About UC Davis Medical Center Parking - UC Davis Health



ATTACHMENT A TO PURCHASING AGREEMENT #______STATEMENT OF WORK This Statement of Work # __ (“SOW”) is issued pursuant to Purchasing Agreement #_______ dated _______________, 20__ between UC and Supplier (“Agreement”). It is the intent of this document to describe the minimum administrative and project implementation requirements expected from each Proposer that the UC Davis Health System has deemed necessary for the successful installation and operations of the new multi-space pay stations.About UC Davis Medical Center ParkingThe Parking and Transportation Services department (hereafter also referred to as “Parking,” “Parking Services” or “PATS”), Sacramento is located at:4800 2nd Avenue Suite 1100Sacramento, CA 95817Parking Services manages a number of paid parking lots, serviced by eight (8) multi-space pay stations:Patient Zone – Hourly Parking - $2 for the first hour $1 per ? hour thereafter Daily Max 3 hours.Lot 8 (19 hourly parking stalls, 2 handicap) Located on the NW side of campus, requires one (1) machines credit card only. Solar power required.Lot 1 (39 hourly parking stalls, 21 handicap) Located on the NW side of campus requires one (1) machines credit card and cash. Solar power required.Lot 3 (78 hourly parking stalls, 14 handicap) Located at main hospital entrance, requires two (2) machines credit card and cash East and West side. Solar power required.Employee Zone – Daily Parking - $6 per day flat till midnightLot 18 (595 stalls) Located on the NE side of campus, requires one (1) machines credit card only. AC power.Lot 14 (391 stalls) Located on the SW side of campus requires one (1) machines credit card and cash. AC power.Lot 16 (451 stalls) Located on the SW side of campus requires one (1) machines credit card only. AC power.Lot 25 (151 stalls, 4 handicap). Located on the SE side of campus requires one (1) machines credit card only. AC power.Project ScopeVendor shall furnish and install a complete, multispace pay station solution for off-street parking locations at UC Davis Medical Center(“UCDMC”). Specifically, the solution shall replace the existing T2 Systems (formerly Digital Payment Technologies) SHELBY units and IRIS web-based management or back office (“MMS”) system, as detailed herein.The furnished multispace pay station solution is expected to be a combination of equipment, subsystems, and supporting infrastructure consistent with industry standards that allows the Parking Services department to control, automate, manage; and to accurately calculate, collect, track, and report revenues for; parking within multiple on-site facilities.The supplied PARCS is expected to meet the following objectives:Capable of operating 24/7.Integrated, fast (under 5 seconds authorization), PCI Compliant, EMV-ready, credit card functionality at payment locations.Fully support both “Pay and Display” and “Pay by Plate” modes of operation, and be integratable with 3rd party license plate (LPR) recognition based enforcement systems.Be compatible with 3rd party “Pay by Phone” solutions.Web-based management or back office (“MMS”) system with robust reporting capabilities, including customizable reports and queries, and real-time system monitoring.Changes From Current SystemLargely, the Supplier is expected to provide a system that replaces like-for-like and/or enhances and expands the system that is being replaced, however the following notable changes are expected:No Multi-space pay stations will accept coins.Units in Lot 8, 16, 18 and 25 will no longer accept cash.Expected Equipment Required, By LocationThe vendor is expected to supply and install all equipment necessary. Exceptions to the list below should be noted and explained, including how the alteration provides equivalent or superior functionality.LocationZoneCredit CardCashSolarLot 1PatientYYYLot 3, East SidePatientYYYLot 3, West SidePatientYYYLot 8PatientY-YLot 14EmployeeYY-Lot 16EmployeeY--Lot 18EmployeeY--Lot 25EmployeeY--ImplementationDelivery, Storage, HandlingVendor/Supplier shall assume care, custody and control of all multi-space pay station equipment and components.Vendor/Supplier shall replace materials damaged during shipping or while in storage at no cost to UC Davis Medical Center.Vendor/Supplier shall store equipment in original containers in clean, dry location secured by the multi-space pay station Vendor.InstallationSupplier shall be responsible for all aspects of installation, including: project management, subcontracting and management of other skilled trades (e.g. electrical), unless otherwise specified.All mounting hardware for all components shall be provided by the Vendor.Multi-space pay stations shall be installed by a manufacturer certified dealer only, who shall coordinate all work with other Suppliers and trades.All Multi-space pay stations shall be installed on existing concrete pads, and will be installed to meet ADA compliance.The solution shall include all software necessary for system configuration.The