Attachment_14__Responses_to_Offeror_Questions_0002.pdf

140R3026R0003 Attachment 14

Parking & Ticketing Services at Hoover Dam

RFP 140R3026R0003

Responses to Offeror Questions

1. Are small businesses encouraged to submit proposals as the prime contractor or as part of a teaming arrangement?

Small businesses may choose either approach at their discretion.

2. Is there an incumbent contractor currently performing these services?

a. Yes

3. Will the government provide historical staffing levels or annual visitor volume to assist with proposal preparation?

a. Staffing levels remain consistent throughout the year, with adjustments during slow and peak periods

b. Parking Staff – 8 daily

i. 1 Supervisor for parking & CUA + 1 floater that supports breaks at all parking collection areas

ii. Entry Station CUA booth – 1

iii. Parking Garage – 2 on bus level, 2 on vehicle parking fee collection level

iv. Lot 9 AZ Spillway – 1

c. Visitor Center Tour Tickets – 4 cashiering staff plus a manager

i. 1 Manager and/or 1 Supervisor assisting with cashiering for breaks and during peak periods

ii. 3 cashier staff

4. What are the annual and average daily vehicle counts entering Hoover Dam parking areas?

a. Annual paid parking 269,700 – average daily 740 – peak 11,500

b. Vehicles using free lots are not counted.

5. What are the peak visitation months and days of the week?

a. Friday – Sunday (non-holiday)

b. Holidays may shift visitation 1-2 days before/after, plus weekends

c. Peak periods:

i. Mid-winter through Spring break (late February to early April, varies by year)

ii. Late May to early September

iii. All federal holidays

iv. Thanksgiving Week

v. Christmas through New Year’s Day

6. What are the highest daily vehicle counts historically recorded?

a. Up to 3,900 vehicles per day during peak periods

7. What percentage of visitors arrive by personal vehicle versus tour buses?

a. 85% by personal vehicle and 15% by tour bus

8. What is the average parking duration for visitors?

a. 2 to 4 hours

9. How many parking spaces exist in each lot or designated area managed under the contract?

a. Parking garage - 415

b. Lot 9 - 94

10. What were the total annual parking and ticket revenues for the previous three fiscal years?

a. Revenues cannot be publicly released. Revenue information will be shared with the awardee after award.

11. What are the current parking and ticket prices in effect at Hoover Dam?

a. $10 per vehicle both in the Parking Garage and Lot 9. All other spaces are free.

b. Three tour ticket options

i. Dam Tour - $40

ii. Power Plant Tour - $25

iii. Exhibit only ticket - $15

c. CUA entry fee - $5/person + $300/year permit renewal per operator – currently approximately 150 permits

12. Does the contractor have authority to recommend adjustments to parking or ticket pricing?

a. Pricing is determined through internal process consistent with federal fee setting regulations. The government is open to suggestions and recommendations.

13. What reconciliation procedures currently exist for daily revenue and deposits?

a. The Contractor shall prepare and transmit daily financial reports as outlined in section

6.8.2 of the PWS.

14. Who is responsible for merchant processing agreements and credit card fees?

a. The contractor.

15. What traffic control procedures are currently used during peak visitation periods?

a. When the garage is full, cones are placed to close the entry. Staff wave vehicles through until spaces reopen. If traffic backs up into the roadway, the contractor contacts the Security Response Force (SRF) and they manage roadway traffic.

16. Are contractor personnel responsible for directing traffic within the parking areas and access roads?

a. See question #15.

17. What coordination occurs between contractor personnel and federal security or law enforcement?

a. Hoover Dam Security Response Force (SRF) are on site 24/7, they can be notified as needed. Typical engagements that may involve ticketing staff include unattended bags, illegal parking, unruly visitor, medical incidents and vehicle accidents in the garage. SRF responds to any requests for support.

18. Are there documented traffic flow plans for high-volume days?

a. Operations at the checkpoint are modified in high volume periods but this does not involve or impact the ticketing contractor.

b. See question 15.

19. Are tour buses managed separately from passenger vehicles?

a. Yes, tour buses are permitted to load and unload passengers on the Bus level. No buses park on this level to wait. Larger buses use designated lots and some smaller buses may park in the garage. All buses enter through the CUA lane and pay a $5/person fee upon entering.

20. Are there planned construction projects or traffic restrictions that could affect parking demand during the contract term?

a. There are often construction projects throughout BOR property, however these rarely affect demand or access to public parking. Government will coordinate in advance if Contractor operations will be impacted. Most work occurs overnight.

21. What performance metrics will be used to evaluate contractor performance?

a. Refer to RFP Attachment 1, PWS Section 8

22. What actions occur if performance standards are not met?

a. Refer to RFP Attachment 1, PWS Section 8

23. How frequently will the Bureau review contractor performance?

a. Contractor reviews are held weekly, and daily for financials.

24. Are financial deductions or penalties associated with missed performance standards?

a. Yes, financial deductions may occur when performance standards aren’t met. See RFP Attachment 1, PWS section 8

25. What reporting format is expected for daily and monthly operational reports?

a. See RFP Attachment 1, PWS Section 6.8.2

26. What ticketing or point-of-sale systems are currently in place?

a. Ticketure

27. Is there currently an online or advance ticket purchase option available to visitors?

a. Yes, Ticketure is maintained by the contractor. The Reclamation Hoover Dam webpage links to the Ticketure sales page.

28. Are there reporting systems currently used by the Bureau for ticketing data?

a. Reclamation does not maintain a ticketing reporting system. The contractor maintains the sales system and Reclamation has access to the Ticketure reporting system.

29. Please confirm whether the Government expects the contractor to provide a fully contractor-owned point-of-sale and reservation platform, or whether any existing Government system, licenses, infrastructure, or integrations will remain in place.

a. The contractor shall provide a full POS system.

30. Please clarify whether the contractor is expected to support mobile tickets, print-at-home tickets, barcode or QR validation, and wristband issuance together, or whether certain admission products must remain paper-based only.

a. Contractor shall support a full suite of online ticket purchase options including QR or barcode for purchase validation, print-at-home QR code. Paper based tickets and QR codes are scanned at tour entry to ensure single use.

b. Different color wristbands are used to differentiate between Dam and Power Plant tours to quickly sort visitors into the correct tour queue as they leave the theater, this process will not change.

31. Please identify the existing parking guidance system manufacturer, age, architecture, warranty status, communications backbone, and current maintenance history.

a. Parking guidance system manufacturer is Parksol USA.

b. The warranty has expired

c. The system installation was completed at the end of December 2021

d. Ethernet connected field devices with remote device WifF communication

32. Is the contractor expected only to operate and maintain the existing parking guidance system, or also to replace failed components, upgrade software, and maintain third-party support agreements? If so, can you please share the last three years’ repairs and maintenance for the Parking Guidance System?

a. The contractor is expected to operate and maintain the parking guidance system. See RFP Attachment 1, PWS Section 6.3

33. Can the Government provide current as-built documentation, equipment inventory, spare parts inventory, and service records for the parking guidance system? If the operator determines these amounts are low, should additional costs be included in the transition budget?

a. The information requested is the current contractor’s information which the Government does not keep a record of.

34. Please clarify whether any system downtime thresholds, response times, or repair turnaround requirements apply beyond the PRS performance measures.

a. None that are known

35. Are internet connectivity, network drops, VPN access, or other communications infrastructure provided by the Government, and if so, what are the bandwidth and security requirements for contractor systems?

a. See RFP Attachment 1, PWS Section 4.3.2

36. Will the Government provide incumbent staffing information by position, wage rate, average weekly hours, tenure, and current post assignments to support a realistic transition and retention plan?

a. The information requested is the contractor’s information which the Government does not keep a record of

37. Are employees cross-trained through parking, ticketing, multiple processes, etc?

a. Training or cross training is determined by the contractor

38. For pricing purposes, should offerors assume that every cost associated with ticketing, parking/FCP operations, financial management, and parking-guidance O&M must be fully embedded in the four recurring service CLINs plus the one transition CLIN, with no separate reimbursables?

39. Please confirm whether seasonal staffing fluctuations, extended hours, and peak-day surges are expected to be fully covered within the fixed monthly CLIN pricing.

a. See question #3 for staffing.

b. See RFP Attachment 1, PWS Section 2.2 Hours of Operation regarding extended hours

40. For the 52.217-8 extension pricing, should offerors simply prorate the prevailing option-year monthly rates, or does the Government have a preferred methodology for the six-month extension amount?

a. Extension pricing should be formatted the same as prior schedule pricing.

41. What are the minimum insurance requirements for the contractor?

a. See Page 17 of the RFP document

42. Who bears responsibility for claims related to parking facility incidents (vehicle damage, accidents, etc.)?

a. Visitors are responsible for any damage that incurs. If there is damage inflicted by a

Contractor, they will be responsible for any damages.

43. What is the total annual revenue generated from all sources included within the project scope (ticket sales, parking, CUA fees, special events, wheelchair rentals, etc.) for the most recent fiscal year (FY2025)?

a. See response to question #10

44. Please provide a breakdown of total annual revenue by offering type included within the project scope (e.g., Powerplant Tour, Dam Tour, VC Admission, Exhibit, parking, CUA/use fees, special events, wheelchair rental, etc.).

45. Please provide an approximate breakdown of all sales transactions by payment type within the project scope (e.g., credit/debit card, cash, ACH/digital payment, etc.).

46. What are the current credit card processing rates under the existing contract (percent per transaction and per-transaction flat fee)? Just to confirm, the selected contractor will be responsible for paying all card processing fees?

a. See response to question #14

47. What is the annual contract value of the current/incumbent Parking & Ticketing Services contract?

a. $2,020,632.00

48. Is a sample recent merchant processing statement from the current payment processor available to share (including percent/transaction, per-transaction fees, card brand fees, etc.)?

a. This information is the incumbent contractor’s information for which the Government does not keep a record of.

49. What is the budget or not-to-exceed ceiling for this contract?

a. The Government cannot answer this question

50. What is the average transaction order value across all transaction types that would be included in the project scope?

a. 1 ticket per person

51. What is the total volume of ticket sales that are completed online vs. in-person at the HDVC or parking garage window?

a. The Government does have information available to respond to this question.

52. Are contractors able to propose passing a convenience fee or platform transaction fee on to end users for online or card transactions?

a. No

53. What is the current ticketing and POS system used by the incumbent contractor (software platform name/vendor)?

a. Ticketure

54. What are the biggest challenges or pain points experienced by staff and/or visitors with the current ticketing/POS system?

a. Refunds are not able to process on a prorated basis. Instead, we currently have to refund an entire event and re-invoice for the event minus any changes.

55. How many POS terminals and card readers does the agency anticipate needing across all locations (HDVC, HDPG bus level, HDPG garage window, Lot 9, and Checkpoint FCP)?

a. 10 (5 HDVC, 1 HDPG Bus Level, 2 HDPG Garage Window, 1 Lot 9, 1 Checkpoint FCP)

56. Can the agency confirm the technical specifications of the T1/microwave connectivity system and whether the incumbent currently uses IP-to-T1 convertors or an alternative connectivity approach?

57. What power conditioning equipment (if any) does the current contractor use to protect digital electronics from the unfiltered dam power supply?

58. Does the current system include historical sales data that will be provided to the new contractor upon award, as referenced in PWS Section 6.4(7)?

a. This requirement states “historical data will be provided upon contract award.”

59. How many full-time equivalent (FTE) employees does the incumbent contractor currently employ to fulfill this contract?

60. What is the current Service Contract Act (SCA) wage determination and applicable wage rates for the positions covered under this contract?

a. See RFP Attachment 2, Wage Determination

61. What is the typical PIV credentialing timeline for new contractor employees at Hoover Dam, and does the Government have a process to expedite credentialing for incoming contractor staff during the 15-day on-site transition period?

a. Approximately 2 weeks

62. Please confirm the current status and anticipated timeline for the transition from 'Pay to Park' to 'Pay to Enter' fee collection at the Checkpoint FCP.

a. The current status is “Pay to Park”. There is no anticipated timeline for “Pay to Enter” because that would require a change in federal law, although the idea has been discussed.

63. When does the current contractor's contract expire, and what is the anticipated contract award date and go-live date for the new contract?

a. June 30, 2026

64. Would the Government consider extending the proposal submission deadline by 2–3 weeks?

65. Please clarify whether contractor payment (CLINs 1-1 through 1-5) is structured as a flat monthly fixed price or as a variable/incentive-based fee tied to performance deductions under the PRS?

a. This will be a firm-fixed price contract

66. The PWS states the server room connects to the Boulder City Water Building via a Government-owned fiber cable, and the Contractor must provide IP to T1 converters. Historically, what is the standard latency and uptime on this microwave link to ensure our cloud-based POS system will not experience packet loss during holiday traffic surges?

67. Regarding the inductive loop counters in the Auto Level Garage, what is the current data output protocol, exactly how and where does this car-count data originate, and how does the Contractor physically or digitally access it? To ensure real-time capacity data is seamlessly fed to our executive dashboard, is the Contractor permitted to install modern IoT optical sensors or digital loop controllers at the exit lane (at our own expense) if the existing infrastructure is legacy or closed-loop?

68. The PWS mandates transferring physical revenues to the U.S. Treasury within 1 business day. To enhance physical security and eliminate the risk of daily armored car transport, is the Contractor permitted to deploy a "Smart Safe" (Provisional Credit) system on-site—strictly at the Contractor's expense—that digitally credits the Government's account immediately upon cash deposit?

69. During the 15-day Transition Period prior to the official Go-Live date, will the Contractor be granted physical access to the Visitor Center and toll plazas to begin installing, wiring, and testing our upgraded POS hardware and server architecture alongside the incumbent?

70. Lot 9 currently lacks a physical, climate-controlled booth for operators. What specific type of physical structure, mobile awning, or temporary shelter is the Contractor permitted to erect at Lot 9 to protect staff from extreme desert sun exposure?

a. Lot 9 does have a climate-controlled booth.

71. To actively mitigate heat illness and sun exposure for our frontline operators stationed outdoors, are uniform-matching wide-brimmed hats (e.g., campaign or boonie style) permitted to be worn as part of the official Contractor uniform?

72. Given the extreme summer temperatures and the PWS focus on heat illness prevention, contractor intends to deploy a fully stocked "Heat Mitigation & Hydration Station" (including an actively restocked refrigeration unit) in the main garage for our operators. To promote site-wide safety and mutual aid, is the Contractor permitted to officially designate this station as a shared emergency hydration resource available to all Bureau of Reclamation and official facility personnel?

a. The Government has protocol in place to mitigate dehydration

73. To ensure a level and consistent pricing basis among all proposers, please provide the minimum insurance coverage requirements and policy limits that contractors will be required to maintain under the resulting contract.

a. See response to question #41

74. The RFP includes a sample or minimum staffing schedule. For pricing consistency among proposers, please confirm whether this schedule represents the minimum baseline staffing level and that the selected contractor will be responsible for adjusting staffing levels above this baseline as necessary to meet operational demand, seasonal visitation, and peak traffic periods.

a. Correct

75. To ensure consistent proposal assumptions, can the Bureau provide historical peak season staffing levels (by position) or typical maximum daily staffing levels required during high visitation periods?

a. See response to question #3

76. Please confirm that the contractor is responsible for maintaining sufficient staffing levels at all times to ensure safe and efficient traffic control, parking operations, and visitor service throughout the facility, including during peak visitation periods, special events, and seasonal surges.

77. The applicable federal wage determination establishes minimum wage and benefit requirements for covered job classifications. Please confirm that proposers should assume responsibility for recruiting, training, and retaining qualified personnel at market competitive wage levels necessary to maintain required staffing levels and service standards throughout the contract term.

a. This is correct.