City Airport Management ServicesCity
o Kali spell
Post office Box 1997 - Kalispell, Montana 990 -199'7
MONTANA Telephone 0 75 -7701 Fax - 40 75 -7758
REQUEST FOR PROPOSALS
AIRPORT MANAGEMENT SERVICES
for
KAISPE L MUNICIPAL ICIPAL AIRPORT
Airport General Information:
The Kalispell City Airport is a general aviation airport owned by the City of Kalispell that i
classified as a Visual Flight Rule VFAirport that sits on approximately 83 acres. It has a
,6 -foot x 60-foot asphalt runway (runway 131); a 3,6 -foot x 2 -foot wide parallel
taxiway on the east side of Runway I 1 with connector taxiways at each runway end and two
(2) at raid -field; a 2,2 -f t x 20-foot parallel taxiway the vest side of Runway 13 with
connector taxiways at Runway 13 and two 2 at raid -field; a -foot x 1 -foot asphalt apron on
the east side of the runway and a 266-foot x 509—foot asphalt apron on the west side of the
runway; several taxi lanes of various widths for hangar access, lighted wind sock; and rotating
beacon. Runway 1 - 1 has a medium intensity runway edge lighting system. The airport has 33
public trte-downs which generated $2,200, in Y21 2_
A Master plan for the airport was approved by the Kalispell City Council to upgrade the airport
to meet FAA R2 standards. This action has been referred to a vote of the public, which will
occur in November of 2013. The Master Plan and the respective selected alternative can be
found at ix_ w . ka l ispe 11. com/aiMoq/master .Mart _ up d ate .p hp .
Buildings on -site 'Include hangars, and commercial operations that provide fuel, aircraft
maintenance operations, flying lessons, and such other operations consistent with a municipal
general aviation airport -
INFORMATION .AND INSTRUCTIONS To SUBMITTERS
GENERAL INFORMATION
1. i Pursuant to the authority granted to it under MCA W-, the City of Kalispell is soliciting
proposals for airport management services to be provided for the City of Kalispell Municipal
.Airport.
1.2 The sealed Proposal must be received by the City Clerk at 201 First Avenue East, Kalispell,
Montana, by : 0 OPM local time, October 11, 2 013.
1.3 General questions pertaining to the project should be directed to Doug Russell, City
Manager, at 40 - - 0 or russ ll( lispell. O.
1.4 The City of Kalispell reserves the right to reject any or all Proposals, to waive any
informality or irregularity in any Proposal received, and to be the sole judge of the merits of the
respective Proposals rcccived.
- ANTICIPATED SCOPE of WORK
After being selected, the successful Proposer will execute an agreement with the City, in the
essential form as attached hereto, to provide services to fulfill the following scope of wort:
a) Notify the City of needed maintenance and repair of buildings, grounds and equipment.
b Provide communication services to and for pilots such as, but not Bruited to, NOTAM
issuances and airport advisories.
c Provide daily inspection of runway/apron/taxiway surfaces, lighting and navigational aid
systems.
d Comply with and enforce applicable regulations and adopted standards pertaining to the
airport.
e) Communicate with the City, and FAA if necessary, on field conditions affecting the safe
use of the airport.
f) Report violations of ordinances, policies, or rules regulating the use of the airport to the
city.
g Provide available personnel to meet the needs ofthe airport and the flying public,
including emergency and off -hour personnel availability.
h work with the City on the planning, budgeting, and development of airport facility
modifications and improvements.
i Provide customer service to airport users and the flying public.
j) Provide snow removal services for the runway/apron/taxiway.
Provide mowing/haying/weed services for the airport grounds.
While the City is proposing a draft agreement with a specific scope of services, the City does
wish to encourage flexibility in services and the manner and method by which they are provided
through this proposal solicitation and will consider incorporating an alternative scope of work as
may be proposed by a sumitter.
- PROPOSAL SELECTION CRITERIA
.1 Firms interested in providing the above described scope of services to the City of Kalispell
must submit a Proposal that addresses the following evaluation criteria. Applicants are
encouraged to organize their submissions M* such a way as to follow the general evaluation
criteria listed below. Information included within the Proposal may be used to evaluate your firm
as part of any criteria regardless of where that information is found within the Proposal.
Information obtained from the Proposal and from any other relevant source may be used in the
evaluation and selection process.
.2 Cover Leftr l _page containing at a minimum: Company name, contact name, address, fax
number, and email address.
