VEHICLE RENTAL CONCESSIONS RFP 16-002...2016/05/17 · May 2016 Vehicle Rental Concessions RFP...

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, 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:


Attention Michelle Kenny, Manager, Corporate Services


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:


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:


Attention: Michelle Kenny, Manager, Corporate Services

By Mail:


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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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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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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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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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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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: ______________________________________________________

VEHICLE RENTAL CONCESSIONS RFP 16-002...2016/05/17 · May 2016 Vehicle Rental Concessions RFP...

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Transcript of VEHICLE RENTAL CONCESSIONS RFP 16-002...2016/05/17 · May 2016 Vehicle Rental Concessions RFP...