CONCESSIONS/PROCUREMENT COMMITTEE (CPC) AGENDA
DATE:
July 25, 2016
DAY: Monday
TIME: 2:00 p.m.
LOCATION: Carl T. Langford Board Room, OIA, One Jeff Fuqua Boulevard, Orlando, FL
I.
CALL TO ORDER
II.
ANNOUNCEMENTS - Appeal Process and Lobbying Activities
NOTE: If anyone is aggrieved by any of the proceedings of today’s meeting and wishes to appeal the results of
actions made by this committee, they must file an appeal stating the item they wish to appeal and the basis for which
they wish to appeal, and it must be received in writing by the Executive Director, Mr. Phillip N. Brown, in his office at
One Jeff Fuqua Boulevard, Main Terminal Building by Monday, August 1, 2016 at 4:00 p.m.
For individuals who conduct lobbying activities with Aviation Authority employees or Board members, registration
with the Aviation Authority is required each year prior to conducting any lobbying activities. A statement of
expenditures incurred in connection with those lobbying instances should also be filed prior to April 1 of each year
for the preceding year. As of January 16, 2013, lobbying any Aviation Authority Staff who are members of any
committee responsible for ranking Proposals, Letters of Interest, Statements of Qualifications or Bids and thereafter
forwarding those recommendations to the Board and/or Board Members is prohibited from the time that a Request
for Proposals, Request for Letters of Interests, Request for Qualifications or Request for Bids is released to the time
that the Board makes an award. As adopted by the Board on September 19, 2012, lobbyists are required to sign-in
at the Aviation Authority offices prior to any meetings with Staff or Board members. In the event a lobbyist meets
with or otherwise communicates with Staff or a Board member at a location other than the Aviation Authority offices,
including the Mayor of the City of Orlando or the Mayor of Orange County, at their offices, the lobbyist shall file a
Notice of Lobbying (Form 4) detailing each instance of lobbying to the Aviation Authority within 7 calendar days of
such lobbying. As of January 16, 2013, lobbyists will also provide a notice to the Aviation Authority when meeting
with the Mayor of the City of Orlando or the Mayor of Orange County at their offices. The policy, forms, and
instructions are available in the Aviation Authority’s offices and the web site. Please contact the Director of Board
Services with questions at (407) 825-2032.
III.
CONSIDERATION OF JULY 11, 2016 MINUTES
IV.
CONSENT AGENDA
A. Purchasing Request for Written Quotations #92266-16, Carbon Rigid Box Type HVAC Air
Filter Supply Procurement – Award Recommendation
B. Purchasing Request for Written Quotations #92235-16, Parking Booth Fabrication and
Delivery Services – Award Recommendation
C. Purchasing Request for Written Quotations #92259-16, Major Use Lamps Procurement –
Award Recommendation
D. Purchasing Request for Written Quotations #92286-16, LED Area Luminaire Supply
Procurement – Award Recommendation
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V.
OLD BUSINESS
A. Revision to Recommendation to Purchase of Replacement Seating for Passenger
Holdroom Areas in Airside Building 4 and Seating Replacement Services from Arconas –
Revised Award Recommendation
V.
NEW BUSINESS
A. Amendment to Contract 13-13, Baggage Handling and Staffing Support Services (BHS)
with Aircraft Service International, Inc. (ASIG)
B. Amendment to Purchasing Contract 06-15, Ground Support Equipment Maintenance and
Repair (GSE) with JSM and Associates, LLC (JSM)
C. Payment of Landfill Fees Related to Purchasing Bid 06-17, Trash Removal Services with
Republic Services of Florida, LP
D. Amendment to Purchasing Contract 15-12, Operation and Management of CUPPS Work
Stations, CUSS Kiosks and Peripheral Devices, with SITA Information Networking
Computing USA, Inc. (“SITA”)
E. Purchasing Request for Written Quotation #92218-16, Airfield Vault Switchgear Assembly
Fabrication and Delivery Services Procurement – Award Recommendation
F. Review of Request for Proposals for Vehicle Services Travel Plaza Facility at Orlando
International Airport
VII. 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
MONDAY, AUGUST 8, 2016 AT 1:30 P.M. IN THE CARL T. LANGFORD BOARDROOM
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On JULY 11, 2016, the CONCESSIONS/PROCUREMENT COMMITTEE of the GREATER
ORLANDO AVIATION AUTHORITY met in the Carl T. Langford Board Room at Orlando
International Airport, One Jeff Fuqua Boulevard, Orlando, Florida, 32827.
Chairperson Daniell called the meeting to order at 1:30 p.m. The meeting
was posted in accordance with Florida Statutes and a quorum was present.
Committee members present: Dolly Daniell, Senior Director of
Administration and Technology, Chair
Tom Draper, Director of Operations
Arrived at 1:36 pm
Brad Friel, Director of Planning
Brian Engle, Director of Customer Service
Staff/Others present:
Jo Thacker, Legal, Broad and Cassel
Denise Schneider, Purchasing
Diane Hershner, Purchasing
Bruce Gant, Purchasing
Vlad Opeanu, Purchasing
Ann Marie Wise, Purchasing
Abdu El Baroudi, Operations
Bob Debaere, Operations
Eric McClung, Parking Operations
Jeff Daniels, Maintenance
Luis Montoyo, Maintenance
Patrick Eby, Maintenance
Danny Mendez, Maintenance
Maria Irizarry, Executive Administration,
Recording Secretary
Chairperson Daniell announced to all present that if anyone is aggrieved by any of
the proceedings of today’s meeting and wishes to appeal the results of actions
made by this committee, they must file an appeal stating the item they wish to
appeal and the basis for which they wish to appeal, and it must be received in
writing by the Executive Director, Mr. Phillip N. Brown, in his office at One Jeff
Fuqua Boulevard, Main Terminal Building, by Monday, July 18, 2016 at 4:00 p.m.
For individuals who conduct lobbying activities with Aviation Authority employees
or Board members, registration with the Aviation Authority is required each year
prior to conducting any lobbying activities. A statement of expenditures incurred
in connection with those lobbying instances should also be filed prior to April 1
of each year for the preceding year. As of January 16, 2013, lobbying any Aviation
Authority Staff who are members of any committee responsible for ranking Proposals,
Letters of Interest, Statements of Qualifications or Bids and thereafter forwarding
those recommendations to the Board and/or Board Members is prohibited from the
time that a Request for Proposals, Request for Letters of Interests, Request for
Qualifications or Request for Bids is released to the time that the Board makes an
award. As adopted by the Board on September 19, 2012, lobbyists are required to
sign-in at the Aviation Authority offices prior to any meetings with Staff or Board
members. In the event a lobbyist meets with or otherwise communicates with Staff
or a Board member at a location other than the Aviation Authority offices, including
the Mayor of the City of Orlando or the Mayor of Orange County, at their offices,
the lobbyist shall file a Notice of Lobbying (Form 4) detailing each instance of
lobbying to the Aviation Authority within 7 calendar days of such lobbying. As of
January 16, 2013, lobbyists will also provide a notice to the Aviation Authority
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DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES – JULY 11, 2016
when meeting with the Mayor of the City of Orlando or the Mayor of Orange County
at their offices. The policy, forms, and instructions are available in the Aviation
Authority’s offices and the web site. Please contact the Director of Board Services
with questions at (407) 825-2032.
APPROVAL OF MINUTES
Upon motion by Mr. Friel, second by Mr. Engle, vote carried to approve the
minutes of June 28, 2016 as presented.
CONSENT AGENDA
A.
Purchasing Request for Written Quotations #92284-16, Cisco Equipment,
Software and Support Procurement – Award Recommendation
Chairperson Daniell asked if anyone in the audience would like to speak to
this item on the Consent Agenda or if the Committee had any questions or
wished to have the item pulled for discussion. There was no response to
either inquiry.
Upon motion by Mr. Engle, second by Mr. Friel, vote carried to approve the
Consent Agenda as presented.
NEW BUSINESS
A.
PURCHASING REQUEST FOR WRITTEN QUOTATION #92267-16, JUMBO ROLL BATH
TISSUE SUPPLY PROCUREMENT – AWARD RECOMMENDTION
Ms. Hershner stated this is a request for quotations to result in a blanket
purchase order. The term of the BPA shall be for a period of twelve (12)
months.
On June 21, 2016, the Authority received quotations for the procurement of
jumbo roll bath tissue to be provided on an “as needed” basis for a period
of twelve (12) months. The RFQ documents listed product #13600 and product
#410049 as acceptable products (resulting from prior testing and
evaluation), however, it was stated that alternate products would be
considered, subject to the provision of the listed submittals required for
alternate products to allow Staff to perform the necessary specification
review and testing. It was required that the unit price provided include
all costs associated with the delivery of the goods to the Authority’s
location. This quotation is for an indefinite quantity over a fixed time
period. The actual amount spent will be based upon the quantities ordered
at the agreed upon unit prices.
Award, if made, will be to the responsible and responsive Respondent
submitting the low Unit Cost per square foot for a product that has been
found acceptable.
All respondents, or the manufacturer of the product being quoted submitting
on the respondent’s behalf, were required to submit (a) a certification or
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DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES – JULY 11, 2016
other suitable document indicating the respondent is authorized to sell
and/or distribute the product quoted, and (b) a manufacturer’s specification
sheet for the product quoted providing specific information on the following
physical attributes: 1) core diameter, 2) roll diameter, 3) roll width, 4)
linear feet per roll, 5) post-consumer waste (PCW) content, 6) rolls per
case, and 7) cases per pallet.
If pricing was submitted for a listed acceptable product and a review of
these two submittals confirmed that the manufacturer had made no changes to
the product since the last time the product was evaluated, then no further
submittals were required. However, if the respondent submitted pricing on
an acceptable product and staff’s review of the manufacturer’s specification
sheet confirmed that the manufacturer had made changes or modifications to
the previously acceptable product, then additional submittal requirements
were required just as if an alternate product was being quoted.
If pricing was submitted for an alternate product, the respondent, or the
manufacturer of the alternate product being quoted submitting on the
respondent’s behalf, were also required to submit (c) a test report from an
independent third party testing facility providing specific information on
the following physical properties: 1) basis weight, 2) tensile strength
machine direction (MD) dry, 3) tensile strength cross direction (CD) dry,
and 4) brightness; and (d) a sample case of the product quoted.
Additionally, prospective respondents were advised that failure “to provide
or have provided on its behalf any or all of the required submittals will
result in its quotation being found non-responsive.”
Total quotation is based upon the product of the unit price per case
multiplied by the number of cases contained in the quantity of full pallets
of the product quoted that would contain at least 36,400,000 square feet of
the product quoted.
Unit cost per square foot is based upon the quotient of the unit price per
case divided by the square feet of jumbo roll bath tissue contained in a
case.
The Authority reserved the right to make adjustments to the respondent’s
calculated estimated annual usage quantity based on the quoted product
information provided by the respondent.
Respondents:
Firm (Product Quoted)
MVS-Tech (1511)
Ferguson Enterprises (07223)
Dade Paper & Bag Co. (410049)
SupplyWorks “A” (410049)
SupplyWorks “B” (06109-SP)
Veritiv Operating Company (410049)
Roses Delight, Inc. (72004)
Songahi, Inc. (Excel-JR)
Total Quotation
*$168,777.00
$180,268.20
$184,184.00
$188,552.00
**$193,555.20
$204,152.00
$226,720.00
***$239,047.20
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*Total quotation adjusted to reflect 168 full pallets of the product quoted.
The quotation submitted by MVS Tech contained mathematical errors resulting
in an understatement of its quotation by $1,777.00. The corrections are
reflected in the above tabulation. The errors did not affect its ranking.
