RFP25260001-Parking Management System.pdf

QUEENS COLLEGE AUXILIARY ENTERPRISES CORPORATION

REQUEST FOR PROPOSALS

INSTALLATION AND MAINTENANCE OF

PARKING MANAGEMENT SYSTEM EQUIPMENT

Campus Visit: July 23, 2026 at 11:00 AM

Proposal Due Date and Time: September 15, 2026 at 3:00 PM

RFP25260001-Parking Management System Equipment Queens College Auxiliary Enterprises Corp.

T A B L E O F C O N T E N T S

PART I - INSTRUCTIONS AND PROPOSAL CONDITIONS

Section Page Number

1 Introduction 4 2 Important Dates, Addresses and Contact Information 5 3 General Proposal Requirements 7 4 Proposal Submittal Requirements 8 5 Modifying Your Proposal 10 6 Withdrawing Your Proposal 11 7 Proposal Evaluation 11 8 Reservation of Rights 12 9 General Proposal Conditions 13

PART II – SCOPE OF WORK 15

EXHIBIT A – DESCRIPTION OF PARKING LOT

EXHIBIT B – DRAWING OF PARKING LOT

EXHIBIT C – HOURS OF OPERATION

PART III – PROPOSER QUESTIONNAIRE AND CERTIFICATION OF PROPOSAL

PART IV – TERMS AND CONDITIONS OF CONTRACT

Section

1 Definitions 33 2 Contract Documents 34 3 Performance; Compliance with Law 35 4 Contract Price 36 5 Goods 37 6 Proprietary Articles 38 7 Contract Quantities 38 8 Guarantee 39 9 Insurance 40 10 Term; Time of Completion & Extension of Time 40 11 Staff 41 12 Arbiter of Disputes 41 13 Estoppel 42 14 Liquidated Damages 44 15 Termination 45 16 Notices 46 17 Assumption of Risk; Indemnification 47 18 Liens 48 19 Cooperation with Other Contractors 51

20 Contractor’s Independent Status 54 21 Use of Name; Advertising 54 22 Claims 54 23 Period of Limitation 55 24 CUNY Related Entity Requirements 55

APPENDIX A - STANDARD CONTRACT CLAUSES 55

PART V - MWBE UTILIZATION PLAN, REQUEST FOR WAIVER

AND QUARTERLY COMPLIANCE REPORT FORMS

PART VI - CONTRACT SIGNATURE PAGES

PART I

INSTRUCTIONS AND PROPOSAL CONDITIONS

Section 1 – INTRODUCTION

1.1 General. The Queens College Auxiliary Enterprises Corporation (“Corporation”), a not-for-profit corporation that provides services for the benefit of Queens College (the “College”) of The City University of New York (“CUNY” or the “University”), invites you to submit a proposal for the contract (“Contract”) described in this Request for Proposals (RFP).

1.2 Definitions. In this RFP references to “we”, “us”, “our” or “Corporation” mean the Corporation, and references to “you” and “proposer” mean each and every respondent to this RFP. See Part IV, Section 1 for the meanings of capitalized terms not otherwise defined in this Part or Part II.

1.3 Scope of Work. See Part II for additional information concerning this RFP.

1.4 Supplier Diversity Participation. Like CUNY, we are committed to promoting supplier diversity and offering New York State-certified minority and women-owned business enterprises (MWBE) and service-disabled veteran-owned businesses (SDVOB) an equal opportunity to provide us with goods and services. Consequently, we make good-faith efforts to maximize contract opportunities for MWBEs and SDVOBs, including meeting CUNY’s overall MWBE and SDVOB participation goal, set annually by CUNY. Although there are no expressed MWBE and/or SDVOB participation goals on this RFP, you are encouraged to incorporate NYS-certified MWBE and SDVOB firms into your proposal. A list of MWBE firms may be found at https://ny.newnycontracts.com/ and a list of SDVOB firms is available at https://online.ogs.ny.gov/SDVOB/search. If you intend to utilize NYS-certified MWBEs and/or SDVOBs, please submit a Utilization Plan on Part V along with your proposal. If you are awarded a contract pursuant to this RFP, you will be required to use good faith efforts to support CUNY’s overall MWBE and SDVOB participation goals. See Part IV, Section 19, for additional information and requirements.

1.5 Contents of RFP. This RFP has the following parts:

1.5.1 Part I – Instructions and Proposal Conditions

1.5.2 Part II – Scope of Work

1.5.3 Part III – Proposer Questionnaire and Certification of Proposal

1.5.4 Part IV – Terms and Conditions of Contract

1.5.5 Part V – MWBE Utilization Plan, Request for Waiver and Quarterly Compliance

Report Forms (optional)

1.5.6 Part VI – Contract Signature Pages

https://ny.newnycontracts.com/ https://online.ogs.ny.gov/SDVOB/search

You must meet all of the requirements of Sections 2 through 4 below (“Requirements”) on or before the Proposal Due Date and Time listed in Section 2.1. We reserve the right to determine that you have substantially met Requirements and/or to ask for additional information.

Section 2 – IMPORTANT DATES, ADDRESSES AND CONTACT INFORMATION

2.1 Important Dates.

Event Date Time

Release of RFP July 9, 2026 9:00 A.M.

Proposers Conference / Campus Visit (if any) July 23, 2026 11:00 A.M.

Question Submission Deadline August 13, 2026 4:00 P.M.

Projected Date of Response to Questions August 27, 2026 2:00 P.M.

Proposal Due Date and Time September 15, 2026 3:00 P.M.

