RFR DCR 954.pdf

Document Sensitivity Level: High during development; Low once published.

Revised: October 20, 2020

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF ENERGY AND ENVIRONMENTAL AFFAIRS

DEPARTMENT OF CONSERVATION AND RECREATION

10 PARK PLAZA, STE 6620

BOSTON, MA 02116

Request for Response (RFR)

Document Title: Parking Equipment and Maintenance Services

COMMBUYS Bid#: BD-25-1020-DCRRG-DC363-114195

Agency Document Number: RFR 954

03/24/2025

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on COMMBUYS (www.COMMBUYS.com). All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the OSD Help Desk Helpdesk at OSDHelpDesk@mass.gov or the OSD Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

https://www.commbuys.com/bso/bid/bidSummary.sdo?docId=BD-25-1020-DCRRG-DC363-114195&mode=initial http://www.commbuys.com/ mailto:OSDHelpDesk@mass.gov

Table of Contents Page i

1 RFR INTRODUCTION AND GENERAL DESCRIPTION

1.1 Procurement Scope and Description

1.2 Background information

1.3 Applicable Procurement Law

1.4 Number of awards

1.5 Adding Contractors after initial Contract award

1.6 Eligible Entities

1.7 Acquisition Method(s)

1.8 Performance and Payment Time Frames Which Continue Beyond Duration of the Contract

1.9 Contract Duration

2 ESTIMATED PROCUREMENT CALENDAR

2.1 Written questions via the Bid Q&A on COMMBUYS

2.2 Locating Bid Q&A

2.3 Amendment Deadline

2.4 Oral Presentations/Product Demonstrations

2.5 Site Inspection

3 SPECIFICATIONS

3.1 Bidder Qualifications

3.1.1 Financial stability including bankruptcy, litigation and contract defaults

3.1.2 References and reference information and/or requirements

3.1.3 Employee requirements

3.1.4 Warranties and guarantees

3.1.5 Upgrades & upgradeability

4 INNOVATION

5 SERVICE SPECIFICATIONS

5.1.1 Technical Support

5.1.2 Emergency response plans/preparedness

5.1.3 Design requirements

5.1.4 Installation

5.1.5 Post-installation

5.1.6 Maintenance agreements and eligibility requirements

5.1.7 Service Level Agreements (SLAs)

5.1.8 Geographic service and delivery areas

5.1.9 Service parts & service parts warranties

Table of Contents Page ii

5.1.10 Scope of Services requirements

5.2 Environmental Specifications

5.2.1 Executive Order 515, Establishing an Environmental Purchasing Policy

5.2.2 Environmental plan

5.3 License Agreements and Service Agreements

5.4 Compensation Structure/Pricing

6 OTHER TERMS

6.1 Continued qualification based on performance

6.2 Reporting

6.3 Security and confidentiality

6.4 Contract Management (Contractor’s interface with Commonwealth’s Contract Manager)

6.5 Alternatives

7 AUDIT

8 EVALUATION CRITERIA

8.1 Mandatory requirements

8.2 Desirable specifications

8.3 Alternatives

8.4 Evaluation Components

8.4.1 Price

8.4.2 Supplier Diversity Plan (formerly Affirmative Market Plan)

9 HOW TO SUBMIT A QUOTE

9.1 Quote Submission Method

9.2 COMMBUYS Quote Submission Training and Instructions

9.3 COMMBUYS Support

9.4 Bid Opening Date/Time

9.5 Quote Contents

9.5.1 Electronic Signatures

9.5.2 Ink Signatures

9.6 Limits and Restrictions

9.6.1 Document Pages

9.6.2 File Naming Conventions

9.6.3 File Size Limits

9.6.4 File Format Restrictions

9.7 Withdrawing a Quote

9.7.1 Prior to Bid Opening Date/Time

9.7.2 After Bid Opening Date/Time

Table of Contents Page iii

9.8 Additional Quote Terms

9.8.1 Prohibition regarding contract terms

10 APPENDIX 1 – REQUIRED TERMS FOR ALL RFRS

10.1 General Procurement Information

10.1.1 Access to security-sensitive information

10.1.2 Alterations

10.1.3 Ownership of Submitted Quotes

10.1.4 Prohibitions

10.2 Terms and Requirements Pertaining to Awarded Contracts

10.2.1 Commonwealth Tax Exemption

10.2.2 Contractor’s Contact Information

10.2.3 Contractual Status of Orders and Service Contracts

10.2.4 Publicity

11 APPENDIX 2 - RFR - REQUIRED SPECIFICATIONS

12 APPENDIX 3 – OTHER SPECIFICATIONS

13 APPENDIX 4 – REQUIRED TERMS FOR ALL INFORMATION TECHNOLOGY RFRS .33

14 APPENDIX 5 - INSTRUCTIONS FOR EXECUTION AND SUBMISSION OF

COMMONWEALTH STANDARD FORMS

14.1 Commonwealth Standard Contract Form

14.2 Commonwealth Terms and Conditions/Commonwealth IT Terms and Conditions ...34

14.3 Request for Taxpayer Identification Number and Certification (Mass. Substitute W9 Form)

14.4 Contractor Authorized Signatory Listing

14.5 Supplier Diversity Program Plan Form 1

14.6 Prompt Payment Discount Form

15 APPENDIX 6 – INSTRUCTIONS FOR VENDORS RESPONDING TO BIDS

ELECTRONICALLY THROUGH COMMBUYS

APPENDIX7 Glossary

RFR 954 / COMMBUYS Bid# BD-25-1020-DCRRG-DC363-114195

1 RFR INTRODUCTION AND GENERAL DESCRIPTION

1.1 Procurement Scope and Description

The Commonwealth of Massachusetts Department of Conservation & Recreation (DCR) is seeking proposals from qualified vendors to provide a parking payment solution. The solution will encompass repair and maintenance of existing parking equipment to ensure all current systems remain functional and reliable. Additionally, the solution shall include procurement and installation of new equipment to enhance user experience and operational efficiency. The solution must also cover supply of necessary parts and other supplies to support the operation and maintenance of the Agency’s parking portfolio.

