MARCH 15, 2017 ADDENDUM NO. 3 FOR REQUEST FOR PROPOSAL ( RFP ) FOR AIRFIELD TRAINING SERVICES FOR O HARE INTERNATIONAL AIRPORT

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1 MARCH 15, 2017 ADDENDUM NO. 3 FOR REQUEST FOR PROPOSAL ( RFP ) FOR AIRFIELD TRAINING SERVICES FOR O HARE INTERNATIONAL AIRPORT SPECIFICATION NO For which Proposals are due in the office of the Chief Procurement Officer, Department of Procurement Services, Room 103, City Hall, 121 N. LaSalle Street, Chicago, IL at 4:00 p.m., Central Time, on March 28, The following changes and/or revisions are incorporated into the above referenced RFP Document as noted. All other provisions and requirements as originally set forth remain in force and are binding. THE RESPONDENT MUST ACKNOWLEDGE RECEIPT OF THE ADDENDUM IN THE COVER LETTER SUBMITTED WITH THEIR PROPOSAL SECTION 1. NOTICE OF REVISIONS/CLARIFICATIONS TO THE RFP BID DUE DATE HAS BEEN EXTENDED TO MARCH 28, Proposal Due Date has been changed to March 28, For which proposals are due in the Department of Procurement Services, Bid & Bond Room, Room 103, City Hall, 121 N. LaSalle Street, Chicago, Illinois, 60602, at 4:00 p.m., Central Time 2. Cover page of the RFP is hereby amended to read as follows: All responses must be received by 4:00 p.m., Central Time on March 28, Section I.E.1, Deadline and Procedures for Submitting Proposals, change proposal due date in items 1 and 5 to read as follows: 4:00 p.m., Central Time, March 28, Section I.F, Procurement Timetable, change the Proposal due date to read as follows: Proposals Due: March 28, RFP, Page 11, Section III.B, has been deleted in its entirety and replaced with revised Section III.B. Refer to Attachment D, Revised, Evaluation Criteria of this Addendum. 6. Exhibit 5, Insurance Requirements has been replaced in its entirety. See Attachment A attached. 7. Exhibit A, Detailed Scope of Services, Section IV, Paragraph Three, the following language is deleted in its entirety: The proposed training database must be able to meet the following requirements: 1

2 is hereby replaced by the following revised language: The training database administered by the CDA meets the following requirements: SECTION 2. ANSWERS TO QUESTIONS SUBMITTED FOR CLARIFICATION OF THE RFP Question 1: On page 8 of this RFP the stated MBE participation goal is 0%. In past advertisements of these same exact services (Airfield Training Consulting Services at O Hare International Airport) there has always been an actual MBE goal. Why is there no MBE requirement included this time around? Please explain. The City of Chicago is committed to providing subcontracting opportunities for minority-owned and women-owned (MBE/WBE) firms. However, due to the specialized nature of the Scope of Services, the City has determined that there are not enough certified MBE/WBE firms with relevant NAICS code certification for this RFP. Question 2: Page 3, Item #3 paragraph 4 Reads Specification number Is this an incorrect Specification Number? The correct Specification Number for this project is Question 3: Question 4: Question 5: Page 11, Section B item 2b -. Provide services for the airport security consulting and specialized safety/security at O Hare and Midway International Airport, in an expedited, streamlined environment (and/or US airports preferred). Will the contractor be required to conduct training classes at Midway Airport? Please define what type of security consulting and specialized safety/security training you are looking for? This RFP relates only to O Hare International Airport and training will be conducted at O Hare International Airport only. Security consulting has no relevance to this Contract. Refer to Attachment D, Revised Evaluation Criteria, of this Addendum. Page 15, Detailed Scope of work Knowledge and experience regarding the use of an Airspace Study for Construction Projects. The Airport requires that an FAA form be filed and the resulting FAA determination may impose certain requirements be met during a construction project. These requirements must be covered at the Preconstruction meetings and be covered in the Construction Operations Safety Plans. The Consultant must be able to train under FAR Part as it pertains to constructions, airport personnel that will inspect the construction site and any requirements that may come out of the Airspace Study. Will the consultant be responsible for presenting this material at pre-construction meetings? Not at this time, however, the CDA reserves the right to change this requirement. Page 16, Item #24 Advanced Driving Stripe Practical Driving Evaluation: 1. Can you explain what is required for the advanced practical driving evaluation? 2. How many drivers will be required to have a practical driving evaluation each Month/year? 3. Will the consultant be required to provide their own vehicle for this evaluation? 4. If yes, how many vehicles are required? 2

