Parking Citation Management System for the City of Buffalo
| Agency: | City of Buffalo |
|---|---|
| State: | New York |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Mar 8, 2024 |
| Due Date: | Apr 5, 2024 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Title: |
Parking Citation Management System for the City of Buffalo
|
| Category: | City of Buffalo Bids & RFPs |
| Status: | Open |
|
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CITY OF BUFFALO
NEW YORK
DEPARTMENT OF PARKING ENFORCEMENT
65 NIAGARA SQUARE, ROOM 111 CITY HALL
BUFFALO, NY 14202
PHONE: (716) 851-5182
REQUEST FOR PROPOSALS
FOR
CITATION MANAGEMENT SYSTEM AND
A HANDHELD TICKET WRITING SYSTEM
FOR THE
CITY OF BUFFALO
ISSUED DATE: March 8, 2024
SUBMISSION DEADLINE: April 5, 2024, 11:00 am
Contact Person:
Raymond Wagner
City of Buffalo Department of Parking
65 Niagara Square, Room 111 City Hall
Buffalo, New York 14202
Email: rwagner@buffalony.gov
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SECTION 1 - INTRODUCTION
The City of Buffalo (City) has issued this Request for Proposals (RFP) for qualified Offerors
interested in providing software for the management of all citations issued by, but not limited to,
the Department of Parking. The City is also seeking qualified Offerors to provide a towing and
storage system to manage vehicles impounded by the City.
SECTION 2 - INSTRUCTIONS TO OFFERORS
2.1 General Invitation
The City invites all interested parties to submit proposals for the services described herein.
The Department of Parking will receive all sealed proposals by no later than April 5, 2024 at 11:00
am. All proposals must be clearly labeled on front of package referencing “PARKING CITATION
MANAGEMENT SYSTEM”, and delivered to:
City of Buffalo
Department of Parking
65 Niagara Square, Room 111 City Hall
Buffalo, New York 14202
OFFERORS ASSUME ALL RISKS FOR THE TIMELY AND PROPER DELIVERY OF
SUBMITTED PROPOSALS.
The received time of proposals will be determined by the clock at the above noted locations. NO
CONSIDERATION WILL BE GIVEN TO PROPOSALS RECEIVED AFTER THE STATED
DATE AND TIME.
Offerors mailing their proposal must allow sufficient mail delivery time to ensure receipt of their
proposal at the specified location no later than the specified date and time. Delays in United States
mail deliveries or any other means of transmittal, including couriers or agents of the Offeror, shall
not excuse late proposal submissions. Similar types of delays, including but not limited to, bad
weather or security procedures for parking and building admittance shall not excuse late proposal
submissions. Offerors are cautioned that the City cannot be responsible for the actions of your
chosen carrier or method of delivery.
Proposals are solicited in accordance with the terms, conditions and instructions set forth in this
RFP. Submission of proposals via telephone, facsimile, e-mail or any other method not
specifically provided for herein is prohibited. Proposals must be completed in accordance with
the requirements of the solicitation. No amendments or changes to proposals will be accepted after
the closing date and time. No proposals shall be accepted after the stated deadline. The City
reserves the right to reject any or all proposals.
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Any material misrepresentation made by a party may void their proposal and eliminate the party
from further consideration. Any proposal that is based upon violation of federal, state or local law,
or deemed to be non-responsive will be eliminated from consideration.
The City shall not be responsible for any expenses or charges incurred by any Offeror in preparing
or submitting a proposal, or in their providing any additional information considered necessary by
the City in the evaluation of their proposal.
We would appreciate the courtesy of promptly advising us if you do not intend to respond to this
solicitation so that we may properly maintain our records of those individuals/Offerors that
expressly did not wish to be considered.
2.2 Schedule
Listed below is the anticipated schedule for all actions related to this RFP. In the event that there
is any change or deviation from this schedule, such change will be posted on the City’s website
at (www.buffalony.gov).
EVENT
Issuance of RFP
Written Questions from Offerors due
Responses to Questions posted on City website
Proposal Due
DATE
March 8, 2024
March 15, 2024 by 4:00 pm
March 22, 2024 by 5:00 pm
April 5, 2024 at 11:00 am
2.3 RFP Review, Additional Information and Questions
Each Offeror is responsible for carefully examining all RFP documents and thoroughly
familiarizing themselves with each of the City’s requirements prior to their submission of a
proposal to ensure that their responses are in compliance with this RFP.
Each Offeror is responsible for conducting its own investigations and any examinations necessary
to ascertain conditions and requirements affecting the requirements of this RFP. Failure to perform
such investigations and examinations shall not relieve the Offeror from its obligation to comply,
in every detail, with all of the provisions and requirements contained in this RFP.
Questions regarding this RFP shall be directed to the City’s designee only. Any impermissible
contact with any other City officer or employee regarding this RFP during the procurement period
shall result in the rejection of any such Offeror’s proposal. Offerors shall communicate in writing
only. No other communications with the City’s designee regarding this RFP is permitted during
the procurement period.
