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Memo
To: Redevelopment Commission
From: Debrah Jennings
Date: August 19, 2011
Re: Request to advertise for Parking Management Services
Attached is a proposed request to advertise for Parking Management Services. Our last bid
solicitation for these services occurred in 2008 and resulted in a 3 year contract with Ampco
Parking Services. This contract expires January 31, 2012.
We respectfully request your approval to go out for bid for these services. Thank you.
RFP: Parking Management Services, South Bend, IN
REQUEST FOR PROPOSALS TO
PROVIDE PARKING MANAGEMENT SERVICES FOR THE
SOUTH BEND REDEVELOPMENT COMMISSION
The South Bend Redevelopment Commission is seeking proposals from experienced firms for the
management of three (3) parking garages and enforcement of on- street parking in downtown South
Bend, Indiana.
The Commission is interested in contracting with a qualified firm that will apply modern parking
management techniques and best practices that result in a positive experience for downtown
customers, visitors, and employees.
SCHEDULE
RFP Issued:
Proposals Due:
Interview with best qualified firms
Notification of Selection:
Contract Start Date:
August 30, 2011
3:00 p.m. October 25, 2011
November 14 -17, 2011
November 23, 2011
February 1, 2012
Completed and sealed bids should be mailed or dropped off to the following address:
ATTN: Parking Bids
City of South Bend
Department of Economic & Community Development
1200 County -City Building
227 W. Jefferson Blvd.
South Bend, Indiana 46601
For questions regarding this RFP, please contact:
Debrah Jennings
Department of Community & Economic Development
Phone: 574- 235 -5826
Email: DJENNINGgsouthbendin.gov
RFP: Parking Management Senices, South Bend, /N
OVERVIEW
The South Bend Redevelopment Commission operates three (3) parking garages and provides
enforcement of on- street parking in downtown South Bend, Indiana. The parking garages are
located in the South Bend Central Development Area, a redevelopment area within the city of South
Bend.
Parking Garages: The garages include paid monthly parkers as well as hourly parkers.
1. Wayne Street Garage (121 East Wayne Street)
• Number of spaces: 424
• Hours of Operation: 6:00 am - 7:00 pm (excluding some special event nights)
2. Main Street Garage (126 North Main Street)
• Number of spaces: 420
• Hours of Operation: 24/7; Free after 7:00 pm from Mon -Fri and all day on weekends
(excluding special events).
3. Leighton Garage (118 -131 South Michigan Street)
• Number of spaces: 640
• Hours of Operation: 24/7; Free after 7:00 pm from Mon -Fri and all day on weekends
(excluding special events).
On- Street Parking: There are approximately 870 on- street parking spaces within the downtown
enforcement zone (see Appendix A). Parking spaces are marked with a 2 hour, 1 hour, 'h hour and
15 minute limit. Enforcement for the on- street parking is to be accomplished via newly purchased
Duncan AutoCITE -X3 handheld units. Parking ticket payments are processed through the City of
South Bend.
Goal
The Redevelopment Commission's goal for the downtown is to achieve the economic revitalization
and physical redevelopment of the area as an attractive, exciting, unique and viable urban center for
people, businesses, and institutions. The Commission therefore seeks to secure the services of a
parking management firm that:
1. Provides customer focused management of downtown parking and on- street parking
enforcement.
2. Enhances customer experience in the downtown.
3. Creates efficiencies and provides a parking environment that supports downtown businesses
and their customers
II. SCOPE OF SERVICES
1. Term of Management Services: The term of the management services shall be for a period of
three (3) years commencing on February 1, 2012, and terminating on January 31, 2015.
2. General Requirements: The Bidder agrees to provide the following services:
a. Manage and operate three (3) Parking Garages;
b. Enforce on- street parking within a designated zone (see Attachment A) using the
Commission owned handheld units;
c. Furnish qualified personnel for the operation of the Garages and enforcement of on- street
parking. This includes personnel during special events that occur in the evenings and
weekends;
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RFP: Parking Management Services, South Bend. IN
d. Collect parking receipts from the three Garages and make deposits of all revenues into a
bank account designated by Commission on a daily basis;
e. Keep a complete account of all revenues and expenses arising from the operation of the
Garages including parking revenues, receipts, operating expenses copies of daily sales
reports, deposit slips and disbursements, and furnish to the Commission on or before the 15`h
day of each month with a statement of such revenues and expenses for the preceding month;
f. Make recommendations to the Commission regarding the expenditure of funds budgeted for
capital improvements to the Garages and coordinate the installation of such capital items
along with Redevelopment staff;
g. Prepare and submit to Commission a proposed annual Budget for the operation and
maintenance of Garages and enforcement of on- street parking by June 1 of each year.
