ATTACHMENT 3
301 EAST OLIVE AV ENUE , STE. 305 • BURBANK, CA 91502 • [email protected]
ADDENDUM NO. 1
November 22, 2022
RFP NO: BPD-2022-001
SUBJECT: Parking Enforcement Services
PROPOSAL DUE DATE: December 6, 2022
Included below are addendum items, which shall be inc orporated into the RFP solicitation of the referenced project. T his change shall be considered as part of the original document s, as if it were originally provided therein; and as such shall be used as a part of the contract documents.
Respondents must acknowledge receipt of thi s addendum with their proposal. Omission of that acknowledgement may be used as grounds to find the proposal unresponsive.
Item 1: Attachment B – Proposed Price Sheet has been revised. Please download the revised version from PlanetBids.
Item 2: The proposal submission due date has been extended to December 6, 2022 at 4:00 p.m.
Questions and Answers:
Q1: Reference: Attachment A – Scope of Services, Page 7, Section 3.5 provides: “Enforcement staff must have the education, skills, and qualities required to fulfill the tasks outlined in t his RFP, including the ability to use Contractor-supplied vehicles and other equipment prior to being assigned.” QUESTION A: Please provide the number of vehicles required to perform this contract.
A1: As referenced in Attachment A, Page 7, Section 3.5 "A ctual level of staffing will be based on City approved optimal staffing levels. Minimum staffing levels shall be scalable based on the needs as determined by the City; staff levels are anticipated to range between four (4) to ten (10) full time employees (FTE), with each FTE staffed at a 40-hour work week.". As referenced in Attachment A, Page 10, Section 3.11 "Contractor will provide parking enforcement vehicles for each assigned on- duty parking enforcement staff member conducting services funder the PSA". As such, the number of vehicles is dependent upon the number of staff as determined by the City and may be scalable based on staffing needs. Example: If 4 s taff are assigned to perform work, 4 vehicles would be required. If staffing model scales up t o 8 staff assigned, 8 vehicles would be required.
Q2: Reference: Attachment A – Scope of Services, Page 7, Section 3.5 provides: “Enforcement staff must have t he education, skills, and qualities required to fulfill the tasks outlined in this RFP, including the ability to use Contractor-supplied vehicles and other equipment prior to being assigned.” QUESTION B: Please confirm if vehicles can be separately billed? A2: Please review the updated Attachment B – Proposed Price Sheet. All charges will be billed monthly, including the fuel passthrough, to be accompanied by appropriate reports documenting fuel costs.
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Q3: Reference: Attachment A – Scope of Services, Page 7, Section 3.5 provides: “Enforcement staff must have the education, skills, and qualities required to fulfill the tasks outlined in this RFP, including the ability to use Contractor-supplied vehicles and other equipment prior to being assigned.” QUESTION C: Please confirm if fuel can be billed as a passthrough supported by fuel receipts. We believ e this will achieve a more cost -effective price for the City, as it prevents accidentally overestimating fuel prices as a result of forecasting fuel costs in a wildly volatile market.
A3: Yes, fuel can be billed as a passthrough. Please see updated Attac hment B – Proposed Price Sheet.
Q4: Reference: Attachment A – Scope of Services, Page 7, Section 3.5 provides: “Enforcement staff must have the education, skills, and qualities required to fulfill the tasks outlined in this RFP, including the ability to use Contractor-supplied vehicles and other equipment prior to being assigned.” QUESTION D: Must the vehicle be equipped with any specialized equipment (decals, lightbar, spotlight, etc.)?
A4: Vehicles shall be equipped with License Plate Reader System (LP RS) and must be clearly identifiable as conducting servic es on behalf of the City. The City will also consider any other specialized equipment based on industry best practices for the provision of parking enforcement services such as a hazard lightbar, et c., as proposed by the Contractor. See updated Attachment B – Proposed Price Sheet for additional details.
Q5: Reference: Attachment A – Scope of Services, Page 7, Section 3.5 provides: “Enforcement staff must have the education, skills, and qualities r equired to fulfill the tasks outlined in this RFP, including the ability to use Contractor-supplied vehicles and other equipment prior to being assigned.” QUESTION E: Does the City have a preferred vehicle style (sedan, SUV, pickup truck, etc.)?
A5: The C ity does not have a preference for vehicle type, as long as the Contractor shall maintain vehicles in a prof essional, clean, and safe condition to ensure representation of a first - class parking enforcement system on behalf of the City and consistent with other first -class parking enforcement operations. We will conside r all proposed vehicles and evaluate thei r value based on features, price and fuel efficiency.
Q6: Please confirm if the City is requesting armed or unarmed services? A6: City is requesting unarmed services.
Q7: Who is the current security provider?
A7: Scope of services is for parking enforcement services, not security services. The City currently conducts its own parking enforcement utilizing City staff.
Q8: What chal lenges are the City currently experiencing at its various sites with regards to security and its security provider?
A8: Scope of services is for parking enforcement services, not security services. The City currently conducts its own parking enforcement utilizing City staff. Challenges in providing parking enforcement services have been related to maintaining a well -trained and qualified workforce at adequate staffing levels to provide services throughout the City.
Q9: Does the City have a preference t o retain incumbent employees that are in good standing and meet the hiring criteria of the Proposer?
A9: The City does not anticipate the need for the Contractor to retain any incumbent employees.
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Q10: Will the City please share the current pay and bill rates for each position? A10: Parking Enforcement services are currently conducted by City staff through two job classifications: Parking Control Officer and Parking Control Su pervisor. Base ranges for these positions are listed on the City's salary listi ng located online at https://www.burbankca.gov/web/management-services/employee-compensation-mous.
