Ground Transportation Management Services

Transcription

1 ONE (1) HARDCOPY ORIGINAL AND ONE (1) ELECTRONIC COPY FLASH DRIVE MUST BE SUBMITTED REQUEST FOR INFORMATION - RFI #PGT Ground Transportation Management Services Department of Ground Transportation November 12, 2018 at 2:00 p.m. local time Company Name Response Submitted By: Street Address City State Zip Contact Person DBP (Diversity Business Partner)? Yes No Phone No. Address: Web Site Address:

2 Request for Information (RFI) Ground Transportation Management Services #PGT Sealed responses will be received by the Authority at its offices located at 4600 International Gateway, Authority Administration offices, Baggage Claim Level, John Glenn Columbus International Airport Terminal, Columbus, Ohio until November 12, 2018 at 2:00 PM Eastern Standard Time, for Ground Transportation Management Services #PGT The Request for Information document is posted on Authority website and may be printed from the website. Please note that any addenda issued will be posted to the Authority website ONLY. Respondents are responsible for obtaining addenda. Responses shall conform to the Request for Information document requirements. In addition, the entire request for information documentation and addenda are hereby incorporated by reference. Note: All responses shall be received as one hard copy with one electronic flash drive* in a sealed envelope that is marked as: CRAA ATTN: OFFICE OF CONTRACTS AND PROCUREMENT C/O ADMINISTRATIVE OFFICE 4600 INTERNATIONAL GATEWAY COLUMBUS, OH REQUEST FOR INFORMATION FOR: RFI#PGT GROUND TRANSPORTATION MANAGEMENT SERVICES DUE: November 12, 2018 at 2:00 PM *NO facsimile, , or other form of response is acceptable to the Authority. Questions regarding the Request for Information shall be directed in writing to Office of Contracts & Procurement at craaprocurement@columbusairports.com or fax The cut-off date for all questions is November 5, 2018 at 10:00 AM local time. Questions received after this date and time will not be answered. SCHEDULE OF KEY MILESTONE EVENTS DATES October 29, 2018 November 5, 2018 at 10:00 AM November 12, 2018 at 2:00 PM November 19, 2018 December 1, 2018 DESCRIPTIONS POSTING DATE QUESTIONS CUTOFF DATE RESPONSES DUE PRESENTATIONS IF REQUIRED* RFI PROCESS COMPLETE* *DATES SUBJECT TO CHANGE Form Revised 1/10/2018 Page 2 of 11

3 Request for Information (RFI) Ground Transportation Management Services #PGT INFORMATION FOR RESPONDENTS: REQUIREMENTS AND CONDITIONS 1. Response to RFI Responses to this RFI are being used by the Columbus Regional Airport Authority ( CRAA ) to gather information about Ground Transportation Management Services. 2. CRAA Intent It is not CRAA s intent to award a contract based on this RFI. However, CRAA reserves the right, at its sole discretion, to request additional information and to request demonstrations or presentations. CRAA anticipates that the information collected will be used to develop a competitive solicitation for the desired management of ground transportation services. However, CRAA is not bound to using the information in that manner. 3. Quality of Responses Well-organized and concise responses are encouraged in order to facilitate CRAA s assessment. Responses must follow the same order as the RFI document and utilize the same section numbering system presented in Section 7.0 of the Requirements. 4. Product and Service Availability CRAA expects that the system and services described in response to the RFI are available as of the date that the responses are due. Respondents must explain any exception. 5. Provider s Expectation of CRAA Respondents shall define the nature and scope of all services expected to be provided by CRAA for the successful implementation of the management services for ground transportation operation proposed. Form Revised 1/10/2018 Page 4 of 11

4 REQUIREMENTS TABLE OF CONTENTS SECTION/DESCRIPTION PAGE 1.0 Scope and Classification Background Information Service Needs Submittal Requirements... 7 Appendix A: TAXI ACTIVITY Form Revised 1/10/2018 Page 5 of 11

