REQUEST FOR PROPOSAL
                 RFP NO. 005-06
       DISTRICT ONLINE PARKING PERMIT
            MANAGEMENT SERVICES...
Requirements of the Online Parking Permit System

The online parking permit system must include the following as a minimum...
♦ Do you require administrative users to register on the system? If so, how do
        you determine the identity of the u...
Financial Considerations

   Pricing
      ♦ Provide a detailed explanation of the levels of pricing available and the
   ...
The Coast Community College District is an equal opportunity, affirmative action
employer.


                             ...
♦   Ease of use and accessibility of the system.
       ♦   Productivity savings for the District’s staff in responding to...
OUTREACH
The Board of Trustees recognizes the importance of promoting economic growth in the
communities it serves and the...
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REQUEST FOR PROPOSAL RFP NO. 005-06 DISTRICT ONLINE PARKING ...

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REQUEST FOR PROPOSAL RFP NO. 005-06 DISTRICT ONLINE PARKING ...

  1. 1. REQUEST FOR PROPOSAL RFP NO. 005-06 DISTRICT ONLINE PARKING PERMIT MANAGEMENT SERVICES Coast Community College District Internal Audit Department 1370 Adams Avenue, Costa Mesa, CA 92626 Telephone (714) 438-4602 Fax (714) 438-4773 General Overview The Coast Community College District (District), Office of Internal Audit, on behalf of the Board of Trustees is seeking to identify qualified consultants to provide online parking permit management services for the individual college campuses (Coastline Community College, Golden West College and Orange Coast College) and, potentially, faculty and staff of the District. Due to the sensitive nature of this service, the selected vendor must demonstrate that users of the system are able to access the information quickly, that the online order form is easy to use, that the system is secure and that the service is fairly priced. The District also believes that sound and ethical e-commerce business practices are an essential requirement for the selected vendor. The successful vendor must deliver a service that enhances the productivity and service of the District while benefiting students, staff, and the users of the service in a fully secure and legally compliant manner. The successful vendor must explain how the service will satisfy student needs for a user friendly ordering system while satisfying the information and enforcement requirements of the campus safety departments. Firms responding to this RFP must provide a detailed explanation of the services offered along with the general requirements for a successful implementation. As part of this RFP, the successful vendor must be able to demonstrate the capabilities of the system in a real-time environment for automating the issuance and rendering of parking permits. An on-line demonstration of the system’s capabilities is required. The company must demonstrate a secure, FERPA-compliant system with the ability to respond via e-mail or fax, with a documented audit trail of each transaction for all requests.
  2. 2. Requirements of the Online Parking Permit System The online parking permit system must include the following as a minimum: ♦ Internet web-site where permits are purchased; supply URL address with your submission. Purchasers must be immediately provided a receipt for their permit purchase and possibly a temporary permit valid for 3-5 days until the actual permit is received. Explain how receipts are delivered to purchasers. ♦ Issuance and mailing of permits to purchasers within 24-48 hours of purchase. ♦ Ability of the system to accommodate unique pricing structure for each college and some students (e.g. Board of Governor’s waivers which limit the amount a student can be charged which may vary from the standard rate and differences between amounts charged at the colleges). ♦ Ability of the system to accommodate multiple types of parking permits based on student requests/needs (e.g. stickers that stick from both the inside and the outside, hangers from rear view mirror, etc.). ♦ Ability to print onsite at various locations throughout the campus for students that pay with cash and do not have access to computers. Availability of a stock of blank permits which can be printed on request. ♦ Telephone customer service support; minimum hours are from 8:00am to 5:00pm (PST) Monday through Friday. ♦ Ability to collect all parking fees and provide detailed transaction reconciliation with remittance to the District, if determined necessary. ♦ Ability to interface with Banner/SCT Sungard, the District’s new student and accounting software program. ♦ Restricted, secure and encrypted real-time access to campus safety and other specified users of the system. ♦ Complete listing of all service offerings, pricing options and delivery methods that are customized to the District. ♦ The system must feature an administrative module that will enable campus safety to effectively manage the parking permit process. ♦ The module will enable campus safety to activate, deactivate, and re-issue parking permits. ♦ The module should have a flexible search capability as well as facilitate communications with students and other purchasers. ♦ Please describe available sticker technologies as well as options available for sticker design. Restricted Access ♦ Describe the process required for an administrative user to gain access to the system. ♦ If District policy restricts sales of permits or certain permit designs to either registered students or faculty, please describe the methods supported for “authenticating” orders.
  3. 3. ♦ Do you require administrative users to register on the system? If so, how do you determine the identity of the user? Describe the ease and availability of this enrollment process? Approximately how long does this process take? ♦ Describe any other security features that have been developed to further protect users of the system as well as information pertaining to purchasers of permits. Order Entry ♦ Approximately how much time is required for a user to enter a parking permit order? ♦ Order entry by the purchaser must include the ability to input the following information as a minimum: ♦ Student Name (Faculty or Staff Name) ♦ Student Number (Employee Number) ♦ Delivery Addresses ♦ Payment Information ♦ Vehicle Data, to include but not limited to: ♦ Vehicle Make, Model and Year ♦ Vehicle License Plate ♦ Vehicle Color ♦ List any other data entry options that your system will accommodate. Customer Service ♦ The District must be able to communicate directly to inquirers given certain circumstances. Describe how your system provides for this ability. ♦ What level of customer service does your company provide to purchasers of parking permits? Is there a “Help Desk” available using the telephone. Is a toll free number provided for customer support? ♦ What hours are your customer service representatives available? ♦ Describe the procedure for handling a dispute by a student who either claims the permit was never received. Describe the procedure for handling a disputed credit card charge. Data Security The successful supplier must maintain the highest standards of privacy and system security. Describe your provisions for the following: ♦ Overall data security on the system, methods, practices and data storage policies. ♦ On-line data security measures including any methods employed such as encryption, encoding, firewall, etc. ♦ Your privacy policy as it relates to your site as well as use of the data. ♦ How is the security level of personnel determined and access to the data authorized both at the school and at the service provider?
