Mobile Payment Application for Parking Fees

STATE OF NORTH CAROLINA University of North Carolina at Charlotte Request for Proposal #: 66-23028TS Mobile Payment Application for Parking Fees Date Issued: Thursday, November 10, 2022 Proposal Due Date: Thursday, December 1, 2022 At 2:00 PM ET Direct all inquiries concerning this RFP to: Trever Swint Purchasing Agent Email: wswint@uncc.edu STATE OF NORTH CAROLINA UNIVERSITY OF NORTH CAROLINA AT CHARLOTTE Request for Proposal # 66-23028TS ______________________________________________________ For internal State agency processing, including tabulation of proposals in the Interactive Purchasing System (IPS), provide your company’s eVP (Electronic Vendor Portal) Number or alternate identification number (e.g., EIN or Social Security Number). Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is

made available for public inspection. This page is to be filled out and returned with your proposal. Failure to do so may subject your proposal to rejection. ___________________________________________________ Vendor Name ______________________________ Vendor # Note: For your proposal to be considered, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login Electronic responses ONLY will be accepted for this solicitation. https://vendor.ncgov.com/vendor/login Rev:01/2022 EXECUTION In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items or services upon which costs are proposed, at the costs offered within the time specified herein. By executing this proposal, the undersigned Vendor understands that False certification is a Class I felony and certifies that:  that this proposal is submitted competitively and without collusion (G.S. 143-54),  that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143- 59.2), and  it is not an ineligible Vendor as set forth in G.S. 143-59.1. Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that:  it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization. By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS. These documents can be accessed at the links provided in the ATTACHMENTS Section at the end of this RFP. Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals CANNOT and WILL NOT be accepted. COMPLETE/FORMAL NAME OF VENDOR: STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE COUNTY: TELEPHONE NUMBER: PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21): PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER: VENDOR’S AUTHORIZED SIGNATURE: DATE: E-MAIL: STATE OF NORTH CAROLINA University of North Carolina at Charlotte Refer ALL Inquiries regarding this RFP to: Trever Swint wswint@uncc.edu Request for Proposal # 66-23028TS Proposals will be received until: Thursday, December 1, 2022 at 2PM ET Using Department: Parking and Transportation Rev:01/2022 VALIDITY PERIOD Offer valid for at least sixty (60) days from proposal due date, unless otherwise stated here: ______ days. After this date, any withdrawal of offer shall be made in writing, effective upon receipt by the University. ACCEPTANCE OF PROPOSAL The contract is a separate document that represents the Vendor’s and the University’s entire agreement (herein “Contract”). If your proposal is accepted and results, through negotiation or otherwise, in a contract award you will be expected to accept the NORTH CAROLINA GENERAL TERMS AND CONDITIONS as part of the Contract. Dependent upon the product or service being offered, other terms and conditions may apply. FOR UNIVERSITY USE ONLY: Offer accepted and Contract awarded this________ day of __________, 2022, as indicated on the attached certification, by: __________________________________________________________ (Authorized Representative of UNC Charlotte) Proposal Number: 66-23028TS Contents 1.0 PURPOSE AND BACKGROUND ............................................................................................. 5 1.1 CONTRACT TERM .................................................................................................................. 5 2.0 GENERAL INFORMATION ....................................................................................................... 5 2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................. 5 2.2 E-PROCUREMENT SOLICITATION ....................................................................................... 5 2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 6 2.4 RFP SCHEDULE ..................................................................................................................... 6 2.5 PROPOSAL QUESTIONS ....................................................................................................... 6 2.6 PROPOSAL SUBMITTAL ....................................................................................................... 7 2.7 PROPOSAL CONTENTS ........................................................................................................ 7 2.9 ALTERNATE PROPOSALS .................................................................................................... 8 3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ....................................... 8 3.1 METHOD OF AWARD ............................................................................................................. 8 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 8 3.3 PROPOSAL EVALUATION PROCESS ................................................................................... 8 3.4 EVALUATION CRITERIA ........................................................................................................ 9 3.5 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 10 3.6 INTERPRETATION OF TERMS AND PHRASES .................................................................. 10 4.0 REQUIREMENTS ................................................................................................................... 