HomeMy WebLinkAboutStaff Report 378-06City of Palo Alto
C ty Manager’s Report
TO:CITY COUNCIL
FROM:
DATE:
SUBJECT:
CITY MANAGER DEPARTMENT: POLICE
OCTOBER 23, 2006 CMR:378:06
APPROVAL OF A CONTRACT WITH THE CITY OF INGLEWOOD IN AN
AMOUNT NOT TO EXCEED $104,500 FOR THE HANDLING AND
PROCESSING OF PARKING CITATIONS AND CONTRACT EXTENSIONS
FOR FOUR ADDITIONAL YEARS
RECOMMENDATION
Staff recommends that Council:
Authorize the City Manager or his or her designee to execute the attached agreement with
the City of Inglewood in the amount of $95,000 for the handling and processing of parking
citations;
Authorize the City Manager or his designee to negotiate and execute one or more change
orders to the contract with the City of Inglewood for related additional, but unforeseen
services which may be required, the total value of which shall not exceed $9,500 per year;
o Authorize the City Manager or his designee to exercise the option to renew the contract for
the second through the fifth year, in his or her discretion, not to exceed the Bay Area
Consumer Price Index percentage, provided the contractor is responsive to the City’s needs
and the quality of the contractors’ work/product is acceptable during the prior year of the
contract.
BACKGROUND
Since 1992, the City has contracted with the City of Inglewood for the handling and processing of
parking citations. In 2001, the City renewed a five-year agreement with the City of Inglewood that
expired in August 2006. A request for proposal (RFP) was developed and staff had planned on
completing this process prior to the contract expiration date. However, due to workload issues in
the City Purchasing Division, there was a delay in the distribution of the RFP. As a result, staff
recommended and Council authorized a 60-day extension to the current agreement. Staff
recommended the extension of the agreement to allow potential vendors enough time to develop
and submit proposals and to allow staff adequate time to evaluate the proposals.
CMR:378:06 Page 1 of 3
DISCUSSION
Proiect Description
The vendor accepts over 50,000 annual citations, enters and stores them into a database, identifies
the registered owner and sends out notices outlining payment options. The vendor also provides
detailed reports on a monthly basis or as needed. The City does not have the appropriate hardware,
software or staffing to effectively manage this program.
Summary of the Bid Process
Staff from the Police Department and Administrative Services prepared an RFP for the processing
of parking citations. The RFP requested vendors to submit proposals for services that included
accepting and maintaining a citation database, identifying registered owners, providing courtesy
notices, identifying delinquent parking violations and the placement and removal of vehicle
registration holds.
Bid Name/Number
Proposed Length of Project
Number of Proposals Mailed
Total Days to Respond to Bid
Pre-Bid Meeting
Number of Bids Received
Bid Pricing
Parking Citation Processing/#118158
1 year with the option to renew yearly
for 4 additional years
4
32
None
4
$.68/citation to $1.40/citation
Four potential vendors were identified. Requests for proposals were sent to these vendors on July
21, 2006. Vendors were given three weeks to respond to the RFP. The RFP was extended one
week in order to answer additional questions from the vendors. Staff received proposals from each
of the four vendors.
An evaluation committee comprised of representatives from the City’s Purchasing Division and
Police Department reviewed and ranked the proposals. Staff recommends that the bid of
$1.40/citation submitted by the City of Inglewood be accepted and that the City of Inglewood be
declared the lowest responsible bidder.
The recommendation is based on the contractor’s experience and relationship with the City, their
excellent customer service; adaptable and user-friendly software; ability to provide urgent software
support; 24-hour-a-day technical service from the data center; on-site and timely training; and the
lack of any transitional costs for a new program. Several of the other vendors also had additional
costs as part of the contract for any services that went beyond the basic package. The City of
Inglewood provides those services at no additional charge.
