REQUEST FOR PROPOSALS

26-414-RFP

VARIABLE FREQUENCY DRIVE REPAIR

AND/OR REPLACEMENT SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION AND RESPONSE PREPARATION

3. MINIMUM REQUIREMENTS

4. SCOPE OF WORK

5. OTHER REQUIREMENTS

6. SELECTION PROCESS, AWARD AND CONTRACT EXECUTION

7. EVALUATION CRITERIA

8. PRICE TABLE(S)

9. VENDOR QUESTIONNAIRE

10. AVIATION AUTHORITY STANDARD TERMS AND CONDITIONS

11. SAMPLE CONTRACT AND CONTRACT INSTRUCTIONS

ATTACHMENTS

A - 26-414-RFP ATTACHMENT A - VFD INVENTORY LIST & LOCATIONS

GREATER ORLANDO AVIATION AUTHORITY

Variable Frequency Drive Repair and/or Replacement Services

1. INTRODUCTION

1.1. Summary

The objective of this Solicitation is to procure a highly qualified and experienced

Contractor that specializes in performing troubleshooting, detailed diagnostics, repair/refurbishment, and programming or replacement of Variable Frequency Drives

(VFDs) at all facilities, equipment rooms and other locations managed by the Greater

Orlando Aviation Authority (GOAA). This Solicitation is for highly specialized services that requires evidence of a solid work history and financial stability. Respondents are cautioned to pay close attention to the Minimum Requirements Section of this

Solicitation and follow all instructions.

The successful Contractor will be required to work with various manufacturers brands of

VFDs and will be required to have personnel pass a background check so that security access badges can be obtained from the Aviation Authority's Access Control department.

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 5/1/2026.

1.3. Background

The Orlando International Airport (MCO), managed and operated by the Greater

Orlando Aviation Authority (Aviation Authority), currently handles over 56.4 million domestic and international passengers annually. MCO experienced a 14.5% growth in passenger traffic in the 12 months ended June 2025 compared to the 12 months ended

June 2019, including 16.3% growth in international passenger traffic which now stands at over 8.2 million passengers annually.

MCO is currently served by 39 commercial passenger airlines and 7 cargo carriers. MCO is the busiest airport in the State of Florida and has been ranked the 9th busiest airport in the United States and 25th in the world.

The Aviation Authority is committed to ensuring quality services and a seamless passenger journey through exceptional experiences, collaboration, and creativity, by focusing on People, Connection, Community and Innovation.

1.4. Tentative Timeline

Release Project Date: February 27, 2026

Pre-Submittal Meeting (Non-

Mandatory):

March 6, 2026, 11:00am

Virtual

Microsoft Teams:

https://teams.microsoft.com/meet/2710

8319090036?p=3Uqs3EvF6ThvqdQcuu

Meeting ID: 271 083 190 900 36

Passcode: Ww3tc9Fe

Dial in by phone

+1 872-242-8019,,159034015# United

States, Chicago

Find a local number

Phone conference ID: 159 034 015#

Join on a video conferencing device

Tenant key: goaa@m.webex.com

Video ID: 119 664 161 6

Question Submission Deadline: March 13, 2026, 5:00pm

Release of Addendum: March 20, 2026, 5:00pm

Response Submission Deadline: March 31, 2026, 1:00pm

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2640

1685705668?p=TZ8qposWe3Ul9fX4d4

Meeting ID: 264 016 857 056 68

Passcode: Wy9xm3Ze

Dial in by phone

+1 872-242-8019,,261666271# United

States, Chicago

Find a local number

Phone conference ID: 261 666 271#

Join on a video conferencing device

Tenant key: goaa@m.webex.com

Video ID: 113 920 630 3

Evaluation Committee Date: April 23, 2026 https://teams.microsoft.com/meet/27108319090036?p=3Uqs3EvF6ThvqdQcuu https://teams.microsoft.com/meet/27108319090036?p=3Uqs3EvF6ThvqdQcuu mailto:goaa@m.webex.com https://teams.microsoft.com/meet/26401685705668?p=TZ8qposWe3Ul9fX4d4 https://teams.microsoft.com/meet/26401685705668?p=TZ8qposWe3Ul9fX4d4 mailto:goaa@m.webex.com

Aviation Authority Board Approval Date: May 20, 2026

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

2. GENERAL INFORMATION AND RESPONSE PREPARATION

2.1. Nondiscrimination Legal Notices

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

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

Respondent.

