phone and a credit card or other alternate payment. Registered customers must receive a call or text message at least 15 minutes prior to when their time is about to expire.

This program includes approximately 1,850 on-street metered spaces in the downtown area of St.

Petersburg and may be expanded to additional on or off-street spaces at the City's discretion.

1.3. Contact Information

Lawanda Barber Procurement Analyst One 4th Street North 5th Floor St. Petersburg, FL 33701 Email: lawanda.barber@stpete.org Phone: (727) 893-7030

Department:

Transportation & Parking

1.4. Timeline

*Timeline is subject to change

Solicitation Published July 2, 2025 mailto:lawanda.barber@stpete.org tel:(727)893-7030

Pre-Proposal Meeting (Non-Mandatory) July 8, 2025, 11:30am

Online via Microsoft Teams - Meeting link:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlODI5Y2MtZTRhNi00Nz k5LWI0ZjUtNWVmZjQ2NTJkYWU5%40thread.v

2/0?context=%7b%22Tid%22%3a%22f3fe0c77-

92ef-4eea-a024-

3f1a4f814e08%22%2c%22Oid%22%3a%22a6292e e6-cf57-41f2-9c2d-9331e2baf447%22%7d

Deadline for Questions July 22, 2025, 3:00pm

Deadline for Question Response July 23, 2025, 3:00pm

Deadline for Submittals July 29, 2025, 3:00pm

Evaluation/Shortlisting August 11, 2025, 9:00am

Municipal Services Center One 4th Street North, Conference Room 800 St. Petersburg, FL 33701

Anticipated Recommendation of Award to

City Council

September 25, 2025 https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlODI5Y2MtZTRhNi00Nzk5LWI0ZjUtNWVmZjQ2NTJkYWU5%40thread.v2/0?context=%7b%22Tid%22%3a%22f3fe0c77-92ef-4eea-a024-3f1a4f814e08%22%2c%22Oid%22%3a%22a6292ee6-cf57-41f2-9c2d-9331e2baf447%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlODI5Y2MtZTRhNi00Nzk5LWI0ZjUtNWVmZjQ2NTJkYWU5%40thread.v2/0?context=%7b%22Tid%22%3a%22f3fe0c77-92ef-4eea-a024-3f1a4f814e08%22%2c%22Oid%22%3a%22a6292ee6-cf57-41f2-9c2d-9331e2baf447%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlODI5Y2MtZTRhNi00Nzk5LWI0ZjUtNWVmZjQ2NTJkYWU5%40thread.v2/0?context=%7b%22Tid%22%3a%22f3fe0c77-92ef-4eea-a024-3f1a4f814e08%22%2c%22Oid%22%3a%22a6292ee6-cf57-41f2-9c2d-9331e2baf447%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlODI5Y2MtZTRhNi00Nzk5LWI0ZjUtNWVmZjQ2NTJkYWU5%40thread.v2/0?context=%7b%22Tid%22%3a%22f3fe0c77-92ef-4eea-a024-3f1a4f814e08%22%2c%22Oid%22%3a%22a6292ee6-cf57-41f2-9c2d-9331e2baf447%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlODI5Y2MtZTRhNi00Nzk5LWI0ZjUtNWVmZjQ2NTJkYWU5%40thread.v2/0?context=%7b%22Tid%22%3a%22f3fe0c77-92ef-4eea-a024-3f1a4f814e08%22%2c%22Oid%22%3a%22a6292ee6-cf57-41f2-9c2d-9331e2baf447%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlODI5Y2MtZTRhNi00Nzk5LWI0ZjUtNWVmZjQ2NTJkYWU5%40thread.v2/0?context=%7b%22Tid%22%3a%22f3fe0c77-92ef-4eea-a024-3f1a4f814e08%22%2c%22Oid%22%3a%22a6292ee6-cf57-41f2-9c2d-9331e2baf447%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDFlODI5Y2MtZTRhNi00Nzk5LWI0ZjUtNWVmZjQ2NTJkYWU5%40thread.v2/0?context=%7b%22Tid%22%3a%22f3fe0c77-92ef-4eea-a024-3f1a4f814e08%22%2c%22Oid%22%3a%22a6292ee6-cf57-41f2-9c2d-9331e2baf447%22%7d

2. Solicitation Information

2.1. Submission or Receipt of Proposal

Proposals will be received through the City’s online bidding system no later than 3:00 pm on Tuesday, July 29, 2025.

2.2. Standard for Award

The City will award to one vendor whose proposal is determined in writing to be the most advantageous to the City, taking into consideration the price and the evaluation criteria set forth in this solicitation. All awards are contingent on the Vendor meeting the minimum qualifications outlined in this solicitation.

The City reserves the right, at any time, to evaluate more vendors for inclusion on the list of approved vendors. All Vendors must meet the minimum qualifications outlined in this solicitation.

2.3. Selection Process

A. Short-Listing. Where there are multiple responsive proposals to the solicitation, a short-listing of two or more Vendors may be made. Negotiations as outlined in City Code Section 2-193 (g) will begin with the selected Vendors on the short-list. If there is only one responsive proposal, negotiations may proceed with a single Vendor.

B. Negotiations. The City may conduct discussions (negotiations) with short-listed Vendors to clarify and understand proposals and to provide responses to post-proposal opening and modifications to the solicitation specifications that are in the best interest of the City and that do not significantly change the scope or purpose of the project for which the solicitation was issued

(“negotiation subjects”). During the negotiation process, short-listed Vendors will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals related to negotiation subjects for the purpose of preparing their best and final offer which may be requested and received by the City prior to the conclusion of the negotiation process. If modifications are made as a result of these discussions, they will be put in writing. Following discussions, the City may set a time and date for the best and final offers from those Offerors with whom discussions were held. Proposals may be reevaluated after receipt of the best and final offers.

C. Award without Discussion. The City may award the Agreement on the basis of initial proposals received, without discussions. Therefore, each initial proposal should contain the Vendor’s best terms in relation to all relevant evaluation criteria.

2.4. Submittal Requirements

Please see attachment: Appendix B - Proposal Requirements https://procurement.opengov.com/portal/stpete/projects/167962

3. Evaluation Criteria

Proposals will be evaluated based solely on the following evaluation criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Team (5%)

Describe the team that will be working to complete the Scope of Services, including position titles and roles of the individuals assigned to those roles. Provide the breakdown of time on- versus off-site and the notice required to have staff available for on-site consultation.

Provide organization chart showing: (a) reporting relationships and responsibilities of the offeror and any other firms. (b) reporting relationships and responsibilities of all key personnel (along with their firm affiliations).

0-10 Points 5 (5% of Total)

2. Key Personnel and Resumes (5%)

Provide resumes for all key personnel in the

RFP, including the offeror’s project manager, at least one substitute manager.

0-10 Points 5 (5% of Total)

3. Experience (10%)

The proposal must describe the performance history and experience of the project team on similar projects.

0-10 Points 10 (10% of Total)

4. Past Project Experience and References

(10%)

The offeror should identify past project experience similar to services identified in this

RFP. Experience included must be limited to projects completed within the past three (3) years.

0-10 Points 10 (10% of Total)

5. Project Approach / Proposal (35%)

Describe the plan and process for performing the scope of work and meeting the technical requirements. If subcontractors are contemplated, a description of these persons or firms and the portions and monetary percentage of the work to be done by them. Provide a brief overview of your implementation plan.

0-10 Points 35 (35% of Total)

6. Pricing Summary (20%)

Each offeror shall submit a completed copy of the pricing summary (See Appendix A: Pricing

Summary) and propose a minimum payment to the City.

0-10 Points 20 (20% of Total)

7. Acceptance of The Technology Purchase

Base Agreement (9%)

In this section, list any exceptions taken to the attached Technology Purchase Base Agreement or other requirements listed in this solicitation.

You must reference the Technology Purchase

Base Agreement section where exception is taken, a description of the exception, and the proposed alternative, if any. The Technology

Purchase Base Agreement and all terms, conditions, specifications and other requirements of this solicitation shall be deemed accepted by the offeror unless excepted to in accordance with this section.

0-10 Points 9 (9% of Total)

8. Is Contractor a City of St. Petersburg certified Small Business Enterprise (SBE)

(2%)

Is Contractor a City of St. Petersburg certified

Small Business Enterprise (SBE) (2%)

0-10 Points 2 (2% of Total)

9. Is Contractor a City of St. Petersburg certified Minority Owned Business

Enterprise (MBE) (2%)?

Is Contractor a City of St. Petersburg certified

Minority Owned Business Enterprise (MBE)

(2%)?

0-10 Points 2 (2% of Total)

10. Is Contractor a City of St. Petersburg certified Women Owned Business Enterprise

(WBE) (2%)?

Is Contractor a City of St. Petersburg certified

Women Owned Business Enterprise (WBE)

(2%)?

0-10 Points 2 (2% of Total)

4. Vendor Questionnaire

4.1. General Information

4.1.1. Is the Vendor registered with the Florida Department of State, Division of

Corporations (Sunbiz) in accordance with Florida Statute §607.1501?* ☐ Yes

☐ No

*Response required

4.1.2. Is the Vendor a City of St. Petersburg certified SBE? * If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.

☐ Yes

☐ No

*Response required

4.1.3. Is the Vendor a City of St. Petersburg certified MWBE? * If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.

☐ Yes

☐ No

*Response required

4.1.4. Address for Headquarters location.*

*Response required

4.1.5. Address of office providing service, if different than above.

4.1.6. Contact Information for Contact Person.*

This person must be capable of committing the company to an agreement with the City.

