Draft_PWS_WA_Fee_Collection_System.pdf

PERFORMANCE WORK STATEMENT (PWS)

Multi-Space Parking Pay Stations Systems and Installation, Monitoring, and Maintenance, Waco Lake

1. GENERAL: This is a supply with incidental non-personal services contract to provide multi-space parking pay station system with installation, monitoring and maintenance services at Waco Lake. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, other items and non-personal services necessary to provide, perform installation and provide pay station Back Office system support of five (5) multi space parking pay stations as defined in this PWS, except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2. Pay Station System: The contractor shall furnish all tools, labor, equipment, and materials necessary to install five (5) multi-space parking pay station systems at five (5) locations to be designated by the Waco Lake Manager within Twin Bridges Day Use Park located on Waco Lake, Texas.

1.2.1. Pay Station Configuration

1.2.1.1. Pay Stations must be able to work in either Pay-by-Plate, Pay-by-Space, or Pay & Display mode with no hardware change needed to switch parking modes.

1.2.1.2. The units must accept coins, credit cards and smart cards. There must be an option to configure the unit to accept cards only.

1.2.1.3. Pay Stations must print a receipt at the end of each transaction in order to provide the end user proof of payment and to be able to utilize this receipt for messaging purposes.

1.2.2. Manufacturing Process

1.2.2.1. Manufacturer must be ISO 9001:2000 certified

1.2.3. Housing Specifications

1.2.3.1. Exterior

1.2.3.1.1. Shall be constructed of 11 gauge steel.

1.2.3.1.2. Unit shall be made of uni-body construction, not mounted on a pedestal.

1.2.3.1.3. Shall have weather-resistant design.

1.2.3.1.4. Surface must be powder-coated Moss Green in color for graffiti- and weather-resistance.

1.2.3.1.5. The cabinet must have an aesthetically pleasing design that is easily recognizable as related to parking.

1.2.3.1.6. Unit shall be installed such that there are no exposed bolts showing.

1.2.3.2. Compartments

1.2.3.2.1. Must have separate compartments for maintenance (upper) and collection vault (lower).

These compartments must be keyed differently.

1.2.3.2.2. Coin bags or coin vaults located in maintenance area are not acceptable.

1.2.3.2.3. Individual outer doors for each access.

1.2.3.2.4. Doors shall be vandal resistant with no exposed hinges

1.2.3.2.5. Locks shall be high security with anti-drill protection and must have different combinations for upper and lower access doors.

1.2.3.2.6. Locks shall be hidden from view

1.2.3.3. Upper

1.2.3.3.1. All apertures shall be designed and/or shielded to discourage vandalism and insertion of foreign materials.

1.2.3.3.2. Card insertion area shall not be flat and shall discourage attachment of card skimming devices.

1.2.3.3.3. Coin and card aperture locations must meet ADA requirements.

1.2.3.3.4. Center line of control not more than 48 inches above pedestrian access route.

1.2.3.3.5. Operable with one hand that doesn’t require tight grasping, pinching, or twisting of wrist.

1.2.3.4. Collection vault

1.2.3.4.1. Collection area must be protected with additional steel shielding.

1.2.3.4.2. Electronic locks for vault doors are required.

1.2.3.4.3. Collection staff must have the option of collecting coins, bills or both at the same time.

1.2.4. Coin Validator

1.2.4.1. Must be housed inside maintenance cabinet (not on maintenance door) so coin selector is protected from elements when door is open.

1.2.4.2. The coin acceptance system shall not be a free-fall or gravity-driven intake system.

1.2.4.3. Shall contain an automatic shutter, which opens for coin insertion, but not for non-metal objects.

1.2.4.4. Shall use both optical and magnetic detectors to determine if coin is valid.

1.2.4.5. Shall reject foreign coins and slugs and exit rejected coins through coin return.

1.2.4.6. Must include a coin escrow capable of holding a minimum 50 coins that allows for patrons to retrieve coins if transaction is cancelled.

