(RFP 2025_0015) Annual Elevator _ Escalator M.pdf

REQUEST FOR PROPOSAL

FOR

ANNUAL ELEVATOR & ESCALATOR MAINTENANCE & REPAIR

(RFP 2025-0015)

PROPOSAL SUBMITTAL DEADLINE

5:00 P.M. (EST)

Wednesday, February 18, 2025

LOCATION:

SAVANNAH AIRPORT COMMISSION

400 AIRWAYS AVENUE

SAVANNAH, GA 31408

REQUEST FOR PROPOSAL

(RFP 2025-0015)

PURPOSE OF PROPOSAL

The Savannah Airport Commission (SAC), referred to as the Commission, is seeking proposals from qualified contractors to provide Elevator and Escalator Preventative Maintenance and Repair Services. The Commission will award one qualified firm, depending on their qualifications. The Commission will also be seeking an “Add/Alternate” fee for an option to have a dedicated qualified technician on site for 40 hours weekly to perform maintenance and repair as needed during normal business hours.

All responses to this proposal must be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail. To provide a response to this proposal, all respondents must first register their company by using the above link. Registration is easy and free. Please be sure to select the NAICS codes associated with your business and/or organization. For questions regarding vendor registration or instructions on proposal submittal, please contact Melanie Freeman at mfreeman@flysav.com.

Christy Dixon Purchasing Manager cdixon@flySAV.com Savannah Airport Commission 400 Airways Avenue Savannah, GA 31408

TABLE OF CONTENTS

Airport Overview pg. 3 Cone of Silence pg. 4 RFP Timeline & Summary pp. 5-6 Contract Term & Renewal pg. 6 Convenience Termination of Contract pg. 6 Scope of Services pp. 7-8 General Requirements pp. 9-13 Submittal Instructions pp. 13-14 Organization of Submission pp. 15-16 Required Forms pg. 16-17 Evaluation Criteria pp. 17-18 Evaluation Instructions pg. 18-19 https://savannahairport.bonfirehub.com/ mailto:mfreeman@flysav.com mailto:cdixon@flySAV.com

Request for Proposals (RFP 2025-0015)

For Savannah Airport Commission

Airport Overview

The Savannah/Hilton Head International Airport (the “Airport”) is operated by Savannah Airport Commission (the “Commission”), a public body corporate organized under the laws of the State of Georgia (Georgia Code L-1952, Section 13), hereinafter called “Commission,” and an operating agency of the City of Savannah. Commission consists of five members, appointed by the Mayor and Aldermen of the City of Savannah, for a term of five years.

Commission is responsible for the improvements, maintenance, and operation of the Airport, and it is authorized to enter into contracts for the rental of buildings, land, office space and other property; to adopt rules and regulations for the operation of the Airport;

and to have control, custody and direction of all lands, properties and improvements affixed thereto by the actions of the General Assembly, and to have general direction of the same. Commission meets monthly, usually at 9:00 a.m. on the first Wednesday of each month, in the Commission Conference Room, located on the third floor of the terminal building at 400 Airways Avenue, Savannah, Chatham County, Georgia. The Commission acts by and through its Executive Director and staff on all matters pertaining to the management and operations of the Airport.

The Airport is a 3,681-acre site located approximately eight miles northwest of the business district of Savannah, only 45 minutes from Hilton Head Island, South Carolina, and less than two hours from the Golden Isles at Brunswick or Charleston, South Carolina. The following major airlines serve the airport: Allegiant Air, American Airlines, Avelo Airlines, Breeze Airways, Delta Air Lines, Frontier Airlines, JetBlue Airways, Southwest Airlines, Sun Country Airlines, and United Airlines. Collectively these airlines, along with affiliated regional air carriers, transported approximately 3,300,000 passengers to and from the Airport during 2022.

