CITY OF ATLANTA HARTSFIELD-JACKSON ATLANTA INTERNATIONAL AIRPORT REQUEST FOR PROPOSALS FC-7105 PARKING OPERATIONS MANAGEMENT SERVICES

Transcription

1 CITY OF ATLANTA HARTSFIELD-JACKSON ATLANTA INTERNATIONAL AIRPORT REQUEST FOR PROPOSALS FC-7105 PARKING OPERATIONS MANAGEMENT SERVICES MIGUEL SOUTHWELL INTERIM AVIATION GENERAL MANAGER DEPARTMENT OF AVIATION ADAM L. SMITH, ESQ., CPPO, CPPB, CPPM, CPP CHIEF PROCUREMENT OFFICER DEPARTMENT OF PROCUREMENT

2 FC-7105: Parking Operations Management Services Page ii

3 FC-7105: Parking Operations Management Services Page iii

4 FC-7105: PARKING OPERATIONS MANAGEMENT SERVICES Table of Contents PART 1 PART 2 PART 3 PART 4 PART 5 INFORMATION AND INSTRUCTIONS TO PROPONENTS CONTENTS OF PROPOSALS/REQUIRED SUBMITTALS EVALUATION OF PROPOSALS SUBMITTAL FORMS SERVICES AGREEMENT EXHIBIT A Scope of Services ATTACHMENT 1 Facilities Information & Statistics ATTACHMENT 2 Domestic Terminal Parking Lots ATTACHMENT 3 International Terminal Parking Lot ATTACHMENT 4 HJAIA Parking Spaces ATTACHMENT 5 Master Inventory ATTACHMENT 6 PRCS Equipment (Xerox) ATTACHMENT 7 PRCS Equipment (CTR) ATTACHMENT 8 Operations, Maintenance, and Repair Roles ATTACHMENT 9 Atlanta Airport Parking Staffing Chart ATTACHMENT 10 Hourly Wages ATTACHMENT 11 PRCS Lane Equipment ATTACHMENT 12 FY2013 Self Park Operating Budget ATTACHMENT 13 FY2013 Park Ride Operating Budget ATTACHMENT 14 FY2013 International Operating Budget ATTACHMENT 15 Parking Statistics EXHIBIT A.1 EXHIBIT A.2 Operational Budget Management Fee FC-7105: Parking Operations Management Services Page iv

5 EXHIBIT B EXHIBIT C EXHIBIT D EXHIBIT E EXHIBIT F APPENDIX A City Council Resolution Definitions Insurance and Bonding Requirements Dispute Resolution Procedures Airport Access, Security and Safety Measures Office of Contract Compliance Requirements FC-7105: Parking Operations Management Services Page v

6 FC-7105: Parking Operations Management Services Page 1

7 Part 1 Information and Instructions to Proponents 1. Services Being Procured: This Request for Proposals ( RFP ) from qualified proponents ( Proponent or Proponents ) by the City of Atlanta (the City ), on behalf of its Department of Aviation ( DOA ), seeks proposals for Parking Operations Management Services. Hartsfield-Jackson Atlanta International Airport ( Airport ) Parking Operation is one of the largest and busiest airport parking operations in the United States. Airport parking is the largest single source revenue generator at the Airport and is one of the primary revenue sources to fund the Department of Aviation s operating expenses, which includes maintenance, security, facilities, debt services, management, administrative support and capital projects. The Parking Operations Management Contractor is responsible for the comprehensive management of the parking operation, which is comprised of over 34,000 parking spaces. The parking facilities at the Domestic Terminal are subdivided into six (6) categories of parking, which consists of Hourly (located in deck), Daily (located in deck), Economy (walkable surface), Airport Park Ride (remote surface), Gold Reserve (located in deck) and Park Ride Reserve (remote surface). The International Terminal parking facilities are subdivided into three (3) categories of parking, which consist of Hourly Parking, Gold Reserve parking (located in Hourly Parking deck), and Airport Park Ride (offering shuttle service to and from International curb). A more detailed Scope of Services sought in this procurement is set forth in Exhibit A Scope of Services, attached to the form of Services Agreement ( Services Agreement ) for Contract No. FC-7105: Parking Operations Management Services, included in this RFP at Part 5. 1 The initial term of the Agreement to be executed with the successful Proponent shall commence on the Effective Date for a period of three (3) years, unless terminated earlier. The Agreement shall also be subject to an option to renew for two (2) additional one (1) year terms, which may be exercised in the City s sole discretion. 2. Method of Source Selection: This procurement is being conducted in accordance with all applicable provisions of the City of Atlanta s Code of Ordinances ( Code ) and the particular method of source selection for the services sought in this RFP is Code (Competitive Sealed Proposals). By submitting a Proposal concerning this 1 All capitalized terms contained in the Services Agreement are incorporated into this RFP. FC-7105: Parking Operations Management Services Page 2

