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Addendum #1
Jul 20, 2026 1:51 PM
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Addendum #2
Jul 20, 2026 2:00 PM
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"Addenda & Notices issued following the posting of the project"
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"Please use the See What Changed link to view all the changes made by this addendum."
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- Due Text
- Wednesday, August 26, 2026 3:00pm
- Posted At
- Tue, Jun 30, 2026 4:06 PM
- Documents
- Parking_Citations_and_Permit_Management_Solution_(Addendum_#2_Revision).pdf, A - Master Services Contract, B - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2, D - DISQUALIFICATION_DISCLOSURE (4), E - CONFLICT_OF_INTEREST (5), F - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2), G - DoIT Technical Questionnaire, H - DESIGNATED REPRESENTATIVESdocx, I - RELEVANT EXPERIENCE FORM
- Numeric Id
- 269899
- Document Text
- Post Information
Posted At:
Tue, Jun 30, 2026 4:06 PM
Sealed Bid Process:
Yes (Bids Sealed / Pricing Sealed)
Private Bid:
No
1. Introduction
1.1. Summary
The City of Pasadena extends an invitation to qualified Proposers to submit a proposal for a comprehensive Parking Citation, Parking Enforcement, and Permit Management Software including processing services for parking citations and management of the Residential Permit Program in accordance with this Request for Proposal (RFP). It is the intent of the City to enter into a five-year management solution agreement with a company that can demonstrate the ability and willingness to partner with the City to provide system solution of services stated in the RFP. The contract may be extended for two optional one-year extension periods subject to the approval of the City Manager.
Definitions
The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.
1.2. Background
The City of Pasadena is an ethnically diverse community that is home to approximately 142,017 people. Pasadena is the ninth-largest city in Los Angeles County. It is one of the primary cultural centers of the San Gabriel Valley. The City covers approximately 22.5 square miles, with an average of ten residents per acre. The median age of its residents is approximately 36.9 years. There are over 100,000 jobs in a wide variety of industries in the City of Pasadena.
1. Existing Parking Citation and Permit Program
The City has 1,250 metered spaces controlled by 380 multi-space pay-by-plate pay stations, and 13,000 non-metered parking spaces on the street. The City operates four surface parking lots and eight parking garages. The city currently has ten (10) Preferential Parking Districts that restrict residential and/or commercial parking. Overnight parking is prohibited in most of the City. Over the past 5 years, the city has averaged over 101,334 parking citations annually, with most of the violations being for expired meters.
Parking control is important to parking turnover, traffic flow, safety, and quality of life in Pasadena for residents and visitors. Pasadena’s parking enforcement program is operational 24 hours daily throughout the year. The City of Pasadena develops and approves parking enforcement service schedules and policies. Implementation of the programs and patrol of the City’s streets and parking facilities and private properties, (upon request), are conducted by City and contracted personnel.
1.1 Current Services and functionality
The City currently utilizes DataTicket systems to manage parking citations.
City staff utilize the DataTicket web-based back-office system’s digital delivery mailbox to upload citation documents, appeal documents and other documents for processing.
City staff utilize the DataTicket web-based back-office system’s citation search tool to view:
DMV vehicle mismatch list
Payment plans list
Pending 1st level citation appeals list
Overpayment/payment exceptions list
Incomplete citations list
Pending permit approvals list
Pending permit refunds list
City staff utilize the DataTicket web-based back-office system’s citation search tool to:
Do a quick search by citation number, license plate number, notice number, or case number.
Do an advanced search by citation number, license plate number, citizen name, case number, VIN number or location and a wild card search with partial name.
Do a hot sheet search by license plate and state.
Do a scofflaw search by plate and state to maintain and update Scofflaws.
Do an adjudication hold search for citations on initial review hold, administrative hearing hold, or court hold; filter for appeals received online and select underlined citations to access them from search results.
City staff utilize the DataTicket web-based back-office system’s citations tool to:
Add citation
Edit citation
Edit violation if notices have not been sent
Edit responsible party
Change original bail amount
Change violation amount
Dismiss citation
Void citation
Hold citation
Add system notes
Upload attachments
Reverse penalty
City staff utilize the DataTicket web-based back-office system’s payments & refunds tool to:
Enter payment with cash, check, money order, and non-real-time credit card payment.
Remove misapplied payment.
Transfer payment from one citation to another.
Enter payment plan.
Enter NSF (Non-Sufficient Funds).
Request and process refund.
Print on-demand receipt with or without the responsible party information.
City staff utilize the DataTicket web-based back-office system’s adjudications tool to:
Enter judgement; uphold, dismiss, or reduce citation with comments.
Deny hearing appeal due to bail not paid.
Deny appeal due to appeal time expiration.
Update responsibility party and generate letter of non-responsibility.
Edit appellant information.
Hold for appeal and manually override a closed citation for appeal hold.
Remove appeal hold with comments.
Schedule hearings by locations.
Schedule hearing dates.
Cancel scheduled hearing.
City staff utilize the DataTicket web-based back-office system’s reporting tools to run:
Standard report for real-time citation data:
Aging report
Aging report by citation
Aging report by department
Bad addresses
Bail schedules
Beat/district summary report
Citation status
Closed/dismissed/voided
Collections
Credit/debit card payments
Daily deposited by vendor
Daily posted by client
Daily written citations detail
DMV checks received
DMV payments
DMV registration holds
DMV registration releases
FTB payments
FTB status (BETA)
Make mismatches
Noticing report
Officer summary
Outstanding collections
Payment exceptions
Payment plans
Payments by violation
Payments grouped by department
Payments grouped by received date
Payments group by sub location
Refund requests
Refunds processed
Scofflaws
Violation statistics by beat/district
Void report by transaction date
Violation statistics by month
Violation statistics by officer
Violation statistics by violation
Pre-processed reports:
Citation activity
Citation tax revenue
Client billing: summary
Client billing: detail
Client billing and payment: summary
Client billing and payment: detail
Credit card payment summary
DMV activity
Officer summary
Payment exceptions
Payments
Scofflaws
Violation statistics
Written deposited by client
Written deposited by vendor
Customer service calls by calls date, calls by citation date, calls by reason, calls by rating, calls agency.
Adjudication Reports:
Adjudication review dispositions
Adjudication hearing dispositions
Adjudication court dispositions
Hearing schedule
Location schedule
My Reports tool – generates a customized report via report generator, save and share with other staff members.
Report Generator tool – runs custom reports with filters and criteria or create a report from scratch with a set of data collections.
Reporting Help option – for reports help/questions.
Reporting Home tool displays citations issued total and payments by location chart.
1.2 Customer Portal - Citations
Customers can search for citations on the portal with:
Citation and time
Citation and date
Notice number and zip code
License plate and state
Payment plan.
Customers can:
Pay citation by credit/debit card
View citation images
Appeal citation
View the frequently asked questions
Conduct new search
Apply for Indigent payment plan
Complete vehicle non-responsibility form
Upload attachments
Submit vehicle release of liability
1.3 Parking Permit
The City utilizes a virtual permit program where the citizen’s license plate serves as their permit. Permits are verified by enforcement staff via the Vigilant system and/or the DataTicket handhelds.
City staff use the DataTicket web-based back-office system’s permit home tool to view all permit types awaiting approval.
City staff use the DataTicket web-based back-office system’s permit search tool to:
Search permits such with:
Permit ID number
Business name
License plate, plate state and VIN number
Username
Account number
Email address
Receipt number
Booklet ID
Customer first and last name
Customer address
Permit type
Permit status
Package ID
Date range
Paid status
Check #
City staff use the DataTicket web-based back-office system’s permit add tool to add:
Address
Attachments
Notes
Payment
Permit
Vehicle
City staff use the DataTicket web-based back-office system’s permit deactivate tool to deactivate permits and accounts.
City staff use the DataTicket web-based back-office system’s permit edit tool to edit:
Address
Account holder
Denial reasons
Permit
Permit balance
Permit holder
Vehicle
City staff use the DataTicket web-based back-office system’s permit email management tool to manage customer’s email addresses.
City staff use the DataTicket web-based back-office system’s permit refund tool to request and process refunds.
City staff use the DataTicket web-based back-office system’s permit reset password tool to reset customer passwords.
City staff with maintenance right utilize the DataTicket web-based back-office system’s maintenance tool to:
Edit the name and email of active users.
Deactivate users or edit user access within the system.
Alter access level of employees at any time.
City staff use the DataTicket web-based back-office system purchasing tool to search for and process miscellaneous transactions.
1.4 Customer Portal - Permit
Customers can create an online account, request, upload attachments, purchase permits and manage their online account.
In summary, the current PCPMS program includes:
Website to manage purchases, payments and appeals;
Citation real time imports for tickets issued;
Entering manually written citations;
Mailing delinquent citation notices;
Payment processing, includes credit transactions and apple and google pay transactions;
Managing and tracking administrative reviews and hearings, (includes contracted hearing officer services, and administrative disposition correspondence),
(IVR for citation phone payments (provided by DataTicket Inc.);
Permit issuance;
Permit fulfilment and walk-in customer service;
Delinquent citations collection services;
City provides customer service support Monday through Friday 7:30 AM - 5:15 PM.
1.5 Existing Handheld Ticket Devices
All citations are issued by 11 city staff members and contracted enforcement officers.
Software is provided by DataTicket
City owns and provides all the hardware. City currently owns:
(6) Galaxy A 36 phones
(22) Galaxy S20 phones
(6) TSC Alpha-30RB printers
(22) TSC Alpha-3RB printers
Vendors should provide the equipment and include costs in the price proposal.
The City currently contracts with AT & T for cellular service.
City purchases citation stock. We do not require envelopes.
Mobile Devices communicate with the parking system using HTTPS
Mobile updates are provided in real-time.
Mobile software settings and preferences are configured from the parking management system.
Mobile software supports citation issuance, tire chalking, permit verifications, and check for meter payments (from pay stations and mobile payment options).
The PCPMS provides for officer alerts via the handhelds for special VIP vehicles, permit address locations, previously issued citations, and scofflaw plate.
1.6 Integrations
Integrations that are currently in operation as part of the PCPMS are:
Passport, Integration implemented as a ‘pay-by-cell’ parking system that integrates with DataTicket Inc. systems.
Vigilant LPR provides an integration with CALE Meters and DataTicket to relay overnight parking permissions, Passport and Flowbird permissions to enforcement officers via LPR and handhelds.
Tyler Munis Cashiering – the City transitioned to Tyler Munis Cashiering on August 1, 2018. The City desires a full integration with Tyler Munis Cashiering and the PCPMS.
California Department of Motor Vehicles, Integration provides vehicles’ registered owner information for permit vehicle address verification, citation letters and allows holds to be placed on vehicle registrations for unpaid citations.
The successful contractor is expected to be able to send and receive data via an open API structure for potential future integrations.
1.7 Parking Citation Statistics (Per Fiscal Year – July 1 – June 30)
Fiscal Year As of 6/5/19
Citations issued by year
Issued to
Out-Of-State
Number of mailed Delinquent notices
Number of Adjudication Letters
FY2025
98,646
5,110
67,845
9,645
FY2024
118,619
6,375
69,230
11,473
FY2023
119,037
6,396
65,577
9,345
FY2022
97,872
4,959
88,111
7,222
FY2021
68,620
3,127
159,450
8,439
1.8 Method of Citation Payment
FY2021
FY2022
FY2023
FY2024
FY2025
Mail
7,816
7,048
6,619
6,297
4,742
IVR
1,193
790
907
1,079
1,042
Online
40,543
51,739
66,492
67,763
58,505
Walk-In
(Parking Office)
1,533
5,825
6,910
5,037
3,907
1.9 Parking Permit Statistics
Year
Permits
2025
Total Permits
All Inclusive
41,389
2024
Total Permits
All Inclusive
42,610
2023
Total Permits
All inclusive
42,330
2022
Total Permits
All inclusive
37,322
2021
Total Permits
All Inclusive
22,697
1.10 Permit Types and Cost
Permit Types
Cost of Permit
Per Day Unless Specified
One Day-Parking Permit Playhouse Lot
8.00
One Day- Parking Permit Playhouse Village
8.00
Daily One Day-Parking Permit Shopper's Lane
6.00
Daily TODPEK-Parking Exemption I-Day
6.00
Each Day, Multiple Days
TODPEK-Parking Exemption 1- Night
3.00
TODPEK-Parking Exemption Range (Night)
3.00
Each Night, Multiple Nights
Temporary Daytime Parking Permit (Monthly)
24.00
Monthly
Temporary Overnight Parking Permit (Monthly)
27.00
Monthly
Passport Mobile App
3.00
Each Night
Annual Permit Daytime - 12 Months
95.00
Anniversary Date
Annual Permit Overnight - 12 Months
95.00
Anniversary Date
Trailered Storage Container -Overnight
236.00
3 Days
Recreational Vehicle Parking Permit
7.00
Night
Construction Permit I-Day
25.00
Daily
Construction Permit Monthly
52.00
Monthly
Oversized Vehicle Permit
7.00
Nightly
Monthly Parking Lot- Playhouse
75.00
Monthly
Monthly Parking Lot-Shopper's Lane
75.00
Monthly
1.3. Contact Information
Deadline for Questions
The deadline to submit questions related to this solicitation is Wednesday, August 5, 2026, prior to 3:00 pm.
Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.
Hilda Okereke
Management Analyst II
Email: hokereke@cityofpasadena.net
Phone: (626) 744-4778
Department:
Transportation Department
1.4. Timeline
Release Project Date:
June 30, 2026
Pre-Proposal Meeting (Non-Mandatory):
July 29, 2026, 10:00am
Join: https://teams.microsoft.com/meet/276268129407586?p=AyJpPVI0L8ZME1Vz7k
Meeting ID: 276 268 129 407 586
Passcode: Fn3pA2CU
Question Submission Deadline:
August 5, 2026, 3:00pm
Proposal Submission Deadline:
August 26, 2026, 3:00pm
2. General Instructions
2.1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT
All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.
2.2. Electronic Submission and Delivery Instructions
Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 3:00 pm on Wednesday, August 26, 2026. Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting Proposals. Proposals must be received in the system prior to the deadline.
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 (Not including report samples) grand total pages.
The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “#Proposer's Submittals/Checklist.”
The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and #Proposer's Submittals/Checklist. No Pricing shall be included in this part.
Proposals received after the Proposal Deadline may not be accepted by the City.
2.3. Technical Proposal
The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other. The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and Submittals/Checklist. No Pricing shall be included in this part.
2.4. Separate Price Proposal
The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “Submittals/Checklist.”
Parties interested in responding are required to submit their Price Proposal with their Technical proposal through the City's eProcurement Portal.
The pricing must include the total price proposed to accomplish all the performance and deliverables requested in this RFP, and offered by your firm. Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The price proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The price proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for all materials and supplies.
The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Costs shall include the proposed costs and, if necessary, the approximate number of hours to provide the services as described in your proposal. Any additional fees outside the scope of the agreement must be approved in writing before commencing services for said fees. Vendor’s RFP response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The City will not separately reimburse costs not included in the proposal.
Reference PRICE PROPOSAL.
Reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the scope of services. The proposed reimbursable cost schedule shall include a detailed list of reimbursables.
Each Proposer must submit a PRICE Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s lump-sum price shall include, without limitation:
all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);
performance of each and every portion of the work
all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;
all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;
all taxes, duties, permits, and other fees or royalties incident to the performance of the SCOPE OF WORK;
payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;
compensation for all risks, liabilities, and contingencies assigned to the Proposer; and
all other costs needed or incurred to complete the Project.
all ProForma Submission Requirements (if required)
2.5. Pre-Proposal Meeting
See the "Timeline" in the Introduction section (#Introduction). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.
Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.
2.6. Definitions
The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.
3. General Requirements
3.1. Standard terms and conditions
Prior to the award of any work hereunder, City and contractor shall enter into a written contract in substantially the form attached hereto with such revisions thereto as the City may determine necessary and appropriate. PROPOSERS responding to this RFP are strongly advised to review all the terms and conditions of the contract, and shall be deemed to have accepted them.
3.2. Firm commitment of availability of service
Once a proposal is opened, a PROPOSER is expected to maintain an availability of service as set forth in its proposal for at least four months after date for opening proposals.
3.3. RELEVANT EXPERIENCE
Provide experience with governmental agencies for two projects/contracts of similar scope and size. Complete and submit the attached Relevant Experience Form with your proposal to demonstrate experience with projects/contracts of similar scope and size to that which is to be performed.
3.4. Reservations
The City reserves the right to reject any or all bids or proposals and any item or items therein, and to waive any non conformity of proposals with this RFP, whether of a technical or substantive nature, as the interest of the City may require.
3.5. Documents to be construed together
The Request for Proposal (RFP), the Proposal, the Non Collusion Affidavit, and all documents referred to in the complete specifications and the Contract to be entered into between the Contractor and the City, and all modifications of said documents, shall be construed together.
3.6. Patent fees; patent, copyright, trade secret and trademark fees
Each PROPOSER shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.
3.7. PUBLIC CONTRACT CODE SEC. 9204 NEW PUBLIC WORKS CLAIMS PROCEDURE
Observe attached details regarding Public Contract Code Section 9204. AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.
