Board of Commissioners of the Port of New Orleans REQUEST FOR PROPOSALS Commercial Advertising Signage Concession December 13, 2017 Deadline for proposals is no later than Thursday, January 18, 2018 at 11:00am NEW ORLEANS, LOUISIANA Page 1 of 9
Board of Commissioners Port of New Orleans Request for Proposals (RFP) for: COMMERCIAL ADVERTISING SIGNAGE CONCESSION Contents PART I. SUMMARY... 3 SUMMARY... 3 PORT CONTACT... 5 SCHEDULE... 5 PART II. GENERAL INFORMATION... 5 INSURANCE AND CONTRACT REQUIREMENTS... 5 EVALUATION CRITERIA AND SELECTION... 5 ETHICS DISCLOSURE... 6 RFP RESULTS... 6 SPECIFIC TERMS, DEADLINES AND REQUIREMENTS... 6 PART III. REQUIREMENTS TO RESPOND TO THIS RFP... 8 SUBMITTAL REQUIREMENTS TO RESPOND TO THIS RFP... 8 Exhibit A Photographs of Erato & Julia St Cruise Ship Terminals NOTE: Some photographs show mock-ups of where signage could be located. This is not definitive but provided as an example of some of the places where signage might be suitable. Respondents are asked to submit their vision of signage placement through mock-ups as part of the Respondent s proposal. Exhibit B Photographs of Option 1 and Option 2 Exhibit C Sample Concession Agreement Page 2 of 9
PART I. SUMMARY REQUEST FOR PROPOSALS FOR COMMERCIAL ADVERTISING SIGNAGE CONCESSION Premises: A) Terminals (required): Julia Street and Erato Street Cruise Ship Terminals B) Option 1: Port of New Orleans Place between Henderson & Poydras Streets C) Option 2: Clarence Henry Truckway A) Terminals: thousands of feet of interior and exterior wall space, elevator interiors, baggage claim areas, main entrances/ in and around escalators, exterior building columns, and a 1000+ space parking lot adjacent to Erato Street Cruise Terminal. These two terminals are responsible for over one million cruise passenger impressions annually. B) Option 1: As a possible add-on, Option 1 includes the area along Port of New Orleans Place where vehicles picking up and dropping off cruise passengers convene. There are over one hundred lamp poles located along this section of Port of New Orleans Place. There are also over one million annual impressions from cruise passenger and significantly more from buses, limos and taxis. C) Option 2: As a possible add-on, Option 2 includes the area where there are over one hundred lamp poles located along Clarence Henry Truckway. Based on Louisiana DOTD data there are over 6.5 million vehicles travelling in that general area annually. The Premises are further described below, in Exhibit A and Exhibit B. Page 3 of 9
Concession/Revenue: Term: The result of this RFP is expected to be a concession agreement designed to generate revenue from commercial advertisers to be split between the successful respondent ( Concessionaire ) and the Board. Short and longer term concessions will be considered. Notice is hereby given that the Board of Commissioners of the Port of New Orleans ( Board ) is seeking proposals from qualified firms ( Respondents ) to develop a commercial advertising concession ( Concession ) in and around the Port of New Orleans ( PortNOLA ) cruise ship terminals (Terminals) and possibly along the Port of New Orleans Place (Option 1) and the cargo container areas on and around Clarence Henry Truckway (Option 2). Specifically, Respondents will identify various locations for print/static signage, contract with advertisers, install and maintain commercial advertisements and share revenue generated from advertising with Board. It is the intent of the Board to enter into a multi-year concession agreement with Concessionaire to design, install, market, maintain and manage the PortNOLA advertising concession. The commencement of this Concession, through a Concession Agreement ( Agreement ) is expected to begin in February, 2018. Proposals must be submitted in writing, according to the instructions contained within this document, discussing how they will meet the specific requirements. The Opportunity PortNOLA is the 6th largest cruise port in the United States with over one million passengers embarking and disembarking from New Orleans. In 2018 the three largest cruise lines will all be operating from PortNOLA, with Royal Caribbean slated to join Carnival and Norwegian. Last year a record 10.45 million tourists visited New Orleans and local tourism is a seven billion dollar industry. The two cruise ship terminals, located at Erato Street and Julia Street, currently have no commercial advertising. With these two cruise ship terminals having more than one million passenger impressions, the Board considers the lack of advertising to be a missed opportunity with tremendous potential. The Board seeks to bring life to the facilities through advertising, while simultaneously promoting tourism, events and local companies, all while providing a source of income to PortNOLA. The opportunity presented by this RFP is limited to static/print signage. PortNOLA is self-funded and does not receive tax dollars or appropriated state or local funds. All revenues go to building, operating, maintaining and securing critical infrastructure to keep PortNOLA competitive and to create and retain jobs. An Optional Pre-Proposal Meeting/ Site Inspection will be held on Wednesday, January 3, 2018 at 10:00 a.m. local time. Please email procurement@portno.com if you will attend. Page 4 of 9
