Request for Proposal: Maine Port Authority - Management, Operations, and Marketing Services at the International Marine Terminal Port of Portland, Maine
Posted Date: February 14, 2018

Deadline: March 9th, 2018

Please visit www.maineports.com for a PDF file of the full RFP. 


REQUEST FOR PROPOSALS for
Management, Operations, and Marketing Services
at the
INTERNATIONAL MARINE TERMINAL
PORT of PORTLAND, MAINE


February 14th, 2018
Maine Port Authority
16 State House Station
Augusta, ME 04333-0016
(207) 624-3409
www.maineports.com

Table of Contents
Sections
REQUEST FOR PROPOSALS ...................................................................................................... 1
OBJECTIVES OF THE AUTHORITY .......................................................................................... 2
PROPERTY CHARACTERISTICS ............................................................................................... 3
CARGO ACTIVITIES AND FINANCIAL SUMMARY .............................................................. 4
FACILITY MANAGEMENT ........................................................................................................ 5
PROPOSAL FORMAT AND CONTENT ..................................................................................... 6
EVALUATION CRITERIA ........................................................................................................... 7
ATTACHMENTS

1.) REQUEST FOR PROPOSALS


The Maine Port Authority (hereafter “the Authority”) is seeking a qualified entity to operate, manage, and market the International Marine Terminal (hereafter “the Facility”) located at 460 Commercial Street in Portland Maine and to promote public investment in logistics infrastructure state-wide. The selected entity will be invited to enter into an agreement (“Agreement”) with the Authority for a term of one (1) year with three (3) one (1) year extensions.


A qualified entity is one that meets all the requirements and conditions set forth in this RFP. Any proposal that fails to meet or comply with the requirements or conditions of this RFP will be disqualified from consideration.


The selected entity will provide all services to the Facility under the indirect supervision of the Executive Director (hereafter “the Director) of the Authority with full adherence to the policies and procedures of the Authority.


The Authority requires that the selected entity possess the following capabilities;
• Oversee the day to day operations of the facility.
• Have at least two (2) recent years of experience in managing a cargo handling business.
• Possess a strong knowledge in intermodal cargo management and operations with a solid foundation in understanding marine transportation facilities.
• Work with the Authority to meet its objectives, work with the Authority’s licensed stevedore(s), union labor, ocean carriers, trucking companies, rail entities and contractors.
• Provide responsibility for marketing and business development activities for the Facility, in consultation with the Authority’s Director.
• Have at least two (2) recent years’ experience in marketing port and multimodal facilities domestically and internationally with a focus on North Eastern United States and North Atlantic foreign markets.
• Create, notice and evaluate formal Request for Proposals/Quotations (RFP/RFQ) for services and procurements relevant to the Facility under the supervision of the Director.
• Work with and coordinate with engineering and construction firms responsible for the Facility’s planned renovations during this contract term so as not to interrupt cargo operations.
• Provide a service manager who will be responsible for inventory management and procurement for the Authority’s port equipment. The service manager will be responsible for overseeing all operations with regards to the maintenance of equipment in use at the facility on behalf of the Authority. Additionally, the service manager will be responsible for operating and maintaining the M5 asset management utility in use at the Facility. The service manager is not responsible for equipment provided by third party vendors or the stevedore.
• Provide informed advice on terminal planning, facility and maritime operations and cargo and materials handling activities.
• Manage and oversee the Facility’s chassis pool.
• Develop, implement and enforce Facility HSE (Health, Safety, Environmental) policies for the terminal that adhere to OSHA regulations as well as and state and federal environmental regulations.
• Provide in house security in the event of after-hours operations that will occur on days when a ship is berthed at the terminal.
• Develop a Terminal Growth Plan which would list and describe potential improvements to terminal infrastructure and manning to potentially move into 24-hour operation.
• Manage the administration and operations of the Facility including, but not limited to:
1. Responsibilities pursuant to all federal security and US Coast Guard requirements (including MTSA105, FSP, FSO, and AFSO);
2. Port Security Grant Program;
3. ISPS requirements;
4. US Customs requirements (including the Facility’s certification as C-TPAT compliant);
5. Federal Maritime Commission Tariff requirements;
6. Account management (including managing data for invoicing and accounts receivable);
7. Access control;
8. Monitoring and response;
9. Vessel and service scheduling;
10. Maintenance of the facility and utilities; and
11. Close coordination with steamship agents, carriers, stevedores, contractors, and federal, state, municipal and other local agencies.
The Authority will provide the following to the selected qualified entity;
• Office space to the staff of the selected qualified entity at the Facility.
• Coverage for the cost of the Facility Liability Insurance per year.
• Telephone and internet service, only for official Facility related business.