For the purpose of this RFR, parking equipment is defined as:

• Multiple space units o Pay by Plate o Pay and Display

DCR reserves the right to accept or reject any or all bids submitted in response to this solicitation.

The agency may choose to contract with any, all, or none of the vendors who respond.

Furthermore, DCR, reserves the right to negotiate the final scope of services with the awarded vendor.

The successful Bidder must adhere to the deliverables outlined in the scope of services. All cost must be clearly defined in the cost proposal. DCR will not pay additional fees outside of what is indicated in the cost proposal once approved.

1.2 Background information

DCR exists to “promote, protect, and enhance our commonwealth of natural, cultural and recreational resources.” DCR stewards more than 450,000 acres of parkland and forest in the Commonwealth of Massachusetts and is the 9th largest park system in the United States. For information about the DCR please visit www.mass.gov/dcr.

DCR is committed to staying at the forefront of technology and is eager to explore innovative solutions to enhance the services we provide to our patrons. DCR currently charge daily parking fees at 42 state parks & beaches across the Commonwealth with fees ranging from $3 to $40 based on the type of facility and residency status. 5 out of 42 parks operate year-round while the other sites are seasonal. Seasonal sites typically operate from Labor Day to mid- October (subject to change). Additionally, the agency operates a small on-street meter operations in the City of Cambridge. On-street locations are active year-round, Monday – Saturday, from 8am – 6pm on Cambridge Parkway and 8am - 8pm on Memorial Drive, excluding holidays. Refer to Exhibit A for the list of parks, operational schedule, and rate structure. Refer to Exhibit B for state holidays.

Revenue Collection Method:

Parking fees are collected at state parks using the Yodel mobile app and IPS MS1 multi-space pay stations. The on-street program utilizes the Passport mobile app and MS1 pay stations. Collectively, DCR operates 152 MS1 pay stations across the Commonwealth. Currently, 21 units are installed as part of the on-street program in Cambridge and 131 are installed throughout the park system. On-street units are pay-by-plate, while units installed at the parks are pay and display.

http://www.mass.gov/dcr

The total number of transactions processed on the MS1 pay stations for the past three years are as follows:

Meter Transactions Coins* Credit cards Total 2024 2,115 312,940 315,055 2023 2,624 384,217 386,841 2022 1,416 432,785 434,201

*Coins are accepted only at the on-street locations, while units installed at the parks accept credit cards only.

Enforcement is conducted by DCR Rangers who use a combination of Passport handheld devices, Minuteman LPR systems (through Passport), and manual ticket issuance. This RFP does not include enforcement services.

1.3 Applicable Procurement Law

This Bid is issued under the following law(s):

• MGL c. 7, § 22; c. 30, § 51, § 52; and 801 CMR 21.00 (Goods and Services)

1.4 Number of awards

The target maximum number of Contractors is ONE.

1.5 Adding Contractors after initial Contract award

If, over the life of the Contract, the Strategic Sourcing Team (SST) determines that additional Contractors should be added, these may first be drawn from qualified companies which responded to this Bid but were not awarded contracts. If necessary to meet the requirements of the Commonwealth, the Bid may be reopened to obtain additional Quotes. At the time of this posting additional selections are not anticipated.

1.6 Eligible Entities

Any contract resulting from this Bid will be open for use by the Issuing Entity only.

1.7 Acquisition Method(s)

The acquisition method to acquire goods and/or services from this RFP is Fee for Service.

1.8 Performance and Payment Time Frames Which Continue Beyond Duration of the Contract.

All term leases, rentals, maintenance or other agreements for services entered into during the duration of this contract and whose performance and payment time frames extend beyond the duration of this contract shall remain in effect for performance and payment purposes no longer than 6 months after final contract end date. No new leases, rentals, maintenance or other agreements for services may be executed after the contract has expired. Any contract termination or suspension pursuant to this section shall not automatically terminate any leases, rentals, maintenance or other agreements for services already in place unless the department also terminates said leases, rentals, maintenance or other agreements for service, which were executed pursuant to the main contract.

