Parking Enforce Software RFPMEMORANDUM
October 28, 2002
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:Request for Proposal - Parking Enforcement Software
Throughout the course of the past several months, problems have developed with the
current Parking Enforcement Software. Of those items noted, it was determined that
the software will not support the City's courtesy parking policy. This policy was
implemented to provide for a courtesy meter violation as long as there were no
violations within the previous twelve months. This was to be done at the time of
issuance of a meter violation. In addition, concerns were expressed by the Finance
Department and also Information Services staff regarding the accuracy of the
accounting capabilities of the current system.
Economic Development Director Bill Baum recommends City Council authorization to
issue a Request for Proposal to solicit qualified vendors to provide for the replacement
of the Parking Enforcement Software.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
William Baum, Economic Development Director
MEMORANDUM
October 22, 2002
TO:Michael Van Milligen, City Manager
FROM:William Baum, Economic Development Director
SUBJECT:Request for Proposal - Parking Enforcement Software
Introduction
The purpose of this memorandum is to request City Council authorizatioh to issue a
Request for Proposal to solicit qualified vendors to provide for the replacement of the
Parking Enforcement Software. The proposed RFP is attached to this memorandum.
Background
In reviewing the performance of the current parking enforcement software, deficiencies
were noted that precipitated the decision to make this request and the development of
an RFP. This recommendation to proceed is based on information provided by the
Parking Division, Finance Department, and Information Services staff.
Discussion
Throughout the course of the past several months, problems have develOped with the
current software package. Of those items noted, it was determined that the software
will not support the City's courtesy parking policy. This policy was implemented to
provide for a courtesy meter violation as long as there were no violations within the
previous twelve months. This was to be done at the time of issuance of a meter
violation. In addition, concerns were expressed by the Finance Department and also
Information Services staff regarding the accuracy of the accounting capabilities of the
current system.
In communication from the Information Services Department, a recommendation was
also received indicating that the current software would be replaced. In their
recommendation, issues of poor customer support and basic software ingtability in its
operating mode was brought to the forefront. I have attached a copy of their
recommendation to this memorandum.
The RFP provides language requiring potential vendors to meet a significant number of
elements that are very specific to managing a parking enforcement program. It also
addresses in detail the database and operating system requirements for the system to
operate as the City deems necessary.
As a result of the information, a committee was established to develop an RFP for
distribution. The members of that committee were as follows:
Dawn Lang, Finance Department Joe Pregler, Information Services
Cheryl Zihlke, Finance Department Lisa Hamilton, Information Services
Chad Berendes, Parking Division Paula Giesmann, Police Department
Cheryl Sheldon, Parking Division Tim Horsfield, Parking Division
In a meeting with Administrative Services Manager, Pauline Joyce, it was indicated that
should the determination be made to proceed with the RFP and potenfiall purchase of
the software, funds would be available from the Parking Construction Fund.
Recommendation
I recommend moving forward with the Request for Proposal process for the Parking
Enforcement Software at this time.
Action Step
The action step for the City Council is to authorize the issuance of a Request for
Proposal for the replacement of the current parking enforcement software.
Cc:Cindy Steinhauser, Assistant City Manager
Pauline Joyce, Administrative Services Manager
Tim Horsfleld, Parking System Supervisor
THE CITY OF
DUBUQUE
Showing the Spirit
Parking Management System
RFP Specification
Parking Management System
RFP Specification
City of Dubuque
Parking Division
Introduction
The City of Dubuque, Iowa will receive proposals to purchase a PARKING ENFORCEMENT
computer system. This Request for Proposals (RFP) is being distributed to vendors of computer
systems to solicit proposals for an automated system to meet the needs of the City of Dubuque.
Community Profile
The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to Illinois
and Wisconsin. The City is approximately 25 square miles in area, with a population of
approximately 60,000. The City's annual budget is over $65 million and the City provides a full
range of services.
The community has a stable and diversified manufacturing base and a growing service sector.
Dubuque is the major retail, medical, educational and employment center for the Tri-State area.
Tourism continues to be a major economic force in the community. City government continues
to work in collaboration with the private sector to promote economic development.
Proposal Document Submission
Attached is information relating to minimum specifications of services, data to be included in the
proposal, evaluation criteria, and selected information relating to the City of Dubuque.
All inquiries concerning this RFP should be submitted to the following address:
City of Dubuque
Parking Division Office
830 Bluff Street
Dubuque, Iowa 52001
Proposals (an ongmal and 8 copies) must be received by NOVEMBER 27, 2002 at the above
address. The deadline to submit proposals shall be at 5:00 P.M. on the above date.
Vendors should insure that their proposals arrive at the above office on or before the stated
deadline. Late proposals or modifications will not be considered.
Proposals shall be submitted in sealed packages marked "Computer Proposal."
It is anticipated that a contract for services will be awarded during the month of JANUARY.
This may change at the discretion of the City of Dubuque.
All proposal information should be contained in the written material submitted. Oral
presentations will not be permitted. However, system demonstrations may be required after the
initial evaluation process in order to clarify operating characteristics or acquaint the City with
system features prior to final selection. No other demonstrations or site visitations will be
permitted.
Vendors should be aware that the successful vendor will be required to agree to all
representations, commitments, and warranties presented in its proposal. The order of
precedence of the contract shall be: Proposer's signed contract, written response to follow-
up questions, addenda, response to the RFP, and the RFP itself.
System Requirements
All proposed software must be demonstrable at the time of proposal submission and must be in
production. Maintenance, system and software support must be provided as part of the contract
or through a third-party arrangement and must be included as one of the items in the cost
summary. All items submitted in the proposal must be fully supported by the
manufacturer/vendor. The selected vendor will be required to assume all responsibility for
delivery, installation, and testing of all software and support services offered in its proposal
whether or not the vendor is the producer or manufacturer.
Contract Duration and Price Changes
The contract will extend for a period of 12 months during which time the successful vendor must
pass on all price decreases enacted by the manufacturer. At no point will pricing be allowed to
rise above the mount stated in the contract.
Addenda
Addenda are any graphic or written instruments issued by the City of Dubuque prior to the date
for receipt of proposals which modify, or interpret this RFP by additions, deletions, clarifications,
or corrections. Addenda will be mailed or faxed to all vendors known to have received this RFP.
No addenda will be issued later than 72 hours prior to the time and date for receipt of proposals
except an addendum postponing or withdrawing the RFP.
Exceptions
Exceptions to any part of the requirements stated in this RFP must be clearly identified as
exceptions.
Confidentiality of Information
Any submitted information considered trade secret or confidential to the vendor, or rendered via
a non-disclosure agreement with the City, must be so labeled and enclosed separately.
To the extent permitted by law, the City of Dubuque will hold the submitted proposal and any
related materials in confidence if so requested by the vendor throughout the evaluation process.
No debriefings or scoring sheets will be released before final recommendation.
After the award of a contract, alt contents of the selected proposal will be considered public
information.
All proposal material supplied, including supporting material and information disclosed during
the bid process, will become the property of the City of Dubuque and will be retained for internal
use. The City of Dubuque reserves the right to retain all proposals submitted and to use any
ideas in a proposal regardless of whether that proposal is selected. Submission ora proposal
indicates acceptance by the vendor of the conditions contained in this RFP, unless clearly and
specifically noted in the proposal submitted and confirmed in the contract between the City of
Dubuque and the vendor selected.
The vendor selected must provide insurance as follows:
Any policy of insurance or certificate of insurance required hereunder shall be with a
carrier authorized to do business in Iowa and a carrier that has received a rating of A or
better in the current Best's Rating Guide.
Any policy of insurance required hereunder shall provide for a thirty-day notice to the
City of any material change or cancellation of the policy prior to its expiration date.
The vendor shall have its insurance agem or company certify in writing that any policy of
insurance required herein with an aggregate limit of liability has not been reduced by paid
or reserved claims at the time of issuance of policy or certificate.
