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-AUTHORIZATION TO PURCHASE NEW ELECTRONIC HANDHELD PARKING C
Council/Agency Meeting Held: r Deferred/Continued to: {'T " `"�LAp roved ❑ Conditionally Approved ni ity erk' i g n jofi re Council Meeting Date: August 7, 20066 h nDepartment ID Number: PD=06-008 CITY 01 TNGTON BEACH REQUEST FOR ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS SUBMITTED BY: PEN PE LBR�RAFT , DPA, City Administrator 'I PREPARED BY: KENNETH W. SMALL, Chief.of Police SUBJECT: -Authorization to Purchase New Electronic Handheld Parking Citation Writing Computers Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachments) Statement of Issue: The existing 16 Automated Issuance Management System (AIMS) electronic handheld parking citation writing computers presently used by the Police Department's Parking Control Officers are now over five years old. Effective December 2006; the model of devices. presently in use will no .longer be made available by Automated Issuances Systems (AIS) nor will repairs be made. 1t is imperative that these devices be replaced with, new 'units, which will include upgrades that will improve- the efficiency of the Parking Control program. Funding Source: Appropriate $69,969 from the Services Authority for Abandoned Vehicles (SAAV) fund 875. Recommended Action: Motion to: 1. Approve the purchase of 16 AIMS Ticketer 3000i Citation devices, 2. Authorize the Chief of Police to appropriate $69,969 from the SAAV fund, and 3. Authorize the Chief of Police to expend $69,969 for the purchase of 16 AIMS Ticketer 3000i Citation devices. Alternative Action(s): Motion to: Do not authorize the purchase of AIM ticker and the appropriation of $69,969 from the SAAV Fund 875,and direct staff accordingly. Analysis: The Police Department's Parking Control Officers presently use electronic handheld parking citation writing computers.purchased from the Electronic Data Collection FINAL VERSION.AIMS RCA-added.the funding sources1.doc-- 7/19/2006 9:09 AM 5_5 Corporation (EDC), the parent company of AIS. These computer devices are over five years old and are at or near the end,of their projected life cycle. The devices are vital to the effective and efficient operation of the Police Department's parking control program. The Police Department has been extremely satisfied with the existing equipment and support AIS has provided. The Department recommends replacing its existing handheld devices with new AIMS models that utilizes newer technology. The new model (AIMS Ticketer 3000i) is capable of capturing digital images of a violation scene and involved vehicle and links it with the citation whereas the old system did not. This purchase, if approved, would-be through an inter-agency transaction with the City of Phoenix, Arizona. The City of Huntington Beach's Central Services Department-contacted the City of Phoenix and determined that in September 2005, the City of Phoenix completed a Request for Proposal (RFP) (attached) for the same equipment. A product proposal evaluation of five similar Notice of Violation (NOV) systems were evaluated on the basis of. system architecture, cost, experience/references, warranty/support, and quality of response. The AIS system graded the highest (see attached). The total cost for the 16 handheld computers and related.software and equipment is $69,969, including tax ($4,889), Quotation for Huntington Beach Police Department AIMS Ticketer 3000i Upgrade May 10, 2006 Qty Description Unit Extended AIMS 7icketer.::3000Ensemble* $4500' $72,000,;: 1 AIS Communication Software — Digital $10,000 200E Ro�IIs Custom.Thermal Tickets (75%R'oll) 3 Plate Charges (one time fee) $110. $330 1 °Design'and Layout°(orie time°.fee)"': $150 P 16 Credit Trade-in Existing Ticketer 7200 Ensembles $1,000 $16,000 1> Credit.Existing AISCorrimunicafion Software $5,00.0 ', 1 AIS Software Support $2;000 $2,000 Total $65,080 *Includes: handheld with integrated thermal printer, digital imager, color touch screen, communication/charging cradle, 256 MB removable SD card, main and backup lithium ion batteries, cables, stylus.. FINAL VERSION AIMS RCA-added the funding sources1.doc-- 7/19/2006 9:09 AM REQUEST FOR ACTION MEETING DATE: August 7, 2006 DEPARTMENT ID NUMBER: PD-06'008 Environmental Status: Not Applicable Attach ment(s): City Clerk's Page Number No. Description Financial Impact Statement (FIS) as prepared by the City of ' Huntington Beach Finance Department 2 Evaluation of RFP for the City of Phoenix 4 D:\Documents and Settings\jamesm\Local Settings\Temporary Internet Files\OLK7E\FINAL VERSION AIMS RCA-added the funding sourcesl.doc -2- 7/19/2006'9:09 AM ATTACHMENT # 1 ' CITY'OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION .�V FINANCE DEPARTMENT 'TO: PENELOPE CULBRETH-GRAFT, DPA, CITY ADMINISTRATOR FROM: DAN T.VILLELLA, CPA, FINANCE DIRECTOR SUBJECT: FIS 2005-06-27 AUTHORIZATION TO PURCHASE NEW ELECTRONIC HANDHELD PARKING CITATION WRITING COMPUTERS DATE: JU'LY .19; 2006 As required by Resolution 4832, _this Fiscal impact Statement has been prepared for, "Authorization to Purchase New Electronic Handheld Parking Citation Writing ,Computers" If the . City approves the recommended action (total appropriation $69,969), the estimated unreserved fund balance of the SAAV Grant fund at September 30, 2006 will be reduced to $154,000. D n T. Villella Finance Director ATTACHMENT # 2 JUN--28-2006 04:43 PM EDC Corp. 951 388 1366 P.03 Recommendation Posted:February 8,2006 1T CITYWIDE RFP 06406—NOTICE OF VIOLATION SYSTEM Report of five proposals received by Purchasing on September 30, 2005,for the purchase of a Notice of Violation (NM eyatem fort a P-oliCe DeperlmAnt. Following is an outline of the scored proposals received. Proposer Proposal Evaluation Score (100 points possible Electronic Data Collection Corporation 90.7 points; Temecula, CA Advanced Public Safety 81.7 points Deerfield Beach, FL T2 Systems 67.0 points Indianapolis, IN Cardinal Tracking, Inc. Proposal Not Evaluated; Lewisville,TX Not AA Compliant Reino Enforcement Technology Proposal Not Evaluated; Irvine, CA Not AA Compliant It Is recommended.by the Deputy Finance Director and the Police Commander that the proposal of Electronic Data Collectlon Corporation, as asterisked, be accepted as the best proposal, all factors considered. Proposals were evaluated on the basis of system architecture(35%); cost(30%); experlence/references(10%);warranty/support(10%); and quality of response The NOV system will replace the existing parking ticket Issuing system,which is approximately eight years old and utilizes older technology. For example, the new NOV system uses a handheld device that is able to capture digital images of a violation scene and vehicle and link it with the ticket whereas the old system required a separate camera to document the violation. Funds are available in the Police Departments budget. The subject firm is eligible to do business with the City of Phoenix until September, 17, 2008, by its compliance with the affirmative action requirements of the City Code, Chapter 18,Article IV or V. The firm is responsible for maintaining its eligibility during the life of the contract and failure to do so may result in termination of the contract. s 3 JUN-28-2006 04:43 PM EDC Core. 951 308 1366 P.02 Bent By: City of Phoenix; W26849810; Ater-21.08 15:49; Page 2f2 CITY OF PHQIIX PUM MASM 't- I0003� ••1I�1!7•� +:in"�rw:e.•.•i.,,. "i.•ye+`?w ;#1 700 Iltlf11b-m... n ya wa 1•wrtt 1eox saz :,. 4SM073527 03/21/2000 pftwasm • # IwNt 30 Dye EDC CORPORATION 42:'1ste AO NOAKE 8T i_ wlaay u a1"tor�m+al+r oWUMa I77•s7T s1 TEMECULA CA 92591 } FOB Deedno*m j' D#Hvw to letof"Witt m1/1o00 FDlit dew*ft. FO1LMN,f710 MANAOEMENT BUREAU 100 0 BL Al PNX AZ I60 pw: t at 1 ..y.»., .`•:Y::,�..:GLX7`0.'Ytl., _ ::SL`."." Z?/r 11i 8Y L UK J 1 061 DOO 10 AUTOMATED OV syam ;� s EA 49,W.00 1 48.&V.00 ot►oQwmk 04 001 11 7041 10 HAtt wwo T'Z 1rA"Wir, 07stM MWZ—JfUMA", B AND fM>TALW TZCYr. 33333 , TIP111iB AM a" OF RIP 09-OOS APALY. CIf7 commCTr JW Au"Y A 402.015,2013 , At/b. 808d ....40,030.00 Um UK a d dirwt %a It0*10ty, 9t&t*Of a IM ►IGM14•07.19no-o. 61ty of ftomlo Tar L10+ ?M4215 1Lut 0.00 ` ''1 >rdhf 4i.6A0.00 . i • :i MAIL 91Y0=6 TOE CM OP FWW0c-AMOUMT9 PAYAKA ?i 11UM r MIL tarry Jw W24NW7"4 U1 W.WA8M01O]M ST,STU KWR PHOMIX, AW MA 8000a-7280 ca" Of of War Pwo"m onfor A. � � � ' Notice o[Violation IOFPO6'006 ' BDCCurporatiom -T����� ^�f ��r^��csn�o � Table ~ Contents ..~ � � . Section VREP Submittal Forms..........................................................................................d � Exconbvo Summary-------------.--------.....—'_----------- l � RFP Section III - System Requirements...........................................................................:. 3 RFP Section TV: System Desirables ----.------------................................... 0 ' ' SYSTEM ACCEPTANCE TESTING-------------._.�`--._-------' I � � � Qualifications Response ' ................................ -----_----.-----_-------. 12 AIS System Description--------------------.-----------' 12 ' Pricing� ......................... 10 � AdS &c AIMS Tiokctcr3000 Quotation--------------------.---.. 10 � � Optional Equipment------------..--.----_--------------- l9' Customer ReferenceListing _—.----_—.`-------------.--------- 2O � ' Appendix A: AIMS Tickcter30UO Snccifinati)oo... ....................................................... 2l ' Ticketer 300U Features-----------_.-------.--------,—_--.. 2l Tiokcter30UUSpecifications------------------------------ 22 Appendix- B: Sample Reports..................... ...................................... . ...........................23 � Sample Violation Report.-------------------------------' 23 � Sample Issued Tickets Report---.--_------._--------------- 24 � Sample Issuer Productivity Summary Report-----------.------' --. 25 � Sample Issuer Productivity Detail ---------------------- 20 � . 8nozol: Ticket Location Report............ ------------------.-----.2Q ' Appendix (�: AIMS Service and --,----------.. 29 Appendix D: Installation Timpline —_----.------.-------------., 3l Request for Consideration of Alternate Terms.... . ........................................................ 33 � ' � ^ � � � .. ' ' � � ` � � ` � ` . � Section V, RFP Submittal Forms - ii - Notice of Violation RFP 06-006 EDC Corporation Executive Summary September 20, 2005 Thank you for the opportunity to respond to your Parking Enforcement Equipment RFP. EDC Corporation is pleased to propose our Automated Issuance System (AIS)and AIMS Ticketerrm handheld ticket writing computer as the solution for your parking needs. The AIS is an easy to use ticket communication and reporting system that will interface with PPD. The Automated Issuance System is a stand-alone software system that serves as an interface between hand-held ticket writers and an external parking ticket database program. Easy to use and intuitive in design, AIS allows the most novice computer user to feel comfortable in its operation while offering functionality that more advanced computer users will appreciate. The AIS consists of a communication platform, ticket voiding, searching, and reporting functionality. AIS allows you to track productivity, see where your high volume ticketing is occurring and link your violations with respective locations. Voiding tickets before they are sent to PPD is achieved with only a few clicks of the mouse. You may search for tickets by ticket number, issuance date, location, plate and state. Communications with the AIMS Ticketer does not require user intervention. Once the communication software is running, the AIS is ready to send the most current permit file and boot and tow lists to the AIMS Ticketers. Tickets are automatically sent to the AIS database from the Ticketers once they are set to communicate. This complete process is fully automated. The AIMS Ticketer is a state of the art color touch-screen hand held computer with integrated thermal printer and imager. The imager provides the ability to take and save digital pictures.with the ticket record and scan bar codes. The AIMS Ticketer software is menu driven and extremely user friendly. At just over one pound and ergonomically designed, the Ticketer fits snugly in your hand. The color touch-screen offers the best resolution and readability even in direct sunlight: The field replaceable lithium-ion main battery allows for extended use between charging. A completely discharged battery can be recharged within four hours and can print over 100 tickets on a single charge. The software and data files are stored on a removable PCMCIA card. The thermal printer holds 75 tickets per roll and does not require the user to change messy and costly printer ribbons. Though we have not proposed a real time wireless solution, the AIMS Ticketer is a wireless ready computer. All that is required is your local connection and the AIS wireless interface application. - 1 - Notice of Violation RFP 06-006 EDC Corporation Communication between PPD and AIS will be controlled by a script that can be set to run automatically at a particular time-or manually selected by an authorized user. This process will transfer all new tickets to and receive your boot and tow lists from PPD. This scofflaw list is searched automatically anytime the user enters a vehicle plate number into the Ticketer. believe you will find we surpass the requirements listed in this RFP. We offer state of the art equipment and software that is both very functional and easy to use. EDC Corporation has accounts all over North America providing quality products and premier customer service. We look forward to providing equipment for acceptance testing should we be selected and would also be happy to demonstrate the AIS and AIMS Ticketer at your site whenever it�would be convenient. I hope you will select the Automated Issuance System and AIMS Ticketer as your solution. Thank you for your consideration. Very truly yours, Christopher Genung Vice President - 2 - Notice of Violation RFP 06-006 EDC Corporation RFP Section III - System-Requirements All NOV systems offered shall meet or exceed the following mandatory requirements. Proposers shall address the following requirements in their proposals and explain in detail how each requirement has been satisfied: 3.1.1 Ten (10) PC-based handheld NOV ticketing devices interfacing/communicating with a single°PC'base station" via a docking station or USB/serial cable, utilized to upload/download files and produce the reports requested by this Request for Proposal (RFP). All required handheld NOV software used on the PC base station and/or handheld units shall be included in the proposal. The PC base station will be provided by the City. We are proposing the AIMS Ticketer model 3000 which exceeds the environmental specifications described in your RFP. The Ticketer communicates with the Automated Issuance System (AIS) that resides on your PC via USB. 3.1.2 The host PC/Server system must unload the ticket data, print out the daily activity reports, download new fine changes and hot lists for the next shift, and charge the handheld computer. This operator initiated process should.take no more than 1 minute to unload 100 citations. The AIS host PC application automatically uploads all written citations and downloads new/updated fine changes, hot lists and other. administrative data tables used by the Ticketer each time a communication is requested by the operator from the Ticketer. It will take less than one minute to upload 100 citations. Daily activity reports are available from the Reports menu. 3.1.3 During the transfer of data from the_handheld computers to the PC/Server, two back-up or archive files must be written before the data is erased from the handheld computer. The first file must be written to ar separate area in the handheld. The second data file should be written in a subdirectory on the network so it can be easily stored or backed up separately from the PC in case the PC should fail. Both files must be part of an automatic purge process. The communication process creates a backup ticket file which is stored in the Ticketer and copied to a backup subdirectory within AIS before the citations are uploaded into the AIS database. Both of these backup files are readily available for retransmission or archival purposes. We do not recommend the use of an automated purge process to remove backup ticket files due to their small size and the large disk capacities available on PC's and the Ticketer. 3.2 Demonstrable expandability to twenty-five (25) handheld devices with three (3) separate "PC base stations." There will be no problem expanding the number of Ticketers to 25 units or more. Separate PC base stations are also not a problem. 3.3 LAN communications between the"PC base stations" and PPD Computer Services. Bureau systems, Municipal Courts systems, City Information Technology Department (ITD) systems, Banking &Treasury systems, and other miscellaneous systems. File transfers should be with "ASCII flat file" technology. - 3 - Notice of Violation RFP 06-006 EDC Corporation An.ASCII flat file of all ticket records is created during communication with the AIMS Ticketer. If a ticket file already exists new tickets are appended to it. Automated.transfer to your data processing systems is available. 3.4 The handheld devices must be able to perform a standalone search by license plate number apart from the search provided during the ticket input and print process. The AIMS Ticketer provides both license plate number and permit number stand alone search functionality. 3.5 ' Each handheld device must be able to store the following volumes of information; the handhelds should be refreshed/purged on a daily basis, but may store several days of tickets from multiple parking enforcement people, via file uploads/downloads: ■ scofflaw file containing at least 20,000 entries • stolen vehicle file containing at least 4,000 entries • police vehicle file containing at least 2,000 entries • issued ticket file containing at least 500 entries The AIMS Ticketer can store files with records exceeding those specified above. This information is updated during each communication session. Tickets are stored in active ticket files until a communication session where they are moved to backup files. 3.6 The printed ticket format and required verbiage(front and back of ticket)will be determined by PPD and the selected vendor after system selection. A sample of the current ticket is contained in "Attachment A—Current Notice of Violation"and it must contain the following: • NOV number(ticket number), generated sequentially with no numbers skipped ■ vehicle registration year ■ vehicle registration month ■ vehicle registration state • vehicle registration plate number ■ vehicle registration plate type (optional) ■ violation date and time - ■ vehicle make ■ vehicle model (optional) • violation location ■ meter number(optional) ■ violation code, description, and fee along with late fee if not paid within °xx" days citing officer/aide name and serial number ■ 40 character free form:text area ■ automatically print date and time of violation, citing officer name/serial number and NOV number ■ violation code, description, and fees will be table driven and changeable without programming modifications up to 300 violation codes stored in table ■ ability to manually enter violation codes, description, and fees for violations not stored in table. This information will be used to print the current ticket. The AIMS Ticketer meets all of the above listed criteria. There is great flexibility in the printed ticket output format.. Because the Ticketer is table driven, we do not allow the operator to enter a violation code, description and fine amount. All violations need to be entered into the violation table that the operator will select from. - 4 - " Notice of Violation RFP 06-006 EDC Corporation 3.7 Sign-on-security checking must be part of the handheld device start-up procedures and must include password validation tied to the officer/aide serial number. Ticketer sign on requires both officer/aide serial number and password. 3.8 Provide the ability to manually enter violation address at the time the ticket is being entered. The manual address entries would not be maintained as part of the handheld address table. Addresses can be selected from the location table or manually entered by the . operator. 3.9 Ticket printing must be completed in ten (10) seconds or less after operator requests the printout. Duplicate ticket printing must be provided. The AIMS Ticketer model 3000 prints a complete citation within ten seconds from user request.. Duplicate tickets can be reprinted at any time. 3.10 The automated NOV system must provide files to other City systems in the formats included in "Attachment B— File Formats" of this RFP. The AIS application will use the file formats indicated in Attachment B of the RFP. 3.11 Detail listing of all violations issued daily with summary totals. The Violations Report is available from the Reports menu. This report is available by any operator selected date range and will list the quantity and amount of all violations issued for the given date range. A sample is available in Appendix B on page 23. 3.12 Operator review of ticket prior to final printing; full ticket review on a single display screen is the most highly desired approach to ticket review. The Ticketer print screen presents a summary of the ticket to the operator before they print the NOV. The operator can click on any field if changes are required and the Ticketer will go directly to that screen and allow the operator to make the necessary changes. 113 Printed ticket must remain readable for at least forty-eight(48) hours in all weather conditions. The printed tickets are designed to last at least 48 hours in all weather conditions. 3.14 Operational hours for fully charged battery and.expected battery life must be specifically explained and detailed. The AIMS Ticketer model 3000 uses a 7.4 volt, 2200 mAH lithium-ion battery that is rated as an 8-hour battery and capable of printing over 100 tickets when fully charged'. Batteries are field replaceable and take 2 —4 hours to recharge. Batteries begin losing their effectiveness and are normally replaced after twelve months of use. 1 Estimate based on using a fully charged battery in optimal conditions. - 5 - Notice of Violation RFP 06-006 EDC Corporation 3.15 The ability to reprint, on standard paper at the base station, the printed ticket information. This will be used to provide hardcopy documentation to ticket writers and others who do not have access to the originally printed ticket. This printout must include all officer/aide comments and photographs associated with the ticket. All tickets can be reprinted on standard paper from the AIS Ticket screen. A facsimile of the ticket is printed including both public and private ticket comments and any attached pictures. 