Vendor_Questionnaire_(fillable).pdf

Attachment 1: Vendor Questionnaire

Please respond to each item on the following list of functions and requirements with “yes” if Contractor (or subcontractor team under a primary contractor) can deliver the requirement. Please respond with “no” if the requirement cannot be delivered by the time of Notice to Proceed. Comments should be limited to 200 characters including spaces.

Requirement Yes No Comments

A. HARDWARE

1. Smart outdoor sensors and/or cameras capable of detecting pedestrian, bicycle, and vehicle movement and presence, including installation services for said sensors and/or cameras;

2. Physical assets, poles, and mounting structures to support connected smart infrastructure systems;

3. Network components, gateways, controllers, communication modules, or specialized platforms necessary for connectivity, remote control, monitoring, data collection, and management of smart infrastructure systems and sensors;

4. Other Hardware Requirements:

a. Mobile hardware components shall operate on iOS-based systems.

b. The system may include solar-powered cameras or sensors.

c. The system may include on-street signs displaying occupancy data and alerts.

d. The system may include dynamic roadside displays.

e. They system may use proprietary technology or be contractor agnostic, but configuration or customization requirements should be minimal.

B. SOFTWARE, IMPLEMENTATION AND SUPPORT

SERVICES

1. Digitization of inventory and regulations, including the creation of sector or citywide digital curbs;

Requirement Yes No Comments

2. Issue application programming interfaces

(APIs) and build services around them, including:

a. Historical and/or real-time monitoring

b. Performance reporting;

c. Reporting curb availability (parking, loading, etc.), accepting reservations, and offering driving directions;

d. Predictive modeling;

3. Data, software, and hardware implementation, integration, and management including:

a. Internal and external integration;

b. Integration of old data and collection of new data;

c. Data warehousing;

d. Digitized permit systems, including dynamic pricing;

e. Vehicle-to-infrastructure (V2I) or vehicle-to-everything (V2X) technology with scalability; and,

f. Integration with intelligent transportation systems, such as transit signal priority, transportation system controllers, and digital signage.

g. Integration or turnkey services including deployment, integration as a service (IaaS), configuration, training, support, centralized data collection, and integration with existing smart city systems.

h. Optional components may include Vehicle-to-Everything (V2X) capabilities for real-time communication with vehicles to enhance traffic flow, safety, and support autonomous systems.

C. GENERAL FUNCTIONAL REQUIREMENTS

1. Contractor shall demonstrate knowledge of all applicable industry standards, laws, and regulations relevant to the delivery of equipment, products, and services described herein.

2. All proposed items shall comply with current applicable safety and regulatory standards and codes.

3. Any deviation from industry standards shall be clearly identified, including an explanation of how the proposed solution provides equivalent function, coverage, performance, or related services.

4. All proposed equipment and products shall be new, current-model items.

5. Unless otherwise stated, all equipment and products shall be delivered fully operational.

6. All equipment, products, supplies, and services shall include a warranty meeting or exceeding industry standards.

D. DATA COLLECTION AND SENSING

CAPABILITIES

1. The solution shall dynamically capture curb user data and automatically convert curbside and mobility data into standardized categories (e.g., inventory, vehicle type, propulsion type, non-vehicle form factors).

2. The system shall collect real-time and historical occupancy data, heatmaps, and utilization rates to support asset identification, policy development, and pricing strategies.

3. The system shall provide automated validation of digitized curb inventory and regulations.

4. The system shall map static assets including, but not limited to, trees, bicycle storage, fire hydrants, and waste bins.

5. The solution shall provide real-time occupancy, dwell time, and turnover metrics at the zone level (“digital twin”).

6. The solution shall provide insights related to vehicle size and curb space, e.g., larger delivery and food trucks that do not fit a standard parking space.

7. The system shall support enforcement assistance through alerts.

8. The solution shall support partially or fully automated enforcement within the constraints of California law, including use of license plate recognition (LPR).

