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10/26/2010 - Regular - Packet
� , 't � City Council Meeting Agenda October 26, 2oio CITY OF PORT ORCHARD 7: 00 p.m. Mayor: Lary Coppola Administrative Official 1. CALL TO ORDER A. Pledge of Allegiance Councilmembers: Fred Chang Chair: LTAC 2. CITIZENS COMMENTS Staff: Clerk's office Economic Dev/Tourism Committee Please limit our comments to minutes or items not u or Public Hearin When y 3 f P f 9 Public Property Committee recognized by the Mayor, please state your name and address for the official record Jerry Childs (please complete the sign -in sheet located in the hallway). Chair: Economic Dev/Tourism Committee 3. APPROVAL OF AGENDA Staff. Clerk's Office Finance Committee 4. CONSENT AGENDA John Clauson (Approval of Consent Agenda passes all routine items listed below, which have been Chair: Finance Committee distributed to each Councilmember for reading and study. Consent Agenda items are not Staff: City Treasurer considered separately unless a Councilmember so requests. In the event of such a request, Utilities/SAC Committee Kitsap County Health the item is returned to Business Items.) A. Approval of Claim Warrants and Payroll Jim Colebank/ Economic Dev Tourism Committee B. Approval of the October 12 2010 Council Meeting Minutes > > KRCC/PSRC/KEDA/PRTPO Fred Olin 5. PRESENTATION Chair: Public Property Committee Staff: Planning Department Utilities/SAC Committee 6. PUBLIC HEARING Carolyn Powers A. Anticipated 2011 City Budget Revenue Sources (Martin) Public Property Committee KRCC/TransPol 7, BUSINESS ITEMS Rob Putaansuu A. Adoption of Resolution No. 035-1o, Granting Final Plat Approval for Chair: Utilities Committee Staff: Public Works Department a 13 Lot Plat Known as McCormick Woods Division 15 (Weaver) Finance Committee B. Adoption of Resolution No. 036-10, Accepting the Bid for Multi- Mtsap Housing Authority SAC Committee Space Parking Pay Stations with DGM Controls of Seattle Department Director: (Townsend) Patti Kirkpatrick, CMC C. Adoption of Resolution No. 037-10, Authorizing the Planning Administrative Services City Clerk Department to Pursue Transfer Development Rights Program Allan Martin (Weaver) City Treasurer D. Approval of Contract No. o64-1o, Authorizing the Mayor to Execute Debbie Hunt the Department of Justice, Bureau of Justice Assistance Memorial Court Administrator Grant for Evidence Control and Automation (Townsend) James Weaver E. Approval of Change Order No. 11 to Contract No. 002-05, Regarding Development Director the Tremont Widening Project with Berger/Abam Engineers, Inc. Al Townsend Police Chief (Dorsey) F. Approval of Supplemental No. 5, Authorizing the Mayor to Execute Mark Dorsey, P.E. Public Works Director Local Agency Agreement for the Bay Street Seawall Project with City Engineer Washington State Department of Transportation (Dorsey) Contact us: G. Discussion: Kitsap 9-11 Memorial 216 Prospect Street Port Orchard, WA 98366 (36o) 876-4407 Please turn off cell phones during meeting and hold your questions for staff until the meeting has been adjourned The Council may consider other ordinances and matters not listed on the Agenda, unless specific notification period is required Meeting materials are available on the City's website at: www.citofportorchard.us or by contacting the City Clerk's office, 36o.876.4407 October 26, 2010, Meeting Agenda Page 1 of 2 8. REPORTS OF COUNCIL COMMITTEES 9. REPORT OF MAYOR 1o. REPORT OF DEPARTMENT DIRECTORS 11. CITIZEN COMMENTS (Please limit your comments to 3 minutes for items not up for Public Hearing. When recognized by the Mayor, please state your name and address for the official record. It is asked that you do not speak on the same matter twice.) 12. EXECUTIVE SESSION: Pursuant to RCW 42.30.11o, the City Council may hold an executive session. The topic(s) and the session duration will be announced prior to the executive session. 13. ADJOURNMENT COMMITTEE MEETINGS Finance Committee: Budget Meeting w/Dept. Directors Budget Meeting Budget Meeting Tourism Committee Utilities Committee Sewer Advisory Committee (SAC) Public Property Committee Work Study Session Date & Time Location November 5, 2010 City Hall 8:00 a.m. to 4:30 p.m. November 10, 2010 City Hall 6:30 p.m. November 12, 2010 City Hall 7:30 a.m. November 10, 2010 City Hall 5:30 p.m. November 24, 2010 Myhre's 7:30 a.m. November 17, 2010 W.S.U.D. 6:30 p.m. November 9, 2001 Myhre's 7:30 a.m. November 16, 2010 City Hall 7:00 p.m. Please turn off cell phones during meeting and hold your questions for staff until the meeting has been adjourned The Council may consider other ordinances and matters not listed on the Agenda, unless specific notification period is required Meeting materials are available on the City's website at: www.cityofportorchard.us or by contacting the City Clerk's office, 36o.876.4407 October 26, 2010, Meeting Agenda Page 2 of 2 City of Port Orchard 216 Prospect Street, Port Orchard, WA 98366 (36o) 876-4407 0 FAX (36o) 895-9029 Agenda Staff Report Agenda Item No. Public Hearing Item 6A Subject: Anticipated 2011 City Budget Revenue Sources Meeting Date: October 26, 2011 Prepared by: Allan J. Martin Treasurer Atty Routing No: Atty Review Date: NA Summary: The City legislative body is required to hold a Revenue Sources Hearing on current expense budget revenue sources for the coming year's budget, including consideration of possible increases in property tax revenues. The hearing is required before the legislative body votes on a property tax levy for the upcoming year. The deadline for setting the levy for property tax collection for 2011 is on or before November 30, 2011. This Hearing is a part of the public process that leads to an Ordinance being forwarded to the Kitsap County Assessor along with a Levy Certification in order to set the tax levy for 2011. "Current expense budget" means that budget which is primarily funded by taxes and charges and reflects the provision of ongoing services. It does not mean the capital, enterprise, or special assessment budgets. Recommendation: Open the Public Hearing. Fiscal Impact: Leads to the setting of the 2011 property tax levy. City of Port Orchard 216 Prospect Street, Port Orchard, WA 98366 (36o) 876-4407 0 FAX (36o) 895-9029 Agenda Staff Report Agenda Item No. Business Item 7A Meeting Date: October 26, 2010 Subject: Adoption of Resolution No. 035-10Prepared by: James R. Weaver, Granting Final Plat Approval for a Development Director 13 Lot Plat Known as McCormick Atty Routing No: 125-10 Woods Division 15 Atty Review Date: 10-19-10 Summary: The site is legally identified as "Tract T' McCormick Woods Second Amended Plat and was subsequently short platted into four lots (Vol. 20, Pg. 56). The final plat is consistent with previously approved Preliminary Plat of Tract T' McCormick Woods Second Amended Plat and the McCormick Woods Master Plan approved in December 1985 with associated FEIS dated August 1985. The proposal is creating 13 single family residential lots on 9.13 acres. The applicant has installed or bonded for, roads, sewer and storm drainage improvements. Streets within this final plat are private and are not to be accepted into the City's road system. This tract is formerly known as Kenmore Court at McCormick Woods and was vacated by City Council Resolution No. 017-10. Recommendation: Adoption of Resolution No. 035-10, granting approval of the final plat of McCormick Woods Division 15. Motion for consideration: I move to adopt Resolution No. 035-1o, granting final plat approval for McCormick Woods Division 15. Fiscal Impact: Income from building permit fees Alternatives: None Attachments: Resolution No. 035-10 Plat map Introduced by: Planning Director Requested by: Planning Director Drafted by: Planning Director Reviewed by: City Attorney Introduced: October 26, 2010 Adopted: RESOLUTION NO. 035-10 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, GRANTING FINAL PLAT APPROVAL FOR A 13 LOT PLAT KNOWN AS MCCORMICK WOODS DIVISION 15 WHEREAS, Kitsap County approved the preliminary plat for a subdivision known as Second Amended Plat of McCormick Woods Vol. 26 of Plats, Pages 189-196; and WHEREAS, on September 11, 2010, the Kitsap County approved the preliminary short plat for a subdivision known as Kenmore Court at McCormick Woods; and WHEREAS, on August 24, 2010, City of Port Orchard City Council approved Resolution No. 017-10 at the request of the property owner vacating the short plat of Kenmore Court at McCormick Woods; and WHEREAS, on May 27, 2010 a final plat submittal was received for the McCormick Woods Division 15 for the subdivision of 13 lots; and WHEREAS, the director of public works has determined that the proposed means of sewage disposal and water supply are adequate and recommends approval of the final plat; and WHEREAS, the city engineer recommends approval of the final plat; and WHEREAS, the City Council finds that McCormick Woods Division 15 conforms to all terms and conditions of the preliminary plat approval and that said subdivision meets the requirements of Chapter 58.17 RCW and other applicable state laws and local ordinances; and WHEREAS, the City Council finds that McCormick Woods Division 15 conforms to the applicable zoning requirements and Port Orchard's Comprehensive Plan; now, therefore; THE CITY COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Resolution No. 035-10 Paee 2 of 2 THAT: The Port Orchard City Council approves the final plat for McCormick Woods Division 15, as illustrated and as legally described in Exhibit A, attached hereto; and FURTHER THAT: The McCormick Woods Division 15 subdivision shall be governed by the terms of approval of the final plat, and the statutes, ordinances, and regulations in effect at the time of approval for a period of five years after final plat approval unless the City Council finds that a change in conditions has created a serious threat to the public health or safety in the subdivision. PASSED by the City Council of the City of Port Orchard, SIGNED by the Mayor and attested by the Clerk in authentication of such passage this 26th day of October 2010. Lary Coppola, Mayor ATTEST: Patricia J. Kirkpatrick, MMC, City Clerk McCormick Woods Division 15 SW 1/4, SW I/4. SEC. 4 & NW 1/4, NW 1/4, SEC. 9, TOWNSHIP 23N, RANGE IE, WM CITY OF PORT ORCHARD, KITSAP COUNTY, WASHINGTON DECLARA nor AW W ALL Pet ftE RY INESE PRESENTS rrul ne rM INnairMq IntlMM w r[r nxM11 WMre1.W m IAxP MMII/ MIRW(e, M Iwn fgvexr rq rMf ileW»uaY AM Mnue Mr lur M rc A IMmf MMrewuaW w rM uM AxR M.r1.m H.. a x.M MM rM rwr cgeMxr rw W AMwPA.rr wM MW xWlmr. lNWll YF55 NMERFb. M Mlnal xrN,u fw rffn LEN L,.1•AwsIW (Innv Lurvn CM'Axr HKMxf(Wp M N1KII rep ell _ wlvwr4v Re, Rro.m IMM uMM(xn a inter n APMOVALS CITY EN&MER 1 wlMl MA1 M! 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WIIJ City of Port Orchard 216 Prospect Street, Port Orchard, WA 98366 (36o) 876-4407 0 FAX (36o) 895-9029 Agenda Staff Report Agenda Item No. Business Item 7B Meeting Date: Subject Adoption of Resolution No. 036-1o, Prepared by: Accepting the Bid for Multi -Space Parking Pay Stations with DGM Atty Routing No: Controls of Seattle Atty Review Date: October 26. 2010 Alan L. Townsend Chief of Police NA NA Summary: As part of the 2o10 annual operating budget, the Police Department budgeted for a switchover to the electronic multi -space parking pay stations. The requirements for the pay stations were advertised for bid on July 16, 2olo and August 13, 2010, with sealed bids due on August 27, 2010. On August 27, 2010, the City Clerk received a total of one (1) written bid. The bid was a qualified bid and was from DGM Controls of Seattle for 2 Parkeon Pay and Display Systems with an option for a 3rd unit at a cost not to exceed $15,000 per unit, which includes all sales tax, permitting, shipping, installation, and first years annual maintenance fees. The purchase price is within the amount budgeted. Recommendation: Accept the bid from DGM Controls. Motion for consideration: I move to adopt Resolution No. 036-1o, accepting the Multi -Space Parking Pay Stations bid as submitted by DGM Controls of Seattle, Washington in an amount not to exceed $15,000 per unit, which includes all sales tax, permitting, shipping, installation and first years annual maintenance fees with funds allocated for this purpose from the City's general fund. Fiscal Impact: Budgeted item. Alternatives: None. Attachments: Resolution No. 036-io, Exhibit A — DGM Controls Bid Introduced by: Police Chief Requested by: Police Chief Drafted by: Police Chief Introduced: October 26, 2010 Adopted: RESOLUTION NO. 036-10 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, ACCEPTING THE BID FOR MULTI -SPACE PARKING PAY STATIONS WITH DGM CONTROLS OF SEATTLE, WA WHEREAS, The City of Port Orchard budgeted for the purchase of automated multi - space parking pay stations; and WHEREAS, the City of Port Orchard Police Department and the Finance Department reviewed specifications based upon the needs of the City which led to the determination that the automated multi -space parking pay station was the best suited device for the City's specific use; and WHEREAS, the City of Port Orchard sought bids for multi -space parking pay stations on July 16, 201o, and bids were opened on August 31, 2010; and WHEREAS, the City received one qualified bid from DGM Controls of Seattle, WA for Parkeon Pay and Display systems; and WHEREAS, the City Police Department and Finance Department find the bid amount to be within the funding allocated in the 2010 operating budget, NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: THAT: The City of Port Orchard accepts the Multi -Space Parking Pay Stations bid as submitted by DGM Controls of Seattle, Washington in an amount not to exceed $15,000 per unit, which includes all sales tax, permitting, shipping, installation, and first years annual maintenance fees with funds from the 2010 operating budget. PASSED by the City Council of the City of Port Orchard, SIGNED by the Mayor and attested by the Clerk in authentication of such passage this 26th day of October 2010. Lary Coppola, Mayor ATTEST: Patricia J. Kirkpatrick, MMC, City Clerk Controls AugUst 26, 2010 a RED (CITY of Poar ORCHARD CITY CLERKS OFFICE City of Port Orchard City Clerk's Office Bid No. PD2010-01 Multi -Space Parking Pay Stations 216 Prospect Street Port Orchard, WA 98366 Submitted By: . 1)6M Controls 1426 Elliott Avenue West Seattle, WA 98119 Phone:206-284-6919 Fax 206-284-5243 Contact: Wesley Appleby President DGM Controls 1426 Elliott Ave. W. Seattle, WA 98119 Phone:206-284-6919 Fax:206-284-5243 J 0 CITY OF PORT ORCHARD PROPOSALFOR MULTI SPACE PARKING PAY STATIONS Bid No. PD2010-01 SUBMITTED BY Dgp.,,.ls 1 COVER LETTER 2 EXPERIENCE AND REFERENCES 3 TECHNICAL RESPONSE PRODUCT AND SERVICES 4 ATTACHMENT "A" PARKFOLIO SOFTWARE DESCRIPTION 5 WARRANTY STATEMENT 6 FINANCIAL 7 PRICING 8 aaAVERY' REdADYINDEX3 600077 City of Port Orchard City°Clerk's. Office Bid No. PD2010-01 Multi -Space Parking Pay Stations 216 Prospect Street Port Orchard, WA 98366 Submitted By: DGM Controls 1426 Elliott Avenue West Seattle, WA 98119 Phone:206-284-6919 'Fax 206-284-5243 Contact: Wesley Appleby President DGM Controls 1426 Elliott Ave. W. Seattle, WA 98119 Phone:206-284-6919 Fax:206-284-5243 ) Controls AND REFERENCES DGM Controls was established in 1.981 to provide leading edge parking system technology and exceptional customer service. Since that time we have grown to be the largest parking system provider in the Pacific Northwest. Each member of our management team has over 30 years of experience in the areas of parking operations, parking system design and implementation, access control and closed circuit television systems. Our installation and service team is made up of the most experienced Project Managers and Technicians in the area. In addition to installing countless automated parking revenue control systems since our inception we have been installing pay and display devices for over 15 years. DGM Controls has extensive experience in automated revenue control system installation and service including extensive experience in Pay and Display device installation and ongoing maintenance. We have worked with numerous municipalities, parking operators and end users to assist in the design and implementation of both their on street and off street parking operations. A few of our on street implementation projects were for the following customers: • Seattle Center • Boise State University • Snohomish County Wes Appleby, President of DGM Controls will provide oversight management of the entire project. He has over 30 years of management experience in parking system design and implementation, project management, business operations management, supplier and subcontractor management. The project manager for this project will be Robert Edgerton who is the senior project/installation manager at DGM Controls. In addition to having over 10 years of experience in parking system installations he served as the parking manager for the Washington State Convention Center in Seattle. 