Parking Management Services For All Bpda Parking Facilities

Transcript

BOSTON PLANNING & DEVELOPMENT AGENCY REQUEST FOR PROPOSALS PARKING MANAGEMENT SERVICES EDIC Project # RE01 SARGENTS WHARF LOT, 269 COMMERCIAL STREET BOSTON, MASSACHUSETTS DOWNTOWN WATERFRONT URBAN RENEWAL AREA 290 TREMONT STREET LOT BOSTON, MASSACHUSETTS SOUTH COVE URBAN RENEWAL AREA FULTON AND CROSS STREET LOT BOSTON, MASSACHUSETTS 12 DRYDOCK AVENUE GARAGE RAYMOND L. FLYNN MARINE PARK SOUTH BOSTON, MASSACHUSETTS PARCEL C1 LOT 5 TERMINAL STREET RAYMOND L. FLYNN MARINE PARK SOUTH BOSTON, MASSACHUSETTS MISCELLANEOUS METERED PARKING SPOTS LOCATED IN THE RAYMOND L. FLYNN MARINE PARK SOUTH BOSTON, MASSACHUSETTS Page 1 PARKING MANAGEMENT SERVICES EDIC Project # RE01 TABLE OF CONTENTS Section I II III IV V VI VII Exhibits A1 A2 B C D E F G H I J Contents Request for Proposals RFP Submission Requirements Checklist for Proponent RFP Advertisement Description of Parking Facilities EDIC Garage Description of Management Services Selection Criteria Award Procedures Parking Facilities Location Map Metered Parking Location Map Fee Proposal Form Parking Information and Rate Schedule Statement of Qualifications Certificate of Authority Certificate of Tax and Employment Security Compliance Non-Collusion Affidavit Sample Parking Contract EDIC Garage Sample Procedure Manual EDIC Garage Sample Maintenance of Precast Concrete Page Numbers 3-5 6-10 11 12-13 14-15 15-18 18-21 22-26 27-29 30 31 32-34 35 36-37 38 39 40-41 42 43-57 58-61 Page 2 PARKING MANAGEMENT SERVICES EDIC Project # RE01 I. REQUEST FOR PROPOSALS In conformance with M.G.L. c. 30B and M.G.L. c. 7, § 22B, the Economic Development and Industrial Corporation of Boston (“EDIC”) d/b/a the Boston Planning & Development Agency (“BPDA”), by its Chief Procurement Officer (the “Official”) and acting as lead jurisdiction on behalf of the Boston Redevelopment Authority (“BRA”), requests Proposals (“Proposals”) for professional parking and property management services for four (4) parking facilities, one hundred twenty (120) metered parking spots and seasonal cruise parking of one hundred seventy six (176) spots, owned by the EDIC and BRA (collectively the “Parking Facilities”) as follows: Owned Address by Boston Location Type Approximate # of spots EDIC 12 Drydock Avenue R. L. Flynn Marine Park, South Boston garage 1,766 EDIC multiple locations R. L. Flynn Marine Park, South Boston metered 120 EDIC Parcel C1 5 Terminal Street R. L. Flynn Marine Park, South Boston seasonal cruise parking 176 BRA 269 Commercial Street Downtown Waterfront surface lot 252 BRA 290 Tremont Street Midtown Theater District surface lot 100 BRA Fulton and Cross Streets North End surface lot 126 spots 2,540 Approximate # Please note that the number of parking spots is approximate and may increase or decrease if the EDIC or BRA either acquires or disposes of properties. A map of parking locations is attached as Exhibit A-1 and a map of the metered parking spots in the Raymond L. Flynn Marine Park (“RLFMP”) is attached as Exhibit A-2 Page 3 The 12 Drydock Ave garage, 120 metered parking spots and 176 space seasonal cruise lot C-1 are owned by EDIC and referred to collectively as the “EDIC Facilities.” The three surface lots at 269 Commercial, 290 Tremont and Fulton/Cross Streets are owned by the BRA and referred to collectively as the “BRA Facilities.” Collectively, the “EDIC Facilities” and the “BRA Facilities” are referred to as the “Parking Facilities”) Parking Management Objectives Oversee and professionally manage parking operations and property management Develop, recommend and implement best practices Maximize Net Income Develop creative programs to increase revenue that will provide opportunities for the EDIC and the BRA to share additional cash-flow with the selected Proponent ● Provide excellent service to customers ● Maintain expenses according to budget and report on any variances ● ● ● ● Scope of Service The EDIC seeks to retain the services of a qualified individual or company (“Proponent”) to perform parking management services for the Parking Facilities. The Proponent shall oversee and manage parking operations and perform all services necessary for the care, protection, and maintenance of the Parking Facilities. In addition, develop, recommend and implement programs, systems and procedures to ensure that parking operations are efficient, profitable and professionally managed. As the primary business interface with customers, provide a high level of service. All functions should be performed with energy, fidelity and diligence providing at all times the Proponent’s special knowledge and experience and applying best-in-class service and techniques of parking facilities and general management. The Proponent will staff on-site management and each of the Parking Facilities as needed and as agreed upon with the EDIC. Staff shall be trained, competent and possess commensurate experience to meet their responsibilities. In addition, the Proponent will provide management oversight, administrative, financial and any other services as reasonably requested by EDIC. Page 4 Parking Management Contract Two Contracts The selected Proponent awarded the management of the Parking Facilities will enter into two (2) separate contracts (hereinafter, “Contract”, or “PMC”). The selected Proponent will enter into one Contract with the Economic Development and Industrial Corporation of Boston for the management and care of EDIC Facilities, and one Contract with the Boston Redevelopment Authority for the management and care of the BRA Facilities. Contract Term: It is anticipated that the term of the EDIC Contract will be for one (1) year from the date of execution, with two (2) one (1) year options held by the EDIC and exercised at the sole discretion of EDIC. It is anticipated that the term of the BRA Contract will be for one (1) year from the date of execution, with two (2) one (1) year options held by the BRA and exercised at the sole discretion of BRA. Proponent Contracts with Vendors The EDIC, BRA, and the selected Proponent will meet within fifteen (15) days after the execution of the Contracts to review all required preventative/service maintenance contracts that must be procured by the selected Proponent for essential Parking Facility management, including but not limited to elevators, parking control systems, fire alarm system, trash removal, fire pumps, sprinklers, pest control etc.). At this meeting, the selected Proponent shall identify a procurement plan for each preventative/service maintenance contract. The procurement process is subject to the approval of the EDIC and the BRA and must be in accordance with applicable law. The purchase of specific equipment necessary to maintain the facility may be required and will be purchased only upon the approval by of the EDIC or the BRA (as applicable), and will become the property of the EDIC or the BRA (as applicable). Procurement methods shall be approved in advance by the Chief Procurement Officer for the BRA and the EDIC. As noted above, the procurement process for any necessary equipment, goods, or services necessary to perform the Contract(s) is subject to the approval of the EDIC and the BRA and must be in accordance with applicable law. Termination The EDIC, by and through written notice from its Director, may terminate this contract as follows: (1) on Ninety (90) days’ notice, without cause: or (2) on Thirty (30) days’ notice if (i) services to be performed under this new contract shall be cancelled by the Page 5 authority, (ii) this contractor or any part of is assigned without the prior Written consent of the EDIC’s Director, (iii) the contractor shall violate any of the provisions of this contract or shall fail to perform, keep, or observe any of the terms, covenants or conditions herein contained, (iv) the contractor abandons in whole or in parts of its services, or unable to perform its service II. RFP SUBMISSION REQUIREMENTS General Instruction to Proponents All Proponents must submit their Proposal in accordance with Massachusetts General Laws Chapter 30B, as amended. The Proponent shall thoroughly examine and familiarize themselves with all parts of the RFP and its Exhibits. All Proposals must be submitted on forms supplied by the EDIC and shall be subject to all requirements of the RFP, including any Exhibits thereto. The financial Proposal and qualification selection criteria Proposal must be submitted separately. All Proposals must be regular in every respect and no special conditions shall be made or included by the Proponent. RFP Calendar Date Action Issue December 12, 2016 Noon Pre RFP Submission Conference December 28, 2016 11:00am Deadline for Questions January 4, 2017 Noon Response to Questions January 6, 2017 Noon Proposals Due January 13, 2017 Noon Interviews week of January 16, 2017 Award February 17, 2017 Contract Start Date` March 1, 2017 Transition month March 1 to March 31 2017 Page 6 RFP availablity: Monday, December 12, 2016, 12:00 noon on the BPDA website http://www.bostonplans.org/work-with-the-bpda/rfps-rfqs-bids or at the Economic Development and Industrial Corporation of Boston, City Hall, Room 910, One City Hall Square, Boston, MA 02201-1007 until Thursday, January 12, 2017, 12:00 noon. Proposals must be submitted by: Friday, January 13, 2017, 12:00 noon at which time Proposals will be opened and the names of the Proponents recorded. Proposals submitted prior to the deadline will be kept unopened and stored securely. Proposals submitted after the deadline shall be rejected. Minority Business Enterprises ("MBEs") and Women Business Enterprises ("WBEs") are encouraged to submit Proposals. Submission Fee: The Proposal shall include a submission fee of Two Thousand Dollars ($2,000), payable by cash or certified/treasurer’s/cashier’s check made payable to the “Economic Development and Industrial Corporation of Boston.” In the event of a non-award, the submission fee shall be returned. Parking Facility inspection: The BPDA Asset Management Department will coordinate dates for site visits. Each Proponent should visit all Parking Facilities and inspect the operations, conditions, equipment, systems, etc. to aid in the completion of the Proposals. Submit Proposals to: Economic Development and Industrial Corporation, Clerk, City Hall, Room 910, One City Hall Square, Boston, MA, 02201-1007 by Friday, January 13, 2017, 12:00 noon. LATE SUBMISSIONS SHALL BE REJECTED. Withdrawal of Proposals: Proposals may be withdrawn on written request with original signature of an authorized member of the Proponent placed in the mail or hand-delivered to the EDIC prior to the time set for Proposal openings. A Proposal may be withdrawn after it has been opened only if a mistake is clearly evident on the face of the document, but the intended correct answer is not evident. The Proposal guaranty of any Proponent withdrawing its Proposal in accordance with the foregoing conditions will be returned promptly. Award Approval: The award of this contract is subject to the approval of the EDIC Board of Directors, and the BRA Board of Directors. The EDIC, in consultation with the BRA, reserves the right to reject any or all Proposals or to waive any informalities if it is in the public interest to do so. The EDIC, in consultation with the BRA, may also reject any Proposal if the Proponent has not formally obtained the RFP from the BPDA website and been listed as a potential Proponent. Page 7 Proposal submission requirements: There will be two parts to the Proposal submission. The first part of the Proposal (“Part One”) will include the Proponent’s qualifications, experience, and references (“Parking Management Proposal”) and the second part (“Part Two”) will include the Proponent’s fee Proposal (“Fee Proposal”). The Parking Management Proposal and the Fee Proposal shall be collectively referred to as the “Proposal.” Part One - Parking Management Proposal: Proponents must submit four (4) hard copies of the Proposals and one (1) electronic pdf copy of the Proposal (on a thumbdrive) and the Proposal Fee (described below) in a sealed envelope marked: “Parking Management Proposal” – Project #RE01.” Part Two - Fee Proposal: On the form attached as Exhibit B to this RFP, Proponents must submit under separate cover and in a sealed envelope marked: Fee Proposal Parking Management – Project #RE01.” PART ONE - PARKING MANAGEMENT PROPOSAL 1. Each Proposal shall state the legal name of the Proponent and shall be signed in ink by a person or by persons legally authorized to bind the Proposal to a contract. The name and title of the person or persons signing the Proposal shall be typewritten or printed neatly below the signature; 2. A letter of interest, which introduces the Proponent, and includes a complete explanation of background and credentials of the Proponent, its senior leaders, the site manager, supervisory personnel assigned and any other key members of Proponent’s account team. The resumes for each shall be provided, and indicate the required experience; 3. Organizational chart; 4. Five (5) professional references from current/recent clients with names, addresses and phone numbers; 5. List of parking management contracts during the last five (5) years with details including location, facility type, number of spots. occupancy rates, duration of contract, in similar size and any other pertinent information; 6. List of contracts that have been cancelled (if any) by clients during the last 10 years; 7. Operating Plan for Parking Facilities (including staffing plan); Page 8 8. Proposed Annual Budget; 9. Exhibit D - Statement of Qualifications; 10. Exhibit E – Certificate of Authority; 11. Exhibit F - Certificate of Tax and Employment Security Compliance; 12. Exhibit G - Notarized Non-collusion Form; and 13. Any additional information the Proponent wishes to submit in support of Proponent’s ability to successfully perform under the parking management contract; PART TWO - FEE PROPOSAL Part Two of your response will contain your pricing Proposal, in the form attached hereto as Exhibit B. Addenda When any Addenda are issued, all plan-holders will receive a copy of such Addenda by email and such Addenda will also be posted on the BPDA website. It shall be the proponent's responsibility to make inquiry as to the Addenda issued. All such Addenda shall become part of the RFP and all proponents shall be bound by such Addenda, whether or not received by the proponents. No oral interpretation will be made to any proponent as to the meaning of any part of this RFP. Every request for such an interpretation shall be made in writing to the EDIC through e-mail at [email protected]. Any inquiry received seven (7) or more days prior to the date fixed for the opening of Proposals will be given consideration. Every interpretation shall be made to a Proponent in the form of an Addendum to the RFP and, when issued, will be posted on the BPDA website http://www.bostonplans.org/work-with-the-bpda/rfps-rfqs-bids and will be on file in the office of the EDIC at least five (5) days before Proposals are opened. Such clarifications or interpretations, if issued in the sole discretion of the BPDA, will be issued in the form of written Addenda not later than five (5) business days before the date fixed for opening of bids. Oral clarifications or interpretations will be of no legal effect. Neither the BRA nor the EDIC shall be responsible for, and no Proponent may rely upon or use as the basis of a claim against the BRA or the EDIC, any instruction, information, explanation, clarification, or the like, concerning or relating to the RFP rendered in any fashion except as herein provided. Page 9 Collusive Agreements Each proponent submitting a Proposal for any portion of the work contemplated by the RFP documents shall execute the Non-Collusion Affidavit of the proponent in the form attached as Exhibit G. Such affidavit shall be attached to the Proposal. Failure on the part of any Proponent to observe this provision shall be cause for rejection of their Proposal. Certificates and Affidavits The proponent must certify that it has complied with all Laws of the Commonwealth of Massachusetts relating to taxes (see attached Exhibit F - Certificate of Tax and Employment Security Compliance). If proponent is a corporation, a Certificate of Good Standing with regard to the corporation issued by the Office of Secretary of State of the Commonwealth of Massachusetts, a Certificate of Good Standing issued by the Department of Revenue of the Commonwealth of Massachusetts, and evidence of corporate authority with respect to execution of the Contract on behalf of the Proponent, must be furnished to the EDIC or the BRA, as applicable, prior to the execution of a Contract. If proponent is a sole proprietor, a Letter of Compliance issued by the Department of Revenue of the Commonwealth of Massachusetts must be furnished to the EDIC or the BRA, as applicable, prior to the execution of a Contract. Questions: All questions should be submitted to the Procurement Office via email to: [email protected]. The final date/time to submit questions is January 4, 2017 at 12 noon. Responses to questions will be distributed on/before January 6, 2017. Page 10 PARKING MANAGEMENT SERVICES EDIC Project # RE01 CHECKLIST FOR PROPONENT (This checklist is provided for Proponent’s convenience only. Proponents are urged to read the RFP Documents carefully and use this form as an aid in the preparation of their Proposals.) Check Item# Item 1 Proposal is fully complete and submitted on the Proposal forms provided by EDIC 2 The name of the Proponent has been provided on the Proposal Form 3 All Addenda have been acknowledged on the Proposal Form 4. The Certificate of Authority is complete (Exhibit E) 5 Company information has been provided (following signature section on Proposal Form). 6 The Proposal Fee of Two Thousand Dollars ($2,000), payable by cash or certified/treasurer’s/cashier’s check made payable to the “Economic Development and Industrial Corporation of Boston” is enclosed with the Proposal 7 The Statement of Proponent Qualifications has been completed in full and signed by the Proponent (Exhibit D) 8 The information requested in the Statement of Tax Compliance has been completed, signed and notarized (Exhibit F) 9 The Non-Collusion Affidavit (Exhibit G) 10 Proposal Part One – Proponents must submit four (4) hard copies of the Proposals and one (1) electronic pdf copy of the Proposal (on a thumb-drive) and the Proposal Fee (described below) in a sealed envelope marked with Proponent’s name and “Parking Management Proposal” – Project #RE01.” 11 Proposal Part Two - The Proposal Fee (Exhibit B) is signed by an authorized representative of the proponent and submitted under separate cover and in a sealed envelope marked with Proponents name and “Proposal Fee- Parking Management – Project #RE01”. Page 11 ADVERTISEMENT REQUEST FOR PROPOSALS Professional Parking and Property Management Services (Project #RE01) M.G.L. c. 30B In conformance with M.G.L. c. 30B and M.G.L. c. 7, § 22B, the Economic Development and Industrial Corporation of Boston (“EDIC”) d/b/a the Boston Planning & Development Agency (“BPDA”), by its Chief Procurement Officer (the “Official”) and acting as lead jurisdiction on behalf of the Boston Redevelopment Authority (“BRA”), requests Proposals (“RFP”) for professional parking and property management services for four (4) parking facilities owned, respectively, by the EDIC and BRA (“Parking Facilities”) as follows: (Map available upon request): Owned by Address Boston Location Type # of spaces EDIC Drydock Avenue R. L. Flynn Marine Park, South Boston garage 1,766 BRA 269 Commercial Street Downtown Waterfront surface lot 252 BRA 290 Tremont Street Midtown Theater District surface lot 100 BRA Fulton and Cross Streets North End surface lot 126 Total # of spaces 2,244 Contract details: ● Scope of Service: Oversee and manage parking operations of Parking Facilities in Boston, MA; develop, recommend and implement programs, systems and procedures to ensure that parking operations are efficient, profitable and professionally managed. As the primary business interface with customers, provide a high level of service. ● Term: One (1) year term from the date of contract execution, with two (2) one (1) year options held by the EDIC and exercised at the sole discretion of EDIC. RFP availablity: Monday, December 12, 2016, 12:00 noon on the EDIC website http://www.bostonplans.org/work-with-the-bpda/rfps-rfqs-bids or at City Hall Room 910 until Thursday, January 12, 2017, 12:00 noon. Proposals submitted by: Friday January 13, 2017, 12:00 noon at which time Proposals will be opened and the names of the Proponents recorded. Proposals submitted after the deadline shall be rejected. Page 12 Proposals submitted to: Economic Development and Industrial Corporation, Clerk, City Hall, Room 910, Boston, MA, 02201-1007 Proposal submission requirements: 1. Proposal - submit four (4) hard copies of the Proposals and one (1) electronic pdf copy of the Proposal (on a thumb-drive) and Bid Fee (described below) in a sealed envelope marked: “Parking Management Proposals” – Project #RE01” 2. Fee Proposals - submit under separate cover and in a sealed envelope marked: “Fee Proposal - Parking Management – Project #RE01”. Bid Fee: Upon formal submission, a separate submission fee of Two Thousand Dollars ($2,000), payable by cash or certified/treasurer’s/cashier’s check made payable to the “Economic Development and Industrial Corporation.” In the event of a non-award, the submission fee shall be returned. Award Approval: The award of this contract is subject to the approval of the EDIC Board of Directors, and the BRA Board of Directors. EDIC reserves the right to reject any or all Proposals or to waive any informalities if it is in the public interest to do so. EDIC may also reject any Proposal if the Proponent has not formally obtained the RFP from the EDIC website and been listed as a potential Proponent. Questions: All questions should be submitted to the Procurement Office via email to: [email protected]. Chris Giuliani Chief Procurement Officer Teresa Polhemus Clerk Page 13 PARKING MANAGEMENT SERVICES EDIC Project # RE01 III. Description of Parking Facilities The Parking Facilities are further described below: A. BRA Facilities 1. Open air surface parking lot is located at 269 Commercial Street in the North End/ Downtown Waterfront District, a/k/a Sargents Wharf. This property contains approximately 78,120 square feet with a capacity for approximately 252 vehicles. 2. Open-air surface parking lot is at the corner of Fulton and Cross Streets, also in the North End and sits adjacent to the Rose Fitzgerald Kennedy Greenway and contains approximately 45,000 square feet and can accommodate approximately 135 vehicle 3. Open–air surface parking lot is located at 290 Tremont Street in the Midtown Theatre District. This parcel contains approximately 29,363 square feet and can accommodate approximately 176 vehicles on site. B. EDIC Facilities 1. A five story structured parking facility (“EDIC Garage”) located at 12 Drydock Avenue which contains approximately 120,000 square feet and can accommodate approximately 1,766 vehicles within RLFMP in South Boston. 2. 120 metered parking spots within RLFMP in South Boston. 3. Open-air surface parking lot located at Parcel C1 on 5 Terminal Street within RLFMP in South Boston that can accommodate approximately 176 vehicles on site. This lot is used seasonally for Massport’s cruise customers. Property assets owned by the BRA and EDIC, including Parking Facilities, are often used to support the BPDA’s ongoing activities. From time to time, however, those property assets are repurposed to respond to different needs and priorities. Should any of the open-air surface lots included within this RFP be repurposed during the term of the resultant Contracts, the Proponent will be given a minimum of ninety (90) days’ notice from the contemplated action of any need to make available certain Page 14 portions of that lot or to vacate altogether. Should the available inventory of parking spots contained within this RFP be reduced or eliminated during the term of the resultant Contracts, the Parking Management fee will be adjusted proportionately. Please see Exhibit C for a detailed overview of Parking Facilities including type of rates, hours open and revenue. C. PARKING METER PROGRAM The successful Proponent will manage the Parking Meter maintenance, upkeep and revenue collection for nine (9) Parkeon Pay and Display Parking Meters serving one hundred and twenty (120) parking spots located outside the EDIC Garage but inside the Raymond L. Flynn Marine Park as identified in Exhibit A-2. D. PARKING FOR CRUISE SHIP PASSENGERS The successful Proponent will manage the parking for Cruise Ship passengers using Massport’s Black Falcon Terminal in RLFMP. For the past two years, an open air lot facility has been made available for long term parking for Massport’s cruise customers. Parking in this one hundred and seventy six (176) car lot, identified as Parcel C1 in the RLFMP and located close to the Massport Cruise Terminal, generally lasts for one to two weeks. Rates for cruise parking are set by EDIC on an annual basis. The Massport cruise schedule has greatly expanded in recent years and generally now runs from mid-April until early November. The Proponent will continue to manage the C1 lot and collect revenues on behalf of EDIC. EDIC GARAGE IV. The Proponent selected by the EDIC shall be responsible for providing all parking management functions and services that one would normally associate with a structured parking facility. 