Guest Parking Management Solution

Request for Bid
Information
BillTo: ShipTo:
TheUniversityofMississippi TheUniversityofMississippi THIS IS NOT AN ORDER
OfficeofProcurementServices OfficeofProcurementServices
P.O.Box 1848 DistributionCenter
University,MS 38677-1848 164JeanettePhillipsDrive
Phone: (662)915-7448 UniversityMS 38677 RFBNumber 4100028978
Email: payables@olemiss.edu Coll.Number 814
Date 04/26/2026
Vendor Address
RequisitionNo. 10205199
NAME: Buyer/Phone PurchasingDept./662-915-7448
STREET ADDRESS: Biddueon 06/04/2026
CITY, STATE ZIP:
PHONE: FAX: PleasereturnthebidrequesttoProcurementServices.
EMAIL: attheaboveaddress. Bidsmustbereturnedinthe
envelopeprovided,oraddressedwith thecollective
VendorBidInformationsubmittedby: numberandopeningdatedisplayedontheoutsideof
PrintedName _________________________ envelope.
Signature _________________________
Page 1of 3
DeliveryDateARO _________________________
Item Material/Description Quantity UM UnitPrice Amount
*IMPORTANT!!! ALL SUBMISSIONS ARE DUE NO LATER THAN
1:00 PM, THURSDAY, June 4, 2026.
ALL SUBMISSIONS ARE DUE AT:
RFP 814
OFFICE OF PROCUREMENT SERVICES
164 JEANETTE PHILLIPS DR
UNIVERSITY, MS 38677
OUR PREFERRED METHOD OF SUBMISSION IS
ELECTRONICALLY BY FOLLOWING INSTRUCTIONS AT THIS
LINK:
https://secure24.olemiss.edu/prelecbids/CurrentBids
IF SUBMITTING VIA PAPER HARDCOPY, YOUR SEALED AND
PROPERLY IDENTIFIED (ATTACHED LABEL AFFIXED TO
OUTSIDE OF PARCEL PACKAGE) BID MUST ARRIVE AT THE
PROCUREMENT SERVICES BUILDING NO LATER THAN THE
STATED DATE AND TIME. PLEASE SEND YOUR PROPOSAL IN
A TIMELY FASHION THAT ALLOWS FOR UNFORESEEN DELAYS
BY YOUR CHOSEN DELIVERY METHOD.
THE UNIVERSITY RESERVES THE RIGHT TO REJECT ALL
PROPOSALS RECEIVED.
INSTRUCTIONSTOVENDOR
GENERALSPECIFICATIONS
(1)Bids-AllbidswillbequotedF.O.B.UniversityorOxford,Mississippi. NobidwillbeconsideredunlessF.O.Btermsareasstatedabove. Allpricesare
tobefirmquotations.See 'GeneralInformationtoBidder'includedwithbidpacket.
(2)Terms-Bidderwillstatetermsofsale. Ourtermsare2%10days,net45days. Thesetermswillapplyunlessotherwisespecified.
(3)Delivery-Bidderwillstateinbiddeliverythatpurchasercanexpectoneachitem.
DETAILEDSPECIFICATIONS
Itistheintentofthesespecificationsparticularlywheremanufacturer'snameand/orcatalognumberisusedtoselectanitemofcomparablematerials
and/ordesign. Itisnottheintenttolimitthebidding,however,allbiddersarecautionedthatthelistedmanufacturer'sstandardsshallbeaminimum. Itisa
requirementthatallbidderswhofurnishquotationsonproductsofmanufacturerotherthanthoselistedshallfurnishwiththeirbidcompleteinformation
togetherwithfullspecificationsofitemstheyproposetofurnish.

Request for Bid
Information
BillTo: ShipTo:
TheUniversityofMississippi TheUniversityofMississippi THIS IS NOT AN ORDER
OfficeofProcurementServices OfficeofProcurementServices
P.O.Box 1848 DistributionCenter
University,MS 38677-1848 164JeanettePhillipsDrive
Phone: (662)915-7448 UniversityMS 38677 RFBNumber 4100028978
Email: payables@olemiss.edu Coll.Number 814
Date 04/26/2026
Vendor Address
RequisitionNo. 10205199
NAME: Buyer/Phone PurchasingDept./662-915-7448
STREET ADDRESS: Biddueon 06/04/2026
CITY, STATE ZIP:
PHONE: FAX: PleasereturnthebidrequesttoProcurementServices.
