HomeMy WebLinkAboutCC Resolution 11856 (Purchase Multi-Space Parking Equipment)RESOLUTION NO. 11856
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
WAIVING COMPETITIVE BIDDING REQUIREMENTS PURSUANT TO
2.55.070(D) OF THE SAN RAFAEL MUNICIPAL CODE AND
AUTHORIZING STAFF TO COMPETITIVELY NEGOTIATE AND THE
CITY MANAGER TO EXECUTE, A CONTRACT FOR THE PURCHASE
OF MULTI -SPACE PARKING EQUIPMENT IN AN AMOUNT NOT TO
EXCEED $50,000.
WHEREAS, pursuant to San Rafael Municipal Code Section 2.55.070(D), the City
Council may approve the waiver of competitive bidding for the purchase of equipment, and may
authorize purchases of such equipment by City staff without recourse to competitive bidding
where valid reasons exist to do so; and
WHEREAS, the City Council finds that valid reasons exist at this time for the waiver of
competitive bidding for purchase of the Multi -Space Parking Meter Equipment, since such
equipment cannot be obtained on a timely basis with competitive bidding, and contracts for
purchase of the equipment must be completed by staff negotiations with a vendor on an
expedited basis in order to assure timely delivery of the equipment and to avoid a reduction both
in services to the community and in revenues to the City's Parking Services Division.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of
San Rafael as follows:
1. The City Council hereby waives the competitive bidding requirement of Chapter
2.55 of the San Rafael Municipal Code because the subject parking equipment cannot be
obtained on a timely basis with competitive bidding, and purchase of the equipment by staff
negotiations on an expedited basis will assure timely delivery of the equipment and will avoid a
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reduction both in services to the community and in revenues to the City's Parking Services
Division.
2. The Parking Services Division staff is hereby authorized to competitively
negotiate and the City Manager is authorized to execute a contract for purchase of multi -space
parking meter equipment, software, and other related components for off-street parking
operations in San Rafael, in a total amount not to exceed $50,000.00.
I, JEANNE M. LEONCE, I, City Clerk of the City of San Rafael, hereby certify that the
foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the
City Council of said City held on Monday, November 21, 2005, by the following vote, to wit:
AYES: COUNCILMEMBERS: Cohen, Heller, Nii 1 i er, Phillips & Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
JEANNE M. LEONCINI, City Clerk
AGREEMENT FOR MULTI -SPACE
PARKING EQUIPMENT
This Agreement is made and entered into this 23rd day of December 2005, by and
between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Caracal Enterprises LLC, dba
VenTek International, (hereinafter "CONTRACTOR").
RECITALS
WHEREAS, the City of San Rafael intends to upgrade the multi -space parking equipment
currently in service at three (3) parking areas; and
WHEREAS, on the 21" day of November, 2005, the City Council of the City of San Rafael
adopted Resolution No. 11856 approving and granting authority to the City Manager to execute, a
contract for the purchase of new, updated multi -space parking equipment; and
WHEREAS, the Parking Services Division has selected CONTRACTOR to provide this
equipment and service.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY. The City Manager shall be the representative of the CITY for all purposes
under this Agreement. The Parking Services Manager is hereby designated the PROJECT
MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the
progress and execution of this Agreement.
B. CONTRACTOR. CONTRACTOR shall assign a single PROJECT DIRECTOR
to have overall responsibility for the progress and execution of this Agreement for
CONTRACTOR. Gary Catt is hereby designated as the PROJECT DIRECTOR for
CONTRACTOR. Should circumstances or conditions subsequent to the execution of this
Agreement require a substitute PROJECT DIRECTOR for any reason, the CONTRACTOR shall
notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONTRACTOR.
CONTRACTOR shall provide all materials, services, and equipment as described in
Exhibit "A" attached hereto and incorporated herein. The materials and equipment shall be
delivered, functional, and operational no later than February 20, 2006.
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3. DUTIES OF CITY.
In consideration of the CONTRACTOR'S performance of the duties provided in paragraph
2, the CITY shall pay compensation in an amount not to exceed $50,000.00 for the purchase of five
(5) 2005 VenTek S6 Pay -by -Space machines configured to meet all specifications as described in
Exhibit "A" attached hereto and incorporated herein.
4. COMPENSATION.
CITY shall pay CONTRACTOR a sum in an amount not to exceed $50,000, payable upon
delivery and installation of all required equipment and the written acceptance thereof by the
CITY, as being in conformance with the specifications of Exhibit "A" attached hereto and
incorporated herein. Progress payments made for equipment or services shall not constitute written
acceptance by the City for the purposes of this agreement. Payments will only be made after CITY
has satisfactorily tested the installed equipment and determined that said equipment is functioning
and performing in full compliance with all of the specifications and requirements specified in
Exhibit "A".
5. TERM.
Except as provided in Paragraph 6, the term of this Agreement shall continue from the date
that this Agreement is signed until twelve (12) months following the CITY'S written acceptance of
the equipment and materials as being in conformance with the specification described in Exhibit
"A" attached hereto.
6. TERMINATION.
A. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days
written notice mailed or personally delivered to the other party, and the notified party's failure to
cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such
notice, within such fifteen (15) day time period.
B. Effect of Termination. Upon receipt of notice of termination, neither party shall
incur additional obligations under any provision of this Agreement without the prior written consent
of the other.
C. Return of Documents. Upon termination, any and all CITY documents or
materials provided to CONTRACTOR and any and all of CONTRACTOR'S documents and
materials prepared for or relating to the performance of its duties under this Agreement, shall be
delivered to CITY as soon as possible, but not later than thirty (30) days after termination.
7. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONTRACTOR in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
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8. INSPECTION AND AUDIT.
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONTRACTOR in connection
with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate
with CITY or its agent in any such audit or inspection.
9. ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
performance of any of their respective obligations hereunder, without the prior written consent of
the other party, and any attempt to do so assign this Agreement or any rights, duties or obligations
arising hereunder shall be void and of no effect.
10. INSURANCE.
A. During the term of this Agreement, CONTRACTOR shall maintain, at no expense
to CITY, the following insurance policies:
1. A comprehensive general liability insurance policy in the minimum amount
of one million ($1,000,000) dollars per occurrence for death, bodily injury, personal injury, or
property damage.
2. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million ($1,000,000) dollars per occurrence.
3. If any licensed professional performs any of the services required to be
performed under this Agreement, a professional liability insurance policy in the minimum amount
of one million $1,000,000) dollars to cover any claims arising out of the CONTRACTOR's
performance of services under this Agreement.
