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64 Guidebook for Developing and Managing Airport Contracts Maintaining transparency suggests Typical Criteria for Evaluating that scoring should be purely objective Concession Proposals in nature. In reality, some subjectivity may be required. The process used Qualifications and Experience of should be one that permits subjectivity the Proposer without creating an appearance that the Management and Operations Plan process is entirely so. Merchandise Plan Marketing Plan Scoring criteria and flexibility in Capital Investment considering proposals can help limit Design and Quality of Improvements the amount of subjectivity. This may Financial Returns to Airport be accomplished through the scoring criteria used or by reserving flexibility in how proposals are considered. See CRP-CD-81 (enclosed herein), Appendix to Chapter 8, Proposal and Bid Documents, for an excerpt from the PHX Retail RFP. Airports will frequently reserve the right to develop a short list of proposers and interview proposers. 8.3 Best Practices Specific to Bid Processes In cases where an airport seeks a specified product or service that can be provided (identically) by more than one vendor or business, bid processes are often used instead of RFPs or RFQs. When using a bid process, some issues should be treated differently than they might in an RFP. 8.3.1 Specifications Bid requests must be accompanied by detailed specifications that ensure respondents are bid- ding on precisely the same product or service. In instances where some deviations are permitted or deemed necessary by a respondent, procedures for bidding with these changes need to exist. See CRP-CD-81 (enclosed herein), Appendix to Chapter 8, Proposal and Bid Documents, for excerpts from the Dallas-Ft. Worth International Airport's (DFW) Request for Bid template regarding language that presumes compliance with specifications and defines when substitutes are permitted. 8.3.2 Bid Opening and Evaluation Many bid openings are attended by respondents, some of whom pay very careful attention to the procedures followed to evaluate the bids. It is critical that an airport sponsor have detailed processes in place to ensure that in such situations, the same procedures are always followed. This will help minimize the number of protests or contested decisions that arise from a bid process. See CRP-CD-81 (enclosed herein), Appendix to Chapter 8, Proposal and Bid Documents, for excerpts from the DFW's Request for Bid template language regarding bid opening and evaluation process. 8.3.3 Non-Responsive Bids/Rejection of Bids As highlighted in other sections of this Guidebook, some of the toughest challenges an airport faces come in the form or protests or challenges. Bid processes, if not carefully structured, can

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Proposal and Bid Documents 65 be targets for protests, particularly if the bid specifications are not specifically stated and likely to be misinterpreted. A complete, specific set of criteria to determine either a bid or bidder to be non-responsive is a critical component to a successful bid process. See CRP-CD-81 (enclosed herein), Appendix to Chapter 8, Proposal and Bid Documents, for excerpts from the DFW's Request for Bid template language regarding determination of non-responsive bids. 8.3.4 Provisions Governing Successful Bidders By their nature, bid documents are often more straightforward and precise than RFPs and RFQs. As such, accompanying documents identifying all of the provisions that will govern a suc- cessful bidder are necessary. These provisions include all of the rules, regulations, and policies that govern airport users, tenants, and vendors in matters pertaining to environmental management, security, insurance requirements, and ACDBE processes, among others.