Request for Proposals #FY22-AP-02 - Airport FBO Services

Agency: City of Cottonwood
State: Arizona
Type of Government: State & Local
Posted Date: Oct 8, 2021
Due Date: Nov 10, 2021
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Request for Proposals #FY22-AP-02 - Airport FBO Services

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City of Cottonwood, Arizona
NOTICE OF FORMAL SOLICITATION
SOLICITATION TYPE:
COMMODITY/SERVICE SOUGHT:
SOLICITATION NO.:
PROPOSAL DUE DATE AND TIME:
LOCATION:
REQUEST FOR PROPOSALS
Proposals for use of airport property and airport Services
FY22-AP-02
Wednesday, November 10, 2021 - 10:00 am local Arizona time
City of Cottonwood
Administrative Services Department
Purchasing Division
821 N. Main Street
Cottonwood, AZ 86326
There will also be a Pre-Proposal Conference at the Airport terminal building, 1001 W Mingus Ave, Cottonwood, AZ
on Monday, October 25, 2021 at 10:00 a.m. local Arizona time
The City of Cottonwood is soliciting proposals from companies or individuals to utilize airport property and miscellaneous
airport services. The City of Cottonwood is proposing to lease any or all of the following (negotiable in final contract):
1) 40 foot by 60 foot aircraft mechanics hangar
2) Office Space within the terminal building10,000 gallon Avgas fuel tank
3) 10,000 gallon Avgas fuel tank (the City’s preference would be to not lease the tank, but instead to share a flowage fee,
but either can be negotiated)
All of which are located at the Cottonwood airport, 1001 W Mingus Ave. Cottonwood, AZ 86326. The City is interested in
having some or all duties described within the Statement of Work completed at the Cottonwood Airport. Applicants are
welcome to include these duties in their proposals which may reflect a reduction in rental payments and/or compensation.
Applicants who provide at least one Airframe and Power Plant (A&P) mechanic that is certified to provide aircraft
maintenance services in compliance with all Federal Aviation Regulations (FAR) and provide these services to the public
will be given preference in the selection process. Applicants with capability to provide Jet A fueling services will also be
given preference. The winning applicant will be selected based on:
1) Past FBO business experience
2) Economic impact on the airport
3) Ability to provide aircraft mechanic services
4) The ability to perform duties assigned within the Statement of Work.
5) Ability to provide Jet A Fueling Service
The lease space, start date and rental rate, fuel flowage fee and/or compensation, if any, will be negotiated with the applicant
deemed most advantageous. The City is amenable to negotiating other terms and conditions not discussed in this RFP which
would be mutually beneficial to both parties. The tenant will be subject to the Cottonwood Airport Commercial Minimum
Operating Standards, Airport Operating Rules, gate cards agreements, etc. The Tenant will provide private services
independently of the City, which will not monitor, certify, or warranty the Tenant's work. However, the Tenant will be
required to carry liability insurance for itself and its operations which names the City as an additional insured (as provided
for in the Commercial Minimum Operating Standards) , and to indemnify the City from and against any and all claims
against the City arising out of or relating to the services it performs at the Airport.
Solicitation documents are available by email or by contacting the Purchasing Division at jcook@cottonwoodaz.gov or hard
copies can be picked up at the City of Cottonwood, Administrative Services Department located at 821 N Main Street,
Cottonwood, AZ 86326. Documents can also be obtained through the Public Purchase website at www.publicpurchase.com.
Sealed offers for the commodity or service specified will be received by the Purchasing Division, City of Cottonwood, 821 N.
Main Street, Cottonwood, Arizona 86326, until the time and date cited above. Offers received by the correct time and date
will be opened publicly and the name of the Proposers shall be read aloud at the Purchasing Division Office.
Offers must be in the actual possession of the Purchasing Division Office and stamped by a member of the Administrative
Services staff on or prior to the exact time and date indicated above. Late submittals or unsigned submittals will not be
considered under any circumstances.
Offers must be submitted in a sealed envelope with the Solicitation Number and the Offeror’s name and address clearly
indicated on the envelope. All offers must be completed in ink or typewritten. Additional instructions for preparing your offer
are provided in the Information and Instructions to Offerors.
Publish Date: Verde Independent Wednesday 10/13/21 and Sunday 10/20/21
PUBLISHERS AFFIDAVIT REQUIRED
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TABLE OF CONTENTS
PAGE
NOTICE OF FORMAL SOLICITATION................................................................................................................................1
TABLE OF CONTENTS .......................................................................................................................................................... 3
OFFEROR’S CHECK LIST ..................................................................................................................................................... 4
INFORMATION AND INSTRUCTIONS TO OFFERORS ................................................................................................... 5
EXHIBIT A - OFFER SECTION ............................................................................................................................... 14
EXHIBIT B SCOPE OF WORK ............................................................................................................................. 16
EXHIBIT C - CERTIFICATE OF INSURABILITY.................................................................................................18
EXHIBIT D CONTRACTOR IMMIGRATION WARRANTY ......................................................................19
EXHIBIT E NON-COLLUSION AFFIDAVIT ...................................................................................................... 20
EXHIBIT F DISCLOSURE OF RESPONSIBILITY STATEMENT ..............................................................21
EXHIBIT G FUEL QUALITY CONTROL SHEET .......................................................................................22
EXHIBIT H TIE-DOWN AIRCRAFT LIST ...................................................................................................25
EXHIBIT I AIRPORT LIGHT INSPECTION SHEET ...................................................................................27
EXHIBIT J PERIMETER FENCE INSPECTION FORM ..............................................................................28
EXHIBIT K CONDITIONS .............................................................................................................................29
EXHIBIT L AIRPORT OPERATING RULES ...............................................................................................31
EXHIBIT M MINIMUM COMMERCIAL OPERATION STANDARDS ......................................................32
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OFFEROR’S CHECK LIST
1. The offer has been signed in the Offer Section (Exhibit A). Offers not signed in this section will not be
considered.
