Flight_Information_Display_System_(FIDS).pdf

INVITATION TO NEGOTIATE

26-302-ITN

FLIGHT INFORMATION DISPLAY SYSTEM

(FIDS)

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION AND RESPONSE PREPARATION

3. SCOPE OF WORK / SPECIFICATIONS

4. SERVICE LEVEL AGREEMENT

5. MINIMUM REQUIREMENTS

6. OTHER REQUIREMENTS

7. SELECTION PROCESS AND AWARD

8. EVALUATION CRITERIA

9. PROFESSIONAL SERVICES AGREEMENT SAMPLE

10. VENDOR QUESTIONNAIRE

11. PRICE TABLE(S)

12. AVIATION AUTHORITY STANDARD TERMS AND CONDITIONS

ATTACHMENTS

A - SOLICITATION - SPACE USE AGREEMENT EXAMPLE

B - DISPLAY DEVICE LIST AND LOCATIONS 2026

C - MCO FIDS ENVIRONMENT INFORMATION 2026

GREATER ORLANDO AVIATION AUTHORITY

Flight Information Display System (FIDS)

1. INTRODUCTION

The Greater Orlando Aviation Authority (GOAA) seeks qualified, experienced, and innovative Respondents to submit replies to this Invitation to Negotiate to provide a modern Flight Information Display System (FIDS) and related content management, integration, monitoring, analytics, support, and lifecycle services for Orlando

International Airport (MCO), with future extensibility for Orlando Executive Airport

(ORL) and other GOAA-approved locations or channels.

The Aviation Authority is seeking a future-forward digital information platform that improves the passenger journey, supports airport and airline operations, strengthens operational awareness, and enables continuous innovation as display technologies, data services, passenger expectations, accessibility requirements, and airport operations evolve.

The Aviation Authority seeks responses that include best-in-class technologies, modular platforms, partnered solutions, and integrated offerings from multiple technology providers, provided the solution is delivered through a single prime Contractor or master integrator. The selected Contractor shall serve as the single point of accountability for all software, hardware, integrations, implementation services, support, maintenance, cybersecurity coordination, subcontractor management, service levels, warranties, and lifecycle management under the resulting the Master Service

Agreement.

The Aviation Authority is seeking best value, not simply the lowest initial cost.

Respondents should propose approaches that meet current operating needs while enabling modular expansion, reliable integration, technology modernization, secure operations, and measurable performance improvement throughout the contract term.

1.1. Summary

The Aviation Authority is requiring qualified and experienced Respondents to provide all necessary software, software licenses, materials, supplies, labor, and professional services to design, configure, implement, develop content, schedule and deliver content, operate, maintain and support the Flight Information Display System (the

“FIDS” or “System”) Platform, at the Orlando International Airport. This Solicitation will result in a seven (7) year Contract to commence on or about June 1, 2026. The awarded Contractor must be licensed to do business in the State of Florida and perform under the laws of the State of Florida. This Invitation to Negotiate (ITN) seeks:

a. To address the following being explored: What is the current status of technology for this purpose, what are the advantages and disadvantages of each technology and how can each be used for this solution; What lessons can be learned from other airports, large convention centers and theme parks?

b. To better understand the following facts: What is the typical pricing and risk model or the best pricing and risk model to best serve the needs and interests of the Aviation Authority?

c. A solution for using the latest technology for the installation, integration and maintenance of a Flight Information Display System.

The FIDS must operate using the existing components and equipment (listed on

Attachments “A”) in conjunction with certain additional new equipment provided by the

Aviation Authority and installed by the Contractor. During the term of this Contract, the

Aviation Authority anticipates that certain components of the existing system shall require replacement or upgrade and the FID System provided for under this Contract must be capable of supporting these replacements and/or upgrades without interruption of operation. During the term of this Contract, the Aviation Authority may provide supplies, parts and operating system, compatible equipment, and the Contractor shall provide the labor to install, operate, maintain, and support the equipment.

