CONCESSIONS/PROCUREMENT COMMITTEE (CPC) AGENDA. DATE: March 4, 2019 DAY: Monday TIME: 1:30 p.m.

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1 CONCESSIONS/PROCUREMENT COMMITTEE (CPC) AGENDA DATE: March 4, 2019 DAY: Monday TIME: 1:30 p.m. LOCATION: Carl T. Langford Board Room One Jeff Fuqua Blvd. Orlando, FL I. CALL TO ORDER II. ANNOUNCEMENTS - Appeal Process and Lobbying Activities NOTE: If anyone is aggrieved by any of the proceedings of today s meeting and wishes to appeal the results of actions made by this Committee, they must file an appeal stating the item they wish to appeal and the basis for which they wish to appeal. Any decision made at these meetings will need record of the proceedings and for that purpose may need to ensure that a verbatim record of the proceeding is made which includes the testimony and evidence upon which the appeal is to be based. Any appeal must be received in writing by the Chief Executive Officer, Mr. Phillip N. Brown, in his office at One Jeff Fuqua Boulevard, Main Terminal Building by Monday, March 11, 2019 at 4:00 p.m. For individuals who conduct lobbying activities with Aviation Authority employees or Board members, registration with the Aviation Authority is required each year prior to conducting any lobbying activities. A statement of expenditures incurred in connection with those lobbying instances should also be filed prior to April 1 of each year for the preceding year. As of January 16, 2013, lobbying any Aviation Authority Staff who are members of any committee responsible for ranking Proposals, Letters of Interest, Statements of Qualifications or Bids and thereafter forwarding those recommendations to the Board and/or Board Members is prohibited from the time that a Request for Proposals, Request for Letters of Interests, Request for Qualifications or Request for Bids is released to the time that the Board makes an award. As adopted by the Board on September 19, 2012, lobbyists are required to sign-in at the Aviation Authority offices prior to any meetings with Staff or Board members. In the event a lobbyist meets with or otherwise communicates with Staff or a Board member at a location other than the Aviation Authority offices, including the Mayor of the City of Orlando or the Mayor of Orange County, at their offices, the lobbyist shall file a Notice of Lobbying (Form 4) detailing each instance of lobbying to the Aviation Authority within 7 calendar days of such lobbying. As of January 16, 2013, lobbyists will also provide a notice to the Aviation Authority when meeting with the Mayor of the City of Orlando or the Mayor of Orange County at their offices. The policy, forms, and instructions are available in the Aviation Authority s offices and the web site. Please contact the Director of Board Services with questions at (407) III. IV. CONSIDERATION OF THE FEBRUARY 18, 2019 MINUTES CONSENT AGENDA A. Recommendation of a Single Source Contract Extension Amendment No. 11 for Purchasing Contract 01-08, Off- Site Records Storage Services, with Retrievex Acquisition LLC II (Retrievex) B. Recommendation to Renew Purchasing Contract 08-15, Aircraft Operating Area (AOA) Landscape Maintenance Services, with P&L Lawn Maintenance, Inc. (P&L) C. Recommendation to Award the Purchase of Seven (7) Vehicles through the Utilization of a Cooperative Purchasing Agreement V. NEW BUSINESS A. Recommendation to Rescind and Re-award the Blue Tint Recycling Bags on Request for Written Quotation (RFQ) , Restroom Supplies B. Recommendation to Award Purchasing Invitation to Bid Aquatic Weed Control Services NEXT SCHEDULED CONCESSIONS/PROCUREMENT COMMITTEE MEETING IS ON MONDAY, MARCH 18, 2019