3.3 Qualifications Criteria
. t l General Information
a Description of company.
Legal Qumpany organization, rgani ation chart with nani .
c) List of applicable Montana licenses.
. .2 Relevant Company Experience and Qnallf vati n — 20 points
a Applicant's overall reputation, service capabilities and quality as it relates to this
Proposal.
h Referrals n references from other municipalities or local governments.
c List and describe any litigation; arbitration; claims filed by your firm against any
other jurisdiction as a result of a contract dispute; any contract or negligence claims
filed against your company; premature termination from a services agreement.
d Applicant's capacity and intent to proceed without delay if selected.
c Describe the company's history in the industry.
f provide resumes of key personnel Appendix ndix ..
g Briefly describe any certifications and licensure held by the company in the state of
Montana.
3.3.3 Contract Understanding and Approach — 15 points
a Describe your understanding of the scope of work and the particular expertise your
company has in this area of work.
t Identify and discuss any potential difficult issues your company may face in
providing services within Flathead County.
c Identify and discuss methods to mitigate these difficulties.
3.3.4 Approach to Contract Management — 25 points
a Describe your company's approach in initiating and establishing the service that meet
the needs and requirements of the City.
b Describe systems used for planning, scheduling, estimating and managing the
requirements of the scope of services.
33.5 Fees and Charges — 25 points
a Provide a detailed schedule of fees and charges.
h Provide a detailed monthly and annual budget estimate for anticipated services.
3.3.6 other Factors — 15 points
a Current wiitracts and ability to procecd promptly.
b willingness to abide by the City's needs and requirements with few or no objections
or changes.
c) Relevant factors impacting the quality and value of scry icc.
PROPOSAL REO IREMENTS
.1 The Proposal shall include a one -page cover letter plus a maximum of fifteen 1 pages to
address the RFP criteria specified in Section 3 (excluding Resumes). Table of Contents and
section divider pages do not count towards the total page count.
.. Five copies of the Proposal must be submitted to the City Clerk at 201 First Avenue East,
Kalispell, Montana, by 5:OUPM local time, October l 1 2013.
4.3 Failure to comply with the following criteria may he grounds for disqualifications:
Receipt of submittal by the specific cut-off date and time.
The number of originals and/or copies of the submittal specified.
Adherence to maximum page requirements.
4.4 Adherence to the maximum page criteria is critical; each page side maximum 8 1 2" x 11"
with criteria information will be counted. Pages that have photos, charts and graphs will be
counted towards the maximum number of pages.
- SELECTION PROCESS AND SCHEDULE
.1 A five -member Contract Evaluation Board will evaluate each Proposal according to the
above criteria and NUY select up to three finalists that will be Short Listed for the contract. I
interviews are determined to be desirable, the Short List fins will meet with the Contract
Evaluation Board for interviews. The purpose of the interview will be to expand on the
information provided in the Proposal, not to repeat information already provided. Those firms
selected for the Short List will be provided additional instruction by the City. Those firms not
selected for further consideration will be notified.
.2 The following tentative schedule has been prepared for this selection process.
Proposals due: :O PM, October 11, 201
Firms notified for interview: October 25, 2013
5.3 Following the interviews the Contract Evaluation Board will rank each Short fist firm of this
RFP. Consideration will be given to both the written proposal and any oral presentations or
interviews. No other factors or criteria will be used in the qualification ranking.
5.4 The highest ranked fwn will be recommended to the City Manager and City Council for
contract award.
5.5 Requests for debriefings or to review the proposals submitted, shall be made in writing to the
City.All information submitted by firms and related Contract Evaluation Board evaluations and
rankings shall be considered confidential until after contr ct execution and award by the City
Council.
5.6 The City will eater a contract upon selection of the firm for the project to be submitted to the
City Council for approval. If the selected firm determines not to enter into a contract with the
City, the City may then contact the second or third highest ranked team until a contract is
executed, or may decide to turminatc the selection process.
PROFESSIONAL SERVICES AGREEMENT
for
AIRPORT MANAGEMENT SERVICES
THIS AGREEMENT is made and catered into this � day of 12013,
by and between the CITY OF KALISPELL, MON TANA, a municipal corporation organized
and existing under the laws of the State of Montana, 201 First Avenue East, Kalispell, Montana
019 hereinafter referred `City," and ,
hereinafter referred to as "Contractor."
WHEREAS: The City is the sole owner of the I ali pelf City Airport for purposes of providing
general aviation -related services the flying public and for the promotion and
development of commerce and eco o is growth for the region; and
WHEREAS: The City desires to contract with the private sector in theprovision of aviation -
related services including but not limited to airfield inspections, airport advisories,
h.
NOTAM issuances, public r lation%. gr t6i s keeping; an � , other potential
aviation -related services that may be developed.
In consideration of the mutual covenants and agreements herein contained, the receipt
and sufficiency whereof being hereby acknowledged, the parties bereto agree as follows:
�' �0.
Y.Y.
h.
11 urRo e: City agrees to hire Contractor as an independent contractor to perform,
for City services descr- bed in the Scope of Services attached hereto as Exhibit "A" and by this
preference made a part hereof. AT
2. Effective Date: This em nt is effective upon the date of its execution and
i
will terminate on the day of .{F�. �;�. 120
Xf
�.
,5✓t I�
VI
f34 t
Scope of work: Contractor will perform the work and provide the services in
accordance with the requirements of the Scope of Services.
Payment: City agrees to pay Contractor pursuant to the schedule of fees and
charges as attached hereto as Exhibit "B" for services pert need pursuant to the Scope of
Scrviccs. Contractor shall also have the privilege of managing tic downs and receiving tic clown
fees at the rate o .
Any alteration or deviation from the described work that invulvus extra costs will be
performed by Contractor after written request by the City, and will become an extra charge over
and above the contract amount. The parties must agree upon any extra charges in writing.
Airport Management Services Agreement
. obligations of the
A. Facility maintenance: CITY shall provide necessary maintenance and repair of all
CITY -owned buildings and transportation surfaces, taxiway lighting and navigational aids
systems. CITY shall provide all necessary runway markers and fencing.
B. Tenant management: CITY shall approve airport leases and have billing and
collection responsibilities for said leases.
. Obl!yations of the Contractor:
A. Hours of operation: Contractor agrees to provide daily coverage for services.
Contractor agrees to provide emergency, off -hour, and back-up customer service from persons
living in the immediate area. Contractor agrees to provide a telephone- number for the contact of
normal and off -hour related services. This contact number shall be .ailahle for posting o
aviation related information portals and the city website.
B. Airport Management Services: Contractor shall serve as the overall manager of the
airport on behalf f the City, implement its general program duties and shall provide the services
as set forth in the Scopc of Scrviccs.
7* Independent Contractor Status* The parties agree that Contractor is an
independent contractor: for purposes of this Agreement and is not to be considered an employee
of the City for any purpose. Contractor is not subject to the terms and provisions of the ity's
personnel policies handbook and may not be considered a City employee for workers
compensation or any other purpose. Contractor is not authorized to represent flic City of
otherwise bind the City in any dealings between Contractor and any third parties.
Contractor shall comply with the applicable requirements of the Workers" Compensation
Act, Title 39, Chapter 71., MCA, and the occupational Disease Act of Montana, Title 3910
Chapter 71, MCA. Contractor shall maintain workers' compensation coverage for all members
and employees of Contractor's business, except for those mcmb rs who arc cxcniptcd by law.
Contractor shall furnish the City with copies shoving one of the following, 1 a binder
for workers' roxiipensatiull coverage by an insurer ficunsed and auffiofizud to provide cor ers%
compensation insurance in the Mate of Fontana; or proof of exemption fromworkers'
compensation granted by law for independent contractors.
8. Indemnity and Insurance: For other than professional services rendered, to the
fullest extent permitted by law, Contractor agrees to defend, indemnify, and hold the City
harmless against claims, demands, suits, damages, losses, and expenses connected therewith that
may be asserted or claimed against, recovered from or suffered by the City by reason of any
injury or loss, including but not limited to, personal injury, including bodily injury or death,
21 Airport Management Services Agreement
property damage, occasioned by, growing out of, or in any way arising or resulting from any
intentional or negligent act on the part of Contractor or Contractor's agents or employees.
For the professional services rendered, to the fullest extent permitted by law, Contractor
agrees to indemnify and hold the City harmless against claims, demands, suits, damages, losses,
and expenses, including reasonable defense attorney fees, to the extent caused by the negligence
or willful misconduct of the Contractor or Contractor's agents or employees.
For this purpose, Contractor shall provide City with proof of insurance issued by a
reliable company or companies in amounts not less than as follows:
ON .
'
� workers Compensation � statutory ��{{�
• Employers' Liability - 1,000,000 per occurrence; $2,00 0, 000 annual aggregate
• Commercial General Liability - $1,00,coo per occurrence; $2,000,000 annual aggregate
• Automobile Liability - $1,000,000 property damage bodily injury- $2,000,000 annual
aggregate
The City shall be included or named as an additional or named insured on the
Commercial General and Automobile Liability policies. The insurance must be in a form
suitable to City.
90 Professional Service: Contractor agrees that all services and work performed
hereunder will be accomplished in a professional manner.
10, Compliance with Laws: Contractor agrees to comply with all federal, state and
local laws, ordinances, rules and regulations, including the safety rules, codes, and provisions of
the Montana Safety Act in Title 50, Chapter 71, MCA.
11 Nondiscrimination: Contractor agrees that all hiring by Contractor of persons
perfonning this Agreement will be on the basis of merit and qualification and will not
discriminate on the basis of race, color, religion, creed, political ideas, sex, age, marital stags,
physical or mental disability, or national origin.
1241 Default and Termination: if either party fails to comply with any condition of
this Agreement at the time or in the manner provided for, the other party, at its option, may
terminate this Agreement and be released from all obligations if the default is not cured within
ten 1 days after written notice 'is provided to the defaulting party. Said notice shall set forth
the items to be cured. Additionally, the non -defaulting party may bring suit for damages,
specific performance, and any other- remedy provided by law. These remedies are cumulative
and not exclusive. Use of one remedy sloes not preclude use of the others. Notices shall be
provided in writing and hand -delivered or mailed to the parties at the addresses set forth in the
first paragraph of this Agreement.
3 1 Airport Management Services Agreement
1 . Modification and Assignability : This document contains the entire agreement
between the parties and no statements, promises or inducements made by either party or agents
of either party, which are not contained in this written Agreement, may be considered valid or
binding. This Agreement may not be enlarged, modified or altered except by written agreement
signed by both parties hereto. The Contractor may not subcontract or assign Contractor's rights,
including the right to compensation or duties arising hereunder, without the prior written consent
of City. Any subcontractor or assignee will be bound by all of the terms and conditions of this
Agreement.
14. Qwne"bi_p. an _..Publication of Materials. All reports, infonnation,cat , and
other materials prepared by the Contractor pursuant to this Agreement are the property of the
City,, The City has the exclusive and unrestricted authority to release, publish or otherwise use,
in wholc or part, information relating thereto. A.ny re -use without writtn verification or
adaptation by the Contractor for the specific purpose intended will be at the City's sole risk and
without liability or legal exposure to the Contractor. No material produced In whole or in part
under this Agrcnt may be copyrighted or patented in the United States or in any other
country without the prior written approval of the City.
150 Liaison: City's designated liaison with Contractor is Doug Russell, City
Manager and Contractor's designated liaison with City is
160 ARRIA"cabili : This Agreement and any cxtensions hereof shall be governed and
construed in accordance with the laws of the Mate of Montana and the venue of law for any
dispute shall be the 11 th District Court for Flathead County, Montana.
IN WITNESS wH 1EoF, the parties hereto have executed this instrument the day and
year first above written.
CITY of I ALISP LL, MONTA1 A
CONTRACTOR (Type Name Above)
By y
Doug Russell City AUna cr Print Name:
Print 'Title:
4 Airport Management Services Agreement
Exhibit "A"
SCOPE OF SERVICES
a) Notify the City of needed maintenance and repair of buildings, grounds and equipment.
b) Provide communication services to and for pilots such as, but not limited to, NOTAM
issuances and airport advisories.
c) Provide daily inspection of runway/apron/taxiway surfaces, lighting and navigational aid
systems.
d) Comply with and enforce applicable regulations and adopted standards pertaining to the
0
airport.
c) Communicatc with the City, and FAA if necessary, on field conditions affecting the safe
NO 4use of the airport.
f) Report violations of ordinances, policks, or rules re lating the use of the airport to the
city.
Aq , i 2"14W..
g) Provide available persorwel to nica the imcds of the airport and the flying public.
h) Work with the City on the planning, budgeting, and development of airport facility
mudifications and unprovcme'nts,
130
i) ftovide customer service to airport users and the flying public.
