Air_Duct_Cleaning_and_Repair_Services.pdf

INVITATION FOR BIDS

26-104-IFB

AIR DUCT CLEANING AND REPAIR

SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION AND RESPONSE PREPARATION

3. MINIMUM REQUIREMENTS

4. OTHER REQUIREMENTS

5. SCOPE OF WORK/SPECIFICATIONS

6. PRICE TABLE

7. SELECTION PROCESS AND AWARD

8. VENDOR QUESTIONNAIRE

9. SAMPLE CONTRACT AND CONTRACT INSTRUCTIONS

10. AVIATION AUTHORITY STANDARD TERMS AND CONDITIONS

GREATER ORLANDO AVIATION AUTHORITY

Air Duct Cleaning and Repair Services

1. INTRODUCTION

1.1. Summary

The Greater Orlando Aviation Authority is seeking a qualified, responsive, and responsible supplier to provide all materials, labor, supervision, miscellaneous supplies, equipment, tools, chemicals, and all other accessories, services, facilities, activities necessary for servicing air ductwork systems, on an “as-needed” basis, including, but not limited to:

routine duct cleaning, inspections, repair or replacement of damaged duct components, mold remediation inside ductwork, specialized hazard removal, emergency sealing or patching throughout the Landside Terminal Building, Airsides, and other Aviation Authority buildings located at the Orlando International Airport.

The ductwork includes any interior surface of the air distribution system for conditioned spaces and/or occupied zones. This shall include all heating, air-conditioning, and ventilation system(s) from the point(s) where the air enters a system to the point(s) where the air is discharged from a system.

Services scope shall also include, but is not limited to, return air grilles, return air ducts to an air handling unit (AHU), interior surfaces of an AHU, mixing boxes, coil compartments, condensation drain pans, housings, reheat coils, fans, fan housings, fan blades, turning vanes, filters, filter housings, supply diffusers, and any other components of an air distribution system not specifically listed.

1.2. Intent

The Aviation Authority's intent is to enter into a non-exclusive Contract for the services described in this Solicitation package. This Solicitation will result in a 60-month Contract to commence on or about April 1, 2026.

1.3. Definitions

Airport – Refers to MCO and/or ORL.

Agency – Means any official, officer, department, board, commission, division, bureau, section, district, office, authority, committee, or council, or any other unit of organization, however designated, of the executive branch of state government, and the Public Service

Commission.

Aviation Authority Board – Governing body responsible for administering the provisions of the Florida Legislative Act that created the Greater Orlando Aviation Authority. Its purpose is to serve the public interest through the coordination of the planning, financing, construction, and operation of the aviation facilities operated by the Aviation Authority in

Orlando, Orange County, FL.

Aviation Authority – See Greater Orlando Aviation Authority.

Aviation Authority Authorized Representative (“AAR”) – Refers to the Aviation

Authority-designated employee responsible for specific functions for daily coordination of all activities under the executed Contract.

Award Recommendation (“Recommendation to Award”) – Refers to the proposed consideration of contract award to a responsive and responsible bidder.

Competitive Range – Refers to the range of replies reasonably susceptible of award. Only

Respondents within competitive range are considered..

Contract – Refers to an executed agreement between parties with binding legal and moral force, for the provision of goods and/or services in exchange of money or other type of compensation.

Contractor – Refers to any individual or business who has been awarded a contract.

Complaint – Refers to any verbal or written report made by customers, airport employees, or other individuals to account for incidents or grievances related to poor, unsatisfactory or unacceptable performance, inappropriate behavior, personal injury which, in the sole discretion of the AAR, is caused by the Contractor or its employees, agents or subcontractors.

Greater Orlando Aviation Authority (“Aviation Authority”) – Means the local governmental agency created by action of the Florida State Legislature for the purpose of developing and operating aviation facilities in Orlando, Orange County, FL, i.e., managing and operating MCO and ORL. The Greater Orlando Aviation Authority is, in turn, directed and governed by the Aviation Authority Board.

Invitation for Bid (“IFB”) – Procurement method used to solicit (written or electronically) competitive responses that are sealed until a specific due date and time. The IFB process is utilized when requirements are clearly defined, and price is the determining factor for award.

MCO – Refers to Orlando International Airport in the City of Orlando, Orange County, State of Florida, United States of America.

Notice of Award – Notification letter to a Respondent stating that the contract has been awarded to them in accordance with their response to the Solicitation requirements. This allows for work coordination to commence while the contract is drafted for execution.

Notice of Intent to Award – Public notice issued to announce an intended award and to also signal the beginning of the time period allowed for protest submittals.

Notice to Proceed – Notification letter to a Respondent that marks the beginning of the contracted performance period. It serves as official approval for the Contractor to begin work.

