REQUEST FOR PROPOSALS. Design Services for the Secured Area Access Posts (SAAP) Improvements. and Vehicle Checkpoint Improvements

Transcription

1 REQUEST FOR PROPOSALS Design Services for the Secured Area Access Posts (SAAP) Improvements and Vehicle Checkpoint Improvements City of Los Angeles Los Angeles World Airports Capital Programming & Planning Group 1 World Way, Room 109 Los Angeles, California RFP Release Date: November 13, 2012 Pre-Proposal Conference: Tuesday, November 27, 2012 at 1:00 p.m. Deadline for Submission of Questions: All questions and requests for clarification must be submitted in writing to tjarvis@lawa.org no later than Thursday, December 13, 2012 at 12:00 p.m. Proposal Due Date: All Submittals must be submitted no later than Tuesday, January 15, 2013 at 12:00 p.m. at the following location: Los Angeles World Airports Capital Programming & Planning Group 1 World Way, Room 109 Los Angeles, CA ATTN: Ms. Tonya Jarvis

2 Table of Contents A. THE OPPORTUNITY...3 B. LOS ANGELES WORLD AIRPORTS & LOS ANGELES INTERNATIONAL AIRPORT (LAX)...3 C. PROJECT BACKGROUND...3 D. PROPOSED SCOPE OF WORK...4 E. CONTINUATION OF SERVICES...7 F. ADDITIONAL SERVICES...7 G. MINIMUM QUALIFICATIONS OF CONSULTANT...8 SECTION 2 EVALUATION CRITERIA AND SELECTION PROCESS... 9 A. EVALUATION CRITERIA...9 B. INTERVIEWS AND SHORTLISTING C. SCORING SECTION 3 INSTRUCTIONS TO PROPOSERS A. GENERAL INSTRUCTIONS B. AUTHORITY TO PROPOSE C. PROPOSER S RESPONSIBILITY D. PRE-PROPOSAL CONFERENCE SECTION 4 PROPOSAL FORMAT AND INFORMATION REQUIREMENTS A. PROPOSAL CONTENT B. QUESTIONS AND ANSWERS CONCERNING PROPOSAL C. SUBMISSION OF PROPOSAL SECTION 5 ATTACHMENTS APPLICABLE TO THIS RFP A. ADDITIONAL TERMS, CONDITIONS, DISCLAIMERS AND REQUIREMENTS B. ADMINISTRATIVE REQUIREMENTS C. SAMPLE CONTRACT Page 2 of 18

3 SECTION 1 INTRODUCTION A. THE OPPORTUNITY Los Angeles World Airports (LAWA), a Department of the City of Los Angeles, is soliciting written proposals to provide planning and engineering design services for the project entitled, Secured Area Access Posts (SAAP) Improvements and Vehicle Checkpoint Improvements at Los Angeles International Airport (LAX). B. LOS ANGELES WORLD AIRPORTS & LOS ANGELES INTERNATIONAL AIRPORT (LAX) LAWA, as a department of the City of Los Angeles, owns and operates the Los Angeles International Airport (LAX), LA/Ontario International Airport (LA/ONT), Van Nuys Airport (VNY), and landholdings adjacent to the City of Palmdale. The Board of Airport Commissioners (BOAC) governs LAWA, controls airport assets and is responsible for the formulation of airport policies and establishment of rates and charges. LAWA employs approximately 3,500 people and maintains an annual operating budget of close to $630 million. Despite recent changes to the aviation industry, LAX remains a key employer and stimulus to indirect employment, generating billions in gross economic benefit in the Southern California region. LAX is the sixth busiest airport in the world, offering more than 600 daily flights to 91 destinations in the U.S. and over 1,000 weekly non-stop flights to international destinations on nearly 75 carriers. In 2011, LAX served approximately 61 million passengers. C. PROJECT BACKGROUND Element 1 Secured Area Access Posts Improvements The Secured Area Access Posts (SAAP) are the control points at which vehicles enter and exit the Airport Operations Area (AOA), or Airfield at LAX. These facilities require high security and properly designed mechanisms to strictly control which and how vehicles access the AOA. The posts generally include a sequence of vehicle barriers such as gate arms, rolling gates, and/or pop-up crash barriers, and are controlled by a system operated by LAWA Airport Police Division (APD) staff that are stationed in a security booth containing restroom and HVAC facilities. In addition, vehicle inspections are performed at several posts, which consist of APD staff physically walking around the vehicles with basic hand-held equipment to inspect them inside, outside, top, and bottom. Currently, there is a lack of uniformity regarding the configuration, access control systems, and vehicle barrier mechanisms used at LAX SAAPs. The SAAPs are not to current standards to various degrees. Specifically, Posts 1, 2, 3, and 4, which were put into service at generally the same time in the late 1980 s, are in poor condition operationally and physically, and contain inconsistent gate control equipment, security gate configurations, staff viewing capabilities, and inconsistent and inadequate vehicle inspection facilities. APD staff has frequently experienced difficulties in operating the systems, and LAWA s Maintenance Services Division (MSD) has been challenged in keeping the mechanical systems continually operational. In addition, these posts are lacking in basic comforts for the staff, including adequate restroom facilities, air conditioning, flooring, control desk configuration, bullet-proof doors whose bulk and weight make them uncomfortable to operate, and weather protection during vehicle inspections. Page 3 of 18