3.8. Request for Proposal (RFP) quantities:
The quantities contained in the RFP documents are approximate only and are for the sole purpose of comparing proposals. The City may, in accordance with the specifications, request additional services as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of services actually provided as determined by the City and accepted at the unit prices noted in the proposal.
3.9. Price Adjustment Clause
At the conclusion of the first contract year and prior to the commencement of the second contract year or any subsequent contract extension period, the contractor may request unit price increases. Under no circumstances shall the City accept price increases, which exceed the rate of the then current Consumer Price Index (C.P.I.) "All items in Los Angeles-Long Beach-Anaheim, CA, all urban consumers, not seasonally adjusted" for the latest available preceding 12 month period. The percentage increase shall be a 12 month percentage increase for the first month of the subsequent contract year(s).
3.10. CHANGE ORDER MANAGEMENT
CHANGE ORDER MANAGEMENT Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City Project Manager in writing before work is started.
3.11. Taxpayer Protection Act
Under the provisions of the City of Pasadena Taxpayer Protection Act ("TPA"), the Contractor/Organization will be considered a "recipient of a public benefit." The full provisions of the TPA are set forth in Pasadena City Charter, Article XVII. Under the TPA, City public officials who approve this Contract are prohibited from receiving specified gifts, campaign contributions or employment from Contractor for a specified time. As well, if this Contract is to be approved by the City Council, Councilmembers or candidates for Council are prohibited from receiving campaign contributions during the time this Contract is being negotiated (from the due date for an RFP response until award of a contract; this restriction does not apply to competitive and noticed low bid contracts). This prohibition extends to individuals and entities that are specified in the TPA and includes Contractor/Organization and its trustees, directors, partners, corporate officers and those with more than a 10% equity, participation, or revenue interest in Contractor/Organization. Contractor/Organization understands and agrees that: (A) Contractor/Organization is aware of the TPA; (B) Contractor/Organization will complete the forms provided by the City to identify all of the recipients of a public benefit specified in the TPA; and (C) Contractor/Organization will not make any prohibited gift, campaign contribution or offer of employment to any public official who negotiated and/or approved this Contract, and will not make any prohibited campaign contribution during the time this contract is being negotiated. The Contractor shall submit a copy of the completed TPA form to the City Clerk’s Office if the contract is to be awarded by the City Council via e-mail: OfficialRecords-CityClerk@Cityofpasadena.net or by fax: (626) 744-3921, and submit a copy with the response package. For more information please go to: https://www.cityofpasadena.net/city-clerk/disclosure-reportsax-payer-protection-act-tpa/
3.12. CONFLICT OF INTEREST STATEMENT ** REVIEW
The proposing Consultant shall disclose any financial, business or other relationship with the City of Pasadena that may have an impact upon the outcome of the contract or any construction project. The Consultant shall also list current clients who may have a financial interest in the outcome of this contract or the construction project that will follow. The proposing Consultant shall disclose any financial interest or relationship with any construction company that might submit a bid on the construction project related to this solicitation. Proposers must complete and submit the following Form: Conflict of Interest Statement
3.13. Compliance with the Levine Act (Government Code Section 84308)
The Levine Act precludes an officer of a local government agency, including an elected official, from participating in the award of a contract if he or she receives any political contributions totaling more than $500 in the 12 months preceding the pendency of the contract award, and for 12 months following the final decision, from the person or company awarded the contract. Proposers should ensure their employees, agents, and consultants are aware of the requirements of the Levine Act before the proposal is submitted, so as to avoid inadvertent violations.
3.14. Payment of Subcontractors, Suppliers, and Workers
The Prime Contractor shall be solely responsible for the payment of all subcontractors, suppliers, laborers, and any other persons or entities employed in connection with the performance of this Contract.
The City shall have no obligation to pay, or to ensure the payment of, any subcontractors, suppliers, or workers directly. The Prime Contractor shall ensure timely and full payment in accordance with all applicable laws, including but not limited to California Public Contract Code §§ 10262 and 10262.5 and Labor Code § 218.7.
Failure to comply with this requirement may result in the withholding of payments, imposition of penalties, and/or other remedies available under the Contract and applicable law.
The Prime Contractor shall also include in all subcontracts a provision requiring subcontractors to pay their lower-tier subcontractors and suppliers in a timely manner consistent with this section.
4. City Requirements
There are forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder or proposer.
4.1. Pasadena Operating Companies
If this solicitation is issued by an Operating Company of the City of Pasadena including the Pasadena Center Operating Company; or Rose Bowl Operating Company; or Pasadena Community Access Corporation: In this solicitation, any reference to the City, shall actually refer to the PCOC, PRHB, or RBOC, or PCAC, e.g. "City" shall refer to the Operating Company, "City Council" to its Board of Directors, and "City Manager" to its Chief Executive Officer.
4.2. Equal Employment Opportunity in Contracting
Policy - The City of Pasadena is committed to a policy of Equal Employment:
Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.
Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.
The successful bidder or proposer may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.
Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.
Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.
4.3. Declaration of Non-Collusion by Contractor
This form is only applied for formal solicitations $75,000 or more. The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the section named "Submittals/Checklist."
4.4. SAMPLE CONTRACT
A sample of the contract the successful vendor will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of this solicitation.
4.5. CHANGE ORDER MANAGEMENT
Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.
4.6. Local Preferences
The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.
4.7. Pasadena Business License
Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.
If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.
If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (Pasadena Municipal Code Section 5.04.130C)
If they come into the City more than 10 times they are required to pay the annual fee.
Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.
For further information contact Municipal Services Department at (626) 744-4166, Monday-Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/
4.8. Invoice Submission Portal
Invoice Submission Portal
The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.
How to submit invoices to the City of Pasadena?
Create an account: Visit the City’s Invoice Submission website: https://invoice.cityofpasadena.net/ and select “Create Account”
Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.
4.9. Acceptance of Conditions
By submitting a bid or proposal, each bidder or proposer expressly agrees to and accepts the following conditions:
All parts of the Instructions to bidder or proposer and Specifications will become part of the Contract between the selected bidder or proposer and the City;
The City may require whatever evidence is deemed necessary relative to the bidder or proposer financial stability and ability to complete this project;
The City reserves the right to request further information from the bidder or proposer, either in writing or orally, to establish any stated qualifications;
The City reserves the right to solely judge the bidder or proposer representations, and to solely determine whether the bidder or proposer is qualified to undertake the project pursuant to the criteria set forth herein. The bidder or proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder or proposer is qualified to perform the project, shall be final, binding and conclusive;
The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;
This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder or proposer in the preparation and submission of a bid.
4.10. Pasadena Business
Local Business is defined in the Pasadena Municipal Code section:
4.08.020, O: "Local business" means a business with a fixed place of business located in the city.
To receive any preferences offered to a Pasadena business in this solicitation, a Pasadena business must be located within the City Boundary by the release date of this solicitation.
4.11. Pasadena Living Wage Ordinance
If this purchase includes a service, and the contract total is at $25,000 or more, it is then subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.
The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.
Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:
Finance Department
Purchasing Division
626-744-6755 - phone
626-744-6757 – fax
Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.
4.12. PAYMENT OF A CITY-WIDE MINIMUM WAGE
If a vendor is providing labor for any subsequent contract resulting from this solicitation, they must comply with the City of Pasadena Minimum Wage as set forth in Chapter 5.02 of the Pasadena Municipal Code. Vendors are encouraged to review the City’s minimum wage information guide at (https://bit.ly/3o3SHMh). The minimum wage ordinance may be found at Pasadena Municipal Code.
4.13. Errors and Omissions
Bidders or Proposers shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders/General Instructions or Specifications/Scope of Work. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.
4.14. Patent Fees; Patent, Copyright, Trade Secret, and Trademark Fees
Each bidder or proposer shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.
4.15. Taxes
Price bid or Price Proposals shall include all federal, state, local and other taxes.
4.16. Certificate of Insurance
Proof of insurance is not required to be submitted with your bid/proposal, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance Requirements" section of this document.
4.17. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)
The winning proposal/bid may be required to submit a completed and signed IRS Form W-9. Failure to submit this form may result in the response being deemed non-responsive.
Link: https://www.irs.gov/pub/irs-pdf/fw9.pdf
4.18. LIMITATIONS ON LIABILITY
Bidders acknowledge that they shall provide the goods and/or services without monetary limitations on liability. If Bidders take exception to this requirement, Bidders shall expressly state any exceptions, including the proposed limits of liability, (a) in detail; (b) as a separate line item; and (c) not part of any form documents submitted. Bidders acknowledge that any exceptions may result in a finding of non-responsiveness.
4.19. Recycled Product Procurement Mandates Pertaining to Local Governments [Public Contract Code Sections 22150 - 22154]
This section is only applied when buying paper products.
Beginning January 1, 2022, SB 1383 requires jurisdictions (cities, counties, cities and counties, or special districts that provide solid waste collection services) to purchase recycled-content paper products that are recyclable.
SB 1383 builds upon existing laws that require jurisdictions to purchase products that contain minimum recycled content, and adds additional requirements on product recyclability and recordkeeping.
All vendors providing Paper Products and Printing and Writing Paper shall:
Provide products that contain no less than 30% minimum recycled content and recyclability (described in further detail in State of California, Public Contract Code Sections 22150-22154, under the sections “Recycled-Content Requirements” and “Recyclability Requirements”.
Provide a written certification and other verification from product vendors, as applicable, certifying that the products meet the recycled-content and recyclability requirements.
4.20. AVAILABILITY OF FUNDS
The provisions of this Contract relating to payment for products or services shall become effective when funds assigned for the purpose of compensating the Contractor as herein provided are actually available to for disbursement. The City shall be the sole judge and authority in determining the availability of funds under this Contract. If any action is taken by the City, any state agency, Federal department or any other agency to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, the City may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, The City shall be liable for payment only for products provided or services rendered prior to the effective date of the termination, provided that such products or services were provided or performed in accordance with the provisions of this Contract.
4.21. Addenda
If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.
Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in this solicitation, above. Addenda (if any) shall be made available on the City's eProcurement system, and sent to each vendor included on the "Followers" list in the City's eProcurement system. A vendor's failure to address the requirements of any and all addenda may result in the response (proposal or bid, or alike) not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The vendor is responsible to register on the City's eProcurement Portal and follow the project named Parking Citations and Permit Management Solution in order to be included in the "Followers" list in the City's eProcurement system to insure they receive all documents including addendums which are available as a download.
The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.
4.22. Accessibility Compliance Requirements
General Compliance
In accordance with Title II of the Americans with Disabilities Act of 1990 (ADA), Section 504 of the Rehabilitation Act of 1973, and all other applicable federal, state, and local disability rights laws, including the California Building Code (CBC) and California Code of Regulations Title 24, the City of Pasadena requires that all services, programs, activities, and facilities provided or utilized under this contract be fully accessible to individuals with disabilities.
The selected Contractor agrees to ensure that all work performed, and all services, programs, or activities provided under this contract comply with the requirements of Title II of the ADA and related laws. This includes, but is not limited to design, construction, communication, technology, and program delivery compliance with:
The ADA and its implementing regulations (28 CFR Part 35 and Part 36);
The 2010 ADA Standards for Accessible Design;
The U.S. Access Board’s Public Rights-of-Way Accessibility Guidelines (PROWAG), as amended;
Section 504 of the Rehabilitation Act of 1973;
California Government Code § 4450 et seq.;
California Code of Regulations (CCR), Title 24, including Chapter 11B of the California Building; Code governing accessibility to public accommodations and commercial facilities;
Any other relevant federal, state, or local regulations concerning accessibility and nondiscrimination.
These requirements apply to all aspects of the Contractor’s work, including but not limited to project or program design, facility access, pedestrian pathways, public right-of-way improvements, communications, and digital content or services.
Applicability of Accessibility Requirements
Accessibility compliance requirements apply when scope of work includes:
Digital deliverables (i.e. websites, web applications, mobile applications, electronic documents, multimedia content)
Physical infrastructure (i.e public facilities, pedestrian pathways, rights-of-way, shared use paths)
Communication and program delivery (i.e. public meetings, outreach materials, surveys, customer service and payment platforms)
Technology procurement or development (software, hardware, ICT systems)
If any portion of the work involves these elements, the Contractor must ensure full compliance with applicable accessibility standards.
Digital and Electronic Content
For all digital deliverables (including websites, documents, and applications), the Contractor shall ensure conformance with, at minimum:
Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, as amended[GS1] ; and
Section 508 of the Rehabilitation Ace (29 U.S.C. § 794d), where applicable.
All digital materials must undergo both automated and manual accessibility testing, including usability reviews by individuals representing a wide range of functional disability types (e.g., visual, auditory, cognitive, motor), and, if required, remediated prior to final acceptance. Testing must include compatibility with commonly used assistive technologies (e.g., JAWS, NVDA, VoiceOver, ZoomText, Dragon NaturallySpeaking). The Contractor must provide documentation such as Voluntary Product Accessibility Template (VPAT) or equivalent Accessibility Conformance Report (ACR), detailing compliance and describing the testing methodology.
Public Rights-of-Way Accessibility (PROWAG)
Any design, construction, or alteration involving pedestrian facilities, sidewalks, curb ramps, crosswalks, or public rights-of-way must conform to the latest applicable version of the U.S. Access Board’s Public Rights-of-Way Accessibility Guidelines (PROWAG), as adopted by the U.S. Department of Justice, Department of Transportation, or other relevant authority.
Corrective Action and Liability
The Contractor shall be held responsible for correcting any noncompliant work or deliverables identified by the City of Pasadena or any enforcement agency, at no additional cost. The City of Pasadena reserves the right to withhold payment, suspend work, or terminate the contract for failure to meet accessibility requirements.
The Contractor shall indemnify and hold harmless the City of Pasadena, its officers, agents, and employees from any claims, damages, or liabilities arising from noncompliance with applicable accessibility laws or guidelines.
Certification of Compliance
By submitting a proposal, the Contractor certifies that it has reviewed and will comply fully with all applicable federal, state, and local accessibility laws, including the ADA, CBC, Title 24, and PROWAG, and will ensure that all subcontractors do the same.
4.23. Disclosure of Contracts with the U.S. Department of Homeland Security (DHS)
Purpose
The information request will have no bearing on the evaluation of your response during the Evaluation stage. The information will be used by the City for administrative review and to support a one-year evaluation period of contracting and data-sharing practices. The City is requesting information to be included with your submittal. The form is to be uploaded in the Submittal/Checklist section. Submission of this form is encouraged to assist the City in understanding vendor relationships and informing future policy considerations. The City intends to maintain an open and collaborative dialogue with contractors and the community regarding data practices and transparency.
Disclosures:
Respondents are invited to disclose any current contracts, subcontracts, or agreements with DHS, including any related data-sharing arrangements. If provided, respondents may include:
DHS agency or sub-agency (if applicable)
General description of services
Whether data-sharing with third parties is involved
If no such relationships exist, respondents may indicate “No.”
Questions related to the disclosure shall be asked and answered through the solicitation Question and Answer process. The completed disclosure form will be reviewed by and shared with the City Manager’s office. Please upload this form as part of the submittal checklist and email a copy to CMOContractsAssessement@cityofpasadena.net.
5. Insurance Requirements
5.1. Insurance Requirements
https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Information-Technology.pdf?v=1660089163149
6. Information Technology Requirements
6.1. Data Ownership
The City retains all rights, title and interest in data and information input, uploaded, transmitted, or otherwise provided by or on behalf of the City into the vendor provided solution (“Organizational Data”). All Organizational Data shall remain the sole and exclusive property of the City. Vendor has no rights to use Organizational Data for any purpose other than to deliver the services contracted, unless otherwise authorized in writing by the City. Upon termination of any agreement between the City and vendor, the Organizational Data will be provided to the City, including uploaded documents and attachments, in an industry standard format such as csv, json or xml, or other agreed upon format at that time.
6.2. Data Sovereignty
The vendor provided solution must keep all data and information within the United States, including when information is stored as part of a backup, unless otherwise authorized in writing by the City.
6.3. Data Security
The vendor provided solution must protect and secure all data and information input to the system, including documents and attachments. Information must be protected by AES 128-bit or greater encryption. Information must be encrypted in transit between the solution and the user’s web browser. The solution must encrypt all data stored at rest, including on disk, within databases and when information is maintained external to the solution, such as part of a backup or a data export, unless otherwise authorized in writing by the City.
6.4. Compelled Data Disclosure
In the event vendor receives a subpoena, court order, or other legal process requesting access to or disclosure of any Organizational Data, the vendor shall promptly notify the City in writing, unless legally prohibited from doing so, and shall cooperate with City in seeking a protective order or other appropriate remedy. Any disclosure of Organizational Data in response to legal process must be authorized in writing by the City, unless prohibited by law.
6.5. Data Storage
The vendor shall not permit the storage of City data and information on vendor mobile or removable devices (e.g. laptops, USB drives, removable drives, optical disks, etc.) except for limited purpose and duration, and only if authorized in writing by the City. Any such use also requires that vendor meets the data security requirements as noted above, ensuring that all storage on mobile or removable devices is appropriately encrypted and protected.
