RFP 2025 _ 04 _ Parking Management Services.pdf

12453 Highway 92, Woodstock, GA 30188

770-592-6000 ∙ www.woodstockga.gov

REQUEST FOR PROPOSALS

For

PARKING MANAGEMENT SERVICES

RFP NUMBER

2025 – 04

RELEASED:

September 19, 2024

DUE:

October 22, 2024 10:00 A.M. EST

For all questions about this RFP contact:

Martyn Detz Financial Analyst: Purchasing

770-592-6000 Ext 1205 https://vrapp.vendorregistry.com/Vendor/Register/Index/woodstock-city-ga-vendor-registration

RFP Number 2025 – 04 Page 2

TABLE OF CONTENTS

1.0 PURPOSE OF SOLICITATION

1.1 PURPOSE OF PROPOSAL

1.2 RFP SUBMISSION

1.3 SCHEDULE OVERVIEW

1.4 PRE-PROPOSAL MEETING

1.5 RFP COSTS

1.6 RFP QUESTIONS/COMMUNICATIONS

1.7 RFP AMENDMENTS

1.8 NON-COLLUSION AFFIDAVIT

1.9 COMPLIANCE WITH LAWS

1.10 PROPOSAL & AWARD BASIS

1.11 CONTRACT TERMS

1.12 INSURANCE

1.13 TAXES, FEES, CODE COMPLIANCE AND LICENSING

1.14 REFERENCES AND PROPRIETARY INFORMATION

1.15 ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT OF 2011

1.16 ANTI-BOYCOTT OF ISRAEL

2.0 BACKGROUND

3.0 PROJECT OVERVIEW

3.1 GENERAL SCOPE OF SERVICES

3.2 MINIMUM REQUIREMENTS

3.2.1 General Services Required

3.2.2 Parking Meter Management and Parking Enforcement

3.2.3 Collections of Monies and Accounting (Daily Operations)

3.2.4 Collections of Monies and Accounting (Citations)

3.2.5 Office Administration

3.2.6 Personnel Requirements and Administration

3.2.7 Training and Customer Service

3.2.8 Installation and Maintenance

3.2.9 Safety

3.2.10 Special Events

3.2.11 Additional Services

3.2.12 Budget and Reimbursable Operating Expenses

3.2.13 Cost of Services

3.3 TECHNICAL REQUIREMENTS

3.4 REFERENCES

4.0 RESPONSE FORMAT AND COMMENTS

5.0 SELECTION CRITERIA

6.0 OTHER ITEMS

6.1 TERMS AND CONDITIONS

6.2 REJECTION OF PROPOSALS/CANCELLATION OF RFP

6.3 PROPOSAL WITHDRAWAL

6.4 MISCELLANEOUS

EXHIBIT A: CONTRACTOR INFORMATION FORM

EXHIBIT B: E-VERIFY AFFIDAVIT WITH INSTRUCTIONS

EXHIBIT C: VENDOR CONFLICT OF INTEREST

RFP Number 2025 – 04 Page 3

1.0 PURPOSE OF SOLICITATION

1.1 Purpose of Proposal

The City of Woodstock, Georgia, herein referred to as the City, is seeking proposals from qualified firms to provide all personnel, materials and services necessary to provide Parking Management Services for the City’s Public Parking System. The City desires to transform its on-street parking and City-managed parking lot operations to improve the accessibility of Woodstock’s downtown business district. The City expects that exceptional governance and design; easy to understand, use and monitor space-metering; consistent and fair enforcement;

and equitable and efficient collections, will result in a welcoming and accessible downtown Woodstock parking experience, impression, and reputation.

The successful PROPOSER shall provide overall management and consulting services of select City surface lots, on-street parking assets including but not limited to parking enforcement, parking payment system management & maintenance, equipment procurement, technology deployment, revenue collection, citation management, complaint resolution, specialized training, community outreach, coordination on parking matters with local businesses, and event parking planning. In addition, the PROPOSER shall provide parking data, analysis, and recommendations on rates, expansion of parking spaces and other parking matters.

1.2 RFP Submission

Interested parties must submit proposals electronically through Vendor Registry to the City of Woodstock, Georgia by the due date for their proposals to be considered. Vendor Registry can be found directly at https://vrapp.vendorregistry.com/Vendor/Register/Index/woodstock-city-ga-vendor-registration or by visiting the City of Woodstock’s website. Fax and e-mail responses are not acceptable.

Responses to this RFP will be accepted until 10:00 a.m. (EST) on October 22, 2024 through Vendor Registry.

The City of Woodstock, Georgia reserves the right to reject any and all responses resulting from this RFP. Late responses will not be accepted. If company response is sent or routed to City offices, the submission requirement has not been met and any such response will not be evaluated and will be disqualified from consideration.

