RFP: Airport Property Maintenance

Request for Proposal (RFP)
Maintaining Airport Owned Property
Birmingham Airport Authority
April 2026
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I. Introduction
A. Project Description
The Birmingham Airport Authority ("BAA" or "Authority") is requesting proposals (RFP)
for Maintaining Airport Owned Property.
The goal of this procurement effort is to enter into a contract with the best-valued
Contractor to perform the services and work described in this RFP.
B. Proposed Scope of Work
Maintain the Airport owned properties on a regular basis to assure grass is cut and litter
is picked up on a regular basis.
The term of the agreement resulting from this RFP shall be three years for option for
two, for a total of five years.
II. General Conditions
i. Terms and Conditions: Contractor agrees to abide by all the terms and conditions
contained in this RFP. Any exceptions to the requirements of this RFP, or the BAA's
terms and conditions of this RFP, shall be noted in writing, with detailed explanation,
and included with the RFP submittal. The Contractor acknowledges that taking
exceptions to this RFP may subject the response submittal to be rejected.
ii. Discussions and Questions: All questions must be submitted in writing and directed
to the Birmingham Airport Authority (BAA) Department of Facilities at
mnelson@flybirmingham.com to be considered. The Contractor shall not attempt to
discuss any aspects of the request with any other party except for the email address
described in this RFP. No verbal agreements will be considered during the proposal
process. BAA reserves the right to reject the proposal of any Contractor violating this
provision.
iii. Completeness: All requested information and required forms must be completed,
signed, and submitted with this document to constitute a proper proposal. The entire
package must be complete with all required forms, signature, and information. Failure
to complete or comply with any part of the specifications or requirements in this RFP
may constitute a basis of rejection. It is within the right of the BAA to reject any RFP
submittal in this solicitation document.
iv. Errors: Contractors or their authorized representative are expected to fully inform
themselves as to the conditions, requirements, and specifications before submitting
proposals. Contractors are cautioned not to obliterate, erase, or strikeover any
printed material as set forth in this RFP. In quoting prices, wherever Contractor has
made an error and has corrected, all such corrections should be initialed by the person
signing this RFP. If errors occur in the extension of prices in the RFP, the unit prices
shall govern. Failure to comply with this provision may result in rejection of
Contractor's submittal. All documents submitted must be legible.
v. Changes/Modifications: No changes or modifications shall be made to any BAA forms
without the approval of the BAA. If changes or modifications are made without the
approval of BAA, the proposal submitted by Contractor may be rejected.
vi. Compliance with Laws: The Contractor shall obtain and maintain all licenses,
permits, liability insurance, and workman's compensation insurance, and maintain
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compliance with any other federal, state, or local requirements during the term of the
contract with BAA and in submitting a proposal.
vii. Specifications: Whenever mention is made of any article, material, or workmanship
to be in accordance with any laws, ordinances, codes, regulations, etc., these
requirements shall be construed to be the minimum requirements of these
specifications.
viii. Quality: All materials used for the manufacture or construction of any supplies,
materials, equipment, or service shall be new unless otherwise specified. All materials
shall be of the best quality, and to the highest level of workmanship that meet the
specifications in this document. Materials or service must comply with all applicable
Federal, State, or OSHA requirements.
ix. Acceptance of Material: The materials delivered shall remain the property of the
Contractor pending physical inspection and acceptance to the satisfaction of the
BAA. In the event the material supplied to BAA is found to be defective or does not
conform to specifications, the BAA reserves the right to cancel the order upon written
notice to the Contractor and return the product(s) to the Contractor at the
Contractor's expense, and to invoke the provisions of the section titled "Default".
x. Default: Any contract made between BAA and the Contractor can be cancelled by the
BAA in whole or in part via written notice, upon the Contractor's nonperformance or
violation of contract terms. An award may be made to the lowest quoting Contractor
for material or services specified, and purchases may be made on the open
market. The defaulting Contractor shall be liable for costs to the BAA in excess of the
defaulted contract prices. The Contractor shall continue the performance of the
contract to the extent any part is not terminated under the provisions of this clause.
