The City of Dayton has received questions relating to our RFP No JL.

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Lynette Anderson
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1 TO: Proposers on RFP No.16071JL FROM: City of Dayton, Ohio Division of Purchasing SUBJECT: ADDENDUM 2 - Questions and Answers for above RFP The City of Dayton has received questions relating to our RFP No JL. The following are the questions with answers for this RFP. Please consider this document in preparation of your proposal response. In the answers of these questions the City of Dayton shall be noted as City. To ensure the integrity of the proposal process, a signed copy of this proposal addendum notice shall be included with your company s response to this document. (Print Name) (Date) (Signature) (Company Name) Sincerely, JL Javon S. Lewis, CPPB Buyer 1 City of Dayton s RFP No JL Addendum 2

CITY OF DAYTON REQUEST FOR PROPOSAL (RFP) NO. 16

2 CITY OF DAYTON REQUEST FOR PROPOSAL (RFP) NO JL Professional Document Management Consulting Services December 2016 In the answers of these questions the City of Dayton shall be noted as City. 1. Page 15 under the PBB Specifications section, 3 rd paragraph (one sentence) During the annual inspection, Contractor shall pressure wash all PBB exteriors. The question; Is water collection a requirement when pressure washing the PBB? ANSWER: Water collection is not required, but any material that comes off the PBB must be cleaned up off the pavement. 2. Page 16 under the PBB Inspections and Evaluations paragraph, relating to the 13 airline managed PBB that the Airport desires annual inspections on. Will the team please clarify what the scope of the inspection is? ANSWER: Visual inspection and general operations of the PBB. The purpose of this inspection is to ensure that the airlines are doing proper maintenance on their PBBs. 3. No RFP page to reference May we get a copy or list of the various vendors from the sign in sheets at the Pre-Proposal meeting? ANSWER: Yes. The sign sheet is provided below: 4. No RFP page to reference Will there be a short list of contractors then a winning contractor chosen from the short list? ANSWER: No, we intend to pick a contractor for all that bid. 5. Page 5, Section 1.08 Criteria. On the evaluation list, Items 1-3 pertaining to costs. Is the airport considering lowest cost or best value? ANSWER: The Airport will consider best value. 2 City of Dayton s RFP No JL Addendum 2

3 6. Page 19, Article 1. TERM. Clarification question. We read the anticipated commencement date is January 1, Is this correct? If so would the date have some flexibility to allow for logistics of the new contractor moving on site? ANSWER: The hope would be to commence on January 1 st, but due to the process of getting the new contract in place, there will be flexibility to allow for logistics of the new contractor moving on site. 7. Other than being onsite for 20 hours per day, does the city have a minimum staffing plan that is desired? ANSWER: We expect the contractor to have the proper staffing to maintain the system. 8. Does the city currently use a CMMS? If so, who is the OEM of the CMMS? ANSWER: The city does not use a CMMS, the current contractor has their own CMMS. 9. Please clarify that all non-warranty parts will be billed at cost and that no markup is allowed. ANSWER: Looking at current practices, the City will allow for an agreed upon percentage of markup cost for parts. 10. Should the contractor assume that parts replaced proactively under the predictive maintenance approach are to be billed at cost? ANSWER: This question relates to question #9; the City will allow for an agreed upon percentage markup for cost of parts. 11. The city provides several performance KPI(s) for the systems. Please confirm that there are no financial penalties for not meeting KPI(s). ANSWER: There are no financial penalties for failing to meet the KPI(s). However, continuously not meeting KPI(s) could affect the terms of the contract, which could result in cancellation of the contract. 12. Is the BHS currently meeting the BPM rates, sortation accuracy and read rates that are specified? ANSWER: Yes, the BHS is currently meeting the BPM rates, sortation accuracy and read rates. 3 City of Dayton s RFP No JL Addendum 2