3 Question 6: Question 7: 5. Will driving evaluation be required 24 hrs a day or can they be limited to available times between the hours of 7am and 5pm. 6. If a vehicle is required, are there specific items that will be required in or on the vehicle to perform the evaluations? 7. Will the consultant be required to obtain advanced driver privileges for employees administering the evaluation? 1. The evaluators will be given a check list of items that need to be accomplished satisfactorily. 2. There are currently 233 Chicago Department of Aviation Advanced Drivers that need to be tested every year. The number could fluctuate from year to year as staffing levels change. 3. Consultants will not be required to provide their own vehicle. A CDA vehicle will be utilized. 4. N/A. 5. Driving evaluations should be available 24 hours a day. 6. N/A. 7. Yes. Evaluators will be required to have advanced driving privileges. Page 17, Item #3 - The FAA requirement of maintaining training records for at least the past two years. Also, the Consultant must identify a plan within its proposal, to be implemented if required by the CDA, to easily import existing records from the current database into the recommended application. Will the contractor be required to provide a new training database for employee s trained? No. The training database will be provided by the CDA. Page 17, Item 5B - Consultant should identify in its proposal how scheduling of testing modules will occur. Please describe what type of testing will be required? Will the consultant need to create a test for the training modules and administer said test? Question 8: Question 9: Question: 10 Will Testing be required for all personnel at all levels of training? There is currently no requirement for the selected Respondent to provide any testing other that the practical driver testing. The selected Respondent should provide the training and the CDA will provide and administer all tests other than the practical driver testing. Specification number on page 3 reads Is this an incorrect Specification Number? See response to Question #2 above. Will the contractor be required to conduct training classes at Midway Airport? Refer to Section 1, Notice of Revisions/Clarifications to the RFP. There are a few references to work and security services at Midway airport, please confirm or clarify that this contract is only for training services at O Hare International Airport, or do we need to consider work at Midway Airport? See response to Question #9 above. 3

4 Question: 11 Question: 12 Question: 13 Question: 14 Question: 15 Question: 16 Question: 17 Question: 18 Question: 19 Question: 20 Question: 21 Question: 22 Please define what type of security consulting and specialized safety/security training you are looking for (Page 11 section B.2.b)? See response to Question #3 above. Will the consultant be responsible for presenting 7460 material at pre-construction meetings (page 15)? A presentation will not be necessary at any pre-construction meetings at this time. However, the CDA reserves the right to change this requirement. Can you explain in detail CDA expectations for the advanced practical driving evaluation? The evaluator will be given a check list of items that they will need to accomplish satisfactorily. Refer to Attachment B, Sample Advance Airfield Driver Sign Off Form of this Addendum. What will the instructor or evaluator s responsibilities be? The evaluator will need to make sure each category on the checklist is completed and/or answered satisfactorily. How many drivers will be required to have a practical driving evaluation each Month/year? See response to Question #5 above. Will the consultant be required to provide their own vehicle for this evaluation? If yes, how many vehicles are required? See response to Question #5 above. If a vehicle is required, can it be a company owned vehicle or does it need to be a leased vehicle? See response to Question #5 above. Under what category should vehicle expenses be billed? Are they a direct cost expense or should they be figured into the fully loaded hourly rate? See response to Question #5 above. Will driving evaluation be required 24 hours a day? See response to Question #5 above. Will the driver be required to have multiple driver evaluations for various airfield conditions? No. If a vehicle is required, are there specific items that will be required in or on the vehicle to perform the evaluations on the AOA? See response to Question #5 above. Will the consultant be required to obtain advanced driver privileges for instructors administering the evaluation? See response to Question #5 above. 4

5 Question: 23 Question: 24 Question: 25 Question: 26 Question 27: Question 28: Question 29: Question 30: Question 31: Will the contractor be required to provide a new training database for employee s trained? See response to Question #6 above. Please describe what type of testing will be required? (page 17 (section 5.B)) See response to Question #7 above. Will the consultant need to create a test for the training modules and administer above referenced test? See responses to Questions #5 and #7 above. Will Testing be required for all personnel at all levels of training? FAR Part 139 Training is for anyone who drives on the airfield (Basic/Advanced), as well as those people that have job responsibilities in the movement area of the airfield (i.e. CDA Laborers, private contractors). There are currently 233 Chicago Department of Aviation Advanced Drivers that need a practical driving test each year. Please confirm the insurance requirements for general liability is $100 million? See Attachment A of this Addendum for revised Insurance Requirements. Can the insurance premiums be submitted as a reimbursable expense or must they be built into the fully loaded hourly rate? No. Insurance premium should be included in the Respondent s fully loaded hourly rate. Page 2 Terms of Services identifies 5 year contract and (1) 181 day extension. Page 45 in article 5 item 5.4 identifies (3) 12 month or (1) 36 month contract extension and (1) 181 day extension. Which is correct? Exhibit 6, Professional Services Agreement, Section 5.4, Contract Extension Option, has been deleted in its entirety. The City intends to award one (1) Contract for implementation and support of the Airfield Training Consulting Services at O Hare International Airport to this RFP solicitation for a base contract period of five (5) years. This term includes one (1) extension of one hundred eighty one (181) days. Can you provide an estimate on how many off site training locations the contractor will need to provide instruction for? There are currently 4 offsite locations that are staffed as needed. Offsite locations may increase or decrease during the term of the Agreement. Under Exhibit 1: Scope of Services, p. 14, it notes ongoing airfield training will be provided for approximately 12,000 personnel. Approximately how many employees, tenants, contractors, etc. must meet the training requirements in each of the following subsections of Part 139? a. 303( C)1 b. 303 (C)2, 3, & 329 c. 311 d. 313 e. 319 f. 321 g. 325 h

