MANAGEMENT SERVICES- PARKING FACILITIES

Agency:	City of Charlottesville
State:	Virginia
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Posted:	Dec 4, 2023
Due:	Dec 29, 2023
Solicitation No:	24-34
Publication URL:	To access bid details, please log in.

Bid Number:	24-34
Bid Title:	MANAGEMENT SERVICES- PARKING FACILITIES
Category:	REQUEST FOR PROPOSALS
Status:	Open

Description:

The purpose of this Request for Proposals (RFP) is to solicit proposals from qualified offerors to establish a contract through competitive negotiation for the operation of two public parking garage facilities located on East Market Street (“Market Street Parking Garage”) and Water Street (“Water Street Parking Garage”) in Charlottesville, Virginia and four nearby surface parking lots (“Surface Lots”) located on Jefferson Street. West Second Street and High Street.

Publication Date/Time:

12/4/2023 4:30 PM

Closing Date/Time:

12/29/2023 2:00 PM

Submittal Information:

See solicitation

Bid Opening Information:

See solicitation

Contact Person:

Tameka Anderson, purchasing@charlottesville.gov

Attachment Preview

REQUEST FOR PROPOSAL

(RFP)

Issue Date: December 4, 2023

RFP# 24-34

Title: MANAGEMENT SERVICES- PARKING FACILITIES

Issuing Agency: City of Charlottesville

Department and/or Location Where Work Will Be Performed: Office of Economic Development, 610 East Market

Street Charlottesville, Virginia 22903.

Period Of Contract: From date of ratified contract commencing on April 1, 2024 through March 31, 2029 with the option to

renew for up to five (5) additional one-year term if terms agreed upon in writing by both parties.

Sealed Proposals Will Be Received Until 2:00 p.m. local prevailing time on December 29, 2023 Proposals received after the

announced time and date for receipt will not be considered. No telephoned, faxed, or emailed proposals will be

considered.

All Inquiries For Information Should Submitted in Writing and Be Directed To: Tameka Anderson, Procurement Supervisor,

at purchasing@charlottesville.gov or by fax: 434-970-3069.

The face of the envelope or shipping container should be clearly marked in the lower left hand corner as follows:

RFP# 24-34

TITLE: MANAGEMENT SERVICES-PARKING FACILITIES

PROPOSALS DUE: December 29, 2023

IF PROPOSALS ARE HAND DELIVERED OR MAILED SEND DIRECTLY TO ADDRESS SHOWN BELOW:

City of Charlottesville

Procurement

325 4th Street NW

Charlottesville, Virginia 22903

OFFERORS HAND DELIVERING PROPOSALS CAN OBTAIN A MAP SHOWING THE CITY VISITOR PARKING

LOCATION, ON THE CITY’S WEBSITE AT: WWW.CHARLOTTESVILLE.GOV/PURCHASING, (CLICK ON CITY

YARD MAP (PDF) TO OBTAIN A MAP).

TO RECEIVE A COMPLETE PROPOSAL PACKAGE,

PLEASE VISIT OUR WEBPAGE AT

WWW.CHARLOTTESVILLE.GOV/PURCHASING

AND CLICK ON BIDS AND PROPOSALS.

This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1

or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited

by state law relating to discrimination in employment.

TABLE OF CONTENTS FOR RFP# 24-34 MANAGEMENT SERVICES- PARKING FACILITIES

I. PURPOSE

II. MINORITY BUSINESS PROGRAM

III. BACKGROUND

IV. STATEMENT OF NEEDS

V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

VI. EVALUATION AND AWARD CRITERIA

VII. REPORTING AND DELIVERY INSTRUCTIONS

VIII. PREPROPOSAL CONFERENCE

IX. GENERAL TERMS AND CONDITIONS

X. SPECIAL TERMS AND CONDITIONS

XI. ATTACHMENTS

PAGE

3-4

4-14

14-16

16-17

17-24

24-25

26-45

Be advised that some of the content in the associated pages may not be posted in an accessible format for screen readers due to

the length, complexity and technical nature; however, accommodations will be made upon request by calling 434-970-3860 or

submitting an email request to purchasing@charlottesville.gov.

