Management & Operation of a Non-Exclusive Rental Car Concession a the Destin-Ft. Walton Beach Airport (VPS)

--------=----_-------- INVITATION TO BID (“ITB”) & RESPONDENT’S ACKNOWLEDGEMENT ITB TITLE: MANAGEMENT AND OPERATION OF A NON-EXCLUSIVE RENTAL CAR CONCESSION AT THE DESTIN-FT. WALTON BEACH AIRPORT (“VPS”) ITB NUMBER: ITB AP 14-21 ISSUE DATE: December 7, 2020 MANDATORY PRE-PROPOSAL MEETING: December 16, 2020 10:00 A.M. CST SUBMISSION OF QUESTIONS/CLARIFICATIONS: January 12, 2021 3:00 P.M. CST ITB DUE DATE & TIME: February 10. 2021 3:00 P.M. CST NOTE: BIDS RECEIVED AFTER THE BID SUBMISSION DEADLINE DATE & TIME WILL NOT BE CONSIDERED. Okaloosa County, Florida solicits interested parties to submit a bid on the above referenced Management and Operation of a Non-Exclusive Rental Car Concession at the Destin-Fort Walton Beach Airport (“VPS”). All terms, specifications and conditions set forth in this ITB must be incorporated into your response. A bid will not be accepted unless all conditions have been met. All bids must have an authorized signature in the space provided below.

All envelopes containing sealed proposals must reference the “ITB Title,” “ITB Number,” and the “ITB Due Date & Time.” Okaloosa County is not responsible for lost or late delivery of bids by the U.S. Postal Service or other delivery services used by the Respondent. Neither faxed nor electronically submitted bids will be accepted. Bids may not be withdrawn for a period of ninety (90) calendar days after the bid due date and time deadline unless otherwise specified. RESPONDENT ACKNOWLEDGEMENT FORM BELOW MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR BID. BIDS WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED AGENT OF THE RESPONDENT. COMPANY NAME MAILING ADDRESS CITY, STATE, ZIP FEDERAL EMPLOYER’S IDENTIFICATION NUMBER (FEIN): TELEPHONE NUMBER: EXT: FAX: EMAIL: I CERTIFY THAT THIS BID IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER RESPONDENT SUBMITTING A BID FOR THE SAME MATERIALS, SUPPLIES, EQUIPMENT OR SERVICES, AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. I AGREE TO ABIDE BY ALL TERMS AND CONDITIONS OF THIS BID AND CERTIFY THAT I AM AUTHORIZED TO SIGN THIS BID FOR THE RESPONDENT. AUTHORIZED SIGNATURE: TYPED OR PRINTED NAME TITLE: ____________________________________________________ DATE: ____________________________________________________ 1 NOTICE TO RESPONDENTS INVITATION TO BID (“ITB”) ITB AP 14-21 Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed bids until 3:00 p.m. (CST) February 10, 2021, for The Management and Operation of a Non-Exclusive Rental Car Concession at the Destin-Fort Walton Beach Airport (“VPS”). Interested Respondents desiring consideration shall provide one (1) original printed copy and one (1) thumb drive of their Invitation to Bid (“ITB”) response with the Respondent’s bid. Submissions shall be portrait orientation, unbound, and 8 ½” x 11” where practical. Font shall be 12 point and Respondents are limited to twenty (20) pages, excluding the required forms. All originals must have original signatures in blue ink. Bid documents are available for download by accessing the following sites: http://www.myokaloosa.com/purchasing/home https://www.bidnetdirect.com/florida https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=2442519 A mandatory pre-bid meeting will be held at 10:00 a.m. central standard time on Tuesday December 16, 2020 at the Destin- Ft. Walton Beach Airport in the Airport Conference Room on the second floor of the Terminal. Respondents must have a representative present OR participate via phone (Zoom) in order to be compliant with the ITB requirements. Once potential Respondents register with the County, call in information will be provided for those wishing to participate by phone prior to the pre-bid conference date and time. Bids must be delivered to the Okaloosa County Purchasing Department at the address listed below no later than 3:00 p.m. central standard time Wednesday February 10, 2021 in order to be considered. Bids will be opened and read aloud at this time. Bids received after the stated time and date will be returned unopened and will not be considered. All bids must be in sealed envelopes reflecting on the outside thereof “Management and Operation of a Non-Exclusive Rental Car Concession at the Destin-Fort Walton Beach Airport (VPS)”. Failure to clearly mark the outside of the envelope as set forth herein shall result in the bid not being considered. The County reserves the right to award to the Respondents submitting responsive bids with a resulting negotiated Agreement that is most advantageous and in the best interest of Okaloosa County, and to waive any irregularity or technicality in bids received. Okaloosa County shall be the sole judge of the resulting negotiated Agreement that is in its best interest and its decision will be final. NOTE: Crestview, FL is not a next day guaranteed delivery location by most delivery services. Respondents using mail or delivery service assume all risk of late or non-delivery. All bids should be addressed as follows: Management and Operation of a Non-Exclusive Rental Car Concession at the Destin-Fort Walton Beach Airport (VPS) ITB AP 14-21 Okaloosa County Purchasing Department 5479A Old Bethel Road Crestview, FL 32536 Jeffrey Hyde Date Purchasing Manager 3 http://www.myokaloosa.com/purchasing/hom https://www.bidnetdirect.com/florida https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=2442519 PART I - INSTRUCTIONS TO BIDDERS I. INTRODUCTION AND BACKGROUND Okaloosa County, Florida (“County”) is seeking competitive bids (“Bids”) from all responsible and qualified bidders (“Bidders”) which are interested in managing and operating a Non-exclusive Rental Car Concession at the Destin-Ft Walton Beach Airport (“Airport”) including, but not limited to, Small and/or Disadvantaged Business Enterprises. The rental car concession which is subject to this solicitation shall be managed and operated in accordance with the Concession Agreement and Lease (“Agreement”) contained in Part V of this Invitation to Bid (“ITB”). The County has up to four (4) separate rental car concession facilities including counters and queue space, and associated ready/return parking positions subject to award. The concessions to be awarded and the Agreements shall be non- exclusive. A. Withdrawal of Bid A Bidder may withdraw its Bid prior to the time specified in the Invitation to Bid or in a subsequent Addenda for the opening of Bids, if a written withdrawal request is received by the Purchasing Department prior to such specified time. No Bidder shall be permitted to withdraw its Bid after the time specified in the Notice to Bid or subsequent Addenda for the opening of Bids unless selection of the successful Bidders are delayed by inaction of the County for a period of ninety (90) calendar days after the opening of the Bids. B. Bid Security Each Bid shall be accompanied by a bid security deposit (“Bid Security”) of $10,000 by way of a bid bond issued by a company authorized to do business in the State of Florida, cashier’s check, certified check, or bank draft on a bank or trust company insured by the Federal Deposit Insurance Corporation, made payable to County. The Bid Security must be attached to the Bid Form. The Bid Security of unsuccessful Bidders shall be returned to such Bidders after award and execution of Agreements with the successful Bidders. If a successful Bidder fails to forthwith execute the Agreement and provide the insurance and letter of credit required by the Agreement within the time limits prescribed by the ITB, the Bid Security shall become the property of County. If a successful Bidder does forthwith execute the Agreement and provide the aforementioned documentation, the Bid Security will be returned to the successful Bidder without interest. C. Bid Submission Deadline and Evaluation Process Bids must be received by County within the time and date specified above. Bids received after said time and date will be returned unopened. The time and date of receipt of said Bid shall be recorded on the envelope by the Purchasing Department. On the date and time that the Bids are due, bids will be opened and read aloud. All Bids will be reviewed by the County and the recommendations for award will be made by the Airport to the Board of County Commissioners. D. Bids Retained All Bids submitted pursuant to this ITB will become the property of the County and will not be returned. However, if any portion of the Bid qualifies under applicable law and is marked proprietary or confidential and is highlighted, this portion can be returned after award of the rental car concessions subject to this ITB, if requested, in writing by the Bidder at the time of submitting its Bid. E. Preparation of Bids Bids must be unconditional and made in strict conformity with this ITB and all Addenda (if any) hereto. All blank spaces on the Bid Form and all other forms and submittals required by this ITB must be properly and legibly filled in, and the Bidder shall execute the Bid Form as follows: 1. If the Bid is executed by a sole proprietor, that fact shall be evidenced by the word “Owner” appearing after the name of the person executing it. 2. If the Bid is executed by a partnership, that fact shall be evidenced by the words “General Partner” appearing after the name of the general partner executing it. 3. If the Bid is executed by a corporation, it shall be executed in the name of the corporation by, and attested by, its authorized officers, and its corporate seal shall be affixed thereto. 4. If the Bid is executed by a limited liability company, it shall be executed in the name of the limited liability company by the Managing Director or another authorized director. 5. All signatures must be in blue ink. 6. If a Bidder is a licensee or franchisee of a national rental car company or corporation, said licensor or franchisor shall obligate itself to assume all obligations, responsibilities and liabilities of the Bidder under the Bid and the Agreement by executing the Bid and the Agreement as Guarantor. F. Disqualification for Submitting Bid for More Than Two Brands A Bidder shall be disqualified for submitting a Bid with more than two (2) brands; provided that a Bid which has been withdrawn as permitted herein does not preclude the submission of another Bid prior to the time specified for the opening of the Bids. Further, this does not disqualify an entity that owns or controls more than one rental car brand from submitting Bids for more than one concession facility. G. Qualification of Bidders The Bidder must be financially capable and experienced to provide the vehicles and level of service required by the Agreement. This determination will be based upon the County’s review of the Bidder Eligibility Form included as Attachment A to this ITB after the opening of the Bids. If a Bid does not contain a Bidder Eligibility Form from a Bidder required to submit the same, or if the information contained in the Bidder Eligibility Form is incomplete or not responsive, the Bid may be rejected by the County. H. Bid Submittal Requirements Each Bid submitted shall include the following required items: 1. The entire ITB document signed and completed as required herein. 2. Acknowledgment of receipt of any Addenda issued. 3. The completed Bidder Eligibility Form (included as Attachment A). 3 4. The Bid Form (included as Attachment B) and any items required or permitted to be attached to the Bid Form in accordance with the instructions contained therein. 5. Bidder’s Affidavit of Non-Collusion (included as Attachment C). 6. ACDBE Program and Goal Form as well as the specific ACDBE compliance plan identifying potential sources and efforts to achieve compliance (included as Attachment D). 7. Conflict of Interest Disclosure Form (included as Attachment E). 8. Drug Free Workplace Certification (included as Attachment F). 9. Indemnification and Hold Harmless Form (included as Attachment G). 10. Badge Application Form (included as Exhibit H) 11. The Bidder’s Bid Security, as outlined in Paragraph E of the Instructions to Bidders. I. Basis of Award Award of up to four (4) rental car concession facility packages (i.e. counter and queue space as well as ready/return stalls) subject to this ITB shall be made to qualified Bidders submitting the highest total Minimum Annual Guarantees (“MAG”) to the County for each facility package. In addition, all successful Bidders will have the right to enter into a separate Service Facility Agreement for a service facility and associated and parking and not included in this ITB. If a Bidder is proposing two brands for one counter, the MAG Bid amount must be the total of the two brands. The total MAG Bid, regardless of the number of brands being proposed, will be the determining factor in the award and assignment of counters and ready/return spaces. If a Bidder proposes two Brands in the Bid and is awarded a facility package, the Bidder will be bound to pay the MAG proposed through the Term of the Agreement regardless of whether the Bidder maintains one or two brands through the Term. Successful Bidders will NOT be allowed to add brands that are not included in the initial Bid throughout the Term of the Agreement. If a successful Bidder offers two brands and wants to substitute another brand other than one of the brands Bid and the other brand is under the ownership and control of the Bidder, the Bidder will be allowed to substitute a related company brand following written notice and written approval by the Airports Director. No related company brands may be added unless it is part of a substitution process. J. Minimum Annual Guarantee (MAG) Bid Bidders are required to Bid the Minimum Annual Guarantee for the initial full fiscal year of the Agreement commencing October 1, 2021 through September 30, 2022. If a Bidder is proposing for two brands, the MAG must be for the total of the two brands. The MAG for each succeeding fiscal year of the Agreement will be adjusted annually at eighty five percent (85%) of the previous fiscal year’s Concession payments made to the County, or the previous year’s MAG, whichever is greater. In no event shall the annual MAG, commencing October 1, 2021 and ending on September 30, 2022 (defined as the “First Year MAG”), during any fiscal year of the Agreement be less than the first fiscal year’s MAG Bid proposed in the ITB. For the period from June 1, 2021 through September 30, 2021, no MAG will be in place and only the specified Percentage Concession Fee will be paid on Gross Revenues to the County. K. Tie-Bid(s) In the event two or more Bids are received with identical total MAGs, the Bid that offers two brands will be ranked higher than a single brand Bid. In the event that the tied Bids are both for single brands or dual brands that are currently operating at VPS, the award for the highest Bid will be made to the Bidder that had the highest annual payment through the last two years of the previous contract. If the tied Bids are from an incumbent and a new entrant Bidder, the incumbent will be the higher ranked Bidder. If the tied Bids are both from new entrants, the award will be made based on the company background and support system that best serves the needs of the County. L. Assignment of Facilities 1. Counters and Ready/Return Positions Upon approval of the Okaloosa County Board of County Commissioners, the County, upon seventy-two (72) hours’ notice to the successful Bidders, will ask the highest ranked successful Bidders, in descending order of MAGs (highest to lowest), to choose their counter/office location in the Terminal Building and the ready/return areas as defined by the County. Notwithstanding the foregoing provision, in the event that any incumbent rental car operator is a successful Bidder under this ITB within one position of its current market share, it may retain its existing Counter and primary Ready/Return location, however, the number of ready/return stalls will be subject to adjustment based on the MAG submitted. The allocation of Ready/Return spaces will be based on the MAG amount for that Bidder as compared to all MAGs and divided by the total available Ready Return spaces. If a Bidder, submits a Bid for two brands, the total number of Ready/Return spaces to be used for both brands will be allocated based on the total MAG and the Bidder may allocate the number of stalls among the brands at the Bidder’s discretion, with no one brand having less than twenty (20) spaces allocated. The location of the Ready/Return spaces for each successful Bidder not retaining its current position as identified above, will be determined by the Airports Director or designee, at the sole discretion of the Airports Director. The Ready/Return Parking Area Plans developed by the County are shown on Exhibit B to the Agreement. 2. Service Facilities Any successful Bidder that is an incumbent will have the right to retain its one existing Service Facilities lease. Any new entrants will be assigned any vacated position(s) of an unsuccessful incumbent, which are covered under a separate agreement with Okaloosa County 3. Funding of Costs Associated with Allocation/Reallocation of Facilities For all facility modification costs associated with the reallocation of Counters and Ready/Return spaces resulting from the award of the Bids, the County will fund reasonable relocation costs, as determined by the Airports Director, associated with changes made to the counters and ready/return stall allocation (ex. wiring, relocation of backwall signage, Ready/Return signage, etc.) with available CFCs. Costs associated with packing, computer hook-ups, movement of furniture and equipment, and records packing, and movement will be the responsibility of the respective successful Bidders. Any new successful Bidder will be responsible for all costs associated with setting up the assigned service bay. M. Execution of the Agreement The successful Bidders shall be required, within fifteen (15) calendar days after receipt of a notice of award, to execute and return the Agreement, as presented to it, as well as provide the required insurance certificates and the Agreement Security required by the Agreement. Should the successful Bidder fail to 3 execute and return the Agreement, required insurance certificates, and the Agreement Security within the time allowed, the County, at its sole discretion, may proceed to the next highest ranked Bidder, rescind the earlier award to said successful Bidder that does not execute the Agreement, and re-award the facilities to the next ranked successful Bidder or reallocate the Ready/Return positions to the other successful Bidders. N. Final Award The award shall not be final and effective, nor shall the County be legally bound, until the fully executed Agreements are delivered by the County to the successful Bidders. O. Right to Modify Bid Documents The County reserves the right to modify or amend any provision of these documents, including, without limitation, the provisions of the Sample Agreement at any time prior to the deadline for the submission of Bids. Modifications and amendments shall be made by written Addenda to this ITB document and published on the County website. P. Right to Reject Any or All Bids Whenever the County deems it to be in the County’s best interest, the County reserves the absolute right to reject any or all Bids; to waive minor irregularities and informalities in a Bid, and award an Agreement notwithstanding such minor irregularity or informality at its sole discretion, except that the County will not waive the requirement that a Bid be received by the County prior to the deadline for submission of Bids. Q. Rejection of Irregular Bids Notwithstanding and in addition to the immediately foregoing paragraph, Bids which contain any alteration, addition, condition, limitation, or show irregularity of any kind may be rejected by County as nonresponsive or irregular. The County reserves the right to waive any irregularities, technicalities, or informalities in any Bid, and to reject any and all Bids. The County reserves the right to reject the Bid of any Bidder which is in arrears or in default upon any debt or contract with the County or which has failed to perform faithfully any previous contract with the County, pre-petition debt subject to bankruptcy proceedings, excepted. R. Right to Cancel Award of the Agreement The County reserves the absolute right to cancel the proposed award of the Agreement to any successful Bidder(s) at any time before an Agreement with such Bidder(s) has been fully executed by the County and delivered by the County to the Bidder(s). Any such cancellation by the County shall be without any liability to such successful Bidder except for the return of the Bid guarantee(s). S. Preparation of Bid at Bidder’s Expense No Bidder shall be entitled to reimbursement or payment for any cost or expense incurred with respect to the development and submission of a Bid, the consideration of its Bid by County, or any of its representatives, or any other matters relative to the bidding process, the consideration of the Bid, or the award of the Agreement. T. ACDBE Participation 1. County hereby notifies all potential Bidders that an Airport Concession Disadvantaged Business Enterprise (ACDBE) compliance plan must be included as part of any Bid. The plan shall outline how the Bidder intends to use commercially reasonable standards to achieve the maximum ACDBE participation in the fulfillment of the Agreement. The Bidders must outline in detail how the intend to achieve that goal in their Bids. ACDBE plans will be used in the evaluation process and the ranking of the Bids submitted. 2. The County encourages bids from rental car companies that are certified as ACDBEs in the State of Florida. All ACDBE Bidders must complete an ACDBE certification application. ACDBE certifications for the County are performed by the State of Florida’s Department of Transportation. ACDBE Bidders must be certified in the State of Florida prior to the Bid due date and a copy of the ACDBE certification letter must accompany the Bid. A copy of the ACDBE certification must also be submitted with any ACDBE Bid. Any ITB related question must be submitted to the Purchasing Manager during the question and clarification period or the contacting party’s Bid may be subject to rejection. 3. An overall aspirational ACDBE goal of one percent (1%) of the total projected Gross Receipts for each Agreement Year (as defined in the Agreement) has been established for the total Gross Receipts from all Agreements to be awarded under this ITB. Each Bidder is required to propose its own goal and specify on the ACDBE Goal Form, included in Attachment D, how it proposes to achieve its goal. If the goal is less than the aspirational goal of one percent (1%), the Bidder must document the reasons why when using good faith efforts, the aspirational goal cannot be achieved. 