HomeMy WebLinkAboutRFP for Parking Operations & Management Services - City of Waterloo, Iowa
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Request for Proposals – Parking Operations & Management Services
Issue Date: March 17, 2026
Questions Due: March 31, 2026
Proposals Due: April 17, 2026
Anticipated Contract Start: July 1, 2026
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Introduction and Background
The City of Waterloo, Iowa (“City”) is soliciting proposals from qualified firms (“Proposers”)
for comprehensive parking operations and management services for the City’s on-street
parking system and municipal parking garages.
The City currently operates and/or oversees three (3) public parking garages, four (4)
surface lots, and on-street metered and garage permit parking within the downtown and
surrounding commercial districts. Hours of operation are Monday – Friday from 9:00 AM –
5:00 PM. The Operator typically follows City-recognized holidays and enforcement does not
occur on those days unless otherwise directed by the City. There is no enforcement on those
days. The City reserves the right to modify enforcement hours during special events or
operational needs.
Over the next two years, two garages may transition to new ownership or operational
models:
• Garage A (Park Ave): Will be leased to a private developer within one (1) year of
contract award. Final structure retention and operational model are subject to
redevelopment planning.
• Garage B (E 5th St): Will be assumed by the City for use by city personnel within two
(2) years of contract award. The City has not yet determined whether parking
spaces in this facility may be leased to outside entities in the future.
• Garage C (Commercial St): Will remain under contract operations for the full term of
this agreement.
Parking System Overview
Parking Space Data for Surface Lots and Garages:
• Garage A – Park Ave - has 556 spaces with current permits for 64 non-reserved and
9 reserved spaces.
• Garage B – E 5th St - has 243 spaces with current permits for 12 non-reserved and
66 reserved spaces.
• Garage C – Commercial St - has 556 spaces with current permits for 126 non-
reserved and 58 reserved spaces.
• Library Surface Lot has 19 spaces. This lot is a monitored lot, but does not have
permit only parking.
• Bus Depot Surface Lot has 46 spaces with current permits for 7 non-reserved and 1
reserved spaces.
• 6th and Sycamore Surface lot has 79 spaces with current permits for 5 non-reserved
and 24 reserved spaces.
• Lafayette St Surface Lot has 22 spaces with current permits for 11 non-reserved and
6 reserved spaces.
Citation Data:
• 7/1/2024 to 6/30/2025 there were 6,729 citations issued.
• 7/1/2025 to 3/6/2026 there were 2,191 citations issued
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The city upgraded technology to Multi-Space Kiosks and Plate Registration that went
live on May 1, 2025. The city also issues warnings for the first ticket which resets at the
first of the fiscal year.
The City seeks a qualified parking management firm to deliver efficient, customer-focused
operations, enforce parking regulations, maintain the safety and cleanliness of facilities, and
ensure the financial integrity of the system during and after these transitions.
The City encourages creative, innovative, and efficiency-driven approaches to parking
management. Demonstrated creativity and system-optimization strategies will be
considered as part of proposal evaluation.
System Familiarization
Proposers are responsible for becoming familiar with the City’s parking system, facilities,
and operational environment prior to submitting a proposal.
Proposers are encouraged to review publicly available information and, if desired, visit the
parking facilities to better understand the operational context of the City’s parking program.
The City has provided information believed to be accurate for proposal preparation;
however, proposers are responsible for conducting their own review of system conditions
and operational requirements.
Failure of a proposer to become familiar with the parking system or operational
environment shall not relieve the proposer of the obligation to provide services in
accordance with the requirements of this RFP.
Questions regarding the parking system should be submitted in accordance with the RFP
question procedures.
Scope of Services
General Responsibilities –
1) The selected Contractor shall manage day-to-day parking operations including, but not
limited to:
a) Staffing, supervision, and training of parking attendants and enforcement personnel.
b) Cash and revenue management, including payment processing, reconciliation, and
reporting.
c) Maintenance and cleanliness of parking facilities and meters/kiosks.
i) Including but not limited to: picking up trash and emptying trash cans, changing
lights, cleaning elevator cabs and stairwells, cleaning of atriums, skywalks,
stairwells, elevators, signage, and other common areas, sweeping as needed,
with regular scheduled cleaning of stairwells.
d) Customer service, dispute resolution, and permit administration.
e) Coordination with City departments, County Treasurer, courts, and law enforcement
on parking-related matters.
f) Strategic recommendations for operational efficiencies, user experience
improvements, and long-term modernization of the City’s parking system.
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2) On-Street Parking & Enforcement
a) Meter/Kiosk collection, maintenance, and reporting.
b) Management of digital payment platforms and enforcement systems.
c) Issuance, tracking, processing, and collection of parking citations (Operator shall
collect citation payments unless otherwise directed by the City).
d) Coordination with City Hall, County Treasurer, and court systems regarding unpaid
citations and compliance.
e) Support for special event parking, temporary closures, and downtown activities.
f) Issuance and tracking of monthly parking permits.
Proposers shall clearly describe:
• Their enforcement model and staffing approach.
• Technology platforms utilized for citation issuance and compliance.
• Their collection process for unpaid citations.
• Interaction protocols with courts, county treasurers, and City staff.
3) Lot and Garage Operations
a) Daily and monthly parking management
b) Maintenance, lighting, safety inspections, and housekeeping
i) Including but not limited to: picking up trash and emptying trash cans, changing
lights, cleaning elevator cabs and stairwells, clean atriums, skywalks, signage,
stairwells, and elevators, sweep as needed but regularly in stairwells.
c) Equipment maintenance (gates, pay stations, ticket dispensers, etc.).
d) Security coordination and safety monitoring.
e) Integration with potential future City-led operations for Garage B transition.
f) Coordination with private developer and City staff on Garage A lease transition.
Proposers shall provide optional pricing (as separate line items) for:
1) 24/7 staffing or security presence in the Commercial Street garage for safety purposes.
2) Full operational management of the E 5th Street garage, including housekeeping, access
control, and security, in the event the City elects not to operate it directly.
Scope Reduction Pricing:
Proposers shall describe how management fees would adjust if one or more garages were
removed from the contract during the term.
System Improvement Recommendations
The City encourages proposers to provide recommendations for improving the efficiency,
usability, and overall customer experience of the current parking system.
Proposals may include suggestions related to operational improvements, technology
enhancements, signage and wayfinding, enforcement strategies, customer payment options,
or system design changes that would improve accessibility and parking turnover in the
downtown area.
Proposers are encouraged to tailor recommendations specifically to the City of Waterloo’s
parking environment and redevelopment activity. Proposals demonstrating a clear
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understanding of the City’s system and providing practical, implementable improvements
will be viewed favorably during the evaluation process.
Reporting Requirements
Proposer must demonstrate prior experience with other municipalities with strict reporting
deadlines, such as monthly revenue and expense reports are due to the Finance Department
by the 10th of each month. The City reserves the right to withhold management fee
payments until required reports are received and approved. Repeated late reporting may
result in financial penalties or performance deductions as defined in the final agreement.
Reporting required includes but not limited to:
• Monthly operational reports
• Annual operating budget and maintenance plan proposals
• Audit support, reconciliation statements, and cash-handling internal controls compliant
with City Finance standards.
• Monthly Citation reports – written and paid
• Monthly Complaint logs and outcomes
• Monthly Credit Card Fee reports
• Monthly Reporting from App usage/fees
• Monthly Reporting from Kiosk usages – collection numbers, credit card fees, etc.
• Web-based reporting platform access for authorized City personnel.
• Real-time or dashboard-style reporting capabilities (if available).
• Executive summary of operations
• Safety and maintenance concerns
• Including but not limited to: broken fixtures, concrete cracking, potholes, etc. The
operator should make the City aware of anything that could cause injury or damage
vehicles.
All parking revenues collected by the Operator shall be deposited into City-designated
accounts and reconciled monthly to reports provided to the City Finance Department.
Proposers shall include sample monthly and annual reports and dashboard interfaces as
part of their proposal submission for evaluation of transparency, internal controls, and
financial reporting capabilities.
Equipment, Technology, and Resource Responsibilities
The City of Waterloo currently provides certain equipment used in parking operations.
Proposers shall clearly identify what equipment, technology, and operational tools they will
provide as part of their management services.
Proposals shall include a detailed description of equipment responsibilities and any
additional equipment required to successfully operate the system.
1) Equipment Provided by the City
The City currently provides the following equipment and infrastructure for use in
parking operations:
a) Vehicles - The City currently provides enforcement and operational vehicles used in
parking operations. The selected Operator will be responsible for routine
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operational use of these vehicles and coordination with the City regarding
maintenance, scheduling, and operational needs. If Operator proposes they provide
the vehicles, then additional insurance requirements are needed.
b) License Plate Recognition (LPR) Equipment - The City currently provides License
Plate Recognition (LPR) cameras and associated processing equipment used for
parking enforcement operations. The Operator shall utilize the City-provided
equipment as part of enforcement activities and coordinate with City staff regarding
maintenance, operational use, and system integration.
