Janitorial Supplies

The Sanford Airport Authority invites bids for Janitorial Supplies at Orlando Sanford International Airport. This project supports the Authority’s ongoing commitment to enhancing airport infrastructure and operations.

Proposals will be considered from qualified Respondents who can offer competitive pricing, direct online ordering, volume discounts, ensure on-time delivery and develop a contingency plan for out-of-stock items.

It is the intent of the Authority to award a three (3) year base term, with options for two (2) one (1) year renewals.

Firms submitting a Bid in response to this Solicitation (singularly, a Respondent; collectively, Respondents) must meet the minimum qualification requirements specified in the Respondent Questionnaire, available on the Authority’s e-Procurement Portal hosted by OpenGov at https://secure.procurenow.com/portal/flysfb.

Background

The Sanford Airport Authority ("Authority"), a Florida public entity and small hub commercial service airport, is soliciting janitorial supplies under a firm fixed pricing contract for use at Orlando Sanford International Airport owned and operated by the Authority. The Authority manages operations in a prudent, lawful, community-conscious, and fiscally responsible manner and issues solicitations to support airport operations consistent with established procurement formats and procedures reflected in Authority. This project supports the Authority’s ongoing commitment to enhancing airport infrastructure and operations.

Project Details

• Reference ID: 2026-012-ITB
• Department: Operations
• Department Head: Bill Bannan (Director of Operations)

Important Dates

• Questions Due: 2026-04-03T21:00:00.000Z
• Answers Posted By: 2026-04-07T21:00:00.000Z
• Pre-Proposal Meeting: 2026-03-27T15:00:00.000Z — Vigilante Conference Room Welcome Center - 1st floor Orlando Sanford International Airport 2001 Red Cleveland Blvd. Sanford, FL 32773 The meeting will be held at the Vigilante Conference Room located @ 2001 Red Cleveland Blvd., Sanford, Florida 32773 which is located across from the Main Terminal in the Welcome Center/Rental Car Building. Enter the lobby and the conference room is located between the rental car counters. Attendees may park in any available lot and parking vouchers will be provided to cover the fee.

Addenda

• Addendum #1 (released 2026-03-16T18:58:27.447Z) —

  Sanford Airport Authority 2026-012-ITB Janitorial Supplies Addendum 1

• Official Notice #1: 2026--012-Janitorial Supplies Pre Bid Sign In (released 2026-04-02T19:22:42.890Z) —

  2026--012-Janitorial Supplies Pre Bid Sign In

• Addendum #2 (released 2026-03-19T14:37:55.482Z) —

  Addendum 2, 2026-012-ITB Janitorial Supplies

• Addendum #3 (released 2026-04-02T13:16:59.985Z)
• Addendum #4 (released 2026-04-07T12:51:19.638Z) —

  Addendum 4

Evaluation Criteria

• Contract Draft —

  Exhibit A Draft Contract Attached

• Mandatory Pre-Solicitation Conference —

  A Mandatory Pre-Solicitation Conference will be held at the date, time and location listed in the Timeline. Questions relating to the Solicitation process will be answered at that time. At least one representative for each potential Respondent must attend the Mandatory Pre-Solicitation Conference. Responses submitted by Respondents that did not have a representative in attendance at the Mandatory Pre-Solicitation Conference will be rejected.

  1. In-Person Attendance

  The Mandatory Pre-Solicitation Conference may be attended in-person at the location specified in the Timeline. To be considered as attending in-person, prospective Respondents must have signed in on a sign-in sheet prior to the start of the Mandatory Pre-Solicitation Conference. Attendees are warned that the sign-in sheets will be collected once the Mandatory Pre-Solicitation Conference begins. Any Attendees arriving after the sign-in sheets are collected will not be considered to have attended the Mandatory Pre-Solicitation Conference.

   

• Authority Business Days —

  8:00 a.m. to 5:00 p.m., Eastern Time Zone, Monday through Friday, with the exception of Authority holidays.

• Award —

  Bid may be awarded all or none, by lot, by partial lot, or by item as indicated in the Price Schedule, to the lowest responsive and responsible bidder(s) meeting all specifications, terms, and conditions. Respondent should carefully consider each item for conformance to bid specifications. In addition, the Authority reserves the right to have multiple awards such as primary, secondary, etc. for all items.

