Dbe program – 49 cfr part 23

Public Participation

• 
  The goal setting process used by recipients to establish their annual overall goal submitted to the operating administrations for approval must include “consultation with minority, women’s and general contractor groups, community organizations, and other officials or organizations” which could be expected to have information concerning the availability of ACDBEs and non-ACDBEs.  This consultation process is also intended to gather information concerning the effects of discrimination on opportunities for ACDBEs, if present - and establishing a level playing field for the participation of ACDBEs.
  
• 
  By definition, the process of consultation involves a scheduled face-to-face conference or meeting of some kind with individuals or groups of interested persons for the purpose of developing and/or assessing a proposed goal and methodology and seeking information or advice before a decision is made.
  
• 
  Recipients should identify groups within their market that are likely to have information relevant to the goal setting process or that have a stake in the outcome of the process.  Those groups should be contacted and invited to participate in a face-to-face exchange (which may occur at a public meeting) aimed at obtaining the kind of information set out in the regulation regarding establishing the overall ACDBE goal.  Efforts should be made to engage in a dialogue with as many interested stakeholders as possible.  An advisory committee may be one method of consultation (but not the exclusive method, since this could lead to a recipient talking only to the same people all the time).  A description of the consultation process and its purpose should be provided to all invitees.
  
• 
  The consultation is expected to occur before the proposed goal is established and prior to publication of the proposed overall goal for inspection and comment by the general public.
  
• 
  The consultation process must be documented in the recipient’s annual goal submission.
  

The [Recipient] will meet the maximum feasible portion of its overall goal by using race-neutral means of facilitating ACDBE participation. The [Recipient] uses the following race-neutral measures. [List the things that you actually do – some examples are below as stated in 23.25]

1. 
   Locating and identifying ACDBEs and other small businesses who may be interested in participating as concessionaires under 49 CFR Part 23;
   
2. 
   Notifying ACDBEs of concession opportunities and encouraging them to compete, when appropriate;
   
3. 
   When practical, structuring concession activities so as to encourage and facilitate the participation of ACDBEs;
   
4. 
   Providing technical assistance to ACDBEs in overcoming limitations, such as inability to obtain bonding or financing;
   
5. 
   Ensuring that competitors for concession opportunities are informed during pre-solicitation meetings about how the sponsor’s ACDBE program will affect the procurement process;
   
6. 
   Providing information concerning the availability of ACDBE firms to competitors to assist them in obtaining ACDBE participation; and
   
7. 
   Establishing a business development program (see 49 CFR Part 26.35); technical assistance program or taking other steps to foster ACDBE participation in concessions.
   

We estimate that, in meeting our overall goal of ___%, we will obtain __% from race-neutral participation and __% through race-conscious measures.

1. 
   The extent that you’ve exceeded your ACDBE goals in the past – show the numbers;
   
2. 
   ACDBE participation on concession leases that did not have ACDBE requirements;
   
3. 
   Data from private sector MBE/WBE participation;
   
4. 
   ACDBE participation in local programs in which there are no ACDBE concession specific goals;
   
5. 
   Extent of your race-neutral business assistance efforts;
   
6. 
   Information you obtained through consultation with stakeholders;
   
7. 
   ACDBE participation on other city or county concession activity; and
   
8. 
   Other Airport Concessions: If there is an airport that shares your market area and has had similar concession opportunities, then consider what that airport’s ACDBE race neutral and race-conscious participation was on the similar concession
   

If we project that race-neutral measures, standing alone, are not sufficient to meet an overall goal, we will use the following race-conscious measures to meet the overall goal: [List the measures you will use (examples as stated in 23.25(e)).]

1. 
   We will establish concession-specific goals for particular concession opportunities.
   
2. 
   We will negotiate with potential concessionaires to include ACDBE participation through direct ownership arrangements or measures, in the operation of the concession.
   
3. 
   With prior FAA approval, we will use other methods that take a competitor’s ability to provide ACDBE participation into account in awarding a concession. [Explain the methods that will be used.]
   

In order to ensure that our ACDBE program will be narrowly tailored to overcome the effects of discrimination, if we use concession specific goals we will adjust the estimated breakout of race-neutral and race-conscious participation as needed to reflect actual ACDBE participation (see 26.51(f)) and we will track and report race-neutral and race conscious participation separately. For reporting purposes, race-neutral ACDBE participation includes, but is not necessarily limited to, the following: ACDBE participation through a prime contract that an ACDBE obtains through customary competitive procurement procedures; ACDBE participation through a subcontract on a prime contract that does not carry ACDBE goal; ACDBE participation on a prime contract exceeding a concession specific goal; and ACDBE participation through a subcontract from a prime contractor that did not consider a firm’s ACDBE status in making the award.

Attachment 6

(Signature) Title

FORM 2: LETTER OF INTENT

Name of bidder/offeror’s firm: _________________________________________

Address: __________________________________________________________
City: _______________________________________ State: _______ Zip: ______

Name of ACDBE firm: __________________________________________________

Address: ___________________________________________________________
City: __________________________________________State: _______ Zip: _____
Telephone: _____________________________
Description of work to be performed by ACDBE firm:
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
The bidder/offeror is committed to utilizing the above-named ACDBE firm for the work described above. The estimated dollar value of this work is $ ___________.
Affirmation
The above-named ACDBE firm affirms that it will perform the portion of the contract for the estimated dollar value as stated above.
By __________________________________________________________

(Signature) (Title)

If the bidder/offeror does not receive award of the prime contract, any and all representations in this Letter of Intent and Affirmation shall be null and void.
(Submit this page for each ACDBE subcontractor.)
Attachment 7
ACDBE Certification Application Form
[Reference the website where the ACDBE form can be found.]

Attachment 8

Procedures for Removal of ACDBEs Eligibility
[The Recipient’s procedures for the removal of an ACDBEs eligibility.]

Attachment 9
State’s UCP Agreement

Attachment 10

Regulations: 49 CFR Part 23

[We recommend that you attach a copy of the regulations to your program for public dissemination. It is not necessary to provide a copy of the regulations to the FAA when you are submitting this document for approval.]

Attachment 11
Goals and Elements for Privately-Owned or Leased Terminal Buildings

1 23.25(e)(1)(iv) The administrative procedures applicable to contract goals in part 26, § 26.51-53, apply with respect to concession-specific goals. [A bidder/offeror must, in order to be responsible and/or responsive, make good faith efforts to meet the goal. The bidder can meet this requirement in either of two ways. First, the bidder can meet the goal, documenting commitments for participation by ACDBE firms sufficient for this purpose. Second, even if it doesn't meet the goal, the bidder can document adequate good faith efforts. This means that the bidder must show that it took all necessary and reasonable steps to achieve an ACDBE goal or other requirement of this part which, by their scope, intensity, and appropriateness to the objective, could reasonably be expected to obtain sufficient ACDBE participation, even if it were not fully successful.]

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