For purposes of this RFP, the City’s designee shall be Raymond Wagner. Questions regarding the
RFP shall be directed to the City’s designee only. Any impermissible contact with any other City
officer or employee regarding the RFP during the procurement period shall result in the rejection
of any such Offeror’s proposal. All questions, requests for clarification or additional information
must be sent by email to Raymond Wagner at rwagner@buffalony.gov and must be received no
later than 4:00 pm on March 15, 2024. Offerors shall not communicate with the City’s designee
via any other method or outside of the time period set forth herein.
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Questions received from all Offerors will be answered and shared via the City’s website at
(https://www.buffalony.gov/Bids.aspx) by 5:00 pm on March 22, 2024. The City accepts no
responsibility for, and each Offeror agrees not to rely upon, any verbal or written statements or
representations from any other person, whether or not employed by the City.
The City may, in its sole discretion, also elect to provide both the question(s) and the written
answer(s) to all known potential Offerors via e-mail. Offerors are solely responsible for ensuring
that the City has accurate contact information, including an e-mail address for the receipt of such
correspondence. The City does not assume any responsibility for undelivered e-mails or for the
receipt of any communication sent to any Offeror.
2.4 Addenda and Modifications
The City reserves the right, in its sole discretion, to amend this RFP at any time prior to the deadline
for submission of the proposals. In the event that it becomes necessary to revise or expand upon
any part of this RFP, all addenda, amendments, and interpretations to this RFP will be made in
writing and posted on the City’s website at (www.buffalony.gov). The City may also endeavor to
notify all Offerors to whom this RFP has been forwarded by the City.
All addenda shall be incorporated as part of this RFP documents as though they were originally
set forth herein. The City does not assume any responsibility for the receipt of any addenda sent
to any Offeror.
Any information supplied by the City relative to this RFP must be considered in preparing
proposals. All other contacts that an Offeror may have had before or after the City’s issuance of
this RFP with any individuals, employees, subcontractors, consultants or representatives of the
City and any information that may have been read in any news media or seen or heard in any
communication regarding this RFP should be disregarded in preparing proposals.
2.5 Proposal Format
Offerors are advised to adhere to the submission requirements of this RFP. Failure to comply with
the instructions of this RFP may cause their proposal to be rejected. Submission of a sealed
proposal in response to this RFP constitutes acceptance of all requirements outlined in this RFP.
Five (5) copies of the proposal, including one (1) original and four (4) copies, must be prepared
on 8” x 11” letter size paper, printed single sided and/or double-sided, and bound on the long side.
One (1) portable flash drive containing a PDF version of all proposal materials must also be
provided. Each page of the submission must be numbered in a manner so that it can be uniquely
identified. Legibility, clarity and completeness are required.
The proposal must be signed by each individual Offeror or their authorized representative who
shall have the authority to legally bind the Offeror.
In the event that an Offeror cannot comply with any term, condition, or requirement of this RFP,
such non-compliance must be clearly noted on the Offeror’s letterhead and submitted with the
proposal. Offerors are cautioned that such non-compliance may result in disqualification of their
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proposal, at the sole discretion of the City. No allowance will be made for un-noted, non-
compliance of any kind by the Offeror.
SECTION 3 - REQUIRED CONTENT
3.1 Cover Letter
Each Offeror or their authorized representative shall prepare and sign a cover letter. Submission
of the letter shall constitute a representation by the Offeror that it is willing and able to perform
the services described in this RFP and their proposal.
3.2 Company Profile
Each Offeror is required to prepare and submit a brief description of the Offeror’s company
which must include the following information:
1. Name, mailing address, email address, telephone number and fax number of the
primary contact person for the Offeror;
2. A brief description of the Offeror, including but not limited to the Offeror’s history;
number of years in business; size; office locations;
a) Workforce: Offerors should describe any programs or actions they undertake to
attract, recruit, train, retain and promote minority and female employees, partners
and associates and current representation of minorities and women
b) Community Involvement: Offerors should describe any programs or initiatives they
sponsor or support that further the development of minority or women-owned
business enterprises within the City of Buffalo
c) Offeror Policies: Offerors should describe any procurement policies or practices
they have adopted that provide M/WBE suppliers or services business opportunities
3. Describe any relevant special services the Offeror provides, particularly those that
may not be offered by other Offerors;
4. Proposals should specifically detail the background, experience and abilities that the
Offeror has had or currently has in relation to citation management systems and/or
handheld ticket writing systems. Offerors must provide a list of all citation management
systems and/or handheld ticket writing systems contracts that it has been awarded
within the last five (5) years and the citation management systems and/or handheld
ticket writing systems contracts that are currently in use, the operational starting date
for each city, the number of continuous years the system(s) has been operational in
each city. Offeror must document its experience in providing large scale and full
service citation management systems services and/or handheld ticket writing systems
to cities of similar size as the City of Buffalo.
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