CMR:378:06 Page 2 of 3
In July 2007, the City of Inglewood will be making some internal software and hardware changes
which should not affect the service it provides to the City. However, the City has negotiated a 60-
day, two-way opt-out clause to the contract in case there are changes to the costs or services.
RESOURCE IMPACT
The funds for the agreement in the amount of $95,000 are in the Police Department 2006-2007
budget.
POLICY IMPLICATIONS
This report does not represent any change to existing City policies.
ATTACHMENTS
Attachment A:
Attachment B:
Contract
Bid Matrix
PREPARED BY:
BOB BEACOM ~’~
Lieutenant
DEPARTMENT HEAD:
JOHNSON
Police Chief
CITY MANAGER APPROVAL
Assistant City Manager
CMR:378:06 Page 3 of 3
ATTACHMENT A
City of Palo Alto Contract no. C07118158
GENERAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into on the 1st day of November, 2006, by and between the
CITY OF PALO ALTO (" CITY"), and:
(Name)City of Inl~lewood,
(Address) One Manchester Blvd. (City) Inglewood
(State) CA (Zip) 90301 (Phone) (310) 412-4270 ("CONTRACTOR"). In consideration of their mutual
covenants, the parties hereto agree as follows:
2°
3o
SERVICES. CONTRACTOR shall provide or furnish the services ("Services") described in the
Scope of Services, attached as Exhibit A.
EXHIBITS. The following exhibits are attached to and made a part of this Agreement:
~ "A" - Scope of Services
~ "B" - Compensation
~ "C" - Non-Discrimination Form
CONTRACT IS NOT COMPLETE UNLESS ALL EXHIBITS ARE ATTACHED.
TERM.
(a) The term of this Agreement is from November 1, 2006 to October 31, 2007, inclusive,
subject to the provisions of subsection 3.(b) and Section Q of the General Terms and
Conditions.
(b)~ Option to extend. CITY has the right to extend the term of this Agreement for four
additional one year periods (the "Additional Terms"), based Upon the same conditions of the
initial term, subject to adjustments for compensation as set forth in Section E of the General
Terms and Conditions. CITY shall notify CONTRACTOR in writing of its exercise of its
option for an Additional Term not less than sixty (60) days prior to the end of the then current
term. CITY’s exercise of its right to extend the term of this Agreement is not a waiver of the
"time is of the essence" provision in Section 4.
SCHEDULE OF PERFORMANCE. CONTRACTOR shall complete the Services within the
term of this Agreement in a reasonably prompt and timely manner based upon the circumstances
and direction communicated to CONTRACTOR, and if applicable, in accordance with the
schedule set forth in the Schedule of Performance, attached as Exhibit B. Time is of the essence in
this Agreement.
COMPENSATION. CITY shall pay and CONTRACTOR agrees to accept as not to exceed
compensation for the full performance of the Services and reimbursable expenses, if any:
The total maximum lump
($.); OR
sum compensation of
dollars
The
($
($
sum of dollars
per hour, not to exceed a total maximum compensation amount of
dollars
); OR
A sum calculated in accordance with the fee schedule set forth in Exhibit B,; not-to-
exceed a total maximum compensation amount of Ninety Five Thousand Dollars
($95,000) per year.
CONTRACTOR agrees that it can perform the Services for an amount not to exceed the total
maximum compensation set forth above.
The City has set aside the sum of Nine Thousand Five Hundred dollars ($9,500) for
Additional Services. CONTRACTOR shall provide Additional Services only by
advanced, written authorization from the City Manager or designee. CONTRACTOR, at
the CITY’s request, shall submit a detailed written proposal including a description of the
scope of services, schedule, level of effort, and CONTRACTOR’s proposed maximum
compensation, including reimbursable expense, for such services. Compensation shall be
based on the hourly rates set forth above or in Exhibit C (whichever is applicable), or if
such rates are not applicable, a negotiated lump sum. CITY shall not authorize and
CONTRACTOR shall not perform any Additional Services for which payment would
exceed the amount set forth above for Additional Services. Payment for Additional
Services is subject to all requirements and restrictions in this Agreement.
INVOICING. Send all invoices to the CITY, Attention: Project Manager. The Project Manager
is: Bob Beacom, Dept.: Police Department Telephone: 650.329.2508. Invoices shall be
submitted in arrears for Services performed. Invoices shall not be submitted more frequently than
monthly. Invoices shall provide a detailed statement of Services performed during the invoice
period and are subject to verification by CITY. CITY shall pay the undisputed amount of invoices
within 30 days of receipt.
GENERAL TERMS AND CONDITIONS
A.ACCEPTANCE. CONTRACTOR accepts and agrees to all terms and conditions of this
Agreement. This Agreement includes and is limited to the terms and conditions set forth in
sections 1 through 6 above, these general terms and conditions and the attached exhibits.
Bo
Co
QUALIFICATIONS. CONTRACTOR represents and warrants that it has the expertise and
qualifications to complete the services described in Section 1 of this Agreement, entitled
"SERVICES," and that every individual charged with the performance of the services under this
Agreement has sufficient skill and experience and is duly licensed or certified, to the extent such
licensing or certification is required by law, to perform the Services. CITY expressly relies on
¯CONTRACTOR’s representations regarding its skills, knowledge, and certifications.
CONTRACTOR shall perform all work in accordance with generally accepted business practices
and performance standards of the industry, including all federal, state, and local operation and
safety regulations.
INDEPENDENT CONTRACTOR. It is understood and agreed that in the performance of this
Agreement, CONTRACTOR and any person employed by CONTRACTOR shall at all times be
considered an independent CONTRACTOR and not an agent or employee of CITY.
CONTRACTOR shall be responsible for employing or engaging all persons necessary to complete
the work required under this Agreement.
SUBCONTRACTORS. CONTRACTOR may not use subcontractors to perform any Services
under this Agreement unless CONTRACTOR obtains prior written consent of CITY.
CONTRACTOR shall be solely responsible for directing the work of approved subcontractors and
for any compensation due to subcontractors.
COMPENSATION DURING ADDITIONAL TERMS. CONTRACTOR’s compensation rates
may be adjusted effective on the commencement of each Additional Term. The lump sum
compensation amount, hourly rates, or fees, whichever is applicable as set forth in Exhibit B, may
be increased by an amount not to exceed the percentage increase in the Consumer Price Index for
Urban Wage Earners and Clerical Workers for the San Francisco-Oakland- San Jose area,
published by the United States Department of Labor Statistics (CPI) which is published most
immediately preceding the commencement of the applicable Additional Term, which shall be
compared with the CPI published most immediately preceding the commencement date of the then
expiring term. Notwithstanding the foregoing, in no event shall CONTRACTOR’s compensation
rates be increased by an amount exceeding five percent of the rates effective during the
immediately preceding term. Any adjustment to CONTRACTOR’s compensation rates shall be
reflected in a written amendment to this Agreement.
TAXES AND CHARGES. CONTRACTOR shall be responsible for payment of all taxes, fees,
contributions or charges applicable to the conduct of CONTRACTOR’s business.
COMPLIANCE WITH LAWS. CONTRACTOR shall in the performance of the Services
comply with all applicable federal, state and local laws, ordinances, regulations, and orders
DAMAGE TO PUBLIC OR PRIVATE PROPERTY. CONTRACTOR shall, at its sole
expense, repair in kind, or as the City Manager or designee shall direct, any damage to punic or
private property that occurs in connection with CONTRACTOR’s performance of the Services.
CITY may decline to approve and may withhold payment in whole or in part to such extent as
may be necessary to protect CITY from loss because of defective work not remedied or other
damage to the CITY occurring in connection with CONTRACTOR’s performance of the Services.
