RFP 2025-1009

Airport Parking Management and Revenue Control Equipment

MELBOURNE AIRPORT AUTHORITY

REQUEST FOR PROPOSAL (RFP)

FOR

Airport Parking Management &

Revenue Control Equipment

Melbourne Orlando International Airport

One Air Terminal Parkway, Suite 220

Melbourne, Florida 32901 USA

Table of Contents

REQUEST FOR PROPOSAL

SECTION 1: GENERAL INSTRUCTIONS AND REQUIREMENTS

INTENT OF REQUEST FOR PROPOSAL (RFP)

PROPOSER’S COSTS

EVALUATION OF PROPOSER

INSURANCE (AS APPLICABLE TO THE CONTRACT SCOPE)

RESERVED RIGHTS

PUBLIC RECORDS

REQUEST FOR CLARIFICATION OF REQUIREMENTS, STANDARDS, SPECIFICATIONS, OR PROCESS

ADDENDA TO THE RFP

MODIFICATION AND WITHDRAWAL OF PROPOSAL

PROPOSAL QUESTIONS

AWARD CRITERIA

HIGHEST RANKED PROPOSER

PROPOSAL GUARANTEE

PROTEST OF CONTRACTOR SELECTION OR CONTRACT AWARD

EXAMINATION BY PROPOSERS

SUBMISSION OF FORMS

TAXES

AWARD OF CONTRACT(S)

EEO STATEMENT

DISAVANTAGED BUSINESS ENTERPRISES (DBE)

COMPLIANCE WITH APPLICABLE LAW

TEXTING AND DRIVING

PUBLIC ENTITY CRIME INFORMATION STATEMENT

LIABILITY

UNAUTHORIZED ALIEN WORKERS

FINANCIAL STATEMENT

SECTION 2: TERMS AND CONDITIONS

2.1 ASSIGNMENT OR SUBCONTRACTING

2.2 CONTRACT

2.3 OWNERSHIP AND ACCESS TO RECORDS

2.4 EXAMINATION OF RECORDS

2.5 CONFLICT OF INTEREST

2.6 ATTORNEY'S FEES

2.7 APPLICABLE LAW

2.8 REJECTION OF PROPOSALS

SECTION 3: SCOPE OF SERVICES

SECTION 4: PROPOSAL SIGNATURE PAGE AND REQUIRED FORMS

SECTION 5: PROPOSAL SCHEDULE

SECTION 6: REFERENCES

SECTION 7: MANAGEMENT FEE

SECTION 8: FACILITY PHOTOGRAPHS AND DETAILS

ATTACHMENT A

SAMPLE CONTRACT

BACKGROUND

Melbourne Orlando International Airport (MLB) continues to gain global recognition as Central Florida’s Coastal Gateway and an epicenter of aerospace, defense and aircraft manufacturing.

With MLB’s growing campus and neighborhood of notable companies, including Northrop Grumman, Embraer, Dassault Falcon Jet. L3Harris, Collins Aerospace, Thales and more, the airport is home to a daily population of more than 20,000 and generates an economic impact of $3.1 billion annually.

Flying to MLB lands travelers right in the heart of Florida’s Space Coast with immediate access to Brevard County’s 72 miles of pristine beaches. It is the closest commercial service airport to Port Canaveral, the world’s second busiest cruise port, and to NASA’s Kennedy Space Center. Being located on Central Florida’s Atlantic Coast also provides easy access to Orlando’s world-famous theme park corridor in just over an hour’s drive.

MLB serves over 700,000 passengers annually with scheduled service provided by Delta Air Lines, American Airlines, Allegiant Air, Sun Country Airlines, and TUI Airways (providing International service to 6 to 8 destinations in the U.K. and Scotland).

In March 2022, the world’s leading holiday company and the UK’s number one holiday provider, TUI, began historic service to MLB, marking the first-ever European airline and transatlantic service and currently serves six UK markets. gateway to Florida for all its UK customers, TUI operates seasonally with up to three daily transatlantic flights with its 300 to 345-seat Boeing 787 Dreamliners and over 150,000 passengers annually.

MLB operates a newly renovated terminal to accommodate the increase in passenger air service.

The Terminal Expansion and Renovation project included major upgrades, including four new common-use international/domestic jet bridges capable of handling wide-body aircraft, an expanded U.S. Customs facility, a new four-lane security checkpoint, a spacious new departure gate area with fresh restaurant and retail options, and a new International Welcome Center with immediate access to ground transportation.

To learn more about Melbourne Orlando International Airport (MLB), visit www.MLBair.com or stay connected by following @FlyMLB on Facebook, Instagram, X (Twitter) and LinkedIn.

http://www.mlbair.com/

REQUEST FOR PROPOSAL

Thursday, October 9, 2025

Dear Proposer:

The Melbourne Airport Authority (Authority) dba the Melbourne Orlando International Airport is soliciting sealed Proposals from qualified Proposers for Parking Lot Operator Services, per the specifications herein. Proposals will be received in hard copy and electronically (submission details on following page) at the Melbourne Airport Authority Offices, One Air Terminal Parkway, Suite 220, Melbourne, Florida 32901, until Thursday, November 6, 2025 at 3:00 PM EST.