solution shall be turned on and adjusted to meet specification requirements and on-site conditions.The solution shall be programmed to function as specified.Any special programming required shall be documented, printed and made available to UCDMC Parking Services.Vendor shall be responsible to provide an on-site manufacturer representative, to assist with the initial programming and installation. Removal of Old EquipmentVendor shall be responsible for removal of old equipment where specified.Vendor shall be responsible for transportation of old equipment to a storage location specified by Parking Services within 5 miles of the removal site.All exposed conduit openings, and remaining structure, protruding bolts or mounting hardware should be removed, capped, enclosed, painted or otherwise finished cleanly, such that the finished result may not pose any kind of safety hazard.Testing and AcceptanceThe solution shall be completely tested to assure that the multi-space pay stations, Internet connectivity, and MMS are in correct working order.Vendor shall provide testing procedures, including test scripts, for all functions that are performed by the system, for all testing phasesTest scripts shall be provided to UC Davis Medical Center within five days after Notice to Proceed.At a minimum, testing phases shall include the following:Factory acceptance testPay Station acceptance testSite (facility) acceptance testOperational (system-wide) demonstration testThe multi-space pay stations shall be tested in presence of owner's representative.Project ManagementVendor shall meet with representatives of UCDMC within two days of Notice to Proceed to verify all details of the installation.Vendor shall finalize project schedule within 15 days of Notice to Proceed, which shall be subject to UCDMC approval.Vendor shall be responsible to oversee installation of the new solution, including:Coordinate the multi-space pay stations installation with UCDMC processes.Evaluate constraints/conflicts and for advance action planning to address specific issues, resolving issues with stakeholders as needed. Schedule meetings as needed.Review plans and specs to make sure all contractual and system requirements are met.Inspect all work to ensure it complies with all applicable codes and standards, including ADA.Inspect installation for quality assurance and ensure project milestones are being met.Provide regular updates to Parking Services.DocumentationVendor shall submit the following documentation to UCDMC:Installation diagrams, details and templates for setting mounted equipmentTemplates and cast-in inserts to anchor freestanding equipment to curbs and basesElectrical wiring diagrams and detailsElectrical installation requirementsElectrical power requirementsInterface file specifications, APIs, and all software documentation necessary for third parties to share data with the solution.Vendor shall provide a summary of its disaster recovery plans, describing how the system and support are designed to assure business continuity in the face of various scenarios, including power loss, communication failure, hardware malfunction, software defects, and other points of failure. The summary should include requirements for spares and expectations of UCDMC staff to handle any situation.Vendor shall provide the following manuals prior to installation:Multi-space pay station user manuals (manual should cover cash collection, batch processing, reconsilliation, auditing, configuration, etc.)Multi-space pay station maintenance/repair manualsWeb-based management or back office (“MMS”) system manualsAudit manualCredit/debit card processing manual, includingA flowchart of the entire credit/debit card payment process from the time the card is presented for payment to the time the funds are deposited in a UC Davis Medical Center accountA List of all subSuppliers involved in each step (e.g., communications providers)A list of all other third-party equipment, services, and softwareThe authorization procedure during loss of communication (“offline”)Reporting manual, describing all the reports currently in the system, and how the report generation system can be adapted to enhance existing reports or create new reportsVendor shall provide a full sample set of standard and custom reports 2 weeks prior to installation, for Parking Services to review and approvePreventive Maintenance schedules and procedures: the Supplier shall submit a recommended schedule and task list of preventive maintenance services for the Multi-space pay station equipment. The preventive maintenance schedule will include maintenance services such as cleaning reader heads, lubricating moving parts, and other functions as required to assure basic unit operations.Maintenance log template for all preventive maintenance and repair work performed under warranty.All user documentation shall be provided with Microsoft Word versions, so that Parking Services can edit them to incorporate the department’s specific operations/procedures