R7M-Accept Recommendation RFP For Parking Attendants For City Parking GaragesCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida,
Accepting The Recommendation Of The City Manager Pertaining To The Ranking of
Proposals Pursuant to Request for Proposals (RFP) No. 2015-146-YG for Parking Attendants
for Ci ino Ga
Item Summary/Recommendation :
The Administration issued RFP 2015-146-YG to seek the proposals from qualified contractors
to provide Parking Attendants for City Parking Garages. The RFP was approved for issuance
by the City Commission on April 15, 2015. The RFP was released on April 21,2015. A pre-
proposal conference to provide information to the proposers submitting a response was held
on April 27,2015. On July 1O,2015, the City received proposals from: EYSA USA, LLC. ,LM
Florida Parking, LLC., Republic Parking System, lnc., and SP Plus Corporation.
On August 3,2015, the Evaluation Committee appointed by the City Manager convened to
consider the responsive proposals received. The Committee was instructed to score and rank
the sole proposal received pursuant to the evaluation criteria established in the RFP. The
results of the evaluation committee process were presented to the Ci$ Manager for his
recommendation to the Ci$ Commission.
After reviewing allthe submissions and the results of the evaluation process, the City Manager
recommends that the Mayor and City Commission authorize the Administration to enter into
negotiations with SP Plus Corporation; and, further authorize the Mayor and City Clerk to with
the firm upon conclusion of negotiations. The City Manager notes that SP Plus is the City's
current contractor for parking attendant services. According to staff, SP Plus has performed
well over the 4 year term of the current agreement.
The Administration recommends that the Mayor and City Commission approve the resolution
accepting the recommendation of the City Manager pertaining to the ranking of proposals,
pursuant to Request for Proposals No. 2015-146-YG (the RFP), for Parking Attendants for City
Parking Garages.
RECOMMENDATION
the resolution.
Ensure Co Mobilitv Addressino All Modes Throuqhout The
Data (Surveys, Environmental Scan, etc: N/A
Financial lnformation :
Source of
Funds:
OBP!
Amount Account
1 The annual cost associated with the parking
attendant services is subject to the funds availability
approved throuqh the City's budgeting process
Total
Financial lmpact Summary:
Alex Denis, Extension 6641
146-YG Parking Attendants
AGENDA ITEM
DATE(s MIAMIBEACH R?M-T_L<-
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g MIAMIBEACH
City of Miomi Beoch, I200 Convention Center Drive, Miomi Beoch, Florido 33'l39, www.miomibeochfl.gov
COMMISSION MEMORANDUM
To: Mayor Philip Levine and Members of the City Commission
FRoM: Jimmy L. Morales, City Manag
", .%/ P
DATE: September 2,2015
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CIry OF
MIAM! BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CIry
MANAGER PERTAINING TO THE RANKING OF PROPOSALS PURSUANT TO
REQUEST FOR PROPOSALS NO. 2015-146-YG (THE RFP), FOR PARKING
ATTENDANTS FOR CITY PARKING GARAGES.
ADMINISTRATION REGOMMEN DATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Ensure Comprehensive Mobility Addressing All Modes Throughout The City
FUNDING
Tfre annual cost associated with the parking attendant services is subject to the funds
availability approved through the City's budgeting process.
BACKGROUND
On tvtay 5, 2011, the Mayor and City Commission awarded RFP 17-10111 for Parking
Attendants for City Parking Garages to SP Plus Municipal Services, a division of Standard
Parking Corporation. The start date of the initial three (3) year term was August 16,2011, and
expired August 15, 2014. The first of two one (1) year renewal options with SP Plus Municipal
Services wis exercised and commenced on August 16, 2014 and will expire on August 15,
2015.
On July 30,2014, the Mayor and Commission considered and approved an item referring to
the Finance and Citywide Projects Committee discussion on the management agreement with
SP Plus Municipal Services, a division of Standard Parking Corporation, for parking
attendants. Specifically; the referral requested a decision on: (1) Not exercising the City's
option to renew the agreement; and (2) Extending the Agreement on a monthto-month basis;
and (3) lssuing a new RFP (Request for Proposals) for parking attendants for the City's
parking garages.
On February 2, 2015, the FCWPC discussed this item (ltem No. 3 on the Agenda) and
recommended the issuance of an RFP for Parking Attendants for the City's Parking System.
