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May 2016 Vehicle Rental Concessions RFP 16-002
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VEHICLE RENTAL CONCESSIONS
RFP 16-002
DATE ISSUED: May 17, 2016
TENDER CLOSING: July 22, 2016
RFP SUBMISSTIONS TO:
Prince George Airport Authority
4141 Airport Road - 10
Prince George, BC
V2N 4M6
Attention: Michelle Kenny,
Manager, Corporate Services
RE: Vehicle Rental Concessions, RRP 16-002
NOTE: MANDATORY SITE VISIT JUNE 7, 2016 1:00 – 2:00 PM. MEET IN
TRAINING ROOM,
COMBINED SERVICES BUILDING - 4020 TOWER PLACE.
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Prince George Airport Authority Inc.
4141 Airport Road – 10
Prince George, B.C.
V2N 4M6
Important Notice
You must understand and agree to the following;
Proposal Documents: This document is the property of Prince
George Airport Authority (the “PGAA”).
Registration Requirement: All Respondents are required to
register with Airport Corporate Services prior to preparing
proposals. Registration involves completing the confirmation
form, which is included in each tender document. This
completed form is to be submitted at the mandatory site visit or
sent by facsimile or email to Michelle Kenny, Manager,
of Corporate Services. Registering will ensure that your company
will receive the proposal documents, amendments, and
addenda
E-mail Proposals: Original Proposals will be NOT accepted by
email. Amendments of Proposals will be accepted by
Email if they are within the listed date and time constraints.
It is solely the responsibility of the Respondent to ensure
their proposal is received. The Prince George Airport Authority
will not be held responsible, or accountable for email
correspondence not received, whether in whole, or in part.
Late Proposals: The Prince George Airport Authority will not
accept proposals received after the closing date and time.
Furthermore, the Airport Authority is not obligated to consider
any proposal or to award a contract to any vendor(s).
Altering Documents: Respondents must not electronically alter
any portion of this document with the exception of
adding the information requested. To do so will invalidate the
vendor’s proposal or response.
Disclaimer: While precautions have been taken to ensure that
this file will not interfere with or cause damage to your
system or its existing data, the Prince George Airport Authority
accepts no responsibility for damages that may be caused
by this file and makes no other warranty or representation,
either expressed or implied, with respect to this file. This
file
is provided “as is,” and you, the user, assume the entire risk
when you use them.
Waiver: Due to the vagaries of electronic transmissions, the
Prince George Airport Authority does not guarantee nor
will it be liable for the accuracy of what is read or what is
downloaded in this file.
Limitation of Liability: The Prince George Airport Authority
shall not be liable for any loss of profits, loss of use,
interruption of business, or for indirect, special, incidental,
or consequential damages of any kind whether under this
agreement or otherwise due to your use of this file.
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VEHICLE RENTAL CONCESSIONS
RFP 16-002
Please complete this form and submit in person at the mandatory
site visit, or via email or fax at the numbers below:
Prince George Airport Authority
4141 Airport Road - 10
Prince George, BC
V2N 4M6
Attn: Michelle Kenny, Manager, Corporate Services
Fax Number: 250-963-3462
Email: [email protected]
Failure to return this form will result in no further
communication regarding the Request for Proposal.
Company
Name_____________________________________________________________
Address____________________________________________________________________
City: ___________________________ Province: ____________ Postal
Code: ___________
Company Contact: ______________________________________
Telephone: Fax:
Cell: E-Mail:
I would like a copy of Part II of the above noted Request for
Proposal.
Yes, I will be responding to this Request. Therefore, I
authorize the Prince George Airport Authority to send
further correspondence that it deems to be of an urgent nature
by the following method:
Fax
E-mail
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SCOPE:
The Prince George Airport Authority (PGAA) invites sealed
proposals from Respondents to provide Vehicle Rental
Concessions
at the Prince George Airport either by hand or by mail only.
Amendments may be emailed to [email protected].
This Proposal for Vehicle Rental Concessions shall cover a
period of forty eight (48) months starting on or about November
1,
2016.
The PGAA will consider entering into a concessions agreement
with the Respondent with the most acceptable proposal.