The Aviation Authority shall not be obligated to renegotiate or increase any price for any work during the initial term of the Contract based on a Respondent's mistake or miscalculation of prices, underestimation of costs, or for any other reason.

Disclaimer: Participation in this opportunity is voluntary, and the Aviation Authority will not pay/reimburse for the preparation of any information submitted by a Respondent or for the Aviation Authority’s use of that information.

1.2. Background

The Orlando International Airport (MCO), managed and operated by the Greater Orlando Aviation Authority (Aviation Authority), currently handles over 56.4 million domestic and international passengers. MCO experienced a 14.5% growth in passenger traffic in the 12 months ended June 2025 compared to the 12 months ended June 2019, including 16.3% growth in international passenger traffic which now stands at over 8.2 million passengers annually. MCO is currently served by 39 commercial passenger airlines and 7 cargo carriers. Orlando International Airport (MCO) is the busiest airport in the State of Florida and has been ranked the 9th busiest airport in the United States and 25th 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.

1.3. Definitions

ACRIS – Airport Community Recommended Information Services. A set of airport data standards and information exchange models intended to support consistent data sharing across airport systems and stakeholders.

ADA – Americans with Disabilities Act. Federal civil rights law requires accessibility and reasonable accommodation for individuals with disabilities, including applicable accessibility considerations for passenger-facing information systems.

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

AIDX – Aviation Information Data Exchange. An aviation industry data exchange standard used to share flight, airport, and operational information between systems and stakeholders.

AI – Artificial Intelligence. Technology or software capability that performs tasks commonly associated with human intelligence, including prediction, automation, content generation, language processing, anomaly detection, or decision support.

AIDB – Airport Integrated Data Broker

Airport – Refers to MCO and/or ORL.

API – Application Programming Interface. A documented method that allows software systems to securely exchange data, services, or commands with other systems.

APM – Automated People Mover. The airport train or passenger movement system used to transport passengers between terminal areas or airport facilities.

AOC – Airport Operations Center

ASP – Application Service Provider

Aviation Authority Board – The objective of the Aviation Authority Board is to administer the provisions of the Florida Legislative Act that created the Greater Orlando

Aviation Authority. Its purpose is to serve the public interest through the coordination of the planning, financing, construction, and operation of the aviation facilities operated by the Aviation Authority in Orlando, Orange County, FL.

Aviation Authority – See Greater Orlando Aviation Authority.

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

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

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

BAFO – Refers to “Best and Final Offer” and is the most definitive and advantageous pricing to the Aviation Authority submitted by a Respondent for a specific solicitation.

Best Value – Refers to the greatest overall benefit in response to the requirement;

This can that include quality, design, craftsmanship, delivery, etc. When assessing the best value, price is not the most important factor that is considered.

BHS – Baggage Handling System. The airport system and related operational processes used to route, track, screen, sort, and deliver checked baggage.

BIDS - Baggage Information Display System

BPEL – Business Process Execution Language

CMS – Content Management System. Software used to create, approve, schedule, publish, monitor, and manage digital content across displays, zones, endpoints, and other approved communication channels.

CIDS – Counter Information Display System. A display system used to present airline, ticket counter, check-in, or counter assignment information to passengers and airport stakeholders.

CPU – Central Processing Unit. The primary processing component of a computer, server, media player, or controller.

Competitive Range – Refers to the range of replies reasonably susceptible of award of an ITN solicitation. Only Respondents in the competitive range are considered for negotiations.

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

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

DDC Custom Content – Content delivered through Display Device Controllers that is not limited to standard flight information and may include wayfinding, queue, public information, airport branding, operational messaging, or other GOAA-approved content.

Display Devices – LCD and LED Display Devices.

Display Device Controller (DDC) – Computer hardware that requires no end-user interaction used to drive the FIDS monitors. Dynamically update the Flight Information

Display System (FIDS) pages on airport monitors. Delivers real-time content and page layouts to displays.

DR – Disaster Recovery. The processes, systems, and procedures used to restore technology services after an outage, failure, cyber event, or other disruption.

ETA – Estimated Time of Arrival. The projected arrival time of an aircraft, train, shuttle, or other transportation service based on available data.