1.3 Schedule Overview

This Request for Proposals is scheduled as follows:

September 19, 2024 September 27, 2024, 3:00 P.M.

October 8, 2024, 12:00 P.M.

October 15, 2024, 12:00 P.M.

Release of RFP Pre-Proposal Meeting Question Deadline Responses Posted

RFP Number 2025 – 04 Page 4

October 22, 2024, 10:00 A.M.

November 2024

Proposal Due Date RFP Award / Begin Negotiations

1.4 Pre-Proposal Meeting

A mandatory pre-proposal meeting will be held via remote meeting. The meeting will be conducted virtually via GoTo Meetings on September 27, 2024 at 3:00 pm. An addendum will be released closer to the pre-proposal meeting with the GoTo Meeting link.

1.5 RFP Costs

All costs incurred in the preparation and presentation of responses to the RFP shall be completely absorbed by the RFP respondent. All documents submitted as part of the RFP will become property of the City. Requests for specific material to be returned will be considered. Any material submitted that is confidential must be clearly marked as such.

1.6 RFP Questions/Communications

All questions about this RFP and submission requirements must be submitted in writing through Vendor Registry. The City’s representative listed in this section will serve as the primary contact for this RFP.

Martyn Detz Financial Analyst: Purchasing 12453 Highway 92 Woodstock, Georgia 30188 770-592-6000 ext. 1205 https://vrapp.vendorregistry.com/Vendor/Register/Index/woodstock-city-ga-vendor-registration

Any unauthorized contact shall not be responded to and may result in the disqualification of the responder’s submittal. Answers to questions submitted via Vendor Registry will be communicated to respondents via Vendor Registry.

Communications by companies, its agents, employees, and/or representatives regarding its proposals or intention to submit a proposal in response to this RFP with any employee, agent, or representative of the City of Woodstock, other than the representative listed in Section 1.5, may be considered inappropriate communications.

If any such inappropriate communications are deemed to hinder, influence and/or alter the competitive proposal process, the City, in an effort to ensure a fair and equitable review and selection process, reserves the right to decline consideration of the offender’s sealed proposal.

RFP Number 2025 – 04 Page 5

1.7 RFP Amendments

It is the responsibility of respondents to check Vendor Registry or the Georgia Procurement Registry for RFP information and addendums.

1.8 Non-Collusion Affidavit

By submitting a proposal, the respondent represents and warrants that no official or employee of the City has an interest, directly or indirectly, in the proposal or in the final contract award.

The respondent further understands proposals will be rejected if there is any evidence of collusion with another respondent.

Respondent certifies that this qualification, offer, or proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a qualification, offer, or proposal for the same materials, supplies, services, or equipment and is in all respects fair and without collusion or fraud. Respondent understands collusive proposals is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. Respondent agrees to abide by all conditions of this qualification, offer, or proposal.

Furthermore, the respondent certifies that the firm has not divulged to, discussed or compared his proposal with other respondents and has not colluded with any other respondent or parties to this proposal whatsoever. Also, respondent certifies, and in the case of a joint proposal each party thereto certifies as to his/her own organization, that in connection with this proposal:

• Any prices and/or cost data submitted have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices and or cost data, with any other respondent or with any competitor;

• Any prices and/or cost data quoted for this proposal have not been knowingly disclosed by the respondent and shall not knowingly be disclosed by the respondent prior to the scheduled opening directly or indirectly to any other respondent or to any competitor;

• No attempt has been made or shall be made by the qualifier to induce any other person or firm to submit a proposal for the purpose of restricting competition;

• The only person or persons interested in this proposal, principal/principals is/are named therein and that no person other than therein mentioned has any interest in his proposal or in the contract to be entered into; and

• No person or agency has employed or retained to solicit or secure this contract upon an agreement or understanding for a commission, percentage, brokerage, or established commercial agencies maintained by the Purchaser for the purpose of doing business

RFP Number 2025 – 04 Page 6

1.9 Compliance with Laws

Respondents agree to be bound by applicable Federal, State and Local laws, regulations and directives.

1.10 Proposal & Award Basis

The City reserves the right to accept or reject any and all proposals or any or parts of a proposal wherein its judgment, it will be in the best interest of the City; waive any technicalities/informalities in the RFP document and proposal process; and to qualify and award any or all of this contract in any manner in which the City, acting in the sole and exclusive exercise of its discretion, deems to be in the City’s best interest. If no acceptable proposal is received, the City also reserves the right to re-solicit proposals, at its sole discretion.

1.11 Contract Terms

The City intends to enter into a four (4) year contract with one possible two (2) year extension in accordance with the terms, conditions, and specifications contained in this Request for Proposals. Contract will be negotiated following award at council to the highest scored firm.

