RFP 25-114 Parking Citations.pdf

CITY OF SANTA ANA

REQUEST FOR PROPOSAL (RFP) NO. 25-114

FOR

AUTOMATED PARKING CITATION AND

PROCESSING SERVICES

KEY RFP DATES: The schedule below is tentative and subject to change at the discretion of City, with appropriate notice to prospective Proposers.

Issue Date: Thursday, September 11, 2025 Mandatory Pre-Proposal Meeting: Thursday, September 25, 2025, 2:00 P.M.

Deadline for Questions: Thursday, October 2, 2025, 4:00 P.M.

Proposal Due Date: Thursday, October 9, 2025, 4:00 P.M.

BID CONTACT:

Colette Ayala CAyala5@santa-ana.org

TABLE OF CONTENTS

I. BACKGROUND

II. OVERVIEW OF PROJECT

III. MANDATORY PRE-PROPOSAL MEETING

IV. TERM OF AGREEMENT

V. GENERAL PROPOSAL INFORMATION

VI. PROPOSAL RESPONSE INSTRUCTIONS……………………………………………………………5

VII. CERTIFICATIONS (ATTACHMENTS)

VIII. REFERENCES

IX. MINIMUM SCOPE AND LIMIT OF INSURANCE

X. SELECTION PROCEDURES & CRITERIA

XI. WITHDRAWALS

XII. GENERAL TERMS AND CONDITIONS

EXHIBITS:

Exhibits provided for Proposers’ reference only. These are not to be included with proposal submittal.

EXHIBIT 1: SCOPE OF SERVICES

EXHIBIT 2: SAMPLE AGREEMENT

EXHIBIT 3: INSURANCE REQUIREMENTS

ATTACHMENTS (Required with Proposal submittals):

ATTACHMENT A: PROPOSER’S CERTIFICATION, PROPOSAL ITEM PRICING

ATTACHMENT B: REFERENCES

ATTACHMENT C: PROPOSER’S STATEMENT

ATTACHMENT D: NON-COLLUSION AFFIDAVIT

ATTACHMENT E: NON-LOBBYING CERTIFICATION

ATTACHMENT F: NON-DISCRIMINATION CERTIFICATION

I. BACKGROUND

The City of Santa Ana, California, is rich in culture and pride, the county seat of Orange County, and encompasses an area of approximately 27 square miles. For more information, please visit https://www.santa-ana.org/

II. OVERVIEW OF PROJECT

The City of Santa Ana (City) is seeking proposals from qualified firms and organizations (Proposers) to provide Automated Parking Citation and Processing Services. See EXHIBIT 1 for complete Scope of Services.

The term “Vendor”, “Proposer”, “Firm”, and “Consultants” shall refer to any legal entity or entities submitting a proposal in response to this Request for Proposals (RFP).

III. MANDATORY PRE-PROPOSAL MEETING

A mandatory pre-proposal meeting will be held on the date and time specified on the cover page of this RFP.

Failure to attend this meeting shall result in your firm being disqualified from proposing.

Meeting Link: https://zoom.us/j/93082347063?pwd=UTe58xHbSbJC7jl0zTzEktkopybKyQ.1

For virtual meetings sign in will be required with your name and company in the “Chat” box.

Please make sure you are available to do so if signing on to the meeting through your phone or in the field.

IV. TERM OF AGREEMENT

The anticipated term of the agreement is for an initial period of three (3) years. The City may, at its discretion, extend the agreement with the same or more limited scope of required services for two (2) additional one (1) year periods, upon mutual agreement contingent upon City Council approval, or City Manager or City Attorney authorization, as appropriate. The total term of the awarded agreement shall not exceed five (5) years.

Usage is not guaranteed. Execution of an agreement between the City and successful firm(s) and/or individual(s) does not guarantee work throughout the duration of the contract period.

Numerous factors will be evaluated by the City in its delivery of project and assignments, including technical expertise required.

V. GENERAL PROPOSAL INFORMATION

A. SUBMITTAL INSTRUCTIONS

It is the responsibility of the Proposer to ensure that any proposals submitted have been uploaded to PlanetBids prior to the RFP due date and time. Proposals, including all required sections and forms, shall be submitted electronically via the City’s Bid Management System, PlanetBids. No other form of submittal will be accepted.

PlanetBids will not accept late proposals and no exceptions shall be made. Proposers will receive an e-bid confirmation number with a time stamp from PlanetBids indicating that their https://www.santa-ana.org/ https://zoom.us/j/93082347063?pwd=UTe58xHbSbJC7jl0zTzEktkopybKyQ.1 proposal was submitted successfully. The City will only receive and consider those proposals that were transmitted successfully. Submit proposal online at:

https://vendors.planetbids.com/portal/20137/portal-home.