**Total quotation adjusted to reflect 272 full pallets of the product
quoted. The quotation submitted by SupplyWorks “B” contained mathematical
errors resulting in an understatement of its Quotation by $32,022.00. The
corrections are reflected in the above tabulation. The errors resulted in
its ranking to move from 2 to 5.
***Total quotation adjusted to reflect 248 full pallets of the product
quoted. The quotation submitted by Songahi, Inc. contained mathematical
errors resulting in an understatement of its quotation by $169,434.34. The
corrections are reflected in the above tabulation. The errors resulted in
its ranking to move from 1 to 8.
The quotation submitted by each respondent was evaluated on the following
criteria: 1) a review of the document and product submittals provided in
accordance with section 1.5 of the RFQ; 2) a visual inspection of the
required product sample to determine if it met the physical attributes as
specified in paragraph 2.1.1 of the RFQ; 3) a review of the independent
third party test report to determine if the product was in compliance with
the Authority’s physical properties targets as specified in paragraph 2.1.2
of the RFQ; 4) a review of the product’s specifications to determine if the
product was in compliance with the Authority’s physical attribute
requirements as specified in paragraph 2.1.3 and the packaging and labeling
requirements of paragraph 2.2.1 of the RFQ; and 5) a test of the product’s
suitability for use with existing jumbo roll bath tissue dispensers as
specified in paragraph 2.1.4 of the RFQ.
The quotation submitted by MVS-Tech provided pricing for alternate product
#1511. Staff reviewed the submittals provided in support of this quotation
and determined that MVS-Tech failed to provide any of the required
submittals and staff was unable to conduct a complete review of this product.
Staff is recommending that this quotation be deemed non-responsive.
The quotation submitted by Ferguson provided pricing for alternate product
#7223. Staff reviewed the submittals provided in support of this quotation
and determined that Ferguson failed to provide a certification or other
suitable document affirming that Ferguson is authorized to sell and/or
distribute the product quoted, or an independent third party test report
and staff was unable to conduct a complete review of this product. Staff
is recommending that this quotation be deemed non-responsive.
The quotations submitted by Dade Paper & Bag Co., SupplyWorks “A”, VOC
provided pricing for product #410049 which is listed as an acceptable
Staff reviewed the submittals provided in
product in paragraph 2.1.5.
support of these quotations and determined that all three quotations were
in full compliance with the specification requirements.
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DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES – JULY 11, 2016
The quotation submitted by SupplyWorks “B” provided pricing for alternate
product #06109-SP. Staff reviewed the submittals provided in support of
this quotation and determined that SupplyWorks “B” failed to provide any of
the required submittals and staff was unable to conduct a complete review
of this product. Staff is recommending that this quotation be deemed nonresponsive.
The quotation submitted by Roses Delight, Inc. provided pricing for
alternate Product #72004. Staff reviewed the submittals provided in support
of this quotation and determined that Roses Delight, Inc. failed to provide
any of the required submittals and staff was unable to conduct a complete
review of this product. Staff is recommending that this quotation be deemed
non-responsive.
The quotation submitted by Songahi, Inc. provided pricing for alternate
product #Excel-JR. Staff reviewed the submittals provided in support of
this quotation and determined that Songahi, Inc. failed to provide an
independent third party test report.
Staff reviewed the sample product
provided and determined it was 2-ply.
Staff is recommending that this
quotation be deemed non-responsive.
Staff determined that Dade Paper & Bag Co., SupplyWorks “A”, and VOC were
responsible.
The amount quoted by the low responsive and responsible respondent for
product #410049 based on the estimated quantity is within budget for funds
expected to be spent under the resulting BPA in the current fiscal year
from Operation and Maintenance Fund 301.631.210.5520001.000.100235.
The
department intends to submit budget requests for funds expected to be spent
under the resulting BPA in FY ’17 and such requests, when considered with
known or anticipated obligations of the department for FY ’17, do not exceed
expected or reasonable funding approvals.
Staff recommends that the following be recommended to the Executive
Director: 1) find the quotations submitted by MVS-Tech, Ferguson
Enterprises, SupplyWorks “B”, Roses Delight, Inc. and Songahi, Inc. nonresponsive for the reasons stated; 2) award Purchasing Request for Written
Quotations #92267-16 to Dade Paper & Bag Co. as the low, responsive and
responsible respondent for product #410049 in the not-to-exceed amount of
$184,184.00; 3) authorize funding from the approved Operation and
Maintenance Fund; and 4) authorize the Purchasing office to issue the
necessary blanket purchase agreement.
Chairperson Daniell asked if anyone in the audience would like to speak to
this matter. She then asked if any Committee members had questions. There
was no response to either inquiry.
Upon motion by Mr. Draper, second by Mr. Friel, vote carried to approve
staff’s recommendation.
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B.
AMENDMENT TO PURCHASING CONTRACT 07-13, ROADWAY SIGN AND BRIDGE
ILLUMINATION MAINTENANCE SERVICES WITH AMERICAN LIGHTING AND SIGNALIZATION,
INC.
Ms. Schneider stated this is a renewal option. The term of the Contract
was for thirty-six (36) months, effective on December 2, 2012, with the
Authority having options to renew the Contract for two (2) additional
periods of one (1) year each. The first renewal option of the Contract is
due to expire on December 1, 2016.
This Contract requires American Lighting and Signalization, Inc. provide
all labor, supervision, miscellaneous parts and materials, equipment,
tools, and all other accessories, services, and activities necessary for
lamp replacement, the preparation of maintenance of traffic (MOT) plans,
repair and lighting maintenance of roadway signage and bridge lighting and
all other items necessary or proper for, or incidental to, performing
roadway sign and bridge illumination maintenance services at the Orlando
International Airport according to the Contract documents.
This Contract does not include a Minority and Women Business Enterprise
(MWBE) and a Local Developing Business (LDB) participation requirement.
The second renewal option is from December 2, 2016 through December 1, 2017.
Based on the information known at this time, the Contractor has performed
satisfactorily during the renewal period.
Pricing is based on unit prices for: 1) total roadway sign lamp replacement
and inspection; 2) total bridge lamp replacement and inspection; and 3)
monthly inspections. The Authority only pays for work authorized and
satisfactorily completed by the Contractor. The estimated annual value for
the second renewal option is an expected not-to-exceed amount of $160,000.00
with no hourly labor rate increases for the second renewal option.
The fiscal impact anticipated for the second renewal option is a not-toexceed amount of $160,000.00.
Funding will be from the Operation and
Maintenance Fund, account code number 301.631.661.5460001.000.100497. The
department intends to submit budget requests for funds expected to be spent
under the Contract in future fiscal years and such requests, when considered
with other known or anticipated obligations of the department for such
future years, do not exceed expected or reasonable funding approvals.
Staff recommends that the following be recommended to the Authority Board:
1) renew Purchasing Contract 07-13, Roadway Sign and Bridge Illumination
Maintenance Services with American Lighting and Signalization, Inc.; 2)
authorize funding from the Operation and Maintenance Fund in the not-toexceed amount of $160,000.00; and 3) authorize an Aviation Authority officer
or the Executive Director to execute an agreement following satisfactory
review by legal counsel.
Chairperson Daniell asked if anyone in the audience would like to speak to
this matter. She then asked if any Committee members had questions. There
was no response to either inquiry.
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Upon motion by Mr. Friel, second by Mr. Draper, vote carried to approve
staff’s recommendation.
C.
PURCHASING BID 06-17, TRASH REMOVAL SERVICES – AWARD RECOMMENDATION
Mr. Gant stated this is an invitation for bid. The term of the Contract
is for thirty-six (36) months with initial service to commence on or about
October 1, 2016, and with the Authority having options to renew the Contract
for two (2) additional periods of one (1) year each.
This Contract will be to furnish all labor, supervision, trucks, equipment,
materials, and tools necessary to furnish and install trash compactors
and/or trash containers. Services shall also include the pick-up and/or
removal of wet and dry compacted and non-compacted trash/refuse and all
other items necessary or proper for, or incidental to, performing trash
removal services from various locations throughout the Orlando International
Airport in accordance with the Contract documents.
Respondents:
Republic Services of Florida, LP
Progressive Waste Solutions, Inc.
Advanced Disposal Services Solid
Waste Southeast, Inc.
Disposall, Inc.
Waste Pro of Florida, Inc.
Waste Management, Inc. of Florida
Total Three (3) Year Bid Price
$ 1,082,776.68
$ 1,105,107.40
$ 1,166,543.76
$ 1,272,420.00
$ 1,964,458.42
No Bid
This Contract does not include a Minority and Women Business Enterprise
(MWBE) or a Local Developing Business (LDB) participation requirement.
Award, if made, will be to the responsible and responsive bidder submitting
the low bid.
For a bidder to meet the minimum responsibility criteria for this Contract,
the bidder must provide verifiable evidence:
1.
through references or otherwise, that the bidder is an individual, a
firm, a corporation, or other entity that is currently engaged in the
business of providing providing trash removal services;
2.
through references, that the bidder, after taking into account the
activities
of
a
related
predecessor
(e.g.
by
merger
or
reorganization), affiliate, or principal of bidder, has been actively
engaged in such business for at least the three (3) years immediately
preceding the date of bidder’s response to this Invitation for Bids;
and
3.
through references, that the bidder, after taking into account the
activities
of
a
related
predecessor
(e.g.
by
merger
or
reorganization), affiliate, or principal of bidder, has satisfactorily
provided trash removal services for at least three (3) entities during
such three (3) year period.
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This is a service Contract for trash removal services. Pricing for the
services is based on the type and size of the compactor/container/front end
loader and its unit prices for the following: a) compactor/container monthly
rental fees, b) recycling compactor/container/front end loader monthly
rental
fees
c)
compactor/container
pull
fees,
d)
recycling
compactor/container pull fees, e) recycling front end loader pull fees, f)
compactor/
container
sanitizing
and
disinfecting,
g)
recycling
compactor/container/front end loader sanitizing and disinfecting, and h)
contaminated load transport pull fees. The actual amount paid to contractor
is based on actual work requested, performed and approved by the Authority,
based on the unit prices for year 1, year 2, and year 3.
Mr. Gant clarified, to the Committee, that references for three (3) low
bidders were originally expected, as stated in the memo. References were
not received for Advanced Disposal. However, references for the two (2)
low bidders were checked and based thereon, Republic Services of Florida,
LP, and Progressive Waste Solutions, Inc. were determined to be responsible
and responsive.
Republic Services of Florida, LP’s bid in the amount of $1,082,776.68 is to
be funded from the Operation and Maintenance Fund, account code number
301.416.210. 5340007.000.000000. The department intends to submit budget
requests for funds expected to be spent under the Contract in future fiscal
years and such requests, when considered with other known or anticipated
obligations of the department for such future years, do not exceed expected
or reasonable funding approvals.
Staff recommends that the following be recommended to the Authority Board:
1) award Purchasing Bid 06-17 Trash Removal Services to Republic Services
of Florida, LP, as the low responsive and responsible bidder; 2) authorize
funding from the Operation and Maintenance Fund in the not-to-exceed amount
of $1,082,776.68; and 3) authorize an Aviation Authority officer or the
Executive Director to execute an agreement following satisfactory review by
legal counsel.
Chairperson Daniell asked if anyone in the audience would like to speak to
this matter. She then asked if any Committee members had questions. There
was no response to either inquiry.
Upon motion by Mr. Friel, second by Mr. Draper, vote carried to approve
staff’s recommendation.
D.
AMENDMENT TO PURCHASING CONTRACT 10-12, OPERATION AND MANAGEMENT
OF PARKING FACILITIES, WITH ABM PARKING SERVICES (“ABM”)
Mr. Gant stated this is an amendment for a renewal option.
