Dallas/Fort Worth International Airport Presentation Title

Dallas/Fort Worth International Airport
Energy, Transportation & Asset Management (ETAM)
Department
Solicitation No. 7006284
Baggage Handling Systems Consultancy and Technical
Advisory
Pre-Bid Conference
Tuesday, November 3, 2015
2:00 p.m. (CTS)
Airport Wide Window Cleaning Services Pre-Bid Conference Agenda
Agenda Item
Conference Begins, Welcoming Remarks –Matt McMahon, Contracts Manager
Business Diversity and Development Department-Bennie Miller, BDD Business Specialist
Procurement & Materials Management Department – Ron Duncan, Contract Manager and Kelly Cleveland, Contract
Administrator
Risk Management Department – Patrice Hall
Review Bid Specifications – Matt McMahon, Contracts Manager and Marcella Toomey, Elec Baggage Handling
Manager
Questions & Answer Session
2
D/S/M/WBE Business Diversity Programs
Bennie Miller, Jr., BDD Business Specialist
3
Small Business Enterprise (SBE) Program
SBE Program
• Construction
Services (under $1M)
• Professional
Services
• Non-Professional
Services
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Small Business Enterprise (SBE)
•Business size based on the Small Business
Administration (SBA) size standards; or
•Annual business revenues averaged over three
years
•No personal net worth statement required
Solicitation Goal: 10% SBE Goal
Goal is a percentage of contract value and not a
subcontracting goal.
Key SBE Program Requirements
Certification
SBE certificates are due at time of
bid/proposal submission
Good Faith Efforts
Stringent documentation requirements due at
time of bid/proposal submission
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Relevant Market Area
North TX Commission 12 county area including
Dallas, Tarrant, Collin, Delta, Denton, Ellis,
Hunt, Johnson, Kaufman, Parker, Rockwall &
Wise counties.
Compliance, Enforcement &
Sanctions
greater accountability of Primes to meet
commitments
Counting SBE Participation
In order to count the participation of a certified SBE firm(s), the SBE must have a
place of business inside the Airport’s Relevant Market Area.
Place of Business is defined as an 'establishment' independently and distinctly owned,
where business is conducted, goods are made or stored or processed or where services are
rendered.
Not acceptable: P.O. Box or virtual offices and staffing services.
SBE participation can be counted at the Prime and/or subcontractor levels.
SBE Primes can count their self-performance toward meeting the SBE goal, but
only for the scope of work and at the percentage level they will self-perform.
A DBE-certified firm can be counted towards the SBE goal
DFW Airport encourages diversity in terms of business disciplines as well as
ethnicity and gender among proposing teams.
SBE Certification
• If claiming SBE credit, SBE firms must be
certified by an approved certification agency at
the time of proposal submission.
• SBE certificates must be included with the
proposal submission for credit.
• State of Texas HUB, MBE, WBE and out of
state certificates are not acceptable.
• Certificates must be current and not expired.
• Commodity codes noted on certificate must be
relevant to proposed services.
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Certification
Agencies
Commitment to SBE Participation Form
Identify
commitment to
meeting and/or
exceeding the
SBE goal.
Preliminary Schedule of Subcontractors (PSS)
Identify all
subcontractors,
certification
status, scope of
work, percentage
and dollar
commitment for
each.
Intent to Perform Contract as an SBE Subcontractor
Form represents a
commitment by the
Prime Contractor that
if it is awarded the
Contract, it will enter
into a subcontract with
the SBE for the work
described on the form.
Both Prime and sub
must sign the form.
Good Faith Effort (GFE) Plan
• GFE Plan required only if the SBE
goal is not achieved.
• Factors taken into account when
assessing a good faith effort
response.
• Submittal of the list without proper
support documentation will deem the
GFE non-responsive.
Common Proposal Submission Errors
Failure to respond to all RFB Evaluation Criteria questions.
Failure to sign all required documents.
Failure to submit required SBE certificates for all identified SBE firms.
Failure to submit correct SBE certificates; instead submitted a HUB, WBE or
MBE certificate.
Failure to submit a current SBE certificate; instead submitted an SBE
certificate with expired dates.
Failure to propose with SBE firms that have a place of business within the
Airports Relevant Market Area.