Proposer shall be solely responsible for informing itself with respect to the proper utilization of the bid management system, for ensuring the capability of their computer system to upload the required documents, and for the stability of their internet service. Failure of the Proposer to successfully submit an electronic proposal shall be at the Proposer’s sole risk and no relief will be given for late and/or improperly submitted proposals. Proposers experiencing any technical difficulties with the bid submission process may contact PlanetBids at (818) 992- 1771. Questions of an operational nature may be directed to the City’s assigned Buyer.

Neither the City, nor PlanetBids, makes any guarantee as to the timely availability of assistance, or assurance that any given problem will be resolved by the bid submission deadline.

All notifications, updates and addenda will be posted online on PlanetBids at https://vendors.planetbids.com/portal/20137/portal-home. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. Failure to respond to required updates may result in a determination of a nonresponsive proposal.

B. COMMUNICATION / CONTACT WITH CITY STAFF

Unless otherwise authorized herein, Proposers who are considering submitting a proposal in response to this RFP, or who submit a proposal in response to this RFP, are only to communicate with the assigned Buyer(s), and no other City staff about this RFP from the date this RFP is issued until a contract is awarded. The City will provide all official communication concerning this RFP in writing via the City’s Bid Management System, PlanetBids.

The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the designated Buyer(s).

C. REQUEST FOR INFORMATION OR CLARIFICATION / QUESTIONS

Questions regarding this RFP shall be submitted via PlanetBids. Responses to all questions will be posted on PlanetBids no later than the date and time shown at the schedule of key RFP dates on the cover page of this RFP. All prospective Proposers are advised to visit PlanetBids on a regular basis as responses may be posted earlier than the date above (if applicable). No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP.

Significant interpretations or clarifications and responses to questions received by the deadline will be addressed via addenda to this RFP, which will be released and posted on PlanetBids under the “Addenda/Emails” tab.

D. EXCEPTIONS

Requests submitted for City’s consideration of proposed terms and conditions, including modifications to the City’s RFP and/or Contract terms and conditions must be submitted by the deadline for questions. Such requests should include an attachment in Word or PDF format on formal company letterhead that shows the requested modifications. Should the Proposer be considered for award recommendation and progress into the negotiations phase, the requests for exceptions or modifications to the City’s terms and conditions will be discussed at that time. The City will not accept any requests after the deadline for questions https://vendors.planetbids.com/portal/20137/portal-home and reserves the right to reject or strike any requests for exceptions or additional terms and conditions related to Agreement, RFP, and insurance and indemnification terms and conditions.

E. ADDENDA

Any changes in RFP from the date of release to date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted on City’s PlanetBids system, https://vendors.planetbids.com/portal/20137/portal-home. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation.

F. UNDERSTANDING PROPOSAL

It is the responsibility of each Proposer to inquire about any criteria, condition, term, provision, or requirement of the RFP that the Proposer does not understand. Responses to inquiries, if they significantly change or clarify the RFP requirements or any aspect of the procurement process, will be forwarded by addenda to all Proposers. The City will not be bound by any oral responses to inquiries. By submitting proposals, Proposers assert that they have fully read the RFP and any addenda issued by the City, the proposed Contract and any other Contract Documents, and affirm that the terms and conditions stated therein are fully understood and are acceptable to the Proposer. Each Proposer accepts the terms and conditions of the Contract Documents and indicates their ability and willingness to perform the requested services under such terms and conditions. Any exceptions to the terms and conditions set forth in the Contract Document shall be submitted to the City by the deadline to submit requests for information or clarification/questions set forth herein.

VI. PROPOSAL RESPONSE INSTRUCTIONS

PROPOSAL CONTENTS

Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Colored displays, promotional materials, photographs etc., are not necessary or desired. Emphasis should be concentrated on conformance to RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content. Digital dividers and clear organization of content and material are encouraged.

1. Statement of Qualifications (SOQ)

SOQ must include a Table of Contents and be limited to a maximum of 20 pages (excluding City’s required Certifications listed in Section VIII below; Proposal Cover Letter, section dividers, table of contents, front/back cover pages). The page limitation includes all appendices, attachments, and supplemental information. Additionally, SOQ must include the following:

a. Cover Letter

Proposals shall include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity. Include type of business entity.

Cover Letter shall not exceed one page.

Cover letter must be addressed to the following City Project Manager:

Commander Joseph Marty, Traffic Division City of Santa Ana – Police Department 60 Civic Center Plaza

Santa Ana, CA 92701

b. Services Provided A description of proposed services to be provided and how they meet the needs of the City as described in Exhibit 1 – Scope of Services.

c. Agreement Statement

Proposal shall include a statement outlining your concurrence or reference to concerns previously submitted with any and all provisions as contained in EXHIBIT 2 – Sample Agreement of this RFP (if any).

d. Firm and Team Experience Proposal shall include a profile of the firm’s experience including the following:

i. A general description of the firm, including size and number of employees working directly with the City on this agreement.

ii. Firm’s nearest address serving the City of Santa Ana and headquarters address.

iii. Name and contact information of the supervising Project Manager/Principal Agent, to be assigned to the agreement. The Project Manager/Principal Agent shall be the primary contact person to represent your firm and will be the person to conduct the presentation, if invited to an interview.

iv. Resumes for all key staff proposed describing relevant experience.

e. Proposed Work Plan Proposal shall include a statement demonstrating the firm’s understanding of the Scope of Services.

