1 REQUEST FOR PROPOSAL Main Parking Garage Gate Controls & Pay System Upgrade RFP CML # 15-030 Columbus Metropolitan Library Issued by: Procurement Department 96 S. Grant Ave. Columbus, OH 43215 Deadline for Submittal: December 28, 2015 No later than 12:00 NOON EST Prevailing Wage will apply. December 7, 2015
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REQUEST FOR PROPOSAL - Columbus Metropolitan Library
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REQUEST FOR PROPOSAL
Main Parking Garage Gate Controls & Pay System
Upgrade
RFP CML # 15-030
Columbus Metropolitan Library
Issued by: Procurement Department 96 S. Grant Ave. Columbus, OH 43215 Deadline for Submittal: December 28, 2015 No later than 12:00 NOON EST Prevailing Wage will apply.
The Columbus Metropolitan Library (“CML” or “Library”) is issuing this Request for Proposal (“RFP”) Main Parking Garage Gate Controls & Pay System Upgrade (the”Project”). The Proposal Identification Number is CML 15-030.
Proposals must be received at the Columbus Metropolitan Library, 96 South Grant Avenue, Columbus, Ohio 43215 no later than 12:00 Noon (Columbus, Ohio local time) on Monday, December 28, 2015. Any Proposal (“Proposal”) arriving after 12:00 Noon will be marked late and will receive no consideration for selection to provide the specified services.
All questions or requests for clarifications should be submitted no later than 5:00 p.m. on Wednesday, December 18, 2015 to [email protected].
The Offeror (“Offeror”) declares to have read and understood and affirms, by its signature below, to be bound by all the instructions, terms, conditions and specifications of this RFP and agrees to fulfill the requirements of any contract (“Contract”) for which it is selected to provide the specified services at the prices proposed.
The Offeror certifies, by signature affixed to this Request for Proposal Cover Sheet, that the information provided by in response to the RFP, including certified statements, is accurate and complete.
Federal Taxpayer Identification Number (TIN)
Name of person signing proposal (Please print or type) Title
Offeror Name
Mailing address
City State ZIP
Telephone Toll Free Telephone
Contact Person Fax Number
E-Mail address
Authorized Signature (Original signature only) Please use Blue Ink.
THIS FORM MUST BE SIGNED AND SUBMITTED WITH THE PROPOSAL
Background In November of 2014, 3M Parking, the Library’s current parking and pay system provider, announced they would no longer service the parking industry all together. While hardware will be supported by another supplier for some years to come, 3M was unable to hand-off the software portion of the business to a software provider, which means the Library’s current software is unsupported. As of July 14, 2015, Microsoft will no longer support an MS Server 2003 operating system, which is relevant to the Library as it currently operates on the ScanNet facility management software. Although Scannet and MS Server 2003 will continue to operate after July 14, 2015, any new security patches, hotfixes, etc. will no longer be deployed by Microsoft, eventually causing a possible IT security threat. On October 28, 2016 both ScanNet’s and 3M’s latest EFMS facility management software’s current PA-DSS certification for credit card security compliance expired. This certification was not renewed for ScanNet. Re-certification is likely not an option as 3M was unable to maintain software support after they pulled out of the industry, which means an upgrade is necessary. In addition to these circumstances, the Library wishes to create less confusion and fewer vehicle back-ups by installing pay machines at the two (2) existing exit lanes.
Goal of Upgrade The goal of the Library is to provide a user friendly experience for customers while entering and
exiting the parking garage through a centrally controlled parking garage software solution. The
proposed solution must meet the minimum requirements as outlined in the Scope of Work section
below with regard to PCI compliance, EMV certified technology, override capabilities, etc.
Upon Contract award, the Columbus Metropolitan Library team will engage with the successful
Offeror to plan, schedule, and execute the upgrade of the existing parking garage gate controls
and pay system.
Purpose The Library is requesting Proposals from all interested and qualified Offerors to provide
contracting services for the Main Parking Garage Gate Controls & Pay System Upgrade project.
