24-535-IFB_Holiday_Decor_Services_Final.pdf

INVITATION FOR BIDS (IFB)

24-535-IFB

Holiday Decoration Services

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 03/13/2024 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.

Responsible Vendor Determination

Respondent is hereby notified that Section 287.05701, Florida Statutes, requires that the Aviation Authority may not request documentation of or consider a vendor's social, political, or ideological interests when determining if the vendor is a responsible vendor.

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 ....................... Error! Bookmark not defined.

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 .................................................................... Error! Bookmark not defined.

4.0 AVIATION AUTHORITY STANDARD TERMS AND CONDITIONS

4.1 Intent to Award-Appeal

4.2 Awards

4.3 Responsible Respondent 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 . 64

5. E-Verification Certification Form

6. Current W9

7. Proof of Insurance

8. No Response .................................................................. Error! Bookmark not defined.

1.0 GENERAL INFORMATION

1.1 Tentative Schedule

Release Date: Sunday, April 14, 2024 Pre-Solicitation Meeting: Wednesday, April 24, 2024 Deadline for submission of questions: Tuesday, May 1, 2024 Release of Addendum: Tuesday, May 7, 2024 Deadline for return of Solicitation: Tuesday, May 14, 2024 Procurement Committee Meeting: Tentatively June 4, 2024 Aviation Authority Board Meeting: Tentatively June 19, 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.

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, including a technology issue. Any late response will 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) is 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 August 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 1st 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 http://www.bls.gov/ of calculation (latest version of the CPI published as of the date of request 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.

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

c. Respondent must have a minimum of five years’ experience related to Indoor

Holiday Decorations for events and large facilities of similar scope and size.

d. Respondent must provide a list, at minimum, of three (3) entities to include contact information, project name and pictures to affirm its experience in setting up Holiday trees exceeding 40 feet, that were successfully completed.

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

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

g. 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.

h. Each Respondent shall provide one sample of a fully decorated Wall Tree. Wall

Trees will be provided during the Pre-Bid Meeting. In the event the Respondent is not able to access the Wall Tree at the Pre-Bid Meeting, they will be available for pick up at the GOAA Annex Building, Procurement Services. A sample wall tree will be displayed during the Pre-Bid Meeting to illustrate the decoration requirements. The completed decorated tree shall be delivered to the GOAA Annex Building, Procurement Services - 2nd Floor located at 5855 Cargo Road, Orlando, Florida 32827. Failure to submit a decorated wall tree by close of response date and time, will be considered non-responsive.

2.2 References

a. Respondents shall complete the attached Reference Documentation Form.

References shall be for work performed in the last three years which are equal or greater in size, complexity, magnitude and scope of work. 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 Contract to the responsive and responsible Respondent who submits the lowest price, meeting the Solicitation requirements and specifications.

b. For purposes of this solicitation, the determination of the responsive and responsible Respondent submitting the lowest price shall be made, however, 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 five (5) years' relevant service that are the same or similar in requirements and magnitude of this Solicitation; 3 projects.

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

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

The Contractor shall pay all fees associated with identification badges and keys based on the current fee schedule at the time of issuance. The Aviation Authority shall determine the term of each badge at the time of issuance.

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

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

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.

j. 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

Due to the specialized nature of the required services for this project, the Aviation Authority will not require a Minority Women Business Enterprise (MWBE), Local Developing Business (LDB) or Veteran's Business Enterprise (VBE) participation goal.

However, Respondents are strongly encouraged to identify and secure participation through the purchase of goods and/or services ancillary to the scope of services.

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 of 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 Terminals/Airsides A, B, and C, including Train Station, and other Aviation Authority buildings in outlying areas located at the Orlando International Airport 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 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) 825-2157.

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.

d. For installation instructions see Section 3.2 through Sections 3.6.

3.2 Holiday Décor Rental Design

The Contractor shall submit the design plan for confirmed areas to be decorated prior to installation dates unless an earlier date is required for ordering. These shall include, but are not limited to:

a. Conceptual drawing indicating which trees, garlands, wreath and/or other holiday décor will have featured lighting to produce the most dramatic effect.

b. Style of décor and lights and decoration of holiday décor decorations.

c. Number of strands needed and types of decorations to be used.

d. Prices for additional lights and extension cords, if applicable.

e. Methods of installation in relation to the type of holiday décor.

f. Creative approach utilized, for example, color usage when allowed, new technology being used, orientation of strands, additional decorations for purchase, etc.

g. Examples of design approach for different types of holiday décor.

h. Installation and removal timeframe.

