Title
Recommendation to Award a Two-Year Contract in the Amount of $177,740, Which Includes a 10% Contingency to PCI Parking Concepts, Inc. for the Management and Operations of the Civic Center Parking Structure. (Public Works 02241)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Award a Two Year Contract in the Amount of $177,740, Which Includes a 10% Contingency to PCI Parking Concepts, Inc. for the Management and Operations of the Civic Center Parking Structure
BACKGROUND
In 2007, the Alameda City Council awarded a contract to operate and maintain the Civic Center Parking Structure. This contract was awarded after a competitive request for proposal (RFP) process and was consistent with the parking structure’s management and operations plan. The contract term extensions have been exhausted. The City has conducted a new RFP and seeks City Council’s award of the parking structure’s next operator.
DISCUSSION
The City issued the RFP on April 8, 2016. It was posted on the City’s website, provided directly to 8 prominent parking companies and interested organizations, and placed in several local newspapers. The operator is responsible for maintaining the parking structure in a clean and safe condition consistent with other first-class parking operations. Daily maintenance includes garbage and trash removal; maintenance of the parking access and revenue control equipment and signage; collection of and accounting for all cash and other payments derived from the use of the facility; and management of special event parking, voucher programs and the monthly parking program.
The City received six proposals. Staff and an independent third-party expert (Walker Parking) reviewed the proposals and narrowed them to three. A selection committee comprised of representatives from the Public Works Department, Alameda Free Library, Downtown Alameda Business Association, and Walker Parking interviewed the top three candidates and scored the candidates based on the candidate’s operations plan, budget, and references.
The committee selected PCI Parking Concepts, Inc., one of the region’s largest operators of parking facilities. PCI provided a clearly defined, realistic and comprehensive proposal with a sound mix of supervisory and janitorial staffing hours at a very competitive price. By awarding this contract, the City will save 46% over a two (2) year period over the existing contract.
This two-year contract will begin on July 1, 2016. The contract includes three, two-year extensions. These extensions will only be awarded on satisfactory performance as determined by the City Manager. (see Exhibit 3). The total expenditure over eight (8) years is $710,961, subject to further appropriations of funding.
FINANCIAL IMPACT
The two-year contract will be funded by Parking Fund (Fund 224.1) and includes a 10% contingency totaling $177,740. FY 2016-17 Budget includes sufficient appropriations to cover the cost the contract.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt under the CEQA Guidelines Section 15301, Maintenance of Existing Facilities.
RECOMMENDATION
Award a two year contract in the amount of $177,740, which includes a 10% contingency to PCI Parking Concepts, Inc. for the management and operations of the Civic Center Parking Structure.
Respectfully submitted,
Bob Haun, Public Works Director
By,
Liz Acord, Management Analyst
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Proposed Staffing Plan
2. Proposed Budget
3. Contract