The vendor shall furnish copies of the following policies to the City, with limits not less
than the following, or greater if required by law, and shall also furnish certificates of
insurance from all independent contractors or subcontractors hired by the vendor or any
independent contractor or subcontractor hired by the independent contractor or
subcontractor, which certificates shall provide evidence of coverage for limits not less
than the following, or greater if required by law:
WORKERS COMPENSATION:
Coverage A: Statutory State of Iowa
Coverage B: Employers' Liability
$100,000 each accident
$100,000 each employee by disease
$500,000 policy limit by disease
AUTOMOBILE LIABILITY:
Bodily Injury and Property Damage limit of liability of $1,000,000 combined single limit
or equivalent.
COMMERCIAL GENERAL LIABILITY:
General Aggregate Limit $2,000,000
Products-Completed Operation Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence Limit $1,000,000
Fire Damage Limit (any one occurrence) $ 50,000
Medical Payments $ 5,000
OR
Combined Single Limit $2,000,000
Medical Payments $ 5,000
UMBRELLA OR EXCESS LIABILITY:*
* To be determined on a case-by-case basis.
Coverage is to include: occurrence form, premises/operations, products/completed
operations coverage, independent contractors' coverage, contractual liability, broad form
property' damage, personal injury, City of Dubuque named as an additional insured with
30 days written notice of change or cancellation.
Incurring Costs
The City of Dubuque is nor liable for any costs incurred by a vendor in responding to this RFP.
Caution to Proposers
The City of Dubuque is not responsible for locating or securing any information that is not
identified in the RFP and reasonably available to the City of Dubuque. Vendors are encouraged
to ask questions to clarify items in this RFP that may need clarification.
Performance Bond Requirement
The City of Dubuque will require a performance bond to secure the performance of the contract.
The costs associated with such bond is to be indicated separately on the RFP response that is
submitted.
Proposal Withdrawals
A request to withdraw or resubmit a proposal may be made in writing to the Parking Division
Supervisor of the City of Dubuque any time prior to the time of the submission deadline.
No vendor may withdraw a proposal within 60 days after the actual date of the opemng thereof.
Proposal Clarification Questions
After reviewing all proposals received in response to this RFP, the City of Dubuque may develop
a list of clarification questions to be addressed by one or more of the vendors. The City of
Dubuque will send these questions to the vendors for clarification. Vendors shall provide a
response m the City of Dubuque within five (5) working days following receipt of the inquiry.
Evaluation Criteria
This RFP is not meant to favor any vendor or manufacturer. Instead, it is designed to meet the
needs of the City of Dubuque. The City of Dubuque will weigh the proposals based on
references, qualifications and support as well as technical merit and cost. Award will not be made
on price alone.
In awarding the contract, the City may take into consideration the vendor's skill, facilities,
capacity, experience, responsibility, previous work record, financial stand'rog, the necessity of
prompt and efficient completion of work described in the proposal documents, or other factors
the City of Dubuque considers relevant. Inability ora vendor to meet such conditions may be
cause for rejection of the proposal.
Proposal Acceptance
The City of Dubuque reserves the right to accept or reject any or all proposals and waive
formalities or irregularities in the process. A proposal once submitted shall be deemed final and
binding on the vendor, and shall constitute an option to the City of Dubuque to enter into a
contract upon the terms set forth in the proposal. All proposal prices must be valid for not less
than 60 days after the proposal submission deadline.
Proposal Award
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The City of Dubuque reserves the right m award the contract in whole or in part, by item, or by
group of items where such action serves the best interests of the City of Dubuque.
Contract Negotiations
The City of Dubuque reserves the right to negotiate a contract after the successful vendor is
selected. Selection will be based only on the proposal and subsequent interviews, if any;
therefore, proposals must be complete.
Contract Documents
A vendor's response to this RFP and response to questions and written addenda will become part
of the contractual documents upon the signing of the contract documents. The order of
precedence shall be: signed contract, response to follow-up questions, response to addenda and
response to the RFP. The most recently dated response to an item will supersede other items
referencing the same topic.
Payment Terms and Retainage
The City of Dubuque will pay the contractor five percent (5%) of the total contact price on
delivery, and seventy percent (70%) upon installation. The remaining twenty-five percent (25%)
will be retained until the City has experienced thirty (30) continuous days of satisfactory system
operation.
Warranty
Warranty on all systems proposed will begin after successful installation, NOT upon delivery of
the system.
Existing Software, Hardware and Network Operating Environment
The vendor is responsible for verification of all system resources and operating system and
database and communications software if it will be specifying a system that will utilize an
existing server.
Applications that are included in the proposal must be demonstrated on a production basis before
acceptance of the proposed system takes place.
A vendor must include in the exceptions portion of the proposal any points where the proposed
application packages DO NOT conform to the Functional Requirements included in this RFP.
Security
It is required that the system provide an ability to define security by form or by function with'm
the system. There must be a secured administrative function provided to maintain and monitor
securky.
System Operation
The system proposed should be a "programmerless" system capable of being operated by a
bookkeeper/clerk without prior computer experience.
Installation and Delivery
The materials/equipment shall be delivered to its proper location and installed by the vendor.
During the time between delivery and acceptance, the City of Dubuque cannot be held liable for
any damages to or theft of any components. It will, therefore, be the responsibility of the vendor
to obtain insurance against loss, theft and damage.
The maximum allowable time for the proposed equipment and system to be installed is 60 days
from the date of contract acceptance. Training shall be conducted on the installed equipment
commencing not more than 10 days after equipment installation.
Owner's Responsibilities for Delivery and Installation
The vendor must identify the exact tasks that the City of Dubuque must perform and/or be
responsible for in order to accomplish the delivery and installation of the system, if any. (Attach
separate sheet labeled "Required Pre-Delivery and Installation Tasks" if needed.) This includes,
but is not limited to, server operating systems upgrades, software upgrades, client hardware
upgrades, etc.
Initial loading
The vendor must agree m provide qualified systems staff to assist in the initial installation and
configuration of the system. The vendor should provide a complete, written implementation plan
and schedule of work to be done prior m commencing any installation of hardware or software.
Training
The vendor must provide on-site training of operators and management. Training must be
provided for all application programs included in the vendor's response m this RFP. Vendors
must state whether the quoted training costs include travel expenses for trainers.
Transportation and Installation
To be responsive, vendors must include the cost of transportation, installation and testing of
equipment on-site. The costs associated with transportation, installation and testing shall be
given in the cost breakdown.
Format of the Proposal Response
In order to simplify the review process and to obtain the maximum degree of comparability, the
proposal shall include the following items and be organized in the following manner:
A. Letter of Transmittal
A letter of transmittal briefly outlining the vendor's understanding of the work shall be
submitted. The transmittal letter should also include general information regarding the firm and
individuals involved.
B. Profile of the Firm
1. Company name
2. Legal name (if different)
3. Years in business
4. Number of years installing systems similar to this proposal
5. Number of sites currently installed using the proposed software
6. Contact person
7. Full mailing address
8. Telephone number
9. FAX number
10. E-mail and web site address
11. Number of full-time employees
12. Number of technical/support personnel
13. Number and location of training sites within 300 miles offering training on the proposed
products.
C. Signature
An officer or other authorized representative must certify that such person is authorized to
obligate the represented firm and that the finn agrees with all terms, conditions, and requirements
of the this RFP.
The following is information that must be provided:
Firm name
Address
Phone
Signature
Title
9
Date
Contract addenda received (if any)
D. System Configuration
The vendor must state the hardware, software, operating system, network, electrical wiring,
environmental and other relevant requirements for operation of the proposed system. The
requirements should be stated in terms of minimally acceptable, optimal and typical.
A detailed listing of all equipment required and capacities shall be included in the proposal.
Include a section that specifically addresses the effort required to increase the capacity or
quantity or any of the componems proposed (memory, disk storage, network card requirements,
display devices, etc.) should growth of the system occur.
E. References
The vendor must include three references with similar systems installed. Preference will be given
to vendors with references for implementations at organizations most similar to the City of
Dubuque with operating systems within a 500 mile radius of Dubuque. References will be
contacted. Please verify the information before submitting.