8 procurement, the Proponent acknowledges that it is familiar with all laws applicable to this procurement, including, but not limited to, the Code and Charter, which laws are incorporated into this RFP by this reference. 3. Minimum Qualifications: To participate in this procurement, Proponent, at a minimum, must have throughout the past five consecutive years, been continuously and actively operating as the primary parking facility operator at one medium-hub airport (as defined by the FAA) having 15,000 or more multi-level and surface public parking spaces with no less than 5,000 spaces in a single facility and $30 million in public parking revenue annually. The proposed General Manager must have a minimum of five (5) years of management experience with at least three (3) years at a medium-hub or larger airport operation. Where the Proponent is a joint venture or other multiple-entity organization, entities comprising majority ownership interest in the Proponent (i.e., over 50% ownership) must meet these minimum requirements. The successful Proponent will be required to demonstrate that it is duly authorized to conduct business in the State of Georgia. If an Agreement is awarded pursuant to this procurement, the successful Proponent, at the time of contract execution, may not have an ownership, financial, or other interest in, or business relationship with, or have any decision-making authority over, any parking facility located within five (5) miles of the Airport. For purposes of this requirement, the following definitions apply: A. Proponent means each Proponent and any legal entity(ies) comprising a Proponent and any affiliate of such Proponent and any legal entities comprising such Proponent. B. "Affiliate" means any legal entity that, directly or indirectly through one of more intermediate legal entities, controls, is controlled by or is under common control with the Proponent or any legal entity(ies) comprising a Proponent. C. Control means that the controlling entity: (i) possesses, directly or indirectly, the power to direct or cause the direction of the management and policies of the controlled entity, whether through the ownership of voting securities or by contract or otherwise; or (ii) has direct or indirect ownership in the aggregate of fifty one (51%) or more of any class of voting or equity interests in the controlled entity. It is not be a violation of the terms of this procurement if, during the solicitation but prior to the award and execution of an Agreement, a Proponent has an ownership, financial, or other interest in, or business relationship with, or has any decision-making authority over, any parking facility located within five (5) miles of the Airport. Such Proponent must, however, disclose such interest, relationship, or authority in its FC-7105: Parking Operations Management Services Page 3

9 Proposal and, if it is awarded an Agreement, divest itself of such ownership, financial, or other interest, terminate such business relationship, or relinquish such decision-making authority before executing the Agreement and provide City with satisfactory evidence of such divestiture. No Proponent or entity comprising Proponent may submit more than one proposal under the same or different names or as part of multiple organizations. The City reserves the right to disqualify any Proponent or entity comprising Proponent that submits more than one Proposal in response to this solicitation. 4. No Offer by City; Firm Offer by Proponent: This procurement does not constitute an offer by City to enter into an agreement and cannot be accepted by any Proponent to form an agreement. This procurement is only an invitation for offers from interested Proponents and no offer shall bind City. A Proponent s offer is a firm offer and may not be withdrawn except under the rules specified in City s Code and other applicable law. 5. Proposal Deadline: Proposals must be received by the City s Department of Procurement, located at 55 Trinity Avenue, S.W., City Hall, Suite 1900, Atlanta, Georgia , no later than 2:00 p.m., on Wednesday, August 6, Any Proposal submitted after this time will not be considered and will be rejected and returned. 6. Pre-Proposal Conference: Each Proponent is strongly encouraged to attend the Pre- Proposal Conference scheduled for Thursday, June 19, 2014, at 2:00 P.M., at the DOA Technical Support Campus, 1255 South Loop Road, College Park, Georgia. Each Proponent must be fully informed regarding all existing and expected conditions and matters which might affect the cost or performance of the Services. Any failure to full investigate parking operations at the Airport shall not relieve any Proponent from its responsibility to properly evaluate the difficulty or cost of successfully performing the Services. 7. Procurement Questions; Prohibited Contacts: Any questions regarding this RFP should be submitted in writing to the City s contact person, Kiondria Walker, Contract Officer, Department of Procurement, 55 Trinity Avenue, SW, Suite 1900, Atlanta, Georgia , by fax (404) or kmwalker@atlantaga.gov, on or before Wednesday, June 25, 2014, at 5:00 P.M. Questions submitted after the designated period will not be considered. Any response made by the City will be provided in writing to all Proponents by addendum. It is the responsibility of each Proponent to obtain a copy of any Addendum issued for this procurement by monitoring the City website at and its Department of Procurement s Plan Room which is open during posted business hours at Department of Procurement, 55 Trinity Avenue, SW, Suite 1900, Atlanta, Georgia No Proponent may rely on any verbal response to any question submitted concerning this RFP. All Proponents and representatives of any Proponent are strictly prohibited from contacting any other City employees or any third-party representatives of the City on any matter having to do with this RFP. All communications by any Proponent concerning this RFP must be made FC-7105: Parking Operations Management Services Page 4

10 to the City s contact person, or any other City representatives designated by the Chief Procurement Officer in writing. 8. Electronic Proposal Documents: This RFP is being made available to all Proponents by electronic means. By responding to this RFP, Proponent acknowledges and accepts full responsibility to ensure that it is responding to the correct form of RFP, including any addenda issued by the City s Department of Procurement. Proponent acknowledges and agrees that in the event of a conflict between the RFP in the Proponent s possession and the version maintained by the Department of Procurement, the version maintained by the City s Department of Procurement shall govern. The RFP document is available at 9. Ownership of Proposals: Each Proposal submitted to the City will become the property of the City, without compensation to a Proponent, for the City s use, in its discretion. 10. Applicable City OCC Programs: The City s OCC Programs applicable to this procurement are set forth in Appendix A attached to the form of Services Agreement included in this RFP. By submitting a Proposal in response to this procurement, each Proponent agrees to comply with such applicable OCC Programs. 11. Insurance and Bonding Requirements: The insurance and bonding requirements for any Agreement that may be awarded pursuant to this RFP are set forth in Exhibit D attached to the form of Services Agreement included in this RFP. 12. Examination of Proposal Documents: Each Proponent is responsible for examining with appropriate care the complete RFP and all Addenda and for informing itself with respect to all conditions which might in any way affect the cost or the performance of any Services. Failure to do so will be at the sole risk of the Proponent, who is deemed to have included all costs for performance of the Services in its Proposal Each Proponent shall promptly notify City in writing should the Proponent find discrepancies, errors, ambiguities or omissions in the Proposal Documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFP. Replies to such notices may be made in the form of an addendum to the RFP, which will be issued simultaneously to all potential Proponents who have obtained the RFP from City City may in accordance with applicable law, by addendum, modify any provision or part of the RFP at any time prior to the Proposal due date and time. The Proponent shall not rely on oral clarifications to the RFP unless they are confirmed in writing by City in an issued addendum. FC-7105: Parking Operations Management Services Page 5

11 13. Rejection of Proposals; Cancellation of Solicitation; Waiver of Technicalities: The City reserves the right to reject any Proposal or all Proposals, to waive any technical defect in a Proposal, or to cancel this procurement at any time in accordance with the Code. 14. Award of Agreement; Execution: If the City awards an Agreement pursuant to this procurement, the City will prepare and forward to the successful Proponent an Agreement for execution substantially in the form included in Part 5 of this RFP. 15. Georgia Open Records Act: Information provided to the City is subject to disclosure under the Georgia Open Records Act ( GORA ). Pursuant to O.C.G.A (a)(34), [a]n entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A et seq.]. FC-7105: Parking Operations Management Services Page 6

12 Part 2 Contents of Proposals/Required Submittals 1. General Contents of Proposals: A Proponent must submit a complete proposal in response to this RFP in the format specified in this RFP. No other format will be considered. A proposal will consist of two (2) separate volumes: Volume I will consist of information drafted and provided by the Proponent; and Volume II will consist of information provided by the Proponent on forms provided by the City in this RFP. 2. VOLUME I (Information drafted and provided by a Proponent): 2.1. Executive Summary: Each Proponent is required to provide an overview of the Proponent s qualifications to provide the Services being procured through this RFP. At a minimum, the Executive Summary must contain the following information: Complete legal name of the Proponent and the name of the legal entities that comprise the Proponent. The Proponent must provide the domicile where each entity comprising it is organized, including entity name, brief history of the entity, contact name, address, phone number, and facsimile number, as well as the legal structure of the entity and a listing of major satellite offices If Proponent is a corporation or limited liability company formed in the State of Georgia, Proponent must include a copy of its Certificate of Incorporation or its Certificate of Organization from the Georgia Secretary of State s office If Proponent is a corporation or limited liability company formed outside the State of Georgia, Proponent must include a copy of its Certificate of Organization from the state in which the Proponent was formed and a Certificate of Authority from the Secretary of the State of Georgia authorizing the Proponent to transact business within the State of Georgia The general and specific capabilities and experience of the Proponent s team. Each Proponent must identify examples where team members have worked together to complete a project and discuss how the team was formed and how the team will function as an integrated unit in providing services to the City Evidence of the Proponent s plan for complying with the City s EBO goals (see Appendix A). Proponent s narrative, which is complimentary to the forms required at Appendix A, should include detailed information regarding the subcontractor(s) the Proponent intends to use (or, in the case of joint ventures ( JV ), the minority interest holder(s) of Proponent) and should indicate the role and responsibilities these firms will be assigned. Each Proponent must provide a letter from each subcontractor (or JV minority interest holder) indicating that the firm concurs with the role and responsibility Proponent has described. FC-7105: Parking Operations Management Services Page 7

13 A declarative statement as to whether the Proponent or any member of the Proponent s team has an open dispute with the City or is involved in any litigation associated with work in progress or completed in either the private or the public sector during the past five (5) years Operations Plan Describe in detail the Proponent s proposed operating procedures for: Public parking operations Facility operations; Customer transactions; Cashiering operations; and Vehicle inventory Employee parking operations Facility operations; Customer transactions; and Billing and access control Valet parking operations Facility operations; Customer transactions; Vehicle inventory; Staffing Plan; Proposed strategy to maximize net profits; and Describe plan to track and minimize claims Shuttle operations Fleet management; Shuttle bus dispatching; FC-7105: Parking Operations Management Services Page 8