4 Element 2 Vehicle Checkpoint Improvements Since 2001, LAX Airport Police Division (APD) has used signs, traffic cones, and pop-up tents to operate temporary vehicle checkpoints at random times at entrances to the upper and lower level roadways to the Central Terminal Area (CTA) and on World Way West, the roadway that leads to support facilities on the west side of the airport. Vehicles traveling through these checkpoints are directed to stop in order to be visually inspected by an APD officer; random drivers are required to pull over to the curb downstream of the checkpoint for further inspection by other APD officers. The checkpoints are installed at various times during the day and/or week. When the checkpoints are not in operation, the traffic control equipment is removed and the street is returned to its normal operation. D. PROPOSED SCOPE OF WORK LAWA is seeking one Consultant to furnish all necessary professional services to provide planning and engineering design services to develop design documents to the 30% level of completion for the program entitled Secured Area Access Posts (SAAP) Improvements and Vehicle Checkpoint Improvements at LAX. The scope of Consultant services will include the programming and conceptual design, preparation of a Project Definition Booklet, existing condition assessment, field survey, geotechnical investigations, 30% design plans and specifications, Engineer s Design Report, Environmental Scoping for CEQA and NEPA, coordination with appropriate stakeholders and agencies, and construction cost estimates for each element of the program, as further detailed below: 1. Project Definition Booklet (PDB) The PDB establishes the basis for establishing minimum project requirements to be further developed by the Architectural and/or Engineering firm during the design phase. The PDB will provide an outline of essential project planning and design criteria, including overall goals and objectives, area and operational requirements, planning factors, regulatory considerations and other specific project opportunities, and constraints for each Project element. The PDB will also provide a preliminary cost estimate and project schedules to establish overall control of Project Scope, Schedule, and Budget. 2. Existing Condition Assessment Consultant will be responsible for collecting information regarding existing conditions. This may include compiling record and as-built drawings, as well as collecting as-built information from the LAWA Utility Survey & Documentation System (LUSAD) and Digital Drawing Management System (DDMS). In addition, Consultant may be required to procure the services of a geotechnical engineer to perform investigations of the existing subsurface soils conditions and prepare a report as may be needed for the basis of design for new or expanded post facilities. 3. Engineer s Design Report This report will document the standards to be used, results of pre-design studies, and preliminary engineering efforts. These studies include SAAP configuration evaluation and design, available and relevant secured access systems investigations, evaluation of reliable and user-friendly control and operating systems, assessment and design of personnel facilities, infrastructure requirements, sustainability, construction materials, and construction packaging. 4. Environmental Scoping Consultant will be responsible for preparing all necessary and legally relevant CEQA and NEPA environmental documentation and analysis, which will include an environmental assessment report to determine level of environmental clearance necessary, as well as related entitlement documents for the Project. Consultant will coordinate this work with LAWA s Capital Programming & Planning Group - Environmental Section. Page 4 of 18

