2000-24177 RESO
RESOLUTION NO. 2000-24177
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 PROVIDING PARKING METER
COLLECTION SERVICES FOR THE CITY'S PARKING
SYSTEM.
WHEREAS, the City has contracted parking meter collection services with Central Parking
Systems, Inc., since December 1996; and
WHEREAS, the Mayor and Commission have approved the fourth and fmal one (1) year
term with Central Parking Systems, Inc. which shall expire on December 3, 2001; and
WHEREAS, the Mayor and Commission further approved the issuance of a request for
proposal for parking meter collection services; and
WHEREAS, the Mayor and Commission are cognizant of a contractual requirement with
Central Parking System, Inc. requiring a sixty (60) day notice for cancellation, should the successful
proposer be other than Central Parking Systems, Inc.; and
WHEREAS, it is the intent of the City to seek proposals for parking meter collection
services in order to potentially identify cost savings and/or improved services for parking meter
collections; and
WHEREAS, the Administration has prepared a Parking Meter Collection Service Request
for Proposals, including Minimum Qualifications, Scope of Services, and Evaluation Criteria in
order to continue providing parking meter collection services for the City, identify potential cost
savings, and/or improved services.
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 herein authorize the issuance of a Request for Proposals (RFP) for providing parking
meter collection services for the City's Parking System for Fiscal Year 200012001.
PASSED AND ADOPTED this ~ day of November. 2000.
MAYOR YJ/4
ATTEST:
\1t~r ~~~
CITY CLERK
APPROVED ;.s TO
FORM & LANGUAGE
& FOR EXECUTION
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ATTACHMENT "A"
MINIMUM REOUlREMENTS IOUALIFICATIONS:
1. The Proposer must have a verifiable proven record of providing parking meter collection
services and must have not fewer than three (3) years of experience, providing successful
parking meter collection services for municipal parking departments, parking authorities,
and/or parking systems, including hospitals and/or collegesluniversities with the following
minimum characteristics:
a. Municipal parking departments, parking authorities, and/or parking systems,
including hospitals, and/or collegesluniversities with daily parking meter
collection frequencies.
b. Municipal parking departments, parking authorities, and/or parking systems,
including hospitals, and/or collegesluniversities with electronic parking meter
mechanisms, including experience with uploading/downloading data for
auditing functions, and experience with electronic parking meter vault door
locking systems.
2. The Proposer must have sufficient financial stability to provide parking meter collection
services as outlined herein throughout the term of the Agreement to withstand variable
periods of fluctuations, up to 25%, in meter collection frequency. A $500,000 performance
bond will be required of the Successful Proposer to evidence financial stability.
3. The Proposer must demonstrate a level of expertise, technical knowledge, and innovation
to provide parking meter collection services, including providing services through inclement
weather, and any unforeseeable circumstances.
SCOPE OF SERVICES
The City of Miami Beach intends to receive proposals for a Parking Meter Collection Service for
a three (3) year period, with one, two (2) year option to renew, at the sole discretion of the City.
Successful proposer shall provide Collection Service for parking meters owned by the City of Miami
Beach, located at sites designated herein within the City of Miami Beach. Collection Service shall
transport all coins collected from the parking meters to any place within the City of Miami Beach
deemed acceptable to the Parking Director, for the purpose of counting, storing, depositing, or any
combination thereof.
SPECIFICATIONS:
1. Number of Parking Meters:
Collection services will be required for a system containing approximately 9,200 parking
meters.
2. Parking Meter Collection Procedures and Requirements:
The City of Miami Beach presently has a sealed parking meter collection system. The
Successful Proposer is required to unlock the parking meter vault door by utilizing both
a key and access card for the electronic locking system. The sealed (locked) coin can is
removed from the meter vault area and insert it into a sealed cylindrical collection device that
engages (unlocks) the coin can from the meter. The coin can's contents are deposited into
the collection device. Once the contents ofthe coin can have been deposited, it is returned
to the appropriate parking meter and the meter vault door is locked. At this time, the
Successful Proposer is required to retrieve parking meter revenue data via use of a hand held
computer or card. This process is repeated at all parking meters scheduled for collection.