Projected Date of Contractor Selection October 6, 2026 3:00 P.M.

2.2 Proposers Conference / Campus Site Visit.

____ There WILL NOT be a scheduled Proposers Conference / Campus Visit.

__X__ There WILL be a mandatory Proposers Conference / Campus Visit. The location of the Campus Visit is:

Queens College Kiely Hall - Room 257 65-30 Kissena Boulevard Flushing, NY 11367

2.2.1 Please confirm your attendance, including the names of company representatives who will attend, no later than 72 hours before the Proposers Conference / Campus Visit by contacting Maria Beltrez at 718-997-4483 or maria.beltrez@qc.cuny.edu.

2.2.2 One purpose of the Proposers Conference / Campus Visit is for you to see the campus and ask questions about the scope of the Contract and the conditions under which it will be performed. If you do not investigate the existing conditions and later learn of something that could adversely affect performance of the

Contract and which a reasonably prudent person would have discovered earlier, you will still be responsible for any obligations you may have with respect to this RFP or to the Contract, if awarded to you.

2.3 Contact with Corporation and Questions.

2.3.1 You must direct all your communications regarding this RFP to the “Authorized

Contact”, unless this RFP specifically provides otherwise. Do not contact anyone else at the Corporation, the College or The City University of New York (“CUNY”). The Authorized Contact is:

Maria Beltrez Finance Procurement Specialist 65-30 Kissena Boulevard Flushing, NY 11367 Phone Number:718-997-4483 E-mail Address: maria.beltrez@qc.cuny.edu

2.3.2 If you have any questions about this RFP, including requests for interpretation or correction, send them to us before submitting your proposal. Questions may be submitted, in writing, any time on or before the Question Submission Deadline listed in Section 2.1, to the Authorized Contact.

2.3.3 We will respond to your questions and issue any clarifications and amendments to the RFP we deem necessary, in the form of written Addenda to this RFP. We will send Addenda to proposers by mail, e-mail, facsimile or courier. We are not responsible if you fail to receive an Addendum.

2.3.4 Addenda are a part of this RFP, and are binding on you whether or not you receive them. We encourage you to verify with the Authorized Contact that you have received all Addenda before submitting your proposal. Only answers, clarifications and amendments we give in a written Addendum are binding on us.

We are not responsible for the correctness of information given orally.

2.4 Submission of Proposal.

2.4.1 We must receive your proposal on or before the Proposal Due Date and Time listed in Section 2.1 at the following email address:

Queens College/CUNY ATTN: Maria Beltrez Purchasing – Kiely Hall Room 257 65-30 Kissena Boulevard Flushing, NY 11367 Email: maria.beltrez@qc.cuny.edu

2.4.2 You are solely responsible for ensuring that your proposal arrives on time at the proper location.

2.4.3 Emailed proposals will not be accepted.

Section 3 - GENERAL PROPOSAL REQUIREMENTS

3.1 Prepare and submit an original and six complete copies of your proposal, and an electronic version on a USB flash drive. Include the following materials, completed, and with all required signatures and attachments:

3.1.1 All information required by Part II – Scope of Work

3.1.2 Part III – Proposer Questionnaire and Certification of Proposal

3.1.3 Part V – MWBE Utilization Plan, Request for Waiver and Quarterly Compliance

Report Forms

3.1.4 any Addenda

Do not sign Part VI at this time.

3.2 Clearly mark all information submitted in your proposal with the Section and subsection number to which it is responsive.

3.3 Make sure that the information in your proposal is consistent throughout.

3.4 If you think that any of the information in your proposal is a trade secret or is proprietary, or if you are required to keep certain information confidential because of a prior contract, you must submit this information in a separate sealed envelope marked “CONFIDENTIAL PORTIONS OF PROPOSAL.” We won’t consider a request that an entire proposal be kept confidential. Similarly, pricing information, discounts, makes, model and catalog numbers of goods offered, terms of delivery and terms of payment are not considered proprietary and you must not designate them as such. To the extent permitted by law, we will deny public access to information submitted as described in this paragraph.

If you don’t follow these instructions, we won’t be responsible for the confidentiality of the information.

3.5 Indicate on Part III, Item 22 any deviations from this RFP. Do not make changes to the RFP documents themselves. Unless you indicate otherwise on Part III, Item 22, we will assume that you agree to the proposed terms and conditions set forth in this RFP. We reserve the right to accept or reject any changes you suggest.

3.6 Include all discounts, incentives or other financial considerations in your financial proposal, even if not specifically mentioned in this RFP.

3.7 The Corporation is exempt from the payment of any federal, state and local sales and use taxes. Do not include these taxes when proposing prices for goods or services to be purchased by the Corporation.

3.8 Sign your proposal. Your proposal must be completed in the legal name of your company and must be signed by an authorized person.

3.9 Your proposal should offer your best and final terms. We reserve the right to award a contract on the basis of your submitted proposal without further discussion. Do not include ideas or concepts in your proposal that you are not prepared to implement should you be awarded the Contract.

3.10 Seal your proposal. The sealed envelope must clearly state: (i) your company’s name and address, (ii) the title of this RFP, and (iii) the date and time the proposal is due.

3.11 By signing and submitting your proposal, you affirm that you have read this RFP, including but not limited to Part IV, accept its terms, and are able and willing to sign the Contract if your proposal is selected, subject only to any changes negotiated and agreed to by both of us. The issuance of a letter of intent to award or similar document does not require or commit us to enter into the Contract with you until all terms and conditions are negotiated and acceptable to

us. In the event of any inconsistencies between your proposal and the RFP, the language of the RFP will control unless we have specifically agreed in writing to accept the terms from the proposal.

Section 4 - PROPOSAL SUBMITTAL REQUIREMENTS

Your proposal must include or address each of the items included in this Section.

4.1 Minimum Requirements. In order to have your proposal considered for evaluation and contract award, you must provide evidence that you meet the following minimum requirements:

4.1.1 Your company must have completed within the past two (2) years at least three

(3) contracts that are of similar size, scope, complexity, and nature to the Work.

For each of the three (3) contracts, submit:

(A) the name of the client and a brief description of the client;

(B) a brief description of the contract, including a description of the services provided;

(C) the dates during which the contracts were in effect; and

(D) the name of a contact person for each such contract together with his/her role with respect to the contract and his/her current title, address, and telephone number.

4.1.2 Your company must be financially viable. Provide documents such as financial statements, balance sheets, and income and expenditure statements for the prior two years. If your company is a subsidiary of a larger organization, only financial data pertinent to the subsidiary's financial position is required.

4.1.3 Your company must be Payment Card Industry (“PCI”) Data Security Standard (DSS) certified for the equipment being proposed and if awarded the Contract must maintain such certification during the term of the Contract. Submit evidence that your company has the required certification. No award will be made to any vendor that is not compliant with PCI DSS as of the date of the award.

4.2 Company Profile

4.2.1 Provide a brief history of your company and why your company is qualified to provide the services as outlined in this RFP and what sets it apart from other companies. Discuss how your company meets the Minimum Requirements in Section 4.1. Include information regarding your company’s presence in the revenue control system industry, especially as it relates to parking access systems, including revenue levels, number of current accounts, years in business, and number and make-up of staff.

4.2.2 If you anticipate using one or more subcontractors, provide the name of each subcontractor proposed, a description of the portion of the Work you anticipate each subcontractor would provide, and a description of the qualifications of each proposed subcontractor. Subcontracting is subject to written approval from the Corporation and the College.

4.3 Technical Description

4.3.1 Requirements. Describe the system you are proposing and how it meets the requirements set forth in the Scope of Work in Section 2 below. Without limitation:

(A) Submit catalog cuts, technical literature and performance data of the system you are proposing.

(B) Specify the intercom brand proposed and suggest alternative brands with pricing options.

(C) Describe the data and reports the system will provide. The Parking

Management System (PMS) must permit remote access to data and reports. Indicate in your proposal if there are any hardware, subscription or other costs associated with such remote access.

(D) Indicate how many days of standard shift, daily and cumulative financial and activity reports will be archived by and accessible from the PMS.

Include annotated samples of stand reports.

(E) Specify the available options for handling time zone or payment violations.

4.3.2 Optional Extras. Indicate whether the system you are proposing includes optional capabilities and if you recommend any additional software. Without limitation describe whether the system can:

(A) tier authorization levels for system commands and report access, and whether authorization is by password or access card;

(B) scan College ID cards and/or S2 proximity cards at the register to offer discounted rate; and

(C) provide value/debit card prepaid parking using proximity access cards. If so, describe available options, including, for example, the daily rate for up to 12 hours parking with unrestricted access and egress within the 12-hour interval.

4.3.3 Describe any credit card hardware and software options.

4.4 Budget, Scheduling and Training.

4.4.1 Include a comprehensive budget showing, without limitation:

(A) required and optional hardware and software with delivery lead-time from the receipt of an order. Price optional components separately and note software packages; and

(B) installation labor and materials costs, including concrete, electrical, wiring and mounting

4.4.2 Provide a plan with an equipment installation schedule and indicate how existing operations will be maintained during installation.

4.4.3 Describe your company’s training program for the PMS.

4.5 Maintenance Proposal. Include a proposal for a five (5) year full-service maintenance contract commencing with the startup of the PMS. Among other things, provide the following:

4.5.1 Specify effective monthly costs by year (if billed on some other time interval, specify this but derive a monthly charge) and consider warranty provisions (e.g.

first year maintenance could be $0 for standard warranty or warranty benefit could be spread over 5 years of payments).

4.5.2 Describe the number of service technicians, applicable factory certifications and the area served by these technicians. If any technicians are sourced from alternate vendors other than an authorized distributor of Contractor’s products, please specify the firm.

4.5.3 Indicate how soon a technician will arrive to service PMS for service or repairs.

Any replacement must be of equal or superior quality to the PMS originally installed.

4.6 Financial Proposal. Complete and submit the financial proposal form at Part III

- Section B

Section 5 - MODIFYING YOUR PROPOSAL

You may submit a modified proposal to replace a submitted proposal up until the

Proposal Due Date and Time. It is your responsibility to ensure that any modified Proposal is clearly marked as such on the outer envelope. Submit your entire proposal again, as modified. We will open only the latest timely submitted proposal.

Section 6 - WITHDRAWING YOUR PROPOSAL

6.1 Your submission of a proposal is a binding offer to provide goods and/or financial remuneration and/or to perform services. This offer will remain in effect for 180 calendar days after the Proposal Due Date (the “offer period”), and will continue thereafter, unless you withdraw your proposal pursuant to Section 6.3 or 6.4 below. Any request to withdraw your proposal must be made in writing to the Authorized Contact.

6.2 You may withdraw your proposal at any time before the Proposal Due Date.

6.3 After the Proposal Due Date, you may withdraw your proposal after the offer period has ended and before any award of the Contract to your company.

