23-314_Hotel_Asset_Management_RFP_Final.pdf

REQUEST FOR PROPOSAL (RFP)

PROFESSIONAL SERVICES

23-314-RFP HOTEL ASSET MANAGEMENT SERVICES

RFP documents are available from the Greater Orlando Aviation Authority’s Purchasing and Procurement Department e-Procurement Platform:

https://procurement.opengov.com/portal/goaa

RFP SUBMISSION DUE DATE

Sealed Electronic offers will be accepted up to 11:00 AM (local time), Tuesday, June 13, 2023, via the electronic procurement portal referenced above.

A virtual opening will be held via a GoToMeeting. Please join the Virtual Opening from your computer, tablet or smartphone.

https://meet.goto.com/460518093

United States (Toll Free): 1 866 899 4679 Access Code: 460-518-093

DIRECT ALL QUESTIONS & INQUIRES:

Through the e-procurement portal: https://procurement.opengov.com/portal/goaa

DEADLINE FOR QUESTIONS May 30, 2023, 5:00 p.m. EST https://meet.goto.com/460518093

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E-Procurement Platform

The Aviation Authority’s Purchasing Department has transitioned to a new E-Procurement Platform OpenGov, effective April 3, 2023.

New solicitations are posted with OpenGov and electronic responses will be accepted via the e-Procurement Portal.

To access new solicitations visit: https://procurement.opengov.com/portal/goaa to get started, click here to sign up. You will receive an email to activate your account.

For more information about how to register, please see OpenGov’s help file here.

Registration and Notification of Solicitations

THERE IS NO COST FOR VENDORS TO REGISTER WITH OPENGOV

Receiving Electronic Responses to Bids/Proposals

To successfully submit a response to a solicitation, Vendors are required to submit their electronic response via OpenGov - https://procurement.opengov.com/portal/goaa.

Mailed, faxed, emailed, and hand delivered submissions will not be accepted. Responses will only be accepted via OpenGov. By way of the e-Procurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

https://procurement.opengov.com/signup http://help.procurement.opengov.com/en/articles/2482165-vendor-registration https://procurement.opengov.com/signup

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Table of Contents E-Procurement Platform

Receiving Electronic Responses to Bids/Proposals

1.0 GENERAL INFORMATION

1.1 Tentative Schedule

1.2 Intent and Purpose

1.3 Objectives

1.4 Background Information

1.5 Solicitation Information

1.6 Submitting Questions and Receiving Responses

1.7 Communications; Questions Regarding Specifications or Proposal Process

1.8 Withdrawal of Proposals

1.9 Public Meetings/Public Records

1.10 Independent Consultant Status and Compliance with the Immigration Reform and Control Act

1.11 Code of Ethics and Business Conduct Policy

1.12 Waiver and/or Rejection of Irregular Request for Proposals

1.13 Exceptions to Terms and Conditions within the RFP

1.14 Lobbying Statement

1.15 Proprietary Information

2.0 SCOPE OF SERVICES

2.1 Scope of Services

2.2 Additional Services

2.3 Non-Exclusive Services

3.0 PROPOSAL REQUIREMENTS

3.1 Proposer’s Minimum Requirements

3.2 Evaluation of Proposal Award

3.3 Selection Process

3.4 Insurance Requirements

3.5 Minority and Women Business Enterprise ("MWBE") Participation Program

3.6 Good Faith Effort for MWBE Participation Program

4.0 PROPOSAL SUBMISSION REQUIREMENTS

4.1 Preparing Responses in Required Proposal Format

Tab 1 Table of Contents

Tab 2 General Company Information

Tab 3 Proposer’s Knowledge and Qualifications

Tab 4 Proposer’s Approach and Methodology

Tab 5 Additional Requirements of the Proposal

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Tab 6 Schedule of Fees

Tab 7 Financial Statements

1. Proposer’s Certification Form

2. Addendum Receipt Verification

3. Certification Regarding Prohibition against Contracting with Scrutinized

4. Conflict of Interest Disclosure Form

5. MWBE Form Letter of Intent/Affirmation

6. Current W9

No RFP Response

Exhibit 1 FORM OF PROFESSIONAL SERVICES AGREEMENT

1. Services to be Provided by Consultant

2. Compensation

3. Term and Termination

4. Warranties and Representations of Consultant

5. Member Protection: Waiver

6. Indemnification

7. Insurance

8. Compliance with Nondiscrimination Requirements

9. Title VI List of Pertinent Nondiscrimination Acts and Authorities

10. Federal Fair Labor Standards Act

11. Occupational Safety and Health Act of 1970

12. Whistle Blower Reporting Line

13. Florida Law

14. Remedies

15. Attorney’s Fees and Costs

16. Venue and Waiver of Jury Trial

17. Transfers, Assignments and Subcontracts

18. Miscellaneous Provisions

19. Entire Agreement

20. Amendment; Waiver

21. Severability

22. Time is of the Essence

23. Execution and Counterparts

24. Notices

Exhibit “A” – Scope of Services

Exhibit “B” – Schedule of Fees

Exhibit “C” - Insurance

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1.0 GENERAL INFORMATION

1.1 Tentative Schedule

Release Date May 14, 2023 Deadline for submission of questions (by 5:00 p.m. Eastern Time) May 30, 2023 Release of Addendum, if any June 6, 2023 Deadline to submit Proposals (by 11:00 a.m. Eastern Time) June 13, 2023 Evaluation by Procurement Committee July 11, 2023 Interviews, if necessary July 18, 2023 Aviation Authority Board August 16, 2023

The meetings of the Procurement Committee and Aviation Authority Board are public meetings, and meeting schedules are posted every week on the Aviation Authority website.

