Public_Address_(PA)_System_Upgrade.pdf

INVITATION FOR BID

2026-034-ITB

PUBLIC ADDRESS (PA) SYSTEM UPGRADE

Sanford Airport Authority

1200 Red Cleveland Blvd.

Sanford, FL 32773

RELEASE DATE: September 3, 2026

DEADLINE FOR QUESTIONS: September 16, 2026

RESPONSE DEADLINE: September 24, 2026, 2:00 pm

Sanford Airport Authority

INVITATION FOR BID

Public Address (PA) System Upgrade

I. Introduction II. Scope of Services and Technical Requirements

III. Spare Parts IV. Contract Draft V. Meeting Rooms

VI. General Terms and Conditions VII. Special Terms & Conditions

VIII. Respondent Questionnaire IX. Price Schedule

Attachments:

A - Attachment A - Sanford Airport Paging System As-Builts

B - Attachment B-System Backup Files (Open via NotePad)

Invitation For Bid #2026-034-ITB Title: Public Address (PA) System Upgrade

1. Introduction

Established by the Florida Legislature in 1971, the Sanford Airport Authority owns and operates Orlando

Sanford International Airport (SFB), which serves nearly 3 million passengers annually. SFB is an important economic driver for Central Florida, generating an estimated $3.5 billion in annual economic impact and supporting thousands of jobs. The airport provides domestic and international service, with a strong focus on leisure and low-cost travel.

SFB’s history dates back to the 1920s and includes its service as Naval Air Station Sanford during World

War II and the Cold War. Following the Navy’s departure in 1969, the City of Sanford transitioned the facility to civilian aviation, with the Sanford Airport Authority established two years later to guide its long-term development. Commercial airline service began in 1995, and SFB has since grown into a key gateway for travelers visiting Central Florida.

1.1. Summary

The Sanford Airport Authority (Authority) is soliciting bids from AtlasIED-authorized Enterprise System

Integrators (ESIs) with staffed offices located in the State of Florida and the ability to provide on-site support. The selected Contractor shall furnish all labor, materials, equipment, and services necessary to upgrade the existing Public Address (PA) system at Orlando Sanford International Airport (SFB). The existing system serves the Airport’s commercial service terminal and associated facilities and is approaching the end of its useful life. The upgrade will improve reliability, intelligibility, maintainability, and overall system performance.

The objective of this project is to upgrade the existing PA system to provide reliable and intelligible passenger announcements, emergency communications, and operational messaging while supporting the Airport’s current and future operational needs. The project shall include, as applicable, the replacement and/or modernization of existing system components, enhanced audio coverage, system redundancy, centralized system management, integration with existing airport systems, and compliance with all applicable aviation, building, fire, life-safety, and other regulatory requirements.

A Pre-Solicitation Conference will not be conducted for this solicitation. All questions regarding the solicitation must be submitted through the Project's Question and Answer section of the Sanford Airport

Authority’s procurement platform, OpenGov, and must be received no later than Wednesday, September 16, 2026, at 5:00 p.m., local time. Questions submitted after the stated deadline may not be answered. Bidders are solely responsible for obtaining and reviewing all solicitation documents and for submitting questions through the designated OpenGov platform within the specified timeframe.

1.2. Contact Information

Roberta Stanton

Director of Procurement

1200 Red Cleveland Blvd.

Sanford, FL 32773

Email: procurement@osaa.net

Phone: (407) 585-4013 mailto:procurement@osaa.net tel:(407)585-4013

Department:

Procurement

Department Head:

Roberta Stanton

Director of Procurement

1.3. Timeline

Solicitation Posted September 3, 2026

Question and Clarification Deadline September 16, 2026, 5:00pm

Final Addendum posted September 18, 2026, 5:00pm

Bid Deadline September 24, 2026, 2:00pm

Award by Authority Board (Tentative) October 6, 2026

2. Scope of Services and Technical Requirements

2.1 Project Overview

The Sanford Airport Authority (Authority) is seeking qualified vendors authorized as AtlasIED Enterprise

System Integrators (ESIs), with staffed offices located in the State of Florida and the ability to provide on-site support, to furnish all equipment, materials, labor, programming, configuration, installation, integration, testing, commissioning, training, documentation, and related services necessary to upgrade the existing Public Address (PA) system at Orlando Sanford International Airport (SFB).

The existing PA system serves the Airport's Small Hub commercial service airport terminal and associated facilities. The purpose of this project is to modernize the existing system to improve reliability, speech intelligibility, maintainability, resiliency, and operational functionality while supporting the Airport's current and future needs.

The project is an upgrade of the existing PA system. The Contractor shall utilize existing equipment and infrastructure to the maximum extent technically practicable and shall replace or modernize existing components as necessary to provide a complete and operational upgraded system.

2.2 Existing System and Documentation

The existing PA system includes, but is not limited to:

• Eighteen (18) microphones;

• Ten (10) four-zone amplifiers;

• Two (2) controllers/servers;

• Equipment located in seven (7) communications rooms;

• Existing equipment operating across the Authority's network VLAN; and

• Existing 70-volt speaker infrastructure.