  No award will be made until the Authority has concluded such investigations as it deems necessary to establish the responsibility of each Respondent in accordance with this Solicitation. The Authority reserves the right to reject the Bid of any Respondent who is determined to be non-responsive or non-responsible.

   

• Awarded Respondent —

  A Respondent that is awarded a Purchase Order and/or contract.

• Contract Term/Termination —

  The term of the Contract is for three (3) years, and includes two (2), one (1) year renewal options at the sole discretion of the Authority. The Authority reserves the right to terminate the Contract, in whole or in part, with or without cause, upon thirty (30) calendar days’ written notice to the Contractor. In the event of termination, the Authority may compensate the Contractor only for goods received and accepted by the Authority and/or services satisfactorily performed prior to the effective date of termination.

  The Authority also reserves the right to immediately terminate the Contract, without prior notice, if the Contractor is found to be in default for any reason, including but not limited to engaging in fraudulent, unethical, or illegal activities; failing to perform in accordance with the terms and conditions of the Contract; or violating any applicable federal, state, or local laws or regulations.

  This Contract is non-exclusive, and the Authority reserves the right to procure similar goods or services from other sources at its sole discretion.

• Vigilante Conference Room —

  The Vigilante Conference Room is located @ 2001 Red Cleveland Blvd., Sanford, Florida which is located across from the Main Terminal. Enter the lobby through the sliding glass main doors, go past the rental car area and the conference room is located on your right. For parking information, visit the Authority website at: https://flysfb.com/ground-transportation-parking/parking/.

• Non-Mandatory Pre-Solicitation Conference —

  A Non-Mandatory Pre-Solicitation Conference will be held at the Vigilante Conference Room located @ 2001 Red Cleveland Blvd., Sanford, Florida 32773 which is located across from the Main Terminal in the Welcome Center/Rental Car Building. Enter the lobby and the conference room is located between the rental car counters. Attendees may park in any available lot and parking vouchers will be provided to cover the fee.

  Questions relating to the Solicitation process will be answered at that time or may be submitted in the Question-and-Answer section in the solicitation prior to the Question-and-Answer deadline.

   

• Bidder —

  The term Respondent or Bidder refers to any individual, firm, contractor, vendor, or other entity that submits a response, proposal, or bid to a government-issued Solicitation. These terms may be used interchangeably throughout this document and may refer to the party seeking to be considered for award of the resulting Contract.

• Authority's Right —

  This Solicitation shall in no manner be construed as a commitment by the Authority to award a Contract. The Authority reserves the right, in its sole discretion, to reject any or all Bids, in whole or in part, at any time and for any reason. The Authority further reserves the right to waive minor irregularities in the Solicitation process or in any Bid received; to clarify or request additional information from any Respondent, including work references for projects of similar scope and size; and to inspect or investigate the qualifications and information submitted by any Respondent.

  Such investigations may include, but are not limited to, verification of references, review of certifications or licenses, financial stability, equipment and vendor facility visits/inspections, and examination of financial information to assess the Respondent’s responsibility and capability to perform. The Authority may disqualify any Respondent determined to be non-responsive, non-responsible, or otherwise unqualified to perform the required services.

  Additionally, the Authority reserves the right to re-advertise the Solicitation; to postpone or cancel the Solicitation process; to modify the Solicitation schedule at any time; to negotiate, select, or procure portions of the services separately; and to enter into negotiations with an alternate Respondent if a Contract cannot be successfully negotiated with the initially recommended Respondent.

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

   

• Mandatory Site Tour —

  The Authority will conduct a Mandatory Site Tour of <insert site tour information>. <Include the following if there are restrictions on the number of attendees: Only two representatives per company attending the Mandatory Pre-Solicitation Conference will be allowed to attend the Mandatory Site Tour.> To be considered as attending the Mandatory Site Tour, a potential Respondent must have signed in on a sign-in sheet prior to the start of the Mandatory Site Tour.

