contract 3314p parkade operation management program · pdf filebusiness & financial...

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City of Richmond Business & Financial Services Department Request for Proposal

Contract 3314P

Parkade Operation Management Program 1. Introduction

The City of Richmond proposes to engage the services of a professional parking management company to create and administer a parkade management program (the “Parkade Operation Management Program”) for the Richmond Speed Skating Oval that is efficient, effective and customer focused.

The objective of this request for proposal is to provide the City with qualified proponents capable of carrying out the work herein defined. The subsequent proponent submissions will form the basis for evaluation, interview and selection.

2. Submission Details

Four (4) copies of proposals marked “3314P Parkade Operation Management Program” addressed to the Purchasing Section, will be received at the Information Counter, Main Floor, Richmond City Hall, 6911 No. 3 Road, Richmond BC V6Y 2C1, until Wednesday, October 15th, 2008, 3:00pm local time. Submissions received after this time will be returned to the sender.

The City reserves the right to cancel this Request for Proposal for any reason without any liability to any proponent or to waive irregularities at their own discretion.

Proposals may be withdrawn by written notice only provided such notice is received at the office of the City’s Purchasing Section prior to the date/time set as the closing time for receiving proposals.

Proposals shall be open for acceptance for 90 days following the submission closing date.

All proposals will remain confidential, subject to the Freedom of Information and Protection of Privacy Act (BC).

Any interpretation of, additions to, deletions from, or any other corrections to the Proposal document, will be issued as written addenda by the City of Richmond. It is the sole responsibility of the potential Bidders to check with the City of Richmond’s Website, and / or BC Bid to ensure that all available information has been received prior to submitting a bid.

City of Richmond 2 Contract 3314P Request for Proposal Parkade Operation Management

Except as expressly and specifically permitted in these instructions, no Proponent shall have any claim for any compensation of any kind whatsoever, as a result of participating in the RFP, and by submitting a proposal each proponent shall be deemed to have agreed that it has no claim.

3. Enquiries

3.1 Clarification of terms and conditions of the proposal process shall be directed to:

Purchasing Sumita Dosanjh Telephone: 604-276-4097 Contracting Specialist E-mail: [email protected] Purchasing Department City of Richmond 3.2 Technical clarification shall be directed to:

Technical Jamie Rennie Telephone: 604-276-4286 Oval Operations Manager E-mail: [email protected] Oval Corporation City of Richmond The City, its agents and employees shall not be responsible for any information given by way of verbal communication.

Any questions that are received by City of Richmond Staff that affect the Proposal Process will be issued as addenda by the City of Richmond.

4. Project Background

The City is building a world class multi-use community facility known as the Richmond Oval. This facility will provide an active venue that will harmoniously bring together summer and winter sports, recreation, culture, business and environment in one location. For the 2010 Winter Olympic and Paralympic Games, the Oval will serve as the venue for long track speed skating, with a 400-meter track and seating for approximately 8000 spectators. The Oval, including a new waterfront plaza, park and parkade and will be owned by the City of Richmond, operated by the Richmond Oval Corporation, is budgeted at 178 million dollars (CAD). The Oval will be a multi-use facility with a focus on sports, fitness and wellness. It will serve three purposes:


1. Fitness and Wellness

With a multipurpose activity zone and an 18,500 square foot fitness centre, the Oval will provide a host of fitness and sport facilities for users.

2. Spectator Events

The Oval will be a spectator venue which can accommodate mid-sized sport and cultural events for 3,000 – 3,500 spectators. A list of events is provided in Appendix A included with this RFP.

3. Public Destination

The Oval will be a destination in which visitors will be able to visit nearby retail and dining establishments as well as attend outdoor events.

The Oval will have a base staffing complement of 250 people at any one time. This will be a combination of:

• 246 Auxiliary Employees,

• 37 Full Time Employees,

• 19 Part Time Employees.

5. Project Scope

The Oval parkade will be an above ground, indoor, single level structure located on the street level of the Oval. There are 450 parking spots of which 200 are not available to the public between 7am and 6pm, Monday to Friday (through an established agreement). These 200 spots will require guaranteed access to specifically-identified users. The remaining 250 spots are revenue -generating from users of the building and surrounding area, both transient and contract (pre-paid). There will be full use of the 450 spots after 6pm and all day on weekends. The Parkade Operation Management Program shall include at a minimum, the following;

• Fully automated system that has the ability to:

o collect pay in an accurate, convenient and sustainable manner;

o allow for after-hours access by staff;

o measure transient parking vs. pre-paid monthly parking;

o control entrances and exits;

lock and secure parkade after-hours.

secured parking during normal hours of operation.

• Ability to offer monthly pre-paid parking opportunities;

• Ability to offer revenue-based valet service;


• Cash control and audit procedures;

• Allow monthly payment to the Richmond Oval Corporation;

• Provision for signage;

o recommended “ParkLine” sign system by PICTOFORM, or equivalent

• Maintenance schedule and after hours service;

o line painting

o cleaning

o equipment

o repairs • Revenue-sharing with the Oval Corporation.

6. Proponents Site Visit

There will be a site visit conducted on Friday, October 3rd at 10:00 am, Local Time with sign-in attendance forms. Potential proponents are asked to meet at the Richmond Olympic Office, located at 5440 Hollybridge Way, in the City of Richmond. Hard hats, steel toe boots and high visible vests are mandatory. The City strongly encourages all potential Proponents to attend this session. No other sessions will be organised or arranged for this project.

7. Project Schedule

The project is to be completed by December 1, 2008, with work commencing as soon as possible in October 2008. A project schedule is to be submitted with the proposal.

8. Proposal Submissions

All proponents are required to provide the following information with their submissions, and in the order that follows:

A Corporate profile of their firm outlining its history, philosophy and target market.

A detailed listing of parking operations management experience.

A description of the Proponent’s understanding of the project objectives/outcomes and vision, and how these will be achieved.

A detailed project methodology explaining each project task including what will be expected of both the Proponent and the City with respect to each task.


Team Composition – a complete listing of all key personnel who will be assigned to this project. This will include their relevant experience, qualifications for this project, roles and responsibilities, leadership, etc., in addition to their availability for this project.

A detailed proposal of what will be delivered, including the expected outcome and benefits to the City of Richmond.

A complete definition of the process that will be employed to meet the objectives of this project, eg., approach to be taken, feasibility and market study, etc.

A detailed schedule of all activities, including milestones, project meetings, interim reports and progress reports required for this project.

Provision of a priced methodology complete with a time allotment for each identified task proposed to employ to carry out the work, this shall form the basis for payments to the successful proponent. Supplement this with a schedule of fees for staff to be assigned to the project. These rates shall be the basis for adjustments to the value of the contract in the event the scope of work varies from that proposed.

Provision of a proposal for sharing revenue with the Oval Corporation.

A minimum of three (3) client references from projects of a similar size and scope.

9. Working Agreement

The successful proponent will enter into a contract for services with the Richmond Oval Corporation based upon the information contained in this request for proposal and the successful proponents submission and any modifications thereto.

10. Evaluation Criteria

Proposals shall be evaluated to determine the best value offered to the Oval Corporation against conformance to the following criteria:

Understanding of project objectives/outcomes and vision Project Methodology Team Composition – Experience and Qualifications of those staff to be assigned

to the project. Project Deliverables Value for Money References Interview (if required)

City of Richmond 6 Contract 3314P Request for Proposal Parkade Operation Management Appendix A – List of Confirmed and Tentative Events Planned for the Richmond Oval

Confirmed and Tentative Events - Richmond Oval

Date Event Status

2008

18-Nov-08 World Media Tour Tentative

Dec 12-13. 2008 Oval Grand Opening Celebrations Pending Approval

December 27-Jan 5 Canadian Single Distance Champs Confirmed

(Speed Skating) Dates TBD

2009

Jan 3-4, 2009 Youth Futsal Provincials Tentative

(Indoor Soccer)

January 17-18, 2009 Futsal Fiesta Confirmed

January 19-23, 2009 Chinese New Year Tentative

Jan 23 - 25, 2009 BC Speed Skating Championships Confirmed

Jan 29-30, 2009 Legacy Lives Venue Tours Tentative

Jan 30 - Feb 1, 2009 Canada Cup #2/ Canadian Jr. Championships Confirmed

(Speed Skating)