4 13. Please clarify the scope for the following activities: Under Maintenance Requirements, the city indicates that the Contractor shall label all electrical components. Contractor shall maintain and repair the overhead walkways on the conveyor system, and clean all floor drains as scheduled by the Department of Aviation. ANSWER: Update and mark any electrical panels associated with the BHS system. Walkways associated with the BHS need to be maintained and the BHS contractor and floor drains need to be cleaned out when clogged. 14. Are the Duty Manager and Site Manager the same person and if so, do they need to be onsite 24/7/365? ANSWER: The duty manager and site manager can be the same person. They do not need to be on site 24/7/365, however the Department of Aviation would like a contact number in order to be able to contact them, or an alternate when they are not available, 24/7/ Please confirm that the Contractor s PBB Technicians only have to respond to city calls within two hours as opposed to be onsite within two hours. ANSWER: The PBB Technician needs to be onsite at the airport within two hours. 16. Please confirm that the PCA and GPU on city gates are also included in the maintenance requirements. ANSWER: PCA and GPU on city gates are also included in the maintenance requirements. 17. What is the contract start date? City commission approval is anticipated on or before January 1, 2017, but no mention of contract start date. (Per ARTICLE 1. TERM Commencement of the contract shall be contingent upon City Commission approval of the bid recommendation and is anticipated on or before January 1, ANSWER: The Start date will be agreed upon by the City of Dayton and the recommended contractor. We understand that there may be logistic issues with a new contractor. 18. Are there any specific/special environmental requirements that are required when performing the annual pressure washing services? ANSWER: All debris from pressure washing must be cleared off of pavement when completed. 4 City of Dayton s RFP No JL Addendum 2

5 19. Will DAY provide any office space to the PBB/BHS Mx provider? Furnished? Phone? ANSWER: There is office space in the BHS building, furnished with desks, chairs and a phone. 20. Will DAY provide internet access, DSL, etc..? ANSWER: DAY does provide internet access. 21. What is the current time it takes to badge new staff? ANSWER: It generally takes about a week to a week and a half to badge new staff. This all depends on how quickly the finger print approval returns. 22. Does DAY provide contractor parking spaces? How many? If not what will the parking fees be? ANSWER: There is an employee parking lot and there is no parking fee. 23. Are the 4 Inbound flat tri-planers to be included in the proposal? ANSWER: Yes, the 3 inbound Flat tri-planers are to be included in the proposal. 24. Will DAY provide A-frames for service work? ANSWER: DAY has A-frames that can be used by the contractor at no charge. 25. Are all bridges the same manufacturer and who is or are the manufacturer(s)? ANSWER: All bridges were manufactured by FMC. 26. Does DAY have a pick-up truck to service PBB s? ANSWER: DAY does not have a pick-up truck to service the PBBs. 27. With Article 6 can language be added for exclusion of claims for consequential, indirect or special damages? ANSWER: This language cannot be added. 5 City of Dayton s RFP No JL Addendum 2

6 28. Page 15: Paragraph Maintenance Requirements: If we are providing Controls support, who is responsible for software upgrades and licensing? ANSWER: It will be the responsibility of the awarded contractor to provide controls support and to also be responsible for software upgrades and licensing. 29. Page 24: Exhibit A Letter of Transmittal: We understood the City of Dayton and the Dayton International Airport to be a Prevailing Wage site. It mentions Living Wages in the Letter of Transmittal. Can you please define the Wages that are to be used and can the City define the Craft (classification) and rate determination if Prevailing Wages apply? ANSWER: Please see City of Dayton s Revised Code of General Ordinances Section through regarding Living Wages. Prevailing wages do not apply to this project. 30. Pages 29-3: 1 Exhibit E Pricing Schedule & Exhibit F Pricing Form: Is there an annual rate increase adjustment, CPI/ECI? ANSWER: You will need to project whatever you see your annual rate increase will be in this bid. 31. Page 11: Inventory/Spare Parts and Overtime G: Inventory cycle counts are to be conducted monthly, what is the defined accuracy rate (%)? ANSWER: The defined accuracy rate is 95% 32. Page 8: 2.03 Scope of Work / Project Requirements: Will the City furnish a scissor lift or forklift for required PM s on PBBs? ANSWER: No, the City will not provide a scissor lift or forklift. 33. Page 17 Load Bank Test: Will DAY provide a load bank tester for the semi-annual PM or do we need to price this? ANSWER: Contractor will need to provide a load bank tester. 34. Page 17 PBB Specifications: Will a copy of JBT Corporation (formerly FMC Technologies) quarterly, semi-annual and annual Preventive Maintenance and Inspection Service Schedule reports be furnished by the City/Airport? ANSWER: Yes, the City will provide the service schedule reports. 6 City of Dayton s RFP No JL Addendum 2

