Business_Continuity_Program_Services_(Addendum_#3_Revision).pdf

REQUEST FOR PROPOSALS

25-539-RFP-PS

BUSINESS CONTINUITY PROGRAM

SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION AND RESPONSE PREPARATION

3. INSURANCE REQUIREMENTS

4. MINIMUM REQUIREMENTS

5. SCOPE OF SERVICES

6. SELECTION PROCESS, AWARD AND CONTRACT NEGOTIATIONS

7. EVALUATION CRITERIA

8. PRICING TABLE

9. VENDOR QUESTIONNAIRE

10. PROFESSIONAL SERVICES AGREEMENT SAMPLE

GREATER ORLANDO AVIATION AUTHORITY

Business Continuity Program Services

1. INTRODUCTION

1.1. Summary

This Solicitation seeks responses from qualified agencies or individuals that are qualified in providing Business Continuity Plan/Program (“BCP”) and Enterprise Risk Management

(“ERM”) consultative services with a concentration in all elements of maintaining the

Greater Orlando Aviation Authority's (Aviation Authority) existing Business Continuity

Program.

Annually, the existing BCP program requires:

(i) review and updates of department plans (currently under 30),

(ii) a minimum of two interdisciplinary exercises,

(iii) a minimum of one training, and

(iv) quarterly meetings with the working group.

The Aviation Authority’s Risk Management department is currently in the infancy stages of developing an Enterprise Risk Management program, which is utilizing its existing

BCP program framework and protocols.

The current management of the BCP program has incurred approximately 80 hours (in-person) a month under existing professional services agreement.

1.2. Intent

The Aviation Authority's intent is to enter into a non-exclusive Professional Services

Agreement for the services described in this solicitation for a five (5) year period.

Contract to start on or about 12/01/2025.

1.3. Background

The Orlando International Airport (MCO), operated and managed by the Aviation

Authority, is projected to receive over 57 million domestic and international passengers during Fiscal Year 2025.

MCO experienced a 15% growth in passenger traffic in 2023 and is currently served by

32 commercial airlines and 5 cargo carriers. MCO is the busiest airport in the State of

Florida and has been ranked the 7th most actively engaged airport in the United States and 18th in the world.

1.4. Tentative Timeline

Release Project Date: May 5, 2025

Pre-Submittal Meeting (Non-

Mandatory):

May 14, 2025, 10:00am

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Join the meeting now

Meeting ID: 272 870 034 357 1

Passcode: qj9Rs9Aj

Question Submission Deadline: May 21, 2025, 5:00pm

Release of Addendum: May 28, 2025, 5:00pm

Response Submission Deadline: June 4, 2025, 11:00am

Evaluation Committee Date: July 1, 2025

Interview Date (if any): July 8, 2025

Aviation Authority Board Approval Date: August 20, 2025

Dates/times are subject to change.

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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:

1. 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

2. 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 Professional Services 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

Professional Services 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 9: 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 Professional

Services Agreement. No claim for additional compensation will be allowed which is based upon a lack of knowledge or understanding of any of the Professional

Services 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 e-Procurement 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 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 9: 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. 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 and discuss 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.

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) of the

Aviation Authority, 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 Chief Administrative Officer.

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 the 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 solicitations(s) or addendum.

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

2.6. Exceptions to Terms and Conditions within the Solicitation

If a Respondent desires any changes or modifications to the terms and conditions set forth in their response, the Respondent should submit these changes or modifications to the Aviation Authority in writing, via the e-Procurement platform Questions, prior to the deadline for questions. The Aviation Authority will consider such requested changes to the Professional Services Agreement’s terms and conditions. If any such requested changes or modifications are acceptable, the Aviation Authority will modify the terms and conditions by Addenda to this Solicitation prior to the deadline for Response submission. In submitting any requested changes or modifications, a Respondent should state the specific terms or conditions in the Aviation Authority’s Response

Document, which the Respondent wishes to change, and the desired language, terms or conditions. Respondents are requested to not substitute entire agreements or sets of terms and conditions but discuss separately each term or condition that they take exception to or desire to change. Exceptions noted within the Response submittal may cause the Response to be deemed non-responsive.