2.2. Reservation of Rights

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

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

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

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

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

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

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

Solicitation.

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

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

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

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

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

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

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

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

2.3. Solicitation Information / Instructions To Respondents

a. All prospective Respondents shall thoroughly examine and become familiar with the Solicitation package and carefully note the items which must be submitted with the Solicitation as detailed in Section 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 https://procurement.opengov.com/portal/goaa 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.

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

n. Once the deadline for receipt of Responses has occurred, no Response may be altered or withdrawn for a period of 180 days after such deadline.

2.4. Pre-Submittal Meeting

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

b. The Teams link can be find under Section 1: 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.

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

180.03) is available upon request from the Manager of Board Services.

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

Business Development Department). An appropriate official or employee of the

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

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

Procurement Platform during the Question-and-Answer period. Questions or issues raised at the Pre-Submittal Meeting or during the Question-and-Answer period, which, in the Aviation Authority's discretion, necessitate changes to the https://procurement.opengov.com/portal/goaa solicitation, 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. 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.

2.7. Exceptions to Terms and Conditions within the Solicitation

If a Respondent desires any changes or modifications to the terms and conditions set forth in their response, the Respondent should submit these changes or modifications to the Aviation Authority in writing, via the e-Procurement platform Questions, prior to the deadline for questions. The Aviation Authority will consider such requested changes to the Contract’s terms and conditions. If any such requested changes or modifications are acceptable, the Aviation Authority will modify the terms and conditions by Addenda to this Solicitation prior to the deadline for Response submission. In submitting any requested changes or modifications, a Respondent should state the specific terms or conditions in the Aviation Authority’s Response Document, which the Respondent wishes to change, and the desired language, terms or conditions. Respondents are requested to not substitute entire agreements or sets of terms and conditions but discuss separately each term or condition that they take exception to or desire to change. Exceptions noted within the response submittal may cause the response to be deemed non-responsive.

2.8. 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 if applicable, shall be included in such Respondent's prices listed in its Solicitation.

2.9. 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.

2.10. 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))

2.11. Withdrawal of Responses

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

Authority for all its costs incurred in connection with such withdrawal or attempted withdrawal including, without limitation, any increased costs for procuring the goods or services from another Respondent or all costs of advertising and re-procuring the goods or services, and all attorneys’ fees, in addition to payment of the Aviation Authority’s other damages. A Respondent’s submission shall be deemed the Respondent’s acknowledgment of an agreement to the provisions of this Section.

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

2.12. Public Meetings/Public Records

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

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

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

2.13. 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.

2.14. Independent Consultant Status and Compliance with the Immigration

Reform and Control Act

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

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

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

2.16. Notice of Intent to Award

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

Notice will be posted to the e-procurement platform.

2.17. Tie Breaking

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

1. Drug-Free Workplace

2. Request Offerors to submit best and final pricing

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

4. Game of chance – Coin toss

2.18. 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.

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

3.1. Minimum Experience

Respondent shall have a minimum of ten years of continuous, recent, relevant and verifiable experience providing services of the type described in Section 4: Scope of

Work/Specification, within Ten 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.

3.2. References

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

Respondent delivered goods or provided services of a similar scope and size, within 5 years from 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.

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

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

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

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.

3.3. Registration with the State of Florida

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

3.4. Respondent's Certificate, Willingness to Sign Contract/Agreement

An affirmative statement is required that the Respondent is willing to sign the Contract set forth in this Solicitation, as amended, within ten (10) days after receipt of the

Notice of Award. The Aviation Authority’s goal is that the terms and conditions stated in the Solicitation Documents will constitute the terms of the final Contract between the

Aviation Authority and the successful Respondent, without significant or material change to such Terms or Conditions. A sample Contract is included in this solicitation under Section 11: Sample Contract. This affirmative statement is made as part of the

"Respondent's Certificate" in Section 9: Vendor Questionnaire.

4. SCOPE OF WORK

4.1. Overview

This Contract shall provide all labor, supervision, parts and components, tools, equipment, consumables, and all other items necessary or proper for, or incidental to, performing troubleshooting, detailed diagnostics, programming, repair, and/or replacement of the Aviation Authority’s Variable Frequency Drives (hereinafter collectively referred to as “VFD”), including the equipment listed on Attachment “A” at the Orlando International Airport, in accordance with the Contract Documents. All work shall be performed in accordance with the Specifications attached hereto.

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

Authority may also add new equipment and systems to the scope of this Contract during the Contract term, which shall be documented in writing by the Authorized

Airport Representative (AAR) and included in an updated Attachment “A”.

The Contractor(s) shall comply with applicable regulations and standards including

International Electrotechnical Commission (IEC) 61800 Standards, Occupational

Safety and Health Administration (OSHA), VFD manufacturer’s specification and operating procedures, The National Electrical Code (NEC) requirements, National Fire

Protection Association (NFPA) 79 Cable Requirements, Original Equipment

Manufacturer (OEM) specifications, and industry accepted practices.

4.2. Aviation Authority’s Responsibilities

The Aviation Authority will provide reasonable parking accommodations for the

Contractor’s employees while performing the work specified herein. Contractor vehicles must comply with all airport parking and traffic regulations.

4.3. Contractor Responsibilities

a. The Contractor shall be solely responsible for providing all tools, specialized equipment, software, hardware, parts, and materials necessary to perform inspections, diagnostics, repairs, and replacements of Variable Frequency Drives

(VFDs) and associated components in accordance with this Specification.

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

c. 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.

d. All work performed under this Contract shall be carried out under the direction of the Aviation Authority's Authorized Representative (the "AAR"). The Contractor in the course of the work under this Contract is responsible for continuous communications and coordination with the AAR.

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

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.

g. The Contractor shall be solely responsible for providing all tools, specialized equipment, software, hardware, parts, and materials necessary to perform inspections, diagnostics, repairs, and replacements of Variable Frequency Drives

(VFDs) and associated components in accordance with this Specification.

h. The Aviation Authority reserves the right to inspect and approve all tools, equipment, and apparatus prior to their use on Authority property. Any item deemed unsuitable or unsafe by the Aviation Authority shall not be used until corrected to the satisfaction of the Aviation Authority’s Authorized

Representative (AAR).

i. All Contractor equipment used on Authority property shall be maintained in safe and operable condition at all times and operated in accordance with proper safety procedures and practices. If, in the opinion of the AAR, any equipment is unpresentable, leaking, or in poor working condition, the Contractor shall promptly remove such equipment from the premises and replace it with acceptable equipment meeting AAR approval.

j. The Contractor shall, at its sole cost and expense, maintain reasonable insurance coverage to protect against losses from theft, vandalism, or other incidents resulting in damage or loss to the Contractor’s equipment, materials, tools, supplies, or related property while on Authority premises.

k. Upload of training certificates for proposed Technicians that will be assigned to this contract will be required in Section 9: Vendor Questionnaire.

4.4. Work Hours

a. Standard Work Hours: Contractor shall normally perform work during

Standard Work Hours which are between 7:00 a.m. and 7:00 p.m., Monday through Friday, excluding Authority’s observed holidays.

b. Non-Standard Work Hours: Any work performed outside the Standard Work

Hours which are between 7:01 p.m. – 6:59 a.m., or on Saturday, Sunday, or

Aviation Authority’s observed holidays shall be consider work performed during

Non-Standard Work Hours. No work shall be done on weekends or Authority holidays, without the prior written approval of the AAR. The Contractor shall give the Aviation Authority sufficient advance notice to request work during Non-

Standard Work Hours to allow the Aviation Authority to assess the impact that such activities would have on the area’s normal scheduled operations.

c. Emergency Condition: In the event of an emergency condition is declared by the Aviation Authority’s Chief Executive Officer, Chief Operating Officer, Director of Maintenance or their respective designees, the Contractor will perform work during such hours as specified by the Aviation Authority and shall be paid as

Non-Standard hours.

d. Sign-In and Sign-Out Central Plant: Contractor personnel shall physically check in upon arrival at a work site and check out prior to departure with the

AAR at the Central Plant. In addition, the Contractor’s technicians shall log in and out using the Airport’s Digital Sign-In Systems located at the Central Plant or inside the Maintenance Shops building.

1. Contractors will be instructed on proper use of the digital sign-in system touchpads, and instructions are posted next to each touchpad. Technicians shall use the touchpads to:

2. Record time in and time out per work order

3. Record the location of work

4. Leave a note describing the equipment to be repaired or replaced

5. Upon completion, record sign-out, leaving a note explaining if the job was completed and describing the work performed.

6. Additionally, a sign-in/sign-out log binder will be available as an alternative method if Digital Sign-In System is down.

7. The combination of physical check-in with the AAR and touchpad logging ensures accurate tracking of all work performed on Authority property.

Central Plant may be contacted at (407) 825-4000.

e. Response Time: Contractor shall be on call twenty-four (24) hours per day, seven (7) days per week.

1. Respond Time During Standard Work Hours: When Contractor is on-site, performing work on a different site, Contractor shall respond to the request for repair service within thirty (30) minutes. When Contractor is off-site, Contractor shall be on-site within two (2) hours for any service call identified as critical such as major system failure due to malfunction, lightning, electrical surges, or life safety related issues.

2. Respond Time During Non-Standard Hours: Contractor shall respond to the request for repair services within two (2) hours and shall be on-site within four (4) hours for non-critical emergencies. All requests for Emergency

Response shall be originated through the Airport’s Central Plant/Dispatch office.

f. Actual Charges: Charges under this Contract shall be based on actual hours worked on the Aviation Authority’s site, as recorded in the Airport’s Digital Sign-

In System located at the Central Plant or inside the Maintenance Shops Building.

Time required for travel to and from the Aviation Authority’s site is not eligible for reimbursement and shall be included in the Contractor’s overhead costs.

4.5. Contractor's Personnel

a. The Contractor shall provide staffing per the following requirements for each key position. The Aviation Authority shall have the right, in its sole discretion, to approve or reject Contractor’s staffing if the Aviation Authority advises in writing that such staff is objectionable to the Aviation Authority. Additionally, during the term of the Contract, the Aviation Authority may require that the Contractor promptly transfer from the Airport and replace the On-Site Manager, and/or

Assistant Managers, if the Aviation Authority advises in writing that such manager is objectionable to the Aviation Authority. The Contractor shall employ all persons necessary to provide the required functions in accordance with the approved Staffing Schedule provided to the AAR.

b. The Contractor shall provide an adequate number of skilled technicians who are thoroughly trained and have a minimum of three (3) years of experience in providing variable frequency drive (VFD) repair and/or replacement services. The technicians shall possess factory and/or field training that aligns with current manufacturer standards.

c. The Contractor shall submit training certifications for each technician prior to the commencement of work under this Contract. In addition, the Contractor shall ensure that all technicians complete ongoing training related to current and emerging VFD technologies throughout the term of the Contract. The AAR may request copies of training certifications at any time.

d. The Contractor shall provide sufficient supervision to ensure that all work is performed safely, efficiently, and in accordance with the Contract Documents. A designated on-site lead technician or supervisor shall be available at all times while work is being performed.

4.6. Contractor's Performance

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

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

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

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

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

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

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

f. Dates for commencement and completion of work will be on an as-needed basis and shall be coordinated with the AAR.

g. Contractor shall utilize maximum safety precautions. Tools and equipment will be in a good state of repair, safe to use, and be used in the manner in which they were intended. Contractor is required to inform all workers and concerned persons of the Safety Data Sheets on all products being utilized on this project.

No materials or equipment will be left unattended or stored on the project site at any time.

h. For each repair and/or replacement, the Contractor shall furnish for approval by the AAR a schedule, which indicates starting and end dates for the applicable services.

i. The Contractor shall be able to perform on-site repairs the same day as problems are diagnosed.

j. Contractor shall implement, wherever possible, practices and procedures outlined and/or referenced in The Aviation Authority’s Sustainability Management

Plan related to reducing waste and maximizing recycling.

4.7. Transition Plan

At the request of the AAR, the Contractor shall attend coordination meetings with the current contractor providing such Variable Frequency Drive Repair and/or Replacement

Services before the commencement of the Contract. Toward the end of the term of the

Contract (including approved renewals), at the request of the AAR, the Contractor shall attend coordination meetings, if upon expiration or termination a third party has been selected to perform the services.

4.8. Quality Assurance

a. The Contractor shall perform all inspections, troubleshooting, repairs, and replacements in accordance with recognized industry standards and applicable manufacturer instructions to ensure the integrity and performance of the VFD equipment.

b. All work performed by the Contractor shall be completed in a manner that preserves and does not void any manufacturer warranties. The Contractor shall follow all manufacturer-recommended procedures and specifications during maintenance, repair, and replacement activities.

4.9. Materials, Tools, and Parts

a. The Contractor shall maintain, at all times, readily available access to all spare parts, materials, tools, and equipment necessary for the timely repair, replacement, and maintenance of all equipment covered under this Contract.