B. The insurance coverage required of the CONTRACTOR by section 10. A., shall
also meet the following requirements:
1. The insurance shall be primary with respect to any insurance or coverage
maintained by CITY and shall not call upon CITY's insurance or coverage for any contribution.
2. Except for professional liability insurance, the insurance policies shall be
endorsed for contractual liability and personal injury.
3. Except for professional liability insurance, the insurance policies shall be
specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as
additionally named insureds under the policies.
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4. CONTRACTOR shall provide to City's Risk Manager, (a) Certificates of
Insurance evidencing the insurance coverage required herein, and (b) specific endorsements naming
CITY, its officers, agents, employees, and volunteers, as additional named insureds under the
policies.
5. The insurance policies shall provide that the insurance carrier shall not
cancel, terminate or otherwise modify the terms and conditions of said insurance policies except
upon thirty (30) days written notice to City's Risk Manager.
6. If the insurance is written on a Claims Made Form, then, following
termination of this Agreement, said insurance coverage shall survive for a period of not less than
five years.
7. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
8. The insurance shall be approved as to form and sufficiency by PROJECT
MANAGER and the City Attorney.
C. If it employs any person, CONTRACTOR shall maintain worker's compensation
and employer's liability insurance, as required by the State Labor Code and other applicable laws
and regulations, and as necessary to protect both CONTRACTOR and CITY against all liability
for injuries to CONTRACTOR'S officers and employees.
D. Any deductibles or self-insured retentions in CONTRACTOR'S insurance policies
must be declared to and approved by the City's Risk Manager and the City Attorney. At CITY'S
option, the deductibles or self-insured retentions with respect to CITY shall be reduced or
eliminated to CITY'S satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment
of losses and related investigations, claims administration, attorney's fees and defense expenses.
11. INDEMNIFICATION.
CONTRACTOR shall indemnify, release, defend and hold harmless CITY, its officers,
agents, employees, and volunteers, against any claim, demand, suit, judgment, loss, liability or
expense of any kind, including attorney's fees and administrative costs, arising out of or resulting in
any way, in whole or in part, from any acts or omissions, intentional or negligent, of
CONTRACTOR or CONTRACTOR'S officers, agents and employees in the performance of
their duties and obligations under this Agreement. This indemnification obligation shall survive
termination of this Agreement.
12. NONDISCRIMINATION.
CONTRACTOR shall not discriminate, in any way, against any person on the basis of age,
sex, race, color, religion, ancestry, national origin or disability in connection with or related to the
performance of its duties and obligations under this Agreement.
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13. COMPLIANCE WITH ALL LAWS.
CONTRACTOR shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the performance of its duties and obligations under this
Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify
and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities,
penalties, fines and all other consequences from any noncompliance or violation of any laws,
ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
15. NOTICES.
All notices and other communications required or permitted to be given under this
Agreement, including any notice of change of address, shall be in writing and given by personal
delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the
parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or
if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as
follows:
TO CITY: David Johnson
Parking Services Manager
City of San Rafael
1400 Fifth Ave. (P.O. Box 151560)
San Rafael, CA 94915-1560
TO CONTRACTOR: Gary Catt
President & C.E.O.
VenTek International
424 Payran Street — Suite D
Petaluma, CA 94952
16. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees
of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of
CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY.
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17. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the
subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior or contemporaneous
agreements, oral or written, regarding the subject matter between the CONTRACTOR and the
CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject
matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONTRACTOR and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the
terms and conditions of the attached exhibits or the documents expressly incorporated by reference,
the terms and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONTRACTOR agrees that CITY may deduct from any payment due to
CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under
any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments,
unpaid checks or other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of
this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or
violation of the same or other term, covenant, condition, ordinance, law or regulation. The
subsequent acceptance by either party of any fee, performance, or other consideration which may
become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding
breach or violation by the other party of any term, condition, covenant of this Agreement or any
applicable law, ordinance or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
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21. CITY BUSINESS LICENSE / OTHER TAXES,.
CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code. CONTRACTOR shall pay any
and all state and federal taxes and any other applicable taxes. CONTRACTOR'S taxpayer
identification number is FEIN # 20-0142785, and CONTRACTOR certifies under penalty of
perjury that said taxpayer identification number is correct.
22. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
t1A, )-� RDHOFF, Inte ' Manager
ATTEST:
ANNE M. LEQ I I I, Cit;Clerk
FORM:
RY T. FOAGGHI44TI, City Attorney
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CONTRACTOR
ame) t CATT, P. Eng.
(Title) President & C.E.O.
EXHIBIT "N'-- Multi -Space Parkina Meter Eaubment
1. GENERAL INFORMATION
1.1. Proiect Description.
The City of San Rafael (CITY) is purchasing and installing five (5) Multi -Space (pay-by-
space/pay and display) Parking Meters for three (3) of the off-street parking facilities. The
purpose of this document is to set forth the requirements of this equipment and the
CONTRACTOR, identify the types and quantities of equipment desired and specify the placement
of the equipment within each of the City's parking facilities.
1.2. Definitions and Abbreviations.
The following definitions are provided to clarify the terms used throughout this Request for
Proposal.
• "Multi -Space Meters" (MSMs) or "Meters" shall refer to devices as specified in this
document used to control and collect revenue for multiple parking spaces.
• "Purchasing Department" shall refer to the Purchasing Department of the City of San
Rafael.
• "Parking Department" shall refer to the Parking Services Division of the City of San
Rafael.
• "Parking Office" shall refer to the Parking Services Division's office located at 1400 Fifth
Ave, San Rafael, Ca 94901.
• "Parking Manager" shall refer to the Parking Services Manager for the City of San Rafael's
Parking Services Division or his or her designee.
• "Provider", or "Successful Proposer" shall refer to the CONTRACTOR as stated in the
agreement.
• "Work" shall refer to all efforts described herein or implied relating to providing a
complete working system during installation, testing, final acceptance, warranty, and
extended warranty as applicable.
• "User Settable" shall mean that the setting may be changed through the online
management software, by and at the discretion of the City without any additional tools or
software.
• ANSI American National Standards Institute
• FMS Facility Management System (PC Hardware & Software)
• GC General Contractor
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EXHIBIT "N'-- Multi -Space Parkina Meter Equipment
• NEMA National Electrical Manufacturing Association
• PC Personal Computer
1.3. Facilities Descriptions.
The City is upgrading Multi -Space Parking Meters at the following locations:
1.3.1. Third Street & Lootens Place (N.W.) Parking Structure.
This facility will require a total of two (2) Multi -Space meters, to be installed on the upper level
only. One will be installed at each end of the North side of the second floor located in proximity
to each of the pedestrian stairs. Each will be pedestal mounted with appropriate protection posts
included. Proposer must secure the MSMs to the existing pedestals without damaging the
structural integrity of the deck.
