Creative_and_Advertising_Production_Services.pdf

INVITATION TO NEGOTIATE

25-534-ITN

CREATIVE AND ADVERTISING

PRODUCTION SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION AND RESPONSE PREPARATION

3. MINIMUM REQUIREMENTS

4. OTHER REQUIREMENTS

5. SCOPE OF SERVICES

6. EVALUATION CRITERIA AND SELECTION PROCESS

7. PRICE TABLE(S)

8. VENDOR QUESTIONNAIRE

9. PROFESSIONAL SERVICES AGREEMENT SAMPLE

GREATER ORLANDO AVIATION AUTHORITY

Creative and Advertising Production Services

1. INTRODUCTION

1.1. Summary

The Greater Orlando Aviation Authority (GOAA) is requesting proposals from qualified and experienced agencies to provide creative and advertising production services for

GOAA and it's in-house brands including Orlando International Airport (MCO), Orlando

Executive Airport (ORL) and Orlando International Airport Fire Rescue (ARFF).

At the direction of GOAA, the primary duty of the Awarded Contractor shall be to provide design concepts for all materials; work with GOAA staff to refine final designs;

and to execute printing, production and digital and physical delivery of assets, while providing written estimates for each proposed project.

Disclaimer: Each Respondent is solely responsible for any legal costs incurred in defending the non-disclosure of information it designates as confidential or as a trade secret. It is the Respondent’s responsibility to clearly identify and justify any such designations in accordance with applicable law.

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 03/01/2026.

1.3. Background

In 2023, GOAA launched its Strategic Plan, emphasizing priorities in People, Connection, Innovation, and Community. As part of this vision, GOAA introduced a refreshed brand in November 2024, featuring a new logo, a completely rebuilt website, and an innovative app—key steps in enhancing digital services and operational efficiency for passengers and the airport community.

This transformation includes a modernized color palette, updated fonts, and a cohesive design that improves accessibility and elevates the visitor experience. To build on this strong foundation, we seek a qualified creative agency to continue evolving and expanding the brand’s impact.

1.4. Tentative Timeline

Release Project Date: July 8, 2025

Pre-Submittal Meeting (Non-

Mandatory):

July 30, 2025, 11:00am

Virtual Meeting: 25-534-RFP Creative and Advertising Production Services Pre-

Submittal Meeting https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODIzNWI3OGEtZTc

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Question Submission Deadline: August 6, 2025, 5:00pm

Question Response (Addendum) Issue

Deadline:

August 13, 2025, 5:00pm

Response Submission Deadline: August 21, 2025, 11:00am

Virtual Meeting: 25-534-RFP Creative and Advertising Production Services

Virtual Opening https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmFjMjFkNTgtZjQz

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Evaluation Committee Date: October 28, 2025

Conclusion of Negotiaions: November 2, 2025

Evaluation of Respondents' BAFOs by

Committee:

November 25, 2025 https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODIzNWI3OGEtZTc5OS00NGVjLTg4MjctNWYzMDlmODMyMjU5%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODIzNWI3OGEtZTc5OS00NGVjLTg4MjctNWYzMDlmODMyMjU5%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODIzNWI3OGEtZTc5OS00NGVjLTg4MjctNWYzMDlmODMyMjU5%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODIzNWI3OGEtZTc5OS00NGVjLTg4MjctNWYzMDlmODMyMjU5%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODIzNWI3OGEtZTc5OS00NGVjLTg4MjctNWYzMDlmODMyMjU5%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODIzNWI3OGEtZTc5OS00NGVjLTg4MjctNWYzMDlmODMyMjU5%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODIzNWI3OGEtZTc5OS00NGVjLTg4MjctNWYzMDlmODMyMjU5%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODIzNWI3OGEtZTc5OS00NGVjLTg4MjctNWYzMDlmODMyMjU5%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODIzNWI3OGEtZTc5OS00NGVjLTg4MjctNWYzMDlmODMyMjU5%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmFjMjFkNTgtZjQzNy00MTgwLTk5MDEtODE5OTMzYzdkYWFl%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmFjMjFkNTgtZjQzNy00MTgwLTk5MDEtODE5OTMzYzdkYWFl%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmFjMjFkNTgtZjQzNy00MTgwLTk5MDEtODE5OTMzYzdkYWFl%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmFjMjFkNTgtZjQzNy00MTgwLTk5MDEtODE5OTMzYzdkYWFl%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmFjMjFkNTgtZjQzNy00MTgwLTk5MDEtODE5OTMzYzdkYWFl%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmFjMjFkNTgtZjQzNy00MTgwLTk5MDEtODE5OTMzYzdkYWFl%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmFjMjFkNTgtZjQzNy00MTgwLTk5MDEtODE5OTMzYzdkYWFl%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmFjMjFkNTgtZjQzNy00MTgwLTk5MDEtODE5OTMzYzdkYWFl%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmFjMjFkNTgtZjQzNy00MTgwLTk5MDEtODE5OTMzYzdkYWFl%40thread.v2/0?context=%7b%22Tid%22%3a%22d704ebcc-99a6-46da-84cb-6a2258292a9a%22%2c%22Oid%22%3a%22d0f9fe66-561c-4fde-be65-08fedb0e075d%22%7d