Delays in service due to lack of parts, tools, or materials shall not be acceptable.

b. The Contractor shall provide all supplies, materials, consumables, and related items required to perform work within the defined scope of this Contract. All such items shall be new, of current manufacture, and compliant with all applicable specifications, codes, and industry standards.

c. For any repair or service determined to be outside the scope of this Contract:

1. The Contractor shall submit a written quotation to the Aviation Authority’s

Authorized Airport Representative (“AAR”) for review and written approval prior to commencing any work.

2. Pricing shall be based on the labor rates established within this Contract and the actual cost of parts plus the approved mark-up percentage.

3. No out-of-scope repair work shall begin without prior written authorization from the AAR

4. The Aviation Authority shall reimburse the Contractor, at actual cost, for standard freight and shipping charges associated with reimbursable parts, materials, or components identified under Attachment “A” or otherwise approved in advance by the AAR.

▪ Overnight or expedited shipping shall require prior written approval from the AAR.

▪ The Contractor shall submit original receipts for all reimbursable purchases with each invoice.

▪ Without prior written approval from the AAR, the Contractor shall not order parts or components for any single repair exceeding an aggregate cost of one hundred dollars ($100.00).

5. All repair, replacement, and obsolete parts shall be new Original Equipment

Manufacturer (OEM) parts.

▪ If an OEM part has been discontinued, the Contractor may propose a third-party equivalent of equal or higher quality, subject to written approval by the AAR prior to installation.

▪ Rebuilt, refurbished, or used parts shall not be permitted under this

Contract without written authorization from the AAR.

4.10. Enclosures, Conduit, Boxes, and Wiring Accessories

a. All conduit, junction boxes, enclosures, and associated accessory hardware used in damp or wet locations shall be of metal construction and rated for NEMA 4X

(or equivalent) weatherproof service. Plastic boxes or non-sealed enclosures are not acceptable unless specifically approved in writing by the AAR.

b. Conduit systems shall be sealed, weatherproof type with watertight fittings. All boxes shall have appropriate gasketing and include corrosion-resistant covers fastened with stainless steel or equivalent hardware. All materials must be compatible with the airport environment (e.g., high humidity, salt air). Where conduit passes through walls or floors, approved sealed bushings or sleeves shall be used to prevent moisture ingress.

c. All VFD enclosures, pull boxes, and junction boxes shall be sized per NEC and manufacturer requirements. Standard minimum pull box volume is 25 cubic inches, with larger boxes supported independently of conduit.

d. Support and Mounting:

1. Boxes ≤25 sq in: minimum one 3/8” all-thread rod hanger.

2. Boxes >25 sq in: minimum two 3/8” all-thread rod hangers, spaced to prevent movement or swaying; increase quantity/size as required for stability.

3. Boxes and enclosures shall be mounted rigidly, flush, and level, with lines perpendicular/parallel to finished surfaces.

4. Support shall not rely on conduit or ceiling wires, and alignment shall allow ready access for maintenance.

e. The Contractor shall submit for approval in writing the proposed conduit, enclosures, and accessory materials for each replacement or repair job in damp or wet locations. The Aviation Authority may reject materials that do not meet this specification, even if code-compliant.

f. This section applies to all VFD equipment listed on Attachment “A” and any subsequently added drives under the contract located in damp or wet spaces

(mechanical rooms, pump stations, AHU rooms, etc.). All pull/junction boxes shall be grounded per NEC and labeled with voltage, circuit, panel source, and load location.

4.11. VFD Wiring and Connections

a. All wiring, terminations, and connections to VFDs shall comply with NEC and manufacturer’s installation requirements. Contractor shall ensure all wiring and connections maintain proper electrical clearances, support, and protection in all locations. Only materials compatible with the airport environment shall be used.

b. Conduit and Raceways

1. Conduit serving VFDs shall be rigid metal or IMC, or approved flexible metallic conduit where required.

2. Conduit shall be supported independently of enclosures or VFDs and installed with weatherproof fittings in damp or wet areas.

3. Hangers or supports shall be installed at maximum 6 ft spacing for horizontal runs, 4 ft for vertical runs, and within 12 inches of each box or VFD entry.

4. Conduit runs over 150 ft shall include pull boxes at approximately midpoint or as required for code-compliant wire pulling.

c. Enclosures and Boxes

1. All VFD enclosures, junction boxes, and pull boxes shall be metal, NEMA 4X rated for damp/wet areas, or NEMA 1/12 for dry areas.