6 Question 32: Question 33: Question 34: Question 35: Question 36: i. 337 j. 339 There are currently 14,874 Basic Drivers that will need training every two years. There are approximately 1,400 Advanced Drivers that will need to be trained on a yearly basis. Approximately 233 of those drivers will need a practical driving test each year. There is also a requirement to train Contractors that will be working in the movement area each year and that number will fluctuate depending on how many projects will be underway in a given year. Review FAR Part 139 for more information. Approximately how many ground vehicle operators are required to take the Basic Driver s Training? Approximately 14,874 ground vehicle operators are required to take the Basic Driver s Training. Approximately how many ground vehicle operators are required to take both the Basic and Advanced Driver s Training? Approximately 1,399 ground vehicle operators are required to take both the Basic and Advanced Driver s Training. Is the Airport Airfield Operations Division currently responsible for the training delivery and record keeping? If not, what division does this responsibility fall under? Airport Airfield Operations is responsible for the training and record keeping that fall under FAR Part 139. Is the current testing that is delivered in the badging office for the Driver s Training a physical exam? If not, what is the testing process? There is a computer based testing system in ID Badging Area for individuals that require basic or advanced driving privileges due to their job requirements. Who is the provider of the Airport Training Database? a. Is it a 3rd party COTS software recordkeeping? b. Is it web-hosted on an internal CDA location or a secured-cloud hosted software allowing records reporting by authorized users from flexible locations? c. What is the badging system to which it is integrated? Is the integration real-time? d. SOW IV.4. page 17: Can CDA provide example copies of the reports pulled from the Airport Training Database? i. Are the Columns described the only acceptable reporting structure? ii. Can CDA clarify why a request is made for a different software to track training if it would be duplicative to the Airport Training Database as required for the contractor to utilize as the CDA recordkeeping tool? The requirements states on Page 16: Consultant will use and input training records into the Airport Training Database. This database is currently maintained by CDA. Yet later ask the Consultant to include other systems used previously for review and consideration by the CDA, along with requirements of integration, reporting and features of a consultantsuggested-system. How will the evaluation of any suggested option be made by CDA? iii. The cost sheet calls out software so how will the use of the Airport Training Database as installed at CDA be used if a 3rd party system is proposed? iv. Would not the cost associated with scraping the Airport Training The application is being developed for CDA by Catalyst Consulting Group a. No. b. Internal CDA location, reporting can be requested remotely. c. It is integrated with the CDA badging system through a nightly batch dump. d. Reports are currently being developed. 6

7 Question 37: Question 38: Question 39: Question 40: i. The new database will include new columns for reporting purposes. ii. The CDA will utilize the database currently being developed by Catalyst. The RFP was developed prior to the decision to create this particular database. Refer to Section 1, Notice of Revisions/Clarifications to the RFP of this Addendum 1. iii. The Airport Training Database being developed will be used going forward. SOW I. page 15: Can CDA expound upon hands on training in an Airport Operations Environment? a. How will this requirement be evaluated against an incumbent who can demonstrate only CDA experience against that of a new consultant who may bring collective best practices of other Cat. X FAA 139 airports and curriculum design expertise? Refer to Attachment D, Revised Evaluation Criteria, of this Addendum. SOW I. page 15: Is the desire of CDA to only consider classroom instruction? a. Would a blended computer-based training (CBT) and classroom training plan that demonstrate a transition to full CBT training be acceptable as an offering? As stated in the Pre-Bid Meeting this Contract is for classroom instruction only. If computer based training is desired it will be handled under a separate Contract. Upon successful award, will the consultant be given access to the training programs currently being classroom conducted so they can be reviewed for redesigning to meet professional adult education and FAA compliance? a. It is stated that a modular design is anticipated, how is this currently accomplished in the classroom workshops? Modular design typically connotes self-paced instructional design for delivery in a CBT method? b. Is it anticipated that the consultant will need to budget for creating completely new materials for CDA approval? Yes. a. It is currently a PowerPoint presentation broken up into modules based on the training level. b. The CDA has issued an RFP for this opportunity because it is a professional service, and the CDA wishes to evaluate each Respondent based upon their experience and detailed Proposal. The expectation is that the successful Respondent will create their own training materials, drawing upon their own expertise and experience in the area of Airfield Training. Qualified Respondents should be able to provide the training requested in Exhibit 1, Scope of Services and should not rely on being able to use the training materials provided by the current Contractor. SOW II. page 16: Can CDA describe the training rooms onsite and the schedule for training which is required for the topics listed? a. How will notification be made that off-site training needs to be conducted by the contractor? b. How often is off-site training conducted? The current training trailers are located north of the Airport Administration Building. They include two training rooms and office space. The schedule is based on the airport community s needs. a. The Consultant coordinates with the entity that is requesting offsite training. b. Basic driver training is conducted at the ID Badging Office s conference room on a regularly scheduled basis. Other offsite training sessions are conducted as needed and coordinated with entities (i.e. Airlines) for which they may be 7

