1.0 EXECUTIVE SUMMARY 1.1 The Cyril E. King Airport (CEKA), St. Thomas, Virgin Islands is owned and operated by The Virgin Islands Port Authority. The CEKA is located at #70 Lindbergh Bay. The CEKA enplanes nearly 800,000 passengers whom transit the airport. 1.2. VIPA seeks landscaping and grass maintenance services at the CEKA: (a) airport terminal paid parking lot; (b) areas outside its main baggage claim facility; (c) grounds adjacent to the car rental lot, the upper parking lot assigned to the Transportation Security Administration (TSA) and the Department of Planning and Natural Resources (DPNR) and the Cargo facility parking. 2.0 SCHEDULE OF EVENTS The schedule of events associated with this Request for Proposals (RFP) is as follows: RFP release date: July 01, 2016 Mandatory proposer's Conference and site tour July 08, 2016 at 10am at Airport Managers conference room Proposal Submission Deadline Aug 01, 2016 at 2:00pm local at Airport Manager s conference room 3.0 CONTRACT TYPE The contract awarded under this RFP will be for landscaping and grass maintenance services and cost reimbursement. No payment in advance or in anticipation of services or supplies are to be provided under the contract shall be made by VIPA. 4.0 SUBMISSION OF PROPOSALS Proposals shall be submitted at the time and place indicated in this RFP and shall be submitted in a sealed package marked with the project title and name including the VIPA s address. Proposals shall be addressed as follows, based on the method of delivery: Hand delivery: Mail delivery: Virgin Islands Port Authority Administration building Attention: Executive Director, C/O Procurement Manager 8074 Lindbergh Bay, St. Thomas, VI 00802 Virgin Islands Port Authority P.O. Box 301707 St. Thomas, VI 00802
PAGE #2 5.0 PROPOSAL FORMAT Each proposal must also meet the following minimum requirement: Part 1: Narrative 1). Table of contents. This section must contain a table of contents. All major parts of the proposal Must be identified by page numbers. 6.0 COST PROPOSAL 2). Executive summary/ Proposal overview: This section must describe the salient features of the proposal. It must contain an overview of the proposer s company background and qualifications and must condense and highlight the content of the proposal to provide broad understanding of the entire proposal. Pricing information must not be included in the Executive Summary. 3). Mandatory requirements The proposal must include; Attachments A and B, reference pages. Insurances And Pricing. 4). Technical Response Demonstrate ability and capacity to provide services described in the work statement. In this section, proposers should present their vision of how they Propose meeting VIPA s needs and identify the overall approach to the project, define the scope of their offered services and how they propose to meet the Service Goal as defined in this RFP The proposal shall provide the proposed compensation for the services to be provided. Costs must be delineated by hours and site. 7.0 SCOPE OF SERVICES The Contractor will provide landscape and grass maintenance services at the following locations: 1. The walkway located alongside the car rental returns towards and including the DPNR/TSA shared lot. 2. All areas containing vegetation and grass at the Cyril E. King Airport parking lot starting from the ticket dispensers and ending at the exit booths. 3. The CEKA Cargo facility parking lot.
PAGE #3 The service provider will be required to provide equipment, manpower and disposal of vegetation as a result of grass maintenance. Grass and vegetation is to be dumped off site 8.0 SCHEDULE OF SERVICES Grass and landscaping maintenance is to be performed between the window hours of 6:00am to 12:00 noon, once a month, during weekdays. 9.0 REPORTING AND INVOICING The grass and landscaping maintenance contract will be overseen by the VIPA Maintenance Manager. The VIPA Maintenance Department is presently located at #70 Lindbergh Bay across from VIPD Zone C Command. 10.0 EVALUATION CRITERIA AND PROCESS 10.1 Proposal Review Process A Selection Committee ( Committee ) comprised of various representatives from the VIPA will evaluate responsive and responsible proposals. The committee may request clarifications and/or additional information from any Proposer. At VIPA's option, Proposers may be shortlisted and invited to make presentations to the Committee. VIPA may, in its sole discretion, reject any and all proposals submitted in response to the RFP.. 10.2 Phase 1: Proposal Evaluation The Committee will evaluate all proposals based on the Phase1 criteria described below: Firms' qualifications (Attachment A) (Maximum 30 points) This will include a thorough and detailed review of the submitted organizational information. Pricing (Attachment B) (Maximum 50 points) This will include a thorough and detailed review of the Proposer's pricing. Although price will be a factor in proposal evaluation, VIPA reserves the right to accept other than lower priced proposal. Insurance (Maximum 20 points) See page #5 for types of insurance and minimal amounts required.