• Optional Site Tour —

  The Authority will conduct an Optional Site Tour of <insert site tour information>. <Include the following if there are restrictions on the number of attendees: Only two representatives per company attending the Mandatory Pre-Solicitation Conference will be allowed to attend the Optional Site Tour.>

• Board —

  The Sanford Airport Authority Board of Directors.

• Consent to Inquiry —

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

• CEO —

  The Sanford Airport Authority Chief Executive Officer.

• Contract —

  The Contract, including all exhibits, schedules, subsequent amendments and attachments thereto, executed by and between the Authority and the Awarded Respondent.

• Solicitation Compliance —

  It is the responsibility of each Respondent to examine carefully this Solicitation and to judge for itself all of the circumstances and conditions which may affect its Bid. Any data furnished by the Authority is for informational purposes only. The Respondent’s use of any such information will be at the Respondent’s own risk. Failure on the part of any Respondent to examine, inspect, and be completely knowledgeable of the terms and conditions of this Solicitation and all its attachments, appendices, exhibits and addenda, the operational conditions, or any other relevant documents or information will not relieve the Respondent from fully complying with this Solicitation. This Solicitation will be awarded only to a Respondent considered to be capable of performing the Services as required in this Solicitation. Authority may declare any Respondent ineligible at any time during the process of receiving Bids or awarding the Solicitation where developments arise which, in the opinion of the Authority, adversely affect the Respondent’s competency to perform the Services and to discharge its responsibilities under this Solicitation.

• Questions, Clarification, and Addenda —

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

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

  C. All questions and clarification requests concerning these Solicitation Documents, such as discrepancies, omissions and exceptions to any term or condition of the Solicitation Documents, which incorporates all its addenda, appendices, exhibits and attachments, must be submitted via the Authority’s e-Procurement Portal, located at https://secure.procurenow.com/portal/flysfb prior to the Question and Clarification Deadline as stated in the Timeline. All answers to questions and clarification requests will be posted on the Authority’s e-Procurement Portal. Respondents may also click “Follow” on the Solicitation, via the Authority’s e-Procurement Portal, located at https://secure.procurenow.com/portal/flysfb, to receive an email notification when such answers and clarifications are posted. It is the responsibility of the Respondent to check the website for answers to questions and clarification requests.

  D. If the Respondent requests modifications to the Solicitation Documents, the Respondent must provide detailed justification for each modification requested. The Authority will determine what changes will be acceptable to the Authority and changes approved by the Authority will be issued in a written addendum as outlined below. No oral interpretation or clarification of the Solicitation Documents will be made to any Respondent. It is the responsibility of the Respondent to verify the Authority received its question, clarification or modification request concerning this Solicitation.

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

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

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

• Binding Offer —

  A Bid may be withdrawn by Respondent at any time prior to the Bid Deadline by submitting a request in writing to the Procurement Agent. Once the Bid Deadline has passed, a Respondent’s Bid may not be withdrawn, will remain valid for a period of one hundred and twenty (120) calendar days, and will be considered a binding offer. The submission of a Bid will be taken as prima facie evidence that the Respondent has familiarized itself with the contents of this Solicitation in its entirety.

• Public Opening of Bids —

  Bids will be publicly opened and read aloud as set forth in the Timeline. Only the Bidders List will be read aloud. Pricing will be made public at the time of Bid Tabulation posting.

• Customers —

  Authority, Concessionaires and other Airport non-aviation tenants and service providers operating at the Airport to whom Awarded Respondent will provide Services.

• Estimated Quantities —

  The price Schedule Exhibit B in the Respondent Questionnaire, has estimated annual usage quantities. Order quantities may vary. There are no minimum order quantity restrictions. The Respondent may fulfill all orders regardless of the original quantities shown on the price schedule. The Authority will not consider any responses which stipulate a guarantee to order a specific quantity or dollar amount of any item. Unit prices must include all cost associated with delivery to the Authority. Price quoted must be submitted according to the Unit of Measure in the pricing Table.

• Non-Exclusivity of Contract —

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

• Purchase Order —

  A document that authorizes a purchase transaction between the Sanford Airport Authority and the Awarded Respondent(s) and incorporates the Solicitation, including all appendixes, the Awarded Respondent(s)’s Bid, and the Purchase Order Terms and Conditions.