1. INFORMATION ON THE CONDITIONS EDIC GARAGE: The information contained in this section is intended to give proponents an understanding of the current means and methods used to operate the EDIC Garage. It is the successful proponent’s sole responsibility to develop an appropriate plan, which will be approved by the BPDA, to operate the EDIC Garage in an efficient and cost effective manner. The EDIC Garage currently operates twenty-four (24) hours a day, three hundred and sixty five (365) days per year. Page 15 Monthly Parking: The main source of revenue for the Garage is monthly parking. There are many businesses in RLFMP and most buildings have little to no parking resulting in high demand for garage parking. Tenants in the RLFMP pay $190 per month while nontenants pay $380. Currently monthly parkers occupy approximately 75% of the 1766 garage spaces Event Parking: In connection with special events (“Event”) at or near the RLFMP including, road races, concerts, graduations, Harpoon Fest and other functions, parkers currently pay on the way into the EDIC Garage and are issued a ticket, which is collected upon exit. In order to expedite departure from the EDIC Garage Municipal Protective Services are located externally to the garage to control vehicular and pedestrian safely. The Proponent may be required to increase staffing in order to manage internal garage traffic internally and externally. The Proponent is encouraged to propose other means for handling Event parking. Parking for Cruise Ships: In association with Massport, the successful proponent will be responsible for managing cruise ship activities at Black Falcon Terminal in RLFMP. For the past two years, an open air lot facility has been made available for long term parking for Massport’s cruise customers. Parking in this one hundred and seventy six (176) car lot, identified as Parcel C1 in the RLFMP and located close to the Massport Cruise Terminal, generally lasts for one to two weeks. Rates for cruise parking are set by EDIC on an annual basis. The Massport cruise schedule has greatly expanded in recent years and generally now runs from mid-April until early November. The successful proponent will continue to manage the C1 lot and collect revenues on behalf of EDIC. Expansion of 12 Drydock Garage On September 15, 2016, the BRA’s (now d/b/a as the BPDA) Board of Directors authorized the issuance of an Invitation for Bids (“IFB”) for design / engineering / consulting for the expansion of the existing EDIC Garage (“Expansion Garage”). Expansion of the current 1,766 car facility would occur on the adjacent Parcel G, located at 339 Northern Avenue. Preliminary design estimates for the Expansion Garage would provide for a consolidation of parking and storage of publicly owned vehicles and equipment now stored elsewhere in the RLFMP, along with the opportunity to create an additional 400-500 spots for commercial parking. Page 16 It is expected that an IFB will be issued in the fourth quarter of 2016. The goal would be to complete necessary design and public bidding by the close of 2017, with construction of the expansion work to commence in 2018. The construction, completion and opening of this Expansion Garage could fall within the term of this anticipated parking management contract. The selected proponent would, therefore, be required to pledge full cooperation of the management aspects for the current EDIC Garage during any construction work. If the capacity for the current and expanded facility increases during the term of this management contract, the contract Base Management Fee of the Expansion Garage will be adjusted in accordance with the requirements of G.L. c. 30B and proportionately based on the increase in budgeted revenue. Other Any supplemental information pertaining to the Parking Facilities will be forwarded by the EDIC to all those who requested this RFP. D. EDIC PARKING GARAGE MAINTENANCE The successful Proponent will provide a general maintenance plan for the EDIC Garage similar to that outlined in Exhibits I and J. Maintenance Logs will be kept current and provided to the EDIC documenting the time and maintenance performed. The area located at the north end of the EDIC Garage under the ramp that is used by EDIC and its grounds keeping staff including the secured fenced in area. EDIC has storage inside and outside the fenced area. The area will remain the sole operational responsibility of EDIC and employees will continue to access this storage/maintenance area as needed. The landscaped area around the perimeter of the EDIC Garage and pedestrian walkway area to the west of the EDIC Garage will remain the responsibility of the EDIC. Utility usage costs for electricity, water & sewer will be invoiced by the Utility provider to the EDIC and paid directly by EDIC. Any proposed capital improvements must be approved in advance by EDIC. The procurement procedures for such improvements will be reviewed by the EDIC and shall be conducted in accordance with all applicable laws. Page 17 E. TRANSPORTATION ACCESS Roadways Regional vehicular access to the RLFMP is via four primary corridors. These include the Ted Williams Tunnel, which offers access to Logan International Airport, Interstate 90 to points West and Route 93 traversing the City from the south to the north. Within the RLFMP, Drydock Avenue and Northern Avenue offer vehicular access to the EDIC Garage. Public Transportation The principal type of public transportation servicing this area of South Boston is Massachusetts Bay Transportation (MBTA) Bus Service serving the South Boston neighborhood and the MBTA Silver line in the RLFMP with connections the Commuter Rail and all MBTA service lines at South Station. V. DESCRIPTION OF MANAGEMENT SERVICES The Proponent selected by the EDIC shall be responsible for providing all daily management functions and services that one would normally associate with a downtown parking facility, including, but not limited, day-to-day operations, financial reporting, security, lighting and maintenance. General Requirements The Proponent will manage and operate the Parking Facilities as public parking garage/lots on an operating schedule established by the EDIC. The maximum and minimum public parking fees that may be charged shall be established by the EDIC as set forth in the Rate Schedule attached as Exhibit C and the same may be changed from time to time in its discretion. The EDIC, in consultation with the BRA, shall define the limits of the use and number of the parking spots in the Parking Facilities. Operation of the Parking Facilities is to be performed in an efficient and satisfactory manner, in accordance with the provisions set forth in this RFP and in conformity with all laws, statutes and ordinances applicable to the management and operation thereof. All operating equipment directly related to the operation of the Parking Facilities shall be maintained by the Proponent. The EDIC, in consultation with the BRA, shall approve, as requested in advance, the installation or painting and maintenance of signs, direction indicators, parking lines and other markers. Page 18 The Proponent shall provide dusk until dawn lighting of the Parking Facilities, at expense of the EDIC, which is consistent with lighting service provided at most City of Boston parking facilities. This service is to be provided to improve overall security of the Facilities, but in no way is deemed to be an affirmative obligation of the BPDA, or the Manager nor is any liability assumed by provision of such lighting, or lack thereof. Record Keeping Requirements All financial records related to the management of the Parking Facilities shall be subject to an audit by the EDIC, the BRA, or an independent accounting firm to be selected by either the EDIC or the BRA. The proponent will also be required to furnish parking management reports on a regular basis in a form acceptable to the EDIC and the BRA. The successful Proponent shall keep and maintain in accordance with generally accepted accounting procedures, proper and adequate books, records and accounts reflecting receipts and disbursements and otherwise in form satisfactory to the EDIC and the BRA. Such books, records and accounts shall be kept at all times in a dry, secure offsite location, at Proponent's local offices for a period of two (2) years and the BRA, EDIC, or its duly authorized representatives shall have the right to examine same at all reasonable times. After two (2) years, all receipts, books and records shall be returned to the EDIC to be stored for an additional four (4) years. Accounting Requirements On a daily basis, the Proponent shall maintain shift records reconciling both receipts and parking activity. Parking income received by the Proponent will be deposited within 24 hours of receipt. All efforts should be made to eliminate any cash transactions and increase the usage of automated deposits payments. Proponent will prepare an annual operating budget and recommendations for capital improvements. The EDIC will reimburse the Proponent for all budgeted expenses reasonably and actually incurred by it in the operation of the Parking Facilities, which expenses shall generally include: ● Wages for services of Proponents employees (including payroll taxes, withholding taxes and costs of employee benefits attributable to such services) ● Overhead - telephone, insurance premiums ● Operations - cleaning, maintenance, landscaping, and the cost of materials, supplies and equipment used in the Parking Facilities. Page 19 Financial Statements EDIC may request Financial Statements from one or more of the Proponents. Labor Requirements The successful Proponent shall provide all labor, administration, supervision, supplies, equipment and other items reasonably required for the proper and economic operation and security of the Parking Facilities and shall advise and cooperate with the EDIC in all matters pertaining to orderly control of parking and vehicular and pedestrian traffic in or about the Parking Facilities. Manager shall have in its employ, for the operation of the Parking Facilities, a sufficient number of suitable employees to enable it to properly and economically manage, operate and maintain the Parking Facilities for the parking of vehicles. The number of personnel employed by the Proponent shall be subject to review and approval by the EDIC. The successful Proponent shall comply with all applicable laws and regulations pertaining to the employment of such employees and shall be responsible for the licensing of those employees, if the character of their work in the Parking Facilities requires licensing. The EDIC may request that any person employed in the Parking Facilities be discharged when and if it shall deem such person's continued employment to be contrary to the best interests of the EDIC, and upon such request by the EDIC, the Proponent shall forthwith discharge such objectionable employee. Insurance Requirements The Proponent shall maintain policies insuring the proponent and the EDIC against fire, theft, and other casualties, which policies should include a waiver of subrogation clause with respect to losses payable under such policies. In addition, the Proponent must maintain during the term of the parking management agreement the following types of insurance in the stated amounts: (1) Workman's Compensation in the statutory limits covering all employees whose compensation is at Owner's expense hereunder. (2) Commercial General Liability Insurance in such form as to protect both manager and Authority from any loss, cost damage, or liability imposed by law on account of bodily injuries, death resulting therefrom, or property damage, suffered by any person or persons, while within, upon , or about the Parking Facilities or the sidewalks or driveways related thereto; coverage and protection of such insurance on account of any accident resulting in bodily injuries, death resulting therefrom, or property damage, to be not less than Two Million Dollars ($2,000,000) per occurrence. Page 20 (3) Umbrella Liability Insurance, in excess following form, with respect to Commercial General Liability Insurance, with an annual aggregate limit of not less than Fifteen Million Dollars ($15,000,000). (4) Garage Keepers Legal Liability Insurance insuring any and all automobiles that are parked at the Parking Facilities by Proponent employees or for which a bailment is otherwise created, not to be less than Two Million Dollars ($2,000,000) limit, covering fire, explosion and theft with Two Hundred Fifty ($250.00) Dollars deductible; vandalism, malicious mischief, riot and civil commotion with Twenty-five ($25.00) Dollars deductible; and collision with One Hundred ($100.00) Dollars deductible. (5) Blanket Crime Policy, Two Thousand Five Hundred ($2,500.00) Dollars Five Hundred ($500.00) Dollars deductible. (6) Employee Dishonesty Insurance with a limit of not less than One Hundred Thousand and No/100 Dollars (100,000), subject to a deductible of not more than Two Thousand Five Hundred and No/100 Dollars ($2,500) and depositor’s forgery insurance with a limit not less than Twenty-five Thousand and No/100 Dollars ($25,000). (7) Such other types of coverage as the BPDA may, from time to tire, request in writing or which Manager, with approval of the BPDA may elect to carry. The appropriate BPDA entity (EDIC for EDIC Facilities or BRA for BRA Facilities) must be named as “An Additional Insured” as its interest may appear on Proponent’s insurance policies and such policies must contain an endorsement that entity will be given at least thirty (30) days prior written notice of cancellation of or any material change in, the insurance coverage. The manager shall furnish to the EDIC a Certificate of Insurance evidencing that the Proponent has obtained all insurance the Proponent is obligated to carry. The EDIC will not reimburse the Proponent for cost of insurance coverage that is not directly associated with the Parking Facilities included but not limited to workers compensation, or for any and all other insurance that the Proponent obtains for Proponent’s own account. The Proponent must obtain permission from EDIC to waive any of the above requirements. Higher amounts may be required if the work to be performed is sufficiently hazardous. The Proponent shall obtain and keep on file a Certificate of Insurance, which shows that each contractor and subcontractor, as determined by the BPDA, is so insured. Each year, thirty (30) days prior to any insurance expiration date, the Proponent will obtain a new certificate and submit same to EDIC or BRA. Page 21 Other Utility usage costs for electricity, water & sewer will be invoiced by the Utility provider to EDIC and paid directly by EDIC. VI. SELECTION CRITERIA EDIC and BRA staff (the “Selection Committee”) will review all Proposals submitted in accordance with the criteria, procedures, submission requirements, and other information outlined in this RFP. After receipt of the Proposals, the Selection Committee may, at its discretion, interview one (1) or more Proponents, during which time such Proponent will have the opportunity to present its Proposal to the Selection Committee and respond to questions. The criteria for determining the most favorable Proposal will include, but not be limited to, the following: A. MINIMUM THRESHOLD REQUIREMENTS 1. Proposal Completion - Does the Proposal submitted by Proponent include all required completed documentation specified under Proposal Submission Requirements (Section III-Parts One and Two)? 2. Experience with similar facilities comparable to the Parking Facilities - As of the date of the Proposal submission, does the Proponent possess a minimum of five (5) years’ experience in parking management of parking facilities of like type and size as the Parking Facilities? 3. Financial Stability - Is the Proponent financially stable and not experiencing any financial problems that might render it unable to diligently perform under the Parking Contract? 4. Risk Management - Does the Proponent demonstrate that it has adequate insurance and appropriate risk management strategies? 5. Revenue Opportunities - Does the Proponent demonstrate proven results in developing creative programs that increase parking revenue? 6. Expense Management - Has the Proponent demonstrated an ability to manage expenses at or below budget amounts? Page 22 B. 7. Customer Service - Can the Proponent provide proof they have a high level of customer service and a robust customer service training program? 8. Compliance - Is the Proponent in compliance with all applicable statutes, City, State and Federal laws? COMPARATIVE EVALUATION CRITERIA The respondents that meet all minimum threshold requirements above will be evaluated using ratings that determine the responsiveness of the Proposal and the ability of the respondent to perform the work. Qualifications and Experience- Experience, qualifications, and level of commitment and ability of the Proponent in providing parking management services to parking facilities of comparable type/size to the Parking Facilities. Protection of Value of Public Facilities-Extent to which parking management practices of the Proponent protects the investment of public dollars, stabilizes property values and protects and enhances the value of the Parking Facilities. Proposal Quality- Quality and strength of written Proposal, including the statement of qualifications, and any oral presentations Response to the Scope of Services -Extensive and thorough understanding of the scope of services, as demonstrated by the Proponent’s Proposal. Management Team- Experience and qualifications of management team, including the strength of professional references. Innovative Parking Methods – Experience and examples of creative revenue generating incentives and ideas in order to increase EDIC and BRA revenue. C. CRITERIA RATING DESCRIPTION To each of the evaluation criterion, a rating of highly advantageous, advantageous, not advantageous or unacceptable will be assigned. These ratings will be used to assign a composite rating to each Proposal evaluated. The following is a description of the ratings for each category of criteria: Page 23 1. Qualifications and Experience a. HIGHLY ADVANTAGEOUS when it has been determined that the Proponent has significant (over 10 years) of experience providing parking management services to parking facilities of comparable size to the Parking Facilities. b. ADVANTAGEOUS when it has been determined that the Proponent has an average amount (5 to 10 years) of experience providing parking management services to parking facilities of comparable size to the Parking Facilities. c. NON-ADVANTAGEOUS when it has been determined that the Proponent has little experience (less than 5 years) providing parking management services to parking facilities of comparable size to the Parking Facilities. d. UNACCEPTABLE when it has been determined that the Proponent has no experience (0 years) providing parking management services to parking facilities of comparable size to the Parking Facilities. 2. Protection of Value of Parking Facilities a. HIGHLY ADVANTAGEOUS when it has been determined that the Proponent has demonstrated a high quality of its proposed methods to protecting the public investment by proposing measures to enhance the value of the Parking Facilities. b. ADVANTAGEOUS when it has been determined that the Proponent has demonstrated some quality of its proposed methods to protecting the public investment by proposing measures to protect the value of the Parking Facilities. c. NON-ADVANTAGEOUS when it has been determined that the Proponent has demonstrated a low quality of its proposed methods to protecting the public investment and has not proposed measures to protect the value of the Parking Facilities. d. UNACCEPTABLE when it has been determined that the Proponent has not demonstrated any proposed methods to protecting the public investment and has not proposed measures to protect the value of the Parking Facilities. Page 24 3. Proposal Quality a. HIGHLY ADVANTAGEOUS when it has been determined that the Proponent has submitted a complete, well thought out, high quality written Proposal that clearly demonstrates the Proponent has an excellent understanding of BPDA’s parking management needs and their competitive advantages. b. ADVANTAGEOUS when it has been determined that the Proponent has submitted a mostly complete, well thought out, quality written Proposal that somewhat demonstrates the Proponent has an understanding of BPDA’s parking management needs and the Proponents competitive advantages. c. NON-ADVANTAGEOUS when it has been determined that the Proponent has submitted a partially complete, poor quality written Proposal that somewhat demonstrates the Proponent has understanding of BPDA’s parking management needs d. UNACCEPTABLE when it has been determined that the Proponent has submitted an incomplete, poor quality written Proposal that does not demonstrates the Proponent has an understanding of BPDA’s parking management needs and the Proponents has no competitive advantages. 4. Response to the Scope of Work a. HIGHLY ADVANTAGEOUS when it has been determined that the Proponent has demonstrated an extensive and thorough understanding of the scope of work; and submitted a detailed high quality Operating Plan and Budget response. b. ADVANTAGEOUS when it has been determined that the Proponent has demonstrated an average understanding of the scope of work; and submitted a quality Operating Plan and Budget. c. NON-ADVANTAGEOUS when it has been determined that the Proponent has not demonstrated an understanding of the scope of work; and has submitted a poor quality Operating Plan and Budget lacking details.. d. UNACCEPTABLE when it has been determined that the Proponent has not demonstrated any understanding of the scope of work and has submitted an incomplete Operating Plan and Budget Page 25 5. Management Team a. HIGHLY ADVANTAGEOUS when it has been determined that the Proponent has a highly qualified management team based on a high number of year of experience, high levels of education at highly regarded colleges and very strong professional references. b. ADVANTAGEOUS when it has been determined that the Proponent has a qualified management team based on an average number of years of experience, average education and strong professional references. c. NON-ADVANTAGEOUS when it has been determined that the Proponent has a non- qualified management team based a few years of experience, some education and weak professional references. d. UNACCEPTABLE when it has been determined that the Proponent has an unqualified management team based on no experience, little education and unprofessional references. 6. Innovative Methods to Generate Parking Revenue a. HIGHLY ADVANTAGEOUS when it has been determined that the Proponent has demonstrated proven record of using innovative program to increase parking revenue at parking facilities similar to EDIC/BRA Parking Facilities b. ADVANTAGEOUS when it has been determined that the Proponent has demonstrated use of some innovative programs to increase parking revenue at parking facilities similar to EDIC/BRA’s Parking Facilities. c. NON-ADVANTAGEOUS when it has been determined that the Proponent has not demonstrated any use of innovative programs to increase parking revenue similar to EDIC/BRA’s Parking Facilities d. UNACCEPTABLE when it has been determined that the Proponent cannot demonstrate the use of any innovative programs to increase parking revenue Page 26 VII. AWARD PROCEDURES Immediately following the Proposal Submission Deadline, all Proposals will be opened and the names of Proponents will be read aloud. All Proposals will be reviewed and will be subject to the criteria, procedures, submission requirements, and other restrictions described in this document. Award of Contracts/Rejection of Proposals Contract Award The EDIC and the BRA will select the responsive and responsible Proponent submitting the most advantageous Proposal, taking into consideration the Proponent’s experience, staff capacity, references and plan for providing the services, innovative programs to increase parking revenue as well as the Proposal price. The EDIC and the BRA may award the contract after it has been approved by the BRA and EDIC Board of Directors by written notice to the selected Proponent within forty five (45) days of the bid opening (the "Time for Acceptance"). The parties may extend the Time for Acceptance by mutual agreement The BRA and EDIC Boards will by vote authorize the Director to execute Contracts with the awarded Proponent in substantially the form attached hereto as Exhibit H and made a part of this RFP. Rejection of Proposals The EDIC, reserves the right to reject any and all Proposals and waive any informality in Proposals received whenever: ● such rejection or waiver is in its interest. ● in its opinion, the Proposal contains any abnormally high or abnormally low prices Proposal. ● if the Proponent entity has not formally obtained the RFP documents from the EDIC and been listed as a potential Proponent. The provisions of this RFP are severable and if any provision or provisions shall be held invalid or unconstitutional by any court of competent jurisdiction, such decision shall not impair or otherwise affect any other provision of the RFP. Page 27 Execution of Contract The Proponent by the execution of the Parking Contract shall in no way be relieved of any obligation due to its failure to receive or examine any form or legal instrument or to visit the Parking Facilities and acquaint itself with the existing conditions and the EDIC or the BRA will be justified in rejecting any claims based on facts regarding which it should have been on notice as a result thereof. The Parking Contract will require the completion of work in accordance with the RFP, together with all addenda thereto. If the proponent selected fails to execute the Contract within ten (10) days of the receipt of the Contract, Sundays and Holidays excluded, ● in the form included in the RFP in such number of copies as the BPDA may require, the award may be made to the next most advantageous responsible and responsive Proponent thereon. ● the amount so received as the bid deposit from such Proponent through its cash, certified check, treasurer's or cashier's check shall become and be the property of the BPDA as liquidated damages; provided, that in case of death, disability or other unforeseen circumstances affecting the Proponent, such a bid deposit may be returned to them. ● The failure of the successful Proponent to execute the Contract and to supply the required bonds and insurance as set forth in the RFP within ten (10) days after the Parking Contract is presented for signature, or within such extended period as the Authority may grant, based upon reasons determined sufficient by the EDIC or the BRA, shall constitute a default, and the EDIC and the BRA may either award the Contract to the next most advantageous responsible and responsive Proponent or re-advertise for the RFP, and may charge against the Proponent the difference between the amount of the Proposal and the amount for which a Parking Contract for the property management and leasing services is subsequently executed irrespective of whether the amount thus due exceeds the amount of the Proposal bond. If a more favorable Proposal is received by re-advertising, the defaulting Proponent shall have no claim against the BRA for any funds. Having satisfied all conditions to award as set forth elsewhere in this RFP, the successful Proponent shall, simultaneous with the execution of the Parking Contract, furnish evidence of obtaining the required insurance Page 28 Equal Employment Opportunity Attention of Proposal is particularly called to the law for ensuring that employees and Proponents for employment are not discriminated against because of their race, color, religion, sex, sexual orientation or national origin. Massachusetts Public Records Law Proposals and other documents submitted in connection with this RFP may be subject to the Massachusetts Public Records Law regarding public access to document. Statements or endorsements contained in such bids or other documents that are inconsistent with such law are of no effect. Page 29 PARKING MANAGEMENT SERVICES EDIC Project # RE01 EXHIBIT A-1 - PARKING FACILITIES LOCATION MAP Page 30 PARKING MANAGEMENT SERVICES EDIC Project # RE01 EXHIBIT A-2 MAP OF PARKING METERS Page 31 PARKING MANAGEMENT SERVICES EDIC Project # RE01 EXHIBIT B PARKING FEE PROPOSAL Proponent Name:_____________________________________ The undersigned, having familiarized (him/herself/themselves/itself) with the Request for Proposals issued by Economic Development and Industrial Corporation of Boston (“EDIC”) d/b/a the Boston Planning & Development Agency (“BPDA”), and acting as lead jurisdiction on behalf of the Boston Redevelopment Authority (“BRA”) for the Parking Management Services hereby proposes to provide Parking Management Services using the following three (3) types of fees: 1) Base Fixed Parking Management Fee - The EDIC/BRA shall pay the selected Proponent a base fixed parking management fee (“Base Fee”) equal to an annual amount of $___________ paid monthly in the amount of $____________. 