(RFP 2025_0028) (Periodic Automatic Replaceme.pdf

REQUEST FOR PROPOSAL

FOR

PERIODIC AUTOMATIC REPLACEMENT (PAR) SERVICES

FOR ENVIRONMENTAL SERVICE ITEMS

(RFP 2025-0028)

PROPOSAL SUBMITTAL DEADLINE

5:00 P.M. (EST)

Thursday, June 19, 2025

LOCATION:

SAVANNAH AIRPORT COMMISSION

400 AIRWAYS AVENUE

SAVANNAH, GA 31408

REQUEST FOR PROPOSAL

PERIODIC AUTOMATIC REPLACEMENT (PAR) SERVICES

FOR ENVIRONMENTAL SERIVCE ITEMS

(RFP 2025-0028)

PURPOSE OF PROPOSAL

The Savannah Airport Commission (SAC), referred to as the Commission, is seeking proposals from qualified Vendors to provide Periodic Automatic Replacement (PAR) Services for Environmental Service Items. The Commission will award one qualified firm, depending on their qualifications.

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 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 Submittal Instructions pg. 7 Scope of Services pg. 8 Required Forms pg. 9 Organization of Submission pg. 10-11 Evaluation Criteria/Instructions pp. 11-13 Environmental Service Items/Specifications pg. 14 https://savannahairport.bonfirehub.com/ mailto:mfreeman@flysav.com mailto:cdixon@flySAV.com

Request for Proposals (RFP 2025-0028)

PERIODIC AUTOMATIC REPLACEMENT (PAR) SERVICES

FOR ENVIRONMENTAL SERIVCE ITEMS

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. The Commission consists of five members, appointed by the Mayor and Aldermen of the City of Savannah, for a term of five years.

The 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. The 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, Spirit Airlines and United Airlines. Collectively these airlines, along with affiliated regional air carriers, transported approximately 3,300,000 passengers to and from the Airport.

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 Vendor. Vendors should direct all communications to Christy Dixon via email at cdixon@flysav.com or Melanie Freeman @ mfreeman@flysav.com. Vendors 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 Vendor 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 Vendor. The only exception to this requirement is for communications between prospective Vendors 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 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

Pre-Proposal Meeting

1. A non-mandatory pre-proposal meeting will be held at 1:00 PM on Wednesday, May 14, 2025, via Microsoft Teams. Please contact Melanie Freeman @ mfreeman@flysav.com or Christy Dixon @ cdixon@flysav.com for the information to join the meeting and to RSVP no later than Tuesday, May 13, 2025.

2. The purpose of the pre-proposal meeting is to discuss the requirements of this RFP and Scope of Services. The preproposal meeting will begin promptly at 1:00 PM EST.

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 May 21, 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 in the RFP Timeline. Please contact Christy Dixon via email at CDixon@flySAV.com for questions.

Deadline for Submitting Proposals:

June 19, 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:mfreeman@flysav.com mailto:cdixon@flysav.com https://savannahairport.bonfirehub.com/ mailto:CDixon@flySAV.com

III. RFP Timeline:

ISSUE DATE: May 1, 2025

NON-MANDATORY PRE-PROPOSAL MEETING May 14, 2025

WRITTEN QUESTIONS/COMMENTS DUE DATE: May 21, 2025

FINAL ADDENDUM RELEASE DATE: June 4, 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: June 19, 2025

NOTIFICATION OF AWARD DECISION TO BIDDERS: NLT September 4, 2025

IV. Contract Term and Renewal

The Commission is seeking a one (1) year initial term for this service contract. Thereafter, this Contract may be renewed annually at the sole discretion of the Executive Director (each, a “Renewal Term”), provided that a Renewal Term shall not be effective unless the Executive Director provides Consultant with written notice of Commission’s exercise of the Renewal Term prior to the expiration of the Initial Term or the applicable Renewal Term (each, a “Renewal Notice”). As used in this Contract, “Term” shall refer to the Initial Term together with any exercised Renewal Term.

V. Convenience Termination of Contract

The Commission may, at any time upon thirty (30) days written notice to the successful Vendor 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. 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 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 in the RFP Timeline. 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.