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Identifying Prospective SBE Partners



Pre-Bid Meeting
Pre-Bid Meeting Sign-In Sheet
DFW D/S/M/WBE Online Directory:
www.dfw.diversitysoftware.com
Minority Chambers
Advocacy Organizations
Certification Agencies
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Contact Us
Bennie Miller, Business Diversity Specialist
bmiller@dfwairport.com
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Procurement & Materials Mgmt.. Department
Solicitation Process Highlights
Ron Duncan, Contract Manager
Kelly Cleveland, Contract Administrator
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Procurement & Materials Mgmt.. Department
Bid Solicitation Process Highlights
DFW Airport’s Procurement Process Managed In Accordance With Texas Government
Code, Chapter 252 and Code 2254.
Solicitation Document Includes:
• Proposal Instructions and Requirements
• General Requirements and Provisions (Terms, Insurance, SBE, Etc.)
• Proposal Response Forms
• Proposal Pricing Forms and Instructions
• three (3)-year term with options to renew for two (2) additional one (1) year periods.
• SBE Requirements
•
10% goal
• Date, Time, And Place Bids Are Due
•
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Tuesday, November 24, 2015 at 2:00 pm (Central Time)
Procurement & Materials Mgmt. Department
Bid Solicitation Process Highlights (cont.)
Proposals are evaluated by a cross-functional team of Board
representatives based on the following:
•
Qualifications
•
Pricing
•
Evaluation Criteria section of the Solicitation
Evaluation Team recommends Contract Award(s) To Senior Management
Board Approval Is Requested At The Next Regular Board Of Directors Meeting,
Which Occurs First Thursday Of Each Month
Once the Contract is executed, the Full Notice to Proceed (NTP), along
with the Executed Contract is issued.
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Procurement & Materials Mgmt.. Department
Solicitation Process Highlights (cont..)
Proposal Response Forms:
Proposal/Bid Pricing Form
Ensure completeness; review figures
Insurance Review Verification
Verify with your carrier that your policy complies with the insurance coverage required
Organizational Summary Information
Complete Items 1 – 4 ; item 5 is optional
Work Force Composition Form
Equal Employment Opportunity (EEO) report can substitute
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Procurement & Materials Mgmt.. Department
Solicitation Process Highlights (cont..)
Proposal Response Forms:
Insurance Affidavit
Ensures the firm has the necessary insurance coverage or can obtain the
coverage.
Business Disclosure Form
Entity ownership form; percentage of each owner must be disclosed.
Failure to properly complete and submit this form with the proposal may cause
the proposal to be considered non-responsive.
Proposal Endorsement Form
Ensure the proposal submitter is authorized to obligate the firm to a binding
agreement with the Airport.
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Procurement & Materials Mgmt. Department
Bid Solicitation Process Highlights (cont.)
Proposals Received On The Date And Time Specified In The Solicitation.
• Late Proposals not Accepted
• Proposals will not be publicly opened and read aloud
Find Out In Advance Exactly Where Documents Must Be Delivered And Make Sure Documents
Arrive Well In Advance Of The Due Date/Time
Proposals must be delivered at:
DFW Airport Headquarters
2400 Aviation Place, 1st Floor
Procurement & Materials Management Department
DFW Airport, Texas 76261
“Mail” Or “Fed Ex” Delays, Or “Traffic Accidents On I-635” Are Not Valid Excuses - You Will Be
Disqualified
If You Don’t Understand, Or It Does Not Make Sense, Submit Written Questions To The
Contract Administrator
•
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Deadline for Questions: Monday, November 9, 2015 at 10:00 A.M. (Central Time)
Procurement & Materials Mgmt. Department
Bid Solicitation Process Highlights (cont.)
Follow All Bid Preparation Instructions
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•
Double Check To Make Sure All Forms Are Correctly Completed
•
Make Sure All Required Documentation Is Submitted
•
Respond To What The Bid Requests
•
Extend All Unit Prices, Double-check All Figures
Risk Management Department
Standard Insurance Coverage
General Coverage
Workers’ Compensation
•
•
•
•
•
Statutory Limits
Employer’s Liability :
$500,000 Per Accident
$500,000 Each Disease, Each Employee
$500,000 Each Disease Policy Limit
Comprehensive General Liability (CGL)
• Minimum Required Limits
•
•
$1,000,000 Per Occurrence
$2,000,000 Policy Aggregate
(per location or per project)
Business Automobile Liability
• $500,000 Combined Single Limit
• All Owned, Hired And Non-owned Vehicles
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Risk Management Department
Standard Insurance Coverage
• Excess / Umbrella Liability
$10,000,000
• Coverage must apply in excess of all required primary Liability insurance,
and must be at least as broad as the underlying Liability insurance.
