053-24_Bid_Document.pdf

Invitation No. 053-24

ITB 053 Bell Helicopter Maintenance, Parts, and Service

REQUIREMENTS/SPECIFICATIONS

Section 1: Purpose

The purpose of this invitation to bid is to establish a term contract with qualified firms for OEM and/or PMA parts, components, accessories, and the inspection and/or maintenance/repair for State of Ohio owned Bell 505 Jet Ranger X (JRX) and the Safran Helicopter Engine Arrius 2R engine in accordance with the bid specifications and terms and conditions contained herein.

Please note: This contract does not cover service/parts to aircraft avionics, except those which are incidental to repair or service of the Bell 505 helicopter.

Section 2: Bidder Requirements and Pre-Qualifications

2.1 The bidder must be an FAA approved maintenance facility or a Factory Service Center for Bell 505 Safran Helicopter Engine Arrius 2R engine respectively. Bidders should provide written evidence of this in their submitted bid package.

2.2 Bidders must submit with their bid a copy of their repair station’s FAA Repair Station Certificate along with a copy of the Operational Specifications. If referenced in the Operational Specifications a copy of the Capabilities List must also be provided.

In the event that a change is made to the Operational Specifications and/or the Capabilities List a copy of the change must be provided to ODOT immediately. ODOT reserves the right to cancel the contract if the awarded vendor loses their rating for the type of equipment or component certification and cannot rectify the issue in a time acceptable to the ODOT.

2.3 The bidder must have, on staff, a factory trained mechanic and/or maintenance supervisor and licensed FAA Airframe and Powerplant technicians performing all maintenance, repairs and inspections.

2.4 The bidder should provide in writing with their bid a list of those individuals who will be performing, maintenance, repair and inspections. This list must contain the individual’s name, work responsibilities, A&P training and work resume showing previous experience on the above aircraft.

2.5 The bidder’s facility must be equipped to perform in-house inspections, maintenance, and repairs.

2.6 The bidder must use FAA “approved data” or have Block 3 of FAA Form 337 signed by an FAA inspector on all major repairs or alterations.

2.7 The bidder must resolve all maintenance discrepancies before returning the aircraft to service.

2.8 The bidder must return all unserviceable parts removed from the aircraft to the ODOT Office of Aviation.

2.9 The bidder shall have an up-to-date FAA drug program in effect.

2.10 The bidder shall provide inside hangar space in the event that an aircraft must remain overnight at the bidder’s facility. In no case shall any State aircraft be left outside overnight without the approval of ODOT Office of Aviation Administrator.

2.11 A pre-award inspection of a bidder’s facility may be performed by ODOT prior to final award of this contract to ensure that the bidder can meet the specifications of this invitation to bid. This inspection may be done prior to final award, as well as randomly at ODOT’s discretion throughout the duration of the contract. ODOT may note any deficiencies during this inspection and may require the bidder to cure the deficiency prior to awarding a contract to the bidder. Failure to correct any discrepancies found during an inspection within thirty days may result in either the bidder being deemed not responsible (if prior to award of the contract) or ODOT exercising its right to cancel the contract with the bidder immediately.

2.12 The bidder must have on staff an FAA certificated helicopter pilot with flight experience in accordance with FAR 61.56 Flight Review and FAR 61.57 recent flight experience:

Pilot in Command. All pilots must have a minimum of 400 hours of flight experience in helicopters. Each pilot must have completed an initial or recurrent Bell 505 respectively pilot training course within the proceeding 24 calendar months that included the review of aircraft systems and flight manual, emergency and abnormal procedures, and flight instruction in a Bell 505 respectively aircraft or simulator.

2.13 The bidder should provide in writing with their bid a complete list of those individuals who will be performing test flights. This list shall contain a copy of the pilots’ current medical certificate, pilot’s certificate, a copy of the logbook endorsement for FAR 61.56 flight review, and a copy of the training record or certificate for the Bell 505.

