CITY OF SANTA MONICA

PARKING OPERATIONS MANAGEMENT

SaMoDOT

RELEASE DATE: July 16, 2025

DEADLINE FOR QUESTIONS: August 6, 2025

RESPONSE DEADLINE: September 30, 2025, 3:00 pm

APPROVED FOR ADVERTISEMENT

City of Santa Monica

Parking Operations Management

Table of Contents

1. Introduction

2. Term

3. Scope of Work

4. Questions and Answers

5. Vendor Questionnaire

6. Evaluation Criteria

7. Award Process

8. Terms & Conditions

Attachments:

A - Proposer Checklist

B - PSA Template

C - Exhibit A -Parking Facility Information

D - Exhibit B -CSM Map

E - Exhibit C -Rate Schedule

F - Exhibit D -Maintenance Matrix

G - Exhibit E -CSA Template

H - Exhibit F - AI on Cash Handling - Deposit Procedures

I - Parking Operator Insurance Requirements

J - VISA_Questionnaire

K - Exhibit G - Budget Template

Parking Operations Management

1 Introduction

1.1 Summary

The City of Santa Monica (referred to hereafter as “the City”) is inviting proposals from qualified persons or firms interested in providing Parking Operations Management Services for an initial term of six (6) years, with four (4) options for renewal of one (1) year each, to be exercised at the City’s sole discretion.

Please note the following RFP Alternate included in this RFP:

The award will be made based on the base RFP. This document outlines the requirements for the RFP Alternate: Parking Access and Revenue Control System (PARCS). This RFP Alternate is provided as a separate, optional scope of work that may or may not be exercised by the City, at its sole discretion, and in its best interest.

The Base RFP for this solicitation covers the Parking Management Operations. The City reserves the right to accept or reject this RFP Alternate, in whole or in part, independent of the award of the Base RFP. Proposers must understand that the inclusion of pricing for this RFP Alternate does not guarantee its award or execution. The City will evaluate the pricing and proposals for this RFP Alternate to determine if its implementation aligns with current budget allocations, operational needs, and overall strategic objectives for its parking facilities. Proposer should include a breakdown of all up front costs and yearly costs throughout the contract term, for both the base proposal and the RFP alternate.

RFP Alternate begins in Scope of Work Section 3.2, titled: "RFP ALTERNATE--

PARKING ACCESS AND REVENUE CONTROL SYSTEM (PARCS) "

1.2 Background

The City of Santa Monica is seeking to procure the services of a professional Parking Operations Contractor to manage and operate its off-street public parking facilities.

Public parking in Santa Monica is a vital and limited resource that serves residents, merchants, visitors, and the local workforce. The City is committed to maximizing the value of this resource by operating City owned parking facilities to the highest standards of customer service. The selected Contractor will be responsible for managing and coordinating all operations within the City’s parking structures and lots. Effective communication with all stakeholders— including facility users, local merchants, employees, visitors, and City staff—is essential for the success of this operation.

The City seeks a single Contractor to oversee the operation of its off-street public parking facilities. Parking facility information, including locations and the number of parking spaces, is illustrated in Exhibit A, with a map provided in Exhibit B. The project includes approximately 13,000 parking spaces. The City reserves the right to add or delete lots, structures, and services as needed.

Parking Operations Management

The Contractor will be required to separately account for revenues, costs, and staffing by location and zone. Proposals must include a comprehensive staffing and operations plan for all facilities, as well as individual plans for each grouped category of facilities.

PROJECT DESCRIPTION

GENERAL INFORMATION

Proposer shall include a breakdown of all upfront costs and yearly costs throughout the contract term, for both the Base Proposal and the RFP Alternate.

Automation, Operating Times, and Staffing

Unless otherwise specified, all parking facilities are equipped with pay machines, which can be remotely operated via a centralized control panel located in the Contractor’s office.

While the parking facilities are automated, the Contractor is responsible for providing staff to provide revenue control, ambassador duties, and supervisory functions. This includes, but is not limited to, assisting customers with pay machines, addressing equipment malfunctions, and resolving operational issues. Depending on usage, additional staffing may be required during special events or peak seasons. The Contractor must provide labor to sufficiently support all aspects of daily operations, including holidays. A reduced labor schedule during off-peak seasons and holidays may be proposed, but it must be approved by the City before implementation.

All parking facilities are operational 365 days per year, and the Contractor’s office is required to be staffed 24/7 throughout the year.

Special events held throughout the year may cause fluctuations in parking demand.

During these events or during peak periods, Contractor staff may be required to provide verbal instructions, assist with basic traffic and pedestrian control, and distribute informational materials, such as maps and details about alternative parking locations.

Additional duties may be assigned as needed.

Facilities Available to Contractor

The City provides office space in Parking Structure 5, located at 1444 4th Street (PS5 Office), for use by the Contractor’s Parking Services Manager and administrative staff.

This office houses the centralized control panel and processing unit for the revenue control system. Additional office space is available for the Contractor’s beach and pier parking operations at 2610 Barnard Way (Beach Office), as well as for the maintenance team at 1234 4th Street (PS1 Office). The PS1 Office and storage area will close by October 2027, and the City will provide the maintenance team with (a) new location(s).

