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2004-25453 ResoRESOLUTION NO. 2004-25453 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSALS (RFP) FOR VALET PARKING SERVICES FOR THE MIAMI BEACH CONVENTION CENTER, JACKIE GLEASON THEATER OF THE PERFORMING ARTS, AND OTHER CITY PROPERTY, AS MAY BE REQUIRED. WHEREAS, the City issued Request for Proposals No. 60-98/99 on May 13, 1999 to solicit proposals for a two-year contract for valet parking services to serve the Miami Beach Convention Center, Jackie Gleason Theater of the Performing Arts, and other City property, as may be required; and WHEREAS, on July 21,1999, the Mayor and City Commission approved the award to Gold Star Parking Systems for a two (2) year term, with three (3) additional one year renewal terms, commencing on September 15, 1999, and expiring on September 14, 2004; and WHEREAS, the City continues to have a need for a service provider that can provide qualified, trained, and courteous valet parking services to serve various City venues; and WHEREAS, as Gold Star's last renewal term will expire on September 14, 2004; the Administration has determined that a formal competitive bidding process, in the form of a request for proposals, is necessitated. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA that the Mayor and City Commission, upon recommendation of the Administration, herein approve the issuance of a Request for Proposals (RFP) for valet parking services for the Miami Beach Convention Center, Jackie Gleason Theater of the Performing Arts, and other City property, as may be required. PASSED AND ADOPTED this. 14th day of Jan CITY CLERK JMG/CMC/SF T:~AGENDA~2004~jan 1404\consent~attdcashierssupsrfp.res.doc  04 MAYOR APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION CITY OF MIAMI BEACH COMVIISSlON ITEM SUMMARY Condensed Title: IA Resolution of the Mayor and City Commission of the City of Miami Beach, Flodda, authorizing the issuance of a Request for Proposals (RFP) for valet parking services at the Miami Beach Convention Center, Jackie Gleason Theater of the Performing Arts, and other City property, as ma)/be required. Issue: IShould a request for proposals be issued for valet parking services at the Miami Beach Convention Center, Jackie Gleason Theater of the Performing Arts, and other City property, as may be required. Item Summa~/Recommendation: The existing valet parking concession agreement with Gold Star Parking Systems for valet parking services is in its final term, expiring on September 15, 2004, with no options for renewal. This necessitates a competitive bidding process vis-a-vis the issuance of an RFP (Request for Proposals) in order to procure this service. A scope of services and specifications have been developed by the Parking Department providing for specific performance criteria and standards. Advisory Board Recommendation: The Transportation and Parking Committee endorsed this recommendation at their regularly scheduled meeting] on January 5, 2004. Financial Information: Amount to be expended: Source of Funds: ~ ~ n-Offs: T:~AGEN DA~2003\feb2603~consen/\vice-mayor- SUM.doc COMMISSION MEMORANDUM To: From: Subject: Mayor David Dermer and Date: January 14, 2004 Members of the City Commission Uorge U. Gonzalez ~ ~"~' City Manager ~ A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSALS (RFP) FOR VALET PARKING SERVICES AT THE MIAMI BEACH CONVENTION CENTER, JACKIE GLEASON THEATER OF THE PERFORMING ARTS, AND OTHER CITY PROPERTY, AS MAY BE REQUIRED. ADMINISTRATION RECOMMENDATION Adopt the Resolution. ANALYSIS It is the City of Miami Beach's intent to retain the highest quality valet parking service for the patrons of the Jackie Gleason Theater of the Performing Arts 1700 Washington Avenue, Miami Beach, Florida, at the Miami Beach Convention Center, 1901 Convention Center Drive, Miami Beach, Florida ("Convention Center"), and at other sites within the City of Miami Beach. The City of Miami Beach ("City") has contracted valet parking services for the Jackie Gleason Theater and for the Convention Center since October 1, 1986, and the City wishes to continue providing such parking services to patrons of both facilities, even when events are scheduled simultaneously at both facilities. The existing concession agreement with Gold Star Parking Systems for valet parking service is in its final term, expiring on September 15, 2004, with no options for renewal. This necessitates a competitive bidding process vis-a-vis the issuance of an RFP (Request for Proposals) in order to procure this service. The following scope and specifications have been