Specialized_Commercial_Cleaning_Services.pdf

INVITATION FOR BIDS

26-112-IFB

SPECIALIZED COMMERCIAL CLEANING

SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION AND RESPONSE PREPARATION

3. MINIMUM REQUIREMENTS

4. SMALL BUSINESS PROGRAM

5. MANAGEMENT FEE, EXPENSES, INVOCING AND PERFORMANCE

6. SCOPE OF WORK

7. SELECTION PROCESS AND AWARD

8. DOCUMENTATION, ACKNOWLEDGEMENTS AND CERTIFICATIONS

9. VENDOR QUESTIONNAIRE

10. PRICE TABLE (S)

11. AVIATION AUTHORITY STANDARD TERMS AND CONDITIONS

12. SAMPLE CONTRACT AND CONTRACT INSTRUCTIONS

ATTACHMENTS

B - MAPS - A THROUGH C

GREATER ORLANDO AVIATION AUTHORITY

Specialized Commercial Cleaning Services

1. INTRODUCTION

1.1. Summary

The proposed Contract will be to furnish all labor, supervision, chemicals, materials, water trucks, equipment (including aerial lift equipment) and all other items necessary or proper for, or incidental to, performing interior/exterior high-rise glass and windows, interior/exterior skylights, interior/exterior canopy, interior/exterior building details and components, and specialty surface cleaning services as well as all accessories necessary to effectively perform pressure washing services to remove all gum, oil, stickers, soil, algae, grease deposits and other foreign substances from roadway bridge abutments, knee-walls, piers, and ticket and toll structures at the Orlando International Airport in accordance with the Contract Documents.

1.2. Intent

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

1, 2026.

1.3. Tentative Timeline

Release Project Date: October 8, 2025

Pre-Submittal Meeting (Non-Mandatory): October 14, 2025, 10:00am

Meeting ID: 294 034 318 987 1

Passcode: Gt6hr6Bn

Dial in by phone

+1 872-242-8019,,360643948# United

States, Chicago

Find a local number

Phone conference ID: 360 643 948#

Join on a video conferencing device

Tenant key: goaa@m.webex.com

Video ID: 114 402 730 3

Question Submission Deadline: October 20, 2025, 5:00pm

Release of Addendum: October 27, 2025, 12:00am

Response Submission Deadline: November 5, 2025, 11:00am mailto:goaa@m.webex.com

Committee Date for Recommendation: November 25, 2025

Aviation Authority Board Approval: December 17, 2025

Dates/times are subject to change. All times are Eastern Standard Time(EST).

2. GENERAL INFORMATION AND RESPONSE PREPARATION

2.1. Nondiscrimination Legal Notices

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

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

Respondent.

2.2. Reservation of Rights

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

1. 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

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

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

c. The Aviation Authority reserves the right to request clarification of information submitted in any Response, to require additional information from any Respondent, or, in the Aviation Authority's sole discretion, to reject any or all Respondents for any reason and to re-advertise or not to re-advertise the Solicitation.

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

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

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

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

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

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

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

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

2.3. Solicitation Information / Instructions to Respondents

a. All prospective Respondents shall thoroughly examine and become familiar with the

Solicitation package and carefully note the items which must be submitted with the

Solicitation as detailed in Section 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. Sealed electronic responses will be received for this Solicitation through the Greater

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

d. All Responses must be received by the Aviation Authority as noted in the Section 1:

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

Respondent during the Virtual Announcement of Respondents. The e-

Procurement Platform will not allow for late submittals.

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

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

Procurement Platform.

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

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

h. Responses submitted by hard copy, e-mail, or fax shall not be accepted. Responses submitted outside of the designated electronic submission Platform shall be rejected as non-responsive regardless of where and when they were received.

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

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

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

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

m. Once the deadline for receipt of Responses has occurred, no Response may be altered or withdrawn for a period of 90 days after such deadline.

2.4. Pre-Submittal Meeting

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

b. The location, date, and time, as well as the Teams link can be find under Section 1:

Introduction.

c. The purpose of any Pre-Submittal Meeting is to review and discuss the solicitation

(and any addenda) as published.

d. Attendance is not mandatory, but highly encouraged.

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

2.5. Communications; Questions Regarding Specifications or Solicitation

Process and Receiving Responses

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

Authority via the e-Procurement

Platform, https://procurement.opengov.com/portal/goaa prior to the deadline for

Questions.