2 DRAFT On FEBRUARY 18, 2019, the CONCESSIONS/PROCUREMENT COMMITTEE of the GREATER ORLANDO AVIATION AUTHORITY met in the Carl T. Langford Board Room at Orlando International Airport, One Jeff Fuqua Boulevard, Orlando, Florida, Chairman Anderson called the meeting to order at 1:31 p.m. The meeting was posted in accordance with Florida Statutes and a quorum was present. Committee members present: Staff/Others present: Raymond Anderson, Chair Kathleen Sharman, Vice Chair Bradley Friel, Director of Planning Brian Engle, Director of Customer Experience Thomas Draper, Senior Director of Airport Operations Bruce Gant, Manager of Purchasing Contracts Diana Hershner, Manager of Purchasing Larissa Bou, Recording Secretary Jo Thacker, Legal Counsel, Nelson Mullins Broad and Cassel Ruye Hawkins, P.A. Chairman Anderson announced to all present that if anyone is aggrieved by any of the proceedings of today s meeting and wishes to appeal the results of actions made by this Committee, they must file an appeal stating the item they wish to appeal and the basis for which they wish to appeal, and it must be received in writing by the Chief Executive Officer, Mr. Phillip N. Brown, in his office at One Jeff Fuqua Boulevard, Main Terminal Building, by Monday, February 25, 2019 at 4:00 p.m. For individuals who conduct lobbying activities with Aviation Authority employees or Board members, registration with the Aviation Authority is required each year prior to conducting any lobbying activities. A statement of expenditures incurred in connection with those lobbying instances should also be filed prior to April 1 of each year for the preceding year. As of January 16, 2013, lobbying any Aviation Authority Staff who are members of any committee responsible for ranking Proposals, Letters of Interest, Statements of Qualifications or Bids and thereafter forwarding those recommendations to the Board and/or Board Members is prohibited from the time that a Request for Proposals, Request for Letters of Interests, Request for Qualifications or Request for Bids is released to the time that the Board makes an award. As adopted by the Board on September 19, 2012, lobbyists are required to sign-in at the Aviation Authority offices prior to any meetings with Staff or Board members. In the event a lobbyist meets with or otherwise communicates with Staff or a Board member at a location other than the Aviation Authority offices, including the Mayor of the City of Orlando or the Mayor of Orange County, at their offices, the lobbyist shall file a Notice of Lobbying (Form 4) detailing each instance of lobbying to the Aviation Authority within 7 calendar days of such lobbying. As of January 16, 2013, lobbyists will also provide a notice to the Aviation Authority when meeting with the Mayor of the City of Orlando or the Mayor of Orange County at their offices. The policy, forms, and instructions are available in the Aviation Authority s offices and the web site. Please contact the Director of Board Services with questions at (407) MINUTES 1. Upon motion by Mr. Draper second by Mr. Friel, vote carried and motion passed to approve the minutes of January 17 and February 4, 2019, as written. CONSENT ITEMS 2. Motion was made by Mr. Engle, second by Mr. Friel, to consider the following items: a. recommend to the Chief Executive Officer: (1) award Purchasing Request for Written Quotations # to USA Commercial Services of Florida, Inc. as the low, responsive and responsible bidder in the not-to-exceed value of $125,625.00; (2) authorize funding from previously-approved Operation and Maintenance Fund; and (3) authorize the Purchasing Office to issue the necessary Blanket Purchase Agreement; b. recommend to the Aviation Authority Board: (1) deem the quotations submitted by Twist Aero, John Bean Technologies, Cavotec and Smart Airport Systems non-responsive for the reasons outlined in the memorandum; (2) award Purchasing Request for Written Quotations # to Verde GSE as the low, responsive and responsible Respondent in the not-to-exceed amount of 1

3 DRAFT MINUTES FOR THE FEBRUARY 18, 2019, CONCESSIONS/PROCUREMENT COMMITTEE $448,819.00; (3) authorize funding from previously-approved Capital Expenditure Fund; and (4) authorize the Purchasing Office to issue the necessary Purchase Order; and, c. recommendation to the Chief Executive Officer to: (1) award a Temporary Revocable License Agreement for the Retail Merchandising Program at Orlando International Airport to Mark Novak, d/b/a See s Candies and (2) authorize an Aviation Authority Officer or the Chief Executive Officer to execute the appropriate license following satisfactory review by Legal Counsel. Chairman Anderson asked if anyone in the audience would like to speak to this matter. Hearing none, he then asked if any Committee members had questions. Vice Chair Sharman indicated she had questions regarding Consent Agenda Item B and asked Ms. Hershner to explain the reasons Twist Aero, John Bean Technologies, Cavotec and Smart Airport Systems were deemed non-responsive. Ms. Hershner explained that Twist Aero offered a 12 month warranty instead of the 24 month warranty required; John Bean Technologies did not include the model or any specifications of the PCA units quoted, therefore a review could not be completed; Cavotec s response noted exceptions to the Aviation Authority s General Terms and Conditions and provided two different lead times that contradicted each other; and Smart Airport System s response noted exceptions to the Aviation Authority s Payment Terms. Vice Chair Sharman asked legal counsel if Consent Agenda Item B must be considered separate from the other items. Ms. Thacker indicated that all Consent Agenda Items could be considered in one motion. Following discussion, motion passed to approve the consent agenda. There were no further questions or comments. RECOMMENDATION TO APPROVE THE PURCHASE OF COMPUTER HARDWARE AND SOFTWARE MAINTENANCE, SUPPORT, MAINTENANCE AND SUPPORT RENEWALS AND LICENSE RENEWALS 3. Ms. Hershner presented the item. This request is for multiple purchases of computer hardware and software maintenance, support, maintenance and support renewals and license renewals, as well as Software as a Service (SaaS) license renewals, and other internet based service renewals (Technology Renewals) by utilizing various procurement methods, as allowed by Aviation Authority Policies. The term of each renewal may range from a pro-rated period of less than 12 months to a not-toexceed period of 60 months, as appropriate for the renewal agreement purchased. All Aviation Authority owned computer hardware and software licenses require support and/or maintenance to ensure the continuous operation of such computer hardware and/or software applications to support the operations of the Aviation Authority. The Aviation Authority s Information Technology (IT) Department provides routine user support needs, but almost all of the hardware and software applications are either proprietary, protected by a copyright, and/or protected under license agreement terms, and therefore require technical expertise that staff does not have. The Aviation Authority s Purchasing Department makes every effort to obtain competitive pricing on initial agreement purchases and agreement renewals, but in many cases, the agreements and the technical expertise required are only available directly from the original hardware or software manufacturer. The acquisition of maintenance agreements or support services in many cases from a supplier other than the manufacturer could void hardware warranties, result in equipment downtime, or violate copyright laws. The Aviation Authority also has SaaS licensing agreements in which the software is not owned by the Aviation Authority but for which the Aviation Authority has purchased access. These agreements are required to support the operational needs of various Aviation Authority departments. The use of SaaS licensing agreements eliminates the Aviation Authority s need to purchase computer hardware and/or traditional software licenses. Computer hardware maintenance is the responsibility of the SaaS provider and software upgrades are included in the annual renewal cost. The Aviation Authority also has Internet Subscription Services agreements in which the provider grants the Aviation Authority access to a proprietary database. These subscription services are required to support the operational needs of various Aviation Authority departments. The use of a Subscription Services agreement eliminates the Aviation Authority s need to contract for 2