6.6. Data Deletion
Upon termination of this agreement, or upon written request by the City, the vendor shall permanently delete all City data and information from its systems, including backups and any other repositories under vendor's control, within thirty (30) days, unless retention is required by law or authorized in writing by the City. Deletion must include all documents, attachments, and any derivative data, and shall be performed in accordance with recognized industry standards for secure data erasure. Upon completion of data deletion, the vendor shall provide the City with written certification confirming the destruction of all relevant data.
6.7. Artificial Intelligence (AI) Usage Disclosure
The vendor shall fully disclose any use of Artificial Intelligence (AI), Machine Learning (ML), or automated decision-making technologies within the proposed solution. This includes, but is not limited to, the specific functions where AI is used, the nature of the AI model (e.g., predictive, generative, or rule-based), and whether the AI is proprietary, third-party, or open-source. The vendor shall also disclose whether any AI models are shared across multiple customers or tenants. The City reserves the right to approve or reject the use of AI components based on risk, transparency, and alignment with City policies.
6.8. Prohibition on Use of City Data for AI Training
The vendor shall not use any City data or information to train, fine-tune, or otherwise improve any AI or ML models, whether proprietary, third-party, or public, without the City’s express written consent. This includes a prohibition on using City data for training public or shared models. If AI models are used, the vendor must ensure City data is excluded from any datasets used for model development or refinement unless explicitly authorized in writing by the City.
6.9. AI Feature Transparency and Choice
The vendor shall disclose whether the proposed solution includes Artificial Intelligence (AI), Machine Learning (ML), or automated decision-making technologies that are integral to its functionality. Where feasible, the vendor should provide mechanisms that allow the City to configure or limit the use of such features. The City recognizes that opting out of AI features may reduce functionality; however, vendors are expected to design solutions that support informed decision-making by clearly identifying which features rely on AI and whether such features are optional or required.
6.10. Technical Questionnaire Form
This form is only required for the purchases of technology. The City of Pasadena Department of Information Technology (DoIT) is tasked with reviewing all IT solutions proposed for use by the City. DoIT uses this questionnaire to assess various business, security, and/or operational impacts of bidder or proposer proposed technology solutions, SaaS offerings, software or hardware that will reside on the City’s servers and/or network, that will integrate to the City’s existing applications, servers and/or network, or that may have an impact on the City’s ability to conduct business. This questionnaire is also used to identify and distinguish at an early stage in the evaluation process the potential roles and responsibilities of the City and the proposer.
If selected, proposers are required to complete the Pasadena Department of Information Technology Technical Questionnaire. The questionnaire is included in the section named "Submittal/Checklist." When completing the questionnaire, please note:
Section 4.0 must be completed for externally hosted/SAAS applications; and
Section 5.0 must be completed for City hosted/on-premises software
6.11. Data Security for Printers/Copiers/Scanners
This section is only required for the lease/purchase of Printers/Copiers/Scanners.
All devices or associated storage media which is replaced or removed must be sanitized in accordance with the "clear", "purge" or "destroy" categories of sanitization as defined in the NIST SP 800-88 publication "Guidelines for Media Sanitization". Sanitization of media must be certified by the Contractor and signed documentation detailing the device(s), media and category of sanitization must be provided to the Department of Information Technology (DoIT). Documentation of bulk or blanket sanitization is not acceptable.
All equipment must be configured such that the hard drive or associated storage media is encrypted or such encryption can be enabled by DoIT at will. All equipment must be configured to permit hard drive or associated storage media to be removed by a DoIT technician if necessary.
Temporary removal of equipment, such as for maintenance or repair, is subject to data sanitization requirements as stated above.
All device hard drives or associated storage media shall be left in DoIT’s possession at the end of the any lease, rental, or other time-limited usage agreement, if specified by the City.
All administrative accounts on equipment must be configured with non-default password, complex passwords, and the account names and passwords provided to DoIT.
Contractor must provide configuration printouts in hard copy form of all settings for any TCP/IP functions, including but not limited to network configurations, static routes, SMTP, SNMP, scan-to-file, etc., and storage media encryption configurations. Printouts must be delivered to DoIT when equipment configuration is complete and “ready for operation”.
7. Scope of Work
7.1. Company Requirements
The company must have been in business providing a Parking Citation and Permit Management Solution for greater than three (3) years.
The company must provide a current audited financial statement with the proposal.
The company must meet the specifications provided in this RFP or provide an implemented alternative for consideration.
The company must have a CA DMV established communication and working for at least two consecutive years as demonstrated by the company’s software, being able to provide addresses including unit numbers for vehicles registered owners and to place DMV registration holds for overdue parking citations.
The company must have offices in the United States.
The company must have an established relationship and integration as demonstrated via references with the following:
Vigilant
Passport
Tyler Munis (Cashiering)
California Department of Motor Vehicle (DMV) – 2 years active integration required.
(If any of the integrations other than with the DMV above do not currently exist, vendor must indicate their ability to integrate with each vendor.)
The company must include a point-by-point statement on any specific items of the RFP that are unable to be met and/or met by alternative means.
Records and Inspections. The company must agree to maintain full and accurate records with respect to all services and software covered under this Agreement for a period of five years. City shall have access, without charge, during normal business hours.
Project Management
The solution must provide the City with the following Project Management services:
Assignment of a dedicated Program or Project Manager to the City’s engagement. This person will be the single point of contact for overall communications, project coordination with the City and vendor accountability issues.
Attendance by the vendor Project Manager at project status meetings and other meetings as requested by the City’s designated Project Manager to facilitate and coordinate planning, implementation, testing and training activities.
Preparation and/or maintenance of other project records as requested by the City’s designated Project Manager.
Coordination with the City’s designated Project Manager for management of the project budget.
3. REQUIREMENTS
3.1 Citation Data Entry and Import
While the vast majority of citations will be issued via handheld devices, the vendor will provide a solution wherein the City sends any handwritten citations to the vendor to be input by vendor staff. We estimate this number of citations to not exceed 2,500 per year. However, the PCPMS system should provide the ability for remote data entry by City staff. The PCPMS should include:
Provide Remote Data Entry: Provide the City with ability to provide data entry into the PCPMS remotely when needed;
Provide the City the ability to edit data such as: name, address, vehicle information, citation fields, notes, etc., and maintain an audit history for such changes (user, date and time);
Corrections: Provide the City capability for City staff to correct citation data fields and to send a notice of correction when applicable;
Automated Handheld tickets: Import file using secure encrypted connections, or explain how handheld citations will be imported into PCPMS as an alternative import;
Import Date: Maintain the date received on all handwritten citations, and date of import for tickets written with handhelds;
Audit-History: Maintain complete citation history information to reflect changes in the citation, including the date and time of changes and which user made the changes;
Identify what fields are validated during the data entry process;
3.2 DMV Communications Software Basic Management Functions
The system should be able to interface with the State of California Department of Motor Vehicles (DMV). The vendor must provide evidence of successfully working with the DMV for no less than two years. The vendor must provide an option to provide full processing using a real time process or alternatively assist the City with a VPN communication protocol allowing the vendor to assist with the entire process, including error handling.
The basic process shall provide inquiry, holds, and releases daily without human intervention.
The process shall include managing file types, errors, re-requesting data, managing hold rejects and allow the City to add, release or edit, change an amount and/or edit a citation to resume processing.
The vendor must provide details on how error handling is managed.
The system must be able to import a vehicle registered owner on either license plate or VIN only citations.
The vendor must have developed a process to manage delayed DMV holds due to partial payments as required California Vehicle Code section 40220; and provide details on what that process will include.
Create electronic files or an interface to request registered owner information;
Accept electronic files from Department of Motor Vehicle (“DMV”) VPN (registered owner information) and DMV payments files obtaining registered owner information with CA DMV, daily (or) manage the requests online;
The PCPMS system should allow the timelines for holds to be a customized date or timetable, the timetable to establish a registration hold at DMV shall be at the discretion of the City;
Place and remove registration holds through the Department of Motor Vehicles (DMV), immediately or daily;
Allow the citation to be changed (data to be modified and/or corrected) if the amount of the penalty on hold at DMV has changed, without additional charges to the City;
Allow a registration hold for an unpaid balance, partial payment, citations that have not been paid in full;
Provide additional grace periods, as authorized by the City, which will automatically allow for additional payment processing time;
Provide a monthly report of all reported vehicle make mismatches and bad address mail returns, which shall include citation number, license plate number with state, and error explanation;
Provide a monthly reconciliation report that details payments, ASF and balance to the monthly warrant check;
Provide an export report that details all unpaid citations, name and address, and the amount uncollected that have been returned by DMV. Note, this is not citations cleared, but citations unpaid;
The PCPMS system must track customer; customer name, address, other contact information including, but not limited to vehicle types and registration periods; multiple customer relationships to vehicle, i.e. registered owner, permit holder and appellant;
Retain rental car agencies and update responsible billing parties;
Retain and update the DMV make and provide the capability to compare to officer’s make recorded on the citation;
The PCPMS system should have the capability to ensure that license plates pending an owner have been requested; and continuously attempt to retrieve registered owner information for all unpaid parking citations without registered owner information on the system.
Import all registered owner information fields into PCPMS.
Key Performance Indicator: The communication with the DMV will be in real time.
3.3 Interactive Voice Response System
Provide IVR 24 hours a day, 7 days a week;
System should provide a toll-free (unique) phone number and call forwarding capability;
System should provide a custom account for the City, providing real-time credit card processing and payment updating 24 hours a day, 7 days a week;
Credit card payments from the IVR system must be processed by the City’s merchant account;
Credit card options must include Visa, MasterCard, Discover, Apple Pay, Google Pay and AMX;
Credit card processing must be Payment Card Industry (PCI) level 1 compliant, and the payment processor must be able to produce compliance as identified in the Section regarding PCI requirements;
Accept electronic check payments.
Key Performance Indicator: The IVR system should update payments in the PCPMS in real time.
3.4 Correspondence: Notices and Letters
Contractor shall be responsible for generating, printing, postage and mailing letters, notices and delinquent parking violation notices. Contractor must assist with the design and implementation for all correspondence with final approval by the City;
Correspondence content is approved by the Agency in advance of any production;
The City must have the option to generate, print and mail a new letter/correspondence if needed.
PDF copies of all letters should be attached to the citation and must have the ability to be ‘reprinted’ by the City and available to those customers with website accounts;
Time frames: Notices and letters must be prescheduled to meet specific time frames for action, coordinating with late fees, contesting deadlines, collections etc.;
Proposer must describe what name and addresses are used for: a) delinquent notices, b) rental agencies, c) appeal letters, and d) collection notices, if these names are maintained in the system;
Proposers should provide information regarding how correspondence is tracked to ensure they are mailed on a daily basis and all pending correspondence is tracked.
Letters should provide:
Custom content
City’s logo
Perforated payment stub
Return envelope inserted into envelope
Include options for black plus color
Duplex printing
First class postage
Daily production for all notices and letters
NCOA option
CASS verification
Updates to PCPMS system for undelivered mail
Information on Indigent Payment Plan - AB 503/AB3277
Note: Content of the Delinquent notice (and second notice) must be customized to meet City language and include all State and Federal mandated requirements;
Appeal and Disposition letters will include:
First review outcome (upheld or dismissed) with reason description for decision.
Hearing schedule notifications for second level appeal.
Second level hearing disposition letters (upheld or dismissed).
Note: Appeal calendar must be available to the City to be printed, viewed or emailed as a report.
Disposition/Reason codes: Disposition letters for all appealed citations must have the ability to provide and include specific language for reason of disposition, upheld and dismissed.
Mail notices to lessees or renters of cited vehicles, within mandated time limits, when provided with proof of written lease or rental agreement per state mandated laws and time frames;
Drive away: Process and mail Drive Away notices to registered owners of vehicles that drive away from the officer during citation issuance, as required by CVC;
Contractor must be prepared to send the following notices and provide samples in the attachment:
Delinquent notice or 1st notice that meet requirements mandated by law.
Review and Hearing disposition letters.
Key Performance Indicator: Letters should be generated and mailed within 24 hours of when they are initially processed.
3.5 Payments
The City expects to provide all payment processing for the project. The Contractor will be required to include an integration from the PCPMS to Tyler Munis cashiering. The Proposer should provide experience with cashiering integrations and propose an outline that will recommend a plan for payment integration updates.
Most of City’s parking payments and purchases are processed as credit card transactions. The Proposer’s solution shall be certified to process credit card transactions through the City’s current Merchant Banking Services Provider's (NIC) platform. Credit card payments shall be deposited directly into the City’s merchant account.
The Credit Card Solution must function independently and may not be dependent upon any one clearinghouse. Should the Merchant Banking Services Provider change, the respondent shall be required to adjust to accommodate possible changes in the platform utilized.
City of Pasadena currently accepts the following credit cards:
MasterCard
Visa
American Express
Discover
Apple Pay
Google Pay
The PCPMS system should provide for:
Pre-payment of citations not currently in the system;
Ability to accept an overpayment for the citation from in-person, import, or mail-in;
The system should require exact payment due and prevent any over and or under payments for online payments;
The system should allow for a miscellaneous fee to be applied to a citation, such as a boot or tow fee;
Ability to restrict payments for citations contested, booted or towed;
Ability to provide payment plans and work with a timeline to restrict DMV holds during the payment plan timeframe;
Update payments using real-time technology from IVR system;
Update payment using real-time technology for all online website transactions;
Provide ability to enter a payment directly into the PCPMS;
Credit card payments shall be immediately updated to the City’s database in real-time;
The system shall support user-defined payment methods such as credit card, cash, check, Apple Pay, or Google Pay;
All credit card transactions must be conducted, tracked and reported in a secure manner.
Key Performance Indicators:
All payments must be reflected in the PCPMS in real time.
The integration between Tyler Munis Cashiering and the PCPMS must be in real time.
3.6 Payment Plans
The proposer must provide the capability to provide payment plans. Please describe the features of the payment plan within the proposal. Be sure to include the basic required outline in California Vehicle Code Section 40220 that will require the payment plan to include:
Allow the PCPMS system to allow for indigency applications to be accepted and prior to a DMV hold;
Provide the option for monthly payments with the minimum amount and maximum timeline to be established in advance by the City;
Provide the ability to modify the citation amount at the time a payment plan is established to either reduce late fees or add a payment plan fee;
Allow the option to add one or more ‘Processing fees’ to the citation balance and provide the ability to report and track these fees within the PCPMS;
Allow a grace period to the maximum date due if needed prior to reactivating the citation and adding a DMV hold.
3.7 Refunds
The Solution should be able to process citation and permit refunds and to provide automatic scheduled reporting that includes:
Citation number or Permit Number;
Name & address of person entitled to the refund;
Refund amount;
Reason for the refund.
3.8 Adjudication and Contesting
The system should provide and maintain a database of all administrative reviews, administrative hearing requests and superior court appeals. The data must be integrated within the PCPMS. The system must have the:
Ability to track administrative reviews, administrative hearings, superior court appeals, date of request, status, and if pending or completed;
Ability to edit any field within the contested citation and track the username, date and time of person who performed the edit; Website: Provide online contesting to the public through a custom website, for administrative reviews and administrative hearings;
Provide the ability for the public to submit content for contesting and include attachments;
Payment: Provide mandated payments for requested hearings both in person and online;
Provide time restrictions: Ensure time restrictions are accounted for within the website to prevent contesting the citation past time restrictions and state requirements;
Provide the ability to override mandated payments when the person contesting can provide reason for the waiver of fees;
Provide ability to set up hearing schedule and produce a hearing calendar;
Provide a web portal that will allow the customer to check on the status or outcome of the contested citation;
Provide correspondence to public to notify date of hearing appearance (In-person, virtual, in writing or by telephone); include date, time, location, and directions to hearing location;
Provide ability to scan and store any resource documentation to support the case;
Ability to enter a disposition to the contested citation and include a REASON code that will describe the reason for the disposition;
The reason for the decision, (reason explanation) should have the ability to populate into the disposition letter;
Correspondence: Provide a disposition letter, PDF copy attached to the citation, date of letter, for all contested outcomes;
Ability to retain any correspondence, photos or documentation provided by the contestant;
Ability of reviewing officer to view thumbnails of citation photos and rotate photos within the application;
Hearing Officer: Provide the ability for the Hearing Officer to gain limited access to query the system and update the outcome of the hearings;
Refunds: When a refund is appropriate, the Proposer shall process refund and provide reporting with appropriate documentation to the City;
Reporting: Provide dashboard, ad hoc and scheduled results of hearings; provide sample reports and provide examples..
Dispositions: Provide description of how to ensure all reviews and hearings have been completed and that a result is received for each.
3.9 Notes and Attachments
The PCPMS system should provide users the ability to add Notes and Attachments. These notes and attachments should have the ability for other system users to view and download.
The note feature should provide the ability for the user to establish groups or types of notes, such as:
Phone notes
Payment notes
Towed vehicle notes
DMV notes
Permit note
The option to add documents or photos to individual records shall include such items as: Word, PDF, JPG, or other image formats.
When a user creates a note, the system should automatically insert the user’s name, date and time stamp. The user must have quick access to these attachments when needed. It would be ideal if the system would indicate when the record has a photo or note attachment.
The system should allow for ad hoc reporting of notes by type or grouping.
3.10 Special Plates
The PCPMS system must have the capability to create and identify specific license plates to update handheld enforcement officers and alert officers in the field. The information must be able to generate in real-time to the enforcement officers along with the reason for the alert and the officer instructions. The City must have the ability to establish what constitutes such an alert and the criteria to create the type of alert.
Examples of such ‘alerts’ would include:
Alert: Scofflaw (multiple citations), Action: Boot or Tow vehicle,
Alert: Permit Holder, Action: Verify permit prior to citation issuance.
Using real-time communications, the license plates must update to the handhelds along with the reason and action for each plate alert.
The parking office must have the ability to create matching ad hoc reports and/or queries from the PCPMS.
Example of the criteria to establish a scofflaw plate would include mandated laws required by CVC, but additionally may have City specific business rules:
Age of ticket (number of days old)
Number of open tickets be qualified
Registered owner, plus store and track previous and current owner information when transfer of vehicle ownership has occurred;
Verify ticket status (open only, not in adjudication status)
The PCPMS should have the capability for specific staff (role-based access) members to:
Create standard reporting using the special plate criteria;
Search for such plate types and view any/all citations within the system.
Boot and Tow specifics:
System should provide details to store information within the PCPMS for easy access that contain details of any vehicle that has been booted or towed, including name of tow company, address, how to proceed to regain the towed vehicle, tow/boot date and time, and location.
System should include a boot/tow ‘Note type’ to document any boot or tow notes required,
The system should provide the capability to store and retrieve any scanned documents regarding a tow or boot to be easily attached under the Name/Registered Owner account.
The system must integrate with current system for vehicle immobilization.
Key Performance Indicator: All changes made in the PCPMS must be made available to officers via handheld in real time.
3.11 Delinquent Collections and FTB Notifications
Initially, the successful contractor will be expected to integrate with Data Ticket until the expiration of our contract on May 7, 2027. After the expiration of the Data Ticket contract, the City is requesting additional efforts to be incorporated in the proposal to help increase overall collections of unpaid citations. Please describe details of the collection process, include:
Software: The successful contractor must use a collection system to manage delinquent citations. Tracking of all citations (account) statistics, collection activity and payments must be available to the City. City staff members should be able to access data and or create reports via the web with an internet browser or other software.
Licenses and Certificates: The Contractor should maintain licenses with all states; must follow FDCPA (Fair Debt Collection Practices Act) rules and regulations; and provide evidence of collection agency certification.
Collection Schedules: As part of the FDCPA requirements, telephone collection efforts must be restricted to the hours of 8:00 a.m. to 9:00 p.m., debtor’s time zone. Time schedules must always adhere to FDCPA’s rules and regulations.
Criteria for Delinquent Collection Services: The City will provide the successful Contractor with the final criteria to identify when a citation is eligible for collection efforts.
The proposed criteria for delinquent collection eligibility will be:
Delinquent Citations: Processing stage, mandated delinquent notices and late fees applied, have either been rejected for DMV hold or have been removed from DMV hold, and greater than 180 days old to be qualified for this service;
Out-of-state plates after a delinquent notice has been sent and greater than 90 days old;
All citations must be in an open status, not suspended for any reason, contesting, boot or towed vehicles.
FTB: Age: 180 days old;
Processing stage, mandated notices and late fees applied, and greater than 180 days old;
Open status, not suspended due to boot, tow, or contesting.
Integration: The Collection software must be part of the PCPMS and or have existing capability to integrate with the PCPMS.
Delinquent Collection Efforts: The Contractor must provide a detailed process of collection intentions once the account has moved into the Delinquent Collection stage. Include a time schedule and outline recommended collection efforts and actions to be incorporated in the collection efforts. Examples include, but are not limited to: letter writing, account assignment, system automation, and activity schedule. If the Contractor has recommendations regarding the proper and legal manner to notify customers of an account assignment, please include.
Debtor Contact: The System should contact the debtor by using a blend of letter writing and phone call activity for each debtor. The Delinquent Collection system must provide complete flexibility regarding call scheduling and letter production.
Skip-tracing: Successful Contractor should utilize a multi-tiered national skip-tracing process, using the internet, skip-tracing publications, directory assistance, and other standard industry methods.
Predictive Dialer: The successful Contractor should employ the use of a predictive dialer, outbound calling as part of their efforts. Contractor should use smart dialing and automated follow-up scheduling.
Interactive Voice Response: The successful Contractor must utilize an IVR system to provide inquiry and payment capability 24 hours a day, seven days a week and 365 days. The system must be capable providing any necessary information to assist and expedite payments. Please describe.
Website: Provide all the elements requested within the RFP specifications of this RFP but also include “Frequently Asked Questions” (“FAQ”) that will assist citizens with the Delinquent Collection and FTB process.
Payment Options: The Contractor must accommodate a variety of credit card payment options. System must accept payment via VISA, MasterCard, Discover, AMX or other industry payment methods, such as ACH, Apple Pay, Google Pay, etc., please describe.
City Payments: City must be able to accept payments for citations in the collection stage; either by mail, IVR, Website or in-person. Payment updates will be made to the PCPMS and communication to the Collection software will be the responsibility of the Contractor. All payments made to the City during the ‘Delinquent Collection stage’ will be identified with a “collection stage” and will be allowed as commissions/fees paid to the Contractor.
Franchise Tax Board (FTB) Offset: As an additional means of collections, the Proposer should have a system already in place with the ability to communicate with the Interagency Intercept Collection Program, State Franchise Tax Board (FTB) and meet all mandated requirements imposed by the State’s program. The program intercepts Personal Income Tax and State Lottery, not corporate/partnership funds or wage garnishing.
The Contractor should provide what responsibilities will be required by the City for the FTB Intercept program.
FTB Assignment: The PCPMS or Collection software must have capability to automatically assign Delinquent Collection (past due) citations eligible for the FTB program for all California plates that have reached the established criteria set by the City. FTB participation is time-sensitive to the annual tax year and should be considered before action.
Social Security Numbers: The Contractor should have means to locate social security numbers when needed for any citations that require final updates to FTP.
Refunds: Contractor should provide details on refunding payments in needed.
Disputes: Contractor should provide details on how disputes are managed after the letter of debt has been sent.
Customer Service: Contractor should provide customer service toll free phone number to handle all calls for Delinquent Collections.
The City may consider add-on fees, such as Contractor’s fees. The software system must have the ability to update the total amount due upon moving the citation to the Delinquent Collection stage.
Contractor’s Control and Review of program: The Contractor must provide what methods or actions are used internally to monitor and review the program and collection efforts, including milestones, call volumes, and status of collector activity and remaining debt.
Reports: Provide all the elements requested within the specifications of this RFP but also include activity of citations that have moved to the Delinquent Collections stage. Provide details of reports available and what options available to create or receive, such as email, ad hoc or other.
Collector Motivation: The fees paid to the Contractor for Collection service shall be based on a contingency of collection results; a percent of the collections will be shared with the successful Contractor for citations collected. The anticipated outstanding debt is described in the cost proposal. Include any additional service costs or implementation and one-time.
All costs for the collection program are all inclusive and payment to Contractor will be established as commissions (contingency fee) for services. The services should include skip tracking, Social Security numbers, letters, postage etc., unless additional costs are specifically identified in the cost portion of the proposal.
The city will be responsible for any charges that are charged by the SCO. The system should have the capability to add-on any fee (if applicable) to cover SCO fees.
Security of the Data: The Contractor should incorporate all Data Security requirements specified and requested within this RFP should also include Delinquent Collections. Data security and privacy specifically related to personal information must be upheld to the highest level. This includes specific safeguards that protect personal information and social security numbers. Please describe what security step are taken for Data Security.
Key Performance Indicator: Updates must be made between the PCPMS and the collections agency at least daily via the integration.
3.12 Reporting
The system must include a comprehensive collection of financial, management and operational reports with the ability to be automatically scheduled to produce and print/email to City staff members; and have the capability to allow for user authorized staff members to create (run) the report(s) as needed.
System must have ad hoc report capabilities to create and generate reports with specific searchable data fields as needed. These reports must be comprehensive and must access data in real time. The contractor should provide details on how reports are created, i.e., what tools or programs are used to create reports. Only users with appropriate privileges shall be able to schedule reports or view scheduled reports.
The system should support and provide custom dashboard reporting that is user defined.
The system shall allow grouping of reports by category to save and select report options, such as Financial, Operations, etc., include the details for the report criteria such as date range, transaction type, payment amount, violations, etc.
The Contractor shall provide training to City staff in the creation and interpretation of the reports produced by the system as well as the use of the ad hoc reporting tools. The system shall support the ability to create new reports or import report parameters provided by the Contractor. The City must be able to execute these reports after the parameters have been loaded to the City’s database.
Standard reports should include information such as:
Parking citations issued – month/year-to-date, with violation code and fine plus penalty amounts added
Violation Summary, various versions
Parking citations processed/collected - monthly activity status: month beginning - current month activity - month end. Typical items that would be included: payments on citations, payments on delinquent notices, payments on DMV holds, dismissals, Registered Owner (RO) notified, RO placed on DMV hold, DMV holds placed/released, etc.
Status history of open and closed parking violations
Citations Voided detail reason Report (provide sample in Attachments)
Officer Activity and Productivity, including the ability to track an officer’s shift activity via GPS and noting any gaps in movement and citation issuance (provide sample in Attachments)
An officer-specific report containing citations written by location, time of day, and violation type during a specific period. (provide sample in Attachments)
Ability to group officers by shift, beat, etc. in order to compare metrics such as citations per hour worked and other common officer metrics (provide sample in Attachments)
Revenue collected month/year-to-date; remittance; distribution; deposits (provide sample in Attachments)
Surcharge Reports (provide sample in Attachments)
Payment Plan Reports to include - plan unique number, plan type, responsible party, license plate, requestor, request date, request status, etc. (provide sample in Attachments)
Partial Payment with balance due Report. The report will include issue date, responsible party, original amount, payment amount received and date, balance due, payment method, etc. (provide sample in Attachments)
DMV Reconciliation Report (provide sample in Attachments). The report will include monthly registration holds, monthly registration releases, monthly payments, etc. (provide sample in Attachments)
Aged Accounts Receivable. The report will include aging buckets, # of citations, base fine amount, late fees, etc. (provide sample in Attachments)
Monthly Habitual Violators Report listing registered violators. The report will include total registered violators, or a list of all registered violators including new violators added this month, highest number of outstanding citations by a single violator, total outstanding fines, vehicle plate, vehicle state, citation dates (provide sample in Attachments)
Out-of-State vehicle citations. The report will include citation date and time, location, violation description, violation code, issuing officer, license plate, etc. (provide sample in Attachments)
Violation analysis (provide sample in Attachments)
Citation issuance by location (provide sample in Attachments)
Hot sheets – scofflaw lists with last known vehicle location . The report will include vehicle plate & state, responsible party, number of citations, outstanding amount, etc. (provide sample in Attachments)
Tow/Boot activity (provide sample in Attachments)
Administrative review/Hearing activity and dispositions The report will include reviewer, review/hearing disposition, citation number, citation date and time, appeal date, responsible party and address, amount etc. (provide sample in Attachments)
Delinquent collections activity
Credit Card Summary Report – summarizes credit card transaction total for each day by credit card type for the time period selected, usually by month (provide sample in Attachments)
Credit Card Reversal/Refund Report – summarizes credit card reversals and refunds, and includes information to identify GL accounts, clerk, receipts, and override information (provide sample in Attachments)
Accounts receivable and write-off reports that indicate, by user-defined receivable type, the following: total dollars collected, total citations outstanding (unpaid or partially paid), and total citations disposed by disposition type over a user-defined period (e.g. monthly, annually, etc.), and insufficient funds (provide sample in Attachments)
Customer Service Reports. The report will include citation number, citation date, date and time of call, call duration, caller type, call reason, staff, etc.
The proposer shall submit with samples of reports as part of the attachment section of the proposal package.
4. Handheld Ticket Devices and/or Communications
The City desires the vendor to supply twenty-four (24) enforcement devices loaded with the Contractor’s enforcement (mobile) software and that are connected to citation printers. Printers may be separate units or may be attached to the handheld as an “all-in-one” device. Proposer shall include cost of mobile data connectivity in their proposal.
The Proposer should provide a list of all modules included in their mobile software solution.
Handheld Modules: Include at minimum the following:
Citation Issuance with Photo option
Payment checking (for Pay-by-Cell App),
Tire Chalking,
Permit check capability,
Scofflaw and special plate notifications alerts (describe how Plate is alerted and what type of alert is notified).
Functionality: Handhelds should be fully integrated in real time with the PCPMS. Provide a detailed description of mobile software, but include at minimum the following:
Handheld devices should synchronize date, time, citation numbers, software versions, lists and edit rules with PCPMS;
The mobile software settings and preferences should be configurable in the PCPMS.
Software capability should include all citation data fields specified by law.
Immediate notification to officers for any license plate alerts, scofflaw, boot, tow, VIP or other,
Provide Permit checks,
Provide permit payments made to meters, and or mobile pay app.
Communications: The Handheld software (device) should communicate with the PCPMS using secure encrypted connections such as HTTPS networking protocols.
Add on equipment: The City would like to have the opportunity to add-on handheld units as needed and as budget allows. The cost section should provide a cost per unit to allow for growth.
If the Proposer is selected as a finalist, the Proposer should be prepared to demonstrate their mobile software on their proposed devices.
If the Proposer is selected as a finalist, the presentation should include the company’s strategies and plans (roadmap) that will provide both support on the current hardware/software and progress to newer technology, specifically for handheld enforcement.
Note: The City is not interested in purchasing or utilizing used or refurbished hardware and/or equipment.
The PCPMS system must integrate with Passport and Flowbird in real time to check for mobile meter payments. The system must be able to check for payments both at the beginning of the citation process (upon license plate entry) and at the end of the citation process (just prior to printing).
4.1 Parking Enforcement Communications
5. Website and Marketing
The Contractor shall provide a PCPMS website and shall offer real-time interaction with the PCPMS database and include at a minimum the following:
FAQ page accessible via desktop, tablet and mobile devices to assist customers with common questions and answers (TBD during implementation);
Provide the ability for customer to contest the citation;
Provide directions for correctable violations correction;
Provide direction to assist applicants through the permit application process;
Provide guidance for customers request an administrative hearing without payment of the parking penalty (indigent fee waiver);
Provide guidance and process to allow mandated payment plans;
Provide a purchasing portal that meets the City’s criteria for website accessibility (desktop, tablet, and smartphone browsers), include City’s branding;
The Contractor (Payment processor) must be able to produce a PA-DSS validated credit card solution and PCI Level 1 Confirmation of Compliance certificate;
Provide credit card purchases for Visa, MasterCard, Discover, AMX, Apple Pay, Google Pay and deposit directly into the City’s merchant account and do not store credit card numbers with exception of last four digits of the card number;
Describe the process to provide the ability for multiple permits to be registered to one residence in a single transaction; or payment of multiple citations in a single transaction;
Allow customers to create/edit their own user accounts using ID/Password authentication to manage, edit and update their vehicle, license plate number, permit, contact information, and view activity and correspondence sent by the City; allow user capability to reset password;
Provide the customer with real-time citation information, including citation issue date, delinquent date, amount owed, and, for parking citations, other open citations with the same license plate numbers; searchable by license plate number, and/or citation number, with or without a user account;
Provide customers with ability to contest a citation for level one and level two, the website should adhere to business rules to prevent customers from contesting a citation after the timeline allowed;
Website shall fully address permit sales. This includes inserting/updating customer information inserting/updating vehicle information, verifying vehicle addresses including unit numbers, and uploading copies of vehicle registrations and other required documents;
Permit Waitlist – The system should have the capability to suspend the permit until final approval or validation is completed;
The PCPMS system should have the capability to produce temporary permits for permit request field investigations that automatically expire allowing the person/resident to have an immediate permit until s/he receives the permanent permit.
Proposer will assist with content management and development for both the contractor provided and City websites.
Proposer will provide marketing assistance to drive customer traffic online, including materials for a media campaign explaining online services.
The website should be viewable on Chrome and Internet Explorer.
6. Experienced Staff to Provide Customer Service and Support
The vendor will provide customer service for basic public inquiries, which may include inquiries regarding contesting a violation, determining outstanding penalty amounts and fees, identifying timeframes for contesting, and any other pertinent information in order to resolve their needs. Providing citation information for public inquiries 24/7/365 via a custom webpage and IVR phone inquiries and payment capabilities will help support the process of providing 24/7/365 phone inquiries and payments. In some cases, the vendor will need to escalate calls to City staff. The Contractor should be prepared to provide telephone customer service 24/7/365, holidays excluded. Please provide details of your customer service system, and how calls will be forwarded to City staff for escalation. To ensure quality assurance, accountability, and continuous improvement in customer service, the City requires that all incoming and outgoing customer service calls related to the proposed system be recorded and securely stored for periodic review by authorized City personnel.
In addition to providing responsive and knowledgeable support for public-facing inquiries (e.g., citation disputes, payment questions, general information), the City requires robust support for internal staff using the Parking Citation Processing and Management System (PCPMS). At a minimum, support must be available during the City’s standard business hours:
Monday through Friday, 7:30 AM to 5:30 PM Pacific Time
Additional expectations include:
After-Hours Support: Vendors must offer emergency support outside of regular hours for critical system issues, such as outages or data loss.
