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Request for Proposal for Computer Operated Towing Dispatch Center

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CITY OF SAN DIEGO REQUEST FOR PROPOSAL

Proposal No. 9226-08-P-RFP

For further information concerning this proposal, please contact:

Patrick Kelleher/bl9, Principal Procurement Specialist

Phone: (619) 236-6214   Fax: (619) 533-3239   E-mail: PKelleher@sandiego.gov

RFP COVER PAGE

Company:

Federal Tax I.D. No.:

Street Address:

City: State: Zip Code:

Tel. No.: Fax No.:

E-Mail:

If your firm is not located in California, are you authorized to collect California sales tax? Yes No

If Yes, under what Permit #

City of San Diego Business Tax License #:

Name:

Signature*:

Title:

Date:

*Authorized Signature: The signer declares under penalty of perjury that she/he is authorized to sign this document and bind the company or organization to the terms of this agreement.

SUBMITTED PROPOSALS MUST HAVE AN ORIGINAL SIGNATURE.

Cash discount terms % days.

CHECKLIST

1) Proposal must be submitted on official City Proposal forms.

2) All information on this Request for Proposal cover page must be completed.

3) This cover page must be signed with an original signature.

4) Beginning January 1, 2008, all bidders must complete the Vendor Registration Form.

5) Proposal must be submitted on or before the exact closing date and time.

VII. FORMS

PROPOSER’S REFERENCES

Reference 1

Name of Organization or Municipality/State: Contact Name:

Address: Phone Number:

Fax Number: Population of Municipality:

Dollar Value of Contract: $ Contract Dates:

Description of Services Provided:

Reference 2

Name of Organization or Municipality/State: Contact Name:

Address: Phone Number:

Fax Number: Population of Municipality:

Dollar Value of Contract: $ Contract Dates:

Description of Services Provided:

Reference 3

Name of Organization or Municipality/State: Contact Name:

Address: Phone Number:

Fax Number: Population of Municipality:

Dollar Value of Contract: $ Contract Dates:

Description of Services Provided:

PROPOSER’S STATEMENT OF SUBCONTRACTORS

Subcontractor 1

Company Name: Contact Name:

Address: Phone Number:

Fax Number:

Percentage of dollars of the sub compared to total contract value:

What work will be assigned to this Subcontractor?

Subcontractor 2

Company Name: Contact Name:

Address: Phone Number:

Fax Number:

Percentage of dollars of the sub compared to total contract value:

What work will be assigned to this Subcontractor?

CONTRACTOR STANDARDS QUESTIONNAIRE

Project Title:

Legal Name: DBA:

Street Address:

City: State: Zip:

1. Has your firm changed its name in the past five years? Yes No

2. Has a firm owner, partner or officer operated a similar business in the past five years? Yes No

Business Organization/Structure

Corporation Date incorporated: State:

Limited Liability Company Date formed: State:

Partnership Date formed: State:

Sole Proprietorship Date started:

Joint Venture Date formed:

Financial Resources and Responsibility

1. Is your firm in preparation for, in the process of, or in negotiations toward being sold? Yes No

2. Has your firm been denied bonding in the past five years? Yes No

3. Has a bonding company made payments to satisfy claims against a bond issued on your firm's behalf? Yes No

Performance History

1. Has your firm defaulted on a contract with a government agency? Yes No

2. Has a government agency terminated your firm's contract prior to completion? Yes No

Compliance

1. Has your firm or any firm owner, partner or officer been found to have violated or been penalized for any law in performance of a contract? Yes No

2. Has your firm been debarred or determined to be non-responsible by a government agency? Yes No

Business Integrity

1. Has your firm been convicted of or found liable in a civil suit for making a false claim or material misrepresentation? Yes No

2. Has your firm or any executives/owners been convicted of a crime or found liable in a civil suit involving a government contract? Yes No

Type of submission: Initial submission Update of prior questionnaire

Print Name, Title:

Signature: Date:

VENDOR REGISTRATION

Vendor ID:

Firm Name:

Firm Address:

City: State: Zip:

Phone: Fax:

Taxpayer ID: Business License:

Website:

Contact Name:

Title:

Email:

Address to Which Bids Should Be Sent:

WORK FORCE REPORT

Name of Firm: Date:

Contractor type: Construction Vendor/Supplier Financial Institution Lessee/Lessor Consultant Grant Recipient Insurance Company Other

CEO Name:

EOO Name:

Authorized Signature: Print Name:

DRUG-FREE WORKPLACE CERTIFICATION

Bid Number:

Project Title:

Business Name:

Signed:

Printed Name:

Title:

Company Name:

Address:

Telephone: Fax: Date:

EXHIBIT A – MEMORANDUM OF AGREEMENT

Proposer: RFP No.:

Accepted and Agreed:

City of San Diego

By:

Date:

Proposer

By:

Date:

Approved by City Attorney:

By:

Enter text✕

What this Request for Proposal document is and what it covers

The Request for Proposal for Computer Operated Towing Dispatch Center is a formal procurement document that invites qualified vendors to propose software, hardware, and services to provide an automated towing dispatch platform. It defines project scope, technical and operational requirements, service level expectations, security and compliance obligations, pricing structure, evaluation criteria, and contract terms. The RFP specifies submission instructions, deadlines, and any mandatory demonstrations or pilot periods. Its purpose is to enable fair competition, assess vendor capabilities against objective criteria, and select a vendor able to meet performance, integration, and regulatory needs for fleet and incident dispatch operations.

