Addendum #4 for Request for Proposals For Parking and Valet Services

Transcription

1 Addendum #4 for Request for Proposals For Parking and Valet Services at Charlotte Douglas International Airport for the City of Charlotte, North Carolina Dated January 23, 2014 A. Interview Date. After the initial meeting, if the selection committee determines they would like to conduct interviews, they will be held on 7 th. The specific time for each company will be determined separately, however all interviews will start no earlier than 10 a.m. EST and will end by 5 p.m.. B. Questions and Answers. Included below are all the clarifying questions submitted to CLT and relevant answers. Please review this information for use as needed in your proposals. Thank you for your participation in this process. We look forward to receiving your proposals on January 29, 2014 by 3 p.m. by CLT s clock. 1. In regards to Question 7: For those Respondents wishing to propose multiple packages, should the proposal for each package be submitted entirely separately? Meaning in separate binder, with a complete set of forms and response for each package proposed addressing items 1 through 13 (listed on pages of the RFP). Or should Respondents submit in one binder, one set of forms (items 2, 3 and 5-7) with separate responses for each package (items 1, 2 and 8 13), clearly delineating the response for each package including separate compensation proposals? i. Answer: Respondents may either submit completed separate binders with all required forms in each package binder, or Respondents may submit all package proposals in one binder. However, if including responses to multiple packages in a binder please following the format outlined below: a. Section 1: 1. Required Forms (Cover Letter, Company Information, Addendum Acknowledgment, E-Verify Certification & Non- Discrimination) 2. Background & Experience (as relevant to all Packages proposed) 3. Professional References 1

2 4. Exceptions (if any) to RFP or Service Agreement b. Following Sections: Each Package proposed should have a separate section containing, at the least the following: 1. Compensation 2. ACDBE Information 3. Service Operational Plan 4. Promotions & Marketing Plan (Package B & C Only) 2. In regards to Question 13, Does the current incentive apply to Valet and Parking Staffing services? Or only to the Valet contract? If only Valet, is there presently any incentive for Parking Staffing services? i. Answer: The incentive detailed in the answer to Question 13 is for the current Valet Services. The Parking Staffing Services does not include an incentive under the current contract. 3. In regards to Question 22, How many hours per week does CLT estimate will be required to staff the two additional positions? For example, would CLT envision staffing both staffed exits booths 24x7 or would one booth be staffed 24x7 and both during peak periods? i. Answer: The current toll plaza and the new toll plaza to have two positions 7 a.m. to 11 p.m. and one position 11 p.m. to 7 a.m., which is the way the existing toll plaza is staffed today. 4. In regards to Question 39, Given that the successful proposer will be responsible for any damage to CLT vehicles caused by its employees, the successful proposer will have to insure for such potential damage. How many CLT owned vehicles will the successful proposer operate? i. Answer: CLT currently provides 4 vehicles for the Staffing Services and 1 van for the valet runners. If a proposer believes they would need more or less vehicles as part of the Staffing Services, please indicate this in your proposal. 5. In regards to Question 47, Please confirm that CLT intends that business arrangement for Amenity service continue as described in the response to Question 47, with all fees collected included in CLT s gross revenues and the Operator s cost of the subcontracted services being reimbursed. 2

