Request for Proposal
Request for Proposal P a g e 2 Table of Contents Confidentiality Statement... 3 Submission Details... 3 Submission Deadlines... 3 Submission Delivery Address... 3 Submission Questions and Clarifications... 3 Electronic Submissions... 3 Format... 4 Introduction... 5 Executive Summary... 5 Detailed Specifications... 5 Capabilities... 6 Cost... 6 Assumptions & Constraints... 6 Proposal Specifications... 7 Compliance and Contractual Requirements... 8 Terms and Conditions... 11 Selection Criteria... 11 Selection Timeline... 12 Release for Background Check... 13
Request for Proposal P a g e 3 Confidentiality Statement All information presented in this Request for Proposal (RFP) and its accompanying appendices, including information subsequently disclosed by the (Airport Authority) during the procurement process, is to be considered strictly confidential. Respondents may not release any information without the written consent of the Airport Authority. Similarly, all proposals submitted to the Airport Authority will be held in strict confidence within limits established by any applicable public disclosure laws. Submission Details Submission Deadlines All submissions for responding to this request must be submitted on paper and delivered to our office, as stated below: August 17, 2018 No later than 4:00 pm EST The Airport Authority is not responsible for late delivery. It is the responder s sole responsibility to ensure that the Airport Authority receives the RFP by the day and hour above. Submission Delivery Address The delivery address to be used for all submissions is: Lisa A. Naylor Senior Vice President, Human Resources Pittsburgh International Airport PO Box 12370 Pittsburgh, PA 15231 Submission Questions and Clarifications You may contact the following person if you have any questions or require clarification on any topics covered in this Request for Proposal: Logan Williams Human Resources Analyst Voice: 412-472-3889 Email: LWilliams@FlyPittsburgh.com Electronic Submissions Electronic submissions in response to this Request for Proposal will not be accepted. All submissions must be on paper.
Request for Proposal P a g e 4 Format Three (3) copies of the proposal must be submitted. One must be marked original. Should there be discrepancies between the submissions made by a responder, the RFP marked original shall prevail. The proposal must provide all information requested unless not applicable. It must contain a cover letter signed by a person authorized to bind the proposing entity.
Request for Proposal P a g e 5 Introduction The (Airport Authority) is seeking a qualified firm for professional services to conduct pre-employment screening services. The Airport Authority s mission is a global aviation leader driving innovation, regional growth and prosperity by investing in our employees, customers, airlines, and partners. Our strategic priorities are: Operational Excellence Employee Engagement Cost Competitiveness Customer Service Executive Summary The is governed by a Board of Directors appointed by the Allegheny County Chief Executive and operates two premier airports including Pittsburgh International and Allegheny County Airports that serve the Pittsburgh region. The Airport Authority employs approximately 460 people consisting of both bargaining unit and non-bargaining unit employees. The Human Resources Team continues to focus on talent management activities to drive our Blue Sky Initiative Being an Employer of Choice. Our talent acquisition strategy, to recruit and attract the best and the brightest employees, by permeating our (new) employer brand messaging through all recruiting communications and materials, is yielding a return which has increased our average number of applicant per position by 64%. Although our number of temporary and full-time new hires per year has been fairly stagnant in years past (around 30-40 per year), and with a current average vacancy rate of 2.31% and turnover of 3.92%, we foresee an increase in our recruitment efforts due to changing business needs and retirement eligibilities. Detailed Specifications The is seeking the services of a qualified firm for professional services to conduct pre-employment screening services. An overview list of services include: PA State-wide Unified County Search National Criminal Database Search Federal District Criminal Court Search Social Security Track Search Basic Employment Verification Confirmation of Education Motor Vehicle Record (MVR) Screenings/Verifications Provide a detailed description of the approach and methods that will result in the desired outcomes of the services being delivered to the Authority. Also, the firm may submit one example of a similar service (not attached to the formal RFP proposal and also sealed) and the final deliverables associated with said service.
