GROUP 79017-PARKING MANAGEMENT FOR THE NYS FAIR PAGE 3
(Agriculture & Markets)
State of New York Executive DepartmentOffice of General Services – New York State Procurement
In Conjunction with the Department of Agriculture and Markets
Corning Tower - 38th Floor
Empire State Plaza
Albany, NY 12242
REQUEST FOR PROPOSALS
IMPORTANT: SEE “NOTICE TO BIDDERS” CLAUSES HEREIN
BIDS MAY BE SENT TO THE ABOVE ADDRESS ONLY
(E-Mail or Facsimile Bid Submissions Are NOT Acceptable)
BID OPENINGDATE: May 23, 2013
TIME: 11:00 AM / TITLE: Group 79017 – PARKING MANAGEMENT PARKING FOR
THE NEW YORK STATE FAIR
Classification Code(s):77, 78, 80 & 90
REQUEST FOR PROPOSALS:
22694 / SPECIFICATION REFERENCE:
As Incorporated in the Request for Proposal
CONTRACT PERIOD: UPON OSC APPROVAL TO OCTOBER 31, 2017
DESIGNATED CONTACTS
Primary Contact
Lori L. Bahan
Contract Management Specialist 1
E-mail: / Secondary Contact
Joseph Hodder
Team Leader
E-mail:
The bid must be fully and properly executed by an authorized person. By signing you certify your express authority to sign on behalf of yourself, your company, or other entity and full knowledge and acceptance of this REQUEST FOR PROPOSAL, Appendix A (Standard Clauses For New York State Contracts), Appendix B (OGS General Specifications), and State Finance Law §139-j and §139-k (Procurement Lobbying), and that all information provided is complete, true and accurate. By signing, bidder affirms that it understands and agrees to comply with the OGS procedures relative to permissible contacts as required by State Finance Law §139-j (3) and §139-j (6) (b). Information may be accessed at:
Procurement Lobbying: http://www.ogs.ny.gov/aboutOgs/regulations/defaultAdvisoryCouncil.html
Bidder’s Federal Tax Identification Number:
(Do Not Use Social Security Number) / NYS Vendor Identification Number:
(See “New York State Vendor File Registration” clause)
If applicable, place an “x” in the appropriate box (check all that apply): / ¨ NYS Small Business
_____ #Employees / ¨ Minority Owned Business / ¨ Woman Owned Business
Legal Business Name of Company Bidding:
D/B/A - Doing Business As (if applicable):
Street City State Zip County
If applicable, place an “x” in the appropriate box (check all that apply): / ¨ Manufactured Within NewYorkState / ¨ Manufactured Outside NewYorkState
If you are not bidding, place an “x” in the box and return this page only.
¨ WE ARE UNABLE TO BID AT THIS TIME BECAUSE______.
Bidder’s Signature:
Title: / Printed or Typed Name:
Date:
Phone : ( ) - ext ( )
Fax : ( ) - ext ( ) / Toll Free Phone : ( ) - ext ( )
Toll Free Fax : ( ) - ext ( )
E-mail Address: / Company Web Site:
FOR NYSPro USE ONLY
P.R. 22679 / LIT ¨ / MEMO ¨ / LET ¨ / OTHER ¨ / MISSING PAGES
Table of Contents
Contents
Table of Contents 2
1. INTRODUCTION 4
1.1 Summary 4
1.2 Key RFP Dates 4
1.3 Glossary of Terms 4
2. RFP Overview 5
2.1 Background 5
2.2 Designated Contacts 5
2.3 RFP Questions and Clarifications 6
2.4 Tour of Parking Lots 6
2.5 Liability and Validity 6
2.6 Electronic Bid Opening Results 7
3. Scope of Work 7
3.1 Services Required 7
3.2 Revenue Procedures 9
3.3 Supplies and Equipment 9
3.4 Permits and Licenses 9
3.5 Term……………. 9
3.6 Subcontracting 10
4. Proposal Submission 10
4.1 Security Procedures for Delivered Proposals 10
4.2 Bid Submission Procedures 10
4.3 Instructions for Proposal Submission 11
4.4 Minimum Qualifications 11
4.5 Proposal Requirement 12
4.5.1 Technical Component 12
4.5.2 Management Fee 13
4.5.3 Administrative Proposal 13
4.5.4 Assurance of No Conflict of Interest or Detrimental Effect 13
4.5.5 Disclosure of Prior or Pending Lawsuitsl 13
5. Evaluation and Selection Process 14
5.1 Consideration 14
5.2 Technical Component (65 points) 14
5.3 Management Fee (35 points) 14
5.4 Method of Award 14
5.5 Notification of Award 15
Public announcements or news releases pertaining to any contract resulting from this RFP shall not be made without prior approval from OGS. 15
6. PROCUREMENT PROCESS 15
6.1 New York State Procurement Rights 15
6.2 Method of Payment 15
6.3 Dispute Resolution Policy: 16
6.4 Bidder Debriefing: 16
6.5 New York State Vendor File Registration: 16
6.6 NYS VENDOR RESPONSIBILITY QUESTIONNAIRE FOR-PROFIT BUSINESS ENTITY (hereinafter the “questionnaire”) 16
6.7 Tax Law § 5-A (Appendix 2): 17
6.8 Workers’ Compensation Insurance and Disability Benefits Requirements: 18
6.9 Insurance 19
6.10 M/WBE Participation and Goals: 19
6.11 Freedom of Information Law: 20
6.12 Cancellation for Convenience 20
7. Terms and Conditions: 20
7.1 Appendices and Attachments: 20
7.2 ORDER OF PRECEDENCE 21
7.3 Summary of Policy and Prohibitions on Procurement Lobbying: 22
7.4 Mercury – Added Consumer Products: 22
MANAGEMENT FEE 23
COVER LETTER FORM 24
BIDDER REFERENCES FORM 26
MACBRIDE FAIR EMPLOYMENT PRINCIPLES, NON-COLLUSIVE BIDDING, IRAN DIVESTMENT ACT AND DIESEL EMISSION REDUCTION ACT CERTIFICATIONS 27
Appendix 2
Appendix A
Appendix B
Attachment 1 NYS Fairgrounds Parking Map
Attachment 2 NYS Fairgrounds Parking Lot pictures
Attachment 3 Total Cars Parked NYS Fair
Attachment 4 Non-Paid Parking Issued
Attachment 5 Parking Positions
Attachment 6 Parking Superintendent Revising (P-7000)
Attachment 7 Bidder Questions and Submittal Checklist (Microsoft Excel)
Attachment 8 Inquiries Template (Microsoft Excel)
1. INTRODUCTION
1.1 Summary
New York State Procurement (NYSPro), a division of the Office of General Services, is requesting proposals from all interested and qualified Parking Management Companies to provide parking services to the New York State Fair (Fair). The Bidder selected as a result of the Request for Proposals (RFP) will provide parking services during the Fair for 2013, 2014, 2015, 2016 and 2017 under a five-year contract.
1.2 Key RFP Dates
EVENT / DATERFP Issued / April 29, 2013
Optional Tour of Parking Lots / May 7, 2013 at 11:00 am*
First due date for bidder inquiries / May 8, 2013 at 12:00 pm*
Response for first inquiries / May 10, 2013
Last Date for Bidder Inquiries / May 14, 2013 at 12:00 pm*
Response to Inquiries Posted / May 16, 2013
Proposals Due / Bid Opening / May 23, 2013 at 11:00 am*
* Prevailing Eastern Time
OGS reserves the right to change any of the scheduled event dates. Changes will be posted on the OGS website http://www.ogs.ny.gov/Purchase/BidCalendarLV.asp and released through the OGS Bidder Notification Service (BNS) to those Bidders registered to receive notifications for classification codes 80 and 84. IF YOU DO NOT REGISTER FOR THESE CLASSIFICATION CODES, YOU WILL NOT RECEIVE DIRECT NOTIFICATIONS OF CHANGES TO THIS SCHEDULE OR RESPONSES TO BIDDER INQUIRIES.
This information will also be accessible via the Department of Agriculture and Markets website: http://www.agriculture.ny.gov/RFPS.html.
Proposers are responsible for keeping informed of any changes in the schedule.
1.3 Glossary of Terms
The terms used in this RFP shall be defined in accordance with Appendix B (Part 1, §5 Definitions). In addition, the following definitions shall apply.
“AGR” shall stand for New York State Department of Agriculture & Markets.
“Bidder” shall refer to any business entity who submits a response to this RFP; also known as Proposer.
“Commissioner” shall mean the Commissioner of OGS.
“Contractor” shall mean the Bidder awarded a contract pursuant to this RFP.
“Department” shall mean the New York State Department of Agriculture and Markets.
“Fair” shall mean the New York State Fair, a division of the Department.
“Issuing Office” shall mean the Office of General Services.
“Mass gathering event” shall mean an event such as a concert, athletic event, fair or festival that involves at least 3,500 vehicles parked per day in multiple lots owned, operated, leased or used by the Proposer.
“May” denotes the permissive in a contract clause or specification.
“Must” denotes the imperative in a contract clause or specification.
“M/WBE” shall refer to a business certified with NYS Empire State Development (ESD) as a Minority and/or Women-owned Business Enterprise.
Glossary of Terms (Cont’d)
“NYSPro” shall mean New York State Procurement, a division of the New York State Office of General Services.
“NYS Vendor ID” shall refer to the ten-character identifier issued by New York State when a vendor is registered on the Vendor File.
“OGS” means the New York State Office of General Services.
“OSC” means Office of the State Comptroller.
“Parking Management Fee” shall mean the fee that will be charged by the selected contractor for providing the services, supplies and equipment outlined below.
“Procurement Services Group” or “PSG” is the former name of and synonymous with NYSPro
“Proposer” is synonymous with Bidder.
“Request for Proposal (RFP)” shall refer to this document, and its appendices and attachments.
“Shall” denotes the imperative in a contract clause or specifications.
The “State” shall mean The People of the State of New York.
2. RFP Overview
2.1 Background
The Fairgrounds is a 375 acre site that includes several parking lots (see Attachment 1 - NYS Fairgrounds Parking Map) that serve the Fairgrounds with the ability to park approximately 25,000 vehicles at any given time. This includes paid, non-paid and combination parking lots. The parking facilities have multiple entrances and exits that are in close proximity (within a quarter of a mile) to major interstates. Two of the largest lots are not contiguous to the Fairgrounds. Attachment 2 provides pictures of each lot and attachment 3 provides information on the number of vehicles parked each year during the fair from 2001-2012.,.
The current parking rate for vehicles is $5.00 per day and the parking rate for motorcycles is $3.00 per day. There were approximately 157,225 paid parking tickets issued for vehicles (see Attachment 3) and 1,230 paid parking tickets for motorcycles issued during the 2012. Additionally, there were approximately 21,700 vehicles that parked at the 2012 Fair and paid for the parking by using the E-Z Pass System. The Fair also issues non-paid tickets to sponsors, exhibitors, etc. There were the equivalent of approximately 232,000 one day parking tickets that allowed a vehicle to park in a specific designated lot for any one day during the 2012 Fair (see Attachment 4).
The facility also includes three temporary RV parking areas (see Attachment 1 - NYS Fairgrounds Parking Map). There were approximately 246 temporary RV parking spaces with services sold during the 2012 Fair of which approximately 150 were pre-sold. There were also 960 one day, temporary RV parking spaces with no services sold throughout the Fair. Temporary RV parking prices are as follows:
Belle Isle (includes water, electric, sewer): $490 for all 12 days
Infield (includes water, electric): $450 for all 12 days
Black Lot (includes no services): $15 per day
2.2 Designated Contacts
In compliance with the Procurement Lobbying Law, New York State Procurement (NYSPro) has designated the following contacts for this RFP. Contacts may be reached by email as identified below for all inquiries regarding this solicitation. Interested Bidders are prohibited from contact related to this procurement with any New York State employee other than designated personnel from the date this RFP is issued until the contract has been approved.
Designated Contacts (Cont’d)
Primary Contact / In the event the designated contact is not available, the alternate designated contact is: / Designated Contact ONLY for the optional tour on May 7, 2013Lori L. Bahan / Joseph Hodder / Denise Jordon
Contract Management Specialist I / Purchasing Team Leader / Supervisor of Agency Accounts
NYS Procurement (NYSPro) / NYS Procurement (NYSPro) / Agriculture & Markets
38th Floor Corning Tower / 38th Floor Corning Tower
Albany, New York 12242 / Albany, New York 12242
Email for all contacts:
2.3 RFP Questions and Clarifications
Questions and requests for clarification regarding this RFP shall only be directed to the Designated Contacts as identified in Section 2.2 of this RFP.
All questions must be submitted in writing, citing the particular RFP document name: GROUP 79017 – PARKING MANAGEMENT SERVICES FOR THE NEW YORK STATE FAIR and document the appropriate RFP section. The Inquiries must be emailed to the Primary Designated Contact by the date and time identified in Section 1.2, Key RFP Dates. A Bidder is strongly encouraged to submit questions at the earliest convenience. All Bidder clarifications, including those relating to the terms and conditions of the contract, are to be resolved prior to the submission of a bid. Answers to all questions of a substantive nature will be provided to all Prospective Bidders in the form of a question and answer document which will be posted and released through the OGS Bidder Notification Service (BNS)
2.4 Tour of Parking Lots
A tour of the Parking Lots and associated areas will be made available to prospective proposers on May 7, 2013 at 11:00 am. To schedule a tour, please email Lori Bahan at no later than 5:00 pm on May 3, 2013. No substantive questions may be asked during the tour.
2.5 Liability and Validity
The State of New York will not be held liable for any cost incurred by the Bidder for work performed in the preparation and production of a proposal or for any work performed prior to the formal execution of a Contract. Proposals must be received by the Office of General Services, NYSPro, as defined herein, on or before the proposal due date and time identified in Section 1.2 Key RFP Dates. Bidder assumes all risks for timely, properly submitted deliveries. A Bidder is strongly encouraged to arrange for delivery of bids to OGS prior to the date of the bid opening. LATE BIDS SHALL BE REJECTED. E-mail or faxed bid submissions are not acceptable and shall not be considered. The received time of Proposals submitted in response to this RFP will be determined by OGS by the clock at the above noted location.
RFPs must remain valid and non-revocable for at least 120 days from the due date, unless the time for awarding the Contract is extended by mutual consent of OGS and the Bidder. A proposal shall continue to remain an effective offer, firm and irrevocable, subsequent to such 120 day period until either tentative award of the Contract by OGS is made or withdrawal of the proposal in writing by Bidder. Tentative award of the Contract shall consist of written notice to that effect by OGS to a successful Bidder, who shall thereupon be obligated to execute a formal Contract.
NO CONSIDERATION SHALL BE GIVEN TO BIDS RECEIVED AFTER THE STATED DATE AND TIME.