24-135-IFB_Holiday_Decorations_Final.pdf

INVITATION FOR BIDS (IFB)

23-135-IFB

Holiday Decorations

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

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

Search under Projects for: Holiday Decorations

The Aviation Authority’s Procurement Department has transitioned to a E-Procurement

Platform, OpenGov. Solicitations are posted and electronic responses will be accepted via the e-Procurement Platform.

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 our help file here.

Registration and Notification of Solicitations

THERE IS NO COST FOR VENDORS TO REGISTER WITH OpenGov

Receiving Electronic Responses to Solicitations

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

24-135-IFB Holiday Decorations BASE REV 12/14/2023 will only be accepted via OpenGov. By way of the e-Procurement Platform, responses will be locked and digitally encrypted until the submission deadline passes.

Americans With Disabilities Act

GOAA does not discriminate upon the basis of any individual’s disability status.

Anyone requiring reasonable accommodations as provided for the Americans with Disabilities Act or Section 86.26, Florida Statutes, should contact the Aviation Authority’s ADA Coordinator at 407-825-2006 as soon as possible, at least one full business day prior to any scheduled meeting.

TABLE OF CONTENTS

SECTION PAGE

Americans With Disabilities Act

1.0 GENERAL INFORMATION

1.1 Tentative Schedule

1.2 Intent/Purpose

1.3 Solicitation Information

1.4 Submitting Questions and Receiving Responses

1.5 Communications; Questions Regarding Specifications or Solicitation Process

1.6 Contract Period

1.7 Price Escalation/De-Escalation (CPI)

1.8 Notice of Intent to Award Contract

1.9 Public Meetings/Public Records

1.10 Code of Ethics and Business Conduct Policy

2.0 SPECIAL CONDITIONS

2.1 Minimum Requirements

2.2 References

2.3 Evaluation of Award

2.4 Insurance Requirements

2.5 Verification of Employment Status

2.6 Identification and Access Requirements

2.7 Airport Security

2.8 Small Business Program Not Applicable

2.9 Good Faith Effort Requirements – Not Applicable

2.10 Performance/Invoicing

3.0 SCOPE OF WORK/SPECIFICATIONS

3.1 Overview Scope of Work

3.2 Safety and Protection

3.3 Regulations

3.4 Work Hours

3.5 Contractor’s Performance Requirements

3.6 Items Provided by the Aviation Authority

3.7 Contractor’s Personnel:

3.8 Material/Parts Provided by the Contractor

3.9 Contractor’s Tools and Equipment

3.10 Performance Requirements

3.11 Inspection and Approval

3.12 On-Site Communications

3.13 Use of Premises

3.14 Additional Work

3.15 Attachments

4.0 AVIATION AUTHORITY STANDARD TERMS AND CONDITIONS

4.1 Intent to Award-Appeal

4.2 Awards

4.3 Responsible Vendor Determination

4.4 Additional Terms & Conditions

4.5 Purchasing Contracts With Other Governmental Entities

4.6 Lobbying Statement

4.7 Whistle Blower Reporting Line

4.8 EEO Statement

4.9 Federal Fair Labor Standards Act

4.10 Occupational Safety And Health Act of 1970

4.11 Discounts

4.12 Pricing

4.13 Incurred Cost

4.14 Taxes

4.15 Errors

4.16 Silence of Specifications

4.17 Assignment

4.18 Indemnification

4.19 Patents and Royalties

4.20 Software License to Contractor

4.21 Warranty Against Infringement of Intellectual Property

4.22 Optional Ownership of Work Product

4.23 Personal Identifiable Information (PII), Personal Health Information (PHI), Sensitive Security Information (SSI), Payment Card Industry (PCI)

