RFP-25-2_Solicitation_Document.pdf

RFP-25-2

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On-Demand Taxi and Shuttle Services

Canaveral Port Authority 445 Challenger Road Suite 301 Cape Canaveral, FL 32920

(321) 783-7831

RFQ Issue Date: October 29, 2024_______ ___ RFQ Due Date: November 15, 2024 @ 2:00 PM_ Prepared By: Canaveral Port Authority__ _ Published Date: October 25, 2024

On-Demand Taxi and Shuttle Services for the Canaveral Port Authority

BACKGROUND

Canaveral Port Authority (CPA) is an independent governmental agency created by the Florida Legislature pursuant to the provisions of House Bill 1136, Chapter 28922, from the Laws of Florida Special Acts of 1953. It established a port district in the central and north areas of Brevard County, Florida and designated the areas as the Canaveral Port District. Port Canaveral is located on the Atlantic Coast near the mid-point of the Florida peninsula.

As an independent governing body, the CPA can levy ad valorem taxes, incur indebtedness through the sale of bonds, establish Federal Maritime Commission regulated tariff rates and negotiate for government grants.

Port Canaveral has successfully evolved into a major deep-water port of entry since its dedication in 1953.

The successive years have seen the solid development of first class berthing facilities, businesses in the Marine Commercial Park and ever-increasing successes in the cruise and cargo industries along with the foreign trade zone.

Port Canaveral is a non-operating landlord port, with the CPA owning all land within the District comprising approximately 3,300 acres including 780 acres in the uplands adjacent to the deep-water harbor and along the Barge Canal, which crosses Merritt Island, connecting the Indian and Banana Rivers and is a part of the Intracoastal Waterway system. CPA grants leases to tenants, who are responsible for developing and operating their own facilities.

A five-member Board of Commissioners is the legislative and governing body of the Canaveral Port Authority. Each Port Commissioner is elected at large to represent the district in which he or she resides.

The Commission itself elects a Chairman who serves as a presiding officer.

The CPA Board of Commissioners appoints a Chief Executive Officer who is responsible for the administration of the Port business.

PURPOSE

The purpose of this Request for Proposal (RFP) is to select a Firm to provide On-Demand Taxi and Shuttle services at the CPA cruise ship terminals. Submittals will be reviewed and evaluated by a Selection Committee consisting of CPA staff; the selection committee will make a recommendation and present it to the CPA Board of Commissioners for approval.

This document shall serve to provide interested parties with specific information as to the procedures for selection of an On-Demand Taxi and Shuttle Firm.

In determining whether a Firm is qualified, the CPA shall consider such factors as the ability of professional personnel; past performance; commercial vehicle availability; willingness to meet time and budget requirements; location; ability to adhere to an operations plan as well as recent, current, projected workloads of the Firm, annual fee proposed and rates charged.

It is anticipated that only one Firm will be selected to provide the necessary services outlined in the Scope of Services.

The contract term associated with this RFP is anticipated to be three (3) years with two (2) additional (1) one-year renewal options. Renewals will be made at the sole discretion of the CPA.

MINIMUM CRITERIA

As a minimum, it is preferred that the firms proposing have experience of at least three (3) years of On- Demand Taxi and Shuttle services. Respondent must commit to provide the required minimum of 40 taxis, including a minimum of two (2) wheelchair lift taxicabs.

It is recommended that the firm have an office within reasonable proximity to the CPA and demonstrate that they would be able to provide services in a timely manner.

SCOPE OF SERVICES

1. DEFINITIONS

“Concessionaire” means any Respondent awarded any portion of this RFP. A Concessionaire may consist of an individual firm, and/or a group of firms and/or individuals forming a partnership, joint venture, or consortium.

“Consortium” is comprised of more than one firm or independent operator of taxis created for the purpose of providing services as a single entity. A consortium may consist of a group of independent operators forming a consortium to propose on this RFP, or a number of individual firms forming a consortium to propose on this RFP as a single entity.

“Customer” means any Passengers, Crew or any person or persons requesting on demand transportation from CPA cruise terminals.

“Staging” means holding vehicles in an area to await dispatch.

2. SERVICE STANDARDS

The Concessionaire shall, throughout the term of the contract period, continually provide quality services at a level that meets or exceeds the standards of the transportation industry and the CPA.

Likewise, any and all vehicles used by Concessionaire in providing and performing services shall be the highest quality available and shall meet or exceed the standards of the transportation industry.

The Concessionaire should generally manage the taxi operation as provided in Section 7 of the CPA Ground Transportation Rules and Regulations, Revision 5, effective April 1, 2024, attached hereto as Attachment “A”, as may be amended from time to time (“GT Rules”).

At no additional cost to passengers and customers, the Concessionaire must be able to accept credit card payment from passengers and customers for all trips, including short haul trips.

3. AVAILABILITY

Taxis must be available upon ship arrivals and for the duration of all vessel calls. Ship arrival dates and times will fluctuate and will be published and distributed to the Concessionaire periodically. For planning purposes and to estimate the required level of service, the cruise schedule for January 1, 2025 through December 31, 2025, attached hereto as Attachment “B”.