xi. Guarantee: The Contractor shall unconditionally guarantee the materials and
workmanship on all materials and/or services for the Contractor's specified
guaranteed period, unless otherwise stated. Within the guarantee period, if any
defects occur which are due to faulty material and/or services, Contractor shall repair,
replace, and/or adjust such faulty material and/or services to the complete satisfaction
of the BAA. These repairs, replacements, or adjustments shall be made only at a time
lest detrimental to the operation of the BAA.
xii. Add/Delete Items: During the term of the contract, items and/or services may be
added and/or deleted to the contract upon agreement between the successful
Contractor and BAA.
xiii. Reimbursement: The BAA will not reimburse the Contractor for any costs associated
with the preparation and submittal of any RFP response, or for any travel and/or per
diem costs that are incurred.
xiv. Submitted Material: All requests, responses, inquiries, or correspondence relating
to, or in reference to this document submitted by Contractors shall become the
property of the BAA when received. Once an award is made, all excess copies at the
Contractor's request may be destroyed.
xv. Outside Estimates: The BAA reserves the right to obtain an outside estimate, or to
have the product or service provided outside of this contract when it is in the best
interest of the BAA.
xvi. Disclaimer: This is a Request for Proposal. This is not an offer or contract. The
submission of a proposal in response to this process does not impose any legal
obligations upon BAA, nor does it create any contractual or quasi-contractual
relationship between BAA and any Contractor. BAA reserves the right to reject or
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disregard any or all proposals, to negotiate with any or all Contractors, and/or to enter
a contract or contracts with any Contractor or Contractors for any or all of the services
described herein. BAA is not obligated to respond to any statement or proposal. This
RFP is subject to errors, omissions, modifications, withdrawal, or cancellation without
notice.
III. Special Conditions
i. Indemnification: Contractor undertakes and agrees to indemnify and hold
harmless BAA, and any and all its Board Members, officers and employees, from and
against all suits and causes of action, claims, losses, demands and reasonable
expenses, including by not limited to, reasonable attorney's fees and reasonable costs
of litigation, damage(s) or liability, including but not limited to death or injury, or for
damage to, or destruction of, any property, arising by reasons of the performance of
the contract to the extent caused by the negligent performance of the professional
services under the contract on the part of the Contractor, or any of the Contractor's
Subcontractors, employees, or anyone for whom the Contractor has obligated itself
under the contract. THERE IS NO EXPECTATION OF ANY INDEMNIFICATION BEING
PROVIDED TO CONTRACTOR BY THE BAA.
ii. Changes and Alterations: The BAA reserves the right to make any alterations in the
RFP and/or contract as may be necessary due to changing conditions found during
the Project. The Contractor shall not claim forfeiture of contract by reasons of such
changes by the BAA representative. If such changes increase or decrease the amount
of the work or materials, the Contractor will be paid according to the quantity of
product delivered at the prices established for such work under the contract. Any
alterations or changes that diminish the scope of work or materials shall not
constitute a claim for damages or for the loss of anticipated profits. Any alterations
from the original job estimate provided by Contractor must be submitted in writing
and must be approved by the designated BAA Representative.
iii. Cure and Cover Clause: If a successful Contractor fails, or BAA concludes that there
is a reasonable likelihood that the Contractor will not be able to timely perform its
obligations under this RFP and/or contract, BAA may (in addition to any other
contractual, legal, or equitable remedies) proceed to take any of the following actions
after five (5) days' written notice to the Contractor: (A) Withhold any monies then or
next due to the Contractor; or (B) Terminate the contract and obtain the deliverables
(or equivalent) or portion thereof (or equivalent) from a third party, pay the third
party for the same, and withhold the amount so paid from any money then or
thereafter due to Contractor and hold Contractor liable for any amounts paid to the
third party (or parties) to the extent that withholding payments to the Contractor
does not cover BAA's cost of cover.