14 Courtesy Shuttle Carts; Shuttle bus tracking, frequency compliance measures; and Rider counts Revenue, Collections and Control Provide a detailed description of the Proponent s plan for collecting and accounting for parking revenues. This shall include the personnel involved in the collection, accounting, auditing, and deposit of revenues; proposed handling of daily and monthly reconciliation reports; procedures for handling of cash, lost tickets, and non-revenue transactions, cashier shift changes, and other revenue related procedures. Address measures designed to prevent employee and customer theft of revenue under a License Plate Recognition (LPR) system The Proponent shall demonstrate in its proposal its capability of operating the revenue control system and knowledge of operating procedures. In addition, the Proponent shall specifically address: Cashier banks describe opening, closing and shift changes in regards to cashier s banks; Monitoring of cash accumulation in cashier booths and express pay stations; and Auditing plan and procedures Monthly Reports. Submit monthly operating reports ending in the most recent fiscal year that the Proponent has prepared comparable to the Airport. Provide a summary listing of the operating reports the Proponent provides in its best parking location, including a brief description of each report. Explain procedures for reconciliation and adjustments Maintenance Procedures. Provide a detailed description of proposed maintenance and/or replacement schedules, procedures and corresponding staffing for all parking facilities and equipment at the Airport for which the selected Proponent will have maintenance responsibilities Financial and Accounting Procedures and Controls. Describe proposed internal reporting, budgeting, accounting and auditing procedures. FC-7105: Parking Operations Management Services Page 9

15 Include procedures, reviewing frequencies, positions involved, internal and external report forms, and data collection and storage procedures. Describe the controls around the collection of cash and how the Proponent will handle cash collection Communications with Department of Aviation. Describe proposed communications with the DOA, how communications will be achieved, when regular communications are proposed to occur, and what routine and emergency procedures are proposed to ensure coordinated operations Inventory Control. Describe proposed methods of vehicle inventory management and control Home Office Support/Relationship. Describe the proposed support activities to be provided by the home office and the general reporting and operating relationship between local and home office management Facility Security. Describe recommended security procedures and safeguards to be followed in the operation Emergency Procedures. Describe proposed emergency procedures for, at a minimum, the instances listed below. Procedures should include steps for City notification: Automobile and personal injury accidents; Robbery and theft; Fuel spills; Fire; Power failure; Customer delays in exiting; and Revenue Control System failure Vehicle Maintenance Procedures. Provide a detailed description of proposed bus preventive maintenance schedules and corresponding staffing for all shuttle bus facilities and equipment maintenance. This shall include, at a minimum: Vehicle preventive maintenance procedures; FC-7105: Parking Operations Management Services Page 10

16 Facilities preventive maintenance procedures; and Maintenance reports and related statistics: vehicle maintenance and performance data to be reported, how frequently these reports are compiled, and the forms to be maintained for maintenance records Administrative Reporting Procedures. Describe internal and external administrative reporting procedures. Include the positions involved, internal and external report forms, and data collection and storage procedures. Provide a sample of the payroll register you are planning to submit as part of the monthly Certified Statement Internal Accounting, Auditing, and Inventory Control. Describe internal reporting, accounting, and auditing procedures and methods of cash handling for small purchases and overall bus and vehicle inventory management and control, including theft prevention. Include general and specific procedures and the job positions involved Communications with the Parking Operator. Address who will be responsible for and/or involved in the communications with the parking operator, how communications will be achieved, when regular communications are proposed to occur, and what standard and emergency procedures are proposed to ensure coordinated operations between the parking and shuttle bus operator. Proponent shall complete the Proponent Contact Directory Form included in Form Recommended Changes, Improvements, and Innovations. The Proponent shall suggest innovations or changes to the operation based upon its trade experience and shall demonstrate how it will implement these innovations and other programs with emphasis on cost containment and customer service. This may include any aspect, such as operating procedures, Facilities, revenue control systems, equipment, valet, security services, and shuttle bus operations. Any such recommended change, improvement, and/or innovation should be reflected in the proposed Operating Budget, and noted as a recommendation Transition Plan. Each Proponent shall submit a transition plan describing its proposed methodology for its start-up of operations. The Proponent shall provide a detailed schedule with its key milestones and dates each milestone shall be complete. Show the time required for hiring and training of employees, coordination with uniforms, keys, Airport familiarization, etc. No space is available at the Airport for the Proponent s use during the transition period Industry Experience and Qualifications. FC-7105: Parking Operations Management Services Page 11

