RFP addendum provides details

Paid parking contract would be for three years

Posted Friday, June 6, 2025 12:00 am

Are RFP submittals public record?

Proposals received in response to Fernandina Beach's Request for Proposals (RFP) are considered public records under Florida Statutes, specifically under Chapter 119, the Florida Public Records Law. However, there are important timing exceptions and protections for proprietary or confidential information.

Key Points under Florida Law:

1. Proposals Are Public Records

Under Florida Statutes § 119.07 and § 286.0113, materials submitted to a city or public agency, including RFP proposals, are public records once the agency receives them — but access may be delayed to protect the integrity of the competitive bidding process.

2. Timing of Public Disclosure – Delayed Until Notice of Intent

Under Florida Statutes § 119.071(1)(b):

Proposals are exempt from public disclosure until the City issues a Notice of Intended Decision (e.g., to award a contract).

This exemption ensures a fair and competitive process by preventing vendors from reviewing each other's proposals during the evaluation.

Statute citation:

"Sealed bids, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from s. 119.07(1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier."

— Florida Statutes § 119.071(1)(b)2.

3. What Becomes Public Once the exemption ends:

The entire proposal becomes a public record, except for:

Trade secrets protected under § 688.002.

Other confidential or exempt information properly redacted (e.g., personal data, security systems information, etc.).

By Mike Lednovich

An addendum to the Request for Proposal (RFP) that answers questions from a prospective vendor to run a proposed paid parking program for downtown Fernandina Beach provides key details of the city's plans should it be approved by the city commission.

The document - titled Addendum No. 1 RFP 25-05 Parking Management Services - provides information regarding 21 questions from an unidentified parking management company.

Included in the details is the suggested duration of the contract with a potential vendor, which specifies: "The City expects the contract to initially last for three (3) years, with two (2) renewal options of two (2) years each, totaling seven (7) years, with a planned start date of October 1, 2025."

The document includes a criteria change in grading the vendor proposals. The deadline for the paid parking Request for Proposal (RFP) closed Thursday. The proposals are not public, but become a public record when the city declares it is ready to review a contract.

The criteria to be used to grade the proposals are as follows, according to the document:

The document contains a question on whether city residents will be exempt or receive a discount. The city said, "The company should make a recommendation on annual permits that provides benefits (discounts) to residents."

As to the parking fees that would be charged the city wrote: "The company should provide a recommendation on hourly rates, annual permits, and parking times to the city."

The city said it was open on revenue sharing options, when asked if the city was looking to pay a fixed parking program management fee or a percentage of the parking fees generated.

"Proposer should present the option that is in the best interest of the City," the addendum stated.

The vendor said signage for parking would be recommended at a ratio of one sign for every three parking spaces, meaning a total of 250 signs that would be installed in historic downtown.

The city answered: "The company will be responsible for supplying, installing, and maintaining all signage. The Downtown area is part of the City's Historic District and signage will need to be a coordinated effort with the city."

Parking kiosks were another concern in the RFP. This question was posed: "There is the mention of “kiosks” on page 6 of the RFP, Scope of Work. Kiosk usually refers to a multi-space meter that a parker would approach on foot, making payment for their parking session. Is it the City’s desire that the successful bidder mount these devices on certain block faces in the enforcement zone? And if these devices are desired, will the city purchase them or expect the successful bidder to make that purchase?"

The city answered that the vendor would be responsible for supplying, installing, and maintaining kiosks if they are recommended by the proposer and agreed upon by the City.

The addendum spells out that parking fines would be collected by a company named Contract Callers, based in Augusta, Georgia. The company provides collection services for numerous city provided gas, electric, and water utilities, according to its website.

The addendum states that the vendor will provide a software that will integrate with the state Department of Transportation. "The purpose of this interface is to be able to send parking citations to the registered address," the city answered.

The city said all equipment required to run the paid parking program would be supplied and owned by the vendor.

The initial proposal under consideration involves charging for 'premiere' parking spots bordered by Ash and Alachua streets, extending from Front Street east to Eighth Street.

The main parking lot at the marina would also be included. Deputy City Manager Jeremiah Glisson told the city commission in April the area would account for 660 parking spaces in the downtown core and another 90 spaces in parking lots A & B at the city marina. One vendor estimated the paid parking program could generate $2 million in revenue for the city.

The decision whether to go forward with the paid parking initiative will go before the city commission on July 15.

View PDF of Addendum No. 1 - RFP 25-05.

Comments

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Mark Tomes

Never believe what a vendor says the city will generate in revenues. It is often wildly overestimated as a marketing technique to the city. There's something about paid parking in our downtown that just doesn't feel right. It's not just losing the quaintness of our downtown, it's also more commercializing it. And of course, adding fees to anything hurts the poorest people in our community the most, making Fernandina more of a place for the wealthy. A paid parking structure down by the port or perhaps off of eighth Street would be money better spent, I think.

Saturday, June 7 Report this
Kdaltonstmichael

Paid parking will hurt numerous downtown businesses. Do you need a battery for your watch or do you want a cup of coffee? How about an ice cream treat in the evening? Just add an additional cost for parking and see how many local people stop going downtown.

4 days ago Report this
BB32034

This process is further along than most people realize - the RFP states the winning vendor must be ready to implement in October of '25 - that is less than 4 months away.

And that, of course, will not be for 3 years. It will be for 3 years with initial vendor, and if city doesn't like initial vendor the city can move to a new vendor - but the paid parking will be around forever.

3 days ago Report this
LarryG

Paid parking is a hassle and I’m not sure that the revenue is worth the effort. It may seem simple but the first few times can be confusing especially with the seniors.

5 hours ago Report this

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Paid parking contract would be for three years

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