RFP# 24-34 MANAGEMENT SERVICES- PARKING FACILITITES

Page 2 of 45

PURPOSE: The purpose of this Request for Proposals (RFP) is to solicit proposals from qualified offerors to establish

a contract through competitive negotiation for the operation of two public parking garage facilities located on East

Market Street (“Market Street Parking Garage”) and Water Street (“Water Street Parking Garage”) in Charlottesville,

Virginia and four nearby surface parking lots (“Surface Lots”) located on Jefferson Street. West Second Street and

High Street.

II.

MINORITY BUSINESS PROGRAM: As part of the City of Charlottesville’s Minority Business Program, the City

of Charlottesville encourages the participation of small, women, minority, veteran and micro-owned businesses

(SWaM-O) in the City’s procurement transactions. In order to support and build up the capacity of SWaM-O

businesses, City Council and staff have taken steps to push forward policy changes and initiatives to help reduce

barriers to doing business with the City. To find out more about the current City of Charlottesville initiatives and

programs please visit the Minority Business Program website at https://www.charlottesville.gov/718/Minority-

Business-Program.

III. BACKGROUND: The City seeks offerors experienced in the management and operation of parking facilities

including two garages, and four nearby surface parking lots.

A. PUBLIC PARKING GARAGES

The two primary facilities are the Market Street Parking Garage and the Water Street Parking Garage (hereinafter

referred to as the “Garages”). A description of each garage follows below.

Market Street Parking Garage

The Market Street Garage contains 471 public parking spaces on four floors with approximately 6 reserved spaces

immediately outside the gates to service police and emergency vehicles. There are 56 spaces located on an

underground level served from a private entrance on 6th Street that are not included in the scope of services. The

Garage is open to the public to park or retrieve a vehicle 24 hours per day, 365 days a year.

The Garage is operated as a standard pay on foot ticketed facility with two lanes in and three lanes out. All the lanes

are gated. The gates are down 24/7 on both the entrance and exit lanes. All the exit lanes have pay on exit pay

stations. In addition, there is one walk up pay station. All the entrance and exit lanes are also served by proximity

card targets for monthly parkers. The pay on foot equipment is Data Park by Hub with magnetic gates. Additionally,

the garage accepts payment by ParkMobile.

Water Street Parking Garage

The Water Street Parking Garage has 1,019 parking spaces, which includes approximately 150 reserved spaces on

the lower levels. The garage is owned by a condominium association of which the City is a member. By agreement,

the City has full control of the parking operations throughout the facility. The Contractor will be responsible for

the operation of the garage which mirrors the same operations for the Market Street Parking Garage.

The Garage is operated as a standard pay on foot ticketed facility with three entry/exit lanes (one lane is reversible).

All the lanes are gated. The gates are down 24/7 on both the entrance and exit lanes. All the exit lanes have pay on

exit pay stations. In addition, there is one walk up pay station. All the entrance and exit lanes are also served by

proximity card targets for monthly parkers. The pay on foot equipment is Data Park by Hub with magnetic gates.

Additionally, the garage accepts payment by ParkMobile.

B. SURFACE PARKING LOTS

In addition to the two garages, the City desires management of the four Surface Lots,

described as follows:

• J&DR Lot - 11 parking spaces located in a parking structure at 411 East High Street

• Jefferson Street Lot - 39 parking spaces located in a surface lot at 921 East Jefferson Street

• West 2nd Lot -104 parking spaces located in a surface lot at 2nd Street SW and W. Water Street

• 7th & Market Lot - 63 parking spaces located in a surface parking lot at 7th and E. Market Streets

The J&DR and Jefferson Street lots are operated as reserved monthly parking only from 6:00 AM until 5:00 PM,

Monday through Friday. Outside of these hours parking is free. The reserved spaces are numbered. The West 2nd

surface lot is operated as transient only, pay by space, with two pay stations. The pay stations are Parkeon by