Reference #1
Organization Name
Address
Type of Business
Contact Person
Telephone and Fax #s
Secondary Contact Person
Secondary Contact phone and Fax #s
Dates of Installation
Description of system
Reference #2
Organization Name
Address
type of Business
Contact Person
Telephone and Fax #' s
Secondary Contact Person
Secondary Contact phone and Fax #s
Dates of Installation
Description of system
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Reference #3
Organization Name
Address
Type of Business
Contact Person
Telephone and Fax #'s
Secondary Contact Person
Secondary Contact phone and Fax #s
Dates of Installation
Description of system
F. Costs
A cost breakdown of all software, training, initial loading assistance, transportation and
installation shall be in a separate section of the proposal. Individual components and line item
pricing are to be included. Version numbers must be included. Responses that fail to include
bills of materials and technical specifications may be disqualified. Vendors must include
columns labeled "Qty.", "Item/Description", "Part No.", "Unit Cost", and "Total Cost."
G. Software Support.
The City requires the computer software support contract to be available from and provided by
the software vendor. The software support contract must provide a telephone hot-line backed up
by a m'mimum of three support personnel available and a complete line of computer hardware to
be able to test and re-create any software situation. The sofrware support contract must also
provide modem support so the software vendor can provide remote support and directly access
the City's computer system. Software support must be available during the City's normal
business hours which are Monday - Friday, 8:00 a.m. - 5:00 p.m., Central Time Zone. Depending
on the system, the support availability may need to be expanded. "After hours" support should
be quoted as a separate, optional item. It is desired that any user of the system have access to
support personnel for questions.
The software support contract must also provide software updates to keep the software current
with federal or state mandated changes. The vendor should provide a written copy of support
contracts and pricing of maintenance options.
It is desired that the vendor maintain a web page via the Internet to provide customer access to
frequently asked questions, upcoming software releases and general product or support
information. Please indicate in the response if a web page is available.
H. Other Features.
The vendor should have more than five (5) years experience in selling, programming and
installing computer systems. The vendor must warranty the applications to perform as specified
and include the length of any warranty. A copy of the proposed written warranty should be
11
included. The vendor should document all applications so that they are understandable to City
personnel. The vendor shall provide evidence of documentation, the number of copies of
documentation included with the proposal and charges for additional copies.
I. Exceptions,
The vendor should list any exceptions taken with items or terms required in the proposal.
I. General System Requirements
The City of Dubuque requests submissions for a new parking management system. There are
four main areas to be addressed: Citations, Permits, Point of Sale and Handheld
Ticketwriters. The City's goal is to find, purchase and implement a system that will do the
following:
1. Increase collections through accurate recordkeeping
2. Reduce workload
3. Identify repeat offenders, scofflaws, and exempt/prepaids to field officers
4. Help better manage communications with customers
5. Improve/enhance permit sales
6. Provide for potential of allowing customers to apply for, as well as purchase,
permits and to allow customers m access account information, pay citations, and
appeal citations via the Intemet
7. Obtain useful reports for system analysis, problem resolution, overall efficiency,
etc.
8. Enhance image to customers
9. Save time by incorporating a relational database that contains permits, citations,
vehicles, and customers (i.e. permit holders, persons responsible for citations, etc.)
10. Provide a better system for tracking vehicles that have been booted/towed or have
been approved for boot/tow, the status/location of booted/towed/stolen vehicles,
as well as the frae accrual while in impound
11. Provide for an accurate and functional Courtesy Parking Ticket system. The City
of Dubuque bas implemented a Courtesy ticket program that allows each
registered vehicle to have one courtesy ticket every 12 month period. The vehicle
cannot have any violations in the previous 12 month period. Only expired meter
violations are eligible for the courtesy exemption. The system must fully monitor
this program and automatically download this information into the enforcement
handheld, allowing courtesy tickets to be given at the time of the issuance rather
than voided or dismissed at a later time.
All proposals should include a database focused software application (requirements defined
in Section II); appropriate hardware devices including handheld ticketwriters (requirements
12
defmed in Section III), electronic cash drawers, barcode readers, and receipt printers; onsite
installation of all components; onsite training for all components; offer optional web-based
training for all components; technical support and future software upgrades; and appropriate
deployment assistance m ensure the system is properly implemented. The following general
specifications are the minimum requirements for this project:
1. A fully integrated Windows TM-based parking management software system. The
system will incorporate a relational database using client server technology across
a multi-user local area network.
2. The software system will allow for tracking of customers, citations, permits,
maintenance, heatings/appeals, booting/towing, and vehicle registrations. The
database used for tracking the aforementioned items shall be easy to use and
relational for searches, information updates and queries and shall provide
advanced reporting capabilities (sonnddexing required).
3. The software should be modular in nature and include modules for tracking the
following: customers; citations, hearings/appeals, permits, vehicle registrations,
booted/towed vehicles and cash register/point of sale transactions.
4. The system will be "customer-centric" thus allowing multiple vehicles, permits,
citations, addresses, etc. to be linked to a single customer. The user interface
should make it simple for novice computer users to access all of the
aforementioned information.
5. The system will be configurable to meet the City's business requirements (e.g.
fine accumulations/escalations, late fees, permit values - sale and return with
options for prorating over time, lot definition -by name, space type, # of spaces,
etc.) as defined by the City. The system should help to enforce the City's policies
and procedures.
6. The system should include software as well as any parking management software
related hardware/software peripherals required for proper fmactioning of existing
networked PC(s) linked to an existing database server.
7. The vendor must supply and support new electronic cash drawer workstations
including any parking management software related peripherals, cash drawer
hardware, bar code reading devices and receipt printers which are to be fully
integrated with the PC based parking management software system.
8. The vendor must provide handheld ticketwriters and the necessary software to
communicate bi-directionally with the database. The system should include a
Windows-based (not DOS) user interface that will allow downloading ticket
information from the handheld ticketwriters and uploading database information
from the database.
9. The vendor must offer the following on-site services: requirements analysis,
system installation, training, and follow-up. The vendor will send qualified
personnel to the site to help, consult, train, install, and oversee the system
deployment process. (Specific requirements outlined in Section V).
10. The vendor must offer web-based training program to train personnel on software
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use and continuing education.
11. The vendor must provide annual maintenance and software program support
including all software upgrades provided sufficient notice is given.
12. The parking management software system, including the electronic cash drawers
and receipt printers, must be new and available for purchase.
13. The parking management software system is to be installed on an existing server
rumfing either Windows NT or Windows 2000 with potential upgrade to XP. It
will serve a network of Intel-based (or equivalent) personal computers wa
common protocols such as TCP/IP.
14. The software system must utilize an industry standard data base engine as its
primary database.
15. The vendor must be certified to support the proposed database.
16. The new parking management software must be Windows based to insure full
compatibility with existing software and operator training. The software must run
natively under Windows 95/98, Windows ME, Windows NT 4.0, Windows 2000
or Windows XP, not in a DOS window or similar emulation window.
17. The vendor shall supply the following:
a. Parking management software
b. Handheld ticketwriter hardware and software
c. Communications hardware and software for data transfer between handheld
computer and the parking management database software
d. Electronic cash drawers, bar code readers and receipt printers
e. Handheld ticketwr/ter ticket stock and envelopes (see below)
f. PC and server specifications
g. Detail how upgrades are implemented
18. Supplies shall be purchased from vendors of the City of Dubuque's choice
19. The vendor must provide details of how upgrades are implemented
20.The vendor will deliver, install, and integrate the necessary handheld hardware and
software components with the proposed Parking Management System to achieve a
fully functional automated parking citation parking space management system.
The vendor must also offer total system support for the handheld ticket writer
hardware and software under one comprehensive maintenance and support
program. The vendor must provide new scheduled releases of the handheld and
communications software which will provide new functions and communications
options.
II. Software Requirements
The new parking management software system must:
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I. Be a multi-user client server based network software application
2. Support ail current Windows operating systems (95, 98, NT 4.0, 2000, ME, XP).
3. Employ a fully relational database that allows data to be manipulated, linked and
queried
4. All upgrades will provide the same level of functionality as prior to the upgrade
5. The system must be expandable and able to add users in all areas
The system RFP must include the following primary software modules/capacities:
A. User Access Control and Security
- COMPLY
- NOT COMPLY
- LIST EXCEPTIONS
The software must allow for a wide range of user access control and security that can
vary by module and security level from read-only access to complete
insert/edit/delete/view (read only) capability anywhere in the software system. The
system must ailow the creation of a profile for each individual user. This profile must
specifically detail the access rights and security privileges as defmed by the system
administrator. There should be multiple different specific areas that can be granted or
denied access and there should be multiple different levels of access where appropriate.