CITY shall submit written documentation in support of such withholding upon CONTRACTOR’s
request. When the grounds described above are removed, payment shall be made for amounts
withheld because of them,
Oo
WARRANTIES. CONTRACTOR will provide standard manufacture warranties
on all hardware which it provides.
CITY’S PROPERTY. Any reports, information, data or other material (including copyright
interests) developed, collected, assembled, prepared, or caused to be prepared under this
Agreement will become the property of CITY without restriction or limitation upon their use and
will not be made available to any individual or organization by CONTRACTOR or its
subcontractors, if any, without the prior written approval of the City Manager.
AUDITS. CONTRACTOR agrees to permit CITY and its authorized representatives to audit, at
any reasonable time during the term of this Agreement and for three (3) years from the date of
final payment, CONTRACTOR’s records pertaining to matters covered by this Agreement.
CONTRACTOR agrees to maintain accurate books and records in accordance with generally
accepted accounting principles for at least three (3) following the terms of this Agreement.
NO IMPLIED WAIVER. No payment, partial payment, acceptance, or partial acceptance by
CITY shall operate as a waiver on the part of CITY of any of its rights under this Agreement.
INSURANCE. The parties hereto acknowledge and agree that Inglewood is self-insured for the
first $1,000,000 (one million dollars) for all claims, including but not limited to comprehensive
general liability, automobile, professional liability and workers’ compensation. The parties,
therefore, agree that Inglewood shall provide the City of Palo Alto with writing, certified by the
Inglewood City Clerk, which identifies the limits of Inglewood’s self-insured retention as
described herein. The parties furthermore agree that, Inglewood will provide a performance bond
in the amount of $50,000 to the City of Palo Alto. The parties hereto agree and acknowledge that
the City of Palo Alto is not included as an additional insured pursuant to any other coverage which
Inglewood may have at the time of the execution of this Agreement, including but not limited to
any provided by the Independent Cities Risk Management Authority.
HOLD HARMLESS.
A. Neither Palo Alto nor any officer or employee of Palo Alto shall be responsible for any
damage or liability occurring by reason of anything done or omitted to be done by Inglewood
under or in connection with any work, authority or jurisdiction delegated to Inglewood under this
Agreement. It is also understood and agreed that, pursuant to. California Government Code
Sections 895 through 895.8, Inglewood shall fully indemnify, defend and hold harmless Palo Alto
from any liability imposed for injury, as defined by California Government Code Section 810.8,
occurring by reason of anything done or omitted to be done by Inglewood under or in connection
with any work, authority or jurisdiction delegated to Inglewood under this Agreement.
B. Neither Inglewood nor any officer or employee of Inglewood shall be responsible for any
damage or liability occurring by reason of anything done or omitted to be done by Palo Alto under
or in connection with any work, authority or jurisdiction delegated to Palo Alto under this
Agreement. It is also understood and agreed that, pursuant to California Government Code
Sections 895 through 895.8, Palo Alto shall fully indemnify, defend and hold harmless Inglewood
from any liability imposed for injury, as defined by California Government Code Section 810.8,
occurring by reason of anything done or omitted to be done by Palo Alto under or in connection
with any work, authority or jurisdiction delegated to Palo Alto under this Agreement
NON-DISCRIMINATION. In the performance of this Contract, CONTRACTOR shall not
discriminate against any employee or applicant for employment because of race, skin color,
gender, age, religion, disability, national origin, ancestry, sexual orientation, housing status,
marital status, familial status, weight or height of such person. CONTRACTOR agrees to meet all
requirements of Palo Alto Municipal Code, Chapter 2.30 pertaining to nondiscrimination in
employment, including completing the Non-Discrimination Compliance Form, attached hereto as
Exhibit C, and incorporated herein by this reference.