Taxis must be available 24 hours a day, seven days a week. Point of contact and phone number for the Concessionaire is mandatory. In the event that demands from guests of the CPA for on-call taxicab service exceeds the number of vehicles currently staged at the CPA, Concessionaire shall immediately dispatch other taxicabs to CPA.

4. VEHICLES

Respondent must commit to provide the required minimum of 40 taxis, including a minimum of two

(2) wheelchair lift taxicabs. All taxis in each Concessionaire’s fleet serving the CPA must be clean, dependable, odor-free, smoke-free, and neat in appearance. All of Concessionaire’s vehicles must meet State requirements for vehicles for hire as it relates to insurance and vehicle standards. The Concessionaire shall provide and maintain in good condition and repair any and all taxis and equipment necessary to perform the services to CPA. CPA reserves the right to suspend such vehicles and drivers should the vehicle or driver be determined, in the judgment of CPA, in violation of these requirements or GT Rules.

The CPA may conduct, or engage a third party to conduct, random vehicle inspections to ensure vehicles, providing services within the Port, are well maintained and clean (Section 9, GT Rules).

Concessionaire shall ensure that the vehicles have identical color schemes, are uniform in appearance, and have consistent graphics to easily identify whom they represent. These must be visible and identifiable by the customers. Concessionaire must commit to have all vehicles under its operation be uniform in appearance and have a specific vehicle number on each vehicle prior to beginning operations.

Concessionaires that provide and operate wheelchair lift-equipped taxicabs at the cruise ship terminals must do so at the same rate as other taxi services. Wheelchair lift-equipped vehicles must be called up and loaded out of turn without impacting the line system. Wheelchair lift-equipped vehicles must also be used in the regular taxi line progression to transport non-disabled passengers and customers.

5. DRIVERS AND PERSONNEL

A. The Concessionaire shall employ knowledgeable, well-trained personnel who have positive attitudes and shall ensure that Customers receive excellent service.

B. The Concessionaire shall cause all employees, all drivers, and all independent drivers to behave in a friendly, respectable and courteous manner towards CPA and its Customers. In the event that CPA believes that any of the Concessionaire’s employees, drivers, or independent drivers are not performing their duties in a courteous manner, or in the event that CPA deems such persons to be incompetent, discourteous, careless or otherwise objectionable, then CPA may advise Concessionaire and Concessionaire shall promptly arrange to correct the deficiencies or replace such persons if so directed by CPA.

C. The Concessionaire’s personnel shall be neatly dressed in the Concessionaire’s uniformed attire. CPA reserves the right to conduct a background check of Concessionaire’s employees and invoice the Concessionaire for these costs. CPA reserves the right to require the Concessionaire to remove any employee that CPA deems to be an unacceptable risk pursuant to the background check or who is otherwise objectionable, including the manager representing the Concessionaire for the taxi services.

D. The Concessionaire shall ensure at all times during the contract period that drivers possess a valid and current driver’s license issued by the State of Florida of the type required to drive vehicles with passengers as anticipated by this agreement.

E. CPA shall have the right at any time to refuse access to, or trespass any employee of the

Concessionaire who, in the opinion of the CPA, is drinking alcoholic beverages, using narcotic substances, or otherwise engaging in unlawful, obtrusive or inappropriate conduct, unacceptable performance, or any other conduct that violates the contract terms.

F. The individual manager or designated representative of the Concessionaire shall ensure that excellent services are provided and shall be the primary liaison to the CPA.

6. RATES

Respondents shall provide fixed flat rate pricing for the following areas. Concessionaire pricing to be provided in Proposal.

Flat rate fixed pricing established and followed for the following destinations:

A. Orlando International Airport B. Kennedy Space Center C. Melbourne Airport D. Walt Disney World E. Universal F. Sea World G. Jetty Park Beach H. Cove Restaurants / Exploration Tower I. Cocoa Village

Hourly rates on behalf of the Port for tours, special events, parking of employees and guests in remote parking areas

A. 6 Passenger vehicle B. 14 Passenger vehicle C. 20 Passenger vehicle D. 55 Passenger vehicle E. Hourly minimum

7. AREAS OF OPERATION FOR TAXIS

Due to passenger needs, some of the designated taxi locations are subject to change. In the event that a ship requires a different location, CPA will take appropriate steps to notify all taxi companies permitted to operate on CPA property prior to cruise ship arrivals. The Concessionaire must make every effort to properly service any change in ship schedules and treat as normal operations. CPA reserves the right to designate taxi locations.

8. LICENSES AND TAXES

The Concessionaire shall maintain in good standing and pay for any and all licenses, a Business Tax Receipt (formerly Occupational License), and all applicable permits and approvals necessary for the provision of taxi services at CPA, and shall pay any and all sales, excise and other applicable taxes incident to, or in connection with, its providing services.