ORL – Refers to Orlando Executive Airport in the City of Orlando, Orange County, State of

Florida, United States of America.

Respondent (“Bidder” or “Proposer”) – Refers to an individual or business submitting a response to a Solicitation.

Responsive (Respondent) – Refers to a Respondent that conforms to all material aspects of the Solicitation, as determined by the Aviation Authority.

Responsible (Respondent) – Refers to a Respondent with capability in all respects to fully perform the Solicitation requirements and the integrity and reliability that give reasonable assurance of good faith and performance.

Solicitation – Document package used to request responses for the purpose of entering into a Contract with the Aviation Authority.

SunBiz – Official website of the State of Florida Division of Corporations.

State of Florida Division of Corporations – Is the State of Florida’s central location for filing business entities, trade and service marks, fictitious name registrations, judgment and federal tax liens, Uniform Commercial Code (UCC) financing statements, and notary commissions and apostilles. The State of Florida Division of Corporations serves as an informational resource for statewide business activities, registrations and certificates.

Quality Assurance – Refers to a planned and systematic approach to ensure adequate service requirements are established; that the services conform to established requirements; and that satisfactory performance is achieved. Quality Assurance refers to actions by the Aviation Authority to determine whether the Contractor’s performance conforms to the Scope of Work.

Quality Control – Refers to a program developed by the Contractor to ensure that its services meet the requirements of the Aviation Authority.

UOM – Refers to Unit of Measure, a standard/definite magnitude of a quantity.

2. GENERAL INFORMATION AND RESPONSE PREPARATION

2.1. Nondiscrimination Legal Notices

a. The Aviation Authority does not discriminate upon the basis of any individual’s disability status. Anyone requiring reasonable accommodations as provided for in the Americans with Disabilities Act or Section 86.26, Florida Statutes, should contact the ADA Coordinator at 407-825-7105 as soon as possible, or at least one full business day prior to any scheduled meeting.

b. In accordance with Section 287.05701, Florida Statutes, the Aviation Authority may not request documentation of or consider a Respondent's social, political, or ideological interests when determining if the Respondent is a responsible

Respondent.

2.2. Reservation of Rights

a. The Aviation Authority reserves the right, in its sole discretion, to waive any informalities or irregularities of a Response, except that:

i. the Aviation Authority will not waive the requirement that a Response, complete in all material respects, be received by the Aviation Authority by the time and date specified in the Timeline for the receipt thereof, and

ii. the Aviation Authority will not consider any Response which does not conform in all material respects to the terms of this Solicitation including a commitment to execute the Contract by the Respondent, if applicable.

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

c. The Aviation Authority reserves the right to request clarification of information submitted in any Response, to require additional information from any Respondent, or, in the Aviation Authority's sole discretion, to reject any or all Respondents for any reason and to re-advertise or not to re-advertise the Solicitation.

d. The Aviation Authority reserves the right to reject responses containing any additional terms or conditions not specifically requested in the original special conditions and/or the terms and conditions.

e. The Aviation Authority reserves the right to cancel an award to a Respondent upon due cause—i.e., misrepresentation, negligence, non-performance, etc. via written notice.

f. As the best interest of the Aviation Authority may require, the right is reserved to make award(s) by individual items, group of items, all or none, or a combination thereof.

g. All awards made as a result of this Solicitation shall conform to applicable policies of the Aviation Authority.

h. The Aviation Authority reserves the right at its sole discretion to increase, decrease, or delete any portion of the Scope of Services of the resulting Contract at any time, without cause.

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

Authority intends, but is not obligated, to enter into a non-exclusive agreement with the lowest responsive and responsible Respondent to perform the required Services described herein.

j. The Aviation Authority reserves its right to award any or all of the advertised services subject to the availability of funding.

2.3. Solicitation Information/Instructions To Respondents

a. 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 8: Vendor Questionnaire.

b. 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.

c. Sealed electronic responses will be received for this Solicitation through the Greater

Orlando Aviation Authority e-Procurement Platform located at https://procurement.opengov.com/portal/goaa. Once you have completed the free account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic response. By way of the Platform, responses will be locked and digitally encrypted until the submission deadline passes.

d. All Responses must be received by the Aviation Authority as noted in the Section 1:

Introduction. All Responses timely received will be listed with the name of the

Respondent during the Virtual Announcement of Respondents. The e-

Procurement Platform will not allow for late submittals.

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

f. If the Aviation Authority determines that it is necessary to change the dates or times prior to the due date, the change will be announced and posted on the e-

Procurement Platform.

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

g. The Aviation Authority shall not be responsible for delays caused by any occurrence. This shall include any delay as a result of a technology issue. Any late response shall not be accepted.

h. Responses submitted by hard copy, e-mail, or fax shall not be accepted. Responses submitted outside of the designated electronic submission Platform shall be rejected as non-responsive regardless of where and when they were received.

i. Respondents shall not be allowed to modify their responses after the opening time and date.