Holiday Coverage: A clear policy must be provided regarding support availability on City-recognized holidays.
Response Time Commitments: Vendors must specify expected response times for various issue severities (e.g., critical, high, medium, low).
Multiple Channels: Support should be accessible via phone, email, and online ticketing system, with optional live chat preferred.
7. Permits
Basic Requirements: The Permit component of the PCPMS system must provide the ability to manage the permits issued within the City and provide the capability of a customer service element, online purchase, provide fulfillment capability, include finance integration, track and manage all types of permits. The City issues approximately 22 types of permits. The City currently issues virtual permits. Permits are issued to a person, vehicle, business or guest. Specific features of the permit system should:
The Proposer’s software system should provide online capabilities for the permit application for the purchase of new permits, renewals, and batch permits. The system must provide the capability to provide a web-based interface allowing secure online transactions. Web services must operate over a secure connection, including SSL. The system must be available online 24/7/365.
This permit software module shall provide for the complete control of the parking permit issuance process, including the ability to create various forms of permits such as: inventoried, non-inventoried (such as LPR), and non-tracked permits, if needed.
The system should allow for the issuance and renewal of permits on either a variable rolling period such as 365 days from original purchase or scheduled monthly and annual purchases.
The system shall allow users to manage the relationships between a customer, a vehicle, an address and the permit after a relationship has been created, including deleting the relationship when appropriate.
The system should be flexible enough to evolve if the City would need to add or remove various parking zones or allotments and such permits should be available in real time for immediate purchase.
System integration will be mandatory to provide data communication with Tyler Munis including general ledger (GL) tracking integration with unlimited user defined GL codes defined by the City.
The system should have the ability to automate specific tasks associated with permits. Examples of these tasks would include automated reminders to customers (letters and/or emails), and or the ability to create data required for integrations, including exporting and importing data to and from another system, i.e., handhelds, or LPR system; along with the automated task to remove outdated data from integrations.
7.1 Permit Set-Up
The system must allow the ability to customize a limitless range of permit types, fees and/or costs;
Allow Users of the permit system to create and manage permit districts, or areas in which properties reside;
Provide unlimited user (City) defined codes to identify permit possession status indicators including active, lost, stolen, and returned permits;
Administrative users shall be able to clone ranges of permits along with business logic and rules for ranges of permits such as limitations of sale, pricing, valid locations for use, valid customer classifications for purchase, etc.;
The system must provide the ability for users to configure specific permit ranges to be eligible for parking in specific parking facilities for specific days of the week and times of the day;
Provide the capability for City staff to query locations to verify eligibility or requirements for permits based on type and area;
The permit system shall restrict permit sales linked to permit types;
Simplify but provide issuance and tracking of temporary permits;
Provide the ability to create and design a quality ‘temporary’ permit that may include a city logo, numbered series, expiration date and provides an acceptable level of security and fraud prevention (please specify);
Ability to limit the number of permits issued to a customer or address by restricting the number of permits available to purchase, allowing staff to set these restrictions by permit type and permit area;
Ability to deny a parking permit application based on geographical location of the permit or exceeding the maximum quantity allowed;
Provide the ability to create a letter or email of permit application denials and retain the correspondence for reference;
Ability to automatically generate and print permit renewal reminder letters in advance of expiration date flexible enough to provide an agency specific period of notification;
Renewal notifications should include specific details of the permit such as, Name, Address, permit type, cost to renew, vehicles and link to customer authentication portal;
Ability to retain a copy of the pdf letter notification within the account;
Users shall have access to letter history;
Ability to email permit renewal notification letters while maintaining a copy of the email within the customer’s account;
Access to letter and email history is mandatory, as well as attaching a PDF to the customer’s account;
Ability to attach digital pictures or documents to the permit record;
Ability to retain permit types and credentials for all permits;
Allow for notes to be added by City staff to accounts during and after the permit registration process;
Ability to download permit records to the Handheld enforcement equipment by the possession status (i.e. active, expired, type, etc.), permit type and location (Enforcement staff must have the ability to see permit type and valid location);
Provide real-time permit data into the Handheld enforcement solution.
The permit program should allow a City staff member to view all the activities associated with a permit from a single screen; such as: Customer Name, Permit type, Vehicles, Valid parking locations, citations and notes;
The permit program should allow all customers to apply online via a web-based form or the equivalent;
The permit program should allow access to financial information related to the permit, such as payment type, date, amount, adjustments, additional fees, refunds, etc.;
Administrative users shall be able to configure the system to require the completion of mandatory fields required during the permit sale process;
The application shall display all locations where an individual permit is valid for parking;
Cashiers selling a permit shall be able to view which permit types a customer can purchase, the parking districts/zones applicable, and number of permits eligible for purchase;
Ability to print temporary permits at the time of a sale from a network printer (including barcodes and graphics if requested);
Ability to record a refund and provide details of the refund amount permitted, including prorated based on date of purchase and date of refund;
Ability to modify the term of the permit, i.e., assigning an expiration date earlier than the purchased date;
Ability to reserve permits for future sale;
Ability to display permit account balance;
Alert staff members with a visual indicator when an account includes an attachment;
Users shall be able to search for all permits that are associated with a particular property, address, or license plate.
Allow selected user groups to add plates to a “do not cite” whitelist.
7.2 Customer Web Portal
Web service shall provide for the ability for a customer to set up a user account;
The user account must support user authentication;
A user account must adhere to a strict authentication and authorization protocol;
The user account must provide the capability at a minimum to inquiry, make payment and attach verification documents;
The customer must have capability to edit their user account information, such as name, address, vehicles, based on City’s guidelines for editability.
Information contained in the portal must be changeable by designated City staff members 24/7/365
7.3 Purchasing a Permit
The system shall support a process in which permits can be purchased or renewed online;
The online payment solution must include a PA-DSS validated credit card solution;
The system must have the ability to define number of permits and assign permit numbers for each permit;
Shall allow for the purchase of batch permits issued to an individual, agency, or department, and provide amount due at time of purchase based on the number of permits purchased and must be tracked and managed;
Record a permit’s effective dates, issue dates, and expiration dates;
Allow partially completed online permit applications to be saved and completed at another time by the applicant or City staff;
Capability to email receipts for permits issued online;
Capability to customize the email receipt to include agency specific details;
The parking system shall include the ability to track the payment history for a purchased or renewed permit over the entire life of the permit, including all the renewal payments;
8. Integrations
The City’s PCPMS will require multiple real-time system integrations that currently enhance our program today.
The Proposer should describe Contractor’s capability and experience to provide integrations with the following organizations:
Vigilant - LPR
Passport Parking – pay by cell
Flowbird/CALE Multispace Meters
Tyler Munis Cashiering System (real-time integration expectations)
California Department of Motor Vehicles
PARCS – The City currently uses TIBA. The Proposer should provide a list of integrations they currently have in operation with TIBA, if any.
The Proposer should provide a list of integrations currently established with their system.
The Proposer should include the process used to establish the API, how is the API managed in the PCPMS, who supports the API, the relationship agreement between the Proposer and the organization and what reporting capabilities are available that incorporate the combined or integrated data.
9. Project Management Team
The successful Proposer will assign a Project Manager as the primary point of contact for the complete implementation of the project; likewise, the City will assign a point of contact to assist the Project Manager to coordinate progress.
The Project Manager will provide a detailed implementation plan within the first week of the project. Once approved by the City, the project will begin. The Project Manager will be responsible for the timeline, routine progress meetings and on time delivery of the Parking Citation and Permit Management Program.
Resumes for all key staff members assigned to this project must be provided within this proposal. Staff members are expected to have reputable experience with the implementation of such projects.
The successful Proposer will also be required to provide a Review and Mapping of the current process that shall be performed to help identify any efficiencies and possible problem solving or efficiencies that would be decided upon prior to the project implementation.
10. Conversion
The selected company will convert all the data from the current environment. Costs for the conversion should be specifically identified in the pricing as a one-time fee. The conversion should include all data currently stored in the DataTicket system, specifically:
Citation data,
Permit data,
Contested data,
PDF correspondence
Photos
Notes
Attachments
The selected company will back-up all of the data from the current environment prior to the conversion attempt in the event the conversion is not successful.
Please specify experience in conversions of this nature, and what the timeline of such a conversion would be.
11. Implementation Timeline
The Proposer will establish an implementation and training plan. The training plan will include training for the administrator role and user training for identified City Staff. The implementation plan must follow a preapproved scope of work and timeline approved by the City. The Proposer should provide an example of an implementation plan in the attachments.
The implementation plan should consist of:
A structured, documented implementation process,
A project timeline and implementation plan that details all phases of the project,
The implementation plan should include deliverable dates and milestones,
Provide an integrated implementation that will include online tools such as MS Teams to begin the implementation real-time with access to visuals to expedite the project,
Provide written procedures that allow the City to perform basic operations upon completion of the implementation.
Change Requests: If there are any changes during the course of the project, the City will require a ‘Change Request’ that is approved by the City. It is important to note that Change Requests are highly discouraged by the City. Any changes to the Scope will require a ‘change request’ that detail:
The purpose of the change,
Costs associated with the change, and any associated impact to the timeline.
Follow-up Review. Consulting: As part of the implementation, the proposer should have a plan to review the project within 90 days of implementation to review that would include at least the following:
1-2-day on site review of the project,
Provide miscellaneous training and/or questions,
Review system flow, set up and procedures.
12. Training
The Proposer must provide a plan for onsite training during the implementation phase.
The system will provide online help guidance to prompt the City’s staff with instructions. The Proposer shall provide what documentation/training manuals will be provided to the City and they shall be included with the cost proposal.
Go-live training must be provided onsite and included in the costs. Proposer must provide details for on-going training (both technical and end user) for all system modules as city staff changes or system changes.
The Proposer should include a dedicated project lead to assist with the project, including but not limited to using best practices to assist with a smooth implementation and successful program. The project lead should be available annually to review the project.
If the proposer has any annual training conference or symposium, attendance for up to 3 attendees annually during the length of this agreement shall be provided. The City’s project manager will identify those attendees to the Contractor in writing no less than 60 days prior to the date of the conference.
13. Consulting Follow-Up, Monthly Meetings and Annual Review
The Contractor will have trained staff to provide on-site consulting to follow-up on the implementation and process. The consultants shall provide a review of the program and present best practices for both the system and expertise in the parking profession;
Include at least one on-site two-day review of the system as a follow up to the implementation within 3-6 months of implementation or sooner if requested by the City.
Hold monthly meetings between key members of the vendor’s and City’s staff teams to review system performance, discuss issues and propose potential solutions.
The proposer may also propose annual consulting in the cost page as an annual or one-time fee.
14. Subcontractors
The Proposer shall provide a list of any subcontractors that are involved either temporarily or permanently for this project. The list must provide contact names, addresses, contact number, product and website for company.
The City reserves the right to reject any subcontractor and/or subcontractor employee. Should the City reject a subcontractor, the Proposer will be required to provide an acceptable alternate subcontractor.
7.2. Scope of Work
2.1 OVERVIEW
The intent of this Scope of Work is to describe the minimum requirements for a Parking Citation and Permit Management program to be used by the City for software, hardware and parking citation
processing. Citations and permits are issued Citywide. Proposer’s software solution must process parking citations issued within the City, pursuant to California State law and City ordinances, which shall
include citation tracking, payment acceptance, appeals processing and collections. Proposer’s software must have an integrated permit system. The system must be able to display a person’s citation and
permit activity within the same system and when needed on the same screens and same reports. The solution must be able to provide the City with complete access to the database using the internet
without the need of any purchased software required to access the system by the City, other than an internet browser.
2.2 WCAG 2.1 Level AA Compliance
All websites, mobile apps, and digital content must conform to WCAG 2.1 AA, including images, PDFs, videos, and forms.
2.3 System Capabilities
The solution must have the following capabilities:
System Multiple Open Tabs. The solution must have the ability to handle multiple open tabs of the system without slowing down or glitching.
Citizen Portal Permit Management. The solution must allow citizens to manage and modify vehicle information associated with multiple annual and/or temporary permits, including the ability to update license plate numbers, add or remove vehicles, and designate primary vehicles as needed.
Different Permits Requirements. The proposed solution must be capable of accommodating varying requirements associated with different types of permits.
Pending Permit Application Queue. The solution must display all pending permit applications in a queue. Include key data fields such as: Permit ID, Applicant name, Address, Submission date, Permit type, Review, Approve and deny buttons. Allow filtering, sorting, and searching.
Pending Initial Review Queue. The solution must display all pending initial review citations in a queue to include:
Appeal ID, Citation number, Appellant name
Appeal submission date
Citation type and violation details
Appeal status (e.g., pending hearing, under review, resolved)
Assigned hearing officer or reviewer
Allow filtering by status, date, or department.
Support actions like scheduling hearings, uploading evidence, and issuing decisions.
Real-Time DMV Response. The solution must include seamless integration with the Department of Motor Vehicles (DMV) systems to enable real-time access and response to DMV data for verification, validation, and transaction processing purposes.
Archive Expired Permits After A Set Timeframe. The solution must have a systematic process for managing permits that have reached their expiration date. Once a permit is no longer valid, it should be moved out of active records and placed into an archive for long-term storage or reference.
Access to Old System Data in New System. The solution must ensure full access to historical data from the legacy system within the new platform. This includes seamless integration, migration, and accessibility of all relevant records to support continuity of operations, reporting, and compliance.
Payment Plan Approval Queue. The system shall maintain a dynamic queue of all active payment plans, sortable by user, account number, plan status, balance due, and next payment date. City users must be able to view, filter, and prioritize entries in the queue.
Indication That a Search Has Been Initiated. The system must provide a clear, immediate indication to users when a search has been initiated. This feature is critical for enhancing user experience, reducing confusion, and ensuring transparency in system responsiveness.
Citizen Search for License Plate and Permit. The system must provide a secure, user-friendly interface that allows citizens to search for and view relevant information related to their license plate and permit records. This feature is intended to improve transparency, self-service capabilities, and reduce the need for direct staff intervention.
DMV Hit Rates. The system must include functionality to track, report, and analyze DMV hit rates, which measure the success of queries made to DMV databases for vehicle or driver information.
Handheld Location Reporting. The solution must support real-time location reporting from handheld devices. This feature is essential for operational oversight, safety, and efficient dispatching.
Citation Image(s) on Appeal Page. The system must allow citation-related images (e.g., photographs of the violation, vehicle, signage, or location) to be displayed directly on the citation appeal page.
Allow Multiple License Plates Per Permit. The system must support the association of multiple license plates with a single permit, while ensuring that only one plate is active at any given time.
Multiple Languages on Customer Portal. The system must provide multilingual capabilities on the customer-facing portal to ensure accessibility and usability for a diverse population.
Customer Call Voice Recordings on Citation and Permit Records. The system must support the storage, retrieval, and playback of customer service call voice recordings directly within individual citation and permit records for authorized City users.
Customer Can Only See Permits Eligible For. The system must ensure that customers can only view and apply for permits they are eligible for, based on predefined criteria such as residency, vehicle type, account status, and other agency-specific rules.
Visual Reports (Graphs/Charts). The system must have a line chart showing the number of citations issued each month, a pie chart illustrating the proportion of different permit types issued, and the ability to create graphs, or at least the ability to download data to create graphs based on ad-hoc reporting.
Open API for Data. The system must provide a secure, well-documented Open API that enables authorized external systems and developers to access, retrieve, and interact with system data.
QR Code on Citations. The system must support the automatic generation and placement of QR codes on citation notices, enabling quick access to citation details, payment options, and appeal processes via mobile devices.
Flowbird/Passport Integrations. The solution must support seamless integration with Flowbird and Passport parking management platforms to enable real-time data exchange.
GPS Map as Part of Citation Records. The system must include embedded GPS map functionality within individual citation records to visually display the exact location where a citation was issued.
User Management. The solution must include a robust User Management System that enables authorized users to create, manage, and audit user accounts, roles, and permissions across the platform.
Response to City Inquiries Within 2 Business Hours. The vendor must ensure that all inquiries from authorized City personnel are acknowledged and addressed within two (2) business hours during standard operating times.
Regular Meetings Between City and Vendor. The vendor must commit to conducting regular meetings with designated City representatives to ensure ongoing communication, alignment on project goals, timely issue resolution, and continuous improvement of services.
Meeting Frequency:
Regular meetings must be scheduled at a minimum of:
Bi-weekly during implementation and onboarding phases.
Monthly during steady-state operations.
Additional ad hoc meetings must be available upon request for urgent matters.
California DMV Integration. The system must support secure and reliable integration with the California DMV to enable real-time access to vehicle registration and address information.
Tyler Munis & Tyler Cashiering Integration. The solution must support seamless integration with Tyler Technologies’ Munis ERP system and Tyler Cashiering to ensure accurate financial transactions, real-time data synchronization, and streamlined workflows between the parking management system and the City’s financial infrastructure.
Permit Renewal with Credit Card on File. The system must support automatic or manual permit renewal using a credit card securely stored on file, allowing customers to renew eligible permits without re-entering payment information.
