HomeMy WebLinkAboutRequest for Proposal ResponseThe DRS Group •
ESTABLISHED 1964
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A REQUEST FOR PROPOSAL RESPONSE FOR
Greater Orlando Aviation Authority
Purchasing Bid 28-08
Record Conversion and Archiving Services
Opening 11 00 a to April 22, 2008
APRIL 21 2008
SUBMITTED BY
Rob Beier Florida Business Development Manager
The DRS Group of Florida
1075 Florida Central Parkway
Suite 2000
Longwood EL 32750
Telephone (407) 833 9126
Fax (407) 833 9566
E mail rbeier@drsimaging com
Web Site www drsimagtng com
frrgine orth Catena�
The DRS Group
ESTABLISHED 1966
The DRS Group is pleased to present to Greater Orlando Aviation Authority (GOAA)
this proposal to provide secure high quality cost effective records conversion services as
requested within GOAA Bid 28 08 Record Conversion and Archiving Services
The DRS Group of Florida Inc provides nationally a wide range of imaging
micrographic and data capture services
Following review of this proposal I am confident you will find our company fully meets
and exceeds your needs for record conversion services
As a Certified KODAK Document Conversion Center The DRS Group adheres to
exacting procedures providing KODAK INFOGUARD Micrographics Services and
KODAK Integrated Imaging Services
As a Secure Information business associate GOAA can rest assured Protected
Information will be safeguarded onsite and during transportation and conversion m our
secure conversion center
The DRS Group provides uninterrupted access to all records and is experienced in
providing emergency response for protected information
Having successfully completed many projects of similar size and scope your document
conversion is under competent authority
The following individuals are authonzed to represent The DRS GROUP
Paul Solomon
Chief Operating Officer
1075 Florida Central Parkway •
Longwood FI 33746
407 833 9126
Sincerely
Rob Beier
Business Development Manager
Rob Beier
Business Development Manager
1075 Florida Central Parkway
Longwood FI 33746
407 833 9126
The DRS Group
ESTABLISHFD 1964
DRS FULLY MEETS THE REQUIREMENTS OF GOAA BID 21-08
RECORD CONVERSION AND ARCHIVING SERVICES
We believe that our proposal response has addressed all elements of the project
as outlined in the GOAA Bid 28 08 Record Conversion and Archiving Servces and
Addendum 1 If for any reason additional information is required please contact
us at your convenience
The DRS Group does accept all other general terms and conditions as outlined in
this Bid documentation and will provide any required documents upon notification
of pending award
We are committed to providing premiere service and a finished project that will
meet or exceed your expectations and hope we have the opportunity to serve
you
BID FORM DOCUMENTS ATTACHED
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C3
BID FORM
GREATER ORLANDO AVIATION AUTHORITY
PURCHASING BID 28 08
RECORD CONVERSION AND ARCHIVING SERVICES
Greater Orlando Aviation Authority
Purchasing Office
8652 Casa Verde Road Building 811
Orlando Florida 32827 4338
Submitted by Tke. toR S Gr*ep *F Owisla A, OLIC
Name of Bidder
Address 107S Floc.a. Ctn}r*i PhrkwAY (XE2coo
Lofttiw•a) F c 3277t
Federal Employer I D No S9 3 % q $ 7.l y
Business Telephone No
Business Fax No
After Business Hours
Telephone No
cool 833 Cif 2b
107 833 1544
YO7 221 Ws/P
E Mad Address clatter PRStm.44:14 coM
By
Signature
fowl SoIe, ioo 4 OCR
Name and Title (Typed or Printed)
Date 0'! 1? A0O
The undersigned as Bidder hereby declares that this Bid is in all respects fair and submitted in
good faith without collusion or fraud Bidder represents and warrants to the Greater Orlando
Aviation Authority ( Authority) that (i) except as may be disclosed in writing to Authority
with its Bid no officer employee or agent of the Authority has any interest either directly or
indirectly in the business of the Bidder and that no such person shall have any such interest
at any time during the term of the Contract should it be awarded the Contract and (il) no gift
gratuity promise favor or anything else of value has been given or will be given to any
employee or official of Authority in connection with the submission of this Bid or the
Authority s evaluation or consideration. thereof
E28 08 RECORD CONVERSION
BF 1
BASE REV 01 /17/07
BIDDER '71,e ARS 604,_p ci= Pix d n,y►vt
The Bidder further represents that it has examined or investigated the site conditions if
necessary and informed itself fully in regard to all conditions pertaining to the placets) where
the work is to be done that it has examined the .Contract Documents and has read all
Addenda furnished by the Authority prior to the opening of the Bids as acknowledged below
and that it has otherwise fully informed itself regarding the nature extent scope and details of
the services to be furnished under the Contract
The Bidder agrees if this Bid is accepted to enter into the written Contract with the Authorrty
in the form of Contract attached (properly completed in accordance with said Bid Documents)
to furnish all labor supervision materials and supplies equipment tools accessories and all
other items necessary or proper for or incidental to performing conversion and archiving of
certain records on an as needed basis at the Orlando International Airport ( OIA") in
accordance with the Specification covered by this Bid and the Contract Documents for
Purchasing Bid 28 08 Record Conversion and Archiving Services; at Orlando International
Airport and to furnish the prescribed evidence of a valid business license insurance and all
other documents required by these Contract Documents The Bidder further agrees to
commence work and to perform the work specified herein within the time !units set forth in
the Contract Documents which time limits Bidder acknowledges are reasonable
The undersigned further agrees that in the case of failureor refusal on its part to execute the
said Contract provide evidence of specified insurance a copy of a valid business or
occupational license and all other documents required by these Contract Documents within ten
(10) business days after being provided with Notice of Intent to Award the Contract (or such
earlier time as may be stated elsewhere in these Bid Documents) the Bid award may be
offered by the Authority to the next ranked Bidder or the Authority may readvertise for Bids
and in either case the Authority shall have the right to recover from the Bidder the Authorrty s
costs and damages including without limitation attorney s fees to the same extent that
Authority could recover its costs and expenses from the Bidder under Section 10 of the
Instructions to Bidders if the Bidder withdrew or attempted to withdraw its Bid
The Bidder further agrees if it fails to complete the work according to the Specifications
within the scheduled time or any authorized extension thereof that damages may be deducted
from the Contract price payable to the Bidder
Acknowledgment is hereby made of the following Addenda (identified by number) received
since issuance of the Contract Documents
ADDENDUM NO DATE ADDENDUM NO DATE ADDENDUM NO DATE
aid2i?t8 oyo,l-cs
It wil( be the responsibility of the Bidder to contact AirportLink at (866) 759 8390 or by
visiting AirportLink s web site at www Aii`purtLink earn or by visiting the Authority Purchasing
Department s web site at www cidandcaitp®rta ntltipurchaainU prior to submitting a Bid to
ascertain Addenda if any that may have been issued to obtain all such Addenda and return
such Addenda (or portions of Addenda as may be applicable) with the Bid If you received this
solicitation document from any source other than AirportLtnk (WebProcure) please promptly
register your interest in this solicitation with AirportLink
B28 0S RECORD CONVERSION
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BASE REV 01117/07
BIDDER 16e {1 GJaopo F Ftettdp, re+C
The Bidder agrees to furnish all labor supervision materials and supplies equipment tools
accessories and all other items necessary or proper for or incidental to performing conversion
and archiving of certain records on an as needed basis described in the Contract Documents
including but not limited to the cost of bonds and the specified insurance coverage for the
following
RECORD CONVERSION AND ARCHIVING SERVICES
TOTAL YEAR ONE (1) BID PRICE S 33, a )V o0
TOTAL YEAR TWO (2) BID PRICE
TOTAL TWO 12) YEAR BID PRICE
s 39, 853 93
SIx4y el5144- 0USeincasrs --fie a " + $ &Sit%3 93
(Print Dollar Amount)
Note The figure for Total Year One 11) Bid Price and Total Year Two (2) Bid Price shown
above should match the figure shown on Page BF 10 and Page BF 11 respectively
828 08 RECORD CONVERSION BF 3
BASE REV 01/17/07
BIDDER ihenRSCfcipc S totu)A, ji/e
(If Bidder is a Sole Propnetorship sign on the line below)
Company Name (if any)
rt
(SEAL)
Company Own: s (cldder s) Signature
Compan 1 wner s Name Printed or Typed
(If Bidder is a Partnership fill in name of the partnership followed below by the signature of
the general partner signing
BY
N
Partnership Name
General Pa = s Signature
(SEAL)
(SEAL)
General artner s Name Printed or Typed
The following information may be provided by a Bidder with this Bid but must be provided to
the Authority at any time upon the request of the Authority The name and business address
of all pnncipals and partners if a partnership (if a limited partnership information for general
partner only along with the name of the limited partnership s home state)
Bidders are hereby notified that the Greater Orlando Aviation Authonty is a public agency and
as such is subject to Chapter 119. Flonda Statutes regarding the disclosure of public records
Pursuant to Section 119 071(1)(b11 a Flonda Statutes sealed bids received by the Authonty
pursuant to invitation for bids are exempt from public disclosure only for the ten 110) day
penod following the bid opening Once the ten (10) day period has passed all bids received by
the Authority shall be made available to the public for inspection and copying to accordance
with Chapter 119 Honda Statutes Once bids are opened they may not be revoked even
during such ten 110) day penod Any language to a bid attempting to keep all or part of such
bid confidential is of no force and effect and. will be disregarded as contrary to Florida law
NOTE Bidders must sign in the proper capacity on either Page BF-4 or BF 5 as applicable
B28 08 RECORD CONVERSION
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BASE REV 01/17/07
(If Bidder is a Corporation or
Other State Chartered Business
Entity fill in the name of the
corporation or entity followed
by the signature of the
authorized officer or agent
signing followed by his title )
BIDDER The US. ►dA f rat
'The ORS Gag eF €1.n as , Pee
(Name of Corpofation or other business entity)
BY
(Signature of Authorized Officer)
(Affix Corporate Seal) Its CIteC Ofereel••rn1 Of -Geer
(Title)
Qim)1 �aoior►tO J
Officer s Name Printed or Typed
ATTEST
Secretary
The Bidder is a corporation or other state chartered business entity organized under the laws
of the State of FIocat)A and authorized by law to make this Bid and perform all
work and furnish materials and equipment required under the Contract Documents If Bidder is
a foreign corporation or other business entity the corporation or entity is (or) is not
registered with the Secretary of State of the State of Florida Foreign corporations or other
foreign state chartered business entities must have a Florida registered agent and must provide
a copy of their Florida registration or application as a condition to entering into a Contract with
the Authority
The following information may be provided by a Bidder with this Bid but must be provided to
the Authority at any time upon the request of the Authority the full names and business
addresses of each officer director and holder of 10% or more of the corporation s or entity s
outstanding stock including the corporate office or title of all individuals listed
Bidders are hereby notified that the Greater Orlando Aviation Authority is a public agency and
as such is subject to Chapter 119 Flonda Statutes regarding the disclosure of public records
Pursuant to Section 119 071(1flb)1 a Flonda Statutes sealed bids received by the Authonty
pursuant to invitation for bids are exempt from public disclosure only for the ten (10) day
penod following the bid opening Once the ten (10) day period has passed all bids received by
the Authority shall be made available to the public for inspection and copying in accordance
with Chapter 119 Ronda Statutes Once bids are opened they may not be revoked even
during such ten (10) day period Any language in a bid attempting to keep all or part of such
bid confidential is of no force and effect and will be disregarded as contrary to Florida law
NOTE Bidders must sign in the proper capacity on either Page BF 4 or BF 5 as applicable
B2808 RECORD CONVERSION
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BASE REV 01/17/07
BIDDER THEORS Gres* sF clotaa, se.
CONTRACT REFERENCES
List below firms for whom you have provided record conversion and archiving services in the
past three (3) years or with whom you are presently contracting References should relate to
services of a type similar to the obligations presented in this Bid (refer to Section 14 2 of the
Instructions to Bidders)
1 COMPANY NAME
ADDRESS
Grea'reC br Iatatd , noit1e A•►4i.rry
5$50 C,arie RA
Or FL r7r ?
CONTACT PERSON Ng9Y 5K48r+,oce
PHONE NO £{b? , 5; +/06$
2 COMPANY NAME Oreavye cover y
ADDRESS Ida 1 yp(e L►ke
Ort..4 FL 32 S37
CONTACT PERSON HAl clQ441.e1441-
PHONE NO i1b 7 7.51_ 2K $L
3 COMPANY NAME Lee (boo 41
ADDRESS lee0 MoA+tee -ne4.
CONTACT PERSON
Fr. P yers , FIehdA 731ol
Vf►CrA1 H vCkeiien
PHONE NO 13 R Y74 85g3
Note Additional references may be provided at the option of the Bidder
B28 08VEECORD CONVERSION
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BASE REV 01/17/07
BIDDER llwc S Gra poF floc,4411' 1c
EQUAL OPPORTUNITY REPORT STATEMENT
Each Bidder shall complete sign and include in Its Bid this Equal Opportunity Report
Statement A Bid may be considered non responsive and may be rejected if it fads to include
the Bidder s fully executed Statement or if the Bidder fads to furnish required data prior to
execution of the Contract by the Greater Orlando Aviation Authority When a determination
has been made to award a Contract to a specific Contractor such Contractor shall prior to
execution of the Contract by the Greater Orlando Aviation Authorrty furnish such other
pertinent information regarding its own employment policies and practices as well as those of
its proposed subcontractors as the FAA or the Authority may require
The Bidder shall furnish similar Statements executed by each of its first tier and second tier
subcontractors and shall obtain similar compliance by such subcontractors before awarding
such subcontracts No subcontract shall be awarded to any noncomplying subcontractor
Equal Opportunity Report Statement Pursuant to 41 CFR 60 1 7(b)
The Bidder shall complete the following statements by checking the appropriate boxes
1 The Bidder has \ has not developed and has on file at each establishment
affirmative action programs pursuant to 41 CFR 60 1 40 and 41 CFR 60 2
2 The Bidder has X has not participated in any previous Contract or
subcontract subject to the equal opportunity clause prescribed by Executive Order
11246 as amended
3 The Bidder has X has not filed with the Joint Reporting Committee the
annual compliance report on Standard Form 100 (EEO 1 Report)
4 The Bidder does X. does not employ fifty or more employees
Dated O_ I'$ 02
828 08 RECORD CONVERSION
By
Its
C%t ofeA4T O(4 cer
BF 7
Title
BASE REV 01/17/07
BIDDER lktie,SGeltet-cit2+n i jC
CERTIFICATION OF NON SEGREGATED FACILITIES
Each Bidder shall complete sign and include in its Bid this Certification of Nonsegregated
Facilities Bidder certifies that it does not maintain or provide for its employees any segregated
facilities at any of its establishments and that it does not permit its employees to perform
their services at any location under its control where segregated facilities are maintained
Bidder certifies further that it will not maintain or provide for its employees segregated
facilities at any of its establishments and that it will not permit its employees to perform their
services at any location under its control where segregated facilities are maintained Bidder
agrees that a breach of this certification is a violation of the equal opportunity clause in this
Contract As used in this certification the term segregated facilities means any waiting
rooms work areas restrooms and washrooms restaurants and other eating areas time
clocks locker rooms and other storage or dressing areas parking Tots drinking fountains
recreation or entertainment areas transportation and housing facilities provided for employees
which are segregated by explicit direction or are in fact segregated on the basis of race color
religion or national origin because of habit local custom or any other reason Bidder agrees
that (except where it has obtained identical certifications from proposed subcontractors for
specific time period) it will obtain identical certifications from proposed subcontractors prior to
the award of subcontracts exceeding Ten Thousand Dollars (810 000 00) which are not
exempt from the provisions of the equal opportunity . clause and that it will retain such
certifications in its files
By
-roc (l s 6 ue of Cierl)a, roll[
(Na of Bidder)
nature)
Date Dtt. I O$ Trtle C)A eF eperwilk t f+rer
B28-O8 RECORD CONVERSION BF 8
BASE REV 01/17/07
(REVISED PER ADDENDUM NO 1)
BIDDER The t S Gm* a c Pit fidA,
BID PRICES
RECORD CONVERSION AND ARCHIVING SERVICES
YEAR 1
Item Task UOM Unit Price X Estimated = Extended
Quantity* Pnce
S0001467 Microfilm and Indexing of 35mm Film Each Image • 35 X 17 000 = S1 SO 00
S0001468 Microfilm and Indexing of 16mm Film Each Image 0`IS- X 200 000 = iOcto oa
S0001696 Microfilm Original 16mm roll Silver Roll <9 00 X 50. = l9 00
Polyester Base
S0001697 Microfilm Original 35mm roll. Silver Roll Q 00 X 40 = Q Oa
Polyester Base
S0001698 Microfilm Duplicate Diazo of each Roll to (DO X 100 = 6,00
16mm Roll
S0001699 Microfilm Duplicate Diazo of each Roll d? DO X 80 = 49 O 6
35mm Roll
S0001700 Document Scanning Small Format Each Image 0$ X 5 000 = 4'' 0 G0
S0001701 Document Scanning Large Format Each Image 20 X 2 000 = 1600 00
S0001702 Image Scanning from 16mm Roll Each Roll 04 X 40 000 = I4DO 00
S0001703 Image Scanning from 35mm Roll Each Roll 6 8 X 17 000 = 13 60 00
S0001704 Pickup and Delivery Each N 00 X 26 = d) 00
S0001469 Document Preparation Hourly Rate 9 c0 X 1 550 = I QV
S0001705 Document Destruction Services Pound 1 s X 6 000 = Too OD
TOTAL YEAR ONE (1) BID PRICE # 33. ),!a 00
(enter here and on Page BF 3)
The numbers for Indexing Microfilm originals Diazo duplicates Document Scanning Image Scanning
Pickup/Delivery of originals Document Preparation Labor and Document Destruction Services per year has
been estimated for the purposes of soliciting and evaluating competitive Bids Although the Authority believes
that these estimates fairly describe the scope of work under ordinary circumstances actual conditions may
cause the number for each item to differ from the estimates The Authority has no obligation to request any
Indexing Microfilm originals Diazo duplicates Document Scanning Image Scanning Pickup/Delivery of
originals Document Preparation Labor and/or Document Destruction Services or to require the use of any
particular quantity of Indexing Microfilm originals Diazo duplicates Document Scanning Image Scanning
Pickup/Delivery of originals Document Preparation Labor and Document Destruction Services Bids will be
evaluated based on the Total Two (2) Year Bid Price but the Contract to be awarded if an award is made
will obligate the Authority only to pay the Indexing Microfilm originals Diazo duplicates Document Scanning
for small and large format Image Scanning per roll Pickup/Delivery of Authority originals Document
Preparation Labor and Document Destruction Services provided in the successful Bidder s Bid for the
services and materials actually requested by the Authority and satisfactorily provided by the Contractor The
hourly rate provided in the Bid should take into consideration the hourly rates paid to all of the Contractor s
employees used in performing the Contract services
B28 08 RECORD CONVERSION
BF 10
BASE REV 01/17/07
(REVISED PER ADDENDUM NO 1)
BIDDER The DO kt OPo F Ficrtb. lac
BID PRICES
RECORD CONVERSION AND •ARCHIVING SERVICES
YEAR 2
Item Task UOM Unit Price X Estimated = Extended
t2uantrty' Pnce
S0001467 Microfilm and Indexing of 35mm Film Each Image 35. 17 855 ba ` '25-
S0001468 Microfilm and Indexing of 16mm Film Each Image Q 95 210 000 9450 a0
S0001696 Silver Polyester Base Originals 16mm Roll di oo 52 C9 00
Roll
S0001697 Silver Polyester Base Originals 35mm Roll Q ad 42 00
Roll
S0001698 Diazo Duplicate of Each 16mm Roll Roll Q 01" 103 & o O
S0001699 Diazo Duplicate of Each 35mm Roll Roil Si OD 83 4? OD
S0001700 Document Scanning Small Format Each Image his 5 260 j2 0
S0001701 Document Scanning Large Format Each Image S 2 105 1bg-1 00
S0001702 Image Scanning from 16mm Roll Each Roll oq 42 000 1410 00
S0001703 Image Scanning from 35mm Roll Each Roll OS 17 511 !goo 428
S0001704 Pickup and Delivery Each mob 28 9 00
S0001469 Document Preparation Hourly $ 00 1 628 I.3102w DO
Rate
S0001705 Document Destruction Services Pound I5 6 300 g4/6' DO
TOTAL YEAR TWO (2) BID PRICE $ 3q i 853 93
(enter here and on Page BF 3)
'The numbers for Indexing, 'Microfilm originals Diazo duplicates Document Scanning Image Scanning
Pickup/Delivery of originals Document Preparation Labor and Document Destruction Services per year has
been estimated for the purposes of soliciting and evaluating competitive Bids Although the Authority behaves
that these estimates fairly describe the scope of work under ordinary circumstances actual conditions may
cause the number for each item to differ from the estimates The Authority has no obligation to request any
Indexing Microfilm originals Diazo duplicates Document Scanning Image Scanning Pickup/Delivery of
originals Document Preparation Labor and/or Document Destruction Services or to require the use of any
particular quantity of Indexing Mictofilm originals Diazo duplicates Document Scanning Image Scanning
Pickup/Delivery of originals Document Preparation Labor and Document Destruction Services Bids will be
evaluated based on the Total Two (2) Year Bid Pwce but the Contract to be awarded if an award is made
will obligate the Authority only to pay the Indexing Microfilm originals Diazo duplicates Document Scanning
for small and large format Image Scanning per roll Pickup/Delivery of Authority originals Document
Preparation Labor and Document Destruction Services provided in the successful Bidder s Bid for the
services and materials actually requested by the Authority and satisfactorily drovided by the Contractor The
hourly rate provided in the Bid should take into consideration the hourly rates paid to all of the Contractor s
employees used in performing the Contract services
828 08 RECORD CONVERSION
BF 11
RASE REV 01/17/07
B28 OB RECORD CONVERSION
BIDDER The ? GreNpec F1c OA, rwr
4 4 * END OF BID FORM
BF 12
*4**
BASE REV 01117/07
The fY2s640.,peF Ftvrdar'itr
. (Sign this page if the Contractor is a Corporation or Other State Chartered Business Entity)
IN WITNESS WHEREOF the said GREATER ORLANDO AVIATION AUTHORITY has caused this
Contract to be executed in its name by its Chairman Vice Chairman Executive Director or
Deputy Executive Director attested by its Secretary or Assistant Secretary and the said
Contractor has caused this Contract to be executed in its name by its
attested by its Secretary and has
caused the seal of said corporation or other business entity to be hereunto attached all as of
the day and year first above written
[Official Seal]
[Corporate Sea11
AUTHORITY
GREATER ORLANDO AVIATION AUTHORITY
By
Its
Attest
Secretary
CONTRACTOR
110- st5 G- o. P e F PittleA. t 10 C
(Name of contractor}
By
(Signature of Officer)
Its Cilia- 412uo4i s CO,cpr
(Trtle)
PAU ( SO le On/
Name of Officer Printed or Typed
Attest
Secretary
B28 08 RECORD CONVERSION C 3
BASE REV 10/17/06
ORs C,62Duto
1-1144GR O4JE
got/ 5g,uc -i s ,Z-ec
GREATER ORLANDO AVIATION AUTHORITY
PURCHASING DEPARTMENT
BID TABULATIONS
BID/PROPOSAL NO IFB 28 08 OPEN DATE Apnl 22 2008
RECORD CONVERSION AND ARCHIVING
NAME SERVICES OPEN TIME 11 00 A M
BIDDER TOTAL PRICE
or GG
'4 Jot, 030 `�'
741,41(.
P ,vz ' 5rAfrF /4-5sa REPLY — )k &
Bids opened @ // 00 Ate
Date 'y/#� $
Opened by (Savo; �},
Witness 13Aut 1
CONCESSIONS/PROCUREMENT COMMITTEE AGENDA
DATE: May 27, 2008 DAY: Tuesday TIME: 1:30 p.m. LOCATION: 3t° Level Boardroom
1. 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, and it must be received in writing by the
Executive Director, Mr. Steve Gardner, in his office at One Airport Boulevard, Main Terminal
Building by Fri, May 30, 2008 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 prior to January 15` of each year or
prior to conducting any lobbying activities, whichever is earlier. Additionally, each instance of
lobbying must be reported to the Aviation Authority. 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. The policy, forms and instructions are available in the Aviation Authority's offices
and on the web site. As a reminder, lobbying of Authority staff and Board members, who are
members of any committee responsible for ranking bids or proposals and thereafter forwarding
those recommendations to the Board, is prohibited between the time a request for proposals or bids
is released until ranking and award occurs. In addition, lobbying of any Authority Board member is
prohibited from the time that the applicable Committee ranks the proposals or bids to the time that
the Board makes the award.
III. CONSIDERATION OF MAY 12, 2008 MINUTES
IV. CONSENT AGENDA
A. Purchasing Bid 28-08, Record Conversion and Archiving Services
B. Purchasing Request for Written Quotation # 100573-08, Microsoft Software
Procurement — Award Recommendation
C. Amendment to Purchasing Contract 07-05, Lightning Protection System
Maintenance with Maxwell Lightning Protection of Florida Company
V. NEW BUSINESS
D. • Amendment to Purchasing Contract 09-04, Automated People Mover (APM)
Maintenance with Bombardier Transportation (Holdings) USA, Inc. (Bombardier)
E. Amendment to Purchasing Contract 12-04, Telecommunication System — Service
and Maintenance, with Ronco Communications & Electronics, Inc.
