AMENDMENT NO. 2 TO THE AGREEMENT BETWEEN THE CITY OF SAN MATEO
AND LAZ PARKING CALIFORNIA LLC FOR CONTRACT PARKING ENFORCEMENT SERVICES
FOR CITYWIDE PARKING ENFORCEMENT
(Original Amount $2,034,004; New Amount Not to Exceed $6,271,726) WHEREAS, the City of San Mateo ('City"), a municipal corporation of the State of California, and LAZ Parking California LLC, a Connecticut Limited Liability Company ("CONTRACTOR"), entered into an agreement for Contracted Parking Enforcement Services for Citywide Parking Enforcement ("Agreement") on May 5, 2021; and
WHEREAS, City and CONTRACTOR wish to amend the agreement effective December 1, 2024 to increase compensation and extend the term of this Agreement.
NOW, THEREFORE, the parties agree as follows:
1. Section 4 of the Agreement is amended to read:
Term: The services to be performed under this agreement shall commence on May 5, 2021 and will remain in effect through November 30, 2025, for a continuation of services as detailed in the Agreement, with the option to extend for one (1) additional one (1) year term. City will exercise the option via a modification signed by both parties. At the conclusion of the term, any equipment purchased in connection with this Agreement shall be the property of the City except as specifically set forth in Exhibit A hereto.
2. Section 5 of the Agreement is amended to read:
Payment: Payment shall be made by CITY only for services rendered upon a submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, City agrees to pay CONTRACTOR a fee pursuant to the rates stated in Exhibit D "Year 5", attached and incorporated by reference. The payment terms are due 30 days from receipt of a monthly invoice summarizing hours worked and other direct costs (ODCs) provided by Contractor.
3. Exhibit A of the Agreement is amended to provide that the Scope of Services shall include the following:
Optional Services - The City may request that LAZ provide traffic control, parking enforcement, and other related services for special events as an optional service, subject to the acceptance by LAZ of any such request. When LAZ employees incur overtime for these services and the schedule is approved by the City, these optional services will be billed at 1.5x the rate in the contract pricing schedule PEO section.
The remaining terms of the Agreement remain in full force and effect. (SIGNATURE PAGE FOLLOWS)
IN WITNESS WHEREOF, CITY OF SAN MATEO and LAZ PARKING CALIFORNIA LLC have executed this Agreement the day and year as indicated below.
CITY OF SAN MATEO LAZ PARKING CALIFORNIA, LLC.
Date Date
APPROVED AS TO FORM
Date
EXHIBIT A
SCOPE OF SERVICES
Task 1 - Parking Enforcement Responsibilities
1.1 Enforcement Areas
LAZ Parking (LAZ) will enforce parking restrictions in the Downtown core, residential parking permit zones, street sweeping, and general parking restrictions as follows:
• Downtown Commercial District: Enforcement of expired meters and time limits 8:00AM through 6:00PM, Mon - Saturday, except for City holidays • Residential Parking Permit Program (RPPP): 8:00 AM to 6:00PM, Monday through Saturday (or as otherwise indicated by posted parking restrictions) • Street Sweeping: Commercial areas and residential neighborhoods at 4:00AM - 2:00PM • Commercial/General Enforcement: General parking restrictions and commercial zones • Neighborhood Concerns: Addressed on an as-needed basis
1.2 General Responsibilities
Parking Enforcement Representative Responsibilities
• Enforce Municipal and State Vehicle Codes related to parking and registration violations and issues citations.
• Provide traffic control assistance to the Police Department upon request • Patrol City streets, parking lots, structures, and parking metered areas for parking violations or abandoned vehicles
• Receive and respond to radio calls for parking related complaints • Assist citizens with parking and traffic issues or questions • Report circumstances requiring police action
• Report safety hazards
• Report damaged equipment, unclear signage or street markings, and missing, damaged or conflicting parking signs or traffic control signs
• Report parking abnormalities or abnormal parking patterns • Provide beat analysis and report malfunctioning parking meters
1.3 Citation Issuance
PERs will be trained on issuing citations electronically using Turbo Data handhelds which also allows the capability of capturing digital photos of each violation. Officers will also be trained on completing handwritten citations legibly. Prior to deployment each day, during morning briefing, any out of the ordinary situations will be discussed and all exceptions, if any, for any violations will be given to staff by shift lead such as "do no cite" pass-downs by PD.