5 5. Coordination with Stakeholders and Agencies Consultant will coordinate with appropriate LAWA stakeholders and other relevant agencies to assure that all LAWA and other agency requirements are addressed within the planning, design, and phasing of the project. Such entities may include, but not be limited to, LAWA Airport Police Division (APD), LAWA Capital Programming & Planning Group (CPPG), LAWA Information Technology Group (ITG), LAWA Commercial Development Group (CDG), LAWA Airport Development Group (ADG), City of Los Angeles Department of Transportation (LADOT), Federal Aviation Administration (FAA), and the Transportation Security Administration (TSA). All design and construction standards shall be in compliance with all applicable codes and regulations of agencies having jurisdiction over the project, including but not limited to the City of Los Angeles Departments of Building & Safety, Water & Power, and Fire, as well as current FAA and TSA design standards and guidelines, which the Consultant will be responsible for understanding and incorporating into the 30% design plans. In addition, the consultant will be responsible for the policies of the Sustainability Section, contained within LAWA s Design and Construction Handbook, which can be found at: All LAX SAAP & Checkpoint Improvement Project Documents, including the written and visual information that will be presented at the pre-proposal meeting, are considered Sensitive Security Information (SSI) and shall be handled as defined in Title 49 of the Code of Federal Regulations (CFR), Parts 15 & 1520 (PROTECTION OF SENSITIVE SECURITY INFORMATION). All prospective proposers are required to attend the pre-proposal meeting and sign a non-disclosure agreement prior to be allowed admittance to the meeting and prior to receipt of the written project information. Element 1 SAAP Improvements The primary purpose of this project element is to improve and/or upgrade and standardize access control, vehicle barriers, CCTV, lighting, and other infrastructure at the SAAPs at LAX. The main focus of improvements at existing SAAPs will be Posts 1, 2, 3, and 4; however, newer Posts 21 and 23 may have some aspects requiring improvement and/or modification to make them consistent in operation with the other posts. The following items are minimum objectives LAWA intends to achieve under this project in creating consistent and effective SAAPs at LAX: Gate control equipment that is user-friendly, intuitive, and durable to withstand continuous use by APD operators. Appropriately located panic buttons with hands-free two-way voice communication inside and outside the guard booth. True sally port configuration consisting of at least two vehicle/pedestrian barriers effectively securing the sally port. Gate control equipment that will allow for each individual vehicle barrier to be controlled individually regardless of status of the other systems. Gate mechanical systems that are reliable and durable to withstand continuous use. Driver signal indications prior to passing through each vehicle barrier. Safe and comfortable working conditions for APD staff, including durable flooring, properly performing HVAC, ergonomic desk and seating configurations, etc. Emergency power back-up systems. Effective and reliable high crash-rated vehicle barrier system that can be deployed instantly as a last resort breach deterrent. Incorporation into LAX s Closed Circuit Television (CCTV) system. Page 5 of 18

6 Security related technologies for vehicle inspection such as automatic license plate recognition, over-head inspection, and under-vehicle inspection. The project will design for the following new and/or expanded SAAPs: 1. A new post in the Century Cargo Area along the north/east end of the south airfield. 2. A new or expanded Post 4 in the South Imperial Cargo Complex. 3. A new post on the west end of the airport to ultimately replace Post 5 and Post 21, which are both expected to be eliminated as part of other airport improvement projects. The post on the west side of the airport must accommodate specialized support jet fueling vehicles which are not allowed on roadways off-airport. 4. A new or repurposed post to accommodate airport concession vehicles only. Ideally, expanded and/or new posts would include the following: Inspection facilities and technologies that allow for APD personnel to efficiently and effectively perform visual inspections of the tops and bottoms of all vehicles expected to access these posts. Rejection lanes for vehicles that are not granted access to the AOA after initial and/or secondary inspections. Additional entry lanes and/or expanded queuing area for the volumes of vehicles expected to use these posts. Weather protection over inspection lanes. In addition to the services described in Article D Proposed Scope of Services above, the consultant s services for Element 1 will include but not be limited to the following: 1. Conduct a detailed evaluation of the existing facilities and systems, and study space requirements and technologies for updated, upgraded, and/or improved SAAP s. 2. Review available survey and record plans to establish existing conditions, including location of facilities, subgrade utilities, and grades. 3. Perform a needs assessment for improved SAAPs through workshops and/or interviews with stakeholders, including LAWA Airport Police, LAWA Facilities Management, and other LAWA staff as appropriate to insure that any proposed designs support current and future operational requirements. 4. Coordinate with LAWA Information Technology Group (ITG) CCTV System Enhancement Project for CCTV and networking requirements within the posts. 5. Research current and applicable technologies and equipment available in the market today to adequately meet the requirements of a standard LAX SAAP. 6. Develop a basic standard design criterion for a SAAP that reflects the needs and goals for a safe, efficient, and effective operation, including vehicle inspection areas and interior building design, to be used as the basis for developing upgrades and improvements to existing posts, as well as the basis for the design of new posts. 7. Conduct site analyses within the Century Cargo Area (north of the south airfield, south of Century Boulevard, and west of Aviation Boulevard), adjacent to Post 4, and on the west side of the airport off of World Way West as needed to determine optimal locations for new and/or expanded SAAPs. 8. Analyze potential off-airport traffic impacts that may result from the redistribution of traffic to and from any new SAAPs. Based on the analyses, Consultant will determine potential mitigation strategies to offset impacts. Consultant will coordinate traffic studies with LAWA s Capital Programming & Planning Group Landside Section. 9. Evaluate the existing traffic demand and anticipated activity levels at the SAAPs to help determine the need for new or relocated posts. Consideration should be given to the travel distance required, particularly on airfield service roads, for LAWA tenants who use the posts. Page 6 of 18

