Non-Mandatory Pre-Solicitation Conference. Runway Rubber and Paint Removal Services

Transcription

1 Non-Mandatory Pre-Solicitation Conference Runway Rubber and Paint Removal Services Bid Due Date: Thursday, November 20, 2014 No later than 2:00 p.m. This meeting will be recorded.

2 Cone of Silence The cone of silence began with the advertisement of this Solicitation and will end upon selection of the successful Respondent by the Board. All inquiries/communications regarding this solicitation must be submitted to Exception: Legal Affairs

3 Authority s Website Solicitation documents Bid Form Addenda Pre-Solicitation Conference Attendance sheets Slide presentation 12 month Planned Procurements Report

4 Agenda Introductions and Sign In Background / Scope of Services Solicitation Schedule Minimum Qualifications Payments Term Submitting the Bid Form Mistakes That Could Cost You

5 Section 1.0 Background Historically, Authority has contracted the runway rubber removal services biannually with the paint removal services contracted on an as-needed basis. The bi-annual rubber removal services are generally performed on Airport Runways 19L, 19R and 01L (Runways) with periodic rubber removal services performed on Runway 01R. Rubber Removal Services are commonly provided during the months of May and November. Approximately 6,000 pounds of rubber is removed from the Runways during each cleaning and the annual expenditure for Rubber Removal Services is about $30,000.

6 Section 2.0 Scope of Services Successful Respondent will: Furnish all necessary labor, equipment, tools, and supplies. Perform Work without damage or deterioration to Runway pavement surfaces, runway lights, joint sealers and kerf sealants and ensure that the integrity of the pavement grooving is not altered by the water-blasting or vacuum services. Work must not alter the Runway Friction Coefficient (RFC) to less than 90% of the RFC measured on an adjacent runway surface. Clean the Work area and provide immediate removal of the excess water and the Runway rubber left behind by the water-blasting. Provide Paint Removal Services with a mobile, ultra-high pressure, water blast unit(s) mounted on pneumatic tires. Provide Rubber Test and Paint Test within allowable maximum number of attempts.

7 Section 2.0 Scope of Services Authority will: Provide adequate storage area and designated sites for water supply Establish Work schedule 30 days in advance Monitor all Work May engage an independent agency to test and evaluate any damage to any surface

8 Section 3.0 Solicitation Schedule Question Deadline Final Addendum Posting Thursday, 11/06/2014, by 5:00 p.m. Monday, 11/10/2014, by 5:00 p.m. Submit by to Authority s website ( > Airport Business > Procurement Department > Current Opportunities > ) Bid Form Due and Bid Opening Thursday, 11/20/2014, at 2:00 p.m. Authority s Administrative Offices Building Lobby A conference room Award by Board Thursday, 01/08/2015, at 9:00 a.m. Main Terminal Level 3 Authority s Board Room

9 Section 4.0 Minimum Qualifications Respondents must be registered with the Florida Division of Corporations (FDOC) and be authorized to do business in Florida. Register with the FDOC ( Submit your response using the company s legal name as listed with the FDOC

10 Section 4.0 Minimum Qualifications Respondents must be registered as a supplier with the Authority: Airport Business Supplier Registration Firms must log-in and update or confirm their supplier record information each year to remain in Active status in the Supplier database.

11 Section 4.0 Minimum Qualifications Respondent must not be listed on the Florida Department of Management Services, Convicted Vendor List Vendor List.

12 Section 4.0 Minimum Qualifications Respondent must have the ability to obtain the insurance coverage and minimum limits as required in Sample Contract: Worker s Comp - $100K / $500K / $100K Commercial General Liability - $1,000,000 Business Auto Liability - $1,000,000

13 Section 4.0 Minimum Qualifications Respondent must submit the following bid guaranty with its response: 5% of total Bid Price, payable in U.S. dollar value to the Authority Bank certified or cashier s check or bid bond

14 Section 4.0 Minimum Qualifications Has been in the business of ultra-high pressure, water-blasting runway rubber and paint removal services since July 1, Has provided ultra-high pressure, water-blasting runway rubber and paint removal services since July 1, 2011 for at least three medium or largehub airports, as defined by the FAA.

15 Section 6.0 Payments Fees are unit price based upon price per square foot of rubber or paint removed successfully in accordance with the Scope of Work detailed in Section 2.0, Scope of Work / Specifications. Invoices are to be submitted within 30 days of successful completion of Work. Invoices must include a summary report of the Work provided. Report should include, but not be limited to, the date of each day Work is performed and square footage of Runway rubber or paint removed per date. It is mutually agreed between Company and Authority that time is of the essence of this Contract, and in the event the Work has not been completed within 11 calendar days after the date and time the first Runway is available as provided by written notice, it is mutually agreed that from any money due or to become due the Company, Authority may retain the sum of Five Hundred Dollars ($500) per day, for each day thereafter, Sundays and holidays included, that the Work remains incomplete, not as a penalty but as liquidation of a reasonable portion of damages that will be incurred by Authority by failure of Company to complete the Work within the time stipulated.

16 Section 7.0 Term 5 Years April 1, 2015 through March 31, 2020

17 Bid Form Instructions Complete the Bid Form do not modify Submit: 1 hard copy Original 1 hard copy duplicate 1 electronic copy (CD or USB flash drive) Delivery Sealed and labeled Address and hours (Appendix B)

18 Bid Form I. Respondent Information II. Minimum Qualifications Documentation III. Bid Guaranty IV. W/MBE Assurance and Participation V. Equal Opportunity Report Statement VI. Drug Free Workplace Certification VII. epayable Payment Solution VIII. Pricing IX. Acknowledgement of Addenda X. Acknowledgement of Bid XI. Signature Authority

19 Mistakes That Could Cost You! Delivering the proposal after the deadline or outside of business hours (8:30a.m 5:00 pm) Assuming the Authority will not check information provided Failing to provide the information requested for the Minimum Qualifications Assuming the Authority will know what you intended

20 Mistakes That Could Cost You! Not raising questions regarding specifications or Contract/Purchase Order provisions Including exclusions or modifications in your response The Bid Form is not complete or has been altered Cutting and pasting without editing

21 Mistakes That Could Cost You! Providing information that is not legible, too small or blurry Failing to register as a supplier with the Authority Failing to acknowledge addenda Failing to sign the response

22 Cone of Silence The cone of silence began with the advertisement of this Solicitation and will end upon selection by the Board. All inquiries/communications regarding RFP must be submitted to Exception: Legal Affairs