STANDARD SOLICITATION TERMS & CONDITIONS

These Stan­dard Solic­i­ta­tion Terms & Con­di­tions (“Stan­dard Terms”) are intend­ed to be incor­po­rat­ed into Dis­trict solic­i­ta­tion pack­ages (e.g., ITB, RFP, RFQ, ITN) and apply unless the solic­i­ta­tion doc­u­ments express­ly mod­i­fy them. If a con­flict exists, the solic­i­ta­tion-spe­cif­ic instruc­tions con­trol. In addi­tion to these Stan­dard Terms, Respon­dents should famil­iar­ize them­selves with the District’s Pur­chas­ing Pol­i­cy, a copy of which can be obtained from the Con­tracts and Pro­cure­ment Office.

1.Definitions

District/​Airport: The Pana­ma City – Bay Coun­ty Air­port and Indus­tri­al Dis­trict (d/​b/​a North­west Flori­da Beach­es Inter­na­tion­al Airport).

Solic­i­ta­tion: The pro­cure­ment document(s) issued by the Dis­trict (ITB/RFP/RFQ/ITN) togeth­er with all adden­da and attachments.

Respon­dent: Any per­son or enti­ty sub­mit­ting a Bid/​Proposal/​Reply in response to a Solicitation.

Respon­sive: A response that mate­ri­al­ly com­plies with Solic­i­ta­tion requirements.

Respon­si­ble: A Respon­dent that is qual­i­fied and capa­ble of per­form­ing the con­tract require­ments and is oth­er­wise eli­gi­ble to con­tract with the District.

2.Communications, Ques­tions, and Adden­da: All com­mu­ni­ca­tions con­cern­ing a Solic­i­ta­tion must be direct­ed to the Pro­cure­ment Offi­cer iden­ti­fied in the Solic­i­ta­tion. Respon­dents are respon­si­ble for review­ing the District’s web­site and/​or any oth­er dis­tri­b­u­tion method iden­ti­fied in the Solic­i­ta­tion for adden­da and notices. Only writ­ten adden­da issued by the Dis­trict may change the Solic­i­ta­tion. Respon­dents may not rely on oral state­ments or interpretations.

3.Cone of Silence: Except as set forth here­in, Respon­dents or any sub­con­sul­tants may not con­tact any Dis­trict employ­ee or rep­re­sen­ta­tive, includ­ing any Dis­trict Board mem­ber, regard­ing this RFP, the qual­i­fi­ca­tions of any Respon­dent, the selec­tion of any Respon­dent, or any oth­er mat­ters relat­ed to this Solic­i­ta­tion. Con­tact with any Dis­trict offi­cial or Dis­trict employ­ee or rep­re­sen­ta­tive for inquiries regard­ing this Solic­i­ta­tion or the mean­ing or inter­pre­ta­tion of these spec­i­fi­ca­tions shall be grounds for dis­qual­i­fi­ca­tion. All com­mu­ni­ca­tion must go through the Pro­cure­ment and Con­tract Office only.

4.Public Records and Con­fi­den­tial­i­ty: By sub­mit­ting a response to this solic­i­ta­tion, the ven­dor or Respondent(s) acknowl­edges that the Dis­trict is a gov­ern­men­tal enti­ty sub­ject to the Flori­da Pub­lic Records Law (Chap­ter 119, Flori­da Statutes). The Respondent(s) fur­ther acknowl­edges that any mate­ri­als or doc­u­ments pro­vid­ed to the Dis­trict may be ​“pub­lic records” and, as such, may be sub­ject to dis­clo­sure to, and copy­ing by, the pub­lic unless oth­er­wise specif­i­cal­ly exempt by statute. Should a Respon­dent pro­vide the Dis­trict with any mate­ri­als which it believes, in good faith, con­tains infor­ma­tion which would be exempt from dis­clo­sure or copy­ing under Flori­da law, the Respon­dent shall indi­cate that belief by typ­ing or print­ing, in bold let­ters, the phrase ​“Pro­pri­etary Infor­ma­tion” on the face of each affect­ed page of such mate­r­i­al. The Respon­dent shall sub­mit to the Dis­trict both a com­plete copy of such mate­r­i­al and a redact­ed copy in which the exempt infor­ma­tion on each affect­ed page, and only such exempt infor­ma­tion, has been ren­dered unread­able. In the event a Respon­dent fails to sub­mit both copies of such mate­r­i­al, the copy sub­mit­ted will be deemed a pub­lic record sub­ject to dis­clo­sure and copy­ing regard­less of any anno­ta­tions to the con­trary on the face of such doc­u­ment or any page(s) thereof.

