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SBOR 101Small Business Outreach

Requirements

Phoenix Sky Harbor International Airport PHX Small Business Workshop Series Valet Parking Services - PILOTJune 26, 2015

2VALET PARKING SERVICES WORKSHOP SERIES| SBOR 101

The City of Phoenix Aviation Department is a committed and proactive partner to the small business community.

• Advocating on behalf of small and disadvantaged businesses• 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• Tracking participation of DBE, ACDBE, SBE, and SBC firms

THE AVIATION DEPARTMENT’S COMMITMENT to OUTREACH

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This solicitation will be referred to as an “RCS”: Revenue Contract Solicitation

Presentation will be available at https://www.phoenix.gov/solicitations/351 - NEW LOCATION

Sign in sheet will be available at https://www.phoenix.gov/solicitations/351 - NEW LOCATION

PHX Small Business Workshops are open to any small business firm interested in pursuing valet parking services and goods and services opportunities. ***You do not have to be a certified firm to attend***

REMINDER

VALET PARKING SERVICES WORKSHOP SERIES| SBOR 101

DISCLAIMER: Attendance of a PHX workshop does not guarantee work with the City of Phoenix Aviation Department.

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This workshop is forpotential respondents for

the PHX Valet Parking Services Program.

SBOR 101Target Audience:

Personnel responsible for performing duties that

directly relate to outreach efforts for the

potential respondent.

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WORKSHOP OVERVIEW


• Small Business Outreach Requirements (SBOR) terminology

• History• Small Business Outreach Requirements • SBOR Scenario• SBOR Forms

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SMALL BUSINESS OUTREACHOBJECTIVE

To achieve small business participation in every airport concession contract

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SBOR TERMINOLOGY


ACDBE = Airport Concession Disadvantaged Business EnterpriseProgram implemented by local agencies pursuant to federal regulations, Title 49 Code of Federal Regulations Part 23 (49 CFR Part 23). This program applies to contracts and concessions administered by airports that receive financial assistance from the Federal Aviation Administration.

DBE = Disadvantaged Business EnterpriseProgram implemented by local agencies and state departments of transportation pursuant to federal regulations 49 CFR Part 26. This program applies to all contracts financed in whole or in part by the Federal Aviation Administration, Federal Transit Administration or Federal Highway Administration.

SBE = Small Business EnterpriseProgram implemented by the City of Phoenix to promote small business development. Only applicants who meet the certification requirements set forth in Chapter 18, Article VIII of the Phoenix City Code Eligibility requirements for SBE certification will be certified.

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SBOR TERMINOLOGY


SBC = Small Business Concern. Identification is a self registration/self-identification not a certification designation.

PNW = Personal net worth. All Assets excluding interest in the business and primary residence cannot exceed $1,320,000.

Licensor = Firm that grants a license to another firm/person to use its business name

Joint Venture Partner = Association of a firm and one or more other firms to carry out a single, for-profit business enterprise.

Sublease Partner = Firm that has a sublease with a prime concessionaire, rather than with the airport itself, to operate a concession at the airport.

Goods and/or Services providers = Firms that provide goods and/or services that represent a commercially useful function directly to airport concessionaires

Respondent = Entity (i.e., firm, company, individual) that submits a proposal to the City of Phoenix.

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The City of Phoenix defines small business firms as:– Independent and for profit business concerns– Owned and controlled by one or more persons

• Personal Net Worth (PNW) of each owner(s) cannot exceed $1.32 million

• Gross sales (averaged over the business' previous 3 fiscal years) cannot exceed the Small Business Administration (SBA) guidelines

WHAT IS A SMALL BUSINESS?


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SMALL BUSINESS TYPES


- Airport Concession Disadvantaged Business Enterprise (ACDBE)*

- Disadvantaged Business Enterprise (DBE)*

- Small Business Enterprise (SBE)*

- Small Business Concern (SBC)

- Self-declared small business

*Certifications available through the City of Phoenix

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SMALL BUSINESS TYPES


Supplier of Goodsand/or

Services

3 TYPES OF BUSINESS AGREEMENTS

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WHAT ARESMALL BUSINESSOUTREACH REQUIREMENTS?VALET PARKING SERVICES

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RFP ESSENTIAL INFORMATIONCont.

