Purpose:

This is a Request for Proposal (RFP) for transportation services for the 105th Annual Meeting of the American Academy of Periodontology (AAP).  

All bids received will be reviewed and the top bidding companies will be invited to participate in a conference call question and answer session with AAP staff.  Following the conference calls, the selected company shall receive a written acknowledgement of selection and will submit a contract to AAP.

Scope:

AAP is seeking a vendor to provide, at minimum, the services listed below for the 2019 Annual Meeting.  Submitted bids must include cost estimates, sample routes, vehicle descriptions, access to fully licensed and bonded drivers in the Chicago area, detailed explanations of how the required services would be implemented, and references from a minimum of three clients.  It is strongly encouraged that written explanations of company structure, proof of insurance, crisis contingency plans and proof of financial solvency be included with the bid.  Experience managing large-scale transportation systems in the Chicagoland area is preferred.

Services Desired:

The selected transportation vendor must provide the following services:

  • Create detailed transportation route plan for 2019 Annual Meeting including elements and scenarios indicated within this request for proposal
  • Assist with plan for any participants with special mobility needs who attend the Annual Meeting
  • Provide an on-site management team to oversee all drivers, vehicles and routes
  • Manage an on-site transportation desk to assist Annual Meeting participants with questions and issues (if required)
  • Provide an established communication system for all drivers and the on-site management team
  • Establish contingency plans in case of construction and/or emergencies on planned routes
  • Maintain a record of ridership
  • Act as a strategic planning consultant for future Annual Meetings

General Information:

The AAP is a national dental organization representing approximately 8,000 periodontists and other dentists.  Periodontology is that specialty of dentistry which encompasses the prevention, diagnosis and treatment of diseases of the supporting and surrounding tissues of the teeth or their substitutes, and the maintenance of the health, function and esthetics of these structures and tissues.  The Annual Meeting is a strong tradition of the AAP, providing extensive educational programming and an expanding trade exhibition.  Members are required to attend the Annual Meeting at least once every three years.  The AAP is committed to producing high-quality, cost-effective meetings and selects cities whose facilities and past performance indicate high levels of quality and service.  Annual Meeting attendance ranges from 4500 to 5000, of whom approximately 70% are professional registrants.

The Annual Meeting spans four days, beginning on Saturday and concluding Tuesday evening. The Exhibition takes place Sunday through Tuesday.  Some auxiliary meetings are held the preceding Friday.

Major Annual Meeting Events

  • Scientific Programs (approximately 75): Educational programs on scientific advances, management, lifestyle and related topics are presented in lecture, panel, workshop or clinical formats.
  • Exhibition (160-190 exhibitors): The Exhibition is comprised of, and limited to, manufacturers and suppliers that serve the periodontal and dental professions.
  • Registration Area: The area consists of 20 counters that facilitate advance and on-site registration. In addition, housing assistance, tape sales, and other areas of interest are located in or near registration.
  • Social Events: Social events held in conjunction with the Annual Meeting include the Opening Reception and other events.
  • Affiliate Groups: In conjunction with the Annual Meeting, approximately seventy (70) affiliated groups host receptions and/or dinners. In addition, some of the larger exhibitors often host evening events.  Most of these events are assigned to official AAP hotels.
  • Note: Most Annual Meeting events will be housed at the McCormick Place (MP), and the remainder will take place at both the  official headquarters hotel, the Hilton Towers and Palmer House. Some related and social functions may be held in off-site locations but are not part of the official program.

Housing History:

