ATCT RFP_Final_1.pdf

Auburn University Request for Proposal

Auburn University Regional Airport (KAUO)

Air Traffic Control Services

TABLE OF CONTENTS

Section I: Request for Proposal

Section II: Instructions to Proposers

Section III: Form of Proposal

Section IV: Evaluation Criteria

Section V: Calendar of Events

Section I. Request for Proposal

A. Intent and Scope

Auburn University is seeking a contractor to provide air traffic control services at the Auburn University Regional Airport.

Background

Auburn University Regional Airport is a general aviation airport in Auburn, Alabama.

The airport experiences nearly 100,000 operations annually, with a diverse fleet mix of flight training aircraft, corporate/charter aircraft, and military aircraft. The airport currently operates as an uncontrolled airport and is a candidate in the Federal Contract Tower (FCT) Program. The airport owns a mobile control tower that is utilized for select home football games. This structure will be provided at no cost to the selected contractor.

• Scope of Work

1. Air Traffic Control Services o Provide safe and efficient air traffic control services to Auburn University Regional Airport. The contractor shall assist in the establishment of Class D airspace and the acquisition of two radio frequencies for ground and local control.

o The mobile tower structure will be provided to the contractor. The contractor shall make the structure operational and provide all equipment needed to begin operations. The equipment will be owned by the airport at the conclusion of this agreement. A temporary office and bathroom facility will be provided in the immediate vicinity of the temporary tower structure.

o The standard operational hours are proposed as follows: 0700-2100 M-F, and 0800-1700 Saturday-Sunday. Extended hours will be required during times of high traffic, such as home football games.

o The contractor will follow all airport safety and security regulations.

o All air traffic control staff should meet the requirements of the Federal Aviation Administration (FAA) to conduct air traffic control operations.

o A tower manager should be provided as the main point of contact for all business matters.

o A minimum of $20,000,000 liability insurance shall be provided, and name Auburn University, its Board of Trustees and Trustees individually, Administrators, Faculty, Staff, and Agents as additional insured.

o Services will commence preferably no later than 90 days from contract execution.

• Term of Contract o This contract will be awarded for an initial term of one (1) year with the option to renew for four (4) additional one (1) year terms. This contract will automatically terminate upon the commissioning of a control tower with acceptance into the Federal Contract Tower (FCT) Program. All obligations to each party shall terminate.

B. Proposal Overview and Definitions

• Proposals will be received until 10:30 AM CDT on the specified date.

• Throughout the remainder of this Request for Proposal, all entities involved will be referred to as follows:

o Auburn University will be referred to as “University” or “AU”.

o Commodity/Service Provider will be referred to as “Contractor” or “Supplier”.

o This document will be referred to as “RFP”.

Section II. Instructions to Proposers

A. Proposal Response

• Proposals should be submitted to the Procurement & Business Services Sourcing Event Portal on or before the time and date set for closing.

• Pursuant to the provisions of the State of Alabama Competitive Bid Law rules and regulations adopted there under, sealed bids will be received on the items noted herein by Procurement and Business Services of Auburn University, until the date and time stated.

• All bids are to be "F.O.B. Destination - Freight Prepaid and Allowed."

• Alabama law (Section 41-4-116, code of Alabama 1975) provides that every bid submitted and contract executed shall contain a certification that the vendor, contractor, and all of its affiliates that make sales for delivery into Alabama or leases for use in Alabama are registered, collecting, and remitting Alabama state and local sales, use, and/or lease tax on all taxable sales and leases into Alabama. BY SUBMITTING THIS

BID, THE BIDDER IS HEREBY CERTIFYING THAT THEY ARE IN FULL

COMPLIANCE WITH ACT NO. 2006-557, they are not barred from bidding or entering into a contract pursuant to 41-4-116, and acknowledges that the awarding authority may declare the contract void if the certification is false.

Bidder certifies that neither it, nor any of its employees who will provide or perform services under this contract have been debarred, suspended or declared ineligible as defined in the Federal Acquisition Regulation (FAR 48 C.F.R. Ch. 1 Subpart 9.4). Bidder will immediately notify the University if the Bidder or any of its employees who will provide or perform services under this contract is placed on the Consolidated List of Debarred, Suspended, and Ineligible Bidders.

• AU reserves the right to award in whole or in part, by line item, or make multiple awards, where such action serves Auburn University’s best interest.

• Proposers may withdraw proposals at any time prior to the time and date set for opening.

• The University reserves the sole and exclusive right to reject or accept any or all proposals and to waive any informality in proposal. The best interest of the University and their subsequent facilities shall be considered as the number one determining factor in selecting or not selecting a Proposer.

• No department, school, or office at the University has the authority to solicit official proposals other than Procurement and Business Services. All solicitation is performed under the direct supervision of the Director of Procurement and Business Services and incomplete accordance with the University policies and procedures.