Additionally, proposed work plan shall include Proposers’:

i. Anticipated approach to performing services as specified herein;

ii. Suggestions or special concerns the evaluation committee should take into consideration (if any);

iii. Description of deliverables and implementation plan. Proposer shall submit a general description of the deliverables, implementation plan, and timeline.

f. References: Attachment B – References shall be submitted for similar projects performed for state and/or similar government clients.

2. Cost Proposal

All Proposers are required to submit a fixed rate fee with their Cost Proposal. Pricing instructions should be clearly defined to ensure fees proposed can be compared and evaluated. Cost Proposal must include a payment schedule if applicable. City reserves the right to negotiate compensation and/or payment schedule prior to award of any resulting agreement. When applicable, if providing hourly rate sheets, Proposer shall not include rate ranges or averages.

The City shall not provide reimbursement for travel-related expenses, mileage, parking, lodging, meals, incidental fees, insurance, freight/shipping and handling/delivery, and any other business expenses, supplies and materials related to providing services as specified herein. Additional costs will not be considered and will not be reimbursed by the City, therefore, such costs must be absorbed in Proposer’s cost proposal fee structure.

Any language related to travel reimbursement shall be stricken from the document by the City and if not stricken, shall be deemed invalid.

Proposals shall be valid for a minimum of one hundred eighty (180) days following Proposal deadline. The cost for developing the Proposal is the sole responsibility of the Proposer. All Proposals submitted become property of the City.

Pricing shall remain firm for the entire initial Agreement term. Thereafter, any proposed pricing adjustment for follow-on renewal periods shall be submitted to the City Representative in writing at least ninety (90) days prior to the new Agreement term. The City reserves the right to accept, reject, or negotiate any proposed pricing adjustment not to exceed the Bureau of Labor Statistics Consumer Price Index (CPI) data as follows:

Los Angeles-Long Beach-Anaheim, CA; All Urban Consumers; Not Seasonally Adjusted;

annualized change comparing the most recent month’s reported data to the same month of the prior year. (This information may be found on the U.S. Department of Labor’s website at www.bls.gov.)

VII. CERTIFICATIONS (ATTACHMENTS)

In addition to the SOQ, Narrative/Technical Proposal, and Cost Proposal, the following forms, included in this RFP, shall be signed and included as part of the proposal submittal package:

• Attachment A: Proposer’s Certification and Proposal Item Pricing

• Attachment B: References

• Attachment C: Proposer’s Statement

• Attachment D: Non-Collusion Affidavit

• Attachment E: Non-Lobbying Certification

• Attachment F: Non-Discrimination Certification

The proposal must be completely responsive to the RFP. Incomplete proposals will be deemed as nonresponsive and will be rejected. The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any commitment will be awarded pursuant to this RFP or otherwise.

PLEASE NOTE:

• All forms above must be signed by a representative of the Firm that is legally authorized to contractually bind the Proposer.

• City will not waive notarization requirement when applicable on any of the required attachments.

VIII. REFERENCES

Contractor shall provide three (3) references from other similar public agencies for which services similar to those specified in this RFP have been performed, including contact names and http://www.bls.gov/ telephone numbers. Use ATTACHMENT B – References. The respondent grants permission for the City to contact any individuals listed as references.

City may disqualify a Proposer if:

• References fail to substantiate Proposer’s description of services and deliverables provided; or

• References fail to support that Proposer has a continuing pattern of providing capable, productive, and skilled personnel, or

• City is unable to reach the point of contact with reasonable effort. It is the Proposer’s responsibility to inform the point of contact(s) of normal City working hours.

IX. MINIMUM SCOPE AND LIMIT OF INSURANCE

See Exhibit 2 – Sample Agreement AND Exhibit 3 – Insurance Requirements

X. SELECTION PROCEDURES & CRITERIA

A. Evaluation: The City will establish a proposal review committee. The review committee will evaluate proposals based on the response to the RFP, which includes adherence to outlined directions and format, and the City evaluation criteria set forth below.

B. Scoring Criteria: Proposers will be ranked by the review committee based on the following criteria:

CATEGORY POINTS

Organization/Completeness of Response

• Proposal demonstrates understanding of project and objectives as it relates to the scope of work.

• Proposal demonstrates requirements are addressed and adhered to.