WORKERS’ COMPENSATION. CONTRACTOR, by executing this Agreement, certifies that
it is aware of the provisions of the Labor Code of the State of California which require every
employer to be insured against liability for workers’ compensation or to undertake self-insurance
in accordance with the provisions of that Code, and certifies that it will comply with such
provisions, as applicable, before commencing and during the performance of the Services.
Qo TERMINATION. The City Manager or Contractor may terminate this Agreement without cause
by giving sixty (60) days’ prior written notice thereof to CONTRACTOR. If CONTRACTOR
fails to perform any of its material obligations under this Agreement, in addition to all other
remedies provided by law, the City Manager or Contractor may terminate this Agreement
immediately upon written notice of termination. Upon receipt of such notice of termination,
CONTRACTOR shall immediately discontinue performance. CITY shall pay CONTRACTOR
for services satisfactorily performed up to the effective date of termination. If the termination if
for cause, CITY may deduct from such payment the amount of actual damage, if any, sustained by
CITY due to Contractor’s failure to perform its material obligations under this Agreement. Upon
termination, CONTRACTOR shall immediately deliver to the City Manager any and all copies of
studies, sketches, drawings, computations, and other material or products, whether or not
completed, prepared by CONTRACTOR or given to CONTRACTOR, in connection with this
Agreement. Such materials shall become the property of CITY.
ASSIGNMENTS/CHANGES. This Agreement binds the parties and their successors and
assigns to all covenants of this Agreement. This Agreement shall not be assigned or transferred
without the prior written consent of the CITY. No amendments, changes or variations of any kind
are authorized without the written consent of the CITY.
S°CONFLICT OF INTEREST. In accepting this Agreement, CONTRACTOR covenants that it
presently has no interest, and will not acquire any interest, direct or indirect, financial or
otherwise, which would conflict in any manner or degree with the performance of this Contract.
CONTRACTOR further covenants that, in the performance of this Contract, it will not employ
any person having such an interest. CONTRACTOR certifies that no City Officer, employee, or
authorized representative has any financial interest in the business of CONTRACTOR and that no
person associated with contractor has any interest, direct or indirect, which could conflict with the
faithful performance of this Contract. CONTRACTOR agrees to advise CITY if any conflict
arises.
T.GOVERNING LAW. This contract shall be governed and interpreted by the laws of the state of
California.
Uo ENTIRE AGREEMENT. This Agreement, including all exhibits, represents the entire
agreement between the parties with respect to the services that may be the subject of this
Agreement. Any variance in the exhibits does not affect the validity of the Agreement and the
Agreement itself controls over any conflicting provisions in the exhibits. This Agreement
supersedes all prior agreements, representations, statements, negotiations and undertakings
whether oral or written.
V.NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of
the City of Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without
any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the
following fiscal year, or (b) at any time within a fiscal year in the event that funds are only
appropriated for a portion of the fiscal year and funds for this Contract are no longer available.
This Section shall take precedence in the event of a conflict with any other covenant, term,
condition, or provision of this Contract.
THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY
CITY. IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT THE DAY,
MONTH, AND YEAR FIRST WRITTEN ABOVE.
APPROVED AS TO FORM:CITY OF PALO ALTO
Senior Asst. City Attorney
APPROVED:
Director of Administrative
Services
Assistant City Manager
CITY OF INGLEWOOD
By:
Name:
Title:
(If corporation: President or Vice-President)
By:
Name:
Title:
(If corporation: Secretary or Treasurer)
Taxpayer Identification No.