I. Cone of Silence

Communication with the Commission during this RFP:

The Commission has designated Christy Dixon, Procurement Manager, to be responsible for coordinating communications between the Commission and Contractor. Contractor should direct all communications to Christy Dixon via email at cdixon@flysav.com or Melanie Freeman @ mfreeman@flysav.com. Contractors are further advised that any communication, either verbally or in writing, direct or indirect, subsequent to the date of issuance of the RFP by a prospective Contractor or any of its owners, officers, employees, or agents, or any individual or entity acting on its behalf, with any member of the Board of Commissioners or any officer or employee of the Commission, except as provided in this section, is strictly prohibited and may be cause for disqualification of the prospective Contractor. The only exception to this requirement is for communications between prospective Contractors and the Commission’s in-house and outside legal counsel to further client communications on pending matters that are not related to this RFP. This restriction on communication will govern until the RFP process has been completed and a contract has been fully executed for the for these services. Please note that the Commission prefers all communication to be in writing.

mailto:cdixon@flysav.com

II. RFP Timeline Summary:

Note: The Commission reserves the right to modify this timeline at any time.

Contact Person: Christy Dixon E-mail: CDixon@flySAV.com

Mandatory Pre-Proposal Meeting & Walkthrough Information:

1. A mandatory pre-proposal meeting/walkthrough will be held at 1:00 PM on January 21, 2025, at the Savannah Airport Commission, 640 Gulfstream

Road, Savannah, GA 31408. (Building 640 Conference Room)

2. The purpose of the pre-proposal walkthrough is to review the requirements of this RFP, discuss the facilities, and to respond to questions regarding the RFP process. This meeting will begin promptly at 1:00 PM and it is mandatory for bidding this RFP. All contractors are encouraged to be on time.

3. If you are not able to physically attend the pre-proposal meeting/walkthrough on January 21, 2025, you may join the meeting via Microsoft Teams. The information for the meeting via Microsoft Teams is as follows: Meeting ID: 277 318 057 087; Passcode: ok7AJ9jr

4. If you are attending the meeting via Microsoft Teams, a physical walkthrough of the parking facilities on a later date is still required. Please contact Christy Dixon @ cdxion@flysav.com to schedule your guided walkthrough. A guided walkthrough, along with attendance to the pre-proposal meeting are mandatory to participate in this proposal opportunity.

5. Please send an RSVP email for the pre-proposal meeting to Christy Dixon

@ cdixon@flysav.com NLT Close of Business (5:00pm EST) on January 20, 2025.

Questions: All questions must be submitted through Bonfire and will not be accepted via email or mail. All questions must be submitted no later than January 24, 2025, by COB (5:00pm EST). All responses to questions will be provided through https://savannahairport.bonfirehub.com/ in an addendum by the date noted on this document. Please contact Christy Dixon via email at CDixon@flySAV.com for questions.

Deadline for Submitting Proposals:

February 18, 2025, by COB (5:00pm EST)

Submittal Information:

All responses to this proposal must be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail. Note: Please be sure to Acknowledge all associated addendums before submission of proposal response. The date for the final addendum is noted below.

mailto:cdxion@flysav.com mailto:cdixon@flysav.com https://savannahairport.bonfirehub.com/ mailto:CDixon@flySAV.com

III. RFP Timeline:

ISSUE DATE: January 14, 2025

MANDATORY PRE-PROPOSAL MEETING & WALKTHROUGH January 21, 2025

WRITTEN QUESTIONS/COMMENTS DUE DATE: January 24, 2025

LAST ADDENDUM RELEASED: January 29, 2025

Note: Please be sure to Acknowledge all associated addenda before submission of proposal response. The date for the final addendum is noted above.

RFP RESPONSE DUE DATE: February 18, 2025

NOTIFICATION OF AWARD DECISION TO BIDDERS: NLT April 15, 2025

IV. Contract Term and Renewal

The Commission is seeking an initial Term for Three (3) years with two (2) years with automatic one-year renewal periods not to exceed 5 years, unless thirty (30) days prior written notice is given prior to the end of the initial term or any renewals thereof. In the event the Commission exercises such rights to extend the contract, all terms, conditions, and provisions of the original contract will remain the same. At the sole option of the Commission the Contract may be extended beyond the two (2) Renewal Terms. The Contract will be amended to reflect any negotiated and agreed upon Compensation for any such extension of this Contract.

