for On-Call Airport Planning Consulting Services for Philadelphia International Airport and Ph

134 Pages·2014·4.38 MB·English

by  Flamer, Michelle

REQUEST FOR PROPOSALS (“RFP”)
for
On-Call Airport Planning Consulting Services
for
Philadelphia International Airport and Philadelphia Northeast Airport

Issued by:
CITY OF PHILADELPHIA
Department of Commerce, Division of Aviation

All Proposals must be submitted electronically through the eContract Philly online
application process at www.phila.gov/contracts, choose eContract Philly.

Applicants who have failed to file complete applications through the eContract Philly
online application process will not be considered for the contract.

Proposals must be received no later than 5:00 p.m. Philadelphia, PA, local time, on

DECEMBER 18, 2014
___________________________________

Michael Nutter, Mayor
City of Philadelphia

Mark Gale, Chief Executive Officer
Philadelphia International Airport

An optional, Pre-Proposal Conference will be held on
DECEMBER 3RD @ 10 AM
International Plaza, Building One
Route 291 & Bartram Avenue
Philadelphia, PA 19153
City of Philadelphia Philadelphia International Airport
ON CALL AIRPORT PLANNING CONSULTING SERVICES NOVEMBER 2014

PAGE INTENTIONALLY LEFT BLANK
Page 3 of 25
City of Philadelphia Philadelphia International Airport
ON CALL AIRPORT PLANNING CONSULTING SERVICES NOVEMBER 2014

TABLE OF CONTENTS

I. Project Overview ................................................................................................................................................ 5
A. Introduction; Statement of Purpose ..................................................................................................................... 5
B. Department Overview ......................................................................................................................................... 5
C. Request for Proposals ......................................................................................................................................... 5
D. General Disclaimer of the City of Philadelphia .................................................................................................... 5
E. Guidelines (FAA) ................................................................................................................................................. 6

II. Description of Philadelphia Airport System

II. Scope of Work ................................................................................................................................................... 7
A. Project Details ..................................................................................................................................................... 8
B. Services and Tangible Work Products ................................................................................................................ 9
C. Timetable ....................................................................................................................................................... 10
D. Hours and Location of Work .............................................................................................................................. 10
E. Monitoring; Security .......................................................................................................................................... 11
F. Reporting Requirements ................................................................................................................................... 11
G. Specific Performance Standards ....................................................................................................................... 11
H. Compensation ................................................................................................................................................... 12
I. Organizational and Personnel Requirements ....................................................................................................... 12

III. Proposal Format, Content, and Submission Requirements; Selection Process ............................................ 13
A. Proposal Format ................................................................................................................................................. 16
B. Notice to Applicants to State Requested Exceptions to Contract Terms in Proposal ......................................... 16
C. Disadvantaged Business Enterprise Participation .............................................................................................. 16
D. The Philadelphia Tax and Regulatory Status and Clearance Statement ........................................................... 17
E. Compliance with Philadelphia 21st Century Minimum Wage & Benefits Ordinance & Mayoral Executive Order 03-14… 18
F. Certification of Compliance with Equal Benefits Ordinance …….………………………………………………… 18
G. Mandatory Online Application Requirements …..…………………………………………………………………. 18
H. Selection Process ............................................................................................................................................. 19

IV. Proposal Administration ................................................................................................................................. 21
A. Procurement Schedule ..................................................................................................................................... 21
B. Questions Relating to the RFP .......................................................................................................................... 21
C. Pre-Proposal Conference, Site Visits, Inspection of Materials .......................................................................... 21
D. Term of Contract ................................................................................................................................................ 22

V. General Rules Governing RFPs/Proposal; Reservation of Rights; Confidentiality & Public Disclosure . 23
A. Revisions to RFP .............................................................................................................................................. 23
B. City Employee Conflict Provision ....................................................................................................................... 23
C. Proposal Binding ............................................................................................................................................... 23
D. Contract Preparation Fee .................................................................................................................................. 23
E. Reservation of Rights ........................................................................................................................................ 24
F. Confidentiality and Public Disclosure ................................................................................................................ 25