The system must also provide an audit trail of modifications and/or transactions executed
by a particular user.
In addition, the system must be able to:
1. Log offusers who have logged off improperly
2. List ail users logged on to the system at any time
3. Have the ability ro revoke a user's access
4. Allow user profiles to be cloned and applied to other users
B. Parking Citation Capabilities
- COMPLY
- NOT COMPLY
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LIST EXCEPTIONS_______________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
The software must allow the user to enter (via keyboard entry and/or automatic upload
via handheld citation issuance devices), view, and print, by means of either an ad-hoc
query or batch basis, citations. The software must allow the user to enter all information
normally associated with a specific citation such as: Ticket #, License g/Yr./State Ior
Province), Plate Type, Meter #, Date Issued, Time Issued, Officer Code, Location Code,
Violation Code, Vehicle ID Info. (Make, Model, Color), VIN # and miscellaneous officer
or office notes.
In addition, the following information must be displayed from the same screen or printed
by overlaying windows which are invoked only when necessary:
1 Detailed violation information including fine structure (base amount, escalations,
accumulations, late fees, etc.)
2. Extensive scrollable comments/history field
3. Display customer account number, ID number and customer group on the citation
if there is a customer assignment
4. Detailed status information regarding balance due, addition of late fees and fine
increments, DMV/DOT/administrative holds fee, suspensions and adjustments
5. Listing of all prior citations and ability to display any previous citation
6. Enter "Skeletal" citations (citations paid "offthe windshield" before actual loading
into the system)
7. Ability to change the status ora citation including an auditable "one-step" void
function
8. Ability to track changes and adjustments made to a citation to a specific individual,
date and time
9. Complete history of transactions associ&ted with the citation, including monetary,
telephone and walk-in contacts
10. Adjusting the monetary amount ora citation
11. List other citations assigned to the vehicle, permit or customer
12. Support the attachment of scanned documentation., digital images or other
electronic items to the citation
13. Ability to display the number of letters a citation has received without leaving the
citation
14. Must provide for an accurate and functional Courtesy Parking Ticket system. The
City of Dubuque lms implemented a courtesy ticket program that allows each
registered vehicle to have one courtesy ticket every 12-month period. The vehicle
cannot have any violations in the previous 12-month period. Only expired meter
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violations will be eligible for the courtesy exemption. The system must fully
monitor this program and automatically download this information into the
enforcement handheld, allowing courtesy tickets to be given at the time of issuance
rather that voided or dismissed ar a later time.
The Parking Citation capabilities must also allow for the processing of a sufficient
number of citation status codes including the following: Awaiting Payment, Awaiting
Payment - Partial Payment Received, Paid in Full, Appeal Pending, Transferred to
Payroll, Administrative Hold, NSF Check Hold, DMV Hold Added to Registration for
Non-Payment, Transferred to Collections and Uncollectible.
This must also:
1. Accommodate a minimum of ten digit alphanumeric format
2. Provide a mechanism for rapid and convenient entry of hand-written citations
utilizing defaults from the previously entered citation such as date, officer number,
location, etc.
3. Be able to restrict full data edit and delete capabilities to authorized individuals
4. Be able to reassign citations to a different customer individually or in batch (i.e.,
from vehicle leasing company to vehicle lessor)
5. Have the ability to track and define scofflaws and download scofflaw information
the handheld citation units
6. Provide direct access to customer and vehicle information
7. Print notification letters in MS Word formats while maintaining an audit trail
within the application
8. Have the ability to define up to two violations per citation with individual violation
disposition editing capabilities
9. Have the ability to transfer citation balance due items to organization-wide account
billings receivable system
C. Citation Finder/Capabilites
a COMPLY
NOT COMPLY
LIST EXCEPTIONS
The software must quickly and conveniently fred and access citations from virtually
17
anywhere in the program including the cash register module. It must also be able to find
a citation with as little information as: the customer's name, customer account number,
customer ID#, a license plate, the issuance date of the citation, the citation number,
permit number, the date to add a DMV hold, ticket status, customer group or violation.
The citation finder tool must be accessible for creating scofflaw information for the
handheld ticketwriters. Additional conditions include total dollar amounts per license
plate and five or more citations per license plate (this number needs to be adjustable).
D. Citation Correspondence Capabilities
COMPLY
NOT COMPLY
LIST EXCEPTIONS
The software must provide the ability to record and manage any communication a
customer might have regarding specific citations. The information recorded represents
discussions and other interactions. The chronological order history of all of the
interactions must be available and there must be an organized process for follow-up.
Notices and letters must be capable of being automatically generated for either a single
citation or individual or in batch mode for multiple individuals/citations. Each time any
letter is generated, a record must be automatically added to the history of the citation file.
E. Citation Appeals and Hearings Capabilities
COMPLY
n NOT COMPLY
LIST EXCEPTIONS
The software must track the citation appeal and hearing process. When an appeal record
is created, the information relating to a citation must be automatically copied into the
appeal record as the citation number is entered. The appeal should also be indicated in
the individual's citation history.
18
The appeals and hearings capability must also have the ability to:
1. Assign an appeal to a specific hearing officer, court or appeal board
2. Enter an appeal status code to indicate appeal decision
3. Provide extensive, scrollable comment field
4. Attach digital pictures, files or documents to the appeal record
5. Allow for the adjusunem of the citation's final amount due by an authorized
person and keep track of all adjustments made to the record
6. Relationally link and simultaneously update citation files
7. Set revised due dates
8. Put citations on hold (no further accumulation of late days, fees or notices) while
an appeal is in process
9. Offer multiple user-defined appeal note codes and allow and insert user-defined
resolution fees
10. Provide a built-in court hearing schedule report and insert user-defined tables for
court location
11. Have the ability to defme a hearing day and time
12. Allow direct access to the citation and customer records
13. Generate/print appeal decision letters on demand for a single hearing or in batch
for multiple hearings. This feature must allow the user to call up one of several
standard customer-defined appeal response letters in the database file and have
information about the citation, customer and vehicle information automatically
entered on the standard letter
14. Contain a user-defined appeal note code that allows users to read why an appeal
was upheld/den/ed as well as the ability to print this information on letters
generated within the software
15. Display a message if a record has already been appealed
16. Offer a choice for each appeal of either "Oral" or "Written"
17. Appeal multiple citations on a single hearing record
18. Generate print hearing notification letters on demand for a single hearing or in a
batch
F. Vehicle Registration
COMPLY
NOT COMPLY
LIST EXCEPTIONS
19
The capabilities of this software module must provide for the complete control of the
vehicle registration process including:
1. Display citations, boot/tow and permits without leaving the window
2. Link multiple customers to a vehicle
3. Assign exempt/prepaid status to a vehicle
4. Define vehicle assignment categories, such as registered owner, driver, rental car,
etc.
5. Prioritize drivers
6. Directly access customers, citations, permits, and boot/tow records
7. Assign a unique registration number
8. Maintain vehicle ownership and plate type information
9. Establish current liability for the vehicle
10. Import electronic requests for customer information from central payroll system,
accounts system, and external DMV/BMV agencies
G. Customer Tracking
COMPLY
NOT COMPLY
[] LIST EXCEPTIONS
The software must focus on the customer and be designed to reflect this (customer
centric).
The software must track customer activity. The following features must be present:
I. One unique account number'issued to a customer
2. Display of balance due with convenient access to detail including credits
3. Assignment of customer group
4. Attach digital pictures or documents to the customer record
5. Ability to mm on Do Not Accept Checks feature which works exclusively with
the register
6. Access to all vehicles registered to the customer
20
7. Complete list of invoices related to the customer and the ability to go directly to
the record of one of those listed
8. Unlimited number of addresses per individual
9. Four address lines
10. User-defined address types (home, work, school, etc.)
11. Ability to prioritize multiple addresses
12. Batch utility to assign varying levels of address priority by customer type
13. Assign four user-definable phone number fields (work, home, mobile, etc.) and
ability to list four phone numbers per individual
14. Capability for user to completely define at least one (1) alpha-numeric field
t 5. Facility for user to modify labels on a minimum of five (5) of the aforementioned
fields to allow f,or tracking other types of information.
16. Capacity to apply held monies to a customer account with complete audit trail
17. Ability to define E-mall address types (work, home, etc.)
18. Unlimited E-mall addresses per individual
19. Driver's license number field
20. Ability to send user-defined customer statements in a variety of formats to inform
customer of all outstanding invoices on account (citations, permits, boot/tow, etc.)
21. Scrollable notes field
22. Ability to define addresses as invalid
23. Ability to compile and manage multiple wait lists based on permit type or lot
while linking this information with permit inventories at point of sale
24. Ability to identify potential duplicate customer records with option to merge the
duplicate records into one
25. Provide a brief, color-coded summary and direct access to all information and
invoices associated with a customer on a singl.e screen (e.g. citations, permits,
vehicles, appeals, boot/tow records, etc.). This summary screen should make use
of color schemes and readily identifiable icons to expedite user recognition as
well as provide context sensitive menus to allow appropriate edits, additions,
status changes, and payment options, etc.
H. Parking Permit Capabilities
COMPLY
NOT COMPLY
LIST EXCEPTIONS
21
The system must provide the capability to set up, issue, track and manage permits.
Permits are designed to grant pm'mission, authorization or certain privileges. A
permit may be a card, sticker or hang mg and it may be issued to one person or a
group of persons such as a car pool.
Whenever a permit is issued, a relationship should be established between a customer.
a vehicle and the permit. In the customer-to-vehicle relationship portion, the permit
owner/customer may be designated as the registered owner (RO) of the vehicle or a
driver (DR).
The capabilities of this software must provide for the complete control of the parking
permit issuance process including:
1. Ability to inventory and track uniquely numbered permits as they are being issued
2. Record a permit's effective, issuance and expiration dates
3. Ability to track prior permits and space assignments
4. Ability to scan a permit's bar code at point of sale
5. Ability to track gate cards in conjuction with a permit or as a unique permit type
6. Ability to register one or more vehicles to a permit (carpooling)
7. User-defined vehicle assignments
8. Payroll deduction plan for staff. This software feature must allow for the capture
of data concerning individuals choosing to purchase parking permits through a
payroll deduction option. It must also allow for the automatic creation of
extensive customer defined standard reports for printing and sending to various
departments and individuals such as: a) Payroll; b) Auxiliary Accounting, etc.
9. Ability to transfer permit balance due items to organization-wide account/billings
receivable system
10. Ability to sell a permit to a customer and charge the transaction to a 3'd party
11. Ability to display permit account balance
12. Unlimited customer-defined permit possession status indicators including: active,
lost, stolen and returned
13. Ability to download permit [ecords to hundheld ticketwriters by possession stares
(lost, stolen, returned, etc.), permit type and location
14. Complete tracking and simplified issuance of temporary permks
15. Ability ro associate multiple customers to a permit without leaving permit
window
16. Ability to make monetary adjusunems
17. Detailed monetary transaction history for each permit
18. Population of permits for inventory management and link to point of sale
22
19. Ability ro prorate permit sales/returns and automatically calculate value based on
user-defined rules (i.e. weekly, monthly, daily, em.)
20. Restrict the number of permits a customer can purchase
21. Ability to reset the permit fee for monthly billing
22. Ability to list all citations related to the customers/vehicles assigned to a permit
23. Attach digital pictures or documents to the permit record
24. Search for all permits that are associated with a particular address or license plate
25. User definable notes for permit records
26. Provide the ability to print permits at the time of a sale
27. Ability to define lot and/or department locations
The permit capabilities must also allow for the processing of at least ten permit payment
status codes including the following: Awaiting Payment, Awaiting Payment - Partial
Payment Received, Paid in Full, No Fee Due, Marked for Transfer to Payroll. Transferred
to Payroll, NSF Check Hold and Unsold.
I. Batch Permit Issuance and Invoicing
COMPLY
NOT COMPLY
LIST EXCEPTIONS
The software must enable the user to issue a batch of permits to an individual, agency or
department and bill for the mount due. Additional features must include:
1. Update permits to reflect bulk sale and list the invoice number on the permits
after the batch has been sold
2. Access to the customer, permit type, department and the ftrst permit number
sold in the batch
3. Display bulk permit balance with payment information
4. Include a detailed financial history of the bulk permit record
5. Assign a unique number to each bulk permit record
6. Offer an unlimited comments field with each bulk permit record
J. Payment and Cash Management Capabilities
COMPLY
23
[] NOT COMPLY
[] LIST EXCEPTIONS
The cash management software must allow a bar code reader, receipt printer and
electronic cash drawer to be attached to a standard PC workstation thus creating a true,
full-function cash management system. The software must allow for direct posting ro the
proper account(s) and complete convenient access to virtually any information in the
system without leaving the cash management system.
Specifically the cash management system must include:
1. Ability to track all transactions by cashier regardless of cash drawer used
2. Access to citation lookups (single ticket or customer/vehicle's complete listing
of citations and total balance due) without leaving the cash management
system. It must also be possible to find a citation with as little information as
the customer name, license plate, the issuance date of the citation or the
citation number
3. Ability to output the results ora citation search to the screen, printer, or a file,
and to easily access the cash register screen for payment processing
4. Posting of payments for citations, permit invoices, and NSF penalty fees
5. Ability to accept and post both payments in full and partial payments as well
as apply credits from an existing customer balance
6. Ability to write-off balance of citation during acceptance of payment. This
function must be restricted to authorized users and the maximum authorized
write-off amount must be variable based on an individual user's access profile.
7. Ability to hold open receipts and void open receipts
8. Ability to enter payments before citation information has been imported from
handheld ticketwriters and have the information automatically updated when
the citation is later uploaded from the handheld ticketwriter
9. Notify the cashier if the City of Dubuque does not accept checks from a
specific customer
10. Print a receipt as necessary that clearly identifies individual transactions and/or
Items purchased, including citations paid, and permit receipts
11. The system should have the ability to print each receipt to a variety of printers
I in a variety of formats, including point of sale receipt printers
12. User-defined payment methods (i.e. cash, check, payroll deduction, credit card,
interdepartmental check)
13. Fields for check number, credit card number or authorization number and
expiration date
24
14. Separate quick and easy batch application of citation maiMn payments
15. Capability to mark NSF check receipts, add associated fees, and send customer
defined standard NSF check notifications in one easy process
16. Complete drawer close-out process with detailed cashier report including but
not limited to a summary report of all transactions for all cashiers over a
customer-defined time period, a write-off report, and an item summary
17. Ability m access and import for purpose of sale, a permit record from
populated inventory via the cash register screen with automatic calculation
of the prorated (if applicable) purchase price
18. Ability to scan a bar code printed on sale items (i.e. citations, permits) into
various fields to facilitate rapid data entry and lookup at point of sale
19. Ability to identify a cash drawer as multi-user
20. Separate password protection for all cash register functions and supervisory
override
21. Extensive scrollable "notes" field on each register tape (i.e., to indicate why
there are discrepancies between the expected balance and the actual balance)
22. Open receipts must be denoted by an asterisk (*)
23. Transaction total given at close of cash drawer. The drawer cannot be closed
until all open receipts are accounted for
24. Ability to easily add customers and vehicles when selling a permit without
leaving the cash register module
25. User defined register accounts (citations, permits)
26. Ability to facilitate third parry sales (i.e., an individual purchases a permit but
the bill for the permit is directed to a third party)
27. Complete customer invoice history including wait list assignments
(without leaving the register)
28. Ability to pay an invoice with multiple payment types
29. Displays customer/vehicle balance from the receipt and the ability to add
outstanding invoices to a receipt
30. Ability to restrict a permit sale until all citations are paid
31 Ability to print receipts on demand and reprint receipts
32. Ability to display a credit to the customer if the credit was placed in the
banking portion of the system
25
K. Automated Procedures
COMPLY
NOT COMPLY
LIST EXCEPTIONS
The software must:
1. Provide for user-defined fine escalation
2. Add late payment and suspension fees
3. Print and/or export citation letter data in a variety of formats (including MS
Word)
based on pre-defined criteria that can be modified based on changing needs
without the involvement of the software provider
4. Provide an auto-expire permit function. This procedure will identify all expired
permits and then flag them as invalid. This procedure will also update lot/location
or department allocation totals if necessary.