Acceptability will be determined using the evaluation factors
set out in this RFP.
PROPOSAL SUBMISSIONS
The original copy of the proposal, complete with one (1)
additional copy, must be submitted to the PGAA on or before July
22,
2016 at 3:00 PM PDT.
FAXED PROPOSAL SUBMISSIONS WILL NOT BE ACCEPTED UNDER ANY
CIRCUMSTANCES.
It is the responsibility of each respondent to inquire about and
clarify any requirements in this Request for Proposal which are
not
understood. All enquiries regarding the proposal procedure and
agreement terms are to be directed to Michelle Kenny; Manager,
Corporate Services. All inquiries must be made by e mail, fax or
mail and will be answered and distributed to all parties
registered.
Any addenda shall be considered as part of the proposal
documents. All addendums will be posted on the PGAA website:
www.pgairport.ca.
An oral presentation by one or more of the respondents may be
required after written proposals are received and evaluated by
the
PGAA. If the PGAA feels that such a presentation is needed, the
PGAA will schedule a time and place. Each respondent should
be prepared to discuss their own qualifications.
The PGAA will not be obligated in any way by the respondent's
response to the Request for Proposal. The respondents costs
related to the preparation of a RFP document shall be entirely
the responsibility of the respondent. Expenses of any nature
incurred by the respondent shall be the sole responsibility of
the respondent and may not be charged to or claimed from the
PGAA in any manner. The respondent's proposal and all supporting
documents become the property of the PGAA. All such
documentation may be reproduced by the PGAA, provided that such
reproduction is made solely for internal use or for any
purpose required by law.
KEY DATES
Listed below are the important dates and times:
Issue of Request for Proposal May 17th, 2016
Mandatory Site Visit June 7th, 2016 at 1:00 pm PDT
Respondent’s Inquiries Up to July 8th, 2016 at 3:00 PM PDT
Authority’s Answers Up to July 15th, 2016 at 3:00 PM PDT
Due Date for Submission of Proposals July 22nd, 2016 at 3:00 PM
PDT
Bid Award August 5th, 2016
Commencement November 1st, 2016
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CLOSING DATE AND TIME
Proposals, signed by the Respondent’s authorized representative,
must be received by the PGAA, no later than 3:00 PM
(15:00 Hours) Pacific Time, July 22, 2016.
The PGAA will not accept submissions of any proposals after the
closing date and time. Any submissions received
after the closing date and time shall be considered disqualified
and will be returned unopened to the Respondent.
Under no circumstances, regardless of weather conditions,
transportation delays, or any other situation, will this
deadline be extended.
PROPOSAL DOCUMENTS
Respondents are responsible for ensuring that they are in
possession of a full set of proposal documents when preparing
their
proposals.
Addendums to the proposal issued prior to closing of submission
shall be incorporated into the proposal and become part of the
proposal documents.
Respondents finding discrepancies or ambiguities in or omissions
from the proposal documents, or in doubt as to their meaning,
shall at once notify the PGAA, who will provide
clarification.
PROPOSAL PROCESS
The RFP process consists of the following steps:
a) Request for Proposal by direct mailing or e-mail to
interested parties, newspaper advertisements and the YXS
Website;
b) The PGAA will hold a mandatory site visit and respond to all
questions regarding the RFP or the concession;
c) All Respondents must compile their submission and forward it
to the PGAA before the closing date; and,
d) Evaluation of the submissions and award of the Licence.
MANDATORY SITE VISIT AND QUESTIONS
A mandatory site visit will be held at 1:00 p.m. local time,
June 7, 2016 at the Prince George Airport, to review
specifications,
distribute Part II, Terms and Conditions of Licence, and to
answer any questions there may be regarding this RFP. All
interested parties must attend or be represented at the
briefing.
All questions or requests concerning the subject tender must be
in writing and all questions and answers will be compiled and
sent to all parties who have been provided with proposal
specifications.
Any questions not asked at the site visit, concerning the
subject proposal are to be submitted to the PGAA at the
following
addresses. The questions must be written and copies of all
questions and answers will be sent to all parties who have been
provided with the proposal specifications. Questions must be
received by July 8th, 2016. Any questions received after this
date will be returned unanswered.
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Send all questions to:
Prince George Airport Authority
Attention Michelle Kenny, Manager, Corporate Services
4141 Airport Road - 10
Prince George, BC
V2N 4M6
Fax: 250-963-3462
E-mail: [email protected]
It is the Respondents responsibility to obtain any
clarifications that they require to submit a proposal.
MINIMUM REQUIREMENTS
In order to be acceptable and meet the PGAA’s minimum
requirements, respondents must submit the following:
(a) Schedule A - Organizational Data/Financial
References/Company History. Parties must complete this schedule
and, if
necessary, provide separate data on the availability of funds,
financial references, organization chart and company history.
(b) Schedule B – The Operational Proposal consists of the
concepts and plans for the operation and marketing of the
Vehicle
Rental Concession at the Prince George Airport, which will
permit the PGAA to make a realistic assessment of the
parties’ capabilities. The Operational Proposal submitted by the
successful party will become binding under the terms
and conditions outlined in Clause 4.11 of the Licence. The
information contained in the Operational Proposal may take
any form including, but not limited to, written descriptions,
scale drawings, photographs, artists' renderings, material
samples, etc. Each page of the Operational Proposal shall be
initialed. The Operational Proposal shall be dated and in a
format that may be attached to the Licence. Schedule B is found
in Part I - Proposal Documents and becomes an integral
part of Part II, Terms and Conditions of Licence. Where possible
the parties should use this schedule. However, if the
space allocated is inadequate, additional information may be
provided on separate pages.
The Operational Proposal shall address the following:
i. Compatibility ; with the Airport physical plan, operational
programs, and compliance with codes and
regulations:
· The proposed operation shall be compatible with and complement
the overall design of the
Terminal Building, while in no way restricting
passenger-processing operations through
out-of-the-ordinary demands on the structure, services or
physical plant of the buildings.
· The proposed operation shall comply with building, fire and
safety codes, and all applicable
regulations.
ii. Security
· The proposed operation shall provide for the security of all
occupied premises and contents on a
24-hour basis. The proposed operation shall also provide a
system for revenue control, internal
audit, reporting and handling of individual transactions.
iii. Vehicles
· Each Respondent shall demonstrate the ability to acquire a
fleet capable of satisfying their anti-
cipated share of the airport vehicle rental market, and are not
at any point in time more than three
(3) model years old (Clause 4.1(1) of the Licence);
· Each Respondent shall also demonstrate that the vehicles are
and will at all times be maintained
in proper working condition and repair, and meet all required
regulations for motor vehicles in
BC.
mailto:[email protected]
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iv. Hours of Operation
v. Reservation System
· National/Regional.
vi. Insurance Coverage
· The ability of the Respondent to provide adequate insurance
coverage in accordance with Article
8 of the License will be evaluated.
vii. Capital Investment
· Including investment in Airport facilities.
viii. Pricing
· The Respondent shall provide a detailed product and price
list, and underlying strategies. The
prices quoted are to be in effect at the commencement of
operation of this concession.
The Respondent shall respond to each of the above criteria.
Submissions shall indicate a clear and detailed understanding
of
the demands to be placed on the eventual operator, by the
criteria, and shall include details of the ways in which the
Respondents proposed operation will satisfy these demands.
(c) Schedule C– Marketing and Customer Service Plan completed
and dated and each page initialed for the purpose of
identification. The Marketing and Customer Service Plan is
attached and becomes an integral part of Part II, Terms
and Conditions of Lease.
Marketing - The ability of the Respondent to effectively market
the vehicle rental concession will be
evaluated, taking into account, the introduction of new
products, services and accessories and the
advertising and promotional program including any plans for
In-Terminal Advertising.
Customer Service - Plans shall include the minimum references
to:
· Services provided by the Licensee as outlined in Article 4
Section 4.1;
· Provisions of Services to Persons with Disabilities in
accordance with Clause 4.2 of the License.
(d) Schedule D - Forecasted Statement of Operation completed for
each year of operation and each page initialed for the
purpose of identification.
(e) Schedule E - Proposal Signatures executed.
(f) A letter from an insurance company or companies indicating
that the insurance coverage required under Article 8 of
Part II, Terms and Conditions of Lease, will be provided on
notice of award of the Concession.
(g) Vehicle Rental Counter Location and Applicable Fees – Part
II Appendix C.
(h) Vehicle Parking Space and Applicable Fees – Part II Appendix
D.
(i) Part II - Terms and Conditions of the Licence, (both copies)
- each page to be initialed for identification, the annual
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minimum guarantees, percentage of gross revenue, Appendix C and
D and the date of operational proposal are to be
filled in and the documents properly executed. The terms and
conditions must not be altered or changed. Licenses
that are altered or changed in any way will be rejected.
In completing their financial offers in Part II, Terms and
Conditions of Licence, Article 3 Section 3.1. Respondents
are requested to offer a minimum guarantee and a minimum
percentage of gross revenue (minimum 10%) for each
year of the Licence, which will be paid on a prorated basis each
month during the currency of the License.
The successful party will be required to pay to the PGAA either
the set percentage of total gross revenue realized
each year of the Licence or the annual minimum guarantee,
whichever is greater.
(j) Bid Bond - Each Respondent shall submit with their response
to this Request for Proposal a bid bond in the amount of
($2000.00), payable to PGAA and issued by a corporate guarantee
or surety company chartered in Canada, licensed to
do business within the Province of British Columbia, and
acceptable to PGAA. The Bid Bond will be held until a
contract has been fully executed and delivered to PGAA after
which they will be returned to the respective vendors. The
Bid Bond shall be in effect until November 1, 2016. If any
Bidder declines to enter into a concessions agreement within
the period set out in the Request for Proposal, or a further
agreed to period of time, the principal and surety will be
required to pay to PGAA the sum specified.
WITHDRAWAL OF PROPOSALS
Proposals may be withdrawn by written notice and submitted by
e-mail, mail, courier, personally or by fax, provided such
notice
of withdrawal is received by PGAA prior to the proposal closing
time.
QUALIFICATIONS AND MODIFICATIONS:
Proposals which contain qualifying conditions or otherwise fail
to conform to these instructions may be disqualified or
rejected.
A proposal already delivered to PGAA may be revised by email;
fax or signed letter only prior to the closing time provided
and
the revision must plainly refer to the previously submitted
proposal.
The revision must state only the amount by which a figure is to
be increased or decreased, or specific directions as to the
exclusion or inclusion of particular words.
Please note in the case of email and faxed revisions to
proposals, PGAA assumes no responsibilities and the Respondent
assumes
ALL risks of using faxed and electronic mail communication for
revisions. This includes but is not limited to non-receipt,
delays
in receipt, reception problems, and equipment failure. The faxed
or email transmission must be received by the Prince George
Airport Authority prior to the proposal closing time July 22,
2016 at 3:00 PM PDT.
SELECTION CRITERIA
The Proposal Evaluation will be conducted by the PGAA and will
consist of:
(a) a proposal audit, to ensure that all necessary data has been
submitted;
(b) a review of the Proposal Form and attachments;
(c) an assessment of financial offers, on the basis of annual
minimum guarantee and percentage of gross revenue proposed;
(d) Marketing strength; and,
(e) Quality of services proposed.
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To receive consideration by the Evaluation Committee,
submissions must include all the required documents; otherwise
the
submission will be rejected.
If the Evaluation Committee considers some aspects of the
submission to be ambiguous, the Respondent will be advised to
provide necessary revisions/modifications/clarifications within
the time frames specified. However, there will not be any
opportunity to revise the financial offer to reflect the impact
of additional capital required. Accordingly, respondents are
advised to ensure that their submission is complete and meets
all the necessary requirements.
The decision of the Evaluation Committee will be final in
determining whether or not a submission meets the above-noted
criteria.
Three (3) Licenses will be awarded. Choice of space will be
offered to the highest total minimum guarantee and percentage
of gross as determined by the Committee.
CONTACT
Any inquiries regarding the selection process and the terms of
the Request for Proposal must be faxed or e-mailed to:
Prince George Airport Authority
Attention: Michelle Kenny, Manager, Corporate Services
Fax: (250) 963-3462
E-mail: [email protected]
Answers from the Prince George Airport Authority will be sent
out to all parties registered as having returned their
Confirmation Form and submitted questions/inquiries on time. Any
Addenda shall be considered as part of the Proposal
Documents.
It is the responsibility of each Respondent to inquire about and
clarify any requirements of this Request for Proposal which
are not understood.
The Prince George Airport Authority shall not be responsible
for, and the Respondent shall not rely upon, any instructions
or
information given to any Respondent other than in writing in
accordance with the requirements of the Request for Proposal.
The RFP is to be discussed with only Authorized Prince George
Airport Authority employee(s). Unauthorized communication
may result in disqualification.
The PGAA reserves the right, at its sole discretion, to
negotiate, request additional information, or clarify with any
Respondents it sees fit, or with another Respondent or
Respondents concurrently. In no event will the PGAA be required
to
offer any modified terms to any other Respondent. The PGAA shall
incur no liability to any other Respondents as a result of
such negotiations or modifications.
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SUBMISSION OF PROPOSALS:
The Prince George Airport Authority will not be responsible for
any costs incurred by the Respondent which may result from the
preparation or submission of the proposal documents pertaining
to this Request for Proposal. Respondents are required to use
the
enclosed forms for submitting their proposals.
TELEPHONE, EMAIL and FACSIMILE PROPOSALS WILL NOT BE
ACCEPTED.
Sealed proposals must be submitted to the:
Prince George Airport Authority
Attention: Michelle Kenny, Manager, Corporate Services
By Mail:
4141 Airport Road - 10
Prince George, BC
V2N 4M6
In Person or Courier
4020 Tower Place
Prince George, BC
V2N 4M6
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Initial__________ May 2016 Vehicle Rental RFP 16-002
SCHEDULE A
ORGANIZATIONAL DATA/FINANCIAL REFERENCES/COMPANY HISTORY
Name
________________________________________________________________
Date Submitted
__________________________________________________________________
Head Office Address
_____________________________________________________________
Local Office Address
____________________________________________________________
Duly Authorized Official Representative for the purpose hereof,
and Telephone Number
______________________________________________________________________________
Description of Respondent
a) Incorporated Company
(Name)
_________________________________________________________________
Date and Place of Incorporation
_____________________________________________
Names of Principal Officers and state whether they are Canadian
Residents:
President
________________________________________________________________
Vice President
____________________________________________________________
Secretary
_________________________________________________________________
Treasurer
_________________________________________________________________
b) Partnership
(Name)
__________________________________________________________________
Date and Place Established
__________________________________________________
General or Limited Partnership
_______________________________________________
Principal Partners, Country of Residence and Address
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
c) Sole Proprietorship
(Name)
___________________________________________________________________
Date and Place Established
__________________________________________________
Name and Address of Proprietor
______________________________________________
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Initial__________ May 2016 Vehicle Rental RFP 16-002
d) Other
(Please provide adequate details)
_____________________________________________
If the Respondent is a subsidiary of, affiliated with or
associated with other organizations, please
provide details of the relationship and the individual or
corporate entity (indicate whether the other
entities are Canadian or non-Canadian)
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Respondents are reminded that in the event two (2) or more
affiliated or associated parties submit
proposals for the Vehicle Rental Concession all those parties
shall be disqualified from participation
in the process.
List below the two largest operations you are now
conducting.
Name Type Location Gross Annual Sales
1.
2.
Please include the business history and a corporate organization
chart, if applicable.
All Respondents should also attach:
Attach (A) Statement to indicate the source and amount of funds
available for establishing, operating
and maintaining the Vehicle Rental Concession.
Attach (B) Financial reference(s) to support (A).
PER: ___________________________ SIGNATURE:
__________________________
Duly Authorized Official and Title
___________________________ SIGNATURE:
_____________________________
Witness Name
Under what trade name do you intend to operate?
______________________________________
Are you associated with a national or an international vehicle
rental system? _________________
Are you in any way linked by a common reservation system between
any of the Major Airports?
____________
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Initial__________
SCHEDULE B
OPERATIONAL PROPOSAL
Date: _____________________
The information contained in the Operational Proposal may take
any form including, but not limited to, written
descriptions, scale drawings, photographs, artists' renderings,
material samples, etc. Each page of the
Operational Proposal shall be initialed. The Operational
Proposal shall be dated and in a format that may be
attached to the Licence. Where possible the Respondent should
use this schedule. However, if the space
allocated is inadequate, additional information may be provided
on separate pages.
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Initial__________ May 2016 Vehicle Rental RFP 16-002
SCHEDULE C
MARKETING and CUSTOMER SERVICE PLAN
Date: _____________________
The information contained in the Marketing and Customer Service
Plan may take any form including, but not limited to, written
descriptions, scale drawings, photographs, artists' renderings,
material samples, etc. Each page of the Marketing and Customer
Service Plan shall be initialed. The Marketing and Customer
Service Plan shall be dated and in a format that may be attached
to
the Lease as part of the Operational Proposal. Where possible
the Respondent should use this schedule. However, if the space
allocated is inadequate, additional information may be provided
on separate pages.
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Initial__________ May 2016 Vehicle Rental RFP 16-002
SCHEDULE D
(ALL ESTIMATES IN CURRENT DOLLARS $000)
VEHICLE RENTAL CONCESSION
PRINCE GEORGE AIRPORT
FORECAST STATEMENT OF OPERATIONS
for the period of November 1, 2016 to October 31, 2020
YEAR 2016/2017 2017/2018 2018/2019 2019/2020
Sales
TOTAL SALES
OPERATING COSTS
Insurance
Concession Fee
Counter and Parking Space Fee
Salaries & Wages
Depreciation
Other Expenses (before taxes)
TOTAL OPERATING
COSTS
EARNINGS BEFORE
TAXES
CAPITAL INVESTMENT
(Additional information may be attached on a separate sheet, if
necessary)
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Initial__________ May 2016 Vehicle Rental RFP 16-002
SCHEDULE E
PROPOSAL SIGNATURE(S)
The undersigned agrees not to withdraw or modify this Proposal
for a period of sixty (60) days from submission deadline.
THIS PAGE MUST BE RETURNED WITH YOUR BID, FAILURE TO DO SO WILL
RESUT IN YOUR BID
BEING DISQUALIFIED.
NAME OF FIRM:
_________________________________________________
AUTHORIZING SIGNATURE:
______________________________________
______________________________________
Print Name
Official Capacity:
_________________________________________________
Address: _________________________________________________
City: _________________________________________________
Province or State: _________________ Postal or Zip Code:
___________
Date: _________________________________________________
Telephone: _________________ Fax: ________________________
E-mail ____________________
Duly authorized officers of the Vendor(s) shall properly execute
the Proposal as follows:
a) If the Respondent is a corporation, the proposal shall be
signed in the name and under the seal of the corporation by a
duly
authorized officer of the corporation, with the designation of
official capacity, and attested properly. The proposal shall
show the place in which the corporation is chartered.
b) If the Respondent is an individual, they shall sign the
proposal in person or by representative and be witnessed, stating
the
name or style, if any, under which he or she is doing business.
If the signing is by representative, his or her power of
attorney or other authorization shall be stated, and a certified
copy thereof shall be attached to the Proposal.
c) If the Respondent is a joint venture or partnership, the
proposal shall be signed by each of the persons or firms, which is
a
party to the joint venture agreement. A certified copy of the
joint venture agreement shall be attached to the Proposal. A
joint venture will not be accepted unless the joint venture
agreement or some other signed and legally binding instrument
is
certified and attached to the proposal, containing provisions
for one of the parties to the joint venture to be in full
direction
of the project and to exercise this direction with the consent
of all parties.
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Initial__________ May 2016 Vehicle Rental RFP 16-002
PROPOSAL SIGNATURE(S) (Continued)
On behalf of the company or enterprise submitting this proposal,
I hereby certify, that the respondent is not affiliated with
any
other company or enterprise which is submitting a proposal.
The undersigned also certifies that the price of this proposal
has been determined independently of the price of any other
Respondent on this project except those so noted above.
NAME OF FIRM:
______________________________________________________
PER: ______________________________________________________
(Official of Firm)
SIGNATURE:
______________________________________________________
DATE: ______________________________________________________