3. Maintenance Requirements: Bidder shall be responsible for maintenance of the three (3)
parking garages mentioned above. This includes (but not limited to):
a. Lighting fixtures
b. Cleaning pedestrian entrances, exits and stairwells
c. Elevators
d. Graffiti removal (as necessary)
e. Touch -up paint
f. Minimal landscape maintenance
g. Snow removal
4. Customer Service: A high level of professionalism and customer service is a priority for the
Redevelopment Commission. The Bidder shall operate and manage the garages in a professional,
business -like, and efficient manner, providing the highest level of assistance, service, and courtesy
to patrons of the facility. Bidder will provide competent and customer service oriented personnel for
on- street parking enforcement.
5. Parking Operation: Parking rates, hours and methods of operation, free parking, discounts and
allowances, if any, shall be determined and directed in writing by Commission to the Bidder. The
Bidder shall provide input to the Commission on best practices for parking management, including
marketing the garages, advise owner on rate structure and implement those practices if approved by
the Commission.
The Bidder will make the garages available at the direction of Commission for special event use.
The City averages 90 -100 special events annually.
6. Security: The Bidder shall work closely with the Commission to coordinate safety and security
issues which affect the facilities. Bidders are asked to provide, as part of this proposal, a description
of their security plan for the safety of automobiles and patrons in the three garages.
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RFP: Parking Management Services, South Bend, IN
111. OTHER
1. Independent Contractor: The Redevelopment Commission and the Bidder are not to be deemed
as partners or joint ventures, and that the services to be rendered by the Bidder are as an
independent contractor. All personnel for the management of the Garages shall be employees of the
Bidder and not the Commission.
2. Non - Discrimination: The Bidder shall not discriminate against any employee or applicant for
employment to be employed in the performance of the management of the Garages with respect to
his or her hire, tenure, term conditions or privileges of employment or any other matter directly or
indirectly related to employment, because of his or her race, color, religion, sex handicap, national
origin or ancestry.
3. Taxes and Assessments: The bidder shall not be responsible for the payment of any taxes and
assessments levied upon or assessed with respect to the real and personal property contained in or
upon the Garages.
4. Liability Insurance and Indemnification: The Bidder shall insure, indemnify and hold
harmless, the Commission and its employees, against any and all liability and loss whatsoever
arising from any damage, injury, claim or demand caused by the acts misconduct, errors, omissions
or negligence of the Bidder and its agents or employees during the scope and course of their
contract pertaining to the Garages.
The Bidder shall provide and pay for comprehensive general liability insurance, property damage
insurance and garage keeper's legal liability insurance to a combined single limit of One Million
Dollars ($1,000,000.00) a statutory coverage for the work's compensation insurance. The Bidder
shall have the right to be self insured for such coverage and limits as are permitted or approved by
the State of Indiana for the Bidder from time to time. Commission shall be named as an additional
insured under the insurance policy or policies provided above.
Commission shall indemnify and hold the Bidder harmless against any and all liability and loss
whatsoever arising from any damage, injury, claim or demand caused by the design or structural
condition of the Garages, or use or tenancy of the location.
5. Compliance with Indiana Code:
a. The Commission will abide by all the provisions of I.C. 36- 7 -14 -22 in regards to the bidding
process.
b. Any bid submitted by a trust as defined by IC 30 -4 -1 must identify each beneficiary of the
trust and the settler empowered to revoke or modify the trust. A copy of the document that
establishes the Trustee's authority to acquire the property must be included with the bid.
c. The Redevelopment Commission expressly reserves the right to reject any and all bids. In
the event that no bid is accepted, the Redevelopment Commission may proceed by private
negotiation in accordance with Indiana Code 36- 7- 14 -22.
d. E- verification and local bidder?
