REPORT TO THE STRATEGIC DEVELOPMENT COMMITTEE PRE-SOLICITATION TERMS FOR THE REHABILITATION AND UPGRADE OF PLANE-MATES AND MOBILE LOUNGE VEHICLES ...
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REPORT TO THE STRATEGIC DEVELOPMENT COMMITTEE
PRE-SOLICITATION TERMS FOR THE REHABILITATION AND
UPGRADE OF PLANE-MATES AND MOBILE LOUNGE VEHICLES
AT
WASHINGTON DULLES INTERNATIONAL AIRPORT
SEPTEMBER 2021
PURPOSE
Staff requests the Strategic Development Committee (Committee) concur with the issuance of a
solicitation for rehabilitation and upgrade of Plane-Mates and Mobile Lounge Vehicles at Washington
Dulles International Airport (Dulles International).
2
BACKGROUND
• The Metropolitan Washington Airports Authority (Airports Authority) uses Plane-Mates and Mobile
Lounge Vehicles to transport passengers from the main terminal to the midfield concourses at
Dulles International.
• The Airports Authority also uses Plane-Mates to transport passengers to and from remote aircraft
parking areas.
• The fleet consists of 19 Mobile Lounges and 30 Plane-Mates.
• While the opening of the AeroTrain reduced demand for Mobile Lounges, demand for Plane-
Mates servicing the International Arrivals Building remains high.
3
BACKGROUND (continued)
• Plane-Mate and Mobile Lounge Vehicle engines and many other the components are nearing the
end of their useful lives. Most vehicle parts and components are no longer produced, requiring
costly customized manufacturing to maintain. A major rehabilitation or replacement of the fleet is
critical to continued safe, reliable and environmentally sustainable operations.
• A construction solution connecting Concourse D to the AeroTrain network was determined to be
costly and require significant time to construct. Electric buses were considered but had a
relatively high cost of facility modifications and anticipated adverse impacts to airport operations.
The most promising solution was the rehabilitation of the existing fleet with an upgraded, more
efficient engine.
• In April 2020, the Committee approved pre-solicitation terms to rehabilitate or replace the existing
fleet with a preference for upgraded zero-emission electric vehicles. The solicitation was
advertised in September 2020, and the Airports Authority received three proposals, of which two
met the solicitation requirements. The Technical Evaluation Committee reviewed the two
conforming proposals and concluded that neither provided a viable solution.
• The Airports Authority canceled the solicitation on March 8, 2021, and subsequently obtained
parts to maintain the existing fleet.
4
EVALUATION
• The Office of Engineering and Dulles Airport Maintenance Department are now seeking to
upgrade the existing vehicles by utilizing Environmental Protection Agency (EPA) Tier 4 or Tier 5
diesel engines as zero-emission electric propulsion is not currently feasible.
• The proposed contract will have a three-year base term with a total estimated contract value of
$31.6 million.
• Full and open competition will be achieved using a two-phase competitively negotiated best value
procurement method. This method takes into consideration technical factors and price, which are
separately evaluated, and the proposal that is found to represent the best overall value to the
Airports Authority forms the basis of the award.
5EVALUATION (continued)
• Phase One technical evaluation criteria are in descending order of importance:
1. Experience and Qualifications of Proposed Team
2. Past Performance of the Team
3. Work Approach
4. Safety Record
• Upon completion of the evaluation of Phase 1 technical proposals, the Airports Authority will select
up to three offerors determined to have the most highly-rated technical proposals. These offerors
will be invited to participate in Phase Two of the procurement process.
6EVALUATION (continued)
• In Phase Two, selected Offeror or Offerors will be given 45 calendar days to develop technical
and price proposals based upon a preliminary design.
• Technical evaluation criteria for Phase Two are of equal importance:
- Technical Solution
- Schedule
- Quality Management Plan
• The price proposals will be evaluated for reasonableness, feasibility and completeness.
