1 SECOND MODIFICATION OF AGREEMENT NO. 10201 (CCS)
This Second Modification of Agreement Number 10201 (CCS) (“Second Modification”), entered into as of _________________(“Execution Date”), by and between the City of Santa Monica, a municipal corporation (“City”), and SP Plus Corporation (“SP Plus”) is made with reference to the following:
RECITALS
A. On or about November 30, 2015, the City and SP Plus entered into Agreement Number 10201 (CCS) for consolidated parking management and ancillary special event activation and hospitality services (“Original Agreement”).
B. On or about October 14, 2019, the City and SP Plus extended the term of the agreement for an additional two years through November 30, 2022 for a new total amount not to exceed $38.2 million. The term was administratively extended by exercising the renewal options included in Section 2.2 of the Original Agreement.
C. On or about February 1, 2020, Moss Adams LLP performed a third-party contract performance audit of the Original Agreement between the City and SP Plus focused on testing for compliance with significant requirements in the Original Agreement. Moss Adams presented the final report to the City’s Audit Subcommittee on August 18, 2020, which included the best practice recommendations.
D. On or about June 24, 2021, the City and SP Plus modified the Original Agreement (“First Modification”) to extend the contract term to October 31, 2025 for a new total amount not to exceed $68.7 million over a ten year period; to revise the annual contract Budget; to revise the criteria used to determine the Incentive Management Fee, to incorporate the Moss Adams LLP Parking Contract Review and Best Practice Recommendations into the Agreement; and to provide for administrative adjustments to contract language to address operational needs.
E. On or about May 3, 2023, the City and SP Plus executed Administrative Change Order #001 to administratively modify the Original Agreement to revise the original deadlines included in Exhibit A for the daily submission of revenue reports; and Exhibit D for the monthly submission of revenue reports, to align with current operations.
F. On or about May 30, 2023, the City and SP Plus executed an Administrative Change Order #002 to administratively modify the Original Agreement to revise the annual contract budget outlined in Exhibit B-3; add SP Plus organization chart as Exhibit B-6; and add the approved staffing schedules as Exhibit B-7. Changes to the budget did not constitute an increase or decrease of the Scope of Services, and did not constitute an increase to the total not to exceed the existing contractual spending authority of $68.7 million over the ten-year period.
DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 5/1/2024
2 G. The City and SP Plus desire to modify the Original Agreement to add camera monitoring to the scope of work. This additional scope does not constitute any change to the budget.
TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Original Agreement as follows:
1. Exhibit A of the Agreement entitled “Scope of Services” shall be deleted in its entirety and replaced with Exhibit A-1, attached hereto and incorporated by reference herein.
2. Execution in Counterparts. This Second Modification may be executed in counterparts with the same effect as if both parties hereto had executed the same document. All counterparts shall be construed together and shall constitute a single modification. Any signature to this Second Modification transmitted electronically through DocuSign or PDF shall be deemed an original signature and be binding upon the parties hereto (it being agreed that such electronic signature shall have the same force and effect as an original signature).
3. Force and Effect. Except as expressly modified by this Second Modification, all other terms and conditions of the Original Agreement shall be and remain in full force and effect.
DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 3 IN WITNESS WHEREOF, the parties have executed this Second Modification as of the date and year first written above.
ATTEST:
______________________________
DENISE ANDERSON-WARREN
City Cler
k
APPROVED AS TO FORM:
______________________________
LANE DILG
City Attorney
CITY OF SANTA MONICA,
a municipal corporation
By: ______________________________
RICK COLE
City Manager
ABC Corporation
#VENDOR
By: _______________________________
DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 City Attorney
4/26/2024
DOUGLAS SLOAN
Timothy Downey
td
4/29/2024
Senior Vice President
David White
City Manager
5/1/2024
Nikima Newsome
5/4/2024
Interim City Clerk
1 Exhibit A-1
Scope of Services
GENERAL PROVISIONS
Automation, Operating Times, and Staf�ing
Unless otherwise noted, parking facilities are equipped with pay machines. All pay machines in parking structures can be remotely operated by the centralized control panel located in the SP+’s of�ice.
Although the parking facilities are automated, SP+ is required to provide equitable staff performing revenue control, ambassador and supervisory duties. This includes, but is not limited to, assisting customers using the pay machines and resolving any equipment or operational problems. Depending upon usage, the structures may require additional staf�ing for special events or seasonal peak times.
SP+ must provide labor to support all aspects of the daily operation, including holidays. SP+ is allowed to propose a reduced labor schedule during off-peak seasons and holidays. The staf�ing plan must be approved by the City prior to execution.
All parking facilities are operational 365 days per year. SP+’s of�ice is required to be staffed 24 hours a day, 7 days a week, 365 days per year.
As described above, special events and seasonal peak times during the course of the year may cause an increase in demand for parking services. During these periods, SP+ staff may be required to provide verbal instructions and basic traf�ic and pedestrian control at the facilities. SP+ staff may also need to distribute written materials or maps detailing alternate parking locations and other SP+ duties as assigned. SP+ is expected to provide a minimum staf�ing level for City parking facilities.
Facilities Available to SP+
The City of Santa Monica provides an of�ice in Parking Structure 5, located at 1444 4th Street, for use by the SP+’s Parking Services Manager and administrative staff. The of�ice houses the centralized control panel and processing unit for the revenue control system. An additional of�ice is available for the SP+’s Beach and Pier parking operations at 2610 Barnard Way.
Of�ice furniture and equipment currently found in these two of�ices will be made available to SP+. If SP+ desires additional or replacement furniture and/or equipment, the costs of these items must be agreed upon in advance. Of�ice furniture and equipment may be amortized over the contract period.
The City of Santa Monica will own all of�ice furniture and equipment that are reimbursed or amortized through operating budget funds.
Parking Permits, Keycards, and Validations
SP+ staff will sell monthly permits, keycards, and parking validations to the public from this of�ice in accordance with the City’s adopted Parking Fee Resolution, parking operations guidelines, and all other applicable rules and guidelines. SP+ must include in their budget all costs for producing and issuing tickets, receipts, monthly passes, keycards, permits, and/or any other supplies used for the operation.
DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 2 Uniforms
SP+ personnel are required to wear appropriate, clean uniforms and identi�ication badges or nametags at all times when on City parking facility premises during working hours. SP+ must supply the uniforms, which shall be clearly identi�iable and visible to customers, utilizing bright, primary colors and clear identi�ication as parking staff. Uniforms are subject to approval by the City.