4 DRAFT MINUTES FOR THE FEBRUARY 18, 2019, CONCESSIONS/PROCUREMENT COMMITTEE services to develop these data bases and then subsequently continue to contract for services to continually update the data base. The database is created by and continually updated by the service provider. These activities are included in the annual renewal cost. The estimated value of this request is $6,086,615.78, which includes a contingency of 20%, through March 31, The value of renewal purchases made have been funded by the associated departments from the Operation and Maintenance Fund that is approved during the budget process. The departments requiring Technology Renewal purchases going forward intend to submit budget requests for funds expected to be spent under the resulting Purchase Orders in FY 20 and such requests, when considered with known or anticipated obligations of the departments for FY 20, do not exceed expected or reasonable funding approvals. It was respectfully requested that the Concessions/Procurement Committee approve that the following be recommended to the Aviation Authority Board: (1) approve the purchase of Technology Renewals on the list (copy on file), which renew within the 12 month approval period of April 1, 2019 through March 31, 2020; (2) authorize funding from approved departments Operation and Maintenance Funds in the not-to-exceed amount of $6,086,615.78, which includes a 20% contingency for anticipated price increases and the purchase of new licenses and hardware support; and (3) authorize the Purchasing Department to award purchase orders for each renewal utilizing competitive quotations, direct negotiations, single source procurements, sole source procurements, other entities contract (piggy-backing), procurement card, or other methods in compliance with referenced Aviation Authority policies. Chairman Anderson asked if any Committee member had questions. Vice Chair Sharman asked Ms. Hershner to explain how staff is able to keep track of the budget, to ensure that the various departments involved are staying under $6 million. Ms. Hershner explained that this is a joint effort between herself; Mr. Ian Brooks, Information Technology Contract Manager; and Mr. Roy Sledge, with AITC. They all work together to reach out to the various departments, remind them when the renewals are due, and determine if the solicitation method used last year will be the same method used this year. Ms. Hershner further indicated that they also look at how many new items have come off of the first year warranty, which will need to be included in the renewals. This has caused a substantial increase in renewal costs. Discussion ensued regarding warranties. Chairman Anderson asked how many of these renewals were directly negotiated. Ms. Hershner responded that items that are less than $15,000 are directly negotiated, per policy and if only one response is received, then staff tries to negotiate the value. Furthermore, staff works with legal counsel to negotiate terms and conditions. Chairman Anderson asked if anyone in the audience would like to speak to this matter. There were no comments or questions from the audience. Upon motion by Mr. Draper, second by Mr. Friel, vote carried to approve staff s recommendations. RECOMMENDATION TO AWARD PURCHASING INVITATION FOR BID (IFB) 15-19, SHUTTLE BUS MANAGEMENT SERVICES 4. Mr. Gant presented the item. The term of the contract is for thirty-six (36) months with initial service to commence on or about May 1, 2019, and with the Aviation Authority having options to renew the contract for two (2) additional periods of one (1) year each. The contract will be to provide all labor, supervision, materials, supplies, equipment, tools, and all other items necessary or proper for, or incidental to, performing operation and management services for the Aviation Authority s shuttle busses used at Orlando International Airport in accordance with the Contract Documents. On January 24, 2019, the following IFB s were received: Name of Respondent Total Three (3) Year Bid Price RTW Management, Inc. $19,282,195.00* National Express Transit Corporation $19,322,784.50** SP Plus Transportation an Operating Division 3