The Authority will provide available existing PA system as-built drawings, system backup/configuration files, and if necessary related technical documentation as attachments to the solicitation.

Bidders shall review the provided documentation as part of preparing their bids and shall be responsible for becoming familiar with the existing system and the requirements of the upgrade.

The Awarded Contractor shall verify existing field conditions prior to implementation, including equipment, racks, communications rooms, speaker infrastructure, cabling, system interfaces, and other conditions necessary to complete the work. Any material discrepancies affecting the work shall be promptly reported to the Authority.

2.3 PA System Upgrade

The Contractor shall furnish and install the equipment and components necessary to upgrade the existing PA system and maintain compatibility with the existing AtlasIED GlobalCom system architecture.

The upgraded system shall, at a minimum:

• Utilize existing PA infrastructure and equipment where technically suitable;

• Incorporate current AtlasIED technology and Dante-enabled functionality as required;

• Maintain existing paging zones, priority functions, and required operational capabilities;

• Provide reliable and intelligible passenger, operational, and emergency communications;

• Improve system monitoring, management, resiliency, and reliability;

• Provide required controller, amplifier, microphone, input/output, logic, and related system functionality;

• Provide all required software, firmware, licenses, and endpoint licenses;

• Maintain compatibility with the existing 70-volt speaker infrastructure;

• Maintain required interfaces with existing Airport systems; and

• Support future system expansion and operational requirements.

The Contractor shall provide all equipment, materials, software, licenses, programming, configuration, installation, and services necessary for a complete and fully operational upgrade.

2.4 Integration, Programming, and Network Coordination

The Contractor shall provide all system programming, configuration, and integration required for the upgraded PA system, including controller, microphone station, zoning, priority, logic, Dante, monitoring, and system interface programming, as applicable.

The Contractor shall maintain required existing interfaces with Airport systems, which may include fire alarm, FIDS, visual notification, assistive listening, emergency communication, and other existing PA system interfaces.

The Contractor shall coordinate all PA system network requirements with the Authority's Information

Technology Department, including Dante, VLAN, IP addressing, network connectivity, Quality of Service, and other requirements necessary for system operation.

The Authority shall provide network switches, fiber infrastructure, network VLAN configuration, and network programming unless otherwise identified in the solicitation.

2.5 Accessibility, Installation, and Airport Operations

The upgraded PA system shall maintain and enhance applicable accessibility functionality and comply with applicable ADA and other accessibility requirements. The Contractor shall maintain existing accessibility-related interfaces and provide clear and intelligible announcements throughout the areas served by the system.

The Contractor shall perform all installation in a professional manner and shall protect existing Airport facilities, equipment, and operations.

Because the PA system supports passenger and emergency communications, the Contractor shall coordinate all work and planned outages with the Authority and shall perform the upgrade in a manner that minimizes disruption to Airport operations. No planned interruption of PA service shall occur without prior Authority approval.

2.6 Testing, Commissioning, Training, and Closeout

The Contractor shall perform complete testing, calibration, balancing, and commissioning of the upgraded PA system. Testing shall verify, at a minimum, audio coverage, speech intelligibility, microphone and zone operation, priority and emergency functions, system monitoring, redundancy, Dante functionality, network connectivity, system interfaces, and applicable accessibility functionality.

The Contractor shall correct all deficiencies identified during testing and commissioning at no additional cost to the Authority.

The Contractor shall provide comprehensive training to Authority personnel responsible for operation, administration, maintenance, and troubleshooting of the upgraded system.

Prior to final acceptance, the Contractor shall provide complete closeout documentation, including updated as-built drawings, final equipment information, programming and configuration files, final system backup files, software and licensing information, warranty documentation, test results, training materials, and spare parts information.

2.7 Warranty

The Contractor shall provide a minimum three (3) year warranty for all AtlasIED equipment and software furnished under the contract and a minimum one (1) year labor warranty from the date of final acceptance.

Warranty coverage shall include repair or replacement of defective equipment and correction of covered installation, programming, configuration, and integration deficiencies at no additional cost to the Authority.

Any longer manufacturer warranty shall be passed through to the Authority.

2.8 Owner-Furnished Items and Work by Others

Unless otherwise stated in the solicitation, the following shall be furnished or performed by the

Authority or others:

• Existing 70-volt speaker infrastructure;

• Existing PA equipment racks, where suitable for reuse;

• Network switches;

• Fiber infrastructure; and

• Authority network VLAN and network programming

The Contractor shall provide all equipment connections, terminations, programming, configuration, testing, and integration necessary to interface with Owner-furnished items and work by others.

The Contractor shall coordinate its work with Airport Operations, Information Technology, and other affected Airport personnel, contractors, and trades.