EMAIL: attheaboveaddress. Bidsmustbereturnedinthe
envelopeprovided,oraddressedwith thecollective
VendorBidInformationsubmittedby:
numberandopeningdatedisplayedontheoutsideof
PrintedName _________________________
envelope.
Signature _________________________
DeliveryDateARO _________________________ Page 2of 3
Item Material/Description Quantity UM UnitPrice Amount
YOUR COMPANY IS NOT REQUIRED TO BE A REGISTERED
VENDOR TO SUBMIT A PROPOSAL, HOWEVER, YOUR
COMPANY MUST BE REGISTERED WITH THE UNIVERSITY OF
MISSISSIPPI (UM) IF AWARDED. TO REGISTER AS A VENDOR
WITH UM, PLEASE VISIT https://olemiss.edu/procurement/vendors/
AND FOLLOW THE INSTRUCTIONS ON THE WEBSITE.
PEASE INCLUDE ORIGINAL REQUEST FOR PROPOSAL
DOCUMENTS. PLEASE MAKE SURE ALL DOCUMENTS INCLUDE
YOUR CORRECT NAME, COMPANY NAME, AND CONTACT
INFORMATION (ADDRESS, PHONE NUMBER, FAX NUMBER,
ETC.).
THIS PURCHASE WILL BE GOVERNED BY THE UNIVERSITY OF
MISSISSIPPI TERMS AND CONDITIONS AS LISTED ON OUR
WEBSITE: http://procurement.olemiss.edu.
0001 RFP 814 - Guest Parking Mgmt. Solution 1 each
The University of Mississippi (UM) seeks to solicit sealed proposals
from qualified offerors to establish a contract through competitive
negotiation for a cloud-based, standalone, Software-as-a-Service
(SaaS) solution for the management of temporary parking passes
and validations.
SEE THE ATTACHED SEVEN (7) PAGE DOCUMENT FOR
PROPOSAL SPECIFICATIONS AND REQUIREMENTS.
INSTRUCTIONSTOVENDOR
GENERALSPECIFICATIONS
(1)Bids-AllbidswillbequotedF.O.B.UniversityorOxford,Mississippi. NobidwillbeconsideredunlessF.O.Btermsareasstatedabove. Allpricesare
tobefirmquotations.See 'GeneralInformationtoBidder'includedwithbidpacket.
(2)Terms-Bidderwillstatetermsofsale. Ourtermsare2%10days,net45days. Thesetermswillapplyunlessotherwisespecified.
(3)Delivery-Bidderwillstateinbiddeliverythatpurchasercanexpectoneachitem.
DETAILEDSPECIFICATIONS
Itistheintentofthesespecificationsparticularlywheremanufacturer'snameand/orcatalognumberisusedtoselectanitemofcomparablematerials
and/ordesign. Itisnottheintenttolimitthebidding,however,allbiddersarecautionedthatthelistedmanufacturer'sstandardsshallbeaminimum. Itisa
requirementthatallbidderswhofurnishquotationsonproductsofmanufacturerotherthanthoselistedshallfurnishwiththeirbidcompleteinformation
togetherwithfullspecificationsofitemstheyproposetofurnish.

Request for Bid
Information
BillTo: ShipTo:
TheUniversityofMississippi TheUniversityofMississippi THIS IS NOT AN ORDER
OfficeofProcurementServices OfficeofProcurementServices
P.O.Box 1848 DistributionCenter
University,MS 38677-1848 164JeanettePhillipsDrive
Phone: (662)915-7448 UniversityMS 38677 RFBNumber 4100028978
Email: payables@olemiss.edu Coll.Number 814
Date 04/26/2026
Vendor Address
RequisitionNo. 10205199
NAME: Buyer/Phone PurchasingDept./662-915-7448
STREET ADDRESS: Biddueon 06/04/2026
CITY, STATE ZIP:
PHONE: FAX: PleasereturnthebidrequesttoProcurementServices.
