CITY OF HEALDSBURG
REQUEST FOR PROPOSAL
PARKING ENFORCEMENT LICENSE PLATE
PROPOSAL DUE BY:
May 11, 2018 at 5:00 PM
City Manager’s Office
City of Healdsburg
401 Grove Street
REQUEST FOR PROPOSALS
AUTOMATED LICENSE PLATE READER SYSTEM
The City of Healdsburg ( the “City”) is seeking proposals from qualified parking equipment
firms to supply, install, integrate, and commission a License Plate Reader (LPR) system that
includes field hardware, central management software system, appropriate application
software, as well as communication capabilities.
Proposals should be submitted by Friday, May 11, 2018 by the close of the business day
5:00 PM. The proposal must be hand delivered or mailed in a sealed envelope to: City of
Healdsburg, Attention: Tina Lindenberg, 401 Grove Street, Healdsburg CA, 95448 for Project:
AUTOMATED LICENSE PLATE READER SYSTEM
All proposers who intend to respond to this RFP must register as a prospective proposer by
completing and returning by fax or email, the proposal registration form (Attachment A)
provided in the RFP document. Consultant selection will be based upon weighted criteria as
cited in the RFP document. Standard selection criteria include, but are not limited to:
experience, availability, schedule and response time. The City reserves the right to reject any
and all proposals, to waive formalities or to accept any proposal which appears to serve the
best interest of the City of Healdsburg.
The City of Healdsburg (City) is a full service local government agency with approximately one-
hundred and thirty-four (134) employees working in eight departments. The City’s Parking
Enforcement Unit is part of the Police Department.
II. CURRENT PARKING ENFORCEMENT METHOD
The City currently enforces timed parking zones 7 days per week between the hours of 9:00
AM and 6:00 PM in its downtown business district. The downtown business district typically
consists of 3-hours parking zones; however there are shorter duration zones, including 15
minute and 10 minute zones, located within the City. The City employs three part-time parking
enforcement officers who currently chalk timed areas by hand, using an all-electric parking
enforcement vehicle (Polaris Gem e2) and chalk sticks.
The City currently contracts with Data Ticket, Inc for the processing of parking citations and is
in the process of moving to electronic ticketing devices provided by Data Ticket.
Ill. SCOPE OF WORK
The City of Healdsburg desires to solicit qualified proposals for the hardware, software, and
services for the installation of a LPR (License Plate Reader) system for the Parking
Enforcement Unit with the Healdsburg Police Department.
The objective of this Request for Proposal (RFP) is to identify a preferred LPR system to
enhance the parking enforcement in timed parking areas. It is the City’s expectation that the
installation of the LPR system will improve the City’s efforts in vehicle turnover in the
downtown business district and increase the coverage and consistency of enforcement.
The firm shall provide hardware, software, and services for the implementation of a LPR
system for the Parking Enforcement Unit with the Healdsburg Police Department. The scope
Purchase of LPR cameras (to include mounting hardware and cables)
Purchase of laptop, notebook, tablet, or other field computer (to include wireless
communication, GPS, and mapping as required by the system)
Purchase of LPR software system
Maintenance services and warranty
The RFP shall address the ability to integrate an LPR system on an all-electric Polaris Gem e2
or the necessity to use an alternative vehicle.
IV. SUBMITTAL OF PROPOSALS
A copy of the City’s Professional Services Agreement (PSA), including indemnification and
insurance requirements has been attached. Please review the business terms carefully before
submitting a proposal. A City business license is required.
Proposals shall include the following:
Quote detailing labor, delivery of new equipment, and cost of equipment.
Experience and Qualifications – For this section, qualified firms should, as a minimum,
submit the following information with their response to his RFP:
o A brief outline of the qualified firm’s understanding of the project;
o A brief history of the company, resources, and capabilities;
o Indicate key personnel that you will agree to commit to the City of Healdsburg
project, if awarded the contract, including name and qualifications of the
o Identify any sub-contractors used in the performance of the work.
Proposed Approach and Installation – For this section, qualified firms should, at a
minimum, submit the following information with their response to this RFP:
o Qualified firm should provide a clear detailed description of services to be
provided. The detailed description should include step-by-step, full
o Qualified firm should detail the project plan time table required to install and
integrate the LPR system on the specified vehicle.
Training and Support - Proposed Approach and Installation – For this section, qualified
firms should, at a minimum, submit the following information with their response to this
o Describe what training and number of hours of training you will be providing City
staff to operate mobile and back office equipment;
o Describe the desk support offerings available; and
o The speed and accessibility of technical support.
