Addition 1

Posted: 5/6/2025

Type of Addition: Addendum 1 QUESTIONS & ANSWERS

Overview: REQUEST FOR PROPOSALS
PARKING MANAGEMENT & ENFORCEMENT SERVICES
RFP 2025-119
ADDENDUM 1: QUESTIONS & ANSWERS


This Addendum No. 1 to RFP 2025-119 is issued by the City of Beaufort Finance Department. Except as modified by this addendum, all areas of the RFP not specifically mentioned in or affected by this addendum, shall remain unchanged.

1. Is there a website and mobile app. for customers? Yes, the Park Beaufort website, https://www.parkbeaufort.com/, provides customers lot and on-street parking locations, parking rates, payment options including the ParkMobile mobile app., “text to pay” payment options.
2. Are there loading zone restrictions? Delivery trucks are allowed to park and make deliveries on Bay Street weekdays between 8-10:00 AM.
3. Does the city provide any funds for parking supplies. The city will provide $25,000 annually for parking supplies & equipment.
4. Are there any new or additional services to provide? Services provided shall include enforcement of the use of temporary parking spaces for shuttle busses during special events.
5. Is the contractor responsible for signage? Yes.
6. Is cash accepted? Yes.
7. Is there any office space provided? The City leases office space to the parking contractor at the Downtown Operations facility, 500 Carteret Street.
8. Regarding the requirement to "provide for the purchase of permits by phone or in person," could you please clarify whether the City anticipates the selected vendor to offer live phone support for assisting customers with the permit application process, or an IVR system for permit purchases? Live phone support.
9. The RFP only mentions meter management. Does the city intend to remain with their current mobile payment provider? Remain with current payment provider
10. Should bids include proposals for mobile payment methods/apps? Yes
11. Is the city open to using NLETS for registered owner lookups if a direct integration with the SC DMV (or other state agencies) is not available? Yes
12. The SC DMV may charge up to $7.25 per registered owner lookup. Is the city open to paying or reimbursing that cost? The cost of look ups would be included in the monthly expenses and would be reimbursed. Yes, cost of the looks up are reduced with access to the City’s account with SCDMV.
13. How many permitting zones are there? Refer to parking map, all 8 hour parking areas are permitted.
14. Can the City provide a full breakdown of any permit types that the City issues, with their associated costs and durations (e.g. monthly, annual)? Monthly permit fee is $35/mo. Contractor $15/day, Special Event $6.00/day
15. Please provide number of citations, by violation type, for the past 2 years. See Addendum 1, Exhibit 2.
16. Please provide operating statements for the past 2 years as well as current year budget. See Addendum 1, Exhibit 1.
17. Please provide revenue, by type, for the past 2 years. See Addendum 1, Exhibit 1.
18. Please provide current labor schedule for the parking system. 2- management personnel is scheduled for Monday-Friday, 9-5 PM, 2 part-time enforcement personnel is scheduled for Monday-Saturday 11-7 and 1 part-time enforcement personnel is scheduled for special events as needed.
19. How is cash / coin being transported from meters to coin room? How is cash / coin being transported from coin room to bank? By staff and company vehicle.
20. Which budget line items should be included in profit and overhead? See Addendum 1, Exhibit 1.
21. Which budget line items should be included in management fee? This should be a fixed rate and not tied to revenues.
22. Who is the Merchant of Record? Metropolis
23. Should Citation Management System costs be listed in the Permit System and Software pricing line? If not, would it be listed under Other category? Yes
24. Are there any costs that are considered non-reimbursable? Any costs which are on exclusive to operating the City of Beaufort parking program.
25. What is required from the parking operator for special events? Working with the event coordinators for temporary permit enforcement.
26. If there is snow / ice, who is responsible for snow removal / salting? City PW/ SCDOT
27. Who will be the City’s point of contact for the parking contract? Linda Roper, Director of Downtown Operations & Community Services.
28. In trying better to understand parking activity during peak and non-peak seasons, would the City provide the number of transactions for the past two years, broken down by month, for on-street versus off-street by:
a. Mobile Payments
b. Text2Pay
c. Single Space Meter
d. Pay Station
e. Monthly Permit
See Addendum 1, Exhibit 3.

29. Exhibit 2 (List of On-Street Meters & Pay Stations). Are the single-space meters and pay stations owned by the City? Yes. If yes, what is the make and model of the equipment? Meters: Liberty Next Gen, SSM, Magstripe + Smart Pay stations: Parkeon StradaPal Multi Space Pay Station
30. Would the City confirm if any assets will transfer to the awarded contractor? Yes Example: Coin sorter, safe, meter spare parts, lane striper, office furniture, maintenance vehicle, etc.
31. Who (the City or the current contractor) owns https://www.parkbeaufort.com/ If the current contractor owns the license, will the license and the website pages be transferred to the new contractor? Current contractor owns the license, they will transfer.
32. Exhibit: 3 – Cost of Services does not include an expense for office space. Will the City provide office space to the awarded contractor? Yes
33. Exhibit: 3 – Cost of Services Permit System and Software Costs. Do Software Costs also include the replacement of the current parking citation enforcement and management solution and mobile payment solution? Yes
34. For the Bid Bond
b. Does the City have a bid bond form? No, the surety company would provide the bid bond form.
c. To whom should the bid bond be made to? The City of Beaufort, South Carolina
35. Please clarify bonding as the RFP mentions bonding of employees but also requires a bid bond. Clarify the requirement of employee bonding if this is a true requirement of RFP. Enforcement Agents will not be City employees. Operator will employ all enforcement agents.