9. FEES AND DEPOSITS

An annual license fee will be required. The minimum base fee is $180,000 per year. The license fees will be paid to CPA in equal quarterly installments, one quarter of the first year’s license fee must be paid upon execution of contract and prior to operation start up.

10. CUSTOMER ISSUES AND COMPLAINTS

The Concessionaire must have a system for resolving guest service and Customer issues, be able to demonstrate the ability and method by which it tracks and returns lost item and display one working phone number for lost and found issues. This number must be displayed in an area of the vehicle easily visible to passengers. In almost every instance, the Concessionaire should be able to satisfactorily resolve issues on its own; a follow-up will be made by the Concessionaire to assure each issue is resolved. CPA may establish a system to receive complaints directly related to the Concessionaire. The Concessionaire must provide CPA a monthly summary of all customer complaints, including those complaints against the Concessionaire, and how the complaint was (or is being) resolved. Concessionaires are encouraged to provide GPS mapping/tracking devices in all vehicles to resolve complaints of taking an unusually long route to a destination.

11. CPA RULES AND OPERATING PROCEDURES

The Concessionaire, for itself and its employees, agents, and representatives, hereby acknowledges and agrees to abide and otherwise comply with any and all GT Rules.

Concessionaire will be responsible for any and all penalties and suspensions resulting from a violation of the GT Rules.

12. ACCOUNTING SYSTEM

The Concessionaire shall establish and maintain a reasonable accounting system, which enables ready identification of Concessionaire’s cost of goods and use of funds. Such accounting system shall also include adequate records and documents to justify all prices, charges, expenses, and costs incurred in providing taxi services for the term of this contract. To assure compliance with contract documents, the CPA or its designee shall have access to such books, records, subcontract(s), financial operations, and documents of the Concessionaire or its subcontractors for the purpose of inspection or audit anytime during normal business hours at the Concessionaire's place of business. The Concessionaire shall ensure CPA has these same rights with regard to any subcontractor(s) performing work related to taxi services at CPA.

13. ACCESS TO PREMISES

The Concessionaire and its employees shall be entitled to enter upon and remain on the CPA premises as necessary to perform the services required herein in accordance with the GT Rules.

Access by the Concessionaire’s employees shall be limited to the areas on CPA premises designated for this contract or available for common use. No provision of the contract shall be read to limit or qualify the right of the CPA to free and unobstructed use, occupation and control of CPA, and ingress and egress for itself, its customers, patrons and employees. Authorized representatives of CPA shall have the right to enter upon and have access to all areas occupied by Concessionaire.

14. LOSS PREVENTION

The Concessionaire shall take all reasonable precautions to prevent damage, injury or loss to:

A. All employees on the job and all other persons who may be affected thereby.

B. All work, materials and equipment on or off CPA premises, that is under the care, custody or control of the Concessionaire.

C. All property at the surrounding work site on CPA premises. In an emergency affecting the safety of persons or property, the Concessionaire shall act, with reasonable care and discretion, to prevent any damage, injury or threatened loss.

D. The Concessionaire shall initiate, maintain and supervise all reasonably necessary safety precaution programs in connection with the taxi operation, and describe such programs in a safety plan. The safety plan shall be provided upon request by the CPA. The Concessionaire shall comply with all applicable Federal, State and local safety laws and regulations. The Concessionaire shall cooperate with CPA in any safety program sponsored or endorsed by the CPA.

15. SIGNAGE

The Concessionaire shall provide temporary external taxi signage to be located at taxi stands (staging areas). All signage shall be approved by CPA prior to placement.

COMMUNICATIONS AND QUESTIONS

This solicitation is governed by CPA Policy POL-2016-002-PUR-3, Establishment of a Limited Communications Period with Respect to Procurement Procedures. Respondents should read this policy carefully and conduct themselves accordingly. Improper communications may result in disqualification from the solicitation process.

Failure by a potential Respondent to ask questions or request changes by the dates indicated shall constitute the Respondent's acceptance of the requirements set forth in this process.

Submission of all questions through VendorLink is required. No answers given in response to questions submitted shall be binding upon this solicitation process unless released in writing through VendorLink.

The deadline for questions is November 8, 2024.

SUBMITTAL REQUIREMENTS

Firms interested in providing the required professional services shall submit one (1) original, marked "ORIGINAL", and five (6) copies, marked "COPY" of their submittal package. Also, by the specified date and time, an electronic copy (tabbed pdf format) of the submittal package must be uploaded through VendorLink. DO NOT include the financial statement information in the electronic copy uploaded to VendorLink.

DELIVERY OF PROPOSAL PACKAGE

All proposal packages, whether mailed or delivered in person, shall be submitted neatly organized in bound files with divider tabs. Packages shall be submitted in a single sealed envelope or box that clearly bears on the outside, the title of the solicitation as identified below, due date and time, and the respondent’s name, address and telephone number. Respondent shall also upload an electronic version of their proposal package to VendorLink (see Submittal Requirements section).

PROPOSAL PACKAGE FOR: On-Demand Taxi and Shuttle Services

PROPOSAL NUMBER: RFP-25-2

PROPOSAL DUE DATE: November 15, 2024 @ 2:00 PM

PROPOSAL PACKAGE FROM: (Name of Firm)

CONTACT: (Name of Person representing Firm)

CONTACT PHONE & E-MAIL: (Phone number & e-mail address of Contact)

Deliver To: Karen Pappas, Director Procurement

Canaveral Port Authority Maritime Purchasing Center 399 Challenger Road Cape Canaveral, FL 32920

Hand-carried packages must be turned in at the Canaveral Port Authority, Maritime Purchasing Center, 399 Challenger Rd., Cape Canaveral, Florida 32920. The Maritime Purchasing Center is open weekdays from 8 AM to Noon and from 1 PM to 5 PM.

The responsibility for delivering the Proposal Package to the Canaveral Port Authority on or before the stated time and date is solely the responsibility of the Respondent. The Canaveral Port Authority is not responsible for delays caused by the mail service or any other occurrence. Delivery of a package to any Canaveral Port Authority location other than the Maritime Purchasing Center does not constitute official receipt by the Canaveral Port Authority.

Proposal time is scrupulously observed. Under no circumstances will late packages be accepted. Any late packages will be returned to the Respondent unopened. Respondent shall not include information or responses to proposal requests for more than one project in any one envelope or box.

Failure to provide the required copies and information may result in the proposal not being considered.

Each respondent should ensure that they have received and read any/all addenda and amendments to this process before submitting their proposal. All questions/answers and addenda are issued through VendorLink.

ECONOMY OF PROPOSAL

Each proposal package shall be prepared simply and economically, providing a straightforward, concise description of the Respondent’s capabilities to satisfy the conditions and requirements of this RFP.

Submittals shall be indexed by subject, typed on letter size paper and individually bound. Fancy bindings, colored displays, and promotional material are not desired. Elaborate and verbose proposals are discouraged. Special and elaborate printing of proposals beyond that, which is normal for your profession, is discouraged. Information in addition to that specifically requested (i.e. videotapes, photographs, in-depth Firm history, lengthy and repetitive resumes, etc.) is strongly discouraged. The information requested should be submitted in a concise, easy to read format. Emphasis in each proposal package must be on completeness and clarity of content. To expedite the evaluation of proposal packages, it is mandatory that Respondents follow the format and instructions contained herein. The CPA is not liable or responsible for any costs incurred by any Respondent in responding to this RFP including, without limitation, costs for presentations and/or demonstrations if requested. Applications that do not comply with the instructions including information outlined in the Proposal Package Guidelines will not be considered.

All information received will be maintained with the project file and cannot be returned.

PROPOSAL PACKAGE GUIDELINES

1. To facilitate analysis of its proposal package, the Respondent shall prepare its proposal package in accordance with the instructions outlined in this section. If the Respondent’s proposal package deviates from these instructions, such proposal package may, in the Port’s sole discretion, be rejected. In the instance where a specific requirement(s) may not apply to the project in question, a statement must be inserted at the tab location stating the reason(s) of non-applicability.

2. The CPA emphasizes that the Respondent concentrate on accuracy, completeness, and clarity of content.

3. Cross Referencing - To the greatest extent possible, each section shall be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross-referencing to other sections of the proposal package. Information required for evaluation of proposals, which is not found in its designated section, will be assumed to have been omitted from the Proposal Package.

4. Glossary of Abbreviations and Acronyms - Each section shall contain a glossary of all abbreviations and acronyms used, with an explanation for each. If no abbreviations and/or acronyms are used, then a glossary is not required.

5. Page Size and Format - Page size shall be 8.5 x 11 inches, not including foldouts. Pages shall be single-spaced, single-sided. The text size shall be 11 point or larger. Use at least three-quarter (3/4) inch margins on all sides. Pages shall be numbered sequentially. Maximum number of pages shall not exceed 60 pages, including tables of content, text, photos, charts, glossaries and appendices. Covers and backs and Financial Statements will not be considered part of the page count. Divider tabs will not count as pages provided no additional information or company propaganda is included on those pages.

6. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layouts, implementation schedules, plans, etc. These displays shall be uncomplicated, legible and shall not exceed eleven (11) by seventeen (17) inches in size. Foldout pages shall fold entirely within the section, and count as two pages. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics; and not for pages of text.

7. Binding and Labeling - All sections of the proposal package should be bound, with section tabs, which shall permit the proposals package to lie flat when opened. Staples shall not be used.

PROPOSAL PACKAGE GUIDELINES - TABBED SECTIONS

GENERAL REQUIREMENTS

All Respondents must address each tab below in sufficient detail to allow the CPA to evaluate their proposal. Failure to provide information listed under this section will be grounds for disqualification of proposal.

If the Respondent intends to use the services of any other organization to perform any of the services identified in this RFP, the Respondent must submit the required information for each and every such organization or person, as applicable, with and as a part of the proposal. Each such informational sheet shall identify, at the top of the front page, the role of the organization or person. Also, include a brief statement as to the need for and benefit to CPA of using these additional or specialized services.