L. Automated Notice and Letter Generation
COMPLY
NOT COMPLY
LIST EXCEPTIONS
The software must provide for the notification of overdue invoices (including citations,
permits, etc.), permit renewals, hearing results and waiting list. Each letter must be
printed based on customer-def'med criteria such as but not limited to "days past citation
issuance" or "number of unpaid citations" for a given license number. Notices and letters
must be capable of being generated for either a single invoice or in batch mode for
multiple individuals/invoices. The following letter types must be available in the software
program:
1. Customer Statement
a. The customer record generates the letters
b. Ability to export the data to MS Word for custom letter creation
26
c. Ability ro send letters for outstanding invoices such as citations, permits, bulk
permits, boot/tow and third party charges
d. Ability to send letters to customers who belong to a particular grouping
e. Ability to print both credits and debits on the same letter
f. Ability to define what payment statuses should be included as pan of the letter criteria
2. Citation Overdue Notice
a. The license plate (rather than the customer record) generates the letters
b. Each time a citation letter is generated, a record must be automatically added to the
history of the citation file
c. Ability to specify billing fee, fme escalation, booting/towing, stares change and
DMV/BMV options
d. Ability to export the data to MS Word for custom letter creation
e. Ability to send letters to customers who belong to a particular customer and/or
vehicle assignment groupings
f. Ability to define payment statuses to be included as part of the letter criteria
3. Hearing Notification/Results Notices
a. Ability to generate a heating notification letter. Letter can include date, time and
location of the appeal heating
b. Ability to generate hearing results letters and automatically assign a new due date for
the citation payment
c. Ability to export the data to MS Word for custom letter creation
4. Permit Renewal Letter
a. Ability to print penuit renewal letter based on the following criteria: dates, permit
type, possession status and customer grouping
b. Ability to export the data to MS Word for custom letter creation
c. Ability to export unpaid citations and all vehicle information when using the MS
Word feature
d. Ability to list the price of the permit on the letter and current permit number
5. Waiting List Notification
a. Ability to generate a notification letter to inform a customer that a permit is available
for purchase
This sofc, vare must specifically include the following features:
27
b. Allow the user to define/create multiple different types of standard letters, including
letters specifically for Appeals, Permit Renewals, Account Statements, Citation
Billing, Multiple Overdue Notices, etc., for storage in the database file
Allow the user to clone a letter and modify, wording and data field placements without
the need for future vendor involvement or special programming
For each type of standard letter in the database file, the software must allow the user
ro pr'mt only one such letter applicable to only one citation, vehicle, or customer or
the complete "batch" of that type of letter for all applicable citations, vehicles or
customers when certain user-defined conditions are met (See following)
e. Allow the user to delineate the specific combination of conditions that must exist in
order to trigger the printing of each standard letter type for a particular citation,
vehicle or registered owner. Definable conditions should include but not necessarily
be limited to number of days citation has been outstanding (unpaid), number of
unpaid qitations, letters for a specific state license plate only. Users should be able to
combine these conditions using logical operators to form more complex situations.
f. Allow the user to exclude certain criteria from batch run fi.e:, citation count is less
than five)
g. Allow certain defined fields in each standard letter type to be automatically filled in
by accessing data in the database file at the time o£ printing (i.e. customer name and
address, etc.). Such def'med blank fields for automatic data entry should include but
not necessarily be limited to the individual listing of each unpaid citation, total dollar
amount due, specific details for each outstanding citation, vehicle description
information, registered owner information and customer authority name and address
information
h. Allow the user to print standard letters on both an individual and batch basis
i. Allow letters to be printed on a standard printer that can be accessed via Windows
j. Ability to "roll back" letters, if they were issued in error
k. Allow an unlimited number of user-defined letter headings to be selected by letter
type. The user-defined letter headings should contain name, deparunent, address, city,
state, zip code, and phone number.
do
Case Studies
The following case studies are examples of different standard letter types. These cases
illustrate how and when letters must be generated by the new parking management
software.
Example 1. The software must allow the user to create its own standard "Tow Warning"
letter that will exist in the database file. When initiated by operator command, the system
must automatically search all unique vehicle ID record files for those vehicles having:
1. Five or more unpaid citations
28
2. A customer name and address in the data file
The system must then:
3. Automatically print the standard "Tow Warning" letter for each such vehicle
4. Automatically fill in name, address, citation information, amount due, etc. in list
format for each letter
5. Automatically record the date the letter was printed/sent in the citation record
6. Prevent further Tow Warning letters from being printed if one such letter has been
sent to the five or more citations
Example 2. The software must allow the user to create a personalized standard "Partial
Payment" letter that will exist in the database file. When initiated by the operator, the
system must automatically search all unique vehicle ID record files for those vehicles that
have all of the following:
1. One or more citations that have been credited with a partial payment amount
2. Continue to have a balance due
3. A customer name and address in the data file
The system must then automatically do the following:
4. Print the standard partial payment letter for each such vehicle
5. Fill in name, address, citation information, amount due, etc. in each letter
6. Record the date the letter was printed/sent in the citation history
7. Prevent further partial payment letters from being printed for the same citation
after one letter has been sent for a specific vehicle/citation
Example 3. The software must allow the user to create a standard series of "collection"
letters that will exist in the database file. When initiated by the operator, the system must
automatically search all unique vehicle ID record files for all vehicles with any unpaid
citation more than "x" days past the original citation issue date that also have a customer
name and address
The System must then automatically do the following:
1. Print the letters in the order the letters have been defined.
2. Insert name, address, citation information, amount due, etc. into the letter
3. Record the date the letter was printed/sent in the citation history
This same process must automatically occur for a second and a third vehicle defined letter
in the collection series after "x" + "y" days and "x" + "y" + "z" days respectively past the
original citation issue date. This course of action must take place for each and every
unpaid citation added to the vehicle record file.
29
M. Extensive Reports Generation
n COMPLY
NOT COMPLY
LIST EXCEPTIONS
The software must be capable of producing pre-defined/user defined reports concerning
citation activity', permit sales activity and parking citation appeals activity with a variety.
of sorting options such as: Date Range(s); Ticket # Range(s); Outstanding Tickets;
Tickets Issued by Officer ID; Tickets Issued by Location; Tickets Issued by Violation;
Tickets Issued by Time Periods.
The software must also be capable of producing accounts receivable and write-off reports
that indicate, by user-defmed 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 (i.e., monthly, annually, etc.).
The system must also provide an easy to use ad-hoc report writer and query tool. This
tool must allow reports to be created and rcm by any authorized user. The query tool must
allow data to be sent to a printer, file, or screen. The system must also allow posting
options such that citation fees, status changes, and account adjusunents may be made in
bulk as data is exported from the system.
The following are samples of the types of reports that the software must produce:
1. A chronological listing of citations written by violation type, parking facility
location and date range
A listing of all vehicle license plates and VIN #s with "X" or more unpaid
citations. This list must have sorting capabilities.
3. Number and percent of tickets issued by violation type during a date range
4. Number and percent of tickets disposed by disposition type code during a date
range
5. Number, percent, and total dollars collected on all tickets listed by each
disposition code and compared to total citations issued (total number and dollar
amount) during a date range
6. Missing ticket report by ticket number and/or officer to which it was assigned
7. Monthly accounts receivable report of tickets unpaid during specified date range
8. A chronological listing, by ticket number, of each ticket and the amount
posted/paid during a specific time period
30
9. An officer specific report containing tickets written by location, time of day and
violation type during a specific time period
10. A listing by customer and citation # of ail unpaid rickets that have been referred for
suspension
11. A listing of uncollectible tickets by license plate # with ticket #(s) and total dollar
mount due but no name or address on file over a date range
12. A listing of tickets by name, address and dollar amount due that have aged beyond
a user-defined period that can be written offand placed in history files
13. A listing of individuals/citation #'s that have overpaid the amount due and merit a
refund by date range (i.e., a report showing ail citation accounts with a postive
baiance)
14. A report for all citation payment transactions by cashier ID and by payment type
(batch mail receipts and in-person payment receipts) for use to reconcile batch
mail-in payment receipts
15.A detailed report of all activity for a given cash drawer on a given day by
transaction type (parking tickets, permits, etc.) and by cashier ID. The report must
show activity, by individual, for each revenue-producing transaction category.