Existing office furniture and equipment at the three locations will be made available by the City to the Contractor. Should the Contractor require additional or replacement furniture and/or equipment, the costs for these items must be included in the submitted

Parking Operations Management budget. Any office furniture or equipment purchased, reimbursed or amortized through the operating budget will remain the property of the City over the contract period and after the contract expires.

Parking Permits, Keycards, and Validations

Contractor staff will be responsible for selling monthly permits, keycards, and parking validations to the public from the PS5 Office, in accordance with the City’s adopted Parking Rate Schedule (Exhibit C), parking operations guidelines, and all relevant rules and regulations. All costs associated with the production and issuance of tickets, receipts, monthly passes, keycards, permits, and any other operational supplies must be included in the proposed budget. An estimated 1,200 keycards are issued annually, with approximately 160,000 tickets dispensed across all City facilities each year, whether as validation or revenue passes.

Communications

The Contractor must provide communication equipment to all employees, ensuring that senior facility managers, facility managers, supervisors, attendants, and cashiers can communicate with each other at all times. The costs associated with communication devices and services – including telephone lines in Contractor offices and cashier booths, cell phones, and radios - must be included in the cost proposal. The Contractor is responsible for any costs incurred from personal use of business communication devices by Contractor personnel.

The City of Santa Monica Parking Operations Division is the contract administrator for all services related to parking operations. Therefore, the Contractor is required to communicate exclusively with the Parking Operations Division regarding the contract, payments, and any other related matters.

Audits

The Contractor shall be subject to an annual third-party audit of all revenue and expense accounts, including, but not limited to, cash receipts, wages, and salaries. The Contractor is required to provide its policies and procedures for conducting internal audits. Additionally, each employee at every parking facility and Contractor office must be subject to an internal audit at least twice a month. The City will approve the policies, procedures, and scope for both internal and external audits.

Standard Operating Procedures

Standard Operating Procedures (SOPs) must be included in the proposal and tailored to the specific requirements of each type of operation. For types of operations, see SOP Manual section of this RFP. Failure to submit the required SOPs may result in disqualification. SOPs must be approved by the City before implementation.

Parking Fees

All parking fees, except those associated with electric vehicle (EV) charging, must be collected daily without exception throughout the year. The Contractor is prohibited from modifying parking rates or offering any validations without prior approval from the City.

DOWNTOWN PARKING FACILITIES

Parking Structures 1, 2, 4, 5, 6 and 9

These parking structures serve visitors and employees in the downtown Santa Monica area, including monthly permit holders. The facilities are located throughout downtown, along 2nd and 4th Streets between or near Wilshire and Broadway. Parking Structures 6 and 9 have electric vehicle charging stations. These structures use a Parking Access and Revenue Control System (“PARCS”).

Downtown Santa Monica, Inc. (DTSM), a Business Improvement District (BID), actively manages these parking structures, including overseeing an ambassador program for restroom facilities and providing specialized maintenance services. Collaboration with DTSM’s contractor is a top priority, and the City is committed to facilitating this partnership.

Note: Parking Structure 1 is expected to be closed to the public and potentially demolished on or before October 2027.

Parking Structures 7 and 8 (Santa Monica Place)

Santa Monica Place is home to two City parking structures, PS7 and PS8. In addition to serving mall patrons and employees (many with monthly keycards), these structures also accommodate visitors to the Third Street Promenade, Santa Monica Pier, Palisades Park, Civic Center, local beaches, and surrounding areas. The facilities feature multiple entrance and exit lanes accessible from 2nd Street, Colorado Avenue, Broadway, and 4th Street. Santa Monica Place management is responsible for overseeing the facility maintenance of these two structures under a parking cost and revenue-sharing agreement with the City. These structures use PARCS. The Contractor’s role is limited to revenue collection, PARCS maintenance, and providing occasional traffic direction support during special events held elsewhere in the City that impact egress from the structures. PS7 has electric vehicle charging stations.

Parking Structure 10 (3rd Street and Wilshire)

This multi-level facility offers short term parking, is not gated, and features pay-by-space machines.

Ken Edwards Center (4th Street Between Broadway and Colorado)

Parking Operations Management

Ken Edwards Center (KEC) is designed to meet the needs of seniors and individuals with disabilities. WISE & Healthy Aging, a non-profit agency, is a tenant of KEC. Out of the 108 parking spaces, 51 are available to the public offering short term, pay by space parking, while the remaining spaces are assigned to the building’s tenants. The parking structure primarily serves the needs of KEC, with additional public parking available during off-peak hours. This structure uses PARCS.

Parking Lot 27 (5th Street and Arizona)

This is a high turnover location for short-term parking and monthly permit holders. Each year an ice-skating rink utilizes Lot 27 from October to February, occupying a significant portion of the parking lot. Lot 27 has electric vehicle charging stations that are repaired and maintained by EVGo. This lot features pay-by-space machines.

Note: Lot 27 is expected to be demolished in 2028 for affordable housing.