1426 Elliott Ave. W. Seattle, WA 98119' Phone:206-284-6919 Fax:206-284-5243 ntrol References R KITSAP COUNTY 614,DIVISION STREET M/S —1 PORT ORCHARD, WA 98366 Jim Stoll Phone: (360) 337-7190 Fax: (360)337-5718 Email' )stoll@co.kitsap.wa.us , REPUBLIC PARKING NORTHWEST 200 WEST MERCER ST. SUITE E-103 SEATTLE, WA 98119 Gary Beck Phone: (206) 783-4144 Fax: (206)783-4324 l Email: gbeck@republicparkine.com I STANDARD PARKING 530 DEXTER AVENUE N. SUITE 101 SEATTLE, WA 98109 Brad Parish Phone: (206) 381-8552 Fax: (206)381-8552 Email: BParrish@standardparkin¢.com WALLY PARK 17808 INTERNATIONAL BLVD. SEATAC, WA 98188 Akuila R. Ratukalou, "Robert" Phone: (206) 244-4008 Fax: (206) 246-5929 Email: aratukalou@wallypark.com' 1426 Elliott Ave. W Seattle, WA 98119 Phone:206-284-6919 Fax:.206-284-5243 INTERNATIONAL PARKING MANAGEMENT 505 FIFTH AVENUE SOUTH SUITE P-1 SEATTLE, WA 98104 Mark Sundberg Phone: (206) 254-0811 Fax: (206) 254-0813 Email: mark(cDipmseattle.com JSH PROPERTIES, INC. 10230 NE POINTS DRIVE SUITE 110 KIRKLAND, WA 98033 Neil Warner Phone (425) 283-5485 Fax (425) 889-0606 Email NealW@ishproperties.com PARKEon f> Going Beyond the Meter Max Time Print Cancel Receipt Pay &Display Systems yIt Parkeon meters, centralized back -office software, and technical integration work in both Pay & Display and Pay -by -Space solutions. It's your choice. We deliver the system you want. How It Works All Pay & Display systems begin with our state-of-the-art multi -space meters and a wireless connection to our proprietary back -office management software, ParkfolioNeo Because Parkeon is expert in solar power management (we hold dozens of patents in solar technology), our meters can deliver all the functionality you and your motorists want using minimal power. A Parkeon solar -powered meter is so efficient that our recyclable bat- teries last 3+ years. You save a lot of money on material, labor, and landfill costs. When it does finally require replacement, a Parkeon meter is 90% recyclable. We take environmental considerations seriously and deliver a green -friendly solution. Our meters also offer 6 lines of text on our display screens. You can cus- tomize your instructions and messages to your motorists. Using our two-way wireless connectivity and our powerful ParkfolioNeo° back -office suite, you can also change rates as well as messages and send them to your meters from the comfort of your office. And with the Pay & Display system, a driver only needs to pay the parking fee and display the receipt in the car window. That's it. No space number to remember or keypad to punch (or mistakes to delete!). Enforcement is a snap, too. Your team just walks by the car and checks the ticket on the dashboard to verify expiration time. Expansion & Integration Parkeon Pay & Display systems are flexible and open to incorporating allied technologies. Our meters and ParkfolioNeo" parking management i software suite can integrate with cell phone Other Key Parkeon payment systems, in -street sensor technology, Pay & Display Abilities citation management systems, and an array of handheld enforcement devices. ✓ Level 1 PCI Certification (the highest Parkeon spends millions of dollars each level given) for secure on-line, year on research and development of real-time credit card authorization. new parking technology. We constantly ✓ Meters run hundreds of self - review how we can make our solutions diagnostics and 'Inform you of their stronger and more adaptable to the needs status throughout the day. of the parking community. When new technology appears, we're investigating ✓ Maintenance is a snap, literally, as and integrating to deliver to you the best all parts, if they ever need replace - possible parking system. ment, snap in and out. ✓ Expert in developing and integrating Financing Options transit smart cards. ✓ Meter vault security without Parkeon recognizes the capital investment parallel; software audit trail to you make in a parking system can be daunt- prevent theft or fraud in collections. ing. That's why we offer a variety of financial options. Besides straightforward capital ✓ Reduces your meter maintenance purchases, we can customize a purchase and collections costs. plan that best meets the needs of any ✓ Secure on-line access to your data budgetary challenges you may have. This for analysis and reporting via our , includes lease options, revenue sharing, or hosted ParkfolioNeo`" back office other financial arrangements. Please let us know your needs and we'll be glad to help. software management suite. To learn more aboutParkeon's Pay& Displaysystems, contart us at 856-23n-8000 or visit its at www, parkeon. colt). With Parkeon's Pay & Display system, enjoy... ✓ Parking revenue increases ✓ Fewer citation disputes since up to 40% no space number confusion ✓ More cars parked on a block or mis-entry can occur (most cars are smaller than ✓ The freedom to pay by coin, drawn spaces) — more bill, smart card, credit card, motorists accommodated and cell phone and more revenue collected ✓ No line painting or space number maintenance ✓ All-weather operation; No need to suspend enforcement because snow, ice, or wet leaves have covered the space lines and numbers required for a pay -by -space situation ✓ Wireless, remote access and control of your meters throughout the city ✓ Super -Green power solution — solar -powered meters with recyclable batteries that last 3+ years (saves you money, labor, and lots of landfill space) PPRRKr=on US Headquarters 40 Twosome Drive, Unit Moorestown, NJ 08057 Phone: 1-856-234.8000 Fax:1-856-234-7178 E-mall i ussales@patkeon.cozn www.parkeon.com CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS SECTION III. TECHNICAL REQUIREMENTS A. Pay Station Configuration 1 Pay Stations must be able to work in either Pay -by -Space or Pay & Display mode. Parkeon complies. The Strada can work in either Pay & Display or Pay by Space mode. 2 Configuration change must be performed by downloading information from a Flash Memory Card. Parkeon complies. Configuration is changed by downloading information from a Flash Memory Card. 3 The City would like the vendors to provide pricing for units that accept credit/debit cards. Parkeon complies. The Pay Station can be configured to accept credit/debit cards only and the pricing for this proposal will reflect this. 4 Pay Stations must print a receipt at the end of each transaction in order to provide the end user proof of payment for reimbursement and tax reporting purposes. The City may also want to utilize this receipt for advertising or messaging purposes. Please describe receipt design options. Parkeon complies. Receipt design allows for the following information to be printed: Unique transaction number Transaction date and time Expiration time and date Amount paid Machine number Time extension code Receipt design is programmable and allows for both text and graphical images. Receipt design can be created in the back -office system and downloaded directly to the pay station. Receipt changes can also be downloaded at the pay station using a USB type device. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS Parkeon can create and download the receipt designs for the City or you can be provided with additional back -office training so you can do this on your own. A. Pay by Space Specifications 1. User must be able to pay for their space at multiple pay stations. With Parkeon's Pay by Space system, motorists can pay for their space at any pay station. To make enforcement faster, we recommend limiting the amount of spaces able to be initially purchased to those within walking distance of each pay station. 2. User must be able to add time from any pay by space meter in the City. Parkeon complies. Users can add time from any pay station using a unique extension code printed on their original receipt 3. Parking Enforcement Officers must be able to view paid and unpaid spaces on a wireless device that can download transaction data in real time. Parkeon complies. When your Parking Enforcement Officer (PEO) is ready to enforce an area, he/she can wirelessly connect via handheld device to the Parkeon central server and transaction database. The PEO enters the zone to be enforced, transmits it to the central server which then rings out to all pay stations in the city to ask for most recent payment data. After all the pay stations report back to the central server, the payment history for all the spaces in the enforced zone is transmitted to the PEO's handheld. 4. The enforcement screen must be color coded to show paid and expired spaces, as well as spaces that have recently expired (a grace period). Parkeon complies. Paid and unpaid spaces on the enforcement screen are color -coded to be easily distinguished. The PEO can also choose various display options, as they are configurable. As shown in the picture accompanying this text, green spaces indicate space that have been paid for, red spaces are unpaid, and yellow spaces have just expired and remain yellow for period of time defined by the Town (i.e. "grace period," if the Town wished to offer CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS this as part of its parking policies). This approach also allows the PEO to look up a block face or lot prior to arriving on -site, and quickly determine whether enforcement activity is warranted immediately or at a later time, based on the status of paid or unpaid spaces. Controlarea: CID 5. The City must be able to customize the time length of the grace period. Parkeon complies. The length of the grace period is customizable. 6. The City must be able to customize the time length available to parkers. Parkeon complies. The time length available to parkers is customizable. 7. The City must be able to customize meter zones. Parkeon complies. The City can customize meter zones. 8. The off -site software operator must be able to view historical space data. Parkeon complies. In Parkeon's Pay -by -Space system, the back - office operator can view historical space data. B. Manufacturing Process CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS 1. Manufacturer must be ISO 9001:2000 certified Parkeon complies. Parkeon is ISO 9001:2000 certified C. Housing Specifications 1 Exterior a. Shall be constructed of 11 gauge steel. Parkeon complies. The Strada is constructed of 11 gauge steel. b. Unit shall be made of uni-body construction, not mounted on a pedestal. The Strada is made of uni-body construction and not mounted on a pedestal (see below photo). c. Shall have weather -resistant design. Parkeon complies. The Strada sets the industry standard for high resistance to weather including water, snow, ice and dust penetration to the internal areas. All openings are either shuttered or angled to deflect penetrating moisture and dust. The design of the interlocking cabinetry acts as a channel to again capture and deflect moisture and dust maintaining the system integrity and reliability. The Strada maintains an operational temperature range of —22 F to 131 F and at 96% RH (Non -condensing humidity). d. Surface must be powder -coated for graffiti- and weather -resistance. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS Parkeon complies. All Strada external painted surfaces feature an epoxy powder -coat paint that is coated in a liquid polyurethane varnish with anti -UV and anti-graffiti/poster glue properties. The coating process consists of Cataphoresis, Adhesive powder, powder paint and powder varnish. This process offers resistance to corrosion according to Norm NFX 41-002 (resistance to salt spray and saline fog) and specified at 1,200 hours with REO. In addition, the unit conforms to Norm IEC 68-2-11 (saline fog). Testing to validate compliance has been carried out in a CESI approved laboratory. The seals on the unit meet an IP33 protection level, based on the European norm, EN 60629. Strada models are by design weather resistant and have a graffiti resistant coating. The unit is coated and painted to provide the best possible durability against the elements, potential graffiti and vandalism. The paint process has been refined and improved as a result of our years of experience, worldwide installations with every climatic condition and improvements in paint and coating technologies. Today, our products last an average of ten years without need for repainting services. e. The cabinet must have an aesthetically pleasing design that is easily recognizable as related to parking. Parkeon complies. Parkeon meters are aesthetically pleasing and designed to blend beautifully into your City's streetscape. We have over 150,000 multi -space meters installed around the world, including picturesque cities big — Rome, Madrid, Seattle, London — and small — Savannah, GA, Aspen, CO and New Hope, PA. Our bill accepting Strada meter has a very modest on -street footprint, just 16.9" wide x 11.4" deep x 69" high. And that includes a seamlessly integrated solar panel in the top that will power the meter for 3+ years before you will need to replace its 100% recyclable battery. There is a large blue and white "P" decal on both sides of the meter, which denotes that the pay station is parking related. f. Multiple standard color options must be available. Please list standard exterior color options below. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS The standard Strada colors are Jet Black, Titanium Gray, Moss Green, and Magic Blue. Customized colors can be quoted upon request. 2 Compartments a. Must have separate compartments for maintenance (upper) and collection vault (lower). These compartments must be keyed differently. Parkeon complies. All Parkeon meters have separate, secure compartments for collections and maintenance. Maintenance personnel do not have access to the cash compartment and collection personnel cannot access the maintenance functions of the machine. The compartments are keyed differently, with the upper compartment utilizing a mechanical locking system, and the collection vault utilizing an electronic locking system. b. Vaults located in maintenance area are not acceptable. Parkeon complies c. Individual outer doors for each access. 1. Vandal -resistant with internal or recessed hinges. Parkeon complies. The access doors for both the maintenance and coin compartment have internal hinges and vandal resistant mounting assemblies. As noted above, the Strada has separate outer doors in conjunction with its separate compartments. The Strada features a maintenance door using 11-gauge steel with four (4) reinforced highly secure latching points. The vault door is constructed of 3/8" manganese steel. d. Locks shall be high security anti -drill protection and must have different combinations for upper and lower access doors. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS Parkeon complies. All locks are high security type and are protected from weather, vandalism and drilling by a steel baffle plate that is released by a hidden security latch. Strada features two distinct locking systems — a mechanical lock is standard for the upper compartment for maintenance activity and the lower compartment has an electronic lock system. Parkeon's housing security is second to none. The key/lock set is a non -commercially available type and keys utilize unique four sided combinations. The unit is equipped with separate compartments and keys. There is no access to the vault area for either coin or bills by maintenance personnel. Upper a. All apertures shall be designed and/or shielded to discourage vandalism and insertion of foreign materials. Parkeon complies. Parkeon's worldwide experience with vandalism has helped us create a robust design to deflect attempts to vandalize the parking pay station. Starting with the maintenance door locks that are protected by steel baffle plates to prevent insertion of foreign material. The coin slot is designed to not open unless sensors at the coin insertion opening detect sufficient metallic content. If the condition is met, the coin acceptor will open to accept the coin(s). In the event foreign matter or un-programmed coin types are inserted, the coin selector will automatically read and reject them. Coins are deposited in the coin return cup. The receipt opening is protected with a high impact plastic cover to provide protection from rain and wind in addition to efforts to vandalize. b. Card aperture locations must meet ADA requirements. 1. Center line of control not more than 48 inches above pedestrian access route. 2. Operable with one hand that doesn't require tight grasping, pinching, or twisting of wrist. Parkeon complies. The Strada model has been mechanically designed to be a world -class ADA/DDA compliant meter. Parkeon undertook a project to analyze the most stringent Disabled/Disability CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS requirements from the major countries and have built those into the current production model. For U.S. requirements, this means all controls and client interface points are located at 48" or below. The user controls are designed to eliminate tight grasping, pinching, or twisting of the wrist. Per the ADA Federal Guidelines: 308.2 Forward Reach. 308.2.1 Unobstructed. Where a forward reach is unobstructed, the high forward reach shall be 48 inches (1220 mm) maximum and the low forward reach shall be 15 inches (380 mm) minimum above the finish floor. cl xi �1 1r7; 00i. Figure 308.2.1 Unobstructed Forward Reach 4 Collection vault a. Electronic locks for vault doors are required. Parkeon complies. The Strada features an electronic lock for the vault (collection) door as standard. b. A description of the vault locking system must be provided. That description shall include security benefits, as well as key and lock operation. The 4-point locking system ensures that only the appropriate personnel have access to the vault. All locks associated with the Parkeon Strada solution are discreet and out of the public view. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS All locks are protected from weather conditions through the superior design and engineering of the Strada housing. All internal components including all locks are corrosive resistant and do not require regular cleaning of maintenance. All locks within the Strada unit exceed industry standards including all mechanical locks which are protected by a steel shutter plate to prevent drilling and insertion of foreign matter in an effort to vandalize the locks as well as an Electronic Lock that is a standard feature for the vault area. All locks within the Strada unit are designed to ensure non - duplication unless otherwise authorized to do so by the City. Upon the presentation of an electronic key, the access drawer is opened; the coin canister is then accessible and is available to be removed. At no time during the process do the collection personnel have access to the cash contents of the machine. The collection of the coins is required as the internal locking mechanisms are secured when the vault door is opened. This maintains the collection integrity as all monies are removed and a previously reset coin container is installed. With the use of the electronic lock, the Authority will have the flexibility to key alike some or all of the pay stations and have the ability to re -key a combination quickly and without additional costs in the event it is necessary to change the lock combination. The lock offering access to the coin and bill vaults is fully electronic. • The electronic interface of the key is fully separated from the mechanical lock, • The electronic key (eKey) interface is protected against voltage burst and attempts at opening by providing a smart interface between lock and key, • The elock is blocked from the centralization in the case of a lost or stolen key, CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS • The elock is reprogrammable with a special programming key, • The locks may be divided into groups with the possibility of opening all locks of any one group with the same key, • No general passes will be created in any event whereby the locks of several groups can be opened, • Three levels of security embedded in the eKeylelock architecture. Adapter Electronic key 1ti _ ��`�Scanner y programming software .Master kev (recfi �BYNA u;s."e programming key (blue) Cakeecion key lblack) Installation key [grey) D. Card reader Contacts for electronic key Electronic lock Must be housed inside maintenance cabinet (not on maintenance door) so card reader is protected from elements when door is open. Parkeon Complies. The card reader is mounted inside the cabinet Shall be dual magnetic stripe and Smart Card reader capable of reading magnetic stripe and smart memory and microprocessor cards. Parkeon complies. The Strada pay station is equipped with a dual function magnetic stripe card reader. The card reader allows the user to insert and then remove (slide in and then out) the card while maintaining control of it at all times. Non -valid cards are rejected and not accepted. This reader is able to accept credit cards, smart memory and microprocessor cards CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS for payment. In addition the unit has the capability to accept debit cards, including Visa Cash. 3 Must comply with ISO 7816-1,2,3 standards Parkeon complies. The reader complies with the following standards: a) ISO 7816-1,2,3 standard concerning the physical characteristics, localization of contacts, electrical characteristics and communication protocol. b) Cards in conformance with ISO 7816-2 standards (localization of the contacts) 4 Encryption must be performed by the card reader itself and not the CPU. Parkeon complies. Encryption is performed by the reader 5 Credit card authorization must be an on-line real-time process. Batch mode is not acceptable. Parkeon complies. Parkeon machines process all credit card transactions in real time. This on-line authentication is typically in the 15 second range, although we have clients whose transactions are processed in as few as 5 seconds. This approach protects the city from lost revenue due to stolen or unauthorized usage that would occur in a batch -processing mode. Additionally, the city does not have to maintain a "black list" of known bad card numbers. And it meets PCl/CISP requirements regarding storage of credit card information. All transactions and pay station alarms are sent to a remote server, hosted by Parkeon. This alleviates the Parking Authority from having to maintain and service the servers. 