developed by the Department providing for specific performance criteria and standards. The City will provide to the selected operator: (1) space for a valet parking stand, kiosk, or booth (specifications and visuals of stand, kiosk, or booth must be submitted) at each facility, and (2) storage space free of charge to the selected operator for serviced vehicles at Municipal Parking Lot 5C, located on the northeast corner of Convention Center Drive and 17th Street or other location in the sole discretion of the City. The selected operator shall control access to this lot three (3) hou rs prior to the start time of a scheduled event in order to secure storage space; however, the operator may not remove from said lot any vehicle parked prior to said three hour period. The initial term of the Agreement shall be for three (3) years, with one (1) two-year option, renewable at the City's sole discretion. The effective date of the Agreement is anticipated Va~tParking ~rMBCC/JGTRFP Comm~s~nMemorandurn January14, 2004 Page 2 to be September 15, 2004. The valet parking fee is determined by the Mayor and City Commission of the City of Miami Beach. Currently, the valet parking fee approved by the Mayor and City Commission of the City of Miami Beach is $10.00 per vehicle. SECTION II -SCOPE OF SERVICES The intent of this RFP is to award a valet parking Concession Agreement ("Agreement") for the operation of valet parking services at the Jackie Gleason Theater, the Convention Center, and/or other City Property, as requested by the City Manager, at the sole cost and expense of the operator. AUTHORITY FOR VALET PARKING CONCESSION The City Manager or his designee is fully authorized to manage and direct the operational uses of City property. The City Code provides for the selection of the operator and other service providers through publicly advertised competitive bidding procedures. B. AVAILABILITY OF SERVICES The proposed services outlined herein shall be offered to patrons of the Jackie Gleason Theater, in connection with scheduled entertainment events, and at the Convention Center, on an as-needed basis, as requested bythe City Manager or his/her designee. The City Manager or designee may also request services to be provided at additional locations on City property. A schedule of shows at the Jackie Gleason Theater and the Convention Center is attached hereto as Exhibit .... . The Mayor and City Commission reserves the right to determine and review rates charged for valet parking services under this Agreement. The current rate charged is $10.00 per vehicle, which includes State sales tax (see Exhibit" "). All Proposers should base their proposals on this amount. C.__~.VALET PARKING EQUIPMENT All equipment, including valet parking stand(s), kiosk(s), and/or booth(s) shall be supplied by, and at the expense of the operator. Equipment supplied under the Agreement shall be new, and in excellent condition prior to installation and during operation. The height and the color of the equipment supplied shall be the same at each location. All equipment supplied under the Agreement must be approved by the Convention Center/Theater Operator (SMG) and the City of Miami Beach Parking Department. Storage of said equipment is the sole responsibility of the operator. Valet Parking for MBCC/JGT RFP Commission Memorandum January 14, 2004 Page 3 D.~. REFUNDS The Proposer must include in its proposal a statement describing the circumstances and procedure whereby refunds will be provided to patrons. QUALITY OFSERVlCE The operator must greet patrons and take possession of their vehicles within two (2) minutes of arrival of each patron, and the operator must return their vehicles to the patrons within ten minutes of each patron's request for the vehicle. The City reserves the right to have any unsuitable employee(s) of the operator removed. OPERATIONAL PLANS The operator must provide a Statement of Proposed Operational Plans. At a minimum, such plan should state the intended valet parking concessions which are contemplated, number and qualifications of personnel, including supervisors, together with a statement of screening procedures for drivers. Any equipment which the Proposer intends to supply for the operation of the concession should be listed and described in detail. Any parking concession stand(s), kiosk(s), and/or booth(s) must be completely portable and must be compatible in design, color, and workmanship with the facility for its intended use, If the operator plans to make any capital improvements to City property or facilities over the term of the proposed Agreement, such