3.3 Holiday Décor Rental

a. The Aviation Authority will notify the Contractor when rental services are needed. The Contractor shall commence the work on a schedule negotiated between the Aviation Authority and the Contractor. The Contractor shall have received a written Aviation Authority work order prior to commencing any rental holiday décor services.

b. Once a rental request has been submitted, the Contractor and the Aviation

Authority shall conduct a walk-through of the area, after which the Contractor shall submit a written estimate which includes labor hours, holiday decors, materials, and rental equipment required for completing the work requested.

c. The Contractor shall review with the Aviation Authority the holiday décor design and shall provide its best estimate of the hours and costs for the set-up and installation of the holiday décor rental.

d. The Contractor shall not commence work until the Aviation Authority has approved the estimate and shall not perform services other than as provided in the work order provided to the Contractor.

e. Unless specified otherwise by the Aviation Authority, all estimate requests shall be completed and provided to the AAR or designee within forty-eight (48) hours of walk-through.

f. The Contractor shall provide the Aviation Authority with a design for themes such as Christmas, Hanukkah, and Kwanzaa; an efficient installation; proactive in-season maintenance; and a timely post-season removal that accentuate the Aviation Authority’s unique features of holiday lighting and decorating plans.

g. The Contractor shall install premium quality lights and greenery that will create a warm and comfortable holiday environment.

h. The Aviation Authority reserves the right to change the rental exhibits from year to year as desired.

i. The Contractor understands that Rental of Holiday Decor is non-exclusive and the Aviation Authority reserves the right to seek additional rental services as deemed necessary and in its best interest.

3.4 Repair/Refurbish/Refresh

a. All existing Holiday Decoration display items are currently stored in the

Beachline Warehouse Facility (“Warehouse”) located at 7317 East McCoy Road. It is expected that all pre-setup activities shall take place at this facility.

This is also the location to which all display items will be returned after takedown activities have commenced. Refurbishment is done during the July- September time frame on a schedule approved by the AAR.

b. The Contractor shall unpack each display item and prepare it for display as follows:

1) All lighted items shall be inspected and tested. Any bulbs or wiring strands that are not functional shall be repaired or replaced.

2) All greenery items, such as tree branches, wreaths, and wall trees, shall be restored or “freshened” to ensure there are no voids in the branches or visible surfaces.

3) All display items shall be otherwise inspected, cleaned, and tested as needed, to ensure that the item will exhibit the intended display appearance.

c. The Contractor shall take additional care with the following holiday items as follows:

1) Fifty-two Foot (52’) Tall Ring Tree

a) The Contractor shall inspect the entire length of each light strand to ensure that the strands are wrapped in a manner in and on the tree branches so that the wiring is concealed.

b) The light strand wiring shall be attached to the tree branches by use of plastic “zip ties” and shall be attached in such a manner that allows the tree to be setup and taken down without having to remove any of the lights strands during the set-up or take-down activities.

c) The Contractor shall check the branches and support structures and make any necessary repairs as needed.

d) The Contractor shall check the drum base for any damages caused during the installation and removal procedures of the previous year to include repairs, painting, etc.

2) Forty Foot (40’) Tall Ring Tree:

to ensure that the strands are wrapped in a manner in and on the tree branches so that the wiring is concealed.

b) The light strand wiring shall be attached to the tree branches by allows the tree to be setup and taken down without having to

c) The Contractor shall check the branches and support structures

d) The Contractor shall check the Fence for any damages caused during the installation and removal procedures of the previous year to include repairs, painting, etc.

3) Twenty-Five Foot (25’) Tall Ring Tree:

a) The light strand wiring shall be attached to the tree branches by allows the tree to be setup and taken down without having to

b) The Contractor shall check the branches and support structures

c) The Contractor shall check the lighted drum base for any damages caused during the installation and removal procedures of the previous year to include repairs, painting, etc.

4) 60” Decorated Wreaths:

a) The contractor shall replace any decoration that is missing or damaged.

5) 48” Lighted Wreaths:

on the wreath to ensure that the strands are wrapped in a manner in and on the wreath so that the wiring is concealed.

b) The Contractor shall attach the light strand wiring to the wreath branches by use of “zip ties”.

c) The Contractor shall replace any non-functional lamps with new lamps provided by the Aviation Authority.

6) 36” Ball Wreaths:

a) The Contractor shall replace any decorative ball that is missing or damaged.

7) 48” Wall Trees:

and replace any non-functional lamps with new lamps provided by the Aviation Authority.

8) Decorated Office Trees (6 ½ to 9’ tall):

and replace any non-functional strands with new provided by the

9) Garland:

a) The Contractor shall check the garland and support structures and make any necessary repairs as needed.

10) Various Holiday Decorations:

a) Airplane display:

The Contractor shall check the airplane for any damages caused during the installation and removal procedures of the previous year to include repairs, painting, etc.

b) Large Light bulbs:

The Contractor shall check the large light bulb decorations and make any necessary repairs as needed.

c) Ornament photo op display:

The Contractor shall inspect the entire length of each light strand and replace any non-functional strands with new provided by the

3.5 Set Up/Take Down

a. The Contractor shall transport display items to the following locations and after the times indicated, based on a schedule approved by the AAR as follows:

*All setup times should be disclosed as directed by the AAR

b. The Contractor shall commence set-up activities on or about November 10th and shall complete such activities by no later than December 7th. The Aviation Authority reserves the right to change the set-up dates.

c. The Contractor shall decorate the Decorated Office Trees with decorations provided by the Aviation Authority and/or contractor, ensuring that the

ITEM DESCRIPTION QTY DISPLAY

LOCATION

SET UP

AFTER

52’ Tree, w/surround base 1 Terminal C 8:00 AM 40’ Tall Tree, w/platform and fence 1 Hyatt Atrium 8:00 AM

25’ Tall Tree, w/lighted base 6

A/S 4 Hub A/S 3 Hub A/S 1 Hub Train station

5:00 PM

9 ½’ Tall Tree 1 Lobby of Authority Offices on 3rd Level

5:00 PM

7 ½’ Tall Tree 1 Lobby of Annex Bldg Offices 5:00 PM

60” Decorated Wreaths 42 TBD 5:00 PM

48” Lighted Wreaths 45 L2, “A” Baggage L2, “B” Baggage 5:00 PM

36” Wreaths 60 L1, “A” Rental Car L1, “B” Rental Car 5:00 PM

Wall Trees 50 Various Locations 5:00 PM

Decorated Office Trees (range 6 ½” to 9” tall) 5 Various Locations 5:00 PM

Centerpiece 75 TBD TBD Garland Various locations 5:00 PM Various Holiday Decorations Various Locations 5:00 PM

DISPLAYS

Display TBD L3, “B” Atrium

Escalator 5:00 PM

Display TBD L3, “A” Atrium Escalator 5:00 PM

Display TBD L3, “A” Great Hall Escalator 5:00 PM

Display TBD L3, “B” Great Hall Escalator 5:00 PM

Airplane Display Terminal C 5:00 PM Large Light bulbs Terminal C 5:00 PM Ornament Photo Op Display GTF Bridge 5:00 PM decorations are balanced in appearance with no holes showing through the branches of the tree. All decorations must be pre-approved by the AAR.

d. The Contractor shall be responsible for installing the platform for the 40’ tall ring tree on top of the fountain located in the atrium of the hotel facility.

e. The Contractor shall provide safety harnesses and utilize the bucket and scissor lift to set up and take down the fifty-two foot (52’) ring tree, and forty foot (40’) ring tree. The Contractor shall ensure that these equipment are used in a safe and responsible manner at all times. Operators shall comply with all Aviation Authority requirements and regulations and shall wear safety harnesses at all times when one of these pieces of equipment is in use.

f. The Contractor shall transport, set up, take down, and transport back centerpieces on the same day as the function for which they are needed at the direction of the AAR.

g. The Contractor shall be responsible for ensuring that each Holiday decorated item and/or display is consistent in appearance with no voids in greenery or lights and that…