EMAIL: attheaboveaddress. Bidsmustbereturnedinthe
envelopeprovided,oraddressedwith thecollective
VendorBidInformationsubmittedby:
numberandopeningdatedisplayedontheoutsideof
PrintedName _________________________
envelope.
Signature _________________________
DeliveryDateARO _________________________ Page 3of 3
Item Material/Description Quantity UM UnitPrice Amount
Any questions regarding this RFP should be directed to
Director of Procurement Services by email: bids@olemiss.edu
and be received no later than 10:00 AM CT, May 12, 2026. All
emails must reference RFP 814 # Guest Parking Management
Solution in the subject line of the email. Any responses deemed
necessary by UM will be issued as an addendum to this RFP. Any
unauthorized contact shall not be used as a basis for responding to
this RFP and may result in the disqualification of the proposer's
submittal.
Total $
INSTRUCTIONSTOVENDOR
GENERALSPECIFICATIONS
(1)Bids-AllbidswillbequotedF.O.B.UniversityorOxford,Mississippi. NobidwillbeconsideredunlessF.O.Btermsareasstatedabove. Allpricesare
tobefirmquotations.See 'GeneralInformationtoBidder'includedwithbidpacket.
(2)Terms-Bidderwillstatetermsofsale. Ourtermsare2%10days,net45days. Thesetermswillapplyunlessotherwisespecified.
(3)Delivery-Bidderwillstateinbiddeliverythatpurchasercanexpectoneachitem.
DETAILEDSPECIFICATIONS
Itistheintentofthesespecificationsparticularlywheremanufacturer'snameand/orcatalognumberisusedtoselectanitemofcomparablematerials
and/ordesign. Itisnottheintenttolimitthebidding,however,allbiddersarecautionedthatthelistedmanufacturer'sstandardsshallbeaminimum. Itisa
requirementthatallbidderswhofurnishquotationsonproductsofmanufacturerotherthanthoselistedshallfurnishwiththeirbidcompleteinformation
togetherwithfullspecificationsofitemstheyproposetofurnish.

The University of Mississippi
Request for Proposals
Guest Parking Management Solution
RFP # 814
OVERVIEW
The University of Mississippi (UM) seeks to solicit sealed proposals from qualified offerors to establish a
contract through competitive negotiation for a cloud-based, standalone, Software-as-a-Service (SaaS)
solution for the management of temporary parking passes and validations.
Contingent upon periodic review by UM, the contract duration will initially be 5 years, and may
subsequently be extended by single or multiyear contracts as may be needed in the sole determination
of UM. Initially, there will be no specific planned end date for the platform's application; it will be
considered an ongoing and renewable contract until UM decides to terminate its use with notice and/or
transfer oversight and funding of it to a particular UM agency (college, department, or center).
Notice is hereby given that UM Office of Procurement Services is releasing a Request for Propo sal (RFP)
for responses from vendors for a Guest Parking Management Solution.
RFP SCHEDULE:
A.
EVENT DATE
Issue RFP April 26, 2026
Deadline to Submit Questions May 12, 2026 10:00 AM CT
Response to Written Questions May 15, 2026
Submission of Proposal Deadline JUNE 4, 2026 1:00 PM CT
Proposal Evaluation June 5 -30, 2026
Finalize Contract July 15, 2026
Contract Award July 30, 2026
B. UM Will make every effort to adhere to the following schedule but Offeror
understands and agrees that these dates can be subject to change.
C. The potential Contract Award is a projected date and may be subject to change
and to IHL approvals.
Page 1 of 7

PROPOSAL REQUIREMENTS
1. Sealed proposals will be received in the UM Office of Procurement Services on or before 1:00
PM CT , JUNE 4, 2026. No proposal will be accepted after this time.