10 4.1 FINANCIAL PROPOSAL ....................................................................................................... 10 4.2 INVOICES .............................................................................................................................. 10 4.3 FINANCIAL STABILITY ........................................................................................................ 10 4.4 VENDOR EXPERIENCE ........................................................................................................ 11 4.5 REFERENCES ...................................................................................................................... 11 4.6 BACKGROUND CHECKS ..................................................................................................... 11 4.7 PERSONNEL ......................................................................................................................... 11 4.8 VENDOR’S REPRESENTATIONS ........................................................................................ 11 4.9 AGENCY INSURANCE REQUIREMENTS MODIFICATIONS ............................................... 12 5.0 SCOPE OF WORK ................................................................................................................. 12 5.1 GENERAL ............................................................................................................................. 12 5.2 TASKS/DELIVERABLES ...................................................................................................... 14 Proposal Number: 66-23028TS 5.3 PROJECT ORGANIZATION .................................................................................................. 15 5.4 TECHNICAL APPROACH ..................................................................................................... 15 6.0 CONTRACT ADMINISTRATION............................................................................................. 15 6.1 PROJECT MANAGER AND CUSTOMER SERVICE ............................................................ 15 6.2 POST AWARD MANAGEMENT REVIEW MEETINGS ......................................................... 15 6.3 CONTINUOUS IMPROVEMENT ............................................................................................ 15 6.4 ACCEPTANCE OF WORK .................................................................................................... 15 6.5 TRANSITION ASSISTANCE ................................................................................................. 15 6.8 DISPUTE RESOLUTION ....................................................................................................... 16 6.9 CONTRACT CHANGES ........................................................................................................ 16 7.0 ATTACHMENTS ..................................................................................................................... 17 ATTACHMENT A: FINANCIAL PROPOSAL .................................................................................... 17 ATTACHMENT B: INSTRUCTIONS TO VENDORS.......................................................................... 17 ATTACHMENT C: NORTH CAROLINA GENERAL CONTRACT TERMS & CONDITIONS ............. 17 ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION ............................................ 17 ATTACHMENT E: CUSTOMER REFERENCE FORM ...................................................................... 17 ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR .......................................... 17 ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION .................................................. 17 ATTACHMENT H: VENDOR SELF-ASSESSMENT .......................................................................... 17 ATTACHMENT I: PROSPECTIVE VENDOR TECHNICAL QUESTIONNAIRE ................................. 17 Proposal Number: 66-23028TS 1.0 PURPOSE AND BACKGROUND The University of North Carolina at Charlotte was established in 1965 by the North Carolina General Assembly which transformed Charlotte College, with beginnings in 1946, into a campus of The University of North Carolina. It is organized into the following seven colleges: College of Arts & Architecture, College of Liberal Arts & Sciences, College of Business, College of Education, College of Engineering, College of Health and Human Services, and the College of Computing and Informatics. It offers a broad array of degree programs at the undergraduate, graduate, and doctoral levels and also in graduate certificate programs Enrollment is approximately 30,000 with 19 percent of the students pursuing graduate degrees. The University is expected to experience continued growth for the foreseeable future. The University of North Carolina at Charlotte (“University”; “UNC Charlotte”) invites respondents to provide a Mobile Payment Application to integrate with UNC Charlotte’s existing parking system operated by Parking and Transportation Services (PaTS). The University has issued this RFP to define the University's minimum service requirements, detail proposal requirements, and outline the University’s process for evaluating proposals and selecting the contractor. Responses are expected to define the systems/tools, implementation methodology, timing, resource needs, etc. to be used to provide a comprehensive and integrated solution to address the University’s mobile parking payment needs. UNC Charlotte is seeking a comprehensive system as well as deployment of the proposed solution; proposals that do not include implementation and support will not be considered for award. This project will be designed and delivered in communication and collaboration with the UNC Charlotte Parking and Transportation Services (PaTS), Business Services, eCommerce and any other pertinent stakeholders identified by that work group. It is important for the University to have a solution that will allow for scalability for the growth in size and complexity into the future, as well as something that can be deployed effectively and expeditiously in the current environment. Any costs incurred in preparing or submitting responses are the vendor’s sole responsibility as the University will not reimburse any costs incurred including travel to Charlotte, NC, or any costs associated with any demonstration or presentation. The University reserves the right to distribute a second RFP should it be deemed necessary, at the sole discretion of the University. 