5 DRAFT MINUTES FOR THE FEBRUARY 18, 2019, CONCESSIONS/PROCUREMENT COMMITTEE of SP Plus Corporation $19,359, Academy Bus LLC $22,103, First Transit Inc. No Bid * RTW Management s bid contained a mathematical error which resulted in a $119, understatement of its bid. The corrected price is reflected in the tabulation. The error did not affect the ranking. ** National Express Transit Corporation s bid contained a mathematical error which resulted in a $1.50 overstatement of its bid. The corrected price is reflected in the tabulation. The error did not affect the ranking. National Express Transit Corporation, SP Plus Transportation and Academy Bus were determined to be responsive. The bid documents submitted by RTW Management were missing the signature page, Page BF-5. References for the four bidders were checked and based thereon SP Plus Transportation and Academy Bus were determined to be responsible. RTW Management s references did not verify that they met the Minimum Responsibility Criteria as it relates to the 8,000 daily passenger transport requirement. The reference for Dallas Love Field Airport indicated that the daily passenger count was approximately 4,000. Two of National Express Transit Corporation s references said they would not hire them again. The amount paid to the contractor is based on actual work requested, performed, and approved by the Aviation Authority. Pricing is based on a Management Fee, an Hourly Rate for Leased or Owned Busses, and a Reimbursable Payroll and Operating Expense (not-to-exceed amount provided by the Aviation Authority). This solicitation did include a 17% Minority and Woman Business Enterprise (MWBE) and 1.7% Local Developing Business (LDB) participation goals. The Small Business Development (SBD) Department determined that RTW Management, National Express Transit Corporation, and SP Plus Transportation met the participation goal and should be deemed responsive as it relates to the small business participation requirement. However, the bid from Academy Bus proposed to meet the LDB participation goal with a non-ldb certified small business. Therefore the SBD Department recommends that the bid from Academy Bus be deemed non-responsive as it relates to the small business participation requirement. SP Plus Transportation s bid in the amount of $19,359, is to be funded from the Operations and Maintenance Fund account code numbers and Funds expected to be spent under the contract in the current fiscal year are within approved budget. Funding required in current and subsequent fiscal years will be allocated from the Operations and Maintenance Fund as approved through the budget process and when funds become available. It was respectfully requested that the Concessions/Procurement Committee approve that the following be recommended to the Aviation Authority Board: (1) deem RTW Management, Inc. as nonresponsive and non-responsible; National Express Transit Corporation as non-responsible; and Academy Bus LLC as non-responsive; (2) award Purchasing Bid Shuttle Bus Management Services to SP Plus Transportation, an Operating Division of SP Plus Corporation as the low responsive and responsible Bidder; (3) authorize funding in a not-to-exceed amount of $19,359, from the Operations and Maintenance Fund; and (4) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an agreement following satisfactory review by legal counsel. Chairman Anderson asked if anyone in the audience would like to speak to this matter. Hearing none, he then asked if any Committee member had questions. Vice Chair Sharman requested further clarification as to why National Express Transit Corporation (National) was deemed responsive, but non-responsible. Mr. Gant explained that National received two negative references, which indicated that they would not hire the company again. He further clarified that National is the incumbent and one of the negative references received is from the Aviation Authority. Chairman Anderson asked if RTW Management failed to sign the correct form. Mr. Gant confirmed yes. Chairman Anderson further asked clarification regarding RTW Management s references. Mr. Gant explained that RTW Management s references did not verify that they met the Minimum Responsibility Criteria as it relates to the 8,000 daily passenger transport requirement. The 4

6 DRAFT MINUTES FOR THE FEBRUARY 18, 2019, CONCESSIONS/PROCUREMENT COMMITTEE reference for Dallas Love Field Airport indicated that the daily passenger count was approximately 4,000. Lastly, Chairman Anderson asked if there were any changes in scope. there were only minor changes. Mr. Gant responded that Upon motion by Vice Chair Sharman, second by Mr. Engle, vote carried to approve staff s recommendation. ADJOURNMENT 5. Chairman Anderson asked if there was further business to discuss before the Committee. Having no further business to discuss, Chairman Anderson adjourned the meeting at 1:53 p.m. The next scheduled CPC meeting will be held on Monday, March 4, 2019 at 1:30 p.m. in the Carl T. Langford Board Room. (Digitally signed on) Larissa Bou Recording Secretary Raymond Anderson Chairman 5

7 GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport One Jeff Fuqua Boulevard Orlando, Florida MEMORANDUM TO: Members of the Concessions/Procurement Committee FROM: Bruce L. Gant, Purchasing Manager - Contracts DATE: March 4, 2019 ITEM DESCRIPTION Recommendation of a Single Source Contract Extension Amendment No. 11 for Current Purchasing Contract 01-08, Off-Site Records Storage Services, with Retrievex Acquisition LLC II (Retrievex) BACKGROUND The initial term of the contract was for sixty (60) months, effective April 18, 2008, expiring April 17, 2013, and with the Aviation Authority having five (5) options to renew the contract for an additional period of one (1) year each. The fifth renewal option expired on April 17, The Aviation Authority extended the contract for five (5) months, expiring September 17, The Aviation Authority extended the contract for six (6) months, which will expire on March 17, The contract requires Retrievex to furnish all labor, supervision, materials, supplies, equipment, transportation, submissions, and all other items necessary or proper for, or incidental to, performing offsite records storage services at Orlando International Airport and Orlando Executive Airport in accordance with the Contract Documents. ISSUES Single Source Contract Extension During the review process of new solitcitation Invitation to Bid (IFB) 15-18, it was determined that the moving cost for the boxes would significantly alter the cost of the service. The moving cost was not part of the IFB to encourage competition. Staff is requesting a second 6-month extension to allow time to rebid this solicitation. The rebid would include the moving costs, as well as, the services provided, and give the department time to reallocate funds to cover potential additional moving costs. All the Authority s inactive records are currently boxed and stored at Retrievex s facility consisting of 15,168 boxes. Department Concurs with the extension Contractor Based on the information known at this time, Retrievex has performed satisfactorily during the intial term, renewal options, and extensions. Pricing for the services are based on existiong Unit Prices for the following: Services (indexing, retrieval, re-filing and permanent withdrawl), Storage Box Storage Services, Delivery/Pickup Services, Administrative Services and Certified Records Destruction Services. The Single Source Contract Extension price is a total not-to-exceed amount of $23,000. The Aviation Authority s Policy (Section , Non-Competitive Procurements) permits the Single Source procurement when goods and services made from one firm among others in a competitive market place which, for justifiable reasons, is found to be most advantageous for the purpose of fulfilling the given purchasing need. A copy of form is attached for the Committee s review. CPC CONSENT AGENDA ITEM - A -