4. Additional information and guidance regarding the County’s ACDBE program can be obtained during the clarification and question phase of the ITB process. U. Completion of County Forms The following sets forth the background requirements and needs for completion and submission of County forms dealing with Conflict of Interest, Drug-Free Workplace Certification, and the County’s required Indemnification and Hold Harmless agreement as set forth in Part IV, as Attachments to the ITB: 1. Conflict of Interest: The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. All respondents must disclose with their proposals or bids the name of any officer, director, or agent who is also a public officer or an employee of the Okaloosa Board of County Commissioners, or any of its agencies. Furthermore, all respondents must disclose the name of any County officer or employee who owns, directly or indirectly, an interest of five percent (5%) or more in the firm or any of its branches. Furthermore, the official, prior to or at the time of submission of the bid, must file a statement with the Clerk of Circuit Court of Okaloosa County, if he is an officer or employee of the County, disclosing his or spouse’s or child’s interest and the nature of the intended business. The form required to be filed to comply with this requirement, Conflict of Interest Disclosure Form, is found as Attachment E in Part IV, Attachments to ITB. 3 V. W. X. 2. Drug-Free Workplace Certification Preference shall be given to businesses with drug-free workplace programs. Whenever two or more Bids which are equal with respect to price, quality and service are received by the County for the procurement of commodities or contractual services, including leases, a Bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Completion of the Drug-Free Workplace Certification Form, found as Attachment F to Part IV, Attachments to ITB, is required. 3. Indemnification and Hold Harmless Agreement It is a requirement of Okaloosa County, Florida, that all persons contracting or offering a Bid to the Board of Commissioners of Okaloosa County execute a standard indemnification and hold harmless agreement. The Indemnification and Hold Harmless Form included as Attachment H in Part IV, Attachments to ITB, must be executed by each Bidder to comply with this requirement. Anti-Lobbying Provision During the period between the ITB public release date and the concession award date by the Board of County Commissioners, Bidders, including their agents and representatives, are strictly prohibited from discussing or promoting, verbally or in writing, their Bid with any member of the Board of County Commissioners, Airport Board, Airport senior staff, Airport designated consultants, or any representative of the County directly or indirectly through others, seek to influence the Board of County Commissioners or County staff or County’s contractors regarding any matters pertaining to this ITB, except as herein provided. If a representative of any Bidder violates the foregoing prohibition by contacting any of the above listed parties with whom contact is not authorized, such contact may result in the Bidder being disqualified from the procurement process. Violation of this provision may result in the rejection of the Bidder’s Bid, except in the course of County initiated inquiries, briefings, interviews, or presentations. Collusion One or all Bids will be rejected if there is reason to believe that collusion exists among Bidders and no participant in such collusion will be considered in future bids or proposal for operation of a concession at the Airport. Bid Evaluation The County, will evaluate each Bidder’s business and financial qualifications, as well as previous airport experience, customer service, level of service provided during peak periods and timely remittance of due receipts, records and reports. The County will then rank each qualifying Bid in order of the total Bid MAG. Up to four (4) qualifying Bidders will be recommended to the Board of County Commissioners for selection and approval based upon the qualifications included in the Bids and the MAG. The County will select Bids that in the County’s sole judgment are deemed most advantageous for the public and the County and its determination shall be final. The County reserves the right to reject any or all Bids and to negotiate for the modification of any Bid with its selected Bidders in accordance with noted exceptions identified in the response submitted. At the time of Bid evaluation, any incumbent Bidder, its parent company, its affiliates, its licensees, its subsidiaries, or other related entities and its successors and assigns must have paid in full all concession fees and rents due to the County, with the exception of any pre-petition bankruptcy payments subject to disposition by the bankruptcy proceedings. Failure to have done so may result in rejection of the Bidder’s Bid as non-responsive. Y. Draft Agreement Exceptions If any Bidder has any material exceptions (i.e., impact the business, financial or legal agreement) to the Part V attached Non-Exclusive Rental Car Concession Agreement and Lease, then those exceptions must be clearly identified with alternative suggestions clearly noted and submitted as part of the Bid submission. The County reserves the right to accept or reject any exception submitted and to amend the final execution Agreement based on its review of all exceptions. The resulting contract will be applicable to all successful bidders. There will be no material changes made for each Bidder’s Agreement. Any subsequent suggested changes to the Agreement not included in the Bid submission by a successful Bidder will be rejected by County and, in the event Bidder will not execute the final Agreement presented by the County, County may keep the Bid Security of Bidder and select the next highest Bidder. X. Public Records Any record created by either party in accordance with this Contract shall be retained and maintained in accordance with the public records law, Florida Statutes, Chapter 119. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT OKALOOSA COUNTY RISK MANAGEMENT DEPARTMENT 302 N. WILSON ST., CRESTVIEW, FL 32536 PHONE: (850) 689-5977 riskinfo@myokaloosa.com. Contractor must comply with the public records laws, Florida Statute chapter 119, specifically Contractor must: 1. Keep and maintain public records required by the County to perform the service. 2. Upon request from the County’s custodian of public records, provide the County with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in chapter 119 Florida Statutes or as otherwise provided by law. 3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the County. 4. Upon completion of the contract, transfer, at no cost, to the County all public records in possession of the contractor or keep and maintain public records required by the County to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining the public records. All records stored electronically must be provided to the public agency, upon the request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency. 3 mailto:riskinfo@myokaloosa.com OKALOOSA COUNTY, FLORIDA INVITATION TO BID MANAGEMENT AND OPERATION OF A NON-EXCLUSIVE RENTAL CAR CONCESSION AT DESTIN-FT WALTON BEACH AIRPORT ITB NO. AP 14-21 PART II - AIRPORT PASSENGER AND EXISTING RENTAL CAR OPERATOR INFORMATION The following background information related to the Destin-Ft Walton Beach Airport (“VPS” or “Airport”), its scheduled airlines, airport deplanements, and existing rental car data is provided to assist Bidders in understanding this concession opportunity and developing their Bid to the County. A. Information Regarding the Airport 1. Overview VPS is located on Eglin Air Force Base and shares the runway system with the Air Force. The Airport is owned and managed by Okaloosa County, Florida. VPS currently is served by Allegiant Air, American Airlines, Delta Air Lines, and United Airlines. All airlines have experienced growth in the past few years to the point where annual enplanements reached approximately 1,000,000 in 2019, prior to the pandemic, with continued growth expected to resume. Like the rest of the aviation industry, the Coronavirus has impacted passenger traffic at VPS; however, VPS is in the midst of a recovery and is one of the fastest recovering airports in the United States. Since VPS has a heavy leisure component and the leisure traffic is responding quicker than the business travel, this recovery is expected to continue. Allegiant Air has designated VPS as one of its primary destination markets so, unlike most airports served by Allegiant, passengers are coming to VPS and are not returning “home”, resulting in a need for a robust rental car inventory to serve the inbound tourism. In addition, VPS is a base for many panhandle business travelers of all airlines so there is a strong need to have a broad cross section of available rental cars to meet the variety of travelers’ needs. Beginning in the summer 2017, Allegiant began a significant expansion of service at VPS with the addition of service from numerous originations to VPS. The peak in 2019 was 31 cities served. Plans were proceeding for the development of a new concourse that would be used by Allegiant to support additional planned future growth beyond the 31 cities. While the pandemic has slowed the initial timeline, the parties anticipate moving forward with the concourse development soon. In addition to Allegiant, all other legacy airlines serving VPS had also experienced growth prior to the pandemic and the routes were performing well. It is anticipated that legacy airline service will also rebound once the impact of the pandemic stabilizes because of the diverse base of business in the Destin- Ft. Walton Beach region. In response to the rapid air service competition at VPS, Delta has increased its frequencies to its ATL hub up to 12 operations per day in the peak season and up gauged its fleet to all mainline. American Airlines has also added additional destinations and frequencies to all of their cities served and up gauged all of its fleet to mainline aircraft. Seat capacity has risen over 20% in 2019. Outlined below is a summary of the key infrastructure elements for VPS. The information is presented to allow potential Respondents to understand the investment that has been made and is projected to be made to support growth at VPS. The Airport was on an unprecedented growth trajectory prior to the pandemic. The fundamental reasons for the growth were the strong business base in the catchment area as well as the tremendous tourism potential that has been realized by the expansion of Allegiant. Those baseline conditions have not changed, and the market is expected to return to the previous successes once the impacts of the virus nationally are overcome. 2. Terminal Building The County completed construction of a new Terminal in 2004 which is currently comprised of approximately 120,000 square feet to accommodate scheduled passenger traffic. Prior to the pandemic, the existing terminal was reaching capacity at peak times. The Terminal consists of landside facilities to accommodate airline ticketing functions, baggage claim, and concession space, as well as public circulation and public facilities to service the needs of the traveling public. The airside facilities include a single two-level concourse situated perpendicular to the landside facilities. The concourse includes five jet gate positions with loading bridges from the upper level of the concourse and two ground access positions on the lower level with loading bridges for regional and narrow body aircraft as well as the ability to serve ground loaded parking positions. The airside facilities also include concession space on both levels. The County has begun a Terminal expansion program to increase the ticketing lobby and accompanying baggage make-up system and provide additional passenger processing space to support a future C Concourse. The ticketing lobby and baggage make-up expansion project will include a 29,000 SF addition with 40,000 SF of total space consisting of an addition plus remodeling/reconfiguration. The project commenced in late fall 2020. The Terminal provides for security space to comply with all security regulations, providing space for explosive detection equipment, security screening, and TSA office space. The checkpoint includes four passenger processing lanes, the fourth of which was recently competed. In 2019, the County enhanced the food, beverage, and retail programs in the terminal with the introduction of a new operator that reconstructed and enhanced the majority of the food, beverage, and retail concessions. This was needed to sufficiently serve the increased passenger demand that had developed through the recent air service expansion. A second concessionaire that operates a sit-down restaurant and kiosk has also provided upgrades to support the increased demand. To further increase capacity, the County is in the process of designing baggage claim and Concourse B4 holdroom expansion projects. While the planning process is still in the infancy stages, the expansion represents further needed capacity to accommodate planned growth. The tentative plans are to complete design in the next 6-9 months and commence early 2022. The project will be completed during the Term of this Agreement. There are expected to be impacts to tenant locations during construction. 3. Public Parking Lot Expansion Currently, there are approximately 1,673 revenue parking stalls available for public parking. The County has also started construction on a Lot B expansion project which will add 500 additional stalls in addition to 200 stalls added with the completion of the west apron project. Upon completion of the projects, the total public parking spaces available will be approximately 2,373. 3 4. Concourse C (Future) In 2019, to accommodate significant planned growth, the County and Allegiant Air entered into an Agreement to develop a new Concourse C to be used by Allegiant to provide growth capacity in addition to the existing gates that Allegiant utilizes. The new concourse will be a three-gate expansion with the potential to expand to five in the future. The west aircraft parking apron comprised of five additional aircraft parking positions to support the new Concourse C has recently been completed. The project was scheduled to start in the spring of 2020 but was temporarily delayed due to the impacts of COVID 19. The parties are in discussion on when to re-activate the project and anticipate a decision and revised timeline soon. 5. Runways a. The Airport’s civil aviation operations share the military runways at Eglin Air Force Base and uses air traffic control facilities to coordinate aircraft operations. b. Eglin has two runways that are available to the County, Runway 01/19 and Runway 12/30. Runway 01/19 is a paved surface 10,000 feet long and 300 feet wide, stressed to handle up to L-1011-500 and B-767-400 aircraft. Runway 12/30 is also paved, and is 12,000 feet long and 300 feet wide. It has the same pavement strength as Runway 01/19. Both runways are in good condition and are maintained by the Air Force. The access taxiway to Runway 12/30 is centrally located on the south side of the aircraft parking apron and measures approximately 1,600 feet long and 50 feet wide. It is stressed to handle up to B-767 aircraft. The civil aircraft taxiway for Runway 12/30 is connected to the northern parallel taxiway. B. Information Regarding Current Airline and Rental Car Operations VPS service has dramatically changed in the past three years with the designation of Destin- Ft. Walton Beach as a focus destination by Allegiant and their commitment to the market. For that reason, only activity history for FY2018-19 and FY2019-20 will be summarized in this ITB in that it reflects the most accurate representation of what level of service can be expected at VPS. The previous years’ levels of service do not represent the successful growth that has taken place, thus; do not represent a fair characterization of what projected activity levels may be expected during the Term of this Agreement. 1. The Airport’s Air Trade Area The following is a brief description and depiction of the Airport’s primary air service area. This information is provided to describe the Airport’s primary passenger catchment area and to show the relative proximity of other commercial service airports within a reasonable driving distance of the Destin- Ft Walton Beach Airport. The Airport’s Air Trade Area consists primarily of five counties in northwestern Florida: Escambia, Okaloosa, Santa Rosa, Walton and Bay (see Exhibit I-1). The Air Trade Area is located in the “panhandle” region of Florida along the shores of the Gulf of Mexico. The Cities of Fort Walton Beach and Destin represent the primary tourist areas within the Air Trade Area and begin approximately 6 miles from the Airport. The Airport is located 151 miles west of Tallahassee and 50 miles east of Pensacola. Passengers originating from adjacent Holmes and Washington counties in Florida, as well as Southern Alabama, may, at times, constitute a secondary service area. In this ITB document, passenger enplanements are assumed to be largely generated from the Airport’s primary Air Trade Area. 2. Airlines Currently, the Airport is served by the following regularly scheduled commercial airlines: Allegiant Air American Airlines Delta Air Lines United Airlines Outlined below is a summary of the markets served prior to COVID19 and projected to be served in 2020- 2021. Destinations Served Pre-COVID19 2020-2021 Allegiant American Delta United Allegiant American Delta United Cincinnati Dallas- Ft Worth Atlanta Chicago O'Hare Cincinnati Dallas- Ft Worth Atlanta Chicago O'Hare Belleville Chicago O'Hare Denver Belleville Chicago O'Hare Denver Austin Charlotte Houston- Bush Austin Charlotte Houston- Bush Bentonville Washington Reagan Bentonville Washington Reagan Cleveland Cleveland Columbus Columbus Concord Concord Des Moines Des Moines Evansville Evansville Huntington Huntington Indianapolis Indianapolis Kansas City Kansas City Knoxville Knoxville Lexington Lexington Little Rock Little Rock Louisville Louisville Memphis Memphis Newark Newark Oklahoma City Oklahoma City Omaha Omaha Peoria Peoria Pittsburgh Pittsburgh Rockford Rockford Shreveport Shreveport Springfield/Branson Springfield/Branson Tulsa Tulsa Baltimore Baltimore Wichita Wichita Nashville Nashville Chicago (MDW) Houston (HOU) Boston Dayton Newburgh (TBD) Bloomington (BMI) Source: Airport Management The projected cities are based on information presented by the airlines and loaded in the reservation system, which is subject to change. The airlines and destinations presented do not represent a guarantee of service during the term of this Agreement and should be used as best available supporting information in the review of the ITB by potential submitting entities. The table below outlines the historical deplanement activity for FY2016-17 through FY2019-20. 3 Deplanement History By Month (Fiscal Year) Airline October November December January February March April May June July August September Total Allegiant FY2019-20 18,865 11,469 10,243 4,204 4,227 6,345 - 12,983 37,507 38,482 25,594 16,231 186,150 FY2018-19 15,734 12,389 7,304 3,356 3,754 9,161 10,542 30,999 55,065 61,992 35,904 18,246 264,446 FY2017-18 10,216 2,180 2,357 2,254 2,984 4,585 5,430 17,444 37,198 41,022 30,188 17,279 173,137 FY2016-17 6,808 2,868 3,085 1,228 2,224 4,415 5,068 13,419 24,044 26,764 21,482 10,284 121,689 American FY2019-20 20,737 19,067 18,040 16,749 18,219 12,068 1,237 6,386 9,576 18,078 18,067 18,602 176,826 FY2018-19 16,630 16,688 17,404 16,615 17,884 23,069 22,140 26,797 28,712 28,737 26,483 20,949 262,108 FY2017-18 18,222 15,965 15,431 14,140 16,188 20,279 18,502 22,474 22,453 21,310 21,124 17,372 223,460 FY2016-17 13,681 11,215 10,679 10,963 12,040 14,517 15,486 16,983 18,241 19,093 18,810 17,538 179,246 Delta FY2019-20 23,902 20,302 19,248 16,179 16,561 10,973 912 2,391 3,582 6,696 10,076 11,899 142,721 FY2018-19 23,003 22,014 19,487 15,682 15,590 23,072 25,709 23,785 22,002 22,152 22,200 21,264 255,960 FY2017-18 22,070 19,644 15,550 14,232 16,952 23,003 21,232 23,437 21,795 21,343 21,959 20,892 242,109 FY2016-17 21,524 18,699 16,965 13,340 15,062 21,147 20,319 23,509 21,889 20,685 21,254 19,077 233,470 United FY2019-20 2,792 2,160 2,447 2,153 2,292 1,565 184 282 765 1,435 2,365 869 19,309 FY2018-19 3,598 2,519 2,469 2,261 2,211 3,706 3,473 3,932 5,018 5,095 4,529 4,676 43,487 FY2017-18 2,807 2,814 2,450 2,200 2,976 3,792 4,425 4,298 4,987 5,358 3,219 3,565 42,891 FY2016-17 2,815 2,513 2,354 2,491 2,474 2,803 2,895 4,026 4,514 4,795 2,799 2,248 36,727 Total FY2019-20 66,296 52,998 49,978 39,285 41,299 30,951 2,333 22,042 51,430 64,691 56,102 47,601 525,006 FY2018-19 58,965 53,610 46,664 37,914 39,439 59,008 61,864 85,513 110,797 117,976 89,116 65,135 826,001 FY2017-18 53,315 40,603 35,788 32,826 39,100 51,659 49,589 67,653 86,433 89,033 76,490 59,108 681,597 FY2016-17 44,828 35,295 33,083 28,022 31,800 42,882 43,768 57,937 68,688 71,337 64,345 49,147 571,132 Source: Airport Published Activity The County currently has seven (7) brands being offered at the Airport. Those seven include Alamo Rent a Car, (“Alamo”), Avis Car Rental (“Avis”), Budget Rent a Car System, Inc. (“Budget”), Dollar Rent A Car Inc. (“Dollar”), Enterprise Rent-A-Car (“Enterprise”), the Hertz Corporation (“Hertz”), and National Car Rental (“National”). In addition, Destin Jeep operates an authorized off-airport concession under an Agreement with the County. a. Information on Historical Rental Car Revenues: FY 2018-19 The following are historical gross receipts by month for the Airport’s current seven (7) rental car brands. For Fiscal Year 2018-19, the total annual Gross Receipts were $40,000,936. The individual summaries include the following: FY2018-19 GROSS RECEIPTS l l Month Alamo Avis Budget Dollar Enterprise Hertz National Total October $ 363,707 $ 361,265 $ 541,178 $ 162,157 $ 461,051 $ 441,600 $ 232,551 $ 2,563,509 November $ 332,699 $ 424,310 $ 461,891 $ 204,746 $ 499,766 $ 502,726 $ 318,301 $ 2,744,439 December $ 204,974 $ 257,483 $ 301,952 $ 147,048 $ 335,452 $ 324,860 $ 172,441 $ 1,744,211 January $ 201,442 $ 236,261 $ 312,787 $ 97,923 $ 304,873 $ 258,136 $ 167,470 $ 1,578,893 February $ 191,520 $ 305,222 $ 358,115 $ 123,941 $ 324,890 $ 375,744 $ 191,363 $ 1,870,795 March $ 394,570 $ 379,816 $ 496,896 $ 207,627 $ 628,574 $ 532,308 $ 241,432 $ 2,881,222 April $ 492,994 $ 535,069 $ 658,257 $ 199,461 $ 722,401 $ 622,427 $ 289,857 $ 3,520,467 May $ 645,352 $ 605,974 $ 690,973 $ 244,072 $ 836,738 $ 758,006 $ 301,214 $ 4,082,329 June $ 994,336 $ 928,942 $ 880,781 $ 352,029 $ 848,013 $1,039,190 $ 327,007 $ 5,370,297 July $ 893,209 $ 937,085 $1,043,194 $ 359,758 $1,086,408 $ 997,748 $ 357,740 $ 5,675,142 August $ 691,913 $ 712,960 $ 851,386 $ 426,423 $1,032,955 $ 886,130 $ 337,137 $ 4,938,903 September $ 543,143 $ 376,492 $ 538,123 $ 248,737 $ 519,777 $ 575,855 $ 228,602 $ 3,030,730 Total $5,949,860 $6,060,878 $7,135,534 $2,773,923 $7,600,896 $7,314,730 $ 3,165,116 $ 40,000,936 Source: Airport Records b. Information on Historical Rental Car Revenues: FY 2019-20 The following detail represents the FY2019-20 Gross Receipts by Company. The FY2019-20 total Gross Receipts total is $26,461,050. FY2019-20 GROSS RECEIPTS Month Alamo Avis Budget Dollar Enterprise Hertz National Total October $ 535,981 $ 440,230 $ 540,036 $ 209,025 $ 516,283 $ 483,889 $ 252,667 $ 2,978,111 November $ 325,569 $ 351,641 $ 449,248 $ 213,316 $ 392,788 $ 400,249 $ 226,327 $ 2,359,138 December $ 274,759 $ 326,758 $ 323,813 $ 153,386 $ 340,052 $ 369,289 $ 186,977 $ 1,975,033 January $ 241,229 $ 264,074 $ 253,268 $ 150,490 $ 315,303 $ 307,332 $ 160,835 $ 1,692,532 February $ 222,718 $ 323,665 $ 406,782 $ 184,963 $ 409,477 $ 401,798 $ 200,075 $ 2,149,479 March $ 269,582 $ 314,365 $ 439,751 $ 160,006 $ 415,819 $ 331,094 $ 160,408 $ 2,091,027 April $ 14,922 $ 80,882 $ 55,543 $ 20,676 $ 41,191 $ 41,400 $ 24,407 $ 279,021 May $ 152,001 $ 170,609 $ 138,263 $ 34,770 $ 149,367 $ 129,160 $ 49,914 $ 824,085 June $ 608,873 $ 306,223 $ 321,393 $ 149,660 $ 533,317 $ 392,764 $ 146,613 $ 2,458,842 July $ 776,899 $ 494,328 $ 600,696 $ 172,114 $ 712,096 $ 486,619 $ 232,083 $ 3,474,834 August $ 771,370 $ 509,140 $ 636,817 $ 191,500 $ 748,361 $ 438,614 $ 204,526 $ 3,500,328 September $ 507,549 $ 466,714 $ 497,389 $ 166,260 $ 544,067 $ 319,299 $ 177,343 $ 2,678,621 Total $4,701,452 $4,048,630 $4,662,999 $1,806,164 $5,118,122 $4,101,509 $ 2,022,176 $ 26,461,050 Source: Airport Records Since late March 2020, there has been an impact on the aviation industry resulting from the demand decrease and reduced flights related to the COVID19 virus that has had an effect on the rental car industry. Initially it was projected that the airline industry would recover within two to three years to its 2019 levels. Since the second wave has hit more recently, some of those predictions have shifted to more of a three to five-year window. To date, VPS has exceeded the industry norms with regard to recovery. One thing that has clearly emerged following the virus-related cutbacks is that leisure travel has recovered faster than business travel. Many of these same experts are suggesting that leisure-based travel could fully recover in less than two years. The recent announcements that a vaccine should be available to the public within months strengthens these projections of recovery. A significant amount of the growth experienced at VPS is the last two fiscal years has been leisure travel, primarily from Allegiant Air. Of the ULCC carriers, Allegiant has implemented the most aggressive recovery plan to date, as can be seen by the destination list included in this Section and comparing year over year flying levels by Allegiant. Outlined below in the tables is a comparison of the MAG by company and the payments made calculated on Gross Receipts for the last two fiscal years. 3 I I I Brand Annual MAG FY2018-19 Actual Payments FY2018-19 The Hertz Corporation $ 560,461 $ 831,168 Dollar Rent A Car $ 217,635 $ 317,783 National $ 245,218 $ 365,075 Alamo $ 423,429 $ 689,254 Avis $ 441,726 $ 682,864 Budget $ 538,638 $ 801,784 Enterprise $ 569,922 $ 857,289 Total $ 2,997,028 $ 4,545,216 Brand Annual MAG FY2019-20 Actual Payments FY2019-20 The Hertz Corporation $602,723 $451,057 Dollar Rent A Car $229,708 $198,678 National $263,265 $224,505 Alamo $471,433 $516,860 Avis $491,427 $445,349 Budget $601,047 $512,930 Enterprise $656,008 $564,284 Total $3,315,612 $2,913,662 One measure to look at the impact on the rental car industry pre and post virus is comparing the gross receipts per deplanement. The Tables below summarize the two years. FY2018-19 Fiscal Year Company Gross Receipts Deplanements Gross Receipt per Deplanement The Hertz Corporation $ 7,314,730 826,001 $ 8.86 Dollar Rent A Car $ 2,773,923 826,001 $ 3.36 National $ 3,165,116 826,001 $ 3.83 Alamo $ 5,949,860 826,001 $ 7.20 Avis $ 6,060,878 826,001 $ 7.34 Budget $ 7,135,534 826,001 $ 8.64 Enterprise $ 7,600,896 826,001 $ 9.20 Total $ 40,000,936 826,001 $ 48.43 Average per Deplanement $ 6.92 I FY2019-20 Fiscal Year Company Gross Receipts Deplanements Gross Receipt per Deplanement The Hertz Corporation $ 4,101,509 525,006 $ 7.81 Dollar Rent A Car $ 1,806,164 525,006 $ 3.44 National $ 2,022,176 525,006 $ 3.85 Alamo $ 4,701,452 525,006 $ 8.96 Avis $ 4,048,630 525,006 $ 7.71 Budget $ 4,662,999 525,006 $ 8.88 Enterprise $ 5,118,122 525,006 $ 9.75 Total $ 26,461,051 525,006 $ 50.40 Average per Deplanement $ 7.20 The Gross Receipts per deplanement have actually increased year over year even though Gross Revenues are tracking lower year over year. The financial and statistical information and tables provided in this section are from data reported to the County and is for informational purposes only. The County does not warrant the accuracy of said information nor does it represent in any way that passenger deplanement levels or Gross Receipts achieved in the past will be achieved in future years. Each Bidder shall assume the responsibility of assessing, on its own behalf, potential Airport passengers and Gross Receipts from the management and operation of rental car concessions. 3 OKALOOSA COUNTY, FLORIDA INVITATION TO BID MANAGEMENT AND OPERATION OF A NON-EXCLUSIVE RENTAL CAR CONCESSION AT DESTIN-FT WALTON BEACH AIRPORT ITB NO. AP 14-21 I. DESCRIPTION OF RENTAL CAR CONCESSION The following is a summary description of the rental car concession subject to this ITB A. Concession Defined The concessions to be awarded will grant the four (4) successful Bidders the right, privilege, and obligation to provide and rent late model (not greater than two model years old) passenger-type vehicles to passengers and customers of the Airport. B. Bids and “Co-Branding” Concessions Each Bidder may submit one MAG that may include up to two (2) brands for each counter position. If a Bidder desires to submit for more than one counter position, it must submit a separate Bid for each counter position that may or may not include up to two (2) brands. The total MAG, regardless of whether it is for one brand or two, being proposed will be the factor considered in the evaluation process. “Co-branding” is defined as the practice of two rental car brands consolidating under a successful Bidder and operating out of one counter position. A Bidder must, at the time of submitting more than one Bid for more than one brand, choose whether it would co-brand its rental car concession operation or keep each concession separate and provide a separate Bid for each brand. Co-branding must be indicated on the Bidder’s Bid Form. A co-branded bid would only occupy one counter/office facility, one ready/return area, and one service area location (under a separate contract); however, its signage must be distinct and separate to represent each brand independently. If co-branded, each brand must have a minimum of twenty (20) ready return spaces allocated to each brand. Each brand may only be represented by one successful Bidder and operate only from the successful Bidder’s area while maintaining the identity of each brand. If co-branded, the rental car concession must operate in that co-branded format for the duration of the Agreement. Co-branded operators will be subject to rental premiums for counter and office facilities as identified below. C. Concession Agreement and Lease The management and operation of the rental car concession will be governed by the sample Agreement included in Part V of this ITB as may be amended due to acceptance of the County of any proposed modifications through the ITB process. In the event of a conflict between the provisions of the Agreement and any other provision of the ITB documents, the provisions of the Agreement shall control. A copy of each successful Proposers proposal will be attached to the final Agreement as an Exhibit. D. Concessions to be Awarded The County will award four (4) rental car concessions facilities under this ITB provided four (4) or more qualified responses are received. Following the award of the Concession and the execution of the Agreements, the County will not allow new on-airport concessionaires to enter into an on-airport concession Agreement with the County through the Term of the Agreement. Successful Concessionaires will also be restricted from offering additional brands other than those identified specifically in the ITB Bid at the Airport through the Term of the Agreement, provided however, Concessionaires may substitute brands during the Term if the brands are under the ownership or control of Concessionaire and one of the brands included in the ITB Bid is eliminated. If four qualified bids are not received, the County reserves the right to not award car rental concession facilities at its discretion. E. Term of Concession Agreement 1. Base Term – The Base Term of the Agreement will be for a term of five (5) years and four (4) months commencing on June 1, 2021 and expiring September 30, 2026, subject to the early termination provisions as provided for in the Agreement. 2. Option Term – Upon mutual Agreement of the parties, the Agreement may be extended an additional five (5) years provided all successful Bidders who hold contracts with the County request in writing that the Agreement be extended an additional five (5) year period. The written request must be received within thirty (30) calendar days of September 30, 2025. The County has the option of accepting or rejecting the request, at its sole discretion. The County shall provide a written response within thirty (30) calendar days of receipt of the written request to exercise the Option Term. If a written request to extend is not received by the County within the timeframe outlined, the offer will be considered rescinded, and the Agreement will expire on the termination date as detailed in Article E (1) above. If the County rejects the written request to exercise the Option Term, the contract will expire as identified in Article E (1). F. Concession Fee and Minimum Annual Guarantee (MAG) The Concession Fee shall be eleven percent (11%) of all Gross Receipts calculated on a monthly basis as defined in the Agreement. The initial Minimum Annual Guarantee shall be the total amount Bid, regardless of whether it is one brand or two, by the Respondent for each counter position and ready/return allocation package effective for the period from October 1, 2021 through September 31, 2022. For the period from June 1, 2021 through September 30, 2021, the MAG shall not apply and only the Concession Fee against Gross Receipts shall be due the County. Proposers shall bid the first year MAG for the period from October 1, 2021 through September 30, 2022. For each subsequent year of the Base Term, and Option Term, if exercised, the annual MAG shall be established at the greater of eighty five percent (85%) of the previous years’ concession related payments (excluding rent), or the first year MAG. In no event, shall the MAG in the subsequent remaining Agreement Years of the Base Term and Option Term of the Agreement, if exercised, be set at an amount less than the first year MAG included in the ITB Bid. G. Agreement Security The successful Bidder shall be required to provide the County with an irrevocable standby letter of credit or a performance bond to secure its performance under the Agreement. For the period from June 1, 2021 through September 30, 2021, the Agreement Security shall be one third (1/3rd) of the MAG Bid for the first full fiscal year of the Agreement (October 1, 2021 through September 30, 2022). For 3 the period from October 1, 2021 through September 30, 2022, the Agreement Security shall be in an amount equal to twelve (12) months of the MAG Bid by the Respondent. For each subsequent fiscal year of the Base Term and Option Term, if exercised, of the Agreement, the Agreement Security shall be equal to the MAG set for that fiscal year. Rentals, Security Charge, CFCs and other payments are to be remitted by the Operator to the County under the terms of the Agreement. Bidders should carefully read the Agreement contained in Part V for the specifics of this requirement. H. Description of Facilities The following space and facilities will be provided to the successful Bidders to manage and operate their rental car concession under the award made pursuant to this ITB. 1. Terminal Counter/Office/Counter Queue Space The County has four (4) counter/office/counter queue space facilities available adjacent to the baggage claim area in the Airport Terminal Building to award to the highest ranked Bidders. Each facility is comprised of a back office, counter, and counter queue area. Each facility is approximately 750 square feet. Exhibit A of the Agreement in Part V depicts this space. 2. Ready/Return Areas The Ready /Return Area contains 439 spaces allocated on the basis of each successful Bidders proportionate share of the MAG to the total MAGs awarded at the commencement of the Agreement and subject to adjustment every two (2) years commencing October 1, 2023 based on the previous twenty four (24) months of revenues to the Airport by each Bidder. A reallocation will be considered on these anniversary dates only if the market share for any particular Bidder varies by ten percent (10%) during the previous twenty-four (24) month period. The Ready/Return Area is the only space from which rental car operators may stage vehicles for rental or where customers may drop off vehicles after rental. Any reallocations will be accompanied by the commensurate adjustment in ready/return rental payments due. 3. Service Maintenance Facility and Service Parking Area (Covered under a Separate Agreement) The service area consists of a consolidated office/maintenance area with up to four (4) spaces to be assigned that is provided to the successful Bidders under a separate Lease Agreement with Okaloosa County. Under that Agreement, each successful Bidder will be allocated one (1) Maintenance Facility and Service Parking Area. In addition, there is a fuel island with four (4) pumping stations, and an automated car wash facility with four (4) bays. The rental rate for the Service Facility is determined by the terms and conditions of that Agreement and are not included in this ITB. Each operator is responsible for establishing and paying directly for phone, electric, and gas service with local providers for its assigned service area. Water is separately metered for each service area by the Airport and charged monthly based on individual readings. The Service Area premises may only be used for vehicles requiring quick turnaround or maintenance services and may not be used for customer service rental staging or customer service return of vehicles, for vehicles of any Bidder that are not assigned to the Airport fleet, or employee parking. Under no circumstances shall vehicle transport vehicles be staged or parked anywhere at the Airport overnight or for extended periods. The leases of the Service Facilities are covered under separate agreements with Okaloosa County. 4. Overflow Parking The County may make available overflow parking in excess of the ready/return and Service Parking Areas when demand dictates. The overflow parking area is determined at the sole discretion of the County and the rental rate shall be fifty percent (50%) of the applicable ready/return stall rate. I. Hours of Operation Rental car counters shall be staffed from one hour prior to the first departure until thirty minutes after the last arrival. Counter staffing hours must be extended if there are delays in late arriving flights. In lieu of staffing the counters one hour prior to the first departure, this requirement may be waived if the Bidder has an after-hours drop box readily available and clearly visible at the counter for customers to drop keys upon arrival. Additionally, during peak periods-seven days a week (peak periods will be defined by the Airports Director), it is required that each agency counter is staffed by a minimum of two agents to efficiently and quickly provide service to arriving passengers. J. Rentals and Other Charges In addition to the Concession Fee, successful Bidders will be required to pay the Rental, Security Charges, and other fees and charges for facilities and services provided by the County in Paragraph H, Description of Facilities. Bidders are directed to Article 7 of the Agreement in Part V for specific details regarding Rentals, Security Charges and other fees. K. Badging The County requires that all personnel working on the Airport hold valid identification badges. Each successful bidder will be responsible for obtaining Airport badges for each employee or contractor assigned to the Airport. The badging request form is attached as Exhibit H, as may be amended from time to time at the sole discretion of the County. L. Responsibility of Bidder to Inspect the Airport Facilities Each Bidder shall carefully examine the attached sample Agreement, the premises of the Destin-Ft Walton Beach Airport, and the Leased Premises under the Agreement and shall judge for itself all the circumstances and conditions which might affect its Bid and operations thereunder. Failure on the part of the Bidder to examine, inspect and be completely knowledgeable of the Airport, the Leased Premises, and the terms and conditions of the Agreement shall not relive the Bidder from full compliance with its Bid. All requirements in the Agreement shall apply to the Bidder. M. Description of Service Facilities (Separate Contract) 1. Service Maintenance Facility - In 2009, the County financed and constructed a rental car consolidated wash, service, fueling, and automobile storage facilities (“Service Facilities”) and an eastside vehicular access to serve the Service Facilities. The project also included a reworking and modification of the existing ready/return area on the east side of the Terminal into a new, 439-space consolidated ready/return area. 2. Service Parking Area - This includes a 560-space Service Area storage adjacent to the Service Maintenance Facility with a bay allocated to each Service Maintenance bay. 3 The subject facilities are leased, and the rental car operators’ rentals, fees and charges prescribed under a separate, service facilities lease (“Service Facilities Lease”) executed by and between the successful Bidders and the County and the rental rates are not included in this ITB. II. CUSTOMER FACILITY CHARGE The County currently imposes, and will, to the extent legally able to do so, continue to impose, a customer facility charge (“CFC”) at the Airport. The CFC charge is currently $3.75 per each transaction rental day on all rental car customers renting vehicles from any rental car operator located at the Airport. The CFC rate is subject to adjustment, following written notice, at the discretion of the Board of County Commissioners. The CFC charge and the accounting, auditing and reporting requirements related thereto are currently embodied in County Ordinance No10-16, enacted November 16, 2010. This ordinance and the CFC charge of $3.75 per each transaction rental day are subject to amendment and change by the County, at any time, by County Ordinance. In the event of a change in the CFC amount or terms, the amended CFC Ordinance will be considered an Amendment to this Agreement and the Amendment will not require execution by the parties and the Ordinance will become an Exhibit to this Agreement. Each successful Bidder shall be required to charge and collect CFCs under the terms and conditions of the applicable Ordinance on customer rental agreements following the effective date as designated in the County Ordinance and deposit, safekeep and remit said CFCs to the County monthly in accordance with the requirements of the County’s CFC ordinance then in effect along with a full accounting of transaction days and the calculation of the applicable CFC charges in a form as determined by the County. III. SANITATION REQUIREMENTS In order to support the continued spread of viruses, the successful Bidders must submit with the Bid a complete summary of all actions that are taken to sanitize vehicles before and after rentals and service. Each vehicle must be thoroughly cleaned between every rental. This includes disinfecting the vehicle at return area to allow for the driving of the vehicle to the Service Area where washing, vacuuming, general wipe down, and sanitizing with a disinfectant that meets leading health authority requirements is conducted, with particular attention to more than 20-plus high-touch points including: • Key / key fob • Steering wheel • Steering column • Seat belts • Center console • Door interiors • Door pockets • Interior door handles • Exterior door handles • Seat pockets / seat surfaces • Areas between seats & consoles • Areas between seats & doorjambs • Cupholders / compartments • Instrument panel • Accessory panel / touchscreen • Rearview mirror / side mirrors • Visors / visor mirrors • Dashboard / vents • Gear stick / gear shift • Trunk release • Isolate and quarantine any vehicle if needed. Following completion of the above referenced service, a written notice must be affixed to the vehicle or provided to the customer at the counter to acknowledge that the services have been completed and that the vehicle is ready for use by a customer. These requirements are subject to adjustment with the prior written approval of the Airports Director. 3 OKALOOSA COUNTY, FLORIDA INVITATION TO BID MANAGEMENT AND OPERATION OF A NON-EXCLUSIVE RENTAL CAR CONCESSION AT DESTIN-FT WALTON BEACH AIRPORT ITB NO. AP 14-21 PART IV - ATTACHMENTS TO ITB This part contains the following Attachments which are part of this ITB document and are required to be completed and submitted as part of each Bid. A. List of Attachments 1. Attachment A - Bidder Eligibility Form 2. Attachment B - Bid Form 3. Attachment C - Bidder’s Affidavit of Non-Collusion 4. Attachment D - ACDBE Program and Goal Form 5. Attachment E - Conflict of Interest Disclosure Form 6. Attachment F - Drug-Free Workplace Certification 7. Attachment G - Indemnification and Hold Harmless Form 8. Attachment H – Badging Form 9. Attachment I – Federal E. Verify 10. Attachment J – Cone of Salience 11. Attachment K – Recycled Content Form 12. Attachment L – Prohibition to Lobbying 13. Attachment M – Company Data 14. Attachment N – System of Awards Management 15. Attachment O – Addendum Acknowledgement 16. Attachment P – Anti-Collusion Statement 17. Attachment Q – Governmental Debarment & Suspension 18. Attachment R – Vendors on Scrutinized Companies List 19. Attachment S – Certificate of Good Standing for State of Florida B. Completion of Attachments Bidders shall consult Part I - Instructions to Bidders and/or the individual Attachment for instructions and/or information relative to requirements for completion of the Attachment in question. ____________________________________________________ ____________________________________________________________ OKALOOSA COUNTY, FLORIDA INVITATION TO BID MANAGEMENT AND OPERATION OF A NON-EXCLUSIVE RENTAL CAR CONCESSION AT DESTIN-FT WALTON BEACH AIRPORT ITB NO. AP 14-21 ATTACHMENT A - BIDDERS ELIGIBILITY FORM I. OVERVIEW Bidders interested in managing and operating a non-exclusive rental car concession at Destin-Ft Walton Beach Airport (“Airport”) must complete this form in full and timely submit it to the County, as part of its ITB documents. This form will enable the County to determine whether the Bidder has met the County’s minimum eligibility requirements for submitting a bid. If this Bidder’s Eligibility Form is not submitted, or if the information contained herein is incomplete or non-responsive, or if the Bidder does not have the apparent financial capability to perform the Non-Exclusive Rental Car Concession Agreement and Lease, the Bidder’s Bid may be rejected by the County. Use additional pages as necessary, but please indicate at the top of each page the number and/or letter of the paragraph to which each such page relates. II. BIDDER INFORMATION A. Name ____________________________________________________ B. Address ____________________________________________________ C. Telephone No. ____________________________________________________ D. Fax No. ____________________________________________________ E. Contact Person ____________________________________________________ F. Type of Organization (Check all that apply) (If the Bidder is a franchisee, joint venture, or subsidiary, then the information requested below shall be provided for the franchisee and parent entity of franchisor, for each company forming the joint venture, or for the subsidiary and parent.) ( ) Sole Proprietorship ( ) Partnership ( ) Limited Liability Company ( ) Joint Venture ( ) Corporation ( ) Other (explain)________________________________________________ G. IF A PARTNERSHIP, ANSWER THE FOLLOWING: 1. Date of Organization: _____/_____/_____ 2. General Partnership ( ) Limited Partnership ( ) 3. Partnership Agreement recorded? Yes ( ) No ( ) 3 Date ______ Book ____Page _____ County ______________ State ________ 4. Has the Partnership done business in Florida? Yes ( ) No ( ) When? ___________________________________________ 5. Name, Address and Partnership share of each general partner: NAME ADDRESS SHARE _______________________________________________________________% _______________________________________________________________% _______________________________________________________________% _______________________________________________________________% H. IF A LIMITED LIABILITY COMPANY, ANSWER THE FOLLOWING: 1. Date of Organization: _____/_____/_____ 2. Limited Liability Operation Agreement recorded? Yes ( ) No ( ) Date ______ Book ____Page _____ County ______________ State _______ 3. Name of Managing Member _________________________________________ 4. Has the Limited Liability Company done business in Florida? Yes ( ) No ( ) When? _____________________________ 5. Name, Address and Limited Liability Company share of each general member: NAME ADDRESS SHARE _______________________________________________________________% _______________________________________________________________% _______________________________________________________________% _______________________________________________________________% I. IF A CORPORATION, ANSWER THE FOLLOWING: 1. Incorporation date? _____/_____/_____ 2. State where incorporated? ________________________________________ 3. Is the corporation authorized to do business in Florida? a. Yes ( ) No ( ) If so, as of what date? ______________________ _______________________________________________________ _______________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ b. If Florida is not the state of incorporation: (1) Address of the registered office in Florida: (2) Name of registered agent in Florida at such office: (3) Attach copy of Certificate of Authority to transact business in Florida. 4. Is the corporation held publicly ( ) or privately ( )? 5. Furnish the name, title and address of each officer and principal shareholder owing ten percent (10%) or more of the corporation’s issued stock. OFFICER’S NAME POSITION PRINCIPAL SHAREHOLDERS ADDRESS J. IF A JOINT VENTURE, ANSWER THE FOLLOWING: 1. Date of Organization? ____/____/_____ 2. Joint Venture Agreement recorded? Yes ( ) No ( ) Date ______ Book ____Page _____ County ___________ State ________ 3. Has the Joint Venture done business in Florida? Yes ( ) No ( ) When? ___________________________________________ 4. Name, address and percent of ownership of each Joint Venture: 3 ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ NAME ADDRESS SHARE _______________________________________________________________% _______________________________________________________________% _______________________________________________________________% _______________________________________________________________% III. FINANCIAL INFORMATION A. Financial Statements For each of Bidder’s last two fiscal or calendar years, Bidders shall attach an annual report or Balance Sheet and a Statement of Revenues, Expenses and Changes in Equity with all accompanying financial statements and notes prepared in accordance with generally accepted accounting principles reflecting Bidder’s current financial condition, together with a copy of an independent audit report issued by a Certified Public Accountant. In the event that Bidder is not a publicly traded company which issues annual financial statements audited by an independent certified public accountant, Bidder may submit the aforementioned financial statements without a copy of an independent audit report issued by a certified public accountant provided that said financial statements are accompanied by a certification (acceptable in form and content to the County) from Bidder’s chief financial officer. This requirement is waived if the Bidder currently holds a contract and is in good standing with the County. B. Financial Responsibility Please attach evidence of Bidder’s financial responsibility, such as a credit rating from a qualified firm preparing credit ratings, a letter of credit worthiness from a bank, a letter of credit from an FDIC insured bank describing Bidder’s credit line, or other appropriate credit reference. This requirement is waived if the Bidder currently holds a contract and is in good standing with the County. C. Surety Information Has the Bidder had a bond or surety canceled or forfeited within the past ten (10) years? Yes ( ) No ( ) If yes, state name of bonding company, date, amount of bond, and reason for such cancellation or forfeiture. D. Bankruptcy Information Has Bidder or a principal owner of Bidder been declared bankrupt within the past ten (10) years? Yes ( ) No ( ) ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ If yes, state case name, date of proceeding, court jurisdiction, amount of liabilities, amount of assets, and disposition. E. Contract Termination/Cancellation Has Bidder or any entity affiliated with it ever been a party to a concession, lease or management agreement to manage and/or operate a rental car concession at any airport or other location and failed to perform the concession, lease or management agreement for the full term thereof? Yes ( ) No ( ) If yes, please state the name of airport or lessor, date of award and describe the circumstances of the termination or cancellation. F. Litigation and Arbitration At any time during the previous five (5) years, has Bidder or any entity or affiliate owned or controlled by it or by the person or persons who own or control Bidder been involved as a party in any litigation or arbitration with respect to a breach or alleged breach of a rental car concession agreement and/or lease relative to an airport? Yes ( ) No ( ) If yes, state the name and location of each airport and the caption (with the parties’ names) for each case. G. Violations of Law 1. At any time during the previous ten (10) years, has Bidder or any partner, joint venture participant or individual serving as an officer of Bidder been convicted of, or pleaded guilty or no contest to, a felony crime? Yes ( ) No ( ) (If yes, attach detailed information.) 2. Is Bidder or any partner, joint venture participant or individual serving as an officer of Bidder currently under investigation in a felony criminal proceeding? 3 Yes ( ) No ( ) (If yes, attach detailed information.) H. Financial References List two financial institutions and at least two other business entities with whom Bidder has conducted significant financial transactions during the past three (3) years. Bidders may attach a letter of reference from each of them. Bidder hereby authorizes the County to contact the references listed. REFERENCE NO. 1 - Financial Institution FIRM: ____________________________________________________ CONTACT PERSON: __________________________________________________ TITLE: ____________________________________________________ ADDRESS: ____________________________________________________ TELEPHONE: ____________________________________________________ NATURE OF ASSOCIATION: __________________________________________ REFERENCE NO. 2 - Financial Institution FIRM: ____________________________________________________ CONTACT PERSON: __________________________________________________ TITLE: ____________________________________________________ ADDRESS: ____________________________________________________ TELEPHONE: ____________________________________________________ NATURE OF ASSOCIATION: __________________________________________ REFERENCE NO. 3 - Other FIRM: ____________________________________________________ CONTACT PERSON: __________________________________________________ TITLE: ____________________________________________________ ADDRESS: ____________________________________________________ TELEPHONE: ____________________________________________________ NATURE OF ASSOCIATION: __________________________________________ REFERENCE NO. 4 - Other FIRM: ____________________________________________________ CONTACT PERSON: __________________________________________________ TITLE: ____________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ _________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ADDRESS: ____________________________________________________ TELEPHONE: ____________________________________________________ NATURE OF ASSOCIATION: __________________________________________ IV. EXPERIENCE AND OPERATIONS INFORMATION A. Number of years Bidder has managed and operated rental car concessions. (If services are to be performed by a joint venture or partnership, indicate the experience of each party.) 1. Rental Car Concessions: _______________ years 2. Joint Venture: _______________ years ____________ years 3. Partnership: _______________ years ____________ years B. Provide a list of all airports where Bidder has managed and operated a rental car concession during the past five (5) years: Airport Name Years Operated C. If the Bidder does not have at least five years of such experience, please complete or provide the following: 1. Set forth the name and address, and describe the business background, of the person or persons to be employed as manager(s) of the Bidder’s rental car concession (should Bidder be awarded a rental car concession). 2. State the largest gross receipts your organization has realized from the operation of the Bidder’s businesses at any one (1) airport in any one (1) year within the last five (5) years: $_____________ Year _____________ 3. State the number of cars which your organization will have available for rent to the public at the Airport during its projected peak business day of the week during the first year of the Agreement: 4. State the hours which you propose to operate the counter/office and ready/return areas and reservation system at the Airport: 3 ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ 5. Do you have a nationwide reservation system? __________________________ State the number of locations in airports of such a system: __________________ 6. State the name of each of your credit card affiliations: 7. Do you offer inter-city service? Yes ( ) No ( ) If yes, list the names of the major cities to which such service is offered. 8. State the number and location of your operating outlets and facilities in the Florida area. 9. State the number of rental cars owned or leased by your company in your fleet in Florida. 10. Do you participate in a national advertising program? 11. State the amount of your local/national advertising program annually. $______________________ 12. Has any lease or concession agreement for the operation of a rental car concession or other business enterprise held at an airport by your organization ever been terminated or canceled? Yes ( ) No ( ) If yes, provide additional details. ________________________________________________________________ _______________________________________________________________ ________________________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________ 13. List the names of three (3) persons (other than County employees and officers of the County, preferably persons other than Airport Directors at airports at which you operate, since they are provided under paragraph D) having knowledge of your ability to conduct the rental car concession as described in the ITB documents. Bidder hereby authorizes the County to contact the persons listed. Name: ______________________________________________________ Title: ______________________________________________________ Address: ______________________________________________________ Telephone: ______________________________________________________ Nature of Association: ______________________________________________ Name: ______________________________________________________ Title: ______________________________________________________ Address: ______________________________________________________ Telephone: ______________________________________________________ Nature of Association: ______________________________________________ Name: ______________________________________________________ Title: ______________________________________________________ Address: ______________________________________________________ Telephone: ______________________________________________________ Nature of Association: ______________________________________________ 14. If the Bidder is a rental car franchisee, attach a copy of the relevant binding letter of intent or the franchise agreement. D. List at least two (2) and no more than five (5) airport locations most similar in size and operation to the Airport where Bidder has managed and operated a rental car concession within the last five (5) years, giving the dates of operation for each location and the gross revenues for each operation for the last three years. Include a brief description of the operation and the facilities. Include names, addresses, and telephone numbers for contact persons for such airports. Bidder hereby authorizes the County to contact 3 _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ the persons listed. In the event that Bidder does not have at least two (2) airport locations of similar size and operation to the Airport, County reserves the right to reject the Bid as non-qualified. E. Name and experience of key regional and local personnel of Bidder: (Attach experience summaries and identify proposed site manager and his or her experience) TITLE NAME EXPERIENCE F. Attach any additional relevant information concerning the Bidder and its businesses which would enable the County to evaluate the Bidder’s experience, qualifications, and ability to perform the Non-Exclusive Rental Car Concession Agreement and Lease subject to this ITB. G. Is your firm a Disadvantaged Business Enterprise (DBE)? Yes ( ) No ( ) If yes, please include supportive documentation. (Please contact Ms. Allyson Oury, Airports Chief Financial Officer, the Airport’s Liaison DBE Officer, for information and the source of forms for the program at 850-651-7160.) H. In the space provided below, or by separate attachment to this page, provide a pro forma projection of your Gross Receipts for the first Agreement Year under the proposed Agreement. You must use the component detail presented as Exhibit E, Certified Statement, to the proposed Agreement in Part V of this ITB in constructing your projection OKALOOSA COUNTY FLORIDA INVITATION TO BID (ITB) AP 14-21 CONCESSION AGREEMENT AND LEASE MANAGEMENT AND OPERATION OF A NON-EXCLUSIVE RENTAL CAR CONCESSION AT DESTIN-FORT WALTON BEACH AIRPORT PRO FORMA STATEMENT OF GROSS RECEIPTS – OCTOBER 1, 2021 THROUGH SEPTEMBER 30, 2022 (Exhibit E) OKALOOSA COUNTY, FLORIDA MONTH: FIRST FULL FISCAL YEAR YEAR: OCTOBER 1, 2021 THROUGH SEPTEMBER 30, 2022 CONTRACTOR: CONTRACT NUMBER: AIRPORT: Destin-Fort Walton Beach Airport AGREEMENT TYPE: Concession Agreement and Lease REVENUE CODE: TENANT TYPE: Rental Car LOCATION CODE: VPS GROSS RECEIPTS Time & Mileage Charges Other Vehicle-Related or Service Charges Other Equipment $ Insurances Cell Phones PAC Ski Racks $ PEC $ Child Seats $ SLI Navigation Equipment Other $ Other $ Total Total $ - Waivers Other* LDW $ CDW $ $ Other $ Total $ - Total $ - *Identify all over .0125% of Gross Receipts Fuel Charges TOTAL GROSS RECEIPTS $ -Prepaid Fuel Fuel Service Gasoline Recovery $ CALCULATION OF CONCESSION FEE FOR MONTH Total $ - GROSS RECEIPTS $ -Other Vehicle Charges Inter-City Fees Vehicle Exchange $ PERCENTAGE FEE DUE (11%) $ -Other Drivers Total $ - Less Monthly Payment of Minimum Annual Guarantee Fee Recoveries Net Amount Due to the County $ -Concession Recovery Fee Other $ Total $ - RENTAL TRANSACTIONS for year = RENTAL TRANSACTION DAYS for year = 3 ________________________________________________________________________ ________________________________________________________________________ OKALOOSA COUNTY, FLORIDA INVITATION TO BID MANAGEMENT AND OPERATION OF A NON-EXCLUSIVE RENTAL CAR CONCESSION AT DESTIN-FT WALTON BEACH AIRPORT ITB NO. AP 14-21 ATTACHMENT B - BID FORM FROM: (Bidder) ______________________________________________________________ (Address)_____________________________________________________________ _____________________________________________________________________ (Date)____________________________ TO: BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA RE: Invitation To Bid Management and Operation of a Non-Exclusive Rental Car Concession at Destin-Ft Walton Beach Airport 1. Bidder hereby offers to enter into a Concession Agreement and Lease with the Board of County Commissioners, County of Okaloosa, State of Florida (“County”) for the management and operation of a non-exclusive rental car concession at the Destin-Ft Walton Beach Airport under the terms and conditions as set forth in the Invitation To Bid (Parts I through IV), including all Attachments and Addenda, including the following: Notice to Bid, Instructions to Bidders, Concession Agreement and Lease, Bidder’s Eligibility Form, Bid Form, Bidder’s Affidavit of Non-Collusion, ACDBE Program and Goal Form, Conflict of Interest Disclosure Form, Drug-Free Work place Certification, and Indemnification and Hold Harmless Form, which documents have been read by the undersigned and to which the undersigned agrees. Pursuant to the County’s Invitation To Bid (ITB) for the right and privilege of being awarded a Concession Agreement and Lease (Agreement) for the management and operation of a non-exclusive rental car concession at Destin-Ft Walton Beach Airport, the undersigned hereby submits this Bid based on and subject to the terms and conditions of the ITB documents. 2. The Bidder will operate the following rental car brand(s) under the Agreement: Bidder will be “co-branding” Yes ( ) No ( ). Bids shall be the total of both brands if dual branding. 3. Bidder, ____________________________________________, on an Agreement Year basis, for the right and privilege of operating a non-exclusive rental car concession at the Destin-Ft Walton Beach Airport, either the following Minimum Annual Guarantees, subject to adjustment as provided for in the Agreement, or an eleven percent (11%) Percentage Fee of the Gross Receipts as specified in the Agreement in Part V, whichever is greater. In addition, Bidder agrees to make payment of the Minimum Annual Guarantee, and Percentage Fee in the form and at the time and place as required by Article 7 of the Agreement. Minimum Annual Guarantee for the Period of October 1, 2021 through September 30, 2022 1. ___________________________________ Dollars ($________________________) (Amount expressed in words) (Amount in figures) 4. In addition to the Minimum Annual Guarantee and Percentage Fee, as set forth above, Bidder offers to lease a space in the Terminal Building for Counter/Office Space, Ready/Return Space within the Ready/Return Areas at the Airport, and space within the Service Area adjacent to the west end of the Terminal Building as prescribed in Sections 4.01 through 4.03 of Article 4 of the Agreement and pay the Rentals and other charges therefor as prescribed in Article 7 of the Agreement. 5. Accompanying this Bid is a Bid Security, in the form and amount required by paragraph E of the Instructions to Bidders of this ITB document, made payable to the Board of County Commissioners, Okaloosa County, Florida, in the amount of ten thousand dollars ($10,000.00). This Bid Security shall be retained by the County as liquidated damages in the event the undersigned is one of the successful bidders and fails to execute and return the Concession Agreement and Lease and the Agreement Security and evidence of insurance as required in Section 7.06 and Article 13 respectively of the Concession Agreement and Lease, within fifteen (15) calendar days after written Notice of Award. 6. The Bidder hereby represents and certifies to County that: this Bid is made without connection with any other Bidder and it is made in good faith without collusion or fraud; the Bidder has fully examined and understood the Notice to Bidders and the Agreement; if this Bid is accepted, the Bidder shall forthwith execute County’s Agreement in the form attached as Part V of the ITB documents; the Bidder has completed the Bid schedule, in item 3 above, which is incorporated herein. (For purposes of gender and if required by the context hereof, the word “it” as used in this Bid in lieu of the word “Bidder” shall be deemed to also include “he” and “she”.) The Bidder acknowledges receipt of the following Addenda (if any); Number of Addenda Date of Receipt #_________________________________________________ _____________, 2021 #_________________________________________________ _____________, 2021 #_________________________________________________ _____________, 2021 #_________________________________________________ _____________, 2021 Bidder hereby submits with its Bid: a completed Bidder Eligibility Form, Bid Form, Bidder’s Affidavit of Non- Collusion, ACDBE Program and Goal Form, Conflict of Interest Disclosure Form, Drug-Free Workplace Certification, and Indemnification and Hold Harmless Form to the extent as required in this ITB. The Bidder is bound by this Bid for a period of ninety (90) calendar days following the date of the opening of the Bids. County reserves the right to reject any and all bids, to waive informalities, technicalities, and irregularities, and to re-advertise. 3 https://10,000.00 ___________________________________ ______________________________________ BIDDER (If individual, partnership BIDDER (If corporation): or limited liability company): NAME: NAME: BY: _____________________________ BY: __________________________________ TITLE: ____________________________ ATTESTS: ____________________________ WITNESS TO ABOVE SIGNATURES: __________________________________ GUARANTOR: __________________________________ NAME: _______________________________ BY: __________________________________ CORPORATE SEAL: ATTESTS: _____________________________ ________________________________________________ ________________________________________________ ________________________________________________ OKALOOSA COUNTY, FLORIDA INVITATION TO BID MANAGEMENT AND OPERATION OF A NON-EXCLUSIVE RENTAL CAR CONCESSION AT DESTIN-FT WALTON BEACH AIRPORT ITB NO. AP 14-21 ATTACHMENT C - AFFIDAVIT OF NON-COLLUSION AND ANTI-LOBBYING STATE OF ________________________________ COUNTY _________________________________ Personally appeared before me ___________________________________, being duly sworn, says that he is a member of the firm of _______________________________________________ and further says that his or her firm, association, or corporation has not, either directly or indirectly, entered any ag