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Public Works Department
Request for Proposal (RFP) for Professional
Services
City-Wide Parking Enforcement
RFP Issued: Monday, October 13, 2025
Submit Written Questions regarding RFP: 2:00 p.m.
Friday, October 17, 2025
RFP submittal deadline: 2:00 p.m.
Friday, October 24, 2025
Contact: Jenny Davila
Public Works Admin. Supervisor
CITY OF SALINAS
PUBLIC WORKS DEPARTMENT
ENVIRONMENTAL MAINTENANCE
426 WORK STREET
SALINAS, CA 93901
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REQUEST FOR PROPOSAL (RFP) FOR
PROFESSIONAL SERVICES
TITLE: CITY-WIDE PARKING ENFORCEMENT
1. INTRODUCTION
The City of Salinas is seeking proposals from qualified firms to provide services for efficient and professional parking enforcement operations citywide and wishes to engage these services without incurring capital outlay or adding City employees. Therefore, the city is seeking proposals from organizations that can provide Parking Enforcement Services. The City is seeking a multi -year contract with a qualified, professional and highly motivated firm or consortium to perform daily parking enforcement services. The required services and performance conditions are described in the Scope of Work (or Services).
2. ATTACHMENTS
The attachments below are included with this Request for Proposals (RFP) for your review and submittal (see asterisk):
Attachment A – Proposer’s Information Form*
Attachment B – Scope of Work/Services
Attachment C – Sample Agreement for Professional Services Attachment D – Sample Table, Qualifications of Firm Relative to City’s Needs* Attachment E – Cost Proposal Format*
The items identified with an asterisk (*) shall be filled out, signed by the appropriate representative of the company and returned with submittal.
3. INSTRUCTIONS TO PROPOSERS
3.1 Examination of Proposal Documents
The submission of a proposal shall be deemed a representation and certification by the Proposer that they:
3.1.1 Have carefully read and fully understand the information that was provided by the City to serve as the basis for submission of this proposal.
3.1.2 Have the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.
3.1.3 Represent that all information contained in the proposal is true and correct.
3.1.4 Did not, in any way, collude, conspire to agree, directly or indirectly, with any person, firm, corporation or other Proposer in regard to the 3 | Page
amount, terms or conditions of this proposal.
3.1.5 Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Proposer, and Proposer hereby grants the City permission to make these inquiries, and to provide any and all related documentation in a timely manner.
No request for modification of the proposal shall be considered after its submission on grounds that Proposer was not fully informed to any fact or condition.
3.2 Addenda/Clarifications
Should discrepancies or omissions be found in this RFP or should there be a need to clarify this RFP, questions or comments regarding this RFP must be put in writing and submitted on Planetbids no later than 2:00 p.m., Friday, October 17, 20 25. All Co mmunications regarding this RFP, including all questions, should be submitted through the Q&A section of the project page (on PlanetBids). The City will respond to all questions submitted prior to the communication deadline. All addenda shall become a part of this RFP and shall be acknowledged on the Proposer’s Form.
The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the City or its representatives.
3.3 Submission of Proposals
All proposals shall be submitted electronically on the PlanetBids project page. Proposals must be received no later than 2:00 p.m. on Friday, October 24, 2025. All proposals received after that time will be rejected for non-compliance. Proposal should bear Proposer’s name and address, clearly marked, “RFP – City-Wide Parking Enforcement”.
3.4 Withdrawal of Proposals
A Proposer may withdraw its proposal at any time before the expiration of the time for submission of proposals as provided in the RFP by emailing the City Project Manager for a request to withdrawal signed by, or on behalf of, the Proposer.
3.5 Rights of the City of Salinas
This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to:
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• Make the selection based on its sole discretion;
• Reject any and all proposals;
• Issue subsequent Requests for Proposals;
• Postpone opening for its own convenience;
• Remedy technical errors in the Request for Proposals process; • Approve or disapprove the use of particular subconsultants; • Negotiate with any, all or none of the Proposers;
• Accept other than the lowest offer;
• Waive informalities and irregularities in the Proposals and/or • Enter into an agreement with another Proposer in the event the originally selected Proposer defaults or fails to execute an agreement with the City.
