Grounds_Maintenance_and_Irrigation.pdf

INVITATION TO NEGOTIATE

27-167-ITN

GROUNDS MAINTENANCE AND

IRRIGATION

TABLE OF CONTENTS

1. INTRODUCTION, TENTATIVE TIMELINE, DEFINITIONS

2. GENERAL INFORMATION AND RESPONSE PREPARATION

3. SCOPE OF WORK

4. SERVICE LEVEL AGREEMENT

5. MINIMUM REQUIREMENTS

6. OTHER REQUIREMENTS

7. SELECTION PROCESS AND AWARD

8. SAMPLE CONTRACT AND CONTRACT INSTRUCTIONS

9. EVALUATION CRITERIA

10. VENDOR QUESTIONNAIRE

11. PRICING

ATTACHMENTS

A - DESCRIPTIVE INVENTORY

B - SLAS AND KPIS

C - MAP 1 CARGO ROAD

D - MAP 2 TERMINALS A & B LANDSIDE GROUNDS

E - MAP 3 NORTH PARKING LOTS

F - MAP 4 SOUTH PARKING LOTS

G - SPECIFICATION NO. 02810

GREATER ORLANDO AVIATION AUTHORITY

Grounds Maintenance and Irrigation

1. INTRODUCTION, TENTATIVE TIMELINE, DEFINITIONS

1.1. Summary

The Aviation Authority is requiring comprehensive grounds maintenance and irrigation services in accordance with industry best practices and focused on measurable performance, maximizing asset life, optimizing water use, enhancing operational efficiency, ensuring public safety, and consistently maintaining a best-in-class environment.

All landscape assets shall meet appearance standards and be maintained at an acceptable quality level at all times. The stated frequencies/quantities are estimated service levels. Actual conditions may cause the frequencies/quantities to differ from the estimation and be adjusted accordingly. Discrepancy or ambiguity in the estimated frequencies/quantities do not relieve the Contractor from its contractual obligations.

The Aviation Authority is only obligated to pay for services specifically authorized, satisfactorily performed and accepted by the Aviation Authority Authorized

Representative (AAR).

The Aviation Authority is not obligated to award all areas to a single Respondent, and reserves the right approve one or multiple awards for individual service areas, groups of service areas, or any combination thereof.

This Solicitation will result in a 60-month performance-based Contract(s) to commence on or about 02/01/2027.

The awarded Respondent(s) shall provide all labor, supervision, management, equipment, vehicles, tools, materials, supplies, permits, licenses, chemicals, and any other resources necessary, proper for, or incidental to, comprehensive grounds maintenance and irrigation management for Terminals A and B Landside Grounds, Cargo Road, North Parking Lots, and South Parking Lots at Orlando International

Airport (MCO), and in accordance with this Solicitation.

1.2. Intent

The Aviation Authority's intent is to enter into non-exclusive Contracts for the services described in this solicitation for a five (5) year period, commencing on or about

02/01/2027.

It is the further intent of the Aviation Authority that four (4) separate Respondents will be awarded one (1) contract each map: Map 1 – Cargo Rd, Map 2 – Terminals A&B

Landside Grounds, Map 3 – North Parking Lots, Map 4 – South Parking Lots.

Respondents may propose for more than one opportunity.

1.3. Background

The Greater Orlando Aviation Authority is proud to operate Orlando International

Airport (MCO) and Orlando Executive Airport (ORL), two of Florida’s premier air travel gateways. MCO is a world-class global connector, serving millions of passengers across its three terminals, A, B, and C. Connected to a Train Station that offers passenger rail service, Terminal C is an innovative structure that elevates the customer experience with 100% automated screening lanes at TSA checkpoints. ORL is conveniently located just miles from downtown Orlando and provides vital general aviation access to the heart of the region.

