for
AUTOMATED TELLER MACHINE SERVICES
at
JAMES L. MEYER COMMERCIAL TERMINAL
at
ALEXANDRIA INTERNATIONAL AIRPORT
Proposals Due By
August 26, 2014
2:00 P.M.(Central Time)
THE ENGLAND ECONOMIC AND INDUSTRIAL
DEVELOPMENT DISTRICT
DBA / ENGLAND AUTHORITY
LOCATED AT ENGLAND INDUSTRIAL
AIRPARK & COMMUNITY
ALEXANDRIA, LOUISIANA
INVITATION FOR REQUESTS FOR PROPOSALS
The England Economic and Industrial Development District (England Authority) staff is seeking proposals for Automated Teller Machine (ATM) Services at the James L. Meyer Commercial Terminal at the Alexandria International Airport. Completed proposals must be submitted prior to 2:00 p.m. (Central Time) on August26, 2014, to the office of Kate Wells, Purchasing Department.
No proposal will be received after the date and hour specified above for the proposal opening. England Authority reserves the right to reject any and all proposals and to waive any informalities incidental thereto. Proposal packages for the ATM Services may be obtained by contacting The Authority Office, Attn: Kate Wells, Purchasing Department, 1611 Arnold Drive, England Industrial Airpark and Community, Alexandria, Louisiana71303,telephone (318) 427-6405. The complete package may also be obtained at For more information contact Scott Gammel, Airport Manager, AlexandriaInternationalAirport, (318) 427-6419.
The England Authority strongly encourages minority owned, woman owned, and small business to submit proposals.
ENGLAND AUTHORITY
JON W. GRAFTON
Executive Director
1611 Arnold Drive
Alexandria, LA 71303
Table of Contents
Instructions to Request for ProposalPage 4
Attachment 1 – RFP Check ListPage 8
Attachment 2 – Notice of AwardPage 9
Attachment 3 – Criteria for AwardPage 10
Services AgreementPage 11
Exhibit A - Performance Work StatementPage 20
Exhibit B- Insurance RequirementsPage 25
Exhibit C – Proposal FormPage 26
Exhibit D – Automated teller Machine Remittance FormPage 28
Exhibit E – AffidavitPage 29
Exhibit F – Contractor Qualifications FormPage 30
Exhibit G – 1099 Vendor InformationPage 32
INSTRUCTIONS TO REQUEST FOR PROPOSAL
ENGLAND ECONOMIC AND INDUSTRIAL DEVELOPMENT DISTRICT
ALEXANDRIA, LOUISIANA
The intent of the Request for Proposal (RFP) is to obtain proposals from firms with successful track record in providing, installing and servicing Automated Teller Machines (ATM). Any resulting contracts would be a contract for services.
The concession rights will be awarded to the most qualified, responsible and responsive Proposer complying with the terms, conditions and specifications of this solicitation. All rights are reserved by the England Economic and Industrial Development District (EEIDD) to determine, if in its sole reasonable discretion, whether the proposal meets the needs of purposes intended.
In order to be considered complete and timely, all proposals submitted must comply with the following instructions.
1.EEIDD’s Discretion to Accept or Reject Proposals. The request for your proposal in accordance with these instructions is not and shall not be construed as an offer by the EEIDD to contract with you. The EEIDD reserves the right to waive any formalities, to accept any proposals submitted, or to reject any or all proposals submitted.
2.Proposers Qualifications. To demonstrate qualifications to perform your obligations under the Agreement, each Proposer must submit written evidence, such as financial data, previous experience; present commitments and other such data as may be called for by EEIDD.
3.Examination of Documents and Premises.
(a)It is the responsibility of each Proposer before submitting a proposal, to examine the Proposal Form, these instructions, the Services Agreement andall attachments thoroughly, to visit the site and become familiar with local laws and regulations that may affect any of Proposer's obligations under the Services Agreement, to study and carefully correlate Proposer's observations with the Proposal Form, these instructions, the Services Agreement and Attachments, and to notify the EEIDD of all conflicts, errors or discrepancies in any of the Documents or Exhibits.
(b)Before submitting a proposal, each Proposer will be responsible to make or obtain such inspections, studies and data concerning physical conditions at or contiguous to the site, or otherwise, which may affect cost or performance and which Proposer deems necessary to determine its proposal for performing its obligations under the Services Agreement in accordance with its terms and conditions.
