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Agenda Item
ASR
Control 23-000853 |
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MEETING
DATE: |
11/28/23 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
OC
Community Resources (Approved) |
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Department contact person(s): |
Dylan
Wright (714) 480-2788 |
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Pam
Passow (714) 973-6650 |
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Subject: Approve Contract for OC Parks
Parking Management Services
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: Yes |
Current Year
Cost: See Financial
Impact Section |
Annual Cost: See Financial Impact Section |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: See Financial
Impact Section
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Prior Board Action: 11/29/2022 #42, 11/16/2021 #20,
8/14/2018 #12 |
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RECOMMENDED
ACTION(S):
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1. |
Find that the
project is categorically exempt from the California Environmental Quality Act
(CEQA), Class 1 (Existing Facilities) pursuant to CEQA Guidelines section
15301. |
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2. |
Authorize the
County Procurement Officer or Deputized designee to execute Contract
MA-012-23011527 with Parking Concepts, Inc. for OC Parks Parking Management
Services, effective January 1, 2024, through December 31, 2026, in an amount
not to exceed $4,725,000 annually for a three-year cumulative contract total
amount not to exceed $14,175,000, with the option to renew for one additional
two-year term. |
SUMMARY:
Approval of the contract with
Parking Concepts, Inc. will provide for parking management services and
operation and maintenance of parking fee collection equipment at OC Parks
facilities.
BACKGROUND
INFORMATION:
OC Community Resources/OC Parks (OCCR/OC
Parks) utilizes the services of private contractors to manage Parking Services
(Services) at its facilities, which include regional parks, wilderness parks
and beaches. These Services include collection of parking fees, operation and
maintenance of parking fee collection equipment, annual pass sales and
distribution and large event parking coordination. Parking attendants at park
facilities serve as a resource to visitors and deliver customer service on
behalf of OCCR/OC Parks by providing information on events held by OCCR/OC
Parks to the public, as well as information on park services, park features and
amenities and general wayfinding.
After an evaluation of internal resources,
it was determined that it would be more cost effective to utilize a contractor
for these Services. Utilizing a parking contractor allows park staff to focus
on higher skilled customer service responsibilities, such as assisting visitors
in person and by phone, processing facility use reservations, coordinating
special events and providing assistance to park rangers. Additionally, the time
required to repair malfunctioning parking fee collection equipment has improved
under the oversight of this contractor, significantly reducing the time that
machines are out-of-order and maximizing parking revenues collected.
OCCR/OC Parks is currently contracted with
Parking Concepts, Inc. for Services. The following table details the recent
history of OCCR/OC Parks’ Parking Services Contract with Parking Concepts,
Inc.:
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Board
of Supervisors (Board) Date |
Contract/ Amendment |
Action |
Term |
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8/14/2018 |
Contract |
Approved contract for three years in an
amount not to exceed $4.725 million annually for a three-year cumulative
contract total amount not to exceed $14.175 million, with the option to renew
for two additional one-year terms. Contractor’s revenue share includes 45
percent of gross parking receipts, to increase by 0.5 percent annually and 26
percent of annual pass revenue. |
1/1/2019– 12/31/2021 |
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11/16/2021 |
Amendment #1 |
Renewed contract for fourth year in an
amount not to exceed $4.725 million. |
1/1/2022– 12/31/2022 |
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11/29/2022 |
Amendment #2 |
Renewed contract for fifth year in an
amount not to exceed $4.725 million. |
1/1/2023– 12/31/2023 |
Prior to the expiration of the contract
with Parking Concepts, Inc., a Request for Proposal (RFP) for Services was
posted on June 27, 2023, on Periscope Source, the County’s bidding system. Two
responsive written proposals were received by the solicitation deadline of July
25, 2023. The written proposals were evaluated by a panel comprised of five
subject matter experts who oversee park and event operations that interface
with parking management.
The written proposal was rated based on
the following predetermined criteria with an overall weight of 75 percent:
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Criteria |
Weight |
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Experience/Technical
Expertise/References |
20% |
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Parking Operations Plan |
20% |
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Comprehension of Scope of Work |
20% |
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Cost Proposal |
30% |
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Organization/Completeness of Response
and Degree of Compliance with the County Model Contract |
10% |
During the oral interview, the respondents
were asked predetermined questions and were rated based on predetermined
criteria with an overall weight of 25 percent. The criteria are as follows:
|
Criteria |
Weight |
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Question 1 |
50% |
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Question 2 |
30% |
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Question 3 |
10% |
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Question 4 |
10% |
The weighted scores are summarized below.
Attachment A includes the individual evaluator scores and scores for the
respondents.
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Respondent |
Written
(75%) |
Oral
(25%) |
Total
(100%) |
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Parking Concepts, Inc. |
68.4 |
16.8 |
85.2 |
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LAZ Parking California, LLC |
58.8 |
18.4 |
77.2 |
Parking Concepts, Inc. (Contractor) is a
qualified Orange County business with 49 years of experience related to the
Services under the Contract. OCCR/OC Parks staff have conducted due diligence
on the contractor and verified there are no concerns that must be addressed
with respect to the Contractor’s ownership/name, litigation status or conflicts
with County interests. The Orange County Preference Policy is not applicable to
this contract. No protests were received. Reference checks have been completed with
the City of Irvine, City of Beverly Hills and the City of Pasadena and were
satisfactory.
The recommended Contract MA-012-23011527
(Contract) with Parking Concepts, Inc. has a proposed term that will begin on
January 1, 2024, continuing through December 31, 2026, in an amount not to
exceed $4.725 million annually for a three-year cumulative contract total
amount not to exceed $14.175 million, with the option to renew for one
additional two-year term.
Compensation to Parking Concepts, Inc. for
Services uses a revenue-sharing payment structure. Under the proposed Contract,
the Contractor receives 45 percent of gross parking fee receipts revenue and 26
percent of annual pass revenue. The revenue-sharing payment structure provides
for all routine Services, including administration, personnel (excluding
as-needed personnel), fee collection and reconciliation, equipment maintenance
and software. Additional personnel are hired as needed for one-time special
events/uses at hourly staff rates listed in Attachment C. The Contract includes
subcontractors. See Attachment C for the Contract Summary Form.
Compliance
with CEQA:
The proposed project is Categorically
Exempt (Class 1) from the provisions of CEQA pursuant to CEQA Guidelines
Section 15301 because the exemption provides for the operation and maintenance
of Services and equipment of existing public facilities, involving no expansion
of existing use.
FINANCIAL
IMPACT:
Compensation to Parking Concepts,
Inc. for the Services provided under this Contract is a percentage of gross
parking revenue receipts and annual pass receipts, in addition to direct
charges for any personnel needs, as shown below:
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Compensation
Source |
Rate |
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Gross Parking
Fee Receipts (Revenue Share) |
45% |
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Annual Pass
(Revenue Share) |
26% |
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As-Needed
Personnel for Special
Events/Uses |
Cashier:
$33.00/hour Traffic
Director: $33.00/hour Supervisor:
$36.50/hour |
Parking revenues are remitted to OC
Parks Fund 405.
Appropriations for this Contract
are included in OC Parks Fund 405 FY 2023–24 Budget and will be included in the
budgeting process for future years.
The proposed Contract includes a provision
stating the Contract is subject to and contingent upon, applicable budgetary
appropriations approved by the Board for each fiscal year during the term of
this Contract. If such appropriations are not approved, this Contract may be
immediately terminated without penalty to the County.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A — Evaluator Score Summary
Attachment B — Contract MA-012-23011527 with Parking Concepts, Inc.
Attachment C — Contract Summary Form