2.9 Codes, Standards, and Final Acceptance

The Contractor shall perform all work in accordance with applicable federal, state, and local laws, codes, regulations, standards, manufacturer requirements, and applicable Airport requirements.

The Contractor shall be responsible for obtaining any licenses, certifications, permits, or approvals required for its work.

Final acceptance shall occur after the Contractor has completed all required installation, programming, integration, testing, commissioning, training, documentation, and corrective work and has demonstrated that the upgraded PA system satisfies the requirements of the solicitation and operates as intended.

3. Spare Parts

The Contractor shall furnish and deliver, as part of the completed Public Address System Upgrade, all spare parts identified in this section. Spare parts shall be new, unused, and fully compatible with the installed system. At a minimum, the Contractor shall provide the following quantities of spare components:

• One (1) desktop paging microphone station

• One (1) four-channel network audio amplifier

• Ten (10) handheld microphones

• Twenty (20) microphone cable assemblies

All spare parts shall be turned over to the Sanford Airport Authority upon Final Acceptance of the

Project. The cost of all required spare parts shall be included in the Contractor’s Total Bid Price for the complete upgrade as described in the Price Schedule.

4. Contract Draft

4.1. Contract Draft

The Contract Draft will be included in a future addendum.

5. Meeting Rooms

Any person requiring a special accommodation to attend a public meeting because of a disability or physical impairment should contact the Authority Procurement Department by contacting procurement@osaa.net at least 48 hours prior to the scheduled public meeting.

5.1. Authority Boardroom

The Authority Boardroom is located on the 2nd floor of the Main Terminal. Take the elevator past

Baggage Claim 3 to the second floor and check-in at the front desk.

6. General Terms and Conditions

6.1. Basis of Award

The Authority may award the Contract on an all-or-none, by-lot, partial-lot, or by-item basis, as specified in the Price Schedule. Award(s) will be made to the lowest responsive and responsible Respondent(s) whose Bid meets all applicable specifications, terms, and conditions of this Solicitation. Respondents are responsible for carefully reviewing each item and ensuring that their Bid fully conforms to the stated requirements.

The Authority reserves the right to make multiple awards, including primary, secondary, and subsequent awards, for any or all items, as determined to be in the best interest of the Authority.

No award will be made until the Authority has completed any investigations it deems necessary to determine the responsibility of the Respondent(s). The Authority reserves the right to reject any Bid submitted by a Respondent determined to be non-responsive or non-responsible.

6.2. Contract Term/Termination

The term of the Contract is Board Approval through TBD (dependent upon Respondent's submitted

Completion Schedule). The Authority reserves the right to terminate the Contract, in whole or in part, with or without cause, upon thirty (30) calendar days’ written notice to the Contractor. In the event of termination, the Authority shall compensate the Contractor only for goods received and accepted by the

Authority and/or services satisfactorily performed prior to the effective date of termination.

The Authority also reserves the right to immediately terminate the Contract, without prior notice, if the

Contractor is found to be in default for any reason, including but not limited to engaging in fraudulent, unethical, or illegal activities; failing to perform in accordance with the terms and conditions of the

Contract; or violating any applicable federal, state, or local laws or regulations.

This Contract is non-exclusive, and the Authority reserves the right to procure similar goods or services from other sources as necessary to ensure continuity of operations, maintain adequate supply, address urgent requirements, or mitigate risks associated with Vendor non-performance, delivery delays, or failure to meet contractual requirements.

6.3. Procurement Protests Policy

By submitting a Response, the Respondent acknowledges that it is subject to the Authority Policy -

Procurement Protests. A copy of Authority Policy - Procurement Protests, may be obtained by contacting the Authority via email: procurement@osaa.net.

6.4. Authority's Right

This Solicitation shall in no manner be construed as a commitment by the Authority to award a Contract.

The Authority reserves the right, in its sole discretion, to reject any or all Bids, in whole or in part, at any time and for any reason. The Authority further reserves the right to waive minor irregularities in the

Solicitation process or in any Bid received; to clarify or request additional information from any

Respondent, including work references for projects of similar scope and size; and to inspect or investigate the qualifications and information submitted by any Respondent.

Such investigations may include, but are not limited to, verification of references, review of certifications or licenses, financial stability, equipment and vendor facility visits/inspections, and examination of financial information to assess the Respondent’s responsibility and capability to perform.

The Authority may disqualify any Respondent determined to be non-responsive, non-responsible, or otherwise unqualified to perform the required services.

Additionally, the Authority reserves the right to re-advertise the Solicitation; to postpone or cancel the

Solicitation process; to modify the Solicitation schedule at any time; to negotiate, select, or procure portions of the services separately; and to enter into negotiations with an alternate Respondent if a

Contract cannot be successfully negotiated with the initially recommended Respondent.

Any award, if made, shall be based solely on the Authority’s determination of its best interest.

6.5. Consent to Inquiry

By submitting a Bid, Respondent consents to and agrees to cooperate with any such investigation. This includes all information requested by the Authority and submitted by the Respondent in the Respondent

Questionnaire.