3.16 The handheld devices should meet generally accepted environmental standards. Vendors must include the environmental specifications for the proposed handheld devices in their proposal. It is hoped that the following specification can be achieved: ■ Operating Temperature: -4° F to 140' F ■ Storage Temperature: -13' F to 176' F • Display Operation: 32' F to 104' F ■ Humidity: Operating 90-95 RH @ 500 C max non-condensing - ■ Rain: Water resistant (splash proof), IP54 Vibration: Meets EIA standard RS-316B ■ Drop Resistance: One meter to concrete (on any axis) - The AIMS Ticketer model 3000 meets or exceeds these specifications. Please refer to Appendix A on page 21 for complete hardware specifications. 3.17 All reports must be on-line accessible and have the ability to be hard copy_ printed. An ad-hoc report writer capability must be provided. All reports are displayed on-screen and the operator can print, email and save the report content in .txt or .html file formats. Ad-hoc report writing is available with 3rd party ODBC report writers. 3.18 All system pieces must include a full one year warranty with annual maintenance agreements available for subsequent years. The warranty/maintenance plan must include an option for second day shipment of spare handhelds if deemed necessary by PPD. All equipment will be provided with one year factory depot maintenance. Additional annual maintenance agreements are available and loaner equipment is provided if equipment repair is estimated to take more than 5 days for return. . 3.19 The database must be Microsoft SQL Server compliant and allow access by most commercially available third party report writers. Built-in Stored Procedures and an adhoc report generating program must allow users to write additional reports and save these formats for use at another time. Selection criteria should be based on any field in the database to ensure maximum flexibility. The AIS version proposed uses the MSDE database which is a subset of Microsoft SQL Server. Most 3rd party ODBC report writers will be available for use. We supply you with the data dictionary and toll free support.is also available for help in designing your own custom reports. A MS SQL Server database version is available for $10,000 per PC base station license. 3.20 NOV starting ticket number must begin with a specific violation number for each unit and must not start over at the beginning of each year. - 6 - Notice of Violation-RFP 06-006 EDC Corporation We will conform to this requirement but advise you to use our standard ticket numbering scheme. Our standard numbering algorithm provides for a maximum of . 99,999 tickets to be issued from each handheld annually. The ticket number format is 0500001where, 05 is denotes the year, x denotes the Ticketer unit number, and the remaining five digits are sequential. The ticket numbers are reset on the first of the year. for example, if the ending ticket number of unit A on 12/31/2005 is 05A90873 the starting ticket number on 1/1/2006 will be 06A00001. This process is completely automated and requires no user intervention or need to worry about ever writing citations with duplicate ticket numbers. 3.21 Ability to take photographs of violation scene and vehicle with the handheld device and download photos to a server at the end of the day. Store the photos outside of the NOV database, at a server, and use filenames as the link. Store the photos by violation number for historical purposes and later retrieval. The photo(s) must print along with the ticket at the",base station." Provide the approximate size in KB of the typical photo in vendor proposal. Multiple photographs can be taken with the integrated imager at any point during the ticket issuance process. These photos are automatically stored within the AIS database and attached to the ticket as part of the automated communication process. We can write a stored procedure to automatically save a copy of these photos to an external server if you would like these pictures sent elsewhere. This type of customization is charged at $150 per hour. Typical photos range in size between 100 KB and 2001<13. 3.22 The handheld must have an audible signal activated to alert the ticket writer that the entered license plate is on one of the stored lists (Scofflaw List). A separate "continue" or "override key must be depressed to proceed with the ticket writing process. An audible signal prompts the operator whenever a plate "hit" is returned after searching all hot sheet files and also when entry errors occur. 3.23 The handheld must include a backlight capable display screen, with the option to be used during night time enforcement activities. The Ticketer touch screen is backlit to provide for night time operations as well as better visibility in direct sunlight. - 7 - Notice of Violation RFP 06-006 EDC Corporation RFP Section IV: System Desirables The following items are considered desirable features but are not mandatory for award. These items will be considered during the City's evaluation process. Contractors are requested to address these features to allow the PPD to better evaluate how the vendor's system will be integrated with the City's NOV citation system: 4.1 Daily reports of violations issued by: ■ operator/officer ■ time of day ■ violation code ■ violation location within geographic area ■ revenue summary by officer and by violation code • each report available at detail and total (summary) levels Samples of all standard reports are available in Appendix B on page 23. We will gladly create any of the above reports listed in your format at no charge. 4.2 Single screen display of all ticket fields for review prior to printing ticket. The AIMS Ticketer provides a single scrollable screen that displays all ticket fields for review before printing. The operator can go directly to any field that may need to be changed simply by touching the field on the touch screen. After the change has been made the operator is returned to the summary screen and can then print the ticket. Multiple changes are allowed and there are previous buttons on all data entry screens that allow the operator to go back to previous screens at any time before the summary screen. 4.3 Retain historical"issued ticket database"for a user-specified period. This database should be accessible by ticket number, officer/aide serial number; vehicle license plate and violation location. Any one of these keys will return a specific ticket or list of"possible matches"for selection of a specific ticket. This database will have the capacity to contain at least 150,000 tickets. The system should include a user specifiable ticket purge criteria. The AIS Search screen provides for ticket number or license`plate searches. Tickets are saved to the database until the operator purge is run. The purge is date range selectable. There is no limit-to the number of tickets the database will hold. 4.4 Repair of broken handheld units should be completed within five(5)working days of receipt at vendor's facility. Vendors' maintenance commitment should be part of the vendors' written proposal. Costs for this maintenance should be detailed. Loaner equipment will be sent over night delivery for any handhelds that cannot be returned within five business days as per the annual maintenance agreement. The complete annual service and support agreement is available in Appendix C on page 29. All equipment includes one year of maintenance. Subsequent annual maintenance is available at $500 per ensemble. 4.5 Vendor should provide a"help line"telephone number that can be accessed by PPD at any time during normal business hours. Specific timeframes for the"help line" should be listed in the proposal. - 8 - Notice of Violation UP 06-006 EDC Corporation Toll free support is available from 8:30 am to 6:00 pm EST and 8:30 am to 6:00 pm PST as part of the annual service and support agreement. More detailed information.is available in Appendix C on page 29. 4.6 Vendor shall provide a full complement of issuance, enforcement and management reports for the PPD. The vendor shall provide, in the proposal, examples/samples of all standard reports provided by the vendor's system. Samples of all standard reports are available in Appendix B on page 23. We will work with you to develop additional reports as needed. 4.7 The handheld should have an audible signal activated when the wrong keys are depressed. A monitor must also warn the user when the power is low and should be recharged. A battery level indicator should be present. The handheld should provide full operation for two full 8 hour shifts without.recharge. Full recharge must be completed within 4-8 hours. An audible signal alerts the operator whenever wrong keys are depressed. There is a battery meter on the.top of all screens that indicates power level. System messages alert the user whenever the main battery should be replaced or recharged. Sufficient battery power is provided to print more than 100 tickets over , an eight hour period with a fully charged battery2. Batteries_ can be replaced in the field without losing any data. 4.8 The software should have the ability to mark data fields so that users don't have to skip over fields that are not used for PPD NOVs. The Ticketer data collection fields can be modified by the system administrator to limit the data fields presented during ticket issuance. The following system screen is used for these selections. 2 Estimate based on using a fully charged battery in optimal conditions. - 9 - Notice of Violation RFP 06-006 EDC Corporation ° ...... ._ Issuer Passwrnd Prcanct s` IV Model T Perms Cokor ' 4 I r dF Body Type• s l y l 3 V 1ear S Pete Type PUW Coax MWAS I✓ Reg Exp©ate MMtyyyy Private Comments a r"` Four Qi rt4 1N a Mi ex"nmum � Timing\Ch =u • ,E Stem Position 1 Meker tJuml- i C Stem Poste 2 (V BI kNumber s� } SFr rg C 0jo ns. i£ � Prrr Bancode y C EE have ......, Ezd � 4.9 Have a meter-location cross-reference table in the handheld so that when a meter number is input,.the location field(s) is automatically populated. The AIS software does not currently support this functionality but it is something that we could do if selected as your chosen vendor. 4.10 Handheld device should include the printer as part of a single integrated package. The Ticketer model 3000 has an integrated thermal printer. Complete hardware specifications are available in Appendix A on page 21. 4.11 Provide the ability to add officer/aide private comments to the entered ticket after the violator copy of the ticket has been printed. Private comments,can be added to the ticket at any time after it has been printed. 4.12 Provide electronic chalking capability in the handheld device. Electronic chalking is currently provided by plate & location. future release software will include additional electronic timing functionality by street/location and special timing options for 30 minute, 60 minute and 2 hour timings. This functionality will be provided free of charge as part of your annual software support agreement. - 10 - Notice of Violation RFP 06-006 EDC Corporation SYSTEM ACCEPTANCE TESTING The City requires that all equipment meet City standards_of acceptance and performance. In measuring acceptance, equipment failure resulting from external causes, including but not limited to acts of God, fires or the City's negligence, will be excluded from the acceptance testing procedure. Prior to acceptance,the City must be in "receipt of all software programming manuals, hardware description and maintenance manuals, or other hardware/software support items specified in the delivery order. A system acceptance test shall be conducted to ensure that all equipment is in good operating condition. The successful Proposer must describe, perform and supply the necessary diagnostic routines and demonstrate that all of the hardware/software will, meet the published specifications. The tests shall consist of: TEST DESCRIPTION Inspection Inspection of hardware and inventory of all deliverables Hardware Tests Complete hardware peripheral diagnostic tests Communications Tests Workstation communication link tests (as appropriate) Operating System Tests Operating system and related software functional test (as appropriate) Functional Tests Application software functional tests Complete on-site installation and training must be provided by the selected vendor. Any associated costs for installation and training must be included in the total price quoted in the vendor responses to this proposal. The successful Proposer shall certify in writing to the City when the system is installed, fully operational and ready for testing. The time to install, check out and make fully operational all components of the system shall not.exceed thirty calendar days (30)from the date of delivery. For the purposes of this solicitation, "Fully Operational" shall be defined as follows: Hardware: All equipment is installed, powered, on-line and operational in accordance with the contract and published specifications with a minimum system up-time percentage of 99%for a period of five (5) consecutive days Software: The base operating system software and application software shall be identified, installed, debugged and operational in accordance with the contract and published' specifications. EDC Corporation agrees to these stipulations. Notice of Violation RFP 06-006 EDC Corporation Qualifications Response The following Automated Issuance System description provides a detailed outlined of the proposed application. AIS and the AIMS Ticketer is used in several locations throughout North America. AIS System Description Automated Issuance System EDC Corporation's Automated Issuance System (AIS) is a parking citation issuance system that uses the hand held Ticketeffm for parking ticket issuance. AIS is designed to work in conjunction with an existing parking ticket management system or our Automated Issuance Management System (AIMS). AIS is a Microsoft Visual Basic application that uses Access as its database and can share and use any ODBC database(Oracle, Sybase, Informix, etc.) or Microsoft Database in its native mode. AIS will operate on any Windows certified network. Information sent to and collected from handheld terminals is processed and transported by Al Communication software residing on a PC to your shared database for use by your management system via ASCII file transfers. Scofflaw, warnings, permits and other information are transferred from your management system to AIS and-downloaded to handheld data terminals for field personnel issuing citations or boot/tow checks. Figure 1, located on page 13, illustrates a typical installation. - 12 - Notice of Violation RFP 06-.006 EDC Corporation Figure 1 Information flow between the AIMS Ticketer and PPD. Local PC AIMS Ticketers Scofflaw Info—� `scofflaw,permits, etc. .._._, PPD Data Link AIS F-Al Communication—> AIMS AIMS AIMS Ticketer Ticketer Ticketer . 