Tab 1 Executive Summary (required, non-scored)

Include an Executive Summary of not more than two pages that highlights each of the key areas of the proposal and that summarizes the Respondent’s case as why such proposal should be selected by CPA. Any addenda received shall be noted here.

Tab 2 Capabilities of the Respondent and Current Workload (25 points)

The Respondent should submit in its proposal a general introduction and qualifications statement, in narrative form, describing the Respondent's general experience and overall capabilities to meet the Scope of Work contained in this RFP. Indicate the number of years the firm has been in the taxi business. The narrative should address the firm's ability to accommodate the CPA’s current and future requirements.

The Respondent should provide a narrative of its organization and staffing. In this section, the Respondent should identify specific personnel to be committed to this project as defined in the Scope of Work and the extent to which they will be committed.

The Respondent should provide the name and a resume of its primary representative (manager) who shall manage the overall administration and performance of all personnel and individuals that the Respondent assigns to the services to be provided. The Respondent should indicate the manager’s experience and expertise in the management of this type of service and general technical knowledge of all elements of taxi services to be performed by the Respondent's personnel and representative individuals. No substitution of the manager may be done after the date of submission of your proposal without the written consent of the

CPA.

Describe the firm’s ability to devote the necessary resources and management attention to the contract. List each project currently under contract including contracts as consultant to another firm. Describe how you will meet your current contract obligations and this contract, if selected.

Tab 3 Commercial Vehicle Information (15 points)

The Respondent should provide in narrative form, information pertaining to current vehicles, equipment, capacities and capabilities. In this section, the Respondent should indicate the current total number of vehicles in its fleet (including the number of vehicles that will not be assigned to the CPA). In addition, this section should provide a clear analysis of the Respondent’s vehicles and equipment proposed to be used to provide all of the requested services at the CPA. The Respondent should indicate the following information related to the vehicles proposed to be assigned to the CPA: identify specific vehicles, including without limitation, make, model, year, age, mileage, condition, disability accommodation capability (if any), and other equipment able to be committed to this contract.

All taxis serving the CPA must be clean, dependable, odor-free, smoke-free, and neat in appearance. If the vehicles have in-vehicle video camera surveillance, and/or driver panic button available, that information should be included in this section.

The Respondent should indicate the capabilities and capacities of such vehicles and equipment, and the availability or feasibility of future upgrades, enhancements, or replacements. Include related reference materials and related documents, if applicable. The Respondent should identify its current method for vehicle inspections, vehicle preventative maintenance procedures, and timetables and schedules for fleet replacement.

The Respondent should indicate it has the ability to install a standard GPS mapping device in all taxi vehicles within ninety (90) days after contract award.

The Respondent should address how it will comply with the uniform graphics, uniform color schemes, and numbering system specified in the Scope of Work.

The Respondent should indicate its ability to obtain and maintain the insurance required by this RFP.

Tab 4 Past Record of Experience and Professional Accomplishments (15 points)

Include your experience during the past three (3) years in performing similar On-Demand Taxi and Shuttle services. The narrative should address past performance including quality of the work performed, significant successes and improvements accomplished. It should briefly describe the circumstances surrounding any work completed that had innovative or special areas of risk, and work with any special requirements or features.

List the three (3) largest clients and references for which the Respondent (you and your Firm) currently provides taxi services. If unable to list three (3) clients, list as many as possible.

Include the name of a contact person, address, and telephone number for each client that can provide a reference for your Firm. The contact person listed as a reference must be someone who has personal knowledge of the Respondent’s performance. Contact persons must have been informed that they are being used as a reference and that the CPA may be contacting them. More than one person can be listed but all must have knowledge of your firm. Do not list as references the names of principals or officers who will not be able to answer specific questions regarding your Firm. Failure of references listed to respond to the CPA’s inquiries may negatively impact the evaluation of your Proposal. The reference should be the owner or a representative of the owner. Include the period during which work was conducted, the current status, a description of the work performed by the Firm, anything unique about the contractual arrangement, and the name(s) of subcontractor(s) used, if any.

Tab 5 Proximity to Port Canaveral (15 points)

Indicate the location of the office from which the proposed project will be administered; the perceived response time and general availability of the firms’ management to be onsite; and the availability of special travel or communication plan, which would effectively mitigate difficulties associated with location.

Tab 6 Ability to adhere to Operations Plan (15 points)

The application of this criterion shall include an assessment of the overall quality of the proposal. Qualities and indicators that should receive consideration should generally include the firm’s performance in converting scope of services into an Operations Plan; the detail and clarity of the discussion as the Respondent’s approach to undertaking the On-Demand Taxi and Shuttle services; and the Firm’s performance in identifying any special problems or concerns, which may be associated with providing On-Demand Taxi and Shuttle services .

At a minimum, the Operations Plan should address the following:

A. How the Respondent will maintain driver standards and vehicle standards B. How the Respondent will operate in accordance with the GT Rules.