Aviation Authority Board Contract

Approval Date:

December 17, 2025

Dates are subject to change. All times are EST.

1.5. 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 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 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 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 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, submissions must be provided in a digital format, which may include PDF, PowerPoint, JPEG, or other commonly accepted digital media formats

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

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

2.4. 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) 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) are 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 https://procurement.opengov.com/portal/goaa issues raised at the Pre-Submittal Meeting or during the Question-and-Answer period, will be the subject of an addendum to this solicitation at the conclusion of the question period, and will be made available through the e-Procurement

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

2.6. 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. Incurred Cost

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

2.8. Lobbying Statement

Do not contact Aviation Authority Board members or Staff concerning this

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

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

Policies (Sections 180.01 and 180.03) are available at https://flymco.com/airport-business/policies/. Failure to adhere to these requirements could result in action to disqualify your firm from consideration of award. Respondents to this Solicitation or persons acting on their behalf may not contact, between the release of the Solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this Solicitation, except in writing to the procurement officer or as provided in the Solicitation documents. Violation of this provision may be grounds for rejecting a response. (F.S.

287.057 (25))

2.9. Withdrawal of Responses

No Response may be withdrawn after the scheduled Response opening time for a period of 120 days. Any Respondent withdrawing or attempting to withdraw its Response prior https://flymco.com/airport-business/policies/ to the expiration of the 120 day period shall be obligated to reimburse the Aviation

Authority for all its costs incurred in connection with such withdrawal or attempted withdrawal including, without limitation, any increased costs for procuring the goods or services from another Respondent or all costs of advertising and re-procuring the goods or services, and all attorneys’ fees, in addition to payment of the Aviation Authority’s other damages. A Respondent’s submission shall be deemed the Respondent’s acknowledgment of an agreement to the provisions of this Section.

2.10. Public Meetings/Public Records

Please be aware that all meetings of the Aviation Authority’s Board are duly noticed public meetings and all documents submitted to the Aviation Authority as a part of or in connection with a Solicitation constitute public records under Florida law regardless of any person’s claim that proprietary or trade secret information is contained therein.

Public meetings are posted on the Aviation Authority's website: https://flymco.com/airport-business/sunshine-meetings/

2.11. Proprietary Information

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

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.

2.12. Independent Consultant Status and Compliance with the Immigration

Reform and Control Act

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

Control Act of 1986 located at 8 U.S.C. 1324, et seq. and regulations relating thereto, https://flymco.com/airport-business/sunshine-meetings/ 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.

2.13. Code of Ethics and Business Conduct Policy

The Aviation Authority has adopted a Code of Ethics and Business Conduct Policy #

101-02, which addresses the obligation of the Aviation Authority’s Board members and employees to follow the Florida Statutes in reference to these issues. This includes, but is not limited to, the obligations of the Aviation Authority’s Board members and employees with respect to having an interest in business entities, outside employment, gratuities, divulgence of information, unauthorized compensation and acceptance of gifts. Please be aware that any violation of this policy by a Respondent and/or any attempt to influence an Aviation Authority Board member or employee to violate the policy is sufficient cause for the denial of the right of the Respondent to Respond on any

Professional Services 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/

2.14. Notice of Intent to Award

Unless all Responses are rejected by the Aviation Authority, a Notice of Intent to Award is anticipated to be provided within 90 days from the opening of Responses. Such

Notice will be posted to the e-procurement platform.

2.15. Appeals

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

Policy 110.04, Appeal Process. Failure to file an appeal in accordance with the Aviation

Authority’s Policy 110.04, shall constitute a waiver of the appeal process.

3. MINIMUM REQUIREMENTS

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

Minimum Requirements, as directed in Section 8: Vendor Questionnaire.

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

3.1. Minimum Experience of the Firm

Responding Firms shall have a minimum of five (5) years of continuous, recent, relevant and verifiable experience providing services of the type described in Section 5:

Scope of Services, within five (5) years prior to the deadline of this Solicitation.

Respondent shall provide an affirmative statement and/or documentary proof of such experience in Section 8: Vendor Questionnaire.

3.2. Minimum Experience of the Lead Individual

Responding Firm's Lead Individual shall have a minimum of ten (10) years of continuous, recent, relevant and verifiable experience providing services of the type described in Section 5: Scope of Services, within ten years prior to the deadline of this

Solicitation. Respondent shall provide an affirmative statement and/or documentary proof of such experience in Section 8: Vendor Questionnaire.

3.3. Restriction on Competing Services within Defined Geographic Area

Respondent must not currently provide, and shall not provide during the term of the contract, advertising production services or creative design marketing services to any

Airport, Tourism Partner, or Destination Marketing Organization (DMO) located within a 125-mile radius of Orlando International Airport (MCO) or Orlando Executive

Airport (ORL), without the prior written consent of the Aviation Authority.

The Aviation Authority reserves the right to determine, at its sole discretion, whether an engagement constitutes a conflict under this clause. Violation of this provision may be grounds for immediate termination of the contract and may subject the Respondent to other remedies available under applicable law.

3.4. Distance Requirement

Respondents must maintain a principal place of business or an office within a 125-mile radius of the Aviation Authority’s properties at the time of proposal submission and throughout the duration of the contract.

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

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

d. The Respondent authorizes the Aviation Authority, its staff or consultants to contact any of the references provided in the Response and specifically authorizes such references to release either orally or in writing, any appropriate data with respect to the Respondent and its Team members. The Aviation

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

e. 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.

3.6. Documentary Proof

In order to be considered for evaluation, Respondents shall demonstrate sufficient capacity, ability, resources, and experience to provide advertising production services as required by the Aviation Authority. At a minimum, each Respondent shall provide the following:

a. Documentation verifying that the Responding Firm has had first-hand experience, since January 1, 2020, in providing the Scope of Services described herein.

b. Narrative evidence, including references or other verifiable documentation, that the Lead Individual assigned to the Aviation Authority’s account is a capable and experienced creative design marketing specialist with first-hand experience in providing the services described herein since January 1, 2015, to clients that are large or medium hub airports or similarly sized transit facilities or operations.

c. A confirmation that the Lead Individual will assume responsibility for all matters related to communication and coordination of the projects.

3.7. Respondent's Certificate and Willingness to accept Aviation Authority's

Terms and Conditions

An affirmative statement is required that the Respondent is willing to sign the

Professional Services Agreement set forth in this Solicitation, as amended, within ten

(10) days after receipt of the Notice of Award. The Aviation Authority’s goal is that the terms and conditions stated in the Solicitation Documents will constitute the terms of the final Professional Services Agreement between the Aviation Authority and the successful Respondent, without significant or material change to such Terms or

Conditions. A sample Professional Services Agreement is included in this solicitation under Section 9: Professional Services Agreement Sample. This affirmative statement is made as part of the "Respondent's Certificate" in Section 8: Vendor Questionnaire.

3.8. 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 the Response submission.

4. OTHER REQUIREMENTS

4.1. Insurance Requirements

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 the Consultant, its employees, agents, and subcontractors.