improvements should be described and an estimated dollar amount to be expended stated in the Plan. Supplemental statements should include preliminary drawings depicting the improvements to be completed (including signage), as well as additional information regarding the projected market viability of the Operational Plan and any special qualifications and experience which the Proposer offers with regard to the proposed services. The operator must have a written statement of procedures whereby members of the public may receive refunds or adjustments in the event of customer dissatisfaction. Additionally the City will require valet operators to maintain their operating areas and adjacent ramping areas free of all debris, litter and trash in an effort to enhance the cleanliness in our City. G_.~. START UP OF OPERATIONS Operator must be in operation on September 15, 2004. Valet Parking for MBCC/JGT RFP Commission Memorandum January 14, 2004 Page 4 H= TERM OF AGREEMENT The term of the Concession Agreement resulting from this RFP shall be for an initial term of three (3) years, beginning on September 15, 2004, with an option for one two-year term, at the sole discretion of the City. The City will give the operator written notice of its intention to extend the Agreement not fewer than sixty (60) days prior to the end of the initial Agreement, and the renewal term, if applicable. I- NO ASSIGNMENT OF AGREEMENT; NO SUB-CONCESSIONS AGREEMENTS The Operator shall not, at any time during the term of the Agreement, sublet any part of his Agreement or assign any portion or part of it. AMOUNTS PAYABLE TO THE CITY The Proposer shall propose a fixed monthly payment to the City for the duration of the Agreement. Said payment shall be due to the City on the tenth (10th) of the month for the preceding month and shall be accompanied by financial statements of the previous month's gross receipts, including submittal of a monthly report of activities (see Exhibit .... ) shall be submitted to the Parking Director by the 15th of each month for the preceding month. This report, at a minimum, must contain a chronological listing of events and their locations, including the following information; date, time, name of event, exact location(s) (Hall, Jackie Gleason Theater, etc.), number of transactions (vehicles), gross receipts per event/location, and gross receipts totals. This report shall accompany the monthly statement of gross revenues and will be subject to audit. It is also required that the Operator, at its own expense, pay any and all taxes or assessments which may be levied including sales and use tax on payments to the City. The City shall reconcile monthly reports and conduct an audit of operations annually or when it deems necessary. LATE FEES There will be a penalty of $100.00 or two percent (2%) of the monthly gross receipts, whichever is greater for late or delinquent payments (i.e., any payment received after the tenth (10th) of the month). In addition, simple interest accruing to the City at the highest rate allowable by law per annum, or eighteen percent (18%), whichever is greater, shall be levied from the date when the payment is due until the date paid. Valet Parking for MBCC/JG T RFP Commission Memorandum January 14, 2004 Page 5 L_ GROSS RECEIPTS The term "Gross Receipts", as used herein, shall mean all monies paid or payable to the Operator for sales made or services rendered which are related to this concession, provided however, that any sales tax imposed by City, County, State, or Federal law and paid by purchaser of any item sold by Operator or any other authorized service or activity of the Operator directly payable to a taxing authority shall be excluded from the computation of "Gross Receipts". M._~. CASH REGISTERS/COLLECTIONS The Operator will use electronic cash registers or other point-of-sale machine able to validate parking tickets in the valet parking stand, kiosk, and/or booth. The customer cash register receipt and validated parking tickets shall be recorded on the register individually, at the time of the payment, using a tape with a carbonized duplicate. Such register and controls over its use, and/or any modifications to this requirement, must have the prior wdtten approval of the City Manager. N.~. SHORTAGES All cash shortages, regardless of the reason, are to be absorbed bythe operator and are not to be reported as deductions from Gross Receipts. Bad debts, returned checks, and charges for returned checks, which are part of Gross Receipts, are also not to be reported as deductions from Gross Receipts. O.