request for proposal for terminal retail … · po box 14-001 . christchurch 8544 . attention:...

REQUEST FOR PROPOSAL

FOR

TERMINAL RETAIL CONCESSIONS

June 2017

Table of Contents

TABLE OF CONTENTS

1 REQUEST FOR PROPOSAL .................................................................................................................................................. 1

2 DETAILS REQUIRED FROM RESPONDENTS........................................................................................................................ 1

3 CLOSING DATE FOR PROPOSALS ....................................................................................................................................... 1

4 PROPOSALS ....................................................................................................................................................................... 2

5 SITE INSPECTION / ORIENTATION ..................................................................................................................................... 4

6 ENVIRONMENTAL COMPLIANCE AND ENFORCEMENT ORDERS ...................................................................................... 4

7 RESPONDENT’S ACKNOWLEDGEMENTS ........................................................................................................................... 5

8 WARRANTIES ..................................................................................................................................................................... 6

9 REFEREE REPORTS ............................................................................................................................................................. 6

10 RIGHTS RESERVED BY CIAL ............................................................................................................................................ 6

11 HEALTH AND SAFETY MANAGEMENT AND COMPLIANCE............................................................................................ 7

12 AMBIGUITIES ................................................................................................................................................................. 8

13 MERGER ......................................................................................................................................................................... 8

14 REPRESENTATIONS ........................................................................................................................................................ 8

15 CANVASSING ................................................................................................................................................................. 8

16 OWNERSHIP & CONFIDENTIALITY ................................................................................................................................. 8

17 FORMATION OF CONTRACT .......................................................................................................................................... 9

20 COMMUNICATION BETWEEN CIAL AND RESPONDENTS ............................................................................................ 11

21 EVALUATION CRITERIA ................................................................................................................................................ 11

22 TIMESCALES ................................................................................................................................................................. 12

ANNEX A: PROPOSAL SUBMISSION FORM ............................................................................................................................. 13

ANNEX B: SCOPE ..................................................................................................................................................................... 16

ANNEX C: ADDITIONAL INFORMATION .................................................................................................................................. 26

ANNEX D: FORM OF CONTRACT AGREEMENT ....................................................................................................................... 31

ANNEX E: REQUIREMENTS FOR CONTRACTORS .................................................................................................................... 32

ANNEX F: PLANS ..................................................................................................................................................................... 33

© Christchurch International Airport Ltd TOC Page 1 RFP for Terminal Retail Concessions June 2017

Request For Proposal

1 REQUEST FOR PROPOSAL

Christchurch International Airport Limited (“CIAL”) invites proposals (“Proposals”) from interested parties (“Respondents”) for Retail Concessions (“Concessions”) which shall include an offering tailored to meet the requirements described in the Scope attached as Annex B in respect of one or more of the sites.

2 DETAILS REQUIRED FROM RESPONDENTS

Respondents’ proposal should contain:

Proposal Submission Form (Annex A)

Information as requested in this Request for Proposal (RFP)

3 CLOSING DATE FOR PROPOSALS

The closing time and date for Proposals is 4pm Friday 23rd June, 2017

CIAL requires an electronic copy of your Proposal to be emailed to [email protected] and three (3) bound hard copies of your Proposal, enclosed in a sealed envelope(s) marked with large print on both sides of the envelope: “RFP Terminal Retail Concessions” and your company name.

Two envelope system: provide all financial information relating to Minimum Annual Guaranteed Rent (MAGR) and Turnover Rent, expenses and costs in a single separate sealed envelope/soft copy folder marked with large print on both sides of the envelope: “RFP Terminal Retail Concessions – Pricing Information” and your company name.

These should be delivered to: Christchurch International Airport Limited

Corporate Offices

Car Park Building Level 4

30 Durey Road

PO Box 14-001

Christchurch 8544

Attention: Chris Anderson – Strategic Procurement Manager

It is the sole responsibility of the Respondent to ensure that their Proposal is received by the above mentioned time and date. No information will be given as to whether a Proposal has been received or any correspondence entered into until after the closing time and date for Proposals.

CIAL reserves the right not to accept late, non-complying or any other Proposals.

© Christchurch International Airport Ltd Page 1 RFP for Terminal Retail Concessions

mailto:[email protected]

Proposals

4 PROPOSALS

4.1 Rent Any Minimum Annual Guaranteed Rent (MAGR) and Turnover Rent specified in a Proposal must be exclusive of Goods and Services Tax (“GST”), but inclusive of all discounts and of all costs associated with compliance with all relevant statutes, regulations and bylaws of government, local and other public bodies. Without limiting the generality of the foregoing:

(a) If any statutory consents are required in relation to a Concession contemplated by a Proposal, such as building or resource consents, then the Respondent will be responsible for obtaining those consents (at the Respondent’s cost) in accordance with clause 19.3 in this RFP.

(b) The Respondent will be responsible for meeting any customs duties or any other taxes

(excluding GST) on any goods or services supplied from overseas.

4.2 Completion of the Proposal Submission Form

Respondents should clearly specify which Concession or Concessions they are submitting a Proposal or Proposals for by clearly labelling the Proposal Submission Form, Annex A, with the title set out in Annex B - Scope.

A Respondent does not have to submit a Proposal for more than one Concession.

While entities are welcome to bid on multiple sites or linking Concessions to achieve improved commercial economies of scale, each Proposal should firstly address the desired standalone requirements of each Concession. Failure to address this may result in an unsuccessful approach.

Referential Proposals (i.e. Proposals under which the Proposal is to be determined by reference to another Proposal) will not be considered.

Respondents may submit more than one Proposal for each Concession.