1.9 Contract Duration

The expected duration of this contract is as follows:

Contract Duration Number of Options

Number of Years/Months

Initial Duration

3 years Renewal Options

2 years

Total Maximum Contract Duration

5 years

2 ESTIMATED PROCUREMENT CALENDAR

EVENT DATE

Bid Release Date 03/24/2025

Deadline for Submission of Questions through COMMBUYS “Bid Q&A”

03/31/2025

Official Answers for Bid Q&A published (Estimated)

04/07/2025

Bid Amendment Deadline / Online Quote submission begins. Bid documents will not be amended after this date.

04/22/2025

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS)

05/02/2025

Oral Presentations for Selected Bidder(s) (Estimated)

TBD

Notification of Apparent Successful Bidder(s) (Estimated)

05/11/2025

Estimated Contract Start Date 05/22/2025

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Bidders after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail.

Bidders are responsible for checking the Bid record, including Bid Q&A, on COMMBUYS for Procurement Calendar updates.

2.1 Written questions via the Bid Q&A on COMMBUYS

The “Bid Q&A” provides the opportunity for Bidders to ask written questions and receive written answers from the SST regarding this Bid. All Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions). Questions may be asked only prior to the Deadline for Submission of Questions stated in the Estimated Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

Please note that any questions submitted to the SST using any other medium (including those that are sent by mail, fax, email or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has already been posted.

Bidders are responsible for entering content suitable for public viewing, since all of the questions are accessible to the public. Bidders must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s company or other companies. The SST reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

2.2 Locating Bid Q&A

Log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Bidders access to the Bid Q&A page.

2.3 Amendment Deadline

The SST reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q&A records related to this Bid. The SST and the Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

2.4 Oral Presentations/Product Demonstrations

The SST may require presentations from bidders. Selected Bidders who are asked to participate in Oral Presentations / Product Demonstrations will be expected to prioritize this in their schedules.

The SST will make every effort to find a mutually convenient time for the Bidder and the SST.

However, failure to appear at the scheduled time of the presentation/demonstration may result in disqualification, reduction of points or other action that the SST deems appropriate.

2.5 Site Inspection

Site Inspections are not required prior to submitting a proposal; however, vendors are encouraged to conduct site visits at any fee-based park to gain an understanding of parking operations. Vendors are prohibited from speaking to and/or interviewing on-site personnel.

3 SPECIFICATIONS

Additional required terms appear in the Appendices to this RFR.

3.1 Bidder Qualifications

DCR aims to partner with a vendor that has extensive experience with the deployment and maintenance of parking equipment. At a minimum, vendors shall have 7 years’ experience providing payment solutions to organizations similar in size to DCR. Vendor shall also have similar years of experience developing strategies to maximize revenue for public entities. Vendor should include the following information:

• Number of years of experience installing and maintaining parking equipment.

• Number of clients in Massachusetts o Type of equipment installed

• Number of active clients

• Organization chart

3.1.1 Financial stability including bankruptcy, litigation and contract defaults

Vendor must identify any past, pending, or threatened litigation or administrative proceedings, such as state ethics or professional board proceedings, to which the Vendor or any staff member who will be engaged in this project for DCR is or may be a party, and which would either materially impair the ability of the Vendor or staff member to perform the services described herein or materially affect the financial condition of the staff member or the Vendor.

Provide evidence of financial stability:

• Audited statements

• Credit rating

• Last bankruptcy and/or current/pending litigation.

o Disclose any legal actions taken against the respondent in the last five years for non-performance, including data breaches.

• Contract defaults

3.1.2 References and reference information and/or requirements

Respondent must provide a Business Reference Form with their submission. A minimum of three business reference contacts must be provided. Respondents must disclose key customers in Massachusetts as well as any other state government clients.

3.1.3 Employee requirements

Vendors must identify specific individuals who will serve as the primary point of contact under the Contract. The primary contact is the person assigned to work exclusively with the Commonwealth’s representatives to ensure the successful and timely implementation of the Contract. Vendors must provide and otherwise demonstrate assurance that the primary contact is authorized to commit the Vendor’s resources towards full performance of the services covered under this RFR.

• Provide resumes of primary contact and key personnel.

3.1.4 Warranties and guarantees

Bidder shall provide written documentation outlining manufacturer warranty(s) and extended warranty, if applicable. Documentation should include coverage, terms and all cost associated with warranty(s).

Bidder will provide and maintain the system.

The Bidder must agree to provide the following warranties. Additional warranties may be agreed to in the contract resulting from this RFQ.

1) Bidder must provide all warranties required by the applicable Statewide Contract.

2) Bidder and its subcontractors will be sufficiently staffed and equipped to fulfill Bidder’s obligations under any Scope of Services or engagement resulting from this RFQ. Bidder warrants that it shall be responsible for the actions and omissions of all subcontractors and shall ensure that all subcontractors comply with the terms of an agreement resulting from this RFQ.

