Amendment No 1 to RFP PB 18-5.pdf

Palm Beach County Board of County Commissioners County Administrator Melissa McKinlay, Mayor Verdenia C. Baker Mack Bernard, Vice Mayor Hal R. Valeche Paulette Burdick Dave Kerner Steven L. Abrams Department of Airports Mary Lou Berger www.pbia.org

AMENDMENT NO. 1

REQUEST FOR PROPOSALS # PB 18-5

MARCH 12, 2018

COMMON USE AIRPORT LOUNGE

PALM BEACH INTERNATIONAL AIRPORT

This Amendment No. 1 is issued to provide additional information and clarification to the Request for Proposals (RFP).

Proposers are advised of the following information pertaining to the RFP:

1. A request was submitted to extend the date for the Deadline for Submission of Written

Comments/Questions (Section 1.7, Timetable, of the RFP), and several requests have been submitted to extend the Deadline for Submission of Proposals (Section 1.7, Timetable, and Section 1.8, Proposal Submission, of the RFP). The RFP is hereby amended to extend the Deadline for Submission of Written Comments/Questions, to Monday, April 2, 2018, 3:00 p.m. local time. The Deadline for Submission of Proposals is extended to Wednesday, May 2, 2018, 3:00 p.m. local time.

2. The sign-in sheet from the Pre-Proposal Conference held on March 7, 2018, is attached as Attachment “A-1” to this Amendment No. 1.

3. The sign-in sheet from the Site Inspection held on March 7, 2018, is attached as Attachment “A-2” to this Amendment No. 1.

4. The PowerPoint presentation from the Pre-Proposal Conference held on March 7, 2018, is attached as Attachment “B” to this Amendment No. 1.

5. Attachment “3” - Architectural Drawings – to the RFP is deleted in its entirety and replaced with

Attachment “3” Architectural Drawings, provided 3-9-2018, attached as Attachment “C” to this Amendment No. 1. A higher resolution copy of the file is posted on the Palm Beach International Airport’s website at http://www.pbia.org/business/bids/. Interested parties are advised that the RFP previously estimated the size of the lounge space at approximately 3,000 square feet. Based on the architectural drawings provided with this Amendment No. 1, the size of the space is estimated at 2,643 square feet. An allocation of the space areas is shown on page (1) (Sheet “CS.00”) of the architectural drawings.

6. Attachment “6” - Disclosure of Ownership Interests Affidavit – to the RFP is deleted in its entirety and replaced with Attachment “6” - Disclosure of Ownership Interests attached as Attachment “D” to this Amendment No. 1. A scrivener’s error was corrected in the header to correctly refer to Attachment “6”.

http://www.pbia.org/business/bids/

7. Appendix “D” – Proposal Submittal Checklist – to the RFP is deleted in its entirety and replaced with Appendix “D” – Proposal Submittal Checklist attached as Attachment “E” to this Amendment No. 1. The checklist was updated to add ACDBE Schedule 1 and ACDBE Schedule 2 to the list of documents required to be submitted with the proposal (See Items 12 and 13 below).

8. Interested parties were unable to access a room behind the “bar” area, at the time of the site visit/tour held on March 7, 2018. The space is identified as “Bar Support” in the architectural drawings. Photographs of the space, as well as an electrical room and closet, are attached as Attachment “F”, Photographs 3-8-2018, to this Amendment No. 1.

9. Section 3.2.3, Experience, of the RFP, is deleted in its entirety and replaced with the following Section 3.2.3. The modified text is underlined below:

3.2.3 Experience. Proposer shall include the company’s recent, relevant experience in the development, management and operation of common use passenger airport lounges, which shall, at a minimum include, experience in at least two (2) airports within the preceding five (5) years. Proposer shall specifically detail its experience in the development, management and operation of full-service common use airport passenger lounges. Proposers shall provide a contact name, address and telephone number for each airport experience listed. A contact person shall be someone who has personal knowledge of the proposer’s experience at that airport location. The contact person must have been informed that he or she is being used as a reference and that the County may be calling them. DO NOT list persons who will be unable to answer specific questions regarding the requirement.