6.4 You may withdraw your proposal during the offer period only if your request to withdraw is based on a unilateral error or mistake in the proposal, the request is made before any award of the Contract to your company, and we approve the request. You must submit the request to withdraw within three calendar days after the Proposal Due Date, or prior to Contract award, whichever period is shorter. Within five calendar days thereafter, you must furnish documentary proof of the following:

6.4.1 the price(s) or financial remuneration proposed were based on an error of such magnitude that enforcement would be unconscionable;

6.4.2 the proposal was submitted in good faith and you submit credible evidence that the mistake was a clerical error as opposed to a judgment error;

6.4.3 the error in the proposal is due to an unintentional and substantial arithmetic error or an unintentional omission of a substantive quantity of work, labor, material, goods or services made directly in the compilation of the proposal, which error or omission can be clearly shown by objective evidence drawn from inspection of the original work papers, documents or materials used in the preparation of the proposal; and

6.4.4 it is possible to place us in the same state as before the requested withdrawal.

Section 7 - PROPOSAL EVALUATION

7.1 This is a request for proposals and not a bid process. Therefore, we have the discretion to evaluate the qualitative as well as financial aspects of each proposal and make a selection based on what we consider to be in the best interests of the Corporation and the College.

7.2 We will appoint a Selection Committee consisting of a minimum of three persons.

The Selection Committee may appoint one or more non-voting members and/or consultants to advise on specific issues arising during proposal evaluation. The Selection Committee will evaluate those proposals that meet the Requirements.

Once the Selection Committee has completed its evaluation, it will make a recommendation to the Board of Directors of Corporation. The Board will make the final determination regarding award of the Contract.

7.3 The criteria on which each proposal meeting the Requirements will be evaluated, and the weights assigned to them, are as follows:

Minimum Requirements Pass/Fail Qualifications and References [Section 4.2] 25 % Technical Proposal [Section 4.3 – 4.5] 20 % Financial Proposal [Section 4.6] 35 %

SUBTOTAL 80 %

Presentation/Interview 20 %

TOTAL 100 %

7.4 We reserve the following rights:

7.4.1 to award the Contract, if at all, to the proposer with highest Subtotal Score;

7.4.2 to conduct site visits and interviews and/or require presentations of each or a shortlist of proposers;

7.4.3 to negotiate with proposer(s) as necessary in the best interest of Corporation and College. We may negotiate with proposers concurrently or sequentially. If we invite you to negotiate with us, this does not give you any property rights regarding the RFP or the Contract;

7.4.4 to rescore proposals after interviews, site visits, and/or negotiations;

7.4.5 to award the Contract to other than the proposer or proposers offering the lowest overall cost or the greatest financial return to us; and

7.4.6 to decide tie proposals in the best interest of Corporation and College.

Section 8 - RESERVATION OF RIGHTS

Notwithstanding anything to the contrary in this RFP, we reserve the right to:

8.1 reject any and all proposals;

8.2 reject your proposal if:

8.2.1 you do not meet all of the Requirements;

8.2.2 you misstate, mislead or conceal any material fact in your proposal, or in subsequent submissions, whether oral or written;

8.2.3 it is not in compliance with law;

8.2.4 it contains variations from the terms and conditions of the RFP or the Contract, or is otherwise not responsive to their requirements;

8.2.5 any part of it is conditional; or

8.2.6 it contains conflicting information.

8.3 reject your proposal if you communicate with someone other than the Authorized Contact, unless that communication is specifically permitted by this RFP. If you are awarded the Contract and we discover a violation after award, we have the right to immediately terminate the Contract.

8.4 amend, withdraw or re-issue this RFP: (i) with written notice to all entities who have requested and/or were sent an RFP or, at Corporation’s option, (ii) after any mandatory Campus Visit, with written notice only to those entities who have attended the Campus Visit;

8.5 waive or modify minor irregularities in your proposal;

8.6 visit one or more of your clients and/or former clients, and/or speak with their representatives;

8.7 change any of the scheduled or projected dates of this RFP;

8.8 request additional information, representations, samples, and demonstrations from you;

8.9 use any, some, or all ideas submitted in your proposal unless such ideas are protected by proprietary rights and you declare this pursuant to Section 3.5 above; and

8.10 award the Contract, if at all, to one or more proposers.

Section 9 - GENERAL PROPOSAL CONDITIONS

9.1 This RFP and the Contract are governed by the laws of the State of New York.

9.2 Any prior year sales data provided to you is for information purposes only, and is not a guarantee. The sales actually earned by the company awarded the Contract may be less or more than in prior years. If less, the company will have no right to sue us for damages or for lost profits because of this.

9.3 You may not make public announcements or news releases regarding this RFP or any subsequent contract without our prior written approval.

9.4 You may not use the name or any trademark, service mark, or other proprietary mark or logo of Corporation, CUNY or any constituent college of CUNY without our or CUNY’s prior written approval, as the case may be.

9.5 You are responsible for all costs associated with the preparation, transmittal, or presentation of your proposal.

9.6 At our request and your cost, you must timely remove any samples you provided to us. We won’t be responsible for any samples that are destroyed or damaged while in our custody. If samples aren’t removed within 30 calendar days after we send you a written notice, they will be considered abandoned. Expenses incurred in their disposal will be charged to you.

9.7 We will not be bound by any oral or written information released prior to the date of release of this RFP. After its release, we will be bound only by this RFP, any Addenda, and the Contract.

9.8 The information provided in this RFP is summary in nature and has been prepared without audit or verification. We make no representations or warranties of any kind, either expressed or implied, with respect to such information.

