Residential Permit Parking Management System

The Vendor is required to provide data processing services and technical consulting services in developing and managing the city’s residential permit parking management system.
- The City’s current agency program uses an in-house permit management system (PMS) to process and manage physical permits.
- Eligible addresses are inputted into the in-house PMS by City administrated staff.
- City counter staff support residents with in-person and phone-based customer service requests. The in-house database hosts all the permit application information, including contact details, proof of residency, and license plate number.
- After payment is received, the resident is issued a physical decal to be affixed to their vehicle bumper/rear window.
- Permit districts may contain several individual or contiguous block faces that feature policies for 12:00 AM – 6:00 AM permits, 2:00 AM – 6:00 AM permits, 8:00 AM – 5:00 PM permits, and/or 24-hour permits.
- The City also offers an oversized vehicle permit for RVs, which costs $5 per permit and allows for an oversized vehicle to park on City streets between the hours of 2:00 AM – 6:00 AM, with a maximum of 72 permits per calendar year issued per address.
- The Permit Management System (PMS) is the software and support solution that shall supply the City and Contractor with joint access to all parking permit processing functions.
- Provide for purchase of permits online along with payment without having to visit a physical facility along with the ability to process payments and manage all permit types, amounts, exemptions and locations;
- Allow customer to complete an application and upload credential evidence of residence (if required) online;
- The customer notification process if an application is incomplete, processing error or the application is denied.
- The process must be easy to navigate for both the customer and the City, i.e. dropdown menus, intuitive processes and icon-driven options (minimal clicking to complete a task).
- The document upload processes by customers and any troubleshooting to mitigate issues.
- PMS must validate documents to establish that a customer is eligible to purchase a permit.
- The PMS should have the capability to allow the property owner or main tenant the responsibility for distribution of permits in a household.
- The option to inquire by permit number, license plate number, account number, permit holder name, permit type, and location, at a minimum. Ideally all fields should be queryable;
- Software shall support real-time access for multiple parties and shall be a web-based application requiring no software installation on personal computers (PC’s);
- Software shall limit permit eligibility by the user-type and/or address;
- Provide the customer with the option to receive notifications and alerts via email.
- Customers must have access to view history of all transactions made on their account.
- Must have language options for English, Spanish, and Vietnamese.
- Be user-friendly for the customer- both the online and mobile version of the software
- Permit renewal notices automatically by mail and email
- Permit renewal notices by batch or individually
- Generate unique permit numbers
- Ability to add additional permit types, as necessary;
- Ability to create/modify/delete permit zones.
- Ability to display all permits issued geographically on a map.
- Ability to generate reports based on district of permit trends (permits pulled, permit requested, and permits denied, growth/decline of program by district/block face, etc…)
- Able to generate reports based on caregiver/special placards/RV permits issued.
- Capacity to evolve with changes in the City’s parking permit program. Contractor’s permit management program should allow for the removal and addition of various parking permit zones, allow residents in preferential parking permit zones to request guest permits online, and allow for other parking permit iterations as may be requested and approved by City Council.
- Technical support for response within twenty-four (24) hours by email and phone.
- System support for virtual permits.
- Initial in-person training for City staff with bi-annual refresher training (no separate cost).
- Sandbox/test environment available prior to award and ongoing for pre-release testing.
- The system database and physical system security must be maintained in such a way as to provide complete confidentiality and protection from unwanted access.
- Ability to verify vehicle registration information via uploading registration documents or some other means of verifying vehicle registration information.
- The Contractor solution and all related components shall comply with the Payment Card Industry Data Security Standard (PCI Level 1 certified by a Qualified Security Assessor (QSA)), as applicable.
- The PMS software shall allow users to perform the following functions:
• Create new permit holder accounts.
• Correct, autofill, and standardize address entries.
• Validate permit program eligibility based upon supporting documentation.
• Approve or deny parking permit applications based on geographical location (address validation) of requested permit or other City-determined factors.
• Support rolling expiration dates (e.g. daily, weekly, monthly, annually).
• Support varying exception permit processes and quantity limitations by a designated time period for both daytime and overnight permits.
• Restrict or allow multiple permit purchases for the same plate number depending on City rules.
• View permit applications and documents attached to permit applications.
• Enter new permits/approve permit requests.
• Process payment for permits.
• Ability to refund a permit.
• Ability to cancel a permit.
• Process multiple permit purchases in one transaction.
• Retain inactivate permit and account information.
• Query by name, account number, permit type, permit number, license plate number, and address.
• Add notes to permit accounts.
• Editing of any permit field (based upon user-assigned privileges).
• Print temporary permits (if applicable).
• Print and email letters to permit holders.
• Assign permissions to access certain features based on user ID.
• Review all user activity within the software.
• Run ad-hoc reports on all data fields.
• Provide report creating tools with various criteria selections; must be able to export from queries to shapefiles, csv, xml, and xlsx formats.
• Be able to provide a variable rate fee structure based on parking permit type including proration’s as approved by City Council.
• Allow residents to be able to locate issued RV permits on online portal by entering RV plate no/ description.
• Allow residents to generate a map depicting issued permits/guest passes on their street.