2019 Annual Meeting Schedule:

Friday, November 1, 2019
3:00 - 5:00 pmRegistration
3:00 - 5:00 pmAAP Foundation Booth/Silent Auction
Saturday, November 2, 2019
7:00 am - 5:00 pmRegistration
7:00 am - 5:00 pmAAP Foundation Booth/Silent Auction
8:00 - 11:00 amAmerican Board Review Part 1
8:00 - 11:00 amClinical and Basic Science Symposium sponsored by District 8
8:00 am – 12:00 noonHW1: Hands-On Workshop 1
8:00 am - 12:00 noonHW5: Hands-On Workshop 5
8:00 am – 12:00 noonEV3: AAP/AAPF/OF Session
8:00 am - 4:00 pmIW2A-D: Science of Coding
8:00 am - 5:00 pmEV1: Sedation Session (Lecture)
8:00 am - 5:00 pmEV2: Dental Hygiene Symposium
8:00 am - 5:00 pmHW2: Hands-On Workshop 2
8:00 am - 5:00 pmHW3: Hands-On Workshop 3
8:00 am - 5:00 pmHW4: Hands-On Workshop 4
8:30 am - 11:30 amEV4: Predoctoral Educators Workshop
9:00 am - 12:00 noonIW1: Medical Coding
11:00 am - 12:00 noonDistrict 8 Section Meetings
12:00 noon - 1:00 pmDental Hygiene Symposium Luncheon
12:00 noon – 1:30 pmEV5: Predoctoral Directors Business Meeting
12:00 noon – 2:00 pmEV13: Legally Mine Lunch and Learn
1:00 - 4:00 pmAmerican Board Review Part 2
1:00 - 4:30 pmBalint Orban Memorial Program
1:00 - 4:45 pmCorporate Forum
1:00 – 5:00 pmHW6: Hands-On Workshop 6
5:30 - 7:00 pmAwards Ceremony
7:00 – 8:30 pmAAP Foundation Donor Appreciation Reception (Invitation Only)
Sunday, November 3, 2019
7:00 am - 5:00 pmRegistration
7:00 am - 5:00 pmAAP Foundation Booth/Silent Auction
8:00 - 10:00 amGS1: General Session 1
9:00 am - 12:00 noonIW3A: Insurance Primer 101
10:00 am - 6:30 pmExhibition/AAP Member Resource Center
10:00 am - 6:00 pmResearch Forum Poster Session and Competition
10:00 am - 10:45 amCoffee Break in the Exhibit Hall
10:45 - 12:15 pmInnovations in Periodontics (2)
10:45 - 12:15 pmFocused CE (5)
11:00 am - 3:00 pm Lunch Break in the Exhibit Hall
12:30 - 2:00 pmEV6: Student New Perio Session
12:45 - 2:15 pmDistrict Forums
1:00 - 4:00 pmIW2A: Insurance Primer 201
2:30 - 5:00 pmContinuing Education (7)
5:00 - 6:30 pmNetworking Reception
7:00 - 9:00 pmEV7: Student Member Reception
7:00 pm and beyondAlumni Receptions
Monday, November 4, 2019
6:30 - 8:00 am EV8: AAP Foundation Estate Planning Breakfast Periodontists and Spouses
7:00 am - 5:00 pmRegistration
7:00 am - 5:00 pmAAP Foundation Booth/Silent Auction
8:00 am – 9:30 amEV11: Postdoctoral Directors Business Meeting
8:00 am - 10:00 amGS2: General Session 2
10:00 am - 6:00 pmExhibition/AAP Member Resource Center
10:00 am - 6:00 pmResearch Forum Poster Session
10:00 am - 10:45 amCoffee Break in the Exhibit Hall
10:45 am - 12:15 pmTentative World Workshop on Disease Classification Session (TBD)
10:45 am - 12:15 pmInnovations in Periodontics Session 3
10:45 am - 12:15 pm Focused CE (6)
10:45 am - 12:15 pm AAP Foundation Future Horizons in Periodontology
11:00 am - 3:00 pmLunch Break in the Exhibit Hall
12:45 pm - 4:00 pmEV10: Postdoctoral Educators Workshop
2:00 pm - 4:00 pmGS3: General Session 3
5:00 pm - 6:00 pmGeneral Assembly Business Session
6:30 pm and beyondAlumni Receptions
Tuesday, November 5, 2019
7:00 am - 2:00 pm Registration
7:00 am - 2:00 pmAAP Foundation Booth/Silent Auction
8:00 - 10:00 amGS4: General Session 4
10:00 am - 3:00 pmExhibition/AAP Member Resource Center
10:00 am - 3:00 pmResearch Forum Poster Session
10:00 am - 10:45 amCoffee Break in the Exhibit Hall
10:45 – 12:15 pm Focused CE (6)
10:45 - 12:15 pmInnovations in Periodontics Session 4
11:00 am - 2:00 pm Lunch Break in the Exhibit Hall
2:00 - 4:00 pm General Session 5

Required Proposal Information:

General Service:

  •  AAP will provide shuttle service from the Palmer House Hilton and Hilton Hotel to and from the McCormick Place North Building.
  • Morning and afternoon hotel arrival/departure times would be approximately every 15 minutes; the midday reduced times would be approximately every 60 minutes, depending on cost and input from your experience and the drive time between the hotel and convention center.

Additional Separate Service:

  • There is just one planned pick-up and drop-off point to/from a Chicagoland location.

 Proposal/Pricing Needs and Proposal Delivery Information:

  • Determination of cost if there is no service Friday afternoon   If there is service Friday afternoon indicated if your company requires a four-hour minimum
  • Determination of cost difference if there is no service in the middle of the day Saturday to Tuesday
  • A reduced schedule of one bus during the middle of the day Saturday to Tuesday
  • The cost of starting one bus Monday at 6 AM with the regular service beginning at 7 AM.
  • AAP is requesting a proposal for this meeting only
  • Pricing for 2-4 buses for a separate evening event, on Saturday

Bid Submission Deadlines and details:

