Automated Airport Parking Project

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1 Automated Airport Parking Project RFP I. INTRODUCTION This solicitation is being offered by Texarkana Airport Authority. The Airport is a public entity owned by the Cities of Texarkana, AR and Texarkana, TX. The Airport is tax exempt. Funding for this project is being provided by the Airport and the Cities of Texarkana. The Airport is seeking proposals for Automated Parking Revenue Control Equipment and Installation. This Request for Proposals (RFP) contains the information necessary to prepare and submit a proposal. II. DEFINITIONS Throughout this request for proposals, the following definitions shall apply: A. RFP means Request for Proposals. B. Airport means the Texarkana Airport Authority. For the purposes of this solicitation, the Airport Director may act for the Airport Authority. C. Proposer means the individual, firm, partnership, joint venture, or corporation which submits a proposal to the Airport in response to this RFP. D. Contractor means the proposer chosen by the Airport to perform the services outlined in the RFP. E. Project or Plan means the specifications of the Parking Revenue Control Equipment and Installation in accordance with the scope of services and specifications in the contract. III. INSTRUCTIONS TO RESPONDENTS 1. A pre-proposal meeting and site visit will be held at 3:00 PM on Tuesday, 4 April, 2017 at the Airport Administration Building. All proposals must be received at the Airport Administration Building, Texarkana Regional Airport, by 2:00 PM CST, Tuesday, 11 April 2017, regardless of delivery method. Proposals will be publicly opened and read aloud beginning at 3:00 PM. Proposers and interested public are invited to attend. A pre-start meeting date and time will be coordinated with the award winner.

2 2. The envelope or container conveying the proposals must be sealed and addressed as follows: Automated Airport Vehicle Parking System Texarkana Regional Airport Office of Airport Director 201 Airport Drive, Bldg # 24 Texarkana, AR Any person, firm or corporation able to meet the requirements of this RFP is invited to respond. Proposals will be bound by the provisions contained in this RFP, unless an amendment or deviation is formally approved and distributed by the Airport. 4. This RFP represents in writing to all proposers the most comprehensive and definitive statement that the Airport is able to make as to the requirements, terms, and conditions for this proposal process and performance of the project. Information and understandings, verbal or written, which are not contained either in this RFP or in subsequent written addenda to this RFP, will not be considered in evaluating proposals. 5. Any conditions or expectations on the part of the Proposer for performance by the Airport must be set forth in the proposal. The Airport is not obligated to consider any proposers post submittal terms and conditions. 6. The specifications/scope of work/services listed is to be interpreted as meaning the minimum acceptable by the Airport. 7. Proposals must include all taxes, as applicable, but they must be shown separately. Any such tax levies shall be the responsibility of the Proposer. 8. As part of the public negotiation process leading to the selection of a contractor, the Airport may request additions or modifications to any proposal. It is the present intent of the Airport not to negotiate substantive portions of an applicant s proposal and to rely on the information submitted in these proposals in awarding a contract based on the lowest bid. 9. The Airport reserves the right to award the contract without further discussion on the proposals submitted. The Airport and its designees also reserve the right to reject and/or accept any and all proposals received or parts thereof. The Airport retains the right to waive any minor irregularities in any proposal submitted. The Airport may make such investigations it deems necessary to determine the ability of the proposer to provide/perform as sought by the Airport and the proposer shall provide relevant information as requested.

3 10. All proposals will become part of the official file on this matter without obligation to the Airport. In addition, Proposers are hereby advised that proposals, once the Airport has made its selection, are subject to the Arkansas Freedom of Information Act and, therefore, available for viewing or copying by anyone upon request. 11. This solicitation does not commit the Airport to pay any costs incurred in preparing and submitting the proposal or to contract for the services specified. 12. Acceptance by the successful proposer of an award from this proposal indicates that the successful candidate is in no way currently indebted to the Airport, The Cities of Texarkana, Miller or Bowie County, or the States of Arkansas or Texas. 13. It is the Airport s policy to encourage the involvement of Disadvantaged Business Enterprise (minority-owned and women-owned businesses) in contracts awarded. DBEs are invited to submit proposals to perform work outlined in this RFP, either as a prime contractor, subcontractor, or as part of a joint venture. Non-DBE firms are encouraged to arrange subcontracts or joint ventures with DBEs prior to submission of their proposal. 14. Any questions concerning this solicitation or bidding results should be directed to Mr. Russell Henderson, Airport Operations Director, Texarkana Regional Airport, Texarkana, AR 71854; TEL: (870) , FAX: (870) Requests for clarifications of any items, requirements, or specifications contained herein must be received by the Airport, in writing, (fax permissible) no later than 11:00 AM Friday, 7 April, Upon receipt of a request for clarification, the Airport shall respond in writing no later than 4:00 PM Friday, 7 April, 2017 and shall furnish a copy of said response to all prospective respondents who have expressed their intent to the Airport to submit a proposal if the response is deemed substantive to bid estimation. The procedure outlined above shall be followed in order to ensure competitive fairness by providing all prospective respondents with the same information. Except when in the Airport s best interest, the names of the prospective proposers will not be divulged. 16. A single bid is required: The bid will entail the total cost for labor, solutions, installation, materials, and training requirements to conform to this RFP. A bid bond (5%) and a performance and payment bond must accompany the submittal. 17. The contractor will be a certified installer of the automated parking system. Evidence of current certification must be submitted with the bid. 18. IAW Act 43, 1999, Arkansas Statutes, the contractor shall possess a certificate of license with proper classification from the State Contractor s Licensing Board before bid is submitted. A copy of the contractor s state licensing certificate must be submitted with the bid.

4 19. A certificate of commercial general liability and defective workmanship insurance must be submitted with the bid. Insurance minimums: each occurrence, $1M; personal injury, $1M; general aggregate, $2M; workmanship/product - $2M. 20. Proposals must be signed by a company or corporate officer authorized to commit the submitting firm and shall remain in full force for one hundred and eighty (180) calendar days following the date of opening. Proposals may be withdrawn prior to opening only. Negligence on the part of the proposer shall not constitute a right to withdraw the proposal after it is opened. 21. Respondents should also be available for oral presentations if such presentations are deemed necessary to determine the most qualified firm. Any such oral presentation will be scheduled at a mutually convenient time. IV. PROJECT DESCRIPTION 1. This project will include a solution for an integrated Parking Access and Revenue Control System with up-to-date technology including hardware and back-office software within a gate controlled environment. In addition, this system will consist of a single entry gate arm with ticket dispenser and a single exit pay station with gate arm at the exit of the parking lot. In addition, there will need to be two stand alone pay stations to validate tickets to exit, one located in the terminal and one located near the vehicle parking area. All pay/entry/exit stations, except the one located in the terminal, shall be capable of operating in an outdoor environment. 2. For management reporting purposes, the System must integrate with the airport s existing computer systems in a nearby location and provide a graphical display of all integrated parking locations displaying the status of current revenues earned, duration, car counts, system activities, error/fault messages, and other key operating functions and statistics. System must be programmable as we adjust parking prices in the future. 3. A maintenance contract will be required between the Contractor and Texarkana Regional Airport Authority. 4. Initial System training requirements of airport personnel shall be included in the bid price of this project. This will include PM (preventive maintenance), gate replacement, simple parts replacement, ticket replacement, and cash removal/replacement, etc. 5. The entry and exit pay station will consist of an automated entry and exit arm, ticket dispensing machine, and cash and credit card machine to validate tickets for customers leaving the airport. In addition, the entry pay station will need to be capable of accepting parking passes from specific individuals or groups like Disabled Veterans or Make a Wish Foundation, etc.

5 6. The exit only pay station will consist of a single exit arm, machine/device capable of taking cash or credit cards to validate parking tickets. This exit pay station will also be capable of accepting parking passes from specific individuals or groups like Disabled Veterans or Make a Wish Foundation, etc. 7. The two stand alone pay stations will be capable of receiving cash or credit to validate customer s exit tickets. 8. The entry/exit pay stations will be capable of letting an airport customer exit the airport without charge if their stay is under a pre-determined amount of time. This pre-determined time must be adjustable. 9. System must be transferrable to our new terminal location scheduled to be built in about 3 years. V. PROJECT REQUIREMENTS The Airport: 1. Prior to the starting the project, the Airport will provide the contractor a security orientation and material storage area. The Airport will provide water and power as required. The Contractor: 1. Thoroughly prepare the area for the new automated parking system. 2. Shall provide a non-prorated warranty against all defects for a minimum of two (2) years. 3. Shall be responsible for complying with federal and state environmental laws and regulations. 4. Contractor personnel must abide by airport security requirements and coordinate their daily schedule with the Airport Director or Operations Director. 5. The Contractor must contain all loose material or controlled so as not to present a hazard to nearby vehicles or aircraft. The Contractor assumes financial liability for vehicle or aircraft damage caused by negligence of the contractor s personnel. 6. Shall warrant that on delivery, all materials are free of defects that would diminish their serviceability or usefulness for the intended purpose.

6 7. Shall bill for services and products completed and submit in one phase. Payment will be issued when the Airport Director or Operations Director confirms all work is complete and in compliance with the contract and this RFP. 8. The Contractor must adhere to Arkansas OSHA standards. VI. AWARD AND ALTERATIONS OF CONTRACT The Airport Director will make the final decision regarding contract award. Any significant work alterations or additions during the term of the contract shall be renegotiated by the Airport Director and the Contractor. The Airport reserves the right to request the modification of any and all proposals and/or reject all proposals.

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