The Management and Operation of Three Self-Park Facilities

proposals will be received by the Purchasing Office in Room 4200, Lorraine H. Morton Civic Center, 2100 Ridge Avenue, Evanston, Illinois 60201, until 2:00 P.M. local time on October 24, 2019. Proposals shall cover the following: The Management and Operation of Three Self-Park Facilities RFP Number: 19-56 The City of Evanston’s Revenue and Parking Divisions of the Evanston Department of Administrative Services is seeking proposals from experienced firms for: The Management and Day-to-Day Operation of Three Self-Park Facilities. There will be a non-mandatory pre-proposal meeting Friday, October 4, 2019, at 1:00 P.M. in Room 2402 of the Lorraine H. Morton Civic Center, 2100 Ridge Avenue, Evanston, Illinois 60201. All firms intending to submit a proposal for this project are encouraged to attend to discuss the proposed work and receive answers to questions related to the project. The above item shall conform to the RFP on file in the Purchasing Office. The document, including all

necessary plans and specifications, will be available in the Purchasing Office on September 26, 2019. Parties interested in submitting a bid should contact the Purchasing Office to receive a copy of the bid or see the City’s website at: www.cityofevanston.org/business/bids-proposals/ or Demandstar at: www.demandstar.com. The City (the City of Evanston) in accordance with the laws of the State of Illinois, hereby notifies all firms that it will affirmatively ensure that the contract(s) entered into pursuant to this notice will be awarded to the successful firm without discrimination on the grounds of race, color, religion, sex, age, sexual orientation marital status, disability, familial status or national origin. . The City of Evanston reserves the right to reject any or all submittals or to accept the submittal(s) deemed most advantageous to the City. The Evanston City Council also reserves the right to award the contract to an Evanston firm if that firm’s bid is within 5% of the low bid. Each Proposer shall be required to submit with his/her proposal a Disclosure of Ownership Interest Statement Form in accordance with Section 1-18-1 et seq. of the City Code. Failure to submit such information may result in the disqualification of such proposal. Linda Thomas Purchasing Specialist http://www.cityofevanston.org/business/bids-proposals/ http://www.demandstar.com/ 4 Revised 10-14 (09-17) CITY OF EVANSTON Request for Proposal 1.0 INTRODUCTION The City is seeking proposals to provide a cost effective, First-Class level of operation for the three facilities 24-hours daily, 7 days per week, year-round including holidays. Services shall include supervision, management, customer relations, cashiering, security, custodial and maintenance services. The contract term desired is for a period of one (1) year with two (2) additional one (1) year options to renew, at the sole discretion of the City of Evanston. Contact with City personnel in connection with this RFP shall not be made other than as specified in this RFP. Unauthorized contact of any City personnel may be cause for rejection of a proposal. Prior to the submittal of a proposal, Proposers are advised to carefully examine  the contract documents  project scope and work tasks to be accomplished  specifications  submittal requirements  insurance requirements and required documentation Proposers are advised to become thoroughly familiar with all conditions, instructions and specifications governing this RFP. Proposals shall be made in accordance with these instructions. Proposals shall be submitted on the forms provided by the City The City will not be liable in any way for any costs incurred by respondents in replying to this Request for Proposal. 1.1 BACKGROUND The Evanston Central Business District (CBD) is located approximately one-half mile west of Lake Michigan and covers an area of about 25 blocks. The southern end of the campus of Northwestern University borders the northern blocks of the CBD. Specialty shops, national retail chain stores, restaurants, hotels, and an 18 screen movie theater contribute to the thriving economy downtown during daytime, evening, and weekend hours. Numerous financial institutions, medical and corporate offices are also located throughout the downtown area. Both the Chicago Transit Authority (CTA) and Metra provide passenger rail service to the CBD. The lakefront and downtown are venues to many festivals and art fairs during the spring and summer months. People are drawn from the Chicago area and neighboring states for these special events, which continue to grow in popularity. It is the intent of the City of Evanston to maintain the consolidated management and operation of three downtown self-park public parking facilities using one operator to maximize the efficiency and utilization of the off-street parking system and support downtown development. 5 Revised 10-14 (09-17) Details of the three garages are listed below: Self-Park Facility Address Age Approximate Public Spaces Approximate Private Spaces Approximate Total Spaces Church Street 525 Church St 29+ 600 200 800 Maple Ave 1800 Maple Ave 19+ 1,400 0 1,400 Sherman Plaza 821 Davis 12+ 1,300 300 1,600 Operations in these three garages represent unique challenges requiring the implementation of innovative parking management principles and experienced, well-trained employees, in order to meet the demands of the various user-groups. The City of Evanston expects the operator to provide a cost effective “First Class” operation, offering the highest level of integrity, professionalism, and customer service. The successful firm will have responsibility for complete revenue control and management; custodial maintenance; and provision of security services throughout the parking facilities. 