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HomeMy WebLinkAbout19C - RFP - PARKING STRUCTURE OPERATOR201 w third street 201 west third street 201 w 3rd street 201 w 3rd st 3rd and broadway third and broadway 3rd & broadway third & broadway REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2012 TITLE: REQUEST FOR PROPOSALS FOR MUNICIPAL PARKING STRUCTURES OPERATOR r ? CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1" Reading ? Ordinance on 2"d Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER Authorize Community Development Agency to develop and release a Request for Proposals for a management contract for a parking operator to manage the four City-owned downtown parking structures. DISCUSSION The City of Santa Ana owns and operates four parking facilities within Downtown Santa Ana. All four facilities are multi-level parking structures and are vital in providing easily accessible parking for the surrounding retail businesses and numerous visitors to Downtown Santa Ana. The parking structures accommodate both transient and monthly patrons. In addition, these facilities provide parking for numerous events held throughout the year within the downtown. The parking structures provide an initial impression to customers visiting Santa Ana; therefore, the efficient operation of the parking structures and customer service are of primary importance. The current operations agreement with Parking Concepts Inc. will expire on December 31, 2012 and all renewal options have been exercised. Staff recommends issuing a Request for Proposal to seek parking management companies experienced in operating municipal parking structures. The attached proposed Scope of Work includes oversight of daily operations and management of parking structures, including, but not limited to: invoicing and collection of monthly fees, issuing validation stamps, collecting parking fees, activation of monthly access cards and preparation of monthly utilization reports, ongoing maintenance and equipment servicing and providing adequate levels of security. In addition to operating the day to day activities of the parking structures the city is seeking experienced parking management firms that will be proactive and evaluate and recommend improvement projects for the structures. 19C-1 RFP-Parking Structures Operator September 17, 2012 Page 2 FISCAL IMPACT There is no fiscal impact associated with this action. nqzflUa/,N Nancy T. wards Interim Exe utive Director Community Development Agency NTE/GPL/kg Exhibit: 1. Scope of Work 19C-2 SCOPE OF WORK FOR PARKING OPERATIONS AND MANAGEMENT SERVICES RFP EXHIBIT 1 19C-3 SCOPE OF WORK 1. INTRODUCTION The City of Santa Ana is issuing this request for proposal (RFP) for Parking Operations and Management Services to operate and manage four downtown public parking structures and a public surface lot located within the downtown. The duties and responsibilities of selected contractor will be to oversee daily operation and management of the facilities, including, but not limited to: invoicing and collection of monthly fees, issuing tion stamps, collecting parking fees, activation of monthly access cards, preparatio onthly utilization reports and maintenance. In addition, the selected contractor a required to operate and maintain all current equipment listed and any new equip led during the term of the Agreement. Currently, the City plans to upgrade all ss c s and install roll down security gate at all vehicle entrances. As part of th eement, th ractor will assist the City with the management of construction a associated wit equipment and security gate installation, and the orderly op of the parking str s continuously during the construction activity. Ak A. LOCATION OF FACILITIES: Parking Structure A: N (440 spaces*) A Parking Structure B: (700 spaces*) Parking Structure (400 sA Bush and French Street and Main Street of Birch Street and Third Street Northeast corner of Bush Street and Third Street 201 East Third Street Each loca urr accommodates both monthly and transient patrons with the exception of a lot which at this time only services transient patrons. In addition, these facilities p e parking for numerous events held in the downtown. The surface lot can also be used to stage City approved events. The City through the Public Works Division has plans to replace the existing access controls and install security gates at all vehicle entrance points at all four parking structures. This project is tentatively scheduled to go out to bid by the Public Works Division in late 2012 with a contract awarded in early 2013. The Parking Manager will assist the City with the management of construction activity associated with the equipment installation, and the orderly operation of the parking structures continuously during the construction activity. 