1 ickds, not".S, c1c, <=New'Pickets AIS provides the link between the TDS citation management system and your AIMS Ticketers. AIS can best be described as consisting of the following three integrated areas of functionality: • System Set-up& Administration • Hand Held Operation • Reporting System Setup & Administration Diversity among Users, along with the ever present need to modify laws, codes and fines, dictated that AIS include the ability for rapid, on-site and user performed system modification. EDC Corporation performs initial set-up and instructs the end-user how to use the Set-up-Menu. Changes within AIS literally are performed in a minute or two and do not require outside programming. The following functions are performed within this unique Set-Up facility: 1. Issuer IDs, frequently badge numbers,,are entered into AIS. Squads and shifts can be assigned and productivity reports generated. - 13 - Notice of Violation RFP 06-006 EDC Corporation 2. Violation Codes and Fines, required during citation issuance, are entered during set-up. These can be easily changed or added to as situations warrant. 3. Fine Up-Lifts can be established which are either date or frequency driven. Fine up-lifts are printed on the ticket. You set the criteria and AIS automatically creates the fine up-lift(s). 4. Vehicle Information required during citation issuance is established. These can be as detailed as you wish and can include: make, model, year, plate/permit number, plate type,.VIN, body type, registration expiration date and color. 5. Remittance and Appeal information can be entered for.citation printing from the AIMS Ticketer TM. Citations are generally pre-printed with this information, but you can add certain information such as holiday hours or closings. 6. Warnings that will appear on the hand held terminal are established in set-up. Scofflaw, stolen vehicle, VIP's, previously warned and undercover vehicles are a few examples of warning files that can be established. This information will be displayed automatically to the issuer upon entry of either a plate or permit number associated with the warning., 7. Passwords'are assigned for system log-on and access to AIS. 8. Data Exchange to/from AIS is established within Set-Up. These functions (ASCII file transfers) are performed in conjunction with your MIS Department and information is. sent to the main computer system in ASCII file formats. This procedure allows for information sharing with your parking ticket management system and AIS. Parking tickets written through AIS are sent up to your management system and updated files are sent to AIS from your management system. These files normally include scofflaw violators, street names/locations, permit lists, warning files, etc., - 14 Notice of Violation RFP 06-006 EDC Corporation TicketerTm Features 1. AIS Downloads pre-selected information from the PC to the TicketerTM residing in a communication/charging cradle, via cable, or via PCMCIA card supplied with the TicketerTM. AIS receives issued ticket information from the TicketerTM through the charging cradle, cable, or PCMCIA card. Up/Downloads are fully automated and require no supervisor intervention. Issued ticket information is automatically retrieved from the TicketerTM and uploaded to the PC. New download information is simultaneously transferred to the TicketerTM Many different categories of information can be downloaded. These categories are established in Set-Up. Categories can be added or modified at the user's discretion. Permit/Vehicle information is downloaded to the hand held terminal to eliminate the need for"call-ins" and to check the validity of permits. 2. The TicketerTM is Menu Operated for ease of use by issuing officers. Touch Screen Technology is used for easy data entry in all weather conditions. 3. Issuer Time Tracking accounts for the time each citation is issued, the lapsed time between citations, and exit times for breaks and meals. 4. Citation Copies are available at time of issuance if needed by selecting "Ticket - Reprint." 5. Previous Warning.information is stored in the TicketerTM to alert the issuer that a warning citation has already been issued. 6. Time Checks (electronic tire chalking) are easily performed by entering the plate number and valve stem position at a designated location. Upon re-entering the plate number, the elapsed time that the vehicle was parked at the location will appear and a citation may be issued. The elapsed time that the vehicle was parked at the location is printed on the citation. - 15 - Notice of Violation RFP 06-006 EDC Corporation 7. Vehicle Information can be downloaded from AIS to the TicketerTM. This eliminates, the need to enter vehicle information when citations are issued. For example, previously ticketed or permitted vehicle descriptive information is stored in the hand held memory. When the plate or permit number is entered, the vehicle description will be displayed for printing on the citation. 8. Multiple Warnings can be stored in the hand held terminal. PCMCIA cards can store virtually unlimited plates with warning information. Should one of these plates be entered, the issuer is immediately notified on screen. Messages can also accompany the warning, directing a course of action to be taken by the issuer. Additional warnings, previously determined by the Administrator in AIS, will also appear upon entry.of a plate number associated with that particular warning. Reported stolen vehicles, for example, that have been entered into AIS will appear as a stolen vehicle when the plate number is entered. Again, a message or course of action to be taken can be attached.to this warning. You establish the warning codes to satisfy your requirements. 9. Automatic Repeat (default) of state, previous location and violation code is provided by the TicketerTM. These features reduce entry time and can be easily cleared when locations-or violations-change for the next vehicle to be cited. 10. Tables are-utilized within the TicketerTM to prevent incorrect data and reduce entry time. For example, a violation code not within the established table cannot be entered. Additional tables provided include make, model, color, body type, street/lot names, and comments. 11. Citations are Custom Designed containing pre-printed verbiage (front and back) of your choosing. Weather-proof stock is used that is "normal" ticket size (2 3/4' X 8"). These citations can be multi-colored bearing your logo and look "official." Very often your existing citation is replicated. These citations may be bar coded during ticket issuance for automated payment processing. - 16 - Notice of Violation RFP 06-006 EDC Corporation 12. Scanning of bar coded registration stickers or permits is available from the Ticketerrm with the optional integrated scanner. Scanning further reduces errors and speeds the citation process by eliminating entry of the information embedded within the bar code. Reports 1. Tickets Issued Report: This report provides detailed information for any date or date range of all issued tickets. Ticket Number, Date, Plate, Make, Location, Issuer, Violation, and Fine Amount are listed. Total tickets issued and total fine amounts are calculated. This report may be viewed and printed. 2. Issuer Productivity Report: Displays and/or prints tickets issued, grouped by individual issuers, for a particular date or date range. Ticket number, violation, location, plate, time and elapsed time between tickets are.presented. Tickets are also totaled for each issuer._ 3. Location Report: Lists and details the relationship between violations and where they occur. Type of violation and time of record is also provided. 4. Voided Ticket Report: All voided tickets.may be displayed or printed listing date or a range of dates. :Information presented includes ticket number, issuer, who voided the ticket, the void code and description. 5. Violation Report: Prints and/or displays citations by violation, description, and quantity and dollar amount. This report is date or date range selectable. Daily grand totals for violations and amount are also provided. 17 - Notice of Violation RFP 06-006 EDC Corporation Pricing AIS & AIMS Ticketer 3000 Quotation Qty Description Unit Extended 1 Automated Issuance System. $10,000.00 $10,000.00 AIMS Model 3000 Ticketer Ensemble: Includes Ticketeff with integrated thermal printer&integrated digital imager/barcode 10 scanner, color touch screen, numeric keypad,communication/charging $4,495.00 $44,950.00 cradle,splash protection cover, main and backup batteries,,stylus, and Al HH Software. One-year depot maintenance included. ,10 AIMS Ticketer Discount ($1,000.00) ($10,000.00) 10 Ticketer Holster $95.00 $950.00 1 Ticket Design and Layout Charges (one time charge) $150.00 $150.00 3 Ticket plate charges (one time charge) $110.00 $330.00 200 Custom Ticket: 3-color weather resistant ticket roll (75 $8.00 $1,600.00 tickets/roll) 1 Annual AIS Software Support $2,000.00 $2,000.00 2 Installation and Training (3 days on-site) $800.00 $1,600.00 Total $51,580.004 s Quotation price valid for 30 days. .4 Travel&expenses not included. - 18 - Notice of Violation RFP 06-006 EDC Corporation Optional Equipment Qty Description Amount Ticket Stock 3 Plate Charges (one time)$110 each $330.00 1 Design and Layout Charge $150.00 200 Rolls custom 3-color thermal 3"x8" tickets (75 tickets/roll) $8.00/Roll 500 Rolls custom 3-color thermal 3"x8" tickets (75 tickets/roll) $4.00/Roll 1000 Rolls custom 3-color thermal 3"x8" tickets (75 tickets/roil) $3.50/Roll 2000 Rolls custom 3-color thermal 3"x8"tickets (75 tickets/roll) $3.25/Roll Accessories Main Lithium-Ion Ticketer Battery $.160.00 AC or 9-Volt Ticketer Vehicle Charger $220.00 Holster $95.00 Support and Maintenance Software Support: Annual software support for AIS $2,000.00 Annual software support begins after 90 day warranty period expires and includes: • 800 Telephone Support 0 Modem Support • All New Release Software 0 Internet Appeals Forms •. Documentation Up-Dates 0 InterneUFTP Support • Technical Support • Internet Ticket Payment Forms • Internet Permit Application Forms AIMS Ticketer Annual Depot Maintenance and Ticketer Software Support $500/ensemble - 19 - Notice of Violation RFP 06-006 EDC Corporation Customer Reference Listing The following is a reference sampling of our product users. EDC Corporation supplies parking software and hardware solutions to more than 150 accounts throughout North America. We will be please to provide more references upon request. • City of Pontiac City of Huntington Beach Parking Department Police Department 8 N. Saginaw 2000 Main Street Pontiac, MI 48342 Huntington Beach, CA.92648 Mr. Dennis Scanlon Ms. Karen Peterson Public Works/ Parking Manager, Parking Services Supervisor 714-536-5663 248-857-5603 • State of Michigan City of Moscow Department of Management Parking Enforcement and Budget 114 East 4th Street Steven P. Mason Bldg, First Moscow, ID 83843 Floor Ms. Sis Clift 530 Allegan Street Parking Administrator Lansing, MI 48989 208-883-7056 Ms. Cathy Pelham 517-335-4461 • City of Findlay Town of Provincetown Parking Division Parking Department Room 116 Municipal Building 26 Shankpainter Road Findlay, OH 45840 Provincetown, MA 02657 Capt. William Spraw Mr. Don Richards 419-424-7153 Parking Supervisor 508-487-7050 • City of Kingston City of Sarasota Parking Services 2050 Ringling Blvd 216 Ontario Street Sarasota, FL 34237 Kingston, ON K71- 2Z3, Mr. Perry Neuroth Canada Enforcement Supervisor Ms. Paula Nichols 941-361-6410 Manager 613-546-4219 x. 1279 - 20 - Notice of Violation RFP 06-006 EDC Corporation Appendix A: AIMS Ticketer 3000 Specifications Ticketer 3000 Features AIMS Ticketer Ensemble: Includes AIMS Ticketer 3000 with integrated 3"thermal printer, color touch-screen, 64MB Ram, 32 MB flash card, AIMS Ticketer handheld software and stylus. Optional integrated digital camera&barcode scanner. • Menu driven, user-friendly software.' Ticket Issuance: Issue parking tickets • Electronic Chalking: Time vehicles x Field Notes: Capture and o' report broken meters, sign damage, etc. • Color touch-screen • Works in all weather ' �ISSIJE TICKE7" �,n conditions. IP54 rated. , TIM) +CHAt,K h • Lightweight: 1.4 pounds • Durable: Multiple 4-foots drops onto concrete. yNC 1 %PC 3 • Field replaceable battery. Prints over 150 tickets on a '""' Vk single charge. " • Prints full sized ticket(3„X a"). r, Optional Integrated Imager: , , w Take 640x480 grayscale images or scan barcodes - 21 - Notice of Violation RFP 06-006 EDC Corporation Ticketer 3000 Specifications Processor: Intel X-Scale PXA255 400 MHz 3.5" VGA Resolution Display: 320 x 240 pixels LED Backlight Memory: 64MB RAM 32MB Non-volatile Flash, Expandable Main Battery: 7.4v, 2200 mAH lithium-ion field replaceable. 8hr Recharge (from dead) Power: Backup Battery: Lithium-ion rechargeable Operating System: Windows® CE .NET 4.1 Keyboard: 19key full numeric backlit keyboard Size &Weight: 10.43°(H) x 4.25"(W) x 2.68" (D) 1.40 lbs. (635 g) Op. Temperature: -49F to 122°F (-20°C to 50°C) Environmental: Drop: Multiple 4ft (1.2m) drops onto concrete Independently certified to meet IP54 standards for moisture and particle resistance. Communications: Integrated IrDA, USB 1.1 & Serial RS232 Data Transfer: Communications/Charging Cradle Serial & USB Imager/Scanner: Digital Pictures up to 640x480 Scans Barcodes from 2.5 to 12.5 inches Interface: Bluetooth 1.1,-IrDA 1.1 compatible, serial, SD memory slot, PC card type I or II. Printer: Thermal 192dpi, 2.83" print width Integrated - 22 - Notice of Violation RFP 06-006 EDC Corporation Appendix B: Sample Reports Sample Violation Report Violations Report For 01012005 to I WV2005 Printed on; 09l2012005 Total Pages: , 1 violat'Kn Descries Number of Tickets: Total Amount 020 33.107 PA ID FOR P"BITED RPOSE 1 $25.00 040 33-108 PARKWO IN RESTRICTED AREA 2 Wm 050 33.1085 FIREB9ERGEWY LANE 1 $30DO Total:Amon*. $105.0 Total llwb*of Violations, 4 - 23 - y Notice of Violation RFP 06-006 EDC Corporation Sample Issued Tickets Report °.. � Tickets Issued Report For 0110112005 to 1213112005 Printed on: 09012005 Total Pages: 1 Date;. Ticket Piatestaty Location: Badge: Vio: Violation DeseriOlm Amc : 512412005 05100091 AEC123-FL 10 2ND ST 1801-1 899 E 100 020 33-107 PARKNO FOR PROHIBTED $25-00 KNOSES SJ2412005 05100092 AW23-FL 17600 GOLF ST 1901-1999W 100 040 33-108 PAWW N RESTRICTED $250 AREA 5124j2OD5 05100093 A190 23-CA 78DO FLETCKR AVE 1-299 W 100 040 33-108 PARKNO N RESTRICTED $25,00 AREA 5QU2005 0510DO94 XYZ123-FL 9100 ADAWS LN SW 100 050 33-108.5 FKAMEROMY LANE $30.00 Tot1 Open Ticket: 4 Total Amount: $105.00 - 24 - Notice of Violation RFP 06-006 EDC Corporation Sample Issuer Productivity Summary Report £ 5= Issuer Productivity SummaryReport For 0110112005 to 12012005 Printed on: 0912012005 Total Pages: 1 E�adga Number Issuer Name: Tiekets"Iltan: Voki: Tickets Open: 100 TORRANCE,JONES 4 $105.00 2 $55.00 2- - 25 - Notice of Violation RFP 06-006 EDC Corporation Sample Issuer Productivity Detail Report f Issuer Productivity Detail Report For 0110112005 to 1 M112005 Printed on: 09t2012005 Total Pages: 1 8a�e Number: Issuer Nam: issue Date: Ticket: LoUtim Ilateistata: via: Issue Time: 10 TOPPlti XE.10tiE5 SIN D5100091 10 2ND ST 1801.1899 E ADC123-FL 020 11:5100 05100092 17600 GOLF ST 1901-1999 W ABC123-FL 040 12,22:W 05100093 78W FLETCHER AVE 1.299 W ABC123tA 040 12:4&00 05100094 9100 ADAMS LN Sit X'YZ123-FL 050 12:57:W Tkkets WtItten on 5141085. 