4.24 Training

4.25 Acceptance

4.26 Safety Warranty

4.27 Warranty

4.28 Conflict of Interest

4.29 Drug-Free Workplace

4.30 Discriminatory Vendor List

4.31 Public Entity Crimes

4.32 Scrutinized Companies

4.33 Licenses and Certifications

4.34 Subcontractors

4.35 Verbal Instructions

4.36 Litigation Venue

4.37 Addition, Deletion, or Modification of Services

4.38 Operation During Dispute

4.39 Funding

4.40 Federal Funding Limitation, If Applicable

4.41 Contract Termination

4.42 Contractor Responsibilities

4.43 Supervision of Contract Performance

4.44 Monitoring of Work

4.45 Prompt Payment

4.46 Right To Audit Records

4.47 Copying Documents

4.48 Florida Public Records Law

4.49 Federal Compliance Provisions

4.50 Federal Emergency Management Agency (FEMA) Contract Requirements

4.51 Additional FEMA Requirements

5.0 CONTRACT

5.1. Contract Instructions

5.2. Contract

6.0 RESPONSE SUBMITTALS/ ATTACHMENTS

6.1 Response Submittals

1. Respondent’s Certification

2. Respondent’s Questionnaire

3. Conflict of Interest Disclosure Form

4. Certification Regarding Prohibition Against Contracting with Scrutinized Companies

5. E-Verification Certification Form

6. Current W9

7. Proof of Insurance

8. No Response

1.0 GENERAL INFORMATION

1.1 Tentative Schedule

Release Date:

Pre-Solicitation Meeting:

Thursday, February 1, 2024 Thursday, February 7, 2024

Deadline for submission of questions: Thursday, February 15, 2024 Release of Addendum:

Deadline for return of Solicitation:

Procurement Committee Meeting:

Aviation Authority Board Meeting:

Tuesday, February 20, 2024 Thursday, March 7, 2024 Tentatively March 26, 2024 Tentatively Wednesday, April 17, 2024

*Sunshine Meeting schedules are posted weekly on the Aviation Authority website.

1.2 Intent/Purpose

a. The Greater Orlando Aviation Authority, Orlando International Airport, Orlando, Florida, (Aviation Authority) is soliciting sealed Solicitations from qualified Respondents to provide Holiday decoration installation, removal, storage and refurbishment (as needed), at the Orlando International Airport.

The awarded Contractor must be licensed to do business in the State of Florida and perform under the laws of the State of Florida.

b. This Solicitation does not include a Minority and Women Business Enterprise (MWBE) and a Local Developing Business (LDB) / Veteran Business Enterprise (VBE) participation requirement.

1.3 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, to include a result of a technology issue are 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. Respondents 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.

1.4 Submitting Questions and Receiving Responses

Respondents shall submit all inquiries regarding this Solicitation via the e- Procurement Portal, 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. Respondents may also click “Follow” on this Solicitation to receive an email notification when answers are posted. It is the responsibility of the Respondent to check the website for answers to inquiries.

a. The purpose of any Pre-Solicitation Conference is to review and discuss the solicitation (and any addenda) as published. Attendance is not mandatory but is highly encouraged. Respondents are expected to be familiar with the Solicitation Documents.

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

c. All prospective Respondents shall thoroughly examine and become familiar with the Solicitation package and carefully note the items which must be submitted with the Solicitation as detailed in Section 6, Submittals.

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

Respondent has read and understands the Solicitation Documents. The failure or neglect of a Respondent to receive or examine any Solicitation Document shall in no way relieve it from any obligations under its Response 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.

e. Unless otherwise noted, Respondents shall submit one Response only.

f. Respondent's Solicitation prices shall remain firm for the duration of the

Contract Term. Any anticipated increases in Respondent's costs during the term of the Contract must be reflected in its prices set forth in its Response.

g. The Aviation Authority shall not be obligated to renegotiate or increase any price for any work during the initial term of the Contract based on a Respondent's mistake or miscalculation of prices, underestimation of costs, or for any other reason. All of the Respondent's overhead costs, including, but not limited to, costs of the required bonds and insurance coverages, shall be included in such Respondent's prices listed in its Response.

1.5 Communications; Questions Regarding Specifications or Solicitation

Process

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

b. A copy of the Administration Policies (Sections 180.01 and 180.03) are available upon request from the Chief Administrative Officer.

c. In accordance with the above-referenced policies, any communication directly or indirectly to seek to encourage any specific result in connection with an Aviation Authority selection process, including but not limited to, written communications, any and all forms of electronic communications or messaging, including social media, oral communications either in person or by telephone, initiated by a Respondent or through a lobbyist, agent or third person, to any Aviation Authority staff and/or Committee/Board member who is a member of any committee constituted for the purposes of ranking Solicitations, making recommendations or making an award, is prohibited from the time that the Solicitation is released to the time that the award is made.