PAGE #4 10.3. Competitive Negotiation VIPA reserves the right to request clarification, to conduct discussions with proposers, to request revisions of proposals and to negotiate price changes or waive minor informalities. During the discussion period, no information will be disclosed regarding either the contents of proposals or discussions. 10.4. Rights of VIPA VIPA reserves the right to reject any or all proposals or any part thereof, or to accept any proposal or any part thereof, or to withhold the award or to waive or decline to waive irregularities in any proposal when it determines that it is in the best interest to do so. 10.5. Best and Final Offer VIPA may issue a written request for Best and Final Offers (BAFO). The request shall set forth the date, time and place for submission of the The request for a BAFO shall inform Proposers that if they do not submit a notice of withdrawal or a BAFO, their immediate previous offer will be construed as their BAFO. INSURANCE Vendors Indemnification-to the fullest extent permitted by applicable law, vendor shall defend, indemnify and hold harmless VIPA and its respective officers, directors, employees, agents, partners, joint-venturers, affiliates, successors and assigns ( Indemnified partners ) from and against any and all claims, demands, losses, expenses, damages, liabilities, fines and penalties (each a Claim ) arising out of or relating to: (a) Vendor s performance of (or failure to perform) under the contract between VIPA and Vendor: (b) a breach of the contract between VIPA and Vendor by vendor or any of its affiliates, subcontractors, agents, or employees: (c) any negligence or willful misconduct by vendor or its affiliates, subcontractors, agents, or employees; (d) a violation of law: (e) any determination that a relationship, other than that of independent vendor, exists between VIPA and/or agent and vendor and/or its employees or any other employment-based complaint or grievance; or (f) any liability arising out of the services provided, even if caused in part by VIPA, unless caused by the gross negligence of VIPA, including any claims by Vendor s employees or employees of subcontractors. The foregoing indemnification shall extent to all legal, defense, and investigation costs, and all other reasonable costs, expenses, and liabilities incurred by VIPA from and after the time at which vendor receives written or verbal notification that a claim has been or may be made.
PAGE #5 The obligation set forth in this section shall remain in effect regardless of whether Vendor maintains or fails to maintain any insurance coverage required hereunder or self-insures for any liability and any self-insured coverage, shall be deemed insurance coverage hereunder. The types of insurance coverage and minimal amounts shall be as follows: Commercial General Liability $2,000,000 Occurrence/$3,000,000 Aggregate and Stop-Gap Employers Liability Commercial Automobile $1,000,000 Combined Single Limit Liability Workers Compensation Evidence of Statutory Coverage Employer s Liability With minimum liability limits of $1,000,000 bodily injury by accident each accident, $1,000,000 bodily injury by disease policy limit; $1,000,000 bodily injury each employee. Personal Property Insurance All-Risk property coverage or provide acceptable proof of self-insurance for all personal property, including any tools, equipment, and materials or supplies and vehicles, on a replacement cost basis, and such policy should grant a waiver of subrogation in favor of Indemnified Parties. The Authority takes no responsibility for Company s personal property. POLICY REQUIREMENTS The insurance required of Vendor shall be issued by an insurer or insurers lawfully authorized to do business in the jurisdiction in which the services are performed, and maintaining an AM Best rating of at least A- VIII. The Commercial General Liability and Auto Liability Insurance required shall name VIPA and each of its directors, officers, and employees as "Additional Insured". Commercial General Liability Coverage shall include Premises, Products and Completed Operations, Personal/Advertising Injury, and Contractual Liability for bodily injury, including personal injury, death, and property damage and shall: (a) be written on a per occurrence basis with an unmodified ISO industry standard coverage form (b) contain a per location/project aggregate (c) be written with a deductible not to exceed $10,000 per occurrence (a self-insured retention, or SIR, will not be accepted), (d) include stop-gap employers liability, and (e) provide that Vendor is solely responsible for the payment of all premiums, deductibles, self-insured retentions, penalties and punitive damages there under.
PAGE #6 To the extent that Vendor relies on an excess or umbrella policy of insurance to satisfy the requirements of this section, any such policy shall be no less broad than the underlying policy. Commercial Auto Liability shall be written on a business auto form for any auto included owned, non-owned, and hired vehicles and coverage shall be provided with a combined single limit for each accident, including bodily injury and property damage liability. All Insurance policies shall contain waivers of any and all rights of subrogation against the Additional Insured(s), and shall contain a separation of Additional Insured(s) provision, which provision shall permit the limits of liability under Vendor s policies to apply separately to each Additional Insured. All Insurance policies required by the Agreement shall state that they are primary and not additional to, or contributing with, any other insurance carried by, or for the benefit of the Additional Insured(s) with respect to the negligence of Vendor, its employees, agents, vendors and/or sub-vendors. Before the commencement of any services, VIPA shall be furnished valid and original certificate(s) of insurance evidencing that all required insurance coverage s are in force. All insurance policies required by the Contract shall between VIPA and Vendor shall bear an endorsement prohibiting such policy from being canceled, allowed to lapse or substantially modified without thirty (30) days prior written notice, except for non-payment of premium for which ten (10) days notice shall be provided. Compliance with the insurance requirements of the Contract shall not be relieved by VIPA s receipt or review of any insurance certificates. 10.6. Award of Contract Subject to the approval of VIPA s Executive Director, the award will be made to the proposer(s) whose proposal has been deemed most advantageous to VIPA in accordance with the evaluation criteria contained in this RFP. The term of the contract is 3 years. The contract will be administered by the Office of the Maintenance Manager. A pre-proposal meeting to be followed by a site tour will be held on February 23, 2016 at 10am at the VIPA Administration Conference room adjacent to the CEKA airport terminal. RFP packets can be picked up at the Office of the Purchasing Supervisor located directly west and next to the Lindbergh Bay Water Park..
PAGE #7 11.0 CONTRACTUAL REQUIREMENTS All bid proposals and subsequent contract and supporting documents (if selected) must reflect the legal name of the entity. Supporting documents that must be submitted prior to contract execution and within the time established by the Authority, shall include, but shall not be limited to the following: 1. Current Virgin Islands Business License issued to the legal name of the entity by the Government of the Virgin Islands, Department of Licensing and Consumer Affairs. 2. One original Certificate of Good Standing/Existence, in the legal name of Contractor by the Virgin Islands Office of the Lt. Governor, Division of Corporations and Trademarks. 3. Certificate of Issuance or Renewal of Trade Name issued by the Virgin Islands Office of the Lt. Governor, Division of Corporation and Trademarks if applicable. 4. Certificate of Insurances in the amounts stated under INSURANCES and including a copy of any required endorsements. 5. Certificate of Government Insurance, Copy of Certificate providing firm/agents Are covered by Worker s Compensation Employee s Liability. Please note the above referenced documents are subject to modification at the Authority s discretion. Any silence, absence or omission from the contract specifications concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All contractual documents including insurance certificates/policies must be kept updated and maintained throughout the term of the contract.
PAGE#8 ATTACHMENT "A" - ORGANIZATIONAL INFORMATION The Proposer shall use this document to describe the background of its company, its size and resources and details of relevant experience. 1. Name of Proposer: D/b/a: 2. To whom should correspondence regarding this contract be addressed? Individual's name: Company name: Address: Phone: Fax: Email: 3. Date business was established: 4. Ownership (e.g., public company, partnership, subsidiary): 5. Primary line of business: 6. Total number of employees: 7. Detail corporate experience within the last five years relevant to the proposed RFP, including specific details regarding the Proposer's experience.
PAGE#9 REFERENCES Enter the information requested below for at least two (2) professional references. These references should be current or recent clients for whom the Proposers has provided Groundskeeping/Landscaping Services similar to those solicited under this RFP. REFERENCE#1 Organization name: Address: Contact person: Title: Contact person phone number: Contact persons email: Please provide a description of the services provided.
PAGE#10 Enter the information requested below for at least two (2) professional references. These references should be current or recent clients for whom the Proposers has provided Grounds keeping/landscaping Services similar to those solicited under this RFP. REFERENCE#2 Organization name: Address: Contact person: Title: Contact person phone number: Contact persons email: Please provide a description of the services provided.
PAGE#11 ATTACHMENT: "B" - PRICING Virgin Islands Port Authority Cyril E. King Airport PROPOSAL FOR LANDSCAPING SERVICES RATES: Monthly Rate: $ In addition to the total monthly rate, please provide unit pricing for the following services Should they be requested outside the scope of work as specified? Landscaping of VIPA Administration grounds Monthly Rate: $ Proposal submitted by: (Name) (Title) (Address) (Phone) Signature of authorized representative