Parking Citation Collection and Processing Services

The Vendor is required to provide parking citation collection and processing services for the town, comparative judgments of non-price technical factors will be necessary, for which the town may be willing to pay more.
- The Town provides a full range of governmental services including police and fire protection; emergency medical services; collection, disposal, and recycling of solid waste; sewers; streets; water services; health and human services; town library; and recreation.
- These services encompass the following components: handheld ticket writer devices; provide an application to transfer data to/from handhelds; provide an application that Town staff can use to track, monitor, accept payments, and create, print, and save reports; provide a comprehensive accounts receivable application for all aspects of citation management, including payment acceptance; and delinquent payment collection services. 
- The Town is in the process of implementing a paid parking app, Hotspot, through arcadis.
- Any proposed parking citation collection and processing solution must be able to integrate with HotSpot.
- Parking Enforcement Handheld Devices
•    The devices must be made of sturdy material, equipped to perform outdoors and in extreme weather conditions, have a battery life that allows the device to operate without recharging for up to 8-hour shifts and in general. 
•    Screen must be easily visible in all conditions and on-screen instructions must be user-friendly, easy to operate and designed for accuracy. 
•    The devices must have the most current barcode scanners capable of reading bar codes. 
•    The device must include back up batteries for printers. 
•    The printer must have the capacity to function in inclement weather and extreme temperatures. 
•    The printer must be capable of printing barcodes in any combination or configuration up to 67 characters in length. 
•    The system must print barcode on tickets. 
•    The device and printer must include weather resistant casing with rain guard and carrying sling and/or hip belt.
•    The device host system must be capable of transferring all data, including digital voice recordings and photographs captured by the handhelds from the field, wirelessly.
- Parking Citation Processing System
•    The Town is looking for proposals to provide a parking citation management system.
•    The system must integrate software and hardware components to provide a service solution to the Town's parking citation and payment processing program. 
•    The application must be provided in a cloud environment. 
•    The application must integrate with the Town’s paid parking application, HotSpot. 
•    The Town is in the process of implementing HotSpot and the successful bidder must work with the Town during the implementation to integrate the parking citation processing system with the paid parking application. 
•    The successful bidder will provide ongoing training and technical support as needed.
- Provide services including tracking of tickets and delinquency, follow up and online customer interaction. 
- Other services include, but are not limited to:
•    State-of-the-art database management system for processing all transactions and generating required reports, equipped with management software that provides the town with operational control to support parking enforcement operations and data transmission, query functions, data storage and reporting capabilities. 
•    The system shall be flexible enough to allow for continual enhancement and improvement.
•    Database must be able to receive and input citation information, both electronically and via manual data entry, including the ability to record and process hand-written citations.
•    System accessibility by town employees to view citation data, query citations, and edit citation data/records, and by the general public to review citation records, unpaid/delinquent citations, make payments and submit requests for administrative review/hearings.
•    Interface with the state registry of motor vehicles (RMV) for data verification and sharing, placement/removal of holds as needed. 
•    The system should also be able to obtain registered owner information from out-of-state motor vehicle departments.
•    Product support to provide troubleshooting assistance and ensure proper operation and maintenance of the operating system. 
•    At a minimum, support must be available Monday through Friday from 8:00 a.m. To 6:00 p.m., local town time.
•    Database back-up record of all parking citations must be made available for the town.
•    Comprehensive, detailed, and accurate management, financial, and operational reporting capabilities on parking enforcement statistics, to include ad-hoc and canned reports on several metrics such as citations issued; outstanding fines; ticket collection, on a daily, weekly, and monthly basis. 
•    Reports should be downloadable to excel format.
•    The bidder will provide a method of collection of all parking fines and track all revenue associated with parking citations. 
•    Bidders should describe online payment processing procedure.
•    The town seeks actual payments to be deposited into an account controlled by the treasurer/collector of the town. 
•    Alternatively, funds may be deposited in an account with a turnover to the town weekly.
•    The application should be able to create a transaction detail report that is downloadable in pdf and .csv.
•    The vendor will be responsible for the generation, mailing and tracking of delinquent letters and notices.
•    The vendor must be able to obtain registered owner information; communicate delinquent accounts to the state RMV and manage and track unpaid citations.
•    The system must provide a history of all citation activity and current status (void/paid/unpaid/delinquent).
•    Retention records must comply with the state public records law.
•    The parking citation processing system shall have controls, checks and balances sufficient to ensure data integrity for all information processed for the Town.
•    Full audit trail information for every processed transaction shall be captured and retained for each citation, for no less than 4 (four) years after payment of the ticket.
- Budget: $220 million.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 5, 2025