• Respondent —

  The term Respondent or Bidder refers to any individual, firm, contractor, vendor, or other entity that submits a response, proposal, or bid to a government-issued Solicitation. These terms may be used interchangeably throughout this document and may refer to the party seeking to be considered for award of the resulting Contract.

• Cost of Bid Preparation —

  All costs incurred by the Respondent in connection with the preparation, submission, and presentation of a Bid or response to this Solicitation—including but not limited to costs related to site visits, interviews, presentations, and any other related activities, shall be the sole responsibility of the Respondent. Under no circumstances shall the Authority be liable for or reimburse any such costs, regardless of whether a contract is awarded.

• Deviation from Product Specifications —

  Specifications that reference specific brand names or product models are intended solely to identify the minimum quality, performance level, and characteristics required. Bidders may propose equivalent or superior products; however, any alternate offering must comply with the following requirements:

  Identification of Alternate Product
  Bidders must list the manufacturer’s name, brand, model number, and/or part number for the proposed equivalent product in the space provided on the Bid Form.

  Indication of Alternate (“ALT”)
  When submitting a price for an alternate product, the Bidder may indicate “ALT” under the price to clearly reflect that the item offered is an alternate to the referenced brand.

  Submission of Supporting Documentation
  The Authority may request technical specifications and documentation to allow the Authority to conduct a preliminary evaluation of the proposed alternate.

  Product Samples
  The Authority may request a product sample at no cost to the Authority. The Bidder agrees to provide such samples upon request.

  The Authority reserves the sole right to determine the acceptability of any alternate product offered. Additionally, The Authority reserves the right to add or remove related item requirements at any time during the contract term. Pricing for any items added during the contract will be negotiated at the time of addition.

  Respondents must demonstrate their ability to deliver reliable, prompt, and professional services, including assignment of a dedicated representative to support the Authority.

• Quantities/Volume of Business —

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

• Services —

  The services as detailed in Attachment Sample Contract, Exhibit A, Scope of Services.

• Solicitation Documents —

  All documents associated with this Solicitation, including but not limited to, addenda, sample Contract documents, and exhibits.

• Disclosure —

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

• Services —

  The services as detailed in the Scope of Services.

• Damages Recovery —

  The Respondent agrees to the use of Damages Recovery in the event Respondent fails to perform in accordance with the provisions herein. On the occasion where the Respondent has been found to be in default of contract, or any material provision thereof, or fails to remedy any deficiency in performance, Authority may procure the necessary supplies or services from an alternative source and hold the Respondent financially responsible for any excess costs incurred. The difference between the Bid price of the product or service and the actual price paid may be deducted from any current or future obligations owed to the Respondent. In addition, default will result in termination of contract and a prohibition against future business with Authority for a term of not less than three years. Nothing in this paragraph shall be deemed to limit the available damages that may be recovered by Authority as a result of Respondent’s failure to perform.

• Timeline —

  List of dates, times and locations of various meetings and postings in Section I, Introduction.

• Collusion —

  More than one Bid from the same Respondent under the same or different names will not be considered. Joint Bids will not be accepted. Reasonable grounds for believing that a Respondent is submitting more than one Bid will cause the rejection of all Bids in which the Respondent is involved. Bids will be rejected if there is reason for believing that collusion exists among Respondents, and no participant in such collusion will be considered in any future solicitations for a period of six (6) months following the Bid Deadline for this Solicitation.

• Non-Exclusivity of Awarded Contract —

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

• Compliance —

  Respondents must comply with all Authority, local, State and Federal directives, orders, policies and laws as applicable to this Solicitation and subsequent Contract.

• Safety Data Sheet (SDS) —

  Upon the Authority's request, a Safety Data Sheet (SDS) may be provided for all hazardous materials or chemicals included in this proposal.

• Governance —

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

• Online Ordering System —

  System Availability
  The awarded Respondent shall provide an online ordering system that is accessible twenty-four (24) hours per day, seven (7) days per week, excluding scheduled maintenance.