1.4. Tentative Timeline

Release Project Date: November 12, 2026

Pre-Submittal Meeting (Non-

Mandatory):

November 18, 2026, 10:00am

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2432

198727034787?p=ayvwoIVuoLr8R58aB

S

Meeting ID: 243 219 872 703 478 7

Passcode: 9EM9Nx76

Need help? | System reference

Dial in by phone

+1 872-242-8019,,734551591# United

States, Chicago

Find a local number

Phone conference ID: 734 551 591#

Join on a video conferencing device

Tenant key: goaa@m.webex.com

Video ID: 116 314 278 8

More info https://teams.microsoft.com/meet/2432198727034787?p=ayvwoIVuoLr8R58aBS https://teams.microsoft.com/meet/2432198727034787?p=ayvwoIVuoLr8R58aBS https://teams.microsoft.com/meet/2432198727034787?p=ayvwoIVuoLr8R58aBS mailto:goaa@m.webex.com

Site Visit (Non-Mandatory): November 19, 2026, 10:00am

Limit up to 2 representatives per company. Allow 3-4 hours for this Site

Visit.

Meeting point is outside of the Facilities

Admin. Building:

8648 Casa Verde Rd.

Orlando, FL 32827

Question Submission Deadline: November 23, 2026, 8:00pm

Q&A (Addendum) Issue Deadline: November 25, 2026, 4:00pm

Response Submission Deadline: December 2, 2026, 3:30pm

Bid Opening (Non-Mandatory): December 2, 2026, 4:00pm

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2226

589669125647?p=LRduBMmgC2QZWxc

9CO

Meeting ID: 222 658 966 912 564 7

Passcode: JF2R6Jq9

Need help? | System reference

Dial in by phone

+1 872-242-8019,,166315304# United

States, Chicago

Find a local number

Phone conference ID: 166 315 304#

Join on a video conferencing device

Tenant key: goaa@m.webex.com

Video ID: 113 640 215 0

More info

Committee Evaluation: December 8, 2026

Interviews (Optional): December 11, 2026

Conclusion of Negotiations: December 28, 2026 https://teams.microsoft.com/meet/2226589669125647?p=LRduBMmgC2QZWxc9CO https://teams.microsoft.com/meet/2226589669125647?p=LRduBMmgC2QZWxc9CO https://teams.microsoft.com/meet/2226589669125647?p=LRduBMmgC2QZWxc9CO mailto:goaa@m.webex.com

Committee Evaluation of BAFOs: January 11, 2027

Aviation Authority Board Approval Date: January 20, 2027

All dates and times are subject to change. All times are EST.

1.5. Definitions

• Airport – Refers to MCO.

• Additional Work – Refers to additional grounds maintenance services performed at the direction of the AAR.

• 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.

• Acceptable Quality Level (“AQL”) – Refers to the minimum performance standard that must be achieved to satisfy the contracted requirements, as measured through applicable performance metrics, service levels, inspections, or other evaluation criteria. The AQL establishes the minimum acceptable threshold used to determine whether performance is satisfactory against the SLAs.

• Aviation Authority Board – Governing body responsible for administering 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 (“Best and Final Offer”) – Refers to the final revised offer submitted by a Respondent after discussions and negotiations and containing the most favorable pricing, terms, and solution.

• Best Value – Refers to the most advantageous overall benefit in response to the solicited requirements, considering factors such as quality, design, craftsmanship, delivery, service, and price. In determining best value, price is not the sole factor considered and may not be the predominant factor when assessing the greatest overall benefit.

• 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.

• Complaint – Refers to any verbal or written report made by customers, airport employees, or other individuals to account for incidents or grievances related to poor, unsatisfactory or unacceptable performance, inappropriate behavior, personal injury which, in the sole discretion of the AAR, is caused by the

Contractor or its employees, agents or subcontractors.

• Deficiency – Refers to any failure to meet any given contract requirement, SLA requirement, safety requirement, or inspection standard.

• 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.