F. Payment of Landfill Fees related to Purchasing Contract 17-06, Trash Removal
Services, with Waste Services of Florida, Inc.
G. Recommendation to Approve Changes to the Parking Revenue Control System in
Process of Being Designed and Installed
VI. ADJOURNMENT
NOTE: Any person who desires 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 proceedings is made which includes the testimony
and evidence upon which the appeal is to be based.
NEXT SCHEDULED CONCESSIONS/PROCUREMENT COMMITTEE MEETING IS ON MONDAY,
JUNE 9, 2008 AT 1:30 p.m. IN THE 3rd LEVEL BOARD ROOM
WebYrocure:History Award Keport
.RE
Kenneth Robertson -City of Miami
Home Current Solicitations Past Solicitations
rage or
Formal Solicitation History Report for Formal Solicitation IFB 28-
08
No IFB 29-08
Title Record Conversion and Archiving Services
Type Formal Solicitation (178,RFP,RFI)
Duration Dates Start Date Mar 25, 2008
8:00 AM EDT
End Date
Apr 22, 2006
1I:00 AM EDT
Description The proposed Contract will be to furnish all labor, supervision, materials and supplies, equipment, tools, accessories and al other items
necessary or proper for. or incidental to, performing conversion and archiving of certain records on an "as -needed" basis at the Orlando
International Airport ("DIA") in accordance with the Contract Documents.
Delivery Terms See Delivery Notes
Additional Delivery Information - See Contract terms
Payment Terms See Payment Notes
Additional Payment Information - See Contract terms
•
Bidder's Conference A PRE -BID CONFERENCE will be held at 2:00 p.m., Tuesday, April 1, 2008. at the Greater Orlando Aviation Authority, Purchasing Office,
8652 Casa Verde Road, Building 811, Orlando, Florida 32827-4338. The conference will include a review of the Bid Documents, a
question and answer period. Attendance at the Pre -Bid Conference and the familiarization site visit is not mandatory but is strongly
encouraged. Bidders are expected to be familiar with the Bid Documents and to provide the Authority with any questions regarding the
Bid Documents at the Pre -Bid Conference.
Contact Information Questions concerning this Bid package should be addressed to Patricia B. Dabis, C.P.M., CPPB, FCPA at (407) 825-2150, by facsimile
(407) 825-4020, or by e-mail at PdabWalooaa.orq
Other Requirements. Bids transmitted electronically or by facsimile will not be accepted.
Scope of Work See description above
Contact Details: Name Patricia Dabis Agency GOAA Purchasing
No. Item
Address 8652 Casa Verde Rd, Bldg 811
Orlando Ft, 32627-4363
United States
Phone 407 825-2150 Email pdabisftooaa.orq
,;,0Awarded Responses..
Supplier/Contract # Alternative Prod. Manufacturer Manufacturer Delivery
No Name Part Number Date
Record
Conversion and
Archiving
Services y
ittv:rreach Drs Group of Florida a�
Specification
Number :
EuroPrint
GOAA Test Supplier
HOV Services Inc.
Image One
'at' Awarded
Mandatory Documents
Price
Awarded Estimated
Qty Award
968,063.93 1.00 S68,063.93
N/A
$0.01
$76,681.09
5101,030.15
Type Document Name
;b28-08 Record Conversion.Master.odf
Addendum No, 1-828-08.Record Conversion.Master,Pdf
Award Documents
Type!Document Name _.
Z+;A i 052708 Aaenda.dog
Creation Date
May 21, 2008 11:09:16 AM EDT
https://procurement.pbnl ink, corn/HistoryAwardRepordflorida/greaterorlando?bid=155 67&... 4/13/2012
(REVISED PER ADDENDUM NO. 1)
TABLE OF CONTENTS
GREATER ORLANDO AVIATION AUTHORITY
PURCHASING BID 28-08
RECORD CONVERSION AND ARCHIVING SERVICES
ORLANDO, FLORIDA
Page Numbers
Invitation for Bids 1 to 2
Instructions to Bidders IB-1 to IB-11
Bid Forms BF-1 to BF-12
Contract C-1 to C-6
General Conditions GC-1 to GC-17
Specification S-1 to S-9
Exhibit "A" 1 of 1
Exhibit "B" 1 of 1
Exhibit "C" 1 of 1
Exhibit "D" 1 of 1
Exhibit "E" 1 to 4
Exhibit "F" 1 to 5
(REVISED PER ADDENDUM NO. 1)
BIDDER:
BID PRICES
RECORD CONVERSION AND ARCHIVING SERVICES
YEAR 1
Item Task UOM Unit Price X Estimated = Extended
Quantity* Price
S0001467 Microfilm and Indexing of 35mm Film Each Image X 17,000 =
S0001468 Microfilm and Indexing of 16mm Film Each Image X 200,000 =
S0001696 Microfilm, Original, 16mm roll, Silver Roll X 50 =
Polyester Base
S0001697 Microfilm, Original, 35mm roll, Silver Roll X 40 =
Polyester Base
S0001698 Microfilm, Duplicate, Diazo, of each Roll X 100 =
16mm Roll
S0001699 Microfilm, Duplicate, Diazo, of each Roll X 80
35mm Roll
S0001700 Document Scanning, Small Format Each Image X 5,000 =
S0001701 Document Scanning, Large Format Each Image X 2,000 =
S0001702 Image Scanning from 16mm Roll Each Roll X 40,000 =
S0001703 Image Scanning from 35mm Roll Each Roll X 17,000 =
S0001704 Pickup and Delivery Each X 26 =
S0001469 Document Preparation Hourly Rate X 1,550 =
S0001705 Document Destruction Services Pound X 6,000 =
TOTAL YEAR ONE (1) BID PRICE
(enter here and on Page BF-3)
*The numbers for Indexing, Microfilm originals, Diazo duplicates, Document Scanning, Image Scanning,
Pickup/Delivery of originals, Document Preparation Labor, and Document Destruction Services per year has
been estimated for the purposes of soliciting and evaluating competitive Bids. Although the Authority believes
that these estimates fairly describe the scope of work under ordinary circumstances, actual conditions may
cause the number for each item to differ from the estimates. The Authority has no obligation to request any
Indexing, Microfilm originals, Diazo duplicates, Document Scanning, Image Scanning, Pickup/Delivery of
originals, Document Preparation Labor, and/or Document Destruction Services or to require the use of any
particular quantity of Indexing, Microfilm originals, Diazo duplicates, Document Scanning, Image Scanning,
Pickup/Delivery of originals, Document Preparation Labor, and Document Destruction Services. Bids will be
evaluated based on the Total Two (2) Year Bid Price, but the Contract to be awarded, if an award is made,
will obligate the Authority only to pay the Indexing, Microfilm originals, Diazo duplicates, Document Scanning
for small and large format, Image Scanning per roll, Pickup/Delivery of Authority originals, Document
Preparation Labor, and Document Destruction Services provided in the successful Bidder's Bid for the
services and materials actually requested by the Authority and satisfactorily provided by the Contractor. The
hourly rate provided in the Bid should take into consideration the hourly rates paid to all of the Contractor's
employees used in performing the Contract services.
B28-08 RECORD CONVERSION
BF-10
BASE REV 01/17/07
(REVISED PER ADDENDUM NO. 1)
BIDDER:
BID PRICES
RECORD CONVERSION AND ARCHIVING SERVICES
YEAR 2
Item Task UOM Unit Price X Estimated = Extended
Quantity* Price
S0001467 Microfilm and Indexing of 35mm Film Each Image 17,855
S0001468 Microfilm and Indexing of 16mm Film Each Image 210,000
S0001696 Silver Polyester Base Originals, 16mm Roll 52
Roll
S0001697 Silver Polyester Base Originals, 35mm Roll 42
Roll
S0001698 Diazo Duplicate of Each, 16mm Roll Roll 103
S0001699 Diazo Duplicate of Each, 35mm Roll Roll 83
S0001700 Document Scanning, Small Format Each Image 5,260
S0001701 Document Scanning, Large Format Each Image 2,105
S0001702 Image Scanning from 16mm Roll Each Roll 42,000
S0001703 Image Scanning from 35mm Roll Each Roll 17,511
S0001704 Pickup and Delivery Each 28
S0001469 Document Preparation Hourly 1,628
Rate
S0001705 Document Destruction Services Pound 6,300
TOTAL YEAR TWO (2) BID PRICE
(enter here and on. Page BF-3)
*The numbers for Indexing, Microfilm originals, Diazo duplicates, Document Scanning, Image Scanning,
Pickup/Delivery of originals, Document Preparation Labor, and Document Destruction Services per year has
been estimated for the purposes of soliciting and evaluating competitive Bids. Although the Authority believes
that these estimates fairly describe the scope of work under ordinary. circumstances, actual conditions may
cause the number for each item to differ from the estimates. The Authority has no obligation to request any
Indexing, Microfilm originals, Diazo duplicates, Document Scanning, Image Scanning, Pickup/Delivery of
originals, Document Preparation Labor, and/or Document Destruction Services or to require the use of any
particular quantity of Indexing, Microfilm originals, Diazo duplicates, Document Scanning, Image Scanning,
Pickup/Delivery of originals, Document Preparation Labor, and Document Destruction Services. Bids will be
evaluated based on the Total Two (2) Year Bid Price, but the Contract to be awarded, if an award is made,
will obligate the Authority only to pay the Indexing, Microflim originals, Diazo duplicates, Document Scanning
for"small and large format, Image Scanning per roll, Pickup/Delivery of Authority originals, Document
Preparation Labor, and Document Destruction Services provided in the successful Bidder's Bid for the
services and materials actually requested by the Authority and satisfactorily provided by the Contractor. The
hourly rate provided in the Bid should take into consideration the hourly rates paid to all of the Contractor's
employees used in performing the Contract services.
B28-08 RECORD CONVERSION
BF-11
BASE REV 01/17/07
(REVISED PER ADDENDUM NO. 1)
SPECIFICATION FOR
RECORD CONVERSION AND ARCHIVING SERVICES
PART ONE - GENERAL
1.1 SCOPE OF WORK:
1.1.1 The Contractor shall furnish all labor, supervision, materials and
supplies, equipment, tools, and accessories necessary to convert and
archive certain records on an "as -needed" basis in accordance with
this Specification.
1.1.2 The service shall include, but is not limited to, pick-up of original
paper documents from 5850E Cargo Road, 6100-8 Canal Road-
GOAA Support Service, and One Airport Boulevard, prepare and
microfilm the documents, convert the film to diazo, scanning
documents to CD's or DVD's, image scanning of 16mm or 35mm
film to CD's or DVD's, delivery of finished microfilm, diazo, CD's,
DVD's, and/or microfilm and film verification assistance on a
schedule approved by the requesting department. Contractor shall
shred or otherwise destroy original documents and film at the
direction and authorization of the Manager of Board Services. Work
can come from any department in the Aviation Authority. The
Authority's Authorized Representative (AAR), may be reached at
(407) 825-4068.
1.2 REGULATIONS:
1.2.1 The Contractor shall comply with all applicable federal, state and local
laws, ordinances, rules and regulations pertaining to the performance
of the work specified herein.
1.2.2 The Contractor shall obtain all permits, licenses and certificates as
may be required by federal, state and local laws, ordinances, rules
and regulations for the proper execution of the work under this
Specification.
1.2.3 Contractor must comply with Federal and State right -to -know laws if
hazardous materials are used. MSDS safety sheets shall be made
available to all workers and Authority's representatives.
1.2.4 The Contractor shall, during the performance of this contract, keep
current and, if so requested by the Authority, provide copies of any
sand all licenses, registrations or permits required by applicable
governing agencies. Contractor shall keep a copy of, any and all
licenses, registrations or permits, on their person or in their vehicle
while on Authority's properties.
B28-08 RECORD CONVERSION S-1'
(REVISED PER ADDENDUM NO. 1)
SPECIFICATION (Continued)
2.2.2 Film Storage Containers: Shall be plastic and designed to
accommodate a front and top label indicating whether the roll is an
original or duplicate, the roll number, date, and appropriate
information as supplied by the Authority. Acid Free Boxes can be
used to hold duplicate copies of the microfilm.
2.2.3 Any and all other miscellaneous materials that are necessary to
perform the services specified herein
PART THREE - EXECUTION
3.1 PERFORMANCE REQUIREMENTS:
3.1.1 The Contractor shall utilize a bonded courier for the pick-up and
return delivery of Authority owned documents, drawings and films,
and the delivery of any Contractor generated finished product(s).
3.1.2 The Contractor shall allow the AAR or designee access to any and all
Authority owned documents, drawings, films and/or Contractor
generated products during the performance of service even if the
items are located in the Contractor's facility.
3.1.3 The Contractor shall keep a written index of all documents,
drawings, and films received from the Authority until such
documents, drawings, and/or films are returned to the Authority,
delivered to an Authority approved contractor's document storage
location/facility, or until destruction of such items that are requested
by the AAR.
3.1.4 The Contractor shall keep a written statement of confidentiality from
each applicable employee during the performance of services, which
will be verified during periodic site visits by the AAR or its designees.
3.1.5 The Contractor shall perform services in accordance with this
Specification, and to industry standards. The Contractor shall
coordinate its activities with and adjust its activities to the needs and
requirements of the Authority and shall perform its activities so as
not to annoy, disturb, endanger, unreasonably interfere with or delay
the operations or activities of the Authority or its tenants.
3.1.6 Any work required beyond that which is specified herein, shall be
reported in advance to the AAR. At no time shall work beyond the
scope be performed without prior written authorization from the AAR
or designee.
3.1.7 It is the Contractor's responsibility to familiarize itself with access to
the pick-up and drop-off site.
3.1.8 Contractor shall advise the Authority as soon as practical of any
defect or condition which may adversely affect the completion of
work requested under the scope of this Specification.
B28-08 RECORD CONVERSION S-6
(REVISED PER ADDENDUM NO. 1)
(SPECIFICATION (Continued)
3.3.6 The Contractor shall provide one (1) silver polyester base 5mm thick
original, and one (1) diazo duplicate of each 5mm thick 100 foot
rolls.
3.3.7 All completed film, when submitted to the Authority, shall be fully
compatible with microfilm Canon MP 90, MS-300, and/or MS-800
reader/printer equipment.
3.3.8 The AAR shall furnish computer indexes for the microfilm, in paper
format or as an attachment to e-mail. Computer indexing shall be in
Microsoft Excel. The drawing index shall be 35mm film (See Exhibit
El, shall include contract number, project name, type of drawing,
sheet number, description, roll number and box number (information
that is found on the outside of the folders or boxes). The 16mm
index (See Exhibit F), shall include project name, description, roll and
sequence number.
3.3.9 The Contractor shall notify the AAR when finished film is ready for
delivery in order to coordinate the return and/or drop off of Authority
owned items and/or Contractor generated products. Documents and
drawings shall be kept by the Contractor until the film is verified.
Upon verification and approval of the film(s), the Authority shall
instruct the Contractor to return all items to the Authority, to drop
off at an Authority approved storage location, and/or to
shred/destroy the documents.
3.3.10 When requested, the Contractor shall also provide document
scanning services to scan original documents and drawings directly
to CD or DVD format. For the purpose of this solicitation, small
format shall be any original up to 11" .X 17" and large format shall be
originals larger than 1 1 " X 17" up to and including 30" X 42".
3.3.11 The Contractor shall use RW type CD's with a.minimum capacity of
700MB/180 minutes and/or RW type DVD's with a minimum capacity
of 4.7GB when performing document scanning activities. These
CD's/DVD's shall be compatible with CD/DVD/RW disk drives utilized
in Hewlett Packard/Compaq computers and may be manufactured by
Maxell, Sony, Memorex, TDK, Verbatim, or equivalent alternate
product. Each loaded disk shall have a label identifying the
information that is on the disk and include the "Burn" date. The
loaded disk shall be inserted in a jewel case containing an insert that
also identifies the information on the disk and the "Burn" date.
Information shall be formatted as follows: "BP-S002, Original
Contract to 2.2 Advertisement, Burned 611 5/07". If more than one
disk is needed for a project, then the disks shall be numbered "Disk 1
of X", "Disk 2 of X", etc.
3.3.12 When requested, the Contractor shall provide image scanning
services to scan original 16mm and/or 35mm film directly to CD or
DVD format (PDF and TTF format).
828-08 RECORD CONVERSION S-8
(REVISED PER ADDENDUM NO. 1)
Exhibit "E"
(Sample index for 35mm)
If
aE,
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SELF FUEL FACILITY
AV -GAS DISPENSER & APPLIED UNIT 230 VAC
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1RD
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SELF FUEL FACILITY NE RAMP IMPROVEMENTS RD
SELF FUEL FACILITY NE RAMP IMPROVEMENTS RD
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RD .__.
SELF FUEL FACILITY NE RAMP IMPROVEMENTS RD
SELF FUEL FACILITY NE RAMP IMPROVEMENTS RD
SELF FUEL FACILITY NE RAMP IMPROVEMENTS RD
NEWMA 4X CP ATA-2 WIRING DIAGRAM RD
PSI SINGLE LEVEL SENSOR DETAIL
ANCHOR BOLT FOOTPRINT
HOLD DOWN STRAP DETAIL.
MODEL PSLP-1 •
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10F1 SCHEMATIC 0001
i3000 GAL AV GAS TANK EQUIPMENT
!LAYOUT 3K-AUG-22-OW-R 96" X 8" SK-
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1 OF 1 ISELF-FUELING FACILITY
2 OF 9 ;LEGEND & NOTES
!DEMOLITION & POLLUTION
4 OF 9 'PREVENTION PLAN
_•SITE GEOMETRY & PAVEMENT
LASON
0001
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10001
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5 OF9 !MARKING PLAN _..._._._ 0001
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6 OF 9 !PAVING, GRADING & DRAINAGE PLAN 10001
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7 OF 9 11GENERAL DETAIL SHEET 10001
I 1LASON
8 OF 9 i UTILITY PLAN 10001
!WATER DISTRIBUTION SYSTEM DETAIL 'LASON
9 OF 9 !SHEET 110001
! I LASON
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1 OF 3 f NEWMA 4X CP ATA-2 WIRING DIAGRAM 10001 1435730251
RD 3 OF 3 'BILL OF MATERIALS 10001 1435730251
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LASON
RD 1 OF 1 PSI SEPARATOR MODEL PSC-5000 DW-J10001
1HOLD DOWN STRAP DETAIL PSI 6'-0" LASON
RD 1 OF 1 IDIA VESSEL 10001
j I LASON
RD LEAK DETECTION PROBE DETAIL 0001
NE RAMP HANGERS 27,28,29 RD 1 OF 1 !NE RAMP HANGERS 27,28,29
C9.01- 1
H-124 H-124 POND P-1 BERN RECONSTRUCTION RD C9.02 ;TYPICAL SECTION AND DETAILS
B28-O8 Record Conversion
E-1
LASON
0001
LASON
0001
I435730251
435730251
1435730251
435730251
435730251
H-124 POND P-1 BERN RECONSTRUCTION
H-124 POND P-1 •BERN RECONSTRUCTION
H-124 POND P-1 BERN RECONSTRUCTION
(REVISED PER ADDENDUM NO. 1)
Exhibit "E"
(Sample index for 35mm)
V-360
D 1C10.01
D (C10.02
RD IC10 03
1-1-124 POND P-1 BERN RECONSTRUCTION IRD 1C10 04
H-124 POND P-1 BERN RECONSTRUCTION IRD 1C10 05
H-124 POND P-1 BERN RECONSTRUCTION
V-360 CHINTECKPOCHARLIE (GATE_ E-50)
EXPANSION
V-360 CHECKPOINT CHARLIE (GATE E-50) W
EXPANSION
V-360 CHECKPOINT CHARLIE (GATE E-50)
EXPANSION
V-360 CHECKPOINT CHARLIE (GATE E-50)
EXPANSION
V-360 CHECKPOINT CHARLIE (GATE E-50)
EXPANSION
-V-360 CHECKPOINT CHARLIE(GATE E-50)LL '
EXPANSION
•
V-360 CHECKPOINT CHARLIE (GATE E-50)
EXPANSION
V-360 CHECKPOINT CHARLIE (GATE E-50)
EXPANSION
V-360 CHECKPOINT CHARLIE (GATE E-50)
EXPANSION
V 360 CHECKPOINT CHARLIE (GATE E-50)
EXPANSION
V-360 CHECKPOINT CHARLIE (GATE E-50)
EXPANSION
V-360 CHECKPOINT CHARLIE (GATE E-50)
EXPANSION
V-360 CHECKPOINT CHARLIE (GATE E-50)
EXPANSION
828-08 Record Conversion
I
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RD IE-2.1.1 !ELECTRICAL POWER & SYSTEMS PLAN 0001
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RD IE-3.1.1 `RENOVATION 0001
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IRD 1A-0.1.0.2 BUILDING CODE ANALYSIS
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SITE CROSS SECTION
SITE CROSS SECTION
SITE CROSS SECTION
SITE CROSS SECTION
SITE CROSS SECTION
SITE CROSS SECTION
COVER SHEET
GENERAL INFORMATION & VICINITY
MAP
1FLOOR PLAN
D A-6.1.0.1 ;SECTIONS AND ELEVATIONS
j ,SHEET INDEX, SYMBOL LEGEND,
1EIS-0.0.1 'GENERAL NOTES & DIV-16 NOTES
0001
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jRD 1E-9.0.1 ;ELECTRICAL DETAILS 0001
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AV-GAS DISPENSER & APPLIED UNIT 230 VAC
3000 GAL AVGAS TANK
SELF FUEL FACILITY
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SELF FUEL FACILITY
SELF FUEL FACILITY
SELF FUEL FACILITY
SELF FUEL FACILITY
SELF FUEL FACILITY
SELF FUEL FACILITY
SELF FUEL FACILITY
SELF FUEL FACILITY
828-08 Record Conversion
Exhibit "E"
(Sample index for 35mm)-
RD
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(REVISED PER ADDENDUM NO. 1)
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1 OF 1 !SCHEMATIC ;0001 ;435730251
• 3000 GAL AB GAS TANK EQUIPMENT
;LAYOUT 3K-AUG-22-OW-R 96" X 8" SK- LASON
APP_____.�_. 0001_.__. __. 435730251
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0001 435730251
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2 OF 9 `LEGEND & NOTES '0001 435730251
LASON
3 OF 9 SITE SURVEY MAP 10001 1435730251
;DEMOLITION & POLLUTION 4LASON 1
:COVER SHEET
RD 4 OF 9 ;PREVENTION PLAN
;SITE GEOMETRY & PAVEMENT
RD 5 OF 9 ;MARKING PLAN
RD 6 OF 9 ;PAVING, GRADING & DRAINAGE PLAN
1
RD 7 OF 9 'GENERAL DETAIL SHEET
RD 8 OF 9 (UTILITY PLAN 0001
!WATER DISTRIBUTION SYSTEM DETAIL '..LASON
RD 9-OF 9 SHEET 10001
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RD S.1 OF 1 1FOUNDATION PLAN, NOTES & DETAILS 10001
E-3
0001
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0001
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435730251
1435730251
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(REVISED PER ADDENDUM NO. 1
Exhibit "F"
(Sample index for 16mm)
PROJECT NAME
DESCRIPTION
ROLL
SEQ
BP 21 OEA RUNWAY 7/25
REHABILITATION & IMPROVEMENTS,
TAXIWAYS & HOLDING BAYS
ORIGINAL CONTRACT
08-0004
5
CHANGE ORDERS
447
1.2 START-UP/APPROVAL TO ADVERTISE
499
1.3 SCOPE MOD FORMS
576
1.4 PROJECT BUDGET
589
2.0 PROFESSIONAL SERVICES CONTRACTS
624
2.4 FEE NEG & APPROVAL
857
2.5AGREEMENTS / ADDENDUM /AMENDMENTS
886
2.6 MBE/DBE DOC
1102
2.8 NOTICE TO PROCEED
1106
3.1 TESTING & SURVEYING/GEOTECH RPTS
1109
3.2 ENGINEER'S REPORT
1180
3.5 95% SUBMITTAL & REVIEW COMMENTS
1182
3.6 100% SUBMITTAL & REVIEW COMMENTS
1221
3.7 DESIGN CORRESPONDENCE
1246
3.8 DESIGN MEETING MINUTES
1324
4.0 PERMITTING
1346
5.0 PROJECT MANAGEMENT
1472
5.1 MONTHLY PROGRESS REPORTS
1486
5.2 DESIGN ESTIMATES/REPORTS
1595
5.3 INDEPENDENT ESTIMATES
1614
5.4 PROJECT SCHEDULES
1640
6.0 PROJECT FUNDING
1646
6.1 FAA DOCUMENTS
1731
MONDAY, SEPT 24, 2001 TO SUNDAY, SEPT 30. 2001
2106
6.2 FOOT DOCUMENTATION
2258
7.1 BID DOCUMENTS
2338
7.0 CONSTRUCTION DOCUMENTS
2362
7.2 CONSTRUCTION MANAGEMENT
2655
7.3 CHANGE ORDERS
2700
7.4 CONSTRUCTION MEETING MINUTES
2737
7.5AS-BUILTS
2775
7.6 CLOSE-OUT
3201
9.0 LEGAL CORRESPONDENCE
3208
10.0 CLAIM
3315
6.1 FAA DOCUMENTATION
3468
6.2 FDOT DOCUMENTATION
3869
7.0 CONSTRUCTION DOCUMENTS
4001
7.2 CONSTRUCTION MANAGEMENT
4006
7.4 CONSTRUCTION MEETING MINUTES
4031
7.5 AS-BUILTS
4048
7.6 CLOSEOUT
4070
1.0 PROJECT SCOPE
08-0005
5
1.1 PLANNING BOOK
12
1.2 START-UP/APPROVAL TO ADVERTISE
176
1.3 SCOPE MOD FORMS
212
2.0 PROFESSIONAL SERVICES CONTRACTS
236
2.1 PROPOSALS
I
242
2.2 ADVERTISEMENT
390
2.4 FEE NEG & APPROVAL
396
2.5 AGREEMENTS/ADDENDUM/AMENDMENTS
440
2.6 MBE/DBE DOC
•660
2.8 NOTICE TO PROCEED
669
3.2 ENGINEER'S REPORT
671
3.3 30% SUBMITTAL & REVIEW COMMENTS
777
3.4 60% SUBMITTAL & REVIEW COMMENTS
833
3.5 95% SUBMITTAL & REVIEW COMMENTS
873
3.6 100%AUBMITTAL & REVIEW COMMENTS
946
3.7 DESIGN CORRESPONDENCE
949
3.7 DESIGN CORRESPONDENCE
949
3.8 DESIGN MEETING MINUTES
1094
3.9 LEGAL CORRESPONDENCE
1134
4.0 PERMITTING
1136
5.0 PROJECT MANAGEMENT
1164
5.1 MONTHLY PROGRESS REPORTS
1174
5.2 DESIGN ESTIMATES/REPORTS
1179
5.3 INDEPENDENT ESTIMATES
1207
5.4 PROJECT SCHEDULES
1257
6.0 PROJECT FUNDING
1260
0.1 BIDS/AWARD
1270
0.1.2 SCOPE MODIFICATION FORMS
1546
B28-08 Record Conversion
F-1
(REVISED PER ADDENDUM NO. 1
Exhibit "F"
(Sample index for 1 6mm)
PROJECT NAME
DESCRIPTION
ROLL
SEC/
0.2.1 PROJECT ASSESSMENT/START UP
1566
2.0 GENERAL CONSTRUCTION
1623
2.5 PROFESSIONAL SERVICES SELECTION/AGREEMENT/ADDENDA
1665
3.4 BULLETINS
1941
3.5 CHANGE ORDERS
1954
4.4 JOB COORDINATION MEETING MINUTES
2005
6.0 PAYMENT APPLICATIONS
2354
7.6 NOTICE TO OWNER
2604
12.0 DOCUMENTATION FOR CLOSE OUT
2741
13.1 MIKE QUINN EQUIP - SETTLEMENT ASSIGNMENT OF WORK
2896
0.3.8 DESIGN MEETING MINUTES
3032
0.1 CONSTRUCTABILITY REVIEWS
3068
1.1 CONTRACT DOCUMENTS
3205
1.2 NOTICE TO PROCEED
3326
1.5 INSURANCE CERTIFICATES
3357
1.10 CONTRACTOR'S SAFETY PROGRAM
3361
1.13 EMERGENCY CONTACT LIST
3363
2.1 FROM GOAA
3366
2.2 FROM CONTRACTOR
, 3430
2.3 FROM ARCHITECT/ENGINEER
3763
2.4 FROM OAR
3826
2.6 FROM FAA
4143
2.7 TO/FROM LEGAL COUNSEL
4148
2.9 JOB MEMORANDUM (JM)
4192
2.10 REQUEST FOR INFORMATION (RE')
4195
2.14 DBEIMWBE ISSUES
4209
3.4 BULLETINS
4212
3.5 CHANGE ORDER
4219
4.2 PRE -NOTICE TO PROCEED CONFERENCE
4329
4.3 PRE -CONSTRUCTION CONFERENCE
4339
4.4 JOB'COORDINATION (JCM)/STATUS REPORT
4346
4.5 SPECIAL MEETINGS
4501
6.0 PAYMENT APPLICATIONS
4518
BP 287 NORTH WEST TERMINAL
SUPPORT AREA APRON
REHABILITATION •
ORIGINAL CONTRACT
08-0006
4
CHANGE ORDERS
642
PAYMENT APPLICATIONS
667
CONTRACT/PERMITS/INSURANCE RELATED
973
CONSTRUCTABILITY REVIEWS
1286
SHOP DRAWINGS
1737
REQUEST FOR INFORMATION
1953
ARCHITECT INVOICES
2178
CORRESPONDENCE
2276
CHANGE ORDERS ' .