9. The system shall ingest pre-existing geospatial curbside data for use in mapping applications.

10. The system shall ingest, digitize, and make available data from multiple curb data collection technologies, including:

a. IoT and LiDAR sensors

b. In-ground sensors (magnetic, ultrasound)

c. Computer vision cameras

d. Multi-method data collection systems

e. Third-party data feeds

f. V2X and connected vehicle data (e.g., telematics, GPS)

11. On-street data collection shall meet high geographic accuracy standards.

E. DATA STANDARDS, INTEGRITY, AND STORAGE

1. The solution shall comply with the Curb Data Specification (CDS).

2. The Contractor shall be actively involved in the evolution of CDS through the Open Mobility Foundation (OMF).

3. The system shall support AI-powered asset classification.

4. The system shall reconcile duplicative or conflicting data entries.

5. Operational rules data shall be consistent and accurate, with conflicts detected and flagged.

6. Data shall undergo integrity checks prior to warehousing.

7. All stored data shall meet Atomicity, Consistency, Isolation, and Durability (ACID) requirements.

8. Geospatial geometry data shall be standardized to GeoJSON format.

9. Cloud-hosted data storage is preferred.

F. PRIVACY, SECURITY, AND RISK MANAGEMENT

1. The solution shall include industry-standard user and data privacy controls, including:

a. Protection of personal identifiable information (PII)

b. Risk management processes

c. Data classification and handling protocols

d. Access control

e. Encryption

f. Secure operating environment

2. The system shall support multifactor authentication (MFA) and single sign-on

(SSO).

3. The system shall maintain audit logs for all administrative actions.

4. The Contractor shall maintain an incident reporting process covering assessment, response, recovery, and review.

5. Customer account and identity security features shall include encryption, access control, and minimal data retention.

6. Data and Systems Back-ups. The Contractor must provide complete back-up capacity for all online systems including hardware, software, communication lines and other equipment.

7. The system shall include disaster recovery protocols to prevent data loss.

8. The system shall include battery backup for power failures.

9. Critical Incident Response. The contractor shall provide definitions and response expectations for Critical Incidents (Tier 1), Moderate Incidents (Tier 2), and Minor Incidents (Tier 3). The Contractor must establish and maintain incident response and communication plans to address critical events effectively. These plans must include procedures for:

a. Notification and escalation.

b. Coordination with the City.

c. Information sharing during incidents.

G. APIs, INTEGRATIONS, AND

INTEROPERABILITY

1. Network Capability. The contractor shall meet City network and firewall requirements (see supplementary forms). The Contractor’s system must:

a. Follow City connectivity guidelines – meaning it should be compatible with the City's existing network, software, or infrastructure requirements.

b. Be fully functional within specified operational requirements – meaning the system must work as intended under the conditions or standards set by the City.

2. The solution shall provide APIs for ingestion of curbside data by City systems.

3. APIs shall be accessible to third parties including shared mobility Contractors, TNCs, AVs, navigation platforms, commercial fleets, and payment applications.

4. Where APIs are not applicable, the system shall support periodically scheduled uploads and downloads for secure storage and backup.

5. The system shall integrate with other systems used by the City, including but not limited to:

a. ALPR systems

b. ESRI ArcGIS

c. Asset management systems

d. Work order and parking enforcement software

e. EV charging infrastructure (to help individuals or fleets operating e-vehicles locate charging)

f. General Bikeshare Feed Specification (GBFS), Mobility Data Specification (MDS), and General Transit Feed Specification (GTFS) data sources

g. Traffic incident, speed limit, and transportation infrastructure data

H. ANALYTICS, INSIGHTS, AND REPORTING

1. The system shall provide analytics including occupancy distribution, dwell time, turnover, compliance, and violation hot spots.

2. The system shall provide insights related to vehicle size and curb space utilization.

3. Insights shall support policy development, including timed loading windows.

4. The system shall support KPI monitoring aligned with goals such as congestion reduction and improved curb utilization.