VALET PARKING SERVICES WORKSHOP SERIES| SBOR 101 15VALET PARKING SERVICES WORKSHOP SERIES| SBOR 101 13

• Western States Paving Company v. Washington State Department of Transportation (decided 2005)

• PHX Airport Concessions Disparity Study• Race- and Gender-Neutral Environment

- No race- and gender-conscious contract goals- Race- and gender-neutral measures to foster small business participation and achieve ACDBE and DBE participation at PHX


REMEMBERAll information provided isSUBJECT TO CHANGE

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SBOR FORMS

VALET PARKING SERVICES WORKSHOP SERIES| SBOR 101 16“Small Business Utilization Commitment”

Attachment A-2

“Negotiations With Small Businesses”Attachment A-1 (copy as needed)

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SMALL BUSINESSOUTREACH REQUIREMENTS

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REMEMBER: Small Business Outreach is a process!

A RESPONDENT MUST:Identify opportunities for small business participationConduct outreach for small business participationEvaluate small business proposals, andNotify each small business that responded to the respondent’s outreach efforts of the selection decision, whether or not the small business was selected

1.2.3.4.

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STEP #1IDENTIFY OPPORTUNITIES

for SMALL BUSINESS PARTICIPATION


A respondent must identify opportunities in which small businesses can participate

in its proposal!

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STEP #1IDENTIFY OPPORTUNITIES

for SMALL BUSINESS PARTICIPATION


A prespondent must document the business opportunities identified for small businesses in Column A of Attachment A-1.

Supplier of Goods and/or Services• Insurance Carrier• Display Cases• Staffing Agency• Signs, Uniforms• Bags• Office Supplies• Maintenance,

Exterminator• POS System,

Receipt Tape

Licensor Joint Venture or Sublease Partner

OR OR

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STEP #2CONDUCT OUTREACH FOR SMALL BUSINESS

PARTICIPATION


There are several different ways to conduct outreach for small business participation:

• Advertise in Newspapers and/or Websites• Seek assistance from Small Business

Advocacy Groups• Host a Business Outreach Event• Announce via Email • Other

A RESPONDENT must conduct outreach for small business participation opportunities!

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Aviation Department Advertising Venue Publication TypeAirport Minority Advisory Council (AMAC) On-line

Airport Revenue News On-line News Flashes

Airports Council International –North America (ACI-NA)

On-line

American Association of Airport Executives (AAAE)

On-line

Arizona Informant Newspaper

Arizona Republic - City Page Newspaper

AZ Business Gazette On-line

BidSource On-line

FAA dbE-Connect On-line

Prensa Hispana (in Spanish) Newspaper

STEP #2 Advertise in Newspapers and/or Websites

EXAMPLES

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STEP #2: Seek assistance fromSmall Business Advocacy Groups


A respondent can seek assistance from small business advocacy groups, chambers, and associations to advertise its opportunities to their memberships.

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STEP #2Host a Business Outreach Event


A respondent can advertise its opportunities by hosting a Business Outreach Event:

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STEP #2Announce via Email


A respondent can advertise its opportunities by sending an email to: • Individual contacts• Sky Harbor “Interest List”• City of Phoenix Certified SBE Directory

phoenix.diversitycompliance.com (select "City of Phoenix SBE Directory“)

• Arizona Unified Certification Program (AZUCP) DBE/SBC Directory includes ACDBEs

adot.dbesystem.com (select "Search for DBEs and SBCs" second box from right)

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ON-LINE DIRECTORIESCITY OF PHOENIX (SBE only)AZUCP (DBE, ACDBE, SBC)

PHX T4 RETAIL WORKSHOP SERIES| Certification 101 25

City of Phoenix

AZUCP

Search for SBE ONLY

Search for DBE, ACDBE, and SBC

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PARTICIPATION


A respondent must document the Solicitation Method used to outreach to small businesses in Column B of Attachment A-1.

