REQUEST FOR PROPOSALS FOR DOWNTOWN PARKING MANAGER SERVICES CITY OF SAN MATEO, CALIFORNIA The City of San Mateo is issuing this Request for Proposals (RFP) to obtain proposals for managing the public parking system and facilities in downtown San Mateo consistent with the recommendations in the recent Downtown San Mateo Parking Management Plan. These parking facilities include five parking garages and four parking lots along with on-street parking spaces for a total of approximately 2,900 parking spaces. This is a contract position with broad responsibility to coordinate parking services, daily parking operations, and strategic implementation of parking policies and programs. The RFP is available for viewing on the City website at www.cityofsanmateo.org under the tab Departments>Bids and Proposals. Proposals shall be submitted by individuals and/or firms that have a capable and demonstrable background with experience of least five years of managing paid public or private parking facilities and implementing strategies to better manage parking operations. The proposals shall be submitted to the City Manager s Office, City of San Mateo, 330 West 20 th Avenue, San Mateo, California, 94403, no later than 5:00 p.m. on June 13. Each proposal shall submit five (5) bound sets and a PDF copy of the package on a CD of the proposal in accordance with Section V, PROPOSAL of this notice. The RFP is for a two-year contract with opportunities for two, one year extensions, commencing on the date that the contract is awarded to the successful bidder. Questions may be submitted with responses posted on the City s website. All questions regarding this RFP shall be directed to Matt Bronson at mbronson@cityofsanmateo.org or (650) 522-7003. I. BACKGROUND The City of San Mateo provides public parking facilities in downtown San Mateo to help support the downtown s economic vitality. These parking facilities include five parking garages and four parking lots with 1,700 off-street parking spaces along with another 1,200 on-street spaces (see Exhibit A for the location of these City-owned public parking facilities). The City has made several changes in downtown parking operations in recent years including extending on-street parking time limits to four hours and implementing an on-street parking pricing strategy and installing multi-space pay stations which allow for credit card payment. Since 2007, the City has contracted with Standard Parking for the day-to-day operation of 688 parking meters and 65 multi-space pay stations and machines including revenue collection and equipment maintenance. The current on-street rates are $0.50 cents per hour for the first two hours and $1.00 per hour for the second two hours while the current rates for parking garages are $0.50 cents per hour for ground-level four hour spaces and $0.25 cents per hour for the upper level spaces. The City also offers a downtown parking permit program for $126 per quarter which allows users to park in 10-hour spaces in the parking garages. Enforcement hours are 8:00 a.m. to 6:00 p.m. daily except for Sundays and the holidays specified in the Municipal Code. Parking revenues 1
currently total approximately $2 million and provide funding for downtown parking operations and other downtown services as shown below: Category Amount FTEs Downtown parking enforcement and security $833,148 5.00 (Downtown police officers, parking enforcement officer and supervisor) Parking operations $805,047 2.30 (Equipment maintenance, meter collection, utilities, and downtown coordination) Downtown facilities maintenance $368,624 0.35 (Sidewalk and garage/lot cleaning, landscaping, maintenance needs) Current Planning $39,327 0.25 (Downtown planning and development review) $2,046,146 7.90 Capital costs for new public parking facilities have historically been funded with a combination of public funds and assessment on downtown properties located within the Central Parking Improvement District (CPID), an assessment district which lasted from 1954 to 2004 and was bounded by Tilton Avenue to 9 th Avenue and Claremont Street to El Camino Real. The downtown parking program also received funding from the City s Redevelopment Agency (RDA) prior to its dissolution for new parking facilities including the Downtown Transit Center and the Main Street Garage. In addition, RDA funding was used to purchase property that could be used for future parking structures including two surface lots along Railroad Avenue at 4 th and 5 th avenues. In September 2012, City staff presented a three-phase downtown parking work program to the City Council to better manage existing public parking facilities and construct new facilities in the future. This work program was developed in response to the apparent increase in demand for existing parking facilities, lack of capital funding available for new parking facilities, and changes in parking operations. The three phases of this work program were as follows: Phase 1: Quick Wins Items to be implemented without additional analysis including installing color screens on on-street pay stations, piloting parking technology applications, and other actions. Phase 2: Implementation of Improved Parking Management Strategies Involves the collection of parking data to design better parking management strategies that optimize the use of our existing supply to meet both current and near-term future demand. Phase 3: Parking Expansion and Funding Plan As informed by the type and extent of demand identified in the previous phase, this third phase will help identify the timing, location, and funding of a new parking facility. The City Council subsequently directed staff to move forward with this work program and develop a long-term downtown parking management plan to better manage the downtown parking system. The City contracted with CDM Smith in February 2013 to develop this plan which involved a review of existing policies and practices, collection and analysis of data for public parking spaces to identify current usage, extensive engagement with key stakeholders and the general public, and estimates of future demand. The planning process was completed in late 2013 and on April 7, 2014, the City Council accepted the final report of the Downtown San 2