(c)On request in advance, the EEIDD will provide each Proposer access to the site to conduct such inspections and evaluations as the Proposer deems necessary for submission of a proposal. The submission of a proposal will constitute an incontrovertible representation by Proposer that Proposer has complied with every requirement of this Paragraph 3; that without exception, the proposal is premised upon performing all obligations required under the Contract Documents; and that the Proposal Form, these instructions and the Services Agreement and Attachments are sufficient in scope and detail to indicate and convey understanding of all terms and conditions for performance.
4.The term of this proposal shall be five (5) years, with an option to extend for one additional five-year period upon mutual consent of both parties.
5.Interpretations and Addenda. All questions about the meaning or intent of the Proposal Form, these instructions, the Services Agreement and Attachments are to be directed to the Purchasing Department of the EEIDD. Interpretations or clarifications considered necessary by the EEIDD in response to such questions will be issued by addenda mailed or delivered to all parties recorded by the Purchasing Department as having received an RFP package. Questions received less than seven (7) days prior to the date for the opening of proposals may not be answered. Only questions answered by formal written addenda will be binding. Oral and other interpretations or clarifications will be without effect. Addenda may also be issued to modify the RFP documents as deemed advisable by the EEIDD.
6.Proposal Form.
(a)The Proposal Form is included with the RFP package; additional copies may be obtained from the Purchasing Department.
(b)All blank spaces for Proposal prices on the Proposal Form must be completed, in ink or typewritten, in figures and words as required on the Proposal Form. Discrepancies between words and figures on the Form will be resolved by accepting the prices written in words.
7.Authority to Execute Proposal.
(a)Proposals submitted by corporations must be executed in the corporate name by the president or vice-president or other corporate officer accompanied by evidence of authority to sign. The corporate address must be shown below the signature.
(b)Proposals submitted by partnerships must be executed in the partnership name and signed by a partner, whose title must appear under the signature and the official address of the partnership must be shown below the signature.
(c)All names must either be clearly written and legible or typed or printed below the signature.
(d)The proposal shall contain an acknowledgment of receipt of all addenda (the numbers of which must be filled in on the Proposal Form).
(e)The address and telephone number for communications regarding the proposal must be shown.
(f)The proposal must be dated as of the date that it is executed by the Proposer.
8.Submission of Proposals.
(a)Separate sealed proposals containing the Proposal Form, Affidavit and all other documentation required to be submitted by these instructions, must be received by the EEIDD at its general office, England Industrial Airpark and Community, 1611 Arnold Drive, 2nd Floor, Alexandria, Louisiana 71303, Attention: Purchasing Department, on or before Tuesday, August 26,2014at 2:00 p.m.(Central Time).
(b)Proposals shall be enclosed in an opaque sealed envelope with the title "Proposal for ATM Services”and include the name and address of the Proposer and all other required documentation. A checklist of required proposal documents is included in these instructions as Attachment 1.
(c)If mailed, the sealed envelope shall be enclosed in a separate envelope with the notation "Proposal forATMServicesEnclosed" on its face. Express mail will be accepted if the proposal is enclosed in another envelope and addressed as indicated above.
(d)Facsimile proposals will not be accepted.
9.Modification or Withdrawal of Proposals.
(a)Proposals may be modified or withdrawn by an appropriate document duly executed (in the manner that a proposal must be executed) and delivered to the place where proposals are to be submitted at any time prior to the opening of proposals.
(b)If, within forty-eight (48) hours of the proposal opening, exclusive of Saturdays, Sundays, and legal holidays, any Proposer who files a duly signed and sworn written notice with the EEIDD to the satisfaction of the EEIDD that there was a patently obvious mechanical, clerical or mathematical error in its Proposal, that Proposer may withdraw its Proposal; however, the Proposer will be disqualified from future submission of proposals on the Services Agreement for this fiscal year.
10.Proposals to Remain Subject to Acceptance. All proposals will remain subject to acceptance for sixty (60) days after the day of the proposal opening, but the EEIDD may, in its sole discretion, release any proposal prior to that date.
11.Award of Services Contract.