1.1 CONTRACT TERM The Contract shall have an initial term of three (3) years, beginning on the date of contract award (the “Effective Date”). The Vendor shall begin work under the Contract immediately after the Effective Date At the end of the Contract’s current term, the University shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for two (2) additional one-year terms. The University will give the Vendor written notice of its intent to exercise the option to renew by the end of the then-current term. In addition, the University reserves the right to extend a contract term after the last active term. Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto. 2.0 GENERAL INFORMATION 2.1 REQUEST FOR PROPOSAL DOCUMENT The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award. All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference. 2.2 E-PROCUREMENT SOLICITATION ATTENTION: This is NOT an E-Procurement solicitation. Paragraph entitled ELECTRONIC PROCUREMENT subsections (d) and (e) of the North Carolina General Contract Terms and Conditions, do not apply to this solicitation. General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/. http://eprocurement.nc.gov/ Proposal Number: 66-23028TS 2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS It shall be the Vendor’s responsibility to read the Instructions, the State’s terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP. If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP, those must be submitted as questions in accordance with the instructions in the PROPOSAL QUESTIONS Section. If the University determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The University may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question and answer period. Other than through this process, the University rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer. By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive. By executing and submitting its proposal in response to this RFP, Vendor understands and agrees that the University may exercise its discretion not to consider any and all proposed modifications Vendor may request and may accept Vendor’s proposal under the terms and conditions of this RFP. 2.4 RFP SCHEDULE The table below shows the intended schedule for this RFP. The University will make every effort to adhere to this schedule. Event Responsibility Day, Date and Time Issue RFP University Thursday, November 10, 2022 Submit Written Questions Vendor Thursday, November 17, 2022 by 12PM ET Provide Response to Questions University Tuesday, November 22, 2022 Submit Proposals Vendor Thursday, December 1, 2022 by 2PM ET Contract Award University TBD Contract Effective Date University January 1, 2023 2.5 PROPOSAL QUESTIONS Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the above due date. Written questions shall be emailed to wswint@uncc.edu by the date and time specified above. Vendors should enter “RFP # 66-23028TS: Questions” as the subject for the email. Questions submittals should include a reference to the applicable RFP section. Questions received prior to the submission deadline date, the University’s response, and any additional terms deemed necessary by the University will be posted in the form of an addendum to the Interactive Purchasing System (IPS), http://www.ips.state.nc.us, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any University personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFP. http://www.ips.state.nc.us/ Proposal Number: 66-23028TS 2.6 PROPOSAL SUBMITTAL IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk for late submission due to unintended or unanticipated delay, or technical issue. It is the Vendor’s sole responsibility to ensure its proposal has been received via NC BIDS by the specified time and date of opening. Any proposal received or attempted to be submitted after the proposal submission deadline will be rejected. NC BIDS must be used for ALL proposal submissions. All proposal responses shall be submitted electronically via the North Carolina Business Invitation Delivery System (NC BIDS). For additional information, the NC BIDS for Vendors page includes online training videos and a link to NC BIDS FAQs for Vendors. This will be a One-Step proposal process: Vendor’s proposal may contain both the Technical and Financial Proposal (ATTACHMENT A) submitted for evaluation in a single file. Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a vendor’s proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals. Critical updated information may be included in Addenda to this RFP. It is important that all Vendors proposing on this RFP periodically check the State’s IPS website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto. 2.7 PROPOSAL CONTENTS Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Vendor RFP responses shall include the following items and those attachments should be arranged in the following order: a) Cover Letter: Must include a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP. b) Proposal Contacts Page: Include the company name, address, phone number, authorized representative’s name, representatives direct phone number, and representative’s email address. c) Completed and signed version of EXECUTION PAGES d) Vendor’s Technical Proposal addressing all requirements of this RFP e) Vendor’s Financial Proposal (ATTACHMENT A) Can be retrieved at: https://drive.google.com/drive/folders/1COQ8QnL7gGdjekzCFapxIqZS9Oay9NX2?usp=sharing f) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION g) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM h) Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR i) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION j) Completed version of ATTACHMENT H: VENDOR SELF ASSESSMENT – Can be retrieved at: https://drive.google.com/drive/folders/1COQ8QnL7gGdjekzCFapxIqZS9Oay9NX2?usp=sharing k) Completed version of ATTACHMENT I: PROSPECTIVE VENDOR TECHNICAL QUESTIONAIRE – Can be retrieved at: https://drive.google.com/drive/folders/1COQ8QnL7gGdjekzCFapxIqZS9Oay9NX2?usp=sharing l) All supplemental information requested under Section 3.4 Evaluation Criteria for: a. 1) BACKGROUND/QUALIFICATIONS b. 2) REQUIREMENTS ASSESSMENTS/TECHNICAL FIT c. 3)IMPLEMENTATION AND SUPPROT PLAN/SCHEDULE m) Vendor to provide all PCI Compliance documentation to include diagrams as included in ATTACHMENT H https://ncadmin.nc.gov/nc-bids-vendors https://ncadmin.nc.gov/nc-bids-faqs-vendors https://ncadmin.nc.gov/nc-bids-faqs-vendors https://drive.google.com/drive/folders/1COQ8QnL7gGdjekzCFapxIqZS9Oay9NX2?usp=sharing https://drive.google.com/drive/folders/1COQ8QnL7gGdjekzCFapxIqZS9Oay9NX2?usp=sharing https://drive.google.com/drive/folders/1COQ8QnL7gGdjekzCFapxIqZS9Oay9NX2?usp=sharing Proposal Number: 66-23028TS n) Vendor to include any additional contractual documents for University review to include but not limited to Vendor’s Software License Agreement, End User License Agreement, etc. The terms of this RFP shall take precedence over any submitted Terms and Conditions and the University is not obligated to accept additional Terms and Conditions. 2.9 ALTERNATE PROPOSALS Vendor may submit alternate proposals for various methods or levels of service(s) or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: “Alternate Proposal #66-23028TS [for ‘name of Vendor”]. Each proposal must be for a specific set of Services and must include specific pricing. If a Vendor chooses to respond with various service offerings, each must be offered with a separate price and be contained in a separate proposal document. Each proposal must be complete and independent of other proposals offered. 3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS 3.1 METHOD OF AWARD North Carolina G.S. 143-52 provides a list of criteria the State shall use to award contracts. The goods or services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest. All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the RFP requirements and achieving the highest and best final evaluation, based on the criteria described below. While the intent of this RFP is to award a Contract to a single Vendor, the University reserves the right to make separate awards to different Vendors for one or more portions, to not award one or more portions or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the University to do so. The University reserves the right to waive any minor informality or technicality in proposals received. 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION While this RFP is under evaluation, the proposer, including any subcontractors and suppliers are prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph 29, CONFIDENTIAL INFORMATION, of the INSTRUCTIONS TO VENDORS. 3.3 PROPOSAL EVALUATION PROCESS Only responsive submissions will be evaluated. The University will conduct a One-Step evaluation of Proposals: Proposals will be received according to the method stated in section 2.7. All proposals must be received by the issuing agency not later than the date and time specified on the cover sheet of this RFP. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the University reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the University. At that date and time, the proposal from each responding Vendor will be opened publicly and the name of the Vendor announced. Interested parties are advised that Technical and Financial Proposals are subject to negotiation, under 01 NCAC 05B.0503, so no information other than offeror names will be released until after contract award. At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor. Proposal Number: 66-23028TS 3.4 EVALUATION CRITERIA UNC Charlotte has established a committee which will evaluate all submissions and supporting documentation provided. Evaluation of each proposal relative to the others shall be given due consideration according to the following selection criteria below. Proposals received will be evaluated under the provisions of a ‘Best Value’ procurement. Best Value procurement means the selection of a vendor is based on a determination of which proposal offers the best trade-off between price and performance, where quality is considered an integral performance factor. The award decision will be made based on multiple factors including, but not limited to, overall cost and the probability of performing the stated requirements on time with high quality results. Therefore, the lowest price offered does not guarantee an award. Vendors are cautioned that the University is not obligated to ask for, nor accept, after the closing date for receipt of proposals, data which is essential for a complete and thorough evaluation of the proposal. The University may award a contract based on initial offers received without the discussion of such offers. Accordingly, each initial proposal should be submitted on the most favorable and complete pricing and technical terms possible. Selected