Parking Lot 29 (Colorado and 5th Street)

This small lot is not gated and uses pay-by-space machines. Lot 29 has electric vehicle charging stations that are repaired and maintained by EVGo.

Lot 30 (1665 Ocean Avenue)

This parking lot is adjacent to the Chez Jay restaurant and Tongva Park. The restaurant is allocated 12 reserved parking spaces through their lease agreement with the City. An additional 11 spaces are available for public use and offer short term parking, managed by an automated pay machine. This lot features pay-by-space machines.

Main Library Parking Facilities

The entrance to the Library Parking Structure is located on 7th Street, north of Santa Monica Boulevard. This three-level underground facility provides parking for library employees, patrons, monthly keycard holders, guests of special events held at the Main Library, and patrons of nearby businesses. This structure uses PARCS. There is also a short-term surface parking lot adjacent to the Main Library and features pay-by-space machines.

Civic Center Parking Structure

The Civic Parking Structure, located at 333 Civic Center Drive, is adjacent to the Santa Monica City Hall, Public Safety Facility, Civic Auditorium (currently closed), and the Los Angeles County Courthouse. This structure provides parking for municipal and county employees, litigants, jurors, and visitors, as well as providing parking for events held at nearby hotels and Santa Monica High School. The structure has 14 electric vehicle charging stations. This structure uses PARCS.

Civic Auditorium Parking Lot

The Santa Monica Civic Auditorium is located at 1855 Main Street and the Civic Auditorium Parking Lot stretches from Main Street to 4th Street and from Pico Boulevard to Civic Center Drive. The parking lot includes several spaces dedicated for charging of electric vehicles. All electric vehicle charging stations are maintained and repaired by EVGo. This lot uses pay-by-space machines.

MID-TOWN PARKING FACILITIES

Mid-Town Parking Lots 7, 8, and 12

These lots primarily serve staff and visitors of UCLA Santa Monica Medical Center, with some legacy monthly permit holders as well. The lots are not gated, and feature pay-by-space machines.

Note: Lots 7 and 12 are expected to be demolished in 2026 for affordable housing.

MAIN STREET PARKING FACILITIES

Parking Lots 9, 10, 11 and 26

These lots are located between Main Street and Neilson Way, from the 2300 block to the 2800 block. They provide parking for merchants, customers, and residents in the Main Street neighborhood and feature pay-by-space machines. Parking permits issued by the City are accepted in lieu of payment at these locations.

BEACH PARKING FACILITIES

Beach and Pier Parking

The City of Santa Monica manages approximately three miles of California state shoreline. The City’s responsibilities include the management and maintenance of the pier and beach parking lots, the Annenberg Community Beach House, and some adjacent walkways.

Beach parking is available year-round, with fluctuations in patronage depending on the season. It is estimated that approximately three million people visit the Santa Monica Pier annually, while over 11 million visitors come to Santa Monica’s beach areas each year. The City has made significant investments in improving the pier and beach infrastructure, including enhancements to parking lots and landscaping. Electric vehicle chargers are located on the Pier parking deck.

The area serves as a major recreational resource, drawing visitors not only from the Los Angeles region, but also domestic and international tourists. The location and popularity of the Santa Monica State Beach present a unique management opportunity to serve a diverse group of visitors. During peak summer months, many of the beach facilities

Parking Operations Management often reach maximum capacity, requiring effective traffic control and revenue collection strategies to accommodate increased demands.

The City offers various permits for beach users and Pier employees, including daily, monthly, and annual options.

The beach lots are generally open from sunrise to sunset. However, Lot 1 North, located at 1550 Pacific Coast Highway, operates year-round from 6 a.m. to 12 a.m., seven days a week. The Pier Deck is currently open from 9 a.m. to 10 p.m., Monday through Thursday, with operating hours subject to extension to seven days a week, as determined by the Santa Monica Police Department. The Pier deck utilizes PARCS.

Beach lots 5S, 4S, 1N, 3N, and 8N all operate using a pay booth currently powered by Hi-Tech software. In addition, all beach lots have T2 machines for payment.

Throughout the year, event producers and film companies reserve the beach and pier lots. Contractor staff may be required to provide special event services as outlined in the Scope of Services section of this RFP.

Annenberg Community Beach House

The Annenberg Community Beach House is a community-oriented beach facility. Hours for the Annenberg Community Beach House may vary slightly from other beach parking lots due to special events. This lot has T2 machines for payment.

1.3 Contact Information

Any inquiries or requests regarding this procurement should be submitted via OpenGov. Other City officers, agents, employees or representatives do not have authority to respond on behalf of the City. Contact with unauthorized City personnel during the selection process may result in disqualification.

