Parking Management, Citation Management, and Permits Management Service

The Vendor is required to provide for parking management, citation management, permit management, and/or mobile payment services.
- Technical Requirements and Standards
• Operate and maintain a secure, tested, and production-ready hosting and application environment that supports city operations, integrations, and data protection.
• The city reserves the right to procure additional goods and equipment through the awarded contractor, including but not limited to consumables, parking signage and decals, operational equipment, and hardware refresh or expansion.
• Shall facilitate such purchases as a pass-through on behalf of the city. Any mark-up above the contractor's actual cost must be defined in the proposer's response and shall be fixed for the term of the contract.
• Shall provide documentation of actual cost upon the City's request.
- System and Security Requirements
• Shall be responsible for taking every precaution to ensure the reliability of all systems, files, data, equipment, communications, and facilities.
• Shall be responsible for virus detection, prevention, control, and eradication for all system servers and connected devices.
• Shall have security features designed to protect the security and confidentiality of all information contained in the system database. The contractor’s security for the system and all connections thereto shall conform to current industry best practices.
• Is expressly forbidden from selling, leasing, distributing, publishing, or otherwise sharing any personal information collected from the city, including, but not limited to, transaction history, address, email address, phone number, and credit card information. Notwithstanding the preceding restrictions, the contractor shall be permitted to use such information to enable the services provided to the city as part of this agreement. At the city’s sole discretion, the city may direct the contractor to share data securely with city-appointed parties.
• All information security incidents shall be reported immediately to the city. Security incidents include theft, loss, or damage to information systems and data; known vulnerabilities and exploits; website defacement or compromise; successful malware attacks; denial-of-service attacks; and other security events as defined by the city’s information security officer.
• Shall establish and maintain data storage, retention, and archive procedures to maintain system performance.
• The system shall provide full system backup and recovery capabilities. The contractor shall maintain the database, including backup and recovery procedures. The contractor shall make sufficient backups to ensure that no data is lost in any circumstances.
• System uptime is critical. The contractor will maintain 99.5% or greater annual uptime for the system as a whole, including any essential subsystems in solution operation.
• Uptime will exclude scheduled maintenance. The contractor will notify the city of any scheduled downtime at least seven days in advance. Scheduled maintenance shall be coordinated to have minimal impact on city operations.
- Data Migration Requirements
• Shall work with the City’s existing vendors to migrate data to the new System in mutually agreed-upon formats.
• Will be responsible for defining a comprehensive data migration strategy for migrating permit data from existing systems to the new proposed solution. The migration strategy should identify data extraction and transformation methods, data validation and clean-up measures, and a testing plan to ensure migration quality, integrity, and completeness.
• Shall conduct a requirements analysis as part of the CMS delivery process. This analysis shall begin with a data analysis of the current system, in which the Contractor shall work with the City to obtain a complete snapshot of the legacy data. This snapshot is preferred to be contained in a dedicated, separate environment isolated from any production environment. The data analysis shall provide the following:
• Data to be migrated.
• Data elements needed for migration.
• Identify gaps and transformations based on the “as is” and “to be” processes to meet business rules and policies.
• Identification of interface requirements and potential impacts.
- Citywide Mobile Payments Service
• Payment shall be allowed through multiple options, including voice, website (mobile responsive design), mobile SMS/texting, and smartphone application (app) compatible with iOS and Android operating systems.
• The MPPS must have a mobile responsive website that works on older devices and that can be accessed by computer.
• The customer shall be able to create/edit/update an account or register to use the MPPS. Registration items may include name, license plates, preferred payment method(s), and mobile phone number.
• An account registration shall have the ability to support a minimum of four license plates for any user. The MPPS shall allow a plate to be registered on more than one account.
• The MPPS app shall provide an option for customers to complete an online transaction as a guest and not require an application download or new account creation.
• The MPPS app shall suggest a zone number to customers by using GPS within the customer’s device (unless it would cause confusion because multiple zones may be within the GPS’ margin of error) but allow for override in case customer is making a payment from another location.
• The MPPS shall allow customers to pay for a specific period of parking time with a single call or action.
• The MPPS shall provide a customer option to be informed via text, email, or application notification prior to the expiration of their parking session.
• The MPPS shall allow purchase of additional parking time (but not past the maximum time allowed for that specific parking space or zone).
• The MPPS shall be capable of providing a “lockout” period, restricting the customer from beginning another parking session in the same space or zone until after a specified period of time has passed.
• The MPPS shall not allow purchase when desired time includes restricted parking periods (i.e., space/zone closures, and temporary no parking zones).
• The MPPS shall allow customers to contact Contractor with complaints and for refund requests. Contractors shall describe the refund investigation/resolution process and indicate how City approval is solicited and how refunds are applied.
• Any convenience fee, established with the City for this implementation, must be clearly communicated to the customer, and Contractor must demonstrate methods used to minimize any convenience and processing fees to the extent possible (digital wallets, etc.). All intended fees shall be disclosed in the Cost Proposal.