1.4 Level of Service
10 PERs, 1 Lead PER and a Project Manager will staff this work. The Lead PER and Project Manager shall be available to address citizen complaints and respond to service calls. The staffing schedule is anticipated to be as follows:
DocuSign Envelope ID: 9F584C92-89A9-46C1-AAA8-BC8D6C34F85A Saturday Sunday Monday Tuesday Wednesday Thursday Friday GEN ENFORCEMENT OFF OFF 3:30am-12pm |3:30am-12pm |3:30am-12pm |3:30am-12pm |3:30am-12pm
STREET SWEEPING
GEN ENFORCEMENT OFF OFF 7:30a-4pm 7:30a-4pm 7:30a-4pm 7:30a-4pm 7:30a-4pm
STREET SWEEPING
GEN ENFORCEMENT OFF OFF 7:30a-4pm 7:30a-4pm 7:30a-4pm 7:30a-4pm 7:30a-4pm
STREET SWEEPING
GEN ENFORCEMENT 9:30am-6pm OFF 9:30am-6pm 9:30am-6pm 9:30am-6pm 9:30am-6pm OFF
RPP/COMMERCIAL/DOWNTOWN
GEN ENFORCEMENT 9:30am-6pm OFF OFF 9:30am-6pm 9:30am-6pm 9:30am-6pm 9:30am-6pm
RPP/COMMERCIAL/DOWNTOWN
GEN ENFORCEMENT 9:30am-6pm OFF OFF 9:30am-6pm 9:30am-6pm 9:30am-6pm 9:30am-6pm
RPP/COMMERCIAL/DOWNTOWN
GEN ENFORCEMENT 6am-2:30pm OFF 9:30am-6pm 9:30am-6pm 9:30am-6pm OFF 9:30am-6pm
RPP/COMMERCIAL/DOWNTOWN
GEN ENFORCEMENT 9:30am-6pm OFF 9:30am-6pm 9:30am-6pmOFF 9:30am-6pm 9:30am-6pm
RPP/COMMERCIAL/DOWNTOWN
GEN ENFORCEMENT 6am-2:30pm OFF 9:30am-6pm 9:30am-6pm OFF 9:30am-6pm 9:30am-6pm
RPP/COMMERCIAL/DOWNTOWN
GEN ENFORCEMENT 9:30am-6pm OFF OFF 9:30am-6pm 9:30am-6pm 9:30am-6pm 9:30am-6pm
RPP/COMMERCIAL/DOWNTOWN
DEPUTY 9:30am-6pm OFF 9:30am-6pm 9:30am-6pm 9:30am-6pm 9:30am-6pm 9:30am-6pm MANAGER OFF OFF 5:30am 5:30am 5:30am 5:30am 5:30am
Task 2 - Equipment
2.1 Vehicles
LAZ will furnish eight (8) parking enforcement vehicles (Toyota Prius or similar hybrid model) as approved by the City for parking enforcement activities based on the proposed staffing plan. In addition, LAZ will consider alternative means of transportation, such as bicycles, in areas where automobile enforcement is not practical.
Global Positioning System (GPS)
Each vehicle will be equipped with GPS tracking units. This type of tracking system will provide up to 60-second updates on vehicle and phone movement, driving behavior, and idle times and send alerts to emails and cell phones for infraction of a set rule. The ability to monitor movement and driving behavior and patterns of enforcement officers will allow management to address issues promptly, create efficiencies, and improve officer productivity. Not only does the system provide a live feed of vehicle activity, but also records are archived in case of complaints (e.g., for driving over the speed limit or skipping violating vehicles). The record can be traced back to the driving officer's activity for that day and time.
Safety Lights
All vehicles will be mounted with Alternating Quad Flash Strobe Magnetic Mount in Amber.
These lights will be used when staff is patrolling to warn other vehicles about their vehicle's slower movement.
Vehicle Marking
LAZ will obtain City approval prior to ordering decals for the marking of all vehicles. All vehicles will have markings clearly identifying LAZ vehicles. The rear of all patrol vehicles will have a sign warning of frequent vehicle stops.
The vehicles will also have "CAUTION" and "Frequent Stops" on the rear lid and unit numbers on the rear lid and sides near the rear of the vehicle.
Vehicle Maintenance Plan
The fleet maintenance plan will include a monthly record of maintenance performed on each vehicle by Date, Unit number, Vendor, maintenance performed, and cost. A vehicle inspection log is incorporated in the Officer Daily Log to document daily vehicle inspections. Parking enforcement representatives and supervisors are responsible for daily inspections of the vehicles and supervisors are responsible for weekly vehicle maintenance inspections.