• Proposal is complete, comprehensive, and well-organized.

Background, Qualifications & ExperienceThe technical qualifications and experience of the organization are adequately described as they relate to the Scope of Work (SOW).

• The proposal identifies specific projects completed within the past five

(5) years that demonstrate competency of the tasks outlines in the

SOW.

• The ability to meet the needs and concerns of the City is adequately demonstrated.

C. Rankings: A final score will be calculated for each submitted proposal and used to rank

Proposers. Based upon the foregoing criteria, all proposals shall be ranked by score. Only those proposals receiving a score above 70 will be considered for award. The City reserves the right to award the contract to any Proposer(s) with a score above 70. The review committee will evaluate Proposers based on their response to the RFP and the City evaluation criteria set forth above.

Key Personnel / Proposed StaffingProposer demonstrates experience providing type of service required or experience providing similar services

• Proposer demonstrates they have the necessary resources, knowledge, skills, experience, and any required licenses / certifications to provide the required services

• Proposal provides resumes of experienced personnel that are capable of and devoted to the successful accomplishment of work to be performed under this contract.

• Staff members have been identified who would be assigned to act in key management and technical positions providing services described in the SOW.

• Proposal includes a description of the role for each identified staff member, including name, position, education, years of experience, and relevant projects on which they have worked.

Technical Approach / Methodology

• The proposal provides a thorough description of how the firm plans to meet the requirements of the SOW, addressing specific challenges and opportunities, and explaining why their company is best suited to assist the County.

• An implementation plan is included outlining a description of efforts the firm will undertake to achieve client satisfaction and to meet project deadlines

Cost Proposal The Cost Proposal will be evaluated as follows:

A. Lowest price receives the full score.

B. Other scores are proportional to the lowest price.

TOTAL POSSIBLE SCORE

(Before interviews – if held) 100

Interviews

• The City reserves the right to conduct interviews with the highest-rated firm(s). In the event the City does perform an interview process, the following is the maximum number of additive points that may be applied to the proposal score. Total possible score may exceed 100 points.

D. Interviews: The review committee may invite the Proposers to interview. If invited to interview, Proposers must be prepared to include key personnel in the interview and/or presentation.

The City reserves the right to seek additional information from any or all Proposers invited to present proposals. A final score will be calculated for each submitted proposal and used to rank Proposers. City reserves the right to begin negotiations and enter into a contract without holding interviews, or further discussions.

E. Selection: The City is under no obligation to accept any proposal and reserves the right to negotiate with respondents as to fees and terms. The City may reject proposals at its sole discretion. If proposal fails to satisfy any requirements outlined in this RFP, it may be considered non-responsive and may be rejected.

The City shall not be obligated to accept the lowest priced proposals, but will make awards in the best interests of the City after all factors have been evaluated. The review committee will recommend the qualified Proposers to the City Council or City Manager for award of contract, as appropriate.

XI. WITHDRAWALS

Proposers are responsible for verifying all prices and information before submitting a proposal.

Prior to the proposal due date, the Proposer or Proposer’s representative may withdraw the proposal by providing written notice of the proposal withdrawal to the City Contact/Project Manager. Verbal or telephonic withdrawals are not permissible.

XII. GENERAL TERMS AND CONDITIONS

A. AMERICANS WITH DISABILITIES ACT

The awarded Contractor hereby certifies that it will comply, as applicable, with the Americans with Disabilities Act of 1990 (“ADA”), 42 USC §§ 12101 et seq., and its implementing regulations, including Subtitle A, Title II of the ADA. Contractor will not discriminate against persons with disabilities nor against persons due to their relationship to or association with a person with a disability. Any contract entered into by the awarded Contractor (or any subcontract thereof), relating to this RFP, shall be subject to the provisions of this paragraph.

B. CITY BUSINESS LICENSE

The selected Proposer must obtain a City of Santa Ana Business License prior to the execution of a contract and must provide a copy to the Buyer assigned to this RFP. The awarded party shall maintain a current business license throughout the term of the resulting contract. Procedure to obtain a City of Santa Ana Business License is available by contacting the Finance and Management Services, Business Tax Office at (714) 647-5447 or on the City’s website: www.santa-ana.org

C. CITY RIGHT TO REJECT

The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any agreement will be awarded pursuant to this RFP or otherwise. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any minor inconsistency, informality or technical defect in the proposal.

http://www.santa-ana.org/

D. CONFLICT OF INTEREST

Contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interests of the City. This obligation shall apply to the Contractor; the Contractor’s employees, agents, and Subcontractors associated with accomplishing work and services hereunder. The Contractor’s efforts shall include, but not be limited to, establishing precautions to prevent its employees, agents, and Subcontractors from providing or offering gifts, entertainment, payments, loans or other considerations which could be deemed to influence or appear to influence City staff or elected officers from acting in the best interests of the City.