The City reserves the right to determine replacement schedules and capital upgrades for
City-owned equipment.
2) Equipment Provided by the Operator
The Operator shall provide the operational equipment necessary to manage daily
parking system activities, including but not limited to:
a) Computers and Mobile Devices
b) Desktop computers
c) Laptops (there is a laptop for LPR enforcement that is provided by the city)
d) Tablets used for enforcement or field operations (currently mobile phones and
portable printers are used for enforcement in the field)
e) Mobile phones or communication devices
3) Office Technology
a) Printers
b) Scanners
c) Other office equipment necessary to support operational activities
d) All devices used in operations must meet applicable cybersecurity and data
protection standards.
4) Software Systems
The Operator shall provide and maintain software systems necessary for the
management and administration of parking operations. These may include:
a) Parking management software
b) Citation management systems
c) Permit management systems
d) Reporting and analytics tools
e) Payment processing platforms
f) Mobile enforcement software
The City encourages proposers to recommend innovative technology solutions that
improve operational efficiency, transparency, and customer experience.
5) Software Cost Disclosure
If the Operator proposes the use of proprietary software systems, the proposal must
clearly identify:
a) Licensing costs
b) Implementation costs
c) Ongoing subscription or maintenance fees
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d) Integration costs with City systems
e) Any future upgrade or replacement costs
This disclosure allows the City to evaluate long-term operational and financial impacts
associated with the proposed system.
6) Office Equipment and Workspace
Office equipment and workspace requirements may be provided by either the City or
the Operator depending on operational needs.
Proposers shall identify:
a) Office space requirements
b) Furniture needs
c) Technology infrastructure requirements
d) Any specialized equipment necessary for operations
The City will determine whether such equipment will be City-provided or included in
the Operator’s scope of services.
7) Technology Ownership
a) All parking system operational data, enforcement data, permit data, citation records,
financial information, and related operational information generated through the
operation of the City’s parking system shall remain the property of the City of
Waterloo.
b) If proprietary software or systems are used by the Operator, the Operator must
ensure that the City retains full ownership of all operational data and maintains the
right to access and retrieve such data at any time during the contract term.
c) The Operator shall not restrict the City’s access to its operational or financial data
and shall not impose additional fees for routine access to such information.
8) Data Portability and System Transition
To protect continuity of operations and ensure transparency, the Operator must
maintain systems that allow full export of operational data.
At the request of the City, or upon expiration or termination of the contract, the
Operator shall provide:
a) Complete export of all operational and financial data
b) Citation history and enforcement records
c) Permit and customer account information
d) Financial transaction data
e) System configuration documentation
All data shall be provided in commonly used formats (such as CSV, Excel, or other
mutually agreed formats) that allow the City to transition operations to another
provider or internal management without disruption.
The Operator shall cooperate with the City during any transition period and provide
reasonable assistance in transferring operational data and systems.
9) Technology Modernization Roadmap
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Proposers shall include a Technology Modernization Roadmap describing how
technology improvements may be implemented during the term of the contract.
This roadmap should identify potential enhancements such as:
a) License Plate Recognition (LPR) expansion
b) Mobile payment technologies
c) Digital permitting systems
d) Parking analytics platforms
e) Real-time occupancy monitoring
f) Customer experience improvements
The roadmap should include estimated implementation timelines, expected operational
benefits, and estimated costs where applicable.
The City is not obligated to implement proposed technologies but may elect to adopt
recommendations during the contract term.
10) Cybersecurity and Payment Compliance
The Operator shall maintain appropriate cybersecurity protections and payment
security protocols consistent with industry standards and applicable regulatory
requirements.
At minimum, systems used in parking operations must comply with:
a) PCI DSS (Payment Card Industry Data Security Standard) for payment processing
b) Secure storage and transmission of financial and personal data
c) Appropriate user access controls and authentication procedures
d) Routine security updates and vulnerability management
If cloud-based systems are used, proposers shall identify hosting environments and
describe safeguards used to protect City data.
The Operator shall promptly notify the City of any cybersecurity incident or breach that
could impact parking system operations or City data.
11) Equipment Inventory and Technology Planning
The selected Operator shall maintain an inventory of operational equipment used in the
parking system and provide recommendations regarding equipment replacement,
upgrades, or technology modernization.
Annual reports shall include recommendations regarding:
a) Equipment replacement schedules
b) Technology upgrades
c) System modernization opportunities
d) Operational efficiency improvements
12) Technology Cost Escalation Protection
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To ensure long-term financial transparency and protect the City from unanticipated
technology cost increases, proposers shall clearly identify all software, technology, and
licensing costs associated with their proposed parking management system.
Proposals shall disclose the following information for any software or technology
platform used in operations:
a) Initial implementation costs
b) Annual licensing or subscription fees
c) Maintenance and support costs
d) Hardware requirements (if applicable)
e) Data storage or cloud hosting costs
f) Costs associated with system upgrades or enhancements
Proposers shall also identify any annual escalation provisions associated with software
licensing or technology services.
13) Escalation Limits
Unless otherwise approved by the City, technology-related subscription or licensing
costs shall not increase by more than 3% annually during the contract term.
Any proposed escalation exceeding this amount must be clearly identified in the
proposal and will be evaluated as part of the financial review.
14) Transparency Requirement
The Operator shall not introduce additional software licensing or technology costs
during the contract term without prior written approval from the City.
Any proposed technology upgrades or additional systems must be presented to the City
with a detailed cost breakdown prior to implementation.
15) Transition Services Requirements
To ensure continuity of parking operations and protect the City’s operational interests,
the selected Operator shall provide transition services both at the beginning and end of
the contract term.
a) Transition Into Operations
Upon contract award, the Operator shall work with the City to develop and
implement a transition plan for the assumption of parking operations. The
transition plan shall include, at a minimum:
• Staffing transition and training
• Operational procedures and policies
• Technology system setup and integration
• Enforcement program setup
• Data transfer and system configuration
• Financial reporting structure
• Customer communication and service continuity
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The Operator shall coordinate closely with City staff to ensure a smooth transition with
minimal disruption to parking operations, enforcement, or customer service.
The transition plan shall be submitted to the City for approval within 30 days of
contract award.
16) Transition Out of Operations
At the expiration or termination of the contract, the Operator shall cooperate fully with
the City to ensure a smooth transition of parking operations to the City or a new
operator.
The Operator shall provide reasonable transition assistance for a period of up to 90
days, including:
• Transfer of operational documentation
• Transfer of enforcement records
• Transfer of permit system data
• Transfer of citation records
• Transfer of financial records
• Training of incoming operator personnel (if applicable)
• Assistance with technology system transitions
The Operator shall not take any actions that would interfere with the City’s ability to
maintain uninterrupted parking operations during the transition period.
17) System and Data Transfer
All operational systems used in managing the parking system must allow for full export
and transfer of system data in a format accessible to the City.
This includes but is not limited to:
• Citation records and enforcement data
• Customer accounts and permit data
• Financial transaction history
• Operational reports and analytics
The Operator shall provide all requested data and documentation within 30 days of
contract expiration or termination.
18) Transition Cost Disclosure
Proposers shall identify any costs associated with transition services, including:
• Initial system setup
• Data migration
• Training and onboarding
• Transition support at contract termination
Any such costs must be clearly disclosed in the proposal.
19) Continuity of Operations
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The Operator shall ensure that all technology systems, operational procedures, and data
management practices support the City’s ability to transition parking operations
without operational disruption.
Failure to cooperate with transition requirements may constitute a material breach of
contract.
Programming, Technology, and System Support
Proposers shall describe:
• Programming and operational support structure.
• Staffing model and regional oversight.
• Training programs for staff (customer service, safety, technology, PCI compliance).
• Technology maintenance and replacement approach.
• Experience managing LPR systems, digital permits, and mobile payment platforms.
• Customer-facing and client-facing technology platforms.
Optional Services
1) Consulting assistance during transition phases.
2) Recommendations for technology upgrades, license plate recognition (LPR), digital
permit systems, and system modernization.
3) Advanced analytics and dashboard development.
Contract Term
The initial contract term shall begin July 1, 2026 and continue for five (5) years, ending June
30, 2031. Upon expiration of the initial term, the City may, at its sole discretion and subject
to satisfactory performance and mutual written agreement, renew the Agreement for
either:
(a) up to two (2) additional one-year renewal terms; or
(b) one additional five (5) year term.