Daily Vehicle Inspection
Pre- and post-shift visual inspection conducted by the supervisor along with the PER and notated on the vehicle inspection form. Once the inspection is complete, both supervisor and PER will initial the inspection form.
• Visually inspect the vehicle for physical damage and notated on the form • Visually inspect to ensure brake lights, running lights, turn signals, windshield wiper and amber lights are working properly
• Visually inspect tires to ensure they are properly inflated and tread level is acceptable • Visually inspect to ensure vehicles are equipped with proper safety kits, including first aid, cones, and hazard marking devices such as flares
• Visually inspect the interior of the vehicle for cleanliness Automated License Plate Recognition (ALPR)
LAZ will provide three (3) mobile LPR system(s) for the automated detection of license plates.
LAZ will utilize this technology for the purpose of parking enforcement to capture and store digital license data including identifying vehicles eligible for tow due to overdue citations, and for electronically "chalking" vehicles to enforce time limited parking spaces. Any ALPR data collected for parking enforcement purposes will be handled in accordance with the City's ALPR policy. The purpose of this policy is to provide guidance for the capture, storage and use of digital data obtained through the use of Automated License Plate Recognition (ALPR) technology.
2.2 Communication and Citation Issuance Equipment
LAZ will provide the handheld electronic ticket writers, software, printers, and smartphones for all staff. The ticketPRO Magic parking app will be installed and configured with the City of San Mateo information by Turbo Data. Remote support and remote upgrade will be available on each phone. Turbo Data will provide complete configuration and set up of each unit at the start of the program. Each smart phone will be set up with a push-to-talk application (similar to a two-way radio) and group texting capability using Microsoft Team for pass downs and group messaging. LAZ will provide the City's designated program representative or communication center with one smart phone with the same push-to-talk app as the field personnel to enable two-way communication between City and field personnel.
2.3 Office
LAZ will secure an office location within City limits that will provide a location for PERs to clock in/out, attend daily briefings, have access to a computer and have a breakroom.
2.4 Other Equipment
LAZ will supply the needed quantity of safety vests, chalks, flashlights, whistles. Each enforcement vehicle will also be equipped with safety kits and cones. For the office, TimeForce (biometrics) timeclock, computers, printers and company issued laptop is provided to the Site Manager for remote management of the program while off site.
Task 3 - Hiring of Personnel - Recruiting, Onboarding, and Employee Development
3.1 Employment Requirements
All new employees will be required to meet all City and LAZ employment requirements. LAZ will comply with all existing Government Code and City of San Mateo policies. LAZ will also comply with all the City's standards and requirements for employees and acknowledges that the City reserves the right to be involved in the recruitment and selection process of new contract enforcement personnel. Further, the City reserves the right to refuse or revoke, at any time, a Contractor's employee from performing services in San Mateo for any reason as mentioned in the RFP.
All new employees will go through a thorough pre-screen process, and only candidates with the highest likelihood of being successful will be selected. First priority will be given to current City parking enforcement personnel, and will be invited to apply for open positions before public advertisement.
Candidates to be offered a position must meet San Mateo's Personnel requirements, in addition to LAZ requirements, which include passing a strict prescreening consisting of pre- employment drug screen, background check, DMV record check, Social Security Number verification, and eligibility to work in the United States. After successful completion of employment prescreen, each new hire undergoes a comprehensive training program including employee orientation, detailed and extensive procedures training, and project and employee expectations briefings.
3.2 Record Keeping and Reporting
LAZ will maintain project files and records per City's record retention policy and throughout the term of this contract. All project records (electronic and paper) will include operations and maintenance guidelines. These include officer shift logs, citation activity reports, meeting agendas and minutes; management and staffing plans; staffing reports and schedules; updates to these documents; project staff training; plus all manuals, systems maintenance records, training records, systems plans and installation records, and other correspondence. Citation mapping and violation heat maps may also be utilized to provide a visual review of daily, weekly, and monthly citation activity and violation capture.
