IED_ON_CALL_-_Public_Address_System_Repair_Services_(Addendum_#1_Revision).pdf

INVITATION FOR BIDS

25-678-IFB

IED ON CALL - PUBLIC ADDRESS SYSTEM

REPAIR SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION AND RESPONSE PREPARATION

3. SCOPE OF WORK / SPECIFICATIONS

4. MINIMUM REQUIREMENTS

5. DOCUMENTATION, ACKNOWLEDGEMENTS AND CERTIFICATIONS

6. SELECTION PROCESS AND AWARD

7. PRICE TABLE(S)

8. VENDOR QUESTIONNAIRE

9. SAMPLE CONTRACT AND CONTRACT INSTRUCTIONS

10. AVIATION AUTHORITY STANDARD TERMS AND CONDITIONS

GREATER ORLANDO AVIATION AUTHORITY

IED ON CALL - Public Address System Repair Services

1. INTRODUCTION

1.1. Summary

The Greater Orlando Aviation Authority (the "Aviation Authority") will only consider responses from IED authorized repair centers. Contractor shall provide with their submittal a letter from IED stating that Contractor is authorized to work on IED ON

CALL equipment. The awarded Contractor will provide all labor, supervision, tools, materials, equipment, subcontractors, accessories and all items necessary or proper for, or incidental to, performing repairs, upgrades, maintenance, modifications, and additions to the existing Innovative Electronic Designs, LLC (“IED”) ON CALL existing

Public Address (PA) System at the Orlando International Airport (MCO").

1.2. Intent

The Aviation Authority's intent is to enter into a non-exclusive Contract for the services described in this solicitation for a five (5) year period. Contract to start on or about October 1, 2025.

1.3. Background

MCO is operated and managed by the Aviation Authority. It is expected that more than fifty-five (55) million domestic and international passengers will travel through MCO during the 2024-2025 fiscal year.

As of September 2024, MCO is served by 38 commercial airlines and seven (7) cargo carriers.

It is important for the Contractor to note that the Airport environment presents the

Contractor with a set of unique challenges which are not typical of any other environment.

1.4. Tentative Timeline

Release Project Date: July 7, 2025

Question Submission Deadline: July 21, 2025, 11:00am

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

Response Submission Deadline: August 5, 2025, 11:00am

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

2. GENERAL INFORMATION AND RESPONSE PREPARATION

2.1. Nondiscrimination Legal Notices

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

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

Respondent.

2.2. Reservation of Rights

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

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

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

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

c. The Aviation Authority reserves the right to request clarification of information submitted in any Response, to require additional information from any

Respondent, or, in the Aviation Authority's sole discretion, to reject any or all

Respondents for any reason and to re-advertise or not to re-advertise the

Solicitation.

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

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

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

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

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

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

The Aviation Authority intends, but is not obligated, to enter into a non-exclusive agreement with the highest ranked Respondent to perform the required Services described herein.

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

2.3. Solicitation Information / Instructions To Respondents

a. All prospective Respondents shall thoroughly examine and become familiar with the Solicitation package and carefully note the items which must be submitted with the Solicitation as detailed in Section 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 Section 1:

Introduction. All Responses timely received will be listed with the name of the https://procurement.opengov.com/portal/goaa

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 180 days after such deadline.

2.4. 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 https://procurement.opengov.com/portal/goaa email notification when answers are posted. It is the responsibility of the

Respondent to check the website for answers to inquiries.

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

180.03) 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 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.

2.5. 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.

2.6. Pricing

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

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

c. If a detailed excel file with price breakdown is required, the sub-totals and totals must match the pricing entered in the OpenGov Price Table(s). In case of a discrepancy, the Respondent must honor the price more advantageous to the

Aviation Authority, or the Respondent will be deemed non-responsible.

d. Prices provided must be valid at least through 10/31/2030. Any anticipated increases in Respondent's costs during the term must be reflected in its prices set forth in its response. Consumer Price Index (CPI) adjustment consideration is addressed in Section 10: Aviation Authority's Standard Terms and Conditions.

e. 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.

f. For goods/equipment deliveries, if any: 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.

2.7. Incurred Cost

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

2.8. Lobbying Statement

Do not contact Aviation Authority Board members or Staff concerning this

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

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

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

287.057 (25))

2.9. Withdrawal of Responses

No Response may be withdrawn after the scheduled Response opening time for a period of 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 other damages. A Respondent’s submission shall be deemed the Respondent’s acknowledgment of an agreement to the provisions of this Section.