Proposals must be prepared per the specifications detailed within the Request for Proposal document. These documents are available:

• Via email from the contact person below,

• Via DemandStar: demandstar.com

• Via VendorLink: myvendorlink.com

CONTACT PERSON

Summer L. Wyllie-Vitt, Procurement Manager E-mail: swyllie-vitt@mlbair.com; Office: (321) 723-6227 x 163

The proposed outline for this solicitation and service schedule is detailed below. These dates are subject to change via published addenda and/or other official MAA notice. (Schedule to change)

Activity Date and Time

Request for Proposals Publication Thursday, October 9, 2025

Mandatory Pre-Proposal Meeting Wednesday, October 22, 2025 at 11:00 AM EST Melbourne Orlando International Airport Suite 220, 2nd Floor, Board Room 1 Air Terminal Parkway Melbourne, FL 32901

Questions Due Monday, October 27, 2025 at 5:00 PM EST

Responses from MLB No Later Than Friday, October 31, 2025 at 5:00 PM EST

Proposals Due Thursday, November 6, 2025 at 3:00 PM EST

Selection Committee Meeting(s) TBD and Announced Prior

MAA Board Recommendation Wednesday, December 10, 2025

Transition Activities Begin Thursday, December 11, 2025

Transition Activities Complete Saturday, January 30, 2026

Contractual Services Begin Sunday, February 1, 2026 mailto:swyllie-vitt@mlbair.com

In determining the best-qualified proposal, the Authority will consider all acceptable proposals on a basis consistent with RFP requirements.

The Authority reserves the right to award to one, multiple or none as determined in the best interest of the Authority. It is the preference to consider a single vendor for items.

Attendance at the Pre-Proposal Meeting is MANDATORY. Proposers who do not attend this meeting will not be eligible for consideration of their proposal submission and will be considered non-responsive. A review of the proposal process, scope of work and a site visit will occur at the Mandatory Pre-Proposal Meeting scheduled.

Mandatory Pre-Proposal Meeting:

Wednesday, October 22, 2025 at 11:00 AM EST Melbourne Orlando International Airport Suite 220, 2nd Floor, Board Room 1 Air Terminal Parkway Melbourne, FL 32901

The Authority reserves the right to reject any and all proposals, to waive any irregularities in the proposals received and to accept the proposal(s) that are in the best interest of the Authority.

The Authority is an Equal Opportunity Employer. The Authority is exempt from Federal and State taxes and will provide its exemption certificate to the successful Proposer upon execution of a contract.

Proposal Instructions and Information:

• The submission package or envelope SHOULD BE SEALED and PLAINLY MARKED with the following:

Melbourne Airport Authority RFP 2025-1009: Airport Parking Management and Revenue Control Equipment

Melbourne, Florida 32901

• Submit PROPOSALS to:

Melbourne Airport Authority

Please note that the Airport’s Administration hours are Monday through Friday, 8:00 AM through 4:30 PM. A lunch closure of the office occurs between 12:30 PM and 1:00 PM. Delivery may be made via any mail or courier service as well as hand delivery;

however must be received at the Airport Authority office by the proposal due date and deadline. Proposals received elsewhere on Airport property not in the Administration office by the deadline will be considered late and not considered. It is the responsibility of the Proposer to ensure its proposal reaches the Administration office in time.

Submissions receipts are available if desired.

Electronic submission is available through VendorLink only. Electronic proposals will be held to the same proposal submission due date as hard copies. To submit electronically, Proposers should scan in full the required proposal package as outlined in this RFP. Do not email proposals to the Airport or the contact person for this solicitation. As a sealed competitive process, proposals must be received in a manner in which they remain sealed before the proposal due date.

• ALL PROPOSALS MUST BE SIGNED.

• The Owner is the Melbourne Airport Authority, dba Melbourne Orlando International Airport.

• Proposer shall comply with all specifications.

• Additional sheets may be included if more room is needed for technical information, answers, and explanations. Proposals shall not exceed forty (40) pages total in length – not to include the forms provided in this Proposal which are required for submittal.

• Proposals shall be presented in tabbed format in any hard cover method, including 3 ring binder, binding, book bound, etc.

• Dividers shall separate all proposal sections with tabs labeled with the contents of each section.

The following sections must be included in the proposal and should be structured as follows:

Tab 1: Proposal Cover Letter, Executive Summary (No Points Assigned)

Summarize the key elements of your proposal. Provide a brief history and background of the proposing company, including the number of years the company has conducted business. Outline briefly your company’s parking operator function in the commercial parking industry.

Include a statement from an individual authorized to act on behalf of the Proposer, who shall sign the letter. Clearly state the names, titles, telephone numbers (including mobile), and emails of all primary points of contact along with a business address.

Tab 2: Proposed Management Plan and Team (15 Points Possible)

Proposers are to include a summary describing the Proposer’s understanding of and ability to meet the Authority’s needs in parking operator services, the services to be performed, its current resource pool of personnel, and how the Proposer intends to meet performance standards outlined.