~. VALET PARKING TICKETS~ BOOKS~ AND RECORDS The Operator must use sequentially pre-numbered ticket books, approved by the City Manager or designee, to be used for any and all transactions. The operator must prepare true and complete records and accounts of its gross receipts of the valet parking service in accordance with generally accepted accounting principles during the term of the Agreement. Such records should include, at a minimum, all sequentially pre-numbered parking ticket stubs, including voided tickets, daily control sheets signed by the operator's cashier indicating starting, ending, and voided ticket number, and cash register tapes to support gross receipts. The form of all records, reports, and operating controls will be subject to the written approval of the City's Internal Auditor. Recommendations by the Internal Auditor for changes, additions, or deletions in accounting practices, reporting, or controls will be complied with by the operator when requested. The City Auditor shall have the right to audit and examine, during the normal business hours, all books of account, reports, and records relating to the valet parking service upon three (3) days notice. All records relating to the Agreement must be stored and made available to the City within 48 hours of request. The City shall have the right to examine such records at any time within one (1) year Valet Parking for MBCC/JGT RFP Commission Memorandum January 14, 2004 Page 6 following the expiration or termination of the Agreement; all records must be maintained for that period. P~ ANNUAL REPORTS The operator will submit an annual CPA-certified Statement of Gross Receipts to the City. Such Certified Statement shall include an opinion by a Certified Public Accountant as to the accuracy of the Operator's Gross Receipts as defined by the Agreement. The period covered by the Certified Statement shall coincide with the operator's fiscal year and must be submitted to the City within sixty (60) days after the end of each twelve-month fiscal year. FACILITIES/PREMISES Exhibit .... , entitled "Initially Authorized Locations", lists sites where valet parking services must be provided under this Agreement. The City Manager or his designee may, at his discretion, approve other City sites which require valet parking services. APPEARANCE ON PREMISES The operator shall maintain a neat and orderly operation at all times and shall be solely responsible for the necessary services to properly maintain the premises being used for valet parking services. S~ ADVERTISING AND SIGNS All advertising, signage, and postings shall be approved by the City Manager or his designee and must comply with the requirements of the City's Planning Department, as further described in Exhibit .... attached hereto. T= SECURITY The operator must provide any security measures which may be required to protect its area and its equipment, materials, facilities, and designated valet storage locations. Said security measures may not violate other restrictions of the Agreement. U. STAFFING/PERSONNEL Each Proposer should include in its proposal a staffing pattern or plan which details the number and qualifications of the personnel who will be employed in the concession operation. At a minimum, the operator shall employ people to serve the public who are neat, clean, well-groomed, and courteous. Employees must be customer-service oriented and shall wear uniforms with name tags at all times. Uniforms shall be pre-approved bythe City Manager or his designee. All Va~tParking ~rMBCC/JGTRFP Comrn~s~nMemorandum January14, 2004 Page 7 drivers must have a valid Florida Driver's License. An experienced manager (or managers) shall be employed by the Operator to oversee the concession operation, and have the authority over day-to-day operations. Conduct of the operator's employees shall be subject to reasonable regulation by the City Manager or his designee. V.~. ELIGIBILITY The operator and any persons employed by him/her shall never have been convicted of any felony or offense involving moral turpitude. A list of employees including the information requested is to be submitted to the City Manager or his designee within seventy-two hours (72) hours after the operator makes his/her selection for employment. Failure to comply with this provision will be cause for termination of the Agreement by the City Manager. The City reserves the right to periodically conduct Police background checks for all employees of the Operator. NON-DISCRIMINATION There shall be no discrimination based on race, sex, color, creed, sexual orientation, or national origin in the operations