PORT CONTACT All inquiries shall be directed to Procurement, by email only at procurement@portno.com. As necessary, addenda to this RFP will be issued to all Respondents receiving this RFP. Questions and answers and all forms required will be posted on the Board s website at http://www.portno.com/request-for-proposals. SCHEDULE It is anticipated that an Agreement shall be drafted by the Board and exchanged within 30 calendar days after selection of a Concessionaire. Notice of Award will be issued immediately following such determination. The selected Respondent shall have 14 calendar days after the Agreement is finalized to execute the Agreement and submit any affidavits, exhibits and all insurance certificates. All required certificates of insurance for Concessionaire are due to the Board with the executed Agreement. PART II. GENERAL INFORMATION INSURANCE AND CONTRACT REQUIREMENTS The Board cannot execute the Agreement without the submittal to the Board of insurance certificates showing evidence of all requisite insurance. See, Exhibit C. EVALUATION CRITERIA AND SELECTION Proposals not meeting the minimum requirements will be considered non-responsive and not evaluated. RFP responses shall be evaluated by a selection committee in accordance with the following criteria. 30% Proposed business concept for the Premises. 30% Proposed Concession Fee, including ability to make all payments based upon soundness of business concept, financial strength and Term. 25% Respondent s prior experience, reputation, organizational and financial capability. 15% Proposed fit-out/capital improvements (i.e., design, improvements, total investment, maintenance plan, etc.), together with Respondent s ability to undertake and complete the work in a timely fashion. The Board will review each Respondent s proposal in its totality. Concessionaire, if any, will be a Respondent(s) whose proposal is most advantageous to the Board s goals and meets the selection criteria. Interviews may be held with any or all of the Respondents after the receipt of proposals. Interviews with the Board, if any, will be scheduled after its initial review of proposals. Page 5 of 9
ETHICS DISCLOSURE The Board calls the attention of all Respondents to the Louisiana Ethics Code, La. R.S. 44:1 et seq. With certain limited exceptions, this law prohibits the Board from doing business with any of its current commissioners or those who have served on the Board within the past two years or, from doing business with certain companies with which the following persons are connected. You are encouraged to consult with your own legal counsel with respect to this law if you believe it might affect your proposal. 2017 Commissioners: Arnold B. Baker Robert R. Barkerding, Jr. Darryl D. Berger William T. Bergeron Laney J. Chouest Tara C. Hernandez Michael W. Kearney Commissioners who served during the past two years: Scott H. Cooper Daniel F. Packer, Jr. Joseph F. Toomey Gregory R. Rusovich RFP RESULTS Written notification of the award will be issued after the Board is apprised of the selection of a Concessionaire. SPECIFIC TERMS, DEADLINES AND REQUIREMENTS Respondents shall follow the instructions given in this Request for Proposals (RFP) in order to respond with a valid proposal for evaluation by the Board s Evaluation Committee. In a sealed package, a complete proposal will include a sealed envelope containing a Flash Drive addressed to Antonia Taylor and a spiral bound original proposal and two spiral bound copies thereof. The contents shall name Commercial Advertising Signage Concession and the name of the Respondent clearly on the outside of each package, which shall be received via mail or delivery (no facsimile; no email) to the Board of Commissioners Port of New Orleans, 1350 Port of New Orleans Place, 2 nd Floor, New Orleans, Louisiana 70130 no later than 11:00am, local time, on Thursday, January 18, 2018 to be considered. Deliveries prior to the due date are only accepted Monday thru Friday, excluding holidays, from 8 a.m. to 4 p.m. Failure to submit required information by the deadline will cause disqualification and removal from further consideration. No information may be changed or submitted after the deadline. In the event of any inconsistencies between the printed proposal and the proposal contained on the Flash Drive, Board reserves the right to accept the proposal with the terms most favorable to the Board. Page 6 of 9