2.7. Schedule of Fees

a. Provide Schedule of Fees in OpenGov, using the pricing table provided.

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

d. 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 if applicable, shall be included in such Respondent's prices listed in its Response.

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 Contractor 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. Contractors 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 NO VALUE days. Any Contractor withdrawing or attempting to withdraw its Response prior to the expiration of the NO VALUE 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 Contractor 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 Contractor’s submission shall be deemed the

Contractor’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 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

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

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.

2.13. 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 Contractor 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 Contractor to Respond on any

NO VALUE 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 120days from the opening of Responses. Such

Notice will be posted to the Procurement Platform.

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

2.16. Appeals

a. 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.

b. Failure to file an appeal in accordance with the Aviation Authority’s Policy

110.04, shall constitute a waiver of the appeal process.

3. INSURANCE REQUIREMENTS

3.1. General Information

At its sole expense, the Consultant shall maintain the following insurance during the term of the Professional Services Agreement, including any extensions or renewals and such insurance will apply to Consultant, its employees, agents, and subcontractors.

3.2. Commercial General Liability and Automobile Liability Insurance

a. Commercial General Liability insurance covering any and all claims for property damage and bodily injury (including death) and including, but not limited to premises, products and completed operations, and contractual liability for

Consultant’s covenants, with a limit of liability not less than One Million Dollars

($1,000,000) per occurrence o and

b. Automobile liability covering each motor vehicle, including but not limited to owned, non-owned, or hired, used in conjunction with providing Services on

Aviation Authority property resulting in property damage or bodily injury, including death with a limit of not less than Three Hundred Thousand Dollars

($300,000) combined single limit per accident;

c. Additional Insured Endorsement. Such above referenced liability insurance shall name the Aviation Authority and the City of Orlando and their members

(including, without limitation, members of the Aviation Authority’s Board and the

City’s Council and members of the citizens’ advisory committees of each), officers, employees, and agents as additional insureds.

3.3. Professional Errors and Omissions Insurance

Insurance covering Consultant for claims, losses and expenses resulting from wrongful acts or omissions committed in the performance of, or failure to perform, all Services under this Agreement with coverage limits not less than $$1,000,000.00 per claim.

3.4. Workers’ Compensation and Employer’s Liability Insurance

The following insurance shall apply to all Consultant’s employees who will be engaged on Aviation Authority property in the performances of Services in this Agreement: (i) workers’ compensation insurance with statutory limits in accordance with Florida law, and (ii) employer’s liability insurance policy limits not be less than $100,000 for each accident, $100,000 for disease each employee and $500,000 for disease policy limit. If the Consultant is self-insured, the Consultant shall provide proof of self-insurance and authorization to self-insure as required by applicable Florida laws and regulations.

3.5. Other Insurance Requirements

Consultant agrees to the following as it relates to all above required insurance:

a. Self-Insured Retention and Deductibles. Consultant’s insurance policies shall not be subject to a self-insured retention or deductible exceeding $10,000, if the value of the Professional Services Agreement is less than $1,000,000, and not be subject to a self-insured retention or deductible exceeding $100,000, if the Professional Services Agreement is $1,000,000 or more, unless approved by the Aviation Authority’s Chief Executive Officer. The above deductible limits may be exceeded if the Consultant’s insurer is required to pay claims from the first dollar at 100% of the claim value without any requirement that Consultant pay the deductible prior to its insurer’s payment of the claim.

b. Insurance policies shall be primary insurance and not contributory to any other valid insurance the Aviation Authority may possess, and that any other insurance the Aviation Authority does possess shall be considered excess insurance only.

c. Insurance shall be carried with an insurance company or companies with a financial stability rating by A.M. Best of B+ VI or better and said policies shall be in a form acceptable to the Aviation Authority.

d. Any liability insurance maintained by Consultant written on a claims-made form basis will maintain coverage for two (2) years to cover claims made after the

Consultant has concluded its services to the Aviation Authority.

e. All insurance required for the Professional Services Agreement shall contain a waiver of subrogation clause, as allowed by law, in favor of the Aviation

