REQUEST for PROPOSAL RFP 00317808-14 Lounge Management
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REQUEST FOR PROPOSAL RFP 00317808-14 Lounge Management Services at Seattle-Tacoma International Airport The Port of Seattle (Port) invites the submittal of written proposals from qualified firms, or teams of firms, interested in providing management services for the operations of premium lounges at Seattle-Tacoma International Airport (Airport). I. SCHEDULE The selection process is outlined below. The Port intends to maintain this schedule and requests the same of firms interested in submitting a response to this solicitation. The Port does, however, reserve the right to modify the schedule as circumstances warrant. Description/Task Date (Time) Advertisement September 3, 2014 Pre-Proposal Conference September 23, 2014 Last Day to Submit Questions and Conflict of Interest September 23, 2014 Proposals Due October 14, 2014, 2:00 P.M. Short-List and Notify Proposers October 24, 2014 Interviews November 4, 2014 Contractor Selection/Notification November 20, 2014 Execute Contract Week of February 23, 2015 Anticipated Contract Start Date Week of March 8, 2015 The aforementioned procurement schedule is subject to change as the schedule is contingent on Port internal approvals. All questions must be submitted in writing through the Port’s PRMS website by the question deadline date aforementioned, in order to allow adequate time for preparation of a response. Questions are to be posted on the Questions tab of the solicitation on the PRMS website: https://hosting.portseattle.org/prms/. Questions received after this deadline may not be considered. Communication with the Port regarding this procurement shall be directed to Victoria Bristol, [email protected]. Communication with Port officials other than those listed herein may cause the firm involved to be disqualified from submitting under this solicitation. All proposers are strongly encouraged to register on the Port’s PRMS website and add their company to the Plan Holder’s list located under the Plan Holders tab of the solicitation in order to receive notification of addenda publications to the solicitation. Communication with the Port regarding this procurement shall be directed to Victoria Bristol, [email protected]. Communication with Port officials other than those listed herein may cause the firm involved to be disqualified from submitting under this solicitation. All proposers are strongly encouraged to register on the Port’s PRMS website and add their company to the Plan Holder’s list located under the Plan Holders tab of the solicitation in order to receive notification of addenda publications to the solicitation. In order to be considered for this work, a written Proposal must be received no later than 2:00 P.M. PST on October 14, 2014. II. PRE-PROPOSAL CONFERENCE The Port intends to conduct a pre-proposal conference to answer questions regarding this solicitation on September 23, 2014 at 10:00 A.M. – 12:00 P.M. in Room “London” at Seattle-Tacoma International Airport, located on the Mezzanine level on the south end of the terminal. A brief tour of Club International and Club Cascade will be provided to attendees. This meeting is not mandatory, but interested firms are strongly encouraged to attend. If your company plans to attend this event, please email Victoria Bristol at [email protected] by advising on the number of individuals from your company that are planning to attend so the Port can make appropriate arrangements. III. PROPOSAL FORMAT REQUIREMENTS A. The Port is requiring electronic submittals for this solicitation. Hard copy submittals will not be accepted. B. Submittals must be delivered through e-mail to [email protected]. It is the responsibility of the Submitter to ensure timely delivery of submittals. 1. The e-mail submittal shall include the Request for Qualifications number, title, and due date and time in the subject line of the submittal e-mail. 2. The Port’s e-mail server will not accept files larger than 10 MB. 3. The Port will use the time stamp on the submittal e-mail to determine timeliness. 4. Submitters are responsible for ensuring timely delivery of submittals. 5. The Port is not responsible for submitters’ technical difficulties in submitting electronically. 6. Late submittals will not be evaluated. C. Submittal shall meet the following requirements: 1. Submittals shall be formatted in searchable .pdf format. 2. The body of the submittal shall be organized in accordance with the Evaluation Criteria. Each section of the submittal must be separated by a separator page. Separator pages will not contain any text beyond the section name. Separator pages are not considered part of the total page count. 