8 This Contract did not include a Minority and Woman Business Enterprise (MWBE) and/or Local Developing Business (LDB) participation requirement. FISCAL IMPACT Retrievex, LLC II has agreed to a six (6) month extension to the current Contract in a not-to-exceed amount of $23,000 which is to be funded from the Operation and Maintenance Fund, account code number Funds expected to be spent under the Contract in the current fiscal year are within budget. Funding required in current and subsequent fiscal years will be allocated from the Operation and Maintenance Fund as approved through the budget process and when funds become available. RECOMMENDED ACTION It is respectfully requested that the Concessions/Procurement Committee approve that the following be recommended to the Aviation Authority Board: (1) approve the Single Source Contract Extension for Contract 01-08, Offsite Record Storage Services with Retrievex Acquisition LLC II; (2) authorize funding in a not-toexceed amount of $23,000 from the Operation and Maintenance Fund; and (3) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an Amendment following satisfactory review by legal counsel. Attachments A Contract History B Small Business Memo C Finance Form D Single Source Justification

9 ATTACHMENT A Summary of Contract Revisions OFFSITE RECORDS STORAGE SERVICES Contract Approvals Description Term Dollars Initial Term 3/10/2008 CPC 4/18/2008 CEO 60 Months Contract Award 4/18/2008 thru 4/17/2013 $193, Amendment No. 1 5/30/2012 CEO Assignment Effective 5/30/2012 No Value Amendment No. 2 1/28/2013 CPC 4/23/2013 CEO 1 st Renewal Option 4/18/2013 thru 4/17/2014 $40, Amendment No. 3 4/23/2013 CEO Adjustment Effective 4/23/2013 No Value Amendment No. 4 11/25/2013 CPC 2/19/2014 Authority Board 2 nd Renewal Option 4/18/2014 thru 4/17/2015 $48, Amendment No. 5 Amendment No. 6 1/12/2015 CPC 2/2/2015 CEO 1/11/2016 CPC 4/18/16 CEO 3 rd Renewal Option 4 th Renewal Option 4/18/2015 thru 4/17/2016 4/18/2016 thru 4/17/2017 $40, $43, Amendment No. 7 1/23/2017 CPC 5/10/2017 CEO 5 th Renewal Option 4/18/2017 thru 4/17/2018 $43, Amendment No. 8 Amendment No. 9 Amendment No. 10 Amendment No. 11 8/2/2017 Purchasing Manager 4/24/2018 Purchasing Manager 10/22/18 CPC 03/04/19 CPC Contract Adjustment Single Source Contract Extension Single Source Contract Extension Single Source Contract Extension 7/18/2017 thru 4/17/2018 4/18/2018 thru 9/17/2018 9/18/2018 thru 3/17/2019 3/18/2019 thru 9/17/2019 $ $15, $20, $23, Total Contract Value with all Changes (approved and proposed) $465,592.55

10 ATTACHMENT B GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport 5850-B Cargo Road Orlando, Florida MEMORAMDUM To: Denise K. Schneider, CPPO, C.P.M., C.M., Assistant Director, Purchasing and Material Control From: Somdat Jiawan, Manager, Small Business Programs Orlando Santiago, Small Business Contract Administrator Date: February 21, 2019 Re: Recommendation to do a Single Source Contract Extension for Purchasing Contract 01-08, Off-Site Records Storage Services, with Retrievex Acquisition LLC II. The initial term of the Contract was for sixty (60) months, effective April 18, 2008, expiring April 17, 2013, and with the Authority having five (5) options to renew the Contract for an additional period of one (1) year each. The fifth renewal option expired on April 17, The Authority extended the Contract for five (5) months, expiring September 17, The Authority extended the Contract for six (6) months, which will expire on March 17, Issues: Single Source Contract Extension During the review process of IFB 15-18, it was determined that the moving cost for the boxes would significantly alter the cost of the service. The moving cost was intentionally not part of the IFB to encourage competition. Staff is requesting a second 6-month extension to allow time to rebid this solicitation. Fiscal Impact: The financial impact of this extension is a not-to-exceed amount of $23, At the time the contract was awarded, MWBE or LDB/VBE goals were not established. Should you have questions, you may contact Orlando Santiago at