Communications
SP+ must provide communications equipment to employees to enable managers, assistant managers, supervisors, attendants, and cashiers to communicate with each other at all times. Costs of communication devices and telecommunication services used for business purposes, including of�ice telephone and fax lines located in SP+ of�ices and cashier booths, cell phones, pagers, and radios must be included in the cost proposal. In addition, the Manager and the Corporate Representative must be able to communicate with each other and the SP+ Of�ice by email and cell phone. The City of Santa Monica Parking Operations unit is the contract administrator for all Parking Operations services. As such SP+ will communicate solely with City of Santa Monica Parking Operations regarding the contract, payments, and other relevant matters.
Audits
SP+ shall be subject to an annual third-party audit of all revenue and expense accounts, including but not limited to cash receipts, wages, and salaries. SP+ must include its policies and procedures for conducting internal audits, which are subject to approval by the City.
Parking Fee
All parking fees must be collected based on the City’s Parking Fee Resolution adopted by City Council without exception throughout the entire year. SP+ is not allowed to change or create any parking rates. SP+ is also not authorized to offer any validations without the City’s approval.
SCOPE OF WORK DETAIL
SP+ shall perform the following:
1. Manage, operate, and maintain the City’s public parking facilities, which currently include:
twelve (12) Santa Monica public parking structures, one (1) Civic Center parking lot, fourteen (14) Santa Monica Beach parking lots, thirteen (13) surface parking lots, one (1) Santa Monica Pier Deck parking lot, one (1) Annenberg Community Beach House parking lot, and bicycle valet services (hereafter “City parking facilities”). Ensure that parking operations at City parking facilities (hereafter “parking operations”) continue to operate as smoothly as possible during any periods of construction or modi�ication of the City parking facilities. The City reserves the right to add or delete lots, structures, and services as needed.
2. Collect parking revenues from the public for daily parking, monthly parking permits, keycards, and validation sales.
3. Provide revenue forecasts based on City-proposed or adopted parking fees beginning with Fiscal Year 2016/17 (which begins July 2016) as well as assist with revenue forecasting related to rate change proposals submitted to City Council, and may participate in staff presentations to Council.
DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 3 Parking fees are established and approved by the City Council prior to implementation. At its sole discretion, the City shall set and regulate prices, rates, and fees for the use of City parking facilities by the public, and hours of operation. Revenue forecasts must be updated to account for any approved rate changes.
4. Prepare deposits of all Gross Revenues received by SP+ in its operation of the City parking facilities. Deliver deposits by means of armored transport to the City’s bank and deposit into City’s account. All Gross Revenue received by SP+ shall, immediately upon collection and receipt thereof, become property of the City. SP+ shall be responsible for the Gross Revenue until such time as it is deposited with the City’s bank. See additional information under Revenue Control section below.
5. Reimburse the City for any lost revenues that can be clearly veri�ied due to, but not limited to, robbery, theft (employee or otherwise), or negligence.
6. Provide maintenance services for City parking facilities, using environmentally friendly cleaning materials and equipment whenever possible. Work with City’s Of�ice of Sustainability and Environment to obtain training in environmentally friendly materials, equipment, and techniques.
Inspect and coordinate City parking facility maintenance services performed by City staff. Provide costs, schedules, a list of proposed subcontractors, and maintenance manuals.Additional information is outlined as part of the Maintenance Services for Parking Facilities section below.
7. Consult with regularly and advise the City on matters regarding the operation of City parking facilities.
8. Obtain prior City approval of changes to established parking operation procedures prior to implementation.
9. Ensure all special uses of City parking facilities, such as special events, �ilming, maintenance work, or other non-parking use are in accordance with established permitting and approval requirements.
10. Honor all special parking permits and services approved by the City in parking lots, structures, and pier parking facility approved by the City from time to time.
11. Obtain and maintain, during the term of the Agreement with the City, all appropriate permits, licenses, and certi�icates that may be required in connection with the performance of parking management services, including a City business license. SP+ is required to maintain a business license and pay business licenses taxes in accordance with local law.
12. Provide all services in a manner commensurate with the highest professional standards by quali�ied and experienced personnel. All services shall be provided directly by SP+, and no subcontract may be entered into without prior written approval from the City.
13. Adjust operations as necessary to accommodate lot additions, construction, earthquake retro�itting, improvements, and installation of new revenue equipment, hardware or software, modi�ications of entrance/exit locations, addition of or changes to landscaped areas, or any other change the City may make at its sole discretion.
DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 4 14. Comply with all federal, state and local legislation prohibiting discrimination against any person because of their race, color, religion, sex, gender, gender identity, marital status, sexual orientation, disability, military or veteran status, age, national origin, or ancestry.
15. Provide validations to the City as requested within 48 hours.
16. Maintain and manage a waiting list for monthly keycards.
17. Provide the City with a robust web-based reporting platform enabling the City to generate reports and view data as to occupancy, revenues, expenditures, tickets, et al. This system should integrate with Data Park, T2/Digital Payment Machines, and IPS. If these technology systems change, SP+ will make reasonable efforts to integrate with the new system.
18. Provide monitoring services of real time feeds through the City’s video management system (VMS) installed in and around the City’s downtown parking structures and beach lots. Camera monitoring is in response to City Council concerns and directions regarding clean and safe initiative with the goal of improving customer safety, streamlining �ield operations, and increasing revenue capture via expedited response to vandalized equipment.
Based on the privacy procedure veri�ication report and other information received from SP+ and reviewed by the City’s Information Security Department (ISD), staff concluded that SP+ has implemented reasonable and appropriate controls to the City’s security needs.
SP+ shall ensure their equipment is maintained at all times and any damaged equipment, including loose, fallen, detached or otherwise failed components be �ixed upon notice by the City within �ive business days.
This addition to the scope of work is effective March 2024 and is:
• limited to camera monitoring related to parking equipment and parking operations and does not include IT management of the system, recording of any video, or extended security management;
• not subject to any budgetary changes.
REVENUE CONTROL
Control of Parking Cash Receipts
SP+ shall design, implement, and maintain a system of internal controls to ensure the timely deposit of all Gross Revenues into the City's bank account and account for Parking Facility and of�ice tickets and receipts. Tickets must be printed to the City’s speci�ications. The system shall, at a minimum, include the following at each parking facility:
1. Use of sequentially numbered, time-stamped tickets for all attendant parking, and the use of pay machines, parking revenue control system, and point of sales system according to City speci�ications.
2. A secure system for collecting and moving cash from parking lots and structures to a cashcounting facility, including the use of armored transport to the deposit location designated by the City. Pursuant to item 4 of the Scope of Work Detail section above, the City must approve the armored transport company proposed by the SP+.
DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 5 3. Procedures that keep collected revenue separate from the various operations or parking facilities.
4. Procedures that ensure separation of duties, including separating cashiers and supervisors in City parking facilities from the SP+ of�ice staff responsible for counting cash and reconciling cash receipts. Cashiers and supervisors will not pull reports or reconcile the cash, to ensure the required separation of duties. There will be a minimum of two (2) staff present at all times during counting and reconciling activities to ensure checks and balances and to minimize collusion. SP+ staff assigned to generate revenue reports must also be separated from staff responsible for cash counting and deposit preparation duties to avoid forced balancing.
5. Record issued ticket numbers, batch numbers, and total tickets sold at each City parking facility daily.
6. Cash out all pay machines and deposit revenues daily.
7. Log all of the above entries daily. SP+ must report all overages and shortages daily.
8. Maintain tickets in a manner consistent with industry standards, allow for independent audit veri�ication of reports of gross receipts, and approved by the City. SP+ shall provide the City with a monthly report on the purchase and disposition of all parking tickets and permits. Reports shall indicate serial numbers of tickets assigned and sold at each parking facility. The City must be granted access and will periodically audit inventory of used, unused, and retained tickets, transactions, receipts, and records.
Credit Card Transactions
To facilitate payment of parking fees by credit card, the City has installed credit card equipment and software at certain parking facilities. SP+ agrees to cooperate with the City, including the City’s designated third-party vendors, to facilitate the payment of parking fees through credit cards. SP+ will report the need for any service request immediately (within 4 hours) to the City and to the City’s third-party vendors. From time to time, the City may provide additional direction to SP+ in writing regarding services required to facilitate payment of parking fees by credit cards.
Deposit of Cash Receipts/Revenues
The City has the right to install, monitor, and service recording devices including, but not limited to video, audio, and digital equipment at all locations where cash receipts/revenue are handled.
Security equipment may also be located in areas where SP+ staff who do not handle cash are working.
SP+ shall follow procedures consistent with industry standards and approved by the City Treasury Section for the depositing of daily cash receipts.
While the funds collected are the property of the City, SP+ is responsible for the funds until they are deposited into the City’s bank account. Daily submission of Parking Access and Revenue Control System (PARCS) equipment generated reports, daily cash receipts, copies of deposit slips, and equipment-generated summary of credit card sales must be submitted to Parking Operations no later than 48 hours after collection of revenue. PARCS reports and revenue summary reports must not be pulled or prepared until after the daily deposit has been transported to the bank to minimize possibility of forced balancing.
DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 6 MAINTENANCE SERVICES FOR PARKING FACILITIES
SP+ shall serve as the City’s parking facilities manager. Included in these duties will be the requirement to maintain an inventory of all equipment and associated maintenance schedule. SP+ shall be responsible for preparing and submitting to the City routine checklists to document the performance of maintenance on a monthly, quarterly, and annual basis as established by City.
SP+ shall perform the following services, in accordance with all applicable City regulations, policies, and guidelines:
Sweep Parking Lot and Structure Surfaces
Sweeping of assigned parking lots and structures shall be done by hand with a broom a minimum of once per day, and more often if deemed necessary by the City, to maintain the highest level of cleanliness. Sweeping shall include sidewalks and entrances directly abutting the parking lot or structure. Sweep all high-traf�ic areas of beach lots a minimum of once per day, and as much as necessary, to keep areas free of litter and debris. Coordinate sweeping schedule with the City’s Resource Recovery and Recycling Division which will machine-sweep accessible portions of the beach lots. Sweep sand and debris out of areas inaccessible to the sweeper machines into the sweeper machine-accessible areas. This includes, but is not limited to, the areas in, around, and adjacent to the kiosks, wheel stops, landscaped islands, entry gates, parking lot corners, and parking lot perimeters.
Trash Removal
Retrieve and remove litter and debris from lots and structures, landscaped islands, planter beds or boxes, as well as the hillsides on the eastern side of the 2030 Ocean Avenue parking lot.
Clean Signage
Wash all structure, lot signs, and awnings a minimum of once a week, up to once daily, as needed.
Clean Booths & Control Equipment
Clean windows, doors, walls, and work surfaces of the cashier booths a minimum of once per week, up to once daily, as needed. Clean the parking control equipment housings as needed.
Graf�iti Removal
Report all graf�iti to Parking Operations immediately, complete documentation requirements, notify the Police Department, and proceed in accordance with established procedures, including abatement.
Clean SP+ Of�ices
Vacuum �loor, dust, empty trash receptacles, and perform other cleaning a minimum of once a week, up to once daily, as needed to keep of�ices clean and presentable to the public.
Landscape Maintenance
Remove weeds from all paved surfaces and planted areas in the beach lots and structures. Tree trimming will be conducted by the City.
Pay-by-Space, Pay-and-Display, and Pay-on-Foot Machines Clean, service, and perform routine maintenance and minor repair of Beach, Main Street, Mid-City, and Downtown lot pay machines a minimum of once per week, up to once daily, as needed. Cash out all pay machines daily and deposit revenues daily.
Inventory
DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 7 Inventory signage, bollards, trash receptacles, etc. to ensure that all items are in the correct place and replace if missing.
Light Carpentry and Touchup Painting
Perform minor repairs to the parking facilities, including touch up painting of small areas of structures and booths, repair or replacement of small �ixtures such as cover plates, carpeting, stair treads, etc.
ENGINEERING SERVICES
Equipment Rooms
Ensure all equipment rooms and room keys are maintained, including in accordance with state and local law if applicable.
Lighting Maintenance
Provide daily lighting inspections, replace as needed, and provide a weekly report of all burned-out or damaged lights and �ixtures.
Emergency Maintenance
Test and maintain the �ire extinguishers monthly to ensure that they are in working condition in accordance with established standards and law. Repair or replace equipment as necessary. Remove trash from top and inside of extinguisher box. Ensure that �ire sprinkler systems and standpipes are tested and serviced in accordance with established standards and law. Work with the Fire Department during routine inspections. SP+ will repair or replace equipment as necessary to ensure that equipment is in working condition. Ensure equipment room keys are maintained in accordance with state and local law.
Test and repair �ire alarm and �ire sprinklers as follows:
1. All work shall be performed in accordance with the standards listed in the (California Code of Regulations, Title 19) & (NFPA 13, 25, & 72) or per the City of Santa Monica Fire Department’s Fire Marshal. Water based �ire protection systems shall be inspected, tested and maintained in accordance with the frequencies required by the NFPA. SP+ shall provide the best testing, inspections and repair maintenance services and practices per the manufacturer’s speci�ications to �ire sprinkler systems, �ire alarm systems plus associated equipment. If work performed is rejected by the City’s facilities maintenance or designated City representative(s), contractor shall remedy the situation as soon as possible at no additional cost to the City.
