DEPARTMENT OF PROCUREMENT SERVICES - CITY OF CHICAGO JULY 15, 2011 ADDENDUM NO. 1 REQUEST FOR PROPOSAL ( RFP ) FOR

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1 - JULY 15, 2011 ADDENDUM NO. 1 TO REQUEST FOR PROPOSAL ( RFP ) FOR PROPERTY MANAGEMENT SERVICES FOR TERMINAL 5 AT O HARE INTERNATIONAL AIRPORT Specification No For which Proposals are due to be received no later than 4:00 p.m., Daylight Savings Time on Friday, July 27, 2011 in the Department of Procurement Services, Bid and Bond Room (Room 301, City Hall). Respondent should acknowledge receipt of this Addendum No. 1 in the cover letter submitted with its Response. This Addendum No. 1 includes revisions and answers to questions found relevant as set forth in the RFP: I. Revisions, and Changes; II. Questions and Answers/Clarifications The information contained in this Addendum No. 1 is incorporated by reference into the original RFP document issued on June 10, Page 1 of 8

2 JULY 15, 2011 ADDENDUM NO. 1 FOR REQUEST FOR PROPOSAL ( RFP ) FOR PROPERTY MANAGEMENT SERVICES FOR TERMINAL 5 AT O HARE INTERNATIONAL AIRPORT Specification No For which Proposals are due in the Department of Procurement Services, Bid and Bond Room, Room 301, City Hall, 121 N. LaSalle Street, Chicago, Illinois 60602, at 4:00 p.m., Daylight Savings Time, Wednesday, July 27, The following revisions/clarifications are incorporated into the above-referenced RFP document. All other provisions and requirements as originally set forth remain in full force and are binding. RESPONDENT SHOULD ACKNOWLEDGE RECEIPT OF THIS ADDENDUM IN THE COVER LETTER SUBMITTED WITH ITS RESPONSE. SECTION I: NOTICE OF REVISIONS/CHANGES REVISION DESCRIPTION 1. Exhibit 1, Scope of Services; Section 3. Maintenance and Engineering Services, Subsection I (on page 9): is deleted and replaced in its entirety as follows: The selected Property Management Contractor will be responsible for the coordination of operations and maintenance systems related to all heating and air conditioning services with the Chicago Department of Aviation s (CDA) Facilities personnel, as it relates to the thermal energy generated by the Heating and Refrigeration Plant (H&R) and delivered to Terminal 5. The CDA will be responsible for the delivery of high temperature high pressure hot water and chilled water to Terminal 5 while the selected Property Management contractor will be responsible for the operations and maintenance of the Terminal s infrastructure, distribution systems and controlling components. The systems are comprised of all heat exchangers (including shells and tube bundles), valves, metering devices, control air, gauges, piping, pumps, motors, electrical distribution equipment, separators, support mechanisms and insulation. Page 2 of 8

