17-Baggage Handling System Maintenance and Repair Services RFP 2026 Final.pdf

REQUEST FOR PROPOSALS

SALT LAKE CITY CORPORATION

DEPARTMENT OF AIRPORTS

BAGGAGE HANDLING SYSTEM MAINTENANCE AND REPAIR SERVICES

BAGGAGE HANDLING SYSTEM MAINTENANCE AND REPAIR SERVICES

TABLE OF CONTENTS

SCHEDULE Page 4

NOTICE Page 5

GENERAL OVERVIEW Page 6

SCOPE OF WORK Page 13

PROPOSAL RESPONSES Page 14

EVALUATION CRITERIA Page 18

SYSTEM MAPS AND DIAGRAMS Page 19

Attachment A – Acronyms / Definitions

Attachment B – System Overview

Attachment C – Scope of Work

Attachment D – Position Descriptions

Attachment E – Responsibilities and Coordination Table

Attachment F – City Provided Tools and Equipment

Attachment G – Scoresheet

Attachment H – Contractor Office Space Map

Attachment I – Additional Services

Attachment J – Management Responsibilities

Attachment K – Management Fee and Staffing Form

Attachment L - AFFIRMATION OF GRAMA

Attachment M - Sample Agreement

Attachment N – System Maps and Diagrams

Attachment O – Pre-Proposal Attendance Sheet

Respondents or their agents are instructed not to contact selection committee members, City employees, the Mayor’s office, the City Council, or members of the Airport Board (as outlined in Salt Lake City Code Title 2 Chapter 2.44, Conflict of Interest), or externally manipulate or influence the procurement process in any way, other than through the instructions contained herein, from the date of release of this RFP to the date of execution of the Agreement resulting from this solicitation. City, in its sole discretion, may disqualify Respondents that violate the prohibitions in this paragraph.

Baggage Handling System Maintenance and Repair Services

SECTION 1

Schedule

RFP Available September 14, 2026

Pre-proposal Conference September 29, 2026

Deadline for Questions October 15, 2026

Statements Due October 23, 2026

Interviews TBD

Contract Commencement July 1, 2027

Respondents or their agents are instructed not to contact selection committee members, City employees, agents or contractors of the City, the Mayor’s office, the City Council, or members of the Airport Board (as outlined in Salt Lake City Code Title 2 Chapter 2.44, Conflict of Interest), or externally manipulate or influence the procurement process in any way, other than through the instructions contained herein, from the date of release of this RFP to the date of execution of the Agreement resulting from this solicitation. City, in its sole discretion, may disqualify Respondents that violate the prohibitions in this paragraph.

SECTION 2

Notice

Salt Lake City Corporation (“City”), through its Department of Airports (“SLCDA”), is inviting proposals from qualified firms (“Respondent” or “Respondents”) to provide baggage handling system maintenance and repair services at the Salt Lake City International Airport (Airport).

The Request for Proposal (“RFP”) package can be obtained by prospective Respondents beginning September 14, 2026, by registering online at Utah Public Procurement Place Portal (“U3P”) https://utah.bonfirehub.com/portal/?tab=openOpportunities First time users, click the link on the top right-hand side where you will see a “Register” button.

It is the responsibility of each Respondent to register, frequently monitor for any changes or updates affecting this RFP, after the original posting date, and submit proposals through U3P. Proposals must be submitted by 2 p.m. local mountain time on October 23, 2026. Respondents may contact U3P Support Team at support@gobonfire.com with questions regarding the website.

A pre-proposal conference will be held on September 29, 2026, in the Airport Board Room located in the 3920 West Terminal Drive, Administrative Offices, Third Floor behind the Southwest Ticket Counters, beginning at 2 p.m., local Mountain Time. Attendance by Respondents is strongly encouraged, but not required/mandatory. Attendees should complete Attachment O – Pre-proposal attendance sheet and return to Gregory Jones greg.jones@slc.gov. People with disabilities may make requests for reasonable accommodation no later than 48 hours in advance in order to attend this pre-proposal conference. Accommodations may include alternate formats, interpreters, and other auxiliary aids. This is an accessible facility. Respondents may contact Gregory Jones at

(801) 575-2529 with questions regarding pre-proposal meeting access.

The right to reject any and all Proposals or to accept any Proposal that is deemed to be more advantageous to the public and City is reserved. Respondents or their agents are instructed not to contact selection committee members, City employees, agents or contractors of the City, the Mayor’s office, the City Council, or members of the Airport Board (as outlined in Salt Lake City Code Title 2 Chapter 2.44, Conflict of Interest), or externally manipulate or influence the procurement process in any way, other than through the instructions contained herein, from the date of release of this RFP to the date of execution of the Agreement resulting from this solicitation. City, in its sole discretion, may disqualify Respondents that violate the prohibitions in this paragraph.

https://utah.bonfirehub.com/portal/?tab=openOpportunities mailto:support@gobonfire.com mailto:greg.jones@slc.gov

SECTION 3

General Overview

A. REQUEST FOR PROPOSALS (“RFP”)

The Salt Lake City Department of Airports (“SLCDA”) is soliciting Proposals from qualified firms (“Respondent” or “Respondents”) to provide baggage handling system maintenance and repair services (“Project” or “Services”) for SLCDA.

Generally, the services contemplated under this RFP will be a management fee agreement in which SLCDA will direct the selected Respondent in managing the baggage handling system maintenance and repair services. The SLCDA will require the selected Respondent to offer its expertise in service provision, cost efficiencies, preventive maintenance, staffing, parts inventory, and all other components associated with an appropriate management plan of the baggage handling system maintenance and repair services.

B. MINIMUM QUALIFICATIONS

1. Respondent must have a minimum of five (5) years satisfactory experience in managing the maintenance and repair of airport baggage systems including troubleshooting, diagnostics, repair and maintenance. Experience for the purpose of this minimum qualification must be at an airport with equal or greater passenger volume, and complexity to the Salt Lake City International Airport (Airport).

2. Respondent must demonstrate financial responsibility. Respondents shall submit the past three (3) years of audited financial statements prepared in accordance with generally accepted accounting principles and with an independent CPA’s statement attached. These statements shall include a balance sheet, statement of changes in financial position, income statement, and all accompanying footnotes.

3. Respondent shall be in good standing with regard to prior agreements or indebtedness with the City. Any existing past due debt or any failure to fulfill the previous provisions of any previous agreement with City may be cause for rejection of the proposal and disqualification of the Respondent.

4. Respondent must be qualified and licensed to conduct business in the State of Utah. If not qualified and licensed, Respondent must confirm in writing that, if selected, such licensing will be obtained within thirty (30) days following notice of selection.

C. WRITTEN AGREEMENT REQUIRED

1. The selected Respondent will be required to enter into a written agreement with Salt Lake City Corporation (“City”) to provide all services required in this RFP. The standard agreement form is attached to this RFP as an appendix. The Agreement form is provided for information purposes only.

City may modify the terms of the agreement as necessary following the RFP process.

2. All Respondents submitting Proposals shall be those firms prepared to enter the written agreement and manage and perform the services herein.

The City’s agreement language, in particular the indemnification, insurance and grant assurance requirements shall not be altered.

3. The selected Respondent will be required to register with the Utah

Department of Commerce either as a corporation, limited liability company, limited partnership, DBA, or otherwise, and remain registered through the term of the Agreement. The registered company name must match the legal entity name as shown on Respondents W-9. Respondents can register the business by contacting the Department of Commerce, Division of Corporation & Commercial Code at the following website https://corporations.utah.gov/

4. No franchising, assignment, or distribution of the work shall be permitted unless the subcontracting relationship is proposed under this RFP and accepted by the City.

D. TERM OF AGREEMENT

City intends to enter into an agreement with the selected Respondent commencing July 1, 2027, and continuing for a period of five (5) years.

City may, at its sole option, extend the term of the resulting agreement thereafter for three (3) additional periods of one (1) year each as City may determine on an annual basis. City shall exercise each such option by emailing notice of such extension to Respondent’s Notice Address at least one hundred eighty (180) days prior to any expiration of this Agreement.