5 1.0 SCOPE AND CLASSIFICATION The Columbus Regional Airport Authority hereafter referred to as the Authority or CRAA intends to gather information about Ground Transportation Management Services. 2.0 BACKGROUND INFORMATION The current Concession agreement for Taxi Management is anticipated to be replaced with a Management Agreement. The Columbus Regional Airport Authority is pursuing to fulfill the taxi requirements with Ground Transportation Management Services for the taxi and TNC (Transportation Network Company) operation at John Glenn Columbus International Airport and Rickenbacker International Airport. 3.0 SERVICE NEEDS 1. Operating 24 hours per day, 7 days per week, 365 days per year. 2. Providing sufficient staffing for adequate and effective management 3. Monitoring of all operations, including friendly and helpful customer service to Airport customers. 4. Providing a dedicated, full-time Manager. 5. Providing all operating supplies required for the provision of the Services (e.g., tickets, office supplies and the like). 6. Outfitting employees in uniforms that are approved by Authority. 7. Maintaining a permitting system for registering taxi drivers consistent with the Authority s Taxi Rules and Operating Procedures. 8. Conducting criminal background checks and administering a drug testing program for all new employees prior to their assignment to the Services. 9. Confirming driving eligibility of each employee of the Services with driving responsibilities, at least annually. 10. Daily reconciliation for all taxi revenue. 11. Daily deposit of all taxi revenue (cash and credit card) into Authority s account. Credit card fees shall be an expense of the Services. 12. Adherence to operating policies and procedures for ensuring compliance with all Payment Card Industry (PCI) standards and regulations and the like for credit card processing. 13. Adherence to operating policies and procedures for ensuring compliance with all Personally Identifiable Information (PII) standards and regulations and the like for customer information. 14. Preparation of required reports, including monthly revenue and expense reporting and variance to budget. Form Revised 1/10/2018 Page 6 of 11

6 15. Preparation of Proposed Annual Operating Budgets for each contract year. 16. Routine repair and maintenance of any revenue control equipment. 17. Maintaining all required insurance coverages as specified in this RFI. 18. Operator shall be solely liable and responsible for any and all property damage and/or personal injury liability arising from any accident and/or damage claims for equipment in its care, custody and control, and injury to its employees. 19. Regular and frequent coordination with the Authority (including attendance at meetings) to assure the provision of the highest quality ground transportation management service. 20. Adherence to the operating procedures and level of service standards that may be established by Authority. 4.0 SUBMITTAL REQUIREMENTS 4.1 Submission of Response and Copies. One hard copy and one electronic copy on a flash drive. 4.2 Response Instructions. RFI responses are to be organized and submitted in accordance with the instructions in this section. Responses should be organized into tabbed sections. 4.3 Transmittal Letter. A Transmittal Letter on the respondent s letterhead shall be submitted in this tabbed section and include but not be limited to the following information: The names of individuals involved in the preparation of the response and their relationship to the company. Also the name, address, and telephone number of the individual to which inquiries relating to the response should be directed A statement that the respondent s response (including the resources represented therein) is valid for one hundred eighty (180) days A statement affirming compliance with the Columbus Regional Airport Authority s terms and conditions A statement indicating that this entire Request for Proposal document is included in the respondent s response by reference Identify all material enclosures submitted in response to this RFP The signature of a person authorized to legally bind the supplier to the extent of work and financial obligation included in the proposal. 4.4 Operations Plan (Evaluation criteria 4.1) Proponents shall include their proposed Operating Plan for the management of the open taxi system, oversight of the TNC operation, and staffing of customer service personnel at the ground transportation kiosk, which is consistent with the requirements of the RFP and the DRAFT Contract. Form Revised 1/10/2018 Page 7 of 11

7 Items to be addressed shall include: Description of Proponent s approach to managing the open taxi system, including issuing permits to independent taxi operators, collecting trip fee revenues from the same, and enforcing the Authority s Taxi Rules and Operating Procedures through regular inspections and random audits. Proponent should additionally include a description of their approach to monitoring the TNC operation to assist customers and to audit TNC-submitted reports against real-world observations Description of Proponent s approach to staffing for operations. A Staffing Plan with position titles, the number of personnel by position, and the hourly wage range by position shall be provided. A proposed typical Weekly Schedule for operations shall also be provided. This Plan and Schedule must be generally consistent with the budget forms required pursuant to Section 3.0 of Exhibit 1 to the Professional Services Master Agreement (PSMA) and Section 5.0(G) of the Technical Specifications of this RFP Detailed descriptions of each of the cost elements (i.e., FICA, FUTA, SUTA, workers compensation, and the like) that comprise the mandatory elements of Operator s cost of labor Detailed descriptions of each employee benefit cost element (i.e., medical, dental, vision, life, retirement, profit sharing, and the like) that comprise Proponent s cost of employee benefits A description and photographs (if available) of the uniforms proposed for managers and line employees. Note: Uniforms shall be approved by Authority in advance of commencement of operations Procedures for the sourcing and provision of back-up and flex labor, including its location and capability Procedures for the provision of Additional Services, including any proposed subcontracting Collection, reconciliation and remitting of Revenue Preparation and submittal of Monthly Reports, including monthly reporting of Revenue and Operating Expenses, and variances to budget Preparation and submittal of the Annual Operating Budget Banking Arrangements Insurance, including the name, address and telephone number of the insurance carrier Procedures for handling customer complaints, including the manner in which complaints will be addressed and the maximum time in which complaints will be settled with patrons Customer service policies and procedures. Form Revised 1/10/2018 Page 8 of 11

8 Cost Containment Procedures Ideas for revenue and service enhancements Corporate support, including training to be provided, the location of the regional office which will oversee the Contract, and 24 hour/365 day emergency corporate contact phone numbers Procedures for providing maintenance and custodial services to the taxi facility. 4.6 Transition Plan. Each proponent shall submit a transition plan describing its methodology for its proposed start-up of operations. The proponent shall provide a detailed schedule with its key milestones and dates each milestone shall be complete. Show the time required for hiring and training of employees, coordination with uniforms, keys, airport familiarization, etc. 4.7 Industry Experience and Qualifications (Evaluation Criteria 4.3) The proponent will demonstrate that it and the proposed daily management team have active, satisfactory experience with, and responsibility for providing long-term staffing needs to employers of comparable size to the Authority. Proponents must demonstrate that they have had at least five (5) years experience in providing these services and that they specialize in staffing management. The proponent should specifically show that its proposed management and other staff personnel are fully capable and qualified to handle the duties and responsibilities of an operation of the size and complexity of the ground transportation operation at an Airport facility the size and complexity of John Glenn and Rickenbacker International Airports. Proponent may additionally demonstrate its abilities by showing they have provided similar staffing solutions to other industries. The proponent shall clearly state how the duration and extent of the proponent s experience and qualifications qualify the proponent to operate a business the size and magnitude of the Agreement to be awarded Indicate the location, address, phone number and person to contact at the proponent's best long-term staffing location, which is most similar to the Airport. Include photographs, plans or renderings with a descriptive outline of the best location and cost of operations for the most recent fiscal year, the dates of continuous operation, and why this location and operation are best The proponent will identify up to ten (10) other locations, for which it is currently providing, or has provided within the last five (5) years, staffing solutions. Provide the (i) name and current telephone number of a reference for each facility; (ii) the dates of the beginning and the end of the term of the agreement; (iii) a description of the service and scope of services provided at each; and (iv) type of agreement, e.g., management, fixed rate per hour. The aforementioned entities may be contacted by the Authority to obtain information regarding the proponent s operation and performance, including, but not limited to, the effectiveness and quality of operation, effectiveness of staff, customer complaint record, financial status, and overall satisfaction with performance. 4.8 Management, Personnel, and Customer Service Plans. Describe the management and policies and practices that the proponent would incorporate in the operation of the ground transportation operation at the Airports. Describe the management Form Revised 1/10/2018 Page 9 of 11

9 individual(s) who will be the point of contact and coordination with the Authority. Describe any specialized skills or training that the proponent has that highlights their ability to manage staff in an effective, efficient manner. Describe methods for locating staff to fill vacancies when needed Provide the name, address, and a complete resume of the qualifications and experience of any on-site Ground Transportation Staffing Manager along with his/her relevant experience, and scope of responsibility. The selected proponent s manager shall also be interviewed by Authority staff prior to the execution of the Agreement to be awarded. If the Authority determines to conduct interviews of the respondents, the Ground Transportation Staffing Manager, if one is proposed, shall lead seventy-five percent (75%) of the interview on behalf of the proponent Submit a detailed organizational chart for the proposed Airport operation showing the various positions and authority relative to the proponent's overall parent and/or subcontractor organizations. In addition, each proponent shall submit a chart of the proponent and its corporate relationships, including any parent, subsidiary and related entities. Proponent shall state the actual name of the entity that the Authority will be contracting with and will explain how it relates to any parent organizations Submit staffing charts and tables showing the proposed number of and schedule for management and non-supervisory personnel, to manage and operate the operation for twenty-four (24) hours a day, seven (7) days a week, 365 days a year, including provisions for peak periods. This information should clearly identify staffing levels by job classification and location, by full and part-time positions by shift, and should indicate the total number and positions of personnel on-site for all shifts proposed. Each proponent must include an explanation of how it will provide for backup staffing, handle employee breaks and manage shift changes. The proponent must demonstrate that Facilities will be adequately staffed to provide a high quality service to the traveling public Submit: A listing of the proposed salary ranges for management and nonmanagement job classifications that are included in the Contractor s Fee A comprehensive description of the proponent's policies on recruiting, compensation and benefits, employee incentive programs and expected costs and benefits Disciplinary procedures and dismissal Employee incentive programs Employee retention and development Organized labor experience A detailed description of the type and duration of proposed training programs for all positions to enhance job performance and promotion Proposed management and employee training pertaining to customer service including employee training for handling customers and training to assist patrons who are not familiar with the Airport A description of the proponent s approach to ensure consistent customer service to the ground transportation patrons. Form Revised 1/10/2018 Page 10 of 11

10 4.9 Financial Ability to Perform. The references to be provided shall include: At least one (1) current bank reference, including the name of the bank, the name of a bank officer familiar with the Proponent relationship, and the telephone number and address of the bank officer At least three (3) references for which Proponent is currently providing services similar to those required by this RFP. Contact information must include the name and title of the person most familiar with the operational and financial performance of the Proponent and the telephone number, fax number, and address of the reference contact. Form Revised 1/10/2018 Page 11 of 11

11 APPENDIX A: TAXI ACTIVITY Taxi Activity JAN 14,574 14,573 14,651 12,154 12,789 FEB 14,676 15,429 12,869 13,029 10,884 MAR 16,411 17,264 17,539 15,573 14,134 APR 15,606 14,214 15,231 14,955 11,899 MAY 15,113 15,362 15,165 15,945 15,213 JUN 15,606 17,150 16,920 16,064 13,081 JUL 16,045 15,808 15,008 15,927 12,504 AUG 14,798 13,532 14,943 15,783 12,101 SEP 16,606 15,914 13,881 16,226 13,060 OCT 18,546 16,912 16,969 17,167 14,787 NOV 14,481 13,644 14,567 15,275 10,071 DEC 13,861 10,852 10,566 10,217 7,203 Total 186, , , , ,726 Form Revised 1/10/2018 Page 12 of 11