3) Bidder’s services will be performed: (i) by appropriately qualified and trained personnel; (ii) with due care and diligence and to a high standard of quality as is customary in the industry; (iii) in compliance with the Milestone Schedule and the terms and conditions of this RFQ and any contract hereunder; and (iv) in accordance with all applicable professional standards for the field of expertise.

4) The Deliverables will substantially conform with the Deliverable descriptions set forth in any SOS or engagement resulting from this RFQ.

5) All media on which the Bidder provides any software shall be free from defects.

6) All software delivered by the Bidder under the applicable Statewide Contract or this RFQ shall be free of Trojan horses, back doors, and other malicious code.

7) Bidder will obtain all rights, grants, assignments, conveyances, licenses, permissions, and authorizations necessary or incidental to any materials owned by third parties supplied or specified by the Bidder for incorporation in the Deliverables to be developed under the applicable Statewide Contract.

8) Documentation to be provided by the Bidder shall be in sufficient detail to allow suitably skilled, trained, and educated Purchasing Entity personnel to understand the operation of the Deliverables.

Bidder agrees to promptly make corrections to any documentation that does not conform to this warranty, at no additional cost to the Purchasing Entity.

9) Bidder warrants that any systems that Bidder creates or modifies will operate in conformance with the Specifications for the system or modifications for six (6) months after acceptance (“Warranty Period”). As used in this RFQ, “Specifications” means (i) the requirements set forth in this RFQ;

(ii) the functional, performance, and interoperability requirements set forth in any agreement entered hereunder; and (iii) the functionality and description provided in Bidder’s response to this

RFQ. If Purchasing Entity discovers a non-conformity during the Warranty Period, then the Bidder shall use commercially reasonable efforts to correct the non-conformity or provide a work around that is acceptable to the Purchasing Entity (a “Fix”). If Bidder is unable to remedy a non-conformity or to provide a Fix that is acceptable to the Purchasing Entity within a reasonable period, then the Purchasing Entity may terminate any agreement effective immediately upon written notice to Bidder. Any replacement or error correction will not extend the original Warranty Period. During the Warranty Period, Bidder will not charge the Purchasing Entity for services, parts, labor, or transportation.

3.1.5 Upgrades & upgradeability

All upgrades shall be provided free of charge for the life of the contract. Vendor shall notify DCR 30 days prior to major system updates.

3.1.6 Enterprise Information Security Standards and Policies

All products and services provided to the Commonwealth must comply with all applicable policies adopted by the Purchasing Entity, which shall be made available to Bidder prior to contract execution. At a minimum, all goods and services provided to the Commonwealth must comply with the Enterprise Information Security Standards and Policies (https://www.mass.gov/handbook/enterprise-information-security-policies-and-standards)1. Bidders shall provide information that demonstrates that their security practices meet the requirements detailed in these policies.

3.1.7 Required Specifications for Information Technology

https://www.mass.gov/doc/rfr-required-specifications-for-information-technology/download

4 INNOVATION

DCR values vendors who are committed to ongoing innovation and adaptation of their solutions to meet changes in technology. Vendors must describe how they have developed successful innovation strategies that allow for continuous product development. Additionally, Vendors shall submit a strategic roadmap for the solution being offered, along with an explanation of how future milestones may be relevant to strategic goals at DCR. Finally, Vendors shall describe how they will work with DCR to maximize the value of the proposed solution and their processes for identifying and deploying new services and functionality.

1 The Enterprise Information Security Standards and Policies apply to Commonwealth Executive Department Purchasing Entities and Purchasing Entities using the Commonwealth network.

https://www.commbuys.com/bso/bid/bidSummary.sdo?docId=BD-25-1020-DCRRG-DC363-114195&mode=initial https://www.mass.gov/handbook/enterprise-information-security-policies-and-standards https://www.mass.gov/handbook/enterprise-information-security-policies-and-standards https://www.mass.gov/doc/rfr-required-specifications-for-information-technology/download

5 SERVICE SPECIFICATIONS

The objective of this RFR is to contract with a vendor that can provide repair and maintenance services to existing equipment and has the capability to supply and install new equipment as requested by DCR.

The vendor should provide the following:

a. Recommendation of maintenance staff schedule based on the agency’s operational schedule

b. Provide equipment and supplies that are environmentally sustainable

c. Offer a stable back-office financial tool with an intuitive user-interface

d. Provide coin collections services

a. Removal of coins from coin cannisters and delivery to designated location

e. Optional: Coin deposit services

• Bidders may propose a solution for depositing all coins collected from parking equipment to DCR’s designated banking partner. DCR reserves the right to reject proposed solutions if it does not meet the agency’s standards.

DCR is committed to ensuring that all systems are accessible to patrons with disabilities. Therefore, all proposed solutions must meet Americans with Disabilities Act “ADA” standards.

5.1.1 Technical Support

The agency requires a highly professional service support response. Vendor’s maintenance personnel shall be available to field all questions or concerns relating to service requests from DCR staff. Vendor will provide an alternative when the primary personnel is unavailable.

• Vendor to provide maintenance personnel based on the agency’s Fee Schedule (refer to Exhibit

A – Fee Schedule). Maintenance personnel shall ensure parking equipment is fully operational seven days a week during the hours and days specified by the agency. Vendor will also provide client support services during DCR business hours and will provide after-hours emergency support.

Vendor response must describe the contact, staffing, times available, anticipated response time for ongoing technical support. Preferred technician response time would be within 4 hours during business hours, or within 4 hours of the start of business hours if call for response comes during evening off-hours.

An “on-call” technician is preferred for weekend operating hours from Memorial Day to Columbus Day season.

Equipment up-time shall be no less than ninety-nine (99%) of the duration of Agreement.

Describe the process open to the agency for resolving concerns if these requirements are not met, or ongoing problems are not resolved.

5.1.2 Emergency response plans/preparedness

For the Commonwealth: In a declared state of emergency where the safety and well-being of Commonwealth citizens are at risk, contractors may be asked to supply the Commonwealth with the commodities and/or services under the Contract on a priority basis. The Bidder’s Quote should include the following:

a written Continuity of Operations Plan (COOP) that describes how the company will continue to do business in case of an emergency Describe how the business continuity or disaster recovery plan (or both) will be implemented, reviewed, and tested.

a list of emergency contact information including name, position/title, phone, email and cell phone.

For the Respondent: Indicate whether there is a written Continuity of Operations Plan (COOP) that describes how the company will continue to do business in case of a declared emergency. This should include what the disaster recovery plan the vendor has for their computer facility.

5.1.3 Design requirements

The parking equipment solution must meet the functional and operational needs of the agency. The solution should integrate seamlessly with existing systems while offering a user-friendly interface. The system should prioritize durability and ease of maintenance.

Vendor shall describe proposed parking equipment in detail. Minimum requirements are below:

• Innovative line of fully tested parking equipment

• User prompts in multiple languages

• 4g cellular networking technology at a minimum (upgradable)

• Ability to process payment in environments with limited cellular capacity

• Multiple payment options o Credit and debit cards, coins, NFC, (apple & google pay – not currently utilized)

• PCI (Payment Card Industry) compliant and PA-DSS Validation system (Payment Application

Data Security Standard)

• Highly secure housing cabinet

• Secure coin chamber

• Solar & AC power options

• Ability to configure system based on operational requirements

• A clear, readable screen with simple, easy to understand instructions

• Parts designed to be modular and interchangeable to facilitate repairs

Refer to Scope of Services for further information.

5.1.4 Installation

Installation of equipment including relocation of existing equipment shall be carried out by skilled maintenance technician(s). Prior to installation, the technician(s) shall perform a pre-installation assessment and shall work with DCR staff to ensure installation aligns with the Agency’s timeline.

5.1.5 Post-installation

Following successful installation, the technician(s) shall perform system validation to ensure all equipment is functioning as designed. All packaging materials and debris shall be removed, and work area shall be restored to its original condition.

5.1.6 Maintenance agreements and eligibility requirements

Vendor to provide maintenance agreement based on the information outlined in the Scope of Services.

5.1.7 Service Level Agreements (SLAs)

Requirements:

• All equipment shall be operable daily during operational schedule.

• Equipment shall be operational and available nearly 100% (99 % up time) of the time with minimal downtime.

• Routine maintenance and updates must be scheduled during operating hours.

Vendor Response:

• Provide response time guarantee.

• Describe in detail: up time guarantee, including redundancy in facilities and services, and other approaches.

• Describe maintenance and update process specifying any required downtime for routine maintenance and upgrade, and planned hours in Eastern Standard Time.

• Describe all tools used to monitor solution availability as well as ways that incident tracking, notifications, and resolutions are managed.

• Vendors shall outline continuity plan in the event payment service is inoperable due to a system wide outage.

SLA Penalties:

• Commonwealth retains the right to withhold compensation proportional to service disruption in the event the contracted terms are not met.

Maintenance

Level of maintenance should be proportional to the number of parking equipment installed and current operation schedule.

Vendor shall detail maintenance & repair plan to service units throughout the Commonwealth.

Refer to the Scope of Services.

5.1.8 Geographic service and delivery areas

Geographic service areas include state parks and beaches located throughout Massachusetts. Refer to the Exhibit A for list of locations and geographic area. DCR reserves the right to add or remove sites at its discretion.

5.1.9 Service parts & service parts warranties

Bidder shall provide written documentation outlining manufacturer warranty(s) and extended warranty, if applicable. Documentation should include coverage, terms and all cost associated with warranty(s).

Bidder will provide and maintain software.