E. PROCUREMENT AND ETHICS REQUIREMENTS

https://corporations.utah.gov/

All Respondents must agree to comply with and be governed by City’s procurement rules and ethics standards, as follows:

REPRESENTATION REGARDING ETHICAL STANDARDS FOR CITY OFFICERS AND

EMPLOYEES AND FORMER CITY OFFICERS AND EMPLOYEES. The Respondent or contractor represents that it has not: (1) provided an illegal gift or payoff to a city officer or employee or former city officer or employee, or his or her relative or business entity; (2) retained any person to solicit or secure this contract upon an agreement or understanding for a commission, percentage, or brokerage or contingent fee, other than bona fide employees or bona fide commercial selling agencies for the purpose of securing business; (3) knowingly breached any of the ethical standards set forth in City's conflict of interest ordinance, Chapter 2.44, Salt Lake City Code; or (4) knowingly influenced, and hereby promises that it will not knowingly influence, a city officer or employee or former city officer or employee to breach any of the ethical standards set forth in City's conflict of interest ordinance, Chapter 2.44, Salt Lake City Code.

E. TITLE VI NOTICE

The City, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4), 28 CFR § 50.3, and 49 CFR Part 21, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, all contractors will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of the owner’s race, color, national origin, sex, creed, age, or disability in consideration for an award.

F. SCOPE OF AGREEMENT

The selected Respondent will be required to provide all labor, supervision, transportation, and services necessary to assume overall responsibility for the coordination and management of the Project.

G. GOVERNMENT RECORDS ACCESS AND MANAGEMENT ACT

City is subject to the requirements of the Government Records Access and Management Act, Chapter 2, Title 63G; Utah Code or its successor (“GRAMA”). All materials submitted by Respondent to City are subject to disclosure unless such materials are exempt from disclosure pursuant to GRAMA. The burden of claiming an exemption from disclosure shall rest solely with each Respondent. Any materials for which Respondent claims a privilege from disclosure shall be submitted marked as "Confidential" and accompanied by a statement from Respondent explaining Respondent's claim of exemption from disclosure. City will promptly notify Respondent of any requests made for disclosure of documents submitted under a claim of confidentiality. Respondent may, at Respondent's sole expense, take any appropriate actions to prevent disclosure of such material.

Respondent specifically waives any claims against City related to disclosure of any materials required by GRAMA. In order to comply with GRAMA, please note the following:

1. The burden of claiming an exemption from disclosure of confidential business information shall rest solely with the Respondent.

2. Only those materials for which a claim can be made under the act, such as trade secrets, pricing, non-public financial information etc., should be stamped as “Confidential”. Respondent must not stamp all materials confidential.

3. A written claim of exemption from disclosure of documents must be submitted at the time of proposal submission, including:

i. A concise statement of reasons supporting the claim of confidentiality.

ii. A redacted version of the proposal omitting the claimed confidential information.

iii. An unredacted version for internal review.

4. Affirmation of GRAMA Understanding and Compliance, Attachment L of this RFP.

H. SERVICES OF THE SELECTED RESPONDENT

The services being requested are outlined in Section 4 - Scope of Work.

I. EVALUATION AND EVALUATION CRITERIA

Proposal evaluation criteria are outlined in Section 6. The selection committee will consider all documents, the response to this RFP, information gained while evaluating responses, and other relevant information to make its determination.

The committee’s selection(s) will be the Respondent(s) that, in the committee’s sole opinion, is best able to provide the services according to City’s needs.

J. SUBMISSION PROCEDURE AND PROPOSAL CONTENT

1. Submission methods.

a. Proposals shall be delivered via U3P, by 2 p.m. local mountain time on October 23, 2026.

b. U3P will provide Respondent with confirmation receipt of Proposal submission.