2) Reimbursable Expenses -The EDIC/BRA shall reimburse the selected Proponent for all agreed upon budgeted expenses reasonably and actually incurred by it in the operation of the Parking Facilities, including but not limited to services of selected Proponent’s employees for work in the Parking Facilities (including payroll, taxes and other employee benefits attributable to such services), license fees, cleaning, snow plowing and the cost of other maintenance expenses typically used in the in the performance of the Parking Contract. 3) Incentive Parking Management Fee- Annually, the EDIC/BRA shall pay the selected Proponent an Incentive Management Fee (“Incentive Fee”) calculated as follows: a) Gross Revenue – Base Revenue = Incremental Revenue b) Incremental Revenue – Incremental Expense = Basis Incentive c) Basis for Incentive x Incentive Percentage = Incentive Fee Page 32 EXHIBIT B PARKING FEE PROPOSAL Proponent Name:_____________________________________ For the purposes of calculating the Incentive Fee: Gross Revenue = All monies received for the use and occupancy of the Parking Facilities. Base Revenue = Budgeted Revenue agreed upon by EDIC/BRA and selected Proponent Incremental Revenue - The selected Proponent shall use innovative programs to generate new parking revenue above Base Revenue resulting in higher Gross Revenues Incremental Expenses – The amount of expenses the selected Proponent incurs in order to put these innovative new revenue programs into place Base Incentive = Incremental Revenues less Incremental Expenses Incentive Percentage = The percent of Base Incentive the selected Proponent expects to be paid as an Incentive Fee Page 33 EXHIBIT B PARKING FEE PROPOSAL Proponent Name:_____________________________________ Exhibit B - Parking Management Fee Proposal Parking Garage, Meters & Parcel C-1 # of spots 269 290 Tremont Commercial St St 2062 252 BASE FIXED PARKING MANAGEMENT FEE * 100 Fulton St TOTALS 126 2540 Fixed Base Amount determined by Proponent Budgeted FY17 Base Revenue $5,490,000 $2,520,000 $763,000 $435,000 $9,208,000 Annual Fixed Base Management Fee * $ $ $ $ $ Monthly Fixed Base Management Fee * $ $ $ $ $ OPERATING EXP. REIMBURSEMENTS ** INCENTIVE PARKING MANAGEMENT FEE *** ACTUAL amounts Reimbursed by EDIC/BRA based on approved Budget Incentive Fee determined by Proponent Incentive Fee % * This is purely profit, no overhead included ** All Operating Expenses will be reimbursed at the ACTUAL cost *** Based on innovative programs the selected Proponent will implement to increase Gross Parking Revenue, what is the amount of Incentive Fee the selected Proponent expects to earn If the number of parking spots increase or decrease during the term of the Contract, the fees will be revised proportionally Any increase in parking rates will not be included in the calculation of Incentive Fee ________________________________ Name of Proponent ________________________________ Authorized Signature Title ____________________________ Address _________________________ Page 34 PARKING MANAGEMENT SERVICES EDIC Project # RE01 EXHIBIT C PARKING INFORMATION AND RATES 192 6 8 4 Page 35 PARKING MANAGEMENT SERVICES EDIC Project # RE01 EXHIBIT D STATEMENT OF QUALIFICATIONS All questions must be answered and the data given must be clear and comprehensive. This statement must be notarized; if necessary, questions may be answered on separate attached sheets. The Proponent may submit any additional information they desire. 1. Name of Organization: _____________________________________________________ 2. Address: ____________________________________________________________________ 3. Telephone: _____________________________________________________ 4. FAX Number: _____________________________________________________ 5. How many years has your firm been in business under this name? ____________________ years 6. Is your firm registered with the Commonwealth of Massachusetts? Yes _______ No 7. Employee Identification Number _________________________________________________ 8. General character of the work performed by your organization: 9. Have you ever defaulted on a management agreement? Is so, where and why? 10. Experience in work similar in importance, type, complexity as covered by this RFP: Page 36 11. Background and experience of the principal members of your organization, including officers: 12. Will you, upon request, fill out a detailed financial statement and furnish any other information that may be required by the EDIC or the BRA? 13. Do any principals of your organization owe the City of Boston or Commonwealth of Massachusetts any monies for incurred income, real estate taxes, rents, water and sewer charges or other indebtedness? 14. Are any of the principals of your organization employed by the BRA, EDIC or the City of Boston? If so, in what capacity? (Please include name of agency or department and position held.) 15. Were any of the principals ever the owners of any property upon which the City of Boston or Commonwealth of Massachusetts foreclosed for his/her/their failure to pay real estate taxes or other indebtedness? Dated at _______________ this ________ day of _______________________, 20___. ______________________________ (Name) By: ___________________________ Title: __________________________ Page 37 PARKING MANAGEMENT SERVICES EDIC Project # RE01 EXHIBIT E CERTIFICATE OF AUTHORITY MEETING OF BOARD OF DIRECTORS __________ ______, 2016 At a meeting of the Directors of the___________________ duly called and held at ______________________ on the _____day of ________________ , 201__ at which a quorum was present and acting, it was Voted, that _______________________________ the ________________________________________________of the corporation is hereby authorized and empowered to make, enter into, sign, seal, and deliver, in behalf of this corporation contracts for Parking Management with Economic Development and Industrial Corporation of Boston and the Boston Redevelopment Authority. I do hereby certify that the above is a true and correct copy of the record, that said vote has not been amended or repealed and is in full force and effect as of this date, and that _________________________________________ is the duly elected _______________________________________ of this corporation. ___________________________________ Attest: ___________________________________ Clerk or Secretary of the Corporation (If Corporation, Affix Corporate Seal) Page 38 PARKING MANAGEMENT SERVICES EDIC Project # RE01 EXHIBIT F CERTIFICATE OF TAX AND EMPLOYMENT SECURITY COMPLIANCE Pursuant to Massachusetts General Laws Chapter 62C, §49A1, and Chapter 151A, §19A (b)2, I ______________________________________________ (Name) ________________________________________________________________________________ (Title) (Name of Proponent) whose principal place of business is located at ________________________________ ______________________________________, do hereby certify that: A. The above-named Proponent has made all required filings of state taxes, has paid all state taxes required under law, and has no outstanding obligation to the Commonwealth's Department of Revenue. B. The above-named Proponent/employer has complied with all laws of the Commonwealth relating to contributions and payments in lieu of contributions. Signed under the penalties of perjury this ______ day of ______________, 20_____. ______________________________ __________________________________ Federal Identification Number (Name) By: _______________________________ Title: ______________________________ 1 "No contract or other agreement for the purpose of providing goods, services or real estate to any... agencies (of the Commonwealth) shall be entered into, renewed or extended with any person unless such person certifies in writing under penalties of perjury, that he has complied with all laws of the Commonwealth relating to taxes." 2 "No contract or other agreement for the purpose of providing... physical space to any agency or instrumentality of the Commonwealth shall be entered into, renewed or extended with any employer unless such employer certifies in writing under penalties of perjury, that said employer has complied with all laws of the Commonwealth relating to contributions and payments in lieu of contributions." Page 39 PARKING MANAGEMENT SERVICES EDIC Project # RE01 EXHIBIT G: NON-COLLUSION AFFIDAVIT State of................................) County of.............................) ________________________________________________, being first duly sworn deposes and says that: 1. He/she is (owner, partner, officer, representative, or agent) of _____________________________________________, the Proponent that has submitted the attached Proposal; 2. He/she is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal; 3. Such Proposal is genuine and is not a collusive or sham Proposal; 4. Neither the said Proponent nor any of the officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Proponent, firm or person to submit a collusive or sham Proposal in connection with the Contract for which the attached Proposal has been submitted or to refrain from bidding in connection with such Contract, or has in any manner, directly or indirectly sought by agreement of collusion or communication or conference with any other Proponent, firm or person to fix the price or prices in the attached Proposal or of any other Proponent, or to fix any overhead, profit or cost element of the Proposal price of any other Proponent or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the Boston Redevelopment Authority or any person interested in the proposed Contract; and Page 40 5. The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Proponent or any of its agents, representatives, owners, employees, or parties in interest, including this affiant. (Signed) __________________________________ __________________________________ Title Notary: Subscribed and sworn to before me this _______day of ____________, 20_____ ____________________________________ ____________________________________ Title My commission expires: Seal Page 41 PARKING MANAGEMENT SERVICES EDIC Project # RE01 EXHIBIT H SAMPLE PARKING CONTRACT Please NOTE: The Sample Parking Contract will be issued as an Addenda Page 42 PARKING MANAGEMENT SERVICES EDIC Project # RE01 EXHIBIT I SAMPLE MAINTENANCE MANUAL CENTRAL PARKING GARAGE STRUCTURE 12 DRY DOCK AVENUE, BOSTON, MA RAYMOND L. FLYNN MARINE PARK Page 43 SAMPLE - RLFMP PARKING GARAGE MAINTENANCE MANUAL BOSTON, MA This manual is intended to provide the owner and/or operator with guidelines for maintaining a parking garage at a satisfactory level of service. Practices and procedures considered essential to the prevention of equipment failures and premature deterioration on the concrete structure are discussed along with other aspects of maintenance that involve cleaning or repairs. While the maintenance requirements of many parking garage elements are similar to their counterparts in other building types, the frequency of required attention may be different due to more severe exposure conditions. The terms “housekeeping”, “preventive maintenance” and “maintenance” are used with the following meaning in this manual. “Housekeeping”, as the word implies is a general cleaning and maintaining of the facility. It deals primarily with those every day or occasional tasks, which may be performed by general personnel. With regularly scheduled housekeeping, maintenance and preventive maintenance tasks, may be accomplished much easier. The term ‘preventative maintenance” is generally used to specifically denote those tasks that are designed to prevent the need for major repairs at some future time. In general, the term “maintenance” is used to refer to all tasks required to maintain a facility at satisfactory levels of service including cleaning, lubrication of mechanical parts, paint and surface coating, minor repairs and other maintenance tasks. Repairs are typically recommended by an engineer specializing in parking structures or the equipment supplier. In the following section (Recommended Maintenance Program) a checklist provides a recommended frequency and minimum frequency for many maintenance items. The text indicates the activity typically associated with each item. Where appropriate, each chapter is divided into three categories: housekeeping, preventive maintenance, and repairs. Many of the items on the checklist are simply condition inspections and performance testing. If abnormalities are found during the inspection, appropriate corrective action should be implemented. Some of the items are related to the appearance presented to the public, some are related to safety, while others pertain to preventive maintenance that will help avoid costly future repairs. Preventative maintenance is usually more cost effective than reactive repairs and certainly less disruptive to operations. What are some of the consequences of deferred maintenance? Failure associated with some operational features such as lighting, parking equipment or security-monitoring devices are relatively easy to correct and may only cause inconvenience or loss of revenue. Deferred structural maintenance can lead to serious deficiencies that, in an extreme case, may result in partial collapse of the structure. Premature deterioration of concrete floors is costly-both in repairs and revenue loss, while repairs are underway. In multi-purpose structures where parking is integrated with other building uses, deterioration of parking floors could affect the integrity and use of the entire structure. In addition to the operational and structural consequences of neglected maintenance, there may be serious legal consequences. Where there is a code or regulatory violation, the owner or operator responsible may be held liable for damage or injury that may result. Depending on state law, a code violation resulting in damages or injury may have the effect of imposing a strict concept of negligence. In extreme cases, involving violations of fire or building codes, personal criminal liability may be imposed. A comprehensive maintenance program requires an adequate budget established to support the maintenance program. This budget should be on an annual basis, beginning with the first year of operation. Major items, such as the reapplication of protective concrete sealers and sealing of joints in the concrete, occur at intervals of several years and must be anticipated in the maintenance budget. In summary, a comprehensive maintenance program of housekeeping, preventive maintenance and repairs is Page 44 required and must be tailored to the given parking garage. The specific program for a given structure will depend on many factors including design detail, quality of materials, construction quality and exposure conditions. It will prove beneficial to employ an engineer experienced in parking to develop a cost-effective maintenance program. To function at required performance levels, all elements of a parking garage need periodic maintenance, as does any other building or piece of equipment. RECOMMENDED MAINTENANCE PROGRAM AND CHECKLIST The recommended maintenance program that is outlined in the following checklist, text and in the appendix is intended to cover most typical aspects of maintenance including those related to cleaning, safety, equipment, and structure. For convenience, the maintenance program is divided into the following descriptive sections and listed alphabetically: These are: 1) Cleaning 2) Doors and Hardware 3) Electrical Systems 4) Elevators 5) Landscaping 6) Painting 7) Parking Control Equipment 8) Plumbing/Drainage Systems 9) Roofing and Waterproofing 10) Security System 11) Signs/Graphics 12) Snow and Ice Control 13) Structural System The checklist that follows is intended as a guide to many of the items in a parking garage that should be checked and maintained at regular intervals. Following the checklist is text that amplifies and/or explains the typical tasks that are recommended. 1. CLEANING Included in this section are discussions of: Sweeping Floors Washing Floors Trash Pick-up Windows Other Cleaning: Walls Elevators Public Areas Rest Rooms Parking Control Equipment HOUSEKEEPING Cleaning relates to the appearance of the parking garage and the resulting image that is portrayed to the public. Some items can cause problems if neglected. For example, trash can clog drains and result in flooding, and trash left on stairs or landings may result in liability for any resulting personal injury. In part, the suggested frequencies of cleaning are based on the concept that people have fewer tendencies to litter in a clean, neat environment than in an environment that is already messy. A clean, well-kept parking Page 45 garage promotes a good reputation and invites people to return and use the facility again. Often the increased revenue more than offsets the cost of keeping the facility clean. One of the most frequently overlooked aspects of parking garage maintenance is proper floor cleaning. It is recommended that all parking floor areas, including curbs, be swept weekly, but no less often than monthly. Sweeping can be done either with hand brooms or mechanized sweepers designed for parking garages. Between sweeping, it is desirable to pick up any litter daily. Expansion joints should be cleaned periodically of debris. Grease and oil drippings from cars build up at parking spots as well as entrance and exit lanes. These grease buildups should be removed with appropriate degreasers such as an industrial detergent. A minimum of twice a year is recommended. Large oil spots should be cleaned. With membrane waterproofing, the degreaser should be tested to assure that it will not harm the membrane. Some floor areas should have daily cleaning by sweeping or mopping. These include lobbies or waiting areas, toilet rooms, cashier booths, offices, elevators, and entrance and exit lanes. Stairs should be cleaned on the same frequency as she parking areas and more frequently if they are heavily used. Heavily used stairs should be checked daily for trash and swept at least weekly. Windows in cashier booths and lobbies should be washed daily. Other windows such as those in office areas, lobbies, stairways, elevator cabs or elevator shafts, should be washed at a frequency of once a month to once a quarter, depending on their condition and accessibility. Other areas that need to be cleaned on a regular basis include walls in restrooms, walls in elevator cabs, and walls in other areas used by the public. Trash cans should be emptied regularly, preferably daily. Stair handrails should also be cleaned, preferable each time the stairs are swept. Parking control equipment should be cleaned weekly. After cleaning, the control housing equipment should be waxed to protect against corrosion. In many situations, the use of a large trash receptacle (dumpster) provided by a scavenger service may prove desirable. PREVENTIVE MAINTENANCE In addition to sweeping, a semi-annual wash down of the parking floors with a high pressure high volume water hose is recommended for all climates. In areas where salt is used to melt snow and ice, it is especially important to wash the floors in early spring. This recommendation is also important in coastal salt water areas. Sweeping should precede the wash down. More frequent washing of high traffic areas such as entrance lanes and main driving aisles is desirable and in cold climates may be performed during winter whenever moderate temperatures occur. In cold climates, if moderate temperatures do not occur, then squeegee or brooms should be used to remove salt laden slush or water. Before and after washing the floors, all drains should be checked to see that they are functioning properly. Sand washed off the floors can clog drains. Temporary burlap or straw filters may be used to prevent sand from getting into drains, but those temporary filters must be removed immediately after washing. In some structures where salts have induces structural deterioration, it m ay be advisable to minimize the amount of water that is added to the structure. High-pressure water may be used for removing grease spots on the floor slab when care is taken to avoid damage to joint sealant material. Particular care should be given to frequent and regular cleaning of the tracks or grooves in elevator door sills. These tracks are in both the elevator cab door sill and each landing door sill. Dirt in these tracks can cause the elevator doors to malfunction. Page 46 A cleaning program should be established for the facility that allows personnel to perform required cleaning tasks on a scheduled basis. 1. DOORS AND HARDWARE Included in this section are discussions of: Pedestrian Doors Vehicle doors HOUSEKEEPING Many varieties of pedestrian and vehicle access doors are used in parking garages. Their use is related primarily to safety, security and building code requirements. Doors also are used for temperature control of heated or air conditioned spots. Pedestrian doors include those in bridges, stairways, lobbies, offices, and other occupied areas. It is recommended that all doors be checked at least weekly to see that they operate properly. The check of doors and hardware should include latch sets, panic hardware, door closers, hinges, socks, mechanized opening and closing equipment, and tracks on sliding, rolling or overhead doors. When a malfunction is noted, it should be corrected to maintain the safety and security of the parking garage. Pedestrian doors that are blocked open may reduce safety and/or security of the parking garage. Blocking open such doors may violate local fire or building codes and could be the basis for civil damage suits or criminal liability. Similarly, failing to maintain secure measures could lead to a successful negligence action if the failure contributed to an assault. PREVENTATIVE MAINTENANCE Doors and hardware require lubrication at regular intervals. Lubrication should be scheduled in accordance with the manufacturer’s recommendations but at least semi-annually. Painting also should be part of the preventive maintenance program. 3. ELECTRICAL SYSTEMS Included in the section are discussions of: General lighting Exit lights Emergency lighting Distribution panels and conduit Emergency power Contractor Switches HOUSEKEEPING Operating a parking garage properly requires sufficient lighting and electrical power to ensure that users can move easily and securely within the facility. The most common problem with lighting is burned out lamps and ballasts. EDIC Lamps should be replaced regularly, either when needed as shown by regular inspection or by scheduled replacement based on anticipate lamp life. Replacement lamps and ballasts should be stocked. Operating controls for lighting such as time clocks and photocells should be checked monthly and maintained as required. Time clocks may have to be reset monthly, especially in northern latitudes, to account for seasonal changes in dark hours if they are not coupled to photocells. Pedestrian “exit” lights should be visually checked daily. Battery pack powered emergency light units are Page 47 generally located close to “exit” lights and may be checked at the same time. Most battery packs have a visible status indicator light that requires only a glance to see if the unit working. Some battery packs have test buttons that should be pushed at regular intervals to verity working condition. Battery packs should be maintained according to manufacturer’s recommendations. Internally illuminate signs are covered in Section 13 of the document, however, provisions for general lighting in this section also apply to sign lamps. Electrical metallic conduit exposed to water leaks should be protected from potential rusting problems. Damaged conduit, or that which is not well supported, or shows exposed wiring, should be replaced, and supports installed. Electrical outlet should be working, with cover plates attached. PREVENTIVE MAINTENANCE Annual inspection of all electrical distribution panels is good practice. Damaged or corroding panels should be repaired, cleaned repainted or replaced as needed. It may prove beneficial to have the lamping system evaluated every five years by a qualified engineering consultant to determine the adequacy of lighting levels. Inspection and maintenance of the emergency power supply is best performed by qualified people operating under an annual maintenance contract. 4. ELEVATORS HOUSEKEEPING All lights, including ceiling and indicator lights, both inside and outside the cab should be checked daily and replaced as required. Emergency lighting, which is required by most current codes, should be checked daily. The elevator cabs should be maintained in a clean, neat manner to help encourage people to return to the facility. A discussion on cleaning is given in Chapter 1. Cleaning of windows within the elevator shaft requires safety precautions, and may require involvement of elevator maintenance personnel. PREVENTIVE MAINTENANCE Preventive maintenance is essential for proper operation of elevators and their associated hardware. Additionally, the American National Standard Safety Code of Elevators requires periodic safety checks and maintenance services for all elevators, shafts and hardware. Local building codes may have more stringent requirements. The frequency of the checks will vary with the type of equipment required and intended use. Water accumulation is the most frequent cause of elevator equipment problems. Leakage into the elevator shaft or equipment room should be corrected as soon as it is discovered. Elevator pit sump pumps should be checked periodically to ensure proper operation. Pumps and elevators pits should be cleaned as required. The equipment rooms should also be monitored to ensure the heating and ventilation systems are operating properly. Allowing the equipment to become too hot or too cold may result in improper operation. It is often more economical that elevator equipment be placed under a service contract with a reputable elevator service company than having properly trained in-house staff. It may also serve to relieve the owner of potential liability of possible damages caused by improperly maintained equipment. REPAIRS Repairs to elevator equipment should be performed by an elevator service company. Repairs to other elevator related items such as heating and ventilation and sump can be handled in-house, if properly trained Page 48 staff is available, or contracted out on an as-needed basis. 5. LANDSCAPING – By BPDA 6. PAINTING INTRODUCTION Included in this section are discussions of: Metals Stall Stripping Concrete/Masonry Touch Up Repainting Painting serves several purposes: ● ● ● ● Protection of metals against corrosion and resulting loss of structural capacity, Enhancement of appearance Safety Information HOUSEKEEPING Painted elements that are operations or safety related should be inspected monthly to verify they are fulfilling their intended purpose. This group of painted elements includes parking space striping, curb delineations and painted signs. When the paint is faded, soiled or worn away, then cleaning or repainting should be done. Parking space striping is a basic element of all parking garages. Parking space stripes should be repainted whenever the paint stripes fade or deteriorate. It is recommended that when changing the striping, the old stripes be removed completely by shot blasting rather than painting over. Painting over old stripes usually results is two sets of strips being visible ad thereby confusing the user. Gravity fed painting for stall striping tends to last longer than sprayed paint. The type of striping paint must be compatible with the parking surface. For example, water based paint will not adhere to a concrete surface which has been treated with a water repellant such as silkane or siloxane sealers. Painting of curbs is usually safety related. Curbs should be repainted more frequently than other elements. Semi-annual is recommended. PREVENTIVE MAINTENANCE All painted surfaces should be inspected to determine their condition, and small rust spots that are observed should be cleaned and touched up. Complete repainting should be done as may be required by the elements, type of painting and exposure conditions. Most painted surfaces in parking garages will need repainting at intervals of 3 to 7 years. Paint as a protective coating depends on its adherence to the underlying surface. Therefore, before painting any surface, it is extremely important to properly clean and prepare that surface. Preparation for painting may include removal or rust, removal of previous coats of paint, application of caulking or sealant, waterproofing concrete or masonry or other preparation appropriate to the surface and exposure conditions. Paints should be carefully selected to be appropriate for each particular application. Page 49 Handrails and guardrails serve safety related functions. They should be inspected and painted at intervals as required to ensure retention of their structural capacity. Regular painting of exposed metals such as doors, door frames, pipes, and pipe guards helps to prevent corrosion and provides pleasant and well kept appearance. Metal pan stairs must be inspected and painted on a regular basis. The painting of interior or exterior concrete and masonry is usually done for appearance. Some masonry paints also serve as waterproofing. At regular intervals, these elements should be repainted. Some of the new anti-graffiti paints are effective for that purpose and should be considered when graffiti is or may be a problem. Some metals such as anodized aluminum and stainless steel do not require painting. Galvanized steel surfaces do not initially require painting. However, because the galvanizing is superficial, under some exposure conditions, cleaning and painting may be required to maintain the corrosion protection as the surfaces age. 7. PARKING CONTROL EQUIPMENT INTRODUCTION Included in this section are discussions of: Operation checks Preventative maintenance Emergency service Inventory of parts HOUSEKEEPING The proper functioning of all parking control equipment should be checked at least once each day. Ticket stocks in ticket dispensers must be replenished as appropriate for each dispenser Cleaning of the exterior of the parking control equipment is discussed in Section 1, Cleaning. PREVENTIVE MAINTENANCE A preventive maintenance program should be implemented to minimize breakdowns. A service agreement with the parking equipment supplier is recommended. This agreement should include regular preventive maintenance service, as well as emergency service. Quick response to calls for emergency service, as well as local availability of replacement parts should be considered when selecting a service firm. Consideration also should be given to special training for in-house staff to take care of preventive maintenance and most emergency situations. Copies of operation and service manuals for all equipment in the facility should be kept on hand for easy reference. It is desirable to establish a log of maintenance and service work done on each piece of equipment. It is prudent to maintain an inventory of critical replacement components so that equipment can quickly be repaired. REPAIRS Repairs of parking control equipment are best taken care of by personnel specifically trained for that equipment. These may be in-house staff or an outside organization Page 50 8. PLUMBING SYSTEM Included in this section are discussions of: Water Supply-Sanitary facilities Washdown Irrigation Water Heater Sanitary Plumbing Storm water drainage Fire Protection Sprinklers Standpipes Fire Pumps Hose Cabinets Fire Extinguishers HOUSEKEEPING Hose cabinets and hoses, while required by some local authorities, are often targets for vandalism. Consequently, they should be checked often for damage and replaced if necessary. PREVENTIVE MAINTENANCE The water supply piping for sanitary facilities, e.g. toilets, washbasins, mop sinks, are generally protected against freezing and usually require only a periodic check for leaks and working order. The piping for wash down and irrigation if exposed to freezing temperatures in the winter must be drained each fall, in addition to periodic checks. If there is a water heater, it should be checked and flushed annually. A check of sanitary pluming can be done at the same time the water supply is checked. The most extensive plumbing in a parking garage is the storm water collection and drainage piping system. Neglect of the system can have expensive consequences. Floor drain inlets and basins must be kept clear of rubbish and sediments to prevent clogging and ponding. Drains at the lowest floors may have backwater valves that should be checked for operation. When washing down the floors, temporary filters of burlap may be put over the drain inlets to keep them clear. Periodically, especially before and after washdowns, sediment basins and traps must be checked to ensure continued proper function. Sump pumps, pump motors and control switches should all be checked for proper operation. Fire protection sprinklers used in parking garages are usually dry systems. Equipment for the sprinklers include an air compressor, dry pipe valve, alarm devices tamper switches and test drains. Inspection and servicing should be performed only by qualified people. If the system is wet, or always charged, similar checks must be made. Sprinkler heads must be checked for operation and freedom from corrosion. Fire standpipes in parking garages are usually dry. They may be interconnected and are supplied through a Siamese pumper connection at street level. The connections should be checked periodically for lubrication and damaged threads. Dry systems should be left dry and unclogged after each use. Wet systems and fire pumps must be checked and maintained by qualified people. REPAIRS All plumbing and fire protection repairs should be performed by qualified plumbers and fire systems Page 51 installers in accordance with local codes and ordinances. If a sump pump is removed for maintenance, even if for “just a few hours”, a working replacement should be installed. Just a few hours could become several days, and rainwater runoff could flood various areas with no working pump. 9. ROOFING AND WATERPROOFING The comments and information in this section are intended to apply to many different types of waterproofing applications that may occur in a parking garage. The common waterproofing applications include: Roofing Joint sealant at construction joints, control joints and cracks in floors and walls. Expansion joints in floors and walls Sealant at doors and windows. Coating on basement walls and block walls. Rubber window gaskets. Membrane waterproofing system on floors. Membrane waterproofing system on basement walls. Nearly all of these waterproofing systems have finite life spans. The elastomeric materials used for joint sealants and some expansion joint commonly have a life expectancy of five or more years. Those materials in areas exposed to direct sunlight will often have a shorter life than in areas not exposed to direct sunlight. HOUSEKEEPING It is recommended that all areas of the parking garage be inspected for water leakage monthly, and in no case less than semi-annually. Inspection for leaks through parking decks also should be performed during garage washing or hosing down of the parking decks. Also checks should be made when snow is carried in by automobile melts. PREVENTIVE MAINTENANCE Elastomeric traffic-bearing membranes should be patched immediately following the manufacturer’s recommendations when visual inspection indicates ripping, tearing, excessive wear or bubbles. Spot maintenance repairs may be a more economical until approximately 30 percent of the membrane area needs repair. However, leaks may require inspection by a qualified parking/engineering consultant to determine the cause and replacement should be considered. Repairs to waterproofing systems should if possible, be made from the water source side of the deck or wall. 10: SECURITY SYSTEMS INTRODUCTION Included in this section are discussions of: Audio Monitoring Call for assistance buttons Closed circuit television Elevator cab communications Alarms-Cashier Booths Doors Elevators Page 52 HOUSEKEEPING It is recommended that all parts of the security system be checked daily, but no less often than weekly, to verify that all parts of the system are operating properly. Any deficiency should be corrected immediately. Security systems that are commonly used in parking garages include the following: ▪ ▪ ▪ ▪ ▪ ▪ Audio monitoring devices - may be located in stairs, elevator cabs, and/or parking areas. Both the monitoring devices and the sequencer/listening stations should be checked. Two-way audio systems that may be incorporated with the audio monitoring system and/or activated by “call for assistance buttons” placed at elevator cabs, stairways and/or other locations. Telephones in elevator cabs, cashier booths, or other locations. Alarms in elevator cab, cashier booths, and offices. Alarms or other warning devices on stairway doors to indicate that they have been opened and/or are not closed properly. Closed circuit television in special areas or throughout the parking garage. PREVENTITIVE MAINTENANCE AND REPAIRS Preventative maintenance and repair of security equipment is best left to those specially trained for the specific equipment. Elaborate systems such as closed circuit TV coupled with audio monitoring merit a service contract to help assure quick response of repair personnel when needed. 11. SIGNS (GRAPHICS) Included in this section are discussions of: Illuminated signs (internal and external) Non-illuminated signs Graphics painted on walls, beams etc. The signs inside and outside any parking garage play important roles directing and informing the users. These signs may include illuminated graphics or other graphics painted or mounted on walls, posts, floors, beams, columns or ceilings. HOUSEKEEPING It is recommended that all mounted sign be checked daily to verify that they are in place and visible for proper functioning. Most illuminated signs such as “full” signs, fee indicators and exit signs should be checked daily. Replacement, repainting or cleaning should be done as required to maintain all signs and graphics in a clean and legible condition. MAINTENANCE Quarterly, the paint or facing material should be examined for deterioration and dirt. See also Section 1, Cleaning Graphics painted or otherwise applied on floors should be carefully inspected twice annually to determine their legibility to the motorist. Dirt, oil, etc. should be removed and the graphic replaced as needed. Page 53 12. SNOW AND ICE CONTROL Included in this section are discussions of: Snow Plowing/Removal Ice Control HOUSEKEEPING As a rule of thumb, snowplow vehicle axle weight should be kept below 4,000 pounds to avoid overstressing the parking garage. Good practice dictates checking with the garage designer to ensure that the intended vehicle is not too heavy. The snowplow blade must not be allowed to damage the concrete floor, sealants, toppings, or expansion joints. A heavy rubber blade edge may be fitted to the bottom of the plow’s steel edge, with plow shoes adjusted to keep the steel plow edge at least one half inch above the floor. A snow broom attachment to the plow may be useful for light snowfalls. Snowfall sufficient to hamper parking operations should be removed. When snow is packed down by car tires, it becomes slippery and can become a hazard. Snow may be plowed to predetermined locations on the garage and simply left to melt, or it may be removed from the structure by a small front-end loader like a “Bobcat”, or by a heavy-duty snow thrower. Provisions such as gates can be provided in the exterior spandrels to make sure snow is dumped from the structure in a designated area and removal facilitated. If the snow is dumped over the side, avoid damaging the walls, panels, connections, sealants or other elements. Reasonable and prudent measures should be used to avoid personal injury or property damage during snow removal operations. Snow dumped over the side may be left on the ground if space allows. Care must be exercised not to pile on or against another structure or obstruct signage distance or emergency access or cause damage to existing landscaping. In congested areas, or by local ordinance, snow removal away from the garage may be required. Removal may have to occur during specific hours. If the snow is left in piles, avoid overloading the floor slab beyond its design load. Piles should not be located where snow melt will flow across driving aisles. Melted water may refreeze at night, leaving ice patches in the aisle. Frozen chunks dropping from vehicles should be disposed of daily. Snow melt from the roof running into a shallow area may freeze and cause slick areas. The areas should be treated with sand. Ice buildup may be controlled by using heated sand or a mixture of sand and salt. Do not apply deicing chemicals containing chloride directly to concrete unless absolutely necessary. Small amount of salt (3 to 6% by weight) added to sand can be effective at increasing traction and facilitating ice melt. Apply the sand/salt mixture to concrete only as needed and flush the deck with a high power wash as soon as weather permits. A fire hose or 1 ¼” hose are recommended: garden hose volumes are insufficient. Drains should be protected against runoff-related sand accumulation during ice control operations. Temporary burlap or straw filters should be used to prevent drain and piping from clogging. 13. STRUCTURAL SYSTEM Included in the section are discussions of: Floors Expansion Joints Page 54 Control Joints Construction Joints Stair and elevator towers Beams, columns and walls The structural system is the main part of any parking garage and usually represents the largest portion (up to 2/3) of the construction investment. Protection of that investment requires an adequately budgeted program of regular inspection and preventive maintenance. Deferred maintenance leads to costly repairs. Certain precautions during construction also can improve performance of the structure. Drainage, concrete quality control, crack control and proper sealant detailing are key items. Common to all systems is steel, whether in the form of concrete reinforcement or of structural shapes. Unless protected, steel will corrode (rust). Corrosion of the steel can weaken the garage structure - at time seriously. There have been cases where a car has broken through a floor, or where part of a garage has collapsed because corrosion weakened the reinforcing steel in the garage. In the typical garage, the floor surface is subject to the most sever conditions of load, wear and exposure. The floor, containing steel reinforcement, construction joints, expansion joints, joint sealants, electrical conduit and electrical junction boxes may also have sprinklers, drain piping and signs suspended from it. The above elements plus the application of deicing salts combine to make the floor susceptible to premature deterioration if not properly drained, sealed and maintained. Types of deterioration which tend to occur in a concrete floor are spalling, cracking, leaching, scaling and joint deterioration. Spalling, leaching and scaling may be controlled, or at least reduced by good concrete quality control during construction and by the periodic application of a high quality sealer. Floor slabs at the entrance lanes receive the most exposure to deicing salts; next come gutter lines adjacent to walls and curbs. Areas where cars turn to change direction are subject to heavier wear than other floor areas. Such areas should be more closely monitored for deterioration and treated promptly. Regardless of care taken during construction, garage floors often have some areas where water collects into ponds. Deicing salts will collect with the water, making the floor in these pond areas more susceptible to salt penetration. If ponds form over floor joints, possibilities for deterioration are especially great. Areas where ponds tend to form should be checked after each rain or snow, and the ponds eliminated by sweeping or squeegeeing. Cracks in concrete are not uncommon. The existence of a crack does not necessarily mean that the structure is in structural danger. Cracks are generally serious when they occur in a pattern or frequency that is not considered typical for the structural member. Cracks are also a problem when they allow water leakage and subsequent contamination of the concrete and accelerated corrosion of embedded reinforcing. The extent and nature of cracking is influenced by design details, construction methods and quality. Cracking generally results from three basic actions: Restraint of columetric movement, shrinkage of the concrete or structural behavior. Methods of sealing a crack to prevent or limit moisture penetration will depend on the cause of the crack and a prediction of what the crack will do in the future. Some crack repairs require restoration of the concrete into its original monolithic state; others can be sealed and left free to move. Some” joints” are designed and built into the typical garage to accommodate movement and shrinkage strains within the garage, (expansion isolation joints, construction joints and control joints). Expansion joint provide complete separation between sections of a garage and accommodate movements associated with temperature changes and long tern shrinkage. Expansion joints are generally detailed with a Page 55 flexible material meant to perform as a seal. Expansion joints must be checked regularly for damage and deterioration. Construction joints are located at predetermined points. These joints are typically cooled and filled with a flexible sealant, or may have cast-in-place water-stops to prevent leakage. Control joints accommodate cracking by creating a series of weakened planes at predetermined points in floors and walls. In recast parking structures such joint are tooled or formed in plastic concrete or saw cut in the hardened concrete and then filled with a flexible sealant to prevent water penetration. Sawing control cracks can only be permitted when completed promptly upon “set” of the concrete and prior to the formation of shrinkage cracks. If not done properly, saw cutting will not prevent shrinkage cracks from occurring. Thus actually two cracks are created through the cast-in-place concrete – the sawn crack plus the shrinkage crack. For precast pretopped parking structure, the joint between adjacent members become control joints and are sealed with a flexible sealant to prevent leakage. HOUSEKEEPING Key housekeeping concerns related to the structure are sweeping and trash pickup to prevent clogging of floor drains and floor drain cleaning. Equally important are wash-downs of the parking decks at appropriate times of the year as well as inspections by consulting engineers experienced in the design and maintenance of parking structures. PREVENTIVE MAINTENANCE Sealants used in joints do fail during service and must not be expected to last forever. Joint sealant failure occurs for several reasons: cohesion failure within the material itself, adhesion failure between the material and concrete and incorrect joint design. Joint sealants are also subject to abrasion, freeze-thaw, stress/deterioration and ultra-violet light induces sealant embrittlement. Sealant failures will impair the serviceability of the structure and create leakage. When joint sealants fail, a joint replacement and repair program should be scheduled. Joint sealant systems should be inspected at least twice a year to determine their condition. If a surface sealer was applied during construction as a surface water repellant, it should be reapplied as needed but typically every 3 to 10 years depending on the type of sealer and the amount of traffic. Frequent inspection and repair of damaged joint sealant and flashing between tower and garage helps to minimize leak-caused distress. Damage should be repaired soon after discovery. For extreme movement conditions, sealant replacement may be necessary, or the detail may need to be redesigned. Landings of stair and elevator towers may be exposed to deicing salt contamination to almost the same degree as the driving surfaces, and should be given the same frequency of inspection and maintenance. Deterioration also can affect beams, columns and walls, and is typically caused by salt-laden water leaking through joints from the floor above, by ponding water at columns or wall bases. or by salty ponded water being splashed onto wall and columns. To remove salt laden film and ponds from the structure, it is recommended that the structure be thoroughly washed down at least twice a year. Flush all floor surfaces (use a fire hose or 1 ¼” hose, garden hose water volumes are insufficient). Start from the roof and work down. Conduct such a wash down immediately after the spring thaw. Exposed structural steel elements such as metal decking, joists, beams, columns, lintels. Connections angels, bolts, pan stairs, guardrail and handrails must be regularly inspected for rust. Rust removal, cleaning, and touch up painting with corrosion resistant paint or zinc rich coating and complete repainting at regular intervals is required. REPAIRS The structural system is an important part of the total garage and needs the same regular care as so other parts of the garage. Beam and column distress can also be caused by restraint, excess load, inadequate Page 56 design or construction deficiencies. Neglect of structural maintenance needs can lead to major problems and high repair costs. Such repairs may include removal and replacement of unsound and deteriorated concrete and reinforcing steel, replacement of expansion joints, and the repair of structural cracks. Repair procedures for parking structures are beyond the scope of this manual. It is recommended that the owner secure the services of a qualified engineer experienced in parking structure restoration work for appropriate repair methods. In addition to primary costs, secondary costs from lost parking revenues during garage repair can be substantial. Page 57 PARKING MANAGEMENT SERVICES EDIC Project # RE01 EXHIBIT J SAMPLE - MAINTENANCE OF PRECAST PRESTRESSED CONCRETE PARKING STRUCTURES 1.0 INTRODUCTION All parking structures, regardless of type of construction, require maintenance. Ordinary housekeeping, such as sweeping, changing light bulbs and oiling fans, is only a small part of the maintenance required. Precast concrete parking structures require minimum but specific periodic maintenance and care. this document has been prepared to serve as a maintenance guide to owners and operators of precast, prestressed concrete parking structures. It is recommended that the design engineer present a maintenance procedures manual to the parking structure owner and operator prior to occupancy. 