Flowbird and they accept credit cards and cash in bills only. They do not give change. The hours requiring payment

are 8:00 AM until 6:00 PM, Monday through Saturday. Additionally, this surface lot accepts payment by

ParkMobile. Enforcement of this lot is the responsibility of the City of Charlottesville Police Department. The

RFP# 24-34 MANAGEMENT SERVICES- PARKING FACILITITES

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Contractor (“Operator”) will have no enforcement responsibility for this lot. The J&DR and Jefferson Street monthly

parking lots will require enforcement by the Operator through towing from 6:00 AM until 5:00 PM, Monday

through Friday. The Operator is expected to sub-contract with a towing company.

The 7th & Market lot is owned by the City but under long term lease to the County of Albemarle for court staff and

visitor usage Monday through Friday from 8:00 AM until 6:00 PM. During the hours of County control, the operator

will not have responsibility for the lot. As a result, the Operator’s only responsibilities will be litter pickup, grass

trimming and other minor maintenance items.

IV. STATEMENT OF NEEDS: The City is seeking a parking management contractor that is committed to providing a

high level of leadership, knowledge, dedication and experience and that will provide innovative approaches to

achieve the general parking management goals and objectives of the Parking Fund, to include, but is not limited to,

the following:

a. Foster Economic Development;

b. Improve Internal Controls;

c. Improve Customer Service;

d. Improve utilization of parking facilities;

e. Assist with the deployment of new revenue control technologies;

f. Assist with the maintenance of safe and secure parking environments;

g. Enhance maintenance of all parking facilities;

h. Maximize parking revenues;

i. Reduce parking expenses and improve efficiencies;

j. Help coordinate parking system maintenance and capital improvement projects;

k. Leverage parking management to enhance the City’s overall mobility strategies

A. GENERAL DESCRIPTION

Professional Management Services

The Contractor will be required to provide professional parking management services for patrons using the Garages

and the Surface Lots. In return for the parking management services performed and provided in accordance with the

scope of this RFP, the City shall pay compensation to the Operator as specified in any contract resulting from this

RFP (“Contract Price”).

Management services include:

1. Day-to-day operation of the garages, lots, and parking equipment, through Operator’s own employees (includes

a contractual obligation to recruit, hire, train, uniform, schedule and supervise an on-site manager and

employees to perform ambassador and maintenance services). The Operator will be expected to provide staff to

manage monthly parking, through sales of permits, and also to manage hourly/daily parking through the

collection of all pay stations. The Operator shall be responsible for sub-contracting with a vendor, currently

ParkMobile, for mobile payments at the garages and the transient surface parking lot.

2. Security of the garages and lots shall be contracted with a reliable security company procured by Operator.

3. Maintenance of parking equipment through contracts procured by Operator.

4. Maintenance of all parking facilities as described in the following Scope of Maintenance Services.

Scope of Maintenance Services

The Operator shall maintain the Parking Facilities, its offices in Charlottesville, city parking pay stations and all city

owned and provided equipment and vehicles in good order, condition and repair. Should the Parking Facilities and/

or the Charlottesville offices assigned to the Operator, not be properly maintained according to the standards

acceptable to the City, the City reserves the right, after reasonable notice and opportunity to cure, to clean the

Parking Facilities / offices assigned to the Operator and/or to perform repairs or necessary maintenance activities.

The City will deduct the costs of these services from the monthly Management Fee (compensation due the

Operator). The Operator should provide a detailed Maintenance Plan as part of the response to this RFP which

should include but not be limited to the following list of critical care maintenance items described in the Sample

Contract that is part of this RFP:

RFP# 24-34 MANAGEMENT SERVICES- PARKING FACILITITES

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The maintenance plan submittal should include minimum cleaning standards and scheduling; Standard Operating

Procedures for the accomplishment of all maintenance tasks and duties; and policies that will be in effect to assure

cleanliness in all facilities named in the RFP.