Event Streaming – A method of transmitting data continuously or near real-time as operational events occur, allowing systems to react to changes without relying solely on batch updates or manual refreshes.

FIDS – Flight Information Display System. The system used to collect, manage, and display flight-related information, including arrivals, departures, gates, status, baggage claim, airline information, and other GOAA-approved passenger or operational information.

FIS – Federal Inspection Services. The area and related operational process used for international passenger processing, including customs, immigration, baggage recheck, and related passenger information displays.

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

GIDS – Gate Information Display System. A display system used to present flight, airline, boarding, gate, and related operational information at or near gate areas.

HTML5 – HyperText Markup Language 5. A web content technology standard used to structure and display dynamic digital content, including graphics, video, animation, and interactive content.

HTTPS – HyperText Transfer Protocol Secure. A secure communication protocol used to transmit data over a network using encryption.

Hardware - Objects that you can touch, like servers, disk drives, Display Devices, keyboards, tape drives, and chips.

ICD – Interface Control Document. A document that defines the technical, functional, data, security, and operational requirements for an interface between systems.

IDD – Interface Design Document. A document that describes the design, configuration, data flows, protocols, and operational behavior of an interface or system integration.

ITN – Means Invitation to Negotiate and refers to a competitive solicitation process intended to obtain the best value by means of achieving a specific goal through direct negotiations with one or more responsive and responsible bidders, prior to an award recommendation.

ICAO - International Civil Aviation Organization.

INTERNATIONAL AIR TRANSPORT ASSOCIATION (IATA) - The governing Body that creates regulations for international air transport.

IT - Information Technology

IVR – Interactive Voice Response. A telephone or voice response system that allows users to receive information or interact with system data through voice or keypad prompts.

LAN - Local Area Network

List-of-Values - A scrollable pop-up window that provides the end User with a single or multi-column selection list.

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

FID – Respondent’s Flight Information Display Platform

FID Equipment – Flight Information Display Equipment

FID System - The hardware and software components that run the servers and Display

Devices, having the ability to collect, store and display flight information

(arrival/departure, gate, and related information).

FID System Application - A program or group of programs designed for end users.

This includes Report Generation Programs, Input/Entry Programs, and Database

Management Systems.

FID System Database - A relational database management system (RDBMS) that stores data in the form of related tables. Relational databases are powerful because they require few assumptions about how data is related or how it will be extracted from the database. As a result, the same database can be viewed in many different ways.

LIDS – Local Information Display System. A display system used to present localized airport, operational, wayfinding, queue, or other GOAA-approved information in designated areas.

MARS – Multi-Aircraft Ramp System. A gate or ramp configuration that supports the use of a gate position by multiple aircraft or operating scenarios, which may require flexible display and gate information support.

Media Player – A computing or playback device used to render, control, or display digital content on one or more display endpoints.

Middleware – Software that connects applications, systems, databases, devices, or services and supports data exchange, integration, messaging, or workflow between them.

Network Basic Input Output System (NetBIOS) - An API that augments the DOS

BIOS by adding special functions for local-area networks (LANs).

Negotiation Team – Refers to a group of professionals who review responses to an

ITN and negotiate with responsive and responsible Respondents to secure a BAFO for the Solicitation.

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

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

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

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

Performance Deduction – Refers to the monetary deduction applied to the

Contractor’s monthly invoice based on the AAR’s evaluation of the Contractor’s performance.

Prime Contractor – The awarded Contractor responsible for overall contract performance, including all subcontractors, technology partners, integrations, support obligations, warranties, and service levels.

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

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

Rentable Space – Refers to unoccupied areas inside airport terminals that are available for revenue generation.

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

RIDS – Ramp Information Display System. A display system used to present ramp, aircraft, gate, or operational information to authorized airport, airline, or ground handling personnel.

RGU - Report Generator Utility.

RMS - Resource Management System.

Solicitation – Document package used to define requirements, request responses and communicate the evaluation and negotiation process, for the purpose of entering into a

Contract with the Aviation Authority.