2. Sealed proposals shall be delivered in 1 of 2 options:
a. One (1) sealed hard copy and two (2) USB flash drives, each containing 1 PDF copy
b. One (1) PDF copy submitted electronically following instructions found at
https://secure24.olemiss.edu/prelecbids/CurrentBids
c. All sealed copies should be delivered to:
The University of Mississippi
Office of Procurement Services
Attn: RFP 814
164 Jeanette Phillips Drive
University, MS 38677
3. Proposals should be plainly marked on the outside of the container: RFP 814 - Guest Parking
Management Solution. A label has been provided in the RFP documents.
4. Proposals must be completed and signed in ink. The individual signing the proposal must be an
authorized agent of the vendor.
5. All proposals shall remain firm for a period of ninety (90) days from the indicated submission
date for proposals.
6. The contact term start date will be mutually agreed upon by the vendor and UM.
7. Any questions regarding this RFP should be directed to Director of Procurement Services by
email: bids@olemiss.edu and be received no later than 10:00 AM CT, May 12, 2026. All emails
must reference RFP 814 - Guest Parking Management Solution in the subject line of the email.
Any responses deemed necessary by UM will be issued as an addendum to this RFP. Any
unauthorized contact shall not be used as a basis for responding to this RFP and may result in
the disqualification of the proposer's submittal.
8. Proposal must include the name of a primary contact person, email address, and telephone
number.
9. Proposal must include a detailed statement explaining how each item in the Solution and
Vendor Requirements section included elsewhere in this RFP will be satisfied.
10. Proposal must include a project timeline showing typical implementation phases.
11. Proposal must specify any and all licensing, training, and other costs. Proposal should indicate
these as one time and ongoing and present full life cycle costs for a term of three years. If not
the incumbent vendor, your proposal should include transition costs.
12. Proposal must include hardware specifications and system requirements as well as any other
required software such as database licenses.
13. Proposal must describe the type of training methods available.
14. Proposal must include at least two university references with similar size and mission as UM. At
least one of these references must involve the use of the platform for curriculum management,
course scheduling, and Catalog management purposes. For each reference, proposal must
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include institution name, contact name, title, email address, telephone number, and brief
project description.
15. Proposal should include a statement describing coverage of general and professional liability
insurance with limits of at least $1,000,000. A copy of the insurance certificate should also be
included.
16. If an onsite visit is necessary, all onsite visit / demonstration costs are to be absorbed by the
vendor. If awarded, the contract will be awarded to the vendor whose proposal, based upon the
evaluation criteria, is deemed to be the best fit for UM. Finalist Offerors may be asked to submit
revisions to their proposals for the purpose of obtaining best and final offers.
SOLUTION AND VENDOR REQUIREMENTS
- Vendor must verify that its application works on UM's Oxford campus.
- Vendor must demonstrate overall quality and long-term viability as a company by responding to the
following questions:
1. What is the legal name of your company?
2. How many years has your company has been in business? Is your company authorized to do
business in Mississippi?
3. Are you a subsidiary, affiliate, or franchise? If yes, what is the name of your parent company?
4. Please provide the headquarters location address, phone number and website.
5. How many employees do you have worldwide? In North America? Locally?
6. Please attach a copy of your most recent annual report and audited financial statements.
IMPORTANT! The offeror/proposer should mark any and all pages of the proposal considered to
be proprietary information which may remain confidential in accordance with Mississippi Code
Annotated 25-61-9 and 79-23-1 (1972, as amended). Each page of the proposal that the
proposer considers trade secrets or confidential commercial or financial information should be
on a different color paper than non-confidential pages and be marked in the upper right-hand
corner with the word "CONFIDENTIAL." Failure to clearly identify trade secrets or confidential
commercial or financial information will result in that information being released subject to a
public records request.
7. Please provide a proposed contract for services you are providing. Any proposed contract in
response to this RFP should include or comply with the provisions in the Mandatory Addendum
to All University of Mississippi Contracts. (See Attachment A)
8. Is your company currently for sale or involved in any transaction to expand or to become
acquired by another business entity? If yes, please explain the impact both in organizational and
directional terms.