2 19C-4 B. CURRENT OPERATING SCHEDULES (subject to change) Parking Structure A: Operated seven days a week. Parking Structure B: Operated Monday through Friday, Saturday after 6pm and Sunday if events are scheduled. Parking Structure C: Operated Monday through Saturday, closed on Sunday. Currently, this is the only facility with roll down gates that allows for complete closure of the structure. Parking Structure D: Operated Monday through Saturda Parking Lot 1: Attended Monday through Sa venue collection purposes, there is not an aaee nt ass to this location. Current Holidavs Observed (nnrkinn Onirti mnnnal 1nii111 not thaea hnlirlwcl New Years Da Da Martin Luther Kin Da erans Da Presidents Da s ivi I Memorial Da C h Independence Day vperaung scneaule suoject C. HOURS OF O Hours of operatio and security a;of the hours o rking facilities. Operations, management, ccess of the facilities. Below is a summary (fee schedule to be provided by City on final RFP) ay-Saturday Parking Structure Parking Structure D: Monday-Friday Saturday Sunday Monday -Wednesday Thursday-Friday Saturday Sunday 3 19C-5 Parking Lot 1: Monday-Saturday D. CURRENT EQUIPMENT PROPOSED STAFFING LEVELS-(Subject (City will provide a list of all current equipment that contr ill be required to maintain as part of their obligation.) Parking Structure A Parking Structure B: Parking Structure C Parking Structure D: 3 full time parking 1 part time parkin, 2 full time parking ; 2 part tirr ,&parking 08:00 AM-08:00 pm .05 cents for every 4 minutes or .75 cents for hour (for purposes of this RFP) Contractor responsibility is for daily revenue collection, maintenance of lot and equipment or his/her designee to do daily revenue In addition, the fo One m cover all parking facilities: Prop ave at least five (5) years recent experience operating a parking lot or structure with a minimum of 400 parking single p riy spaces ge g a nnual gross parking revenue in excess of $350,000; and at least two years experience in the last five years operating public pay parking lot(s) and/or structure(s) which generate annual gross revenue in excess of $1,000,000; B. Proposers shall have at least two years continuous experience during the past five years in the operation and management of a public pay, multi-level parking structure which was open at least 10 hours per day, five days or more per week. 4 19C-6 C. Current responsibility for operating one or more parking facilities for a single client totaling more than 1,800 parking spaces; III. CONTRACTOR REQUIREMENTS AND RESPONSIBILITIES A. PARKING OPERATIONS AND MAINTENANCE SPECIFI Proposer will be conclusively presumed to have read a e Management Agreement (EXHIBIT A-3). It is the it fully comply with every requirement of said Manag A Agreement is viewed as a major contract with o respons Operator. The City wants a proven oper ith curren comparable single client facilities. It is ted that the provide an experienced Operations Ma o oversee " will be maintained and operated in a cou s, efficierg B. familiar with the attached City that the Operator will ent. This Management s on the part of the t ience in handling suc I proposer will operate The facilities prompt man t all times. Although the City will closely monitor the ope ancial controls and procedures to ensure against mishandling o of public fun is expected that the operator, as a proven professional parking ent fir 'll provide optimum in fiscal responsibility. Detailed records a maint w' a ision and certification of a Certified Public Likewi depo nd reports are to be prepared and adhered he expect best professional and responsible service attainable. CONTRACT RS 1 for furnish the ne ssary personnel, including one (1) supervisor rth one sis upervisor. Hours will be determined based on the needs of City. ty o a Ana shall have discretion in approving changes to work urs and ass _ ents as. 2. t identifying names of all Contractor personnel shall be provided to the City P is anag designee. 3. Earact or's employees performing work pursuant to this Request For Proposal shall: a. Have ability to read, write legibly, speak and comprehend the English language - Bilingual fluency in Spanish or other language approved on the City's bilingual list is preferred; b. Capable of performing assigned duties; c. Pass a background check that shall include a review of the employee's criminal history that would pose a liability for the City including crimes of violence. The City of Santa Ana reserves the right to mandate removal of any contractor's employees found unacceptable to the City for any reason; 5 19C-7 d. Have a High School Diploma or its equivalent; e. Be well groomed at all times. f. Have a minimum of eight (8) hours of basic customer service training including, but not limited to, conflict resolution, handling difficult customers and cultural diversity; and 4. The contractor must provide a supervisor during daytime working hours to supervise all contractor employees on duty. The supervisor shall have substantial expertise and experience in parking management and operation services. The supervisor shall be the primary contact between the city and contra or on matters relating to the operations and management services provided thro"is RFP. to the City and shall Respond to all complaints and pro% complaint and the resolution or, in steps being taking to resolve th expected. Contact the City designee at I operational assignments and receive Ensure that contractor onnel per Prepare and submit rogr4 required by the city desi e. The contractor shall have the managemeA Lvel supervisor. This person a member of the contractor's ;tor on policy matters. I uniforms for contract personnel assigned kons shall include a photograph or diagram and written niforms for male and female personnel and include s length (short or long), shoe type, the color of shirts, id other relative information. As an option, the contractor ployee to wear shorts of the same color as the uniform pants r months. Th y Development Agency Director or his designee shall review and appr niforms and insignias. Uniform shall be properly fit with no rips or tears and must be clean and pressed at all times to present a neat appearance. 