  Product Catalog Requirements
  The awarded Respondent shall maintain an online product catalog that includes all contract‑authorized items and associated pricing. The catalog must provide clear and accurate product descriptions, specifications, and images, as well as real‑time availability information. The awarded Respondent shall update the catalog promptly to reflect item additions, deletions, discontinued products, and approved equivalent substitutions.

  Pricing and Contract Compliance
  All pricing displayed in the online system shall match the contract pricing.

  Ordering and Workflow Features
  The system shall support both standard and recurring order functionality. The Authority shall receive electronic confirmation for all submitted orders and shall have the ability to view complete order history through the system.

  Reporting
  The awarded Respondent shall provide reporting tools that enable the Authority to access, view, and download a comprehensive set of reports, including but not limited to order history, spend by department or user, backorders, substitutions, and delivery performance. All reports shall be provided in both Excel and PDF formats.

  Order Tracking
  The system shall provide shipment tracking information, including carrier details, and tracking numbers, as well as estimated delivery dates. The system shall also provide notifications for backorders and partial shipments.

  Training, Onboarding, Customer Technical Support
  The awarded Respondent shall provide training materials and onboarding support for all system users. A dedicated account representative shall be assigned to support the Authority throughout the contract term. The awarded Respondent shall provide customer service and technical support during standard business hours. The awarded Respondent shall notify the Authority of any major system enhancements or changes in a timely manner.

  System Updates and Change Management
  The awarded Respondent shall provide advance notice of any system updates that may affect system functionality, catalog structure, or user permissions. Such updates shall not alter pricing or contract terms.

  Data Security
  The awarded Respondent shall ensure secure access to the ordering system by implementing authentication measures and protecting all user information. The awarded Respondent shall comply with all applicable data privacy and information security industry standards.

   

• Cone of Silence —

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

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

  (1) A potential Respondent (which includes vendors, service providers, bidders, proposers, lobbyists and consultants) and their representative(s) and Authority staff or Authority consultants engaged to assist the Authority on a specific RFP, RFQ, ITN, or ITB, except for communications with the Authority Procurement Agent or other supporting procurement staff responsible for administering the procurement, provided the communication is strictly limited to procedural matters.

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

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

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

   

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

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

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

  (3) Communications relating to protests made in accordance with the Authority Procurement Protests Policy, as revised from time to time.

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

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

• Procurement Protests Policy —

  Failure to follow Authority Procurement Protests, as set out in the Authority policies, constitutes a waiver of the Respondent’s protest and resulting claims. A copy of Procurement Protests, may be obtained by contacting the Authority via email to procurement@osaa.net.

• Shipping/Receiving and Packaging —

  Stocked items shall be processed and shipped within twenty-four (24) hours of order receipt. Items not currently in stock and placed on back order shall be shipped within one (1) week of order receipt, unless otherwise approved by the Authority.

  Packaging must clearly identify any deviations from the original specification and must indicate the unit price applicable to the quantity contained within each package.

  Shipping terms shall be FOB Destination.

  Deliveries will be accepted Monday through Friday between the hours of 8:00 a.m. and 3:00 p.m. EST, excluding recognized holidays.

  The awarded Respondent shall exercise due care in the packing, handling, and transportation of all materials to ensure delivery in excellent condition. The awarded Respondent shall be solely responsible for any damage, loss, breakage, deterioration, or other condition that results in materials failing to arrive or arriving in less than acceptable condition.

  Shipping labels: Each shipment shall include a clearly visible shipping label displaying, at a minimum, the following information:

  Awarded Vendor's name, address, and phone number
  Applicable purchase order number and delivery address shown exactly as specified below:

  Sanford Airport Authority
  Loading Dock
  ATTN: Janitorial Department Contact
  1795 Hangar Rd.
  Sanford FL 32773

  Packing Slips: Shall contain at a minimum the following information: Awarded Vendor's name, address and phone number
  Date Ordered – Order Number – PO number – Part Number – Line-Item Description – Quantity ordered per line item – quantity included in shipment per line item – Any backordered items per line item, and the corresponding expected delivery date of any backordered items.