2762
BID RELATED DOCUMENTS
3017
TO CONSTRUCTION COMMITTEE
3148
TESTING AND SURVEY
3299
CLAIMS
3355
PROJECT BASELINE SCHEDULES
3432
JOB COORDINATION MEETINGS
3524
NOTICES TO OWNER
4017
REQUEST FOR CHANGES
4096
CONTRACTOR SCHEDULES
4255
BULLETINS
4280
CLOSEOUT BULLETINS
. .
4339
GENERAL INFORMATION
4453
DOCUMENTATION TO OWNER FOR CLOSE OUT
4602
CLOSING DOCUMENTS
4687
1.0 PROJECT SCOPE
08-0007
5
1.1 PLANNING BOOK
28
1.2 - START UP/APPROVAL TO ADVERTISE
158
2.0 - PROFESSIONAL SERVICES CONTRACT
212
2.1 PROPOSALS
239
2.2-ADVERTISEMENT
409
2.3 - PRE -SUBMITTAL MEETING '
441
2.5 AGREEMENT/AMENDMENTS/ADDENDA
486
2.7 LOTS/PCSC MEETINGS
851
2.8 NOTICE TO PROCEED .
975
3.0 DESIGN
988
3.1 TESTING 8 SURVEYING/GEOTECH REPORTS
1028
3.2 ENGINEER'S REPORTS
1049
3.2 ENGINEER'S REPORTS
1177
B28-08 Record Conversion
F-2
(REVISED PER ADDENDUM NO. 1
Exhibit "F"
(Sample index for 16mm)
PROJECT NAME
DESCRIPTION
ROLL
SEO
3,3 30% SUBMITTAL & REVIEW COMMENTS
1362
3.4 60% SUBMITTAL & REVIEW COMMENTS
1637
3:5 95% SUBMITTAL AND REVIEW COMMENTS
1852
3.6 100% SUBMITTAL AND REVIEW COMMENTS
1946
3.7 DESIGN CORRESPONDENCE
1952
3.8 DESIGN MEETING MINUTES
2193
4.0 PERMITTING
2245
5,1 MONTHLY PROGRESS REPORTS
2573
5.3 INDEPENDENT ESTIMATES
2900
5.4 PROJECT SCHEDULE
2913
6.1 FAA DOCUMENTATION
2921
6.2 FDOT DOCUMENTATION
2958
6.3 INVOICE REVIEW
3023
7.0 CONSTRUCTION DOCUMENTS
3120
7.1 BID DOCUMENTS
3138
7.2 CONSTRUCTION MANAGEMENT
3159
7.3 CHANGE ORDERS
3179
7.4 CONSTRUCTION MEETING MINUTES
3491
7.5 AS BUILTS .
3662
7.6 CLOSE OUT
3767
PROGRAM SCOPE AND DOCUMENTS
08-0006
5
GEOTECHNICAL AND ENVIRONMENTAL CONSULTANTS (GEC)
203
IMDC, INC.
211
PMA CONSULTANTS, INC. . .
254
REGIONAL ENGINEERS, PLANNERS & SURVEYORS, INC. (REPS)
333
0.1 MASTER PLAN
351
0.2.2 PLANNING BOOK
444
1.1 ZHA CONTRACT WITH GOAA
497
1.1 RFD (REQ. FOR PROPOSALS) AD. FOR DESIGN AND ENGINEERING SERVICES
552
1.1.1 APPROVAL TO BID/ APPROVAL TO ADVERTISE
554
1.2 PRE -SUBMITTAL CONFER. & MIN./ SIGN -IN SHEETS
575
1.3 RFD RESPONSES (LETTERS OF INTEREST)
682
1.3.2 RFD ORAL PRESENTATIONS
688
1.3.4 RFD FEE NEGOTIATIONS
708
1.4 DESIGN AND ENGINEERING CONTRACT (A & E CONTRACT)
783
1.4.2 SCOPE OF DESIGN & ENGINEERING SERVICES REQUIRED
1063
1.4.2.1 START-UP PACKAGE
1065
1.4.3.1 ADDENDA NO. 1/REQUEST FOR APPROVAL
1087
1.4.3.2 ADDENDUM NO.'2
1244
1.10 CONTACT LIST
1248
1.11 SUBCONSULTANTS
1257
1.12 A/E DELIVERABLES MATRIX
1278
2.1 CORRESPONDENCE LOG
1283
2.2 GOAA TO ZHA'
1295
2.3 TO/FROM THE A&E
1335
2.4 ZHA TO GOAA
1366
2.5 TO/FROM OTHER CONSULTANTS
1373
2.7 INTERNAL ZHA MEMOS
1458
2.8 TO/FROM FAA
1464
2.9 TO/FROM FDOT
1479
2.10 DESIGN CLARIFICATION REQUEST (DCR)
1512
2.11 PERMITTING
1522
2.11.1 TO/FROM CITY OF ORLANDO
1734
2.11.2.A ENVIORN AUDIT (GOAA)
1737
2.11.2.2 TO/FROM SFWMD (SOUTH FLORIDA WATER MANAGEMENT DISTRICT)
1558
2.13 TELEPHONE LOGS/MEETINGS
18741
2.15 BATCH PLANT INFO
1915
3.1 PRE -DESIGN CONFERENCE
1943
3.2 DESIGN DEVELOPMENT REVIEW MEETINGS (JCM)
1994
3.3 SPECIALTY MEETING
2080
3.4 PRE -BID MEETING
2177
3.7 MEETINGS RE: TRTS
2221
4.1 - INVOICES (DESIGN) -
2242
4.2 PROJECT BUDGET
2273
4.2.2 PAYMENT AUTHORIZED
2277
4.3 ESTIMATES
2297
4.3.1 30% PLANS/A&E ESTIMATE/OAR ESTIMATE RECONCILIATION
2300
4.3.2 60% PLANS/A&E ESTIMATE/OAR ESTIMATE RECONCILIATION
2343
4.3.3 95% PLANS/A&E ESTIMATE/OAR ESTIMATE RECONCILIATION
2368
4.3.4 100% PLANS/A&E ESTIMATE/OAR ESTIMATE RECONCILIATION
2377
5.2 ENGINEERING REPORTS
2391
5.2A GOAA STATUS REPORT
2452
5.2 STATUS REPORT #1
2545
B28-08 Record Conversion
F-3
(REVISED PER ADDENDUM NO. 1
Exhibit "F"
(Sample index for 16mm)
PROJECT NAME
DESCRIPTION
ROLL
SEQ
5.2 STATUS REPORT #2
2688
5.2 STATUS REPORT #3
2831
6.2 REVISED SCHEDULE
2865
6.2.1 SCHEDULE UPDATE NO. 1
2869
7.1 GOAA DESIGN STANDARDS
2873
7.2.1 30% PLANS AND SPECIFICATIONS SUBMITTAL
2881
7.2.2 60% PLANS AND SPECIFICATIONS SUBMITTAL
2928
7.2.2.1 DESIGN CALCULATION 60%
3002
'
7.2.3 95% PLANS & SPECIFICATIONS
-
3104
7.2.3.1 DESIGN CALCULATION 95%
3301
7.2.4 100% PLANS & SPECIFICATIONS
3303
7.2.4.1 DESIGN CALCULATION 100%
3312
7.2.5 BID PLANS SPECIFICATIONS AND ADDENDA •
3314
7.3.1 BID ADVERTISEMENTS
3434
7.6 PERMIT DRAWINGS
3475
7.4 UTILITY OUTAGE NOTIFICATION
08-0009
5
7.6 NOTICE TO OWNER
44
7.7 NOTICE OF NON-PAYMENT
145
7.8 PHOTONIDEO/fAPE ' •
169
8.1 BASELINE SCHEDULE
173
8.2 REVISED SCHEDULE
248
8.3 2-3 WEEK LOOK AHEAD
293
9.0 SHOP DRAWING (GENERAL)
322
9.1 SUBMITTAL LOG FROM CONTRACTOR
334
9.3.1 OIL WATER SEPARATOR .
566
9.3.1 #12 REINFORCED CONCRETE: D-701
724
9.3.1 #13 DRAINAGE STRUCTURE
736
9.3.1 #13.1 DRAINAGE STRUCTURE REVISED
783
9.3.1 #14 OIL WATER SEPARATOR - 15460 •
796
9.3.1 #15 TRANSITE PIPE REMOVAL PLAN - PROV 6
805
9.3.1 #15.1 TRANSITE PIPE REMOVAL PLAN - PROV 6: REVISED
953
9.3.1 #16 & 17 MISC. DESIGN ECONOCRETE
963
9.3.1 #18-24 CONCRETE MIX DESIGN
992
9.3.1 #27 QUALTIY CONTROL PLAN - P-110
1017
9.3.1 #27.1 QC PLAN REVISED
1067
9.3.1 #28 JOINT SEALER FOR CONCRETE PAVEMENT - P-605
1099
9.3.1 1330 SHEP - PROV 6
1134
9.3.1 #31 ELECTRICAL ITEMS - 16000
1278
9.3.1 SUBMITTALS: SPEC. SECTION P-501 THRU 16000 ITEMS #32 -#73
1344
9.3.1 #74 MATERIAL CERTIFICATION
1824
9.3.1 #75 ELECTRICAL SYSTEM TESTING - 16950
1836
9.3.1 #76 TEST & EQUIPMENT & DATA - 16120 / 16950
1841
9.3.1 #77.1 & 77.2 FREIGHT & WEIGNT BILLS - P-602 1 P-603
1851
9.3.1 #78 QC TEST LOTS 6 & 7 - P-401
1870
9.3.1 #80 PERFORMANCE VERIFICATION - 16950
1887
9.3.1 #81 MAGNETIC CONTACTOR FOR HIGH MAST
1895
9.3.1 # XX T.V.S.S
1903
9.3.1 #XX HIGH MAST & DRILLED SHAFT '
1921
9.3,1 # XX PAVEMENT SUBMITTAL
1962
9.3.1 # XX FLA CRUSHED STONE
2019
10.0 TESTING (GENERAL)
2023
10.1 CONCRETE CYLINDERS
2090
10.1.1 CONCRETE BEAMS
2210
10.2 DENSITY TESTS
2306
10.2.1 LBR'S
2399
10.3 ASPHALTIC CONCRETE
2409
10.7 BATCH PLANT •
2420
11.1.1 ADDTL TIME
2489,
11.1.2 WEATHER CONDITIONS
2523
11.1.3 FUEL / GAS PRICE INCREASE
2532
11.1.4 GATE & VALVE BOX
2545
11,1.5 CONCRETE BREAKER MOB
2562
11.1.6 GRID ROTATION HAND WORK
2572
11.1.7 INCREASE IN PERF. COST & VIBRATION
2592
11.1.8 EQUITABLE ADJUST. FOR UNCLASSIFIED CONCRETE STRUCTURES
2606
11.1.9 SW ACCESS @ THE TEMP. TAXIWAY
2668
11.1.10 ENCASED DUCTBANK
2678
12.1 SUBSTANTIAL COMPLETION INSPECTION
2688
2706.
12.1.1 PUNCH LIST
12.2.1 CERTIFICATE OF SUBSTANTIAL COMPLETION
2755
12.3 DOCUMENTATION TO OWNER
2767
12.3.1 O&M MANUALS
2884
B28-08 Record Conversion
F-4
(REVISED PER ADDENDUM NO. 1
Exhibit "F"
(Sample index for 16mm)
PROJECT NAME
DESCRIPTION
ROLL
SEQ
12.6 AS-BUILT/RECORD DRAWING
2927
12.7 FINAL QUANTITIES
2997
12.9 FINAL RELEASE OF LIEN
3027
0.2 BID AND BID TABS JOHN CARLO, INC.
08-0010
2353
0.2 BID AND BID TABS ANGELO AERATE CO.
• 2587
0.2 BID AND BID TABS LANE CONSTRUCTION
2741
0.2 BID AND BID TABS
2848
1.0 CONSTRUCTION CONTRACT
2891
1.1 CONTRACT DOCUMENTS
2902
1.2 NOTICE TO PROCEED
2916
1.4 PERMITS
2918
1.4.1 CITY OF ORLANDO PERMITS
2933
1.4.3 ENVIRONMENTAL PERMITS
2941
1.4.5 SFWMD PERMITS
2966
1.4.6 FDOT PERMITS
2973
1.5 INSURANCE CERTIFICATES
3002
1.6 SCHEDULE OF SUBMITTAL
. 3014
1.8 DBE/MWBE PARTICIPATION
3044
1.9 MOT PLAN
3153
1.10 CONTRACTOR'S SAFETY PROGRAM
3166
1.11 QUALITY CONTROL PLAN (SUB #27)
3232
1.12 EROSION CONTROL PLAN
3279
1.13 EMERGENCY CONTACT LIST
3346
1.14 SUBCONTRACTOR'S CONTACT LIST
3349
2.1 GOAA TO ZHA
3358
2.2 FROM THE CONTRACTOR
3440
2.3 TO/FROM THE A/E
3540
2.3 TO/FROM THE A/E #2
3793
2.4 ZHA TO GOAA
4021
2.4.1 ZHA TO THE CONTRACTOR
4127
2,5 TO/FROM OTHER ZHA CONSULTANTS
4252
2.6 - TO/FROM THE FAA
4604
2.8 - INTERNAL CORRESPONDENCE
4612
2.9 - JOB MEMORANDUM
4645
2.10 - REQUEST FOR INFORMATION
4708
2.12 - ENVIRONMENTAL ISSUES
4855
2.13 - MISCELLANEOUS CORRESPONDENCE
4861
3.1.1- FIELD CHANGE ORDER NO. 1
4866
3.3.1 - ASI NO.1
4925
3.4.1 - BULLETIN NO. 1
4952
3.4.2 - BULLETIN NO. 2
4999
3.4.3 - BULLETIN NO. 3
5085
3.4.4 - BULLETIN NO. 4
5093
3.4.5 - BULLETIN NO. 5
5134
3.4.6 - BULLETIN NO.6
5141
3.4.7 - BULLETIN NO. 7
5149
3.5 • CHANGE ORDER (GENERAL)
5154
3.5.1 - CHANGE ORDER NO. 1
5183
3.5.2 - CHANGE ORDER NO. 2
5190
3.5.3 - CHANGE ORDER NO. 3
5223
3.5.4 - CHANGE ORDER NO. 4
5267
3
3.5.5 - CHANGE ORDER NO. 5
5295
3.5.6 - CHANGE ORDER NO. 6 -
5339
3.5.7 - CHANGE ORDER NO. 7
5382
3.5.8 - CHANGE ORDER NO. 8
5414
3.5.9 - CHANGE ORDER NO. 9
5426
3.5.10 - CHANGE ORDER NO. 10
5454
3.7.1 - SCOPE MODIFICATION NO. 1
5472
4,2 - PRE-NTP CONFERENCE
5477
4.3 - PRE -CONSTRUCTION CONFERENCE
5484
4.5 - SPECIAL MEETINGS
5513
7.1 - INSPECTOR'S DAILY REPORT #1
5568
7.1 - INSPECTOR'S DAILY REPORT #2
5735
B28-08 Record Conversion
F-5
tremor=
GREATER ORLANDO AVIATION AUTHORITY
INVITATION FOR BIDS
PURCHASING BID 28-08
RECORD CONVERSION AND ARCHIVING SERVICES
ORLANDO INTERNATIONAL AIRPORT
ORLANDO, FLORIDA
TABLE OF CONTENTS
GREATER ORLANDO AVIATION AUTHORITY
PURCHASING BID 28-08
RECORD CONVERSION AND ARCHIVING SERVICES
ORLANDO, FLORIDA
Page Numbers
Invitation for Bids 1 to 2
Instructions to Bidders IB-1 to IB-11
Bid Forms BF-1 to BF-12
Contract _ C-1 to C-6
General Conditions GC-1 to GC-17
Specification S-1 to S-9
Exhibit "A" 1 of 1
Exhibit "B" 1 of 1
Exhibit "C" 1 of 1
Exhibit."D" 1 of 1
Exhibit "E" 1 to 4
INVITATION FOR BIDS
GREATER ORLANDO AVIATION AUTHORITY
PURCHASING BID 28-08
RECORD CONVERSION AND ARCHIVING SERVICES
Sealed Bids for Purchasing Bid 28-08, Record Conversion and Archiving Services, at the
Orlando International Airport, will be received by the Greater Orlando Aviation Authority,
hereinafter called "Authority."
The proposed Contract will be to furnish all labor, supervision, materials and supplies,
equipment, tools, accessories and all other items necessary or proper for, or incidental to,
performing conversion and archiving of certain records on an "as -needed" basis at the Orlando
International Airport ("OIA") in accordance with the Contract Documents.
The Contract period will be for twenty-four (24) months with the initial service to commence
on or about July 31, 2008, and with the Authority having .options to renew the Contract for
three (3) additional periods of one (1) year each.
The Contract work shall not be divisible, but shall be awarded, if an award is made, to a single
Bidder.
The Contractor shall be required to perform the filming and scanning portion of the work at a
facility located within the State of Florida. Duplication of film may be performed at a separate
location, provided, however all documents must stay within the State of Florida at all times.
Bid packages will be available for examination Tuesday, March 25, 2008, and may be
obtained by visiting the Authority Purchasing Department's website at
www.orlandoairports.net/purchasing for download availability or by visiting AirportLink's
website at www.AirportLink.com or by calling AirportLink at (866) 759-8390. AirportLink
provides supplier registration services, document fulfillment and other purchasing related
services to the Authority and to suppliers doing business with the Authority. Any award
resulting from this solicitation will not require any payment by the supplier to AirportLink. If
you received this solicitation document from any source other than AirportLink (WebProcure),
please promptly register your interest in this solicitation with AirportLink. Questions
concerning this Bid package should be addressed to Patricia B. Dabis, C.P.M., CPPB, FCPA at
(407) 825-2150, by facsimile (407) 825-4020, or by e-mail at Pdabis@goaa.orq.
A PRE -BID CONFERENCE will be held at 2:00 p.m., Tuesday, April 1, 2008, at the Greater
Orlando Aviation Authority, Purchasing Office, 8652 Casa Verde Road, Building 811, Orlando,
Florida 32827-4338. The conference will include a review of the Bid Documents, a question
and answer period. Attendance at the Pre -Bid Conference and the familiarization site visit is
not mandatory but is strongly encouraged. Bidders are expected to be familiar with the Bid
Documents and to provide the Authority with any questions regarding the Bid Documents at
the Pre -Bid Conference
Sealed Bids will be received at the Greater Orlando Aviation Authority, Orlando International
Airport, Purchasing Office, 8652 Casa Verde Road, Building 811, Orlando, Florida 32827-
4338 until 11:00 a.m., April 22, 2008, at which time all Bids received will be publicly opened
and read. Bids may be delivered prior to the above time and date to the Greater
B28-08 RECORD CONVERSION
Page 1
BASE REV 10/17/06
Orlando Aviation Authority, Purchasing Office, 8652 Casa Verde Road, Building 811, Orlando,
Florida 32827-4338. Bids transmitted electronically or by facsimile will not be accepted. Any
Bid received after the time and date specified for the opening of the Bids will not be
considered, but will be returned unopened. The Authority's Purchasing Manager will designate
an official timepiece which shall be used to determine the official time for opening of Bids, and
which time shall be deemed correct and conclusive.
A Bid must be submitted on a reproduced copy of the Bid Forms supplied, including any
addenda which may be issued, and must be submitted in a sealed envelope which shall be
clearly marked Purchasing Bid 28-08, Record Conversion and Archiving Services, at the
Orlando International Airport. Five (5) additional copies of the Bid should also be included.
No Bid may be withdrawn for a period of ninety (90) days after the time and date scheduled
for Bid opening.
The Bidder awarded the Contract must also provide proof of liability insurance in the amount
of One Million Dollars ($1,000,000.00), and evidence of business or occupational license, as
outlined in the Bid Documents.
The Authority reserves the right to waive any informalities or irregularities of Bids, to request
clarification of information submitted in any Bid, to request additional information from any
Bidder, or to reject any or all Bids, and to readvertise for Bids. The•Authority also reserves the
right to extend the date and time period during which it will accept Bids and to extend the
date or time scheduled for the opening of Bids.