Kellee Mac Donald Sr. Buyer 1685 Main St. Mail Stop #9 Santa Monica, CA 90401 Email: kellee.macdonald@santamonica.gov Phone: (310) 458-8797 Department:

SaMoDOT

Department Head:

Anuj Gupta Director SaMoDOT

1.4 Timeline

Proposal Calendar

The following is a list of key dates:

mailto:kellee.macdonald@santamonica.gov tel:(310)458-8797

Parking Operations Management

Release Project Date July 16, 2025

Question Submission Deadline August 6, 2025, 3:00pm

Question Response Deadline August 20, 2025, 3:00pm

Proposal Submission Deadline September 30, 2025, 3:00pm

2 Term

The City is inviting proposals from qualified persons or firms for a firm-fixed contract for an initial term of Six (6) years, with 1 for renewal of Four (4) years each, to be exercised at the City’s sole discretion.

3 Scope of Work

The vendor shall

3.1 Scope of Work

The Contractor shall perform the following general services:

A. Manage, operate, and maintain the City’s public parking facilities, which currently include, but may not be limited to, the following: twelve (12) Santa Monica public parking structures, fifteen (15) Santa Monica Beach parking lots, twelve (12) surface parking lots, one (1) Santa Monica Pier Deck parking lot, and one (1) Annenberg Community Beach House parking lot (collectively referred to as “City parking facilities”). Parking operations at City parking facilities (hereinafter referred to as “parking operations”) must be managed as efficiently as possible during any periods of construction or modification of the City parking facilities.

The City reserves the right to add or delete lots, structures, and services as needed.

B. Collect parking revenues from the public for daily parking, monthly parking permits, keycards, and validation sales. “Gross revenues” refers to all revenue generated from City parking facility operations, including but not limited to, parking fees collected by the Contractor for daily vehicle parking, parking permit sales, and special user fees. “Gross revenues” is also defined as the cash register total for each shift at each City parking facility.

C. Collect and remit the City’s Parking Facility tax which is included in the established parking rates. Pay the ten percent (10%) tax on gross revenues generated from City parking facilities and collected by the Contractor, in

Parking Operations Management accordance with City Council ordinance effective July 1, 1993. While certain exemptions may apply, City parking facility revenues are generally subject to this tax.

D. Prepare deposits for all gross revenues received by the Contractor from the operation of the City parking facilities. Deliver the deposits via armored transport to the City’s bank for deposit into City’s account. All gross revenue collected by the Contractor shall, upon receipt, become property of the City. The Contractor is responsible for the gross revenue until it is deposited into the City’s bank. For further details, refer to the Revenue Control section.

E. Reimburse the City for any lost revenues that can be clearly verified due to, but not limited to, robbery, theft (employee or otherwise), or negligence.

F. Provide maintenance services for City parking facilities, using environmentally-friendly cleaning materials and equipment whenever possible. Work with the City’s Office of Sustainability and Environment to obtain training in sustainable materials, equipment, and techniques. Oversee and coordinate maintenance services conducted by City staff. Provide detailed information, including cost estimates, schedules, a list of proposed subcontractors, and maintenance manuals. Additional details can be found in the Maintenance Services for Parking Facilities section below.

G. Regularly consult with and advise the City on matters pertaining to the operation of its parking facilities.

H. Obtain prior City approval of changes to established parking operation procedures before implementation.

I. Ensure that all special uses of City parking facilities, such as special events, filming, maintenance work, or other non-parking activities, comply with established permitting and approval requirements.

J. Honor all special parking permits and services approved by the City in parking lots and structures.

K. Obtain and maintain all necessary permits, licenses, and certificates for the performance of parking management services throughout the term of the Agreement with the City, including a City business license. The Contractor is responsible for maintaining a valid business license and paying business licenses taxes in accordance with local law.

L. Provide all services in accordance with the highest professional standards, delivered by qualified and experienced personnel. All services must be performed directly by the Contractor, and no subcontracting may occur without the prior written approval from the City.

M. Adjust operations as needed to accommodate changes such as lot expansions, construction, earthquake retrofitting, improvements, and installation of new revenue equipment, hardware or software, modifications of entrance/exit locations, alterations to landscaped areas, or any other changes made by the City at its sole discretion.

Parking Operations Management

N. Comply with all applicable federal, state and local legislation prohibiting discrimination against any individual based on race, color, religion, sex, gender, gender identity, marital status, sexual orientation, disability, military or veteran status, age, national origin, or ancestry.

O. Enter into an Agreement with the City and commence operation of the parking facilities on the start date specified in the Agreement.

P. Provide validations to the City within 48 hours of request.

Q. Maintain and manage a waitlist for monthly keycards.

R. Provide monitoring services of real time feeds through the City’s video management system (VMS) installed in and around the City’s downtown parking structures and beach lots. Camera monitoring is part of the City Council’s clean and safe initiative, aimed at improving customer safety, streamlining field operations, and increasing revenue capture by enabling prompt responses to vandalized equipment. Contractor may work with the City to deploy additional technology that achieves these goals in addition to VMS.

The Contractor is required to submit a privacy procedure verification report, for review by the City’s Information Security Department (ISD). The Contractor must implement reasonable and appropriate controls to meet the City’s security needs.

The Contractor shall ensure that all monitoring equipment is maintained at all times. Any damaged equipment, including loose, fallen, detached, or malfunctioning components, must be repaired within five business days of notice from the City.