2. Proposals shall meet the following submittal guidelines:

i. Proposals shall be limited to one (1) PDF document, unless otherwise stated, twenty (20) pages in length. This page length will NOT include cover pages, table of contents, tabs or any of the following:

☒ Financials – Separate document ☒ Proposal Form – Separate document ☒ Affirmation of GRAMA Understanding and Compliance ☐ Other

*Boxes unchecked will not be required for submission

ii. Proposals shall include a cover letter, which is included in the overall page count.

iii. Proposals must be complete, must contain all required information and documents, and be in the format outlined in outlined in Section 5 – Proposal Responses.

3. Respondents are instructed not to add, delete, or alter any of the terms and conditions of these RFP documents. If Respondent makes any changes to any of the documents, City may, in its sole discretion, reject the Proposal.

4. All late submittals will be rejected as non-responsive. Proposals will become the property of City and will be subject to Government Records Access and Management Act (“GRAMA”) outlined in Section 4.G.

5. Each Proposal shall be accompanied by a bank cashier's check, certified check, or proposal bond payable to Salt Lake City Corporation in the amount of Ten Thousand Dollars ($10,000). The check or bond shall be given as security to guarantee that the successful Respondent will enter into the Baggage Handling System Maintenance Agreement. The check or bond will be forfeited and surrendered to City should the selected Respondent fail to enter into Agreement. Checks or bonds will be returned to unsuccessful Respondents within thirty (30) days from the date Agreement is executed. For the purpose of returning these documents following the procurement process, Respondent must indicate their business name on the bond or check.

K. INSURANCE

The selected Respondent, at its own cost and expense, shall secure and maintain the following policies of insurance:

1. Commercial general liability insurance with City as an additional insured in the minimum amount of $5,000,000* per occurrence. The policy must provide that coverage will not be cancelled or reduced without at least thirty (30) days prior written notice to City.

2. Business auto insurance in the minimum amount of $5,000,000* per occurrence. The policy must provide that coverage will not be cancelled or reduced without at least thirty (30) days prior written notice to City.

3. Professional liability insurance in the minimum amount of $2,000,000

4. Evidence of workers compensation and employer’s liability with coverage for statutory benefits required by the State of Utah.

Respondents are advised to read Article 7 of the attached Agreement Form for a comprehensive description of insurance and bond requirements.

*NOTE: Commercial General and Auto Insurance limits are based on services performed within non-security areas such as terminals from public street-side locations. Selected Respondents needing access to the Airport Operations Area (AOA) to perform work will be required to provide General and Automobile liability limits of a least $5,000,000 per occurrence.

L. EMPLOYMENT STATUS VERIFICATION SYSTEM

1. Each Respondent and each person signing on behalf of any Respondent certifies as to its own entity, under penalty of perjury, that the named Respondent has registered and is participating in the Status Verification System to verify the work eligibility status of the Respondent’s new employees that are employed in the State of Utah in accordance with Utah Code Section 63G-12-302.

2. The Respondent shall require that the following provision be placed in each subcontract at every tier: “The subcontractor shall certify to the main (prime or general) contractor or consultant by affidavit that the subcontractor has verified through the Status Verification System the employment status of each new employee of the respective subcontractor, all in accordance with Section 63G-12-302 and to comply with all applicable employee status verification laws. Such affidavit must be provided to Consultant prior to the notice to proceed for the subcontractor to perform the work.”

3. The City will not consider a proposal Statement for award, nor will it make any award, where there has not been compliance with this Section.

4. Manually or electronically signing the proposal Statement is deemed the

Respondent’s certification of compliance with all provisions of this employment status verification certification required by all applicable status verification laws, including Utah Code Section 63G-12-302.

M. RESPONDENTS’ RESPONSIBILITY AND DUE DILIGENCE

It is the responsibility of each Respondent to examine carefully this RFP and to understand all of the circumstances and conditions that may affect its proposal and subsequent work pursuant to the agreement. Any data furnished by City is for informational purposes only and is not warranted. Respondent’s use of any such information shall be at Respondent’s own risk. Failure on the part of any Respondent to examine, inspect, and to be completely knowledgeable of the terms and conditions of the RFP requirements, operational conditions, or any other relevant documents or information shall not relieve the selected Respondent from fully complying with this RFP or subsequent agreement.

N. POINT OF CONTACT – EXPLANATION BY ADDENDUM ONLY

1. No interpretation of the meaning of any provision in this RFP, correction of any apparent ambiguity, inconsistency, error, or any other matter pertaining to this RFP shall be made to any person or entity orally. Every request for interpretation or additional information regarding this RFP shall be made in writing via U3P. The deadline for all questions shall be 5 p.m.

Mountain Time on October 15, 2026. City shall not be obligated to respond to requests for such interpretation or correction. By signing and submitting this RFP, Respondent acknowledges that it has registered online at https://utah.bonfirehub.com/portal/?tab=openOpportunities and have viewed all materials on the U3P website, including any addenda to this RFP.

2. Respondents or their agents are instructed not to contact selection committee members, City employees, the Mayor’s office, the City Council, or members of the Airport Board (as outlined in Salt Lake City Code Title 2 Chapter 2.44, Conflict of Interest), or externally manipulate or influence the procurement process in any way, other than through the instructions contained herein, from the date of release of this RFP to the date of execution of the Agreement resulting from this solicitation. City, in its sole discretion, may disqualify Respondents that violate the prohibitions in this paragraph.

3. City reserves the right to cancel or modify the terms of this RFP at any time.

City will provide Respondents with written notice of any cancellation or modification.

4. Should it be necessary the selection committee shall notify those

Respondents to be given further consideration and interview.

O. RESPONDENTS PREPARATION COSTS

In submitting an RFP Proposal or RFQ Statement of Qualifications, Respondent https://utah.bonfirehub.com/portal/?tab=openOpportunities shall be responsible for all costs, including travel, incurred in the preparation of said proposal. Respondent agrees not to seek reimbursement for such costs from City or SLCDA, regardless of whether Respondent is selected.

SECTION 4

Scope of Work

See Attachment C

SECTION 5

Proposal Responses

Respondents must respond to each of the following inquiries in the order stated. Please respond in full, narrative sentences and restate each inquiry prior to responding:

1. Provide the required information listed below:

• Respondent’s name, address, principal office, and type of entity (i.e., corporation, LLC, etc.).

• The date of incorporation/organization and the state in which Respondent is incorporated or organized.

• Former names, if any, under which Respondent has conducted business and the years of operation under each name.

• IRS Tax Information:

1) Firm’s federal tax ID number or alternate number, and

2) A copy of firm’s IRS W-9 Form.

NOTE: If Respondent is submitting as an individual, tax information is not required at this time. However, if selected as the/a successful respondent, Respondent will be required to provide their social security number at that time.

• Respondent’s insurance carrier and agency contact.

• The name of the contact person responsible for the RFP process including title, telephone number, mailing address, and email address.

A. Include information generally describing the size of Respondent’s firm, location of the local office that will work directly with City, number of years in business providing baggage handling system maintenance and management.

B. Describe in narrative form Respondent's related experience in providing services which are directly related to the work requested in this RFP. List at least three (3) clients who would provide a reference for Respondent’s work, specifically in providing baggage handling system maintenance and management services, with contact name, title, phone numbers and addresses. At least one of these references must meet the minimum qualifications of size and complexity as required under this RFP (refer to Section 3, subparagraph B.1).

C. Explain familiarity and experience with baggage system software management systems. Please include any specific experience with Brock Solutions.

2. Financial Capacity, Stability and Other Financial Information

A. Provide the past three (3) years of audited financial statements prepared in accordance with generally accepted accounting principles and an independent CPA’s statement attached. These statements shall include a balance sheet, statement of changes in financial position, income statement, and all accompanying footnotes.

B. List any lawsuits to which Respondent is currently a party or has been a party during the past five (5) years. For each such suit, list all parties and indicate whether any party was a bonding company, an insurance company, an owner, or other.

C. State whether Respondent or any entity presently or previously associated with Respondent, has ever filed a petition in bankruptcy, taken any actions with respect to insolvency, reorganization, receivership, moratorium, or assignment for the benefit of creditors, or otherwise sought relief from creditors. Explain the circumstances.

3. Management Approach

A. Describe Respondent’s mission statement, philosophy, and experience with respect to providing quality service to its clients and more specifically, the Airport.

B. Identify any sub-contractors Respondent intends to use for the implementation or performance of the BHS maintenance services required for this agreement.

C. Submit a detailed description of Respondents Quality Control (QC) programs and procedures including any technology involved. The description of QC programs shall also include corrective action procedures to control and correct deficiencies in Services.

D. Provide a sample of a proposed inspection report/check list to be used by both SLCDA and your company’s supervisors or inspectors. In addition, include a detailed narrative of problem resolution procedures and include a sample of any problem resolution reports used by your company.

E. Submit a description of safety programs and procedures Respondent will implement at the Airport to avoid accidents by airport customers, personnel, and Respondent’s employees.

F. Submit a detailed description of training programs for employees, equipment operation and maintenance, procedures and other related training programs Respondent will implement throughout the term of this Agreement. The description of training programs shall include training prior and during transitions both for the startup of the services under this agreement and the during the phasing of the New SLC.

G. Discuss how Respondent will ensure a drug-free workplace.

4. Management (Fee) and Staffing

A. Provide a detailed plan regarding employee recruiting, hiring, performance evaluation, retention, policies demonstrating commitment to minority hiring, compensation, incentive or benefit plans or any other policies the firm uses in assuring competent, motivated and well-trained management and employees. Describe the experience, resources, reports or criteria used to develop the above plan.

1. Describe in detail Respondent’s “Corporate” level role in ensuring the success of the SLCDA expectations with the required services as described within, include the type and frequency of said support given specifically to the SLCDA site to include evaluating operational and equipment efficiencies, hiring human resource processes, training, technological and innovation implementation and support.

B. Using the information provided in the Scope of Work and Position

Descriptions, complete Attachment K – Staffing and Management Fee Form, which demonstrates the proposed operating and staffing plan by time of day for each position that is anticipated to be used in the operation of Services. Including shift work to cover the operation.

C. Provide Respondent’s anticipated turnover rate (shown as an annual percentage) for this contract and demonstrate how you will keep turnover down.

D. Provide a resume for the on-site manager and assistant on-site manager, which Respondent intends to assign to the Airport on a full-time basis if awarded the contract.

E. Provide an organizational chart to match the staffing submitted on

Attachment K depicting the management and reporting structure.

5. Transition Plan and Innovation

A. Describe in detail the plan and procedures to start operations and bring about a smooth transition into the new facilities. The plan should address staff hiring time and methods, orientation of employees, procurement, type and number of equipment, chemicals and supplies, security training and ID badging, and issuance of necessary keys.

B. Describe how Respondent will provide innovation within their proposal.

6. Bid Security. Submit a bank cashier's check, certified check, or proposal/bid bond payable to Salt Lake City Corporation in the amount of $10,000. Checks submitted as a bid security are deposited into a SLCDA account. Business name of Respondent must be indicated on the bond or check.

SECTION 6

Evaluation Criteria

A. EVALUATION CRITERIA

Initially, a review of each proposal will be completed by SLCDA staff to ensure compliance with the terms, conditions and requirements of the RFP. Any proposals that fail to meet all of the Minimum Qualifications listed in Section 3.B of the RFP may be deemed non-responsive.

Each member of the selection committee shall use the evaluation criteria and percentage weights below to establish their own ranking of the Respondents. The committee shall then use these individual rankings to establish an aggregate ranking of all the acceptable proposals.

1. Experience and Financial Stability – (20%)

2. Service Plan – (20%)

3. Manager and Staffing – (20%)

4. Management Fee and Related Costs – (30%)

5. Innovation – (10%)

B. INTERVIEWS

The Airport reserves the right to conduct interviews with the highest-ranked Respondents. Interview requirements and scoring methodology will be provided to those Respondents selected for further consideration. Respondents are reminded that the selection committee shall look at the reasonableness of all aspects of the proposal and shall, in the selection committee’s sole judgment, choose the Respondent with the best overall proposal.

SECTION 7

System Maps and Diagrams

See Attachment N