ADDENDUM TO REQUEST FOR PROPOSALS PARKING MANAGEMENT RFP 2018

DES MOINES AIRPORT AUTHORITY

RFP AND CONTRACT

1. Will the proposal require a Proposal Bond? The Authority is not requiring such a bond for this RFP.

2. Will this contract require a Performance Bond? If so what amount?

No performance bond is required under this RFP.

3. Please specify the DBE percentage required and confirm it is a percentage of the management fee and all expenses, but not a percentage of parking revenue.

There is no required DBE percentage under this agreement, but the Authority’s current ACDBE goal is 8.07%.

4. Please provide a copy of the sign in sheet from the RFP.

Attached. 5. Please provide a copy of the current Parking Agreement and any Amendments or other

related contracts.

Attached. 6. Please provide a copy of the current 2018 line item operating budget.

That document is not available at this time.

7. RFP Article 5, General Provisions (C), page 4, indicates the Proposer will be required to use the Airport’s telephone system for any telecommunication needs, yet Article 15.02(a) of the draft Management Agreement indicates telephone expense is to be included in the Management Fee. Please clarify if telephone expense, including cellular phones for management staff, is reimbursable or to be included in the Management Fee.

Telephone and internet access is provided through the Authority, billed to the Operator, and reimbursed as an operating expense. The only cellular phone expenses covered are for a phone for the local manager and a second for the supervisor on duty. The cell phones are provided through the Authority on its plan, and that expense is paid directly by the Authority.

8. RFP Article 9(B) – is License Plate Inventory (LPI) performed nightly by the operator? Please provide the technology brand (i.e., SKIDATA) of the LPI equipment. Yes, LPI is performed each night in all lots. The current operator uses Park Trak equipment.

9. RFP Article 8.02 – Please confirm fuel for both the shuttle bus operation and service vehicles is provided by the Authority at no cost or is a reimbursable operating expense.

10. Please clarify that the fuel for the shuttle and service vehicle is provided by the Airport.

ANSWERING 9 & 10: Article 15 of the Sample Agreement includes fuel as a reimbursable expense. At this time, parking staff refuel shuttles and service vehicles directly from the Authority’s fuel pumps, so there is no invoice sent for fuel and the expense is accounted for internally by Authority staff.

11. Section 6. OPERATING OR OWNING COMPETING PROJECTS allows for the

operation of off-airport parking facilities, provided it is operated in conjunction with a revenue enhancement plan for the Airport Parking Facilities. Are there presenting any such off-airport parking facilities in operation? And if so, are they operated by the current DSM parking operator? There are other parking facilities within the one mile boundary, but none are operated by the current Operator.

12. Does the Airport Authority presently assess any access fees to off-airport parking operators? If so, please provide the activity levels (gross revenues, transactions, etc.) for each off-airport parking operation for the most recent two calendar years, and subsequent year-to-date.

The Authority assesses commercial vehicle fees to off-airport parking operators on a per trip basis. As the Authority handles the invoicing and collection of those fees itself, the figures requested are irrelevant to this RFP.

13. Section 9 of the RFP - FACILITIES, EQUIPMENT AND TRAINING, Item B. calls on

Proposers to provide information regarding its experience with PRCS, and other qualifications. Additionally, Experience is listed as one of the SELECTION CRITERIA, in Section 12 of the RFP. Under which tab should proposers address their experience and qualifications? Please includes your experience in operating our systems in Tab IV, Cash Control and Management Plan. Please include all other relevant experience in Tab I (Executive Summary) or Tab VII (References) as appropriate.

14. Since the Operator must procure service and fleet vehicles prior to a May 1, 2018 start-

date, when does the Authority expect to award the contract to the successful proposal?

Notification of award is expected to happen on or before February 19, 2018. The Authority reserves the right to postpone that date if necessary to properly vet all proposals.

FINANCIAL AND OPERATIONS 15. Page 25 item (C) of the sample agreement indicates that the Operator will use the

Airport’s billing software, please provide the manufacturer and version of this software.

Currently, the software in use is Paris. 16. Exhibit B provides the budget on an annual basis, but on page 27 of the sample contract

section 14.07 requires a monthly budget variance. Please clarify if the proposed budget should be by month or by year.

Please include an annual budget in your proposal. Exhibit B has been provided for your benefit as historical perspective on the annual costs involved in operating the parking facilities at DSM.