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14 GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport One Jeff Fuqua Boulevard Orlando, Florida MEMORANDUM TO: FROM: Members of the Concessions/Procurement Committee Denise K. Schneider, CPPO, C.P.M., CPPB, C.M. Assistant Director, Purchasing and Material Control DATE: March 4, 2019 ITEM DESCRIPTION Recommendation to Renew Second Purchasing Contract 08-15, Aircraft Operating Area (AOA) Landscape Maintenance Services, with P & L Lawn Maintenance, Inc. (P&L) BACKGROUND The initial term of the agreement was for thirty-six (36) months, effective July 8, 2015, expiring July 7, 2018, with the Aviation Authority having two (2) options to renew the Contract for an additional period of one (1) year each. The first renewal option year is due to expire on July 7, This contract requires P&L to furnish all labor, supervision, materials (including any replacement plant material and irrigation parts required), supplies, tools, equipment, licenses, permits, chemicals, fertilizer, mulch, and all other items necessary or proper for, or incidental to, performing exterior landscape maintenance and irrigation services located in the areas inside the AOA at the Orlando International Airport in accordance with the Contract Documents. ISSUES Second Renewal Option - July 8, 2019 July 7, Department - Concurs with the renewal. Contractor Based on the information known at this time, contractor has performed satisfactorily during the initial term of the contract and the First Renewal Option. This contract does not include a Minority and Woman Business Enterprise or a Local Developing Business participation requirement. This is a service contract for commercial landscaping services. Pricing for these services are based on Unit Prices and Hourly Labor Rate for: Mowing Edging and Trimming Weeding Pruning-Shrubs and Groundcover Disease and Insect Control Palm Weevil Treatments Fertilization-Turf, Shrubs and Groundcover, Palms, and Trees Irrigation and Maintenance Shredded Mulch Trash and Debris Removal Additional Work Annuals Planting Soil Plant Replacement Materials There are no increases to the Unit Prices and Hourly Labor Rate for the second renewal option. CPC CONSENT AGENDA ITEM B -

15 FISCAL IMPACT The fiscal impact for this second renewal option is a total not-to-exceed amount of $246,400.00, with funding from the Operations and Maintenance Account Code Funds expected to be spent under the Contract in the current fiscal year are within budget. Funding required in current and subsequent fiscal years will be allocated from the Operations and Maintenance Fund as approved through the budget process and when funds become available (see Attachment C ). RECOMMENDED ACTION It is respectfully requested that the Concessions/Procurement Committee approve that the following be recommended to the Authority Board: (1) accept staff s recommendation to renew Purchasing Agreement 08-15, AOA Landscape Maintenance Services, with P&L for AOA Landscape Maintenance Services; (2) authorize funding from Operations and Maintenance Fund for the second renewal option in a not-to-exceed amount of $246,400.00; and (3) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an amendment following satisfactory review by legal counsel. Attachments: A Summary of Contract Revisions B Small Business Memo C Finance Form

16 ATTACHMENT A Summary of Contract Revisions Contract Approvals Description Term Dollars Initial Term CPC 3/23/2015 Board, Item D 4/15/ Months Contract Award 07/08/2015 thru 07/7/2018 $730, Amendment No. 1 CPC 3/5/2018 Chief Executive Officer 3/16/2018 1st Renewal Option 07/08/2018 thru 07/07/2019 $243, Amendment No. 2 Purchasin g Manager Approval Increase- In-Value 07/08/2018 thru 07/07/2019 $3, Amendment No. 3 Pending CPC 3/4/2019 2nd Renewal Option 07/08/2019 thru 07/07/2020 $246, Total Contract Value with all changes (approved and proposed): $1,222,991.00

17 Attachment B GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport 5850-B Cargo Road Orlando, Florida MEMORAMDUM To: From: Denise K. Schneider, CPPO, C.P.M., C.M., Assistant Director, Purchasing and Material Control Somdat Jiawan, Manager, Small Business Programs Orlando Santiago, Small Business Contract Administrator Date: February 14, 2019 Re: Recommendation to Renew Purchasing Contract 08-15, Aircraft Operating Area (AOA) Landscape Maintenance Services, with P & L Lawn Maintenance, Inc. (P&L) The initial term of the Agreement was for thirty-six (36) months, effective July 8, 2015, expiring July 7, 2018, with the Authority having two (2) options to renew the Contract for an additional period of one (1) year each. The first renewal option year is due to expire on July 7, Issues: Second Renewal Option: July 8, 2019 July 7, 2020 Fiscal Impact: The fiscal impact for this second renewal option is a total not-to-exceed amount of $243, At the time the contract was awarded, MWBE or LDB/VBE goals were not established. Should you have questions, you may contact Orlando Santiago at