1.2.4.7. Shall accept at least 14 different user-defined coins through software parameter change only.

1.2.4.8. If coin slot is inoperable, unit must still accept card payment.

1.2.4.8.1. Message must be displayed on screen indicating that coin payment is not available.

1.2.4.8.2. If coin selector is inoperable, pay station must send an alarm to the back-office system notifying personnel of a problem.

1.2.5. Card Reader

1.2.5.1. Must be housed inside maintenance cabinet (not on maintenance door) so card reader is protected from elements when door is open.

1.2.5.2. Must be located in same compartment as coin selector for ease of maintenance.

1.2.5.3. Shall be dual magnetic stripe and Smart Card reader capable of reading magnetic stripe and smart memory and microprocessor cards.

1.2.5.4. Must comply with ISO 7816-1,2,3 standard.

1.2.5.5. If card slot is inoperable, the machine must still accept coin payment.

1.2.5.5.1. Message must be displayed on screen indicating that card payment is not available.

1.2.5.5.2. If card reader is inoperable, pay station must send an alarm to the back-office system notifying personnel of a problem.

1.2.5.6. Credit card authorization must be an on-line real-time process. Batch mode is not acceptable.

1.2.5.7. Contractor must be Level 1 PCI Certified (audited by third party, not self-audited).

1.2.5.8. Shall be EMV Level 1 and 2 Certified. Contractor shall supply certificates upon award of contract.

1.2.5.9. If communications are down, the pay station must have the ability to accept the transaction and send the data to the server after communications are restored.

1.2.6. Power Supply

1.2.6.1. Solar-powered meters are required. AC Mains power is not available.

1.2.6.2. Shall include a commercially available 12 volt recyclable gel battery.

1.2.6.3. Battery shall be trickle-charged by a 16 Watt solar panel.

1.2.6.4. Battery must last more than 1 year without recharge or replacement.

1.2.6.5. Solar panel must be integrated into the top of the meter, not placed on posts, to discourage vandalism.

1.2.6.6. A voltage check system must be integrated into the pay station cabinet and the voltage of the battery must be determined in less than 5 seconds.

1.2.6.7. The battery storage area must allow the battery to be removed and replaced in less than 60 seconds for servicing.

1.2.6.8. Shall include a separate backup battery to sustain clock, calendar, audit information, and Random Access Memory in the event of a main backup system failure or during battery replacement.

1.2.7. Display

1.2.7.1. Display shall be a 7” full color display.

1.2.7.2. Shall be backlit and protected by windows of Lexan or equivalent material but is easy to read in various lighting conditions.

1.2.7.3. Shall be a graphical display, allowing for the display of logos, graphics, and animations.

1.2.7.4. Shall have capability to display messages supplied and downloaded from Back Office software.

1.2.7.5. Software shall allow for customized transaction flow, with options for Welcome and

Transaction Complete screens to be used for messaging purposes.

1.2.7.6. Shall display various operating status messages to users and maintenance personnel.

1.2.7.7. Shall display customer transaction information.

1.2.7.8. On-screen displays shall allow for selection between English and Spanish language.

1.2.7.9. Shall be equipped with colored LEDs that flash when there is a pay station fault

1.2.8. Keyboard

1.2.8.1. Shall be a capacitive keyboard to avoid freezing rain, dust, sand and other elements.

1.2.8.2. Shall be customizable with options for various button sizes and colors.

1.2.8.3. Shall not be made of metal in order to avoid buttons getting too hot in the sunlight.

1.2.8.4. Shall provide audible indication when buttons are pressed.

1.2.8.5. Shall not require hardware change should parking configuration change.

1.2.8.6. Shall only include buttons that are necessary for operation of the pay station and shall not include unnecessary buttons.

1.2.9. Printer

1.2.9.1. Must be housed inside maintenance cabinet (not on maintenance door) so printer is protected from elements when door is open.

1.2.9.2. Shall be capable of printing on standard, sticky-back (adhesive), and variable length tickets.

1.2.9.3. Shall have capability to print logos, graphics, bar codes, QR codes.

1.2.9.4. Shall be thermal impression injection type where receipt is printed internally and ejected to customer.

1.2.9.5. Shall have a self-sharpening blade.

1.2.9.6. Shall have a self-cleaning printing head.

1.2.9.7. Shall be equipped with a mechanism to discharge static.

1.2.9.8. Shall have ability to receive paper in roll form with a minimum of 4,300 standard receipts.

1.2.9.9. Once the cabinet has been opened it should take a technician less than 30 seconds to replace a thermal paper roll.