Preventative Maintenance – Describe in detail what the preventative maintenance
program offers during the warranty period and after.
Price Schedule – The successful qualified firm will be responsible for the provision of all
equipment, hardware, software and plications, all aspects of the system design,
implementation, installation, training, and maintenance for (1) LPR system described in
this RFP. This is a “turn-key” solution.
o The Pricing shall be separated into the following components:
Cost for each camera, processor, computer or tablet, and other required
hardware (list all)
Cost for software, storage, and application(s)
Cost for installation (including all required labor and parts)
Warrant costs, which includes preventative maintenance costs during the
Annual support costs
All other costs not included above to complete the project/work. Provide
Maintenance costs, after warranty expiration.
State of Compliance- Attachment A of this RFP.
Upon selection, the Proposer will receive a PSA and will be expected to execute the contract
within ten (10) business days of receipt.
V. ADDITIONAL RFP INFORMATION
Precedence of Terms and Conditions- All other terms and conditions of the Professional
Services Agreement attached within this RFP are hereby incorporated into the terms and
conditions of this RFP. In the event of a conflict of terms and conditions between the RFP
document and the Professional Services Agreement, the terms and conditions expressed in
the Professional Services Agreement shall take precedence.
Public Record- Upon submission of a proposal and other materials for consideration by the
City, such proposals and materials shall become the property of the City of Healdsburg.
Proposals may be subject to public inspection and disclosure pursuant to state and federal law
after the award of a Professional Services Agreement for this Project/service. Prior to the RFP
deadline, proposals may be modified or withdrawn by an authorized representative of the
Proposer by written notice to the City Manager’s Office.
Specificity of Information- No verbal or written information which is obtained other than through
this RFP or its addenda shall be binding on the City. No employee of the City is authorized to
interpret any portion of this RFP or give information as to the requirements of the RFP in
addition to that contained in or amended to this written RFP document.
Errors and Omissions- This RFP cannot identify each specific, individual task required to
successfully and completely implement this Project/service. The City relies on the
professionalism and competence of Proposers to be knowledgeable of the general areas
identified in the scope of work and to include in their proposals all materials, equipment,
required tasks and subtasks, personnel commitments, man-hours, labor, direct and indirect
costs, etc. Proposers shall not take advantage of any errors and/or omissions in this RFP
document or in the firm’s specifications submitted with their proposals. Where such errors or
omissions are discovered by the City, full instructions will be given by the City in the form of an
Proposal Validity- Unless otherwise noted by the Proposer, all proposals shall be held valid for
a period of 180 days.
Right of Rejection - The City reserves the right to: (1) Accept or reject any and all proposals or
any part of any proposal, and to waive minor defects or technicalities in such; (2) Request
clarification of any information contained in a proposal; (3) Solicit new proposals on the same
project, or on a modified project, which may include portions of the original RFP as the City
may deem necessary; (4) Disregard all non-conforming, non-responsive, or conditional
proposals, (5) Reject the response of any proposer who does not pass the evaluation to the
City’s satisfaction, (6) Allow for the correction of errors and/or omissions; (7) Select the
proposal that will best meet the needs of the City, and (8) Negotiate service contract and terms
with the successful Proposer.
Right of Rejection of Lowest Fee Proposal- The City is under no obligation to award this
project/service to the Proposer offering the lowest fee proposal. Evaluation criteria expressed
in this RFP solicitation shall be used in the proposal evaluation process. In evaluating
proposals, the City may consider the qualifications of the proposers and whether the proposals
comply with the prescribed requirements
Non-Compliance- Proposers and/or proposals that do not meet the stated requirements for this
Project/scope of work may be considered noncompliant and may be disqualified, unless such
noncompliance is waived by the City. During the evaluation process, the City reserves the
right to request additional information or clarification from those submitting proposals, and to
allow corrections of errors and/or omissions.
Exceptions to Proposal Requirements- Proposers may find instances where they must take
exception with certain requirements or specifications of the RFP and Purchase Order T &C.
All exceptions shall be clearly identified using the Statement of Compliance- Attachment A,
and written explanations shall include the scope of the exceptions, the ramifications of the
exceptions for the City, and a description of the advantage to be gained or disadvantages to be
incurred by the City as a result of these exceptions.
Lowest responsible bidder. Contracts shall be awarded to the lowest responsible bidder. In
determining “lowest responsible bidder”, in addition to price, the City shall consider:
(a) The ability, capacity and skill of the bidder to perform the contract or provide the