VII. SCOPE OF SERVICES

The Savannah Airport Commission (SAC), referred to as the Commission, is seeking proposals from qualified Vendors to provide Periodic Automatic Replacement (PAR) Services for Environmental Service Items. The Commission will award one qualified bidder depending on their qualifications. The Commission is soliciting firms and/or individuals who have established knowledge and expertise in all aspects of the services requested in this RFP. The scope of services are as follows:

1. The awarded bidder will be responsible for determining and managing the required inventory levels for the environmental service items listed on page 14 of this RFP.

2. The Vendor must have a minimum of 5 years of experience associated with the relative size and complexity of services in this RFP.

3. The awarded bidder will be responsible for avoiding excess stock, costly emergency orders, and product expirations. Items are to be rotated to avoid product expiration.

4. There are 2 delivery locations for the environmental service items. Location 1 is in the terminal building and location 2 is in the airport’s warehouse building. All items will need to be delivered and maintained at location 1. There is not a need for all items to be maintained and delivered to location 2 (please see the pricing sheet for more details).

5. At a later date, delivery drivers of the awarded entity might be required to obtain an airport badge to continue conducting services at the airport. A criminal background check and a security threat assessment will be conducted and passed before the issuance of an airport badge.

6. Upon arrival at the airport, delivery drivers and vehicles are required to undergo a physical inspection by an airport security officer before entering the Security Identification Display Area (SIDA) of the airport. After completion of inspection, all deliveries will be escorted by authorized airport staff.

7. The awarded bidder will be allowed to conduct inventory count at maximum twice weekly.

8. PAR Level will change, depending on the increase and decrease in demand for items.

VIII. IMPORTANT INFORMATION

1. The bidder must bid only on items they are able to provide in service. If the bidder cannot provide all items requested in service, the bidder must initial in the last block on the pricing form titled “not provided.” This will not result in disqualification from this proposal.

2. The location of the airport’s warehouse is 640 Gulfstream Road, Savannah, GA.

31408. The terminal building is located at 400 Airways Avenue, Savannah, GA.

31408.

3. The Commission will award one qualified firm depending on qualifications.

XI. 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. Please complete the form in its entirety.

2. Non-Collusion Affidavit, which certifies declaration of respondents that the offer is in fact prepared independently and not through collusion with other potential respondents. Please complete the form in its entirety.

3. Acknowledgement of Addendum Form, which confirms that respondents are aware of any additional information/questions associated with this RFP. Please sign and acknowledge all addenda (if any) associated with this RFP. Please complete the form in its entirety.

4. References: Please provide 3 business references. References submitted must be associated with the relative size and complexity of other similar work. Please complete the form in its entirety.

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 specifications in this proposal. All exceptions to the specifications noted must be clearly stated in the Exceptions/Notes Section of the Exceptions Form. If your company does not provide an item/items noted on the list, please initial in the “not provided” section of the form for the associated item. Please complete the form in its entirety.

7. Pricing Schedule Form: Pricing must be defined with units of measure and must include delivery and all other associated costs. Pricing must be defined by unit of measure or amount (for example: $100.00 for 10 bulbs).

If the item is not provided by your company, please initial in the box titled, “not provided.” Please complete the form in its entirety.

XII. Organization of Submission Proposals should be typed and should not include any unnecessarily elaborate or promotional material. Lengthy narratives are 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 Vendor will submit a Table of Contents outlining the response and will include the tabs listed below.

Tab A – Company Information The bidder will provide a brief company description and history. This section will include the business name, business address, physical address to the company’s warehouse where items will be housed, 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 will also be included in this section.

Tab B – Experience Experience of the Vendor

Indicate the experience of the vendor company providing the required services. Experience submitted must be associated with the relative size and complexity of other similar work.

Experience/Service Model During Logistical Disruption

Describe your company’s service model. Describe your company’s approach to contracted services in the case of logistical disruption (i.e., pandemic).

Tab C – Executive Summary (Value Added Services) Describe your company’s approach to providing the services in this RFP, identifying any unique or distinctive features or alternatives to which the Vendor wishes the evaluation committee to give particular attention. Value-added services must be submitted in this part. Examples of value-added services are inventory management software, RFID tags, Artificial Intelligence (AI) capabilities, etc.

Tab D – Previous Legal Litigation or Disputes Indicate whether 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 Vendor’s ability for this award. Indicate whether the Vendor has ever filed for bankruptcy or had operations foreclosed upon.