1.2.9.10. Shall be capable of printing the following:

1.2.9.10.1. Unique receipt number

1.2.9.10.2. Transaction date (MM/DD/YYYY) and time (HH:MM PM/AM)

1.2.9.10.3. Expiration time and date

1.2.9.10.4. Amount paid

1.2.9.10.5. Machine number

1.2.9.11. Receipt design shall be programmable.

1.2.10.Wireless two-way communications

1.2.10.1. Pay station shall be equipped with modem, antenna, and required software for 3G communications.

1.2.10.1.1. Pay station shall communicate with a Contractor-hosted back office system.

1.2.10.1.2. Pay station shall have capability to communicate transactions and alarms to the back office system in real time.

1.2.10.1.3. The Government does not wish to negotiate air-time fees with communications provider. Please include all air-time fees in monthly pricing for back-office system service agreement.

1.2.10.2. Option for Ethernet communications must be available.

1.2.11.Electronic components

1.2.11.1. The system shall be plug-and-play for major components, allowing removal and replacement without the use of tools.

1.2.11.2. Plugs for components should be designed to lock in place and not be reversible – one-plug/one-way per component – so it cannot be inadvertently connected incorrectly.

1.2.11.3. All circuit boards and components shall be sealed, highly water resistant, and operate in conditions of over 97% humidity and to temperatures down to 20 degrees below zero.

1.2.12.Coin Collection

1.2.12.1. Collection shall be performed via a portable secure cash box system (no coin bags).

1.2.12.2. Coin canister shall have an ergonomic handle.

1.2.12.3. The unit will provide a collection transaction report via wireless two-way communication and retain audit information.

1.2.12.4. Coin canister shall hold a minimum of $600 in quarters.

1.2.13.Data Security

1.2.13.1. Encryption: All data leaving pay station shall be encrypted to a minimum of 128-bit encryption protocol.

1.2.13.2. Memory Preservation: Data regarding alarms and card reader shall be retained at least until confirmation of receipt by server.

1.2.13.3. All multi-space pay stations must meet the standards to be considered Level 1 Payment Card Industry (PCI) certified for secure processing of credit card transactions.

1.2.14.Installation of Concrete Pad

1.2.14.1. Contractor will install five (5) 4’ x 4’ x 1’ concrete pads with a 3 foot tall metal traffic ballad at each corner of the pad at locations within Twin Bridges Park to be designated by the Government

1.3. Multi-Space Parking Pay Station System Technical Support Services:

1.3.1. Back Office Operations

1.3.1.1. Management software to support system operations that provides operational control by the

Government.

1.3.1.2. Software shall be Contractor hosted and web-based.

1.3.1.2.1. Software shall be American English version

1.3.1.2.2. Back-Office shall have option for modifying rates and messages and remotely downloading to the pay station(s).

1.3.1.3. Software shall provide the ability to divide parking system into defined multiple parking management areas or zones.

1.3.1.4. Software shall support reporting of cash box status and revenue collection reporting, alarm status and operation status listing, file transfer information/reporting.

1.3.1.5. Software that supports exporting financial and activity data to spreadsheet software and external database.

1.3.1.6. Data shall be available 24 hours a day, 7 days a week, and 365 days a year.

1.3.2. Alarms

1.3.2.1. Warnings and alarms should be communicated from the meter to the back-office system in real time.

1.3.2.2. The pay station must perform a self-diagnostic test every 5 minutes and communicate any alarms to the back-office system.

1.3.2.3. In the event that there are no alarms, the unit must send out a life-alarm every 24 hours.

1.3.2.4. Alarms shall be available 24 hours a day, 7 days a week, and 365 days a year.

1.3.3. Reports

1.3.3.1. Standard reports should be viewed on a dashboard format.

1.3.3.2. Standard reports shall be viewed on the dashboard by clicking and dragging onto workspace.

1.3.3.3. Each time back-office system is open, the dashboard shall display the reports that were displayed the last time back-office system was closed, but with the most up-to-date data available.