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19 GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport One Jeff Fuqua Boulevard Orlando, Florida MEMORANDUM TO: Members of Concessions/Procurement Committee FROM: Diana Hershner, CPPO, CPPB, Purchasing Manager DATE: March 4, 2019 ITEM DESCRIPTION Recommendation to Award the Purchase of Seven (7) Vehicles through the Utilization of a Cooperative Purchasing Agreement BACKGROUND This award will result in three (3) Purchase Orders for one (1) 2019 Ford Econoline E- 450 Commercial Cutaway Bus, two (2) 2019 Ford Transit Wagons T-350, and four (4) 2019 Chevy Express Cargo 2500 Vans, from a supplier having a cooperative requirements contract with Sourcewell. Delivery shall be complete within 120 days after receipt of the Purchase Orders. The purchase of these vehicles will support the Aviation Authority s growing transportational needs. The bus will be configured for seventeen (17) passengers and will be used to transport passengers and employees at Orlando International Airport. The transit wagons will be used by Parking Operations, and the cargo vans will be used by Access Control s Lockshop staff. ISSUES The Aviation Authority received the following three (3) quotes from Alan Jay Automotive Management, Inc.: (1) # for 1 Econoline E-450 Commercial Cutaway Bus in the amount of $78, (2) # for 4 Chevy Express Cargo Vans in the amount of $113, (3) # for 2 Ford Transit Wagons in the amount of $71, Sourcewell awarded National Auto Fleet Group Cooperative Contract # NAF on January 17, 2017 for the procurement of Cars, Trucks, Vans, SUVs & Other Vehicles to National Auto Fleet Group. National Auto Fleet Group selected Alan Jay Automotive Management, Inc. to conduct business under Contract # NAF within the State of Florida. FISCAL IMPACT Alan Jay Automotive Management, Inc. s quotations in the total amount of $262, is to be funded from the Capital Expenditure Fund Funds expected to be spent in the 2018/2019 fiscal year are within budget. RECOMMENDED ACTION It is respectfully requested that the Concessions/Procurement Committee approve that the following be recommended to the Aviation Authority Board: (1) award the purchase of one 2019 Ford Econoline E-450 Commercial Cutaway Bus, two 2019 Ford Transit Wagons T-350, and four 2019 Chevy Express Cargo 2500 Vans, pursuant to the Sourcewell Contract # NAF, to Alan Jay Automotive Management, Inc. at the cost of $262,770.31; (2) authorize funding from the approved Capital Expenditure Funds; and (3) authorize the Purchasing Office to issue the necessary Purchase Orders. Attachments A Award Criteria (if applicable) C Finance Form CPC CONSENT AGENDA ITEM - C -

20 ATTACHMENT A Award Criteria (Including Experience Required): The Authority s policy , Government Contract/Annual Contract permits the procurement of items from a supplier based on a requirements contract/annual agreement with any public entity. Clarifications Required During the Process: None. Irregularities or Issues that Impact Recommended Ranking: None.

21 Greater Orlando Aviation Authority Finance Attachment Date: 2/20/2019 Requestor's Extension: 2375 Requestor's Name: Thomas O'Day Preparer's Extension: 3070 Form Preparer's Name: Diana Hershner Purchasing Solicitation #: OEC - Sourcewell # NAF Maintenance/Parking Operations/Access Control Requestor's Department: (Lockshop) CCM / CPC / PSC: CPC 1 each 2019 Ford Econoline E-450 Commercial Cutaway Buses (17 Passenger); 4 each 2019 Chevy Express Cargo 2500 Vans; 1 each Description: 2019 Ford Transit Wagon T-350 Committee Date: 3/4/2019 Vendor: Alan Jay Automotive Management, Inc. Committee Agenda Item#: NON-PROJECT FUNDS: O&M, CAP EX, I&D, R&R, OEA REVENUE FUNDS Account Code FY 19 FY 20 FY 21 FY 22 FY 23 Total Format: xxx.xxx.xxx.xxxxxxx.xxx.xxxxxx Amount Amount Amount Amount Amount Contract , , Total Requisition 262, , Requisition Number $78, $71, TBD - $113, OMB Notes: Funding Approver Total Requisition $ - PO Amount $ 262, Grand Total - Agree to Committee Item $ 262, Converted into PO #: Date: Buyer:

22 GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport One Jeff Fuqua Boulevard Orlando, Florida MEMORANDUM TO: Members of the Concessions/Procurement Committee FROM: Diana Hershner, Purchasing Manager DATE: March 4, 2019 ITEM DESCRIPTION Recommendation to Rescind and Re-Award the Blue Tint Recycling Bags on Request for Written Quotation (RFQ) , Restroom Supplies BACKGROUND The recommendation to award Request for Quote (RFQ) was presented to the Concessions/ Procurement Committee at its December 3, 2018 meeting, New Business Item A. The Aviation Authority Board approved the award as recommended at its January 16, 2019 meeting, Consent Agenda Item Y. On January 30, 2019 a release was issued for an order of 198 cases of the gallon blue tint recycling bags (GOAA Item #F ) to Fordion Packaging, Ltd. (Fordion), the awarded supplier for this and the 38 gallon blue tint recycling bags (GOAA Item #F ). Upon receipt of the order, Fordion notified Staff that they would be delivering their own product and not the Pitt s Plastic product that was specified in the RFQ documents. ISSUES The RFQ documents did state that alternate products would not be considered for GOAA Items F and F , as well as other items. On February 4, 2019, after receipt of the first order of the larger blue tint recycling bags, an was received by Aviation Authority Staff stating that Fordion had submitted their quote for their own products, and that they did not intend to sell the products listed in the RFQ. This information was not provided with their quotation when it was submitted. The second low, responsive and responsible bidder for the blue tint recycling bags products is The Office Cart, LLC, who verified that their quotation is for the products specified. FISCAL IMPACT The Office Cart, LLC s quotation for the 2 blue tint recycling bag products in the not-to-exceed amount of $87, is to be funded from the Operation and Maintenance Fund , , , and Funds expected to be spent in the current fiscal year are within budget. Funding required in subsequent fiscal years will be allocated from the Operation and Maintenance Fund as approved through the budget process and when funds become available. RECOMMENDED ACTION It is respectfully requested that the Concessions/Procurement Committee approve that the following be recommended to the Chief Executive Officer: (1) rescind the award to Fordion Packaging Ltd for the blue tint recycling bags, GOAA Items F and F in the total amount of $69,400.80; (2) re-award the blue tint recycling bags, GOAA Items F and F , to The Office Cart LLC in the not-to-exceed value of $87,830.40; (3) authorize funding from the approved Operation and Maintenance Funds; and (4) authorize the Purchasing Office to issue the necessary Blanket Purchase Agreement. Attachments C Finance Form CPC NEW BUSINESS AGENDA ITEM - A -