(a)The EEIDD reserves the right to reject the proposal of any Proposer if, in its sole discretion, it believes it is not be in its best interest to make an award to that Proposer, whether because the EEIDD, in its sole discretion, considers the proposal not responsive or the EEIDD, in its sole discretion, determines that the Proposer is unqualified or of doubtful financial ability or that the Proposer has failed to meet any other pertinent standard or criteria established by the EEIDD. In evaluating proposals, the EEIDD will consider the qualifications of the Proposer, whether the proposals comply with the prescribed requirements, and such comments, alternates, unit prices and other data as may be requested in the Proposal Form or prior to the Notice of Award. The criteria for award of the Services Agreement are included in these instructions as Attachment 3.
(b)The EEIDD may conduct such investigations as it deems necessary to assist in the evaluation of any proposal and to establish the responsibility, qualifications and financial ability of Proposer to perform under the Services Agreement.
(c)When the EEIDD announces the Notice of Award to the successful Proposer, it will be accompanied by the required number of unsigned counterparts of the Services Agreement, as well as all other necessary attachments. A sample copy of the Notice of Award is included in these instructions as Attachment 2.
(d)Extensions of time when proposals shall remain open beyond the sixty (60) day period may be made only by mutual agreement between the EEIDD and any or all Proposers.
12.Ethics. All proposals and leases shall be subject to the codes, provisions and interpretations of the Louisiana Ethics Law,Louisiana Revised Statutes Title 42 Chapter 15.
Attachment 1
RFP CHECK LIST
The following items are required to be returned to the EEIDD:
______Copy of a Certificate of Insurance or comparable reflecting the Proposer has or will obtain the Insurance Coverage as required by the Services Agreement
______Proposer Qualification Form
______Proposal Form
______Affidavit
______Copies of Professional Certifications, Licenses, Permits, etc. must be provided
______Prior year financial statements or tax return
______A listing with phone numbers of at least three current or past clients/customers you have performed similar services for
If any of the items listed above are not returned by Proposer with its proposal, the EEIDD will consider the proposal to be incomplete.
No Faxes will be accepted.
Attachment 2
NOTICE OF AWARD
DATED: , 2014
TO:
ADDRESS:
PROJECT:ENGLAND ECONOMIC AND INDUSTRIAL DEVELOPMENTDISTRICT
ALEXANDRIA, LOUISIANA
ATM SERVICES AGREEMENT
You are notified that your Proposal dated , 2014 for the above work has been considered. You are the apparent successful Proposer and have been awarded a contract for the aforementioned services. Two (2) copies of the proposed Services Agreement accompany this Notice of Award.
You must comply with the following conditions precedent within five (5) days of the date of this Notice of Award, which is by ,2014:
1.You must deliver to the EEIDD, two (2) fully executed counterparts of the Services Agreement. (One of the required executed documents will be returned to you for your files.)
2.You must deliver with the executed Services Agreement the required Certificates of Insurance within five (5) days from the date of this Notice of Award, if not already provided. (Insurance must provide a Waiver of Subrogation and name the England Economic and Industrial Development District as an Additional Insured, as their interest may be.)
3.You must supply a list of all personnel who will be working at the James L. Meyer Commercial Terminal facility, along with their respective social security numbers and driver’s license numbers. (Article 4.1.2)
4.You must return EEIDD "1099 Vendor Information" form (Exhibit F).
5.You must furnish copies of any permits/licenses required in order to perform the scope of the services.
______
Kate Wells, Purchasing Department
Attachment 3
CRITERIA FOR AWARD
The proposal submitted by Proposer will be awarded based on an evaluation of the following by the EEIDD:
1.QUALIFICATIONS. To demonstrate qualifications to perform the scope of the services, each Proposer must be prepared to submit within five days of the EEIDD’s request, written evidence of the Proposer's qualifications, such as:
a. Financial Data,
b. Previous Experience,
c. Existing ATM services contracts with other parties; and,
d. Any other requested data.
2.PRICE. The proposal will be evaluated based upon the prices submitted for the cost per transaction.
3.WOMEN-OWNED, MINORITY-OWNED, AND SMALL BUSINESS CONCERNS. Consideration will be given to women owned, minority-owned and small business concerns.
The EEIDD reserves the right to reject any and all Proposals, to waive any and all informalities not involving price, time or changes in the scope of the services with the successful Proposer, and the right to disregard all nonconforming, non-responsive, unbalanced or conditional proposals. Proposals which are unsigned shall be irrevocably rejected. When one or more proposals are rejected, the reason therefor will be given. Proposals may be considered irregular and subject to rejection if they show serious omissions, unauthorized alteration of form, noncompliance with any of the requirements contained within the proposal documents, unauthorized alternate proposals, incomplete or unbalanced unit prices, or irregularities of any kind.
AUTOMATED TELLER MACHINE (ATM) SERVICES AGREEMENT
This Agreement is made and entered into as of this day of , 2014, by and between England Economic and Industrial Development District, a political subdivision of the State of Louisiana having its principal place of business and registeredofficeinAlexandria,Louisiana(hereinafterreferredtoasthe "EEIDD") and______(hereinafterreferred to as "Contractor").
WHEREAS, the EEIDD desires to contract certain Automated Teller Machines (ATM) services at the James L. Meyer Commercial Terminal at Alexandria International Airport (AEX); and
WHEREAS, the EEIDD possesses the authority to contract for said ATM services;
WHEREAS, desires to perform the requested ATM services for the EEIDD at AEX, pursuant to the terms and conditions set forth below;
NOW, THEREFORE, the EEIDD and , for the mutual consideration contained herein and intending to be legally bound, agree as follows:
ARTICLE 1: SCOPE OF SERVICES
1.1Contractor shall perform the services set forth in the Performance Work Statement attached hereto and incorporated herein as Exhibit "A". England Authority, in its sole discretion, may from time to time, alter or eliminate any of the services set forth on Exhibit "A" or modify the scope of said services. Said termination or modification of services shall be setforth in writing directed to Contractor in accordance with the Notice provision of this Services Agreement.
1.2Contractor hereby warrants that it will comply with all applicable performance specifications and requirements more fully set forth in Exhibits "A" through "E", to the fullest extent possible herein.
ARTICLE 2:TERM
2.1TERM OF AGREEMENT - Unless terminated, this Services Agreement shall commence on ______and shall terminate on______, with an option to extend for one additional five-year period upon mutual consent of both parties.
2.2TERMINATION OF AGREEMENT
2.2.1EEIDD: The EEIDD, at its sole discretion, shall at all times have the absolute right to terminate this Services Agreement, in whole or in part, for any reason, upon payment to Contractor for services rendered through the time of termination. Upon termination, the obligations of the EEIDD and Contractor to one another shall cease, except for such obligations which, by their nature, or by this Services Agreement, survive completion of services hereunder. In no event shall the EEIDD be liable to Contractor for loss of any anticipated profits caused by or resulting from the termination. The EEIDD shall give Contractor thirty (30) days advance written notice of intent to terminate.
2.2.2 Contractor: Contractor may terminate this Agreement for cause by giving thirty (30) days written notice of intent to terminate and stating the cause therein.
ARTICLE 3: ACCEPTANCE, PRICE AND PAYMENT
3.1ACCEPTANCE - By executing the Services Agreement and delivering same to the EEIDD, Contractor unconditionally agrees to the terms and conditions set-forth in this Services Agreement and Exhibits "A" through “E.” Any additional or different terms proposed by the EEIDD or Contractor shall be without effect unless expressly accepted by both parties, in writing.
3.2PRICE AND PAYMENT
3.2.1 Subject to the terms and conditions of this Services Agreement, Contractor shall pay EEIDD for the performance of services hereunder in accordance with Exhibit “C” Proposal Form.
3.2.2The first payment will cover the first three months of this agreement beginning with the commencement date in Article 2.1. Subsequent payments will cover three month periods quarterly thereafter.
3.2.3Payments shall be due within thirty days after the end of each quarter.
3.2.4In addition to the quarterly payment mentioned above, Contractor shall submit along with payment necessary documentation supporting said payment. Contractor shall complete and certify the Automated Teller Machine Remittance Form, Exhibit “D” and remit that with the payment.
ARTICLE 4: OBLIGATIONS OF THE PARTIES
4.1.1OBLIGATIONS OF CONTRACTOR - Contractor is obligated to perform all services shownforth in this Services Agreement and the attached Exhibits "A" through "E” and shall exercise its best efforts to do so in a sound and efficient manner and in accordance with sound commercial practices and in a good and workmanlike manner.