CITY OF CHARLOTTE – AVIATION DEPARTMENT
ADDENDUM II
Date of Addendum: April 2, 2013
RFP NUMBER: 269-2013-03-002 (for IPS Website)
RFP NAME: PERSONNEL STAFFING FOR PARKING AND TAXI OPERATIONS (for Airport Website)
NOTICE TO BIDDERS
A. This addendum is being issued in response to questions received after the Pre-Proposal
conference held on Tuesday, March 26, 2013.
B. Bidders must acknowledge receipt of this addendum (RFP Required Forms – Form Two)
C. Proposals are due by 11 a.m. – EST, Monday, April 8, 2013
D. Mailing address: Charlotte Douglas International Airport - CLT Center – 5601 Wilkinson Blvd,
Charlotte, NC, 28208.
ATTACHMENTS
E. This addendum does not include any attachments.
CLARIFICATIONS
1. Will any allowances/considerations be made for a rise in costs due to the Affordable Healthcare
Act which is due to begin in January 2014?
a. These projected costs should be included in the proposal.
2. Would the city allow the bidders to adjust the billing rate once the “Obamacare “plan takes
effect? Currently, most companies don’t offer health benefits, once the mandate takes place;
everyone will have to provide it. If our current billing rate does not include healthcare, once the
mandate passes, can we adjust the billing rate to account for it? Or should we account for
healthcare benefits into our proposal?
a. These projected costs should be included in the proposal.
3. In Section 3.1- Estimated Annual Manhours by Category, lists the annual Trainer hours as 2,080
and the Training position as 4,160 which is a total of 6,240 hours. In the RFP Work Schedule, the
annual hours for the Trainer are 2,080. Which of the annual numbers should be used?
a. 2080 hours represent the manhours for the Trainer position. 4160 hours represent
the hours to be used by new personnel “In Training”.
4. In section 3.17-It states that personnel may drive a City-owned vehicle. Will the City insure the
employees?
a. Refer to Section 8 - Article IV – Indemnification and Insurance.
5. Regarding the RFP due date stated on page 10, Section 2.1, is it possible the due date can be
extended one to two weeks for more time to evaluate the current operation and prepare our
response?
a. The dates listed will remain in effect.
6. Page 14, Section 3.1 lists the general estimated hours. Due to future construction, as well as
increased automation, there is a great possibility that the hours will be cut, possibly by a large
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percentage throughout the contract term. Is it possible for the City to guarantee minimum
number of hours for each year of the contract?
a. No guarantee of minimum hours will be made.
7. Page 14, Section 3.1 lists the general estimated hours. Is possible to get a breakdown of the
hours by position, per month?
a. Please reference the RFP Work Schedules attachment in the RFP.
8. Page 14, Section 3.1 lists the general estimated hours. Is it possible to get the current average
rate of pay by position?
a. Furnished in Addendum I.
9. Page 14, Section 3.1 lists the general estimated hours. Is it possible to get a listing of current
benefits given to full time and / or part time employees (Medical, Dental, 401K, etc.)?
a. The City is unaware of what benefits are provided by the current Service Provider.
10. Page 14, Section 3.1 lists the general estimated hours. What is current ratio of full time
employees vs. part time employees, by employee classification? For example, supervisors 100%
full time, cashiers 50% full time.
a. Answered in Addendum I.
11. Is there a desire by the City for a new Service Provider to retain the existing employees? If so, is
this desire by employee group?
a. Answered in Addendum I.
12. Are any of the current employee groups represented by a labor union? If so, which groups and
which union local?
a. No unions are involved.
13. Page 15, Section 3.5. Are the radios provided and maintained by the City?
a. Yes.
14. Page 15, Section 3.5. Will the cost of all necessary forms and printing for the operation be
covered by the City?
a. All forms and printing required by the City will be furnished by the City. Those
required by the Service Provider must be provided by the Service Provider. Please
refer to Section 3.8 – Pre-Contract Costs.
15. Page 15, Section 3.5. Will the City provide office furnishings (desk chairs, tables, etc.) in addition
to the office space?
a. No office space will be provided. Two (2) cubicles will be provided with appropriate
furnishings.
16. Page 18, Section 3.16 Airport Badges. Is there a cost for new employee badges or only
replacement cost for lost? What is the badge cost?
a. Answered in Addendum I.
17. May our business references be treated as a Trade Secret per Section 1.6.4. of the RFP?
a. Business references may be treated as confidential. Not to be released by the City.
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18. Does the “Time Clock” referenced in section 3.19 of the RFP refer to a “traditional” punch time
clock or may the service provider utilize a telephony timekeeping system?
a. Service Provider’s may utilize a telephony timekeeping system.
19. The original RFP shows one Supervisor position in Section 3 with estimated annual manhours
number of 8,736. It is also listed in Exhibit B. Addendum I, dated 3/28, breaks out Manager and
Supervisor positions for purpose of hourly rates of pay. Are the estimated man hours for these
two positions included in the 8,736 manhours estimate?
a. The annual manhours in the RFP reflect hours for multiple shift supervisors to cover a
24/7 operation. A Manager position will not exist on this Contract, as the City
Parking Manager will perform that function. The CONTACT PERSON to be provided
by the Service Provider is expected to be one of the multiple supervisor positions.
20. The proposal checklist states “Proposal should be formatted as follows” and lists the required
documents. This does not correspond to the Proposal Format listed on page 24, Part 4 of the
RFP, which states that the City requires strict adherence to. Which Proposal Format does our
response need to follow?
a. Proposals should following the following format:
• Cover letter;
• Executive Summary;
• Background and Experience as requested in Section 5;
• Proposed Services as requested in Section 4.1.4
• The “Proposal Submission” set forth in Section 7, Form 1;
• The “Addenda Receipt Confirmation” set forth in Section 7, Form 2;
• The “Pricing Worksheet” set forth in Section 7, Form 3;
• The “Proposal Certification” set forth in Section 7, Form 4;
• References
• Exceptions to the Remainder of the RFP
21. The Proposal Format listed on page 24, Part 4 of the RFP states that the original needs to be
“professionally bound”. What method of binding does the City consider to be professionally
bound that adheres to the recycling requirements, as well as the ease of removal requirements?
a. Proposals do not have to be “professionally bound”.
• 1 Copy on CD
• 1 Copy marked “Original” (does not need to be bound, please paper clip)
• 4 Copies marked “Copies” (does not need to be bound please paper clip or
staple)
22. Will the City provide an office for the designated Account Contact? If not, will the City have
office space available for lease/rent at or near the Airport that the successful proposer may
lease? If so, please describe the space and lease/rental rate.
a. See Addendum I, Question 30
23. Would the City consider a provision to adjust Hourly Billing Rates or Percentage Mark-up should
the City elect a reduction in Work Hours during the course of the agreement, perhaps with a
threshold of a 10% or greater reduction in hours?
a. See Addendum I, Question 22
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CITY OF CHARLOTTE – AVIATION DEPARTMENT
24. The proposed contract allows the City to adjust the Hourly Employee Rates, at its sole
discretion. Would the City also then adjust the Hourly Billing Rate to reflect additional costs to
the Employer for increased Hourly Rates (e.g., Worker’s Compensation, SUTA and FUTA)? Would
the City adjust the rates to reflect a government mandated increase in the Minimum Wage?
a. See Addendum I, Question 20
25. What level of badging and/or background checks are required for the various Parking and Taxi
Operations employees? What are the current costs for required badging, fingerprinting and
background checks?
a. See Section 3 – Scope of Services and Addendum I, Question 12. The cost of an
agency performing these checks is unknown.
26. Are there costs associated with the City’s required Driving Permits? If so, please indicate which
positions will be required to have these permits.
a. All positions will be required to have City Driving Permits. The City does not charge
for these.
27. Will Service Provider be allowed to bill for approved training hours?
a. Per RFP Section 3.1, 4160 manhours are to be used annually for training of
personnel. Prior approval by Aviation Director required for additional hours.
28. May Proposers assume that the proposed hourly rates need not include applicable sales tax?
a. See Addendum 1, Question 22.
29. Will the Service Provider be responsible for billing, accounting and/or collection of any fees
related to the Taxi Starter Services?
a. Yes. Fees are collected from Non-Permitted Taxi companies.
30. Please specify any operating expenses that will be reimbursed by the City (uniforms)?
a. Operating expenses are non-reimbursable; Uniforms are to be provided by the
Service Provider.
31. Please provide a current employee census (by position and location – not name), including date
of hire and current rate of pay for each employee currently engaged in the Parking and Taxi
Operations (including Cashiers; Taxi Dispatchers and Starters, Parking Dispatch Room staff, LPI
staff, Customer Service Representatives, Lot Attendants, Trainer and Supervisory Staff).
a. See Addendum I, Question 3 and the RFP Work Schedules in the RFP.
32. Please indicate which positions are part-time versus full-time and which positions, if any, are
represented under a collective bargaining agreement.
a. Full time and/or Part time positions are to be determined by the Service
Provider. Currently, no collective bargaining agreement is in place.
33. Please indicate each employee position currently eligible for health care and other benefits,
which are electing to take health care benefits, and the monthly costs for each employee and
the employer.
a. The City is unaware of what benefits provided by the current Service Provider.
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34. Please provide details of any paid holidays, vacation and sick leave, health care, pensions and/or
any other benefits currently being provided to employees engaged in the operation of the
parking system.
a. The City is unaware of what benefits are provided by the current Service Provider.
35. If these benefits vary by employee status (full versus part-time and/or temporary versus
permanent) please provide details for each employee status.
a. The City is unaware of what benefits are provided by the current Service Provider.
36. If current Work Schedules differ from those provided in the RFP, please provide current
Schedules by position for the Parking and Taxi Operations.
a. Work schedules do not differ from those provided in the RFP.
37. Please provide the current Hourly Employee Rates and Hourly Billing Rates charged for each
position under the current contract, as well as the Percentage Mark-up under the current
contract. If some other hourly rate methodology is used, please provide the current hourly rates
in the current format.
a. See Addendum I, Exhibit B.
38. Please provide the total hourly fees paid, by position, for the two most recent contract years
and year-to-date.
a. Information forthcoming and may not be available before proposal due date.
39. Please provide a comparison of actual vs. budgeted hours, by position, for the two most recent
contract years and year-to-date.
a. Information forthcoming and may not be available before proposal due date.
40. Please provide the current contract year budget of reimbursable expenses, if any, by category.
a. $25,200 paid last year for uniform expense – new contract will not reimburse for any
expenses.
41. Please provide copies of detailed monthly statements/invoices from the current Service
Provider, including any subcontracted services, for the most recent three (3) months available.
a. Information forthcoming and may not be available before proposal due date.
42. Please provide a detailed listing of any equipment and/or furnishings, other than the revenue
control equipment, that will be provided by the City for the Parking and Taxi Operations.
a. Vehicles, Chairs, workstations, radios, telephones, closed circuit cameras, air
compressors, battery jumpstart equipment.
43. Does the City provide telephones and/or phone service used in the Parking and Taxi Operations?
a. Yes.
44. The Service Provider is required to provide Commercial General Liability insurance to cover its
operations under the agreement. Since the Service Provider is only a staffing services provider,
and not the manager of the parking and taxi operations, will the City cover and defend claims
arising from the parking operations that do not relate to the Service Providers staffing services?
E.g., slip and fall claims, vehicle damage claims, etc.
a. See RFP Article IV – Indemnification and insurance
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CITY OF CHARLOTTE – AVIATION DEPARTMENT
45. Is the revenue control system PCI compliant? Will the revenue control system be compliant with
the next round of PCI requirements, anticipated for release later this year?
a. YES; YES
46. Please provide the City’s current PCI compliance policy and any supporting documentation, for
Airport parking operations.
a. Information forthcoming and may not be available before proposal due date.
47. Please provide a copy of the current staffing agreement for the Parking and Taxi Operations,
including any amendments or addendums.
a. Information forthcoming and may not be available before proposal due date.
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