1.2 Intent and Purpose

a. The Greater Orlando Aviation Authority (“Aviation Authority”) is soliciting interested parties to provide hotel asset management services for the existing hotel property located at the Orlando International Airport.

b. The Agreement period, if an Agreement is awarded following the RFP process, will be for three (3) years, with two (2) additional renewal options of one (1) year each, with the initial service to commence on or about October 1, 2023.

The agreement between the successful Proposer(s) and the Aviation Authority will be non-exclusive.

1.3 Objectives

The selected Proposer shall perform, for and on behalf of Aviation Authority, hotel asset management services for their existing hotel.

1.4 Background Information

a. Orlando International Airport (MCO) is operated and managed by the Aviation Authority. It is expected that more than 54.4 million domestic and international passengers will travel through MCO during the 2022-2023 fiscal year. As of January 2023, MCO is served by 34 commercial airlines and 6 cargo carriers.

In January 2022, MCO was served by 30 commercial airlines and 7 cargo carriers.

b. The Hyatt Regency Orlando International Airport Hotel is located inside the main terminal. The hotel has 445 guestrooms, an outdoor pool, and a 24-hour fitness center. Business amenities include limo/town car service and the capability to print boarding passes in our lobby area. The hotel features a total of 42,000 square feet of meeting space, which includes the Continental Ballroom with 10,612 square feet and Regency Ballroom with 6,972 square

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1.5 Solicitation Information

a. Sealed electronic responses will be received for this solicitation through the

Greater Orlando Aviation Authority e-Procurement Portal located at https://procurement.opengov.com/portal/goaa. By way of the e-Procurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

b. Responses submitted by hard copy, e-mail, telephone or fax shall not be accepted. Responses submitted outside of the designated electronic submission portal shall be rejected as non-responsive regardless of where received.

c. The Aviation Authority shall not be responsible for delays caused by any occurrence, including a late response due to a technology issue. Late responses shall not be accepted.

d. The time/date stamp clock located in the electronic submittal portal shall serve as the official authority to determine lateness of any response.

e. Proposers shall not be allowed to modify their Reponses after the opening time and date. Responses may be examined thirty (30) days after the solicitation opening or upon recommendation for award, whichever occurs first, unless all proposals are rejected.

1.6 Submitting Questions and Receiving Responses

Proposers shall submit all inquiries regarding this RFP via the e-Procurement Portal, located at https://procurement.opengov.com/portal/goaa . Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the Aviation Authority e-Procurement Platform. Proposers may also click “Follow” on this RFP to receive an email notification when answers are posted. It is the responsibility of the Proposer to check the website for answers to inquiries.

a. If a Virtual and/or Pre-Proposal Conference is held, please see the Cover Page of this solicitation for the location, date, and time. The purpose of any Pre- Proposal Conference is to review and discuss the solicitation (and any addenda) as published. Attendance is not mandatory but is highly encouraged.

Bidders are expected to be familiar with the RFP Documents.

b. If the Purchasing Department determines that it is necessary to change the dates or times prior to the due date, the change will be announced and posted on the e-Procurement Portal.

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c. All prospective Proposers shall thoroughly examine and become familiar with the RFP package and carefully note the items which must be submitted with the RFP as detailed in Section 4, Proposal Response Submittals.

d. Submission of a Proposal shall constitute an acknowledgment that the

Proposer has read and understands the RFP Documents. The failure or neglect of a Proposer to receive or examine any RFP Document shall in no way relieve it from any obligations under its Proposal or the Contract. No claim for additional compensation will be allowed which is based upon a lack of knowledge or understanding of any of the Contract Documents or the scope of work.

1.7 Communications; Questions Regarding Specifications or Proposal Process

a. All communication and contact regarding this solicitation shall be directed via the e-Procurement Portal, https://procurement.opengov.com/portal/goaa.

b. In accordance with the Administration Policies Section 180.01 and 180.03; any communication directly or indirectly to seek to encourage any specific result in connection with an Aviation Authority selection process.

1.8 Withdrawal of Proposals

No Proposal may be withdrawn after the scheduled Proposal opening time for a period of ninety (90) days. Any Proposer withdrawing or attempting to withdraw its Proposal prior to the expiration of the 90 day period shall be obligated to reimburse the Aviation Authority for all its costs incurred in connection with such withdrawal or attempted withdrawal including, without limitation, any increased costs for procuring the goods or services from another Proposer or all costs of advertising and re-procuring the goods or services, and all attorneys’ fees, in addition to payment of Aviation Authority’s other damages. A Proposer’s submission shall be deemed the Proposer’s acknowledgment of an agreement to the provisions of this Section.