2. SP+ shall assist the �ire alarm central station monitoring vendor (name to be provided by the City) with access to (�ire alarm control panels – programing information).
3. Availability / Response Time: SP+ must have personnel with the ability to respond to emergency repair requests on a 24hr/7days a week basis. SP+ must be able to be on-site at Santa Monica location(s) within four (4) hours of noti�ication by City staff. Some testing, repairs, and installations work may also be scheduled on weekends or after-hours to accommodate the operations at various City facilities.
4. Additional Fire Prevention Services Repairs Testing & Inspections to Include (5yr. Tests):
Shall be quoted on an individual as needed basis. No work shall be performed by the contractor without prior approval from the City’s representative(s). The City reserves the right to accept or deny any services quoted by the contractor. The City reserves the right to use other vendors for DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 8 services beyond the scope of the work contained in this bid packet.
5. Reporting: SP+(s) shall submit signed and dated written service and repair performed for each �ire prevention piece of equipment speci�ied in this bid to the City. SP+(s) shall maintain maintenance logs & inspection reports at the contractor’s of�ice. SP+ shall provide a written report for all service calls detailing any work performed and/or recommendations for further repairs/ modi�ications & a copy of the service report will be submitted with invoices.
6. Safety Requirements / Materials Disposal: SP+ shall perform all work to meet or exceed all accepted standards for safe hazardous material handling. SP+ shall remove any trash or waste materials / liquids generated by service(s) and or repairs. The City reserves the right to issue restraint or cease orders to the contractor if unsafe or harmful acts are observed or reported.
7. Test and maintain emergency lights and exit signs monthly to ensure that they are functioning properly. Repair or replace equipment as needed.
8. Test and maintain alarm systems to ensure that they are in working condition. Respond to alarms that may be sounded in accordance with established procedures.
9. Test and maintain emergency backup generators and systems to ensure that they are functioning properly. Repair as needed.
Test and repair emergency generators as follows:
1. All work shall be performed in accordance with the standards and frequencies required through maintenance testing, inspections, repair maintenance services, and practices per the manufacturer’s speci�ications. If work performed does not meet the standards set forth by Facilities Maintenance, the contractor shall remedy the situation as soon as possible at no additional cost.
2. SP+ shall submit signed and dated written service and repair reports performed for each site and equipment covered under the scope of this bid. SP+ shall maintain maintenance logs and inspection reports on-site and at SP+’s of�ice. SP+ shall maintain all permits current & comply with all AQMD South Coast Air Quality Management District notices to comply. During the term of the agreement, SP+ shall maintain callback and repair data, a record all routine maintenance, programmed run-times, and power outages in the units log per AQMD Guidelines.
Elevator Maintenance
Maintain the elevators in parking structures to ensure their safe and proper operation, including sump pumps. Perform all minor repairs and scheduled maintenance to elevators in every parking structure managed. Retain repair person available on-call to make any necessary emergency repairs, 24 hours a day. Pay any expenses for regular maintenance repairs needed to pass the inspection and keep the elevators operating. Post signs on all levels indicating alternative elevator locations when an elevator malfunctions. Oversee warranties on any new elevators and ensure compliance with warranty requirements. Present SP+’s recommendations for, and obtain City approval of, any major rehabilitation or refurbishment of elevators prior to commencement of work.
Act on behalf of the City to work with the State of California Department of Industrial Relations, Division of Occupational Safety and Health (CAL-OSHA), Elevator, Ride and Tramway Unit to obtain all permits required for the operation of these elevators. Display copies of such permits in DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 9 appropriate elevators and maintain a copy in the SP+’s of�ice. Deliver original permit(s) to City of Santa Monica Parking Operations. Maintenance schedules to be agreed to by City and SP+.
The City requires licensed contractors (“contractor”) who can program, troubleshoot, test and repair the elevators/conveyance equipment listed in this bid. However, the City reserves the right to determine/select vendor(s) with the best quali�ication and experience to service, test, inspect, troubleshoot, and repair the equipment.
SP+ shall provide periodic/systemic maintenance services to elevators or wheelchair lifts/ conveyance equipment, emergency call out services and 24-hour year-round dispatching services at City of Santa Monica facilities as directed by the City’s facilities maintenance division, or designated City representative(s).
SP+ must have the ability to respond to emergency repair requests on a 24/7 basis. SP+ shall provide 24-hour, year-round dispatching service for all elevator or wheelchair lift/conveyance equipment phone units listed in this bid at no additional charge per the monthly rate submitted on the pricing sheet. In the event an emergency elevator malfunction occurs between regular hours and after-hours contractor shall provide a technician/mechanic to perform emergency callback service within one (1) hour of emergency noti�ication. Emergency call back during non-regular business hours or after hours shall be billed per the pricing sheet. SP+ shall resolve call-out service issues/problems within 48-hour time frame to the satisfaction of the City’s representative. SP+ shall submit signed and dated written service and repair performed for each elevator/conveyance equipment speci�ied in this bid.
SP+ shall maintain maintenance logs &inspection reports on-site and at the contractor’s of�ice during the term of the agreement.
SP+ shall perform all work to meet or exceed all accepted standards for safe hazardous material handling. SP+ shall remove any trash or waste materials/liquids generated by service(s) and or repairs. The contractor shall maintain all work sites free of hazards to persons and/or property resulting from their operations. SP+ will secure the area and remedy any hazardous, unsafe, substandard, or non-working condition immediately upon discovery and report the situation immediately to the appropriate City representative(s). This will include any damages by accident, vandalism, theft or acts of god. The facilities maintenance manager or his/her designee reserves the right to issue restraint or cease orders to the contractor if unsafe or harmful acts are observed or reported.
Parking Equipment Maintenance
Provide service by a reputable technician familiar with City’s parking control and communications hardware. Repair or replace equipment as needed. Work closely with the City’s Information Systems Department to ensure system communications uptime. Clean, service, and perform routine maintenance and minor repair of pay machines as needed. Cash out all pay machines daily and deposit revenues. The City currently has Service Maintenance Provider Contracts with two thirdparty parking equipment vendors. Upon execution of the Agreement these vendors will become SP+’s subcontractors. As appropriate, service contracts with equipment vendors may be assigned to SP+ with SP+ serving as the primary contact for the vendor.
Air Conditioning Maintenance
Repair and maintain air conditioning equipment in SP+ of�ices and cashier booths.
DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 10 PARKING OPERATIONS
SP+ shall incorporate the following requirements into the parking operation:
Quality Control
SP+ shall establish and maintain a system of quality control to ensure that contract requirements are met. The system should include, but not be limited to, the following:
1. Design, implement, and maintain a Customer Service and Community Relations Program that shall ensure all members of the public are treated with courtesy, that all complaints are handled and resolved quickly and effectively, and that the public is informed of parking policies and procedures.
2. Maintain all work sites free and clear of all hazards resulting from its operations to persons and property. Inspect each City parking facility during hours of operation for hazards, maintenance needs, and threats to employee or public safety. Inspections must be conducted against an approved inspection form with items to be reviewed and on an approved schedule. Maintain inspection logs including �indings and dispensations, and make log available for City review. The inspection shall include, but not be limited to, the interior of all elevators, restrooms, trash areas, walkways, and stairways. SP+ shall immediately report any suspicious activity, including the presence of suspected gang graf�iti, any hazardous conditions, or any threat to public safety to the Santa Monica Police Department and City of Santa Monica Parking Operations Division. SP+ shall notify Parking Operations if areas not under SP+’s contractual jurisdiction are in need of maintenance or repair or may create a public safety concern.
3. Write inspection procedures that cover all services. Include the method(s) for identifying and preventing de�iciencies in the quality of services performed. Also, detail activities that will be inspected, including if inspection will occur on a scheduled or unscheduled basis, frequency of inspections, name(s) and title/position of the individual(s) performing the inspection, and name(s) and title/position of individual(s) inspected. Maintain a �ile for all inspections conducted by SP+, including the necessary corrective action taken. Make inspection documentation available to the City upon request.
4. Utilize monthly “mystery shoppers” to evaluate the customer service provided. Provide copies of results to the City at the close of each month.
5. SP+ shall oversee the operation of the Parking Access and Revenue Control System (“PARCS”) daily and also work closely with the City and their parking equipment service providers to ensure the PARCS is fully operational. SP+ shall monitor the service and repair of the equipment, including recording the removal of equipment and/or parts and maintaining an adequate spare parts inventory.
SP+ and its personnel shall be trained in the proper use of the PARCS and related software, and maintain the ability to generate comprehensive reports including the following, and any other reports requested by the City:
• Daily event log
• Shift reports
• POF reports
• Transaction reports
• Credit card reports
• Exception reports
• Validation reports
• Outstanding ticket reports
DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 11 • Daily and monthly summary reports
• Activity and use report
City shall have access to the parking equipment at all times and will enter into a maintenance service agreement with SP+ for preventative maintenance and repairs.
Standard Operations and Procedures Manual
SP+ shall prepare and maintain an up-to-date Operation and Procedures Manual that shall re�lect the method of parking lot operations as proposed by SP+ and approved by the City. At a minimum, the Manual shall include the following:
1. General operating and management policies
2. Procedures for cash control, accounting and auditing
3. Personnel staff schedules and job descriptions
4. Personnel performance and quality assurance standards
5. Personnel training plan
6. Customer service standards and Quality Control Plan
7. Facility maintenance procedures and schedule
8. Equipment inventory, maintenance schedule, and replacement schedule
9. Inspection procedures and schedule
10. SP+ corporate of�ice support staff and their duties
11. Company personnel policies, including Af�irmative Action Plan
12. Procedures for exception tickets (lost ticket, promise-to-pay, refusal-to-pay, etc.)
13. Emergency procedures (to include both natural and man-made events)
14. Ethical Standards
15. Alarm Procedures
16. Graf�iti Abatement
17. Privacy and con�identiality standards associated with camera monitoring duties Traf�ic Circulation
SP+ shall provide suf�icient staff to ensure a smooth �low of traf�ic entering and exiting the parking facilities, thereby avoiding traf�ic buildups within parking lots and structures and on contiguous public streets. Within any parking lot or structure, there should be no waiting time to exit in excess of �ifteen (15) minutes. SP+ shall ensure the provision and maintenance of adequate permanent signage to facilitate safe and smooth traf�ic �low. Additional staff may be needed during special event performances and peak traf�ic periods which occur during holidays and weekends caused by the public patronizing movies, restaurants, and shops. Additional staff may also be needed at the pier and the beach parking lots during summer peak periods, on holidays and weekends, during large special events. The City may request, at its sole discretion, the deployment of additional staff resources to address peak traf�ic conditions. SP+ shall provide a �lat labor per hour rate for budgetary purpose.
Special Event Services
Event producers and �ilm companies use parking facilities, primarily the beach and Pier lots, throughout the year. SP+ staff may assist with booking events or commercial uses, issuing use permits, and collecting fees. SP+ staff handles on-site set up including directing traf�ic, sectioning off reserved areas, and ensuring City procedures are followed and parking lot is used as spelled out in the booking documents. SP+ may also assist with event permit and special commercial use compliance monitoring, including coordinating with Recreation and Arts Department staff, City Code Enforcement staff, and Police and Fire Department staff. SP+ is required to provide a web-based service for pre-sale event parking. City of Santa Monica has multiple large-scale events each year, such as LA Marathon and Cirque Du Soleil. City manages tens of thousands of vehicles parked during DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 12 these events. Web-based pre-sale parking is a solution that the City currently uses to effectively allocate event transient parkers. SP+ must propose the transaction cost, including credit card processing costs, in its proposal. Solutions must include a barcoded or QR-coded printout with directions and/or map to the parking facilities. SP+ must provide samples and screen shots of the proposed solutions. Subcontractor services will be accepted. SP+ will provide traf�ic circulation planning services and resources related to ensuring smooth �low of traf�ic as vehicles enter and exit the City seeking parking in relation to large events and on high volume summer weekends. These services are proactive in nature to assist the City with routine planning and staf�ing for high volume parking days that compliment required services outlined in this RFP for special events and traf�ic circulation.
Standardized Apparel
SP+ shall require every on-duty employee to wear a uniform or other standardized apparel and a visible photo identi�ication badge furnished by SP+. Well-maintained uniforms and photo identi�ication badges must be approved by the City. Uniform must not be covered by outer garments that are not part of the uniform and photo identi�ication badge must be visible at all times (e.g., worn outside of approved uniform outerwear.) No pins or buttons shall be worn except those authorized by SP+ and approved by the City. SP+’s proposal should include a detailed description of the proposed uniform(s), identi�ication badges, and pins.
Advertising
SP+ may not place any advertising on parking lots or uniforms, except the �irm’s own logos or symbols, which identify the �irm under contract and its personnel as employees of the �irm, all of which are subject to prior approval by the City. The City may also require messaging be placed on the back of all parking tickets and other public information, such as an anti-litter logo.