6 Vendor must be Level 1 PCI Certified (audited by third party, not self audited). Parkeon complies. Parkeon's credit card processing solution has earned Level 1 PCI certification, which is the highest rank available from the major credit card providers (VISA, MasterCard, AMEX). Level 1 is only given to those third -party providers who handle thousands of credit card transactions monthly and who meet their CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS stringent - and audited - credit card transaction security protocols to protect your customers' personal transaction data. Level 1 requires an external audit for approval, which is more rigorous than the self -audit that some vendors may do. Parkeon's PCI certification includes both our pay stations and our back -office processing system (some vendors' pay stations are not 3rd party audited for PCI certification). You can find our PCI Certificate in section G of our proposal and find our company listed on both the Visa and MasterCard web sites as being PCI Certified: http://usa.visa.com/download/merchants/cis p-I ist-of-pcidss- compl iant-service-providers. pdf http://www.mastercard.com/us/sdp/assets/pdf/Compliant%20Se rvi ce %20Providers%20%20Februarv%201 %202010.pdf If communications are down, the pay station must have the ability to accept the transaction and send the data to the server after communications are restored. Parkeon complies. If communications are down the pay station will accept the transaction and send all transaction data to the server when communications are restored E. Power supply 1 Solar -powered meters are required. AC Mains power is not available. Parkeon complies. Parkeon meters are built from the ground up to run on solar power. The Strada with bill note acceptance is powered by an integrated 10 watt solar panel within the top of the meter. It runs with ambient light. Rain, snow, fog, etc do not pose a problem. The solar panel trickle -charges a commercially available battery. There is no need for special orientation toward the sun or for multiple batteries within the meter to support uninterrupted operation. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS Our trickle -recharge system gives our batteries a 3-year average lifespan; that is much longer than any other vendor can deliver. 2. Shall include a commercially available 12 volt recyclable gel battery Parkeon complies. The Strada comes with a commercially available 12 volt recyclable gel battery that is recharged by the solar panel. 3 Battery shall be trickle -charged by a 5 or 10 watt solar panel. Parkeon complies. The battery is trickle -charged by a 10 watt solar panel on our bill note accepting meter. A small solar panel like this one looks much better on the street than some competitor's 20- watt solar panels. 4 Battery must last an average of 3 years without recharge or replacement. Parkeon complies. 5 Solar panel must be integrated into the top of the meter, not placed on posts. Parkeon complies. The Strada solar panel is integrated into the top of the meter and not placed on posts. Integrating the panel into the top of the meter decreases the chance for vandalism and is more resistant to weather. 6 A voltage check system must be integrated into the pay station cabinet and the voltage of the battery must be determined in less than 5 seconds. Parkeon complies. The voltage of the battery can be measured in less than 5 seconds by simply using the keypad on the inside of the maintenance cabinet. 7 The battery storage area must allow the battery to be removed and replaced in less than 60 seconds for servicing. Parkeon complies. The battery can be easily removed and replaced in less than 60 seconds. 8 Shall include a separate backup battery to sustain clock, calendar, audit information, and Random Access Memory in the event of a main backup system failure or during battery replacement. Parkeon's system design incorporates a separate battery to sustain clock, calendar, audit information and random access memory in the event of a main backup system failure or during CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS battery replacement. F. Display and Instructions 3 Proposal shall include description of display capabilities The display used on Strada is a full graphical display providing a 160x80 pixel area. This technology offers the possibility to display many different types of graphical messages, for instance, the city's logo or icons to help customer understand transactions and actions by the customer to the machine. This graphical display enables display of many languages, including languages that use signs or accentuated characters such as Chinese and Arabic. 2 Shall be backlit and protected by windows of Lexan or equivalent material but is easy to read in various lighting conditions. Parkeon complies. The display is backlit and easy to read in various lighting conditions. The window in front of the display is transparent polycarbonate and has near optical quality to ensure clear display and panel visibility without distortion or iridescence. The polycarbonate window is specified to stand up to UIV radiation. 3 Shall have minimum capacity of 96 characters (at least 6 lines of 16 characters). Parkeon complies. The display has the capacity to display 96 characters (6 lines of 16 characters). 4 Shall be a graphical display, allowing for the display of logos and graphics. Parkeon complies. The display has the capability to display graphics and logos. 5 Shall have capability to display messages supplied and downloaded from off -site software. 6 Shall display various operating status messages to users and maintenance personnel. 7 Shall display customer transaction information. Parkeon complies. The display is able to accommodate several types of custom messages that are programmed and downloaded through the Parkfolio back office system or via a hand-held device. These include welcome/greeting messages, failure messages, user messages associated with the yellow function button, messages associated with the insertion of money and cards into the machine CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS and messages communicating the time frame when parking is not allowed. 8 On -screen displays will be in English a. Proposal shall describe capability of displaying different languages. The on -screen displays will be in English. Up to four (4) languages can be displayed (the Strada is capable of displaying Spanish and Portuguese). A dedicated button on the face of the machine is used to change the language displayed during the transaction. New transactions always start with the default language, which is English. 9 Shall be equipped with colored LEDs that flash when there is a pay station fault. Parkeon complies. The pay station is equipped with led that clearly indicate to maintenance personnel that there is a fault 10 Printed user instructions shall be inserted inside maintenance door without tools or disassembly of parts. Parkeon complies. Printed user instructions are inserted on the inside of the maintenance door without the use of tools or disassembly of parts. The Strada offers ample space for printed graphics. B. Printer 1 Proposal shall provide a description of printer capabilities. The Strada pay station is equipped with a thermal graphic printer built to provide constant printing quality (legibility) and minimal maintenance (accomplished through limited moving parts and ease in clearing the paper path). 2 Must be housed inside maintenance cabinet (not on maintenance door) so printer is protected from elements when door is open. Parkeon complies. The printer is housed inside the maintenance cabinet. 3 Shall be capable of printing on standard, sticky -back, and variable length tickets. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS Parkeon complies. The Strada can print on standard, sticky - back, and variable length tickets. 4 Shall be thermal impression injection type where receipt is printed internally and ejected to customer. Parkeon complies. The Strada is thermal impression injection type where receipt is printed internally and ejected to customer. 5 Shall have a self -sharpening blade. Parkeon complies. The printer blade is self -sharpening and needs no servicing. 6 Shall have a self-cleaning printing head. Parkeon complies. The thermal printing head is self-cleaning. 7 Shall be equipped with a mechanism to discharge static. Parkeon complies. The Strada is equipped with an anti -static brush to allow the receipt to drop when cut. 8 Shall have ability to receive paper in roll form with a minimum of 6000 standard receipts. Parkeon complies. Standard Parkeon paper rolls come with 6500 receipts. 9 Once the cabinet has been opened it should take a technician less then one minute to replace a thermal paper roll. Parkeon complies. The receipt stock roll is placed in the front of the maintenance cabinet allowing easy access to the roll for replacement. Replacement can occur in less than a minute. 10 Shall be capable of printing the following: a. Unique receipt number b. Transaction date (MM/DD/YYYY) and time (HH:MM PM/AM) c. Expiration time and date d. Amount paid e. Machine number f. Time extension code Parkeon complies. Receipt design allows for all of the required information to be printed. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS 11 Receipt design shall be programmable. a. Describe ability to download receipt design changes to pay station. Parkeon complies. Receipt design is programmable and allows for both text and graphical images. Receipt design can be created in the back -office system and downloaded directly to the pay station. Receipt changes can also be downloaded at the pay station using a USB type device. Parkeon can create and download the receipt designs for the City or we can provide you with additional back -office training so you can do this on your own. H. Wireless two-way communications Pay station shall be equipped with modem, antenna, and required software for GPRS communications. Parkeon complies. Parkeon provides for GPRS and Mobitex communications. Parkfolio, our back -office parking management software system, can communicate with both protocols simultaneously within the same city. a. Pay station shall communicate with a vendor -hosted off -site software system. Parkeon complies. The Strada Pay Station communicates wirelessly with Parkfolio, our back office parking management software system. Parkfolio is hosted by Parkeon, which gives you the following benefits: • No hardware or IT equipment for you to buy and install • No software for you to continually update • You can tap our multi -client expertise for assistance when needed • It's easier to integrate additional parking technologies b. Pay station shall communicate transactions and alarms to the off -site software system. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS Parkeon complies. Everything that occurs at a meter (status check, collection, maintenance operation, transaction, etc) is recorded and regularly transmitted to the central server. This information is then processed and ready for you to review and analyze using Parkfolio. c. City does not wish to negotiate air -time fees with communications provider. Please include all air -time fees in monthly pricing for off -site software system. This is understandable. In most cases it would benefit the C to go through Parkeon for air -time because we have a large installation base and are able to negotiate very favorable air -time rates with the communications providers. I. Electronic components 1 The City prefers a system of plug -and -play for major components, allowing removal and replacement without the use of tools. Parkeon complies. Strada design incorporates plug -and -play component layout. No tools are required when removing and replacing major components. Plugs for components should be designed to lock in place and not be reversible — one-plug/one-way per component — so it cannot be inadvertently connected incorrectly. Parkeon complies. Strada features deploy unique installation for each module so that a component or connector cannot be connected incorrectly. There is only one way for a component or cable to be installed.... The correct way. All circuit boards and components shall be sealed, highly water resistant, and operate in conditions of over 90% humidity and to temperatures down to 20 degrees below zero. Strada meets the requirement as all components are conformal coated and meet the required range of functionality. 3 Proposal shall describe how components are protected from moisture. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS Every electronic component on the machine is coated to prevent operational failure and to ensure that the unit will stay fully operational within the specified temperature and relative humidity ranges. All electronic connections are of high quality and feature gold- plated terminals. The main board and internal components are environmentally sealed, highly water-resistant and are able to operate in conditions that exceed 90 percent humidity. J. Spare parts: Establish recommended supply to support installed base to be maintained at the City's meter shop. Include Pricing. We have provided a recommended spares parts list with pricing for 2 pay stations in Section A of this response. Even though the meters will be covered by a three-year parts warranty, we recommend that the Parking Authority carry "seed stock" so you can quickly repair a meter while your broken part is being returned and replaced by Parkeon. 1. Proposal shall describe delivery of additional parts to support maintenance levels. Spare parts are available through DGM Controls and in most cases can be shipped on the day of order. If the part is not available in stock in our warehouse we can typically procure it directly from Parkeon's Tukwila office. Parts can be ordered by Phone at 206-284-6919, Fax at 206-284-5243 or by email at sales(cDdamcontrols.com K. Functionality — Other important multi -space pay station functions include: 1. Must include both a "MAX" button for card purchase that allows customer to purchase full time limit (meter duration) with one button push and an incremental button for purchases of less than maximum time. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS Parkeon complies. Parkeon's Strada has both an increment and Max button to assist parkers in the transaction process. 2. Max button, card increment button shall be programmed to prevent customer payment for parking time outside of hours of operation including customer overpayment near the end of hours of operation. Parkeon complies. Parkeon can prorate parking rates to eliminate overcharges to parkers for after-hours parking. 3. Unit shall have the ability to accept and execute programming for holiday and event shutdowns. Parkeon complies. Strada can be programmed to accept and execute holiday and event shutdowns or unique rates as required. L. Data Security 1) Encryption: All data leaving pay station shall be encrypted to a minimum of 128-bit encryption protocol. Parkeon complies. Our system provides 128 bit DES encryption when the credit card is read at the card reader. The encrypted card information is then transmitted directly to your PCI compliant transaction service provider/clearing house. 2) Memory Preservation: Data regarding alarms and card reader shall be retained at least until confirmation of receipt by server. Parkeon complies. Parkeon meets the required specification. 3) All multi -space pay stations must meet the standards to be considered Level 1 Payment Card Industry (PCI) certified for secure processing of credit card transactions. Vendor must be listed on both the Visa and MasterCard web sites as being PCI certified. Parkeon is Level 1 PCI Certified, the highest rank available from the major credit card providers (VISA, MasterCard, AMEX) and is only given to those third -party providers who handle millions of credit card transactions annually and who meet their stringent— and audited — credit card transaction security protocols to protect your customers' personal transaction data. Level 1 requires an external CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS audit for approval, which is more rigorous than the self -audit done to earn lower level compliance. Please see our attached PCI certificate. Additionally, Parkeon is listed on both the Visa and MasterCard web sites as being PCI Level 1 Certified. This certification includes both the pay stations and the credit card processing system. The web sites are as follows: http://www.mastercard.com/us/sd p/assets/pdf/Compliant%20Service %20Providers%20 %2OFebruary%201%202010.pdf 2.0 TECHNICAL REQUIREMENTS-SERVICESSPECIFICATIONS Proposals for parking pay stations shall include these services specifications. Responses should be provided in the order given: 1) Off -Site Software Operations A. Software: The City prefers management software to support system operations that provides operational control to City. Parkeon complies. The City will be able to utilize Parkeon's Parkfolio back -office parking management software to control the multi -space parking system. This includes the ability to receive and view transaction information and monitor the status of each pay station. 1) Software shall be vendor hosted and web -based. Parkeon complies. Parkfolio is a vendor hosted and web -based software. Since we host the software, the city does not host it on your own. The benefit of web -based software is the fact that you can access it from any internet accessible device, including a PC, laptop, or PDA. You also do not have to make any upfront software or hardware purchases or constantly update software. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS a. Software shall be American English version Parkeon complies. b. The operation of the off -site software system should not require the purchase of vendor supplied hardware. Parkeon complies. With Parkfolio, there is no hardware to purchase. The data runs through our servers, and you use your own PCs or laptops. 2) Preference for software that provides City staff with ability to set parking hours and design receipt changes and messages, and then remotely send changes to one or more pay station units. Parkeon complies. 3) Proposal shall include a discussion of management software function, hosting site for operations, and flexibility for City staff operations/control. Attachment "A" following this section fully describes the functionality of the Parkeon Software Management System 4) Software shall provide the ability to divide parking system into defined multiple parking management areas or zones. Parkeon complies. The City can set-up Parkfolio so that it groups meters together based on a park or zone. For instance, all the meters in one lot can be considered a zone. By grouping them together, it is easier to provide maintenance and track usage. 5) Software shall support reporting of cash box status and revenue collection reporting, alarm status and operation status listing, file transfer information/reporting. Parkeon complies. 6) Software that supports exporting financial and activity data to spreadsheet software and external database. Everything that occurs at a meter (status check, collection, maintenance operation, transaction, etc) is recorded and regularly CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS transmitted to the central server. This information is then processed and ready for you to review and analyze. Choose from one of our standard reports or export the data to do your own custom analysis. Sample reports to evaluate revenue and transaction data: • Revenue by zone, user, and payment method • Transaction distribution by amount and by time • Payment analysis by day of the week • Payment analysis by parking time • Payment analysis by user • Occupancy rates (under/over norms) 7) Data shall be available 24 hours a day, 7 days a week, 365 days a year. Parkeon complies. B. Alarms 1) Warnings and alarms should be communicated from the meter to the off -site software system in real time. Parkeon complies. Warnings and alarms are communicated from the meter to Parkfolio in real time. Maintenance personnel also have the option of receiving text messages to their cell phones when an alarm happens. 