All cylindrical collection devices are returned to the Parking Department for the sorting,
counting, bagging, and deposit of parking meter revenue.
3. Number of Collections:
There will be approximately 44,000 collections per month. Collections will be made as per
a weekly schedule provided by the City of Miami Beach Parking Department. The City
reserves the right to increase and/or decrease collections up to 25%.
4. Equipment:
The Successful Proposer shall be responsible for the coded collection keys, electronic locking
system access cards, and data retrieval hand held devices or cards issued by the City.
Replacement keys must be secured by the City. Successful Proposer shall be financially
responsible for replacement or changing, including parts and labor, of any locks required due
to the loss of keys in hislher care, custody, or control. This includes access cards, hand held
computers, data retrieval cards, and any other cost associated with securing all meter affected
by the breach. Keys must be attached to the Collector by method approved by the Parking
Department. Any of the aforementioned property, including but not limited to, locks,
electronic locking system access cards, hand held computer devices, and data retrieval cards
must be replaced within seven calendar days ofloss. Failure to meet the time criteria ofthis
provision shall result in a penalty of $250.00 per day or ten (10%) per day of the total value
due to the City from Successful Proposers due to the loss of City Property, or whichever is
greater. The greater of these two penalties will be assessed against the Successful Proposer
for every calendar day past the seventh (7th) day, such penalty is to be deducted from any
future or current remittances due to the Successful Proposer.
The City of Miami Beach Parking Department will furnish meter coin vault keys, electronic
system access cards, hand held computer, and/or data retrieval cards to the Collection
Service personnel at the start of each collection day at the time specified by the Parking
Director. This equipment will be issued at the Administration Offices of the City of Miami
Beach Parking Department, located at 1130 W ashington Avenue, First Floor. All equipment
will be signed for by the Collection Service Personnel receiving the equipment. The
equipment will be returned when the Collection Service has completed its duties at the end
of that day.
All keys and other equipment are to be fastened to the Collector's person by suitable fashion
and such fastening shall be subject to the approval of the Parking Director or designee.
5. Damages:
All equipment supplied by the City to the Collection Service for the purpose of this
contract will be replaced at the Collection Service's expense in the event of damage
caused while in the Collection Service's care and custody.
6. General Provisions:
Collection Service Personnel shall be unarmed at all times while engaged in the collection
of and transportation of parking meter revenue.
Collection Service shall collect coins from parking meters on routes and schedules provided
by the Parking Director of the City of Miami Beach, or designee.
Route schedules and collection frequencies may change periodically, as required by normal
meter installations and removal and/or rate changes, or when the Parking Director and/or its
designee requests a segregated revenue rate test or special collection.
Collection Service shall provide secure and safeguarded vehicles. A minimum of three
collection vehicles must be supplied and additional vehicles should be provided as needed
to perform collection and collection supervision services.
Each vehicle is to be equipped in accordance with the following specifications and with
maximum security systems, "maximum security systems" includes, but is not limited to: (1)
electronic vehicle tracking system (Lo-Jack, Tele-Trac, or equivalent), (2) alarm system
with sirens covering all entry points including an ignition kill and fuel shut-off, (3) interior
steel cages to enclose, keep upright, and distinguish full and empty coin canisters, including
an individual slot for each coin collection canister that can be locked in an angle iron
compartment independently of each of the other coin collection canisters, and (4) enclosed
vehicles to keep contents from public view.
a. The solid bulkhead separating the driver from the back compartment ofthe
vehicle van must have an opening that would permit the driver to have a clear
view ofthe back compartment.
b. A drop safe for equipment must be installed on the passenger side of the
bulkhead.
c. Each vehicle must be equipped with a hinged, spring activated padded bench
that would be held down when a collector is seated. A series of safety belts
must be provided for the safety of the collection service personnel.
d. Each vehicle must be equipped with a method of air conditioning in the rear
compartment.
e. All vehicles must be unmarked.
f. All doors are to lock automatically when closed and be equipped with an
alarm system as specified above.
g. Collection Service shall employ all of the personnel safety procedures and/or
devices necessary to transport coin safely from parking meters to any place
within the City of Miami Beach for the purpose of counting, storing,
depositing, or any combination thereof.
h. Each vehicle operator must be equipped with a cellular telephone or radio to
provide communication from one operator to another operator and to a City
of Miami Beach designee.
Collection Service shall provide the number of vehicles necessary to complete each days
scheduled collections and transportation of the collected and/or counted coins.
Each Collection Service vehicle shall have a minimum of two (2) collection service
personnel, in uniform with a photograph identification. The Collection Service personnel
will wear identification tags, provided by the City of Miami Beach, at all times while
collecting coins and delivering the collected or counted coins. One Supervisor must remain
in radio contact with the Parking Department designee during collection periods.
7. Zones:
Collection requirements are itemized by zones ( or routes) as shown in Exhibit No.1.
8. Zone Assignments:
Zone assignments shall be issued daily at the Parking Department at the time the collection
equipment is issued. Wheeled carts for collection are to be provided by the City of Miami
Beach Parking Department and are to be returned at the close of each day's regular
collection.
9. Transporting of Funds:
All funds collected will be transported to the coin processing facility for consolidation. Coins
to be consolidated shall be counted by City personnel and then, at the option of the City,
delivered by the Collection Service to a designated Miami Beach depository no later than
the first business day following the collection by the Collection Service.
10. Reports:
Collection Service will be required to complete and submit to the City on a daily basis,
copies of the report forms attached: Exhibit No.2 (Key Report Form), Exhibit No.3
(Daily Parking Meter Non-Collection Report), Exhibit No.4 (Collection Sheet).
Collection Service shall complete appropriate forms, as provided by the City, for coins found
out of canisters. The City reserves the right to add/amend forms as necessary.
11. Coin Responsibilities:
Collection Service shall be totally responsible for the security of all collected and counted
coins while in their custody and care.
12. Termination:
The City may, at its sole discretion, and without cause, terminate this Agreement at any
time during the term herein by giving thirty (30) days written notice to the Operator
of such termination, which shall become effective as of the date so specified in said
written termination.
13. City of Miami Beach Employees:
The Successful Proposer agrees not to hire any City employee as a part-time or full-time
employee that would participate and/or be associated with the services outlined herein
in providing parking meter collection services to the City of Miami Beach.
14. Supervision:
The City ofMiarni Beach Parking Department shall have the right to have its personnel, as
deemed appropriate, at the sole discretion of the Parking Director, to closely monitor the
collection service for any and all security reasons.
The Successful Proposer shall provide On-Site Supervisor, at all times, when Collection
Services are being provided. The On-Site Supervisor shall coordinate all duties, functions,
and respond to all inquiries, as required, with City of Miami Beach Parking Director, or
its designee.
15. Firm Price Application:
The prices quoted will remain in effect for a thirty-six (36) month period, at which time they
will be reconsidered for adjustment prior to renewal, if the City, at its sole discretion, wishes
to exercise the two (2) year renewal option, as follows:
Change shall not be more than the percentage decrease or increase in the Consumer
Price Index (overall) computed on the anniversary date of the contract. The index
report for the month October of the applicable year prior to the anniversary date of
the contract shall be the basis from which any computation shall be made.
16. Loan Equipment:
The Collection Service shall be responsible for returning any loaned equipment to the City.
Any equipment damaged while in the custody of the Collection Service will be repaired or
replaced at the Collection Service's expense.
17. Proposer's Qualification Form:
The Propose's Qualification Form, which is part of the proposal, is to be completed and
returned with the proposal.
18. Insurance:
Certificates of Insurance, in accordance with the attached specifications, will be required of
the Successful Proposer.