PART II

SCOPE OF WORK

Section 1- INTRODUCTION

1.1 The Corporation is requesting proposals from recognized manufacturers and/or distributors of revenue control systems (the “Contractor”) to provide, install and maintain Parking Management System (“PMS”) equipment at the College’s parking lot 15 North & 15 South located at 65-30 Kissena Boulevard, Flushing, NY 11367 (the “Parking Lots”), as further described in this Scope of Work and otherwise in the Contract (the “Work”).

1.2 As part of the Work, the Contractor will be expected to prepare construction documents in cooperation with the College, and to provide project management during construction and training following installation, as further described in this Scope of Work.

1.3 Contractor is responsible for obtaining any and all necessary Building

Department permits, electrical certificates, and for compliance with all applicable codes, and for filing the Work with all agencies having jurisdiction, as required.

Include any and all filing fees as part of your proposal.

1.4 The following Exhibits are attached and made a part of this Scope of Work:

Exhibit A - Description of Parking Lots Exhibit B – Drawing of Parking Lots Exhibit C – Parking Lot Hours

1.5 The highest-scoring responsive and responsible proposer (per the terms of this

RFP) which enters into a contract with the College (“Contract”), is referred to in this RFP as the “Contractor.” The RFP document, including all attachments and exhibits incorporated herein, shall, together with the Contractor’s Proposal and its attachments, comprise the full agreement between the College and Contractor (the “Contract”). This resulting Contract, including all terms of this RFP, shall supersede any “click-through,” “click-wrap,” and all other electronically presented or posted End User License Agreements or other similar terms and conditions provided by Contractor or any parent or affiliate thereof. Furthermore, all such “click-through,” “click-wrap,” and all other electronically presented or posted End User License Agreements or other similar terms and conditions shall be void except to the extent included in Contractor’s Proposal in accordance with this

RFP.

Section 2 - SCOPE OF WORK

2.1 General Requirements

2.1.1 Contractor must install four (4) traffic control gates at the Parking Lots: one (1) for

Lot 15 North entrance, one (1) for Lot 15 South entrance, one (1) for Lot 15 North exit and one (1) for Lot 15 South exit.

2.1.2 The PMS lane equipment must be capable of reading QCards.

2.1.3 The PMS revenue equipment must be able to provide data on usage and revenue for all Parking Lots. Data provided must include, without limitation, entry and exit volume, monthly activity and revenue summaries and details.

2.1.4 The PMS equipment must be capable of providing Parking Lots access to and collecting revenue from each of the following:

A. Permit Parkers: Members of the College community and public with semester, monthly and daily parking permits, via PMS proximity card readers (3’-6” read range is acceptable) at each lane. The College currently uses NFC capable QCards and, as noted above, the PMS equipment must be capable of accepting these cards.

B. Daily Use Parkers: Members of the College community without parking permits, using the Parking Lots on a daily basis

C. Transitory Parkers: Visitors to the College who will be required to pay for parking.

D. Complimentary Parkers: Visitors to the College who will not be required to pay for parking as long as he/she presents a validated pass upon returning to the Parking Lots.

2.1.5 The PMS equipment must allow for different rates to be collected at the Cashless

Payment Booths described below.

2.1.6 Contractor must run power and data lines to the PMS’ traffic control gates, install a pedestal at lot 15 North & 15 South entrance and an island at 15 North & 15 South exit and complete all other work necessary to install the PMS to specifications.

2.1.7Equipment communication must be via the existing network infrastructure backbone; TCP/IP is preferred. In addition, all equipment must communicate independent of each other for maximum flexibility. The proposed solution shall utilize Queens College existing TCP/IP network infrastructure for system communications wherever feasible. All devices shall be individually addressable and capable of communicating independently over the network to provide maximum operational flexibility, scalability, and fault tolerance. The Contractor shall coordinate all network connectivity requirements with Queens College ITS Networking staff during the design and implementation phases.

2.1.8 Contractor must provide appropriate training to College and Parking personnel in the operation and use of all PMS equipment and software on such dates and times as Contractor and Corporation shall agree. Contractor shall also provide printed and electronic instruction materials.

2.1.9 Upon completion of the PMS installation, Contractor must prepare and provide documentation of all system wiring by lane and hardware component, including as-built architectural and wiring drawings. Drawings may be in the form of schematic representations provided that all wiring and individual conduit runs are clearly noted. Schematics must be provided in both print (3 complete sets) and AutoCad electronic forms.

2.2 Software Requirements. The PMS must meet the following requirements:

2.2.1 Allow the Corporation to process and issue prepaid parking permits that permit entry into the Parking Lot through the PMS traffic control gates. The permits will be for various time periods, including annual and semester.

2.2.2 Allow Corporation to process and issue prepaid monthly and weekly parking permits for the general public (proximity cards) that permit entry into the Parking Lot through the PMS traffic control gates.

2.2.3 Have the capability of sending programmed alerts to Corporation and/or College-designated individuals. Alerts shall include, without exception, hung gate, waived parking fee, voided tickets and revenue data.

2.2.4 Provide real-time differential counting with the ability to activate a remote “FULL” sign.

The solution must comply with CUNY, New York State, and OSC procurement and data security requirements.

2.3 Equipment/Hardware Requirements

2.3.1 The PMS equipment must be configured into four (4) traffic control gates: one lane in at 15 North entrance and one lane in at 15 South entrance; one lane out at 15 North exit and one lane out at 15 South exit.

