concessions/procurement committee (cpc) agenda … · procurement, for the initial phase of the...

CONCESSIONS/PROCUREMENT COMMITTEE (CPC) AGENDA

DATE: September 16, 2019 DAY: Monday TIME: 1:30 p.m.

LOCATION: Carl T. Langford Board Room One Jeff Fuqua Blvd. Orlando, FL 32827

I. CALL TO ORDER II. ANNOUNCEMENTS - Appeal Process and Lobbying Activities NOTE: If a bidder or proposer is aggrieved by any of the proceedings of today’s meeting and wishes to appeal the results of actions made by this Committee, they must file an appeal stating the item they wish to appeal and the basis for which they wish to appeal. Any decision made at these meetings will need record of the proceedings and for that purpose may need to ensure that a verbatim record of the proceeding is made which includes the testimony and evidence upon which the appeal is to be based. Any appeal must be received in writing by the Chief Executive Officer, Mr. Phillip N. Brown, in his office at One Jeff Fuqua Boulevard, Main Terminal Building by Monday, September 23, 2019 at 4:00 p.m. For individuals who conduct lobbying activities with Aviation Authority employees or Board members, registration with the Aviation Authority is required each year prior to conducting any lobbying activities. A statement of expenditures incurred in connection with those lobbying instances should also be filed prior to April 1 of each year for the preceding year. As of January 16, 2013, lobbying any Aviation Authority Staff who are members of any committee responsible for ranking Proposals, Letters of Interest, Statements of Qualifications or Bids and thereafter forwarding those recommendations to the Board and/or Board Members is prohibited from the time that a Request for Proposals, Request for Letters of Interests, Request for Qualifications or Request for Bids is released to the time that the Board makes an award. As adopted by the Board on September 19, 2012, lobbyists are required to sign-in at the Aviation Authority offices prior to any meetings with Staff or Board members. In the event a lobbyist meets with or otherwise communicates with Staff or a Board member at a location other than the Aviation Authority offices, including the Mayor of the City of Orlando or the Mayor of Orange County, at their offices, the lobbyist shall file a Notice of Lobbying (Form 4) detailing each instance of lobbying to the Aviation Authority within 7 calendar days of such lobbying. As of January 16, 2013, lobbyists will also provide a notice to the Aviation Authority when meeting with the Mayor of the City of Orlando or the Mayor of Orange County at their offices. The policy, forms, and instructions are available in the Aviation Authority’s offices and the web site. Please contact the Director of Board Services with questions at (407) 825-2032.

III. CONSIDERATION OF AUGUST 19, 2019 MINUTES IV. CONSENT AGENDA

A. Recommendation to Award Agreement AG-626, Orlando Magic Arena Marketing Opportunities (2019) with Orlando Magic Ltd. and Orlando Events Center Enterprises, LLC (Magic Parties) as a Single Source Procurement

B. Recommendation to Award Purchasing Request for Quotations (RFQ) 92894-19, IBM Maximo Asset Management License Procurement

C. Recommendation to Award the Purchase of 3 John Deere Mowers through the Utilization of the

Sourcewell Grounds Maintenance Contract

V. NEW BUSINESS

A. Recommendation to Rescind the Concessions/Procurement Committee’s Action for Purchasing

Contract #03-19, Travel Support and Expense Reporting Services and Approve Single Source Procurement Request #11-20, Travel Support and Expense Reporting Services with Certify, Inc.

