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Pre-Response MeetingAviation Revenue Contract Solicitations (RCS)

September 8, 2017 – 1:00 P.M. AVN Corporate Office Building, 1st Floor, PAAB

AVN RCS 17-036 Foreign Currency Exchange ServicesAVN RCS 17-037 Shoe Shine ConcessionAVN RCS 17-038 Automated Teller Machine Concession

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Agenda

IntroductionAviation’s Commitment to Small Business EngagementSmall Business Outreach RequirementsRCS OverviewQuestions and Answers Automated Teller Machines (ATM) Concession Foreign Currency Exchange Services Shoe Shine Concession

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IntroductionsAviation Contracts & Services Charlene Reynolds, Deputy Aviation Director Pearl Meza, Procurement Officer, ATM Nichol Shrum, Procurement Officer, Foreign Currency ExchangeMichael Hughes, Procurement Officer, Shoe Shine Concession Valerie Churchwell, Small Business Engagement Manager Janet Lee, Contracts Specialist II Lead

Aviation Business and Properties Christina Madsen, Deputy Aviation Director Paula Kucharz, Superintendent, Concessions Program Brent White, Project Manager Vesta Blackwell, Business Specialist

Equal Opportunity Department Joanne McLaughlin, Equal Opportunity Specialist

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Aviation’s Commitment to Small Business Engagement

The City of Phoenix Aviation Department is a committed and proactive partner to the small business community. • Advocating on behalf of Airport Concession/Disadvantaged/Small Business

Enterprises (AC/D/SBE). • Providing contracting opportunity information to small businesses• Assisting prime contractors with identifying small businesses • Educating small businesses on “how to” access contracting opportunities• Hosting small business networking forums• Monitoring small business (DBE/SBE) utilization on contracts with participation and

utilization goals

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Why do airports have AC/DBE programs?

As recipients of U.S. Department of Transportation (DOT) funding, airports are required to establish ACDBE and DBE Programs in accordance with regulations of the DOT, Code of Federal Regulations (CFR) 49, Parts 26 and 23. The purpose is to provide ACDBEs and DBEs maximum opportunity to participate in the performance of the following types of contracts*:• Construction• Concession• Management services• Professional services• Car rental contracts

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Small Business Outreach Requirements

• No Race- or Gender-Conscious Goals

• Race- and Gender-Neutral Measures to achieve ACDBE, DBE, Small Business Participation

• City of Phoenix utilizes a national market for small business participation

• Respondents must conduct outreach to small businesses!

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For Outreach Requirements, refer to the individual RCS and Concession Lease:

To locate Small Business Concerns visit:AZ UTRACS at https://utracs.azdot.gov

Search (DBE) Firm Directory & Select: ACDBE

Respondents’ outreach efforts are not restricted to companies registered with the City

Small Business Outreach Requirements

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Small Business Outreach Requirements

Time of RCS Submittal – ALL Respondents• Complete and Submit Form EOD-1

Statement of Outreach Commitment• Responsive / Non-ResponsivePost Award Submittal – Successful Respondent• Due within 60 Days of Contract Execution • Complete and Submit Form EOD-2

Small Business Outreach Efforts–with Supporting Documentation• Complete and Submit Form EOD-3

Small Business Utilization Commitment• Annual Submittal of Small Business Utilization Plan

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1. Identify opportunities for small business participation,

2. Conduct outreach to notify small businesses of opportunities,

3. Evaluate small business proposals, and

4. Tell each small business that responded to the Respondent’s outreach efforts of the selection decision, whether or not the small business was selected.

Small Business Outreach Requirements

DOCUMENT !!!

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Small Business Outreach RequirementsPost-Award Outreach Requirements - Successful Respondent

Due within 60 days of Contract ExecutionForm EOD-2 Small Business Outreach Efforts

List each small business contacted• All Contact Information (Column A)• Business Status (Column B)• Scope of Work Solicited (Column C)• Solicitation Method (Column D)• Selection Decision (Column E)• Communication of Outcome(Column F)

Submit supporting documentation

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Small Business Outreach RequirementsPost-Award Outreach Requirements - Successful Respondent

Due within 60 days of Contract ExecutionForm EOD-3 Small Business Utilization Commitment

• List total proposed ACDBE, DBE, Small Business participation as partners on the lease

• Due within 60 days following execution of the contract & every year at the contract anniversary

• Supporting Documentation due with Annual Submittals

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RCS Due Date

Tuesday, September 26, 2017At 11:00 A.M.