6.6. Solicitation Compliance

It is the responsibility of each Respondent to examine carefully this Solicitation and to judge for itself all of the circumstances and conditions which may affect its Bid. Any data furnished by the Authority is for informational purposes only. The Respondent’s use of any such information will be at the Respondent’s own risk. Failure on the part of any Respondent to examine, inspect, and be completely knowledgeable of the terms and conditions of this Solicitation and all its attachments, appendices, exhibits and addenda, the operational conditions, or any other relevant documents or information will not relieve the Respondent from fully complying with this Solicitation. This Solicitation will be awarded only to a

Respondent considered to be capable of performing the Services as required in this Solicitation.

Authority may declare any Respondent ineligible at any time during the process of receiving Bids or awarding the Solicitation where developments arise which, in the opinion of the Authority, adversely affect the Respondent’s competency to perform the Services and to discharge its responsibilities under this Solicitation.

6.7. Questions, Clarification, and Addenda

A. Each Respondent must examine the Solicitation Documents, which incorporates all its addenda, appendices, exhibits and attachments, including the Contract, to determine if the requirements are clearly stated.

B. Respondents are required to register for an account via the Authority’s e-Procurement Portal hosted by OpenGov. Once Respondent has completed their registration, Respondent will receive addenda notifications via email by clicking “Follow” on the Solicitation via the Authority’s e-Procurement Portal, located at https://secure.procurenow.com/portal/flysfb. It is the sole responsibility of each Respondent to periodically check the website for any issued addenda at https://secure.procurenow.com/portal/flysfb.

C. All questions and clarification requests concerning these Solicitation Documents, such as discrepancies, omissions and exceptions to any term or condition of the Solicitation Documents, which incorporates all its addenda, appendices, exhibits and attachments, must be submitted via the

Authority’s e-Procurement Portal, located at https://secure.procurenow.com/portal/flysfb prior to the

Question and Clarification Deadline as stated in the Timeline. All answers to questions and clarification requests will be posted on the Authority’s e-Procurement Portal. Respondents may also click “Follow” on the Solicitation, via the Authority’s e-Procurement Portal, located at https://secure.procurenow.com/portal/flysfb, to receive an email notification when such answers and clarifications are posted. It is the responsibility of the Respondent to check the website for answers to questions and clarification requests.

D. If the Respondent requests modifications to the Solicitation Documents, the Respondent must provide detailed justification for each modification requested. The Authority will determine what changes will be acceptable to the Authority and changes approved by the Authority will be issued in a written addendum as outlined below. No oral interpretation or clarification of the Solicitation

Documents will be made to any Respondent. It is the responsibility of the Respondent to verify the

Authority received its question, clarification or modification request concerning this Solicitation.

Any issue that may affect the Respondent’s ability to submit a Bid or to provide the Services may be submitted to the Procurement Agent after the Question and Clarification Deadline. The Authority will determine if the issue affects the Respondent’s ability to submit a Bid or provide the Services and, if it substantially does so, the Authority will issue an Addendum addressing the issue.

E. All modifications to this Solicitation, including all its addenda, appendices, exhibits and attachments, including the Contract, and any supplemental instructions, will be in the form of written addenda in order that all Respondents will be given the opportunity of proposing to the same specifications. Any issued addenda will be posted on the Authority website with this Solicitation by the date stated in the

Timeline.

F. Failure of any Respondent to acknowledge an issued addendum in its Bid will not relieve the

Respondent from any obligation contained therein.

6.8. Binding Offer

A Bid may be withdrawn by Respondent at any time prior to the Bid Deadline by submitting a request in writing to the Procurement Department @ procurement@osaa.net. Once the Bid Deadline has passed, a

Respondent’s Bid may not be withdrawn, will remain valid for a period of one hundred and twenty (120) calendar days, and will be considered a binding offer. The submission of a Bid will be taken as prima facie evidence that the Respondent has familiarized itself with the contents of this Solicitation in its entirety.

6.9. Non-Exclusivity of Contract

The Awarded Respondent understands and agrees that any resulting contractual relationship is non-exclusive and the Authority reserves the right to contract with more than one Respondent or seek similar or identical services elsewhere if deemed in the best interest of the Authority.

6.10. Cost of Bid Preparation

All costs incurred by the Respondent in connection with the preparation, submission, and presentation of a Bid or response to this Solicitation—including but not limited to costs related to site visits, interviews, presentations, and any other related activities, shall be the sole responsibility of the

Respondent. Under no circumstances shall the Authority be liable for or reimburse any such costs, regardless of whether a contract is awarded.

6.11. Quantities/Volume of Business

Quantities shown on the Price Schedule are the Authority's anticipated needs and are not to imply or guarantee any purchase quantities during the term of this agreement.

6.12. Disclosure

The Respondent warrants that its Bid submitted is not made in the interest of or on behalf of any undisclosed party; that the Respondent has not, directly or indirectly, induced any other Respondent to submit a false Bid; and that the Respondent has not paid or agreed to pay to any party, either directly or indirectly, any money or other valuable consideration for assistance or aid rendered or to be rendered in attempting to procure the Agreement for the privileges granted herein.

6.13. Damages Recovery

The Respondent agrees to the use of Damages Recovery in the event Respondent fails to perform in accordance with the provisions herein. On the occasion where the Respondent has been found to be in default of contract, or any material provision thereof, or fails to remedy any deficiency in performance, Authority may procure the necessary supplies or services from an alternative source and hold the

Respondent financially responsible for any excess costs incurred. The difference between the Bid price of the product or service and the actual price paid may be deducted from any current or future obligations owed to the Respondent. In addition, default will result in termination of contract and a prohibition against future business with Authority for a term of not less than three years. Nothing in this paragraph shall be deemed to limit the available damages that may be recovered by Authority as a result of Respondent’s failure to perform.

6.14. Collusion

More than one Bid from the same Respondent under the same or different names will not be considered. Joint Bids will not be accepted. Reasonable grounds for believing that a Respondent is submitting more than one Bid will cause the rejection of all Bids in which the Respondent is involved.

Bids will be rejected if there is reason for believing that collusion exists among Respondents, and no participant in such collusion will be considered in any future solicitations for a period of six (6) months following the Bid Deadline for this Solicitation.

6.15. Governance

If any of the language or information in this Solicitation conflicts with language in the Contract as prepared by the Authority, the language of the final Contract, as executed, will govern.

6.16. Cone of Silence

To ensure a proper and fair evaluation, the Authority has established a cone of silence applicable to all competitive procurement processes, including this Solicitation. The cone of silence will be imposed on this Solicitation beginning on the date the Solicitation documents are posted on the Authority website and ending with Contract/Solicitation Award.

A. The cone of silence prohibits any communications regarding this Solicitation between:

(1) A potential Respondent (which includes vendors, service providers, bidders, proposers, lobbyists and consultants) and their representative(s) and Authority staff or Authority consultants engaged to assist the Authority on a specific RFP, RFQ, ITN, or ITB, except for communications with the Authority

Procurement Agent or other supporting procurement staff responsible for administering the procurement, provided the communication is strictly limited to procedural matters.

(2) A potential Respondent and their representative(s) and a Board member.

(3) A potential Respondent and their representative(s) and any member of the technical evaluation committee or negotiation team.

(4) A Board member and any member of the technical evaluation committee or negotiation team.

B. Unless specifically provided otherwise, in addition to the exceptions set forth above, the cone of silence does not apply to:

(1) Oral communications at the Pre-Solicitation Conference.

(2) Oral communications during publicly noticed technical evaluation committee meetings including those specifically for presentations, demonstrations or interviews.

(3) Communications relating to protests made in accordance with the Authority Procurement Protests

Policy, as revised from time to time.

Any communications regarding matters of process or procedure from a Respondent or lobbyist must be submitted to the Procurement Agent.

Any violation of the cone of silence will render voidable the Bid, as well as any awarded Contract.

6.17. Report of Unsatisfactory Materials and/or Services

A “Report of Unsatisfactory Material and/or Service” form shall be utilized to document unsatisfactory performance during the term of this contract. The report may become an important part of the

Contractor’s history. The report and process will assist the Authority to determine whether there is a continuing pattern of problems which may need to be addressed through termination of contract and/or suspension of Contractor from future Bidding.

6.18. Public Disclosure

The Respondent acknowledges that all bids, records, documents, and information submitted, created, maintained, or provided in connection with this Solicitation or any resulting agreement shall become the property of the Authority and shall be made available to the Authority as necessary for contract performance, administration, and oversight. The Authority is subject to the public records requirements of Chapter 119, Florida Statutes, and all such materials may be disclosed in accordance with applicable law, except to the extent they are exempt or confidential under Florida law. The Respondent shall not disclose or use Authority records or information without the Authority’s prior written consent, except as required by law, and expressly waives any claim against the Authority arising from the lawful disclosure of records in response to a public records request.

6.19. Contingent Fee Prohibited

The Respondent warrants that they have not employed or retained any third party other than the

Respondent's employee or agent to solicit or secure an award hereunder and that they will not paid a fee, commission, percentage, gift or other consideration to a third party upon or resulting from the award hereunder. Violation shall constitute a breach of contract and termination of agreement and a deduction from any outstanding obligations for the full amount of the fee, commission, percentage, gift or consideration paid.

6.20. Suspension/Debarment of Contractors

By submitting a Bid, the Respondent acknowledges that it is subject to the Authority Policy Suspension and Debarment of Contractors. A copy of the Policy Suspension and Debarment of Contractors, may be obtained by contacting the Authority via email to: procurement@osaa.net.

6.21. Subcontractors

The Respondent is solely responsible for meeting all performance requirements and specifications, including the performance of any subcontractors engaged in connection with an award under this

Solicitation. The Respondent must obtain prior written approval from the Authority before engaging any subcontractor. The Respondent shall coordinate all subcontractor activities with the Authority and shall ensure that all subcontractors are properly qualified, adequately insured, and that their employees have the necessary security clearances, if required, and comply with all applicable requirements set forth herein including Title VI and Florida Statutory provisions. The Authority reserves the right, in its sole discretion, to approve or reject any proposed subcontractor.

6.22. Illegal Alien Labor

The parties shall each comply with all federal and state laws, including but not limited to section

448.095, Florida Statues, prohibiting the hiring and continued employment of aliens not authorized to work in the United States. The parties must not knowingly employ unauthorized aliens working under this agreement and should such violation occur shall be cause for termination of the Agreement. The parties will utilize the E-verify system established by the U.S. Department of Homeland Security to verify the employment eligibility of its new employees working under this agreement hired during the contract term, and will further include in all subcontracts for subcontractors performing work or providing services pursuant to this Agreement an express written requirement that the subcontractor utilize the E-

Verify system to verify the employment eligibility of all new employees hired by the subcontractor to work under this agreement during the contract term. The Contractor shall receive and retain an affidavit from the subcontractor stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien to work under this agreement. Contractor’s knowing failure to comply with this subsection may result in termination of the Agreement and debarment of the Contractor from all public contracts for a period of no less than one (1) year.

6.23. Hold Harmless

Respondent, in responding to this Solicitation, affirms it will hold the City of Sanford and the Sanford

Airport Authority harmless from and against all suits, claims, demands, damages, actions and causes of action of any kind or nature in any way arising from this Solicitation process and will pay all expenses in defending any claims made against the Authority.

6.24. Prohibition Against Contracting with Scrutinized Companies

Pursuant to Florida Statute Section 287.135, as of July 1, 2018, a company that, at the time of bidding or submitting a bid/response for a new contract/agreement or when entering into or renewing a contract/agreement for goods or services, is on the Scrutinized Companies that Boycott Israel List, created pursuant to Florida Statute Section 215.4725, or is engaged in a boycott of Israel, is ineligible for, and may not bid on, submit a bid/response for, or enter into or renew a contract/agreement with an agency or local governmental entity for goods or services of any amount.

Additionally, as of July 1, 2018, a company that, at the time of bidding or submitting a bid/response for a new contract/agreement or when entering into or renewing a contract/agreement for goods or services, is 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 Florida Statute Section 215.473, or has been engaged in business operations in Cuba or Syria, is ineligible for, and may not bid on, submit a bid/response for, or enter into or renew a contract/agreement with an agency or local governmental entity for goods or services of $1 million or more.

Each Respondent must complete and return the Scrutinized Company Certification Form included in the

Respondent Questionnaire, Required Forms section of ProcureNow for this Solicitation. If the

Respondent is found to have submitted a false certification, been placed on the Scrutinized Companies that Boycott Israel List, is engaged in a boycott of Israel, or for any contract for goods or services of $1 million or more, 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 is found to have been engaged in business operations in Cuba or Syria, the Authority may terminate any resulting contract or award.

6.25. Non-Discrimination

The Sanford Airport Authority, in accordance with the provisions of Title VI of the Civil Rights Act of 1964

(78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, disadvantaged business enterprises and airport concession disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

6.26. Drug-Free Workplace Program Certification

In accordance with Section 287.087, Florida Statutes, whenever two or more Bids are equal, preference will be given to the Bid received from a business that certifies it has implemented a drug-free workplace program. If none or all of the equal Respondents have a drug-free workplace program, the Respondent where the Bid is received with the earliest date, time stamp will be awarded the Contract.

6.27. Authority Rights and Procurement Conditions

The Sanford Airport Authority reserves, without limitation and at its sole discretion, the right to cancel the procurement process, reject any or all proposals, re-advertise the solicitation, or revise procurement documents or schedules via addendum; waive minor irregularities, informalities, or deficiencies; reject proposals that are incomplete, non-responsive, or inadequate; request clarification, additional information, or evidence of qualifications; contact references not listed in a proposal and investigate respondent qualifications, statements, or representations; approve or disapprove the use of subconsultants, subcontractors, or key team members, including substitutions or changes; take any action affecting the solicitation or project deemed in the Authority’s best interest; award the contract to the next most qualified firm if the selected firm fails to commence services within the days identified in the Notice to Proceed after award or if acceptable fees cannot be negotiated; and disqualify a respondent for unsatisfactory disclosures, unsatisfactory references regarding performance, communication, timeliness, or contractual compliance, misrepresentation or omission in the Letter of

Transmittal, or failure to meet licensing, insurance, or bonding requirements if applicable.

7. Special Terms & Conditions

7.1. Public Opening of Bids

Bids will be publicly opened and read aloud as set forth in the Timeline.

7.2. Existing System Documentation

Existing PA system as-built drawings, system backup/configuration files, and related technical documentation are provided as attachments to this solicitation. Bidders shall review these materials prior to submitting a bid and shall be responsible for familiarizing themselves with the existing system configuration and conditions relevant to the work. Submission of a bid shall constitute the Bidder's acknowledgment that it has reviewed the available documentation and has accounted for the requirements of the solicitation in its bid.

7.3. Total Base Bid Cost

The Total Base Bid shall include all labor, equipment, materials, software, licenses, programming, installation, integration, testing, commissioning, training, documentation, spare parts, warranty, and all other costs necessary to complete the PA System Upgrade in accordance with the solicitation documents.

7.4. Equipment Procurement and Project Completion Schedule

The Awarded Contractor shall place all orders for equipment and materials required for the Project within five (5) business days of receipt of the Notice to Proceed and shall provide evidence of such orders to the Authority upon request. Within ten (10) calendar days of the Notice to Proceed, the

Contractor shall submit a project schedule identifying major milestones, including equipment procurement, delivery, installation, testing, training, and final acceptance.

Upon receipt of all major equipment necessary to perform the Work, the Awarded Contractor shall commence installation activities and achieve Final Acceptance of the Public Address System Upgrade within ten (10) calendar days, excluding weekends and holidays, unless otherwise approved in writing by the Authority. The Contractor shall promptly notify the Authority of any anticipated delays in equipment delivery or project completion and shall take all reasonable actions to minimize such delays.

7.5. Liquidated Damages

The Contractor shall place all orders for equipment and materials in accordance with the Contract requirements. Upon receipt of all major equipment necessary to perform the Work, the Contractor shall achieve Final Acceptance of the Public Address System Upgrade within ten (10) calendar days, excluding weekends and holidays. Failure to achieve Final Acceptance within the required timeframe shall result in liquidated damages of $1,000.00 per calendar day for each day of delay. Liquidated damages shall be deducted from payments otherwise due to the Contractor.

7.6. Badging Requirements

The Authority shall provide escort services for the Contractor while performing work under this

Agreement. However, if the Project extends beyond ten (10) days, excluding weekends and holidays, and any employee of the Contractor, its subcontractors, or agents requires access to the Security

Identification Display Area (SIDA) to perform work under this Agreement, such employee shall be required, at the Contractor’s sole cost and expense, to obtain an Airport Identification Badge issued by the Authority’s ID Badging Department and shall be subject to an FBI fingerprint-based criminal history records background check. The Contractor shall be responsible for all costs associated with badging, background checks, training, and any related access requirements. For badging requirements and procedures, contact Roberta Stanton, Director of Procurement, @ procurement@osaa.net.

7.7. Permits, Licenses, and Regulatory Requirements

The Contractor shall be responsible for obtaining all permits, licenses, approvals, inspections, and related authorizations required to perform the work under this Contract, including any associated fees.

The Contractor shall include all such costs in its lump-sum bid price. No separate payment will be made for these items, and all costs shall be considered incidental to the Work and included in the Contractor’s bid.

7.8. Incident Notification

The Company will promptly notify Airport Control @ 407-585-4101 of all incidents involving bodily injury or property damage occurring on Authority-owned property, tenant owned property or third-party property. For emergency incidents, call 9-1-1 immediately.

7.9. Insurance Requirements

A. Insurance

Company must maintain the following limits and coverages uninterrupted or amended through the

Term of Award. In the event Company becomes in default of the following requirements Authority reserves the right to take whatever actions deemed necessary to protect its interests. Required liability policies other than Workers’ Compensation/Employer’s Liability will provide that the City of Sanford and the Sanford Airport Authority are included as additional insured.

B. Required Coverage – Minimum Limits

1) Commercial General Liability Insurance: The minimum limits of insurance (inclusive of any amounts provided by an umbrella or excess policy) covering the Services performed pursuant to this Contract will be the amounts specified herein. Coverage will be provided for liability resulting out of, or in connection with, ongoing operations performed by, or on behalf of, Company under this Contract or the use or occupancy of Authority premises by, or on behalf of, Company in connection with this Contract.

Coverage shall be provided on a form no more restrictive than ISO Form CG 00 01. Additional insurance coverage shall be provided on a form no more restrictive than ISO Form CG 20 10 10 01 and CG 20 37 10

01.

Contract Specific

Each Occurrence $1,000,000

Personal and Advertising Injury Each Occurrence $1,000,000

Products and Completed Operations Aggregate $1,000,000

2) Workers’ Compensation and Employer’s Liability Insurance: The minimum limits insurance

(inclusive of any amount provided by an umbrella or excess policy) are:

Part One: “Statutory”

Part Two:

Each Accident $1,000,000

Disease – Policy Limit $1,000,000

Disease – Each Employee $1,000,000

2) Business Automobile Liability Insurance: Coverage will be provided for all owned, hired and non-owned vehicles. Coverage shall be provided on a form no more restrictive than ISO Form CA 00 01.