5. The system shall provide historical trend reporting for curb demand and utilization.

6. The system shall report utilization by curb zone and asset type.

7. The system shall support reporting on revenue transactions, reconciliation, payment types, and other financial metrics.

8. The system shall report on compliance rates and enforcement effectiveness.

9. The system shall support predictive analytics and policy simulation modeling.

10. The system shall provide curb supply and demand dashboards.

11. The reports and reporting system required under this scope of services must be available for City staff without any software needing to be installed aside from a web browser.

12. Several types of reporting systems are required:

a. Pre-programmed and standardized reports that provide specific information defined by the City and electronically exported or uploaded on a recurring basis

b. Reporting systems that allow the City to create and run their own reports using common business terminology.

This system should allow for the filtering and slicing of data with the ability to create charts and graphs, save the reports, and export when required.

c. Reporting systems that allow the City to create and run their own reports using common business terminology.

This system should allow for the filtering and slicing of data with the ability to create charts and graphs, save the reports, and export when required.

d. Dashboard reporting that visualizes a snapshot of trends and performances through the use of specific data.

These dashboards shall be customized with input from the City and have the ability to drill down into line-item data.

e. Geographical reporting that links real-time GPS data of key events in the system. All location or address-based information in the database is required to have geo-located latitude and longitude fields associated with each entry.

13. Analytics. In addition to existing reporting requirements, Contractor(s) may propose additional professional services or functionality that would bolster the City’s abilities to achieve the goals of this system.

Examples include the ability to:

a. Track and suggest means to improve compliance with curbside regulations.

b. Increase curb productivity through data analysis of use, violation trends, and enforcement strategies.

c. Track, evaluate and learn from piloted and/or implemented curbside management programs, strategies and regulations

d. Improve and simplify processes, increase efficiency and save resources, improve user experience, and optimize performance.

I. ENFORCEMENT CAPABILITIES

1. The system shall support enforcement alerts for staff.

2. Futureproofing: The solution shall support future expansion of automated enforcement capabilities, including fixed or mobile camera enforcement, consistent with California law.

3. The system shall integrate with ALPR systems for cross-referencing curb use rules with active sessions.

J. USER INTERFACES AND ADMINISTRATIVE

TOOLS

1. The system shall provide user-friendly manual data entry tools for updates related to detours, construction, and special events.

2. The system shall include a dynamic dashboard for viewing, managing, and visualizing data.

3. The administrative portal shall support:

a. Permit type management

b. Custom permit application workflows.

4. The administrative portal shall be searchable by name, license number, phone number or other criteria.

5. The system shall include health monitoring for uptime, performance, and security, with alerting.

K. CUSTOMER FACING APPLICATIONS

1. The solution shall include a mobile application for payments and remote top-offs.

2. The system shall support payment through proprietary or integrated phone applications.

3. The system shall support integration with existing or future payment applications including:

a. Payment terminals,

b. Online payments,

c. In-person point-of-sale payments (at

City Hall or the Santa Monica GoSaMo Center)

d. Interactive voice response (IVR),

e. Text-to-pay, or

f. Mailed payment processing.

4. The system shall support payment plans or other reduced payment arrangements.

5. A PCI DSS 4.0 compliant cloud-hosted payment partner is preferred.

6. Customer applications shall meet ADA accessibility standards.

7. Customer applications shall be available on iOS and Android platforms.

8. The system shall provide customer alerts for expiring permits.

9. The system shall support permitting for corporate (multi-vehicle) user accounts and multi-owner fleet records.

10. The system shall support an online self-serve customer portal for individuals and fleets which is searchable by license plate number, customer name, phone number, etc., and provide access to current permits, fleet accounts, and balance due.