Award, if made, will be to the responsible and responsive Bidder submitting the low Bid.
Bidders are hereby notified that the Contract includes a requirement for affirmative action to
ensure equal employment opportunity under Executive Order 11246.
You should note that Section 12 of the Instructions to Bidders describes irregularities in Bids
that may cause them to be rejected by the Authority. Included in these irregularities are those
such as conditions, limitations, or unauthorized alternative Bids which may require the
Authority to reject a Bid. You are strongly urged to seek the Authority's written advice
BEFORE you submit a Bid containing any of the irregularities described in Section 12 of the
Instructions to Bidders.
B28-08 RECORD CONVERSION
GREATER ORLANDO AVIATION AUTHORITY
Page 2
BASE REV 10/17/06
INSTRUCTIONS TO BIDDERS
1. INTENT:
It is the intent of these Instructions to establish guidelines for the proper completion of the
Bid Forms. These Instructions to Bidders provide guidance and explanation for subsequent
Bid Forms and Contract Documents. Please read all instruction paragraphs.
2. GENERAL:
2.1 This Contract will be to furnish all labor, supervision, materials and supplies,
equipment, tools, accessories and all other items necessary or proper for, or
incidental to, performing conversion and archiving of certain records on an "as -
needed" basis at the Orlando International Airport ("OIA") in accordance with the
Contract Documents.
2.2 Contract period will be twenty-four (24) months with the initial service to commence
on or about July 31, 2008, and with Authority having options to renew the Contract
for three (3) additional periods of one (1) year each upon the same terms and
conditions, except compensation to the Contractor which shall be established by
negotiation between the parties, subject -to the limitations stated below. The
compensation due to the Contractor in the first renewal option year, if exercised,
may not be increased by a percentage that exceeds the percentage, if any, by which
the Consumer Price Index, United States City Averages, Urban Wage Earners and
Clerical Workers (CPI-W), All Items (1982-84=100) ("CPI") published from time to
time by the United States Bureau of Labor Statistics in effect as of the end of the
eighteenth (181h) month of the Contract term exceeds the CPI in effect as of the end
of the sixth (6m) month • of the Contract term. The Compensation due to the
Contractor in the second renewal option year, if exercised, may not be increased by
a percentage that exceeds the percentage, if any, by which the CPI in effect as of
the end of the thirtieth (30`h) month of the Contract term exceeds the CPI in effect
as of the end of the eighteenth (18`h) month of the Contract term. The Compensation
due to the Contractor in the third renewal option year, if exercised, may not be
increased by a percentage that exceeds the percentage, if any, by which the CPI in
effect as of the end of the forty-second (42nd) month of the Contract term exceeds
the CPI in effect as of the end of the thirtieth (30'h) month of the Contract term. In
no event shall the Contractor be required to enter into a renewal of the Contract if
the parties fail to reach mutual agreement in a timely fashion, with respect to
Contractor's compensation' for the renewal period.
2.3 The Contract work shall not be divisible, but shall be awarded, if an award is made,
to a single Bidder.
2.4 The Contract, if awarded, shall not be construed to create unto the Contractor any
exclusive rights with respect to any of the Authority's record conversion and
archiving service requirements. The Authority may in its sole discretion award any
additional or similar services to any third party, or the Authority may elect to perform
all or a portion of the services by its own employees.
B28-08 RECORD CONVERSION
IB-1
BASE REV 01/17/07
INSTRUCTIONS TO BIDDERS (Continued)
2.5 A Bidder's Bid prices shall remain firm for the duration of the initial term of the
Contract. Any anticipated increases in Bidder's costs during the initial term of the
Contract must be reflected in its prices set forth in its Bid. The Authority shall not be
obligated to renegotiate or increase any price for any•work during the initial term of
the Contract based on a Bidder's mistake or miscalculation of prices, underestimation
of costs, or for any other reason. All of the Bidder's overhead costs, including, but
not limited to, costs of the required bonds and insurance coverages, shall be
included in such Bidder's prices listed in its Bid.
2.6 Each Bidder shall provide on Page BF-10, its unit prices for each task as specified in
the Specification for Year 1. Bidder shall multiply the estimated quantity per unit of
measure (UOM) by the unit price and enter the product of such calculation, without
further adjustment or modification, in the right-hand side of the page under the
extension column. Each Bidder shall provide on Page BF-1 1, its unit prices for Year
2, in the same manner.
2.7 Each Bidder shall provide on Page BF-10, its hourly rate for Document Preparation
for Year 1. Bidder shall multiply the estimated hours by the hourly rate and enter the
product of such calculation without further adjustment or modification, in the right-
hand side of the page under the extension column. Each Bidder shall provide on Page
BF-11, its unit prices for Year 2, in the same manner.
2.8 Each Bidder shall provide on Page BF-10, its unit price for Document Destruction
Services for Year 1. Bidder shall multiply the estimated number of pounds by the
unit price and enter the product of such calculation without further adjustment or
modification, in the right-hand side of the page under the extension column. Each
Bidder shall provide on Page BF-11, its unit prices for Year 2, in the same manner.
2.9 Each Bidder shall then total its prices for Page BF-10 and place the sum on the line
marked TOTAL YEAR ONE (1) BID PRICE on Page BF-10 and on Page BF-3. Each
bidder shall perform the same calculation for Year 2 on Page BF-1 1 and on Page BF-
3 in the same manner. Bidder shall then add the totals from YEAR ONE and YEAR
TWO and enter the sum in the space marked TOTAL TWO (2) YEAR BID PRICE on
Page BF-3.
2.10 Any Bid that fails to include all the prices requested on Page BF-10, Page BF-11, and
on Page BF-3 may be deemed non -responsive to the Invitation.
3. RECEIPT AND OPENING OF BIDS:
Bids will be received, opened and read at the time and place specified in the Invitation for
Bids. Bidders or their authorized agents are invited to be present. Bids received after the
time and date specified will not be considered, and will be returned unopened.
4. EXAMINATION OF BID/CONTRACT DOCUMENTS:
All prospective Bidders shall thoroughly examine and become familiar with the Bid package
and carefully note the items which must be submitted with the Bid, such as:
4.1 a list of Contract References;
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INSTRUCTIONS TO BIDDERS (Continued)
4.2 an Equal Opportunity Report Statement;
4.3 a Certificate of Non -Segregated Facilities;
4.4 any other information specifically called for in these Bid Documents.
(These Instructions to Bidders, the Invitation for Bids, the Bid Forms, the Contract, the
General Conditions, and the Specification are referred to herein as the "Bid Documents" or
the "Contract Documents.") Submission of a Bid shall constitute an acknowledgment that
the Bidder has read and understands the Bid Documents. The failure or neglect of a Bidder
to receive or examine any Bid Document shall in no way relieve it from any obligations
under its Bid or the Contract. No claim for additional compensation will be allowed which is
based upon a lack of knowledge or understanding of any of the Contract Documents or the
scope of work.
5. ADDENDA -CHANGES WHILE BIDDING:
Other than during the Pre -Bid Conference, the Authority shall not be required to provide to
any Bidderverbal interpretations as to the meaning of any portion of the Bid Documents.
Requests for interpretation, clarification or correction of Bid Documents, forms or other
material in this Bid Package should be made in writing and delivered to the Greater Orlando
Aviation Authority, Purchasing Office, 8652 Casa Verde Road, Building 811, Orlando,
Florida 32827-4338, or by facsimile to (407) 825-4020 at least five (5) business days
before the date and time announced for the Bid opening. Any response by Authority to a
request by a Bidder for clarification or correction will be made in the form of a written
Addendum. All parties to' whom the Bid packages have been issued will be sent a
notification of the issuance of an Addendum either by e-mail and/or by facsimile. The
Addendum may be electronically downloaded by visiting either the Authority Purchasing
Department's web site •at www.orlandoairports.net/purchasing, or if registered with
AirportLink, by visiting their web site at www.AirportLink.com. Authority reserves the right
to issue Addenda at any time up to the date and time set for Bid opening. In case any
Bidder fails to acknowledge receipt of any such Addendum in the space provided in the Bid
Form, its Bid will nevertheless be construed as though the Addendum had been received
and acknowledged. Submission of a Bid will constitute a Bidder's acknowledgement of the
receipt of the Bid Documents and all Addenda. Only interpretations or corrections provided
by written Addenda shall be binding on Authority. Prospective Bidders are warned that any
other source by which a Bidder receives information concerning, explaining or interpreting
the Bid Documents shall not bind the Authority.
6. PREPARATION OF BIDS:
6.1 Bids shall be submitted on reproduced copies of the attached Bid Forms including
any revised or additional Bid Forms supplied by Addenda. If an award is made, the
completed Bid Forms shall constitute a part of the Contract Documents and will be
incorporated in the final Contract between the Authority and the successful Bidder.
All blank spaces in the Bid Forms should be filled in legibly and 'correctly in ink or
type.
6.2 All Bids shall contain the name and business address of the individual, firm,
corporation, or other business entity submitting the Bid and shall be subscribed by
either the individual, a general partner, a member of a member -managed LLC, a
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INSTRUCTIONS TO BIDDERS (Continued)
manager of a manager -managed LLC, . or an authorized officer or agent of a
Corporation or business entity, and should be properly witnessed or attested. If any
officer or agent other than the signatories described in the preceding sentence shall
sign any Contract Document on behalf of the Bidder, the Authority should be
furnished with satisfactory evidence of such officer's or agent's authority to bind the
Bidder with respect to the contents of the subject Bid Documents so signed by him
or her. If the Bidder is an LLC, the Bidder should submit with its Bid its Articles of
Organization or other evidence satisfactory to Authority, indicating whether the LLC
is member -managed or manager -managed, and indicating that the person executing
the Bid is authorized to bind the LLC.
6.3 If the Bidder is a partnership or sole proprietorship, the Authority, reserves the right
to require the Bidder to submit to the Authority at any time the name and business
address of each owner, principal, partner, or member of the Bidder having an
ownership or management position with the Bidder.
6.4 If the Bidder is a corporation or other state -chartered business entity, the Authority
reserves the right to require the Bidder to submit to the Authority at any time, the
name and business address of each officer, director and holder of 10% or moreof
the stock or other ownership interests of such corporation or other business entity. If
the Bidder is a corporation, the .Bid should have the corporate se& affixed and
include the name of the State in which it was incorporated. If the Bidder is a foreign
corporation or other state -chartered business entity and is the successful Bidder, the
Bidder will be required to submit evidence prior to the execution of the Contract, if
awarded, that the corporation or other state -chartered business entity has applied to
the Secretary of State, State of Florida, for authority to do business in the State of
Florida. If the Bidder elects to use a fictitious name in its Bid, a copy of the Bidder's
fictitious name registration should be provided to Authority.
7. BID GUARANTY:
A Bid Guaranty shall not be required for this Contract.
8. DELIVERY OF BIDS:
8.1 All Bids shall be submitted in sealed envelopes bearing on the outside the name of
the Bidder, address, and the notation Purchasing Bid 28-08, Record Conversion and
Archiving Services at Orlando International Airport. Five (5) additional copies of the
Bid should also be provided to the Authority in sealed envelopes. Each Bid shall
consist of an executed copy of the Bid Form (Pages BF-1'through BF-12), along with
all other documents or information required to be submitted pursuant to the terms of
the Bid Documents (together, the "Bid"). The documents comprising the Bid must be
completed and signed on the forms provided herein, or on exact reproductions
thereof.
8.2 All Bids shall be submitted pursuant to the terms outlined in these Instructions to
Bidders. Any Bids received after the time and date specified in the Invitation for Bids
(or any Addenda thereto) for the opening of the Bids will not be considered, but will
be returned unopened.
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INSTRUCTIONS TO BIDDERS (Continued)
8.3 Each Bidder's response to the Invitation for Bids shall be .at the sole cost and
expense of the Bidder and such Bidder shall have no claim against the Authority for
costs, damages, Toss of profits, or to recover such costs, damages, or expenses, in
the event the Authority exercises its right to reject any or all Bids or to cancel an
award pursuant to a provision hereof for any reason.
8.4 Submission of a Bid shall constitute authorization for the Authority and its
representatives and agents to make such copies of the Bid or portions thereof and to
distribute such copies as may be necessary or desirable to carry out the Authority's
objectives or requirements.
9, COMMUNICATIONS REGARDING EVALUATION OF BIDS:
To ensure the proper and fair evaluation of Bids, the Authority highly discourages any oral
communication initiated by a Bidder or its agent to an employee of Authority evaluating or
considering the Bid during the period of time following the opening of Bids and prior to the
time a decision has been made with respect to the Contract award. An appropriate official
or employee of Authority may initiate communication with a Bidder in order to obtain
information or clarification needed to develop a proper and accurate evaluation of the Bid.
Any communication initiated by Bidder during evaluation should be submitted in writing to
the Greater Orlando Aviation Authority, Purchasing Office, 8652 Casa Verde Road, Building
811, Orlando, Florida 32827-4338; fax number (407) 825-4020.
10. WITHDRAWAL OF BIDS:
No Bid may be withdrawn after it is submitted unless the Bidder makes a request by letter
and such request is received prior to the time set for opening of Bids. No Bid may be
withdrawn after the scheduled Bid opening time for a period of ninety (90) days. Any
Bidder withdrawing or attempting to withdraw its Bid prior to the expiration of the ninety
(90) day period shall be obligated to reimburse the Authority for all its costs incurred in
connection with such withdrawal or attempted withdrawal including, without limitation,
any increased costs for procuring the goods or services from another Bidder or all costs of
advertising and re -procuring the goods or services, and all attorneys' fees, in addition to
payment of Authority's other damages. A Bidder's submission of a Bid shall be deemed the
Bidder's acknowledgment of and agreement to the provisions of this Section.
11. DISQUALIFICATION OF BIDDERS:
11.1 Any of the following causes may be considered as sufficient for the Authority's
disqualification of a Bidder and the rejection of its Bid:
1 1.1.1 Submission of more than one Bid for the same work, or participation in more
than one Bid for the same work as a partner or principal of the Bidder, by an
individual, firm, partnership or corporation, under the same or different
names, or by Bidders which are affiliates, either at the time of submittal, or
at the time of award. For purposes of this section, the term "affiliates"
means firms, partnerships, corporations or other entities under common
control;
11.1.2 Evidence of collusion between or among Bidders;
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INSTRUCTIONS TO BIDDERS (Continued)
11.1.3 Evidence, in the opinion of the Authority, of Bidder(s) attempting to.
manipulate the Bid pricing for its own benefit (e.g. pricing resulting in a
failure of the Authority's ability to enforce the Contract or impose the
remedies intended following breach by Contractor);
11.1.4 Being in arrears on any of its existing contracts with the Authority or in
litigation with the Authority or having defaulted on, or being in or having
previously been in litigation with the Authority with respect to, a previous
contract with the Authority;
11.1.5 Poor, defective or otherwise unsatisfactory performance of work for
Authority or any other party on prior projects which, in the Authority's
judgment and sole discretion, raises doubts as to Bidder's ability to properly
perform the work; or
11.1.6 Any other cause which, in the Authority's judgment and sole discretion, is
sufficient to justify disqualification of Bidder or the rejection of its Bid.
11.2 The Authority has adopted a policy which addresses, among other things, the
obligations of the Authority's employees with respect to having an interest in
business' entities, unauthorized compensation and acceptance of gifts. Please be
aware that any act by a Bidder that could cause an Authority employee to violate the
policy is sufficient cause for the denial of the right of the Bidder to bid on any
contract or sell any materials, supplies, equipment, or services to the Authority for a
period of time that is determined by the Executive Director. A copy of the policy is
available upon request from the Manager of Board Services.
12. REJECTION OF IRREGULAR BIDS:
A Bid will be considered irregular and may be rejected by the Authority if it is improperly
executed, shows omissions, alterations of form, additions not called for, conditions,
limitations, or unauthorized alternate Bids, fails to include the proper Bid Guaranty (if
required), Contract references, other certificates, affidavits, statements, or information
required to be included with Bids, including, but not limited to, the Bidder's prices, or
contains other irregularities of any kind.
13. NOTICE OF INTENT TO AWARD CONTRACT:
Unless all Bids are rejected by the Authority, a Notice of Intent to Award is anticipated to
be provided within ninety (90) days from the opening of Bids to the responsible and
responsive Bidder submitting the low Bid. In the event of tie Bids, the Authority reserves
the right to determine the successful Bidder by coin toss, lot, or other method selected by
the Authority. Bidders involved will be given notice of the time and place the determination
is made. For all procurements, the Authority reserves the right to reject any or all bids and
to cancel the procurement or to solicit new bids.
14. RESPONSIBILITY OF BIDDERS:
14.1 Authority reserves the right, to aid it in determining a Bidder's responsibility, to
require a Bidder to submit such evidence of Bidder's qualifications as Authority may
deem necessary, and to consider any evidence available to the Authority of the
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INSTRUCTIONS TO BIDDERS (Continued)
financial, technical, and other qualifications and abilities of a Bidder, including past
performance (experience) with the Authority and others. The Authority shall be the
final authority in the determination of a Bidder's responsibility and the award of a
Contract to a Bidder.
14.2 All Bidders shall furnish the Authority with the company name, address, contact
person, and telephone number of at least three (3) entities for which they have
supplied record conversion and archiving services as requested in this Bid during the
past three (3) years, at least one of which provides evidence of the Bidder having
been in such business for at least three (3) years. The information should be
submitted on Page BF-6 with the, knowledge that the Authority will use the data for
reference purposes.
14.3 For a Bidder to meet the minimum responsibility criteria for this Contract: the Bidder
must provide verifiable evidence, through references or otherwise, that the Bidder is
currently engaged in the business of record conversion and archiving services and
that the Bidder, taken together with a related predecessor (e.g. by merger), affiliate,
or principal, has been actively engaged in such business for at (east three (3) years
immediately preceding the date of Bidder's response to this Invitation for Bids.
15. GUARANTY OF FAITHFUL PERFORMANCE:
A Performance Bond shall not be required for this Contract.
16. POWER OF ATTORNEY AND COUNTERSIGNATURE:
Not applicable.
17. EXECUTION OF CONTRACT:
17.1 The Bidder to whom the Notice of Intent to Award is given shall, within ten (10)
business days after the date of the Notice of Intent to Award, execute and/or deliver
the following to the Authority: the Contract, a copy of the Bidder's valid business or
occupational license, and all other documents and information required by the
Contract Documents. All of the above documents and information must be furnished
and the Contract Documents executed by Bidder, and delivered to Authority, before
the Contract will be executed by the Authority.
17.2 Not applicable.
17.3 A Bidder's failure to timely fulfill its obligations under this Section 17 shall be just
cause for the Authority's withdrawal of such Notice of Intent to Award. In such
case, a Notice of Intent to Award may then be issued to the next ranked Bidder or all
Bids may be rejected by the Authority and the Contract re -advertised. In such event,
the Authority shall be entitled to receive its damages and costs, including, but not
limited to, its attorneys' fees caused by or in connection with a Bidder's failure to
fulfill its obligations under this Section. A Bidder's liability for failing to timely fulfill
the obligations stated in this Section shall be the same as for withdrawing its Bid
(see Section 10 of the Instructions to Bidders).
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INSTRUCTIONS TO BIDDERS (Continued)
17.4 The Contract shall not be binding upon the Authority until it has been executed by
the Authority and a copy of such fully executed Contract is delivered to the
Contractor. The Authority reserves the right to cancel the award without liability to
any Bidder at any time before the Contract has been fully executed by the Authority
and delivered to the Contractor. Accordingly, the Contractor is hereby warned that it
should not commence performance or incur costs or expenses in connection with the
Contract obligations until it has received from the Authority a final, fully executed
copy of the Contract.
18. FLORIDA SALES TAX:
The Authority is a governmental agency and a political subdivision under Florida law.
Purchases by Authority under this Contract are exempt from Florida sales tax: Authority's
tax exempt number is 85-8012668935C-5. No purchase made by any entity is qualified to
be exempt other than those made directly by the Authority. The Authority's sales tax
exemption does not apply to goods or services purchased or consumed by a Contractor for
which the Contractor is deemed to be the ultimate consumer in connection with the
fulfillment of its Contract obligations, and the Authority shall have no liability for such
taxes.
19. SUBCONTRACTS:
19.1 The Contractor's right to subcontract shall be governed by the provisions of Section
8 of the General Conditions.
19.2 Nothing contained in these Contract Documents shall be construed as creating any
contractual relationship between any subcontractor and the Authority.
19.3 The Contractor shall be fully responsible to the Authority for the acts and omissions
of a subcontractor and of persons employed by said subcontractor to the same
extent that the Contractor is liable to Authority for acts and omissions of persons
directly employed by it.
20. FAMILIARITY WITH LAWS:
All Bidders and the Contractor are presumed to be familiar with and shall observe all
Federal, State and local laws, ordinances, codes, rules and regulations, including, without
limitation, the Authority's rules and regulations, that may in any way affect work herein
specified. Ignorance on the part of the Contractor shall in no way relieve Contractor from
any such responsibility or liability.
21. AIRPORT SECURITY:
The successful Bidder will be required to comply with all applicable regulations of the
Transportation Security Administration (TSA) and of the Authority relating to Airport
security, including those relating to access to the Aircraft Operations Area (AOA) of
Orlando International Airport, as such regulations may be in effect or changed from time to
time.
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INSTRUCTIONS TO BIDDERS (Continued)
22. EQUAL OPPORTUNITY REPORT STATEMENT:
Each Bidder shall complete and sign the Equal Opportunity Report Statement on Page BF-7.
A Bid may be considered irregular, in the Authority's sole discretion, if the Bidder fails to
provide the fully executed Statement, or fails to furnish the required data thereon. Prior to
execution of the Contract by the Authority, a fully executed Statement must be provided
or the Bid may be rejected and the Authority will be entitled to exercise its rights under the
provisions of Section 17.3 above, Execution of Contract.
23. NON -SEGREGATED FACILITY CERTIFICATE:
Each Bidder shall complete and sign the Non -Segregated Facilities Certificate on Page BF-8.
A Bid may be considered irregular, in the Authority's sole discretion, if the Bidder fails to
provide the fully executed statement, or fails to furnish the required 'data. Prior to
execution of the Contract by the Authority, a fully executed statement must be provided or
the Bid may be rejected and the Authority will be entitled to exercise its rights under the
provisions of Section 13.3 above, Execution of Contract.
24. PUBLIC ENTITY CRIMES LAW:
The following notice applies to all Bidders: "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 s. 287.017, Florida Statutes, for CATEGORY
TWO for a period of 36 months from the date of being placed on the convicted vendor
list."
25. MINORITY AND WOMEN BUSINESS ENTERPRISE ("MWBE") PARTICIPATION PROGRAM:
An MWBE participation goal has not been established for this Contract. Such participation
is encouraged, but will not be considered during the evaluation process for award of this
Contract.
26. LOCAL DEVELOPING BUSINESS ("LDB") PARTICIPATION PROGRAM:
'An LDB participation goal has not been established for this Contract. Such participation is
encouraged, but will not be considered during the evaluation process for award of this
Contract.
27. INSURANCE:
The Bidder to whom the Notice of Intent to Award is given shall provide a signed
Certificate of Insurance such as the form on Page C-4 and Page C-5. The Certificate of
Insurance shall evidence the insurance coverages required by the Authority pursuant to
Section 5.7 of the General Conditions and shall be filed with Authority within ten (10)
business days of the date of the Notice of Intent to Award. The Certificate of Insurance
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INSTRUCTIONS TO BIDDERS (Continued)
must contain a provision that the coverages. provided . under the policies will not be
cancelled unless at least thirty (30) days prior written notice has been given to the
Authority.
28. BID ERRORS:
In the case of a Bidder's error in the extension or addition of Bid prices, the unit prices will
govern. Bids having erasures or corrections should be initialed in ink.
29. COMPLIANCE WITH OCCUPATIONAL SAFETY AND HEALTH ACT:
The Bidder certifies that all materials, equipment, chemicals, etc. contained in its Bid or
otherwise to be provided or used by the Bidder in its performance of the Contract work,
and including any replacements or substitutions therefore, shall meet all EPA and OSHA
requirements.
30. PERFORMANCE STANDARD:
The standards by which the Contractor's performance will be evaluated are set forth in the
General Conditions (Pages GC-1 to GC-17) and Specifications (Pages S-1 to S-9). The
successful Bidder's failure to meet these standards, after receipt of written notice to
correct such deficiencies, may in addition to Authority's other remedies, in the Authority's
sole discretion, result in a termination of the Contract for cause pursuant to the termination
provisions of Section 9 of the General Conditions.
31. NO BIDS:
In the event a potential Bidder elects not to submit a Bid, such potential Bidder should
respond by completing and returning the "No Response to Invitation for Bids" form, Page
BF-9, advising Authority of the reason for not submitting a Bid.
32. EVALUATION CRITERIA OF BID:
Award, if made, will be to the responsible and responsive Bidder submitting the low Bid.
The responsible and responsive Bidder submitting a Bid having the lowest "Total Two (2)
Year Bid Price" on Page BF-3 shall be deemed to have submitted the low Bid. Bid
tabulations shall be presented to the Authority's Concessions/Procurement Committee, to
the Greater Orlando Aviation Authority Board or its designee, or to the Authority's
Executive Director as may be applicable. All parties desiring information regarding the
award of the Contract may call (407) 825-2150.
33. PUBLIC RECORDS/PUBLIC MEETINGS:
Please be aware that all meetings of the Authority's Board are duly noticed public meetings
and all documents submitted to the Authority as a part of or in connection with a Bid will
constitute public records under Florida law regardless of any person's claim that proprietary
or trade secret information is contained therein. The provisions of Section 14 of the
General Conditions shall apply to all Bidders. In the event that a Bidder desires to address
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INSTRUCTIONS TO BIDDERS (Continued)
the Authority's Board, please note that the Board _ has adopted "Guidelines for
Presentations Before the Greater Orlando Aviation Authority," which are available upon
request from the Manager of Board Services.
* * * * * * * END OF INSTRUCTIONS TO BIDDERS *
B28-08 RECORD CONVERSION
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BID FORM
GREATER ORLANDO AVIATION AUTHORITY
PURCHASING BID 28-08
RECORD CONVERSION AND ARCHIVING SERVICES
Greater Orlando Aviation Authority
Purchasing Office
8652 Casa Verde Road, Building 811
Orlando, Florida 32827-4338
Address:
Submitted by:
Federal Employer I.D. No.
Business Telephone No.
Business Fax No.
After Business Hours
Telephone No.
E-Mail. Address
Name of Bidder
By:
Signature
Date:
Name and Title (Typed or Printed)
The undersigned, as Bidder, hereby declares that this Bid is in all respects fair and submitted in
good faith without collusion or fraud. Bidder represents and warrants to the Greater Orlando
Aviation Authority ("Authority") that: (i) except as may be disclosed in writing to Authority
with its Bid, no officer, employee or agent of the Authority has .any interest, either directly or
indirectly, in the business of the Bidder, and that no such person shall have any such interest
at any time during the term of the Contract should it be awarded the Contract; and (ii) no gift,
gratuity, promise, favor or anything else of value has been given or will be given to any
employee or official of Authority in connection with the submission of this Bid or the
Authority's evaluation or consideration thereof.
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BIDDER;
The Bidder further represents that it has examined or investigated the site conditions if
necessary, and informed itself fully in regard to all conditions pertaining to the place(s) where
the work is to be done; that it has examined the Contract Documents and has read all
Addenda furnished by the Authority prior to the opening of the Bids; as acknowledged below,
and that it has otherwise fully informed itself regarding the nature, extent, scope and details of
the services to be furnished under the Contract.
The Bidder agrees, if this Bid is accepted, to enter into the written Contract with the Authority
in the form of Contract attached (properly completed in accordance with said Bid Documents),
to furnish all labor, supervision, materials and supplies, equipment, tools, accessories and all
other items necessary or proper for, or incidental to, performing conversion and archiving of
certain records on an "as -needed" basis at the Orlando International Airport ("OIA") in
accordance with the Specification covered by this Bid and the Contract Documents for
Purchasing Bid, 28-08, Record Conversion and Archiving Services, at Orlando International
Airport, and to furnish the prescribed evidence of a valid business license, insurance, and all
other documents required by these Contract Documents. The Bidder further agrees to
commence work and to perform the work specified herein within the time limits set forth in
the Contract Documents, which time limits Bidder acknowledges are reasonable.
The undersigned further agrees that, in the case of failure or refusal on its part to execute the
said Contract provide evidence of specified insurance, a copy of a valid business or
occupational license and all other documents required by these Contract Documents within ten
(10) business days after being provided with Notice of Intent to Award the Contract (or such
earlier time as may be stated elsewhere in these Bid Documents), the Bid award may be
offered by the Authority to the next ranked Bidder, or the Authority may readvertise for Bids,
and in either case the Authority shall have the right to recover from the Bidder the Authority's
costs and damages including, without limitation, attorney's fees, to the. same extent that
Authority could recover its costs and expenses from the Bidder under Section 10 of the
Instructions to Bidders if the Bidder withdrew or attempted to withdraw its Bid.
The Bidder further agrees, if it fails to complete the work according to the Specifications
within the scheduled time or any authorized extension thereof, that damages may be deducted
from the Contract price payable to the Bidder.
Acknowledgment is hereby made of the following Addenda (identified by number) received
since issuance of the Contract Documents:
ADDENDUM NO. DATE ADDENDUM NO. DATE ADDENDUM NO. DATE
It will be the responsibility of the Bidder to contact AirportLink at (866) 759-8390 or by
visiting AirportLink's web site at www.AirportLink.com or by visiting the Authority Purchasing
Department's web site at www.orlandoairports.net/purchasing prior to submitting a Bid to
ascertain Addenda, if any, that may have been issued, to obtain all such Addenda and return
such Addenda (or portions of Addenda as may be applicable) with the Bid. If you received this
solicitation document from any source other than AirportLink (WebProcure), please promptly
register your interest in this solicitation with AirportLink.
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BIDDER:
The Bidder agrees to furnish all labor, supervision, materials and supplies, equipment, tools,
accessories and all other items necessaryor proper for, or incidental to, performing conversion
and archiving of certain records on an "as -needed" basis described in the Contract Documents,
including, but not limited to, the cost of bonds and the specified insurance coverage for the
following:
RECORD CONVERSION AND ARCHIVING SERVICES
TOTAL YEAR ONE (1) BID PRICE
TOTAL YEAR TWO (2) BID PRICE
TOTAL TWO (2) YEAR BID PRICE:
$
(Print Dollar Amount)
Note: The figure for Total Year One (1) Bid Price and Total Year Two (2) Bid Price shown
above should match the figure shown on Page BF-10 and Page BF-11 respectively.
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BIDDER:
(If Bidder is a Sole Proprietorship sign on the line below)
Company Name (if any)
(SEAL)
Company Owner's (Bidder's) Signature
Company Owner's Name Printed or Typed
(If Bidder is a Partnership, fill in name of the partnership, followed below by the signature of
the general partner signing.)
(SEAL)
Partnership Name
BY: (SEAL)
General Partner's Signature
General Partner's Name Printed or Typed
The following information may be provided by a Bidder with this Bid, but must be provided to
the Authority at any time upon the request of the Authority: The name and business address
of all principals and partners if a partnership (if a limited partnership, information for general
partner only, along with the name of the limited partnership's home state).
Bidders are hereby notified that the Greater Orlando Aviation Authority is a public agency and,
as such, is subject to Chapter 119, Florida Statutes, regarding the disclosure of public records.
Pursuant to Section 119.071(1)(b►1.a., Florida Statutes, sealed bids received by the Authority
pursuant to invitation for bids, are exempt from public disclosure only for the ten (10) day
period following the bid opening. Once the ten (10) day period has passed, all bids received by
the Authority shall be made available to the public for inspection and copying in accordance
with Chapter 119, Florida Statutes. Once bids are opened, they may not be revoked, even
during such ten (10) day period. Any language in a bid attempting to keep all or part of such
bid confidential is of no force and effect and will be disregarded as contrary to Florida law.
NOTE: Bidders must sign in the proper capacity on either Page BF-4 or BF-5 as applicable..
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BF-4
BASE REV 01/17/07
(If Bidder is a Corporation or
Other State -Chartered Business
Entity, fill in the name of the
corporation or entity, followed
by the signature of the
authorized officer or agent
signing, followed by his title.)
BY:
BIDDER:
(Name of Corporation or other business entity)
(Signature of Authorized Officer)
(Affix Corporate Seal) Its:
ATTEST:
(Title)
Officer's Name Printed or Typed
Secretary
The Bidder is a corporation or other state -chartered business entity organized under the laws
of the State of , and authorized by law to make this Bid and perform all
work and furnish materials and equipment required under the Contract Documents. If Bidder is
a foreign corporation or other business entity, the corporation or entity is (or) _ is not,
registered with the Secretary of State of the State of Florida. Foreign corporations or other
foreign state -chartered business entities must have a Florida registered agent and must provide
a copy of their Florida registration or application as a condition to entering into a Contract with
the Authority.
The following information may be provided by a Bidder with this Bid, but must be provided to
the Authority at any time upon the request of the Authority: the full names and business
addresses of each officer, director and holder of 10% or more of the corporation's or entity's
outstanding stock, including the corporate office or title of all individuals listed.
Bidders are hereby notified that the Greater Orlando Aviation Authority is a public agency and,
as such, is subject to Chapter 119, Florida Statutes, regarding the disclosure of public records.
Pursuant to Section 119.071(1)(b)1.a., Florida Statutes, sealed bids received by the Authority
pursuant to invitation for bids, are exempt from public disclosure only for the ten (10) day
period following the bid opening. Once the ten (10) day period has passed, all bids received by
the Authority shall be made available to the public for inspection and copying in accordance
with Chapter 119, Florida Statutes. Once bidsare opened, they may not be revoked, even
during such ten (10) day period. Any language in a bid attempting to keep all or part of such
bid confidential is of no force and effect and will be disregarded as contrary to Florida law.
NOTE: Bidders must sign in the proper capacity on either Page BF-4 or BF-5 as applicable.
B28-08 RECORD CONVERSION
BF-5
BASE REV 01/17/07
BIDDER:
CONTRACT REFERENCES
List below firms for whom you have provided record conversion and archiving services in the
past three (3) years or with whom you are presently contracting. References should relate to
services of a type similar to the obligations presented in this Bid (refer to Section 14.2 of the
Instructions to Bidders).
1. COMPANY NAME:
ADDRESS:
CONTACT PERSON:
PHONE NO.:
2. COMPANY NAME:
ADDRESS:
CONTACT. PERSON:
PHONE NO.:
3. COMPANY NAME:
ADDRESS:
CONTACT PERSON:
PHONE NO.:
Note: Additional references may be provided at the option of the Bidder.
B28-08 RECORD CONVERSION
BF-6
BASE REV 01/17/07
BIDDER:
EQUAL OPPORTUNITY REPORT STATEMENT
Each Bidder shall complete, sign and include in its Bid this Equal Opportunity Report
Statement. A Bid may be considered non -responsive and may be rejected if it fails to include
the Bidder's fully executed Statement or if the Bidder fails to furnish required data prior to
execution of the Contract by the Greater Orlando Aviation Authority. When a determination
has been made to award a Contract to a specific Contractor, such Contractor shall, prior to
execution of the Contract by the Greater Orlando Aviation Authority, furnish such other
pertinent information regarding its own employment policies and practices as well as those of
its proposed subcontractors as the FAA or the Authority may require.
The Bidder shall furnish similar Statements executed by each of its first -tier and second -tier
subcontractors and shall obtain similar compliance by such subcontractors, before awarding
such subcontracts. No subcontract shall be awarded to any noncomplying subcontractor.
Equal Opportunity Report Statement Pursuant to 41 CFR 60-1.7(b).
The Bidder shall complete the following statements by checking the appropriate boxes.
1. The Bidder has has not developed and has on file at each establishment
affirmative action programs pursuant to 41 CFR 60-1.40 and 41 CFR 60-2.
2. The Bidder has has not participated in any previous Contract or
subcontract subject to the equal opportunity clause prescribed by Executive Order
1 1246, as amended.
3. The Bidder has has not filed with the Joint Reporting Committee the
annual compliance report on Standard Form 100 (EEO-1 Report).
4. The Bidder does
does not employ fifty or more employees.
(Name of Bidder)
Dated: By:
Signature
Its:
B28-08 RECORD CONVERSION
BF-7
Title
BASE REV 01 /17/07
BIDDER:
CERTIFICATION OF NON -SEGREGATED FACILITIES
Each Bidder shall complete, sign and include in its Bid this Certification of Non -Segregated
Facilities. Bidder certifies that it does not maintain or provide for its employees any segregated
facilities at any of its establishments, and that it does not permit its employees to perform
their services at any location under its • control, where segregated facilities are maintained.
Bidder certifies further that it will not maintain or provide for its employees segregated
facilities at any of its establishments, and that it will not permit its employees to perform their
services at any location under its control, where segregated facilities are maintained. Bidder
agrees that a breach of this certification is a violation of the equal opportunity clause in this
Contract. As used in this certification, the term "segregated facilities" means any waiting
rooms, work areas, restrooms and washrooms, restaurants and other eating areas, time
clocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains,
recreation or entertainment areas, transportation and housing facilities provided for employees
which are segregated by explicit direction or are in fact segregated on the basis of race, color,
religion, or national origin, because of habit, local custom, or any other reason. Bidder agrees
that (except where it has obtained identical certifications from proposed subcontractors for
specific time period) it will obtain identical certifications from proposed subcontractors prior to
the award of subcontracts exceeding Ten Thousand Dollars ($10,000.00) which are not
exempt from the provisions of the equal opportunity clause, and that it will retain such
certifications in its files.
(Name of Bidder)
By:
(Signature).
Date: Title:
828-08 RECORD CONVERSION BF-8
BASE REV 01/17/07
BIDDER:
NO RESPONSE
TO
INVITATION FOR BIDS
If your firm is unable to submit a. Bid at this time, please provide the information requested in
the space provided below and return to:
GREATER ORLANDO AVIATION AUTHORITY
PURCHASING OFFICE
8652 CASA VERDE ROAD, BUILDING 811
ORLANDO, FLORIDA 32827-4338
We have received Invitation for Bids, Purchasing Bid 28-08, Record Conversion and Archiving
Services, for Orlando International Airport,, opening at 11:00 a.m., April 22, 2008, at the
Greater Orlando Aviation Authority, Orlando International Airport, Purchasing Office, 8652
Casa Verde Road, Building 811, Orlando, Florida 32827-4338.
Our firm's reason for not submitting a Bid is:
By:
Its:
B28-08 RECORD CONVERSION
Company Name
Name & Title, Typed or Printed
BF-9
BASE REV 01/17/07
BIDDER:
BID PRICES
RECORD CONVERSION AND ARCHIVING SERVICES
YEAR 1
Item Task UOM Unit Price X Estimated = Extended
Quantity Price
S0001468 Indexing of 16mm Film Each X 200,000 =
S0001467 Indexing of 35mm Film Each X 17,000 =
S0001696 Microfilm, Original, 16mm roll, Roll X 50 =
Silver Polyester Base
S0001697 Microfilm, Original, 35mm roll, Roll X 40 =
Silver Polyester Base
S0001698 Microfilm, Duplicate, Diazo, of each Roll X 100 =
16mm Roll -
S0001699 Microfilm, Duplicate, Diazo, of each Roll X 80
35mm Roll
S0001700 Document Scanning, Small Format Each X 5,000 =
S0001701 Document Scanning, Large Format Each X 2,000 =
S0001702 Image Scanning from 16mm Roll Each X 40,000 =
S0001703 Image Scanning from 35mm Roll Each X 17,000 =
S0001704 Pickup and Delivery Each X 26
S0001469 Document Preparation Hourly Rate X 1,550 =
S0001705 Document Destruction Services Pound X 6,000
TOTAL YEAR ONE (1) BID PRICE
(enter here and on Page BF-3)
'The numbers for Indexing, Microfilm originals, Diazo duplicates, Document Scanning, Image Scanning,
Pickup/Delivery of originals, Document Preparation Labor, and Document Destruction Services per year has
been estimated for the purposes of soliciting and evaluating competitive Bids. Although the'Authority believes
that these estimates fairly describe the scope of work under ordinary circumstances, actual conditions may
cause the number for each item to differ from the estimates. The Authority has no obligation to request any
Indexing, Microfilm originals, Diazo duplicates, Document Scanning, Image Scanning, Pickup/Delivery of
originals, Document Preparation Labor, and/or Document Destruction Services or to require the use of any
particular quantity of Indexing, Microfilm originals, Diazo duplicates, Document Scanning, Image Scanning,
Pickup/Delivery of originals, Document Preparation Labor, and Document Destruction Services. Bids will be
evaluated based on the Total Two (2) Year Bid Price, but the Contract to be awarded, if an award is made,
will obligate the Authority only to pay the Indexing, Microfilm originals, Diazo duplicates, Document Scanning
for small and large format, Image Scanning per roll, Pickup/Delivery of Authority originals, Document
• Preparation Labor, and Document Destruction Services provided . in -the successful Bidder's Bid for the
services and materials actually requested by the Authority and satisfactorily provided by the Contractor. The
hourly rate provided in the Bid should take into consideration the hourly rates paid to all of the Contractor's
employees used in performing the Contract services.
B28-08 RECORD CONVERSION
BF-10
BASE REV 01 /17/07
BIDDER:
BID PRICES
RECORD CONVERSION AND ARCHIVING SERVICES
YEAR 2
Item Task UOM Unit Price X Estimated = Extended
Quantity Price
S0001468 16mm and Indexing Each 210,000
S0001467 35mm and Indexing Each 17,855
S0001696 Silver Polyester Base Originals, 16mm Roll 52
Roll
S0001697 Silver Polyester Base Originals, 35mm Roll 42
Roll
S0001698 Diazo Duplicate of Each, 16mm Roll Roll 103
S0001699 Diazo Duplicate of Each, 35mm Roll Roll 83
S0001700 Document Scanning, Small Format Each 5,260
S0001701 Document Scanning, Small Format Each 2,105
S0001702 Image Scanning from 16mm Roll Each 42,000
S0001703 Image Scanning from 35mm Roll Each 17,511
S0001704 Pickup and Delivery Each 28
S0001469 Document Preparation Hourly 1,628
Rate
S0001705 Document Destruction Services Pound 6,300
TOTAL YEAR TWO (2) BID PRICE
(enter here and on Page BF-3)
*The numbers for Indexing, Microfilm originals, Diazo duplicates, Document Scanning, Image Scanning,
Pickup/Delivery of originals, Document Preparation Labor, and Document Destruction Services per year has
been estimated for the purposes of soliciting and evaluating competitive Bids. Although the Authority believes
that these estimates fairly describe the scope of work under ordinary circumstances, actual conditions may
cause the number for each item to differ from the estimates. The Authority has no obligation to request any
Indexing, Microfilm originals, Diazo duplicates, Document Scanning, Image Scanning, Pickup/Delivery of
originals, Document Preparation Labor, and/or Document Destruction Services or to require the use of any
particular quantity of Indexing, Microfilm originals, Diazo duplicates, Document Scanning, Image Scanning,
Pickup/Delivery of originals, Document Preparation Labor, and Document Destruction Services. Bids will be
evaluated based on the Total Two (2) Year Bid Price, but the Contract to be awarded, if an award is made,
will obligate the Authority only to pay the Indexing, Microflim originals, Diazo duplicates, Document Scanning
for small and large format, Image Scanning per roll, Pickup/Delivery of Authority originals, Document
Preparation Labor, and Document Destruction Services provided in the successful Bidder's Bid for the
services and materials actually requested by the Authority and satisfactorily provided by the Contractor. The
hourly rate provided in the Bid should take into consideration the hourly rates paid to all of the Contractor's
employees used in performing the Contract services.
B28-08 RECORD CONVERSION
BF-11
BASE REV 01/17/07
B28-08 RECORD CONVERSION
BIDDER:
* * * * * * * END OF BID FORM *
BF-12
BASE REV 01/17/07
CONTRACT
THIS AGREEMENT made and entered into effective as of the day of ,
20 , by and between the GREATER ORLANDO AVIATION AUTHORITY, a public and
governmental body, existing under and by virtue of the laws of the State of Florida, hereinafter
called Authority, and , hereinafter called Contractor.
WITNESSETH, that the said Contractor, . for and in consideration of the payments
hereinafter specified and agreed to be made by the Authority, hereby covenants and agrees to
furnish all labor, supervision, materials and supplies, equipment, tools, accessories and all
other items necessary or proper for, or incidental to, performing its obligations under
Purchasing Bid 28-08, Record Conversion and Archiving Services, at the Orlando International
Airport, in accordance with the Contract Documents which consist of the Contract, Bid Forms,
the Instructions to Bidders, any Addenda issued prior to the execution of the Contract, the
General Conditions, the Specifications, and the Invitation for Bids, each of which are
incorporated herein by this reference.
If the Contractor shall fail to comply with any of the terms, conditions, provisions, or
stipulations of the Contract Documents, then the Authority may avail itself of any or all
remedies provided in the Contract Documents, or which are otherwise available by applicable
law or in equity, and shall have the right and power to proceed in accordance with the
provisions thereof.
An extension of time for performance shall be the Contractor's sole and exclusive
remedy for any delay of any kind or nature caused by Authority, and in no event shall
Contractor be entitled to recover from Authority any indirect, incidental, special or
consequential damages in any proceeding arising out of or relating to this Contract or the
breach thereof.
It is also agreed and understood that theacceptance of the last payment pursuant to
Section 2 of the General Conditions for work performed hereunder by the Contractor shall be
considered as a release in full of all claims against Authority and its members, officers, agents
and employees arising out of, or by reason of, the Contract obligations or work.
In consideration of the Contractor's obligations set forth in the Contract Documents,
Authority agrees to pay to the Contractor upon satisfactory completion of such obligations,
and subject to the contract provisions of Section 2 of the General Conditions, compensation
as set forth in Section 2 of the General Conditions, subject to such additions and' deductions
as may be provided in the Contract Documents and any duly executed amendments thereto.
B28-08 RECORD CONVERSION
C-1
BASE REV 10/17/06
(Sign this page if the Contractor is a Sole Proprietorship or a Partnership)
IN WITNESS WHEREOF, the said GREATER ORLANDO AVIATION AUTHORITY has
caused this Contract to be executed in its name by its Chairman, Vice Chairman, Executive
Director, or Deputy Executive Director, attested by its Secretary or Assistant Secretary, and
the said Contractor has hereunto set its hand and seal, all as of the day and year first above
written.
[Official Seal]
WITNESSED BY:
"AUTHORITY"
GREATER ORLANDO AVIATION AUTHORITY
By:
Its:
Attest:
Secretary
"CONTRACTOR"
(Name of Contractor)
By: (Seal)
(Signature of Owner or General Partner)
Its:
(Title)
Name of Owner or General Partner Printed
or Typed
B28-08 RECORD CONVERSION C-2
BASE REV 10/17/06
(Sign this page if the Contractor is a Corporation or Other State -Chartered Business Entity)
IN WITNESS WHEREOF, the said GREATER ORLANDO AVIATION AUTHORITY has caused this
Contract to be executed in its name by its Chairman, Vice Chairman, Executive Director, or
Deputy Executive Director, attested by its Secretary or Assistant Secretary, and the said
Contractor has caused this Contract to be executed in its name by ,its
attested by , its Secretary, and has
caused the seal of said corporation or other business entity to be hereunto attached, all as of
the day and year first above written.
[Official Seal]
[Corporate Seal]
"AUTHORITY"
GREATER ORLANDO AVIATION AUTHORITY
By:
Its:
Attest:
Secretary
"CONTRACTOR"
By:
Its:
(Name of Contractor)
(Signature of Officer)
(Title)
Name of Officer Printed o'r Typed
Attest:
Secretary
B28-08 RECORD CONVERSION C-3
BASE REV 10/17/06
ACORD CERTIFICATE OF LIABILITY INSURANCE
DATE(MMNOKYI
PRODUCER
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
INSURERS AFFORDING COVERAGE
INSURED
INSURERA
INSURER B:
INSURER C:
INSURER D:
INSURER E:
V THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
TNSRLTA
LTA
TYPE OF INSURANCE
POLICY NUMBER
POLICY
I
VDDKY1
POATP LMMY)DIYYIN
LWUTB
GENERAL
LABILITY
COMMERCIAL GENERAL LABILITY
EACH OCCURRENCE
S
FIRE DAMAGE (Any ore Pre)
S
CLAIMS MADE n OCCUR
MEO EXP (Any pros person)
S
PERSONAL A ADV INJURY
S
GENERAL AGGREGATE
S
GENT AGGREGATE LIMIT APPLIES PER
7 POLICY n JFCT fl LOC
PRODUCTS - COMP/OP AGO
S
AUTOMOBILE
—
IUAEILTY
COMBINED SINGLE UNIT
IBA ectident)
BODILY INJURY
(Per person)
S
BODILY INJURY
(Per ecddenl)
S
PROPERTY DAMAGE
(Per arddor4)
S
GARAGE
LIABILITY
AUTO ONLY- EA ACCIDENT
EA ACC
S
OTHER THAN
AUTO ONLY: AGG
$
EXCESS
7
LABILITY
EACH OCCURRENCE
T
AGGREGATE
S
S
S
S
WORNERS COJWENSAT)ON AND
EMPLOYERS' LIABILITY
I WC STATLL I YH-
TORY LIMITS t IOER
E.L. EACH ACCIDENT
$
El. DISEASE - EA EMPLOYEE
S
EL. DISEASE - POUCY LIAR
S
OTHER
DESCRIPTION OF OPERATIONSILOCATIONSNEHICLESJEXCLUSIONS ADDED BY ENDORSEMENT/SPECIAI. PROVISIONS
CERTIFICATE HOLDER
UREA: INSURER LETTER:
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE TIE EXPIRATION
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO NAIL DAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, NUT FAILURE TO DO SO SHALL
IMPOSE NO OBLIGATION OR ULBILTY OF ANY map UPON THE INSURER, ITS AGENTS OR
REPRESENTATIVES.
AUTHORIZED REPRESENTATIVE
ACORD 25-S (7/97)
B28-08 RECORD CONVERSION
C-4
®ACORD CORPORATION 1988
BASE REV 10/17/06
IMPORTANT
If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement
on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may
require an endorsement. A statement on this certificate does not confer rights to the certificate
holder in lieu of such endorsement(s).
DISCLAIMER
The Certificate of Insurance on the reverse side of this form does not constitute a contract between
the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it
affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon.
ACORD 25-S (7197)
B28-08 RECORD CONVERSION
C-5
BASE REV 10/17/06
628-08 RECORD CONVERSION
* * * * * * * END OF CONTRACT * * * * * * *
C-6
BASE REV 10/17/06
GENERAL CONDITIONS
1. SCOPE OF WORK:
This Contract will be to furnish all labor, supervision, materials and supplies, equipment,
tools, accessories and all other items necessary or proper for, or incidental to, performing
conversion and archiving of certain records on an "as -needed" basis at the Orlando
International Airport in accordance with the Contract Documents. All work shall' be
performed in accordance with the Specifications attached hereto.
2. COMPENSATION - INVOICE AND PAYMENT FOR SERVICES:
2.1 The Contractor shall invoice the Authority by the tenth day of each month following
a month in which approved work isperformed by Contractor during such prior
month. The Contractor's invoice shall generally describe the services rendered by
department, type of service, date rendered, and shall contain such other information
and be accompanied by such supporting payroll documentation and other materials
as the Authority shall request.
2.2 The Authority's fiscal year -is from October 1 through September 30. Work
performed prior to September 30 (e.g., August 15` through September 29`h), must be
invoiced and dated prior to September 30 in order to be paid out of the correct fiscal
year budget. Services performed after October 1 shall be invoiced after October I.
2.3 The Authority shall subject to authorized deductions pay the Contractor for any
materials provided and services performed for record conversion and 'archiving
services and pickup and delivery as set forth on Page BF-10 through Page BF-11,
authorized by the Authority and actually performed by the Contractor to the
satisfaction of the Authority as required by the Specification.
2.4 The Authority shall subject to authorized deductions pay the Contractor for the
appropriate Hourly Labor Rate as set forth on Page BF-10 through Page BF-11, for
document preparation services authorized by the Authority and actually performed by
the Contractor to the satisfaction of the Authority as required by the Specification.
2.5 The Authority shall pay the Contractor for the number of pounds of document
destruction services authorized by the Authority and actually performed by the
Contractor to the satisfaction of the Authority as set forth on Page BF-10 through
Page BF-11, and required by the Specification.
2.6 The Authority shall at regular intervals monitor the performance of Contractor to
determine whether the work to be performed under the Contract has in fact been
accomplished to Authority's satisfaction and/or standards common in the industry.
Authority shall make a subjective evaluation of the effectiveness and efficiency of
Contractor's performance.
2.7 The Authority shall notify the Contractor of any specific item or items that are
unsatisfactory to the Authority, and if the Contractor has not performed such work
to the Authority's satisfaction within five (5) business days after Authority's notice,
the Authority, in addition to all other rights provided to the Authority under this
B28-08 RECORD CONVERSION
GC-1
BASE REV 10/17/06
GENERAL CONDITIONS (Continued)
Contract or by law or equity, may delete a reasonable amount of compensation for
such item or items from Contractor's invoice and shall have no obligation to pay the
Contractor for such items or services.
2.8 The Authority shall pay the undisputed amount of Contractor's invoice, as it may be
reduced to reflect unsubstantiated or unsatisfactory services. Items in dispute shall
be paid upon the resolution of the dispute. No verification or payment of any
amounts invoiced shall preclude the Authority from recovering any money paid in
excess of that due under the terms of this Contract.
2,9 Contractor shall be obligated to pay promptly all proper charges and costs incurred
by Contractor for labor and materials used for the work performed hereunder. The
Authority shall have the right, but not the obligation, to pay directly to third parties
(including subcontractors) all past due amounts owed by Contractor to third parties
for labor and materials used for the work hereunder, based on invoices submitted by
such third party, and all such amounts paid by the Authority shall be applied toward,
and shall reduce, amounts owed to Contractor hereunder.
2.10 The Contractor shall submit ail invoices to: Greater Orlando Aviation Authority,
Finance Manager, P.O. Box 620125, Orlando, Florida 32862-0125.
3. COMPLIANCE WITH LAWS AND REGULATIONS:
3.1 The Contractor shall perform its obligations and functions hereunder in compliance
with the applicable laws of the United States, the State of Florida, Orange County,
the City of Orlando, any applicable rules, regulations or directives of any agency
thereof, and the applicable regulations of the Authority. OSHA rules and regulations
shall be followed at all times. The Authority shall have the right (but not the
obligation) to contest or challenge by any means whatsoever any law, regulation,
rule or directive which in any way affects or otherwise impacts upon the
Contractor's performance of its obligations and functions hereunder; the Contractor
shall cooperate to the fullest extent and take whatever action (including becoming a
party in any litigation) the Authority should reasonably request in connection with
any such challenge or contest by the Authority.
3.2 The Contractor shall obtain and keep current all licenses, permits and authorizations,
whether municipal, county, state or federal, required for the performance of its
obligations and functions hereunder and shall pay promptly when due all fees
therefor.
3.3 The Contractor shall abide by all applicable state and federal regulations pertaining to
wages and hours of an employee.
4. CONTRACTOR'S LIABILITY:
The Contractor shall be responsible for the prompt payment of any fines imposed on
Authority or Contractor by the TSA or any other federal, state or local governmental
agency as a result of Contractor's, or its subcontractor's (or the officers', directors',
employees' or agents' of either), failure to comply with the requirements of any law or any
governmental agency rule, regulation, order or permit. The liability of the Contractor under
this Section 4 is in addition to and in no way a limitation upon any other liabilities and
B28-08 RECORD CONVERSION
GC-2
BASE REV 10/17/06
GENERAL CONDITIONS (Continued)
responsibilities which may be imposed by applicable law or by the indemnification
provisions of Section 5 thereof, and such liability shall survive the expiration or earlier
termination of this Contract.
5. INDEMNIFICATION AND INSURANCE:
5.1 Contractor shall indemnify, defend and hold completely harmless the Authority and
the City of Orlando, Florida ("City"), and the members (including, without limitation,
members of the Authority's Board and the City's Council, and members of the
citizens' advisory committees of each), officers, employees and agents of each, from
and against any and all liabilities (including statutory liability and liability under
Workers' Compensation Laws), losses, suits, claims, demands, judgments, fines,
damages, costs and expenses (including all costs for investigation and defense
thereof, including, but not limited to, court costs, paralegal and expert fees and
reasonable attorneys' fees) which may be incurred by, charged to or recovered from
any of the foregoing (i) by reason or on account of damage to or destruction or Toss
of any property of Authority or the City, or any property of, injury to or death of any
person resulting from or arising out of or in connection with the performance of this
Contract, or the acts or omissions of Contractor's directors, officers, agents,
employees, subcontractors, licensees or invitees, regardless of where the damage,
destruction, injury or death occurred, unless such liability, loss, suit, claim, demand,
judgment, fine, damage, cost or expense was proximately caused solely by
Authority's negligence or by the joint negligence of Authority and any person other
than Contractor or Contractor's directors, officers, agents, employees,
subcontractors, licensees, or invitees, or (ii) arising out of or in connection with the
failure of Contractor to keep, observe or perform any of the covenants or
agreements in this Contract which are required to be kept, observed or performed by
Contractor, or (iii) arising out of or in connection with any claim, suit, assessment or
judgment prohibited by Section 5.4 below by or in favor of any person described in
Section 5.5 below, or (iv) arising out of or in connection with any action by
Contractor or its directors, officers, agents, employees, subcontractors, licensees or
invitees. Authority agrees to give Contractor reasonable notice of any suit or claim
for which indemnification will be sought hereunder, to allow Contractor or its insurer
to compromise and defend the same to the extent of its interests, and to reasonably
cooperate with the defense of any such suit or claim. In carrying out its obligations
under this section, Contractor shall engage counsel reasonably acceptable to
Authority. In any suit, action, proceeding, claim or demand brought in respect of
which the Authority may pursue indemnity, the Authority shall have the right to
retain its own counsel, but the fees and expenses of such counsel shall be at the
expense of the Authority unless (1) the Contractor and the Authority shall have
mutually agreed to the contrary, (2) the Contractor has failed within a reasonable
time to retain counsel reasonably satisfactory to the Authority, or (3) the Authority
and the Contractor are both named parties in any such proceeding and, in the sole
judgment of the Authority, representation of both the Authority and the Contractor
by the same counsel would be inappropriate due to actual or potential differing
interests between them. The indemnification provisions of this Section 5 shall
survive the expiration or earlier termination of this Contract with respect to any acts
or omissions occurring during the term of the Contract.
5.2 Not applicable.
B28-08 RECORD CONVERSION
GC-3
BASE REV 10/17/06
GENERAL CONDITIONS (Continued)
5.3 The Contractor shall assume all responsibility for Toss caused by neglect or violation
of any state, federal, municipal or agency law, rule, regulation or order. The
Contractor shall give to the proper authorities all required notices relating to its
performance, obtain all official permits and licenses, and pay all proper fees and
taxes. It shall promptly undertake proper monetary restitution with respect to any
injury that may occur to any building, structure or utility in consequence of its work.
The Contractor will notify the Authority in writing of any claim made or suit
instituted against the Contractor because of its activities in performance of the
Contract.
5.4 No recourse under or upon any obligation, covenant or agreement contained in this
Contract, or any other agreement or document pertaining to the work or services of
the Contractor hereunder, as such may from time to time be altered or amended in
accordance with the provisions hereof, or any judgment obtained against Authority,
or the City, or by the enforcement of any assessment or by any legal -or equitable
proceeding by virtue of any statute or otherwise, under or independent of this
Contract, shall be had against any member (including., without limitation, members of
the Authority's Board or the City's Council, or members of the citizens advisory
committees of each), any officer, employee or agent, as such, past, present, or
future of Authority or City, either directly or through the Authority or the City or
otherwise for any claim arising out of or in connection with this Contract or the work
or services conducted pursuant to it, or for any sum that may be due and unpaid by
Authority. Any and all personal liability of every nature, whether at common law or
in equity, or by statute or by constitution or otherwise, of any such member, officer,
employee, or agent, as such, to respond by reason of any act or omission on his or
her part or otherwise for any claim arising out of or in connection with this Contract
or the work or services conducted pursuant to it, or for the payment for or to
Authority, or any receiver therefore or otherwise, of any sum that may remain due
and unpaid by the Authority, is expressly waived and released as a condition of and
in consideration of the execution of this Contract and the, promises made to
Contractor pursuant to this Contract.
5.5 In any and all claims against the Authority or the City, or any of their officers,
members, agents, servants or employees, by any employee of the Contractor, any
subcontractor, anyone directly or indirectly employed by any of them or. anyone for
whose acts any of them may be liable, the indemnification obligation of Contractor
under this Section 5 shall not be limited in any way by any limitation on the amount
or type of damages, compensation or benefit payable by or for the Contractor or any
subcontractor under Workers' Compensation Acts, disability benefit acts or other
employee benefit acts.
5.6 No provisions of Section 5 herein shall be construed to negate, abridge, or otherwise
reduce any other right of indemnity that Authority may have as to any party or
person described therein.
5.7 Insurance
5.7.1 General Liability and Automobile Liability. Contractor shall purchase and
maintain in force during the term of the Contract, at its own cost and
expense, to protect the Contractor, the Authority and the City, and the
members (including, without limitation, all members of the governing Board
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GENERAL CONDITIONS (Continued)
of the Authority, the City's Council and the citizens' advisory committees of
each), officers, agents, and employees of each, from and against any and all
liabilities arising out of or in connection with the Contractor's performance of
the Contract work:
(1) Commercial general liability insurance with coverage of not less
than ONE MILLION DOLLARS ($1,000,000.001 combined single
limit per occurrence, and with contractual liability coverage for
Contractor's covenants to and indemnification of Authority and
the City under the Contract, and
(2) Automobile liability insurance with policy limits of not less than
ONE MILLION DOLLARS ($1,000,000.00) combined single limit
per accident or occurrence covering each motor vehicle operated
on Authority property. Contractor acknowledges and agrees that,
if the Contractor's employee operates a vehicle in the Authority's
Aircraft Operations Area (AOA), then all such operations are
within its employee's scope of employment regardless of who
owns the vehicle.
5.7.1.1 Self -Insured Retention. Contractor's commercial general liability
insurance policies shall not be subject to a self -insured retention
exceeding $10,000, if the value of the Contract is less than
$1,000,000, and not be subject to a self -insured retention
exceeding $100,000, if the Contract is $1,000,000 or more,
unless approved by the Authority's Executive Director.
Contractor's automobile liability insurance policies shall not be
subject to a self -insured retention exceeding $10,000, unless
approved by the Authority's Executive Director.
5.7.1.2 Additional Insured Endorsement: Contractor agrees and shall
cause the Authority and the City and their members (including,
without limitation, members of the Authority's Board and the
City's Council and members of the citizens' advisory committees
of each), officers, employees, and agents to be named as
additional insureds under such policy or policies of commercial
general and automobile liability insurance.
5.7.2 Workers' Compensation and Employer's Liability. r If Contractor has any
employee working on Authority property, Contractor shall procure and
maintain in force during the term of the Contract (i) workers' compensation
insurance, and (ii) .employer's liability insurance. The policy limits of the
Contractor's employer's liability insurance shall not be less than $100,000
for "each accident," $500,000 for "disease policy limit," and $100,000 for
"disease each employee." If the Contractor is self insured, the Contractor
shall provide proof of self-insurance and authorization to self -insure as
required by applicable state laws and regulations.
5.7.3 Professional Liability Insurance. Not applicable.
5.7.4 Health Insurance. Not applicable.
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GENERAL CONDITIONS (Continued)
5.7.5 Garage Liability Insurance. Not applicable.
5.7.6 Garage Keeper's Legal Liability Insurance. Not applicable.
5.7.7 Crime Coverage. Not applicable.
5.7.8 Deductibles. Contractor's policies of insurance required by this Section 5.7
may require Contractor's payment of a deductible, provided the Contractor's
insurer is required to pay claims from the first dollar at 100% of the claim
value without any requirement that Contractor pay the deductible prior to its
insurer's payment of the claim.
5.7.9 Other Insurance Requirements. All insurance policies required by this
Section 5.7 shall provide that they are primary insurance as respects any
other valid insurance Authority may possess, and that any other insurance
Authority does possess shall be considered excess insurance only. All such
insurance shall be carried with a company or companies which meet the
requirements of Section 6.2 of these General Conditions, and said policies
shall be in a form satisfactory to Authority. A properly completed and
executed Certificate of Insurance on a form provided or approved by
Authority (such as a current ACORD certificate of insurance) evidencing the
insurance coverages required by this Section shall be furnished to the
Authority upon the Contractor's execution of the Contract. The Certificate of
Insurance shall provide that Authority will receive at least thirty (30) days'
prior written notice of any adverse material change in the Contractor's
required insurance coverage except that ten (10) days notice of cancellation
for non-payment is required. For purposes of this Section 5.7.9, an "adverse
material change" shall mean any reduction in the limits of the insurer's
liability, any reduction, non -renewal or cancellation of any insurance
coverage, or any increase in the Contractor's self -insured retention. Prior to
the expiration of any such policy, Contractor shall file with Authority a
certificate of insurance showing that such insurance coverage has been
renewed. If the insurance coverage is canceled or reduced, Contractor shall,
within five (5) days after such cancellation or reduction in coverage, file with
Authority a certificate .showing that the required insurance has been
reinstated or provided through another insurance company or companies
approved by Authority. If Contractor fails to obtain or have such insurance
reinstated, Authority may, if it so elects, and without waiving any other
remedy it may have against Contractor, immediately terminate this Contract
upon written notice to Contractor. The Authority's Executive Director shall
have the right to alter the monetary limits or coverages herein specified from
time to time during the term of this Contract, and Contractor shall comply
with all reasonable requests of the Executive Director with respect thereto.
6. SURETY BONDS/LETTERS OF CREDIT/LIABILITY INSURANCE:
6.1 A surety Bond/Letter of Credit is not required for this Contract.
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GENERAL CONDITIONS (Continued)
6.2 Liability Insurance Companies furnishing insurance coverages required by these
General Conditions shall (a) be approved to issue insurance policies in the State of
Florida, and (b) must have no less than a "B+" Financial Rating and a Financial Size
Category of "Class VI" or higher according to the most current edition of A.M. Best's
Insurance Reports. If the liability insurer is rated by A.M. Best's Insurance Reports at
a "A-" Financial Rating and a Financial Size Category of "Class VIII" or higher then
the Authority's Executive Director may waive the requirement for the insurer to be
approved by the State of Florida.
7. CONTRACT ADJUSTMENTS:
7.1 Notwithstanding any provision herein to the contrary, the Authority reserves the
right to modify at any time the nature, method, scope, frequency, or timing of the
Contractor's obligations under this Contract (Contract Adjustments) in whatever
manner it determines to be reasonably necessary for the proper completion of the
Contractor's work hereunder. Both parties agree that, should any Contract
Adjustments be made, the Contractor's compensation and the amount of the
Performance Bond or Letter of Credit required, will be adjusted accordingly, in such
amount or amounts as will be mutually agreed to by means of good faith negotiation
by the Authority and the Contractor and, to the extent possible, by reference to any
unit costs already established in the Bid. Without exception, all deletions or additions
to the scope of work will be set forth in a written Amendment to this Contract.
7.2 Notwithstanding the foregoing, the Authority shall have the right to terminate this
Contract pursuant to the provisions of Section 9.2 herein should the Contractor and
the Authority fail to reach agreement on the adjusted compensation, or the amount
of the Performance Bond or Letter of Credit, within thirty (30) days after the date of
the Contract Adjustment.
7.3 Notwithstanding the foregoing, there shall be no upward adjustment of the
compensation on account of any Contract Adjustment made necessary or
appropriate as a result of the mismanagement, improper act, or other failure of the
Contractor, its employees, agents, or its subcontractors to properly perform its
obligations and functions under this Contract.
8. SUBCONTRACTORS:
8.1 The Contractor shall perform all of its obligations and functions under this Contract
by means of its own employees, or by a duly qualified subcontractor which is
approved in advance by Authority. Such subcontractor which is an affiliate, parent,
or subsidiary company; or had principal owners, relatives, close kin, management, or
employees common to the Contractor; or any other party that has the ability to
significantly influence the management or daily business operations of the
subcontractor must be disclosed in writing to the Executive Director. Goods and
services provided by subcontractors which are reimbursed by the Authority must be
bona fide arm's-lengths transactions. In the event a subcontractor is employed, the
Contractor shall continuously monitor the subcontractor's performance, shall remain
fully responsible to ensure that the subcontractor performs as required and itself
perform or remedy any obligations or functions which the subcontractor fails to
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GENERAL CONDITIONS (Continued)
perform properly. Nothing contained herein shall be construed to prevent a
Contractor from using the services of a common carrier for delivering goods to the
Authority.
8.2 This Contract shall be referred to and incorporated within any contractual
arrangement between the Contractor and a subcontractor and, in such contractual
arrangement, the subcontractor shall give its express written consent to the
provisions of this Section 8. To the extent feasible, the provisions of this Contract
shall apply to any such subcontractor in the same manner as they apply to the
Contractor. However, such application shall neither make any subcontractor a party
to this Contract, nor make such subcontractor a third party beneficiary hereof.
8.3 In the event that the Contractor employs a subcontractor, then Authority may
require that copies of invoices for all work (including invoices submitted to the
Contractor for work performed by a subcontractor) shall be submitted to the
Authority by the Contractor and the Authority shall pay all compensation to the
Contractor. It shall be the sole responsibility of the Contractor to deal with a
subcontractor with respect to the collecting and submission of invoices and the
payment of compensation. In no event shall the Authority have any obligation or
liability hereunder to any subcontractor, including, in particular, any obligations of
payment.
8.4 If the Contractor has qualified as an MWBE or LDB program participant with respect
to this Contract, Contractor may not subcontract the performance of services
hereunder to an entity that has not received MWBE or LDB certification, unless the
MWBE and LDB Participation Goals are separately met by a qualified portion of the
Contract being performed by the Contractor of by one or more other subcontractors
that are MWBE and/or LDB certified.
9. DEFAULT AND TERMINATION:
9.1 In the event that:
9.1.1 the Contractor shall repeatedly fail (defined for this purpose as at least three
(3) failures within any consecutive twelve (12) month period) to keep,
perform or observe any of the promises, covenants or agreements set forth
in this Contract (provided that notice of the first two (2) failures shall have
been given to Contractor, but whether or not Contractor shall have remedied
any such failure); or
9.1.2 the Contractor shall fail to keep, perform or observe any promise, covenant,
or agreement set forth in this Contract, and such failure shall continue for a
period of more than five (5) days after delivery to the Contractor of a written
notice of such breach or default; or
9.1.3 the Contractor's occupational or business license . shall terminate or
Contractor shall fail to provide Authority with any bond, letter of credit, or
evidence of insurance as required by the Contract Documents, for any
reason; or
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GENERAL CONDITIONS (Continued)
9.1.4 the Contractor fails for any reason to provide the Authority with an
acceptable renewal or replacement bond or letter of credit within the time
period specified by a provision of this Contract; or
9.1.5 the Contractor shall become insolvent, or shall take the benefit of any
present or future insolvency statute, or shall make a general assignment for
the benefit of creditors, or file a voluntary petition in bankruptcy or a petition
or answer seeking an arrangement for its reorganization, or the readjustment
of its indebtedness under the Federal Bankruptcy laws, or under any other
law or statute of the United States or any State thereof, or shall consent to
the appointment of a receiver, trustee or liquidator of all or substantially all
of its property; or
9.1.6 the Contractor shall have a petition under any part of the Federal Bankruptcy
laws, or an action under any present or future insolvency laws or statute,
filed against it, which petition is not dismissed within thirty (30). days after
the filing thereof; or
9.1.7 there is any assignment by the Contractor of this Contract or any of
Contractor's rights and obligations hereunder for which the Authority has not
consented in writing; or
9.1.8 the Contractor shall default on any other agreement enteredinto by and
between Contractor and the Authority,
then, in its discretion, the Authority shall have the right to terminate this Contract for
default, which termination shall be effective upon delivery of written notice of such
termination to the Contractor. In the event that the Authority terminates this
Contract for default, or the Contractor abandons or wrongfully terminates the
Contract, the Contractor shall be paid for compensation earned to the date of
termination or abandonment (but Authority shall have the right to reduce by off -set
any amounts owed to Contractor hereunder or under any other Contract or obligation
by the amount of.the Authority's damages and any amounts owed by Contractor to
Authority), but Contractor shall not be compensated for any profits earned or
claimed after the receipt of the Authority's notice of termination by default or after
abandonment or wrongful termination. The Authority's election to terminate or not to
terminate this Contract in part or whole for Contractor's default shall in no way be
construed to limit Authority's right to pursue and exercise any other right or remedy
available to it pursuant to the terms of the Contract or otherwise provided by law or
equity.
9.2 Notwithstanding, anything else herein contained, the Authority may terminate this
Contract in whole or in part at any time for its convenience by giving the Contractor
thirty (30) days written notice. In that event, the Contractor shall proceed to
complete any part of the work, as directed by the Authority, and shall settle all its
claims and obligations under the Contract, as directed by the Authority. The
Contractor shall be compensated by the Authority in accordance with the provisions
hereof, including in particular Section 2 of these General Conditions, provided,
however, that in no event shall Contractor be entitled to compensation for work not
performed or for anticipatory profits. Contractor shall justify its claims, as requested
by the Authority, with accurate records and data.
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GENERAL CONDITIONS (Continued)
10. AUTHORITY'S AUTHORIZED REPRESENTATIVE:
During the term of this Contract, the Authority's Executive Director or designee may from
time to time designate an individual to serve. as Authority's Authorized Representative •
(AAR) (and an Assistant AAR designated to serve in that capacity in the absence of the •
AAR) who shall have such authority to act on the Authority's behalf as the Authority's
Executive Director may from time to time actually delegate to such person, but in no event
shall the AAR have authority to modify or terminate this Contract, or.make final decisions
with respect to amendments, time extensions, assignments, cost or payment adjustments
or payment disputes.
11. ASSIGNMENT:
Neither this Contract nor any of the Contractor's rights or obligations hereunder may be
assigned by the Contractor without the Authority's prior written consent, which consent
may be granted or withheld in the Authority's sole discretion. Any transfer of this Contract
by merger, consolidation or liquidation, or (unless the stock of the Contractor is traded on a
national stock exchange or in a generally recognized over the counter securities market)
any change in ownership of or power to vote a majority of the outstanding voting stock or
ownership interests of the Contractor shall constitute an assignment of this Contract for
purposes of this Section. In the event the Contractor assigns or subcontracts or attempts
to assign or subcontract any right or obligation arising under this Contract without the
Authority's prior written consent, the Authority shall be entitled to terminate this Contract
pursuant to the provisions of Section 9 hereof.
12. NOTICES:
12.1 All notices or other writings which the Authority is required or permitted to give to
the Contractor may be hand delivered, mailed via U.S. Certified Mail, or sent next -
day delivery by a nationally -recognized overnight delivery service to the Contractor's
address set forth in the Bid. Any such notice shall be deemed to have been delivered
upon actual delivery, or one (1) day following submission to a nationally -recognized
overnight delivery service for next day delivery to Contractor, or three (3) days
following submission to Contractor by U.S. Certified Mail.
12.2 All notices or other writings which the Contractor is required or permitted to give to
the Authority may be hand delivered to. the Executive Director, mailed via U.S.
Certified Mail, or sent next -day delivery by a nationally -recognized 'overnight delivery
service. Any such notice shall be deemed to have been delivered upon actual
delivery, or one (1) day following submission to a nationally -recognized overnight
delivery service for next day delivery to Authority, or three (3) days following
submission to Authority by U.S. Certified Mail. Any such notice shall be sent to:
The Greater Orlando Aviation Authority
ATTN: Executive Director
Orlando International Airport
One Airport Boulevard
Orlando, Florida 32827-4399
12.3 Either party may change its notice address by written notice to the other given as
provided in this section.
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GENERAL CONDITIONS (Continued}
13. NONDISCRIMINATION:
13.1 During the performance of this Contract, the Contractor, for itself, its assignees and
successors in interest agrees as follows:
13.1.1 Compliance with Regulations. The Contractor shall comply with the
Regulations relative to nondiscrimination in federally assisted programs of the
Department of Transportation (hereinafter, "DOT") Title 49, Code of Federal
Regulations, Part 21, as they may be amended from time to time (herein
after referred to as the "Regulations"), which are herein incorporated by
reference and made a part of this Contract.
13.1.2 Nondiscrimination. The Contractor, with regard to the work performed by it
during the Contract, shall not discriminate on the grounds of race, color, or
national origin in the selection and retention of any subcontractor, including
procurement of materials and leases of equipment. The Contractor shall not
participate either directly or .indirectly in the discrimination prohibited by
Section 21.5 of the Regulations, including employment practices when the
Contract covers a program set forth in Appendix B of the Regulations.
13.1.3 Solicitations for Subcontracts, Including Procurement of Materials and
Equipment. In all solicitations either by competitive proposing or negotiation
made by the Contractor for work to be performed under a subcontract,
including procurement of materials or leases of equipment, each potential
subcontractor or supplier shall 'be notified by the Contractor of the
Contractor's obligations under this Contract and the Regulations relative to
nondiscrimination on the grounds of race, color or national origin.
13.1.4 Information and Reports. The Contractor shall provide all information and
reports required by the Regulations or directives issued pursuant thereto and
shall permit access to its books, records, accounts, other sources or
information, and its facilities as may be determined by the Authority or the
Transportation Security Administration ("TSA") to be pertinent. to ascertain
compliance with such Regulations, orders and instructions. Where any
•
information required of a Contractor is in the exclusive possession of another
who fails or refuses to furnish this information, the Contractor shall so certify
to the Authority or the TSA, as appropriate, and shall set forth what efforts
it has made to obtain the information.
13.1.5 Sanctions for Noncompliance. In the event of the Contractor's
noncompliance with the nondiscrimination provisions of this Contract, the
Authority shall impose such Contract Sanctions as it or the TSA may
determine to be appropriate, including but not limited to:
13.1.5.1 Withholding of payments to the Contractor under the Contract
until the Contractor complies, and/or
13.1.5.2 Cancellation, termination or suspension of the Contract, in whole
or in part. •
B2B-06 RECORD CONVERSION
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GENERAL CONDITIONS (Continued►
13.1.6 Incorporation of Provisions. The Contractor shall include the provisions of
subsections 13.1.1 through 13.1.5 in every subcontract, including
procurement of materials and leases of equipment, unless exempt by the
Regulations or directives issued pursuant thereto. The Contractor shall take
such action with respect to any subcontract or procurement 'as the Authority
or the TSA may direct as a 'means of enforcing such provisions including
sanctions for noncompliance. Provided, however, that in the event a
Contractor becomes involved in, or is threatened with, litigation with 'a
subcontractor or supplier as a result of such direction, the Contractor may
request the Authority to enter into such litigation to protect the interest of
the Authority and, in addition, the Contractor may request the United States
to enter into such litigation to protect the interests of the United States.
13.2 The Contractor assures Authority that it will comply with the pertinent statutes,
Executive Orders and such rules as are promulgated to assure that no person shall,
on the grounds of race, creed, color, national origin, sex, age, marital status, or
handicap be excluded from participating in any activity conducted with or benefiting
from Federal assistance. This provision shall bind the Contractor from the period
beginning with the initial solicitation through the completion of the Contract.
14. COPYING DOCUMENTS:
Contractor hereby grants the Authority and its agents permission to copy and distribute
any and all materials and documents contained in, comprising, or which are otherwise
submitted to Authority with or in connection with the Contractor's Bid or which are
contained in the Contract Documents (the "Submittals"). The permission granted by the
Contractor shall be on behalf of the Contractor and any and all other parties who claim any
rights to any of the materials or documents comprising the Submittals. Such permission
specifically authorizes the Authority and its agents to make and distribute such copies of
the Submittals or portions thereof as may be deemed necessary or appropriate by Authority
for its own internal purposes or for responding to requests for copies from any member of
the public regardless of whether the request is specifically characterized as a public records
request pursuant to Chapter 119, Florida Statutes. This provision shall survive the
expiration or termination of the Contract.
15. GENERAL PROVISIONS:
15.1 The Contract Documents consist of the Contract, the Bid Forms, the Instructions to
Bidders, the Invitation for Bids, all Addenda issued prior to execution of this
Contract, these General Conditions and the Specifications. Together, these
documents comprise the Contract and all the documents are fully a part of the
Contract as if attached to the Contract or repeated therein. Precedence of the
Contract Documents shall be as follows: (i) addenda to the Contract Documents, (ii)
the Contract, (iii) the General Conditions (iv) the Bid Forms, (v) the Instructions to
Bidders, (vi) the Specifications, and (vii) the Invitation.
15.2 This Contract represents the entire agreement between the parties in relation to the
subject matter hereof and supersedes all prior agreements and understandings
between such parties relating to such subject matter, and there are no
contemporaneous written or oral agreements, terms or representations made by any
party other than those contained herein. No verbal or written representations shall be
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GENERAL CONDITIONS (Continued)
relied upon outside the Contract terms and amendments. Without exception, all
deletions or additions to the scope of work will be set forth in a written amendment
to this Contract. No amendment, modification, or waiver of this Contract, or any part
thereof, . shall be valid or effective unless in writing signed by the party or parties
sought to be bound or charged therewith; and no waiver of any breach or condition
of this Contract shall be deemed to be a waiver of any other subsequent breach or
condition, whether of a like or different nature.
15.3 The Contractor shall, during the term of this Contract, repair any damage caused to
real or personal property of the Authority and/or its tenants, wherever situated on
the Airport, caused by the intentional, reckless, or negligent acts or omissions of the
Contractor's officers, agents, or employees, and any subcontractors and their
officers, agents, or employees, or, at the option of the Authority, the Contractor
shall reimburse the Authority for the cost of repairs thereto and replacement thereof
accomplished by or on behalf of the Authority.
15.4 Contractor warrants to the Authority that no work performed or materials purchased
pursuant to the Contract, whether by, from, or through the Contractor or a
subcontractor, shall cause any claim, lien or encumbrance to be made against any
property of the Authority, and the Contractor shall indemnify and save the Authority
harmless from and against any and all losses, damages and costs, including
attorneys' fees, with respect thereto. If any such claim, lien or encumbrance shall be
filed, the Contractor shall, within thirty (30) days after notice of the filing thereof,
cause the same to be discharged of record by payment, deposit, bond, order of a
court of competent jurisdiction or otherwise. This provision shall survive the
expiration or termination of the Contract.
15.5 The language of. this Contract shall be construed according to its fair meaning, and
not strictly for or against either the Authority or the Contractor. This Contract shall
be deemed to be made, construed and performed according to the laws of the State
of Florida. Any suit or proceeding initiated for the purpose of interpreting or
enforcing any provision of this Contract or any matter in connection therewith shall
be brought exclusively in a court of competent jurisdiction in Orange County, Florida,
and Contractor waives any venue objection, including, but not limited to, any
objection that a suit has been brought in an inconvenient forum. Contractor agrees
to submit to the jurisdiction of the Florida courts and irrevocably agrees to accept
service of process by U.S. mail.
15.6 The section headings herein are for the convenience of the Authority and the
Contractor, and are not to be used to construe the intent of this Contract or any part
hereof, or to modify, amplify, or aid in the interpretation or construction of any of
the provisions hereof.
15.7 The use of any gender herein shall include all genders, and the use of any number
shall be construed as the singular or the plural, all as the context may require.
15.8 The delay or failure of the Authority at any time to insist upon a strict performance
of any of the terms, conditions and covenants herein shall not be deemed a waiver
of that breach or any subsequent breach or default in the terms, conditions, or
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GENERAL CONDITIONS (Continued)
covenants of this Contract. Contractor shall not be relieved of any obligation
hereunder on account of its failure to perform by reason of any strike, lockout, or
other labor disturbance.
15.9 If the Authority shall, without any fault, be made a party to any litigation
commenced between the Contractor and a third party arising out of the Contractor's
operations and activities at the premises, then the Contractor shall pay all costs and
reasonable attorney's fees incurred by or imposed upon the Authority in connection
with such litigation for all trial and appellate proceedings. The Authority shall give
prompt notice to the Contractor of any claim or suit instituted against it by such
third party. The provisions of this Section supplement and are not intended to be in
lieu of the indemnification provisions of Section 5 hereof. The provisions of this
Section shall survive the acceptance of the services and payment therefor, and the
expiration or earlier termination of this Contract.
15.10 The Authority shall have the right to recover from Contractor all of the Authority's
costs and expenses incurred in enforcing the provisions of this. Contract including,
but not limited to, (1) the cost of administrative investigation and enforcement
(including, without limitation, audit fees and costs, attorneys' fees) and (2) the cost
of any trial, appellate or bankruptcy proceeding (including, without limitation,
investigation costs, audit fees and costs, attorneys' fees, court costs, paralegal fees
and expert witness fees). This provision shall survive the expiration or termination of
the Contract.
15.11 The Contractor shall not during the term of the Contract knowingly hire or employ
(on either a full-time or part-time basis) any employee of the Authority. Contractor's
and subcontractor's employees while in uniform shall not loiter in the public areas of
the Airport.
15.12 The Contractor shall be required, during the term of the Contract, at no additional
cost to the Authority, to take such reasonable security precautions with respect to
its operations at the Airport as the Authority in its discretion may from time to time
prescribe. The Contractor shall comply with all regulations, rules and policies of any
governmental authority, including the Authority, relating to security issues.
15.13 The Authority may, but shall not be obligated to, cure, at any time, upon five 45)
days written notice to Contractor (provided, however, that in any emergency
situation the Authority shall be required to give only such notice as is reasonable in
light of all the circumstances), any default by the Contractor under this Contract;
whenever the Authority so cures a default by the Contractor, all costs and expenses
incurred by the Authority in curing the default, including, but not limited to,
reasonable attorneys' fees, shall be paid by the Contractor to the Authority on
demand.
15.14 The Authority shall, in its discretion, be entitled to deduct from the compensation to
which the Contractor is otherwise entitled hereunder, an amount equal to any
liabilities of the Contractor to the Authority which are then outstanding. In the event
that additional work beyond the scope of this Contract is requested by the Executive
Director and it results in any extra charges to the Authority, Contractor shall so
advise the Authority in writing of the amount of the extra charges. The Authority is
not required to pay any extra charges for additional work unless such work and the
B28-08 RECORD CONVERSION GC-14
BASE REV 10/17/06
GENERAL CONDITIONS (Continued)
charges therefor have been approved in advance and have been confirmed in writing
within twenty-four (24) hours by the Executive Director, in his or her exclusive
discretion.
15.15 Contractor is an independent contractor and nothing contained herein shall be
construed as making the Contractor an employee, agent, partner or legal
representative of the Authority for any purpose whatsoever. The Contractor
acknowledges that it does not have any authority to incur any obligations or
responsibilities on behalf of the Authority, and agrees not to hold itself out as having
any such authority. Nothing contained in this Contract shall be construed to create a
joint employer relationship between Authority and Contractor with respect to any
employee of Contractor or of its subcontractors.
15.16 Contractor and its subcontractors, if any, shall maintain complete and accurate
books and records in accordance with generally accepted accounting principles,
consistently applied, and shall be in a form reasonably acceptable to the Authority's
Executive Director or designee. Contractor and its subcontractors shall account for
all expenses of any nature related to transactions in connection with this Contract in
a manner which segregates in detail those transactions from other transactions of
the Contractor and subcontractors and which support the amounts reported and/or
invoiced to the Authority. At a minimum, Contractor's and subcontractor's
accounting for such expenses and transactions shall include such records in the form
of electronic media compatible with or convertible to a' format compatible with
computers utilized by the, Authority at its offices; a computer run hard copy; or
legible microfilm or microfiche, together with access to the applicable reader. All
such books and records and computerized accounting systems, shall upon
reasonable notice from Authority be made available in Orange County, Florida, for
inspection, examination, audit and copying by Authority through and by its duly
authorized representatives at any time for up to four (4) years after the year to
which books and records pertain. Such inspection, examination, or audit may
include, but is not limited to a review of the general input, processing, and output
controls of information systems, using read only access, for all computerized
applications used to record financial transactions and information. Contractor and
subcontractor shall freely lend its own assistance in a timely manner in making such
inspection, examination, audit, or copying and, if such records are maintained in
electronic and other machine. readable format, shall provide the Authority and/or its
representative such assistance as may be required to allow complete•access to such
records. The Executive Director may require Contractor and subcontractors to
provide other records the Executive Director, in his or her sole discretion, deems
necessary to enable the Authority to perform an accurate inspection, examination or
audit of expenses incurred in and transactions related. to performance of this
Contract. Such records shall be provided within thirty (30) days of request thereof.
In the event that expenses incurred or reimbursed are found by such inspection,
examination, or audit to have been overpaid, Contractor and its subcontractors agree
that such amounts shall be payable to the Authority. If, prior to the expiration of the
above -stated four (4) year record retention period, any audit or investigation is
commenced by the Authority, or any claim is made or litigation commenced relating
to this Contract by the Authority, the Contractor, or a third party, the Contractor
shall continue to maintain all such records, and the Authority shall continue to have
the right to inspect such records in the manner stated above, until the inspection,
examination, audit, claim, or litigation is finally resolved (including the determination
B28-08 RECORD CONVERSION GC-15
BASE REV 10/17/06
GENERAL CONDITIONS (Continued)
of any and all appeals or the expiration of time for an appeal). This provision shall
survive the expiration or earlier termination of this Contract. In the event of any
conflict between any provision of this Contract and generally accepted accounting
principles or generally accepted auditing standards, the provisions of this Contract
shall control even where this Contract references such provisions or standards. In
particular, without limitation, Contractor and subcontractors shall maintain all records
required under this Contract to the full extent required hereunder, even if some or all
such records would not be required under such generally accepted accounting
principles or auditing standards. If as a result of an inspection, examination or audit,
it is established that amounts are due from the Contractor to the Authority,
Contractor shall forthwith, upon written demand from the Authority, pay the
Authority such amount, together with interest on the amount due at the rate of
eighteen (18%) percent per annum, or if less, the maximum rate of interest allowed
by law, from the date such additional amounts were overpaid by the Authority.
Further if such inspection, examination or audit establishes that the Contractor has
over billed such amounts for any Contract period by two (2%) percent or more, then
the entire expense of such inspection, examination or audit shalt be paid by the
Contractor.
15.17 Contractor and subcontractors shall prepare and provide the Authority with all
detailed reports as required under the Contract on a timely basis. The Authority
reserves the right to modify the reporting procedures or the form and content of any
report as it deems necessary.
15.18 There are no third party beneficiaries to this Contract and nothing contained herein
shall be construed to create such.
15.19 Time is of the essence for the performance of each of Contractor's obligations under
this Contract.
15.20 In computing any period of time established under this Contract, except as otherwise
specified herein the word "days," when referring to a period of time that is ten (10)
days or less means business days, and when referring to a period of time that is
more than ten (10) days means calendar days. The day of the event, from which the
designated period of time begins to run shall not be included. A business day is any
day other than Saturday, Sunday, or Federal, State of Florida or Authority holidays.
15.21 Contractor agrees to perform all acts and execute all supplementary instruments or
documents which may be reasonably necessary to carry out or complete the
transaction(s) contemplated by this Contract.
15.22 Authority reserves the right to further develop, improve, repair and alter the airport
and all roadways, parking areas, terminal facilities, landing areas and taxiways as it
may reasonably see fit, free from any and all liability to Contractor for loss of
business or damages of any nature whatsoever to Contractor occasioned during the
making of such improvements, repairs, alterations and additions, including, but not
limited to, any damages resulting from negligence of the Authority or its employees,
agents or contractors.
B26-08 RECORD CONVERSION
GC-16
BASE REV 10/17/06
GENERAL CONDITIONS (Continued)
15.23 Contractor and Authority hereby mutually waive any claim against each other and
their respective members, officials, officers, agents and employees for damages
(including damages for Toss of anticipated profits) caused by any suit or proceedings
brought by either of them or by any third party directly or indirectly attacking the
validity of this Contract or any part thereof, or any addendum or amendment hereto,
or the manner in which this Contract was solicited, awarded or negotiated, or arising
out of any judgment or award in any suit or proceeding declaring this Contract, or
any addendum or amendment hereto, null, void or voidable or delaying the same, or
any part thereof, from being carried out.
B28-08 RECORD CONVERSION
* END OF GENERAL CONDITIONS * * * * * * *
GC-17
BASE REV 10/17/06
SPECIFICATION FOR
RECORD CONVERSION AND ARCHIVING SERVICES
PART ONE - GENERAL
1.1 SCOPE OF WORK:
1.1.1 The Contractor shall furnish all labor, supervision, materials and
supplies, equipment, tools, and accessories necessary to convert and
archive certain records on an "as -needed" basis in accordance with
this Specification.
1.2 The service shall include, but is not limited to, pick-up of original
paper documents from 5850 Cargo Road, 6100-8 Canal Road- GOAA
Support Service, and One Airport Boulevard, prepare and microfilm
the documents, convert the film to diazo, scanning documents to
CD's or DVD's, image scanning of 16mm or 35mm film to CD's or
DVD's, delivery of finished microfilm, diazo, CD's,' DVD's, and/or
microfilm and film verification assistance on a schedule approved by
the requesting department. Contractor shall shred or otherwise
destroy original documents and film at the direction and authorization
of the Manager of Board Services. Work can come from any
department in the Aviation Authority. The Authority's Authorized
Representative (AAR), may be reached at (407) 825-4068.
1.2 REGULATIONS:
1.2.1 The Contractor shall comply with all applicable federal, state and local
laws, ordinances, rules and regulations pertaining to the performance
of the work specified herein.
1.2.2 The Contractor shall obtain all permits, licenses and certificates as
may be required by federal, state and local laws, ordinances, rules
and regulations for the proper execution of the work under this
Specification.
1.2.3. Contractor must comply with Federal and State right -to -know laws if
hazardous materials are used. MSDS safety sheets shall be made
available to all workers and Authority's representatives.
1.2.4. The Contractor shall, during the performance of this contract, keep
current and, if so requested by the Authority, provide copies of any
and all licenses, registrations or permits required by applicable
governing agencies. Contractor shall keep a copy of, any and all
licenses, 'registrations or permits, on their person or in their vehicle
while on Authority's properties.
B28.08 RECORD CONVERSION
S-1
SPECIFICATION (Continued)
1.2.5 The Authority is complying with the Florida State Statute, Chapter
257.36, 2h, Records and Information Management, which requires
that the Authority "provide a centralized program of microfilming for
the benefit of all agencies."
1.3 WORKING HOURS:
1.3.1 The Contractor shall perform all work between the hours of 9:00
a.m. and 4:00 p.m. Monday through Friday, excluding Authority
observed holidays.
1.3.2 Prior to the start of each task, definite start and end dates shall be
agreed upon by the AAR and the Contractor.
1.3.3 In the event an emergency condition is declared by the Authority's
Executive Director, Deputy -Executive Director, or their respective
designees, the Contractor shall perform services as directed by the
Authority.
1.4 CONTRACTOR'S PERSONNEL:
1.4.1 The Contractor shall comply with Federal regulations on wages and
hours of an employee and dealing with the employment relationship
between Contractor and its subsidiaries or related parties and its
employees, including but not limited to the Florida Human Relations
Act, the Federal National Labor Relations Act, the Federal Fair Labor
Standards Act, the Federal Civil Rights Act of 1964, as amended,
and the Americans with Disabilities Act.
1,4.2 The Contractor shall require all prospective employees to show proof
of citizenship, or proof from the United States Immigration and
Naturalization Service of valid entry permits and/or work permits, and
that they are legal aliens eligible to be employed in the United States.
1.4.3 Should the Contractor engage employees that are illiterate in English,
it will be the Contractor's responsibility and obligation to train such
employees to be able to identify and understand all signs and notices
in and/or around the areas that relate to them or the services being
performed by them pursuant to any resulting purchase order.
1.4.4 The Contractor shall maintain a drug -free workplace within the
meaning of the Florida Drug -Free Workplace Act. No employee shall
be hired by a Contractor for work on Authority's premises prior to
such employee having tested negative for drugs. In addition, existing
employees of the Contractor must be subject to drug testing by the
Contractor upon reasonable suspicion of drug use.
1.4.5 While working on airport property, all Contractors' employees shall
wear neat -appearing uniforms and footwear of a style that complies
with all legal and safety requirements, including, and without
limitation, the requirements of OSHA.
B28-08 RECORD CONVERSION S-2.
SPECIFICATION (Continued)
1 .4.6 Contractor's employees shall be instructed that no gratuities shall be
solicited or accepted for any reason whatsoever from the tenants,
customers or other persons at Orlando International Airport. The
Contractor shall be responsible for ensuring that all articles found by•
the employees on Authority's premises are turned over to the
Authority, or the Authority's designated agent in charge of such
articles.
1.4.7 A valid Florida driver license (Commercial Driver License,. if
applicable) will be required of all personnel operating motor vehicles
or motorized equipment on roadways in or around Orlando
International Airport. Each of the Contractor's motor vehicles brought
onto the Authority's premises shall have the Contractor's business
name and/or logo prominently displayed on both front doors of such
vehicle.
1.5 IDENTIFICATION AND ACCESS REQUIREMENT:
1.5'.1 The Authority' will issue for a fee, as stated below in Paragraphs
1.5.2 and 1.5.3, to the Contractor's employees an •identification
badge that will display their' picture, name, and other applicable
information; and any key(s) required in the performanceof the
Contract. At all times while on airport property the Contractor's
employees are required to display such badges prominently on• their
uniforms in accordance with Authority's guidelines. Every new
employee requiring unescorted access to a secure area of the airport
must be electronically processed by the Authority's Access Control
Office for a Criminal History Records Check before an identification
badge is issued. In addition to this records check, the employee will
be required to attend a one hour security class, and in the case of
operating a vehicle on the Airport Operating Area (AOA) the employee
will also be required to attend a one hour driving safety class; both
classes presented by the Authority. The Contractor shall maintain a
permanent record in its files of the background information, including
drug screening tests, on all of its current and former employees who
are utilized in the performance of this Contract and, when requested,
shall provide such information to Authority, TSA, or such other entity
as deemed appropriate by the Authority. The Contractor further
agrees to perform such additional employee background checks,
fingerprinting, or other identification measures as may be required by
any future security rules or applicable federal regulations. All fees are
payable at the time of issuance.
1 5.2 Fees Associated with Identification Badges: (Prices subject to change)
New Issue $25.00
Renewal/Defaced $25.00
Any Changes $25.00
Lost $ 50.00
Stolen No Charge with copy of police report and
case number
Fingerprinting $29.00
B28-08 RECORD CONVERSION S-3
SPECIFICATION (Continued)
1.5.3 Fees Associated with Keys:
New Hard Key $10.00
Lost Hard Key $50.00
Re -core Key $50.00 plus $10.00 per each new key
Intellikey $ 20.00
Lost Intellikey $50.00
Note: No personal checks or credit card payments are accepted.
Companies will be assessed a $100.00 fee for each non -
returned identification badges and keys.
1.6 ITEMS PROVIDED BY THE AUTHORITY:
Not Applicable.
1.7 WARRANTY:
1.7.1 The Contractor shall warrant, in writing, to correct, at no additional
cost to the Authority, any improper work resulting from faulty
workmanship.
1.7.2 Such warranty shall be effective for a period of not less than ninety
(90) days following the final acceptance of the services for the
Contractor's workmanship and installation. The Contractor shall also
provide to the Authority all manufacturer's warranties associated
with the materials provided as applicable.
1.7.3 Payments in full, or otherwise, shall in no way constitute a waiver of
these warranty requirements.
1.8 QUALITY ASSURANCE:
1.8.1 The Contractor shall perform the work in accordance with industry
standards, in a manner that meets, or exceeds, American National
Standards Institute (ANSI) standards.
1.8.2 The Contractor shall provide an adequate number of skilled workmen
who are thoroughly trained and experienced in providing services of
the type that are the subject of this Specification.
1.8.3 The AAR shall reserve the right to inspect the Contractor's facility at
times agreed to by the Contractor and AAR any time during the
performance of the work to ensure compliance with this
Specification.
1.8.4 The AAR shall reserve the right to inspect the equipment used by the
Contractor at times agreed to by the Contractor and AAR any time
during the performance of the work to ensure the compatibility of the
film with the Authority's equipment.
B28-08 RECORD CONVERSION S-4
SPECIFICATION (Continued)
1.9 SUBMITTALS:
Following completion of the work, Contractor shall provide the Authority the
following documentation:
1.9,1 A complete inventory bar code list of boxes delivered at the
completion of microfilming services.
1.9.2 The Contractor, with observance by the AAR or its designee, shall be
responsible for the disposal of all refuse that results .from the
execution of its work in accordance with federal, state and local
regulations. The Contractor shall provide the following information
following the destruction: a list of the bar code(s) from each box,
verification of film being destroyed, and the name of the facility and
date.
1.9.3 The AAR will verify that the facility has the appropriate certifications
and records to ensure that an accredited hazardous material disposal
company disposed of the materials.
PART TWO - PRODUCTS
2.1 The Authority will provide original documents for filming and original
documents and films for scanning, at the direction of the AAR as follows:
2.1.1 Documents: written documents ranging in sizes from 8.5" X 11" to
II" X 17", in 1.2 cubic foot storage boxes. Contractor shall prepare
the documents for filming or scanning.
2.1.2 Drawings: architectural and engineering drawings ranging in sizes
from 8.5" X 1 1 " to 32" X 42", in 1.2 cubic foot storage boxes; or in
33" X 43" X 1" flat files. Contractor shall prepare the documents for
filming or scanning.
2.1.3 Film: 16mm or 35 mm rolls which shall be prepared by the
Contractor for scanning.
2.2 The Contractor shall provide the following materials (compatible for use in
the Authority's equipment, ref Page S-8, Section 3.3.7):
2.2.1 Blank Film: Shall come in 5mm, one hundred (100) foot rolls,
manufactured from safety base film (silver type on polyester base),
for originals to produce density and resolution as defined in Rule 18-
26.0021, Florida Administrative Code. In addition, film shall meet or
exceed American National Standards Institute (ANSI) standards. Roll
cores shall be made of non-ferrous materials with a corrosion
resistant finish or other non -corroding plastic, which in any event will
not react with the film. Roll cores that give off reactive fumes or
exudations during storage shall not be used. (Ref: Kodak, Fuji, Agfa,
or other approved equivalent product. Equivalency shall be
determined by the AAR.)
B28-08 RECORD CONVERSION S-5
SPECIFICATION (Continued)
2.2.2 Film Storage Containers: Shall be plastic and designed to
accommodate a front and top label indicating whether the roll is an
original or duplicate, the roll number, date, and appropriate
information as supplied by the Authority.
2.2.3 Any and all other miscellaneous materials that are necessary to
perform the services specified herein
PART THREE - EXECUTION
3.1 PERFORMANCE REQUIREMENTS:
3.1.1 The Contractor shall utilize a bonded courier for the pick-up and
return delivery of Authority owned documents, drawings and films,
and the delivery of any Contractor generated finished product(s).
3.1.2 The Contractor shall allow the AAR or designee access to any and all
Authority owned documents, drawings, films and/or Contractor
generated products during the performance of service even if the'
items are located in the Contractor's facility.
3.1.3 The Contractor shall keep a written index of all documents,
drawings, and films received from the Authority until such
documents, drawings, and/or films are returned to the Authority,
delivered to an Authority approved contractor's document storage
location/facility, or until destruction of such items that are requested
by the AAR.
3.1.4 The Contractor shall keep a written statement of confidentiality from
each applicable employee during the performance of services, which
will be verified during periodic site visits by the AAR or its designees.
3.1.5 The Contractor shall perform services in accordance with this
Specification, and to industry standards. The Contractor shall
coordinate its activities with and adjust its activities to the needs and
requirements of the Authority and shall perform its activities so as
not to annoy, disturb, endanger, unreasonably interfere with or delay
the operations or activities of the Authority or its tenants.
3.1.6 Any work required beyond that which is specified herein, shall be
reported in advance to the AAR. At no time shall work beyond the
scope be performed without prior written authorization from the AAR
or designee.
3.1.7 It is the Contractor's responsibility to familiarize itself with access to
the pick-up and drop-off site.
3.1.8 Contractor shall advise the Authority as soon as practical of any
defect or condition which may adversely affect the completion of
work requested under the scope of this Specification.
B28-08 RECORD CONVERSION
S-6
SPECIFICATION (Continued)
3.2 PREPARATION:
3.2.1 When required, the Contractor shall take measures necessary to
prepare paper documents for microfilming and/or destruction, which
includes, but is not limited to, removal of all staples, paper clips,
screws, removing documents from binders, etc. The order of
preparation will be the earliest date on the top and the latest date on
the bottom.
3.2.2 The Contractor shall not in any way damage original documents,
drawings or films.
3.3 MICROFILMING AND SCANNING REQUIREMENTS:.
3.3.1 The Contractor shall adhere .to the guidelines and procedures as
stated in Rule IB-26.0021, Florida Administrative Code, that meets or
exceeds the American National Standards Institute (ANSI) standards.
3.3.2 Each individual roll of original 16mm and/or 35mm'film shall include
the appropriate targets for density, resolution and certification of
contents (see Exhibit A), including roll number, reduction ratios
(which shall be determined by the requesting department as 24X,
29X, etc.), date filmed, name of contractor, start date (see Exhibit
B), ending date (see Exhibit C), retakes (see Exhibit D), and end of
roll. Each individual roll must also include a certificate of authenticity
for the start and the end of the microfilm. All rolls of 16mm, only,
microfilm are to be blipped and sequentially numbered. The blips shall
be single level throughout each roll of film. To preserve the
authenticity of each roll, no more than two (2) retakes will be
accepted. Spliced film will not be accepted.
3.3.3. If less than one quarter (1/4) of a roll is left upon completion of
filming of a project, Contractor shall begin a new roll for the next
project. If more than one quarter (1/4) of a roll is left upon
completion of filming a project, Contractor shall inset 100 spaces
and begin filming the next project. After processing, the roll will be
cut to separate the next project onto a different roll.
3.3.4 The Contractor shall assign the appropriate number to be used for
the rolls of microfilm, using the following system: the first number
will be the current year and the second number will be the next
available number in the microfilm log (e.g. 08-1 which means 08
(year)-1(roll number) and name of company. The Contractor shall
identify the roll number and the description of the documents on
each roll on the plastic containers and the content sheets.
3.3.5 The Contractor shall process and test all original microfilm as
prescribed in Section 3.3.1., conduct and document Methalyne Blue
Test on each batch of processed original film, or on one (1) out of
every ten (10) rolls of original film, for concentration of residual
thiosulfate. The methalyne blue test must not exceed 14 micrograms
per square centimeter.
B28-08 RECORD CONVERSION S-7
SPECIFICATION (Continued)
3.3.6 The Contractor shall provide one (1) silver polyester base 5mm thick
original, and one (1) diazo duplicate of each 5mm thick 100 foot
rolls.
3.3.7 All completed film, when submitted to the Authority, shall be fully
compatible with microfilm Canon MP 90, MS-300, and/or MS-800
reader/printer equipment.
3.3.8 The AAR shall furnish computer indexes for the microfilm, in paper
format or as an attachment to e-mail. Computer indexing shall be in
Microsoft Excel. The. drawing index shall be 35mm film, and shall
include contract number, project name, type of drawing, sheet
number, description, roll number and box number (information that is
found on the outside of the folders or boxes). The 16mm index shall
include project name,description, roll and sequence number (See
Exhibit E for sample copies of indexes.)
3.3.9 The Contractor shall notify the AAR when finished film is ready for
delivery in order to coordinate the return and/or drop off of Authority
owned items and/or Contractor generated products. Documents and
drawings shall be kept by the Contractor until the film is verified.
Upon verification and approval of the film(s), the Authority shall
instruct the Contractor to return all items to the Authority, to drop
off at an Authority approved storage location, and/or to
shred/destroy the documents.
3.3.10 When requested, the Contractor shall also provide document
scanning services to scan original documents and drawings directly
to CD or DVD format. For the purpose of this solicitation, small
format shall be any original up to 1 1 " X 17" and large format shall be
originals larger than 11" X 17" up to and including 30" X 42".
3.3.11 The Contractor shall use RW type CD's with a minimum capacity of
700MB/180 minutes and/or RW type DVD's with a minimum capacity
of 4.7GB when performing document scanning activities. These
CD's/DVD's shall be compatible with CD/DVD/RW disk drives utilized
in Hewlett Packard/Compaq computers and may be manufactured by
Maxell, Sony, Memorex, TDK, Verbatim, or equivalent alternate
product. Each loaded disk shall have a label identifying the
information that is on the disk and include the "Burn" date. The
loaded disk shall be inserted in a jewel case containing an insert that
also identifies the information on the disk and the "Burn" date.
Information shall be formatted as follows: "BP-S002, Original
Contract to 2.2 Advertisement, Burned 611 5/07". If more than one
disk is needed for a project, then the disks shall be numbered "Disk 1
of X", "Disk 2 of X", etc.
3.3.12 When requested, the Contractor shall provide image scanning
services to scan original 16mm and/or 35mm film directly to CD or
DVD format (PDF and TTF format).
B2B-08 RECORD CONVERSION S-8
SPECIFICATION (Continued)
3.3.13 When requested, the Contractor shall provide image scanning
services from RW type CD's with a minimum capacity of 700MB/180
minutes and/or RW type DVD's with a minimum capacity of 4.7GB
when performing document scanning activities. These CD's/DVD's
shall be compatible with CD/DVD/RW disk drives. The scan files will
be in PDF or TIFF format with a resolution of 300dpi. The files on
CD's or DVD's will be transferred to microfilm 16mm and/or 35mm
film. The Contractor will return the RW type CD'S plus the microfilm
and CD/DVD. The drawings will be in TIFF format and the
documents will be in PDF or TIFF format.
3.4 INSPECTION AND APPROVAL:
3.4.1 The requesting department shall perform an inspection of the first roll
of microfilmprior to the completion of any assigned project. The
Contractor shall not proceed with the balance of the assigned project
until notified by the requesting department (AAR).
3.4.2 The requesting department shall perform an inspection of the first CD
or DVD prior to the completion of any assigned project. The
Contractor shall not proceed with the balance' of the assigned project
until notified by the requesting department (AAR).
3.4.3 At the completion of any assigned project, the requesting department
will conduct an inspection of all film, CD's, DVD's, and other
Contractor generated materials provided.
3.4.4 Any deficiencies noted during an inspection shall be corrected before
final acceptance. Such deficiencies will be corrected within seven (7)
business days from the date of inspection at the Contractor's
expense. Inspection and approval should be handled by the
requesting department.
3.5 USE OF PREMISES:
Not applicable.
3.6 SAFETY AND PROTECTION:
3.6.1 Contractor shall protect all documents from a natural disaster
weather occurrence, securing the documents in a weather-proof and
wind -proof structure, with intrusion alarms, and a fire suppression
system, for prevention of destruction and/or loss of documents.
* * * * * * * END OF SPECIFICATION * * * * * * *
B28-08 RECORD CONVERSION S-9
EXHIBIT "A"
CONTENTS
DEPARTMENT
MICROFILM ROLL NO.
REDUCTION RATIO 29:1
DATE MICROFILMED
INDEX TITLE OF RECORDS (WRITE LARGE)
ARRANGEMENT: Alphabetical, chronological, numerical, fund, page, combination of the
foregoing or other.
BEGINNING DOCUMENT:
BEGINNING DATE:
ENDING DATE:
The Camera Operator's Certificate located near the end of the roll describes the contents
of this microfilm.
B28-08 Record Conversion A-1
EXHIBIT "B"
START
CERTIFICATE OF AUTHENTICITY
This is to certify that the microphotographs appearing
on this roll of microfilm are accurate reproductions of
the records of:
These documents were microfilmed in the regular
course of business pursuant to established routine
company policy. The photographic process used for
microfilming these records meets standards set by the
American National Standards Institute for archival
preservation of such records.
Camera Operator:
Signature:
828-08 Record Conversion B-1
Date:
Contractor:
EXHIBIT "C"
END
CERTIFICATE OF AUTHENTICITY
This is to certify that the microphotographs appearing
on this roll of microfilm are accurate reproductions of
the records of:
These documents were microfilmed in the regular
course of business pursuant to established routine
company policy. The photographic process used for
microfilming these records meets standards set by the
American National Standards Institute for archival
preservation of such records.
Camera Operator:
Signature:
B28-08 Record Conversion
C-1
Date:
Contractor:
EXHIBIT "D"
B28-08 Record Conversion D-1
EXHIBIT ^E^
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RFP 32-08
CITY OF CLEARWAT.ER
Lease Purchasing
REQUEST FOR PROPOSAL'(RFP) PROCEDURES
1. Sealed RFPs:
Responses to this request for proposals (please submit six (6) copies) should be submitted
in a sealed envelope, clearly identified as "Proposal for Lease Purchasing," and mailed
to:
George•McKibben
Purchasing Manager
City of Clearwater
PO Box 4748
Clearwater, Florida 33758-4748
or delivered to:
George McKibben
Purchasing Manager
3'd Floor
100 South Myrtle Avenue
Clearwater, Florida 33756-5520
The RFP's are due no later that 4:OOPM, August 1, 2008. Any RFP's received after that
date and time will not be opened. The RFP's will be opened at that time in Room 342,
City of Clearwater Municipal Services Building, 100 South Myrtle Avenue, Clearwater,
FL 33756-5520.
2. RFP Response Forms:
All responses must be presented on the standardized "Lease Purchasing RFP Response
Form," which has been provided. Do not submit any supporting material. The City
reserves the right to reject any or all RFPs, or to informally negotiate certain points of the
final contract with a qualified proposer.
3 Inquires and Addenda:
Each firm shall examine all RFP documents and shall judge all matters relating to the
adequacy and accuracy of such documents: Any inquiries, suggestions or requests
concerning.interpretation, clarification, or additional information pertaining to the RFP
shall be made in writing a minimum of five (5) working days prior to due date through
the City of Clearwater's Purchasing Manager, George McKibben, at P.Q. Box 4748,
Clearwater, FL 33758-4748; e-mail at George.McKibben@mvc]earwater.coin. or FAX
727-562-4635.
The City shall not be responsible for, oral interpretations given by any City employee,
representative, or others. The issuance of a written addendum is the only official method
whereby interpretation, clarification, or additional information may be given. If any
addenda are issued to this RFP, the City will attempt to notify all prospective firms who
have secured same. However, it shall be the responsibility of each firm, prior to,
submitting the proposal, to contact the City of Clearwater's Purchasing Manager (727-
562-4634) to determine if addenda were issued and to make such addenda a part of the
proposal.
4. Pre-RFP Conference:
There will be no pre -bid conference. Any questions or requests for informationmust be
directed to the Purchasing Manager, George McKibben at the above address.
5. RFP Schedule:
July 2, 2008
August 1, 2008
Distribution of Request for Proposals.
Formal opening at 4:00 p.m. All sealed RFPs must be in the hands
of the City's Purchasing Manager by 4:00 p.m.
TBD Recommendation for award to City Council.
October 1, 2008 Anticipated implementation date for contract.
6. Selection Criteria:
The following criteria will be used to evaluate RFP responses and to make a
recommendation for award to the City Council:
• 0 — 40 points Proposed interest rate.
• 0 — 40 points " Lease purchase'process; including items eligible to be lease
2
purchased, paperwork required by the City for each draw,
turnaround time from request of draw till money received,
and any additional relevant information.
0 - 20 points Experience and reputation of the respondent.
Total possible score of 100 points.
7. Right To Protest:
Any actual or prospective proposer who is aggrieved in connection with the solicitation or
award of a contract may seek resolution of his/her complaints by contacting the
Purchasing Manager.
Openness of Procurement Process:
Written competitive proposals, other submissions, correspondence, and all records made
thereof, as well as negotiations conducted pursuant to this RFP, shall be handled in
compliance with Chapters 119 and 286 Florida Statutes. The City gives no assurance as
to the confidentiality of any portion of any proposal once submitted.
9. No Collusion:
By offering a submission to the RFP, the proposer certifies the proposer has not divulged
to, discussed, or compared his/her competitive proposal with other proposers and has not
colluded with any other proposers or parties to this competitive proposal whatsoever.
10. Informality Waiver/Reiection of Bids:
The City reserves the right to reject any or all, responses and to waive any irregularity,
variance, or informality whether technical or substantial in nature, in keeping with the
best interests of the City.
11. RFP Expenses Statement:
All vendor costs associated with this RFP will be the responsibility of the vendor.
12. No Corrections:
Once a competitive proposal is submitted, the City shall not accept any request by any
proposer to correct errors or omissions in any calculation or competitive price submitted.
13. Insurance:
The City is covered under a program of self-insurance. The city will provide to the lessor
a letter or document from its insuring authority evidencing the existence of the continuing
self-insurance program covering the items under the Lease.
3
14 Quiet Enjoyment:
Lessor shall covenant that so long as lessee is not in default under the Lease, Lessor
shall not interfere with Lessee's right to quiet possession on the item covered by the
lease.
15 • Governing Law:
The lease shall be governed by and construed in accordance with the substantive laws
of the State of Florida. The Lease shall be deemed to have been made in the City of
Clearwater, Pinellas County, Florida regardless of the order in which it is executed.
16 Litigation:
Lessor and Lessee agree that any action or suite in connection with the Lease shall be
brought only in a court of record in Pinellas County, Florida, the parties consenting to
the jurisdiction of each thereof, and by registered mail, to its address to be used for
the giving of notice under the Lease.
4
. SCOPE OF LEASE PURCHASING SERVICES
The City of Clearwater is currently looking for a responsible financing source to provide
a line•of credit:for the City's lease purchase (installment sale) financing for our next five
fiscal years. The following is a summary of the dollar amounts of lease purchasing done
for the last five fiscal years.
Fiscal Year Amount Number of Draws • '
07-08 * ' • $4,000,000.00 4
06-07 $4,100,480.93 4
05-06 $5,893,863.•15 4
04-05 $4,511,170.78 4
. 03-04 . $4,222,569.74 4
* Estimate of current fiscal year.
Items Being Leased Purchased:
The majority of items being leased purchased are vehicles, however, some, of the items
maybe computer systems (including software) and miscellaneous equipment.
The following are the city's best estimates of lease purchasing financing needs for the
next five fiscal years:
Fiscal Year Vehicles Computers Equipment Total .
08-09 $3,112,040 $550,000 .$325,000 $3,987,040 _
09-10 $4,175,180 $550,000 $535,000 $5,260,180
10-11 $4,235,020 $550,000 $600,000 $5,385,020
11-12 $3,607,170 $550,000 $545,000 $4,702,170
12-13 $4,971,970 $550,000 $405,000 $5,926,940
Interest Rate:
Fixed rate:
A predetermined percentage of the most current weekly average rate for
• the three and five year constant Treasury maturities,. as published every
Monday in Federal Reserve Statistical Release H.15
Terms of the Agreement:
Each equipment purchase will be as a draw from a three (3) or five (5) year lease
purchase (installment sale) contract. The length of the term is determined by the
estimated useful life of the equipment being lease purchased.
Written Contract:
The City will enter into a signed contractual agreement with the financial institution
selected for a period of five years with the option for renewal for additional years. The
language of the contract will incorporate .the provisionsof this RFP and the response
presented by the successful bidder. The final form of the contract will be negotiated with
the successful financial institution.
The contract will have a master document that will be signed by the appropriate City
officials. Each draw will fall under the master document and will be signed by only the
Finance Director or Assistant Finance Director.
Taxable Status of the Lease Purchases:
The City makes no declaration as to the tax status of the lease purchases and whether or
not the lease purchases are bank qualified. Each bidder is responsible for that
determination and will bear all costs associated with same. However, if requested, the
City will cooperate with the process and provide all information that is readily available.
References:
Bidders will provide at least three references. Preference is for government and Florida
references. •
City of Clearwater
ubmiil
age
Lease Purchasing Bid Response Form
Bid. Opening: July 31, 2008; 4:OOPM
Submitted by: The Bancorp Bank/dba/Mears Motor Leasing,
3905 El Rev Road
Orlando. FL 32808
Contact: Joanne Cornier, Government Leasing, Specialist
The following conditions apply to the submittal:
1. The rate quoted will include all fees, $0 buyout and no prepayment penalty,
2. Please base you percentage off of the three and five year constant maturities (CMT).as
published every' Monday in Federal Reserve Statistical Release H.15.
3. The city plans on doing quarterly draws and will do quarterly payments.
1
in the yellow area please put the interest rate that your organization would use if the CMT were in.that
range at the time of the draw request.
An example submission is included for clarification. In.the example, if the 5 Year CMT was yielding 2.9%
at the time of the draw the interest rate would be 3.74%. If the 5-year CMT was yielding 4.1% at the time
of the draw the interest rate would be3.95%.
Example
3 Year CMT
Rate 1
5 Year CMT
Rate 1
5 Year CMT .
, Rate
Under 2%
;N/A .'
Under.2%
N/A
Under 2°h
2.74%
:N/A •
N/A
3.71%
2%-3%
2%-3%
2510-3%
'N/A' '. `
'N/A
3.94%
3%-4%
3%4%
3%4% .
:N/A '
*NIA:"
3.96%
4%-5%
4%-5°l0
4%-5%
570-6%
N/A :'.:
5%-6%
'NIA.
5%-6%
4.01%
` 1/A ::..
':NIA • "
4.10%
Over 6%
Over 6% •
Over 6%
See Rate -Chart Per Addendum
7
3 Year CMT Rate
1% - 2.25%
2.26% - 2.50%
2.51% - 275%
2.76% - 3%
3.01% - 324%
3.25% - 3.50%
3.51% - 3.74%
3.75% - 4.00%
4.01% - 4.24%
4.25% - 4.5%
4.51% - 5.0%
5.01% - 5.24%
5.25% - 5.50%
5.51% - 6.0%
Over 6%
-3:02
:3.36
329
.3:59
3.52
3.80
4.07
4.35
461
4:89
5130
530
5730
5:;30
530
5 Year CMT Rate
1% - 2.25%
2.26% - 2.50%
2.51% - 2.75% •3.15
2.76% - 3% 3.44
3.01% - 3.24% :3.36 ;
3.25% - 3.50% 3..63
3.51% - 3.74% 3.88
3.75% - 4.00% 4:15
4.01% - 4.24% 440
4.25% - 4.5% 4:67
4.51% - 5.0%
5.01% - 5.24%
5.25% - 5.50%
5.51% - 6.0%
Over 6%
:2:80
• • :
:3:11
:5:30
.5:30
5:30
15.30
:5:30 :
iftizis:page
2_ Turn around. time from requestfor funding to .actual funding.
Minimum turnaround time 1 • Business days
Average turnaround time 1.5 Business days
Maximum turnaround time 2 . Business days
Mears will also wire the money at the city's request.
'3. Explain your lease purchase procedure: include items eligible to be lease purchased, what
documents and paperwork the City needs to provide for each item being lease purchased, the
turnaround time for a lease purchase draw, ' and any additional relevant information.
Additional sheets of paper may be attached.
Mears will finance all items leased purchased as outlined in your bid proposal. Mears will require
a written request for payment which can be either faxed or emailed. The following are additional
document requirements for payment: (a) Payment for Vehicles : Dealer invoice. (b) Computers
and related items: Vendor Invoice. (c) Equipment: Vendor Invoice. We would also request
that the city provide proof of delivery foryour protection. The purchase withdrawal is typically 1
business day and payment can be made to your purchasing. office or directly to the dealer at your
direction.
9
usage
4. References
CITY ....
CONTACT
PHONE NUMBER
Pinellas County Purchasing
Karen Main
727-464-6308
Pinellas County Sheriff
Bob Helmick, Fleet Mngr.
727-582-6200
County of Sarasota
Dave Henrichs/Odie Burton
941-861-1661 .
Bal Harbour Village P.D.
Chief Tom Hunker
305-525-5506
FBI
Nick
. Number upon request
Seminole County Sheriff
John Blackwood
407-665-6683
Manatee County Sheriff
Capt. Pat Bartholomew
941-747-3011
Hillsborough County School
Board
Dennis Holt
813-272-4932
5. Dollar limit of the line of credit per year
*
08 — 09 $3.987.040
09 —10 $5.260.180
10-11 $5.385.020
11-12 $4.702.170
12 —13 $5.926.940
* The dollar amounts above are based on your bid. Mears will not limit the city to a specific
amount each year as long as the cumulative amount does not exceed $12,000,000.00 during the
course of the Contract. Should the city ,require additional funds Mears will, considerthe
increased amount at the time of the request.
Please do not submit any other pages other than these three.
Submitted on 7/30/2008
Robert Baily,
Assistant Vice President, Loan Officer
10