Bid PB 18-10 Third Amendment.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. 3

INVITATION FOR BID # PB 18-10

SEPTEMBER 13, 2018

RENTAL CAR LEASE AND CONCESSION AT THE

PALM BEACH INTERNATIONAL AIRPORT

This Amendment No. 3 is issued to provide additional information and clarification to the Invitation For Bids (IFB).

Bidders are advised of the following information pertaining to the IFB:

1. The following ACDBE schedules will be provided via e-mail to attendees of the Mandatory Pre-Bid

Conference and posted in Word format as attachments to the IFB posting on the Palm Beach County Purchasing Department’s Vendor Self Service (VSS) system, which can be accessed at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService:

Schedule 1, List of Proposed ACDBE Firms, Exhibit “4” to the IFB. This form was revised pursuant to Amendment No. 2 to the IFB.

Schedule 2, Letter of Intent to Perform as an ACDBE Firm, Exhibit “5” to the IFB. This form is revised pursuant to this Amendment No. 3 to the IFB. See Paragraph 2 below.

Schedule 3, Demonstration of Good Faith Efforts to Achieve ACDBE, Attachment “B” to the

IFB. This form was revised pursuant to Amendment No. 2 to the IFB.

2. Exhibit “5” to the IFB, Schedule 2, Letter of Intent to Perform as an ACDBE Firm, is deleted in its entirety and replaced with Attachment “1” to this Amendment No. 3.

3. Written Comments/Questions related to this Amendment No. 3 may be submitted to the Contact

Person(s) listed in Special Condition No. 9 of the IFB until 1:00 p.m., local time, Monday, September 17, 2018. Parties should reference the specific section(s) of this Amendment in such comments/questions.

4. The following questions were submitted to the Department of Airports (DOA):

Q1: Schedule 2 provided with IFB No. PB 18-10 still references: “The estimated value of the work is ____% of Proposer’s estimated annual gross receipts.” Further, we will need to complete Schedules 1 and 2 within a short timeframe after the bid, so it would be helpful to have these forms in Word or Excel format for ease of completion (especially if multiple ACDBEs are proposed). Will County please update Schedule 2, and also provide Schedules 1 and 2 in Word or Excel format for successful bidders to complete?

https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService

A1: Exhibit “5” to the IFB, Schedule 2, Letter of Intent to Perform as an ACDBE Firm, is revised pursuant to Paragraph 2 above. Word versions of ACDBE Schedules 1, 2 and 3 will be provided pursuant to Paragraph 1 above.

Q2: Amendment No. 2, Paragraph 5, A20: this may create a domino effect among the incumbents. As such, will the County consider delaying rent for all Concessionaires until April 1, 2019? In order words, we respectfully request the County provide a three (3) month transition period with no Facility Rental for all Concessionaires?

A2: No, the County will not consider delaying rent for all Concessionaires until April 1, 2019.

The purpose of the waiver was to provide compensation for costs associated with relocation/installation of equipment, communications, etc., and for the “down time” associated with relocation and/or construction of a new rental reservation counter area.

Incumbent concessionaires who retain their counter position will not experience these costs and would not be eligible to receive a waiver of Facility Rental.

Q3: Exhibit “4” to the IFB, Schedule 1 - List of Proposed ACDBE Firms, was replaced in Amendment No. 2. Would the airport please provide ACDBE Schedule 1 as a fillable Word document?

A3: Yes; See Paragraph 1 above.

Q4: Attachment “B” to the IFB, Schedule 3 - Demonstration of Good Faith Efforts to Achieve ACDBE, was replaced in Amendment No. 2. Would the airport please provide ACDBE Schedule 3 as a fillable Word document?

A4: Yes; See Paragraph 1 above.

Q5: Was Schedule 2 - Schedule 2 – Letter of Intent to Perform as an ACDBE Firm, previously deleted?

A5: No, Schedule 2, Letter of Intent to Perform as an ACDBE Firm (Exhibit “5” to the IFB) was not previously deleted from the IFB; however, this Amendment No. 3 replaces Schedule 2, Letter of Intent to Perform as an ACDBE Firm, with a new version of the form (see Paragraph 2, above) and a Word version of Schedule 2 is being provided.

Q6: Paragraph 5, Answer A5 of Amendment No. 2 stated: “The percentage listed on Schedules 1 and 3 should reflect the Bidder’s contract commitment for the new contract term, not an incumbent Bidder’s actual achievement under the current contract term. The ACDBE goal for the new contract term is 3.19% of total purchases of goods and services. Bidders may elect to commit to a higher percentage of ACDBE participation on Schedules 1 and 3.” Question: Please explain for clarity. For example, if we commit to the airport’s goal of 3.19% and cannot commit to a higher ACDBE goal than 3.19% then does the airport expect us as per its instructions to adjust our spend with each ACDBE suppliers to equal exactly 3.19%? Otherwise, our ACDBE percentage will reflect its actual amount which may be higher than the airports desired goal but is not the goal we are committing to.