• Invoicing —

  The normal terms of payment will be 30 days from receipt and acceptance of goods or services and submission of a correct invoice. Invoices must include Awarded Respondents' name, address and phone number. Date Ordered, Order Number, Invoice Number, PO number, Item Part Number, Line-item description, Quantity Ordered per line item, quantity included in shipment per line item and any backordered items per line item. Failure to submit detailed invoices may delay payment. Payment does not waive the Authority’s right to contest any portion of the invoice. If Contractor fails to deliver the Services in accordance with the contract requirements, the Authority may withhold payment until satisfactory completion.

  All invoices shall be submitted to: SAATrinDocs@osaa.net to ensure prompt payment processing.

• Report of Unsatisfactory Materials and/or Services —

  A “Report of Unsatisfactory Material and/or Service” form shall be utilized to document unsatisfactory performance during the term of this contract. The report may become an important part of the Contractor’s history. The report and process will assist the Authority to determine whether there is a continuing pattern of problems which may need to be addressed through termination of contract and/or suspension of Contractor from future Bidding.

• Damage/Sub-Standard Quality —

  Any product that does not meet standards specified herein or that is damaged will not be accepted by the Authority. The Respondent shall replace these products within ten (10) calendar days from date of notification by the Authority. The Respondent shall be responsible for the pickup of defective products at no expense to the Authority. Any defective product not picked up after 10 business days after notification by the Authority is subject to disposal by the Authority without any compensation to the Respondent.

• Public Disclosure —

  All Bids and other materials or documents submitted by a Respondent in response to this Solicitation shall become the property of the Authority. The Authority is subject to the public records requirements of Chapter 119, Florida Statutes, and all materials submitted by the Respondent are subject to public disclosure, except to the extent such materials are exempt or confidential pursuant to Florida law.

  The Respondent acknowledges the Authority’s obligations under Chapter 119, Florida Statutes, and specifically waives any claims against the Authority for the disclosure of materials made in response to a public records request, provided such disclosure is made in accordance with applicable law.

• Contingent Fee Prohibited —

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

• Suspension/Debarment of Contractors —

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

• Subcontractors —

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

• Illegal Alien Labor —

  The parties shall each comply with all federal and state laws, including but not limited to section 448.095, Florida Statues, prohibiting the hiring and continued employment of aliens not authorized to work in the United States. The parties must not knowingly employ unauthorized aliens working under this agreement and should such violation occur shall be cause for termination of the Agreement. The parties will utilize the E-verify system established by the U.S. Department of Homeland Security to verify the employment eligibility of its new employees working under this agreement hired during the contract term, and will further include in all subcontracts for subcontractors performing work or providing services pursuant to this Agreement an express written requirement that the subcontractor utilize the E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor to work under this agreement during the contract term. The Contractor shall receive and retain an affidavit from the subcontractor stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien to work under this agreement. Contractor’s knowing failure to comply with this subsection may result in termination of the Agreement and debarment of the Contractor from all public contracts for a period of no less than one (1) year.

• Public Entity Crimes —

  A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity; may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in Florida Statute Section 287.017, for CATEGORY TWO for a period of thirty six (36) months from the date of being placed on the convicted vendor list.

• Insurance Requirements —

  A. Insurance

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

  B. Required Coverage – Minimum Limits

  1) Commercial General Liability Insurance: The minimum limits of insurance (inclusive of any amounts provided by an umbrella or excess policy) covering the Services performed pursuant to this Contract will be the amounts specified herein. Coverage will be provided for liability resulting out of, or in connection with, ongoing operations performed by, or on behalf of, Company under this Contract or the use or occupancy of Authority premises by, or on behalf of, Company in connection with this Contract. Coverage shall be provided on a form no more restrictive than ISO Form CG 00 01. Additional insurance coverage shall be provided on a form no more restrictive than ISO Form CG 20 10 10 01 and CG 20 37 10 01.