11. The system shall support push notifications for time expiration, extensions, and other communications.

L. FUTURE-READY CAPABILITIES

1. The system shall be designed for scalability to accommodate future expansion.

2. The system shall support virtual permitting for individuals.

3. The system shall support virtual permitting for fleets.

4. The system shall support future automated enforcement of curb and parking compliance, or

5. The system shall support integration with existing or future automated parking or moving violation enforcement systems such as automated bus- and bike-lane enforcement, red light camera enforcement, etc. to the degree such applications are permitted by California state and/or federal law.

M. SCALABILITY, CHANGE MANAGEMENT,

PUBLIC COMMUNICATION, AND SUPPORT

1. The Contractor shall provide a timeline or plan illustrating a phased approach to implementation starting with a pilot or proof-of-concept small-scale application, for example, the 2nd Street and 4th Street Downtown Santa Monica corridors, and then expanding to further locations as system viability is demonstrated.

2. The Contractor shall provide public/stakeholder communication and marketing support for its solution.

3. The Contractor shall offer change management support for curbside management, planning, and policy implementation.

4. The Contractor shall support operational transitions and organizational adoption of the system.

N. OTHER ADMINISTRATIVE REQUIREMENTS

1. Warranty and Ownership. If hardware is purchased versus leased the contractor shall provide hardware and software warranties.

Hardware becomes City property at contract’s end unless hardware-as-a-service (leased equipment) is in effect.

2. Financial Management. The contractor shall provide comprehensive and accurate financial management in line with City requirements (see sample agreement).

3. Consistent System Support. The City requires 24 X 7 X 365 access to support for the diagnosis and resolution of any issues related to software and integrations.

Contractor(s) can utilize remote access functionality to resolve any software or integration issues virtually, so long as they are able to resolve the issue in a timely manner.

4. System Availability and Tracking.

Contractor(s) must maintain an aggregate online system uptime of not less than 99.95% of available utilization time, and an online system uptime of not less than 99.95% of available utilization time of any given working day. Contractor(s) must maintain a daily log(s) of system downtime and of all communications interruptions (i.e., server drops, operating system software interruptions, etc.)

5. Contract and Performance Management. Key personnel must be accessible for regular meetings with City staff and/or City Contractors to discuss project progress, challenges, or updates. Regular virtual and/or in-person reviews of ongoing activities and any related projects shall be necessary to ensure effective communication and continuous improvement. The Contractor(s) must be required to track, report on and review key performance metrics for the City.

6. Performance Expectations. Contractor must:

a. Assign sufficient personnel to ensure timely and effective system updates.

b. Recognize mutual benefits, as modifications may serve other clients or market needs.

c. Be responsive and collaborative with City agencies, contractors, systems and integrations.

7. The system must:

a. Be fully operational and highly efficient as of the contract’s go-live date

b. Allow for maintenance, modification, and enhancement throughout the contract period.

8. Production Schedules. Contractor must create a monthly production schedule detailing activities (including enhancements and development), as relates to their system.

This schedule should be submitted to the City in an agreed-upon format.

9. Systems Enhancement and Test Environment. System enhancements must be fully tested by the Contractor in a processing environment identical in configuration to the City’s processing environment. Enhancements must only be installed once tested and approved by the City.

10. Systems Improvement and Development. All elements of the system must accommodate changes, modifications, and additions and maintain high-quality outputs with rapid turnaround times.

O. TRAINING AND CUSTOMER SUPPORT

1. The contractor shall provide virtual and phone support, in-person and ongoing training, systems documentation, digital content, and educational materials for internal and external end-users.

2. The Contractor must provide ongoing technical support and problem-solving to City staff and systems, as needed throughout the life of this contract.

3. In person and ongoing training. The contractor must provide an appropriate amount of onsite and remote training for employees at the time of implementation, and follow-up training 10-12 weeks after hardware and software installation. Training should be practical, user-focused, and tailored to support effective use of each system component.

4. Digital content and education materials. The Contractor must provide a technical reference manual, which must include:

a. User and reference materials for all hardware/software options.

b. Documentation for power and environmental requirements.

c. Reference manuals for diagnostics and power-on self-test.

d. Complete installation instructions and configuration description.