(Compliance with Corp. Code § 313 is required if the
emity on whose behalf this contract is signed is a
corporation. In tlie alternative, a certified corporate
resolution attesting to the signatory authority of the
individuals signing in their respective capacities is
acceptable)
Chapter 8 - Proposal Costs Sheet and Rates
EXHIBIT B
PALO ALTO PRICING
Citation Processinq Base System
DMV Inquirie,s ,,(out-of-state)
Notice Generation:
Letter Type Notice (Currently)
Standard Letter
(Includes paper stock, #10 envelope outbound, #9
return envelope, postage, printing and handling could be
provided for the same cost if desired)
Data Entry of Manual Citations (Optional)
Credit Card Processinq (IVR and/or Internet Optional)
(Utilizing Inglewood’s Merchant Account)
(Utilizing Palo Alto’s Merchant Account)
Telecommunication Charqes
PTS Traininq (Optional)
Conversion Costs
Special Collections (Optional)
B~i~ed:’On-Per~Citafio~;Pt~bc~ssed .
. i:~:~.~,D-l~e~..citation proc~se-~1
.- ......
The System cost will be based on the actual volume of citations issued by the City of Palo Alto. Based on the current
volume of citations being issued, the cost will be $1.40 per citation processed.
If all citations are issued by the Palo Alto Police Dep~ment (or under the direcl supervision or the Police
Department), Inglewood is able to access the Department of Justice CLETS system to obtain R.O. information at no
charge. If any of dte enforcement is done outside of tl~e Police Department’s direct supervision, then we can only
access 33 state-based DMV organizations, Lookups for the remaining 17 states ,are accomplished from a private-
sector service provider at a cost of $ 1.25 to $4.75 per inquiry and/or response, depending on each state.
When the United States Postal Service increases postage rates, Inglewood will pass on any and all rate increases as
they occur to pulp Alto.
Charges of $2.00 per payment processed via the Interact and IVR can be absorbed by Palo Alto, or it can be passed
on to the violator as a convenience fee.
Charges for payments processed via the lnternet and [VR will be $1.09 ir Oalo Alto utilizes its own merchant account
or passes it on to the violator as a convenience fee.
Telecommunication charges incurred via use of the IVR, shall be the responsibility of Palo Alto ,and will be billed at
Inglewood’s cost.
PTS wilI provide four days of onsite training l’or Palo Alto should it be required. Palo Alto will reimburse lnglewood
for reasonable travel-related expenses, ground travel, hotel, hnurly rate of employee, etc. Should training be provided
in lnglcwood’s training facilities, there would be no cost involved.
City of Inglewood Palo Alto RFP 118158 Page 27 10/11/2006
EXHIBIT C
Certification of Nondiscrimination
,As suppliers of goods or services to the City of PaiD Alto, the firm and individuals listed below
certify that they do not discriminate in employment of any person because of race, skin color,
gender, age, religion, disability, national origin, ancestry, sexual orientation, housing status,
marital status, familial status, weight or height of such person; that they are in compliance with all
Federal, State and local directives and executive orders regarding nondiscrimination in
employment.
1.If Proposer is INDIVIDUAL, sign here:
Date:
Proposer’s Signature
Proposer’s typed name and title
|If Proposer is PARTNERSHIP or JOINT VENTURE, at least (2) Partners or each of
the Joint Venturers shall sign here:
Partnership or Joint Venture Name (type or print)
Date:
Date:
Member o! the Partnership or Joint Venture signature
Member of the Partnership or Joint Venture signalure
3.If Proposer is a CORPORATION, the duly authorized officer(s) shall sign as follows:
The undersigned certify that they are respectively:
N/A N/Aand
Title Title
Of the corporation named below; that they are designated to sign the Proposal Cost Form by
resolution (attach a certified copy, with corporate seal, if applicable, notarized as to its
authenticity or Secretary’s certificate of authorization) for and on behalf of the below named
CORPORATION, and that lhey are authorized to execute same for and on behalf of said
CORPORATION.
Cit .of Inglewood
By: -, .....
Title: Enterprise Services Manager
Dale:August 18, 2006
By:Dale:
Title:
"Any Agreement must be approved by our respective City Council after
subsequent negotiations of the terms and conditions.
City of Palo Alto - RFP
Scope of Services for Parking Citation Processing
Exhibit A
A) Scope of Work
Contractor shall provide the following services.