1.6 Contract Period

The Contract period will be for sixty (60) months with the Contract to commence on or about April 1, 2024.

1.7 Price Escalation/De-Escalation (CPI)

a. The original contract prices shall be firm for the five (5) year contract period.

A price escalation/de-escalation may be considered after the 3rd year, and once a year thereafter, provided the Contractor notifies the Aviation Authority, in writing, of the pending price escalation/de-escalation a minimum of sixty (60) days prior to the contract’s anniversary date.

b. Price adjustments shall be based on the latest version of the Consumers Price Index (CPI-U) for All Urban Consumers, All Items, U.S. City Average, non-seasonal, as published by the U.S. Department of Labor, Bureau of Labor Statistics. This information is available at www.bls.gov.

c. Price adjustment shall be calculated by applying the simple percentage model to the CPI data. This method is defined as subtracting the base period index value (at the time of initial award) from the index value at time of calculation (latest version of the CPI published as of the date of request http://www.bls.gov/ for price adjustment), divided by the base period index value to identify percentage of change, then multiplying the percentage of change by 100 to identify the percentage change. Formula is as follows:

Current Index – Base Index / Base Index = % of Change % of Change x 100 = Percentage Change

CPI-U Calculation Example:

CPI for the current period 232.945 Less CPI for the base period 229.815 Equals index point change 3.130 Divided by base period CPI 229.815 Equals 0.0136 Result multiplied by 100 0.0136 x 100 Equals percent change 1.4%

d. A price increase may be requested only at each time interval specified above, using the methodology outlined in this section. To request a price increase, the Contractor shall submit a letter stating the percentage amount of the requested increase and adjusted price to the Aviation Authority’s Purchasing Department.

e. The letter shall include the complete calculation utilizing the formula above, and a copy of the CPI-U index table used in the calculation. The maximum allowable increase shall not exceed 5% unless there are circumstances demonstrating that an increase beyond this amount is required and this is approved by the Aviation Authority.

f. All price adjustments must be accepted by the Vice President of

Purchasing, and shall be memorialized by written amendment to this contract. No retroactive contract price adjustments will be allowed. No retroactive contract price adjustments will be allowed. Only final CPI data will be used to adjust contract pricing.

g. Should the CPI-U for All Urban Consumers, All Items, U.S City Average, as published by the U.S. Department of Labor, Bureau of Labor Statistics decrease during the term of the contract the Contractor shall notify the Aviation Authority’s Purchasing Department of price decreases in the method outlined above.

h. If the Contractor intentionally fails to pass the decrease on to the Aviation

Authority, the Aviation Authority reserves the right to place the Contractor in default.

1.8 Notice of Intent to Award Contract

Unless all Solicitations are rejected by the Aviation Authority, a Notice of Intent to Award is anticipated to be provided within ninety (90) days from the opening of Solicitations to the responsible and responsive Respondent submitting the low Response.

In the event of tie Responses, the Aviation Authority reserves the right to determine the successful Respondent by the method approved by the Aviation Authority in its Policies and Procedures. Respondents involved will be given notice of the time and place the determination is made. For all procurements, the Aviation Authority reserves the right to reject any or all Solicitations and to cancel the procurement or to solicit new Solicitations.

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 Solicitation will constitute public records under Florida law regardless of any person’s claim that proprietary or trade secret information is contained therein.

1.10 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 Respondent 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 Respondent to Respond 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. A copy of this policy is available upon request from the Chief Administrative Officer.

2.0 SPECIAL CONDITIONS

2.1 Minimum Requirements

a. Responses will be considered only from Respondents which are regularly engaged in the business as described in this Solicitation package; with a record of performance for the period of time stated in the Minimum Requirements, equipment, and organization to ensure that they can satisfactorily execute the services if awarded a Contract under the terms and conditions herein stated.

c. Respondent must have a minimum of three (3) years’ experience related to

Holiday Decorations for events and large facilities.

b. Respondents must provide copies of the required Licenses and Certifications with their Submittal.

c. Provide Proof of insurance as outlined in Section 2.4.

d. Respondents that do not meet the requirements listed as determined by the

Aviation Authority, at its sole discretion, will be deemed non-responsive and not considered for award. All decisions made by the Aviation Authority are final.