17. Please provide a copy of the current wages rates for the staff. 18. Please provide current pay rates/wages by position for all Parking, Shuttle, Management,

Administration and any other staff under the current operation.

ANSWERING 17 & 18: A report covering wages paid for December 2017 is attached.

19. Please provide a current staffing chart for the entire operation (Cashier, Supervisors,

Auditors, Maintenance, Shuttle, etc.) 20. How many current staff positions are full time? And how many part-time? 21. How many FTE (full time equivalent) drivers currently are employed by the current

contractor? 22. How many FTE (full time equivalent) supervisors currently are employed by the current

contractor?

ANSWERING 19-22: A list of staff by position and PT/FT status is attached. 23. Please provide a copy of the current Collective Bargaining Agreement.

As the Authority is not a party to the CBA, we are unable to provide that document. 24. Please provide the number of incidents and amounts of any liquidated damages assessed

against the current parking operator for each of the past 3 years. There have been no such incidents.

25. Please provide names, contact information, scope of services and annual contract value

for any existing subcontractors currently engaged under the current parking services agreement. As the Authority is not a party to these contracts, we are unable to provide those documents.

26. Please indicate any subcontractors or other participants in the existing agreement that are EBE/DBE certified. To the Authority’s knowledge, there are none.

27. Please provide current staffing schedules and any minimum staffing requirements for the Parking operation, There are no minimum staffing requirements. The Operator is responsible to maintain a suitable level of staffing to adequately fulfill all its responsibilities under the agreement. A current employee schedule is attached.

28. What level of benefits (health care; 401K or other retirement match; sick, vacation or other paid leave) are provided to full time and part time employees? As the staff is employed by the Operator, not the Authority, and the expenses are reimbursed, the Operator decides what level of benefits to provide, subject to Authority approval. Presently, the Operator provides sick leave, paid vacation, health insurance and a 401(k) plan.

29. What portion is paid by the employee, and what portion is reimbursed by the Authority? And what are the respective costs to the employee and to the Authority? That calculation is not available at this time.

30. Please confirm that the Parking Access and Revenue Control System is PCI compliant and properly certified. The system is PCI compliant and certified.

31. To the extent available, please provide passenger counts for the Park & Ride shuttle, and

the trip counts for the TNC or Rideshare operation for the past 2 years, including breakdown by day and hour if available. Shuttle Passengers = 221,486 in 2016, 239,740 in 2017 (EOY) TNCs = 22,887 trips in 2016, 38,516 trips in 2017 (through November) No further breakdown is available.

32. As per 11.06 would you please provide an approximate cost to the new operator to carry over the sick or vacation leave of 100% of the current employees? The estimated accrued cost is $42,000.

33. Are start-up expenses, for those expenses that would be reimbursed during the normal course of business, reimbursable? For example new uniforms and up to 3 hours of training for new and existing on-site staff.

Generally speaking, such costs are considered reimbursable as long as they are directly related to the on-site staff. For example, the travel costs and time for corporate staff to come to Des Moines and perform the aforementioned training—or any other start-up functions—would not be reimbursable.

34. Please provide the past three years: (2015, 2016, and 2017) of snow removal costs and

the name of the current vendor. Also include a copy of the subcontract.

The snow removal costs are included in Exhibit B of the RFP. As the Authority is not party to the contract and snow removal expense is reimbursed, the other information requested is irrelevant to this RFP.

35. Is the current workforce of drivers unionized? If so, please provide the name of and

contact information of the existing Union? If not, has there been any union/collective bargaining activity relating to drivers and/or supervisors during the past 12 months?

The parking workforce is unionized, but the Authority is not party to the contract and therefore does not have this information.

SHUTTLES/VEHICLES

36. Will the Airport consider having require all proposers purchase new shuttles (2018 model years)? This will provide the Airport with new buses at the start of the contract and allow all proposers to be on the same schedule.

No. The shuttle requirements are laid out in Section 8.01(e) of the Sample Agreement. How you choose to meet these requirements for the duration of the Agreement is up to you.

37. In order for each proposer to provide equal shuttle types and quantities will the Airport identify the number of buses that each proposer be required to have on site? For example, it was mentioned that one bus must be running at all times with the ability to put a second shuttle in service. It would seem that the Airport would want each company to have a minimum of three shuttles provided as part of this contract.

