24-8283_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSAL (RFP)

FOR

RENTAL CAR CONCESSION SERVICES FOR COLLIER

COUNTY AIRPORT AUTHORITY

SOLICITATION NO.: 24-8283

LISA OIEN, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8935

Lisa.Oien@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format (Rev 8/7/2017). Any alterations to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government.

SOLICITATION PUBLIC NOTICE

REQUEST FOR PROPOSAL (RFP)

NUMBER:

24-8283

PROJECT TITLE: Rental Car Concession Services for Collier County Airport Authority

PRE-PROPOSAL CONFERENCE: August 22, 2024, at 10:00 AM EST

LOCATION: Marco Island Executive Airport 2005 Mainsail Drive Naples, FL. 34114

DUE DATE: September 12, 2024, at 3:00 PM EST

PLACE OF RFP OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/

INTRODUCTION

As requested by the Operations and Performance Management – Airport Authority Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for Proposal (hereinafter, “RFP”) with the intent of obtaining proposals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

BACKGROUND

The Collier County Airport Authority (Authority) is soliciting competitive sealed proposals from interested and qualified licensed and insured offerors to furnish on-airport rental car concession services and counter space lease at the Marco Island Executive Airport and limited rental car services at the Immokalee and Everglades Airports The Airport Authority oversees the development and management of these general aviation airports that serve the air transportation needs of residents, businesses, and visitors to Collier County.

The Marco Island Executive Airport, located at 2005 Mainsail Drive in Naples, is an active general aviation airport that serves the needs of corporate, private, charter and air taxi operations. Business aircraft operations represent a significant portion of its activities. The Airport is located 3 miles northeast of Marco Island, in the rapidly growing community of East Naples in Collier County, Florida. In order to support current aircraft operations and provide capacity for future growth, the Authority constructed a new two-story, state-of-the-art general aviation terminal that provides approximately 16,000 square feet of interior space. The Marco Island Executive Airport’s new terminal facility features customer transaction counter space for one rental car concession. The rental care customer transaction counter and attached office/storage room (approximately 143 square feet in size) is prominently located in the main terminal (Exhibit A) lobby, just inside of the main public entry doors. Rental car revenue at the Marco Island Executive Airport for Calendar Year 2023 (ending December 31, 2023) was $369,730.10.

Immokalee Regional Airport, located at 165 Airpark Boulevard in Immokalee, is an active general aviation airport that serves the needs of corporate, private, and agriculture-related business operations. The Airport is located 1 mile northeast of Immokalee, and 6 miles north of the rapidly growing community of Ave Maria in Collier County, Florida. Rental car revenue for the Immokalee Regional Airport was minimal for the fiscal year 2023.

Everglades Airpark, located at 650 E.C. Airpark Road in Everglades City is an active general aviation airport that serves the needs of private and recreational- related operations. The Airport is located within Everglades City, and 1 mile west of the Island of Chokoloskee.

There was no rental car revenue reported for the Everglades Airpark for Fiscal Year 2023.

Currently, one (1) rental car company operates rental car concessions at the Marco Island Executive Airport. This Concessionaire normally operates with their staff on Premises seven (7) days per week from November 1 – April 30, annually. This company also operates limited, on-demand services at the Immokalee and Everglades Airports. The current Concessionaire has appointed Authority staff as their limited agent for the purposes of completing car rental contracts with Concessionaire’s customers on Concessionaire’s behalf outside of normal Concessionaire hours with the Concessionaire’s direct support. The current agreement ends on December 25, 2024.

https://procurement.opengov.com/

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for three (3) years with two (2) one-year renewals.

Prices shall remain firm for the initial three year term of this contract.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with

VENDOR.

DETAILED SCOPE OF WORK

SECTION 1 – INTRODUCTION

The Collier County Airport Authority hereby invites proposals from all qualified and interested parties for the award of nonexclusive rental car concession agreement for one (1) rental car concession at Marco Island Executive Airport, Immokalee Regional Airport, and Everglades Airpark under the terms and conditions herein set forth in this Bid document.