1.2 BUILDING OVERVIEWS Church Street Self Park - 525 Church St., Evanston, IL 60201 The Church Street Self Park was constructed in 1989 as part of a mixed-use development including two apartment towers (Evanston Place Apartments). The parking facility is a 5-level, poured-in-place, double-helix design with two entrances and two exits on the north end of the facility at Clark Street as well as two entrances and two exits on the south end of the facility at Church Street. There are approximately 800 total parking stalls – approximately 600 spaces in the public portion of the facility and 200 spaces owned and reserved by the apartment complex. Most of the private spaces are located within the nested area on the top levels of the facility; however, there are two sections reserved for Evanston Place outside of the nested area. There are two elevator towers: the south tower at Church Street has 2 cabs, while the north tower on Clark Street has a single cab. T8 fluorescent lighting is used throughout the facility. Emergency fire-assistance pull stations double as personal assistance stations throughout the building. CCTV cameras and intercoms exist at the entrance and exit lanes - primarily to assist management in addressing problems with motorists at ticket dispensers and card readers. A SkiData revenue and access control system is installed in this facility. A proximity card system with timed access/egress is used for all monthly parkers and apartment residents. License Plate Recognition (LPR) cameras are integrated with the parking access revenue control systems. One pay-on-foot station is located inside each ground floor lobby entrances. One lobby is located on the north side of the structure at Clark Street and the other lobby is located on the south side of the structure at Church Street. Customers are able to use credit cards for automated entrance/exits. This garage offers limited coupon and prepaid parking arrangements for The Homestead (hotel) and for special events on an as-requested basis (weddings and 6 Revised 10-14 (09-17) parties at The Women’s Club and The Orrington Hotel). Additionally, employees of the Evanston Public Library are able to park in this garage for free. Currently, parking in the facility is free on Sundays. Maple St Self-Park-1800 Maple Ave Evanston, IL 60201 The Maple Avenue Self Park was opened in November, 2000. It is located at the intersection of Maple Avenue and Clark Street and consists of six poured-in-place levels with two entrance lanes and four exit lanes on Maple Avenue and with one entrance lane and two exit lanes on University Place. The facility has three flat bays on the east half of the garage and two sloping bays and one flat bay on the west half. The security system features CCTV monitoring. The emergency assistance fire pull stations double as personal assistance stations. The main elevator lobby has four high-speed elevators, while a smaller, one-elevator lobby is located on the northeast corner of the garage primarily to serve guests of the Hilton Garden hotel. Separate stair towers are located adjacent to both elevator lobbies. T8 fluorescent lighting is used throughout the facility along with painted ceilings. A SkiData revenue and access control system has been installed in this facility. A proximity card system with timed access/egress is used for all monthly parkers. One pay-on-foot station has been located inside each ground floor lobby entrance that accept cash and credit card transactions. Two credit card only stations are located within the South lobby. Four total pay-on-foot stations are located between the two lobbies. Customers are also able to use credit cards for automated entrance/exits. This facility provides 4-hours of free parking with validation for theater patrons at the 18-screen Century Theater across the street, and provides free parking with validation for overnight room guests of the 175-room Hilton Garden Inn, located adjacent to the garage. In addition, the facility has contractual agreements to provide parking to meet zoning-requirements for numerous surrounding office buildings and residential developments. Dedicated spaces are leased for official U. S. Postal Service vehicles. Currently, parking in the facility is free on Sundays. Retail space along the Maple Avenue side of the garage has two tenants: Enterprise Rent-a-Car and Verilife Medical Marijuana Dispensary. Sherman Plaza Self-Park, 821 Davis St, Evanston, IL 60201 The Sherman Plaza facility, opened in May of 2006, is a 12-level, poured-in-place, three-bay double-helix design consisting of a flat bay on the west side of the structure and two sloping interior bays. Vehicles access the facility from entrances on Davis Street or Benson Avenue. They then proceed to the 2nd level where they must go through an entry gate, and then begin to park on the 3rd level. Most of the residents of the condominiums access their deeded parking stalls through overhead doors, which lead into segregated parking areas on the flat bays of Levels 5 – 10. The controls for these overhead doors and nest gates are integrated with the revenue and access control equipment for the entire garage. All access control equipment is monitored and maintained by the City, with the exception of 7 Revised 10-14 (09-17) equipment on the nested areas of levels 5-10: doors, openers, springs, tracks, hinges, and A/C powered systems. Vehicles may exit onto either Davis Street or Benson Avenue after exiting through one of three non-cashier exit lanes on the 2nd level. A SkiData revenue and access control system is in place at this facility. A proximity card system with timed access/egress is used for all monthly parkers and condominium residents. In addition to the card system, automatic vehicle identifiers (AVIs) are used specifically for residential condominium residents to enter and exit the facility or nested areas. License Plate Recognition (LPR) cameras are also integrated with the access system to provide convenience and alternate access should other methods of entry fail. Two pay-on-foot stations are located inside each of the two ground floor lobby entrances. One lobby is located near the northeast corner in the retail lobby, and the other lobby is located on the southwest corner of the facility at Davis St. and Benson Ave. Additionally, there is one pay-on-foot, credit card only station located in the second floor lobby by the entrance to the health club. Customers are able to use credit cards for automated entrance/exits. Currently, parking in the facility is free on Sundays. Three high-speed elevators are in each of the two elevator towers. Fire emergency pull stations double as personal duress devices-alarms will notify Evanston Fire Department and denote the location of the alarm. A digital CCTV system provides security surveillance inside the lobbies, inside each elevator cab, and in select parts of the public parking areas. 