A6: Schedule 3, Demonstration of Good Faith Efforts (Attachment “B” to the IFB), identifies the Bidder’s minimum ACDBE contractual commitment to the County and is required to be submitted with the Bid Response. The purpose of Schedule 1, List of Proposed ACDBE Firms (Exhibit “4” to the IFB) is to specifically demonstrate how the Bidder intends to satisfy its contractual commitment. Bidders are encouraged to propose a higher percentage of ACDBE participation if they believe that they will be able to achieve a higher percentage throughout the term of the Concession Agreement. Bidders are encouraged to seek additional ACDBE participation during the term of the Concession Agreement; therefore, the DOA understands that actual ACDBE participation may exceed a Bidder’s minimum ACDBE commitment and should be reported as a part of a Bidder’s quarterly reporting to the Department.

Q7: With regard to ACDBE compliance please confirm the ACDBE forms to be submitted with the Bid Response.

A7: All Bidders must complete Schedule 3, Demonstration of Good Faith Efforts to Achieve ACDBE Goal (Attachment “B” to the IFB) and submit it with the Bid Response. Failure to submit Schedule 3 will result in rejection of a Bid as nonresponsive to the IFB requirements.

If a Bidder proposes 3.19% or greater ACDBE participation, the Bidder must indicate the proposed percentage of ACDBE participation on the first blank and ensure that the form is signed by an authorized representative of the Bidder. It is not necessary for the Bidder to complete the remainder of the form if the Bidder is proposing 3.19% or greater ACDBE participation.

If a Bidder proposes less than 3.19% ACDBE participation, the Bidder must complete Schedule 3 its entirety and provide sufficient backup documentation indicating that the Bidder took all reasonable and necessary steps to secure ACDBE participation by certified ACDBE firms. Mere pro forma will not be considered as a good faith effort. In addition, the ability or desire of the Bidder to perform the work with its own organization does not relieve the Bidder of the responsibility to make good faith efforts. Efforts, such as sending blanket faxes or e-mail messages, to all ACDBE firms alone shall not be considered a good faith effort. In determining whether a Bidder has made good faith efforts, the DOA may take into account the performance of other Bidders in meeting the ACDBE goal. Failure to demonstrate good faith efforts by either achieving or exceeding the ACDBE goal OR providing written documentation sufficiently demonstrating the Bidder’s good faith efforts to achieve the goal as required by the Invitation to Bid shall result in a bid being found to be nonresponsive.

Bidders should refer to slides 7-12 of the PowerPoint Presentation attached as Attachment “B” to Amendment No. 1, for additional guidance for completing Schedule 3.

Schedule 1, List of Proposed ACDBE Firms (Exhibit “4” to the IFB) and Schedule 2, Letter of Intent to Perform as an ACDBE Firm (Exhibit “5” to the IFB) may be submitted after the bid response date.

Q8: With regard to Schedule 1, List of Proposed ACDBE Firms, now referenced as Attachment “2” to Amendment/Addendum No. 2 there is a “Notes” number 1 which references a Letter of Intent however it now appears as per Amendment No. 2 that the Letters of Intent have been deleted.

Please clarify.

A8: See A5 above.

ATTACHMENT “1”

TO

AMENDMENT NO. 3

EXHIBIT “5” to the IFB

ACDBE SCHEDULE 2

LETTER OF INTENT TO PERFORM AS AN ACDBE FIRM

(revised per Amendment No. 3 to IFB PB 18-10)

SCHEDULE 2

LETTER OF INTENT TO PERFORM AS AN AIRPORT CONCESSION DISADVANTAGED BUSINESS ENTERPRISE*

Name of Bidder: _________________________________________________________________________________

Name of ACDBE Firm: ______________________________________________________________________________

The undersigned is certified as an Airport Concession Disadvantaged Business Enterprise by Palm Beach County or the State of Florida’s Unified Certification Program. Check one or more classifications as applicable:

□ Black □ Hispanic □ Women □ Other (Please Specify) _______

□ Prime Contractor □ Subcontractor □ Manufacturer □ Supplier □ Joint Venture

The undersigned ACDBE firm is prepared to perform the following services and/or provide the following goods in connection with the above-referenced Agreement:

If the undersigned intends to subcontract any portion of the work described above to another company, please complete the following:

________________________________ ______________________ □ ACDBE Certified (Name of Company) (Description of work subcontracted) □ Non-ACDBE

________________________________ ______________________ □ ACDBE Certified (Name of Company) (Description of work subcontracted) □ Non-ACDBE

The undersigned affirms that it has the resources necessary to perform the services and/or provide the goods described herein, except as noted above. The undersigned ACDBE firm understands that the provision of this form to the bidder does not prevent the firm from providing quotations to other bidders.

Printed Name of ACDBE Firm

By: _______________________________ Signature

Date: ______________________________

*This form should be submitted for each ACDBE firm listed on Schedule 1, “List of Proposed ACDBE Firms”.

END OF AMENDMENT NO. 3