9. If the Contractor finds it necessary to utilize substitute personnel, they are to be equal in qualifications and training to regular personnel. 6 R City's desil rent an investig? nt and the date with a copy of the OLSOlution required, the can be Fr day to discus's and clarify instructions; ies required by the RFP; and and status reports as may be 19C-8 5. The Supervisor shall be the primary daily operat' nt also do the following: C. CUSTOMER SERVICE Contractor shall provide service, which is accessible, courteous, responsive, timely, equitable and given in the spirit of professionalism and mutual respect. All Contractor personnel are a reflection of the City of Santa Ana and as such are expected to: Interact with customers and City officials, whether in person or on the phone, in a pleasant, respectful and professional manner. 2. Give full attention to each customer's needs by a ing questions. Provide information, products and service in an accurate, orga and complete manner. Determine that the customer's request has been fulfill 3. Comply with all federal, state, county, and city 4. Use adequate equipment that is kept 5. Train other Contractor employees to 6. Employ truth and accuracy in reportin la lations. 'neat at all ti and courteous duri lic contact. ier Ae records. D. MAINTENANCE / OPERATI It is expected that the Selected ose ree to the parking facilities clean and in a proper state f maintena and r th JlWajor structural repairs, and at the terminatio reeme th g facilities in substantially the same conditio xis the co ement of a Agreement, normal wear and tear expecte elected p oser sh a responsible for repair and maintenance of any and al ing equip at the expense, subject to City's written approval except in cas merg ich c otification shall be oral. Selected proposer may be require rvices related to the parking garage which m impl g a parkin inding program within the structures, parking em in th king facilities, and/or parking operations studies. QUIRED CONCTOVNTIFICATION SIGNAGE CI anta Ana au zed contractors will be required to have identification signage on all vehic all times working in an official capacity for the City. Such signage shall be of a p Tonal er and maintained neat in appearance, free of graffiti, easily identifiable i d condition. All costs associated with the fabrication of such signage shall be bor e Contractor. Such signage design shall be pre-approved by the Signage type and material shall be plastic with magnetic backing, painted signage on vehicle or similar. Taped vehicle signage will not be allowed. F. INSPECTIONS A representative from the City shall regularly inspect the operations and management and other areas subject to this Agreement to ensure that the work is being, and has been, performed in accordance with the terms identified in this agreement. All work found in such 7 19C-9 inspections not conforming to the applicable requirements shall be corrected by the Contractor and the City shall have the right to withhold payment to the Contractor until the work is corrected. G. SPECIFICATIONS This scope of services is intended to cover all labor, material and standards of workmanship to be employed for in this work plan or reasonably implied by terms of same. Work or materials of a minor nature which may not be specifically mentioned, but which may be reasonably assumed as necessary for the co letion of this work, shall be performed by the Contractor as if described in the specifiLns. The Contractor shall log all equipment se The Contractor shall log on a daily b r regarding parking facilities in a co s a corrective action taken as a result The Contractor shall note any hazardo facilities and shall report t e conditions by telephone and folIowed othly repo The Contractor will track andl all parking facilities included in parking utilization levels for audit its books and records GS WITH CITY e appR%Wf the Santa Ana Community Development !ssary by the City, there shall be a minimum of one monthly and the City representative to determine progress and to tion. Status reports of activities performed by the riting to the City on a weekly basis or as determined The contrac I make a reasonable effort to purchase equipment and materials in the City of San Ana and to utilize Santa Ana vendors. Such efforts shall be provided to the City. The City shall have the ability to provide a list of possible Santa Ana vendors to the Contractor. The City has the option to purchase and provide materials. The City has the option to purchase special material or the City will reimburse the Contractor for purchase of special material only after authorization by the City. K. LABOR RELATIONS (To be provided on the final RFP.) 8 LOGS / NOTIFICATIONS / REQUIRED REPORTI reasonable time. handle all com vofmsional r the public ell as any s or damage to public parking fly to the Project Manager; first 19C-10 IV. DEFINITIONS