City of Lafayette. Request for Proposals Municipal Airport Fixed Based Operator

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1 City of Lafayette Request for Proposals Municipal Airport Fixed Based Operator NOTICE PROPOSERS The City of Lafayette is seeking an experienced, reliable professional to establish and operate a fullservice fixed base operation on the Lafayette Municipal Airport, located at 1000 Airport Rd., Lafayette, Tennessee. This service would be a focal point of the airport, providing a full complement of aviation services to the flying public, both local and the itinerant visitor to the area. The City of Lafayette requires that said aeronautical services and activities at said Airport shall hereafter be rendered by and engaged in by duly qualified operators so determined by the hereinafter set out standards which are hereby adopted as the Minimum Standards for Fixed Base Operators as follows: SECTION I - A GENERAL FIXED BASE OPERATOR shall be only those individuals, corporations, or firms which are authorized to engage in and furnish the full range or aeronautical activities and services which shall include, as a minimum, the following: o Sale and dispensation of aviation gasoline, fuels and oils. o Aircraft storage consisting of t-hangers and tie-down spaces for aircraft. o Adequate and efficient ramp service during normal business hours and on call as needed. o Capability to perform minor aircraft, engine, and accessory maintenance to include necessary tools and equipment; this service to be performed by FAA licensed and qualified mechanics. o Availability of conveniently located, comfortably heated waiting room for aircrew and passengers, including sanitary restrooms and public telephone. SECTION II - In addition to services required by Section 1, any General Fixed Base Operator may also engage in or provide, at his option, any one combination of the following activities or services: o Flight Training: an optional service desired by the City of Lafayette includes flight training. The selected FBO is encouraged to offer this service to increase flight activity, fuel sales and aircraft maintenance. o Aircraft charter, taxi, and/or ambulance service. o Agricultural dusting and spraying. o Aircraft rental and sales. o Major aircraft, engine, or accessory maintenance. o Any other directly related aviation activity or service for which there may be a demand, subject to approval of airport owner.

2 o Fueling Services: The selected FBO must be capable of providing fueling service to general aviation and scheduled commuter aircraft. Both Jet A and 100 LL are offered at the airport. The FBO must have personnel trained in accordance with FAA recommended certification. SECTION III Minimum Standards Applicable to all Operators. Proposed Terms o All Fixed Base Operators at the Lafayette Municipal Airport shall be full-time, financially sound and progressive business enterprises, with adequately manned and equipped facilities, including office facilities, and who observe normal or specifically required business hours. o All construction required of such operators shall be in accordance with design and construction standards required or established by the City for the facility or activity involved. All Fixed Base Operators shall be required to furnish the City payment and performance bonds commensurate with any construction required under the minimum standards herein fixed or under any contract or lease by and between such operator and the City of Lafayette. o All such operators shall conduct their activities and render their services in a safe, responsible and efficient manner and shall be solely responsible for all of the acts of their agents and/or employees and shall save and hold the Airport and the City of Lafayette, Tennessee, harmless from any act of the Fixed Base Operator s activities. Major terms of any FBO agreement should include the following items: o Shall be designated airport manager and shall be responsible for filing all federal, state and local reports and documents necessary and required to keep the Lafayette Municipal Airport in good standing with regulatory authorities. o Agree to furnish and make available to all persons so requesting all such aeronautical services on a reasonable and equal basis and expressly agrees that all such services and activities shall be furnished on a non-discriminatory basis. o Shall be responsible for obtain at his own expense FBO liability insurance with a single limit of $1,000,000.00; shall include hanger keeper airplane insurance, product liability insurance on fuel and oil, and service liability insurance on maintenance work performed. o Agrees that Lessee shall be responsible for the actions of all its employees and hold the Lessor safe and harmless for any actions of negligence of Lessee s employees engaged in aeronautical activities and services. o Agrees to keep the leased area and premises in a neat and orderly manner, free from offensive or dangerous materials or conditions. o Agrees to assume responsibilities which include: Report needed airport maintenance repairs to city hall for a written service order to be submitted to assigned city s airport maintenance department.

