Fire_Extinguisher_Inspection,_Certification,_and_Maintenance_Services.pdf

INVITATION FOR BIDS

26-332-IFB

FIRE EXTINGUISHER INSPECTION,

CERTIFICATION, AND MAINTENANCE

SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION AND RESPONSE PREPARATION

3. MINIMUM REQUIREMENTS

4. SCOPE OF WORK / SPECIFICATIONS

5. OTHER REQUIREMENTS

6. SELECTION PROCESS AND AWARD

7. VENDOR QUESTIONNAIRE

8. PRICE TABLE(S)

9. AVIATION AUTHORITY STANDARD TERMS AND CONDITIONS

10. SAMPLE CONTRACT AND CONTRACT INSTRUCTIONS

ATTACHMENTS

A - ATTACHMENT A - FIRE EXTINGUISHER INVENTORY

GREATER ORLANDO AVIATION AUTHORITY

Fire Extinguisher Inspection, Certification, and Maintenance Services

1. INTRODUCTION

1.1. Summary

The Contractor shall provide all labor, supervision, materials, supplies, tools, equipment, inventory reports, and all other items necessary or proper for, or incidental to, performing fire extinguisher inspection, certification, repair, and maintenance services and maintain data into the specified site of the Aviation Authority’s Enterprise Asset Management System

EAMS Maximo on various types of hand-held and portable operated fire extinguishers at the

Orlando International Airport (MCO) and Orlando Executive Airport (ORL) in accordance with this Specification.

The Contractor shall perform the services in accordance with industry standards, National

Fire Protection Association (NFPA; http://www.nfpa.org) 10 requirements (Chapter 69A-21, Fire Extinguishers and pre-Engineered Systems), State of Florida Statutes Title XXXVII

Chapter 633.304, 633.306, 633.308, 633.316, and 633.124, any applicable manufacturer’s instructions so that manufacturer’s warranty is not in any way void.

1.2. Intent

The Aviation Authority's intent is to enter into a non-exclusive Contract for the services described in this solicitation for a five (5) year period. Contract to start on or about 05/01/2026.

1.3. Background

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

Aviation Authority (“Aviation Authority”), has averaged 57.2 million domestic and international passengers during Fiscal Year 2025. MCO experienced a 15% growth in passenger traffic in 2023 and is currently served by thirty-two (32) commercial airlines and five (5) cargo carriers. Orlando International Airport (MCO) is the busiest airport in the

State of Florida, the 7th most actively engaged airport in the United States, and 18th in the world.

The Aviation Authority is committed to ensuring quality services and a seamless passenger journey through exceptional experiences, collaboration, and creativity, by focusing on

People, Connection, Community and Innovation.

1.4. Tentative Timeline

Release Project Date: March 5, 2026

Question Submission Deadline: March 12, 2026, 5:00pm

Release of Addendum: March 18, 2026, 5:00pm

Response Submission Deadline: March 23, 2026, 11:00am http://www.nfpa.org/

Aviation Authority Board Approval: May 20, 2026

Dates/times are subject to change. All times are EST.

2. GENERAL INFORMATION AND RESPONSE PREPARATION

2.1. Nondiscrimination Legal Notices

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

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

Respondent.

2.2. Reservation of Rights

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

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

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

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

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

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

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

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

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

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

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

Authority intends, but is not obligated, to enter into a non-exclusive agreement with the 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 Contract. No claim for additional compensation will be allowed which is based upon a lack of knowledge or understanding of any of the Contract Documents or the scope of work.

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

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

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

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

Respondent during the Virtual Announcement of Respondents. The e-Procurement

Platform will not allow for late submittals.

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

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

Procurement Platform.

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

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

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

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

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

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

n. Once the deadline for receipt of Responses has occurred, no Response may be altered or withdrawn for a period of 180 days after such deadline.

2.4. Pre-Submittal Meeting

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

b. The Teams link can be found 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.

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

c. In accordance with Administration Policies (Sections 180.01 and 180.03) policies, any communication directly or indirectly to seek to encourage any specific result in connection with an Aviation Authority selecting process, including but not limited to, written communications, any and all forms of electronic communications or messaging, including social media, oral communications either in person or by telephone, initiated by a Respondent or through a lobbyist, agent or third person, to any Aviation Authority staff and/or Committee/Board member who is a member of any committee constituted for the purposes of ranking Solicitations, making recommendations or making an award, is prohibited from the time that the

Solicitation is released to the time that the award is made. A copy of the

Administration Policies (Sections 180.01 and 180.03) is available upon request from the Manager of Board Services.

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

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

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

2.6. Silence of Specifications

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

2.7. Exceptions to Terms and Conditions within the Solicitation

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

Contract’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.

2.8. Pricing

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

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

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

c. 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 Solicitation.

2.9. 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.

2.10. 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)).

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

2.11. Withdrawal of Responses

No Response may be withdrawn after the scheduled Response opening time for a period of one hundred eighty (180) days. Any Respondent withdrawing or attempting to withdraw its

Response prior to the expiration of the one hundred eighty (180) day period shall be obligated to reimburse the Aviation Authority for all its costs incurred in connection with such withdrawal or attempted withdrawal including, without limitation, any increased costs for procuring the goods or services from another Respondent or all costs of advertising and re-procuring the goods or services, and all attorneys’ fees, in addition to payment of the

Aviation Authority’s other damages. A Respondent’s submission shall be deemed the

Respondent’s acknowledgment of an agreement to the provisions of this Section.

2.12. 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/

2.13. Proprietary Information

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

Respondents are requested to identify specifically any information contained in their

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

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

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

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

2.14. Independent Consultant Status and Compliance with the Immigration

Reform and Control Act

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

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

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

2.15. Code of Ethics and Business Conduct Policy

The Aviation Authority has adopted a Code of Ethics and Business Conduct Policy # 101-02, which addresses the obligation of the Aviation Authority’s Board members and employees to follow the Florida Statutes in reference to these issues. This includes, but is not limited to, the obligations of the Aviation Authority’s Board members and employees with respect to having an interest in business entities, outside employment, gratuities, divulgence of information, unauthorized compensation and acceptance of gifts. Please be aware that any violation of this policy by a Respondent and/or any attempt to influence an Aviation

Authority Board member or employee to violate the policy is sufficient cause for the denial of the right of the Respondent to Respond on any Contract or sell any materials, supplies, equipment, or services to the Aviation Authority for a period of time that is determined by the Chief Executive Officer. A copy of this policy (101.02) is available on the Aviation

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

2.16. 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 ninety (90) days from the opening of Responses. Such

Notice will be posted to the e-procurement platform.

2.17. 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 (MWBE Program suspended as of June 3, 2025)

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

2.18. 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 7: Vendor Questionnaire.

3.1. Minimum Experience

Respondent shall have a minimum of three (3) years of continuous, recent, relevant and verifiable experience providing services of the type described in Section 4: Scope of Work /

Specifications, 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 7: Vendor Questionnaire.

3.2. Minimum Qualifications Criteria

Award, if made, will be to the lowest responsible, responsive Respondent that demonstrates its qualifications to provide the work specified.

The following evidence of qualifications is required to be submitted:

a. Evidence that the Respondent is currently or has provided a minimum of one thousand (1,000) units Fire Extinguisher Inspection, Certification and Maintenance

Services on various types of handheld and portable operated fire extinguishers, per contact, at a medium or large commercial-service airport or large facility and as described in the Scope of Work.

b. Respondents shall list and briefly describe contracts of similar size and/or complexity which have been completed satisfactorily. List should include names of contracts, dates of contracts, locations, and names and addresses of the client serviced.

c. Acceptable responses to all other questions included in Section 2 of the Vendor

Questionnaire.

3.3. References

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

Respondent delivered goods or provided services of a similar scope and size, within three (3) years from prior to the deadline of this Solicitation. The references must include the names, addresses, phone numbers and dates of past fire extinguisher inspection, certification and maintenance services for various types of fire extinguishers for a minimum of one thousand (1,000) units per contract. The

Aviation Authority may be listed as one (1) reference.