7 Element 2 Vehicle Checkpoint Improvements The primary purpose of this project element is to improve and establish permanent vehicle checkpoints to inspect vehicles at the entrance to the Central Terminal Area (CTA) on Century Boulevard and at the entrance to the west campus of LAX on World Way West. The checkpoints are not intended to be operated continuously, and as such, they will need to have the ability to be left unattended and in an open position to allow traffic to pass through unchecked. The design of the Century Boulevard checkpoint will act as the basis for future checkpoints that LAWA may construct at LAX, and as such, its design must take into consideration space limitations at existing and potential future checkpoint locations. In addition to the services described in D Proposed Scope of Services above, the consultant s services for Element 2 will include but may not be limited to the following: 1. Conduct an evaluation of the existing checkpoint facilities and study existing space configurations and limitations at existing and at potential future checkpoint locations. 2. Perform needs assessments for a vehicle checkpoint at LAX through interactive workshops and/or interviews with stakeholders, including LAWA Airport Police, LAWA Facilities Management, and other LAWA staff as appropriate to insure that the design supports current and future operational requirements. 3. Review available survey and record plans to establish existing conditions at existing checkpoints, including location of facilities, subgrade utilities, and grades. 4. Develop a basic standard design criterion for a Vehicle Checkpoint that reflects the needs and goals for an efficient and effective operation, to be used as the basis for the design of future checkpoints at LAX. 5. Research current and applicable facilities, technologies, and equipment available in the market to adequately meet the requirements of a standard LAX vehicle checkpoint, including automatic license plate recognition, under-vehicle inspection, and other security related technologies. E. CONTINUATION OF SERVICES The subject of this RFP is for consultant services as described above with the final delivery being a complete 30% level of design set of plans, specifications, Project Definition Booklet, and other required documents for each element. However, upon completion of this defined scope of services, LAWA reserves the right to solicit a proposal from the successful proposer to continue its services through 100% level of design and construction administration services, for one or both elements. If this option is exercised, it will be so executed in the form of an amendment to the contract awarded through this RFP, and will be subject to approval of the Board of Airport Commissioners. In no way shall award of a contract through this RFP be construed as a guarantee of a future contract amendment for continued services. F. ADDITIONAL SERVICES Additional Services may be required during the course of the contract. Such additional services will be related to the project subject of this RFP and/or to any miscellaneous design services that may be needed during the term of this contract for other LAX airfield security related tasks or projects. Page 7 of 18

8 G. MINIMUM QUALIFICATIONS OF CONSULTANT All prospective firms shall have qualified personnel and sub-consultants, possessing all necessary licenses to accomplish the services described herein. The Prospective firm shall have Airport Security related experience in the planning, programming, design, preparation of plans and specifications for Secured Area Access Posts and Vehicle Checkpoints on Airports or other similarly high security facilities. Page 8 of 18

9 SECTION 2 EVALUATION CRITERIA AND SELECTION PROCESS A. EVALUATION CRITERIA After receipt of the proposals, LAWA will carefully review and evaluate all proposals that adequately contain the information requested in this RFP in accordance with the criteria set forth below. The City reserves the right to judge, appraise and reject all proposals submitted. Upon the completion of the proposal review process, LAWA will develop a list of the most qualified Proposers. If only one (1) Proposer responds to the RFP, LAWA may re-solicit or cancel the RFP. Joint ventures and/or subcontracts with certified disadvantaged, minority-owned, women-owned and/or small business enterprise certification firms are strongly encouraged to participate. The selected proposers may be invited to give an oral presentation to a panel of LAWA representatives on their approach to the program, understanding of the project, experience, capabilities and accomplishments. The consultants to be interviewed will be notified in writing prior to the scheduled interviews. Proposals will be evaluated by the evaluation criteria listed in this RFP. The proposals will be rated utilizing a total score that will represent 100 points of the final ranking. Proposers will be evaluated using the following criteria below for the written proposal and interview. A B C Understanding of Project Scope Demonstrated understanding of SAAPs and vehicle checkpoints in an airport environment; Projected phasing; Relevant technologies Coordination with Stakeholders; Capability to perform work in an integrated team environment all within the project schedule and budget requirements. Experience and Capabilities Experience on projects of similar scope and complexity; Demonstrated capability of timely completion of comparable projects; Demonstrated capability of on-budget completion of comparable projects; Past Performance and References. Project Manager, Team Identification & Organization Chart Team members with experience and qualifications that cover project scope; Key Staff s experience on designs of similar scope and complexity; Key Staff s experience with timely completion of comparable designs; Key Staff s experience with on-budget completion of comparable designs; Key Staff s references; D Fee Percentage Proposers must provide their Fee Profit Rate that will be applied to proposed 15 costs. Compliance with Administrative Requirements Pass/Fail TOTAL 100 Page 9 of 18