2.2 References

a. Respondents shall complete the attached Reference Documentation Form.

References shall be for work substantially similar in scope and magnitude satisfactorily completed. A minimum of three (3) references must demonstrate experience and satisfactory performance in providing the services for governmental agencies or commercial firms. The Aviation Authority may be listed as one reference.

b. Provide a brief description of similar work satisfactorily completed with location, dates of contract, names, email, and telephone numbers of owners by completing the attached reference sheets. Failure of references listed to respond to the Aviation Authority’s inquiries may negatively impact the responsibility of the Respondent.

c. The contact person must have given permission and be expecting contact from the Aviation Authority for reference purposes.

d. The Aviation Authority reserves the right to reject any Response if the evidence submitted by or investigation of such Contractor or its Subcontractors, fails to satisfy the Aviation Authority that such Contractor is a responsive and responsible Contractor in accordance with the criteria set forth herein.

2.3 Evaluation of Award

The Aviation Authority reserves the right to award the Response to the responsive and responsible Respondent who submits the lowest Response meeting the Solicitation requirements and specifications.

b. For purposes of this solicitation, the determination of the responsive and responsible Respondent submitting the lowest Response shall be made, the Aviation Authority reserves the right to consider matters such as, but not be limited to:

1) Total Cost;

2) References. All Respondents are required to submit three (3) references illustrating a minimum of three (3) years' relevant service that are the same or similar in requirements and magnitude of this Solicitation.

3) Meeting the requirements as described in Section 3, Scope of

Work/Specifications;

4) Respondents shall provide all documentation as listed in Section 6, Response Submittals.

2.4 Insurance Requirements

The Respondent’s submittal shall demonstrate ability to meet all portions listed in this Section by providing evidence of one of the following: Certificate of Insurance on Acord form or form acceptable to Aviation Authority, signed affirmation of ability to comply from a licensed insurance agent, or insurance quote.

If awarded a Contract and prior to Notice to Proceed, the Awarded Contractor must attain and provide a Certificate of Insurance in compliance with this Section. At its sole expense, Contractor 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 or not less than Five Million Dollars ($5,000,000) per occurrence, for AOA access;

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 or not less than Five Million Dollars ($5,000,000) combined single limit per accident, for AOA access;

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 Contractor is self-insured, the Contractor 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.

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

1) Self-Insured Retention and Deductibles. Contractor’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 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 Contractor 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 Contractor 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 Contractor 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 2.5 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 Contract and its renewal/extension. Contractor acknowledges that any acceptance of Certificate of Insurance by Aviation Authority does not waive any obligations herein this Contract.

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 with immediate written notice of any adverse material change to the Contractor’s required insurance coverage. For purposes of this Insurance Section 2.5, 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, 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.

2.5 Verification of Employment Status

a. Prior to the employment of any person under this Contract, the Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the Contract term, For more information on this process, please refer to United States Citizenship and Immigration Service site at:

http://www.uscis.gov/portal/site/uscis.

b. Only those employees determined eligible to work within the United

States shall be employed under this Contract.

c. By submission of a response to this solicitation, the Contractor affirms that all employees in the above categories shall undergo e-verification before placement on this Contract. The Contractor shall commit to comply with this requirement by completing the E-Verification certification attached to this solicitation.

2.6 Identification and Access Requirements

a. The Contractor is required to conduct an employee background check, or require its Subcontractors to perform an employee background check, in accordance with the requirements herein on each person proposed for employment at Orlando International Airport in connection with this Contract, if such person is an employee of Contractor or an employee of a Subcontractor for whom the Contractor is required to sign the Aviation Authority’s badge application (“Contractor Responsible Employees”). Such background check must be successfully completed prior to such person applying for an access control identification badge with the Aviation Authority. Each background check shall be performed to the following minimum requirements:

b. Each employee must provide a ten (10) year work history.

c. The Contractor must confirm the last five (5) years of each employee's work history. Any gaps in employment of thirty (30) days or more during such five year period must be explained in writing by the employee and must be confirmed by the Contractor through W-2s, student transcripts, medical records, or written references of stay-at-home situations from credible local persons such as pastors or priests (which reference must indicate personal knowledge of employee's general work history during the gap period).