Tab 3: Capabilities, Funding, and Expertise (20 Points Possible)

Describe the qualifications of the Proposer and principal staff that have managed contracts within the past five (5) years of similar in size and scope to demonstrate competence to perform required services. Note that proposer must have experience and expertise in managing commercial parking programs. Information shall include:

1. An organizational chart

2. Three (3) case studies where the Proposer has completed a conversion similar to what is being outlined in the RFP. Information shall include timelines, steps, and features of the program that was installed.

3. The current operating budget and management fee for the case studies.

4. Any other features that differentiate the Proposer that would be added value for the program at MLB.

This section should include any exceptions to the terms and conditions of the RFP and/or any exceptions to the Sample Agreement included in the RFP. In addition to the exception(s), Proposers shall include proposed alternative language that should be considered. THE AUTHORITY RESEREVES THE RIGHT TO ACCEPT, REJECT, OR

MODIFY ANY REQUESTED CHANGES AT ITS SOLE DISCRETION. If any term in the Sample Agreement is not noted with an exception, the Proposer may not request consideration of any changes to the Sample Agreement.

Tab 4: Technology to Include Equipment and Software (25 Points Possible)

Outline in detail the technology being proposed and all features for the proposed system to include how customers are processed at entrance and exit. Outline should include a flow chart of how the transaction is completed from beginning to end. Identify the accepted payment methods, including cash, and how the payments are processed. Include in the proposal what terms and conditions, including interest rates, would apply in the event the Proposer is the Merchant of Record. If a reverse ATM type of technology to deal with cash transactions is proposed, it must be included in the proposal.

Proposal shall include what anticipated civil work for fiber, power, etc. would be required in order to support the system as proposed. Proposal shall include all required signage to include a layout for the processing of transactions assuming QR code processing methodology is included.

Proposal shall include the outline of the proposed Operations Manual which shall ultimately be developed in conjunction with the Authority and approved prior to the commencement of the Agreement.

Tab 5: References (10 Points Possible)

RFP Section 6 – Proposer may utilize the form provided; or may submit in a different format so long as all requested material is provided within Proposal page limits.

References shall include a minimum of three (3) comparably sized installations that the Proposer has provided similar parking management services in the past five (5) years. Contact information shall include business name, project contact, project type, telephone number and email.

Tab 6: Management Fee and Budget (30 Points Possible)

Include in detail a budget for the period from Agreement commencement until the new system is installed and operational. This budget should include all expected costs to operate the existing system until the new system is installed. A second budget should include the resources required from the point of activation until the system is fully integrated. A third budget should include the first full year operating budget from the date of the new system is fully implemented for a period of twelve (12) months. The Authority reserves the right to adjust the budget cycle to coincide with the Authority fiscal year. The twelve (12) month budget will be used to evaluate the operating costs associated with the proposal. The budget shall include the authorized reimbursable expenses as outlined in this RFP.

Include in the proposal if the Proposer is willing to finance the equipment and software for the installation of the proposed system and under what terms and conditions that would occur.

Include the proposed Management Fee methodology/rate to be included in the base 5-year term. Note that the management fee is expected to cover corporate overhead, and profit.

Tab 7: Financial Responsibility (Pass/Fail: No Points Assigned) Section 8-Financial Statement in a Separate Sealed Envelope.

The Proposing Firm shall submit, in a separate sealed envelope, an updated financial statement for the Firm, prepared and signed by a Certified Public Accountant (CPA) within the last ninety (90) days, itemizing present financial resources, liabilities, and capital equipment. The Authority’s Director of Finance and Administration will open and review this package. All financial statements will be held until the Contract is awarded, at which time the unopened statements will be shredded. If a Proposing firm requests its financial statement be returned unopened, provide a self-addressed, stamped envelope for its return.

Tab 8: Required Forms.

▪ Proposal Signature Page and Required Forms:

• Public Official Disclosure Form

• Non-Collusion Affidavit

• Public Entity Crimes Statement

• Certification Regarding Debarment, Suspension and Other Responsibility Matters

• E-Verify Certificate

Criteria Points

Proposed Management Plan and Team 15

Capabilities, Funding and Expertise 20

Technology to Include Equipment and Software 25

References 10

Management Fee and Budget 30

Total Points 100

SECTION 1- GENERAL INSTRUCTIONS AND REQUIREMENTS

These General Instructions and Requirements are presented for clarification of the Terms and Conditions included with the Contract Agreement and are not intended to replace or take precedence over those Terms and Conditions.

These instructions, requirements, and any special instructions contained in the specifications are a part of the terms and conditions of the proposal. Any exceptions or deviation to/from these instructions/requirements or specifications must be specified and submitted with the proposal in the exceptions portion of the proposal. Failure to indicate any exceptions or deviations will be regarded as full acceptance of these requirements and instructions.

INTENT OF REQUEST FOR PROPOSAL (RFP)

It is the intent of this RFP is to describe the services being sought in sufficient detail to secure qualified proposals. Proposals will be evaluated using a weighted scoring method. Proposals not conforming to the requested format or not in compliance with the specifications will not receive full scoring.