The minimum limits of insurance (inclusive of any amounts provided by an umbrella or excess policy) covering the work performed pursuant to this Contract will be:

Each Occurrence – Bodily Injury and Property Damage combined $1,000,000

3) Waiver of Subrogation

Company, for itself and on behalf of its insurers, to the full extent permitted by law without voiding the insurance required by this Term of Award, waives all rights against Authority, members of Authority’s governing body and Authority officers, volunteers and employees, for damages or loss to the extent covered and paid for by any insurance maintained by Company.

C. Conditions of Acceptance

The insurance maintained by Company must conform at all times with Authority pre-approved standards, Contractual Insurance Terms and Conditions, which may be amended from time to time and can be obtained by emailing procurement@osaa.net.

The Awarded Respondent’s insurance certificate, meeting the minimum requirements specified in the

Contract, must be submitted and approved by the Authority within ten (10) calendar days of Contract award.

Failure on Awarded Respondent’s part to submit the required insurance to the Authority by the required date may result in cancellation of the Contract, forfeiture of the Awarded Respondent’s Bond Guaranty, if any, as liquidated damages, and recommended award of the Contract to the qualified Respondent with the next lowest Bid.

7.10. File Uploads

All electronic files uploaded must be in a common format accessible by software programs the Authority uses. Such common formats are generally described as Microsoft® Word (.doc or .docx), Microsoft®

Excel (.xls or .xlsx), Microsoft® Power Point (.ppt or pptx), or Adobe Portable Document Format (.pdf).

Respondent will not secure, password protect or lock uploaded files. The Authority must be able to open and view the contents of uploaded files. Respondent will not disable or restrict the ability of the

Authority to print the contents of an uploaded file.

Scanned documents or images must be of sufficient quality, no less than 150 dpi, to allow for reading and interpreting the words, drawings, images or sketches.

It is the Respondent’s responsibility to ensure the files uploaded to the Authority’s software programs are not corrupt.

The Authority may deem any Bid that does not meet the criteria stated in this paragraph to be non-responsive.

8. Respondent Questionnaire

Respondents shall review and complete the Respondent Questionnaire in its entirety. Failure to complete the Respondent Questionnaire may deem the Response as non-responsive.

8.1. Minimum Qualifications

Minimum qualifications have been established as a basis for determining the eligibility of each submitted Response. A submitted Response will be determined non-responsive and will not be considered unless sufficient documentation is provided to determine whether the Respondent meets the minimum qualifications listed below:

8.1.1. Respondent is registered with the Florida Department of State, Division of Corporations to do business in the State of Florida. (www.sunbiz.org)*

*Response required

8.1.2. Respondent is NOT listed on the Florida Department of Management Services, Convicted Vendor List as defined in Section 287.133(3)(d), Florida Statutes.

(www.dms.myflorida.com/business_operations/ state_purchasing/vendor_information/convicted _suspended_discriminatory_complaints_vendor _lists/convicted_vendor_list)*

☐ Please confirm

*Response required

8.1.3. Respondent is NOT listed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List or the Scrutinized Companies that Boycott Israel List or is engaged in business operations in Cuba or Syria, as detailed in the Solicitation Documents. (https://www.sbafla.com/fsb/FundsWeManage/ FRSPensionPlan/GlobalGovernance Mandates.aspx > Links – Scrutinized List of Prohibited Companies)*

☐ Please confirm

*Response required

8.1.4. Respondent is NOT listed on the Federal Convicted Vendor list.

(www.sam.gov)*

☐ Please confirm

*Response required

8.1.5. Respondent is NOT listed on the Florida Department of Transportation Contractor Suspension List. (http://www.dot.state.fl.us/construction/legal /newsuspension.shtm)*

☐ Please confirm

*Response required

8.1.6. The Bidder shall be a current AtlasIED Enterprise System Integrator (ESI) authorized by AtlasIED and maintain a staffed office within the State of Florida capable of providing on-site support to the Authority. Proof of AtlasIED ESI authorization and Florida office location shall be submitted with the Bid.

Failure to provide such proof shall result in the Bid being deemed non-responsive.*

Upload your AtlasIED authorization documentation here.

*Response required

8.2. Required Forms

Respondent must complete and submit the information requested in the forms below.

8.2.1. Respondent has completed and submitted the Respondent Information Form.* Please download the below documents, complete, and upload.

• Respondent_Info_Fillable_Fo...

*Response required

8.2.2. Respondent has completed and submitted the Scrutinized Company Certification Form.*

Please download the below documents, complete, and upload.

• Scrutinized_Company_Certifi...

*Response required

8.2.3. Respondent has completed and submitted the Acknowledgement of Bid Form.*

Please download the below documents, complete, and upload.

• Acknowledgement_of_Bid_SAA.pdf

*Response required

8.3. Miscellaneous

8.3.1. Estimated Manufacturer Lead Time: Provide the estimated lead time for delivery of equipment from the manufacturer to assist the Authority with project planning and operational coordination.*

*Response required…