Parking Enforcement Management System

The vendor is required to provide to the provisions of the city municipal code (CMC), from parties, responsive proposals to provide a parking enforcement management - citation management system.
- Include all equipment, software, and technical and customer support services
• Handheld devices, printers
• Operating systems (parking, parking violations bureau)
• Back-office support systems (city, customers) - Provision of all material, labor, equipment, services, and training necessary to furnish and install a fully integrated on-line, real-time, parking citation management system functioning in the manner described herein.
- System design characteristics
• Integrate with city’s parking meter and pay-by-cell (PBC) systems for enforcement, appeals, and financial reporting.
• Provide the following:
1. Data platform for citations, both past and future; past data available in .csv format
2. Handheld mobile enforcement equipment
3. Enforcement management and analytics
4. Citation payment portal
5. Citation collections and follow-up, including interface with NLETS
6. Resident permit program preferred but not required • Future system expansion:
1. Readily expandable to accommodate additional parking facilities, features and configurations.
- Administrative
• Integrate with city’s parking meter and PBC systems for citation management and financial reporting.
• Hosted environment must have an off-site secure backup location.
• Log and track all user activity within the system and generate audit reports on user activity.
• City will have complete ability to add to, delete from or revise the passwords that are established by the network administrator.
• The password system will include the provision of logging into the event and user’s name each time a password is used to gain access to or within the system.
• Utilize protocols and passwords that prevent unauthorized access to software and hardware and manipulation of data and reports, including individual transactions.
• Utilize mfa for all users prior to access as stipulated by NLETS.
a. Provide alternative mfa devices other than cell phones, for city employees that do not have mobile communication.
• Include multiple levels of access authorization to all operational, administrative and reporting functions and provide the following security features:
a. Define individual user and group-based security.
b. Ability to assign a unique user id and password for each person authorized to use system.
c. Ability to establish an expiration period for passwords and periodically change that password for each authorized user id.
d. Ability to disable a user id following successive log-on failures exceeding a specific limit.
e. Ability to view and report user and group level security rights and create user defined fields.
f. Ability to de-activate codes for former users and internal and external customers.
g. Where the change and update are authorized, an audit trail and report are created including the following:
i) Date and time of change.
ii) Record of change made.
iii) Username of individual making the change.
iv) Record of data modified or changed (prior to change).
v) File identities and record count.
• Ability to query database by name, vehicle, license plate, citation number, appeal number, location, or event.
• BMV interface for registered city information and holds
a. Proposer must have ability to retrieve registered city data from the BMV of state and other motor vehicle state agencies, using the national law enforcement telecommunications system (NLETS).
b. Ability to integrate with state of deter program, providing automatic compiling and batching of registered owners’ information for sending and receiving to state BMV
• Allow for automatic scheduling of tasks (e.g., updating customer information from data imports).
• Allow for customizable screen views for different user’s job tasks.
• Email management
a. Ability to schedule auto-generated emails.
b. Ability to monitor and audit outgoing email batches, bounce backs, etc.
c. Html and text email capabilities, with unlimited characters within body of email.
d. Ability to incorporate graphics or images within email body.
e. Ability to attach pdf to email, and other common file types.
f. Ability to send email directly from customer account page.
• Letter and statement management
a. Custom letters and statements that can be mailed, emailed or uploaded to customers.
b. Citation and hearing letters with responsible customer, fee, citation and hearing information.
c. Auto-generate and pre-schedule outstanding citation letters and transfers to city’s adjudication process.
d. Auto-generate letters based on pre-programmed rules (i.e.; number of days for outstanding citation, number of citations, amount owed, etc.). • Ability to create and issue citations via handheld device.
• Ability to create unique citation types with violation description.
• Ability to assign unique and assigned numeric values as a citation identifier.
• Ability to assign citation blocks per officer or equipment.
• Ability to set and adjust citation violation fines.
• Ability to create custom fields on citation, including dropdown menu for public comments, private comments, etc.
• Ability to attach an image to the citation.
• Citation images must be available for the customer to view when logged into their account.
• Issued citations automatically, instantaneously,
• Stored in sortable, searchable database.
• Ability to transfer unpaid citations to a third party (i.e.; collections agency).
a. Ability to recall citations from state of deter program
• Ability for customers to appeal citations online or via email:
a. Ability to attach up to three supporting documents (jpeg, pdf, etc.).
b. Throughout the adjudication processes the citation can be upheld, fine reduced, overturned, or reduced to a warning.
c. Ability for customers to auto schedule hearing appointments • Ability to save, edit, download and schedule queries
• Customer accounts:
a. Unique account number per customer.
b. Provide user-defined fields.
c. Ability for customer to prioritize data (multiple addresses, vehicles, phone numbers, etc.).
d. Ability to flag customer accounts or fields (VIP, no checks, contact supervisor, etc.).
e. Ability to archive inactive customers.
f. Ability to merge customer accounts when duplications occur.
g. Ability to create group accounts.
h. Ability to identify and monitor scofflaw or bolo accounts.
• Credit card processing:
a. All applications and software that provide the ability to process card not present transactions as defined by the PCI council must be listed on the visa level 1 service provider registry.
b. Real-time payment processing.
c. Ability to identify all cc payments by type of cc.
d. The city (city) will be the merchant of record (mor) for parking citation payments.
e. Accept the following cards:
i) Visa
ii) Mastercard
iii) American Express
iv) Discover
v) Bank-issued debit cards with any of the above card brand affiliations, accepted as a credit card.
vi) Ability to create and print receipts.
f. Utilize credit and debit card acceptance hardware, software, and other system components that are PCI DSS and EMV compliant.
g. Credit card gateway to be part of PCI p2pe as listed on the PCI-SSC web site and visa level 1 service provider as listed on the visa web site.
h. Credit card authorization in real time.
i. Maximum average authorization time for credit card transactions: ten (10) seconds.
j. Provide “store and forward” feature only when the communication network is down, or not available and credit card payments cannot be authorized in on-line mode.
k. Identify all required additional services necessary for processing and the associated costs.
• Provide a robust full service (cash and credit card) pos system
- Data storage, access, and ownership
• The city will own all data collected, processed, and analyzed by the proposer.
• The city will have access to all digitally stored data at all times.
• The city, at its sole discretion, may grant access to the data to a third party.
• The proposer may not use data collected in the city for purposes other than fulfillment of the agreement without the approval of the city.
• The proposer will have the ability to create API for all city-owned data available to whom the city directs.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: April 11, 2025