• Healthy Turf – Refers to actively growing turf reasonably free of disease, irrigation stress, excessive weeds, bare areas, and discoloration.

• Invitation to Negotiate (“ITN”) – Refers to a competitive solicitation process used to obtain best value through discussions and direct negotiations with one or more responsive and responsible Respondents prior to an award recommendation.

• Key Performance Indicator (“KPI”) –Refers to a measurable standard used to evaluate if the Contractor is meeting the service requirements, per the SOW.

• MCO – Refers to Orlando International Airport in the City of Orlando, Orange

County, State of Florida, United States of America.

• Maintenance Area – Refers to each scheduled mowing area identified by the

AAR or by the approved maintenance maps.

• Negotiation Team – Refers to a group of professionals designated to review and evaluate ITN responses, conduct negotiations with one or more responsive and responsible Respondent, and request a BAFO preceding an award recommendation.

• Notice of Award – Written notification issued to a Respondent informing them that they have been selected for contract award based on their response to the

Solicitation. The Notice of Award authorizes the parties to begin coordinating contract execution and implementation activities but does not authorize the commencement of work unless otherwise specified.

• Notice of Intent to Award – Public notice issued to announce the intended award of a contract and to establish the period during which protests may be submitted in accordance with applicable procurement requirements.

• Notice to Proceed – Written authorization issued to a Contractor that establishes the official commencement date of the period of performance and authorizes the Contractor to begin the contracted work.

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

• Responsive (Respondent) – Refers to a Respondent that has submitted a response that conforms in all material respects to the solicited requirements, as determined by the Aviation Authority.

• Responsible (Respondent) – Refers to a Respondent that has the capability in all respects to fully perform fully the solicited requirements and the integrity and reliability necessary to assure good-faith performance.

• Solicitation – Document package used to request responses for the purpose of entering into a Contract with the Aviation Authority.

• SunBiz – Official website of the State of Florida Division of Corporations.

• State of Florida Division of Corporations – Is the State of Florida’s central location for filing business entities, trade and service marks, fictitious name registrations, judgment and federal tax liens, Uniform Commercial Code (UCC) financing statements, and notary commissions and apostilles. The State of

Florida Division of Corporations serves as an informational resource for statewide business activities, registrations and certificates.

• Service Level Agreement (“SLA”) – Refers to the performance standards, service requirements, response times, reporting obligations, remedies, and other measurable service commitments established under contract. The SLAs are the performance standards and metrics that defines how well works must be completed.

• Scope of Work (“SOW”) – Refers to the written description of the work to be performed under contract, including required tasks, deliverables, performance requirements, and expected outcomes. The SOW defines the contract requirements.

• Quality Assurance (“QA”) – Refers to a planned and systematic process used to oversee, monitor, inspect, and evaluate activities to determine whether the

Contractor’s performance complies with the contract, including the SOW and applicable SLAs. The Aviation Authority verifies the Contractor's compliance with the SOW and SLAs.

• Quality Control (“QC”) – Refers to processes, procedures, inspections, testing, and corrective actions used to ensure that services and deliverables meet the contracted requirements, including the SOW and applicable SLAs. The Contractor verifies and ensures compliance with the SOW and SLAs.

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

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

1.6. Characteristics of an ITN

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

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

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

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

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

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

c. Limited availability of competition.

d. Non-standard products or services are required.

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

f. A contract of high complexity may be required.

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

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

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

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

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

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

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

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

2. GENERAL INFORMATION AND RESPONSE PREPARATION

2.1. Non-Discriminatory Legal Notices

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

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

Respondent.