Authority and the City of Orlando. A properly completed and executed Certificate of Insurance on a form provided or approved by the Aviation Authority (such as a current ACORD form) evidencing the insurance coverages required by this

Section shall be furnished to the Aviation Authority upon the Notice of Intent to

Award of contract or prior to any start of services, whichever comes first, and each renewal thereafter during the term of the Professional Services Agreement and its renewal/extension. Consultant acknowledges that any acceptance of

Certificate of Insurance by the Aviation Authority does not waive any obligations herein the Professional Services Agreement.

f. The Aviation Authority is currently contracted with a third party for the management of all insurance certificates related to Aviation Authority

Professional Services Agreements. Consultants who enter into a Professional

Services Agreement with the Aviation Authority will be contacted directly by the third party vendor for insurance certificates and related matters such as expired certificates. An introductory letter will be sent instructing each Consultant of the proper procedures for processing updated insurance certificates as well as any other insurance related matter that may arise over the term of the Contract.

Consultants will respond as directed in the introductory letter as well as any further instructions they may receive.

g. The Consultant shall provide the Aviation Authority immediate written notice of any adverse material change to the Consultant’s required insurance coverage.

For purposes of this Insurance Section, an “adverse material change” shall mean any reduction in the limits of the insurer’s liability, any reduction of any insurance coverage, or any increase in the Consultant’s self-insured retention and any non-renewal or cancellation of required insurance.

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

Consultant fails to obtain or have such insurance reinstated, the Aviation

Authority may, if it so elects, and without waiving any other remedy it may have against Consultant, immediately terminate the Professional Services Agreement upon written notice to Consultant.

i. The Aviation Authority’s Chief Executive Officer shall have the right to alter the monetary limits or coverages herein specified from time to time during the term of the Professional Services Agreement, and Consultant shall comply with all reasonable requests of the Chief Executive Officer with respect thereto.

4. MINIMUM REQUIREMENTS

Respondent must meet all the Minimum Requirements listed in this Section 4 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 9: Vendor Questionnaire.

Minimum Requirements are evaluated as Pass/Fail prior to any evaluation

4.1. Minimum Experience

Respondent shall have a minimum of 3 recent, relevant and verifiable projects, providing services of the type described in Section 5: Scope of Work/Specification, within 10 years prior to the deadline of this Solicitation. Respondent shall provide an affirmative statement and/or documentary proof of such experience in Section 9:

Vendor Questionnaire.

4.2. Respondent’s Firm

Respondent’s firm shall have been in business for more than 10 years.

Executives/Principal/Managing Directors of Respondent’s firm shall have a background in business continuity planning, risk management, finance, audit, or a combination thereof. Respondent’s firm shall have a minimum of 10 years providing services of the type described in Section 5: Scope of Work/Specification. Respondent shall provide an affirmative statement and/or Resume/CV of such experience, to be submitted under

Section 9: Vendor Questionnaire.

4.3. References

a. Respondent must provide at least 3 references from Clients to whom the

Respondent delivered goods or provided services of a similar scope and size, within 5 years from the date of this Solicitation.

b. Provide references for Business Continuity Plan services provided to the following type of clientele: 1) a large hub airport (>25M annual passengers), 2) a large public entity or higher education, 3) a private sector organization with >$200M revenue. Prefer one reference above or in addition to above to be located/have operations in Florida.

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

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 Respondents.

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 evaluation may be adversely affected by non-responsive references.

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.

4.4. Registration with the State of Florida

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

5. SCOPE OF SERVICES

5.1. Scope of Services

Consultant shall have experience, expertise, work product, and ability to identify potential disruptions, conduct a business impact analysis, develop recovery strategies, create communication plans, assign roles and responsibilities, test and exercise the plan, and provide ongoing maintenance and updates to ensure the Aviation Authority can maintain critical operations even during significant disruptions like natural disasters, cyber-attacks, or system failures; and who has capability to comprehend all aspects of the Aviation Authority including people, processes, system and operational technology, interdependencies, and regulations. Majority of services shall require Consultant to be in person/on-site to maintain, exercise, and support the BCP program.