1.3.2. Fifth Avenue & C Street.
This facility will require a total of two (2) Multi -Space meters. They will be installed on the
second level only. One will be installed at the top of each of the stairways, located in the northeast
and southwest corners of the second floor. Each will be pedestal mounted with appropriate
protection posts included. Proposer must secure the MSMs to the existing pedestals without
damaging the structural integrity of the deck.
1.3.3. Fifth Avenue & D Street.
This location will receive one (1), pedestal mounted, Multi -Space meter. The Unit will be located
on the island closest to the entry/exit on D Street.
This location and unit shall either include the solar power option or have AC power run to the
MSM location at no additional cost to the CITY. If fitted, the solar panel shall attach to the roof
of the weather shelter protecting it.
1.3.4. Parking Office Equipment and Spare Parts.
The CONTRACTOR shall provide all hardware, software, and firmware necessary and suitable to
operate the Multi -Space Meters as described in accordance with this document. In addition to the
actual Multi -Space Meters, Proposer agrees to provide the following:
1.3.4.1. Parking Office.
1.3.4.1.1. Intemet-based database access shall be provided to City by
CONTRACTOR.
1.3.4.1.2. CONTRACTOR shall provide and be responsible for all
equipment and service necessary to establish the
communications. A cellular link via the Verizon network is
currently proposed.
1.3.4.2. Spare Parts - Proposer agrees to provide the following Spare Parts as
described herein.
1.3.4.2.1. One (1) Currency Accepter Mechanism.
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EXHIBIT "N'-- Multi -Space Parking Meter Equipment
1.3.4.2.2. One (1) Coin Accepter Mechanism.
1.3.4.2.3. One (1) Coin Hopper Mechanism.
1.3.4.2.4. One (1) Printer Mechanisms as specified and compatible
with the Multi -Space Meters.
1.3.4.2.5. A total for two (2) Currency Containers per unit ordered.
1.3.4.2.6. A total of two (2) Coin Containers per unit ordered.
1.3.4.2.7. Three (3) sets of Keys for each unit ordered.
1.3.4.2.8. Receipt Paper in the amount of (4) rolls per unit ordered.
Each roll shall be capable of processing approximately 4500
transactions.
1.3.5. Facility and Equipment Summary.
Third Street & Lootens Place (N.W.) Parking Structure 2 Multi -Space Meters
Fifth Avenue & C Street 2 Multi -Space Meters
Fifth Avenue & D Street 1 Multi -Space Meters
Total: 5 Multi -Space Meters
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EXHIBIT "N'-- Multi -Space Parkina Meter Equipment
2. OPERATING REQUIREMENTS
2.1. Customer Operation.
2.1.1. Meter Operations - Operation of the multi space parking meters is comprised of the
following basic steps:
2.1.1.1. The user will park vehicle, remembering the stall number in which they
parked.
2.1.1.2. Simple graphics and prompts on the Display will instruct the user on how to
use the Meter.
2.1.1.3. The machine shall be capable of at least a four (4) number space
designation, 1 — 9999. The machines will be delivered configured to
accept two -digit (2) space numbers. The user will enter their space
number, including preceding zeros. Upon entering of the final number, the
machine will automatically move to the next phase without interaction from
the customer.
2.1.1.4. Rate and time information will be displayed as the user inserts any
combination of bills, coins and credit cards to pay for the amount of time
desired.
2.1.1.4.1. Time will increase as coins and bills are deposited
2.1.1.4.2. The machine will allow users to decrement time and receive
change in user settable increments.
2.1.1.4.3. When a Credit Card is inserted the default time shall be
settable by duration of time only to any length and will
decrement in the same user settable increments as chosen for
the operation in 2.1.1.4.2.
2.1.1.4.4. A minimum and maximum credit amount is user settable.
2.1.1.5. Display will show amount deposited and the time of expiration. Users will
press a confirmation key to accept. If the user does not press the
confirmation key, the machine will time out and apply the funds to an
escrow account. The text associated with the confirmation key shall blink
to draw the attention of the user.
2.1.1.6. A return lever (or key) allows the customer to cancel the transaction and
have all deposited funds return in the form of coin. If an amount is
deposited that is unable to be returned, such as $0.10 and the minimum
denomination for change is $0.25, the amount that is unable to be returned
will be applied to an escrow account. City may choose to activate or
deactivate, a user settable option to provide (or not provide) a refund
receipt.
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EXHIBIT "N'-- Multi -Space Parkin4 Meter Equipment
2.1.1.7. The customer will automatically receive any change due and a receipt
signaling the end of the transaction.
2.1.1.8. Contractor must demonstrate the operation of this machine, as it will
function in service prior to acceptance. The City shall be the sole judge of
compliance.
2.1.2. Other Payment Configuration.
2.1.2.1. Each system shall be capable of multiple flat, variable, progressive,
regressive, special event (capable of 97), volume discount, and multi -pick
flat rate configurations. Please detail the other available payment
configurations the equipment is capable of operating.
2.1.2.1.1. On the multi -pick flat rate you can only have four picks that
are displayed at one time. This firmware package is NOT able
to do a quick pick rate. Four quick picks may be set up under
the multi -pick process, however anything more would require a
firmware upgrade.
2.1.3. Pay and Display.
2.1.3.1. The Multi -Space Meters described herein will function as standard "Pay by
Space" meters. The City may, at its discretion, change the operating format
of these meters to "Pay and Display" meters. A firmware upgrade is
required to convert to Pay and Display. This upgrade shall be performed
without the need to physically change chips. The upgrade shall be through
a laptop and will not affect audits, or data integrity. This function may be
preformed by and at the discretion of the City. There shall be no cost for a
change to the standard pay and display function. There are no additional
costs for this function.
2.2. General Mechanical Functions. The Multi -Space Meters will function mechanically as
follows:
2.2.1. Meter Function.
2.2.1.1. The Meters will be programmed to prompt the user to enter their space
number and pay for the desired amount of time.
2.2.1.2. As coins and bills are inserted into the Meter they will pass a series of
optical and metallic sensors validating their value.
2.2.1.3. The display will then notify the user of the amount deposited and the time
of expiration, and prompt for confirmation when payment is deposited.