It is the intent of the City to enter into a Parking Management Agreement with a qualified firm who will act in a proactive manner and serve as a trusted parking management advisor for the City’s Public Parking System. The City intends the contract to be a “net revenue’ operation, fully funded by revenues the vendor will collect for metered parking and enforcement, net documented and approved operator costs, and management and potential incentive fee with all remaining proceeds returned to the City.

The contract will be subject to the terms and conditions included in the Service Agreement. The City of Woodstock reserves the right to cancel with cause, due to nonperformance or violation of contract terms.

This Contract shall not be deemed to create a debt of the City for the payment of any sum beyond the fiscal year in which the budget appropriations have been made. If an annual budget appropriation is not made by City Council, the contract is deemed to be terminated between all parties without recourse related to non-appropriation.

1.12 Insurance

No proposal may be withdrawn for a period of sixty (60) days after time has been called on the date of opening.

Upon successful negotiation and award of contract, the contractor shall provide the City with:

• General Liability Insurance coverage with minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate

RFP Number 2025 – 04 Page 7

• Worker’s Compensation – Statutory (for the State of Georgia and the State of domicile of the Contractor).

Evidence of required insurance shall be presented prior to the execution of the Contract.

Insurance policies to be carried under the agreement shall not be changed or canceled without a thirty (30) day written notification to the City of Woodstock, Georgia prior to change or cancellation.

1.13 Taxes, Fees, Code Compliance and Licensing

The firm shall be responsible for the payment of any required taxes or fees associated with the execution of this contract. The firm shall also be responsible for compliance with all applicable codes and statutes.

1.14 References and Proprietary Information

Submission of a proposal authorizes the City to make inquiries concerning the respondent and its officers to any persons or firms deemed appropriate by the City. Any proprietary information that the respondent does not want disclosed to the public shall be so identified on each page in which it is found. Data or information so identified will be used by the City solely for the purpose of evaluation and contract negotiations only.

1.15 Illegal Immigration Reform and Enforcement Act of 2011

By providing a qualification or proposal, qualifier/proposer certifies that he/she is in compliance with O.C.G.A. § 13-10-90 and 91, et seq. No qualification or proposal will be considered by the City unless it is accompanied with a signed, notarized affidavit (EXHIBIT B) from the qualifier/proposer attesting to the following:

a) The affiant has registered with and is authorized to use and uses the federal work authorization program

b) The user identification number and date of authorization for the affiant; and

c) The affiant will continue to use the federal work authorization program throughout the contract period; and

The affiant will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the same information required in subparagraphs (a), (b) and (c) of this paragraph.

1.16 Anti-Boycott of Israel

By signing and submitting this proposal and pursuant to O.C.G.A. § 50-5-85, respondent/proposer certifies that it is not currently engaged in, and agrees that for the duration of this agreement, it will not engage in a boycott of Israel.

RFP Number 2025 – 04 Page 8

2.0 BACKGROUND

The City of Woodstock, Georgia, located in the Metropolitan Atlanta area, is a quickly expanding, dynamic City which has, in the last 17 years, grown from 10,050 residents in 2000 to 35,065 in 2020.

The City must balance the parking needs of the community with the competing interests of businesses, restaurants and residents. Efficient and consistent parking management is important to the health, safety and economic vitality of the City. The City currently has approximately 1,100 publicly owned on-street and surface lot parking spaces in the District.

The City is currently building a 635 space parking garage which will result in approximately 1,735 public spaces in the District by January 2025. There are currently no public metered or time enforced spaces within the District and any parking violations are currently handled by the Woodstock Police Department.

It is anticipated that the City will convert approximately 350 high demand on-street and surface lot spaces into paid parking. The exact number and locations will be decided with the successful PROPOSER during the planning phase. The parking deck will not have paid parking but will require some enforcement of user-designated spaces and potentially time-enforced parking.

The City also owns a small number of surface parking lots that will be included in the final parking management agreement scope of services for monitoring, at a minimum

3.0 PROJECT OVERVIEW

3.1 General Scope of Services

Well-designed parking management strategies will enable the CITY to maximize use of the existing parking supply while accomplishing the following primary objectives:

• Promote traffic and pedestrian safety.

• Encourage compliance with the City’s parking regulations in a fair, professional, and friendly manner.

• Support the on-street parking system by equitably and consistently enforcing the parking regulations.

• Provide for the collections, maintenance, acquisition, and installation of all parking meter systems.

• Employ trained personnel and implement specialized training programs.

• Provide for citation issuance, noticing and collections.