V. Convenience Termination of Contract

The Commission may, at any time upon thirty (30) days written notice to the successful Contractor specifying the effective date of termination, terminate the Contract, in whole or in part, when the Commission deems it to be in the Commission best interests.

VI. SCOPE OF SERVICES

The Savannah Airport Commission (SAC), referred to as the Commission, is seeking proposals from qualified contractors to provide Elevator and Escalator Preventative Maintenance and Repair Services. The Commission will award one qualified firm, depending on their qualifications.

COVERED EQUIPMENT LIST

The equipment to be covered will be Commission owned and operated elevators and escalators as follows:

Terminal Equipment

Location Unit Number Type Manufacturer Serial Number

Level 1 Terminal #1 Main Term Public Pass

Passenger Elevator

Montgomery CP-74833

Level 1 Terminal #1A Main Term Public Pass

Passenger Elevator

Montgomery CP-98242

Level 1 Terminal #5 Gate 6 Hold Room

Passenger Elevator

Montgomery CP-74837

Level 2 Terminal #2 Host Food SVS Pass

Passenger Elevator

Montgomery CP-74834

Level 2 Terminal #3 SAC Admin Secure

Passenger Elevator

Montgomery CP-74835

Level 2 Terminal #4 FAA Office Pass Passenger Elevator

Montgomery CP-74836

Level 1 Terminal #1 UP Escalator #1 KONE 20015128 Level 1 Terminal #2 UP Escalator #2 KONE 20224163 Level 1 Terminal #3 UP Escalator #3 KONE 20017057 Level 1 Terminal #4 Up Escalator #4 KONE 20015124 Level 1 Concourse #7 Passenger North Passenger

Elevator Schindler C9568

Level 1 Concourse #8 Passenger Valet Bag Elevator Schindler C9570 Level 1 Concourse #6 Passenger South Passenger

Elevator Schindler C9573

Level 1 Concourse #10 Passenger Valet Bag Elevator Schindler C9571 Level 1 Concourse #9 Passenger Valet Bag Elevator Schindler C9569 Level 1 Concourse #11 Passenger Valet Bag Elevator Schindler C9572 Parking Deck

Location Unit Number Type Manufacturer Serial Number

Level 1-4 Park Deck South

SD3 Passenger Passenger Elevator

KONE 20252425

Level 1-4 Park Deck South

SD4 Passenger Passenger Elevator

KONE 20252426

Level 1-4 Park Deck North

ND1 Passenger Passenger Elevator

KONE 20252423

Level 1-4 Park Deck North

ND2 Passenger Passenger Elevator

KONE 20252424

Level 1 Park Deck North

ND1 Escalator Escalator KONE 20252403

Level 1 Park Deck North

ND2 Escalator Escalator KONE 20252404

Level 1 Park Deck South

SD1 Escalator Escalator KONE 20252405

Level 1 Park Deck South

SD2 Escalator Escalator KONE 20252406

Level 2 Park Deck North

ND3 Escalator Escalator KONE 20252395

Level 2 Park Deck North

ND4 Escalator Escalator KONE 20252396

Level 2 Park Deck South

SD3 Escalator Escalator KONE 20252401

Level 2 Park Deck South

SD4 Escalator Escalator KONE 20252402

Level 3 Park Deck North

ND5 Escalator Escalator KONE 20252397

Level 3 Park Deck North

ND6 Escalator Escalator KONE 20252398

Level 3 Park Deck South

SD5 Escalator Escalator KONE 20252399

Level 3 Park Deck South

SD6 Escalator Escalator KONE 20252400

VII. General Requirements

1. The Contractor will be required to perform preventive maintenance services as per the Original Equipment Manufacturer (OEM) standard, which covers the total elevator and escalator system including all controllers and auxiliary equipment. The contractor will provide the Commission with a copy of the OEM procedures with scheduled frequencies to be used for PM and repair for each brand and type of equipment in this RFP. The contractor will provide all repairs, testing and any other work required by applicable Federal, State and Local laws and regulatory agencies. The contractor will provide all labor, supervision, materials, equipment, insurance, tools, machinery, testing, transportation, and other goods and services of any kind or type necessary to provide full elevator-escalator maintenance and repair services.