2.2.1.3.1. The user settable minimum purchase is by time only and
must be achieved before the system will prompt for
confirmation.
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EXHIBIT "A:'-- Multi -Space Parkina Meter Equipment
2.2.1.4. Valid coins are held in electronic escrow while non -acceptable coins, slugs,
tokens, etc. are channeled out of the processing route and back to the
customer.
2.2.1.5. Valid bills are held in electronic escrow while non -acceptable bills are
returned immediately to the customer.
2.2.1.6. The decrementing amount is a user settable function that will limit the
customer to the set amount. A More Time or Less Time button, which is
based on sell time, shall appear and the customer may use these as needed.
2.2.1.7. A return lever (or key) allows the customer to cancel the transaction and
have the value of all coins and bills returned in coin at any time prior to
completing the transaction. Amounts not refundable shall be kept in an
escrow account.
2.2.1.7.1. A user settable option to issue (or not issue) a refund receipt
shall be available.
2.2.1.8. The equipment will issue any change due in user settable increments of
$0.05, $0.10, $0.25, and $1.00. Any additional change due shall be applied
as an over payment. Change will be dispensed from a self -replenishing
change fund and a printed receipt will display the following:
2.2.1.8.1. Machine and Transaction number
2.2.1.8.2. Space Number
2.2.1.8.3. Amount paid
2.2.1.8.4. Time of transaction
2.2.1.8.5. Expiatory time
2.2.1.8.6. User settable message.
2.3. Proerammine Functions.
2.3.1. Rate Features.
2.3.1.1. The Multi -Space Meters will have computer controlled, fully programmable
and customizable rates structures. This shall be user settable.
2.3.1.2. Rate Types - Listed below are the minimum rate types that shall be
available:
2.3.1.2.1. Progressive.
2.3.1.2.2. Regressive.
2.3.1.2.3. Flat rates.
EXHIBIT "A:'-- Multi -Space Parkins Meter Equipment
2.3.1.3. Rate Customization.
2.3.1.3.1. Each rate type shall be user settable, with a minimum of the
following variables each capable of being programmed one (1)
calendar year in advance as one of the 97 available special
events, all confined to the six available rate tables (Machine
downloads at 4am daily and will take affect thereafter.)
2.3.1.3.2. Time of day.
2.3.1.3.3. Day of week by date.
2.3.1.3.4. Stall range — six breaks available.
2.3.1.3.5. Holidays.
2.3.1.3.5.1. Date based only. Holidays that are date based can be
set as set to default every year, such as Dec 251h
Holidays that the dates change are only settable 1
calendar year at a time. Multiple rate tables may be
set in advance and downloaded each calendar year to
establish those holidays.
2.3.1.3.6. Special Days by date.
2.3.1.3.7. User type.
2.3.1.3.7.1. A user type can be established as part of the multi -
pick, which will affect rates. It will NOT affect
payment methods.
2.3.1.3.8. There 97 user settable days. Six tables allow for a total of
six different rates of any kind. CONTRACTOR shall supply
and load rates at no charge to CITY for the term of the
agreement.
2.3.2. Additional Programming Features - Additional user settable programming features
will include the following:
2.3.2.1. Allow or not allow the purchase of time exceeding the rate/time maximum.
2.3.2.2. Allow or not allow purchase of time past the end of a rate period.
2.3.2.3. Allow or not allow purchase of time prior to expiration of existing time for
the same space by everyone, no one, or with a receipt number from a ticket
from the same space number regardless of when it was sold.
2.3.2.3.1. If receipt number function is selected a precursor screen
will ask all customers to purchase new or add time. Add time
screen with require the receipt number to proceed.
2.3.2.4. Allow or not allow the customer to see the time left.
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EXHIBIT "A" -- Multi -Space Parkina Meter Eauipment
2.3.2.4.1. It will never randomly show this information. It will only
show this information when the machine is set to allow more
time to be purchased for a space and the customer has
deposited the minimum purchase requirement.
2.3.2.5. Allow the City to select the rate for each individual day of the week and
have the ability to designate a day closed, holiday, or free parking day.
2.3.2.6. Allow the City to configure a secondary daily rate structure to be activated
automatically at a pre -determined day and/or time.
2.3.2.6.1. Permanent rate changes need to be downloaded at the time
of change, but may be written prior to download.
2.3.2.7. Allow time to be purchased at a minimum of one (1) minute or 15min
blocks.
2.3.2.8. Allow a minimum time purchase to be set.
2.3.2.9. Allow for the option to print or not print receipts.
2.3.2.9.1. Allow for an option to automatically print or prompt yes/no
for a receipt. Current function will be to automatically print a
receipt when the print receipt option is activated.
CONTRACTOR shall provide firmware changes as needed for
this function at no charge for the term of this agreement.
2.3.2.10. Select what to do during a printer error. User settable choices of Continue,
Stop, or Do Not Test shall be available.
2.3.2.11. Select what to do if change fund is exhausted during a transaction, including
printing of a refund receipt. User settable choices of reject bills, accept and
apply change as overpayment, or issue refund receipts.
2.3.2.12. User settable maximum amount of change to be give on any transaction.
2.3.2.13. Set/modify credit card parameters to include; enable/not enable credit cards,
accept/not accept American Express, MasterCard and Visa, accept/not
accept a credit card when off-line, set minimum/maximum credit amounts
and set a default amount. Enter specific credit cards that shall NOT be
accepted by the machines.
2.3.2.14. Accommodate a minimum of 9999 spaces per machine.
2.3.2.15. Vary rates by stall range. A limit of six total available rate tables and six
total breaks in stall number ranges applies.
2.4. Enforcement Functions.
The Multi -Space Meters shall enable enforcement by producing a report with the following
characteristics:
[
EXHIBIT "A" -- Multi -Space Parkina Meter Eouioment
2.4.1. Enforcement Reporting Characteristics.
2.4.1.1. Listing of spaces paid or not paid at the enforcement officer's discretion.
The spaces that are within this time period shall be demarcated with an
asterisk.
2.4.1.2. Listing of the expiration time for each space on the paid report. The non -
paid report will show last paid expiration.
2.4.1.3. Printed directly from the machine.
2.4.1.4. The report must be accessible without opening the unit.
2.5. Reporting Functions.
The Multi -Space Meters and the System Management Software shall be capable of providing
detailed statistical and transaction data reports. At a minimum, the following data will be
available in report format for each time/date period specified:
2.5.1. Statistical Data.
2.5.1.1. Total revenue collected peruser designated period.
2.5.1.2. Revenue collected by rate type and payment method.
2.5.1.3. Revenue collected by rate segment.
At a minimum, all the data above will be available in report format for the following time periods:
2.5.1.4. 24 hour (daily) time periods.