Safety
SP+ shall:
1. Maintain the work sites free of hazards to persons and property resulting from its operations.
Any hazardous conditions noted by SP+ shall be immediately corrected. If the responsibility for causing correction does not fall to SP+ pursuant to the Agreement, SP+ shall immediately report the condition to the City’s Parking Operations.
2. Furnish and maintain �ire extinguishers, �lares, �lashlights (baton and regular), and �lashlight batteries for each of the parking facilities. Provide enough �lashlights for each employee to use during power outages and other emergencies. To ensure against theft, such articles should not be stored in kiosks when closed. Procedures informing employees whom to contact and what to do in the event of emergency shall be posted in each cashier booth located at all City parking facilities and SP+ of�ices.
3. Perform all work in such a manner as to provide safety to the public and to meet or exceed the safety standards outlined by CAL-OSHA. If unsafe or harmful acts by SP+ staff or sub-contractor, dangerous or hazardous conditions at City parking facilities, or any event which could adversely affect public safety are observed or reported to the City, the City reserves the right to issue orders of restraint or cease-and-desist to SP+, or terminate the contract with 24 hours’ notice under this provision.
Incident Reports and Procedures
DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 13 SP+ shall implement procedures to handle all incidences, accidents or events possibly giving rise to a claim for liability, thefts, vandalism, property damage, and customer complaints, which includes, at a minimum, the following:
1. Inspect City parking facilities daily. Report items of disrepair and the corrective action taken by SP+ to the City.
2. Complete incident reports detailing theft, property damage, bodily injury, and vandalism, etc., at City parking facilities. Transmit the reports to the Santa Monica Police Department and Parking Operations Division.
3. Resolve complaints to the City’s satisfaction within 24 hours or provide to the City within 24 hours a proposed timeframe and method of resolution. The City shall resolve complaints received about City policy and City-maintained or -repaired facilities.
4. Maintain a written log of all complaints, written or oral, received directly from the public or forwarded to SP+ by the City. Include complaints about employee appearance, attitude, services; quality or lack of facility maintenance; charging or amounts of fees; safety concerns; and any other issues concerning the day-today operation of the City parking facilities. The log shall contain the date and time of receipt of complaint, nature of the complaint, date and time of SP+ action or reason for SP+ non-action and staff name and title of SP+ staff who handled the complaint. Submit a copy of the complaint and its resolution Parking Operations no later than ten (10) days from SP+’s receipt of complaint. Forward an updated copy of the complaint log to the Parking Operations Division every month.
5. Maintain SP+ of�ice telephone landline staffed 24 hours a day. List the landline number in local telephone directories under the name by which SP+ is commonly known. Staff the landline at all times with responsible person(s) empowered to take any action necessary to satisfy any inquiry or complaint from the public or the City. Post the landline telephone number at all City parking facilities, speci�ically at all entrances, exits, cashier booths, inside elevators, outside elevator doors on every �loor, and in stairwells on every �loor and landing. Provide preprinted materials with SP+’s name and landline telephone number at cashier booths and SP+ of�ices to the public, upon request.
Bicycle Valet Services
Bicycle valet services operate on the same principle as a vehicle valet operation. The City requires producers of large events to provide bicycle valet services to encourage the environmentallypreferable use of bicycles over vehicles. SP+ must provide staff to set up, break down, and store bicycle valet station(s), to receive, park, secure, and retrieve bicycles. Current need for bicycle valet services include (but may be expanded to include more in the future): the Main Street Farmers Market, three to �ive (3-5) attendants, Sundays from 9 AM to 3 PM, year-round; Twilight Concert Series, held at the Santa Monica Pier, six to ten (6-10) attendants for ten (10) Thursdays from 5:00PM to 11:00PM, between July and mid-September; and from six to ten (6-10) miscellaneous events per year, with varying hours, requiring from six to ten (6-10) attendants. SP+ is required to provide labor for staf�ing bicycle valet services. The City prefers inclusion of all overhead costs, payroll and insurance to be budgeted as a �lat labor per hour rate.
Farmer’s Market Parking and Refund Booth Services
Virginia Avenue Park
SP+ is required to provide staff to assist with high volume traf�ic control needs at Virginia Avenue Park Farmers Market each Saturday from 7:00 AM to 2:30 PM. Duties include, but are not limited to, providing great customer service, directing cars into available parking spaces, storing and DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 14 transporting traf�ic control supplies, and coordinating day-to-day projects with the Farmers Market Coordinator. Three (3) onsite employees and supervisory duties are required.
Refund booth
SP+ is required to provide staff to manage transient/validated transactions for Lot 5 South located at 2600 Barnard Way during Main Street Farmers Market hours, from 10:00 am to 2:00 pm on Sundays only. This individual is required to handle cash/revenue transactions associated with the Main Street Farmers Market operations.
Customer Service
SP+ personnel are responsible for providing the best customer service to the patrons of the City parking facilities.
Develop ongoing customer service training program with auditable standards and submit to City for approval. Implement the approved plan, training, monitoring, documenting, and correcting of employee customer service skills when needed. Staff of the Annenberg Community Beach House shall attend site-speci�ic orientation and customer service training provided directly by the City approximately four (4) hours per year.
Each coordinator, attendant, cashier, supervisor, of�ice staff, manager and maintenance personnel provide certain levels of customer service that intertwine in each transaction. The staf�ing plan proposal shall be arranged so that response time to any speci�ic location is between 1 and 5 minutes.
If the response time by an attendant or supervisor is longer than 5 minutes, the Manager on Duty must become involved in the situation to resolve any issues. SP+ must propose suf�icient staf�ing levels to cover all operation needs and perform the best possible customer service.
Customer service and staf�ing levels will be measured by random audits performed by City staff on quarterly basis. During these audits, employees and SP+ will be rated based on items pertaining to their customer service training. Audits will be based on the quality of measured items, including but not limited to, response time, operational ef�iciency, uniforms, presentation, body language, and attitude.
Staf�ing
SP+ shall:
1. Employ and supervise the minimum number of personnel to manage, operate, and ensure customer service standards are met at all times in City parking facilities, and provide additional personnel to accommodate special events and peak periods. Provide adequate staf�ing to meet the level of usage during peak periods and special events. Control labor costs, dissuade excessive overtime hours, and budget adequately for staf�ing.
2. Employ a Project Manager and one or more Assistant Managers to oversee the day-to-day operations of the parking lots and parking structures. Proposed candidates for these positions are subject to City review and approval.
Supervisory responsibilities include, but are not limited to:
• Supervising the shift supervisors and any clerical employees • Maintaining a current employee schedule
• Performing personnel functions, such as hiring, training, terminations, and suspensions • Reviewing and approving daily cash and ticket reports that are submitted to the City • Investigating and processing all customer complaints and accident reports as required by the City
• Performing inspections of City parking facilities and parking operations • Ensuring that all other services are provided as required by the Agreement DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 15 The Manager shall be on-site during peak occupancy periods. Supervisory staff shall be available onsite twenty-four (24) hours a day, seven (7) days a week, 365 days a year.
3. Assign to the City a Corporate Representative of higher rank than Manager, responsible for:
• Representing SP+ at all times in day-to-day parking operations at City parking facilities • Liaison between SP+ and the City
The Corporate Representative (or an approved alternate) must be reasonably available by telephone during all hours of City parking facilities operation (seven days a week, every day of the year). If SP+ or City deems it necessary to replace the Manager or the Corporate Representative, the City shall have the right to approve or reject the individual selected as the replacement.
4. Provide supervisors. Supervisor responsibilities will include, but are not limited to:
• Supervising cashiers or attendants
• Supervising traf�ic controllers and any on-site clerical employees • Closing out all cashiers at the end of their shifts, and reconciling cash against the cashier’s shift report
• Issuing and documenting written and oral warnings to cashiers who fail to follow procedures
• Notifying the manager of any emergencies
• Keeping a daily log
• Filling out accident and customer complaint reports
• Noting any equipment failures and maintenance problems and reporting them to the Manager and/or Parking Operations Division
• Maintaining suf�icient supplies, including tickets and receipts for cashiers to perform their duties
• Encouraging quality customer service skills by example
5. Provide attendants whose responsibilities will include, but are not limited to:
• Collecting parking charges from patrons
• Performing outstanding parking citation checks on permit applications, if necessary • Maintaining the parking kiosks, PARCS, pay machines and booths in a clean and orderly manner
• Responding courteously, appropriately, and professionally to patron requests, complaints, comments, and questions
• Notifying the supervisor of any unresolved complaints, problems, or equipment failure • Filling out lost ticket forms for patrons who have misplaced their parking tickets • Obtaining patron’s signature on promise-to-pay forms
• Providing receipts as requested
6. Provide other on-site personnel whose responsibilities may include, but are not limited to:
• Providing of�ice clerical support
• Collecting revenue from pay-by-space and pay-on-foot machines • Servicing parking access and revenue control equipment • Maintaining parking areas as speci�ied
• Directing traf�ic to unoccupied parking spaces during peak occupancy periods • Placing traf�ic cones and barricades to facilitate traf�ic �low • Assisting with planning for high traf�ic events and weekends to ensure proper staf�ing DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 16 • Monitoring of special events
7. Ensure that all SP+ personnel, staff, City-approved subcontractors, agents, or Corporate Representative (hereafter “SP+ personnel”) assigned by SP+ to perform services in the City parking facilities are at all times under the management and control of SP+. SP+ shall have the sole right to hire, suspend, discipline, or discharge SP+ personnel. If the City �inds any SP+ personnel unsatisfactory, the City will provide written notice to the SP+ to remove or replace such SP+ personnel. SP+ must transfer such SP+ personnel out of City parking facility operation within seven (7) calendar days of receipt of written notice from the City. Once such SP+ personnel have been transferred, they may not return to work at any City parking facility.
In the event of egregious unsatisfactory SP+ personnel conduct, including but not limited to: theft, including manipulation of records, equipment, or receipts; being under the in�luence of alcohol or illegal drugs while on duty; violence in the workplace including verbal, physical, sexual harassment, intimidation or abuse; vandalism or misuse of City property, including supplies, equipment, telecommunication devices, or City parking facilities; conducting personal business while on duty; or adverse customer service issues, the City will give SP+ written notice. SP+ personnel involved shall be immediately transferred from the City parking facilities and parking operations. SP+ personnel found egregiously unsatisfactory may never return to work at City parking facilities.
The City has the right, in its reasonable discretion, to require SP+ to remove unsatisfactory employee.
However, in no event shall the City’s demand for removal of employee from the City parking facilities be construed as a demand or suggestion by City that any such employee be discharged from SP+’s employment. SP+ shall comply with all labor and worker’s compensation requirements. At SP+’s cost, SP+ shall perform motor vehicle license checks on each employee and refrain from allowing anyone with an unacceptable record from working or being present at any of City’s parking facilities. At SP+’s cost, SP+ shall conduct background checks to determine if any prospective employee has any misdemeanors, felonies, or criminal convictions. SP+ shall not allow anyone who has had any such unacceptable convictions to work or be present at the City parking facilities.
8. Require all Contract personnel, including subcontractors, to comply with-Cal/OSHA requirements and all other local, state and federal regulations. Ensure subcontractors obtain all pertinent and required permits to conduct work at City parking facilities. Provide a written list of proposed subcontractors to the City for approval. The City will supply written approval or disapproval of subcontractor(s) to SP+. Subcontractors not approved by the City may not work at City parking facilities. The City recognizes that from time to time, SP+ may desire to change subcontractors. SP+ must notify the City in writing of desired changes. The City will supply written approval or disapproval of changes to the approved subcontractor list.
9. Not discriminate against any employee or applicant for employment because of race, color, religion, sex, gender, gender identity, marital status, national origin, ancestry, sexual orientation, military or veteran status, age, or condition of physical or mental disability, in accordance with state and federal laws.
Reports and Records
SP+ shall:
1. Maintain complete and accurate records of sales, costs, expenses, receipts, occupancy and other such information required by the City. Report revenue from each City parking facility separately, and classify as permit sale type, transient parking fee, parking tax, or keycard purchase.
Revenue must also be aggregated by facility group type, as well as in total.
DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 17 2. Maintain adequate, suf�iciently-detailed service and maintenance records to allow proper evaluation of services in a clearly identi�ied, easily-located, and readily-accessible location. Include:
• Schedules and logs of all maintenance, repair, and inspection activities conducted by SP+ personnel, including subcontractors
• Complaint log detailing complaint and resolution
3. Maintain accounting records of all income and expenses related to the management and operation of the City parking facilities pursuant to the minimum requirements established in the Performance Standards and generally accepted accounting principles.
4. Provide monthly variance reports for revenues and expenses based on approved budgets.
5. Provide monthly payroll report (e.g., ADP report) as well as a labor analysis report including staff names and the number of hours worked at each location.