Vendor Must Process All Payments Except Walk-Ins. The vendor must be responsible for processing all online and IVR payments related to permits, citations, and other parking-related transactions, with the exception of in-person (walk-in) payments, which will be handled directly by City staff through existing systems.
Must Allow Custom And Automated Reporting. The system must provide robust tools for generating customized reports and support automated reporting workflows.
Vendor Must Process And Mail Out All Notices. The vendor must be responsible for the complete processing, printing, and mailing of all notices related to parking operations, including but not limited to citations, permit renewals, payment reminders, delinquency notices, and appeal decisions.
Automatic Renewal Notices By Email. The system must support the automated generation and delivery of renewal notices via email to customers with eligible permits within thirty (30) days of expiration.
Citizen Portal Must Be User Friendly. The system must feature a responsive and well-designed customer-facing interface that prioritizes ease of use, accessibility, and clarity.
Mirror What The Customer Sees. The solution must include functionality that enables authorized City staff to mirror or replicate the customer’s view within the system interface in real time.
Ability to Categorize Citation Appeal Dismissals. The solution must provide functionality to categorize citation appeal dismissals in a structured and consistent manner.
Customizable Drop-Down Appeal Responses And Free Text Fields for Additional Comments. The solution must provide a flexible and user-friendly interface for managing citation appeals, including both structured response options and open-ended comment fields.
Customer Service Calls Reports. The solution must include robust reporting tools that allow authorized City staff to generate and analyze customer service call data across multiple dimensions.
Administrative Hearing Services. The solution must support the end-to-end management of administrative hearing services related to citations appeals. This includes the ability to initiate, schedule, manage, and document hearings in a streamlined and transparent manner.
Administrative Files To The Superior Court. The solution must support the end-to-end process of preparing, transmitting, and tracking docket files for citation-related cases submitted to the Superior Court, while ensuring citation records are updated accordingly.
Permit and Citation Refunds. The solution must support the end-to-end processing of customer refunds related to permits and citations, including those resulting from court dismissals.
Account Search Must Take User To Account, Not Permits. The solution must include a streamlined and intuitive account search feature that prioritizes direct access to customer account records over individual permit details.
24/7/365 Customer Support. The solution must include access to comprehensive customer support services available 24 hours a day, 7 days a week, 365 days a year, ensuring uninterrupted assistance for both City staff and customers.
Manual Citation Payment Entry. The solution must include functionality that allows authorized City staff to manually enter citation payments into the system.
Digital Delivery Mailbox. The solution must include functionality for City users to upload citation documents, appeal documents, manual citations, and other documents for processing by the vendor.
Access To Data By City Users Shall Be Role-Based With 2FA Authenticated Username And Password Protection. The solution must ensure that access to system data by City users is strictly controlled through role-based permissions and secured with two-factor authentication (2FA).
Adjustable Back-Office System Log-Off. The solution must have adjustable time frame for automatic user log-off of the back-office system.
Duplicate Charges. The solution must not allow duplicate charges for the same transaction without clear, prior indication for justification. It must provide users with real-time, payment billing information.
User Interface. The solution must feature a modern, intuitive, and responsive user interface that supports efficient navigation and task completion.
Unlimited Citation Photo Uploads. The systems must support unlimited citation photo uploads per incident.
Number of System Clicks. The solution must prioritize workflow efficiency and ease of use, minimizing the number of clicks or steps required to complete common tasks.
Red Tags (official warning or notification that a vehicle is in violation of certain rules) For Vehicles With No Plate/No Vin. The solution must include functionality for red tagging vehicles that lack identifiable registration markers, specifically: No License Plate and No Visible VIN (Vehicle Identification Number).
System Handheld Notifications Sent To The Officers’ Handheld Devices. The solution must include functionality to send real-time notifications to enforcement officers via handheld devices.
Surface Lots Booklets To Be Edited/Modified By City Users. The solution to provide functionality that allows City users to create, edit, and manage Surface Lot Booklets directly within the system.
Preferential Permits To Be Edited By City Users. The solution to allow authorized City users to directly edit and manage all three (3) Preferential Permit types within the system.
Citations Records To Include Past Due Balances. The solution to ensure that citation records clearly display any past due balances, enabling City staff to manage collections effectively and provide accurate information to customers.
Permit Renewal Date To Start At Expiration Of Current Permit. The solution to support a permit renewal process that ensures the new permit’s effective date begins immediately after the expiration of the current permit, rather than on the date of renewal submission or approval.
‘Last Change’ Query For Meter Payments. The solution must include a ‘Last Change’ query feature that allows enforcement officers to identify and review the most recent updates or changes made to meter payment records.
Save Progress/Info When Entering. The solution must include functionality that allows users both City staff and customers to save progress during data entry, ensuring that partially completed forms or applications are not lost due to session timeouts, interruptions, or the need to gather additional information.
Pay Citation Without Creating Account. The solution must support a secure, user-friendly interface that enables users to pay citations directly without requiring account registration or login credentials.
Purchase Temporary Overnight Parking Exemption Online (TOPEO) Without Creating Account. The system must enable residents and visitors to purchase TOPEO permits quickly and securely without requiring account registration.
Allow Customers To Attach Multiple Documents On Permit Applications. The system must support the ability for users to attach multiple files to their permit applications.
System To Update Times And Fees With Fee Schedule File. The system must support the automated import and application of updated fee structures and operational time parameters from a designated fee schedule file.
Permit And Citation Info On One Page. The system must provide a single-page view that consolidates both permit details and citation records.
Citation Photos Available For Viewing In A Single Click. The system must provide immediate, one-click access to photos associated with citations.
Customizable Fields. The system must support customizable data fields to allow flexibility in capturing, displaying, and managing information related to permits, citations, inspections, and other relevant records.
Reserved Plates. The system must have the capability for authorized city users to reserve license plates with special classifications to prevent unwanted citation through handheld and license plate recognition.
2.3.1 If possible, the City would like the solution to have the following capabilities:
Difference Between Preferential Permit And Daytime Permit. The solution to be capable of accurately recognizing, differentiating, and managing various permit types, specifically Preferential Permits and Daytime Permits.
Assign Citations To Beat Based On Time And Location. The solution to include functionality to automatically assign citations to designated enforcement beats based on the time and geographic location of issuance.
Map Available To Officers. The solution to include an interactive mapping feature that provides enforcement officers with real-time access to their current location, assigned areas, and relevant City boundaries.
Recognize Apartment #s. The solution to include intelligent data processing capabilities to recognize, validate, and accurately associate apartment numbers within customer addresses.
Warnings Citations To Have Additional Information About Parking Restrictions. The solution to support the issuance of warning citations that include detailed information about applicable parking restrictions to improve public awareness and reduce repeat violations.
Daily Preferential Permit Printing Option For Customers. The solution to provide a daily preferential permit printing feature that allows customers to generate and print valid permits for short-term use.
Chalk Marks To Travel Across System. The solution to support the system-wide transfer and visibility of chalk mark data, ensuring that parking enforcement actions are consistently tracked and accessible across all relevant modules and devices.
Print One (1) Image Of Violation On Citation. The solution to include functionality to capture and print one (1) image of the violation directly on the citation notice.
Fuzzy Logic For Citations And Meter Payments. The solution to incorporate fuzzy logic capabilities to intelligently match and validate citation and meter payment data, even when exact matches are not present.
Record How Long It Takes To Issue A Citation. The system to include functionality to automatically record and report the time taken to issue a citation.
Gap Reporting. The system to support comprehensive gap reporting capabilities that allow authorized staff to detect, measure, and address areas where actual performance or compliance deviates from established standards, policies, or expected outcomes.
7.3. Data & PCI Compliance
15. PCI Compliance
The proposed Contractor must conform to all current Payment Card Industry (PCI) regulations and standards as of the Contract Award date. The proposed Contractor shall be responsible for complying with all applicable PCI standards valid for the year the program is implemented as well as continued compliance with all subsequent PCI standards updates for the duration of the contract and any subsequent agreements. The Proposer shall be responsible to provide an annual certification that the PCPMS is PCI compliance according to annual scan of the system by the city’s credit card processor that oversees the PCI compliance annual review.
All aspects provided by the Proposer for credit card processing system shall be Payment Card Industry (PCI) compliant, such that no products or solutions proposed will prevent the City from achieving PCI Compliance in its parking operation. All designs and development deployed in the PCPMS will be fully compliant with any and all applicable PCI security requirements as set forth by the PCI Security Standards Council. All systems, subsystem and or devices that reside or operate within the chain of PCI data gathering, generation, transmission and storage must be 100% PCI compliant at all times.
Solution must have appropriate controls to secure all credit card data from tampering or misuse. The security controls and procedures must conform to all PCI compliance standards in force at the time of installation. Credit card data shall be stored in a secure, password protected database. All reports, receipts and lists of credit card data must have truncated card numbers and other measures to minimize the chances of fraud.
Solution will enable credit card payments to be authorized for the exact amount of parking services purchased.
Within 10 days of execution of the agreement; the Contractor shall provide an Attestation of Compliance (AOC) certificate with scope verification that matches the type of service provided in this Contract or other PCI compliance documents as acceptable to the City. Contractor shall annually provide the AOC or other PCI compliance document acceptable to the City on the contract anniversary date or the AOC renewal date.
The Contractor shall provide a written acknowledgement of responsibilities for PCI controls. The acknowledgement shall provide that Contractor will maintain, on an on-going basis, all applicable PCI DSS requirements to the extent Contractor handles, has access to, or otherwise stores, processes, or transmits City customers' cardholder data or sensitive authentication data or manages the City's cardholder data environment on behalf of the City. Contractor shall sign the City's responsibility Matrix, acknowledging its role in PCI Compliance and verify Contractor's written acknowledgement of responsibilities for PCI controls, as stated in above, at least once a year.
16. Data Security
The vendor provided solution must protect and secure all data and information input to the system, including documents and attachments.
Information must be protected by AES 128-bit or greater encryption. Information must be encrypted in transit between the solution and the user’s web browser.
The solution must encrypt all data stored at rest, including on disk, within databases and when information is maintained external to the solution, such as part of a backup or a data export, unless otherwise authorized in writing by the City.
The solution must maintain a written security program of policies, procedures and controls governing the processing, storage, transmission and security of customer data.
The solution must establish and maintain sufficient controls to meet the objectives stated in ISO 27001 and SSAE 16/SOC1 and SOC2 Type 2 (or equivalent controls) and at least once per calendar year perform an assessment against such standards.
The solution must ensure that all systems are backed up daily to ensure safety of data in the event of a power outage or natural disaster;
The solution must transfer and store off-site all backups of data for disaster recovery.
Each data center includes full redundancy (N+1) and fault tolerant infrastructure for electrical, cooling and network systems. The deployed servers are enterprise scale servers with redundant power to ensure maximum uptime and service availability. The production database servers are replicated in near real time to a mirrored data center in a different geographic region. Each customer instance is supported by a network configuration with multiple connections to the Internet.
17. Data Ownership
The City retains all rights, title and interest in data and information input, uploaded, transmitted, or otherwise provided by or on behalf of the City into the vendor provided solution (“Organizational Data”). All Organizational Data shall remain the sole and exclusive property of the City. Vendor has no right to use Organizational Data for any purpose other than to deliver the services contracted, unless otherwise authorized in writing by the City. Upon termination of any agreement between the City and vendor, the Organizational Data will be provided to the City, including uploaded documents and attachments, in an industry standard format such as csv, json or xml, or other agreed upon format at that time.
18. Data Sovereignty
The vendor provided solution must keep all data and information within the United States, including when information is stored as part of a backup, unless otherwise authorized in writing by the City.
19. Compelled Data Disclosure
In the event vendor receives a subpoena, court order, or other legal process requesting access to or disclosure of any Organizational Data, the vendor shall promptly notify the City in writing, unless legally prohibited from doing so, and shall cooperate with City in seeking a protective order or other appropriate remedy. Any disclosure of Organizational Data in response to legal process must be authorized in writing by the City, unless prohibited by law.
20. Data Storage
The vendor shall not permit the storage of City data and information on vendor mobile or removable devices (e.g. laptops, USB drives, removable drives, optical disks, etc.) except for limited purpose and duration, and only if authorized in writing by the City. Any such use also requires that vendor meets the data security requirements as noted above, ensuring that all storage on mobile or removable devices is appropriately encrypted and protected.
21. Data Deletion
Upon termination of this agreement, or upon written request by the City, the vendor shall permanently delete all City data and information from its systems, including backups and any other repositories under vendor's control, within thirty (30) days, unless retention is required by law or authorized in writing by the City. Deletion must include all documents, attachments, and any derivative data, and shall be performed in accordance with recognized industry standards for secure data erasure. Upon completion of data deletion, the vendor shall provide the City with written certification confirming the destruction of all relevant data.
22. Artificial Intelligence (AI) Usage Disclosure
The vendor shall fully disclose any use of Artificial Intelligence (AI), Machine Learning (ML), or automated decision-making technologies within the proposed solution. This includes, but is not limited to, the specific functions where AI is used, the nature of the AI model (e.g., predictive, generative, or rule-based), and whether the AI is proprietary, third-party, or open-source. The vendor shall also disclose whether any AI models are shared across multiple customers or tenants. The City reserves the right to approve or reject the use of AI components based on risk, transparency, and alignment with City policies.
23. Prohibition on Use of City Data for AI Training
The vendor shall not use any City data or information to train, fine-tune, or otherwise improve any AI or ML models, whether proprietary, third-party, or public, without the City’s express written consent. As used here, City data or information includes metadata, logs, and derived data. This includes a prohibition on using City data for training public or shared models. If AI models are used, the vendor must ensure City data is excluded from any datasets used for model development or refinement unless explicitly authorized in writing by the City.
24. AI Feature Transparency and Choice
The vendor shall disclose whether the proposed solution includes Artificial Intelligence (AI), Machine Learning (ML), or automated decision-making technologies that are integral to its functionality. Where feasible, the vendor should provide mechanisms that allow the City to configure or limit the use of such features. The City recognizes that opting out of AI features may reduce functionality; however, vendors are expected to design solutions that support informed decision-making by clearly identifying which features rely on AI and whether such features are optional or required.
25. System Support: Technical and User Requirements
The Contractor should provide how the PCPMS will be supported throughout the term of the agreement but specially provide within the proposal the support program for all software, service, product warranty, software (software bugs, software updates), and any user or technical support.
Identify the proposed staff that will implement, support and provide services; including an organization diagram, and brief resumes or qualifications of key staff with similar experience;
Propose how the Contractor will provide technical and user support to the City;
Hours of support;
What is the Contractor’s support resolution timeframe?
The support service should provide and guarantee some form of support
communication not less than 24 hours of support request;
How does the Contractor track support tickets and how can the City be assured a support ticket is resolved in a reasonable timeframe?
Methods for support choices or options;
Levels of support;
Emergency support, when is emergency support provided and can the City request urgent support?
How is a support ticket reported, tracked and when can the City request the Contractor to escalate a problem?
Describe the support team and provide a resume of the director or manager of the support team.
Provide what capabilities would be provided to the City that would allow internal troubleshooting and possibility self-rectify the problem.
The support program can contain various elements of support such as a direct manufacturer support; The Proposer should specify what support is provided by
the Contractor and what support is managed by a third party.
The contractor should provide a copy of their current Service Level Agreement (SLA) in the proposer’s attachments.
Key Performance Indicators:
The vendor will receive and process emergency requests (system outages,
handheld communication issues, etc.) 24/7/365.
The vendor will receive all other requests and provide an update within 2 business hours.
For issues that cannot be resolved within one business day, the vendor will provide a daily update on the status of the issue.
26. Contract Performance Requirements
The City shall monitor the contract and expect the contract project manager to meet with the City as a group on a monthly basis and individually on an as-needed basis to review service levels and identify action items. Meeting by teleconference or video conference shall be acceptable after initial implement of the PCPMS is accepted.
The Project Manager shall inform the City of an unacceptable performance of duties covered in the scope of services and require remedial action within acceptable timeframes. The City may request written documentation of the incident and corrective action taken by the vendor.
The vendor’s headquarters and cashiering facility must be compliant with the Americans with Disabilities Act (ADA) regarding disabled access to the physical premises.
The vendor shall provide its staff continuous training in order to maintain an accuracy rate of 99.9% for all services provided by the vendor as specified in the Contract.
Forward correspondence outside of scope of service provided or that requires City action within 24 hours of by the end of the next business day.
Customer Call Center shall provide interpreter services for Spanish, Armenian and Chinese telephone calls during normal business hours and guarantee turnaround time of no more than 2 business days for correspondence after scanning and indexing.
Vendor’s Project Manager will be available a minimum of 30% of their work week to the City.
Database and all subsystem platforms must be available 20 hours per day, 7 days per week, except for maintenance windows that are approved by the City.
The vendor shall maintain performance levels as described in this section.
The vendor shall provide objective and mutually agreeable methods of measurement to enable the City to monitor the customer service level specific performance standards. Penalties are listed below.
Minimum Uptime Performance: Vendor will use commercially reasonable efforts to make its system available with an Uptime Percentage of at least 98%. Vendor will notify the City’s contact and designated backups of any system outage and take steps to remedy any issues to make the system accessible as quickly as possible. In the event of a scheduled outage, the vendor will notify the City’s contact and designated backups at least two weeks prior to the outage. Notices will be sent via email. During the system outage, a notification page will be displayed stating the system is undergoing maintenance and also stating the scheduled outage times.