Camera monitoring is limited to parking-related equipment and operations and does not extend to IT management of the system, video recording, or broader security management.

S. Promote, market and advertise the parking facilities to increase revenue including seeking to increase both transient parkers and monthly pass holders.

REVENUE CONTROL

Control of Parking Cash Receipts

The Contractor shall design, implement, and maintain a system of internal controls to account for parking facility and office receipts. Tickets must be printed to the City’s specifications. The system shall, at a minimum, include the following at each parking facility:

A. Use sequentially numbered, time-stamped tickets for all transient parking, pay machines, parking revenue control systems, and point-of-sales systems, in accordance with City specifications and City Cash Handling/Deposit Procedures AI IV-8-1 (Exhibit F).

B. Implement a secure system for collecting and transporting cash from parking lots and structures to a cash-counting facility, including the use of armored transport to the deposit location designated by the City. Pursuant to item 4 of the general

Parking Operations Management services section above, the City must approve the armored transport company proposed by the Contractor.

C. Establish procedures to ensure that the revenues collected from each parking facility are kept separate and accurately reported for each individual facility’s operations.

D. Implement procedures to ensure a clear separation of duties, including keeping cashiers and supervisors at City parking facilities distinct from the Contractor office staff responsible for counting cash and reconciling cash receipts. Cashiers and supervisors will not be involved in generating reports or reconciling cash to maintain the required separation of duties. At least two (2) staff members will be present at all times during cash counting and reconciliation to ensure proper checks and balances and minimize the risk of collusion. Additionally, Contractor staff responsible for generating revenue reports will be separate from those handling cash counting and deposit preparation to prevent forced balancing.

E. Record issued ticket numbers, batch numbers, and total tickets sold at each City parking facility daily.

F. Cash out all pay machines and deposit revenues daily.

G. Log all transactions daily. The Contractor must report any overages and shortages each day.

H. Maintain tickets in accordance with industry standards, and ensure they are available for independent audit verification of gross receipts reports, as approved by the City. The Contractor shall provide the City with a monthly report detailing the purchase and disposition of all parking tickets and permits. These reports must include the serial numbers of tickets assigned and sold at each parking facility. The City will be granted access to periodically audit inventory of used, unused, and retained tickets, transactions, receipts, and records.

Credit Card Transactions

To facilitate credit card payments for parking fees, the City has installed the necessary equipment and software at parking facilities. The Contractor agrees to cooperate with the City and its designated third-party vendors (currently Windcave, Hi-Tech, Skidata, and T2 Systems) to ensure smooth processing of credit card payments. Contractor will promptly report any service issues within four (4) hours to both the City and the City’s third-party vendors. The City may periodically provide written instructions to the Contractor regarding services required to support credit card payments. Currently, credit card fees and certain convenience fees are absorbed by the City. However, the City may, at its discretion, require the Contractor to have the ability to pass on these fees to end-users in the future.

Deposit of Cash Receipts/Revenues

The City reserves the right to install, monitor, and service recording devices, including but not limited to video, audio, and digital equipment, at all locations where cash receipts and revenues are handled. Security equipment may also be placed in areas where Contractor staff, who do not handle cash, are working. The Contractor must

Parking Operations Management adhere to procedures consistent with the City’s Administrative Instruction on Cash Handling/Deposit Procedures (Exhibit F).

Although the funds collected are the property of the City, the Contractor is responsible for safeguarding the funds until they are deposited into the City’s bank account.

Daily reports generated by the PARCS, along with daily cash receipts, copies of deposit slips, and credit card sales summaries, must be submitted to Parking Operations within 48 hours of revenue collection. PARCS reports and revenue summaries should only be generated or prepared after the daily deposit has been transported to the bank, to minimize the risk of forced balancing.

MAINTENANCE SERVICES FOR PARKING FACILITIES

The Contractor shall serve as the City’s parking facilities manager, which includes maintaining an inventory of all equipment and an associated maintenance schedule.

The Contractor shall also be responsible for preparing and submitting routine checklists to the City to document the performance of maintenance activities on a monthly, quarterly, and annual basis, as established by City.

The Contractor shall perform the following services in accordance with all applicable City regulations, policies, and guidelines (Additional information for the following services relative to the downtown parking structures is attached in Exhibit D:

Maintenance Matrix):

Sweep Parking Lot and Structure Surfaces

Parking lots and structures must be swept by hand with a broom at least once per day, and more frequently if deemed necessary by the City, to maintain the highest level of cleanliness. Sweeping shall include sidewalks and entrances directly abutting the parking lot or structure.

All high-traffic areas of beach lots must be swept a minimum of once per day and more often as needed to keep the area free of litter and debris. The Contractor will coordinate with the City’s Resource Recovery and Recycling (RRR) Division, which will use machine sweepers for accessible portions of the beach lots. Sand and debris in areas inaccessible to the machine sweepers must be manually swept into areas that can be reached by the sweepers. This includes, but is not limited to, the areas around and adjacent to kiosks, wheel stops, landscaped islands, entry gates, parking lot corners, and perimeters. The Contractor should have an on-call machine sweeping service for beach lots for times (such as busy summer days) when RRR is not available to provide their machine sweeping service.