Each Proposer must disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed. The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest.

No person, firm, or subsidiary thereof who has been awarded this Contract may be awarded a Contract for the provision of services, the delivery of supplies, or the provision of any other related action which is required, suggested, or otherwise deemed appropriate as an end product of this Contract. Therefore, Contractor is precluded from contracting for any work recommended as a result of this Contract.

E. CONTRACTOR’S EXPENSE

Pre-Contractual Expenses: The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing a response to this RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City. Pre-contractual expenses are not to be included in the cost proposal. Pre-contractual expenses include, but are not limited to, preparation of the proposal, submission of the proposal and additional information, attendance at pre-proposal conference, negotiating any matter related to this RFP with City, and/or any other expenses incurred by the Proposer prior to the date of award and execution, if any, of the contract.

Other Expenses: The Contractor will be responsible for all costs related to photo copying, telephone communications, fax communications, and parking while on City sites during the performance of work and services under this Contract.

F. CONTRACTOR’S PROJECT MANAGER/KEY PERSONNEL

Except as formally approved by the City, the key personnel identified in Contractor’s proposal shall be the individuals who will actually complete the work. Changes in staffing must be reported in writing and approved by the City. The City shall have the right to require the removal and replacement of the Contractor’s Project Manager and key personnel under the awarded contract. The City shall notify the Contractor in writing of such action. The City is not required to provide any reason, rationale, or additional factual information if it elects to request any specific key personnel be removed from performing services under the awarded contract. The City shall review and approve the appointment of the replacement for the Contractor’s personnel. Said approval shall not be unreasonably withheld.

Standards of Conduct: Contractor’s personnel shall be courteous and maintain good working relationships with all stakeholders, state or outside agencies, other team members and staff within the City.

G. COST PROPOSAL

The awarded Contractor agrees to provide the purchased services at the costs, rates, and fees as set forth in their Fee Schedule in response to this RFP. No other costs, rates or fees shall be payable to the awarded Subcontractor for implementation of their proposal.

H. DATA RETENTION

Contractor shall be responsible for retaining data, records, and documentation for the preparation of required items. These materials shall be made available to and as requested by City.

All materials, documents, data or information obtained from the City Data files or any City medium furnished to Contractor in the performance of an awarded contract will at all times remain the property of the City. Such data or information may not be used or copied for direct or indirect use by Contractor after completion or termination of this Contract without the express written consent of the City. All materials, documents, data or information, including copies, must be returned to the City at the end of the contract.

All data, documents and other products used, developed, or produced during response preparation of the RFP will become property of the City. All responses to the RFP shall become property of the City. Proposer information identified as proprietary shall be maintained confidential, to the extent allowed under the California Public Records Act.

I. DRUG-FREE WORKPLACE

The awarded Contractor certifies compliance with Government Code Section 8355 in matters relating to providing a drug-free workplace. Failure to comply with these requirements may result in suspension of payments under the Contract or termination of the contract or both, and the Contractor may be ineligible for award of any future City contracts.

J. EXAMINATION

Proposer represents that it has thoroughly examined and become familiar with the services and responsibilities required this RFP and that it is capable of effectively and efficiently performing quality work to achieve the City’s objectives. Any attachments referenced herein or any interpretations, clarifications or amendments subsequently posted in relation to this RFP are fully incorporated.

Any irregularities or lack of clarity in the RFP should be brought to the designated City Contact/Project Manager’s attention as soon as possible so that corrective addenda may be furnished to prospective Proposers.

Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

K. EXECUTION OF AGREEMENT

Upon successful negotiations, the City and the selected Proposer will enter into an Agreement similar to that as shown in EXHIBIT 2 – Sample Agreement of this RFP. If a Proposer is unwilling or unable to execute an Agreement within thirty (30) days after being notified of selection under this RFP, the City reserves the right to disqualify them without any further obligation

L. FISCAL NONFUNDING CLAUSE

In the event sufficient budgeted funds are not available for a new fiscal period, the City shall retain the right to notify the provider of such occurrence in writing at least thirty (30) days before the end of the current fiscal period and terminate the contract on the last day of the current fiscal period without penalty or expense to the City.

M. INDEPENDENT CONTRACTOR

Contractor is considered an independent Contractor and neither Contractor, its employees, nor anyone working under Contractor will be considered an agent or an employee of City.

Neither Contractor, its employees, nor anyone working under Contractor, will qualify for workers’ compensation or other fringe benefits of any kind through City.

N. JOINT OFFERS/SUBCONSULTANTS

Where two or more Proposers desire to submit a single proposal in response to this RFP, they should do so on a prime sub-consultant basis. The City intends to contract with a single firm, also known as the prime, and not with multiple firms doing business as a joint venture.