• Name

• Title

• Phone

• Email

*Response required

4.1.7. Description of nature of company’s business.*

*Response required

4.1.8. Year the Company was Founded.*

*Response required

4.1.9. Number of years company has operated under the current name.* mailto:osd@spete.org mailto:osd@spete.org

*Response required

4.1.10. Number of years company has been in the present business.* *Response required

4.1.11. Company’s bank of record.*

*Response required

4.1.12. Describe any litigation that the vendor has been a party to in the last five years where it was alleged that the offeror breached a contract for similar services with a client/customer and describe any contracts for similar services that the vendor failed to complete for similar services. Describe the facts and status of any such litigation or contract. * Type N/A if not applicable.

*Response required

4.1.13. Identify any government entity that has debarred or otherwise prohibited the vendor from responding to its competitive solicitations within the last five years. Describe the circumstances surrounding such debarment or other prohibition. * Type N/A if not applicable.

*Response required

4.1.14. The vendor acknowledges that it has read, understands and will comply with

Florida Statute §448.095 pertaining to required use of the U.S. Department of

Homeland Security E-Verify system. Should the City terminate the contract with the vendor for violation of §448.095, vendor may not be awarded a contract with the City for at least one year.* ☐ Please confirm

*Response required

4.1.15. The vendor acknowledges that its solicitation response is subject to Public

Records laws (Chapter 119, Florida Statutes).* ☐ Please confirm

*Response required

4.1.16. Will vendor allow other agencies to piggyback the contract if awarded?* ☐ Yes

☐ No

*Response required

4.1.17. The vendor hereby makes all certifications required by Florida Statute

§287.135 related to scrutinized companies.* ☐ Yes

☐ No

4.1.18. Is vendor required to provide any disclosures to the City regarding a foreign country of concern pursuant to Florida Statutes §286.101 (3)(a)? * ☐ Yes

☐ No

*Response required

4.1.19. If YES, please provide the disclosure(s) in accordance with the requirements of

Florida Statute §286.101 (3)(a).

4.1.20. The vendor certifies that it takes no exceptions to the terms and conditions of the Technology Purchase Base Agreement.* ☐ Yes

☐ No

*Response required

4.1.21. If exceptions are taken, specify in space below.

4.1.22. Has the vendor identified any trade secrets or confidential information in its solicitation response?* ☐ Yes

☐ No

*Response required

4.1.23. If yes to the above question, please upload your redacted proposal here.

4.1.24. Please upload your proposal*

*Response required

4.1.25. Please upload your Appendix A, Pricing Summary.*

*Response required

4.1.26. Please upload your firm's Payment Card Industry (PCI) Certification.* *Response required

4.1.27. I currently have the required insurance coverage as specified in the solicitation and will be able to provide a Certificate of Insurance if awarded. * ☐ Please confirm

5. Scope of Work

5.1. Intent

The City of St. Petersburg is soliciting proposals from qualified firms to provide Pay by Connected

Device for on-street and off-street paid parking to the general public of the City of St. Petersburg ("City").

The City desires a hosted Software as a Services (SaaS) solution where the Contractor shall provide all equipment, labor, facilities, tools, software applications, secure internet access website for consumers, hosting services, credit card payment processing, and customer instructional signage/stickers for provision of pay by connected device services.

Additionally, Contractor shall provide to the City training on the use of its software, any electronic mechanism by which payments can be verified and enforced, technical support services and marketing of the program to potential pay by connected device consumers.

5.2. Contract Term

The initial term of agreement will be for (3) three years with (2) two, (3) three-year renewal periods by mutual agreement of the parties.

5.3. Estimated Parking Transactions

There has been an average of 1.5 million transactions per year generated via pay by phone.

5.4. Minimum Qualifications

At a minimum, Contractor must meet the following minimum qualifications:

A. Have been in the business of providing pay by connected device services as described herein for a minimum of (3) three years.

B. Provide evidence of financial stability and viability to fulfill the commitments of this Agreement, if requested.

C. Have the ability to obtain the minimum insurance requirements set forth in the Attachment C, Technology Purchase Agreement and shall, upon request, provide the City with proof of coverage on a certificate of insurance standard ACCORD form.

D. Own or have immediate access to the equipment required to provide services.

E. Be able to provide primary services without the use of sub-contractors.

F. Provide the most current Payment Card Industry (PCI) certification, including specifically the

Annual Attestation of Compliance (AOC) - Declaration of compliance as a Level 1 service provider.

G. Comply with the requirements outlined in Section 5.7, Security and Compliance Reporting

Requirements.