Q11: Will the City allow the Contractor to bill for Holidays worked at the Overtime / Holiday rate? A11: Yes, the Contractor will be allowed to bill a holiday rate not to exceed 200% of the existing hourly rate (double time) for the 24 hour peri od (12:00 a.m. to 11:59 p.m.) during these City- observed holidays: New Year ’s Day, MLK Jr. Day, President s’ Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Christmas Day.
Q12: Please confirm that Cyber Liability (Tech E&O), Contractors Pollution Liability and/or Asbestos Pollution Liability is not required for this contract.
A12: It is confirmed that the above listed categories are not needed for this contract and will be stricken from the PSA between the selected awardee and the City.
Q13: Pg. 7 v. Operational Approach/Implementation Methodology. Descr ibe the roles and responsibilities for all key Contractor personnel and provide resumes for all key Contractor personnel that will be assigned to the project, describing the specific role they will play in the performance of the services requested. a. Will the City acce pt professional bios in replace of resumes?
A13: For proposal submission , the City requests details of the roles and responsibilities for all key contracted personnel that will be assigned to the project. Upon onboarding of specific personnel, resumes are required.
Q14: Reference: Attachment F – Standard Liquidated Damages QUESTION A: How much has the incumbent Contractor paid to the City in liquidated damages in the last 12 month? A14: There is no incumbent Contractor as the City currently performs its own parking enforcement services.
Q15: Pg. 7 v. Operational Approach/Implementation Methodology. Describe the roles and responsibilities for all key Contractor personnel and provide resumes for all key Contractor personnel that wi ll be as signed to the project, describing the speci fic role they will play in the performance of the services requested. a. Will the City accept professional bios in replace of resumes?
A15: See A13.
Q16: Street sweeping enforcement protocol: Are vehic les allowed to repark once the sweeper has passed or can the PER’s cite per posted hours/days? A16: There is no parking permitted at all during the posted two- hour prohibited parking timeframe. This is not dependent on whether the street sweeper has passed or not.
Q17: What is the City’s plan for the current PER’s employed with the City? Is it the City’s intent for the selected vendor to hire existing City employees? If so, please provide the number of employees and their pay rates.
A17: All current PE Rs will be retained as employees of the City. The City does not anticipate the need for the Contractor to retain any incumbent employees.
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Q18: In order to provide a level pricing plan, what is the minimum number of vehicles required? A18: As referenced in Attachment A, Page 7, Section 3.5 "Actual level of staffing will be based on City approved optimal staffing levels. Minimum staffing levels shall be scalable based on the needs as determined by the City; staff levels are anticipated to range between four (4) t o ten (10) full time employees (FTE), with each FTE staffed at a 40- hour work week.". As referenced in Attachment A, Page 10, Section 3.11 "Contractor will provide parking enforcement vehicles for each assigned on- duty parking enforcement staff m ember conducting services funder the PSA". As such, the number of vehicles is dependent upon the number of staff as determined by the City and may be scalable based on staffing needs. Example: If 4 staff are assigned to perform work, 4 vehicles would be required. If staffing model scales up to 8 staff assigned, 8 vehicles would be required.
Q19: In order to provide a level pr icing plan, what is the minimum number of LPR units required?
A19: Please see updated Attachment B – Proposed Price Sheet. Each vehicle will need to be equipped with license plate reading capabilities.
Q20: Pg. 12- The hours of operation are stated as Sunday to Saturday 6:00am -10:00pm. The Preferential Parking Districts and Time limit zones are enforced Monday thr ough Friday till (sic ) 6:00pm. What are the anticipated duties of the PER’s on weekends and after 6:00pm on weekdays?
A20: The Cit y has restricted parking areas that extend past 6:00 pm that require enforcement.
The City also has highly utilized business districts that requi re parking enforcement during the 6:00pm-10:00pm timeframe.
Q21: The RFP states that “Contractor will base operations at a work location designated by the City for its use.”. Is this intended to be City -owned office space and will it be provided at no cost to the contractor. If a lease of City -owned property is required, can you please provide the annual lease amount.
A21: T he Contractor will be provided City owned office space at no additional cost to the Contractor.
Q22: Will parking be provided for enforcement vehicles and employee personal vehicles? A22: Yes.
Q23: Please provide current staffing levels for the City’s enforcement program.
A23: The City currently has ten (10) budgeted Parking Control Officer positions and one (1) budgeted Parking Control Supervisor position.
Q24: What is the current Citation Management System being used by the City? A24: Duncan Solutions w/ Professional Account Management (PAM) for collection services.
Q25: Will the contractor be responsible for data transf er from current Citation Management System to the new system being used by contractor personnel, or will the systems be operated separately?
A25: As referenced in Attachment A , Section 3.13, the Contractor's proposed handheld equipment must be compatible with the Duncan Solutions system as well as with other industry contemporary parking citation management and collection vendor software. Compatible handheld equipment will allow for auto- transmission of data without additional action by the Contractor.
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Q26: If data transfer is required, please provide an overview of total records and size of data.
A26: Not required.
Q27: For the Proposed Pricing (Attachment B), the majority of expenses both fixed and variable will be based on the overall staffing levels. To ensure an apples to apples comparison, should a standard number of FTE’s or Service Hours be used to calculate pricing or will the City take into consideration the various staffing plans?
A27: Please see revised Attachment B – Proposed Price Sheet, which remedies the scenario described above.
Q28: Are the personnel required for this scope subject to a Collective Bargaining Agreement of any kind?
A28: No.
END - ADDENDUM NO. 1
Respectfully,
Alisa DeHoyos
Purchasing Manager
Acknowledgement is hereby made of receipt and incorporation of Addendum No. 1 in to the referenced RFP and related proposal submission.
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