The Authority requests that proposals list any relevant experience in all the above-mentioned duties to be qualified for consideration. Experience in non-marine facilities may be considered at the discretion of the Authority.

Each qualified entity’s experience and knowledge, reputation, and financial strength and any other matter that, in the Director’s sole opinion, affects the ability of the entity to maintain and professionally operate the facility to benefit the State of Maine will be major factors in determining qualifications.


The Authority is not seeking stevedoring services for the facility in this solicitation.


Sealed proposals must be submitted per the format outlined in the section entitled “Proposal Format and Contents,” and be received at the Maine Port Authority, 16 State House Station, Augusta, Maine 04333-0016, no later than 2:00 PM on MARCH 9th, 2018. The proposals are subject to the conditions and specifications contained in this Request for Proposals.

All questions regarding the contents of this proposal must be submitted in writing or emailed to Kim King, Director of Finance and Administration, Maine Port Authority, 16 House Station, Augusta, Maine 04333-0016, and received no later than FEBRUARY 23rd, 2018 (kim.king@maine.gov). The questions, together with the official responses, will be posted on the Authority’s website, www.maineports.com


The Authority intends to select the entity which is, in the opinion of the Authority, the best qualified, and which has submitted a proposal that describes specific relevant experience and qualifications to ensure the best customer service for the price. The Authority will rank all proposals submitted and selected, by the items established in the Criteria for Selections section. The Director reserves the right to reject any and all proposals, without recourse. The Authority will issue a decision on the best bid no later than MARCH 16th, 2018.


The selected entity will be given ten (10) business days from the date of receipt of the final Agreement to review and sign the document. If by the end of that period the Authority has not received the signed Agreement along with any other relevant documents from the selected entity, the Executive Director may, at his option, rescind the selection and proceed with the selection of another entity. In such event, the previously selected entity agrees, by submitting a proposal pursuant to this RFP, that it waives any and all rights it may have or have had against the Executive Director or the Authority for rejecting such proposal.


The Director, at his sole discretion, shall have the right to rescind without prejudice his selection and cancel all negotiations and terminate the proposal process at any time prior to the Authority’s execution of the final Agreement, without recourse by the selected entity. The final contract, including terms and conditions and all ancillary agreements, is subject to the approval of the Board of Directors of the Maine Port Authority.

2.) OBJECTIVES OF THE AUTHORITY

MISSION STATEMENT:
The Maine Port Authority plans, develops, maintains and promotes port and intermodal facilities across the State to stimulate commerce and enhance the global competitiveness for the future wealth and prosperity of Maine.
In partnering with the Icelandic shipping company Eimskip, the Authority has seen a significant increase in intermodal activity at the Facility. The objective of the Authority in this RFP is to find a qualified entity to operate and manage the Facility, and at the same time, continue to develop potential business with the following objectives in mind:
1. Enhancement of the State and region as an economic engine through the utilization of a valuable public asset;
2. Provision of cost effective port and terminal services to the benefit of State and regional shippers.
3. Development of steady and expanded employment;
4. Preservation of a public asset to the benefit of key stakeholder interests;
5. Creation of a regional hubs that provides for the intermodal connectivity between marine, rail and truck transportation services;
6. Development of an effective connection to proposed American Marine Highway corridors;
7. Ability to utilize marine assets to reduce local highway congestion;
8. Optimal utilization of the Authority’s asset to provide consistent and adequate revenue that may be used to maintain, preserve and improve the facilities;
9. Retention of a deep-water marine facility to the benefit of the local and regional port and maritime industries;
10. Identification of qualified entities able to maintain, operate and promote the facilities;
11. Promotion of the economic benefit of public logistical assets to the federal and state executive officials, state legislature, federal congressional delegation, municipal officials, key business leaders and organizations.

3.) PROPERTY CHARACTERISTICS


The Portland International Marine Terminal Facility (Facility) is situated in southeastern, Maine, approximately 100 miles north of Boston and 230 miles northeast of New York City. The Facility is located approximately 4 nautical miles upstream from the mouth of the Fore River and just minutes from downtown Portland. The Facility has access to Interstate Highways 95 and 295, the Pan Am Railway and St. Lawrence and Atlantic Railroad lines, and Atlantic shipping routes. These connections link the Facility to the state, region, Canada, North Atlantic markets and beyond.


Figure 1. Portland's Geographic Location


The original facility was built in 1912 by the Portland Terminal Rail Company and has undergone numerous improvements. In 1970, a major conversion was undertaken to develop the facility for the handling of a ferry service between Portland and Yarmouth, Nova Scotia which operated continuously until 2005. The Facility hosted a high-speed passenger ferry service beginning in 2006 and cruise ship operations from 1995 to 2002. After the 2007 season, all ferry operations were shifted to the new Ocean Gateway Marine Passenger Facility as part of the City of Portland’s Strategic Port Development Plan. All cruise ship operations were shifted in 2002, but the Facility continued to be used on an occasional basis on days with multi-cruise ship calls. It is not anticipated that cruise ships will call at the Facility in the future.


In May 2009, the Authority leased the Facility from the City of Portland for development into a dedicated marine cargo terminal as part of the State of Maine’s multi-port plan. In June and July of 2009, the terminal was reconfigured for dedicated cargo operations. The current lease with
the City of Portland had an automatic 5-year renewal on July 1, 2012, and additional renewals of 5 years (1) and 10 years (2).


Figure 2. IMT Main Terminal Area


Today the Facility is divided into several distinct portions including 1) a secure marine section, 2) a public drop and pick yard, 3) privately leased warehousing and trucking operations 4) a rail yard, and 5) office space occupied by both privately leased and MPA offices.


The secure deep water marine facility is located on the Fore River next to and partially under, the Casco Bay Bridge. The Facility consists of approximately 14 acres of improved land including a deep-water berth of approximately 800 linear feet with a 60-foot apron and water depth of 35 feet at Mean Low Water (MLW) and equivalent channel approach depths. A new pier was built in 1988 and expanded in 1993 with reinforced understructure crane rails to accommodate a pier crane. The wharf is rated at 1000 PSF. Labor in the secure marine portion of the facility is provided by Local 861 of the International Longshoreman’s Union, under contract to Eimskip, a licensed stevedore on site.


The facility is equipped with the following State owned equipment:
• Liebherr 320 Mobile Harbor Crane rated at 100 metric tons;
• Mi-Jack Fantuzzi Reach Stacker;
• Kalmar reach stacker;
• Four (4) Yard Hustler Trucks;
• Two (2) designated container spreaders;
• One (1) Over-height rack; and
• There will be a brand new mobile harbor crane arriving in mid-2018, and a new reach stacker arriving early 2018.

The Facility is in various stages of completing significant overhauls. A new maintenance and operation (M&O) building will be completed in early 2019, with the existing M&O building by the wharf being demolished after completion. The existing M&O building site on the wharf will be filled in to a uniform 1000 PSF. A cold storage facility will begin construction (date TBD) in the next year, which will be located on the west side of the bridge.


The pier area has a large workable apron providing a wide range of flexibility related to handling of vessels and cargo. The Facility has handled containers, lumber, steel products, neo-bulk products, project cargoes, wind turbine components, as well as several other commodities arriving by ship and redistributed by truck.


The facility is adjacent to Yard 8 of Pan-Am Railways and is approximately three miles from the Portland railhead of the St. Lawrence and Atlantic Railroad. Pan Am Railways has direct connections south into New England, interchanging with Norfolk Southern in Ayer, Massachusetts. It also has connections north, interchanging with the New Brunswick Southern. The St. Lawrence and Atlantic Railroad has direct connections to the rail intermodal facility in Auburn, Maine connecting to Montreal and interchanging with Canadian National. The facility has access to Interstates 295 and 95 via a seaport connector road at the west end of Commercial Street.


Onsite utilities include municipal water and sanitary sewer, as well as electricity, telephone and natural gas. The facility is equipped with service to handle container reefer plugs (approximately 186 reefer containers) and there is an emergency generator on site to provide backup power for the facility.
The facility complies with all US Coast Guard security requirements and has an approved Marine Facility Security Plan in place. The Facility is also C-TPAT certified.
In considering the physical attributes of Portland Harbor, as well as the geography, connectivity and flexibility of the Facility, there is a great deal of potential to handle a wide variety of marine activities. The assets include:
• Deepwater access;
• Protected harbor;
• Short transit from open ocean;
• Deepwater berthing space;
• Wide and accessible pier apron;
• Good terminal lighting;
• Crane(s), reach stackers and hustler trucks;
• Near dock rail;
• Adequate upland lay-down area;
• Direct highway connections to major interstates;
• Direct rail connections to the national rail network;
• Access to Maine’s largest consumer base; and
• Approved security systems.


4.) CARGO ACTIVITIES AND FINANCIAL SUMMARY


The International Marine Terminal was originally designed as a marine and rail cargo facility and was designated as Wharf Number 1 of the Portland Terminal Company, a joint venture of the Boston and Maine and Maine Central Railroads. The pier was active in the handling of break bulk cargo until the 1960s and in early 1970 the first improvements were undertaken to accommodate the new ferry service.
In 1990, a container feeder service began between Halifax, Nova Scotia, Boston, MA and Portland. Service continued under various operators until 2008. In addition, a barge based feeder service operated into the terminal from 2007 to 2010 connecting the port to New York and Boston.
IMT CONTAINER VOLUME (by vessel)- TWENTY FOOT EQUIVALENT UNITS (TEU)
A brief overview of recent milestones at the terminal:
• In Spring 2013, Eimskip started liner service at the terminal;
• Summer 2017, CMA-CGM announced service to Portland from Asia via Halifax;
• Eimskip announced weekly liner service starting in December 2017;
In 2018 we expect to see increased volume and revenue, while continuing to attract business with value-added services, such as on site rail access and the 24 hour drop and hook yard.


5.) FACILITY MANAGEMENT


The management of the Facility on behalf of the Authority is based upon a 24 hour per day, 7 day per week operation, and shall include:
1. Care and control of the facility proper including on-site terminal management, consistent with the requirements of the Facility Security Plan;
2. Compliance with all federal and international security requirements including provision of assigned personnel;
3. Compliance with all U.S. Customs and Border Protection Service requirements including designation as a C-TPAT facility;
4. Coordination with licensed stevedores and associated labor;
5. Submission of data for billing and invoicing;
6. Scheduling of hours of terminal operation;
7. Scheduling of vessels;
8. Support for emergency response scenarios;
9. General site maintenance and oversight of equipment maintenance contractors;
10. Business development and customer service support in meeting the Authority’s objectives;
11. On-site operational management in coordination with stevedores and longshoremen;
12. Coordination with engineers and contractors undertaking renovations on the facility;
13. Provision of accurate and timely data to the Authority for customer invoicing and payment of expenses;
14. Compliance with all federal, state and local environmental requirements and regulations;
15. Terminal and personnel safety;
16. Close coordination with steamship agents, pilots, tug operators, trucking companies, rail lines, bunker providers, liquid and dry waste disposal services, contractors, labor services, law enforcement and emergency response personnel, planning agencies, government officials, and other personnel as may have business with the Authority or the terminal;
17. Submission of an annual report on all activities including financials; and
18. Monthly activity reporting.

6.) PROPOSAL FORMAT & CONTENT


To permit the efficient and effective comparison of proposals, it is necessary that all submissions follow the same general organization. Proposals must be presented in two parts:
Part A addresses technical, management, and cost considerations; and Part B addresses financial background information. In submitting a proposal which complies with the accompanying criteria, please use the following format:
A. TECHNICAL & MANAGEMENT
FOUR (4) copies of the proposal must be submitted and must contain the following information:
1. Title Page
Indicating name, address and telephone number of the entity, including a contact person and the name of the person(s) who prepared the proposal, and the entity's intended method of operation as a sole proprietor, partnership, corporation, limited liability company or joint venture.
2. Table of Contents
3. Executive Summary
Give a brief synopsis outlining the major points of the of the proposal including the proposed business arrangement and financial proposal, operational concept(s) to be developed by the proposer within the International Marine Terminal Facility boundaries, and goals for development of business at the facility.
4. Narrative Description
The narrative should provide specific details on those areas highlighted in the Executive Summary. The narrative should also outline the substance of the proposal and highlight the strengths of your firm and how they can be used to develop port operations.
The Narrative Description must detail the following and shall constitute a business plan for the facility:
a) Proposed plan of operation – specifically identify the target cargos, services and/or port operations concepts to be developed within the International Marine Terminal Facility. Entities must demonstrate they possess all the experience, rights, licenses and privileges necessary to the operations being proposed. The Authority will be relying on these representations for the evaluation and selection process.
b) Marketing Plan- The proposer shall present a detailed marketing plan for the facility and shall include goals, objectives, measures and performance standards for developing and expanding business at the facility. The plan should also identify a marketing budget including personnel costs for implementing the sales and marketing strategy. The plan should include proposals for the state-wide promotion of public investments in freight and shipping infrastructure.
5. Operational Plans
Detail all aspects of your planned supervision, maintenance and operation of the port facilities. Specific items to be addressed include, at a minimum, the following:
a) A description of the strategies for accomplishing the Authority's goal to provide a terminal facility that enhances business and commerce in the State of Maine, and realizes acceptable revenue generation to the Authority, consistent with good business practices.
b) A demonstrated sensitivity to the needs of port, marine, Authority, shipper and community interests to continue throughout the term of the Agreement.
c) A description of marketing and promotional strategies for use in operations, with an emphasis on measures designed to develop maximum activity and revenue.
6. Costs Associated with Staffing Levels
Provide the Authority with proposed work-schedules, staffing levels and monthly costs.
B. AGREEMENT & FINANCIAL INFORMATION
Proposals must contain the following information:
1. Financial Statement
Attach three (3) years of your most recent audited financial statements or Federal income tax returns, or any other financial statements acceptable to the Authority prepared in accordance with generally accepted auditing standards.
2. Surety Information
If you or any of your partners or corporate officials have ever had a bond or other form of surety cancelled or forfeited, attach a statement naming the bonding company, date, amount of the bond or other form of surety and reason for such cancellation or forfeiture.
3. Disclosure
Proposers may be required to complete an Authorization and Consent Form provided by the Authority authorizing the Executive Director to obtain certain information. The Authority also reserves the right to conduct additional financial and business background investigations, as the Authority deems appropriate and proper.
C. LITIGATION
Have you been involved in litigation in the past three (3) years (or since your company has been in business if less than three (3) years). If yes, please identify the suit, docket number, jurisdiction and result, if any.
D. SIGNATURE
The proposal shall be signed by an individual authorized to bind the entity. The proposal shall also provide information including: name, title, address and telephone number of the individual(s) with authority to negotiate and contractually bind the entity, and also who may be contacted during the period of proposal evaluation.
E. OTHER RELATED INFORMATION
1. The Authority reserves the right, during the selection process, to interview all the entities and to request any additional information which the Authority may consider important to its decision.
2. The selected entities will be required to comply with the laws of the United States of America, the policies, practices, regulations and laws of the State of Maine, the Maine Department of Transportation, the Maine Port Authority, and any other federal or state agency.
