2004-25452 ResoRESOLUTION NO. 2004-25452
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 PARKING CASHIERS, ATTENDANTS, AND
SUPERVISORS FOR THE CITY OF MIAMI BEACH PARKING
DEPARTMENT.
WHEREAS, the City issued Request for Proposals No. 67-98/99 on May 13, 1999,
to solicit proposals for a two-year contract for parking companies/operators to supply
parking cashiers/attendants and supervisors for the City of Miami Beach Parking System;
and
WHEREAS, on July 21, 1999, the Mayor and City Commission approved the award
to APCOA/Standard-VIP's Parking Systems for a two (2) year term, with throe (3)
additional one year renewal terms, commencing on August 4, 1999, and expiring on
August 3, 2004; and
WHEREAS, the City continues to have a need for a service provider that can
provide qualified, trained, and courteous attendants, cashiers, and supervisors for the
City's parking facilities; and
WHEREAS, as the last renewal term with Apcoa/Standard-VIP's Parking Systems
will expiro on August 3, 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, heroin approve the issuance of
a Request for Proposals (RFP) for parking cashiers, attendants, and supervisors for the
City of Miami Beach Parking Department.
PASSED AND ADOPTED this 14th day of
MAYOR
JMG/CMC/SF
T:~,AG EN DA',2004~jan 1404\consent~attd cashierssu psrfp.res.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXEGU'I'ION
CiTY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
Condensed Title:
the issuance of a Request for Proposals (RFP) for parking cashiers, attendants, and supervisors
A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, authorizing
for the City of Miami Beach ?arkin~l Department.
Issue:
Should a request for proposals be issued for parking cashiers, attendants, and supervisors for
the City's Parking Department?
Item Summary/Recommendation:
The existing labor pool contract with APCOA/StandardNIP Parking Systems for cashiers,
attendants, and supervisors is in its final term, expiring on August 4, 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:
Finance Dept.
n-Offs:
T:~AG E N DA~.003\feb2603~con sent\vice -mayor- SUM doc
AGENDA ITEM ~,"7
DATE
To:
From:
Subject:
COMMISSION MEMORANDUM
Mayor David Dermer and Date: January 14, 2004
Members of the City Commission
Jorge M. Gonzalez 1
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 PARKING CASHIERS,
ATTENDANTS, AND SUPERVISORS FOR THE CITY OF MIAMI BEACH
PARKING DEPARTMENT.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS:
The Parking Department has collaborated with private industry and through a partial
privatization of services accomplished a "partnership approach" to managing its parking
facilities. The Department has been very successful using the concept of private sector
expertise with public sector oversight. The Department has a management team in place
consisting of an Assistant Director (Project Manager), an Operations Manager, and five facility
supervisors, all of who are employed by the City. As a "partnership", the Department has
competitively bid for contract services including, cashiers/attendants/supervisors, security
services, janitorial services, and landscaping services.
To this end, the existing labor pool contract for cashiers, attendants, and supervisors with
APCONStandard and VIP's Parking Systems is in its final term, expiring on August 4, 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:
SCOPE OF SERVICES
The City of Miami Beach is actively seeking proposals from qualified parking
companies/operators to supply trained parking cashiers, attendants, and supervisors for the
City of Miami Beach Parking System in accordance with the terms, conditions, and
specifications contained in this Request for Proposals.
Cashiers, Attendants, & Supervisors RFP
Commission Memorandum
January 14, 2004
Page 2
A. INTENT
It is the intent of the City of Miami Beach to enter into a three-year Agreement with a firm to
provide the necessary labor pool of cashiers, attendants, and supervisors for the City operated
cashiered/attended parking facilities, with an option for an additional two-year term, at the sole
discretion of the City. The City reserves the right to terminate said Agreement in the event the
firm fails to maintain the required standards, or at the City's sole convenience.
B. RESPONSIBILITY OF THE FIRM
The firm shall be responsible for the following:
To provide trained and uniformed parking cashiers, attendants, and supervisors
at each of the designated parking facilities, Monday through Sunday, including
holidays and during Special Events. The parking facilities are located at:
B.
C.
D.
E.
F.
G.
7th Street & Collins Avenue Garage (24 hours per day)
17th Street Garage (24 hours per day)
13th Street Garage (24 hours per day)
42nd Street Garage (12 hours per day)
12th Street & Drexel Garage (24 hours per day)
17th Street & Washington Ave Sun'ace Parking Lots (16 hours per day)
Preferred Parking Surface lot (Convention Center Lot/180 days per
year).
Anchor Garage (16th Street and Collins Avenue/24 Hours per day).
Municipal surface parking lots during special events and/or seasonally.
2. The parking cashiers, attendants, and supervisors must:
Do
Maintain a neat, well-groomed appearance at all times.