J Provide snow removal services for the runway/apron/taxiway.
k) Provider qwing�yingftyeed &ervices for the airport grounds -
Airport Management Services Agreement
Exhibit "B"
SCHEDULE OF FEES AND CAGES
,kp
AA
"0
61 Airport Management Services Agreement
CITY OF KALISPELL
REQUEST FOR PROPOSALS
The City of Kalispell, Montana, is requesting proposals for airport management services to be
provided for the City of Kalispell Municipal Airport. Proposals will be accepted until 5:00 PM
local time on October 11, 2013. One 1 original plus four copies must be submitted,
addressed to the Kalispell City Clerk, Kalispell City Hall, 201 First Avenue East, Kalispell,
Montana, 59901 and clearly identified as "Proposal for Kalispell City Airport Management
Services". Proposals received after 5.-00 PM nn October 11, 2013 will not be considered. Faxed
materials will not be considered.
detailed description of the scope of services and proposal criteria may be obtained at the office
of the Kalispell City Clerk, Kalispell City Hall, 201 First .Avenue East, or on the City of
I alisp ll's website at http://kalispell.com/clerkZproiects—open.php.
CITY OF KA ISPELL
Theresa White
City Clerk
Publication Dates: September 16, 2013
September 30, 2013
Advertising
Invoice
City of Kalispell
City of Kalispell L
P 0 Box 1997
Kalispell, M' 59903
Daily Inter lake
Po Box 7610
Kalispell, MT 59904
Phone (406) 758-4420
Fax (406) 752-8114
Account :IL,1111
Date :/0/1
Tran. DatdReference M Description I Runs I lines I Total
0 / /13
Remarks
1799440 Ad: far 9/30/2013 No. 21175CITY OF KALI ELL REQUI
6,0, Z/39.-o
it"/
42.00
Em Due 42.00
No. 21115
tTY OF KALIF
REQUEST FOR PR,
The City of Kalispell# i�Il �1'#
managernew, servicwto
Tuovtded for the ,City of � ali pall
nic pal *. Pr p al will
be aoo pt d until :00 PM local
time on October .11, 2013. One
(1 ) origine1 plus tour (4) copies
must ti ubmitt do addressed to
the.' Kalispell City Clerk, Kalispell
!�iHall, 1 First Avenue East,
1, Montana, 59901 and
i�db tlfied as T ropo ai fal 1
Kalispell city . Airport
Marra tent services".
ProposWs received after : 0
PM on October 11, 2013 will not
be considered. Faxed materials
will not be considered.
A detailed description of the
s�pe of services and proposal
criteria may be obtained at the
office of the lalipll City Clerk,
Kalispell City Hall, 201 First
Avenue East, or on- the City of
ali ell's website at
http Ikall pell. omI arWprolms
pen.php.
CITY OF KALISPELL
geresa
:Theresa White
li~hite
Olty Clerk
September 1 , 30, 2013
STATE OF M NTANA
FLATHEAD COUNTY
AFFIDAVIT OF PUBLICATION
RICHELLE ROONEYBEING DULY
SWORN, DEPOSES AND SAYS: THAT S14E IS THE LEGAL.
CLERK OF THE DAILY INTER LAKE A DAILY
NEWSPAPER OF GENERAL CIRCULATION, , PRINTED AND
PUBLISHED IN THE CITY DP KALISPELL., IN THE
COUNTY OF FLATHEAD, STATE OF MONTANA,, AND
THAT NO. 21175
LEGAL ADVERTISMENT WAS PRINTED AND
PUBLISHED IN THE REGULAR AND ENTIRE ISSUE OF
SAID PAPER, AND IN EACH AND EVERY COPY THEREOF
ON THE DATES OfSept, 16, 30, 2013.
AND THE RATE CHARGED FOR THE ABOVE
PRINTING DOES NOT EXCEED THE MINIMUM
GOING RATE CHARGED TO ANY OTHER
ADVERTISE. FOR THE SAME PUBLICATION,
SET IN THE SAME SIZE TYPE AND PUBLISHED
FOR THE SAME NUMBER OF INSERTIONS.
_________;.._------ ---ro�o�
Subscribed and swom t
Before me this September 30, 2013
_-
Dorothy I . Glendoss
Notary Public for the State of Montana
Residing in Kalispell
My commission expires 1 12 1
L CKMTW t. C L NROS
NOTARY PUBUG for tho
State of Mont a
' SEAL Rftdlng at KWIs edl, Montana
my coammimion Eypires
Soptembor 11, 2017