23-339_Hotel_Development_Final.pdf

REQUEST FOR PROPOSAL (RFP)

PROFESSIONAL SERVICES

23-339-RFP HOTEL DEVELOPMENT CONSULTANT 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 a.m. (local time), Tuesday, July 18, 2023, via the electronic procurement portal referenced above. A Virtual Opening will be held via a GoToMeeting: https://meet.goto.com/831572157

1 866 899 4679 Access code 831-572-157

DIRECT ALL QUESTIONS & INQUIRES:

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

DEADLINE FOR QUESTIONS: July 5, 2023, 5:00 p.m. (local time) https://meet.goto.com/831572157

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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 Background Information

1.3 Intent and Purpose

1.4 Tasks/Objectives

1.5 Deliverables

1.6 Solicitation Information

1.7 Submitting Questions and Receiving Responses

1.8 Communications; Questions Regarding Specifications or Proposal Process

1.9 Withdrawal of Proposals

1.10 Public Meetings/Public Records

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

1.12 Code of Ethics and Business Conduct Policy

1.13 Waiver and/or Rejection of Irregular Request for Proposals

1.14 Exceptions to Terms and Conditions within the RFP

1.15 Lobbying Statement

1.16 Proprietary Information

2.0 SCOPE OF SERVICES

2.1 Overview

2.2 Market Demand Analysis

2.3 Project Feasibility Study

2.4 Financial Projections

2.5 Schedule of Fees for Phase One

2.6 Phases Two and Three, if required

2.7 Additional Services

2.8 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 Participation Program

4.0 PROPOSAL SUBMISSION REQUIREMENTS

4.1 Preparing Responses in Required Proposal Format

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Tab 1 Table of Contents

Tab 2 General Company Information

Tab 3 Proposer’s Experience and Qualifications

Tab 4 Knowledge and Experience of Key Individuals and Team

Tab 5 Approach and Methodology

Tab 6 Additional Requirements of the Proposal

Tab 7 Schedule of Fees

1. Proposer’s Certification Form

2. Addendum Receipt Verification

3. Certification Regarding Prohibition against Contracting with Scrutinized

4. Conflict of Interest Disclosure Form

5. 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

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Exhibit “A” – Scope of Services

Exhibit “B” – Schedule of Fees

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1.0 GENERAL INFORMATION

1.1 Tentative Schedule

Release Date June 18, 2023 Deadline for submission of questions (by 5:00 p.m. Eastern Time) July 5, 2023 Release of Addendum, if any July 11, 2023 Deadline to submit Proposals (by 11:00 a.m. Eastern Time) July 18, 2023 Evaluation by Procurement Committee* August 15, 2023 Interviews, if necessary* August 22, 2023 Aviation Authority Board* September 20, 2023

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

1.2 Background Information

a. Orlando International Airport (MCO) is managed by the Greater Orlando Aviation Authority (Aviation Authority) – a public agency governed by a seven-member board that includes the Mayor of the City of Orlando, the Mayor of Orange County and five other members appointed by the Governor of the State of Florida. Airport operations are led by Chief Executive Officer Kevin J.

Thibault, who is appointed by the Aviation Authority and manages a staff of nearly 800 full-time employees.

b. 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. Beginning in the fall of 2023, MCO will be served by intercity rail provided by Brightline with service to West Palm Beach, Fort Lauderdale, and Miami, Florida.

c. The Hyatt Regency Orlando International Airport Hotel is located inside the Terminal A and B and is owned by the Aviation Authority and operated by the Hyatt Corporation pursuant to a Hotel Management Agreement which expires on September 30, 2035 (the “Existing Hotel”). The Existing 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 feet. The hotel also has two restaurants, McCoy’s Restaurant and Sushi on the lobby level, which includes a Lobby Bar, and Hemisphere Restaurant on the 9th floor.

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1.3 Intent and Purpose

There are potentially Three Phases for this project. Phases Two and Three shall be dependent on the results of Phase One. This RFP addresses Phase One and provides highlights of Phases Two and Three.

a. The Greater Orlando Aviation Authority (the “Aviation Authority”) is soliciting

Proposals from interested parties to perform a feasibility analysis and marketing study for the purpose to assist the Aviation Authority in marketing and development of a second hotel at MCO within the Terminal C Complex.

b. Consultant Services will include an assessment as to whether the Aviation Authority possesses the current consumer demand for a second a lodging property, which is financially sustainable for the Aviation Authority.

c. The Agreement, if awarded following the RFP process, will be performed in phases, with Phase 1 to commence on or about November 1, 2023.