The initial term of the Contract was for thirty-six (36) months, effective
October 1, 2012, expiring September 30, 2015, with the Authority having two
(2) options to renew the Contract for an additional period of one (1) year
each. The first renewal option will expire on September 30, 2016.
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This Contract requires ABM to furnish all labor, supervision, materials,
supplies, equipment, vehicles, fuel, uniforms, and all other items necessary
or proper for, or incidental to, the operation and management of parking
facility services at the Orlando International Airport in accordance with
the Contract documents.
This Contract includes an Airport Concessions Disadvantaged Business
Enterprises (ACDBE) participation requirement. The participation goal for
this Contract is 22%. Mr. Gant clarified, to the Committee, that the item
indicates a 23.9% participation; which is incorrect. To date, ABM has
reported 27.8% ACDBE participation. The office of Small Business Development
certifies that the Contract is in good standing as it relates to ACDBE
participation.
The second renewal option is from October 1, 2016 through September 30,
2017.
Based on the information known at this time, the Contractor has
performed satisfactorily during the initial term and the first renewal
option.
Pricing is based on a management fee for performing the operation and
management of the parking facilities and a not-to-exceed reimbursable
payroll and operating expense budget. The Contract allows for the
negotiation of the compensation to the Contractor during an option period.
ABM has agreed to provide services at the same price, terms and conditions.
The fiscal impact for this renewal option is a not-to-exceed amount of
$4,834,421.40. Funding will be from the Operation and Maintenance Fund,
account codes 301.234.611.5340006.000.000000, 301.236.510.5340006.000.
000000, and 301.237.612.5340006.000.000000. The department intends to
submit budget requests for funds expected to be spent under the Contract in
future fiscal years and such requests, when considered with other known or
anticipated obligations of the department for such future years, do not
exceed expected or reasonable funding approvals.
Staff recommends that the following be recommended to the Authority Board:
1) renew Purchasing Contract 10-12, Operation and Management of Parking
Facilities, with ABM Parking Services; 2) authorize funding from the
Operation and Maintenance Fund in the not-to-exceed amount of $4,834,421.40;
and 3) authorize an Authority officer or the Executive Director to execute
an Amendment following satisfactory review by legal counsel.
Chairperson Daniell asked if anyone in the audience would like to speak to
this matter. She then asked if any Committee members had questions. There
was no response to either inquiry.
Upon motion by Mr. Friel, second by Mr. Engle, vote carried to approve
staff’s recommendation.
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ADJOURNMENT
Chairperson Daniell asked if there was further Committee business to
discuss.
The next scheduled CPC meeting will be held Monday, July 25, 2016 at 2:00
p.m. in the Carl T. Langford Board Room.
With no further business before
adjourned the meeting at 1:51 p.m.
________________________________
Dolly Daniell, Chairperson
this
Committee,
Chairperson
Daniell
_______________________
Date
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GREATER ORLANDO AVIATION AUTHORITY
Orlando International Airport
One Jeff Fuqua Boulevard
Orlando, Florida 32827-4399
MEMORANDUM
TO:
Members of the Concessions/Procurement Committee
FROM:
Bruce E. Lampman, C.P.M., CPPB, Purchasing Manager
DATE:
July 25, 2016
SUBJECT:
Purchasing Request for Written Quotations #92266-16, Carbon Rigid Box Type
HVAC Air Filter Supply Procurement – Award Recommendation
Type of Procurement:
Request for Written Quotations (RFQ) will result in a Blanket Purchase Agreement (BPA)
Term of Agreement:
The term of the BPA shall be for a period of twelve (12) months.
Specifications:
On June 27, 2016, the Authority received quotations for the procurement of a single Type of
Carbon Rigid Box HVAC Air Filter to be provided on an “as needed” basis. The RFQ
specification, in Section 1.5, listed submittals required from each Respondent. It was required
that unit prices include all costs associated with the delivery of the goods to the Authority’s
location. This quotation is for an indefinite quantity over a fixed time period. The actual amount
spent will be based upon the quantities ordered at the agreed upon unit prices.
Award Criteria:
Award, if made, will be to the responsible and responsive Respondent submitting the low Total
Quotation.
All Respondents or the manufacturer of a product being quoted submitting on a Respondent’s
behalf, were required to submit: (a) a minimum of three references; (b) a manufacturer’s
specification sheet for the product quoted; and (c) a sample 24” W X 24” H X 12” D filter of the
product quoted.
CONSENT AGENDA ITEM A
Concessions/Procurement Committee
July 25, 2016
Page 2
Fee Structure and Calculation:
Total Quotation is based upon the sum of the product of the unit price times the estimated
quantity of each item listed in the RFQ.
Respondents:
Firm
Total Quotation
Andrews Filter & Supply Corp.
Tri-Dim Filter Corporation
Freedom Air Filtration
Delta M., Inc.
Johnson Controls
$174,174.00
$176,707.50
$204,500.00
$237,300.00
*$352,259.00
*The Quotation submitted by Johnson Controls contained mathematical errors resulting in an
understatement of its Quotation by $3.63. The corrections are reflected in the above
tabulation. The errors did not affect its ranking.
References and/or How Firms Meet the Experience Criteria:
References were checked for Andrews Filter & Supply and Tri-Dim Filter Corp.
Both of these respondents were determined to be responsible.
Evaluation of Respondents Relative to Award Criteria:
Staff reviewed the submittals provided in support of the quotations submitted by Andrews Filter
& Supply and Tri-Dim Filter Corporation and determined that both Respondents were in full
compliance with the specification requirements. Both quotations were determined by Staff to be
responsive.
Staff reviewed the submittals provided in support of the quotations submitted by Freedom Air
Filtration, Delta M., Inc. and Johnson Controls and determined that all three Respondents failed
to provide any of the required submittals and staff was unable to complete a review of their
quotations. Staff is recommending that all three of these quotations be deemed non-responsive.
Clarifications Required During the Process:
None.
Irregularities or Issues that Impact Recommended Ranking:
None.
Concessions/Procurement Committee
July 25, 2016
Page 3
Fiscal Impact:
The amount quoted by the low responsible and responsive Respondent based on the estimated
quantities is within budget for funds expected to be spent under the resulting BPA in the current
fiscal year from Operation and Maintenance Fund 301.685.210.5460002.000.100165. The
department intends to submit budget requests for funds expected to be spent under the resulting
BPA in FY ’17 and such requests, when considered with known or anticipated obligations of the
department for FY ’17, do not exceed expected or reasonable funding approvals.
Staff Recommendation:
Staff recommends that the following be recommended to the Executive Director: 1) find the
quotations submitted by Freedom Air Filtration, Delta M., Inc. and Johnson Controls nonresponsive for the reasons stated; 2) award Purchasing Request for Written Quotations #9226616 to Andrews Filter & Supply as the low, responsive and responsible Respondent in the not-toexceed amount of $174,174.00; 3) authorize funding from the approved Operation and
Maintenance Fund and; 4) authorize the Purchasing Office to issue the necessary blanket
purchase agreement.
GREATER ORLANDO AVIATION AUTHORITY
Orlando International Airport
One Jeff Fuqua Boulevard
Orlando, Florida 32827-4399
MEMORANDUM
TO:
Members of the Concessions/Procurement Committee
FROM:
Bruce E. Lampman, C.P.M., CPPB, Purchasing Manager
DATE:
July 25, 2016
SUBJECT:
Purchasing Request for Written Quotations #92235-16, Parking Booth Fabrication
and Delivery Services – Award Recommendation
Type of Procurement:
Request for Written Quotations (RFQ) will result in a Purchase Order (PO)
Term of Agreement:
One (1) time purchase delivered complete within twelve (12) weeks after receipt of a PO.
Specifications:
On May 27, 2016, the Authority received quotations for the procurement of services associated
with the fabrication and delivery of eight (8) Standard Parking Booths and three (3) ADA
Compliant Parking Booths (Booths). The RFQ specification, in Section 1.5, listed submittals
required from each Respondent. It was required that unit prices include all costs associated with
the delivery of the Booths to the Authority’s location.
Award Criteria:
Award, if made, will be to the responsible and responsive Respondent submitting the low Total
Quotation.
All Respondents or the manufacturer of a product being quoted submitting on a Respondent’s
behalf, were required to submit: (a) a minimum of three references; (b) manufacturer’s literature
and a bill of materials to be used in the fabrication of the Booths quoted; and (c) a drawing or
sketch which shows the elevations, floor plan, HVAC, electric and fiber configurations, window
and door locations, anchor detail and overall dimensions for the Booths quoted.
CONSENT AGENDA ITEM B
Concessions/Procurement Committee
July 25, 2016
Page 2
Fee Structure and Calculation:
Total Quotation is based upon the sum of the product of the unit price times the estimated
quantity of each type of Booth listed in the RFQ.
Respondents:
Firm
Total Quotation
B.I.G. Enterprises, Inc.
Jay Hanges Enterprises d/b/a Porta-King Building Systems
Par-Kut International
Florida Guard Building Systems d/b/a Quality Engineered
Structures, Inc.
Mardan Fabrication
Little Buildings, Inc.
ECCL 4:12 LLC d/b/a NextGen Parking
$145,450.00
$197,384.73
$199,700.00
$246,833.00
$247,315.00
$275,563.05
$299,633.00
A quotation was received from Ameristar Perimeter Security USA, Inc. after the due date and
time. This quotation was not reviewed.
References and/or How Firms Meet the Experience Criteria:
References were checked for B.I.G. Enterprises, Inc., Jay Hanges Enterprises d/b/a Porta-King
Building Systems and Par-Kut International.
These three (3) respondents were determined to be responsible.
Evaluation of Respondents Relative to Award Criteria:
Staff reviewed the submittals provided in support of the quotations submitted by all seven (7) of
the Respondents and determined that all Respondents were in full compliance with the
specification requirements. All quotations were determined by Staff to be responsive.
Clarifications Required During the Process:
None.
Irregularities or Issues that Impact Recommended Ranking:
None.
Concessions/Procurement Committee
July 25, 2016
Page 3
Fiscal Impact:
The amount quoted by the low responsible and responsive Respondent based on the stated
quantities of the listed items is within budget as funded by Capital Expenditure Funds
308.234.611.5620001.000.501066 and 308.237.612.5620001.000.501066.
Staff Recommendation:
Staff recommends that the following be recommended to the Executive Director: 1) award
Purchasing Request for Written Quotations #92235-16 to B.I.G. Enterprises, Inc. as the low,
responsive and responsible Respondent in the not-to-exceed amount of $145,450.00; 2) authorize
funding from the approved Capital Expenditure Funds; and 3) authorize the Purchasing Office to
issue the necessary purchase order.
GREATER ORLANDO AVIATION AUTHORITY
Orlando International Airport
One Jeff Fuqua Boulevard
Orlando, Florida 32827-4399
MEMORANDUM
TO:
Members of the Concessions/Procurement Committee
FROM:
Bruce E. Lampman, C.P.M., CPPB, Purchasing Manager
DATE:
July 25, 2016
SUBJECT:
Purchasing Request for Written Quotation #92259-16, Major Use Lamps
Procurement – Award Recommendation
Type of Procurement:
Request for Written Quotations (RFQ) will result in a Blanket Purchase Agreement (BPA).
Term of Agreement:
The term of the BPA shall be for a period of twelve (12) months.
