Parking Management RFP_final.docx

CITY OF IDAHO SPRINGS, COLORADO REQUEST FOR PROPOSALS

PARKING MANAGEMENT PROGRAM

Date of Issue: February 19, 2025 Proposal Closing Date and Time: March 19, 2025, at 5:00 p.m. MT

Proposal to be electronically received by the City Prior To Proposal Closing Date and Time.

CONTACT:

Andrew Marsh, City Administrator 1711 Miner Street, P.O. Box 907 Idaho Springs, CO 80452

(303) 567-4421 admin@idahospringsco.com

THIS REQUEST FOR PROPOSAL (“RFP”) IS NOT A COMPETITIVE BID BASED ON

PRICE ONLY. The RFP allows the City of Idaho Springs, Colorado (the “City”) to select the service provider (the “Proposer”) that best meets the needs of the City, taking into consideration Proposer qualifications, price, products, and service capabilities and other factors relevant to the City’s policies, programs, administrative resources, and budget.

This RFP has been advertised on the following websites:

· City of Idaho Springs: www.idahospringsco.com

· Rocky Mountain E-Purchasing System: www.bidnetdirect.com/colorado

Any modifications to this RFP or addenda pertaining to this RFP will be published on the above-mentioned outlets, and all Proposers are responsible to periodically check these outlets for relevant updates prior to submittal of a proposal.

RFP CONTENTS

PROPOSERS CERTIFICATION 3

REQUEST FOR PROPOSAL 4

BACKGROUND 4

COMMUNITY 5

PROPOSAL REQUIREMENTS 6

REVIEW CRITERIA 7

EVALUATION CRITERIA WITH ADJUSTED WEIGHTINGS 7

INSTRUCTIONS TO PROPOSERS 8

RFP TERMS AND CONDITIONS 9

ATTACHMENTS 9

PROPOSER’S CERTIFICATION

Note: Return this page with your proposal.

The undersigned, as an authorized agent of the proposer, hereby certifies:

( ) receipt of addendums;

( ) familiarization with all instructions, terms and conditions, and specifications stated in this RFP;

( ) the Proposer acknowledges proposal is valid for a minimum of ninety (90) days after the date of the proposal opening;

( ) the Proposer is qualified to perform the work and services outlined in this RFP.

Company Name Authorized Signature

Mailing Address Printed Name

City, State, Zip Code Title

Federal Employee ID Number (FEIN) Phone Number

Type of Entity (sole proprietorship, LLC, Fax Number partnership, LLP, corporation, etc.)

Website (if applicable) Email Address

REQUEST FOR PROPOSAL

Parking Management Program

The City of Idaho Springs invites qualified firms to submit proposals to administer its Parking Management Program including technology, hardware and operations. We expect the chosen vendor to provide end-to-end services for all aspects of parking facility management, including staffing, daily operations, signage, maintenance, customer service, and enforcement.

Proposals are to be addressed and delivered to City Administrator Andrew Marsh through the Rocky Mountain E-Purchasing System and/or at admin@idahospringsco.com in accordance with the Instructions to Proposers and all other requirements as referenced in this RFP. Proposals will be received until the proposal closing date and time set forth on the cover page of this RFP.

The City will use the following tentative schedule for the selection process:

The City reserves the right to modify this timeline at any time. Should the proposal submission deadline change, all prospective Proposers will be notified through an addendum issued by the City and posted to the outlets listed on page one of this RFP.

BACKGROUND

The City of Idaho Springs has historically faced challenges with parking management, particularly in and around the historic downtown. Concerns were raised by both business owners and residents about growing congestion and the need to safeguard residential parking. In 2018, these concerns led the City to engage the Urban Land Institute (ULI) to study the problem. The organization recommended that the City implement a Managed Parking Program including both Residential Permit Parking and Paid Commercial Parking in the Historic Downtown and surrounding Residential areas.

Following this recommendation, the City initiated a Managed Parking Trial Program in May 2019 through an agreement with a private firm. This program was intended to be a context-sensitive parking management plan that balanced the needs of residents, businesses, and visitors. Following community feedback and City Council meetings, the program was fine-tuned to better align with community needs.

Over the past five years, the City has successfully managed and continually enhanced its paid and resident parking program. This program has not only adapted technologically but also evolved in its policy goals to better serve the community. Key highlights of our current program include:

· Implementation of Contactless Payment System: A user-friendly, efficient method that simplifies the parking process for residents and visitors alike.

· Evolved Compliance System: Providing a fair and transparent process, this system ensures that users have the opportunity to appeal violations, which fosters trust and fairness in parking enforcement.

· Free Parking Permits for City and Clear Creek County Residents and Employees: Demonstrating our commitment to resident and business staffing accessibility and convenience.