1.4 Tasks/Objectives

a. Market Demand Analysis

b. Hospitality Feasibility Study

c. Facility Recommendation

d. Financial Projections

1.5 Deliverables

a. Project Management Plan within 30 days of Notice to Proceed

b. Monthly invoices, monthly progress reports

c. Project schedule (Gantt Chart) updated as needed.

d. The Consultant will prepare a detailed plan, in the form of a technical memorandum, of short, medium and long-range tasks and recommendations for each task: Market Demand Analysis, Hospitality Feasibility Study, Facility Recommendation, and Financial Projection.

e. Provide Stand-alone Executive Summary of the final study that captures the major concepts and recommendations of the plan – one electronic format. The executive summary must be in an editable format.

f. Final Report that includes the executive summary, technical memorandum, maps, and appendices that address the scope of work. At least three hard copies, but not to exceed ten, and one electronic format. If necessary and

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g. Using the previous work studies completed for Phase One, the Consultant will develop a clear action plan for Phases Two and Three, if requested by the Aviation Authority. The strategy will include steps and associated actions, required partners and stakeholders, timelines, and potential funding components. The consultant will present the draft strategy to the Executive Staff (CEO/CFO) for feedback.

h. After receiving feedback from the CEO/CFO, the consultant will revise the draft strategy as needed, and submit a final feasibility/marketing study, in addition to presentation materials.

1.6 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. Any delay due to a result of a technology issue is still considered late and 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.

1.7 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.

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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. Questions will be answered through the e-Procurement Portal.

c. 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.

d. 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.

e. 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.

1.8 Communications; Questions Regarding Specifications or Proposal Process

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

1.9 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.

1.10 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.

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1.11 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, 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.

1.12 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.

1.13 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.

1.14 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.

1.15 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).

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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 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))

1.16 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 an 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.

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2.0 SCOPE OF SERVICES

2.1 Overview

a. This RFP addresses Phase One and any additional phases may be added to the contract by amendment as additional work pursuant to Section 2.7.

b. The study should address the current and projected market demand for the number of rooms, type and duration of hotel stays in the study area; a competitiveness analysis and assessment on what a hotel facility must do to reach a breakeven point; and an economic feasibility analysis and proforma for a potential hotel, complete with projections through Year 5.

c. Phases 2 and 3 are set forth as an approximation of the phases and a more definitive scope will be provided if the project progresses. Construction oversight and construction closeout may be included as additional work.

d. It is critical that in all stages of the Scope of Work the Existing Hotel is included in the analysis and work product.

2.2 Market Demand Analysis

Provide Market Demand Analysis that focuses on the current and future lodging demand within the market area.

a. Determine current and potential future lodging and hospitality demand in the market area.

b. Review competitive facilities in the immediate region and surrounding area of

MCO.

c. Conduct room inventory and meeting space analysis.

d. Analyze present marketing position strategies and provide recommendations for underserved markets and/or opportunities that can be targeted with a new full-service hotel.

e. Identify and determine current community needs and evaluate the economic opportunity for the Aviation Authority.

f. Conduct demand analysis.

2.3 Project Feasibility Study

a. Provide Project Feasibility Study that assesses the viability of hospitality product at MCO, identifies market constraints, estimates capital investment required and the expected revenue needed to attract investors, considering the appropriate delivery method, including, but not limited to Request for

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Proposals, or public-private-partnership, all as directed by the Aviation Authority and in accordance with Florida law.

b. The Study should identify the number and mix of guest rooms; room configuration; food and beverage concept; meeting space requirements; brand affiliation; and other facilities and amenities as appropriate for MCO to include the existing hotel.

2.4 Financial Projections

Provide financial projections and breakeven assessment(s) for up to five years, with financial pro forma(s) that will be used in the Aviation Authority financing documents or be provided to lending institutions, management companies franchises, and potential hotel developers.

2.5 Schedule of Fees for Phase One

Proposer shall furnish all labor and resources to provide the services detailed in this RFP. Provide a detailed total cost proposal, including travel expenses, and “not to exceed” amount for the work described in scope of work; a rate schedule for computing any additional work not specified in the contracted scope of work. Any costs to obtain specialized reports, such as Smith Travel Research, or to conduct surveys, shall be done at the at the Proposer’s expense.

2.6 Phases Two and Three, if required

a. Phase Two

1) Optimal Site Selection

Determine site location and provide a preferred ranking of the determined locations for a full-service hotel adjacent to MCO’s Terminal C Complex based on:

a) Relationship to commercial core and other amenities;

b) Current land uses in the vicinity; and

c) Advantages/disadvantages of the site.

2) Design/Concept/Brand

a) Hotel Financing Analysis

b) Evaluate project options and provide cost analysis.

3) Pre-Construction

Develop Project Delivery Strategies

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b. Phase Three Determine Solicitation Process

1) Determine Type of Solicitation

Analyze the most advantageous type of solicitation and delivery method.

2) Develop Bid Packages

Develop bid packages to establish the categories of work into separate contracts. This may include assisting in the development of a design criteria package.