2. The pay station must perform a self -diagnostic test every 5 minutes and communicate any alarms to the off -site software system. Parkeon complies. 3. In the event that there are no alarms, the unit must send out a life -alarm every 24 hours. Parkeon complies. 4. Alarms shall be available 24 hours a day, 7 days a week, 365 days a year. Parkeon complies. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS 2) Smart Card Program A. The vendor must be able to provide the City with a parking smart card. The smart card programming must be done by the pay station vendor, not a third party. B. Proposal should describe the vendor's ability to work with the City in implementing a parking smart card program. Parkeon complies. Parkeon would welcome the opportunity to institute a smart card program in the City of Port Orchard. We have deployed more on -street parking smart cards than any other company. Cities such as Miami, New York, Park City, and Portland all use smart card programs implemented by Parkeon. Our card readers comply with the ISO 7816-1,2,3 standard concerning the physical characteristics, localization of contacts, electrical characteristics, and communication protocol. The readers accept both Synchrone chip cards (type SLE 4404, Euro chip, memory cards, etc.) and Asynchrone cards (electronic purses, microprocessor cards, etc.), and can be adapted to work with your city's transit system. Creation of both disposable and reloadable cards is available. 3) Training A. The vendor shall train City staff in a manner sufficient to support the pay station warranty and also provide training on the off -site software system. Please state number of hours proposed and location for training. B. The vendor shall submit a recommended training outline. Typical training involves one day of pay station training and one day of back -office training. This training would take place at your location. More in-depth back -office training involving the creation of rates, tickets, messages, and downloading typically takes 1 week. 4) Warranty A. Begins after City accepts functionality and design of the system. Agreed B. Describe return/exchange procedure and cost If any part fails during the warranty period and is replaced from the City's spare parts inventory the part will be repaired or replaced at CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS no cost to the city. The City will contact the service department at DGM Controls and obtain a RMA number them they will send the defective part to the Seattle Office of DGM Controls for repair or replacement. C. Duration of 12 months is required Parts are warranted for a period of 1 year from the data of acceptance. Labor is warranted for a period of 1 year from the date of acceptance. D. Describe warranty offer, benefits, and conditions Please see attached Warranty Statement 5) Technical support. A. Minimum phone and email availability — 8:00 AM to 4:30 PM (Pacific Time), Monday through Friday DGM Controls provides telephone support and onsite service 7 days a week, 365 days a year 24 hours a day. Parkeon provides telephone support 7 days a week, 365 days a year 24 hours a day. B. Description of technical support personnel, assignments, and level of expertise available DGM Controls has 7 fully trained parking equipment service technicians. C. Describe vendor's ability to provide on -site service if needed. DGM Controls can provide onsite service in most cases with a 2 to 4 hour response time. 6) Technical manuals A. Winning vendor shall provide all installation, operations, and maintenance manuals. B. All manuals shall be written in American English. Parkeon complies. We will provide all required manuals before and/or during installation of pay stations. These manuals are written in American English. 4.0 PLACE OF PERFORMANCE CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS The parking pay stations will be delivered and installed within the City of Port Orchard, with the majority delivered and installed within 3 months. DGM Complies 4.0 PERIOD OF PERFORMANCE The City plans to begin installation of the new pay stations in September 2010. The contract shall terminate in two (2) years, with the option to renew for an additional three years in one- year increments for a total contractual period of not more than five (5) years. DGM Complies CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS CITY OF PORT ORCHARD REQUEST FOR PROPOSALS For MULTI -SPACE PARKING PAY STATIONS Attachment "A" Parkfolio Parking Software Management System r PFFZKEon Parkfolio"eO® Back -Office Parking Software Management System Page 1 of 22 © Parkeon 2007. Proprietary and Confidential. Contents Contents Parkeon Data Center 2 Expertise 4 No Investment/Maintenance for the Client 4 Security 4 ParkfolioNov Overview c General Architecture 6 General Description of ParkfolfoNeo@ Modules g Parkfolio On -Line 9 Parkfolio Supervision 9 Parkfolio Financial 9 Parkfolio Enforcement Control Interface for Pay -by -Space g Functional Description of Modules 10 ParkfolioNea On Line and Supervision 10 Credit Card / Smart Card Process Flow 21 Credit Card Payments and Collections 21 On -Line Authorization 21 Smart Card Payment and Collection 22 Parkeon Data Center The Parkfo/ioNeoocommunication system is a complete suite of services based on a unique IT platform developed and managed by Parkeon as a fully hosted service. The Pay Station communicates via wireless two-way communication to multiple remote communication centers (Moorestown, NJ and Seattle, WA). In developing Parkfo/io"eoe our goal was to provide our customers with a high -end, extremely powerful parking management tool that was also flexible and user-friendly. With Parkf0/io"e0 , our pay stations communicate with the Parkeon central service center on a 24 hours a day, 7 Page 2 of 22 0 Parkeon 2007. Proprietary and Confidential. days per week basis. The services provided by Parkfo/io"e0" include supervision of your network of pay stations, financial, statistical and alarm reports and credit card and e- cash collections. The Parkfo/io"e0® Data Center, located at a Parkeon facility, manages the information to and from the pay stations and redirects it to the customer. Depending on the nature of the data and the contract modules subscribed to, the information is delivered to the customer's personal workstation. The system has been designed based on high -end solutions that utilize standard communications protocols. The information communicated by the pay stations is redirected through the Internet or local cellular networks. Thanks to this approach, Parkeon can provide a cost-effective service to virtually all of our customers throughout the world with the same level of performance and quality. Our pay stations can easily be equipped with a communication kit and have the ability to operate with the same level of performance and quality in either an a/c or solar power configuration. Both the pay stations and Parkfo/io"eoo record and store the number of valid coins and card transactions. They are accurate to 99 percent of actual deposits if the following conditions are met: the units are functioning under normal conditions, maintenance is performed to our specifications, and the performance is an average based on all the machines in operation. i i Page 3 of 22 0 Parkeon 2007. Proprietary and Confidential. The Parkfo/i N„®service is provided on a subscription basis. Pricing for the Parkfolio service is based on the level of service and takes into consideration the modules and services subscribed to, number of machines covered and the duration of the contract. Custom packaging of services can be accommodated with Parkfo/ioNeoO Parkeon has invested in excess of ten years developing the Parkfolio"eoo platform. This platform was designed specifically for the North American market. Our dedicated Parkfo/ioNe,0staff is located in Moorestown, NJ and is supported by the resources of Parkeon, the worldwide leader in the on street parking control market. There are a number of advantages to subscribing to the Parkfolio"eog'service as opposed to installing communications hardware and software in your domain to support the communications system. The main benefits to a municipal authority are as follows: Expertise Since we provide a hosted service to a number of other clients including the cities of New York, Seattle, Syracuse, Washington, DC, Sacramento, New Orleans and many others, we are able to dedicate staff full time to this endeavor. Working with this system on a day -in, day -out basis enables us to gain tremendous expertise in managing the system, more than could be achieved by working with Parkfolio"eo6on a part time basis. No Investment/Maintenance for the Client Parkfo/ioNeo® provides the right solution for the parking operator regardless if they are a public or private entity. With Parkfolio",,®there is no investment required in equipment, and no requirement to install, run and maintain a sophisticated IT platform. In addition, there is no need to have special competencies in software administration and associated data, no need to update personal computers and communication systems every time new software is released. The parking operator needs only to subscribe to the Park/olio service and use a personal computer equipped with a standard browser. The operator can then focus on parking management and leave the burden of managing the Parkfolio system to Parkeon. Security Security of the system is also a major issue when processing electronic funds or financial data. Parkeon's dedicated server, as well as data archive is located in a secured area. Operators are specially trained to operate the server and have all competencies required from a technical and security stand point. Page 4 of 22 © Parkeon 2007. Proprietary and Confidential. Parkf0/i0NeO0 Overview For the past few years the development team at Parkeon has invested considerable effort in bringing ParkfolioN8oato market. This new solution comes with a variety of embedded services and is designed to boost the management efficiency, enhance services to the motorist, while increasing our client's return on investment. The new platform is based on new -generation servers and a novel "Mier" architecture coupled with a standard Java -based language development technology, providing greater flexibility, new functionalities and characteristics. The new architecture means servers are adapted to any kind of infrastructure, from local to remote access. In particular, ParkfolioN108 modules are designed to provide TCP/IP Distant Access from central servers hosted and administrated by Parkeon. This solution also enables Parkeon to offer powerful and comprehensive value-added services — from bureau service reports, hot line and server hosting to end -to -end managed services contracts - making life easier for the operator. This enables Parkeon to operate and manage distant access services and process electronic payment directly from their global network of data centers for their customers, alleviating the need to hire specialized personnel, or to run and manage a dedicated system and network. l With ParkfolioN110, our client's benefit from the best real-time information access and control capabilities available today - directly from their own offices using their own computers and Internet connections. This allows our client's to focus on their core business and increase parking revenues while ensuring that their customer's receive the highest level of service. This new solution is clearly representative of Parkeon's strategy of increasing our value- added service offering. It also illustrates Parkeon's ability to provide our customers with dedicated solutions that bring tangible enhancements to its parking operations. Thanks to user-friendly interfaces and a single shared database, the ParkfolioNeoo features are simple to operate. The new system provides a more detailed and immediate knowledge of the activity of the parking base. It can produce payment statistics to fine tune tariff policies, while real-time data on the operating status of the network of pay stations makes it possible to plan maintenance, collection and enforcement operations. In addition, since the system immediately detects malfunctions, appropriate action can be taken. Other services available through Parkf0lio"e00 include the ability to analyze parking patterns, and modify the unique programming features of a pay station, including modifying rate structures. Page 5 of 22 0 Parkeon 2007. Proprietary and Confidential. General Architecture External Parkfolio"eom System ---------------------- Meter collection It downloading ----------------- Meter HOODDOO r"11111" Bank Enforcement ----''--------------------- - ---------------------------------- On Lme Telecom network GSM - Mobitex GPRS ' -._ ..k ... .v. Parking operator communication ,(n�/ r MPP i -. Line f Each pay station has the ability to communicate to the central system through the following means • Mobitex cellular wireless communication network; • GPRS cellular wireless communication network The parking pay stations are equipped with modems to facilitate the connection with the wireless network. The central server is connected to the wireless network through a frame relay connection. Connection via a frame relay connection ensures: • Full availability (dedicated connection) • High reliability (standard communication protocols) Internet access to the data is made through a firewall to protect the central server. Access to specific data is protected through usernames and passwords. Each client is assigned its own username and password and is therefore authorized to see only the data related to their own account. Multiple levels of access control are provided within each client's account, allowing authorized users to obtain information on a "need to know" basis. Page 6 of 22 0 Parkeon 2007. Proprietary and Confidential. Data is retained in the pay station until it has been successfully transmitted to the central server. Data on the server is secured using raid disk technology to ensure that no data will ever been lost and system can be brought back up and running as fast as possible in case of a problem. Each pay station in the network completes a self -diagnostic test every 60 minutes and communicates any alarm conditions to the Parkfolio "O server. In the event that there are no alarm conditions, the pay station will send an "all is well' signal to through Parkfolio"e0® with the daily 'life alarm" message. This message notifies the server that the unit is still connected to the Parkfolio"8oe system and that it is operational. The use of Parkfolio"eosgreatly speeds up the delivery of information re arding operating status and collection data for our pay stations. With Parkfoliople'o, notification is typically sent within 20 seconds of a change in operating status or collection event. The use of a hand held unit to obtain this same information would require the availability of maintenance personnel to visit each machine and capture the data. Due to cost considerations it would be unlikely that maintenance personnel would be able to visit each pay station more than one time per day. Requiring that personnel visit each machine on a daily basis is not a good use of their time, since the data can be captured in a more cost-effective manner with Parkfolio"e0® It would be expected that intervention times for correcting alarm conditions would be greatly reduced with the use of Parkfolio"ece, when compared to obtaining this information with a handheld unit. Page 7 of 22 © Parkeon 2007. Proprietary and Confidential. General Description of Parkfolio"eo@ Modules The Parkfolio"e09 System is designed with a modular architecture to allow for future expansion. Parkfolio Modules GPRS or Mobitex comms. Parkfolio On -Line lArrpssl Parkfolio: Financial Parkfolio 11 Reporting Parkfolio Supervision '- Parkfolio Enforcement Control Parkfolio User Admin Distant Access (Authorized Client Staff) Page 8 of 22 0 Parkeon 2007. Proprietary and Confidential. The Parkfolio"e00offering includes the following modules: Parkfolio On -Line The On -Line module manages all communications between the pay stations and the Parkfolio"eoo server. Included in this module is account creation and administrative management, the recording and archiving of data, support during implementation of the service, maintenance, and help -desk assistance. Parkfolio Supervision The Supervision module monitors the pay station consumables, alarms, maintenance operations, payment collections, parking activity levels, enforcement requests, and the definition and downloading of new messages or tariff structures to the pay stations. This module also enables the user to add and modify the parameters of each pay station and manage the user rights for different system applications. Parkfolio Financial This module allows the user to display and analyze detailed financial and transactional data providing all information about the pay station income activity. This includes details of individual transactions and summary data split by payment type of other user -defined parameters. All information/events that occur at a pay station (alarm, status, operation, and transaction) are systematically recorded and regularly transmitted to the central server. The parking manager can use the report module as an aid in making day-to-day decisions and to report the status of the operation to management through the use of periodic reports generated through Parkfolio"80® Parkfolio Enforcement Control Interface for Pay -by -Space The Enforcement module allows for a gateway to an external enforcement infrastructure. This module provides the following features: • In a Pay -by -Space configuration, the Enforcement module can display spaces on the wireless handheld device carried by the Parking Enforcement Officer (PEO) to inform the PEO of paid, unpaid spaces. Various display selections are enabled. • Also in Pay -by -Space mode, the Enforcement function queries all meters in an area to be enforced before downloading data to the PEO's handheld. Once that is done, any transactions performed during enforcement are immediately transmitted to the handheld device to ensure payment status is up-to-date. This ensures that the most up-to-date payment information is recorded before looking j for potential parking violations. This leads to fewer disputed citations. Page 9 of 22 0 Parkeon 2007. Proprietary and Confidential. • Parkeon's enforcement control interface allows integration with the City's choice of enforcement/citation management system provider. Any communication with an external enforcement infrastructure will be subject to detailed requirements to be discussed with the City and whichever Enforcement provider the City is working with. Functional Description of Modules Parkfolio"e0® On -Line and Supervision The base module includes account creation and administrative management, recording and archiving of data, support during implementation of the service, maintenance and help -desk assistance for the duration of the contract. The base offering in the Parkfolio"eoe Suite includes both the On -Line and Supervision Modules and includes the following features: • Pay station definition, configuration parameters and specifications • Account opening and account management (user access management, etc) • Personalization of the equipment • Integration • Line initialization and management • Integration and communication testing on our premises and on -site • Help -desk, customer support • Addition and deletion of pay stations • Archive management The On -Line and Supervision modules include the following inter -dependant modules: The User Administration Module This module allows for the creation of administration of the user rights for the City. Using a flexible approach, different users can be allowed to view, or modify the various modules. User Groups can