2.0 TYPES OF MAINTENANCE Maintenance which is required due to public use, weathering and traffic wear is divided into three categories: ● Housekeeping ● Preventive Maintenance ● Repairs 2.1 HOUSEKEEPING Housekeeping is usually performed by the parking structure operator and includes: ● ● ● ● ● ● ● ● ● ● Sweeping and trash pickup Window cleaning Elevator maintenance and cleaning Parking space restriping Lighting fixture cleaning and relamping Lavatory, office and waiting area janitorial services Graffiti removal Cleaning, repair and maintenance of signs Parking equipment and revenue control system maintenance Security systems check These duties fall to the parking structure operator because he generally has a primary interest in maximizing operating revenues and keeping operating expenses within budget while providing safe and convenient parking to attract the user. The housekeeping items listed above should be performed by the operator on a periodic schedule, as suggested in Table A. The following additional comments should be noted: Lighting fixtures lose much of their effectiveness due to dirt accumulation in the lens or clear covers. Therefore, it is recommended that all fixtures be cleaned annually, immediately following the spring wash down. Highly visible parking striping promotes centering of the parked car in the parking space, thus minimizing space overlap. Security systems must be checked frequently to ensure proper functioning at all times. Oil stains are generally not detrimental to the structure, but their removal improves facility appearance. Heavy stains may be slippery and hazardous. Page 58 2.2.1 PREVENTAITIVE MAINTENANCE General preventive maintenance is performed on a periodic basis and includes: ● ● ● ● ● ● ● ● A twice-a-year wash down Sealing cracks Reapplying of floor sealers and cleaning necessary for reapplication Maintaining sealants (caulking) Maintaining roofing and related sheet material Painting/repainting Maintaining masonry, including repointing and recaulking Tightening guardrail bolts and guardrail strand The owner has basic control over the durability of a parking structure. If the owner chooses to invest in durability features in the original construction, the future preventive maintenance and repair costs will be small. Therefore, it is prudent that the operator, be responsible for preventive maintenance and repairs to protect this investment. The preventive maintenance items listed are all necessary to preserve the owner’s investment. The following preventive maintenance schedule, when used diligently, will help in extending the parking structure’s useful life and minimize costly repairs. 2.2.1.1 SEMI-ANNUALLY A. Flush all floor surfaces (sue a fire hose or 1 ¼ hose; garden hose water volumes are not sufficient). Start from roof and work down. In de-icing salt areas, a spring flushing should be done immediately after the spring thaw. B. Inspect floor surfaces for excessive wear and cracking. Potholes should be patched and worn spots leveled with appropriate materials having concrete-compatible thermal expansion properties such as latex-modified concrete or a fast-setting patch mix. Cracks should be routed and sealed with a high quality sealant. If reinforcing steel or steel plates are exposed in the pothole, they should be cleaned of rust down to bright metal by sandblasting or power wire brushing, then coated with epoxy paint proper to patching the concrete. If potholes and exposed reinforcing steel increase from year to year, a consultant should be brought in for independent analysis and recommendations. C. Inspect floor expansion and control joints for deterioration, wear, or abuse) from snow plows, etc.) repair as required. D. Inspect and clean floor drains, and repair downspouts where required. E. Elastometic traffic-bearing membranes should be patched when visual inspection indicates ripping, tearing, and excessive wear. 2.2.1.2 ONCE EACH (SPRING) A. Inspect mortar joints, remove loose mortar, and repair with new mortar or a sealant. B. Inspect each sealant joint and replace sealant as required C. Inspect all structural connections and surrounding concrete area. Seal cracks with epoxy injection and/or clean out all loose concrete and rebuild with appropriate material. If the crack is a “moving” crack, an engineer should be consulted to determine if the crack has any structural implications. D. Inspect parapets and guardrails for impact damage and repair as required. Tighten rail bolts and strand guardrails. E. Inspect all elastomeric bearing pads. If the pads are deteriorating or if concrete is cracked in the vicinity of the pad and engineer should be consulted. Page 59 F. Check for rust. Clean and recoat all exposed metals with epoxy or zinc rich coating. Rust is usually an indication that moisture intrusion is occurring in the vicinity. 2.2.1.3 PERIODIC MAINTENANCE A. If a surface sealer such as polyurethane, epoxy or other sealing material was applied during construction as floor surface water repellant, it should be reapplied every 3 to 5 years. Areas of abrasion such as turns and acceleration areas may require reapplication more often. B. If a penetrating silane or siloxene sealer was applied, it should be reapplied every 7-10 years with reapplication more often in abrasion areas. C. Other elements to be inspected periodically in a parking structure are: ● Doors and hardware ● Stair rails ● Elevators ● Painting ● Plumbing system ● HVAC system ● Electrical system ● Landscaping ● Parking operating equipment ● Roofing and flashing ● Signs (Graphics) See Table B for inspection schedule. 2.3 REPAIRS Repairs are generally necessary due to the lack of a preventive maintenance program. Repairs may include parching of potholes, removal and replacement of reinforcing steel, floor slab overlays, replacement of expansion joints, and the replacement of bearing pads. Repair procedures for parking structures are beyond the scope of this brochure. It is recommended that the owner secure the services of a qualified engineer experienced in the parking structure restoration work for appropriate repair methods 3.0 PERIODIC CONDITION AUDIT It is strongly recommended that the parking structure operator retain an engineer experienced in parking structure design and restoration to periodically (e.g., once every three years) perform a condition audit of the parking structure. The deterioration of parking structures due toed-icing salts and ocean salts is a complex electrochemical phenomenon. Some remedial actions, such as overlaying a slab with an asphalt-wearing course without an underlying waterproof membrane, can actually accelerate the deterioration of a parking structure slab. An engineer with confirmed capability in restoration of parking structures would see potential problems that will not be apparent to the inexperienced or untrained person. Some parking structures operators have a “walkthrough” condition audit conducted by an independent consultant on an annual basis. Key ✹ Perform ▪ Inspect Page 60 TABLE A - Housekeeping Schedule Daily Weekly Semi Annually Annually ✴ Sweeping ✴ Trash Pickup ✴ Window Cleaning ✴ Elevator Cleaning ▪ Elevator Maintenance ✴ ▪ Parking Space Restriping ▪ ▪ Relamping ▪ ✴ ✴ Light Fixture Cleaning ✴ Floor Drain Cleaning ✴ Lavatory, Office Waiting Room Janitorial Services ✴ Graffiti Removal ✴ Graphics Cleaning ✴ Graphics Repair & Maintenance Parking Equipment Maintenance Security System Check ▪ ✴ ✴ TABLE B - Preventive Maintenance Schedule Inspect and Repair as Necessary Monthly Semi-Annually Annually Floor Wash-down ✹ Floor Potholes, Cracking Scaling ✹ Isolation Joints Joint Sealants Periodically ✹ ✹ Parapets and Guard Rails Bearing Pads ✹ Rust, Exposed Steel ✹ ✹ ✹ Floor Surface Sealer Doors & Hardware ✹ Stairs ✹ ✹ Plumbing Roofing & Flashing ✴ ✴ Remove Oil Stains HVAC Equipment As Required ✹ ✹ Page 61 ADDENDUM NO. ONE (1) DATED: December 15, 2016 TO: All Plan-holders/Interested Parties FOR: Request for Proposals Contract: Parking Management Services for BPDA Parking Facilities EDIC Project #RE01 Issued: December 12, 2016 This Addendum modifies, revises, amends and supplements all applicable sections: Item 1 – Page 6 – Section II – RFP Submission Requirements: RFP Calendar Pre RFP Submission Conference: 11:00am Wednesday, December 28, 2016 2nd floor Conference Room, 22 Drydock Avenue, Boston MA Proposals Due: 1:00pm Friday January 13, 2017 Item 2 - Page 14 - Section III - Description of Parking Facilities: A - BRA Facilities 2. --- Fulton and Cross Street- 126 spaces 3. --- 290 Tremont Street - 100 spaces This Addendum is hereby made a part thereof by reference, and shall be as binding as though inserted in its entirety in the RFP. Wherever portions of any Addendum are in conflict with a previous Addendum, the Addendum bearing the latest date shall govern. ADDENDUM NO. TWO (2) DATED: January 6, 2017 TO: All Plan-holders/Interested Parties FOR: Request for Proposals Contract: Parking Management Services for BPDA Parking Facilities EDIC Project #RE01 Issued: December 12, 2016 This Addendum modifies, revises, amends and supplements all applicable sections: Item 1 – Page 6 – Section II – RFP Submission Requirements: RFP Calendar Response to RFP Questions – by 5:00pm January 6, 2017 This Addendum is hereby made a part thereof by reference, and shall be as binding as though inserted in its entirety in the RFP. Wherever portions of any Addendum are in conflict with a previous Addendum, the Addendum bearing the latest date shall govern. ADDENDUM NO. THREE (3) DATED: January 6, 2017 TO: All Plan-holders/Interested Parties FOR: Request for Proposals Contract: Parking Management Services for BPDA Parking Facilities EDIC Project #RE01 Issued: December 12, 2016 This Addendum modifies, revises, amends and supplements all applicable sections: Item 1 – Page 6 – Section II – RFP Submission Requirements: RFP Calendar ACTION Response to 71 Questions received on RFP (will include a budget template) Sample Parking Management Agreement Issued (Exhibit H in RFP) Deadline for Questions on Sample Parking Management Agreement Response to Questions on Sample Parking Management Agreement DATE Proposals Due Friday, January 27, 2017, 12pm Noon Tuesday, January 10, 2017, 5:00pm Wednesday, January 18, 2017, 5:00pm Friday, January 20, 2017, 5:00pm Tuesday, January 24, 2017, 5:00pm This Addendum is hereby made a part thereof by reference, and shall be as binding as though inserted in its entirety in the RFP. Wherever portions of any Addendum are in conflict with a previous Addendum, the Addendum bearing the latest date shall govern. ADDENDUM NO. FOUR (4) DATED: January 10, 2017 TO: All Plan-holders/Interested Parties FOR: Request for Proposals Contract: Parking Management Services for BPDA Parking Facilities EDIC Project #RE01 Issued: December 12, 2016 This Addendum modifies, revises, amends and supplements all applicable sections: Item 1 - Response to Questions Please see attached spreadsheet - Addendum #4 Parking Management Questions/Answers Item 2 - Revised Exhibits to RFP Exhibit B to RFP (attached) - see orange highlights to fix transposition made in Exhibit C Exhibit C to RFP (attached in Excel) - see orange highlights to fix a transposition on Fulton/Cross Street surface lot Item 3 - New Exhibits to RFP Exhibit 1 Budget Template (attached in Excel) Exhibit 2 Additional Information on RLFMP Parking Facilities (sheets 1-4) This Addendum is hereby made a part thereof by reference, and shall be as binding as though inserted in its entirety in the RFP. Wherever portions of any Addendum are in conflict with a previous Addendum, the Addendum bearing the latest date shall govern. Exhibit B - Parking Management Fee Proposal Revised in Addendum #3 Please put your fee proposals in the yellow highlighted cells # of spaces 1) BASE PARKING MANAGEMENT FEE **Budgeted FY17 Base Revenue RLFMP Garage, meters & Parcel C-1 269 Commercial Street 290 Tremont Street Fulton / Cross Streets TOTAL 2062 252 100 126 2540 Fixed amount determined by Proponent $5,490,000 $2,520,000 $763,000 $382,800 $9,155,800 * Fixed Base Management Fee 2) OPERATING EXP REIMBURSEMENT 3) PARKING INCENTIVE FEE ACTUAL amounts reimbursed by EDIC based on approved Budget % Amount over Base Revenue and Rate determined by Proponent % of Revenue over Base Revenue ** Incentive Management Fee % Revisions have orange highlights *This is purely profit, no overhead included ** Budgeted FY17 Base Revenue is approximate; Base Revenue used to calculate Insentive Fee will be agreed upon prior to signing the Parking Management Agreement with the selected Proponent *** Revenue over base will not include any increase in revenue resulting from parking rate increases Please note: If the number of parking spaces increase or decrease during the term of the contract, the fees will be revised proportionally Addendum #4 Parking Management RFP - Questions/Answers Item Source # 1 12/28 meeting Question Is there a list of contracts with vendors? (Elevator for example) Yes, a list of vendors will be provided to chosen proponent. Parking Manager Responsibilities: Sargents Wharf - lot and sidewalk leading up to the surface lots and along with the Harborwalk 290 Tremont Street – Yes, lot and sidewalks. Parcel C1 - No, seasonal parking only (nonwinter months) Meters - N/A Fulton Street – Yes, lot and sidewalks RLFMP Garage - The Parking Manager is responsible for snow removal at the exits, entrances and roof Note: EDIC staff responsible for surrounding public walkways in RLFMP Revenue is deposited into the owner’s bank account Billing for monthly/other parking is performed by Parking Manager via PARIS software. Part of day to day garage management. Parking Manager is responsible for pressure washing, using BPDA equipment. Yes, but no decisions have been made to date. Parking Manager’s encouraged to make suggestions on improved, more efficient operation, increase revenue 2 12/28 meeting Should Snow removal be adding to Budget for RFP? 3 12/28 meeting 12/28 meeting 12/28 meeting Revenue? Owner Account or Operation? Billing Services? Is it a 3rd Party billing? Cleaning of Garage cost, should it be added on? 6 12/28 meeting Has new equipment been looked at? 7 1/3 email Republic 8 1/3 email Republic The RFP calls for us to "list of our parking management contracts during the last 5 years". Our company has hundreds of new parking contracts over the past 5 years. Would it be acceptable to provide a finite number of these, say 10? The RFP calls for all canceled contracts during the last 10 years? Can you please define canceled? Are you only looking for 4 5 Answer 10 current/recent contracts would be acceptable, preferably in the Boston and Greater Boston area Cancelled for cause only with an explanation. 1 9 10 1/3 email Republic 1/3 email Republic 11 1/3 email Republic 12 1/3 email Republic 13 1/3 email Republic 14 1/3 email Republic 15 1/3 email Republic contracts that were canceled for cause that did not run their full term? Please clarify how many copies of the Fee Proposal required for submission? Could you please send us an electronic copy of the excel file to use for submission? This would make it easier for completing the form, and please note that part of the language in the form was cut off in the PDF version of the RFP. a) Is parking enforcement of the parking meters a component of this RFP? b) If not, who performs enforcement? Could you provide any detail on event parking revenue generated on these lots? a) Please provide us detail on how event parking is currently managed in the garage and on the lots? b) Are the current operators using the gated revenue control systems to collect and monitor event revenues? Could you provide the number of transient tickets sold in the facilities for the past year? a) Could you provide us with the current staffing schedule? b) And, or, the current payroll expenses allocated for each location? One (1) hard copy Yes, excel copy of the Fee Proposal attached as Exhibit B Revised a) No b). Enforcement by Boston Municipal Protection Security (MPS) force. 2016 Amounts 290 Tremont Street - Approx.$80,000 Parcel C1 - N/A Fulton Street - N/A RLFMP Garage - $288.840 please see Exhibit 2 sheet #1 attached Event parking is managed through use of Amano prepaid equipment with supplemental staffing by Parking Manager as needed. See new Exhibit 2 sheet #3 Please see new Exhibit 2 sheet #1 a) yes for each facility - see below b) no Sargents Wharf- 24/7 with three 8 hour shifts; 1 person per shift 290 Tremont Street - 16/7 with two 8 hour shifts; 1 person each Parcel C1 - N/A Fulton Street - no staff RLFMP Garage: Position / Shift MGR / M-F 7-3 Super / M-F 8-4 Super / M-F 3-11 WD Maint / M-F 11P-7AM WE Maint / WE 11P-7AM WE Cashier / WE 7AM-3PM 2 WE Cashier / WE 3PM-11PM Please note: No BPDA/EDIC staff on site in any parking facility. 16 1/4 Laz email a) Is Fulton and Cross Street lot only monthly? b) If so is it required to be or is that subject to change 17 1/4 email Pilgrim Is the EDIC/BPDA proposing to pay Proponent for reasonably and accurately incurred expenses (1) up to the budgeted amount, (2) the complete budgeted amount, or (3) all appropriately incurred expenses in each line item of the budget, even if those costs come in above the budgeted amount? Will receipts be deposited into the Proponent’s accounts or into EDIC/BPDA accounts? For approved capital improvements, is that an EDIC/BPDA expense? 18 1/4 email Pilgrim 19 1/4 email Pilgrim 20 1/4 email Pilgrim 1/4 email Pilgrim Can you provide current staffing levels? a) Do you want a one-year or threeyear budget? b) If three years, what would be the Base Revenue for Years 2 and 3? 22 1/4 email Pilgrim Should budgets be individual per site, or grouped for the EDIC Properties and the BPDA Properties? 23 1/4 email Park Sys 24 1/4 email Park Sys a) The metered spaces, what is the responsibility of the parking operator? b) Who is responsible for enforcement, citation issuance and fine collection? a) Do the meters accept credit card & coin only? b) I am told they do not accept cash. Is this accurate? 21 a)Yes. b) No, it can be changed. Parking Manager is encouraged to make suggestions on improved, more efficient operation, increase revenue We will reimburse up to the budgeted amount, and the BPDA will participate in evaluating and setting that budget amount. Budget will be established by line, and Parking Manager will not be allowed to move budget between lines without BPDA approval Same as #3 above Revenue is deposited into the owner’s bank account Yes, EDIC/BRA will develop a capital budget with input from Parking Manager. EDIC/BRA pays for capital improvements. Parking Manager will need to seek approval prior to authorizing expenditure. Expenses not approved prior to work may not be reimbursed. Please see question #15 above a) Three year budget that gets reviewed quarterly, no budget adjustments without BPDA approval b) Base Revenue will be budgeted the same for all three years Individual per site with a total for all sites, by account line; see sample budget attached a) Parking Manager collects revenue for deposit in BPDA account. credit card and coin only b.) Boston Municipal Protective Services (MPS) and Boston Transportation Department a) Yes b) Meters accept credit card and coin only No; coins only 3 25 26 27 28 29 30 31 32 33 34 1/4 email Park Sys Does EDIC or BRA have plans to purchase and install new parking revenue control equipment at any of the facilities included in the RFP? 1/4 email Is 290 Tremont Street a “credit card Park Sys only” facility? 1/4 email Is 269 Commercial St. a “credit card Park Sys only” facility? 1/4 email a) a) Can EDIC & BRA provide a list of Park Sys current employees and their respective wage rates? b) b) Are any of the employees unionized? If so, which Union? 1/4 email Are there any Bid Bonds, Park Sys Performance Bonds or deposits required by the Proponent beyond the $2,000 Submission Fee to be submitted? 1/4 email The EDIC Garage is budgeted to Park Sys collect nearly $5.5M in revenue in 2017. Of this revenue, what percentage is credit card, cash and check? 1/4 email On Page 16 under “Event Parking” it Park Sys states that EDIC Garage Municipal Protective Services are located externally to the garage to control vehicle and pedestrian safety. Does this mean that security services are provided by EDIC for event parking at the cost of EDIC? 1/4 email Page 19, “Record Keeping Park Sys Requirements”, appears to indicate that the Proponent must have the ability to store two years of records, reports and transacted parking tickets off-site in a dry secure site. Will EDIC reimburse the Proponent if a storage area must be rented in order to accommodate this requirement? 1/4 email Page 4 of the RFP states that the Park Sys Proponent will staff on-site management at each of the facilities. Is this an accurate statement? 1/4 email Page 21 states “The EDIC will not Park Sys reimburse the Proponent for cost of insurance that is not directly associated with the Parking Facilities. This is understood. The Proponent does not receive a monthly invoice by Yes Will discuss options with Parking Manager Yes Yes Please see #15 above a) No BPDA staff assigned to parking facilities. b) No union staff involved. No Please see new Exhibit 2 Sheet #2 Yes, EDIC/BPDA provides and pays for security. Parking Managers have added staff to supplement entrances/exits on days of heavy use and special events Storage area will be provided by BPDA in the RLFMP Yes or have one in the near vicinity Fulton St Lot is unmanned. Parking Managers are advised to develop their own, competitive methodology and identify that cost as a line item in their total budget for passthrough costs. 4 35 1/4 email Park Sys 36 1/4 email Park Sys 37 1/4 email Park Sys 38 1/4 email Park Sys 1/4 email Park Sys 39 their carrier for individual facilities. What is an acceptable way to charge EDIC & BRA for the cost of insurance on a monthly basis? A sample agreement (Exhibit H) was to be posted as an Addendum. The Proponent needs time to review the sample agreement and submit questions pertaining to it. If we have questions or concerns, how will they be addressed? The Fulton & Cross Streets lot is unmanned. a) Who collects the parking fees from this location and how is it accomplished? b) Please explain how the parking revenue control equipment works at this lot, meaning will the EDIC garage be able to view the lot via camera, communicate via intercom and c) have the ability to raise a gate remotely to allow a patron to exit or enter? The Fulton & Cross Street lot has 126 numbered stalls. It is unmanned. Exhibit C indicates that 290 monthly passes are sold at a rate of $110.00 per stall. This alone is $50,000 short of the $435,000 budgeted annual revenue. If each stall is assigned one patron, how can 290 monthly passes be sold? Will the award be for all the facilities or can it be split in another way? Does EDIC choose the Parking Managers and contactors that the Proponent must utilize & negotiate with as stated on Page 5, “Proponents Contracts with Parking Managers” Will EDIC provide all necessary office equipment, desktop PC, printer, fax and copy machine? Please see Addendum #3. Sample parking agreement will be distributed on Wednesday January 18th at 5pm. There will be a deadline for questions from plan holders and answers from BPDA. a) Billed directly by operator; parkers fill out an application to park and need to prove residency b) there are cameras and an intercom tied to MPS at EDIC c) Yes the gate can be managed remotely Sorry for the confusion and thank you for pointing this out. Unfortunately Exhibit C has incorrect information regarding Fulton Street. There is a transposition and it should read 110 monthly passes sold at $290 per month = $382,800. This will reduce total net income by $52,200 to $9,155,800. Please see new revised Exhibits C and B attached Award will be for all facilities No, BPDA will meet with Parking Manager to develop procurement plan. If Parking Manager procures vendors, they choose and BPDA approves. 40 1/4 email Park Sys No 41 1/4 email VPNE Can you confirm what expenses are pass-throughs? Please see Budget template in new Exhibit 1 attached 42 1/4 email VPNE Are any expenses expected to be borne by the operator? Please see Budget template in new Exhibit 1 attached 5 43 1/4 email VPNE Should event staff and associated event Op Ex be included in budget or broken out separately? Separately 44 1/4 email SP+ Are revenues for each location deposited into a BPDA bank account or an operator’s bank account? Same as #3 and #18 above Revenue is deposited into the owner’s bank account 45 1/4 email SP+ Are all merchant accounts for credit card processing in the name of the operator or in the name of the BPDA? 46 1/4 email SP+ Are there any plans in the works to install or replace any PARCS equipment at any of the BPDA locations under this RFP? Yes We will discuss options with Parking Manager 47 1/4 email SP+ Please verify that all in-lane paystations are fully functional and accept both cash and credit card at the EDIC Garage. Yes 48 1/4 email SP+ a) What is the version of PARCS equipment software at the EDIC Garage? a) Amano Build 18 b) Yes b) Is the current version PCI compliant? 