• This coverage limit may be satisfied by adding the amounts of CGL and
Excess/Umbrella Liability to arrive at the total for Excess/Umbrella coverage
stated above. The same would be applicable for Business Auto Liability and
Excess/Umbrella Liability to arrive the total for Excess/Umbrella coverage
stated above.
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Risk Management Department
Additional Insurance Requirements (cont.)
Additional Insured Endorsement
• Provision Refers To The Board Of Directors Of The DFW International Airport Board, The
Board’s Officers, Directors, Agents And Employees, Its’ Designated And/Or Authorized
Representatives And The Cities Of Dallas, Texas And Fort Worth, Texas
Waiver Of Subrogation
• Insurers Shall Have No Right Of Recovery Or Subrogation Against The Board Or Other
Parties Listed Above
Indemnification And Hold Harmless
• Contractor Covets And Agrees To Fully Indemnify And Hold Harmless The Parties Listed
Above
A.M. Best Rating
• Authorized By The Texas State Board Of Insurance
• Minimum Rating Of “A-” “VII”
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Risk Management Department
Contractor Responsibility
Should This Contract Require The Use Of Subcontractors, It Will Be The Sole
Responsibility Of The General Contractor To Either Require Subcontractors To Provide
And Maintain The Insurance Coverage Required Herein Or Provide Said Insurance
Coverage For The Subcontractor By Designating The Subcontractor As An Additional
Insured Either By A Blanket Additional Insured Endorsement, Or By Specific
Endorsement. The Contractor Shall Verify That Such Subcontractors Are In Compliance
With All Contractual Insurance Requirements. The Prime Contractor Assumes All
Liability For Those Subcontractors Who Do Not Meet The Insurance Requirements.
Access To The Air Operations Area Will Not Be Granted Without Verification Of
Insurance Coverage.
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Review Badging Requirements
Matt McMahon, Contracts Manager
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Department of Public Safety
Access Control Office
BADGING REQUIREMENTS
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Access Control Office
Determining the Level of Access Needed
SECURITY IDENTIFICATION DISPLAY AREA (SIDA)
BADGE (BLUE, RED & YELLOW)
Provides unescorted access
SIDA
Ramp
Air Operations Area (AOA)
Contractor employees will be required to obtain a Blue SIDA Badge.
Security and Background Check
Identification
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Access Control Office
Access/Security Application
DFW AIRPORT ACCESS BADGE APPLICATION
SIDA
EMPLOYEE SECTION
Must be completed by applicant with original signatures
and dates
EMPLOYER SECTION
Must be signed by Duly Authorized Agent of the company
New companies should register with the Access Control
Office by sending an email to aco@dfwairport.com
SPONSORSHIP
DFW representative signature granting/authorizing
issuance of badge and access to be programmed on
badge
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Access Control Office
Access/Security Application (cont.)
BASIC INSTRUCTIONS
Do not fold application
Complete online
• Can print legibly using black or dark blue ink
Correction tapes/fluids are prohibited
All three sections must be under original signature, no stamps
Applications must be presented to ACO within 30 days from the date
of the authorized badge sponsor (DFW representative) signature
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Access Control Office
Starting the Fingerprinting Process
FINGERPRINTING
Applicants arrive with approved application and proof of identity and employment
authorization documents from the List Of Acceptable Documents
• Documents from List A establish both identity and employment authorization
• Documents from List B establish identity only
• Documents from List C establish employment authorization only
• Applicants must also have a document to validate the street address listed on the
application if one of the documents from the List Of Acceptable Documents does not
contain current street address
ACO staff authenticate proof of identity and employment authorization documents
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Access Control Office
Security Training Requirements
APPLICANTS APPLYING FOR SIDA BADGE REQUIRED TO SUCCESSFULLY COMPLETE
SECURITY TRAINING AND RAMP SAFETY TRAINING BEFORE BADGE ISSUANCE
Applicants will receive SIDA and Ramp Safety Pocket Guides when fingerprinted for study
purposes
Applicants take training after they have met the Criminal History Records Check (CHRC)
and Security Threat Assessment (STA) Requirements
Applicants may take training on 3 separate occasions within 30 days following CHRC or
STA approval date, whichever is later date
• Applicants can complete SIDA Training course 3 times on each separate occasion
• Web-based training is taken in the ACO
• Computers are first come, first served
• Monday thru Thursday – applicants must arrive prior to 4:00 pm
• Friday – applicants must arrive prior to 10:00 am
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Access Control Office
Starting the Fingerprinting Process (cont.)