8 required. Question 41: SOW III. page 16: Can CDA clarify how evaluation will be conducted of the training which is conducted separately from testing? (Both evaluation by CDA of the content and evaluation of comprehension by the students taking the classroom sessions) a. Will CDA continue to create and maintain tests for each subject separately from the classroom training sessions? b. Will CDA continue to require electronic testing during the badging process which is not taken at the same time as the training class? c. Is an alternate combined training and testing methodology acceptable if proposed? At a minimum, the CDA Airport Airfield Operations Management Team will attend the training sessions as part of the badge renewal process each year and will evaluate the program as they are attending the training session. Additional evaluations may be required if requested. a. Yes, for the foreseeable future. b. Yes, for the foreseeable future. c. No. Not at this time. Question 42: SOW IV page 16: Describe how the current Airport Training Database is interfaced with the badging office. a. Is integration a two-way communication which allows course completion to be uploaded into an IDMS (identity management system)? b. What IDMS (or badging) system is used by the CDA badging system? c. Is any other system integrated into the either the IDMS which tracks badgeholder training? If so, what is this system? a. No. Consultant will only be given limited access to the ID Badging System. They will be limited to entering a training date into the Badging Database. Additional information will have to be entered into the CDA Training Database. b. Honeywell Pro Watch c. No. Question 43: SOW IV.5.b. page 17: What system or method is currently used by CDA to schedule training and testing? a. Will CDA accept a CBT-based solution with consolidates testing into the training delivery thereby streamlines the processing for the 12,000 badgeholders? Training and testing scheduling are done separately. Currently the Basic and Advanced Training is scheduled via an online scheduling application provided by the CDA. The Advanced Testing is scheduled via to the ID Badging Office and Basic Testing has no scheduling requirements and is conducted on first come first serve. Question 44: Can CDA explain the rationale behind the high insurance requirement listed in Exhibit 5? See Attachment A of this Addendum for revised Insurance Requirements. Question 45: Will CDA consider an extension to the Proposal Due date? a. Will CDA consider at least 4 weeks from the return date of question responses before a Proposal is due? The Proposal Due Date has been extended to February 17, Question 46: It is noted that the current contractor created a scheduling and calendar website at (registration.ohare.com) will the new consultant be required to update this site? a. Is it anticipated the consultant will be required to publish a schedule of classroom events? If so, for how many weeks in advance? 8

9 Question 47: Question 48: Question 49: Question 50: Question 51: Question 52: Question 53: Question 54: Question 55: Question 56: The selected Respondent will not be required to update the schedule and calendar website. This site is maintained by the CDA. The schedule is currently published two months in advance. SOW I page 15: How is CDA differentiating Airport design group set back from Aircraft design group setbacks in its consultant qualifications? Please refer to the FAA Advisory Circulars for this information. SOW III page 16: Item 24, can CDA clarify its expectation of the consultant to perform this Advanced Driving Strip evaluation? a. How many drivers need this evaluation? b. Will the instructors be able to utilize the Tenant/Driver vehicle for this evaluation? See responses to Question #5 (2) and (3) above. What is the expected turnaround time to receive responses to our questions? See response to Question #45 above. With this RFP, does the CDA intend to have its training and curriculum redeveloped and/or rewritten? If so, please describe the intent. See response to Question #39(b) above. Please verify that this RFP is ONLY for in-classroom instructor lead training. See response to Question #38 above. With this RFP does the CDA intend to implement any type of online or computer-based training at any level? If so, what level or extend do you foresee. See response to Question #38 above. Would you please verify the $100 million insurance requirements? And if that in fact is the amount, why is that large of an amount being requested? See response to Question #27 above. Since your SMS program is being developed with another firm, what type of training do you foresee the new contractor developing and instructing in regards to SMS? Since SMS is such a broad topic, please be specific in your response and subject areas. For airfield drivers badge training each individual will receive SMS training as it is related to identifying hazards, how and where to report hazards, how important safe vehicle operations in the airport movement and non-movement environment are and to encourage a culture of safety. The development of this training will be coordinated with the SMS Contractor and/or SMS Manager. Can we receive a copy in the online document portal ( of the existing and/or draft SMS Plan? The SMS Plan will not be released until it is has been completed. Since the On-Airfield Advanced Driver s Practical Evaluation is not yet for certain, will the CDA either clarify their decision on 1) if they want it to be administered by the contractor or 2) if they will keep the practical evaluation on the airfield with the CDA? It has been determined that the Practical Driving Evaluation will be administered by the selected Respondent unless the CDA needs to be involved in specific 9

10 circumstances (e.g. due to discipline, legal action). Question 57: If the contractor will be required to administer practical advanced driving tests for 6,000+ Red Stripe holders, what coordination with the ATCT and/or other divisions has there been to streamline this process? The large number of practical evaluations will require several instructors to be dedicated to the practical evaluation. This could potentially provide more congestion on the airfield and on the Ground and Tower Frequencies. What thoughts on streamlining that process are being considered to maintain safety in the congested environment? There are currently 475 Advanced Red Stripe drivers and 924 Advanced Blue Striped drivers. There are currently only 233 Chicago Department of Aviation Advanced Red Stripe Drivers that need to be tested per year. That number could fluctuate from year to year as staffing levels change. Implementation of the program and coordination with the FAA ATC will be discussed with the selected Respondent. Question 58: If the contractor will be required to purchase vehicles for the Practical Airfield Evaluations, the basic capabilities will need to have lighting, ID markings on the vehicle and a two-way radio with the capability to communicate with the ATCT on both Ground and Tower. What other equipment or sensor requirements will the CDA require the contractor s vehicle to have? See response to Question #5(a) above. Question 59: Question 60: Question 61: Question 62: Question 63: Question 64: With the Advanced Driver s Practical Evaluation, will the CDA be willing to supply the vehicles for use in the testing for this RFP? See response to Question #5(a) above. Can we see the current Letter of Agreement with the tower regarding driving in the movement area? The CDA will share the Letter Agreement with the successful Respondent. However, the letter may be subject to amendment and/or modification if needed. Can you please describe the new airport training database that is being built by Catalyst and will be used by the new contractor for this RFP? Please provide screen shots of the main areas so that we can gain an understanding of the new system. The database, which is being developed, will be web-based with filtering and reporting capabilities. Screen shots are not available. Since the CDA is not sure what training courses will be requested beyond the 6 asterisked topics and some of the training courses require more specialized expertise than others, it will be hard to provide you a detailed cost proposal with hours, rates, etc. Please provide guidance as to how to meet your cost proposal requirements with so little information given. The CDA expects Respondents to be experts in the area of Airfield Training with relevant experience providing training pursuant to the FAA guidelines. Qualified Respondents should be able to provide the training requested in, Exhibit 1, Scope of Services and should be able to provide a detailed cost proposal for such training drawing on relevant experience and knowledge regarding the business aspects of providing such Airfield Training Services. Is the incumbent contractor slated to receive this award of this contract? No. The Consultant who most closely meets the qualifications and service requirements identified in this RFP at a reasonable cost will be awarded the Contract. How many employees, contractors, etc. (individual bodies) is the current contractor utilizing to perform the current contract scope of work? 10

11 Question 65: Question 66: Question 67: Question 68: Question 69: Question 70: Question 71: Question 72: No. What are the current operating hours and days of the week for the current contractor? Classes are held Monday through Friday; however classes will be scheduled on the weekends as needed. Classes are currently being offered on all three shifts. What are the current challenges with the existing contractor? There are no significant challenges. What does the CDA like about the existing contractor s work and relationship? The relationship between CDA and the current Consultant is not relevant to this RFP. The contractor is currently utilizing its own website for administration of some of the existing contract. Will that property (website, URL, online documents, passwords, etc.) be handed over and become the property of CDA for use with the new contractor? The website that is utilized to schedule training classes is owned by the CDA and the Consultant will be given access to the website. The current Consultant links to the CDA website via their web site. While this is not required per the RFP, the selected Respondent may be given authorization to do the same. In an effort not to provide all potential contractors equal opportunity and not provide the incumbent the upper hand, we would like to request the following (with the understanding that this information is not sensitive security information : a. A tour of the existing and potential training facilities. b. The opportunity to sit through each of the courses the existing contractor instructs for CDA. c. Please place files of the current curriculum, workbooks and other training materials on the portal ( along with the other public files. See response to Question #50 above. Can we receive individual acknowledgement that you received our questions for this RFP and that they did not get lost in cyber space or sent to the SPAM folder? The CDA has responded to all questions received prior to the question cut-off date via this Addendum No. 1. In an effort to allow the potential contractors an equal level with the incumbent, we need to understand the evaluation criteria. The current RFP does not detail the evaluation criteria. This obscurity provides a great deal of skepticism and perceived bias. Please provide a detailed Evaluation Criteria with assigned points and priority order. See Attachment D of this Addendum for the Evaluation Criteria. Please detail specifically what the CDA will allow the contractor to modify and implement with regard to training curriculum and what the CDA will require to be approved throughout the duration of this contract. The successful Respondent will be allowed to propose any training curriculum that meets FAR Part 139 requirements. However, all Proposals will be reviewed and approved by the CDA prior to implementation. The CDA is looking for the most thorough and effective training program that can be provided and will be evaluating the training curriculum based upon how well it meets FAR Part 139 requirements and how effective it is in meeting the CDA s testing standards. 11