3 REVISION DESCRIPTION 2. Exhibit 1, Scope of Services; Section 3. Maintenance and Engineering Services, Subsection j (on page 9): is deleted. 3. Exhibit 1, Scope of Services; Section 3. Maintenance and Engineering Services, Subsection 2 - General Maintenance, item 5 (Section 3.2. item 5 on page 10), "Interior & Exterior Doors and Hardware (Excluding all doors with an access control system) for all Terminal/Facilities doors" is deleted. 4. Exhibit 1, Scope of Services; Section 3. Maintenance and Engineering Services, Subsection 2 - General Maintenance, item 12 (Section 3.2. item 12 on page 11), "Roofing/decking" is modified to read as "Roofing/Decking Administration of warranty related issues". 5. Exhibit 1, Scope of Services; Section 3. Maintenance and Engineering Services, Subsection 2 - General Maintenance, item 17 (Section 3.2. item 17 on page 11), Roof (inspections and minor repair)" is modified to read as Roof inspections". 6. Exhibit 1, Scope of Services; Section 3. Maintenance and Engineering Services, Subsection 2 - General Maintenance, item 22 (Section 3.2. item 22 on page 11), Maintenance and replacement of existing static and dynamic signage (excluding tenant signs and banners)" is deleted. 7. Exhibit 1, Scope of Services; Section 3. Maintenance and Engineering Services, Subsection 2 - General Maintenance, item 23 (Section 3.2. item 23 on page 11), Installation of new static and dynamic signage (excluding tenant signs and banners)" is deleted. 8. Exhibit 1, Scope of Services; Section 3. Maintenance and Engineering Services, Subsection 2 - General Maintenance, item 41 (Section 3.2. item 41 on page 11), International terminal building Interior Expansion Joints " is deleted. 9. Exhibit 1, Scope of Services; Section 3. Maintenance and Engineering Services, Subsection 2 - General Maintenance, item 42 (Section 3.2. item 32 on page 11), Vestibule ped-mats & seasonal floor mats" is modified to read as Vestibule seasonal floor mats ". SECTION II: Answers to 34 questions submitted for clarification of the RFP The following questions and requests for clarification relevant to the RFP were submitted in accordance with the instructions provided in Section I.C.1 (Communications between the City of Chicago and Respondents) of the RFP. The City s response (shown in italic) follows each question or request for clarification in the table below: A. CLARIFICATION Respondents must include a "submittal fee" in the amount of $ in its Proposal. Please see section 1.B.6, General Information, Fees for the Submission of Proposals, of the RFP: FEES FOR THE SUBMISSION OF PROPOSALS. Section of the City of Chicago Municipal Code ( CMC ) requires for each competitively bid contract and each request for qualifications/proposals where the estimated dollar value of the Contract, as determined by the Chief Procurement Officer, exceeds $10,000, that each bidder or proposer submit with its qualifications/proposal a non-refundable "submittal fee" in the amount of $ The submittal fee must be submitted no later than the date and time on which the bid or qualifications/proposal is due. The submittal fee must be in the form of a certified check, cashier's check, or money order payable to the City of Chicago. The CPO has determined the value of the contract for the Services required under this Agreement exceeds $10,000, As a result, a submittal fee to Page 3 of 8

4 the City is required to be submitted with its Proposal to this RFP is on the date and time on which the proposal is due. B. QUESTIONS & RESPONSES 1. Question: If a bidder has proper access to the terminal facility, can the bidder conduct a tour of the terminal on his own time? Yes, however the bidder will not have access to all areas. 2. Question: Please confirm that we should not budget for "Installation & Maintenance of Hygienic Toilet Seats" since contractor may be asked to bid out these services. You are correct. Please do not include "Installation & Maintenance of Hygienic Toilet Seats" as a budget item in your cost proposal. 3. Question: Is the current custodial equipment owned by the City or current vendor? All equipment is owned by City except Arien snow brush and Gravely snow blower. 4. Question: Can the City provide the number of restroom fixtures in the terminal? 197 toilets, 80 urinals, 164 sinks. 5. Question: Please clarify the reasoning and purpose for the Delivery and Restocking paragraph on page 1 of the Scope of Services. Any specific delivery instructions being mandated by this? Yes. The delivery instruction being mandated is that no delivery or restocking should take place during peak passenger hours. 6. Question: Please clarify what licenses, registrations, etc. are known and referenced on page 2 of the Scope of Services. The city, county and state licensing and permit requirements can be obtained from the City of Chicago, Department of Business Affairs and Consumer Protection, at 7. Question: On page 2, Section II, of the Scope of Services, it says the property manager will not be responsible for Airport Transit System (ATS) and stations. Yet later on, especially in the Janitorial section, it lists responsibility for the ATS Station. Please clarify. The areas mentioned on page 2 of the Scope of Services are airport areas that are exterior to Terminal 5. Unlike the other terminals, the ATS station is inside Terminal 5 and, therefore, cleaning of the Terminal 5 ATS platform is the Property Manager s responsibility. 8. Question: On page 4 of the Scope of Services, when referring to Key Personnel it lists certifications that are a must have. Does each position need to fulfill these requirements? Each member of the Property Manager s Key Personnel does not have to have all of the certifications/requirements set forth on page 4 but at least one Key Personnel member must maintain each certification/requirement. Page 4 of 8

