ARMC126-ARMC-6406 Valet Parking Services RFP Addendum 2 - Questions and Answers.pdf

400 N. Pepper Avenue, Colton, California 92324-1819 | Phone: 909.580.1000

Addendum No. 2 Bid No. ARMC126-ARMC-6406

Valet Parking Services – Questions and Answers

Questions and Answers

# Question Answer

1 Who controls the flow of traffic at the Valet Parking Service Drop Off Locations?

Vendor.

2 How can tips be accepted? Gratuities may be received by parking staff but should never be expected. Cash or electronic cash transfer is acceptable. Please refer to RFP Section V.B.23.

3 What areas does the vendor control? Valet Parking Service specific areas such as designated Drop Off and Parking locations.

4 What are the methods utilized for the issuance of parking tickets?

Vendor decides the method of issuing parking tickets.

5 Are vendors expected to assist patients? No, if assistance is required, notify Security Department.

6 Can video surveillance be obtained for investigative purpose?

Yes, coordinate the request via Security Department.

7 Who is allowed to utilize the Valet Parking Services?

Arrowhead Regional Medical Center (ARMC) patients only.

8 Is the Valet Parking Service RFP only for the South end Valet Parking only?

The RFP is for both the South and North ends.

Currently, there is only the South end but, in the future, will be a new North end. Please refer to the RFP Section V.B.5.

9 What is San Bernardino County minimum wage?

California’s minimum wage is set at $16.90.

10 How many parking spots are in the South end?

The valet operation currently utilizes Lot 4, which has a total capacity of 66 parking spaces available for valet use. This capacity may be adjusted by the County if operational needs change.

11 What are the cleanliness expectations of

ARMC?

Vendor is responsible for basic housekeeping in their immediate area of responsibilities.

12 Will the ARMC label and number the parking spots in the future?

If the designated valet parking lot changes during the term of the contract, ARMC prefers that no permanent modifications be made to the parking spaces. Vendors may use temporary signage or other non-permanent methods to designate valet parking spaces, if desired.

13 Is there a breakroom designated for the vendor and vendor employees?

ARMC does not provide a designated breakroom for vendor staff. Vendors are responsible for managing staffing, scheduling, and break coverage in a manner that meets operational needs.

14 Please provide the space counts for the valet area?

The valet operation currently utilizes Lot 4, which has a total capacity of 66 parking spaces available for valet use. This capacity may be adjusted by the County if operational needs change.

15 What is the current employee head count, including total hours per week. Are they all full time?

Based on the most recent invoice received, the vendor currently has a total of nine (9) employees assigned to ARMC's valet operations. This staffing includes on-site valet personnel, supervisory coverage, and management visits to the campus to address client needs, operational issues, and customer complaints. Please refer to RFP Section V.B.7.

ARMC does not track the employment status (full-time versus part-time) or the total weekly hours worked by the vendor's employees, as staffing levels, schedules, and classifications are managed solely by the vendor.

16 Is the current parking provider using SB525 employee wage rates?

ARMC does not establish or dictate the wage rates paid by the valet vendor. The vendor is responsible for determining employee compensation based on its staffing model, operational needs, and applicable labor requirements. The vendor is also responsible for ensuring its pricing accounts for the ability to absorb any additional staffing or resources necessary to provide adequate valet coverage for the medical center throughout the term of the contract.

17 Can you confirm valet parks 150 to 200 average per day?

The daily demand for valet services fluctuates based on several factors, including patient volume, campus activity, special events, and other operational needs. While current valet usage may average approximately 150–200 vehicles per day, this volume can vary from day to day.

Additionally, as future construction projects impact available parking spaces and increase demand for parking assistance, valet service needs may continue to increase. The vendor should be prepared to adjust staffing and resources accordingly to meet the changing needs of the medical center.

18 What are the current pain points or issues that you need resolved with the parking operations?

Customer satisfaction is a primary priority. Valet parking services are intended to provide convenience and enhance the patient and visitor experience. The County seeks a vendor that delivers a high level of professionalism, efficiency, and customer service.

A key focus area is the establishment of a clear and effective customer complaint and resolution process. The vendor must maintain a defined system for receiving, tracking, and resolving customer concerns in a timely manner.

Additionally, the vendor is expected to coordinate closely with the ARMC Security Department on all operational, safety, and incident-related matters, including traffic flow adjustments, emergency response, and incident reporting.

19 Is there an employee break room? Do they have access to water or do we need to provide?

Vendor employees will have access to the hospital cafeteria; however, ARMC does not provide a designated employee breakroom for vendor staff. There are common areas available throughout the medical center that are utilized by the general public where vendor employees may take breaks.

Water will not be provided by ARMC and will remain the responsibility of the vendor to supply for their employees.

20 Does the hospital require vendors to have Sexual Abuse Liability or Pollution Liability insurance? If so, what parameters?

All insurance requirements will be reviewed and finalized in coordination with the County’s Risk Management and Procurement teams. Vendors should propose insurance coverage consistent with industry standards for valet operations.

Please refer to RFP Section X.B.

21 Do we need the automobile liability insurance coverage if we do not plan to use a golf cart?

Yes. Automobile liability insurance is still required even if the vendor does not plan to use a golf cart. The coverage applies to all owned, hired, and non-owned automobiles used in performing the valet services, including customers’ vehicles operated by valet staff.

Additionally, the RFP specifically requires the operator to provide a gas-powered golf cart. Any request to operate without one would require County approval and does not automatically waive the automobile liability insurance requirement.

22 Does the "All Inclusive" hourly rate account for the entire 5-year term or will the vendor be able to adjust the per labor hour rate per year based on future min wage increases?

The all-inclusive hourly labor rate should remain fixed for the entire five-year term of the contract.

The vendor is expected to account for and absorb any future changes or fluctuations in labor costs, including minimum wage increases, payroll expenses, and other associated costs, within the proposed hourly rate. As such, the hourly labor rate will not be adjusted annually based on future wage increases.

23 What is the specific daily staffing model (e.g., number of attendants, supervisors, and schedule shifts) currently deployed on site?

The current daily staffing model consists of approximately five (5) to seven (7) valet attendants on site, which includes one (1) supervisor and one (1) lead. Staffing levels may fluctuate based on daily operational needs, patient volume, campus activity, and other factors impacting valet demand. Please refer to RFP Section V.B.7.

24 What is the average number of vehicles parked and retrieved via valet on a daily and monthly basis over the past 12 months?

The average number of vehicles parked and retrieved through valet services varies based on daily operational needs, patient volume, campus activity, and other factors that impact parking demand. Current valet operations average approximately 150–200 vehicles per day.

This equates to an estimated average of approximately 1,000 vehicles per week and 4,000 vehicles per month. Volumes may fluctuate depending on hospital operations, special events, and future impacts to available parking resources.

25 Could the County please provide the name of the current vendor providing valet parking services at ARMC, the active hourly billing rate(s), and the average annual spend under the current contract?

Submit a Public Records Act request at https://sanbernardinocounty.nextrequest.com/.

26 RFP Section V.C. states Hours of Operation as Mon-Fri, 7:00 AM-5:00 PM, but our site visit observed valet operations currently

The required hours of operation for valet services are Monday through Friday, 7:00 AM to starting at 6:00 AM. Should proposers staff/price to the RFP's 7:00 AM start or the observed 6:00 AM start?

5:00 PM. These hours align with the opening and operating hours of the hospital clinics.

Proposers should staff and price their proposals based on the RFP-required operating hours of 7:00 AM to 5:00 PM. Valet services are not required on weekends or County-recognized holidays.

27 Can the County confirm the incumbent valet vendor's identity and current/most recent contract value for benchmarking?

Submit a Public Records Act request at https://sanbernardinocounty.nextrequest.com/.

28 Attachment C requests a DIR Registration No. DIR registration typically applies to CA public works/prevailing-wage contracts. Is DIR registration actually required for this services contract?

DIR registration is not applicable to this RFP.

Refer to RFP Section X.A.22.

29 Terms Items 48-49 reference federal Service Contract Labor Standards (FAR 52.222- 52/53) and federal funding. Please confirm:

(a) the applicable federal funding source/percentage, and (b) whether a specific SCA Wage Determination applies, or the exemption certification governs instead.

Funding is a mix of State and Federal.

Clarifications will be made during contract negotiations.

30 Are third-party contracted valet staff considered "covered healthcare employees" under CA SB 525's healthcare-worker minimum wage requirements?

Third-party valet staff are employees of the contracted vendor and are not employees of the healthcare facility. Based on the current understanding, valet personnel are not considered covered healthcare employees under CA SB 525 healthcare worker minimum wage requirements.

Vendors remain responsible for ensuring compliance with all applicable federal, state, and local labor laws, regulations, and wage requirements applicable to their employees.

31 Can the County provide an architectural site map/campus circulation diagram for proposers to base the required Plan of Operation site map exhibit on (RFP Item 25.a)?

Proposers are responsible for using the available campus information to develop their own operational plan and site map specific to their proposed valet operations. See map on the last page of this addendum.

32 Given the concurrent $52.5M employee parking structure project (Jan 2026-spring 2027), will Lot 1, Lot 4, or the North Parking Area be affected by construction staging, The vendor should anticipate that campus parking operations will be impacted by the employee parking structure project during the initial term of the contract. The hospital has developed plans for alternative parking access changes, or closures during the contract's initial term?

arrangements during the construction period to minimize disruption; however, there may be changes to parking availability, traffic flow, and access throughout the project. Due to the anticipated reduction in available parking spaces on campus, the vendor should plan for a potential increase in valet parking demand and ensure adequate staffing and resources are available to accommodate increased usage during the construction period.

33 Can the County share a minimum/maximum headcount or peak-hour vehicle volume data to help size the staffing plan for both valet stations?

Currently, there is no operational need to utilize a second valet station. However, this need may change in the future based on parking availability, campus construction projects, and other operational impacts affecting parking resources. Please refer to RFP Section V.B.7.

Current valet operations average approximately 150–200 vehicles per day.This equates to an estimated average of approximately 1,000 vehicles per week and 4,000 vehicles per month. Volumes may fluctuate depending on hospital operations, special events, and future impacts to available parking resources.

34 For Attachment J (Insurance), is "non-owned and hired auto" coverage required in addition to the stated Commercial Auto Liability limits, since attendants operate patrons' vehicles?

Yes. In addition to the required Commercial Automobile Liability limits, the Contractor must maintain coverage applicable to valet operations, including owned, hired, and non-owned automobiles, consistent with the County's insurance requirements. If the Contractor does not own vehicles, a non-owned automobile endorsement meeting the contract requirements may be acceptable.

35 Does the References requirement (Attachment F) require exactly three references, or may proposers submit additional references beyond the minimum?

Provide a minimum of three (3) customer references Proposer has contracted with, providing the same service as requested in this RFP. Please refer to RFP Section VI.B.13.

36 Scope of Services mentions managing 2 Valet Stands, but I only saw 1 in front of the Main Hospital entrance? Is there only the 1 Stand, and if/when/where would we need to have a 2nd stand?

The RFP is for both the South and North ends.

Currently, there is only the South end but, in the future, will be a new North end. Please refer to the RFP Section V.B.5.

37 Is there ever a Valet Stand at the Emergency Department?

No.

38 What are the Parking Management Company's responsibilities for the Self- Parking area for Visitors?

None, area of responsibility is within valet parking services only.

39 How are Employee Permits tracked? RFID Card, Hangtag, License Plate etc.

The hospital currently utilizes specialized parking placards to designate employee parking privileges, including physician, reserved parking, and carpool parking. At this time, the hospital does not utilize RFID cards, hangtags, or license plate recognition for employee parking permits.

40 Does Parking company provide any Enforcement of the self-parked Visitor/Patient lots? Is there a desire to expand this service to ensure Employees are not abusing visitor self-parking?

No, area of responsibility is within valet parking services only.

41 Who parks at Lot 14, Visitors/Patients or Employees? Or Both?

Lot 14 is an overflow parking lot, it is open for all visitors, patients and employees.

42 What Technology currently is in place for Valet?

The current valet services provider utilizes an electronic valet management system that provides digital vehicle tracking and electronic ticketing. The system also sends text message notifications to customers' mobile phones to facilitate vehicle retrieval and enhance the overall customer experience.

43 What is the use case for the required Golf Cart for parking operator?

The required gas-powered golf cart is intended to support valet staff transportation and operational movement between the valet stations and designated parking areas. It may be used to move attendants efficiently across the ARMC campus, assist with staffing and vehicle retrieval operations, transport supplies, and support parking-area monitoring. The golf cart is intended for parking staff use—not for transporting patients or visitors—unless specifically approved by ARMC and appropriately insured. Please refer to the RFP Section V.B.10.

44 RFP Mentions Golf Cart needs to be gas powered, does it have to be? Why not Electric?

Yes. As currently written, the RFP requires a gas-powered golf cart. An electric golf cart would not meet the stated requirement unless the County issues an amendment or formally approves an exception.

45 Will bidders be held to a "Not to Exceed Price?" If so, please provide total estimated annual hours for which this will be based on.

The County is looking for fair market value.

Proposers will need to provide a budget based on the information on the RFP.

46 Regarding termination rights, will ARMC grant mutual termination rights?

The County does not anticipate modifying the termination provisions. Consistent with the previous contract, the agreement provides that either party may terminate the contract for convenience with thirty (30) days' written notice, subject to the Contractor's obligations to complete an orderly transition and return County property.

47 Can you please identify the 2 valet stations (Page 8, paragraph 7) and the volume of each location?

Currently, there is only one valet station, and it averages 150-200 vehicles per day.

The RFP is for both the South and North ends.

Currently, there is only the South end but, in the future, will be a new North end. Please refer to the RFP Section V.B.5.

48 What is the capacity needed for the gas-powered golf cart?

The RFP does not specify a required seating, passenger, weight, or cargo capacity for the gas-powered golf cart. The cart should be appropriately sized to transport valet parking staff and operational supplies between the valet stations and designated parking areas. Any proposed golf cart configuration and its use would be subject to ARMC approval.

49 Please confirm how many years ARMC is looking for to award under the new contract.

Maximum of 5 Years.

50 Will ARMC be providing the entire questions and answers to all bidding vendors?

Yes, via ePro.

Hospital Generic Map