be defined giving generic rights to a specific user type (i.e. field technician, financial analyst, service manager, etc.), and then individual users can be created to be a part of these groups, thereby inheriting the same rights. Each specific right can be modified down to an individual user if necessary giving the greatest flexibility in user management. Page 10 of 22 © Parkeon 2007. Proprietary and Confidential. Once assigned a username and password, each individual user can log onto the system from any workstation provided the correct JavaM plug-in has been downloaded. In addition to the ability to set the user rights for individual modules, the User Administration Module also allows for the use of filters, restricting certain users to specific regions or groups of pay stations. Page 11 of 22 0 Parkeon 2007. Proprietary and Confidential. Park Editor The Park editor allows those users with the correct rights to create parking meters in the system and define the parameters and location of these machines. Supervision Module The Supervision Module allows the user to review alarms and machine status: Any maintenance alarm, out -of -order alarm, collection operation or need for maintenance is immediately transmitted to the service center. A pay station that is unable to communicate for any reason is also identified by the service center. The above -mentioned information is accessible through the Supervision module and can be redirected to the client's maintenance staff via an email message when the service is available. Depending on the recipient, the parking operator can configure how alarms are reported based on the type of alarm and the time and day the alarm is sent. For instance, all maintenance events (red LEDs, green LEDs) can be sent to maintenance agents in the field during their hours of duty, while vandalism and attacks can be reported to night personnel. Page 12 of 22 0 Parkeon 2007. Proprietary and Confidential. The supervision module provides the following advantages: • Pay stations are monitored 24 hours per day / 7 days per week • Increased pay station availability thanks to a higher mean time between failures (MTBF) and lower mean time to repair (MTTR). As a result, parking revenue is enhanced and the image of the City's parking management service is improved. • Improvements will be realized in maintenance operations scheduling, better management of consumables and spare parts will also be achieved • Fraud and vandalism will be reduced • Provides improved decision making tool for dispute resolution (i.e. non payment resulting from a claim that a pay station was out of order) • General enhancement of all parking related tasks and jobs Selection of Information: The main screen (above) is capable of displaying all the information available according to a specific set of user rights. Within these rights the pay station or group of pay stations can be selected in the left hand column. This format is similar to most modules within the Parkfo/io"eoo Suite, allowing for consistency for unfamiliar or occasional users. The main screen can be sorted according to each column and each column can be moved, re -sized or removed altogether with a simple click of the mouse. This, together Page 13 of 22 0 Parkeon 2007. Proprietary and Confidential. with many of the basic features of Parkfo/io"e00, follow standard rules well known to most computer users and will become quickly intuitive for both novice and expert users alike. In addition to the columns and the groups of pay stations, an additional filter can be placed on this information selecting specific dates and/or alarm types, allowing complete flexibility in the way the data can be viewed. Finally, using a tab to the top left of the main screen; the view can be switched between current and historic events. The flexibility is intended to give the user the ability to research information that is of interest. Information can be queried in a short period of time, based on geographical, operational and time based criteria. Examples of the information that can be accessed includes, but is not limited to the following: • Current events that have not yet been acknowledged by the operator or events that have been acknowledged and have since been transferred into the history event data base • Selection of a specific group of pay stations (i.e. by parking zone or by collection route) • Selection of a date (chronological or non -chronological) • Selection by type of event • Alarm and status — classification by code (more than 200 codes) • Acknowledgment by the parking operator. The alarm is then transferred into the history file events • Date and time of occurrence on the pay station and the central server. • History file presented in the same way as 'live" events Page 14 of 22 0 Parkeon 2007. Proprietary and Confidential. Description: Alarms and status - classification by color for an easy recognition 1777777771 Non Critical Fault Maintenance operation in progress ® Out of order Collection in progress Communication Problem n Fraud or Attack Detection IN The events are grouped by class, where each class is identified by a speck color in order to facilitate reading by the user: • Events associated with fraud such as the detection of an attack on the pay station, cash collections outside authorized periods — orange color (cancellations of such failures are also reported to the central system by a red alarm). • Events associated with a failure (shown by a red LED on the pay station): red color (cancellations of such failures are also reported to the central system by a red alarm). • Events indicating a non -critical fault (anomaly that does not prevent operation, warning for consumables or cash boxes), i.e. faults that do not put the pay station out of order (shown by a green LED on the pay station): green color (cancellations of these warnings are also reported to the central system by a green alarm). • Events associated with authorized maintenance operations: , color. • Events associated with authorized collection operations: light blue color. • System events indicating a communication problem between the pay stations and the server: pink color. In order to determine the operating status of the online communication module of each unit, a "life signal' mechanism has been put in place between each pay station and the central system. Every night (or at another programmed frequency), the pay station sends a message to ParkfolioNeoO to test the communication. If the message is not received, the central system automatically sets off a system alarm to report that the pay station is "absent' (i.e. that it has ceased to communicate). Page 15 of 22 © Parkeon 2007. Proprietary and Confidential. Events can be displayed in the form of lists or hierarchical views: • All lists are exhaustive lists of current events. • Hierarchical views show the status of the machine base on a single screen, regardless of the number of pay stations. To do so, the alarms with the highest priority (configurable priority levels associated with classes) are displayed in each machine base, zone or pay station. The user moves down the tree structure (machine base / zone / pay station) to display the alarm with the highest priority for the selected group of pay stations. The user can remove the events that have already been addressed in order to retain only those that have not been acted upon. Cleared events are no longer displayed for the tracking of current events. The clearing process depends on the type of event: Anomaly alarms (red or green) are cleared automatically (configurable) when an alarm cancellation event is received from the pay stations. The other alarm types are typically cleared manually, i.e. marked as seen by the user. You can also program a time after which alarms are automatically cleared — say two days for maintenance operations. After that time, the user considers the information to be obsolete. The time is configurable for each type of alarm. l Cleared events are not deleted. All the events can be displayed in an event history till I they are positively and manually flushed by the operator. The history is a log that can be sorted, printed, flushed or exported (e.g. to Excel) by the user. The Parkfo/io staff manages database backup and archiving. Setting and Monitoring of Activity Levels This sub -module allows the setting and monitoring of the pay station activity according to the number of parking receipts generated during a given time period. The settings can be programmed differently, according to the date and time. This service is of particular benefit to enforcement personnel who can utilize this tool to help them to allocate their resources more efficiently. It can also be requested by those involved with traffic management to obtain real-time information regarding the level of parking occupancy in a given area. This capability enables the City to re -direct information regarding parking availability to a Web site or dynamic billboards for instance, with a goal of redirecting traffic during times of peak usage. Page 16 of 22 0 Parkeon 2007. Proprietary and Confidential. Setting and monitoring activity alarms is also of benefit to maintenance staff as they can �j obtain information on the operational/non-operational status of the pay stations. For instance, a pay station can be in perfect operating order but not be functional due to glue deposited in the coin slot. The activity level alarm would therefore alert maintenance personnel to a potential issue with the equipment. 1 Main Benefits: • Increased availability of pay stations (a pay station unable to communicate is rapidly identified) • Enforcement efficiency is improved • Enforcement labor is reduced • Fraud and vandalism is minimized • Efficient traffic management tool (real time information on the availability/non-availability of spaces by area) • General enhancement of all parking related tasks and jobs. User Interface for Activity Monitoring: This type of information is provided, displayed and recorded in the same way as alarms and machine status. Page 17 of 22 © Parkeon 2007. Proprietary and Confidential. The benefits are as follows: • Two thresholds can be pre-set (high and low) Alarm provides real time status Alarm acknowledgement identifies that an event has been noted by parking management Downloading of new messages, settings and tariff structures to the pay stations There are several different types of data/information that can be transferred to the pay stations via the Parkfo/ioNeoo remote programming function. They are as follows: General parameters: Tariffs: • Welcome message: message displayed by the pay stations at the start of the transaction when the motorist inserts a payment method or presses a button on the user interface • Out of order or neutralization message: message displayed when the pay station is not in operation. The message may simply state why the machine is not in operation or ask the motorist to use another pay station • Neutralization period: may be preceded by the transfer of a message to show that the machine is about to be neutralized (welcome message) and a neutralization message (reason for the neutralization) • Full tariff structure of the pay station for all payment methods and all user types • List of authorized amounts • Calendar of holidays • Calendar of days machines are operational • Fine payment parameters: maximum amount, minimum amount etc. Enforcement: • Parameters relating to fine enforcement (underpayment). • Enforcement parameters relating to vandalism (non-payment). • Parameters relating to the occupancy rate. • Sending or otherwise of events relating to the detection of a test token. Exchange of data between pay stations and Parkfo/io"eoe server • The frequency at which life alarms are sent • Time of sending financial results oust after physical collections, night following the collection, etc.) • Telephone numbers of the ParkfolioN110 server. Page 18 of 22 © Parkeon 2007. Proprietary and Confidential. The remote programming of the various parameters for the pay stations comprises four stages Data preparation: in the first stage, the user prepares the data to be transferred regardless of the recipient pay station(s). This actually involves the creation of a library of parameters that will be used in the second stage. Each parameter prepared is identified by an explicit name. Allocation of the parameters to pay stations: in the second stage, the user associates the parameters prepared with a pay station or group of pay stations and specifies a date on which the parameters will be applied by the pay station(s). Each application date necessarily occurs after the effective date of the transfer, enabling the operator to anticipate the modification of settings with the remote programming function. The link between the parameters and the pay stations is very flexible — a given parameter can be transferred to only one pay station, a group of pay stations, several groups of pay stations or all pay stations. Several different parameters may be transferred to the same pay station or group of pay stations, providing they are not strictly of the same category. For instance, you cannot transfer two different welcome messages to the same pay station. Transfer of parameters to the pay stations: this third stage is completed with the call to each pay station (if the parameters have been prepared in advance). Effective application of the parameter or parameters transferred to the pay station on the programmed application date. Main Benefits: • Dramatic reduction in labor costs (no more intervention at the pay station to accomplish a tariff or message modification, no need to go to the machine every time it has been disabled, or for a specific event, etc.) • Improved quality of work (no more need to change a tariff at night for instance) • Better enforcement • Enhanced flexibility (fast preparation and implementation, easier adaptation to a new situation; new message for a special occasion for instance) • Better image: welcome messages, faster adoption of changes to tariff policy, etc • Risk of mistakes limited compared to an on -site operation Page 19 of 22 0 Parkeon 2007. Proprietary and Confidential. Tariffs New tariff tables can be directly downloaded from the server to the pay station rather than being carried out through on -site programming (through RAM or EPROM change) at each pay station. Parkfolio"eoa subscribers have the ability to make new tariff definitions directly through the ParkfolioN,cO, Java interface. The pay station tariff software is extremely flexible, as it is able to manage flat and multi - curved tariffs, and no charge requirements. Tariff structures can vary according to the time of day, user group, means of payment, and day of the week, etc. User Interface for Downloading Page 20 of 22 © Parkeon 2007. Proprietary and Confidential. Credit Card / Smart Card Process Flow Credit Card Payments and Collections Magnetic stripe credit cards are read with the EPSUM M900 dual reader. The magnetic stripe on the card contains all the necessary information to process the transaction in conformance with ISO 7813 and ISO 4909 standards, including: • The card number to identify the user account; • Emitter code to identify the financial institution who issued the card; • Service code to identify the type of cards with associated rights; • The card expiration date, and • The money code to identify the currency associated with this card. When the card is swiped on the reader the pay station reads the following data: 1) Primary account number, including emitter code; 2) Service code; 3) Expiration date and 4) Money code. Our strongly recommended method of credit card acceptance and processing is via the on-line authorization of the transactions. On -Line Authorization In the on-line mode, credit card transactions are authorized at the point of purchase. In this mode each transaction is sent to the city's bank clearing house for approval using procedures similar to how credit cards are approved by a retail establishment. The three main benefits to on-line credit card approval are as follows: 1) Reduced threat of fraud (from internal and external sources), 2) Transaction integrity, and 3) The potential for lower processing fees. With the on-line mode, fraud is reduced due to the fact that the processing network verifies every credit card number. This type of verification virtually eliminates the use of lost and stolen cards. A byproduct of this is that the City would not have any responsibility to maintain a negative (blacklist) of bad accounts. Additionally, fraud patterns such as repeated use of the same card are picked up very quickly enabling the card to be blocked, preventing repeated use. Should the City wish to do so, it is possible to limit risk by setting a limit of just one or two transactions per card, per day throughout the entire network of pay stations. In contrast, in a batched mode, a card could be rejected at one pay station after reaching the threshold number of transactions and then used in any number of different pay stations, enabling a potentially fraudulent card to be used multiple times in several machines. Transaction integrity is also enhanced in an on-line mode, as transactions are not stored on the pay station, at the Parkeon service center or on computers at the City as they would be in a batched method of operation. By eliminating the storage of credit Page 21 of 22 0 Parkeon 2007. Proprietary and Confidential. card transactions the overall security risk to the City is reduced. Another advantage is that since the transactions are not stored on the pay station there is almost no chance of lost or duplicated transactions, further reducing the City's exposure to fraud or lost revenue. A third benefit of on-line credit card approval is the potential for reduced bank fees. This is made possible by the fact that online transactions usually have a lower discount rate through the bank due to the reduced potential for fraud. Smart Card Payment and Collection Smart card transactions are processed in a manner similar to credit cards, with the exception that additional security features are undertaken. The processing of these transactions and collections also vary according to the type of electronic purse involved. The architecture and features of our system can accommodate any electronic purse scheme in use today. The payment from a contact chip card is recorded in the pay station through the EPSUM M500 or EPSUM M900, dual reader. The card reader is equipped with a Security Access Module (SAM). The SAM is a chip card provided by the emitter institution. The reader is the communication interface between the electronic purse on the smart card and the SAM. The patron smart card and the SAM must be able to perform a mutual authentication (send an electronic signature to one another). The transaction will be possible only if these electronic signatures can communicate. In a standard transaction the money is debited from the card and the SAM creates a transaction record that includes the card number, the SAM number, the amount of the transaction, and the date and time of the transaction. Transactions are sent to the central server using either the wireless network or a fully secure GMX card when done manually. Both the transaction and the collection are electronically signed to ensure complete security. When signed, any modification done on either the transaction or the collection will invalidate the transaction. Page 22 of 22 © Parkeon 2007. Proprietary and Confidential. D&,,trols DGM Controls Limited Warranty DGM Controls warrants the itemized on Attachment A installed at to be free from defects in material and workmanship for a period of one year beginning on During the warranty period, DGM Controls will repair (or, at its option, replace) at no charge, any components that prove to be defective. This warranty does not apply in the event of any