In the event of a tie score, award preference shall be given in the following order:

a. Proposer has a drug free workplace program in conformance with Florida Statute Chapter

287.087

b. Local Proposer’s office is located within the incorporated limits of the City of Melbourne.

c. Proposer’s business office is located within Brevard County.

PROPOSER’S COSTS

The Proposer is responsible for all costs (including site visits where needed) incurred in preparing or responding to this RFP. All materials and documents submitted in response to the RFP become the property of the Authority and will not be returned.

EVALUATION OF PROPOSER

Before awarding a contract, the Authority may conduct reference investigations as is necessary to evaluate and determine the performance record and ability of the top ranked Proposer(s) to perform the size and type of work to be contracted, and to determine the quality of the service being offered. By submitting a proposal, you authorize the Authority to conduct reference investigations as needed. Proposals will be evaluated by a selection committee comprised of Authority employees and may include citizens of Melbourne.

INSURANCE (AS APPLICABLE TO THE CONTRACT SCOPE)

1.4.1 Comprehensive General Liability: Two Million Dollars ($2,000,000) combined single limit per occurrence including, but not limited to, broad form property damage, personal injury, contractual, independent contractors, underground explosion and collapse hazard, and premises/operations.

1.4.1.1 The policy must provide coverage for bodily injury, property damage, liability arising from premises and operations, independent contractors, products-completed operations, liability assumed under an insured contract (including tort liability of another assumed in an agreement) and hangar-keepers liability. The Authority shall require its vendors, vendees, contractors, and subcontractors, to maintain a similar commercial general liability insurance policy with the same coverages for bodily injury and property damage, and that names the Authority as an additional insured. The Comprehensive General Liability shall name the Authority as additional insureds.

1.4.2 Automobile Liability: Two Million Dollars ($2,000,000) combined single limit per accident for any auto, hired autos, and non-owned autos for bodily injury and property damage.

1.4.3 Workers’ Compensation and Employers’ Liability: Workers’ Compensation and Employers’ Liability insurance as required by the statutes of the State of Florida.

1.4.3.1 Employer ’s Liability

1.4.3.2 $ 1,000,000 bodily injury by accident for each person

1.4.3.3 $ 1,000,000 bodily injury by disease for each person

1.4.3.4 $ 1,000,000 bodily injury by disease, policy limit

1.4.4 Fire Insurance: The Contractor shall obtain and maintain at all times during the Term of the Agreement a fire insurance policy with coverage in the amount of at least One Million Dollars ($1,000,000) annually. The fire insurance policy shall name the Authority as an additional insured.

1.4.5 Umbrella Liability: Two Million Dollars ($2,000,000) excess policy per occurrence combined limit for bodily injury and property damage that follows form and applies in excess of the primary liability coverages required hereinabove.

1.4.6 The insurance companies shall have an A.M. Best's rating and financial size of at least A-, and shall be licensed, admitted and authorized to do business in the State of Florida. Any exemption must be approved by the Airport Procurement Manager in allowance and accordance with Florida State Statute.

1.4.7 The Contractor shall waive all rights of subrogation against Authority, its respective officers, elected or appointed officials, and employees for the recovery of damages to the extent that these damages are covered by any of the insurance policies required by this Agreement.

1.4.8 Certificates of insurance coverage, additional insured endorsements, waiver of subrogation endorsements and notice of cancellation or termination endorsements must be provided to Authority.

1.4.9 Required insurance coverage shall be primary insurance and any insurance or self-insurance maintained by the Authority shall be excess of and non-contributory with Contractor’s insurance.

1.4.10 The Contractor will provide the insurance coverage designated hereinafter and pay all costs associated with the insurance coverage. Any submitted insurance policy, or certificate of insurance will name the Melbourne Airport Authority as a named insured, where appropriate, and such insurance policy or certificate of insurance will be kept and maintained in full force and effect at all times during the term or life of this contract.

1.4.11 The insurance policy or certificate of insurance must be filed with Authority prior to commencing work under this contract and no insurer will cancel the policy or policies or certificate of insurance without first giving thirty (30) days written notice thereof to the Contractor and the Authority; however, the Contractor may, at any time, substitute a policy or policies or certificate of insurance of a qualified insurance company or companies of equal coverage for the policy or policies or certificate then on file with Authority.

1.4.12 In case of a breach of any provision of this article, the Authority, at its option, may take out and maintain at the expense of the Contractor, such insurance as the Authority may deem proper and may deduct the cost of such insurance from any monies, which may be due or become due the Contractor under this contract.

1.4.13 Minimum limits of insurance described above will not be deemed a limitation of the Contractor's covenant to indemnify.

RESERVED RIGHTS

The Authority reserves the right to accept or reject proposals. The Authority may select a firm based on the written proposal or may request oral presentations from the most highly rated firms under the evaluation criteria outlined above. The firm selected through this process as the best qualified will be requested to negotiate a contract.

PUBLIC RECORDS

Florida Statute 119-Public Records, allows the open inspection and copying of public records.

