6-RFP 2025-0033 (Golf Tour Operator).pdf

REQUEST FOR PROPOSAL

FOR

GOLF TOUR OPERATOR

(RFP 2025-0033)

PROPOSAL SUBMITTAL DEADLINE

August 15, 2025

(5:00 P.M.) (EST)

LOCATION:

SAVANNAH AIRPORT COMMISSION

400 AIRWAYS AVENUE

SAVANNAH, GA 31408

REQUEST FOR PROPOSAL

PURPOSE OF PROPOSAL

The Savannah Airport Commission (the “Commission”) is seeking proposals from qualified vendors to establish a golf charter operation between Ireland and the Savannah, GA. Area, which includes Hilton Head Island, Sea Island, and St. Simon Island. The Commission will award one qualified firm, depending on their qualifications.

All responses to this proposal must be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail. To provide a response to this proposal, all respondents must first register with their company by using the above link. Registration is easy and free. Please be sure to select the NAICS codes associated with your business and/or organization. For questions regarding vendor registration or instructions on proposal submittal, please contact Melanie Freeman at mfreeman@flysav.com.

Christy Dixon Purchasing Manager cdixon@flySAV.com Savannah Airport Commission 400 Airways Avenue Savannah, GA 31408

TABLE OF CONTENTS

Airport Overview pg. 3 Cone of Silence pg. 4 RFP Timeline & Summary pg. 5 Contract Term & Renewal pg. 6 Convenience Termination of Contract pg. 6 Scope of Services pp. 7-8 Requirements & Organization of Submission pp. 8-11 Evaluation Criteria pg. 11 Evaluation Instructions pp. 12-13 https://savannahairport.bonfirehub.com/ mailto:mfreeman@flysav.com mailto:cdixon@flySAV.com

Request for Proposals (RFP 2025-0033)

For Savannah Airport Commission

Airport Overview

The Savannah/Hilton Head International Airport (the “Airport”) is operated by Savannah Airport Commission, a public body corporate organized under the laws of the State of Georgia (Georgia Code L-1952, Section 13) (“Commission”), and an operating agency of the City of Savannah. Commission consists of five members, appointed by the Mayor and Aldermen of the City of Savannah, for a term of five years.

The Commission is responsible for the improvements, maintenance, and operation of the Airport, and it is authorized to enter into contracts for the rental of buildings, land, office space and other property; to adopt rules and regulations for the operation of the Airport;

and to have control, custody and direction of all lands, properties and improvements affixed thereto by the actions of the General Assembly, and to have general direction of the same. The Commission meets monthly, usually at 9:00 a.m. on the first Wednesday of each month, in the Commission Conference Room, located on the third floor of the terminal building at 400 Airways Avenue, Savannah, Chatham County, Georgia. The Commission acts by and through its Executive Director and staff on all matters pertaining to the management and operations of the Airport.

The Airport is a 3,681-acre site located approximately eight miles northwest of the business district of Savannah, only 45 minutes from Hilton Head Island, South Carolina, and less than two hours from the Golden Isles at Brunswick or Charleston, South Carolina. The following major airlines serve the airport: Allegiant Air, American Airlines, Avelo Airlines, Breeze Airways, Delta Air Lines, Frontier Airlines, JetBlue Airways, Southwest Airlines, Sun Country Airlines, and United Airlines. Collectively these airlines, along with affiliated regional air carriers, transported approximately 4.1 million passengers in 2024.

I. Cone of Silence

Communication with the Commission during this RFP:

The Commission has designated Christy Dixon, Purchasing Manager, to be responsible for coordinating communications between the Commission and Operator. Operators should direct all communications to Christy Dixon via email at cdixon@flysav.com or Melanie Freeman at mfreeman@flysav.com. Operators are further advised that any communication, either verbally or in writing, direct or indirect, subsequent to the date of issuance of the RFP by a prospective Operator or any of its owners, officers, employees, or agents, or any individual or entity acting on its behalf, with any member of the Board of Commissioners or any officer or employee of the Commission, except as provided in this section, is strictly prohibited and may be cause for disqualification of the prospective Operator. The only exception to this requirement is for communications between prospective Operators and the Commission’s in-house and outside legal counsel to further client communications on pending matters that are not related to this RFP. This restriction on communication will govern until the RFP process has been completed and a contract has been fully executed for these services. Please note that the Commission prefers all communication to be in writing.

mailto:cdixon@flysav.com mailto:mfreeman@flysav.com

II. RFP Timeline Summary:

Note: The Commission reserves the right to modify this timeline at any time.

III. RFP Timeline:

ISSUE DATE: July 15, 2025

WRITTEN QUESTIONS/COMMENTS DUE DATE: July 25, 2025

FINAL ADDENDUM RELEASE DATE: August 1, 2025

Note: Please be sure to Acknowledge all associated addenda before submission of proposal response. The date for the final addendum is noted above.

RFP RESPONSE DUE DATE: August 15, 2025

NOTIFICATION OF AWARD DECISION TO BIDDERS: NLT October 3, 2025

Contact Person: Christy Dixon E-mail: CDixon@flySAV.com

Questions: All questions must be submitted through Bonfire and will not be accepted via email or mail. All questions must be submitted no later than July 25, 2025, by COB (5:00pm EST). All responses to questions will be provided through https://savannahairport.bonfirehub.com/ in an addendum by the date noted on this document. Please contact Christy Dixon via email at CDixon@flySAV.com for questions.

Deadline for Submitting Proposals:

August 15, 2025, by COB (5:00pm EST)

Submittal Information: All responses to this proposal must be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail. Note: Please be sure to Acknowledge all associated addendums before submission of proposal response. The date for the final addendum is noted below.

mailto:CDixon@flySAV.com

IV. Contract Term and Renewal

The Commission is seeking an initial term of two (2) years with three automatic 1-year renewal periods unless thirty (30) days prior written notice is given prior to the end of the initial term or any renewals thereof. In the event the Commission exercises such rights to extend the contract, all terms, conditions, and provisions of the original contract will remain the same. At the sole option of the Commission the Contract may be extended beyond the one (1) year Renewal Term. The Contract will be amended to reflect any negotiated and agreed upon Compensation for any such extension of this Contract.

V. Convenience Termination of Contract

After the completion of the last scheduled tour, the Commission may, at any time, upon thirty (30) days written notice to the successful operator specifying the effective date of termination, terminate the Contract, in whole or in part, when the Commission deems such termination to be in its best interests.

VI. Submittal Instructions

All responses to this proposal must be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail. To provide a response to this proposal, all respondents must first register their company by using the above link. Registration is easy and free. Please be sure to select the NAICS codes associated with your business and/or organization. For questions regarding registration or instructions on proposal submittal, please contact Melanie Freeman at mfreeman@flysav.com.

All addenda associated with this RFP will be provided through https://savannahairport.bonfirehub.com/ by the date noted in the RFP Timeline. All questions must also be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail. As required, it is the respondent’s responsibility to ensure that all addenda are acknowledged through submission of the Acknowledgement of Addendum Form.

Except as otherwise provided herein, proposals which are incomplete or which are not in conformance with the law, may be rejected as non‐responsive. Timely Proposals received will be subject to applicable laws and regulations governing public disclosure. Submission of a Proposal indicates acceptance by the respondent of the conditions contained in this RFP, and the intent to enter into an Agreement with Commission.