2.2. 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/

2.3. Whistle Blower Reporting Line

The Aviation Authority is committed to the highest level of integrity in its operations and is fully committed to protecting the organization, its operations, and its assets against fraud, waste or abuse. The Aviation Authority has established a Whistle Blower

Reporting Line with a third-party service provider as a means for employees, contractors, vendors, tenants and the general public to report suspected fraud, waste or abuse in connection with Authority operations. Should the Contractor Obligation to

Inform Itself suspect any fraud, waste or abuse in connection with any work under the

Contract, including any work of its subcontractors or laborers, it shall promptly report such activity at (877) 370-6354, through email: caseinbox@goaa.caseiq.app, or through the online reporting form at https://goaa.caseiq.app/portal. The Contractor shall include this reporting requirement in all subcontracts and vendor agreements. The https://flymco.com/airport-business/policies/ mailto:caseinbox@goaa.caseiq.app https://urldefense.com/v3/__https:/goaa.caseiq.app/portal__;!!EAdQMw!nMShE3hmQqrkRKpGMVMA14BLeb4GGqkUEJR5z5EOXMsg95unzOq_ooic350k47t8fqEAQRNVgmWNoetT$

Contractor is further encouraged to report any suspected fraud, waste or abuse it suspects in connection with any other airport operation or project.

2.4. 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 cancel an award to a Respondent upon due cause—i.e., misrepresentation, negligence, non-performance, etc. via written notice.

e. 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.

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

g. 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.

h. 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(s) to perform the required

Services described herein.

i. The Aviation Authority reserves its right to award any or all of the advertised services subject to the availability of funding.

2.5. Response Preparation

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

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

d. 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.

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

Section 1.4: Tentative Timeline. 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.

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

g. 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

h. 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.

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

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

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

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

l. Each Respondent shall complete Section 10: Vendor Questionnaire. Please respond to each item individually, as applicable.

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

n. 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.

2.6. 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.

2.7. 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 https://procurement.opengov.com/portal/goaa 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 office of

Small Business Opportunity and Exchange. An appropriate official or employee of the Aviation Authority may initiate communication with a Respondent in order to obtain information or clarification needed to develop a proper and accurate review of the Response. Any official communication from a Respondent during the solicitation process should be submitted via the e-Procurement Platform as directed during the solicitation process. Failure to adhere to these requirements may result in and Aviation Authority Board action to disqualify your firm from consideration of award.

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

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

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

f. Per F.S. 287.057 (25): Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents.

Violation of this provision may be grounds for rejecting a response.

2.8. Pre-Submittal Meeting

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

b. The Teams Link can be find under Section 1.4 Tentative Timeline.

c. The purpose of any Pre-Submittal Meeting is to review the Solicitation, as published.

d. Attendance is not mandatory, but highly encouraged.

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

2.9. Lobbying Statement

Do not contact Aviation Authority Board members or Staff concerning this

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

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

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

287.057 (25))

2.10. 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.

2.11. Withdrawal of Responses

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

Authority for all its costs incurred in connection with such withdrawal or attempted withdrawal including, without limitation, any increased costs for procuring the goods or services from another Respondent or all costs of advertising and re-procuring the goods or services, and all attorneys’ fees, in addition to payment of the Aviation Authority’s https://flymco.com/airport-business/policies/ https://flymco.com/airport-business/policies/ 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 meetings are posted on the Aviation Authority's website:

https://flymco.com/airport-business/sunshine-meetings/. Attendance by all interested

Parties is encouraged.

2.13. Public Records/Confidential and Exempt Information

The Greater Orlando Aviation Authority (“Aviation Authority”) is subject to Chapter 119, Florida Statutes, and Article I, section 24 of the Florida Constitution. Accordingly, all materials submitted in response to this Invitation to Negotiate (“ITN”) are subject to public disclosure unless confidential or exempt under applicable law.

If the Respondent contends that any portion of its bid, proposal, response, or submission contains confidential or exempt information, including trade secret information, the Respondent shall provide:

a. one complete, unredacted copy clearly identifying and conspicuously labeling all information claimed to be confidential or exempt; and

b. one redacted copy of the identical submission suitable for public records production.

For each redaction or claim of exemption, the Respondent shall cite the specific legal authority supporting the asserted exemption. Generalized claims of confidentiality or proprietary status are insufficient and will not be considered properly identified by the

Respondent.