http://www.uscis.gov/portal/site/uscis

d. The Contractor must check each employee's criminal history for the immediately preceding five years, with such check to be conducted in each county where the employee has lived or worked in such five year period.

e. The Contractor shall not present any Contractor Responsible Employee to the

Aviation Authority's Access Control Office for badging if such person has any unexplained gaps in their work history, has a criminal record that would disqualify them from receiving an access control badge or has an unacceptable termination record.

f. The Aviation Authority will issue, for a fee, as stated below to all Contractor

Responsible Employees an identification badge that will display their picture, name, and other applicable information; and any key(s) required in the performance of the Contract, provided that such person meets the minimum criteria established to receive a badge. At all times while on airport property, the Contractor Responsible Employees are required to display such badges prominently on their uniforms in accordance with the Aviation Authority’s guidelines.

g. Every new employee requiring unescorted access to a secure area of the airport must be electronically processed by the Aviation Authority’s Access Control Office for a Criminal History Records Check and Security Threat Assessment before an identification badge is issued. In addition to this records check, the employee will be required to attend security training class (approximately 1 hour), and in the case of operating a vehicle on the Airport Operating Area (AOA) the employee will also be required to attend a driving safety class (approximately 1 hour); both training classes are provided by the Aviation Authority.

h. The Contractor shall maintain, and shall require its Subcontractors to maintain, a permanent record in its files of the background information, including drug screening tests, on all current and former employees who are utilized in the performance of this Contract and, when requested, shall provide such information to the Aviation Authority, TSA, or such other entity as deemed appropriate by the Aviation Authority. The Contractor further agrees to perform, or require its Subcontractors to perform, such additional employee background checks, fingerprinting, or other identification measures as may be required by any future security rules or applicable federal regulations.

i. Fees Associated with Identification Badges and Keys at the Present Time

New Issue/Renewal $100.00 Name Change $25.00 (paid at time of issuance) Addition $25.00 (i.e. adding company name, driver, etc.)

Deletion $25.00 Lost $500.00 Stolen No Charge with proper documentation New Hard Key $50.00

Lost Hard Key $500.00 AOA Vehicle Decal $25.00 per vehicle

Note: No personal checks or credit card payments are accepted.

Companies will be assessed a $1000.00 fee for each non-returned identification badge and $500.00 for each non-returned key.

Fees may be increased by the Aviation Authority at any time during the term of this Contract, upon thirty (30) days’ notice.”

j. The Contractor must maintain all information described above for a period of four (4) years following expiration of this Contract. Such information is subject to audit by the Aviation Authority and must be sufficient in scope and detail to permit verification of compliance by Aviation Authority audit. Actual damages to the Aviation Authority resulting from a breach by the Contractor of its obligations hereunder will be difficult or impossible to determine. As a result, the Aviation Authority shall be entitled to recover liquidated damages of $250.00 for every Contractor Responsible Employee presented to the Aviation Authority for access control badging (a) for whom the above background check has not been completely and accurately performed, or (b) who should not have been presented per the above guidelines. The amount payable hereunder by Contractor is not a penalty, is in addition to any access control badging application fee paid by the employee and is payable whether or not such employee is issued an access control badge by the Aviation Authority.

k. The Contractor must co-sign with the Subcontractor all badge applications for any employee of a temporary employment agency engaged as a Subcontractor to provide personnel to the Contractor on this Contract. All employees provided by temporary employment agencies for this Contract shall be Contractor Responsible Employees. Before submitting a badge application for an employee provided on this Contract by a temporary employment agency, the Contractor or the temporary employment agency must submit to the Aviation Authority’s Authorized Representative (AAR) for prior approval of such employee, a Contract between the temporary employment agency and such employee reflecting an intended assignment of such employee to the Contract for the remaining duration of the Contract or the duration of the Contractor’s need for such position.

2.7 Airport Security

The successful Respondent will be required to comply with all applicable regulations of the Transportation Security Administration (TSA) and of the Aviation Authority relating to Airport security, including those relating to access to the Aircraft Operations Area (AOA) of Orlando International Airport, as such regulations may be in effect or changed from time to time.

2.8 Small Business Program Not Applicable

2.9 Good Faith Effort Requirements – Not Applicable

2.10 Performance/Invoicing

a. The Aviation Authority shall, at regular intervals, monitor the performance of the Contractor to determine whether the work to be performed under the Contract has in fact been accomplished to Aviation Authority’s satisfaction and/or completed in a timely manner.

b. The Aviation Authority shall notify the Contractor of any specific services that are unsatisfactory to the Aviation Authority, and if the Contractor has not addressed such item or items set forth in the notice to the Aviation Authority’s satisfaction within the time frame set forth in the Aviation Authority’s notice, the Aviation Authority in addition to all other rights provided under this Contract or by law or equity, may either remedy such unsatisfactory services itself or through a third party and the cost of providing the remedial services shall be deducted from the Contractor’s invoice.

c. Charges will be for actual hours worked on the Aviation Authority’s site when reporting in and out the Beachline Warehouse, Central Plant or the Facilities Administration building. Time required for travel to and from the Aviation Authority’s site is not eligible for reimbursement. Such time should be included in the Contractor’s overhead cost.

d. The Aviation Authority shall pay the undisputed amount of the Contractor’s invoice per The Florida Prompt Act. Items in dispute shall be paid upon the resolution of the dispute in accordance with the Florida Prompt Payment Act.

e. The Contractor shall be obligated to pay promptly all proper charges and costs incurred by the Contractor for labor and materials used for the work performed hereunder. The Aviation Authority shall have the right, but not the obligation, to pay directly to third parties (including Subcontractors) all past due amounts owed by the Contractor to third parties for labor and materials used for the work hereunder, based on invoices submitted by such third party, and all such amounts paid by the Aviation Authority shall be applied toward, and shall reduce, amounts owed to the Contractor hereunder.

f. The Contractor’s invoice shall generally describe the services rendered by work area and location, type of service, date rendered, and shall contain such other information and is accompanied by such supporting documentation and other materials, as the Aviation Authority shall request. The forms to be used will be provided by the Contractor, with approval of the Aviation Authority.

g. The Aviation Authority will reimburse the Contractor for reasonable freight and shipping charges incurred with respect to any such reimbursable items, at actual cost, for which parts, materials, equipment rental and other reimbursable items are approved in writing by the Aviation Authority in advance of such shipment. The cost of overnight delivery shall be approved in writing in advance by the AAR. .

h. The Contractor shall submit all invoices to: Greater Orlando Aviation Authority, Finance Manager, P.O. Box 620125, Orlando, Florida 32862-0125. Invoices may be sent electronically to accounts payable goaa-ap@goaa.org mailto:goaa-ap@goaa.org

3.0 SCOPE OF WORK/SPECIFICATIONS

3.1 Overview Scope of Work

a. The Contractor shall provide all labor, supervision, materials, miscellaneous supplies and consumables, equipment, tools, transportation, and other accessories and all other items necessary for, performing commercial holiday decoration services in certain areas of the Landside Terminal Building, Airsides, and other Aviation Authority buildings in outlying areas located at the Orlando International Airport (“OIA”) in accordance with this Specification.

b. Work to be performed by the Contractor shall include, but is not limited to, unpacking, preparing, transporting from storage location to installation location, setting-up, maintenance, taking-down, transporting from installation location to storage location, preparing for storage and putting away of Aviation Authority owned holiday decorations in compliance with the requirements specified herein, based on a schedule approved by the AAR, who may be reached at

(407) 825-2158.

c. In addition, the Aviation Authority will notify the Contractor when rental of holiday décor is needed. Contractor’s Design Team shall work closely with the AAR to ensure that Aviation Authority’s holiday vision is professionally and creatively installed.

3.2 Safety and Protection

a. The Contractor shall be solely and completely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work. The Contractor shall take all necessary precautions for safety of, and shall provide the necessary protection to prevent injury to, all employees on the work site and other persons including but not limited to, the general public who may be affected thereby.

b. Holiday lighting decorations shall be installed by experts in the safest and most efficient manner possible. The Contractor shall take all necessary precautions for safety of, and shall provide the necessary protection to prevent injury to, all employees on the work site and other persons including but not limited to, the general public who may be affected thereby.

c. Contractor shall report immediately to the AAR any spillage or dumping of hazardous materials on Authority property.

3.3 Regulations

a. The Contractor shall comply with all applicable federal, state and local laws, ordinances, rules and regulations pertaining to the performance of the work specified herein.

a. The Contractor shall obtain all permits, licenses and certificates, or any such approvals of plans or specifications as may be required by Federal, State and local laws, ordinances, rules and regulations, for the proper execution of the work specified herein.

c. The Contractor shall comply with Federal and State right-to-know laws if hazardous materials are used. The SDS (Safety Data Sheets) shall be made available to all workers and Aviation Authority's Authorized representatives.

The Contractor shall report immediately to the AAR any spillage or dumping of hazardous materials on Aviation Authority property. The Contractor shall also be responsible for the cleanup and any costs incurred for all such incidents.

d. During the performance of this Contract, the Contractor shall keep current and, if requested by the Aviation Authority, provide copies of any and all licenses, registrations or permits required by applicable governing agencies. The Contractor shall keep a copy of any and all licenses, registrations and permits on the job site while performing the Contract work.

3.4 Work Hours

a. Standard Work Hours - The Contractor shall normally perform refurbishment activities which include but are not limited to unpacking, inspection, repair, display preparation work, storage preparation work, packing-up, refurbishing and refreshing work, on-site at the Beachline Warehouse, Central Plant or the Facilities Administration building between the hours of 9:00 AM and 4:00 PM, Monday through Friday, excluding Aviation Authority observed holidays (Standard Hours).

b. The Contractor shall perform the setting-up and taking-down activities at the times listed in “Attachment A” or adjust its work schedule, as requested by the AAR, when Services being performed are found to have an adverse effect on airport operations.

c. Response Time for Regular Service Calls - The Contractor shall respond verbally by telephone to a written or verbal request by the AAR or the Central Plant Dispatcher within twenty-four (24) hours of receiving the request, and shall commence on-site repair or replacement services within forty-eight (48) hours from the time AAR’s written request is received by the Contractor.

d. Response Time To Emergency Call Services - Contractor shall physically respond to emergency call services within two (2) hours of notification if any of Contractor’s technicians are on site. Contractor shall physically respond to emergency call services within four (4) hours at all other times, seven (7) days per week, 365 days per year.

e. Non-Standard Work Hours – The Contractor may arrange to perform work during non-standard work hours with prior written approval of the AAR.

Contractor shall advise the AAR forty-eight (48) hours in advance of its projected work schedule.

f. The Aviation Authority Holiday Work - The Contractor shall perform no work during weekends or the Aviation Authority holidays, without the prior permission of the AAR. The Contractor shall give the Aviation Authority sufficient advance notice to request working on such holidays or during non-standard hours to allow the Aviation Authority to assess the impact that such activities would have on the area’s normal scheduled operations.

g. Emergency Conditions - In the event an emergency condition is declared by the Aviation Authority’s Chief Executive Officer, Chief Operating Officer, Vice- President of Facilities or their respective designees, the Contractor will perform work during such hours as specified by the Aviation Authority.

h. Sign-In and Sign-Out Log - The Contractor’s personnel shall, upon arrival, check-in with the Beachline Warehouse AAR. Upon completion of the work, the Contractor’s personnel shall check-out with the AAR.

i. Reimbursable Charges – Charges will be for actual hours worked on the

Aviation Authority’s site when reporting in and out of the Beachline Warehouse Facility. Contractors invoice for reimbursable work must match the AAR sign in/out log at the Beachline Warehouse. Time required for travel to and from the Aviation Authority’s site(s) is not eligible for reimbursement.

3.5 Contractor’s Performance Requirements

a. The Contractor shall perform all of its obligations and functions under the Contract in accordance with Contract specifications, industry standards and manufacturers’ specifications. The Contractor shall adjust and coordinate its activities to the needs and requirements of the Aviation Authority and perform its activities so as not to annoy, disturb, endanger, unreasonably interfere with or delay the operations or activities of the Aviation Authority.

b. The Contractor shall provide an adequate number of skilled workers who are thoroughly trained and experienced in providing Services of the types that are the subject of this solicitation. Contractor shall provide the necessary equipment to install and take down the holiday decorations.

3.6 Items Provided by the Aviation Authority

a. The Aviation Authority will provide the Contractor with escorts, as needed, to access certain work areas as applicable.

b. The Aviation Authority will provide the Contractor with parking access for its company vehicles.(3.13)

c. The Aviation Authority shall have the right, but not the obligation, at any time, to examine the equipment, vehicles, tools, materials and supplies used by the Contractor, or by its officers, subcontractors and agents in the performance of the Contractor’s obligations under these Specifications. If the Aviation Authority determines that such is unsafe or not in good working condition, the Aviation Authority has the right to direct the Contractor to remove it from service and repair or replace promptly.

d. The Aviation Authority will provide storage area for the bucket lift during the holiday decoration services.

e. The Aviation Authority will provide all decoration items listed in the bid forms, including but not limited to any and all light strands and any other decorating materials necessary for the Services provided under this solicitation.

f. The Contractor shall return any excess string lights and/or decorating materials to the AAR.

g. All non-functional lamps removed shall be transported to the location designated by the ARR for recycling.

3.7 Contractor’s Personnel:

a. The Contractor will abide by all State and Federal regulations on wages and hours of an employee dealing with the employment relationship between Contractor and its subsidiaries or related parties and its employees, including but not limited to the Florida Human Relations Act, the Federal National Labor Relations Act, the Federal Fair Labor Standards Act, the Federal Civil Rights Act of 1964, as amended, and the Americans with Disabilities Act.

b. The Contractor shall require all prospective employees to show proof of citizenship, or proof from the United States Immigration and Naturalization Service of valid entry permits and/or work permits for legal aliens and proof that such legal aliens are eligible to be employed in the United States.

c. Should the Contractor engage employees who are illiterate in English, it will be the Contractor's responsibility and obligation to train such employees to be able to identify and understand all signs and notices in and/or around the areas that relate to them or the services being performed by them pursuant to this Contract. In addition, the Contractor will have someone in attendance at all times who can communicate instructions to said employee.

d. The Contractor shall maintain a drug-free workplace in accordance with the Florida Drug-free Workplace Act. No employee shall be hired by a Contractor for work on Aviation Authority's premises prior to such employee having tested negative for drugs. In addition, existing employees of the Contractor must be subject to drug testing by the Contractor upon reasonable suspicion of drug use. Results of all such drug tests are to be retained by the Contractor. Copies shall be provided to the Aviation Authority, if requested.

e. The Contractor shall transfer promptly from the airport any employee or employees that the Aviation Authority advises are not satisfactory, and replace such personnel with employees satisfactory to the Aviation Authority; but in no event shall Aviation Authority be responsible for monitoring or assessing the suitability of any employee or agent of the Contractor.

f. The Contractor’s employees shall be instructed that no gratuities shall be solicited or accepted for any reason whatsoever from the tenants, customers or other persons at Orlando International Airport. The Contractor shall be responsible for ensuring that all “lost and found” articles found by its employees on Aviation Authority's premises are turned over to the Aviation Authority or the Aviation Authority's designated agent in charge of such articles.

g. A valid Florida driver license (Commercial Driver License, if applicable) will be required of all personnel operating motor vehicles or motorized equipment on roadways in or around Orlando International Airport. Each of the Contractor's motor vehicles brought onto the Aviation Authority's premises shall have the Contractor's business name and/or logo prominently displayed on both front doors of such vehicle.

h. While working on airport property all of the Contractor's employees shall wear neat-appearing uniforms with the company name and/or logo and footwear of a style that complies with all legal and safety requirements, including and without limitation, the requirements of OSHA.

i. The person designated by the Contractor as the on-site supervisor and any replacement shall be badged and subject to the Aviation Authority's prior written approval. The Contractor's on-site supervisor shall be responsible for assuring the Aviation Authority that the Services performed by the Contractor are in accordance with this Specification.

j. The on-site supervisor assigned by the Contractor to fulfill its obligations, shall represent the Contractor in the performance of the Contractor's obligations under any resulting purchase order, and that all instructions and notices given by the Aviation Authority to the on-site supervisor shall be as binding as if given to the Contractor, and all statements made by such on-site supervisor shall be as binding as if made by the Contractor.