2.10. Public Meetings/Public Records

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

Public meetings are posted on the Aviation Authority's website:

https://orlandoairports.net/airport-business/#sunshine-meetings

2.11. Proprietary Information

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

Response, which they believe to be exempt from disclosure, citing specifically the applicable exempting law. The Aviation Authority will consider a Respondent’s opinions https://flymco.com/airport-business/policies/ https://flymco.com/airport-business/policies/ https://orlandoairports.net/airport-business/#sunshine-meetings regarding the applicability of Chapter 119, Florida Statutes, but shall not be obligated to concur in such opinions. All information and documents received from Respondents in response to this Solicitation will become the property of the Aviation Authority, will not be returned to the Respondents, and will be incorporated in the final Agreement in the event of Agreement award, with the exception of any financial information exempt from the Public Records Laws. Any work product produced as part of the Agreement will become the exclusive property of the Aviation Authority.

2.12. 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/

2.13. 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 90days from the opening of Responses. Such

Notice will be posted to the e-procurement platform.

2.14. Tie Breaking

In accordance with the Aviation Authority's Policy 450.02, when a tie occurs, the following will be considered in an attempt to break the tie, in the order listed below:

1. Drug-Free Workplace

2. Request Offerors to submit best and final pricing

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

4. Game of chance – Coin toss https://flymco.com/airport-business/policies/

2.15. Appeals

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

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

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

3. SCOPE OF WORK / SPECIFICATIONS

3.1. Overview

a. The Aviation Authority will only consider responses from an authorized representative of the Innovative Electronic Designs (“IED”) On Call Public

Address System. Contractor shall provide with their submittal a letter from IED stating that Contractor is authorized to work on IED ON CALL equipment. The

Equipment listed on Attachment “A” may be modified, removed or expanded by the Aviation Authority at any time during the term of the Contract. The Aviation

Authority may also add new similar equipment types to the scope of this

Contract at any time during the Contract term

3.2. Aviation Authority’s Responsibilities

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

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

b. The Aviation Authority will provide the Contractor, at the Aviation Authority's sole cost, office and support space as it determines to be reasonably necessary for the Contractor’s operations conducted in direct support of this Contract. The

Aviation Authority reserves the right to relocate the office and support space at its sole discretion.

c. The Aviation Authority will provide the Contractor, at the Aviation Authority's sole cost, with utility service where presently available and required by the

Contractor to perform its obligations and functions under this Contract.

3.3. Contractor's Responsibilities

a. The Contractor shall attend a coordination meeting and all meetings after the commencement of the Contract as requested by the AAR.

b. At the end of the term of the Contract, the Contractor shall attend meetings before and after the expiration of the Contract if, upon expiration, another

Contractor has been selected to provide services.

c. Contractor assumes all liability with respect to its Employees and Employees of any Sub-Contractors assigned to this Contract if they are injured on the Aviation

Authority property.

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

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

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

3.4. Hours to Perform Services

The Contractor shall perform work during normal operating hours which are between

7AM to 5PM.

a. The Aviation Authority may require the Contractor to perform work outside of normal operating hours. Nonstandard operating hours are between 5:01PM to

6:59AM. Scheduled hours for Contractor’s staff shall be approved in advance by the AAR.

b. In the event an emergency condition and/or major anomaly is declared by the

Aviation Authority’s Chief Executive Officer, Chief Operating Officer, Chief

Creative Officer, Vice President of Facilities or their respective designees, the

Contractor will perform work during such hours as specified by the Aviation

Authority.

c. Response Time: The Contractor shall respond verbally by telephone to a written request by the AAR within twenty-four (24) hours of receiving the request, and shall commence on-site repair or replacement services within forty-eight (48) hours from the time AAR’s written request is received by the Contractor.

d. Reimbursable Charges: Charges will be for actual hours worked on the Aviation

Authority’s site when reporting in and out the Central Plant. Time required for travel to and from the Aviation Authority’s site is not eligible for reimbursement. Such time should be included in the Contractor’s overhead cost.