Scope of Work The Offeror must clearly demonstrate in its Proposal how it will meet all of the following Contract requirements: CML is seeking Proposals to include, but not be limited to:
1. Entry Lane: Updated ticket dispenser. Gate arm. Gooseneck pedestal for existing card reader. Signage as required by code. Vehicle detection loops. Modifications to concrete, guardrails, and painting where necessary. Low voltage electrical wiring.
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2. Exit Lanes (at each lane, total of 2): Vehicle pay station and change dispensing unit. VoIP Intercom. Gate arm. Gooseneck pedestal for existing card reader. Signage as required by code. Vehicle detection loops. Modifications to concrete, guardrails, and painting where necessary. Low voltage electrical wiring.
3. Lobby:
Two (2) pay-on-foot stations with credit card, bill, and coin capability.
4. Parking Garage software: Centrally controlled software which permits the Library to override for special
events and to prevent garage backups. CML requires, at a minimum a credit payment system which complies with PCI-
DSS and allows the Library to adhere to the standards in PCI Self-Assessment Questionnaire B (SAQ-B) or better. In addition, the Library requires a solution which does not mandate the Library to store cardholder data and uses PCI validated software.
Compatible with the Library’s current access card reader software, Kantech. 5. One (1) desktop validation unit and at least one (1) additional means to validate tickets
without the use of the desktop validation unit.
6. Existing Garage Gate House: Upgrade all existing controls to ensure a fully functioning system in the gate house
in the event manually controlled parking is desired by the Library.
7. City Permits and Items required by code.
8. Preventative Maintenance and Warranty Agreement.
9. ALTERNATES – Proposal shall include prices for the following options:
Option #1 - Add reversing entry lane at one of the existing exit lanes. Option #2 – Remove the existing gatehouse booth, delete upgraded controls
within, and add upgraded controls for both gates in the existing garage office located directly west of the exit lanes.
10. All proposed equipment and system components MUST be compatible with Kantech, the Library’s current card reader system.
The successful Offeror will furnish all of the labor, services, and training for the timely and proper completion of implementing the Main Parking Garage Gate Controls and Pay System Upgrade.
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All materials and equipment provided will be new, free from all defects, fit for the purpose for which they are intended, and merchantable. The successful Offeror, or contractor (“Contractor”) is expected to provide implementation services including providing a comprehensive project plan (“Project Plan”). As part of the overall Project Plan, the Contractor must develop a project communication plan that ensures timely and appropriate generation, collection and dissemination of project (“Project”) information. In addition, the Contractor must provide periodic reporting and attend filed coordination meetings upon CML’s request. As part of the overall Project Plan, the Contractor must develop a project implementation plan (“Implementation Plan”) identifying the most efficient and effective approach to implementation based on the Contractor’s experience. The Contractor will provide training to CML personnel to ensure a transfer of knowledge sufficient enough to prepare staff for the proposed upgrade. The Contractor shall provide a training plan (“Training Plan”) and training documentation supporting the system’s functionality and other training needs. Projected Timeline
Activity Target Completion Date
Issuance of RFP December 7, 2015
Inquiry Period Begins
Pre-Proposal Conference Date December 11, 2015 at 10:00 a.m.
Inquiry Period Ends December 18, 2015 at 5:00 p.m.
Final Response to Vendor Questions December 22, 2015 by 5:00 p.m.
Proposal Due Date December 28, 2015 by 12:00 p.m.
Project Completion Date no later than May 1, 2016
DIVERSITY
Because Columbus Metropolitan Library serves a diverse central Ohio population, CML has a strong preference for professional service providers to propose teams made up of MBE/DBE/WBE and/or EDGE certified staff to provide CML with a diverse professional staff representative of the central Ohio region in which they will be working and of the customers that CML serves every day. Minority Business Enterprises are encouraged to respond to this Proposal.
Pre-Proposal Conference A meeting to discuss and review the requirements of the RFP will be held on Friday, December 11 at 10:00 a.m. at the Main Library 96 South Grant Avenue, Columbus, OH 43215. All participants will meet outside the parking garage entrance off of Library Park North. Please note: the Main Parking Garage is currently closed to normal traffic; however, participants may park in the garage
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for this event. The purpose of this meeting is to answer any questions about and/or provide clarification of any information contained in this RFP.
Failure or omission of an Offeror to receive or examine any necessary document, form instrument, addendum, or other document shall in no way relieve any Offeror from obligations with respect to its Proposal. No claim for extra payment will be allowed based on an Offeror’s6 lack of knowledge of existing conditions and problems arising therefrom. COMPLIANCE WITH APPLICABLE LAWS
By submitting a Proposal for Work on the Project, the Offeror acknowledges that it is in compliance with applicable federal, state, and local laws and regulations, including, but not limited to, the following:
Equal Employment Opportunity/Nondiscrimination. The Offeror agrees that if it is awarded a contract that in the hiring of employees for performance of work under the Contract or any subcontract, neither it nor any subcontractor, or any person acting on its behalf or its subcontractor’s behalf, by reason of race, creed, sex, disability as defined in Section 4112.01 of the Ohio Revised Code, or color, shall discriminate against any citizen of the state in the employment of labor or workers who are qualified and available to perform work to which the employment relates. The Offeror further agrees that neither it nor any subcontractor or any person on its behalf or on behalf of any subcontractor, in any manner, shall discriminate against or intimidate any employees hired for the performance of the work under the contract on account of race, creed, sex, disability as defined in Section 4112.01 of the Ohio Revised Code, or color.
Ethics Laws. The Offeror represents that it is familiar with all applicable ethics law requirements, including without limitation Sections 102.04 and 3517.13 of the Ohio Revised Code, and certifies that it is in compliance with such requirements.
Ohio Prevailing W age Law. The Offeror recognizes that the Work requirements payment of current prevailing wage rates for the County in which the Project is located and agrees to conform with the legal requirements for public construction projects as set forth in Ohio Revised Code Chapter 4115.
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Proposal Submission Requirements All Proposals must be in a sealed envelope or appropriate packaging, with the Proposal Identification Number (CML # 15-030) and title of Main Parking Garage Gate Controls & Pay System Upgrade clearly marked on the outside. PROPOSAL SUBMITTAL. Each Offeror must submit a Technical Proposal and a Cost Proposal as part of its Proposal package. Proposals must be submitted as two (2) separate components (Cost Proposal and Technical Proposal) in separate sealed envelopes/packages. Each Technical Proposal package must be clearly marked “CML 15-030 RFP – Technical Proposal” on the outside of each Technical Proposal package’s envelope. Each Cost Proposal package must be clearly marked “CML 15-030 RFP – Cost Proposal” on the outside of each Cost Proposal package’s envelope. IMPORTANT: Technical Proposals must not contain cost or pricing information. Each Offeror must submit one (1) original, completed and signed in blue ink, and four (4) copies for a total of five (5) Proposal packages. An electronic file of the Proposal must also be submitted in .pdf format on a flash drive. In the event there is a discrepancy between the hard copy and the electronic copy, the hard copy will be the official Proposal. Proposals must be submitted to:
NOTE: The Main Branch is currently under construction. During this time, Proposals may also be delivered in person to the Loading Dock Area (South side of the building), Columbus Metropolitan Library, 96 South Grant Avenue, Columbus, Ohio 43215. Proposals submitted via e-mail will not be considered. Any Proposal arriving after 12:00 NOON on the due date will be marked late and will receive no consideration for selection to provide the specified services. The Library will return, unopened, any Proposal that is received after the deadline. Proposal Instructions Offerors are cautioned to carefully review all parts of the RFP. No allowance will be made for any error or negligence of the Offeror. Proposals are to be prepared in such a way as to provide a straightforward, concise description of the Offeror’s capabilities to satisfy the requirements of this RFP and provide sufficient information to fully establish the Offeror’s ability to perform all of the actions, activities and functions described in this RFP. Emphasis should be on conformance to the RFP instructions, responsiveness to the RFP requirements, completeness and clarity of content and should minimize extraneous marketing materials. Costs for developing the Proposal are entirely the responsibility of the Offeror and shall not be chargeable to the Library.
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Proposal Questions Any questions or clarifications regarding this RFP should be sent to [email protected] and reference the Proposal Identification Number (CML # 15-030.) and title of the RFP (Main Parking Garage Gate Controls & Pay System Upgrade). All questions must be submitted no later than 5:00 p.m. on December 18, 2015. Offerors are encouraged to submit questions at any time during the inquiry period. Answers to all questions, including those addressed at the Pre-Proposal Conference, will be documented and posted on the “Doing Business with the Library” page of the Library’s website at www.columbuslibrary.org/about/doing-business. Answers will be posted no later than 5:00 p.m. on December 22, 2015. Proposal Format To facilitate comparison of Proposals, Offerors must submit Proposals in a format that corresponds to the outline below. Proposals must include a table of contents listing all sections.
1. Executive level summary of the proposed solution(s). 2. Statement as to the Offeror’s particular abilities and qualifications to include, but not
limited to:
a. Brief history of the company.
b. Product and services offerings.
c. Describe the core competencies.
d. The number of years the Offeror has been in business.
e. Primary corporate location. Provide address.
f. The geographical area of operations and professional affiliations.
g. Overview of the ownership structure of the company. Is the company private or public?
h. Describe any alliances or strategic partnerships with other companies.
i. Size and composition of the organization.
j. Number of customers.
k. Provide the name of each team member that will be assigned to this project and
the role that they will play. Include a brief resume of experience, certifications, skills and abilities of each team member. This does not have to be all-inclusive. A summary of the core team will suffice.
l. Disclose all information concerning any suits filed, judgments entered or claims made against the Offeror during the last five years with respect to services provided by the Offeror or any declaration of default or termination for cause against the Offeror with respect to such services. In addition, state whether during the past five years the Offeror has been suspended from entering into any government contract.
3. If applicable, include a list of proposed Subcontractors for this project. For each Subcontractor listed, identify whether or not the Subcontractor is a certified woman- or minority-owned business. The Library reserves the right to reject any Subcontractor not identified within the Offeror’s response.
4. Provide references for a minimum of three (3) projects completed during the last two (2)
years. Include a description of scope and client references, including contact names, e-mail addresses, and telephone numbers.
5. Include any other information documentation believed to be pertinent, but not specifically
mentioned in this RFP, that may be useful and applicable to this project. Selection Process The Library’s evaluation team will review all Proposals and evaluate responses to the RFP.
TABLE 1 - SCORING BREAKDOWN
The scale below (0-5) will be used to rate each Proposal on the criteria listed in the Technical Proposal Evaluation Table (Table 2).
DOES
NOT
MEET
0 POINTS
WEAK
1 POINT
WEAK TO
MEETS
2 POINTS
MEETS
3 POINTS
MEETS TO
STRONG
4 POINTS
STRONG
5 POINTS
Criteria Maximum
Allowable Points
Proposal Technical Requirements
500 Points
Proposal Cost
125 Points
Total
625 Points
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CML will score the Proposals by multiplying the score received in each category by its assigned weight and adding all categories together for the Offeror’s Total Technical Score in Table 2. Representative numerical values are defined as follows:
DOES NOT MEET (0 pts.): Response does not comply substantially with requirements or is not provided. WEAK (1 pt.): Response was poor related to meeting the objectives. WEAK TO MEETS (2 pts.): Response indicates the objectives will not be completely met or at a level that will be below average. MEETS (3 pts.): Response generally meets the objectives (or expectations). MEETS TO STRONG (4 pts.): Response indicates the objectives will be exceeded. STRONG (5 pts.): Response significantly exceeds objectives (or expectations) in ways that provide tangible benefits or meets objectives (or expectations) and contains at least one enhancing feature that provides significant benefits.
Evaluation Criteria The final decision will be based on the overall RFP response that is deemed most advantageous to the Library, based on the information provided. Specific criteria that will be considered, during the evaluation, include:
1. Quality and comprehensiveness of the Proposal:
a. Demonstrated understanding, by the Offeror, of the Library and the Library’s requirements.
b. Qualifications and ability to perform. c. Responsiveness and adherence to RFP instructions.
2. Quality of the proposed solution. 3. Stability and viability of the product and Offeror. 4. Offeror’s experience on projects of similar scope. 5. Input from reference contacts.
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EVALUATION AND SELECTION
Specific criteria that will be considered, during the evaluation, include: Evaluation of Technical Proposal
TABLE 2 - TECHNICAL PROPOSAL EVALUATION
Responsiveness Criteria Weight Score Ext’d
1. Quality and comprehensiveness of the Proposal: a. Demonstrated understanding, by the Offeror,
of the Library and the Library’s requirements. b. Qualifications and ability to perform. c. Responsiveness and adherence to RFP
instructions.
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2. Quality of the proposed solution includes, but is not limited to, the following:
a. Offeror’s Project Plan; b. Offeror’s Staffing Plan (including all
subcontractors); c. Offeror’s Implementation Plan; d. Offeror’s Training Plan.
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3. Stability and viability of the product and Offeror. 20
4. Offeror’s experience on projects of similar scope. 10
5. Input from reference contracts. 10
Total Technical Score:
The weighted points will be multiplied times the numbers of Criteria’s listed above for a maximum total of 500 points (5 points X 100) for the Technical Score. Evaluation of Cost Proposal CML will rank costs on a relative bases for a maximum total of 125 points for the Cost Score. COST PROPOSAL POINTS. CML will calculate the Offeror’s Cost Proposal points after the Offeror’s total technical points are determined, using the following method:
Cost points = (lowest Offeror’s cost/Offeror’s cost) x Maximum Allowable Cost Points as indicated in the “Scoring Breakdown” table. The value is provided in the Scoring Breakdown table (Table 1). “Cost” = Total Not-to-Exceed Cost identified in the Cost Summary section of Offeror Proposals. In this method, the lowest cost proposed will receive the Maximum Allowable Points.
The number of points assigned to the cost evaluation will be prorated, with the lowest accepted cost proposal given the maximum number of points possible for this criterion. Other acceptable cost proposals will be scored as the ratio of the lowest price proposal to the proposal being scored, multiplied by the maximum number of points possible for this criterion.
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CML will determine costs based upon the Offeror’s estimated hour and applicable labor rates, along with a “not-to-exceed” total Project cost. Refer to Table 3. The Offeror must use the format of Table 3 for its Cost Proposal. CML reserves the right to disqualify Proposals having costs that appear unrealistic or significantly understated for the services offered.
TABLE 3 - COST PROPOSAL
Item Unit Cost ($)
Number of Units
Extended Cost ($)
1. Entry Lane
2. Exit Lanes (total of 2)
3. Lobby
4. Ticket Validation
5. Existing Garage Pay Booth
6. City Permits and Code Requirements
7. Preventative Maintenance and Warranty
8. Alternates:
Option #1 Reversing Entry Lane
Option #2 Gatehouse Booth
Option #3 EMV/Chip Technology
Option #4 Reuse Parking Gates
Option #5 Repaint Existing Bolllards
Total Not-to-Exceed Cost:
The following formula will be used to determine the final score of the proposal: Total Points = Technical Proposal + Cost Proposal = ____________ pts. The maximum possible score is 625 points. Contract Award The Library is not, by virtue of issuing this RFP, obligated to enter into a Contract and reserves the right to not issue a Contract as a result of this solicitation.
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Columbus Metropolitan Library Procurement Department