Smart Restroom Technology. Pre-Proposal Conference April 8, 2019

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1 Smart Restroom Technology Pre-Proposal Conference April 8, 2019

2 Agenda Scope of Work Program Overview JONATHAN DEJESUS Sr. Customer Programs Manager Business Diversity & Development RICARDO CARDOZA Business Specialist Procurement & Materials Management ROBERT RAMERT Sr. Contract Administrator Risk Management Insurance Requirements MARK YOUNG Risk Analyst, Risk Management 2

3 Scope of Work Program Overview Jonathan DeJesus Senior Customer Programs Manager 3

4 4 Travel. Transformed.

5 Mission We provide an exceptional airport experience for our customers and connect our community to the world. 5

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9 99

10 DFW International Airport Named Best Large Airport among North American airports serving more than 40 million passengers each year by Airports Council International 2016 and

11 DFW Airport Location: Jointly owned by the cities of Dallas and Fort Worth DFW has built a huge infrastructure and still has room to grow. Fort Worth DFW Airport Dallas 11

Multiple airlines Skylink provides terminal transportation on the

12 DFW Airport Terminal Maps: A American Airlines B American Eagle C American Airlines D International Terminal, multiple airlines E Multiple airlines Skylink provides terminal transportation on the secure side. Terminal Link provides van terminal transportation landside.

13 13 Airport Restrooms

Problem Statement DFW restrooms are not consistently clean; therefore, restroom cleanliness and customer satisfaction scores are negatively impacted.

14 Problem Statement DFW restrooms are not consistently clean; therefore, restroom cleanliness and customer satisfaction scores are negatively impacted. To elevate the cleanliness and satisfaction scores, we want to: Clearly identify standards for restroom cleanliness Integrate standards into custodial contracts Ensure a means/technology to monitor standards for accountability 14

15 In FY19 to date, Terminal C has the lowest washroom cleanliness scores, followed by Terminal A Cleanliness/Condition of Washrooms FY19* Term. A Term. B Term. C Term. D Term. E 15 Source: DFW Customer Satisfaction Study *Results as of

16 In addition, Terminals C and A have the largest passenger volume to date, and it s forecasted to continue to increase this summer. 5.3% 5,265, % 2,734, % 5,655, % 3,445,433 3,647,090 Passenger Volume By Terminal 19.5% June - August 2018 June - August 2019 Outlook* Terminal A Terminal B Terminal C Terminal D Terminal E 16 Sources: Terminal Utilization Report (Aviation Real Estate) and Air Service Development Forecast. The by Terminal split forecast is an estimate assuming similar allocation to the original FY2019 traffic budget.

Smart Restroom Technology Objectives Smart Restroom Technology will help DFW increase customer satisfaction in our custodial operations in the

17 Smart Restroom Technology Objectives Smart Restroom Technology will help DFW increase customer satisfaction in our custodial operations in the following ways: 1 Optimize custodial staff resources 2 Improve facility cleanliness & satisfaction scores 3 Improve employee engagement / retention 17

versus rotation-based cleaning 7 6 5 4 3 2 1 0

18 1 Optimize Custodial Staff Resources B. Tracking key metrics Staff notifications Demand-based versus rotation-based cleaning Restroom Usage 4:00 5:00 6:00 7:00 8:00 9:00 10:00 10:002 11:00 12:00 18

19 Cleanliness of washrooms Cleanliness of airport terminal 2 Improve Facility Cleanliness and Satisfaction Scores Overall Customer Satisfaction Washroom Cleanliness is a key driver of overall customer satisfaction. Comfort of waiting/gate areas Ease of finding your way through airport 19

20 3 Improve Employee Engagement / Retention Work feels meaningful when employees know that every task matters, and being more in control means less stress. Employee Benefits Supervisor Benefits Incentives / Gamification Opportunities 20

21 Program Overview RFP Solicitation March 2019 Preproposal Conference Shortlist Pilot Selection Pilot Terminal D Final Selection Official Board Action April 2019 May 2019 June/July 2019 August 2019 September 2019 Full Implementation to Begin October