failure caused by: ❑ Any act of God (earthquake, lightning, flood, etc.); ❑ War, riots, strikes, social commotion, fire, etc; ❑ Laws, changes in laws, illegal acts; Any other casualties or contingencies beyond the control of either party. This warranty does not apply if, in the opinion of DGM Controls, the product has been damaged due to abuse, misuse, misapplication, and accident or as a result of service or modification by other than DGM Controls. No other warranties are expressed or implied, including, but not limited to, any implied warranties of merchantability and fitness for a particular purpose. DGM Controls shall not be held responsible for any consequential damages or losses arising from the use of this product. Attachment A Quantity Description 1:37 PM 01118110 Cash Basis Vetter Inc, dba DGM Controls Profit & Loss Prev Year Comparison January through December 2009 Ordinary Income/Expense Income Sales - Government Sales - Retail, Out -of -State Sales -Retail, Washington Sales - Wholesale, OutofState Sales - Wholesale, Washington Total Income Cost of Goods Sold Cost of Goods Sold Total COGS Gross Profit Expense Janitorial Employee Benefits Advertisf ng/Giffs/Promotion Automobile Expense Bankcard Fees Bank Service Charges Business Taxes Contributions Dues and Subscriptions Equipment Rental Freight Insurance Interest Expense Licenses and Permits Miscellaneous Office Supplies Outside Services Payroll Taxes Postage and Delivery Professional Fees Property/RE Tax Rent Repairs and Maintenance Telephone Training and Seminars Travel & Ent uniforms Utilities Wages - Officer Wages - Other Total Expense Net Ordinary Income Other Income/Expense Other Income Interest Income Other Income Total Other Income Net Other Income Net income Jan - Dec 09 Jan - Dec 08 $ Change %, Change 83,078.23 30,107.36 52,970.87 175.9%, 56,286.98 202,782.62 -146,495.64 -72.2% 1,792,633.32 1.336,796.20 455.837.12 34.1% 163:3:31 11,020.11 15,343.25 37.4% 1.591:9803 1,395,847.55 196,140.48 14.1 % 3,580,349.92 3,006.553.84 573,796.08 19.1% 1,888,352.51 1,727,222.87 161,129.64 9.3% 1.888,352.51 1,727.222.87 161.129.64 9.3% 1.691,997.41 1,279,330.97 412,666.44 32.3% 3,000.00 3,300.00 -300.00 -9.1% 14,085.77 13,906.10 179.67 1.3% 12,154.95 10,038.88 2,116.07 21.1% 99,531.51 93,738.63 5,792.88 6.2% 2.003.19 2.605.42 -602.23 -23.1 % 9.60 43.90 -34.30 -78.1% 23,746.16 17,772.78 5,973.38 33.6% 9,600.00 10,600.00 -1,000.00 _9.4%, 7,548.80 6.518.44 1,030.36 15.8% 321.91 610.55 -288.64 -47.3% 508.72 0.00 508.72 100.0% 142,767.01 118,724.36 24,032.65 20.2% 39.00 0.00 39.00 100.0% 446.00 277.50 168.50 60.7% 130.05 0.00 130.05 100.0% 8,822.33 4,860.06 3.962.27 81.5% 5,061.68 4,686.93 374.75 8 0% 71,912.30 54,901.98 17.010.32 31.0% 1,548.53 641.18 907.35 141.5% 9,696.13 6,181.17 3,514.96 56.9% 4,528.42 4,922.43 -394.01 -8.0% 41,740.20 41,740.20 0.00 0.0% 2,997.38 249.36 2,748.02 1,102.0% 22,675.35 18,776.34 3,899.01 20.8% 200.00 224.33 -24.33 -10.9% 7.642.65 6,080.85 1,561.80 25.7% 1.340.12 0.00 1,340.12 100.0% 3,519.47 2,954.01 565.46 19.1% 263, 750.00 120.000.00 143.750.00 119.8 % 602,771.00 514,568.76 88,202.24 17.1% 1.364,088.23 1.058.924.16 305,164.07 28.8% 327,909.18 220,406.81 107,502.37 48.8% 636.37 1,545.25 -908.88 -58.8% 462.41 0.00 462.41 100.0% 1.098.78 1.545.25 -446.47 -28.9% 1,098.78 1,545.25 -446.47 -28.9% 329,007.96 221,952.06 107,065.90 48.2% 1:39 PM 01/18/10 Cash Basis Vetter Inc. dba DGM Controls Balance Sheet As of December 31, 2009 ASSETS Current Assets CheckinglSavings Checking, Bank of America Savings, Bank of America Petry Cash Total Checking/Savings Other Current Assets Prepaid FIT Corporate FIT Receivable Travel Advances Employee Advances Inventory Total Other Current Assets Total Current Assets Other Assets Vehicles Furniture & Fixtures Machinery & Equipment Acc. Depreciation - Vehicles Acc. Depreciation - F & F Acc. Depreciation - MIE Total Other Assets TOTAL ASSETS LIABILITIES & EQUITY 11 Liabilities Current Liabilities Other Current Liabilities Customer Deposit Payroll Taxes Payable Industrial Insurance Payable Total Payroll Taxes Payable Sales Tax Payable Total Other Current Liabilities Total Current Liabilities Total Liabilities Equity Capital Stock Dividends Retained Earnings Net Income Total Equity TOTAL LIABILITIES & EQUITY 1 Dec 31, 09 17,946.69 426,301.95 1,260.26 445,508.90 169,140.00 A8,159.00 200.00 17,850.00 5,041.00 146.072.00 591,580.90 15,971.38 17,601.72 17,108.15 -9,181.00 -17,109.00 -16,976.00 7,415.25 598,996.15 9,936.50 566.53 566.53 15,710.95 26,213.98 26,213.98 26.213.98 1.00 -400,000.00 643,773.21 329,007.96 572,782.17 698,996.15 7:30 PM Vetter Inc. dba DGM Controls 01118109 Profit & Loss Prev Year Comparison Cash Basis January through December 2008 Jan - Dee 08 _ Jan - Dec 07 8 Change % Change Ordinary Income/Expense-------- Income Sales - Government Sales - Retail, Out-ofState 30,107.36 138,611.58 -108.504.22 ° Sales- Retail, Washington 202,782.62 1.336,796.20 91,369.42 111.413.20 121.9% Sales -Wholesale, OutofState 41,020.11 2,124,107.43 193,601.80 -787.311.23 -37.1% Sales- Wholesale, Washington 1,395.947.55 562,606.88 •152,581.69 -78.8% 833,240.67 148.1% Total Income 3,006,553.84 3,110,297.11 -103,743.27 _ o 3.3/° Cost of Goods Sold Cost of Goods Sold 1,727.222.87 1,676,616.12 50.606.75 3.0% Total COGS 1,727,222.87 1,676,616.12 50,606.76 3.0% Gross Profit - 1.279,330.97 1,433,680.99 -154,350.02 _ _--- 10.8% Expense Janitorial Employee Benefits 3,300.00 3,900.00 -600.00 -15.4°h Advertisin GiftslPromotion 13,906.10 10,038.88 13,597.45 11,306.70 308.65 ° 2.3 /0 Automobile Expense 93,738.63 88,328.53 -1,267.82 5,410.10 -11.2% Bankcard Fees Bank Service Charges 2,605.42 1,613.01 992.41 6,1°/, 61.5% Business Taxes 43.90 17,772.78 12.25 20.520.91 31.65 -2,748.13 258.4% Contributions Depreciation Expense 10.600.00 9,100.00 1,500.00 -13.4% 16.5% Dues and Subscriptions 0.00 6,518.44 140.00 7,670.69 -140.00 -1.152.15 -100.0% Equipment Rental Insurance 610.55 2,824.31 -2,213.76 -15.0% -78.4% Interest Expense 118,724.36 120,288.29 -1.563.93 -1.3% Licenses and Permits 0.00 277.50 1,716.36 3,745.39 -1,716.36 -100.0% Office Supplies 4,860.06 8,582.24 -3,467.89 -3,722.18 •92.6°h -43.4% Outside Services Payroll Taxes 4,686.93 4,222.77 464.16 11.0% Postage and Delivery 54,901.98 53,405.51 1,496.47 2.8% Professional Fees 641.18 6,181.17 1,314.96 6,791.26 -673.78 -51.2% Property/RE Tax 4,922A3 3,863.26 -610.09 1,059.17 -9.0% 27.4% Rent Repairs and Maintenance 41,740.20 41,635.85 104.35 0.3% Shop Supplies 249.36 0.00 249.36 100.0% Telephone 0.00 18,776.34 79.56 23,270.50 -79.56 -4,494.16 -100.0% -19.3% Training and Seminars 224.33 400.06 -175.73 .43 9% Travel & Ent Utilities 6,080.85 3,713.76 2,367.09 63.7% Wages - Officer 2,954.01 120,000.00 2,847.99 113,000.00 106.02 3.7% Wages - Other 514,568.76 495,310.12 7,000.00 19,258.64 6.2% 3.9% Total Expense 1,058,924.16 1,043,201.63 15,722.53 _ 1_5% Net Ordinary Income 220,406.81 390,479.36 -170.072.55 -43.6% Other IncomelExpense Other Income Interest Income _ 1,545.25 5,701.47 -4,156.22 -72.9% Total Other income 1,545.25 5,701.47 -4,156.22 -72.9% Other Expense Federal Income Tax _ 0.00 151,386.00 -151,386.00 -100.0% Total Other Expense 0.00 151,386.00 -151,386.00 - ----- -100.0% Net Other Income 1.545.25 -145,684.53 147,229.78 101.1% Net Income 221,952.06 244,794.83 -22,842.77 -9.3% 7:28 PM Vetter Inc. dba DGM Controls 01/18/09 Balance Sheet Cash Basis As of December 31, 2008 Dec 31,08 ASSETS ----- -- -.-- - Current Assets Checking/Savings Checking, Bank of America 26,372.55 Savings, Bank of America 100,665.68 Petty Cash 1,160.26 Total Checking/Savings 128,198.39 Other Current Assets Prepaid FIT 100,500.00 Travel Advances 200.00 Employee Advances 17,850.00 Inventory ___ 5,04_1.00 Total Other Current Assets _ 123,591.00 Total Current Assets 251,789.39 Other Assets Vehicles 9,354.00 Furniture & Fixtures 17,109.36 Machinery & Equipment 17,108.15 Acc. Depreciation -Vehicles -9,181.00 Acc. Depreciation - F & F -17,109.00 l Acc. Depreciation - WE -16,976.00 Total Other Assets 305.51 TOTAL ASSETS 252,094.90 LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities Payroll Taxes Payable Industrial Insurance Payable 531.49 Total Payroll Taxes Payable 531.49 Sales Tax Payable 7,789.20 Total Other Current Liabilities 8,320.69 Total Current Liabilities 8,320.69 Total Liabilities 8.320.69 Equity Capital Stock 1.00 Dividends -400,000.00 Retained Earnings 421,821.15 Net Income 221,952.06 Total Equity - - 243,774.21 } TOTAL LIABILITIES & EQUITY 252,094.90 City of Port Orchard Bid No. PD2010-01 Multi -Space Parking Pay Stations BID SUBMITTAL SHEET DGM Controls BIDDER To: The City of Port Orchard City Clerk's Office 216 Prospect Street Port Orchard, WA 98366 BIDS DUE: 4:00 PM PDT, August 27, 2010 t FOR: City of Port Orchard Multi Space Meters The undersigned BIDDER proposes and agrees, if this Bid is accepted, to enter into an Agreement with the City of Port Orchard in the form included in the Contract Documents to complete all work as specified or indicated in the Contract Documents for the Contract Price and within the Contract Time indicated in this Bid and in accordance with the Contract Documents. 2. BIDDER accepts all of the terms and conditions of the Instructions to Bidder, including without limitation those dealing with the disposition of the Bid Security. This Bid will remain open for thirty days after the day of the bid opening. BIDDER will sign the agreement and submit other documents required by the Contract Documents within fifteen days after the date of the OWNER'S Notice of Award. 3. In submitting this Bid, BIDDER represents, as more fully set forth in the Agreement, that: • The Bid is genuine and not made in the interest of or on behalf of any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or Hiles of any group, association, organization or corporation; BIDDER has not directly or indirectly induced or solicited Page t of 4 any other BIDDER to submit a false or sham bid; BIDDER has not jsolicited or induced any person, firm or corporation to refrain from bidding; and BIDDER has not sought by collusion to obtain for himself any advantage over any other Bidder or over the City of Port Orchard. • BIDDER hereby states that he has available adequate equipment and finances to properly and expeditiously prosecute the Work as bid, and is prepared to present further information to substantiate this statement. 4. BIDDER will complete the Work for the following price(s) named in the following Schedule: BASE BID ITEM NO. OF UNITS UNIT PRICE A. Two (2) Multi -Space 2 $10,954.00 $21,908.00 Parking Pay Stations with optional 3rd unit (Reflect Quantity Cost breaks) OPTION 3 10,954.00 $32,862.00 B. Warranty for Equipment 1 INCLUDED INCLUDED C. Training & Training Manuals Documentation 1 INCLUDED INCLUDED Page 2 of 4 NO. OF UNITS D. Installation & Shipping Costs INSTALLATION 2 SHIPPING 2 ELECTRICAL PERMIT E. Configuration/Testing/ Project Management Fees F. Monthly back -office fees; extend price to twelve months (Must store alarms, transactions, process credit cards, and provide two-way wireless communication 1 1 UNIT PRICE $850.00 $300.00 $250.00 INCLUDED MERCHANT ACCOUNT SET UP FEE 1 $500.00 MERCHANT ACCOUNT SET UP FEE 1 $100.00 BACK OFFICE AND CELLULAR CHARGES ANNUAL FEE IF PAY AND DISPLAY 2 $540.00 ANNUAL FEE IF PAY BY SPACE 2 $684.00 G. Any Additional Annual or other Monthly Fees $1,700.00 $600.00 $250.00 INCLUDED $500.00 $100.00 $1,080.00 $1,368.00 Page 3 of 4 5. BIDDER agrees that the equipment will be delivered and installation substantially completed on or before the dates or within the number of calendar days indicated in the Agreement. 6. The following documents are attached to and made a condition of this Bid: • Experience, Qualifications and Past performance • Detailed Equipment Specifications & Features • Warranty & Service Details • Detail on Optional Items Communications concerning this Bid shall be addressed to the address of BIDDER INDICATED BELOW: SUBMITTED THIS 25n� DAY OF ..�2010 TITLE TELEPHONE NO. ( ) zay - ce5 \ 5 FAXNO. (z6t. Page 4 of 4 City of Port Orchard 216 Prospect Street, Port Orchard, WA 98366 (36o) 876-4407 0 FAX (36o) 895-9029 Agenda Staff Report Agenda Item No. Business Item Subject: Adoption of Resolution No. 037-10 _Authorizing the Planning Department to Pursue a Transfer of Development Rights Program Meeting Date: October 26, 2010 Prepared by: James R. Weaver Development Director Atty Routing No: Atty Review Date: NA Summary: The Port Orchard Planning Department was awarded by the Washington State Department of Commerce, a $97,000 planning grant to study a potential Transfer of Development Rights (TDR) Program. A prerequisite for the completion of the grant contract is a Resolution of Support, directing the Port Orchard Planning Department to pursue and analyze a potential TDR program as part of the 2011 Department work program. The attached resolution has been reviewed and approved by the Department of Commerce as satisfying the grant contract prerequisite and would be submitted in combination with a subsequent signed grant contract. Recommendation: Adoption of Resolution No. 037-1o, directing the Planning Department to review a potential TDR Program in 2011. Motion for consideration: I move to adopt Resolution No. 037-1o, authorizing the Planning Department to review a potential Transfer of Development Rights program in 2011. Fiscal Impact: None. Alternatives: None. Attachments: Resolution No. 037-10 Department of Commerce Letter awarding $97,0oo TDR Grant Introduced by: Planning Director Requested by: Planning Director D rafted by: Planning Director Introduced: October 26, 2010 Adopted: RESOLUTION NO. 037-10 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, STATING THE CITY COUNCIL'S SUPPORT IN TASKING THE PLANNING DEPARTMENT IN DEVELOPING A MUNICIPAL TDR PROGRAM COORDIANTED WITH THE TRANSFERRING FROM THE KITSAP COUNTY WORKING AGRICULTURAL AND FOREST LAND DEVELOPMENT RIGHTS PROGRAM, AND PREPARATION OF A MUNICIPAL DEVELOPMENT RIGHTS PROGRAM, POLICIES, AND REGULATIONS CONSISTENT WITH THE WASHINGTON STATE REGIONAL TRANSFER OF DEVELOPMENT RIGHTS PROGRAM WHEREAS, the transfer of development rights (TDR) is one tool available to Washington communities to encourage the preservation of working agricultural and forest land while also promoting higher -density, infill development within incorporated cities, consistent with the Washington State Growth Management Act (GMA), Chapter 36.7oA RCW, and as provided in the Regional Transfer of Development Rights Program, Chapter 43.362 RCW; and WHEREAS, the Washington State Legislature recently affirmed the regional TDR program by directing the Washington State Department of Commerce to establish a regional TDR program in Central Puget Sound; WHEREAS, to further regional and Countywide Planning goals in policies, it is important to preserve working agricultural and forest land; and WHEREAS, through a grant from the U.S. Environmental Protection Agency the Puget Sound Regional Council has committed to work with the state, Kitsap County, and the Cascade Land Conservancy to implement a regional TDR program; and WHEREAS, through a grant from the U.S. Environmental Protection Agency the Puget Sound Regional Council has committed to work with the state to provide grants to cities to develop an agreements; develop TDR policies and regulations; revise existing TDR policies and regulations; or provide infrastructure improvements in already designated receiving areas consistent with the regional TDR program; and WHEREAS, the City has not been provided funding to conduct the desired environmental review and planning required to develop the policies, codes, and administrative procedures for receipt of TDR transfers from the County; and Resolution No. 037-10 Page 2 of 2 WHEREAS, development of TDR policies and regulations and acceptance of grant funds will not diminish or affect in any manner the City Council's authority to regulate land use and development within the City; and WHEREAS, an eligibility requirement for awarding the grant funds is a resolution adopted by the City Council demonstrating its level of commitment to proceed toward development and eventual adoption of TDR policies and regulations consistent with the regional TDR program, now, therefore; THE CITY COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: THAT: The City Council supports tasking the Planning Department to proceed toward development and preparation of TDR policies and regulations consistent with the regional TDR program including exploration of an agreement between the City of Port Orchard and Kitsap County or to consider Commerce Interlocal Terms and Conditions Rule by reference for rural and natural resource land transfer of development rights (TDR) policies and regulations. THAT: The City Council agrees to task the Planning Department to review, consider, and present development of municipal TDR policies and regulations to receive development rights from the County. THAT: The City Council agrees to task the Planning Department to identify, evaluate, and present the best candidates for receiving areas in the City as potential properties to be located in a focused TDR receiving area. THAT: The City Council directs the Planning Department to meeting all milestones and complete all deliverables consistent with its grant application to the Department of Commerce by December 31, 2012. PASSED by the City Council of the City of Port Orchard, SIGNED by the Mayor and attested by the Clerk in authentication of such passage this 26th day of October 2010. Lary Coppola, Mayor ATTEST: Patricia J. Kirkpatrick, MMC, City Clerk rxw g. n, STATE OF WASHINGTON DEPARTMENT OF COMMERCE 128 — 10'h Avenue SW • PO Box 42525 • Olympia, Washington 98504-2525 • (360) 725-4000 www.comn)erce.wa.gov September 1, 2010 The Honorable Lary Coppola City of Port Orchard 216 Prospect Street Port Orchard, WA 98366 Dear Mayor Coppola, I am pleased to inform you that the City of Port Orchard was selected by the Washington State Department of Commerce and the Puget Sound Regional Council to receive a transfer of development rights (TDR) project grant. The grant is awarded through Growth Management Services, Department of Commerce, to the City of Port Orchard. The amount of the grant is $97,000. The grant amount is contingent upon a negotiated scope of work. The finding comes from the U.S. Environmental Protection Agency (EPA). Therefore the recipient will be required to follow EPA procurement procedures. The funding is being awarded for an "inter -jurisdictional' TDR program, and for working with the counties to accept growth from non -urban land that is important for conservation. The City of Port Orchard will have until December 31, 2012 to expend this amount. Heather Ballash, TDR Program Manager, will work with you on this grant. She will be contacting you within the next few weeks to discuss the contract and scope of work, and arrangements to monitor the grant. An adopted resolution of support will be required before the contract can be signed, unless you have already submitted an adopted resolution with your application. You can contact Ms. Ballash at (360) 725-3044 or heather.ballash n commerce.wa ov. Congratulations on your successful proposal. We think your project will become a good example of TDR that other Washington jurisdictions may use or emulate. Sincerely, Leonard Bauer, Acting Assistant Director Local Government and Infrastructure Division Cc: Senator Derek Kilmer Representative Jan Angel Representative Larry Seaquist James Weaver, Development Director, City of Port Orchard Ivan Miller, Principal Planner, Puget Sound Regional Council Heather Ballash, TDR Program Manager, Department of Commerce City of Port Orchard 216 Prospect Street, Port Orchard, WA 98366 (36o) 876-4407 0 FAX (36o) 895-9029 Agenda Staff Report Agenda Item No. Business Item Subject: Approval of Contract No. o64-1o, Authorizing the Mayor to Execute the Department of Justice, Bureau