The pursuit of a formal procurement process for Parking Attendants for the City's Parking
System is anticipated to yield cost savings through a combination of reduced personnel costs
and gated revenue control system technology enhancements, including a central monitoring
station. A central monitoring approach is anticipated to yield a 40o/o reduction in
cashier/attendant hours which translates to an equivalent cost savings through the attached
RFP. The Administration desires to seek proposals from fully qualified firms interested in
partnering with the City to provide parking attendants for City parking garages'
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Commission Memorandum - RFP 2015-146-YG for Parking Attendants for City Parking Garages
September 2,2015
Page2
RFP PROCESS
On April 15, 2015, the City Commission approved to issue the Request for Proposals (RFP]
No.2015-146-YG Parking AttendantsforCity Parking Garages. On April 21,2015, the RFP
was issued. A voluntary pre-proposal conference to provide information to the proposers
submitting a response was held on April 27,2015. RFP responses were due and received on
July 1 0,2015. The City received a total of four (4) proposals.
The City received proposals from the following firms:
EYSA USA, LLC
LAZ Florida Parking, LLC
Republic Parking System, lnc.
SP Plus Corporation
On July 6, 2015, the City Manager via Letter to Commission (LTC) No. 275-2015 appointed an
Evaluation Committee (the "Committee"), consisting of the following individuals:
. Monica Beltran, Assistant Director, Parking Department, City of Miami Beach
. Georgie Echert, Assistant Director, Finance Department, City of Miami Beach
o Laura Franco-Rubines, Assistant lnternal Auditor, lnternal Audit Department,
City of Miami Beacho Nawaz Gilani, Neighborhood Leadership Academy, Resident
. Madeleine Romanello, Transportation, Parking & Bicycle-Pedestrian Facilities
Committee, Resident
Alternates:o Leif Bertrand, Neighborhood Leadership Academy, Resident
o William Hahne, Transportation, Parking & Bicycle-Pedestrian Facilities
Committee, Residento Jim Sutter, lnternal Auditor, lnternal Audit Department, City of Miami Beach;
and
On July 30, 2015, the City Manager via Letter to Commission (LTC) No. 307-2015, revised the
Evaluation Committee (the "Committee"), as follows:o Monica Beltran, Assistant Director, Parking Department, City of Miami Beach,
was unable to participate as an evaluation committee member and was
therefore removed.. Rocio Alba, Administrative Service Manager, Parking Department, City of Miami
Beach, was added.
The Committee convened on August 3,2015 to consider proposals received and interview the
proposers. The Committee was provided an overview of the project, information relative to the
City's Cone of Silence Ordinance and the Government Sunshine Law. The Committee also
provided general information on the scope of services, references, and a copy of each
proposal. Additionally, the Committee engaged in a question and answer session after the
presentation of each proposer. The Committee was instructed to score and rank each
proposal pursuant to the evaluation criteria established in the RFP. The evaluation process
resulted in the ranking of proposers as indicated in the table below.
941
Georde
Rankind
Laura
Franco-Namz Madeleine
tasl
IOREOA'
TOTALS
rySA USA LLC a3 4 7 ta 1 63 20
I Florida Parkino. LLC 7e 1 9t 3 a2 3 )12
Hic Pe*ino Svsten lnc a3 2 85 s2 3 10
iP HG Cormrali 88 85 ,)88 2
Commission Memorandum - RFP 2015-146-YG for Parking Attendants for City Parking Garages
September 2,2015
Page 3
MANAGER'S DUE DILIGENCE & RECOMMENDATION
The RFP outlined a cost-plus model for Parking Attendant Services. The City dictates
scheduling of hours and deployment of attendants for city parking facilities and as a result
manages related expenses. Payment for services rendered is composed of Reimbursable
Expenses, including direct labor cost which is set by the Living Wage Ordinance, and a
Management Fee.
Reimbursable Expenses:
The Contractor submits a proposed Reimbursable Expense Budget to the City 30 days prior to
the commencement of each contract year and both agree on a budget for reimbursable
expenses. On a monthly basis, the Contractor submits a monthly expense report, certified by
an officer of the Contractor and in the format specified by the City. This report serves as a
summary of the monthly reimbursable expenses, and as a monthly invoice. Only expenses for
which proof of payment is provided are reimbursed.