3 i. Answer: Yes, however, as long as the successful proposer will agree to this arrangement if required, it may also suggest an alternative arrangement in the proposal that would be subject to CLT s approval. 6. In regards to Question 53 & 66, The response to Question 53 seems to indicate that CLT will consider proposals to include auditor positions as part of the operator s reimbursable budget, but the response to Question 66 indicates that CLT will continue to provide the required auditor functions. Please clarify whether CLT will consider Auditor positions under the reimbursable budget. i. Answer: CLT will provide a daily account and reconciliation of the funds submitted by the successful proposer. However, if a proposer believes that having an in-house auditor or individual to provide accounting and reconciliation responsibilities would be prudent, please include that as part of the proposal, including what specific functions the individual would provide. 7. Please provide gross revenues and number of transactions for on-site (car washing) and off-site (tire, oil change, inspections, etc.) amenity services, by month for the past twelve months. i. Answer: CLT does not track the number of transactions. The total revenues (not by service) are provided in pgs of Addendum #3 under Ancillary Revenue. 8. For off-site Amenity Services, who shuttles the cars back and forth the Valet employees or Rocket Tire? i. Answer: Currently the Valet operator s employees transport the vehicles to and from the off-site services. 9. What are CLT s insurance requirements for the Amenity Service subcontractors? If none, is it known what insurance the subcontractors are providing to the current Valet operator? i. Answer: CLT does not require specific insurance, however, CLT reserves the right to review and approve of the insurance for any subcontractor utilized under the Service Agreement. 10. In the attached Valet Revenues & Expense Summary, it list shuttle bus expenses but does not list that expense in the Operating Expense Budget. Is the shuttle bus expense 3

4 amount listed a reimbursable expense to the current provider? Should this amount be budgeted until the completion on the new deck in November? i. Answer: The shuttle bus expense (which only relates to staffing the driver) is a reimbursable expense under the current agreement. However, under the new Service Agreement, the customer shuttle will be provided by CLT and thus is not an expense the successful proposer will incur. In regards to the valet runner vehicles, it is up to the proposer what cost, if any, would be proposed to be a reimbursable expense. 11. For the current provider, what is allowed for the minimum valet runner staffing before the fine amount of $500 is enforced? i. Answer: CLT does not require a minimum, we request that based on your understanding of our operations and our needs you propose a staffing level and plan to meet our requirements. A fine will only be enforced where CLT is required to divert its own personnel or hire extra personnel (separate and apart from the Service Agreement) to cover the responsibilities and staffing plan that the successful proposer committed to in their proposal as approved and negotiated with CLT. 12. The valet revenue expense summary provided for fiscal years 2011, 2012 & 2013 all show a line item for Monthly Expense (City). Are those expenses included in the operating expense budget provided for fiscal year 2014 or are those just the current vendors expenses? If they are just the current vendors, what expenses will be added at the end of fiscal year 2014 on behalf of the city and do you have a guess as to how much those will be? i. Answer: They are not included in the operating budget for fiscal year This budget represents the expenses budgeted and submitted for CLT s approval by the current vendor. The Monthly Expenses (City) are expenses CLT incurs in relation to the operation of the Valet Services. They are not the responsibility of the successful proposer and are only currently included as part of the incentive calculation. 13. Given that the proposal start date for Parking Services is April 1 st and for Valet is July 1 st, how should the Year 1 proposed Reimbursable Expenses be presented for Package C? By combining the first full year s expenses for Valet and Parking Services? Or, one year beginning April 1 st, which would include the Valet for only 4

5 nine (9) months July 2014 through March 2015? And should the same be used for the Year 1 Management Fee? i. Answer: The first year of the contract for Package A and Package B will actually be a total of fifteen (15) months. The Staffing Services should have Reimbursable Expenses and a Management Fee representative of fifteen (15) months for Year 1 of the Service Agreement. Under Package C, please also include fifteen (15) months of Reimbursable Expenses for the Staffing Services and the Management Fee for Year 1 should be reflective of fifteen (15) months of Staffing Services and twelve (12) months of Valet Services. 14. For the purpose of calculating the amount of the Performance Bond, the RFP indicates that the Performance Bond will be 50% of the total contract value for Package A, or 50% of the annual Management fee for Package B and C. Section 12.8 of the Service Agreement indicates the required Performance Bond will be 50% of the annual Management Fee. Please clarify how the amount of the Performance Bond for Package A will be determined. And if its 50% of the total contract value, please confirm the total contract value will be the combined value of the annual Management Fee and Reimbursable Expense budget. i. Answer: The Performance Bond for all Packages should be 50% of the proposed Year 1 Management Fee. 5