Page 4 of 25
City of Philadelphia Philadelphia International Airport
ON CALL AIRPORT PLANNING CONSULTING SERVICES NOVEMBER 2014
APPENDICES
Appendix A General Provisions
Appendix B Disadvantaged Business Enterprise (DBE) Program, Federal Regulations 49 C.F.R. Part 26
Appendix C City of Philadelphia Tax and Regulatory Status and Clearance
Appendix D SF 330
Appendix E Insurance Requirements
Appendix F Airport Allowable Expenses
Appendix G Invoice Guidelines
Appendix H Team Makeup (spreadsheet sample)
Page 5 of 25
City of Philadelphia Philadelphia International Airport
ON CALL AIRPORT PLANNING CONSULTING SERVICES NOVEMBER 2014

I. Project Overview

A. Introduction/Statement of Purpose
The City of Philadelphia (“City”), Department of Commerce, Division of Aviation (“Aviation”) seeks qualified
Applicants (“Applicant(s)”) to provide Airport Planning Consulting Services for the Philadelphia International Airport
(“PHL”) and Philadelphia Northeast Airport (“PNE”) (collectively referred to as “Airport”). The successful Applicant is
expected to provide on-call professional and comprehensive engineering services related to: economic analysis;
forecasting growth; creating schematic plans and runway and taxiway layouts; updating existing airport layout plans;
evaluating space usage in the terminals; reanalyzing studies for terminal expansion; conducting traffic and parking
studies; estimating costs; developing an implementation schedule for proposed improvements; reviewing tenant
construction permit applications; and preparing Environmental Impact Studies consistent with the National
Environmental Protection Act (“NEPA”). These contracts are generally established for one-year terms with up to three
renewal options and funded on an annual basis within the Airport’s operating budget.

B. Department Overview
The City administers the day-to-day operations of the Airport through Aviation, under the direction of its Chief
Executive Officer (“CEO”) and overseen by the Mayor’s Office of Transportation and Utilities

The Planning and Environmental Services Manager, or his designee will be responsible for overseeing the activities
of the successful Applicant(s). The name, address, and contact information for the City's Primary Contact for this
RFP is as follows:

Mr. Raymond Scheinfeld
Planning and Environmental Services Manager
Philadelphia International Airport, Terminal E
Philadelphia, PA 19153

C. Request for Proposals
The City intends to enter into Agreement(s) with one or more qualified Applicant(s) to provide professional and
comprehensive airport planning consulting services at the Airport on an as needed basis. This opportunity is open
only to prime Applicants with a minimum of ten years of substantial, direct and relevant airport planning experience.
Applicants must demonstrate extensive experience in forecasting and demand analysis; airport facility planning and
design; airfield operations; environmental impact analysis and development of Environmental Impact Statements,
including noise and air quality modeling of airport operations in compliance with local state and federal guidelines;
traffic engineering and transportation planning; civil engineering; economic analysis; and airport project management
including project phasing and implementation. This experience must be quantified and described in the proposal.
The proposed project staff shall have knowledge of the specialized practices and limitations associated with terminal
and airfield construction, be thoroughly familiar with Transportation Security Administration (TSA) and Federal
Aviation Administration (FAA) standards and regulations and have a working knowledge of FAA advisory circulars
and all other pertinent and relevant codes and standards. Please note, a Applicant who acts as a Prime on this
contract is prohibited from acting as a subconsultant on another contract for this opportunity.

The selection process will be carried out in compliance with the most current revised edition of U.S. Department,
Federal Aviation Administration (FAA) Advisory Circular AC No. 150/5100-14D, “Architectural, Engineering and
Planning Consultant Services for Airport Grant Projects.” Selection will be based on qualifications not costs. After
ranking, a detailed scope of work will be developed with the highest ranked consultant. Consulting fees will then be
negotiated. An independent fee estimate for any and all services to be performed will be conducted prior to FAA
grant award.