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24 MEMORANDUM GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport One Jeff Fuqua Boulevard Orlando, Florida TO: FROM: Members of the Concessions/Procurement Committee Denise K. Schneider, CPPO, C.P.M., CPPB, C.M. Assistant Director, Purchasing and Material Control DATE: March 4, 2019 ITEM DESCRIPTION Recommendation to Award Puchasing Invitation to Bid Aquatic Weed Control Services BACKGROUND The contract period will be for thirty-six (36) months with the initial service to commence on September 1, 2019, and with the Aviation Authority having two (2) renewal periods of one (1) year each. This award will result in a contract for the contractor to perform aquatic weed control of all undesirable aquatic plants as necessary to maintain a free flow of water and an acceptable aesthetic appearance in lakes, canals, ponds, and ditches and all other items necessary or proper for, or incidental to, performing aquatic weed control services at the Orlando International Airport (OIA) and Orlando Executive Airport (OEA) in accordance with the Contract Documents. ISSUES On February 4, 2019, the following bids were received: Name of Respondent Bio-Tech Consulting, Inc. Central Florida Lake Management Total Three (3) Year Bid Price $897, $1,614, Bio-Tech Consulting, Inc. s bid contained a mathematical error which resulted in a $ understatement of its bid. The corrected prices are reflected in the above tabulation. The error did not affect the ranking at the time bids were opened. Bio-Tech Consulting, Inc. and Central Florida Lake Management were both determined to be responsive and responsible. The Small Business Development Department has reviewed the requirements for the above referenced solicitation and determined that, due to limited and specialized scope of the required services, and/or lack of ready, willing and able certified small businesses it does not lend itself to MWBE/LDB/VBE participation. The Small Business Development Department did not find enough LDB Certified firms to recommend LDB Direct. FISCAL IMPACT Bio-Tech Consulting, Inc. bid is in the amount of $867, for Orlando International Airport and $30, for Orlando Executive Airport. Funding will be from the Operation and Maintenance Fund for OIA and Revenue Fund for OEA, in a total amount of $897, with the account code numbers: CPC NEW BUSINESS ITEM - B -

25 Orlando International Airport: Orlando Executive Airport: Funds expected to be spent under the contract in the current fiscal year are within budget. The department intends to submit requests for funds expected to be spent under the contract in future years and such requests, when considered with other known or anticipated obligations of the department for such future years, do not exceed expected or reasonable funding approvals. RECOMMENDED ACTION It is respectfully requested that the Concessions/Procurement Committee approve/accept that the following be recommended to the Authority Board: (1) award Purchasing Bid 10-19, Aquatic Weed Control Services to Bio-Tech Consulting, Inc. as the low, responsive, and responsible Bidder; (2) authorize funding from the Operation and Maintenance Fund for OIA and OEA Revenue Fund in a not-to-exceed amount of $897,764.88; and (3) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an agreement following satisfactory review by legal counsel. Attachments: A Award Criteria B Small Business Memo C Finance Form D Contract History (if applicable)

26 Attachment A - Award Criteria For a Bidder to meet the minimum responsibility criteria for this contract, the Bidder must provide verifiable evidence: 1. through references or otherwise, that the Bidder is an individual, a firm, a corporation, or other entity that is currently engaged in the business of providing aquatic weed control services; 2. through references, that the Bidder, after taking into account the activities of a related predecessor (e.g. by merger or reorganization), affiliate, or principal of Bidder, has been actively engaged in such business for at least the three (3) years immediately preceding the date of Bidder s response to this Invitation for Bids; 3. through references or otherwise, after taking into account the activities of a related predecessor (e.g. by merger or reorganization), affiliate, or principal of Bidder, has satisfactorily provided aquatic weed control services for at least three (3) public entities during such three (3) year period.

27 Attachment B Small Business Memo GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport 5850-B Cargo Road Orlando, Florida MEMORAMDUM To: From: Denise K. Schneider, CPPO, C.P.M., C.M., Assistant Director, Purchasing and Material Control Somdat Jiawan, Manager, Small Business Programs Orlando Santiago, Small Business Compliance Administrator Date: January 3, 2019 Re: Aquatic Weed Control The Small Business Development Department has reviewed the requirements for the above referenced solicitation and determined that, due to limited and specialized scope of the required services, and/or lack of ready, willing and able certified small businesses it does not lend itself to MWBE/LDB/VBE participation. Small Business did not find enough LDB Certified firms to recommend LDB Direct. Should you have questions, you may contact Orlando Santiago at

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