NEXT SCHEDULED CONCESSIONS/PROCUREMENT COMMITTEE MEETING IS ON MONDAY, SEPTEMBER 30, 2019

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On AUGUST 19, 2019, the CONCESSIONS/PROCUREMENT COMMITTEE of the GREATER ORLANDO AVIATION AUTHORITY met in the Carl T. Langford Board Room at Orlando International Airport, One Jeff Fuqua Boulevard, Orlando, Florida, 32827. Chairman Anderson 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: Raymond Anderson, Chairman Kathleen Sharman, Vice Chair Thomas Draper, Senior Director of Airport Operations Brian Engle, Director of Customer Experience

Staff/Others present: Diana Hershner, Assistant Manager, Purchasing Jo Thacker, Legal Counsel, Nelson Mullins Broad and Cassel Larissa Bou, Recording Secretary

Chairman Anderson announced to all present that if a bidder or proposer is aggrieved by any of the proceedings of today’s meeting and wishes to appeal the results of actions made by this Committee, they must file an appeal stating the item they wish to appeal and the basis for which they wish to appeal, and it must be received in writing by the Chief Executive Officer, Mr. Phillip N. Brown, in his office at One Jeff Fuqua Boulevard, Main Terminal Building, by Monday, August 26, 2019 at 4:00 p.m.

For individuals who conduct lobbying activities with Aviation Authority employees or Board members, registration with the Aviation Authority is required each year prior to conducting any lobbying activities. A statement of expenditures incurred in connection with those lobbying instances should also be filed prior to April 1 of each year for the preceding year. As of January 16, 2013, lobbying any Aviation Authority Staff who are members of any committee responsible for ranking Proposals, Letters of Interest, Statements of Qualifications or Bids and thereafter forwarding those recommendations to the Board and/or Board Members is prohibited from the time that a Request for Proposals, Request for Letters of Interests, Request for Qualifications or Request for Bids is released to the time that the Board makes an award. As adopted by the Board on September 19, 2012, lobbyists are required to sign-in at the Aviation Authority offices prior to any meetings with Staff or Board members. In the event a lobbyist meets with or otherwise communicates with Staff or a Board member at a location other than the Aviation Authority offices, including the Mayor of the City of Orlando or the Mayor of Orange County, at their offices, the lobbyist shall file a Notice of Lobbying (Form 4) detailing each instance of lobbying to the Aviation Authority within 7 calendar days of such lobbying. As of January 16, 2013, lobbyists will also provide a notice to the Aviation Authority when meeting with the Mayor of the City of Orlando or the Mayor of Orange County at their offices. The policy, forms, and instructions are available in the Aviation Authority’s offices and the web site. Please contact the Director of Board Services with questions at (407) 825-2032.

MINUTES

1. Upon motion by Mr. Draper second by Mr. Engle, vote carried and motion passed toapprove the minutes of August 5, 2019. [A handout was presented, which includes a revisedcopy of the meeting minutes.]

CONSENT ITEMS

2. Chairman Anderson asked if anyone in the audience would like to speak regarding anyConsent Agenda item. Hearing none, he then asked if any Committee member had questions or wished to have an item pulled for discussion. By question from Mr. Engle regarding Consent Agenda Item A, Ms. Hershner explained that staff is not aware of the reason why Southland Printing Company, Inc.’s price was significantly higher compared to the other bidders.

Upon motion by Vice Chair Sharman, second by Mr. Draper, vote carried to approve the following Consent Agenda items:

a. recommend to the Aviation Authority Board to: (1) deem Lebomar, LLC. and PaperSystems, Inc. non-responsive for the reasons stated in the memorandum; (2) award RFQ 92842-19 to Print-O-Tape, Inc. as the low, responsive and responsible bidder for all items listed at the total value of $350,620 through September 30, 2020; (3) authorize funding from

Draft

MINUTES FOR THE AUGUST 19, 2019, CONCESSIONS/PROCUREMENT COMMITTEE

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previously-approved Operations and Maintenance Fund; and (4) authorize the Purchasing Office to issue the necessary Blanket Purchase Agreement; and

b. recommend to the Aviation Authority Board to: (1) approve the award of RFQ92860-19, Cisco Catalyst 6500 Switch Upgrade pursuant to the State of Florida Contract #43220000-WSCA-14-ACS, to Veytec, Inc. at the cost of $469,546.68; (2) authorize funding from the previously-approved Capital Expenditure Fund listed in the memorandum; and (3) authorize the Purchasing Office to issue the necessary Purchase Order.