Pricing and other financial terms are generally not confidential or exempt from public disclosure following bid or proposal opening or notice of intended award, except as otherwise provided by law.

The Aviation Authority will endeavor in good faith to maintain information properly identified by the Respondent as confidential or exempt; however, the Aviation Authority shall independently determine whether any submitted information is subject to disclosure under applicable law.

The Aviation Authority shall not be liable for the disclosure of information that:

a. was not properly identified by the Respondent;

b. is not confidential or exempt under applicable law; or

c. the Aviation Authority determines must be disclosed pursuant to law, court order, or administrative determination.

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

If the Aviation Authority relies upon the Respondent’s asserted claim of confidentiality or exemption in withholding or redacting records responsive to a public records request, the Respondent shall, upon request, provide legal and factual support for the asserted exemption and shall indemnify, defend, and hold harmless the Aviation Authority, its board members, officers, employees, agents, and representatives from and against any claims, damages, penalties, costs, or attorneys’ fees arising from the Aviation

Authority’s reliance on the Respondent’s asserted exemption or confidentiality claim.

Nothing herein obligates the Aviation Authority to assert or defend any claimed exemption from disclosure on behalf of the Respondent.

2.14. Performance Management System (Procurated/Canary)

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

Contractor to determine whether the work to be performed under the Contract 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 Contract 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

2.15. Independent Contractor Status and Compliance with the Immigration

Reform and Control Act

Respondent is and shall remain an independent Contractor 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://urldefense.com/v3/__https:/www.loom.com/share/df21afeaff4d406b9f0cbab7a8420150?sid=666d10c5-5f3e-4c3f-b1f7-b1840faea36c__;!!LBFcHN3WCgnqDQ!ij61DzodHPxDdLaAy6vlFfK_3vZWCWo4DzGBgmAbLULu1UWz_NrD87IVwxBsXAvBUn97p2oNpvYiiudy2iSuuz4E15DZkQ$ https://urldefense.com/v3/__https:/home.procurated.com/resources/suppliers-your-government-customers-are-using-canary/__;!!LBFcHN3WCgnqDQ!ij61DzodHPxDdLaAy6vlFfK_3vZWCWo4DzGBgmAbLULu1UWz_NrD87IVwxBsXAvBUn97p2oNpvYiiudy2iSuuz7syhoGnw$ https://urldefense.com/v3/__https:/home.procurated.com/resources/suppliers-your-government-customers-are-using-canary/__;!!LBFcHN3WCgnqDQ!ij61DzodHPxDdLaAy6vlFfK_3vZWCWo4DzGBgmAbLULu1UWz_NrD87IVwxBsXAvBUn97p2oNpvYiiudy2iSuuz7syhoGnw$ mailto:suppliersupport@procurated.com

2.16. Contractor's Obligation to Inform Itself

Each Contractor must inform itself fully of the Work to be performed. The Contractor shall not be relieved of its obligation to furnish all material, equipment, labor, and services necessary to carry out and to complete the contemplated Work for the consideration set forth in its Response by reason of having failed to inform itself with respect to those matters.

3. SCOPE OF WORK

3.1. Overview

a. The Contractor shall provide all labor, supervision, materials (including any replacement plant material required), supplies, tools, equipment, licenses, permits, chemicals, fertilizer, mulch, and all other items necessary, proper for, or incidental to, performing grounds maintenance and irrigation services on specified areas located throughout the Orlando International Airport (MCO), in accordance with this Solicitation.

b. The Contractor acknowledges full understanding of the extent and character of the SOW and the conditions surrounding the performance thereof. The Aviation

Authority is not responsible for any alleged misinterpretation of the work requirements and/or expectations or any misunderstanding of conditions surrounding the performance thereof. It is understood that the Contractor commits to fulfilling all requirements, obligations, and conditions set forth in this

Solicitation.

c. The Contractor shall refer to Attachment "A" for descriptive inventory and

Attachments "C" through "F" for map locations where the Contractor shall perform grounds and irrigation for each year during the term o this

Contract: Map 1—Cargo Road; Map 2—Terminals A & B Landside Grounds; Map

3—North Parking Lots; and Map 4—South Parking Lots .

3.2. Regulations

a. The Contractor shall comply with all applicable federal, state and local laws, ordinances, rules and regulations pertaining to the performance of the work specified herein.

b. The Contractor shall obtain all permits, licenses and certificates, or any such approvals of plans or specifications as may be required by Federal, State and local laws, ordinances, rules and regulations, for the proper execution of the work specified herein.

c. Contractor will abide by all State and Federal regulations on wages and hours of an employee dealing with the employment relationship between Contractor and its subsidiaries or related parties and its employees, including but not limited to the Florida Human Relations Act, the Federal National Labor Relations Act, the

Federal Fair Labor Standards Act, the Federal Civil Rights Act of 1964, as amended, and the Americans with Disabilities Act.

d. While working on airport property all Contractor's employees shall wear neat-appearing uniforms with the company name and/or logo and footwear of a style that complies with all legal and safety requirements, including and without limitation, the requirements of OSHA.

e. Should the Contractor engage employees who are illiterate in English, it will be the Contractor's responsibility and obligation to train such employees to be able to identify and understand all signs and notices in and/or around the areas that relate to them or the services being performed by them pursuant to this

Contract. In addition, the Contractor will have someone in attendance at all times who can communicate instructions to said employee.

f. Contractor shall maintain a drug-free workplace within the meaning of the

Florida Drug-free Workplace Act. No employee shall be hired by a Contractor for work on Aviation Authority's premises prior to such employee having tested negative for drugs. In addition, existing employees of the Contractor must be subject to drug testing by the Contractor upon reasonable suspicion of drug use.

Results of all such drug tests are to be retained by the Contractor. Copies shall be provided to the Aviation Authority, if requested.

g. Contractor shall transfer promptly from the Airport any employee or employees that the Aviation Authority advises are not satisfactory and replace such personnel with employees satisfactory to the Aviation Authority; but in no event shall Aviation Authority be responsible for monitoring or assessing the suitability of any employee or agent of Contractor.

h. The Contractor's employees shall be instructed that no gratuities shall be solicited or accepted for any reason whatsoever from the tenants, customers or other persons at Orlando International Airport.

i. The Contractor shall be responsible for ensuring that all articles found by its employees on Aviation Authority's premises are turned over to the Aviation

Authority or the Aviation Authority's designated agent in charge of such articles.

j. A valid Florida driver license (Commercial Driver License, if applicable) will be required of all personnel operating motor vehicles or motorized equipment on roadways in or around Orlando International Airport.

k. During the performance of this Contract, Contractor shall keep current and, if requested by the Aviation Authority, provide copies of any and all licenses, registrations or permits required by applicable governing agencies. Contractor shall keep a copy of any and all licenses, registrations and permits on the job site while performing all contracted work.

3.3. Contractor's Personnel

The Aviation Authority requires that the On-Site Manager and Grounds Maintenance

Crew all be full-time employees, and assigned exclusively to this Contract. The On-Site

Manager shall have overall responsibility for this Contract, and the decision-making authority to act on the behalf of the Contractor in all performance-related matters. The

On-Site Manager shall be point of contact responsible for coordinating, directing, and overseeing all activities. At all times, the Contractor shall maintain current escalation contacts for:

a. On-Site Manager

b. Operations Manager

c. Account Manager

d. Executive Contact

Updates shall be provided to the AAR within 24-hrs. of any change.

3.4. On-Site Manager

1. The On-site Manager shall remain available as long as such individual is employed by the Contractor until the term is completed, and shall be posted at the terminal complex of the Orlando International Airport.

2. The On-Site Manager shall possess an Associate’s Degree in Horticultural

Science, or a related field, or an equivalent combination of education, training, and experience. The On-Site Manager shall also have a minimum of five (5) years of supervisory experience managing projects of similar scope, complexity, and nature, demonstrating the knowledge, skills, and abilities needed to effectively oversee and perform the work required under this Contract.

3. The On-Site Manager shall be responsible for overseeing and ensuring that all work performed under this Contract complies with the stated requirements and quality standards and for providing assurance to the Aviation Authority of such compliance.

4. The On-Site Manager shall serve as the Contractor’s authorized representative for all performance-related matters. Instructions and notices provided by the

Aviation Authority to the On-Site Manager shall be binding upon the Contractor, and statements or commitments made by the On-Site Manager or authorized designee shall be binding upon the Contractor

5. The On-Site Manager shall be available to the Aviation Authority at all times during any emergency declared by the Aviation Authority’s Chief Executive

Officer, VP of Facilities, or their designee(s). The On-Site Manager and any proposed replacement shall be subject to the Aviation Authority’s prior written approval.

3.5. Grounds Maintenance Crew

1. The Contractor will assign only qualified, trained, competent and reliable personnel to perform the services.

2. The use of "short-term temporary" or casual "day labor" is not permitted.

3.6. Lead Irrigation Technicians

1. Contractor shall have exclusive qualified personnel assigned to this Contract with at least three (3) years of experience in irrigation maintenance and shall be knowledgeable of Rainbird irrigation equipment. Also, the personnel must be knowledgeable of the Baseline irrigation system.

2. Qualification of the Lead Irrigation Technicians shall be provided to the AAR for pre-approval. The Contractor shall have a minimum of two (2) full-time irrigation technicians working solely on the irrigation system.

3. All Irrigation Technicians assigned to this Contract shall be dedicated exclusively to the services required and shall not be utilized for any work unrelated to this

Contract for the duration of their designation.

3.7. Certified Pest Control Operator

a. The Contractor shall ensure that a FL-Certified Pest Control Operator is on-site to oversee all pesticide spraying operations and monitor the contract area for insects and diseases.

b. The Contractor shall provide the AAR with a pdf copy of the current FL-Certified

Pest Control Operator license.

3.8. Arborist

a. The Contractor shall provide an Arborist certified by the International Society of

Arboriculture (ISA), with a minimum of 5 years of arboriculture experience, to be on-site and supervise all tree pruning services when performed.

b. The designated on-site Arborist, including his/her replacement, shall be subject to approval by the Aviation Authority.

3.9. Safety and Protection

a. The Contractor shall be solely and completely responsible for initiating, maintaining, and supervising all safety precautions and safety programs in connection with all work performed under the Contract. Contractor personnel shall perform all work in a neat, safe, and professional manner.

b. The Contractor shall be solely responsible for complying with all applicable safety regulations and Federal, State, and local laws, rules, and regulations, including, but not limited to, requirements of OSHA, the Environmental Protection Agency

(EPA), the Florida Dept. of Transportation Maintenance of Traffic (FDOT-MOT), and any other applicable agency. The Contractor shall take all necessary precautions to protect employees, other persons at the work site, and the general public from injury or harm.

c. The Contractor shall use maximum safety precautions at all times. All tools and equipment shall be maintained in good repair, safe for use, and used only for their intended purposes. The Contractor shall inform all workers and affected persons of the Safety Data Sheet (SDS) information for all products used on the project. No materials or equipment shall be left unattended or stored on the project site at any time.

d. The Contractor shall provide appropriate safety gear to all employees as necessary, including, but not limited to, safety vests when working near roadways, approved signage and traffic-control devices as required by FDOT-

MOT, and appropriate fall protection systems as required by OSHA when working on balconies or elevated areas.

e. Any employee found without proper safety gear may be required to leave the property immediately.