Trash Removal

Retrieve and remove litter and debris (daily) from all parking lots and structures, in and around trash cans and dumpsters, landscaped islands, planter beds or boxes, as well as the hillsides on the eastern side of the 2030 Ocean Avenue parking lot (Lot 4S).

Clean Signage

Parking Operations Management

Wash all signs and awnings in parking structures and lots at least once a week, or as needed, up to once daily.

Clean Booths & Control Equipment

Clean windows, doors, walls, and work surfaces of the cashier booths a minimum of once a week, or as needed, up to once daily. Clean the parking control equipment housings as necessary.

Graffiti Removal

Report all instances of graffiti to Parking Operations immediately, complete any required documentation, notify the Police Department, and follow established procedures for abatement.

Clean Contractor Offices

Vacuum floors, dust, empty trash receptacles, and perform other cleaning at least once a week, or as needed, up to once daily, to maintain a clean and presentable office.

Landscape Maintenance

Remove weeds from all paved surfaces and planted areas in the beach lots and structures. Tree trimming will be conducted by the City.

PARCS and Point of Sales Terminals

Clean, service, perform routine maintenance, preventive maintenance, and make minor repairs to pay machines at Beach, Main Street, Mid-City, and Downtown lots at least once a week, or more frequently (up to once a day) as needed.

Inventory

Conduct monthly inventory checks of signage, bollards, trash receptacles, and other items to ensure they are in the correct locations and submit inventory logs to Parking Operations. Replace any missing items as necessary.

Light Carpentry and Touchup Painting

Perform minor repairs to parking facilities, including touch-up painting of small areas on structures and booths, and repair or replace small fixtures such as cover plates, carpeting, stair treads, building storage shelves, and other minor maintenance needs.

Equipment Rooms

Ensure all equipment rooms and room keys are properly maintained and comply with applicable state and local laws.

Lighting Maintenance

Conduct daily lighting inspections, replace burned-out or damaged lights and fixtures as needed, and provide a weekly report of all issues identified.

Emergency Maintenance

Testing and maintain fire extinguishers on a monthly to basis to ensure they are in working condition, in compliance with established standards and regulations. Repair or

Parking Operations Management replace extinguishers as needed and remove trash from both the top and inside of the extinguisher box.

Ensure fire sprinkler systems and standpipes are tested and serviced in compliance with established standards and laws. Coordinate with the Fire Department during routine inspections. The Contractor will repair or replace equipment as necessary to ensure that all systems are in proper working condition.

In the event of a fire system that is unable to reset, provide firewatch services until the system is fully operational and restored to compliance with safety standards. Contractor staff shall be provided with at least one approved means for notification of the fire department and their only duty shall be to perform constant patrols of the protected premises and keep watch for fires.

Test and repair fire alarm and fire sprinklers as follows:

A. All work shall be performed in accordance with the standards listed in the (California Code of Regulations, Title 19) California Fire Code as amended by SMMC & (NFPA 13, 20, 25, & 72) or per the City of Santa Monica Fire Department’s Fire Marshal. Water based fire protection systems shall be inspected, tested and maintained in accordance with the frequencies required by the NFPA. The Contractor shall provide the best testing, inspections, and repair maintenance services and practices per the manufacturer’s specifications to fire extinguishers, fire pumps (if applicable), fire sprinkler systems, fire alarm systems plus associated equipment. If work performed is rejected by the City’s facilities maintenance or designated City representative(s), the Contractor shall remedy the situation as soon as possible at no additional cost to the City.

B. Contractor shall assist the fire alarm central station monitoring vendor (name to be provided by the City) with access to (fire alarm control panels – programing information).

C. Availability / Response Time: Contractor must have personnel available to respond to emergency repair requests 24 hours a day, 7 days a week. Contractor must be on-site at Santa Monica location(s) within four (4) hours of notification by City staff. Some testing, repairs, and installations work may also be scheduled on weekends or after-hours to accommodate the operations at various City facilities.

D. Additional Fire Prevention Services Repairs Testing & Inspections to Include (5yr. Tests): Shall be quoted on an individual as needed basis. No work shall be performed by the contractor without prior approval from the City’s representative(s). The City reserves the right to accept or deny any services quoted by the contractor. The City reserves the right to use other vendors for services beyond the scope of the work contained in this bid packet.

E. Reporting: Contractor shall submit signed and dated written service and repair performed for each fire prevention piece of equipment specified in this bid to the City. Contractor shall maintain maintenance logs & inspection reports at the contractor’s office. Contractor shall provide a written report for all service calls detailing any work performed and/or recommendations for further

Parking Operations Management repairs/modifications & a copy of the service report will be submitted with invoices.

F. Safety Requirements / Materials Disposal: Contractor shall perform all work to meet or exceed all accepted standards for safe hazardous material handling.

Contractor shall remove any trash or waste materials / liquids generated by service(s) and or repairs. The City reserves the right to issue restraint or cease orders to the contractor if unsafe or harmful acts are observed or reported.

G. Test and maintain emergency lights and exit signs monthly to ensure that they are functioning properly. Repair or replace equipment as needed.

H. Test and maintain alarm systems to ensure that they are in working condition.

Respond to alarms that may be sounded in accordance with established procedures.

I. Test and maintain emergency backup generators and systems annually to ensure they are functioning properly. Repair as needed.

Test and repair emergency generators as follows:

1. All work shall be performed in accordance with the standards and frequencies required through maintenance testing, inspections, repair maintenance services, and practices per the manufacturer’s specifications.

2. Contractor shall submit signed and dated written service and repair reports performed for each site and equipment covered under the scope of this bid.

Contractor shall maintain maintenance logs and inspection reports on-site and at the Contractor’s office. Contractor shall maintain all permits current and comply with all AQMD South Coast Air Quality Management District notices to comply. During the term of the agreement, the Contractor shall maintain callback and repair data, a record all routine maintenance, programmed run-times, and power outages in the units’ log per AQMD Guidelines.

Elevator Maintenance

Maintain elevators in parking structures to ensure safe and proper operation, including sump pumps and overflow drainage pits. Perform necessary repairs and scheduled maintenance for all elevators in managed parking structures. Retain a repair technician on-call 24/7 for emergency repairs. Cover costs for regular maintenance and repairs needed to pass inspections and keep elevators operational. When an elevator malfunctions, post signs on all affected levels directing patrons to alternative elevator locations. Oversee warranties for new elevators and ensure compliance with warranty terms. Present Contractor’s recommendations for major rehabilitation or refurbishment and obtain City approval before commencing work.

The Contractor shall act on behalf of the City to work with the California Department of Industrial Relations, Division of Occupational Safety and Health (CAL-OSHA), Elevator, Ride and Tramway Unit in obtaining all necessary permits for elevator operation. Copies

Parking Operations Management of relevant permits shall be displayed in the appropriate elevators, with a copy maintained in the Contractor’s office and the original delivered to Parking Operations.

Maintenance schedules shall be agreed upon by City and the Contractor.

The City requires the use of licensed elevator contractors capable of programming, troubleshooting, testing, and repairing the elevators and conveyance equipment listed in this bid. The City reserves the right to select the vendor(s) with the best qualifications and experience to service, test, inspect, troubleshoot, and repair the equipment. The Contractor is responsible for the following 21 elevators:

• Parking Structure 1 -2 MCE elevators

• Parking Structure 2 -3 Otis elevators

• Parking Structure 4 -3 Otis elevators

• Parking Structure 5 -3 Otis elevators

• Parking Structure 6 -3 Otis elevators

• Parking Structure 9 -2 Schindler elevators

• Civic Parking Structure -5 Kone elevators

The Contractor shall provide periodic maintenance services, emergency call-out services, and 24-hour, year-round dispatch services for elevators, wheelchair lifts, and other conveyance equipment at City as directed by Parking Operations or designated representative(s).

The Contractor must be able to respond to emergency repair requests on a 24/7 basis.

The Contractor shall provide 24-hour, year-round dispatching service for all elevator or wheelchair lift/conveyance equipment listed in this bid, at no additional charge beyond the monthly rate submitted in the pricing sheet. In the event of an emergency elevator malfunction outside regular business hours, the Contractor shall dispatch a technician/mechanic to perform emergency callback service within one (1) hour of receiving notification, especially for structures with only one functioning elevator.

Emergency call-out services during non-business hours or after hours-shall be billed per the pricing sheet. The Contractor shall resolve call-out service issues / problems within 48-hour time frame to the satisfaction of the City’s representative.

The Contractor shall submit signed and dated written reports for all services and repairs performed on each elevator and conveyance unit and shall maintain maintenance logs & inspection reports on-site and at the Contractor’s office during the term of the agreement.

All work shall be performed in accordance with accepted standards for safe hazardous material handling. The Contractor must remove all trash, waste materials, and liquids generated during services or repairs. The worksite must be kept free of hazards to persons or property resulting from the Contractor’s operations. The Contractor will secure the area and remedy any hazardous, unsafe, sub-standard, or non-operational conditions immediately upon discovery. Any issues must be reported to the appropriate City representative(s), including damages caused by accident, vandalism, theft, or acts

Parking Operations Management of nature. Parking Operations reserves the right to issue cessation orders to the Contractor if unsafe or harmful conditions are observed or reported.

Parking Equipment Maintenance

The City currently has service maintenance provider contract for the PARCS equipment.

The Contractor shall provide service familiar with the City’s parking control and communications hardware using reputable technicians for all other equipment including pay-on-foot machines and other point-of-sale software. The Contractor is responsible for repairing or replacing equipment as necessary and working closely with the City’s Information Systems Department to ensure continuous system communications uptime.

Regular cleaning, servicing, and routine and preventive maintenance of pay machines, along with minor repairs, must be performed as needed. As appropriate, service contracts with equipment vendors other than the PARCS equipment, will be the responsibility of the Contractor with the Contractor serving as the primary contact for the vendor.

