Request for Proposal : BP1225 Dallas Air Show

Section I. Introduction
The City of Dallas is requesting written proposals from interested firm to provide Airshow Coordination Services for the Dallas Executive Airport of Dallas, Texas herein after referred to as Executive Airport. The services provided shall include Air Boss, ground operations, event website, and announcer services, in accordance with the specifications identified in the following items. Successful provider must be able to provide all services listed below within the confines of their Company. Partial proposals and proposals utilizing subcontractors (less performers and sound system) will not be accepted.

Section II.

SCOPE OF REQUEST

The City of Dallas intends to issue a single firm fixed price contract for the following line items: 1) Airshow Management consisting of General Oversight of the Event, preparation of the Event Project Plan (including any checklists, due dates, milestones, etc.), Review and Management of subcontractors (performers, sound system, announcers, etc.), and development of event organizational chart with job title descriptions and responsibilities. 2) Airshow/Aerial Event Design consisting of solicitation and review of performer contracts, coordination/submittal/approval of applicable forms for military aerial support, requesting of and coordination with military and/or civilian aircraft teams/owners for aerial demonstrations, flybys, and static displays, and to-scale venue mapping for flightline and ramp operations including spectator areas. 3) Aerial Event Operations consisting of Federal Aviation Administration (FAA) Waiver and Letter of Authorization Preparation/Submittal/Approval, coordination of NOTAMs/Temporary Flight Restrictions (TFR), Local and Regional Airspace deconfliction coordination, and coordination with airport management/FAA/local Flight Standards District Office (FSDO)/local Air Traffic Control Tower. Aerial Event Operations also includes providing of company payrolled (not subcontracted) of an Airboss, Ground Boss, Ground Support Personnel/Marshallers, and Announcer. 4) Ground Operations consisting of coordination of Ground Support Equipment as needed for supporting attending aircraft for the event, coordination with Airport Management/CFR(Crash Fire Rescue)/Security Personnel/Airport FBOs (Fixed Base Operators), marshalling/parking of attending aircraft, and coordination with local airport management for notification to airport tenants. Ground Operations personnel shall be employees (not volunteers) of the contracted company. 5) Airshow Marketing Support consisting of development and maintenance of the event website.

Request for Proposal : BP1225 Dallas Air Show These items are in support of a 1 day air show for the Executive Airport Air Show scheduled for May 2013. The following specifications are to support and shall be provided: TASK 1: Airshow Coordination Services. Including but not limited to, coordination and review of all civilian performer and military performance contracts, coordination of all Department of Defense (DOD) support manual forms to and from the military parachute teams, military jet teams, single ship tactical demos, etc. Qualifying company shall meet or surpass the following requirements: Company shall coordinate with City Engineering and/or Airport Management for the generation and update of computer drawings (CAD) of all AOA areas including, but not limited to: display aircraft, tents, emergency access lanes, fence lines, and support areas as well as aerobatic box dimensions and markers. Submittal of drawings shall be in Adobe PDF format. Company shall have the ability to update drawings within 48 hours of submittal from Air-show Committee to Company. Subcontracting of this service is not allowed. Company shall provide a master list of all participating aircraft (performer and static display) that includes all lodging, fuels, oils, transportation, hangar, and logistical requirements. Company shall have the ability to update listing within 24 hours of submittal from Airshow Committee to Company. Company shall provide Master Project Plan for execution of event detailing specific tasks required for safe and successful execution of the event. Plan shall include Organizational Chart for coordination of task assignments. Company shall develop and maintain official public internet website for the event. Website shall be produced for public knowledge of the event and include event information, schedule, security warnings, aircraft display listings, performer bios, local lodging list, aircraft arrival information, and airshow site contact information for media, vendors, etc. Services provider must have the capability to update the website within 24 hours of notification of changes. Subcontracting of this service is not allowed. Provide Airshow Consultation Services for Vendors, Security, and Traffic. Services shall also include for Budgetary Analysis of event costs. Company shall coordinate with Airport Management/Staff, FBO, and Airport Security for execution of the event.

Request for Proposal : BP1225 Dallas Air Show Company shall pay for all Airshow Performers via pass through payment from City of Dallas. Any overage of costs associated with the appearance fees of the performers will be borne by the Company once contracts are signed between the City of Dallas and the subject performers. Fuel and oils, etc. shall be provided by and at the expense of the City of Dallas, Dallas Executive Airport. Company shall provide consultation services for the Event Date Selection and Rain Date. Company shall provide on-line aircrew registration capability for civilian and military aircrews for this event. Company staff must be capable of Security Identification Display Area (SIDA) certification for work around Transportation Security Administration (TSA)/Commercial ramps with past experience with SIDA within the past 2 years. Create, submit, gain approval, and maintain that approval from all services via DOD DD2535 Military Aerial Support Paperwork and Canadian Armed Forces 1 CAD Aerial Support Paperwork. Provide a checklist of DOD/FAA paperwork no later than 90 days prior to event. Company shall solicit for and gain military aviation support for static display, flybys, and/or demonstrations for the event. Company shall provide as part of their contract payrolled personnel (NOT VOLUNTEERS NOR SUBCONTRACTORS) for the following services:

TASK 2: Professional Airboss Services. Including but not limited to, Air Boss to review all attending aircraft as to capability and compatibility; focusing on safety, prepare flying sequence schedules, coordinate accident/incident procedures with airfield management, crash fire and rescue crews, DFW Approach/tower, Dallas Executive Airport Tower, and FAA/DOD. Airboss shall also provide to airfield management the appropriate FAA NOTAMS, TFR requirements and conduct detailed safety and flight sequence briefings prior to each airshow wavered period. Briefings shall be conducted via MS-Powerpoint Presentations. Airboss shall control all flying activities during the NOTAM/TFR closure times and waiver times. The Airboss shall also apply for and be listed as the Responsible Person for the FAA Waiver and Letter(s) of Authorizations. Qualifying company shall meet or surpass the following requirements:

Request for Proposal : BP1225 Dallas Air Show Airboss shall have conducted operations at no less than (10) events featuring a military single ship tactical demonstration teams in the past 3 calendar years and be familiar with their support manual requirements. Airboss shall have had conducted Air Boss operations at no less than (10) civilian or DOD sites per year for the past 5 calendar years. Airboss must have conducted at least (1) airshow each of the past 3 years in the Dallas/Ft. Worth Area and worked with DFW Tower/Tracon for the safe conduct of that event. Airboss shall also have first hand experience dealing with all single ship tactical demonstrations teams, military parachute teams, and military formation jet teams in North America including the completion and submittal of all associated paperwork and requirements of the teams. Airboss shall have the personnel sufficient to augment the requirements of the airboss per this Statement of Work and provide a replacement airboss in case of illness, etc. Replacement Airboss must also be a payrolled employee of the Company. Subcontracted Replacement Airboss is not permitted. Airboss shall provide an Aviation-Grade Mobile weather station for use at show center during the airshow activities that show the following real time data: Temperature, Wind and Direction, Density Altitude, Altimeter, and Weather Radar. Airboss shall provide for his/her own use the following equipment: (2) UHF Radios, (up to 4) VHF Radios. Supply of communications equipment for use by Airboss/Ground Operations personnel shall not be subcontracted to Sound System Provider or other parties. Airboss shall develop the flying schedule and keep Airport Management, Part 135/139 Operations, and the FBO apprised of the airshow flying schedule and its effects on Airport Operations. Airboss shall coordinate with local Emergency Services personnel as it pertains to the security and emergency preparedness required for the airshow performing aircraft and static displays.

TASK 3: Ground Operations Services. Including but not limited to, a Ground Operations Boss and Ground Operations Staff in charge of all hot ramp movements and coordination with local area DOD personnel for any and all maintenance equipment related to airshow participating aircraft. Ground Boss should also coordinate with the Airboss for exact scheduling of aircraft in order to have the airshow be safely conducted on a timely schedule.

Request for Proposal : BP1225 Dallas Air Show Qualifying company shall meet or surpass the following requirements: (1) Ground Boss and at least (1) Ground Operations Specialist for coordination of all Ground Support, Parking, Marshalling, and Servicing of static display and aerial demonstration aircraft participating in the event. Ground operations services shall possess a Smoke Oil transfer system for use by participating airshow aircraft. A back-up smoke oil transfer system shall also be provided as part of this contract. Airshow site will provide automotive battery for DC power. Ground Operations Boss and Staff shall have conducted operations at no less than (10) events featuring a military single ship tactical demonstration teams (F-18, AV-8B, F-15, F-16, A-10, F-22, MV-22, CF-18) in the past 3 calendar years and be familiar with their support manual requirements. Ground Boss and Ground Operations Specialists shall have had past airshow experience of coordinating airshow ground activities for no less (10) civilian or DOD sites per year for the past 5 calendar years. Ground Boss must have conducted at least (1) airshow each of the past 3 years in the Dallas/Ft. Worth Area and worked with DFW Tower/Tracon for the safe conduct of that event. Ground Boss shall have first hand experience dealing with single ship tactical demonstrations teams, military parachute teams, and/or military formation jet teams in North America at least (10) occurrences in the past 3 calendar years. Ground Boss shall also have experience at no less than 5 event sites with civilian aerobatic aircraft and vintage aircraft within the past calendar year. Ground Boss shall provide for his/her own use the following equipment: (up to 4) VHF Radios, (1) Smoke Oil Transfer System (with backup). Supply of communications equipment for use by Airboss/Ground Operations personnel shall not be subcontracted to Sound System Provider or other parties

TASK 4: Event Announcer. Company shall provide an experienced Air Show announcer who will review aircraft in attendance for aircraft statistical data and flight crew information, review flight sequence schedules to prepare air show narration and evaluate entertainment value, accomplish pre-flight coordination with air boss, airfield management, and security forces. Topics must include as a minimum: accident/incident procedures and crowd control, daily pre-show briefings, coordinate team announcers, music and discrete frequency requirements,

Request for Proposal : BP1225 Dallas Air Show coordinate pre-arranged Distinguished Visitor/Special Guest introductions, and coordinate adequate public recognition for financial sponsors. Company Announcer shall have had experience conducting announcing services at a civilian and military airshow event at no less than (25) occurrences during the past (5) calendar years with a minimum of (5) events announced each of those (5) years. Company providing announcing services shall also coordinate all music licensing paperwork with BMI, SESAC, and ASCAP for duration of the military aerial event. Payment of these licenses shall be paid by the contractor. ---------------------------------------Award of this contract shall be in whole and not in parts. Evaluation of successful contractor shall be based upon historical experience as well as the criteria as specified in this Statement of Work. Use of subcontractors for airshow operations and coordination services as specified above is not permitted per this Statement of Work.

SECTION III: SUBMITTAL INFORMATION

The City of Dallas will accept responses on or before 14:00 July 25th 2012. Only hard copy responses will be accepted. The City of Dallas will not accept any response sent via email and/or facsimile. Late responses will be returned to the respondent unopened. Submittals properly received will become the property of the City of Dallas and will not be returned to the respondent. Submission of Reponses Submit five (5) identical copies of the response and one original document (marked as such) with the original signature of the authorized individuals. Include one electronic PDF copy (CD or Flash Drive only) of the complete submittal with the original bound document. Any questions related to this RFP should be addressed to following and also Submittals shall be sent to: Business Development & Procurement Services Attn: Harsh Oberoi, Buyer 1500 Marilla St, 3FN Dallas, TX 75201 Tel: 214-671-9820 Email: harsh.oberoi@dallascityhall.com The City of Dallas reserves the right to accept or reject responses that do not contain all elements and information requested in this RFP. The City of Dallas reserves the right to accept or reject any response(s) in whole or part, to waive informalities or irregularities and to contract as the best interests may require. The City of Dallas reserves the right to request additional information and/or response clarifications from any or all respondents in its evaluation process.

Request for Proposal : BP1225 Dallas Air Show The respondent understands and agrees the City of Dallas shall bear no financial responsibility for any costs incurred by the respondent in responding to this RFQ. Proposal Award Award will be made to the most advantageous proposal by project or in its entirety, whichever is most advantageous to the City. The City reserves the right to accept or reject any or all proposals, or any part of any proposal, and to determine which proposal is in the best interest of the City of Dallas. The City also reserves the right to award by method deemed most advantageous to the City Submittal Requirements Submittals should include the following information: 1) Cover Letter - summarizing your understanding of the project; describing the project team and areas of expertise, and include the name, title, address, telephone and fax number(s) of the individual(s) with authority to represent the Respondent during the period in which the proposals are evaluated. The letter should be signed by this individual.

2) Statement of Qualifications - including a description of the firm, key personnel who will be working on the project and examples of relevant past project experience. Your Proposal should specifically indicate the educational and technical expertise of the key personnel who will be working on this project with specific instances of their past experiences on similar projects with various Cities or municipalities. 3) References : Successful Contractor shall provide no less than 5 current references for event locations where all of the above criteria have been successfully completed within the past 3 to 5 years.

SECTION IV: Proposal Evaluation Process

Proposed Timeline Pre-proposal conference (City Hall, Conf. Rm. 3FS) Questions regarding RFP submitted no later than Deadline for RFP Submission Evaluation Completed by City Negotiations with Selected Vendor Council Consideration July 16 2012 @ 9:00 AM July 17 2012 @ 5:00 PM July 25 2012 @ 2:00 PM August 03 2012 Week of August 6-10 2012 October 10 2012

Request for Proposal : BP1225 Dallas Air Show Evaluation Criteria Submittals will be reviewed on the following criteria: Please see the further explanation of City Expectation under the following each evaluation criteria category 1. 2. 3. 4. 5. Experience In House Staff Requirements Military and Technical Experience 40% 20% 10%

Pricing consideration 15% Business Inclusion and Development Plan (PROPOSAL) 15%

Evaluation Criteria Explanation: 1) Company shall have at least 10 years of experience in providing this air show services with the above details with no less than 5 air shows in DFW area in the last 5 years. Company shall have at least 10 years of experience in providing to-scale CAD Generated Site Drawings with the above details with no less than 5 sites supported by these services per year. 40% 2) Company must have ground boss staff and announcers on payroll, not subcontracted nor volunteers. 20% 3) Company must have proven experience in working with military formation jet teams and must be familiar with military support manual requirements. Company must have proven track record of past website production for no less than 5 air show websites per calendar year for the past 5 years. 10% 4) Pricing Consideration: Subject to first meeting all the other evaluation Criteria the lowest price offered to the City will be considered: 15% 5) PROPOSAL Requirements. Total point value: 15% : It is the policy of the City of Dallas to use qualified Minority and Women-Owned Business Enterprises (M/WBEs) to the greatest extent feasible on the Citys construction, architectural and engineering, professional services, other services, and goods contracts. The City and its contractors shall not discriminate on the basis of race, color, religion, national origin, or sex in the award and performance of contracts. In consideration of this policy, the City of Dallas has adopted the Business Inclusion and Development Plan (PROPOSAL Plan) for all City of Dallas contracts. The purpose of the Business Inclusion and Development Plan is to increase participation of locally owned M/WBEs in City procurement and contracting opportunities and to develop the local business base through the award of contracts and purchases to locally owned businesses.

Request for Proposal : BP1225 Dallas Air Show The information shall be submitted with the proposal and shall include: Submission of an affirmative action plan and/or policy. Submission of the Ethnic Workforce Composition Report (BDPS-FRM-204).

Submission of the RFP/RFQ Contractors Affidavit History of M/WBE Utilization Form (BDPS-FRM-205) showing utilization of M/WBEs on previous contracts. You may also submit additional documentation of past performance and history of complying with M/WBE capacity building goals and how they were accomplished, e.g. MentorProtg programs and vendor outreach events with Chambers of Commerce and Business Advocacy Groups. Submission of the RFP/RFQ Contractors Affidavit Type of Work by Prime and Subconsultant Form (BDPS-FRM-206). Your Firm (s) Team make-up should include a significant number of diverse M/WBE firms in meaningful roles on the project. The Type of Work Affidavit should include the name, address and telephone number of each M/WBE; (2) the description of the work to be performed by each M/WBE; and (3) the approximate dollar amount/percentage of the participation. The City encourages joint ventures with M/WBEs that enhance capacity building; if joint-venture is being considered, submit documentation of possible joint- venture opportunities to provide spring board for fostering more and larger M/WBE firms in the market. Submission of the signed Business Inclusion and Development Affidavit Form (BDPS-FRM-203) which shows evidence of acknowledgement of the Citys Business Inclusion and Development (PROPOSAL) Plan and demonstrates intent to comply with the policy and evidence of M/WBE inclusion to meet the PROPOSAL goal for the project. Assistance in preparing the Business Inclusion and Development (PROPOSAL) forms may be obtained by contacting Resource Link team member, Lisa Alonzo, at 214-2432131, or by sending an email to her at lisa.alonzo@dallascityhall.com.

Insurance Coverage The successful proposalder will be required to purchase and maintain, during the term of the contract, insurance as described in Attachment 1. (To be added by Addendum)