None. V. TERMS AND CONDITIONS A. TERM The term of this Contract is projected to commen City Council award of this contract and upon rec and insurance documents and terminate Dec as set forth in Section H, below. City additional one-year periods. Said option be days prior to the end of the initial term o exten CONTINUED FUNDING In the event funding is not al during the annual budget app occurrence in writing at least thi and contract shall terminate on expense to the CiW91"k,, January 1, 2013 after I of 4 all required bonds s earlier terminated ew up to three tin east thirty (30) ?ns and Management services all notify the provider of such of the current fiscal period, kk period without penalty or agreel accept a flat monthly fee for the scope of arl bursed for certain costs including routine merge air costs, minor improvements and additional approved in advance by the City. ?W for each of the five parking facilities. Evaluation will be monthly fee of all five facilities. e indicating the components of the proposed fee for each unting, overhead, profit, etc.) Hourly Ilse for additional cashiers, parking attendants or other staff when required/requested by the City. d. The parties may annually agree to an adjustment of parking operations and management services charges (not to exceed 2%) commencing at the end of the first year of the agreement, utilizing the month of December statistics and supporting documentation. The two indices which will be used for determining adjustments to parking operations and management services charges shall be the most recent December Consumer Price Index (CPI) for All Urban Consumers for Los Angeles- 9 plnd apI ?r 31, 2014, 'ant an option exercised in w 19C-11 Anaheim-Riverside CMSA, published by the United States Department of Labor Bureau of Labor Statistics or any relevant successor for the Orange County area. 3. Extra Work a No new work of any kind shall be considered unless a separate estimate is given for said work and the estimate is approved by the City in writing before the work is commenced. The Contractor will be required to provide detailed information of such extra work. Documentation of contract compliance may be required on some occasions. _ Contractor shall during the entire term c independent contractor and not an empIre nor shall it be construed to create an relationship, or to allow the City to ex which Contractor performs the services to be provided by Contractor shall be prstandards and regulations gov .ng such se wages, employer's social se es, u relating to employees and shall 1 Fe Contract, City. This C -employee relation .red to be an is not intended joint venture scretio r control ov(YPW manner in by t ' ntract. Howeve he services er consistent with all applicable kaicable ractor shall pay all salaries and t insurance and similar taxes withholding taxes. Contractor shall maintain maintain insurance as I Contractor shall maintain commercial nce wh7personal clude, but not be limited to protection against dily ainjury, including death resulting there from om any act or occurrence arising out of :ion tance of this Agreement, including, without Iving amounts of insurance shall be not less than limit coverage applying to bodily and personal injury, including from, and property damage, in the total amount of $2,000,000 00,000 in the aggregate. Busines obile liability insurance, or equivalent form, limit of no ess than $2,000,000 per occurrence. Such coverage for owned, hired and non-owned automobiles. combined single ce shall include 3. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Contractor is required to be insured against liability for worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Contract, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. 10 19C-12 4. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: Commercial general liability and business automobile insurance policies shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. A sample additional insured endorsement is attached hereto as Exhibit C. Contractor shall maintain all insurance required above in full force and effect for th ntire period covered by this Agreement. Certificates of insurance shall be furnished Contract and shall be approved in form by tU Certificates and policies shall state reduced in coverage or changed in days prior written notice to the CA If Contractor fails or refuses to produ section or fails or refuses to furnish the been procured and is in for and paid f election, to forthwith ter s Cc Contractor's right to be pai of termination. Contractor w s t indemnify the City for any work ormQ canceled or out thirty (30) FRhe insurance re'Kired by this ,quired proof that insurance has shall have the right, at the City's ich termination shall not affect expended prior to notification ompensation and agrees to p al of insurance by the City. 1 o the tulles nt p law, tractor shall indemnify, defend and hold harmless City, i c ees (collectively, the "Indemnified Parties") fr lnst a all claims ing, without limitation, claims for bodily injury, or e t erty), demands, obligations, damages, actions, causes of suits, es, ents, fines, penalties, liabilities, costs and expenses cluding, witho itati orney's fees, disbursements and court costs) of every and nature oeve dividually, a