iv. The BAA Reserves the Right: (a) to award proposals received on individual items, or
on the entire list of items; and (b) to reject any or all proposals or any part thereof;
and (c) to waive any irregularities and/or technicalities on the proposals; and (d) to
accept the proposal that is in the best interest of BAA; and (e) to obtain clarification
or additional information for any proposal; and (f) to purchase either selected items,
or to not select any Contractor or purchase any goods and/or services resulting from
this request; and (g) to reject any Contractor who has previously failed to perform
properly or complete on time projects of a similar nature, and (h) to reject any
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Contractor whom investigation shows Contractor is not in a position to perform the
Project and/or service as specified in this RFP.
v. Basis of Award: The basis of evaluation will be lowest proposed cost considering price
and Contractor availability to seek or exceed BAA's specifications and
requirements. The proposal is subject to be awarded to the most responsive and
responsible Contractor whose proposal is evaluated to be the most advantageous to
the BAA considering price and other factors. The award can be made to one or
multiple Contractors, whichever is in the best interest of the BAA. Other suppliers
and tertiary suppliers may be selected to fill orders or provide contracted services if
the primary supplier cannot make provision to the BAA when time is of the essence.
vi. Insurance: The selected Contractor shall procure, at its expense, and keep in full force
and effect at all times during the term of the contract, the types and amounts of
insurance specified herein and in Appendix B attached hereto and made a part hereof.
IV. Submittal Requirements
A. Selection Process
This is the best value procurement process. This method is defined as "a procurement
process where price and other key factors can be considered in the evaluation and
selection process to minimize impacts and enhance the long-term performance and value
of construction."
A project proposal will be solicited from all interested Contractors. The project proposal
will allow the opportunity to provide data relating to the experience and qualifications of
the interested Contractor. A cost proposal must also be included.
BAA's selection committee will review all responsive proposals based on the criteria listed
in this RFP and create a ranking of Contractors.
Short-listed Contractors may be interviewed (as detailed in Section IV.D. below).
However, BAA reserves the right to select the highest ranked Contractor based solely
upon submittals if sufficient information is included in the project proposal. In such case
and as described in Section IV.D. below, BAA will create a final ranking based on the
criteria listed in this RFP to determine the highest ranked consultant and engage in
negotiations for each project.
B. Project Proposal
Please submit three (3) hard copies and one (1) electronic copy (via USB flash drive) of
your proposal plan to the address below. Please include the cost proposal in a separate
hard copy and electronic copy in the proposal.
Contact: Ed Seoane, Vice President of Purchasing
E-mail: eseoane@flybhm.com
Address: Birmingham Airport Authority
5900 Messer Airport Highway
Birmingham, AL 35212
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Deliveries can also be made in-person to the BAA Office located on the ground level of
the Terminal Building (located at the above address). Adherence to face mask protocols
in the Terminal Building is required.
All questions associated with this RFP must be submitted in writing via e-mail to Matthew
Nelson, Vice President of Facilities, at mnelson@flybirmingham.com by the deadline
identified for questions/clarifications (see timeline).
Project proposals shall remain valid for one hundred eighty (180) days from the
submission deadline. By submission of a bid/quote, Contractor agrees that its bid/quote
is valid for one hundred eighty (180) days from the submission deadline.
C. Project Proposal Format
Contractors' Project Proposals shall be no longer than twenty-five (25) pages (not
including back / front cover, tabs / dividers, cover letter, or table of contents), each page
must not be larger than 8.5" x 11", and must include the following sections:
i. Contractor Overview and Capability to Perform All Aspects of the Scope of Work:
Detail the overall structure of the Contractor and any unique operating characteristics
that may enhance the scope's overall success. This should include but is not limited
to relevant services provided by the Contractor, office locations, and total number of
employees providing relevant services.
