The Public Event Department approached the Purchasing Division to establish an agreement for parking management services for the Will Rogers Memorial Center (WRMC) with the goal of offering a seamless parking customer experience in coordination with the new parking facilities that will open at the arena. The City's parking facilities encompass thousands of parking spaces throughout the campus at the WRMC. The Agreement excludes the approximately 30 days per year when the Southwestern Exposition and Livestock Show leases the entire WRMC complex.
The Purchasing Division issued a Request for Proposal (RFP) to 34 related vendors. The RFP was advertised in the Fort Worth Star-Telegram on March 28, 2018, April 4, 2018, April 11, 2018, April 18, 2018, April 25, 2018, and May 2, 2018. The City received six proposals.
The evaluation team included representation from the Public Event Department and the Transportation and Public Works Department Municipal Parking Fund. The evaluation factors included total management fee; proposer's ability, capacity, skill and financial strength; total proposed operating budget; recent experience; and ability of proposer and its business plan to operate and manage the WRMC facilities in a manner that provides an integrated, seamless customer experience at all parking facilities. The evaluation team gave preference to proposals that offered unique items of extra value in management and operation of the WRMC facilities. The evaluation team compared bid responses to the evaluation factors and recommends Multipurpose Arena Fort Worth d/b/a Trial Drive Management Corp. (Trail Drive) for the agreement. The agreement includes the ability for the City and Trail Drive to share parking assets in such a way that will maximize an integrated, seamless customer experience at all parking facilities. Trial Drive will also provide the City RV, truck, and trailer parking on lots owned and/or managed by Trial Drive located in close proximity to WRMC facilities. In such instances, it may be necessary for Trail Drive to park vehicles attending arena events on assets owned by the City. In an effort to accommodate various parking requirements of events, operating revenues and expenses will be apportioned appropriately based on the event generating the parking revenue. The City will reimburse budgeted and authorized operating expenses estimated to be $936,877.00 for the first year; with an additional $94,564.00 in contingency to address increased costs due to potential repairs and/or operational challenges from construction or events. Funds for the annual management fee and operating expenses will be appropriated and approved through the annual budget. M/WBE OFFICE - A Waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with BDE Ordinance, because all services will be provided, therefore, subcontracting, or supplier opportunities from MBE/SBE firm(s) are negligible. AGREEMENT TERM - The term of this agreement will be for an initial ten-year period and includes two additional five-year renewal options. Upon City Council approval, the Agreement shall begin February 10, 2019. Trail Drive will coordinate with the City's current parking operator during a transition period taking place between December 12, 2018, and January 10, 2019. The facility is are located in COUNCIL DISTRICTS 7 but will serve Fort Worth residents in ALL COUNCIL DISTRICTS.
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