referred to by the Agreement, and there shall be no discrimination regarding any use, service, maintenance, or operation of the premises. All facilities located on the premises shall be made available to the public, subject to the right of the operator to establish and enforce rules and regulations to provide for the safety, ordedy operation, and security of the facilities, personnel and equipment. COMPLIANCE WITH ClTY~ COUNTY~ STATE AND FEDERAL LAWS~ LICENSING AND PERMIT REQUIREMENTS The operator shall comply with all rules and regulations, laws, ordinances, and permitting requirements of the City of Miami Beach, Dade County, the State of Florida, and the U.S. Government now in force or hereafter adopted, at operator's own expense. In particular, the operator must obtain a City of Miami Beach Occupational License annually for the concession. City Occupational Licenses currently are issued for a one (1) year period, expiring each September 30th. Y.~. PERFORMANCE~ INDEMNITY AND INSURANCE REQUIREMENTS The operator shall post Performance Security in the form of an Irrevocable Letter of Credit or, in the alternative, a cash deposit in the amount of Five Thousand Dollars ($5,000.00), with the City upon the execution of this Agreement. Said Performance Security shall be issued by a surety company authorized to do business in the State of Florida and shall be refundable at the Valet Parking for MBCC/JGT RFP Commission Memorandum January 14, 2004 Page 8 expiration of the Agreement, if all terms and conditions of the Agreement have been satisfied by the Operator. The Performance Security must be good and in effect for the du ration of the Agreement. A Performance Security which is on an annual basis is not acceptable. The operator shall indemnify, defend, and hold harmless the City against any and all claims, suits, actions, damages, or causes of action arising during the term of the Agreement for any personal injury, loss of life, or damage to property sustained in or on the sites operator is operating on, by reason of or as a result of operator's use, activities, and operations thereon; from and against all costs, attorney's fees, expenses, and liabilities incurred in the defense of any such claim and the investigation thereof. As partial fulfillment of this requirement, the operator shall supply evidence of insurance coverage as described on the Insurance Check List. The required insurance coverage must be supplied prior to the initiation of operations. The operator will not be granted access to the property without approved insurance coverage. Z-- QUALITY ASSURANCE The operator's performance shall be monitored by the City Manager or designee. Impromptu operational and financial audits may be conducted on site at the discretion of the City Manager or his designee. Letters of complaint regarding the operatofs performance will be subject to investigation by the City. The operator will be issued written notice of the complaint within five (5) days of receipt by the City, and the operator will have five (5) days in which to respond. Three letters of complaint that have been investigated by the City and confirmed as to their allegations, received within twelve consecutive months, shall constitute sufficient cause for the City Manager or his designee to terminate the Agreement. AA. TERMINATION FOR CAUSE If the operator fails to comply with any of the terms and conditions of the Agreement, except for non-payment of rent which is separately addressed herein, and such default is not cured within ten (10) days after written notice is given to operator, the City shall have the right to immediately terminate the Agreement and revoke the privilege of the operator to come upon the City's property for purposes for which this concession, was granted and may oust and remove all parties who may be present upon or occupy any part of the premises for the purpose of exercising any rights so revoked. Continued occupancy of the facility after termination of the privilege shall constitute trespass by the operator, and may be prosecuted as such. In addition, the operator shall pay to the City one hundred dollars ($100) per day as liquidated damages for such trespass Valet Parking for MBCC/JGT RFP Commission Memorandum January 14, 2004 Page 9 and holding over. In addition, with regard to termination of the Agreement, the City may pursue any and all legal remedies available to it for such default, with the prevailing party to pay all reasonable legal fees. BB. TERMINATION FOR CONVENIENCE NOTWITHSTANDING THE PROVISIONS IN THE AGREEMENT PARAGRAPHS AND , THE CITY MAY, FOR ITS