Replacing our Parking Access and Revenue Control System – All 100 Lanes!

Why replace our entire system?

• We had separate systems for access and revenue control• Aging and outdated equipment

Why replace our entire system?

• We had separate systems for access and revenue control• Aging and outdated equipment• Service and Support• Integrated credit card acceptance• Acceptance of University ID cards as a credential and form

of payment• Labor savings/More automation • Improved data architecture to allow integration with other

systems• Ability to fluidly and centrally re-allocate capacity between

monthly and hourly parking• System wide real-time monitoring

Creation of the RFP specifications

• Initially we created a draft internally• Hired an outside consultant to help us

develop the specifications• Arranged for demonstrations with 7

different providers• Included input from a wide range of

stakeholders

Stakeholders• Internal

– Cashiers– Maintenance staff

• University IT networking office• IT Security office• IT infrastructure office• Data Center/Server group• Civil Engineering firm• University Treasury office• Purchasing Department

RFP issuance

• The Request for Proposal was issued in June of 2012

• Four proposals were received in August of 2012.

All 2,000+ pages…

The evaluation process

• We invited all four companies to campus for demonstrations and interviews.

• All of the stakeholders were provided copies of portions that related to them.

• We had additional off-site demonstrations.• The evaluation team submitted formal evaluation

scores to the Purchasing Department.

Awarding the contract• After all completing the evaluation process we

asked for Iowa Board of Regents Approval.– Our recommendation went in front of the board

in August of 2013 and received unanimous approval without discussion.

– Approval for $4.5M– Approval to finance the project

• We awarded the contract in August of 2013

Infrastructure Project

• We had to initiate a secondary project to install all the necessary conduits, IT cabinets, etc.

• Design coordination between the two projects.

• Secondary contract awarded April 2014

Broad Timeline• June 2012 the Request for Proposal (RFP) was on the street for bid.• August 2013 the Iowa Board of Regents approved award of the

contract.• February of 2014 a purchase order was issued• May 2014 Infrastructure project begins and server set up begins.• June 2014 equipment installation begins.• Anticipated completion is December 2014

Questions?