April 19, 2019Requests for proposal distributed
April 26, 2019Bidding companies may submit questions to AAP and notify AAP of intent to bid.
May 18, 2019Bids due to AAP. Submit via online questionnaire.
June 1, 2019Written notification issued to final candidates to set up conference call appointments at AAP and written notification to companies who will not continue in the process
June 15, 2019Presentations by final candidates take place
June 30, 2019Written notification to selected candidate issued with a copy of the agreement and letters of regret sent to the candidates not selected
July 30, 2019Agreement negotiated
August 1, 2019Agreement finalized

Timeline Overview:

4 months prior to the meeting datesReview of room block and initial transportation plan submitted
3 months prior to the meeting datesRoom block reviews; Adjustments to transportation routes made as necessary
60 days prior to the meeting datesRoom block reviews; All vehicles and drivers contracted; Signage for hotels, listing shuttle routes and times finalized
45 days prior to meeting datesOn-site team list shared with AAP staff
30 days prior to the meetingRoom block reviews; Check-in meeting to review on-site procedures
14 days prior to the meetingFinal housing report submitted to vendor
2 days prior to meeting dates (Thu)Meet with hotels and provide them with signs and brochures to be posted and made available to Annual Meeting participants
1 day prior to meeting dates (Fri)Shuttle service 2:30 – 5:30 pm (See below for detailed breakdown)
First day of Annual Meeting (Sat)Shuttle service 6:30 am – 6:30 pm (See below for detailed breakdown)
6:30 – 9:00 pm (Note late night service for 2-4 buses for 3 additional hours to be billed /shown separately)
Second day of Annual Meeting (Sun)Shuttle service 6:30 am – 5:30 pm (See below for detailed breakdown)
Third day of Annual Meeting (Mon)Shuttle service 6:00 am – 6:00 pm (See below for detailed breakdown)
Final day of Annual Meeting (Tue)Shuttle service 6:30 am – 5:00 pm (See below for detailed breakdown)
30 days after meetingPost-convention meeting takes place

Timeline Details/Bus Frequency*: (Estimated)

Friday, Nov. 1
2:30 – 5:30 p.m.                      Every 30 minutes
Saturday, Nov. 2
6:30 – 10:30 a.m.                               Every 15-20 minutes
10:30 a.m. – 2:00 p.m.                       Every 60 minutes
2:00 – 9:00 p.m.*                               Every 15-20 minutes
Sunday, Nov. 3   
6:30 – 10:30 a.m.                               Every 10-15 minutes
10:30 a.m. – 3:00 p.m.                                  Every 60 minutes    
3:00 – 6:30 p.m.*                               Every 10-15 minutes
Monday, Nov. 4  
6:00 – 10:30 a.m.Every 10-15 minutes
10:30 a.m. – 3:00 p.m.Every 60 minutes    
3:00 – 6:30 p.m.*Every 10-15 minutes
Tuesday, Nov. 5  
6:30 – 10:30 a.m.Every 10-15 minutes
10:30 a.m. – 1:30 p.m.Every 60 minutes    
1:30 – 4:30 p.m.*Every 10-15 minutes

*Last bus departs from McCormick Place, Lakeside Center, East Building, to hotels one hour prior to the end of service. Subject to change.

Required Contractual Terms:

The following clauses are required and will be in the agreement submitted to the selected company.

Indemnification

Vendor shall indemnify, defend and hold harmless AAP, its officers, directors, members, employees and agents, and each of them, from any and all claims, actions, causes of action, demands or liabilities of whatsoever kind and nature including judgment, interest, attorneys’ fees, and all other costs, fees, expenses and charges which the AAP, its officers, directors, members, employees and agents, and each of them, may incur arising out of the gross negligence or willful or wanton misconduct of the Vendor, its officers, directors, employees, or agents.

AAP shall indemnify, defend and hold harmless Vendor, its officers, directors, employees and agents, and each of them, from any and all claims, actions, causes of action, demands or liabilities of whatsoever kind and nature including judgment, interest, attorneys’ fees, and all other costs, fees, expenses and charges which the Hotel, its officers, directors, employees and agents, and each of them, may incur arising out of the gross negligence or willful or wanton misconduct of the AAP, its officers, directors, employees or agents.

No Contact Policy:

During the bidding process, all contact and questions related to RFP and bidding process should be routed through the individual noted below. 

Any contact with other staff members or officers of AAP is strongly discouraged and may result in disqualification from the bidding process.

Please direct inquiries to:      

Neela Johnston
Meetings Contractor
American Academy of Periodontology
737 North Michigan Ave, Suite 800
Chicago, IL 60611-6660
Phone: 312-613-0535
aap@i3events.com

 

Bid Submission Response Format:

  •  Please fill out your information on the RFP Questionnaire that begins on the following page in our electronic document so that all proposals can be compared accordingly.
  • A summary of this page and required questions can be downloaded in a PDF format for review.
  • In addition to completing the questions on the following page, you will also have the opportunity to upload additional materials.
  • Upon completion, you will receive a copy of all submitted questions and answers.