• Award will be made to the Offeror whose proposal is determined to be the best value according to
both the technical evaluation criteria and submitted price (“Best Value”).
7EVALUATION (continued)
• The Department of Supplier Diversity has reviewed the solicitation and established a zero percent
Local Disadvantaged Business Enterprise participation requirement, based on the lack of certified
firms with the capability to perform the scope of services required.
8RECOMMENDATION
Staff requests that the Strategic Development Committee concur with the issuance of a solicitation for
rehabilitation and upgrade of Plane-Mates and Mobile Lounge Vehicles at Dulles International.
Contract award will require Committee and Board approval.
9REPORT TO THE STRATEGIC DEVELOPMENT COMMITTEE
PRE-SOLICITATION TERMS FOR THE REHABILITATION AND
UPGRADE OF PLANE-MATES AND MOBILE LOUNGE VEHICLES
AT
WASHINGTON DULLES INTERNATIONAL AIRPORT
SEPTEMBER 2021
PURPOSE
Staff requests that the Strategic Development Committee (Committee)
concur with the issuance of a solicitation for Rehabilitation and Upgrade of
Plane-Mates and Mobile Lounge Vehicles at Washington Dulles International
Airport (Dulles International).
BACKGROUND
The Metropolitan Washington Airports Authority (Airports Authority) uses
Plane-Mates and Mobile Lounge Vehicles to transport passengers from the
main terminal to the midfield concourses at Dulles International. The Airports
Authority also uses Plane-Mates to transport passengers to and from remote
aircraft parking areas. The fleet consists of 19 Mobile Lounges and 30
Plane-Mates. While the opening of the AeroTrain reduced demand for
Mobile Lounges, demand for Plane-Mates servicing the International Arrivals
Building remains high.
Mobile Lounges (Figure 1) were built by the Chrysler and Budd Corporations
specifically for the Federal Aviation Administration (FAA) as a custom vehicle
for the sole purpose of shuttling passengers from the terminal building to
aircraft at Dulles International. They have been in use with periodic upgrades
since their original purchase in 1962. The maximum capacity of each Mobile
Lounge is 120 passengers. The total weight of the vehicle is approximately
100,000 pounds when fully loaded, and the vehicles are 53’6” long, 16’6”
wide, and 18’0” high.
Mobile Lounges have an operator’s cab at both ends and operate in two
directions. The vehicles have two axles with earth moving type rubber tires,two diesel engines – one for propulsion and one for electrical – and operate at a top speed of 25 MPH. Figure 1: Mobile Lounge Plane-Mates (Figure 2) were built by Boothe Airside Systems and sold to airports worldwide for passenger transport between aircraft and buildings. The Airports Authority’s fleet of 30 vehicles was acquired between 1971 and 1981. The maximum capacity of each Plane-Mate is 150 passengers. The total weight of the vehicle is approximately 92,500 pounds when fully loaded, and the vehicles are 53’6” long, 18’ wide, and 24’ high. Plane-Mates have an operators’ booth on only one end. The passenger pod of the Plane-Mate can be raised and lowered, and the vehicles include an extending gangway with a canopy cover allowing the transfer of passengers directly to and from aircraft and Mobile Lounge docks. Plane-Mates operate with two diesel engines – one for propulsion and the other for electrical – and can reach a top speed of 25 MPH. Figure 2: Plane-Mate
Plane-Mates and Mobile Lounge Vehicles last underwent a major overhaul 26 years ago. Engine packages were last replaced between 2004 and 2006 as part of planned rehabilitation and complied with then-current Environmental Protection Agency (EPA) Tier 2 emissions standards. The vehicles include a Cummins QSC8.3 diesel engine for vehicle propulsion and a generator with a Cummins 4BTA3.9L engine, which produces 480 Volt AC power for lights and air conditioning. Many vehicles produce visible smoke and soot during cold starts, resulting in poor air quality and higher greenhouse gas emissions. Before the COVID-19 pandemic, Dulles International operated 26 Plane- Mates and 14 Mobile Lounge Vehicles. In 2018, these vehicles consumed 262,000 gallons of diesel fuel at an approximate cost of $550,000. In addition, the Airports Authority spent nearly $2.5 million in maintenance costs. Plane-Mate and Mobile Lounge Vehicle engines and many other the components are nearing the end of their useful lives. Most vehicle parts and components are no longer produced, requiring costly customized manufacturing to maintain. A major rehabilitation or replacement of the fleet is critical to continued safe, reliable and environmentally sustainable operations. The Dulles Airport Maintenance Department analyzed passenger activity level, vehicle availability and determined that 46 Plane-Mates and Mobile Lounge Vehicles are required to support peak and future operations. As a result, the Office of Engineering considered multiple options to rehabilitate, upgrade, or replace the current fleet of vehicles over the coming years. A construction solution connecting Concourse D to the AeroTrain network was determined to be costly and require significant time to construct. Electric buses were considered but had a relatively high cost of facility modifications and anticipated adverse impacts to airport operations. The most promising solution was the rehabilitation of the existing fleet with an upgraded, more efficient engine. Both electrified and conventional internal combustion engine options were considered. These options included an electric battery powered engine, an electric battery-diesel hybrid powered engine, and an EPA Tier 4 diesel powered engine. Zero emission options were preferred for the potential
subsidies through FAA zero emissions programs as well as additional sustainability benefits. In April 2020, the Committee approved pre-solicitation terms to rehabilitate or replace the existing fleet with a preference for upgraded zero-emission electric vehicles. The solicitation was advertised in September 2020, and the Airports Authority received three proposals, of which two met the solicitation requirements. The Technical Evaluation Committee reviewed the two conforming proposals and concluded that neither provided a viable solution. The Airports Authority canceled the solicitation on March 8, 2021, and subsequently obtained parts to maintain the existing fleet. EVALUATION The Office of Engineering and Dulles Airport Maintenance Department is now seeking to upgrade the existing vehicles by utilizing Environmental Protection Agency (EPA) Tier 4 or Tier 5 diesel engines; as zero-emission electric propulsion is not currently feasible. The proposed contract will have a three-year base term with a total estimated contract value of $31.6 million. Full and open competition will be achieved using a two-phase competitively negotiated best value procurement method. This method takes into consideration technical factors and price, which are separately evaluated, and the proposal that is found to represent the best overall value to the Airports Authority forms the basis of the award. Phase One technical evaluation will be based on the following criteria, listed in descending order of importance: 1. Experience and Qualifications of Proposed Team 2. Past Performance of the Proposed Team 3. Work Approach 4. Safety Record Upon completion of the evaluation of the Phase One technical proposals, the Airports Authority will select up to three offerors determined to have the most
highly rated technical proposals. These offerors will be invited to participate
in Phase Two of the procurement process.
In Phase Two, selected offerors will be given 45 calendar days to develop
technical and price proposals based upon a preliminary design. Technical
proposals will be evaluated based on the following criteria of equal
importance:
1. Technical Solution
2. Schedule
3. Quality Management Plan
Price proposals will be evaluated for reasonableness, feasibility, and
completeness as appropriate. Award will be made to the offeror whose
proposal is determined to be the best value according to both the technical
evaluation criteria and submitted price (“Best Value”).
The Department of Supplier Diversity has reviewed the solicitation and
established a zero percent Local Disadvantaged Business Enterprise
participation requirement, based on the lack of certified firms with the
capability to perform the scope of services required.
RECOMMENDATION
Staff requests that the Committee concur with the issuance of a solicitation
for the rehabilitation and upgrade of Plane-Mates and Mobile Lounge
Vehicles at Dulles International.
Contract award will require Committee and Board approval.
Prepared by:
Office of Engineering
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