Access to system and training
a) On-line terminal availability to the city to input and access information
b) Training on an on-going basis by vendor
c) Respond immediately to all telephone and electronic mail inquiries
d) Update meetings. Vendor manager shall communicate regularly with the
Project Manager of the City as required
Equipment
a) Computer equipment provided to the City to access vendor software
program(s)
Services
a) Collection of citations by transmitting to vendor on a daily basis which are
generated in handwriting or by portable mechanical ticket writers
b) Reconciliation. Provide a report daily of the number of citations handled
by vendor
c) Violation screening. The system should screen each citation issued by the
City to determine whether the citation contains the information necessary
to enter it into the system. If information is missing, a report shall be
generated.
d) Notice of delinquent parking violation. The system shall generate a notice
for each citation, which remains unpaid.
e) Identification of registered vehicle owners. The system shall make
attempts to obtain the name and address of the registered vehicle owner
from the DMV for each vehicle for which a citation has been issued, but
payment for which has not been received within the required time period
f) Verification of ownership through the DMV
g) Send notification to the lessee and/or second reported owner when
delinquent and follow the lien process under California law
h) Vehicle registration holds. The system shall automatically place a hold
with DMV on the registration of vehicles for which citations and fees
remain unpaid by the registered owners of such vehicles
i)Removal of registration holds
j)Handle citations for vehicles with out-of-state registration
k)Suspension of procedures. The system shall suspend the handling of any
citations issued by the City upon receipt of appropriate notice by the City
1) Assistance with citation design
m) Quality control procedures in the system
n) Use of approved forms. All forms, delinquency notices, and
correspondence sent by vendor shall conform to applicable law and shall
be initially approved by the City
Reports and Document Storage
a) Vendor shall provide on-line access to the City the following monthly
reports:
1.
2.
3.
4.
5.
Revenue reports and violation tracking reports
Violation statistics and officer report
Habitual offender report
Statistical and year-to-date revenue reports
Special reports as requested by the City
b) Quarterly closed violation reports
c) Maintain computer files in standard format for records of payments,
collection efforts, disposition, and any and all other information required
to provide an audit trial
d) Record retention and storage for a period of twelve months
Proposal Evaluation ATTACHMENT B
Matrix- Parking Contract
PROPOSAL EVALUATION MATRIX
File Number: 118158
Rating: 1 is low, 5 is high
Date:August 30, 2006
REFERENCES ¯ At least three
in number ¯ Recent
experiences ° Contract
sizes ° Duration of the
relationship
QUALIFICATIONS OF
PRINCIPALS AND STAFF °
Years experience in the
industry ° Pertinent
education ¯ Work
experience in comparable
organizations ° Decisions
made with data consistent
with City’s needs ¯
Proximity to City and
availability during project
o Organization chart of
project team if one
needed ° Subcontracting
scope
FAMILIARITY WITH THE CITY
¯ Prior work with this or
other City departments °
Recent acceptable
experience ¯ Understands
and accepts City
organization
5
5
5
5
3
5
5
2
PURCHASING GUIDE - APPENDIX C
4
4
2
PAGE 1 OF 2
CUSTOMER SERVICE ¯ Access
to customer service
representatives - urgent
software support - timely
reporting
PRICE RANGE * Too high to
represent good value?
¯ Too low?
COMPLETE PROPOSAL
SUBMITTED o Forms
omitted or incomplete ¯
Matches scope of work
PROPOSAL CLARITY °
Organized to be easily
referenced ° Clear
language ° Supporting
data
METHODOLOGY ¯ State-of-
the-art techniques ¯
Fastest acceptable method
of accomplishing the
scope
5
$1.40/cite
3
5
4
4
$1.25+/cite
4
5
5
4 3
$0.70+/cite
4
5
3
5
$0.68+
5
5
3
35
PAGE 2 OF 2 PROPOSAL EVALUATION MATRIX