4.3 Minimum information to be included in a Proposal

For ease of evaluation, Respondents are required to submit their Proposal referenced to each item listed below and in the same order, failure to do so may result in the Proposal being non-compliant and excluded from the evaluation process.

Where applicable, an additional explanation of the information required can be found in Annex C: section 1 of this RFP and Respondents must familiarise themselves with the additional information to ensure that they provide sufficient detail in their Proposal.

(a) Respondents profile, including experience, financial resources and references (see Annex C: 1.1 for more detail);

(b) A proposed marketing and promotion strategy for each Concession that has a term greater than 12 months, including:

a. strategic plan; b. business plan; c. growth strategy; d. pricing strategy;


Proposals

e. details of the proposed product/s to be supplied with product range product differentiation and market segment analysis;

f. full menus for the site (where applicable).

(c) A Minimum Annual Guaranteed Rent (MAGR) and Turnover Rent proposal. Note this is a critical component (see Annex C:1.2 for more detail);

(d) A full description of the Respondent’s proposed business model, target market and market positioning statement;

(e) A detailed description of the Respondent’s proposal for advertising and promotion, including the location, extent and time of advertising or promotion to cater for a cosmopolitan multi-language clientele, and promotion or referral arrangements with third parties;

(f) Details of tourism related alliances and associations (e.g. airlines, accommodation providers, tourism operators);

(g) Retail concepts for utilisation of the entire Concession location, including frontage elevations, signage response and layouts, seating and queuing zones with a finishes/fixtures and fittings schedule to be provided for the site (see Annex C:1.3 for more detail);

(h) A detailed store layout clearly showing any back of house, counters, seating, queuing zones etc.;

(i) Full signage package showing all signage visible from the common areas;

(j) A full schedule of equipment to be installed and indicative energy usage and heat loads;

(k) The Respondent’s proposed management and operational structure and résumés of key individuals who will be responsible for or involved in the operation and administration of the Concession;

(l) A description of the Respondent’s staff selection processes, on-going training, monitoring, staff protocols and assessment of employees performance, and policies for peak hour management, crisis management and aircraft delays;

(m) The Respondents plans for carrying out on-going passenger research, determining consumer buying preferences and catering for the anticipated needs of passengers at the Airport;

(n) A description of the Respondent’s sales recording and quality control programme for the proposed Concession;

(o) Sales forecast (by value and volume) provided electronically in Excel format for the proposed term of the Concession, broken down by:

i. product category; ii. food and beverage type (i.e. alcoholic/non-alcoholic) if applicable;

iii. seasonality profile broken down into months;

(p) Commitment to a timeline and start date (see section 5.4 for more detail).

(q) An indication of any additional areas that the Respondent may require to support the site i.e. administration areas (see section 5.5 for more detail).

(r) Respondents are required to advise whether additional storage space will be required over and above what can be accommodated within the site (see section 5.6 for more detail).


Site Inspection / Orientation

5 SITE INSPECTION / ORIENTATION

Respondents shall be deemed to have familiarised themselves with the Annex E containing site plans, specifications and tenancy constraint drawings (which include but are not limited to clearance heights, ducting coverage and location of services) and to have satisfied themselves as to all aspects of the premises and its ability to establish and operate the proposed Concession from the site. The non-provision or non-disclosure by CIAL of information relating to the sites (after submission of a Proposal) shall not be grounds for avoidance of this RFP by the Respondent at a later date.

Respondents must familiarise themselves with the operations of CIAL. Respondents should contact Craig Dunstan, Manager Terminal Customer Experience, [email protected] to carry out a full site inspection.

6 ENVIRONMENTAL COMPLIANCE AND ENFORCEMENT ORDERS

6.1 The Respondent shall provide details of any abatement notices or enforcement orders issued to them in the past five years. These should be listed in the Proposal Submission Form, Annex A.

6.2 Regulatory Management

CIAL manages all use of land including new developments at the Airport under the Resource Management Act 1991. The Christchurch City Plan (“CCP”) contains provisions for CIAL to undertake certain activities consistent with the Airport Master Plan. If the development is consistent with the CCP, an outline plan is required for each development. The outline plan application is prepared by CIAL and must be submitted to Christchurch City Council 20 working days prior to the commencement of any development work commencing.

If the proposed work does not meet the provisions of the CCP then resource consent is required for the activity to occur. Applications for resource consent can take several months to approve. CIAL generally engage planning consultants to prepare resource consent applications.

6.3 Environmental Management

CIAL has an Environmental Policy that all contractors / consultants /tenants working or operating at the Airport are required to abide by. The Respondent’s ongoing obligations in respect of this policy are set out in the Contract Documents. The key requirements of this policy are:

a. Work to achieve, and lead best practice in managing the environmental impacts of CIAL’s operations. This will focus on noise, groundwater protection, greenhouse gas reduction, waste minimisation and energy efficiency as the priority issues.

b. Ensure that seeking improved social, economic and environmental outcomes is an integral part of CIAL’s business development process from initial planning stages through to design, construction, maintenance and operation.

c. Comply with all relevant legal obligations including but not limited to responsibilities under the Resource Management Act 1991 and Hazardous Substances and New Organisms Act 1996.



7 Respondent’s Ackn

d. Work with CIAL staff to ensure that they have the knowledge, understanding and skills to meet our environment commitments.

e. Ensure that tenants and contractors accept responsibility for their actions and comply with their environmental obligations.

f. Regularly monitor and report on our environmental performance in accordance with common practice in New Zealand.

g. Seek and be sensitive to the expectations of our business partners, regulators, neighbours and the community in relation to environmental matters pertaining to the airport.

h. The successful Respondent will be required to undergo environmental induction training prior to commencing work at the Airport, which will include spill management and ground water protection.

i. The successful Respondent will provide evidence of their understanding of environmental requirements with regard to the following:

(a) Protection of groundwater quality;

(b) Protection of air quality; and

(c) Hazardous substance spill management.