5.Vendor Eli­gi­bil­i­ty, Cer­ti­fi­ca­tions, and Com­pli­ance: By sub­mit­ting a response, the Respon­dent rep­re­sents that it is eli­gi­ble to con­tract with theDis­trict and will com­ply with all applic­a­ble fed­er­al, state, and local laws and regulations.

a.Public Enti­ty Crime. A per­son or affil­i­ate who has been placed on the con­vict­ed­ven­dor list fol­low­ing a con­vic­tion for a pub­lic enti­ty crime may not sub­mit aproposal/​RFP on a con­tract to pro­vide any goods or ser­vices to a pub­lic enti­ty, maynot sub­mit a proposal/​RFP on a con­tract with a pub­lic enti­ty for the con­struc­tion orre­pair of a pub­lic build­ing or pub­lic work, may not sub­mit proposals/​RFPs on leas­es ofre­al prop­er­ty to a pub­lic enti­ty, may not be award­ed or per­form work as a contractor,supplier, sub­con­trac­tor, or con­sul­tant under a con­tract with any pub­lic enti­ty, and maynot trans­act busi­ness with any pub­lic enti­ty in excess of the thresh­old amount pro­videdin Sec­tion 287.017, for CAT­E­GO­RY TWO for a peri­od of 36 months from the date ofbe­ing placed on the con­vict­ed ven­dor list. The Respondent(s) cer­ti­fies by sub­mis­sionof this RFP, that nei­ther it nor its prin­ci­pals are present­ly debarred, suspended,proposed for debar­ment, declared inel­i­gi­ble, or vol­un­tar­i­ly exclud­ed from par­tic­i­pa­tion­in this trans­ac­tion by any Fed­er­al depart­ment or agency.

b.E‑Verify: The suc­cess­ful Respon­dent and its sub­con­trac­tors must use the federalE‑Verify sys­tem as required by Flori­da law and the con­tract documents.

c.Prohibited Inter­ests: The Dis­trict may require dis­clo­sures regard­ing con­flicts ofin­ter­est and may reject respons­es that present an actu­al or appar­ent con­flict that­can­not be mitigated.

d.Debarment/Suspension: If fed­er­al funds are involved, the Respon­dent must not bede­barred or sus­pend­ed under 2 CFR part 180 and relat­ed reg­u­la­tions (as applicable).

e.Notice regard­ing social, polit­i­cal, or ide­o­log­i­cal inter­ests: The Dis­trict will notre­quest doc­u­men­ta­tion of, or con­sid­er, a Respondent’s social, polit­i­cal, or ide­o­log­i­cal­in­ter­ests when deter­min­ing whether a Respon­dent is a respon­si­ble ven­dor, and will­not give pref­er­ence to a Respon­dent based on those interests.

f.Business Reg­is­tra­tion: Ven­dors that wish to be con­sid­ered for award must bereg­is­tered with the Flori­da Depart­ment of State’s Divi­sion of Cor­po­ra­tions pri­or toex­e­cu­tion of a con­tract or pur­chase order.

g.License: All Respon­dents must be prop­er­ly licensed to do busi­ness in the State ofFlori­da and must com­ply with the Flori­da State statutes, rules and regulations.Respondents do not need to be based in Flori­da; how­ev­er, Respon­dents are required tosub­mit evi­dence of all licens­es, if applic­a­ble, required to com­plete the work as part of the­sub­mit­tal. Fail­ure to com­ply may be auto­mat­ic grounds for reject­ing the respon­se­and it being deemed as non‐responsive.

6.Submission Require­ments (Gen­er­al)

The Solic­i­ta­tion will spec­i­fy the required for­mat, con­tent, due date/​time, and deliv­ery method. Late­sub­mis­sions may be reject­ed. The Dis­trict is not respon­si­ble for delays caused by any deliv­erymethod, includ­ing mail, couri­er, or elec­tron­ic sys­tems. Respon­dents are respon­si­ble for includ­ing all required forms, cer­ti­fi­ca­tions, and acknowl­edg­ments. The Dis­trict may deem a response non-respon­sive if required infor­ma­tion is miss­ing. Respon­dents bear all costs asso­ci­at­ed with prepar­ing and sub­mit­ting a response, attend­ing meet­ings, inter­views, pre­sen­ta­tions, or negotiations.

