IFB 18-14 Amendment No. 1.pdf

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

Attachment “A” - Sign-in sheet from the Pre-Bid Conference held on October 29, 2018

Attachment “B” - PowerPoint presentation from the Pre-Bid Conference held on October 29, 2018

Attachment “C” - Schedule 1 - List of Proposed ACDBE Firms

ATTACHMENT “A”

TO

AMENDMENT NO. 1

OCTOBER 29, 2018

PRE-BID CONFERENCE

SIGN-IN SHEET

ATTACHMENT “B”

OCTOBER 29, 2018

PRE-BID CONFERENCE

POWERPOINT PRESENTATION

INVITATION FOR BID # PB 18-14

RENTAL CAR

LEASE & CONCESSION

AT THE PALM BEACH

INTERNATIONAL AIRPORT

Mandatory Pre-Bid Conference October 29, 2018

Rental Car Concession Opportunity Palm Beach County is soliciting bids for the award of up to three (3) Rental Car Lease and Concession Agreements.

The Agreement provides for the non-exclusive right to operate and manage a rental car concession at the Airport, including a customer reservation counter at the Terminal.

Rental car revenue & PBIA passenger data is available in the ‘Specifications’ section of the Bid document.

Summary of Key Differences from Prior Bid (IFB 18-10) Up to three (3) rental car reservation counters

Minimum Period Guarantee amount for Contract Periods:

First Contract Period Minimum - $650,000 Second Contract Period - 90% of the Annual Percentage Payment for the First

Contract Period, or MPG of the First Contract Period, whichever is greater Third Contract Period - 50% of the MPG for the Second Contract Period, but not less than $375,000

New Bid Response Form (Attachment “A”)

New Schedule 3 Form (Attachment “B”)

Replacing Schedule 1 Form via Amendment 1 (note no. 3 on form was corrected to state “total purchases of goods and services”)

Security Deposit – 50% of the Minimum Period Guarantee for the Current Contract Period

Rental car reservation counter renovations to occur after expiration of this Agreement.

Construction and transition will be handled in the next Agreement.

Documents Required to be Submitted with Bid Bid Response Form (Attachment “A”)

Schedule 3, Demonstration of Good Faith Efforts to

Achieve ACDBE Goal (Attachment “B”)

Drug-Free Workplace Certification (Attachment “C”)

$5,000 Bid Guarantee (Special Condition #15) – in the form of a bid bond or cashier’s check

Evidence of Qualifications (Special Condition #10)

Bid Response Form – Attachment “A” Bid Response Form - should be completed in its entirety.

The Bid Response form includes a checklist of documents required to be submitted with the bid.

MPG – Enter the MPG for each Contract Period:

First Contract Period minimum = $650,000

Brands – List no more than two (2) brands.

Rental Car Reservation Counter Preference – Select Position preference (total of three positions available)

Schedule 3 – Attachment “B” Demonstration of Good Faith Efforts to Achieve ACDBE Goal

Schedule 3 must be completed. Failure to do so will result in disqualification of your bid.

ACDBE Goal = 3.19% of purchases of goods and services.

If 3.19% or greater ACDBE participation is proposed on Schedule 3, the bidder should check the appropriate box and sign the front page. No additional documentation must be submitted at the time of the Bid, and the remainder of Schedule 3 may be left blank.

If less than 3.19% ACDBE participation is proposed on Schedule 3, Schedule 3 MUST be completed in its entirety and documentation of Good Faith Efforts MUST be submitted at the time of the Bid.

If 3.19% or more ACDBE Participation is proposed:

(1) Check the top box;

(2) Enter the percentage

(3) Sign & Date

(4) There is no need to complete Section II of form.

Schedule 3 – Attachment “B” (cont’d)

Schedule 3 – Attachment “B” (cont’d)

If less than 3.19% ACDBE Participation is proposed:

(1) Check the second box;

(2) Enter the percentage proposed

(3) Sign & Date

(4) The remainder of the form must be completed, demonstrating the Bidder’s good faith efforts to achieve at least 3.19% participation.

ACDBE Participation - Common Mistakes

Improper completion of Schedules; failure to complete Schedule 3 in its entirey and provide required documentation when goal is not acheived.

Firms must be certified by the Unified Certification Program (UCP) 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 and selecting “DBE Directory”; or by contacting the Palm Beach County Department of Airports’ AC/DBE Office at (561) 471-7403.

Certification as a SBE/MWBE by any other program SHALL NOT count toward achievement of the ACDBE goal. Certification as an “DBE” SHALL NOT count toward achievement of the ACDBE goal.

Example ACDBE Profile

Good Faith Efforts

Each Bidder is required to demonstrate that it has made good faith efforts to achieve ACDBE participation.

In the event a Bidder proposes less than 3.19% ACDBE participation on Schedule 3, the Bidder is required to submit written, verifiable documentation of its bona fide good faith efforts to achieve the ACDBE goal.

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 Plan The Department encourages Schedule 1 and 2 to be completed and submitted at time of Bid submittal; however, they will be required to be submitted upon request or with the finalized Agreements prior to contract award:

Schedule 1, List of Proposed ACDBE Firms (Exhibit “4”) – to be completed by the prime concessionaire.

The percentage of ACDBE participation on Schedule 1 must equal the amount proposed on Schedule 3, Demonstration of Good Faith Efforts to Achieve ACDBE goal (Attachment “B”).

Schedule 2, Letter of Intent to Perform as an ACDBE firm (Exhibit “5”) - to be completed by each participating ACDBE firm.

Schedule 3, Demonstration of Good Faith Efforts to Achieve ACDBE Goal , is required to be submitted with Bid Response Form

Available Rental Car Counter Positions

A 3rd rental car reservation counter will be allowed.

New counter area is adjacent to Bag Belt #1; east end of Level One (Arrivals).

Bidder will be responsible for construction, subject to Department review and approval. Improvements to include electric, data, communication, lighting, and other counter itself. NO rental credit will be provided by the Department for this reservation counter.

Temporary or modular (not permanent) type of construction for this location.

Site visit of the area will be conducted immediately following today's meeting.

Position “C” - Possible Third Rental Car Counter Location

Position “C” Third Rental Car Counter Location (near Bag Belt #1; Level One (Arrivals)

Position “C” Third Rental Car Counter Location (near Bag Belt #1; Level One (Arrivals)

Summary of Bid Minimum Requirements Minimum of 3 years experience in the operation and maintenance of a rental car operation.

Minimum Period Guarantee (MPG):

First Contract Period (1/1/2019 - 12/31/2019) - $650,000

Identification of Brand(s) to be operated from the rental car counter (maximum of 2 Brands).

Reservation Counter Preference (Position “A”, “B”, or “C”) needs to be selected.

Schedule 3 must be completed, signed, and submitted with Bid Response Form.

Bid Award Process

Bid Submission Date – November 6, 2018, at 2:00 P.M.

Bids will be reviewed for responsiveness

Recommended awards will be posted, and successful

Bidders notified

Execution of contract documents

Award/Approval of Agreement by the Board of County

Commissioners

Anticipated Commencement of Term - January 1, 2019

Post-Bid Documents Required to be Submitted Prior to Award of Contract Signed Agreement for Rental Car Lease and Concession (3 originals)

Corporate Signature Authority

Insurance Certificate(s)

Security Deposit – equal to 50% of the Initial MPG

Schedule 1 (Exhibit “4”) - List of Proposed ACDBE Firms (from

Amendment 1)

Schedule 2 (Exhibit “5”) – Letter of Intent to Perform as an ACDBE Firm

Guaranty (if relying on a franchisor to satisfy qualification reqmt’s)

Checklist of Items Required to be Completed, Signed, and Submitted by Bid Response date of 11/06/18

Bid Response Form (Attachment “A”)

Schedule 3, Demonstration of Good Faith Efforts to

Achieve ACDBE Goal (Attachment “B”)

Drug-Free Workplace Certification (Attachment “C”)

$5,000 Bid Guarantee (Special Condition #15) – in the form of a bid bond or cashier’s check

Evidence of Qualifications (Special Condition #10)

QUESTIONS?

All Bidders are strongly encouraged to submit all written questions as soon as possible.

All questions, comments (i.e., additional information or clarifications) must be made in writing to the contact person(s) listed in the IFB, via e-mail, Fax or U.S. Mail, no later than 1:00 p.m. local time, on Tuesday, October 30, 2018.

ATTACHMENT “C”

SCHEDULE 1

LIST OF PROPOSED ACDBE FIRMS

Revised per Amendment No. 1 to IFB PB 18-14

SCHEDULE 1

LIST OF PROPOSED ACDBE FIRMS

Name of Bidder: _____________________________________________ Phone No.: __________________________ Fax No: ___________________

Contact Person: __________________________________________________ E-mail Address: _________________________________________________

Address: ________________________________________________________

Anticipated Percentage of ACDBE Participation by Race/Gender(1)

Name, Address & Phone No. of

ACDBE Firm(2)

Description of Type of Work

Classification (Check applicable box)

Black

Hispanic

Women

Other

(Please Specify)

□ Prime Contractor

□ Subcontractor

□ Supplier

□ Manufacturer

□ Joint Venture

□ Supplier

□ Supplier

Total Percentage of

ACDBE Participation(3)

Notes:

1. The percentages listed on this form for each ACDBE Firm must be supported by the percentage included on Schedule 2, “Letter of Intent to Perform as an Airports Concession Disadvantaged Business

Enterprise”, in order to be counted toward attainment of the ACDBE goal.

2. It is the obligation of bidder to confirm that firms identified on this form must be certified as an ACDBE by the State of Florida’s Unified Certification Program. Firms not certified by the State of Florida’s

Unified Certified Program as an ACDBE will not be counted toward attainment of the goal.

3. ACDBE participation is measured as a percentage of total purchases of goods and services.

By signing this form the undersigned Bidder is committing to utilize the above-referenced ACDBE Firms pursuant to the Concession Agreement. Substitutions of ACDBE Firms during the term of the Concession Agreement shall be subject to prior written approval of the Department of Airports.

By: _______________________________________________ Signature

__________________________________________________ *Additional sheets may be used if necessary.

Print Name/Title of Person Executing on Behalf of the Bidder

Date:______________________________________________

END OF ATTACHMENTS TO AMENDMENT NO. 1