19. Bid Surety:
a. Surety Bond: A Surety Bond or Cashier's Check made payable to the City ofMiarni
Beach, in the amount of $5,000.00 shall accompany each proposal. The surety of all
proposers will be retained until after the award to the successful proposer is made.
b. Failure to Execute: Failure to accept the award and file an acceptable performance
bond as provided herein within fifteen (15) days after award shall be just cause for
annulment of the award and the forfeiture of the surety to the City, as not a penalty,
but in liquidated damages sustained, provided the fault is not that of the City. Award
may then be made to the next highest responsible proposer.
20. Performance Bond:
A Performance Bond in the amount of $500,000.00 will be required of the Successful
Proposer, to give the City surety of the Successful Proposer's financial stability. The
Performance Bond shall be renewable annually and on the options. The form of the
bond shall be approved by the City Attorney and shall be a corporate surety bond company
licensed to do business in the State of Florida.
EV ALUATION/SEI,ECTION PROCESS: CRITERIA FOR EVALUATION
The procedure for proposal evaluation and selection is as follows:
1. Request for Proposals issued.
2. Receipt of proposals.
3. Opening and listing of all proposals received.
4. An Evaluation Committee, appointed by the City Manager, shall meet to
evaluate each proposal in accordance with the requirements of this RFP. If
further information is desired, proposers may be requested to make additional
written submissions or oral presentations to the Evaluation Committee.
5. The Evaluation Committee shall recommend to the City Manager the proposal
or proposals acceptance of which the Evaluation Committee deems to be in
the best interest of the City.
The Evaluation Committee shall base its recommendations on the following
factors:
A. Proposer's experience with similar contracts.
B. Completeness of Proposed Operational Plan.
C. Qualifications of Personnel/Supervision/Staffing Pattern.
D. Evidence of financial stability.
E. Collection fee per meter.
6.
After considering the recommendation(s) of the Evaluation Committee, the City
Manager shall recommend to the Mayor and Commission the proposal or proposals
acceptance of which the City Manager deems to be in the best interest of the City.
7.
The City Commission shall consider the City Manager's recommendation(s) in light
of the recommendation(s) and evaluation of the Evaluation Committee and, if
appropriate, approve the City Manager's recommendation(s). The Mayor and
Commission may reject City Manager's recommendation(s) and select another
proposal or proposals. In any case, the Mayor and Commission shall select the
proposal or proposals acceptance of which the Mayor and Commission deems to be
in the best interest of the City. The City Commission may also reject all proposals.
8.
Negotiations between the selected proposer and the City Manager take place to arrive
at a contract. If the Mayor and Commission has so directed, the City Manager may
proceed to negotiate a contract with a proposer other than the top-ranked proposer if
the negotiations with the top-ranked proposer fail to produce a mutually acceptable
contract within a reasonable period of time.
9.
A proposed contract or contracts are presented to the Mayor and Commission for
approval, modification and approval, or rejection.
10.
If and when a contract or contracts acceptable to the respective parties is approved
by the Mayor and Commission, the Mayor and City Clerk sign the contract(s) after
the selected proposer(s) has (or have) done so.
Important Note: By submitting a proposal, all proposers shall be deemed
to understand and agree that no property interest or legal right of any kind shall
be created at any point during the aforesaid evaluationlselection process until
and unless a contract has been agreed to and signed by both parties.
JMG/CMC/SF
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CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.fl.us
COMMISSION MEMORANDUM NO. 27't-QO
TO:
Mayor Neisen O. Kasdin and
Members of the City Commission
DATE: November 29, 2000
FROM:
Jorge M. Gonzalez \~
City Manager u- U
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF
REQUEST FOR PROPOSALS (RFP) FOR PROVIDING PARKING METER
COLLECTION SERVICES FOR THE CITY'S PARKING SYSTEM.