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

k. Each Respondent shall complete Section 8: Vendor Questionnaire. Please respond to each item individually, as applicable.

l. Unless otherwise directed, all uploaded files must be in PDF format. Do not upload zip files.

m. Regarding narrative responses: please do not include any links to any material, as those will not be reviewed. Additionally, images shall not be added into narrative fields, as those will not be reviewed.

n. Once the deadline for receipt of Responses has occurred, no Response may be altered or withdrawn for a period of 120 days after such deadline.

2.4. Communications; Questions Regarding Specifications or Solicitation

Process and Receiving Responses

a. Any communication during the solicitation process must be submitted to the Aviation

Authority via the e-Procurement

Platform, https://procurement.opengov.com/portal/goaa. prior to the deadline for

Questions.

b. 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.

c. In accordance with Administration Policies (Sections 180.01 and 180.03) policies, any communication directly or indirectly to seek to encourage any specific result in connection with an Aviation Authority selecting 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 https://procurement.opengov.com/portal/goaa

Solicitation is released to the time that the award is made. Copies of the

Administration Policies (Sections 180.01 and 180.03) are available at https://flymco.com/airport-business/policies.

d. All firms are hereby placed on notice that the Aviation Authority Board and staff shall not be contacted about this Solicitation. Firms and their agents shall not contact members of the Aviation Authority staff and/or Committee/Board member (with the exception of designated Procurement Agent and the Small Business Development

Department). An appropriate official or employee of the Aviation Authority may initiate communication with a Respondent in order to obtain information or clarification needed to develop a proper and accurate review of the Response. Any official communication from a Respondent during the solicitation process should be submitted via the e-Procurement Platform as directed during the solicitation process.

Failure to adhere to these requirements may result in and Aviation Authority Board action to disqualify your firm from consideration of award.

e. Requests for interpretation, clarification or correction of solicitation documents, forms or other material in the solicitation must be made in writing via the e-

Procurement Platform during the Question-and-Answer period. Questions or issues raised at the Pre-Submittal Meeting or during the Question-and-Answer period, which, in the Aviation Authority's discretion, necessitate changes to the solicitation documents, will be the subject of an addendum to this solicitation at the conclusion of the question period, and will be made available through the e-Procurement

Platform. It is the responsibility of each Respondent to ensure that it has received and reviewed any and all such solicitation(s) or addendum.

2.5. Silence of Specifications

The apparent silence of the specifications and any supplemental specifications as to any details or the omission from same of any detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail and only materials of first quality be provided.

2.6. Pricing

a. Provide pricing in OpenGov, using the pricing table. Responses in any other format

(such as a quote on the Respondent’s template) will not be accepted or reviewed.

b. Unless otherwise directed, pricing information shall not be included in any other areas of the response.

c. If a detailed excel file with price breakdown is required, the sub-totals and totals must match the pricing entered in the OpenGov Price Table(s). In case of a discrepancy, the Respondent must honor the price more advantageous to the

Aviation Authority, or the Respondent will be deemed non-responsible.

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d. Prices provided must be valid at least through 03/31/2031. Any anticipated increases in Respondent's costs during the term must be reflected in its prices set forth in its response. Consumer Price Index (CPI) adjustment consideration is addressed in

Section 10: Aviation Authority's Standard Terms and Conditions.

e. The Aviation Authority shall not be obligated to renegotiate or increase any price 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 Solicitation.

f. For goods/equipment deliveries, if any: prices provided shall be for materials/items/parts/equipment that are new, unused, or a current year and model, and are fully supported by the manufacturer’s warranty to the initial purchaser, as applicable.

2.7. Incurred Cost

The Aviation Authority is not liable for any cost incurred by any Respondent prior to an award. Costs for developing a response is entirely the obligation of the Respondent and shall not be chargeable in any manner to the Aviation Authority.

2.8. Lobbying Statement

Do not contact Aviation Authority Board members or Staff concerning this

Solicitation. Public meetings and public deliberations of the Evaluation Committee are the only acceptable forum for the evaluation of any Responses received pursuant to this

Solicitation. Written correspondence concerning questions may be submitted to the Procurement Services Department via the e-Procurement Platform during the specified period. Any official communication from a Respondent during the Solicitation process should be submitted in writing to the Greater Orlando Aviation Authority via the e-

Procurement Platform as directed in the Solicitation. Copies of the Administration Policies

(Sections 180.01 and 180.03) are available at https://flymco.com/airport-business/policies/. Failure to adhere to these requirements could result in action to disqualify your firm from consideration of award. Respondents to this Solicitation or persons acting on their behalf may not contact, between the release of the Solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding

Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this Solicitation, except in writing to the procurement officer or as provided in the Solicitation documents. Violation of this provision may be grounds for rejecting a response. (F.S. 287.057 (25))

2.9. Withdrawal of Responses

No Response may be withdrawn after the scheduled Response opening time for a period of

120 days. Any Respondent withdrawing or attempting to withdraw its Response prior to the https://flymco.com/airport-business/policies/ expiration of the 120 day period shall be obligated to reimburse the Aviation Authority for all its costs incurred in connection with such withdrawal or attempted withdrawal including, without limitation, any increased costs for procuring the goods or services from another

Respondent or all costs of advertising and re-procuring the goods or services, and all attorneys’ fees, in addition to payment of the Aviation Authority’s other damages. A

Respondent’s submission shall be deemed the Respondent’s acknowledgment of an agreement to the provisions of this Section.

2.10. Public Meetings/Public Records

Please be aware that all meetings of the Aviation Authority’s Board are duly noticed public meetings and all documents submitted to the Aviation Authority as a part of or in connection with a Solicitation constitute public records under Florida law regardless of any person’s claim that proprietary or trade secret information is contained therein. Public meetings are posted on the Aviation Authority's website: https://flymco.com/airport-business/sunshine-meetings/

2.11. Proprietary Information

In accordance with Chapter 119 of the Florida Statutes (Public Records Law) and except as may be provided by other applicable State and Federal Law, all Respondents should be aware that the Solicitation and the responses thereto are public records. However, the

Respondents are requested to identify specifically any information contained in their

Response, which they believe to be exempt from disclosure, citing specifically the applicable exempting law. The Aviation Authority will consider a Respondent’s opinions regarding the applicability of Chapter 119, Florida Statutes, but shall not be obligated to concur in such opinions. All information and documents received from Respondents in response to this

Solicitation will become the property of the Aviation Authority, will not be returned to the

Respondents, and will be incorporated in the final Agreement in the event of Agreement award, with the exception of any financial information exempt from the Public Records

Laws. Any work product produced as part of the Agreement will become the exclusive property of the Aviation Authority.

2.12. Independent Consultant Status and Compliance with the Immigration

Reform and Control Act

Respondent is and shall remain an independent Consultant and is neither agent, employee, partner, nor joint venture of Aviation Authority. Respondent acknowledges that it is responsible for complying with the provisions of the Immigration Reform and Control Act of

1986 located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended from time to time. Failure to comply with the above provisions shall be considered a material breach of the Agreement.

https://flymco.com/airport-business/sunshine-meetings/ https://flymco.com/airport-business/sunshine-meetings/

2.13. Code of Ethics and Business Conduct Policy

The Aviation Authority has adopted a Code of Ethics and Business Conduct Policy # 101-02, 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 (101.02) is available on the Aviation

Authority’s website: https://flymco.com/airport-business/policies/

2.14. Notice of Intent to Award

Unless all Responses are rejected by the Aviation Authority, a Notice of Intent to Award is anticipated to be provided within 90 days from the opening of Responses. Such Notice will be posted to this e-procurement platform.

2.15. Tie Breaking

In accordance with the Aviation Authority's Policy 450.02, when a tie occurs, the following will be considered in an attempt to break the tie, in the order listed below:

1. Drug-Free Workplace

2. Respondents to submit best and final pricing

3. Respondent whose principal place of business is located in Orange, Lake, Osceola, Polk, and Seminole Counties

4. Game of chance – Coin toss

2.16. Appeals

Any Respondent who is adversely affected by a decision or intended decision concerning this competitive solicitation or award and who wants to appeal such specifications, decision, or intended decision shall file an appeal within five (5) business days of the date of any decision or intended decision in compliance with the Aviation Authority’s Policy 110.04, Appeal Process. Failure to file an appeal in accordance with the Aviation Authority’s Policy

110.04, shall constitute a waiver of the appeal process.

3. MINIMUM REQUIREMENTS

Respondent must meet all the Minimum Requirements listed in this section in order to be considered for award. Respondents must address each Minimum Requirement and provide affirmative statements and/or documentation to demonstrate meeting all the Minimum

Requirements, as directed in Section 8: Vendor Questionnaire.

3.1. Minimum Experience

a. Respondent must be a firm, corporation, or other legal entity currently engaged in providing air duct cleaning services similar in size, scope, and complexity as those outlined in Section 5, Scope of Work/Specifications.

b. Respondent must have a minimum of 3 years of continuous, recent, relevant, and verifiable experience performing such services.

c. In Section 8 Vendor Questionnaire, the Respondent shall provide a list of contracts of similar size, scope, and complexity held with entities, such as airports or public agencies, identifying the start and completion dates of rendered services that clearly confirms how the Respondent meets the minimum experience required per

Subsections 3.1(a) and 3.1(b).

3.2. References

a. Respondents must provide contact information for at least 3 verifiable references demonstrating experience satisfactorily providing services similar in scope and size, within 3-year period immediately preceding the date of this Solicitation.

b. References should be able to confirm the Respondent’s qualifications, experience, and reputation performing such services under the Respondent-listed contracts, per

Subsection 3.1(c) Minimum Experience.

c. The Respondent may not provide more than one Aviation Authority reference, if applicable.

d. The Respondent authorizes the Aviation Authority, its staff or consultants to contact any of the references provided in the response and specifically authorizes such references to release either orally or in writing, any appropriate data with respect to the Respondent and its Team members. The Aviation Authority reserves the right to solicit from available sources relevant information concerning a Respondent's past performance and may consider such information in its evaluation and selection of

Proposers.

e. The Aviation Authority will email a standard reference verification form to all references provided. It is imperative that all email addresses are up-to-date and accurately entered to avoid unanswered reference verification requests.

f. If the Respondent is a joint venture or partnership, which is not currently in existence, the requested documentation listed below in Subsections 3.3 and 3.4 shall be submitted from each entity of the proposed joint venture or partnership.

3.3. Industry License/Certification Requirements

This solicitation requires the following License(s)/Certification(s): NADCA-Certified Air

Systems Cleaning Specialist (ASCS) (or equivalent HVAC systems certification for hygiene, inspection, cleaning, and restoration for indoor air quality, safety, and industry standards issued by a nationally-recognized organization). Proof of such certification/license must be uploaded in Section 8: Vendor Questionnaire.

3.4. Registration with the State of Florida

Respondent must be registered and authorized to conduct business in the State of Florida, as evidenced by an active SunBiz.org registration/application. A copy of such registration/application from SunBiz.org must be uploaded in Section 8: Vendor

Questionnaire.

4. OTHER REQUIREMENTS

4.1. General

The following documents are requested with your response:

a. Conflict Of Interest Form (GOAA Form provided)

b. Current W9

c. Proof of Insurance, per Subsection 10.9 Insurance Requirements.

These documents are to be uploaded in PDF format in Section 8: Vendor Questionnaire.

4.2. Acknowledgements and Certifications

The following acknowledgements / certifications are requested with your response:

a. Verification of Employment Status/e-Verify

b. Drug-Free Workplace Certification

c. Certification Regarding Prohibition Against Contracting with Scrutinized Companies

d. Discriminatory Vendor List Certification

e. Public Entity Crimes Certification

These acknowledgements / certifications are to be completed in Section 8: Vendor

Questionnaire.

5. SCOPE OF WORK/SPECIFICATIONS

5.1. Overview

The Contractor shall provide all materials, labor, supervision, miscellaneous supplies, equipment, tools, chemicals, and all other accessories, services, facilities, activities necessary for servicing air ductwork systems, on an “as-needed” basis, including, but not limited to: routine duct cleaning, inspections, repair or replacement of damaged duct components, mold remediation inside ductwork, specialized hazard removal, emergency sealing or patching, throughout the Landside Terminal Building, Airsides, and other Aviation

Authority buildings located at the Orlando International Airport in accordance with this

Solicitation.

Air ductwork systems cleaning includes any interior surface of the air distribution system for conditioned spaces and/or occupied zones. This shall include all heating, air-conditioning, and ventilation system(s) from the point(s) where the air enters a system to the point(s) where the air is discharged from a system. Services scope shall also include, but is not limited to, return air grilles, return air ducts to an air handling unit (AHU), interior surfaces of an AHU, mixing boxes, coil compartments, condensation drain pans, housings, reheat coils, fans, fan housings, fan blades, turning vanes, filters, filter housings, supply diffusers, and any other components of an air distribution system not specifically listed.

5.2. General Requirements

a. The Contractor shall possess and maintain all licenses, certifications, and registrations required by federal, state, and local authorities to perform the work described in this Solicitation. Copies of all such documentation shall be provided to the Aviation Authority upon request.

b. The Contractor shall comply with all applicable federal, state, and local laws, ordinances, codes, rules, and regulations pertaining to the performance of work, including environmental protection, occupational health and safety, and building regulations.

c. The Contractor shall comply with the latest published standards, guidelines, and best practices for inspection, cleaning, and maintenance of commercial HVAC and air duct systems, including:

1. American National Standards Institute (ANSI)

2. American Society of Heating, Refrigerating and Air-Conditioning Engineers

(ASHRAE)

3. Air Conditioning Contractors of America (ACCA)

4. National Air Duct Cleaners Association (NADCA) ACR Standard

d. The Contractor shall comply with all federal and state Right-to-Know laws and OSHA

Hazard Communication Standards if hazardous materials are used. Safety Data

Sheets (SDS) shall be made available to all workers and to the Aviation Authority’s

Representative (AAR) upon request.

e. The Contractor shall immediately report to the Aviation Authority any spillage, release, or dumping of hazardous materials on Authority property and shall be fully responsible for cleanup, disposal, and all costs incurred as a result.

f. The Contractor shall obtain, maintain, and comply with all permits, licenses, and registrations required by applicable governing agencies. Copies shall be provided to the Authority upon request. A copy of all active licenses, registrations, and permits shall be maintained at the job site while work is in progress.

g. The Contractor shall ensure that all employees are properly trained, certified where required, and equipped with appropriate personal protective equipment (PPE). The

Contractor shall comply with all OSHA requirements, including confined space entry, fall protection, and respiratory protection as applicable to duct cleaning operations.

h. The Contractor shall implement work practices to minimize dust, debris, and airborne contaminants released during duct cleaning operations. Negative air machines, HEPA filtration, and proper containment procedures shall be utilized. All waste materials shall be collected, transported, and disposed of in compliance with federal, state, and local environmental regulations.

5.3. Work Hours

a. Standard Work Hours - The Contractor shall normally perform work during Standard

Work Hours, defined as Monday through Friday, 7:00am to 6:59pm EST, excluding

Aviation Authority-observed holidays.

b. Non-Standard Work Hours - While daytime work under Standard Work Hours is preferred/encouraged, any work affecting public areas, systems, or tenant spaces may be required by the Aviation Authority during Non-Standard Work Hours, including weekends and holidays. Such work shall be coordinated in advance and must receive prior written approval from the AAR before scheduling. The Contractor shall advise the AAR at least 48-hours in advance of its projected work schedule. The

Contractor shall not perform work billable under Non-Standard Work Hours, without receiving prior written approval from the AAR.

c. Response Time for Regular Service Calls - The Contractor shall respond verbally by telephone to a written request by the AAR within 24-hours of receiving the request and shall commence on-site repair or replacement services within 48-hours from the time the AAR’s written request is received.

d. Response Time for Emergency Call Services - The Contractor shall physically respond to emergency call services within 2-hours of notification if any of the Contractor’s technicians are already on site. At all other times, the Contractor shall physically respond within 4-hours of notification, 7-days per week, 365-days per year.

e. 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 designees, the Contractor shall perform work during such hours as specified by the Authority.

f. Sign-In and Sign-Out Log - The Contractor’s personnel shall, upon arrival, check in at the Central Plant using the Aviation Authority’s digital log-in system located on the designated digital pads. Personnel shall enter all information requested on the screen at the time of check-in and shall complete the same process when signing out upon departure. The Contractor’s lead representative will be instructed on the digital log-in process during the initial orientation meeting and may request additional instruction from the AAR if needed. In the event the digital log-in system is unavailable, the

Contractor’s personnel shall revert to the manual process by checking in with the

Central Plant Operator at (407) 825-4000, advising the Operator of their work location and the specific air duct cleaning activity to be performed. Upon completion of the work, personnel shall check out with the Operator.

g. Reimbursable Charges - Charges will be based on actual hours worked on the

Authority’s site, as verified by the Authority’s digital sign-in/sign-out log system maintained at the Central Plant. The Contractor’s invoice time must match the digital log records. In the event the digital system is unavailable, the Contractor’s hours will be validated against the manual sign-in/sign-out log maintained by the Central Plant

Operator. Time required for travel to and from the Authority’s site is not eligible for reimbursement and shall be considered included in the Contractor’s overhead costs.

5.4. Aviation Authority Responsibilities

a. The Aviation Authority will provide parking at the designated Employee Parking Lot at no cost to the Contractor or its employees while performing the work specified herein.

b. The Aviation Authority will provide the Contractor, at the Aviation Authority's sole cost, with utility service where presently available and required by the Contractor to perform its obligations and functions under this Contract.

5.5. Contractor Personnel

a. The Contractor shall provide an adequate number of skilled technicians thoroughly trained and experienced in HVAC system cleaning.

b. At least one (1) Air System Cleaning Specialist (ASCS) certified by the National Air

Duct Cleaners Association (NADCA), or an equivalent nationally recognized HVAC system cleaning certification, shall be on-site at all times during the performance of work.

c. The HVAC system cleaning Contractor shall be a certified member of NADCA. All work shall be supervised by a skilled foreman with demonstrated knowledge and experience in cleaning heating, ventilation, and air conditioning systems. A qualified supervisor shall be on-site at all times during performance of the work.

d. Each certified technician assigned under this Contract shall:

o Be approved in writing in advance by the AAR.

o Have a minimum of three (3) years of experience in cleaning HVAC air duct systems.

5.6. Quality Assurance

a. Contractor shall provide certifications for each of the technicians prior to commencement of work.

b. The Contractor shall perform all maintenance and repair services in accordance with industry standards and any applicable manufacturer’s instructions so that each manufacturer’s warranty is not in any way voided.

c. Only technicians pre-approved by the AAR shall be badged and allowed on-site to perform maintenance and repair activities.

d. The Contractor shall perform the Services in accordance with industry standards and any applicable standards and guidelines as set forth by the National Air Duct

Cleaners Association (NADCA), the Environmental Protection Agency (EPA), the

Indoor Air Quality Association (IAQA), and/or this specification.

5.7. Contractor-Owned Tools and Equipment

a. The Contractor shall be solely responsible for furnishing all tools, supplies, equipment and all other items necessary to perform the work under this Contract.

b. The Aviation Authority reserves the right to inspect and approve any and all tools, equipment or apparatus prior to Contractor’s use of such on Orlando International

Airport's premises.

c. The Contractor’s equipment used on Orlando International Airport's premises shall be maintained in an operable condition at all times and the Contractor shall ensure that such equipment is operated in compliance with proper safety procedures and practices. If the AAR determines, in its sole discretion, that a piece of Contractor’s equipment is unpresentable, leaking, or in poor working condition, the Contractor shall promptly remove such equipment from the premises and replace it with equipment that meets the AAR’s approval.

d. The Contractor shall maintain, at its sole cost and expense, reasonable amounts of insurance to protect against losses due to theft, vandalism or similar events, which might result in damage or loss of Contractor’s equipment, materials, tools, supplies, or chemicals.

5.8. Warranty

a. Contractor warrants replacing at no additional cost to the Aviation Authority, any item that is damaged as a result of Contractor’s error or neglect, reckless, or intended act or omission. Contractor-provided parts and components that develop defects during the installation or warranty period shall also be replaced without additional cost to the Aviation Authority.

b. The Contractor warrants for a period of one (1) year following the performance of services or repairs, all labor, parts and components supplied by the Contractor. This warranty shall not serve as a limitation on Contractor’s liability for latent defects in any part or workmanship. In addition, the Contractor shall provide to the AAR, all manufacturers’ product warranties for parts and material installed at the Orlando

International Airport.

c. Upon request, a copy of all manufacturers’ warranties shall be provided to the AAR for any and all bench stock, parts or inventory installed and/or placed into use by the

Contractor in the performance of these services.

5.9. Contractor-Provided Supplies

Contractor-provided materials shall include the following:

a. Fungicidal Protective Coating

The Contractor shall provide a fungicidal protective coating suitable for use on the interior of HVAC duct systems. Such coating shall meet the following requirements:

1. Shall be a polyacrylate copolymer emulsion-based product.

2. Shall be EPA-registered.

3. Shall have a minimum warranty of ten (10) years.

4. Reference: “Foster® 40-20™” as manufactured by Specialty Construction Brands, Inc., 315 South Hicks Road, Palatine, IL 60067, Phone (847) 358-9500, or an equivalent alternate product approved by the AAR.

b. The Contractor shall provide all other miscellaneous materials and accessories necessary for the completion of the Services specified herein, including but not limited to:

1. Biocidal agents

2. Biocidal coatings

3. Other sprays or treatments

c. Repair, Replacement, and Obsolete Parts - All repair, replacement, and obsolete parts shall be new Original Equipment Manufacturer (OEM) parts. If a part has been deemed obsolete by the manufacturer, the Contractor may substitute a third-party part of equal or higher quality, with prior written approval from the AAR.

d. The Contractor shall provide any and all parts necessary for approved repair work outside of the scope of this Contract. A written quote must be submitted to the AAR and approved prior to performing such repairs.

e. The quoted amount shall be based on:

1. The hourly rates set forth in Section 6, Price Table.

2. The markup for repair or replacement parts, components, and approved equipment rental as specified, and

3. The actual cost of the approved parts or components.

5.10. Reimbursable Items

The Aviation Authority will reimburse the Contractor for AAR-approved repair or replacement parts, components, or required equipment rental at actual cost plus the markup percentage stated in Section 6, Price Table.

a. Freight and shipping charges will be reimbursed at actual cost only, with no markup.

b. Expedited delivery charges must receive prior written approval from the AAR.

c. A copy of the original purchase receipt for all reimbursable parts, components, or equipment rentals must be submitted with the invoice for reimbursement.

5.11. Performance Requirements

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

b. The HVAC System Cleaning contractor shall be a certified member of the National Air

Duct Cleaners Association (NADCA) and shall have a minimum of one (1) Air System

Cleaning Specialist (ASCS) and one (1) supervisor responsible for the work specified herein.

c. All work shall be supervised by a skilled foreman of the Contractor with thorough knowledge and experience in cleaning heating, ventilation, and air conditioning systems.

d. Contractor shall perform the services in accordance with current published NADCA standards. No modifications or deviations from NADCA standards are permitted.

e. Contractor shall utilize maximum safety precautions. Tools and equipment must be in a good state of repair, safe to use, and employed according to manufacturer instructions. Contractor shall ensure all workers and concerned personnel are informed of Safety Data Sheets (SDS) for all products used.

f. Debris removed during cleaning shall be collected, and all reasonable measures shall be taken to ensure debris is not dispersed outside the HVAC system. Offensive odors and mist vapors shall be controlled to the greatest extent possible.

g. Cleaning methods shall ensure that all HVAC system components are Visibly Clean per NADCA standards. All components shall be returned to settings recorded prior to cleaning. Dampers and air-directional devices must have positions marked prior to cleaning and restored to those positions upon completion.

5.12. Notification and Preparation

a. The AAR shall contact Contractor when service is required. Contractor shall coordinate service dates and times.

b. Upon arrival, Contractor shall shut down affected mechanical systems and may shut down smoke detectors, security systems, or protocols as necessary for performance of services.

c. Contractor shall perform a visual inspection of the mechanical system to determine the appropriate methods, tools, and equipment needed for service. Any damaged components or areas needing repair discovered during inspection shall be documented and reported in writing to the AAR.

d. Inspections shall be conducted without negatively impacting the indoor environment via dust, microbial amplification, or other debris. Environmental engineering control measures must be implemented in sensitive areas or where contamination is suspected.

e. Contractor shall provide the AAR a written estimate for requested services. Work shall not commence without written authorization from the AAR.

f. Site inspections shall be documented with digital still photos of each component group, including:

1. Air Handlers

2. Access Openings

3. Return Air Control Devices

4. High-pressure duct

5. Low-pressure duct

G. Contractor shall coordinate with Security and Environmental Services/Sanitation regarding work on-site, access, badges, and post-cleaning requirements.

5.13. Cleaning Requirements

The Contractor shall perform all cleaning, including deep cleaning, system component cleaning, inspection, decontamination, in accordance with NADCA standards and industry best practices. Requirements include:

a. Containment and Filtration

• Collect and contain all debris to prevent dispersal outside the HVAC system.

• Use HEPA filtration (minimum 99.97% efficiency at 0.3 microns) for all cleaning operations exhausting inside or outside the building. Position equipment downwind and away from air intakes.

b. Component Cleaning

• Remove, hand-clean, sanitize, and reinstall registers, grilles, and diffusers. Clean affixed devices in place.

• Vacuum surrounding areas and cover supply registers with poly filters during treatment and encapsulation.

• Clean AHUs, terminal units (VAV, dual duct boxes), blowers, fans, coils, and evaporator fins:

a. Remove visible contamination per NADCA standards.

b. Ensure drainage systems are operative before wet cleaning.

c. Straighten bent fins and apply mild coil cleaner followed by EPA-registered biocide.

Ductwork Cleaning:

• Fiberglass Lined Ductwork: Clean all accessible ductwork via source removal using robotic air agitation devices or soft vacuum brush with HEPA vacuum and Negative

Air Unit. Encapsulate ductwork with line set duct sealant after cleaning.

• Non-Porous Ductwork: Clean all accessible ductwork using a combination of methods including patented robotics, HEPA vacuum, duct auger, and Negative Air Unit.

• Insulated Flexible Ductwork: Disconnect both ends and clean via soft contact vacuum attachment with HEPA collection device. Note damaged duct for future replacement.

• EPA Registered Biocide: May be applied only to non-insulated areas with visible suspect contamination.

• Encapsulation: All ductwork shall be encapsulated per NADCA standards using line set duct sealant to prevent contamination.

• Access Panels: Panels shall be installed for source removal, visual inspection, and treatment per NADCA Standard 05-1997.

Service Openings:

• Contractor shall utilize existing service openings whenever possible. Additional openings may be created if necessary, and must comply with industry codes and standards, maintain structural integrity, and not hinder airflow.

• Openings in flexible duct are prohibited; flexible ducts shall be disconnected at ends for cleaning.

• Rigid fiberglass duct closures must comply with UL 181/181a or NAIMA practices.

• Reopenable service openings must be clearly marked and reported to the AAR.

Contractor may remove and reinstall ceiling tiles to access HVAC systems and shall perform cleaning sufficient for systems to pass NADCA Cleaning Verification Testing.

Systems shall be inspected prior to and after cleaning. Any damaged components shall be documented and reported to the AAR, and before-and-after photographs of all major components must be included in the post-service report.

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