These should be listed in the Proposal Submission Form, Annex A. Respondents are also required to submit a copy of their Environmental Policy.

7 RESPONDENT’S ACKNOWLEDGEMENTS

The Respondent acknowledges that:

(a) CIAL Information: While every effort has been made to ensure that any information relating to or contained within this RFP is correct, such information has been supplied on an indicative basis only. The Respondent shall have no claim for compensation or damages upon the grounds that any information so supplied is incorrect, incomplete, inaccurate or misleading.

(b) Inspection and Investigation: Prior to putting forward its Proposal, a full opportunity for inspection and investigation of the site(s) was offered by CIAL.

(c) Own Judgement: The Respondent relies solely upon its own judgement, and not upon any representations, warranties or statements made by CIAL or any agent, employee or consultant of CIAL.

(d) No CIAL Liability: CIAL shall not be liable for any information it provides or any cost or loss to any Respondent (or any other person) if their Proposal is rejected or unsuccessful or if this RFP process is delayed or cancelled for any reason whatsoever.

(e) No Obligation to Advise: Subject to any Act or regulation, CIAL shall not be bound to give any reason for any rejection of a Proposal, or for any suspension or cancellation of this RFP process.

(f) Unsuccessful respondents will be advised, by CIAL, of the successful respondent. Proposal prices will not be made available to unsuccessful respondents.


Warranties

(g) Confidential Information: The Respondents will keep confidential and secure and will not misuse or exploit any information of or available in respect of CIAL which would reasonably expected to be proprietary commercially sensitive or confidential including any information about the Proposal itself.

(h) Collusion and Conflict of Interest: CIAL reserves its rights to investigate any apparent collusion or conflict of interest.

8 WARRANTIES

The Respondent warrants that:

(a) All information provided by the Respondent shall be complete and accurate in all material respects.

(b) Provision of information to CIAL, and use of it by CIAL for evaluation of Proposals and possibly the negotiation and implementation of an agreement, will not breach any third party intellectual property rights.

(c) No form of inducement or reward has been or will be directly or indirectly offered to any representative of CIAL in connection with this RFP process.

CIAL is under no obligation to check any Proposal for errors.

9 REFEREE REPORTS

The Respondent acknowledges that by submitting a Proposal it authorises CIAL, pursuant to the Privacy Act 1993, to:

(a) Verify with any third party any information included in its Proposal or disclosed to CIAL in connection with its Proposal.

(b) Carry out a credit check on the Respondent.

10 RIGHTS RESERVED BY CIAL

Notwithstanding any other provisions in this RFP, CIAL reserves the right to:

(a) Reject all or any Proposals.

(b) Not to accept the Proposal for the lowest price.

(c) Re-advertise this RFP or advertise for tenders.

(d) Waive any irregularities or informalities in this RFP process.

(e) At any time whatsoever, amend the closing date or any date in this RFP.

(f) Amend this RFP or any associated documents, by the issue of a written amendment notice to all Respondents who respond to this RFP.

(g) Seek clarification of any Proposal.

(h) Suspend or cancel, in whole or part, this RFP process.

(i) Consider or reject any non-conforming Proposal at CIAL’s sole discretion.

(j) Deal separately with any of the divisible elements of any Proposal, unless the relevant Proposal specifically states that those elements must be taken collectively.


Health And Safety Management And Compliance

(k) Enter into discussions and/or negotiations with any one or more Respondents at any time and upon any terms and conditions.

(l) Enter into a contract with any one or more Respondents upon any terms and conditions.

(m) Vary the form of contract set out in Annex D.

(n) If the successful Respondent fails to perform any of the terms or conditions of this RFP, then CIAL shall be entitled to cancel any agreement formed by CIAL’s acceptance of a RFP.

(o) Not be bound to give any reasons for decisions made in respect of this RFP or as to its outcome.

(p) At its discretion to grant further leases or licences to any operators as it sees fit at any time including during the term of any lease, whether in addition to any lease granted as result of this RFP process, or to replace a lease if it has terminated or additional sites are required, in CIAL’s sole discretion within the terminal and its surrounds.

The failure and/or omission by CIAL at any time to enforce or require strict or timely compliance with any provision of this RFP document shall not affect or impair that provision in any way or CIAL’s right to avail itself of the remedies it may have in respect of a breach of any such provision.

11 HEALTH AND SAFETY MANAGEMENT AND COMPLIANCE

The Respondent shall demonstrate in Annex A how they will meet their duties under the Health and Safety at Work Act 2015 when on CIAL land. This should include, but not be limited to, the following:

Name of the person who will be responsible for Health & Safety in the workplace, the

scope of their role and details of their experience;

The method of communicating safety to employees;

A system for the management of critical risks and workplace hazards and how these will be controlled and monitored;

Method adopted to monitor workplace hazards;

PPE (Personal Protective Equipment) provided to employees;

Details of WorkSafe NZ notifiable work (if applicable) and permits (where applicable);

A copy of the Respondents accident reporting and investigation process (including serious

harm notification to WorkSafe NZ);

Information regarding workplace induction and how this will be managed;

Details of employee training relating to Health & Safety; and

An emergency management plan (including details about first aid management).


Ambiguities

Respondents are required to provide an electronic copy (hard copy not required) of their Health and Safety Policy for review by CIAL. This should be emailed as part of your submission to [email protected].

12 AMBIGUITIES

Where the RFP documents are ambiguous or unclear a Respondent may request the issue of an explanatory notice. If an explanatory notice is issued it shall be sent to all Respondents and shall upon issue become part of the RFP documents.

In the absence of an explanatory notice, a Proposal may be submitted subject to any reasonable interpretation of ambiguity or uncertainty which is adequately identified in the RFP.

In the event of ambiguity or conflict between any parts of the RFP documents the Contract Agreement contained in Annex D shall prevail over all other parts.

13 MERGER

The agreements, obligations and warranties of the parties contained in the Proposal Documents in so far as the same have not been fulfilled at the time of acceptance of the RFP or the execution of the agreement shall not merge by such acceptance or execution.

14 REPRESENTATIONS

Subject to clause 20, neither the Board of Directors of CIAL nor any employee, agent, servant or member of CIAL shall have any authority to make representations or explanations to persons tendering as to the meaning of these RFP documents or as to anything to be done or supplied, or not to be done or supplied under the RFP documents, or as to any other matter or thing so as to bind CIAL or fetter the judgment or discretion of the Board of Directors of CIAL in the exercise by them of their powers and duties under the RFP Contract Agreement.

15 CANVASSING

Respondents shall not approach any CIAL employees other than the Strategic Procurement Manager concerning any aspect of this RFP. Any Respondent who either directly or indirectly makes any such approach may be disqualified.

16 OWNERSHIP & CONFIDENTIALITY

All Proposals submitted to CIAL will be and remain the property of CIAL.

Subject to the following provisions CIAL accepts that the prices, discounts, price formulae and other information supplied in Proposal shall remain strictly confidential and are not to be disclosed to any party outside CIAL.

CIAL reserves the right to:

(a) Disclose any information received from Respondents to its staff and professional advisers;

(b) Utilise any information received for its own advantage or benefit without thereby creating any obligation, financial or otherwise, to the Respondent of that information; and



Formation Of Contract

(c) Publicly notify the name of the successful Respondent.

17 FORMATION OF CONTRACT

The Respondent’s offer remains open for acceptance for a period of not less than 90 days from the closing date for Proposals.

The form of contract to be entered into shall be the form set out in Annex D (“Contract Agreement”). Any comments on the form of Contract Agreement must be provided at the time the Proposal is submitted by the Respondent. The successful Respondent must abide by and operate in accordance with the terms and conditions set out in the Contract Agreement. Subject to the resolution of any comments made by the Respondent, the lodging of a Proposal by the Respondent indicates the agreement of the Respondent to enter into a contract in that form. The Respondent acknowledges, by submitting a Proposal, that a binding contract will be formed when the Contract Agreement has been executed by a duly authorised officer of CIAL and the Respondent.

Except as set out in this clause 17 CIAL shall be under no legal obligation in relation to the Proposal.

18 ACCEPTANCE OF PROPOSAL 18.1 Acceptance of any Proposal shall be effected by CIAL providing a written response

(“Letter of Intent”) to the email address provided in the Proposal Submission Form. Acceptance will be complete upon emailing of such Letter of Intent and subject to the following provisions will create a binding contract between CIAL and the successful Respondent.

18.2 As soon as reasonably possible after acceptance of a Proposal CIAL shall forward to the

successful Respondent the Contract Agreement (in the form set out in Annex D). The Contract Agreement must be executed by the successful Respondent and (if required by CIAL) the guarantor(s) respectively and returned to CIAL within ten (10) working days of receipt by the successful Respondent of the Contract Agreement.

18.3 Time shall be strictly of the essence in relation to execution of the Contract Agreement. If

the successful Respondent fails to return the Contract Agreement duly executed within the period stated in clause 10.2 CIAL may at any time thereafter without the necessity for any preliminary notice or otherwise, withdraw the Letter of Intent, by notice in writing.

19 TERMS OF LEASE AND ACCESS FOR FIT-OUT

19.1 Commencement Date The target commencement date will be on or before 01 October, 2017 or such later date as CIAL may approve (dependant on each site). The obligation to pay the Annual Rent, marketing fund contribution, rates, insurance premiums and heating and ventilation electrical supply charges will commence from the first trading day.

Prior to the commencement date, the approved contractor of the successful Respondent will be granted access to the site for the purposes of constructing the Respondent’s fit-out in accordance with CIAL’s Requirements for Contractors (attached as Appendix E) and with the Contract Agreement.


Contract Agreement Paramount

Due to some locations being airside, CIAL reserves the right to change the access route for construction activity as it deems necessary for airport operations.

For the avoidance of doubt, the successful Respondent will not be permitted to trade from the site until the later of:

(a) the earlier of the date of issue of a Certificate of Public Use for the site and the

date of issue of a Code Compliance Certificate for the site; and;

(b) the date of issue of a Certificate of Practical Completion by CIAL’s project manager in respect of the site.

19.2 Fittings and Improvements The successful Respondent shall ensure that the premises are kept fully fitted out and furnished for the operation of the Concession in accordance with the Contract Agreement and otherwise to CIAL’s satisfaction. The finish and appointment of exteriors and interiors shall be in harmony with the surrounding area and in accord with specifications approved by CIAL. Approval must be obtained in writing from CIAL for any fit-out building work, alterations or installations before the Contract Agreement is executed. The cost of fitting out the premises over and above CIAL’s base fit-out (described in Annex B: Section 2) and any works agreed to be undertaken by CIAL, will be borne by the successful Respondent. This may include the cost of moving base services to accommodate the successful Respondent fit-out. 19.3 Permits, Consents and Licences Upon or as soon as reasonably practicable after receiving advice that its Proposal has been accepted and its fit-out plans approved, the successful Respondent shall with all due speed and diligence make immediate application to obtain any licences, building consents or permits necessary to enable the successful Respondent to conduct and operate the Concession under the Contract Agreement. For the avoidance of doubt, CIAL requires any licences, building consents or permits to be obtained before a successful Respondent commences any fit-out works.

