Parking Management Services at Palm Springs International Airport Current ACE contract - Part 1 Current ACE contract - Part 2 Current ACE contract - Part 3 Current ACE contract - Amendment 1 Current ACE contract - Amendment 2

Agency: City of Palm Springs
State: California
Type of Government: State & Local
NAICS Category:
  • 541330 - Engineering Services
  • 541611 - Administrative Management and General Management Consulting Services
  • 812930 - Parking Lots and Garages
Posted Date: Nov 7, 2019
Due Date: Dec 10, 2019
Solicitation No: RFP 06-20
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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RFP or IFB # DESCRIPTION/DOCUMENTS PROPOSAL or BID
RFP 06-20

Parking Management Services at Palm Springs International Airport

12/10/19

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CITY OF PALM SPRINGS, CA
NOTICE INVITING PROPOSALS FOR RFP #06-20
PARKING MANAGEMENT SERVICES AT PALM SPRINGS INTERNATIONAL AIRPORT
NOTICE IS HEREBY GIVEN that the City of Palm Springs is requesting proposals from highly
motivated and qualified firms to provide the City with parking management services at the Palm
Springs International Airport under a multi-year contract.
PROJECT LOCATION: Palm Springs International Airport public parking lots, City of Palm
Springs, California.
SCOPE OF SERVICES: The scope of work will generally consist of operating and managing
the Airport public parking lots, provide traffic enforcement officers (TEOs) to ensure the safe
movement of vehicular traffic on the Airport drive, and provide an appropriate number of taxi
control officers to ensure the safe and efficient movement of commercial vehicles and taxi
queuing. The scope of services is more fully defined within the RFP document.
PRE-PROPOSAL CONFERENCE AND SITE VISIT: All interested proposers are encouraged to
attend a Pre-Proposal Conference and visit the site to become familiar with the site conditions. The
NON-MANDATORY Pre Proposal Conference will be held promptly at 10:00 A.M., LOCAL TIME,
ON MONDAY, NOVEMBER 18, 2019 at the Palm Springs International Airport, 3400 E. Tahquitz
Canyon Way, Palm Springs, California, in the 2nd Floor Conference Room. A tour of the site will
occur for interested proposers, immediately following the conclusion of the Pre-Proposal Conference.
Failure of a Proposer to attend the Pre-Proposal conference shall constitute acceptance of all pre-
existing conditions and shall constitute a waiver of any and all future claims relating to said
conditions.
OBTAINING RFP DOCUMENTS AND ADDENDA: The RFP document may be downloaded
via the internet at https://www.palmspringsca.gov/government/departments/procurement-
contracting/bids-proposals (Procurement, Open Bids & Proposals) or by calling the Office of
Procurement and Contracting, (760) 322-8368. Upon downloading the RFP via the internet,
contact Craig Gladders, Procurement and Contracting Manager via email at
craig.gladders@palmspringsca.gov to be placed on the interested vendor list for this project,
providing your company name, contact person, contact email address, office address, office
phone and office fax. Failure to be placed on the interested vendor list as stated above may
result in not receiving Addenda to the RFP. Failing to acknowledge Addenda may result in your
proposal being non-responsive, or may negatively impact the evaluation of your proposal. We
strongly advise that you follow the instructions above if you are interested in submitting a
proposal.
EVALUATION OF PROPOSALS AND AWARD OF CONTRACT: This solicitation has been
developed in the Request for Proposals (RFP) format. Accordingly, firms should take note that
multiple factors as identified in the RFP will be considered by the Evaluation Committee to
determine which proposal best meets the requirements set forth in the RFP document. PRICE
ALONE WILL NOT BE THE SOLE DETERMINING CRITERIA. The City reserves the right to
negotiate the terms and conditions of any resulting contract. Final contract award, if any, will be
made by the Palm Springs City Council. The selected firm will be required to comply with all
insurance and license requirements of the City.
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DEADLINE: All proposals must be received in the Procurement and Contracting Office, 3200
E. Tahquitz Canyon Way, Palm Springs, CA, 92262 by 3:00 P.M., LOCAL TIME, TUESDAY,
DECEMBER 10, 2019. The receiving time in the Procurement Office will be the governing time
for acceptability of Proposals. Telegraphic and telephonic Proposals will not be accepted.
Reference the RFP document for additional dates and deadlines. Late proposals will not be
accepted and shall be returned unopened.