Should the use of sub-consultants be offered, the Proposer shall provide the same assurances of competence for the sub-consultant plus the demonstrated ability to manage and supervise the subcontracted work. Sub-consultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all sub-consultants in the same manner as the Proposer. The Proposer is responsible for all the actions taken by their sub-contractor.

The City reserves the right to reject, replace and approve any and all Subcontractors. All Subcontractor(s) shall be identified in the response to the RFP and the City reserves the right to reject any proposed Subcontractor(s). Subcontractors shall be the responsibility of the prime Contractor and the City shall assume no liability of such Subcontractors.

O. LITIGATION STATUS

Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

P. NEGOTIATIONS

The City reserves the right to negotiate final contract terms with any Proposer selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the awarded Contractor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the awarded Contractor’s proposal, and the awarded Contractor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract.

Negotiations shall be confidential and not subject to disclosure to competing Contractors unless and until an agreement is reached. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP.

Q. NON-PAYMENTS

Note that payments will NOT be made for any unsatisfactory work until corrected. In the event of nonpayment of undisputed sums by the City, Contractor shall give the City thirty (30) working days to cure the alleged breach.

R. OWNERSHIP OF DOCUMENTS

The City has permanent ownership of all directly connected and derivative materials produced under this contract by the Contractor. All documents, reports and other incidental or derivative work or materials furnished hereunder shall become and remains the sole property of the City and may be used by the City as it may require without additional cost to the City. Contractor shall provide the City copies of documents upon its request at any time. None of the documents, reports and other incidental or derivative work or furnished materials shall be used by the Contractor without the express written consent of the City.

S. PARKING

The City will not provide free parking and/or reimbursement for the cost of parking while providing services and conducting business with the City.

T. PROFESSIONAL STANDARDS

Contractor staff shall be courteous to the public and City staff utilizing facilities where Contractor is performing work, but shall be responsive only to the requests of the City’s Project Manager or designee. Contractor staff shall direct all inquiries to Project Manager or designee.

Contractor acknowledges that City locations consist of public-use facilities and recognizes the obligation to ensure Contractor personnel and agents maintain the highest level of professional standards in attire, decorum, and interaction with the public and City personnel.

U. PROJECT MANAGER

The selected Proposer will assume responsibility for all services in its proposal. The selected Proposer shall identify a sole point of contact, Project Manager, with the greatest knowledge in regard to the required service operations and contractual matters, including payment of any and all charges resulting from the Agreement.

V. PROPOSAL VALIDITY

Services, pricing, and warranties indicated in a Proposer’s Proposal must be valid for a period of 180 days at minimum after the submission of the Proposal.

W. PUBLIC AGENCIES

Other public agencies, as defined by California Government Code Section 6500, may choose to use the terms of this Contract, subject to Contractor’s acceptance. The City is not liable or responsible for any obligations related to a subsequent contract between Contractor and another public agency.

X. PUBLIC RECORDS

Proposals will become public record after the award of a contract unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information. Proposer information identified as proprietary shall be maintained confidential, to the extent allowed under the California Public Records Act.

Y. SUBCONTRACTORS

Proposals in response to this RFP must identify any Subcontractors, and outline the contractual relationship between the Awarded Subcontractor and each Subcontractor. An official of each proposed Subcontractor must sign, and include as part of the proposal submitted by the Prime Contractor, a statement to the effect that the Subcontractor has read and will agree to abide by the awarded Contractor’s obligations. Any Subcontractor proposed after award of contract must be approved by the City before commencement of work.

The City will look solely to the awarded Contractor for the performance of all contractual obligations which may result from an award based on this RFP, and the awarded Contractor shall not be relieved for the non-performance of any or all Subcontractors.

XIII. AWARD OF AGREEMENT

Selected Consultant(s) will be notified in writing. Any award is contingent upon the successful negotiation of final contract terms.

A. EXECUTION OF AGREEMENT

A standard agreement is included as EXHIBIT 2 Sample Agreement of this RFP. “Proposer” will hereinafter be referred to as “Consultant” or “Contractor” in standard agreement. The term of the agreement will begin after the agreement is fully executed, and all required bonds, insurance documents and contents of the payment information packet have been received and approved.

XIV. IMPLEMENTATION

A. KICK-OFF MEETINGS

The successful Proposer will be required to meet with City staff prior to commencement of services or at any time as required by the City, to discuss and agree on operational issues including transition of services and scheduling.

Consultant shall perform services as set forth below.

I. Scope of Services

The City of Santa Ana is issuing this Request for Proposals (RFP) for Automated Parking Citation and Processing Services. The City desires an integrated software and hardware service solution to parking citation and payment processing. The preferred solution will include compatibility with our current mobile computing devices (e.g. smart phones, tablets, etc.) for ticket issuance and data download with real-time, online access for public safety officers, the City’s Parking Citation Coordinator and Finance Staff to citation information and citation status on a user-friendly reporting structure. A complete package of citation issuance, processing, collection, reporting, hardware and software maintenance is required. The program and service must also accept and support hand-written citation forms.