7 35. Do we have line item cost for each function on the semi and the annual reports along with equipment required? ANSWER: No, the City is requesting fixed, annual costs. 36. Page 16 PBB Specifications: When do we need to receive written approval from City for a subcontractor to participate on our team? What documentation is required for approval? ANSWER: If you will be using subcontractors for you team, please notify the Department of Aviation and we will provide you will a written memo of approval for their use. 37. Page 16 Load Bank Test: How many bridges are the semi-annual load bank tests performed on? All 22 PBBs or just the 9 in the Airport's O&M Program? ANSWER: Just the 9 in the Airport s O&M program. 38. No Page #: Prebid and Site Walk: The connector bridges have PC Air Units but were not included in RFP? Do these need to be included in O&M Service price for PMs? ANSWER: The PC Air Units need to be in the O&M pricing for the PMs. 39. Section 2.02, second paragraph states the remaining 9 (PBBs) are the responsibility of the City of Dayton. The next sentence states the purpose of the RFP is to secure a contract for 8 gates. Is the contractor required to maintain 8 or 9 passenger boarding bridges? ANSWER: The correct number is 9 passenger boarding bridges. 40. Page 9, item 4 under Staffing: Is a proposed Will Call staffing a requirement to be included in the proposal? ANSWER: Yes, Will Call staff should be included. 41. Page 12, item 1: Can the technician from outside the facility.... also be an employee of the contractor? ANSWER: Yes, the Technician can be an employee of the contractor. 7 City of Dayton s RFP No JL Addendum 2

8 42. Page 12, item 2: Mentions inspections for baggage claim systems, are there any Inbound Baggage Claim units included in this RFP? ANSWER: There are 4 inbound baggage claim units included in this RFP. 1 unit is expected to be removed in late 2017/early 2018 during a Terminal Renovation Project. 43. Page 14, item C under Operational Requirements: Are there Manual Encode stations that must be manned? ANSWER: No 44. Is there a current 3 rd party provider for technical support services for the system control software? ANSWER: All technical support services are the responsibility of the contractor. 45. Does the system have reporting software capable of generating the required system reports? ANSWER: Yes 46. The contractor will be required to pay Prevailing Wage. Can the City provide wage rates for the crafts needed for BHS and PBB? ANSWER: Prevailing Wage is not required on this project. 47. Please clarify the following: Section 2.03, paragraph 8, titled Statement of Qualifications, paragraph 1 number 1. A statement of corporate capabilities (page 7). ANSWER: The size of other airports that your corporation has work for, the support within your company to provide service for the operation of a BHS system and O&M of PBBs. 48. In an effort to cross utilize labor and reduce costs can the city please confirm whether they intend to award the contract scope as a whole? Or award each portion separately (BHS and PBB)? ANSWER: The intent is to award as a whole. 49. Page 6, section 2.02 Please confirm that the contractor is responsible to maintain only eight (8) Passenger Boarding Bridges? ANSWER: Contractor is responsible for 9 boarding bridges. 8 City of Dayton s RFP No JL Addendum 2

9 50. Page 6, section 2.03 Can the city please provide a copy of the existing BHS contingency plans for review? ANSWER: The City can provide the existing BHS contingency plan at time of contract award. 51. Page 9, staffing requirements item 3 The RFP pricing forms are based on lump sum costs which would include predetermined staffing levels, in lieu of this would the city re-negotiate proposed costs if they determine the proposed staffing levels need to be either increased or decreased? ANSWER: IF the contract was bid in good faith, the city could re-negotiate proposed cost if staffing levels need to be adjusted. 52. How many user licenses for the CMMS software would the city require if any? ANSWER: One (1) license would be required for the City. 53. Regarding the parts inventory, are any items still under warranty? If so can the city please identify the components and the warranty expiration dates? ANSWER: No 54. Page 10, item 2 (d.) Does the invoicing for non-warranty parts also include freight costs? ANSWER: Freight can be included. 55. Pages 12-13, BHS Performance items 1, 2, 3 & 4 Can the city please provide the current System Availability, Rate, Sortation Accuracy and Read Rates? ANSWER: We can provide a report. 56. Page 14, item 5 (c.) Does the scope of work require manual encoders? If so how many manual encode stations are there? ANSWER: There are no manual encoders. 57. Page 14, item 6 (b.) Is there an existing technical services agreement to provide services for Control Touch? ANSWER: The contractor would need to provide a technical services agreement for control Touch 9 City of Dayton s RFP No JL Addendum 2

10 58. Can the city provide what the staffing levels are on the current contract? ANSWER: The current contractor is bidding on this contract, so this could be unfair to that bidder. 59. Will the city be providing employee parking to the contractor s personnel? If not what are the associated costs per employee for parking? ANSWER: There is an employee parking lot with no fees. 60. Does the city currently have a copy of the PLC, server software? ANSWER: Yes 61. Page 14, item 6 (g.) Please define the scope of work in cleaning the floor drains? ANSWER: If there is a backup in the floor drains, the contractor will clear it. 62. Page 16, PBB Inspections and Evaluations Does the city consider this to be extra work? If not should this be included as part of the PBB PM pricing? ANSWER: Include it in the PBB PM pricing. 63. Pages Exhibit E-1 & Exhibit E-2 Specify requirements set forth in Exhibit 2? Did the city mean Section 2? Is there an Exhibit 2? If so can the city please provide Exhibit 2 for review? ANSWER: There is no Exhibit 2, this was a typo. 64. RFP Exhibit E Should the annual costs (tables 1 & 2) include PBBs as well (as per the scope of work detailed in section 2 of the RFP)? ANSWER: No, use Exhibit F for PBB pricing. 65. RFP Exhibit F How will repairs and call back services be billed? Will they be considered extra work billed in addition to the quarterly preventative maintenance? ANSWER: Repairs and call back services will be considered extra work billed in addition to the preventative maintenance 10 City of Dayton s RFP No JL Addendum 2