1.3.3.4. Standard reports shall be shown in chart or graph format with no data manipulation or export to another program.

1.3.3.5. Standard reports shall be as follows without any customization or data manipulation needed:

1.3.3.5.1. Current Maintenance Action Required

1.3.3.5.2. Terminal Out-of-Order

1.3.3.5.3. Communications Problems

1.3.3.5.4. Maintenance Performed for the last seven days

1.3.3.5.5. Coin collections for the last seven days

1.3.3.5.6. Coin-In-Terminals Currently

1.3.3.5.7. Consumables Status (tickets and batteries)

1.3.3.5.8. Parking Activity (Tickets sold and dollar amounts for the last 6 days)

1.3.3.5.9. Ticket Sales Analysis (Active tickets and # of tickets sold for hourly time intervals)

1.3.3.5.10. Transactions by Payment Means

1.3.4.Mapping

1.3.4.1. System shall display the following information on Google Maps

1.3.4.2. Meter Problems (Warnings, Out of order machines, communication problems).

1.3.4.3. Consumables Status (current level of batteries and tickets color coded to display machines that need to be attended to the most)

1.3.4.4. Cash in Meters (color coded to display machines that need to be collected soon)

1.3.4.5. Transactions (display high/low payment activity, tickets sold and dollar amounts, using color coded dots. Must have the ability to show data from last week, last 30 days, last 90 days, and last 180 days)

1.3.4.6. Total maintenance Activities (ability to display activity from today, last week, 30 days, 60 days, 90 days)

1.3.5. News and Events Information

1.3.5.1. Contractor must supply a back-end interface so the Government can add news and events listings to the display of the multi-space parking pay stations.

1.3.5.2. The News and Events service shall have a calendar feature so that the Government can schedule when each listing will appear on the meter display.

1.3.6. Training

1.3.6.1. The Contractor shall train Waco Lake Office staff in a manner sufficient to support the pay station warranty and also provide training on the back office system. The Contractor shall submit a recommended training outline to include the number of training hours required and location of the training.

1.3.7. Warranty

1.3.7.1. Begins after the Government accepts functionality of the system.

1.3.7.2. Duration of 36 months is required

1.3.7.3. The Contractor will supply all tools, labor, equipment, supplies, and materials, to provide warranty repair and/or replacement of Pay Station systems and equipment with a 24- hour priority service response during normal operating hours of M-F 8:00 am to 4:30 pm. Pay Station equipment covered includes all equipment installed in section 1.2 above.

1.4. Technical Support

1.4.1. Minimum phone and email availability – 8:00 AM to 8:00 PM (Central Standard Time), Monday through Friday.

1.4.2. Contractor shall provide on-site service if needed.

1.5. Technical Manuals

1.5.1. Contractor shall provide all installation, operations, and maintenance manuals.

1.5.2. All manuals shall be written in American English.

1.6 Period of Performance:

1.6.1 Duration: Installation shall be completed forty-five (45) days from award. Back Office support services the systems shall begin upon Government acceptance of the fully operational system and will occur 24-hours per day for 1 full base year, with contract options for 2 additional years.

1.6.2 Delays: The weather experienced at the project site during the contract period must be found to be unusually severe, that is, more severe than the adverse weather anticipated for the project location during any given month, to cause a delay. The unusually severe weather must actually cause a delay to the completion of the project. The delay must be beyond the control and without the fault or negligence of the Contractor. The Contracting Officer will determine if a time extension is warranted in the event of a severe weather event.

1.7 General Information

1.7.1 Quality Control: The contractor will have a designated person on-site at all times during the installation who shall be in charge of quality control. The quality control representative designated shall provide the government Quality Assurance Representative with a mobile phone number that can be reached at any time work is being performed on site. The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.7.2 Quality Assurance: The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.7.3 Government Holidays: The Contractor will provide 24-hour monitoring during Federal Holidays, but will not be required to perform equipment maintenance unless approved by the Lake Manager or COR, if applicable.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.7.4 Hours of Operation: The Contractor shall provide 24-hour Back Office System Support daily, without regard to weekends or holidays. The Contractor shall provide warranty repairs with a 24-hour priority response during normal business hours of 8:00 am – 4:30 pm, Monday through Friday.