3 Assume water and garbage utility bill expense, services to be established in Lessee s name Assume telephone bill for FBO office Lessee will reserve one tie-down space for Lessor s use at no cost The City of Lafayette agrees at its own expense to maintain and perform the follows: Building repairs Air conditioning and heating repairs Plumbing repairs Electrical repairs Maintaining the buildings, runways, taxes, etc. Replacement of runway lights Maintenance of the airport grounds, including mowing and landscaping Maintain the access road Obtain airport property and building liability insurance Up to $3,000 toward FBO insurance coverage Qualifications: This is a request to submit a proposal based on qualifications and experience in providing FBO services. Firms that have had success in providing these services for cities are strongly encouraged to submit proposals. The City of Lafayette reserves the right to waive any formality in any proposed guaranty, to reject any and all submissions and to negotiate with the top-ranked firm or firms to such extent as may be necessary. Additional Qualifications and Experience: Capitalization of FBO Ability to financially support the operation, pay for the fuel loads in advance, etc. Demonstrated ability to perform tasks outlined in Services Requested. Record of similar programs. Specialized or appropriate expertise. Qualifications/resumes of specific individuals of personnel. Quality of references. Other factors that may be appropriate for the project. Selection process This is a one-step, qualifications based, selection process as authorized within this request. An evaluation committee shall select, in order of preference and based on the criteria established, a ranking of firms in order of preference. The ranking of firms will be based on demonstrated competence and

4 qualifications. Fees, prices, and any other cost information may be considered their discretion, request interviews for a short list of top-ranked firms. If a short list is selected, a contract with the highest rated firm for the required services. The negotiations shall include consideration of compensation and other contract terms and conditions determined to be fair and reasonable. If a satisfactory contract cannot be negotiated with the highest rated firm at a price or on other contract terms negotiations shall be formally terminated. Negotiations would then be started with the next highest rated firm, in sequence, until an agreement is reached or a determination is made to reject. The City is not limited in its proposal evaluation to the criteria noted in the RFP. Rather, the City may choose the proposal that appears to provide the City greatest advantage. It expressly reserves the right to reject any and/or all proposals received. If a proposal is deemed acceptable to the City of Lafayette Airport and Aeronautics Committees, the parties may negotiate a facility Agreement. If the negotiations are successfully concluded, the Lease Agreement will be presented to the Lafayette City Council for consideration. The City Council, in its sole discretion, may approve or reject the proposed Lease Agreement. Their decision is final. All copies of any submissions in response to this request shall be considered the property of the City of Lafayette and shall not be returned to the bidder. Term of proposed Fixed Base Operator agreement to be determined. Timeline Week of August 5, 2013 August 5 August 25, 2013 August 26, 2013, 2:00 p.m. CST August 26, 2013 August 28, 2013 September 3, 2013 Qualification Solicitation advertised Questions and answers with Mayor and Airport Committees Deadline for submittal of qualifications Airport and Aeronautics Committee Meeting Committee Selection Date Council approval Copies of this RFP is available on the City of Lafayette website, Disadvantaged Business Enterprises will be afforded equal opportunity, to respond to this RFP. No person will be discriminated against on the grounds of race, color, religion, sex, national origin, age, or disability in consideration for an award pursuant to this RFP.

5 NOTICE TO FBO PROPOSERS Sealed proposals including proposers name and address will be received by the City of Lafayette, at the office of the City of Lafayette Recorder s Office, 200 East Locust St., Lafayette, TN 37083, the hour 2:00 p.m. CST, on the 26 th day of August, 2013, at which time proposals duly delivered and submitted. Until the final award by the City of Lafayette, said city reserves the right to reject any and/or all proposals, to waive technicalities, to re-advertise, to proceed otherwise when the best interests of the City will be realized hereby. Proposals will be submitted sealed and plainly marked with the date and time of receipt. The City of Lafayette does not discriminate based on race, color or national origin in federal or state sponsored programs, pursuant to Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d).With regard to all aspects of this contract, contractor certifies and warrants it will comply with this policy. FBO Proposer Phone: Address: CITY OF LAFAYETTE CONTRACT MONITORING TDOT requires that sub-recipients maintain records of those ethnic and gender groups who are awarded bids on projects. For Title VI compliance, we ask for voluntary disclosure of the following information: Gender: Male Female Race: Caucasian African American Hispanic American Indian and Alaskan Native Native Hawaiian or other Pacific Islander Other (please specify)