  4. 4. Financial Considerations Pricing ♦ Provide a detailed explanation of the levels of pricing available and the associated services provided to users. Please use the following estimates of the number of permits per college per semester in determining your pricing: Fall Spring Summer Total Coastline 3,000 3,000 2,500 8,500 Golden West 13,000 13,000 7,500 33,500 Orange Coast 18,500 21,000 6,000 45,500 District/Staff 0 0 5,000 5,000 Total 34,500 37,000 21,000 92,500 ♦ Provide a detailed narrative on your pricing schedule (breaking out the service versus the tangible product costs) to the District along with any pricing options available to users. ♦ If you have a refund policy, describe how and when refunds are processed. ♦ Describe how future enhancements will be made available to the District as well as your process for developing these services. Transition/Implementation Training ♦ Provide a detailed explanation of the training and support that is provided to the District’s staff both during and after implementation. ♦ Provide time estimates for the initial training of the District’s staff as well as a written narrative describing other support features offered with the system. Marketing Assistance ♦ Describe your approach and assistance in marketing the service to current students, faculty or staff. Confidentiality: Responses to the Request for Statement of Qualifications and any information submitted for evaluation are not public records and are not open to public inspection. The District will maintain the confidentiality of these records to the extent permitted by law. In the event a third party requests these confidential records, the District will notify the affected company, and it shall be that company’s responsibility to defend the District in any action to compel disclosure of its confidential information.
  5. 5. The Coast Community College District is an equal opportunity, affirmative action employer. Governing Board Coast Community College District Kenneth D. Yglesias, Ed.D., Chancellor Published: September 8, 2006 September 15, 2006 Documentation The company should include detailed documentation on the system. Provide a sample of your documentation. Sample Contract and Agreements Submit a sample contract of your standard service agreement for the automated parking permit service that would be executed by the District. List of References Provide a list of at least five (5) accredited higher education institutions, preferably California Community Colleges that work with your firm. Provide the name of the District, contact name and phone number for each reference. The Company ♦ Provide a detailed history of the company including all products offered, services provided, ownership interests and officers of the company. ♦ Provide the length of time the company has been providing an online parking permit ordering service as an agent for higher education institutions. Proposal Evaluation Evaluation of the information provided will be performed by the Coast Community College District. Information will be evaluated using the following criteria, which are listed below in no particular order of importance. The Institution reserves the right to enter into contract negotiation with the vendor that represents the best interest of the Institution. Evaluation criteria: ♦ Ability, capacity and skilled staff of the vendor to perform the specified work. ♦ The level of customer service provided and availability to the District’s staff, current students, and other constituencies. ♦ Branding of service offerings, input screen and integration into the student information system (if necessary), including use of District’s colors and logos. ♦ Quality and performance of previous work at other Institutions. ♦ Ability to provide and demonstrate the service as requested. ♦ Financial impact on the District.
  6. 6. ♦ Ease of use and accessibility of the system. ♦ Productivity savings for the District’s staff in responding to orders. ♦ The accountability and record keeping of the system. ♦ Overall security of the system as well as the general business practices of the company. ALL RESPONSES MUST BE RECEIVED AT THE DISTRICT ADDRESS ABOVE BY FRIDAY, SEPTEMBER 22, 2006 BEFORE 4 P.M. Any questions concerning the information contained in the Request for Proposal (RFP) document should be sent with the title “Online Parking Permit Management Questions” via fax to: Richard Kudlik @ (714) 438-4773 RFP document can be found at: http://www.cccd.edu/measurec/facilities/projects.aspx under the RFQ/RFPs link under the Other Construction Projects header. Important Dates: RFP Due Date: September 22, 2006 by 4:00 p.m. Notification of Interview: October 3, 2006 Interviews: October 9-11, 2006 Board Approval of List: November 1, 2006 (or November 15, 2006) SUBMITTAL REQUEST FOR PROPOSAL (RFP) REQUIREMENTS The individual or official of the firm who has the power to bind the firm contractually must sign the RFP. The RFP preparation and associated direct costs are the sole responsibility of the firm and will not be reimbursed by the District. Six (6) copies of the RFP shall be submitted. Each submittal shall not contain more than thirty (30) pages, excluding front, back covers and tabs. Submittals containing more than thirty (30) single sided pages or fifteen (15) double sided pages will not be considered. BASIS OF AWARD The RFPs will be evaluated based on each firm’s qualifications and relevant experience with similar work. All RFPs will be evaluated by a District Selection Committee.
  7. 7. OUTREACH The Board of Trustees recognizes the importance of promoting economic growth in the communities it serves and therefore encourages the involvement of small and emerging businesses in every aspect of the execution of all services of work covered by this RFP. EVALUATION & ACCEPTANCE OF RFP The District reserves the right to reject any and all RFPs, to amend the RFP and the RFP process, and to discontinue or re-open the process at any time. NON-LIABILITY OF DISTRICT The District shall not be liable to the firm for personal injury or property damage sustained in the performance of these services, however caused. If there is any additional relative information that your firm would like to provide to the District, please attach to the end of the RFP. Please add the following language to the end of the RFP: “By virtue of submission, (the company) declares that all information provided is true and correct.”

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