The following services are required and will be included as Reimbursable Expenses:
o Project Manager Annual Salary - Proposer shall provide a full-time on-site Project
Manager with experience handling the type of services requested by the City, who
will hive full authority to act on behalf of the firm. The Project Manager shall be
scheduled at the sole and absolute discretion of the City and shall be available to
respond to requests from the City, on an as needed basis, 24 hours a day/seven
days a week. Project Manager's salary shall be approved by the City and should be
within the range of $55,000 to $65,000.
o Employer responsibility portion of Social Security and Medicare taxes paid by the
coniraltor from wages paid to the Project Manager, Attendants I and Attendants ll
assigned and working at the City under this contract. These must be itemized by
employee.
o Any training the City deems relevant and appropriate in its sole discretion.
. Motorist Assistance Program (MAP) which includes but is not limited to flat tire
assistance/repair, lock-out; fuel; battery jump start, and/or towing of the vehicle to a
service facility.
. Cardio Pulmonary Resuscitation (CPR) Certification for all contract personnel.
o Mystery Shopper Reporting - An independent third party to perform a minimum of ten
1tb; "Stropper" reports per month, system-wide. Shopper reports must specify that
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Commission Memorandum - RFP 2015-146-YG for Parking Attendants for City Parking Garages
September 2,2015
Page 4
these are actual customers and must be documented visits to one of the facilities
where labor is provided. Telephone calls for information or visits/interaction with city
staff is not permitted.
o Other expenses requested by the City for items not included in the management fee,
including (but not limited to): uniforms; tools, equipment, and dedicated vehicle; gas
and maintenance for dedicated vehicle; signs.
SP Plus proposed an annual Management Fee of $447,276 or $37,273, monthly. The
following expenses are included in the Management Fee:
Profit and overhead costs; employee burdens* other than those specifically included under
reimbursable expenses; general and administrative expenses; office rent and utilities;
telephone and internet services; employee training, including, but not limited to, customer
service, and/or any other training, as required for employees to perform the duties and
responsibilities of their corresponding employment positions; office supplies; general and
administrative costs including, but not limited to, salaries, benefits, bonuses for office
personnel and management; depreciation on equipment; licenses and permits; advertising;
taxes, except the employer payroll responsibility for Social Security and Medicaid Taxes;
insurances including, but not limited to, workmen's compensation, vehicle insurance, liability
insurance, unemploymenUre-employment, health and life insurance; charitable and other
contributions; travel, meals and entertainment; public relations, gifts, dues and memberships;
any penalties, assessments or fines issued by any regulatory agency, court, or governmental
entity including the City; employee social functions; employee severance pay; fringe benefits
not earned or accrued during the time of this agreement or while employee has worked for the
operator in other facilities other than City facilities; chargebacks resulting from the failure to
apply controls as described in the parking procedures manual; and any other cost not included
in the approved reimbursable list.
* Employee Burden is defined as the actual or accrued cost by an organization to have an
employee, aside from the salary the employee eams. Labor burden costs include benefits that a
company must, or chooses to, pay for employees included on their payroll. These costs include,
but are not limited to, payrolltaxes, pension costs and/or contributions, health insurance, eye and
dental insurance, accrued leave, allocations of general liability and workers compensafion nsks
and actual premiums, and any other benefits and/or cosfs, whether mandated or voluntary, that
the company incurs for having employees whether by the individual or by the aggregate employee
base.
After reviewing all the submissions and the results of the evaluation process, the City Manager
recommends that the Mayor and City Commission authorize the Administration to enter into
negotiations with SP Plus Corporation. ln making this recommendation, the City Manager has
also considered Section 2-369, of the Code of the City of Miami Beach, which states that, in
the award of contracts, the following shall be considered:
(1) The ability, capacity and skill of the bidder to perform the contract'
(2) Whether the bidder can perform the contract within the time specified, without delay or
interference.
(3) The character, integrity, reputation, judgment, experience and efficiency of the bidder.
(4) The quality of performance of previous contracts.
(5) The previous and existing compliance by the bidder with laws and ordinances relating
to the contract.
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Commission Memorandum - RFP 2015-146-YG for Parking Attendants for City Parking Garages
September 2,2015
Page 5
The City Manager notes that SP Plus is the City's current contractor for parking attendant
services. According to staff, SP Plus has performed well over the 4 year term of the current
agreement.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the resolution
accepting the recommendation of the City Manager pertaining to the ranking of proposals,
pursuant to Request for Proposals No. 2015-146-YG (the RFP), for Parking Attendants for City
Parking Garages.
JLM/MT/KGB/SF/AD/YG
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