Valet Services RFP .pdf

TABLE OF CONTENTS

Section I: Request for Proposal

Section II: Instructions to Proposers

Section III: Form of Proposal

Section IV: Evaluation Criteria

Section V: Timeline

Section I. Request for Proposal

A. Intent and Scope for Auburn University to select a preferred supplier for valet services.

• Background – Auburn University is seeking a preferred supplier to perform valet services for numerous departments on campus.

Approximate Performances/Events Annually:

o Jay and Susie Gogue Performing Arts Center:

Estimated twenty-five to thirty-five performances/events annually.

o Office of Development:

Estimated forty to forty-five performances/events annually.

• Scope of Work - The selected vendor shall provide all labor, supervision, equipment, materials, and all items necessary to provide and operate a high-quality valet parking service. The contracted vendor shall provide the following:

Management oversight with at least one supervisor on duty at all times and the agreed-upon required number of valet attendants necessary to meet service demands.

Ability to expand service dates and times to accommodate special events.

Ability to provide a staffing plan, valet staff training, and uniformed attendants.

Ability to provide an operational plan of how Services will be provided.

Ability to provide paper and/or electronic claim tickets to customers.

Ability to provide monthly reports detailing utilization, revenue, staffing levels, service incidents, customer complaints, staff training, transaction voids/overages/shortages, and service cost (invoice).

o GPAC Requirements:

GPAC will provide the selected vendor with a tentative schedule of dates upon execution of a contract. GPAC will reserve the right to modify dates/times to accommodate special events and changes in performance schedules. GPAC will provide the selected vendor with ample notice of changes.

The contracted valet vendor will be responsible for collecting all complimentary valet vouchers and cash. The contracted valet vendor will be required to reconcile vouchers with the Box Office that evening. Any cash transactions collected will belong to the contract valet vendor.

o Performance Expectations:

The contracted provider is expected to arrive at least two hours before each performance start time and stay until each vehicle that has requested valet service has been picked up. The current rate for valet service is $20 per performance. The contract valet vendor will be required to service all performances/events no matter the expected number of guests.

o Event Expectations:

The contracted provider is expected to arrive at least an hour and a half before each event, unless otherwise stated, and stay until each vehicle that has requested valet service has been picked up.

B. Proposal Overview and Definitions

• Proposals will be received until 10:30 AM CDT on the specified date.

• Throughout the remainder of this Request for Proposal, all entities involved will be referred to as follows:

o Auburn University will be referred to as “University” or “AU”.

o Commodity/Service Provider will be referred to as “Contractor” or “Supplier”.

o This document will be referred to as “RFP”.

C. Term of Agreement

• This contract will be awarded for an initial term of three (3) years with the option to renew for two (2) additional one (1) year terms.

Section II. Instructions to Proposers

A. Proposal Response

• Proposals should be submitted to the Procurement & Business Services Sourcing Event Portal on or before the time and date set for closing.

• Pursuant to the provisions of the State of Alabama Competitive Bid Law rules and regulations adopted there under, sealed bids will be received on the items noted herein by Procurement and Business Services of Auburn University until the date and time stated.

• All bids are to be "F.O.B. Destination - Freight Prepaid and Allowed."

• Alabama law (Section 41-4-116, code of Alabama 1975) provides that every bid submitted and contract executed shall contain a certification that the vendor, contractor, and all of its affiliates that make sales for delivery into Alabama or leases for use in Alabama are registered, collecting, and remitting Alabama state and local sales, use, and/or lease tax on all taxable sales and leases into Alabama. BY SUBMITTING THIS BID, THE BIDDER IS HEREBY CERTIFYING THAT THEY ARE IN

FULL COMPLIANCE WITH ACT NO. 2006-557, they are not barred from bidding or entering into a contract pursuant to 41-4-116, and acknowledges that the awarding authority may declare the contract void if the certification is false.

Bidder certifies that neither it, nor any of its employees who will provide or perform services under this contract have been debarred, suspended or declared ineligible as defined in the Federal Acquisition Regulation (FAR 48 C.F.R. Ch. 1 Subpart 9.4). Bidder will immediately notify the University if the Bidder or any of its employees who will provide or perform services under this contract is placed on the Consolidated List of Debarred, Suspended, and Ineligible Bidders.

• AU reserves the right to award in whole or in part, by line item, or make multiple awards, where such action serves Auburn University’s best interest.

• Proposers may withdraw proposals at any time prior to the time and date set for opening.

• The University reserves the sole and exclusive right to reject or accept any or all proposals and to waive any informality in proposal. The best interest of the University and their subsequent facilities shall be considered as the number one determining factor in selecting or not selecting a Proposer.

• No department, school, or office at the University has the authority to solicit official proposals other than Procurement and Business Services. All solicitation is performed under the direct supervision of the Director of Procurement and Business Services and incomplete accordance with the University policies and procedures.

• The University reserves the right to conduct discussions with proposers, and to accept revisions of proposals, and to negotiate price changes. The University will make reasonable efforts to protect proprietary information but all records are subject to State of Alabama open records laws.

• Proposers submitting proposals which meet the selection criteria and which are deemed to be the most advantageous to the University may be requested to give an oral presentation to a selection committee. Procurement and Business Services will schedule the presentations.

• The University is committed to the development of Small Business and Small Disadvantaged business (SB & SDB) suppliers. If subcontracting is necessary, the contractor will make every effort to use SB & SDB in the performance of this contract. Reporting will be required throughout the duration of the contract indicating the extent of SB & SDB participation.

• The Suppliers shall indemnify, defend, and hold harmless the University, its officers, agents, and employees from any claims, damages, and actions of any kind or nature arising from or caused by the use of any materials, goods, equipment, or services furnished by the Supplier, provided that such liability does not attribute to the sole negligence of the University.

• The successful supplier will have to attest to the following: By signing this contract, the contracting parties affirm, for the duration of the agreement, that they will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the state of Alabama, Furthermore, a contracting party found to be in violation of this provision shall be deemed in breach of the agreement and shall be responsible for all damages resulting therefrom.”

• Read and comply with all instructions, specifications, General Terms and Conditions, and Bid Conditions.

B. Insurance Requirements

• All insurance guidelines can be found on the Auburn University Risk Management & Safety website. https://cws.auburn.edu/rms/pm/minimuminsurance

• By submitting responses, each respondent certifies that it understands this RFP and has full knowledge of the scope, nature, quality of the work to be performed, the detailed requirements of the services to be provided, and the conditions under which the services are to be performed.

Each respondent also certifies that it understands that all costs relating to preparing and responding to this RFP will be solely the responsibility of the respondent.

• Respondents are cautioned to read the information contained in this RFP and on Auburn University’s Risk Management & Safety website carefully and to submit a complete response to all requirements and questions as directed.

Section III. Form of Proposal

A. Proposal Format

• Proposals should be submitted in Excel® and/or Adobe PDF® formatting only.

o If there is any information or required submittals, which due to size limitations cannot be incorporated following the preferred formatting, please note for the evaluator where the information can be found in the response.

B. Tabular / Paginated Format

Tab 1: Executive Summary

• A one to two-page executive summary of the respondent’s proposal, including a brief description of the company’s expertise in procuring a contract of the size and scope described in the RFP, and how the proposer plans to address the university’s requirements.

Tab 2: Pricing

Tab 3: Rebate Program

• Description of any financial considerations and flexibility of the supplier, i.e. rebate programs, signing bonus, etc. for being selected as a preferred supplier for Auburn University.

Tab 4: Assigned Contract Representative

• Contact name(s) and title(s) of the individual(s) responsible for the company’s proposal and negotiation during this RFP process.

• Emergency Contact for proposer if awarded this contract.

Tab 5: References and Qualifications

1. Describe your company’s experience providing valet services, including the number of years in business and the type of services provided.

2. Please provide three (3) valet services client references within the last five (5) years, years of contract relation, and type of frequency of the service provided. Please identify the contact person and phone number for each. Use additional sheets if necessary.

https://cws.auburn.edu/rms/pm/minimuminsurance

Company Name: _________________________________________________________ Company Address: _______________________________________________________ Company Phone: _________________________________________________________ Contact Person: __________________________________________________________ Years of Contract: ________________________________________________________

Section IV. Evaluation Criteria

• In awarding the contract, the University may take into consideration the skill, facilities, capacity, experience, ability, responsibility, previous work, reputation, financial standing of the bidder or respondents, and the amount of other work being carried on by the bidder. The inability of any bidder to meet the requirements mentioned above may be cause for rejection of the proposal.

• Selection shall be made in the best interest of the University. An Agreement will be awarded to the successful respondent who, in the opinion of the University, has best-demonstrated competence and qualification for the type of services required at fair and reasonable prices/compensation and whose proposal is deemed to be in the best interest of the University.

• Where contract negotiations with a respondent do not proceed to an executed contract within a time deemed reasonable by the University (for whatever reasons), the University may reconsider the proposals of other respondents and, if appropriate, enter contract negotiations with one or more of the other respondents. Proposals shall remain valid and current for the period of 90 days after the closing date and time for submission of proposals.

• The respondent and University agree that time is of the essence in all respects concerning the award of contract and performance hereunder.

1) Pricing – 50%

• Agency having the lowest overall cost in dollars

2) History and Past Performance – 45%

• Agency overview

• Relevant experience

• Demonstration of the selected agency’s prior successful experience with the specified activities at the specified and designated institution types

• References

3) Complete/Thorough Proposal – 5%

• Understanding of the nature of the project

• The respondent’s compliance with all requirements of the RFP specifications

• The selected agency’s proposed commitment to its relationship with the University and customers

• Detailed proof of all requested qualifications and specified services

Section V: Timeline

Bid Opens: Friday, December 16, 2022 Supplier Questions Due: Tuesday, January 3, 2023 @ 4:45 PM CT Responses to Supplier Questions: Friday, January 6, 2023 @ 4:45 PM CT Bid Closes: Wednesday January 11, 2023 @ 10:30 AM CT Bid Awarded: TBD