3.5. Staffing

a. Each technician shall have extensive knowledge and a minimum of three (3) year experience in the maintenance and repairs of the On Call Public Address System and hold a factory certification from IED.

b. Contractor shall provide an adequate number of staff, qualified, trained, experienced and certified in performing services as specified.

3.6. Contractor's Performance

a. Contractor shall perform all of its obligations and functions under the Contract in accordance with the Contract specifications and industry standards. The

Contractor shall adjust and coordinate its activities to the needs and requirements of the Aviation Authority and perform its activities so as not to annoy, disturb, endanger, unreasonably interfere with or delay the operations or activities of the Aviation Authority.

b. The provision of personnel is to be coordinated with the AAR or designee.

c. The Aviation Authority will assign the areas throughout the Airport campus where the Contractor’s staff personnel will perform their responsibilities.

Assigned locations could be in the interior or exterior of the Airport.

d. Any work required beyond that which is specified herein shall be reported in advance to the AAR. At no time shall work beyond the scope be performed without prior written authorization from the AAR.

e. The Contractor shall advise the AAR, as soon as is practical, of any condition, which may adversely affect the Contractor’s ability to provide the services required by the Contract.

3.7. Repair and/or Replacement

a. The Aviation Authority shall not be obligated to compensate the Contractor for any work performed or parts and materials purchased without AAR written authorization.

b. Upon completion of the repairs, the AAR will inspect areas where work has been performed. Except when a shorter time is required in the Specification, Contractor must correct deficiencies noted during inspection within ten (10) days following the receipt of written notice of such deficiency.

c. Approved repairs shall be performed at the times and on the days as agreed to by the AAR.

d. All damaged and/or replaced parts shall be retained for inspection by the AAR after the repair has been completed. After review by the AAR, the Contractor shall dispose of the parts as directed by the AAR.

e. In the event that the Contractor utilizes a subcontractor to perform a portion of any partial or complete replacement services authorized by the Authority, the

Contractor shall invoice the Authority at the actual cost of the subcontracted services plus the same markup as provided in the Bid Documents by the

Contractor for repair parts and components.

3.8. Inspection and Approval

Upon completion, the AAR will inspect areas where work has been performed. The

Contractor shall provide daily work sheets stating area where work was accomplished, name(s) of personnel and hours worked. The AAR shall sign off the daily work ticket when work is satisfactorily completed. Contractor must correct deficiencies noted during inspection within ten (10) working days following receipt of written notice of such deficiency.

3.9. Warranty

a. The Contractor shall perform all maintenance and repair services in accordance with industry standards and any applicable manufacturer’s instructions so that each manufacturer’s warranty is not in any way voided.

b. Only technicians pre-approved by the AAR shall be badged and allowed on-site to perform maintenance and repair activities.

c. The Contractor shall provide an Operation, Parts and Service Labor Warranty for a period of not less than twelve (12) months after acceptance of all maintenance, repair, and/or replacement work. This warranty shall not serve as a limitation on the Contractor’s liability for latent defects in parts or workmanship, or any limitation with respect to the Contractor’s maintenance, repair, and/or replacement obligations as set forth in the Specifications.

d. If it is determined that any maintenance or repair work should be repeated as a result of Contractor not performing satisfactorily, the Contractor shall bear all costs, including, but not limited to, an independent diagnosis or confirmation of the problem, if necessary.

e. A copy of all manufacturers’ warranties shall be provided to the AAR for any and all bench stock, parts or inventory installed and/or placed into use by the

Contractor in the performance of these services.

3.10. Reports

a. The Contractor shall provide reports on a daily, weekly, or monthly basis, as requested by the AAR. The reports shall include, but not be limited to, the scheduled hours and actual hours worked, the quality of performance, and the services provided by the Employees and Supervisors, including Sub-Contractors

Employees and Supervisors.

b. Contractor is required to have electronic attendance and electronic scheduling systems for all the reimbursable positions under this Contract.

3.11. On-Site Communications

a. The Contractor shall provide, at its sole cost, all communications equipment necessary to properly and efficiently perform its obligations under this Contract to include sufficient radios (programmable to interface with GOAA radio frequency) smart/cell telephones, facsimile/copy machines, office computers, including all maintenance and repair services for its communications equipment, and all connectivity and retransmission requirements for same.