Cleaning- The Operator should provide cleaning services that will include, but not be limited to, emptying trash

receptacles, cleaning elevators and stairs, collecting trash within and around each parking location, cleaning

attendant booths and garage and office windows, floor sweeping, and removal of oil spots, cleaning light fixtures

and all manner for debris on a daily basis within and around each parking location described in this RFP. Cleaning

should include graffiti removal with 24 hours of the reporting of this type of vandalism. Offerors must demonstrate

knowledge of proper cleaning methods for all types of facility maintenance and upkeep needs in the City system.

Cleaning should include all forms of general facility maintenance/ upkeep, minor equipment maintenance; minor

building repairs and arranging for other maintenance needs using contractors or other City Departments to complete.

Operator will address any bird mitigation concerns.

Painting- Operator will be responsible for general painting in and around the Parking Facilities named in this RFP.

This includes stripping of parking spaces, painting of curbs and internal walls as needed and directed by the city.

Such Operator will be expected to provide the City with a detailed painting schedule on an annual basis, which will

include all painting projects and timeframes for completion. Offerors are encouraged to provide sample painting

schedules from other parking locations managed by the Offeror with their proposal.

Preventative Maintenance- Operator shall provide a detailed preventative maintenance schedule to include

inspections that are made, intervals in which inspections will be made and the level to which repairs can be

accomplished. Sample schedules for projects of similar size as the City of Charlottesville are encouraged. Operator

will be responsible for ensuring facility elevators are properly inspected, maintained and that proper certification is

obtained for all elevators operating in the parking system. Operator will manage the fire extinguisher system in place

at each parking garage which includes but is not limited to the certification of all units, replacement of units and

cabinets as needed.

Entrances- Operator shall maintain, repair, and replace parking area entrance, exit and directional signage and

lighting required for safety. Curb maintenance is extremely important in order to maintain a clean appearance at

each parking location. Attendant booth located at most entrances and exits to city parking garages should be well

painted, well lit and free of clutter at all times. All signage mounted on or in attendant booths should be professional

at all times.

Lighting- Operator must clean lighting fixtures and relamp/re-ballast them as needed. All Parking Facilities shall be

appropriately lit at all times for security purposes seven days a week and lighting will be uniformly distributed

throughout the parking facility. Light bulbs of all kinds shall be replaced no later than 24 hours from the time of

failure. Operator shall perform scheduled light level measurements in and around all of the city facilities to

determine that light levels are appropriate. Operator shall provide recommendations to the City for lighting

improvements as needed.

Signage- Operator shall clean, maintain, re-lamp and repair all existing signs in and on City Parking Facilities

including parking rate signs, directional signs and other signage related to parking functions. This does not include

on street parking signage which is the responsibility of the City of Charlottesville Streets and Traffic Department.

The Operator may be required by the City to provide additional signage in the Parking Facilities from time to time at

the city’s expense subject to approval by the city before installation. All signage in and around the city’s Parking

Facilities should be professionally made and maintained at all times.

Scrubbing/Power Washing Sweeping- Operator should develop and implement a detailed annual scrubbing and

sweeping schedule for each parking location in this RFP to include a specific condition assessment of each location

based upon age, condition, and design of each location. The City has one sweeper located in the Water Street

Parking Garage that may be used by the Operator.

Landscape Maintenance- Operator should provide landscape maintenance both within and around the parking

garages and surface lots or as otherwise directed by the City. Landscape maintenance should include, but not be

limited to, grass mowing, watering, fertilizing, weed eating, edging, grass seeding, and plant/tree care.

Access/Revenue and Parking Pay Station Equipment Maintenance and Preventative Maintenance- Operator

shall provide daily and periodic (as defined by the equipment manufacturer and its distributor) maintenance of the

parking access and revenue equipment and pay stations located in certain parking locations. Offeror should provide

RFP# 24-34 MANAGEMENT SERVICES- PARKING FACILITITES

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MANAGEMENT SERVICES- PARKING FACILITIES

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