An agreement shall not be binding or valid with the City unless and until it is executed by authorized representatives of the City and of the Proposer.
4. PROPOSED TENTATIVE TIMELINE
The tentative RFP timeline is as follows:
RFP Issued Monday, October 13, 2025
Deadline for questions, clarifications 2:00 p.m., Friday, October 17, 2025 Proposals Due 2:00 p.m., Friday, October 24, 2025
Interviews (if needed) Week of October 27, 2025
Proposal Selection and Contract Preparation Week of November 2, 2025 Contract Awarded November 2025 (tentative)
Work Commences December 2025 (tentative)
5. INFORMATION TO BE SUBMITTED (to be submitted in this order only) These instructions outline the guidelines governing the format and content of the proposal and the approach to be used in its development and presentation. The intent of the RFP is to encourage responses that clearly communicate the Proposer’s understanding of the City’s requirements and its approach to successfully provide the products and/or services on time and within budget.
Only that information which is essential to an understanding and evaluation of the proposal should be submitted. Items not specifically and explicitly related to the RFP and proposal, e.g. brochures, marketing material, etc. will not be considered in the evaluation.
All proposals shall address the following items in the order listed below and shall be numbered 1 through 8 in the proposal document.
5.1 Section 1 – Proposal Summary
This Chapter shall discuss the highlights, key features and distinguishing points of the Proposal. A separate sheet shall include a list of individuals and 5 | Page
contacts for this Proposal and how to communicate with them. Limit this Chapter to a total of three (3) pages including the separate sheet.
5.2 Section 2 – Profile on the Proposing Firm(s)
This Chapter shall include a brief description of the Prime Proposer’s firm size as well as the proposed local organization structure. Include a discussion of the Prime Proposer firm’s financial stability, capacity and resources. Include all other firms participating in the Proposal, including similar information about the firms.
Additionally, this section shall include a listing of any lawsuit or litigation and the result of that action resulting form (a) any public project undertaken by the Proposer or by its subcontractors where litigation is still pending or has occurred within the last five years or (b) any type of project where claims or settlements were paid by the consultant or its insurers within the last five years.
5.3 Section 3 – Qualifications of the Firm
This Chapter shall include a brief description of the Proposer’s and sub- Proposer’s qualifications and previous experience on similar or related projects. Provide in a table format (see Sample Table, Attachment D) descriptions of pertinent project experience with other public municipalities and private sector that includes a summary of the work performed, the total project cost, the percentage of work the firm was responsible for, the period over which the work was completed, and the name, title, and phone number of client’s to be contacted for references. Give a brief statement of the firm’s adherence to the schedule and budget for the project.
This chapter shall include information regarding any relationships with firms and/or individuals who may submit proposals in response to the RFPs being developed.
5.4 Section 4 – Work Plan or Proposal
This Chapter shall present a well -conceived service plan. Include a full description of major tasks and subtasks. This section of the proposal shall establish that the Proposer understands the City’s objectives and work requirements and Proposer’s ability to satisfy those objectives and requirements. Succinctly describe the proposed approach for addressing the required services and the firm’s ability to meet the City’s schedule, outlining the approach that would be undertaken in providing the requested services.
5.5 Section 5 – Proposed Innovations
This Chapter shall discuss Proposers technical or procedural innovations that have been used successfully on other engagements, and which may provide 6 | Page
the City with better service delivery. In section should discuss any ideas, innovative approaches, or specific new concepts included in the Proposal that would provide benefit to the City.
5.6 Section 6 – Project Staffing
This Chapter shall discuss how the Proposer would propose to staff this project. Key project team members shall be identified by name, title and specific responsibilities on the project. An organizational chart for the project team and resumes for key Proposer personnel shall be included. Key personnel will be an important factor considered by the review committee.
Changes in key personnel may be cause for rejection of the proposal.
5.7 Section 7 – Proposal Exceptions
This Chapter shall discuss any exceptions or requested changes that Proposer has to the City’s RFP conditions, requirements and sample contract. If there are no exceptions noted, it is assumed the Proposer will accept all conditions and requirements identified in the Attachment C – “Sample Agreement for Services.” Items not excepted will not be open to later negotiation.