Specifications:
On June 17, 2016, the Authority received quotations for the procurement of 29 listed
fluorescent and metal halide lamps to be provided on an “as needed” basis. A “referenced”
product manufactured either by General Electric (GE), Philips, or Sylvania was listed for
each item, however, it was stated in the RFQ, that alternate products would be reviewed
provided the alternate item quoted was manufactured either by GE, Philips, or Sylvania. It
was required that a detailed cut sheet be submitted for each lamp quoted as an alternate to any
listed referenced product to facilitate review of the alternate item. It was required that unit
prices include all costs associated with the delivery of the goods to the Authority’s location.
This quotation is for an indefinite quantity over a fixed time period. The actual amount spent
will be based upon the quantities ordered at the agreed upon unit prices.
Award Criteria:
It is the Authority’s intent that an Award, if made, will be to the responsible and responsive
Respondent submitting the low Total Quotation and has provided unit pricing for acceptable
products for all lamps listed. The Authority reserved the right to make a split award to no
more than two Respondents based on a line-by-line review of the acceptable products quoted.
CONSENT AGENDA ITEM C
Concessions/Procurement Committee
July 25, 2016
Page 2
Fee Structure and Calculation:
Total Quotation is based upon the sum of the products of the unit prices times the estimated
quantity of each item listed in the RFQ.
Respondents:
Firm
Lamp Sales Unlimited, Inc.
Regency Lighting
C.E.D. – Orlando
Rexel
Graybar
Raybro Electric Supplies, Inc.
Vehicle Maintenance Program, Inc.
Anixter, Inc.
CSC/WESCO
Genesis Lamp Corporation
Total Quotation
$147,055.40
*$162,578.50
$165,435.00
**$166,151.40
$171,523.40
$188,716.40
***$194,645.10
****$198,318.30
$247,166.20
$264,618.50
*The Quotation submitted by Regency Lighting contained mathematical errors resulting in an
understatement of its Quotation by $73.64. The corrections are reflected in the above
tabulation. The errors did not affect its ranking.
**The Quotation submitted by Rexel contained mathematical errors resulting in an
overstatement of its Quotation by $3,519.40. The corrections are reflected in the above
tabulation. The errors did not affect its ranking.
***The Quotation submitted by Vehicle Maintenance Program, Inc. contained mathematical
errors resulting in an understatement of its Quotation by $2,456.00. The corrections are
reflected in the above tabulation. The errors did not affect its ranking.
****The Quotation submitted by Anixter, Inc. contained mathematical errors resulting in an
overstatement of its Quotation by $1,194.00. The corrections are reflected in the above
tabulation. The errors did not affect its ranking.
References and/or How Firms Meet the Experience Criteria:
N/A
Concessions/Procurement Committee
July 25, 2016
Page 3
Evaluation of Respondents Relative to Award Criteria:
Section 1.5.1 of the RFQ specifications allowed for the submittal of alternate products provided
they are manufactured either by GE, Philips, or Sylvania. Section 2.1.1 of the RFQ
specifications identified GE, Philips and Sylvania as the only Acceptable Manufacturers whose
products would be reviewed to determine if an alternate product was acceptable. If the unit price
provided for an item was a referenced product, no further evaluation was required. However, if
the unit price provided for an item was for an alternate product, the evaluation included review of
the detailed cut sheet provided by the Respondent. Recognizing that lamps produced by the
Acceptable Manufacturers will not have identical specification data, Section 2.1.3 invokes a + / 10% variance limit from a referenced product specification for the following attributes: life
hours, lumen ratings, color rendering index, kelvin rating, and ballast dimensions.
The Quotation submitted by Lamp Sales Unlimited, Inc. (LSU) provided unit pricing for all 29 of
the listed items. LSU provided unit pricing for alternate products on 6 of the 29 items quoted
and provided unit pricing for referenced products on the remaining 23 items quoted. The
alternate products were reviewed by Staff and it was determined that the alternate products
quoted were in compliance with the specification requirements.
The Quotation submitted by Regency Lighting (Regency) provided unit pricing for all 29 of the
listed items. Regency provided unit pricing for an alternate product on 4 of the 29 items quoted
and provided unit pricing for referenced products on the remaining 25 items quoted. The
alternate products were reviewed by Staff and it was determined that the alternate products
quoted were in compliance with the specification requirements.
The Quotation submitted by C.E.D. – Orlando (CED) provided unit pricing for all 29 of the listed
items. CED provided unit pricing for alternate products on 11 of the 29 items quoted and
provided unit pricing for referenced products on the remaining 18 items quoted. The alternate
products were reviewed by Staff and it was determined that 10 of the 11 alternate products
quoted were in compliance with the specification requirements and 1 of the 11 alternate products
quoted (Item B) failed to meet the specification requirements. The quoted value of the single
alternate product that failed to meet the specification requirements is $831.00.
The Quotation submitted by Rexel provided unit pricing for all 29 of the listed items. Rexel
provided unit pricing for alternate products on 4 of the 29 items quoted and provided unit pricing
for referenced products on the remaining 25 items quoted. The alternate products were reviewed
by Staff and it was determined that the alternate products quoted were in compliance with the
specification requirements.
The Quotation submitted by Graybar provided unit pricing for all 29 of the listed items. Graybar
provided unit pricing for alternate products on 12 of the 25 items quoted and provided unit
pricing for referenced products on the remaining 17 items quoted. The alternate products were
reviewed by Staff and it was determined that the alternate products quoted were in compliance
with the specification requirements.
Concessions/Procurement Committee
July 25, 2016
Page 4
Staff did not perform a complete review of the remaining five quotations for even if one of these
Respondents were fully responsive and responsible, its quotation would not be less than
$188,716.40.
Staff is recommending that LSU be found responsive and responsible on all 29 listed items in the
not-to-exceed (NTE) amount of $147,055.40.
Staff is recommending that Regency be found responsive and responsible all 29 of the listed
items in the NTE amount of $162,652.14.
Staff is recommending that CED be found responsive and responsible on 28 of the listed items in
the NTE amount of $164,604.00.
Staff is recommending that Rexel be found responsive and responsible on all 29 of the listed
items in the NTE amount of $166,151.40.
Staff is recommending that Graybar be found responsive and responsible on all 29 listed items in
the NTE amount of $171,523.40.
Clarifications Required During the Process:
Staff did not consider a split award as four of the five low Respondents were responsive and
responsible on all 29 of the listed items.
Irregularities or Issues that Impact Recommended Ranking:
None.
Fiscal Impact:
The amount quoted by the low Respondent is within budget for funds expected to be spent under
the resulting BPA in the current fiscal year from Operation and Maintenance Funds
301.687.210.5460002.000.100166,
301.687.611.5460002.000.100166,
and
301.687.631.5460002.000.100166. The department intends to submit budget requests for funds
expected to be spent under the resulting BPA in FY ’17 and such requests, when considered with
known or anticipated obligations of the department for FY ’17, do not exceed expected or
reasonable funding approvals.
Staff Recommendation:
Staff recommends that the following be recommended to the Executive Director: 1) award
Purchasing Request for Written Quotations #92-16 to Lamp Sales Unlimited, Inc. as the low,
responsive and responsible Respondent in the not-to-exceed amount of $147,055.40; 2) authorize
funding from the approved Operation and Maintenance Funds and 4) authorize the Purchasing
Office to issue the necessary blanket purchase agreement.
GREATER ORLANDO AVIATION AUTHORITY
Orlando International Airport
One Jeff Fuqua Boulevard
Orlando, Florida 32827-4399
MEMORANDUM
TO:
Concessions/Procurement Committee
FROM:
Bruce E. Lampman, C.P.M., CPPB, Purchasing Manager
DATE:
July 25, 2016
SUBJECT: Purchasing Request for Written Quotation #92286-16, LED Area Luminaire
Supply Procurement – Award Recommendation
Type of Procurement:
Request for Written Quotations (RFQ) will result in a Blanket Purchase Agreement (BPA).
Term of Agreement:
The term of the BPA shall be for a period of six (6) months.
Specifications:
On July 6, 2016, the Authority received quotations for the procurement of 3 LED Area
Luminaires and 3 associated tenon style luminaire mounts to be provided on an “as needed”
basis. These luminaires and mounts will be used to replace existing light fixtures in the
North Park Place parking area.
A “referenced” product manufactured either by
Philips/Gardco, Lithonia, or Eaton/McGraw Edison was listed for each item. It was required
that a detailed cut sheet be submitted for each item priced in a Respondent’s quotation. It
was required that unit prices include all costs associated with the delivery of the goods to the
Authority’s location. This quotation is for an indefinite quantity over a fixed time period.
The actual amount spent will be based upon the quantities ordered at the agreed upon unit
prices.
Award Criteria:
It is the Authority’s intent that an Award, if made, will be to the responsible and responsive
Respondent submitting the low Total Quotation and has provided unit pricing for acceptable
products for each item listed.
CONSENT AGENDA ITEM D
Concessions/Procurement Committee
July 25, 2016
Page 2
Fee Structure and Calculation:
Total Quotation is based upon the sum of the products of the unit prices times the estimated
quantity of each item listed in the RFQ.
Respondents:
Firm
Raybro Electric Supplies, Inc. (Lithonia)
Lamp Sales Unlimited, Inc. (Lithonia)
Rexel (Lithonia)
Anixter, Inc. (Eaton/McGraw Edison)
Gexpro (Philips/Gardco)
City Electric Supply (Eaton/McGraw Edison)
World Electric Supply (Eaton/McGraw Edison)
Graybar (Eaton/McGraw Edison)
CSC/WESCO (Lithonia)
Alden Electric Supply (Philips/Gardco)
Total Quotation
$134,836.00
$137,116.20
$139,620.00
$148,720.00
$152,425.00
$152,880.00
$153,192.00
$157,224.60
$159,327.20
$166,472.80
References and/or How Firms Meet the Experience Criteria:
N/A
Evaluation of Respondents Relative to Award Criteria:
Section 1.5.1 of the RFQ specifications required each respondent to provide a specification sheet
for each item priced in its quotation to confirm it was quoting on a referenced product. Section
2.1 of the RFQ specifications identified specific products manufactured by Lithonia,
Philips/Gardco and Eaton/McGraw Edison as the only Acceptable Manufacturers whose products
would be considered for award. It was stated that no alternate products would be considered.
The Quotations submitted by Rabro Electric Supplies, Inc., Lamp Sales Unlimited, Inc., Rexel,
and CSC/WESCO provided pricing for the referenced products manufactured by Lithonia. Staff
reviewed these quotations and determined that all of the quotations were responsive.
The Quotations submitted by Anixter, Inc., City Electric Supply, World Electric Supply, and
Graybar provided pricing for the referenced products manufactured by Eaton/McGraw Edison.
Staff reviewed these quotations and determined that all of the quotations were responsive.
The Quotations submitted by Gexpro and Alden Electric Supply provided pricing for the
referenced products manufactured by Philips/Gardco. Staff reviewed these quotations and
determined that all of the quotations were responsive.
Staff determined that all of the Respondents were responsible.
Concessions/Procurement Committee
July 25, 2016
Page 3
Clarifications Required During the Process:
A market review was performed by the Authority’s consultant, SGM Engineering, Inc. resulting
in the determination of the referenced products. The purpose of the market review was to
identify LED based products in the market that were compliant with local ordinance at an
installed height of 34 feet, had an integral motion sensor, and the ability to dim to 50% when the
immediate area had no movement activity.
Irregularities or Issues that Impact Recommended Ranking:
None.
Fiscal Impact:
The amount quoted by the low responsive and responsible Respondent is within budget for funds
expected to be spent under the resulting BPA in the current fiscal year from Operation and
Maintenance Fund 301.631.612.5460002.000.100031. The department intends to submit budget
requests for funds expected to be spent under the resulting BPA in FY ’17 and such requests,
when considered with known or anticipated obligations of the department for FY ’17, do not
exceed expected or reasonable funding approvals.