Vendor will give the City credits if the average uptime is below 98% within any calendar month. Credits will be in the form of a monetary rebate to the net paid to the City based on the following schedule for each calendar month:
Uptime between 98% and 95% - Rebate of 2% of the average net revenue over the previous three full months.
Uptime between 94.9% - 90% - Rebate of 10% of the average net revenue over the previous three full months.
Uptime below 90% - Rebate of 30% of the average net revenue over the previous three months.
27. Key Performance Indicators and Liquidated Damages
See the chart below for a summary of key performance indicators and their associated liquidated damages
Key Performance Indicator
Liquidated Damages
The communication with the DMV will be in real time if possible. If not, then an update between the PCPMS and the DMV should take place at least once a day.
$250 per day of updates not taking place.
The MR system should update payments in the PCOMS in real time.
$250 per day of real-time updates not taking place
Letters should be generated and mailed within 24 hours of when they are initially processed.
$5 per letter not being sent within 24 hours.
All payments must be reflected in the PCPMS in real time.
$$250 per day of real-time updates not taking place
The integration between Tyler Munis Cashiering and the PCPMS must be in real time.
$250 per day of real-time updates not taking place
All changes made in the PCPMS must be made available to officer via handheld in real-time.
$250 per day of real-time updates not taking place.
Updates must be made between the PCPMS and the collectors agency at least daily via the integration.
$250 per day of updates not taking place.
Both vehicles and LPR systems must have an uptime of at least 95%.
$1,000 per 24-hour period that vehicles or LPR systems are offline (per vehicle and/or per system)
The vendor will receive and process emergency requests (system outages, handheld communication issues, etc.) 24 hours a day, 7 days a week.
$1,000 per occurrence where emergency requests are not received and/or processed within 2 hours
The vendor will receive all other requests and provide an update within 2 business hours.
$500 per occurrence where updates are not received within 2 hours of submission
For issues that cannot be resolved within 2 business hours, the vendor will provide a daily updated on the status of the issue.
$500 per occurrence where daily update is not provided
Vendors are expected to track and report on KPIs on a monthly basis.
28. Location
Permits and parking citations are both issued City-wide.
The City’s Parking Office is located at:
100 N. Garfield Avenue, Room N106
Pasadena CA 91101
Any on-site meetings will most likely occur at this address.
29. Duration And Service Dates
The City desires to ‘Go-Live’ as soon as practicable. The Contractor should provide a final version of their implementation schedule within thirty (30) calendar days from date of the date of award. The City will have the final approval of the timelines.
The Proposer shall include a proposed timeline/work schedule to indicate duration and completion dates along with any project milestone and or deliverables needed to complete the project on time. Proposal shall also include an estimate on the amount of time to be spent with City Staff.
30. Additional Requirement
Migration Preparation
Administrator Training, Documentation and Knowledge Transfer
Onsite training of IT staff
Administrator documentation detailing
User Documentation and Knowledge Transfer
8. Sample Contract
8.1. Contract Duration
The initial term of the Contract resulting from this proposal is for five years from the date the City executes the contract. The compensation set forth in the Proposal shall remain valid and in effect during the initial term of the contract. There shall be two optional one-year extension periods subject to the approval of the City Manager, in his sole and absolute discretion, and which shall be memorialized in the form of an amendment to the contract, setting forth the agreed upon amount of compensation and such other terms and provisions as the parties may agree upon for each extension period.
8.2. SAMPLE CONTRACT
A sample of the contract the successful vendor will be required to enter into with the City is attached (Attachments) and by this reference incorporated herein and made part of this solicitation.
9. Price Proposal
Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The cost proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The table(s) below is intended to be a sample. Proposers may add necessary line items provided they are in compliance with instructions in this RFP for "Cost Proposals." The cost proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for materials and supplies.
INSTRUCTIONS:
Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price and/or unit price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s price shall include, without limitation:
all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);
performance of each and every portion of the work
all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;
all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;
all taxes, duties, permits, and other fees or royalties incident to the performance of the SCOPE OF WORK;
payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;
compensation for all risks, liabilities, and contingencies assigned to the Proposer; and
all other costs needed or incurred to complete the Project.
Export This Table
Line Item
Description
Quantity
Unit of Measure
Unit Cost
Total
1
Cost of providing service as described in the scope of work as described in this RFP for the first 3 years.
1
Annual
Total
$0.00
Columns
10. Review and Award Recommendation Process
10.1. Review and Award
A screening committee will determine which proposals are responsive to City requirements and needs. The technical portions of responsive proposals will be evaluated by a selection panel consisting of personnel from the City. The selection may be based solely on the written proposals submitted.
PROPOSERS may be invited to a meeting to provide additional clarification of the content of their proposal. The City reserves the right to invite all of the PROPOSERS for an oral clarification OR only the top three (3) ranked firms based on the initial written proposal review. The meeting will not alter the selection criteria but will be used to clarify content of the proposal. The final scoring and ranking will be made after the meetings. Proposals shall consist of the sections named in the “Contents of Proposal” outlined below.
The weighted scoring in the Evaluation Criteria prioritizes the factors most important for this solicitation. A winner will be chosen based on the Total Average points of all evaluators across all scoring factors.
Once an agreement is reached with a Proposer, staff will recommend award of a contract. The City reserves the right to select the firm which, in its sole judgment, best meets the needs of the City.
For City Departments: Any contract resulting from this RFP, if more than $75,000, shall not be effective until approved by the City Manager. Any contract resulting from this RFP, if more than $250,000 shall not be effective until approved by the City Council.
For Operating Companies (such as the Rose Bowl): Any contract resulting from this RFP, if $250,000 or less, shall not be effective until approved by the top executive official of the Operating Company. Any contract resulting from this RFP, if more than $250,000, shall not be effective until approved by the Board of the Operating Company (including the Pasadena Rental Housing Board, Rose Bowl Operating Company, Pasadena Center Operating Company, or Pasadena Media).
10.2. Separate Review of Technical, and Price Proposals
The Technical Proposal and the Price Proposal will be evaluated separately. First will be all non-price qualifications including but not limited approach, experience, all Required Forms, litigation history, responsiveness, and all elements related to the non-price evaluation factors in the Evaluation Criteria (#Evaluation Criteria). The City may utilize separate evaluation committees to review the Technical and Price elements.
11. Public Contract Claims Procedure
PUBLIC CONTRACT CODE SECTION 9204 PUBLIC WORKS CLAIMS PROCEDURE
AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.
For this legislation, a “public works project” is defined as “the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.” This definition is not as broad as in the Prevailing Wage Law.
A “claim” is defined as “a separate demand by a contractor sent by registered mail or certified mail with return receipt requested…” and is limited to three types of contract disputes:
1. “A time extension…for relief from damages or penalties for delay assessed by a public entity….”
2. “Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled”, and/or
3. “Payment of an amount that is disputed by the public entity.”
Upon receipt of a claim, a public entity must "conduct a reasonable review" and provide a written statement to the contractor within 45 days of receipt of the claim. Failure of a public entity to respond to a claim within the time periods described in Section 9204 "shall result in the claim being deemed rejected in its entirety."
For any undisputed portion of a claim, a public entity must make payment within 60 days of the public entity's issuance of the written statement.
If the contractor disputes the public entity's written statement, or if the public entity fails to respond, the contractor may demand "an informal conference to meet and confer for settlement of the issues in dispute." The public entity must schedule the meet and confer conference within 30 days of the demand.
Within 10 business days following the meet and confer conference, the public entity must provide a written statement identifying the portion of the claim that remains in dispute.
Any payment due on an undisputed portion of the claim must be made within 60 days of the meet and confer conference. Amounts not paid in a timely manner shall bear interest at 7 percent per year.
After the meet and confer conference, any disputed portion of the claim "shall be submitted to non-binding mediation." If mediation fails to resolve the dispute, the parts of the claim that remain in dispute shall be subject to applicable procedures outside Section 9204 (statutory and contractual).
The full text of this new legislation is set forth below:
THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS:
SECTION 1.
Section 9204 is added to the Public Contract Code, to read:
9204.
(a) The Legislature finds and declares that it is in the best interests of the state and its citizens to ensure that all construction business performed on a public works project in the state that is complete and not in dispute is paid in full and in a timely manner.
(b) Notwithstanding any other law, including, but not limited to, Article 7.1 (commencing with Section 10240) of Chapter 1 of Part 2, Chapter 10 (commencing with Section 19100) of Part 2, and Article 1.5 (commencing with Section 20104) of Chapter 1 of Part 3, this section shall apply to any claim by a contractor in connection with a public works project.
(c) For purposes of this section:
(1) “Claim” means a separate demand by a contractor sent by registered mail or certified mail with return receipt requested, for one or more of the following:
(A) A time extension, including, without limitation, for relief from damages or penalties for delay assessed by a public entity under a contract for a public works project.
(B) Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled.
(C) Payment of an amount that is disputed by the public entity.
(2) “Contractor” means any type of contractor within the meaning of Chapter 9 (commencing with Section 7000) of Division 3 of the Business and Professions Code who has entered into a direct contract with a public entity for a public works project.
(3) (A) “Public entity” means, without limitation, except as provided in subparagraph (B), a state agency, department, office, division, bureau, board, or commission, the California State University, the University of California, a city, including a charter city, county, including a charter county, city and county, including a charter city and county, district, special district, public authority, political subdivision, public corporation, or nonprofit transit corporation wholly owned by a public agency and formed to carry out the purposes of the public agency.
(B) “Public entity” shall not include the following:
The Department of Water Resources as to any project under the jurisdiction of that department.
The Department of Transportation as to any project under the jurisdiction of that department.
The Department of Parks and Recreation as to any project under the jurisdiction of that department.
The Department of Corrections and Rehabilitation with respect to any project under its jurisdiction pursuant to Chapter 11 (commencing with Section 7000) of Title 7 of Part 3 of the Penal Code.
The Military Department as to any project under the jurisdiction of that department.
The Department of General Services as to all other projects.
The High-Speed Rail Authority.
(4) “Public works project” means the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.
(5) “Subcontractor” means any type of contractor within the meaning of Chapter 9 (commencing with Section 7000) of Division 3 of the Business and Professions Code who either is in direct contract with a contractor or is a lower tier subcontractor.
(d) (1) (A) Upon receipt of a claim pursuant to this section, the public entity to which the claim applies shall conduct a reasonable review of the claim and, within a period not to exceed 45 days, shall provide the claimant a written statement identifying what portion of the claim is disputed and what portion is undisputed. Upon receipt of a claim, a public entity and a contractor may, by mutual agreement, extend the time period provided in this subdivision.
(B) The claimant shall furnish reasonable documentation to support the claim.
(C) If the public entity needs approval from its governing body to provide the claimant a written statement identifying the disputed portion and the undisputed portion of the claim, and the governing body does not meet within the 45 days or within the mutually agreed to extension of time following receipt of a claim sent by registered mail or certified mail, return receipt requested, the public entity shall have up to three days following the next duly publicly noticed meeting of the governing body after the 45-day period, or extension, expires to provide the claimant a written statement identifying the disputed portion and the undisputed portion.
(D) Any payment due on an undisputed portion of the claim shall be processed and made within 60 days after the public entity issues its written statement. If the public entity fails to issue a written statement, paragraph (3) shall apply.
(2) (A) If the claimant disputes the public entity’s written response, or if the public entity fails to respond to a claim issued pursuant to this section within the time prescribed, the claimant may demand in writing an informal conference to meet and confer for settlement of the issues in dispute. Upon receipt of a demand in writing sent by registered mail or certified mail, return receipt requested, the public entity shall schedule a meet and confer conference within 30 days for settlement of the dispute.
(B) Within 10 business days following the conclusion of the meet and confer conference, if the claim or any portion of the claim remains in dispute, the public entity shall provide the claimant a written statement identifying the portion of the claim that remains in dispute and the portion that is undisputed. Any payment due on an undisputed portion of the claim shall be processed and made within 60 days after the public entity issues its written statement. Any disputed portion of the claim, as identified by the contractor in writing, shall be submitted to nonbinding mediation, with the public entity and the claimant sharing the associated costs equally. The public entity and claimant shall mutually agree to a mediator within 10 business days after the disputed portion of the claim has been identified in writing. If the parties cannot agree upon a mediator, each party shall select a mediator and those mediators shall select a qualified neutral third party to mediate with regard to the disputed portion of the claim. Each party shall bear the fees and costs charged by its respective mediator in connection with the selection of the neutral mediator. If mediation is unsuccessful, the parts of the claim remaining in dispute shall be subject to applicable procedures outside this section.
(C) For purposes of this section, mediation includes any nonbinding process, including, but not limited to, neutral evaluation or a dispute review board, in which an independent third party or board assists the parties in dispute resolution through negotiation or by issuance of an evaluation. Any mediation utilized shall conform to the timeframes in this section.
(D) Unless otherwise agreed to by the public entity and the contractor in writing, the mediation conducted pursuant to this section shall excuse any further obligation under Section 20104.4 to mediate after litigation has been commenced.
(E) This section does not preclude a public entity from requiring arbitration of disputes under private arbitration or the Public Works Contract Arbitration Program, if mediation under this section does not resolve the parties’ dispute.
(3) Failure by the public entity to respond to a claim from a contractor within the time periods described in this subdivision or to otherwise meet the time requirements of this section shall result in the claim being deemed rejected in its entirety. A claim that is denied by reason of the public entity’s failure to have responded to a claim, or its failure to otherwise meet the time requirements of this section, shall not constitute an adverse finding with regard to the merits of the claim or the responsibility or qualifications of the claimant.
(4) Amounts not paid in a timely manner as required by this section shall bear interest at 7 percent per annum.
(5) If a subcontractor or a lower tier subcontractor lacks legal standing to assert a claim against a public entity because privity of contract does not exist, the contractor may present to the public entity a claim on behalf of a subcontractor or lower tier subcontractor. A subcontractor may request in writing, either on his or her own behalf or on behalf of a lower tier subcontractor, that the contractor present a claim for work which was performed by the subcontractor or by a lower tier subcontractor on behalf of the subcontractor. The subcontractor requesting that the claim be presented to the public entity shall furnish reasonable documentation to support the claim. Within 45 days of receipt of this written request, the contractor shall notify the subcontractor in writing as to whether the contractor presented the claim to the public entity and, if the original contractor did not present the claim, provide the subcontractor with a statement of the reasons for not having done so.
(e) The text of this section or a summary of it shall be set forth in the plans or specifications for any public works project that may give rise to a claim under this section.
(f) A waiver of the rights granted by this section is void and contrary to public policy, provided, however, that (1) upon receipt of a claim, the parties may mutually agree to waive, in writing, mediation and proceed directly to the commencement of a civil action or binding arbitration, as applicable; and (2) a public entity may prescribe reasonable change order, claim, and dispute resolution procedures and requirements in addition to the provisions of this section, so long as the contractual provisions do not conflict with or otherwise impair the timeframes and procedures set forth in this section.
(g) This section applies to contracts entered into on or after January 1, 2017.
(h) Nothing in this section shall impose liability upon a public entity that makes loans or grants available through a competitive application process, for the failure of an awardee to meet its contractual obligations.
(i) This section shall remain in effect only until January 1, 2027, and as of that date is repealed, unless a later enacted statute that is enacted before January 1, 2027, deletes or extends that date.
(Amended by Stats. 2019, Ch. 489, Sec. 1. (AB 456) Effective January 1, 2020. Repealed as of January 1, 2027, by its own provisions.)
SEC. 2.
The Legislature finds and declares that it is of statewide concern to require a charter city, charter county, or charter city and county to follow a prescribed claims resolution process to ensure there are uniform and equitable procurement practices.
SEC. 3.
If the Commission on State Mandates determines that this act contains costs mandated by the state, reimbursement to local agencies and school districts for those costs shall be made pursuant to Part 7 (commencing with Section 17500) of Division 4 of Title 2 of the Government Code.
12. Evaluation Criteria
Evaluation of the proposals will be based on a competitive selection process, in which the evaluation of proposals will not be limited to price alone. The capability of the proposer to satisfy the City requirements identified in this solicitation, and the experience of the proposer in providing services of this type, size and scope will also be considered in the selection. This RFP has been structured to provide specific requirements which function as a standardized framework for the evaluation. The weighted scoring prioritizes the factors most important for this solicitation. A winner will be chosen based on the Total Average points of all evaluators across all scoring factors.
The City, in consultation with the selection panel, reserves the right to reject any and all proposals. The selection panel will grade and score responsive proposals with the following criteria and weights: The competitive selection evaluation criteria are as follows:
1. System Requirements
Points will be assigned based on Ease of Use; Mobile Capability/Support; Data Queries and Reporting; Support and Maintenance; Integration with existing systems; Training and Documentation; Software and Workflow Requirements.
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
2. Proposed Solution
Points will be assigned for “Functional and Technical Merit” based on the capability of the proposer to satisfy the City requirements identified in the SCOPE OF WORK and as delineated. Points will be assigned for “Completeness of Proposed Solution” based on the vendor submitting a proposal that follows the guidelines specified in the SCOPE OF WORK.