The Aviation Authority Authorized Representative ("AAR") is the designated employee responsible for specific functions for daily coordination of all activities under the executed Agreement. The AAR shall be the Consultantns primary point of contact as it relates to performance of services or direction of work to be performed.

5.2. BCP Consultant

BCP Consultant shall be responsible for providing one or a combination of services, as assigned by Aviation Authority’s Risk Management department staff. This may include, but not limited to the following:

Subject matter expert to the officers of the Aviation Authority (Vice Presidents and Executives)

• Provide guidance and recommendations to officers, in coordination with Vice President of Risk Management, to ensure preparedness and resiliency;

• Recommend strategies, methodologies, and updates to policy, program, and/or procedures;

• Monitor and advise on trends and impacts from disruptions that may affect airports or similar organizations addressing how the program is prepared/resilient or can be enhanced.

• Complete and update Risk Impact Analysis (3-year rotation)

5.3. Maintenance of Existing Business Continuity Plan

• Support department plan coordinator with its review, concepts, methodologies, and updates into its department plan to facilitate best practices in preparedness and resiliency;

• Perform annual audit of each department plan, ensuring each department plan coordinator has reviewed its plan and incorporated necessary updates into their plan;

• Review and update training guides annually;

• Review and update Governance Plans bi-annually;

• Conduct quarterly Core Team working group meetings.

5.4. Training of Aviation Authority Personnel or Contractors

• Training on various BCP topics applicable to existing program and procedures, specific to a plan, groups, recovery documentation processes, etc. which may require multiple sessions or modules.

• Develop/Implement/Train on enhancements to existing program and procedures, including but not limited to documentation of an event that meets F-ROC/FEMA standards, Incident Management Roles & Responsibilities that align with NIMS standards, Department Recovery Coordinator Procedures, and Notification, Escalation and Plan Activation Procedures.

• Exercise the Business Continuity Plan with interdisciplinary goals (minimum of two, annually).

5.5. Coordination and Consulting

Coordination with Aviation Authority’s:

• Emergency Management department, its working groups, their maintenance of the Aviation Authority’s Comprehensive Emergency Management Plan, NIMS, EMAP certifications, and other objectives and initiatives as it relates to emergency, safety, preparedness, or emergency response guidelines, regulations, agencies, etc.

• Information Technology department, supporting the IT Disaster Recovery and ITG processes.

• Other departments or initiatives that may have emergency, safety, preparedness, or recovery components, such as Florida Recovery Obligation Calculation (F-ROC), Federal Emergency Management Agency (FEMA), and Safety Management System (SMS).

• Coordinate and consults with the Aviation Authority’s planning and implementation of its Enterprise Risk Management framework, which will require coordination with but not limited to SMS, Asset Management, Operational Readiness, Internal Audit, and other consultants of the Aviation Authority.

5.6. Additional Services

If during the contractual period additional services are needed, the selected Proposer, also referred to as Consultant may, at the option of the Aviation Authority, be engaged to perform additional services. The selected Consultant, shall upon receipt of the written request from the CEO, perform such additional services based upon the hourly rates in the Professional Services Agreement. All additional work will be documented by amendment to be approved following the Aviation Authority policies prior to the performance of any additional services

6. SELECTION PROCESS, AWARD AND CONTRACT NEGOTIATIONS

6.1. General

Respondent(s) must meet the requirements as stated in the solicitation document and demonstrate the capability required to provide the services described in the Solicitation.

a. It is the Respondent’s responsibility to incorporate all pertinent information effectively, to communicate the Respondent’s concept, and meet the requirements listed in the Solicitation. The Respondent should prepare its

Response simply and economically, providing a straightforward, concise description of the Respondent's capability to satisfy the conditions and requirements of this competitive solicitation based on the Evaluation Criteria which are the list of elements that the Aviation Authority deems most important to its evaluation process.

b. The Aviation Authority, in its sole discretion, may award this Solicitation to the responsible and responsive Respondent submitting the Response which is deemed to be the most advantageous to the Aviation Authority, price and other factors being considered.

c. The Procurement Committeemay, in its sole discretion, seek the assistance of other Aviation Authority staff, consultants and legal counsel with respect to the evaluation and any recommendation for award.

d. All recommendations and decisions regarding award of the services shall be made at open public meetings in accordance with the requirements of Florida

Statute 286.011, and all interested parties are invited to attend such meetings.