10 B. INTERVIEWS AND SHORTLISTING LAWA reserves the right to interview only a short list of proposers or to establish a short list of proposals without conducting interviews. If a short list is used, it will be based on the evaluation panel using evaluation criteria and interviews, as identified above, with the same relative weight assigned to these two criteria as listed above and using the must system for scoring, as described below. If LAWA elects to establish a short list among the proposers, LAWA reserves the right for the evaluation panel to determine the number of short-listed proposers during the evaluation process. Scores arising from any short listing process will not be carried forward to subsequent rounds or final scoring of the proposal/interview process. C. SCORING Scoring will be accomplished by using a must system. Under this system, after evaluating all proposals and proposers, each member of the evaluation panel must award the maximum potential points designated for each evaluation category to at least one proposer that best meets the criteria or requirements of the category. Each evaluation panel member, however, may also award the maximum potential points to other proposers that, in the opinion of the evaluation panel member, demonstrate comparable quality in the category. Once each evaluation panel member has completed scoring, the evaluation panel member s overall score for each proposer will be converted to rankings (i.e., 1st, 2nd, 3rd, etc.). These rankings among evaluation panel members will then be averaged to determine the overall ranking by the evaluation panel. The highest ranked Proposer will be recommended as the most qualified Proposer to the Executive Director and the BOAC. 1. Understanding of Project Scope (20 points) Proposers must prepare a work plan that demonstrates their understanding of the Security Area Access Posts and Vehicle Checkpoints Improvement project. 2. Experience and Capabilities (30 points) Proposers should describe the capacity, resources and availability of key staff with relevant agency experience to respond and complete tasks in a prescribed time frame. 3. Project Manager and Team Personnel (35 points) Describe in detail the Proposer Team s staff size, business location, and current work load/projects. Identify the name of the person to be designated PROJECT MANAGER with applicable or required California State licenses or registrations, who shall be responsible for completing short-notice assignments and multiple tasks on behalf of the prime consultant. 4. Fee Percentage (15 points) Upon selection, the Proposer(s) must be prepared to produce a Federal Acquisition Regulation (FAR) Overhead Rate. If you do not have a FAR derived Overhead Rate, for both field and office conditions, please be prepared to provide an Audited Overhead Rate, using FAR guidelines. Under the FAR methodology, services should be calculated using the formulas below: a) Base Hourly Rate x Time = Direct Labor Costs b) Direct Labor Cost x Overhead Rate = Overhead Cost c) (Direct Labor Cost + Overhead Cost) x Fee (Profit) Rate = Amount of Fee (Profit) d) Direct Labor Cost + Overhead Cost + Fee (Profit) = Total Cost Page 10 of 18

11 Under this methodology, the following definitions apply: Base Hourly Rate For non-exempt (hourly) employees, the Base Hourly Rate shall be the actual hourly wage for each such employee, which may not exceed the amount set forth for employees identified on Hourly Rate Sheet, submitted by the selected proposer(s), and attached to contract(s). For exempt (salaried) employees, the Base Hourly Rate shall be the employee s actual base yearly salary (without bonuses or overtime), divided by 2,080 hours, which salary may not exceed the amount set forth for that particular employee. Time Time is the actual time worked. For exempt (salaried) employees, billings for time, regardless of the actual time worked shall not be compensable beyond either forty (40) hours in a week or eight (8) hours in a day. Overhead Rate All indirect costs for the firm. For on-site staff, the Overhead Rate will utilize the Field Overhead Rate and home office staff will utilize the Home Office Overhead Rate, both calculated in Accordance with Part 31, of the FAR. Fee (Profit) Rate Identify as a percentage, the amount applied to proposed costs, which will be realized as a profit for the firm. For the purposes of this Request for Proposal, RFP Submittal Instructions, No. 6 Proposed Rates will be scored based on your quoted profit percentage, which must be included as part of this proposal. The profit percentage shall be listed on company letterhead and include profit only. The firm(s) with the lowest profit percentage will receive the full 15 points and all other proposers receiving a proportional share of points in relation to the lowest fee for a final score and a ranked list of qualified consultants to be established. If the lowest profit received is less than one percent (1%), one percent (1%) will be considered the lowest profit received for calculation purposes. If one or more firms submit fees at one percent (1%) or below, those firms will receive 15 points for Evaluation Criteria No. 4. Example for proportional share of points for Profit: If Firm A is lowest at 1%, Firm A receives the 15 points; The formula is (Lowest Firm s % divided by Firm X s %) x 15 points LAWA will rank the proposers and finalize a contract(s) with the highest ranked most qualified proposer(s). If a contract cannot be successfully finalized with the highest ranked firm(s), LAWA may choose to negotiate with the next most qualified firm(s). Page 11 of 18

12 SECTION 3 INSTRUCTIONS TO PROPOSERS A. GENERAL INSTRUCTIONS Potential Proposers should carefully read, review and understand this RFP, along with all the attachments and any addenda issued. Each Proposer should submit a proposal in accordance with the instructions given in this RFP. The proposal should be prepared as specified herein regarding form, content, and sequence. LAWA must receive delivery of the proposal at the address specified on the cover page of this RFP no later than the date and time specified on such cover page (the Proposal Due Date ). Any proposal received at the wrong location or after the exact time specified for receipt will be returned unopened and not be considered. Once submitted, proposals cannot be altered without prior written consent of LAWA. Each Proposer must submit their proposal in two parts, containing one (1) original, and seven (7) copies of Part A; and one (1) original and one (1) copy of Part B. The original must be marked "Original" on its front page or cover, must contain the original signatures and must be signed by a duly authorized representative(s) of the Proposer. The original and copies of the entire proposal will be enclosed in a single sealed package, with the name and address of the Proposer in the upper left hand corner, and marked, Design Services for the Secured Area Access Post Improvements and Vehicle Checkpoint Improvements. Part B should be in a separate binder and labeled ADMINISTRATIVE REQUIREMENTS and contain the material that demonstrates that the Proposer satisfies the administrative requirements. Refer to the Administrative Requirements Package for administrative documents that must be submitted as Part B of the Proposal. Each copy of the proposal must be printed single-sided and contained in an 8½ x 11 3-ring binder with tabbed dividers corresponding to the letters delineating each section as described below. Proposers must also provide a complete electronic copy of the proposal as an Adobe Portable Document Format (PDF) file on a CD-ROM or flash drive. Where page limits are set, failure to follow guidelines may prevent your proposal from being evaluated. Page limits do not include pictures, tables, figures, etc. Supplementary artwork, visual aids, past projects, and other extraneous materials will not be accepted, unless otherwise requested. B. AUTHORITY TO PROPOSE Signatures required in response to this RFP must be provided by the person or persons (i.e. Chief Executive Officer, General Manager, Agency Director, Board Chair, etc.) who have legal authority to bind the Proposer in contractual matters with LAWA. This authority may be evidenced in a Corporate Resolution granting this authorization. A copy of this Corporate Resolution, or other appropriate evidence of authority, must be attached to the Proposal Statement in Part A. C. PROPOSER S RESPONSIBILITY The Proposer must carefully examine the terms of the RFP, attachments, required forms, and any addenda, and evaluate all of the circumstances and conditions affecting its Proposal at its own expense. LAWA is not liable for any costs associated with the development, preparation, transmittal, or presentation of any proposal or material submitted. Page 12 of 18

13 D. PRE-PROPOSAL CONFERENCE A Pre-Proposal Conference is scheduled for Tuesday, November 27, 2012 at 1:00 p.m., in the Samuel Greenberg Board Room, at 1 World Way, Los Angeles, CA The purpose of this conference is to explain the specific objectives, needs, and requirements of this RFP. Attendance at this conference is mandatory. Detailed information pertaining to the Secured Area Access Posts Improvements & Vehicle Checkpoint Improvements Project will be distributed at the pre-proposal conference to each represented agency so long as an authorized representative of the agency signs LAWA s Non-Disclosure Agreement (NDA). The verbal and written information that will be provided at the conference is considered Sensitive Security Information (SSI) and shall be handled as defined in Title 49 of the Code of Federal Regulations (CFR), Parts 15 & 1520 (PROTECTION OF SENSITIVE SECURITY INFORMATION). This includes but is not limited to the following: Prospective proposers shall protect all documents and materials that identify LAWA's security systems and equipment. They shall be kept in locked containers when not in use or during non-working hours. They shall not be transferred to sub-consultants or others without assurances in writing that the same level of protection will be provided. Discarded documents shall be destroyed by shredding or by other means rendering the document unreadable and precluding the reconstitution of the document to a readable state. The NDA will be available prior to the meeting and must be signed to be admitted to the meeting room. Page 13 of 18