Scoring Method:
Points Based
Weight (Points):
20 (20% of Total)
3. Experience and References
Points will be assigned for “Experience with Projects of this Size and Scope in an Agency of Similar Size” based on a vendor’s previous experience with municipal agencies, as delineated in the SCOPE OF WORK, and CLIENT REFERENCES. Relevant experience, and technical expertise of the Consultant and sub-Consultants (if allowed) to perform the work. Points will be assigned based on references that named professionals are responsive to requests for analyses and information, have met or exceeded all performance expectations, and would be contracted with again. Nature and quality of completed work for other governmental agencies.
Scoring Method:
Points Based
Weight (Points):
20 (20% of Total)
4. Implementation Timeline
Points will be assigned based on an implementation timeline and milestone plan in the form of a Gantt chart that includes but is not limited to dates for installation, training, project rollout, and payment milestones.
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
5. Cost Proposal
Points will be assigned based on a “Ratio Method.” The proposer’s cost must include the delivery of the proposed solutions, as well as any recurring costs (if any) as delineated in the Scope of Work and the PRICE PROPOSAL.
With this method, the proposal with the lowest cost receives the maximum points allowed. All other proposals receive a percentage of the points available based on their cost relationship to the lowest price. This is determined by applying the following formula:
Lowest Price / Evaluated Price X maximum points available = Awarded Points
Example: The cost for the lowest proposal is $100,000. The next lowest proposal has a cost of $125,000. The total points available for cost = 30 points.
( $100,000 / $125,000 ) X 30 = 24 points
Scoring Method:
Reward Low Cost
Weight (Points):
20 (20% of Total)
6. Local Pasadena Business
To be awarded a 5 point preference for this category, the proposer must have an official business address within the City of Pasadena at the time that this RFP is posted on the City’s Website.
Scoring Method:
Pass / Fail
Weight (Points):
5 (5% of Total)
7. Small or Micro-Business
To be awarded a 5 point preference for this category, the proposer must be certified by the State of California as a small or micro-business. Refer to the State of California Department of General Services Division for further information. https://caleprocure.ca.gov/pages/sbdvbe-index.aspx
Scoring Method:
Pass / Fail
Weight (Points):
5 (5% of Total)
13. Attachments
A - Master Services Contract
B - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2
D - DISQUALIFICATION_DISCLOSURE (4)
E - CONFLICT_OF_INTEREST (5)
F - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2)
G - DoIT Technical Questionnaire
H - DESIGNATED REPRESENTATIVESdocx
I - RELEVANT EXPERIENCE FORM
14. Submittal Instructions
14.1. Early Preparation for Submission
We value your participation in this solicitation and want to ensure you have every opportunity to present your response in the manner instructed in this solicitation. It is important that you submit a complete response prior to 3:00 pm on Wednesday, August 26, 2026 through this eProcurement portal. We strongly advise against waiting to within the last three days of the submittal deadline to begin working on your response. Starting early on your response increases time to:
Thoroughly review all requirements and the entire solicitation document.
Gather, organize, and complete the necessary documents for submittal.
Address any unforeseen technical issues that may arise during the preparation or submittal of your response.
Delaying your response may result in errors, or can cause you to miss the submission deadline. Either of which can negatively impact your submittal or cause your submittal to not be accepted.
14.2. Training Resources for Vendors:
Screen Shots:
Instructions for the new eProcurement System: The following link will help you Get Started (https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9) and will include vendor guides for using the system. Below are additional screen shots for support.
All Video Guides: OpenGov Procurement Vendor Training
New Supplier Account
Submit a Bid or Proposal
Updating Your Company Designation on a Solicitation
Vendor Selection of Category Codes
How To Subscribe To Organizations And Find Active RFPs & Bids
Login Process
How to Edit or Withdraw your Proposal after it's been Submitted
How to Submit a Question
Viewing Bid Results
Video Trainings
14.3. OpenGov Technical Support
Technical support for an eProcurement system plays a vital role in ensuring smooth operations. You can call or email technical support using the information below.
Phone: (650) 336-7167
Email: support@support.opengov.com
Issue Log: https://opengov.my.site.com/support/s/contactsupport/incident
Live Chat: Click on the circle blue icon at the bottom right of the screen.
14.4. Internet Access
The City cannot guarantee that equipment involved in Solicitation Submission will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received as instructed in this solicitation complete and prior to the deadline. The City is not responsible for the confidentiality of information transmitted over the Internet.
It is the Respondent's responsibility to review your status in our eProcurement system and update your contact information and notification preferences accordingly.
The City does not recommend waiting until the last two days to start preparing or submitting your response.
14.5. Electronic Submission and Delivery Instructions
Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 3:00 pm, Wednesday, August 26, 2026. Please upload all required documents as instructed in the section named Submittals/Checklist sufficiently early electronically through the city's eProcurement Portal before the time and day listed in this solicitation. Responses must be received in the system prior to the deadline.
The Specification or Scope of Work included in this Notice shall be considered part of any contract made pursuant thereunder.
14.6. Withdrawal of Proposal
Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 3:00 pm on Wednesday, August 26, 2026.
14.7. City Changes to the Solicitation Documents
The City reserves the right to change any part of these Instructions and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each Bidder or Proposer. A Bidder's or Proposer's failure to address the requirements of the addenda may result in the response not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date.
Addenda shall be acknowledged via the City'seProcurement Portal for the project named "Parking Citations and Permit Management Solution." Project ID: 2026-RFP-0341. Bidders or Proposers can view a list of addenda released by the City by clicking on "Addenda & Notices." While drafting a response, there is a section for "Addenda Confirmation" where Bidders or Proposers must acknowledge each addenda released.
14.8. Deadline for Questions
The deadline to submit questions related to this solicitation is Wednesday, August 5, 2026, prior to 3:00 pm.
Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.
14.9. Follow these simple steps to submit your proposal electronically:
If you are already registered and need help logging in or retrieving your user information utilize the blue chat bubble visible on the lower right hand corner of the screen.
Click on the hyperlink for the City's eProcurement Portal to create your vendor profile.
Electronic Submission of Bids
All Proposers are required to submit their bid pricing electronically via the city's eProcurement Portal. The electronic system will close submission exactly at the date and time set forth in this solicitation or as changed by addenda. In addition, your bid must be submitted via the eProcurement Portal.
Proposers are responsible for submitting and having their bid accepted before the closing time set forth in this solicitation or as changed by addenda. NOTE: It is the Proposer's sole responsibility to ensure their bid and document(s) are uploaded, transmitted, and arrive in time electronically. The City will have no responsibility for bids that do not arrive in a timely manner, no matter what the reason.
Upon closing of the Bid, Bid Results will be available on the City's eProcurement Portal.
In the case of a discrepancy between the electronic bid schedule (pricing) and any uploaded Bid schedule document or pricing, the electronic bid schedule will be the accepted bid.
Steps to Submit Your Electronic Proposal:
To submit an offer to the City, vendor must begin by clicking on the green DRAFT PROPOSAL button.
https://procurement.opengov.com/portal/pasadena/projects/269899
1. Acknowledge all Addenda
2. Accept City of Pasadena Terms and Conditions Message
3. Answer all required vendor questions.
4. Upload all required forms. Proposer may save their work and return.
5. Review your work and submit proposal when ready.
6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.
7. Proposer may withdraw their bid at any time prior to 3:00 pm on Wednesday, August 26, 2026.
Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.
1- Acknowledge the new addenda; and
2- Resubmit your bid through the City's eProcurement Portal.
Do Not upload a Zip File: Unzip Your Files
Note: If your files are [zipped or] in a zip folder, you may need to unzip the files before uploading. The following instructions may be helpful to do so.
Open File Explorer, and find the zipped folder.
To unzip the entire folder, right-click to select Extract All, and then follow the instructions.
To unzip a single file or folder, double-click the zipped folder to open it. Then, drag or copy the item from the zipped folder to a new location.
14.10. Vendor Registration Instructions & Customer Service information:
Click here to register onto the City's eProcurement Portal hosted by OpenGov.
If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.
Customer Service
For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.
Monday through Friday 5 am - 5 pm PST, except statutory holidays-- response time is typically less than ten minutes.
14.11. Surety2000 Instructions
If a bid bond is required, below are instructions for utilizing Surety2000 to submit an electronic bid bond.
Video Trainings:
How a Contractor Registers with Surety2000: https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view
How to Create a Bond: https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view
How to Sign the Bond: https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view
Bid Bond Instruction:
Bidders must provide all required information for the City to verify the bond with their bid. The bond must meet the following requirements and characteristics: Bid security in the amount of five percent (5%) of the total bid price in the form of a redeemable or callable electronic surety bond, meeting City requirements, must accompany all bids. If the Bidder to whom the contract is awarded shall for fifteen (15) calendar days after such award fail or neglect to enter into the contract with the required insurance documentation, submit the Construction & Demolition Waste Management Plan, and file the required bonds, the City may deposit in its treasury said bid security and, under no circumstances, shall it be returned to the defaulting Bidder. Failure to return signed contract with all the attachments stated above may result in having the project awarded to the next lowest bidder.
Here is what bidders must provide to their bonding agent when trying to setup a bid bond for the City of Pasadena: The Project ID of the solicitation on which you are bidding. Your Contractor Vendor ID which is your Federal Tax ID or it’s equivalent. Both fields are required for validation. If you are having trouble finding these ID’s, please contact Surety2000 at 1-800-660-3263 or email help@surety2000.com
15. Submittals/Checklist
The response to this RFP must be made according to the requirements set forth in this Article, both for content and for sequence. Noncompliance with these requirements or the inclusion of conditions, limitations, or misrepresentations, may be cause for rejection of the proposal.
1. Acknowledgements
1.1. Proposer Certification*
By submitting this bid the proposer hereby certifies under penalty of perjury of the laws of the State of California that all representations made in the documents that comprise the proposal for Parking Citations and Permit Management Solution due on Wednesday, August 26, 2026 are true and correct to the best of my knowledge at the time of the proposal’s submission.
By confirming, the vendor is acknowledges the following:
We have reviewed and agreed to all of the documents contained in this solicitation and understands that the City will not be responsible for any errors or omissions on the part of the vendor in making up this bid or proposal.
The representations herein are made under penalty of perjury.
We hereby offer to sell the City of Pasadena the materials, products, and/or services at the prices shown and under the terms and conditions included hereon or attached or referenced.
Please confirm
*Response required
2. CONTENTS OF PROPOSAL
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 (Not including report samples) grand total pages.
2.1. Mandatory Content*
Cover letter
Table of Contents
Required Certifications AND Forms (see items in this Checklist)
Technical Proposal
Price Proposal
Statement of Qualifications and/or Experience
Additional Data (if required)
Subsequent to the closing of this solicitation, the selected vendor will be required to provide the following documents within 10 calendar days of being notified, otherwise the submitted proposal may be deemed non-responsive.
Request for Tax Payer Identification Number and Certification (IRS Form W-9)
Pasadena Business License (if required)
Any Required Licenses or Certifications
All Insurance Required by this Solicitation (If Required) #Insurance Requirements
Please confirm
*Response required
2.2. Cover Letter and Table of Contents *
Upload your Cover Letter and Table of Contents :
“Cover Letter” shall be a maximum one-page letter including the name and address of the organization submitting the proposal; whether the proposing firm is an individual, partnership, corporation or joint venture; and the name, mailing/e-mail addresses, and telephone/fax numbers the contact person who will be authorized to make representations for the organization.
*Response required
2.3. Separate Technical Proposal Only - Proposal Submittal*
“TECHNICAL PROPOSAL” should demonstrate the PROPOSER’S full understanding of the SCOPE OF WORK and the effort needed to complete the Project on time and within the budget through the submittal of a proposed work plan including project deliverables (identify specifically and thoroughly for each portion of and phase). No pricing shall be included in this section.
The TECHNICAL PROPOSAL shall include a proposed work schedule to indicate duration and completion dates, including the dates of Deliverables/Milestones and estimates of the amount of time to be spent with City Staff during each phase of the project.
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of 50 (Not including report samples) combined.
*Response required
2.4. Separate Price Proposal Submittal:
PRICE PROPOSAL shall be submitted in this upload apart from the proposal.
Reference PRICE PROPOSAL.
Specifies, at a minimum, the level of effort and hourly rate for Proposer’s key personnel/project position and a detailed breakdown of fees for each sub-consultant as an attachment.
Estimated reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the Project scope of services. The proposed estimated reimbursable cost schedule shall include a detailed listable of reimbursables.
Each Proposer must submit a PRICE Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s lump-sum price shall include, without limitation:
all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);
performance of each and every portion of the work
all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;
all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;
all taxes, duties, permits, and other fees or royalties incident to the performance of the SCOPE OF WORK;
payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;
compensation for all risks, liabilities, and contingencies assigned to the Proposer; and
all other costs needed or incurred to complete the Project.
all ProForma Submission Requirements (if required)
2.5. Additional Data (if necessary)
“Additional Data” shall include any other data the PROPOSER deems essential to the evaluation of the proposal, i.e., letter of reference, other related projects, etc., or other required documents.
The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of 50 (Not including report samples) combined.
3. Preferences (if applied)
3.1. Is your company currently certified with the State of California Department of General Services (DGS) as a Small or Micro Business?*
If this preference is applied to the solicitation, and your company is seeking this preference, you must provide a copy of the certification from DGS.
Yes
No
*Response required
When equals "Yes"
3.1.1. Please upload a copy of your Current California DGS Certification*
*Response required
3.2. Is your company currently located within the boundary of the City of Pasadena?*
Yes
No
*Response required
When equals "Yes"
3.2.1. Please upload a copy of your Company's Pasadena Business License*
*Response required
4. QUALIFICATIONS
4.1. Statement of Qualifications and/or Experience
The Statement of Qualifications should highlight your company’s most applicable products, services, and experience.
5. FORMS
Please download, complete and submit any required forms below.
5.1. Disclosure of Contracts with the U.S. Department of Homeland Security (DHS)*
Disclosures:
Respondents are invited to disclose any current contracts, subcontracts, or agreements with DHS, including any related data-sharing arrangements. If provided, respondents may include:
DHS agency or sub-agency (if applicable)
General description of services
Whether data-sharing with third parties is involved
If no such relationships exist, respondents may indicate “No.”
Questions related to the disclosure shall be asked and answered through the solicitation Question and Answer process. The completed disclosure form will be reviewed by and shared with the City Manager’s office. Please upload this form as part of the submittal checklist and email a copy to CMOContractsAssessement@cityofpasadena.net.
DHS_Contract_Disclosure_Form.xlsx
*Response required
5.2. AA1; AA2; AA3; SIGNATURE & LEGAL STATUS; AND DECLARATION OF NON-Collusion*
If your proposal does not include all of the below items, it may be deemed non-responsive.
Each PROPOSER must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless PROPOSER has an approved form on file with the City.
Form AA-2 is required to be submitted for projects involving labor or services in excess of $25,000.
Form AA-3 is Optional. (Copies attached)
A completed and signed "Declaration of Non-Collusion." (Copy attached)
SIGNATURE & LEGAL STATUS (Copy attached)
Evidence of certification by State of California as a small or micro-business, if claiming such preference – https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx
REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION_08022024_v2.pdf
*Response required
5.3. Taxpayer Protection Amendment Disclosure *
Please download the below documents, complete, and upload.
ADDITIONAL REQUIREMENT
For RFP/RFQ where the selected vendor/contract will require City Council approval (check with City project manager for clarification), the following requirement applies:
TAX PAYER PROTECTION ACT – PROPOSER SUBMITS A COPY OF THE COMPLETED TPA FORM TO THE CITY CLERK’S OFFICE
E-MAIL: OfficialRecords-CityClerk@Cityofpasadena.net
Pasadena_Taxpayer_Protection_Amendment_Disclosure.pdf
*Response required
5.4. Conflict of Interest*
Please download the below documents, complete, and upload.
CONFLICT_OF_INTEREST.pdf
*Response required
5.5. Relevant Experience Form*
Complete and submit the attached Relevant Experience Form with your bid to demonstrate experience with projects of similar scope and size to that which is to be performed.
RELEVANT_EXPERIENCE_FORM.pdf
*Response required
5.6. Designated Representative*
Please download the below documents, complete, and upload.
DESIGNATED_REPRESENTATIVESdocx.pdf
*Response required
5.7. Technical Questionnaire Form
This form is only required for the purchases of technology. If selected, proposers will be required to complete the Pasadena Department of Information Technology Technical Questionnaire. The questionnaire is included in the #Attachments. When completing the questionnaire, please note:
Section 4.0 must be completed for externally hosted/SAAS applications; and
Section 5.0 must be completed for City hosted/on-premises software
DoIT_Technical_Questionnaire.xlsx
5.8. Data Security for Printers/Copiers/Scanners*
In order to comply with the section named “Data Security for Printers/Copiers/Scanners,” My company will:
Leave behind all hard-drives or storage medias with the City
Erase the all hard-drives or storage medias before removing the device(s)
*Response required
5.9. DISQUALIFICATION DISCLOSURE*
Please download the below documents, complete, and upload.
DISQUALIFICATION_DISCLOSURE_(4)_(10).pdf
*Response required