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

Proposers.

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.

3.4. License / Certification Requirements

This solicitation requires the following License(s) / Certification(s): Class “A” Facility

License issued by the State Fire Marshal.

Proof of such certification / license must be provided in Section 7: Vendor Questionnaire.

3.5. Registration with the State of Florida

Respondent must be registered/qualified to do business in the State of Florida.

Include a copy of such registration/application from SunBiz.org with the Response submission.

3.6. Respondent's Certificate and Willingness to Sign Contract/Agreement

An affirmative statement is required that the Respondent is willing to sign the Contract 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 Contract between the Aviation

Authority and the successful Respondent. A sample Contract is included in this solicitation under Section 10: Sample Contract. This affirmative statement is made as part of the

"Respondent's Certificate" in Section 7: Vendor Questionnaire.

4. SCOPE OF WORK / SPECIFICATIONS

4.1. Overview

The Contractor shall provide all labor, supervision, materials, supplies, tools, equipment, inventory reports, and all other items necessary or proper for, or incidental to, performing fire extinguisher inspection, certification, repair, and maintenance services and maintain data into the specified site of the Aviation Authority’s Enterprise Asset Management System

(EAMS) Maximo on various types of hand-held and portable operated fire extinguishers at the Orlando International Airport (MCO) and Orlando Executive Airport (ORL) in accordance with this Specification.

The Contractor shall provide qualified staffing as it deems sufficient to meet the requirements of this contract.

The Scope of Work shall include, but is not limited to, the inspection, tagging and certification, recharging, refilling, maintenance, and repair of fire extinguishers as needed, in compliance with the requirements specified herein, based on the Contractor’s schedule as approved by the Aviation Authority.

The Contractor shall perform the services in accordance with industry standards, National

Fire Protection Association (NFPA) 10 requirements (Chapter 69A-21, Fire Extinguishers and pre-Engineered Systems), State of Florida Statutes Title XXXVII Chapter 633.304, 633.306, 633.308, 633.316, and 633.124, any applicable manufacturer’s instructions so that manufacturer’s warranty is not in any way void. The NFPA website: https://www.nfpa.org

The Contractor shall be responsible to maintain, modify, and update the inventory listed on

Attachment “A” during the term of the Contract. The Aviation Authority may also add new inventory to the scope at any time during the Contract term. Any changes shall be documented in writing by the AAR and inventoried by the Contractor.

The Contractor shall be responsible to maintain data into the specified site of the Aviation

Authority’s EAMS Maximo.

A monthly Work Schedule shall be provided to the AAR at the beginning of the contract. The

AAR will review the Work Schedule with the Contractor to ensure services are provided as required.

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

Contractor shall advise AAR forty-eight (48) hours in advance of any projected deviation from the Work Schedule.

If the Contractor deviates from the approved schedule, without previous authorization, or if

Contractor’s personnel are not on site for periods of five (5) calendar days or longer, a $250 per day deduction may be applied until the Contractor returns to the approved schedule and https://www.nfpa.org/ personnel are on site to provide services, at the discretion of the AAR. Deductions start on the 6th calendar day.

The Contractor shall respond verbally by telephone to any request by the AAR within twenty-four (24) hours of receiving the request and shall commence on-site services within forty-eight (48) hours from the time AAR’s written request is received by the Contractor.

4.2. Aviation Authority’s Responsibilities

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

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

b. The Aviation Authority will provide the Contractor with escorts as needed to access certain work areas as applicable.

c. The Aviation Authority will provide to the Contractor all new and replacement fire extinguishers.

4.3. Contractor Responsibilities

a. The safety of the public is the responsibility of all Contractor’s manager(s), supervisor(s), support personnel, front-line staff, and employees while performing under this Contract.

b. At the end of the term of the Contract, the Contractor shall attend meetings before and after the expiration of the Contract if, upon expiration, another Contractor has been selected to provide services.

c. Contractor assumes all liability with respect to its Employees and Employees of any

Sub-Contractors assigned to this Contract if they are injured on the Aviation

Authority property.

d. All work performed under this Contract shall be carried out under the direction of the

Aviation Authority's Authorized Representative (the "AAR"). The Contractor in the course of the work under this Contract is responsible for continuous communications and coordination with the AAR.