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

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

c. In accordance with Administration Policies (Sections 180.01 and 180.03) policies, any communication directly or indirectly to seek to encourage any specific result in https://procurement.opengov.com/portal/goaa 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) are available upon request from the Manager of Board Services.

d. All firms are hereby placed on notice that the Aviation Authority Board and staff shall not be contacted about this solicitation. Firms and their agents shall not contact members of the Aviation Authority staff and/or Committee/Board member (with the exception of designated Procurement Agent and the Small Business Development

Department). An appropriate official or employee of the Aviation Authority may initiate communication with a Respondent in order to obtain information or clarification needed to develop a proper and accurate review of the Response. Any official communication from a Respondent during the solicitation process should be submitted via the e-Procurement Platform as directed during the solicitation process.

Failure to adhere to these requirements may result in and Aviation Authority Board action to disqualify your firm from consideration of award.

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

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

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

2.6. Pricing

a. Provide pricing in OpenGov, using the pricing table. Responses in any other format

(such as a quote on the Respondent’s template) will not be accepted or reviewed.

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

c. Any anticipated increases in Respondent's costs during the term must be reflected in its prices set forth in its response.

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

Respondent's prices listed in its Solicitation.

2.7. Incurred Cost

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

2.8. Lobbying Statement

Do not contact Aviation Authority Board members or Staff concerning this

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

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

Procurement Platform as directed in the Solicitation. Copies of the Administration Policies

(Sections 180.01 and 180.03) are available at https://flymco.com/airport-business/policies.

Failure to adhere to these requirements could result in action to disqualify your firm from consideration of award. Respondents to this Solicitation or persons acting on their behalf may not contact, between the release of the Solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this Solicitation, except in writing to the procurement officer or as provided in the Solicitation documents. Violation of this provision may be grounds for rejecting a response. (F.S. 287.057 (25))

2.9. Withdrawal of Responses

No Response may be withdrawn after the scheduled Response opening time for a period of

90 days. Any Respondent withdrawing or attempting to withdraw its Response prior to the expiration of the 90 day period shall be obligated to reimburse the Aviation Authority for all its costs incurred in connection with such withdrawal or attempted withdrawal including, without limitation, any increased costs for procuring the goods or services from another

Respondent or all costs of advertising and re-procuring the goods or services, and all attorneys’ fees, in addition to payment of the Aviation Authority’s other damages. A

Respondent’s submission shall be deemed the Respondent’s acknowledgment of an agreement to the provisions of this Section.

2.10. Public Meetings/Public Records

Please be aware that all meetings of the Aviation Authority’s Board are duly noticed public meetings and all documents submitted to the Aviation Authority as a part of or in https://flymco.com/airport-business/policies/ connection with a Solicitation constitute public records under Florida law regardless of any person’s claim that proprietary or trade secret information is contained therein. Public meetings are posted on the Aviation Authority's website: https://flymco.com/airport-business/sunshine-meetings/

2.11. Proprietary Information

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

Respondents are requested to identify specifically any information contained in their

Response, which they believe to be exempt from disclosure, citing specifically the applicable exempting law. The Aviation Authority will consider a Respondent’s opinions regarding the applicability of Chapter 119, Florida Statutes, but shall not be obligated to concur in such opinions. All information and documents received from Respondents in response to this

Solicitation will become the property of the Aviation Authority, will not be returned to the

Respondents, and will be incorporated in the final Agreement in the event of Agreement award, with the exception of any financial information exempt from the Public Records

Laws. Any work product produced as part of the Agreement will become the exclusive property of the Aviation Authority.

2.12. Code of Ethics and Business Conduct Policy

The Aviation Authority has adopted a Code of Ethics and Business Conduct Policy # 101-02, which addresses the obligation of the Aviation Authority’s Board members and employees to follow the Florida Statutes in reference to these issues. This includes, but is not limited to, the obligations of the Aviation Authority’s Board members and employees with respect to having an interest in business entities, outside employment, gratuities, divulgence of information, unauthorized compensation and acceptance of gifts. Please be aware that any violation of this policy by a Respondent and/or any attempt to influence an Aviation

Authority Board member or employee to violate the policy is sufficient cause for the denial of the right of the Respondent to Respond on any Contract or sell any materials, supplies, equipment, or services to the Aviation Authority for a period of time that is determined by the Chief Executive Officer. A copy of this policy (101.02) is available on the Aviation

Authority’s website: https://flymco.com/airport-business/policies.