C. How the Respondent will train new drivers and maintain existing driver training D. The Respondent’s flexibility to provide services for the CPA

E. How the Respondent will assure that appropriate fees are paid as specified in this RFP F. How the Respondent will assure its drivers will be respectful of guests and each other while operating at the CPA

Tab 7 Quotation of rates, fees or charges and other detailed cost proposal breakdown information (15 points)

Include a rate and fee table for On-Demand Taxi and Shuttle services provided by your Firm, at a minimum to include the following:

Fee (Minimum) Fee (Proposed)

Annual Franchise Fee $180,000.00 ___________ Year 1 ___________ Year 2 ___________ Year 3 ___________ Option Year 4 ___________ Option Year 5

For option years (i.e., Year 4 and Year 5), contingent upon any award a percentage-based increase may be made to the annual licensing fee based on the percentage of annual increase in passenger volumes. Example: Percentage to be incremental so that if a 3% increase in volume of work was experienced during the year a 3% increase to the annual fee would apply.

If a 10% increase was experienced, the annual franchise licensing fee would increase by 10%.

Flat Rate Fixed Pricing

A. Orlando International Airport $_______ B. Kennedy Space Center $_______ C. Melbourne Airport $_______ D. Walt Disney World $_______ E. Universal $_______ F. Sea World $_______ G. Jetty Park Beach $_______ H. Port Market Place/Restaurants $_______ I. Cocoa Village $_______ J. Hotels $_______ K. Sanford Airport $_______

Hourly rates on behalf of the Port for tours, special events, parking of employees and guests in remote parking areas

A. 6 Passenger vehicle $_______ B. 14 Passenger vehicle $_______ C. 20 Passenger vehicle $_______ D. 55 Passenger vehicle $_______ E. Hourly Minimum _______

Tab 8 Insurance. (required, non-scored)

Before beginning performance of the Services, and without limiting its liability under the Agreement, the successful respondent(s) will procure and maintain at its sole expense insurance of the types and in the minimum stated below:

INSURANCE LIMITS

Worker’s Compensation Florida Statutory Coverage Statutory Limits And Employer’s Liability $500,000 each accident

Commercial General Liability $1,000,000 each occurrence Premises – Operations $2,000,000 aggregate

Business Automobile Liability $1,000,000 per occurrence for bodily injury, All Autos – Owned, Hired or Used $500,000 per person and $100,000 property damage or a combined single of $1,000,000 for both owned and non-owned vehicles.

The Commercial General Liability policy will be on an occurrence basis.

The Commercial General and Business Automobile Liability policies will name CPA as an additional insured.

The selected Firm will include a Waiver or Subrogation on all required insurance in favor of CPA, its board members, officers, employees, agent’s successors and assigns. Such insurance will be written by a company or companies licensed to do business in the State of Florida and satisfactory to CPA. Prior to commencing any services under the Agreement, certificates evidencing the maintenance of said insurance will be furnished to CPA for approval.

The Insurance certificate will provide that no material alteration of cancellation, including expiration and non-renewal, will be effective until 30 days after receipt of written notice by CPA.

Tab 9 Business Structure. (required, non-scored) Submit copy of State of Florida Department of State records indicating when corporation organized, corporation number, and date and status of most recent annual report.

Respondents submitting as joint ventures shall submit a copy of their joint venture agreement.

Tab 10 Non-Collusion Clause. (required, non-scored) Complete the non-collusion clause form included in this package.

Tab 11 Public Entity Crimes. (required, non-scored) Complete the sworn statement on public entity crimes form included in this package.

Tab 12 Conflict of Interest Disclosure Form. (required, non-scored)

Complete the conflict of interest form included in this package.

Tab 13 Certificate Regarding Debarment. (required, non-scored)

Complete the certificate regarding debarment included in this package.

Tab 14 Financial Statement. (required, non-scored)

The Respondent shall submit in a separate sealed envelope an updated financial statement for the Firm, prepared within the last quarter, itemizing present financial resources, liabilities and capital equipment. This will be opened and reviewed for the selected firms only by the Port's Chief Financial Officer. All financial statements will be held until contracts are awarded at which time the unopened statements will be shredded. If a Proposing firm requests that their financial statement be returned unopened, provide a stamped self-addressed envelope for its return.

TOTAL NUMBER OF POINTS: 100

(Scoring by each Evaluator is subjective. There is no model for scoring.)

SELECTION PROCESS

1. The Chief Executive Officer of the CPA or designee will designate staff members that have the knowledge and expertise with this scope of work, along with other personnel to serve on a selection committee. The Selection Committee will review all proposals received on time and score the proposals in accordance with the criteria listed in this RFP.

2. At its sole option, CPA may conduct formal interviews/presentations of selected respondents that are determined to be the best qualified base upon the evaluation of written responses. Those Respondents will be notified of the interview/presentation date and time. CPA will not reimburse Respondent for any costs incurred if interviews/presentations are required.