5 9. Question: On page 6 of the Scope of Services, Liability Claims, it does not specify who carries the insurance. Please clarify. The Property Manager carries the insurance. See Exhibit 10 Insurance Requirements and City of Chicago Insurance Certificate. 10. Question: On page 7, item b, of the Scope of Services, does the reference to cleaner must be approved refer to the product or the person? This refers to the type of cleaning product used. 11. Question: On page 12, of the Scope of Services, Computerized Maintenance Management System Are we supplying or using the existing system furnished by the City? The Computerized Maintenance Management System referenced on page 12 is currently the City Works System; however, the CDA may elect to use a different system in the future. 12. Question: On page 13, item b, of the Scope of Services, Customer Service Representatives, should this item be included as part of the cost proposal, shown as an alternate, or not included since it will done only as directed by the Commissioner? Items set forth in Section 4 Additional Services in the Scope of Services should not be included as part of the cost proposal. These Additional Services may be provided in accordance with terms and conditions agreed to by the Contractor and the CDA if and when such services are required. 13. Question: Has the building electrical system been thermo-scanned annually & deficiencies corrected? Yes. 14. Question: Is any equipment or systems out of service. If any, will the repair or replacement be part of the budget for the new contract? All equipment and systems are operational. 15. Question: Are all escalators, moving walk ways, and elevators in good working condition and up to date in terms of City inspections? All the equipment is maintained, repaired, and in good working condition by the initial installer and has passed City inspections. 16. Question: Are all life safety systems and related equipment operational and up to date in terms of inspections? The life safety systems and related equipment is in its original and operational order. 17. Question: On the terminal walk through we noticed many light fixtures not working. Is this part of a planned energy savings plan or will all fixtures be repaired as part of the new contract. All light fixtures are working. It is part of energy savings plan. Page 5 of 8

6 18. Question: Can the bidders receive a list of employees currently working on this project that are covered under a Collective Bargaining Agreement, including seniority dates and vacation control dates? In order to obtain this information, please submit a FOIA request form. For more information go to Question: Would it be possible to receive a copy of the Pre-Submittal Conference meeting minutes via or will the meeting minutes be posted the procurement website? Yes, a copy of the Pre-Submittal Conference Attendees can be downloaded from the Department of Procurement Services web-page. For more information go to Question: What is the availability of as built plans and O&M manuals? The building has kept a good record of all as-builts and the O&M manuals. These items will be made available to the selected Property Manager. 21. Question: Will you provide a copy of the Airport Operating Plan The Airport Operating Plan is available to all tenants of O Hare and will be provided to the selected Property Manager. 22. Question: With respect to Exhibit 1 - Section IVe: Are the General Manager, Shift Manager and Chief Engineer all required to be LEED accredited, Certified Property Managers and Commissioning Agents? See answer to question 8 above. 23. Question: With respect to Exhibit 1- Section IVe: What are the minimum requirements for a commissioning agent? The commissioning agent must be a certified commissioning agent having passed the necessary examinations to receive such certification. 24. Question: With respect to Exhibit 1 - Section IV2g: Please supply the current standards for consumables. The consumables must meet the SAM standards. For more information please go to: airportmanual.html. 25. Question: With respect to Exhibit 1 Section IV3b: How are emergency repairs and maintenance beyond the scope of the contract paid for? The cost for emergency repairs and maintenance will be the Property Manager s responsibility. Page 6 of 8

