OnCall_Planning_Source_document_1-12-25_for_Intake_-_KV.docx

Ontario International Airport flyontario.com

REQUEST FOR PROPOSAL (RFP)

ON-CALL AIRPORT PLANNING CONSULTING SERVICES

FOR ONTARIO INTERNATIONAL AIRPORT

Introduction The Ontario International Airport Authority (OIAA) invites firms to prepare and submit qualifications to respond to this Request for Qualifications (RFQ) for a consulting team to provide comprehensive On-Call Airport Planning Consulting Services at Ontario International Airport (ONT). The general purpose is to provide a variety of assignments at ONT for tasks related to all areas of airport planning, including terminal, airside, airspace, land use, innovation and any other capital improvement planning efforts requested throughout the length of the contract. The Consulting Team should have experience in all aspects of aviation planning and an understanding of the unique issues facing medium-hub airports.

The successful Team(s) will be requested to enter into an on-call, task-based Master Contract. The anticipated term of the Contract is estimated for an initial three-year term with two (2) one-year renewal options at OIAA’s discretion to extend the contract.

Background ONT is a medium hub airport currently serving nearly 7 million annual passengers and is a major air-cargo facility in Southern California. Situated on 1,741 acres within the City of Ontario, California, ONT is located approximately 35 miles east of downtown Los Angeles in the central area of Southern California known as the Inland Empire. ONT has nonstop commercial jet service to over 2 dozen major airports in the U.S., Mexico and Taiwan, and connecting service to many domestic and international destinations. It is the West Coast air and truck hub for UPS Airlines and is a major distribution point for FedEx Express and Amazon Prime.

There are two parallel runways, Runway 8L/26R and 8R/26L, two existing terminals and a separate international arrivals facility. Terminal 2 has approximately 265,000 square feet with 12 gates (201–212) and Terminal 4 has approximately 265,000 square feet with 14 gates (401–414). The International Arrivals Facility has 2 gates for arrivals only, containing a U.S. Customs and Border Protection FIS/Federal Inspection Service. International flights currently depart from the main terminals.

Capital Program and Capital Improvement Program for ONT ONT is over 100 years old and the existing terminals are over 30 years old. Based on current and future growth demands, OIAA has identified the need for the redevelopment of existing airport facilities, along with the development of new facilities, to support both aircraft and passenger demand. The ONT Capital Improvement Program (CIP) is under development and refinement and the OIAA is currently identifying high-priority projects based on safety, capacity and efficiency needs. Based on a large Capital Program and Capital Needs Inventory, the CIP will ensure that ONT can efficiently meet the current and future demands while maintaining safety and regulatory compliance.

Timeline Release Project Date:

Question Submission Deadline:

Statement of Qualifications (SOQ) Submission Deadline:

Tentative Interview Date:

Agency Background The Ontario International Airport Authority (OIAA) is a joint-powers authority (JPA) formed between the City of Ontario and San Bernardino County as a public agency in Southern California. The OIAA Commission consists of five appointed members. The OIAA is the owner and operator of Ontario International Airport (ONT).

Pre-Proposal Meeting - Virtual A Pre-Proposal meeting will be held virtually through MS Teams on the date and time listed in the "Timeline" of this solicitation.

The OIAA highly recommends that at least one (1) member of your team attend this meeting as pertinent information regarding the project will be shared.

Scope of Work This is the detailed description of the Scope of Work, including objectives, tasks, deliverables, and any specific requirements relevant to this project. Successful vendor will be responsible for the following:

General Description Comment by Kris Vogt: What the prospective projects and dollar volume for the CIP for this solicitation?

The selected Team will be expected to be available to provide a variety of support services for the Capital Development (Infrastructure and Development) Division of OIAA in the area of Airport Planning Consulting Services. The Consulting Team should have experience in the area of airport planning and an understanding of the unique issues facing the development of medium-hub airports.

Assignments will be developed individually, Task Order based, by OIAA in conjunction with the selected Consulting Team, when and if consulting services are required. Proposing Teams will identify team leadership and key staff that will be most able and available to serve OIAA in a consistent and efficient manner as identified in Section below.

Project Deliverables & Anticipated Functions The services covered under this RFQ include comprehensive On-call Airport Planning Consulting Services. When and as directed by the OIAA, the Team’s services shall include, without limitations, the following scope of work:

A. Tasks Related to:Planning Studies – Conceptual and/or feasibility studies that discusses scope of project and addresses and evaluates business related decisions for the planning scope. Planning will be required for all aspects of the airport environment and may include tasks that address needs in landside (roadway, parking and ground transportation), airside, passenger terminal area, airspace, and cargo services. ALP updates as needed and experience working with and attaining approval with FAA ADO B. Forecasts – Review historical data and other local and regional economic indicators to generate long term demand forecasts for airport use in conjunction with tenants (airlines, cargo operators, cargo handlers, etc) or potential tenants. Forecasts will be used for developing CIP development requirements. Experience working with and attaining forecast approval with FAA ADO.

C. Land Use Evaluations – Evaluating airport land use for airport opportunities and compatibilities. Reviewing land use for both airside and landside and working with federal, state, local agencies related to compatible land use feasibility. Experience in Airport Land Use Compatibility Plan in California D. Capital Improvement Program (CIP) Support – Work with OIAA team to establish the annual and long term CIP program for OIAA. Efforts may include criteria, information, and data to justify and prioritize projects internally and to external sponsors such as FAA for AIP grant funding. Additionally evaluating sequencing of projects identifying main projects and associated enabling projects.

E. XXProject Definition Documents (PDD) - Comprehensive documents that define the various facets and limits of a project. The PDD will provide full definition of scope, schedule, budget, logistics, and other elements of the project and serve as the technical guide leading into design.

F. Other Associated Services – Teams should have full capabilities to provide full conceptual cost estimating (applicable to local market), conceptual scheduling, and preliminary site reviews and engineering evaluation for the planning tasks assigned.

G. Coordination - Coordinate with internal stakeholders such as facilities, airlines, and other tenants may be required. Coordination with external stakeholders may be required to obtain permits and approvals such as local Authorities Having Jurisdiction (AHJ), City of Ontario, Federal Aviation Administration (FAA), Transportation Security Administration (TSA), Customs and Border Protection (CBP). OIAA staff will lead the connection and coordination with the stakeholders.

This specific scope of services provided above identifies the expected range of services to be provided by the On-Call Panning Consultant but should not be interpreted as being limited to only these services, nor that the Authority has any obligation to include each of the above services within any contractual arrangement with the selected On-Call Planning Consultant(s). The OIAA reserves the right to amend the scope of work, as described above, and award select portions of the scope as the OIAA desires.

The On-call Airport Planning Services will be exclusive to the owner. The selected On-Call Planning Team(s) will be conflicted from separately contracting with OIAA for other services or contracts related to Design, Construction, Program Management/Construction Management (PM/CM) or similar staff augmentation functions.

The following Solicitations are expected in Q1/Q2 2025 and the On-Call Planning Team(s) will be precluded from these Solicitations as either a Prime or Sub-Consultant:

· On-call Architecture/Engineering (A/E) Services for Local Funded Projects

· On-call Architecture/Engineering (A/E) Services for Federally-Funded Projects Comment by Kris Vogt: Validate with local ADO the use of “on call” for fed funded. Will they allow for all years of the on call or will they require project specific solicitations in the out years?

· Program Management / Construction Management (PM/CM) Services for Capital Improvement Program (2026 – 2031)

Acceptance Criteria The selected Team(s) will be expected to be available to provide a variety of support services for the Capital Development (Infrastructure and Development) Division of OIAA at ONT in the area of Airport Planning Services. The Consulting Team(s) should have experience in the area of airport planning consulting and an understanding of the unique issues facing the planning and development of medium-hub airports. Assignments will be developed individually, Task Order based, by OIAA in conjunction with the selected Consulting Team(s), when and if consulting services are required. Proposing Teams will identify team leadership and key staff that will be most able and available to serve OIAA in a consistent and efficient manner as identified in Sections below.

Team Overview The Team overview section shall identify the lead firm and clarify the role and services provided. The section should describe prior experience working on similar assignments by the firm and focus on recent experience relevant to this specific assignment at Ontario International Airport.

Primary Staff and Experience The proposer shall present an efficient Team Organization Chart that is appropriate for comprehensive On-call Airport Planning Consulting Services assignment at a Medium Hub airport and identify roles and responsibilities of the key staff to be assigned to this project. OIAA has identified the following likely services team roles, however, the Organization Chart should identify all key staff to be assigned to this project, as recommended by the respondent.

A. Project Manager (PM) – The PM is the liaison between OIAA staff and the consultant team and should serve in this role in a manner that is responsive and cost-effective to the OIAA.

B. Planning Task Leads –The Planning Task Leads oversee specific areas for the varied airport planning services. If the proposing Team identifies an area of expertise, the organizational chart should identify the individual with expertise in that area.

C. Subcontractors – Subcontractors may perform various airport planning services, based on their skills and experience.

Work Plan The Team shall describe their overall understanding of the Anticipated Functions / Scope of Work and describe their ability to produce and deliver Tasks within budget and on schedule. The Work Plan should clearly outline the process and identify the methodology to address potential problems.

Supplier Qualifications Qualified Teams shall have a minimum of ten (10) years experience in Airport Planning Consulting, which requires experience and understanding of the airport environment, including familiarity with feasibility studies, strategy, CIP development, FAA regulations, and industry trends, including knowledge of local and federal regulatory framework and working with local and state permitting agents and agencies. Qualified Teams shall also demonstrate experience related to airport operators, airport users, tenants, passengers, stakeholders, with the ability to effectively communicate complex technical concepts Relevant experience may have been obtained working with general aviation, non-hub, small-hub, medium-hub and large-hub airports. The Team(s) shall show a successful track record of developing innovative solutions at airports with unique features and characteristics. ONT is a medium hub airport and experience serving peer airports with similar characteristics and air traffic volumes and characteristics will be evaluated favorably, but is not required.

Anticipate Contract Term Successful Team(s) should anticipate entering into an agreement with the OIAA for a term of 3 years with 2 one-year extension options.

Submission Instructions & Format All interested vendors are required to submit all proposals and questions electronically through OpenGov by the deadline listed above. Use "XXXXXX" as the subject line for all submissions. Hard copies will not be accepted. All submissions must be in the following format:

· Portable Document File (PDF) Please keep digital files to less than 10 MBs if possible.

· OIAA may choose to print your submission, paper size should not exceed 8.5-inch by 11-inch.

· The main body fonts must be a minimum of 12 points, figure captions and callouts may use smaller fonts.

· A one-page cover must state the "XXXXX" and include the prime firm name, contact person name, direct telephone or mobile phone number, and email address

· Page count should not exceed thirty (30) pages. (Excluding the Administrative Requirement documents) (Failure to include this information on the cover may result in disqualification).

Proposal Content Overview All proposals should be concise, organized, and show qualifications and applicable experience. Each proposal submittal shall be no more than thirty (30) pages in length, including attachments and exhibits but not including the Cover Letter/Executive Summary and the administrative requirements.

All proposals shall be prepared at the expense of the Proposer electing to participate with the understanding that no claims against the OIAA will be accepted.

The proposal shall consist of the following sections in the following order:

Proposal Content Requirement All submissions should include the following sections:

Cover Letter The cover letter shall be signed by an officer of the lead firm, should include the contact information including the phone number and email address of the contact person, introduce the prime company and the proposed key team, and state any other information deemed essential by the respondent, including:

· A brief description of the firm, including highlights of past experience and projects, and a list of key principals of the firm

· An expression of interest in providing On-Call Airport Planning Consulting Services at Ontario International Airport.

· An acknowledgement that the prime firm has reviewed the OIAA SBE program document on the airport website at www.flyONTario.com and will comply with all established policies as it relates to this solicitation.

· Confirmation that the respondent has read and acknowledged the Ontario International Airport “Rules and Regulations” available on the airport website at www.flyONTario.com.

SECTION 1 - Team Overview This section should include a description of the Consultant Team that demonstrates the Team has the necessary expertise to accomplish the types of work listed in the Scope of Work, using staff from their own organization and qualified subconsultants, as necessary to meet the requirements. The section should identify previous projects where the Team have successfully worked together in an airport environment and describe their recent experience working on similar/ relevant assignments. Experience should be within the last 10 years.

SECTION 2 - Primary Staff and Experience This section shall include a complete Organization Chart of all key individuals proposed for this Contract, as recommended by the respondent, and demonstrates that the respondent has adequate staff for this project who have capacity to accomplish the work.

NOTE: Organization Chart may be presented in an 11” x 17” format. Each 11” x 17” page shall be counted as 2 pages.

Detailed information should be provided about the key team members who will be the primary Points of Contact for OIAA staff and will provide initial response to all inquiries. Information shall be provided about the key team members. Brief biographies for each individual named on the organizational chart that includes the following information:

· Name (employer name, assigned office city, state)

· Assigned role on this project

· Current workload

· Current list of airports and/or airline clients, as well as the corresponding duration of the relationship

· Relevant experience, skills, and qualifications

· Years of experience and years with employer

· NOTE: Resumes (2-page format) of any proposed staff may be provided in a separate Appendix. Pages in the Appendix will not count towards the page limit

SECTION 3 - Project Experience This Section shall include project experience of the Prime Team and subcontractors that is relevant to this On-call Airport Planning Consulting Services. Projects presented in this section may be on-going and/or must have been completed on or after January 1, 2015 and should include the date of completion. A total of up to eight (8) projects that provide experience directly relevant to this Contract should be included. Of the eight projects, the Prime firm may present up to five projects while no more than three projects may be presented for subcontractors. Include the following information for each project profile:

· Project Title and Location

· Client Contact Information – Name, Title, Sponsor / Organization

· Firm role and approximate contract value

· Period of Performance

· Project description, including challenges that were overcome, any special practices that were implemented, “Lessons Learned” and relevance to this assignment.

· Roles of key staff who were assigned to the referenced project and are also assigned to this project

· Identify challenges and how they were overcome a relevant, key issue related to the project and how it was addressed during the course of the project.

· Discuss responsiveness to the owner’s needs

SECTION 4 - Work Plan The Team shall describe their overall understanding of the Anticipated Functions / Scope of Work and describe their ability to produce and deliver Tasks within budget and on schedule. The Work Plan should describe the methodologies, strategies, and tools intended to use to execute this project and clearly outline the process and identify the methodology to address potential problems and the proposed approach to fulfilling the project requirements.

Evaluation Criteria Administrative

Responsiveness will be evaluated for general clarity and whether respondents have followed the directions included in the Submission Instructions and Format as well as included the requirements detailed in the RFQ Content Requirements.

(100% of Total)

Compliance

Respondents will be evaluated for compliance with the directions included in Submission Instructions and Format

(100% of Total)

Technical

Proposals will be evaluated for their general clarity and whether respondents followed the directions included in this RFQ. The OIAA is seeking respondents who can demonstrate qualifications in a clear and compelling manner and who follow all directions included in this RFQ.

(10% of Total)

· General professional qualifications and prior experience serving in a similar role at similar airports

· Validated experience and qualifications of the proposed team to provide OIAA with the required Services as detailed in the RFQ.

(20% of Total)

· Capabilities of the assigned Team and individuals presented for this assignment

· Specialized skills, experience, and qualifications of Team members identified to serve on this assignment.

· Qualifications and experience of sub-consultants regularly engaged by the Team under consideration.

(25% of Total)

· Worked on similar types of assignments

· Worked at similar airports, agencies or organizations

· Identified challenges and how they were overcome

· Proven track record of recent successes in providing similar Services as detailed in the RFQ.

(25% of Total)

· Demonstrated understanding of Airport Planning consulting work and the required Services as detailed in the RFQ

· Understanding the OIAA’s operations, unique concerns, potential challenges.

· Demonstration of how the key staff will provide services to OIAA in an efficient and timely manner.

(20% of Total)

Proposal Evaluation and Awarding Responsiveness Review Upon receipt of proposals, OIAA will review and evaluate proposals that are deemed responsive in accordance with the criteria set forth in this solicitation. If a proposal is received and deemed non-responsive, the proposal will be noted as non-responsive and will not be scored.

Evaluation Panel Each proposal will be reviewed and evaluated by each member of a selection panel established by the OIAA. Each reviewer will use the evaluation criteria set forth in this solicitation to score each proposal accordingly. Each reviewer will complete his/her review of the proposals independently. The selection panel’s evaluations will be combined to determine a numerical ranking of each responsive proposal.

Evaluation of Interviews The OIAA may determine that it is necessary to conduct interviews prior to final selection. In the event interviews are necessary, the highest-ranking proposers will be invited to the OIAA to make a presentations to the members of the evaluation panel and answer questions. Tentative dates for the Interviews are the week of XXXXX. Each member of the evaluation panel will evaluate the interviews and the final scores will be established based on criteria and instructions provided prior to the interview taking place.

Evaluation Process All proposals will be evaluated based on the Evaluation Criteria list in this solicitation. The evaluation panel will use this information to determine the most highest-ranking firm.

Awarding & Negotiations OIAA intends to award the highest-ranking Team(s) based on the evaluation of proposals and, if necessary, interviews.

OIAA reserves the right to make final decisions regarding the selected Team(s) based on the quantity and quality of the proposals received. This right extends to modifying the selection process to eliminate interviews.

REQUEST FOR QUALIFICATIONS – ON-CALL AIRPORT PLANNING CONSULTING SERVICES FOR ONTARIO INTERNATIONAL AIRPORT

REQUEST FOR QUALIFICATIONS – ON-CALL AIRPORT PLANNING CONSULTING SERVICES FOR ONTARIO INTERNATIONAL AIRPORT image1.jpg