1.9 Public Meetings/Public Records

Please be aware that all meetings of the Aviation Authority’s Board are duly noticed public meetings and all documents submitted to the Aviation Authority as a part of or in connection with a Proposal will constitute public records under Florida law regardless of any person’s claim that proprietary or trade secret information is contained therein.

1.10 Independent Consultant Status and Compliance with the Immigration Reform and Control Act

Proposer is and shall remain an independent Consultant and is neither agent, employee, partner, nor joint venture of Aviation Authority. Proposer acknowledges that it is responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 located at 8 U.S.C. 1324, et seq. and regulations relating thereto, 23-314-RFP Hotel Asset Management Services Page 8 BASE REV 05/04/2023 as either may be amended from time to time. Failure to comply with the above provisions shall be considered a material breach of the Agreement.

1.11 Code of Ethics and Business Conduct Policy

The Aviation Authority has adopted a Code of Ethics and Business Conduct Policy (Section 204.01) which addresses, the obligation of the Aviation Authority’s Board members and employees to follow the Florida Statutes in reference to these issues.

This includes, but is not limited to, the obligations of the Aviation Authority’s Board members and employees with respect to having an interest in business entities, outside employment, gratuities, divulgence of information, unauthorized compensation and acceptance of gifts. Please be aware that any violation of this policy by a Proposer and/or any attempt to influence an Aviation Authority Board member or employee to violate the policy is sufficient cause for the denial of the right of the Proposer to Proposal on any Contract or sell any materials, supplies, equipment, or services to the Aviation Authority for a period of time that is determined by the Chief Executive Officer (CEO). A copy of this policy is available upon request from the Chief Administrative Officer.

1.12 Waiver and/or Rejection of Irregular Request for Proposals

The Aviation Authority reserves the right to waive informalities or irregularities in any Proposals, to reject any or all Proposals in whole or in part, with or without cause, and to accept that Proposal, if any, which in its judgment is deemed to be responsible and responsive, and in its sole discretion is deemed the most advantageous to the Aviation Authority to perform the required services after considering the evaluation criteria.

1.13 Exceptions to Terms and Conditions within the RFP

If the Proposer desires to take exception(s) to any portion of the terms and conditions of this RFP, the exception(s) must be taken during the question and answer period, and responses will be included in an Addendum. Exceptions noted within the Proposal will cause the response to be deemed non-responsive.

1.14 Lobbying Statement

All firms are hereby placed on notice the Aviation Authority Board and staff shall not be contacted about this Bid. Firms and their agents are hereby placed on notice that they are not to contact members of the Aviation Authority staff and/or Committee/Board member (with the exception of designated Purchasing Liaison).

Public meetings and public deliberations of the Selection Committee are the only acceptable forum for the discussion of merits of products/services requested by the Invitation for Bid; and written correspondence concerning Bids may be submitted to the Purchasing Department. An appropriate official or employee of the Aviation Authority may initiate communication with a Bidder in order to obtain information or clarification needed to develop a proper and accurate evaluation of the Solicitation.

Any official communication from a Bidder during the Bid process should be submitted in writing to the Greater Orlando Aviation Authority, GOAA Annex Building, Purchasing

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Department, 5855 Cargo Road, Orlando, FL 32827-4399 or to the email address as directed during the Bid process. A copy of the Administration Policies (Sections 180.01 and 180.03) are available upon request from the Chief Administrative Officer. Failure to adhere to these requirements could result in Board action to disqualify your firm from consideration of award. Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. (F.S. 287.057 (23))

1.15 Proprietary Information

a. In accordance with Chapter 119 of the Florida Statutes (Public Records Law) and except as may be provided by other applicable State and Federal Law, all Proposers should be aware that the RFP and the responses thereto are public records. However, the Proposers are requested to identify specifically any information contained in their Proposal which they believe to be exempt from disclosure, citing specifically the applicable exempting law. The Aviation Authority will consider a Proposer’s opinions regarding the applicability of Chapter 119, Florida Statutes, but shall not be obligated to concur in such opinions.

b. All information and documents received from Proposers in response to this

RFP will become the property of the Aviation Authority, will not be returned to the Proposers, and will be incorporated in the final Agreement in the event of Agreement award, with the exception of any financial information exempt from the Public Records Laws. Any work product produced as part of the Agreement will become the exclusive property of the Aviation Authority.

The remainder of this page is intentionally blank.

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2.0 SCOPE OF SERVICES

2.1 Scope of Services

The selected Proposer shall perform, for and on behalf of Aviation Authority, hotel asset management services for the existing hotel at the Orlando International Airport, which may include but not be limited to the following:

1. Monitoring and assessing the Hotel’s compliance with existing contracts, licenses, and leases (including management agreements). Monitoring, analyzing, and making recommendations concerning the Hotel’s:

a) Business Operations;

b) Financial Performance;

c) Accounting and Reporting Practices;

d) Operating, Capital Expenditure, and Other Budgets;

e) Marketing and Business Plans.