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 or not less than Five Million Dollars ($5,000,000) per occurrence, for AOA access; 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 or or not less than Five Million

Dollars ($5,000,000) combined single limit per accident, for AOA access;

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.

Professional Errors and Omissions Insurance

a. 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 per claim.

Cyber/Privacy Liability Insurance

a. Insurance covering Contractor for claims, losses and expenses resulting from wrongful acts committed in the performance of, or failure to perform, all Services under this Contract related to electronic or physical security, breaches of confidentiality, and invasion of, or breaches of, privacy with limits not less than

$1,000,000 per incident.

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.

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.

g. 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.

h. 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.

4.2. Proof of Insurability

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

4.3. 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.

4.4. 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.

4.5. Conflict of Interest

The award hereunder is subject to provisions of State of Florida Statutes. Respondent must disclose the name of any officer, director, or agent who is also an employee of the

Aviation Authority. Further, Respondent must disclose the name of any Aviation

Authority employee who owns, directly or indirectly, an interest of ten percent (10%) or more in the Respondent's firm or any of its branches.

4.6. Acknowledgements and Certifications

The following acknowledgements / certifications are requested with your response:

a. Verification of Employment Status / E-Verify

b. Drug-Free Workplace Certification

c. Certification Regarding Prohibition Against Contracting with Scrutinized

Companies

d. Discriminatory Vendor List Certification

e. Public Entity Crimes Certification

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

Questionnaire.

4.7. Exceptions to Terms and Conditions

Respondents may propose modifications to the Aviation Authority's Professional

Services Agreement 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

Professional Services Agreement in Section 8: Vendor Questionnaire. The recommended changes may or may not be accepted by the Aviation Authority.

5. SCOPE OF SERVICES

5.1. Scope of Services and Vendor Requirements

Project Overview

It is the intent of the Aviation Authority that a global creative and media agency will provide the services specified in this solicitation. The Aviation Authority intends to select the agency that it deems to be responsible and responsive, and the most highly qualified to the Aviation Authority to perform the required services after considering the evaluation criteria, in its exclusive discretion. The selected agency shall perform for and on behalf of Aviation Authority, Creative and Advertising Production Services at the Orlando International Airport and Orlando Executive Airport which may include but not limited to the Description of Services below.

5.2. Description of Services Requested

Business to Business (B2B) and Business to Consumer (B2C) advertising

• Design content marketing strategies and set short-term goals.

• Create audience segments and developing marketing campaigns that deliver a targeted message and create affinity with GOAA brands.

Digital banner ads & In-stadium digital animations

• Create, manage, and optimize display advertising campaigns, including banner ads, to drive traffic, engagement, and conversions for our website and brand.

Broadcast commercials

• Raise brand awareness, drive sales, and/or encourage viewers to take a specific action (e.g., visit a website, make a purchase).

Billboard Designs

• Focus on simplicity, boldness, and immediate impact to capture attention from drivers at a glance.

Collateral materials

• Digital or printed material used to communicate or promote our brands message, products, or services.

Booth and event branding/Trade show materials

• Physical and digital items used to promote our brand, and services at trade shows, events and booths.

Promotional items

• Products branded with our logo, or slogan and distributed at little or no cost to promote our brand and, corporate identity.

Video development and production

• Creating content from start to finish, from developing the concept, writing scripts, and storyboarding, to setting up and operating cameras, directing scenes, troubleshooting, editing footage, and adding graphics.

Website design or redesign

• A high-level overhaul that involves significantly changing elements like the code, content, structure, and visuals of our current website to better serve visitors.

Annual reports

• Statutory documents that provide an overview of financial performance and position along with relevant legal or regulatory information.

Client branding

• Shaping and managing the perception of our brand in the minds of customers, often through the combination of visual elements, messaging, logo design, and overall brand identity.

Multilingual Marketing Capability

• Respondent Firms must demonstrate the ability and knowledge to perform multilingual marketing services. The Aviation Authority currently markets in both

English and Spanish; therefore, bilingual marketing capabilities with Spanish preferred are strongly encouraged.