11 66. Will the city accept alternative pricing options from the proposer in addition to the required pricing forms? ANSWER: No 67. Can the city confirm that shop and locker space will be provided to the awarded contractor and if there are any associated costs? ANSWER: There is office space provided at no cost. 68. Assuming a shop space is provided will the city be providing any utilities to the awarded contractor (electric, water, phone & internet)? ANSWER: Electric, water, phone and internet is provided by the city. 69. Page 19, Article 7: Regarding the performance bond, can the city please define what is inclusive in the total value of the proposal (Exhibit E, Exhibit F, etc.)? ANSWER: It will be the fixed costs in Exhibit E and Exhibit F. 70. Our legal team would like to propose that the city approves the following changes to the language in the RFP: Paragraph 2 on page 8 Proposer may assign its rights and obligations in whole, or in part to: (a) one of its subsidiaries or affiliates, or (b) an entity that acquires all or substantially all of the business or assets of Proposer, whether by merger, reorganization, acquisition, sale, or otherwise. Paragraph H. on page 22 Contractor may assign its rights and obligations in whole, or in part to: (a) one of its subsidiaries or affiliates, or (b) an entity that acquires all or substantially all of the business or assets of Contractor, whether by merger, reorganization, acquisition, sale, or otherwise. ANSWER: The City would like to use the existing language. If contractor intends to do any of the above, it can be coved by the consent letter from the Airport Director. 71. Gates A12/A14 & A18/A20 have a connector with its own HVAC system. Should these be included in the annual inspection cost? ANSWER: Yes, these should be included in the annual inspection cost. 11 City of Dayton s RFP No JL Addendum 2

12 72. The Annual FMC/JBT PMI (last page) calls out to Inspect Vertical Drive Ball Screw at 10 years of service then every 5 years after. Based on the frequency of this inspection, will this item be considered separate? Based on the date of manufacture, all PBB s under this contract are overdue or due now. ANSWER: This would be considered separate if not part of the regular quarterly PMs. 73. Regarding the subject line of the s, is there any particular subject matter? ANSWER: Please reference the RFP No. in the subject like of s pertaining to this RFP. 74. Do you prefer Word document, Excel or in the body of the itself? ANSWER: Word document, Excel, or inside the body are all fine. 75. Can the AAA form be submitted before the proposal? ANSWER: Yes, the AAA form can be submitted before and after submission of the proposal. However, prior to any award on this RFP, the vendor must have a current AAA form on file and approved by the City of Dayton Human Relations Council. If you do not have a current approval, or are unsure if you do please contact the Human Relations Council at (937) Are the number of Boarding Bridges to be maintained 13? ANSWER: No, the number of Boarding Bridges that are to be maintained is The information on the Bag System Claim Carousel was not mentioned, will it be included? ANSWER: Bag claim carousels are included. 78. Are the Boarding Bridges a mix match? ANSWER: All Boarding bridges are FMC. 79. Were all the Bridges installed at the same time? If not, when were they installed? ANSWER: A majority of the bridge were installed in City of Dayton s RFP No JL Addendum 2

13 80. Will all gates be required to be inspected annually? ANSWER: Yes, all gates will be required to be inspected annually, only (9) nine require the preventative maintenance plan. 81. Preventative Maintenance of Bridges Will pressure washing be included / required? ANSWER: Yes, pressure washing will be included / required. 82. Per Table 3, Page 30 of 33: Proposed Hourly Rates for Will Call, Task Orders (including Extended Operational Hours, what is the current annual overtime hours in the BHS? ANSWER: This varies; in 2015 it was approximately 120 hours. 13 City of Dayton s RFP No JL Addendum 2

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TEMPORARY EMPLOYMENT SERVICES, OFFICE AND CLERICAL 06-X-37778

TEMPORARY EMPLOYMENT SERVICES, OFFICE AND CLERICAL 06-X-37778 Question No 1 What are the duties and responsibilities for these temp workers? What are the requirements for their qualification? High school?