ii. Recent Contractor Experience in Performing Similar Services: Discuss relevant
services completed at other comparable facilities within the past five (5) years. This
should include, but is not limited to location, start and completion date, description
of services provided, outcome of services provided, quality of services provided, and
applicability to BAA's proposed scope of work. Identify the Contractor's role as either
a prime or Subcontractor and specific contribution to the task. A point of contact for
the project's owner must also be included. BAA may contact such references as
necessary.
iii. Proposed Scope of Work and Approach to Performing the Services: Discuss the
scope of work and how the Contractor will provide the desired services. This includes
recommendations on how to achieve the scope of work, including a proposed work
plan. Identify the operational safety procedures to be employed while performing
the desired services. Detail how the Contractor will perform quality control
throughout the contract term. Identify the Contractor's plan for communication with
BAA throughout the contract term.
iv. Cost Proposal: Provide the proposed cost to complete the scope of work on an annual
basis in a lump sum format.
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D. Project Proposal Selection Criteria
Proposals will be evaluated and scored on a scale of 0 (lowest) to 100 (highest). In the
event proposals are not considered sufficient to determine the highest ranked Contractor,
interviews will be conducted with up to the three (3) highest ranked Contractors.
Additional interview scoring criteria will be provided in advance of the interview date, if
necessary. Each criterion and its portion of the maximum scoring value is listed below:
i. Contractor's capability to perform all aspects of the scope of work
ii. Contractor's proposed approach to the services at BHM
iii. Contractor's recent experience in performing similar services
iv. Contractor's proposed cost and best value
E. Tentative RFP Timeline
All deadlines are at 2:00 P.M. Central Time on each respective date.
RFP Posted April 14, 2026
Non-Mandatory Pre-Submittal Meeting April 27,2026
Non-Mandatory Site Visit April 27, 2026
Deadline for Proposal Questions/Clarifications May 4, 2026
Proposal Deadline May 11, 2026
Contractor Recommendations / Master Service Agreement May/June
Date
The above is an anticipated schedule. The BAA reserves the right to modify any part of
this schedule.
Responses will not be accepted after the designated response due date and time. It is
the responsibility of each company to submit their response at the designated location
on or before the response due date and time. Responses received after the designated
due date and time must be considered late and must be returned to the company
without further review.
Company agrees that any additional terms or conditions submitted by company that
conflict with requirements in this solicitation, whether submitted intentionally or
inadvertently, may cause the company's response to be rejected. If the BAA, at the
BAA's sole discretion, determines that such a conflict applies to the material term of this
solicitation, then the company's response must be disqualified.
F. Cone of Silence:
For purposes of this solicitation, all communication must be directed to the Ed Seoane,
VP of Procurement (eseoane@flybirmingham.com). The BAA has imposed an absolute
prohibition against any communication or contact with any other BAA personnel,
Commission member, or Consultant regarding the solicitation, generally referred
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to as a "Cone of Silence." The prohibition begins with the publication of this solicitation
document and remains in place through Commission selection. It ends only after
successful negotiations with the elected Company has concluded in an executed
agreement. The prohibition is suspended only during BAA sponsored announced
meetings conducted for the purpose of clarifying the solicitation. A violation of this
provision may result in a rejection of submission of the offending Company.
G. Non-Mandatory Pre-Submittal Meeting and Site Visit
A non-mandatory pre-submittal meeting is scheduled for April 27, 2026, at 10:00 A.M.
(Central Time) in Meeting Room A, Lower Terminal Lobby (south end near Entry Door 4L)
Note Single use Parking Deck validations will be provided to attendees at the meeting. A
site visit to the project area will be available on April 27, 2026, at 11:00 A.M. (Central
Time) immediately after pre-submittal meeting. All attendees who plan to attend the
meeting must RSVP to Jordan Howard at jhoward@flybhm.cm by close of business April
23, 2026.
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Appendix A
Scope of Service and Requirements
For all the airport properties outlined on the map in Exhibit A the following would be required:
* Weekly maintenance of groundcover areas, mowing and edging
* Removal of litter and debris from turf, fence lines, and street curbs every 3 days.
