Retail_Merchandising_Units.pdf

INVITATION TO NEGOTIATE

26-615-ITN

RETAIL MERCHANDISING UNITS

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION AND RESPONSE PREPARATION

3. SCOPE OF WORK / SPECIFICATIONS

4. MINIMUM REQUIREMENTS

5. OTHER REQUIREMENTS

6. SELECTION PROCESS AND AWARD

7. SAMPLE CONTRACT AND STANDARD TERMS AND CONDITIONS

8. EVALUATION CRITERIA

9. VENDOR QUESTIONNAIRE

10. PRICE PROPOSAL

ATTACHMENTS

A - OVERVIEW AND PROJECT DESCRIPTION

B - APPENDIX A - NOMINAL DIMENSIONS OF RMU COMPONENTS

C - APPENDIX B - APPROVED VENDORS, COMPONENTS, AND MATERIALS

D - APPENDIX C - SECURITY SYSTEM PART NUMBERS AND ASSOCIATED DRAWINGS

E - ESTIMATED DELIVERY ROUTE FROM MAIN TERMINAL TO AIRSIDES

GREATER ORLANDO AVIATION AUTHORITY

Retail Merchandising Units

1. INTRODUCTION

1.1. Summary

The Greater Orlando Aviation Authority (the “Aviation Authority”) invites qualified, experienced, and innovative manufacturing firms to submit replies to this Invitation to

Negotiate (ITN) Solicitation to manufacture, deliver and install Retail Merchandising

Units ("RMUs") and accessories. The Scope of Work includes all manufacturing, delivery and installation, including all pre-production and production activities and all required activities through final acceptance of the installation, testing, training, and commissioning as applicable.

Disclaimer: Participation in this opportunity is voluntary, and the Aviation Authority will not pay/reimburse for the preparation of any information submitted by a Respondent or for the Aviation Authority’s use of that information. Each Respondent shall be responsible for all legal costs in defending any non-disclosure of confidential or trade secret information designated by the Respondent.

1.2. Procurement Services Point of Contact

When the Questions and Answers function is not available, please contact Kerry Gray-

Brown, Senior Procurement Agent via email at kerry.gray-brown@goaa.org.

1.3. Intent

The Aviation Authority's intent is to enter into a non-exclusive Contract for the services described in this solicitation. Manufacture, delivery and installation of the goods and services shall commence on or about 04/01/2027, and shall continue until completion in accordance with the terms and conditions of this Contract.

1.4. Background

This contract is part of the Airport's strategic plan, with a focus on customer experience, community, people and infrastructure — modernizing the look and feel of the Airport by elevating the quality and character of its retail offerings, including the

RMUs. The Aviation Authority has established the design for these new RMUs.

Respondents to this Solicitation are invited to propose on the manufacture, delivery, and installation of RMUs in accordance with the specifications that are included in the

Attachments Section of this Solicitation. The completed RMUs shall convey an authentic sense of Central Florida, drawing from the regional ecosystem — including native flora

— while providing the amenities and conveniences today's small retailers need to be successful in showcasing their products.

1.5. Tentative Timeline

Release Project Date: October 4, 2026

Pre-Submittal Meeting (Non-

Mandatory):

October 14, 2026, 10:00am

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2387

75497030268?p=cMHXxHwb5lGWIdwSR d

Meeting ID: 238 775 497 030 268

Passcode: 9GA9ba77

Dial in by phone

+1 872-242-8019,,844179542# United

States, Chicago

Phone conference ID: 844 179 542#

Question Submission Deadline: October 23, 2026, 5:00pm

Question Response (Addendum) Issue

Deadline:

November 2, 2026, 5:00pm

Response Submission Deadline: November 6, 2026, 2:00pm

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2195

1140169470?p=xXJcrTtR0IR0CjojWI

Meeting ID: 219 511 401 694 70

Passcode: hi7k5h9g

Dial in by phone

+1 872-242-8019,,927710541# United

States, Chicago

Phone conference ID: 927 710 541#

Evaluation Committee Date: December 9, 2026 https://teams.microsoft.com/meet/238775497030268?p=cMHXxHwb5lGWIdwSRd https://teams.microsoft.com/meet/238775497030268?p=cMHXxHwb5lGWIdwSRd https://teams.microsoft.com/meet/238775497030268?p=cMHXxHwb5lGWIdwSRd https://teams.microsoft.com/meet/21951140169470?p=xXJcrTtR0IR0CjojWI https://teams.microsoft.com/meet/21951140169470?p=xXJcrTtR0IR0CjojWI