If any such licence, consent or permit is not granted and issued to the successful Respondent within the time stipulated in the Contract Agreement the Contract Agreement may be cancelled.

20 CONTRACT AGREEMENT PARAMOUNT

The above summary and the accompanying material in the RFP have been included to assist Respondents in their understanding of the process and the Contract Agreement. However, all Respondents must read the Contract Agreement to fully understand the proposed arrangements. Where there is a conflict between the Contract Agreement and the balance of the RFP, the Contract Agreement will prevail.


Communication Between CIAL And Respondents

The Respondent acknowledges that as at the date the RFP is provided to it, the Third Schedule (Rules of the Terminal) to the Contract Agreement is not contained in the Contract Agreement. The Third Schedule will be subsequently provided to the Respondent in such form as CIAL sees fit and the Respondent in lodging its tender accepts the Third Schedule on that basis.

21 COMMUNICATION BETWEEN CIAL AND RESPONDENTS

All communications with CIAL concerning this Proposal must be conducted by email and through Chris Anderson, Strategic Procurement Manager, email address - [email protected] and cc’d to Jessica Royal, Terminal Customer Experience Administrator, email address [email protected].

CIAL reserves the right to copy all e-mail questions and answers provided to all Respondents who receive a copy of this RFP.

22 EVALUATION CRITERIA

CIAL’s assessment of its key objectives in section 4 will be used as a guide by CIAL in the awarding of the Concessions.

Proposals may be evaluated on (but not limited to) the following attributes:

(a) tendered Turnover Rent, initial Minimum Monthly Guaranteed rent and Minimum Annual Guaranteed Rent;

(b) previous relevant experience;

(c) previous experience in an airport;

(d) company organisational capability and financial resources to support the tendered operation in all areas of the business;

(e) proven capacity to deliver outstanding results;

(f) proposed business model for the operation of a retail or food and beverage concession at Christchurch International Airport, including organisational structure, staff training, staffing levels, supervision and management;

(g) proposed product range or menu offering for the operation;

(h) the level of franchise support (if any);

(i) a robust and proven training programme for all staff that places particular emphasis on consistency of service standards and timeliness;

(j) where applicable, a food hygiene programme including details of quality systems and accreditations;

(k) capacity for flexibility, innovation and vision;

(l) online or other technology (i.e. text) sales model;



(m) technology – now and in the future;

(n) store design;

(o) inclusion of local content including materials/imagery and theming in design; (p) timescales and program; and

(q) any other factors considered relevant by CIAL.

23 TIMESCALES

RFP released Friday 2nd June 2017 RFP Q&A at Christchurch Airport 1.00pm – 3.00pm Thursday 8th June 2017 Please note that this session is optional and designed as a shared information session, primarily for additional information and Q&A. CIAL will ensure all information, including any Q&A from the session, will be shared with all registered applicants. Deadline for placing questions relating to this Friday 16th June 2013 RFP Deadline for Proposals to be received by CIAL 4.00pm Friday 23rd June 2017 Proposal review and evaluation Monday 26th – Friday 30th June

Clarifications Monday 3rd – Friday 7th July Presentations from shortlisted Respondents Monday 10th – Friday 14th July Outcome announced by Friday 21st July

*This timetable may be changed at the sole discretion of CIAL.


Annex A: Proposal Submission Form

ANNEX A: PROPOSAL SUBMISSION FORM

PROPOSAL FOR SITE OPTION AND TITLE

1. PROPOSAL BY

2. RESPONDENT’S CONTACT

PERSON

Name:

Title:

Address:

Phone:

Fax:

3. RESPONDENT’S ADDRESS FOR

NOTICES Attention:

Address:

Phone:

Fax:

4. RESPONDENTS COMPANY REGISTRATION NUMBER:

Please supply a copy of your company registration certificate

5. RESPONDENT’S GST REGISTRATION NUMBER:

6. PROFILE OF RESPONDENT

Legal Status Limited Liability Company?

YES/NO

Other? (Specify)

Size Date of Incorporation:

Number of Personnel:

Locations:

Details of all

Owners/Directors

Owners:

Directors’ Names:



Insurance

Refer to Annex G for

minimum requirements

Please attached copies of

current insurance

certificates

Types of Cover held and $ Cover:

a) Public Liability:

b) Third Party Motor Vehicle:

c) Professional Indemnity

d) Other:

7. COMPLIANCE

Does your Proposal comply

with our requirements?

YES/NO

If no please explain extent of non-compliance.

8. ENVIRONMENTAL COMPLIANCE

Please provide details of any

abatement notices or

enforcement orders issued

against your company in the past

5 years.

Evidence of understanding of

environmental requirements

Please provide an electronic copy

of your Environmental Policy



9. HEALTH AND SAFETY MANAGEMENT

Has the Respondent been investigated WorkSafe

NZ or similar regulatory body for any accident or

incident in the past five years? If yes, please

provide full details.

How the Respondent shall demonstrate that they

will meet their duties under the Health and

Safety at Work Act 2015 when on a CIAL site.

Please provide an Electronic Copy of your Health

and Safety Manual

The Respondent offers to Christchurch International Airport Limited to provide the Services on the basis of this Proposal, and agrees to sign the Agreement provided by CIAL.

SIGNED for and on behalf of the Respondent

By:

Name:

Position:

Date:


Annex B: Scope

ANNEX B: SCOPE 1. SITES & OVERVIEW There are five specific sites available as part of this RFP process, two of which are prescriptive in their desired offering (Donut / convenience) while three of the sites are broader in their use, with the airport open to proposals for these sites that complement the overall offering.

The opportunities are as summarised below, with additional information on the following pages:

Convenience Store Opportunity – landside; International arrivals area .……….. Site 1

Retail space – Check in hall …………………………….…………..……………….…………..…… Site 2

Donut kiosk/ Donut pop-up store – landside; food court …………………..…………. Site 3

Pop-up retail – Airside; Domestic departure/arrivals ……………………………………. Site 4

Retail/Commercial space; landside …………………………………………………….…………. Site 5

DESCRIPTION/ OFFERING

LOCATION SIZE TERM AVAILABILTY HOURS OF OPERATION

SITE 1 CONVENIENCE STORE INTERNATIONAL ARRIVALS AREA; LANDSIDE

61.82M2 3 YEARS IMMEDIATE 24 HOURS A DAY

SITE 2 RETAIL SPACE CHECK IN HALL; LANDSIDE

38.9M2 TBC 01 JULY 2017 FLEXIBLE

SITE 3 DONUT KIOSK LANDSIDE UP TO 16M2 3+ YEARS IMMEDIATE 0600 - 2200

SITE 4 POP-UP RETAIL DOMESTIC AIRSIDE

UP TO 16M2 FLEXIBLE IMMEDIATE FLEXIBLE

SITE 5 ASSORTED RETAIL/COMMERCIAL SPACE

LANDSIDE UP TO 360M2

ONE SPACE OR MULTIPLE SITES

FLEXIBLE SEP 2017 0600 - 2200


Site 1 Convenience Store Opportunity – landside; International arrivals area

A current opportunity exists for a professional convenience offering to come to the airport. This product tier is currently not serviced in a standalone offering and it has been identified by airport customers as a ‘product gap’ in the offering, especially for those customers after last minute items or to pick up a few staple convenience items before heading home after a trip (milk, bread, etc).

Location

Located landside, in the international arrivals area, this brand new, purpose built outlet will welcome not just international arrivals, but is next to the hire car desks and in close proximity to domestic baggage reclaim, coach collection points and the Taxi drop off pick-up area.

With the new 4 star hotel due to open in December, the footfall past this site will also increase.

Site: The site itself is 61.82m2; measuring 7.11m deep x 8. 7m wide.


Product range:

To be negotiated with the successful Respondent, but encompassing core convenience categories:

Grocery items (e.g. - milk, fresh bread, breakfast food, fresh/tin fruit, yoghurt, crackers, cheese, baby food)

Gifts (e.g. - flowers, greeting cards, balloons)

Toiletries (e.g. - shampoo, toothpaste, soap, moisturiser/hand cream, shaving products, sanitary products, nappies, sunscreen, lip balms)

Small range of OTC pharmaceuticals (pain relief, insect repellent, throat lozenges)

Reading material & stationery Pre-packaged food/snacks Travel accessories Drinks & Juices

Coke range to be negotiated – CIAL already have Coca Cola vending in this area. Tobacco products

Other opportunities:

o There is indicative demand for a dry cleaning service, operated as a pickup/drop off option.

o Grocery pick up service based on a pre-booked service. o Other services tailored to the local and international market.


Site 2 Retail space 1 – Check in hall

The check in hall is the heart of the airport operation, receiving every one of the 6.7m passengers and growing each year. A vacancy exists for a tenant to take an existing site, currently tenanted by BNZ, with the site currently leased until June 2017.

This area is open to proposal for any retail activation or complimentary airport service provider. The limited services in this area restrict it from (currently) becoming a food and beverage offering.

Due to its location in the check in hall, the store would need to service this clientele across extended hours, including weekends, however, depending on the offer, opening hours are flexible.

Product range:

Subject to proposal.


Site 3 Donut kiosk/ Donut pop-up store – landside; food court

Donuts. A staple item in almost every international airport. This ‘gap’ has been identified in the current airport offering, reinforced by on-going customer feedback that request it. Something that offers a product that can be transported with ease or picked up to take home on arrival.

With the Airport being the gateway to the South, these guilty pleasures are likely to end up not just in Christchurch bellies, but across the South as frequent travellers pick up a box or two for loved ones and colleagues.

Location

A premiere location has been identified that provides the best of all worlds; next to both the food court and the domestic arrivals area that also services international departing passengers. Added to this, the area is home to the seating for local, waiting meeters and greeters, so can serve both a transient and captive market.

Site

This site is flexible, being a new location, however would be approximately 16m2; measuring approximately 4m deep x 4m wide.

Whether this is a kiosk store or pop-up, the area has immediate access to power & data; while under floor there exists water and drainage that can be brought through at operator costs dependant on requirements.

Further, the site will have 360 degree visual access and strong branding opportunity.


Product range:

The product range will depend on the successful tender, however, fundamental is that this is a donut store that delivers an assortment of popular donuts that can be purchased on the run and suitable for transit onwards from the airport to a further destination. An assorted Donut offering that would appeal to a diverse market group.

o Single and boxed donuts (ease of travelling is imperative) o Combo deals or ability to mix and match o Seasonal or special occasion donuts (something different for frequent travellers). o Potentially hot cinnamon donuts (offer dependant, so not essential)

Potentially a complimentary offering, although not essential.

o Potential supplementary offerings might include: Milkshakes/thick shakes; Hot dogs; etc

The overall offering should be at a price point that makes it attractive for all demographics. This should be on the lower end of the price ladder to promote affordability and therefore be attractive to both families and travellers, including the local Christchurch meters and greeters who utilise this space and would be drawn in by a competitive offering ‘while they wait’. As the airport is home to a work force of over 6,000 employees, this type of treat, if priced accordingly, would be quite popular.


Site 4 Pop-up retail space

Located in the Domestic Airside area of the terminal, this (currently) unutilised space lies in a prime location, just after security screening on the primary utilised seating area. Once upon a time home to a Pop-up Tech to Go site (before they became its own standalone site) this location is the perfect site for a pop-up retail offering that can leverage a high volume traffic, transient area.

Due to the pop-up nature of the site, the operation and its hours are flexible, however, it is expected that this site will add value to the overall area (aesthetically) and to the customer journey (retail options and enhancing the customer journey). Hence any proposal must take into account these factors.

There is no pre-determined option for this site. As such, CIAL are open to proposals, including a fixed term or rotational pop-up display so long as the site constantly has opportunity for activity and engagement with minimum lag between change-over.


Site 5 Retail/Commercial space

Located strategically between the food court and the international departure gates and adjacent the domestic waiting area for local meters and greeters waiting for the return of loved ones from the Domestic arrivals area; this potentially high volume space is currently hidden from view.

A surprisingly vast space of 392.5m2 (20m X 18m) the area is a blank canvass, without ceiling allowing for versatile opportunities (subject to approval) that a traditional site could not allow.

The airport seeks prospective opportunities to commercialise this space with a suitable partner, whether that be the entire 392.5m2 space or part/s thereof.

Unlike the other 4 sites, CIAL will accept broader proposals for consideration in this space that enhance the customer journey and minimise CIAL investment.


2. CIAL base fit-out: Each site is quite unique in its inclusions, as identified below:

Inventory of

Lessor's Fixtures

and Fittings

Site 1

Convenience

store

Site 2

Retail space

Site 3

Donut Kiosk

Site 4

Pop-up retail

Site 5

Retail/Commercial

Concrete floor Y Y Y Y Y

Pre-laid flooring Y Y Y

Design live loading

5.0kPa/m2 Y Y Y

Unpainted

plasterboard walls Y Y N/A N/A Y

Standard Electrical

Distribution board Y Y Y Y Y

Emergency lighting

and exit signage to

open plan layout

N/A N/A Y Y Y

Communications

network

connections (data

and voice) to wall

mounted

demarcation frame

Y Y ?CR ?CR Y

Connections to

building access

control system,

MAN system, CCTV

system, FIDS

system

On request On request N/A N/A On request

Cold water supply

connection Y Y Y N/A Y

Soil drain

connection Y Y Y N/A Y


Fire sprinklers to

high level Y Y Y Y Y

Smoke detectors to

open plan layout Y Y Y Y Y

Fire call points (if

required) N/A N/A N/A N/A Y

Air conditioning

units fed from

central plant

Y Y Y Y Y


Annex C: Additional Information

ANNEX C: ADDITIONAL INFORMATION 1. ADDITIONAL INFORMATION FOR COMPLETING THE PROPOSAL SUBMISSION FORM 1.1 Respondents Profile

The Proposal must be accompanied by the following information:

a. full details of the Respondent’s experience in a business similar to that anticipated by the Concession including a list of the locations where the Respondent operates, or has operated, a similar or comparable business;

b. full details of the Respondent’s financial resources including: 1. if the Respondent is currently in business, the audited (or if not audited, certified by a

chartered accountant) statements of financial performance and financial position of the Respondent together with a statement of cash flows, being in respect of two full twelve calendar month periods ending not more than six months prior to the date of the Tender, OR alternatively;

2. if the Respondent is not presently in business, a statement of assets and liabilities certified by the Respondent and its accountant as being true and correct;

c. forecast profit and loss accounts, balance sheets and cash flows for three years from the

commencement date of the Concession (hard and soft copies);

d. details of sources of funding for both initial establishment and on-going operations, with a certificate from proposed financiers indicating their willingness to advance any funds which may be required if the Proposal is successful, and the terms of such advance;

e. written references from two disassociated persons or entities as to the Respondent’s financial and technical ability to establish and operate the Lease, together with the name, address and telephone numbers of those referees;

f. two recent photographic examples of fit outs, together with details of the location and date

of when the photograph was taken. 1.2 Rental Consideration

A primary consideration for the Concession shall be a rental, which will be the greater of: a. a turnover rent being a specified percentage of Gross Revenue in respect of sales, as more

particularly defined and set out in the Lease. Respondents are required to specify in their Proposal the percentage of Gross Revenue they propose paying as a Turnover Rent by category; and

b. the minimum monthly guaranteed rent for each month or part thereof until 30 June 2020 as specified in the Tender and from 1 July 2020, the tendered Minimum Annual Guaranteed Rent (as that term is defined in the Lease and subject to review as provided in the Lease).



1.3 Details of Fit-Out

Respondents must include with their Proposal the following information and materials in respect of their proposed fit-out of the premises which shall be subject to CIAL approval: a. Retail concepts including:

i. a description of the intended ambience/look and feel of the site; ii. concept brief to be or has been provided to Architectural designer including;

a. developed concept sketches including a scaled floor plan and front elevation showing the

proposed layout, design, décor and fit-out, including equipment and signage; sectional plans showing back of house, retail, queuing and seating;

b. details of the décor materials intended to be used for furnishings, fittings, fixtures furniture and signage;

c. a full schedule of all electrical equipment to be included in the site including

ampage/electrical draw of each electrical item; d. service assumptions – water heating, drainage, extract, cleaning methods. The purpose of

this disclosure is to ensure the Respondent has fully understood the base build an level of service amenity available within the building;

e. any proposed finishes to floors and walls must have Early Fire Hazard indices as follows:

(i) spread of flame not greater than 1; and (ii) smoke developed not greater than 3;

f. firm estimates of proposed expenditure;

g. timetable for construction and completion; and h. details of the key personnel whom will have responsibility for the delivery of the site (as

required) including Project Manager, Architect, F&B Designer, HVAC Engineer, Fire Engineer, Electrical Consultant.

In the event that a Proposal is accepted, the successful Respondent shall provide detailed drawings of the fit-out of the premises expanding on the concept sketches as set out in this section 1.3, with such drawings to be reviewed and approved by CIAL and attached to the Contract Agreement. If such drawings are not provided or approved, then CIAL shall be entitled to cancel the agreement.



1.4 Timeline and Start Date

As indicated within the scope (Appendix B); sites 1 -5, the timelines are dependent on each operation. CIAL is not seeking to roll out all Concessions at once, nor does CIAL desire to place empty sites on hold until all are available to group builds at one time.

The October – April period is usually the business period at the Airport, so where possible, 1 October 2017 should be the starting point for all deadlines to work back from.

No commercial build can interrupt airport operations and must minimise passenger disruptions, thus most fit-out must be completed after hours or in a way that minimises disruption.

All Proposals must commit to a timeline and start date for comparative purposes.

CIAL will seek a minimum monthly guaranteed rent from an agreed trade date to incentivise efficient project build and commencement.

1.5 Support and Administration Facilities

CIAL requires an indication of additional areas that the Respondent may require to support the site i.e. administration areas and storage. CIAL will be under no obligation to deliver the requested support space. The successful Respondent will enter into a separate occupational arrangement for support facilities provided by CIAL on the form nominated by CIAL.

1.6 Retail Storage

Respondents are required to advise whether additional storage space will be required over and above what can be accommodated within the site. The successful Respondent will enter into a separate occupational arrangement for the provision of storage at market rentals and conditions and will not be obligated to take on any storage space offered as a result of providing the Proposal.



2. GENERAL INFORMATION

2.1 Retail marketing contribution On behalf of tenants, CIAL manages a retail marketing fund with seasonal promotions and competitions to encourage/enhance retail spend in the terminal. All permanent retail lease holders contribute to the marketing fund. This amount is not voluntary and is overseen at the discretion of CIAL towards terminal wide retail promotions and activities. The standard marketing contribution is 4% of the MAGR.

2.2 Vending Machines

No rights to operate vending machines are implied or given in this RFP. CIAL reserves the right to install vending machines for the sale of any item in any location it chooses.

2.3 Cleaning of Domestic Airside Seating Areas

The cleaning of common areas beyond the lease line will be undertaken by CIAL. This will not include the collection and return to each facility of branded crockery/cutlery that customers may remove from the site. The cleaning service does not extend to waste generated by the site which will be a tenant responsibility (especially in the case of F&B related activities). The successful Proposal will collect and move rubbish/recycling to the CIAL waste room during approved hours (outside main trading hours) contained in suitable receptacles for each waste stream.

2.4 Inwards Goods Delivery

CIAL has established an Inwards Goods facility located on the ground floor of the integrated terminal. Limited space for inwards goods and outwards crates will be provided in this area.

2.5 CIAL Waste Room CIAL provides a central waste facility on the ground floor of the integrated terminal. This facility includes a compactor for all waste to landfill, recycling separation zones and a chilled organic waste room. All retailers are expected to comply with CIAL’s waste and recycling policy. At the time of this RFP CIAL complies with the Christchurch City Council recycling programme and accepts mixed recyclables consisting of glass, paper, cardboard and some plastics. It is a tenant responsibility to ensure that all waste and recycling movements occur outside of hours. CIAL must approve all trolleys that are used by tenants to move waste/recycling.

2.6 Waste Oils / Fats Where applicable, CIAL has made available an area to accept waste oils/fats. This is located on the ground floor of the integrated terminal. Movement of waste oils and fats must be in approved vessels. Tenants utilising this are fully responsible for organisation of collection of waste oils and fats and maintaining a safe environment for all other users of the waste collection facility.

2.7 Healthy Eating Options Where applicable, commitment to current health trends and compliance with statutory requirements. CIAL requires all its retail partners to be committed to working with it on emerging health trends. This may include but the provision of foods to cater for special dietary requirements and the labelling of foods i.e. gluten free/vegetarian/dairy free and otherwise to meet statutory requirements.



2.8 Airside Security – Food and Beverage Preparation

All Respondents applying for any RFP area that is located ‘airside’ will need to understand current Aviation Security Requirements for airside operations, including restrictions extending to operational equipment (i.e. – sharps, cooking equipment, utensils, cutlery etc.)

2.9 Other Property Development CIAL is committed to the development of its external property portfolio of over 300 hectares, as seen by the success of the Spitfire Square and Mustang Park developments. Respondents should make their own enquiries in respect of these developments.


Annex D: Form Of Contract Agreement

ANNEX D: FORM OF CONTRACT AGREEMENT


Annex E: Requirements For Contractors

ANNEX E: REQUIREMENTS FOR CONTRACTORS

REFER TO APPENDIX A: Requirements for Contractors Working at the Airport.pdf

For further information in relation to the ‘Requirements for Contractors Working at the Airport’ please log on to the following website:

www.christchurchairport.co.nz/en/doing-business/buiding-contractors-suppliers/


http://www.christchurchairport.co.nz/en/doing-business/buiding-contractors-suppliers/

Annex F – Plans

ANNEX F – PLANS

Site plans attached:

Convenience Store Opportunity – landside; International arrivals area .……….. Site 1

Retail space – Check in hall …………………………….…………..……………….…………..…… Site 2

Donut kiosk/ Donut pop-up store – landside; food court …………………..…………. Site 3

- Shown indicatively as the existing APN allowable footprint of 6m x 4m.

- The exact location (within this area) is flexible as are the dimensions.

Pop-up retail – Airside; Domestic departure/arrivals ……………………………………. Site 4

- Not shown as there are no technical specifications for this space.

- This is dependant on the proposal.

Retail/Commercial space; landside …………………………………………………….…………. Site 5