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

XII. Evaluation Criteria

Evaluation Criteria Chart

XIII. 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).

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 Quality of Environmental Service

Items and Services 25 Experience will be evaluated as it reflects the

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

3 Value-Added Services 20 Services that are unique or have distinctive features or alternatives (i.e., added inventory management software, AI capabilities)

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

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

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 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 a 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 the completion of services.

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

XII. 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.

Item # Item Name Item Description Required PAR

Level (Location 1) Required PAR

Level (Location 2) Additional Information

Sample Required in Bid Response

1 Crème Cleanser Quart Size 2 Cases N/A Reference Only: i.e. Soft Scrub No

2 Hand Soap for Auto Dispensers Color-White, Biodegradable, Phosphate Free. (Boardwalk White Lotion Soap is known to meet these specifications as a reference only.)

20 Cases 1 Case Usually Packaged 4 Gallons Per Case; Please Supply Part/Item Number in Allocated Space on Pricing Sheet

No

3 Chewing Gum Remover Aerosol 6oz. can 3 Cases N/A 12 cans per case No 4 Aerosol Odor Eliminator 1lb. Can 3 Cases N/A 12 cans per case (Tropical scent) Yes 5 Toilet Tissue (With Core) Single-wrapped; 80 Rolls Per Case 5 Cases 2 Cases Premium Grade (Samples Upon Request) Later Upon Request 6 Toilet Tissue (Coreless) 2ply, 1,000 sheets per roll; (Single-wrapped) 150 Cases N/A Premium Grade (Samples Upon Request) Later Upon Request

7 Multi-Fold Hand Towels White multifold paper towel 9.2" x 9.4" / 23.4cm x 23.9cm. 250 per pack (16 packs per case)

250 Cases 3 Cases Premium Grade (Samples Upon Request) Later Upon Request

8 White Hard Wound Roll Towels Core Size, must be 2 inches. Feet per Roll, must be 800 feet but no more than 800 feet per roll. Roll per Case, no less than 6 Rolls per Case

30 Cases 2 Cases Premium Grade (Samples Upon Request);

White in Color; Universal Roll; 2" Core

Later Upon Request

9 Diaper Changing Station Liner Size 13 3/8” X 18” unfolded 6 5/8” X 4 5/8” folded 5 Cases N/A Packaged 500 per case No

10 Trash Can Liner 40X48, No less than 22 Micron, Low Density. No less than 0.9 Mil or 23 Microns. No less than 25 liners per roll, 6 rolls per case, 150 per case. Case weight no less than 16.9 lbs.

100 Cases 25 Casess Any color except RED. No

11 Trash Can Liner 33X40, No less than 22 Micron, Low Density. No less than 0.9 Mil or 23 Microns. No less than 25 liners per roll, 10 rolls per case, 250 per case. Case weight no less than 13.6 lbs.

100 Cases N/A Any color except RED. No

12 Waxed Sanitary Restroom Liners #6141 Size- 10 width, 9 Length, 3.25 Height 10 Cases N/A No less than 250 per case No

13 Toilet Seat Covers (1/2) Half Fold 20 Cases N/A No less than 250 covers per pack, 20 packs per case

No

Powder Free Disposable Nitrile Gloves (Extra Large)

8 Mil Diamond Pattern 3 Cases 2 Cases Usually 100 per box/1,000 per case Samples Requested in Bid Response

Yes

Powder Free Disposable Nitrile Gloves (Large)

8 Mil Diamond Pattern 3 Cases 2 Cases Usually 100 per box/1,000 per case Samples Requested in Bid Response

Yes

Powder Free Disposable Nitrile Gloves (Medium)

8 Mil Diamond Pattern 3 Cases N/A Usually 100 per box/1,000 per case Samples Requested in Bid Response

Yes

17 Tampons For use in vending machine (#4 vending) 1 Case N/A No less than 500 per case No 18 Maxi Pads For use in vending machine (#4 vending) 1 Case N/A No less than 200 per case No 19 Terri Cloth Rags White In Color 2 Cases 2 Cases 25lbs. per case No 20 Clean by Proxy Peroxide Based Cleaner 3 Cases 3 Cases Spartan Product Only No 21 Non-Acid Base Cleaner 4 per case; 4x2 liter bottles per case 4 Cases 4 Cases Spartan Product Only No

ENVIRONMENTAL SERVICE ITEMS (PERIODIC AUTOMATIC REPLACEMENT (PAR) SERVICES (SPECIFICATIONS FORM) Note: Please include a sample of any item marker "yes" in the "sample required in bid response" section.