The solicitation of proposals shall in no manner be construed as a commitment on the part of the Authority to make an award. The Authority intends to award one (1) On-Airport Rental Car Concession. The awarded firm shall commit to providing the specified services in accordance with the Authority’s business terms and operating standards. The Authority’s objective is to achieve the highest possible standards in both physical facilities and customer service. The Airport Authority reserves the right to award ancillary, on-demand concession contracts at any time.

1.1 GENERAL INFORMATION

Statistical information contained in these documents is for information purposes only. The Authority is not responsible for any inaccuracies or interpretations of said data and makes no representations as to what future operations counts or revenues will

be. This Request for Proposals and its forms and attachments are a complete document that must be read in its entirety.

1.2 SPECIAL CONDITIONS

It is important to note that operating at the Marco Island Executive Airport may present challenges that do not exist at typical commercial or retail business facilities. The airport is open for operations 24 hours per day, 365 days per year. The terminal is currently open for business from 7:00 a.m. through 7:00 p.m. 365 days per year, though after-hours services are available upon request by aircraft operators. These operating hours may be adjusted during the life of the agreement based upon customer demand and volume.

SECTION 2 – BUSINESS TERMS

2.1 CONCESSIONAIRE FEES, PAYMENTS AND COURTESY VEHICLES

A. Concessionaire Revenue Fee

Under the agreement, the Concessionaire will be responsible for paying the Authority a monthly privilege concession fee of no less than 15% of chargeable gross revenue. The term “gross revenue” or “gross receipts” means all income collected, accrued, or derived by the Concessionaire under the privileges granted by this Agreement or other document entered into with the Authority, excluding amounts of any Federal State or other tax collected by the Concessionaire from customers and required by law to be remitted to the taxing authority. The Concessionaire shall provide the Authority’s Finance Department a Statement of Gross Receipts monthly on or before the 15th of the following month.

B. Concessionaire Occupancy Fees

The successful Concessionaire will be required to lease at a minimum the following facilities at the stated initial monthly rental rates.

Facility: Concessionaire shall pay monthly rental rate of $476.67, plus applicable sales tax, for one hundred and forty-three

(143) square feet of customer service counter and office space at the Marco Island Executive Airport

Parking: The Concessionaire shall pay a monthly rental fee for ready return space of $13.72 per space for six (6) spaces at the Marco Island Executive Airport. Allocation of ready return spaces will be at the discretion of the Authority, and additional spaces may be made available as required.

The customer service counter and office space and the parking space rates may be subject to annual CPI adjustments or market rate analysis adjustments by the Authority.

C. Payment of Fees :

The Concessionaire monthly fees shall be paid to the County by the fifteenth (15th) of the following month for the life of the resultant agreement. For less than one month of service, a prorated amount shall be calculated. To calculate the prorated amount determine the number of days in the month serviced, divide the established monthly rate by the number of days for that month to determine a daily rate, then multiply the daily rate times the number of days of service.

The Florida State Sales Use Tax on rental payments is not included with the rental rates and shall be added to the applicable monthly rental fee(s) and forwarded to the County as part of the payment. The vendor shall also pay all sales, consumer, use and other taxes.

D. Default in Payment:

A late charge of ten percent (10%) of the total monthly amount owed to the County shall be charged for every day late beginning on the twentieth (20th) day of the month.

E. Courtesy Vehicles:

The Concessionaire will be required to provide at a minimum the following vehicles, minivans, SUVs, or full-size 4-door sedans, less than two years old, for use of the Authority and itinerant pilots and passengers using each Airport. The Authority will provide parking spaces for the courtesy vehicles and the courtesy vehicles shall be available for use free of charge. The users can utilize the courtesy cars for a maximum of 2 hours, the user must be 25 years of age, and possess a US driver’s license. The minimal expectations for courtesy vehicles are described below:

Marco Island Executive Airport:

Three (3) vehicles from November 1 – April 30

• At least one vehicle shall be an intermediate SUV, Minivan, or larger vehicle.

Two (2) vehicles (intermediate SUV, Minivan or larger) from May 1 – October 31

Immokalee Regional Airport:

One (1) vehicle (intermediate SUV, Minivan or larger) at the Immokalee Regional year-round.

The Concessionaire will be responsible for insuring the courtesy vehicles for their intended use.

SECTION 3 - OPERATING STANDARDS

3.1 General Operating Standards

A. Authority staff shall be authorized to act as Concessionaire’s agent for the purpose of soliciting preliminary information necessary to prepare car rental contracts when customer service is required outside of car rental concession operating hours.