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

4.4. Hours to Perform Services

a. The Contractor shall perform work during Standard Work Hours between 7:30 A.M.

and 4:00 P.M., Monday through Friday, excluding Aviation Authority’s observed holidays. The Aviation Authority may require the Contractor to perform work during

Non-Standard Work Hours which are outside the Standard Work Hours. Non-

Standard Work Hours may be arranged with prior written approval of the AAR and will use the Non-Standard Hourly Labor Rates.

b. The Contractor shall not perform any work during Authority observed holidays without the prior written authorization from the AAR.

c. In the event that an emergency condition is declared by the Aviation Authority’s

Chief Executive Officer, the Chief of Operations, Chief Operating Officer, the Vice

President of Operations, or their respective designees, the Contractor will perform work during such hours as specified by the Aviation Authority.

4.5. Staffing

a. The Contractor shall provide an adequate number of Aviation Authority badged skilled technicians who are thoroughly trained and experienced in providing services of the types that are the subject of this specification.

b. The Contractor shall provide a knowledgeable and experienced Project Manager authorized to represent and act for the Contractor in matters pertaining to

Contractor’s operations and activities and otherwise carry out the provisions of this

Contract. All instructions and notices given by the Aviation Authority to such Project

Manager shall be as binding as if given to the Contractor, and all statements made by such Project Manager shall be as binding as if made by the Contractor.

c. The Project Manager shall have a minimum of three (3) years of experience:

i. Managing such activities that are comparable in size and scope of the services performed under this Contract; and

ii. Performing such work in compliance with industry standards, National Fire

Protection Association (NFPA) 10 requirements, and State of Florida Statutes.

d. The Project Manager shall attend, as needed, Coordination Meetings to discuss projected work schedules, as directed by the Aviation Authority's Representative

(AAR) or designee.

e. The Contractor shall report to the AAR any possible theft, fraudulent activity or vandalism by employee(s) or subcontractor(s) or any allegations of employee(s) or subcontractor(s) dishonesty within twenty-four (24) hours.

f. While working on airport property all Contractor's employees shall wear neat-appearing uniforms with the company name and/or logo and footwear that complies with all legal and safety requirements, including and without limitation, the requirements of Occupational Safety and Health Administration (OSHA).

g. The Aviation Authority shall have the right, in its sole discretion, to approve or reject

Contractor’s staffing if the Aviation Authority advises in writing that such staff is objectionable to the Aviation Authority.

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

i. The Contractor shall cooperate fully and to provide assistance to the Aviation

Authority in the investigation and resolution of any complaints, claims, actions, or proceedings that may be brought by or that may involve its Employees or Employees of Sub-Respondents, including operations management. Any complaints or inquiries shall have a written response to the complainant, no later than ten (10) days from written notification of an issue, and a copy provided to the AAR.

4.6. Inspection and Certification Services

a. The Contractor shall perform annual inspection and certification services of all types of fire extinguishers in accordance with the National Fire Protection Association

(NFPA) Standard guidelines. The estimated annual services are for two thousand three hundred nineteen (2,319) fire extinguishers. This estimated amount is expected to increase or decrease throughout the term of the contract.

b. Tags (inspection labels) shall be of the adhesive type to peel off and bond / stick to the cylinder.

4.7. Fire Extinguisher Maintenance Services

a. The Contractor shall perform the following types of fire extinguisher maintenance:

1. Hydrostatic Test Maintenance Service: Shall consist of pressurized testing of the fire extinguishers in accordance with NFPA 10.

