IFB PB-22-3 Amendment 1.pdf

Schedules & Common Mistakes

The amounts listed in Schedule 1 for each ACDBE Firm must be supported by the percentage included on Schedule 2 in order to be counted toward attainment of the ACDBE goal. Schedule 2 must be signed by the ACDBE firm. The total percentage listed on Schedule 3 must be supported by Schedules 1 and 2.

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 Florida Department of Transportation Equal Opportunity Office’s website at:

https://fdotxwp02.dot.state.fl.us/EqualOpportunityOfficeBusinessDirect ory/Home.aspx/; or by contacting the Palm Beach County Department of Airports’ Office at (561) 471-7403.

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

http://www3b.dot.state.fl.us/EqualOpportunityOfficeBusinessDirectory/

Schedule 1 List of Proposed ACDBE Firms

Make Sure to:

(1) Fill out

Schedule(s) completely;

(2) Enter Name of the firm, Type of Work;

(3) Indicate Firm Classification;

(4) Enter % Participation;

(5) Verify % with Schedule 2;

(6) Check ALL

MATH!

(7) Sign & Date.

Schedule 2 ACDBE Letter of Intent to Perform

Make Sure to:

(1) ACDBE FIRM

COMPLETES

SCHEDULE 2;

(2) Select Firm’s Classification;

(3) Provide a Description of Work;

(4) Enter Value of Work %;

(5) Will any work be Subcontracted?

(6) ACDBE Firm, Sign & Date.

Verify ACDBE Certification Status

Although a ACDBE firm may perform work in categories for which it is not certified, only work to be performed in the ACDBE’s certified categories will be counted toward attainment of the ACDBE goal.

ACDBE firms are certified for certain categories of work in accordance with the North American Industry Classification System (NAICS). Information regarding NAICS can be found at:

https://www.census.gov/naics/.

PLEASE ASK FOR HELP if you experience difficulty when trying to verify a firm’s certification status.

https://www.census.gov/naics/

Good Faith Efforts - Generally The Bidder is required to demonstrate that it has made good faith efforts to achieve participation with ACDBE firms if the ACDBE goal is not achieved. Failure to demonstrate good faith efforts to achieve the ACDBE goal shall result in disqualification of your response in the event that the ACDBE goal is not achieved.

Determinations of good faith efforts are intrinsically fact-specific and are made taking into consideration the evidence provided by each Bidder as to its documented efforts.

Demonstration of good faith efforts include, but are not limited to, the actions identified in Schedule 3. Actions constituting evidence of good faith efforts are described in Appendix A to 49 CFR Part 26.

Schedule 3 Demonstration of Good Faith Efforts

Schedule 3 form requires submission of additional information.

Bidders should read the form carefully. In the event the ACDBE goal is not achieved, Schedule 3 must be completed in its entirety.

Complete required contact log, including the name of each ACDBE firm contacted, method of initial and follow up contact, dates of efforts and results of contact.

Include copies of backup documentation supporting your contact log.

Include method of solicitation for all subcontracting categories identified on Schedule 3 for ACDBE participation. Do not list categories where little or no efforts were made to obtain participation.

Demonstration of Good Faith Efforts

Include copies of advertisements; however, advertising alone is not sufficient to satisfy good faith efforts.

List all quotes from ACDBE firms. If a non-ACDBE firm is selected over an ACDBE firm, the Bidder is required to include the actual copies of the quotes submitted by the ACDBE firm and non-ACDBE firm. Failure to include the required quotes shall cause the response to be nonresponsive.

Schedule 3 provides specific examples of actions that raise the question of whether the bidder has used good faith efforts and actions that may cause a response to be found nonresponsive. This information may be used as a general guide; however, this list is not exhaustive or exclusive.

Examples of actions that do not constitute Good Faith Efforts

Making mere pro forma efforts such as sending blanket e-mails with no documented follow up efforts.

Rejecting ACDBE firms as being unqualified without sound reasons.

Failing to make portions of the work available consistent with the available ACDBE firms.

Failing to negotiate in good faith with interested ACDBE firms.

Providing the Department with inaccurate or misleading information regarding good faith efforts. WE DO CHECK!!

Demonstration of Good Faith Efforts to

Achieve ACDBE Goal

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

If 3.22% or greater ACDBE participation is proposed on Schedule 3, the Bidder should check the appropriate box and sign the front page.

No additional documentation needs to be submitted at the time of the Response and the remainder of Schedule 3 may be left blank.

If less than 3.22% 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 Response.

3.22% or greater ACDBE participation

If 3.22% 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 the remainder of the form.

Less than 3.22% ACDBE participation

If less than 3.22%

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 and demonstrate the Bidder’s good faith efforts to achieve at least 3.22% participation.

BID PB 22-3

Rental Car Lease and Concession at the Palm Beach International Airport

Pre-Bid Meeting March 2, 2022

The BID document is posted on the County’s Vendor Self Service (VSS) portal at:

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

CONTACT PERSONS

Ray Walter, Deputy Director Airports Real Estate & Concessions Telephone: 561-471-7429 Email: ray.walter@pbia.org

Rebecca Reed, Assistant Airport Properties Manager Telephone: 561-687-5944 Email: rebecca.reed@pbia.org

BID PB 22-3

Rental Car Lease and Concession at the Palm Beach International Airport

Pre-Bid Conference March 2, 2022

Vendor Self-Service (“VSS”) Registration Vendor Self Service (VSS) system can be accessed at:

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

The RFP can be access without registration by using “Public Access” on the left side.

Register as a user by clicking on the “Register” button on the left.

Vendor Self-Service (“VSS”) The RFP Document and any Amendments to the RFP will be posted on VSS.

Proposers should periodically check VSS for Amendment(s) that may have been issued.

Under “Keyword Search” enter terms such as “PB”, “Rental Car” or “Airport”.

Vendor Self-Service (“VSS”) Registration In order to do business with Palm Beach County, proposers are required to create a Vendor Registration Account or activate an existing Vendor Registration Account through the Purchasing Department’s Vendor Self Service (“VSS”) system.

The selected proposer must ensure all subcontractors are registered in VSS. All subcontractor agreements must include a contractual provision requiring that the subcontractor register in VSS. (See Section 13.H of the BID)

Palm Beach International Airport (PBIA) Overview

● The Airport is owned by the County and operated by the

Department.

● Located in Palm Beach County

● PBI is classified as a medium hub airport, handling between 6.5 to 7 million passengers in a typical year. The Airport is located approximately 2.5 miles from downtown West Palm Beach and has three surfaces which serve as six active runways; the longest runway is 10,008 feet.

Facilities at the Airport are capable of supporting a full range of commercial and general aviation aircraft.

Purpose of the Project

● Palm Beach County, through its Department of Airports is soliciting competitive bids for the award of up to Eight (8) Agreements for Rental Car Lease and Concession.

● Award of the Concession Agreements includes the non-exclusive right, privilege and obligation to lease and operate reservation counters and offices within the Airport.

● The County seeks to establish a strong, sound, and mutually beneficial relationship with quality-oriented concessionaires.

Key Changes in this Concession Agreement

● The Concession Agreement form is generally consistent with the current

Concession Agreement.

● MAG ADJUSTMENT BASED ON PASSENGER DECLINES – Section 5.02 Threshold: Less than 85% (15% decline) in the number of deplaning passengers for the same month of the preceding calendar year.

MAG reduction by the same percentage as such decrease in the number of deplaning passengers in the same month of the prior calendar year.

EXAMPLE:

March 2024 Deplanements: 300,000 March 2025 Deplanements: 225,000 (25% reduction from March in the preceding year) If MAG: $1.2M ($100,000 per mo.), MAG would be adjusted/reduced by 25% for March, 2025, so MAG would be $75,000 for the month of March, 2025.

Adjustment(s) would occur for any month where such a decline in deplanements occurs.

● “Year-to-Date” reconciliation of the MAG means that any “adjusted” months reduce the YTD MAG amount accordingly.

Key Changes in this Concession Agreement (Cont’d)

● Minimum Hours of Operation for the Assigned Premises (Counter Areas) (Section 8.02(B)) 8 hours per day (9:00 am -5:00 pm) 7 days per week;

unless otherwise approved by Department.

Failure to staff and operate the Assigned Premises shall be considered abandonment of the Assigned Premises (see also, Section 13.02(A) – DEFAULT.

● Courtesy Shuttle (Section 8.02(E)) 15-minute intervals; from 1-hour prior to first departure to 1-hour after last arrival (INCLUDING

DELAYS)

Must provide a current telephone number for customer to call if “on-demand” service is not available during “non-peak” hours.

Counters (“Assigned Premises”)

● Seven (7) existing counters. We will allow up to eight (8).

● The Bidder for the 8th “Additional Counter” (if needed) will be responsible for the cost and expense, design, construct and install all electrical, data, communications, lighting and other improvements and trade fixtures necessary and customary for the operation of a rental car reservation counter, subject to a rental credit in an amount not to exceed $50,000.00.

● Location/design of the 8th Counter is subject to County approval.

● Design of the 8th Counter would likely be consistent with the rendering/concept for the “new counters”.

Proposed Location of the Additional Counter (if needed) Width of Assigned Premises: 9’ (6’ wide counter)

Customer Queue Area: 9’ wide x 16’ deep Counter and Behind-the-Counter: 9’ wide x 9’ deep

JETBLUE BAG

SERVICE OFFICE

BAGGAGE CAROUSEL 1

COUNTER 1COUNTER 2

Counter Replacement

● The previous Concession Agreement bid (issued 2018) contemplated that we would update and replace the counter areas (millwork) during the term of that Agreement.

● Due in part to concerns by the participants related to disruption during the term, we decided to have the agreement end in 2021, at which time the counters would be replaced between-terms.

● Due to the pandemic, counter replacement was put on-hold the Agreement was ultimately extended to June 30, 2022.

● We now plan to replace the counter areas during the term of this Agreement.

● Section 4.08 of the Concession Agreement addresses Temporary Displacement/Relocation of the Assigned Premises, including coordination with Concessionaires; written notice; and abatement of Facility Rental.

Counter Replacement – concept/rendering

Counter Replacement – concept/rendering

BID Exhibits

1. Draft Concession Agreement Form

2. Rental Car Reservation Counter Areas – this exhibit shows the location and dimensions of existing counter areas and the general proposed location of the “Additional Counter” (if required)

3. Form of Guaranty (if required - Special Condition Nos. 13 & 17)

4. Directions to the DOA Administration Offices

5. Webex Login Information

6. Bid Submittal Checklist

BID Attachments The following Attachments MUST be completed and returned with your Bid Response.

Failure to return these documents with your Bid Response will result in rejection of your Bid Response.

Attachment “A” Bid Response Form Attachment “B” Schedule 3, Good Faith efforts to Achieve ACDBE Goal

The following Attachments SHOULD be completed and returned with your Bid Response, but are not required to be submitted until following submittal. NOTE: these items are required to be submitted prior to Contract Award, and must be returned upon request by the Department. Failure to return these documents in accordance with a request by the Department will result in rejection of your Bid Response.

Attachment “C” Drug-Free Workplace Certification Attachment “D” Schedule 1, List of Proposed ACDBE Firms Attachment “E” Schedule 2, Letter of Intent to Perform as an ACDBE Firm

Required Documents Required Attachments

● Bid Response Form (Appendix A)

● Signature page must be signed and sealed or notarized.

● Schedule 3 (Appendix B)

$5,000 Bid Guarantee (Section 13.D of Bid) – the Bid guarantee must be included with your proposal. Failure to do so will result in the disqualification of your proposal.

ACDBE CONFERENCE

Special Condition #10. AIRPORT CONCESSION DISADVANTAGED

BUSINESS ENTERPRISE (ACDBE) CONFERENCE

In an effort to facilitate and encourage ACDBE participation, the Department is attempting to organize a NON-MANDATORY ACDBE Conference, at which time ACDBE providers will be available to share information on goods, services and products they offer, and will be available to answer questions or to schedule additional offline discussions with potential bidders. It is the Department’s intention to host this ACDBE Conference virtually, at a time and date to-be-determined. Additional details, including participant login information will be posted as an amendment to this IFB and details will be provided directly to participants according to the contact information provided on Mandatory Pre-Bid Conference attendance sheet. A bidder’s participation in this ACDBE Conference may be used as part of a bidder’s “good faith efforts” to achieve ACDBE participation.

Timetable

● Deadline for Submission of Written Comments/Questions:

3:30 p.m., Thursday, March 10, 2022

● Proposal Deadline: 3:30 p.m., Wednesday, April 6, 2022 (Cone of Silence goes into effect)

● Selection Committee Meeting Date: TBD

● Award Date: TBD

Amendments

● Amendments to the BID will be posted on the Palm Beach County

Purchasing Department’s Vendor Self Service (VSS) system at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService.

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

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

QUESTIONS?

Submit questions in writing prior to 3:30 p.m., Thursday, March 10, 2022:

ray.walter@pbia.org or rreed@pbia.org mailto:ray.walter@pbia.org mailto:rreed@pbia.org

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