16. A report that will provide aging status for unpaid invoices. The report can be
broken down by past due statuses such as, current, 30 days, 60 days, 90 days and
180 days
17. Provide utility to create and export fixed field length ASCII files containing
customer, citation, permit, vehicle, and/or financiai data in any field order
18. Agency/officer report
N. Data Import/Export
[] COMPLY
NOT COMPLY
LIST EXCEPTIONS
The software must be capable of creating file formats (i.e., ASCII files) that readily
facilitate and accommodate data import/export between ail aspects of the parking
management system and external agencies or departments.
The software import/export program must also have the ability to:
1. Import and export delimited ASCII files
2. Import customer information from centrai payroll system, accounts system, and
31
external DMV/BMV agencies
3. Export ckation billing or other information in the form of a delimited ASCII file.
Vendor will provide the City of Dubuque with file specifications for
import/export.
4. Export a file for late notice generation
O. Application Programming Interface
[] COMPLY
[] NOT COMPLY
n LIST EXCEPTIONS
The software system must offer an Application Programming Interface (API) to allow
external programs access to features within the application. This API must, at a
minimum, specifically interface with permit sales, citation payments, and the ability to
access account information. The system should allow for the creation of a web-based
interface allowing secure online transactions.
1. The vendor must offer consulting services, if needed, to help guide the
implementation process for web-based permit sales
2. The API must provide a group of stored procedures and views that can be called
from an outside system that is logged into an Industry standard parking database
3. The API must fully address permit sales. This includes inserting/updating
customer inforrmation and inserting vehicle information
4. The API must allow a customer to find and pay all citations for which they are
responsible
5. The API must allow a customer to fmd personal account information. This
includes citation and permit information.
6. The API must allow a customer to edit current biographical information
7. The API must allow a customer to appeal citations.
8. The APl must allow for mofe than one citation to be appealed on the same appeal
record
9. A unique cash drawer must be assigned to all API sales
10. The API must apply any business rules defined in the industry standard
parking database. This includes, but is not limited to, waiting list restrictions and
permit restrictions.
32
11. Complete drawer closeouI process with detailed cashier report including but not
limited to a summary report of all transactions and item summary report
12. The system must auto generate a new-register tape number at the start of each new
day
13. The API must offer real-time interaction with the industry standard parking
database
P. Handwritten Citation Book Tracking
COMPLY
NOT COMPLY
LIST EXCEPTIONS
The software must have a program that allows manual/handwritten citation books to be
tracked from issuance to return. This program should provide tracking for the following:
I. The date a manual/handwritten citation book was issued
2. The beginning citation # from a specific manual/handwritten citation book
3. The ending citation # from a specific manual/handwritten citation book
4. To whom the manual/handwritten citation book was issued
5. Who issued the manuaVhandwritten citation book
6. The date a manual/handwritten citation book was recalled
7. Who received the manual/handwritten citation book upon return
8. A missing citation report to account for citations issued to an officer but not
accounted for in the citation tracking module
9. Provide an easy method for tracking handwritten citation books defined within the
system without regard to whether it has been issued, recalled, received, etc.
HI. Handheld Ticketwriters
The vendor must include handheld ticketwriters with integrated field printers, or optional
detached portable printers, and all items and software necessary to interface to the host system.
The handheld computer must utilize software that seamlessly integrates with host parking
management system on the network. The City of Dubuque has the option of purchasing
required ticket stock, envelopes, and other miscellaneous supplies that are necessary for system
operation from vendor of their choice.
33
A. Modularity
[] COMPLY
NOT COMPLY
n LIST EXCEPTIONS
The system must allow for the addition of handheld ticketwriters, users, locations and
modules at a later time.
B. Host and Peripheral Hardware
COMPLY
[] NOT COMPLY
LIST EXCEPTIONS
Host hardware and software shall refer to the proposed parking management system with
which the handheld ticketwriters will interface. The vendor must provide a
recommendation for appropriate configuration. Additionally, the vendor will supply any
necessary cables or other peripheral equipment to interface to the host system or handheld
devices such as printers, magnetic stripe and bar code readers.
C. System Delivery
COMPLY
n NOT COMPLY
[] LIST EXCEPTIONS
The vendor will deliver, install, and.integrate the necessary handheld hardware and
software components with the proposed parking management system to achieve a fully
functional, automated parking citation management system. The vendor must also offer
total system support for the handheld ticketwriter hardware and software under a single
comprehensive maintenance and support program. During the term of the maintenance
and support program, the vendor must provide scheduled new releases of the handheld
and communications software.
34
D. Handheld Software
COMPLY
NOT COMPLY
LIST EXCEPTIONS
User Interface. Handheld software must provide a user-friendly interface for ease
of use and durability.
User Configuration. The handheld software must be completely configurable so
that the supervisor may select data entry fields and make them a required entry, an
optioml emry, or an unused field. The software can be configured to meet the
City's current needs and easily expand over time without excessive customization.
Password/Security. The software must require a valid logon ID and possess two
levels of security with separate passwords. One is to be used for system
administration/configuration and the other for field personnel.
Master Files. The system must support entry of infoxmation such as vehicle make,
model, color, style, plate type, violation, void, location, and standard comment
codes. The system must also support full registered owner, scofflaw, exempt, and
mw request files. At no time during citation entry must the user memorize codes for
data entry; all entries must be selectable from a screen. This screen must employ a
simple scrolling and paging function for location of data. If the user enters the
initial letter(s) of a code, the system must take them to the closest entry in the file
without additional keying. Also, the system must allow the user to browse these
files at any time without being in citation entry mode.
Citation Display and Edit. The system must easily allow the user to display all
citation data entered to that point and to edit or modify any field without disruption
of the citation entry process.
Citation Browsing, Voiding, and Reprinting. The system must allow the user to
view and void (optionally) any and all citations written by the user since the last
upload of data to the host. A valid void code must be entered for the voiding of any
completed citation and th/s code and the officer ID must be noted on exception
report at the host. The system must also support reprinting of an issued citation.
Auto Tag/Permit Search. When the license plate and permit number (if applicable)
are entered during citation entry, the system must automatically search the
customer, vehicle, exempt, scofflaw, and tow request files for a match. If a match is
found, the customer and vehicle information must be automatically entered into the
35
proper dam fields without additional keying by the officer. If a match is found in
any of the exempt, scofflaw, or tow request files, the system must supply feedback
to the user. If a match is found in the scofflaw file, the system must display the
number of unpaid citations, and outstanding balance.
8.Chalking. The system must support monitoring of vehicles in fixed time zone
parking areas. The system must maintain a file of tag numbers in fixed time parking
and, at any time, display the elapsed time and previous location of the vehicle. The
software must allow the user m enter the Citation Entry program directly from the
Chalking program with one keystroke. If the license number is recognized hi the
vehicle file, all associated customer and vehicle data must be filled in automatically
without additional keying by the user.
9. Time Stamping. All ucansactious must be time stamped by the system's internal
clock. This feature may not be modified by the user.
10. Warnings. The system must support the issuance and tracking of warnings as well
as actual citation issuance.
11. Location. The system must support standard location codes and descriptions,
location comments, block numbers, and meter numbers.
12. Comments. The system must support both standard comment codes and flee-form
comments. Software must allow the user to select whether the comments are printed
on the citation or "hidden" and uploaded to the database.
13. Fines/Violations. The system must be configumble by authorized personnel to
allow field personnel to modify the standard violation fine. The system must
support the entry of at least two violations per citation.
14. Handheld Security. The handheld must have a security option so unauthorized
users cannot access the system.
15. Bar Codes. The software mm support the capability to print a laser-quality bar
code on the citation, reflecting the citation number, so that payment can later be
easily and accurately applied to the correct citation during batch payment entry.
The system shall support both "2 of 5" and "Code-39" (aka 3 of 9) bar code types.
The system should be able to put any information (up to at least 20 characters)
contained within a citation into the barcode, i.e., Citation Number, Date, Fine
Amount, Impound #, License #, State, Plate Type, etc.
