IFB PB 18-10 Rental Car Lease & Concession

This Invitation for Bid (IFB PB 18-10), issued by the Palm Beach County Department of Airports, seeks qualified operators to provide rental car lease and concession services at Palm Beach International Airport. The solicitation offers the opportunity to award up to eight (8) concession agreements for the operation of rental car reservation counters and associated office space within the terminal, with the right to market up to two (2) brands of rental car services. The initial contract term runs from January 1, 2019, through June 30, 2021 (30 months), divided into three contract periods, with the County retaining the option to renew on a month-to-month basis for up to twelve (12) additional months. Currently, seven (7) reservation counters operate within the terminal with an eighth counter potentially available if eight successful bids are received, with the successful bidder responsible for construction and receiving a construction credit not to exceed $50,000. Bidders must demonstrate a minimum of three (3) years of successful rental car operation experience, provide evidence of brand ownership or authorization, maintain a current local business tax receipt, and secure a $5,000 bid guarantee. Successful bidders will be those offering the highest return to the County while meeting or exceeding the Minimum Period Guarantee (MPG) of $500,000 for the first and second contract periods and $250,000 for the third contract period. Bids were due on September 20, 2018, at 2:00 p.m. local time, with a mandatory pre-bid conference having been held on August 28, 2018. The County evaluates bids based on the total MPG submitted, with space allocation determined by rank order of MPG bids, and reserves the right to award to multiple responsive, responsible bidders.

This procurement includes a significant disadvantaged business enterprise component, with all bidders required to achieve a minimum Airport Concession Disadvantaged Business Enterprise (ACDBE) participation goal of 3.19% of total purchases of goods and services, or alternatively demonstrate good faith efforts to meet this target. Bidders meeting or exceeding the 3.19% goal must complete Schedule 1 (List of Proposed ACDBE Firms) and Schedule 2 (Letter of Intent to Perform as an ACDBE Firm), and all bidders must submit Schedule 3 (Demonstration of Good Faith Efforts) with their bid response; failure to submit Schedule 3 results in bid rejection. ACDBE firms must be certified through either Palm Beach County or the State of Florida's Unified Certification Program and may serve as prime contractors, subcontractors, manufacturers, suppliers, or joint venture participants. Incumbent concessionaires are eligible to submit bids but must meet all qualification requirements without facility rental waivers previously offered for relocation and equipment installation costs. The facility rental rate is $77.84 per square foot annually, adjusted each October first according to the airline rate schedule, with concession fees equal to the greater of the MPG or ten percent (10%) of gross revenues, reconciled monthly and annually. A security deposit equivalent to 50% of the initial MPG is required and will remain at that amount for the entire contract term. Successful bidders must maintain comprehensive commercial general liability insurance of $1,000,000, business auto liability insurance of $1,000,000, and workers' compensation insurance per applicable law.