Mateo Parking Management Plan and approved the implementation strategy for carrying out the plan s recommendations (see Exhibit B for the implementation strategy). These recommendations include: Develop Goals and Guiding Principles Refine Organization Structure Update Rate Policy and Pricing Simplify Parking Time Stays Extend Hours of Enforcement Identify and Communicate the Parking System Integrate Parking Technology Update In-Lieu Fees Explore Existing Public and Private Parking Supplies Partner with Businesses on Valet Parking Develop and Implement Garage and Lot Maintenance Plans Develop Funding Options for Future Needs Encourage Transportation Demand Management This RFP to contract for Downtown Parking Manager services is one of the initial implementation actions under the recommendation of Refine Organizational Structure. As indicated in the implementation strategy, this role would assume responsibility for managing the public parking spaces in downtown San Mateo and coordinate parking services, daily operations, and strategic implementation of policies and programs. Beginning in July 2014, the downtown parking system will be overseen by the City Manager s Office and the contract Downtown Parking Manager will report to the Economic Development Manager in the City Manager s Office. II. SCOPE OF WORK Below is the scope of work of Downtown Parking Manager services as part of this contract: 2.1 Coordinate overall implementation of the Downtown San Mateo Parking Management Plan (Plan) 2.2 Oversee contract personnel involved in downtown parking operations including equipment maintenance, meter collection, facilities maintenance, valet services, or other functions. 2.3 Coordinate with City staff involved in the downtown parking system and implementation of the Plan from the City Manager s Office, Public Works, Police, Community Development, and other departments. 2.4 Work with City staff to create consolidated financial reporting systems for parking based on recommendations for financial reporting documented in the Plan. 2.5 Develop staff reports and presentations for the City Council and other groups related to the downtown parking system and recommendation of items for approval. 2.6 Serve as parking liaison with downtown and community stakeholders including the Downtown San Mateo Association, downtown businesses, and parking users. 2.7 Address concerns, complaints, and issues related to the downtown parking system. 2.8 Coordinate annual budgeting process for downtown parking services including revenue and expenditure projections and management. 3
2.9 Develop new signage and communications systems and develop and implement ongoing marketing and communications programs. 2.10 Routinely assess and recommend rate and fee adjustments (on and off-street and permit programs) based on demand dynamics. 2.11 Oversee data collection efforts (collecting, analyzing and reporting data findings.) as defined by the City s parking policies. 2.12 Coordinate the transition to new parking revenue collection technologies necessary to fully implement performance based pricing. 2.13 Coordinate the review and selection of parking services, equipment and technology providers. 2.14 Assess upgrades to lighting, security, maintenance, enforcement, or other areas that may be necessary for the success of the downtown parking system. 2.15 Assist in the development of transportation demand management measures to reduce vehicle trips downtown and in the formation of a Transportation Management Association. 2.16 Coordinate and facilitate the Downtown Parking Advisory Committee. This contract position would be expected to work onsite in City-provided office space located in the Main Street Garage in downtown San Mateo. This position would also attend meetings in downtown, San Mateo City Hall, and other locations as needed. Though the hours may vary, this position is generally expected to involve between 30-40 hours each week. III. SELECTION PROCESS Evaluation of the proposals will be done by City staff that will review the proposals and assess the qualifications, experience, and strength of the proposers who can either be individuals or firms. The proposals receiving the highest ranking will be invited for an interview. Prior to selection of a successful Contractor, the City will develop an agreement for services reflecting the terms and conditions of the proposal plus the City s standard liability and insurance requirements. A copy of the City s standard agreement is enclosed as Exhibit C. Please review and submit any requested changes to the City s standard agreement which will be considered when evaluating responses. The City reserves the right to clarify any issues or obtain additional information, as necessary. The City serves the right to modify or reject any or all proposals and proposals shall remain effective for 90 days beyond the submitted date. The cost to the City for performing this work shall be an important, but not an overriding consideration. The evaluation of proposals will be based on, but not limited to the following: Experience with managing similar parking services in other communities Experience with implementing a comprehensive plan to improve the level of service Demonstrated ability to work effectively with customers and stakeholders Estimated cost of providing services Requested changes to City s standard agreement for services The outcome of this Request for Proposals is to award a contract for the services described herein for a period of two years with a not-to-exceed amount based on time and materials. The City of San Mateo may, at its option and with the approval of the Contractor, extend the period of this contract up to a maximum of two, one-year options. The Contractor shall be notified in 4
writing of the City s intention to extend the contract period at least 30 calendar days prior to the expiration of the original contract period. IV. PROPOSAL A complete proposal package must be submitted to be considered and include five hard copies and a PDF copy of the package on a CD. The proposal shall consist of the following elements: 1. Cover letter highlighting overall qualifications and experience in parking management 2. Relevant work overseeing parking systems or facilities in other cities. Please include references of people, firms, or agencies that the City may contact to verify this experience 3. Overall assessment of the Downtown San Mateo Parking Management Plan and key policy areas and operational practices to emphasize in its implementation. 4. Cost proposal inclusive of all related costs for this work with a not-to-exceed amount based on time and materials. 5. Identification of any requested modifications to the City s standard agreement for services the contractor would require prior to entering into an agreement with the City. 6. Ability to fulfill the City s insurance requirements as shown in the sample agreement. V. ESTIMATED TIMELINE May 27 June 13 June 23 July 21 August RFP distributed Proposals due by 5:00 p.m. City to conduct interviews and make selection City Council award of contract Services begin We look forward to your interest in this work. Inquiries and/or responses may be directed to: Matt Bronson, Assistant City Manager City Manager s Office City of San Mateo 330 W 20 th Avenue San Mateo, CA 94403 (650) 522-7003 mbronson@cityofsanmateo.org 5
Exhibit A Downtown San Mateo Public Parking Facilities Exhibit B Downtown San Mateo Parking Management Plan Implementation Strategy Exhibit C Standard City Agreement and Insurance Requirements 6