5.1.10 Scope of Services requirements

Final scope of services shall be negotiated between Vendor and DCR upon award of contract

DCR is seeking a Vendor that can provide parking equipment and maintenance services for existing and new equipment throughout the agency’s paid parking portfolio. DCR is committed to continuously improving its operations to provide patrons with a smooth and convenient experience when purchasing hourly and day use parking passes

Equipment:

The existing pay stations range in age from 8 months to four years. The units are predominately Pay and Display with a small number of Pay by Plate in use at the on-street site in the City of Cambridge. The vendor shall be responsible for maintaining/repairing existing units, providing and installing new units as directed by DCR, coin collection, among other tasks.

Proposed equipment must meet the following minimum requirements:

1. System maintains a 99 % uptime between the hours of 5am to 8pm.

2. Must withstand prolonged expose to extreme elements to include but not limited to:

a. Operational temperature range of -7 degrees F to 120 degrees F

b. High humidity environments

c. Rapid fluctuation in temperature

d. Frequent road salting

e. Plowed snow during winter

f. Heavy rain with sustain winds of 110 mph

g. Able to sustain heavy particulate matter: debris & pollen, among others

h. Twelve (12) + hours of direct sun

i. Customer interface is readable in high sun exposure environments

3. Cellular connection (upgradable) of at least 4G with the ability to process payment in limited connection environments.

4. Accepts multiple forms of payment: coins, debit/credit card (EVM certified)

a. Visa, Mastercard, and Discover card only

b. Coins are counted by denomination; includes count of foreign objects

5. All equipment is PCI/PTS and PCI/DSS certified, as required by standards.

6. Equipment purchased must be new; refurbished units will not be accepted

7. Ability to handle multiple fee structures

8. Allows last minute configuration to fee structure

9. Solar powered and AC powered

10. Can easily alter receipt files

11. Programmable messages – communication to public

12. ADA complaint

13. Powered-coated stainless-steel cabinet with armored display glass (anti-vandalism properties)

14. Temper proof mechanism (locks and coin cannisters)

Reporting:

The Vendor’s back-office system must include a comprehensive financial reporting component. Access to the system shall be based on permission/access level (Administrator, Finance, Customer Service, etc.).

All reports shall be available in .xlsx, csv, and .pdf.

Reports must include, but not limited to:

a. Revenue By Time Period

a. Hourly, Daily, month, Yearly

b. Transaction Summary

c. Transactions per unit ID (Pole Transaction Detail)

d. Coin acceptance summary

e. Coin Revenue

f. Collection Report

g. Coin Full percentage

h. Daily & Monthly Statistics

i. Revenue transactions based on fee class (In-state vs. Out-of-state)

j. Unit Audit

k. Unit Alerts

l. Diagnostic card report

m. Inventory report

n. Installation report based on specific date

o. Credit Card Report*

a. Allows refund processing up to 30 days after payment

p. Unit Location Report

q. Maintenance and transaction logs

r. Customizable reports

*Adjustments and refunds should be processed through the back office financial portal. The vendor will provide assistance in the event DCR is unable to the perform the functions previously mentioned. System shall allow DCR to issue refunds up to 30 days after payments are processed.

Personnel: DCR requires the Vendor to provide qualified personnel to deliver maintenance services. The Agency is open to Vendor’s recommendation whether full time, part-time or shared agreement given DCR’s operational schedule.

Vendor shall employ person(s) who are skilled in executing assigned tasks and the person(s) shall provide timely and thorough service. Personnel will work closely with a wide range of DCR staff and must be knowledgeable and respectable.

Vendor must notify the agency’s representative of personnel changes as soon as they arise. Use of personnel for non-DCR activities must be requested in writing (Email) by Vendor and must be approved by a DCR representative.

Maintenance: The Vendor will be responsible for all maintenance and repair, security patches and upgrades to units throughout the Commonwealth. The agency requires written notice at least 24-hours in advance of critical system patches. Contractor shall provide adequate staffing to ensure parking equipment are operational at all times as defined by operational schedule. Refer to Exhibit A. The agency requires an uptime of 99%. Non-functional equipment shall be repaired within two business days, unless additional parts are required. Failure to comply when necessary parts and supplies are available may result in penalties or termination.

Coin Collection: Coins represent then less than 10% of the total revenue for the on-street locations.

Although the parks are credit card only, patrons on occasions, deposit coins in the units. The vendor shall be responsible for coin collections which occurs 2 to 4 times a year or when the coin cannisters reach a certain percentage (90%+). DCR will provide Vendor with a delivery location for coins retrieved from the units. Vendor shall outline coin collection procedures. To preserve integrity, Vendor shall not have access to physical coins. All coin cannisters shall be delivered locked, unless the Vendor is providing deposit services.

Deposit Services (Optional): DCR is requesting that the Vendor propose a solution for coin deposit services. Vendor to include a separate line item in cost proposal for deposit services. Including coin deposit services does not guarantee DCR will move forward with services.

Should the agency decide to utilize the coin deposit services proposed by the Vendor, the Vendor will be solely responsible for all monies collected. The vendor must provide safe transport from the point of collection to the agency’s banking partner. All monies collected must be deposit the day of collection.

Vendor shall not hold/delay deposits. Failure to comply may result in penalties or termination.