2. Recharge Maintenance Service: Shall consist of refiling the fire extinguisher with appropriate powder or liquid, inspection and cleaning of mechanical parts, including but not limited to, tubing, hose, nozzles, O-ring, and re-pressurization in accordance with NFPA 10.

b. Six (6)-Year Internal Maintenance Service: Shall consist of emptying the fire extinguisher and performing maintenance in accordance with NFPA 10. A detailed listing will be provided to the Contractor.

c. The Contractor shall have the capability to recharge all extinguishing tanks at each site location when necessary. All services shall be completed on site. However, if any agent cylinder must be removed from the property including one hundred twenty-five (125) tanks (for hydro testing), the Contractor shall install an Aviation Authority owned spare in its place until unit can be diagnosed or re-installed.

d. The Contractor shall perform testing and maintenance services in accordance with

NFPA Standard guidelines.

4.8. Disposals

Fire extinguishers found to be non-repairable or non-serviceable (i.e. unable to hold pressure, rust, dents, etc.) shall be properly disposed of and the exact reason of such determination be provided to the Aviation Authority. The Contractor shall indicate cost for said disposal as indicated in the Pricing Tables.

4.9. Computerized Maintenance Management System EAMS Maximo –

Utilization and Data Entry Requirements

a. The Aviation Authority will provide the Enterprise Asset Management System (EAMS)

Maximo program for the Contractor to utilize and support. The Contractor shall provide related data entry and asset management services. Data entry and asset management services include, but not limited to, the following:

1. Scheduling Jobs and Work Orders

i. Create and manage Preventive Maintenance (PM) records and generate Work

Orders using Maximo’s Preventive Maintenance and Work Order Tracking applications.

ii. Assigning personnel, labor resource leveling, meaning the assignment of PM, Predictive Maintenance (PdM), and Corrective Maintenance (CM) work based on staffing resources and the estimated labor requirements to perform the work.

2. Labor Assignment and Resource Management

i. The Contractor shall ensure that all PM, PdM, and CM work orders are scheduled and assigned in accordance with available staffing resources and estimated labor requirements.

ii. The Contractor shall:

i. Utilize the GOAA Maximo system to assign work orders to qualified personnel, crews, or crafts based on resource availability and skill requirements.

ii. Perform labor resource leveling to prevent over-allocation of personnel and ensure timely completion of work orders.

iii. Record all labor transactions, including actual hours worked, directly on the corresponding work order within Maximo for accurate tracking of planned versus actual labor effort.

iv. Designate a responsible party (Planner or Supervisor) to manage work order assignments and verify that labor reporting is completed for all maintenance activities.

3. Labor Cost Recording and Tracking

i. The Contractor shall accurately record labor costs associated with all repairs, maintenance activities, and additional work performed under this Contract.

ii. The Contractor shall:

i. Maintain labor records in the GOAA Maximo system to reflect the correct craft, labor rate, and dollar amount for each individual performing the work.

ii. Ensure that recorded labor costs correspond to actual hours worked and are properly allocated to the applicable work order.

iii. Verify that labor transactions include all required details (craft, labor code, rate, and hours) so that the system can calculate and report accurate labor costs for each maintenance activity.

iv. Provide timely and complete labor reporting to support cost analysis, budgeting, and compliance with performance standards.

4. Failure Cause and Remedy Tracking

i. The Contractor shall utilize the GOAA Maximo system to record and track failure-related information for all repairs and maintenance activities.

ii. The Contractor shall:

i. Assign the appropriate Failure Class to each work order to categorize the type of failure.

ii. Record the Problem Code (cause of failure) and Remedy Code (action taken to correct the issue) in accordance with the GOAA asset management standards.

iii. Ensure that all failure data is accurately entered for critical assets to support reliability analysis, root cause investigations, and performance reporting.

iv. Maintain complete records of downtime, labor hours, and materials consumed for each repair, linked to the corresponding Failure Class and codes.

v. Tracking of each Technician’s starting and ending time, date and time, and the total hours worked for each work order.