22 Procurement and Materials Management ROBERT RAMERT Senior Contract Administrator 22

23 Solicitation Highlights APRIL 29 th GOAL 5% YEARS 3 Proposal Due Date 3:00 p.m. (Central Time) No solicitations accepted Small Business Enterprise Goal Contract Term 3-year period Options to renew for 2 additional 1-year periods 23

24 isupplier Capabilities Online supplier registration and collaboration Receive solicitation notices View payment status Receive orders 24

25 isupplier Registration EXISTING DFW SUPPLIER Ensure your company s information including contact address, is up-to-date NEW DFW SUPPLIER Go to: dfwairport.com/procurement Select Tab [Supplier Registration] Within [New Supplier Registration] section, select [Supplier Registration] 25

Solicitation Specifications LAW COMPLIANCE Procurement Process

Code 2254 Proposals will not be publicly opened PUBLISHING

News Legal Notice Section Fort Worth Star Telegram Legal Notice

26 Solicitation Specifications LAW COMPLIANCE Procurement Process Managed in Accordance with Texas Government Code, Chapter 252 and Code 2254 Proposals will not be publicly opened PUBLISHING Advertised two consecutive Sundays in local papers: Dallas Morning News Legal Notice Section Fort Worth Star Telegram Legal Notice Section Solicitation, Amendments, and Clarifications posted at: ( Proposals must be received at the location on the date and at the time specified on the cover page of the Solicitation 26

27 Solicitation Process EVALUATION Evaluation Committee will recommend the Contract Award(s) to PMM VP for approval BOARD REVIEW After award, and receipt of documents, a Limited Notice To Proceed may be issued FULL NOTICE TO PROCEED Proposals will be evaluated on the SOW requirements and Evaluation Criteria Section of the RFP APPROVAL Upon approval, the Contract Award request is presented at the next DFW Board of Directors Meeting, which occurs the first Thursday of each month LIMITED NOTICE TO PROCEED Once the Contract is executed, the Full Notice To Proceed along with an Executed Contract issued 27

28 Solicitation Documents 1 Proposal Instructions and Requirements 4 Proposal Response Forms 2 General/Special Contract Provisions 5 Proposal Pricing Excel File 3 Specification/Scope of Work 28

Submission Key Details DELIVERY ADDRESS DFW Airport Headquarters 2400 Aviation Drive, 1 st Floor Procurement & Materials Management Department DFW Airport, Texas 75261 QUESTIONS Contact: ROBERT

29 Submission Key Details DELIVERY ADDRESS DFW Airport Headquarters 2400 Aviation Drive, 1 st Floor Procurement & Materials Management Department DFW Airport, Texas QUESTIONS Contact: ROBERT RAMERT rramert@dfwairport.com Subject: Questions Regarding RFP No All questions must be sent in writing before April 12, 2019! Questions received after April 12, 2019 at 5:00 pm CT will not be considered 29

30 DO NOT DO Submission Checklist Follow all proposal preparation instructions Double-check to make sure all forms are correctly completed thoroughly and accurately Make sure all required documentation is submitted Respond exactly to what the proposal requests Extend all unit prices, double-check all figures (unit prices prevail) Place limitations or otherwise condition the proposal 30

31 DEADLINE FOR PROPOSAL SUBMITTAL Smart Restroom Technology April 29, 2019 at 2:00 p.m. (CT) 31

32 Business Diversity and Development Ricardo Cardoza Business Specialist 32

Small Business Enterprise Program 5% SBE

33 Small Business Enterprise Program 5% SBE Goal Contract-specific goals are based on scope of work, location of work, and availability of certified firms for the scope of work TYPES OF SERVICES: Construction Services <1M Professional Services Non-Professional Services 33