49 1/4 email SP+ Where does the PARCS equipment server for the EDIC Garage reside? Inside the parking management facility at RLFMP 50 1/4 email SP+ There appear to be at least three (3) golf carts kept onsite at the EDIC Garage. a) Who owns these and who uses these? b) Will these be available for use by a new operator and if so, c) what costs should be included in the operator’s budget? a) The carts are owned by BPDA and used by its Operations and other staff. b) Separate Cart is provided by EDIC for operators use. c) Gas and repairs 51 1/4 email SP+ What sweeping/scrubbing and power wash equipment is owned by BPDA at EDIC Garage? 52 1/4 email SP+ Is there a maintenance agreement for PARCS equipment at the EDIC Garage? If so, what is the term and annual cost? High pressure hot water washer, Lincoln sweeper, snow blower owned by BPDA. Repairs/replacements will be made the Parking Manager’s responsibility with the cost reimbursed by BPDA No service fees paid. Pay per service call only. See attachment A for 2016 service calls. 6 53 1/4 email SP+ Approximately $23K for FY16. Currently, all What were costs for quarterly inspections and repairs for elevators at passenger elevators at the RLFMP Garage are undergoing a modernization program. We the EDIC Garage in 2016? expect the work to be completed summer 2017. All inspection and repairs costs will be covered under the warranty for one year after the completion date (summer 2018) 54 1/4 email SP+ Under “Snow and Ice Control” on page 54 of RFP, the “design load is mentioned with respect to snow piles. What is the design load for the EDIC Garage? 55 1/4 email SP+ 56 1/4 email SP+ 57 1/4 email SP+ a) How many oil/water separators does the EDIC Garage have? b) Please confirm termination points for these oil/water separators (i.e. storm water or sanitary)? a) What company provides cellular communications for the EDIC Parkeon multi-space meters and b) What is the monthly cost per meter to be included in the operator’s budget? a) Are the EDIC Parkeon multispace meters using 4g cards? b) If not, with what cellular system are these units compatible? Parking floors 50 psf, Roof 80 psf a) One b) Garage addition east a) b) Parkeon provides through their own contract See new Exhibit 2 - sheet 4 a) 3g cards b) Compatible with 3g system 58 1/4 email SP+ Are there any spare coin and bill safes for the EDIC Parkeon multi-space meters? Coin safes only, located in RLFMP Garage parking management office 59 1/4 email SP+ 60 1/4 email SP+ a) Are handheld units provided for issuing citations for onstreet violations? b) b) If so, what are the specs of the unit(s) and are they real-time? a) How are collections for onstreet violations managed? b) Does a third-party handle this process or does the operator? 61 1/4 email SP+ What is the current backlog of uncollected fines and penalties related to violations? N/A handled by the City of Boston 62 1/4 email SP+ What is the protocol for handling scofflaws (boot, tow, RMV mark, etc.)? BPDA has towing contracts from lots. Parking Managers deactivate monthly passes for non-payment. a) No Operator will not issue violations. MPS will b) N/A a) and b) Handled through City of Boston Transportation Department 7 63 1/4 email SP+ Are the Amano ticket spitter and exit verifier at 290 Tremont Street operational? Ticket spitter is functional; exit machine not Cars pay on entry; gate is set up to be a free exit 64 1/4 email SP+ Are there operational non-resettable counters in place at 290 Tremont? Yes 65 1/4 email SP+ Is there internet CAT 5/6 connectivity at 290 Tremont Street? Yes 66 1/4 email SP+ Is the operator responsible for repairs to fences, potholes and other issues at both 290 Tremont and Sargent’s Wharf? Yes 67 1/4 email SP+ Is there internet CAT 5/6 connectivity at Sargent’s Wharf? No 68 1/4 email SP+ a) What purpose is the satellite dish installed behind the booth at Sargent’s Wharf? b) Is this currently in use? 69 1/4 email SP+ There is an in-lane pay-station at Sargent’s Wharf that virtually is covered except for the access card reader. Is this utilized for transient parking fee collection? No. it is not functional except for monthly passes 70 1/4 email SP+ a) What is the policy for valet vehicles parked at Sargent’s Wharf? b) What is the pricing to the valet operator c) How many valet vehicles are allowed at any given time? d) How is the policy being enforced? and e) How are revenues from valet parking operators reconciled? a) Where does the server for PARCS equipment at Sargent’s Wharf reside? b) What is the protocol for managing access cards? a) 71 1/4 email SP+ a) It was /can be used for communication b) Currently not in use b) c) d) e) Valet parking is available when the lot is not a full capacity $7 At the attendant’s discretion Enforced and monitored at attendant’s discretion Validation program monitored by attendant and reconciled with ticket count. Numbers are reported as a line item as valet program a) it is in booth and password protected b) cars managed per standard operating protocol and customers are charged through PARIS 8 Parking Management RFP Exhibit C - Revised in Addendum #4 Address Type # of spaces Monthly Hours # of Monthly Passes 12 Drydock Avenue garage 1,766 5 Terminal Street seasonal use 269 Commercial Cost (24 x 7 x 365) Tenants Non-tenants various in RLFMP Monthly 1,202 111 $190 $380 Transient Parking Hours Price 0-3 hours $10 3-8 hours 8-16 hours 16-24 hours $15 $20 $27 meters 120 (24 x 7 x 365) 30 minutes 1 hour Max 2 hours $1 $2 $4 surface lot 176 (24 x 7 x 365) 24/7 $25/day surface lot 252 (24 x 7 x 365) 0-30 minutes 1-2 hours 2-12 hours Daily Max Early Bird $7 $12 $18 $22 $27 $18 Day Rate Night Rate Early Bird $20 $25 $17 30 to 60 minutes 24/7 only overnight 7 days only overnight 5 days Zip Cars 290 Tremont Street surface lot 100 192 6 8 4 $325 $250 $175 $350 M-Th 6am-11pm Fri Sat 7am -1am Sun 7am to 12am Fulton /Cross Streets surface lot Total # of spaces 126 (24 x 7 x 365) 110 2,540 Revisions have orange highlights $290 # of Event / Cruise FY17 Budgeted Annual Revenue Fixed Cost For Events $15-$25 $5,490,000 $2,520,000 $25 $763,000 $382,800 $9,155,800 Addendum #4 Parking Management RFP - Questions/Answers Item Source # 1 12/28 meeting Question Is there a list of contracts with vendors? (Elevator for example) Yes, a list of vendors will be provided to chosen proponent. Parking Manager Responsibilities: Sargents Wharf - lot and sidewalk leading up to the surface lots and along with the Harborwalk 290 Tremont Street – Yes, lot and sidewalks. Parcel C1 - No, seasonal parking only (nonwinter months) Meters - N/A Fulton Street – Yes, lot and sidewalks RLFMP Garage - The Parking Manager is responsible for snow removal at the exits, entrances and roof Note: EDIC staff responsible for surrounding public walkways in RLFMP Revenue is deposited into the owner’s bank account Billing for monthly/other parking is performed by Parking Manager via PARIS software. Part of day to day garage management. Parking Manager is responsible for pressure washing, using BPDA equipment. Yes, but no decisions have been made to date. Parking Manager’s encouraged to make suggestions on improved, more efficient operation, increase revenue 2 12/28 meeting Should Snow removal be adding to Budget for RFP? 3 12/28 meeting 12/28 meeting 12/28 meeting Revenue? Owner Account or Operation? Billing Services? Is it a 3rd Party billing? Cleaning of Garage cost, should it be added on? 6 12/28 meeting Has new equipment been looked at? 7 1/3 email Republic 8 1/3 email Republic The RFP calls for us to "list of our parking management contracts during the last 5 years". Our company has hundreds of new parking contracts over the past 5 years. Would it be acceptable to provide a finite number of these, say 10? The RFP calls for all canceled contracts during the last 10 years? Can you please define canceled? Are you only looking for 4 5 Answer 10 current/recent contracts would be acceptable, preferably in the Boston and Greater Boston area Cancelled for cause only with an explanation. 1 9 10 1/3 email Republic 1/3 email Republic 11 1/3 email Republic 12 1/3 email Republic 13 1/3 email Republic 14 1/3 email Republic 15 1/3 email Republic contracts that were canceled for cause that did not run their full term? Please clarify how many copies of the Fee Proposal required for submission? Could you please send us an electronic copy of the excel file to use for submission? This would make it easier for completing the form, and please note that part of the language in the form was cut off in the PDF version of the RFP. a) Is parking enforcement of the parking meters a component of this RFP? b) If not, who performs enforcement? Could you provide any detail on event parking revenue generated on these lots? a) Please provide us detail on how event parking is currently managed in the garage and on the lots? b) Are the current operators using the gated revenue control systems to collect and monitor event revenues? Could you provide the number of transient tickets sold in the facilities for the past year? a) Could you provide us with the current staffing schedule? b) And, or, the current payroll expenses allocated for each location? One (1) hard copy Yes, excel copy of the Fee Proposal attached as Exhibit B Revised a) No b). Enforcement by Boston Municipal Protection Security (MPS) force. 2016 Amounts 290 Tremont Street - Approx.$80,000 Parcel C1 - N/A Fulton Street - N/A RLFMP Garage - $288.840 please see Exhibit 2 sheet #1 attached Event parking is managed through use of Amano prepaid equipment with supplemental staffing by Parking Manager as needed. See new Exhibit 2 sheet #3 Please see new Exhibit 2 sheet #1 a) yes for each facility - see below b) no Sargents Wharf- 24/7 with three 8 hour shifts; 1 person per shift 290 Tremont Street - 16/7 with two 8 hour shifts; 1 person each Parcel C1 - N/A Fulton Street - no staff RLFMP Garage: Position / Shift MGR / M-F 7-3 Super / M-F 8-4 Super / M-F 3-11 WD Maint / M-F 11P-7AM WE Maint / WE 11P-7AM WE Cashier / WE 7AM-3PM 2 WE Cashier / WE 3PM-11PM Please note: No BPDA/EDIC staff on site in any parking facility. 16 1/4 Laz email a) Is Fulton and Cross Street lot only monthly? b) If so is it required to be or is that subject to change 17 1/4 email Pilgrim Is the EDIC/BPDA proposing to pay Proponent for reasonably and accurately incurred expenses (1) up to the budgeted amount, (2) the complete budgeted amount, or (3) all appropriately incurred expenses in each line item of the budget, even if those costs come in above the budgeted amount? Will receipts be deposited into the Proponent’s accounts or into EDIC/BPDA accounts? For approved capital improvements, is that an EDIC/BPDA expense? 18 1/4 email Pilgrim 19 1/4 email Pilgrim 20 1/4 email Pilgrim 1/4 email Pilgrim Can you provide current staffing levels? a) Do you want a one-year or threeyear budget? b) If three years, what would be the Base Revenue for Years 2 and 3? 22 1/4 email Pilgrim Should budgets be individual per site, or grouped for the EDIC Properties and the BPDA Properties? 23 1/4 email Park Sys 24 1/4 email Park Sys a) The metered spaces, what is the responsibility of the parking operator? b) Who is responsible for enforcement, citation issuance and fine collection? a) Do the meters accept credit card & coin only? b) I am told they do not accept cash. Is this accurate? 21 a)Yes. b) No, it can be changed. Parking Manager is encouraged to make suggestions on improved, more efficient operation, increase revenue We will reimburse up to the budgeted amount, and the BPDA will participate in evaluating and setting that budget amount. Budget will be established by line, and Parking Manager will not be allowed to move budget between lines without BPDA approval Same as #3 above Revenue is deposited into the owner’s bank account Yes, EDIC/BRA will develop a capital budget with input from Parking Manager. EDIC/BRA pays for capital improvements. Parking Manager will need to seek approval prior to authorizing expenditure. Expenses not approved prior to work may not be reimbursed. Please see question #15 above a) Three year budget that gets reviewed quarterly, no budget adjustments without BPDA approval b) Base Revenue will be budgeted the same for all three years Individual per site with a total for all sites, by account line; see sample budget attached a) Parking Manager collects revenue for deposit in BPDA account. credit card and coin only b.) Boston Municipal Protective Services (MPS) and Boston Transportation Department a) Yes b) Meters accept credit card and coin only No; coins only 3 25 26 27 28 29 30 31 32 33 34 1/4 email Park Sys Does EDIC or BRA have plans to purchase and install new parking revenue control equipment at any of the facilities included in the RFP? 1/4 email Is 290 Tremont Street a “credit card Park Sys only” facility? 1/4 email Is 269 Commercial St. a “credit card Park Sys only” facility? 1/4 email a) a) Can EDIC & BRA provide a list of Park Sys current employees and their respective wage rates? b) b) Are any of the employees unionized? If so, which Union? 1/4 email Are there any Bid Bonds, Park Sys Performance Bonds or deposits required by the Proponent beyond the $2,000 Submission Fee to be submitted? 1/4 email The EDIC Garage is budgeted to Park Sys collect nearly $5.5M in revenue in 2017. Of this revenue, what percentage is credit card, cash and check? 1/4 email On Page 16 under “Event Parking” it Park Sys states that EDIC Garage Municipal Protective Services are located externally to the garage to control vehicle and pedestrian safety. Does this mean that security services are provided by EDIC for event parking at the cost of EDIC? 1/4 email Page 19, “Record Keeping Park Sys Requirements”, appears to indicate that the Proponent must have the ability to store two years of records, reports and transacted parking tickets off-site in a dry secure site. Will EDIC reimburse the Proponent if a storage area must be rented in order to accommodate this requirement? 1/4 email Page 4 of the RFP states that the Park Sys Proponent will staff on-site management at each of the facilities. Is this an accurate statement? 1/4 email Page 21 states “The EDIC will not Park Sys reimburse the Proponent for cost of insurance that is not directly associated with the Parking Facilities. This is understood. The Proponent does not receive a monthly invoice by Yes Will discuss options with Parking Manager Yes Yes Please see #15 above a) No BPDA staff assigned to parking facilities. b) No union staff involved. No Please see new Exhibit 2 Sheet #2 Yes, EDIC/BPDA provides and pays for security. Parking Managers have added staff to supplement entrances/exits on days of heavy use and special events Storage area will be provided by BPDA in the RLFMP Yes or have one in the near vicinity Fulton St Lot is unmanned. Parking Managers are advised to develop their own, competitive methodology and identify that cost as a line item in their total budget for passthrough costs. 4 35 1/4 email Park Sys 36 1/4 email Park Sys 37 1/4 email Park Sys 38 1/4 email Park Sys 1/4 email Park Sys 39 their carrier for individual facilities. What is an acceptable way to charge EDIC & BRA for the cost of insurance on a monthly basis? A sample agreement (Exhibit H) was to be posted as an Addendum. The Proponent needs time to review the sample agreement and submit questions pertaining to it. If we have questions or concerns, how will they be addressed? The Fulton & Cross Streets lot is unmanned. a) Who collects the parking fees from this location and how is it accomplished? b) Please explain how the parking revenue control equipment works at this lot, meaning will the EDIC garage be able to view the lot via camera, communicate via intercom and c) have the ability to raise a gate remotely to allow a patron to exit or enter? The Fulton & Cross Street lot has 126 numbered stalls. It is unmanned. Exhibit C indicates that 290 monthly passes are sold at a rate of $110.00 per stall. This alone is $50,000 short of the $435,000 budgeted annual revenue. If each stall is assigned one patron, how can 290 monthly passes be sold? Will the award be for all the facilities or can it be split in another way? Does EDIC choose the Parking Managers and contactors that the Proponent must utilize & negotiate with as stated on Page 5, “Proponents Contracts with Parking Managers” Will EDIC provide all necessary office equipment, desktop PC, printer, fax and copy machine? Please see Addendum #3. Sample parking agreement will be distributed on Wednesday January 18th at 5pm. There will be a deadline for questions from plan holders and answers from BPDA. a) Billed directly by operator; parkers fill out an application to park and need to prove residency b) there are cameras and an intercom tied to MPS at EDIC c) Yes the gate can be managed remotely Sorry for the confusion and thank you for pointing this out. Unfortunately Exhibit C has incorrect information regarding Fulton Street. There is a transposition and it should read 110 monthly passes sold at $290 per month = $382,800. This will reduce total net income by $52,200 to $9,155,800. Please see new revised Exhibits C and B attached Award will be for all facilities No, BPDA will meet with Parking Manager to develop procurement plan. If Parking Manager procures vendors, they choose and BPDA approves. 40 1/4 email Park Sys No 41 1/4 email VPNE Can you confirm what expenses are pass-throughs? Please see Budget template in new Exhibit 1 attached 42 1/4 email VPNE Are any expenses expected to be borne by the operator? Please see Budget template in new Exhibit 1 attached 5 43 1/4 email VPNE Should event staff and associated event Op Ex be included in budget or broken out separately? Separately 44 1/4 email SP+ Are revenues for each location deposited into a BPDA bank account or an operator’s bank account? Same as #3 and #18 above Revenue is deposited into the owner’s bank account 45 1/4 email SP+ Are all merchant accounts for credit card processing in the name of the operator or in the name of the BPDA? 46 1/4 email SP+ Are there any plans in the works to install or replace any PARCS equipment at any of the BPDA locations under this RFP? Yes We will discuss options with Parking Manager 47 1/4 email SP+ Please verify that all in-lane paystations are fully functional and accept both cash and credit card at the EDIC Garage. Yes 48 1/4 email SP+ a) What is the version of PARCS equipment software at the EDIC Garage? a) Amano Build 18 b) Yes b) Is the current version PCI compliant? 49 1/4 email SP+ Where does the PARCS equipment server for the EDIC Garage reside? Inside the parking management facility at RLFMP 50 1/4 email SP+ There appear to be at least three (3) golf carts kept onsite at the EDIC Garage. a) Who owns these and who uses these? b) Will these be available for use by a new operator and if so, c) what costs should be included in the operator’s budget? a) The carts are owned by BPDA and used by its Operations and other staff. b) Separate Cart is provided by EDIC for operators use. c) Gas and repairs 51 1/4 email SP+ What sweeping/scrubbing and power wash equipment is owned by BPDA at EDIC Garage? 52 1/4 email SP+ Is there a maintenance agreement for PARCS equipment at the EDIC Garage? If so, what is the term and annual cost? High pressure hot water washer, Lincoln sweeper, snow blower owned by BPDA. Repairs/replacements will be made the Parking Manager’s responsibility with the cost reimbursed by BPDA No service fees paid. Pay per service call only. See attachment A for 2016 service calls. 6 53 1/4 email SP+ Approximately $23K for FY16. Currently, all What were costs for quarterly inspections and repairs for elevators at passenger elevators at the RLFMP Garage are undergoing a modernization program. We the EDIC Garage in 2016? expect the work to be completed summer 2017. All inspection and repairs costs will be covered under the warranty for one year after the completion date (summer 2018) 54 1/4 email SP+ Under “Snow and Ice Control” on page 54 of RFP, the “design load is mentioned with respect to snow piles. What is the design load for the EDIC Garage? 55 1/4 email SP+ 56 1/4 email SP+ 57 1/4 email SP+ a) How many oil/water separators does the EDIC Garage have? b) Please confirm termination points for these oil/water separators (i.e. storm water or sanitary)? a) What company provides cellular communications for the EDIC Parkeon multi-space meters and b) What is the monthly cost per meter to be included in the operator’s budget? a) Are the EDIC Parkeon multispace meters using 4g cards? b) If not, with what cellular system are these units compatible? Parking floors 50 psf, Roof 80 psf a) One b) Garage addition east a) b) Parkeon provides through their own contract See new Exhibit 2 - sheet 4 a) 3g cards b) Compatible with 3g system 58 1/4 email SP+ Are there any spare coin and bill safes for the EDIC Parkeon multi-space meters? Coin safes only, located in RLFMP Garage parking management office 59 1/4 email SP+ 60 1/4 email SP+ a) Are handheld units provided for issuing citations for onstreet violations? b) b) If so, what are the specs of the unit(s) and are they real-time? a) How are collections for onstreet violations managed? b) Does a third-party handle this process or does the operator? 61 1/4 email SP+ What is the current backlog of uncollected fines and penalties related to violations? N/A handled by the City of Boston 62 1/4 email SP+ What is the protocol for handling scofflaws (boot, tow, RMV mark, etc.)? BPDA has towing contracts from lots. Parking Managers deactivate monthly passes for non-payment. a) No Operator will not issue violations. MPS will b) N/A a) and b) Handled through City of Boston Transportation Department 7 63 1/4 email SP+ Are the Amano ticket spitter and exit verifier at 290 Tremont Street operational? Ticket spitter is functional; exit machine not Cars pay on entry; gate is set up to be a free exit 64 1/4 email SP+ Are there operational non-resettable counters in place at 290 Tremont? Yes 65 1/4 email SP+ Is there internet CAT 5/6 connectivity at 290 Tremont Street? Yes 66 1/4 email SP+ Is the operator responsible for repairs to fences, potholes and other issues at both 290 Tremont and Sargent’s Wharf? Yes 67 1/4 email SP+ Is there internet CAT 5/6 connectivity at Sargent’s Wharf? No 68 1/4 email SP+ a) What purpose is the satellite dish installed behind the booth at Sargent’s Wharf? b) Is this currently in use? 69 1/4 email SP+ There is an in-lane pay-station at Sargent’s Wharf that virtually is covered except for the access card reader. Is this utilized for transient parking fee collection? No. it is not functional except for monthly passes 70 1/4 email SP+ a) What is the policy for valet vehicles parked at Sargent’s Wharf? b) What is the pricing to the valet operator c) How many valet vehicles are allowed at any given time? d) How is the policy being enforced? and e) How are revenues from valet parking operators reconciled? a) Where does the server for PARCS equipment at Sargent’s Wharf reside? b) What is the protocol for managing access cards? a) 71 1/4 email SP+ a) It was /can be used for communication b) Currently not in use b) c) d) e) Valet parking is available when the lot is not a full capacity $7 At the attendant’s discretion Enforced and monitored at attendant’s discretion Validation program monitored by attendant and reconciled with ticket count. Numbers are reported as a line item as valet program a) it is in booth and password protected b) cars managed per standard operating protocol and customers are charged through PARIS 8 290 Tremont St OPERATING EXPENSES Salary and Wage - Provide back up detail Benefits - Provide Back Up detail Utilities Repair and Maintainance Line Stripe Snow Removal - provide back up detail Claims Operating Supplies Uniforms Licenses/Permits Office Supplies Bank Fees Telephone Signage Sanitation Rev. Control Equipment Insurance Tickets Misc TOTAL OPERATING EXPENSES Event - Per Person Hourly Rate Year 1 Cost - Year 2 Inflation Rate (assumption) - Year 2 Cost - Year 3 Inflation Rate (assumption) - Year 3 Cost - Notes *Please provide Staffing assumptions *Please notate which benefits intended for passthrough * Provide detail * Provide detail BPDA Parking Management RFP Addendum #4 Sheet #4 - Parkeon Billing History Vendor ID PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON Vendor Name Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Voucher Number 00006322 00006539 00006699 00006858 00006896 00007277 00007417 00007626 00008010 00008552 00008650 00009087 00009191 00009824 00010163 00010225 00010829 00011083 00011123 00011196 00011589 00012310 00012483 00012564 00012916 00013144 00013460 00014111 00014416 00014442 00014754 00015072 00015345 00015671 00016014 00016031 00016048 00016444 00016874 00016996 00017265 00017659 00017673 00017921 00018305 00018318 00018739 00019096 00019460 00019824 00020358 00020369 00020742 00008693 00008692 00008144 00008145 00008389 Document Type Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Invoice Invoice Invoice Invoice Invoice Document Date 5/16/2013 6/13/2013 7/3/2013 7/19/2013 7/19/2013 9/5/2013 9/20/2013 10/17/2013 11/22/2013 1/10/2014 1/16/2014 2/25/2014 3/3/2014 5/1/2014 5/22/2014 5/29/2014 7/24/2014 8/21/2014 8/21/2014 8/28/2014 10/16/2014 12/18/2014 1/2/2015 1/9/2015 2/6/2015 3/5/2015 4/3/2015 6/1/2015 7/1/2015 7/1/2015 8/1/2015 9/10/2015 10/16/2015 11/10/2015 12/11/2015 12/11/2015 12/11/2015 1/11/2016 2/11/2016 2/19/2016 3/10/2016 4/11/2016 4/12/2016 5/10/2016 6/14/2016 6/14/2016 7/11/2016 8/10/2016 9/9/2016 10/7/2016 11/10/2016 11/10/2016 12/13/2016 3/27/2013 4/11/2013 4/19/2013 4/19/2013 5/21/2013 Document Number 17093 17259 17396 17529 17529 17874 18003 18198 18547 19005 19092 19493 19588 20172 20503 20560 21108 21259 21349 21419 21761 22336 22494 22570 22892 23102 23376 23886 24150 24199 24461 24730 24949 25240 25492 25492 25492 25792 26065 26153 26328 26608 26619 26827 27123 27060 27442 27672 27991 28250 28669 28669 28994 IV78406 IV78646 IV78691 IV78752 IV79085 Document Amount $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $171.00 $171.00 $576.00 $405.00 $171.00 $981.00 $171.