5.3. Ownership of Work Product

All materials, designs, documents, data, reports, deliverables, concepts, and any other work product created, developed, or produced in connection with the Scope of Services under this solicitation shall become and remain the exclusive property of the Aviation

Authority, whether delivered or not, and whether in draft or final form. The awarded contractor shall have no ownership interest or rights in any such materials and shall not reproduce, distribute, or use them for any purpose other than as authorized in writing by the Aviation Authority.

5.4. General Design Services and Advertising Campaigns

Respondents shall define their proposed work plan and approach to collaborating with

Aviation Authority staff. For the purpose of evaluation, the Respondent must demonstrate their ability to understand and address challenges associated with advertising services unique to aviation and airport operations.

A narrative description of the Respondent's work plan and approach is to be detailed in

Section 8: Vendor Questionnaire.

5.5. Digital Portfolio

For the purpose of evaluation, Respondents must submit a digital portfolio demonstrating the Respondent’s experience in developing messaging targeted to diverse audiences and tailored to the Aviation Authority's customer needs, including cultural nuances. The portfolio shall include samples of B2B and B2C advertising, digital banner ads, broadcast commercials, billboard designs, collateral materials, trade show materials, promotional items, booth and event branding, in-stadium digital animations, video development and production, website redesign, and client branding for at least three (3) past or current clients, with no more than five (5) samples per client.

5.6. Communication Requirements

The awarded consultant must maintain consistent and timely communication with the

Aviation Authority’s executive and marketing teams on all matters related to advertising production.

5.7. Contractor's Personnel

The awarded consultant shall designate their Lead Individual to be responsible for coordinating project activities, addressing inquiries, and resolving any immediate or outstanding issues. This individual must be authorized to act on behalf of the awarded consultant and possess the capacity to respond promptly and effectively to the Aviation

Authority’s needs throughout the term of the contract.

5.8. Limited Agent Responsibility

The awarded consultant must act as the Aviation Authority’s limited agent, when authorized in writing, for the procurement of materials and services required to support campaign production, including printing, web/social media services, and other media.

5.9. Additional Services

If during the Agreement period, Additional Services are needed beyond the Scope of

Services stated in the Scope of Services, the awarded consultant may, at the option of the Aviation Authority, be engaged to perform these services based on the mutually agreed upon Hourly Rates as negotiated with the award or some other agreed upon fee.

Additional Services may include but not be limited to; Public Relations, Public Relations

Communications, Social Media Management, and Non-Profit Public Relations. All

Additional Services shall be documented to be approved by the Aviation Authority by issuing an Amendment to this Agreement.

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 Evaluation and Contract Award

c. Evaluation of Responses, Competitive Range/Shortlisting (Scored)

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. Concurrently, each Evaluation Committee member will independently review the responses.

2. The Committee convenes in a public meeting.

i. Staff reports are provided.

ii. The Committee deems Respondents non-responsive or and/or non-responsible, for not meeting the Minimum Requirements,

iii. Respondents who were not deemed non-responsive and/or non-responsible are evaluated by the Committee based on the Phase 1

Evaluation Criteria below.

iv. Scores are tabulated and a ranking is created.

v. The Committee may shortlist some or all Respondents.

3. If the Evaluation Committee determines that Presentations/Interviews/Site

Visit is not necessary, the Committee will complete scoring and create a shortlist of firms based on competitive range.

4. If the Evaluation Committee determines that Presentations/Interviews/Site

Visit is necessary, the following process will occur:

i. The Aviation Authority may request the some or all firms to participate in presentations or informal interviews with the Evaluation Committee.

ii. The Aviation Authority will provide details regarding the presentations/interviews/site visit(s) in advance.

iii. The Respondent shall have officials of the appropriate management level present and representing the firm.

iv. Pursuant to Florida Statute Chapter 286, any portions of a meeting, at which a vendor makes an oral presentation, or answers questions as part of a competitive solicitation, are exempt pursuant to Florida Statute

286.011 and Statute 24(b), Article I of the State Constitution.

v. The Committee will complete scoring and create a shortlist of firms based on competitive range.

d. Negotiations

1. Representatives of the Respondent(s) selected to participate in negotiation(s) shall have written authorization from…