SMS – Short Message Service

SSIM – Standard Schedules Information Manual. An IATA standard used for airline schedule data exchange and related aviation schedule information.

SSO – Single Sign-On. An authentication method that allows users to access approved applications using one set of credentials through an authorized identity provider.

SOA – Service-Oriented Architecture

SOP – Refers to Standard Operating Procedure, a set of step-by-step instructions designed as guidance to carry out routine operations and consistent practices.

Staffing Schedule – Refers to a staffing schedule submitted by the Contractor and approved by the AAR identifying the positions to be filled by personnel of the Contractor in performance of this Contract and the minimum number of personnel that shall be working in each such position during the schedule period.

TCP/IP - Transport Control Protocol / Internet Protocol.

TIDS – Ticketing Information Display System. A display system used to present ticketing, check-in, airline, counter, or other passenger processing information.

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

USER – Aviation Authority staff or other designated personnel authorized to access the

FID System and its data.

VDC - Video Display Controllers.

WAP Capabilities – Wireless Application Protocol

Wayfinding - Enabling a person to find his or her way to a given destination using effective signage.

WEB FIDS System - A part of the FID System that provides the public with real-time flight information, via the internet.

WSDL – Web Service Definition Language

XML – Extensible Markup Language

1.4. 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.

1.5. Americans with Disabilities Act (ADA)

The Aviation Authority does not discriminate upon the basis of any individual’s disability status. Anyone requiring reasonable accommodations as provided for the Americans with Disabilities Act or Section 86.26, Florida Statutes, should contact the ADA Coordinator at 407-825-2006 as soon as possible, at least one full business day prior to any scheduled meeting.

1.6. Responsible Vendor Determination

Respondents are hereby notified that Section 287.05701, Florida Statutes, requires that the Aviation Authority may not request documentation of or consider a vendor's social, political, or ideological interests when determining if the vendor is a responsible vendor.

1.7. Intent

The Aviation Authority's intent is to enter into a non-exclusive Contract for the services described in this solicitation for a seven (7) year period. Contract to start on or about 06/01/2026.

1.8. Tentative Timeline

Release Project Date: July 16, 2026

Pre-Submittal Meeting (Non-

Mandatory):

July 23, 2026, 2:00pm

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2651

7588074819?p=RWJm4jBNI9GhZEbKvj

Meeting ID: 265 175 880 748 19

Passcode: rD362UC3

Question Submission Deadline: July 30, 2026, 2:00pm

Question Response (Addendum) Issue

Deadline:

August 13, 2026, 2:00pm https://teams.microsoft.com/meet/26517588074819?p=RWJm4jBNI9GhZEbKvj https://teams.microsoft.com/meet/26517588074819?p=RWJm4jBNI9GhZEbKvj

Response Submission Deadline: August 27, 2026, 2:00pm

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2396

38845713425?p=PtxItszB8pfJStk0uy

Meeting ID: 239 638 845 713 425

Passcode: d9Jc3hP9

Committee Date: September 23, 2026

Interviews/Demonstration (Optional): October 7, 2026

Conclusion of Negotiaions: October 28, 2026

Evaluation of Respondents' BAFOs by

Committee:

November 12, 2026

Aviation Authority Board Contract

Approval Date:

December 16, 2026

Dates are subject to change. All times are EST.

1.9. Procurement Services Point of Contact

When the Questions and Answers function is not available, please contact Jamie Lopez, Assistant Manager, I.T. Procurement, via email at Jamie.Lopez@goaa.org.

https://teams.microsoft.com/meet/239638845713425?p=PtxItszB8pfJStk0uy https://teams.microsoft.com/meet/239638845713425?p=PtxItszB8pfJStk0uy

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 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 8: Vendor Questionnaire.

b. Submission of a Response shall constitute an acknowledgment that the

Respondent has read and understands the Solicitation Documents. The failure or neglect of a Respondent to receive or examine any Solicitation Document shall in no way relieve it from any obligations under its Response or the Contract. No claim for additional compensation will be allowed which is based upon a lack of knowledge or understanding of any of the Contract Documents or the scope of work.