and generate user-specific reference documents.TrainingThe vendor shall develop and implement a comprehensive training program for Parking Services personnel.Training shall be conducted on-site in Sacramento, California at a location to be determined by the UC Davis Medical Center.The proposed curriculum shall be designed so that each group of trainees shall be trained in full repertoire of system commands that they may have to use in the course of performing their designated functions. Training shall be accomplished through use of hands-on operation of equipment and any materials necessary to perform each job. Each trainee shall be provided with a complete set of training materials (including checklists) and operating manuals during training sessions which the trainees will be able to retain at completion of training. The Vendor’s training program shall provide complete coverage, at minimum, of the following topics:Parking Technicians (maintenance and repair)—At conclusion of this training, Parking Services staff, at minimum, shall be able to performMinor maintenance (i.e., resets, manual programming, cleaning, inspection, exchange of user-replaceable parts, replenishments of paper, etc.) Understand error codesResolve common problemsRevenue Collectors—At conclusion of this training, Parking Services staff, at minimum, shall be able to easily complete the following tasks:Collection and/or replenishment of multi-space pay stations.Financial and Administration Training—At conclusion of this training, Parking Services staff, at minimum, shall be able to easily complete the following tasks:Download and create financial reportsNavigate and troubleshoot system diagnosticsSet configuration parametersMonitor overall performanceSupervisors—At conclusion of this training, Parking Services supervisors, at minimum, shall be able to easily complete the following tasks:Perform all supervisory functionsKey Tasks and Activities, Deliverables and Completion TimeframeSupplier is responsible to order all equipment, software, and supplies; and for making all necessary arrangements required in order to complete installation as quickly as possible. The project is deemed complate when UCDMC acknowledges that the solution is fully operational, and that all work has been completed with no remaining details.Supplier ObligationsTaskActivitiesDeliverablesCompletion Date or Timeframe1Verify project detailsVerify project detailsMeet with Parking ServicesWithin 7 days of Notice to Proceed2Finalize project scheduleWork with Parking Services to create and agree upon project and installation schedule based on availability of parts and resources, and any known constraints.Provide finalized project schedule to Parking ServicesWithin 15 days of Notice to Proceed3Order all hardware, software, licenses, supplies, etc.Place orders for all equipment and suppliesProvide detailed list of items ordered and estimated delivery dates. Within 21 days of Notice to Proceed4Order all credit card processing related accountsEnsure that all accounts are ordered.Provide requirements to Parking Services and/or place order and provide information.Within 21 days of Notice to Proceed5Provide installation detailsProvide all physical installation cut sheets, electrical diagrams, etc as detailed in Documentation section of SOW, items 1a-1e.Supply all requirements (drawings/cut-sheet) via email. Meet with UCDMC if required.Within 21 days of Notice to Proceed6Perform InstallationRemove old units; install, configure and test new units.Provide overview of work performed.According to finalized project schedule7Training and SupportTrain on all aspects of the system, and provide support.Provide manuals, guides and training materials. Perform on-site training.According to finalized project schedule8Cleanup and on-site supportComplete any additional features or outstanding installation details, clean-up, remove remaining hardware.Installation is complete and fully operational; no remaining details. Address any objections by Parking Services.According to finalized project schedule9UCDMC Sign-offPhase 1 complete.UCDMC expected to sign-off on completion of Phase 1Immediately following end of cleanup and on-site support window.Standards & RequirementsThe installation of the proposed solution shall conform to the following referenced codes, regulations, and standards as applicable:Vendor and all third-party subSuppliers must be DIR listed and pay prevailing wages.All Federal, State, and Local laws, regulations and codes.ISO 9001 quality assurance pliant with all ADA requirements.National Electrical Code (NEC).Newest Payment Application Data Security Standard (PA DSS) effective at the time of implementation.University of California Appendix – Data Security and PrivacyWarrantyGeneral: Supplier shall warrant equipment and installation (100% parts and labor) for period of two years from date of final installation and acceptance by UCDMC. System shall be serviced against any and all malfunctions due to manufacturing or installation defects at no cost to UCDMC during warranty period. Software support shall be provided during warranty period.Warranty Period: Warranty period shall begin after Supplier has demonstrated satisfactory performance of completed system and UCDMC has signed a Certificate of Acceptance.Warranty shall include the following terms:Supplier shall provide support, parts and labor to repair all hardware and software faults, regardless of whether vendor or third party OEM supplier is still supporting that version/product generally.Supplier shall provide over the phone technical support for basic troubleshooting and assistance.Supplier shall maintain a local supply of spare parts and fully-qualified maintenance technician(s) sufficient to solve most (95%) problems in one visit.In the event that a problem cannot be solved in one visit (e.g. parts must be special ordered), Supplier shall guarantee resolution of any problem within 10 days of the call for service request.During installation, and continuing for 30 days following completion, Supplier will provide qualified maintenance technician(s) on site within 4 hours of the call for service request.Technicians will be fully equipped to solve most (95%) problems in one visit.After the 30 days and continuing through remaining warranty period, Supplier will provide qualified maintenance technician(s) on site within 4 hours of the call for service request.Technicians will be fully equipped to solve most (95%) problems in one visit.Supplier shall repair or replace all defective or damaged items delivered under contract by end of calendar day the following day on which notice was given by UCDMC or its agent. Supplier may elect to have any replaced item returned to manufacturer at no additional expense to UCDMC. If Supplier is not available, UCDMC may initiate repairs. Supplier shall then reimburse UCDMC for parts necessary to correct deficiencies as defined within warranty clause and time.Items or equipment requiring 3 repairs within a 1 year timeframe shall be considered defective and will be replaced at no cost to UCDMC.UCDMC shall receive expedited priority service and free shipping of parts. Critical parts shall be serviced on an exchange or loaner basis to minimize downtime. Parts removed from on-site spare parts inventory shall be replaced as soon as practicable after use.Non-critical software support (other than repairs due to malfunction of software) including but not limited to questions, clarification, training, etc. shall be provided 7 am to 6 pm Pacific Standard Time (PST) zone, seven days per week. Guaranteed response time for requests for support during this period shall be within 30 minutes.Additional fees shall not be charged for repair/correction of software functions required by specifications, even if undiscovered during testing, commissioning or warranty period, including report formatting and data recovery or fixing resulting from software deficiencies.Supplier shall keep a log of all maintenance, preventive maintenance and repair work performed under warranty. The log should be in a UCDMC approved format and shall be available for inspection by the UCDMC at any time. The Maintenance Log should be kept on a component-by-component basis with separate sections or volumes as appropriate for each component. The log should itemize the history of preventive and emergency maintenance activities, stating the character, duration, cause, and cure of all malfunctions along with the individual who completed the repair. Additionally, the log will record all hardware and software updates.All commercially-released software updates, patches and upgrades applicable to this system shall be installed at no additional cost.During the warranty period, software shall be modified to meet statutory, legal, and/or regulatory compliance at no additional cost, and without need to replace hardware to be compliant with same, including but not limited to change in sales and/or use taxes such as parking-specific tax, PCI/CISP compliance, etc.Parts and labor for non-covered consumable supplies/stock items shall be offered at competitive rates. Prices shall not exceed three percent (3%) increase from one year term to another, beyond prices listed in Attachment 5 - Multispace Price Sheet.Supplier shall provide any additional warranty terms for the scope of this project.Service and Maintenance AgreementVendor shall provide a separately priced option for a series of one (1) year maintenance and service contracts renewable upon completion of Warranty for a period up to ten (10) years. If UCDMC ops to renew, UCDMC shall pay Supplier annual renewal fees based upon Suppliers rates for renewal; provided that Supplier may not increase the Support and Maintenance Service Fee more than the lesser of CPI-All Index or three percent (3%) from one year term to another; and provided further that the maintenance and service contract fees shall, at all times, be equal to or less than the lowest rate charged for such maintenance