RECOMMENDATION TO APPROVE 2 SINGLE SOURCE PROCUREMENT REQUESTS TO AVAYA, INC. (AVAYA) FOR THE PURCHASE OF GATEWAYS, LICENSES AND TELEPHONES, AND THE ASSOCIATED PROFESSIONAL SERVICES, FOR PHASES 2 AND 3 OF THE AVAYA PODFX (FORMERLY CPOD) MIGRATION PROJECT

3. [A handout was presented, which includes a revised copy of the memorandum.] Ms.Hershner presented the item.

This approval will result in the purchase of equipment and services for the remaining phases of the Unified Communication Migration project at Orlando International Airport, which includes the purchase of the gateways, licenses and telephones, in the total value of $660,913.29 (Quote #700508955); and professional services associated with the installation and migration services for the PodFx Phase 2, in the total value of $239,082.12 (Project Code 19FL1111). The total of the 2 Single Source Procurement Requests is $899,995.41.

The initial phase included the installation of two CPODs (later renamed PodFx) in a geographically redundant configuration to replace the core components and to migrate 800 users to the new systems. The second phase will include the installation of the gateways to support the airport tenants and public areas. The third phase will replace the telephone handsets.

At its February 17, 2016 meeting, the Aviation Authority Board approved a Single Source Procurement, for the initial phase of the installation and configuration of the migration of the Authority’s current CS1000 telephony environment based on a Collaboration Pod (CPOD) architecture, in the total value of $277,814.67,; and under a separate agenda item at the same meeting, the Aviation Authority Board approved the purchase of the hardware, software and support under Request for Written Quotes 92160-16, in the total value of $590,349.09.

The first phase of the migration of all airport voicemail users is complete, and the migration of the first 800 telephones to the Aura platform is being finalized. The CS1000 equipment and software is now at the end of support and many of the hardware components are no longer available. Moving directly into Phase 2 will allow the Aviation Authority to maintain the current implementation team to efficiently complete the project.

Avaya is currently offering a ‘Loyalty2gether’ program to encourage organizations with legacy CS1000 systems to upgrade faster at less cost. Hardware, licenses and Professional Services are discounted within this program. Under this program the Aviation Authority has the ability to complete Phases 2 and 3 at almost 50% of the original estimate.

Avaya is currently the provider of maintenance and support for the Aviation Authority’s Avaya Communication System. On May 15, 2019, the Aviation Authority Board approved an extension to Avaya through August 31, 2019 for the Unified Communications Managed Services Agreement. On July 15, 2019, the Concessions/Procurement Committee approved the recommendation to the Aviation Authority Board for the award of an Agreement with Avaya pursuant to State of Florida Alternate Contract Source #43220000-WSCA-14-ACS, for a 5 year period, to continue the maintenance and support of the Aviation Authority’s Avaya Communication System.

The State of Florida Alternate Contract Source is through the National Association of State Procurement Officials (NASPO), of which Avaya is an awarded contractor. In addition, Phases 2 and 3 of this project will fall under a promotion being offered by Avaya (“Loyalty2gether”) through NASPO which offers discounts below the current rates by more than 50%.

Avaya Inc.’s proposals in the total amount of $899,995.41 are to be funded from the Capital Expenditure Funds 308.170.521.5640003.000.501239 ($660,913.29) and 308.170.521.5310009.000.

MINUTES FOR THE AUGUST 19, 2019, CONCESSIONS/PROCUREMENT COMMITTEE

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501239 ($239,082.12). Funds expected to be spent in the 2018-2019 Fiscal Year are within budget. Funding required in subsequent fiscal years will be allocated from the Capital Expenditure Funds as approved through the budget process and when funds become available. It was respectfully requested that the Concessions/Procurement Committee approve that the following be recommended to the Aviation Authority Board: (1) approve the Single Source Procurement Requests for the purchase of gateways, licenses and telephones and associated professional services for Phases 2 and 3 of the Avaya PodFx Migration Project with Avaya, Inc. in the total cost of $899,995.41; (2) authorize funding from the previously-approved Capital Expenditure Funds; and (3) authorize the Purchasing Office to issue the necessary Purchase Orders. Upon motion of Mr. Engle, second by Mr. Draper, vote carried to approve staff’s recommendation. ADJOURNMENT

4. Chairman Anderson asked if there was further business to discuss before the Committee. Having no further business to discuss, he adjourned the meeting at 1:41 p.m. The next scheduled CPC meeting will be held on Monday, September 16, 2019 at 1:30 p.m. in the Carl T. Langford Board Room.