38. How many service vehicles will the Airport require for the operation?

ANSWERING 37 & 38: There is no requirement. The Operator will be responsible for providing as many shuttles and support vehicles as are required to adequately carry out its responsibilities under the Agreement, however many that may be.

39. Is the Operator also responsible for the service vehicle maintenance, insurance, and fuel

since this vehicle’s sole purpose is for the maintenance and operation of the various parking facilities? And are the above expenses reimbursable. Yes, the Operator is responsible for those costs, and no, they are not reimbursable.

40. Who provides maintenance on the current fleet? If the current operator does not provide

in-house maintenance, where is the third party provider located?

The Operator is responsible for maintaining the fleet. There are no provisions for in-house maintenance (no garage). The current Operator uses a repair shop near the Airport for maintenance.

41. How many shuttle vehicles are being operated by the current contractor? 42. What is the make-up of the current fleet?

a. Number(s) and type(s) of vehicles (e.g., 5-40’ Gillig transit buses, 3-32’ Glaval cut-away buses, etc.)?

b. Ages of vehicles? c. Type(s) of fuel used by vehicle? d. How many miles has each vehicle traveled?

i. In the last 12 months? ii. In total?

ANSWER ON FOLLOWING PAGE

43. How many support vehicles are being operated by the current contractor? 44. How many annual in-service hours has the fleet operated, in the aggregate, over each of

the past three years? ANSWERING 41-44: The current Operator’s fleet of vehicles is:

Shuttle: 2009 Ford E350, 202,200 miles, Diesel (averages 3,273 hrs/year) Shuttle: 2012 Ford E450, 129,000 miles, Gas (averages 4,444 hrs/year) Shuttle: 2010 Ford E350, 209,998 miles, Gas (averages 4,429 hrs/year) Shuttle: 2012 Ford E350, 164,600 miles, Gas (averages 4,662 hrs/year) Pickup: 2016 GMC Canyon, 12,000 miles, Gas SUV: 2009 Ford Escape, 63,000 miles, Gas UTV: 2016 Kubota, 1,600 Hours, Gas

45. The RFP states that shuttle vehicles cannot be older than 7 years. Is this the dictate

during the entire five year Term of the Contract or only at the commencement of the contract?

46. Does DSM have a preference for new or used shuttle buses? ANSWERING 45 & 46: It is expected that no shuttle exceed seven years of age at any time during the term of the contract. Proposers must determine how they wish to fulfill this requirement.

47. Where is the current fleet washed? If washed on DSM property, does the wash water go

down a drain? Is there an oil water separator for the wash water drain?

The fleet is washed at the Airport’s Field Maintenance facilities. Waste water is handled according to the Airport’s environmental plan.

48. How many individual routes are currently being operated?

There is, at this time, only one route run by the shuttles, and it covers the three main Economy lots and the employee parking lot. During times of peak parking demand, the route is extended when the remote overflow lots (Economy 4 and Economy 5) are opened.

49. Please furnish a description of each route, including round-trip distance(s) and loop time(s).

There is only one route that loops through Economy Lots 1, 2, and 3 (lots 2 and 3 share a bus shelter) and the employee parking lot. The loop is roughly 2.5 miles and on average takes less than 10 minutes to complete.

50. Please provide the aggregate number of buses currently being operated each hour by each

day of the week. Typically, there is one shuttle operated each day from 12:00am to 3:00am, and two operated from 3:00am to 12:00am.

51. The RFP states that the maximum wait time for a passenger is 10 minutes? Is this the wait time for all 24 hours, or are there shorter wait times for different periods of the day and, if so, please provide the respective wait times for each hour of the day and each day of the week?

As stated in the RFP, the 10-minute wait time is a maximum, and wait times can vary during the day below that threshold. There is no data available on wait times by hour or day.

52. Where are the shuttle buses parked?

Shuttle buses are parked either by the parking office or in the back of the Economy 3 lot when not in use.

53. What technologies are in the current fleet of shuttle buses (e.g., two-way radios, GPS)?

Two-way radios are installed. Presently, the Authority is working with the current Operator to install GPS-based tracking from Ride Share in the shuttles.

54. Does DSM have a preference for a particular type of fuel to be used by the shuttle buses

(e.g., diesel, CNG, propane, electric)?