3) Develop Contractor and Supplier Interest

Identify a strategy to encourage potential contractors and suppliers and to bid on the project to insure a competitive bidding environment.

2.7 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 and scope from the CEO, provide a not-to-exceed estimate of hours, fees, and costs to complete the scope for approval by the Aviation Authority. Upon approval of the scope of services by the Aviation Authority by amendment to the Agreement, the Consultant shall then perform such additional services based upon the hourly rates in the Agreement and within the not-to-exceed amounts approved in the amendment.

The above is subject to Aviation Authority policies in effect at the time of amendment.

2.8 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 minimum 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

c. Proposers must provide the most recent audited annual financial statements for the last two years in order to evaluate the Proposer’s ability to perform these Services. If audited annual financial statements are not available, provide balance sheets, income statements, and cash flow statements for the last two years.

This financial documentation shall be uploaded as a separate attachment via the e-procurement platform and be clearly labeled as follows: "Confidential Financial Records Submitted under Seal and Exempt from Florida Public Records Disclosure.” (Reference Florida Statutes Section 119.071(1)(c) for exemption on financial records.)

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

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; Successful Completion of Similar Projects and References

Knowledge and Experience of Key Individuals and Team; 20 Approach and Methodology 20

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Additional Requirements of the Proposal (Prior or Pending Convictions, Indictments, Investigations, Regulatory Investigations, Conflict of Interest, Proof of Insurance, MWBE Action Plan and Recommend Participation Level, Return of Required Proposal Forms)

Professional Fees 20

TOTAL: 100

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.

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

23-339-RFP Hotel Development Consultant Services Page 17 BASE REV 06/08/2023 described herein. The Aviation Authority reserves its right to award any or all of the advertised services subject to the availability of funding.

e. 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.

f. 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.

g. 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, the Proposer shall maintain the following insurance during the term of this Agreement, including any extensions or renewals and such insurance will apply to Proposer, its employees, agents, and subcontractors.

a. 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 Proposer’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 Authority property resulting in property damage or bodily injury, including death with a limit of not less than Three Hundred Thousand Dollars ($300,000) combined single limit per accident.

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

c. Workers’ Compensation and Employer’s Liability. The following insurance shall apply to all Proposer’s employees who will be engaged on Authority property in the performances of Services in this Agreement: (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 http://orlandoairports.net/

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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.

d. Professional Services / Errors & Omissions Liability Insurance. Insurance covering Proposer for claims, losses and expenses resulting from wrongful acts or omissions committed in the performance of, or failure to perform, all Services under this Agreement with limits not less than One Million Dollars ($1,000,000) per claim.

e. 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 $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 $100,000, if the Contract is $1,000,000 or more, unless approved by the Authority’s Chief Executive Officer. The above deductible limits may be exceeded if the Proposer’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 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 with a financial stability rating by A.M. Best of B+ VI or better 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 two (2) years 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 contract or prior to any start of services, whichever comes first, and each renewal thereafter during the term of this Agreement and its renewal/extension. Proposer acknowledges that any acceptance of Certificate of Insurance by Aviation Authority does not waive any obligations herein this Agreement.

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7) The Aviation Authority is currently contracted with a third party for the management of all insurance certificates related to Aviation Authority Contracts. Proposers 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 Proposer 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. Proposers will respond as directed in the introductory letter as well as any further instructions they may receive.

8) The Proposer shall provide the Aviation Authority immediate written notice of any adverse material change to the Proposer’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 Proposer’s self-insured retention and any non-renewal or cancellation of required insurance.

9) If any insurance coverage is canceled or reduced, Proposer shall, within forty-eight (48) hours remit to Aviation Authority a Certificate of Insurance showing that the required insurance has been reinstated or replaced by another insurance company or companies acceptable to Aviation Authority.

If Proposer fails to obtain or have such insurance reinstated, Aviation Authority may, if it so elects, and without waiving any other remedy it may have against Proposer, immediately terminate this Contract upon written notice to Proposer.

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 Proposer shall comply with all reasonable requests of the Chief Executive Officer with respect thereto.

3.5 Minority and Women Business Enterprise Participation Program

a. The Aviation Authority is seeking a detailed MWBE Action Plan that the Proposer will commit to implementing in order to maximize MWBE participation and development in a robust, meaningful matter, reduce barriers of entry for MWBEs, and promote development of MWBEs. This MWBE action plan may be a material factor in the shortlisting evaluation process.

b. All Proposers are hereby notified that they must comply with the Minority and Women Business Enterprise (MWBE) participation requirements for this Contract, as set forth herein and as referenced in the Aviation Authority's MWBE Participation Program. The Policies, Forms and certified MWBE Directory are available on-line at the Aviation Authority’s web site:

http://www.orlandoairports.net/small_business http://www.orlandoairports.net/small_business

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c. The Aviation Authority’s MWBE participation program goal is 17% for Goods and

Services. For this RFP the Proposer will propose the level of MWBE participation.

d. The MWBE Action Plan shall at a minimum address the following factors relevant to maximizing MWBE participation on the Project:

1) Key Personnel: Name, title and contact information of the person responsible for the management of the small business program plan.

2) Outreach: How many and what type of outreach efforts will the proposer have throughout the life of the contract to ensure they have a pool of qualified and certified small business to utilize in the event they have to notify the small business community organizations about contracting and subcontracting opportunities.

3) Growth/Development: Provide a narrative for each proposed small business where you clearly state the plan to grow and develop the small business. Identify the matrix used to track achievement.

4) Identify Opportunities: Identify opportunities for small businesses based on current or revised contract scope.

5) Bond and Insurance: How the proposer plans to assist the small business in securing Bond or Insurance.

6) Prompt Payment: Describe the invoice/payment process to ensure that the small business is paid within a reasonable time after submitting an invoice.

7) Change Orders/Amendments: Affirm that all change orders and contract amendments are fully executed before starting the work.

8) Apprenticeship, mentorship or other training programs: Please describe successful programs you have implemented and provide information about programs to which you will commit on this Project.

e. Questions concerning the MWBE Program can be addressed to the Aviation

Authority's Office of Small Business Development, Greater Orlando Aviation Authority, Orlando International Airport, 5850-B Cargo Road, Orlando, FL 32827;

or contact Orlando Santiago at OSantiago@goaa.org.

f. Proposers shall be solely responsible for confirming MWBE subcontractors' experience, capacity, certification and any other information related to the Proposal.

mailto:OSantiago@goaa.org

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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 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 section 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

Provide a brief narrative description of the firm’s expertise, experience, history, and the resources directly 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/application to the Aviation Authority with the

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

C. Financial Statements

1. 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.

2. Proposers must provide the most recent audited annual financial statements for the last two years in order to evaluate the Proposer’s ability to perform these Services. If audited annual financial statements are not available, provide balance sheets, income statements, and cash flow statements for the last two years.

3. Proposer shall attach financial records as a separate attachment via the e-procurement platform and be clearly labeled as follows:

"Confidential Financial Records Submitted under Seal and Exempt from Florida Public Records Disclosure.” (Reference Florida Statutes Section 119.071(1)(c) for exemption on financial records.)

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

Tab 3 Proposer’s Experience 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. Include brief descriptions of two successful projects dealing with preparation of both a market demand analysis study and a feasibility study.

2. Provide copies of three examples of work products that most closely match the project desired in this RFP and are similar in size and scope to the Project within the past five years.

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

4. Provide one (1) example of work product in the past five (5) years which details experience with Phases 2 and 3 as set forth above.

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)

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.

3. Proposer bears full responsibility for naming references which will respond to the Aviation Authority’s reference checks. If the Proposer’s references do not respond to the Aviation Authority’s reference checks, the Proposer’s evaluation will be adversely affected by non-responsive references.

Tab 4 Knowledge and Experience of Key Individuals and Team

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, 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.

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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 had with the proposed team.

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

4. Proposed organization chart for the Project that identifies the proposed client management team and any proposed subcontractors or subconsultants. Identify by name and title: the primary staff person who will oversee the Aviation Authority’s account; Key Personnel; and other individuals who will support the Aviation Authority’s account. Explain how the firm’s management and primary staff person will direct and supervise the team.

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

Tab 5 Approach and Methodology

A. Project Work Plan

1. Provide a concise but detailed description of the Proposer’s understanding of the project, detailed work approach and methodology. Include how the Proposer’s team will address specific and unique aspects of this project.

2. Describe the approach, means, methods, and procedures to be used to gather the data, analyze findings, and develop recommendations as requested.

3. Provide a detailed breakdown and description of the specific steps, services, and study products that will be provided. Describe how the final product will be structured and presented upon completion.

4. Describe any conditions, constraints, or problems that are unique to the scope of work that may adversely affect either the cost or work progress.

5. If your firm is subcontracting portions of this work, please indicate the firm with which you will be partnering along with the name, address, 23-339-RFP Hotel Development Consultant Services Page 25 BASE REV 06/08/2023 phone number, and email address of the contact person. Indicate the task that will be subcontracted and how the subcontract work will be managed and checked for quality control.

B. Project Schedule

The Aviation Authority desires the study to be completed within six (6) months to twelve (12) months after execution of contract, with Proposer agreeing to make presentations before designated audiences.

1. Propose a timeline for completion of for each task listed, including expected start date, milestones and target completion date.

a) Market Demand Analysis

b) Hospitality Feasibility Study

c)…