HomeMy WebLinkAboutContract 41015CRY SECREJ'ARYLt 9OINiRACT BYO..
VIA EMAIL AND FACSIMILE
September 8th 2010
Mr. Peter Elliott
City of Fort Worth
Transportation and Public Works Department
Traffic Engineering Division
311 West 10th street,
Fort Worth Texas
76012
RELIAN
TECHNOLOGIES
IT
2303 RR 620 South
Suite 135-156
Austin, TX, 78734
512-487-8244
Re: Trial of Pa sand=Display Equipment
Dear Peter:
After recent meetings and discussions between us, I am pleased to provide to you a Letter
Agreement for the trial of the Parkeon pay -and -display parking system.
The Proposal
We propose that the City of Fort Worth conduct a trial of Parkeon multi -space parking
equipment in an on -street application on selected blocks in the city. Based on our recent site
visit, the preferred locations are around the Sundance Square area.
The machines will be set up to function in a Pay & Display mode of operation (patrons will
receive a receipt/ticket that they will display on the dashboard of their vehicle) and will run
on solar power.
In addition, we will equip these machines with our Parkfolio back -office software management
system. This system uses wireless two-way communication between the meters and our
hosted server application, giving you transaction, financial, and meter
performance/maintenance status 24/7.
We are prepared to implement this trial on or about August 9th, 2010.
For this trial, Relianit and or Parkeon as may be requested by Relianit, will provide and install
to the City's satisfaction, four (4) Strada Rapide multi -space parking meters. The on -street
trial can last up to ninety (90) days or as agreed to by the parties. This rill will be at no cost
to the City of Fort Worth. omit L,1: �� ►v I
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These machines will be configured to accept coins and credit cards, based on the information
provided in the completed Parkeon PERSO form authorized by the City of Fort Worth.
+ ... _
Relianit Technologies LLC. Private and Confidential. 2010.
Page 1 of 6 I
Ws' :�--10 P12:56 IN
At the end of the trial, if the evaluation criteria mutually agreed upon have been met, the city
may agree to continue a dialogue. with Relainit regarding the potential of purchasing our Pay &
Display parking technology. It is understood that there is no commitment on the part of the
City to purchase any items from us.
Relianit's Commitment to City of Fort Worth
Relianit will make every effort to ensure the success of the trial. As a Texas based company, we
are pleased to represent a Texas made product and have been selling, installing and servicing
these pay and display terminals in Texas. These products have been successfully introduced
as on -street equipment in Austin, San Antonio, New York City, Washington DC, Seattle Boston
N ew Orleans, Miami, Albuquerque, and Savannah, among others.
To assure the success of the trial, Relianit will designate Trevor Winner, our Technical
S ervices Project Manager to work on the Fort Worth program. Relianit will also use the
Engineering, Client Services, Project Management and Technical Support staff of Parkeon
as well.
Relianit does not own the equipment being supplied. All title of the equipment remains
with Parkeon during the trial. Parkeon has supplied it's insurance certificate for this
project, said certificate meets the requirements required in Appendix 1.
S uggestions for the City of Fort Worth
Over the past few years, the staff of Relianit has been involved in a number of on -street
trials. Through the feedback of our customers, it has been learned what it takes to make
such an endeavor successful. Fundamental to success is a high degree of cooperation and
communication between us and our client
We have seen the highest degree of success in those projects where we have worked in
concert with our client to deliver:
• a clear understanding of the responsibilities of both parties regarding the site work
preparation requirements
• a public outreach program that educates excites, and supports the installation, adoption
and acceptance of the new meter system by the community
• thorough training of city staff both for meter maintenance and for ParkFolio use
• a solid process to set up the processing of credit card transactions (this item typically has
the longest lead time of the project requirements).
Our experience has shown that the public outreach effort is the single most important element
in determining the success of the project in terms of community acceptance, long-term usage
and validation of concept.
Relianit Technologies LLC. Private and Confidential. 2010.
Page 2 of 6
In moving forward on the project, we ask that the city agree to the following
minimum requirements to ensure the success of the pilot study:
1. Equipment Requirements
• After the pay stations have been removed, take responsibility for restoring the site
(if needed).
• Be responsible for the transaction processing fees associated with credit card
processing.
• Be responsible for other fees associated with credit card transactions. Typically, a
short-term agreement is needed to interface with the City's credit card processing
partner. (See 4 below).
• Be responsible for monthly Parkfolio connectivity fee of $100.00 per month per
machine. Functionality provided with this management software system includes all
transactional reporting, tracking and analysis, all supervision functions and all
maintenance functions through our hosted server and database. Also included in the
monthly fees are all two-way wireless communication airtime charges between the
meters and the central server.
2. Public Outreach
It is recommended that the City of Fort Worth inform the public regarding the usage of the new
pay stations. Some suggested methods include:
• Distribute flyers explaining the pilot program for seven days prior to the start of the
pilot (it is recommended that these flyers be placed on the vehicles between the
hours of 8:00 AM and 4:00 PM. They could also be distributed to area businesses and
offices for distribution to patrons.
• Issue a media announcement within one week of the start of the pilot if desired.
• If it is in the interest of Fort Worth, arrange press interviews (print, radio, TV) that
will promote the new concept in parking, why Fort Worth is doing this how it will
work, and the benefits to the community of making this change.
• Potentially conduct a media photo opportunity prior to the start of the trial.
• Deploy meter greeters (these are people who are trained in how to use the meters and
how to answer questions and help motorists use the meters for the first time) for a
time following the start of the pilot (it is recommended that the meter greeters be
staffed from 9:00 AM to 2:00 PM, depending on the parking hours of operation).
3. Staff Training
• Make staff available for training the week prior to the installation. Collection,
maintenance, operational and Parkfolio training will be provided.
4. Credit Card Processing
• The City will contract with a third -party credit card processing company to authorize
and settle the transactions. We will provide the gateway to the third -party credit
card processor for you during the pilot project.
• All credit card transactions are processed on-line in real time.
• Parkeon is PCI level 1 certified, offering the highest level of security for credit card
transactions to your patrons and to Newark.
• Please understand we will not have access or responsibility at any time during this
process for the revenues being submitted and approved and collected. We will
provide a secure pipeline for credit card transactions to occur.
Relianit Technologies LLC. Private and Confidential. 2010.
Page 3 of 6
5. Kick -Off Meeting
Following the City of Fort Worth's approval of this Letter Agreement, we propose a kick-off meeting be
scheduled to discuss the following topics, in addition to the meter and software configuration
needs:
1. Discuss requirements for signage
2. Establish a public outreach plan, including:
o Machine graphics
"How to" brochures
® Press releases
FAQ handouts
® Media kits
3. Docent (meter greeter) program
The City of Fort Worth and Relianit understand the Pay & Display equipment and software will continue to
be under the possession and title of Parkeon, and that the City of Fort Worth agrees not to make
any modifications of said equipment or software.
We look forward to demonstrating our Pay & Display system in cooperation with the City of Fort
Worth.
If you have any questions regarding this proposal, please do not hesitate to contact me at (512)-
658-4220. Thank you for the opportunity to demonstrate how we can be of service to the City of
Fort Worth.
Kind Regards,
Mark Dee
President
Relianit Technologies LLC
Austin Texas
Signature Page to Follow
,appendices
Relianit Technologies LLC. Private and Confidential. 2010.
Page 4 of 6
Signature Page
IN WITN `_S S WH REOF, the Parties have executed this Letter Agreement as of the
date first above written.
COMPANY
RelianlT Technologies LLC
2303 RR 620 South
Suite 135156
Austin, TX 78734
i
By:
Name: Mark Dee
Title: President
CITY OF FORT WORTH City of Fort Worth
Recommended by:
William A. Ver`kest, P.E., Director
Transportation & Public Works
Approved:
Fernando Costa
Assistant City Manager
Attested by:
Marty J-Iendri;
0e l ethry
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Relianit Technologies LLC. Private and Confidential. 2010.
Page 5 of 6
Appendix 1
Insurance Requirements
Parkeon shall provide the City with certificate(s) of insurance documenting policies of the
following minimum coverage limits that are to be in effect prior to commencement of any work
pursuant to this Agreement:
Coverage and Limits
(a) Commercial General Liability
$1,000,000 Each Occurrence
$1,000,000 Aggregate
(b) Automobile Liability
$1 000,000 Each accident on a combined single limit basis or
$250,000 Bodily injury per person
$500,000 Bodily injury per person per occurrence
$100,000 Property damage
Coverage shall be on any vehicle used by Parkeon, its employees, agents,
representatives which includes Relianit in the course of the providing
services under this Agreement. 'Any vehicle' shall be any vehicle owned
hired and non -owned
(c) Worker's Compensation
Statutory limits
Employer's liability
$100,000 Each accident/occurrence
$100,000 Disease - per each employee
$500,000 Disease - policy limit
This coverage may be written as follows:
Workers Compensation and Employers' Liability coverage with limits consistent
with statutory benefits outlined in the Texas workers' Compensation Act (Art
8308 — 1.01 et seq. Tex. Rev. Civ. Stat.) and minimum policy limits for
Employers' Liability of $100,000 each accident/occurrence, $500,000 bodily injury
disease policy limit and $100,000 per disease per employee
Certificates.
Certificates of Insurance evidencing that Parkeon has obtained all required
insurance shall be delivered to the City prior to Relianit proceeding with any work
pursuant to this Agreement. All policies shall be endorsed to name the City as an
additional insured thereon, as its interests may appear. The term `City' shall
include its employees, officers, officials, agent, and volunteers in respect to the
contracted services. Any failure on the part of the City to request required
insurance documentation shall not constitute a waiver of the insurance
requirement. A minimum of thirty (30) days notice of cancellation or reduction in
limits of coverage shall be provided to the City. Ten (10) days notice shall be
acceptable in the event of non-payment of premium. Such terms shall be
endorsed onto Parkeon's insurance policies. Notice shall be sent to the Risk
Manager City of Fort Worth 1000 Throckmorton, Fort Worth, Texas 76102, with
copies to the City Attorney at the same address.
Relianit Technologies LLC. Private and Confidential. 2010.
Page 6 of 6
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