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HomeMy WebLinkAbout17 - Visitor Information Kiosks Request for Proposals• 11 ITEM 17 TO: Members of the Newport Beach City Council FROM: Dave Kiff, Deputy City Manager SUBJECT: Request for Proposals - Visitor Information Kiosks RECOMMENDED ACTION: Authorize staff to issue a Request for Proposals (RFP) for the development of a Visitor Information Kiosk system and to return to the City Council with a recommended vendor at a future date. BACKGROUND: Does Newport Beach have a visitor - friendly information network that directs tourists and others to restaurants, hotels, and area attractions? Some city officials and others in the community say no. Other "destination' cities have installed interactive "kiosks" at key locations in their communities -the touch - screen systems within the kiosks assist visitors in finding area attractions, restaurants, hotels, parks, community services, and more. Several firms develop such systems for municipalities and private- sector providers. We have not yet determined the net cost of the kiosk system, as much depends upon the size of the structure, other amenities that might be included (such as pay phones, a free line to the Newport Beach Conference and Visitors Bureau, area maps, and an ATM), and potential grant assistance and sponsorship. We anticipate that the vendors themselves will suggest innovative ways to fund the construction and ongoing maintenance of the system. City staff and Council Member John Noyes have identified the current change machine kiosk at McFadden Square as the first potential site for a kiosk. The Committee to Promote Re- Vitalization of the Peninsula (PROP) heard this item in October and recommended that the Council approve it. Other Newport-area sites for future kiosks include Corona del Mar, Balboa Island, and Fashion Island. This Agenda Item would authorize City staff to issue a Request for Proposals (RFP) to various vendors of kiosk systems and to bring back a selected vendor to the City Council for further discussion and /or the "go ahead" to develop the first kiosk at McFadden Square. ATTACHMENTS: Attachment A - RFP Newport Beach City Council CITY OF NEWPORT BEACH CITY MANAGER'S OFFICE Dave Kiff, Deputy City Manager 949/6443002 Request for Proposals INTERACTIVE KIOSK SYSTEM for Visitor Services/ Tourist Information SYNOPSISOFRFP. The City of Newport Beach invites proposals for consultant services to design, install, operate, train interested personnel, and provide ongoing maintenance for a three- to four -kiosk visitor /tourist information network that will allow visitors to the City to find restaurants, hotels, community facilities, beach recreation areas and parks, events, transportation information, community and cultural services, and other local amenities important to tourism and visitor needs. This network shall consist of: • At least one interactive kiosk, with the potential to expand the system to three, four, or more kiosks throughout the City. These kiosks shall have a printing capability to allow users to walk away with information resulting from their inquiry or other use of the kiosks; • A kiosk software application compatible with the above format that allows for touch -screen use, video and audio displays, advertising opportunities, remote maintenance by system personnel, remote monitoring of the system's performance, and the development and printout of detailed reports showing frequency of use, type of inquiry, advertiser use, and more. The selected consultant shall have a particular expertise in the design, installation, and operation of touch - screen, visitor - oriented devices. Experience in working with governments or non - profit agencies, such as Conference and Visitors' Bureaus (CVBs), will be advantageous to the selected consultant. SCOPEOFWORK The selected consultant shall perform the following work for the City: 1) Identification of Visitor Needs. The selected consultant shall comprehensively identify the needs of the typical visitor to Newport Beach -such needs may include, but not be limited to, hotel and restaurant locations, meal menus, special event calendars, directional maps, public and private transportation information, water recreational opportunities, and cultural, social and /or health service assistance. RFP — Interactive Kiosks for Mtor/fourist Uses Nmmber 8, 1999 Page 2 SCOPEOFWORK 2) Anulication Design. After identifying these needs, the consultant shall design (cont'd) or purchase a software application that will allow visitors to meet each need via a touch -screen single- or multi -kiosk system. This application shall include, but not be limited to, features which allow for: • Printouts of maps, directions, menus, forms, schedules and /or other materials helpful to the touch screen user. • Limited on -site maintenance of the kiosk system. • Remote maintenance of the kiosk system, including updating of event, facility, and advertiser information, the monitoring of each kiosk's operational status, and management- oriented output reports showing kiosk usage. 3) Installation, Testing Training and Maintenance of System. As needed, the consultant should be prepared to install and test the system. Upon successful installation, the selected consultant shall train City and related personnel on the system's use (including basic maintenance, the development of management reports, updating event /calendar data and advertising within the system, and more). The selected consultant should also be prepared, if needed, to propose a maintenance agreement for the system either by the consultant itself or a second contractor. SE BMONPROCESS: The successful proposer will be chosen by City staff and recommended to the City Council for formal approval and later Award of Contract. Staff may conduct interviews of the best - qualified consultants if deemed necessary. The proposals shall be evaluated on the following criteria: • Qualifications of the consultant, including the consultant's prior experience in developing similar kiosk systems for governments, tourism bureaus, and other not - for - profit organizations. • Responsiveness to this RFP. • Ability to complete the Scope of Work within the time constraints identified. • Cost of engagement. • References from other California and Orange County governmental agencies. PROFOSALFORMAM Proposers must submit responses to this RFP in the following format: • Cover Letter/Introduction. Within not more than two pages, please introduce your firm and summarize your proposal. Describe your general understanding of the Scope of Work and your general approach to responding to the City s requirements. Please include the name, telephone number, fax number, and e-mail address of the primary contact for the proposal. • Qualifications. Include specific information regarding knowledge and experience in designing, installing and maintaining similar systems for other • California jurisdictions. Include names of clients and descriptions of assignments of a nature similar to this Scope of Work. Include the names RFP - Interactive Kiosks for Visitor/Fourist Uses November 8, 1999 Page 3 PROPOSALFORMAT: and telephone numbers of these clients if your firm has served these clients (cont'd) within the last three years. • Technical Approach and Work Plan. Provide a detailed work plan, methodology, and schedule for the Scope of Work described within this RFP. Suggest progress review meetings where appropriate, specific output generated at various steps, major milestones, and an assessment of any City staff time that may be required to assist your firm in its work. • Staffing. Identify the project leader and list the individuals who will participate in the project. Identify direct experience with similar Scopes of Work for each participant and the project leader. Include phone numbers and e-mail addresses for these individuals. • Fees. State all fees and charges for the proposed services and work products, including the details of any "extras" or "add -ons" with your firm's expected payment schedule. CLOSINGTAREAND Your signed proposal must be submitted in a single envelope addressed to and DATE marked as follows: RFP #99 -2 (CM) - Interactive Kiosk Proposal Attn: Dave Kiff, Deputy City Manager City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92660 The envelope with completed proposal must be received at the above address on or before 5:00 p.m. on December 9,1999. Late proposals will not be accepted. OPENING There will be no public opening of proposals. Prices and other proposed PROCEDURE information will be made public after the proposal is awarded. At that time, the executed contract will become public information. CONIRAC17AWARD The City anticipates awarding a contract to the most appropriate proposer on or DATF,PROJWrEND before January 14, 1999. The selected consultant shall complete the Scope of Work DATE within 120 days of Award of Contract. INPORMATfONAND The City encourages proposers to contact the City Manager's office for further INQU1RIM information and background data. Please direct your inquiries to Dave Kiff, Deputy City Manager, at 949/644 -3002.