Vendor to provide DCR with a report after each deposit. Report to include the following information:

• Date of deposit

• Deposit amount

• Equipment ID & location

• Coin denominations

• Name of depositor

Vendor shall also make available system report which denotes dates of collection.

If the Vendor elects to subcontract deposit services, the Vendor shall submit detailed deposit procedures and shall not have direct access to coins. Vendor shall provide the name, address, and phone number of the subcontractor in the proposal. Deposit service provider and procedures must be approved by DCR and MUST adhere to strict cash handling security procedures.

Quality of Work: All work shall be performed to the highest standards and in accordance with the best maintenance, safety practices and standards of cleanliness. DCR reserves the right to inspect any and all work performed by technicians.

Damage Property: Property damaged during routine maintenance or installation shall be the responsibility of the Vendor and shall be rectify promptly and at no cost to the Agency.

Service Penalties: If the Vendor’s neglectful actions or unreasonable delays cause a reduction in revenue and/or up-time, the Agency may consider this as grounds for penalties or contract termination.

The Vendor will have (7) seven days to address the issue or propose a longer-term solution, which the Agency will review and decide whether to accept.

Vendor Integration: The Contractor shall provide seamless integration with DCR’s parking vendors, using an open API architecture, and integrate with enforcement products and services. Vendor will ensure integration, and the necessary testing in advance of deployment. DCR will facilitate communication between vendors.

Required integrations:

• Passport mobile app

• Passport/Minuteman LPR system

• Passport handheld enforcement devices

Potential integration:

• Yodel mobile app

• Other

Credit Card Security: All credit cards must be processed according to industry standards. The Vendor must perform an annual PCI assessment and certification (PCI-DSS and PA-DSS) compliance review with an independent firm to ensure that it meets industry standards of managing payment-related information.

Vendor shall indemnify DCR for any and all claims pertaining to the loss or theft of customer’s personal data that result from a data breach for which the vendor is responsible. The Vendor shall immediately notify DCR of any and all security breaches; failure to comply shall constitute cause for DCR to review, suspend and/or terminate the contract.

Credit Card Processing: DCR shall serve as merchant of record. All credit/debit card transactions shall be processed by the Commonwealth’s payment processor. The Vendor shall provide gateway processing services, if necessary.

Supplies: All supplies and equipment purchased from the Vendor shall be in new condition. Refurbished materials shall not be accepted. Non-working parts/equipment under warranty shall be replaced expeditiously.

Returns: The vendor must unconditionally accept and cover the shipping cost of returns of any damaged products resulting from the vendor’s negligence, including products damaged during shipping, or items deemed unsuitable for their intended use by the agency. The vendor shall either provide a credit or replacement, at the agency’s discretion.

Data Ownership: All data and rights of data generated from parking equipment shall be the sole ownership of DCR. Vendor shall provide DCR with data in XML or CSV file format when requested and/or upon contract termination. The agency may require access to financial reports after the contract ends.

Therefore, vendor shall provide access to the financial reporting software for an agreed upon period following the termination of the contract.

Training: Vendor shall provide training to DCR staff on general equipment maintenance, including but not limited to removal of coin jams, system reboots, module replacements and other repairs. Additionally, Vendor will conduct remote training sessions on the back-office system with the goal of familiarizing DCR staff with user interface to generate reports and monitor equipment performance. The number of training sessions will be determined by both parties.

Invoicing: At the start of each month, vendor shall submit an invoice detailing the service and network connection fees associated with the previous month via email and/or through a web portal. Number of days and hours worked by maintenance personnel(s) shall be clearly noted. Invoices must not include taxes or finance charges. DCR shall provide vendor with tax exemption documentation upon request. Payments from the Commonwealth are made on a net 45-day basis.

Project Change Control: Any and all changes beyond the Scope of Services during the duration of the contract shall be communicated in writing. Where required (applicable), an amendment to the Scope of Services shall be issued for review and approval by both parties.

Post Contract Management: Should the Agency decide to transition to a different vendor in the future, the current vendor is required to submit a transition plan to ensure a smooth changeover. During the process, vendor is required to maintain a consistent level of service so that the agency’s operation is not impacted.

Vendor will be available to assist the agency post separation.

Equipment warranty: Coverage shall include repair or replacement of faulty equipment. Vendor is responsible for providing all software updates during life of agreement to DCR at no additional cost.

5.2 Environmental Specifications

In line with the Commonwealth’s efforts to promote products and practices that reduce environmental impacts, Bidders are required to describe how their proposed solution supports the Commonwealth’s committed to environmental sustainability.

• Indicate what types of corporate sustainability policies/plans your company has implemented

5.2.1 Executive Order 515, Establishing an Environmental Purchasing Policy Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are considered to be products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Questions concerning the EO or the appropriate specifications may be directed to OSD’s EPP Procurement Program, www.mass.gov/epp. The Order can be seen at https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy.