5.5. Service Requirements

At a minimum, Contractor shall provide and meet the following service requirements:

A. Service support for users via toll free telephone 24/7 and via e-mail.

B. Supply all server hardware, software, upgrades, and other equipment required to support the notification services via SMS/Text and email messages.

C. Furnish authorized City users with reports that summarize all system upgrades and maintenance activities.

D. Perform all software updates at no additional cost to the City. City staff will be notified and/or have the ability to view what updates are available prior to the update taking place.

E. City personnel must have access to reports which they can run for daily, weekly, monthly, quarterly and yearly activities of parking sessions to include the date, time, amount and license plate number of the customer.

F. Allow periodic testing of the notification services by authorized City users.

G. Establish secure access to all users to its browser-based application using secure sockets, VeriSign services, user IDs and passwords.

H. Provide a (4) four-hour onsite parking enforcement officer training for City staff.

I. Provide a (4) four-hour onsite training of reporting capabilities for City authorized users.

J. Provide an awareness marketing campaign targeted at existing and potential customers within 30 days of the beginning of the Agreement and throughout the Agreement Term in order to increase knowledge of and use of the pay by connected device services.

1. Campaign to minimally include two rounds of emails to existing customers,

2. Provide informational stickers on the heads of existing parking meters, and,

3. Work with the City's Marketing Department to increase the awareness of the pay by connected device services.

4. City goal for an increased adoption of pay by connected device services of 1,000 newly registered customers within 120 days of start of Agreement.

5.6. System Capabilities and Functionalities

At a minimum, Contractor's system shall meet the following capabilities and functionalities:

A. The system shall be a user-friendly browser and/or app-based functionality using an Internet connected device for on street initial registration/sign up.

B. The system shall be implemented and fully operational within 120 days upon execution of

Agreement.

C. The system must have the ability to import user data into a new system.

D. The system shall be smart phone optimized for the web or provide a free smart phone app supported by common OSs and shall be available for download from app stores to initiate parking sessions.

E. The system shall allow users to set up accounts from a cell phone, Smartphone, landline, internet, or via mobile application.

F. The system shall allow users the ability to pay by credit card (American Express, VISA, MasterCard, Discover and PayPal) or via mobile app.

G. The system shall be capable of providing the user with more than one License Plate Number

("LPN") (per Vehicle) option to register and provide start or extend parking transactions.

H. The system shall be capable of sending a text message or email to user at least 15 minutes before meter expiration.

I. The system shall provide easy and secure payments.

J. The system shall provide the user the option to manage their account to add or delete vehicles, update license plates, check last parking transactions, and view monthly parking statements that can be exported to excel or PDF format for the previous 12 months.

K. The system shall provide a nationwide toll-free number for all users.

L. The system shall provide a 24/7 live helpdesk operation for all users at no additional cost.

M. System shall provide a mobile-based enforcement platform with a minimum of 99% uptime reliability for officers to detect active parking sessions and a minimum of 99% uptime for access and use of pay by connected device system.

N. The system shall enforce maximum parking time allowed by zone.

O. The system shall be able to be used for the city garage parking facilities and surface lots.

P. The system shall provide support for discounts to local residents.

Q. The system shall be capable of providing a “Grace Period” time set by the City.

R. The system shall be capable of providing merchant validations.

S. The system shall support multi-factor authentication or 2FA.

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

Contractor.

U. 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).

V. The 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.

W. The system shall also allow registered customers to:

1. Manage their account either through a desktop browser or via mobile device browser using a user-friendly, web-based application.

2. Have the option to disable or cancel their account online without any reason or cost.

3. Update their stored license plate information during an active parking session that applies to future parking sessions only.

4. Receive confirmation upon successful payment via the same means through which they initiated transaction without any additional fees.

5. Receive a message indicating that payment was not received for customers who fail to complete the payment process on a transaction.

6. Have the option to receive a digital receipt for any completed parking payment.

7. Extend their parking session up to the posted time limit for the individual block face using vendor system.

8. Be blocked from adding additional time once the maximum time limit has been reached.

9. Be able to have multiple credit cards and multiple vehicles on one account for customers who establish customer-created accounts.

5.7. Security and Compliance Reporting Requirements

At a minimum, Contractor’s security and compliance reporting must meet the following requirements:

A. The Contractor shall provide annual System and Organization Controls (SOC) 2 Type II reports, conducted by an independent auditor, to demonstrate compliance with industry best practices for security, availability, processing integrity, confidentiality, and privacy. The report shall specifically assess controls relevant to the Contractor’s credit card processing services and adherence to Payment Card Industry Data Security Standard (PCI DSS) requirements.

B. Additionally, Contractor shall promptly notify the Client of any material findings, deficiencies, or security incidents identified within the SOC audit and provide remediation plans with expected timelines for resolution. The Contractor shall cooperate with any reasonable requests from the

Client regarding security documentation, assessments, or supplementary reports necessary to maintain ongoing oversight and compliance.

C. At no time shall the Contractor connect to, access, or require access to any internal City of St.

Petersburg network resources, infrastructure, or systems. To protect City and patron data, the

Contractor shall comply with the following data security, privacy, and system integrity standards:

1. Data Encryption

a. All sensitive or personally identifiable information (PII), including license plate data, payment information, account data, and access credentials, must be encrypted:

i. In transit using Transport Layer Security (TLS) 1.3 or higher.

ii. At rest using AES-256 encryption or equivalent.

2. Vulnerability Management and Patch SLAs

a. The Contractor shall maintain a documented vulnerability management process.

b. Critical vulnerabilities (CVSS score > 9.0) shall be patched within 72 hours of identification.

c. High-risk vulnerabilities (CVSS score > 7.0) must be remediated within 7 business days.

d. The City reserves the right to request evidence of remediation timelines and patch application.

3. System Logging and Audit Trails

a. Contractor shall maintain audit logs capturing user authentication events, administrative access, data modifications, transaction processing, and enforcement queries.

b. Logs must be retained for a minimum of 12 months and made accessible to authorized

City staff upon request.

c. Logs shall be protected against unauthorized access, modification, or deletion.

4. Data Retention and Secure Disposal

a. Contractor shall implement and document a data retention and deletion policy.

b. User data no longer required for business or legal purposes shall be securely deleted or anonymized.

c. Upon contract termination or user account closure, all related data must be securely purged within 30 days, unless otherwise required by law or mutually agreed upon in writing.

5. Privacy Policy and User Consent

a. Contractor must provide a publicly accessible privacy policy that clearly explains:

i. What data is collected?

ii. How it is used, stored, and shared.

iii. User rights and contact information for data inquiries.

b. Users must be presented with a clear mechanism to provide or withdraw consent for the collection and use of their data, in compliance with applicable privacy regulations.

6. Access Control and Authentication

a. All user access to administrative interfaces and customer data shall require:

i. Strong password policies.

ii. Multi-factor authentication (2FA) for privileged users, at a minimum. Preferably, all users.

iii. The system must support role-based access controls to ensure that users and City staff can only access authorized functions and data.

7. Third-Party and Cloud Security

a. Contractor shall identify all third-party service providers involved in hosting, processing, or storing City or customer data.

b. Contractor must maintain contractual agreements with these providers that include data protection obligations equivalent to those in this Scope.

c. City reserves the right to review and approve the list of sub-processors.

8. Data Ownership and Use

a. The City retains exclusive ownership of all transaction data generated through this system, including data that is direct, derived, calculated, or modeled.

b. Contractor shall not share, sell, or use City or patron data for any purpose beyond the scope of this Agreement without prior written authorization from the City.

9. System Availability and Integrity

a. Contractor must maintain a minimum uptime of 99.5% during paid parking operating hours.

b. System downtime and service interruptions must be reported to the City within 15 minutes of discovery, and updates provided every 30 minutes until the issue is resolved.

c. A post-outage report must be submitted within 24 hours of resolution, detailing the cause and mitigation actions taken.

10. Accessibility and Multilingual Support

a. The mobile application and web-based system must be accessible in accordance with

WCAG 2.1 Level AA standards.

b. The interface must support multiple languages, automatically detecting and aligning with the user's device language settings where possible.

5.8. Integration and Enforcement

A. The Contractor must be able to demonstrate that they have an integrated system already up and running with Passport & Flowbird or can ensure successful integration with Passport & Flowbird at no cost to the City or Flowbird & Passport when mobile parking payment services commence.

In the event the City of St. Petersburg should change enforcement Contractors to another established Contractor, the mobile payment Contractor shall integrate with the new enforcement

Contractor at no cost to the City, including participating in enforcement Contractor testing. The

Contractor assumes all responsibility for integration costs, on-going service costs, and/or any new equipment or software required to enable maintain the Contractor’s payment and enforcement services.

B. The Contractor must maintain a separate mobile web interface that allows the City of St.

Petersburg to directly access their system to verify payment. This service is a backup if primary enforcement communications are interrupted.

C. The City shall be the exclusive owner of all City of St. Petersburg transaction data, whether the data is direct or derived, calculated or modeled.

5.9. Mandatory Technical Requirement

The selected Contractor will be required to notify the City of St. Petersburg within (4) four hours of any suspected or actual Security Breach relating to the Contractor's mobile payment system or data of any active or former users in St. Petersburg. The selected Contractor 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 cybersecurity risk management program shall at a minimum:

A. Establish and maintain a security controls network 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. Establish and maintain appropriate infrastructure security measures to protect the Contractor's technology environments, to include hardware and software development.

