2025 Interior and Exterior Holiday Decorations (Final).pdf

M E T R O P O L I T A N K N O X V I L L E

A I R P O R T A U T H O R I T Y

Request for Proposal Interior and Exterior Holiday Decorations for the Metropolitan Knoxville Airport Authority

Issue Date:

April 6, 2025

Proposal Due Date:

April 25, 2025

METROPOLITAN KNOXVILLE AIRPORT AUTHORITY

P.O. Box 15600

Knoxville, TN 37901 Phone: (865) 342-3001

REQUEST FOR PROPOSAL

Table of Contents I. Notice (Advertisement)

II. Minimum Requirements with Scope of Work

III. Submission Contents and Procedure

IV. Selection Timeline and Evaluation Criteria

V. Terms and Conditions; Contract Requirements

VI. Contract Requirements

Appendix 1 TBD

Appendix 2 TBD

Appendix 3 TBD

Appendix 4 TBD

I. Notice (Advertisement)

The Metropolitan Knoxville Airport Authority (MKAA) is accepting Request for Proposals (RFP) for Interior and Exterior Holiday Decorations and may be accessed at https://flyknoxville.com/airport-authority/procurement/. An RFP package will be available for download in electronic format on April 6, 2025, at https://flyknoxville.com/airport-authority/procurement/.

The proposal must be submitted no later than April 25, 2025, EST. All Vendors and/or Potential Bidders are required to “Register as a Vendor to View Open Solicitations” at no cost. The Request for Qualifications will only be accessible via the on-line portal, BidNet Direct. And all bids will be securely received via the BidNet Direct (www.bidnetdirect.com) portal.

II. Minimum Requirements with Scope of Work

Scope of Work

The Metropolitan Knoxville Airport Authority (“MKAA” or “Authority”) owns and operates the McGhee Tyson Airport (“Airport” or “TYS”) and Downtown Island Airport (DKX). MKAA invites interested, qualified parties capable of providing Interior and Exterior Holiday Decorations to submit proposals for the purchase, delivery and installation of the items outlined in the Request for Proposal.

MKAA intends to issue an agreement based on the results from the RFP process. The Respondent shall provide, deliver, and install Interior and Exterior Holiday Decorations for the McGhee Tyson Airport and Downtown Island Airport. The basic project scope will consist of:

1. Review MKAA inventory

2. Review current locations and potential locations

3. Recommend commercial internal and external holiday décor, site visits may be required

4. Price and order décor

5. Ship and deliver décor

6. Provide continual recommendations, as needed

7. Assist in maintaining (or installing) the décor, as needed https://nam02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fflyknoxville.com%2Fairport-authority%2Fprocurement%2F&data=05%7C02%7Csherry.self%40tys.org%7C941b6e7e6ea44df5fae708dd582f567f%7C6eef98984e0145ac8fbd32d9a9bdd744%7C0%7C0%7C638763682886747440%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=WpXshYASlOHU0Y0HjNR4j%2By7AJaqXQheGqXt7ZwoOCo%3D&reserved=0 https://flyknoxville.com/airport-authority/procurement/ https://flyknoxville.com/airport-authority/procurement/ http://www.bidnetdirect.com/

Background and Specifics:

The work will mainly occur in Terminal of the McGhee Tyson Airport and contractors must have the ability to provide personnel that can successfully obtain a TYS issued credential (badge) that will include fingerprinting and background check. The project may or may not require people working on the project to be badged with approved credentials.

Contractor vehicles must have commercially produced logos, and all contractor personnel shall wear hi-vis clothing with company name.

Optional Site Visits will be available by “Appointment Only” from April 9-17. All site visits will be coordinated via e-mail at Caitlin.Darras@tys.org

Minimum Requirements:

• 5 years Commercial Décor Experience

• Aviation Experience is a plus

• Ability to visit the location regularly and support any changes/modifications

• No award will be given to any bidder who cannot satisfy the Metropolitan Knoxville

Airport Authority (MKAA) with proof of ability and experience in the class of work and sufficient capital and equipment to perform and complete the work successfully.

• All work shall be quality work performed according to the standards of the industry, and to the complete satisfaction of MKAA.

• All personnel used by the Contractor for the performance of the work shall be properly trained and qualified for work of the type and shall have the minimum ability and experience required for the work.

• The Contractor(s) will furnish all labor, supplies, tools, equipment, and other items necessary to accomplish the work. No subcontracting will be permitted under the contract without prior written approval from MKAA.

• Contractor(s) must take precautions necessary to protect persons or property against injury or damage. The contractor(s) will be solely responsible for any such damage or injury to property or persons resulting from their fault or negligence. Any damaged item(s) must be replaced or repaired at MKAA’s discretion at no additional cost to MKAA. Any repairs/replacements shall match the existing in all cases and shall be completed to the satisfaction of MKAA. All repairs must be completed in a timely manner. Contractor(s) will have 30 days from the date of such damage to complete repairs/replacements. However, if the damage is such it cannot be repaired/replaced within 30 days, it shall not constitute a breach if corrective action is instituted by contractor(s) within such period and is diligently pursued until the property is substantially returned to the condition which existed immediately prior to the damage.

Should repairs not be made in a timely manner, MKAA reserves the right to cause such repairs to be completed by an alternative source and charge the entire cost, plus a 20% administrative fee of such repairs to the Contractor(s).

• Contractor(s) must perform work without unnecessarily interfering with the activities of tenants or passengers. Contractor(s) must not disable or disrupt building fire or life safety. It will be the responsibility of the awarded contractor(s) to maintain the work zone in a clean manner so that foot traffic is not impeded, and no debris is carried into other areas of the facility. The work area must be cleaned before leaving the site.

Hours of work:

• Working hours will depend on the project and assignment per task.

III. Submission Contents and Procedure Submission Contents

The following submittals shall be organized in the order listed below to facilitate fair and equal evaluation of the responses. All proposals must be on Company Letterhead and the Proposal should contain:

1. Cover Letter: including description of the Contractor’s organization and the name, address, email, and phone number of the person serving as the firm’s principal contact with MKAA.

2. Firm Qualifications & Experience: each Respondent shall provide a list of up to three relative and successfully completed projects of similar nature. Include the size and a description of each project. Include with each the date, dollar amount of the project, and a name of the responsible person for whom the work was done. Include a minimum of 5 photos. Prior experience with similar projects at airports is preferred but not exclusively required.

3. Cost: provide a catalog and/or pricing sheet. It is the contractor’s responsibility to ensure costs are accurately demonstrated and no errors or omissions will be allowed to be corrected after submission. Note the items below must be included in the catalog and/or pricing sheet.

1) Interior Wreaths including a variety of sizes

2) Exterior Wreaths including a variety of sizes

3) 25ft Pre-Lit Interior Christmas Tree

4) Ornaments for an Interior Christmas Tree

5) Commercial-size décor which hangs from ceiling

6) Oversized ornaments/decorations for display

4. Labor (installation): include labor rates for installation, set-up, tear-down, etc.

5. Proposed Decorations: include recommendations for décor at the McGhee Tyson Airport

Submission Procedure The proposal must be submitted no later than 4:00 PM local time on Friday, April 25, 2025.

The bids will only be received by secure online network BidNet Direct (www.bidnetdirect.com), RFP_F-MKAA-0000000005.

All submittals received after the designated time will not be considered.

http://www.bidnetdirect.com/

IV. Selection Timeline and Evaluation Criteria

Selection Timeline

Notice Publication Dates April 6, 2025 – April 25, 2025

Site Visits (Optional) Appointment Only, April 9-April 17, 2025

Last Day for Questions April 17, 2025

Answers Published April 21, 2025 by 12:00 noon EST

Proposals Due April 25, 2025 by 4:00 PM EST

Interviews May 5-9, 2025

Notice of Selected Contractor May 14, 2025

Evaluation Criteria

Respondents may be selected for interviews and presentations by an MKAA selection committee based upon review of the proposals provided in response to the RFP. In evaluating each bidder, consideration shall be made utilizing the following criteria. Deficiency in any of the areas listed below may be adequate cause for bid rejection.

The most qualified Respondent will be selected based on the following criteria:

1. 0-30 Points: Quality of Products

2. 0-25 Points: Variety of Products

3. 0-20 Points: Creativity of Proposed Products

4. 0-15 Points: Cost

5. 0-10 Points: Previous Experience and References

An evaluation committee will review all responses and recommend the proposal to be in the best interest of the MKAA.

V. Terms and Conditions; Contract Requirements

DBE Program

Firms shall comply with MKAA approved DBE Program (available at www.flyknoxville.com) to ensure disadvantaged business enterprises as defined in 49 CFR Part 26 have the maximum opportunity to participate in the performance of contracts and subcontracts and shall not be discriminated against on the basis of race, color, national origin, disability, or sex in the award and performance of DOT assisted contracts or other contracts defined by

MKAA.

Response Costs

All costs incurred in preparing the response to the Request for Proposal (RFP), participating in the RFP process, and negotiating with MKAA, whether or not an award is granted, shall be solely the responsibility of the Respondent. All materials and documents submitted by the Respondent in response to the RFP will become the property of MKAA and shall not be returned to the Respondent.

Right to No Award or Partial Award Award will be made to the Respondent(s) with the most qualified and/or responsive proposal which may or may not be the lowest cost (if applicable), if awarded. MKAA reserves the right to reject all responses, reject portions of any response, or accept the response(s) deemed most advantageous to MKAA. In addition, MKAA reserves the right to modify the terms of the RFP at any time. MKAA will provide the Respondents with written notice of cancellation or modification.

Rejection of Responses / Cancellation of RFP MKAA reserves the right to reject any or all responses to the RFP, including, but not limited to, any response containing exceptions to the minimum requirements and/or specifications or fails to meet the minimum requirements and/or specifications in whole or in part.

Responses containing terms and conditions other than those specified herein may be considered nonresponsive. Partial or incomplete responses may be rejected. MKAA reserves the right to reject responses or penalize Respondents who do not follow the requirements of the RFP and, likewise, to waive any informalities, technicalities, or omissions therein. Responses having any erasures or corrections shall be initialed in ink by the Respondent. Unsigned responses will be considered nonresponsive.

Also, MKAA reserves the right to reject any response when a parent, subsidiary, affiliate, or predecessor in interest of the Respondent has pending litigation or claims with MKAA, or if any response includes a proposed subcontractor or supplier having pending litigation or claims with MKAA, if MKAA determines, in its sole discretion, such litigation or claims may adversely affect the ability of the parties to work efficiently and effectively under any http://www.flyknoxville.com/ purchase order resulting from the RFP, or for any other reason as determined by MKAA.

MKAA further reserves the right to cancel the RFP process at any time.

Explanation by Addendum Only; Questions and Clarifications

Every request for interpretation, questions or for additional information regarding the RFP shall be made in writing. All questions will be submitted electronically via BidNet and answers will be distributed as an Addendum.

All inquiries must be received before April 17, 2025 - 4:00PM EST. Questions by phone will not be accepted.

The Metropolitan Knoxville Airport Authority is not responsible for any electronic communication failures or material delivery delays. MKAA reserves the right to reject all submittals without cause.

No-Contact Policy

The Chairman of the Board of Commissioners of MKAA has imposed a no-contact policy on the selection process. The no-contact policy is intended to prohibit any Respondent from engaging in any direct or indirect lobbying of any Board Member, MKAA staff member, other persons or organization who may be involved in the RFP process. The no-contact policy is effective between the date the RFP is issued and the date of execution of any agreement resulting from this RFP. Questions submitted in writing for clarification of the information contained in the RFP are not prohibited by the policy.

Insurance

The Respondent shall furnish and keep in force for the life of any agreement resulting from this RFP insurances policies reasonably requested by MKAA, including, but not limited to, Workmen's Compensation Insurance for all workers employed on the job. The Respondent shall provide a certificate of insurance as required by the Metropolitan Knoxville Airport Authority. All insurance companies must be licensed to do business in Tennessee and the MKAA, its commissioners, its officers, and its employees must be added as additional insured on all policies.

Title VI Solicitation Notice

The Metropolitan Knoxville Airport Authority (MKAA), in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders or offerors that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, disadvantaged business enterprises or airport concession disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and no businesses will be discriminated against on the grounds of race, color, national origin (including limited English proficiency), creed, sex (including sexual orientation and gender identity), age, or disability in consideration for an award.

Certification Regarding Debarment

By submitting a proposal under this RFP, Respondent certifies that neither it nor its principals are presently debarred or suspended by any Federal department or agency from participation in this transaction.

Certification Regarding Trade Restriction

By submitting a proposal under this RFP, Respondent certifies that with respect to this solicitation and any resultant contract, Respondent–

1) is not owned or controlled by one or more citizens of a foreign country included in the list of countries that discriminate against U.S. firms as published by the Office of the United States Trade Representative (USTR);

2) has not knowingly entered into any contract or subcontract for this project with a person that is a citizen or national of a foreign country included on the list of countries that discriminate against U.S. firms as published by the USTR; and

3) has not entered into any subcontract for any product to be used on the Federal project that is produced in a foreign country included on the list of countries that discriminate against U.S. firms published by the USTR.

This certification concerns a matter within the jurisdiction of an agency of the United States of America and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under Title 18 USC § 1001.

Respondent must provide immediate written notice to MKAA if Respondent learns that its certification or that of any permitted subcontractor or subconsultant was erroneous when submitted or has become erroneous by reason of changed circumstances. Respondent must require permitted subcontractor or subconsultant provide immediate written notice to Respondent if at any time it learns that its certification was erroneous by reason of changed circumstances.

Unless the restrictions of this clause are waived by the Secretary of Transportation in accordance with 49 CFR § 30.17, no contract shall be awarded to a Respondent or any permitted subcontractor or subconsultant:

1) who is owned or controlled by one or more citizens or nationals of a foreign country included on the list of countries that discriminate against U.S. firms published by the USTR; or

2) whose subcontractors are owned or controlled by one or more citizens or nationals of a foreign country on such USTR list; or

3) who incorporates in the public works project any product of a foreign country on such USTR list.

Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by this provision. The knowledge and information of a contractor is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

Respondent agrees that, if awarded a contract resulting from this solicitation, it will incorporate this provision for certification without modification in all contracts with any permitted subcontractor or subconsultant. Respondent may rely on the certification of any permitted subcontractor or subconsultant that it is not a firm from a foreign country included on the list of countries that discriminate against U.S. firms as published by USTR, unless Respondent has knowledge that the certification is erroneous.

This certification is a material representation of fact upon which reliance was placed when making an award. If it is later determined that Respondent or any permitted subcontractor or subconsultant knowingly rendered an erroneous certification, the Federal Aviation Administration (FAA) may direct through MKAA cancellation of the contract or subcontract for default at no cost to MKAA or the FAA.

Lobbying

Respondent certifies by submitting a proposal under this RFP, to the best of its knowledge and belief, that:

(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of Respondent, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any Federal contract, grant, loan, or cooperative agreement, Respondent shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

(3) Respondent shall require that the language of this certification be included in any permitted award documents for all applicable sub-awards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure

VI. Contract Requirements

Choice of Law. The laws of the State of Tennessee must govern the operation and enforceability of any agreement resulting from this RFP. Any action or legal proceeding arising out of or related to any agreement resulting from this RFP must be brought in the state courts of Knox County, Tennessee, or in the federal court in the district where the Airport is located.

Sovereign Immunity of MKAA. MKAA will not enter into any agreement which contains a clause requiring MKAA to indemnify, hold harmless, or defend any party. Also, MKAA will not enter into any agreement which contains a clause limiting its remedies against any party.

Indemnification. The Selected Respondent must agree to indemnify and hold MKAA, its commissioners, officers, agents and/or employees harmless from and against any and all lawsuits, damages and expenses, including court costs and attorney’s fees, by reason of any claim and/or liability imposed, claimed and/or threatened against MKAA, its commissioners, officials, agents and/or employees for damages because of any damages arising out of or in consequence of the performance of services by the Selected Respondent to the extent that such damages are attributable to the negligence of the Selected Respondent or its agents and/or employees.

Confidentiality. MKAA cannot agree to confidentiality provisions in any agreement resulting from this RFP due to open records laws.

Federal Aviation Administration Provisions. The Selected Respondent must agree to comply with Civil Rights provisions and any other applicable Federal Aviation Administration requirements in any agreement resulting from this RFP.

TDOT Aeronautics Division Provisions. The Selected Respondent must agree to comply with any applicable Tennessee Department of Transportation Aeronautics Division requirements in any agreement resulting from this RFP.

Non-Boycott of Israel. The Selected Respondent will certify that it is not currently engaged in and will not for the duration of any agreement resulting from this RFP engage in, a boycott of Israel as defined by Tenn. Code Ann. § 12-4-119. This provision shall not apply to any agreement resulting from this RFP with a total value of less than two hundred fifty thousand dollars ($250,000) or to Respondents with less than ten (10) employees.

Federal Fair Labor Standards Act. Any agreement resulting from this RFP incorporated by reference the provisions of 29 CFR part 201, et seq, the Federal Fair Labor Standards Act (FLSA), with the same force and effect as if given in full text. The FLSA sets minimum wage, overtime pay, recordkeeping, and child labor standards for full and part-time workers.

The Selected Respondent has full responsibility to monitor compliance to the referenced statute or regulation. The Selected Respondent must address any claims or disputes that arise from this requirement directly with the U.S. Department of Labor – Wage and Hour Division.

Recovered Materials. To the extent applicable to any agreement resulting from this RFP, Contractor and subcontractor agree to comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, and the regulatory provisions of 40 CFR Part 247.

CIVIL RIGHTS PROVISIONS: [Contractor] agrees to comply with pertinent statutes, Executive Orders and such rules as are promulgated to ensure that no person shall, on the grounds of race, creed, color, national origin, sex, age, or disability be excluded from participating in any activity conducted with or benefiting from Federal assistance. This provision is in addition to that required of Title VI of the Civil Rights Act of 1964.

[Contractor], for itself, its assignees, and successors in interest agrees to comply with the following Nondiscrimination Acts and Authorities, as they may be amended from time to time and to the extent to they apply to the services to be provided by Fire Suppressions Solutions to MKAA:

• Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d et seq. (prohibiting discrimination on the basis of race, color, national origin);

• 49 CFR part 21, Non-discrimination In Federally-Assisted Programs of The Department of Transportation— Effectuation of Title VI of The Civil Rights Act of 1964;

• the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, 42 U.S.C. § 4601 (prohibiting unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);

• Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. § 794 et seq. (prohibiting discrimination on the basis of disability), and 49 CFR part 27;

• the Age Discrimination Act of 1975, 42 U.S.C. § 6101 et seq. (prohibiting discrimination on the basis of age);

• Airport and Airway Improvement Act of 1982, 49 USC § 47123, (prohibiting discrimination based on race, creed, color, national origin, or sex);

• the Civil Rights Restoration Act of 1987, Pub.L 100-209, (broadening the scope, coverage, and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975, and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or activities" to include all of the programs or activities of the Federal-aid recipients, subrecipients, and contractors, whether such programs or activities are Federally funded or not);

• Titles II and III of the Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12131 – 12189, as implemented by 49 CFR parts 37 and 38 (prohibiting discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities);

• Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures non-discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations;

• Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, 70 Fed. Reg.

at 74087 – 74100 (defining national origin discrimination to include discrimination because of limited English proficiency); and

• Title IX of the Education Amendments of 1972, 20 U.S.C. 1681 et seq. (prohibiting discrimination because of sex in education programs or activities).

Appendix 1 TBD

Appendix 2 TBD

Appendix 3 TBD

Appendix 4 TBD