• Develop outreach programs for merchants and residents

• Provide consulting services and implement industry best practices

• Procure, finance and deploy new equipment and technology

The successful PROPOSER shall provide overall management and consulting services of all City on-street parking assets and surface lots, including but not limited to parking enforcement, RFP Number 2025 – 04 Page 9 system maintenance, equipment procurement, technology deployment, revenue collection, citation management, complaint resolution, specialized training, community outreach, coordination on parking matters with local businesses, and event parking planning.

In addition, the PROPOSER shall provide parking data, analysis, and recommendations on paid parking times, rates, expansion of parking spaces and other parking matters.

It is the intent of the City to enter into a Parking Management Agreement with a qualified firm who will act in a proactive manner and serve as a trusted parking management advisor for the City’s Public Parking System.

3.2 Minimum Requirements

The City is seeking a professional parking management company that understands the needs of a municipality like Woodstock. The PROPOSER must meet the following minimum requirements to be considered for award of this RFP. The PROPOSER will be required to show documented proof that they meet the minimum requirements. Failure to meet or produce documentation for minimal requirements will result in the proposal being rejected without further consideration.

a. At least seven (7) years of Parking Management and Operations experience that includes on-street parking enforcement, successful deployment of payment technology, parking citation processing, and public parking asset management.

b. Must demonstrate actual experience managing and operating parking operations as described in 1 above for at least one (1) municipality or other governmental entities for the past three (3) consecutive years.

c. Must have purchased, installed and financed parking systems over the past three (3) years and must be able to do the same for the City. Must show locations and nature of system installation and implementation.

d. Proposers Payment and Ticket Processing solution(s) must have been used in other municipal locations for at least three (3) years and must be able to show proof of achieving at least an 80% ticket collection rate.

e. Must have qualified personnel assigned to the project with specific expertise working, managing and consulting in a municipal environment. Resumes are required.

3.2.1 General Services Required

o Advise the City in the development of an improved parking management program and propose required changes to City Code needed for implementation.

o Work with local businesses as needed to assess how well public parking is accommodating their needs; report to City with suggestions for improvement.

o Be available to respond to City calls when needed and attend group and or Council meetings when asked by the City.

o Develop a transition plan for changes directed by the City.

o Purchase, install and maintain parking payment technology and equipment.

o Provide sufficient and trained personnel for all services and operations related to the management of public parking facilities.

RFP Number 2025 – 04 Page 10 o Provide operational and customer training for all enforcement personnel.

Provide training manual and employee course completion certification as verification.

o Handle all customer services associated with the City’s parking system.

o Provide weekly, monthly and annual reports as required by the City.

3.2.2 Parking Meter Management and Parking Enforcement

o Manage enforcement of parking in City-owned on-street, deck, and surface parking spaces as agreed upon within the district.

o Procure, install and operate a parking payment system as agreed upon by the

City; the City reserves the right to adjust the number of paid and enforced parking spaces at its sole discretion.

o Provide computer hardware and software that will enable PROPOSER’s staff to input, issue and process parking citations.

o Procure, finance, maintain and install new equipment and technology.

o Recommend parking-related signage, including any new signage required for new equipment or technology o Enforce parking regulations relating to paid or time-enforced parking, signage and other parking controls within the City to include electronic ticketing and towing of vehicles.

o Establish designated patrol routes for its enforcement officers.

o Respond to requests from the City to suspend or emphasize enforcement along certain roads or in certain areas. The City also reserves the right to temporarily suspend enforcement along any street, or in any zone according to the needs of the City. The City will make every effort to provide the PROPOSER adequate notice concerning the location and duration of any such suspension or higher level of enforcement.

o If requested, enforce parking regulations for special events, including festivals, events, weather emergencies, etc.

o Ensure adequate staffing to meet the enforcement and maintenance needs of the City’s parking system.

3.2.3 Collections of Monies and Accounting (Daily Operations) o Collect and account for all revenues from paid parking.

o Ensure proper accountability and internal control of all monies collected.

o Provide any periodic, financial and operational reports as requested by the City.

o Should any monies collected by the PROPOSER be lost, stolen unaccounted for or otherwise removed from the custody and control of the PROPOSER prior to its deposit in the City’s approved bank account, the PROPOSER shall deposit a like sum of money in the City ’s designated bank account within ninety-six (96) hours of such loss, theft or removal. Should said loss, theft or removal be insured or otherwise secured by the PROPOSER, any payments made to the City on account thereof shall, if appropriate, be reimbursed to the PROPOSER.

o PROPOSER will be liable for all mismanagement of funds by PROPOSER, its employees or agents.

RFP Number 2025 – 04 Page 11

3.2.4 Collections of Monies and Accounting (Citations)

o Collect payments on citations, as well as transient, monthly and special event parking fees from the public.

o Make available to the customers a variety of payment options approved by the City, including but not limited to cash, check, credit card telephone and on-line capabilities. ∙ o Process payments of parking citations. Provide details of accounting for monies collected.

o Issue late notices for overdue payment of citations and provide follow-up collection services to include:

Out of State Collections DMV Access and any hold requirements Scofflaw requirements and procedures.

o Use automated technology to issue citations and manage records of citations.

o Manually input any tickets issued by the police or other authorized personnel.

o Use a citation processing solution that successfully collects at least 85% of revenue owed.

3.2.5 Office Administration

o Provide all materials necessary to carry out all operation functions.

o Document all reimbursable purchases.

o Maintain records of equipment and supplies and provide accounting for City.

3.2.6 Personnel Requirements and Administration

o Provide for a dedicated on-site manager and appropriate staffing levels to fulfill the services required in this RFP.

o Offer full-time benefits such as, but not limited to health insurance, life insurance, vacation, holidays. All benefits for full-time employees must be included in the proposed budget and be verified by the City before any reimbursement.

o Parking enforcement personnel will demonstrate high ethical standards of conduct and will observe all written rules and regulations concerning their work assignments as provided by the PROPOSER.

o Do background checks and drug testing on all employees prior to employment and provide proof of such to the City.

o Supervisors and field personnel will maintain radio contact as appropriate to ensure oversight of parking enforcement activities.

o Ensure that all personnel wear City-approved uniforms and be properly groomed while on duty. The uniform must display approved insignia that clearly identifies the wearer as being responsible for enforcing parking violations, managing parking facilities. The uniform will also have a clearly visible and readable name tag.

o All other employees of the PROPOSER providing services shall be clearly identifiable by uniform, name tags, and/or identification cards.

RFP Number 2025 – 04 Page 12 o Employ persons who are fully trained, competent, and qualified with the skills and experience necessary to provide the services during the term of this Agreement.

o Hire, train, and supervise its staff members.

o Serve the public in a courteous, helpful, and impartial manner. Correction of any inappropriate behavior or language shall be the responsibility of the PROPOSER.

o Adjust staffing requirements as directed by the City.

o Transfer or remove an employee if directed by the City within two weeks. ∙ o Respond to any public complaint within twenty-four (24) hours after receipt. In the event a report is received alleging an employee of the PROPOSER was discourteous, belligerent, profane, or in any way intimidating, either physically or verbally, the PROPOSER will submit a written report to the City within seven

(7) days of the date of the report, outlining the complete details of the incident.

The report will include the nature of the incident, time, date, location, name, address, and telephone number of the person making the allegation. The report will also include the name and title of the employee and the nature of the disciplinary action taken, if any.

3.2.7 Training and Customer Service

o Employ friendly, helpful, customer-oriented personnel.

o Provide training in general information and directions to all personnel so they may assist residents and visitors to the City.

o Provide the City the detailed training format for all Parking Enforcement

Personnel.

o Respond to public inquiries about the Parking Enforcement Services, ticketing and enforcement, or any other citizen concern in accordance with the City’s customer service principles.

o Assist the City in its efforts to inform the public about the parking program, rules and regulations including community outreach programs.

o Keep an accurate record of all citizens’ complaints, their resolution, and the action taken to contact the complainant. All such records shall be retained during the term of this Agreement and made available to the CITY Contract Manager.

o Provide customer service training in accordance with industry best practices.

The training regimen will be subject to the approval of the City.

3.2.8 Installation and Maintenance

o Payment technology and/or pay stations are required to be functioning properly no less than 90% of the time.

o Deploy, install and maintain parking technology and any new equipment.

o Ensure the appropriate maintenance and repair of equipment under warranty.

o Maintain any operational pay stations, pedestals, accessories in good working condition. Good working condition is defined as repairing/replacing any defective meter within 24 hours of a report of failure.

RFP Number 2025 – 04 Page 13 o Implement a regular preventive maintenance schedule for all parking pay stations.

3.2.9 Safety

o Take adequate steps to ensure the safety and security of all personnel and property included under the Parking Management Contract.

o Provide training and employ all responsible safety precautions and devices in connection with providing the services included under the final Parking Management Contract.

3.2.10 Special Events

o If a special event is scheduled, the PROPOSER may be required to make rate changes as well as assist with special event parking management. These events include, but are not limited to annual festivals, holiday events, weather emergencies, etc.

3.2.11 Additional Services

o Change PROPOSER procedures as necessary to conform to revisions in the City’s ordinances, parking regulations, policies and initiatives.

o Review City ordinances to ensure that they are appropriately reinforcing the desired outcome. Provide the City with recommendations if any ordinances are creating a negative impact to the parking program.

o While on patrol, instruct employees to pick up visual litter in the parking areas, or inform the proper department if the volume or problem exceeds their ability.

o Weekend and special event parking enforcement should focus on ticketing violations such as obstructing traffic, parking in a no parking zone, obstructing fire hydrants and arranging for towing of illegally parked vehicles when specifically requested by the City.

o At least annually, evaluate the parking rates and provide recommendations for possible rate changes to the City.

o Evaluate the areas of paid and time enforced parking and provide recommendations for new paid parking areas to the City.

3.2.12 Budget and Reimbursable Operating Expenses

o Based on the results of the RFP selection process, the selected PROPOSER shall submit a detailed proposed budget with their proposal for all expenses to be reimbursed by the City. The proposed budget shall include all employee expenses, operating expenses, capital and amortization expenses, financing charges, management fees and any other related costs.

o The City will reimburse the PROPOSER for all approved expenses as determined by the City. The Proposer will be expected to submit a monthly expense report and include acceptable documentation for expenses. The City agrees to reimburse actual expenses with no surcharges. To this end, the PROPOSER is to include in its final Proposal all proposed operating costs in detail.

RFP Number 2025 – 04 Page 14 o A capital expenditure plan shall be included in the final Proposal for which the PROPOSER will be asking for reimbursement for any amortization of proposed new equipment, technology and/or vehicles.

3.2.13 Cost of Services

o Based on the results of the RFP selection process, the selected PROPOSER shall present their compensation in the form of a fixed management fee plus reimbursable expenses basis.

o The PROPOSER may propose an incentive formula based on its ability to meet certain performance goals, improved operational performance and/or improved customer service. Consideration will be given for an overall increase in net operating income with exception of parking citation revenue or parking rate increases. The City will not condone or encourage the aggressive issuance of parking tickets to achieve an incentive.

3.3 Technical Requirements

The PROPOSER is required to have at least 5 to 10 years of experience in parking management services to include:

o 7 years of on-street municipal parking management and operations o Citation management o Collections and cash handling o Parking enforcement staffing o Parking planning o Equipment procurement

3.4 References

The successful PROPOSER must submit the names of three (3) references where the proposer has successfully performed at the very minimum all of the services requested in this RFP.

Customer Name Name, Telephone Number, and Email of Contact Brief Description of the Project Project Beginning and Ending Dates Project Cost and Change Orders Public Input (if applicable)

4.0 RESPONSE FORMAT AND COMMENTS

The responses to this Request for Proposals will consist of six (6) specific information subject areas which must be completed and returned in the order indicated below with each section appropriately titled with the section title. Additional forms (as detailed below) are provided in the Appendices. For areas that do not require a form, the respondent shall provide specific information directly addressing the information requested in that section. The City may, during

RFP Number 2025 – 04 Page 15 the course of the evaluation process, request additional information to supplement and/or clarify the information provided.

The response should be one (1) PDF. There should be a maximum of ten (10) pages. Resumes do not count towards the page limit but should be kept to one page per person.

Responses must also include the Contractor Information Page, W9, E-Verify and Certificate of Insurance which will not count against the ten (10) page limit. The Contractor Information Page and E-Verify Affidavit are in Exhibits A & B.

Cover Letter

The cover letter shall provide a summary, in a brief and concise manner, of the proposer’s understanding of the scope of work and make a positive commitment to provide its services on behalf of the City. It shall also include names and contact information of persons authorized to provide any clarification required, and a statement accepting the terms of this solicitation or noting specific exceptions taken to any of the terms and conditions specified in this document.

This cover letter shall also include the name of the person(s) authorized to conduct final contract negotiations on behalf of the firm. Any addenda shall be acknowledged in the cover letter.

Table of Contents

The consultant’s proposal should include a Table of Contents referencing each information section of this RFP. The Table of Contents should be further subdivided to describe information included within each section of the proposal.

Executive Summary

The firm will provide an Executive Summary highlighting the firm’s unique qualifications and capabilities for this project.

Statement of Responsibility

The respondent must be the Prime Consultant. The Prime Consultant will be responsible for all work and subcontractors involved in the project. The Prime Consultant will submit a list of all participants in the project prior to the actual contract negotiations. If some or all of the participants are not known at this stage, a selection strategy shall be identified noting which participants have not been selected. The System for Award Management (SAM) number is required for the consultant and all subconsultants for this project.

Section 1: Organization Profile and Documentation

This section of the RFP submittal must describe the PROPOSER, including the size, location of corporate offices, range of activities, and experience providing similar services.

RFP Number 2025 – 04 Page 16

Section 2: Minimum Qualifications

The PROPOSER is to make a statement that they meet the minimum qualifications as set forth in this RFP and shall specifically detail each component of the minimum qualifications. Failure to meet minimum qualifications may result in disqualification of the RFP submittal.

Section 3: Experience

The PROPOSER shall describe its expertise in and experience with providing services identical to those required by this RFP. Describe previous experience relating to the Scope of Work requested in this RFP. Please describe the work performed; include reference contact information, the time the firm was engaged and a list of accomplishments. Please include the following subsections:

o A budget document that demonstrates how the PROPOSER manages a similar sized parking system described in section B. The budget shall show all costs of installation of new hardware, monthly/annual costs for all technology and backoffice systems, credit card processing fees, transaction fees, communication and any other cost realized with the installation of any new equipment. Please include with the budget a one-page narrative documenting the transition process, including planning, time from inception to completion, public outreach, enforcement strategy, and enforcement success measures.

o The City may wish to adopt some form of residential permit parking program (RPP) in the future in designated area(s) within or adjacent to the Downtown Development District. Please describe any experience the PROPOSER has in developing, implementing, and enforcing RPPs.

Section 4: Proposed Organizational Chart & Staffing Plan

Submit an Organizational Chart and resumes of key staff that will be assigned to this project, including the proposed manager. Include a description of the primary individuals responsible for supervising the work including the percentage of time each primary individual is expected to contribute to this work. Include resumes and professional qualifications of all primary individuals and identify the person(s) who will be the City’s primary contact and provide the person(s’) background, training, experience, qualifications, professional designations and authority.

Section 5: Approach to Providing Services

This section of the proposal should explain the Scope of Work as understood by the PROPOSER and detail the approach, activities and work products to be provided. Specifically, the City requests the following be detailed in the RFP submittal:

o The Proposer shall describe their approach to collections, parking enforcement, security, accountability and maintenance.

o Describe the ticket processing, noticing and remittance processing services used to process payments for this project and what cash controls will be in place. Be specific on the proposed services and how they meet the minimum requirements of this RFP.

RFP Number 2025 – 04 Page 17 o Provide a general staffing plan and management structure.

o Describe hiring practices and ongoing employee training programs.

o Explain your local presence and proposed involvement in the community.

o Describe your public outreach programs and provide references to where these services were performed in other similar cities.

o Describe proposed local office and hours of operations.

o Describe in detail your proposal to provide new on-street parking control equipment, proposed payment options and parking enforcement technology.

o Describe in detail any innovative or unique parking management practices or programs that will be utilized if selected for this Parking Management Contract.

o Describe any subcontractors that you currently use and would expect to use in performing these services.

Section 6: Additional Information

Please submit any additional information that the PROPOSER considers pertinent for consideration should be included in this section.

A clear, concise proposal in the specified proposal format is requested with all the necessary information included. Responses to this RFP will be accepted until 10:00 a.m. (EST) on October 22, 2024 through Vendor Registry. Proposals will be publicly opened via GoTo Meetings on October 22, 2024, 10:01 A.M.

5.0 SELECTION CRITERIA

The City will determine the lead consultant and supporting team believed to be most qualified to provide full consulting services for this project as described in section 4.0. Responses to the RFP will be ranked in order by the selection committee using an evaluation process based on the criteria set forth below. Selection will be based on an overall evaluation and assessment of the information submitted in the proposal and the scope of services categories identified based on qualifications, experience, approach, and other factors listed below. Interviews with those most qualified may be conducted as a final measure of proposals.

Selection criteria of the Firms(s)’s Qualifications and any oral interviews (if conducted) will include the following items as indicated:

The selection criteria are as follows:

Parking Management Services

Experience with Similar Sized Parking Management Operations 35 points

Approach to this Project 25 points Resumes of Key Staff 20 points References 20 points Total points possible 100 points

RFP Number 2025 – 04 Page 18

6.0 OTHER ITEMS

6.1 Terms and Conditions

1. The City of Woodstock, Georgia hereby requests proposals for the goods and services inclusive of the services requested in the RFP.

2. City of Woodstock, Georgia reserves the right to evaluate the firm’s proposals. Only those firms who, in the opinion of the City, meet the minimum necessary proposals will have their price and contract/agreement evaluated.

3. All proposals, fee schedules and other documents furnished to the City of Woodstock, Georgia are subject to the Georgia Open Records Act.

4. Termination: The contract will be subject to the terms and conditions included in the Service Agreement. The City of Woodstock, Georgia reserves the right to cancel the agreement with cause, due to nonperformance and/or violation of contract terms.

5. The City shall be notified of business name change(s) in writing within thirty (30) days of changes.

6. The City shall be notified and approve of key personnel change(s) in writing prior to any changes.

6.2 Rejection of Proposals/Cancellation of RFP

The City of Woodstock, Georgia reserves the right to reject any or all proposals, to waive any irregularity or informality in a proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of the City.

It is also within the right of the City to reject proposals that do not contain all elements and information requested in this document. The City reserves the right to cancel this RFP at any time. The City will not be liable for any cost/losses incurred by the Offerors throughout this process.

6.3 Proposal Withdrawal

A submitted proposal may be withdrawn prior to the due date by a written request to the City representative listed in Section 1.5. A request to withdraw a proposal must be signed by an authorized individual of the submitting company.

6.4 Miscellaneous

This RFP and any agreements related thereto must comply, inter alia, with all City laws and charters and are subject to all requisite City approvals including, but not limited to, City Management and City Council. The City reserves the right to release modifications to this RFP or supplements to it from time to time. Firms are responsible for periodically checking Vendor Registry for such modifications or supplements. All consultant contracts must include language requiring compliance with the Georgia Security and Immigration Compliance Act as prescribed in O.C.G.A. § 13-10-91.

RFP Number 2025 – 04 Page 19

EXHIBIT A: CONTRACTOR INFORMATION FORM

See following page.

City of Woodstock

12453 Hwy 92 • Woodstock, GA • 30188 • 770-592-6000 • www.woodstockga.gov

CONTRACTOR INFORMATION

Firm Name:

Contact Person:

Firm Address:

Phone:

Fax:

Email:

With this packet, please also provide a W-9 and Certificate of Insurance for the company/firm.

Signature – Authorized Officer or Agent Date http://www.woodstockga.gov/

RFP Number 2025 – 04 Page 20

EXHIBIT B: E-VERIFY AFFIDAVIT WITH INSTRUCTIONS

See following page(s).

INSTRUCTIONS

CONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13- 10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of Woodstock, Georgia (the “City”) has registered with and is participating in a federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontract who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on __________________, 201____ in ________________ (city), ______ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

Subscribed and Sworn before me this the________ day of _______________, 201____, Notary Public My Commission Expires INSTRUCTIONS ONLY - C

OM

PLE

TE

FOLLOWING PAGE

E-Verify/Company ID Issued by the E-Verify Program

Date E-Verify/Company ID was issued by E-Verify

Contractor's Company/Firm Name

Name of project or type of service provided

City of Woodstock, Georgia http://www.woodstockga.gov/ welchcl Highlight welchcl Highlight

CONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13- 10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of Woodstock, Georgia (the “City”) has registered with and is participating in a federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontract who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _______________, 202____ in ________________ (city), _________ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

Subscribed and Sworn before me this the________ day of _______________, 202____, Notary Public My Commission Expires

RFP Number 2025 – 04 Page 21

EXHIBIT C: VENDOR CONFLICT OF INTEREST

See following page(s).

City of Woodstock, Georgia

PROCUREMENT USE ONLY

___ Yes, named employee was involved in Bid/ Proposal process.

___ No, named employee was involved in procurement process or decision.

VENDOR CONFLICT OF INTEREST DISCLOSURE FORM

All vendors interested in conducting business with the City of Woodstock, Georgia must complete and return the Vendor Conflict of Interest Disclosure Form in order to be eligible to be awarded a contract. Please note that all vendors are subject to comply with the City’s conflict interest policies as stated within the certification section below. If a vendor has a relationship with a City official or employee, an immediate family member of a City official or employee, the vendor shall disclose the information required below.

Certification: I hereby certify that to my knowledge, there is no conflict of interest involving the vendor named below:

1. No City official or employee or City employee’s immediate family member has an ownership interest in vendor’s company or is deriving personal financial gain from this contract.

2. No retired or separated City official or employee who has been retired or separated from the City for less than one (1) year has an ownership interest in vendor’s Company.

3. No City employee is contemporaneously employed or prospectively to be employed with the vendor.

4. Vendor hereby declares it has not and will not provide gifts or hospitality of any dollar value or any other gratuities to any City employee or elected official to obtain or maintain a contract.

5. Please note any exceptions below:

Vendor Name Vendor Phone Number

Conflict of Interest Disclosure*

Name of City of Woodstock, Georgia employees, elected officials, or immediate family members with whom there may be a potential conflict of interest.

( ) Relationship to employee __________________________ ( ) Interest in vendor’s company _______________________ ( ) Other __________________________________________

*Disclosing a potential conflict of interest does not disqualify vendors. In the event vendors do not disclose potential conflicts of interest and they are detected by the City; vendor will be exempt from doing business with the City.

I certify that the information provided is true and correct by my signature below.

Signature of Authorized Representative Date Printed Name and Title of Authorized Representative