SUBJECT:
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
ANAI,YSIS:
On November 8, 2000, the Mayor and City Commission approved the fourth and final one (1) year
extension option with Central Parking Systems, Inc. for parking meter collection services. The
Administration was further directed to proceed with the issuance of a Request for Proposals (RFP)
for said services. The existing agreement with Central Parking Systems, Inc. contains a cancellation
clause that states; "this contract may be terminated by either party in writing with 60 days prior
notice".
At this time, the Administration is requesting authorization to issue the RFP in accordance with
Minimum RequirementslQualifications and the Scope of Services and Specifications as outlined in
Attachment "A". In accordance with the Commission's request, a proposer must meet the minimum
qualifications in order for the proposal to be deemed responsive.
Should the Mayor and Commission approve an award and authorization to negotiate with a
successful proposer that is not the current provider, Central Parking System, Inc., the Administration
would then issue a sixty (60) day written notice of cancellation to Central Parking Systems, Inc.
upon negotiation and approval of a contract with the successful proposer. In the case that Central
Parking Systems, Inc. is the successful proposer, the Administration will then negotiate a contract
and proceed with the award.
AGENDA ITEM C. 7 G--
DATE \I-J,9-ocJ
The existing service provider, Central Parking Systems, Inc, may participate in the competitive
bidding process. As a reminder, upon approval by the Mayor and Commission of the issuance of
the request for proposals, the Cone of Silence is in effect. Therefore, the Parking Department's
Administration is only allowed to, and will only, discuss issues pertaining to the existing contract
with the existing service provider.
In conclusion, the Administration recommends that the Mayor and Commission authorize the
issuance of the Request for Proposals (RFP) for providing parking meter collection services for the
City of Miami Beach Parking System in accordance with the minimum Requirements/Qualifications
and Scope of Services outlined in Attachment "An.
JMG/cW5SF
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Liliam:
Hi - I only see one request for a reso addressed to Saul on the attached.
That reso relates to the fourth and final one-year option with Central Parking
and the issuance of an RFP. We addressed this in reso 2000-24177. Reso
2000-24177 went to Commission on November 29, 2000 and was signed by
the Mayor.
Please let me know if I missed anything.
Thanks, Jim
3: 32 pm/790t4
R7J Commission Memorandum No. 859-00 (Page 434)
A Resolution Authorizing the Administration to Exercise the Fourth and Final
One-Year Option to Renew the Agreement with Central Parking System of
Florida, Inc., for Providing Parking Meter Collection Services for the City of
Miami Beach Parking System; Said Renewal Term Commencing on December
4, 2000, and Ending on December 3, 2001; Further Approving the Issuance
of a Request for Proposals of 180 Days Prior to the Expiration of the
Agreement.
(Parking Department)
ACTION: Resolution No. 2000-24167 adopted as amended.
Motion made by Vice-Mayor Cruz that we execute a one year extension,
which must contain a 60 day cancellation clause, further approving the
issuance of the RFP immediately; seconded by Commissioner Liebman ;
Voice vote: 6-0; Absent: Commissioner Garcia. Saul Frances and Gus Lopez
to handle.
Commissioner Bower expressed that when the RFP goes out that it contains
language regarding performance and maintenance.
Mayor Kasdin stated that when sending out the bid documents to maximize
the financial return or minimize cost to the City to pre qualifying companies
that can do the work and then bidding it out on who is the lower cost to the
City, this way not only is the company qualified but the lowest bidder as well.
City Clerk's note: Funding $230,000.
City Clerk's Note (cross-Reference): 12/9/02: See 2000-24177
which includes, in the Whereas clause, the amendments made to
Resolution 2000-24167 approved November 8,2000
C7G Commission Memorandum No. 878-00 (Page 64)
A Resolution Authorizing the Issuance of Request for Proposals (RFP) for
Providing Parking Meter Collection Services for the City's Parking System.
(Parking Department)
ACTION: Resolution No. 2000-24177 adopted. Gus Lopez to issue RFP.
City Clerk's Note: This resolution includes in the Whereas clause the
amendments made to Resolution 2000-24167 approved November 8,
2000