DSM has the infrastructure to support gasoline- or diesel-powered shuttles, so those fuel types are preferred.

55. Does DSM have a preference for the size(s) of buses to be used in the service?

There is no preference. The Operator will be responsible for providing buses that are suitably sized to adequately carry out its responsibilities under the Agreement, whatever size that may be.

INSURANCE 56. “Per RFP Page 9 clause 14 and Page 20 Article 13 – Insurance and Indemnification

Requirements clause 13.01 and other insurance references in the RFP, the requirements are to have the Proposer purchase insurance that will protect the Authority. Is it acceptable to have the Authority protected as an Additional Insured for losses arising from the operations of the Proposer?”

Yes, that is the method preferred. Please see Section 13.02(i) of the Sample Agreement for further details.

57. Per Article 13 – Insurance and Indemnification clause 13.02(b), there is a requirement

whereby “Any additional exclusion shall be clearly identified on the Certificate of Insurance and shall be subject to the review and approval of the Authority.” All CGL policy has many exclusions. Is it the Authority’s intention to have each and every policy exclusion listed on the Certificate of Insurance?

That Section later states (underlining added here):

“Coverage shall be no less comprehensive and no more restrictive than the coverage provided by a standard form Commercial General Liability Policy (ISO CG 0001, Ed 07/98 with standard exclusions "a" through "o" or any subsequent ISO equivalent or a non-ISO equivalent form). Any additional exclusion shall be clearly identified on the Certificate of Insurance and shall be subject to the review and approval of Authority.”

The requirement is for review and approval of any other exclusions beyond the standard ones listed in the policy.

58. Per Article 13 – Insurance and Indemnification clause 13.02(d) the clause talks about payment of claim deductibles. On one hand the Operator is to pay a maximum deductible of $2500. On the other hand, the Authority is responsible for payment of all deductible amounts. Please explain who is responsible for payment of claim deductibles and to what $ amount.

59. Draft Management Agreement, Article 13.02(d) – like most parking and transportation companies, we maintain a deductible that exceeds $2,500. Will the Authority allow a deductible in excess of $2,500 as long as the Authority’s maximum deductible per claim does not exceed $2,500?

ANSWERING 58 & 59: The clause referred to is intended to limit the deductible paid by the Authority in the event of a claim. Typically, the Operator will pay the deductible up front and be reimbursed by the Authority. The Authority will update Section 13.02(d) to read (italics added):

“Garage Keepers Legal Liability Insurance: Operator shall procure and maintain during the life of this Agreement, Garage Keepers Legal Liability Insurance. "Other Than Collision" and "Collision" coverage shall be required. The Other Than Collision shall include "Comprehensive" (all perils) coverage, not "Specified Perils." Garage Keepers Legal Liability Insurance shall be carried for the benefit of Operator and Authority at the Airport Parking Facility only and with limits not less than $1,000,000 for Other Than Collision and $100,000 for Collision. The Authority will reimburse all deductible amounts to a maximum of $2,500 for both coverages.”

60. Per Exhibit B – Insurance Endorsement, the first paragraph requires 30 Day Notice to be

provided from the insurance company for Cancellation, Non-Renewal, Reduction in insurance coverage etc. If the insurer will only provide written notice for cancellation, is it acceptable to the Authority if the required notice is submitted by the Proposer to the Authority?

As long as the notice is provided in accordance with the 30-day time frame, the Authority will accept notice from the Operator.

61. Please confirm that Workers Compensation for all payroll is to be included in the

operator’s Management Fee.

Yes, it is.

62. If additional personnel or staffing is required for the operation, how will the operator be compensated for the added Workers Compensation costs since it is not a reimbursable operating expense?

The payroll history of the last five years has been provided in the RFP for WC insurance estimation purposes. Additionally, the Authority anticipates no need for a material increase in staff for the duration of the Agreement. The overall wage trend has been stable.