12 Question 73: Question 74: Question 75: Question 76: Question 77: Question 78: Question 79: Question 80: Since the tests for this RFP are housed within the Security Division and their systems, please provide the detailed process and time frame to have modifications and/or corrections to the driver s tests. The successful respondent to the RFP will not be responsible for updating the computer based or Practical Driving tests. Both fall under the responsibility of the Airport Airfield Operations and Safety Sections. The successful Respondent will be responsible only for administration of the practical advanced driver testing. Due to the many unknowns and large number of questions with this RFP, we request an extension be granted for a minimum of 30 business days (Monday Friday) AFTER the final release of responses to the submitted questions. See response to Question #45 above. The previous RFP and agreement requested a DBE/MBE/WBE component. Why is there not a requirement for this RFP? See response to Question #1 above. During the Pre-Proposal conference, it was stated that the CDA is not looking for prospective contractors to submit software solutions for the training database. Why are there several points throughout this RFP that ask for the prospective contractor to submit a database solution? The successful Respondent will have access to the Airport Training Database currently maintained by the CDA and will be expect to enter training records for tracking of employee/individuals certification or records of training into the database. Refer to Section 1, Notice of Revisions/Clarifications to the RFP. Can we receive one master training calendar & schedule noting the various trainings and training schedules for a one year period for with the existing contractor? A sample training calendar is attached. Trainings are currently scheduled two months in advance. See Attachment C, Sample Student Training Calendar & Schedule, of this Addendum. Page 7 point E states: Summarize Respondent's commitment to comply with the MBE/WBE requirements as stated in the Special Conditions Regarding Minority Business Enterprise ("MBE") and Women Business Enterprise ("WBE") Commitment, attached to this RFP as Exhibit 3; and a. Please clarify the MBE/WBE required component. See response to Question #1 above. Our company is not required to conduct audits of our financial statements. Will a letter from our independent tax accountant noting our financial capability to perform this work suffice? If not, what will suffice? Yes. Please describe in detail what the CDA envisions for the Scope of Work item #6 *General Airport Safety. Procedures for reporting unsafe airport conditions. The description in the RFP does not coincide with FAR Part 139 specific verbiage regarding Self-Inspection, NOTAM issuance, etc. and clarification would be appreciated. The CDA expects the successful Respondent to comply with FAR Part 139 as well as the description of these procedures described in Exhibit 1, Scope of Services of the RFP. In addition, the CDA expects the successful Respondent to propose industry best practices that the CDA may wish to adopt if such practices are not currently implemented. 12

13 Question 81: Question 82: In Item #20 Aircraft Familiarization, since there are hundreds of types of aircraft in existence and operation, what specific types of aircraft would CDA ask the contractor to focus its efforts on? Aircraft Familiarization is a general term that refers to a basic knowledge of types of aircraft that fly in/out of O Hare International Airport on a regular basis. Respondents with a background in aviation training would have a basic knowledge in Aircraft Familiarization. FAA Advisory Circulars and FAA Cert Alerts are ever-changing. With the contractor having limitations of course modification as the ACs and Cert Alerts are issued, how will the CDA allow the contractor to address the changes in a short amount of time given the need for CDA review and approval? It is the CDA s expectation that Respondents to the RFP are experts in the area of Airfield Training and, as such, should have a protocol for incorporating changes to their training programs as a result of changes in FAA guidance. The successful Respondent will review the FAA Advisory Circulars and FAA Cert Alerts, proposed changes to the training program, and those changes will be reviewed by the CDA. The CDA will review and provide approval in a timely manner. END OF ADDENDUM NO. 3 CITY OF CHICAGO DEPARTMENT OF PROCUREMENT SERVICES JAMIE L. RHEE CHIEF PROCUREMENT OFFICER 13

14 Attachment A Revised Professional Insurance Requirements Chicago Department of Aviation Airfield Training Consulting Services The Consultant must provide and maintain at Consultant's own expense, during the term of the Agreement and any time period following expiration if Consultant is required to return and perform any of the Services or Additional Services under this Agreement, the insurance coverages and requirements specified below, insuring all operations related to the Agreement. A. INSURANCE TO BE PROVIDED 1) Workers Compensation and Employers Liability Workers Compensation Insurance, as prescribed by applicable law covering all employees who are to provide service under this Agreement and Employers Liability coverage with limits of not less than $500,000 each accident, illness or disease. 2) Commercial General Liability (Primary and Umbrella) Commercial General Liability Insurance or equivalent with limits of not less than $5,000,000 per occurrence for bodily injury, personal injury, and property damage liability. Coverages must include the following: All premises and operations, products/completed operations, separation of insureds, defense, and contractual liability (not to include Endorsement CG or equivalent). The City of Chicago is to be named as an additional insured on a primary, non-contributory basis for any liability arising directly or indirectly from the work. The City of Chicago is to be named as an additional insured under the contractor s and any subcontractor s policy. Such additional insured coverage shall be provided on ISO form CG 2010 for ongoing operations or on a similar additional insured form acceptable to the City. The additional insured coverage must not have any limiting endorsements or language under the policy such as, but not limited to, Consultant s sole negligence or the additional insured s vicarious liability. Consultant s liability insurance shall be primary, without right of contribution by any other insurance or self-insurance maintained by or available to the City. Consultant must ensure that the City is an additional insured on insurance required from subcontractors. Subcontractors performing services for the Consultant must maintain limits of not less than $ 5,000,000 for access to airside and $2,000,000 for landside with the same terms herein. 3) Automobile Liability (Primary and Umbrella) When any motor vehicles (owned, non-owned and hired) are used in connection with service to be performed, the Consultant must provide Automobile Liability Insurance with limits of not less than $ 5,000,000 per occurrence for bodily injury and property damage. The City of Chicago is to be named as an additional insured on a primary, non-contributory basis. Subcontractors performing services for the Consultant must maintain limits of not less than $ 5,000,000 for access to airside and $2,000,000 for landside with the same terms herein. 14