Page 6 of 25
City of Philadelphia Philadelphia International Airport
ON CALL AIRPORT PLANNING CONSULTING SERVICES NOVEMBER 2014

D. General Disclaimer of City
This RFP does not commit the City of Philadelphia to award a contract. This RFP and the process it describes are
proprietary to the City and are for the sole and exclusive benefit of the City. No other party, including any Applicant,
is intended to be granted any rights hereunder. Any response, including written documents and verbal
communication, by any Applicant to this RFP, shall become the property of the City and may be subject to public
disclosure by the City, or any authorized agent of the City.

Page 7 of 25
City of Philadelphia Philadelphia International Airport
ON CALL AIRPORT PLANNING CONSULTING SERVICES NOVEMBER 2014

II. Description of Philadelphia Airport System

Philadelphia International Airport (PHL) is the only major airport serving the 6th largest metropolitan area in the
United States.

PHL is classified by the Federal Aviation Administration as a large air traffic hub1. According to data reported
by Airports Council International – North America, PHL was ranked the eighteenth busiest airport in the United
States, serving 30.3 million passengers in calendar year 2012, and was ranked the tenth busiest in the nation
based on aircraft operations (take-offs and landings). Origin-destination traffic for Fiscal Year 2013 accounted
for approximately 55% of annual passengers, with the remaining 45% being passengers who connected
between flights. General information may be viewed at the Airport website www.phl.org.
During the second quarter of calendar year 2014, an average of 29 tenant airlines are serving the airport and
providing an average of 563 daily departures to 130 destinations, including an average of 60 daily departures to
40 international destinations.
The Airport serves residents and visitors from a broad geographic area that includes eleven counties within four
states: Pennsylvania, New Jersey, Delaware and Maryland. PHL is easily accessible by car and public
transportation. The Airport is directly linked to ramps from Interstates 95 and 76 and the SEPTA Airport Rail Line
provides direct service to and from Center City Philadelphia, from stations located at all Terminals. The Airport
System consists of the following:

1. Philadelphia International Airport

 Land. Approximately 2,394 acres located partly in the southwestern section of the City and partly in the
northeastern section of Delaware County, about 7.2 miles from center city Philadelphia.

 Runways. The Airport’s runway system consists of parallel Runways 9L-27R and 9R-27L, crosswind
Runway 17-35, commuter Runway 8-26, and interconnecting taxiways.

 Terminal Buildings. Approximately 3.3 million square feet, consisting of seven terminal units (A-West, A-
East, B, C, D, E and F). Terminal facilities principally include: ticketing areas, passenger holdrooms,
baggage claim areas and approximately 176 food, retail and service establishments.

 Other Buildings and Areas. Consisting of six active cargo facilities, a US Airways aircraft maintenance
hangar, and a former United States Postal Service building located at the western end of the Airport.

 Outside Terminal Area. Consisting of a 14-story, 400-room hotel, seven rental car facilities, a 150-
vehicle cell-phone lot and two employee parking lots with a total of 3,950 spaces. This area also includes
five parking garages and surface lots consisting of a total of 18,940 vehicle spaces, operated by the
Philadelphia Parking Authority.

2. Northeast Philadelphia Airport

PNE is located on approximately 1,126 acres situated within the City limits, ten miles northeast of center city
Philadelphia. PNE serves as a reliever airport for PHL and provides for general aviation, air taxi, corporate, and
occasional military use. The airport currently has no scheduled commercial service. There are presently 85 T-
hangars, nine corporate hangars and six open hangars for general aviation activities. There are approximately
190 general aviation aircraft based at PNE.

