RFI-LBNLDT-002.docx

REQUEST FOR INFORMATION – LBNL PARKING SOFTWARE, RFI# RFI-LBNLDT-002

REQUEST FOR INFORMATION (RFI) INSTRUCTIONS

Project Magnitude: $500,000.00 Schedule: RFP Issued January 2026 Intent: Information Gathering

Please review all the detail provided to ensure you have a complete understanding of this RFI.

This is a Request for Information (RFI) announcement only. This is not a solicitation of proposals and no subcontract will be awarded from this Request. No reimbursement will be made for any costs associated with providing information in response to this Request or any follow-up information requests related to this RFI. No telephone calls will be accepted requesting a bid package or solicitation because there is no bid package or solicitation available. In order to protect the procurement integrity of any future procurement, if any, that may arise from this Request, information regarding the technical point of contact will not be given and no appointments for presentations will be made.

Responding to this RFI does not provide any advantage or disadvantage to potential offerors if LBNL chooses to issue a solicitation for the delivery of goods or services regarding the subject matter.

Proprietary Information: Because information received in response to this RFI may be used to structure future programs and may be made available to the public, respondents must NOT include any information in their responses that might be considered business sensitive, proprietary, or otherwise confidential. Responses must be submitted with the understanding that their contents may be publicly disclosed and, in the event of a public disclosure, LBNL will NOT notify respondents or provide any opportunity to revise or redact submitted information

If your company believes it can provide Lawrence Berkeley National Lab (“Berkeley Lab” or “LBNL”) the goods or services described below, we encourage your company to:

· Complete this form electronically as comprehensively as possible ensuring that all details are typed out clearly, and return by 9/17/2025.

· Complete the LBNL Representations and Certifications form and return with this form.

Submit this form and any attachments via email to the following address:

djthomas@lbl.gov

The main point of contact for this RFI is:

Dianna Thomas Procurement Specialist Lawrence Berkeley National Laboratory djthomas@lbl.gov 510-486-5915

OVERVIEW & BACKGROUND

Lawrence Berkeley National Laboratory (LBNL) is in search of a solution that will provide the LBNL community with a system that displays real-time sitewide parking availability, ability to make reservations in advance, and checking in and out of spaces. It must be smart phone and tablet compatible. As appropriate, it should include installation of technology in each parking space that displays availability and is integrated with the system. Project to begin with a pilot with select spaces and lot(s) with the ability to expand.

SCOPE OF WORK

1- Develop a computer based process for LBNL hosts to reserve parking for Site Access- approved visitors.

· Process linked to visitor access process

· Host that is requesting visitor access will also request the parking for the visitor

· Host can request up to 6 reserved spots each day

· Host requests visitor parking space from pre-identified inventory of parking spaces

· System only displays available spaces for time requested (start and end); spaces already reserved show as booked. Display it on a map of the Lab.

· Create a linkage to the initial request in the visitor check in

· Have a confirmation email that goes to the visitor - can check in or cancel request

· Check out - SOC gets notification - have workflow send step to email for check out with a reminder if not checked out by time their reservation expires

· Establish and maintain a waiting list if no spaces are available for a desired date and time; provide email and text notification of change in status

· Process for maintaining availability of spaces

· Open spaces for selection 3 weeks before - rolling launch of available spaces

· Ability for people (e.g., host) to make, cancel and edit reservations

· Compatibility with desktop and smartphones

· Required fields: Visitor # from site access request, Guest name, guest phone number, guest email address, event name or business reason (pull from site access request? Host information - also pull from the site access request)

· Maps of spaces and/ or location pins

· Review/ approval required for each reservation by Site Access

· Requirement for people to check-in and check-out of reservations

· Auto-notify drivers and hosts to check-in and check-out by email and text (30 mins before reservation start, at reservation start and each 30 minutes thereafter until auto-cancel at 90 minutes after reservation start- see below)

· Check-in via email or smartphone application

· Check-out via email or smartphone application

· Automatic reservation cancellation if no check in 90 minutes after reservation start

· Administrative ability to decommissioned spaces so that they are not available/ visible to select

2- Develop a computer based program for Lab staff and parking-eligible affiliates to reserve parking for their personal vehicle. System must be compatible with desktop computers and smartphones.

· Ability for people to make, cancel and edit reservations from pre-identified inventory of parking spaces.

· Linked to database of parking eligibility so that only eligible people can reserve parking

· System only displays available spaces for time requested (start and end); spaces already reserved show as booked. Display is on a map of the Lab.

· Reservations can be made in advance or just in time

· Required fields: name, ID#, license plate number, phone number

· Display time limit that each space can be requested (in hours - 2 hours, 4 hours, etc.)

· Would need to be able to be reused throughout the day (2hr spot used 4x in a day)

· Ability to make recurring reservations

· Review/ approval of each reservation

· Employees/ affiliates: must be eligible for regular hours parking- auto notification/ integration with eligibility

· Requirement for people to check-in and check-out of reservations

· Auto-notify drivers to check-in and check-out by email and text (10 mins before reservation start, at reservation start and 10 minutes after reservation start until auto-cancel at 20 minutes after reservation start- see below)

· Check-in via email or smartphone application

· Check-out via email or smartphone application

· Automatic reservation cancellation if no check in 20 minutes after reservation start

· Auto-assign stack parking based on schedule

· Auto-notify drivers when reservation expires and they need to move their vehicles

· Limitations on the number of requests that can be made in a certain timeframe

· Administrative ability to decommission spaces so that they are not available/ visible to select

3- Create a view for enforcement

· Dashboard to monitor usage, run reports

· Easy reference to identify vehicles/ drivers

· Access to calendar for each space

· Name, ID number, email, license plate number for each registered vehicle

· Produce printable, large, visible signs with unique identification for each reserved space

4- Provide administrative capability to change designations, monitor usage and produce reports, including:

· Parking spots data points:

· Status- Active or decommissioned

· Categories- Employee or Visitor

· Time limits

· Recurring reservations - on/ off

· Adjust lead time to make reservations

· Location data

· Have map view

· Display differentiate attributes (color, icon, etc.) based on designation

· Spaces are alphanumeric and associated with a parking lot (e.g. T1-1, S2-1)

· Usage data

· Hours reserved per week for all spaces and each space

· Time of day reserved for each space (i.e. a graph or other indicator of most and least popular times)

· Successful check-ins, user-canceled check-ins, auto-canceled check-ins for each space

For additional information regarding the scope of the work, see the information below.

Link to map of the LBNL campus showing parking lot layout.

https://www2.lbl.gov/Workplace/lab-site-map.html

Attachment entitled “Parking Inventory” provides detail of parking per lot as shown on the site map.

Company Information Form Section 1 – Company Information

Section 2 – Contact Information

Section 3 – Organization & Management

In 300 words or less (For Each Question in this Section)

Yes No

Small Business 8(a) Small Disadvantaged Business Women-Owned Small Business HUB Zone Veteran-Owned Business Service Disabled Veteran-Owned

< 2 years 2-5 years 5-10 years >10 years

Section 4 – Business Activities

In 300 words or less (For Each Question in this Section)

Describe the management and operations capabilities your company currently provides in support of parking management software

Click here to enter text.

Yes No If yes, describe these methods and tools.

Click here to enter text.

Section 5 – Technical Ability

In 300 words or less (For Each Question in this Section)

Any other considerations or items LBNL should be aware of?

List any attachments to the RFI including drawings, budgetary quotes, specifications documents, etc. (please do not attach sales literature or white papers unless requested by LBNL):

1.

2.

(Add lines as needed)

END RFI DOCUMENT

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