  Contract Specific

  Each Occurrence $1,000,000

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

  Products and Completed Operations Aggregate $1,000,000

  2) Workers’ Compensation and Employer’s Liability Insurance: The minimum limits insurance (inclusive of any amount provided by an umbrella or excess policy) are:

  Part One: “Statutory”

  Part Two:

  Each Accident $1,000,000

  Disease – Policy Limit $1,000,000

  Disease – Each Employee $1,000,000

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

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

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

  3) Professional Liability Insurance: Such insurance will be provided on a form acceptable to Authority and maintained throughout this Contract and for three years following completion of this Contract. Coverage will include all work of Company without exclusions unless approved in writing by Authority. The limits of coverage will not be less than:

  Each Occurrence $1,000,000

  Annual Aggregate $1,000,000

  4) Waiver of Subrogation

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

  C. Customer Claims, Issues, or Complaints

  All customer claims, issues, or complaints regarding property damage or bodily injury related to the Company will be promptly handled, addressed and resolved by the Company.

  The Company will track all customer claims, issues, and complaints and their status on a Claims Log available for review, as needed, by Authority Risk Management. The Claims Log should include a detailed report of the incident along with the response and/or resolution. Authority Risk Management has the option to monitor all incidents, claims, issues or complaints where the Authority could be held liable for injury or damages.

  D. Conditions of Acceptance

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

  The Awarded Respondent’s insurance certificate, meeting the minimum requirements specified in the Contract, must be submitted and approved by the Authority within ten (10) calendar days of Contract award.

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

   

• Disclosure of Authority Records —

  The Authority owns all records and documents generated by the Awarded Respondent pursuant to the Contract and the Awarded Respondent agrees that it will not, without written approval by the Authority, disclose publicly said records and documents.

• Hold Harmless —

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

• File Uploads —

  All electronic files uploaded must be in a common format accessible by software programs the Authority uses. Such common formats are generally described as Microsoft® Word (.doc or .docx), Microsoft® Excel (.xls or .xlsx), Microsoft® Power Point (.ppt or pptx), or Adobe Portable Document Format (.pdf).

   

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

   

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

   

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

   

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

• Prohibition Against Contracting with Scrutinized Companies —

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

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

  Each Respondent must complete and return the Scrutinized Company Certification Form included in the Respondent Questionnaire, Required Forms section of ProcureNow for this Solicitation. If the Respondent is found to have submitted a false certification, been placed on the Scrutinized Companies that Boycott Israel List, is engaged in a boycott of Israel, or for any contract for goods or services of $1 million or more, has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List or is found to have been engaged in business operations in Cuba or Syria, the Authority may terminate any resulting contract or award.

• Non-Discrimination —

  The Sanford Airport Authority, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, disadvantaged business enterprises and airport concession disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

• Drug-Free Workplace Program Certification —

  In accordance with Section 287.087, Florida Statutes, whenever two or more Bids are equal, preference will be given to the Bid received from a business that certifies it has implemented a drug-free workplace program. If none or all of the equal Respondents have a drug-free workplace program, the Respondent where the Bid is received with the earliest date, time stamp will be awarded the Contract. If your firm has a drug-free workplace program, the Drug-Free Workplace form in the Questionnaire must be filled out and submitted with your response. Failure to fill-out and submit the form with your response shall deem your firm as not participating in a drug-free workplace program.

• Bid Guaranty (If Applicable) —

  Each Respondent must submit with its Bid, a Bid Guaranty in the form of a bank certified or cashier's check or a bid bond in the amount of <$____ or __% of <insert what the percentage is based on> amount entered by the Respondent in the Cost Proposal Form, payable in U.S. dollar value to the Sanford Airport Authority, which the Authority will hold until the Contract is executed with the Awarded Respondent. Failure to submit a Proposal Guaranty will result in rejection of the Respondent’s Bid as non-responsive.

  The Awarded Respondent will forfeit the entire Bid Guaranty for failure to enter into the Contract with the Authority and furnish the required certificates of insurance <and payment and performance bonds with surety or sureties acceptable to the Authority>. The certificate of insurance <and payment and performance bonds> must be submitted and approved by the Authority within ten (10) calendar days of award. Failure to return the executed Contract as set forth in Section ______, Contract, will result in forfeiture of the Recommended Respondent’s Bid Guaranty as liquidated damages. In such case, the Recommended Respondent will have no claim of any kind, including any right of recovery of costs, against the Authority.

  The Bid Guaranty will be returned to Respondents not selected by the Authority, except where otherwise stated herein.

Submission Requirements

• Minimum Qualifications —

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

• Respondent is registered with the Florida Department of State, Division of Corporations to do business in the State of Florida. (www.sunbiz.org) (required)
• Respondent is NOT listed on the Florida Department of Management Services, Convicted Vendor List as defined in Section 287.133(3)(d), Florida Statutes. (www.dms.myflorida.com/business_operations/ state_purchasing/vendor_information/convicted _suspended_discriminatory_complaints_vendor _lists/convicted_vendor_list) (required)
• Respondent confirms it has the ability to obtain the insurance coverage and limits as required in the Solicitation Documents. (required)
• Respondent is NOT listed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List or the Scrutinized Companies that Boycott Israel List or is engaged in business operations in Cuba or Syria, as detailed in the Solicitation Documents. (https://www.sbafla.com/fsb/FundsWeManage/ FRSPensionPlan/GlobalGovernance Mandates.aspx > Links – Scrutinized List of Prohibited Companies) (required)
• Respondent is NOT listed on the Federal Convicted Vendor list. (www.sam.gov) (required)
• Respondent is NOT listed on the Florida Department of Transportation Contractor Suspension List. (http://www.dot.state.fl.us/construction/legal /newsuspension.shtm) (required)
• Respondent meets the W/MBE requirements as stated in the Solicitation and has completed the W/MBE Assurance and Participation forms. (required) —

  Please download the below documents, complete, and upload.

• Respondent meets the ACDBE requirements as stated in the Solicitation and has completed the ACDBE Assurance and Participation form.* Please download the below documents, complete, and upload. (required)
• Respondent had a representative sign-in and attend the Mandatory Pre-Solicitation Conference or had a representative attend the Mandatory Pre-Solicitation Conference on-line via DialPad®. (required) —

  NOTE: To be considered as attending the Mandatory Pre-Solicitation Conference, the prospective Respondent must have signed in on a sign-in sheet prior to the start of the Mandatory Pre-Solicitation Conference or signed in to DialPad® and be identified by the Procurement Agent at the start of the Mandatory Pre-Solicitation Conference.

  Provide the name of Respondent’s representative who attended the mandatory Pre-Solicitation Conference in-person or via DialPad®

• Respondent had a representative sign-in and attend the Mandatory Site Tour. (required) —

  NOTE: To be considered as attending the Mandatory Site Tour, a prospective Respondent must have signed in on a sign-in sheet prior to the start of the Mandatory Site Tour.

  Provide the name of Respondent’s representative who attended the Mandatory Site Tour.

• Respondent has submitted the Bid Guaranty as detailed in the Solicitation document. (required) —

  Attach a copy of the original Bid Guaranty.

• Required Forms —

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

• Respondent has completed and submitted the Respondent Information Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent has completed and submitted the Equal Opportunity Report Statement Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent has completed and submitted the Drug Free Workplace Certification Form. —

  If Respondent has a Drug Free Workplace, please download the below documents, complete, and upload.

• Respondent has completed and submitted the ACDBE Assurance and Participation Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent has completed and submitted the Scrutinized Company Certification Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent has completed and submitted the Acknowledgement of Bid Form. (required) —

  Please download the below documents, complete, and upload.

• Online Established Ordering System
• Online Ordering System (required) —

  The Respondent has provided the link to their established online ordering system demonstration within their proposal

• Provide a detailed contingency plan, as specified in the Scope of Services. The plan must outline your procedures for maintaining service continuity during disruptions. (required)
• Price Schedule
• Respondent has completed and submitted the Exhibit B Price Schedule. —

  Please download the below documents, complete, and upload.

• Will Purchase Orders be utilized rather than a contract? (required)
• Selection from the below to include the appropriate W/MBE or ACDBE particpation. (required)
• Is there a pre-solicitation conference? (required) —

  Select the appropriate response.

• Is there a site tour? (required) —

  Select the appropriate response.

• Does this solicitation require a Bid Guaranty? (required)
• Is the Contract to be awarded in excess of $100,000? (required)
• Is this a Concessions Contract? (required)

Questions & Answers