5.8 Section 8 – Proposal Costs Sheet and Rates
The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Provision of this information assists the City in determining the firm’s understanding of the project, and provides staff with tools to negotiate the cost, provide in a table (See Table, Attachment E).
Consultant shall provide the following information
5.8.1 Direct labor rates for proposed staff;
5.8.2 Overhead rate and breakdown of overhead elements;
5.8.3 Subconsultant billing rates and mark-up percentage for ODC’s (other direct costs); and identify all reimbursable expenses.
Most recent complete financial instrument that would establish Proposer’s ability to complete the obligations of the contract resulting from this solicitation. Proposers need to submit their last two audited financial statements (e.g., balance sheet, income statement, and statement of cash flow).
This Chapter shall include the proposed costs to provide the services desired. Include any other cost and price information, plus a not -to-exceed amount, that would be contained in a potential agreement with the City. The hourly rates may be used for pricing the cost of additional services outlined in the Scope of Work.
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PLEASE NOTE: The City of Salinas will not pay for services before it receives them. Therefore, do not propose contract terms that call for upfront payments or deposits.
6. CONTRACT TYPE AND METHOD OF PAYMENT
It is anticipated that the agreement resulting from this solicitation, if awarded, will be a not-to-exceed budget per task form of contract. Contract term shall be three years (3) with an opportunity to extend two additional one (1) year terms. A Sample Agreement for Professional Services is provided as Attachment C. The method of payment to the successful Proposer shall be on a per task basis with a maximum “not to exceed” fee as set by the Proposer in the proposal or as negotiated between the Proposer and the City as being the maximum cost to perform all work. This figure shall include direct costs and overhead, such as, but limited to, transportation, communications, subsistence and materials and any subcontracted items of work.
Progress payments will be based on a percentage of project completed.
Proposers shall be prepared to accept the terms and conditions of the Agreement, including Insurance Requirements in Attachment C. If a Proposer desires to take exception to the Agreement, Proposer shall provide the following information in Section 7 of their submittal package. Please include the following:
• Proposer shall clearly identify each proposed change to the Agreement, including all relevant Attachments.
• Proposer shall furnish the reasons for, as well as specific recommendations, for alternative language.
The above factors will be taken into account in evaluating proposals. Proposals that take substantial exceptions to the proposed Agreement may be determined by the City, at its sole discretion, to be unacceptable and no longer considered for award.
Insurance Requirements
The selected Proposer(s), at Proposer’s sole cost and expense and for the full term of the Agreement or any extension thereof, shall obtain and maintain, at a minimum, all of the insurance requirements outlined in Attachment C.
All policies, endorsements, certificates and/or binders shall be subject to the approval of the City Attorney as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the City Attorney.
The selected Proposer agrees to provide the City with a copy of said policies, certificates and/or endorsement upon award of contract.
7. REVIEW AND SELECTION PROCESS
City staff will evaluate the proposals provided based on the following criteria:
7.1 Cost of services;
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7.2 References from similar programs, indicating that contractor has performed services professionally with a positive impact on the community;
7.3 Training program;
7.4 Experience;
7.5 Level of customer service;
7.6 Implementation Plan;
A selection committee will make a recommendation to the City Council. The acceptance of the proposal will be evidenced by written Notice of Award from the City Public Works Department to the successful Proposer after Council approval.
8. ORAL INTERVIEWS
Proposers may be required to participate in an oral interview. The oral interview will be a panel comprised of members of the selection committee.
Proposers may only ask questions that are intended to clarify the questions that they are being asked to respond.
Each Proposer’s time slot for oral interviews will be determined randomly.
Proposers who are selected shall make every effort to attend. If representatives of the City experience difficulty on the part of any Proposer in scheduling a time for the oral interview, it may result in disqualification from further consideration.
9. PUBLIC NATURE OF MATERIALS
Responses to this RFP become the exclusive property of the City of Salinas. All proposals received in response to this RFP becomes a matter of public record and shall be regarded as public records, with the exception of those elements in each proposal which are defined by the Proposer as business or trade secrets and plainly marked as “Confidential,” “Trade Secret,” or “Proprietary”. The City shall not in any way be liable or responsible for the disclosure of any such proposal or portions thereof, if they are not plainly marked as “Confidential,” “Trade Secret,” or “Proprietary” or if disclosure is required under the Public Records Act. Any proposal which contains language purporting to render all or significant portions of the proposal “Confidential,” “Trade Secret,” or “Proprietary” shall be regarded as non-responsive.
Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City of Salinas may not accept or approve that the information that a Proposer submits is a trade secret. If a request is made for information marked “Confidential,” “Trade Secret,” or “Proprietary,” the City shall provide the Proposer who submitted the information with reasonable notice to allow the Proposer to seek protection from disclosure by a court of competent jurisdiction.
10. COLLUSION
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By submitting a proposal, each Proposer represents and warrants that its proposal is genuine and not a sham or collusive or made in the interest of or on behalf of any person not named therein; that the Proposer has not directly induced or solicited any other person to submit a sham proposal or any other person to refrain from submitting a proposal; and that the Proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a proposal.
11. DISQUALIFICATION
Factors such as, but not limited to, any of the following may be considered just cause to disqualify a proposal without further consideration:
11.1 Evidence of collusion, directly or indirectly, among Proposers in regard to the amount, terms or conditions of this proposal;
11.2 Any attempt to improperly influence any member of the evaluation team;
11.3 Existence of any lawsuit, unresolved contractual claim or dispute between Proposer and the City;
11.4 Evidence of incorrect information submitted as part of the proposal;
11.5 Evidence of Proposer’s inability to successfully complete the responsibilities and obligation of the proposal; and
11.6 Proposer’s default under any previous agreement with the City, which results in termination of the Agreement.
12. NON-CONFORMING PROPOSAL
A proposal shall be prepared and submitted in accordance with the provisions of these RFP instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for non- acceptance of the proposal, at the sole discretion of the City.
13. GRATUITIES
No person shall offer, give or agree to give any City employee any gratuity, discount or offer of employment in connection with the award of contract by the city. No city employee shall solicit, demand, accept or agree to accept from any other person a gratuity, discount or offer of employment in connection with a city contract.
14. FIRMS OR PERSONS NOT ELIGIBLE TO SUBMIT A PROPOSAL
In order to avoid any conflict of interest or perception of a conflict of interest, Proposer(s) selected to provide professional services under this RFP will be subject to the following requirements:
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14.1 The Proposer(s) who works on the procurement will be precluded from submitting proposals or bids as a prime contractor or subcontractor in the ultimate procurement.
14.2 The Proposer(s) may not have interest in any potential Proposer for the ultimate procurement.
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Attachment A
Proposer’s Information Form
PROPOSER (please print):
Name:
Address:
Telephone: Email:
Contact person, title, email, and telephone:
Proposer, if selected, intends to carry on the business as (check one):
Individual Joint Venture
Partnership
Corporation
When incorporated?
In what state?
When authorized to do business in California?
Other (explain):
ADDENDA
To assure that all Proposers have received each addendum, check the appropriate box(es) below. Failure to acknowledge receipt of an addendum/addenda may be considered an irregularity in the Proposal:
Addendum number(s) received: 1;
2; 3; 4; 5; 6;
Or _No Addendum/Addenda Were Received (check and initial).
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PROPOSER’S SIGNATURE
No proposal shall be accepted which has not been signed in ink in the appropriate space.
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Attachment A – Proposer Information continued…
1. If Proposer is INDIVIDUAL, sign here:
Date:
Proposer’s Signature
Proposer’s typed name and title
2. If Proposer is PARTNERSHIP or JOINT VENTURE; at least t w o (2) Partners shall sign here:
Partnership or Joint Venture Name (type or print)
Date:
Member of the Partnership or Joint Venture signature
Date:
Member of the Partnership or Joint Venture signature
3. If Proposer is a CORPORATION, the duly authorized officer shall sign as follows: The undersigned certify that he/she is respectively:
and
Signature Title
Of the corporation named below; that they are designated to sign the Proposal Cost Form by resolution (attach a certified copy, with corporate seal, if applicable, notarized as to its authenticity or Secretary’s certificate of authorization) for and on behalf of the below named CORPORATION, and that they are authorized to execute same for and on behalf of said CORPORATION.