7.Evaluation and Award (Gen­er­al)

The Dis­trict will eval­u­ate respons­es in accor­dance with the cri­te­ria and process stat­ed in theSo­lic­i­ta­tion. The Dis­trict may: (a) request clar­i­fi­ca­tions; (b) con­duct dis­cus­sions; © requirein­ter­views or pre­sen­ta­tions; (d) seek best-and-final offers (if autho­rized); and/​or (e) nego­ti­ate with­one or more Respon­dents, as per­mit­ted by the Solic­i­ta­tion. The Dis­trict may reject any or all­re­spons­es, waive minor irreg­u­lar­i­ties, and/​or can­cel a Solic­i­ta­tion when it is in the District’s bestinterest.

8.Taxes

The Air­port is a Spe­cial Dis­trict of the State of Flori­da and is not sub­ject to sales tax. (Tax Exemp­tion­at­tached as Exhib­it I).

9.Protest / Grievance

In any com­pet­i­tive solic­i­ta­tion con­text, no lat­er than the busi­ness day fol­low­ing the day approvalis grant­ed, a Dis­trict employ­ee will elec­tron­i­cal­ly noti­fy a rep­re­sen­ta­tive of each respon­dent of theaward decision.

If a par­ty intends to ini­ti­ate a chal­lenge to an award, it must elec­tron­i­cal­ly noti­fy the Exec­u­tive Direc­tor and the District’s attor­ney no lat­er than three busi­ness day after notice of the award­ing authority’s deci­sion. The notice shall con­tain at a min­i­mum: the name of the Pro­tes­tor; the Protestor’s address and phone num­ber; the name of the Protestor’s rep­re­sen­ta­tive; the name and bid num­ber of the solic­i­ta­tion; and a brief fac­tu­al sum­ma­ry of the basis of the challenge.

If no such notice is received by the Dis­trict, it may pro­ceed to exe­cute a con­tract to for­mal­ize the award deci­sion. If the Dis­trict does receive notice of intent to chal­lenge the deci­sion, the Dis­trict will stay the con­tract­ing process, unless the Exec­u­tive Direc­tor deter­mines that the con­tract must pro­ceed with­out delay to pro­tect sub­stan­tial inter­ests of the District.

In the event of a chal­lenge, the Exec­u­tive Direc­tor, in con­sul­ta­tion with the District’s attor­ney and the Board Chair, shall decide whether to reverse or uphold the award deci­sion. The District’s deci­sion on a chal­lenge must be pro­vid­ed in writ­ing to the chal­lenger. Any par­ty wish­ing to appeal the District’s deci­sion must file a chal­lenge in Bay Coun­ty Cir­cuit Court with­in four­teen busi­ness days after the date of the writ­ten deci­sion. If the par­ty files its action, the court will uphold the District’s deci­sion unless the court deter­mines that the award­ing author­i­ty did not act in good faith and the chal­lenger demon­strates ille­gal­i­ty, fraud, oppres­sion or mis­con­duct by the Dis­trict or any­one act­ing on the District’s behalf.

10.Contract Award and Execution

A response does not cre­ate a con­tract. No bind­ing con­tract exists until a writ­ten agree­ment is ful­lyex­e­cut­ed by the Dis­trict and the suc­cess­ful Respon­dent (and approved by the District’s Board­when required). The Dis­trict may require the suc­cess­ful Respon­dent to pro­vide insur­ance­cer­tifi­cates, bonds (if applic­a­ble), licens­es, per­mits, and oth­er post-award sub­mit­tals as acon­di­tion of con­tract execution.

11.Federal Fund­ing and FAA Require­ments (When Applicable)

If a pro­cure­ment is fund­ed in whole or in part with fed­er­al assis­tance (includ­ing FAA Air­portIm­prove­ment Pro­gram funds), the Solic­i­ta­tion and result­ing con­tract will include all applic­a­blefed­er­al require­ments. Fed­er­al require­ments may include, as applic­a­ble, pro­cure­ment stan­dard­sun­der 2 CFR part 200 and con­tract pro­vi­sions iden­ti­fied by the FAA for AIP-fund­ed contracts.