7 26. Question: With respect to Exhibit 1 - Section IV3f and g: Provide a list of holiday decorations and the average number of exhibits installed/removed for the previous five years to provide a basis for the bid price. Decorations for all of the major holidays (Easter, Thanksgiving, Christmas, etc) should be installed and removed by the Property Manager. At times the City will provide the art exhibits. The installation and removal of those exhibits will be required by the Property Manager. Other exhibits differ depending on the length of contract between the artist and the City (average 1 to 2 years). The City will encourage the artist to put up and take down his/hers own exhibits with Property Manager s assistance. 27. Question: With respect to Exhibit 1 Section IV3h: Is the Property Manager reimbursed for diesel fuel? No. The cost of Diesel fuel is the Property Manager s responsibility. 28. Question: It is our understanding that the selected Property Manager is required under the RFP to clean escalator treads and risers as well as moving walk pallet treads. Does CDA have in its inventory the equipment needed to perform these services or is the selected Property Manager expected to provide the necessary equipment? The Property Manager must provide the necessary equipment. 29. Question: With respect to Exhibit 1 Section 1d: CDA requires management coverage 365 days per day/24 hours per day/7 days per week. Does CDA require that the onsite 365/24/7 coverage be provided by a salaried position who is not affiliated with any trade union? For example, could a Chief or Assistant Chief operating engineer be considered a management person for purposes of this 365/24/7 coverage requirement? It is our understanding that there are only three salaried management personnel currently assigned to Terminal 5. We want to be certain that CDA expects to increase the number of these positions in order to achieve the 365/24/7 coverage. We also want to be clear about how CDA defines management. Respondent must develop a staffing plan that provides for management coverage 24/7/365 by persons who are qualified to provide the Services as described in the RFP. Please refer to Exhibit 1, Scope of Services section IV.1. d and e for management availability requirements and descriptions about suggested Key Personnel and Question and Answer #34 below. At the very least Respondent must provide a management level point of contact that is responsible for delivery of the Services 24/7/365 and responsible for ensuring delivery of the Services whether or not directed by CDA. As this is an ongoing obligation no overtime or premium pay should be associated with these hours worked. Respondents are responsible for proposing qualified personnel whether affiliated with any union or not, and determining their appropriate FLSA designations. 30. Question: With respect to Exhibit 10 Insurance Requirements: The City of Chicago is to be named as an additional insured on a primary, non-contributory basis on the Property Manager s Commercial General Liability policy. Is it CDA s intent to have CDA s GL coverage be secondary? Page 7 of 8

8 The CDA's insurance coverage is not relevant to this RFP. The coverage required of the selected Property Manager is as stated in Exhibit 10 - Insurance Requirements and the City of Chicago Insurance Certificate. 31. Question: With respect to Exhibit 10 Insurance Requirements: Is the Property Manager required to provide Property insurance for any property owned by CDA. To the extent that the coverage requirements stated in Exhibit 10 - Insurance Requirements and City of Chicago Insurance Certificate include property owned by the City of Chicago, the Contractor must insure City property that it is in control and possession of as the Terminal 5 Property Manager (see Exhibit 10 Section A). 32. Question: Please further explain the phrase "and/or abilities:" as noted in the second sentence of the third paragraph in IV.e. of Exhibit 1 Scope of Services. That is, may demonstrable experience be acceptable in place of a certification for the Key Personnel? At least one member of the Property Manager s Key Personnel must possess each certification listed, but demonstrable experience of all Key Personnel members will be taken into account as part of the Evaluation Process. 33. Question: Please clarify the submittal requirement of not more than four (4) engagements as noted in III.B.4 of the RFP proper in respect to the possible conflicting notation in Exhibit 1 V.of a list of three (3) projects. Respondent must provide comprehensive information for at least three (3) but not more than four (4) engagements in the past five (5) years covering similar types of service for a large facility with multiple tenants with at least one (1) of those projects being a transportation facility accommodating peak passenger loads or a comparable facility with peak user traffic. 34. Question: Per Exhibit 1 - Scope of Services (page 4), a Shift Manager is required as Key Personnel. Is just one Shift Manager required or should there be multiple Shift Managers to cover all of the different shifts? The CDA requires multiple shift managers to cover different shifts Page 8 of 8