Exhibit_4_-_Sample_Event_Parking_Operations_Requirements_of_the_Contractor.pdf
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- Attached to
- Event Parking Services
- Solicitation number
- RFP26-0346
- Issued by
- Orange County, Orlando City, Florida
About this file
This document is Exhibit Four of Request for Proposal (RFP) 26-0346 issued by the City of Orlando, Florida, for Event Parking Services. The exhibit details the operational requirements and responsibilities that the selected contractor must fulfill when providing parking management and staffing services for scheduled events at various City venues. The contractor is required to participate in event planning meetings prior to each event, with the number and frequency of meetings determined by event size and duration. The contractor must coordinate with the Orlando Venues Division or Parking Division to receive all necessary operational data including locations, staffing levels, hours of operation, rates, and anticipated traffic volumes. Key operational responsibilities include preparing and scheduling all required staff, cash banks, revenue equipment, and materials; arriving at the designated operations center at scheduled times; dispatching staff to assigned parking facilities; and ensuring proper setup of lot coordination, signage, and traffic control devices prior to facility opening.
The contractor assumes full financial liability for all ticket stock, reservation lists, permits, entrance receipts, and cash handling throughout each event. The contractor's Operations Manager must oversee all parking transactions involving cash, credit cards, reservations, and prepaid permits, and is responsible for reconciling all revenue, collecting and securing funds, and depositing verified amounts to the City's designated account by close of business the following business day. Credit card revenue must be transferred via wire or ACH no later than 72 hours after an event. The contractor must provide communication equipment including radios for staff coordination and must handle event day closeout procedures including removal of signage and traffic control devices. Contractor payment is limited to authorized on-site personnel hours multiplied by the agreed-upon hourly rate by employee classification, with time clock records required as supporting documentation for all invoices submitted to the City.
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Text version
Event Parking Services RFP26-0346
EXHIBIT “FOUR”
SAMPLE EVENT PARKING OPERATIONS
REQUIREMENTS OF THE CONTRACTOR
EXHIBIT FOUR –
SAMPLE EVENT PARKING OPERATIONS REQUIREMENTS OF THE
CONTRACTOR
1. PLANNING
The Contractor’s Account Manager and/or Operations Manager shall attend one or more scheduled event planning meetings with the Orlando Venues Division or the Parking Division, prior to specific event dates. The number of planning meetings shall be determined by the size and duration of the specific event. The Contractor shall be provided all locations, staffing levels, hours of operation, rates, anticipated traffic volumes and other data necessary to efficiently prepare for event day operations.
2. REVENUE RESPONSIBILITY
Prior to the beginning of each event or series of events, the City and the contractor shall ensure that revenue equipment, revenue controls, and supplies are ready and available. This includes contractor supplied terminal handhelds, event software, receipt paper, parking ticket stock, 3rd party scanning equipment, parking reservation lists, and change (cash loans). The Contractor shall verify and assume liability for the full monetary equivalent of the ticket stock, reservation lists, permits, and entrance receipts. The Contractor shall be responsible for issuing and recovering banks and ticket stock to its employees during the events. At the end of each event, the Contractor shall be responsible for verifying that all used and un-used reservation lists, permits, hangtags, and entrance receipts match parking counts, cashier shift reports, and parking revenue reports. The City shall determine the required remittance of all collected funds based on the difference between the reservations list, hangtags, permits, allocation, and/or ticket stock issued, and the reservations scanned, hangtags scanned, permits scanned, ticket stock used, and/or the completed cashier shift report collected by the Contractor. Contractor shall be required to deposit the verified funds collected into the City designated account by close of business the following business day.
3. PREPARATION / SCHEDULING
The Contractor’s designated Account Representative shall prepare, and schedule all required staff, cash banks, revenue equipment, and materials requested to efficiently provide the planned event services.