Interviews (Optional): December 18, 2026

Conclusion of Negotiations: February 3, 2027

Evaluation of Respondents' BAFOs by

Committee:

February 9, 2027

Aviation Authority Board Contract

Approval Date:

March 17, 2027

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

1.6. Characteristics of an ITN

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

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

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

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

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

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

c. Limited availability of competition.

d. Non-standard products or services are required.

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

f. A contract of high complexity may be required.

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

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

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

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

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

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

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

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

2. GENERAL INFORMATION AND RESPONSE PREPARATION

2.1. Non-Discriminatory Legal Notices

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

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

Respondent.

2.2. Reservation of Rights

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

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

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

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

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

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

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

Solicitation.

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

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

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

g. No commitment is made or inferred by the Aviation Authority that any or all of the items listed, in any quantity, will be purchased as a result of this solicitation.

The Aviation Authority may purchase the items listed or utilize services on an “as needed” basis, in any quantity/volume deemed necessary, at the unit prices provided in the successful Respondent’s response.

h. The Aviation Authority reserves the right at its sole discretion to increase, decrease, or delete any portion of the Scope of Work 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 Scope of Work. The extent and Scope of Work, 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 provide goods and/or perform the required services described herein.

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

Scope of Work subject to the availability of funding.

2.3. Response Preparation

a. All prospective Respondents shall thoroughly examine and become familiar with the Solicitation package and carefully note the items which must be submitted with the Solicitation as detailed in Section 9: Vendor Questionnaire.

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

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

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

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

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

Greater Orlando Aviation Authority e-Procurement Platform located at https://procurement.opengov.com/portal/goaa. Once Respondent has completed the free account registration, browse back to this page, click on "Draft

Response", and follow the instructions to submit the electronic response. By way of the Platform, responses will be locked and digitally encrypted until the submission deadline passes.

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

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

Respondent during the Virtual Announcement of Respondents. The e-

Procurement Platform will not allow for late submittals.

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

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

Procurement Platform.

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

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

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

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

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

l. Each Respondent shall complete Section 9: Vendor Questionnaire. Please respond to each item individually, as applicable.

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

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

2.4. Pre-Submittal Meeting

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

b. The Teams Link can be found under Section 1: Introduction https://procurement.opengov.com/portal/goaa

c. The purpose of any Pre-Submittal Meeting is to review the solicitation (and any addenda) as published.

d. Attendance is not mandatory, but highly encouraged.

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

2.5. Communications: Questions Regarding Specifications or Solicitation

Process and Receiving Responses

a. Any communication during the solicitation process must be submitted to the

Aviation Authority via the e-Procurement

Platform, https://procurement.opengov.com/portal/goaa. prior to the deadline for Questions. In the event of the OpenGov Q&A is not functional, please contact the Procurement Point of Contact specified in Section 1.

b. All answers to inquiries will be posted on the Aviation Authority e-Procurement

Platform. Respondents may also click “Follow” on this Solicitation to receive an email notification when answers are posted. It is the responsibility of the

Respondent to check the website for answers to inquiries.

c. In accordance with Administration Policies (Sections 180.01 and 180.03), 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 office of

Business Opportunity and Exchange). An appropriate official or employee of the

Aviation Authority may initiate communication with a Respondent in order to obtain information or clarification needed to develop a proper and accurate review of the Response. Any official communication from a Respondent during the solicitation process should be submitted via the e-Procurement Platform as https://procurement.opengov.com/portal/goaa directed during the solicitation process. Failure to adhere to these requirements may result in disqualification.

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

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

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

2.6. Addenda

All interpretations, corrections and supplemental instructions will be in the form of written Addenda to the Contract Documents which, if issued, will be through the e-

Procurement Platform. All Addenda shall become part of the Solicitation

Document. Only the interpretation or correction issued in a written Addendum shall be binding, and Respondents are warned that no other source or form of communication is authorized to give information concerning, or to explain or interpret, or modify the

Solicitation Documents.

2.7. Silence of Specifications

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

2.8. Incurred Cost

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

2.9. 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 meetings are posted on the Aviation Authority's website:

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

Parties is encouraged.

2.11. Public Records / Confidential and Exempt Information

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

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

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

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

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

Respondent.

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

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

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

a. was not properly identified by the Respondent;

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

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

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

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

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

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

2.12. Proprietary Information

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

Response, which they believe to be exempt from disclosure, citing specifically the applicable exempting law. The Aviation Authority will consider a Respondent’s opinions regarding the applicability of Chapter 119, Florida Statutes, but shall not be obligated to concur with 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 Contract, if awarded, with the exception of any financial information that is properly labeled as exempt from the Public Records Laws. Any work product produced as part of the Contract will become the exclusive property of the Aviation Authority.

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

Response, Respondents specifically waive all claims against the Aviation Authority related to the disclosure of public records.

2.13. Independent Consultant Status and Compliance with the Immigration

Reform and Control Act

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

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

2.14. 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/

2.15. Whistle Blower Reporting Line

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

Reporting Line with a third-party service provider as a means for employees, contractors, vendors, tenants and the general public to report suspected fraud, waste or abuse in connection with Authority operations. Should Respondent suspect any fraud, waste or abuse in connection with any work under the Contract, including any work of its subcontractors or laborers, it shall promptly report such activity at (877)

370-6354, through email: caseinbox@goaa.caseiq.app, or through the online reporting form at https://goaa.caseiq.app/portal. The Respondent shall include this reporting requirement in all subcontracts and vendor agreements. The Respondent is further encouraged to report any suspected fraud, waste or abuse it suspects in connection with any other airport operation or project.

2.16. 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-https://flymco.com/airport-business/policies/ mailto:caseinbox@goaa.caseiq.app https://urldefense.com/v3/__https:/goaa.caseiq.app/portal__;!!EAdQMw!nMShE3hmQqrkRKpGMVMA14BLeb4GGqkUEJR5z5EOXMsg95unzOq_ooic350k47t8fqEAQRNVgmWNoetT$ https://flymco.com/airport-business/policies/ 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))

2.17. Performance Management System (Procurated/Canary)

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

Contractor to determine whether the work to be performed under the Contract has in fact been accomplished to Aviation Authority’s satisfaction and/or completed in a timely manner.

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

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

Contractor's invoice.

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

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

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

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

Responsiveness).

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

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

Supplier Registration Requirement:

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

b. The Contractor shall be required to create a profile on Procurated. The

Contractor will be provided access to log in and review feedback submitted through the Procurated platform. It is recommended that the Contractor use the

Review Requester feature in Canary. It allows the Contractor to easily request feedback from the people who use your products and services every day. These insights give a clear view of performance, while also helping to showcase strengths to current and future customers. Please note that the information and data uploaded to Canary may be subject to Florida’s public records laws.

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

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

d. For questions related directly to the Procurated platform, Contractors may contact: suppliersupport@procurated.com.

2.18. Appeal of Solicitation Requirements

Any potential Respondent that is adversely affected by the requirements or specifications of this Solicitation may file an appeal in writing to the Senior Vice

President of Procurement Services, Kelly.loll@goaa.org, within 72 hours after the posting of the Solicitation. Failure to do so shall constitute a waiver of all rights to appeal the contents of the Solicitation.

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

3. SCOPE OF WORK / SPECIFICATIONS

3.1. Scope of Work and Specifications

The Scope of Work and specifications to manufacture, deliver and install ten (10) each

RMUs and accessories are listed in the attachments of this solicitation.

Please refer to the Attachments:

Attachment A - Overview and Project Description

Attachment B - Appendix A - Nominal Dimensions of RMU Components

Attachment C - Appendix B - Approved Vendors, Components, and Materials.

Attachment D - Appendix C - Security System Part Numbers and Associated Drawings

Note that "or equal" substitutions are allowed only if pre-approved by the Aviation

Authority. All references to engineering and construction refers to the production of the

RMUs.

3.2. Delivery Route from Main Terminal to Airsides

Respondents are directed to Attachment E, which illustrates the baseline delivery route between Terminal A/B and the Airsides for transportation of the RMUs.

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 Aviation Authority's

Authorized Representative (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 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 Work.

f. The Contractor shall report to the AAR any critical issues discovered during the shifts immediately. The AAR will coordinate with the Contractor on the reporting and tracking process.

3.4. 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. Contractor’s personnel shall perform Work in a neat and professional manner, and in compliance with all Federal, State, and City of Orlando regulations and

ANSI specs. OSHA rules and regulations shall be followed at all times.

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

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 of Work 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.

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 9: Vendor Questionnaire.

Minimum Requirements are evaluated as Pass/Fail, and are not scored.

4.1. Certifications, Documentation and Acknowledgements

The following certifications, documentation and acknowledgements must be provided:

i. Registration with the State of Florida

ii. Employment Verification; Use of E-Verify

iii. Drug-Free Workplace Certification

iv. Certification Regarding Prohibition Against Contracting with Scrutinized

Companies

v. Discriminatory Vendor List Certification

vi. Conflict of Interest Disclosure

vii. Public Entity Crimes Certification

viii. Registration for Performance Management System (Procurated/Canary)

ix. Prohibition of Covered Unmanned Aircraft Systems (UAS)

4.2. Minimum Experience

Respondent shall have a minimum of 5 years of continuous, recent, relevant and verifiable experience within the past 10 years, providing services of the type described in Section 3: Scope of Work/Specifications. Respondent shall provide an affirmative statement and/or documentary proof of such experience in Section 9: Vendor

Questionnaire.

4.3. References

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

Respondent provided services of a similar scope and size, within 10 years from the date of this Solicitation.

b. Respondents’ references should demonstrate that the Respondent reasonably has the reputation to perform the Scope of Work.

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 Respondents.

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.

f. If the Respondent is a joint venture or partnership, which is not currently in existence, the requested documentation listed below shall be submitted from each entity of the proposed joint venture or partnership.

4.4. Proof of Bondability

Respondent must provide proof of its ability to obtain a Performance Bond for a single project in an amount equal to 100% of the contract value. See details of surety bond requirements Section 7: Sample Contract and Standard Terms and Conditions.

5. OTHER REQUIREMENTS

5.1. Joint Venture Agreement

A copy of the executed Joint Venture Agreement is requested, if the Respondent is a

Joint Venture.

5.2. Proof of Insurability

Respondent must demonstrate its ability to obtain insurance meeting the minimum required coverage by uploading proof in Section 9: Vendor Questionnaire. The minimum requirements are set forth in Section 7, Standard Terms and Conditions.

5.3. Litigation Disclosures

Respondent must disclose all lawsuits, arbitrations and claims filed or raised by or against the Respondent over the last five (5) years, specifically identifying the project involved, the parties involved, the nature of the claim(s), amount at issue, disposition or status and litigation, case style, number, and jurisdiction.

5.4. Convictions, Indictments, Investigations, Regulatory Investigations

Respondent must provide a description of all prior or pending convictions, indictments, investigations, and regulatory investigations, either civil or criminal that relate to the services listed in the Scope of Work / Specifications Section in which Respondent or its affiliates, subsidiaries, parent company, directors, senior officers, senior regional officers, the Lead Individual, or Engagement Team members have been involved with in the last five (5) years immediately preceding the date of Respondent’s response to this

Solicitation. Or Respondent shall provide an affirmative statement that there are none.

5.5. Exceptions to Terms and Conditions

Respondent may provide a TRACKED Word document of the requested changes to the

Terms and Conditions in Section 9: Vendor Questionnaire. The recommended changes may or may not be accepted by the Aviation Authority. A full substitution of the entire agreement or sets of terms and conditions will not be considered.

6. SELECTION PROCESS AND AWARD

6.1. General

a. The Aviation Authority establishes an Evaluation Committee ("Committee”) to evaluate the responses.

b. The following steps are followed for the ITN evaluation.

i. Phase 1: Evaluation of Responses, Shortlisting and optional Presentations

/ Interviews / Site Visits

ii. Phase 2: Negotiations

iii. Phase 3: BAFO (Best and Final Offer) Evaluation and Contract Award

6.2. Phase 1 - Evaluation of Responses, Competitive Range/Shortlisting

(Scored)

a. Various Aviation Authority Staff, or Authorized Representatives (Procurement

Services, Risk Management, Finance, Business Opportunity and Exchange, Legal

Counsel) may review the responses to provide analysis (Staff Report) regarding the Respondent's meeting the Minimum Requirements and other characteristics. Concurrently, each Evaluation Committee member will independently review the responses.

b. The Committee convenes in a public meeting.

1. Staff Reports are provided.

2. If applicable, the Committee deems Respondents non-responsive and/or non-responsible for not meeting the Minimum Requirements.

3. Respondents who were not deemed non-responsive and/or non-responsible are evaluated by the Committee based on the Evaluation Criteria. However, if less than four responsive and responsible responses are received, the

Committee may, at its discretion, shortlist all responsive and responsible

Respondents without the need for scoring.

4. The Aviation Authority reserves the right to not disclose detailed pricing information until the evaluation of the BAFO in Phase 3.

5. The Committee may shortlist some or all Respondents.

c. If the Evaluation Committee determines that

Presentations/Interviews/Demonstrations/Site Visits are not necessary, the

Committee will complete scoring and create a shortlist of Respondents based on competitive range.

d. If the Evaluation Committee determines that

Presentations/Interviews/Demonstrations/Site Visits are necessary, the following process will occur:

1. The Aviation Authority may request some or all Respondents to participate in

Presentations/Interviews/Demonstrations/Site Visits with the Evaluation

Committee prior to shortlisting or after shortlisting.

2. The Aviation Authority will provide details regarding the

Presentations/Interviews/Demonstrations/Site Visit in advance.

3. The Respondent shall have officials of the appropriate management level present and representing the Respondent.

4. Pursuant to Florida Statute Chapter 286, any portions of a meeting, at which a vendor makes an oral presentation, or answers questions as part of a competitive solicitation, are exempt pursuant to Florida Statute 286.011 and

Statute 24(b), Article I of the State Constitution.

5. The Committee will complete scoring and create a shortlist of Respondents based on competitive range if Presentations/Interviews/Demonstrations/Site

Visits are conducted prior to shortlisting.

e. The scoring of price proposals will be based on a mathematical calculation.

The Respondent providing the lowest price will receive the maximum points. A

“percentage ratio” will then be calculated by dividing the lowest price with each of the other Respondents' prices. Then, the maximum points will be multiplied by the “percentage ratio”. Price Score will be rounded to the 2nd decimal. For example:

If Respondent A's price is $5.00, Respondent B's price is $6.00, Respondent C's price is $8.00, and the maximum score for price is 20 points, Respondent A gets

20 points.

Then, for Respondent B, we divide $5.00 by $6.00 to get their Percentage Ratio.

(5/6=83.33%), and multiply the Percentage Ratio with the maximum points. (20 x 0.8333 = 16.66) Respondent B's score is 16.66.

Then, for Respondent C, we divide $5.00 by $8.00 to get their Percentage Ratio.

(5/8=62.50%), and multiply the Percentage Ratio with the maximum points. (20 x 0.6250 = 12.50) Respondent C's score is 12.50.

6.3. Phase 2 - Negotiations

a. There is no guarantee that any negotiations or request for BAFO will occur.

Award may be made based upon the Respondent’s initial proposal.

b. The Procurement Committee establishes the Negotiation Team.

c. The Aviation Authority reserves the right to negotiate any and all elements of a contract resulting from this solicitation.

d. The Negotiation Team may request and consider additional proposals from the shortlisted Respondent's pricing and technical alternatives.

e. The Negotiation Team may prepare a list of questions, which will be discussed with the shortlisted Respondents directly in person, virtually or via electronic communication.

f. Representatives of the Respondent(s) selected to participate in negotiation(s) shall have written authorization from the company CEO or President that the company’s lead negotiator is authorized to bind the company to the terms and conditions agreed to during negotiations and as contained in the BAFO. The provision of such authorization shall be a prerequisite to continuation in the ITN process.

g. Company negotiators must enter the negotiations prepared to speak on behalf of the company. The Aviation Authority reserves the right to immediately terminate negotiations with any company whose representatives are not empowered to, or who will not, make decisions during the negotiations. The Aviation Authority may elect not to solicit a BAFO from any company whose representative(s) have been unable or unwilling to commit to decisions reached during the negotiation process.

h. After negotiations have been completed to the satisfaction of the Negotiation

Team, or if no negotiations are held following the evaluation, the shortlisted

Respondents will be given a deadline for submission of a BAFO. The BAFO will include scope, schedule/deliverables, pricing, and terms. The negotiation process will stop upon submission of the BAFO. Shortlisted Respondents will not be allowed to make further adjustments to their offer or communicate further with the Aviation Authority, except to respond to requests from the Negotiations

Team.

i. Negotiations may be conducted with selected Respondents by sequential or concurrent negotiation methods, whichever is considered to be in the best interest of the Aviation Authority. Additional meetings for either method may be necessary for all parties.

j. Pursuant to Florida Statute Chapter 286, any portion of a meeting, at which negotiation strategies are discussed, or negotiations with a vendor is conducted, is exempt pursuant to Florida Statute 286.011 and Statute 24(b), Article I of the

State Constitution.

k. The Respondent’s replies will evolve into a format that best meets the needs of the Aviation Authority and the capabilities of the Respondent. At the final negotiation meeting, a presentation and discussion with the Negotiation Team, facilitated by Procurement Services Staff, may be held with all shortlisted

Respondents to clarify any issues and to ensure that every person understands the BAFO request.

6.4. Phase 3 - BAFO Evaluation and Contract Award (Scored)

a. The Evaluation Committee will evaluate the BAFO and solicitation responses, taking into account all information gained during the negotiation stage of the selection process herein (as applicable) according to the evaluation criteria and will develop a recommended ranked order of responsible and responsive

Shortlisted Respondents. If there is a tie in the BAFO score, the Respondent with the lowest BAFO price will be ranked higher.

b. The Evaluation Committee's award recommendation of the contract will be made to the Respondent representing the best value to the Aviation Authority. The

Aviation Authority shall be the sole judge of its own best interests, the responses, and the resulting Contract.

c. The Aviation Authority may contract with one or more Respondents whose proposal(s) are considered to be in the best interest of the Aviation Authority.

d. The Aviation Authority reserves the right to award to the next-ranked

Respondent for any and all groups, subgroups, or items in the event of the selected Respondent’s default, nonperformance, non-compliance or similar issues affecting the Aviation Authority’s ability to obtain goods and/or services at any time throughout the contract period.

e. The Aviation Authority Board makes the final approval of the resulting Contract.

7. SAMPLE CONTRACT AND STANDARD TERMS AND CONDITIONS

7.1. Sample Contract and Standard Terms and Conditions

1.1. Sample Contract

This Contract is made and entered into as of ___________________, by and between the GREATER ORLANDO AVIATION AUTHORITY, a public and governmental body, existing under and by virtue of the laws of the State of Florida, hereinafter called the Aviation Authority, and , hereinafter called Contractor.

WITNESSETH, that the said Contractor, for and in consideration of the payments hereinafter specified and agreed to be made by the Aviation Authority, hereby covenants and agrees to furnish all _________________________ and all other items necessary or proper for, or incidental to, performing its obligations under Solicitation 26-615-ITN, Retail Merchandising Units (RMUs), at the Orlando International Airport, in accordance with the Solicitation which consist of the Contract, Best and Final Offer (BAFO), Pricing Table(s), Performance Bond or Irrevocable Letter of Credit, Certificate of Insurance, the Solicitation Document, including all Attachments and any Addenda, and the completed Response to the Solicitation (Vendor Questionnaire), each of which are incorporated herein by this reference.

If the Contractor shall fail to comply with any of the terms,…