9. Please list all litigation, mediation, and/or settlements from the last five (5) years that your
company has been a party to, either as a plaintiff or defendant. Your response should include
the parties' names as stated in the case caption, the court and jurisdiction, a summary of the
claims and defenses, and the current status of the litigation, mediation, and/or settlement.
Page 3 of 7

Except where the settlement is subject to a confidentiality agreement, please state the final
disposition of the litigation, mediation and/or settlement, if any.
10. Is your company currently in default on any loan agreement or financing agreement with any
bank, financial institution, or other entity? If yes, specify date(s), details, circumstances, and
prospects for resolution.
11. Does any relationship, whether by relative, business associate, capital funding agreement or any
other such kinship, exist between your company and a UM employee? If yes, please explain.
12. What policies and procedures do you have in place to maintain compliance with HIPAA (Health
Insurance Portability and Accountability Act), FERPA and other Federal or State programs?
13. Describe your company's quality assurance program. What software development standards,
programming guidelines, test plans, etc. are used?
14. Please describe any relevant privacy and security policies and procedures for use with the
solution.
15. Describe how your company protects user data?
16. What challenges do you anticipate in serving UM and how do you plan to manage these? What
assistance will you require from UM?
17. Please provide any additional information that demonstrates the long-term viability of your
company and superiority of your products and/or services.
18. The solution will be subject to the terms of the UM Technology Accessibility Policy, which
requires review and approval from the UM CIO. To aid in this review, please provide a
completed Voluntary Product Accessibility Template (VPAT). The VPAT and instructions for
completing it can be found here: https://www.section508.gov/sell/vpat .) (We can also allow
this information to be provided on a flash drive.)
19. The solution will be subject to the terms of the UM Information Confidentiality/Security Policy,
which requires review and approval from the UM CIO. To aid in this review, please provide a
completed Higher Education Cloud Vendor Assessment Tool (HECVAT). The "Light" version of
the HECVAT will be sufficient for this purpose. The HECVAT template and instructions can be
found here: (https://www.educause.edu/higher-education-community-vendor-assessment-
toolkit)
FEATURE CRITERIA
The proposed solution will be evaluated on the following feature criteria:
GENERAL REQUIREMENTS
1. The system must be a fully hosted, cloud-based solution accessible to administrators and end-
users via standard web browser.
2. Primary function must be to create digital parking passes tied to a vehicle's license plate,
eliminating the need for physical, printed permits or dashboard passes.
3. All public-facing and administrative portals must be accessible via direct web links and/or QR
codes.
Page 4 of 7

CORE FUNCTIONAL REQUIREMENTS
Proposals should at a minimum address the following:
1. Portal Management
a. Allow administrators to create, customize, and deploy multiple, distinct web portals for
various user groups and purposes (e.g., one for events, one for special permits).
b. Include support for:
i. Public-facing portals for general guest use (e.g., prospective students).
ii. Restricted access portals for internal staff use (e.g., for Student Services to issue
passes on behalf of students for official visits and orientation sessions,
Department visitors/vendors needing day passes).
2. Configurable Data Collection
a. Administrators must be able to customize the data fields required for registration on a
per-portal basis.
b. System must be able to capture, at minimum:
i. Vehicle information - license plate, state, make, and model.
ii. User-identifying information - name, phone number, email address, company,
employee ID, associated Project Manager.
3. Administrators must be able to configure validation rules, including:
a. Time-based limits - setting specific start/end dates and times for a pass, or issue passes
valid for a set duration (e.g., "valid for 4 hours, "valid for 14 days").
b. Usage limits - restrict how many times a unique license plate or user can register via a
specific portal to prevent abuse.
c. Location-based limits - designate which specific campus lots or zones a digital pass is
valid for.
4. Event and Guest Parking Management
a. Must be able to generate temporary, "one-off" portals for specific campus events.
b. Must have the ability to display a digital map (e.g., a GPS-pinned map) to the end-suer
during registration, clearly showing the location of the parking lots approved for their
pass.
5. Must provide a central administration dashboard for college staff to manage portals, review
pass registrations, and look up active digital passes.