4 Tickets w1 ittett For OiOV2005 t0121311,2005: 4 - 26 - Notice of Violation RFP 06-006 EDC Corporation Sample Void Tickets Report X }j° Void Report 4 � For 0t10112005 to 1213112005 Printed on: 0912012005 Total Pages: 1 Voided Ticket Issued On: Neer; Oa Action Taken By: Reason: issuing Officer. 5124rM 05100092 51241 ftnown,Unknown U DOCI. NTED TORRANCE,DES UNUSUAL CEtCUM. 6127005 05100094 5124t2005 OENL 4,CHRISTOPHER DOWNENTED TORRANCE,JONES UNUSUAL CIRCUM. Total Tickets; IA - 27 - Notice of Violation RFP 06-006 EDC Corporation Sample Ticket Location Report ' Y Tickets by Location Report g For 0110112005 to 1213112005 Printed on: 0912012005 Total Pages: 1 Lr atk tt Issue Date: Ticket Vio: eadge: Plate6tate: Ticket Status: 10 2ND ST 1801-1 BN E U24l20L15 05100091 020 100 AeC123-FL Open Tickets Written for 01012005 to 121314005: 1 17600 GOLF ST 1901-1999 W 5t24t2005 05100092 040 100 ABC123-FL fits-Vod Approved Tickets Written for 01.411005 to 1241,1005- 1 78W FLETCHER AVE 1-299 W 5t24QDO5 05100093 040 100 ABC123-CA Can Tickets Witten for 01012005 to V111005: 1 9100 ADAMS LN SW OV2005 05100094 050 100 X'YZ123-FL Cis-Void Approved Tickets Written for K'0112005 to 11412005. 1 Grunt !/ I t ► 111 ,,,. �� .r....... ..x. ..., ... y. .. .. ''' - 28 - Notice of Violation RFP 06-006 EDC Corporation Appendix C: AIMS Annual Service and Support Agreement The annual AIMS software support and AIMS Ticketer service agreement provides you with a primary Systems Analyst (SA)who, along with your sales representative, will be your main point of contact with EDC Corporation. Your SA will learn the way you do business which allows us to provide better support. You will always speak to an SA whenever you call during business hours5. Customer support consists of the following: • 800 Telephone Support • Modem Support • All New Release Software • Internet Appeals Forms • Documentation Up-Dates • Internet/FTP Support • Technical Support • Internet Ticket Payment Forms • Internet Permit Application Forms Defined Response Time and Service Level Agreements (SLAs): The following table illustrates response times for initial technical support issues. Standard Standard Call Priority Level Description Acknowledgement Completion Target Target Issues/errors that result in the customer's inability to As soon as possible, Level 1 fulfill core critical Within 1 hour within 12 hours business functions Issues/errors that Level 2 significantly impact use of Within 3 hours Within 24 hours system but do not prevent core functions All other issues(except Leve13 Level 4) Within 6 hours, Within 72 hours Issues that are not time-sensitive or may be Leve14 undertaken as Within 48 hours None improvements to the next release 5 Telephone support hours are Sam—6pm EST and 8am—5pm PST excluding holidays. - 29 - Notice of Violation RFP 06-006 EDC Corporation AIMS Ticketer Service & Support: • Five-day turnaround time • Loaner equipment provided overnight6 • Repair of manufacturing defects • Repair by manufacturer authorized technicians • Includes all parts and labor for covered repairs •. Installation of mandatory engineering changes - • Return shipping paid by manufacturer 0 Service report on repaired products • Software patch access • Repair monitoring • Skill assessment • Coverage of normal wear&use 6 Available handheld equipment will be shipped overnight on loan while local equipment is out for repair., Overnight return is required from customer when their hardware is returned by manufacturer. 7 Normal wear and use-includes replacement of triggers,keypads,and scan windows. Does not include crushed units, . submerged units,damage to boards,or other misuse. - 30 - Notice of Violation RFP 06-006 EDC Corporation Appendix D: Installation Timeline The following Gantt chart(figure 2) illustrates the installation timeline and key milestones for " system acquisition. " Milestones: 1. Contract: City delivers purchase order. 2. Ticket design and layout approval: The City will approve the artwork for your ticket design. EDC Corporation will work with you to ensure your ticket layout conforms to municipal and AIMS Ticketer formats. 3. Ticket delivery: Ticket delivery usually takes up to four weeks from sign-off. A rush job can be ordered at additional cost. 4. Communication testing: We currently have procedures in place but will test the communication process between the AIS application and PPD. S. Provide dataset: The City of Phoenix will provide your dataset which will consist of the data that will be displayed on the AIMS Ticketer during the citation issuance process. These include violation codes, descriptions, and fine amounts, location descriptions, color codes, vehicle make &model descriptions, etc. This data must match the dataset used by PPD. 6. Convert and test database: EDC will add your dataset to the AIS database and test for system integrity. 7. Install AIS: EDC will install the application software on the PC you provide under your supervision. 8. Install Ticketer units: EDC will install the related hardware under your supervision. 9. City testing: Complete system testing will ensure the database has the correct settings required for ticket issuance. 10. Training: EDC will provide training on all aspects of AIMS Ticketer and AIS application usage. We have proposed three days. , 11. Go Live: EDC will clear the application database to ensure no training tickets issued will be transmitted to PPD for processing before the City begins using the system in a live environment. - 31 - Notice of Violation RFP 06-006 EDC Corporation Figure 2 Project Steps Week 1 Week 2 Week 3 Week 4 Day 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Contract Approve Ticket Layout(City) Deliver Tickets Test communication procedures for data transfer to/from PPD. : ' Provide dataset(City). - Convert&test database. EDC Install AIS and related hardware on City PC. Install Ticketers City Testing Train City Employees. Replace database and go live. Cty of Phoenix Res onsibili �DC Responsibility - 32 - Notice of Violation RFP 06-006 EDC Corporation Request for Consideration of Alternate Terms EDC Corporation agrees to adhere to all contractual obligations listed in Section II of RFP 06-006 with the exceptions of sections 3.7 and 3.8. The City of Phoenix intends to purchase a user license of the Automated Issuance System and AIMS Ticketer hardware and software. This user license provides for the rights of use but all ownership of programs remain with EDC Corporation. - 33 - F ROUTING RCA SHEET INITIATING DEPARTMENT: Police Department SUBJECT: Authorization to Purchase .New Electronic Handheld Parkin Citation Writin Computers COUNCIL MEETING DATE: August 7, 2007 . RCA ATTACHMENTS STATUS. Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map'and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attorney) Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attorney) Not Applicable Certificates of Insurance(Approved by the.City Attorney) Not Applicable Financial Impact Statement (Unbudget, over $5,000) Attached Bonds (If applicable) Not Applicable Staff Report(If applicable) Not Applicable , Commission, Board or. Committee Report (If applicable) Not Applicable Findings/Conditions for Approval and/or Denial Not Applicable . EXPLANATION FOR MISSING ATTACHMENTS REVIEWED .: u . : RETURNED', FORWAR ED! Administrative Staff Assistant City Administrator Initial P City Administrator Initial City Clerk ( ) EXPLANATLON, FOR.RETURNOF ITEM: Only)(Below Space For City Clerk's Use RCA Author.:Terry Lindsey,Lieutenant/Mindy James