Collect parking fees, validate tickets, and perform related duties.
Provide financial and ticket reports at the conclusion of each shift to the
satisfaction of the City.
Submit monies representative of the shift's activity to the shift/facility
supervisor, and assist in the recordation and deposit of the daily shift
cash receipts.
Maintain a clean work area including the adjacent booth area and access
control equipment. Each shift shall be responsible to maintain the fee
computer as to cleanliness, dust and appropriate use.
Provide directions and general information to the public.
Maintain a friendly, courteous and service-oriented attitude at all times.
Consistently demonstrate the ability to communicate effectively in the
English language with the general public, supervisors, and City
management.
Perform all other related duties as assigned by the City
Cashiers, Attendants, & Supervisors RFP
Commission/v/emorandum
January 14, 2004
Page 3
J. All cashiers, attendants, and supervisors shall be qualified to complete all
required cash and ticket reports. Such qualification shall be to ensure the
accurate and complete recordation of such reports. Ability to add,
subtract, multiply, and divide in a consistent and accurate manner is
essential.
K. All cashiers, attendants, and supervisors must be trained in CPR and
emergency procedures.
L. All cashiers, attendants, and supervisor are required to know City parking
policies pertinent to:
2.
3.
4.
5.
6.
Monthly Parking Program
City Decals and Permit Parkers
Special Event Parking
Parking Meter Smart Card Program
Hotel Hang-Tag Program; and
All programs implemented by the City
All cashiers, attendants, and supervisors must be familiar with the
location, hours of operation, and rates of all City parking facilities.
All cashier, attendants, and supervisors shall be trained in operating
Federal APD revenue control equipment.
The Firm shall provide and require its employees to wear a uniform:
Sport/polo shirt or collared shirt (no t-shirts), dark pants, shorts or skirt. The
Firm's employees will be issued official City of Miami Beach photo identifications
and these shall be required to be worn daily as part of the employee's official
uniform. The Firm must include its name on the badge or uniform. The City
reserves the right for final approval of the uniform selected by the Firm.
The Firm shall provide a full-time on-site Project Manager with experience
handling the type of services requested by the City who will have full authority to
act on behalf of the Firm. The Firm will also provide one (1) trained working
supervisor per location as requested on each shift. The responsibilities of the
supervisors will be:
a. Attendance verification: Verify at the beginning of each shift that all
booths are staffed. If personnel are absent or call in sick, it is the
responsibility of the supervisor to replace the parking cashier
immediately. The supervisor shall issue a bank for each
cashier/attendant per shift.
b. Scheduling of shift locations and replacements for daily and weekly
schedule and scheduling for vacations and emergencies.
c. The shift supervisors shall be an employee of the Firm and shall serve as
the City contact for any problems or questions during each shift.
d. Provide required assistance to parking cashiers and attendants during
shift closeout procedures. Prepare all deposits for shift cash receipts as
required by the City.
e. Perform the duties of a parking cashier and/or attendant.
Cashiers, Attendants, & Supervisors RFP
Commission Memorandum
January 14, 2004
Page 4
f. Perform related duties as requested by City staff.
5. The Firm shall schedule monthly performance meetings with City management
to review performance issues.
6. The Firm shall notify the City of a 24 hour contact via telephone and/or pager. A
minimum of two contact names must remain on file with the City at all times.
7. The Firm shall respond to any complaint received from the general public or the
City of Miami Beach, in writing, within 24 hours of receipt of complaint.
8. All training of new personnel will be the responsibility of the Firm. The Firm will
provide written rules of conduct for its personnel. All rules of conduct for the
Firm must be approved by the City's Parking Director.
9. The Firm must provide a Facilities Operation Manual to each employee and a
permanent manual containing standard operating procedures shall be stored in
each cashier booth and central facility office.
10. All employees of the Firm shall be bonded and insured. Smoking and/or eating
on the job or in a parking facility is strictly prohibited.
11. The Firm must supply a $100.00 bank for each shift at each facility. The
$100.00 bank shall consist of sufficient variety of currency and/or coin to
properly provide change. The City reserves the right to alter the composition of
the $100 bank; however, typically, eighty one-dollar bills and two rolls of quarters
will be required.
12. The Firm shall maintain a trained and courteous workforce.
13. The Firm shall ensure that each cashier booth and facility office is equipped with
the following:
A. City of Miami Beach Parking Guide
B. Chamber of Commerce Visitor Guide
C. CMB ELECTROWAVE Guide
D. Any other materials provided by the City.
14. The firm shall be responsible for any cash shortages or missing tickets. Missing
tickets shall be calculated at the maximum daily parking rate. All shortages shall
be delivered to the City of Miami Beach Parking Department cio the Finance
Manager within 72 hours of notice of the shortage by the City to the Firm.