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RFP: Parking Management Services, South Bend, IN
IV. PROPOSAL
The Bidder must demonstrate that it has the experience and qualifications to implement the services
required in Section II, Scope of Services. Bidder must submit (1) hard copy and (1) electronic copy
on CD of the proposal.
The following elements must be included in each proposal:
1. Executive Summary: A one -page summary of the proposal that includes a brief statement of
understanding and the Bidder's approach to performing the services required by the Redevelopment
Commission.
2. Description of Company: This should include the name of the Bidder, the location of the
Bidder's principal place of business, branch office locations, company history, experience and three
references.
3. Approach: A narrative outlining Bidder's overall approach to completing the work required in
this RFP. The narrative should illustrate the Bidder's clear understanding of each item identified in
the Scope of Services (Section II).
4. Staffing Plan: An explanation of the staffing plan for the garages and on- street enforcement.
Include information on professional attire (if applicable) for the garage attendants and on- street
enforcement officers.
5. Operating Budget: This must include management fee structure and all expenses. The fee
structure should be broken up for the three individual garages and on- street enforcement. See
Attachment B for a template of the Operating Budget.
V. EVALUATION CRITERIA
The Commission shall evaluate and consider the following factors in its review of Bids:
1. Knowledge, expertise and experience in providing efficient operation of the parking garages
and enforcement of on- street parking.
2. Experience in operating parking facilities using current technology tools and parking
management philosophies available in the market.
3. Completeness of the proposal that illustrates a clear understanding of the Scope of Services
outlined and of the overall Development Area goal.
4. Cost of providing the parking management and enforcement services to the Redevelopment
Commission
5. The Bidder's compliance with all applicable requirements in Section III
Candidates that successfully meet the above criteria will be interviewed in person prior to a final
decision being made by the South Bend Redevelopment Commission. The successful bidder will be
required to enter into a contract with the South Bend Redevelopment Commission.
NOTE: Sealed Bids shall be due no later than 3:00 p.m. October 25, 2011, in the office of the
Department of Economic and Community Development, 1200 County -City Building, 227 W.
Jefferson Blvd., South Bend, Indiana 46601. The sealed packet must be marked — "PARKING
BIDS ".
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RFP: Parking Management Semites, South Bend, IN
ATTACHMENT B
OPERATING BUDGET TEMPLATE - PARKING GARAGES
$0.00
$0.00
$0.00
REVENUE*
Daily Parking
$6,240.00
$14,873.00
$19,344.00
Monthly Parking
$213,360.00
$193,146.00
$411,180.00
Validations
$3,600.00
$8,076.00
$19,980.00
Special Event
$1,650.00
$42,766.00
$1,200.00
Miscellaneous
$300.00
$720.00
$7,200.00
Total $225,150.00
$259,581.00
$458,904.00
EXPENSES
Insurance & benefits
Sub total
$0.00
$0.00
$0.00
:r.
Management fee
Office Supplies
Other operating supplies
Other fees & licenses
Sub total
$0.00
$0.00
$0.00
Power washing, restriping, snow
plowing, paint
Electrical & plumbing repairs
Elevator maintenance & repair
Other
Sub total
$0.00
$0.00
$0.00
AAA*` 16,111AW
Equipment Rental
Other Equipment
Equipment Repair
Other
Sub total
$0.00
$0.00
$0.00
Electric
$23,400.00
$34,308.00
$48,000.00
Water
$2,040.00
$1,800.00
$2,340.00
Telephone
$3,900.00
$4,740.00
$3,780.00
Sub total
$29,340.00
$40,848.00
$54,120.00
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Sub total
TOTAL
NET REVENUE /DEFICIT
* 2011 Projected Revenue
**2011 Budgeted Amount
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RFP.• Parking Management Services, South Bend. IN
OPERATING BUDGET TEMPLATE - ON- STREET PARKING
REVENUES*
Ticketing $182,997.00
Total $182,997.00
EXPENSES
* 2011 Projected Revenue
Sub total $0.00
Sub total $0.00
TOTAL $0.00
NET REVENUE /DEFICIT
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