Task 4 - Training
4.1 Training and Personnel Development:
LAZ will provide extensive in-house training with a formal induction program for new employees, continuing on-the-job training, and participation in training offered by the LAZ Online Academy, which meets the City's training requirements. LAZ staff working at this project will go through a 24-hour classroom style Initial Training and 40 hours of on-the-job training including field training with LAZ supervisory staff. As needed, re-training and/or follow-up training required to correct deficiencies in performance will be conducted. LAZ will also provide staff with at least eight (8) hours of annual refresher courses and training. Topics will include, but are not limited to, Standard Operating Procedures (SOPs), changes in the law, new aspects of the City's parking program, refresher or expanded training in customer relations, and conflict resolution. Continuing training, subject matter, and schedules will be reviewed and approved by the City representative prior to any training taking place.
Initial Training: All new hires will go through the Initial Training, which will include: New Hire Orientation (4 hours), Parking Enforcement Basics (4 hours), Customer Service/Conflict Resolution Training/Ambassador Program (8 hours), Physical layout of the City, SOP Training including Handheld/Ticket Writing, tasks and responsibilities under regular and emergency operating conditions, and parking enforcement programs and policies adopted by the City of San Mateo (8 hours), Field Training: 40 hours
Annual Refresher Training includes but is not limited to: Ambassador Program. Customer Service Training, Conflict Resolution, Harassment Awareness Training, Parking Enforcement Program, Legal Update. SOP training.
Standard Operating Procedure (SOP)
LAZ will conduct SOP training with an ambassador approach and cover the following topics:
• Enforcing parking meter, permit, posted sign violations and other parking regulations • Marking, tagging, towing and impoundment of vehicles
• San Mateo Municipal Code and California Vehicle Codes related to parking enforcement • City and Department Policies and procedures
• Job procedures, emergency protocol and workplace safety • Customer service delivery and expectations
• Courtroom procedures and testimony techniques
• Responding to calls for service
Task 5 - Uniforms
City must approve all uniform components. LAZ will provide staff with a sufficient number of uniform shirts and pants to make sure they maintain a professional appearance at all times. All staff will also be issued jackets and hats for inclement weather. Additionally, LAZ will provide staff with photo identification, name tags, and badges that clearly state the company name and the staff person's name. Subject to City approval, LAZ will provide:
Blue or black uniform shirts and dark trousers, black leather boots/shoes, black leather belt, silver color name plate, operable 3 cell flashlights for night officers, high visibility traffic safety vests, highly visible rain gear, dark blue or black baseball cap. The standard LAZ ID badges containing the employee's picture and LAZ employee ID number, which the employees will wear at all times while on duty.
Task 6 - Optional Services
Scope of Services: Optional Services - The City may request that LAZ provide traffic control, parking enforcement, and other related services for special events as an optional service, subject to the acceptance by LAZ of any such request. When LAZ employees incur overtime for these services and the schedule is approved by the City, these optional services will be billed at 1.5x the rate in the contract pricing schedule PEO section.
Each PER will be supplied with whistles, white gloves and reflective traffic safety vests. All of these items including traffic cones will be kept in each enforcement vehicle so they can promptly respond to any calls for service for traffic control.
EXHIBIT D
PAYMENT RATES
Contract Pricing Schedule
Contract Year Hourly Monthly Annual Hours Annually
PEO - Time & Material (T&M)
*Partial Year (8 months) Year 1 $ 36.88 14,080 $ 519,331 Year 2 $ 38.62 21,120 815,689
Year 3 $ 44.40 21,120 937,644
Year 4 $ 46.31 21,120 978,067
Year 5 $ 48.16 21,120 1,017,190
PM - Time & Material (T&M)
*Partial Year (8 months) Year 1 $ 86.51 1,280 110,739
Year 2 88.27 1,920 169,479
Year 3 90.07 1,920 172,936
Year 4 91.91 1,920 176,464
Year 5 $ 95.59 1,920 183,526
Other Direct Charges (ODCs)
*Partial Year (8 months) Year 1 18,382 147,052
Year 2 18,500 221,999
Year 3 es es es es es 18,624 223,483
Year 4 18,747 224,966
Year 5 19,497 233,963
Automated License Plate Technology
ALPR Support Services
*Partial Year (8 months) Year 1 2,486 19,866
Year 2 2,486 29,828
Year 3 2,486 29,828
Year 4 2,486 29,828
Year 5 2,486 29,828
Estimated Annual Contract Value
Year 1 (Partial Year - 8 Months) 796,008
Year 2 $ 1,236,996
Year 3 $ 1,363,891
Year 4 1,409,325
Year 5 $ 1,464,506