2. Conducting market analyses and monitoring market conditions to identify opportunities for the Hotel.

3. Regularly communicating with the executive staff of the Aviation Authority concerning the Hotel operations.

4. Reviewing and assisting with negotiating purchasing decisions for the Hotel.

5. Meeting with the Hotel staff by conference call or site visit as necessary to effectuate any of the foregoing.

6. Providing review(s) and update(s) as necessary, including but not limited to:

a) Written monthly analysis of the Hotel’s monthly performance report,

b) Written Quarterly report analyzing the Hotel’s overall performance including recommendations to improve performance, and

c) Written annual evaluation of the Hotel’s proposed operation and capital budget.

2.2 Additional Services

If during the contractual period additional services are needed, the selected Proposer, also referred to as Consultant may, at the option of the Aviation Authority, be engaged to perform these services. The selected Consultant, shall upon receipt of the written request from the CEO, perform such additional services based upon the hourly rates in the Professional Services Agreement. All additional work will be documented by amendment to be approved following Aviation Authority policies prior to the performance of any additional services.

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2.3 Non-Exclusive Services

This is a non-exclusive Agreement. During the term of this Agreement, and any extensions thereof, the Aviation Authority reserves the right to contract with another provider for similar services as it determines necessary in its sole discretion.

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3.0 PROPOSAL REQUIREMENTS

3.1 Proposer’s Minimum Requirements

Proposers must meet the following responsibility requirements to be considered for the award of the contract. Proposers will address each requirement specifically in their Proposal. Each Proposer must acknowledge on company letterhead and provide written documentation that their firm meets the Requirements.

a. Proposer must be registered/qualified to do business in the State of Florida.

Provide a copy of such registration/qualification to the Aviation Authority with the Proposal submission.

b. Proposer shall have a minimum of five (5) years’ experience providing services of the type described in the Scope of Services above. Proposer shall provide an affirmative statement and/or documentary proof of such experience with the Proposal submission.

c. Proposer shall affirm their willingness to execute an agreement substantially in the form attached hereto as Exhibit 1.

d. Proposer shall provide a statement certifying that they are financially stable and have the necessary resources and financial capabilities to provide the services at the level required by the Aviation Authority.

3.2 Evaluation of Proposal Award

a. For all Proposers who satisfy the Proposer’s Minimum Requirements in Section 3.1, Proposals will be evaluated using the following criteria:

EVALUATION CRITERIA

CATEGORY POINTS

Experience and Qualifications of Proposer; and Firm’s References

Knowledge and Experience of Key Individuals 20 Approach and Methodology - Ability to provide the requested services

Additional Requirements of the Proposal (Prior or Pending Convictions, Indictments, Investigations, Regulatory Investigations, Claims Information, Conflict of Interest Proof of Insurance, Meeting MWBE Participation Goal, Return of Required Proposal Forms)

Professional Fees 15

TOTAL: 100

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b. The Aviation Authority, in its sole discretion, may award the Contract to the responsible and responsive Proposer submitting the Proposal, which is deemed to be the most advantageous to the Aviation Authority, price and other factors being considered.

c. The Aviation Authority reserves the right to solicit from available sources relevant information concerning a Proposer’s past performance and may consider such information in its evaluation and selection of Proposers.

3.3 Selection Process

a. Responses to this RFP will be evaluated by the Procurement Committee (PC) based upon the Evaluation Criteria per Section 3.2 and supported by the Proposer required information per Section 4.0 Proposal Submission Requirements. The recommendation of the PC will be considered by the Aviation Authority Board for award.

b. The PC will evaluate the Proposals and may, at its discretion, invite one or more of the Proposers that appear to be the most advantageous to the Aviation Authority to perform the requested services to present/interview with the PC (Short-listed Proposers). The purpose of such an interview would be to allow Proposers to elaborate upon their Proposal before a recommendation for ranking of the Proposals is made. Interviews, along with the written Proposal will become part of the Proposer’s response to be evaluated by the PC.

c. The PC may conduct a presentation and interview session with each of the short-listed Proposers. Following presentations/interviews, or in the event PC determines that presentations/interviews are not necessary, the PC shall make a final ranking and select in order of preference, in order to make a recommendation to the Aviation Authority’s Board, the responsible, responsive, and in its sole discretion, most advantageous to the Aviation Authority to perform the requested services.

d. The Aviation Authority shall have the right, but not the obligation, to award all or any portion of the services. The extent and scope of the Services, along with the fees for such services, will be subject to final approval by the Aviation Authority.

e. The Aviation Authority intends, but is not obligated, to enter into a non-exclusive agreement with the highest ranked Proposer to perform the required Services described herein. The Aviation Authority reserves its right to award any or all of the advertised services subject to the availability of funding.

f. The Aviation Authority reserves the right to waive any informality in the RFPs, to reject any or all RFPs, and to re-advertise or elect not to proceed with the services for any reason.

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g. All recommendations and decisions regarding award of the services shall be made at open public meetings in accordance with the requirements of Florida Statute 286.011, and all interested parties are invited to attend such meetings. The meetings of the PC and Aviation Authority Board are public meetings.

h. All parties desiring information regarding the award of the Contract may visit http://Orlandoairports.net or visit https://procurement.opengov.com/portal/goaa.

3.4 Insurance Requirements

At its sole expense, Proposer shall maintain the following insurance during the term of this Contract, including any extensions or renewals and such insurance will apply to Contractor, its employees, agents, and Subcontractors.

a. Commercial General Liability and Automobile Liability.

1) Commercial General Liability insurance covering any and all claims for property damage and bodily injury (including death) and including, but not limited to premises, products and completed operations, and Contractual liability for Contractor’s covenants, with a limit of liability not less than One Million Dollars ($1,000,000) per occurrence; and

2) Automobile liability insurance covering each motor vehicle, including but not limited to owned, non-owned, or hired, used in conjunction with providing Services on Aviation Authority property resulting in property damage or bodily injury, including death with a limit of not less than One Million Dollars ($1,000,000) combined single limit per accident.

3) Additional Insured Endorsement. Such above referenced liability insurance shall name the Aviation Authority and the City of Orlando and their members (including, without limitation, members of the Aviation Authority’s Board and the City’s Council and members of the citizens’ advisory committees of each), officers, employees, and agents as additional insureds.

b. Workers’ Compensation and Employer’s Liability.

The following insurance shall apply to all Contractor’s employees who will be engaged on the Aviation Authority property in the performances of Services in this Contract: (i) workers’ compensation insurance with statutory limits in accordance with Florida law, and (ii) employer’s liability insurance policy limits not be less than $100,000 for each accident, $100,000 for disease each employee and $500,000 for disease policy limit. If the Proposer is self-insured, the Proposer shall provide proof of self-insurance and authorization to self-insure as required by applicable Florida laws and regulations. The Aviation Authority will not accept State of Florida exemptions.

http://orlandoairports.net/

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c. Professional/Errors & Omissions Liability Insurance.

Insurance covering claims, suits, and damages for losses caused by the acts, errors, or omissions by Proposer with limits not less than One Million Dollars ($1,000,000) per claim. The nature of the professional services in the scope will determine the specific type of insurance required.

d. Other Insurance Requirements. Proposer agrees to the following as it relates to all above required insurance:

1) Self-Insured Retention and Deductibles. Proposer’s insurance policies shall not be subject to a self-insured retention or deductible exceeding Ten Thousand Dollars ($10,000), if the value of the Contract is less than $1,000,000, and not be subject to a self-insured retention or deductible exceeding One Hundred Thousand Dollars ($100,000), if the Contract is $1,000,000 or more, unless approved by the Aviation Authority’s Chief Executive Officer. The above deductible limits may be exceeded if the Contractor’s insurer is required to pay claims from the first dollar at 100% of the claim value without any requirement that Proposer pay the deductible prior to its insurer’s payment of the claim.

2) Insurance policies shall be primary insurance and not contributory to any other valid insurance the Aviation Authority may possess, and that any other insurance the Aviation Authority does possess shall be considered excess insurance only.

3) Insurance shall be carried with an insurance company or companies be currently authorized to conduct insurance business in the State of Florida, and must have no less than a "B+" Financial Rating and a Financial Size Category of "Class VI" or higher according to the most current edition of AM Best Rating and said policies shall be in a form acceptable to the Aviation Authority.

4) Any liability insurance maintained by Proposer written on a claims-made form basis will maintain coverage for a period of time determined by the Aviation Authority to be appropriate to cover claims made after the Proposer has concluded its services to the Aviation Authority.

5) All insurance required for this Contract shall contain a waiver of subrogation clause, as allowed by law, in favor of the Aviation Authority and the City of Orlando.

6) A properly completed and executed Certificate of Insurance on a form provided or approved by the Aviation Authority (such as a current ACORD form) evidencing the insurance coverages required by this Section shall be furnished to the Aviation Authority upon the Notice of Intent to Award of the Contract and each renewal thereafter during the term of this Agreement and its renewal/extension. Proposer acknowledges that any acceptance of

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Certificate of Insurance by the Aviation Authority does not waive any obligations herein this Agreement.

7) The Aviation Authority is currently contracted with a third party for the management of all insurance certificates related to Aviation Authority Contracts. Contractors who enter into a Contract with the Aviation Authority will be contacted directly by the third party vendor for insurance certificates and related matters such as expired certificates. An introductory letter will be sent instructing each Contractor of the proper procedures for processing updated insurance certificates as well as any other insurance related matter that may arise over the term of the Contract. Contractors will respond as directed in the introductory letter as well as any further instructions they may receive.