If the City elects to renew for the additional five (5) year term, the Agreement may
thereafter be renewed for up to two (2) additional one-year terms, subject to performance
and mutual written agreement.
The City reserves the right to modify the scope of services if parking facilities are added,
removed, or transitioned to other ownership or operational models during the term.
During the contract term, parking facilities may be added to or removed from the system
due to redevelopment projects, changes in ownership, or operational restructuring.
The Operator shall cooperate with the City in implementing any such transition and shall
adjust operations accordingly.
If a facility is removed from the system, the management fee shall be adjusted
proportionally based on the scope of services associated with that facility.
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Similarly, if additional facilities are added to the system, the parties may negotiate an
appropriate adjustment to the management fee.
A sample agreement is attached to this RFP to minimize post-selection negotiations and
clarify contractual expectations.
Proposal Requirements
Each proposal must include the following sections:
1) Cover Letter – Name of firm, contact information, and signature of authorized
representative.
2) Experience and Qualifications – Description of firm’s experience in municipal parking
management and references.
3) Operational Plan – Approach to staffing, maintenance, enforcement, customer service,
and transition management.
4) Technology and Systems – Description of proposed systems for payment collection,
enforcement, reporting, and analytics.
5) Enforcement and Citation Management Plan – Detailed explanation of enforcement
staffing, coordination with courts, and collection process.
6) Reporting Samples – Sample reports and dashboard examples.
7) Financial Proposal – Proposed management fee structure and any variable cost
components, including optional and alternate pricing. Pricing proposal form is provided
in Attachment B.
8) Implementation Schedule – Start-up timeline following contract award.
9) Innovation & Value-Added Services – Creative or efficiency-driven approaches to
system optimization.
10) Additional Information – Any other relevant materials.
Evaluation Criteria
Proposals will be evaluated on the following weighted criteria:
• Experience and Qualifications – 20%
• Operational and Transition Plan – 20%
• Enforcement and Reporting Systems – 20%
• Technology, Innovation, and System Improvement Strategies – 15%
• Financial Proposal – 15%
• References and Overall Quality – 10%
Demonstrated creativity, efficiency strategies, and ability to adapt to transition scenarios
will be favorably considered.
The City will favor proposals that demonstrate operational efficiency, cost containment
strategies, and innovative approaches to parking system management.
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Submission Instructions
Deadline: April 17, 2026
Delivery: emailed to Bridgett.Wood@waterloo-ia.org or mailed to:
City of Waterloo
Attn: Finance Department – Bridgett Wood
715 Mulberry St
Waterloo, IA 50703
Format: Submit one PDF copy. Proposals shall not exceed 40 pages excluding attachments.
Proposals exceeding the page limit may be rejected at the City’s discretion.
The City may request additional documentation or clarification from proposers during the
evaluation process.
Questions Due: March 31, 2026
All inquiries shall be submitted via email to:
Bridgett Wood – Finance Director
Email: Bridgett.Wood@waterloo-ia.org
Procurement Schedule & Intent to Award
The following schedule represents the City’s anticipated timeline for selection of a parking
operations and management contractor. The City reserves the right to delay or modify the
intent to award timeline if additional review, negotiations, or approvals are required.
Milestone Date
RFP Issued March 17, 2026
Questions Due March 31, 2026
Responses to Questions April 10, 2026
Proposals Due April 17, 2026
Proposal Review Period April 18 – May 2, 2026
Interviews (if conducted) Week of May 4, 2026
Notice of Intent to Award Issued May 15, 2026
City Council Approval (if required) June 2026
Contract Execution June 2026
Contract Start Date July 1, 2026
The City intends to issue a Notice of Intent to Award to the selected proposer on or about
May 15, 2026, subject to successful contract negotiations and any required City Council
approval.
The issuance of a Notice of Intent to Award does not constitute a binding contract. The
contract will become effective only upon execution by both parties.
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General Conditions
The City reserves the right to reject any or all proposals, to waive irregularities, and to
award in the best interest of the City.
The City reserves the right to request clarifications, conduct interviews, and negotiate final
contract terms with the highest-ranked proposer prior to final award.
The selected firm shall comply with all federal, state, and local laws and ordinances
applicable to the performance of services.
Insurance, indemnification, and bonding requirements will be specified in the final contract.
Attachments
Attachment A – Sample Agreement
Attachment B – Pricing Proposal Form
Attachment C – Current Parking Operations & Enforcement Map