(Digitally signed on)

_______________________________ ____________________________________

Larissa Bou Raymond Anderson Recording Secretary Chairman

CPC CONSENT AGENDA ITEM - A -

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., CPPB, C.M., Assistant Director, Purchasing and Material Control

DATE: September 16, 2019

ITEM DESCRIPTION

Recommendation to Award Agreement AG-626, Orlando Magic Arena Marketing Opportunities (2019) with Orlando Magic Ltd. and Orlando Events Center Enterprises, LLC (Magic Parties) as a Single Source Procurement

BACKGROUND

The term of the agreement is for twelve (12) months, effective October 1, 2019, expiring September 30, 2020.

The Aviation Authority wishes to enter into a one (1) year marketing agreement with Orlando Magic Ltd. and Orlando Events Center Enterprises, LLC to support marketing activities between the Aviation Authority and the Magic Parties.

The Aviation Authority will receive annual arena marketing benefits, which include exposure on the path of travel signage during concerts and events at Amway Center, one (1) minute of mid-level LED, path of travel signage during Magic Games, ten (10) on-court contests “Where in the World?”, and category exclusivity (airport) with Orlando Magic.

The Magic Parties have previously worked with the Aviation Authority by providing various opportunities to promote the Aviation Authority’s marketing activities. Since its commencement, the Magic Parties have provided marketing opportunities and exposure to diverse audiences who watch the advertisements. The agreement also has unique capabilities because it supports a relationship with customers both locally and nationally. Many Orlando Magic fans use the Aviation Authority’s facilities, whereby engaging with these fans will allow the Aviation Authority to understand their needs and preferences. This will also aid the Aviation Authority to better support our customers.

ISSUES

The marketing agreement with the Magic Parties allows the Aviation Authority to: (1) connect with Orlando Magic fans across Central Florida; (2) highlight Orlando International Airport’s growing non-stop air services; and (3) emphasize Orlando International Airport’s commitment to the Orlando Experience®.

This award shall be made with the Orlando Magic Ltd. and Orlando Events Center Enterprises, LLC based on a Single Source Procurement Justification in accordance with Authority’s Policy, Section 450.03, Purchasing/Non-Competitive Procurement. This policy permits the procurement of Goods and Services pursuant to a Single Source Procurement. A Single Source Procurement is a procurement 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.

The Small Business Development Department has reviewed the specifications for the above referenced Single Source Procurement and determined that, due to limited and specialized scope of services, it does not lend itself to MWBE/LDB/VBE participation.

FISCAL IMPACT

The fiscal impact is a total not-to-exceed amount of $136,000.00 with funding from the Operations and Maintenance Fund 301.006.170.5480001.000.000000. Funds expected to be spent under the Agreement in the current fiscal year are within budget. Funding required in current and subsequent fiscal years will be allocated from the Operations and Maintenance Fund as approved through the budget process and when funds become available.

RECOMMENDED ACTION

It is respectfully requested that the Concessions/Procurement Committee approve that the following be recommended to the Chief Executive Officer: (1) authorize the twelve month term agreement with the Orlando Magic Ltd and Orlando Events Center Enterprises, LLC, based on a Single Source Procurement Justification; (2) authorize funding from the previously-approved Operations and Maintenance Fund in the not-to-exceed amount of $136,000.00; and (3) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an agreement following satisfactory review by legal counsel.

Attachments A – Single Source Justification B – Small Business Memo C – Pricing Proposal D – Finance Form

ATTACHMENT “A”

ATTACHMENT “B”

GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport

5850-B Cargo Road Orlando, Florida 32827-4399

MEMORAMDUM To: Denise K. Schneider, CPPO, C.P.M., C.M., Assistant Director, Purchasing and

Material Control From: Somdat Jiawan, Manager, Small Business Programs Orlando Santiago, Small Business Compliance Administrator Date: September 6, 2019 Re: Recommendation to award Agreement AG-626, Orlando Magic Arena

Marketing Opportunities (2019) with Orlando Magic Ltd. and Orlando Events Center Enterprises, LLC (the “Magic Parties”) as a Single Source Procurement

The Small Business Development Department has reviewed the specifications for the above referenced Single Source and determined that, due to limited and specialized scope of services, it does not lend itself to MWBE/LDB/VBE participation. Should you have questions, you may contact Orlando Santiago at 407-825-7134.

ATTACHMENT “C”

ATTACHMENT “D”

CPC CONSENT AGENDA ITEM - B -


One Jeff Fuqua Boulevard Orlando, Florida 32827-4399

MEMORANDUM


FROM: Diana Hershner, CPPO, CPPB, Purchasing Manager


ITEM DESCRIPTION

Recommendation to Award Purchasing Request for Quotations (RFQ) 92894-19, IBM Maximo Asset Management License Procurement

BACKGROUND

This approval will result in a Purchase Order (PO) for 130 additional licenses for IBM Maximo Asset Management, from a supplier having a cooperative requirements contract with the State of Florida. Delivery shall be made within 7 days after receipt of a PO.

The new licenses are to enable Aviation Authority staff and specific contractors (such as the Fleet Maintenance, Janitorial and Baggage Handling/Passenger Boarding Bridges Maintenance contractors) to complete work orders electronically. Up to this time, staff has been tracking completed work orders through a hard-copy paper process, and then uploading to Maximo. The new licenses will allow the processing of the work orders directly to the Maximo Asset Management system, allowing for real-time review of work-order status. The Aviation Authority will provide Apple iPads to staff and contractors to allow the completion of work orders from the field.

ISSUES

This RFQ was distributed only to authorized re-sellers for IBM Maximo products (a total of 4 at the time the RFQ was issued) listed in the State of Florida Alternate Contract Source Agreement #43230000-NASPO-16-ACS-SVAR, entitled, “Software Value Added Reseller”. On August 29, 2019, the Aviation Authority received 3 quotations in response to RFQ #92894-19 as listed below:

Firm Total Quote

Insight Public Sector, Inc. $102,584.30CDW-G $107,417.70SHI International, Inc. $122,112.90

Staff’s review of the quotes found that all firms are responsive and responsible to the RFQ requirements.

FISCAL IMPACT

Insight Public Sector, Inc.’s quotation in the amount of $102,584.30 is to be funded from the Operations and Maintenance Fund 301.413.213.5540001.000.000000, 301.413.212.5540001.000.000000 and 301.521.170.5540001.000.000000. Funds expected to be spent in the 2018/2019 fiscal year are within budget.

RECOMMENDED ACTION

It is respectfully requested that the Concessions/Procurement Committee approve that the following be recommended to the Chief Executive Officer: (1) approve the award of RFQ 92894-19, IBM Maximo Asset Management License Procurement pursuant to the State of Florida Contract #43230000-NASPO-16-ACS-SVAR, to Insight Public

Sector, Inc. at the cost of $102,584.30; (2) authorize funding from the previously-approved Operations and Maintenance Fund listed in the memorandum; and (3) authorize the Purchasing Office to issue the necessary Purchase Order. Attachments A – Award Criteria B – Finance Form

ATTACHMENT A

Award Criteria (Including Experience Required): The Aviation Authority’s policy 450.03, “Government Contract/Annual Contract” permits the procurement of items from a supplier based on a requirements contract/annual agreement with any public entity. Clarifications Required During the Process: None. Irregularities or Issues that Impact Recommended Ranking: None.

ATTACHMENT B

CPC CONSENT AGENDA ITEM - C -


One Jeff Fuqua Boulevard Orlando, Florida 32827-4399

MEMORANDUM

TO: Members of Concessions/Procurement Committee

FROM: Diana Hershner, CPPO, CPPB, Purchasing Manager


ITEM DESCRIPTION

Recommendation to Award the Purchase of 3 John Deere Mowers through the Utilization of the Sourcewell Grounds Maintenance Contract

BACKGROUND

This award will result in a Purchase Order for 3 John Deere TerrainCut™ 1585 Front Mowers, and related equipment, from a supplier having a cooperative requirements contract with Sourcewell, a service cooperative created by the Minnesota legislature. Delivery shall be complete approximately 4 weeks after receipt of the Purchase Order. Staff had originally requested funding for 2 mowers, but the price is such that a 3rd mower can be purchased under the previously-approved existing budget.

The mowers will be used by Aviation Authority Maintenance staff to maintain the grass areas within the Aircraft Operations Area (AOA) at Orlando International Airport. One of the 3 Mowers to be purchased will be a new addition to the Aviation Authority’s fleet, and 2 will replace existing Aviation Authority owned assets (1410 and 1411), which were originally purchased in 2001 and have exceeded their life expectancy. In accordance with Aviation Authority Policy 450.11, Property Control, an agenda item will be presented to the Aviation Authority Board asking approval to dispose of the 2 mowers, upon receipt of the new ones.

ISSUES

The Aviation Authority has received 1 quote in the amount of $128,191.68 from John Deere & Company.

The Sourcewell Contract #062117-DAC was awarded to John Deere & Company on August 18, 2017, effective through August 18, 2021 for Grounds Maintenance equipment.

FISCAL IMPACT

John Deere & Company’s quotation in the total amount of $128,191.68 is to be funded from the Capital Expenditure Fund 308.631.170.5650002.000.500911. Funds expected to be spent in the 2018/2019 fiscal year are within budget.

RECOMMENDED ACTION

It is respectfully requested that the Concessions/Procurement Committee approve that the following be recommended to the Chief Executive Officer: (1) award the purchase of 3 John Deere TerrainCut™ Front Mowers, pursuant to the Sourcewell Contract #062117-DAC, to John Deere & Company at the cost of $128,191.68; (2) authorize funding from the approved Capital Expenditure Funds; and (3) authorize the Purchasing Office to issue the necessary Purchase Order.

Attachments A – Award Criteria (if applicable) B – Finance Form

ATTACHMENT A Award Criteria (Including Experience Required): The Aviation Authority’s policy 450.03, “Government Contract/Annual Contract” permits the procurement of items from a supplier based on a requirements contract/annual agreement with any public entity. Clarifications Required During the Process: None. Irregularities or Issues that Impact Recommended Ranking: None.

ATTACHMENT B

CPC NEW BUSINESS ITEM – A -

GREATER ORLANDO AVIATION AUTHORITY ________________________________________________________________

Orlando International Airport One Jeff Fuqua Boulevard

Orlando, Florida 32827-4399

MEMORANDUM


FROM: Denise K. Schneider, CPPO, C.P.M., CPPB, C.M., Assistant Director, Purchasing and Material Control


ITEM DESCRIPTION

Recommendation to Rescind the Concessions/Procurement Committee’s Action for Purchasing Contract #03-19, Travel Support and Expense Reporting Services and Approve Single Source Procurement Request #11-20, Travel Support and Expense Reporting Services with Certify, Inc.

BACKGROUND

On November 5, 2018, the Concessions/Procurement Committee evaluated and ranked proposers for Request for Proposals (RFP) #03-19, Travel Support and Expense Reporting Services. It was Staff’s recommendation that the Concessions/Procurement Committee: (1) evaluate and rank the Proposers based on each of the Proposals; (2) authorize Staff to enter into negotiations with the first-rank Proposer, Teplis Travel (Teplis), and if negotiation was unsuccessful, proceed with negotiations with the second-ranked Proposer, AAA Corporate Travel (AAA); (3) authorize funding from the Operations and Maintenance Fund; and (4) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an agreement following satisfactory review by legal counsel.

On December 12, 2018, the Aviation Authority Board approved the recommendation of the Concessions/Procurement Committee to (1) deem the proposals received from Teplis and AAA as responsive and responsible; (2) rank Teplis as the first-ranked proposer and AAA as the second-ranked proposer; (3) authorize staff to enter into negotiations with the first-rank firm and if negotiations were unsuccessful, enter into negotiations with the second-ranked firm; (4) authorize funding from the Operations and Maintenance Fund in the not-to-exceed amount of $50,000; and (5) authorize an Aviation Authority Officer or the Chief Executive Officer to execute the necessary documents, following satisfactory review by legal counsel.

ISSUES

The Aviation Authority was unable to reach an agreement with Teplis due to its requirement for a separate agreement with Concur (Teplis’ proposed expense reporting partner). Furthermore, the Aviation Authority did not enter into negotiations with the second-ranked Proposer, AAA, as AAA did not offer the required expense reporting services.

Purchasing continued to research the market to determine if other providers in the market could provide the services the Aviation Authority requires. Many entities provided the initial workflow and booking process, but outsourced the expense reporting and workflow processes through a third party.

Staff identified Certify, Inc., as a potential Service Provider. Certify is a cloud-based travel and expense report management solution, which is able to provide an

electronic workflow under one platform for the travel workflow process, from pre-booking approval to the end expense reporting by the traveler. Legal Counsel reviewed and approved the Certify Standard Services Agreement. It is Certify's policy to use the Standard Services Agreement in executing contracts.

The contract period will be for the initial term of thirty-nine (39) months with the initial service to commence on or about October 1, 2019. The contract will continue in effect in perpetuity unless and until terminated with ninety (90) days’ advance written notice to the non-terminating party. A 3% increase will take effect for the renewed option years.

This approval will result in a contract for the service provider to provide all labor, supervision, equipment, supplies, and all other items necessary or proper for, or incidental to, providing support for the Aviation Authority’s Travel Services to procure travel utilizing pre-approved expense report with on-line approval, provide travel assistance (including VIP travel assistance services), manage travel costs, provide policy compliance/monitoring, and travelers expense reporting with the ability to upload back-up documentations at the Orlando International Airport and Orlando Executive Airport, in accordance with the contract documents.

FISCAL IMPACT

The not-to-exceed amount of $45,000 is to be funded from the Operations and Maintenance Fund 301.111.170.5340007.000.000000. Funds expected to be spent under the contract in the current fiscal year are within budget. Funding required in current and subsequent fiscal years will be allocated throughout the budget process and when funds become available.

RECOMMENDED ACTION

It is respectfully requested that the Concessions/Procurement Committee: (1) rescind the action taken at its November 5, 2018 meeting, for Purchasing Contract #03-19 Travel Support and Expense Reporting Services; (2) approve a Single Source Procurement for Purchasing Contract #11-20, Travel Support and Expense Reporting Services to Certify, Inc.; (3) authorize funding from the Operations and Maintenance Fund in the not-to-exceed amount of $45,000; and (4) authorize an Aviation Authority Officer or the Chief Executive Officer to execute a contract following satisfactory review by legal counsel.

Attachments A – Award Criteria B - Small Business Memo C – Finance Form D – Single Source S-00049

Attachment A – Award Criteria The Aviation Authority’s policy 450.03, “Single Source Procurement” permits the procurement of items from one supplier among others in a competitive marketplace which is found to be most advantageous for the purpose of fulfilling the given purchasing need.

Attachment B - Small Business Memo

Attachcment C – Finance Form

Attachment D – Single Source S-00049

concessions/procurement committee (cpc) agenda … · procurement, for the initial phase of the...

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