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Pre-Proposal ConferenceAviation Request for Proposal

June 29, 2018 – 1:00 P.M. AVN Facilities and Services Building

AVN RFP 18-030Contract Compliance Monitoring Services

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Agenda

Introduction

Solicitation Transparency Policy

RFP Timeline Overview

Solicitation Award

Minimum Qualifications

Evaluation Criteria

Submittals

Scope of Services

Questions

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IntroductionsAviation Contracts & Services Cadle Collins, Contracts Specialist II*Lead – Procurement Officer

Aviation Business and Properties Division Paula Kucharz, Aviation Superintendent

Aviation Operations Division Kimberly L. Brown, Aviation Superintendent Kelly Scali, Aviation Supervisor III

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Solicitation Transparency Policy

Effective: From date and time the RFP is issued (6/21/2018) until contract award by City Council.

All Respondents and their representatives will only discuss matters of this RFP 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 RFP is not discussed, Respondents may continue to discuss business that is unrelated to this RFP 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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Timeline OverviewSubmit written questions by Thursday, July 12, 201810:00 A.M. local Arizona timeEmail: cadle.collins@phoenix.govInclude the RFP Number and Title in the Email

Written questions ONLYSome 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/1571

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Proposal Due Date

Tuesday, July 31, 2018At 1:00 P.M.

Local Arizona TimeAviation Department Office Building

2485 East Buckeye Road

Phoenix, Arizona 85034

Tabulations, Awards, and Recommendationshttps://www.phoenix.gov/finance/business-opportunities/bid-awards-and-recommendations

(Narrow by Aviation)

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Solicitation Award

This Solicitation Will Result in Two (2) Contracts

Group I: Comparison Shopping Services

Group II: Secret Shopper Services/American Disability Act (ADA) Monitoring Services

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Minimum QualificationsEach Respondent must submit documentation to demonstrate it meets the Minimum Qualifications in the RFP. (References & History)Failure to meet the minimum qualifications will result in a non-responsive response.

Minimum Qualification Group I: Comparison Shopping Services - Must have one (1) year experience providing similar or

comparable services as required in the Scope of Service. Offeror must be in good standing: Compliance with contractual provisions, including payment of financial obligations.

Group II: Secret Shopper Services/American Disability Act (ADA) Quality Monitoring - Must have one (1) year experience providing similar or comparable services as required in the Scope of Service. Offeror must be in good standing: Compliance with contractual provisions, including payment of financial obligations.

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Evaluation CriteriaOnly those Offerors submitting responsive and responsible proposals that meet the minimum qualifications will have their Responses evaluated.

A. Qualifications and Experience of Offeror 0-450 PointsB. Approach to Scope of Service 0-350 PointsC. Fee Schedule Proposal (Offer) 0-200 Points

___________________________________________________________________Total Points Available 1000 Points

Note: Group I & Group II will have specific bullet points pertaining to the detailed Scope of Services required by the contract. You must submit Group I: and Group II: SEPARATELY

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SubmittalsEach Offeror for Each RFP must submit the following information in a sealed response package for Group I: and/or Group II: Note if submitting for both Group I: and Group II the Offeror will submit two (2) separate response packages with the following: One (1) original Proposal Five (5) hard copies of the Proposal One (1) electronic copy of the Proposal on a USB drive or CD

Tab 1: Qualifications & Experience of Offeror (Group I: Section VI and/or Group II: Section VII - Scope of Services)

Tab 2: Approach to Scope of Service (Group I: Section VI and/or Group II: Section VII - Scope of Services) Tab 3: Bid Price Schedule (Offer) (Group I: Section VIII and/or Group II: Section VIII - Submittals) Tab 4: References (Section VIII – Submittals) Tab 5: Payment Terms & Payment (Section VIII – Submittals) Tab 6: Completed Offer Signed (Section VIII – Submittals) Tab 7: Signed Addenda, if Applicable Proposals must be received by Aviation’s administrative receptionist before the solicitation deadline (July

31, 2018 at 1:00 P.M. – Phoenix Local Time). *Refer to the RFP for specifics

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Offer Submittal LocationAviation Department Office Building

2485 East Buckeye Road Phoenix, Arizona 85034

Tuesday, July 31, 2018At 1:00 P.M.

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Scope Overview

This Solicitation Will Result in Two (2) Contracts

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Scope Overview

The Aviation Department is seeking Contract Compliance Monitoring Services at Phoenix Sky Harbor International Airport (PHX).

This Solicitation encompasses two (2) separate Scopes of Service:

Group I: Comparison Shopping Services (Section VI).

Group II: Secret Shopper/American Disability Act (ADA) Quality Monitoring Services (Section VII).

Offeror(s) may submit a proposal for one or both Scopes of Service. Each Scope of Service will be awarded to the highest scored responsive, responsible Offeror(s) who are regularly established in the services contained in this solicitation by the evaluation committee.

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Scope of ServicesGroup I: Comparison Shopping Services

Business and Properties

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Scope of Services Group I:

Group I: Comparison Shopping Services A successful Offeror will provide services to monitor pricing at approximately 130

retail, food, and beverage outlets.

The comparison shopping services is to ensure compliance with the street pricing policy.

At least twice a year the Contractor will shop each PHX retail, food, and beverage and their benchmark store and restaurants.

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Scope of Services Group I:

Group I: Comparison Shopping Services Prepare a price comparative analysis using the tenant’s quarterly inventory reports.

Each analysis should include 10-15 items and their corresponding product description, inventory price list, and retail price.

Compile data gathered for each retail and food/ beverage tenant. All data entry should be done electronically in a searchable format compatible with Microsoft Excel.

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Scope of Services Group I:

Group I: Comparison Shopping Services Contractor will provide the ADR or designee with an electronic copy of all data

collected through the comparison shopping process. The electronic copy must be in a searchable format compatible with Microsoft Excel.

Contractor will provide the ADR or designee with a timely final electronic report in a searchable format compatible with Microsoft Excel of the comparison shopping findings.

Aviation will collect tenant-supplied data and distribute to the Contractor to incorporated in the final electronic report. The report will be searchable and compatible with Microsoft Excel.

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Scope of Services Group I:

Group I: Comparison Shopping Services

Approach to the Scope of Services provide INNOVATION:

Process Improvement

Technology Improvement

Provide expertise in price comparison

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Scope of ServicesGroup II: Secret Shopper/American Disability Act (ADA)

Quality Monitoring Services

Operations Division & Public Relations

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Scope of Services Group II:

Group II: Secret Shopper/American Disability Act (ADA) Quality Monitoring Services

Provide secret-shopping services for a variety of Ground Transportation providers.

Provide knowledgeable, subject matter experts with diverse backgrounds.

Expertise in compliance, as well as Americans with Disabilities Act (“ADA”) compliance and disability related issues, including employing a variety of mobility devices and/or service animals.

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Scope of Services Group II:

Group II: Secret Shopper/American Disability Act (ADA) Quality Monitoring Services

Perform specified number of shops for all Ground Transportation Providers, Parking Operations, Public Relations, Police Compliance Audits, or unscheduled evaluations.

Rotate shoppers between categories to remain anonymous and not use same shopper twice within the same category within a 60-day period.

Provide shoppers Monday-Sunday 8:00am-8:00pm, and a minimum of 1x per month from 2:00am-8:00am.

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Scope of Services Group II:

Group II: Secret Shopper/American Disability Act (ADA) Quality Monitoring Services

Work with the ADR or designee to create custom City-approved evaluation forms, including City-approved scoring, for each category of shop to be conducted.

Contractor supplied web portal.

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Scope of Services Group II:Group II: Secret Shopper/American Disability Act (ADA) Quality Monitoring Services Contractor will test Airport knowledge of Guest Service Representatives (GSR’s) at approximately 6 information counters.

The Secret Shopping Services is to ensure GSR’s: Are informed of recent updates at the Airport. Comply with testing questions (Provided by Aviation Customer Service Rep.) Have a professional appearance and demeanor

Approximately 6 information counters, each located pre-security.

GSR’s located in counters that are in pre-security Terminals will be shopped at least twice a year the Contractor.

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Scope of Services Group II:Group II: Secret Shopper/American Disability Act (ADA) Quality Monitoring Services

Guest Service Representatives (GSR’s) continued

75% of the GSR’s must be shopped.

Volunteers will not to be shopped.

GSR’s may be shopped as many as two different times but should not be asked the same question twice.

Contractor will provide Aviation Customer Service with an electronic copy of all data collected by the Secret Shopping evaluation.

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Questions

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Thank You for Attending!