Questions and Answers to Project Documents — Business Opportunities
PROJECT:  Parking Yield Management
NUMBER:  201947512-00

Current as of:  9/23/2019
 
Question Number  1:   Can you let me know if I need to do anything else in order to confirm both our intention to bid and our attendance at the mandatory conference.   
    Answer:   You will sign in at the Mandatory Pre-Proposal Conference indicating you attendance. There is nothing additional that needs to be accomplished prior to attending. As long as you are on the sign-in sheet on the day of the meeting, you will be able to submit your proposal for the opportunity.
Question Number  2:   The RFQ indicates there is a mandatory meeting on April 17th in the City Conference Room.  I just want to get some clarification on the address – is it 8500 Pena Blvd, Denver, CO or is it in a different location.
    Answer:   The Mandatory Pre-Proposal Conference will be held at DEN in the City Conference Room. The address is 8500 Pena Blvd, Denver, CO 80249. The City Conference Room is located in the Main Terminal, Northwest end on Level 6.
Question Number  3:   I am planning on attending the Pre-Proposal Conference for RFQ No. 201947512 and wanted to confirm that the City Conference Room was in fact located at the Airport in the Administrative Office Building at 8500 Pena Boulevard.
    Answer:   The Mandatory Pre-Proposal Conference will be held at DEN in the City Conference Room. The address is 8500 Pena Blvd, Denver, CO 80249. The City Conference Room is located in the Main Terminal, Northwest end on Level 6.
Question Number  4:   The proposal requires a W-9 form. As a non-US entity we have had to submit a W-8 form for other US-based airports in the past, can you confirm that we can do this in DEN’s case? If so, can we have a copy of your W-8 or find out where to download it.
    Answer:   As a non-US entity, you will complete a W-8. The W-8 forms can be found at www.irs.gov.
Question Number  5:   The scope of work and technical spec is effectively a separate document and it states a response is required against each point. Does this form part of the 25-page proposal document and therefore contribute to the page limit or can it be a separate appendix?
    Answer:   There is no requirement to specifically answer each point in the technical specifications and scope of work . These documents are included as a reference point to assist you with responding to the narrative contents of the RFQ. The 25 page limit is a hard limit that applies to the entire Proposal Narrative, excluding the items we specifically call out.
Question Number  6:   The proposal requires a Certificate of Good Standing. As a non-US entity are we required to complete this registration prior to the submittal, or can this be completed if selected for an award?
    Answer:   Yes.  Businesses outside of Colorado can find instructions for registration through the Colorado Secretary of state at  https://www.sos.state.co.us/biz/FileDoc.do. 
Question Number  7:   On page 105 of the RFQ, it states that all vendors should submit a ‘Certificate of Good Standing’ from the Office of the Secretary of the State of Colorado.  What is the process for those vendors who’ve not previously worked in the state of Colorado?
    Answer:   Yes.  Businesses outside of Colorado can find instructions for registration through the Colorado Secretary of state at  https://www.sos.state.co.us/biz/FileDoc.do. 
Question Number  8:   The RFQ refences Skidata as the PRCS provider in Section 10 Implementation (page 102) Point 9 and Section 11 (Page 103) Testing  point 10.  Can you confirm the PRCS is Skidata or DESIGNA?
    Answer:   The Parking Revenue Control System is in the process of being replaced with NextGen/Designa. This is corrected in the Addendum One.
Question Number  9:   Section C Point 4 (page 8) references that vendors should send resumes of key persons.  Can you advise if there is a limit on the number of resumes, if they’re included in the 25 page proposal limit and the maximum pages each resume could be?
    Answer:   As noted in the RFQ, there is a limit of 5 resumes for non-key personnel but no limit for key personnel. Resumes should be limited to one page per individual. The page limit does not include resumes.
Question Number  10:   Can you explain what the ‘Overhead Multiplier Factor Calculation’ should include?
    Answer:   The Overhead Multiplier Factor Calculation should include all items listed on the line items under the column “Account Description” on Submittal 2.  If a line item category is not applicable, do not include a value for that line item.  Please see the “OH Multiplier Example” tab on the Submittal 2 form for an example of a completed Overhead Multiplier Factor Calculation. 
Question Number  11:   Could you provide prior year data for revenue, capacity by product, occupancy by product and stay durations?
    Answer:   This response is addressed in Addendum One.
Question Number  12:   Does the airport have a break down of occupancy by day of week?
    Answer:   This response is addressed in Addendum One.
Question Number  13:   What does success look like in terms of reservations out of total parking? 1st year, 2nd year, 3rd year, 4th year, 5th year?
    Answer:   DEN is looking to proposers to tell us what is possible or reasonable for us to expect with this kind of a system.
Question Number  14:   Is the airport looking to defer some of the costs by charging them back to the customer as a service fee? Booking fee?
    Answer:   DEN does not expect to charge customers a fee for use of the system.
Question Number  15:   What are the pick-up and drop off fees – if any, for Uber, Lyft, etc?
    Answer:   TNCs are charged a $2.60 fee for both pick-ups and drop offs.
Question Number  16:   Will pricing for on-line bookings vary from the drive-up costs?
    Answer:   On-line booking rates can vary from the drive-up rates. DEN’s expectation is that current posted rates will be the maximum rate charged in any lot for the defined time period. Vendor can suggest and propose modification to these rates, but those would be subject to DEN’s approval.
Question Number  17:   What type of marketing budget does DEN have to promote the on-line booking platform?
    Answer:   DEN is looking to proposers to suggest an appropriate budget for marketing and advertising.
Question Number  18:   Are there times when DEN is not at full capacity?
    Answer:   Yes, DEN’s parking facilities do not typically all reach capacity at the same times.
Question Number  19:   The PARCS knows the inventory and can shut the gate when a facility is at capacity. Most places will close access manually -- does DEN also close a facility manually?
    Answer:   Today, DEN closes facilities manually. However both the garage and economy products will still allow entry as the roadway configuration is not conducive to shutting down a facility completely.
Question Number  20:   If a customer has a parking reservation and there is no space available in the facility, will the customer be able to park?
    Answer:   DEN’s intention is that a reservation will serve to guarantee that customer a space in the facility.
Question Number  21:   How do you manage the use of the hybrid / alternative fuel vehicles? i.e. advanced booking or is it on a first come first served basis?
    Answer:   Any special use parking spaces are taken on a first come first served basis today. We are open to other methods of managing these spaces.
Question Number  22:   Can you please detail the customer experience currently when entering exiting a garage. e.g. Do they scan a barcode, do they pull a ticket?
    Answer:   Customers pull a ticket today. Once our Designa hardware is installed, we will have the ability to use barcode, QR code, AVI, and LPR in addition to tickets.
Question Number  23:   Are you expecting turn up movement data to be fed into the reservations system?
    Answer:   Proposers can suggest methods to use data from the PRCS system in the reservations and/or yield management systems.
Question Number  24:   Who does the airport use for payment processing?
    Answer:   Chase Paymentech.
Question Number  25:   Does the airport use an LPR system? If yes, who are you using.
    Answer:   The system will be provided by NextGen/Designa.
Question Number  26:   Is the airport using any third party analytic companies? If yes, who are you using.
    Answer:   The airport currently does analytics in-house.
Question Number  27:   Proposal narrative shall not exceed 25 pages. Is this single sided?
    Answer:   Page limit for proposal submittal is limited to 25 pages. Each side will be considered one page.
Question Number  28:   Proposal shall use 12 point Times Roman – Is this single spaced?
    Answer:   Font size required is as stated in the RFQ. The proposer is free to choose spacing for the document as long as proposal responses do not exceed the page requirements stated in the RFQ.
Question Number  29:   Does the airport have its’ own mobile app?
    Answer:   No. The airport’s website is designed for use on mobile devices.
Question Number  30:   Will the vendor be solely responsible for the delivery, accuracy, quality, integrity, legality and reliability of all data streams from the PARCS equipment and various other data sources feeding into the business intelligence and yield management systems?
    Answer:   The vendor will be, at minimum, responsible for the delivery, accuracy, quality, integrity, legality, and reliability of the data streams from the reservations and yield management systems into the PARCS equipment and business intelligence systems. Vendor can propose an alternative arrangement as long as it meets the objective.
Question Number  31:   How far back does the airport have historical transactional data / information?
    Answer:   Historical Transaction data is available for the previous 5 years.
Question Number  32:   Will the data and software be hosted in the US/North America for improved performance?
    Answer:   DEN will require that data and software is hosted in the US.
Question Number  33:   How many users will be required at DEN for access to the system and software?
    Answer:   The number of users will depend on the proposal and how much access is required. A minimum number is 12.
Question Number  34:   What resource at DEN will be available during implementation and on-going for this project?
    Answer:   DEN staff familiar with parking operations, technology integrations, and marketing will be available. If vendor has specific needs they may propose them.
Question Number  35:   May we provide bios for our team instead of resumes, so long as each is less than one page?
    Answer:   The format of resumes is up to the proposers.
Question Number  36:   Could the Airport please increase the page limit for the narrative section to 75 pages in order for us to provide complete responses to all the information that is required?
    Answer:   The airport will not change the page limit.
Question Number  37:   Please confirm that the narrative section with page limits would encompass items 2-7 or items 1-6 as indicated on pages 7-12 of the RFQ instructions, but not the cover letter. As the numbering in the instructions is presented in two different lists, would you prefer Cover letter (2 pages) to be followed by items 1-6 for the narrative contents?
    Answer:   Items 1-6 provide an overview of what should be included in your completed proposals. Detailed information in section in 2-7 provide information that should be considered when responding to the narrative contents.
Question Number  38:   Could you please provide the number of transactions and amount of revenue collected for parking reservations for the past two years, broken out by year?
    Answer:   This response is addressed in Addendum One.
Question Number  39:   Regarding the parking reservation fees, what is the reservation fee criteria and who keeps the $4 per day reservation fee, the airport or the parking reservation company?
    Answer:   Part of the fee is kept by the airport and part is kept by the provider.
Question Number  40:   The BI / Yield Management system is a newer technology as it relates to being implemented at US airports specific to parking. Can we use a mix of airport and non-airport North American references?
    Answer:   Proposers are asked to provide three previous airport projects either in the US or internationally. Information on more than three projects or on non-airport locations can be provided additionally.
Question Number  41:   What will be the Parking software version for the Designa PARCS when installed?
    Answer:   Designa Software V19.4
Question Number  42:   Will the specialized consulting staff for this bid all be required to be housed on the Airport grounds?
    Answer:   DEN expects staff to be required to attend periodic meetings on-site at DEN, but there is no requirement to have staff housed on-site.
Question Number  43:   Regarding the Forms instructions on page 5, IP-5: “The Proposer shall fill in all blank spaces in the applicable Proposal Forms and initial all interlineations, alterations or erasures in its proposal. The Proposer shall not delete, modify or supplement the printed matter on the forms which are included in “Attachment 2, Proposal Forms” or make substitutions thereon.” The first instruction asks that we initial any alterations, while the second indicates that no modifications or substitutions are allowed. Please clarify these instructions. For example, if we make minor substitutions in the interest of greater accuracy (for example, substituting Corporation with LLC as the latter is not offered as an option on the form), would the Airport allow these alterations provided that we initial each instance?
    Answer:   The Proposer shall fill in all blank spaces in the applicable Proposal Forms and initial all interlineations, alterations or erasures in its proposal.
Question Number  44:   Will we be provided an office, parking, equipment, phone and data lines or do we need to budget for that and provide it ourselves?
    Answer:   DEN does not plan to provide any of these items to the vendor.
Question Number  45:   Is every line to be utilized on the overhead budget or is this an example?
    Answer:   The Overhead Multiplier Factor Calculation should include all items listed on the line items under the column “Account Description” on Submittal 2.  If a line item category is not applicable, do not include a value for that line item.  Please see the “OH Multiplier Example” tab on the Submittal 2 form for an example of a completed Overhead Multiplier Factor Calculation. 
Question Number  46:   If there is a specific expense type missing in the overhead budget can we add line items?
    Answer:   No.  The line items listed are the permissible expense categories. 
Question Number  47:   For clarification the items excluded from overhead on the overhead budget are to be built into or paid out of our profit, which is part of the multiplier, correct?
    Answer:   Yes, that is correct.
Question Number  48:   Is the advertising and promotion line item of the overhead budget form meant to cover the costs of the marketing campaign for these programs and for the parking? If so please provide further detail of expectations for the campaign. If not what is this line item intended for?
    Answer:   The overhead budget form is for firms to document how their business spend. It is up to the firm to complete this form based on their individual businesses.
Question Number  49:   Where should we budget for the lease or purchase of the Yield Management system and how do we budget for fees for the reservation system?
    Answer:   The RFQ process evaluates the firms qualification and ability to perform the work as described in the Scope of Work and Technical Specifications.  Firms should complete the Submittal 2 and Exhibit E as reference in the RFQ.  Firms should also complete and submit a Revenue and Cost Forecast Form as detailed in Addendum One.
Question Number  50:   DEN mention that the system shall allow new or existing products (lounge access and Priority Security) to be up and cross-sold as part of the booking journey. Are the lounges and priority security separate 3rd party integrations or owned by the airport? If so who is the 3rd party supplier? (Page 97)
    Answer:   DEN does not currently offer these products today but would like the flexibility to do so in the future.
Question Number  51:   "DEN mention that the system shall be capable of sending automated emails to segments of customers within a rule set defined by the Airport and able to accept data feeds from other sources out with the booking system to create an automated booking journey. Example feeds would be: o In-terminal Wi-Fi o Competition entries o Live flight information email updates Do the above have API feeds? If not, please provide more detail. (Page 97)"
    Answer:   These feeds are provided as examples only, DEN currently does not use them to engage with customers or create automated bookings. DEN would like to understand the system’s capability to use feeds like these in the future.
Question Number  52:   DEN mention that the system shall be capable of pulling through dynamic fields into URLs for use in email up/cross-sell campaigns. Is this for deep linking purposes? (Page 98)
    Answer:   This is envisioned to be used for both deep linking and tracking purposes.
Question Number  53:   DEN have requested a Data migration plan (existing / new customer bookings). Is this data in Denver Airports BI system or in Park Mobile BI system? (Page 102)
    Answer:   Current reservations are in the Park Mobile system.
Question Number  54:   DEN have requested hardware integration plan (Ski Data, call centre, lounge/security access, payment machines etc.) Please define what hardware integrations are required for payment machines, lounge and security access? (Page 102)
    Answer:   The primary integration point would be for the Designa equipment as needed to manage the parking facilities. The lounge and security products do not exist today as discussed in question 50.
Question Number  55:   DEN have requested a Roll-up and passenger data implementation plan. What is the full requirement for roll up and passenger data? (Page 102)
    Answer:   Once a successful proposer is chosen, DEN will expect a plan on how to integrate all data into new or existing system(s) for analysis and evaluation.
Question Number  56:   DEN have requested training for a Loyalty scheme interface and management. Does Denver have its own Loyalty scheme currently in operation? (Page 104)
    Answer:   DEN does not currently have a passenger loyalty program in operation but would like the ability to implement one in the future.
Question Number  57:   As the proposer, are we required to have our business registered with the State of Colorado at the time of proposal submission? (Page 5)
    Answer:   Yes.  Businesses outside of Colorado can find instructions for registration through the Colorado Secretary of state at  https://www.sos.state.co.us/biz/FileDoc.do. 
Question Number  58:   Regarding Attachment 4, is this attachment provided for informational purposes only? If no, are we required to submit proof of insurance at the time of proposal submission? (Page 21)
    Answer:   The insurance requirements listed are the requirements for this opportunity. This information is included for proposers informational use. The selected firm will be required to provide a valid certificate of insurance.
Question Number  59:   Who is the valet system provider?
    Answer:   Valet equipment is provided by CVPS.
Question Number  60:   Is the following assumption correct - the parkmobile reservation system will cease to be live when this contract goes live?
    Answer:   Correct, we anticipate the existing reservations system will no longer be used once the new system is activated.
Question Number  61:   "Please confirm and provide the following information from last few years: • Number of parking transactions per parking product • Occupancy of each parking product • Average stay duration in each product • Revenue per product "
    Answer:   This response is addressed in Addendum One.
Question Number  62:   Please provide size/revenue of off airport or off airport transactions.
    Answer:   This response is addressed in Addendum One.
Question Number  63:   How many passengers are originating per year?
    Answer:   DEN’s passenger statistics are available at https://www.flydenver.com/about/financials/passenger_traffic
Question Number  64:   How many TNC transactions have there been in last three years?
    Answer:   This response is addressed in Addendum One.
Question Number  65:   Various sections of the RFQ and Sample Contract make clear that DEN is seeking cost-based proposals that identify key personnel, hourly billing rates and overhead multipliers.  Will DEN consider other mechanisms for compensating proposers – i.e. commission- and/or booking fee-based?
    Answer:   DEN will consider other compensation mechanisms as proposed by a proposer, as specified in Addendum One.
Question Number  66:   If DEN will accept alternative forms of proposer compensation: o will the RFQ and Sample Contract be amended - - i.e. Section IP-6, C; IP-11; IP-13; IP-20? o will proposers still be required to identify key personnel and fill-out Submittal 2 and Exhibit E identified on page 9 of the RFQ? o what will be the requirements regarding identification of personnel (i.e. Sec 8 of the sample contract)?
    Answer:   DEN will require proposers to meet the full requirements outlined in the RFQ, including all requirements for key personnel and all submittals and exhibits. Addendum One contains further details.
Question Number  67:   Does DEN expect the “Project Manager” requested in the sample contract to be dedicated to DEN full-time and based in Denver?
    Answer:   DEN expects a dedicated Project Manager but the location and time allocation of this individual is open for proposers to define.
Question Number  68:   Will DEN accept proposals where the “pre-booking system” and “yield management system” are provided as a service, with the “Vendor” using those systems to provide DEN all that is required in the RFQ, but with the “Vendor” retaining ownership of the systems and software?
    Answer:   Yes, DEN is open to systems being provided as a service, provided that DEN retains ownership of the data generated from these systems as described in the Scope of Work.