The Traffic Control gates should offer a standard 1.3-second opening time and seamless integration with the parking management software and should provide 100% continuous uptime rating, and should be engineered for high-frequency use.

i. Hardware: The traffic control gates should include selectable open/close times, automatic open during power outages, and integrated loop detectors.

ii. Access Control: The traffic control gates should pair seamlessly with credentialing systems such as RFID readers, License Plate Recognition (LPR) cameras, and barcode scanners for transient or monthly parkers.

iii. Payment Integration: The traffic control gates should support touchless payments (NFC, mobile apps ), pay-in-lane stations, and pay-on-foot kiosks to reduce congestion and speed up exit times.

iv. Dimensions: Maximum 12 feet, with a straight boom arm

v. Electrical & Environmental Specs:

a. Supply Voltage: 85–264 VAC, 50/60 Hz.

b. Power Consumption: Maximum 95 W using an energy-efficient MHTM™ drive system.

c. Operating Temperature: -22°F to 131°F (-30°C to 55°C).

d. Enclosure Rating: IP 54 dust and water-resistance rating.

2.3.2 The PMS equipment at 15 North & 15 South entry gates must be an entry lane only and must have one (1) ticket issuing entry station with customer display and intercom and proximity card reader.

The entry station should facilitate rapid ticket dispensing and access validation functions.

i. Ticket Issuance: Heavy-duty motorized thermal ticket printer holding up to 5,000 tickets per paper roll.

vi. Hardware Interface: 10.1” sunlight-readable color touch screen, a built-in pinhole IP camera, and a Voice over IP (VoIP) intercom system.

vii. Access Credentials: Reads LPR (License Plate Recognition), HID

Proximity, Mifare, AVI long-range tags, and QR barcodes (paper or smartphone).

viii. Dimensions: 14.9” W x 12.4” D x 49.9” H.

ix. Electrical Load: 100–240 VAC, 50–60 Hz | 6.5A max current draw | 640 Watts power consumption (with active internal heater engaged)

2.3.3 The equipment at 15 North & 15 South exit lanes must have one (1) exit ticket accepted at each lane with customer display, proximity card reader and intercom.

The exit station should specify the checkout validation mechanism that verifies paid tickets or processes backup lane credit payments.

i. Ticket Verification: High-speed motorized barcode scanner reading 1D, 2D, QR codes, and PDF417 formats.

ii. Backup Payment: Includes identical payment hardware to the CPS-60 (EMV, Mag-stripe, NFC) so drivers who forgot to pay at the walkway kiosk can settle fees in-lane.

iii. Gate Control: Dedicated dry-contact relay outputs to communicate directly with your automatic barrier gates, loop detectors, and external electronic lane signs.

iv. Dimensions: 14.9” W x 13.1” D x 49.9” H.

v. Electrical Load: 100–240 VAC, 50–60 Hz | 6.5A max current draw | 650

Watts power consumption (with active heater).

2.3.4 Contractor must also supply the following PMS Equipment:

A. Four (4) Cashless Payment Booths – one for each lot and one at Kupferberg Center for The Arts and the Music Building (credit/debit card or Cards will be inserted into the machine for payment – capable of returning parking ticket as “paid”). The Contractor shall supply all consumables for the entire Contract term.

The Payment booths should be optimized layout for heavy pedestrian traffic. Patrons should insert their entry tickets here to pay with a card or phone prior to walking back to their vehicle.

i. Payment Hardware: Integrated PCI 3.2 compliant card reader supporting P2PE EMV chip transactions, magnetic stripe fallback, and NFC contactless payment (Apple Pay, Google Wallet, tap-to-pay).

ii. Ticket & Receipt Processing: Motorized barcode ticket reader (calculates fees instantly) paired with an on-demand thermal receipt printer.

iii. Hardware Interface: 10.1” interactive color touch screen, pinhole IP security camera, and built-in SIP VoIP intercom.

iv. Dimensions: 14.9” W x 13.1” D x 49.9” H.

v. Electrical Load: 100–240 VAC, 50–60 Hz | 6.5A max current draw | 650

Watts power consumption (with active heater).

B. Uninterruptible power supply for system controller and provision to retain system data for a minimum of 24 hours.

C. All necessary loops and protective bollards.

The Parking Management System equipment should exhibit the following Core System Architecture (Shared by All Units)

i. Weatherproof Build: Heavy-duty, tamper-resistant stainless steel housings coated with high-grade epoxy. Rated IP54 and equipped with internal thermostats and form-fitted space heaters to operate smoothly between -4°F and 122°F.

ii. Software Vulnerability Shield: Run on proprietary, ultra-secure "O/S

Less" embedded industrial processor infrastructure. This structure completely eliminates OS-based hacking risks and system lag.

iii. Offline Functionality: Built-in lithium-ion battery clocks and on-board memory allow units to store transactions and validate credentials locally during a network drop. Transactions automatically sync back to the Facility Management System when connectivity is restored.

iv. Safety Certifications: Built to meet global compliance criteria including

UL 60950-1, CAN/CSA-C22.2, CE, FCC Part 15 Subpart B, and ADA clearance layouts.

