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Item # 4.

Council Meeting

Meeting Date:	03/22/2022
Department:	Special Events
Pillars:	Optimize the Addison Brand

AGENDA CAPTION:

Consider Action on a Resolution Approving a Contract Parking Services Agreement with Cornerstone Parking Group for Special Events Parking (Bid #22-83) in an Amount Not to Exceed $57,000, Plus an Annual Contingency Amount Not to Exceed $10,000 and Authorize the City Manager to Execute the Agreement.

BACKGROUND:

The Town of Addison conducts and hosts various special events in order to promote tourism, enhance the quality of life for residents, and support Addison businesses. A large amount of parking is required in order to facilitate the participation of contractors, vendors, staff and attendees at each event. Multiple areas are used for parking, including public lots, private parking garages, gravel lots and grass fields. In order to safely and efficiently manage the flow of traffic through each of these locations, the services of a parking management company are needed. The previous contract with RSR Event Services expired in January 2022, and the contractor chose not to renew the agreement due to a desired increase in fees (a bid of $78,000+ for 2022 compared to approximately $35,000 paid for these services in 2021).

In February 2022 the Town of Addison posted Request for Proposal (RFP) #22-83 for Special Event Parking Services. The scope of services included in the RFP required an experience and qualified vendor to provide staff, uniforms and equipment to manage traffic in all designated Addison event parking areas. The RFP closed on March 1, 2022; 3 submittals were received.

One submission was incomplete and unable to be scored. The remaining submittals were reviewed and scored by a staff panel in four areas.

Vendor Name	Qualifications & Experience	Cost	References	Presentation & Staff	Total
RSR Event Services	40	15.9	15	10	80.9
Cornerstone Parking Group	40	35	10	10	95.0

The staff panel unanimously selected Cornerstone Parking Group as the recommended vendor for bid award. The company has provided quality event parking services to numerous clients in Texas, including the Byron Nelson Golf Tournament, and currently manages parking garages for MAA in the Addison Circle area during Addison special events. The agreement with Cornerstone Parking Group would run for one year, with options for four one-year renewals.

The contract is for up to $57,000, with a $10,000 contingency to allow for adjustments which may be required due to future development in the Addison Circle area. This falls within the budgeted amount for Fiscal Year 2022.

RECOMMENDATION:

Administration recommends approval.

Attachments
Resolution - Cornerstone Parking Group
Bid Packet - Cornerstone Parking Group
Bid Specifications - Bid 22-83