Questions and Answers to Project Documents — Business Opportunities
PROJECT:  Fuel Facility Operator
NUMBER:  201845224-00

Current as of:  8/21/2019
Question Number  1:   Please clarify the information you seek under the cost effectiveness factor relating to “costing methodology”
    Answer:   We are requesting that the proposers submit their costing methodology for their management fee. (What all is included in this management fee?) This doesn’t have to be the actual numbers but how it is calculated and what it includes.
Question Number  2:   Please confirm a training plan does not need to be attached to the proposal. The training plan could be developed after being selected?
    Answer:   Please submit a training outline/overview of your current training program for your company.
Question Number  3:   Please clarify which information are you expecting on the Engineering support services?
    Answer:   For this section, we are just wanting the proposer to know what is expected of them for the engineering services if they are selected.
Question Number  4:   Clarify if the key personnel just refer to the ones listed below or if there are more: General Manager Operations Manager Maintenance Manager Accounting Manager
    Answer:   We would like all of these listed but if there are other key personnel that you think should be included then please include them as well. (Resumes can be attached as an exhibit. They do not count against your 30 page count for the proposal)
Question Number  5:   Please provide further description of how you will evaluate proposals? For example, will some factors be more important than others? For example, will cost effectiveness will be more important than the understanding of the scope of work?
    Answer:   Yes there are factors that are weighted more heavily than others. Understanding the scope is very important because of the technicality of the system.
Question Number  6:   According to the Insurance Requirements of the tender (page 44 of the pdf and Attachment 5), under the Primary Coverage of Commercial Airport Liability, the policy must provide a limit of $100.000.000 each occurrence and a list of all main for the coverages are also listed on. Should we interpret that all these coverages are to be limited to the limit required of $100.000.000 or could some of them be sub limited to a lesser amount? We raise this question because for example it’s quite common that coverage in respect of personal injury is sublimited to a lesser amount such as USD 25,000,000. Please, advise.
    Answer:   The coverages detailed in #1 under the Commercial Airport Liability section can be sublimited.
Question Number  7:   A minimum limit of liability of USD 1,000,000 in respect of Business Automobile Liability is required. Please confirm this Auto Liability policy is required for vehicles circulating airside and/or non airside. We raise this question as in Europe it’s quite common that Commercial Airport Liability grants coverage in respect of vehicles circulating airside.
    Answer:   The Business Auto Liability coverage of $1,000,000 is for landside only. The $9 million of excess liability insurance provides the total of $10 million required to drive airside. If your Commercial Airport Liability grants coverage in respect of vehicles circulating airside, that will be accepted.
Question Number  8:   Please confirm if Excess/ Umbrella Liability is required in respect of Commercial Airport Liability, Business Automobile Liability (in respect of vehicles circulating both airside and non airside) and Environmental Impairment Liability.
    Answer:   Yes, it is required
Question Number  9:   In respect of Additional coverage requested for Property Insurance, is it possible to receive a list of the schedule of values equaling the Replacement Cost Value included for the amount of USD 272,619,000 or updated value amount as of today. Please confirm that the Property Damage Operator’s policy shall be primary to any other insurance being contracted by other parties.
    Answer:   Yes, we can provide the Schedule of Values from the 2016 appraisal (See Miscellaneous 1) but we are not stating that this amount is now sufficient coverage. Yes, the Property Damage Operator's policy will be primary.
Question Number  10:   We understand that Insurance requirements as well as the request for COIs to be issued and to be reviewed by the City before work commences will only need to be handled if a satisfactory appointment is received. Nevertheless, would a certification of the Insurance Company of the proposer, certifying that they now comply with these insurance policies in order airports and that will include Denver Airport under these policies, would be enough to prove that the Company would comply with all these insurance requirements given a satisfactory approval.
    Answer:   We only need verification of coverage at the time of contract signing.
Question Number  11:   The contract refers to the Lease Agreement “Fuel System Lease” and the Interline Agreement, we would really appreciate you can share this agreements with the proposers.
    Answer:   Please see refer to the Interline agreement. The first and second amendment to the interline agreement are also available.
Question Number  12:   Are there any Federal Funds that may implicate Federal Equal Employment Opportunity Requirements? We noted that there is a line asking for the Equal Employment Opportunity Officer in the Attachment 2, Part 2.
    Answer:   No this is not required.
Question Number  13:   Please provide current DEN throughput volume?
    Answer:   2018 Actual Fuel Use AvGas 3,066 Foreign Trade Zone Jet 45,610,348 Domestic Jets 429,388,066 Total Jet Use 474,998,414
Question Number  14:   Our insurance company has the following questions in order for us to provide the required coverage for the facility. 1) How many tanks 2) Values of each tank 3) Are they diked 4) Term of the project / contract 5) Are the tanks above or below ground 6) Owner and Contractor 7) Any loss history 8) Can we get a copy of the appraisal report for the facility.
    Answer:   Please refer to the Incidentals Documents – Miscellaneous 1
Question Number  15:   Would you be able to provide last years budget numbers?
    Answer:   The acutal for 2018 was $10,617,117.87
Question Number  16:   What is the current incumbents staffing levels/organizational chart?
    Answer:   The org chart is listed under the Incidentals Documents – Miscellaneous 2.
Question Number  17:   Just to clarify, after year 1 the contractor will be soley responsible to cover any increases to the prevailing wages?
    Answer:   In no event shall any any increase in prevailing wages over the amounts as stated in the Contract Documents results in any increased liability on the part of the City, and the possibility and risk of any such increase is assumed by the Contractor.
Question Number  18:   This question regards the RFP instruction to include the proposer’s Dun & Bradstreet identification number with the proposal. We are a newly-formed subsidiary of a European corporation, and do not yet have a Dun & Bradstreet identification number. Is the Dun & Bradstreet identification number of our corporate parent sufficient?
    Answer:   No. In your proposal, please provide evidence showing number has been requested, and when request was made.
Question Number  19:   This question regards the Division of Small Business Opportunity goals assigned to this project. Our interpretation of the RFP is that there are currently no goals assigned, but goals may be negotiated after the City has selected a proposal; accordingly, all that is required with the proposal is the Diversity and Inclusiveness in City Solicitations Information Request Form. Please confirm whether this interpretation is correct, or whether any additional information is required regarding diversity and inclusion in the proposals.
    Answer:   Yes this is the correct interpretation for the proposal.
Question Number  20:   This question regards ANEXX E, sheet nº M02.04. The document shows a TRUCK LOADING AVGAS SYSTEM. Is this facility included in the Scope of Work? We have been reviewing the SOW but it only refers to Jet Fuel, not to AvGas.
    Answer:   The truck unloading AvGas system is located at South Cargo, and has a separate unloading/loading racks and underground tank. The Signature FBO is the only owner of AvGas, and is responsible for fuel deliveries.
Question Number  21:   This question regards truck off-loading Schedule. Is the Operator in contact with the truck’s companies in order to determine the daily trucks number? Do the Airlines have contracts with the truck’s companies?
    Answer:   We have a jet truck offloading rack here at the fuel facility that is available 24/7, however, it is used on an as need bases and there is not a set schedule for it. When an airline requires truck delivery, they contact their supplier to request the trucks. The supplier will then contact the Operations Control Center at the facility to arrange the delivery. The jet supplier’s are the entity that has the contract with the trucking company.
Question Number  22:   Regarding Zero Tolerance policy, have the Airlines any obligation of keeping a minimum fuel stock? (1, 2 or more days of consumption). And about maximum fuel stock? Can the operator negotiate this with the Airlines?
    Answer:   The minimum required by the Denver Fuel Committee is 5 Days on hand at all times. Maximum can be negotiated.
Question Number  23:   Please confirm that gains and losses have to be distributed monthly.
    Answer:   Gain/Losses for each month is allocated on the last day of each month based on individual inventory holders usage.
Question Number  24:   This question regards the pipeline reception: Does the fuel come from one fuel terminal outside the airport or more? Where is this Fuel Terminal located?
    Answer:   The fuel arrives at the airport via the Magellan pipeline. Magellan has a facility southwest of the airport. It is labeled “Pipeline Receipt” on the Mechanical Key Plan.
Question Number  25:   Does the laboratory equipment belong to the current operator?
    Answer:   The City has not purchase any lab equipment for the current operator.
Question Number  26:   Due to the fact that the fuel belongs to the airlines, who is responsible of maintaining a minimum fuel stock?
    Answer:   The Operator is responsible for all issues related to fuel stock, in accordance with applicable laws and agreements with the airlines.
Question Number  27:   Does the equipment used for flushing low points and unused hydrant pit belong to the Operator?
    Answer:   The equipment for flushing and unused hydrant pits is own by the Airline Fuel Committee
Question Number  28:   Will the City provide a one-week extension, making the proposals due on February 11, to allow all contractors to properly develop their site-specific solutions and efficiencies for DEN?
    Answer:   Yes we will extend the deadline by one week to ensure that proposers can adequately develop their proposal.
Question Number  29:   Is it the city’s intent that the training section submitted in the technical narrative will be reviewed and approved by the Denver Fire Department, or that the final plan, to be provided post-award, will require the Fire Department’s approval?
    Answer:   Denver Fire will not review training until post award of the contract.
Question Number  30:   Is there a designated time for pipeline receipts? Will the City please provide the average duration of each pipeline receipt?
    Answer:   The pipeline receipts run 24/7. A pipeline receipt can vary in size, but we receive an average of 25,000 barrels (1,050,000 gallons) in a 24 hour period at a low flow rate. At a high flow rate, we can receive 52,000 barrels (2,100,000).
Question Number  31:   Is Facility Property Insurance provided through the Airlines for America multiple facility policy?
    Answer:   No. The Operator is responsible for insurance.
Question Number  32:   Can we obtain a sample invoice reflecting the City’s preferred format and information included, to support our internal development ensuring we include everything the city would like to see?
    Answer:   Please see the invoice sample under the incidentals doc - Miscellaneous 3, that is sent to the operator. The operator then passes those expenses on to the airlines so we leave how those invoices look to the operator.
Question Number  33:   Will the City clarify if they have a prescribed minimum staffing level, or preferred approach?
    Answer:   The city leaves staffing to the professional discretion of the operator.
Question Number  34:   Does the City require the use of Maximo, or will they allow equal CMMS upon City approval?
    Answer:   The city would require Maximo be obtained and used as part of the DEN asset management group.
Question Number  35:   Due to the partial lapse in federal funding, the IRS office responsible for providing an Employer Identification Number (“EIN”) is currently closed, which prevents CLH Aviation USA, Inc. (“CLH”), a newly-formed business entity, from obtaining an EIN. As noted in the below email, CLH has made multiple attempts to obtain an EIN, but has been unsuccessful thus far. Given this situation, CLH wishes to submit its proposal without an EIN, with those documents that require an EIN otherwise completed. Once the funding lapse is resolved and CLH receives its EIN, CLH will re-submit the completed documentation to complete its proposal. Please advise whether the alternative described above will be acceptable to the City, or whether there are any other alternative means of submission CLH may pursue pending the assignment of its EIN.
    Answer:   In your proposal, please provide evidence showing EIN has been requested, and when request was made.