* Pruning of trees and shrubs
* Application of chemical agents to control weeds
The successful bidder shall:
General Landscape:
* Furnish all labor, materials, and equipment necessary to perform the work described within
the scope of services in strict accordance with these specifications and subject to the
terms and conditions of the contract.
* Not post sign or advertising material anywhere on Airport property without prior written
approval from the Birmingham Airport Authority.
* Ensure that all employees wear the appropriate personal protective equipment (PPE) for
the activity they are performing.
* Perform grass mowing, edging, trash and debris removal and power blowing of lawn
areas.
* Maintain the health and appearance of existing landscape plants, trees, shrubs, ground
covers and lawn areas.
* Ensure that each facility site is free of debris, weeds, and insect infestation.
* The Successful Bidder shall be required to make-up missed scheduled cycled
maintenance due to foul weather conditions.
* For special events and activities, the BAA VP of facility may request additional landscape
maintenance items or request a change/modification to the schedule.
* Respond to all emergencies within 24 hours of notification within specified hours and days
of operation.
* Perform all work in a professional skillful manner using quality equipment and materials.
* Have a full-time staff employee that is State licensed to operate and apply chemicals in all
categories and provide evidence of such licensure.
* Secure any gated or doored areas that require landscaping services after services are
completed.
* The BAA reserves the right to add, delete, and or change the Scope of Services of this
contract, and may do so by submitting written notification to Successful Bidder. Any
increase or decrease in maintenance fees shall be based on bid pricing.
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Damages:
* All damages incurred to existing facilities by the Successful Bidder's operation shall
be repaired or replaced, at the BAA's discretion, and at the Successful Bidder's
expense.
Safety Plan
* The Successful Bidder agrees to perform all work outlined in this Invitation of Bid in
such a manner as to meet all accepted standards for safe practices during the
maintenance operation and to safely maintain stored equipment, machines, and
materials or other hazards consequential or related to the work. Successful Bidder
agrees additionally to accept the sole responsibility for complying with all local, County,
State, or other legal requirements including, but not limited to, full compliance with the
terms of the applicable O.S.H.A safety orders at all times so as to protect all persons,
including Successful Bidder's employees, patrons, agents of the BAA, vendors,
members of the public or others from foreseeable injury, or damage to their property.
The Successful Bidder shall inspect all potential hazards at said facilities and keep a
log indicating date inspected and action taken.
* It shall be the Successful Bidder's responsibility to inspect, and identify, and
condition(s) that renders any portion of the maintenance area unsafe, as well as any
usage practices occurring thereon. The BAA shall be notified immediately of any
unsafe condition that requires major correction. The Successful Bidder shall be
responsible for making minor corrections including but not limited to, filling holes in
and correcting irregular turf areas and replacing valve box covers so as to prevent
loss/damage and to protect members of the public or others from injury. The
Successful Bidder shall cooperate fully with the BAA in the investigation of any
accidental injury or death occurring in the maintenance area. For any accident
requiring medical attention, the contract is to notify the BAA VP of Facility immediately
and file a written report to the BAA within three (3) working days.
Delays
* The Successful Bidder shall make a good faith effort to adhere to the contracted
maintenance schedule. In the event that Successful Bidder is unable, for whatever reason,
to maintain the maintenance schedule (i.e., poor weather conditions, etc.), and Successful
Bidder does not reschedule the service, or inform the BAA of intent to make up the service
within 72 hours, that amount for the failure to perform may be deducted from Successful
Bidder's fee. If the work cannot be completed on the proposed schedule day, the
Successful Bidder must notify the BAA VP of Facility on that day to advise him accordingly.
Staffing/Managerial
* The Successful Bidder shall provide a Project Manager that will be responsible for
managing and overseeing services provided in all service areas and ensuring quality
control. The Project Manager shall be responsible for all aspects of the successful
implementation and management of landscaping and grounds maintenance projects
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