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6. Must provide reporting capabilities to audit pass issuance and export registration data (e.g.,
lists of users who registered for an event portal).
7. Must be able to integrate data via an API transfer with current Parking Management Systems
(e.g., T2 Flex, Genetic LPR).
REJECTION OF RESPONSES
UM reserves the right to reject responses for the following reasons, but shall not be limited to:
- Failure to follow specifications and instructions contained in this RFP
- A response that alters terms or limits contained in this RFP
- Any response determined by the University as being unreasonable
The information provided within this proposal is intended to assist vendors in the preparation of a
proper response to this RFP. This RFP is designed to provide interested vendors with sufficient basic
information to submit proposals meeting minimum requirements. It is not intended to limit a proposal's
content, or to exclude any relevant or essential information or data thereof. Vendors are permitted to
(and encouraged to) expand upon specifications to evidence service capability under any agreement.
PROPOSAL REJECTION
This RFP does not commit UM to contract for any requirements detailed in this document. UM reserves
the right to reject any or all offers and to waive informalities and minor irregularities in the proposal
received.
CRITERIA FOR THE AWARD OF THE CONTRACT
UM will choose the response that provides the overall value, which will be determined by:
- Feature criteria met (45%)
- Cost (45%)
- Demonstration of vendor financial stability and long-term viability (5%)
- References checks (5%)
DISCLOSURE OF PROPOSAL CONTENTS
Proposals will be kept confidential until evaluations and award are completed by UM. The evaluation
process is deemed to be in effect until the contract is awarded pursuant to this Request for Proposals.
Awarded in this context means the final required UM signature on the contract resulting from the
procurement has been obtained. At that time, all proposals and documents pertaining to the proposals
will be open to the public, except for material that is clearly marked proprietary or confidential.
IMPORTANT! The offeror/proposer should mark any and all pages of the proposal considered to be
proprietary information which may remain confidential in accordance with Mississippi Code Annotated
Page 6 of 7

25-61-9 and 79-23-1 (1972, as amended). Each page of the proposal that the proposer considers trade
secrets or confidential commercial or financial information should be on a different color paper than
non-confidential pages and be marked in the upper right-hand corner with the word "CONFIDENTIAL."
Failure to clearly identify trade secrets or confidential commercial or financial information will result in
that information being released subject to a public records request.
SUFFICIENT APPROPRIATION
Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or
authorizations do not exist. Such terminations will be affected by sending written notice to the
contractor. UM's decision as to whether sufficient appropriations and authorizations are available will
be accepted by the vendor as final.
CONTRACT TERMS AND CONDITIONS
The contract shall be awarded to the Offeror whose proposal is most advantageous to the University of
Mississippi taking into consideration the evaluation factors set forth in this RFP. The award is subject to
appropriate Institutions of Higher Learning and State Office approvals.
Any proposed contract in response to this RFP should include or comply with the provisions in the
Mandatory Addendum to All University of Mississippi Contracts. (See Attachment A)
The contents of this RFP, as revised and/or supplemented, and the successful Offeror's proposal will be
incorporated into and become part of any resultant contract.
A certificate of insurance acceptable to UM (naming the University, its trustees, officers, employees and
agents as Additional Insured) shall be issued as evidence that policies providing the required coverage,
conditions, and limits are in full effect. These certificates shall also encompass any renewals or changes
in policies, insurance companies, or indemnifications. Copies shall be kept on file in the UM
Procurement Services Office and should be available for review at any time both onsite and within the
general offices of the Submitter.
CONFIDENTIALITY
Any confidential information provided to, or developed by, the contractor in the proposal process or the
performance of the contract resulting from this RFP shall be kept confidential and shall not be made
available to any individual or organization by the contractor without the prior written approval of UM.
The Contractor agrees to protect the confidentiality of all confidential information and not to publish or
disclose such information to any third party without UM's written permission.
Submission of a proposal indicates Respondent's acceptance of the evaluation technique and
Respondent's recognition that some subjective judgments must be made by UM during the assigning of
points.
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