Staff Recommendation:
Staff recommends that the following be recommended to the Executive Director: 1) award
Purchasing Request for Written Quotations #92286-16 to Raybro Electric Supplies, Inc. as the
low, responsive and responsible Respondent in the not-to-exceed amount of $134,836.00; 2)
authorize funding from the approved Operation and Maintenance Fund and 4) authorize the
Purchasing Office to issue the necessary blanket purchase agreement.
GREATER ORLANDO AVIATION AUTHORITY
Orlando International Airport
One Jeff Fuqua Boulevard
Orlando, Florida 32827-4399
MEMORANDUM
TO:
Members of the Concessions/Procurement Committee
FROM:
Bruce E. Lampman, C.P.M., CPPB, Purchasing Manager
DATE:
July 25, 2016
SUBJECT:
Revision to Recommendation to Purchase Replacement Seating for Passenger
Holdroom Areas in Airside Building 4 from Arconas – Revised Award
Recommendation
Type of Procurement:
Approval of award will result in Purchase Orders (PO) based on a Single Source Procurement
Justification.
Term of Agreement:
One time purchase of seating units and delivery services will be completed within three hundred
sixty (360) days after receipt of an Authority PO.
Specifications:
On June 7, 2016, the Authority received a quotation from Arconas for the provision and delivery of
“place” style holdroom seating units (Seating Units) sufficient to provide 1,386 new seats for Gates
70 through 78 and Gates 90 through 97 passenger holdroom areas in Airside Building 4 (A/S 4)
(Seating Units). A total of 1,184 of the new seats will have tablet armrests and power outlets. The
remaining seats will have cantilever arms and no power outlets. (See attachment.)
Award Criteria:
This purchase of the Seating Units shall be made from Arconas based on a Single Source
Procurement Justification in accordance with Authority Operational Procedure 450.03. Staff has
reviewed the quotation for the purchase of the Seating Units and has determined that the purchase
does not lend itself to a competitive award because Arconas does not offer this product through any
third party resellers.
OLD BUSINESS AGENDA ITEM A
Concession/Procurement Committee
July 25, 2016
Page 2
Fee Structure and/or Compensation:
Total Quotation for the Seating Units is based upon the sum of the products of the unit prices times
the stated quantity of each item listed in the quotation.
Respondent:
Firm
Total Quotation
Arconas (Seating Units Only)
$1,196,475.00
References and/or How Firms Meet the Experience Criteria:
References were not required.
Evaluation of Respondents Relative to Award Criteria:
Not required.
Clarifications Required During the Process:
On June 28, 2016, the Concessions Procurement Committee recommended to purchase new
Seating Units in the not-to-exceed amount of $1,196,475.00 plus replacement services and
additional contingency funds under a Single Source Procurement for a total not-to-exceed
amount of $1,500,000.00.
It has been determined that additional information is needed to complete the other elements of
this purchase so Staff is recommending the award recommendation previously approved be
amended for only the approval of the purchase of new Seating Units in the not-to-exceed value of
$1,196,475.00.
The Authority’s policy (Section 450.03, Non-Competitive Procurements) permits the single
source procurement of goods and/or services when the procurement is made from one firm
among others in a competitive market place which, for justifiable reasons, is found to be most
advantageous for the purpose of fulfilling the given purchasing need provided that the requesting
department completes a Single Source Procurement Justification form (Form 450.03.2). Single
Source Procurement Justifications with a value in excess of $100,000 must be approved by the
Aviation Authority Board. The attached Single Source Procurement Justification form for this
purchase has been amended to reflect a not-to-exceed value of $1,196,475.00.
The furniture replacement services referenced on the initial Single Source Justification will be
brought back to the Concessions/Procurement Committee with a recommendation of award once
these and any other associated costs have been finalized.
Concessions Procurement Committee
July 25, 2016
Page 3
Irregularities or Issues that Impact Recommended Ranking:
None.
Fiscal Impact:
The amount quoted by Arconas for the Seating Units is within budget as funded by Capital
Expenditure Fund 308.631.210.5640001.000.501122.
Staff Recommendation:
Staff recommends that the Committee amend its prior recommendation of June 28, 2016 and
recommend the following to the Aviation Authority Board: 1) authorize the purchase of new
Seating Units to replace the existing seating units in the passenger holdroom seating areas in
Gates 70 through 78 and Gates 90 through 97 in Airside Building 4 from Arconas based on a
Single Source Procurement Justification form in the not-to-exceed amount of $1,196,475.00; 2)
authorize the Executive Director to execute a Single Source Procurement Justification form for
the purchase of the new Seating Units in the total not-to-exceed amount of $1,196,475.00 in
accordance with Authority Policy; 3) authorize funding from the approved Capital Expenditure
Fund; and 4) authorize the Purchasing Office to issue the necessary purchase order.
GREATER ORLANDO AVIATION AUTHORITY
_____
Orlando International Airport
One Jeff Fuqua Boulevard
Orlando, Florida 32827-4399
MEMORANDUM
TO:
Members of the Concessions/Procurement Committee
FROM:
Denise K. Schneider, CPPO, C.P.M., C.M., Assistant Director, Purchasing
and Material Control
DATE:
July 25, 2016
SUBJECT: Amendment to Contract 13-13, Baggage Handling and Staffing Support
Services (BHS) with Aircraft Service International, Inc. (ASIG)
Type of Amendment:
Single Source – Six Month Contract Extension.
Term of Contract:
The initial term of the Contract was for six (6) months, effective September 27, 2012, expiring
March 26, 2013. The first extension expired on March 26, 2013 at which time Amendment No. 2
was issued adding four (4) months to the Contract and removing the Staffing Support Services.
The second extension expired on March 26, 2014, and Amendment No. 3 was issued adding
fourteen (14) months making the total Contract period thirty-six (36) months. The third extension
expires September 30, 2015.
Scope of Work:
This Contract requires ASIG to provide all labor, supervision, management oversight,
administrative support, training, materials and all other items necessary to perform baggage
handling services at the Orlando International Airport. The Contract requires ASIG to provide
Baggage Handling System (BHS) Agents.
NEW BUSINESS AGENDA ITEM A
Concessions/Procurement Committee
July 25, 2016
Page 2
Background:
On August 22, 2010, the Aviation Authority entered into Purchasing Contract 05-10 with DVI
Services to provide baggage handling and staffing support services. The initial term of the contract
was for a three (3) year period expiring on August 21, 2013. On September 27, 2012, the Aviation
Authority terminated contract 05-10 with DVI Services.
Concurrently, on September 27, 2012, pursuant to Policy 450.03, Non Competitive Procurements,
the Executive Director authorized Emergency Purchase #413-2012-03-OPS03, Contract 13-13 to
ASIG for a period not-to-exceed six (6) months to prevent interruptions to the baggage handling
system. ASIG agreed to the six (6) month period at the same terms, conditions and pricing of
terminated contract 05-10. On October 17, 2012, the Aviation Authority Board ratified the
Executive Director’s action.
On March 20, 2013, the Aviation Authority Board approved a twelve (12) month extension of
Emergency Purchase Contract 13-13 with ASIG through March 26, 2013. On December 17, 2013,
the Aviation Authority Board approved a fourteen (14) month extension of Emergency Purchase
Contract 13-13 with ASIG through September 30, 2015. (See Attachment “A” for more details.)
The Authority’s policy (Section 450.03) Non-Competitive Procurements) permits the Single
Source procurement of goods, services, or professional services made from one firm among others
in a competitive market place which, for justifiable reasons, is found to be most advantageous for
the purpose of fulfilling the given purchasing need. Authority policy requires that the requesting
department complete a Single Source Procurement Justification form (Form 450.03.2), which shall
state, in detail, the justification for the Single Procurement. (See Attachment “B”.)
Issues:
Contract Extension - October 1, 2016 – March 31, 2017.
Department - Concurs with extension.
Contractor – Based on the information known at this time, Contractor has performed satisfactorily
during the initial and extension term.
Contract Extension:
The Aviation Authority has an additional contract associated with the baggage handling system
for repairs and maintenance – Ground Support Equipment Maintenance and Repair Contract 0615. The Aviation Authority is in the re-solicitation process which will combine Baggage Handling
with System Equipment Maintenance and Repair Services. A six (6) month extension of
Emergency Purchase Contract 13-13 through March 31, 2017 is needed for the continued Baggage
Handling Service until the new combined contract is awarded. The Contract extension contains a
thirty (30) day notice of termination.
Concessions/Procurement Committee
July 25, 2016
Page 3
ASIG has agreed to the six (6) month extension and requested a three percent (3%) increase to
cover payroll cost increase. The actual amount paid to ASIG for services is based on actual work
requested by the Aviation Authority and satisfactorily provided by ASIG.
Small Business Requirement:
This Contract does not include a Minority and Woman Business Enterprise (MWBE) or Local
Developing Business (LDB) participation requirement. See attached memo from Small Business
Office – Attachment “C”.
Fee Structure and/or Compensation:
Pricing is based on an hourly rate for: a) BHS Staffing; b) Administration; c) Supervisors; and d)
Manager. Funds expected to be spent under the Contract in the current fiscal year are within
approved budget. The annual value for the six (6) month extension is a total not-to-exceed amount
of $1,687,879.13 which includes a three percent (3%) increase in the hourly service rate. The
actual amount paid to the ASIG for services is based on actual work requested by the Aviation
Authority and satisfactorily provided by ASIG.
Fiscal Impact:
The fiscal impact for the six (6) month extension is a not-to-exceed amount of $1,687,879.13.
Funding will be from the Operation and Maintenance Fund, Account Code:
301.413.213.5340007.000.100484. The department intends to submit budget requests for funds
expected to be spent under the Contract in future fiscal years and such requests, when considered
with other known or anticipated obligations of the department for such future years, do not exceed
expected or reasonable funding approvals.
Staff Recommendation:
Staff recommends that the following be recommended to the Aviation Authority Board: 1) award
the six (6) month single source contract extension for Emergency Purchasing Contract 13-13,
Baggage Handling and Staffing Support Services with Aircraft Service International, Inc., 2)
authorize funding from the Operation and Maintenance Fund in a not-to-exceed amount of
$1,687,879.13; and 3) authorize an Aviation Authority officer or the Executive Director to execute
an amendment following satisfactory review by legal counsel.
ATTACHMENT “A”
SUMMARY OF CONTRACT REVISIONS
13-13, BAGGAGE HANDLING AND STAFFING SUPPORT SERVICES
Concessions/Procurement Committee
July 25, 2016
Page 4
CONTRACT
APPROVALS
Initial
Contract
Term
 09/27/12 Executive
Director 10/17/12
 Board Approved,
Item “X”
Amendment
No. 1
 02/25/13 CPC;
 Board Approved
03/20/13
Amendment
No. 2
Amendment
No. 3
Amendment
No. 4
Amendment
No. 5
 12/17/13 CPC;
 Board Approved
01/15/2014, Item
“F”
 05/27/2014 CPC;
 Board Approved
07/16/2014, Item
“H”
 CPC Meeting
05/26/2015
 Board Approved
6/24/15 Item “I”
 Pending CPC
Meeting
07/25/2016
DESCRIPTION
TERM
DOLLARS
9/27/12
through
3/26/13
$1,583,972.00
3/27/13
through
3/26/14
$3,270,529.60
3/27/14
through
7/26/14
$ 896,679.63
14-Month Extension
7/27/14
through
9/30/15
$3,275,190.00
12-Month Extension
2% Increase
10/01/2015
through
09/30/2016
$2,801,843.20
Single Source
6-Month Extension
3% Increase
10/01/2016
through
03/31/2017
$1,687,879.13
6 Months
Contract Award
 Contract Adjustment;
 12 Month Extension;
and
 3.1% CPI Increase.
Contract Adjustment
(Support Staff portion
moved to Contract 0311, Federal Inspections
Stations Staffing
Services ;
4 Month Extension;
and
1% CPI Increase.
Total Contract Value with all Changes (approved and proposed)
$13,516,093.56
Concessions/Procurement Committee
July 25, 2016
Page 5
ATTACHMENT “B”
Concessions/Procurement Committee
July 25, 2016
Page 6
Concessions/Procurement Committee
July 25, 2016
Page 7
ATTACHMENT “C”
GREATER ORLANDO AVIATION AUTHORITY
Orlando International Airport
One Jeff Fuqua Boulevard
Orlando, Florida 32827-4399
MEMORANDUM
TO:
Members of the Concessions/Procurement Committee
FROM:
Denise K. Schneider, CPPO, CPPB, C.P.M., C.M. Assistant Director,
Purchasing and Material Control
DATE:
July 25, 2016
SUBJECT: Amendment to Purchasing Contract 06-15, Ground Support Equipment
Maintenance and Repair (GSE) with JSM and Associates, LLC (JSM).
Type of Amendment:
Single Source – Six Month Contract Extension.
Term of Contract:
The initial term of the Contract was for fourteen (14) months, effective August 1, 2014,
expiring September 30, 2015. On June 24, 2015, the Authority Board approved a twelve
(12) month extension through September 30, 2016.
Specifications:
This Contract requires JSM to furnish all labor, supervision, management oversight,
training, materials, repair parts, tools, equipment submissions, consumables, and all other
items necessary for or incidental to performing twenty-four (24) hours per day seven (7)
days per week, on-site maintenance and repair of the Ground Support Equipment (GSE)
located at the Orlando International Airport, and to utilize and maintain the Aviation
Authority’s Enterprise Asset Management System (Maximo) for the equipment and
systems in accordance with the specifications.
NEW BUSINESS AGENDA ITEM B
Concessions/Procurement Committee
July 25, 2016
Page 2
Background:
This is a single-source contract with JSM and Associates, LLC, for Ground Support
Equipment (GSE) Maintenance and Repair Services. Amendment No. 1 of the Contract
allowed additional work to be completed including the replacement of MU20 slope plate
make-up device; Amendment No. 2: (i) extended the term of the Contract for an additional
period of twelve (12) months; (ii) revised the performance measurements and associated
penalties; (iii) approval of additional work; (iv) a two percent (2%) price adjustment to
cover payroll cost increase; and (v) revised the Bench Stock inventory deductions; and
Amendment No. 3 added maintenance and repair of the Remote Sorting Facility (RSF)
effective July 1, 2016. (See Attachment “A” for more details)
The Authority’s policy (Section 450.03) Non-Competitive Procurements) permits the
Single Source procurement of goods, services, or professional services made from one firm
among others in a competitive market place which, for justifiable reasons, is found to be
most advantageous for the purpose of fulfilling the given purchasing need. Authority policy
requires that the requesting department complete a Single Source Procurement Justification
form (Form 450.03.2), which shall state, in detail, the justification for the Single
Procurement. (See Attachment “B” – Single Source).
Small Business Requirement:
This Contract includes an MWBE and LDB combined goal of 8.5%. JSM and Associates,
LLC is in good standing as it relates to MWBE/LDB participation. See memo from Small
Business Office - Attachment “C”.
Issues:
Contract Extension: October 1, 2016 – March 31, 2017.
Department - Concurs with extension.
Contractor – Based on the information known at the time, the Contractor has performed
satisfactorily during the initial term and extension term.
Contract Extension –
The Aviation Authority has two (2) separate contracts associated with the baggage
handling system (BHS), one for repairs and maintenance (Ground Support Equipment –
GSE Contract 06-15) and one for the system’s operation for Baggage Handling Services
agents (Emergency Purchase Contract 13-13.)
The Aviation Authority is currently in the re-solicitation process of a new combined
contract for Ground Support Equipment (GSE) Maintenance and Repair Services and
Baggage Handling Services. A six (6) month extension of the Contract is needed for the
continued service until the new competitive Contract is awarded. The Contract extension
contains a thirty (30) day notice of termination.
Concessions/Procurement Committee
July 25, 2016
Page 3
JSM has agreed to the six (6) month extension and requested a three percent (3%)
adjustment to cover payroll cost increases.
Fee Structure and/or Compensation:
Pricing is based on the monthly fees, and time and material on authorized additional work.
The actual amount paid to JSM for services is based on actual work requested by the
Aviation Authority and satisfactorily provided by JSM. The value of the six (6) month
extension is a not-to-exceed amount of $4,392,441.54 which includes the three percent
(3%) increase in the amount of $106,727.04 and $183,092.82 for the RSF.
This will increase the original term Contract value from $17,395,263.36 to $21,787,704.90.
Fiscal Impact:
The fiscal impact anticipated for the six (6) month extension is a not-to-exceed amount of
$4,392,441.54, with funding from the Operation and Maintenance Fund Account Codes:
301.413.212.5460001.000.100420,
301.413.213.5460001.000.100424
and
301.413.225.5460001.000.100424. The department intends to submit budget requests for
those funds to be spent under the Contract in future fiscal years and such requests, when
considered with other known or anticipated obligations of the department for such future
years, do not exceed expected or reasonable funding approvals.
Staff Recommendation:
Staff recommends that the following be recommended to the Aviation Authority Board: 1)
award the six (6) month single source contract extension for Purchasing Contract 06-15,
Ground Support Equipment Maintenance and Repair with JSM and Associates, LLC, in
the not-to-exceed amount of $4,392,441.54; 2) authorize funding from the Operation and
Maintenance Fund; and 3) authorize an Aviation Authority officer or the Executive
Director to execute an Amendment following satisfactory review by legal counsel.
Concessions/Procurement Committee
July 25, 2016
Page 4
ATTACHMENT “A”
06-15, GROUND SUPPORT EQUIPMENT MAINTENANCE AND REPAIR
Summary of Contract Revisions
CONTRACT
Initial Term
Amendment No. 1
Amendment No. 2
APPROVALS
 CPC 06/09/14
 07/18/14 Aviation
Authority Board,
Item T
 CPC 4/1/15
 Aviation Authority
Board Approved
4/15/15, Item “O”
 CPC 5/26/15
 Aviation Authority
Board Approved
6/24/15, Item “H”
Amendment No. 3
 Purchasing
Manager Approval
6/27/2016
 Assistant Director
of Purchasing and
Material Control
6/24/2016
Amendment No.
4
 Pending CPC
Approval 7/25/17
DESCRIPTION
TERM
DOLLARS
08/01/2014
thru
09/30/2015
$8,137,920.00
 Contract
Adjustment
05/01/15
thru
09/30/15
$1,052,100.00
 12-Month
Extension
 2% Increase
10/01/15
thru
09/30/16
$8,205,243.36
 Contract
Adjustment –
Addition of RSF
Location
10/01/15
thru
09/30/16
$0.00
10/1/2016
thru
03/31/2017
$4,392,441.54
 Contract Award
 Single Source 6Month Extension
 3% Increase
Total Contract Value with all Changes (approved and proposed)
$21,787,704.90
Concessions/Procurement Committee
July 25, 2016
Page 5
ATTACHMENT “B”
Concessions/Procurement Committee
July 25, 2016
Page 6
Concessions/Procurement Committee
July 25, 2016
Page 7
ATTACHMENT “C”
GREATER ORLANDO AVIATION AUTHORITY
Orlando International Airport
One Jeff Fuqua Boulevard
Orlando, Florida 32827-4399
MEMORANDUM
TO:
Members of the Concessions/Procurement Committee
FROM:
Bruce L. Gant, C.P.M., CPPB, FCCM, FCPM, Purchasing Manager – Contracts
DATE:
July 25, 2016
SUBJECT: Payment of Landfill Fees Related to Purchasing Bid 06-17, Trash Removal Services
with Republic Services of Florida, LP
Type of Procurement:
Payment of Landfill Fees.
Term of Contract:
Agreements with various landfill facilities will result in multiple Purchase Orders, for a thirty-six
(36) month period, October 1, 2016 – September 30, 2019.
Specifications:
Purchase Orders will be issued to pay for landfill fees when trash removed from the Authority’s
premises by Republic Services of Florida, LP is transported and disposed of as required by the
Authority in accordance with Purchasing Bid 06-17.
Small Business Requirement:
This Contract shall not include a Minority and Woman Business Enterprise (MWBE) or Local
Developing Business (LDB) participation requirement.
NEW BUSINESS AGENDA ITEM C
Concessions/Procurement Committee
July 25, 2016
Page 2
Issues:
The term of proposed Purchasing Contract 06-17 with Republic Services of Florida, LP, will be
effective from October 1, 2016, expiring September 30, 2019. This proposed Contract allows
Republic Services of Florida, Inc. to transport and dispose of all solid waste, as requested by the
Authority, at the Orange County Landfill or any other Environmental Protection Agency (“EPA”)
approved landfill facility within a 20 mile radius from the Authority. Furthermore, the proposed
Contract allows for the landfill facilities to be selected by Republic Services of Florida, LP
provided that the fees charged at the selected landfill facility do not exceed the fees charged by
Orange County Landfill. The fees will be billed directly to the Authority.
Fee Structure and/or Compensation:
Fees billed by the various landfill facilities are billed at a tonnage rate. The current rate per ton
from Orange County Landfill is $33.60. The total landfill fee for the thirty-six (36) month period
is not-to-exceed $1,006,200.00. The Authority will pay only for actual disposal/use of landfill
based on the current rate per ton.
Fiscal Impact:
The fiscal impact during the thirty-six (36) month period is not-to-exceed amount of
$1,006,200.00. Funding will be from the Operation and Maintenance Fund, Account Code:
301.416.170.5430001.000.000000. The department intends to submit budget requests for those
funds to be spent under the Contract in future fiscal years and such requests, when considered
with other known or anticipated obligations of the department for such future years, do not
exceed expected or reasonable funding approvals.
Staff Recommendation:
Staff recommends that the following be recommended to the Authority Board: 1) allow multiple
purchase orders to be issued to various landfill facilities; 2) authorize funding from the Operation
and Maintenance Fund in the not-to-exceed amount of $1,006,200.00 for landfill fees; and 3)
authorize the Purchasing staff to issue the necessary Purchase Orders.
GREATER ORLANDO AVIATION AUTHORITY
Orlando International Airport
One Jeff Fuqua Boulevard
Orlando, Florida 32827-4399
MEMORANDUM
TO:
Members of the Concessions/Procurement Committee
FROM:
Bruce L. Gant, C.P.M., CPPB, FCPM, FCCM
Purchasing Manager - Contracts
DATE:
July 25, 2016
SUBJECT: Amendment to Purchasing Contract 15-12, Operation and Management of
CUPPS Work Stations, CUSS Kiosks and Peripheral Devices, with SITA
Information Networking Computing USA, Inc. (“SITA”)
Type of Amendment:
Renewal Option.
Term of Contract:
The initial term of the Contract was for thirty-six (36) months, effective December 1, 2012,
expiring November 30, 2015, with the Authority having two (2) options to renew the
Contract for an additional period of one (1) year each. The first renewal option will expire
November 30, 2016.
Specifications:
This Contract requires SITA to provide all on-site maintenance services, testing of the
hardware and software, and all other items of work to maintain a Common Use Passenger
Processing System (CUPPS), and Common Use Self Service (CUSS) systems at the
Orlando International Airport in accordance with the Contract documents.
Background:
See Attachment “A”.
Small Business Requirement:
This Contract did not include a Minority and Women Business Enterprise and/or Local
Developing Business participation requirement (see Attachment “B”).
NEW BUSINESS AGENDA ITEM D
Issues:
Second Renewal Option – from December 1, 2016 – May 21, 2017. Staff is planning to
combine Contracts 15-12 and 02-11 together under Contract 02-11 and the shorter renewal
term will align both contracts to expire at the same time.
Department – Concurs with renewal.
Contractor – Based on the information known at this time, SITA has performed
satisfactorily during the initial term and the first renewal option.
Fee Structure and/or Compensation:
Pricing is based on Hourly Rates for an estimated number of hours. The actual amount paid
to the Contractor is based on actual work requested, performed, and approved by the
Authority, based on the Hourly Rates. There is no increase in the Hourly Rates for the
second renewal option.
Fiscal Impact:
The fiscal impact for this renewal option is a not-to-exceed amount of $349,562.50.
Funding will be from the Operation and Maintenance Fund, account code
301.521.214.5340007.000.100483. The department intends to submit budget requests for
funds expected to be spent under the Contract in future fiscal years and such requests, when
considered with other known or anticipated obligations of the department for such future
years, do not exceed expected or reasonable funding approvals.
Staff Recommendation:
Staff recommends that the following be recommended to the Authority Board: 1) renew
Purchasing Contract 15-12, Operation and Management of CUPPS Work Stations, CUSS
Kiosks and Peripheral Devices, with SITA Information Networking Computing USA, Inc.
from December 1, 2016 – May 21, 2017; 2) authorize funding from the Operation and
Maintenance Fund in the not-to-exceed amount of $349,562.50; and 3) authorize an
Authority officer or the Executive Director to execute an Amendment following
satisfactory review by legal counsel.
Concessions/Procurement Committee
July 25, 2016
Page 3
ATTACHMENT “A”
Summary of Contract Revisions
15-12 OPERATION AND MANAGEMENT OF CUPPS WORK STATIONS,
CUSS KIOSKS AND PERIPHERAL DEVICES
Contract
Approvals
Description
Term
Initial Term
 CPC 9/11/2012
 Authority Board
10/17/2012, Item O
Contract
Award
12/1/2012
through
11/30/2015
$2,077,400.00
Amendment 1
 CPC 7/27/2015
 Authority Board
8/19/16, Item VI-Q
1st Renewal
Option
12/1/2015
through
11/30/2016
$581,672.00
2nd Renewal
Option
12/1/2016
through
5/21/2017
$349,562.50
Pending CPC
Amendment 2
7/25/2016
Total Contract Value with all Changes (approved and
proposed):
Dollars
$3,008,634.50
Concessions/Procurement Committee
July 25, 2016
Page 4
ATTACHMENT “B”
GREATER ORLANDO AVIATION AUTHORITY
Orlando International Airport
One Jeff Fuqua Boulevard
Orlando, Florida 32827-4399
MEMORANDUM
TO:
Members of the Concessions/Procurement Committee
FROM:
Bruce E. Lampman, C.P.M., CPPB, Purchasing Manager
DATE:
July 25, 2016
SUBJECT:
Purchasing Request for Written Quotation #92218-16, Airfield Vault Switchgear
Assembly Fabrication and Delivery Services Procurement – Award
Recommendation
Type of Procurement:
Request for Written Quotations (RFQ) will result in a Purchase Order (PO).
Term of Agreement:
Delivery complete within twenty (20) weeks after receipt of an Authority Purchase Order.
Specifications:
On May 13, 2016, the Authority received written quotations for the fabrication and delivery of a
“Service Entrance Rated Combination Automatic Open Transition Transfer Bypass/Isolation
Switch with Generator Breaker” (Vault Switchgear Assembly) to replace an existing Vault
Switchgear Assembly that controls the electrical service supplied to the runway lighting system
located in the center field lighting vault adjacent to runway 17L. It was required that the Total
Quotation include all costs associated with the fabrication and delivery of the Vault Switchgear
Assembly to the Authority in accordance with the specifications provided by the Authority’s
consultant, AVCON, Inc. (AVCON).
Award Criteria:
Award, if made, will be to the responsible and responsive Respondent submitting the low Total
Quotation.
Fee Structure and Calculation:
Total Quotation is based upon the Total Cost of the Vault Switchgear Assembly listed in the
RFQ.
NEW BUSINESS AGENDA ITEM E
Concessions/Procurement Committee
July 25, 2016
Page 2
Respondents:
Eau Gallie Electric
Russelectric, Inc.
Firm
Total Quotation
$123,010.00
$161,790.00
References and/or How Firms Meet the Experience Criteria:
A minimum of three (3) references were required from each Respondent from a prior customer
that could verify the fabrication and provision of a switchgear assembly similar to the one
specified, and that had been in place with the customer for a minimum of twelve (12) months.
Evaluation of Respondents Relative to Award Criteria:
Staff determined that both Eau Gallie Electric and Russelectric, Inc. were responsible based upon
a review of the references received.
Staff, in conjunction with an AVCON representative, reviewed the submittals provided by Eau
Gallie Electric and determined that insufficient information was provided to determine the
compliance and equivalence to the RFQ requirements of Section 2.1 of the RFQ, and is
recommending that its quotation be deemed non-responsive.
Staff, in conjunction with an AVCON representative, determined that Russelectric, Inc. is
responsive based upon a review of the submittals received.
Clarifications Required During the Process:
After receipt of the quotations and submittals, all documents were forwarded to Staff and
AVCON for review. AVCON found several items that were unclear in Eau Gallie Electric’s
submittals. On June 27, 2016, Authority Staff, in conjunction with an AVCON representative,
contacted Eau Gallie Electric to obtain clarification of these items. The responses provided by
Eau Gallie Electric were not sufficient for AVCON to deem Eau Gallie’s quotation responsive.
Irregularities or Issues that Impact Recommended Ranking:
None.
Fiscal Impact:
The amount quoted by Russelectric, Inc. is within budget for funds expected to be spent under
the resulting PO in the current fiscal year from Capital Expenditure Fund
308.631.110.5660006.000.501059.
Concessions/Procurement Committee
July 25, 2016
Page 3
Staff Recommendation:
Staff recommends that the following be recommended to the Executive Director: 1) find the
quotation submitted by Eau Gallie Electric non-responsive for the reason stated; 2) award
Purchasing Request for Written Quotations #92218-16 to Russelectric, Inc. as the low,
responsive and responsible Respondent in the not-to-exceed amount of $161,790.00; 3) authorize
funding from the approved Capital Expenditure Fund; and 4) authorize the Purchasing Office to
issue the necessary purchase order.
GREATER ORLANDO AVIATION AUTHORITY
MEMORANDUM
Orlando International Airport
One Jeff Fuqua Boulevard
Orlando, Florida 32827-4399
TO:
Members of the Concessions/Procurement Committee
FROM:
Raymond D. Anderson, Esq.
Senior Director, Properties & Concessions
DATE:
July 26, 2016
SUBJECT:
Vehicle Services Travel Plaza Facility at Orlando International Airport
Type of Procurement
Request for Proposals (RFP) for Design, Build and Operate a Fully-Functioning On-Airport
Vehicle Services Travel Plaza
Term of Agreement
The term of the proposed lease is for twenty-five (25) years following completion of construction,
unless sooner terminated by the Authority.
Specifications
The Proposer is granted a non-exclusive right and obligation to develop, construct, operate and
maintain a fully-functioning on-airport vehicle services travel plaza with services and amenities
for Airport passengers and employees, customers, meeters and greeters, and commercial vehicle
operators including the following:






Minimum of 12 Self-Fueling Positions and Overhead Canopy
Maximum of 9,000 SF Convenience Store
100 Space Travel Plaza Vehicle Parking Lot
If proposing more than 4,500 SF, then must include fast casual restaurant or integrated limited
service food concept
Optional 2 Acre Separate Commercial Vehicle Fueling Facility
Dry Pre-Treatment Storm Water Run-off Pond
Name of Respondent
Name of Respondent
MCO Travel Plaza, LLC
Proposed Development Cost
Est. $5,379,218
NEW BUSINESS AGENDA ITEM F
Concessions/Procurement Committee
July 18, 2016
Page 2
Small Business Requirement
This request for proposals does not include a Minority and Women Business Enterprise (MWBE)
or a Local Developing Business (LDB) participation (see Small Business Memorandum,
Attachment A).
Award Criteria (including experience required) (see Legal Counsel Memorandum,
Attachment B)










Financial Capability – See separate memo from GOAA Finance (Attachment C)
Reputation of the Proposer – See separate memo from Legal Counsel (Attachment E)
Eligibility and Proposal Form correctly completed – some irregularities but they are deemed
minor by Legal Counsel
Demonstrated Experience and Qualifications – Proposer has developed travel plaza facilities
at JFK, Indianapolis, and Ft. Meyer and is proposing to partner with Outstanding Hospitality
Management Concession Group to operate the convenience store and two (2) fast casual
restaurants
Quality, Variety and Price Range of Convenient Store Items – not submitted, see
“Irregularities/Issues” below
Quality, Variety and Price Range of Fast Casual Restaurant Menu (if proposed) - not
submitted, see “Irregularities/Issues” below
Quality of Customer Service and Operating Plan - not submitted, see “Irregularities/Issues”
below
Travel Plaza Improvements consistent with the South Airport Travel Plaza Design Criteria –
met minimum requirement with some irregularities. The Proposer supplied two (2) site plan
options. Curb cut locations in both options and the location of the commercial fuel facility will
need to be addressed further with the Proposer. (See Shenkel Schutz Letter, Attachment D).
Capital Investment in the Gas Station, Convenience Store, 100 Space Parking Lot, Fast Casual
Restaurant (if proposed) and Commercial Fueling Facility (if proposed) – met minimum
requirement
Financial Return to the Aviation Authority – met minimum requirement
Fee Structure and/or Compensation
Proposers were required to propose the following fees:



Annual Facility Fee consisting of 1) Annual Rental Fee and 2) Annual Privilege Fee
[Minimum Annual Rental fee is One Hundred Twenty Thousand Dollars ($120,000)]
Annual Privilege Fee consisting of 1) Percentage of Gross Receipts and 2) Fuel Flowage Fee
[Minimum Acceptable Percentage of Gross Receipts is Two Percent (2%)]
Percentage of Gross Receipts were required to be proposed for the following categories:
1) Non-Employee Sales; 2) Alcoholic beverages and tobacco; and 3) Employee Sales
Concessions/Procurement Committee
July 18, 2016
Page 3
The proposal received proposed the following fees:


Annual Rental Fee: $120,000 per year
Annual Privilege Fee as follows:
o Percentage of Gross Receipts for Non-Employee Sales: 3% from $0.00 to $2,500,000,
then 5% thereafter
o Percentage of Gross Receipts for Alcoholic beverages and Tobacco Sales: 3% from
$0.00 to $2,500,000, then 5% thereafter
o Percentage of Gross Receipts for Employee Sales: 3% from $0.00 to $2,500,000, then
5% thereafter
o Fuel Flowage Fees for 1 to 2,500,000 gallons of $0.03 per gallon
o Fuel Flowage Fees for 2,500,000 to 4,000,000 gallons of $0.04 per gallon
o Fuel Flowage Fees for more than 4,000,000 gallons of $0.05 per gallon
Irregularities or Issues that Impact Recommended Ranking (see Attachment B)
Legal Counsel has determined that the Proposer failed to list three lawsuits within the past five
years. In the first case, claims were either dismissed or resolved in favor of PMG (an affiliate).
In the second case, PMG appealed an arbitration award which the district court partially
affirmed. The case was ultimately settled subject to a confidentiality agreement. The third case
was an adversary proceeding to recover a preferential payment in bankruptcy. The case was
settled for $25,000. The explanation for failing to provide this information is that the damages
claimed in each case were less than $1 million (although in one case there were punitive
damages and treble damages that made the amount being sought more than $1 million). The
variance has been deemed not material by Legal Counsel.
The Proposer also failed to provide information on the quality, variety and price range of the
convenience store items; the quality, variety and price range of the fast casual restaurants; and
the quality of the customer service and operational plan. Legal Counsel has deemed this not
material if the missing information is subsequently submitted and is subject to approval by the
Executive Director.
The proposer also failed to provide two years of financial statements, only providing one.
However, upon request, the second year was provided and the explanation was that the audited
statements had not been completed at the time of submission. This variance has not been
deemed material by Legal Counsel.
References and/or How Firms Meet the Experience Criteria
The verification of the Proposer’s references are in process and will be reported separately.
Evaluation of Respondents Relative to Award Criteria
The one (1) proposal received was determined to be responsible and responsive.
Concessions/Procurement Committee
July 18, 2016
Page 4
Fiscal Impact:
An Annual Rental Fee of $120,000 per year and an Estimated Annual Privilege Fee consisting of
1) Percentage of Gross Receipts and 2) Fuel Flowage Fee of $300,780 in the first year of
operations, increasing annually thereafter.
Staff Recommendation
Staff recommends that the Committee recommend that the Aviation Authority Board (1) approve
MCO Travel Plaza, LLC as a responsive and responsible proposer, and (2) authorize the
Executive Director to enter into negotiations for the intended award of a commercial agreement
granting the non-exclusive right and obligation to develop, construct, operate and maintain a
fully-functioning On-Airport Vehicle Services Travel Plaza.
ATTACHMENT A
MARCHENA AND GRAHAM, PA
MARCOS R. MARCHENA
KEITH A. GRAHAM
YOVANNIE RODRIGUEZ
CHRISTOPHER J. WILSON
MEREDITH WEBER HAMMOCK
ANNE VAN DEN BERG
SHANNON M. WIGGINS
TO:
Raymond Anderson
FROM:
Anne van den Berg
DATE:
July 15, 2016
RE:
Travel Plaza Eligibility and Proposal Form
976 LAKE BALDWIN LANE, SUITE 101
ORLANDO, FLORIDA 32814
TELEPHONE (407) 658-8566
TELECOPIER (407) 281-8564
WRITER’S E-MAIL [email protected]
1. Proposer: After searching the records of the Secretary of State, I have determined that
MCO Travel Plaza LLC is duly organized in Florida and all required information is provided.
2. Authorization to do Business in Florida: Certificate of Good Standing is not provided, but
Electronic Articles of Organization are provided. The variance is not material.
3. Proposer Experience and References:
a. Provides physical site description of work done at JFK, Indianapolis, and Southwest
Florida (Ft. Myers). No indication of number of years operating these facilities or
whether within time frame of past 5 years. The variance is not material.
b. Provides 3 comparable developments with name, location and contact information
as well as type of facility. Term is only provided for Indianapolis and Ft. Meyers
facilities. Gross revenues only provided for Indianapolis and Ft. Meyers. No
information provided regarding operations and number of employees. The variance
is not material.
c. Litigation (submitted after requested) in 3 cases. In first case, claims either
dismissed or resolved in favor of PMG (affiliate). In second case, PMG appealed an
arbitration award which the district court partially affirmed. The case was ultimately
settled subject to a confidentiality agreement. The third case was an adversary
proceeding to recover a preferential payment in bankruptcy. The case was settled
ATTACHMENT B
July 15, 2016
Page 2
for $25,000. The explanation for failing to provide this information is that the
amount in controversy in each case was under $1M. The variance is not material.
d. References: Provided 4 references, including from a bank and a landlord.
4. Travel Plaza Operational Details: All requested information provided except for furnishings,
trade fixtures and equipment to be installed. The variance is not material.
5. Proposed Facility Improvements and Investment: Preliminary elevations and floor plan
submitted. Investment must exceed $3.5M – Proposer proposes $5.0M.
6. Financial Information: [Evaluated by finance.]
7. Relationship with Authority: None.
8. Financial Operating Statements: Profit and Loss Statement (for 14 years), Balance Sheet
(for 14 years), and rental income (for 25 years) with food tenant financials for 10 years
submitted.
9. Annual Rental Fee, Percentage of Gross Receipts, Fuel Flowage Fee:
a. Annual Rent: Minimum annual rent $120,000.00 – Proposer proposes $120,000.00
b. Gross Receipts:
i. Non-employee sales (exc. alcoholic beverages and tobacco products) – 3%
on sales from $0-$2.5M, 5% thereafter
ii. Alcoholic beverages and tobacco products sales - 3% on sales from $0$2.5M, 5% thereafter
iii. Employee sales (exc. fuel, alcoholic beverages and tobacco products sold to
employees) - 3% on sales from $0-$2.5M, 5% thereafter
iv. Fuel Flowage: 0-2.5M G
$0.03
2,500,001 – 4M G $0.04
4M+ G
$0.05
10. Additional Information: None submitted.
Conclusion
We deem the MCO Travel Plaza LLC proposal to satisfy the legal sufficiency requirements
of the Travel Plaza Eligibility and Proposal Form.
We do not deem any of the litigation reviewed as significant from the standpoint of
responsibility.
ATTACHMENT C
July 19, 2016
Mr. Raymond Anderson
Senior Director of Concessions and Properties
Greater Orlando Aviation Authority
Orlando International Airport
One Jeff Fuqua Blvd.
Orlando, FL 32827-4399
Re:
South Airport Travel Plaza Review – Submittal Evaluation
ORLANDO INTERNATIONAL AIRPORT
Dear Mr. Anderson:
SCHENKELSHULTZ (SSA) appreciates the opportunity to provide the Greater Orlando Aviation Authority
(GOAA) an evaluation of the submittal as provided by the MCO Airport Plaza LLC Proposal response to the
South Airport Travel Plaza RFP.
After careful and thorough evaluation by both SSA and C&S Companies it is our collective professional opinion
that MCO Airport Plaza LLC is capable of fulfilling the design and performance requirements as outlined in the
Travel Plaza RFP and the Travel Plaza Design Criteria Document. Our recommendation is based on the overall
compliance with the criteria, however we have included a detailed review following.
SSA will work closely with GOAA and the successful proposer to ensure that any exclusions and/or deviations
from the criteria documents are addressed or adjusted throughout the DRC (Design Review Committee) process.
Please let us know what you will need in support your recommendations to the GOAA Board as we are prepared
to assist in that activity and would look forward to hearing from you soon. We are assuming this will occur
August 10, 2016.
We hope this review meets with your approval and as always, we are available to discuss with you or staff any
aspect of the information contained herein. SCHENKELSHULTZ remains committed to servicing GOAA with
our fullest capabilities.
Sincerely,
SCHENKELSHULTZ
Gay Geiger, AIA
Project Architect/Manager
ATTACHMENT D
200 E. ROBINSON ST., SUITE 300, ORLANDO, FL., 32801
TEL 407-872-3322

FAX 407-872-3303

www.schenkelshultz.com
C:\Users\geiger\Desktop\GOAA Properties\Travel Plaza\Travel Plaza - SSA Design Review.docx

ARCHITECTURAL LICENSE NO. AA-C000937
Mr. Raymond Anderson
South Airport Travel Plaza
Orlando International Airport
July 19, 2016
Page 2
Detailed Review:
1. The site plans are small therefor it was difficult to determine plans for signage, quantity of dedicated
parking spaces, areas for car vacuuming and air dispensing, and passenger safety when crossing drivethru traffic.
2. Travel Plaza Improvements are a generally appealing concept, appearance and layout. Indoor seating area
seems ample and the inclusion of outdoor seating options for waiting cell phone lot users and airport
employees, especially for cooler months, is an attractive option for this market and location.
3. C-store and Fast Casual Restaurants do not exceed 9000 square feet
4. Proposed development time frame not included.
5. The amount for proposed interior investment as required in section 5 not included, only the total proposed
investment (this is consistent with the feedback received previously that total investment is generally how
these types of developments are viewed and presented and interior improvement cost is generally not
delineated)
6. Section 6 a. question check-boxes left unfilled regarding guarantee by parent company, etc.
7. Proposed annual rental fee meets minimum required.
8. Percentage of Gross Receipts exceeds minimum required.
9. Pro forma of anticipated income seems reasonable and indicates ability to cover annual facility fee.
10. The information provided demonstrated experience and qualifications, market leadership, strong
qualifications and significant depth of experience necessary to successfully carry out quality development
at OIA.
11. Meets minimum criteria of 12 covered fuel positions according to rendering.
12. List of convenience store items and pricing, per evaluation criteria bullet 2, or a commitment to street
pricing in lieu of list. 7-eleven is certainly a quality brand with quality offerings not included. Prices and
variety of anticipated items was addressed.
13. The inclusion of two fast casual concepts for consumer variety/choice and the approach to the tenanting
of the fast casual restaurants meets criteria, however menus with pricing for either concept per criteria
bullet 3 were not included. Both appear to be quality concepts eventhough our market is not familiar with
either concept.
14. Customer Service & Operational Plan – “Annex C” approach to and choice of national branded and
recognized fuel and c-store operators makes sense given the market context of OIA. Content addressing
customer service approach not included, however their selected operational partner, OHM, has a contract
with OIA and that experience could be considered.
15. Rational for providing commercial fueling area within the envelope of the proposed parcel for the travel
plaza understood, however impact to required parking spaces and traffic patterns/volume and congestion
as noted with the GOAA-suggested site plan and location will have to be evaluated.
200 E. ROBINSON ST., SUITE 300, ORLANDO, FL., 32801
TEL 407-872-3322

FAX 407-872-3303

www.schenkelshultz.com
C:\Users\geiger\Desktop\GOAA Properties\Travel Plaza\Travel Plaza - SSA Design Review.docx

ARCHITECTURAL LICENSE NO. AA-C000937
MARCHENA AND GRAHAM, PA
MARCOS R. MARCHENA
KEITH A. GRAHAM
YOVANNIE RODRIGUEZ
CHRISTOPHER J. WILSON
MEREDITH WEBER HAMMOCK
ANNE VAN DEN BERG
SHANNON M. WIGGINS
976 LAKE BALDWIN LANE, SUITE 101
ORLANDO, FLORIDA 32814
TELEPHONE (407) 658-8566
TELECOPIER (407) 281-8564
WRITER’S E-MAIL [email protected]
TO:
Raymond Anderson
FROM:
Anne van den Berg
DATE:
July 20, 2016
RE:
PMG Airport Plazas Developers references follow-up
I contacted the two business contacts MCO Airport Plaza LLC provided for PMG Airport Plazas
Developers, the entity that owns the single purpose entity that develops and operates the
airport project. The two business contacts have worked with PMG doing development work
for more than 3 years and reported good relationships with PMG, including speedy resolution
to problems that arise.
The banking contact, Capital One, provided a written response in the Proposal and followed it
up with more information when requested. They have had a banking relationship with PMG
for more than 5 years and reported that all accounts have been handled in a satisfactory
manner and as agreed.
The final reference is a representative of JFK, who submitted a letter stating that PMG’s single
purpose entity for JFK “meets and satisfies all service standards that are required and
expected by the Port Authority for the operation of a multi-fuel vehicle service station, dining
facility and convenience store for the airport community and others doing business in and
around JFK.” No contact information was provided for this reference, thus follow up was not
possible.
ATTACHMENT E