2.13. Notice of Intent to Award

Unless all Responses are rejected by the Aviation Authority, a Notice of Intent to Award is anticipated to be provided within 90 days from the opening of Responses. Such Notice will be posted to the e-procurement platform.

2.14. Tie Breaking

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

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

1. Drug-Free Workplace

2. Request Offerors to submit best and final pricing

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

4. Game of chance – Coin toss

2.15. Appeals

Any Respondent who is adversely affected by a decision or intended decision concerning this competitive solicitation or award and who wants to appeal such specifications, decision, or intended decision shall file an appeal within five (5) business days of the date of any decision or intended decision in compliance with the Aviation Authority’s Policy 110.04, Appeal Process. Failure to file an appeal in accordance with the Aviation Authority’s Policy

110.04, shall constitute a waiver of the appeal process.

3. 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.

3.1. Minimum Experience

Respondent shall have a minimum of three (3) years of continuous, relevant and verifiable experience providing services of the type described in Section 6: Scope of Work, within three (3) years prior to the deadline of this Solicitation. Respondent shall provide an affirmative statement and/or documentary proof of such experience in Section 9: Vendor

Questionnaire.

The Respondent shall currently be engaged in the business of providing High Rise

Glass/Wall/Canopy Cleaning Services for multi-storied buildings using specialized high rise cleaning equipment including repelling. Respondent must have performed Maintenance of Traffic (MOT) services in the State of Florida, per

Florida Department of Transportation guidelines.

3.2. References

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

Respondent delivered goods or provided services of a similar scope and size, within three (3) years from the date of this solicitation.

b. Respondents’ references should demonstrate that the Respondent reasonably has the reputation to perform the Scope of Services / provide goods. References shall be able to validate the Respondent’s capabilities and experience. The

Aviation Authority will email a standard reference verification form to all references, therefore it is imperative that email addresses are up-to-date and accurately entered to avoid unanswered reference verification requests.

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

Proposers.

d. 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.

3.3. Site Manager and Supervisors

Respondent shall provide the resume of the Site Manager and Supervisors per the instructions listed in Section 9: Vendor Questionnaire. The resumes shall clearly show compliance with the minimum experience requirements set forth in Section 6: Scope of

Work.

The Respondent shall submit certificates verifying that all supervisory personnel assigned to work under Section “A” High Rise Glass/Wall/Canopy Cleaning have attended (and obtained certification from) an International Safety Training seminar conducted by the International Window Cleaning Association (IWCA) or similar/equivalent entity that provides similar/equivalent instruction/training.

3.4. License / Certification Requirements

This solicitation requires the following License(s)/Certification(s) for Site Manager and

Supervisors:

Certificate - High Rise Glass/Wall/Canopy Cleaning have attended (and obtained certification from) an International Safety Training seminar conducted by the International Window

Cleaning Association (IWCA) or similar/equivalent entity that provides similar/equivalent instruction/training.

Proof of such certification / license must be provided in Section 9: Vendor Questionnaire.

3.5. Equipment List

Respondent shall submit a list of all equipment, including any aerial and lifting equipment, that it proposes to use to perform this Contract. The list must include a ReachMaster

Denka Series Model DL92N high-lift or approved equivalent, which is required for this

Contract. Age of all equipment shall be less than five (5) years. For further information, please see Section 6.23: Tools and Equipment.

Please provide a list of Make, Model, and Age of Equipment in Section 9: Vendor

Questionnaire.