10. Section 3.2.4, Legal/Contractual History, subsection (a) of the RFP, is deleted in its entirety and replaced with the following Section 3.2.4(a). The modified text is shown in underline/strikeout below:

*3.2.4(a) Proposers shall provide the name, location and date of any of the proposer's agreements with airports for the operation of airport passenger lounges that have been terminated either voluntarily or involuntarily, within the past five (5) years.

Proposers shall provide an explanation of the reason(s) for termination and a contact name, address and telephone number of the other contracting party. A contact person shall be someone who has personal knowledge of the terminated contract.

The contact person must have been informed that he or she is being used as a reference and that the County may be calling them. DO NOT list persons who will be unable to answer specific questions regarding the requirement.

11. Section 3.2.6, Credit References, of the RFP, is deleted in its entirety and replaced with the following Section 3.2.6. The modified text is shown in underline/strikeout below:

*3.2.6 Credit References. Proposer shall include the name, address, and telephone number of at least two (2) credit references.one (1) credit reference. In the event proposer is a joint venture, proposer shall provide the required information for each entity forming a part of the joint venture.

12. Section 3.6.3, ACDBE Documentation, subsection (a) (Schedule 1 – List of Proposed ACDBE Firms) of the RFP, is deleted in its entirety and replaced with the following Section 3.6.3(a). The modified text is shown in underline/strikeout below:

*3.6.3(a) Schedule 1 – List of Proposed ACDBE Firms. Prior to award of the Concession

Agreement, Schedule 1 shall be submitted by the selected proposer and shall Proposers should submit Schedule 1 with their proposal. Schedule 1 should contain the names of all ACDBE firms, including prime and subcontractors, suppliers and manufacturers, intended to be used in performance of the Concession Agreement.

The County reserves the right to confirm the certification status of all ACDBE’s proposed to participate in the Concession Agreement. This form is attached as Attachment “7” to this RFP.

13. Section 3.6.3, ACDBE Documentation, subsection (b) (Schedule 2 – Letter(s) of Intent to Perform as an ACDBE Firm) of the RFP, is deleted in its entirety and replaced with the following Section 3.6.3(b). The modified text is shown in underline/strikeout below:

*3.6.3(b) Schedule 2 – Letter(s) of Intent to Perform as an ACDBE Firm. Prior to the award of the Concession Agreement, the selected proposer must Proposers should submit a Schedule 2 for each ACDBE firm listed on Schedule 1. Schedule 2 must be completed and signed by the proposed ACDBE firm. ACDBE firms shall specify the type of work to be performed and the anticipated percentage of ACDBE participation.

Additional sheets may be used as needed. This form is attached as Attachment “7” to this RFP.

14. The following questions were asked at the Pre-Proposal Conference held on March 7, 2018:

Q1: Where is the direct access to the facility?

A1: Passengers will access the facility post-security, via the “sliding doors” near the Concourse A/B exit lane.

Q2: Will passengers traveling on a different concourse be granted access?

A2: Passengers holding a boarding pass for Concourse A or B will be able to access the facility as they exit the passenger screening area. It is a TSA decision on whether a passenger holding a boarding pass for Concourse C could access the facility. A request could be submitted to TSA as part of the development-approval process; however, proposers should understand approval is not assured. Furthermore, proposers should anticipate that any decision on this, if approved by TSA, would be subject to change at any time.

Q3: Would the facility operator (at the operator’s expense) be allowed to furnish separate TSA screening for passengers using the facility?

A3: We believe this is not logistically feasible, and it is extremely unlikely to be approved by TSA.

Q4: When was the space last renovated?

A4: It is believed the most-recent renovation occurred around 2000.

Q5: When was the space last operational for service?

A5: The space was last operational for service as a passenger lounge in 2005.

Q6: What are the traffic statistics?

A6: Passenger Statistics Reports are posted on the Palm Beach International Airport’s website at http://www.pbia.org/business/reports/. Approximately 20-years of history are available. Users are cautioned that airline-consolidations and rebalancing of passenger traffic has occurred, skewing the results. Currently, the following airlines operate at Concourse A/B (where the facility is located): American; United; Southwest; Air Canada;

Silver; BahamasAir; Sun Country; First Air; Canadian North. In addition, periodic charters occur at Concourse A/B, including international flights that utilize the U.S. Customs Federal Inspection Station (located beneath the lounge facility space).

Q7: What is the occupancy capacity for the space?

A7: The Occupant Load is listed on the cover sheet for the set of plans included in Attachment “3” – Architectural Drawings, provided 3-9-2018, attached as Attachment “C” to this Amendment No. 1.

Q8: What is the Airport’s design standard and will the Airport need to approve the plans?

A8: The Concession Agreement (Attachment “4” to the RFP), Article 7 (Construction of Improvements), addresses construction requirements and design standards. All improvements shall be of attractive construction and first-class design. While no specific written standards are available, improvements consistent with the more-recently constructed retail and food/beverage establishments on the Airport concourses would be in keeping with the Department of Airports’ (DOA’s) expectations. DOA will need to approve and stamp any construction plans prior to submittal to the Palm Beach County Building Department.

Q9: Does the space meet current electrical and other code standards?

A9: The space met codes in-effect at the time of construction. Any upgrade(s) or improvement(s) would be subject to current codes.

Q10: What is the turn-around time for design plan approvals?

A10: While no specific timeframe is established for DOA’s review, the Concession Agreement Section 7.03(A) provides that approval shall not be unreasonably withheld, conditioned or delayed.

Q11: If an ACDBE firm is certified in Miami are they eligible to participate in this project?

A11: A firm currently-certified as an ACDBE by the State of Florida’s Unified Certification Program is eligible to participate.

http://www.pbia.org/business/reports/

Q 12: What are the required hours of operation?

A12: The Concession Agreement (Attachment "4" to the RFP), Section 6.01, Hours of Operation, provides as follows: Concessionaire shall actively operate the Concession in the Premises in a business-like manner. The Premises shall be open to serve the public seven

(7) days per week at least thirty (30) minutes before the first departing flight through the last departing flight on Concourse AIB or such other hours as may be approved by the Department in writing. The hours of operation may be modified from time to time upon fifteen (15) days prior written notice from the Department to Concessionaire. No facilities shall be blocked off or closed at any time during the designated minimum hours of operation. The Concession shall remain open to accommodate flight delays that are expected to last more than thirty (30) minutes to serve Airport customers.

All other terms and conditions of Request for Proposals # PB 18-5 remain the same and unchanged. Proposers are reminded of the following:

The Deadline for Submission of Written Comments/Questions is extended to 3:00 p.m., local time, on Monday, April 2, 2018, to the Contact Person listed in Section 1.9.

The Deadline for Submission of Proposals has been extended to 3:00 p.m. local time, on Wednesday, May 2, 2018, at the Reception Desk, Department of Airports, 846 Palm Beach International Airport, West Palm Beach, FL 33406-1470.

Proposers are urged to review the provisions pertaining to Airport Concession Disadvantaged Business Enterprises (ACDBE), as listed in Section 3.6 of the RFP. Information regarding ACDBE certification status may be found through the Florida Department of Transportation Equal Opportunity Office website at:

https://fdotxwp02.dot.state.fl.us/Egual0pportunity0fficeBusinessDirectory/ or by contacting the Palm Beach County Department of Airports' DBE Office at (561) 471-7403.