Building on these successes, the City is now issuing its first parking management request for proposals (RFP) to obtain competitive bids, with the goal of ensuring excellence and best value in the program. Our objective is to further enhance our parking program while aligning with the customer service philosophy of the City. The scope of this partnership will include, but is not limited to:

· Paid Parking Operations: Efficient and effective signage and management of paid parking areas to ensure optimal utilization and turnover. Parking areas include public parking in City-owned lots and on City streets.

· Enforcement of Parking Regulations: Upholding parking rules on public property in a manner that is consistent, fair, and in line with our community values. Ensure that Residential Parking on City streets is protected so that Residents can always access parking near their homes.

· Enhanced Use of Technology: Leveraging advanced technology for smarter parking solutions, including the daily management of dynamic wayfinding signs and tracking parking occupancy.

· Management of Parking Permits: Streamlining the process of issuing and managing parking permits for residents, employees and visitors, ensuring ease of access and compliance.

This initiative is aligned with our ongoing efforts to provide a well-managed, user-friendly parking system that meets the needs of our residents, businesses, and visitors. We are looking for a partner who can bring innovative solutions and a proven track record in parking management, helping us to continue to evolve and improve our parking services in Idaho Springs.

COMMUNITY

Idaho Springs is strategically located along Interstate 70 in Clear Creek Canyon, just 24 miles west of Denver. An average of 40,000 vehicles travel through Idaho Springs each direction on a typical day. The City's roots trace back to 1859, marking the beginning of the Pike’s Peak Gold Rush with a significant gold strike that shaped its early history.

Today, Idaho Springs boasts a diverse economy. While the mineral extraction industry remains a key sector in the County, the City has also transformed into a vibrant hub for heritage tourism, outdoor recreation, small businesses, and local entrepreneurs. The downtown National Historic District in the heart of our City is one of the most complete historic districts in the state, drawing hundreds of thousands of visitors annually to its array of restaurants and shops.

In the warmer months, the historic downtown evolves into the Miner Street Marketplace, a bustling outdoor pedestrian mall. Renowned as a prime day-trip destination, it's celebrated for being a dog-friendly locale and one of the best shopping districts in Colorado. The downtown area alone accommodates approximately 2,800 restaurant seats, alongside a variety of stores catering to both tourists and locals.

The current Managed Parking Program focuses on the Downtown Historic District and surrounding residential areas, encompassing approximately 500 paid parking spaces. Additional areas nearby are designated as “Residential Permit Parking Only.” The program generates significant revenue, with about $1,100,000 in gross parking revenue and approximately $168,000 from violations.

Looking ahead, the City was awarded a $2,410,000 federal RAISE (now BUILD) planning grant and has retained a consultant to complete the design and engineering for the construction of a mobility hub at Exit 240 off Interstate 70 that includes a parking structure and a transit center. This development is expected to add around 200 parking spaces, significantly boosting parking capacity. Efforts are ongoing to expand parking availability in and around our downtown area and the eastern end of the City, aligning with our growth and the needs of our community. The parking management program needs to be expanded to the eastern end of the City along Colorado Boulevard with the opening of downhill mountain bike trails and with construction underway this year for the Mighty Argo Cable Car at Virginia Canyon Mountain Park.

PROPOSAL REQUIREMENTS

Preferred Proposer Qualifications:

· The Proposer must employ advanced data analytics and management systems to optimize parking space utilization, monitor occupancy rates (in real-time if possible), and predict parking demand. This approach should integrate seamlessly with existing City infrastructure, providing robust data security measures to protect user information.

· Proposer must demonstrate an ability to procure, and a nuanced understanding of the operation of, parking technology and hardware that would be recommended to implement the City’s parking plan.

· The Proposer is encouraged to propose sustainable parking management solutions, including electric vehicle (EV) charging stations and bike parking, to support the City’s goals. The new parking structure will include EV charging stations.

· The Proposer must demonstrate compliance with the Americans with Disabilities Act (ADA) and suggest additional measures to enhance parking accessibility and inclusivity.

· The Proposer shall introduce innovative enforcement solutions that prioritize compliance and minimize confrontation. This could include mobile applications for payment and violation appeals, as well as digital permits for residents and businesses.

· Proposer must demonstrate the highest ethical and moral standards as they will be representatives of the City.

· The Proposer must demonstrate the ability to procure and maintain (and to cause any subcontractors of Contractor to procure and maintain) commercial general liability insurance with a minimum combined single limit of five hundred thousand ($500,000) dollars each occurrence and one million ($1,000,000) dollars general aggregate, applicable to all premises and operations. Such coverage shall be procured and maintained with forms and insurers acceptable to the City.

REVIEW CRITERIA

The City intends to engage the most qualified applicant available for this assignment. Responses to the RFP will be a principal basis for evaluation. Proposal responses will be reviewed on the evaluation criteria outlined below and must contain the following:

1. Indication of Proposal Option A or B (see page 4 of RFP).

2. Completed Proposer’s Certification (see page 3 of RFP).

3. General narrative discussing company history and the philosophy of the Proposer in terms of providing parking management services.

4. General narrative discussing the Proposer’s ability to meet or exceed the listed Preferred Proposer Qualifications (see page 6 of RFP).

5. Furnish a summary of experience on two (2) successful similar projects. For each project, provide the name, email address and phone number of a client contact person involved in the project. The statement of qualifications shall be brief and include at a minimum the following:

a. Description of the project

b. Project plan and outcomes

c. Specific staff/firm contribution to the successful outcome

6. Propose a structured yearly fee and relevant accompanying estimated budget information and monthly financial reporting to administer parking management services. The Proposer may also propose a revenue-sharing structure in lieu of a yearly fee.

EVALUATION CRITERIA WITH ADJUSTED WEIGHTINGS

This RFP outlines the City’s expectations for service delivery, technology use, financial management, and community engagement. Our selection process is guided by a commitment to enhancing the quality of life for our residents and visitors, while also ensuring efficient and effective use of City resources. The criteria for evaluating proposals have been developed to identify the partner most capable of delivering high-quality parking management services that align with our City’s values and needs. We are looking for a contractor who not only offers a competitive financial proposal but also excels in customer service, community impact, operational planning, and staffing. Proposals will be assessed based on the following criteria, with a total possible score of 100 points. We encourage respondents to provide detailed and comprehensive answers that highlight their approach to meeting these criteria.

Company Profile and Experience (15%)

· General qualifications of the Proposer.

· Depth of experience in parking management.

· Previous performance and client satisfaction with contracts of a similar nature.

· The reputation, experience, and efficiency of the Proposer.

Technology and Equipment (15%)

· Demonstrated ability to successfully integrate technology into the City Parking Plan.

· Quality, innovation, and maintenance of proposed technological solutions.

Financial Proposal (20%)

· Clarity, fairness, and value of the financial proposal.

· Efficiency and transparency in financial management practices.

· The Proposers’ specific breakdown and financial reporting for sharing with the City revenues and costs associated with providing services.

Customer Service and Community Impact (20%)

· Approach to customer service and resolution of grievances.

· Strategies for positive community engagement and minimizing adverse impacts.

· The comparative quality of the goods and services

Operational Plan and Staffing (20%)

· Thoroughness of the operational plan, including staffing and training.

· Adaptability to City’s requirements and responsiveness to special events.

· The ability of the Proposer to perform the contract or provide the goods and services within the time specified

Sustainability and Innovation (10%)

· Commitment to sustainable practices.

· Innovative strategies for improving parking management.

Total (100%)

INSTRUCTIONS TO PROPOSERS

1. Proposers responding to this RFP must submit their proposals in the format specified in this solicitation.

2. One (1) electronic copy of the proposal must be submitted via the Rocky Mountain E-Purchasing System and/or via email to City Administrator Andrew Marsh at admin@idahospringsco.com by March 19, 2025, by 5:00 p.m. MT. NON-ELECTRONIC SUBMITTALS WILL NOT BE CONSIDERED.

3. Proposals must be dated and signed by a duly authorized partner or corporate officer, with that person’s name and title clearly identified. All the proposal terms, conditions, contents, fees and charges shall be guaranteed by the proposer for a minimum of ninety (90) days from the date of submission of the proposal to the City.

4. Proposers may provide examples of work and additional supporting documentation pertinent to clarification of the proposal.

All changes in the RFP documents shall be through a written addendum and furnished to all Proposers on the Rocky Mountain E-Purchasing System.

Proposers who have questions concerning the specifications or scope of work shall contact City Administrator Andrew Marsh at admin@idahospringsco.com.

RFP TERMS & CONDITIONS

The City reserves the right to:

· Reject any and all proposals received as a result of this RFP.

· Waive any informalities and any irregularities in any proposal or responses received.

· Conduct such investigations of, and discussions with, those who have submitted proposals, or other entities as it deems necessary to assist in the evaluation of any proposal or to secure maximum clarification and completeness of any proposal.

· Adopt all or any part of the proposer’s proposal.

· Negotiate changes in the scope of services to be provided.

· Select the Proposer it deems to be most qualified to fulfill the needs of the City.

· Require the winning Proposer to enter into a written Agreement for Services (“Agreement”) with the City in a form approved by the City Attorney.

· All proposals timely submitted shall become the property of the City and shall be retained in accordance with the City’s records retention schedule. The City is a Colorado governmental entity and therefore, all information included in proposals and other written information submitted by the Proposer to the City is subject to the provisions of the Colorado Open Records Act (“CORA”). Proposers should expect that the proposal may be viewed by the general public and competitors once submitted to the City. Merely marking information as “confidential,” “proprietary,” or otherwise stating a written intent to protect the information from disclosure is not necessarily sufficient to prevent disclosure under CORA.

ATTACHMENTS

Attachment 1: Scope of Service - Parking Management Services Attachment 2: Idaho Springs Parking Plan Attachment 3: Agreement for Services Template