3.6. Compliance with the minimum LDB/VBE Participation Requirement

a. A Respondent which fails to propose the minimum Local Developing Business (LDB) /

Veteran Business Enterprise (VBE) participation and fails to demonstrate good faith efforts will be deemed non-responsive. Affirmative statement or Good Faith Effort must be provided in Section 9: Vendor Questionnaire

b. The LDB/VBE Requirements are listed in Section 4: Small Business Program

3.7. Registration with the State of Florida

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

4. SMALL BUSINESS PROGRAM

4.1. LDB/VBE Participation

The Aviation Authority encourages the participation of small businesses on Contracts considered for award. To that extend the Aviation Authority has established the following goal(s) as stated in the below:

a. The Aviation Authority has established a combined participation goal of 2 %

LDB/VBE.

b. To encourage development and growth of businesses the Aviation Authority has adopted a Non-Federally Funded Local Developing Business (LDB), and Veteran

Business Enterprise (VBE) Participation Programs. The LDB/VBE policies and certified

Business Directory are available on-line at the Aviation Authority’s website https://flymco.com/airport-business/business-opportunities.

c. All Respondents, including a Respondent which is a LDB/VBE, shall comply with the requirements by having LDB/VBE(s), other than the Respondent, participate in the performance of the Contract services at a sufficient level to meet the participation goal.

4.2. Good Faith Effort Requirements

a. If the Respondent fails to meet the LDB/VBE(s) Participation Goals, the Aviation

Authority will require Respondent to submit evidence of good faith efforts within two

(2) business days of request; such evidence may include, but is not limited to the following:

b. Indicating the name and title of the person responsible for the Respondent’s good faith efforts to reach the participation goal;

c. Provide evidence of attendance at Pre-Solicitation Conference meeting, if any, scheduled by the Aviation Authority to inform LDB/VBE(s) firms of subcontracting opportunities under a given Contract;

d. Provide a list of LDB/VBE(s) firms contacted;

e. Provide copies of written correspondence to LDB/VBE(s) firms that their Response is being solicited, as well as certified return receipts to prove receipt or the reason for non-delivery;

f. Provide evidence of information provided to the LDB/VBE(s) firms about the specific work the Contractor intends to subcontract;

g. Provide evidence of information provided to LDB/VBE(s) firms on bonding and insurance requirements;

https://flymco.com/airport-business/business-opportunities

h. Provide copies of advertisements in general circulation media, trade association publications, and minority focus media advertising for LDB/VBE(s) firms interested in subcontracting;

i. Provide evidence that Respondent provided interested LDB/VBE(s) firms with assistance in reviewing the Contract plans, specifications, and the terms and conditions of the general Contract, subcontract and addenda;

j. Providing evidence that the Respondent provided LDB/VBE(s) firms prompt notice of addenda affecting specific trade Contractors;

k. Provide evidence that Respondent made follow-up inquiries after initial solicitations of interest from LDB/VBE(s) firms. Respondent shall maintain documentation of the date, time and name of individuals contacted. A telephone log is acceptable documentation of this activity;

l. Provide a list of quotes submitted by LDB/VBE(s) firms;

m. Provide documentation as to why LDB/VBE(s) firms were not utilized;

n. In those instances where a majority Subcontractor is selected for a scope of work for which LDB/VBE(s) Responses were submitted, the Respondent shall submit records of all quotations received from LDB/VBE(s) firms and from the selected majority

Subcontractor, and provide an explanation of the reasons why the LDB/VBE(s) firms will not be used during the course of the Contract. Receipt of a lower price quotation from a non LDB/VBE(s) firm prior to or at the time of Solicitation Opening will not in itself excuse a Respondent’s failure to meet participation goals. It is incumbent upon the Respondent to demonstrate that LDB/VBE(s) firms were not rejected as unqualified without a thorough and documented investigation of their capabilities and capacity.

o. Additional information on meeting good faith efforts can be found by going to https://orlandoairports.net/airport-business/.

https://orlandoairports.net/airport-business/

5. MANAGEMENT FEE, EXPENSES, INVOCING AND PERFORMANCE

5.1. Invoices

a. The Aviation Authority shall pay the Contractor, subject to authorized deductions, and subject to the provisions of the following: Sub-Sections: 5.3 Management Fee, Sub-Section 5.4 Reimbursable Payroll Expenses, and Sub-Section 5.5 Reimbursable

Operating Expenses - up to the amounts set forth on the Proposal Pricing Table(s) for Contractor Staff that is authorized by the Aviation Authority as required by

Section 6: Scope of Work / Specifications. See Proposal Pricing Table(s) in the eProcurement Platform - Management Fee tables and Reimbursable Payroll and

Operating Budget tables for each distinct location.

b. The Contractor shall invoice the Aviation Authority by the tenth (10th) day of each month following the month in which the services were performed by the Contractor in conformity with Contract requirements.

c. The Contractor’s invoice shall describe the services rendered; dates rendered and shall contain invoices for Reimbursable Payroll and Operating Expenses and other information as needed and be accompanied by such supporting documents and materials as the Aviation Authority shall request.

d. The Contractor’s monthly invoices for Management Fees for each of the five (5) years of the Contract shall not exceed one-twelfth (1/12th) of the Contractor’s

Management Fees for the applicable year, as set forth on the Proposal Pricing Tables within the eProcurement platform.

e. The cumulative total of the Contractor’s monthly invoices submitted for each of the five (5) years of the Contract shall not exceed the total Aviation Authority provided amount for the applicable year, as set forth on Proposal Pricing Pages, unless prior written authorization is obtained from the Chief Executive Officer or designee.

f. If the term of this Contract shall end on a day other than the last day of a calendar month, the payment shall be pro-rated based upon the actual number of days in the month.

g. Notwithstanding any other provision hereof, the Aviation Authority shall have the right to deduct any amounts due the Aviation Authority from the Contractor from the

Management Fee and Reimbursable Payroll and Operating Expenses payable by the

Aviation Authority to the Contractor.

h. The Aviation Authority shall pay the undisputed amount of Contractor’s invoice per

The Florida Prompt Act. Items in dispute shall be paid upon the resolution of the dispute in accordance with the Florida Prompt Payment Act.

i. The Aviation Authority shall have the right, but not the obligation, to pay directly to third parties (including Sub-Contractors) all past due amounts owed by Contractor to third parties for labor and materials used for the work hereunder, based on invoices submitted by such third party, and all such amounts paid by the Aviation Authority shall be applied toward, and shall reduce, amounts owed to Contractor hereunder.

j. The Contractor shall pay all costs and expenses connected with its operations when due and submit to the Aviation Authority, on or before the tenth (10th) day of each month, itemized statements of all approved Reimbursable Payroll and Operating

Expenses incurred and paid for during the previous calendar month.

k. Each such statement shall be accompanied by such proof of charges and disbursements and other supporting documents as the Aviation Authority requests shall include, but not limited to, electronic attendance records, payroll registers, healthcare employee participation records and any other payroll records; paid invoices for the reimbursable operating expenses and any other supporting documents as requested by the Aviation Authority.

l. Reimbursement of reasonable, allowable expenses shall be made by the Aviation

Authority within approximately thirty (30) days of its receipt from Contractor of monthly itemized statements submitted provided that (i) the statements are in the format required by the Aviation Authority, (ii) all appropriate supporting documents are attached to each statement, (iii) the statement contains an acknowledgement that the Aviation Authority has not previously reimbursed the Contractor for any of the itemized expenses, and (iv) the statement is complete and accurately reflects the actual costs incurred.

m. Once a complete and accurate invoice is received, and provided no items are in dispute, the Aviation Authority shall review and pay such invoice in full within thirty

(30) days. Within the said thirty (30) day period, the Aviation Authority shall notify the Contractor of its objection to any item or items of expense which it deems to be non-reimbursable. Any such notice shall set forth the nature of the Aviation

Authority’s objection and shall be accompanied by the Aviation Authority’s payment of the undisputed portion of such statement.

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

5.2. Performance

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 mailto:goaa-ap@goaa.org

Authority in addition to all other rights provided under this Contractor 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. Contractor shall be financially responsible for all Federal civil penalties assessed against Aviation Authority for security/safety violations as a result of negligent acts or omissions by employees of the Contractor or Sub-Contractor(s).

5.3. Management Fee

Contractor shall invoice the Aviation Authority for the Management Fee as set forth in the Schedule of Fees and Section 5.1. The Management Fee shall include the following:

The Management Fee shall include the following:

a. All payroll and associated costs for:

1. On-Site Manager

2. Any other positions deemed necessary by the Contractor and not listed in the

Reimbursable Payroll and Reimbursable Operating Expenses in Sections 5.4 and

5.5 below.

b. The Management Fee shall also include all other expenses not listed in the

Reimbursable Payroll and Reimbursable Operating Expenses in Section 5.4 and 5.5 below, including but not limited to:

1. Contractor overhead and profit

2. Sub-Contractor Management Fee

3. All required insurances as outlined in Section 11.9 Insurance Requirements

4. Workers’ compensation for all employees including management fee and reimbursable positions

5. All Bond expenses (Performance Bond, Customs Bond, etc.)

6. Recruiting expenses

7. Badges and keys

8. Payroll processing expenses

9. Office equipment and Operating Supplies

10. Contractor’s storage area cleaning

11. Tools and Equipment

12. All costs for Vehicles, Scissor Lifts, Utility Carts and all other equipment, including fuel, upkeep, insurance, and maintenance.

13. Record Retention Obligation (Five (5) Years Post-Contract)

14. Radios, batteries, charges, and accessories purchases, maintenance and replacements.

15. Cost for internet services and associated connectivity costs for Contractor provided computers and devices.

16. Costs associated with all pre-approved training (i.e. trainer, training materials).

The Aviation Authority will only reimburse for the hours to attend the training for the reimbursable positions.

17. Costs for Contract cell phones and data.

18. Cost of benefits for all management and all reimbursable positions, including but not limited to, retirement contributions, life insurance, and any other Contractor provided benefits not covered under Reimbursable Payroll and Operation

Expenses in Section 5.4 and 5.5

19. Health insurance premiums for Management Fee positions.

20. Health Insurance Premiums in excess of Five Hundred Fifty Dollars ($550) per month for Contract Year 1 and an additional Twenty-Five Dollars ($25) per month for each subsequent contract year; for the reimbursable positions participating in the Contractor provided Health Care Plan.

21. Non-resident legal, administrative, bookkeeping, executive personnel expenses and off-site general office expenses.

22. All other costs associated with the performance of this Contract not listed in the Reimbursable Payroll and Operating Expenses in Sections

5.4 and 5.5.

c. The Management fee will not change even if the Contract scope adjusts up or down.

As square footage numbers are adjusted up or down the Contractor shall manage the staff necessary to perform required maintenance functions.

d. In the event the performance of the Contract requires a permanent increase or decrease in the staffing of the reimbursable positions of thirty percent (30%) or more, Aviation Authority and Contractor may re-adjust the Management Fee.

5.4. Reimbursable Payroll Expenses

Contractor shall invoice the Aviation Authority for the actual Reimbursable Payroll Expenses paid by the tenth (10th) day of each month for the services performed by the Contractor during the prior month. Approval of the Staffing Schedules shall not be construed as, and is not, authorization to exceed the annual Reimbursable Payroll Expenses Budget.

The Reimbursable Payroll Expenses shall be limited to the following:

a. Actual hourly rates paid to the employee for the following positions:

1. Supervisor(s)

2. General Window Cleaners

3. Pressure Washing Cleaners

4. High Rise Dusting Cleaners

b. Overtime hours as approved in advance by the Aviation Authority's Representative

(AAR)

c. Actual paid time-off taken (vacation, sick, bereavement, jury duty) and holiday pay as approved by the AAR. The Contractor shall provide detailed staffing, paid time off

(PTO), and holiday plan for the AAR approval. The Aviation Authority will not reimburse Contractor for any accrued time off hours at the time of Contract expiration, or upon employee termination for any reason. The Contractor shall provide its policy on paid time-off and holidays within 10 days of receipt of Notice of

Intent.

d. Associated payroll taxes: Social Security, Medicare, Federal & State Unemployment.

e. Reimbursement for Health Insurance premiums for up to Five Hundred Fifty Dollars

($550) per month for Contract Year 1 and an additional Twenty-Five Dollars ($25) for each subsequent contract year; for the reimbursable positions participating in the

Contractor provided Health Care Plan.

f. The staffing wage, PTO, and holiday plan shall be submitted for approval within ten

(10) days of receipt of the Notice of Intent.

5.5. Reimbursable Operating Expenses

Contractor shall invoice the Aviation Authority for the actual Reimbursable Operating

Expenses incurred and paid for by the Contractor during the prior month.

a. The Reimbursable Operating Expenses shall be limited to the following:

1. Uniforms for the reimbursable positions: Uniform program shall be approved by the AAR as described in Section 6.18 Uniforms.

2. Cleaning Supplies: Reimbursable sustainable windows cleaning and general cleaning products used to perform services as specified in the contract.

Contractor shall provide a detailed list of cleaning products, quantities, and pricing for AAR approval prior to purchases. The initial list is to be submitted for approval within ten (10) days of receipt of the Notice of

Intent.

3. Subcontracted Work: The Aviation Authority will reimburse the Contractor for actual subcontractor cost for goods and/or services including equipment rentals or specialty lift(s) required in the performance of Aviation Authority’s initiated, requested, and approved specific projects. Invoices for all subcontracted goods and services shall be provided and shall clearly indicate a description of the work and the total cost. The Contractor shall include a copy of the actual invoice received from its subcontractor along with its invoice to the Aviation Authority for

“Subcontracted Work”, and only those charges supported by the documentation shall be payable. There shall be no mark-up associated with the subcontracted work.

b. The Contractor’s aggregate annual invoices for Reimbursable Payroll and Operating

Expenses shall not exceed the total Reimbursable Payroll and Operating Expenses

Budget for the applicable year, unless prior authorization has been obtained from the

Aviation Authority. If not specifically set forth in Sections 5.5, any other expenses incurred by Contractor shall not be reimbursed and shall be included in the management fee.

5.6. Non-Reimbursable Expenses

Only the Reimbursable Payroll and Operating Expenses set forth in Sections 5.5 and Section

5.6 shall be reimbursable by the Aviation Authority. If not specifically set forth in Sections

5.5 and Section 5.6, any other expenses incurred by the Contractor shall not be reimbursed by the Aviation Authority and shall be included in the Management fee.

a. The following expenses shall not be reimbursed by the Aviation Authority:

1. Any accrued leave hours at the time of Contract expiration, or upon employee termination for any reason.

2. Monthly health insurance premiums in excess of the amount described in Section

5.4 Reimbursable Payroll Expenses.

3. Health care premiums for the positions included in the management fee.

4. Costs or expenses of legal representation, or of union negotiations and administration.

5. Costs of any interstate/intrastate local flat rate telephone calls extended calling services, long distance, or directory assistance toll telephone service.

6. Costs of any and all interest, late charges, penalties, and fines paid by the Contractor and/or its employees.

7. Taxes accrued above Federal or State wage limitation will not be reimbursed.

Only Federal and State Unemployment taxes actually paid will be reimbursed.

8. Any other costs or expenses not specified under Sub-Sections 5.4 and 5.5

Reimbursable Payroll and Reimbursable Operating Expenses.

5.7. Labor Compensation

a. The Contractor’s labor compensation for the reimbursable positions shall be fixed at the hourly labor rates as agreed upon with the Aviation Authority and shall not be subject to markups.

b. The Contractor shall only be reimbursed for overtime hours as pre-authorized in writing by the AAR.

c. Employees are required to utilize an automated time and attendance system.

d. Employees’ timesheets, printed records, other required documentation as required by the AAR shall be included with the invoice and only actual hours worked and accounted for shall be billed.

5.8. Health Insurance

a. The Contractor shall provide health benefits in accordance with applicable Federal

Laws (including Federal Affordable Care Act) to its employees working at the Airport, effective not more than sixty (60) days after the date of hire of each employee.

b. The Aviation Authority is only obligated to reimburse for Health Insurance Premiums for up to Five Hundred Fifty Dollars ($550) per month for contract year 1 and an additional Twenty-Five Dollars ($25) for each subsequent contract year; for the reimbursable positions participating in the Contractor provided Health Care Plan. All other Health benefits costs shall be included in the Management Fee. Nothing hereunder is intended to reduce or limit any obligation Contractor has to provide employee health insurance coverage under any union contract or applicable law.

c. The Contractor shall, at any time the Aviation Authority so requests, certify to the

Aviation Authority that Contractor is in compliance with this Section. The Contractor’s obligation to maintain records, and the Aviation Authority’s right to examine such records, shall include records relating to the employee health insurance required to be provided pursuant to this Section.

5.9. Deductions and Adjustments

a. All deductions indicated below are in addition to any other penalty or fine that may be imposed by other agencies or authorities and does not limit any other remedies provided in these Contract documents, including termination.

b. The violation of any Aviation Authority Safety/Security policy may be subject to a deduction of up to five hundred dollars ($500) per incident, at the discretion of the

Aviation Authority.

c. Failure of Contractor to respond to a service call in accordance with the requirements of any Specification or in the event Contractor is found to be in noncompliance with any other Contractual requirement described herein and has not complied within a reasonable time once said item is brought to the attention of Contractor, may result in a deduction up to five hundred dollars ($500) per incident, at the reasonable discretion of the AAR.

5.10. Compensation Adjustment

Throughout the term of this Contract, at the end of each month thereof, the AAR may make a payment adjustment to the Contractor.

a. Any deductions from payment shall be taken from the monthly management fee for the month in which the Quality Assurance Evaluator makes the determination that deduction is appropriate, regardless of the period in which the performance occurred.

b. Deductions for staffing will be as follows: Contractor shall provide the minimum staff as designated in the approved Specialized Commercial Janitorial Staffing plan.

Contractor shall provide, daily within one (1) hour of the beginning of each shift, actual headcount information (rosters) to the AAR following the agreed to processes. This roster will be reflective of the actual on-site personnel. Personnel will support the designated responsibilities and objectives for the complete shift and not be reassigned to other areas outside of the scope of this contract unless approved by the AAR prior to the reassignment. Contract Deficiency Report (CDRs) shall be issued within the following twenty-four (24) hour period of receipt of the daily required rosters.

1. Required staffing is to be maintained at no less than 90% of the required staffing to support the contract. Should the staffing fall below 90% for any reason or duration of the contract, there shall be a $500 per day deduction until the proper staffing has been re-established.

2. Should required staffing remain below the acceptable 90% rate of attendance for more than thirty (30) days the following deductions shall be applicable:

i. Day 31 - a Show Cause Letter

ii. Day 60 - may result in a Contract termination or default

c. Deductions are taken as indicated in the CDR schedule as found in Section 5:

Management Fee.

d. Potential deductions for Quality Control (QC) Inspection Files are limited to the number of times the Aviation Authority asks to see those files.

e. Potential deductions for Cleaning Schedules are limited to the number of times

Cleaning Schedules are due to be submitted to the Aviation Authority.

f. Contractor shall not be deemed in default or required to pay Re-Evaluation Fees if deficiencies are the direct result of its response to the Authority's request to respond to an emergency situation.

5.11. CDR Deduction Schedule

a. Each CDR received will result in a deduction per the schedule listed below.

b. Each CDR form will be accompanied by a photograph indicating the deficiency.

c. In addition to the amount listed below, each CDR will have a re-evaluation fee in the amount of $200.00.

d. The amount of the CDR deduction will increase daily based on the escalation shown in Table No. 1 CDR Scenario.

e. The deductions for unsatisfactory re-performing work for an issued CDR will be taken cumulatively over a twenty-four (12:00am - 11:59pm) period based on the rates shown in Table No. 1 CDR Scenario.

f. QC Deduction - CDR’s issued (whether re-performed satisfactorily or not) in a 24-hour period will be counted and if the number exceeds ten (10) the following QC deductions and provisions are applicable:

1. 10th CDR - $5,000.00 (accompanied by a Show Cause Letter)

2. 11th CDR - $10,000.00

3. 12th CDR - $15,000.00 (may result in a Contract termination or default)

6. SCOPE OF WORK

6.1. Overview

a. The Contractor shall furnish all labor, supervision, cleaning supplies, chemicals, materials, tools, water trucks, equipment (including aerial lift equipment) and all other items necessary or proper for, or incidental to, performing interior/exterior window, interior/exterior skylights, interior/exterior canopy and specialty surface cleaning services as well as all equipment and accessories necessary to effectively perform pressure washing services to remove all gum, oil, stickers, soil, algae, grease deposits and other foreign substances from roadway bridge abutments, knee-walls, piers, and ticket and toll structures at the Orlando International Airport in accordance with the Contract Documents.

b. The Aviation Authority's Representative (AAR) will provide direction on what general supplies are the responsibility of the Contractor and what type of cleaning products are approved.

c. The following cleaning locations and the frequencies are further defined in

Attachment B: "Maps A through C”:

1. Section “A” High Rise Glass/Wall/Canopy Cleaning

2. Section “B” High Dusting and Detailing

3. Section “C” Pressure Washing Roadway Bridges, Abutments, Kneewalls, Pier and

Toll Structures

d. The Aviation Authority reserves the right to adjust areas as necessary to ensure operational service coverage remains.

6.2. Section “A” High Rise Glass/Wall/Canopy Cleaning

The Contractor shall provide all labor, supervision, materials,…