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $351.00 $576.00 $1,152.00 $576.00 $576.00 $576.00 $1,152.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $171.00 $405.00 $576.00 $405.00 $171.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $171.00 $405.00 $171.00 $405.00 $405.00 Current Trx Amount $0.00 $0.00 $0.00 $0.00 $576.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $576.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $576.00 $0.00 $0.00 $0.00 $0.00 $0.00 $576.00 $576.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $576.00 $0.00 $0.00 $0.00 $0.00 $0.00 $576.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc 00008390 00008675 00008676 00009522 00009521 00009578 00009579 00009795 00009796 00010187 00010669 00011075 00011077 00011716 00011715 00012999 00012997 00013531 00012689 00013087 00013088 00015037 00015038 00014332 00014333 00014574 00014575 00015758 00015759 00016762 00016761 00016759 00016760 00017075 00017076 00016898 00016899 00017466 00017477 00017997 00017998 00018611 00018612 00019283000000000001 00019284000000000001 00019283000000000002 00019284000000000002 00019283000000000003 00019284000000000003 00019283000000000004 00019284000000000004 00021123000000000001 00021124000000000001 00021123000000000002 00021124000000000002 00021124000000000003 00021123000000000003 00021124000000000004 00021123000000000004 00021123000000000005 00021124000000000005 00023587 00023754 Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice 5/21/2013 6/18/2013 6/18/2013 7/24/2013 7/25/2013 8/22/2013 8/22/2013 9/19/2013 9/19/2013 10/25/2013 11/25/2013 12/18/2013 12/19/2013 1/24/2014 1/27/2014 2/26/2014 2/27/2014 3/27/2014 3/28/2014 4/29/2014 4/29/2014 5/23/2014 5/23/2014 6/25/2014 6/25/2014 7/23/2014 7/23/2014 8/27/2014 8/27/2014 9/26/2014 9/29/2014 10/27/2014 10/27/2014 11/24/2014 11/24/2014 12/15/2014 12/15/2014 1/27/2015 1/28/2015 3/1/2015 3/1/2015 4/1/2015 4/1/2015 5/1/2015 5/1/2015 6/1/2015 6/1/2015 7/1/2015 7/1/2015 8/1/2015 8/1/2015 8/20/2015 8/21/2015 9/20/2015 9/21/2015 10/26/2015 10/27/2015 11/26/2015 11/27/2015 12/17/2015 12/18/2015 1/26/2016 1/26/2016 IV79170 IV79347 IV79406 IV79719 IV79790 IV80139 IV80067 IV80441 IV80382 IV80765 IV81114 IV81363 IV81445 IV81799 IV81874 IV82108 IV82192 IV82475 IV82566 IV82926 IV82847 IV83293 IV83219 IV83705 IV83636 IV84085 IV84003 IV84449 IV84530 IV84843 IV84883 IV85283 IV85202 INV85665 INV85580 IV85868 IV85949 IV86342 IV86436 IV86803 IV86716 IV87314 IV87197 IV87576 IV87487 IV88009 IV88131 IV88446 IV88601 IV88820 IV88991 IV89194 IV89290 IV89625 IV89729 IV89921 IV90011 IV90240 IV90329 IV90647 IV90720 IV90992 IV91070 $171.00 $171.00 $405.00 $171.00 $405.00 $405.00 $171.00 $405.00 $171.00 $171.00 $171.00 $171.00 $405.00 $405.00 $171.00 $171.00 $405.00 $171.00 $405.00 $405.00 $171.00 $405.00 $171.00 $405.00 $171.00 $405.00 $171.00 $171.00 $405.00 $171.00 $180.00 $405.00 $171.00 $405.00 $171.00 $171.00 $405.00 $171.00 $405.00 $405.00 $171.00 $171.00 $405.00 $405.00 $171.00 $405.00 $171.00 $405.00 $171.00 $405.00 $171.00 $405.00 $171.00 $405.00 $171.00 $171.00 $405.00 $171.00 $405.00 $405.00 $171.00 $171.00 $405.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc 00024136 00024137 00024517 00024545 00024935 00024936 00025385 00025384 00026342 00026343 00027005 00027004 00027641 00027640 00028162 00028161 00028833 00028834 00029472 00029471 Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice 2/25/2016 2/25/2016 3/22/2016 4/11/2016 4/25/2016 4/25/2016 5/25/2016 5/26/2016 6/23/2016 6/23/2016 7/14/2016 7/20/2016 8/25/2016 8/26/2016 9/20/2016 9/22/2016 10/19/2016 10/19/2016 11/17/2016 11/18/2016 IV91526 IV91445 IV91948 IV92213 IV92414 IV92325 IV92753 IV92878 IV93267 IV93165 IV93507 IV93629 IV94023 IV94112 IV94391 IV94504 IV94894 IV94789 IV95250 IV95349 $405.00 $171.00 $405.00 $171.00 $405.00 $171.00 $171.00 $405.00 $405.00 $171.00 $171.00 $405.00 $171.00 $405.00 $171.00 $405.00 $405.00 $171.00 $171.00 $405.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 BPDA Parking Management RFP Addendum #4 Sheet #2 - 2016 RLFMP Monthly Deposits by type Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Visa $153,689 $142,412 $159,333 $149,890 $180,507 $210,730 $251,340 $263,516 $236,320 $252,622 $146,560 $133,469 MC $84,071 $79,026 $85,545 $86,002 $99,830 $121,084 $145,509 $142,191 $135,962 $144,268 $92,305 $87,830 Disc $1,584 $1,418 $1,255 $1,255 $2,965 $3,070 $6,805 $5,630 $4,215 $3,950 $1,330 $795 Total Visa/MC/DISC $239,344 $222,856 $246,133 $237,147 $283,302 $334,884 $403,654 $411,337 $376,497 $401,231 $240,195 $222,094 Amx $47,859 $44,238 $48,790 $45,637 $52,870 $59,122 $57,609 $63,725 $56,858 $55,206 $41,235 $33,852 Total All CC's $287,203 $267,094 $294,923 $282,784 $336,172 $394,006 $461,262 $475,062 $433,355 $456,437 $281,430 $255,946 Cash $9,783 $10,988 $19,493 $26,818 $35,929 $40,642 $40,854 $57,153 $40,299 $31,586 $12,354 $8,023 Checks $28,505 $21,325 $37,450 $20,525 $97,975 $28,850 $53,725 $92,463 $89,228 $77,980 $76,957 $57,097 Total Cash/Cks $38,288 $32,313 $56,943 $47,343 $133,904 $69,492 $94,579 $149,616 $129,527 $109,566 $89,311 $65,120 Total $325,490 $299,406 $351,866 $330,127 $470,076 $463,498 $555,842 $624,678 $562,882 $566,002 $370,741 $321,066 Totals $2,280,387 $1,303,623 $34,272 $3,618,673 $607,000 $4,225,673 $333,922 $682,080 $1,016,002 $5,241,675 BPDA Parking Management RFP Addendum #4 Sheet #4 - Parkeon Billing History Vendor ID PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON Vendor Name Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Voucher Number 00006322 00006539 00006699 00006858 00006896 00007277 00007417 00007626 00008010 00008552 00008650 00009087 00009191 00009824 00010163 00010225 00010829 00011083 00011123 00011196 00011589 00012310 00012483 00012564 00012916 00013144 00013460 00014111 00014416 00014442 00014754 00015072 00015345 00015671 00016014 00016031 00016048 00016444 00016874 00016996 00017265 00017659 00017673 00017921 00018305 00018318 00018739 00019096 00019460 00019824 00020358 00020369 00020742 00008693 00008692 00008144 00008145 00008389 Document Type Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Payment Invoice Invoice Invoice Invoice Invoice Document Date 5/16/2013 6/13/2013 7/3/2013 7/19/2013 7/19/2013 9/5/2013 9/20/2013 10/17/2013 11/22/2013 1/10/2014 1/16/2014 2/25/2014 3/3/2014 5/1/2014 5/22/2014 5/29/2014 7/24/2014 8/21/2014 8/21/2014 8/28/2014 10/16/2014 12/18/2014 1/2/2015 1/9/2015 2/6/2015 3/5/2015 4/3/2015 6/1/2015 7/1/2015 7/1/2015 8/1/2015 9/10/2015 10/16/2015 11/10/2015 12/11/2015 12/11/2015 12/11/2015 1/11/2016 2/11/2016 2/19/2016 3/10/2016 4/11/2016 4/12/2016 5/10/2016 6/14/2016 6/14/2016 7/11/2016 8/10/2016 9/9/2016 10/7/2016 11/10/2016 11/10/2016 12/13/2016 3/27/2013 4/11/2013 4/19/2013 4/19/2013 5/21/2013 Document Number 17093 17259 17396 17529 17529 17874 18003 18198 18547 19005 19092 19493 19588 20172 20503 20560 21108 21259 21349 21419 21761 22336 22494 22570 22892 23102 23376 23886 24150 24199 24461 24730 24949 25240 25492 25492 25492 25792 26065 26153 26328 26608 26619 26827 27123 27060 27442 27672 27991 28250 28669 28669 28994 IV78406 IV78646 IV78691 IV78752 IV79085 Document Amount $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $171.00 $171.00 $576.00 $405.00 $171.00 $981.00 $171.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $351.00 $576.00 $1,152.00 $576.00 $576.00 $576.00 $1,152.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $171.00 $405.00 $576.00 $405.00 $171.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $576.00 $171.00 $405.00 $171.00 $405.00 $405.00 Current Trx Amount $0.00 $0.00 $0.00 $0.00 $576.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $576.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $576.00 $0.00 $0.00 $0.00 $0.00 $0.00 $576.00 $576.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $576.00 $0.00 $0.00 $0.00 $0.00 $0.00 $576.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc 00008390 00008675 00008676 00009522 00009521 00009578 00009579 00009795 00009796 00010187 00010669 00011075 00011077 00011716 00011715 00012999 00012997 00013531 00012689 00013087 00013088 00015037 00015038 00014332 00014333 00014574 00014575 00015758 00015759 00016762 00016761 00016759 00016760 00017075 00017076 00016898 00016899 00017466 00017477 00017997 00017998 00018611 00018612 00019283000000000001 00019284000000000001 00019283000000000002 00019284000000000002 00019283000000000003 00019284000000000003 00019283000000000004 00019284000000000004 00021123000000000001 00021124000000000001 00021123000000000002 00021124000000000002 00021124000000000003 00021123000000000003 00021124000000000004 00021123000000000004 00021123000000000005 00021124000000000005 00023587 00023754 Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice 5/21/2013 6/18/2013 6/18/2013 7/24/2013 7/25/2013 8/22/2013 8/22/2013 9/19/2013 9/19/2013 10/25/2013 11/25/2013 12/18/2013 12/19/2013 1/24/2014 1/27/2014 2/26/2014 2/27/2014 3/27/2014 3/28/2014 4/29/2014 4/29/2014 5/23/2014 5/23/2014 6/25/2014 6/25/2014 7/23/2014 7/23/2014 8/27/2014 8/27/2014 9/26/2014 9/29/2014 10/27/2014 10/27/2014 11/24/2014 11/24/2014 12/15/2014 12/15/2014 1/27/2015 1/28/2015 3/1/2015 3/1/2015 4/1/2015 4/1/2015 5/1/2015 5/1/2015 6/1/2015 6/1/2015 7/1/2015 7/1/2015 8/1/2015 8/1/2015 8/20/2015 8/21/2015 9/20/2015 9/21/2015 10/26/2015 10/27/2015 11/26/2015 11/27/2015 12/17/2015 12/18/2015 1/26/2016 1/26/2016 IV79170 IV79347 IV79406 IV79719 IV79790 IV80139 IV80067 IV80441 IV80382 IV80765 IV81114 IV81363 IV81445 IV81799 IV81874 IV82108 IV82192 IV82475 IV82566 IV82926 IV82847 IV83293 IV83219 IV83705 IV83636 IV84085 IV84003 IV84449 IV84530 IV84843 IV84883 IV85283 IV85202 INV85665 INV85580 IV85868 IV85949 IV86342 IV86436 IV86803 IV86716 IV87314 IV87197 IV87576 IV87487 IV88009 IV88131 IV88446 IV88601 IV88820 IV88991 IV89194 IV89290 IV89625 IV89729 IV89921 IV90011 IV90240 IV90329 IV90647 IV90720 IV90992 IV91070 $171.00 $171.00 $405.00 $171.00 $405.00 $405.00 $171.00 $405.00 $171.00 $171.00 $171.00 $171.00 $405.00 $405.00 $171.00 $171.00 $405.00 $171.00 $405.00 $405.00 $171.00 $405.00 $171.00 $405.00 $171.00 $405.00 $171.00 $171.00 $405.00 $171.00 $180.00 $405.00 $171.00 $405.00 $171.00 $171.00 $405.00 $171.00 $405.00 $405.00 $171.00 $171.00 $405.00 $405.00 $171.00 $405.00 $171.00 $405.00 $171.00 $405.00 $171.00 $405.00 $171.00 $405.00 $171.00 $171.00 $405.00 $171.00 $405.00 $405.00 $171.00 $171.00 $405.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON PARKEON Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc Parkeon Inc 00024136 00024137 00024517 00024545 00024935 00024936 00025385 00025384 00026342 00026343 00027005 00027004 00027641 00027640 00028162 00028161 00028833 00028834 00029472 00029471 Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice 2/25/2016 2/25/2016 3/22/2016 4/11/2016 4/25/2016 4/25/2016 5/25/2016 5/26/2016 6/23/2016 6/23/2016 7/14/2016 7/20/2016 8/25/2016 8/26/2016 9/20/2016 9/22/2016 10/19/2016 10/19/2016 11/17/2016 11/18/2016 IV91526 IV91445 IV91948 IV92213 IV92414 IV92325 IV92753 IV92878 IV93267 IV93165 IV93507 IV93629 IV94023 IV94112 IV94391 IV94504 IV94894 IV94789 IV95250 IV95349 $405.00 $171.00 $405.00 $171.00 $405.00 $171.00 $171.00 $405.00 $405.00 $171.00 $171.00 $405.00 $171.00 $405.00 $171.00 $405.00 $405.00 $171.00 $171.00 $405.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 BPDA Parking Management RFP Addendum #4 Sheet #3 - Amano Payment History Date 2/26/2015 3/30/2015 3/30/2015 Name Amano Amano Amano Invoice SVC162807 SVC143129 SVC143130 Amount $57.00 $285.00 $206.00 4/17/2015 Amano SVC144256 4/30/2015 Amano SVC145235 5/20/2015 Amano SVC147657 5/31/2015 Amano SVC147500 5/31/2015 Amano SVC147565 6/5/2015 Amano SVC147928 6/12/2015Amano McGann Inc P024456 6/19/2015 Amano INV120818 6/23/2015 Amano SVC148855 6/24/2015 Amano SVC148902 6/30/2015 Amano SVC149334 $314.00 $57.00 $200.00 $200.00 $1,394.00 $200.00 $19,865.16 $383.00 $2,257.00 $224.00 $200.00 7/17/2015 7/21/2015 7/31/2015 8/26/2015 8/26/2015 9/1/2015 10/12/2015 10/31/2015 10/31/2015 11/13/2015 11/23/2015 12/8/2015 12/15/2015 12/18/2015 12/31/2015 1/26/2016 1/31/2016 2/22/2016 3/9/2016 3/9/2016 3/31/2016 3/31/2016 4/20/2016 $413.50 $258.00 $942.00 $429.00 $201.00 $201.00 $201.00 $479.00 $351.00 $6,527.00 $590.20 $381.20 $57.00 $963.00 $215.00 $201.00 $626.00 $171.00 $201.00 $114.00 $351.00 $11,100.00 $1,522.80 $52,337.86 Amano Amano Amano Amano Amano Amano Amano Amano Amano Amano Amano Amano Amano Amano Amano Amano Amano Amano Amano Amano Amano Amano Amano INV121780 SVC150649 SVC151166 SVC152528 SVC152541 SVC153737 SVC155537 INV125682 SVC157191 INV125967 SVC158701 SVC159708 SVC160922 SVC160433 SVC161439 SVC162712 SVC163313 SVC166545 SVC166560 SVC166586 SVC168583 INV130173 SVC169494 ADDENDUM NO. FIVE (5) DATED: January 18, 2017 TO: All Plan-holders/Interested Parties FOR: Request for Proposals Contract: Parking Management Services for BPDA Parking Facilities EDIC Project #RE01 Issued: December 12, 2016 This Addendum modifies, revises, amends and supplements all applicable sections: Exhibit H – Sample Parking Management Contract This document is a draft and is intended to reflect the substantive terms and conditions that are expected to appear in the parking agreement executed with the selected vendor. This Addendum is hereby made a part thereof by reference, and shall be as binding as though inserted in its entirety in the RFP. Wherever portions of any Addendum are in conflict with a previous Addendum, the Addendum bearing the latest date shall govern. This document is a draft and is intended to reflect the substantive terms and conditions that are expected to appear in the parking agreement executed with the selected vendor. SAMPLE PARKING MANAGEMENT AGREEMENT BY AND BETWEEN BOSTON REDEVELOPMENT AUTHORITY d/b/a BOSTON PLANNING & DEVELOPMENT AUTHORITY AND _______________________________________ THIS PARKING MANAGEMENT AGREEMENT (the "Agreement") is made as of the ___ day of February, 2017, by and between the BOSTON REDEVELOPMENT AUTHORITY, d/b/a the Boston Planning & Development Agency (hereinafter referred to as the “Agency”), a public body, politic and corporate existing pursuant to Chapter 121B, as amended, of the Massachusetts General Laws, with a principal place of business at One City Hall Square, Boston, Massachusetts 02201-1007 and ____________________, with a principal place of business at ____________________________ (hereinafter referred to as the "Manager") WITNESSETH WHEREAS, the Agency is the owner of three (3) surface parking facilities: (i) the first, located at 269 Commercial Street in the Downtown Waterfront District, a/k/a Sargents Wharf, measures approximately 78,120 square feet with a capacity for approximately 252 vehicles; (ii) the second, located at 290 Tremont Street in the mid-town Theatre District, measures approximately 29,363 square feet and can accommodate approximately 100 vehicles on site; and (iii) the third, located at the corner of Fulton and Cross Streets in the North End, measures approximately 45,000 square feet and can accommodate approximately 135 vehicles. Collectively these three (3) surface parking locations shall be referred to as the “Parking Facilities” and are shown on Exhibit A (“Facility Map”); WHEREAS, the Agency desires to have the Parking Facilities operated by a party with experience in the operation of public parking facilities; WHEREAS, the Manager has had experience in the operation of such public parking facilities; and NOW THEREFORE, and in consideration of the mutual covenants and agreements herein contained, the Agency and Manager hereby covenant and agree as follows: Page 1 I. Exclusive License The Agency hereby grants to Manager the exclusive right to operate the Parking Facilities for the Term specified below, conditioned upon the payment of all fees and reasonable costs due to the Agency pursuant to this Agreement. The Agency hereby grants to Manager the exclusive right to operate the Parking Facilities for the Term (hereinafter defined), upon the payment of the Management Fee, Incentive Fee and reimbursement of Operating Expenses (defined below) and upon all the other terms, conditions, covenants and agreements herein contained. No ownership, leasehold or other property interest shall vest in Manager by virtue of this Agreement. II. Term A. The term of this Agreement shall be for a period of one (1) year from the date hereof (the “Initial Term”). At the end of this Initial Term, the Agency shall have the sole discretion to extend this Agreement on an annual basis for an additional one (1) year period (the “Optional Extension Term”), but for no more than two (2) consecutive additional years, for a total maximum contract term of no more than three (3) years (the Optional Extension Term, the Initial Term and any Optional Extension Term shall be collectively referred to as the “Term”). During the Term of this Agreement, the Agency shall retain sole discretion in exercising the Optional Extension Term by notifying Manager within sixty (60) days of expiration. No exercise of the Optional Extension Term shall be subject to agreement or acceptance by the Manager. B. Notwithstanding the foregoing, either party may, at any time, upon at least sixty (60) days written notice to the other, cancel and terminate this Agreement during said Term without cause. Further, the Agency may terminate this Agreement immediately: (i) for material breach hereof by Manager; (ii) in the event of the filing by Manager of a petition or any application for relief, extension, moratorium or reorganization under bankruptcy, insolvency, or debtor’s relief law, or the appointment or a receiver, assignment for the benefit of creditors, or other similar financial difficulties; or (iii) in the event of a public taking of the Parking Facilities or any part thereof. In the event of any such taking, the entire award therefore shall be the sole property of the Agency and Manager shall have no claim or right to any part thereof. III. Parking Management Objectives and Scope of Services A Objectives 1. Oversee and professionally manage parking operations and maintain property; 2. Develop, recommend and implement programs and best practices to maximize net income to the Agency; and 3. Provide excellent service to customers Page 2 B. Scope of Services 1. The Manager shall oversee and manage parking operations and perform all necessary services for the care, protection, and maintenance of the Parking Facilities as outlined in the Request For Proposals (“RFP”) (and any subsequent addendums) and the approved Management and Operations Plan agreed to by the Agency. In addition, the Manager shall develop, recommend and implement programs, systems and procedures to ensure that parking operations are efficient, profitable and professionally managed. 2. The Manager will staff on-site management at each of the Parking Facilities as needed and as agreed upon with the Agency. Staff shall be trained, competent and possess commensurate experience to meet their responsibilities. In addition, the Manager will provide management oversight, administrative, financial and any other services as agreed or requested by Agency. 3. As the primary business interface with customers, the Manager will provide a high level of service. All functions should be performed with energy, fidelity and diligence utilizing the Manager’s knowledge and experience. IV. Parking Facilities Operation, Use and Restriction of Use A. Parking Facilities The Agency reserves the right to change, remove or delete Parking Facilities from this Agreement, or to change designations of such areas in order to use any such areas for other Agency purposes. In the event of any change or reassignment as provided hereunder, a revised Budget reflecting such change or reassignment shall be executed by the Manager and approved by the Agency. B. Use of Parking Facilities Manager agrees to operate the Parking Facilities as public facilities. Notwithstanding, from time to time, preferential rights to use the Parking Facilities may be given to such persons and firms that the Agency directs by notice. The Agency by written notice to the Manager shall define the limits of the use and number of the parking spaces in the Parking Facilities. The initial number of such spaces shall be as set forth in Exhibit B (“Parking Operations”). C. Operation of Parking Facilities 1. Operation is to be performed in an efficient and satisfactory manner, in accordance with the provisions of this Agreement and in conformity with all laws, statutes and ordinances applicable to the management and operation thereof. 2. Each Parking Facility shall run on an operating schedule established by the Agency. This schedule, attached as “Exhibit B", shall define: the hours of operation, which hours may be subject to change as circumstances require by notice from Agency to the Manager; as well as the maximum and minimum Page 3 3. 4. public parking fees that may be charged, which shall be established by notice from the Agency and which may be changed from time to time in its discretion. The Manager shall maintain all operating equipment directly related to the operation of the Parking Facilities. Manager shall install or paint and maintain such signs, direction indicators, parking lines and so forth as the Agency shall approve and shall not elect to provide itself. The Manager shall endeavor to provide dusk until dawn lighting of the Parking Facilities, at expense of the Agency, which is consistent with lighting service provided at most City of Boston parking facilities. This service is to be provided to improve overall security of the Parking Facilities, but in no way is deemed to be an affirmative obligation of the Agency, or the Manager nor is any liability assumed by provision of such lighting, or lack thereof. D. Restrictions of Parking Facilities – The Manager cannot provide free parking without the approval of the Agency. No employee of the Manager shall be authorized to take any vehicle outside of the Parking Facilities. V. Management Fee and Incentive Fee A. Management Fee - Each month, the Agency agrees to pay to Manager a portion of the annual fixed management fee (the “Management Fee”) equal to _____[TBD]_________ paid in monthly installments of _________[TBD]_________. B. Incentive Fee Annually, the Agency shall pay the Incentive Fee (“Incentive Fee”) calculated as follows: Gross Revenue less Base Revenue = Incremental Revenue Incremental Revenue less Incremental Expense = Incentive Revenue Incentive Revenue x Incentive Percentage ___[TBD]____% = Incentive Fee The following definitions shall be used for the purposes of calculating the Incentive Fee: 1. Gross Revenue shall mean all monies received for the use and occupancy of the Parking Facilities (excluding rate driven increases). 2. Base Revenue shall be mean FY17 Annual Budgeted Revenue per Parking Facility as noted in Exhibit B 3. Incremental Expenses shall mean all expenses related to the development, implementation and operation of any additional program to generate revenue above Base Revenue. In the event the Agency desires to remove, add or realign any Parking Facilities from the scope of this Agreement, the Management and Incentive Fees will be pro-rated as agreed to by the parties. Page 4 VI. Cash/Credit Card Receipts; Reimbursable Expenses; Capital Costs, Accounting, Reports, etc. A. Cash Receipts Manager shall deposit all cash receipts from the daily operations of each Parking Facility, in the name of the Agency, into such account(s) and at such bank(s), as the Agency designates in writing. B. Credit Card Receipts Manager will work with the Agency in order to enter into an agreement with a Bank/third party to process credit card transactions. Monthly credit card fees are Operating Budget line item expense and must be appropriately managed. Monthly reconciliations for revenue reported and cash/credit card deposits are expected to be performed. Additionally, all credit card transactions will be reviewed for chargebacks, credit issued as well as fee management. C. Reimbursable Expenses The Agency agrees to reimburse Manager for all expenses reasonably and actually incurred by Manager in the operation of the Parking Facilities, up to the amount submitted by Manager and accepted by the Agency with a format consistent with Exhibit D (“Operating Budget”). Any unforeseen expenses or those that exceed approved budgeted amounts must be approved by the Agency. Expenses incurred without prior approval by the Agency, outside of or in excess of, the approved Operating Budget may not be reimbursed. No equipment costing in excess of Five Hundred ($500) dollars shall be purchased by Manager without the prior written approval of the Agency. The Manager shall be expected take advantage of all trade allowances or discounts offered or available to it in the purchase of materials, supplies and equipment or in the payment of any other expenses. D. Capital Costs The Manager, in keeping with its responsibility for the care, protection, and maintenance of the Parking Facilities, shall alert and suggest to the Agency any repairs to the Parking Facilities that may be needed beyond routine maintenance performed by the Manager. The Manager is not responsible for the cost of such additional repairs or for the planning or oversight of such repairs if they are undertaken. The Manager will be expected to align operations as directed in writing by the Agency to facilitate such repairs. Page 5 E. Accounting Records and Reports 1. Daily Collection Reports Manager shall maintain shift record inventories of receipts and parking activity that reconcile to all tickets to daily cash and credit card transactions. Should the Agency wish to implement reporting changes a request shall be made in writing and the Manager has 7 days to implement that change. The Agency reserves the right to audit reports without notice. 