PROPOSALS TO REMAIN OPEN: The Proposer shall guarantee that all contents of their
proposal shall be valid for a period of 120 calendar days from the due date of proposals.
_____________________________________
Craig L. Gladders, C.P.M.
Procurement and Contracting Manager
November 7, 2019
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CITY OF PALM SPRINGS, CA
REQUEST FOR PROPOSALS (RFP) #06-20
PARKING MANAGEMENT SERVICES AT PALM SPRINGS INTERNATIONAL AIRPORT
Requests for Proposals (RFP #06-20), for Parking Management Services at Palm Springs
International Airport for the City of Palm Springs, CA, (hereinafter the “RFP”) will be received at
the Office of Procurement & Contracting, 3200 East Tahquitz Canyon Way, Palm Springs,
California, until 3:00 P.M. LOCAL TIME, TUESDAY, DECEMBER 10, 2019. It is the
responsibility of the respondent to see that any proposal sent through the mail, or by any other
delivery method, shall have sufficient time to be received by this specified date and time. The
receiving time in the Procurement Office will be the governing time for acceptability of
proposals. Telegraphic, telephonic, faxed or emailed proposals will not be accepted. Late
proposals will be returned unopened. Failure to register as a Proposer to this RFP process per
the instructions in the Notice Inviting Requests for Proposals (under “Obtaining RFP
Documents”) may result in not receiving Addenda or other important information pertaining to
this process. Failure to acknowledge Addenda may render a proposal as being non-responsive
or negatively impact the evaluation of a proposal. We strongly advise that interested firms
officially register per the instructions in the Notice.
1. PURPOSE AND SCHEDULE: The City of Palm Springs is requesting proposals from
qualified firms to provide the City with operating and managing the Palm Springs International
Airport public parking lots, as more fully set-forth in the Scope of Services contained herein.
SCHEDULE:
Notice requesting Proposals posted and issued ..............................................November 7, 2019
Pre-Proposal Conference ......................................... Monday, November 18, 2010, 10:00 A.M.
Deadline for receipt of Questions ................................ Tuesday, December 3, 2019, 3:00 P.M.
Deadline for receipt of Proposals ......................TUESDAY, DECEMBER, 10, 2019, 3:00 P.M.
Short List / Interviews/, *if desired by City ......................................................... to be determined
Contract awarded by City Council ..................................................................... to be determined
NOTE: *Dates above are subject to change.
“KEY” TO RFP ATTACHMENTS:
ATTACHMENT “A”- Signature Authorization Form, including Addenda acknowledgment.
*Must be completed and included in Management Plan envelope.
ATTACHMENT “B” – Non Collusion Affidavit Form. *Must be completed and notarized
and included in Management Plan envelope.
ATTACHMENT “C” – Management Fee Proposal Form. *Must be completed and included
in a separately sealed envelope do NOT include this with your Management Plan
Proposal.
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ATTACHMENT “D” – No Conflict of Interest and Non-Discrimination Form. *Must be
completed and included with Management Plan envelope.
ATTACHMENT “E” – Business Disclosure Form. *Must be completed and included with
Management Plan envelope.
ATTACHMENT “F” – Current Parking Equipment Details
ATTACHMENT “G” – Airport Parking Monthly Revenue and Enplaned Passengers
ATTACHMENT “H” – Seasonal Airline Flight Activity
ATTACHMENT “I” – Minimum Hours Required/Draft Parking Personnel Schedule
ATTACHMENT J” – Current Parking Gross Revenue, TEO, and Taxi Starter Management
Expenses
ATTACHMENT “K” – Sample boilerplate Contract Services Agreement and Exhibits
2. BACKGROUND: The City of Palm Springs, California is located in the Coachella Valley
in the Southern California desert approximately one hundred and twenty (120) miles east of Los
Angeles. With a year round population of approximately forty eight thousand (48,000) residents,
the City is a popular resort destination during the winter and spring months, filling our local
hotels and businesses with visitors from all over the world.
The Palm Springs International Airport is owned and operated by the City of Palm Springs, and
located two and a half (2.5) miles east of the central business district. The Airport serves as the
major transportation center for the entire Coachella Valley. Ending fiscal year, June 2019, the
Airport served over two million four hundred and fifty seven thousand (2,457,000) commercial
passengers. There are eleven (11) air carriers that serve the Airport. In addition to the resort
destination status, the airport services nine incorporated Cities in the Coachella Valley with a
combined population in excess of five hundred thousand (500,000) residents.