The Vendor shall coordinate its efforts with the City of Santa Ana Police Department, City of Santa Ana Finance Department, Orange County Court System and other agencies affected by the project. The Vendor will be expected to work closely with the Police Department’s Traffic Division and Finance Department to ensure compatibility and uniformity.

A. SOFTWARE/USER INTERFACE SPECIFICATIONS

These specifications are not all inclusive, but are intended for the purpose of giving the Vendor a general idea of the City's system. Specific details will be provided after an agreement has been entered.

1. Vendors must provide a software solution for electronic issuance of citations. Software must be installed on and compatible with current mobile computing devices (e.g. smart phones, tablets, etc.) and incorporate the following features:

a. Citation must be capable of printing on a 2"- 4.5" thermal printer (brand name to be determined later). Vendor must recommend a printer compatible with their software product.

b. The software solution must be able to take and associate multiple photos to each citation record.

2. Records Management System Interface (RMS)

a. The software solution must include an automated export interface to the City’s

Records Management System (RMS). The interface must be able to send data in a Comma Separated Values (CSV) format to be defined by the City. The interface shall also export any photos associated with citation records as separate image files following a naming convention defined by the City to facilitate their import into the RMS.

EXHIBIT 1

SCOPE OF SERVICES

3. The user interface includes payment information as well as parking citation specific information. It will include the fields listed below, including the validations for each field.

Ticket Information:

• Citation number - all City tickets begin with "PC" and have a unique 6 digit identifier that follows.

• Date - the date the citation was issued

• Amount - the amount of the parking ticket.

Vehicle:

• Vehicle License number

• State (state of vehicle's license plate) - in two letter format.

Contact Information:

• Name

• Address

• Phone - should include an input mask or validation that does not allow users to enter an invalid number.

Payment Information:

• Credit Card Type - Choices are VISA or MasterCard.

• Credit Card number

• Expiration Date

• Name on Card

4. Be able to develop a custom interface with City payment system, iNovah, to provide for the ability of City cashiers to accept payment of parking citations, process refunds and to process NSFs.

B. CITATION PROCESSING SERVICES

1. Data Entry from Handwritten Citations.

a. Receive and date stamp weekly batches of all handwritten citations sent by City;

b. Enter citation information into the database;

c. Batch, record, and verify receipt of all manual citations within two (2) business days;

d. Edit capability to correct dates, duplicate citations, violation codes and fine amounts;

e. System for filing/storing citations in easily retrievable format for a minimum of two (2) years and then dispose in accordance with City direction.

2. Automated Transfer and Upload of citations issued by the mobile computing device.

a. Loading of batch files immediately upon transfer;

b. Edit capability to correct dates, duplicate citations, violation codes, and fine amounts;

c. System to promptly notify City regarding citations unable to be entered for any reason (no violation code, unreadable license, etc.)

3. Registered Owner Name Retrieval.

a. Retrieve data online from the State of California Department of Motor Vehicles

(DMV);

b. Provide daily access to registered owner information;

c. Validate DMV makes upon return of registered owner information from DMV to ensure proper make of vehicle issued citation;

d. Review DMV “No Hit” list to ensure that license plate and state have been entered correctly;

e. Daily registered owner name retrieval for all citations without a name on the system.

4. Out-of-State Registered Owner Retrieval from State DMV.

a. Maintain regularly scheduled communications with DMV offices in the 50 states;

b. Maintain regularly scheduled communications with the Transportation Ministries in Canada and Mexico that permit registration and name acquisition;

c. Mail collection letters;

d. Communicate with individuals outside of the United States who were issued a parking citation by the City.

5. DMV Registration Holds/Releases.

a. Process DMV holds or releases daily;

b. Access DMV records online;

c. Capability to release registration holds upon City’s request;

d. Report monthly holds and payments made at DMV;

e. Immediate update of database with monthly payment information from DMV.

6. Automated processing of Administrative Review Requests.

a. Vendor shall provide tracking and correspondence for all administrative review;

b. Vendor shall enter and maintain database of all administrative review, showing current status of each request. System must be integrated with parking citation issuance and processing system. Ensure a result is received for each correspondence;

c. Administrative review requests must be entered into the system within two (2) business days from date of receipt;

d. Provide inquiry capabilities for citations in the administrative review process;

e. Print and mail (by first class mail) all administrative review result letters;

f. Notify the City of citations that have been successfully dismissed through the review process and have had payments processed, (or are cancelled) so the City can issue a refund;

g. File and store all source documents for ease of retrieval;

h. Provide staff to respond to telephone inquiries regarding how to contest a violation, determine outstanding penalty amounts or delinquent fees, identify time frames, and any other pertinent information in order to contest a citation by mail or in-person; Languages: English,Spanish, Korean, and Vietnamese

i. Link the hearing tracking system to the citation database in real time to obtain citation information such as citation issue date, delinquent date, amount owed, and other citations open with the same license plate numbers;

j. Ensure that the computer system is capable of recording data and comments for historical background, suspending action while appeals are under investigation, sort citations by type of violation and/or defense, record case decisions, generate letters and use customized liability reason codes;

k. Provide monthly report of review results by citation number.