6. Provide free access to representatives of the City, or its designees, at any time to all such books and records. Allow the City immediate access to examine and audit same, and to make transcripts or copies thereof, as deemed necessary by the City or its designees, and to allow inspection of all work, data, documents, proceedings, and activities related to the Agreement with the City. The City has the right at any time, with no prior notice, to examine, copy, seize, or remove any records.
7. Keep such records, together with supporting documents, separate from other documents and records.
8. Submit operational performance reports required by the City on the approved schedule (e.g. occupancy, revenue, lost tickets, expenses, complaints, response times, etc). The City will approve the schedule of reports required by SP+ at the start of the contract.
9. Submit required operations budget for the following �iscal year by December 1 of each year.
The �iscal year budget is for the period starting July 1 and ending the following June 30. The budget shall contain all staf�ing costs, operational costs, amortized equipment and furniture costs, and management fees.
10. Provide the City with a monthly report on the purchase and disposition of all monthly permits sold. The report shall include a listing of monthly keycard/passes sold, revenues collected, refunds made, and a reconciliation of cards or passes activated and deactivated.
11. Maintain all necessary records, receipts, tickets, reports, etc. on-site or in a City approved storage facility until a third-party auditor audits them. Records should be accessible and available for inspection by City Staff at any time. All documents and records identi�ied above and any other information that demonstrates performance under this Agreement, for a minimum period of three (3) years after termination or expiration of the Agreement with the City, or for any longer period required by law, must be maintained by SP+.
Annual Audit
SP+ shall allow the City to conduct an annual audit by a third party. At the conclusion of the audit, the City will schedule a meeting with SP+ and the Auditor to discuss the report and �indings. SP+ will be responsible for implementing any necessary changes as a result of the audit. SP+ will be responsible for any shortages or revenue losses found in the audit. SP+ shall furnish all information and reports DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 18 required by the City or its agent, and shall permit access to the books, records, and accounts of SP+ during normal business hours by the City or its agent for the purpose of the audit.
Performance Measurements
SP+ shall allow the City to establish and publish an annual performance measurement report based on the requirements of this RFP and the terms of the agreement. The factors to be measured will be established prior to the implementation of such measurements and presented to SP+ for input.
Records Retention and Inspection
SP+ shall maintain all required records, receipts tickets, reports, etc. on-site until the third-party audit is completed. Records shall be accessible and available to City Staff at any time. All reports must be maintained for the contract period and made available to the City at the end of the contract period.
After the third-party audit is completed the records may be kept off-site with written permission by the City. Electronic format is acceptable.
EQUIPMENT AND FACILITIES
SP+ shall:
1. Furnish all supplies and materials to properly perform the services speci�ied, except that equipment provided by the City at the time of contract execution.
2. Be allowed, if desired, the use of buildings and equipment found in the SP+ of�ices. Such buildings and equipment shall be returned to the City upon the termination or expiration of the Agreement and shall be in its original operable condition less normal wear and tear. An inventory of the buildings and equipment is provided upon request.
3. Submit detailed written requests to the City for reimbursement of improvements or supplements to existing City equipment and buildings prior to procurement or installation. If approved, costs will be reimbursed by the City. All such improvements or supplements become the property of the City immediately upon payment. In addition, upon expiration or termination of the Agreement, the City shall have the right to retain any equipment for which SP+ paid, but was not reimbursed under the Agreement, upon payment by the City. Thirty (30) days minimum prior to the Agreement expiration, SP+ must submit written request and original proof of purchase and installation costs to the City. The amount the City will pay is the original costs minus depreciation �igured from the date of purchase. On the date of payment by the City, the improvements become the property of the City. Should the City decline to retain such equipment or improvements, SP+ shall, at SP+’s own cost and expense, remove all such equipment and improvements within ten (10) days after the date of termination or expiration of this Agreement.
4. Obtain written approval of the City (and any other required approval from local, state or federal agencies, including but not limited to, the California Coastal Commission) prior to any modi�ication of City parking facility layout, structure or traf�ic routing. If modi�ications are made without prior City approval, immediately restore modi�ications to original conditions, at SP+’s expense. SP+’s failure to restore to City’s satisfaction, the original condition shall result the City reconstructing the modi�ications at SP+’s expense.
5. Provide communications equipment to employees to enable managers, assistant managers, supervisors, and cashiers to communicate with each other at all times. Costs of communication devices and telecommunication services used for business purposes, including of�ice telephone and fax landlines located in of�ices and cashier booths, cell phones, pagers, and radios must be included DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86 19 in the cost proposal. SP+ is �inancially responsible for costs incurred by personal use of calls made from business communication devices by SP+ personnel, including subcontractors.
6. Provide vehicle(s) for business-related use in the operation of City parking facilities. The cost associated with the vehicle(s) is a reimbursable expense by the City.
7. During the operation of City parking facilities, not interfere in any way with the public’s general or speci�ic use of the beaches or pier, nor interfere with use of, nor block access to or by emergency services, lifeguard, police, or �ire vehicles at any City parking facility. City parking facility entrances and exits shall be operated to prevent any obstacles that block public roadways or cause traf�ic disruptions.
8. Reimburse the City at SP+ expense for any equipment that is damaged by SP+ personnel, including subcontractors, through negligence, theft, misuse, or vandalism.
Signage
SP+ shall:
1. Ensure that adequate signage is posted for all facilities. SP+ is responsible for routinely inspecting all facilities and providing allowances in the budgets proposed for installation of required signs.
2. Post signs at each parking lot, stating parking fee per vehicle. The size, color, and format of signs used on City parking lots and structures shall be approved by the City prior to installation and shall be designed using the City’s graphic identity. Signs shall be kept in clear view of vehicles entering the facilities, clear of debris, and free of graf�iti. If signs are vandalized, broken, or stolen, SP+ shall notify the City in writing within twenty-four (24) hours of event. Submit a weekly graf�iti report to the City.
3. Allow the City to post any signs it wishes in and around the City parking facilities and SP+ of�ices.
4. Ensure that adequate signage and traf�ic control is provided in each lot and structure to facilitate safe and orderly �low of traf�ic and pedestrians.
5. Post signs to inform patrons of any temporary closure of stairs or elevators due to inoperable or impassable conditions, repair, maintenance, or for any other reason. Such signage shall refer patrons to the nearest alternate facilities that are open, including alternatives available to disabled persons, and list the SP+ landline telephone number.
6. Have the right to install and display signs bearing its name and logo in or about the parking facility subject to approval of the City. City approval shall not be unreasonably withheld. [end]
DocuSign Envelope ID: 8B7D3AA6-6D72-41B5-811B-EE217AF44F86