2.5.1.5. Monthly time periods.
2.5.1.6. Duration between collections.
2.6. Cash Audit Functions.
The revenue collection system shall have an electronic memory that stores information by
category. Each collection shall be given a sequential collection number and each time a collection
is made, the number advances in sequence and is non-resettable.
At the completion of the coin and bill collection, the revenue collection system shall issue a report
with the following minimum information:
2.6.1. Audit Function.
2.6.1.1. Cash Box Settings.
2.6.1.1.1. Cash box has three settings, A --Actual prints at the time the
coin bag is removed and advances the collection number. C
- Current is the print of what is currently in the collection
without making the collection or advancing the number.
A-9
EXHIBIT "A:'-- Multi -Space Parkina Meter EQubment
You may print as many of these receipts as you want. R —
Previous is the last collection made at this machine.
2.6.1.2. Machine number.
2.6.1.3. Date, time and number of current collection.
2.6.1.4. Total amount of money collected (line items of number and denominations
of all bills and coins).
2.6.1.5. Total amount of money in the change fund (line items of number and
denominations of all coins). Display the difference of coins from the last
fill/collection.
2.6.1.6. Value and type of card transactions in audit reports. The number of cards
accepted and total value is displayed. It will differentiate between smart
cards, debit/credit cards. This function is only available in the audit reports.
2.6.1.7 Total amount paid for parking and total difference of the change fund and
the total sales during the collection period.
2.6.1.8 Time and date of:
2.6.1.8.1. Last failure including code.
2.6.1.8.2. Last collection.
2.6.1.9. Any additional information possible should be listed.
2.7. Interconnection.
Where more than one Multi -Space Meter is installed at single facility, each unit must share all
relevant transaction data and system data. At all times, each unit must be capable of supplying
data for the entire parking lot in reference to the stall database and enforcement. Customers can
pay for parking at any Meter regardless of where in the lot they parked. Enforcement Officer's
may generate reports for the entire lot, regardless of which machine they choose to extract the
reports from.
2.8. Additional Features.
2.8.1. Card. CONTRACTOR must have a card reader system that reads and accepts
standard magnetic striped credit cards with and without embedded Smart Card
chips.
2.8.1.1. Smart Card Option.
2.8.1.1.1. Respondents must identify and itemize all supporting
equipment necessary for in-house operation and
maintenance of a debit/stored value card system. All
equipment must be upgradeable to incorporate this function.
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EXHIBIT "N'-- Multi -Space Parkina Meter Eauipment
2.8.1.2. Credit Card.
2.8.1.2.1. Respondents must identify and supply all supporting
equipment necessary for credit card processing. Credit card
transaction data shall be real time and sent to a remote
server for processing. The Respondents' system shall also
have the ability to prepare and load lists of credit cards that
the machine will not accept (black lists). The machine will
maintain the black lists for off-line operation.
2.8.2. Complete On -Line System.
2.8.2.1. CONTRACTOR will provide cellular technology to create a completely
functioning, real-time, online system. The monthly connectivity fees
associated with this requirement will be the responsibility of the CITY.
2.8.2.2. On-line System Benefits - The purpose of the online system would be to
accomplish the following:
2.8.2.2.1. Monitor entire system and all components in real time.
2.8.2.2.2. Receive alarm/exception activity immediately, and provide
remote messaging of alarm/exception activity.
2.8.2.2.3. Accumulate data more easily by sending it directly to
central computer with one database.
2.8.2.2.4. Store facility transactions and alarm/exception activity for
future examination, reconciliation and auditing.
2.8.2.2.5. The ability to notify the parking office, via any device
capable of accepting email messages.
2.8.2.2.6. The ability to check paid, unpaid, and expired spaces from
the central server.
A-11
EXHIBIT "N'-- Multi -Space Parkinq Meter Equipment
3. PRODUCT SPECIFICATIONS
3.1. Multi -Space Meters.
3.1.1. CONTRACTOR will deliver and install multi -space (pay-by-space/pay and
display) parking meters in conformance with the following specifications:
3.1.2. Type of Housing.
3.1.2.1. All components of the Multi -Space Meters will be enclosed in a housing
with following characteristics:
3.1.2.2. Construction.
3.1.2.2.1. A minimum of 10 -gauge, stainless, pressed or cold rolled
steel.
3.1.2.2.2. Tamper proof hardware.
3.1.2.2.3. Concealed mounting bolts.
3.1.2.3. Coating.
3.1.2.3.1. Multiple layers of paint or coating.
3.1.2.3.2. Scratch resistant.
3.1.2.3.3. Easily cleanable.
3.1.2.3.4. Corrosion inhibiter used.
3.1.2.4. Environment.
3.1.2.4.1. Resistant to UV rays.
3.1.2.4.2. Resistant to extreme weather and those conditions found in
San Rafael.
3.1.2.4.3. Resistant to extreme temperatures.
3.1.2.4.4. Resistant to water and salt spray.
3.1.2.5. Service Door.
3.1.2.5.1. Minimum of 10 -gauge thickness of steel similar to the
housing.
3.1.2.5.2. Tamper resistant construction.
3.1.2.5.3. Weather tight.
A-12
EXHIBIT "A" -- Multi -Space Parking Meter Eauipment
3.1.2.5.4. Multiple locking mechanisms.
3.1.2.5.5. Drill resistant keyholes.
3.1.2.5.6. Commercially unavailable key blanks.
3.1.2.6. Unit Size.
3.1.2.6.1. No more than 30" (thirty inches) in width.
3.1.2.6.2. No more than 18" (eighteen inches) deep.
3.1.3. Power Requirements.
3.1.3.1. 110 -volt direct power.
3.1.3.2. DC battery backup to process up to 300 transactions after loss of direct
power.
3.1.3.3. The battery will automatically recharge itself when power is restored.
3.1.3.4. Suitable grounding apparatus in the power supply.
3.1.3.4.1. Circuit breakers.
3.1.3.4.2. Filters.
3.1.3.4.3. Fuses.
3.1.4. Mounting Requirements.
3.1.4.1. Pedestals.
3.1.4.1.1. Constructed of heavy gauge (9 gauge minimum) steel.
3.1.4.1.2. Securely mounted in a concrete base.
3.1.4.1.3. Using only non -accessible fasteners..
3.1.5. Coin Accepter. The Multi -Space Meters shall have only one slot for coin
introduction. Coin registration capabilities shall include the following:
3.1.5.1. Electronically operated using multiple validation tests.
3.1.5.2. Register 98% of valid coins.
3.1.5.3. User settable and can be tuned for nickel, dime quarter, dollar (both types).
Ability to train to use tokens.