Commission reserves and may exercise the following rights and options: (i) to reject any and all proposals, negotiate with any respondent, alter the scope of work, to extend the date for submittal responses to request additional information from any Proposer, to supplement, amend or otherwise modify the RFP prior to the closing date and time, and reissue the RFP at any time prior to execution of a final agreement if, in Commission sole opinion, and best interest to do so; (ii) to supplement, amend, substitute, or otherwise https://savannahairport.bonfirehub.com/ mailto:mfreeman@flysav.com modify this RFP at any time prior to selection of one or more proposer for negotiation and

(iii) to cancel this RFP with or without issuing another RFP; (iv) to reject the proposal of any proposer who, in the Commission’s sole judgment, has been delinquent or unfaithful in the performance of any contract with Commission is financially or technically incapable or is otherwise not a responsible responder; (v) To reject as informal or non-responsive, any proposal which, in Commission’s sole judgment, is incomplete, is not in conformity with applicable law, is conditional in any way, or deviates from the mandated requirements of the RFP and; (vi) to waive any informalities in the submission process, defect, non-responsiveness and/or deviation from this RFP that is not considered in the best interest and/or best value to Commission, at its sole judgment.

BACKGROUND INFORMATION

The Savannah Airport Commission is initiating a strategic effort to establish a golf charter operation between Ireland and the Greater Savannah, Georgia region—including Hilton Head Island, Sea Island, and St. Simons Island. The goal of this initiative is to promote international golf tourism and stimulate economic growth through increased transatlantic travel.

This charter service will be designed to facilitate travel for both inbound golf travelers from Ireland to our region, and outbound golfers from our region to premier destinations in Ireland, utilizing the Savannah/Hilton Head International Airport as the primary hub.

The long-term vision for this program includes the development of regular scheduled air service in partnership with an Ireland-based carrier, driven by sustained demand and operational success.

Interested operators with proven experience in international golf tourism and charter logistics are invited to submit proposals demonstrating their capability, strategic approach, and commitment to delivering a high-quality travel experience.

VII. Scope of Services

Through this Request for Proposal (RFP), the Savannah Airport Commission is seeking a qualified Golf Vacation Package Operator to:

1. Develop and manage attractive golf vacation packages tailored for Irish and U.S.

golfers.

2. Coordinate with airlines, resorts, and tourism stakeholders to facilitate charter flights.

3. Promote and market charter operation in both regions.

4. Provide comprehensive travel planning and customer support services.

5. Support the eventual transition to regularly scheduled service.

The golf tour operator must possess the following expertise in planning and arranging golf trips and vacations for individuals, groups, or corporate clients. Their scope of work typically includes:

•Customized Itineraries: Designing tailor-made golf tours based on client preferences, between the Savannah Georgia Region, Hilton Head Island, Sea Island and St.

Simon Island. This includes destination selection, course bookings, and travel logistics.

•Golf Course Reservations: Securing tee times at prestigious and popular golf courses worldwide.

•Accommodation & Transportation: Coordinating hotel stays, airport transfers, and local transportation for easy access to courses.

•Event & Tournament Planning: Organizing corporate golf retreats, charity tournaments, or competitive golf events.

•Exclusive Access & Experiences: Offering VIP packages, private lessons, or access to members-only golf clubs.

•Sightseeing & Leisure Activities: Arranging additional activities, such as spa visits, city tours, or dining experiences to complement the golf itinerary.

•Travel Insurance & Support: Providing assistance with travel protection, emergency support, and logistics management.

VIII. Requirements

The Commission is soliciting firms who have established knowledge and expertise in all aspects of the services requested in this RFP. Minimum requirements are as follows:

1. The proposed firm must demonstrate proven experience in coordinating and planning golf tours. Specifically, the firm must have successfully completed a minimum of five (5) projects within the past five (5) years that are similar in scope and nature to the services outlined in this RFP. Each project must clearly reflect the firm's ability in providing comprehensive golf tour planning and coordination services. This information will be included in Tab B as explained on page 10 of this

RFP.

2. Provide staff names that will be providing the services under this RFP. This information will be included in Tab A as explained in the Organization of Submission Section of this RFP.

3. Provide a minimum of three (3) reference(s) for agencies that you have contracted with, providing the same or similar services. This information will be recorded on the designated reference forms.