Finalists may be asked to meet with the evaluation committee for oral presentations. The evaluation committee may also request a review of the Vendor’s business operations and plant facilities. A contract will be awarded to the vendor whose proposal best meets the University’s mission, goals, and business objectives by providing the best overall value and most benefits with the least amount of risk. All qualified proposals will be evaluated and award made based on considering the following criteria, to result in an award most advantageous to the University: 1. Background/Qualifications/References 15% • Years in business including mergers/acquisitions (five (5) years minimum). • Size of organization with details on resources available for project. • Three (3) references that demonstrate knowledge and experience with providing similar solutions to institutions similar in size and scope (higher education references preferred). • Qualifications including company literature and attachments (contractor newsletters, published articles concerning company/staff/equipment, sample reports, press releases, etc.). 2. Requirements Assessment/Technical Fit 40% • The extent the software addresses the requirements as described in this RFP. • The extent the solution meets the requirements in Attachment H (Vendor Self-Assessment). • Solution fit and qualities: robust, customizable, adaptable, ease of use, etc. • Technical/software fit and infrastructure requirements. • Scope of software that is compatible with the proposed solution. • PCI-DSS documentation demonstrates all requirements will be met 3. Implementation and Support Plan/Schedule 30% • Method and timeline for full implementation of the software, including training. • Ability to implement the components of the Parking Access & Revenue Control System (PARCS) and Parking & Enforcement Management System (PEMS). • Plan for ongoing customer service and support needs. • Anticipated resource needs from UNC Charlotte both during and post implementation. 4. Pricing 15% • All project costs explained in detail and listed on Attachment A • Costs will be compared to costs received from other respondents The University will determine low cost by normalizing the scores as follows: The proposal with the lowest cost will receive a score of XX. All other competing proposals will be assigned a portion of the maximum score using the formula: Proposal Number: 66-23028TS 3.5 PERFORMANCE OUTSIDE THE UNITED STATES Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, the University may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the University: a) Total cost to the University b) Level of quality provided by the Vendor c) Process and performance capability across multiple jurisdictions d) Protection of the University’s information and intellectual property e) Availability of pertinent skills f) Ability to understand the University’s business requirements and internal operational culture g) Particular risk factors such as the security of the University’s information technology h) Relations with citizens and employees i) Contract enforcement jurisdictional issues 3.6 INTERPRETATION OF TERMS AND PHRASES This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the University; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the University will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the University’s needs as described in the Request for Proposal. Except as specifically stated in the Request for Proposal, no single requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the University exercising its discretion to reject a proposal in its entirety. 4.0 REQUIREMENTS This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the University to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question during the question and answer period in accordance with Section 2.6. 4.1 FINANCIAL PROPOSAL Financial proposal shall constitute the total cost to Buyer for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, administrative and other similar fees. 4.2 INVOICES The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the University with an invoice for each scheduled project. Invoices must include detailed line item information, which includes separate line items for parts, labor, and number of hours worked, to allow Buyer to verify pricing at point of receipt matches the correct price from those established through this RFP. A sample invoice should be included with the proposal. 4.3 FINANCIAL STABILITY As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue Financial Proposal Points Available (XX) x the cost of the lowest cost proposal the cost of the cost proposal being evaluated Proposal Number: 66-23028TS perform its obligations under the contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction. Each Vendor shall certify it is financially stable by completing the ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The University is requiring this certification to minimize potential issues from Contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the University within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the vendor’s financially stability. 4.4 VENDOR EXPERIENCE In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the University. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. 4.5 REFERENCES Vendors shall provide at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which your company has provided Services of similar size and scope to that proposed herein. The University may contact these users to determine the Services provided are substantially similar in scope to those proposed herein and Vendor’s performance has been satisfactory. The information obtained may be considered in the evaluation of the proposal. 