2. Boxes and enclosures shall be supported independently of conduit and mounted flush and level, secured with appropriate hardware for the wall, floor, or ceiling type.

3. For boxes larger than 25 sq in, provide two all-thread rod supports minimum to eliminate swaying or movement.

d. Terminations and Connections

1. Contractor shall follow manufacturer torque and labeling instructions for all

VFD wiring terminations.

2. All wiring shall be neatly bundled, supported, and routed to avoid stress on terminations.

3. Unused knockout openings shall be sealed with approved closures.

4. Each VFD connection shall be clearly labeled with voltage, source panel, and load information per airport standards.

e. Coordination and Review

1. Contractor shall verify mounting heights, clearances, and accessibility with the Aviation Authority’s AAR prior to rough-in.

2. All VFDs shall maintain minimum working clearances for maintenance as specified by NEC and manufacturer.

3. Any deviation in box placement, conduit routing, or supports must be approved in writing by the AAR before installation.

f. Inspection and Testing

1. Prior to energizing, the Contractor shall ensure all connections are tight, boxes properly supported, and wiring clearly labeled.

2. VFD systems shall be visually inspected for compliance with this specification and manufacturer guidelines before turnover.

4.12. VFD Inventory and Locations

In addition to the requirements of this Specification, the Contractor shall refer to

Attachment “A” for a detailed list of equipment locations and identification of all systems covered under this Contract. The Contractor shall use Attachment “A” to determine which equipment requires Variable Frequency Drive (VFD) repair and/or replacement services as part of the Contract scope.

4.13. Repair and/or Replacement

a. In situation in which the lack of immediate repair may result in injury to a person or damage to the VFD or any other Authority property, the Contractor shall immediately place the applicable equipment out of service and notify the AAR as soon as possible.

b. If the AAR determines that any VFD is non-repairable or that it is more cost effective to replace the VFD rather than repair it, then the Contractor will provide the AAR a written quote for the complete VFD replacement. No replacement work will take place until the AAR provides written approval to the Contractor. Due to the control points and interlocks incorporated into all VFD, Contractor shall coordinate any replacement work with existing Building Automation System and

Fire Alarm System companies as required.

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

d. Upon completion of the repairs, the AAR will inspect areas where work has been performed. Except when a shorter time is required in the Specification, Contractor must correct deficiencies noted during inspection within seven (7) business days following the receipt of written notice of such deficiency.

4.14. Inspection and Approval

a. Upon completion of any work performed under this Contract, the Aviation

Authority’s Authorized Airport Representative (“AAR”) shall inspect the areas and equipment where the work was performed to verify compliance with Contract requirements.

b. The Contractor shall provide a daily work sheet for each day work is performed. At a minimum, the daily work sheet shall include:

1. The specific area(s) and equipment where work was performed;

2. Name(s) of all personnel who performed the work;

3. Hours worked by each individual; and

4. A brief description of the work completed.

c. The daily work sheet shall be reviewed and signed by the AAR or by an authorized designee, which may include the Aviation Authority’s HVAC

Technicians or HVAC Supervisor. A signed daily work sheet confirms only that the work was performed; it does not constitute acceptance for payment without the required reports outlined in the Reports section.

d. If any deficiencies, incomplete work, or non-conforming conditions are identified during inspection, the AAR or authorized designee shall provide written notice to the Contractor. The Contractor shall correct all deficiencieswithin seven (7) business days following receipt of such written notice, unless a shorter timeframe is necessary for safety, operational, or regulatory reasons.

e. Failure to correct deficiencies within the required timeframe may result in invoice rejection, deductions, or other contractual remedies available to the Aviation

Authority.

4.15. Materials Disposal

a. The Contractor shall be solely responsible for the proper handling, removal, transportation, and disposal of all waste materials generated as a result of work performed under this Contract. Such materials include, but are not limited to:

1. Replaced VFD units and VFD components.

2. Electrical parts, wiring, fuses, terminals, and enclosures.

3. Packaging, pallets, shipping materials, and debris.

4. Damaged or defective parts removed during repair.

5. Any other materials, refuse, or by-products associated with the work.

b. All removed materials, including replaced VFDs and components, shall be disposed of off Aviation Authority property and shall not be stored, abandoned, or left in…