of Justice Assistance Memorial Grant for Evidence Control and Automation Meeting Date: October 26, 2010 Prepared by: Alan Townsend Police Chief Atty Routing No: NA Atty Review Date: NA Summary: The police department has been awarded a grant from the Department of Justice Bureau of Justice Assistance Edward Byrne Memorial Grant for $10,334 to be used for the purchase of equipment to enhance evidence control and automation. Recommendation: Approve the grant. The grant will provide equipment and software that will automate our evidence management which will improve efficiency and accuracy of evidence management. Motion for consideration: I move to approve Contract No. o64-1o, authorizing the Mayor to Execute the Department of Justice, Bureau of Justice Assistance Byrne Memorial Grant for the purchase of equipment and software to enhance the Police Department's evidence control and automation in the amount not to exceed$10,334• Fiscal Impact: As part of the grant, $916 of local funds will be used in concert with the grant funds to complete the objectives of the grant. These local funds will come from the existing police department budget. Alternatives: Decline the grant. Attachments: Contract No. o64-10 h qq Department of Justice Office of Justice Programs t �A Bureau of Justice Assistance Office of Justice Programs m,, ha,o,, D.0 20531 August 10, 2010 The Honorable Lary Coppola City of Port Orchard 546 Bay Street Port Orchard, WA 98366-5339 Dear Mayor Coppola: On behalf of Attorney General Eric Holder, it is my pleasure to inform you that the Office of Justice Programs has approved your application for funding under the FY 10 Edward Byrne Memorial Justice Assistance Grant (JAG) Program Local Solicitation in the amount of $10,334 for City of Port Orchard. Enclosed you will find the Grant Award and Special Conditions documents. This award is subject to all administrative and financial requirements, including the timely submission of all financial and programmatic reports, resolution of all interim audit findings, and the maintenance of a minimum level of cash -on -hand. Should you not adhere to these requirements, you will be in violation of the terms of this agreement and the award will be subject to termination for cause or other administrative action as appropriate. If you have questions regarding this award, please contact Program Questions, Jeffrey S. Felten -Green, Program Manager at (202) 514-8874; and Financial Questions, the Office of the Chief Financial Officer, Customer Service Center (CSC) at (800) 458-0786, or you may contact the CSC at ask.ocfo musdoj.gov. Congratulations, and we look forward to working with you. Sincerely, u: James H. Burch If Acting Director Enclosures R Department of Justice r � i, t"K Office of Justice Programs Office for Civil Rights li'�shinyion, D.C. 20531 August 10, 2010 The Honorable Lary Coppola City of Port Orchard 546 Bay Street Port Orchard, WA 98366-5339 Dear Mayor Coppola Congratulations on your recent award. In establishing financial assistance programs, Congress linked the receipt of Federal funding to compliance with Federal civil rights laws. The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department of Justice is responsible for ensuring that recipients of financial aid from OJP, its component offices and bureaus, the Office on Violence Against Women (OV W), and the Office of Community Oriented Policing Services (COPS) comply with applicable Federal civil rights statutes and regulations. We at OCR are available to help you and your organization meet the civil rights requirements that come with Justice Department funding. Ensuring Access to Federally Assisted Programs As you know, Federal laws prohibit recipients of financial assistance from discriminating on the basis of race, color, national origin, religion, sex, or disability in funded programs or activities, not only in respect to employment practices but also in the delivery of services or benefits. Federal law also prohibits funded programs or activities from discriminating on the basis of age in the delivery of services or benefits. Providing Services to Limited English Proficiency (LEP) Individuals In accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d, recipients of Federal financial assistance must take reasonable steps to provide meaningful access to their programs and activities for persons with limited English proficiency (LEP). For more information on the civil rights responsibilities that recipients have in providing language services to LEP individuals, please see the website at littp://www.lep.gov. Ensuring Equal Treatment for Faith -Based Organizations The Department of Justice has published a regulation specifically pertaining to the funding of faith -based organizations. In general, the regulation, Participation in Justice Department Programs by Religious Organizations; Providing for Equal Treatment of all Justice Department Program Participants, and known as the Equal Treatment Regulation 28 C.F.R. part 38, requires State Administering Agencies to treat these organizations the same as any other applicant or recipient. The regulation prohibits State Administering Agencies from making award or grant administration decisions on the basis of an organization's religious character or affiliation, religious name, or the religious composition of its board of directors. The regulation also prohibits faith -based organizations from using financial assistance from the Deparhnent of Justice to fund inherently religious activities. While faith -based organizations can engage in non -funded inherently religious activities, they must be held separately from the Department of Justice funded program, and customers or beneficiaries cannot be compelled to participate in them. The Equal Treatment Regulation also makes clear that organizations participating in programs funded by the Department of Justice are not permitted to discriminate in the provision of services on the basis of a beneficiary's religion. For more information on the regulation, please see OCR's website at littp://www.ojp.usdoj.gov/ocr/etfbo.litnr. State Administering Agencies and faith -based organizations should also note that the Safe Streets Act, as amended; the Victims of Crime Act, as amended; and the Juvenile Justice and Delinquency Prevention Act, as amended, contain prohibitions against discrimination on the basis of religion in employment. Despite these nondiscrimination provisions, the Justice Department has concluded that the Religious Freedom Restoration Act (RFRA) is reasonably construed, on a case -by -ease basis, to require that its finding agencies pennit faith -based organizations applying for binding under the applicable program statutes both to receive DOJ funds and to continue considering religion when hiring staff, even if the statute that authorizes the funding program generally forbids considering of religion in employment decisions by grantees. Questions about the regulation or the application of RFRA to the statutes that prohibit discrimination in employment may be directed to this Office. Enforcing Civil Rights Laws All recipients of Federal financial assistance, regardless of the particular funding source, the amount of the grant award, or the number of employees in the workforce, are subject to the prohibitions against unlawful discrimination. Accordingly, OCR investigates recipients that are the subject of discrimination complaints from both individuals and groups. In addition, based on regulatory criteria, OCR selects a number of recipients each year for compliance reviews, audits that require recipients to submit data showing that they are providing services equitably to all segments of their service population and that their employment practices meet equal employment opportunity standards. Complying with the Safe Streets Act or Program Requirements fit addition to these general prohibitions, an organization which is a recipient of financial assistance subject to the nondiscrimination provisions of the Omnibus Crime Control and Safe Streets Act (Safe Streets Act) of 1968, 42 U.S.C. § 3789d(c), or other Federal grant program requirements, must meet two additional requirements:(1) complying with Federal regulations pertaining to the development of an Equal Employment Opportunity Plan (EEOP), 28 C.F.R. § 42.301-.308, and (2) submitting to OCR Findings of Discrimination (see 28 C.F.R. §§ 42.205(5) or 31 202(5)). 1) Meeting the ESOP Requirement In accordance with Federal regulations, Assurance No. 6 in the Standard Assurances, COPS Assurance No. 8.D, or certain Federal grant program requirements, your organization must comply with the following EEOP reporting requirements: If your organization has received an award for $500,000 or more and has 50 or more employees (counting both full- and part-time employees but excluding political appointees), then it has to prepare an ESOP and submit it to OCR for review within 60 days from the date of this letter. For assistance in developing an EEOP, please consult OCR's website at http://www.ojp.tisdoj.gov/ocr/eeop.h(nt. You may also request technical assistance from an EEOP specialist at OCR by dialing (202) 616-3208. If your organization received an award between $25,000 and $500,000 and has 50 or more employees, your organization still has to prepare an ESOP, but it does not have to submit the EEOP to OCR for review. Instead, your organization has to maintain the EEOP on file and make it available for review on request. In addition, your organization has to complete Section D of the Certification Fortin and return it to OCR. The Certification Fort can be found at http://www.ojp.usdoj.gov/ocr/ecop.hhn. If your organization received an award for less than $25,000; or if your organization has less than 50 employees, regardless of the amount of the award; or if your organization is a medical institution, educational institution, nonprofit organization or Indian tribe, then your organization is exempt from the EEOP requirement. However, your organization must complete Section A of the Certification Fomt and return it to OCR. The Certification Fortin can be found at http://www.ojp.usdoj.gov/ocr/eeop.hhn. 2) Submitting Findings of Discrimination In the event a Federal or State court or Federal or State administrative agency makes an adverse finding of discrimination against your organization after a due process hearing, on the ground of race, color, religion, national origin, or sex, your organization must submit a copy of the finding to OCR for review. Ensuring the Compliance of Subrecipients If your organization makes subawards to other agencies, you are responsible for assuring that Subrecipients also comply with ail of the applicable Federal civil rights laws, including the requirements pertaining to developing and submitting an EEOP, reporting Findings of Discrimination, and providing language services to LEP persons. State agencies that stake subawards must have in place standard grant assurances and review procedures to demonstrate that they are effectively monitoring the civil rights compliance of subreeipients. If we can assist you in any way in fulfilling your civil rights responsibilities as a recipient of Federal funding, please call OCR at (202) 307- 0690 or visit our website at http://www.ojp.tisdoj.gov/ocr/. Sincerely, A&A--- Michael L. Alston Director cc: Grant Manager Financial Analyst Department of Justice I!, Office of Justice Programs e ( Bureau of Justice Assistance [.RECIPIENT NAME AND ADDRESS (Including Zip Code) City of Port Orchard 546 Bay Stmd Pon Orchard, WA 98366-5339 IA. GRANTEE IRS/VENDOR NO. 916001487 3 PROJECTTITLE Evidence Control and AwomaGon PAGE I OF 5 Grant 4. AWARD NUMBER 2010-DJ-BX-0202 5. PROJECT PERIOD: FROM 10/01/2009 TO 09/30/2013 BUDGET PERIOD: FROM 10/01/2009 TO 0930/2013 6. AWARD DATE 08/10/2010 7.ACTION 8. SUPPLEMENT NUMBER Initial 00 9. PREVIOUS AWARD AMOUNT $0 10. AMOUNT OF THIS AWARD $10,334 11. TOTAL AWARD $ 10,334 12. SPECIAL CONDITIONS THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH ON THE ATTACHED PAGE(M. 13. STATUTORY AUTHORITY FOR GRANT This project is supported tinder FY 10(BJA- JAG) 42 USC 3750, el seq. 15. METHOD OF PAYMENT GPRS AGENCY APPROVAL GRANTEE ACCEPTANCE - 16. TYPED NAME AND TITLE OF APPROVING OFFICIAL 18. TYPED NAME AND TITLE OF AUTI IORIZED GRANTEE OFFICIAL James IL Butch ll Lary Coppola Acting Director Mayor 17. SIGNATURE OF APPROVING OFFICIAL 19. SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL 19A. DATE JA AGENCY USE ONLY 20.ACCOUNTING CLASSIFICATION CODES 21. JDJUGTI263 ' ''. FISCAL FUND BUD. DIV. YEAR CODE ACT. OFC. REG. SUB. POMS AMOUNT X B DJ 80 00 00 10334 OUP FORM 4000/2 (REV. 5-87) PREVIOUS EDITIONS ARE OBSOLETE. DIP FORM 4000/(REV.4 88) Department of Justice r Office of Justice Programs AWARD CONTINUATION r (. Bureau of Justice Assistance SHEET ! PAGE 2 OF 5 t4, ,s Grant PROJECTNUMBF,R 2010-DJ-BX-0202 AWARD DATE 08/10/2010 SPECIAL CONDITIONS L The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of the Office of Justice Programs (OJP) Financial Guide. 2. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is required to submit one pursuant to 28 C.F.R. Section 42.302), that is approved by the Office for Civil Rights, is a violation of its Certified Assurances and may result in suspension or termination of funding, until such time as the recipient is in compliance. 3. The recipient agrees to comply with the organizational audit requirements of OMB Circular A-133, Audits of States, Local Governments, and Non -Profit Organizations, and further understands and agrees that funds may be withheld, or other related requirements may be imposed, if outstanding audit issues (if any) from OMB Circular A-133 audits (and any other audits of OJP grant funds) are not satisfactorily and promptly addressed, as further described in the current edition of the OJP Financial Guide, Chapter 19, 4. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the j express prior written approval of OJP. 5. The recipient must promptly refer to tire DOJ OIG any credible evidence that a principal, employee, agent, contractor, subgrantee, subcontractor, or other person has either 1) submitted a false claim for grant funds under the False Claims Act; or 2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving grant funds. This condition also applies to any subrecipients. Potential fraud, waste, abuse, or misconduct should be reported to the GIG by - mail: Office of the Inspector General U.S. Department of Justice Investigations Division 950 Pennsylvania Avenue, N.W. Room 4706 !, Washington, DC 20530 e-mail: oig.hotline@usdoj.gov hotline: (contact information in English and Spanish): (800) 869-4499 or hotline fax: (202) 616-9881 Additional information is available from the DOJ OIG website at www.tisdoj.gov/oig. 6. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of any contract or subaward to either the Association of Community Organizations for Reform Now (ACORN) or its subsidiaries, without the express prior written approval of OJP. 7. The recipient agrees to comply with any additional requirements that may be imposed during the grant performance period if the agency determines that the recipient is a high -risk grantee. Cf. 28 C.F.R. parts 66, 70. OJP FORM 4000/2 (REV.4-88) Department of Justice Office ofJustice Programs AWARD CONTINUATION Bureau of Justice Assistance SHEET BADE 3 of s GY811t ! PROJECT NUMBER 2010-D1-BX-0202 AWARDDATE 08/10/2010 SPECIAL CONDITIONS 8. To support public safety andjustice information sharing, OJP requires the grantee to use the National Information Exchange Model (NIEM) specifications and guidelines for this particular grant. Grantee shall publish and make !! available without restriction all schemas generated ass result of this grant to the component registry as specified in the guidelines. For more information on compliance with this special condition, visit http://www.iiieiii.gov/iiiipleilientatioiigiiide.plip, 9. To avoid duplicating existing networks or IT systems in any initiatives funded by BJA for law enforcement information sharing systems which involve interstate connectivity between jurisdiction, such systems shall employ, to the extent possible, existing networks as the communication backbone to achieve interstate connectivity, unless the grantee can demonstrate to the satisfaction of BJA that this requirement would not be cost effective or would impair the functionality of an existing or proposed IT system. 10. The grantee agrees to comply with the applicable requirements of 28 C.F.R. Part 38, the Department of Justice regulation governing "Equal Treatment for Faith Based Organizations" (the "Equal Treatment Regulation"), The Equal Treatment Regulation provides in part that Department of Justice grant awards of direct funding may not be used to fund any inherently religious activities, such as worship, religious instruction, or proselytization. Recipients of direct grants may still engage in inherently religions activities, but such activities must be separate in time or place from the Department of Justice funded program, and participation in such activities by individuals receiving services from the grantee or a sub -grantee must be voluntary. The Equal Treatment Regulation also makes clear that organizations participating in programs directly funded by the Department of Justice are not permitted to discriminate in the provision of services on the basis of a beneficiary's religion. Notwithstanding any other special condition of this award, faith - based organizations may, in some circumstances, consider religion as a basis for employment. See littp://www.ojp.gov/aboLit/ocr/eqtial_fbo.litili. 1 I . The recipient acknowledges that all programs funded through submvards, whether at the state or local levels, must conform to the grant program requirements as stated in BJA program guidance. 12. The recipient agrees that any information technology system funded or supported by OR funds will comply with 28 C.F.R. Part 23, Criminal Intelligence Systems Operating Policies, if OR determines this regulation to be applicable. Should OJP determine 28 C.F.R. Part 23 to be applicable, OR may, at its discretion, perform audits of the system, as per the regulation. Should any violation of 28 C.F.R. Part 23 occur, the recipient may be fined as per 42 U.S.C. 3789g(c)-(d). Recipient may not satisfy such a fine with federal funds. 13. The recipient agrees to ensure that the State Information Technology Point of Contact receives written notification regarding any information technology project funded by this grant during the obligation and expenditure period. This is to facilitate communication among local and state governmental entities regarding various information technology projects being conducted with these grant funds. In addition, the recipient agrees to maintain an administrative file documenting the meeting of this requirement. For a list of Stale Information Technology Points of Contact, go to http://www.it.ojl). gov/de fault.aspx?area—pol icyAndPractice& page-1046. 14. Grantee agrees to comply with the requirements of 28 C.F.R. Part 46 and all Office of Justice Programs policies and procedures regarding the protection of human research subjects, including obtainment of Institutional Review Board approval, if appropriate, and subject informed consent. 15. Grantee agrees to comply with all confidentiality requirements of 42 U.S.C. section 3789g and 28 C.F.R. Part 22 that are applicable to collection, use, and revelation of data or information. Grantee further agrees, as a condition of grant approval, to submit a Privacy Certificate that is in accord with requirements of 28 C.F.R. Part 22 and, in particular, section 22.23. OJP FORM 400012 (REV.4-88) Department of Justice {, Office of Justice Programs Bureau of Justice Assistance 4 PRO)ECTNUMBER 2010-DJ-BX-0202 AWARD CONTINUATION SHEET PAGE 4 of 5 Grant AWARD DATE 08/10/2010 SPECIAL CONDITIONS 16. The grantee agrees to assist BJA in complying with the National Environmental Policy Act (NEPA), the National Historic Preservation Act, and other related federal environmental impact analyses requirements in the use of these grant funds, either directly by the grantee or by a subgrantee. Accordingly, the grantee agrees to first detennine if any of the following activities will be funded by the grant, prior to obligating funds for any of these purposes. If it is determined that any of the following activities will be funded by the grant, the grantee agrees to contact BJA. The grantee understands that this special condition applies to its following new activities whether or not they are being specifically funded with these grant funds. That is, as long as the activity is being conducted by the grantee, a subgrantee, or any third party and the activity needs to be undertaken in order to use these grant funds, this special condition must first be met. The activities covered by this special condition are: a. New construction; b. Minor renovation or remodeling of a property located in an environmentally or historically sensitive area, including properties located within a 100-year Flood plain, a wetland, or habitat for endangered species, or a property listed on or eligible for listing on the National Register of Historic Places; c. A renovation, lease, or any proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; d. Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or education environments; and e. Implementation of a program relating to clandestine nrethanrphetamine laboratory operations, including the identification, seizure, or closure of clandestine nrelhanrphetanrine laboratories. The grantee understands and agrees that complying with NEPA may require the preparation of an Environmental Assessment and/or an Environmental Impact Statement, as directed by BJA. The grantee further understands and agrees to tire requirements for implementation of a Mitigation Plan, as detailed at http://www.ojp.tisdoj.gov/BJA/resotirce/nepa.litml, for programs relating to melhamphetamine laboratory operations. Application of This Special Condition to Grantee's Existing Programs or Activities: For any of the grantee's or its subgrantees' existing programs or activities that will be funded by these grant funds, the grantee, upon specific request from BJA, agrees to cooperate with BSA in any preparation by BJA of a national or program environmental assessment of that horded program or activity. 17. The recipient is required to establish a trust fund account. (The trust fund may or may not be an interest -bearing account.) The fund, including any interest, may not be used to pay debts or expenses incurred by other activities beyond the scope of the Edward Byme Memorial Justice Assistance Grant Program (JAG). The recipient also agrees to obligate and expend the grant finds in the mist fund (including any interest earned) during the period of the grant. Grant funds (including any interest earned) not expended by the end of the grant period must be returned to the Bureau of Justice Assistance no later than 90 days after lire end of the grant period, along with the final submission of the Federal Financial Report (SF-425). 18. The recipient agrees that funds received under this award will not be used to supplant State or local funds, but will be used to increase the amounts of such funds that would, in the absence of Federal funds, be made available for law enforcement activities. DIP FORM 4000/2 (REV. 4-88) Department of Justice Office of Justice Programs AWARD CONTINUATION yjs f9 S � Bureau of Justice Assistance SHEET PAGE s of s Grant PROJECTNUMBER 2010 DO-BX-0202 AWARDDATE 08/10/2010 SPECIAL CONDITIONS 19. Award recipients must submit quarterly a Federal Financial Report (SF-425) and annual performance reports through GMS (https://grants.ojp.usdoj.gov). Consistent with the Department's responsibilities under the Government Perfomrance and Results Act (GPRA), P.L. 103-62, applicants who receive funding under this solicitation must provide data that measure the results of their work. Therefore, quarterly performance metrics reports must be submitted through BJA's Performance Measurement Tool (PMT) website (www.bjaperformancctools.org). For more detailed infomration on reporting and other JAG requirements, refer to the JAG reporting requirements webpage. Failure to submit required JAG reports by established deadlines may result in the freezing of grant funds and future High Risk designation. 20. Award recipients must verify Point of Contact(POC), Financial Point of Contact (FPOC), and Authorized Representative contact information in GMS, including telephone number and a -mail address. If any information is incorrect or has changed, a Grant Adjustment Notice (GAN) must be submitted via the Grams Management System (GMS) to document changes. 21. The grantee agrees that within 120 days of award acceptance, each member of a law enforcement task force funded with these funds who is a task force commander, agency executive, task force officer, or other task force member of equivalent rank, will complete required online (intemet-based) task force training. The training is provided free ofI, charge online through BJA's Center for Task Force Integrity and Leadership (www.ctFli.org). All current and new task force members are required to complete this training once during the life of the award, or once every four years if multiple awards include this requirement. This training addresses task force effectiveness as well as other key issues including privacy and civil liberties/rights, task force performance measurement, personnel selection, and task force oversight and accountability. Additional infonnation is available regarding this required training and access methods via BJA's web site and the Center for Task Force Integrity and Leadership (www.cu i.org). OOP FORM 4000/2 (REV. 4-88) Department of Justice o Office of Justice Programs �e :, ,,.. Bureau ofJuslice Assistance 11'nshinglan, D.C. 20531 Memorandum To: Official Grant File From: Orbin Terry, NEPA Coordinator Subject: Incorporates NEPA Compliance in Further Developmental Stages for City of Port Orchard The Edward Byrne Memorial Justice Assistance Grant Program (JAG) allows states and local governments to support a broad range of activities to prevent and control crime and to improve the criminal justice system, some of which could have environmental impacts. All recipients of JAG funding must assist BJA in complying with NEPA and other related federal environmental impact analyses requirements in the use of grant funds, whether the funds arc used directly by the grantee or by a subgrantee or third party. Accordingly, prior to obligating funds for any of the specified activities, the grantee must first determine if any of the specified activities will be funded by the grant. The specified activities requiring environmental analysis are: a. New construction; b. Any renovation or remodeling of a property located in an environmentally or historically sensitive area, including properties located within a 100-year flood plain, a wetland, or habitat for endangered species, or a property listed on or eligible for listing on the National Register of Historic Places; c. A renovation, lease, or any proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; d. Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or education environments; and e. Implementation of a program relating to clandestine methamphetamine laboratory operations, including the identification, seizure, or closure of clandestine methamphetamine laboratories. Complying with NEPA may require the preparation of an Environmental Assessment and/or an Environmental Impact Statement, as directed by BJA. Further, for programs relating to nethamphetamine laboratory operations, the preparation of a detailed Mitigation Plan will be required. For more information about Mitigation Plan requirements, please see http://www.ojp.tisdoj.govBJA/resource/nepa.htiiil. Please be sure to carefully review the grant conditions on your award document, as it may contain more specific information about environmental compliance. Department of Justice GRANT MANAGER'S MEMORANDUM, PT. I: ' t Office onustice Programs PROJECT SUMMARY ° Bureau of Justice Assistance Tl Grant PROJECTNUMBER ' 2010-DJ-13X-0202 PAGE I OF I This project is supported under FY 10 (BJA - JAG) 42 USC 3750, et seq. I. STA PF CONTACT (Nance & telephone number) 2. PROJECT DIRECTOR (Name, address & telephone number) Jeffrey S. Felten -Green Alan Townsend (202) 514-8874 Chicf of Policc 546 Bay Street Pon Orchard, WA 98366-5339 (360)876-1700i Jr. TITLE OF THE PROGRAM 3b, POMS CODE (SEE INSTRUCTIONS ON REVERSE) FY 2010 Justice Assistance Grant Program 4. TITLE OF PROJECT Evidence Control and Automation 5. NAME & ADDRESS OF GRANTEE 6. NAME & ADRESS OF SUBGRANTEE '. City of Port Orchard 546 Bay Street Port Orchard, WA 98366-5339 7. PROGRAM PERIOD 8. BUDGET PERIOD FROM: 10/01/2009 TO: 09/30/2013 FROM: 10,01/2009 TO: 09/30/2013 9. AMOUNT OF AWARD 10. DATE OF AWARD S 10,334 08/HV2010 11. SECOND YEAR'S BUDGET 12. SECOND YEAR'S 13UDGET AMOUNT 13. THIRD YEAR'S BUDGET PERIOD 14. THIRD YEAR'S BUDGET AMOUNT 15. SUMMARY DESCRIPTION OF PROJECT (See instruction ou reverse) The Edward Byme Memorial Justice Assistance Grant Program (JAG) allows states and units of local govcmnncnt, including tribes, to support a broad range of activities to prevent and control crime based on their own state and local needs and conditions. Grant funds can be used for state and local initiatives, technical assistance, training, personnel, equipment, supplies, contractual supper, and infomtation systems for criminaljustice, including for any one or more oftl,c following purpose areas: 1) law enforcement programs; 2) prosecution and coup programs; 3) prevention and education programs; 4) corrections and community corrections progronrs; 5) dmg treatment and enforcement programs; 6) planning, evaluation, and technology improvement programs; and 7) crime victim and witness programs (other than compensation). The city airport Orchard will use FY 2010 JAG funds to purchase evidence management software and equipment to improve efficiency, accuracy, and tracking of evidence within the department. Additional costs include setup, maintenance, and training. NCA(NCF OJP FORM 4000/2 (REV.4-88) Agenda Item No. Subject City of Port Orchard 216 Prospect Street, Port Orchard, WA 98366 (36o) 876-4407 0 FAX (36o) 895-9029 Agenda Staff Report Business Item 7E Approval of Change Order No. 11 to Contract No. 002-05, Regarding the Tremont Widening Project with Berger/Abam Engineers, Inc. Meeting Date: October 26, 2010 Prepared by: Mark Dorsey, P.E. Public Works Director Atty Routing No: Atty Review Date: NA NA Summarv: The Plans, Specifications & Estimate (PS&E) for the Tremont Street Widening Project is currently at approximately 95% completion. Utility coordination with PSE/Potelco, Qwest, Cascade Natural Gas and Wave Broadband Cable has recently been completed as well. Changes/corrections/modifications from the ExcelTech Constructability Review of the PS&E are being incorporated within the utility coordination modifications. At this point, while right- of-way acquisition is still the primary focus of the project, submittal of the revised 95% PS&E to the Washington State Department of Transportation (WSDOT) for Local Program's (LP) review and approval is on the critical path to "Shovel Ready" status. In order for WSDOT and Berger/Abam to have adequate time and budget to complete this review and approval process, Supplement No. 11 proposes to add contract time and existing budget carry-over into 2011. The proposed Supplement to the Berger/Abam contract (Supplement No. 11) is for a time extension only to allow for WSDOT review and approval to occur in 2011. Recommendation: Staff recommends approving Change Order No. 11 to Contract No. 002-05, with Berger/Abam Engineers, Inc. for the Tremont Widening Project, thereby extending the contract completion date from December 31, 2010 to June 30, 2011. Motion for consideration: I move to approve Change Order No. 11 to Contract No. 002-05, with Berger/Abam Engineers, Inc. for the Tremont Widening Project, thereby extending the contract completion date from December 31, 2010 to June 30, 2011. Fiscal Impact: None (budget carry-over from 2010 to 2011 within Arterial Streets). Alternatives: None. Attachments: Supplemental Agreement No. 11 Change Order No. 11 Adak I�VAwAilkigionStaft li D of ThampoHatlon $u lemental A reement pp g Organization and Address BERGER/ABAM Engineers, Inc. Number 11 33301 Ninth Avenue South, Suite 300 Federal Way, WA 98003 Original Agreement Number STPUS-6601 (004) Phone: 206-431-2300 Project Number Execution Date Completion Date 1 8/20/2005 6/30/2010 Project Title New Maximum Amount Payable Tremont Widening/SR 16 to Port Orchard Blvd. $ 966,362.00 Description of Work The supplement is for an extension of time to complete design of this project. The Local Agency of City of Port Orchard desires to supplement the agreement entered into with BERGER/ABAM Engineers, Inc. and executed on 8/20/2005 and identified as Agreement No. STPUS-6601 (004) All provisions in the basic agreement remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows: Section 1, SCOPE OF WORK, is hereby changed to read: Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of calendar days for completion of the work to read: Completion date is revised to Time, 30, 901 1 Section V, PAYMENT, shall be amended as follows: as set forth in the attached Exhibit A, and by this reference made a part of this supplement. If you concur with this supplement and agree to the changes as stated above, please sign in the appropriate spaces below and return to this office for final action. Consultant Signature DOT Form 140-063 EF Revised 9/2005 Approving Authority Signature Date TO/15/2010 4:27 PM Authorization for Change Order #11 Date: October 26, 2010 Contractor: Berger/Abam Engineers, Inc. Project: Tremont Street Widening Contract / Job # STPUS-6610 (004) Brief Description of Change Order work (Documentation to be attached): Time extension only to June 30, 2011 on PS&E to allow for WSDOT Local Programs review and approval in order for "shovel ready" status within 2011 (includes budget carry-over to 2011.) Original Contract $455,000.00 10-Aug-05 Council Change Order 1 $47,800.00 23-May-06 Council Change Order 2 $58,900.00 16-Jan-07 Council Change Order 3 $40,833.00 26-Mar-07 Council Change Order 4 $10,000.00 07-Jan-08 Council Change Order 5 $55,013.00 14-May-08 Council Change Order 6 $15,000.00 07-Jul-08 Council Change Order 7 $55,579.00 07-Jul-08 Council Change Order 8 $0.00 26-May-09 Council Change Order 9 Change Order 10 Change Order 11 $228,237.00 $0.00 $0.00 09-Jun-09 Council 22-Jun-10 Council 26-0ct-10 Council Total Contract $966,362.00 I have reviewed the Change Order information above and certify that to the best of my knowledge descriptions and costs are true and accurate. Submitted by: Title: Change Orders over $1,000 up to $15,000 are to be approved by the Mayor. Approved: Attest: Change Orders over $15,000 (per project) require Council action, Public Works Director/City Engineer Mayor City Clerk Council Approval Date Page 1 of 1 Common/CITY OF PORT ORCHARD change order City of Port Orchard 216 Prospect Street, Port Orchard, WA 98366 (36o) 876-4407 • FAX (36o) 895-9029 Agenda Staff Report Agenda Item No. Business Item 7F Meeting Date: Subject: Approval of Supplemental No. 5, Prepared by: Authorizing the Mayor to Execute Local Agency Agreement for the Bay Atty Routing No: Street Seawall Project with Atty Review Date: Washington State Department of Transportation October 26, 2010 Mark R. Dorsey, P.E. Public Works Director NA Summary: In February of 2002, the City entered into a Local Agency Agreement with the Washington State Department of Transportation for the Bay Street Seawall Project with design money. The project included construction of a jersey style barrier with anchors placed under the roadway. The majority of the construction was completed before the 4u, of July this year. After a site visit from the Washington State Department of Transportation (WSDOT) in mid July, it was noted that a guardrail needed to be placed at the east end of the project to protect motorists as well as the wall. Since the City has completed design, it has come to our attention that we have some federal money remaining in this portion of the project, almost $30,000. This Local Agency Agreement Supplement moves the remaining $12,700 of the federal funding in the design to construction and removes the match the City previously obligated in design. This funding will complete the necessary funding for project completion and allow the City to begin closing out this project with WSDOT. Recommendation: Staff recommends that the City Council authorize the Mayor to sign Local Agency Agreement Supplement 5 for the Bay Street Seawall Project. Motion for consideration: I move to approve Supplemental No. 5, and authorize the Mayor to execute Local Agency Agreement for the Bay Street Seawall Project with the Department of Transportation. Fiscal Impact: None. This is federally funded and budgeted in the 2010 Public Works Budget. Alternatives: Council has the option to refuse to authorize the Mayor to sign Local Agency Agreement Supplement No. 5. However, this is not Staffs recommendation. Attachments: Local Agency Agreement Supplement No. 5 Ad 7/! Dat WAMPOTWhm Local Agency Agreement Supplement Agency Supplement Number City of Port Orchard 5 Federal Aid Project Number Agreement Number CFDA No. 20.205 STPUS - 6601 001 LA 5253(Catalog of Federal Domestic Assistance The Local Agency desires to supplement the agreement entered into and executed on February 27, 2002 All provisions in the basic agreement remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows: Project Description Name Bay Street Seawall Length 170 Feet Termini 1800 Block Bay Street Description of Work ® No Change Reason for Supplement Obligate funding to finish construction. Does this change require additional Right of Way or Easements? ❑ Yes ® No Type of Work Estimate of Funding (1) Previous A reemenUSu I. (2) Supplement (3) Estimated Total Project Funds (4) Estimated Agency Funds (5) Estimated Federal Funds PE a.Agency 10,287.00 -4,508.00 5,779.00 780.00 4,999.00 86.5 % b. Other 179,713.00 -23,975.00 155,738.00 21,025.00 134 713.00 c. Other Federal Aid Participationd. State 2,000.00 -1,448.00 552.00 74.00 478.00 Ratio for PE e. Total PE Cost Estimate a+b+c+d 192 000.00 -29 931.00 162,069.00 1 21,879.00 140,190.00 Right of Way f. Agency Federal Aid h. Other Participation Ratio for RW i. Stale '. Total RNV Cost Estimate f+ +h+i Construction k. Contract I. Other m. Other 13396.00 -13,396.00 0.00 n. Other 86.5 % o.Agency 120 623.00 29,931.00 150,554.00 20,325.00 130,229.00 Federal Aid Participation o, State 5,828.00 -3,828.00 2,000.00 2,000.00 0.00 Ratio for CN . Total CN Cost Estimate k+l+m+n+o+ 139 847.00 12 707.00 152 554.00 22 325.00 130 229.00 r. Total Project Cost Estimate a++ The Local Agency further stipulates that pursuant to said Title 23, regulations and policies and procedures, and as a condition to payment of the Federal funds obligated, it accepts and will comply with the applicable provisions. Agency Official Washington State Department of Transportation By Title DOT Form 140-041 EF Revised 112007 By Director of Highways and Local Programs Date Executed City of Port Orchard 216 Prospect Street, Port Orchard, WA 98366 (36o) 876-4407 0 FAX (360) 895-9029 Agenda Staff Report Agenda Item No. Business Item 7G Meeting Date: Subject: Discussion: Kitsap 9-11 Memorial Prepared by: Atty Routing No: Atty Review Date: October 26, 2010 Public Property Committee, at their October 12, 2010, meeting directed that this item be placed on the agenda for further discussion by the Council.