B. Concessionaire may conduct transactions with non-airport customers at Marco Island and Immokalee Airports under the same terms and fees as airport rentals. Airport customers shall always have first priority in terms of customer service and vehicle selection.

C. Concessionaire shall make every effort to provide the exact vehicle or upgrade requested by the customer. It is the expectation of the Airport Authority that customers with advance vehicle reservations will receive the type and quantity of vehicles reserved for each rental. The Authority reserves the right to obtain rental vehicles from other vendors if Concessionaire is unable to fulfill customers’ rental car needs. Further, customers maintain the right to make direct reservations with other rental car agencies of their preference at any time, however these transactions will not be handled by members of the Authority. Repeated failure of Concessionaire to meet customer rental car needs may result in termination of agreement.

D. Concessionaire shall coordinate with and inform Authority in writing of each reservation made for all airport and general customers.

3.2 Operating Standards at Marco Island Executive Airport

A. Six (6) paved, uncovered, ready-return spaces will be provided to the Concessionaire. Washing/cleaning vehicles is allowed in those spaces. Allocation of ready return spaces will be at the discretion of the Authority, and additional spaces may be made available as required. The Concessionaire will provide, at a minimum, and in addition to the courtesy vehicle(s), four (4) staged vehicles that are available for rent at all times from November 1 – April 30; and two (2) staged vehicles that are available for rent at all times from May 1 – October 31.

B. From November 1 through April 30, the Concessionaire will be required to keep rental car facilities open for business daily with at least one employee at or near the customer transaction counter or ready-return lot. Facilities must be open and staffed from 8:00am to 5:00pm, Monday through Saturday, and a minimum of three (3) hours on Sunday. These hours of operation are the minimum acceptable; Concessionaire is encouraged to extend hours, on a temporary or permanent basis, in response to customer needs.

C. The Marco Island Executive Airport will be listed to the general public on the Concessionaire’s website as a rent/return location and have the ability to reserve vehicles via this medium.

D. Concessionaire shall maintain sufficient staff levels to support the Authority’s goal of providing exceptionally high customer service at all times. Special events and holidays may result in unusually heavy customer demand.

Concessionaire is expected to augment staff as required to support these needs.

E. Employees shall be neatly dressed in appropriate business attire. Courtesy, respect, and tact in dealing with customers are required at all times. It is essential that their business transactions at Marco Island Executive Airport are completed professionally and promptly. Each customer at Marco Island Executive Airport is treated as a VIP.

F. Concessionaire will provide an after-hours secure key drop-box on the exterior of the building in a location coordinated with the Authority.

3.3 Operating Standards at Immokalee Regional Airport and Everglades Airpark

A. The Concessionaire shall provide car rental services on a limited, on demand basis in conformance with the purposes and for the periods stated herein.

B. The Authority or Concessionaire shall not rent vehicles to the general public, or non-airport customers, at these location during the term of this contract.

REQUEST FOR PROPOSAL (RFP) PROCESS

1.1 The Proposers will submit a qualifications proposal which will be scored based on the criteria in Evaluation Criteria for Development of Shortlist, which will be the basis for short-listing firms.

The Proposers will need to meet the minimum requirements outlined herein in order for their proposal to be evaluated and scored by the COUNTY. The COUNTY will then score and rank the firms and enter into negotiations with the top ranked firm to establish cost for the services needed. The COUNTY reserves the right to issue an invitation for oral presentations to obtain additional information after scoring and before the final ranking. With successful negotiations, a contract will be developed with the selected firm, based on the negotiated price and scope of services and submitted for approval by the Board of County Commissioners.

1.2 The COUNTY will use a Selection Committee in the Request for Proposal selection process.

1.3 The intent of the scoring of the proposal is for respondents to indicate their interest, relevant experience, financial capability, staffing and organizational structure.

1.4 The intent of the oral presentations, if deemed necessary, is to provide the vendors with a venue where they can conduct discussions with the Selection Committee to clarify questions and concerns before providing a final rank.

1.5 Based upon a review of these proposals, the COUNTY will rank the Proposers based on the discussion and clarifying questions on their approach and related criteria, and then negotiate in good faith an Agreement with the top ranked Proposer.

1.6 If, in the sole judgment of the COUNTY, a contract cannot be successfully negotiated with the top-ranked firm, negotiations with that firm will be formally terminated and negotiations shall begin with the firm ranked second. If a contract cannot be successfully negotiated with the firm ranked second, negotiations with that firm will be formally terminated and negotiations shall begin with the third ranked firm, and so on. The COUNTY reserves the right to negotiate any element of the proposals in the best interest of the COUNTY.

RESPONSE FORMAT AND EVALUATION CRITERIA FOR DEVELOPMENT OF SHORTLIST:

1.7 For the development of a shortlist, this evaluation criterion will be utilized by the COUNTY’S Selection Committee to score each proposal. Proposers are encouraged to keep their submittals concise and to include a minimum of marketing materials. Proposals must address the following criteria:

Evaluation Criteria Maximum Points

1. Cover Letter / Management Summary 5 Points

2. Certified Woman and/or Minority Business Enterprise 10 Points

3. Business Plan 25 Points

4. Revenue to the County 20 Points

5. Experience and Capacity of the Firm 25 Points

6. Local Vendor Preference 15 Points

TOTAL POSSIBLE POINTS 100 Points

Tie Breaker: In the event of a tie at final ranking, award shall be made to the proposer with the lower volume of work previously awarded. Volume of work shall be calculated based upon total dollars paid to the proposer in the twenty-four

(24) months prior to the RFP submittal deadline. Payment information will be retrieved from the County’s financial system of record. The tie breaking procedure is only applied in the final ranking step of the selection process and is invoked by the Procurement Services Division Director or designee. In the event a tie still exists, selection will be determined based on random selection by the Procurement Services Director before at least three (3) witnesses.

Each criterion and methodology for scoring is further described below.

***Proposals must be assembled, at minimum, in the order of the Evaluation Criteria listed or your proposal may be deemed non-responsive***

EVALUATION CRITERIA NO. 1: COVER LETTER/MANAGEMENT SUMMARY (5 Total Points Available)

Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of the firm in providing the services stated herein. Include the name(s), telephone number(s) and email(s) of the authorized contact person(s) concerning proposal. Submission of a signed Proposal is Vendor's certification that the Vendor will accept any awards as a result of this RFP.

EVALUATION CRITERIA NO. 2: CERTIFIED WOMAN AND/OR MINORITY BUSINESS ENTERPRISE (10 Total Points Available)

Submit certification with the Florida Department of Management Service, Office of Supplier Diversity as a Certified Woman and/or Minority Business Enterprise.

EVALUATION CRITERIA NO. 3: BUSINESS PLAN (25 Total Points Available)

In this criteria, include but not limited to:

• Staffing Policy

• Plan to improve customer base and revenue

• Plan to describe how to improve customer experience

• Employee training and experience

EVALUATION CRITERIA NO. 4: REVENUE TO THE COUNTY (20 Total Points Available)

Provide a proposed Revenue Fee below:

Category Concessionaire Revenue Fee Minimum

Proposed Fee

Percentage of Gross Revenue 15%

Initial revenue fee is for evaluation purposes only and is subject to change during negotiations with the selected vendor.

EVALUATION CRITERIA NO. 5: EXPERIENCE AND CAPACITY OF THE FIRM (25 Total Points Available)

In this criteria, include but not limited to:

• Detail your experience conducting car rental services for an airport facility of similar character and size.

• Attach brief resumes and related certifications of all proposed team members who will be involved with providing car rental services.

• Number of years’ experience.

The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed reference forms from clients during a period of the last 5 years whose projects are of a similar nature to this solicitation as a part of their proposal. Provide information on the projects completed by the Proposer that best represent projects of similar size, scope and complexity of this project using form provided in Form 5. Proposers may include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to assess the experience of the Proposer on relevant project work.

EVALUATION CRITERIA NO. 6: LOCAL VENDOR PREFERENCE (15 Total Points Available)

Local business is defined as the vendor having a current Business Tax Receipt issued by the Collier or Lee County Tax Collector prior to proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier or Lee County from which the vendor’s staff operates and performs business in an area zoned for the conduct of such business.

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)***