Air Conditioning Maintenance

Repair and maintain air conditioning equipment in the Contractor offices.

Electric Vehicle (EV) Charger Electrical Panel Access

Provide City vendors with access to the electrical panel for EV charger repairs. The Contractor will be issued keys to the panel and will serve as the primary point of contact during any repair or maintenance activities.

Other Information

Information presented in this proposal is for general informational purposes only.

Proposers are encouraged to inspect and investigate the parking facility premises and surrounding areas to gain comprehensive understanding of the scope and requirements.

PARKING OPERATIONS

The Contractor shall incorporate the following requirements into the parking operation:

Quality Control

The Contractor shall establish and maintain a system of quality control to ensure that contract requirements are met. This system shall include, but not be limited to, the following:

A. Design, implement, and maintain a customer service and community relations program that ensures all members of the public are treated with respect and courtesy. This program must ensure that all complaints are addressed and resolved promptly and effectively. Additionally, the public must be kept informed of parking policies and procedures to foster transparency and engagement.

B. Maintain all work sites free of hazards that could pose a risk to people or property. Inspect each City parking facility during operating hours for potential

Parking Operations Management hazards, maintenance needs, and safety threats to both employees and the public. Inspections should follow an approved inspection form, covering critical areas such as elevators, restrooms, trash areas, walkways, and stairways.

Inspections must be performed on an approved schedule, and inspection logs must be maintained with findings, actions taken, and any other relevant details, to be made available for City review.

Additionally, Contractor is required to immediately report any suspicious activity, including suspected gang graffiti, hazardous conditions, or public safety threats, to the Santa Monica Police Department and Parking Operations. The Contractor shall promptly notify Parking Operations if areas outside Contractor’s contractual jurisdiction are identified as needing maintenance or repair, or if such areas pose a potential public safety concern.

C. Establish detailed inspection procedures covering all services provided. These procedures should define methods for identifying and preventing deficiencies in service quality. The procedures must include a detailed list of the activities to be inspected, indicating whether inspections will be scheduled or unscheduled, the frequency of inspections, and the names and positions of the individuals conducting the inspection. The Contractor must maintain records of all inspections conducted, documenting any necessary corrective actions taken, and ensure that all inspection documentation is available to the City upon request.

D. Conduct monthly evaluations using “mystery shoppers” to monitor and assess the quality of customer service provided. Results of these evaluations should be compiled and submitted to the City at the close of each month.

E. Oversee the operation of the Parking Access and Revenue Control System (“PARCS”), ensuring its full functionality while closely collaborating with the City and its parking equipment service providers. The Contractor will be responsible for monitoring the maintenance and repair of the equipment, including tracking the removal of any equipment or parts, and maintaining an adequate inventory of spare parts.

The Contractor and its personnel will undergo training in the proper use of the PARCS and related software, and have the ability to generate and provide comprehensive reports including but not limited to:

o Daily event log o Shift reports o POF reports o Transaction reports o Credit card reports o Exception reports o Validation reports o Outstanding ticket reports

Parking Operations Management o Daily and monthly summary reports o Activity and use report

City shall have unrestricted access to the parking equipment at all times for inspection and monitoring purposes. The City will also enter into a maintenance service agreement with the Contractor for preventive maintenance and repairs.

Standard Operating Procedures Manual

Upon award of the contract, the Contractor shall update the SOPs submitted from their proposal and maintain an up-to-date Standard Operating Procedures manual that shall reflect the method of parking lot operations as proposed by the Contractor and approved by the City. At a minimum, the Manual shall include the following:

A. General operating and management policies

B. Procedures for cash control, accounting and auditing

C. Personnel staff schedules and job descriptions

D. Personnel performance and quality assurance standards

E. Personnel training plan

F. Customer service standards and Quality Control Plan

G. Facility maintenance procedures and schedule

H. Equipment inventory, maintenance schedule, and replacement schedule

I. Inspection procedures and schedule

J. Contractor corporate office support staff and their duties

K. Company personnel policies, including Affirmative Action Plan

L. Procedures for exception tickets (lost ticket, promise-to-pay, refusal-to-pay, etc.)

M. Emergency procedures (to include both natural and man-made events)

N. Ethical Standards

O. Alarm Procedures

P. Graffiti Abatement

Q. Privacy and confidentiality standards associated with camera monitoring duties

Traffic Circulation

The Contractor shall provide a sufficient number of staff to manage the flow of traffic, ensuring no excessive traffic buildup within the parking lots, structures, and contiguous public streets. The Contractor must ensure a quick and efficient exit process for customers with wait times not exceeding fifteen (15) minutes. The Contractor shall also

Parking Operations Management be responsible for the installation and maintenance of adequate permanent signage to facilitate safe and smooth traffic flow.

During special events, holidays, weekends, and peak traffic periods, additional staff may be required to manage increased demand, especially in locations like the pier and beach parking lots. The City may request, at its sole discretion, the deployment of additional staff resources to address peak traffic conditions. The Contractor shall provide a flat labor per hour rate for planning and budgeting purposes.

Special Event Services

Event producers and film companies…