Key SBE Program Points Certification Relevant Market Area Pass/Fail

Commission including Dallas, Tarrant, Collin, Delta, Denton, Ellis,

failing to meet the requirements receive no further consideration by

Stringent documentation requirements due at time of bid/proposal

34 Key SBE Program Points Certification Relevant Market Area Pass/Fail SBE certificates are due at time of bid/proposal submission North TX Commission including Dallas, Tarrant, Collin, Delta, Denton, Ellis, Hunt, Johnson, Kaufman, Parker, Rockwall and Wise counties Proposals failing to meet the requirements receive no further consideration by the Selection Committee Good Faith Efforts Contract- Specific Goals Stringent documentation requirements due at time of bid/proposal submission A percentage of contract value; prime self-performance counts towards goal 34

35 SBE Evaluation 2 Step Process Valuable consideration in the awarding of airport contracts. STEP 1 PASS/FAIL If a bid/proposal meets the contract-specific goal or shows an adequate good faith effort in accordance with the SBE Program Policies, proposal is deemed responsive (PASS). If a bid/proposal does not meet the contract-specific goal or shows an adequate good faith effort, or provides the necessary documentation or required forms in accordance with the SBE Program Policies, proposal is deemed nonresponsive (FAIL) resulting in no further consideration by the evaluation committee. STEP 2 EVALUATION CRITERIA ( 2 0 P o i n t s ) Evaluation criteria addresses key Business Diversity factors taken into consideration in awarding a contract. The criteria assesses the Proposer s understanding of the SBE Program requirements and its commitment to support DFW Airport s Business Diversity initiatives through the utilization of SBEs and capacity building support. This is a critical component of the RFP. Proposer is expected to treat this evaluation section with the same attention to detail as the other sections of the evaluation criteria. 35

36 SBE Evaluation Criteria 2 0 P o i n t s Proposal will be evaluated based on: AFFIRMATIVE ACTION PLAN AAP and/or policy statement, including goals with respect to hiring staff for the Agreement and any Delivery Orders that may be issued under it. Such plan must include, but not be limited to: goals for women and minorities for management and non-management positions. DESCRIPTION OF COMMITMENT How will the Respondent manage expectations and commitment to firms that have been identified in the Schedule of Subcontractors and that will be utilized to fulfill Respondent s SBE requirements? In addition, explain the selection of Respondent's team composition, including diversity within the team and any opportunities given to team members that may be new to Respondent's team and why they were selected. DESCRIPTION OF BUSINESS DEVELOPMENT Technical Assistance, and/or Capacity Building Initiatives Description of Respondent s commitment to programs, assistance or support to enhance the capacity or facilitate the participation of SBE s, including outreach and a proposed mentoring program. 36

37 SBE Evaluation Criteria Cont. 2 0 P o i n t s Proposal will be evaluated based on: PRIVATE SECTOR PARTICIPATION Describe Respondent s ability to demonstrate SBE participation on private sector work or on contracts that require no goals. How is the overall effectiveness of Respondent s diversity and inclusion initiatives measured? Is it tied to a goal or metric? If so, what is the goal/metric and how has Respondent performed in relation to the goal historically? ASSURANCE What steps will Respondent take to ensure it meets the SBE participation goal and does Respondent have a dispute resolution/mediation plan in place for modification, elimination or termination of a SBE. In addition, who will oversee Respondent s SBE program and at what level are they within Respondent s organization? Also describe this individual's commitment to SBE programs, assistance or support to enhance the capacity or facilitate the participation of SBE firms under the Agreement and any Delivery Orders issued pursuant to it. What systems does Respondent have in place to reach its SBE participation and is Respondent familiar with Board's B2GNOW system and, if not, what steps will Respondent take to learn the system? 37

SBE Certification Certificates due at time of submission

codes must be relevant to scope of work!