5. Technician Time Tracking and Work Order Actuals

i. The Contractor shall ensure accurate tracking of each technician’s work time for all assigned maintenance activities.

ii. The Contractor shall:

i. Utilize the GOAA Maximo system, including mobile-enabled functionality, to allow technicians to record their start time, end time, and total hours worked for each work order.

ii. Enter the actual start and actual finish times in the Work Order Actuals tab once the work order is assigned and work begins, if the technician is unable to record the correct time.

iii. Ensure that time entries are precise and reflect the actual duration of work performed, supporting accurate labor cost and performance reporting.

iv. Maintain compliance with Owner’s standards for mobile time entry and verification by supervisors.

6. Preventive and Predictive Maintenance Tracking

i. The Contractor shall ensure that all PM and PdM inspections, along with any resulting CM work, are accurately tracked in the Owner’s Maximo system.

ii. The Contractor shall:

i. Record completion of PM and PdM tasks on the originating work order, including inspection results and any identified deficiencies.

ii. Generate and link CM work orders to the originating PM or PdM work order when corrective actions are required, maintaining traceability between inspection and repair.

iii. Document all labor hours, materials, and downtime associated with CM work to support reliability analysis and compliance reporting.

iv. Ensure that failure codes, remedy codes, and asset details are properly entered for all CM work resulting from PM/PdM inspections.

7. Asset Information Management

i. The Contractor shall maintain complete and accurate records of all assets and equipment serviced under this Agreement within the GOAA Maximo system.

ii. The Contractor shall:

i. Record and update key asset data, including specifications, manufacturer details, model numbers, serial numbers, and location.

ii. Maintain warranty information, spare parts lists, purchase date, expected useful life, and any other relevant life cycle details.

iii. Ensure that all asset records are linked to corresponding work orders, inspections, and maintenance history for traceability and compliance.

iv. Provide timely updates when asset attributes change due to repairs, replacements, or upgrades.

v. Failure to maintain accurate asset information may result in corrective action or penalties as outlined in this Contract.

8. Spare Parts Inventory Management

i. The Contractor shall manage and maintain spare parts inventory in compliance with the GOAA standards and pricing guidelines.

ii. The Contractor shall:

i. Record the location of all stored materials, including Contractor’s storage rooms and any designated areas within the Owner’s facilities.

ii. Maintain accurate inventory valuation based on the Aviation Authority’s approved parts pricing information.

iii. Monitor stock levels and determine when to restock materials to prevent shortages and ensure timely maintenance execution.

iv. Track inventory turnover rates and provide periodic reports to the Owner for performance and cost analysis.

v. Ensure all inventory transactions, including receipts, issues, and returns, are recorded in the GOAA Maximo system for traceability and compliance.

9. Asset Registry and Attribute Maintenance

i. The Contractor shall maintain a complete and accurate listing of all assets in the GOAA Enterprise Asset Management System (EAMS) – Maximo.

ii. The Contractor shall:

i. Record and update all required asset attributes, including part numbers, associated storeroom locations, date placed in service, warranty period, and expiration date where applicable.

ii. Ensure that each asset record includes specifications(if needed), manufacturer details, and any related components or sub-assets for traceability.

iii. Maintain linkage between assets and their corresponding spare parts inventory to support efficient maintenance and repair activities.

iv. Provide timely updates when asset attributes change due to repairs, replacements, or lifecycle events.

10. Replacement Parts and Asset Valuation Management

i. The Contractor shall track and record detailed information for all replacement parts and associated asset data within the GOAA Maximo system.

ii. The Contractor shall:

i. Maintain accurate records of replacement parts, including manufacturer information, part numbers, and quantities required per asset.

ii. Record the initial purchase cost and current value of each asset to support lifecycle cost analysis and financial reporting.

iii. Ensure that all parts and asset valuation data are linked to the corresponding asset record and work orders for traceability.

iv. Update records promptly when parts are replaced, assets are refurbished, or valuations change due to depreciation or upgrades.

11. Planned Repairs and Maintenance Scheduling

i. The Contractor shall manage and assign work for planned repairs and maintenance tasks in accordance with schedules provided by the Aviation

Authority.

ii. The Contractor shall:

i. Utilize the GOAA Maximo system to plan and assign work orders based on the Authority’s designated timeframes when equipment is not in use.

ii. Coordinate labor and material resources to ensure that scheduled maintenance activities do not interfere with operational requirements.

iii. Maintain accurate records of planned work assignments, including start and finish times, labor hours, and any deviations from the approved schedule.

iv. Provide timely updates to the GOAA regarding schedule adherence and any required adjustments due to unforeseen circumstances.