2.3.5 The Parking System must also integrate with our Transact system via API software and shall enable users to pay with the Queens College Cards, the following Parking Systems are most compatible with our software and will integrate seamlessly with our Transact System:

A. Amano McGann B. Flowbird (formerly Cale America + Parkeon) C. T2 Systems / Digital Payment Technologies D. TIBA Parking LLC

2.4 System Architecture & Deployment

2.4.1 Deployment Model:

The solution must be offered as one or more of the following:

A. Cloud-based (SaaS) – preferred B. Hybrid cloud/on-premise

C. On-premise (must justify)

Vendors must clearly describe:

A. Hosting model B. Data residency C. System scalability D. Redundancy and disaster recovery

2.4.2 License Plate Recognition (LPR) Capabilities

2.4.2.1 Camera Hardware Requirements OR capacity to intergrate with a LPR:

High-resolution LPR cameras capable of:

A. Day and night operation B. Low-light and adverse weather conditions C. Variable vehicle speeds D. Minimum capture accuracy of 95% or higher E. Ability to capture plates at entry, exit, and mobile patrol locations F. Support for fixed and mobile (vehicle-mounted) cameras G. NDAA-compliant hardware

2.4.2.2 Plate Recognition

Automatic detection and recognition of:

A. U.S. license plates (all states) B. New York State plates as a baseline C. Timestamped image capture with metadata D. Plate confidence scoring E. Manual correction capability

2.4.3 Parking Management Software Features

2.4.3.1 Permit Management

Digital permit issuance & Physical permit capacity Permit categories:

A. Faculty B. Staff C. Students D. Alumni E. Visitors –CATCH ALL F. Vendors/contractors G. Temporary and event-based permits H. Ability to associate multiple vehicles per user I. Expiration and renewal management

2.4.3.2 Access Control & Enforcement

Real-time validation of parked vehicles Automated alerts for:

A. Unauthorized vehicles B. Expired permits C. Restricted zones

Support for:

D. Time-based parking E. Zone-based enforcement F. Event-based rules G. Integration with citation or ticketing workflows (if applicable)

2.5 User & Administrative Interfaces

2.5.1 Administrative Dashboard

A. Web-based dashboard accessible via standard browsers B. Role-based access control (RBAC) C. Configurable permissions for:

D. Public Safety E. Parking Administration

F. ITS

G. Real-time monitoring and historical views

2.5.2 End-User Experience

User portal for:

A. Permit registration B. Vehicle management C. Notifications and reminders D. Mobile-friendly interface E. ADA-compliant design

2.6 Reporting & AnalyticsThe system must provide robust reporting, including:

A. Parking utilization by lot, zone, and time B. Peak usage analysis C. Violation and compliance rates D. Permit type distribution E. Historical trends and forecasting F. Exportable reports (PDF, CSV, Excel)

2.7 Integration Requirements

The solution must support integration with:

A. Campus access control systems (if applicable) B. Existing gate or barrier systems C. Camps ID systems (optional) D. Payment platforms (if paid parking is implemented) E. APIs for future integration with campus systems

Vendors must document:

F. Available APIs

G. Integration methods H. Authentication standards

2.8 Security Requirements

Compliance with:

A. CUNY IT Security Sta7ndards B. NYS Cybersecurity Policy C. FERP (where applicable)

Encryption:

D. Data at rest E. Data in transit F. Multi-factor authentication (MFA) for administrators G. Audit logging and activity tracking

2.8.1 Data Privacy

A. Clear data retention policies B. Ability to configure retention periods C. No data resale or secondary use D. Ownership of all data remains with Queens College / CUNY

2.8.2 Performance & Reliability

A. System uptime SLA of 99.9% or higher B. Fault tolerance and failover C. Automated backups D. Monitoring and alerting

2.9 Implementation & Project Management

Vendors must provide:

A. Detailed implementation plan B. Timeline with milestones C. Campus coordination requirements D. Testing and acceptance procedures E. Go-live and post-launch support

2.10. A Proposer may include its standard End User License Agreement or similar document (“EULA”) for the proposed application solution as part of its proposal with the explicit understanding that the University reserves the right, in the University’s sole discretion, to reject the EULA or the proposal in its entirety if the University deems the terms of the EULA to be unacceptable. If, in the University’s sole discretion, the University chooses to consider including a proposed EULA into the Contract, then, if Proposer is the apparent awardee, then Proposer agrees that it will negotiate the EULA in good faith and Proposer agrees that the final terms of the EULA as incorporated into the Contract must be equally as favorable or more favorable to the University than the EULA terms contained in the Proposal.

• A copy of any terms and conditions referenced in the EULA by hyperlink must be included in the Proposal. The University cannot incorporate terms by hyperlink alone.

• The terms of this RFP, shall take precedence over any conflicting terms in the EULA, or any terms addressing the same subject matter as the RFP terms.

Further, any of the following terms shall be deemed void and excluded from the Contractor’s EULA:

o Neither the University nor any user of the Services may be required to defend, indemnify, or hold the Contractor harmless for any liabilities, claims, or expenses.

o Neither the University nor any user of the Services shall be required to grant a license to Contractor to use, reproduce, or disclose any user information, confidential information, or any user or University intellectual property, as a condition of using the Services, except for the sole purpose of providing the Services;

o Notwithstanding any disclaimer of warranties, Contractor warrants that the solution provided as part of the Services shall function in all material respects as required by this Contract and in accordance with the applicable product’s documentation, throughout the term of the Contract;

o Any mandatory arbitration clauses shall be deemed void;

o Any limitations of liability shall be deemed void.