Corporation Name (type or print)
By: Date:
Title:
City of Salinas – Parking Enforcement RFP
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ATTACHMENT B – SCOPE OF WORK
Project Background:
The City of Salinas desires efficient and professional parking enforcement operations citywide which includes the city’s commercial districts, residential permit parking program, schools, street sweeping restrictions, and parking restrictions and wishes to engage these services without incurring capital outlay or adding City employees.
Therefore, the city is seeking proposals from organizations that can provide Parking Enforcement Services with the goal to increase parking citation issuance. The City is seeking a multi-year contract with a qualified, professional and highly motivated firm or consortium to perform daily permit parking enforcement services. The selected provider shall work with the City’s Citation Processing and Administrative Review contractor, including provision of compatible equipment with their systems.
Description of Project:
The City of Salinas seeks to further enhance the effectiveness of its downtown parking management program, which encompasses several city-operated parking lots and two parking garages. The City is pleased with the progress achieved under its current parking management provider and is now inviting proposals that will build upon this success to deliver innovative, efficient, and cost -effective parking management solutions. The City aims to improve revenue collection through effective citation issuance and enforcement practices, while continuing to strengthen on -street parking management in its commercial areas and within the existing residential permit parking district near one of its major hospitals. In addition, the City anticipates expanding enforcement efforts in school zones during pick -up and drop -off times and implementing new parking restrictions to support street sweeping operations.
The attached maps show commercial areas throughout the City and the location of the residential permit parking program.
The commercial or business districts generally have 2- hour parking. However, certain street segments may have 20- minute zones to 90- minute zones as well as reverse parking zones.
Term of Contract shall be for three (3) years with an opportunity to extend for two additional one (1) year terms.
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Scope of Services
Contract Parking Enforcement personnel will provide enforcement services citywide, issuing parking citations to violators. The chosen contractor is expected to provide all equipment needed for enforcement operation, including but not limited to vehicles, handheld devices for uploading citation information, license plate readers, uniforms , and company issued photo identification cards . Said equipment shall be compatible with systems of the City’s citation processing contractor, Parking Management Bureau (PMB).
Issuance of Parking Citations
The contractor’s staff will be responsible for issuing citations for parking permit violations citywide. Citations must include the make, model, color, and style of vehicle, license tag number or Vehicle Identification Number (VIN), violation code number and description, base fine amount and additional fine amount in the event there is a failure to respond timely, badge number, the location of the parking offense, type of offense (e.g. permit incorrectly displayed, no valid permit, not parked in the right location) and the time and date of the offense. The contractor should supply handheld ticket writers which are capable of capturing digital photos and voice recordings associated with a violation. If a manual paper citation is used, it will be filled out in a complete and legible manner. All citations must be placed on the windshield of the offending vehicle, as required by the California vehicle code. The Contractor is required to provide handheld devices, ticket writer ticket stock, envelopes, and manual citation books.
The City would like the vendor to perform all enforcement services, but for citation processing and payments to occur via the City’s existing citation management vendor and the revenue collections division in the City’s Finance Department.
The Contractor is required to supply all vehicles needed and will be responsible for all on- going operating expenses including insurance, fuel, maintenance, and repairs. All vehicles used by enforcement shall be clearly identifiable as performing parking enforcement for the City. Vehicle markings shall indicate the operator is a private company authorized to provide services in the City of Salinas. Marking and color should distinguish Contractor’s vehicles from official City vehicles, and the vehicle markings must be approved by the City Manager and the Chief of Police or his/her designee. Parking enforcement and parking meter operations staff shall operate all vehicles at all times in compliance with all state and local motor vehicle and emissions laws. Vehicles shall not have missing parts or dents, and the rear of all patrol vehicles shall have a sign warning of frequent vehicle stops. All vehicles used by Contractor’s personnel shall have blinking flasher lights installed on each vehicle's roof.
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Personnel
The firm selected for the contract, and all of its personnel, should demonstrate an exceptional familiarity with parking enforcement rules and regulations, laws, statues, ordinances, policies, parking program technologies and management as well as hearing procedures. Most importantly, the firm chosen should demonstrate a superior understanding of operational requirements, public relations, and customer service practices.
