Pay by Cell Technology for the Department of Parking

Agency:	City of Buffalo
State:	New York
Type of Government:	State & Local
Category:	A - Research and development
Posted:	Feb 8, 2024
Due:	Mar 15, 2024
Publication URL:	To access bid details, please log in.

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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

PAY BY CELL TECHNOLOGY FOR

THE CITY OF BUFFALO PARKING

DEPARTMENT

❖ ISSUE DATE: FEBRUARY 8, 2024

❖ QUESTION SUBMISSION DEADLINE: FEBRUARY 23, 2024

VIA E-MAIL TO: RWAGNER@BUFFALONY.GOV

❖ ANSWERS POSTED TO CITY OF BUFFALO WEBSITE

WWW.BUFFALONY.GOV/BIDS: MARCH 1, 2024

❖ PROPOSAL SUBMISSION DATE: MARCH 15, 2024

1 INTRODUCTION

The City of Buffalo, through its Department of Parking (hereinafter “the City”), has issued this

Request for Proposals (RFP) seeking proposals to supplement its current “Pay by Cell” (PBC)

parking system to allow for the payment of parking through the utilization of a cell phone or other

electronic device. The City’s current PBC vendor is Passport Labs, Inc. The City is not looking to

replace the services provided by Passport but to supplement the existing app.

The current PBC application utilized by the City is a mobile application downloadable through the

Google Play Store and Apple App Store. The app allows users to pre-load funds into an account

wallet. As they pay to park, the funds are deducted from the wallet until spent, at which point the

wallet reloads. When tourist and other visitors to the City use the app, they often do not use the

full amount of money pre-loaded into the wallet. The City would like to offer a solution to those

users that will quickly and efficiently allow users to pay for parking, ideally without loading funds

into a wallet or having to create an account.

The City of Buffalo intends to award a contract to the Offeror whose proposal is deemed to provide

the best value for the taxpayers. The successful Offeror must possess a demonstrative record of

providing a high quality product, with exceptional customer service and support. More

specifically, the successful Offeror must possess proven experience in pay by cell phone

technology and software and must demonstrate a commitment to continuous improvement of their

product and services. All software and equipment proposed must meet or exceed the specifications

set forth in this Request for Proposals.

2 GENERAL INSTRUCTIONS

2.1 General Invitation

The City invites Offerors to submit written proposals for PAY BY CELL TECHNOLOGY FOR

THE CITY OF BUFFALO PARKING DEPARTMENT. Firms with extensive experience in

parking meter payment technology solutions are encouraged to respond.

Offerors shall submit their proposal to the Parking Department by no later than March 15, 2024

at 11:00 A.M. Offerors shall not submit more than one proposal. Proposals shall be sealed and

clearly labeled on front of package “PAY BY CELL TECHNOLOGY FOR THE CITY OF

BUFFALO PARKING DEPARTMENT “and delivered to:

City of Buffalo Parking Department

65 Niagara Square, Room 111 City Hall

Buffalo, New York 14202

OFFERORS ASSUME ALL RISKS FOR THE TIMELY AND PROPER DELIVERY OF

SUBMITTED PROPOSAL

The received time of proposals will be determined by the clock at the above noted location. 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 as set forth in this

Request for Proposals. 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 Request for Proposals. 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.

Any material misrepresentation made by an Offeror may void their proposal and eliminate the

Offeror’s proposal from further consideration. Any proposal that is based upon violation of federal,

state or local law, or deemed by the City, in its sole discretion, 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.

2.2 Schedule

Listed below are anticipated target dates and relevant times by which actions related to this Request

for Proposals will be completed. In the event that there is any change or deviation from this

schedule, such change will be posted on the City’s website.

EVENT DATE

Issuing of Request for Proposals

Written Questions from Offerors Due

Responses to Questions posted on City website

Proposals Due by 11:00 A.M.

DATE

2/8/2024

2/23/2024

3/1/2024

3/15/2024

2.3 Request for Proposals Review, Additional Information and Questions

Each Offeror is responsible for carefully examining the Request for Proposals 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 the solicitation.

Each Offeror is responsible for conducting its own investigations and any examinations necessary

to ascertain conditions and requirements affecting the requirements of this Request for Proposals.

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 the

Request for Proposals.

For purposes of this solicitation, the City’s designee and the Project Manager shall be Raymond

Wagner, Commissioner of Parking. Questions regarding the Request for Proposals shall be

directed to the City’s designee only. Any impermissible contact with any other City officer or

employee of the City regarding the Request for Proposals during this procurement period shall

result in the rejection of any such Offeror’s proposal. Offerors shall communicate in writing only

via email to the email address listed in the Request for Proposals. No other communications with

the City’s designee regarding the Request for Proposals are permitted during the procurement

period.

All questions, requests for clarification or additional information must be sent by email to

rwagner@buffalony.gov and must be received no later than February 23, 2024 at 4:00 PM.

Offerors shall not communicate with the City’s designee via any other method or outside of the

time period set forth herein.

Questions received from all Offerors will be answered and shared with all Offerors via the City’s

website at www.buffalony.gov/BIDS . No other officers, employees, or representatives of the City

are to be contacted regarding this Request for Proposals. The City accepts no responsibility for,

and the 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 Offerors via e-mail. Offerors are solely responsible for ensuring that the

City has accurate contact information, including 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 Request for Proposals 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 Request for Proposals, all addendums, amendments, and

interpretations will be made in writing and posted on the City’s website at

www.buffalony.gov/BIDS. In addition, the City may mail or fax to all who are known by the City

to have received the Request for Proposals. It is the sole responsibility of the Offeror to ensure that

the City has accurate contact information and to review the website for any such addendums,

amendments, interpretations and/or modifications.

All addendums amendments, interpretations and/or modifications shall be incorporated as part of

the Request for Proposals as though they were originally set forth. No addenda will be issued later

than forty-eight (48) hours prior to the date and time for the receipt of proposals, except an addenda

withdrawing the Request for Proposals, or addenda for postponement of the due date and/or time.

The City does not assume any responsibility for the receipt of information sent to any Offeror.

Any information supplied by the City relative to this Request for Proposals must be considered in

preparing proposals. All other contacts that an Offeror may have had before or after receipt of this

Request for Proposals 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 facility regarding this Request for Proposals should be disregarded

in preparing proposals.

2.5 Proposal Format

Offerors are advised to adhere to the submittal requirements of the Request for Proposals. Failure

to comply with the instructions of this Request for Proposals may be cause for rejection of the

noncompliant Proposal. Offeror must provide information in the appropriate areas throughout the

Request for Proposals. Submission of an offerors proposal in response to this Request for Proposals

constitutes acceptance of all requirements outlined in the Request for Proposals.

Eight (8) proposals, one (1) original and seven (7) copies, must be prepared on 8” X 11” letter size

paper, printed double-sided, and bound on the long side. One (1) Flash/Thumb Drive containing

an Adobe Portable Document Format (PDF) version of all proposal materials must also be

provided. Each page of the Proposal must be numbered in a manner so it can be uniquely identified.

Legibility, clarity and completeness are required.

The proposal must be signed by individual(s) legally authorized to bind the Offeror and must

contain a statement that the proposal and the prices contained therein will remain firm for a period

of one hundred eighty (180) days after receipt by the City. In addition, Offeror must state whether

it is willing to hold pricing beyond this period, and if so, for how long.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Bid Title:	Pay by Cell Technology for the Department of Parking
Category:	City of Buffalo Bids & RFPs
Status:	Open

Pay by Cell Technology for the Department of Parking

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