15. The Firm shall provide continuous and on-going procedural and equipment
training to its employees assigned to the City of Miami Beach. The Firm shall
provide a roster of all trained employees to the City. Employees receiving
training at the City's parking facilities must be scheduled to work at City parking
facilities, at a minimum of fifty percent (50%) of their total weekly hours. Under
no circumstances is the Firm to train employees at City parking facilities and
relocate the employee to another contract or client for any period of time without
the expressed written consent of the City.
16. The Firm shall provide sufficient vehicles, as determined by the City, for their
employees to ensure the effective and efficient transport of cashiers, attendants,
and supervisors to assigned locations throughout all shifts.
17. The Firm shall perform a background check, firm/type of background check to be
approved by the City, on all of its employees, including psychological and/or
aptitude examinations as part of their employment process. The employee must
agree to submit to the successful completion of these screening processes as a
C:
D=
Cashiers, Attendants, & Supervisors RFP
Commission Memorandum
January 14, 2004
Page 5
condition of their employment within the first thirty (30) days of said employment.
The Firm may also be required to conduct other screening and/or investigative
measures, at the request of the City.
CITY'S RESPONSIBILITIES
6.
7.
8.
The City of Miami Beach will provide a clean and safe workplace.
The City has the right to refuse any personnel supplied bythe Firm. Any person
employed by the Firm whom the Parking Director or his/her designee may deem
temporarily or permanently incompetent or unfit to perform the work, shall be
removed promptly from the job and such person shall not again be placed with
the City.
The City shall make every effort to notify the Firm in writing of any special events
and their specific parking requirements at least one week (seven calendar days)
prior to commencement of the event.
The City shall provide the Firm with a calendar of events at the City of Miami
Beach Convention Center, Jackie Gleason Theater of the Performing ^rts, and
Lincoln Theatre. The City shall also provide the firm with a copy of the City of
Miami Beach annual calendar.
The City shall provide a comprehensive list of events requiring the staffing of
surface parking lots (See Attachment ^).
The City shall continuously work with the Firm to assure that residents and
visitors are served in an efficient, professional, and courteous manner.
The City shall provide In-Service training to all of the Firm's employees assigned
to the City of Miami Beach.
The City reserves the right to require the Firm to conduct investigative
measures, including, audits, and/or surveillance to ensure the integrity of the
system and their employees.
The City will at no time be responsible for any and all overtime payroll expense
incurred by the Firm.
Performance Standards
Absenteeism/Attendance:
Failure to maintain a daily attendance record of 90% of the scheduled cashiers,
attendants, and/or supervisors at each respective facility shall be deemed as
non-performance on the part of the Firm and shall be subject to a penalty
consistent with the dollar value of the duration of time that the employee(s)were
absent or $100.00, whichever is greater, as liquidated damages. The value is
based on the hourly rate assessed to the City. For example, a cashier fails to
appear for a 9 AM to 9 PM shift and he/she has a contract hourly rate of $12.00.
The liquidated damage for this instance is $144.00 ($12.00 per hour times 12
hours). This formula is based on reduced service levels that the City must
absorb by compensating with the reallocation of labor from other duties and/or
facilities. Absenteeism/attendance shall be defined as the number of cashiers,
attendants, and/or supervisors scheduled in any facility at the start of any shift.
Cashiers, Attendants, & Supervisors RFP
Commission Memorandum
January 14, 2004
Page 6
=
UniformsIName-tags:
All employees must be in full uniform with their respective name-tag at the start
of their shift. Failure to do so may result in a request to replace said employee
with one in full uniform/name-tag. The Firm's failure to produce a replacement
may trigger Performance Standard No. 1 above and an assessment of 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 not 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 Firm to immediately remove the employee and
replace with another within one (1) hour of said request. Failure of the Firm to
do so may trigger Performance Standard No. 1 and an assessment of liquidated
damages.
Most Favored Customer:
The Firm warrants and represents that the prices, warranties, benefits and terms
set forth in this Agreement are at least equal to or more favorable to the City
than the prices, warranties, benefits and terms now charged or offered by the
Firm, or that may be charged or offered during the term of this Agreement for the
same or substantially similar services as defined in this Agreement. If at a time
during the term of this Agreement, the Firm enters into an agreement on a basis
that provides prices, warranties, benefits and terms more favorable than those
provided the City hereunder, then the Firm shall within thirty (30) calendar days
thereafter notify the City of such fact, and regardless of whether such notice is
sent by the Firm or received by the Firm or received by the City, this contract
shall be deemed to be automatically amended, effective retroactively to the
effective date of the more favorable agreement, to provide the same prices,
warranties, benefits and terms to the City; provided that the City shall have the
right and option to decline to accept any such change, in which event such
amendment shall be deemed null and void. If the Firm is of the opinion that an
apparently more favorable price, warranty, benefit or term of this Agreement is
not in fact more favored treatment, the Firm will promptly notify the City in
writing, setting forth in detail the reasons that the Firm believes said apparently
more favored treatment is not in fact more favored treatment. The City after due
consideration of such written explanation may decline to accept such
explanation and thereupon this Agreement shall be deemed to be automatically
amended effective retroactively to the effective date of the more favorable
agreement, provide the same prices, warranties, benefits and terms to the City.