Shift Type Last  First Comments Last First Department # of emp Shift Type # of empPT Adams Gerald Dobie Bill Management 5 Full Time 21PT Ballard Ginger Higginbotham Rhonda Administration 1 Part Time 11FT Beakler  Rhonda Lockhart Melanie Shuttle Drivers 10 On‐Call 2FT Berber Julie Taylor Paulette Cashiers 11PT Bowles Dennis Woody Randall Maintenance Team 7PT Brewer LesterFT Butts Porschia New Employee‐Not yet badgedFT Cossitt Carin Last FirstPT Field Steven Sikes‐Gillum DanielleFT Gilbert RobertFT Hall GeneOC Jackson FloydFT Kline LindaPT Kuhns EricPT Luna RomanFT Meek JimPT Potter RodneyFT Salama MagdyFT Sinclair TomOC Sloss Donald New Employee‐Not yet badgedPT Smith LizFT Sparks DianaFT Stevens WandaPT Stevenson LauriePT Wathne DebFT Wendt AlanFT Whitlatch  HughFT Winfrey Bruce

Hourly Employees Management

Admininstration

Employees by Department Employees by Shift Type

2017

SUN MON TUE WED THUR FRI SAT SUN MON TUE WED THUR FRI SAT

31-Dec 1-Jan 2-Jan 3-Jan 4-Jan 5-Jan 6-Jan 7-Jan 8-Jan 9-Jan 10-Jan 11-Jan 12-Jan 13-Jan

BOOTH 1 7AM-3PM DEB JULIE JULIE JULIE JULIE JULIE FLOYD FLOYD JULIE JULIE JULIE JULIE JULIE LIZ S

3PM-11PM LIZ S DIANE DIANE DIANE DIANE DIANE LIZ S LIZ S DIANE DIANE DIANE DIANE DIANE

11PM-7AM WANDA WANDA WANDA

CARIN @ 11;

RHONDA B @ 3

CARIN @ 11;

RHONDA B 3-7 LAURIE LAURIE WANDA WANDA WANDA WANDA WANDA LAURIE LAURIE

BOOTH 2 9:30AM - 1:30PM LINDA LINDA LAURIE LAURIE PORSCHIA

1:30PM-11:30PM PORSCHIA LINDA LINDA LINDA LINDA PORSCHIA PORSCHIA PORSCHIA PORSCHIA LINDA LINDA LINDA LINDA PORSCHIA

BOOTH 3

ECONOMY 10AM - 4PM XXXX GINGER GINGERGINGER in

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@8GINGER in

@8 XXX XXXGINGER in

@9GINGER in

11:17GINGER in

@ 8:00GINGER in

@ 8:00 GINGER in

@ 8:00 XXX

4PM - 12AM MAGDY MAGDY MAGDY MAGDY MAGDY DEB DEB MAGDY MAGDY MAGDY MAGDY MAGDY DEB DEB

MAINT 6AM-2PM TOM TOM TOM TOM @ 3am TOM @ 3am TOM TOM TOM TOM TOM

7AM - 3PM ROMAN ALAN ALAN ALAN ALAN ALAN ROMAN ROMAN ALAN ALAN ALAN ALAN ALAN ROMAN

7AM - 3PM ROMAN XXX

3PM - 11PM LESTER LESTER LESTER LESTER

3PM - 11PM CARIN CARIN CARIN CARIN CARIN CARIN CARIN CARIN CARIN CARIN

LPI/MAINT 11PM-7AM ERIC RHONDA RHONDARHONDA

in @7 RHONDA ERIC ERIC RHONDA RHONDA RHONDA RHONDA RHONDA ERIC ERIC

BUSES 7AM-3PM GENE H GENE H GENE H GENE H GENE H GENE H GENE H GENE H GENE H GENE H

8AM-4PM DON JIM JIM JIM JIM JIM DON DON JIM JIM JIM JIM JIM DON

SEASONAL 10:30AM - 3:30PM

1PM-11PMGENE 1- 8 HUGH 8-12 HUGH

GENE 1-8 HUGH 8-12 HUGH

3PM-11PM BRUCE BRUCE

ALAN 3-7 CARIN 7-

11 BRUCE BRUCE BRUCE BRUCE BRUCE BRUCE BRUCE

4PM-12AM DENNIS BOB BOB BOB BOB BOB DENNIS DENNIS BOB BOB BOB BOB BOB DENNIS

12AM-8AM STEVE HUGH GERALD GERALD HUGH HUGH STEVE STEVE HUGH HUGH HUGH HUGH HUGH STEVE

3AM-7AM GENE H GENE H GENE H GERALD GENE H STEVE STEVE STEVE GERALD STEVE

3AM-1PM GERALD GERALD GERALD GERALD