3.12. Additional Services

a. If the Aviation Authority requests the Contractor to provide services in addition to those specified above, the Contractor shall develop a work plan detailing the specific tasks to be completed and provide a detailed not-to-exceed budget for performing such Additional Services. The Contractor shall not perform any

Additional Services until the Aviation Authority has issued a written notice-to-proceed with the execution of the work plan.

4. MINIMUM REQUIREMENTS

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

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

4.1. Minimum Experience

Respondent shall have a minimum of five years of continuous, recent, relevant and verifiable experience providing services of the type described in Section 3: Scope of

Work/Specification, within five years prior to the deadline of this Solicitation.

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

4.2. IED Authorization Letter

Respondent shall provide with their submittal a letter from IED stating that their firm/staff is authorized to work on IED ON CALL equipment.

4.3. References

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

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

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

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

d. The Respondent authorizes the Aviation Authority, its staff or consultants to contact any of the references provided in the response and specifically authorizes such references to release either orally or in writing, any appropriate data with respect to the Respondent and its Team members. The Aviation Authority reserves the right to solicit from available sources relevant information concerning a Respondent's past performance and may consider such information in its evaluation and selection of Proposers.

e. Respondent bears full responsibility for naming references which will respond to the Aviation Authority’s reference checks. If the Respondent’s references do not respond to the Aviation Authority’s reference checks, the Respondent’s may be deemed non-responsive.

4.4. Proof of Insurability

Respondent must provide proof of insurability in Section 8: Vendor Questionnaire. See details of insurance requirements Section 10: Aviation Authority's Standard Terms and

Conditions.

4.5. Registration with the State of Florida

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

5. DOCUMENTATION, ACKNOWLEDGEMENTS AND CERTIFICATIONS

5.1. General

The following documents are requested with your response:

a. Conflict Of Interest Form (GOAA Form provided)

b. Current W9

These documents are to be uploaded in PDF format in Section 8: Vendor

Questionnaire.

5.2. Acknowledgements and Certifications

The following acknowledgements / certifications are requested with your response:

a. Verification of Employment Status / E-Verify

b. Drug-Free Workplace Certification

c. Certification Regarding Prohibition Against Contracting with Scrutinized

Companies

d. Discriminatory Vendor List Certification

e. Public Entity Crimes Certification

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

Questionnaire.

6. SELECTION PROCESS AND AWARD

6.1. Ranking

a. Respondents will be reviewed for meeting the Minimum Requirements and Other

Requirements.

b. Pricing provided will be reviewed for reasonableness. (Per Policy 450.02)

c. Responses will be reviewed for responsiveness and responsibility.

d. Respondents deemed responsive and responsible will be ranked based on pricing provided.

6.2. Award

Award will be made by the Aviation Authority Board based on a recommendation by the

Procurement Committee.

7. PRICE TABLE(S)

YEAR 1

Line Item Description Hourly

Rate

Estimated

Number of Hours

Unit of

Measure

Total

1 Standard Hours 325 Hour

2 Non-Standard Hours 110 Hour

TOTAL

MARK UP YEAR 1

Line Item Description Amount Unit of

Measure

Unit Cost Markup

Total

3 Estimated Annual

Amount for parts, Material, Rentals, Subcontractors, and Components purchased for IED on call public address system repair services

15,000 %

4 Contractors Mark-up % over its cost for Parts, Materials, and equipment rental purchased. (e.g.

1% shall be entered as .01)

15,000 %

YEAR 2

Line Item Description Hourly

Rate

Estimated

Number of Hours

Unit of

Measure

Total

1 Standard Hours 325 Hour

MARK UP YEAR 2

Measure

Unit Cost Markup

Total

3 Estimated Annual

Amount for parts, Material, Rentals, Subcontractors, and Components purchased for IED on call public address system repair services

15,000 %

4 Contractors Mark-up % over its cost for Parts, Materials, and equipment rental purchased. (e.g.

1% shall be entered as .01)

YEAR 3

Rate

Estimated

Number of Hours

Unit of

Measure

Total

1 Standard Hours 325 Hour

MARK UP YEAR 3

Measure

Unit Cost Markup

Total

3 Estimated Annual

Amount for parts, Material, Rentals, Subcontractors, and Components purchased for IED on call public address system repair services

15,000 %

4 Contractors Mark-up % over its cost for Parts, Materials, and equipment rental purchased. (e.g.

1% shall be entered as .01)