5.2.2 Environmental plan

Beginning the first year of the Contract and throughout the life of the Contract, awarded Bidders must agree to work with the SST to examine the feasibility of implementing an environmental plan. The objective of this requirement is to actively encourage suppliers to incorporate sustainable practices throughout their business operations and further market such practices to Contract users. Such a plan may include, but not be limited to, the following:

• Implementing energy efficiency initiatives at the corporate level in line with Executive Order 484, such as lighting retrofits, purchase of energy from renewable sources, use of bio-heat fuel, and other energy reduction technologies.

• Encouraging environmental initiatives at a corporate and/or manufacturing level for the purpose of reducing the impact of manufacturing on the environment; such as clearly identifying recycled content of packaging on the packaging, providing product life cycle assessments, working toward the elimination of ozone depleting chemical usage in the manufacturing or refining process (where applicable), and conducting internal environmental auditing related to pollution control.

• Adopting standards and/or obtain certifications, where applicable, for product development and manufacturing processes such as but not limited to LEED, ISO 14001, Cradle to Cradle (C2C) Protocol, Green Seal, Environmental Choice and others.

• Using alternative fuel vehicles for delivery or transportation purposes and/or vehicles equipped with diesel emission control devices and operating such vehicles with guidance on anti-idling initiatives.

• Working with the SST to develop and distribute information and/or materials to Commonwealth customers on the Awarded Bidder’s environmental practices and initiatives throughout the term of the Contract.

https://www.commbuys.com/bso/bid/bidSummary.sdo?docId=BD-25-1020-DCRRG-DC363-114195&mode=initial http://www.mass.gov/epp https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy

• Developing a plan to implement the recycling of materials used or produced in normal business operations.

• The SST may award points to Bidders who provide evidence that measures and initiatives such as these are already in place within their operations, and/or for written proposals submitted with their Quote detailing a commitment to action contingent upon receipt of a Contract award. (See the Additional Environmentally Preferable Products / Practices form on COMMBUYS).

5.3 License Agreements and Service Agreements

Any agreements must not be in conflict with Commonwealth terms and conditions or this RFR.

5.4 Compensation Structure/Pricing

This is a fee for service contract. The payment procedure for this project is a fee for services based upon DCR’s acceptance of all deliverables from the Vendor during the contractual period. The Vendor will be responsible for the timely completion of the requirements described in the Scope of Service (SOS) and as directed by DCR. The Vendor must assume overall responsibility for coordinating and completing all deliverables contained in the resultant contract. Pricing for continued service through the length of the contract should be presented with all available options including but not limited to: volume discounts/tiers, monthly flat rate options, applicable data costs, hardware costs with installation and maintenance, secure gateway & wireless data fees, customization costs and monthly support costs.

All-inclusive hourly rate for each Vendor-provided staff person that will perform work under the Contract will remain in effect for the duration of the Contract, including but not limited to application/software customization, site visits connectivity testing, installation, etc. and any increases for after hours or extended schedule services shall be agreed upon with DCR as part of the final Scope of Services. The Vendor will be required to submit monthly invoices, broken down by sub-task, staff, and hours. Advance payments shall not be made. Commuting expenses will not be reimbursed. Payments are subject to Comptroller office bill payment policies.

After Contract is awarded, DCR reserves the right to further negotiate all labor rates and performance specifications with the Vendor within the scope of this RFR during the period of the contract(s).

6 OTHER TERMS

6.1 Continued qualification based on performance

While contract renewals are permitted under this solicitation, renewals will be at the discretion of the agency and subject to a performance evaluation. This evaluation may include, but not limited to, the following criteria:

• Vendor has performed well on project assigned.

• Vendor provided a key individual to serve as a liaison and provided contact information.

• Vendor responds to agency inquiries on a timely basis

• Vendor communication is clear and helpful

• Vendor files invoices and reports on a timely basis

• Vendor skill sets remain in keeping with the expectations of the solicitation.

Vendor assigned staff as presented in the original proposal (individuals and skill sets pledged). In the case of replaced personnel, skill sets and competence have been satisfactory.

6.2 Reporting.

Contractors are responsible for compliance with all other contract reporting requirements including, but not limited to, Supplier Diversity Program (SDP), PCI compliance, and other contract reports, as required by this contract.

6.3 Security and confidentiality

The Contractor shall comply fully with all security procedures of the Commonwealth and Commonwealth Agencies in performance of the Contract. The Contractor shall not divulge to third parties any confidential information obtained by the Contractor or its agents, distributors, resellers, subcontractors, officers or employees in the course of performing Contract work, including, but not limited to, security procedures, business operations information, personally identifiable information, or commercial proprietary information in the possession of the Commonwealth Agency.

6.4 Contract Management (Contractor’s interface with Commonwealth’s Contract Manager)

The “Purchaser” contact listed in the Master Blanket Purchase Order on COMMBUYS for this Contract is the Commonwealth Contract Manager.

All Contract questions must be directed to the Commonwealth Contract Manager.

Change notification

Changes to the Contractor’s contact information, company name, legal address, payment address, tax…