12.Nondiscrimination and Title VI Notice

The Dis­trict is com­mit­ted to com­pli­ance with all applic­a­ble civ­il rights and nondis­crim­i­na­tion­re­quire­ments. When applic­a­ble (includ­ing when fed­er­al assis­tance is involved), the Dis­trict will­include the notices and con­tract claus­es required by the FAA and/​or the fed­er­al award­ing agency,including Title VI of the Civ­il Rights Act of 1964 and imple­ment­ing reg­u­la­tions. The Dis­trict does­not dis­crim­i­nate on the basis of race, col­or, nation­al ori­gin, sex, age, dis­abil­i­ty, or oth­er pro­tect­ed­sta­tus in pro­grams or activ­i­ties receiv­ing fed­er­al finan­cial assistance.

13.Preferences and Local/​State Requirements

Where autho­rized and stat­ed in the Solic­i­ta­tion, the Dis­trict may apply the State of Florida’s bid­pref­er­ence for Flori­da busi­ness­es (or oth­er law­ful pref­er­ences). If a pref­er­ence applies, theso­lic­i­ta­tion will describe the method of application.

14.Preference to Flori­da Businesses

Pur­suant to the require­ments of sec­tion 287.084(1)(a), F.S., if the low­est respon­si­ble andrespon­sive Pro­pos­al is by a Respon­dent whose prin­ci­pal place of busi­ness is locat­ed out­side theS­tate, and whose prin­ci­pal place of busi­ness is in a state or polit­i­cal sub­di­vi­sion there­of which­grants a pref­er­ence for the pur­chase of such per­son­al prop­er­ty to a per­son whose prin­ci­pal place­of busi­ness is in such state, the Depart­ment will award a pref­er­ence to the low­est respon­si­ble andrespon­sive Respon­dent hav­ing a prin­ci­pal place of busi­ness with­in Flori­da, which pref­er­ence ise­qual to the pref­er­ence grant­ed by the state or polit­i­cal sub­di­vi­sion there­of in which the low­estre­spon­si­ble and respon­sive Respon­dent has its prin­ci­pal place of business.

A Respon­dent whose prin­ci­pal place of busi­ness is out­side this State must accom­pa­ny its Pro­pos­al with a writ­ten opin­ion of an attor­ney at law licensed to prac­tice law in that for­eign state, as to the pref­er­ences, if any, grant­ed by the law of that state to its own busi­ness enti­ties whose prin­ci­pal places of busi­ness are in that for­eign state in the let­ting of any or all pub­lic contracts.

15.Drug Free Workplace

A ​“Drug-Free Work­place” form should be pro­vid­ed with the sub­mit­tal as this may be the decid­ing­fac­tor in the event of a tie, see Exhib­it II.

16.Warranty

The award­ed Respon­dent war­rants to the Dis­trict that all goods or ser­vices will con­form to applic­a­ble­spec­i­fi­ca­tions, draw­ings, designs, sam­ples and oth­er require­ments spec­i­fied here­in and will bemer­chantable; free from any defects in work­man­ship, mate­r­i­al and design; fit for their intend­ed­pur­pose and oper­ate as intended.

17.Title VI Solic­i­ta­tion Notice

The Dis­trict, in accor­dance with the pro­vi­sions of Title VI of the Civ­il Rights Act of 1964 (78 Stat.252, 42 U.S.C. §§ 2000^d to 2000^d‐​4) and the Reg­u­la­tions, here­by noti­fies all Respon­dents that itwill affir­ma­tive­ly ensure that for any con­tract entered into pur­suant to this advertisement,disadvantaged busi­ness enter­pris­es will be afford­ed full and fair oppor­tu­ni­ty to sub­mit bids in response to this invi­ta­tion and not be dis­crim­i­nat­ed against on the grounds of race, col­or, or nation­al ori­gin in con­sid­er­a­tion for an award. The require­ments of 49 CFR part 26 apply to the result­ing con­tract. It is the pol­i­cy of the Dis­trict to prac­tice nondis­crim­i­na­tion based on race, col­or, sex or nation­al ori­gin in the award or per­for­mance of this con­tract. The Dis­trict encour­ages par­tic­i­pa­tion by all Respon­dents qual­i­fy­ing under this solic­i­ta­tion, regard­less of busi­ness size or ownership.

18.District Rights Reserved

The Dis­trict reserves the right to:

a.reject any or all respons­es and to waive minor irreg­u­lar­i­ties or technicalities;

b.cancel the Solic­i­ta­tion, in whole or in part, when it is in the District’s best interest;

c.request clar­i­fi­ca­tions, addi­tion­al infor­ma­tion, or updat­ed submissions;

d.verify infor­ma­tion sub­mit­ted and to inves­ti­gate respon­si­bil­i­ty and past per­for­mance; and

e.award in the man­ner described in the Solic­i­ta­tion, includ­ing award to a sin­gle Respon­dent ormul­ti­ple Respondents.

19.Independent Con­trac­tor Status

The award­ed Respon­dent shall not, by enter­ing into an agree­ment, become a ser­vant, agent, orem­ploy­ee of the Dis­trict, but shall remain at all times an inde­pen­dent con­trac­tor to the Dis­trict. TheP­ur­chase Order shall not be deemed to cre­ate any joint ven­ture, part­ner­ship, or com­mon enter­prise­be­tween the vend­ing con­trac­tor and the Dis­trict, and the rights and oblig­a­tions of the par­ties shall­not be oth­er than as express­ly set forth.

20.Laws

Com­pli­ance with EEOC and oth­er State and Fed­er­al Laws: To the extent set forth in the respec­tives­tatutes, Respon­dent shall com­ply with the pro­vi­sions of:

1.Title VII of the Civ­il Rights Act of 1964;

2.Age Dis­crim­i­na­tion in Employ­ment Act of 1967;

3.Title I of the Amer­i­cans with Dis­abil­i­ties Act of 1990;

4.Equal Pay Act of 1963;

5.Fair Labor Stan­dards Act of 1938; and

6.Immigration Reform and Con­trol Act of 1986.

Attach­ment to the Sam­ple Con­tract or Pur­chase Order con­tains addi­tion­al required pro­vi­sions for the contract:

•Access to Records and Reports

•Equal Employ­ment Oppor­tu­ni­ty Clause

•Buy Amer­i­can Preference

•Equal Employ­ment OpportunitySpecifications

•Civ­il Rights – General

•Pro­hi­bi­tion of Seg­re­gat­ed Facilities

•Civ­il Rights – Title VI Assurances

•Pro­cure­ment of Recov­ered Materials

•Civ­il Rights – List – Per­ti­nent Authorities

•Ter­mi­na­tion of Con­tract (for Convenience

•Dis­ad­van­taged Busi­ness Enterprises

Breach of Con­tract Terms)

•Ener­gy Con­ser­va­tion Requirements

•Clean Air and Water Pol­lu­tion Control

•Occu­pa­tion­al Safe­ty and Health Act of 1970

• Affir­ma­tive Action Requirement

•Veteran’s Pref­er­ence

•Dis­tract­ed Dri­ving – Tex­ting When Driving 

•Seis­mic Safety

•Davis‐​Bacon Requirements

•Copeland Anti‐​Kickback Act

•Fed­er­al Fair Labor Stan­dards Act

(Fed­er­al Min­i­mum Wage)

•Rights to Invention

•Con­tract Work hours and Safe­ty Standards

Act Require­ments

21.TITLE VI SOLIC­I­TA­TION NOTICE

The Dis­trict, in accor­dance with the pro­vi­sions of Title VI of the Civ­il Rights Act of 1964 (78Stat. 252, 42 U.S.C. §§ 2000^d to 2000^d‐​4) and the Reg­u­la­tions, here­by noti­fies all­Re­spon­dents that it will affir­ma­tive­ly ensure that for any con­tract entered into pur­suant toth­is adver­tise­ment, dis­ad­van­taged busi­ness enter­pris­es will be afford­ed full and fairop­por­tu­ni­ty to sub­mit bids in response to this invi­ta­tion and will not be dis­crim­i­nat­ed again­ston the grounds of race, col­or, or nation­al ori­gin in con­sid­er­a­tion for an award.

The require­ments of 49 CFR part 26 apply to the result­ing con­tract. It is the pol­i­cy of theDis­trict to prac­tice nondis­crim­i­na­tion based on race, col­or, sex or nation­al ori­gin in the awar­dor per­for­mance of this con­tract. The Air­port encour­ages par­tic­i­pa­tion by all Respon­dentsqual­i­fy­ing under this solic­i­ta­tion regard­less of busi­ness size or ownership.

EXHIB­IT I — TAX EXEMP­TION CERTIFICATE

EXHIB­IT II — DRUG FREE WORKPLACE

Pur­suant to the Drug-Free Work­place Act of 1988, the Respon­dent attests and cer­ti­fies that the con­trac­tor should pro­vide a drug-free work­place com­pli­ant with 41 U.S.C. 81.

Com­pa­ny Name:________________________________________________________________

Autho­rized Rep­re­sen­ta­tive Name:

Title:__________________________________________________________________

Sig­na­ture Date

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