YEAR 4

Rate

Estimated

Number of Hours

Unit of

Measure

Total

1 Standard Hours 325 Hour

2 Non-Standard Hours 109 Hour

MARK UP YEAR 4

Measure

Unit Cost Markup

Total

3 Estimated Annual

Amount for parts, Material, Rentals, Subcontractors, and Components purchased for IED on call public address system repair services

15,000 %

4 Contractors Mark-up % over its cost for Parts, Materials, and equipment rental purchased. (e.g.

1% shall be entered as .01)

YEAR 5

Rate

Estimated

Number of Hours

Unit of

Measure

Total

1 Standard Hours 325 Hour

MARK UP YEAR 5

Measure

Unit Cost Markup

Total

3 Estimated Annual

Amount for parts, Material, Rentals, Subcontractors, and Components purchased for IED on call public address system repair services

15,000 %

4 Contractors Mark-up % over its cost for Parts, Materials, and equipment rental purchased. (e.g.

1% shall be entered as .01)

8. VENDOR QUESTIONNAIRE

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

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

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.

8.1. RESPONDENT IDENTIFICATION

8.1.1. Responding Company's name and address *

Must match the name shown on the submitted W-9 Form and on the Registration with the State of Florida. (SunBiz) Contract/Agreement/Purchase Order will be issued under this name, if awarded.

Maximum response length: 200 characters

*Response required

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

Contact for this solicitation?*

☐ Yes

☐ No

*Response required

When equals "Yes"

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

Maximum response length: 200 characters

*Response required

When equals "Yes"

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

Maximum response length: 200 characters

*Response required

When equals "No"

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

Maximum response length: 200 characters

*Response required

When equals "No"

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

Maximum response length: 200 characters

*Response required

When equals "No"

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

Maximum response length: 200 characters

*Response required

8.1.8. Did the Respondent use Artificial Intelligence (AI) to generate any portion of their response to this solicitation?*

☐ Yes

☐ No

*Response required

When equals "Yes"

8.1.9. Certification regarding usage of Artificial Intelligence*

By selecting confirm, I certify that any Artificial Intelligence (AI) generated response(s) have been reviewed and verified for accuracy and truthfulness.

Additionally, I certify that any intellectual property, trademarked, and copyrighted material contained in the response(s) are used with the owner’s permission.

☐ Please confirm

*Response required

8.2. MINIMUM REQUIREMENTS

Minimum Requirements are listed in Section 4: Minimum Requirements

8.2.1. Registration with the State of Florida*

Upload documentation for the State of Florida

*Response required

8.2.2. Authorization Letter *

Contractor shall provide a letter from IED stating that Contractor is authorized to work on IED ON CALL equipment.

8.2.3. Minimum Experience*

Explain how the Respondent meets the Minimum Experience requirement described in

Section 4: Minimum Requirements.

Maximum response length: 1500 characters

*Response required

8.2.4. Reference 1*

See requirements for References under Section 4: Minimum Requirements.

Provide your response in the following order:

• Name of Company

• Contact Name

• Contact Email

• Brief description of services

• Timeline for services rendered

Maximum response length: 500 characters

*Response required

8.2.5. Reference 2*

See requirements for References under Section 4: Minimum Requirements.

Provide your response in the following order:

• Name of Company

• Contact Name

• Contact Email

• Brief description of services

• Timeline for services rendered

Maximum response length: 500 characters

*Response required

8.2.6. Reference 3*

See requirements for References under Section 4: Minimum Requirements.

Provide your response in the following order:

• Name of Company

• Contact Name

• Contact Email

• Brief description of services

• Timeline for services rendered

Maximum response length: 500 characters

*Response required

8.2.7. Proof of Insurability*

You may upload your Certificate of Insurance (COI), an insurance quote for the required coverage, or a statement from regarding the Respondent ability to obtain insurance with the required coverage issued by a company currently authorized to do business in the State of Florida and with an A.M. Best Company rating of at least B+ and a Financial Size Category of "Class VI" or higher according to the most current edition of AM Best Rating for the required insurance(s) listed in Section 10: Aviation

Authority's Standard Terms and Conditions.

*Response required

8.3. OTHER REQUIREMENTS

8.3.1. Conflict of Interest Form*

Please download the below document, complete, and upload.

• Solicitation_-_Respondent_C...