A-13
EXHIBIT "N'-- Multi -Space Parkina Meter Equipment
3.1.5.4. This device shall have the ability to dispense change in user settable
denominations, employ a self -replenishing platform, provide accurate
reports explaining the amount of collected revenue entering the change
fund. Amounts of revenue collected and change issued must be auditable
and easily reconcilable.
3.1.5.5. The change device must be modular and easily removed for servicing
and/or replacement.
3.1.5.6. Standard coin recognition shall include.
3.1.5.6.1. Nickels.
3.1.5.6.2. Dimes.
3.1.5.6.3. Quarters.
3.1.5.6.4. Susan B. Anthony dollars.
3.1.5.6.5. Sacagawea dollars.
3.1.5.6.6. Tokens. (TBD by client) in lieu of dollar coins.
3.1.5.7. As each coin is inserted and passes through the coin acceptor, its value is
registered on the display. Rejected coins/tokens, and slugs shall be
immediately returned via the coin return outlet. There shall be a prompt
means to clear bent coins and counterfeit material that may jam the coin
acceptor. This procedure must not allow access to the locked coin
compartment. The Coin acceptor must have an anti -pull back mechanical
feature in the coin chute. A Phillips head screwdriver is needed if a jam
occurs in the change bank management system. This allows access to the
coin change bank area.
3.1.6. Coin Container.
3.1.6.1. Upon verification, the machine shall secure all coins in a locked coin
compartment making coins inaccessible during meter maintenance. The
removal of the coin compartment shall trigger the recording of a cash box
report specific to the collection. This report will be printed at the site and
be electronically transmitted to a central computer. When the coin
compartment is removed for collection it shall remain locked, securing the
contents. The coin compartment shall be easily removed for servicing or
replacement.
3.1.7. Bill Accepter. There shall be only one slot for inserting currency into the Multi -
Space Meter. Currency registration capabilities shall include the following:
3.1.7.1. A cover or canopy to prevent water, dust or other foreign objects from
entering, and is designed for out door use.
A-14
EXHIBIT "N'-- Multi -Space Parkina Meter Equipment
3.1.7.2. Must accept any combination of U.S. ones, five, ten and twenty -dollar bills,
including the most up to date versions of any newly issued formats for five,
ten and twenty -dollar bills as of the implementation of this agreement.
3.1.7.3. The bill denomination acceptance shall be user programmable and capable
of accepting new versions of U.S. bills through simple software updates.
Upgrades for new bills shall be supplied by the CONTRACTOR at no
charge for the term of this agreement.
3.1.7.4. It shall accept bills in four directions.
3.1.7.5. The bill acceptor should accept 99 percent of valid and serviceable bills, as
determined by the manufacturer of the bill acceptor equipment.
3.1.7.6. In the event of rejection, the bill shall be returned to the patron.
3.1.8. Bill Collector.
3.1.8.1. Currency accepted by the meter shall be stored in a locked container making
the bills inaccessible during meter maintenance. The bill container shall
have a capacity of approximately 1000 bills and shall be protected by a
locking system only allowing access to the bills with the correct and distinct
from the cabinet key. When the bill cassette is removed for collection it
shall remain locked, securing the contents. The bill collector shall be easily
removed for servicing or replacement.
3.1.9. Coin Hopper.
3.1.9.1. The coin hopper will be manually loaded by adding coins. There shall be a
user settable function to enter the amount of coin currently available in the
hopper. The Audit report indicates the number of coins dispensed from the
hopper during each revenue collection cycle.
3.1.9.2. If change dispensing system (coin acceptor and/or coin hopper) is depleted,
a refund receipt may, at the discretion of the City, be printed and dispensed
to the customer.
3.1.10. Printer.
3.1.10.1. The receipt printer shall be of the thermal type that provides a receipt with a
high degree of quality and legibility. Each roll/stack of receipt paper,
tickets or receipts shall be of sufficient quantity to provide records of 4,500
transactions. The printer shall be easily removed for servicing or
replacement. Printer intensity should be adjustable. The printer should
utilize thermal paper capable of not turning black up to 140°F. The printer
shall initiate a low paper alarm when paper is low.
i"WR
EXHIBIT "N'-- Multi -Space Parkina Meter Equipment
3.1.11. Receipt paper.
3.1.11.1. Receipt paper shall be a continuous single roll or stack of direct thermal
printed -paper. Receipts shall print within seconds and shall have a high
degree of quality and legibility. Printed items must remain legible after
remaining inside a vehicle in direct sunlight for 24 hours providing the
inside temperature is under 140°F. Receipts shall be available with custom
printing/graphics and shall, at a minimum, contain the following:
3.1.11.2. Transaction date and time.
3.1.11.3. Expiration date and time.
3.1.11.4. Facility Name.
3.1.11.5. Machine Number.
3.1.11.6. Fee paid.
3.1.11.7. Unique, Sequential Transaction Number.
3.1.11.8. User Definable Message Area
3.1.12. Alarm. Each Multi -Space Meter shall be equipped with an audible
motion/shock/tilt/vibration alarm that sounds if the machine accessed in any
un -authorized fashion.
3.2. System Management Software.
3.2.1. The System Management Software (SMS) shall be hosted by the CONTRACTOR.
It should be a user-friendly, menu driven, password protected and data encrypted
program.
3.2.2. All data shall be and shall remain the property of the CITY. At any time, including
subsequent to the termination or expiration of this agreement, CITY may demand
and vendor will provide, at no charge, all data to CITY in a standard format,
readable by CITY, no later than 30 days from the initial request. Vendor shall be
liable for any and all costs incurred by CITY for failure to deliver in the time
allotted herein.
3.2.3. General System Software Requirements.
3.2.3.1. CONTRACTOR shall provide an integrated software system and all
applicable licenses needed for operation are granted herein.
3.2.3.2. All software functions, programs, and reports shall be menu driven,
utilizing a generally accepted, PC industry, and standard user interface.
3.2.3.3. The contractor shall provide Crystal reports and all functionality included
therein, including the ability to export all created reports to a fixed field
A-16
EXHIBIT "K- Multi -Space Parking Meter Equipment
length, flat ASCII, comma or space delimited format suitable for
importation into an off-the-shelf spreadsheet program, such as MS Excel.
3.2.3.4. Contractor shall provide the instructions, tools and utilities necessary to
demonstrate this export routine during acceptance testing.
3.2.3.5. Contractor shall provide, at no additional cost, any software revisions,
updates and standard enhancements to the standard software product, or to
the options supplied to meet the requirements of this contract, which are
released during the term of this Agreement. Any such software revisions,
updates and enhancements and related documentation shall be supplied
within sixty (60) days of the revisions implementation to the standard
product line.
3.2.3.5.1. If there is any cost because of a third party provider, CITY
shall decide if it wishes to receive the update.
3.2.3.5.2. If the upgrade is required to comply with the terms of this
Agreement, all costs shall be borne by CONTRACTOR.
3.2.3.6. All alarm conditions generated by the Multi -Space Meters shall be capable
of displaying on the central computer monitor independent of, and without
interruption to, the current system user function.
3.2.3.6.1. As an example, if the user is working on the creation of a
lengthy report or programming option, any alarms
conditions must be displayed to the user, in a separate
window or dedicated screen area, in real time without
interrupting the user's current function.
3.2.3.7. The software system shall be capable of handling an expansion of at least
200% in terms of the number of Multi -Space Meters monitored and
controlled.
3.2.3.8. The system shall provide for the following minimum data retention:
3.2.3.8.1. Transaction detail for 90 days.
3.2.3.8.2. Summarized shift and daily reports for 1 year.
3.2.3.9. All report printouts shall have column and row headings in either full
English, or clear abbreviations of English.
3.2.4. System Security: Passwords.
3.2.4.1. System security passwords shall be configurable by an authorized system
user only.
A-17
EXHIBIT "N'-- Multi -Space Parkina Meter Eauioment
3.2.4.2. All password security shall have a corresponding record file, and shall
create an audit trail of each user's use of the central computer software
system.
3.2.5. System Security: Data Integrity by CONTRACTOR.
3.2.5.1. Under no circumstances shall the stored raw transaction detail, summarized
report audit data or non-resettable audit numbers generated by the parking
devices be available for editing using the system application program.
3.2.5.1.1. Data at the machine is non -accessible. Since it is an Oracle
DB, it is only secure as the DB and system the DB is stored
on.
3.2.5.2. Any raw data files that may be stored in industry standard DOS/ASCII or
standard PC Windows or Database formats as part of the system application
software shall be encrypted to prevent casual user manipulation.
3.2.5.3. It shall not be possible to simply power up the central system, interrupt a
"batch" program boot sequence with the keyboard (using standard
Ctrl/Break keystrokes) and edit the audit data using a widely available text
editor or database application program.
3.2.5.4. Credit Card transactions from the Multi Space Meters shall be stored in an
encrypted format and transmitted to the credit -processing agency in an
encrypted format.
3.2.5.5. Notwithstanding all of the above, it is recognized that no computer system
is totally secure, and that each level of security comes at a price to the end
user. It is the intent of this section to provide, at minimum, a first level of
security only, to prevent a casual PC novice from hacking his or her way
into the audit data.
3.2.5.6. System Security - System Activity Logs.
3.2.5.6.1. Software shall provide an activity log of all user sign on and
sign off activity on the system. CONTRACTOR will
provide this information to CITY upon request at no
additional cost to CITY.
3.2.5.6.2. User acknowledgments of system -generated alarms shall
also be maintained in the system activity logs.
3.2.5.6.3. All system activity log entries shall include a time and date
stamp, along with the system number and user ID.
A-18
EXHIBIT "N'-- Multi -Space Parkina Meter Eaubment
4. CONTRACTOR REQUIREMENTS
4.1.Oualifications (Manufacture).
4.1.1. Company specializing in manufacturing the Products specified herein shall have a
minimum five years documented experience.
4.1.2. Manufacturer shall have current version of each primary component currently
operating successfully in three or more parking facilities of similar size and
activity.
4.2.Oualifications (Installer).
4.2.1. Installer shall be a company specializing in performing the work of this
specification with minimum three years documented experience and must be
approved by manufacturer.
4.3. References.
4.3.1. Document the experience and qualifications of the CONTRACTOR,
Manufacturer(s) and Installer(s) of each primary component listed in the Bid.
Include the three most recently installed, complete projects that are similar in
magnitude, complexity, and dollar value. Please provide address and phone number
for each.
4.4.Ouality Assurance.
4.4.1. Installation Observations.
4.4.1.1. The City or their designees may observe installation work at any time
during progress of Work.
4.4.2. CONTRACTORS Representative.
4.4.2.1. CONTRACTOR and/or Installer shall present evidence of training and
certification by the Manufacturer of each product to install, test, operate,
and service the product and will insure that no factory warranties are voided
by improper or unauthorized actions by CONTRACTOR and/or Installer.
4.5. TestinLr Requirements.
4.5.1. CONTRACTOR may participate with CITY to test and document the result of each
specification contained herein.
4.6. Responsibilities of CONTRACTOR.
4.6.1. Accept Sole Responsibility.
A-19
EXHIBIT "N'-- Multi -Space Parkina Meter Eauipment
4.6.1.1. It is the CONTRACTOR's sole responsibility to provide all products,
services, wiring, and installation necessary for a complete and functioning
system.
4.6.1.2. Provide the Multi -Space Parking Meters as defined by and implied by the
Contract Documents and generally accepted industry standards.
4.6.1.3. Provide all equipment, software, components and materials to comply with
the functional system requirements of the Contract Documents.
4.6.1.4. Provide labor, equipment, and materials necessary to deliver a complete
system with the functional system specifications as defined by this RFP and
corresponding Contract Documents.
4.6.1.5. Provide all necessary labor, equipment and materials and training to
maintain and guarantee the Work too comply with the Contract Documents.
4.6.1.6. Provide all necessary labor, materials and facility to train personnel in the
use, maintenance and management of the Multi Space Parking Meters to
comply with industry standards and the Contract Documents.
4.6.1.7. Provide all necessary labor and equipment to protect, transport, and store
the equipment and materials removed and provided under the Contract
Documents.
4.6.1.8. Provide all necessary project supervision, coordination, and inspection,
including clean-up, punch list, and corrections, to comply with industry
standards and the Contract Documents.
4.6.2. Meet Testing Requirements.
4.6.2.1. CONTRACTOR shall certify manufacturer's assurances of quality
according to any cut sheets or product detail supplied, as it relates to types
of materials used, manufacturing means and methods, and suitability of
purpose.