Public records include any writing containing information relating to the conduct or administration of the public's business prepared, owned, used, or retained by a State or local agency regardless of the physical form or character. All, or most, of the information contained in Proposals submitted will be a public record subject to disclosure under the Public Records Act and will be available for inspection and copying by any person. The Public Records Act contains certain exemptions. One exemption potentially applicable to part of responses may be for trade secrets. Trade secrets include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.

If Proposers consider any element of its Proposal to be a trade secret, or otherwise protected from disclosure, the Proposer must submit the following to indicate this for protection from disclosure:

1) Indicate by marking each page of the pertinent document confidential; and,

2) Include the specific basis for the position that it be exempt from disclosure.

Prices and/or fees quoted in Proposals are not a trade secret.

The following is not acceptable or in accordance with the FS 286.011 and will not be honored:

a. Marking your entire Proposal as exempt; or,

b. Placing a statement or legend on one (1) page stating that all or substantially all of the response is exempt.

The Authority, to the extent allowed by law and in accordance with these Instructions, will honor a designation of nondisclosure. If you claim material to be exempt from disclosure under FS 286.011, the Proposer will expressly agree to defend, indemnify and hold harmless the Authority from any claim or suit arising from the Authority’s refusal to disclose any such material. Any questions regarding the applicability of FS 286.011 should be addressed to your own legal counsel

– Prior to submission.

REQUEST FOR CLARIFICATION OF REQUIREMENTS, STANDARDS, SPECIFICATIONS, OR

PROCESS

In order to be eligible to propose, Proposers must have a representative on-site who signs in on the attendance sheet for the mandatory pre-proposal conference on Wednesday October 22, 2025 at 11:00AM EST . Any Proposer who wishes to request clarifications of the requirements, standards, specifications, or processes outlined in this Request for Proposal before or after the pre-proposal conference must submit a written notification to the Authority, to be received no later than the date/time specified in the procurement schedule. Written responses will be distributed to all eligible Proposers in accordance with the timeline identified in the schedule.

Only written clarifications will be binding on the Authority. The notification will state the exact nature of the clarification, describing the location of the protested portion or clause in the Proposal document and explaining why the provision should be struck, added, or altered, and contain suggested corrections. The Authority may modify the proposal documents, and/or reject all or part of the protest. Changes to these specifications will be made by written addendum only. Verbal responses will not be binding on the Authority or the Proposer.

Direct written requests to:

Summer Wyllie-Vitt, Procurement Manager Melbourne Airport Authority

Or swyllie-vitt@mlbair.com

ADDENDA TO THE RFP

If the Authority modifies specifications, the modifications will be sent to each in writing. Verbal representations are not binding on the Authority or the Proposer. Proposers must acknowledge each addendum received on their Proposal.

MODIFICATION AND WITHDRAWAL OF PROPOSAL

A proposal may be modified or withdrawn by the Proposer prior to the set submission due date and time.

PROPOSAL QUESTIONS

The Authority will provide, via addendum, answers to questions and responses received from any Proposer, which the Authority deems may affect or cause an ambiguity in proposal responses.

The Authority may, by written notice to all Proposers, cancel, postpone, or amend the Request for Proposal (RFP) prior to the due date. If, in the opinion of the Authority, the revisions or amendments will require additional time for a response, the due date will be extended to all participants. If revisions and amendments are not furnished to Proposers prior to the due date, proposals shall be considered withdrawn and the process shall be re-initiated without further discussion.

AWARD CRITERIA

Criteria necessary to evaluate the proposals in relation to the services being sought are included in the RFP documents and will be scored and weighted as identified.

HIGHEST RANKED PROPOSER

The selection committee shall recommend the contract or award of proposals be awarded to the highest ranked Proposer, with all evaluation criteria considered and shall be presented to the Melbourne Airport Authority Board for approval to award.

PROPOSAL GUARANTEE

The Authority requires submitted proposals remain valid for a minimum of 90 days following the submission date. Proposers will be required to submit with their proposal prior to the submission deadline Bond Security in the amount of five thousand dollars ($5,000.00) from an entity authorized to conduct business in the State of Florida. Proposal security will be retained by the Authority until the execution of a contract with the successful Proposer. Following execution of the contract, all Security will be returned to proposing entities. Bond may be made by way of a surety company certified bid bond, or cashier’s check; made payable to Melbourne Airport Authority, One Air Terminal Parkway, Suite 220, Melbourne, FL 32901, USA.

PROTEST OF CONTRACTOR SELECTION OR CONTRACT AWARD

The right to protest an award is governed by Melbourne Airport Authority Purchasing Manual

Section 8.5-Bidder/Proposer Protest, which provides:

Right to Protest

Any actual or prospective bidder or proposer, aggrieved in connection with a solicitation or award of a bid or contract may protest to the Purchasing Manager in accordance with established procedures in the Purchasing Manual.

Remedy

The Procurement Manager is authorized to settle any protest regarding the solicitation or award of an Authority contract, any claim arising out of the performance of an Authority contract prior to an appeal to the Executive Director or designee or MAA Board, or the commencement of an action in a court of competent jurisdiction.