5.10. Outage and Delay Requirements

At a minimum, Contractor shall provide and meet the following outage and delay requirements:

A. The Contractor must maintain an up-time requirement for successful parking purchases on the smartphone application at 99.5% during regular paid parking operating hours.

B. When an outage occurs, Contractor must inform designated City of St. Petersburg staff via multiple methods (e.g. email or similar notification) that the service is out within 15 minutes of discovering the failure.

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

D. For any outage lasting longer than 30 minutes, the Contractor shall provide status updates to designated City staff every 30 minutes or more frequently as needed.

E. The Contractor shall provide a detailed post-outage report within 24 hours of the resolution of any outage.

F. The Contractor shall implement proactive system monitoring and maintenance procedures to minimize the occurrence of outages.

5.11. Account Management

Contractor shall provide a single point of contact, dedicated account manager who will be readily available during normal business hours to administer the Agreement. Contractor is responsible for notifying the city with any changes in account manager or contact information. Account manager’s responsibilities shall include, but are not limited to, overseeing all aspects of implementation, servicing, reporting and issue resolution.

5.12. Pricing & Minimum Payment Structure

Pricing shall remain firm during the initial Agreement Term (three-years). Contractor shall propose a minimum payment structure to the City along with their response to Appendix A - Pricing Summary.

5.13. Transaction Fees and Revenue

At a minimum, Contractor shall provide and meet the following transaction fees and revenue requirements:

A. Charge a reasonable Transaction Fee for completed, revenue-generating transactions, to accomplish the scope of work provided in this RFP.

B. Allow for the City to remain Merchant of Record related to credit card fees.

C. All parking payments shall be able to be routed directly to the City’s designated merchant account processor. The Contractor shall submit an invoice on a monthly basis to City of St.

Petersburg 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.

D. The Contractor shall not charge any fees for zero time or zero-dollar transactions.

E. Contractor shall confirm that a purchase confirmation and expiration notification, typically provided by SMS, email, or app notification, will be provided to registered users without additional fee.

5.14. Invoicing

Contractor shall submit its invoices to the city on a monthly basis, with an understanding that the fiscal year begins on October 1st of each year. Payment due on or near this date may need more time for processing. Contractor shall include supporting documentation with the invoice. The city's methods for payment of invoices are paper check sent via US Mail or electronic transfer (ACH).

5.15. Contractor's Responsibilities

At a minimum, Contractor shall provide and meet the following responsibilities:

A. The Contractor shall provide an assigned project/product manager.

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

C. The Contractor shall pay costs for all design and manufacture of any new signage necessary for system operation, including updated pay station graphic labels.

D. The Contractor shall 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.

E. Payment for Contractor 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.

F. User and parking data shall not be sold or made available to third parties without written City permission. Contractors must provide a transaction fee proposal under the Proposal

Requirements, Pricing Summary section.

G. Contractor shall provide the City with a system launch and transition plan, which must include weekly meetings to go over the week-to-week progress of the transition of the new Agreement.

H. Prior to the expiration of the Agreement, the Contractor shall work with the City to ensure there is no interruption or reduction of service should the Contractor be required to end its services to the

City. If a new contractor is awarded after expiration of this Agreement, Contractor shall coordinate and cooperate with the newly selected contractor, as well as with the City, to minimize any disruptions in the services provided. This shall include educational information of new websites or phone applications on current Contractor's website for a minimum of 90 days after the expiration of the Agreement and other informational sources as determined by the City.Online reporting capabilities shall remain operational for six months after the expiration of the

Agreement.Existing customer's names and email addresses shall be provided to the City in

Microsoft Excel at least 60 days before expiration of the Agreement.

5.16. City’s Responsibilities

At a minimum, City shall provide and meet the following responsibilities:

1. City shall provide a point of contact (City Project Manager) to administer the Agreement.

2. City Project Manager shall assist with planning, strategy, and objectives prior to performance of the Work.

3. City Project Manager shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the Work.

6. General Terms

6.1. Vendor Registration

Vendor must register online with the City of St. Petersburg via their online sourcing system at https://procurement.opengov.com/signup and subscribe to City's Portal at https://procurement.opengov.com/portal/stpete for solicitation notifications. Prior to an award of an

Agreement resulting from this solicitation, Vendor shall be registered with the Florida Department of

State, Division of Corporations to do business within the State of Florida in accordance with Florida

Statute 607.1501.

6.2. Solicitation Review

Vendors are required to carefully review this solicitation for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material must be made in writing to the Procurement Analyst of record for this solicitation and received by the City at least 10 days before the solicitation submission deadline. This will allow issuance of any necessary addendum. A protest based on omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the City, in writing, at least 10 days before the time set for submission deadline.