7. Administrative Hearings

a. Provide tracking and correspondence for all administrative hearing requests;

b. Vendor shall enter and maintain a database of all administrative hearing requests, showing current status of each request. System must be integrated with parking citation issuance and processing system. Ensure a result is received for each correspondence;

c. Schedule Administrative hearings and forward schedule to the City;

d. Print and mail (by first class mail) customized hearing notification letters for the

City;

e. Respond to inquiries for the City and the public regarding date of hearing, mailing date, location of hearing and directions to hearing location;

f. Re-send letters should room or date changes be necessary;

g. The Hearing Officer will forward results of Administrative Hearing to the City and to the Vendor;

h. Letters regarding the results of Administrative Hearings will be mailed by the

Vendor;

i. When a refund is appropriate, the Vendor shall provide information to the City.

The City will issue the refund;

j. Provide monthly report of review results by citation number.

8. Payment Plan Administration

a. Provide and manage a payment plan to comply in accordance with Assembly Bill No. 503 and business rules as defined by the City of Santa Ana

i. Review each request for an Indigent Payment Plan

ii. Approve or deny each request for an IPP based on the City’s business rules

9. Payment Processing

a. Provide a separate Post Office Box for the City where payments, administrative review correspondence, and other documents are to be mailed;

b. Provide mail pick-up from post office at least once per day;

c. Sort and batch all incoming mail by postmark date for payment posting;

d. Enter and process payments received within one (1) business day, including opening all mail received, verifying payment amounts, updating computer system, and making daily bank deposits in the City’s designated bank account;

e. Conduct daily reconciliation of all payments entered with bank deposits;

f. Provide daily reporting of bank deposits made for the City;

g. File and store all source documents in an easily retrievable system;

h. Track rebilling on partial payments, checks returned for insufficient funds upon notification from City, vehicle change of ownership, and leased vehicle information;

i. Provide for payment by credit card (Visa and MasterCard) and be capable of securing authorization from the banking institution. Payments made by credit card are to be immediately updated in the database in real time. Payments will be made by automated telephone system;

j. The Vendor will have the ability to accept payments via the Internet.

10. City's Online Payments.

a. The vendor must also accept data from the City's cashiering system. Data would be provided electronically on a daily basis.

C. CORRESPONDENCE PROCESSING

1. All correspondence shall be processed within two (2) business days from date of receipt;

2. Obtain approval from the City on all standard forms, notices of delinquent violation, and correspondence. The Vendor must ensure that all forms conform to applicable State and Federal laws.

3. Submit copies of standard forms, notices of delinquent violation, and other types of standard correspondence with bid proposal.

D. REPORTING

1. The Vendor shall be responsible for providing regular daily, weekly and monthly reports on demand to the issuing agency within three working days of the report being requested. This includes custom reports.

2. Although other reports may be required, the vendor shall be capable, at a minimum, of producing reports relating to scofflaws, open citations, bank deposits and citation dispositions. The vendor must be capable of delivering these reports to the Police Department on an agreed schedule.

3. The Vendor shall provide duplicate or replacement reports at no additional cost to the city.

4. Copies of citation abstracts shall be provided to violators at no cost upon request.

5. The following Vendor reports are required monthly; Repeat offender list (5 or more), citation analysis by officer, citation analysis by violation, citation status report, out of state status, out of state revenue, hot sheet, distribution revenue summary, violation statistics, violation analysis by officer, detail citation report by officer, monthly citation statistics, yearly statistics of issuance, citation summary report, bail payment summary report, DMV citation cleared with bail (collected), DMV citations cleared without bail (not collected), DMV registration hold listing, Refunds report. Provide an online report generation capability;

6. Provide weekly license plate number to citation number cross reference reports sorted by license and citation. Provide additional reports monthly as may be needed by management or auditors;

7. Submit a sample of the standard reports used with bid proposal.

8. Able to work with the Agency to design reports upon need and provide it to the Agency at no cost.

E. TOLL-FREE TELEPHONE SERVICE AND CUSTOMER SERVICE

1. Provide a toll-free telephone number,designated for this contract, for customer service inquiries and credit card payments;

2. Operate the toll-free telephone service 24 hours a day, seven days a week, 365 days per year, for the 50 states, Canada, and Mexico;

3. The Contractor’s telephone answering system shall be sufficient in design and capacity to process the added volume of…