The Operations or Operations Manager shall meet with the designated City representative to review event allocation and inventory of the prepared event ticket stock, reservation lists, permits sold, etc. The Operations Manager shall, as the authorized agent for the Contractor, execute the ticket inventory control and/or allocation forms and take possession of all event day ticket inventory. the Contractor shall assume all liability for the event day ticket stock and the financial liability for cash value of the tickets.
The Contractor shall be solely responsible for providing, issuing, and recovering change banks to and from its employees in sufficient amounts to satisfy cashiering operations.
4. EVENT DAY SET UP
The Contractor’s Operations or Operations Manager and required staff shall arrive at the scheduled time at the designated event day operations center. The Operations Manager and all Contractor staff shall clock in to begin the day and begin work following inspection of the designated City representative. The Operations Manager shall dispatch staff to designated parking facilities/lots for perimeter control, temporary traffic control and cashiers with all required equipment to perform duties.
Lot coordination, signage, cones, and placement of deliverables should be completed prior to parking facilities/lots opening.
5. TICKET & CASH CONTROL
The Contractor’s Operation or Operations Manager shall be responsible for all parking transactions’ activity, which include credit card, cash, reservation lists, and prepaid permit collections for the duration of the event. It is the expectation of the City that the Operations Manager shall distribute the revenue equipment (handhelds) and Contractor’s cash bank to the Contractor’s Cashiers and Supervisors utilizing sufficient parking industry standard forms and procedures to control and record all cash, receipts, and tickets. For the duration of the event the Contractor shall be held liable for all event parking inventories and the security of all cash/credit/permit operations.
6. COMMUNICATION
The Contractor is required as detailed at the Contractor’s expense to provide sufficient radios to its staff to facilitate clear communication between the Operations Manager and the Contractor’s staff assigned to all event control points. One of the City’s radios programmed for event day communications shall be transferred to the Operations Manager. To further ensure continuous clear communication, the cell phone and/or the direct connect numbers of the Contractor’s and City’s key personnel shall be exchanged.
7. EVENT DAY CLOSEOUT
The Operations Manager or Supervisor shall begin cash out processes for Supervisors and Cashiers as directed. The Operations Manager shall be responsible for the reconciliation of all event parking sales, reservations lists, hangtag lists, the collection and security of all cash, credit card, and prepaid permit transactions collected, and cash banks distributed to the Contractor’s staff. Also, the Operations Manager or Supervisor shall be responsible for the removal and return of all designated signs and traffic control devices installed for the event. The Operations Manager shall process all cashier activity and arrange for the secure transportation of all revenue collected to the Contractor’s designated depository. All of the Contractor’s staff shall be required to clock out upon completion of their assigned task.
8. EVENT FINAL ACCOUNTING
The Contractor’s Operations or Operations Manager shall be responsible for the reconciliation of all event parking sales. The Operations Manager shall generate revenue reports for cash/credit card sales, reservations lists, hangtags, and prepaid permit sales; and ensure revenue collected by the cashiers are in line with revenue reports. The amount deposited by the Contractor’s Operations Manager shall be free of discrepancies. Any cash overages will be reported and deposited with the City and any cash shortages will be the responsibility of the Contractor to deposit with the City.
9. REMITTANCE / DEPOSIT OF EVENT DAY REVENUE
Without exception, the Contractor shall deposit the verified amount due to the City in the City’s designated account by the end of the following business day. Credit card revenue to the City must be completed by wire/Automated Clearing House (ACH) transfer no later than 72 hours after an event.
10. CONTRACTOR’S PAYMENT FOR SERVICES
The City shall not be financially responsible for reimbursement for any other expenses not agreed to in writing. The Contractor shall prepare and submit an invoice for services to the City following each event period. The invoice shall clearly contain the contract number, event date and event description along with the remitting address of the Contractor. Charges from the Contractor are limited to the number of authorized hours of the Contractor’s verified on-site personnel identified in this agreement multiplied by the agreed upon hourly rate for Contractor’s employee by classification. All time clock records from the event period for the billable staff shall be supplied as back up for the invoice calculation. The City shall not be financially responsible for reimbursement for any other expenses not agreed to.
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