4.6 BACKGROUND CHECKS Any personnel or agent of the Vendor performing Services under any contract arising from this RFP may be required to undergo a background check at the expense of the Vendor, if so requested by the University. 4.7 PERSONNEL Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the University. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s). Should the Vendor’s proposal result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The University will agree to approve or disapprove the requested substitution in a timely manner. The University may, in its sole discretion, terminate the services of any person providing services under this Contract. Upon such termination, the University may request acceptable substitute personnel or terminate the contract services provided by such personnel. 4.8 VENDOR’S REPRESENTATIONS If the proposal results in an award, the Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the University under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, Proposal Number: 66-23028TS Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecom- munications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and Deliverables. 4.9 AGENCY INSURANCE REQUIREMENTS MODIFICATIONS The University has conducted a risk assessment and determined that certain default coverage provisions in the North Carolina General Terms and Conditions, paragraph entitled Insurance, should be increased from the minimums stated. Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation: ☒ Small Purchases ☐ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00 ☐ Contract value in excess of $1,000,000.00 5.0 SCOPE OF WORK UNC Charlotte seeks to implement a mobile payment application to integrate with existing applications operated by PaTS. The mobile payment application or Pay Mobile App application will allow students, faculty, staff and visitors to pay for parking in designated parking lots and decks. The application will be required to report legally parked vehicles in real-time to parking enforcement officers and vend gates in parking decks. 5.1 GENERAL Current Environment UNC Charlotte currently operates ten (10) parking decks (garages), five (5) of which include visitor parking areas managed by Skidata PARCS. These five (5) visitor facilities allow patrons to enter via a barcode ticket dispenser and charge for services upon exit. Parkmobile is the current mobile payment provider on campus. Contract expiration and a curiosity to see what other services are currently available in the industry is driving the RFP process. UNC Charlotte also manages multiple surface lots where visitor parking is permitted by using a mobile payment application. UNC Charlotte no longer utilizes single- or multi-space parking meters. The combined count of visitor spaces in both environments is 2,114 and turn over several times per day. To better understand the campus and its parking facilities, a map is provided at https://pats.charlotte.edu/parking/parking-maps Visitor revenue generating parking facilities include: Skidata Surface Lots East Deck Lot 4 South Deck Lot 28 Cone Deck Lot 30 Union Deck Greek Village CRI Deck Robinson Hall SAC Disability Lot Lot 13 Lot 16 https://pats.charlotte.edu/parking/parking-maps Proposal Number: 66-23028TS Lot 20 Lot 21 Lot 25 / Light Rail Lot 23 Lot 101 PaTS manages its parking enforcement using NuPark but will be transitioning to AIMS Q1 of 2023. The software manages citations issued to vehicles in violation of the parking ordinance and parking enforcement officers patrol parking facilities with mobile LPR and wireless smartphone handhelds. Fixed LPR is also used in the gated facilities. All parking permits on campus are issued virtually and citations are written electronically. Parking enforcement officers must also be able to identify whether a vehicle has an active session when parked in any of the locations accepting mobile payment. PaTS would encourage an alternative form of payment in its visitor decks. Currently, barcode tickets are issued upon entry and then a credit card is used at a pay-on-foot machine or exit verifier in the lane. No cash is accepted. A desired solution would provide an alternative method of paying through the mobile payment application without having to interact with the PARCS equipment upon exiting. PaTS also uses Parkmobile Online Reservations for select on-campus events. PaTS wishes to keep the online reservation functionality integrated into the mobile payment platform to give customers other convenient ways to purchase services. As with traditional parkers, PaTS would need to identify vehicles with active sessions in appropriate parking facilities. Customer training is essential for the success of this program. The vendor must provide appropriate signage to provide the customer with easy to follow instructions from application installation on smart devices to beginning a transaction. The vendor’s proposal should include sample signage. Upon award, vendor will be familiarized with the University branding specifications and shall follow them accordingly. PCI Compliance UNC Charlotte has an eCommerce oversight department and their personnel will have the final word in determining whether PCI-DSS certificates, dataflow diagrams and other documentation are satisfactory before a vendor is awarded the contract. It is recommended that extra attention to detail be a primary focus in this area. Please refer to ATTACHMENT H for the PCI requirements. If UNC Charlotte is the Merchant of Record, the processors and gateways included in the attachment MUST be used. If the Vendor proposes in their bid a processor or payment gateway that is not listed, an exception IS required and the University CANNOT guarantee that the Vendor will receive an exception. Requirements apply to all vendors that are associated with the payment acceptance process (web applications, payment applications, and hardware, if applicable). If the solution contains nested terms with a third party, the third party MUST be identified and provide the same responses. If the solution consists of multiple stand-alone terms, the same responses are required. The RFP response must outline how funds are handled between the customer, the vendor and UNC Charlotte. Please indicate if the vendor or University will be the Merchant of Record and how convenience fees, when applicable, are handled in both instances. The vendor must be able to set a minimum fee to be charged at the discretion of UNC Charlotte. New Solution Requirements In addition to the architecture considerations noted above, the mobile payment solution must be flexible and scalable to allow for the changing nature of a university environment. The table in Attachment H provides technical Proposal Number: 66-23028TS requirements, features, and preferences to be assessed for the Parking Mobile Payment Application. The following requirement categories are used: Priority • Mandatory (M): These requirements are mandatory. • Desired (D): These requirements are high-priority requirements. However, there might be workarounds that satisfy these requirements or they may not be as time critical. • Response Required (RR): Vendors MUST provide a response to these requirements Respondents are required to self-assess how their proposed solution meets or does not meet the requirements. • Full: The requirement is met through out-of-the-box (OOB) functionality (configurations or set-ups only, no custom programming) • Partial: The requirement can be met with some custom development • None: The requirement is not supported • Supporting Documents Attached: Supporting documents to those items requiring responses have been included PLEASE NOTE: Proposals without a completed requirements self-assessment (Attachment H) will not be considered for award. Pricing: All submissions must contain a complete pricing breakdown as follows: • A summarized price schedule that clearly describes each of the software and hardware components, professional services, training, support and maintenance the University will be required to purchase/lease to obtain a complete solution. Please include anticipated annual costs over a five-year period. • A detailed schedule of all software costs for this project. • A detailed schedule of all hardware costs required for this project. Where appropriate, please include relevant specifications. • A detailed schedule of all professional service requirements needed to complete this project. o By phase, provide project roles, resource level (e.g., manager, developer, trainer, etc.), estimated rate if applicable, and estimated hours. o If a fixed-price agreement is being proposed for professional services, please provide the scope and timing basis for the arrangement. • A detailed schedule of all training costs. • A detailed schedule of all software maintenance and support costs whether one-time or annual, including any tiered costing scenarios related to volume and throughput of hosted or leased solutions. • Software licenses, including a clear definition of user license type (enterprise, concurrent, etc.), the licensing cost schedule and potential costs over time as use of the system increases. Please also include a copy of your end-user license agreement (EULA). • The Vendor’s standard software maintenance and support agreement. • Any costs passed to the customer as a convenience fee. • Any other miscellaneous costs associated with installation and/or training, including travel, etc. The University asks that prices be held firm for ninety (90) calendar days from the closing date specified for the receipt of proposals. Please indicate that your pricing will stand until this date. A pricing grid has been supplied as Appendix B to standardize submissions. 5.2 TASKS/DELIVERABLES See Attachment H: Vendor Self-Assessment Proposal Number: 66-23028TS 5.3 PROJECT ORGANIZATION Vendor shall describe the organizational and operational structure it proposes to utilize for the work described in this RFP and identify the responsibilities to be assigned to each person Vendor proposes to staff the work. 5.4 TECHNICAL APPROACH Vendor’s proposal shall include, in narrative, outline, and/or graph form the Vendor's approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included. 6.0 CONTRACT ADMINISTRATION All Contract Administration requirements are conditioned on an award resulting from this solicitation. This document is not a contract; it is, instead, a Request for Proposals. This information is provided for the Vendor’s planning purposes. 6.1 PROJECT MANAGER AND CUSTOMER SERVICE The Vendor shall be required to designate and make available to the University a project manager. The project manager shall be the University’s point of contact for contract related issues and issues concerning performance, progress review, scheduling and service. 6.2 POST AWARD MANAGEMENT REVIEW MEETINGS The Vendor, at the request of the University, shall be required to meet weekly with the University for project review meetings. The purpose of these meetings will be to review project progress reports, discuss Vendor and University performance, address outstanding issues, review problem resolution, provide direction, evaluate continuous improvement and cost saving ideas, and discuss any other pertinent topics. 6.3 CONTINUOUS IMPROVEMENT The University encourages the Vendor to identify opportunities to reduce the total cost the University. A continuous improvement effort consisting of various ideas to enhance business efficiencies will be discussed at the periodic business review meetings. 