4.6.2.2. Provide all necessary functional demonstrations and acceptance testing to
comply with the functional specifications as defined by the Contract
Documents.
4.6.2.3. Provide one (1) person on site for a minimum of one (1) business day to
assist in and witness testing of the system.
4.6.3. Meet Regulatory Requirements.
4.6.3.1. Products requiring electrical connection shall be listed and classified by
Underwriters' Laboratories, Inc., as suitable for the purpose specified and
indicated.
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EXHIBIT "A" -- Multi -Space Parkina Meter Equipment
4.6.3.2. Adherence to applicable portions of state and local building codes is the
responsibility of the CONTRACTOR. Conform to applicable codes, if any,
for paint finishes on equipment, installation issues, etc.
4.6.3.3. Verify that field measurements are as instructed by manufacturer and are as
designated in any plans, drawings, and specifications provided by City.
4.6.3.4. Be certain that all functional requirements, as described herein, can be met
with equipment specified and provided.
4.6.4. Coordination.
4.6.4.1. Coordinate work with others under provisions of City Guidelines.
4.6.4.2. Coordinate with others the placement of equipment frames and anchors,
bollards, and cement pads.
4.6.4.3. Coordinate with others the placement of conduit and accessories and the
power wiring to operating equipment and provide for support activities.
4.6.5. Wiring.
4.6.5.1. Provide, install, and test all necessary electrical wiring, device control
wiring and communications wiring to equipment provided in this contract
and equipment to be installed by others.
4.6.5.2. Terminate and properly connect all electrical wiring and communications
cabling.
4.6.5.3. Provide all incidental conduit and wiring which is needed for total system
performance but which was not noted on Contract Documents. There shall
be no additional cost to City for these incidental items.
A-21
EXHIBIT "N'-- Multi -Space Parkina Meter Equipment
5. WARRANTY & SERVICE REQUIREMENTS
5.1. General.
5.1.1. CONTRACTOR shall warrant equipment and installation for a period of one (1)
year from the date of final acceptance at no cost to City. At the completion of the
one (1) year maintenance and guarantee period and/or any Extended Warranty
period, CONTRACTOR shall insure that all of the equipment shall be operating
within the original operational specifications of the Contract Documents and the
manufacturer's equipment specifications.
5.2. Warrantv Response Time.
5.2.1. Following installation, during the testing phases, CONTRACTOR shall provide
one (1) full time qualified technician on call at all times and to respond within 4 hrs
during regular business hours, Monday through Friday, for a period of forty-five
(45) days.
5.2.2. Warranty response shall be provided five (5) days per week, twelve (12) hours per
day (6AM-6PM). Response time from initiation of trouble call to on-site presence
of qualified technician must not exceed twenty-four (24) hours for trouble calls.
CONTRACTOR shall insure calls received after the close of business are
forwarded to an on -duty technician or manager for prompt dispatch of service.
5.3. Performance of Warrantv Repairs.
5.3.1. CONTRACTOR shall maintain an "on-time" inventory of parts to effect immediate
repairs of specified equipment.
5.3.2. CONTRACTOR shall repair or replace all defective or damaged items delivered
under this specification by the end of calendar day following day on which notice
was given by City or its agent.
5.3.3. CONTRACTOR shall maintain a staff of qualified technical personnel authorized
by the specified equipment's respective manufacturers to perform warranty work as
allowed by the factory.
5.3.4. If CONTRACTOR is not available within the above prescribed response times,
City may affect repairs. CONTRACTOR shall then reimburse City for parts and
labor necessary to correct deficiencies as defined within warranty clause and time.
CONTRACTOR shall pre -qualify appropriate City personnel to effect repairs, as
described in Part 3, and identify the types of repair each trained individual is
qualified to perform after training of owner personnel. Such qualified action by
City shall not void any warranties.
5.3.5. CONTRACTOR may elect to have any replaced item returned to manufacturer at
no additional expense to City.
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EXHIBIT "K- Multi -Space Parking Meter Eaubment
5.3.6. Contractor shall provide, at no additional cost, any software revisions, updates and
standard enhancements to the standard software product, or to the options supplied
to meet the requirements of this contract, which are released during the warranty
period of the system. Any such software revisions, updates and enhancements and
related documentation shall be supplied within sixty (60) days of the revisions
implementation to the standard product line.
5.4. Manner of Conduct During Original Warrantv Period.
5.4.1. CONTRACTOR shall ensure that all maintenance is provided sufficiently to
maintain the equipment in like new condition until completion of the one (1) year
manufacturer's warranty period for parts and labor.
5.4.2. CONTRACTOR shall check-in with the City's representative immediately upon
arriving at the parking facilities and prior to performing any work.
5.4.3. Preventive maintenance services shall be scheduled in advance with City during the
performance of the initial installation, and during the one (1) year guarantee period.
5.4.4. CONTRACTOR shall submit a copy of a work order detailing the service
performed to City immediately following completion of each maintenance or
preventive service call.
5.4.5. Each work order shall detail arrival time, departure time, service performed, parts
required, and the servicing technicians name and signature. City shall authorize the
work order.
5.4.6. CONTRACTOR shall provide sequentially numbered work orders exclusively
prepared for the Work.
5.4.7. Copies of the work orders shall be inserted in the maintenance logbook.
5.4.8. CONTRACTOR shall maintain a log listing all work orders and detailing all of the
preventive maintenance and repairs made during the performance of the Work and
prior to final acceptance.
5.4.9. CONTRACTOR shall maintain a log listing all work orders and detailing all of the
preventive maintenance and repairs made during the one (1) year contract
guarantee period.
5.4.10. CONTRACTOR shall maintain the log on each parking multi -space meter.
5.4.11. Format of the log shall be of two primary divided sections for the acceptance
period and the one (1) year contract guarantee period.
5.4.12. The logbook shall contain the history of maintenance and repair activities, the
duration, and cause and cure for all malfunctions.
5.4.13. The logbook shall be turned over to the City's representative at the completion of
the Contract period.
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EXHIBIT "N'-- Multi -Space Parking Meter Equipment
5.4.14. Preventive maintenance provided by the CONTRACTOR shall consist of
examination of all installed equipment at least once every month by the
CONTRACTOR's service personnel, and necessary adjustment, lubrication, and
cleaning of parts.
5.5. Limitations of Warrantv.
5.5.1. Warranty shall not cover acts of vandalism, damage caused by third party, or
natural phenomena. Warranty shall not cover damage caused during maintenance
actions by untrained/unapproved City Personnel.
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