36. “Company is required to do background checks and drug testing on all employees prior to Employment”- Please advise if there is a requirement of the LEVEL OF DRUG TESTING required? The level of drug testing should be based on industry standards and state law.

37. Please confirm that the operator will be the MOR and will be banking all funds. Yes

38. Company will be responsible for painting the and striping at a minimum of every other year for the parking lots. Company will also be responsible for striping street parking spaces when needed.” Please provide when this task was last completed and is it currently completed by the operator staff or outsourced by the operator? Parking Lots were completed in December of 2023.

39. “In the event of a mandatory evacuation, Company will be required to remove all parking meters and pay stations to safely secure all parking meter and pay station equipment from damage, theft, or loss.” Is there a storage facility provided by the City or is the operator required to locate and secure a storage facility? City will provide storage facilities.

40. Are current permits issued physical permits (hangtags, decals?) Yes, Hangtags.

41. Please provide the number of permits issued per type for the last 3 years. See Addendum 1, Exhibit 2.

42. For Event Parking, please give a generalized description of how many employees and hours involved per event are required so that proper labor costs can be determined. This is based on each individual event 1-833- GoPivot www.pivotparking.com

43. Does the city want any of the current staffing to be considered for continued employment if qualifications are met? Yes

44. Please provide a current staffing plan indicating position and current pay rate. 2- management personnel is scheduled for Monday-Friday, 9-5 PM, 2 part-time enforcement personnel is scheduled for Monday-Saturday 11-7 and 1 part-time enforcement personnel is scheduled for special events as needed.

45. Please provide historical revenue identified per type for the last 3 years of operation. See Addendum 1, Exhibit 1.

46. Please confirm that expenses incurred by the operator for services provided are reimbursable under the cost of services section or is the management fee to be inclusive of all operational expenses. Expenses are reimbursable under the cost of services section.

47. What is the monthly or annual cost of the office space that will be rented to the operator? Current monthly lease for office space is $1,048.36 and a utility assessment of $209.86. Office space rent is increased annually by 3% and the utility assessment is evaluated annually and will bill additional amount based on actual costs of utilities.

48. EVALUATION PROCESS AND SELECTION CRITERIA
“The City will evaluate proposals based on the factors outlined within this RFP, which shall be applied to all eligible, responsive proposals in selecting the lowest responsible bidder.” As per the above section of the RFP, the selection will be based on lowest bidder however also listed within the RFP is the selection committee evaluation criteria which assign points and cost of services is allocated to 25 points. Will this evaluation be a low bid only selection or will evaluation follow the guidelines as outlined in the RFP for selection criteria?
Contracts shall be awarded to the lowest responsible bidder. In determining “lowest responsible bidder”, in addition to price, the City shall consider:

(a) The ability, capacity and skill of the bidder to perform the contract or provide the service required;
(b) Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;
(c) The character, integrity, reputation, judgment, experience and efficiency of the bidder;
(d) The quality of performance of previous contracts or services;
(e) The previous and existing compliance by the bidder with laws and ordinances relating to the contract or services;
(f) The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service;
(g) The quality, availability and adaptability of the supplies or contractual services to the particular use required;
(h) The ability of the bidder to provide future maintenance and service for the use of the subject: of the contract;
(i) The number and scope of conditions attached to the bid.

49. Please provide the past three years annual revenue by category; IPS, POM, pay-stations, mobile payment source, and citation revenue, and monthly parking. See Addendum 1, Exhibit 2.
• Please provide the past three years transaction volumes for the ips meters, paystations, and mobile payment sources. See Addendum 1, Exhibit 1.
• Please provide the past three years year-end income statements to include line items for revenues, payroll, reimbursed operating expenses, and management/incentive fees. See Addendum 1, Exhibit 1.
• Please provide the number of parking citations issued by the program for each of the past three years. See Addendum 1, Exhibit 2.
50. Will the City’s current parking operator agree to transfer the design, content, and domain for the parkbeaufort.com to the City or new parking operator at no additional cost to the City or parking operator? Yes
51. Who owns the program’s current vehicle and did the City reimburse the operator for the vehicle? Current operator
52. Will the vehicle be available for use by the next parking operator? No
53. Does the parking operator need to complete a Exhibit 3 – Cost of Services Proposal Form for each of the 5 years? Yes

All Bidders shall acknowledge receipt and acceptance of this addendum by signing in the space provided in the RFP Signature Page. Bids submitted without this Addendum may be considered non-responsive.

Documents:

• Addendum_1_Exhibit_1_City_of_Beaufort_Consolidated_Statement_June_2022_to_2024.pdf
• ADDENDUM_1_RFP_QUESTIONS_ANSWERS_RFP_2025_119_PARKING_MANAGEMENT_ENFORCEMENT_SERVICES.pdf
• Addendum_1_Exhibit_3_City_of_Beaufort_Card_vs_Cash_Comparison_YoY.pdf
• Addendum_1_Exhibit_2_Citation_Issuance_Statistics_YoY.pdf
• Addendum_1_Exhibit_4_Beaufort_SC_Budget_2025_2026.pdf