Local Arizona Time

AVN RCS 17-036 Foreign Currency Exchange ServicesAVN RCS 17-037 Shoe Shine ConcessionAVN RCS 17-038 Automated Teller Machine Concession

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Questions and Answers (Q&A)Submit written questions by Monday, September 11, 201711:00 A.M. local Arizona time Email: busopps.aviation@phoenix.gov Include the RCS Number and Title in the Email

Written questions ONLY

Some questions may be answered verbally todayWritten answers supersede verbal answersAll questions and responses will be published via an addendum

Q&A addendums available at:https://www.phoenix.gov/solicitations(Narrow by Aviation)

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Minimum QualificationsEach Respondent must submit documentation to demonstrate it meets the Minimum Qualifications in each RCS.Failure to meet the minimum qualifications will result in a non-responsive Response.

AVN RCS 17-036 (FCE) AVN RCS 17-037 (Shoe Shine) AVN RCS 17-038 (ATM)On-Airport Foreign Currency

Exchange Experience

• Respondent must have contracted with at least (1) airport to operate Foreign Currency Exchange Services for three continuous years within the last five years

• Respondent must have achieved minimum gross receipts of at least $3 Million dollars in annual gross sales for at least (1) of those three years.

• Respondent must include the Annual Accounting Statement of Gross Sales and Percent Rent to an airport which shows the achieved minimum gross receipts of $3 Million dollars

Shoe Shine Experience

• Respondent must have (3) years of continuous experience operating or managing a Shoe Shine concession

ATM Experience

• Respondent must be a Financial Institution

• Respondent must have (3) years of experience operating two or more ATMs within the last five years

• Respondent must have conducted a minimum of 200,000 transactions per Qualifying Year in an ATM business

• Respondent must have achieved combined gross revenues of at least $300,000 per Qualifying Year

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Minimum Annual Guarantee (MAG)Only those Respondents submitting responsive and responsible Responses that meet the minimum qualifications will have their Proposed First Year Minimum Annual Guarantee (MAG) evaluated.

100% of the evaluation will be based on the proposed First Year MAG for the first Agreement/Lease year.

Proposed First Year MAG may NOT be less than the acceptable minimum amount of:

AVN RCS 17-036 Foreign Currency Exchange Services: $65,000.00AVN RCS 17-037 Shoe Shine Concession: No Minimum RequiredAVN RCS 17-038 Automated Teller Machine Concession: $300,000.00

If the Minimum Annual Guarantee is omitted or is less than the acceptable minimum amount, the Response will be REJECTED!

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Response Guarantee

Each response MUST be accompanied by a Response Guarantee in the form of a cashier’s check payable, without condition or restrictive endorsement, to the City of Phoenix.

Each Respondent’s Response Guarantee must besubmitted in a separate sealed envelope clearlymarked “Response Guarantee” along with theResponse.

AVN RCS 17-036 Foreign Currency Exchange Services: $5,000.00AVN RCS 17-037 Shoe Shine Concession: $500.00AVN RCS 17-038 ATM: $10,000.00

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Delivery of ResponseEach Respondent for Each RCS must submit the following information in a sealed response package: One (1) original Response Four (4) hard copies of the Response One (1) electronic copy of the Response on a USB drive

Notarized Affidavit Proposed MAG Minimum Qualifications – Experience Conflict of Interest and Solicitation Transparency Disclosure Form Letter of Declaration/Equal Pay EOD Forms Sealed Response Guarantee*Refer to the RCS for specifics

Responses must be received by Aviation’s administrative receptionist at 2485 East Buckeye Road, Phoenix, AZ before the solicitation deadline (September 26, 2017 at 11:00AM – Phoenix Local Time).

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Solicitation Transparency Policy

Effective: From date and time RCS is issued (09/05/17) until contract award by City Council.

All Respondents and their representatives will only discuss matters of this RCS with the Procurement Officer.

Discussion may occur with the Mayor, City Council members, Deputy City Managers, Aviation staff, etc. ONLY at a public meeting

As long as this RCS is not discussed, Respondents may continue to discuss business that is unrelated to this RCS with City Staff.

PROPOSERS THAT VIOLATE THIS POLICY WILL BE DISQUALIFIED! All questions must be directed, in writing, to the Procurement Officer.

Phoenix City Code, Chapter 43, Section 43-36

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Questions

AVN RCS 17-038 Automated Teller Machine Concession

AVN RCS 17-036 Foreign Currency Exchange Services

AVN RCS 17-037 Shoe Shine Concession

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Thank You for Attending!

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ATM – 1 of 5

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ATM – 2 of 5

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ATM – 3of 5

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ATM – 4 of 5

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ATM – 5 of 5

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Foreign Currency

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Shoe Shine – 1 of 4

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Shoe Shine – 2 of 4

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Shoe Shine – 3 of 4

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Shoe Shine – 4 of 4