3. The CPA reserves the right to require any Respondent to demonstrate to the satisfaction of the

CPA that the Respondent has the fiscal and technical ability to furnish the service(s) or product(s) as proposed. The demonstration must satisfy the Port, and the CPA shall be the sole judge of compliance.

4. The CPA reserves the right to conduct discussions with any Respondent who has a realistic possibility of Contract award.

5. Respondents are cautioned not to assume that they will be asked to make a presentation and should include all pertinent and required information in their original proposal package.

6. Following the presentations/interviews (if required) the Respondents will be re-evaluated, utilizing the criteria outlined in the RFP to determine a final ranking.

7. Once the Selection Committee has ratified the final rankings, the CPA Board of Commissioners shall engage, or authorize one or more persons to engage, the selected firm, in negotiations for purposes of executing a Contract. In doing so, the CPA Board of Commissioners or its designee shall determine and negotiate compensation that is fair, competitive, and reasonable for the services to be supplied.

8. The selection of one or more Proposers by the CPA Commissioners does not constitute a contract between the Respondent and the CPA. The parties will only be bound contractually by a formal written contract signed by both parties. Modification or alteration of the contract documents shall only be valid if mutually agreed upon in writing by the parties.

9. Should the CPA Board of Commissioners or its designee be unable to negotiate a satisfactory

Contract with any of the selected firms, at a price the CPA Board of Commissioners or its designee determines to be fair, competitive and reasonable, the CPA Board of Commissioners or its designee shall formally terminate negotiations and then undertake a new solicitation.

TERMS AND CONDITIONS

1. CPA has the sole discretion and reserves the right to cancel this RFP, to reject any and all submittals, to waive any and all informalities and/or irregularities, or to re-advertise with either the identical or revised specifications, if it is deemed to be in the best interest of the CPA to do so.

2. CPA reserves the right to make award to the response deemed to be most advantageous to the Port.

3. CPA reserves the right to award the Contract to the next ranked Firm if the top ranked Firm does not begin the contracted services within fifteen (15) days of award or if an acceptable fee cannot be negotiated.

4. The successful Firm shall not discriminate against any person in accordance with federal, state, or local law.

5. The CPA Board of Commissioners reserves the right to award the Contract to a single Firm or make multiple awards to multiple Firms.

6. Firms will be notified in writing as to whether or not they have been selected for this Contract.

7. By submitting a proposal on this solicitation, Respondents agree to the general Terms and Conditions provided in this RFP document.

INSURANCE REQUIREMENTS

Insurance, Licenses and Certificates

The Firm agrees to provide and maintain at all times during the term of any agreement resulting from this RFP, or for such longer periods as may be required, without cost or expense to the CPA, policies of insurance insuring the Firm against any and all claims, demands, or causes of action whatsoever, for injuries received or damage to property relating to the performance of duties, services and/or obligations of the Firm under the terms and provisions of this agreement. The Firm shall secure and maintain, at its sole cost and expense during the contract term, insurance coverage as outlined in Tab 9 above.

Firm shall indemnify and shall hold CPA, CPA Board of Commissioners, its employees and agents harmless.

A certificate of insurance indicating that the Firm has coverage in accordance with the requirements herein set forth shall be furnished by the Firm to the CPA along with their proposal data. The Firm shall either cover any sub-contractors on its policy or require the subcontractors to conform to all requirements for insurance contained herein.

Firm agrees that the CPA will make no payments pursuant to the terms of the contract until all required proof or evidence of insurance has been provided to the Purchasing Representative. Firm agrees that the Insurer shall waive its rights of subrogation, if any, against the Port. These shall be completed by the authorized Resident Agent and returned to the Purchasing Representative.

Upon award: This certificate shall be dated and show:

A. The name of the insured Firm, the specified job by name, name of the Insurer, the number of the policy, its effective date and its termination date.

B. Statement that the Insurer will mail notice to the CPA at least thirty (30) days prior to any material changes in provisions or cancellation of the policy.

C. The Canaveral Port Authority shall be named as an additional insured on Commercial General and Business Automobile Liability Insurance.

LOSS DEDUCTIBLE CLAUSE CPA shall be exempt from, and in no way liable for, any sums of money that may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Firm and/or sub-consultant providing such insurance.

DISCLOSURE OF PROPOSAL CONTENT All material submitted becomes the property of the CPA and may be returned only at the Port’s option. The CPA has the right to use any or all ideas presented in any reply to this Request for Proposal.

EXPENSES INCURRED This invitation does not commit the CPA to award a contract. Nor shall the CPA be responsible for any cost or expense incurred by any Respondent in preparing and submitting a reply, nor for any cost or expense incurred by any Respondent prior to the execution of a contract agreement.

AMERICANS WITH DISABILITIES ACT Individuals covered by the Americans with Disabilities Act of 1990 in need of accommodations to attend public openings and meetings should contact the CPA Purchasing Department; Karen Pappas, 399 Challenger Road, Cape Canaveral, FL 32920.

kpappas@portcanaveral.com, phone 321-783-7831, extension 219.