2. Monthly Reports On or before the fourteenth (14th) working day of each month, commencing the month next following the date hereof, the Manager shall submit to the Agency the following: i. Income Statement - a true and correct monthly Income Statement for each parking facility and a combined summary, with revenue reported by income category (monthly, transient, events, etc.) which identifies amounts actually paid for expenses in the operation of the Parking Facilities during the preceding month. Also included in the Income Statement report is a budget to actual report with variance analysis. These reports shall serve as a summary of Gross Revenues, Management Fees and Reimbursable Expenses for parking services as previously defined. ii. Payroll - copies of the payroll for each employee in each Parking Facilities during such month showing title of the employee, the hours worked each day, dollars per hour and the gross pay for each week. iii. Accounts Receivable report with collection efforts for any account over sixty (60) days past due iv. Monthly reconciliation of credit card charges to bank deposit statements. All reports shall be in form and content satisfactory to the Agency and sent via Email to __________, Real Estate Department and the CPO at [email protected] 3. Public Records. Audit Rights and Retention of Records The Agency is a quasi-public agency subject to all Massachusetts Statutes. To the extent Manager is acting on behalf of the Agency, Manager shall: keep and maintain public records that ordinarily and necessarily would be required to be kept and maintained by Agency were Agency performing the services under this Agreement; provide the public with access to such public records on the same terms and conditions that Agency would provide the records; ensure that public records that are confidential and exempt from public record requirements are not disclosed except when authorized by law; and meet all requirements for retaining public records. Page 6 The Manager shall agree to transfer to Agency, at no cost to the Agency, all public records in possession of Manager upon termination of this Agreement and destroy any duplicate public records that are exempt or confidential and exempt. All records stored electronically must be provided to Agency in a format that is compatible with the information technology systems of Agency. All monthly parker information shall be kept in a secure location in the Manager’s office and will only be accessible to members of the Manager’s team approved by the Agency. Such books, records and accounts shall be kept at Manager's place of business in Boston, Massachusetts, and the Agency, its auditors or its duly authorized representatives shall have the right to examine same at all reasonable times. All operating receipts and records shall be stored by the Manager for a period of six (6) years after final contract payment or close, after which they may be destroyed unless otherwise requested in writing by the Agency. At any time during the term of this Agreement, at the Agency's election, Agency may retain a Certified Public Accountant or other consultant in conjunction with the Agency to audit the accounts of the Parking Facilities and the work of the Manager. 4. Other Required Reports a) Management and Operations Plan shall be submitted within thirty (30) days of the commencement defined as the written plans developed and submitted by the Manager detailing the methodology to manage each type of existing Parking Facility and any future parking services; b) Monthly Management Report with parking data/metrics; c) Monthly inventory of active and inactive Transponders reconciled to Monthly Parking Revenue and Accounts Receivable and a variance report; d) Monthly arm movement report for transponders that do not generate a monthly billing and reconciliation of event tickets in and out; and e) Other reports as requested by Agency Monthly reports shall be sent by Manager via Email to ______________, Real Estate Department and the CPO at [email protected] Page 7 VII. Invoices, Budgets, Procurement A. Invoices Approval and Payment: 1. Invoices shall be billed to the Agency and include monthly Management Fee and Reimbursable expenses. Backup detail to substantiate Reimbursable expenses shall include but are not limited to work orders and vendor invoices. Invoices from the Manager’s vendors shall show separate lines for material and labor, details on specific materials purchased (if over one hundred dollars ($100)) and detail on labor including: the number of employees worked, employee’s title, number of hours worked, payment per hour and a total labor. Taxes, fuel surcharges and transportation charges will not be reimbursed unless approved in advance in writing by the Agency. 2. All reports shall be in form and content satisfactory to the Agency and sent via Email to __________, Real Estate Department and the CPO at [email protected] 3. Upon receipt and approval by the Agency of the Monthly Reports, the BRA will process and pay the invoices within thirty (30) calendar days. If, during the process, certain expenses are not approved for payment, such expenses shall be deducted from the invoice and the approved portion of the invoice shall be processed for payment. The Manager must submit a request for reimbursement of payment that the Manager incurred within forty-five (45) calendar days. B. Operating Budget Timing - within thirty (30) calendar days after the commencement date, the Manager shall prepare and submit to Agency a line item operating budget for the period from March 2017 through June 30, 2017 and for the Agency’s FY18, July 1, 2017 to June 30, 2018, using the format attached hereto and made a part hereof as Exhibit C, or as mutually agreed upon. Thereafter, Operating Budgets shall be submitted by April 15 of each year. Approval - the budget must reflect operations in accordance with the Management and Operations Plan that has been approved by the Agency and correspond with Agency's budgeting process. The budget shall be subject to approval or disapproval by the Agency within thirty (30) calendar days of receipt thereof and shall be subject to review from time to time if requested by either the Manager or the Agency. If the Agency fails to approve or disapprove the proposed budget within thirty (30) calendar days, then the existing budget shall remain in force until the proposed budget is approved. All approvals or revisions of said budget by the Agency shall be set forth in writing and shall thereafter be binding upon the Manager. Page 8 C. Procurement of Goods and Services The Agency and the Manager will meet within fifteen (15) days after the execution of the Agreement to review all required preventative and service maintenance contracts that must be procured by the selected Manager for essential parking facility management, including but not limited to elevators, parking control systems, fire alarm system, trash removal, fire pumps, sprinklers, pest control etc.). At this meeting, Agency and the Manager shall identify a procurement plan for each preventive / service maintenance contract and which party will manage the procurement process. The purchase of specific equipment necessary to maintain the facility may be required and will be purchased only upon the approval by of the Agency, and will become the property of the BRA. Procurement methods shall be approved in advance by the Chief Procurement Officer (CPO) for the BRA. The procurement process is subject to the approval of the Agency and the Agency and must be in accordance with applicable law. VIII. Labor and Supervision Manager shall provide all labor, administration, supervision, supplies, equipment and other items reasonably required for the proper and economic operation and security of the Parking Facilities and shall advise and cooperate with the Agency in all matters pertaining to the performance of this Agreement and the orderly control of parking and traffic in or about the Parking Facilities. Manager shall have in its employ, for the operation of the Parking Facilities, a sufficient number of suitable employees to enable it to properly and economically manage, operate and maintain the Parking Facilities for the parking of vehicles. The number of personnel employed by the Manager shall be subject to review and approval by the Agency and all personnel shall be required to wear neat and clean clothing at all times. All other matters pertaining to the employment of such employees, including the salaries to be paid and the benefits to be allowed (including overtime and premium pay for holidays) are the responsibility of Manager; provided, however, that such salaries and such benefits shall be generally consistent with those paid or provided other employees at other local public parking facilities. Manager shall comply with all applicable laws and regulations pertaining to the employment of such employees and shall be responsible for the licensing of those employees, if the character of their work in the Parking Facilities requires licensing. The Agency may request that any person employed in the Parking Facilities be discharged when and if it shall deem such person's continued employment to be Page 9 contrary to the best interests of the Parking Facilities and upon such request by the Agency, the Manager shall forthwith discharge such objectionable employee. The Manager shall obtain background checks for personnel from the State of Massachusetts Department of Law Enforcement or from other sources approved by the BPDA. Manager shall submit background checks if so requested by the BPDA. The BPDA shall have the right to approve or disapprove all personnel. IX. Licenses and Permits Manager shall see that all necessary licenses, permits and approvals from any government authorities having jurisdiction over the performance the work hereunder or the operation of the Parking Facilities are obtained, being understood, however, that to the extent required by law or at the option of the Agency, such licenses, permits and approvals shall be in the name of Manager and Manager will sign any applications or other documents necessary to obtain such licenses, permits or approvals. X. Insurance; Indemnification A. Insurance Manager shall obtain prior to commencement and maintain the following types of insurance at generally competitive rates: 1. Workman's Compensation in the statutory limits covering all employees whose compensation is at Owner's expense hereunder. 2. Commercial General Liability Insurance in such form as to protect both manager and Agency from any loss, cost damage, or liability imposed by law on account of bodily injuries, death resulting therefrom, or property damage, suffered by any person or persons, while within, upon, or about the Parking Facilities or the sidewalks or driveways related thereto; coverage and protection of such insurance on account of any accident resulting in bodily injuries, death resulting therefrom, or property damage, to be not less than Two Million Dollars ($2,000,000) per occurrence. 3. Umbrella Liability Insurance, in excess following form, with respect to Commercial General Liability Insurance, with an annual aggregate limit of not less than Fifteen Million Dollars ($15,000,000). 4. Garage Keepers Legal Liability Insurance insuring any and all automobiles that are parked at the Parking Facilities by Manager’s employees or for which a bailment is otherwise created, not to be less than Two Million Dollars ($2,000,000) limit, covering fire, explosion and theft with Two Hundred Fifty ($250) Dollars deductible; vandalism, malicious mischief, riot and civil commotion with Twenty-five ($25) Dollars deductible; and collision Page 10 5. 6. 7. 8. with One Hundred ($100) Dollars deductible. The Agency shall be listed as additional insured on the Manager’s liability coverage. The Manager shall be primary and the Agency non-contributory. Blanket Crime Policy, Two Hundred Five Hundred ($2,500) Dollars- Five Hundred ($500) Dollars deductible. Automobile liability coverage of one million dollars ($1,000,000). Employee Dishonesty Insurance with a limit of not less than One Hundred Thousand and No/100 Dollars (100,000), subject to a deductible of not more than Two Thousand Five Hundred and No/100 Dollars ($2,500) and depositor’s forgery insurance with a limit not less than Twenty-five Thousand and No/100 Dollars ($25,000). Such other types of coverage as the Agency may, from time to tire, request in writing or which Manager, with approval of the Agency may elect to carry. The insurance required by clauses 1-8 above shall be written by companies and in forms satisfactory to the Agency and shall name "Boston Redevelopment Agency" and the City of Boston as an additional insureds and shall provide for notice in writing to the Agency at least ten (10) days prior to cancellation. Thirty (30) days prior to the expiration of any policy required above, Manager will obtain a new certificate of insurance as outlined above and send to the Agency. Immediately follow the commencement date, Manager shall furnish to the Agency certificates of insurance or copies of the policies evidencing the coverage required hereunder and each policy shall not be modified or cancelled unless the ten (10) days prior written notice shall have been given to the Agency. B. Indemnification Manager will hold the Agency harmless and indemnified from and against any loss, cost, damage or liability arising out of Manager's operation of the Parking Facilities, which shall not be covered, provided for or compensated by such insurance as aforesaid or other insurance as the Agency may carry in respect of the Parking Facilities. Manager further agrees to pay, indemnify, and save harmless the Agency from all suits, actions, claims, demands, damages, or losses, expenses and for costs of every kind and description relating to Manager's management of the Parking Facilities. However, Manager shall not be required to indemnify the Agency for any expense or liability which is attributable to theft of personal property from automobiles, deductible from insurance or which is caused by property defects in said lot. Page 11 XI. Supplies and Equipment Manager shall purchase and keep at the Parking Facilities such materials, supplies and equipment as shall be necessary for the efficient and economical performance of this Agreement, and title to all such materials, supplies and equipment shall be in the name of the Agency. Manager shall be responsible for the proper use, maintenance and safekeeping of such materials, supplies and equipment and the Agency shall have the right, at all reasonable times, to inspect and inventory them. XII. Notices All demands, notices, consents or approvals to be made hereunder shall be in writing and shall be deemed delivered hereunder if mailed postage prepaid, by registered or certified mail, return receipt requested, or delivered by hand to the representatives identified below at the respective addresses first set forth in the first paragraph of this Agreement or to such other address as may be specified by either of the parties in writing. Agency Manager Boston Redevelopment Agency One City Hall Square Boston, Massachusetts 02201-1007 Attention: Director Copy to Boston Redevelopment Agency One City Hall Square Boston, Massachusetts 02201-1007 Attention: General Counsel Copy to: Boston Redevelopment Agency 22 Drydock Ave Boston, Massachusetts 02210 Attention: Director of Real Estate XIII. Miscellaneous A. B. Page 12 Every quarter, Manager and Agency shall meet to review operational and financial performance of Parking Facilities, provide feedback to Manager, discuss new revenue programs, capital needs and other topics as agreed upon by Manager and Agency. In no event shall this Agreement be considered to be a lease or to constitute the parties hereto as landlord and tenant or as partners or joint ventures. In the operation of the Parking Facilities and in all matters pertaining thereto, C. D. E. F. G. H. I. J. K. Page 13 Manager shall, at all times and for all purposes, be an independent contractor and all persons engaged in the operation of the Parking Facilities shall be employees of Manager, and not the Agency. Unless otherwise provided herein, any notice, request, approval or other communication which is required or permitted to be given hereunder shall be given in writing and shall be sent by certified mail to such address as shall be designated by the parties, from time to time. The date of mailing shall be deemed to be the date such notice has been given. Manager shall not assign this Agreement without the express written approval of the Agency. Manager shall notify the Agency with reasonable promptness of any unusual conditions which may develop in the operation of the Parking Facility or to the Parking Facility such as, but not limited to, accidents, injuries, fire, flood, breakage, or casualty. Manager is engaged under this Agreement as an independent contractor and not as an agent or employee of the Agency. The Manager shall abide by and conform with the non-discrimination and affirmative action provisions attached hereto and incorporated as a part hereof. The Manager shall also complete and sign the Certificate of Compliance with Laws, attached hereto and incorporated as a part hereof. Any failure by the Agency to assert its rights for or upon any default of this Agreement shall not be deemed a waiver of such rights, nor shall any waiver be implied from the making of any payment hereunder. The Agency’s review, approval, acceptance or payment for services under this Agreement shall not operate as a waiver of any rights under this Agreement and the Manager shall be and remain liable to the Agency for all damages incurred by the Manager as a result of the Manager’s failure to perform in conformance with the terms and conditions of this Agreement. The rights and remedies of the Agency provided for under this Agreement are in addition to any other rights or remedies provided by law. The Agency may assert a right to recover damages by any appropriate means, including but not limited to setoff, suit, withholding, recoupment, or counter-claim either during or after performance of this Agreement. In no event shall the Agency be liable to the Manager for damages or loss resulting from causes beyond the reasonable control of the Agency and in no event shall the Agency be liable for incidental, special or consequential damages, including loss of anticipated revenues or profits, whatever the cause. No member or employee of the Agency shall be charged personally or held contractually liable by or to the Manager under any term or provision of this Agreement or because of any breach thereof. L. M. N. O. P. Q. R. During the term of this Agreement, the Manager shall not employ on either a full-time or part-time basis, any person so long as such person shall be employed by the Agency. In accordance with M.G.L. Chapter 121B, §7, third paragraph, as amended, for purposes of the Commonwealth’s Conflict of Interest Law (M.G.L. Chapter 268A, as amended), the Manager shall be deemed to be a “special municipal employee”. This Agreement shall be governed by and construed under the laws of the Commonwealth of Massachusetts. If any provision of this Agreement shall to any extent be held invalid or unenforceable, the remainder of this Agreement shall not be deemed affected thereby. This Agreement sets forth the entire understanding between the parties as to the subject matter hereof and supersedes all prior and collateral agreements and representations. This Agreement may not be amended or modified except by a writing signed by both parties. Captions are for convenience and reference only, and shall not be used to interpret, clarify, limit or amend the contents or meaning of this Agreement or any provision hereof. Signatures on next page Page 14 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed in their respective names and by persons thereunto duly authorized. MANAGER BY _________________________________ Name _____________________________ Title________________________________ BOSTON REDEVELOPMENT AUTHORITY BY ___________________________ Brian P. Golden Director APPROVED AS TO FORM: _____________________________________ E. Renee LeFevre, General Counsel Boston Redevelopment Authority Page 15 Exhibit A - Parking Facilities (MAP) Page 16 Exhibit B Description and Hours of Surface Lots Surface Lot Address # of spaces Hours Monthly # of Monthly Passes 269 Commercial Street 252 (24 x 7 x 365) 24/7 Total # of spaces Page 17 Price 0-30 minutes $7 30 to 60 minutes $12 $325 1-2 hours $18 only overnight 7 days 6 $250 2-12 hours $22 only overnight 5 days 8 $175 Daily Max $27 4 $350 Early Bird $18 Day Rate $20 Night Rate $25 Early Bird $17 100 M-Th 6am11pm Fri Sat 7am 1am Sun 7am to 12am Fulton / Cross Streets Hours 192 Zip Cars 290 Tremont Street Monthl y Cost Transient Parking 126 478 (24 x 7 x 365) 110 Fixed Cost For Events FY17 Budgeted Annual Revenue $2,520,000 $25 $290 $763,000 $382,800 Total FY 17 Budget $3,665,80 0 Exhibit C - Annual Budget Template OPERATING EXPENSES Year 1 Cost Year 2 Inflation Rate (assumption) Year 2 Cost Year 3 Inflation Rate (assumption) Year 3 Cost Notes *Please provide Staffing assumptions *Please notate which benefits intended for pass-through Salary and Wage - Provide back up detail Benefits - Provide Back Up detail Utilities Repair and Maintenance * Provide detail Line Stripe Snow Removal - provide back up detail Claims Operating Supplies Uniforms Licenses/Permits * Provide detail Office Supplies Bank Fees Telephone Signage Sanitation Rev. Control Equipment Insurance Tickets Misc TOTAL OPERATING EXPENSES Event - Per Person Hourly Rate Page 18 - - - - - ADDENDUM NO. SIX (6) DATED: January 24, 2017 TO: All Plan-holders/Interested Parties FOR: Request for Proposals Contract: Parking Management Services for BPDA Parking Facilities EDIC Project #RE01 Issued: December 12, 2016 This Addendum modifies, revises, amends and supplements all applicable sections: Item 1. Sample Parking Management Agreement – name of entity on top on cover page is Boston Redevelopment Authority d/b/a/ Boston Planning & Development Agency Item 2. Questions and Answers – Sample Parking Management Agreement Question # 1 Article # N/A 2 IV.C.4. 3 V.B.2. 4 V.B.3. Question Will the EDIC agreement be of substantially the same form? If there are water/sewer expenses, does the Agency also pay those? In Addendum #4 it was stated that Annual Budgeted Revenue for FY18 and FY19 would be equal to the FY17 Annual Budgeted Revenue. This is not stated here. Is that still the intent? Does “all expenses” include or exclude capital improvements (e.g., a new revenue control system)? Answer Yes; the sample agreement was intended to reflect the substantive terms and conditions that are expected to appear in the BRA contract as well as the EDIC contract. Yes, the Agency does pay for those expenses. Yes, the same Annual Budgeted Revenue will be used for FY17, FY18 and FY19. Excludes Capital Expenses; we expect the Manager to provide recommendations on capital needs and if requested, provide estimates. Manager shall adjust operations as necessary to allow for improvements to take place. 5 VI.C. 6 II B By nature of the fact that unforeseen expenses are unforeseen (e.g., a few two-foot snowfalls), the costs incurred will not have prior approval. Should we assume that this paragraph indicates that the Agency will work with the Manager to allow post approval if those items that are reasonably incurred but above the budgeted amount? This states immediate termination for breach. Can this section be expanded to better define what qualifies as breach? Can a cure period be added to this section? Manager should budget appropriately for normal winter snow removal (not too low on these expenses). Manager shall notify the Agency immediately when unforeseen or emergency situations occur and Agency will work with Manager on expenses over the budgeted amount. The Agency will add language to the Parking Management Agreement: Unless extenuating circumstances dictate otherwise, the BRA or EDIC will provide notice of termination. If termination is for cause, there will be a seven (7) day notice of such termination. If termination is not for cause, there will be a fourteen (14) day termination. With respect to a finer definition of breach, it should be noted that termination for cause will include the following scenarios: (i) the services to be performed under the parking management agreement shall be canceled or abandoned by the BRA or EDIC, (ii) the parking management agreement or any part thereof shall be assigned without the prior written consent of the BRA or EDIC’s Director, (iii) the Manager shall violate any of the provisions of the parking management or shall fail to perform, keep, or observe any of the terms, covenants or conditioned therein, (iv) the Manager abandons in whole or in part its services, or becomes unable to perform its services, or (v) the Manager fails to perform the services in a timely and workmanlike manner. 7 VIII ¶ 4 There is a requirement that we submit background checks for our employees to BPDA. – Can language be added that this cannot be done without the employees consent as legally we are not able to do so without it? Neither the BRA nor the EDIC contracts will impose a background requirement that conflicts with applicable federal, state or local law. 8 X.A.5 Article X A.5 should read: There is a typo in Article X A. 5. Two Hundred five Hundred should be Two Thousand Five Hundred 5. Blanket Crime Policy, Two Thousand Five Hundred ($2,500) Dollars- Five Hundred ($500) Dollars deductible This Addendum is hereby made a part thereof by reference, and shall be as binding as though inserted in its entirety in the RFP. Wherever portions of any Addendum are in conflict with a previous Addendum, the Addendum bearing the latest date shall govern.