CONVENIENCE, AND AT ITS SOLE DISCRETION AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT ANY TIME DURING THE TERM BY GIVING THIRTY (30) DAYS WRITTEN NOTICE TO OPERATOR OF SUCH TERMINATION, WHICH SHALL BE EFFECTIVE AS OF THE DATE SO SPECIFIED IN SAID WRITTEN TERMINATION. CC. PERFORMANCE STANDARDS Scheduled Service: Failure to provide service for events on scheduled dates shall be deemed as non-performance on the part of the Firm and shall be subject to a penalty of $500, per event/per day, as liquidated damages. The value of the liquidated damages is based on: (1) reduction of service level to patrons wishing to valet park and any inconvenience derived thereof and (2) a disincentive to the Operator to not provide service for all events. Uniforms: All employees must be in full uniform. Failure to do so may result in a request to replace said employee with one in full uniform. The Firm's failure to produce a replacement shall be deemed as non-performance and a penalty of $50 per employee, per event, per day may be assessed as liquidated damages. Customer Service/Conduct: All employees must comport themselves in a respectful and courteous manner when addressing the public/customers. Conduct unbecoming shall include: rudeness, belligerence, hostility, quarrelsome, antagonistic, aggression, sarcasm, contempt, and mocking. All employees shall further refrain from smoking, eating, and/or drinking while on-duty. Complaints pertaining to customer service, including but limited to the behavior outlined above shall be immediately addressed by the Firm. The City reserves the right to in its sole discretion to determine if the employee is unfit or incompetent to perform the duties and may require the operator to immediately remove the employee and replace with another within one (1) hour of said request. Failure of the operator to do so may trigger an assessment of a penalty in the amount of $50.00 per employee, per event, per day, as liquidated damages. Valet Parking for MBCC/JGT RFP Commission Memorandum January 14, 2004 Page 10 MINIMUM REQUIREMENTS I QUALIFICATIONS: The Proposer must have a verifiable proven record of providing valet parking services and must have not fewer than throe (3) consecutive years of experience, in the State of Florida, providing successful valet parking services for major convention centers, theaters of performing arts, playhouses, cultural centers, and/or amphitheaters with the following minimum characteristics: Convention Centers providing events with attendance of 200,000 to 250,000 persons over seven consecutive days. Theaters of performing arts or similar venues providing events with attendance of 2,700 per event and multiple events (up to three) per day. The Proposer must have sufficient financial stability to provide valet parking services as outlined herein throughout the term of the Agreement to withstand variable periods of demand of the facilities named herein. The Proposer must demonstrate a level of expertise, technical knowledge, and innovation to provide valet parking services, including multiple major events, through inclement weather, and any unforeseeable circumstances. For the City of Miami Beach to award the Concession Agreement to the best qualified Proposer, an evaluation of the qualifications of each proposer must be completed. The Proposer submitting a rosponse warrants that it: Can carry out all the requirements set forth in this RFP and its own operational plans, and fulfill the associated financial commitments. (2) Has successfully developed and operated other valet parking concessions in the State of Florida similar to those proposed. (3) Has supplied the information in the attached Questionnaire and Individual or Corporation Financial Information, as further evidence of capacity and roadiness to provide the proposed services. VaSt Parking ~rMBCC/JGTRFP Comm~s~nMemorandum January14, 2004 Page 11 CRITERIA FOR EVALUATION The Evaluation Committee shall base its recommendations on the following factors: Factors Proposer's experience with similar contracts: Fixed Monthly Payments to the City: Completeness of Proposed Operational Plan: Qualifications of Personnel/Staffing Pattern: Evidence of financial stability: Weight 25% 25% 20% 15% 15% CONCLUSION In conclusion, the Administration recommends that the Mayor and City Commission authorize the issuance of a request for proposals for valet parking services for the Miami Beach Convention Center, Jackie Gleason Theater of the Performing Arts, and other City property, as may be required. JMG/CMC/SF T:~AGEN DA~004~Jan 1404\Consent~topavaletparkingrfp.CME.doc