2. The prices offered have been reviewed. The price extensions and totals have been checked.
3. All items listed in the Offer Section have been responded to as applicable/required (see Information and
Instructions to Offer Section 4.5).
4. Any addendums have been included/noted in Offer Section.
5. Any required drawings or descriptive literature have been included.
6. The supplementary information requested has been included in a separate proposal document (if applicable).
7. Certificate of Insurability (Exhibit C) has been signed and included with offer.
8. Contractor Immigration Warranty (Exhibit D) has been signed and included with offer.
9. Non-Collusion Affidavit (Exhibit E) has been signed and included with offer.
10. Disclosure of Responsibility Statement (Exhibit F) has been signed and included with offer.
11. Form W-9 (available on www.irs.gov) has been completed and included with offer.
12. Request for Proposal (RFP) package/envelope has been identified with Solicitation Number and title.
13. The mailing envelope/package has been addressed to:
Location:
City of Cottonwood
Administrative Services Department
Purchasing Division
821 N. Main Street
Cottonwood, AZ 86326
14. The offer is mailed in time to be received and stamped in by Purchasing representative no later than specified
time on designated date (otherwise the offer cannot be considered).
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INFORMATION AND INSTRUCTIONS TO OFFERORS
1. REQUEST FOR PROPOSAL (RFP)
This procurement is a Request for Proposals from businesses or individuals to conduct business in City facilities
and provide miscellaneous airport services. The Operator shall provide private services independently of the City,
which will not monitor, certify, or warranty the Operator's work (see paragraphs 6.1.1 and 6.1.1.1). However,
the Operator will be required to carry liability insurance for itself and its operations which names the City as an
additional insured, and to indemnify the City from and against any and all claims against the City arising out
of or relating to the services it performs at the Airport.
2. GENERAL INFORMATION
2.1. Offers must be received by City of Cottonwood Administrative Services, 821 N. Main Street, Cottonwood,
Arizona 86326, on or before the time specified in the notice of formal solicitation. Late Offers will not
be accepted.
2.2. Late Offers. Late submittals and/or unsigned offers will not be considered under any circumstances.
Envelopes containing offers with insufficient postage will not be accepted by the City of Cottonwood
(City). It is the sole responsibility of the Offeror to see that their offer is delivered and received by the
proper time and at the proper place.
2.3. Pre-Proposal Conference.
Pre-Proposal Conference. A Pre-Proposal Conference has been scheduled for the time specified in the
notice of formal solicitation, City of Cottonwood Airport terminal building, pilots lounge, 1001 W Mingus
Avenue, Cottonwood, AZ. Potential Offerors should raise any questions about the RFP at that time. An
Offeror may not rely on any verbal responses to questions at the Conference. Material issues raised at the
Conference that result in changes to the RFP will be responded to by City through a written Solicitation
Addendum. Should you be unable to attend the meeting, please contact the Purchasing Manager listed on
page one, preferably before the Conference with any questions.
2.4. Addendum. This RFP may only be modified by a written Addendum. Potential Offerors are responsible
for obtaining all addendums via the City’s vendor registration/notification system or other means. See
Paragraph 2.13 for registration instructions.
2.5. Sealed Envelope or Package. Each offer shall be submitted to the Purchasing Office in a sealed envelope
or package. The envelope or package should be clearly identified as an offer and be marked with name of
the Offeror and Solicitation Number. City may open envelopes or package to identify contents if the
envelope or package is not clearly identified as specific.
2.6. Offer Amendment or Withdrawal. An offer may be withdrawn any time before the RFP due date and
time. An offer may not be amended or withdrawn after the RFP due date and time except as otherwise
provided by applicable law.
2.7. Proposal Opening. Offers shall be opened on the date and time at the place designated on the Notice
page of this document, unless amended in writing by the Purchasing Manager issuing the RFP. The name
of each Offeror shall be read at this time. Offers, modifications and all other information received in
response to the RFP shall be shown only to authorized personnel having a legitimate interest in the
evaluation.
2.8. Public Record. All offers submitted in response to this RFP and all evaluation related records shall
become property of City and shall become a matter of public record for review, subsequent to publication
by the City Clerk of the proposed award in the agenda for the City Council Meeting or award by the
appropriate approving authority or as otherwise required by law. If there is any portion of the submittal
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