Request for Proposals (RFP)


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Rev. 4/2/15; Law No.14-IT-009 SC Purchasing RFP No. 15008 Addendum Issue Date: 5/8/15 Commodity Code 918 75 RFP for TPVA Customer Flow Management System

ADDENDUM No. FOUR Request for Proposals (RFP) No. 15008 Suffolk County Purchasing Division on behalf the Suffolk County Traffic and Parking Violation Agency (TPVA) with the Department of Information Technology is Seeking Proposals for a Customer Flow Management System within the Suffolk County Traffic and Parking Violations Agency

Purpose of Addendum Questions and Answers from the Proposer’s Conference

Proposals must be submitted no later than 3:30 p.m. on May 11, 2015 Proposals must be returned to the Suffolk County Purchasing Office

Name: Thomas Malanga Title: Principal Contracts Examiner Suffolk County Purchasing Office 335 Yaphank Avenue, Yaphank, NY 11980

Tel. Fax:

(631) 852-5196 (631) 852-5221

Email: [email protected]

Response Package Requirements Proposers should refer to the Response Package Requirements as listed on Page 1 of the RFP.

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Rev. 4/2/15; Law No.14-IT-009 SC Purchasing RFP No. 15008 Addendum Issue Date: 5/8/15 Commodity Code 918 75 RFP for TPVA Customer Flow Management System A.

Extension of Deadline for Submission of Proposals

QUESTION 1:

What is the Agency’s flow in admitting individuals?

ANSWER 1: Motorists enter the building, go through security checks and to the conference room if they have bar coded letter; or wander the hall waiting (for another person or attorney). If motorist does not have a letter, person goes to the clerk’s red line to obtain duplicate letter. Green line is pay line. The letter is dropped into a bin at the entrance to the conference room. Once in the conference room, motorist (and his attorney) is called by name to confer with a prosecutor. The motorist and attorney, if one, returns to his seat and then later is called by name to go to the court room.

QUESTION 2:

Where would the computer/kiosk be located?

ANSWER 2: The computer will be located away from the motorists’ reach. It will be operated by designated public safety officer or another TPVA employee. The estimated waiting time will be included on the ticket. Monitors will be installed over the six work stations. No motorist will be allowed at the counter until his number is called. QUESTION 3: What about the screens already installed in the conference room? ANSWER 3: Work is being done to perfect the PSAs, to customize other messages and widgets with scrolling for the public’s viewing. No monitors will be needed from the proposer. The computer will also designate which courtroom the motorist enters after conferencing with the prosecutor. A screen will be installed at the entrance to courtrooms’ entrance foyer. The screen can also be used to direct motorist to next area i.e., pay line, waiting area and then can be closed out. With the numbered ticket, one is able to determine how much time was spent on each transaction performed and prepare the day’s report regarding specific prosecutors, and wait times, etc. QUESTION 4: Could an employer/user be tracked using license numbers that will change from position to position? ANSWER 4: It would be better to have 50 (fifty) passwords to be used so that the employer/user and performances could be accounted for regardless of location.

QUESTION 5: How are the tickets issued? ANSWER 5: Presently our tickets are issued with a six week return date. Software will allow for 4 weeks notice and then a two-week buffer. If motorist fails to show, a “no show” will be entered in his transcript and information may be used by judge in making decision concerning suspension, bail or release.

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Rev. 4/2/15; Law No.14-IT-009 SC Purchasing RFP No. 15008 Addendum Issue Date: 5/8/15 Commodity Code 918 75 RFP for TPVA Customer Flow Management System QUESTION 6: Is customer feedback needed? ANSWER 6: The Agency treats motorists as if they were customers, but appreciate that they are defendants and it is likely they will not be happy at any point because the majority will be paying fines. QUESTION 7: Will TPVA consider allowing vendor’s techs to log into the software remotely and do necessary repairs without coming to the office? ANSWER 7: The present provider already has that access.

QUESTION 8: Could you clarify your question about our client history? Do you want a list of all of our clients or the ones with similar services? ANSWER 8: Similar is fine.

QUESTION 9: What about payment methods? ANSWER 9: The Agency allows credit/debit cards, pay on line or cash. Most fines are paid in cash to avoid additional fees associated with card payments and some motorists do not have credit cards.

QUESTION 10: Has a budget amount been set aside for this project? ANSWER 10: TPVA had no idea what that amount is; the Project Manager said it would not be disclosed in any event.

End of Text for Addendum No. Four

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