15 4) Professional Liability When any engineers, training professionals or any other professional consultants perform service in connection with this Agreement, Professional Liability Insurance covering acts, errors, or omissions must be maintained with limits of not less than $2,000,000. Coverage must include pollution liability if environmental site assessments will be done. When policies are renewed or replaced, the policy retroactive date must coincide with, or precede, start of service on the Agreement. A claims-made policy which is not renewed or replaced must have an extended reporting period of five (5) years. 8) Valuable Papers When any plans, designs, drawings, specifications, records, reports and other documents are produced or used under this Agreement, Valuable Papers Insurance must be maintained in an amount to insure against any loss whatsoever, and must have limits sufficient to pay for the re-creation and reconstruction of such records. 9) Property The Consultant is responsible for all loss or damage to City property at full replacement cost. The Consultant is responsible for all loss or damage to personal property (including materials, equipment, tools and supplies) owned, rented or used by Consultant. B. ADDITIONAL REQUIREMENTS The Consultant must furnish the City of Chicago, Department of Aviation, W. Zemke Road, and the Department of Procurement Services, City Hall, Room 806, 121 North LaSalle Street 60602, original Certificates of Insurance, or such similar evidence, to be in force on the date of this Agreement, and Renewal Certificates of Insurance, or such similar evidence, if the coverages have an expiration or renewal date occurring during the term of this Agreement. The Consultant must submit evidence of insurance on the City of Chicago Insurance Certificate Form (copy attached) or equivalent prior to execution of Agreement. The receipt of any certificate does not constitute agreement by the City that the insurance requirements in the Agreement have been fully met or that the insurance policies indicated on the certificate are in compliance with all Agreement requirements. The failure of the City to obtain certificates or other insurance evidence from Consultant is not a waiver by the City of any requirements for the Consultant to obtain and maintain the specified coverages. The Consultant shall advise all insurers of the Agreement provisions regarding insurance. Non-conforming insurance does not relieve Consultant of the obligation to provide insurance as specified herein. Nonfulfillment of the insurance conditions may constitute a violation of the Agreement, and the City retains the right to stop service until proper evidence of insurance is provided, or the Agreement may be terminated. The Consultant must provide for 60 days prior written notice to be given to the City in the event coverage is substantially changed, canceled, or non-renewed. Any deductibles or self insured retentions on referenced insurance coverages must be borne by Consultant. The Consultant hereby waives and agrees to require their insurers to waive their rights of subrogation against the City of Chicago, its employees, elected officials, agents, or representatives. 15

16 The coverages and limits furnished by Consultant in no way limit the Consultant's liabilities and responsibilities specified within the Agreement or by law. Any insurance or self insurance programs maintained by the City of Chicago do not contribute with insurance provided by the Consultant under the Agreement. The required insurance to be carried is not limited by any limitations expressed in the indemnification language in this Agreement or any limitation placed on the indemnity in this Agreement given as a matter of law. If the Consultant maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. If Consultant is a joint venture or limited liability company, the insurance policies must name the joint venture or limited liability company as a named insured. The Consultant must require all subcontractors to provide the insurance required herein, or Consultant may provide the coverages for subcontractors. All subcontractors are subject to the same insurance requirements of Consultant unless otherwise specified in this Agreement. Consultants must ensure that the City is an additional insured the insurance required from subcontractors. If Consultant or subcontractor desires additional coverages, the party desiring the additional coverages is responsible for the acquisition and cost. Notwithstanding any provision in the Agreement to the contrary, the City of Chicago Risk Management Department maintains the right to modify, delete, alter or change these requirements. 16