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

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

Platform, responses will be locked and digitally encrypted until the submission deadline passes.

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

Section 1: Introduction. All Responses timely received will be listed with the https://procurement.opengov.com/portal/goaa name of the Respondent during the Virtual Announcement of Respondents. The e-Procurement Platform will not allow for late submittals.

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

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

Procurement Platform.

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

h. Responses submitted by hard copy, e-mail, or fax shall not be accepted.

Responses submitted outside of the designated electronic submission Platform shall be rejected as non-responsive regardless of where and when they were received.

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

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

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

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

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

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

2.4. Pre-Submittal Meeting

a. A Pre-Submittal Meeting will be held virtual and in-person for this solicitation.

b. The address and 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. Response Submittal

a. To successfully submit a response to a Solicitation, Vendors are required to submit their electronic response via OpenGov

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

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

Greater Orlando Aviation Authority e-Procurement Portal (Portal) located at https://procurement.opengov.com/portal/goaa. By way of the Portal, responses will be locked and digitally encrypted until the submission deadline passes.

c. Mailed, faxed, emailed, and hand delivered submissions will not be accepted.

Responses will only be accepted via OpenGov.

d. The Aviation Authority shall not be responsible for delays caused by any occurrence, including a technology issue. Any late response will not be accepted.

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

f. Respondents shall submit one Response only.

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

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

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

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

2.7. 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.

2.8. Exceptions to Terms and Conditions within the Solicitation

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

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

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

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 are 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))

2.11. Withdrawal of Responses

No Response may be withdrawn after the scheduled Response opening time for a period of 120 days. Any Respondent withdrawing or attempting to withdraw its Response prior to the 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.

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

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 with 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 properly labeled financial information that is exempt from the Public Records Laws. Any work product produced as part of the Agreement will become the exclusive property of the Aviation Authority.

c. Labeling information as “proprietary” or “confidential” or any other designation of restricted use shall not protect information from release if required or deemed appropriate by the Aviation Authority under applicable policies, open meeting laws, or public records laws, see Chapters 119 and 286, Florida Statutes. By submitting a Response, Respondents specifically waive all claims against the

Aviation Authority related to the disclosure of public records.

2.14. Performance and Invoicing

a. The Aviation Authority shall, at regular intervals, monitor the performance of the Contractor to determine whether the work to be performed under the Contract has in fact been accomplished to the Aviation Authority’s satisfaction and/or completed in a timely manner.

b. The Aviation Authority shall notify the Contractor of any specific services that are unsatisfactory to the Aviation Authority, and if the Contractor has not addressed such item or items set forth in the notice to the Aviation Authority’s satisfaction within the time frame set forth in the Aviation Authority’s notice, the Aviation Authority in addition to all other rights provided under this Contract or by law or equity, may either remedy such unsatisfactory services itself or through a third https://flymco.com/airport-business/sunshine-meetings/ party and the cost of providing the remedial services shall be deducted from the Contractor’s invoice.

c. The Aviation Authority shall pay the undisputed amount of Contractor’s invoice per The Florida Prompt Payment Act. Items in dispute shall be paid upon the resolution of the dispute in accordance with the Florida Prompt Payment Act.

d. The Contractor’s invoice shall generally describe the services rendered by work area and location, type of service, date rendered and shall contain such other information and is accompanied by such supporting documentation and other materials as the Aviation Authority shall request. The forms to be used will be provided by the Contractor, with approval of the Aviation Authority.

e. The Aviation Authority will reimburse the Contractor for reasonable freight and shipping charges incurred with respect to any such reimbursable items, at actual cost, for which parts, materials, equipment rental and other reimbursable items are approved in writing by the Aviation Authority in advance of such shipment. The cost of overnight delivery shall be approved in writing in advance by the AAR.