6.3. Solicitation Response Preparation

Vendors are expected to examine this solicitation and all related documents. Failure to do so is at the

Vendor’s risk. Each vendor shall furnish the information required by this solicitation. Vendor(s) shall retain a copy of all documents for future reference. All solicitation responses must be submitted with the

Vendor’s legal name and by an officer or employee having the authority to bind the Vendor by his or her signature.

The City will not pay any costs associated with the preparation, submittal, presentation, or evaluation of any solicitation response.

6.4. Questions

All questions must be submitted via City's online sourcing system's Question & Answer feature no later than 3:00 pm on Tuesday, July 22, 2025. Questions will be answered via City's online sourcing system no later than 3:00 pm on Wednesday, July 23, 2025. More complex questions may require a written addendum to the solicitation. Explanations or instructions will not materially alter this solicitation unless they are in writing. Oral explanations or instructions given before the award of an Agreement will not be binding. If necessary, a written addendum to this solicitation will be issued and posted on the City’s online sourcing system at https://procurement.opengov.com/portal/stpete/projects/167962 for download by Vendors.

6.5. Amendments

Any amendments issued for this solicitation will be posted as an addendum on the City’s online sourcing system at https://procurement.opengov.com/portal/stpete/projects/167962 and notifications will be released to vendors who are following the project by clicking "Follow". Vendors must submit their responses to the most current version of the solicitation as amended, if applicable.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/stpete

6.6. Submission of Solicitation Responses

Solicitation responses will be received through the City’s online sourcing system. E-mail or in-person submittals will not be considered unless approved before the solicitation submission deadline by the

Procurement and Supply Management Director. Late proposals and modifications will not be considered;

however, solicitation responses may be modified online at any time prior to the submission deadline.

Failure to follow the instructions in this solicitation is cause for rejection of the submittal.

6.7. Mistakes in the Solicitation

Solicitation responses may be modified or withdrawn in the online application portal prior to the time and date set for the solicitation opening. Correction or withdrawal of solicitation responses after the solicitation opening because of an inadvertent non-judgmental mistake in the solicitation requires careful consideration to protect the integrity of the competitive solicitation process and to assure fairness. If the mistake is attributable to an error in judgment, the solicitation response may not be corrected. Solicitation response corrections or withdrawals by reason of non-judgmental mistakes are permissible but only to the extent they are not contrary to the interest of the City or the fair treatment of other vendors.

6.8. Information Designated a Trade Secret and/or Confidential and/or Proprietary

All solicitation responses (including all documentation and materials attached thereto or provided in connection with this solicitation) submitted to the City are subject to Florida’s public records laws (i.e., Chapter 119, Florida Statutes), which requires disclosure of public records, unless exempt, if a public records request is made. Solicitation responses (including all documentation and materials attached thereto or provided in connection with this solicitation (even if in a separate electronic file)) submitted to the City cannot be returned. DO NOT LIST YOUR ENTIRE SOLICITATION RESPONSE AS TRADE

SECRET AND/OR CONFIDENTIAL. The City will not consider solicitation responses if the entire response is labeled a Trade Secret and/or Confidential and/or Proprietary.

If Vendor believes that its solicitation response contains information that is a trade secret (as defined by

Florida law) and/or information that is confidential and/or proprietary and therefore exempt from disclosure, then such information must be submitted in a separate electronic file and comply with the following requirements. In addition to submitting the information in a separate or electronic file, Vendor must include a general description of the information designated as a trade secret and/or confidential and/or proprietary and provide reference to the Florida statute or other law which exempts such designated information from disclosure in the event a public records request.

The City does not warrant or guarantee that information designated by Vendor as a trade secret and/or confidential and/or proprietary is a trade secret and/or confidential and/or proprietary and exempt from disclosure. The City offers no opinion as to whether the reference to the Florida statute or other law by

Vendor is/are correct and/or accurate. Please be aware that the designation of information as a trade secret and/or confidential and/or proprietary may be challenged in court by any person or entity. By designation of information as a trade secret and/or confidential and/or proprietary Vendor agrees to defend and indemnify the City, its employees, agents, and elected and appointed officials (“Indemnified Parties”) against any and all claims, demands, and actions (whether or not a lawsuit is commenced) arising out of or in connection with Vendor's designation of information as a trade secret and/or confidential and/or proprietary and to hold harmless the Indemnified Parties for any award to a plaintiff for damages, costs and attorneys’ fees, and for costs and attorney's fees (including those of the City Attorney’s office) incurred by the City by reason of any claim, demand, or action arising out of or related to the Vendor's designation of information as a trade secret and/or confidential and/or proprietary.