16. User Defined Citation Print Formats. The software must allow authorized users
to design an unlimited number of custom citation print formats. This includes the
selection of variable fields as well as the ability to print seasonal or periodic
messages and/or warnings.
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17. Required License Plate Double Entry. The software must allow authorized
personnel to select whether the license plate must be entered twice for confirmation.
18. Multiple Citation Alarm. The software must allow authorized personnel m select
whether they wish to check for multiple citations to the same vehicle in the same
day and notify the officer of the previous citation.
19. Lot Utilization. The handheld software must support lot utilization counts that
can be delivered to the host PC as part of the standard communications process.
20. Field Permit Checks. The handheld software must provide the ability to interface
with a bar code laser scanner to perform validity checks on bar coded decals and
hang rags.
21. Double Entry. Optional feature requiring mandatory double permit entry to
reduce data enay errors.
22. Duplicate Ticket Numbers. The handheld units shall not print duplicate rickel
numbers.
23. Save Citations. The handheld unit must save the citation immediately after it is
printed.
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E. Communications
n COMPLY
NOT COMPLY
[] LIST
EXCEPTIONS
Host Communications Software. The system must offer an integrated sofrardre
module for host communications that has a graphical user interface (GUI) with
support for Windows 95/98/NT 4.0/2000/XP in native fashion (i.e., DOS window
support is not acceptable).
Automated Communications. The system must offer the capability of direct host
communication with multiple handheld units (ha either a "daisy chain" mode or a
"broadcast" mode that allows for simultaneous dam ~ransfer to multiple handheld
ticketwriters) in an automated fashion. The system will provide the user the
capability of placing the target workstation into communications mode allowing the
handheld ticketwriters to be loaded and unloaded at any time without user
intervention.
Cradles/Cables. The system must be capable of commurficating with the host
computer via a communication cradle with battery charger or through a standard
RS-232C PC cable.
F. Handheld Computer Hardware
[] COMPLY
n NOT COMPLY
[] LIST EXCEPTIONS
1. The vendor will furnish an integrated parking citation issuance and management
system to include a single piece handheld unit that can print a thermal ticket
without using a separate printer, with all items and software necessary to interface
the handhelds to the host system. Touch screen using selectable menu items is
38
preferred. Color touch screens and wireless communication upgrade should be
listed as an option.
2.The handheld computer must utilize an ultra durable, environmentally sealed
keypad and touch screen. The display screen must be a back lit, shock resistant
liquid crystal screen. The case must be constructed of high strength, solvent
resistant plastic.
3.The handheld computer must have a PCMCIA ticket back-up, on screen menus,
unlimited warning files such as tow lists, scofflaws and other user defmed files,
unlimited tables such as makes, models, styles, years, locations issuers, etc. and
electronic "tire chalking".
4.The unit must use an integrated thermal printer which physically attaches directly
to the handheld for convenience. The printers must be capable of printing high
quality bar codes.
5.The handheld computer and printer must have at least a one- year standard
warranty. The handheld computers must utilize software which seamlessly
integrates with the host parking management system on the network. The vendor
must also supply all required ticket stock, and other miscellaneous supplies that
are necessary for system operation.
6. The system must allow for the addition of handheld computers, users, location
and upgrades at a later time.
7.The City will supply host hardware and software based on recommendation of
vendor for appropriate configuration. Host hardware and software shall refer to
the proposed parking management system with which the handheld computers
will interface. The vendor will supply all necessary peripheral equipment to
interface to the host system or handhelds.
8.The vendor will deliver, install, and integrate the necessary handheld hardware
and software components with the proposed Parking Management System to
achieve a fully functional automated parking citation parking space management
system. The vendor must also offer total system support for the handheld ticket
writer hardware and software under one comprehensive maintenance and support
program. The vendor must provide new scheduled releases of the handheld and
communications software which will provide new functions and communications
options.
G. Configurability
[] COMPLY
n NOT COMPLY
39
LIST EXCEPTIONS
1.The handheld computer software must be completely configurable so that the
City's staffmay select data entry fields. This allows staff the ability to configure
the software without excessive customization.
2.The software must require a valid logon ID and possess two levels of security
with different password levels. One is to be used for system administration and
configuration and the other for field personnel.
3.The system must support entry of information such as vehicle make, model, color,
style and plate type; violation, void, location and standard comment codes. The
system must also support full registered owner, scofflaw, exempt, and tow request
files. At no time during citation entry must the user memorize codes for data
entry; all entries must be selectable from a selection screen. The selection screen
must employ a simple scrolling, paging, or drop down menus for location of data.
If the user enters the initial letter(s) ora code, the system must take them to the
closest entry in the file without additional keying. Also the system must allow the
user to browse these files at anytime without necessarily being in citation entry.
4. With the touch of one key, the user must be able to display all citations written by
the user since the last upload of data to the host.
5.The system must allow the user to view any and all previous citations written by
the user since the last upload of data to the host. The system must also support
reprinting of an issued citation.
6.When the license plate and/or permit number are entered during citation entry, the
system must automatically search the customer, vehicle, exempt, scofflaw, and
mw request files for a match. If a match is found in the data file, the customer and
vehicle information must be automatically entered into the proper data fields
without additional keying by the officer. If a match is found in any of the
scofflaw, or tow request files, the system must display the number of warnings,
paid citations, unpaid citations, and total "contacts" with a particular vehicle or
permit number.
7.The system must support monitoring of vehicles in fixed time zone park'mg areas.
The system must maintain a file of tag numbers in fixed time parking. Upon re-
entry of the plate and location, an elapsed time appears and a citation may be
issued. If the license and/or permit number is recognized in the vehicle file, all
associated customer and vehicle data must be filled in automatically without
additional keying by the user.
40
8. All transactions must be time stamped by the internal clock of the system and this
may not be modified in the field.
9. The system must support the issuance of and tracking of warnings as well as
actual citations.
10. The system must support standard location codes and descriptions, location
comments, block number, and meter number.
11.The system must support both standard comment codes and free-form comments.
Software must allow the user in the field to select whether the comments are to be
printed on the citation or "hidden" and merely uploaded to the database.
12.The system must support the entry of at least two violations per citation.
Surcharges must be based upon violation frequency or must be automatically
assigned through the handheld ticketing device.
13. The handheld computer must have an option to be secured so unauthorized users
carmot access the system.
H. Future growth of System
COMPLY
NOT COMPLY
LIST EXCEPTIONS
The Automated Parking Management System being requested bythe City of Dubuque
Parking Division is considered as a basic computerized citation issuance and processing
system. As the needs of the parking system in the City of Dubuque change, so must this
system. The successful vendor must provide a system that has the capability of possible
future changes.
I. Hardware And Software Maintenance And Support
COMPLY
NOT COMPLY
LIST EXCEPTIONS
41
1.The vendor must offer a yearly maintenance agreement that will cover the Parking
Management System, handheld hardware and software support. It is understood by
the City that the agreement will result in a separate yearly charge with the
City having the option of not accepting the support agreement.
2. As part of the support agreement, the vendor must provide the City with upgrades to
the database and handheld software as they become available for public distribution.
The vendor must offer unlimited 800 number telephone support for it's software
betweem the hours of 8:00 a.m. and 5:00 p.m. central time, with a target response
time of two hours.
J. Training And Implementation Requirements
[] COMPLY
NOT COMPLY
LIST EXCEPTIONS
1. Offer an on-site pre-installation analysis of site requirements m ensure a solution that
is sufficient for the purchaser's requirements. This pre-installation visit should also
be used to determine requirements for implementation, training and database
conversion. The results of the visit should be used to provide an accurate timetable
for total implementation in terms of time, cost and other variables which may be
uncovered.
2. Offer a change management course to properly prepare line-level and management
employees for the changes associated with the implementation of a new system.
3. Provide an appropriate amount of on-site training for employees at time of
implementation.
4. Offer onsite follow-up training 10-12 weeks after software installation.
K. On Site Demonstrations
COMPLY
NOT COMPLY
LIST EXCEPTIONS
42
_______________________________________________________________________
On site demonstrations and references of systems within a 500 mile radius of Dubuque
must be provided.
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