DEFINITIONS

Canaveral Port Authority Board of Commissioners – The Canaveral Port Authority Board of Commissioners, its successors and assigns.

Consultant – Independent contractors who are considered to have education, specialized knowledge, experience or abilities not generally available within the Port. This includes but is not limited to:

accountants, actuarials, appraisers, architects, artists, auditors, counselors, designers, economists, educators, engineers, financial analysts, management and systems analysts, medical practitioners, planners, promoters, researchers, scientists, sociologists, surveyors, trainers, and other professionals as designated by the Purchasing Director.

Contract – Agreement between the Respondent and the Canaveral Port Authority for services as defined in the Scope of Services.

Contract Documents – The collection of the individual contract document, Request for Proposal (RFP) and addenda thereto, insurance certificates, and the written proposal.

Port – The Canaveral Port Authority.

Firm – Any business Firm that will be or has been awarded a contract by the Port.

Florida Statutes – A permanent collection of state laws organized by subject area into a code made up of titles, chapters, parts, and sections. The Florida Statutes are updated annually by laws that create, amend, or repeal statutory material.

Insurer – Insurance Company who provides insurance coverage as specified in this RFP.

Owner (Canaveral Port Authority) or Buyer – The entity with whom the Consultant has entered into the Agreement and for whom the work is to be performed. Canaveral Port Authority, Florida the public body, agency or instrumentality for which contract is to be performed. In the event the Canaveral Port Authority exercises its regulatory authority as a governmental body, the exercise of such regulatory authority and mailto:kpappas@portcanaveral.com the enforcement of any rules, regulations, laws and ordinances shall be deemed to have occurred pursuant to the Port's authority as a governmental body and shall not be attributable in any manner to the Port as a party to the Contract.

Project – All work associated with the scope of services.

Proposal – A submittal to the CPA in response to this Request for Proposal.

Proposer – Any individual, firm, consortium of firms/individuals or any entity submitting a response or proposal to this Request for Proposal.

Purchasing Representative – Purchasing Director or designee for the Canaveral Port Authority.

Respondent – The person, Firm, or corporation who submits a response.

Scope of Services – The complete details of the services involved in the investigation, evaluation, reporting, design, coordination, and administration a project's deliverables into a working product.

Selection Committee – A group of at least three (3) individuals assigned by the Owner to review and rank the proposals.

SOLICITATION SCHEDULE

October 25, 2024 Legal Advertisements

November 15, 2024 Responses to RFP due 2:00 PM

November 15, 2024 Submittals Distributed to Selection Committee Members for Review

November 21, 2024 Selection Committee Meeting to Review and Rank Written Proposals

November 21, 2024 Notification to Respondents of Ranking Results

December 2, 2024 Presentations and/or Interviews (if required) Followed by Selection Committee & Final Ranking (if required)

December 22, 2024 Approval of Final Ranking - Canaveral Port Authority Board of Commissioners Meeting

NON-COLLUSION CLAUSE

By signing this offer, the Respondent certifies that this offer is made independently and free from collusion. Respondent shall disclose below, to the best of his or her knowledge, any Canaveral Port Authority officer or employee, or any relative of any such officer or employee as defined in Section 112.3135(1), Florida Statutes, who is an officer or director, of, or has a material interest in the Respondent's business and who is in a position to influence this procurement. Any Canaveral Port Authority officer or employee who has any input into the writing of specifications or requirements, solicitation of offers, presumed, for purposes hereof, to be in a position to influence this procurement. For purposes hereof, a person has a material interest in he or she directly or indirectly owns more than 5 percent of the total assets or capital stock of any business entity, or if he or she otherwise stands to personally gain if the contract is awarded to this Respondent.

Failure of a Respondent to disclose any relationship described herein shall be reason for disqualification and/or termination in accordance with the provisions of the Canaveral Port Authority.

NAME RELATIONSHIPS

If the Respondent does not indicate any relationship by leaving the above section blank, it shall be deemed to be an affirmation by the Respondent that no such relationship exists.

Signature Company Name

Print Name of Certifying Official Business Address

City, State, Zip Code

SWORN STATEMENT PURSUANT TO SECTION 287.133(3) (a), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES

THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY OR OTHER

OFFICIAL AUTHORIZED TO ADMINISTER OATHS.

1. This sworn statement is submitted to ____________________________ (print name of the public entity) by ________________________________________________________ (print individual’s name and title) for ________________________________________________________ (print name of entity submitting sworn statement) whose business address is and (if applicable) its Federal Employer Identification Number (FEIN) is ___________________ (If the entity has no FEIN, include the Social Security Number of the Individual signing this sworn statement: _____________ ____.)

2. I understand that a “public entity crime” as defined” in Paragraph 287.133(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the united States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

3. I understand that “convicted” or conviction” as defined in Paragraph 287.133(1)(b), Florida

Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or nolo contendere.

4. I understand that an “affiliate” as defined in Paragraph 287.133(1)(a), Florida Statutes, means:

A. A predecessor or successor of a person convicted of a public entity crime; or B. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate.