PRE-PROPOSAL CONFERENCE
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1 PRE-PROPOSAL CONFERENCE RFP 1-16-C027 Baggage Handling System (BHS) Operation and Maintenance Services Washington Dulles International Airport March 15, 2016
2 Disclaimer The information contained in this presentation is for informational purposes only. In the event of a discrepancy between the information contained herein and the RFP documents, the RFP documents will take precedence.
3 Summary of Solicitation The Contractor shall provide Baggage Handling System Operation and Maintenance Services at the Main Terminal at Washington Dulles International Airport Performance Period: Three (3) year base period from effective date of contract One (1) Three Year Period Option, with three (3) one (1) year options 100% Performance Bond Minimum Wage Requirements - $13.74 Anticipated start date: November 2016 This will be a combined firm-fixed-unit-price and fixed-unit-price contract Terms and Conditions of the Solicitation are not negotiable in any material way
4 Proposal Requirements Questions Due Before 3:00 PM 03/17/16 Proposals are due on March 31, 2016 by 2:00 PM local time at the address indicated on the solicitation. Price is only one of several criteria upon which proposals will be evaluated. Refer to Section X, Attachment 02, Evaluation Criteria, for documentation required in response to this solicitation.
5 LDBE Participation Requirements This RFP has a 25% Local Disadvantaged Business Enterprise (LDBE) participation requirement. Firms located within a 100-mile radius and whose 3 year average gross receipts, including all affiliates, do not exceed the specified size standards are eligible for consideration For any LDBE/MBE/WBE information, including other LDBE size standards, contact Richard Gordon, Department of Supplier Diversity at
6 Proposal Submissions Part 1 Representation Package Submit an original and one (1) copy of the following documents: Solicitation Offer and Award Page, Section I Representations and Certifications, Section IV Special Provisions, Use of Contract by Other Jurisdictions, Section VI * Failure to extend a contract to any participating Jurisdiction will have no effect on consideration of proposals LDBE Certification Exhibits as applicable: Exhibit A, Voluntary Efforts to Obtain MBE/WBE Participation Exhibit F, LDBE Certification Application or proof of certification Exhibit G, Application for Joint Venture Eligibility Exhibit H, Request for Waiver Exhibit I, LDBE Unavailability Certification
7 Proposal Submissions Part 2 Price Proposal Submit an original and one (1) copy of the following documents: Price Schedule, Section III Contract Participation Form, Exhibit D
8
9 Proposal Submissions Part 3 Technical Proposal Submit an original and Six (6) copies Do not include any reference to price. Submit on typewritten 8 ½ x 11 plain white paper. Assemble in a three ring binder or staple. No other binding methods are acceptable. Do not exceed fifty (50), double-spaced, single sided pages. Exhibits and samples of previous work are not included in the 50-page limit. Address the evaluation criteria in the order they are presented
10 Evaluation Criteria Criterion 1: Past Performance and Prior Experience (Section is limited to 20 pages) Criterion 2. Project Understanding (Section is limited to 10 pages) Criterion 3. Personnel, Organization and Management (Section is limited to 10 pages) Criterion 4. Quality Control (Section limited to 5 pages)
11 On-Line Resources The Pre-Proposal Conference Attendees List and this presentation will be posted to the Airports Authority website: All questions must be submitted through the Airports Authority website by 3:00 PM March 17, 2016 Answers to all questions received will be posted on-line, and all registered Plan Holders will be notified
12 Planholder List
13 Scope of Services Contractor shall provide Baggage Handling Systems in a safe, high quality, reliable and uninterrupted service in accordance with the Statement of Work (SOW) Contractor will be responsible for License, Permits, Background Checks Contractor is responsible for Standards of Conduct Authority will provide Radios, Operations and Maintenance Manuals, On-Site Office Computer and Utilities.
14 Scope of Services (Continued) Contractor will provide operation, maintenance and fault monitoring of the Maintained Systems in their entirety in a manner consistent with the original equipment manufacturer s recommended guidelines. Contractor will be responsible for 24-hour, 7-day-a-week to maintained systems. The Contractor response time to fault conditions shall be 5 minutes. Contractor will provide preventive maintenance, Corrective Maintenance Services, High Level Control Systems Maintenance, CCTV System Maintenance and System Expansion
15 Scope of Services (Continued) Contractor shall provide a qualified and experienced full time on-site Contract Manager, full time non-working Shift Supervisors and qualified and experienced full time Inventory Control Supervisor Contractor will be responsible for the procurement of all tools, parts, supplies, lubricant and any other items required to perform the services defined herein. Communication and Coordination with Airports Authority and Airlines
16 BHS OVERVIEW
17 Main Terminal Layout KIOSK 1 - BHS Constructed in 1996 KIOSK 2 - BHS Constructed in 2002 KIOSK 3 - BHS Constructed in 2002 KIOSK 4 - BHS Constructed in 1996
18 KIOSK 1 WEST BAG BASEMENT Outbound System 5-ticket Counter Lines 1-oversize Line 2-curbside Lines WBB Includes TSA Inline EDS/CBIS/CBRA Automatic Sortation System With ATR`S 2 Manual Encode Station Lines 4 Make-up Devices In WBB Inbound System Contains: 2 Claim Devices And Feed Conveyors (Cd - 13 & Cd - 14)
19 KIOSK 2 & 3 FEED SBB Outbound System 8 Ticket Counter Lines 2 Oversize Lines - 1 Inbound & 1 Outbound 4 Curbside Lines TSA Inline EDS/CBIS/CBRA Automatic Sortation W/ ATR Arrays 2 Manual Encoding Stations 4 Make-up Units Inbound System 4 Baggage Claim Devices (Cd-5 Through Cd-8 ) Associated Feed Conveyors For (Cd5- Cd8)
20 KIOSK 4 OPERATED & MAINTAINED *BY UNITED AIRLINES * NOT A PART OF THIS CONTRACT FOR INFORMATION ONLY East Bag Basement & Annex Sortation Outbound System (United Airlines Maintained) 5 Ticket Counter Lines 2 Curbside Lines TSA Inline EDS/CBIS/CBRA Tilt Tray Distribution System & Annex *INBOUND SYSTEM SUPPORTING KIOSK 4IS IN THE CONTRACT S.O.W. INCLUDES,4 CLAIM DEVICES & FEED CONVEYORS (CD 1 THROUGH CD 4 )
21 INTERNATIONAL ARRIVALS BUILDING INBOUND SYSTEM 6 Direct Lines 6 Baggage Claim Devices ( CD1 - CD6 ) CD1-CD4 Are Normal Size CD5 & CD6 Are Extra Large 2 Re-Check Lines for Transfer Bags
22 OPERATIONAL SERVICES Record Keeping & Work Order Entry Work Force Training & Safety Program Monitoring System Operations QA Analysis And Reporting Inventory Management
23 OPERATIONAL SERVICES PROVIDE DIRECT CUSTOMER SERVICE CORRECTIVE MAINTENANCE PREVENTIVE MAINTENANCE BAG JAM RESOLUTION BAG TUB COLLECTION AND DISTRIBUTION HOUSEKEEPING
24 BHS CONTROL ROOM Monitoring graphic displays, CCTV Monitors & Alarm Screens CRO Work Station In The South Baggage Basement (SBB)
25 HIGH LEVEL CONTROL SYSTEMS MAINTENANCE Section IV BASE SERVICES PART 08 The Contractor shall engage, manage, and be responsible for the performance of a 3 rd party specialist service provider. The 3 rd party provider shall be the same company that was the original (OEM) and programmer Of the system.
26 HIGH LEVEL CONTROL SYSTEMS MAINTENANCE Requirements Of The 3 rd Party Contractor Include: Server Maintenance Software Upgrades Webb-view Operating System Maintenance
27 CONTROL ROOM OPERATOR (CRO) The Control Room must be staffed during all operational hours. The CRO (Control Room Operator) is responsible for monitoring the graphic displays and operating system alarm monitors, answering the trouble phone, dispatching the work force and logging all actions that impact the operation of the BHS. The CRO communicates with airport operations and airline managers when required.
28 TSA INLINE EDS INSTALLED 2012 SBB & 2015 EBB-WBB
29 PROVIDE DIRECT CUSTOMER SERVICES Baggage Tub Management Attend Bhs Meetings Direct Assistance To Carriers (Missing Bags, tracking Issues)
30 MAINTENANCE RESPONSIBILITIES Vertical Sorters Automatic Tag Reader Arrays (ATR)
31 MAINTENANCE RESPONSIBILITIES PM & CORRECTIVE TO PLC RACKS
32 MAINTENANCE RESPONSIBILITIES PM & CORRECTIVE SBB & WBB BHS Servers * 3 RD Party Service Provider UPS
33 MAINTENANCE RESPONSIBILITIES INCLUDES PM & CORRECTIVE MERGES DIVERTERS
34 MAINTENANCE RESPONSIBILITIES PM & CORRECTIVE POWER TURNS FIREDOORS
35 PREVENTIVE MAINTENANCE (PM) TYPICAL TASKS: Load Belt Replacement Roller & Bearing Replacement Gearbox Repairs & Replacement Motor & Clutch Brake Repairs Electrical & Controls Repair PLC Maintenance
36 CORRECTIVE MAINTENANCE (CM) TYPICAL TASKS : Load Belt Replacement Roller & Bearing Replacement Gearbox Repairs & Replacement Motor & Clutch Brake Repairs Electrical & Controls Repairs, Logic Adjustments & PLC Programming
37 BAGGAGE CAROUSELS PM & CORRECTIVE MAINTENANCE MAKE-UP CAROUSELS BASEMENT LEVEL BAG CLAIM DEVICES ARRIVALS LEVEL
38 PM & CORRECTIVE MAINTENANCE CONTINUED MOTORS & GEARBOXES
39 PREVENTIVE & CORRECTIVE MAINTENANCE CONTINUED BAG PUSHERS
40 PREVENTIVE & CORRECTIVE MAINTENANCE CONTINUED MOTOR CONTROL PANELS (MCP)
41 FACILITIES MAINTENANCE MANAGEMENT & CONTROL CMMS - Computerized Maintenance Management System WORK ORDERS Corrective Maintenance Work Orders - (Repair Work) Tracking All Work Orders - (Active, complete, closed, Parts Used) PM SCHEDULER Preventive Work Orders (PM) All Maintenance & Material Control Is Tracked Through FIMS. Initial Training Is Provided By The Authority.
42 PARTS AND MATERIAL MANAGEMENT COST MONITORING Parts & Expendable Supplies - Must Shop & Compare Products/Pricing From Multiple Vendors Whenever Possible INVENTORY & COST CONTROL Maintain the Supply of Critical Spare Parts, General Spare Parts, Tracking & Storage of Material MONITORING ALL CM & PM WORK ORDERS Assure That Work Orders Have All Parts Used Listed on W/O
43 QA ANALYSIS & REPORTING The Service Contractor Shall Establish & Maintain a Well Documented Quality Assurance (QA) Program BHS System Availability (Up Time) Of 99% or Greater The Contractor will Run Reports and Analyze Data to Improve BHS Efficiency at a Minimum as Listed in the SOW Under Section (IX- 02 Part A) The Contractor will Assist the Authority with Trend Analysis, Failure & Root Cause, & Cost VS Benefit Analysis
44 RECORD KEEPING & WORK ORDER ENTRY Daily Logs (Hand Written) Work Order Entry Into The System & Closeout Completed Work Orders General Filing & Preparation Of Reports
45 AUTHORITY FURNISHED SPACE & EQUIPMENT THE FOLLOWING SPACE IS PROVIDED BY THE AUTHORITY BHS Control Room in the SBB, Contractor Site Manager`s Office Located in BHS Control Room & a Maintenance Shop Located in SBB WBB Office, Three (3) Parts Storage Areas/Rooms One (1) in WBB & Two (2) in IAB Basement
46 AUTHORITY FURNISHED SPACE & EQUIPMENT PARTIAL LISTING OF PROVIDED EQUIPMENT BHS Operating System Control Servers For SBB & WBB Located in SBB Graphics Displays, CCTV & Alarm System MONITORS 2 Multi-line Phones In BHS Control Room 1 For CRO & 1 For The Sub-contractor. Additionally - 2 Multi-line Phones In Supervisor Office Two Way Radio System Multiple ~ 20 Portable Radios & Chargers Several Desktop Computers, Printers, and Scanner 47
47 WORKFORCE TRAINING & SAFETY PROGRAM THE O&M CONTRACTOR IS REQUIRED TO ESTABLISH AND MAINTAIN A VERY QUALIFIED & WELL TRAINED WORK FORCE Experienced Operators (CRO), BHS Conveyor Mechanics, Jam Runners, Manual Encode Operators & Particularly PLC/Control S/ Electricians On The Job Training Should be Continuous for Both New Hires and Seasoned Employees. THE SERVICE CONTRACTOR SHALL DEVELOP & MAINTAIN A WELL DOCUMENTED SAFETY PROGRAM Hold Periodic Safety Meetings & Keep Records Of Incidents, Meeting Attendees And Current Safety Issues
48 AUTHORITY BAGGAGE OFFICE Inside the Control Room in the SBB is the Baggage Manager`s Office. This Space is Provided for the Service Contractor`s onsite Management Staff.
49 WBB OFFICE & PARTS STORAGE WBB BHS OFFICE WBB PARTS STORAGE
50 MAINTENANCE SHOP & TOOL ROOM The BHS Maintenance Shop & Tool Room is Located Adjacent to the Baggage System Control Room in the SBB. Included in the Shop are Testing and Training Benches for Conveyor Components, Storage for Lubricants and Expendable Parts & Material Bins.
51 MANUAL ENCODE STATIONS STAFFED WHENEVER THE BHS IS OPERATING ROUTING UNREAD BAGS TO CARRIER ASSIGNED MAKE-UPS
52 HOUSE KEEPING OFFICE AREAS (AUTHORITY CUSTODIAL SERVICES) SHOP AREAS (CONTRACTOR RESPONSIBILITY) OILY RAGS, WASTE OIL, & SCRAP MATERIALS (CONTRACTOR) CATWALKS & ACCESS PLATFORMS (CONTRACTOR) BAGGAGE DEBRIS UNDER CONVEYORS (CONTRACTOR) TRASH CANS IN OFFICES & SHOP AREAS (AUTHORITY )
53 MANLIFT The Contractor will be Required to Access Multiple Areas Defined in this Contract to Perform Duties Where Catwalk Have Been Removed. THE AUTHORITY WILL NOT PROVIDE MANLIFT TO CONTRACTOR FOR THIS SOLICITATION.
November 2010 PREPARED BY: For:
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