*Response required

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

Name on the uploaded W9 Form must exactly match the Respondent's name above.

*Response required

8.3.3. Provide the type of Organization. (LLC, Sole Proprietor, Co., etc...), year and

State of incorporation.*

Maximum response length: 200 characters

*Response required

8.3.4. Verification of Employment Status / E-Verify*

By selecting "Confirm", I hereby acknowledge and agree that use of the U.S.

Department of Homeland Security’s E-Verify System during the term of the contract is a condition of the resulting contract with the Greater Orlando Aviation Authority.

Effective January 1, 2021, public and private employers, contractors and subcontractors will be required to register with, and use the Employment Eligibility Verification System

(E-Verify) to verify the work authorization status of all newly hired employees. The E-https://government-project.s3.us-west-2.amazonaws.com/128054/dec0c370-2cb6-4b72-9465-cafbb21140b9_Solicitation_-_Respondent_Conflict_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CPTM4G6N%2F20250708%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250708T113301Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEIL%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIAz1DfAppb9Yd3ZFJZGtkGPuTIkIUpy3dZjeWaUMpmOMAiEA5HoPbzS7WCgtvBEc%2FSc0bUHKheuUczM5%2B1sTMhJJC8YqkwUIi%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDAtAqTKjYDmxUm2HoSrnBBG1xpjomizKOKK1BGDKNHkhcNTXf8HLrnkf2whxRIIXAvXfEdt6qgSfaNT8vgSwuIiYiZ8wcbA%2F0183x5tYQhw6adpCDVjau5RN4ztS0b8KzCF1cSQLutvxc4VOX%2B96p1oTI9qGmYwcB%2FIu1dg98hz%2BRZoA89Ln5NfS3zcvREQ1UvgyReqC3F4h2F44BOzCF88yZP3YOtTTKq07sd5oXgYGKd%2FTGtPdvT1nVMlSX30eNMpGcfSmgD2Ded05Hg7GtJmW%2FBhKM4wSfPzeGXmD1OMCBzMURhGLiIeDga1VUfYjjXhLgc%2BzBUfQfrpgEo1x9Mim8PvnbcktQWBKWt1dY9B9aCq6yueX%2BONi4ZpgTicRZ%2B2NQqVUwiOT8fWQCrM4vKiQKVXwzMNCd3r20eErLckNEOeUOoG%2FJhQxE6mIMRF%2FSd817zV4BDc5Ad%2FpOU%2F7gyumDazz8Pmp%2F4zj3xpAB3Tk3EcvoW9FMrr1Vt%2BSD%2B6tUTHWbwn5HydPYTNjQPz%2Bs7nG6ovXu4HOZKQTZ3i4%2BHqAYLEgdDSIlAyFEw135kOC1NoaXvx1FeIb6GBGQ1jcyfhH4XkF6qyKyp4JJ2n6Vyg%2BPP9at1%2FkeF69Wqi84K1DuCcrH6uyB2PefV%2FT18JgkcJUQW4HyNHXl5ahtJ0G5uXODcKjSh063Djrh%2Bv47mPIehW%2B1LiDZZ0LZCm3jwGI6j0LXrLPaZBuYSUzQa9fbM%2FzwHsVXsTBDDXYpARMys5qLn3vQpqZ99ruImCPmFF%2FJyIeRAjJwAJvT4LB8sfhdgeHUW1tN%2BvmBijkl3wfwjgVQeS4LzF%2FrDCWzrPDBjqbAfh6hUU7oLG3X%2FOTqiLLEUM6T5u036fxz6lMmS0luXVd6Vwg76TZjCmCym%2F2k8ks8CsrN1xoSX0zNbHsLYRQDs%2Bg5NGdMPReMy87VQpxWPI8L6%2FZTqYqEuFI6gMVAbQZGjjvXYo3I3Oa6KKv2GpMWhRkOMrUTJvtCltLJUlTQRqexJyVqaq40pUhb391rREpvWXIMVzeqnwKGsTA&X-Amz-Signature=dc6e503640552817daa19ec6cbcbb5cb006dd74bf60591bec0ed7238f86dae80&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Solicitation_-_Respondent_Conflict_Form.pdf%22&x-id=GetObject

Verify system can be obtained at the U.S. Department of Homeland Security website: http://www.dhs.gov/E-Verify

“Contractor” means a person or entity that has entered or is attempting to enter into a contract with a public employer to provide labor, supplies, or services to such employer in exchange for salary, wages, or other remuneration (also referred to as Respondent or Contractor).

