Opportunities

BID – 22 – 07PROFESSIONAL OPERATION OF OFF-STREET PARKING FACILITIES OF THE CITY OF HOBOKEN

BID – 22
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CITY OF HOBOKEN ADDENDUM TO BID DOCUMENTS

BID – 22 – 07

PROFESSIONAL OPERATION OF OFF-STREET PARKING FACILITIES OF THE CITY OF HOBOKEN

This Addendum # 1 dated June 3, 2022, is issued to modify the above-mentioned BID, and is hereby

made part of the BID documents. Please attach this Addendum #1 to the original documents in your

possession and ensure same is included in your proposal. This addendum includes:

Q1: What date will we receive the responses to questions, and how will that be communicated?

A1: All questions submitted will be responded to in writing and sent to all the bidders as well as

published in the newspaper. Expected publish date is between June 3ʳᵈ and June 7ᵗʰ.

Q2: Will the City consider 60-day mutual termination for both the City and the Operator?

A2: The City is not willing to consider a mutual 60-day termination clause for both the City and

the Operator. Please refer to Section “Termination of Contract” on page 14 of the bid

specifications.

Q3: Will the City consider 30-day payment terms instead of 60? A3. Refer to section “Payment Terms”

in the bid specifications.

Q4: Union benefits are mentioned, can you confirm where there is or is not a current union in

place? If there is can the CBA be provided?

A4: HPU does not possess a copy of the collective bargaining agreement. It is the City’s

understanding that the employees of the current vendor are in a union.

Q5: If awarded, can the selected Senior Manager be given a grace period once the contract begins to

complete their CAPP or CPP certification?

A5: If the Operator already has an employee at the company with a CAPP or CPP certification, then

the Senior Manager will be granted a six-month grace period to obtain the certification.

Q6: Section 2.4 states an operator’s annual budget will be submitted, and section 2.4.1 says the

operator will have the authority to contract direct expenses up to $250 non-emergency and $1,000

emergency without approval. If the expense was included in our annual operator budget approved by

the city, then will the operator still need to seek approval for the expense over $250? Or is that

simply for expenses not included in our approved annual operating budget?

A6: There is no annual budget due to the City per the bid specifications. Also, there will be no

recurring costs for supplies or services that will be the responsibility of the Operator. Please

refer to Section 2.4.1 in the bid specifications regarding reimbursable expenses.

Q7: Is the City open to negotiating the $250 non-emergency and $1,000 emergency expense limit

without

approval?

A7: No. The Operator will not be involved in procuring goods or services for the garages unless

there is a special circumstance.

Q8: With certain operators being national companies with significant buying power, would you

entertain a true cost plus or management agreement contract where the operator is reimbursed for

all operating expenses at cost at the end of the month?

A8: No.

Q9: The RFP in section 2.5.4 references a monthly reimbursement package, but the only reimbursed

expenses mentioned in the RFP are the 4 on the invoice which are actual labor, labor management,

management fee, and insurance. Are other operating related expenses being run through the operator

such as maintenance costs, cleaning, supplies, tickets, etc. or are these running through HPU?

A9: All other garage expenses for goods and services will be paid directly through the HPU. These

expenses should not be factored into the Operator’s proposal.

Q10: Section 2.5.9 states that the operator shall request supplies from HPU to purchase on the

operator’s behalf? Does this mean that the operator does not have the authority to purchase

supplies and be reimbursed through monthly invoice?

A10: All purchases by the Operator shall be submitted for approval by HPU in advance as outlined in

section 2.4.1.

Q11: Section 2.5.10 states all staff should be accessible via cell phone. So will the cost the

operators incur for cell phones for the associates be reimbursed through monthly invoicing?

A11: HPU will provide cell phones for the staff it determines and pay the monthly charges. The

operator will be responsible for lost, stolen or damaged phones.

Q12: Section 3.0 outlines the responsibilities of HPU. Can the city please list the reimbursable

expenses for the operator?

A12: The policy is that the HPU will provide all supplies for the operation and allow the operator

to make such purchases only under limited circumstances. The operator must obtain approval from HPU

before making purchases in order for the purchases to be reimbursable. See section 2.4.1.

Q13: The Exhibit A proposal sheet is Total labor, labor management, management fee, and insurance.

Is the parking operator not expected as part of the RFP to provide a 12-month budget of expected

operating expenses for operations to be reimbursed for?

A13: The Operator will not need to provide a detailed budget on reimbursable expenses.

Q14: The RFP states the lowest price wins. Is this the lowest management fee, or the lowest total

price in box F of Exhibit A?