HOWEVER, if claiming SBE credit, certification is

38 SBE Certification Certificates due at time of submission Certificates must be current and not expired Commodity codes must be relevant to scope of work! Certification not required to do business with DFW. HOWEVER, if claiming SBE credit, certification is required State of TX HUB, MBE, DBE, WBE and out of state certificates are not acceptable 38

39 SBE Certificate Requirements Does certification match program goal? Do the commodity codes cover your proposed scope of work? Check expiration date. Not valid if expired. 39

Approved Certifying Entities NORTH CENTRAL TX REGIONAL CERTIFICATION AGENCY

8828 N. Stemmons Freeway, Suite 550 Dallas, TX 75247 (214) 630-0747 or www.

com (Processing timeframe: 30-45 days) WOMEN S BUSINESS COUNCIL SOUTHWEST

org (Processing timeframe: 30-45 days) SMALL BUSINESS ADMINISTRATION 8(a)

40 Approved Certifying Entities NORTH CENTRAL TX REGIONAL CERTIFICATION AGENCY 624 Six Flags Drive, Suite 100 Arlington, TX (817) or (Processing timeframe: 60 90) DFW MINORITY SUPPLIER DEVELOPMENT COUNCIL 8828 N. Stemmons Freeway, Suite 550 Dallas, TX (214) or (Processing timeframe: days) WOMEN S BUSINESS COUNCIL SOUTHWEST 2201 N. Collins Street Arlington, TX (817) or (Processing timeframe: days) SMALL BUSINESS ADMINISTRATION 8(a) PROGRAM TEXAS DEPARTMENT OF TRANSPORTATION (NOTE: TxDOT only certifies for TxDOT highway construction and maintenance projects, not for DFW Airport projects.) 40

41 Relevant Market Area North TX Commission Dallas, Tarrant, Collin, Delta, Denton, Ellis, Hunt, Johnson, Kaufman, Parker, Rockwall and Wise counties! SBE must have a Place of Business inside the airport s Relevant Market Area Place of Business is defined as an establishment independently and distinctly owned, where business is conducted, goods are made or stored or processed or where services are rendered Not acceptable: P.O. Box or virtual offices and staffing services 41

42 Good Faith Efforts (GFE) Requirements Non-certified firms must meet the goal or demonstrate GFE to achieve goal GFE required only if the SBE goal is not met or only partially achieved GFE should not be considered a template, checklist or quantitative formula DFW will evaluate the GFE on quality, quantity, and intensity of the different kinds of efforts that the bidder/proposer made prior to proposal submission! All factors outlined and support documentation are required Lack of support documentation will deem the Proposer non-responsive Pro forma efforts are not considered good faith efforts 42

Counting SBE Participation SBE Primes can count their self-performance toward meeting the SBE goal, but only for the scope of work and at the percentage level they will self-perform A

43 Counting SBE Participation SBE Primes can count their self-performance toward meeting the SBE goal, but only for the scope of work and at the percentage level they will self-perform A Contractor cannot count toward the Contract Specific Goal amounts paid to an affiliate subcontractor Supplier participation is not the same as counting subcontractor participation. 43

44 Supplier Participation Options MANUFACTURER If the materials or supplies are obtained from a SBE manufacturer, count 100% of the cost of the materials or supplies towards the SBE goal REGULAR DEALER If the materials or supplies are purchased from a SBE regular dealer, count 60% of the cost of the materials or supplies towards the SBE goal BROKER If the SBE firm is acting as an intermediary between two or more firms for the acquisition of supplies, materials or equipment for a fee, count only the fees and commissions at 100% MANUFACTURER S REPRESENTATIVE If the SBE firm is representing a manufacturer for a fee or commission, count only the fees and commissions at 100% 44

45 Commitment to SBE Goal Identify commitment to meet and/or exceed the SBE Goal 45

Intent to Perform and Schedule of Subcontractors Intent to Perform

the contract, it will enter into a subcontract with the SBE for the

affiliation confirmation SBE Sub must sign Identify all

46 Intent to Perform and Schedule of Subcontractors Intent to Perform represents a commitment by the Prime Contractor that if it is awarded the contract, it will enter into a subcontract with the SBE for the work described on the form Prime must sign Market Area and no affiliation confirmation SBE Sub must sign Identify all subcontractor, certification status, scope of work, percentage and dollar commitment for each 46

DFW s Directory is not a certification database.