17 The Proponent shall demonstrate that it and the proposed daily management team have active, satisfactory experience with, and responsibility for the management and operation of a comparable parking and shuttle bus operation to the one to be awarded. Include any valet parking and other parking management, maintenance and shuttle bus experience at airports or other locations within the past ten (10) years The Proponent shall specifically show that its proposed management and other staff personnel are fully capable and qualified to handle the duties and responsibilities of an operation of the size and complexity of the parking, valet, and shuttle buses at the Airport and the demonstrated capability of operating a revenue control system similar or equal to the Parking Revenue Control System (PRCS), manufactured by ACS Transport Solutions, presently in use at the Airport The Proponent shall specifically demonstrate its experience at other airport locations, describing experience managing and maintaining similar facilities, collecting and processing high volume cash transactions, and providing significant service and contact with the public The Proponent shall clearly state how the duration and extent of the Proponent s experience and qualifications in the parking and shuttle business qualify the Proponent to operate a business the size and magnitude of the Agreement to be awarded Indicate the location, address, phone number and person to contact at the Proponent s parking and shuttle bus locations that are most similar to the Airport. Include photographs, plans or renderings with a descriptive outline of the best location, the number of public parking spaces, buildings, areas and/or garages managed; number of vehicles managed/maintained and list gross receipts, management fees, cost of operations, for the most recent fiscal year, the dates of continuous operation, and why its location and operation are best. Include the scope of management, maintenance, janitorial, administrative, and subcontracting responsibilities The Proponent shall identify all Airport locations which it currently operates or at which it has operated parking and/or shuttle bus operations for the most recent five (5) years Provide the (i) name and current telephone number of a reference for each facility; (ii) the dates of the beginning and the end of the Term; (iii) a description of the service and scope of operations provided at each location along with size of parking areas, shuttle service routes, volume of shuttle passengers, and number of shuttles and vehicles; (iv) gross FC-7105: Parking Operations Management Services Page 12

18 revenues and expenses of the most current operating budget; (v) type of agreement, e.g., management or concession; and (vi) the type of revenue equipment in operation. The aforementioned entities may be contacted by the City to obtain information regarding the Proponent s operation and performance, including, but not limited to, the effectiveness and quality of operation, customer complaint record, financial status, timeliness of deposits and payments, and overall satisfaction with performance Management and Personnel Plan Describe the management policies and practices that the Proponent would incorporate in the operation of all parking facilities, including but not limited to shuttle operations, valet, shuttle cart services, and security at the Airport. Describe the management individual(s) who will be the point of contact for coordination with the City Provide the name, address, and a complete résumé of the qualifications and experience of the Proponent s proposed General Manager along with his/her relevant experience, and scope of responsibility. The proposed General Manager must have a minimum of five (5) years of management experience with three (3) years at an airport operation The General Manager and the General Manager s key department managers shall also be identified with a full résumé of each manager s background, experience, and credentials. The selected Proponent s General Manager shall also be interviewed by City staff prior to the execution of the Agreement to be awarded Submit a detailed organizational chart for the proposed Airport operation showing the various positions and City relative to the Proponent s overall parent and/or subcontractor s organization In addition, each Proponent shall submit a chart of the Proponent and its corporate relationships, including any parent, subsidiary, and related entities Submit staffing charts and tables showing the proposed schedule and number of management and non-supervisory personnel to manage and operate 24 hours a day, seven days a week, including provisions for peak periods. Schedules for all parking and shuttle operation employees, inclusive of valet, security and shuttle cart operations/service coverage should match demand and activity patterns. This information should clearly identify staffing levels by job classification and location, by full and part-time positions by shift, and should indicate the total number and positions of personnel on-site for all shifts proposed. FC-7105: Parking Operations Management Services Page 13

19 Each Proponent must include an explanation of how it will provide for backup staffing, handle employee breaks, and manage shift changes. The Proponent must demonstrate that Facilities will be adequately staffed to provide high quality service to the traveling public Provide position descriptions for each position in the organizational chart describing the scope of duties and responsibilities, normal working hours, reporting and supervisory responsibilities, and number of staff within this position Submit the following: 2.5. Customer Service Plan a listing of the proposed salary ranges for management and non-management job classifications; a comprehensive description of the Proponent s policies on recruiting, compensation and benefits, employee incentive programs and expected costs and benefits, bonuses, disciplinary procedures and dismissal, and employee retention and development Describe in detail the proposed Customer Service Plan and examples of Proponents successful implementation of the same or similar plan(s) Describe at least one (1) customer service program Proponent has initiated within the past five (5) years, that has received positive feedback from customers and provide a sample copy of the survey results supporting the program s success Describe in detail the type and duration of proposed training for all positions and how such training is designed to enhance customer satisfaction Describe in detail your plan to provide training to enhance all employees job performance and career development Describe proposed management and employee training pertaining to customer service including employee training for handling customers and training to assist patrons who are not familiar with the Airport or cannot locate their vehicle Provide a description of the Proponent s approach to ensure consistent customer service for all parking customers. FC-7105: Parking Operations Management Services Page 14