Request for Proposal P a g e 6 Capabilities A. Describe the history of your institution including your experience with pre-employment screening services. Include the description of services, volume of services, and client reference list. About each client listed as a reference provide: 1) the contact name, 2) telephone number, 3) the size of the organization 4) the types of services you provide(d). B. Describe your institution s ability to provide this service to the Airport Authority. Outline your organization s ability to tailor the program to the specific needs of the Airport Authority including the incorporation of any known Airport Authority rules, regulations, policies and procedures. C. Describe any specific niche or unique capability of your institute to provide the program herein illustrated. Be sure to identify any market-leading attributes that may be uncharacteristic of typical providers of this service. D. Identify any unique services or abilities you believe your firm offers to your customers. Cost The proposing entity should describe their fee structure and/or provide a typical yearly fee. Please note fees will be negotiated on an individual project basis taking into consideration the scope of the project, quality of the proposal, the client organizations fiscal constraints, and the organization s compensation requirements. Assumptions & Constraints Identify what assumptions you made in the development of your proposal. Further, itemize what core functions of your proposal are dependent upon the assumptions you made. Identify what must change in your proposal should the Authority identify any assumption to be incorrect.
Request for Proposal P a g e 7 Proposal Specifications You must include the following in your submittal: Proposal Certification The undersigned agrees and understands that this submission and all attachments and additional information submitted herewith constitute merely a proposal and NOT A BID. Submission of attachments and additional information shall not obligate nor entitle the proposing entity to enter into an agreement with the Airport Authority. The Airport Authority is not obligated to respond nor legally bound in any manner by the submission hereof. Any and all agreements arising out of this proposal process and negotiations shall not bind the Airport Authority, its departments, officers, employees, or agents unless approved by the Allegheny County Airport Authority board in accordance with applicable law. The Airport Authority reserves the right to reject any and all proposals, including without limitation those which are conditional or incomplete. The Airport Authority reserves the right to waive any informally, defect, or irregularity in any proposal. The undersigned warrants that no officer or employee of the Airport Authority is directly or indirectly a party to or in any manner interested in this entity or any agreement that might be entered. NAME COMPANY, PARTNERSHIP OR BUSINESS ENTITY POSITION
Request for Proposal P a g e 8 Specific Minority/Women/Disadvantaged Business Enterprise Requirements Proposing Entities should submit a detailed summary of their minority/women s business enterprise program if any. Principals/Ownership Information Proposing entity must submit names and addresses of all principles and/or owners of the company whether it be a corporation, partnership or private company. Principals or corporate officers must complete and execute the Release for Background Checks. Compliance and Contractual Requirements The Submitter must indicate agreement to all of the standardized statements listed below. The Submitter should do so in response to this RFP. The Submitter must provide a statement that references items 1-35 of Compliance and Contractual Requirements section and which reflects its agreement to all of these items. Please note that any proposal that does not satisfactorily address all matters outlined in this section may be subject to rejection from consideration by the Airport Authority. 1. The selected proposing entity will be required to assume financial and legal responsibility for all services offered in its proposal whether or not it furnishes the service with its workforce or otherwise. Further, the Airport Authority will consider the selected proposing entity to be the sole point of contact about all contractual matters. 2. Submission of a proposal constitutes expressed acceptance by the proposing entity, and all subcontractors, of all provisions, conditions and requirements of this RFP including its attachments. 3. The Airport Authority reserves the right to modify this RFP, to waive any defect or technicality, and to use whatever criteria the Airport Authority deems appropriate in the selection of a proposing entity. 4. The proposing entity and all participating subcontractors, companies, and organizations (hereinafter referred to as Respondents ), shall agree to accept as final, binding, and conclusive, all decisions made by the Airport Authority regarding the RFP, including without limitation, any decisions regarding the selection or non-selection of proposing entities or subcontractors for the Contract, and further agree not to challenge the Airport Authority with regard to any part of the RFP process. Further, the Respondents shall release the Airport Authority, its officials (elected and appointed), officers, employees, representatives, agents, and consultants from any and all claims, past, present, or future, arising out of, in relation to, or in connection with the RFP, the Respondents understanding of the information contained in the RFP, the Airport Authority s selection of or failure to select any of the Respondents or any others in connection with the RFP or the Contract, the Airport Authority s actions in distributing the RFP, the Airport Authority s method of selecting proposing entities or subcontractors, or the use of any information gathered as part of the response process. 5. With the submission of a response to this RFP, the Respondents agree that no employee of the Airport Authority shall be charged personally or held personally liable by the Respondents for any action taken by the Airport Authority in connection with the RFP or the RFP process. 6. It is the Airport Authority s Policy to solicit proposals with a bona fide intention to award a contract. This policy notwithstanding, the Airport Authority reserves the right at any time to: a. Reject any or all proposals; b. Procure any service by any other means;
Request for Proposal P a g e 9 c. Modify the selection procedure or the scope of the proposed project or the required responses; and d. Cancel this RFP in whole or in part at any time. 7. Soliciting proposals and granting of exclusive negotiation rights does not commit the Airport Authority to accept any of the terms of any proposal. Final terms of any agreement will be determined by direct negotiations and are subject to final approval by the Airport Authority. The Airport Authority may at its sole discretion suspend or terminate negotiations at any time. 8. The Airport Authority reserves the right to conduct discussions and negotiations with any qualified proposing entity in any manner necessary to serve the best interests of the Airport Authority. The Airport Authority also reserves the right, at its sole discretion, to award a contract based upon the written proposals received without prior discussions or negotiations. 9. The Airport Authority may ask a proposing entity questions about its proposal. The Airport Authority may request additional information or more detailed information from any proposing entity at any time including any information inadvertently omitted by a proposing entity from its proposal. 10. All material submitted becomes the property of the Airport Authority and may be returned only at the Airport Authority s option. Proposals submitted to the Airport Authority may be reviewed and evaluated by any person other than competing proposing entities at the discretion of the Airport Authority. The Airport Authority has the right to use any or all ideas presented in any reply to the RFP. Selection or rejection of the proposal does not affect this right. It is further understood that the proposing entity will have independently evaluated the information in this RFP and the Airport Authority makes no guarantee of data accuracy. 11. All costs of developing proposals, making presentations to the Airport Authority, and any subsequent expenses relating to contract negotiations are entirely the responsibility of the proposing entity and may not be charged to the Airport Authority. 12. Any provision of any contract arising hereunder is void if that provision is in violation of the laws of the Airport Authority, the Commonwealth of Pennsylvania, or the United States, or becomes inoperative due to changes in state or federal law, or valid state or federal regulations. 13. Any selection, if made, will be made by what the Airport Authority believes to be in its best interests, and the Airport Authority s decision will be final. Notification will be made in writing. The Airport Authority reserves the right to award a contract for any number of products and services described in this RFP. 14. The successful proposing entities contract will contain a provision that the contract may be terminated by the Airport Authority for cause, including but not limited to failure to perform any provision of this contract, inadequate or nonperformance of any provision of this contract, malfeasance, misfeasance, fraud, or a material change in the proposing organization s financial staffing or personnel and staffing position which might impair the stability of the organization or might cause it to neglect to perform any provision of this contract properly or in a timely way. The Airport Authority shall have sole authority to determine whether any such cause exists, and the Airport Authority s determination shall be binding upon the organization. 15. The proposing entity shall be prepared to enter into a contract with the Airport Authority upon completion of the proposal review process to ensure project completion before year-end. 16. The proposing entity agrees to effectuate in a timely fashion such agreements as are necessary to implement the contract and to enter into a contract with the Airport Authority for a term of one (1) year if the Airport Authority so desires, with the option of renewing for an additional year. 17. The proposing entity agrees to enter into a contract with the Airport Authority that will incorporate as part of the contract all or part of this RFP and all or part of the proposing entities
Request for Proposal P a g e 10 response(s) to the RFP, as determined by the Airport Authority. Furthermore, the proposing entity, and all subcontractors, will be bound by the response(s) to this RFP. 18. The proposing entity shall maintain the highest standards of integrity in the performance of this agreement and shall take no action against state or federal laws, regulations, or other requirements that govern contracting with the Airport Authority. 19. The proposing entity shall not disclose to any others any confidential information gained by virtue of this agreement. 20. The proposing entity shall not, in connection with this or any other related agreement with the Airport Authority, directly or indirectly, offer, agree, or promise to give anyone any gratuity for the benefit of, or at the direction or request of, any employee, agent, or consultant of the Airport Authority. 21. The Contactor agrees that in no case shall services be offered except by persons and proposing entities authorized. 22. The proposing entity agrees that all direct or indirect costs for services proposed are disclosed in this proposal. 23. The proposing entity shall be an Equal Opportunity Employer. 24. To be considered, proposing entities response to this RFP must be signed by an officer who is authorized to commit the organization to the response(s) to this RFP. 25. The proposing entity agrees to abide by and enforce the following standards: a. All names and information concerning participants or eligible employees will be used only for Contract purposes. The use of names for prospecting or any other purpose other than Contract purposes will not be permitted. b. The proposing entity will remain fully responsible for the results of any subcontractor(s) services. 26. The proposing entity agrees that its response to this RFP will be binding except as may be negotiated/agreed to solely at the discretion of the Authority 27. Neither the proposing entity or its subcontractors or agents shall solicit or otherwise induce an employee with respect to any matters whatsoever relating to the Contract nor use information obtained under the Contract to directly solicit participants with respect to any other product of said organization nor use any information obtained for any other purpose without the express written approval of the Airport Authority. 28. The use of any written or visual communication materials or changes to materials being used must be approved by the Airport Authority in advance. 29. All information concerning the Contract and participants is solely the property of the Airport Authority and that information will remain confidential and will not be used or transmitted to others for any purpose whatsoever, except as required to conduct Contract operations or as required by law. 30. Any employee complaints will be brought to the attention of the Airport Authority immediately. 31. All services provided are subject to audit by the Airport Authority, and the Airport Authority auditors or its independent contracted auditor will have access to all pertinent financial records and information concerning the Contract. You will fully cooperate with them on a timely basis whenever requested. 32. You will allow the Airport Authority to have access to all information held by your organization that pertains to the Contract. 33. A representative of your organization will be available to meet with the Airport Authority as requested and be prepared to report on the current status of the Contract with expenses paid by your organization.
Request for Proposal P a g e 11 34. All records and materials, including archived files, database and electronic records developed for the Airport Authority under the Contract by your organization will remain the property of the Airport Authority and will be furnished to the Airport Authority or its designated appointee as soon as reasonably possible upon request, and at no additional cost to the Airport Authority. Database records must be furnished in a standard readable format (Word and/or Excel) as designated by the Airport Authority, or forwarded to its designated appointee in a standard industry format. 35. Proposing entity should include a disclosure of any finder's fees, fee splitting, firm affiliation or relationship with any broker-dealer, payments to consultants, lobbyists, or commissioned representatives or other contractual arrangements of the firm that could present a real or perceived conflict of interest. Terms and Conditions Proposal Clarifications all requests for clarification of this request must be submitted no later than 4:00 p.m. EST on the date outlined in the Submission Details section. All requests must be in writing and submitted to Logan Williams, Human Resources Analyst,, Pittsburgh International Airport, P.O. Box 12370, Pittsburgh, PA 15231-0370. Time for Submittal all proposals must be received by the time and date outlined in the Submission Details section. They may be delivered by hand or mail; however, the risk of delivery in either method is the responsibility of the proposing entity. Format three (3) copies of the proposal must be submitted. One must be marked original. Should there be discrepancies between the submissions made by a responder, the RFP marked original shall prevail. The proposal must provide all information requested unless not applicable. It must contain a cover letter signed by a person authorized to bind the proposing entity. Selection Criteria All of the proposals received will be evaluated and considered based on the framework of the specifications and the viability of any alternatives presented. In determining which proposal will best serve the interest of the Airport Authority, particular emphasis will be given but not limited to the following factors: 1. Compliance with the RFP specifications 2. The depth of the proposal and capability responses including but not limited to vendor experience, industry knowledge, tools and resources, etc. 3. Financial competitiveness Review Process: once a proposal is submitted, the Senior Vice President, Human Resources will review it. If the proposal is complete and meets all the requirements of the RFP, it is presented to the Review Committee.
Request for Proposal P a g e 12 Review of Qualifications the Airport Authority Review Committee shall evaluate the proposals with consideration given but not limited to overall experience, business reputation, personnel, financial ability to perform and fiscal return to the Airport Authority, as each might apply to the service, contract or lease offered. Committee members receive a copy of the entire proposal before the Review Committee Meeting if there is one. The Review Committee members will then rank the proposals based on a point scale. Each qualifying organization may be requested by the Review Committee to make a brief presentation or to answer questions that the Review Committee may have. Notification: proposing entities will be notified as to whether they have been selected to meet with the Review Committee. Approval of the Airport Authority recommendations for the award of this agreement are subject to the approval of the Board of the. Selection Timeline Project Tasks Project Dates RFP Released/Distribution Questions accepted until August 03, 2018 Proposals Due from Vendors August 17, 2018 Finalist Meeting (if necessary) October 2018
Request for Proposal P a g e 13 Release for Background Check Principals or corporate officers must complete and execute the Release for Background Checks and it must be included in your submittal: This day of, 2018, I,, authorize the to seek and receive any and all information or records, maintained in my name or concerning my activities, from any state or federal law enforcement agency. In regard to such records or information, I waive any claim of right to privacy as might exist under any state or federal law. WITNESS NAME BIRTHDATE: SOCIAL SECURITY NUMBER: ALIASES OR OTHER IDENTIFICATION USED BY DECLARANT: