Tulsa Airports Improvement Trust
Request for Proposal
AIR SERVICE DEVELOPMENT AND CONSULTING SERVICES
FOR TULSA INTERNATIONAL AIRPORT
Issued on: December 11, 2009
Responses Due: January 11, 2010
I. THE SOLICITATION
The Tulsa Airports Improvement Trust, hereinafter referred to as “Trust,” hereby
solicits proposals from qualified professionals for air service development and
consulting services that will determine the feasibility of nonstop service to
targeted cities and identify carriers that could provide the services at cost
effective fares, and assist Tulsa Airport Authority representatives in their pursuit
of implementation of services.
A Consultant Review Selection Committee will examine each proposal submitted
and prepare rankings of each proposal. The findings of the committee will be
presented to the Trust for further action. The Trustees may conduct interviews
with two or more finalists. If such interviews are held, finalists will be notified of
the date and attendance shall be at the expense of the proposer.
As of November 2009, there are 61 scheduled departures per day. The Airport
is currently served by six major carriers - American, Continental, Delta, Frontier,
Southwest, and United. The major carriers serve Tulsa both directly and through
affiliations with regional carriers. Seventeen major airports in fifteen cities are
served with nonstop flights every day. Nine of our top ten origin/destination
(O&D) cities are currently served with non-stop service. Orlando is the only one
of the top ten O & D cities not served with non-stop service. Enplanements for
calendar year 2008 were 1,591,703. Additional air service statistics are
available at www.tulsaairports.com (media/stats). Southwest Airlines has the
largest market share at TUL (38%), followed by American Airlines (26%).
Economic development professionals have indicated that the absence of
nonstop flights to certain key business markets has become a major issue in
attempting to attract new businesses to Tulsa. Adding non-stop service to
Washington D.C. and Orlando and increasing capacity to major east and west
coast hubs is considered a top priority for Tulsa Airport Authority.
III. SCOPE OF SERVICES
On an individual agreement basis or under an on-call agreement format,
services will include but are not limited to the following:
• Development of an effective, comprehensive passenger air service development
program to improve domestic air service at TUL.
• Evaluation of specific passenger routes (existing and potential) at TUL and
formulate a plan to address the deficiencies.
• Development of detailed written proposals and professional presentation
materials for meetings with targeted air carriers according to any plan proposed.
• Assisting TAA staff in scheduling and facilitating meetings at the highest levels
with domestic air carriers regarding potential new and/or improved air service to
• Working with TAA to identify specific business strategies to respond to
opportunities for new and/or improved air service that arise as a result of rapidly
changing market conditions and/or unexpected changes in the airline industry.
IV. THE PROPOSAL
A. Proposal Submission: To be considered, one original and three copies of
the proposal must be submitted by 5:00 p.m. on Monday, January 11,
2010. Proposals must be submitted in sealed envelopes that must be
clearly marked, “RFP #310 – Air Service Development and
Consulting Services.” The name and address of the proposer must
also appear on the face of the envelope. Proposals will be opened at
9:00 a.m. on Tuesday, January 12, 2010 in the Tulsa Airport Authority
Conference Room, Airline Terminal Building, Room A217, 7777 E Apache
St., Tulsa Oklahoma 74115.
All proposals opened at the appointed time and place shall remain open
for one hundred twenty (120) days after the scheduled time for receipt of
proposals pending execution of a contract with the successful proposer.
Proposals must be sent to:
Darla Harvey – Administrative Operations Supervisor
Tulsa Airport Authority Offices, Room A217 – Tulsa International
7777 E Apache
Tulsa, OK 74115
Proposals will be accepted Monday through Friday from 8:00 a.m. to 5:00
p.m. Central Standard Time excluding City of Tulsa holidays. It shall be
the responsibility of the proposer to deliver proposal to the proper official
at the appointed time and place. Later delivery of the proposal for any
reason will disqualify the proposer.
B. All interested Proposers are required to register with the
Administrative Operations Supervisor in order to receive updates,
addenda, or any additional information required. The Tulsa Airport
Authority is not responsible for any failure to register.
C. Inquiries requesting clarification regarding the Request for Proposal or
the content therein must be made in writing and must be received prior to
the end of business day on Monday, January 4, 2010.
D. Any questions regarding this RFP will be handled as promptly and as
directly as possible. If a question requires only clarification of instructions
or specifications, it will be handled verbally. If any question results in a
change or addition to the RFP, the changes or additions will be forwarded
to all registered firms as quickly as possible by addendum.
Submit questions to: Darla Harvey at
Fax: 918-699-3086 Office: 918-838-5054
E. Participating Proposers are expressly instructed that the Tulsa Airport
Authority Administrative Operations Supervisor is the only authorized
source of information concerning the solicitation. Contact with
unauthorized agents of the Airport Authority/City of Tulsa or members of
the selection or oversight committees while solicitation and evaluations
are in process could result in immediate disqualification.
F. Proposers shall designate and provide contact information for an
individual to contact should any questions arise concerning a proposal.
The proposers shall also state the name and title of individuals who will
make final decisions regarding contractual commitments and have legal
authority to execute the contract on the firm’s behalf.
G. The proposal must be typed or clearly legible so as to convey to the Trust
the full intent and details as to the proposer’s planning and development
of (a) an air service study, (b) marketing information to airlines, and (c)
assistance in negotiations with selected carrier(s). Failure to submit
detailed information will justify rejection of any proposal submitted
H. To provide the Tulsa Airport Improvement Trust (Trust) with evidence the
proposer has the necessary qualifications and experience to fulfill the
conditions of the Contract, the proposer must submit a fully completed
Proposal Form, which shall consist of Pages C-1 through C-2, and
attachments as necessary for the proposer to provide the required
information. Failure to answer all questions completely and furnish all
information required may result in disqualification of the proposal. The
Trust reserves the right to thoroughly investigate the experience and
record of the proposer.
I. Addenda: Any addenda to the solicitation issued by the Administrative
Operations Supervisor during the time of solicitation for proposals will be
considered a part of these documents. Addenda will be furnished to each
known recipient of these Proposal Documents. Receipt of such addenda
must be acknowledged by the proposer on page C-2 of the Proposal
J. All interested parties who submit proposals will be required to comply with
all applicable Equal Employment Opportunity Regulations. The Tulsa
Airports Improvement Trust will affirmatively ensure that Disadvantaged
Business Enterprises will be afforded full opportunity to submit a proposal
in response to this invitation.
K. It is anticipated that the contract will be awarded in the February 2010
Tulsa Airports Improvement Trust Board meeting.
The Trust reserves the right to request clarification of information submitted and
to request additional information from any or all of the proposers.
VI. DISQUALIFICATION OF PROPOSALS
More than one proposal under the same or different names from any one
proposer will not be considered. Reasonable grounds for believing the proposer
is interested in more than one proposal will cause the rejection of all proposals in
which the proposer is interested. One or more or all proposals will be rejected if
there is reason for believing that collusion exists among proposers or the Trust,
“City of Tulsa”, or their officials, agents, or employees.
A proposal will not be accepted from any proposer who is in arrears or is in
default to the Trust upon any debt or contract, or who is a defaulter as surety or
otherwise upon any obligation to the Trust, or has failed to perform faithfully any
previous contract with the Trust.
VII. PROPOSALS TO BE RETAINED
All forms, information, and sealed proposals shall become the property of the
Tulsa Airport Improvement Trust. No properly submitted proposal will be
returned unless a written request to withdraw is received prior to 9:00 a.m.,
January 12, 2010.
VIII. PROPOSERS RESPONSIBLE FOR PROPOSAL
The proposer shall carefully examine the terms of the proposal documents and
minimum requirements and shall judge for itself all of the circumstances and
conditions affecting its proposal.
To the maximum extent permitted by law, the consultant shall be liable for and
shall hold the Trust and the City of Tulsa harmless from all damage or injury
caused to persons or property arising out of the performance of any contract
resulting from this Request for Proposals. The consultant shall agree to assume
the defense of the Trust, the City of Tulsa and their officers, agents, and
employees in all legal proceedings with third parties connected with the
consultant’s performance under this Contract, and to pay all expenses, including
court costs and reasonable attorney's fees, incurred by the Trust or the City of
Tulsa directly or indirectly on account of such legal proceedings.
The consultant's obligations hereunder are expressly conditioned upon the
Trust's provision of notification to the consultant of the pendency of any such
claim or suit. The Trust shall cooperate with the consultant in its handling of any
such claim or suit to the extent their interests do not conflict. In no event shall
the consultant be obligated to indemnify or hold the Trust or the City harmless
with respect to any liability caused by the sole negligence of the Trust or the City
X. CONTRACT TERMS
It is anticipated that the Tulsa Airports Improvement Trust will enter into a
contract with the selected contractor for an initial term ending one (1) year from
the date of its execution by the City’s Mayor, with three (3) one-year renewals
available at the option of the Tulsa Airports Improvement Trust. All contracts
entered into by the Tulsa Airports Improvement Trust shall include, but not be
limited to, the following general terms:
1. Renewals. Contractor understands and acknowledges that any future
contracts or renewals are neither automatic nor implied by this
agreement. The continuing purchase by the Trust of the
set forth in this Agreement is subject to the Trust’s needs and to
Trust’s annual appropriation of sufficient funds in the Trust’s
year (July 1st to June 30th) in which such Services are
the event the Trust does not appropriate or budget sufficient
perform this Agreement, this Agreement shall be null and void
further action by Trust.
XI. RIGHT TO ACCEPT OR REJECT PROPOSALS
The Trust reserves the right to accept or reject, in part or in entirety, any or all
proposals for any reason, to cancel in part or entirety the Request for Proposals,
to re-advertise for new proposals, and to waive minor irregularities and
XII. WITHDRAWAL OF SELECTION
The Trust reserves the right to withdraw its selection of a proposer without any
liability to the Trust at any time before the Contract has been approved by the
Trust, fully executed by all parties, and an official Notice To Proceed has been
received by the successful proposer.
XIII. OKLAHOMA OPEN RECORDS ACT AND CONFIDENTIALITY
All materials submitted to the Tulsa Airports Improvement Trust pursuant to this
Request for Proposals become subject to the mandates of the Oklahoma Open
Records Act, 51 Okla. Stat. §§ 24.1, et seq. The purpose of this Act is to ensure
and facilitate the public's right of access to and review of government records so
they may efficiently and intelligently exercise their inherent political power.
Almost all "records," as that term is defined in the Act, may be disclosed to the
public upon request. Except where specific state or federal statues create a
confidential privilege, persons who submit information to public bodies have no
right to keep this information from public access nor reasonable expectation that
this information will be kept from public access. See 51 Okla. Stat. §§ 24A.2.
If you believe that any of the information you have submitted to the Trust
pursuant to this Request for Proposals is confidential under a specific state or
federal statute and therefore not subject to the public access, you must comply
with the following:
A. Place said documents/records in a separate envelope marked
"Confidential." DO NOT label your entire response to the Request for
Proposals as "Confidential" – label only those portions of the response
that you feel are made confidential by state or federal law as
"Confidential." If only a portion of a document is confidential, please
identify specifically the portions of the document you are claiming are
confidential. Under the Oklahoma Open Records Act, the Trust is
obligated to produce documents for public inspection even if the
documents contain a portion which is confidential, but can redact the
B. For each such document for which you are claiming a confidential
privilege, identify the federal and/or state law that creates said privilege,
e.g., for trade secrets, see 21 O.S. § 1732 (Larceny of Trade Secrets) and
the Uniform Trade Secrets Act, 78 O.S. §§ 85, et seq.
Should an Open Records request be presented to the Trust requesting
information you have identified as "Confidential," you will be responsible
for defending your position in the Court where the proceeding is filed, if
If you fail to identify any records submitted as part of your Proposal as
"Confidential" by placing them in the "Confidential" envelope AND you fail
to identify the specific state or federal law creating said privilege, you are
irrefutably agreeing that said records are not confidential and are subject
to public access.
XIV. NO PROPOSAL COMPENSATION
No proposer will be compensated for submission of a proposal or for any time or
services provided as part of the proposal, evaluation, or negotiation process.
XV. PROPOSAL EVALUATION
In selecting the best proposal for the tasks to be accomplished as defined in the
Scope of Services, a Selection Committee shall evaluate all proposals
submitted, and may elect to conduct oral interviews with two or more finalists
unless the Selection Committee can make its selection based on the proposals
submitted. Points for cost will be awarded based on each price relative to the
lowest proposal. The Tulsa Airports Improvement Trust reserves the right to
reject any and all proposals and to waive such formalities as do not affect or
alter the substantive provisions thereof.
The Selection Committee shall evaluate all proposals based on the following
1. Experience and Skill of Firm (0-30 points).
• Must include type and number of years experience providing air service
development consulting services.
• Must demonstrate the firm’s experience with air service development
including any consulting involving major airlines (full service and low-fare).
• Must demonstrate experience developing strategic business
recommendations for air service incentive programs.
• Must demonstrate a capable working knowledge of the Airport’s
operations and an understanding of airline operations.
• Must disclose any potential conflicts that may arise in this project due to
its representation of other airports.
• Must provide at least one sample airline presentation to demonstrate the
firm’s ability to produce an organized flow of information with appropriate
2. Qualifications and Experience of Project Manager and Key Staff (0-20
points). Must provide relevant experience and qualifications for all
persons that will be actively engaged in each phase of the project. This
should include major clients and projects each individual has worked on in
the last three years, references to contact regarding the work, and the
specific responsibility each individual will have on this project. Must
demonstrate the capacity and capability of the firm with respect to such
factors as cost control, quality of work, and ability to meet schedules.
3. Record of Past Performance (0-30 points). Must demonstrate success in
attracting new or otherwise improving air service to a variety of different
sized airports. Include examples of how the firm used creative ability,
knowledge and understanding of the market conditions and trends, and
analytical capability to achieve success.
5. Compensation (0-20 points). Must provide a fee schedule for all
members of the project team and a proposed budget for the research and
development of an air carrier presentation that introduces potential air
service opportunities to air carriers currently not serving TUL.
Additionally, the Committee may request the submission of additional information
to assist in its evaluation of the proposals, and the proposer will be expected to
cooperate fully with such a request. The Trust reserves the right to reject any
and all proposals.
The following proposal is submitted for air service development and consulting services
at Tulsa International Airport for the Tulsa Airports Improvement Trust, in accordance
with the provisions, terms, covenants, and conditions set forth in the Solicitation and
1. The undersigned certifies that he/she has read and understands the terms and
conditions in the Solicitation and the Proposal Documents, and has the capability
to carry out all of the Consultant’s responsibilities set forth therein. The
undersigned understands that its proposal will be effective upon acceptance of
the proposal and subsequent execution of a Contract with the Tulsa Airports
Improvement Trust. The undersigned further states that the proposer has not
been a party to any collusion among proposers in restraint of freedom of
competition by agreement to preclude proposals for or refrain from proposing; or
with any official of the Tulsa Airports Improvement Trust or the City of Tulsa or
any of their employees as to compensation in the prospective Contract, or any
other provisions, terms, and conditions of said prospective Contract; or in any
discussion between proposers and any official of the Tulsa Airports Improvement
Trust or the City of Tulsa or any of their employees concerning exchange of
money or other things of value for special consideration in the selection of the
successful proposer for the Air Service Development and Consulting Services for
Tulsa International Airport and for the Tulsa Airports Improvement Trust.
2. In connection with the air service development and consulting services for Tulsa
International Airport for the Tulsa Airports Improvement Trust under this
proposal, the proposer agrees as follows:
a) The proposer agrees not to discriminate against any
employee or applicant for employment because of race, color, creed, sex,
national origin, ancestry, age, or disability. The proposer shall take
affirmative action to ensure that employees are treated without regard to
their race, color, creed, sex, national origin, ancestry, age, or disability, as
defined by the Americans with Disabilities Act of 1990, Section 3 (2).
Such actions shall include, but not be limited to, the following:
employment, upgrading, demotion or transfer, or pay or other forms of
compensation and selection for training, including apprenticeship. The
proposer and subcontractors/sublessees shall agree to post in a
conspicuous place, available to employees and applicants for
employment, notices to be provided by the City Clerk of the City of Tulsa
setting forth provisions of this section.
b) In the event of the proposer’s noncompliance with this
nondiscrimination clause, the Contract may be canceled or terminated by
the Trust. The proposer may be declared by the Trust ineligible for further
contracts or agreements with the said agency until satisfactory proof of
intent to comply shall be made by the proposer and/or subcontractors/sub
c) The proposer agrees to include the requirements of this
nondiscrimination clause in any subcontracts/subleases connected with
the performance of this Contract.
d) The Undersigned nor any partner or corporate officer has
never been convicted of a felony or a crime involving moral turpitude.
e) The declaration of the proposer's qualifications and
experience is complete to the best of the proposer's ability, and it swears
that all information contained therein is true and correct to the best of its
3. By submission of this proposal, the proposer acknowledges that the Trust has
the right to make any inquiry or investigation it deems appropriate to substantiate
or supplement information contained in the proposer's declaration of its
qualifications and experience, and authorizes the release to Trust of any and all
information sought in such inquiry or investigation.
4. Receipt is acknowledged of the following addenda: (if applicable)
Submitted by: (Please type or print)
If a partnership, a general partner must sign; if a corporation, an authorized corporate
officer must sign, and the corporate seal must be affixed to this proposal form.
ATTEST: (SEAL) PROPOSER:
STATE OF )
COUNTY OF __________ )
______________________________, of lawful age, being first duly sworn on oath
(Seller’s Authorized Agent)
1. I am the authorized agent of Seller herein for the
purposes of certifying facts pertaining to the
existence of collusion between and among bidders and
municipal officials or employees, as well as facts
pertaining to the giving or offering of things of value
to government personnel in return for special
consideration in the letting of any contract pursuant
to the bid to which this statement is attached.
2. I am fully aware of the facts and circumstances
surrounding the making of Seller’s Bid to which this
statement is attached, and I have been personally and
directly involved in the proceedings leading to the
submission of such bid; and
3. Neither the Seller nor anyone subject to the Seller’s
direction or control has been a party:
a. to any collusion among bidders in restraint
of freedom of competition by agreement to bid
at a fixed price or to refrain from bidding,
b. to any collusion with any municipal official
or employee as to quantity, quality, or price
in the prospective contract, or as to any other terms
of such prospective contract, nor
c. in any discussions between bidders and any
municipal official concerning exchange of money or
other thing of value for special consideration in the
letting of a contract.
Subscribed and sworn to before me this _______ day of ___________,
My Commission Expires:____________________
Notary Commission number:_________________
AFFIDAVIT OF CLAIMANT
STATE OF )
COUNTY OF )
________________________________________________, of lawful
age, being first duly sworn states that all invoices to be
submitted pursuant to this agreement with the Tulsa
Airports Improvement Trust will be true and correct.
Affiant further states that the work, services or material
furnished will be completed or supplied in accordance with
the plans, specification, orders, requests or contract
furnished or executed by the affiant. Affiant further
states that (s)he has made no payment directly or
indirectly to any elected official, officer or employee of
the City of Tulsa or of any public trust where the City of
Tulsa is a beneficiary, of money or any other thing of
value to obtain payment of the invoice or procure the
contract or purchase order pursuant to which an invoice is
submitted. Affiant further certifies that (s)he has
complied with all applicable laws regarding equal
Subscribed and sworn to before me this
________________ day of___________________, 20____.
My Commission Expires:_____________________
My Commission Number:______________________