Stay of Procurement

In the event of a timely and properly filed protest, the Procurement Manager shall not proceed further with award until all administrative remedies have been exhausted, or until the Executive Director or designee or MAA Board, as appropriate, makes a determination on the record that the award of a contract is necessary to protect substantial interests of the Authority.

A. Definitions

Interested Party:

A party that is an actual or prospective bidder or proposer; whose direct economic interest would be affected by the award or failure to award the third-party contract at issue. Note: A subcontractor does not qualify as an “interested party”.

Protest:

A formal declaration of disapproval or objection issued by a concerned person, group, or organization that arises following the procurement process, during the period of intended award. A protest is a potential bidder’s or contractor’s request for remedy for correcting a perceived wrong in the procurement process.

Protestor:

A person, group, or organization that files a formal declaration of disapproval or objection. A protestor must qualify as an “interested party”.

B. Protest Definition A protest is defined as meeting the criteria a written complaint, following published intended award and is received after receipt of bids or proposals, but prior to award of a contract.

C. Protest of Award Recommendation Procedures and Protest Period (After Bid

Opening/Proposal Evaluation)

Any protest after the bid opening/proposal evaluation, including challenges to actions of any evaluation of selection committee, shall be submitted in writing to the Procurement Manager.

This written notice of intent to submit a protest must be received by the Procurement Manager no later than 4:00 pm, local time, on the third business day (excluding weekends and holidays) following the day of the protestor’s receipt of the Authority’s notice of award recommendation.

This timeframe is referred to as the Protest Period.

The Notice of Intent to File a protest document shall state all grounds claimed for the protest and clearly indicate, in its document, that they are filing a formal written protest. This shall include the following:

a. Authority bid/proposal identification number and title; Name and address of the affected party and the title or position of the person submitting the protest;

b. A statement of all claimed disputed issues of material fact. If there are no disputed facts, the formal protest must so indicate;

c. A concise statement of the facts alleged and the rules, regulations, statutes, or constitutional provisions which entitle the affected party to relief;

d. All information, documents, other materials, calculations, and any statutory or case law authority in support of the grounds for the protest;

e. A statement indicating the relief sought by the affected protesting party;

f. Any other relevant information the affected party deems material to the protest.

Stay of Procurement: Upon receipt of timely filed Notice of Intent to File a Protest, the Procurement Manager will abate the award process of the formal bid/proposal, as appropriate, until the protest is heard pursuant to the informal hearing process as outlined below, unless the Executive Director or designee shall find and set forth in writing particular facts and circumstances that would require an immediate award of the formal bid/proposal for the purpose of avoiding a danger to the public’s health, safety, or welfare. Upon such written finding by the Executive Director or designee, an expedited protest hearing may be authorized.

Protest Review Board: A Protest Review shall be conducted by the Procurement Manager, Finance and Administration Director, and user Department Director. Their background and findings shall be provided to the Executive Director, who shall have the authority to make a final decision and/or recommendation to the MAA Board, dependent on threshold. The Executive Director may resolve this protest by meeting with the Protestor, and if desired, as a public meeting.

The Procurement Manager shall forward the Executive Director or MAA Board’s notice of the final decision to the protesting party, in writing.

A. Filing for Protest

All protests must be filed in writing with the Authority Procurement Manager, Summer Wyllie- Vitt, by written contact received by the protest period deadline to One Air Terminal Parkway, Suite 220, Melbourne, Florida 32901, or via writing in email to swyllie-vitt@mlbair.com.

EXAMINATION BY PROPOSERS

All proposers must examine the specifications, schedules, special instructions, and these general requirements prior to submitting a proposal. Failure to examine this RFP in its entirety is at the proposer’s own risk.

SUBMISSION OF FORMS

All proposals and required forms contained in the RFP must be submitted and completed in ink or typewritten, in the form outlined by the Melbourne Airport Authority. The individual signing the proposal must initial any erasures or other changes. Proposals will not be considered unless the Proposer or an authorized agent signs the proposer response sheet. Failure to execute the RFP documents properly may result in rejection of the proposal.

TAXES

The purchase of equipment, materials, and/or services by the Melbourne Airport Authority is exempt from the payment of excise, transportation, and sales tax imposed by the federal, state and/or other city governments. Such taxes must not be included in the proposal prices. Upon request, the Melbourne Airport Authority will furnish applicable tax exemption certificates to the successful Proposer. In the case of leases, where tangible taxes are required, the Authority will pay those taxes. All other taxes are the responsibility of the Contractor and are to be included in the Contractor’s Proposal pricing.

AWARD OF CONTRACT(S)

The Authority reserves the right to award by item, groups of items, or all items of the proposal;

to reject any or all proposals in whole or in part; and, waive technical defects, irregularities, and/or omissions. The Authority reserves the right to request clarification of information from any Proposer. The Authority also reserves the right to waive minor irregularities in proposals, or to reject any and all proposals when to do so is in the best interest of the Melbourne Airport Authority. Proposal awards are subject to the Conflict of Interest provisions of Chapter 112, Florida Statutes.

EEO STATEMENT

Vendors must ensure that employees and candidates for employment are not discriminated against for reasons of race, color, age, religion, sex, national origin, or handicapped status.

Minority and women-owned businesses are encouraged to participate. The Authority is an Equal Opportunity/Veterans’ Preference employer.

DISAVANTAGED BUSINESS ENTERPRISES (DBE)

Disadvantaged Business Enterprises are encouraged to respond to this solicitation. Women-owned and minority-owned firms are encouraged to submit a proposal. The Authority actively encourages any proposals by DBE firms for goods and services for the Authority. The goal is to mailto:swyllie-vitt@mlbair.com provide a good faith effort for DBE participation.

COMPLIANCE WITH APPLICABLE LAW

Federal, state, county, and local laws, ordinances, rules, and regulations that in any manner affect the item(s) covered herein apply. Lack of knowledge by Proposer shall in no way be cause for relief from responsibility.

TEXTING AND DRIVING

The vendor must promote policies and initiatives for employees and other work personnel that decrease crashes by distracted drivers, including policies to ban text messaging while driving.

PUBLIC ENTITY CRIME INFORMATION STATEMENT

A statement may or may not be required as part of the proposal submittal; however, Proposers are subject to the provisions of Section 287.133, Florida Statutes, whereby the State maintains a convicted vendor listing that excludes those suppliers from proposal submittal for a period of thirty-six (36) months.

LIABILITY

The vendor shall hold and save the Melbourne Airport Authority, its officers, agents, and employees harmless from liability of any kind in the performance of or fulfilling the requirements of a purchase order that may result from the proposal.

UNAUTHORIZED ALIEN WORKERS

The Authority will not intentionally award publicly-funded contracts to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e)(Section 274A(e) of the Immigration and Nationality Act (“INA”). The Authority shall consider the employment by the contractor of unauthorized aliens a violation of Section 274A (e) of the INA. Such violation by the Recipient of the employment provisions contained in Section 274A (e) of the INA shall be grounds for unilateral cancellation of this Agreement by the Authority.

FINANCIAL STATEMENT

The Proposing Firm shall submit, in a separate sealed envelope, an updated financial statement for the Firm, prepared and signed by a Certified Public Accountant (CPA) within the last 90 days, itemizing present financial resources, liabilities, and capital equipment. The Authority’s Director of Finance and Administration will open and review this package for the selected firm only. All financial statements will be held until the Contract is awarded, at which time the unopened statements will be shredded. If a Proposing firm requests its financial statement be returned unopened, provide a self-addressed, stamped envelope for its return.

NOTE: ANY AND ALL SPECIAL CONDITIONS ATTACHED HERETO THAT VARY FROM THE ABOVE

SHALL HAVE PRECEDENCE.

DRUG-FREE WORKPLACE CERTIFICATION (Identical Tie Proposals)

In accordance with Section 287.087, Florida Statutes, preference shall be given to businesses with drug-free workplace programs. Whenever two or more proposals are equal with respect to price, quality, and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, a proposal received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process.

Established procedures for processing tie proposals will be followed if none of the tied vendors has a drug-free workplace program. In order to have a drug-free program, a business shall:

(1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

(2) Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

(3) Give each employee engaged in providing the commodities or contractual services that are under proposal a copy of the statement specified in Subsection 1.

(4) In the statement specified in Subsection 1, notify the employees that, as a condition of working on the commodities or contractual services that are under proposal, the employee will abide by the terms of the statement, and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace.

(5) Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, by any employee who is so convicted.

(6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

The Melbourne Airport Authority reserves the right to reject any and all proposals, to waive any irregularities in the proposals received, to award on an "each item" basis (however, the Proposer may indicate "all or none"), and to accept the proposal deemed most advantageous to the best interest of the Melbourne Airport Authority.

Airport Parking Management and Revenue Control Equipment Services

SECTION 2 - TERMS AND CONDITIONS

2.1 ASSIGNMENT OR SUBCONTRACTING

This Agreement or any interest therein or claim there under, or subcontract any portion of the work there under, may not be assigned or transferred without the prior written approval of the Authority. If the Authority consents to such assignment or transfer, the terms and conditions of this Agreement shall be binding upon any assignee or transferee.

2.2 CONTRACT

The selected firm is expected to execute a contract with the Melbourne Airport Authority.

Specific exception must be proposed prior to proposal due date/time.

2.3 OWNERSHIP AND ACCESS TO RECORDS

While ownership of confidential or personal information about individuals shall be subject to a negotiated Agreement between the Authority and the Proposer, records will normally become the property of the Melbourne Airport Authority and subject to state law and Authority policies governing privacy and access to files.

2.4 EXAMINATION OF RECORDS

The Authority shall have access to and the right to examine any pertinent books, documents, papers, and records of the Proposer involving transactions and work related to this Agreement until the expiration of five years after final payment hereunder. The Proposer shall retain project records for a period of five years from the date of final payment.

2.5 CONFLICT OF INTEREST

The Proposer shall not hire any officer or employee of the Authority to perform any service covered by this Agreement.

The Proposer affirms that to the best of his/her knowledge there exists no actual or potential conflict between the Proposer's family, business, or financial interests and the services provided under this Agreement, and in the event of change in either private interests or service under this Agreement, any question regarding possible conflict of interest which may rise as a result of such change will be raised with the Authority.