6.4 ACCEPTANCE OF WORK Performance of the work and delivery of goods shall be conducted and completed in accordance with recognized and customarily accepted industry practices and shall be considered complete when the services or goods are approved as acceptable by the Contract Lead. The University and the Vendor will negotiate and agree on an acceptable notification process and resubmission period, which will be memorialized in the Contract. Acceptance of work products shall be based on the following criteria: In the event acceptance criteria for any work or deliverables is not described in contract documents or work orders hereunder, the University shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the University shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation or testing, as applicable of the work or deliverable. Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any requirements, acceptance criteria or otherwise fail to conform to the contract, the University may exercise any and all rights hereunder, including, for deliverables, such rights provided by the Uniform Commercial Code as adopted in North Carolina. 6.5 TRANSITION ASSISTANCE If a Contract results from this solicitation, and the contract is not renewed at the end of the last active term, or is canceled prior to its expiration, for any reason, Vendor shall be required to agree to provide transition assistance to the University, Proposal Number: 66-23028TS at the option of the University, up to three (3) months to allow for the expired or canceled portion of the Services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such Services to the University or its designees. If the University exercises this option, the Parties agree that such transition assistance shall be deemed to be governed by the terms and conditions of the Contract (notwithstanding this expiration or cancellation), except for those Contract terms or conditions that do not reasonably apply to such transition assistance. The University shall agree to pay Vendor for any resources utilized in performing such transition assistance at the most current rates provided by the Contract for performance of the Services or other resources utilized. 6.8 DISPUTE RESOLUTION During the performance of the contract, the parties must agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to the University’s Contract Manager for resolution. Any claims by the University shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. The parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law. This term, when agreed in the Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute. 6.9 CONTRACT CHANGES Contract changes, if any, over the life of the contract shall be implemented by contract amendments agreed to in writing by the University and Vendor. THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK Proposal Number: 66-23028TS 7.0 ATTACHMENTS ATTACHMENT A: FINANCIAL PROPOSAL Vendors shall provide their financial proposal as a separate document labeled ATTACHMENT A. Can be retrieved at: https://drive.google.com/drive/folders/1COQ8QnL7gGdjekzCFapxIqZS9Oay9NX2?usp=sharing ATTACHMENT B: INSTRUCTIONS TO VENDORS The Instructions to Vendors, which are incorporated herein by this reference, may be found here: https://ncadmin.nc.gov/documents/vendor-forms ATTACHMENT C: NORTH CAROLINA GENERAL CONTRACT TERMS & CONDITIONS The North Carolina General Terms and Conditions, which are incorporated herein by this reference, may be found here: https://ncadmin.nc.gov/documents/vendor-forms ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION The Historically Underutilized Businesses (HUB) Supplier Information associated with this RFP is a separate document that is captioned ATTACHMENT D: HUB SUPPLEMENTAL SUPPLIER INFORMATION and can be found at the following link: https://ncadmin.nc.gov/documents/vendor-forms ATTACHMENT E: CUSTOMER REFERENCE FORM The Customer Reference Form associated with this RFP is a separate document that is captioned ATTACHMENT E: CUSTOMER REFERENCE FORM and can be found at the following link: https://ncadmin.nc.gov/documents/vendor-forms ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR The Location of Workers Utilized by Vendor associated with this RFP is a separate document that is captioned ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR and can be found at the following link: https://ncadmin.nc.gov/documents/vendor-forms ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION and can be found at the following link: https://ncadmin.nc.gov/documents/vendor-forms ATTACHMENT H: VENDOR SELF-ASSESSMENT Vendors shall provide a completed Self-Assessment as a separate document using the provided template, allowing the University to gauge the vendor’s ability to successfully execute the required and desired pieces of this RFP. This document should be labeled ATTACHMENT H: VENDOR SELF-ASSESSMENT. Can be retrieved at: https://drive.google.com/drive/folders/1COQ8QnL7gGdjekzCFapxIqZS9Oay9NX2?usp=sharing ATTACHMENT I: PROSPECTIVE VENDOR TECHNICAL QUESTIONNAIRE Vendors shall provide a completed Prospective Vendor Technical Questionnaire as a separate document using the provided template. This document should be labeled ATTACHMENT I: PROSPECTIVE VENDOR TECHNICAL QUESTIONNAIRE. Can be retrieved at: https://drive.google.com/drive/folders/1COQ8QnL7gGdjekzCFapxIqZS9Oay9NX2?usp=sharing https://drive.google.com/drive/folders/1COQ8QnL7gGdjekzCFapxIqZS9Oay9NX2?usp=sharing https://ncadmin.nc.gov/documents/vendor-forms https://ncadmin.nc.gov/documents/vendor-forms https://ncadmin.nc.gov/documents/vendor-forms https://ncadmin.nc.gov/documents/vendor-forms https://ncadmin.nc.gov/documents/vendor-forms https://ncadmin.nc.gov/documents/vendor-forms https://drive.google.com/drive/folders/1COQ8QnL7gGdjekzCFapxIqZS9Oay9NX2?usp=sharing https://drive.google.com/drive/folders/1COQ8QnL7gGdjekzCFapxIqZS9Oay9NX2?usp=sharing