The contractor will be responsible for all aspects of recruitment, selection, and initial and on- going training of parking enforcement personnel, so the contractor shall employ only persons competent and skilled and shall provide responsible supervision for each individual employed. The contract service provider shall not use discriminatory hiring practices in regard to ethnic origin, race, religion, gender, sexual orientation, and physical or mental disability. The contractor must adhere to all existing Government Code and City nondiscrimination policies, and the contractor’s personnel shall at all times be polite and courteous to all citizens and City staff. The contractor’s personnel shall be required to speak and write and communicate effectively to the City’s customers, residents and visitors and bilingual skills are recommended to better serve the City’s Spanish speaking community. The contractor will be responsible for assuring employee compliance with all laws and regulations, responding to inspections/audits by regulatory agencies, and paying any fines or assessments levied by regulatory agencies. In addition, the contract service provider will be responsible for all personnel supervision, discipline, and termination actions.
However, the City may require the removal of any Contractor’s personnel, when it is determined to be in the best interest of the City, at any time.
The contractor must provide a thorough background investigation on all potential employees, including but not limited to criminal/driving history, outstanding violations, polygraph and/or psychological exams, medical history, prior work issues and a skills assessment test. As the individuals selected for the process will be representing the City of Salinas on a day -to-day basis, the selection criteria are expected to be stringent. Employees should also be interviewed by City of Salinas staff prior to approval.
All personnel are to be provided with professional appearing uniforms, badges, and ID tags. Logos should appear on shirt and jacket sleeves, and hats should have an emblem designating them as official RPP parking enforcement personnel. The City must approve the color and design of uniforms, and it is important that uniformed personnel shall not resemble a City of Salinas Police Department uniform. All personnel are to be in complete uniform at any time during duty hours including time in court and must carry a company-issued photo identification at all times.
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The contractor shall be responsible for the conduct, demeanor, and appearance of all employees. All employees shall act in a courteous and respectable manner while on duty, and during any interactions with the public. The City of Salinas seeks to maintain the highest level of customer service, and employees must be attentive, alert, and responsive when dealing with customers’ issues, needs, or complaints. As may be occasionally required, the contract service provider will be responsible for having their employees appear in court, on -time, and prepared to testify on parking- related cases in a professional manner.
Training
The contractor will provide reasonable and necessary training to their employees who work for the City, relevant to their respective job duties. The training program should provide the Contractor’s personnel with sufficient understanding of the RPP District as well as operation of required equipment and enforcement protocol. All personnel are to complete and pass the training course prior to starting service, and the training procedures must be approved by the City.
The contractor shall maintain complete training records for each employee, as well as any other records prescribed by law or City policy as appropriate. The training must include, but is not limited to, the following:
Enforcing permit violations by the issuance of citations • Marking and tagging of vehicles
• Responding to calls for service
• Customer service delivery and expectations
• Conflict resolution management
• City Municipal code, state statute, and ordinances relating to parking enforcement and related activities
• Giving testimony and courtroom procedures
• Job procedures and emergency protocol
• Job safety
• Civil rights law and procedures
• Job procedures and emergency protocols
The Contractor shall select and hire only persons who are well-qualified to perform the duties for their respective job positions and should provide classifications of all employee positions within their proposal, including a job description.
Classifications might include, but are not limited to:
• Parking Enforcement Supervisor/Manager: Assist the parking enforcement staff with day -to-day operations and staffing issues. Supervisor shall be responsible to report with the City on a bi -monthly basis and provide updates on the enforcement process, any feedback from the public, incidents and 22 | Page
number of citations issued. A supervisor should possess sufficient IT knowledge to be able to handle employee equipment issues in the field, and the capability of working with the citation processing agency for any citation issues.
• Parking Enforcement Staff: Responsible for the day -to-day management, supervision, and operation of parking enforcement services. These individuals must have the capacity to act as “Ambassadors” for the City, providing information about parking enforcement practices and other information pertinent to the areas where they are working.
The contractor should provide performance metrics for each position so that performance evaluations may take place.
Routes
The Contractor is expected to familiarize themselves with the City prior to submitting a proposal and should provide a schedule of estimated patrol routes and frequency recommendations. The City seeks to ensure that coverage is adequate, fair, regular, and consistent, although it is also expected that the Contractor will alternate the patrol routes on a regular basis to eliminate predictability. The contractor can propose changes to routes and schedules to the City as part of their performance reporting meetings and documentation.
Record Keeping and Reporting
The proposer will be responsible for maintaining records of employment and, upon request, provide the City with personnel and training information for each employee. In addition, the contractor will be responsible for preparing and maintaining records, including logs of parking enforcement activities. Supervisor shall be responsible for attending weekly meetings with the City to provide updates on parking activity and issues. The Contractor will also be expected to purchase parking permits for any employees driving to Salinas.
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Proposal Requirements
A. Cover Letter: Each Proposer shall submit with their proposal a cover letter identifying the Proposer and the proposal package being submitted. An authorized representative of the Proposer must sign the cover letter.
Proposer’s representative shall identify name, title, office location, telephone number, fax number and e- mail address.
B. Table of Contents: Include a Table of Contents listing the various sections included in the proposal.
C. Description of Services
The description of services shall be prepared in accordance with the following sections:
Section I: Executive Summary
Proposers shall include in their Proposal, an Executive Summary that indicates the firm’s expertise and strengths. Additionally, this section must include a brief statement of the firm’s background and examples of accomplishments that distinguish the firm from other enforcement firms and enable your firm to be the most competitive for this RFP.
Section II: Proposed Approach
Proposers shall describe their approach to meeting the scope of work. The following areas must be addressed in the scope of work:
1) An explanation of the firm’s approach to organizing and implementing the parking enforcement and services.
2) Description of the firm’s approach in working with cities and their staff members. 3) Description of the firm’s management philosophy and strategy for an agreement with the City of Salinas.
4) Examples of parking enforcement and meter operations contracting services and accomplishments, past and present that may be of similar nature to this scope of work. Include names and contacts in association with those contracts for references.
5) Areas not in this RFP, but which the Proposer believes are essential to the effective performance and completion of the services should also be addressed in the proposal.
In this section, the proposing company should also demonstrate their specific capabilities to fulfill the requirements for performance of this contract. The response should include details on the service level proposed for parking enforcement citywide and staffing proposal.
Section III: Staffing
The City desires a single source of contract accountability through the proposing organization, so acknowledgement of this requirement is needed if subcontractors are proposed. Also, each service provider should state the on -site and off -site personnel 24 | Page
who will have responsibility for administration of this contract. This section should include the names of any proposed subcontractors that the prime Contractor plans to use.
Section III should include a project organizational chart with the following information:
1) Names and titles of individuals; and
2) Names and titles of possible subcontractors who may be involved in providing the required services.
Section IV: Proposer’s Business Information
Proposal must include the following:
1) Identify the firm’s business structure (i.e. whether the firm is a corporation, limited partnership, sole proprietorship, etc.), location of headquarters office and location of any local offices, telephone number, fax number and e-mail address. 2) Identify the names of general partners or owner(s) of the firm, their titles, office location, telephone number, fax number and e-mail address. 3) List the name, title, address, telephone number, background and responsibilities of the lead management person who will be onsite full time to direct the operations of the outsource services.
4) Include a responsibility matrix indicating the reporting structure and responsibilities of each member of the proposed outsource services project team. 5) Identify each possible subcontractor by firm’s name, primary representative and title, telephone number, fax number, e- mail address, location of office headquarters and location of any local offices.
Section V: Team Experience and Accomplishments
Proposal must include the following information:
A. Project Manager:
Describe the professional qualifications, capabilities, project experience, education, training and the present office location. Provide a list of specific examples of the Project Manager’s qualifications, experience and accomplishment in any relevant past or ongoing projects, for a minimum of three projects. Describe each project in detail, including when the project was completed and where it was located, the name of the company and contact person, including his/her current telephone number, fax number, e-mail address and any other reference information. Describe any experience that required auditing services.
B. Other Key Personnel:
• Include the names and resumes of all key personnel (e.g. supervisors, staff) who are employed by Vendor and who may be assigned to perform services pursuant to a subsequent contract.
• Provide a complete statement of qualifications and experience to accomplish the required scope of work. Include any accomplishments, background and a description of that person’s strengths and skills relative to the work to be performed. This statement must include degrees and certifications obtained 25 | Page
and other function while gaining the experience; contract amount managed; what was accomplished; and the beginning and ending dates of the projects cited for relevant experience.
Section VI: Contracting Track Record and Accomplishments Proposers must list a minimum of three (3) most recent contracts with other cities or private groups performing similar services to what are described in this RFP, including a description of the work and the name, address and telephone number of client’s representative responsible for administering the contract.
Section VII: Contractor’s Project Management Responsibilities The City wants a clear understanding of the individual(s) who will be designated as responsible for planning, organizing, directing, and controlling the resources for the parking enforcement program. The contractor should include in their recommendation a discussion of their strategy for meeting the following responsibilities:
• Management of Operations
• Status Reporting
• Human Resources
• Accounting Reports
• Staff Supervision
• Equipment and Supplies Management
• Issue Resolution
• Billing Process
In addition to these areas, the responsibilities of the Contractor’s Project Manager(s) and supervising staff will include the following tasks:
• Managing risk and escalating issues to the City in a timely manner • Providing a quality assurance mechanism for all Contractor activities and deliverables.
• Assisting in the development of the services implementation plan.
Section VIII: Implementation Plan
The contractor shall include a proposed implementation plan and schedule outlining all aspects of the work:
The contractor shall plan to utilize both the City’s existing citation processing vendor and the existing process for managing payments of citations. The vendor should outline the strategy for engagement in these existing processes.
The projected schedule should include any tasks and responsibilities of City staff and departments involved in the implementation process (e.g. Police Department, Parking and Transportation). The City’s desired timeframe is to be operational with the Contractor sixty (60) to ninety (90) days from contract award. If Contractor does not 26 | Page
believe this timeframe is achievable, they should state why and submit an alternative implementation schedule.
Contractors should propose standard procedures for handling the City’s support calls and customer service-related complaints and how they relate to their existing staffing and resource models. Contractor should discuss their proposed call and complaint tracking mechanisms for tracking and reporting on critical events, commitments, and problem transactions.
Contractor should discuss methods and procedures it will use to secure parking enforcement equipment, parking meter equipment, and collected parking meter revenues. The contractor should discuss any physical requirements, including how and where employees will meet at the beginning of a shift.
Section IX: Fee Schedule
The contractor shall submit a proposed project budget itemized by task and total project cost stated as a fixed fee. Labor and direct costs should be identified by task.
Hourly rates for project staff shall also be provided.
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Attachment C – SAMPLE AGREEMENT
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ATTACHMENT D
SAMPLE TABLE FORMAT - QUALIFICATIONS OF FIRM RELATIVE TO CITY’S NEEDS Project Name Client Description of work
performed
Total Project Cost Percentage of work
firm as responsible for
Period work was
completed
Client contact
information*
Did your firm meet the project schedule (Circle one): Yes No Give a brief statement of the firm’s adherence to the schedule and budget for the project:
Did your firm meet the project schedule (Circle one): Yes No Give a brief statement of the firm’s adherence to the schedule and budget for the project:
Did your firm meet the project schedule (Circle one): Yes No
Give a brief statement of the firm’s adherence to the schedule and budget for the project:
Did your firm meet the project schedule (Circle one): Yes No Give a brief statement of the firm’s adherence to the schedule and budget for the project:
* Include Name, Title, and Phone Number
CITY OF SALINAS RFP PARKING ENFORCEMENT
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ATTACHMENT E
SAMPLE COST PROPOSAL FORMAT
(The City is looking for a submittal in this format – Content should match cost for services required) Scope Labor Categories
(e.g., Consultant, Sr. Consultant, etc.)
Est.
Hours
Hourly
Rate
Extended
Rate
Task 1
$ $
$ $
$ $
TOTAL NOT TO EXCEED, TASK 1
$ $
Task 2
$ $
$ $
$ $
TOTAL NOT TO EXCEED, TASK 2
$ $
Task 3
$ $
$ $
$ $
TOTAL NOT TO EXCEED, TASK 3
$ $
TOTAL NOT TO EXCEED
(TASKS 1 – 3)
$ $