The Proposer shall not be in a reporting relationship to an Authority employee who is a household or near relative, nor shall the near relative be in a decision-making position with respect to the Proposer.

2.6 ATTORNEY'S FEES

In the event of any action brought by either party against the other to enforce any of the obligations hereunder or arising out of any dispute concerning the terms and conditions hereby created, the losing party shall pay the prevailing party such reasonable amounts of fees, costs, and expenses, including attorneys' fees, as may be set by the Court.

2.7 APPLICABLE LAW

The laws of the State of Florida shall govern this agreement.

2.8 REJECTION OF PROPOSALS

The Authority may, at its sole option, reject any and all proposals, for any reason, and reserves the right to re-solicit proposals in the event no response to the RFP is acceptable to the Authority.

Authority is in no way obligated to any Proposer for the work as set forth in the specifications.

The Authority reserves the right to accept or reject proposals on each item separately or the RFP as a whole, without further discussion.

Proposals, which are incomplete, will be considered non-responsive to this solicitation and may be rejected without further consideration.

If, in the opinion of the Authority, the solicitation does not result in reasonable prices to the Authority, considering price and cost factors associated with the acquisition described herein, then all proposals shall be rejected. All participating Proposers shall be notified of the rejection, the reasons for the rejection, and advised of the disposition of the requirement.

SECTION 3 – SCOPE OF SERVICES

1. INTRODUCTION AND BACKGROUND

Enhanced customer service is a feature and a major convenience factor that MLB offers its customers; and is a competitive advantage when travelers decide to fly out of MLB or others in the region. Because of the nature of the customer in MLB, there are a significant number of meet and greeters that use parking in peak times. The Authority is exploring options to balance that customer service need with the requirement to provide sufficient parking capacity for passengers to be able to park without the risk missing their flights. The Authority expects to partner with the successful Proposer to draw on the Operator’s experience in balancing the competing interests in the future.

Parking demand is now near or exceeding parking lot capacity at peak periods, and the equipment that is in operation under the current contract is nearing the end of its useful life.

The Airport has recently completed a parking and rental car study that will result in the rental car vehicles being relocated to a different location with the current ready/return parking capacity in the main parking area of the central terminal being converted to paid parking. This is likely to occur in approximately two (2) years. In addition, a small parking expansion off the current base lot has been completed which will add additional capacity. Once the rental car spaces are converted to public parking, it is anticipated that the surface parking capacity should be sufficient to support demand for the foreseeable future. Structured parking is not anticipated at this time.

All systems proposed in the RFP response should be cloud based to allow maximum flexibility to change rates, parking lot access and egress points, change lot designations, and provide the potential for dynamic pricing during peak periods. Systems should also be able to accommodate reserved parking, the potential for corporate parking designated areas, and offer customer loyalty programs. These features should be detailed in the proposal. If not available currently, a timeline for availability should be included. If the software is available and not part of the baseline software, it should be clearly outlined in the proposal with the required software licensing fee.

The public and employee parking lots that will be monitored under this Agreement must always be accessible 24 hours per day, 365 days a year and capable of processing customers and employees. Scheduled flights generally operate with departures at 5:00am daily resulting in passengers arriving at the terminal anywhere from 3:00am until their departure, and the last flight arrivals scheduled to arrive around midnight. Irregular operations that involve late arrivals may result in passengers leaving the terminal in the early morning hours. Parking personnel are expected to be on-site from 4:00 AM EST until 30 minutes after the last arrival, The employee lot is used all times of all days a year with airlines staffing all three shifts. The employee lot does not require staffing for normal operations and should be controlled through the access management system.

The purpose of this RFP is to solicit creative solutions from experienced parking management operators that maximizes the use of technology versus the traditional staff-based model and provide enhanced and flexible customer service processes to operate an efficient and effective parking management program at the Airport. Qualified Proposers shall propose the program that they feel best meets the goals and intentions of the Airport as outlined in this RFP. If multiple systems could meet the goal, Proposers are encouraged to include alternates in their submission. Proposals shall include three (3) case studies of similar applications to what is being proposed. There will be a forty (40) page limit to the proposals; the limit will not include cut sheets on proposed equipment, organizational charts, the outline of the Operations models, or training program details.

2. PERFOMANCE REQUIREMENTS

The Authority is seeking proposals from experienced commercial parking operators to partner with the Authority to offer a parking program that provides excellent customer service, offers a cloud-based software program that is easy to use for customers, provides management comprehensive real-time data on activity, reduces operating costs, and provides equipment that is reliable, easy to use, and durable. Proposers shall propose systems that best achieve or exceed the following requirements:

a) Partnering with a Proposer that has a proven and strong management, reliability, and customer service record in similar parking environments with the proposed technology.

b) Utilizing equipment and software that has a proven track record of successfully operating in a commercial parking environment in a weather environment similar to Melbourne.

c) A system that is effective in the management of public parking areas to ensure efficient operations, superior customer service, maximization of utilization of existing parking capacity, and minimal flow disruptions.

d) Installation of all new state-of-the-art equipment and software for a…