Cashiers, Attendants, & Supervisors RFP
Commission Memorandum
January 14, 2004
Page 7
The provisions of this Article shall survive the closing and termination of this
Agreement.
MINIMUM REQUIREMENTS/QUALIFICATIONS:
All Firms that submit a proposal for consideration must meet the minimum qualifications
as provided below. If the minimum qualifications are not met, the proposal will be
rejected. Proposals will be considered only from Firms or principals that are regularly
engaged in the business of providing the services as described in this Proposal.
A. The Firm(s) shall have a record of satisfactory performance within the State of
Florida in the past three consecutive years providing trained personnel with
experience in gated parking revenue control equipment, preferably Federal APD
equipment, to a public agency and/or private concern of comparable size and
magnitude to the City of Miami Beach.
B. The Firm(s) or principals shall have sufficient financial support, staffing depth,
equipment, and organization to ensure that they can satisfactorily execute the
services, if awarded a Contract under the terms and conditions stated herein.
C. The Firm(s) shall be fully licensed to perform the work described herein.
D. Number of personnel on file for each type of work. Example: Clerical: 58;
Manual labor: 37, etc.
E. List the present contracts held and contracts previously held during the past
three years, specifically listing any similar contracts held. Identify the
firm/organization, type of labor furnished, contact person, address, phone
number, length of time contract held and total dollar amount of the contracts
listed.
F. The hourly rate for a parking cashier/attendant and the hourly rate for a
shift/facility supervisor. Include any other costs associated with this project that
shall be borne by the City. The proposed hourly rate shall be in effect for 36
months from the contract start date. If the City, in its sole discretion, exercise the
two-year option term, hourly rates will be reconsidered for adjustment.
Increases in rates shall be no greater than the percentage change reflected in
the CPI as published by the US Department of Labor. The Firm may request for
merit increases greater than the CPI; however, requests shall be made in writing
and justified to the CMB Parking Director. Each request shall be considered on
a case-by-case basis. Requests for merit increases shall be considered in the
12th and 24th month of the initial contract term and at the first month of the two-
year option term, if the two-year option term is exercised by the City, in its sole
discretion.
G. The CMB reserves the right to refuse requested merit increases.
H. The CMB reserves the right to accept CPI adjustments, allow the contract to
terminate and re-advertise for RFP's, whichever is in the best interest to the City.
I. Describe in detail the daily oversight of the attendants/cashiers and supervisors
and contract management.
Each Firm is required, before submitting a proposal, to examine carefully the requirements set
forth in this document and to be familiar with all the terms and conditions that are contained
within this RFP. The Firm shall submit the following information with the proposal:
Cash~, Affendan~, & Superviso~ RFP
Comm~s~nMemorandum
January14, 2004
Page 8
Describe your approach to the project and your management plan for both
regularly attended facilities/garages and special event staffing. Include your
staffing strategies, implementation of the contract, training, supervision and
continued support throughout the year. Describe your plan in detail for
recruiting, training, and retaining cashiers/attendants and supervisors.
A brief history of the company, name(s) of owner and principal(s) and number of
years in business. Include the location(s) of the offices.
The number of employees that are employed by your Firm/Company on a full-
time and part-time basis. Describe your active trained work pool that can be
immediately deployed.
Number of personnel on file for each type of work. Example: Clerical: 58,
Manual labor: 37, etc.
List the present contracts held and contracts previously held during the past
three years, specifically listing any similar contracts held. Identify the
firm/organization, type of labor furnished, contact person, address, phone
number, length of time contract held and total dollar amount of the contracts
listed.
The hourly rate for a parking cashier/attendant and the hourly rate for a
shift/facility supervisor. Include any other costs associated with this project that
shall be borne by the City.
Evaluation Criteria/Factors:
Professional experience and past performance:
Labor Cost
Approach to the project and staffing strategies:
Financial Stability:
Personnel resources, oversight, and management plan:
Total:
Weight:
3O%
25%:
20%
15%
10%
100%
CONCLUSION:
In conclusion, the Administration recommends that the Mayor and City Commission authorize
the issuance of a request for proposals for parking cashiers, attendants, and supervisors for
the City of Miami Beach Parking Department.
JMG/CMC/S~'~
T:AGENDA:2004/JAN 14/CONSENT/ATTDCASHIERSSU PRFP.CME