Why a structured RFP matters for an automated towing dispatch center

A professional RFP clarifies technical specifications, service levels, and evaluation metrics so agencies can compare proposals objectively and reduce procurement risk.

Why a structured RFP matters for an automated towing dispatch center

Who prepares and who responds to this RFP

Review by legal and procurement counsel before release helps ensure compliance with procurement rules and reduces contractual risk.

  • Vendors and system integrators with towing dispatch solutions or fleet management platforms, responding with technical and pricing proposals.
  • Municipalities and transportation authorities issuing requirements for public-safety or roadside assistance dispatch operations.
  • Insurance carriers and large fleet operators seeking integrated claims, dispatch, and tow vendor coordination.

Step-by-step process to prepare and issue the RFP

Use this sequential checklist to prepare, publish, and evaluate vendor proposals for a towing dispatch solution.

  • 01
    Define requirements: Document technical, operational, and security requirements clearly.
  • 02
    Set timeline: Establish release, Q&A, submission, and award dates.
  • 03
    Publish RFP: Distribute through procurement portals and vendor lists.
  • 04
    Evaluate proposals: Score proposals against published criteria and check references.

How vendor submissions are processed after receipt

This describes the typical flow from submission to award for transparent procurement.

  • Receipt and logging: Record timestamp and assign vendor ID.
  • Administrative check: Verify mandatory forms and submission completeness.
  • Technical review: Assess functional compliance against SOW.
  • Scoring and selection: Apply weighted criteria to produce ranked proposals.

Typical electronic workflow configuration for receiving proposals

Configure your digital intake workflow to ensure secure, auditable submissions and consistent evaluation.

Field Configuration
Submission portal Secure upload with unique vendor identifiers and time stamps.
Access control Role-based reviewer permissions and read-only archival access.
Authentication Email OTP or enterprise SSO for vendor login.
Audit log Immutable logs capturing upload, view, and download events.

Technical distribution and eSubmission considerations

Document chosen methods, authentication levels, and upload limits in the RFP so vendors submit compliant, accessible proposals.

  • File formats: PDF and DOCX are standard for proposals.
  • Integrations: Support for cloud storage providers reduces transfer errors.
  • Authentication: Two-factor options improve signer assurance.

Common RFP timeline dates and what they mean

Include explicit dates and cutoffs for each stage so vendors understand submission and evaluation timing.

RFP release date:

Date vendors receive solicitation and can begin questions.

Questions deadline:

Last date/time for vendor inquiries; responses published afterward.

Proposal due date:

Submission cutoff for complete proposals and attachments.

Evaluation period:

Window when reviewers score and validate proposals.

Award notification:

Date selected vendor is notified and negotiations begin.

Key procurement milestones from release to contract

A compact milestone sequence helps project teams track decision points and dependencies.

01

RFP Issued

Public release of specifications and submission instructions.

02

Vendor Q&A

Consolidate and answer vendor questions in an addendum.

03

Proposals Due

Receive proposals and perform administrative completeness check.

04

Award & Contract

Select vendor, negotiate terms, and sign contract documents.

Common pitfalls when preparing or issuing this RFP

  • Unclear technical requirements lead to wide variance in proposals and make apples-to-apples comparisons difficult.
  • Failing to specify integration interfaces (APIs, data formats) causes scope disputes and hidden integration costs later.
  • Omitting security and compliance criteria prevents accurate assessment of data protection and legal risk.
  • Providing ambiguous evaluation weights allows subjective scoring and increases the risk of vendor protest.

Consequences and contractual risks of an incomplete or inaccurate RFP

Contract disputes: May arise from vague scope definitions.
Noncompliance fines: Regulatory violations can trigger penalties.
Delayed deployment: Schedule slippage increases costs.
Cost overruns: Poorly defined deliverables lead to change orders.
Data breach liability: Insufficient security terms increase exposure.
Bid protest: Procurement irregularities can trigger formal protests.

Essential security and compliance items to require in proposals

Transport Encryption: TLS 1.2/1.3
Data-at-Rest: AES-256
Third-Party Audit: SOC 2 Type II
Health Data: HIPAA (BAA required)
Signature Law: ESIGN / UETA compliance
Authentication: Multi-factor options

Representative eSignature vendor pricing and capability snapshot

Compare baseline eSignature pricing and key features relevant to executing procurement and contracting documents for the project; signNow appears first for column alignment.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Yes Yes Yes Yes
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions about issuing and executing this RFP

Answers to common questions about electronic submission, signature validity, signatory authority, and amendment procedures for the RFP.


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