Failure to comply with the requirements above shall be deemed as a waiver by Vendor to claim that any information in its solicitation response is a trade secret and/or confidential and/or proprietary, regardless of whether such information is labeled trade secret and/or confidential and/or proprietary. Vendor acknowledges, understands, and agrees that all information in Vendor's solicitation response (not including information submitted in a separate electronic file and designated trade secret and/or confidential and/or proprietary in accordance with the requirements in this section) will be disclosed, without any notice to Vendor, if a public records request is made for such information, and the City shall not be liable to Vendor for such disclosure.

Vendor acknowledges and understands that Vendor's proposal, including the information submitted in a separate electronic file and designated trade secret and/or confidential and/or proprietary in accordance with the requirements in this section, will be distributed to the evaluation committee members, City staff, and City consultants to allow Vendor's entire solicitation response, including the information submitted in a separate electronic file, to be evaluated and considered for award of the Agreement. The entire contents of the Vendor's solicitation response, including the information submitted in a separate electronic file, may be discussed at meetings that are open to the public, subject to the requirements set forth in

Chapter 286, Florida Statutes.

6.9. Bonds

Vendors will need to furnish all bonds as indicated in the solicitation, if applicable.

6.10. Cash Discounts

When the City is entitled to a cash discount, the period of computations will commence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is part of the Agreement, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies.

6.11. Award

The solicitation will be awarded based on the requirements outlined in the scope, the criteria or factors identified in the solicitation, and the standard for award for the solicitation. The City reserves the right to accept or reject any or all parts of the solicitation response, waive informalities, and request re-solicitations on the services or products outlined in the scope. The City reserves the right to award the

Agreement on a split-order, lump-sum, or individual item basis, or such combination as shall best serve the interest of the City unless otherwise specified.

Pursuant to Florida Statute sec. 287.05701, the City will not request documentation of a Vendor’s social, political, or ideological interests, consider such interests, or give preference to a vendor based on such interests.

6.12. Acceptance Period

Unless otherwise specified in this solicitation, the solicitation response may be held by the City for a period of ninety (90) days after the submission deadline and will continue in full effect and not be subject to withdrawal during that period until an Agreement has been executed with a Vendor. If no Agreement has been executed within the ninety-day period, any solicitation response may be withdrawn or nullified by either the City or the Vendor, or be deemed to be confirmed and extended in time for as long as permitted by the Vendor submitting each solicitation response.

6.13. Right to Reject

Vendors must comply with all the terms of the solicitation, all applicable provisions of the City of St.

Petersburg City Code, and all applicable federal and state laws. The City may reject any solicitation response that does not comply with all material and substantive terms, conditions, and performance requirements of the solicitation.

The City may waive minor informalities that (i) do not affect responsiveness; (ii) are merely matter of form or format; (iii) do not change the relative standing or otherwise prejudice other vendors; (iv) do not change the meaning or scope of the solicitation; (v) are trivial, negligible or immaterial in nature; (v) do not effect a material change in the work; or (vi) do not constitute a substantial exclusion or modification of a requirement or provision in the solicitation.

6.14. Vendor Complaints

All complaints or grievances should be first submitted in writing to the Procurement & Supply

Management Director, by email at Stephanie.Scarbrough@stpete.org or by mail to P. O. Box 2842, St.

Petersburg, FL 33731 who will promptly investigate the validity of the complaint and present the findings in writing to the person who submitted the complaint.

6.15. Protest

(a) All protests related to a solicitation or award must be first submitted in writing to the POD no later than seven

(7) days preceding the date of the City Council meeting approving the contract, or no later than seven (7) calendar days following the selection of the successful bidder if the contract does not require City Council approval.

(b) The POD will consider the protest if it is timely filed and contains the following:

(1) Sufficient information to identify the solicitation or award that is the subject of the protest;

(2) The grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive or legally flawed;

(3) Evidence or supporting documentation that supports the grounds on which the protest is based; and

(4) The relief sought.

(c) If the protest meets the requirements of subsection (b) of this section, the POD will investigate the validity of the protest and present the findings in writing to the person or entity that submitted the protest. Otherwise, the

POD will promptly notify the person or entity that submitted the protest that the protest is untimely or that the protest failed to meet the requirements of subsection (b) of this section and give the reasons for the failure.

(d) If the person or entity is dissatisfied with the POD’s response, the person or entity may then make an appeal to the City Administrator, who will hear the appeal. The City may not establish appellate jurisdiction of the courts; however, if allowed by the Florida Rules of Appellate Procedure or other rule or judicial decision, the decision from the City Administrator is the final decision of the City and may be subject to judicial review in the manner provided by law.

6.16. Public Entity Crimes

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not (i) submit a solicitation response on an Agreement to provide any goods or…