47 Identifying Prospective SBE Partners Minority Chambers Advocacy Organizations Certifications Agencies DFW D/S/M/WBE Online Directory DFW s Directory is not a certification database. It is a listing of certified firms that have expressed an interest in doing business with DFW or are currently doing business with DFW 47

48 Non-Compliance with SBE Program The DFW Board may exercise any of following remedies: A B C D WITHHOLDING FUNDS payable under this Contract, including, but not limited to, funds payable for work self-performed by the Contractor or applicable retainage TEMPORARILY SUSPENDING at no cost to DFW, Contractor s performance under the Agreement / Contract TERMINATION OF THE AGREEMENT/ CONTRACT SUSPENSION/ DEBARMENT in accordance with applicable law, of the Contractor from participating in any solicitations issued by DFW for severity of breach of Contract *These remedies are in addition to any other remedies available to the Board under this Contract or at law or in equity 48

49 DO NOT DO Common Submission Errors Sign all required documents Submit required/correct SBE certificates for all identified SBE firms Propose with SBE firms that have a place of business within the Relevant Market Area Provide certificates for firms that are listed on the Schedule of Subcontractors Submit certificates with expired dates Use TBD on Schedule of Subs instead of $ and % Use GFE plan as a checklist and fail to submit support documentation 49

50 DFW policies and procedures supersede everything said verbally

51 Insurance Requirements Risk Management MARK YOUNG Risk Analyst 51

Insurance Requirements ADDITIONAL INSURED ENDORSEMENT provision refers to the Board of Directors of the DFW International Airport Board and

of recovery or subrogation against the Board or other parties listed above INDEMNIFICATION AND HOLD HARMLESS Contractor covets and agrees to

52 Insurance Requirements ADDITIONAL INSURED ENDORSEMENT provision refers to the Board of Directors of the DFW International Airport Board and includes: Board s Officers Directors Employees Agents Representatives Dallas and Fort Worth WAIVER OF SUBROGATION Insurers shall have no right of recovery or subrogation against the Board or other parties listed above INDEMNIFICATION AND HOLD HARMLESS Contractor covets and agrees to fully indemnify and hold harmless the parties listed above A.M. BEST RATING Authorized by the Texas State Board of Insurance minimum rating of A- VII 52

53 Coverage Notification Prior to the execution of the Contract, insurance agent(s), broker(s), or insurers(s) must: PROVIDE EVIDENCE Provide evidence of insurance in the form of certificate via or fax FAX: (972) KEEP CURRENT Keep certificate current for the entire period liable for your product and/or work, but not less than the warranty period of our Contract DFW Airport will verify coverage 53

54 Responsibility for Subcontractors Coverage A REQUIRE SUBS TO PROVIDE and maintain the insurance coverage required herein B PROVIDE INSURANCE FOR SUBS by designating the subcontractor as an additional insured by a blanket additional insured endorsement, or by specific endorsement Compliance Liability Air Operations Area Contractor shall verify subs are continually in compliance with all contractual insurance requirements Contractor shall assume all liability for those subcontractors who do not meet the insurance requirements Contractor shall not be granted access to the AOA without verification of insurance coverage as required 54

55 Insurance Coverage COVERAGE TYPES Worker s Compensation Employer s Liability Insurance Commercial General Liability Limit Any One Occurrence Damage to Rented Premises Personal and Advertising Injury Policy Aggregate Products and Completed Ops MINIMUM COVERAGE AMOUNT Texas Statutory Coverage $500,000 each accident $500,000 each disease, each employee $500,000 each disease policy limit $1,000,000 $100,000 $1,000,000 $2,000,000 $2,000,000 aggregate Business Automobile Liability Combined Single Limit for Each Accident $500,000 Excess Liability Secure Side Limit Any One Occurrence/Aggregate $5,000,000 Additional Coverages Required Pollution Liability Insurance $1,000,000 Cyber Security Liability Insurance $1,000,000 per claim/aggregate 55

56 56 Thank You

Procurement and Materials Management Department Pre-Bid Conference Solicitation No Permit and Inspection Management System.

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