1. Submission Deadline: Thursday, January 18, 2018 by 11:00 AM by hand, express mail or other nationally-known overnight courier. 2. Proposals must be submitted to Port of New Orleans, 1350 Port of New Orleans Place, 2 nd Floor, New Orleans, LA 70130, Attn: Antonia Taylor, Procurement. 3. Number of proposals to be submitted: Three (3). 4. Proposals should be submitted in a sealed envelope labeled: Commercial Advertising Signage Concession. 5. Optional Pre-Proposal Meeting/ Site Inspection: Wednesday, January 3, 2018 at 10 AM at the entrance to the Julia Street Cruise Terminal at Julia Street and Port of New Orleans Place, New Orleans, LA 70130. Please email procurement@portno.com if you will attend. 6. Last date to submit questions regarding the RFP: Friday, January 5, 2018 to procurement@portno.com. 7. Answers to questions regarding the RFP and any technical addendum issued in connection with the RFP will be made available on the Board s website at www.portno.com. Respondents are solely responsible to monitor the Board s website for such postings. 8. This is a Request for Proposals and not a Request for Bids. The Board shall be the sole judge of whether a proposal conforms to the requirements of this RFP and of the merits and acceptability of the individual proposals. Notwithstanding anything to the contrary contained herein, the Board reserves the right to take any of the following actions in connection with this RFP: amend, modify or withdraw this RFP; waive any requirements of this RFP; require supplemental statements and information from any Respondents to this RFP; award a contract to as many or as few or none of the Respondents as the Board may select; accept or reject any or all proposals received in response to this RFP; extend the deadline for submission of proposals; negotiate or hold discussions with one or more of the Respondents; permit the correction of deficient proposals that do not completely conform with this RFP; waive any conditions or modify any provisions of this RFP with respect to one or more Respondents; reject any or all proposals and cancel this RFP, in whole or in part, for any reason or no reason, in the Board's sole discretion. The Board may exercise any such rights at any time, without notice to any Respondent or other parties and without liability to any Respondent or other parties for their costs, expenses or other obligations incurred in the preparation of a proposal or otherwise. All proposals become the property of the Board. 9. Notwithstanding anything to the contrary set forth in this RFP, the Board and its commissioners, officers, directors, agents, members and employees make no representation or warranty and assume no responsibility for the accuracy of the information set forth in this RFP. Further, the Board does not warrant or make any representations as to the quality, content, accuracy or completeness of the information, text, graphics, links or any other facet of this RFP once it has been downloaded or printed from any server, and hereby disclaim any liability for any technical errors or difficulties of any nature that may arise in connection with the website on which this RFP is posted, or in connection with any other electronic medium utilized by Respondents or potential Respondents in connection with or otherwise related to the RFP. Page 7 of 9
10. Recipients of this RFP shall make no news/press release pertaining to this RFP or anything contained or referenced herein without the prior written approval of the Board in its sole discretion. Any news release pertaining to this RFP may only be made in coordination with the Board. 11. The Board is subject to the Louisiana Public Records Law, R.S. 44:1 et seq., which governs the process for the public disclosure of certain records maintained by Board. Proposal submission material will generally be made available for inspection and copying upon written request, except when exempted from disclosure hereunder by law. 12. Concessionaire shall enter into an Agreement with the Board with terms and conditions substantially similar to those contained in the annexed Exhibit C. Exhibits A through C for this RFP are shown in the RFP Table of Contents and are available to download through the RFP website at http://www.portno.com/request-for-proposals. Part III SUBMISSION REQUIREMENTS Proposals should include each of the following and be labeled and indexed in the numerical order as indicated below: 1. Primary Contact: Name, address, phone number, and email address of the business and primary contact for the Respondent. 