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REMEMBERArespondent must submit proof of ALL small business solicitations.

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• Advertisements• Small Business Advocacy Groups• Business Outreach Events• Email• Other

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PARTICIPATION


A respondent must identify the small businesses that have responded to the respondent’s outreach efforts in Column C of Attachment A-1. Also include the “Small Business Type” in Column D.

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STEP #3EVALUATE SMALL BUSINESS PROPOSALS


DEFPROPOSAL

A respondent must evaluate all proposals it receives from small businesses.

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STEP #3EVALUATE SMALL BUSINESS PROPOSALS


A respondent must document each Small Business Selection Decision Column E of Attachment A-1.

If a small business is selected, indicate how it willbe utilized:

• Licensor• Joint Venture or Sublease Partner• Supplier of Goods and/or Services

and record the Estimated percentage of total contract value.

If the firm is not selected, a respondent mustlist reason why.

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STEP #4NOTIFY EACH SMALL BUSINESS OF DECISION


A respondent must notify each small business that responded to the respondent’s outreach efforts of the selection decision, whether or not the small business was selected.

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STEP #4NOTIFY EACH SMALL BUSINESS OF DECISION


A respondent must document the Communication of Selection Outcome used to notify each small business of its selection decision in Column F of Attachment A-1.Record the:• Date of the communication• Method of Communication

(i.e., email, letter, fax, etc.)

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• Emails• Letters• Faxes• Phone logs

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REMEMBERA respondent must submit proof of ALLcommunications of selection outcomes with small businesses.

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1. Identify opportunities for small business participation

2. Conduct outreach for small business participation

3. Evaluate small business proposals, and

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


REMEMBERAll information provided isSUBJECT TO CHANGE

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QUIZ #1To meet the requirements of Small Business Outreach, you must :a. Identify opportunities for small

businessesb. Conduct outreachc. Document why you did not use a Small

Businessd. All of the above

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REVIEW PROCESS


Proposals are reviewed by the Aviation’s Procurement Team.

Minimum QualificationsMet/Not Met

Small Business OutreachMet/Not Met

Small Business Outreach is reviewed by theEqual Opportunity Department Compliance Team.

Both reviews are performed at the same time!

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OUTREACH REVIEW


As a matter of responsiveness, EOD Compliance Team reviews Small Business Outreach package for:• Execution of the four (4) steps• Complete forms• Thorough documentation of efforts

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OUTREACH “TIPS”

PHX T4 RETAIL WORKSHOP SERIES| RFP 101 39

Identify staff responsible for small business outreach early in the process Forward RCS as soon as issued Attend pre-proposal meeting Practice completing forms Ask questions before the “deadline for

questions” identified in the RCS

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REMINDERNo ACDBE or DBE Participation goals on

Valet Parking servicesBUT

Small Business Outreach Efforts are Required!

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VALET PARKING SERVICESCONTRACTING OPPORTUNITIES*

• RCS issue date: Fall 2015• One RCS • PILOT – 2 Years with 2 one year options to

renew• Pre-response meeting is MANDATORY!!!


Valet Parking Services Business Sessions and Workshops information available at:https://www.phoenix.gov/solicitations/351

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Presented June 25, 2015

*INFORMATION SUBJECT TO CHANGE

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SUGGESTIONS

• Register to be notified of opportunities • Attend MANDATORY pre-proposal conference• Download attendee lists • Attend trainings and networking events • Start looking for your partners now • Read “Resource Materials” • For information about the Valet Parking Services

program, check “phoenix.govsolicitations/351” frequently

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WHAT’s NEXT…

THIS PRESENTATION AND SIGN IN SHEET WILL BE POSTED ON https://www.phoenix.gov/solicitations/351

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AVIATION DEPARTMENT RESOURCES

PHX T4 RETAIL WORKSHOP SERIES| RFP 101 46

Valerie ChurchwellSmall Business Engagement Manager602-273-2024

Tracey RivasValet Parking Services ManagerAviation Superintendent602-683-4847

Angela BookerEOD Compliance Specialist602-273-2769

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Thank you