1 A large hub is defined by the FAA as a community that enplanes 1.0% or more of the total passengers enplaned on
certificated airlines in the United States.
Page 8 of 25
City of Philadelphia Philadelphia International Airport
ON CALL AIRPORT PLANNING CONSULTING SERVICES NOVEMBER 2014

PHL Capital Projects
A 10-year planning process and a thorough 7-year environmental review process culminated in January 2011 with
the Federal Aviation Administration (FAA) issuing a Record of Decision approving the Airport's Capacity
Enhancement Program (CEP). Receipt of this final document enables the Airport to proceed with the next steps
required to expand and make critically needed improvements that ensure the Airport is strategically positioned to
meet future air service demands, enhance its competitive stature in the global aviation market place and maintain
the region's economic vitality.
In January 2013, PHL and its airline partners agreed upon a two-year extension to the Airport-Airline Use & Lease
Agreement that will run through June 30, 2015. The extension allowed for $734 million in new capital investments,
bringing the total capital improvement program to approximately $1.1 billion. The new projects include: an extension
of runway 9R/27L to provide the capability to accommodate large, long-haul aircraft flying to any point on the globe;
airside improvements to include new taxiways, aircraft holding bays, and apron areas to allow aircraft to queue more
efficiently for departure; a redesigned and enhanced Terminal B/C ticketing area, which will include a new,
automated baggage handling and screening system and a new, more spacious, centralized passenger security
screening checkpoint to provide for greater efficiency and enhanced passenger flow; replacement of the current
rental car facility surface lots with a new, multi-story consolidated rental car facility; initial design for an automated
people-mover system between concourses that will make it easier for passengers to connect to other flights; and
continued rehabilitation of other existing airport infrastructure to include: security upgrades, roof and window
replacements, escalator upgrades, airport restrooms, roadways, concession programs and flight information display
systems.
In November 2013, the Governor of Pennsylvania signed a comprehensive transportation bill into law (Act 89 of
2013). This legislation permits the Airport to establish and collect a “Customer Facility Charge” (CFC). The CFC will
provide funding for a new consolidated rental car facility, which will serve the Airport’s rental car customers.
Also in November 2013, the newly redesigned Terminal F Hub opened featuring 20 new food, beverage and retail
shops, a 300-seat food court area, fascinating new permanent artwork and an enhanced bus shelter.
Page 9 of 25
City of Philadelphia Philadelphia International Airport
ON CALL AIRPORT PLANNING CONSULTING SERVICES NOVEMBER 2014

III. Scope of Work

A. Project Details
The City intends to enter into one or more professional services contracts with qualified Applicant(s) to provide
comprehensive Airport Planning consulting services in connection with development and improvement of the Airport.
The services are to be provided on an on-call or as-needed basis. This Section III, Scope of Work states
requirements for the project, including the services and the tangible work products to be delivered and the tasks
Aviation has identified as necessary to meet those requirements. Aviation reserves the right, however, to modify
specific requirements, based on changed circumstances (such as as change in business or technical environments),
the proposed selection process, and contract negotiations with the Applicant(s) selected for negotiations, and to do
so with or without issuing a revised RFP.

B. Services and Tangible Work Products
The services will be a variety of tasks and will require a wide range of capabilities. Specific assignments have not
yet been determined, but will be made by Aviation when and if consulting services are required and the scope of
work for each assignment will be negotiated with the successful Applicant(s) as the need arises. Specific projects
are subject to the availability of funding and are, therefore, unknown at this time. The successful Applicant(s) will be
expected to respond to the Airport in writing within seven calendar days, with submittal of estimate of the costs, time,
work plan and other details necessary for the proper performance of the proposed services. Should the Airport
determine the assignment to be either critical or urgent to the best interests of the Airport, the successful
Applicant(s) shall work diligently to complete the work in a timely manner. It is possible that the successful
Applicant(s)’ personnel may be required to work alternative shifts and/or weekends depending upon the
requirements of the Airport.

1) Types of Assignments
The assignments may involve any of the landside or airside facilities at each airport as well as private properties and
nearby roads. The services will include, but not be limited to, providing strategic advice and assistance as required;
assistance in developing appropriate internal procedures; representing the Airport operating staff; and providing
guidance and oversight to other outside consultants. Should an Applicant be unwilling or incapable of performing
any specific tasks due to internal corporate policies, the Applicant MUST disclose those specific tasks in your
response.

It is expected that the assignments will involve some or all of the following areas of concern:
 Aviation activity forecasts
 Runway and taxiway layouts
 Obstruction analysis of Airport clearance zones (FAR-77)
 Modifications to airplane parking locations
 Evaluations of existing conditions and the need for assistance concerning environmental issues and
regulations such as noise abatement, wetlands and right-to know
 Space usage within terminal buildings
 Re-analysis of studies for terminal expansion
 Analysis of airport activities such as security, passenger processing, baggage handling, an relationship with
tenants and concessionaires
 Analysis of airport access systems
 Interior traffic studies
 Parking studies
 Development of schematic plans for modifications to existing facilities and proposed new facilities
 Cost estimating and various economic analysis
 Preparation of project schedules
Page 10 of 25
City of Philadelphia Philadelphia International Airport
ON CALL AIRPORT PLANNING CONSULTING SERVICES NOVEMBER 2014

 Participation in public presentations
 Review of tenant construction permit applications
 Prepare “pen and ink” changes to existing Airport Layout Plans (ALPs)
 GIS services- provide documents in accordance with the latest version of FAA A/C’s 150-5300-16,17 and
18
 Prepare Environmental Impact Studies consistent with the National Environmental Protection Act (NEPA)
 Prepare and update monthly a master schedule for each active assignment, which shows projected
milestones, duration and completion dates for the activities required.

C. Timetable. The Applicants(s) will be expected to reply to Aviation in writing within seven calendar days, with
proposal of estimate of the costs, time, work plan and other details necessary for the proper performance of the
proposed services. More detail is given in “Section III. Scope of Work.”

D. Hours and Location of Work
The tasks may involve any of the landside or airside facilities at PHL. It is possible that the successful Applicant(s)
personnel may be required to work alternative shifts, including nights, weekends, and/or overtime depending upon
the nature of the work, or an directed by Aviation.

E. Monitoring; Security. The Deputy Director of Aviation, Planning and Environmental Services Manager or his
designee will monitor performance under the contract. By submission of a propossal in response to this RFP, the
Applicant agrees that it will comply with all contract monitoring and evaluation activites undertaken by the City of
Philadelphia, and with all security policies and requirements

F. Reporting Requirements. The successful Applicant shall report to the City of Philadelphia on a regular basis
regarding the status of the project and its progress in providing the contracted services and/or products. At a
minimum, the successful Applicant shall submit a monthly invoice detailing the services and/or products provided,
the goals/tasks accomplished, and the associated costs. If hourly rates are charged, the invoice must also detail the
number of hours, the hourly rate, and the individual who performed the service.

G. Specific Performance Standards. The successful Applicant’s performance will be assessed based on the ability
to meet the project schedule; the quality of work performed; effective implementation of planned strategies;
communication with the project team; communication of the project status; and the ability to develop and maintain
productive working relationships with Aviation.

H. Compensation. It is expected that the successful Applicant(s) will be awarded a cost-plus, fixed-fee contract(s).
The maximum amount of the contract will be negotiated based on the estimated hours, rates, overhead, and direct
expenses. The following items will be considered costs for the prime consultant and all subconsultants:
1. Wages paid to employees for documented hours worked on the contract.
2. Overhead.
Overhead is to be expressed as a percentage of the direct hourly wage rates. It is to be based on a recent
(latest calendar year) statement prepared in accordance with Defense Contractors Audit Agency (DCAA)
guidelines by a Certified Public Accountant (CPA) or a government agency. The maximum allowed rates
are 150% for employees stationed at the consultant’s home office, and 120% for employees stationed at a
field office.
3. Direct Non-salary Expenses.
4. The fixed fee for the selected Applicant shall be based on a percentage of the estimated wages and
overhead (maximum 10%), and will not vary. No fee or other mark-up will be allowed on Direct Expenses
or subconsultant costs.
5. See Appendix F/G for direct reimbursable limitations.
6. All costs will be within a not-to-exceed contract amount.
Page 11 of 25