3. All questions concerning this Request for Proposals should be directed in writing (email is permissible) to Kim King Maine Port Authority, 16 State House Station, Augusta, Maine 04333-0016, kim.king@maine.gov. Questions and responses will be posted on the Authority’s website, www.maineports.com.
4. Any person or entity desiring to submit a proposal shall be responsible for the examination of the terms and conditions of the Request for Proposal and all documents describing or
relating to the facility upon which the Agreement rights and obligations are to be granted. Failure on the part of any entity to make such examination and to investigate thoroughly shall not be grounds for any declaration that the entity did not understand the conditions of the Request for Proposals.
5. The selected entity agrees to perform the services proposed as an independent operator and not as an agent or employee of the Authority.
6. The selected entity warrants that it has not employed or retained any company or person other than bona fide employees or consultants working solely for the selected Proposer to solicit or secure the Agreement and that it has not paid or agreed to pay any company or person any fee, commission, percentage, brokerage fee, gift or any other consideration contingent upon or resulting from the award or making of the Agreement. For breach or violation of the above stipulation, the Authority shall have the right to annul the Agreement without liability or, at its discretion, to deduct from the agreed price or consideration or otherwise to recover the full amount of such fee, commission, percentage, brokerage fee or contingent fee.
7. The selected entity warrants that it did not receive unauthorized information from, nor initiate improper contact with, any Authority employee regarding this Request for Proposal.
8. The proposer warrants that the firm has never been bankrupt.
9. The Authority and the successful proposer will agree on service provisions and service oriented rate structures to be included in the public tariff for the facility.
10. The proposer agrees to provide an estimate of the expected average annual gross receipts to the Authority to be derived from the use and operation of the International Marine Terminal Facility throughout the term of the agreement based on cargo tonnage and other activities.
11. The entity will enumerate in detail the duration and extent of its business experience with the emphasis related to the operation and management of port, warehouse and intermodal transfer facilities. Also, enumerate in detail the pertinent experience and duties of all persons who will be directly involved in the operation and management of the Facility.
7.) EVALUATION CRITERIA
Evaluation of the overall proposal will bear more weight than any individual part.
The Authority will evaluate proposals based on the following criteria:
A. Completeness of proposal with regards to requirements set forth in Proposal Format and Contents;
B. Perceived benefits to the Maine Port Authority and the State of Maine;
C. Proposer’s reputation and demonstrated capacity to perform the necessary work as reported by the attached references;
D. Professionalism, as demonstrated by the submission itself; and
E. Cost to the Maine Port Authority.
APPENDIX A: 33 CFR 105 COMPLIANCE
The International Marine Terminal is a secure facility per MTSA (33 CFR 105). As such, all personnel on site must have a valid Transportation Workers Identification Credential (TWIC) or be escorted by someone with a valid TWIC. The selected entity must send technicians enrolled in the TWIC program.
For 60 days after the start of the contract, the selected entity may send technicians without a valid TWIC to the facility, however they will need to be escorted by Maine Port Authority personnel. A $25/hour escorting fee will be assessed by the Maine Port Authority in these circumstances. After 60 days have elapsed from the start of the contract, technicians without a valid TWIC will not be granted access to the facility. Multiple instances of technicians being denied access to the facility may be grounds for termination of the contract.
In the event of an emergency request for service, a technician without a valid TWIC will be allowed access to the facility, and the escorting fee will not be assessed.
Every technician enrolled in the TWIC program must complete a mandatory 20-30-minute security training upon their first visit to the facility. Every subsequent visit must be coordinated with either the Facility Security Officer, an Assistant Facility Security Officer, or a designated representative of the facility.
The selected entity may send up to five technicians without a TWIC for every one technician enrolled in the TWIC program. While on the premises, any technicians without a valid TWIC must be escorted by the technician with a valid TWIC. Escorting is defined as maintaining visual contact as well as having the ability to communicate at all times with persons not having a valid TWIC. If the technician with a valid TWIC fails to escort in accordance with the definition given, they will receive a verbal warning. If the technician fails to properly escort after the warning, they will be ejected from the facility.