1.3 CURRENT FACILITY UTILIZATION & OPERATIONS OVERVIEW A. Facility Utilization & Traffic: Traffic issues can be a problem at both Church Street and Maple Avenue. At the Church Street Facility, due to the garage design, there is a short stacking area at the Clark Street exits, which results in vehicles not being able to get to the turn to use the Church Street exits. When there is a special event in the area this problem is exacerbated. For the Maple Self Park, there are two primary traffic issues – (1) getting vehicles to use the north entrances at University Place to enter the garage and thereby reduce back-ups on Maple Avenue and the intersection at Church Street and (2) getting traffic around and out of the garage after the theatres let out. On exit, there are several problems: (1) 4 exit lanes merge into 3 immediately after clearing the gates. (2) Each of the lanes has a dedicated route. (3) Traffic approaching the exits has no warning about the lanes. (4) Exiting vehicles must wait for the traffic signal to cycle, and (5) exiting traffic wanting to turn left or right must wait for pedestrians. B. Operations Overview The current garage operators are responsible for managing and coordinating all operations within the garages. They are responsible for revenue control, including collecting for transient parking, invoicing and collecting fees for monthly parking, collecting and processing deposits and refunds for 8 Revised 10-14 (09-17) transponders from all customers, bookkeeping, accounting and auditing all revenues, and preparing monthly reports of income and expenses. Price Cost forms (20-21) reflect current operating hours and parking rates. The garage operators are responsible for providing general maintenance and custodial services on a daily basis to keep all lobbies, stair towers, elevators, offices, and parking areas clean and safe. Additionally, annual deep cleaning power washing is necessary. Painting or graffiti removal may be necessary to ensure a clean facility. The garage operators are responsible for coordinating and managing/overseeing repairs of revenue control equipment, security equipment, and general building systems using services providers approved by the City of Evanston and paid by the City of Evanston. The garage operators coordinate the efficient flow of traffic within the garages, using manpower and equipment as needed to expedite the safe flow of vehicles into and out of the facilities. This is particularly important in the Maple Self Park during “blockbuster” movies and Thursday through Sunday evenings. Security services are provided in these facilities under subcontract to the existing operators. These services can be provided under a separate contract with an experienced and licensed security services firm. 2.0 SCOPE OF SERVICES To provide a cost effective first-class level of operation for the three facilities 24- hours daily, 7 days per week, year-round including holidays. Services shall include supervision, management, customer relations, cashiering, security, custodial and maintenance services. The operator shall: 1. Hire, train, and supervise all staff required to provide a cost-effective first-class level of customer relations and support, cashiering, bookkeeping, and custodial maintenance. All employees will wear uniforms identifying the operator’s name (security staff will wear their company’s name) as well as their personal names; and all employees must speak English fluently. All employees working with the calculation of parking fees must be able to calculate fees manually in case of power or equipment failures. All staff will be employees or subcontractors of the operator and not the City of Evanston. 2. Staff supervisory/management level staff are on-site during all active hours of operations to provide supervision and direction of cashiers, customer service representatives, bookkeepers, custodial staff, and security officers. Management/supervisory staff will also work with City staff in the coordination of all repair services for revenue and access control equipment, elevators, and other equipment throughout the building, as well as to provide assistance and information to clients and users. 3. Patrol the parking facilities daily to note any maintenance issues, equipment problems, signage needs, safety concerns, and to ensure the accuracy of parking access and revenue control counts. The operator must notify the City 9 Revised 10-14 (09-17) immediately of any safety, structural damage or maintenance concerns that they cannot immediately address. 