8) The Contractor shall provide the Aviation Authority immediate written notice of any adverse material change to the Contractor’s required insurance coverage. For purposes of this Insurance Section, an “adverse material change” shall mean any reduction in the limits of the insurer’s liability, any reduction of any insurance coverage, or any increase in the Contractor’s self-insured retention and any non-renewal or cancellation of required insurance.

9) If any insurance coverage is canceled or reduced, Contractor shall, within forty-eight (48) hours remit to the Aviation Authority a Certificate of Insurance showing that the required insurance has been reinstated or replaced by another insurance company or companies acceptable to the Aviation Authority. If Contractor fails to obtain or have such insurance reinstated, the Aviation Authority may, if it so elects, and without waiving any other remedy it may have against Contractor, immediately terminate this Contract upon written notice to Contractor.

10) The Aviation Authority’s Chief Executive Officer shall have the right to alter the monetary limits or coverages herein specified from time to time during the term of this Contract, and Contractor shall comply with all reasonable requests of the Chief Executive Officer with respect thereto.

3.5 Minority and Women Business Enterprise ("MWBE") Participation Program

a. To encourage development and growth of MWBEs, the Aviation Authority has adopted a Non-Federally Funded Minority and Women Business Enterprise ("MWBE") Participation Program, which is available on the Aviation Authority’s website https://orlandoairports.net/airport-business/.

b. It is the policy of the Aviation Authority that MWBEs shall have the maximum opportunity to participate in the purchase of goods and services, and the Aviation Authority has established the MWBE Participation Program to implement this policy. This participation can take the form of purchasing Contracts, subcontracts, joint ventures or similar arrangements.

https://orlandoairports.net/airport-business/

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c. The Proposal will be considered non-responsive to the Request for Proposal and rejected if the Proposer fails to demonstrate, to the reasonable satisfaction of the Aviation Authority, as required by the MWBE policy, that the Proposer has met or has made a good faith effort to meet the established MWBE goal.

d. For this Contract, the Aviation Authority has established a MWBE Participation

Goal of 10%, which means that 10% of the total Contract expenditures by the Aviation Authority should be used to purchase goods or services under the Contract from MWBEs. All Proposers, including a Proposer which is an MWBE, shall comply with the MWBE requirements outlined in this Section by having MWBEs other than the Proposer, participate in the performance of the Contract services at a sufficient level to meet the participation goal.

e. Proposers are required to submit, with their Proposals, the Letter of

Intent/Affirmation information by completing the form for each MWBE Firm. Both the MWBEs and the Proposer are required to affirm the information provided by signing the Attached MWBE form prior to submittal. After the Proposals are opened, but prior to award, the Aviation Authority may request, receive, and review additional information from Proposers in order to verify the accuracy of the level of information presented by Proposers with their Proposals and the good faith effort of Proposers to reach the MWBE goal.

f. After the Proposals are opened and prior to an award of the Contract, the Aviation

Authority may request, receive and consider omitted and supplemental information from the Proposers as to the certification of Proposers, if applicable, and of any Proposal Subcontractor, supplier or joint venture in order to determine MWBE status.

g. The successful Proposer shall enter into subcontract(s)/purchase orders with the

MWBE(s) identified in the Proposer's Proposal documents which the Aviation Authority relied upon in awarding this Contract, subject only to the Aviation Authority’s right to approve all Subcontractors. The Contractual arrangements with the MWBE(s) shall incorporate such reasonable terms as are required to complete the work described therein while furthering the Aviation Authority's MWBE policy.

The successful Proposer must submit copies of the signed subcontract(s)/purchase order(s) to the office of Small Business Development for each MWBE prior to commencement of performance under this Contract. Failure to enter into the subcontract(s)/purchase order(s) with the MWBE(s) identified in the Proposer’s Proposal documents or failure to submit copies of the signed subcontract(s)/purchase order(s) may result in loss of the award to Proposer.

h. A Proposer shall not breach any of its obligations with the MWBE(s). In the event

Proposer desires to terminate or replace a MWBE, Proposer shall promptly notify the Aviation Authority of the impending termination, the reason for the termination and obtain the Aviation Authority's approval prior to proceeding with the termination. Following the termination Proposer shall replace the terminated

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MWBE with another MWBE. If the Proposer is unable to utilize another MWBE for performance of that portion of this Contract, the Proposer shall provide the Aviation Authority with documentation, in a form satisfactory to the Aviation Authority, showing that it is not possible to replace the terminated MWBE with another MWBE. The MWBE percentage for participation must not decrease below the percentage proposed during the term of the Contract.

i. The successful Proposer shall submit to the Aviation Authority a Disbursement

Form with each invoice submitted for payment, indicating the amount of money spent with each MWBE(s) since the previous invoice.

j. Failure to carry out the requirements set forth herein or the commitments made by the Proposer (e.g. failure to subcontract with and use MWBEs, to pay MWBEs as committed in the Proposal documents, the failure to promptly pay MWBE Subcontractors) shall constitute a breach by the Proposer of this Contract and may result in termination of the Contract by the Aviation Authority or such other remedy as the Aviation Authority deems appropriate. Additionally, Contractor is reminded two or more failures to satisfy the requirements set forth herein or the commitments made by Proposer may result in debarment under the Aviation Authority’s Debarment of Contractors Policy 130.04.

k. A list of currently certified MWBEs may be obtained via the internet at https://orlandoairports.net/airport-business/. The Aviation Authority will provide this information as a convenience only, and Proposers shall be solely responsible for ensuring all MWBEs are capable of performing. Certification of eligibility as an MWBE should be completed prior to submission of a Proposal. During the Proposal process, Proposers may contact the Office of Small Business Development for any questions or information concerning the MWBE Participation Program.

l. Compliance with the MWBE policy of the Aviation Authority does not relieve

Proposers of the equal employment opportunity obligations under Regulations.