• The University reserves the right to conduct discussions with proposers, and to accept revisions of proposals, and to negotiate price changes. The University will make reasonable efforts to protect proprietary information but all records are subject to State of Alabama open records laws.

• Proposers submitting proposals which meet the selection criteria and which are deemed to be the most advantageous to the University may be requested to give an oral presentation to a selection committee. Procurement and Business Services will schedule the presentations.

• The University is committed to the development of Small Business and Small Disadvantaged business (SB & SDB) suppliers. If subcontracting is necessary, the contractor will make every effort to use SB & SDB in the performance of this contract.

Reporting will be required throughout the duration of the contract indicating the extent of SB & SDB participation.

• The Suppliers shall indemnify, defend, and hold harmless the University, its officers, agents, and employees from any claims, damages, and actions of any kind or nature arising from or caused by the use of any materials, goods, equipment, or services furnished by the Supplier, provided that such liability does not attribute to the sole negligence of the University.

• The successful supplier will have to attest to the following: By signing this contract, the contracting parties affirm, for the duration of the agreement, that they will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the state of Alabama, Furthermore, a contracting party found to be in violation of this provision shall be deemed in breach of the agreement and shall be responsible for all damages resulting therefrom.”

• Read and comply with all instructions, specifications, General Terms and Conditions, and Bid Conditions.

Section III. Form of Proposal

A. Proposal Format

• Proposals should be submitted in Excel® and/or Adobe PDF® formatting only.

o If there is any information or required submittals, which due to size limitations cannot be incorporated following the preferred formatting, please note for the evaluator where the information can be found in the response.

B. Tabular / Paginated Format

• Tab 1: Cover Letter o The proposer shall provide a cover letter describing a brief history of the Proposer and its organization. The letter will list the Principal or Officer of the organization who will be the University’s primary point of contact for clarifications or during negotiations.

• Tab 2: Executive Summary and RFP Response o A one-to-two-page executive summary of the respondent’s proposal, including brief descriptions of the company’s expertise procuring a contract the size and scope described in the RFP, and how the proposer plans to address the University’s requirements.

o A response to each item in the Scope of Work section and Outcome and Performance Standards section of this RFP indicating proposer’s Acceptance, Conditional Acceptance (with explanation), or Non-Acceptance of each item.

• Tab 3: Pricing o Provide pricing for the services to be provided for each item defined in the Scope of Work of this RFP.

o Equipment o Annual Wages o Cost per hour for additional services.

• Tab 4: Experience & FAA Credentials o A listing of other projects/customers similar in size and scope to the services described in the RFP. This list must include the name of the customer and the name, telephone number, and email address of an appropriate contact for each customer. If applicable, please list examples of services rendered in the state of Alabama, particularly within institutions of higher learning.

Section IV. Evaluation Criteria

• In awarding the contract, the University may take into consideration the skill, facilities, capacity, experience, ability, responsibility, previous work, reputation, financial standing of the bidder or respondents, and the amount of other work being carried on by the bidder. The inability of any bidder to meet the requirements mentioned above may be cause for rejection of proposal.

• Selection shall be made in the best interest of the University. An Agreement will be awarded to the successful respondent who, in the opinion of the University, has best demonstrated competence and qualification for the type of services required at fair and reasonable prices/compensation and whose proposal is deemed to be in the best interest of the University.

• Where contract negotiations with a respondent do not proceed to an executed contract within a time deemed reasonable by the University (for whatever reasons), the University may reconsider the proposals of other respondents and, if appropriate, enter into contract negotiations with one or more of the other respondents. Proposals shall remain valid and current for the period of 90 days after the closing date and time for submission of proposals.

• The respondent and University agree that time is of the essence in all respects concerning the award of contract and performance hereunder.

• Individuals from the Auburn University Regional Airport will form the evaluation committee for this RFP. The University shall determine the award after evaluating each response on the following points.

1. Pricing – 50%

• Supplier having the lowest overall cost in dollars.

2. History and Past Performance – 50%

• Relevant experience

• Demonstration of the selected supplier’s prior successful experience with the specified activities

• References

Section V. Calendar of Events - Revised

Task Date

RFP Bid Issued Wednesday, November 29, 2023 @ 4:45pm

Deadline to Request Site Visit Friday, January 5, 2024 @4:45pm

Site Visit Wednesday, January 10, 2024

Deadline for Questions Friday, January 12, 2024 @ 4:45pm

Responses to Q&A Monday, January 15, 2024 @ 4:45pm

RFP Bid Opening Wednesday, January 24, 2024 @ 10:30am

Contract Negotiations & Executed Contract TBD

To request a site visit, please contact Christalyn Thomas (cmc0122@auburn.edu) no later than Friday, January 5th.

mailto:cmc0122@auburn.edu