o The University shall not be required to pay any costs other than for services rendered. Therefore, any requirements that the University or the Corporation pay for costs such as taxes, interest, penalty or late fees, acceleration costs, cancellation charges, litigation costs, or attorneys’ fees shall be void;

o The University and any user of the Services shall not be required to forfeit rights granted by law or in equity, including, but not limited to: statutes of limitations, trial by jury, limitation of remedies, requirements to post bond for injunctions, to sue/or to limit liability for direct damages for personal injury, death, or damage to real property, tangible property, or intellectual property attributable to the negligence or other tort of the Contractor, its officers, employees, or agents. The University also cannot agree to waive its right to sue or to limit the remedies available to the University against the Contractor, and any provisions indicating that the University has waived such rights or remedies shall be void;

o Notwithstanding any language to the contrary in the EULA or Proposal, the terms of this Contract, including all attachments of the RFP and Proposal, shall not be deemed confidential, except as permitted under this

RFP;

o Any order of precedence or similar terms contained in the EULA or Proposal documents shall be void and not considered part of the Proposal;

o Any language purporting to disclaim a customer’s (i.e. CUNY’s) superseding terms, shall be void and not considered part of the Proposal;

o Any requirement that the University maintain insurance shall be void.

o For purposes of this Paragraph 2.10, the term “University” includes the Corporation.

Section 3 - CONTRACT TERM

The initial term of the Contract is one (1) year. The Corporation, in its sole discretion, may renew the Contract for up to four (4) 1-year renewal terms. The Contract will begin on the date set forth in letter of award. Contractor shall complete the installation work no later than sixty (60) Business Days from the Start Date.”

Section 4 – GENERAL CONDITIONS

4.1 Contractor is solely responsible for the construction means, methods, and procedures for this Contract.

4.2 This is a turnkey project and Contractor must provide all labor, equipment and material required and necessary to complete all work as indicated on the Drawings and outlined in this Scope of Work. Any item of work, materials, etc.

not specifically mentioned in this Scope of Work or on the Drawings, if any, but required to complete the Work, shall be furnished, delivered and installed by the Contractor without any additional cost to the Corporation so that the Work is completed in a first-class manner and ready for its specified use.

4.3 Before starting work, Contractor shall examine any and all adjoining work on which the Work is in any way dependent for perfect workmanship and fit.

Contractor shall do such corrective work to adjoining areas as may be necessary to make the Work perfect in all respects. Contractor is responsible for the patching and repair of all surfaces damaged by its performance of the Contract.

All adjacent damaged surfaces must be repaired to match existing conditions.

4.4 Contractor shall contact the College’s Office of Facilities Design and Construction

(FDC) for access to the Work area, delivery of material, use of toilets, etc.

Contractor must supply all labor and equipment necessary to provide for on-site indoor delivery of materials and equipment to the Work area. No staging or storage areas will be provided on the College campus except in the Work area unless prior approval is received from the Office of FDC.

4.5 The Contractor shall be responsible for the coordination of its work and the work of all other trades so as to prevent duplication of effort, disruption of schedule and destruction of work already completed.

4.6 Upon receipt of a notice to commence work from the Corporation or the Office of

FDC, the Contractor shall begin procure all materials, equipment and labor required and necessary for the Work.

4.7 The Contractor shall provide the Office of FDC with a comprehensive work schedule for a maximum period of sixty (60) business days from the start to the completion of entire project as time is of the essence. This work schedule shall conform to the time called for in the Purchase Order.

4.8 For each business day over completion date, $125.00 per day in liquidated damages will be charged.

4.9 Contractor shall contact the Office of FDC at the start of each workday when its workmen are at the Work area. All working hours, unless prior arrangements are made through the Office of FDC, will conform to normal business hours.

4.10 The Contractor will be allowed an extension of time to perform only if a written application is submitted and approved by the Office of FDC, three (3) days prior to completion date.

4.11 All materials shall be delivered to the site at the time of installation. Contractor shall be responsible for all materials left on the site prior to completion of the Work.

4.12 The Office of FDC or designee shall have the right to inspect all work being done at any time. Any work not conforming to this Scope of Work or the Drawings shall be removed immediately and/or repaired at no additional cost to the Corporation or the College.

4.13 Contractor shall be responsible and shall take all necessary precautions and shall employ all necessary measures to protect life and property and shall be responsible for ensuring the safety of its workers, the College population, and the general public. Contractor shall exercise due caution, erect and maintain fences, barricades, signs, bridges, bracing, lighting, and any and all devices necessary for the proper and safe execution of the Work.

4.14 Contractor shall use adequate numbers of skilled workers who are thoroughly trained and experienced in the necessary crafts and who are completely familiar with the specified requirements and the methods needed for proper performance of the work specified herein.

4.15 Contractor shall protect and shall be responsible for the existing buildings and facilities within the area of its operations under this Contract. Should any portion of the existing buildings or area be damaged, disturbed or otherwise affected due to Contractor’s work, Contractor shall report the conditions and circumstances to the Corporation and shall make all necessary repairs to match the existing work in every respect, as approved by the Corporation. The Contractor shall replace or restore to their former condition all existing construction finishes and other improvements that are to remain and that have been damaged as a result of this operation. All such repair, replacement and restoration shall be by Contractor at no additional cost to the Corporation.

4.16 All debris caused by the Work shall be removed from the Parking Lot at the Contractor's expense on a daily basis. The area shall be left in a broom clean condition on a daily basis. All work must be completed to the full satisfaction and approval of the Corporation and the Office of FDC.

Section 5– CONTRACT MANAGER

5.1 Contractor must designate an experienced and capable managerial level individual ("Contract Manager") as the representative of Contractor who shall respond to the Corporation and act as the liaison between the Corporation and Contractor for purposes of administration of the Contract. The Contract Manager shall be subject to the Corporation's approval.

5.2 Contractor shall identify its Contract Manager and…