DATE: September 10, 2024
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Retroactive Service Agreement with ACE Parking Management, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to retroactively execute an Agreement with ACE Parking Management, Inc., for the operation and collection of County Park entrance fees, effective August 1, 2024, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions. Total not to exceed $1,346,136 from collected vehicle entrance fee revenue.
REPORT
Approval of recommended action will authorize ACE Parking Management, Inc. (ACE) to operate and collect vehicle entrance fees at various County parks at no cost. The collected fee revenue funds ACE’s approved expenditures and deposits net revenue into the Department of Public Works and Planning - Parks & Grounds Unit Org 7910. This item is countywide.
ALTERNATIVE ACTION(S):
Your Board may choose not to approve the recommended action. If the recommended action is not approved, the County will not have a vendor to provide vehicle entry fee collection services at several County parks. The Department of Public Works and Planning - Parks & Grounds (PWP Parks & Grounds) will require seasonal Extra-Help staff to operate the fee booths, directly impacting the general fund.
RETROACTIVE AGREEMENT:
On March 29, 2024, PWP Parks & Grounds and ACE entered into a temporary service agreement (P-24-142) following the expiration of service agreement No. P-23-485, which expired on December 31, 2023. The term of the service agreement was from March 29, 2024 to June 30, 2024 with one (1) optional 30-day extension. The 30-day extension was utilized, and the agreement expired on July 31, 2024. However, ACE has continued providing service beyond that termination date and up to the present time. Additional time was required from the expiration date of the agreement so as not to experience a lapse in vehicle entrance fee collection during the parks’ busy summer months, as well as complete an RFQ to select and award a vendor the vehicle entrance fee collection contract.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended action. ACE will compile revenue from fee booths located at Kearney Park, Lost Lake Recreation Area, Laton-Kingston Park, Skaggs Bridge Park, and Avocado Lake Park on a monthly basis, and thereafter deduct approved expenses and return to the County the net revenue. The vehicle entrance fee revenue will be used to fund ACE’s management and operation of the fee booths. The approved expenses include hourly operating costs, hourly supervision costs, and monthly management fees. PWP Parks & Grounds anticipates it will realize a net revenue of $2.50 of the $5.00 vehicle entry fee. ACE will provide the PWP Parks & Grounds a detailed financial report, which includes necessary backup documentation of monthly expenses. The PWP Parks & Grounds may also request an electronic copy of the detailed financial report and access to ACE’s proprietary Parking Client Portal to review current and past profit/loss statements. All net revenues associated with the fee booth collection will be deposited in the Department’s Parks & Grounds Unit Org 7910.
DISCUSSION:
On May 14, 2024, the County’s Internal Services Department - Purchasing Division issued a Request for Quotation No. 24-070 (RFQ), to operate and collect vehicle entrance fees at the following parks: Kearney, Lost Lake Recreation Area, Laton-Kingston, Skaggs Bridge and Avocado Lake. The submission deadline was May 29, 2024. Two (2) vendor responses to the RFQ were received, from ACE and LAZ Parking. The quotations were reviewed, and the costs included hourly operating costs, hourly supervision costs, and monthly management fees. ACE was identified as the lowest bidder to operate and collect vehicle entry fees. Additionally, as the prior County vendor, ACE satisfactorily performed the same duties from August 2018 through September 2023. Additionally, PWP Parks & Grounds and ACE had a temporary service agreement (P-24-142), which expired July 31st, allowing time for an RFQs to be completed and services to continue without lapse.
It should be noted that vehicle entry fee collection is subject to seasonal needs, park attendance, weather conditions, and mandated park closures, which make it difficult to have dedicated, well-trained staff on hand for the collection of fees.
As a part of the recommended agreement, ACE will collect vehicle entry fees at multiple entrances into each park, hand out County flyers, maps, and other information to the public, report any problems or disturbances to the Sheriff’s Office, and operate each Facility entry booth in a diligent, economical, and efficient manner so that revenue per months exceeds expenses. PWP Parks & Grounds staff will work closely with ACE to monitor and review revenues and expenditures.
With your Board’s approval, on a monthly basis, ACE’s staff will operate and collect vehicle entrance fees at various County parks, deduct their approved expenses, and provide the remaining balance to the County. This recommended agreement has standard County insurance and indemnification provisions.
REFERENCE MATERIAL:
Service Agreement - P-24-142, March 29, 2024
Service Agreement - P-23-485, September 10, 2023
BAI # 41, August 21, 2018
BAI # 31, March 19, 2013
BBR - April 13, 2012
BAI # 13, January 25, 2011
BAI # 8, December 14, 2010
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with ACE Parking Management, Inc.
CAO ANALYST:
Salvador Espino