The meetings of the Committee and Aviation Authority Board are public meetings.

6.2. Selection

a. Respondents which met all Minimum Requirements as listed in Section 4, and were not deemed non-responsive and/or non-responsible for any other reason will be evaluated based on a scored Evaluation Criteria. See Section 7:

Evaluation Criteria for details.

b. The Procurement Committee (Committee) will evaluate the responses and may, at its sole discretion, invite one or more of the Respondents that appear to be the most the most advantageous to interview with the Committee. The purpose of such an interview would be to allow Respondents to elaborate upon their

Response before a recommendation for ranking of the Responses is made. Interview responses, along with the written Response will become part of the Respondent’s response to be evaluated by the Procurement Committee.

c. In the event the Procurement Committee determines that presentations/interviews are not necessary, the Committee shall submit to the

Aviation Authority Board for approval, a ranking and recommendation of the

Respondent(s) that are most advantageous to meet the needs of the Aviation

Authority.

6.3. Price Score

a. Pricing will be unsealed when the Responses are unsealed..

b. The scoring of price proposals will be based on a mathematical calculation.

c. The lowest priced Response may be further examined and determined to be unreasonably low if the difference between the low and the second low is more than 25%, per the Aviation Authority's Policy 450.02. This Respondent may be deemed non-responsive by the Procurement Committee.

d. The Respondent providing the lowest price will receive the maximum points. A

“percentage ratio” will then be calculated by dividing the lowest price with each of the other Respondents' prices. Then, the maximum points will be multiplied by the “percentage ratio”. Price Score will be rounded to the 2nd decimal. For example:

1. If Respondent A's price is $5.00, Respondent B's price is $6.00, Respondent

C's price is $8.00, and the maximum score for price is 20 points, Respondent

A gets 20 points.

2. Then, for Respondent B, we divide $5.00 by $6.00 to get a their Percentage

Ratio. (5/6=83.33%), and multiply the Percentage Ratio with the maximum points. (20 x 0.8333 = 16.66) Respondent B's score is 16.66.

3. Then, for Respondent C, we divide $5.00 by $8.00 to get their Percentage

Ratio. (5/8=62.50%), and multiply the Percentage Ratio with the maximum points. (20 x 0.6250 = 12.50) Respondent C's score is 12.50.

6.4. Recommendation

a. Responses will be evaluated based upon the Evaluation Criteria in the eProcurement Platform; and supported by the Respondent’s provided required information.

b. A Notice of Intent to Award, if any, is anticipated to be posted to the Aviation

Authority's e-procurement platform within 120days from the opening of

Responses.

6.5. Award

All awards made as a result of this Solicitation shall conform to all applicable policies of the Aviation Authority. The Aviation Authority Board may accept, reject or amend the recommendation of the Procurement Committee. 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.

a. After the Aviation Authority Board has established and approved the final rankings, negotiations with the highest ranked firm may be initiated. If any of those negotiations are unsuccessful, the Aviation Authority may open negotiations with the next ranked firm, etc. until the successful completion of negotiations and execution of a contract.

b. The Aviation Authority may reject all Responses at any time throughout this process.

c. Upon successful completion of contract negotiations with a Respondent, 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.

d. All recommendations and decisions regarding award of the services shall be made at open public meetings in accordance with the requirements of Florida

Statute 286.011, and all interested parties are invited to attend such meetings.

6.6. 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. Certified MWBE Companies

3. Request Offerors to submit best and final pricing

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

5. Game of chance – Coin toss

7. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Relevant Experience and

Qualifications for Respondent

(Firm), to include References

Points Based 25

(25% of Total)

2. Knowledge and Experience of Key

Individuals and Team

Points Based 30

(30% of Total)

3. Approach and Methodology Points Based 25

(25% of Total)

4. Other Requirments

Conflict of Interest Form, Proof of

Insurance, Prior or Pending Litigation, Investigations, Regulatory

Investigations, Disclosure and Claims

Information.

Points Based 5

(5% of Total)

5. Schedule of Fees Points Based 15

(15% of Total)

8. PRICING TABLE

SCHEDULE OF FEES

Compensation shall be reimbursable based on pre-approved scope of work assigned to

Consultant and shall be billable in quarter hour increments.

Line Item Description Quantity Unit of

Measure

Unit Cost Total

Year One - Executed Date to 09/30/2026

1 Lead/Senior Consultant 1 Hour

2 Other Consultants 1 Hour

3 Support Personnel 1 Hour

TOTAL

SCHEDULE OF FEES

Compensation shall be reimbursable based on pre-approved scope of work assigned to

Consultant and shall be billable in quarter hour increments.

Line Item Description Quantity Unit of

Measure

Unit Cost Total

Year Two - 10/1/2026 to 09/30/2027

1 Lead/Senior Consultant 1 Hour

2 Other Consultants 1 Hour

Consultant and shall be billable in quarter hour increments.

Line Item Description Quantity Unit of

Measure

Unit Cost Total

Year Three - 10/1/2027 to 09/30/2028

1 Lead/Senior Consultant 1 Hour

2 Other Consultants 1 Hour

Consultant and shall be billable in quarter hour increments.

Line Item Description Quantity Unit of

Measure

Unit Cost Total

Year Four - 10/1/2027 to 09/30/2028

1 Lead/Senior Consultant 1 Hour

2 Other Consultants 1 Hour

Consultant and shall be billable in quarter hour increments.

Line Item Description Quantity Unit of

Measure

Unit Cost Total

Year Five - 10/1/2028 to 09/30/2029

1 Lead/Senior Consultant 1 Hour

Line Item Description Quantity Unit of

Measure

Unit Cost Total

2 Other Consultants 1 Hour

9. VENDOR QUESTIONNAIRE

Unless otherwise directed, all uploaded files must be in searchable PDF format. While

OpenGov allows other file types to be uploaded, the Aviation Authority directs you to upload PDF files, except where a specific file type, such as Excel is required.

9.1. RESPONDENT IDENTIFICATION

9.1.1. Responding Company's name and address*

Professional Services Agreement will be issued under this name. Must match name the submitted W9 Form.

Maximum response length: 200 characters

*Response required

9.1.2. Is the duly authorized signatory (person who is duly authorized to contractually bind the Respondent) of the Respondent also the Primary

Contact for this solicitation?*

☐ Yes

☐ No

*Response required

When equals "Yes"

9.1.3. Authorized signatory / Primary contact's name, title, email address and direct phone #*

Maximum response length: 200 characters

*Response required

When equals "Yes"

9.1.4. Secondary contact person's name, title, email address and phone #.*

Maximum response length: 200 characters

*Response required

When equals "No"

9.1.5. Authorized signatory's name, title, email and direct phone #*

Maximum response length: 200 characters

*Response required

When equals "No"

9.1.6. Primary contact person's name, title, email address and phone #*

Maximum response length: 200 characters

*Response required

When equals "No"

9.1.7. Secondary contact person's name, title, email address and phone #.*

Maximum response length: 200 characters

*Response required

9.1.8. Is the Respondent a Joint Venture?*

☐ Yes

☐ No

*Response required

When equals "Yes"

9.1.9. Upload Joint Venture Agreement*

*Response required

When equals "Yes"

9.1.10. If the Joint Venture or partnership is newly formed, the requested information, documentation, etc... listed shall be submitted from each entity of the proposed joint venture or partnership.*

☐ Please confirm

*Response required

9.1.11. Respondent's current, signed W-9 Form.*

*Response required

9.1.12. Response Certification and Willingness to sign Contract / Agreement*

Please download the below document, complete, and upload.

• Solicitation_-_Respondent_C...

*Response required

9.1.13. Certification Regarding Prohibition Against Contracting with Scrutinized

Companies*

By selecting "Confirm", I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit have been placed on the Scrutinized Companies that Boycott Israel List created pursuant to s. 215.4725 of the Florida Statutes, or are engaged in a boycott of Israel.

In addition, if this Solicitation is for a Contract for goods or services of one million dollars or more, I hereby certify that neither the undersigned entity, nor any of its…