4. Handle daily customer service for overall parking operations, including but not limited to, transient and monthly parking, regulations, area directions, distribution of materials (when requested by City), etc. 5. Calculate, invoice, collect, account for, safeguard, and turn over to the City all revenues from parking and service fees derived from the operation of each facility. Parking fees will be established solely by the City Council of the City of Evanston. The operator will collect; deposit, report, and account for all Parking Taxes (City and County) paid by parkers as required and will submit reports to the City’s Revenue Division as required. The operator will prepare, distribute, and collect invoices on a monthly basis for monthly permit parking. Operator will manage corporate accounts and maintain records of all permits issued. The Operator will manage collection of deposit fees and issuance of transponders for all parking agreements. The City will establish a bank account for the deposit of all revenues and the Operator will have viewing access for reconciliation purposes. The vendor will ensure that all staff handling currency are properly Bonded and Insured. The contractor will utilize a credit card processor of the City’s choosing (currently Elavon Merchant Services). The Operator will handle all aspects of monthly permit parking in the garages at the commencement of the contract, but at the City’s request the Operator may assist in the transition of monthly permit parking in the garages to the City vendor that handles all other monthly permit parking in Evanston (currently Passport Parking) 6. Provide bookkeeping, invoicing, accounting, and auditing services to verify operations and to ensure that all expenses are valid, necessary, and within budget. The operator will provide detailed monthly management reports of all activities, including, but not limited to, utilization, occupancy and revenues. The operator will work with City staff to reconcile any accounting issues that may arise. 7. Coordinate with City staff to provide the highest-quality maintenance and custodial services for all three facilities including, but not limited to, daily housekeeping and routine maintenance, lights, elevators, lobbies, stair towers, offices, cashier booths, restrooms, emptying trash receptacles, removing graffiti, cleaning louvers, etc. Operator will maintain equipment repair and maintenance logs, including calls for service and work performed. The operator will be responsible for sweeping, cleaning, and collecting litter from all parking levels, stairs, and elevators and walkways surrounding the garages; maintaining clean windows in stairs, lobbies, elevators and offices; maintaining, repairing, and replacing interior and exterior signage; washing and cleaning interior and exterior signage each year, replacing and cleaning interior and exterior lighting fixtures; washing interior lighting fixture lenses at least once each year, maintaining and painting all pavement markings including parking stall lines, directional and safety markings on the parking floors, as well as curbs and 10 Revised 10-14 (09-17) bollards. Operator will provide and maintain mechanical sweeping equipment, janitorial supplies, and other tools and equipment, and provide annual power washing of the complete decks, all necessary to keep the garages in a safe and clean condition. Operator shall work with City staff on all phases of operations to insure best methods of operation are followed. Not included within the scope of maintenance and custodial services include the following:  Structural, mechanical, and HVAC maintenance and problems  Fire suppression system maintenance and service agreements  Fire alarm system maintenance and service agreements  Fire extinguisher maintenance and service agreements  Emergency generator maintenance and service agreements  Revenue access control systems and services  CCTV and camera maintenance and service agreements  Capital Improvement projects in the garages  Special event logistics and pricing  Bulk monthly permit sales  Transit Oriented Development planning and agreements  Snow removal on roof decks and entry/exit lanes Operator may need to notify and coordinate with City staff at times regarding these items, but it will be the responsibility of the City to ensure these items are maintained, executed, and completed. 8. Provide daily/periodic parking access and revenue control maintenance. Perform necessary preventative maintenance on parking access and revenue control equipment as specified by the manufacturer. Other parking access and revenue control maintenance includes cleaning, clearing ticket jams, resetting equipment time, restocking tickets, etc. 9. Remove water, snow and ice from all exposed sidewalks, garage entry/exit areas and pedestrian walk areas and distributing non-corrosive de-icing materials on all parking areas/ramps and pedestrian areas where icing has/will occur. 10. Provide security services to monitor the CCTV systems and patrol the facilities 24 hours daily 365 days per year. These services can be sub- contracted from a firm specializing and licensed in providing security staff. The recommended security services for each facility are included in Price Cost forms (page 21). The vendor can recommend alternative levels of security without impacting contracts. These may include an area supervisor to coordinate security activities among the three parking facilities to insure the best protection for users and their vehicles. Unarmed security staff will monitor onsite CCTV systems, conduct foot/vehicle patrols, use zone reporting systems, promptly respond to personal assistance calls from duress stations and intercoms, conduct investigations of problems and security issues within the garages, and assist with traffic control and other matters in support of safe garage operations. 11 Revised 10-14 (09-17) Not included within the scope of services are security services for the private parking areas in the Church Street Self Park (Evanston Place Parking Levels) and Sherman Plaza condominium parking areas behind the gates. 3.0 INSURANCE Consultant shall carry and maintain at its own cost with such companies as are reasonably acceptable to City all necessary liability insurance (which shall include as a minimum the requirements set forth below) during the term of this Agreement, for damages caused or contributed to by Consultant, and insuring Consultant against claims which may arise out of or result from Consultant’s performance or failure to perform the Services hereunder. The consultant must provide an insurance certificate naming the City of Evanston as an additional insured and will provide a variety of insurances including:  comprehensive general liability - $3,000,000 combined single limit for each occurrence for bodily injury and property damage – designating the City as Additional Insured  Workers Compensation - Statutory Limits  Automobile Liability - $1,000,000 per occurrence for all claims arising out of bodily injuries or death and property damages.  errors and omissions or professional liability insurance - $1,000,000 The surety and the insurance company must have not less than an A+ rating from the Alfred M. Best Co., Inc. and be approved by the City of Evanston. Consultant’s certificate of insurance shall contain a provision that the coverage afforded under the policy(s) will not be canceled or reduced without thirty (30) days prior written notice (hand delivered or registered mail) to City. 4.0 SUBMITTAL REQUIREMENTS Responses to this Request shall be in one volume. Any firm brochures and/or information pertaining to the qualifications of the firm and/or team may be submitted, but must be included in a single volume. Applicant firms must submit their responses in one of two ways: 1. Paper copies-- three (3) hardcopies, one (1) unbound original and an electronic copy on a flash/USB drive; or 2. Electronic response only—submitted in a sealed envelope on a flash/USB drive (with any paper bid bonds as required) Cut out and tape label included in this proposal package as Exhibit K (BID/Proposal Submittal Label). All submittals are to be placed in a sealed opaque envelope addressed to: The City of Evanston Purchasing Office, Room 4200, Lorraine H. Morton Civic Center, 2100 Ridge Avenue, Evanston, Illinois 60201; clearly marked on the OUTSIDE with the following:  RFP name and number  Name and address of Firm  Date and time of RFP deadline 12 Revised 10-14 (09-17) ANY PROPOSALS RECEIVED AFTER THE SUBMITTAL DEADLINE, WILL BE RETURNED TO THE PROPOSER UNOPENED. It is the sole responsibility of the proposer to insure that his or her proposal is delivered by the stated time. Mailed proposals which are delivered after the specified time will not be accepted regardless of post marked time on the envelope. THE CITY IS NOT RESPONSIBLE FOR MISDIRECTED PACKAGES. A. Cover Letter The cover letter will include the following:  introduction of firm signed by an authorized Principal of the firm  name of firm  address of firm  phone number of the firm submitting the proposal  include the name and signature of an authorized binding official who is authorized to answer questions regarding the firm’s proposal B. Qualifications and Experience of Firm and/or Team  All respondents shall describe other contracts (at least 5, but no more than 10) similar in scope, size or discipline to the required services described herein, performed or undertaken within the past five years.  The respondent must provide references, including name, address and telephone number of a contact person for each project identified and described.  Indicate commencement dates, duration and type of operation.  Provide a list of all Municipal clients in Illinois. C. Area/Regional Manager(s) Clearly identify the professional staff person(s) who would be assigned as your Area/Regional Manager(s) and provide resumes. The proposal should indicate the abilities, qualifications and experience of these individuals. D. Fees Provide a copy of your fees/prices for review, broken down and itemized. E. Contract The City has attached its standard contract in Exhibit J (see page 34– Professional Services Agreement). Identify all exceptions to the agreement that would prevent your Firm from executing it. The City shall not consider or negotiate regarding exceptions submitted at any time after the submission of the Proposer’s response. The final contracted amount will be the actual amount paid by the City of Evanston. 5.0 ADDITIONAL SUBMISSION REQUIREMENTS Please provide a transition plan that can be implemented by January 1, 2020, along with access to operating plans, procedures, and manuals. 13 Revised 10-14 (09-17) 6.0 M/W/EBE GOALS The City has a goal of 25% of the contract amount for the participation and utilization of Minority-Owned, Women-Owned, and Evanston-based businesses (M/W/EBEs) in completing a portion of the services required by the City. All respondents must submit a statement of the proposed involvement of M/W/EBEs in completing a portion of the required services. Provide a copy of the certification for M/W/EBEs that will assist in achieving the M/W/EBE goal with your submittal as well as the appropriate M/W/EBE forms or Request for Waiver. Any questions regarding M/W/EBE compliance should be submitted in writing to Sharon A. Johnson, Business Workforce Compliance Coordinator at shjohnson@cityofevanston.org or Tammi Nunez Purchasing Manager at tnunez@cityofevanston.org. 7.0 EVALUATION CRITERIA The City will select the successful firm through an evaluation process based on the firm meeting the specifications which are outlined in this RFP. A review committee will review in detail all proposals that are received. During the evaluation process, the City may require a Proposer’s representative to answer questions with regard to the proposal and/or make a formal presentation to the review committee. The review committee will make a recommendation to award the contract based on the criteria set forth below. This contract will be forwarded to the City Council for final approval. The evaluation criteria listed below will be used in the selection of the successful Proposer. A. Qualifications and Expertise B. Price C. Organization and Completeness of Proposal D. Willingness to Execute the City of Evanston’s Professional Services Agreement E. M/W/EBE Participation 8.0 SELECTION PROCESS The City will select a firm on the basis of the responsiveness of the proposal to the RFP submittal requirements, the evaluation criteria stated above and the demonstrated willingness to execute an acceptable written contract. The City reserves the right to reject any or all proposals, and to request written clarification of proposals and supporting materials from the Proposer. While it is the intent of the City to award a single firm, the City reserves the right to award in part or in whole and to select multiple firms and/or individuals, depending on whichever decision is deemed to be most advantageous to the City. Responses may be rejected if the firm fails to perform any of the following: A. Adhere to one or more of the provisions established in this Request for Proposal. mailto:shjohnson@cityofevanston.org mailto:tnunez@cityofevanston.org 14 Revised 10-14 (09-17) B. Demonstrate competence, experience, and the ability to provide the services described in this Request for Proposal. C. Submit a response on or before the deadline and complete all required forms. D. To fulfill a request for an oral presentation. E. To respond to a written request for additional information. Discussions and/or interviews may be conducted with responsible firms that have submitted proposals in order to clarify certain elements. All proposals shall be afforded fair and equal treatment with respect to any opportunity for clarification. In conducting discussion, there shall be no disclosure of information derived from proposals submitted by competing firms. The selection shall be done by the City’s review committee and will be recommended to the City Council for final approval. If the City is unable to reach any sort of agreement with the selected firm, the City will discontinue negotiations with the selected firm and begin negotiations with the firm ranked second and so on until agreement is reached. The firm to be recommended to the City Council will be the one whose proposal is determined to be the most advantageous to the City in consideration of price and all other evaluation factors which are set forth in this Request for Proposal No other factors or criteria not listed in this RFP shall be used in the evaluation. 9.0 PROPOSED SCHEDULE The tentative schedule for this RFP and project process is as follows: 1. RFP issued ..................................................... September 26, 2019 2. Non-mandatory Pre-Proposal Conference and walk thru .................................................. October 4, 2019 3. Last Day to submit questions ......................... October 10, 2019 4. Final Addendum Issued.................................. October 17, 2019 5. RFP Submission Due Date ............................ October 24, 2019 6. City Council Award of Contract ...................... November 25, 2019 7. Contract Effective ........................................... January 1, 2020 10.0 QUESTIONS REGARDING RFP All questions related to this RFP should be submitted in writing to Linda Thomas, Purchasing Specialist at lithomas@cityofevanston.org with a copy to Michael Rivera, Acting Parking Manager at michaelrivera@cityofevanston.org 11.0 GENERAL TERMS AND CONDITIONS A. Confidentiality In connection with this Agreement, City may provide Consultant with information to enable Consultant to render the Services hereunder, or Consultant may develop confidential information for City. Consultant agrees (i) to treat, and to obligate Consultant’s employees to treat, as secret and confidential all such information whether or not identified by City as confidential, (ii) not to disclose any such information or make available any reports, recommendations and /or conclusions which Consultant may make for City to any person, firm or mailto:lithomas@cityofevanston.org mailto:michaelrivera@cityofevanston.org 15 Revised 10-14 (09-17) corporation or use the same in any manner whatsoever without first obtaining City’s written approval, and (iii) not to disclose to City any information obtained by Consultant on a confidential basis from any third party unless Consultant shall have first received written permission from such third party to disclose such information. Pursuant to the Illinois Freedom of Information Act, 5 ILCS 140/7(2), records in the possession of others whom the City has contracted with to perform a governmental function are covered by the Act and subject to disclosure within limited statutory timeframes (five (5) working days with a possible five (5) working day extension). Upon notification from the City that it has received a Freedom of Information Act request that calls for records within the Consultant’s control, the Consultant shall promptly provide all requested records to the City so that the City may comply with the request within the required timeframe. The City and the Consultant shall cooperate to determine what records are subject to such a request and whether or not any exemptions to the disclosure of such records, or part thereof, is applicable. The Purchasing Specialist will endeavor to advise the firm of any request for the disclosure of the material so marked with “TRADE SECRET”, “CONFIDENTIAL”, or “PROPRIETARY”, and give the firm or other submitting party the opportunity to seek a court order to protect such materials from disclosure. If the requested material was submitted by a party other than the firm, then the firm shall be solely responsible for notifying the submitting party of the request. The City’s sole responsibility is to notify the firm of the request for disclosure, and the City shall not be liable for any damages resulting out of such disclosure, whether such disclosure is deemed required by law, by an order of court or administrative agency, or occurs through inadvertence, mistake, negligence on the part of the City or its officers, or employees. B. Withdrawal of Proposal Proposals may be withdrawn prior to the submittal deadline. Withdrawal may be attained by written request; however, no offer can be withdrawn within the ninety (90) day period which occurs after the time is set for closing. Proposers who withdraw their proposals prior to the designated date and time may still submit another proposal if done in accordance with the proper time frame. C. Exceptions to Specifications Exceptions to these specifications shall be listed and explained on a separate page titled “Exceptions to Specifications”, which shall be prepared by the Proposer. This page shall then be attached to these documents and submitted at the same time as the proposal. Each exception must refer to the page number and paragraph to which it is relevant. The nature and reasoning of each exception shall be explained in its entirety. Any exceptions to these specifications may be cause for rejection of the proposal. D. Hold Harmless The contractor agrees to hold harmless the City of Evanston and all of its agents, servants, and employees against any and all lawsuits, claims, demands, 16 Revised 10-14 (09-17) liabilities, losses, and/or expenses; including court costs and attorneys’ fees on account of injury to any person, or any death resulting from such injury, or any damage to property which may have arisen from work specifically related to the contract and/or project. E. Addenda Any and all changes to these documents are valid only if they are included via written addendum to all respondents. Each respondent should acknowledge receipt of any addenda by indicating same in their proposal submission. Each respondent acknowledging receipt of any addenda is responsible for the contents of the addenda and any changes to the proposal therein. Failure to acknowledge any addenda may cause the proposal to be rejected. Addenda information is available over the internet at https://www.cityofevanston.org/business/bids-proposals/ or www.demandstar.com, or by contacting the Purchasing Office, 847-866-2935. F. Term The contract is for one (1) year, with two (2) additional one (1) year options to renew. The City may terminate a contract for either cause or convenience. G. Non-Appropriation of Funds The City of Evanston reserves the right to terminate in whole or in part of the contract in the event that insufficient funds to complete the contract are appropriated by Evanston City Council. H. Property of the City All discoveries and documents produced as a result of any service or project undertaken on behalf of the City of Evanston shall become the property of the City. I. Payment Terms The consultant shall submit invoices detailing the services provided, project, professional staff, and hours. Payment shall be made in accordance with the Local Government Prompt Payment Act. Please note that failure to provide a detailed invoice could result in delay of payment and include termination of any agreement. The final contracted amount will be the actual amount paid by the City over the course of the contract. J. Disclosures and Potential Conflicts of Interest The City of Evanston’s Code of Ethics prohibits public officials or employees from performing or participating in an official act or action with regard to a transaction in which he has or knows he will thereafter acquire an interest for profit, without full public disclosure of such interest. This disclosure requirement extends to the spouse, children and grandchildren, and their spouses, parents and the parents of a spouse, and brothers and sisters and their spouses. To ensure full and fair consideration of all proposals, the City of Evanston requires all Proposers including owners or employees to investigate whether a potential or actual conflict of interest exists between the Proposer and the City http://www.cityofevanston.org/business/notices-to-bidders-outstanding-bids/index.php http://www.demandstar.com/ 17 Revised 10-14 (09-17) of Evanston, its officials, and/or employees. If the Proposer discovers a potential or actual conflict of interest, the Proposer must disclose the conflict of interest in its proposal, identifying the name of the City of Evanston official or employee with whom the conflict may exist, the nature of the conflict of interest, and any other relevant information. The existence of a potential or actual conflict of interest does NOT, on its own, disqualify the disclosing Proposer from consideration. Information provided by Proposers in this regard will allow the City of Evanston to take appropriate measures to ensure the fairness of the proposal process. The City requires all Proposers to submit a certification, enclosed with this RFP, that the Proposer has conducted the appropriate investigation and disclosed all potential or actual conflicts of interest. K. Protests Any actual or prospective Proposer, who is aggrieved in connection with the solicitation or award of a contract, may protest to the Purchasing Office. The protest shall be submitted in writing within ten (10) calendar days after such aggrieved person knows or should have known of the facts giving rise thereto.  The Proposer shall submit any protests or claims regarding this solicitation to the Purchasing Office.  A pre-bid protest must be filed five (5) days before the bid opening or proposal submittal.  A pre-award protest must be filed no later than ten (10) days after the bid opening date or proposal deadline.  A post-award protest must be filed no later than ten (10) days after the award of the Contract. All claims by a Proposer against the City relating to a contract shall be submitted in writing to the Purchasing Specialist. The City will only consider protests that are properly and timely submitted. All protests or claims must set forth the name and address of the protester, the contract number, the grounds for the protest or claim, and the course of action that the protesting party desires the Purchasing Specialist to take. Statements shall be sworn and submitted under penalty of perjury. L. Authority To Resolve Protests And Contract Claims Protests: The Purchasing Specialist shall have the authority to consider and resolve a protest of an aggrieved Proposer, actual or prospective, concerning the solicitation or award of a contract. The City shall issue a written decision and that decision is final. Contract Claims: The Purchasing Specialist, after consulting with Corporation Counsel, shall have the authority to resolve contract claims, subject to the approval of the City Manager or City Council, as applicable, regarding any settlement that will result in a change order or contract modification. 18 Revised 10-14 (09-17) Each Proposer, by submitting a response to this RFP, expressly recognizes the limitations on its rights to protest provided in this Section and expressly waives all other rights and remedies and agrees that the decision on the protest is final and conclusive. If a Proposer disregards, disputes or does not follow the exclusive protest remedies provided in this Section, it shall indemnify and hold the City and its officers, employees, agents and consultants harmless from and against all liabilities, fees and costs, including legal and consultant fees and costs, and damages incurred or suffered as a result of such Proposer’s actions. Each Proposer, by submitting a response to this RFP, shall be deemed to have irrevocably and unconditionally agreed to this indemnity obligation. M. Litigation For purposes of this Section, the following terms are defined as follows: “issue” means any prior or pending litigation or investigation, either civil or criminal, or any governmental agency action or proceeding (the “issue”), which may affect the performance of the services to be rendered herein. For purposes of this Section, an “issue” shall also include any criminal, civil, or administrative penalty or finding imposed against any covered individual. An issue occurring within seven (7) years of the date preceding the date of the Proposer’s response shall be disclosed by the Proposer. “covered individual” means any principal, president, managing partner, or vice- president, affiliated in anyway with the Firm, and the Firm’s employees or subcontractors. All proposers shall identify and describe with particularity any issue. The City, and not Proposer, has the sole discretion to determine whether an issue may affect the performance of the services. Failure of any Proposer to comply with this mandatory obligation shall, at the City’s sole discretion, result in the Proposer’s response being deemed non-responsive and not responsible. Failure of any Proposer to comply with the obligation specified herein may result in the voiding any subsequent contract award to Proposer if the City discovers upon the exercise of its customary due diligence that Proposer failed to comply with the mandatory obligation in this Section. The City reserves all rights to take any other actions in the case of a Proposer’s non-compliance with this Section. N. Subcontractors If any firm submitting a proposal intends on subcontracting out all or any portion of the engagement, that fact, and the name of the proposed subcontracting firm(s) must be clearly disclosed in the proposal. Following the award of the contract, no additional subcontracting will be allowed without the prior written consent of the City of Evanston. O. Contact with City Personnel All Proposers are prohibited from making any contact with the City Manager, City Council, or any other official or employee of the City with regard to the Project, other than in the manner and to the person(s) designated herein. The Purchasing Specialist reserves the right to disqualify any Proposer found to 19 Revised 10-14 (09-17) have contacted City Personnel in any manner with regard to the Project. Additionally, if it is determined that the contact with City Personnel was in violation of any provision of 720 ILCS 5/33EE, the matter may be referred to the Cook County State’s Attorney for review and prosecution. P. Costs Incurred The City of Evanston assumes no responsibility or liability for costs incurred by the Proposer prior to the execution of a contract. This includes costs incurred by the Proposer as a result of preparing a response to this RFP. 20 Revised 10-14 (09-17) Hours Of Operation All Garages: Monday-Sunday 24 hours daily Parking Fees Hourly/Transient Fees The parking fees for hourly (transient) users are the same in all garages. The hourly rates include a $0.60 City Parking Tax. Rates above $3 also include Cook County Parking Tax. No fees are charged on Sundays and on the following holidays: New Year’s Day, Martin Luther King Day, Memorial Day, July 4th, Labor Day, Thanksgiving, Christmas Eve and Christmas Day. 0-1 Hour Free 1-2 Hours $2 2-3 Hours $4 3-5 Hours $5 4-5 Hours $5 5-12 Hours $10 12-24 Hours $16 *Overnight room guests at the Hilton Garden Inn park for free in Maple Self Park with validation from the hotel. Patrons of the Cinemark Theatre receive 4 hours free parking in Maple Self Park with validation from the theatre. Monthly Permits Maple Garage $110, or $50 for Rooftop Parking Church Garage $110 Sherman Garage $125 3 Garage Pass $175 2019 Usage (through August) Average Number of Daily/Transient Parkers per Month Average Number of Monthly Parkers ($125) Average Number of Rooftop Parkers ($50) Sherman 28,282 1055 N/A Maple 18,521 900 270 Church 7,407 390 N/A 21 Revised 10-14 (09-17) Security Services RECOMMENDED STAFFING UNDER CONTRACT: Church St. Self Park  One unarmed officer 24 hours per day, every day of the year  Shared supervisor on all shifts with other garages.  Additional officer for 3pm-1pm shift on July 4th  Additional officer for an evening shift on New Year’s Eve. Maple Self Park  One unarmed officer 24 hours per day, every day of the year  Additional security officers as required to handle theatre crowds and special events (noted above) Sherman Self Park  One unarmed officer on duty 24 hours per day, every day of the year  Additional officer from 3pm-11pm on July 4th Notes: The City has proposed staffing levels for each garage facility, which shares a security office supervisor among the garages during all hours of operation. The respondent should use these recommendations for developing the required operations and staffing plan. If a vehicle is required for patrolling any/all facilities, Operator should identify this within their proposals. 22 Revised 10-14 (09-17) 23 Revised 10-14 (09-17)