3. The body of the submittal, when printed, shall be limited to 20 letter-sized (“8.5 x 11”) pages of content. In the event that the body of the submittal exceeds the page limitation, excess pages will not be considered. After removal of the excess pages, the submittal may further be rejected as unacceptable or uncompetitive if the Port concludes that it would not have reasonable chance for award or is outside the competitive range. RFP 00317808-14 Lounge Management Services Rev. 1, 05/16/2013 Page 2 of 11 4. The following required items are not included in the page count limitation: a. Letter of Interest. Include a 1 page, single-sided Letter of Interest. Include the name, phone number, e-mail address, and mailing address of the point of contact for this RFP. All communication will be sent to this person. b. An Appendix, which shall include the following: i. Resumes of proposed staff. Each resume shall be limited to (1) single-sided, letter- sized page. ii. Organizational chart demonstrating the key proposer staff, hierarchy and reporting relationships within the proposer organization. Identify staff by name and position. iii. List of revisions that proposer requests be made to the Contract Terms and Conditions in Attachment F. This may be done either as a redline revision of the attached draft or as a list of proposed changes. For each requested change, the proposer shall clearly indicate the reason for the proposed change. The Port will not, absent unusual circumstances, consider any changes to the agreement form that are not identified in the response. The Port specifically reserves the right to consider any suggested revisions as part of its review process and may, as it believes appropriate, make adjustments to proposer’s score in the various selection criteria identified below in the event that the proposed changes would affect a material changes in the risks and/or responsibilities of the parties. Any particular adjustment will, however, be tied to the specific criterion (or criteria) affected by a proposed change. IV. CONTRACT TERMS AND CONDITIONS Selected proposer shall enter into an agreement with the Port. A draft of this agreement is included as Attachment F. The Port specifically reserves the right to negotiate the final agreement terms with the selected proposer. The Port will be guided by the attached draft and the comments, if any, provided by the selected proposer in negotiating the final terms of this agreement. The proposer shall provide comments as an appendix to the proposal, as set forth above. The attached draft shall not, however, operate as a limit to the Port’s ability and authority to negotiate the final terms of this agreement as the Port determines to be in the best interest of the Port and its stakeholders. V. SELECTION PROCESS A. General Information 1. Compliance with Legal Requirements. a. The procurement of these management services will be in accordance with applicable federal, state, and local laws, and Port policies and procedures. The Port of Seattle reserves the right to reject any and all submittals. b. The Port of Seattle will evaluate the submittals in accordance with the provisions set forth herein. If the Port makes a selection, it will select the Proposer it determines to be the most highly qualified on the basis of its evaluation. 2. Addenda. All changes shall be documented via addenda. Submitters are advised to not rely on verbal information or direction. Email notification of addenda will be provided to all firms still under consideration, and/or on the submitters list at the time the addendum is issued. Interested firms are responsible for ensuring that current registration information is on the submitters list and have obtained all addenda. RFP 00317808-14 Lounge Management Services Rev. 1, 05/16/2013 Page 3 of 11 3. Minor Informalities & Cancellation. The Port reserves the right to waive any minor irregularity and/or reject any and all firms and cancel the procurement. 4. Costs borne by Proposers. All costs incurred in the preparation of a submittal, and participation in this solicitation and negotiation process shall be borne by the submitting firms. 5. Public Disclosure. Submittals shall become property of the Port and considered public documents under applicable Washington State laws. All documentation provided to the Port may be subject to disclosure in accordance with Washington State public disclosure laws. 6. Insurance. Insurance requirements for this contract are contained in Attachment F. 7. Organizational Conflicts of Interest. A conflict of interest may exist when a proposing firm or individual performs services for another entity if those services (1) potentially adversely impact the Port of Seattle or (2) require or result in disclosure of confidential information. See Port of Seattle Consultant Ethics and Conflict of Interest policy, CC-2. The Port of Seattle will evaluate whether a proposer has a relationship, contract, or other activities that may result in the proposer (1) having a financial interest in a competing business; (2) being unable, or potentially unable to render impartial assistance or advice to the Port, or (3) having impaired objectivity in performing the contract. If a conflict of interest exists and the Port is unwilling to waive the conflict, the Port will not enter into a contract with the proposer.