2. Contractor will perform all work by and under the supervision of skilled, experienced, elevator and escalator service and repair personnel directly employed and supervised by Contractor. All personnel must appear professional, with a company uniform during passenger terminal hours of operation and conduct themselves with the highest level of professionalism. All employees performing work under this Contract will be first deemed satisfactory to the Commission and must remain satisfactory and in good standing. If any employee is determined not satisfactory by the Commission, the contractor will remove and replace this person with another qualified mechanic determined to be satisfactory by the Commission.

3. All crews dispatched to locations under this contract must be qualified to work on the brand specific equipment in this RFP and will maintain the current required certifications and/or licenses with all federal, state, and local regulatory agencies to perform elevator and escalator maintenance and repair at the Savannah Airport Commission. A lapse of the current license is grounds for termination of the contract.

The contractor will provide proof of qualifications and certifications of all technicians working at the Savannah Airport Commission. The contractor will keep the commission advised of any lapse of license or certifications.

4. One crew will be defined as one (1) worker and will include costs for all tools equipment, vehicles, mobilization, taxes, insurance, and all other incidental cost invoiced to perform all services necessary and outside of scheduled preventative maintenance services during normal business hours. Additional labor costs will be defined as any additional worker required to perform services necessary in addition to the crew defined above must be approved by the Commission.

5. A standard schedule for all regular services will be coordinated and established with the Commission annually, and at least 30 days prior to the start of the annual services. The contractor will make every effort to adhere to the scheduled dates of service. The contractor will contact the Commission and receive confirmation of the requested service call at least 24 hours prior to arriving on site to perform any scheduled services. The contractor will keep the commission advised of any development relating to the scope of all maintenance and repairs services.

6. Alternate/Add - The commission is also considering hiring a dedicated, full-time, on-site technician as an Alternate/Add to this RFP. The dedicated technician will be required to be on-site at the Savannah Airport Commission during this contract. The dedicated technician will have a minimum of 5 years’ experience and hold an elevator and escalator journeyman’s license. This option will require an adjustment in the annual cost.

7. The Contractor will also contact the Commission upon arrival and departure of services.

8. The contractor warrants that at least one of its supervisors and/or elevator mechanics will be available immediately by phone, email, and text message to respond to Service requests and requests for information from a Commission representative 24 hours per day, 7 days per week. Unless otherwise authorized by the Commission, all service and repairs will be performed during normal working hours, which will be defined as Monday through Friday, 7:00 a.m.-5:00 p.m. Only those holidays recognized by the Savannah Airport Commission will be considered as outside normal working hours.

9. Emergency Response and Response Time - The contractor agrees that the response time will be less than two (2) hours for non-emergency situations and less than 30 minutes for emergency situations, i.e., entrapment. This service could be required 24 hours a day, seven days a week, weekends and holidays included. The emergency telephone in each elevator must be programmed to call the Savannah Airport Commission Communication Center. The contractor will respond to all calls made by the Commission within the times noted above or the Commission may exercise the right to call another elevator and escalator repair company to respond. Continued failure to respond to calls or failure to provide competent responsive service may cause termination of the Contract.

10. The contractor further agrees that the Commission will not be required to pay overtime rates for callbacks on equipment that had been previously worked on earlier that same day or a known problem that had been reported a minimum of two times within the last two weeks.

11. The Contractor will post a preventive maintenance schedule and a work log in each machine room. The log will include all entries for routine maintenance and repairs, including supervisor's surveys. Entries must include the date work is performed, the mechanic’s and supervisor's name, a brief description of the work completed, and the approximate time required for the work. The Contractor is responsible for the maintenance of the log and maintenance schedule in each machine room, as appropriate, for inspection by the Agencies Representative at any time. The conveyance Maintenance and Service log will be the Contractors’ proof of service.

Failure to enter services into the conveyance log by the contractor may result in the withholding payment for services.

12. Upon completion of work being performed, technicians will provide the Commission with a service ticket in hard copy or digital format. The contractor must maintain a live report containing an itemized list of work to perform and recommendations. This report may be submitted electronically to the Commission. Any condition found affecting the immediate safety of the passengers or elevator and escalator equipment must be immediately reported to the Commission. No equipment will be shut down, rendered inoperable, etc. without the notification of the Commission.

13. The contractor will provide a status report attached to each invoice for each elevator and escalator after each maintenance visit documenting all services performed. The Contractor will provide detailed monthly reports of all maintenance performed during that month failure to provide the report will result in a hold on the payment for that month.

14. Invoices will include a copy of all amounts paid by Contractor for parts and materials as the basis for parts markups billed to the Commission.

15. State Elevator Inspections – the contractor will have authorized representatives to be on site during elevator and escalator inspections. The Commission will bear the cost for all State inspection licensing and/or permit fees. The Contractor must correct any deficiencies found during this inspection within 15 days of inspection. The contractor must maintain a history of inspections performed by the State for all equipment under this contract. Fees for re-inspection due to failure to eliminate deficiencies covered by this Contract will be at the Contractor’s expense.

16. The contractor will not make any alterations or changes to the existing mechanical equipment, circuits, circuit wiring or sequencing. Any modifications must be submitted to the Commission for prior approval.

17. If the Contractor observes or becomes aware of any excessive wear, failure, vulnerability, or security breach of any Service-related equipment or system at the Facilities, then Contractor will immediately notify the Commission in writing and take all reasonable precautions under the circumstances.

18. The contractor will take precautions to minimize disruption of events at the Facilities to minimize dust, noise, and fumes, and to prevent power outages or the disturbance of utilities, fire suppression equipment, plumbing systems, and any other equipment or systems connected to the Facilities.

19. The contractor will, upon completion of any work, ensure that all facilities are returned to their original condition by cleaning/removing any debris or damage done while the work is performed.

20. As a safety precaution, Contractor will be responsible for the placement and removal of barricades warning signs and hazard signs during the performance of its Services and will use best industry practices to obstruct access to any Unit throughout the period a Unit is out of service due to maintenance or repairs, or otherwise not operation in Good Working Condition for any reason.

21. The contractor will assist as needed to utilize and enforce all elevator, escalator, and equipment warranties for and on behalf of the Commission. The Contractor will not cause or allow any warranty to become void or otherwise invalid due to the Services.

22. The contractor will not mix control and instrumentation devices from different manufacturers within a specific control system without the prior written approval of the Commission.

23. The contractor will provide written quotes for additional work items that may be required during the term of the Contract but are not identified within this RFP. Such additional work items require written approval by the Commission prior to the Contractor performing any work.

24. The contractor will provide the Commission with a written quote for any equipment component in need of replacement not included as part of the contract prior to ordering or replacing any components not included in the cost of the contract.

25. Allowable price adjustment – a price adjustment will be made only based on the addition of new equipment or replacement of old equipment with new equipment.

Price adjustments must be considered for units under warranty period.

26. Price Adjustment Lock – There will be no price adjustments for labor or commodity increases or fluctuations during the term of this contract.

27. The Contractor must maintain an as-built record of all system modifications. This record will be delivered to the Commission at the end of the agreement. Final payment will be withheld until these records are received and verified by the Commission. All records must be provided at the request of the Commission.

28. Contractor agrees to provide phase-out services for up to forty-five calendar days prior to expiration of this Agreement to a successor contractor at no extra charge to the Commission. Phase-out services will include a detailed review of system operations and maintenance procedures, record keeping, reports, procurement procedures, and other pertinent aspects of the Services in order to affect an orderly and efficient transition.

29. Service Inclusion - Any repairs required, regardless of the magnitude, will be covered under this contract. The resetting of safety-related devices due to being tripped will also be covered in this contract. The only repairs that will be excluded from the monthly maintenance/service fees are those repairs caused by mechanical parts that cannot be physically or visibly inspected. For repairs outside of routine maintenance, the contractor will receive Commission approval prior to proceeding with the repair.

30. Security and Access: The successful Contractor must comply with all Airport Security requirements concerning access to restricted areas of the buildings or airfield. Access to certain areas of the buildings may be restricted to off-peak working or operational hours or other reasons, and the Contractor will conduct their work accordingly. If the Commission determines that any employee(s) of the successful Contractor should not work on the Commission’s property or on the Contract, the successful Contractor will immediately comply with the Commission’s request to remove employee(s).

The successful Contractor and all employees performing duties under the Contract will conform to all applicable aviation security procedures regarding the issue, wearing, replacement, and return of personal identification badges, as defined in the Airport Security Program approved by the Transportation Security Administration (TSA) and amended from time to time.

All employees working under the Contract will be required to display on their person, always while on duty, an identification badge issued by the Commission. Identification badges will be worn on the outermost garment above the waist.

The successful Contractor will provide the Commission with a badge application signed by the certifying official of the successful Contractor.

Prior to the issuance of the airport identification badge, an airport badge application must be prepared and submitted to the Airport Identification Office. The application form for airport identification will be provided by the Commission and properly completed by the successful Contractor.

All employees must be able to meet the requirements of the TSA in order to receive an airport identification badge. Individuals will be issued a badge by the Airport Identification Office only after they have met all necessary security and training requirements including the appropriate certifications of the fingerprint-based background check and the Security Threat Assessment. The successful Contractor must be responsible for the following fees:

• Initial Commission photo identification badge $60.00 each. Above fees are subject to increase during the Contract term.

VIII. Submittal Instructions

All responses to this proposal must be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail. To provide a response to this proposal, all respondents must first register their company by using the above link. Registration is easy and free. Please be sure to select the NAICS codes associated with your business and/or organization. For questions regarding vendor registration or instructions on proposal submittal, please contact Melanie Freeman at mfreeman@flysav.com.

All addenda associated with this RFP will be provided through https://savannahairport.bonfirehub.com/ by the date noted on page 5 of this document.

All questions must also be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail. As required, it is the respondent’s responsibility to ensure that all addenda are acknowledged through submission of the Acknowledgement of Addendum Form.

Except as otherwise provided herein, proposals which are incomplete or which are not in conformance with the law, may be rejected as non‐responsive. Timely Proposals received will be subject to applicable laws and regulations governing public disclosure. Submission of a Proposal indicates acceptance by the respondent of the conditions contained in this RFP, and the intent to enter into an Agreement with Commission.

Savannah Airport Commission reserves and may exercise the following rights and options:

(i) to reject any and all proposals, negotiate with any respondent, alter the scope of work, to extend the date for submittal responses to request additional information from any Proposer, to supplement, amend or otherwise modify the RFP prior to the closing date and time, and reissue the RFP at any time prior to execution of a final agreement if, in Commission sole opinion, and best interest to do so; (ii) to supplement, amend, substitute, or otherwise modify this RFP at any time prior to selection of one or more proposer for negotiation and (iii) to cancel this RFP with or without issuing another RFP; (iv) to reject the proposal of any proposer who, in the Commission’s sole judgment, has been delinquent or unfaithful in the performance of any contract with Commission is financially or technically incapable or is otherwise not a responsible responder; (v) To reject as informal or non-responsive, any proposal which, in Commission’s sole judgment, is incomplete, is not in conformity with applicable law, is conditional in any way, or deviates from the mandated requirements of the RFP and; (vi) to waive any informalities in the submission process, defect, non-responsiveness and/or deviation from this RFP that is not considered in the best interest and/or best value to Commission, at its sole judgment.

Any exceptions to the specifications included in the RFP must be clearly stated in the proposal response (Exceptions Sheet).

EVALUATION & AWARD

The Commission is soliciting firms and/or individuals who have established knowledge and expertise in all aspects of the services requested in this RFP. Minimum requirements are as follows:

1. The contractor will have a minimum of 10 years’ experience in commercial elevator and escalator troubleshooting, repair service, and installation. Have a minimum of five (5) similar projects within the last ten (10) years providing the same or similar services requested in this RFP.

2. Must be OEM qualified to work on all equipment brands as identified in the RFP. If not Qualified on a specific brand at time of RFP submission, firm is automatically disqualified.

3. Have sufficient staff available with experience in the disciplines required for this service.

4. Provide a minimum of three (3) reference(s) for agencies that you have contracted with, providing the same or similar services.

5. Have no outstanding or pending complaints as determined through the Better Business Bureau, Georgia Attorney General’s Consumer Protection Division.

6. Have the administrative and fiscal capability to provide and manage the proposed services.

IX. Organization of Submission

Proposals should be typed and should not include any unnecessarily elaborate or promotional material. Lengthy narrative is discouraged. In order to expedite and to maintain consistency in the evaluation process, each Proposal should be organized as presented below. Proposals that do not follow the specific format outlined below, or that fail to provide the required documentation may receive lower scores or be disqualified if found to be non-responsive. In the event of conflict between any of the Proposal documents, resolution will be at the Commission’s sole discretion.

Submit data as requested in the following sections: This section will be submitted in Bonfire under Table of Contents, per section (Tab A, Tab B, etc.) as noted below.

Table of Contents: The contractor will submit a Table of Contents outlining the response and will include the tabs listed below.

Tab A – Company Information Company Information, the contractor will provide a brief company description, history, and financial status. This section will include the name, address, telephone number, and e-mail address of the individual authorized to contractually bind the company/entity. The name, title, address, and telephone number of the operator’s designated contact person for communication pertaining to this proposal will also be included in this section.

Tab B – Experience Experience of the Contractor

Indicate the experience of the Contractor Company and subcontractors have in providing the requested Scope of Services.

Experience of the Dedicated Technician Indicate the experience of the dedicated technician, technician assistant, and the back-up dedicated personnel.

Other Relevant Experience Indicate other relevant experiences that shows the qualifications of the Contractor and subcontractors for the performance of the Contract.

Relevant Contracts Include a list of contracts the Contractor has held during the last five

(5) years that relate to the Contractor’s ability to perform the services outlined in this RFP. Examples should include the relative size and complexity of other similar work. Show contract reference numbers, contract period, current and valid names of contact persons with telephone numbers and e-mail addresses. By including this list, the Contractor grants permission to the Commission to contact this client list.

Tab C – Executive Summary Describe your team’s approach to providing the services in this RFP, identifying any unique or distinctive features or alternatives to which the Contractor wishes the evaluation committee to give particular attention.

Tab D – Previous Legal Litigation or Disputes Indicate if the company has been involved in any litigation or other disputes that have the potential to result in a financial settlement or judgment having a material adverse effect on the contractor’s ability for this award. Indicate whether the contractor has ever filed for bankruptcy or had operations foreclosed upon.

Note: This financial information will remain confidential to Commission’s staff only for the purpose of determining the financial viability of the contractor to the extent required by law, documents submitted in connection with the RFP may be subject to disclosure pursuant to Open Records Request.

X. Required Forms

The following forms must be completed in full and submitted with the proposal:

1. Proposal Certification, which certifies that the Respondent has certain specific capabilities, and that the proposal accurately represents those capabilities.

2. Non-Collusion Affidavit: Please complete the form in its entirety.

3. Acknowledgement of Addendum Form: Please sign and acknowledge all addenda (if any) associated with this RFP.

4. References: Please provide 3 business references.

5. Local, Small Business/Minority Business: Please complete the Local, Small

Business/Minority Business Form of this RFP. If your company does not have either designation, please check the box noted as non-applicable. If your company does have with designation, please complete the form in its entirety.

6. Exceptions Form: Please note in your response if there are any exceptions or additions to the requirements in this proposal.

7. Pricing Schedule Sheet: Include pricing requirements for each year of the contract, based on the specifications of this RFP. Forms for completing pricing requirements can be found in the Pricing Schedule. The proposal will include the total charges to the Commission for services covered by these specifications.

8. Statement of Certification: Please initial each section in its entirety and sign the form.

XI. Evaluation Criteria and Award

At Proposers’ own expense, Proposers may be selected to attend and interview with the evaluation committee to further present their qualifications. These presentations will provide the Proposer with the opportunity to clarify their Proposal and ensure a mutual understanding of the services to be provided and the approach to be used.

By submitting its Proposal in response to this proposal, respondents accept the evaluation process.

The Savannah Airport Commission reserves the right to reject any or all responses, delete any portion of the response, accept any response deemed most advantageous, or to waive and irregularities or informalities in the response received that best serves the interests and at the sole discretion of the Commission.

The respondent selected for an award will not necessarily be the lowest bidder. Rather, the selection will be based upon the weighted criteria, responsiveness, and the most responsible and advantageous respondent for the Commission, as determined by the Commission in its sole discretion. SAC intends to award a contract, subject to the terms of this RFP, to the best overall valued firm. Firms will be prioritized based on experience and performance, current performance capability, fees, and other criteria as outlined in this document. The Commission anticipates that all firms will have a fair and reasonable opportunity to provide service. The Commission reserves the right to add/delete/modify criteria or times, via an addendum, if it is in the Commission’s best interest, as determined by the city in its sole discretion.

Evaluation Criteria Chart

XII. Evaluation Instructions

Upon selection of the most qualified Respondents, the Commission may require the finalists to make an oral presentation to the Evaluation Panel to further explain their proposals. If such interviews are conducted, the Commission’s evaluation of the presentations will also be factored into the evaluation of the proposals. However, Respondents are advised that award may be made without interviews or further discussion. The following process will be used to evaluate the proposals:

1. Initial Evaluation

Each Proposal received will first be evaluated for responsiveness. Each Proposal received will first be evaluated for responsiveness. Each proposal will also be evaluated to ensure that all required documents are submitted to meet SAC’s compliance as noted in this RFP (meets minimum requirements).

2. Evaluation Panel

The Commission will use a minimum of a three-person panel to evaluate each of the responsive proposals. The evaluation panel will evaluate the responsive proposals submitted and award points according to the Evaluation Points chart above.

PLEASE NOTE: No Respondent will be informed at any time during or after the RFP process as to the identity of any evaluation panel member. If a Respondent becomes aware of the identity of such person(s), he/she will not make any attempt to contact or discuss with such person anything related to this RFP. The designated Contact person is the only person at Commission the Respondent’s will contact pertaining to

Criteria Maximum Points Description 1 Demonstrated Ability to Perform

Services per Scope of Work 25 Ability to perform the scope of work will be reviewed and evaluated.

2 Experience/Knowledge of

Respondent and Technician 25 Experience will be evaluated as it reflects the

Respondent’s demonstrated ability to successfully conduct the required services.

This includes the experience and knowledge of any technicians/subcontractors.

3 Vendor’s Performance 20 Vendor’s performance will be based off feedback from past references.

4 Pricing 15 Total costs based off requirements/scope of work.

5 Responsiveness and Clarity of Bid Submission

10 Responsiveness/Clarity is defined by the organization of bid response.

6 Local, Small Business/Minority Business

5 Local, small companies or minority companies will receive points in this area. A non-local, non-minority designation does not serve as disqualification for award of this project.

Total 100 this RFP. Failure to abide by this requirement may cause such Respondent(s) to be eliminated from consideration for award.

3. Best and Final Negotiations

Contract Award Procedure:

By completing, executing, and submitting the Respondent Certification, attached hereto, and incorporated by this reference, the “Respondent is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by Commission.

If a Respondent is selected, Respondents will receive by e-mail a Notice of Results of Evaluation after a notice of award is issued. Such notice will inform Respondents which Respondent has been selected to proceed with exclusive negotiations.

The Commission will evaluate the Respondents based on the above criteria and will select the most advantageous and best value to Commission. The chosen Respondent will be recommended to enter into an agreement for completion of services.

The Commission reserves the right to conduct a “Best and Final” negotiation at its sole discretion.

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