1.7.5 Place of Performance: The work to be performed under this contract will be performed at Twin Bridges Day Use Park, Waco Lake, address is 3201 North Highway 6, Waco, TX 76712. Lake Office is located at 3801 Zoo Park Drive, Waco, Texas 76708. Office phone number is 254-756-5359.

1.7.6 Type of Contract: The government will award a Firm-Fixed Price contract.

1.7.7 General Safety Requirements: All contractor and all associated sub-contractors employees shall comply with all applicable sections of the U.S. Army Corps of Engineers (USCAE) Safety and Health Requirements Manual, EM 385-1.

1.7.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the Government.

1.7.9 Contracting Officer Representative (COR): The need for a COR will be determined by the Contracting Officer, and will be identified by separate letter if required. The COR, or Lake Manager in lieu of a designated COR, monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the contractor concerning technical aspects of the contract:

issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor contractor's performance and notifies both the Contracting Officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the contract.

1.7.10 Contractor Key Personnel: The following personnel are considered key personnel by the Government: Contract Manager, and Quality Control Representative. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The Quality Control Representative is discussed in paragraph 1.6.1.

1.7.11 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.7.12 Invoicing: An invoice shall be submitted for each month after the work for that month has been completed. If invoice is incorrect, a corrected invoice shall have to be submitted before payment is authorized. Invoices shall be submitted as follows:

A hard copy may be mailed to:

ATTN: Heath McLane 254-756-5359 3801 Zoo Park Dr.

Waco, TX 76708

A digital copy may be mailed to:

heath.r.mclane@usace.army.mil

1.8. GOVERNMENT FURNISHED ITEMS AND SERVICES:

1.8.1 Facilities: No Government space or facilities shall be provided under this contract. The Contractor will be allowed to park his equipment in public parking areas until the required services are completed, but all equipment and vehicles parked or left unattended on Government property will be the sole responsibility and liability of the Contractor. All equipment and vehicles must be removed from Government property immediately upon final inspection and acceptance of work.

1.8.2 Equipment: The Government will not provide any equipment.

1.8.3 Materials: The Government will not provide any materials.

1.9 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The Contractor shall furnish all, labor, supplies, equipment, facilities and services required to perform work under this contract.

1.10 Attachment/Technical Exhibit List:

1.10.1 Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

1.10.2 Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

Standard Performance Threshold Method of Surveillance

PRS # 1.

The contractor shall install Pay Station at 5 locations within Twin Bridges Park. IAW PWS section 1.2.

The contractor installed Pay Station Unit at 5 separate locations IAW the PWS within the specified period of performance.

Zero deviation from standard

100% inspection

PRS # 2.

The contractor shall provide 24-hour Back Office System Support of the Parking Pay Stations IAW the PWS paragraph 1.3.

The contractor provided 24-hour Park Pay station Back Office System Support IAW the PWS within the specified period of performance.

Zero deviation from standard

100% inspection

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

Technical Manuals and Lake Office Staff Training PWS Para. 1.5

Provided during training of office staff. Training of office staff to occur within 5 business days of Pay Stations being installed and becoming operational.

One copy provided to the COR or Lake Manager.

A hard copy or digital copy will be acceptable (.pdf)

A hard copy may be mailed to:

ATTN: Heath McLane 254-756-5359 3801 Zoo Park Dr.

Waco, TX 76708 A digital copy may be mailed to:

heath.r.mclane@usace.

army.mil

Invoice PWS Para. 1.7.12

An invoice shall be submitted for each month after the work for that month has been completed. If invoice is incorrect, a corrected invoice shall have to be submitted before payment is authorized.

One copy provided to the COR or Lake Manager.

A hard copy or digital copy will be acceptable (.pdf).

A hard copy may be mailed to:

ATTN: Heath McLane 254-756-5359 3801 Zoo Park Dr.

Waco, TX 76708 A digital copy may be mailed to:

heath.r.mclane@usace.

army.mil