12. Cost Tracking and Billing Information Management

i. The Contractor shall assign appropriate cost tracking and billing information to each work order in the GOAA Maximo system based on the type of work being requested or performed.

ii. The Contractor shall:

i. Categorize work orders according to the applicable cost type, including but not limited to:

I. Normal Maintenance and Repair

II. Repair Due to Third-Party Causes

III. Repair Due to Misuse or Vandalism

IV. Special Project Work

ii. Ensure that each work order includes accurate billing codes, cost centers, and charge-back details as specified by the Aviation Authority.

iii. Maintain traceability of all labor, material, and equipment costs to the assigned cost category for reporting and invoicing purposes.

iv. Provide periodic cost reports to the GOAA to support financial reconciliation and compliance with contract requirements.

13. Condition Monitoring

i. The Contractor shall track and report asset condition using Maximo’s

Condition Monitoring application and related KPIs.

b. The Aviation Authority will provide direct access to EAMS Maximo in the Contractor’s office for creating, closing, printing, and editing work orders, entering and viewing data, preparing reports, maintaining, and updating system data. All requested reports and information generated by the EAMS Maximo system shall be immediately available to the AAR after the initial installation and setup of the system is completed. Data shall be entered into the EAMS Maximo within forty-eight (48) hours of occurrence, completion of repair work, PM completion, PdM completion, receipt of new or updated information or data, inventory changes, etc.

c. The Contractor shall initially enter, and continuously update the Aviation Authority’s asset database in the EAMS Maximo, whenever assets are added, deleted, modified, repaired, or replaced and shall at a minimum include the following information for each asset:

i. The Aviation Authority’s Asset number or asset tag number for each equipment and item (e.g., A1-T3-05, A3 MS1-05, A6-BC-30).

ii. Asset’s location using the Aviation Authority’s Fully Qualified ID (FQID) system (e.g., a room location in Terminal C would be identified as

OIA.1000.STLC. ZNW.03.1003).

iii. Asset and Equipment category

iv. Manufacturer data for each asset including the manufacturer’s name, make, model, serial number, year manufactured (e.g., NEC, LCD, 55”, manufactured on December 10, 2023, installed on March 14, 2024, etc.).

v. A listing of all major or significant components replaced or repaired, and the date replaced (e.g., 55” monitor replaced on Jan 1, 2024).

vi. Date equipment was installed and starting and ending dates of warranty period, including name of warranty provider when applicable.

d. The Contractor shall ensure that every asset listed in the EAMS Maximo, all assets and equipment covered under this Contract, have their preliminary attributes entered within three (3) months of the Contract commencement date and shall be maintained through the remainder of the Contract.

e. The Contractor shall enter and record every EAMS Maximo work order, and maintain in the Aviation Authority’s EAMS Maximo, the following data for each repair part or inventory item installed on the equipment and system:

i. Date installed asset number, quantity, and location where each part or item was installed.

ii. Manufacturer’s and if applicable Aviation Authority’s part number for each part or item.

iii. Manufacturer’s description for each part and item number.

f. The Contractor shall provide recommendations regarding additions, deletions, or changes in the quantities or specific repair parts items to be stocked by the Aviation

Authority based on the Contractor’s experience, equipment condition, historical parts usage, and expected parts usage.

g. The Contractor shall utilize the EAMS Maximo to provide reports and graphs to the

AAR.

h. Ownership of EAMS Maximo and all data maintained therein is the sole property of the Aviation Authority. The Aviation Authority shall provide all licensing, and incidentals required for the Contractor to operate, maintain and support the EAMS

Maximo during the term of this Contract.

i. All work orders and/or forms that are produced by the Contractor as a result of this

Contract remain the property of the Aviation Authority and shall be surrendered to the Aviation Authority, if in the possession of…