FINGERPRINT APPLICATION
Contained within the badge application
• Lists 28 disqualifying crimes
Advises employee of their responsibility to self-disclose any arrests/convictions
received while possessing security access privileges
with DFW Airport
Fees must be paid on the first visit to the ACO
• $116 new badge (includes fingerprinting service)
• $66 Badge Renewal (within 30 days of expiration)
• $116 (not within 30 days of expiration)
Fees may be paid with a corporate credit card on file in the ACO or the applicant will
be required to pay with a personal credit or debit card
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Access Control Office
Completing the Criminal History Records Check Process
NOTIFICATION
Email sent to address listed in Employer Section to notify company that applicant is cleared
and may return for training
• Positive CHRC results resolved by Department of Public Safety Police Officer
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Access Control Office
The Badging Process
APPLICANTS ARRIVE AT THE ACO
WITH PROOF OF IDENTITY AND PROOF
OF EMPLOYMENT AUTHORIZATION DOCUMENTS FROM THE LIST OF ACCEPTABLE
DOCUMENTS
ACO STAFF AUTHENTICATE IDENTITY AND EMPLOYMENT AUTHORIZATION DOCUMENTS, ENSURE
SIDA APPLICANTS HAVE PASSED SECURITY TRAINING, PHOTOGRAPH THE APPLICANT AND ISSUE THE
BADGE
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Access Control Office
AOA Vehicle Permits
APPLICATIONS REQUIRE SPONSORSHIP BY AN AUTHORIZED DFW REPRESENTATIVE
PROOF
OF INSURANCE MUST BE ATTACHED TO THE APPLICATION
INSURANCE REQUIREMENTS LISTED ON THE ACO’S
FEE FOR AOA PERMITS IS $50
ACO
PLEASE ALLOW AT LEAST 2
ISSUE THE PERMIT
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WEB-SITE AT WWW.DFWAIRPORT.COM/BADGE
PER PERMIT PAYABLE BY CREDIT CARD ON THE FIRST VISIT TO THE
BUSINESS DAYS FOR THE ACO TO PROCESS THE APPLICATION AND
Access Control Office
Access Control Office Business Sector
ACO LOCATION
Terminal D, Departure Level
Room D22L352
• Public side of Departure Level, just south of the center checkpoint and the
Grand Hyatt Hotel
ACO HOURS OF OPERATION
Monday - Thursday:
7:00am-6:00pm
Friday:
7:00am-Noon
ACO CONTACT INFORMATION
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Phone:
972 973 5100
Fax:
972 973 5113
Email:
aco@dfwairport.com
Review of Scope of Work
Matt McMahon, Contracts Manager and Marcella Toomey, Elec Baggage Handling Manager
The Dallas Fort Worth (DFW) International Airport Board is seeking the services of a
qualified firm to provide Professional Baggage Handling System (BHS) Support Services
for Terminals B, D, & E. This service will primarily be focused on the ongoing effort to
address operational and maintenance issues as they occur and evolve. A secondary
focus of the service may include the assessment of existing systems and components
including hardware and software; recommendations for improvements; review,
assessment and development of maintenance and renewal plans as needed to ensure
that the BHS are operating effectively and are capable of meeting Airlines needs in a
safe environment.
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Terminal E – Lower Level
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Terminal E – Upper Level
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Terminal B – Upper Level
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Terminal B – Lower Level
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Pre-Bid Conference for Sol. No. 7006284
Question and Answer Opportunity
?
45