Feb 4, 2009 TMAC 2009 Tour and Activity Tentative

Feb 13-14, 2009 Winterfest/Oval Grand Opening Celebration Pending Approval



Date Event Status Feb 13-14, 2009 SSC Youth Symposium Confirmed

February 21-22, 2009 Canadian Masters Championships Confirmed

(Speed Skating)

Feb 26 - Mar 19/09 EXCLUSIVE USE PERIOD Confirmed

March 12-15, 2009 ISU World Single Distance Championships Confirmed

(Speed Skating)

March 22-26, 2009 WC Rugby National Team Training Camp Tentative

March 27-29, 2009 Van Invitational WC Rugby Tournament Confirmed

April 1 - 5, 2009 Champions Series Tennis Tentative

April 16, 2009 Cocktail Reception/Legacy Suite Tentative

April 17-22, 2009 World Chinese Chess (Xiagqi) Championships Tentative

May 1-3, 2009 BC Soccer Conference Tentative

May 2009 (dates TBD) Pacific Rim Volleyball Challenge Tentative

May, 2009 National Club Championships Tentative

May 7-10, 2009 National Wheelchair Rugby Championships Confirmed

May 2-6 or 12-16 WC Rugby National Team Training Camp Tentative



Date Event Status

May 26, 2009 BCRPA Conference Tour Tentative

May 29, 2009 Canadian Athletic Therapists Conference Tentative

June 7, 2009 Canadian Public Relations Society Reception Tentative

June (dates tbd) SSC AGM & Gala Tentative

July (dates tbd) Wheelchair Basketball Americas Qualifier Tentative

July - September International Team Training Confirmed

Sept 16-19, 2009 BC Seniors Games Confirmed

Oct-09 Fall World Cup Qualifier Confirmed

EXCLUSIVE USE PERIOD (DEC 09 - MARCH 1, 2010)

Dec-09 Canadian Single Distance Championships Confirmed

2010

POST-GAMES

Spring/Summer 2010 National Futsal Championships Tentative

Sep 16 - 25, 2010 World Wheelchair Rugby Championships Confirmed

TBD CONCACAF Futsal World Cup Qualifier Tentative

TBD 4 Nations Futsal Invitational Tentative

City of Richmond

Business & Financial Services Department Notice of No Bid

Note: Receipt of this completed form will assist us in calling for future bids. Please complete

and submit this form prior to the closing date and time as shown on the Request for Quotation/Proposal/Tender form. Please remember to include Quotation/Proposal/Tender No. at right.

Quotation/Proposal/Tender No.

3314P A Quotation/Proposal/Tender is not being submitted for the following reason(s):

We do not manufacture/supply the required goods/services

Cannot obtain raw materials/goods in time to meet delivery requirements

We do not manufacture/supply to stated specifications Cannot meet delivery requirements

Specifications are not sufficiently defined Cannot quote/tender a firm price at this time

Insufficient information to prepare quote/proposal/tender Insufficient time to prepare quote/tender.

Quantity too small We are unable to competitively quote/tender at this time.

Quantity too large We do not have facilities to handle this requirement

Quantity beyond our production capacity Licensing restrictions (please explain)

Cannot meet packaging requirements Agreements with distributors/dealers do not permit us to sell directly.

Cannot handle due to present plant loading Other reasons or additional comments (please explain below)

I / We wish to quote / tender on similar goods / services in future

Yes No

Authorized Company Official – Signature and Title Date

Firm Name

Address

City

Province Postal Code

This space for City of Richmond Comments

Telephone Number

2513065

October 9, 2008 File: 02-0775-50-3314/Vol 01

Business & Financial Services DepartmentTelephone: 604-276-4097 Fax: 604-276-4162

Dear Sir/ Madame, Re: Addendum #1 3314P – Parkade Operations Management – Richmond Oval

To all interested Parties; The following change is hereby made a part of the Quote Documents as fully and wholly as if the same were fully set for the therein: 1. What are the camera locations in the parkade? We do not have the information at this time. 3. Is there a market feasibility study? No. 4. Is there a stall layout for the parkade? Yes, the drawing is included as part of this addendum. 5. Will Oval staff have to pay for parking? This is undecided at this time. Yours truly, S Dosanjh Buyer II - Contracting Specialist City of Richmond