2. Authority to sign: The name of the individual who will be authorized to sign an Agreement on behalf of the Concessionaire if Respondent s proposal is accepted; include his/her contact information. 3. Proposed plan: A detailed description of the Respondent s strategic plan to develop a comprehensive marketing/advertising concession including, but not limited to: a. an outline of the types of advertisers anticipated; b. basic mock-ups showing the locations of signage; c. schedule of dates for such advertising; and d. types and size of signs and details of equipment to be installed. Respondents shall describe the plan to develop and maintain an effective advertising plan to attract appropriate advertisers and provide ongoing outreach to new advertisers. Respondents are REQUIRED to detail the plan for the Terminals (Julia and Erato Street Cruise ship terminals). Respondents are encouraged to outline a proposal for Option 1 and/or Option 2. 4. Schedule: The proposed schedule upon which (a) Respondent will require access to the Premises to perform and install signage and (b) commence operations. 5. Term: Respondent shall propose a term for the Agreement, including any Extension Periods. Page 8 of 9
6. Relevant experience: Respondent shall describe the team s relevant work experience and how such similar work will help to develop and implement a successful advertising campaign. Respondent shall provide a description of past similar projects. 7. Staffing Plan: Respondent shall also identify the staff, including any subcontractors, who will be assigned to the Agreement. Include a description of the Respondent s corporate structure, key management personnel, number of years in operation. 8. Concession Fee: Respondents must provide a minimum guaranteed annual fee and indicate whether the offer includes any variable payments. If so, Respondents shall describe how the variable payments will be calculated. Please include projections of the variable payments if applicable. 9. AS-IS: The Premises are being offered AS-IS. Respondent shall confirm acceptance of the Premises AS-IS and the assumption of maintenance responsibility as part of his/her proposal. 10. Capital Improvements: a fit-out and layout plan, including basic renderings for the Premises, along with a hard and soft cost budget and timeline for design and fit out. The fit-out and layout plan should illustrate how the Premises will be utilized. All submitted drawings should be clearly labeled. Respondents are encouraged to include any additional information regarding proposed accessory equipment to be utilized in the Premises. Respondents are encouraged to integrate environmentally-friendly design and construction practices wherever possible. 11. Maintenance plan: Respondents shall spell out their plan to keep all signage in good repair including the process for addressing damages and/or replacements, and the time frame for such responses. 12. Financial information: Financial statements, including balance sheet and income statement for the most recently completed fiscal year, for each corporation, partnership, or joint venture entity that comprises Respondent, provided that such corporation or partnership be already established and has completed at least one full year of operation. Individual owners and all other corporations, partnerships, or joint ventures for Respondents that are newly formed must provide, as applicable: (1) certified financial statements of net worth for individual owners, principals, members and contributors, and/or (2) financial statements for constituent corporate and partnership owners or control entities with at least one year of operating experience. The Board may conduct a credit check and/or undertake a financial analysis of each Respondent through Dun & Bradstreet and request copies of filed tax returns. 13. References: Names and contact information including both phone number and email address of three (3) references with whom Respondent has done business similar to that proposed under Respondent s proposal. 14. Concession Agreement: It is recommended that you review the Board s draft Agreement (Exhibit C). Only minor proposed revisions will be entertained by the Board. If you do have such proposed revisions, please attach a red line markup of the Agreement. 15. Other: Any other information that Respondent believes useful in the consideration of its proposal. Page 9 of 9