<"-" &/~roperlies

END OF AMENDMENT NO. 1

ATTACHMENTS FOLLOW

Summary of Attachments “A” thru “F” to Amendment No. 1:

Attachment “A-1” - sign-in sheet from the Pre-Proposal Conference held on March 7, 2018

Attachment “A-2” - sign-in sheet from the Site Inspection held on March 7, 2018

Attachment “B” - PowerPoint presentation from the Pre-Proposal Conference held on March 7, 2018

Attachment “C” - Attachment “3” to the RFP - Architectural Drawings, provided 3-9-2018

A higher resolution copy of the file is posted on the Palm Beach International Airport’s website at http://www.pbia.org/business/bids/.

Attachment “D” - Attachment “6” to the RFP - Disclosure of Ownership Interests Affidavit

Attachment “E” - Appendix “D” to the RFP – Proposal Submittal Checklist

Attachment “F” - Photographs 3-8-2018, of the room behind the “bar” area, and an electrical room and closet area

ATTACHMENT “A-1”

TO

MARCH 7, 2018

PRE-PROPOSAL CONFERENCE

SIGN-IN SHEET

ATTACHMENT “A-2”

SITE INSPECTION

SIGN-IN SHEET

ATTACHMENT “B”

PRE-PROPOSAL CONFERENCE

POWERPOINT PRESENTATION

Request for Proposals

RFP PB 18-5

COMMON USE AIRPORT LOUNGE

Palm Beach International Airport

Palm Beach International Airport (PBI) Overview

● Owned by Palm Beach County, operated and managed by its Department of Airports.

● Medium hub airport serving more than 6 million total passengers annually.

● Commercial air carriers include: Air Canada, American, BahamasAir, Delta, Frontier, JetBlue, Silver Airways, Spirit, Southwest, Sun Country, United and WestJet.

● Consistently one of the top five busiest airports servicing private/general aviation aircraft.

Purpose of the Project

● Ensure the development of a first-class, full service common use airport passenger lounge with amenities and services such as snacks and beverages, internet access, computer workstations with printers, periodicals, televisions and comfortable seating;

● Maximize non-airline revenues for the operation and maintenance of the Airport;

● Optimize small, local and Airport Concession Disadvantaged Business Enterprise (“ACDBE”) business opportunities; and

● Keep the Airport’s concession program fresh and dynamic by introducing new concepts.

Location Map

(This map is included as Attachment “1” to the RFP)

Photographs

Concourse A/B Airline Traffic

Concession Opportunity

● Premises Offered - approximately 3,000 square feet of improved space with post-security access to Concourses A and B. The space was previously used as airline lounge space and includes kitchen, bar and lounge space, meeting rooms and restroom facilities.

● Required Services - Concessionaire shall develop, operate and manage the Common Use Lounge in accordance with the terms and conditions of the Concession Agreement (Attachment “4”).

● Agreement Term – Five (5) years, with no renewal options.

Concession Opportunity (Continued)

● Privilege Fee – The minimum Privilege Fee that may be proposed is the sum of:

(i) 10% of annual Gross Revenues (as defined in the Concession Agreement), excluding revenues from alcohol sales; and

(ii) 15% of annual Gross Revenues from the sale of alcohol. Indicate the proposed Privilege Fee on the Proposal Response Form.

● Minimum Annual Guarantee - Concessionaire shall be required to pay the greater of the Minimum Annual Guarantee (MAG) or Privilege Fee. The initial MAG shall be $65,000. The MAG shall be adjusted annually to an amount equal to the greater of: (i) 85% of the prior year’s Privilege Fee; or (ii) the prior year’s MAG.

Proposal Response Form

● Privilege Fee – Minimum Percentage of Annual Gross Revenues:

Excluding Alcohol Sales: Not Less Than Ten Percent (10%)

Alcohol Sales: Not Less Than Fifteen Percent (15%)

● Airport Concession Disadvantaged Business Enterprise (ACDBE) Participation – Minimum Goal:

Fifteen Percent (15%)

Required Documents Proposal Requirements are Listed in Section 3 of the RFP

● Section 3 identifies the information required to be submitted as a part of your proposal. A checklist can also be found in Appendix D.

Required Appendices

● Proposal Response Form (Appendix A) Signature page must be signed and sealed or notarized.

● Schedule 3, Demonstration of Good Faith Efforts to Achieve ACDBE Goal (Appendix C), if ACDBE goal is not proposed to be achieved

● Drug-Free Workplace Certification (Appendix B)

$5,000 Proposal Guarantee (Section 3.7 of RFP) – the proposal guarantee must be included with your proposal. Failure to do so will result in the disqualification of your proposal.

Exceptions

● Proposers should generally identify all proposed changes, alternatives and exceptions (“Exceptions”) to the Common Use Airport Lounge Concession Agreement (Attachment “4”) in their Proposals. The County is not obligated to accept such Exceptions.

● Proposers may NOT propose changes to the Minimum Proposal

Requirements set forth in Section 3 of the RFP (i.e., Maximum Term, Minimum Annual Guarantee or Privilege Fees, etc…).

● Proposers may only request the Department consider changes to the

Minimum Proposal Requirements prior to the Deadline for Submission of Written Comments/Questions (March 19, 2018).

ACDBE Schedule 3 Good Faith Efforts

● Palm Beach County has established an Airport Concession Disadvantaged Business Enterprise (ACDBE) participation goal of 15%.

● Proposers are required to demonstrate that they have made good faith efforts to achieve the ACDBE participation goal.

● In the event a proposer proposes less than 15% ACDBE participation on Schedule 3, the proposer is required to submit written, verifiable documentation of its bona fide good faith efforts to achieve the ACDBE goal. Failure to demonstrate good faith efforts will result in the proposal being deemed non-responsive when the ACDBE goal is not achieved.

● Actions constituting evidence of good faith efforts are described in Appendix A to 49 CFR Part 26. Examples of good faith efforts are also listed on Schedule 3.

ACDBE Participation

● Sub-concessionaire: ACDBE operating as subcontractor/subtenant.

● Joint Venture: ACDBE and prime proposer pool resources and share in risk, profit, capital contribution, and control of the JV.

ACDBE has defined roles and responsibilities as a joint venture partner.

● Supplier/Service Provider: ACDBE selling supplies or services.

● Management services

● Accounting/financial

● Marketing services

● Maintenance, janitorial services

● Products/supplies

ACDBE Requirements Common Mistakes

● Firms must be certified by the Unified Certification Program for the State of Florida as an “ACDBE”.

● Information regarding ACDBE certification status may be found through the State of Florida’s Florida Department of Transportation Equal Opportunity Office website at:

https://fdotxwp02.dot.state.fl.us/EqualOpportunityOfficeBusinessDirectory/ or by contacting the Department of Airports’ AC/DBE Office at (561) 471-7403.

● Certification as a SBE/MWBE by any other program does not count toward achievement of the ACDBE goal.

https://fdotxwp02.dot.state.fl.us/EqualOpportunityOfficeBusinessDirectory/

Timetable

● Deadline for Submission of Written Comments/Questions:

3:00 p.m. local time, Monday, March 19, 2018

● Proposal Deadline: 3:00 p.m. local time, Wednesday, April 4, 2018 (Cone of Silence goes into effect)

● Selection Committee Meeting Date: TBD

● Lease Award Date: TBD

Amendments

● Amendments to this RFP will be posted on the Palm Beach County Vendor Self Services Website: https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService as they are issued.

Proposers should register or activate an account on the Palm Beach County Vendor Self Services Website listed above.

● It is the sole responsibility of proposers to routinely check this website for amendments that may be issued prior to the deadline for submission of proposals.

● Proposers should not rely on any representations or statements that are not contained in the RFP or a formal written amendment to this

RFP.

http://www.pbia.org/ http://www.pbia.org/

QUESTIONS?

ATTACHMENT “C”

Revised Attachment “3” – Architectural Drawings, provided 3-9-2018 – to the RFP

A higher resolution copy of these drawings is posted on the Palm Beach International Airport’s website at http://www.pbia.org/business/bids/

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