Claim; collectively, "Claims"), which may ar om or in an anner relate (directly or indirectly) to any work performed or sere provided er this Contract (including, without limitation, defects in workm an aterials) or Contractor's presence or activities conducted performin including the negligent and/or willful acts, errors and/or omissions of Contracto incipals, officers, agents, employees, vendors, suppliers, contractors, subcontractors, nyone employed directly or indirectly by any of them or for whose acts they may be liable for any or all of them). Notwithstanding the foregoing, nothing herein shall be construed to require Contractor to indemnify the Indemnified Parties from any Claim arising from the sole negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorney's fees in any action on or to enforce the terms of this Contract. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the Contractor. 11 execution of this 19C-13 G. NOTICE Any notice, tender, demand, delivery or other communication pursuant to this Contract shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by facsimile or other telegraphic communication to the following persons: To City: Clerk of the Council City of Santa Ana 7n C'ivir rantar Plaza /Atl_*in1 for cause ions of this -ion of this itten notice ;aid default in a timely nt forthwith lition to the ninate this responsible : and labor This agreeWent may be terminated without cause by City upon thirty (30) days written notice delivered to the Contractor either personally or by mail. Upon termination, City shall pay to Contractor that portion of compensation specified in the Agreement that is earned and unpaid prior to the effective date of termination. 3. In addition to, or in lieu of, remedies provided in this Agreement or pursuant to law, City shall have the right to withhold all or a portion of Contractor's compensation for contract services if, in the judgment of the Projects Manager or designee, the level of service falls below appropriate Parking Operations and Management standards and/or Contractor fails to satisfactorily perform contract services. City shall have the 12 19C-14 right to retain funds withheld until the Projects Manager or designee determines that contract services are performed as well and as frequently as required by this Agreement. 1. CONTRACTOR OPTION FOR TERMINATION The Contractor may request termination of the contract when conditions during the contract make it impossible to perform or when prevented from proceeding with the contract by act of God, by law or official action of a public a thority or in the event on nonpayment by the City. Such request will require one-h and eighty (180) days written notice prior to contract termination date requeste the event of nonpayment of undisputed sums by the City, Contractor shall give thirty (30) working days to cure the alleged breach. J. LIQUIDATED DAMAGES If the City determines that the Contr breaches promise to ide parking operations and management services in lianc the Terms an onditions of applicable laws and regulations, and the s set forth above, it would be impracticable and extremely di ult to determ damage to City arising from such breach. Therefore, in the eve tractor's b Contractor shall pay to City the sum of 125 per our er for suc ach per parking enforcement personnel, in addition to any cos , es, d aga a City. K. EMPLOYMENT TIES F TA ANAtESIDENTS Contractor solicit and ertise em ment opportunities to Santa Ana residents. The City sha m the r of ar o publicize recruitment opportunities, such as work centers c effort and procedure will be provided to the?t,eview. ONTRACTOR MMMUIRWVENT PARTICIPATION AND PUBLIC AWARENESS If ested by City ntractor shall participate in extensive public awareness efforts and unity leve and programs, such as neighborhood and City events. Such particip shaon City request provided with reasonable notice of event timing. Such eve ill eed fo ur (4) per year. M. COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS 1. Contractor shall perform all requirements under this contract in strict observance of and in compliance with all applicable environmental, traffic, safety and any other laws, regulations, ordinances, codes and any other legislative or statutory requirements. Contractor warrants that the performance of services under this contract shall be compliant with the current requirements of the Occupational Safety and Health Act (OSHA) and as it may be amended or updated throughout the term of this contract. 13 19C-15 N. ASSIGNMENT Inasmuch as this Contract is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate or subcontract any interest herein without the prior written consent of City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. 0. JURISDICTION -VENUE This Contract has been executed and delivered in the St alifornia and the validity, interpretation, performance and enforcement of any o uses of this Contract shall be determined and governed by the laws of the St nia. Both parties further agree that Orange County, California, shall be ue fo action or proceeding that may be brought or arise out of, in connecti.th or by rea this Contract. P. FINES The Contractor shall be liable for all violati2 federal agencies and the courtgAWll descripti 14 fed against the City by state or efined). 19C-16