4. Have no outstanding or pending complaints as determined through the Better Business Bureau, Georgia Attorney General’s Consumer Protection Division.

5. Have the administrative and fiscal capability to provide and manage the proposed services.

6. Provide financials for the past 3 years. Please provide this information in Tab C as explained in the Organization of Submission Section of this RFP.

7. Possess industry knowledge and understanding on peak seasons, course ratings, and tournament schedules. Additionally, the operator must have familiarity with destinations and accommodations suited for golf travelers. Please provide this information in the Organization of Submission Section of this RFP.

8. If applicable, report memberships in any affiliation with a golf industry association.

Please provide this information in the Organization of Submission Section of this RFP.

9. Provide your company’s marketing techniques such as the proposed booking and management systems, website and marketing, etc.

IX. Organization of Submission

In order to expedite and to maintain consistency in the evaluation process, each Proposal should be organized as presented below. Proposals that do not follow the specific format outlined below, or that fail to provide the required documentation may receive lower scores or be disqualified if found to be non-responsive. In the event of conflict between any of the Proposal documents, resolution will be at the Commission’s sole discretion.

Submit data as requested in the following sections: This section will be submitted in Bonfire under Table of Contents, per section (Tab A, Tab B, etc.) as noted below.

Tab A – Company Information

Company Information, the Operator will provide a brief company description, history, and financial status. This section will include the name, address, telephone number, and e-mail address of the individual/individuals authorized to contractually bind the company/entity. The name, title, address, and telephone number of the operator’s designated contact person for communication pertaining to this proposal will also be included in this section.

Tab B – Experience Experience of the Operator Indicate the experience of the Vendor Company in providing the requested Scope of Services. Specifically, the firm must have successfully completed a minimum of five (5) projects within the past five (5) years that are similar in scope and nature to the services outlined in this RFP.

Industry Knowledge Indicate other relevant experiences that show the qualifications of the operator’s performance.

Relevant Contracts Include a list of contracts the Operator has held during the last five (5) years that relate to the Operator’s ability to perform the services outlined in this RFP.

Examples should include the relative size and complexity of other similar services.

Tab C – Executive Summary

Describe your team’s approach to providing the services in this RFP, identifying any unique or distinctive features or alternatives to which the Operator wishes the evaluation committee to give particular attention.

- Please provide the required financial information (past 3 years) in this section.

- Please provide your company’s marketing techniques such as the proposed booking and management systems, website and marketing, etc.

- Please provide memberships of affiliated golf industry associations if applicable.

Tab D – Previous Legal Litigation or Disputes Indicate whether the company has been involved in any litigation or other disputes that have the potential to result in a financial settlement or judgment having a material adverse effect on the Operator’s ability for this award. Indicate whether the Operator has ever filed for bankruptcy or had operations foreclosed upon.

Note: This financial information will remain confidential to the Commission’s staff only for the purpose of determining the financial viability of the Operator to the extent required by law, documents submitted in connection with the RFP may be subject to disclosure pursuant to Open Records Request.

X. Required Forms

The following forms must be completed in full and submitted with the proposal:

1. Proposal Certification, which certifies that the Respondent has certain specific capabilities, and that the proposal accurately represents those capabilities.

2. Non-Collusion Affidavit: Please complete the form in its entirety.

3. Acknowledgement of Addendum Form: Please sign and acknowledge all addenda (if any) associated with this RFP.

4. References: Please provide 3 business references.

5. Local, Small Business/Minority Business: Please complete the Local, Small

Business/Minority Business Form of this RFP. If your company does not have either designation, please check the box noted as non-applicable. If your company does have with designation, please complete the form in its entirety.

6. Exceptions Form: Please note in your response if there are any exceptions or additions to the requirements in this proposal.

7. Pricing Sheet: Include pricing requirements for each year of the contract, based on the specifications of this RFP. Forms for completing pricing requirements can be found in the Pricing Schedule. The proposal will include the total charges to the Commission for services covered by these specifications.

8. Statement of Certification: Please initial each section in its entirety and sign the form.

XI. Evaluation Criteria and Award

At Proposers’ own expense, Proposers may be selected to attend and interview with the evaluation committee to further present their qualifications. These presentations will provide the Proposer with the opportunity to clarify their Proposal and ensure a mutual understanding of the services to be provided and the approach to be used.

By submitting its Proposal in response to this proposal, respondents accept the evaluation process.

The Commission reserves the right to reject any or all responses, delete any portion of the response, accept any response deemed most advantageous, or to waive and irregularities or informalities in the response received best serve the interests and at the sole discretion of the Commission.

The respondent selected for an award will not necessarily be the lowest bidder. Rather, the selection will be based upon the weighted criteria, responsiveness, and the most responsible and advantageous respondent for the Commission, as determined by the Commission in its sole discretion. The Commission intends to award a contract, subject to the terms of this RFP, to the best overall valued firm. Firms will be prioritized based on experience and performance, current performance capability, fees, and other criteria as outlined in this document. The Commission anticipates that all firms will have a fair and reasonable opportunity to provide service. The Commission reserves the right to add/delete/modify criteria or times, via an addendum, if it is in the Commission’s best interest, as determined by the Commission in its sole discretion.

Evaluation Criteria Chart

XII. Evaluation Instructions

Upon selection of the most qualified Respondents, the Commission may require the finalists to make an oral presentation to the Evaluation Panel to further explain their proposals. If such interviews are conducted, the Commission’s evaluation of the presentations will also be factored into the evaluation of the proposals. However, Respondents are advised that award may be made without interviews or further discussion. The following process will be used to evaluate the proposals:

1. Initial Evaluation Each Proposal received will first be evaluated for responsiveness. Each Proposal received will first be evaluated for responsiveness. Each proposal will also be evaluated to ensure that all required documents are submitted to meet the Commission’s compliance as noted in this RFP (meets minimum requirements).

2. Evaluation Panel The Commission will use a minimum of a three-person panel to evaluate each of the responsive proposals. The evaluation panel will evaluate the responsive proposals submitted and award points according to the Evaluation Points chart above.

Criteria Maximum Points

Description

1 Demonstrated Ability to Perform Services per Scope of Work

25 Ability to perform the scope of services will be reviewed and evaluated.

2 Experience of the Operator 25 Experience will be evaluated as it reflects the respondent’s demonstrated ability to successfully conduct the required services.

3 Industry Knowledge 20 Services and equipment that are unique or have distinctive features or alternatives.

4 Pricing 15 Total costs to Commission based off requirements/scope of services.

5 Operator References 10 Operator must provide 3 references of similarly positioned companies.

6 Local, Small Business/Minority Business

5 Local, small businesses or minority companies will receive points in this area. A non-local, non-minority designation does not serve as disqualification for award of this project.

Total 100

PLEASE NOTE: No Respondent will be informed at any time during or after the RFP process as to the identity of any evaluation panel member. If a Respondent becomes aware of the identity of such person(s), he/she will not make any attempt to contact or discuss with such person anything related to this RFP. The designated Contact person is the only person at Commission the Respondent’s will contact pertaining to this RFP. Failure to abide by this requirement may cause such Respondent(s) to be eliminated from consideration for award.

3. Best and Final Negotiations: Contract Award Procedure

By completing, executing, and submitting the respondent Certification, attached hereto, and incorporated by this reference, the “respondent is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by the Commission.

Once a respondent is selected, all respondents will receive either an award letter or a regret letter via email following the issuance of a Notice of Award. This notice will indicate which respondent has been selected to proceed with exclusive negotiations.

The Commission will evaluate the respondents based on the above criteria and will select the most advantageous and best value to the Commission. The chosen Respondent is recommended to enter into an agreement for the completion of services.

The Commission reserves the right to conduct a “Best and Final” negotiation at its sole discretion.

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8. Statement of Certification: Please initial each section in its entirety and sign the form.