Parking Enforce Software RFPMEMORANDUM
March 31, 2003
TO:The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Bid Acceptance- Parking Enforcement Software
Five responses were received to a Request for Proposal for the purchase of parking
enforcement software. A committee consisting of members of the Finance Department
(Dawn Lange and Cheryl Zihlke), Information Services Department (Joe Pregler and
Lisa Hamilton), Police Department (Paula Gieseman) and Parking Division (Cheryl
Sheldon, Chad Berendes and Tim Horsfield) reviewed the bids.
After the committee reviewed all the responses, it was obvious that some of the
companies were not able to accommodate some of the cdtical areas required, such as
the courtesy ticket program or ticket book tracking.
On-site presentations were made by EDC Corporation and Cardinal Tracking. After the
presentations, the committee unanimously preferred EDC Corporation because the
software was clearly above the others in the technology area, user-friendliness and
overall compliance relative to the RFP.
It is the committee recommendation to accept the proposal submitted by EDC-AIMS
Corporation. Initial costs of the software and hardware to be provided are projected to
be $77,525, with approximately $2,000 additional cost for data cards to be purchased
from a local supplier. Ongoing annual support will be $8,200, along with monthly data
air time fees for a local vendor.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
William Baum, Economic Development Director
MEMORANDUM
TO:Michael Van Milligen, City Manager
FROM:William Baum, Economic Development Director
SUBJECT:Bid Acceptance - Parking Enforcement Software
March 19, 2003
INTRODUCTION
The purpose of this memorandum is to request City Council approval of the purchase of
parking enfomement software.
DISCUSSION
In November of 2002, the City Council passed a resolution approving the distribution of
a Request for Proposal to replace the existing enforcement software. Proposals were to
be submitted to the City Clerk by 2:00 P.M. on the 10th day of December 2002. At that
time, five responses had been received, those being Cardinal Tracking, Enforcement
Technologies, Clancy Systems International, T2 Systems and EDC-AIMS Corporation.
A committee consisting of members of the Finance Department (Dawn Lang & Cheryl
Zihlke), Information Services Department (Joe Pregler & Lisa Hamilton), Police
Department (Paula Gieseman) and Parking Division (Cheryl Sheldon, Chad Berendes &
Tim Horsfield) reviewed each submittal, viewed on-site demonstrations for selected
providers and contacted references. This software will correct the technical problems
Information Services had been experiencing, allow for an accurate "courtesy ticket"
program, bring the airport on-line, and greatly increase our ability to collect fines due.
In reviewing each of the proposals, we identified areas in which some of the proposals
were weak or simply did not meet the critical criteria as established in the Request for
Proposal. Following is a list of the major exceptions for each of the vendors submitting
a response.
T2 Systems, Inc.
1. Unable to accommodate the courtesy ticket program.
2. Presented the high bid of approximately $107,000.00
March 19, 2003
Parking Enforcement Software Recommendation
Page 2
Clancy Systems Int'l
1. System does not allow a "credit" balance on accounts. This is a
critical component.
2. Several responses to requirements in which custom
programming was required indicated the costs would be
determined at a later time. Very awkward program when
maneuvering to different modules.
3. Does not accommodate all areas of manual ticket book tracking
that is also an important component.
4. Bid of approximately $63,650.00 with several areas of unknown
costs, one being entire cost of the data conversion and other
custom applications.
Cardinal Tracking Inc.
1. Unable to accommodate ticket book tracking as required by the
RFP. This is once again a major component of the package.
2. Indicated in the response were several areas requiring custom
programming with an unknown cost reflected in the response.
3. Bid of approximately $73,300.00 with undetermined
programming cost for required customization components.
4. Response for additional information not received as requested.
Enforcement Technolo.qies Incorporated - CURRENT VENDOR
1. Our history with Enforcement Technologies over the past years
has been far less than satisfactory as indicated in our request to
distribute the RFP.
2. Currently unable to provide "courtesy program".
3. Updates and software assistance very expensive.
EDC Corporation
1. Highest compliance to items listed in the RFP.
2. All major items were met including ticket tracking and courtesy
program.
3. Very user-friendly software.
4. All costs known up front regarding conversion of data, training
and installation.
5. No cost for future updates.
6. Very high marks given by all references checked.
7. Information Services finds system to be very stable and by far
the most pre-established number of reports applicable to
parking enforcement.
8. Total bid price of $77,525.00
March 19, 2003
Parking Enforcement Software Recommendation
Page 3
After the committee reviewed all of the responses, it was obvious that some of the
companies were not able to accommodate some of the cdtical areas required, such as
the courtesy ticket program or ticket book tracking.
The committee agreed to have on-site presentations made by EDC Corporation and
Cardinal Tracking. It was after both presentations were made that EDC Corporation
clearly became the preferred vendor of the entire committee. The software compared to
others submitted was cleady above others in the technology area, user-friendliness and
overall compliance relative to the RFP. At that time, the committee contacted
references of EDC Corporation. The committee was divided into groups with each
group to contact two or three references listed. After this had been completed, the
committee once again met and discussed responses that were obtained through these
phone calls. In total, six reference contacts were made. These consisted of other
municipalities and also college accounts. Every reference contacted had the highest of
praise for EDC. Indications were that responses to technical and operational issues
were remarkable and that requested reports or updates were timely and without
additional fees. I have attached a copy of the questions asked of each reference
contacted for your review.
Initial costs of the software and hardware to be provided are projected to be $77,525.00
with approximately $2000.00 additional cost for data cards to be purchased from a local
supplier. Ongoing annual support will be $8200.00 along with monthly data air time
fees for a local vendor. This technology is at the present time unavailable in the
Dubuque area, however, projected to be available by August or September. The
funding source for the software project will be the parking construction fund. $100,000 is
available from this fund for the project.
This system will also support an increase in fine collections as the Police Department
will have access to up-to-date information 24 hours per day 7 days per week. They
currently issue a substantial number of parking tickets over night for alternate side
parking. However, these fines are seldom collected as officers do not know amounts
due from registered owners or should the vehicle be on the tow list. This system does
provide this information for the officers and dispatchers.
RECOMMENDATION
It is the committee's recommendation after reviewing all submittals and subsequent
information, to accept the proposal submitted by EDC-AIMS Corporation.
ACTION STEP
The action requested is that the City Council approve the purchase of the parking
enforcement software to be supplied by EDC-AIMS Corporation.
Cc:Cindy Steinhauser, Assistant City Manager
Pauline Joyce, Administrative Services Manager
Tim Horsfield, Parking System Supervisor
Preparer: Bill Baum, Economic Development Dir Address 50 West 13th St, Dubuque, IA 52001 Phone: 589-4393
RESOLUTION NO. 100-03
RESOLUTION ACCEPTING A CONTRACT FOR THE PARKING DIVISION PARKING
ENFORCEMENT SOFTWARE PROJECT
Whereas, the contract between the City of Dubuque and EDC Corporation for the
replacement of parking enforcement software and necessary equipment.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. That the cost of said improvement is hereby determined to be
$77,525.00 and the said amount shall be paid from the Parking Construction Fund.
Passed, approved and adopted this 7th day of April, 2003.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
F:\USERS\WBaum~ParkinCEnforcernent Software Resolution-3-13-03.doc
Automated Issuance/Management
ELECTRONIC DATA COLLECTION CORPORATION
City of Dubuque
Pricing and Confi.quration
3/13/03
city
Description Unit Extended
AIMS Parking Management System
6-User License SQL or Oracle
$36,000
I Al Communication Software (Standard Serial 5,000
and Wireless Communication Ready)
Unlimited License
6 AIMS Ticketer Ensembles - Color Touch $4,162.50 24,975
includes handheld with built-in thermal
printer, cradle/chargers, PCMClA card,
stylus, software, and wireless ready
6 Holsters $95 570
6 Spare Main Lithium Ion Batteries $150 900
6 External Battery Chargers for Spares $140 840
1 Wall/Table Mounting rack 150
(accepts up to 5 Ticketers pre-wired)
2 Box Stylus (12) 40
Total System
$68,475
1 POS Includes Cash Drawer, Receipt/ 1,195
Validation Printer Laser Scanner with
Stand, Software
I3 Dwight Park Drive · Syracuse, New York 13209-1029 · (315)706-0310 · Fax(315)706-0330 · E-mail edc@edc-aim.com
www. edc-aim.com
1
3
1
INSTALLATION AND TRAINING
Remote Pre-Installation and Testing
Days On-Site Training @ $800/day
Travel, Time, Lodging & Expenses
Total
NC
2,400
2,500
$ 4,900
CITATIONS AND DESIGN
Qty Description Unit
Extende~
1 Design Citation
3 Plate Charges $110
500 Rolls Custom Thermal Ticket (50/roll) $5
Approx. 3" x 8" Three Color
Total Supplies
$ 125
33O
2,500
$ 2,955
SUPPORT AND MAINTENANCE YEAR
Software Support ($8,200 annually)
Equipment Depot Maintenance ($1,500 annually)
Total Year 1
$ 6,150
0
$ NC
RECAPITULATION OF COSTS
AIMS System
POS
Installation and Training
Citations and Design
Year 1 Support and Maintenance
$68,475
1,195
4,900
2,955
NC
TOTAL BID $77,525
City of Dubuque
Parking Division
Enforcement Software
Reference Questions
1. Are you happy with your purchase of the EDC-AIMS software ?
2. Have you been satisfied with the companies customer support ?
3. If you had data conversion to do with the install, was there any problems and
how did EDC-AIMS deal with them ?
4. Were you satisfied with the training provided by the vendor ?
5. What type of operating system are using in this application ? (Oracle, SQL or
Access)
6. When was your software installed ?
7. Are you satisfied with the operation of the hand-held units ?
8. In general, what are you most pleased with regarding your purchase and
operation of this system ?
9. What, if any, were the main problems you experienced or continue to experience
with this system ?
10.After final payment was made, did your support continue beyond when problems
occurred ?
F:\USERS\WBaum\Parking\Enforcement Software Reference Questions 2-03.doc