Okaloosa County BOCC — July 6, 2016 — RFQ Air Service Development and Committee Request for Approval — reading text

RFQ FOR AIR SERVICE DEVELOPMENT CONSULTING SERVICES FOR THE DESTIN - FORT WALTON BEACH AIRPORT INTRODUCTION: The Destin-Fort Walton Beach Airport current Air Service Development Consulting Services contract expires November 30, 2016. SPECIFICS: * Desired start date December 1, 2016. ¢ Quotes will be due on BACKGROUND: Okaloosa County Airports is comprised of three airports; the Destin — Fort Walton Beach Airpart (VPS), Crestview/Bob Sikes Airport (CEW), and the Destin Executive Airport {(DTS). The Destin — Fort Walton Beach Airport is a joint-use airport located on Eglin Air Force Base and is a small hub facility that provides air transportation for all of Northwest Florida from Pensacola to Panama City. Currently, five commercial airlines operate from the Airport, carrying about 800,000 passengers per year. This traffic consists mainly of originating and departing passengers utilizing fifty-four daily flights offered by Allegiant, American, Delta, GLO and United. The passenger terminal consists of a two-level main terminal building containing various passenger and baggage process facilities, including ticketing and baggage check-in, baggage claim, baggage make-up, and concessions. Ticketing, baggage check-in, baggage claim, and certain concessions such as the rental cars are on the first floor. Food, beverage, news, and gifts concessions are located on the first and second floors. Okaloosa County requests proposals for air service development consulting services by a prime consultant with or without sub consultant(s) to provide professional services for economic and strategic analysis to serve as a basis for air service proposals to airlines that will cultivate new air service and validate existing routes for VPS; provide qualitative data relative to understanding how the airport can attract service and lower existing fares; and introduce strategies for a solid air service development marketing strategy that targets passengers and addresses retaining VPS passengers that leak to competing airports. SCOPE OF WORK: The Air Service Development Consulting Service services to be provided include, but are not limited to: ¢ To provide professional services to include Air Service Consulting and Development Services efforts to Okaloosa County’s Destin — Fort Walton Beach Airport. The Air Service Consulting and Development Services RFQ will be prepared in accordance with the requirements of the Federal Aviation Administration, the Florida Department of Transportation, and the needs of Okaloosa County. * The consultant shall provide economic and strategic analysis to serve as a basis for air service proposals to cultivate new service and validate existing routes. Further, the consultant shall provide sound quantitative passenger volumes, potential traffic flows, demographic analyses, market comparisons and analysis of competing gateways to assist Airport Staff with presentations to air carriers. The consultant shall develop presentations and forecasts for use in meetings with airline representatives to discuss the retention of existing or increased service opportunities at VPS, both domestic and international. The consultant shall also monitor airline announcements and identify opportunities as they might relate to and/or benefit VPS. in addition, the consultant shall establish and assist in strengthening business relationships with airline decision makers. ¢ The consultant shall provide ad hoc assistance to VPS in the development of requested marketing materials to further air service business development. This marketing collateral may include print and video, including projects as they relate to increased opportunities. There are a number of state statutes and Airport policies pertaining to the selected agencies/individuals company. Itisimportant that each potential service provided be familiar with the following requirements: 1. 5. The company shall not hold or acquire an account with any competing county, city, region or organization representing other Airports within Northwest Florida area (Escambia County, Santa Rosa County, Okaloosa County, Walton County, Walton County and Bay County). The Airport is to be advised of all new business solicitations by the conipany which could be perceived to constitute a conflict of interest. As agency political subdivision of the State of Florida, there are state regulations which prohibit advance payment of goods and services. Therefore, an agency handling the account must be financially able to pay bills in advance with a full understanding that it will not be reimbursed until such time as the service has been performed. Bills are paid promptly upon receipt of proof of performance (within thirty (30) days). The agency must agree to complete audits of its records relating to the Airports