“Subcontractor” means a person or entity that provides labor, supplies, or services to or for a contractor or another subcontractor in exchange for salary, wages, or other remuneration (also referred to as Sub- Vendor or Sub-Contractor).

Vendor/Contractor/Subcontractor acknowledges and agrees to utilize the U.S.

Department of Homeland Security’s E-Verify System to verify the employment eligibility of:

• All persons employed by Vendor/Contractor/Sub-Contractor during the term of the contract, (including assigned sub-vendors/sub-contractors/sub-contractors), to perform employment duties within Florida and any work in pursuant to the contract with the Aviation Authority.

By entering into a contract with the Aviation Authority, the Contractor/Contractor becomes obligated to comply with the provisions of Section 2. Section 448.095, Fla.

Stat., "Employment Eligibility," as amended from time to time. This includes, but is not limited to, utilization of the E-Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien.

The contractor shall maintain a copy of such affidavit for the duration of the contract. Failure to comply will lead to termination of resulting contract, or if a subcontractor knowingly violates the statute, the subcontract must be terminated immediately. Any challenge to termination under this provision must be filed in the

Circuit Court of Orange County, Florida no later than 20 calendar days after the date of termination. If the resulting contract is terminated for a violation of the statute by the

Contractor, the Contractor may not be awarded a public contract for a period of 1 year after the date of termination.

☐ Please confirm

*Response required

8.3.5. Drug-Free Workplace Certification*

By selecting "Confirm", I certify, that if awarded, Respondent shall maintain a drug-free workplace in accordance with the Florida Drug-free Workplace Act during the duration of the contract. No employee shall be hired by a Contractor for work on Aviation http://www/dhs.gov/E-Verify

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.

☐ Please confirm

*Response required

8.3.6. Certification Regarding Prohibition Against Contracting with Scrutinized

Companies*

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

In addition, if this Solicitation is for a Contract for goods or services of one million dollars or more, I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit are on the Scrutinized Companies with Activities in Sudan List or the Scrutinized

Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to

s. 215.473 of the Florida Statutes, or are engaged in business operations in Cuba or

Syria as defined in said statute.

I understand and agree that the Aviation Authority may immediately terminate any

Contract resulting from this Solicitation upon written notice if the undersigned entity (or any of those related entities of Respondent as defined above by Florida law) are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies that

Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any Contract for goods or services of one million dollars or more, it has been placed on the Scrutinized

Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or Syria.

☐ Please confirm

*Response required

8.3.7. Discriminatory Vendor List Certification*

By selecting "Confirm", I hereby certify that the Respondent, and any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit have not been placed on the Discriminatory Vendor List by the Department of Management

Services. (287.134(3)(d), Fla. Stat.)

☐ Please confirm

*Response required

8.3.8. Public Entity Crimes Certification*

By selecting "Confirm", I hereby certify that the Proposer, and/or any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations have not been convicted of any public entity crimes nor have they been placed on the Convicted Vendor List by the Department of Management

Services.

☐ Please confirm

*Response required

8.4. PRICING

8.4.1. Validity of pricing*

By selecting confirm, I acknowledge that the pricing provided is valid until at least

September 30, 2030.

☐ Please confirm

*Response required

8.4.2. Payment Terms*

By selecting confirm, I acknowledge that the payment terms are Net 45.

☐ Please confirm

*Response required

8.4.3. All inclusive pricing*

By selecting confirm, I certify that all charges, fees, etc... are included in the Pricing

Table(s). Additionally, I acknowledge that charges, fees, etc... not disclosed in this/these Price Table(s) will not be accepted by the Aviation Authority.

☐ Please confirm

9. SAMPLE CONTRACT AND CONTRACT INSTRUCTIONS

9.1. Contract/Agreement Instructions

The Aviation Authority shall notify the Respondent of the Aviation Authority’s intent to make an award and the Respondent shall submit a properly executed Contract within ten (10) calendar days of receipt of notice from the Notice of Intent. Unless such time is extended by the Aviation Authority, the failure of a Respondent to submit a properly executed form within said time period shall be cause for cancellation of the intended award by the Aviation Authority in its sole discretion.