The firm awarded the contract and all of its personnel will have demonstrated an exceptional
familiarity with parking management at an airport and the additional services required. As
tourism is the driving force of the Palm Springs economy, the selected firm, and all of its
personnel, must have a documented and superior understanding of public relations, customer
service practices and conflict mitigation techniques. The City requires management services be
provided in a courteous, professional manner that facilitates positive relationships with the City’s
residential and business communities and with the many visitors that come to enjoy the City of
Palm Springs.
The current employees of the incumbent contractor are not represented by a union. The current
and draft contract does not fall under a cost of living ordinance. The current and draft contract
does not include any City or Airport vehicles provided as part of the agreement. The current
revenue control system is barcode based, and will remain at the end of the existing contract
(January 31, 2020), with necessary upgrades to be proposed as part of the RFP submittal.
A copy of the current contract and all amendments is available online with the RFP
document and is posted as five (5) separate pdf documents (due to size) :
https://www.palmspringsca.gov/government/departments/procurement-contracting/bids-
proposals
The existing layout of the parking facility allows for a total of 936 vehicles in the primary parking
area. Parking control equipment currently consists of a fully integrated and PCI compatible
parking system, eleven (11) barrier gate arms, seven (7) ticket dispensers, two (2) ticket
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collection booths with fee computers with parking control software (currently Skidata), one (1)
unmanned credit card only exit station and one (1) pay-on-foot ticket machine in the main airport
terminal. The collection ticket booth is currently manned approximately twenty (20) hours per
day from 5:00 am until 1:00 am. These hours are modified to adjust for delayed flights. Current
parking rates are $2.00 per twenty (20) minute period with a $20.00 per day maximum. All
parking rates for the general public are set and approved by the City of Palm Springs.
The existing overflow parking lot accommodates approximately eight hundred (800) vehicles
and the parking rate is $18.00 per day. In the past, shuttle bus operations from this lot have
been conducted to handle overflow parking during the Thanksgiving and Christmas holiday
seasons. Last year during the Thanksgiving holiday, the overflow lot shuttle operated for three
(3) days prior to and including the holiday during the hours of 4:30 am and 8:30 pm and for five
(5) days following the Thanksgiving holiday during the hours of 8:30 am until 8:30 pm (or last
flight). Last year during the Christmas holiday, the overflow lot shuttle operated for five (5) days
during the hours of 5:00 am and 9:00 pm prior to and including the Christmas holiday and ten
(10) days during the hours of 8:30 am and 1:00 am following the Christmas holiday. The
financial proposal will include up to a combined twenty seven (27) days of annual service for the
overflow parking lot operation and shuttle service. The Airport Management reserves the right to
shift the minimum number of monthly hours proposed for this contract, to allow for shifts in
service demands. Any overall increased hours required would be subject to the hourly rate
proposed in Attachment “C” , part 3 of 3 (Management Fee).
3. SCOPE OF WORK, SERVICES, OBJECTIVES AND SPECIFICATIONS:
Generally, the scope of work consists of, but is not limited to: Contractor must provide all
personnel, personnel bonds, personnel uniforms, materials, equipment, radios, vehicles,
supervision and other items necessary to:
1. Operate and manage Airport public parking lots.
2. Collect all parking lot fees and charges (including the secure processing of credit card and
debit card charges) legally due, and provide bookkeeping, accounting, and audit services with
respect thereto. The safety and security of the funds are the responsibility of the Contractor.
The funds are to be deposited at the city’s bank, currently Bank of America. Armored car
services are desired in the new contract and should be included in the management fee.
Deposit slips and credit card reports are provided to the City cashier.
3. Collect all baggage-cart machine fees and charges legally due. Provide accounting reports
as requested, operate equipment and report the need for any necessary equipment repairs to
the Airport.
4. Operate, service, maintain, and repair all parking lot equipment including parking lot
revenue control and access equipment as part of the management fee.
5. Report and arrange for improperly parked or abandoned vehicles to be removed from the
parking lots.
6. Perform nightly license plate inventory of all vehicles parked in parking lots. This
information must be logged into a database that is accessible to Airport management. There is
currently 1 hand held Motorola unit to perform the vehicle inventory that is provided by the
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