14 SECTION 4 PROPOSAL FORMAT AND INFORMATION REQUIREMENTS A. PROPOSAL CONTENT Part A must contain no more than twenty-five (25) single-sided pages of a minimum of twelve (12) point type lettering (text in excess of 25-pages will be discarded and the entire proposal will be considered non-responsive). Note: The Cover Letter and Table of Contents page are not considered part of the text. Failure to follow guidelines may prevent your proposal from being evaluated and remove it from further consideration. Proposals shall consist of the following documents in the sequence shown below. A set of tabs to identify each part of the Proposal should be inserted to facilitate quick reference. TAB SECTION TITLE 1 Table of Contents 2 Cover/Transmittal Letter 3 Executive Summary 4 Experience and Capabilities 5 Team Identification and Organization Chart 6 Fee Profit 7 Consulting Record, Accomplishments and References 1. Table of Contents (1-page maximum not considered part of the text of proposal) Each Proposer must include a Table of Contents identifying the various sections in the Proposal. The Table of Contents is not considered as part of the text of the Proposal. 2. Cover / Transmittal Letter (2-page maximum not considered part of the text of proposal) Each Proposer must submit with their Proposal a cover letter identifying the Proposer, entity to be contracted with, and the proposal package being submitted. The Proposer may include other important general information, which is deemed significant enough to be highlighted. An authorized representative/officer of the proposer must sign the cover letter. The Proposer s representative s name, title, address, telephone number, and address should be identified. 3. Executive Summary (5-page maximum) Proposers must submit with their proposal an Executive Summary that summarizes important features of the Proposal, description of the Proposer s team, brief description of the Proposer s experience, and brief statement of how the proposer meets the evaluation criteria as set forth in Section 2 of this Request for Proposals (RFP). 4. Experience and Capabilities (6-page maximum) Please supply information concerning the qualifications and experience of the consultant. Proposers should demonstrate experience and excellent working knowledge of (1) federal, state, and local requirements concerning the Secured Area Access regulations (2) the Federal Page 14 of 18

15 Aviation Administration (FAA) planning standards and regulations, and (3) Proposers should demonstrate experience with preparing both programmatic and project-level documents for airport security projects, technical, professional, and project management expertise, including project phasing and implementation, and interagency coordination for complex security systems. Proposers must describe professional and technical experience in preparing and producing project-level analysis of security facilities including projects on airport property. Provide a list of specific examples of appropriate experience in any relevant past or on-going projects, including the name of the client, completion date and location of the project, and contact name and phone number for the client. The same information should be provided for all subcontractors proposed for the project. Please identify the Proposer s firm, team members, and each sub-consultant by name, firm name, primary representative and title, address, telephone number, address, location of headquarters office and location of any local offices that will be used as a base or engaged during the duration of this contract. Indicate whether your firm is a corporation, joint venture, association, partnership, or sole proprietor. Indicate the name(s) of the owner(s) of the Proposer s firm. Discuss the roles and responsibilities of Proposer s firm, team members, and all subcontractors. 5. Project Manager, Team Identification and Organization Chart (6-page maximum) Please identify your firm and each sub consultant by firm name, primary representative and title, address, telephone number, address, location of headquarters office, and location of any local offices. Indicate whether your firm is a corporation, joint venture, partnership or sole proprietor. Indicate the name(s) of the owner(s) of your firm. Also, identify the name of the person to be designated DESIGN MANAGER and the names of the KEY STAFF PERSONNEL with applicable or required California State licenses or registrations, who shall be responsible for completing this assignment within each consultant organization. Indicate the reporting structure and responsibilities of each key staff personnel member of the project team in a responsibility matrix. Include a project organization chart, names of individuals and sub-consultants involved. Team and Staffing Level: Recognizing that the necessary staffing levels will fluctuate and team composition may change; prepare a staffing chart that identifies proposed staffing levels over the entire project duration. At a minimum, LAWA anticipates that the key staff will include a Design Manager/Team Leader and a Lead Designer. The proposer will be required to commit the services of the key staff as described above. Breakdown of Work to be Performed by Subconsultants: Identify the specific work to be performed by each of the subconsultants and percent of that work as it compares to the entire scope of the project to completion. Design Manager Team Leader: Describe the professional qualifications, capabilities, project experience, education, training and present office location of your designated Design Manager Team Leader. Include the length of the Team Leader has been with your firm. Provide a list of the last five (5) specific assignments of the Team Leader in chronological order. Describe each project in detail, including the Team Leader s scope of work, when the design was completed and where the facility is located, the name of the owner and the owner's representative, including his/her current telephone number, facsimile number, , and any Page 15 of 18

16 other appropriate reference information. Other Key Personnel: Identify and include names and résumés of the key personnel who will be assigned to perform services and what their background, experience, and project responsibilities will be. Please indicate their present office locations. Provide a list of five (5) specific assignments of appropriate experience in chronological order that qualify them for their responsibilities on the project, including information similar to that requested in the previous paragraph. Please indicate all state licenses, all professional designations, and certifications for any and all companies and individuals listed in the previous paragraphs of this section. LAWA reserves the right to verify each candidate s experience, references and education. LAWA must be notified thirty (30) days in advance, of any change in the individuals assigned to the project. New personnel are required to submit résumés stating qualifications and experience necessary to accomplish such project. Substitutions proposed during performance of the contract without proper notification and approval by LAWA may be grounds for termination of the contract. List and identify all sub-consultants to be used on the project. Provide specific examples of appropriate experience of each sub-consultant firm and their key staff. Proposers shall present any attributes such Proposer believes is unique to its team, making them especially qualified to perform the services for LAWA. This section may address creativity, design prowess and design process approach or other information that demonstrates excellence and how the Proposer intends to surpass LAWA s expectation in the delivery of the services and the design of Secured Area Access Posts improvements project. 6. Estimated Cost of Services (2 -page maximum) Proposers must provide their Fee Profit Rate that will be applied to proposed costs. In addition, Proposers must submit: (1) hourly rates for all prime and sub-consultants including the proposed Project Coordinator, (2) estimated distribution of hours by rate classification, and by element, supporting the approach outlined in the proposed work plan. Rate classifications shown must be tied to the specific individuals proposed, and (3) identify any explicit or implicit costs associated with the services. 7. Consulting Record, Accomplishments, and References (5-page maximum) Proposers must list a minimum of two (2) but not more than, five (5) of the most-recent and/or current contracts with other large organizations, at large airports, public or private, and similar to the projects described in this RFP. Submit this information for the prime consultant and each proposed sub-consultant(s), team member of a consortium, or joint venture. For each contract provide the following information: (a) (b) (c) (d) Name of project, project location and the owner s contract number; Name, address, and telephone number of client s representative (individual who the Project Coordinator directly reported to, responsible for administering the contract); Description of the work or services provided; Dates the contracts were signed, completed or terminated; Page 16 of 18

17 (e) (f) (g) Total dollar amount of the contract; Scheduling and/or cost overruns; M/W/O/SBE requirements for the project (if any), actual M/W/O/SBE participation in the project, and proposer s role in meeting these goals (e.g. primary consultant, or sub-consultant). LAWA reserves the right to verify each of the Project Coordinators and Proposer Teams experience and qualifications. LAWA reserves the right to verify this information, including contacting the referenced clients to verify the information and/or to solicit comments. All information stated in the proposal must be factual, truthful and should not be fabricated, embellished, extended or misrepresented in any shape or form. 8. Additional Information (1-page maximum) The Proposer may provide any additional relevant information that is not found elsewhere in the RFP. B. QUESTIONS AND ANSWERS CONCERNING PROPOSAL All questions regarding this RFP should be clearly presented in writing and ed to Tonya Jarvis at tjarvis@lawa.org All questions must be submitted no later than Thursday, December 13, 2012 at 12:00 p.m. Questions will be processed in the order received. Only questions to explain the information and requirements in the RFP will be answered. There will be no telephone call support. LAWA s communications with proposers, including answers, corrections, and notices will be ed directly to the contact person on each Proposer team. It is the responsibility of the proposer to ensure that LAWA has the correct name, address, and account for the contact person. C. SUBMISSION OF PROPOSAL Written responses to this RFP must be prepared as specified as to form, content, and sequence. Proposals must be received by LAWA on or before, but no later than Tuesday, January 15, 2013, at 12:00 p.m. Any proposal received after this time will not be considered by LAWA. Your written proposal is to be addressed to, and received by, the following: Attn: Ms. Tonya Jarvis Los Angeles World Airports Capital Programming & Planning Group 1 World Way, First Floor, Room 109 Los Angeles, CA Page 17 of 18

18 SECTION 5 ATTACHMENTS APPLICABLE TO THIS RFP A. ADDITIONAL TERMS, CONDITIONS, DISCLAIMERS AND REQUIREMENTS RFP Attachment A lists the Additional Terms, Conditions, Disclaimers and Requirements, which are binding on all Proposers. B. ADMINISTRATIVE REQUIREMENTS RFP Attachment B includes the forms necessary to complete Part B of the Proposal ADMINISTRATIVE REQUIREMENTS. An explanation of each requirement and a document checklist is also provided in the administrative package. C. SAMPLE CONTRACT Page 18 of 18