3.6 Good Faith Effort for MWBE Participation Program

a. If the Proposer fails to meet the MWBE Participation Goals, the Aviation Authority will require Proposer to submit evidence of good faith efforts within two (2) business days of request; such evidence may include, but is not limited to the following:

b. Indicating the name and title of the person responsible for the Proposer’s good faith efforts to reach the participation goal;

c. Provide evidence of attendance at Pre-Proposal Conference meeting, if any, scheduled by the Aviation Authority to inform MWBE firms of subcontracting opportunities under a given Contract;

d. Provide a list of MWBE firms contacted;

https://orlandoairports.net/airport-business/

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e. Provide copies of written correspondence to MWBE firms that their Proposal is being solicited, as well as certified return receipts to prove receipt or the reason for non-delivery;

f. Provide evidence of information provided to the MWBE firms about the specific work the Contractor intends to subcontract;

g. Provide evidence of information provided to MWBE firms on bonding and insurance requirements;

h. Provide copies of advertisements in general circulation media, trade association publications, and minority focus media advertising for MWBE firms interested in subcontracting;

i. Provide evidence that Proposer provided interested MWBE firms with assistance in reviewing the Contract plans, specifications, and the terms and conditions of the general Contract, subcontract and addenda;

j. Providing evidence that the Proposer provided MWBE firms prompt notice of addenda affecting specific trade Contractors;

k. Provide evidence that Proposer made follow-up inquiries after initial solicitations of interest from MWBE firms. Proposer shall maintain documentation of the date, time, and name of individuals contacted. A telephone log is acceptable documentation of this activity;

l. Provide a list of quotes submitted by MWBE firms;

m. Provide documentation as to why MWBE firms were not utilized;

n. In those instances where a majority Subcontractor is selected for a scope of work for which MWBE Proposals were submitted, the Proposer shall submit records of all quotations received from MWBE firms and from the selected majority Subcontractor, and provide an explanation of the reasons why the MWBE firms will not be used during the course of the Contract. Receipt of a lower price quotation from a non MWBE firm prior to or at the time of Proposal Opening will not in itself excuse a Proposer’s failure to meet participation goals. It is incumbent upon the Proposer to demonstrate that MWBE firms were not rejected as unqualified without a thorough and documented investigation of their capabilities and capacity.

o. Additional information on meeting good faith efforts can be found by going to https://orlandoairports.net/airport-business.

https://orlandoairports.net/airport-business

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4.0 PROPOSAL SUBMISSION REQUIREMENTS

Proposers interested in providing the services shall submit their responses via the Aviation Authority’s e-Procurement Platform system with OpenGov. Once Proposers register with OpenGov, Vendors will submit their response securely before the solicitation deadline using the following link:

By clicking the PARTICIPATE BUTTON under the solicitation. Responses submitted on the e-Procurement Platform with OpenGov, the response will remain locked and inaccessible by the Aviation Authority’s Purchasing Staff until the solicitation deadline.

4.1 Preparing Responses in Required Proposal Format

1. The Proposal requirements in this section are not to limit the creativity in the presentation of a Proposal, but rather to list the elements of a Proposal response that the Aviation Authority deems most important to its evaluation process.

2. It is the Proposer’s responsibility to incorporate all pertinent information effectively, to communicate the Proposer’s concept, and meet the requirements listed in Section 3.1 Proposer’s Minimum Requirements and Section 3.2 Evaluation of Proposal Award. The Proposer should prepare its proposal simply and economically, providing a straightforward, concise description of the Proposer's capability to satisfy the conditions and requirements of this competitive solicitation.

Tab 1 Table of Contents

Please insert a table of contents and a set of tabs to identify each sections of the Proposal to facilitate quick reference.

Tab 2 General Company Information

A. Provide the name of Proposer's company (including the name of any parent company), Include:

1. Contact name and complete contact information of individual responsible for account (“Lead Individual”).

2. Type of organization (corporation, sole proprietor, partnership, other).

3. Federal employer identification number.

B. Cover Letter

A brief narrative description of the firm’s expertise, experience and resources directly relevant and available for the proposed project.

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1. Proposer must certify in writing with its Proposal that Proposer is registered/qualified to do business in the State of Florida. Include a copy of such registration/qualification to the Aviation Authority with the Proposal submission.

2. Proposer shall affirm their willingness to execute an agreement substantially in the form attached hereto as Exhibit 1.

Tab 3 Proposer’s Knowledge and Qualifications

Proposer shall demonstrate the specialized experience and technical competence of the firms.

A. Experience and Qualifications

1. Describe recent services provided by Proposer’s firm and proposed subconsultants to illustrate the firm’s ability to perform the requirements of this Contract.

2. Provide detailed narrative using three (3) recent examples/[reports?] of hotel based asset management experience.

3. Provide a list of similar projects/contracts provided in the past five (5) years with airports or other entities.

B. References

Proposers’ references should demonstrate that the Proposer and the key individuals have the experience required, and reasonably has the reputation to perform the Scope of Services. References shall be able to validate the Proposer’s capabilities and experience. It is the Proposer’s responsibility to provide references and information that most closely demonstrates their experience with organizations (airports, counties, municipalities, or universities) of similar size, complexity, and risk exposure as the Aviation Authority.

1. Provide a minimum of three, but no more than five, references of airports and/or governmental entity clients. Proposer shall provide the following information for each reference:

a. Organization’s Name

b. Address

c. Contact person

d. Telephone number and email address of contact person

e. Brief Description of Project

f. Proposer’s Role and Identify the Lead Individual

g. Date of Services/Status (current or past client)

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2. The Proposer authorizes the Aviation Authority, its staff or consultants to contact any of the references provided in the response and specifically authorizes such references to release either orally or in writing, any appropriate data with respect to the Proposer and its Engagement Team members.

C. Engagement Team and Lead Individual

Proposer shall demonstrate the specialized experience and technical competence of the key individuals and support staff who will provide the requested services, including but not limited to the proposed project manager, major subconsultants, and key staff in each firm. Knowledge, recent experience and expertise of these key individuals with projects of similar type and complexity will be a material consideration.

1. Identify the Lead Individual, highlighting their qualifications and experience. Include the length of time and number of projects, the Proposer has with the proposed Lead Individual.

2. Provide the names, qualifications, and experience of the engagement team, (key employees, consultants, and sub-consultants) to be assigned to the project. Include the length of time and number of projects the Proposer and the Lead Individual has with the proposed team.

3. Provide resumes of Engagement Team to be assigned to the project.

4. Include an organizational chart proposed for this project clearly showing the reporting relationship between individual team members, especially those in positions of oversight and quality assurance.

NOTE: If the Proposer is a joint venture or partnership, which is not currently in existence, the requested documentation listed shall be submitted from each entity of the proposed joint venture or partnership.

Tab 4 Proposer’s Approach and Methodology

A. Provide documentation that demonstrates the Proposer’s experience with

Capital Management Projects, and include two examples of a report that reflects this. Label as Example 1a and Example 1b.

B. Provide two examples of hotel re-branding project for which the Proposer and the Engagement Team has assisted with, and their role. Example 2.

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C. Provide two (2) examples of two different types of Solicitations that have been previously drafted by the Proposer and an example of a contract negotiated by the Proposer. Label as Example 3a and 3b.

D. Provide evidence the Proposer and Proposed Engagement Team is familiar with the requirements of Property Improvement Plans (a document detailing the property upgrades and replacement) promulgated by leading hotel chains.

E. Include any type of hotel capital projects and operation and maintenance budget developments that the Engagement Team has assisted with, and their role.

F. Include two (2) sample reports that can assist the hotel Owner with management of the hotel property.

G. Transition Plan

Proposer shall submit a detailed transition plan with its RFP. This plan shall describe in detail the process that would be followed to implement the services to be provided pursuant to the Scope of Services. This plan shall also include time frames and information that would be required for such services to be fully operational and include a sample timeline (with an explanation of how this timeline would be used in the transition process.)

Tab 5 Additional Requirements of the Proposal

A. Prior or Pending Convictions, Indictments, Investigations, Regulatory

Investigations

The Proposer shall provide a description of all prior or pending convictions, indictments, investigations, and regulatory investigations, either civil or criminal that relate to the services listed in Section 2.0 Scope of Services, in which Proposer or its affiliates, subsidiaries, parent company, directors, senior officers, senior regional officers, the Lead Individual, or Engagement Team members have been involved with in the last five (5) years immediately preceding the date of Proposer’s response to this RFP. Or provide an affirmative statement that there are none.

B. Claims Information

Disclose all lawsuits, arbitrations and claims filed or raised by or against the Proposer over the last five (5) years, specifically identifying the project involved, the parties involved, the nature of the claim(s), amount at issue, disposition or status and litigation, case style, number, and jurisdiction.

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C. Conflicts of Interest

Describe any conflicts of interest with the Aviation Authority that the Proposer’s firm has or may have and how that conflict of interest would be mitigated, or provide an affirmative statement that there are none.

the above requested documentation shall be submitted from each entity of the proposed

D. Proof of Insurance

The submittal shall contain proof of insurability issued by a company currently authorized to do business in the State of Florida and with an A.M.

Best Company rating of at least B+ and a Financial Size…