17 Attachment B Sample Advance Airfield Driver Sign Off Form 17

18 ADVANCED AIRFIELD DRIVER SIGN OFF FORM ORD AIRFIELD OPERATIONS DRIVER NAME: AIRFIELD DRIVING Driver's speed (TOO SLOW OR TOO FAST) DATE: PASS/FAIL Understands Mandatory signs and markings Situational Awareness is the ability to identify, process, and comprehend the critical elements of information about what is happening. More simply, it's knowing what is going on around you. Able to safely navigate around aircraft and ground personnel COMMUNICATION - Air Traffic Can operate the ATC radio? Knowledgeable with ATC frequencies? Able to communicate with Air Traffic Control Tower ( may be simulated ) Able to cross a runway efficiently (live or simulated) AIRFIELD FAMILIARIZATION Knowledge and locations of cargo, hangers and terminal areas. Locations given to navigate to: 1. TWY 2. TWY 3. TWY 4. TWY/NON-MOVEMENT PASS/FAIL PASS/FAIL Locations of ARFF stations (FOUR) Able to identify all runways at ORD (EIGHT) Able to identify runway/taxiway signs, marking and lights The driver has demonstrated the knowledge of the airfield, ability to communicate with the Air Traffic Control Tower and maintained situational awareness while operating a vehicle. The driver shall be able to drive on their own and complete duties required by the FAR Part (personnel) which includes access to movement areas and safety areas and perform duties in compliance with the requirements of the Airport Certification Manual. PLEASE CIRCLE RESULT Signature of Senior Operations Staff Date: For a failed driver's test, further details on back page 1/18/2017

19 The tested driver is NOT certified to drive on the airfield, failing to pass the required criteria. Expanded notes as follows: Date: 1/18/2017

20 Attachment C Sample Student Training Calendar & Schedule 18

21 303/329 Training 8:00 AM MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY 4 303/329 Training 8:00 AM Taxi Mechanic Training 6:00 PM 303/329 Training 5:00 PM Chicago Dept. of Aviation Airfield Training Schedule January Taxi Mechanic Training 6 303/329 Training Taxi Mech. Training 7:30AM at AA Hangar #1 8:00 AM 4:00AM 8:00AM 10:30AM /329 Training /329 Training /329 Training 14 Taxi Mech. Training 15 8:00 AM 1:00 AM Taxi Mechanic Training 7:30AM at AA Hangar #1 303/329 Training 1:30 PM 8:00 AM 4:00AM 8:00AM 10:30AM 303/329 Training 8:00 AM 303/329 Training 8:00 AM /329 Training 19 Taxi Mechanic Training /329 Training /329 Training 22 8:00 AM 7:30AM at AA Hangar #1 8:00 AM 1:00 AM 303/329 Training 8:00 AM 303/329 Training 1:30 PM Taxi Mech. Training 4:00AM 8:00AM 10:30AM /329 Training 26 Taxi Mechanic Training /329 Training 28 Taxi Mech. Training 29 8:00 AM 7:30AM at AA Hangar #1 8:00 AM 4:00AM 8:00AM 10:30AM Taxi Mech. Training 6:00 PM 303/329 Training 5:00 PM Classes start PROMPTLY at the posted times. THOSE ARRIVING LATE WILL NOT BE PERMITTED INTO CLASS. THIS WILL BE STRICTLY ENFORCED All classes held at the O Hare Training Center unless otherwise noted. For Training Information, please call Register for classes at:

22 Attachment D Evaluation Criteria 19

23 Revised Evaluation Criteria 1. Ability to meet the service requirements described in Exhibit 1, Scope of Services and Section III.B., above; (Respondent must demonstrate this in order to be deemed qualified) 2. Technical and professional Competence as Evidenced by: Each Respondent's key personnel, their availability, professional qualifications, and specialized experience; 20% 3. Each Respondent s systems, management techniques, required expertise and resources designed to facilitate effective decision-making, and stakeholder coordination and control; Preference will be given to firms with significant experience and knowledge of all components of the Services required per Exhibit 1, Scope of Services of this RFP; 20% 4. The EC will consider each Respondent's detailed cost proposal as indicated in Exhibit 2 and rate them in comparison to other proposals as well as the City s estimate of expected cost; 20% 5. Completeness and comprehensiveness of each Respondent s Response to this RFP, compliance with the submittal requirements, and all applicable local, City, State and Federal laws, ordinances and statutes and requirements including required disclosures and certifications; 20% 6. Legal actions that might affect each Respondent s ability to perform as contracted; (Respondent must demonstrate this in order to be deemed qualified) 7. Financial capacity to deliver the required Services; (Respondent must demonstrate this in order to be deemed qualified) 8. Absence of any relationship that could constitute a conflict-of-interest or otherwise impede the ability of the Respondent to protect the interests of the City; (Respondent must demonstrate this in order to be deemed qualified) 9. Each Respondent s demonstrated ability to meet the compliance with Insurance requirements identified in Exhibit 5; (Respondent must demonstrate this in order to be deemed qualified) 10. Each Respondent's willingness to take no exceptions to the PSC attached to this RFP as Exhibit 6; 5% 11. Outcome of oral interviews including technical analysis and presentation (if requested by the City); 15%* *Respondents who are shortlisted for oral interviews will be selected based on the other evaluation criteria, detailed above. Those Respondents selected for oral interviews will have their scores adjusted accordingly to reflect the outcome of the oral interviews. 20