A14: Lowest total price in Box F of Exhibit A.

Q15: Exhibit B shows an annual budget of reimbursable items to the operator for wages, labor

management, and office misc.? Are there not any other reimbursable expenses?

A15: There are no consistent reimbursable expenditures.  There will only be an immaterial amount of

reimbursable expenditures such as one-off purchases or for an emergency. This budget was included

only as an example.

Q16: It is stated that the hours on the staffing chart cannot be exceeded for reimbursement. Can

HPU please further clarify the dollar amount of monthly hours threshold not to be exceeded for

reimbursement to the operator?

A16: The Operator sets the maximum dollar amount in the bid submission. The Operator shall obtain

approval from HPU in advance before exceeding the total number of hours required in Exhibit A of

the bid specifications.

Q17: The maintenance schedule included shows 2x per year annual power washing. That is an expense

that costs more than $250. So will that need prior approval from HPU?

A17: Yes.

Q18: The industry standard is quarterly sweeping and biannual power washing. In our garage walks we

observed that this might not be happening. Can the city elaborate on the cleaning and maintenance

standards and if this will be followed?

A18: The Exhibit D Cleaning schedule is the current plan of how the operator will maintain the

garages. Q19: Please provide the last 12 months of operating expenses and revenue, P&Ls, etc.

A19: Bidders may request the last 12 months of operating expenses and revenue for municipal parking

garages through an Open Public Records Act (ORPA) request with the Hoboken City Clerk.

Q20: Please provide current staffing schedules and pay rates.

A20: Please refer to Exhibit C for total annual staffing hours required.

Q21: Are there any service agreements in place that ABM will manage on behalf of HPU?

A21: No. Operator will be working with Tiba and Paris software, and Precision Technology Solutions

but will not be managing the vendor relationship.

Q22: Please elaborate on all operating expenses included in this operation and who will oversee

them between the operator and HPU. For example, elevators, PARCS, etc.

A22: The HPU is responsible for paying and managing all the operating expenses of the Off Street

Garage operation. The Operator should refer to Section 2.0 to review the “Responsibility of the

Parking Operator”

Q23: Will the questions and answers from all bidders be provided, and how will these be

communicated?

A23: All questions submitted will be responded to in writing and sent to all the bidders as well as

published in the newspaper. Expected publish date is between June 3ʳᵈ and June 7ᵗʰ.

Q24: Would the City of Hoboken consider an alternative PARCs solutions that doesn’t include current

equipment?

A24: No. All garages have been upgraded to Tiba and Integrapark in 2020. Q25: What is the annual

PARCs equipment maintenance expense?

A25: The HPU is responsible for paying and managing all the operating expenses of the Off Street

Garage operation. The Operator should refer to Section 2.0 to review the “Responsibility of the

Parking Operator”

Q26: Is the occupancy system integrated with the PARCs system?

A26: Yes, Garages utilize Red Storm parking guidance system to track utilization based on counts

from the Tiba gates.

Q27: Is the personnel in a union?

A27: HPU does not possess a copy of the collective bargaining agreement. Current personnel employed

are in a union.

Q28: Please verify all non-management personnel make $0.45 per hour above minimum wage. A28: HPU

cannot verify this.

Q29: Please confirm the following current City of Hoboken Parking Facility Employees Teamsters

Local 641 Union increases:

July 1, 2022, increase of $0.45/hour

July 1, 2023, increase of $0.55/hour

July 1, 2024, increase of $0.65/hour

Shift Differential increases starting July 1, 2022:

4:00pm to 12:00am, $0.30/hour 12:00am to 8:00am, $0.55/hour

A29: HPU cannot confirm this.

Q30: Please verify that that union health insurance rates and increases outlined below: Health and

Welfare rate & future increases per employee:

Current              $625 March 1, 2023   $635

March 1, 2024   $645 A30: HPU cannot verify.

Q31: On the Bid sheet labeled “Labor Management Percentage” its defined as Labor Management costs

would be considered the amount necessary to manage: Human resource matters, union benefits, health

insurance, payroll taxes, workman's compensation and Employer's Social Security taxes due. Please

confirm the

percentage is for the operator cost to manage these Account Payables and not the actual cost of

each payable itself?

A31: It is the cost itself. See Labor Management Percentage defined on page 19 and Exhibit A.

Q32: Please confirm who will be the merchant of record? Operator or the City? Who will be

responsible for maintaining PCI compliance?

A32: The City of Hoboken

Q33: Who will be responsible for remitting parking sales tax? A33: Not applicable to bid.

Q34: If the operator is self-insured with certain thresholds being covered by a 3rd party insurance

partner, will proposed insurance rates by the operator be considered to be a reimbursable expense -

as provided in the proposed budget.

A34: On Exhibit A, the Operator will bid on the insurance cost and the figure will factor into the

total bid. When the monthly invoice for the operator is submitted, HPU will pay 1/12th of the

insurance bid as part of the payment of that invoice.  Refer to Exhibit A, Box D.

Q35: Because certain revenues, like online/e-commerce revenues, are paid one month in arrears to

the operator, can these revenues be remitted to the city on a monthly basis? Will the city consider

receiving these funds directly to avoid operator floating revenues remitted to the city as a result

of the remittance schedule outlined in this RFP?

A35: Question is not applicable to the bid specs. See section 2.0 Responsibility of the Parking

Operator. Q36: Is an insurance bond required?

A36: Refer to table of contents and section “Bid Security and Bonding Requirements”.

Q37: Is the City willing to limit the indemnification obligation to the negligence, claims and

actions of the operator's Employees/Contractors? Can this be addressed during the contracting

phase?

A37: Yes, the City is willing to limit indemnification to the Operator and any employees,

subcontractors, etc. and will address same in the contracting phase.

Q38: Please specify what Claims/Actions the City is looking for the Operators to indemnify them

against? Is this limited to the claims/actions caused by the Operators’ Employee/contractors only?

A38: Yes, the City is willing to limit indemnification to the Operator and any employees,

subcontractors, etc. Refer to “Insurance Requirements” beginning on page 29 to address required

coverage.

Q39: Please provide equipment/supplies inventory from each facility that will remain in place for

new operator.

A39: Refer to Section 2.0 Responsibility of the Parking Operator, specifically 2.5.2, 2.5.8 and

2.5.9 Q40: Please provide a copy of the current operations manual

A40: Refer to Section 2.0 ”Responsibility of the Parking Operator” and Exhibits C-G to understand

expectations of the Operator.

Q41: Please provide list of all subcontractors that perform services at the parking garage.

A41: Bidders may request the last 12 months of operating expenses and revenue for municipal parking

garages through an Open Public Records Act (ORPA) request with the Hoboken City Clerk.

Q42: Please provide a list of service agreements for the garage that the operator oversees.

A42: Bidders may request the last 12 months of operating expenses and revenue for municipal parking

garages through an Open Public Records Act (ORPA) request with the Hoboken City Clerk.

Q43: Please confirm maintenance repairs that are performed by the parking Operator vs HPU. Is the

parking Operator advised and directed by HPU for any repairs that are to be performed under scope

of work by operator?

A43: Yes, Operator is advised/approved for any work outside the scope of Exhibit D. Section 3.0

outlines responsibilities of the HPU.

Q44: Per exhibit A, are “estimated average hourly rates for year 1” not to exceed line items?

A44: Per Exhibit A, the bid requires the “estimated average hourly gross wage rate for yr 1”. See

“Year 1 total annual hours” column for the maximum expected hours to be delivered is given. The

year one total hours (39,520) are an estimate only.

Q45: Is there an editable excel version of Exhibit A “Proposal Sheet” to be submitted with bid?

A45: No. Bidder should complete their calculations and submit a completed Exhibit A

Q46: Please provide copy of current collective bargaining agreement. A46: City of Hoboken is not a

party in the contract.

Q47: Please provide operating expenses from the previous 3 years.

A47: Bidders may request the last 12 months of operating expenses and revenue for municipal parking

garages through an Open Public Records Act (ORPA) request with the Hoboken City Clerk.

This addendum is posted on the City of Hoboken website to ensure compliance. The City will not

accept any further RFI/questions at this time.

There are no other changes to the BID documents as part of this addendum.

ATTEST:                                                                               Date: June 3,

2022

Jennifer Mastropietro, QPA Purchasing Agent

7

8

CITY OF HOBOKEN

ACKNOWLEDGMENT OF RECEIPT OF ADDENDA

BID – 22 – 07

PROFESSIONAL OPERATION OF

OFF-STREET PARKING FACILITIES OF THE CITY OF HOBOKEN

The undersigned Bidder hereby acknowledges receipt of the following Addenda:

Addendum Number                       Date                                    Acknowledge Receipt

(Initial)

Addendum # 1               June 3, 2022                                                  

                         _                                      _                                  

         

                         _                                      _                                  

         

No addenda were received:

Acknowledged for:

(Name of Bidder)

By:                                                                    Date:                

(Signature of Authorized Representative)

Name:                                                               Title/Position:

(Print or Type)

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