and services to any of Supplier’s other customers. The costs of the Maintenance and Service Contract shall be broken-out by maintenance service function. Pricing shall stipulate hourly labor rates for agreed upon services based upon maintenance service function. Labor rates shall include separate hourly rates for travel time to and from site. Emergency Maintenance: Emergency maintenance is classified as support that is necessary to remedy system failures that prevent basic operations of the multi-meter system. Emergency maintenance shall be supported by an on-call support team. Response time should be within one hour and on site within twenty-four hours if needed.Maintenance Log: The Maintenance Service Supplier shall maintain a Maintenance Log of all Preventive and Emergency Maintenance services performed during the Maintenance Service Contract. The log should be in a UCDMC approved format and shall be available for inspection by the UCDMC at any time. The Maintenance Log should be kept on a component-by-component basis with separate sections or volumes as appropriate for each component. The log should itemize the history of preventive and emergency maintenance activities, stating the character, duration, cause, and cure of all malfunctions along with the individual who completed the repair. Additionally, the log will record all hardware and software updates.A report of activity, including devices accessed and services performed shall be provided electronically to Parking Services within 24 hours of each occurance.Upgrades to hardware and software shall be offered at competitive rates, including upgrades in currency acceptance/issuance devices required by changes in currency design by US Government.Any additional system training and support for new hires by UCDMC shall be offered at competitive rates during term of maintenance contract.Professional Services (including on-site/web based/remote site training, additional/custom report formatting, modifications/ changes/ reprogramming of specified system functions after warranty period), and excluded malfunctions (from acts of God, vandalism, misuse, electrical power surges, power failure), shall be offered at competitive rates.During the extended maintenance contract periods, fully-qualified maintenance technician shall be on-site within twenty-four hours of service request (Saturdays, Sundays and federal holidays excluded).Liquidated DamagesDelayIf Supplier fails to complete the Work within the Contract Time, Supplier shall pay to UCDMC, as liquidated damages and not as a penalty, the sum of $100.00 per day for each day after the expiration of the Contract Time that the Work remains incomplete. University and Supplier agree that if the Work is not completed within the Contract Time, UCDMC's damages would be extremely difficult or impracticable to determine and that the aforesaid amounts are reasonable estimates of and reasonable sums for such damages. UCDMC may deduct any liquidated damages due from Supplier from any amounts otherwise due to Supplier under the Contract Documents. This provision shall not limit any right or remedy of University in the event of any other default of Supplier other than failing to complete the Work within the Contract Time.Service Guarantee creditsUCDMC shall receive a Service Gurantee credit of $100 per day, per Component that remains functionally out of service, as reasonably determined by UCDMC and agreed upon the Supplier, for more than 10 days beyond the initial call for sevice request by UCDMC. Service Guarantee Credits will be deducted from the monthly licensing and processing fees. “Component” shall be defined as any primary functional aspect of the multi-space pay station (including but not limited to bill acceptors, bill stacker/recyclers, displays, keypads, modems, card readers, etc.) or downtime of the MMS.Key PersonnelSupplier’s Account Manager is listed below, is subject to UCDMC approval, and has overall responsibility for managing the UCDMC/Supplier relationship: NamePhoneEmailAddressSubcontractors authorized to render Services under this SOW: Name of SubcontractorServices the Subcontractor will performSupplier’s Account Management Team is:Name/TitlePhoneEmailAddressName/TitlePhoneEmailAddressName/TitlePhoneEmailAddressName/TitlePhoneEmailAddressUCDMC’S Project Manager, responsible for acceptance/rejection of project results/deliverables, is: NamePeter TiberiniPhone916.734.5958Emailptiberini@ucdavis.eduAddress4800 2nd Ave Suite 1100Sacramento, CA 95817This Statement of Work is signed below by the parties’ duly authorized representatives. THE UNIVERSITY OF CALIFORNIA DAVIS[SUPPLIER NAME]HEALTH SYSTEM ____________________________________________________________________(Signature)(Signature)________________________________ ____________________________________(Printed Name, Title)(Printed Name, Title)________________________________ ____________________________________(Date)(Date ................
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