account by an authorized representative of the County, the Auditor General’s Office and/or any other authorized organization. The County reserves the right to award more than one consultant contract. Specifications of general interest to submitting agencies: All work performed above by successful contractor(s) will be owned by the Airport. TERM OF CONTRACT: The initial term of this contract shall be from the approval date of the Board of County Commissioners and shall run for a period of three (3) years. RENEWAL COPTION: The contract may be renewed for two (2) additional one (1) year periods with mutual consent by both parties and subject to all other terms and conditions of this agreement. TAXES AND ASSESSMENTS: Operator agrees to pay all sales, use, or other taxes, assessments and other similar charges when due now or in the future, required by any local, state or federal law, including but not limited to such taxes and assessments as may from time to time be imposed by the County. Operator further agrees that it shall protect, reimburse and indemnify County from and assume all liability for its tax and assessment obligations under the terms of this Agreement. SPECIAL INSTRUSTIONS: The selection of a firm to provide professional services will be based on the following criteria: - level of previous experience in successful air service development & consulting programs and market research. Demonstrated experience with small hub airport clients is desired. (25 points) - Quality of an example proposal prepared for a meeting with airline schedule planning executives. (25 points) - Proposed approach to the VPS air service development & consulting program and market research to be used and rationale for proposed programs. (20 points) - Reasonableness of fees and proposed fee arrangement. Proposers must recognize that this is not a “bid” procedure and a contract will not be awarded solely on a basis of low bid. (15 points) - Firm’s history and resource capability for required services. (10 points) - References. {5 points) The selection process involves two steps. (1) All interested applicants shall submit materials based on the above grading criteria, as well as any additional material they may wish to submit. The County reserves the right to reject any and all proposals deemed non-responsive, incomplete or financially unsound. (2) A screening committee will then review all acceptable responses and other submitted materials in order to determine a recommended award to be forwarded to the Board of County Commissioners for approval. This process may take several weeks to com plete. In addition to the submitted materials as described above, please include in the proposal, ideas, thoughts and comments by the consulting firm on the following; - Experience of the firm and individual recommended to be assigned to the account; - Extensive knowledge of Air Service Development and the submitted scope of work; - Innovative abilities; - Overall knowledge of the submitted scope of work; - In-house agency services, i.e.: creative services, photo library, production, etc.; - Group business development; - Very high inclination to use research in the development of strategic initiatives for the basis of any and/or all campaigns. Review Committee - Wendy Cain Okaloosa County Airports wcain@co.okaloosa.fl.us - Martin Owen 850-420-1934 martin@owenorganization - Tom Rimkus Emerald Coast Aviation tom@emeraldcoastaviation.com 850-651-7160 ext. 4 850-603-3302 Dave Miner From: Charles Powell Sent: Tuesday, June 21, 2016 9:31 AM To: Dave Miner Cc: Stephanie Herrick Subject: Updates Good morning, Here are some updates for the solicitations | am working: 1. RFB AP 61-16 (HVAC Control Services) will be posted Monday June 27%. Last day for questions will be July 11 at 3pm and Bid opening will be July 27t at 3pm. 2. lam drafting RFB AP 69-16 (Airport Flight Information Display System) and will try to have this posted by July 11, 3. The following have been approved for you to take before the Board: A. Financial Advisory Services (RFP) B. Airport Chillers {RFP) C. Air Service Development Consulting Services (RFQ) New process for RFPs/RFQs: - Full coordination will not take place until the Board approves the RFP/RFQ ~ You will send me the scope of work and review committee members and | will approve via email - Once | approve you will send to the Board for their approval - Once Board approves | will draft solicitation and send through coordination Hopefully this will speed things up and keep everything on track. Let me know if you have any questions. Respectfully, Charles Powell Contract & Lease Coordinator Okaloosa County Purchasing Department 5479A Old Bethel Road Crestview, Florida 32536 Voice: 850-689-5960 Fax: 850-689-5970 cpoweli@co.okaloosa.fl.us Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and 1 media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure.