Airline_Technical_Representative.pdf

INVITATION TO NEGOTIATE

26-581-ITN

AIRLINE TECHNICAL REPRESENTATIVE

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION AND RESPONSE PREPARATION

3. SCOPE OF WORK / SPECIFICATIONS

4. MINIMUM REQUIREMENTS

5. OTHER REQUIREMENTS

6. EVALUATION CRITERIA AND SELECTION PROCESS

7. PROFESSIONAL SERVICES AGREEMENT SAMPLE

8. VENDOR QUESTIONNAIRE

9. PRICE TABLE(S)

GREATER ORLANDO AVIATION AUTHORITY

Airline Technical Representative

1. INTRODUCTION

1.1. Summary

The Airline Technical Representative (ATR) will act as the primary liaison between airlines operating at Orlando International Airport (MCO) and the airport’s Planning, Engineering & Construction (PEC) and Operational Readiness and Transition (ORAT) teams during all phases of capital improvement projects. This role ensures airline operational needs are integrated into project planning, design, construction, and commissioning, minimizing disruptions and supporting smooth implementation.

Key Responsibilities:

• Coordination & Communication: Serve as the single point of contact for airlines, facilitating input and consensus throughout project phases.

• Technical Review: Coordinate airline feedback on design documents, technical requirements, and schedules.

• Project Controls: Monitor schedules, budgets, and deliverables to align with airline operations.

• Operational Input: Ensure airline requirements are considered in project decisions and readiness planning.

• Representation: Advocate for airline interests across major projects such as

APM Replacement, Baggage System Upgrades, and Terminal Optimization.

This role is critical for aligning capital improvement initiatives with airline operations and fostering collaboration between stakeholders.

Disclaimer: Each Respondent shall be responsible for all legal costs in defending any non-disclosure of confidential or trade secret information designated by the

Respondent.

1.2. Procurement Services Point of Contact

When the Questions and Answers function is not available, please contact Kerry Gray-

Brown, Senior Procurement Agent via email at kerry.gray-brown@goaa.org.

1.3. Intent

The Aviation Authority's intent is to enter into a non-exclusive Agreement for the services described in this solicitation for a five (5) year period. Contract to start on or about 01/01/2027.

1.4. Background

Orlando International Airport (MCO) is one of the busiest airports in the U.S., serving as a critical hub for domestic and international travel. With passenger volumes continuing to grow and technology rapidly evolving, the airport is undertaking a series of capital improvement projects to enhance capacity, efficiency, and the passenger experience.

These projects include major initiatives such as APM Replacement, Baggage System

Upgrades, Terminal Optimization, and Master Plan Updates—all of which directly impact airline operations.

Why This Project Is Important:

Airlines are the lifeblood of the airport, and their operational needs must be integrated into every stage of development. Misalignment between project execution and airline requirements can lead to costly delays, operational disruptions, and diminished passenger experience. The ATR role ensures that airline voices are heard and acted upon, creating a collaborative environment where projects meet both airport and airline objectives.

Key Challenges:

• Complex Stakeholder Environment: Multiple airlines with differing priorities require strong coordination and consensus-building.

• Operational Continuity: Construction and activation must minimize disruption to day-to-day airline operations.

• Technical Complexity: Projects involve advanced systems (baggage handling, APM, self-service technologies) that demand specialized input.

• Tight Timelines & Budgets: Delivering on schedule while accommodating operational needs is a balancing act.

What Would Hit the Ball Out of the Park:

• Proactive Engagement: Early and consistent involvement of airlines in planning and design phases.

• Clear Communication Channels: Transparent reporting and structured feedback loops to avoid surprises.

• Operational Readiness: Seamless transition from construction to activation with minimal impact on airline operations.

• Consensus Building: Achieving alignment among diverse airline stakeholders for smooth project execution.

By addressing these challenges and delivering on these success factors, the ATR will play a pivotal role in shaping projects that enhance efficiency, passenger experience, and airline satisfaction.

1.5. Tentative Timeline

Release Project Date: July 12, 2026

Pre-Submittal Meeting (Non-

Mandatory):

July 20, 2026, 9:00am

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2659

15001461117?p=SSizKAhZtIV7opkXdd

Meeting ID: 265 915 001 461 117

Passcode: gC2JT9Py

Dial in by phone

+1 872-242-8019,,613574544# United

States, Chicago

Phone conference ID: 613 574 544#

Question Submission Deadline: July 27, 2026, 5:00pm

Question Response (Addendum) Issue

Deadline:

August 6, 2026, 12:00am

Response Submission Deadline: August 12, 2026, 2:00pm

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2800

97603059701?p=e0V1wwYPN9Oz0NQm kA

Meeting ID: 280 097 603 059 701

Passcode: fi97BA2c

Dial in by phone

+1 872-242-8019,,505148481# United

States, Chicago

Phone conference ID: 505 148 481# https://teams.microsoft.com/meet/265915001461117?p=SSizKAhZtIV7opkXdd https://teams.microsoft.com/meet/265915001461117?p=SSizKAhZtIV7opkXdd https://teams.microsoft.com/meet/280097603059701?p=e0V1wwYPN9Oz0NQmkA https://teams.microsoft.com/meet/280097603059701?p=e0V1wwYPN9Oz0NQmkA https://teams.microsoft.com/meet/280097603059701?p=e0V1wwYPN9Oz0NQmkA

Evaluation Committee Date: August 31, 2026

Interviews (Optional): September 14, 2026

Conclusion of Negotiations: September 21, 2026

Evaluation of Respondents' BAFOs by

Committee:

October 26, 2026

Aviation Authority Board Contract

Approval Date:

November 18, 2026

Dates are subject to change. All times are EST.

1.6. Characteristics of an ITN

An ITN is a solicitation process to select one or more vendors with which to commence negotiations for the procurement of goods and/or contractual services.

When the Aviation Authority determines that procurement by an Invitation to Bid or other solicitation method is not in the best interest of the Aviation Authority, and that negotiation may be necessary for the Aviation Authority to obtain the Best Value, the

ITN process may be used. In making the determination to utilize the ITN process, the

Aviation Authority may consider, in addition to any other relevant considerations, the following:

a. The simultaneous use of competitive negotiations would be beneficial to achieve the goal of Best Value within the Aviation Authority’s budget.

b. Price is an important factor but not significant enough by itself to justify award to a low bidder.

c. Limited availability of competition.

d. Non-standard products or services are required.

e. Multiple options for achieving the desired results likely exist.

f. A contract of high complexity may be required.

g. Uncertainty of the ability to obtain results within the budget or time requirements.

h. Requirements for needed products or services cannot be specified with certainty.

i. There is an emphasis on new technology with innovative solutions and a range of options are available.

j. Flexibility in determining the Best Value for the Aviation Authority is paramount.

k. Items or services are mission critical to the Aviation Authority’s operation.

l. A process of re-engineering may be required.

m. The marketplace is experiencing constant change and updated solutions are pertinent.

Professional and technical expertise and qualifications of firms are critical to the success of the project or provision of services.

2. GENERAL INFORMATION AND RESPONSE PREPARATION

2.1. Non-Discriminatory 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 Agreement 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

Agreement 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 highest ranked 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 Agreement. No claim for additional compensation will be allowed which is based upon a lack of knowledge or understanding of any of the Agreement 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 https://procurement.opengov.com/portal/goaa 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.

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 180 days after such deadline.

2.4. Pre-Submittal Meeting

a. A Pre-Submittal Meeting will be held virtually for this solicitation.

b. The Teams Link can be find under Section 1: Introduction

c. The purpose of any Pre-Submittal Meeting is to review the solicitation (and any addenda) as published.

d. Attendance is not mandatory, but highly encouraged.

e. Attendees are expected to be familiar with the Solicitation Document.

2.5. 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. In the event of the OpenGov Q&A is not functional, please contact the Procurement Point of Contact specified in Section 1.

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 Solicitation is released to the time that the award is made. A copy of the Administration Policies (Sections 180.01 and

180.03) is available upon request from the Manager of Board Services.

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

f. Per F.S. 287.057 (25): 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.

2.6. 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.

2.7. Exceptions to Terms and Conditions within the Solicitation

Respondents may propose modifications to the Aviation Authority's contract terms and conditions by submitting in writing any redlines for such intended changes, via the e-

Procurement platform in response to the Vendor Questionnaire. To be considered by the

Aviation Authority, the request must include Respondent's desired language. A full substitution of the entire agreement or sets of terms and conditions will not be considered.

2.8. 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.

2.9. 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))

2.10. Withdrawal of Responses

No Response may be withdrawn after the scheduled Response opening time for a period of 180 days. Any Respondent withdrawing or attempting to withdraw its Response prior to the expiration of the 180 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.

2.11. 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 may 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/

2.12. Proprietary Information

a. In accordance with Chapter 119 of the Florida Statutes (Public Records Law) and except as may be provided by other applicable State and Federal Law, all

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

Chapter 119, Florida Statutes, but shall not be obligated to concur in such opinions.

b. 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.

2.13. 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.

2.14. 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

Agreement 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/

2.15. 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 the e-procurement platform.

https://flymco.com/airport-business/policies/

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. SCOPE OF WORK / SPECIFICATIONS

The Consultant shall provide one (1) Airline Technical Representative who shall be physically present on-site full time to support ongoing operational and technical coordination requirements related to the scope of work. On-site coverage shall be maintained during all scheduled operating days, with exceptions only for officially recognized holidays as designated by the Aviation Authority. The Airline Technical

Representative shall serve as the primary point of contact for technical and operational matters and shall perform all duties necessary to support the work to be performed.

3.1. Coordination & Communication

a. Act as the single point of contact for all airline-related project communications.

b. Facilitate airline engagement during:

o Capital Improvement Program (CIP) development o Master Plan updates o Design reviews o Construction phases o Activation and commissioning

c. Establish and maintain clear communication channels, reporting protocols, and progress tracking mechanisms.

d. Drive consensus among airlines on project-related issues and decisions.

3.2. Technical Review & Feedback

a. Coordinate airline review of technical documents, including:

o Scoping documents o Design drawings and specifications o Technical requirements o Reports and schedule summaries

b. Leverage Subject Matter Experts (SMEs) to provide technical input and ensure compliance with airline operational standards.

c. Deliver consolidated feedback and recommendations to airport staff and consultants.

3.3. Project Controls

a. Monitor and communicate project schedules, budgets, and deliverables to airlines.

b. Ensure alignment with airline operational requirements and airport standards.

c. Identify and escalate potential risks or conflicts impacting airline operations.

3.4. Operational Input

a. Facilitate airline input on operational issues such as:

o Gate and terminal access o Baggage handling systems o Passenger flow and security considerations

b. Support Operational Readiness and Transition (ORAT) planning to minimize operational disruptions during activation.

3.5. Representation & Oversight

a. Represent airline interests throughout the entire project lifecycle.

b. Participate in project meetings, workshops, and site visits as required.

c. Provide oversight and support for project controls and management processes.

3.6. Representative Projects

The scope of this Agreement includes any project assigned by the Aviation Authority, including, but not limited to the following:

a. Automated People Mover (APM) Replacement

b. Self-Service Bag Drop Pilot

c. Terminals A & B Baggage Systems Upgrades

d. Airside 2 Wing Expansion

e. Terminal Optimization (airline space rebalancing)

f. Master Plan Update

g. Terminal Nomenclature

h. Parking Expansion Program

The Consultant that is awarded this Agreement is prohibited from performing services on any planning, design, engineering, environmental, wayfinding, financial, program management, construction management, construction services, or any other services for the projects within the scope of this

Agreement. See also Conflict of Interest Section 4.

3.7. Deliverables

a. Communication Plan outlining reporting structure and feedback loops.

b. Consolidated Airline Feedback Reports for design and technical reviews.

c. Monthly Progress Updates summarizing project status, risks, and airline concerns.

d. Operational Readiness Support Plan for activation phases.

3.8. Aviation Authority’s Responsibilities

a. The Aviation Authority will provide employee parking at the designated Employee

Parking Lot at no cost to the Consultant or its employees while performing the work specified herein.

b. The Aviation Authority will provide the Consultant, at the Aviation Authority's sole cost, office and support space as it determines to be reasonably necessary for the Consultant’s operations conducted in direct support of this Agreement.

The Aviation Authority reserves the right to relocate the office and support space at its sole discretion. The Consultant will be required to sign a Space Use

Agreement Form.

3.9. Consultant Responsibilities

a. The Consultant shall attend a coordination meeting and all meetings after the commencement of the Agreement as requested by the Aviation Authority's

Authorized Representative (AAR).

b. At the end of the term of the Agreement, the Consultant shall attend meetings before and after the expiration of the Agreement if, upon expiration, another

Consultant has been selected to provide services.

c. Consultant assumes all liability with respect to its Employees and Employees of any Sub-Consultants assigned to this Agreement if they are injured on the

Aviation Authority property.

d. All work performed under this Agreement shall be carried out under the direction of the (the "AAR"). The Consultant in the course of the work under this

Agreement is responsible for continuous communications and coordination with the AAR.

e. The Consultant shall provide trained personnel for all phases of this Agreement as specified in the Scope of Services.

f. Consultant Supervisors are required to carry a working cell phone at all times while on duty to communicate with the AAR. The cost of the cell phones shall be included in the Management Fee. While on duty the Supervisors are required to be available by phone when contacted by the AAR and on-duty Consultant personnel in order to respond to issues. Should they not be able to be reached immediately, they shall return any missed calls within 10 minutes.

g. The Consultant shall report to the AAR any critical issues discovered during the shifts immediately. The AAR will coordinate with the Consultant on the reporting and tracking process.

3.10. Contractor / Consultant Performance

a. Consultant shall perform all of its obligations and functions under the Agreement in accordance with the Agreement specifications and industry standards. The

Consultant shall adjust and coordinate its activities to the needs and requirements of the Aviation Authority and perform its activities so as not to annoy, disturb, endanger, unreasonably interfere with or delay the operations or activities of the Aviation Authority.

b. Consultant’s personnel shall perform Work in a neat and professional manner, and in compliance with all Federal, State, and City of Orlando regulations and

ANSI specs. OSHA rules and regulations shall be followed at all times.

c. The provision of personnel is to be coordinated with the AAR or designee.

d. The Aviation Authority will assign the areas throughout the Airport campus where the Consultant’s staff personnel will perform their responsibilities.

Assigned locations could be in the interior or exterior of the Airport.

e. Any work required beyond that which is specified herein shall be reported in advance to the AAR. At no time shall work beyond the scope be performed without prior written authorization from the AAR.

f. The Consultant shall advise the AAR, as soon as is practical, of any condition, which may adversely affect the Consultant’s ability to provide the services required by the Agreement.

3.11. Reports

a. The Consultant shall provide reports on a daily, weekly, or monthly basis, as requested by the AAR. The reports shall include, but not be limited to, the scheduled hours and actual hours worked, the quality of performance, and the services provided by the Employees and Supervisors, including Sub-Consultants

Employees and Supervisors.

b. Consultant is required to have electronic attendance and electronic scheduling systems for all the reimbursable positions under this Agreement.

3.12. Staffing

a. The Consultant shall provide staffing per the following requirements for the key position. The Aviation Authority shall have the right, in its sole discretion, to approve or reject Consultant’s staffing if the Aviation Authority advises in writing that such staff is objectionable to the Aviation Authority. Additionally, during the term of the Agreement, the Aviation Authority may require that the Consultant promptly transfer from the Airport and replace the Lead Airline Technical

Representative, if the Aviation Authority advises in writing that such manager is objectionable to the Aviation Authority. The Consultant shall employ all persons necessary to provide the required functions in accordance with the approved

Staffing Schedule provided to the AAR.

b. The Consultant shall not deviate from the Staffing Schedule unless written approval has been previously granted by the AAR. The Consultant shall increase or decrease its staffing at such times, in such amounts and manner, and for such durations as directed by the AAR.

c. The Consultant’s employees engaged to perform work under this Agreement should be regular, full-time and/or part-time personnel. The use of “short term temporary” or casual “day labor” personnel to perform the work will not be permitted, except as authorized by the Aviation Authority on a case-by-case basis in situations such as employee illness or disability, or unusually high traffic flow. This prohibition shall extend to the use of any temporary help or placement agencies.

d. The Consultant shall cooperate fully and to provide assistance to the Aviation

Authority in the investigation and resolution of any complaints, claims, actions, or proceedings that may be brought by or that may involve its Employees or

Employees of Sub-Consultants, including operations management. Any complaints or inquiries, shall have a written response to the complainant, no later than ten (10) days from written notification of an issue, and a copy provided to the AAR.

3.13. On-Site Communications

a. The Consultant shall provide, at its sole cost, all communications equipment necessary to properly and efficiently perform its obligations under this

Agreement to include sufficient radios (programmable to interface with GOAA radio frequency) smart/cell telephones, facsimile/copy machines, office computers, including all maintenance and repair services for its communications equipment, and all connectivity and retransmission requirements for same.

b. The Consultant shall provide, at no cost to the Aviation Authority, company provided cell phones for the Staff use to assist in the performance of their duties.

c. Consultant shall provide, at the Consultant’s cost, portable radios, programmable to interface with GOAA frequency, chargers and batteries for each required staffed position. The Consultant shall maintain the radios in good working condition. A minimum of one (1) radio is required.

d. The Consultant’s employees and Sub-Consultants shall abide by the Aviation

Authority’s established radio use procedures and etiquette requirements at all times. Radios provided and maintained by the Consultant must be suitable/programmable to the Aviation Authority’s radio frequency.

3.14. Hours to Perform Services

The Consultant shall perform work during normal operating hours, based upon the areas specified below:

a. The Aviation Authority may require the Consultant to perform work outside of normal operating hours (due to late flight arrivals, etc.). Scheduled hours for

Consultant’s staff shall be approved in advance by the OAR/AAR.

b. In the event an emergency condition and/or major anomaly is declared by the

Aviation Authority, the Consultant will perform work during such hours as specified by the Aviation Authority.

3.15. Additional Services

a. If the Aviation Authority requests the Consultant to provide services in addition to those specified above, the Consultant shall develop a work plan detailing the specific tasks to be completed and provide a detailed not-to-exceed budget for performing such Additional Services. The Consultant shall not perform any

Additional Services until the Aviation Authority has issued a written notice-to-proceed with the execution of the work plan.

4. 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.

Minimum Requirements are evaluated as Pass/Fail, and are not scored.

4.1. Registration with the State of Florida

Respondent must be registered/qualified to do business in the State of Florida. Include a copy of such registration/application from SunBiz.org with the Response submission.

4.2. Minimum Experience

Respondent (Firm) shall have a minimum of 5 years of continuous, recent, relevant and verifiable experience providing Airline Technical Representation, Liaison services or

Airport/Airline Capital Program Support services of the type described in Section 3:

Scope of Work/Specification, within 5 years prior to the deadline of this Solicitation, for a large or medium hub commercial airport, on projects involving active airline operations. Respondent shall provide an affirmative statement confirming its experience and provide documentary proof of such experience in Section 8: Vendor Questionnaire.

4.3. Key Personnel Requirements

a. Education o Bachelor’s degree in aviation, engineering, architecture, construction, or related field (or equivalent experience as determined by the Aviation

Authority in its sole discretion)

b. Experience o Minimum 7, preferred 10 years, in one, or a combination of, the following:

▪ Aviation capital improvements projects

▪ Airport facilities and operations

▪ Planning, Design and Construction of airport infrastructure, preferable terminal infrastructure

▪ Project management of aviation terminal improvement projects

c. It is preferred (not mandatory) that the Airline Technical

Representative's experience include the following (which will be considered as part of the Evaluation Criteria) o Direct experience coordinating with:

▪ Airline station managers

▪ Corporate real estate / technical teams

▪ Airport planning, design, construction and operations staff

4.4. References

a. Respondent must provide at least 2 references from Clients to whom the

Respondent provided services of a similar scope and size, within 5 years from prior to the deadline of this Solicitation.

b. Respondent must provide at least 2 references from Clients to whom the Airline

Technical Representative provided services of a similar scope and size, within

5 years from prior to the deadline of this Solicitation.

c. Respondents’ references should demonstrate that the Respondent reasonably has the reputation to perform the Scope of Services / provide goods.

d. References shall be able to validate the Respondent’s capabilities and experience.

e. 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.

f. Respondent bears full responsibility for naming references which will respond to the Aviation Authority’s reference checks. If the Respondent’s references do not respond to the Aviation Authority’s reference checks, the Respondent’s may be deemed non-responsive.

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

4.5. Evaluation - Interview Requirements

The Firm executive and the proposed Airline Technical Representative will be required to attend the interview if requested by the Aviation Authority in Phase 1 - Evaluation of

Responses.

4.6. Completed Respondent's Certification and Statement regarding Terms and Conditions

A Respondent's Certification must be signed by an authorized signatory. The form is provided in Section 8: Vendor Questionnaire.

The Aviation Authority's Standard Terms and Conditions are included in this Solicitation, as a Word document, as Attachment A as well as in Section 7: Aviation Authority's

Standard Terms and Conditions. We offer the opportunity to Respondents to provide a red-lined version, if desired. The recommended changes may or may not be accepted by the Aviation Authority.

4.7. Legal Certifications and Conflict of Interest

The following forms/certifications are required:

a. Conflict of Interest Disclosure Form (GOAA Form provided)

b. Verification of Employment Status / E-Verify

c. Drug-Free Workplace Certification

d. Certification Regarding Prohibition Against Contracting with Scrutinized

Companies

e. Discriminatory Vendor List Certification

f. Public Entity Crimes Certification

CONFLICT OF INTEREST DISCLOSURE

The Consultant shall not perform services for the Greater Orlando Aviation Authority

(GOAA) on any project for which the Consultant, or any of its affiliates, is concurrently, or in the future, representing or advocating on behalf of an airline or other tenant stakeholder with respect to the same project. The Consultant must disclose any existing or potential conflicts of interest at the time of proposal submission and throughout the duration of the contract. Failure to disclose such conflicts, or engaging in prohibited dual representation, may result in disqualification, contract termination, or other remedies deemed appropriate by GOAA. See also Section 3.6 Representative Projects.

5. OTHER REQUIREMENTS

5.1. Documentation, Acknowledgements and Certifications

The following documentation, acknowledgements and certifications are requested with your response:

a. Current W9

b. Joint Venture Agreement (If applicable)

These documents, acknowledgements and certifications are to be completed in Section

8: Vendor Questionnaire.

5.2. Proof of Insurability

Respondent must demonstrate its ability to obtain insurance meeting the minimum required coverage by uploading proof in Section 8: Vendor Questionnaire.

5.3. Financial Statements

Respondents must provide the most recent audited annual financial statements for the last two years in order to evaluate the Respondent’s ability to perform these Services.

If audited annual financial statements are not available, provide balance sheets, income statements, and cash flow statements for the last two years. This financial documentation shall be uploaded as a separate in Section 8: Vendor Questionnaire, and be clearly labeled as follows: "Confidential Financial Records Submitted under

Seal and Exempt from Florida Public Records Disclosure.” (Reference Florida

Statutes Section 119.071(1)(c) for exemption on financial records.)

5.4. Exceptions to Terms and Conditions

Respondents may propose modifications to the Aviation Authority's contract terms and conditions by submitting in writing any redlines for such intended changes, via the e-

Procurement platform in response to the Vendor Questionnaire. To be considered by the

Aviation Authority, the request must include the desired language. A full substitution of the entire agreement or sets of terms and conditions will not be considered.

Respondent must provide a TRACKED Word document of the requested changes to the

Terms and Conditions in Section 8: Vendor Questionnaire. The recommended changes may or may not be accepted by the Aviation Authority.

5.5. Claims Information

Respondent must disclose in Section 8: Vendor Questionnaire, all lawsuits, arbitrations and claims filed or raised by or against the Respondent over the last five years.

5.6. Convictions, Indictments, Investigations, Regulatory Investigations

Respondent shall describe in Section 8: Vendor Questionnaire, all prior or pending convictions, indictments, investigations, and regulatory investigations, either civil or criminal, that relate to the Scope of Work/Specifications described in this Solicitation.

5.7. Performance Evaluation via Procurated/Canary

The Aviation Authority is implementing a structured vendor performance management process to support continuous improvement, accountability, and strong supplier relationships. The Aviation Authority has partnered with Procurated to utilize its vendor performance management platform, Canary, a tool designed to collect meaningful feedback, improve supplier performance, and enhance customer satisfaction. The Aviation Authority will use the vendor performance management platform to collect feedback regarding Supplier performance. Performance evaluations may be conducted quarterly, annually, or as needed, based on contract duration, scope of work, and operational requirements.

Performance may be evaluated across multiple categories (Customer Service, Pricing and Value, Quality of Goods or Services, Timeliness and Responsiveness and

Compliance with Contract Requirements).

The Aviation Authority may consider a Proposer’s past performance, including references and any available performance ratings or feedback from other agencies, including those reflected in vendor performance management platforms such as Canary in determining future contracting opportunities, contract renewals, amendments, extensions, and overall supplier relationship management. The Aviation Authority will use performance feedback to:

• Identify strengths and opportunities for improvement

• Address performance concerns during business review meetings

• Initiate corrective action discussions when immediate or material performance issues arise

Supplier Registration Requirement

As a condition of contract award, the awarded Supplier shall be required to register for and maintain an active account in the Aviation Authority’s designated vendor performance management platform, Procurated’s Canary platform, for the duration of the contract, including any renewal or extension periods. Supplier registration and use of the platform will be provided at no cost to the Supplier.

The Consultant will be required to create a profile on Procurated so you can log in to see your feedback. We also recommend that you use the Review Requester feature in

Canary. It allows you to easily request feedback from the people who use your products https://urldefense.com/v3/__https:/www.loom.com/share/df21afeaff4d406b9f0cbab7a8420150?sid=666d10c5-5f3e-4c3f-b1f7-b1840faea36c__;!!LBFcHN3WCgnqDQ!ij61DzodHPxDdLaAy6vlFfK_3vZWCWo4DzGBgmAbLULu1UWz_NrD87IVwxBsXAvBUn97p2oNpvYiiudy2iSuuz4E15DZkQ$ and services every day. These insights give you a clear view of your performance, while also helping you showcase your strengths to current and future customers. Please note that the information and data uploaded to Canary may be subject to Florida’s public records laws.

Suppliers may learn more about the Canary platform and its benefits at: https://home.procurated.com/resources/suppliers-your-government-customers-are-using-canary/

For questions related directly to the Procurated platform, Suppliers may contact: suppliersupport@procurated.com https://urldefense.com/v3/__https:/home.procurated.com/resources/suppliers-your-government-customers-are-using-canary/__;!!LBFcHN3WCgnqDQ!ij61DzodHPxDdLaAy6vlFfK_3vZWCWo4DzGBgmAbLULu1UWz_NrD87IVwxBsXAvBUn97p2oNpvYiiudy2iSuuz7syhoGnw$ https://urldefense.com/v3/__https:/home.procurated.com/resources/suppliers-your-government-customers-are-using-canary/__;!!LBFcHN3WCgnqDQ!ij61DzodHPxDdLaAy6vlFfK_3vZWCWo4DzGBgmAbLULu1UWz_NrD87IVwxBsXAvBUn97p2oNpvYiiudy2iSuuz7syhoGnw$ mailto:suppliersupport@procurated.com

6. EVALUATION CRITERIA AND SELECTION PROCESS

a. The Aviation Authority establishes an Evaluation Committee ("Committee”) to evaluate the responses.

b. The following steps are followed for the ITN evaluation.

i. Phase 1: Evaluation of Responses, Shortlisting and optional Presentations

/ Interviews / Site Visits

ii. Phase 2: Negotiations

iii. Phase 3: BAFO (Best and Final Offer) Evaluation and Contract Award

c. Phase 1 - Evaluation of Responses, Competitive Range/Shortlisting

1. Various Aviation Authority Staff, or Authorized Representatives (Procurement

Services, Risk Management, Finance, Small Business Development, Legal

Counsel) review the responses to provide analysis (Staff Report) regarding the Respondent's meeting the Minimum Requirements and other characteristics.