f. Contractor shall be obligated to pay promptly all proper charges and costs incurred by Contractor for labor and materials used for the work performed hereunder. The Aviation Authority shall have the right, but not the obligation, to pay directly to third parties (including Subcontractors) all past due amounts owed by Contractor to third parties for labor and materials used for the work hereunder, based on invoices submitted by such third party, and all such amounts paid by the Aviation Authority shall be applied toward, and shall reduce, amounts owed to Contractor hereunder.

g. The Contractor shall submit all invoices to: Greater Orlando Aviation Authority, Finance Manager, P.O. Box 620125, Orlando, Florida 32862- 0125. Invoices may be sent electronically to accounts payable goaa-ap@goaa.org

2.15. Pricing, Payment, and Freight Terms

a. Provide pricing in OpenGov, using the pricing table and the Aviation Authority's Microsoft Excel pricing form. Responses in any other format (such as a quote on the Respondent’s template) will not be accepted or reviewed.

b. Unit prices provided must be valid for at least seven years from the date of contract execution. Anticipated increases in Respondent's costs during the term must be reflected in its prices set forth in its response.

mailto:goaa-ap@goaa.org mailto:goaa-ap@goaa.org

c. The Aviation Authority shall not be obligated to renegotiate or increase any price on a Respondent's mistake or miscalculation of prices, underestimation of costs, or for any other reason. All of the Respondent's overhead costs, including, but not limited to, costs of the required bonds and insurance coverages, shall be included in such Respondent's prices listed in its Solicitation.

d. Freight Terms are FOB Destination, Freight Prepaid. Respondent pays and bears the freight charge, owns goods in transit and files claims if any.

e. Payment Terms are Net 45 days.

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

g. The Aviation Authority is exempt from Federal excise taxes and all sales taxes.

2.16. Independent Consultant Status and Compliance with the Immigration

Reform and Control Act

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

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

2.17. 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/

2.18. 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 120 days from the opening of Responses. Such

Notice will be posted to the e-procurement platform.

2.19. 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.

2.20. Performance Management System (Procurated/Canary)

a. The Aviation Authority shall, at regular intervals, monitor the performance of the

Contractor to determine whether the work to be performed under the

Agreement has in fact been accomplished to Aviation Authority’s satisfaction and/or completed in a timely manner.

b. The Aviation Authority shall notify the Contractor of any specific services that are unsatisfactory to the Aviation Authority, and if the Contractor has not addressed such item or items set forth in the notice to the Aviation Authority’s satisfaction within the time frame set forth in the Aviation Authority’s notice, the Aviation

Authority in addition to all other rights provided under this Agreement or by law or equity, may either remedy such unsatisfactory services itself or through a third party and the cost of providing the remedial services shall be deducted from the Contractor's invoice.

c. The Aviation Authority is implementing a structured vendor performance management process to support continuous improvement, accountability, and strong supplier relationships. The Aviation Authority has partnered with

Procurated to utilize its vendor performance management platform, Canary, a tool designed to collect meaningful feedback, improve supplier performance, and enhance customer satisfaction. The Aviation Authority will use the vendor performance management platform to collect feedback regarding Supplier performance. Performance evaluations may be conducted quarterly, annually, or as needed, based on contract duration, scope of work, and operational requirements.

d. Supplier performance may be evaluated across multiple categories (Customer

Service, Pricing and Value, Quality of Goods or Services, Timeliness and

Responsiveness).

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

o Identify strengths and opportunities for improvement o Address performance concerns during business review meetings o Initiate corrective action discussions when immediate or material performance issues arise

Supplier Registration Requirement:

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

b. The Contractor will be required to create a profile on Procurated so you can log in to see your feedback. We also recommend that you use the Review Requester feature in Canary. It allows you to easily request feedback from the people who use your products and services every day. These insights give you a clear view of your performance, while also helping you showcase your strengths to current and future customers. Please note that the information and data uploaded to

Canary may be subject to Florida’s public records laws.

c. Suppliers may learn more about the Canary platform and its benefits at:

https://home.procurated.com/resources/suppliers-your-government-customers-are-using-canary/

d. For questions related directly to the Procurated platform, Suppliers may contact:

suppliersupport@procurated.com…