20 2.6. Operating Budget: Each Proponent shall submit a proposed Operating Budget for the period beginning on October 1, 2014 and ending on June 30, 2015, and an annualized operating budget, which shall detail projected Reimbursable Budgeted Expenses and projected net revenues to the City based upon the operational and maintenance requirements, Management Fee, proposed staffing, and proposed benefits, based on the Proponent s own trade experience and working knowledge of the parking and shuttle bus operation. The proposed Operating Budgets shall be presented in the format shown in Exhibit A.1 to Part 5, and shall detail significant cost items, consistent with the Proponent s industry experience and operating plan, which includes permitted subcontracting services (i.e. security, valet services, etc). In Attachments 12, 13, and 14, the City s historical parking and shuttle bus expenses are shown as well as the current fiscal year budget of the current Operator. Please explain in detail any creative cost savings or management programs that your company would recommend and implement in the first Contract Year Each Proponent must submit an Operating Budget over the contract term that must support the Scope of Services contained in herein and fully encompass all activities in the Proponent s proposal Management Fee Each Proponent shall submit with its Proposal a Management Fee offer on the form contained in Exhibit A.2 attached to the form of Services Agreement at Part Prices shall be stated in United States dollars and shall include all items necessary to provide the specific services needed to manage parking operations at the Airport as proposed. A list if those items will be provided in the Scope of Services. The DOA will not accept charges for any other costs or fees not listed in the Scope of Services or otherwise agreed to by both parties. 3. VOLUME II (Information required by a Proponent on forms provided by the City): 3.1. Illegal Immigration Reform and Enforcement Act Each Proponent must complete and submit a Contractor s Affidavit, attached hereto at Form 1: Illegal Immigration Reform and Enforcement Act Forms with its proposal. This RFP is subject to the Illegal Immigration Reform and Enforcement Act of 2011 ( Act ). Pursuant to the Act, the Proponent must provide with its proposal proof of its registration with and continuing and future participation in the E-Verify Program established by the United States Department of Homeland Security. Under state law, the City cannot consider any proposal which does not include a completed Contractor s Affidavit. It is not the intent of this notice to provide detailed information or legal advice concerning the Act. All Proponents intending to do business with the City are responsible for independently apprising themselves of and complying with the requirements of the Act and assessing its effect on City procurements and their FC-7105: Parking Operations Management Services Page 15

21 participation in those procurements. For additional information on the E-Verify program or to enroll in the program, go to Contractor Disclosure Form Each Proponent must complete and submit Form 2: Contractor Disclosure Form with its proposal Proponent s Financial Disclosure Each Proponent must complete and submit Form 3: Proponent Financial Disclosures with its proposal. The City s evaluation of financial information concerning a Proponent and its consideration of such information in determining whether a Proponent is responsive and responsible may involve a review of several items of information required to be included in a proposal. City will review the information included in Form 3 attached hereto and any additional information required on that form to be included in a proposal. Failure to accurately report financial information shall be grounds for disqualification of Proponent or termination of any Agreement resulting from this solicitation. In addition, Proponent must provide evidence of its ability to submit the Performance Guarantee, including (a) notarized letter(s) from Proponent s proposed insurer(s) and surety(ies) indicating that the financial capacity of the Proponent is such that the insurer(s)/surety(ies) is/are willing to issue insurance and Payment and Performance Bonds for the Proponent if a Contract is awarded to it. Further, if this RFP requires a successful Proponent that is awarded a Contract pursuant to this procurement to post some other type of performance guarantee (e.g. letter of credit, guaranty agreement, etc.), a Proponent must submit with its Proposal a notarized letter from an appropriate financial institution (e.g. bank) indicating that it is willing to issue such performance guarantee for the Proponent if a Contract is awarded to it Acknowledgment of Insurance and Bonding Requirements Each Proponent must complete and submit Form 5: Acknowledgement of Insurance and Bonding Requirements with its Proposal. The insurance and bonding requirements for any agreement that the City may award pursuant to this RFP are set forth in Exhibit D: Insurance and Bonding Requirements Acknowledgment of Addenda Each Respondent must complete and submit an acknowledgement with its proposal that it has received all Addenda issued by the City for this RFP. Form 7: Acknowledgement of Addenda has been included and may be used to satisfy this requirement Respondent Contact Directory Each Proponent must complete and submit Form 8: Respondent Contact Directory with its proposal to include the names, positions/titles, firms, mailing addresses, phone and fax numbers and (when possible) addresses for at least two individuals, one (1) primary and one (1) secondary, who are authorized to represent Respondent for purposes of this RFP and to whom notices regarding the Respondent s qualification may be sent. FC-7105: Parking Operations Management Services Page 16

22 3.7. Office of Contract Compliance Requirements: Respondent must submit all documents described in Part 5 - Appendix A. 4. Submission of Proposals: 4.1. A Proposal must be submitted in sealed envelope(s) or package(s) and the outside of the envelope(s) or package(s) must clearly identify the name of the project: FC-7105: Parking Operations Management Services, and the name and address of the Proponent. All Proposals must be submitted to: Adam L. Smith, Esq., CPPO, CPPB, CPPM, CPP Chief Procurement Officer Department of Procurement 55 Trinity Avenue, S.W. City Hall, Suite 1900 Atlanta, Georgia The Respondent is required to submit one (1) original and eight (8) copies of its Informational Proposal. Each Informational Proposal must be submitted on 8½ x 11 single-sided, double-spaced, typed pages, using 12 point font size and such pages must be inserted in a standard three-hole ring binder. Each Informational Proposal must contain and index and separate sections for the information requirements set forth in this RFP, as well as for the forms required to be submitted. FC-7105: Parking Operations Management Services Page 17

23 5. Submittals: The following submittals must be completed and submitted with each Proposal. Item # 1. Executive Summary 2. Operations Plan Required Proposal Submittal Check Sheet 2 Volume 1 3. Industry Experience and Qualifications 4. Management and Personnel Plan 5. Customer Service Plan 6. Exhibit A.1: Operating Budget 7. Exhibit A.2: Management Fee Volume 2 8. Form 1: Illegal Immigration Reform and Enforcement Act Contractor Affidavit 9. Form 2: Contractor Disclosure Form 10. Form 3: Proponent s Financial Disclosures 11. Form 5: Acknowledgement of Insurance and Bonding 12. Form 7: Acknowledgement of Addenda 13. Form 8: Respondent Contact Directory 14. Appendix A: Office of Contract Compliance Submittals Check ( ) NOTWITHSTANDING THIS CHECK SHEET, RESPONDENTS ARE ADVISED THAT ALL SUBMITTALS REQUIRED BY THIS SOLICIATION DOCUMENT (WHETHER OR NOT LISTED IN THIS CHECK SHEET) MUST BE COMPLETED IN-FULL, AND IF APPLIACBLE, SIGNED, SEALED AND NOTARIZED. BY SUBMITTING A RESPONSE TO THIS RFP, RESPONDENT ACKNOWLEDGES AND AGREES THAT THE CITY PROVIDED THIS CHECK SHEET SOLEY FOR RESPONDENT S CONVENIENCE. 2 This table is included for Respondent s convenience and may be used to track the preparation and submittal of certain required information with its Proposal. FC-7105: Parking Operations Management Services Page 18

24 Part 3 Evaluation of Proposals All Proposals will be evaluated in accordance with the City s Code and the criteria specified on the Percentage Evaluation Form and considering the information required to be submitted in each Proposal. An Evaluation Committee will review the Proposals in accordance with this RFP. All Proposals will be evaluated using the criteria specified below: 1. Operations Plan (15 points) Evaluators will consider the quality, comprehensive nature, and feasibility of the Proponent s Operations Plan for the proposed structure, procedures and methods of operation as presented in Proponent s Operations Plan. 2. Industry Experience and Qualifications (10 points) Evaluators will consider the background, qualifications, and experience of the Proponent in parking and shuttle bus operations. The City will consider the quality of past performance with regard to customer service, reliability of service, and facility maintenance. 3. Management and Personnel Plan (10 points) Evaluators will consider the quality, comprehensiveness, and feasibility of the Proponent s Management Plan for staffing, management personnel, training, and customer service plan for parking and shuttle buses. The Proponent is expected to employ professional, welltrained staff, including qualified and trained supervisors, attendants, cashiers, checkers, cleaners, clerks, security and others to assure a high standard of service to fulfill its obligations under the Agreement. The Proponent shall develop, implement, and maintain a salary/wage structure by job category. 4. Customer Service Plan (10 points) Evaluators will consider the quality, comprehensiveness, and feasibility of the Proponent s customer service plan for parking and shuttle services. The Proponent is expected to employ professional, well-trained staff, including qualified and trained supervisors, attendants, cashiers, checkers, cleaners, clerks, security and others to assure a high standard of service to the airport parking patrons. 5. Operating Budget (15 points) Evaluators will consider the proposed Operating Budget the first Contract Year (the period from October 1, 2014 through June 30, 2015) of operations and will specifically evaluate the thoroughness, completeness, and reasonableness of the proposed expenses. FC-7105: Parking Operations Management Services Page 19

25 6. Management Fee Offer (15 points) Evaluators will consider the amount of the Proponent s Total Management Fee offer to the City for the first three Contract Years of the proposed Agreement, as provided by Proponent on the Management Fee Offer Form. In the event of a discrepancy between Proponent s Total Management Fee Offer and the sum of the fees offered for Contract Years No 1, No. 2, and No. 3, the sum of the fees offered for Contract Years No. 1, No. 2, and No. 3 will control and will be deemed to be Proponent s Total Management Fee Offer. Each Total Management Fee Offer will be evaluated by comparing it mathematically to the other Management Fee offers received. The lowest offer will receive the maximum score. Higher offers will receive scores based on the mathematical relationship they bear to the lowest offer. 7. Financial Capacity to Perform Services (10 points) The City s Department of Finance will evaluate the Proponent s ability to provide the requisite Performance Guarantee. Proponents who fail to sufficiently evidence an ability to obtain the required performance guarantee shall be deemed non-responsive. 8. Office of Contract Compliance Requirements (15 points) The City s Office of Contract Compliance will evaluate the compliance of the Proposal with the City s Equal Business Opportunity Program and other applicable programs, as described in Appendix A to the Form of Agreement. This criterion is not scored on a sliding scale. Proponents who demonstrate compliance with the City s programs will receive the full number of points. Proponents who fail to evidence compliance with the City s programs shall be deemed non-responsive.. FC-7105: Parking Operations Management Services Page 20

26 Part 3 Evaluation of Proposals Evaluation Form All Proposals will be evaluated in accordance with the City s Code and this RFP document, rating the criteria specified on the evaluation form and considering the information required to be submitted in each Proposal. An Evaluation Committee will review the Proposals in accordance with this RFP. EVALUATION FORM CATEGORIES CATEGORY SCORE RELATIVE WEIGHT TOTAL CATEGORY SCORE Operations Plan 15 Industry Experience and Qualifications 10 Management and Personnel Plan 10 Customer Service Plan 10 Operating Budget 15 Management Fee Offer 15 Financial Capability 10 OCC Program Requirements % For purposes of evaluating all of the Proposals timely received by the City, the City will assess a score between one (1) and ten (10) for each Category noted above. The total category score is calculated by multiplying the Category Score and the assigned Relative Weight (i.e., Category Score x Relative Weight = total category score). The Total Score is calculated by adding each Total Category Score together. The result of the calculation of the Total Score will be used to determine which Proponent has received the highest Total Score. FC-7105: Parking Operations Management Services Page 21

27 PART 4 SUBMITTAL FORMS Form 1 Form 2 Form 3 Form 5 Form 7 Form 8 Illegal Immigration Reform and Enforcement Act Forms Contractor Disclosure Form Proponent s Financial Disclosures (with attachments) Acknowledgement of Insurance and Bonding Requirements Acknowledgement of Addenda Respondent Contact Directory FC-7105: Parking Operations Management Services Page 22

28 FORM 1 Illegal Immigration Reform and Enforcement Act Forms INSTRUCTIONS TO RESPONDENTS All Respondents must comply with the Illegal Immigration Reform and Enforcement Act of 2011, O.G.G.A , et seq. ( IIREA ). Respondents must familiarize themselves with IIREA and are solely responsible for ensuring their compliance therewith. Respondents may not rely on these instructions for that purpose. These instructions are offered only as a convenience to assist Respondents in complying with the requirements of the City s procurement process and the terms of this solicitation document. 1. The attached Contractor Affidavit must be filled out COMPLETELY and submitted with the respondent s submission prior to the due date. 2. The Contractor Affidavit must contain an active Federal Work Authorization Program ( E- Verify ) User ID Number and Date of Registration. 3. Where the business structure of a Respondent is such that Respondent is required to obtain an Employer Identification Number ( EIN ) from the Internal Revenue Service, Respondent must complete the Contractor Affidavit on behalf of, and provide a Federal Work Authorization User ID Number issued to, the Respondent itself (see Example 1 below). Where the business structure of a Respondent does not require it to obtain an EIN, each entity comprising Respondent must submit a separate Contractor Affidavit (see Example 2 below). Example 1, ABC, Inc. and XYZ, Inc. form and submit a response as Happy Day, LLC. Happy Day, LLC must enroll in the E-verify program and submit a single Contractor Affidavit in the name of Happy Day, LLC which includes the Federal Work Authorization User ID Number issued to Happy Day, LLC. Example 2, ABC, Inc. and XYZ, Inc. execute a joint venture agreement and submit a response under the name Happy Day, JV. If based on the nature of the JV agreement, Happy Day, JV is not required to obtain an EIN from the IRS, then the response submitted by Happy Day, JV must include both a Contractor Affidavit for ABC, Inc. and a Contractor Affidavit for XYZ, Inc. 4. All Contractor Affidavits must be executed by an authorized representative of the entity named in the Affidavit. 5. All Contractor Affidavits must be notarized. 6. All Contractor Affidavits must be submitted with the Respondent s response to the solicitation document. 7. Subcontractor and sub-subcontractor affidavits are not required at the time of response submission, but will be required at contract execution or in accordance with the timelines set forth in IIREA. FC-7105: Parking Operations Management Services Page 23

29 Contractor Affidavit under O.C.G.A (b)(1) By executing this Contractor Affidavit, the undersigned contractor verifies its compliance with O.C.G.A , stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the City of Atlanta has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A (b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User Identification Number Date of Authorization Name of Contractor: Name of Project: Name of Public Employer: City of Atlanta I hereby declare under penalty of perjury that the forgoing is true and correct. Executed on,, 20 in (city), (state) Signature of Authorized Officer or Agent Printed name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE, DAY OF, 201 NOTARY PUBLIC My Commission Expires: FC-7105: Parking Operations Management Services Page 24