Section 3: References

Each bidder should submit the names, addresses and telephone numbers of three references of recurring customers for Bell 505 maintenance/repairs. The references must be positive and address the overall ability of the vendor and its employees to perform Bell 505 maintenance/repair services in order to be considered a responsible bidder. It is a requirement of the contract that the vendor must have performed like services. References shall only be accepted from the companies for whom Bell 505 maintenance/repair services were performed. ODOT’s provided Microsoft Excel file can be found at the website on the front of the Invitation to Bid.

Section 4: Bidder’s Location Requirements

Only bidders whose facility is located within a 250 mile radius of the ODOT Office of Aviation, and can perform all the required maintenance and inspections, in addition to providing all of the qualifications and discounts offered, will be considered for award of this contract.

Section 5: Repair/Maintenance

The vendor must have the capability of providing emergency helicopter maintenance and technical support on a twenty-four (24) hour schedule, seven (7) days a week throughout the duration of the contract.

5.1 Charges

Time applicable to repair charges will commence when actual work begins on the equipment regardless of equipment location. However, when the State requires the bidder to pick up or deliver equipment to the bidders’ own repair station, transportation expenses will be included in the total repair charges but identified as a separate charge on the bidder’s invoice. (See travel rules Section 6).

In the event that it is necessary for the bidder to dismantle the aircraft or otherwise expend labor time to diagnose a malfunction or cause of failure, prior to commencing repair, and it then is determined that no further work will be done, the bidder shall be paid for their diagnosis time in accordance with rates contained in this contract. The bidder shall use their best efforts to complete all work on the aircraft as quickly as possible.

5.2 Flat Rate Manual

Bidders should provide with their bid a flat rate manual listing the number of hours necessary to make various types of repairs to the aircraft.

5.3 Repair Pre-Approval

All repairs must be approved by the Office of Aviation Administrator, or their authorized representative (Fiscal Manager, Aviation Manager Maintenance and Aircraft Maintenance Superintendent) in writing before work is commenced. Requests for such approval must include a list of parts to be replaced, the type of repair needed, and an estimate of the anticipated repair time and total cost of repairs. The total cost of repairs shall not exceed the original itemized, written estimate by more than five percent (5%) unless the increase was pre-approved by ODOT. Otherwise, all work must cease and another itemized written estimate must be submitted to ODOT.

Scheduled service must begin within five (5) days of notification by ODOT and shall be completed within a reasonable time. Installation of any Supplemental Type Certificates or major alterations, and repairs will require FAA “approved data” or Block 3 signed by the FAA. The repair facility shall provide fully itemized invoices for labor hours, parts and services. Also, repair status reports must be provided to Aviation Administrator or their authorized representative as needed.

5.4 Subcontractors

The awarded vendor may subcontract repair work when approved by ODOT. It is the responsibility of the awarded vendor to ensure that all subcontractors used in this contract meet the qualifications required of the awarded vendor.

Prior to a subcontractor starting work, the awarded vendor must notify ODOT of their intent to subcontract. ODOT shall approve each subcontractor prior to the subcontractor commencing work. In addition, the awarded vendor must submit an itemized estimate for labor, repair time, parts costs and repair center name to the Office of Aviation Administrator, or their authorized representative (Fiscal Manager, Aviation Manager Maintenance and Aircraft Maintenance Superintendent), in writing prior to the subcontractor beginning work.

If in ODOT’s opinion the quoted price is excessive, ODOT reserves the right to request additional quotes from other subcontractors be provided.

All repair work shall be completed within a reasonable time, considering good operating practices, and availability of parts. Total cost of repairs by the subcontractor shall not exceed the original repair quotation by more than five (5%) percent unless the increase was pre-approved by ODOT. Otherwise, all subcontract work must cease, and another itemized estimate must be resubmitted to ODOT.

All subcontractor invoices must be submitted to ODOT with the vendor’s invoice. ODOT will not pay a mark-up beyond ten percent (10%) for any subcontracted repair work.

5.5 Signing In and Signing Out of ODOT Aviation facilities

The awarded vendor shall be required to sign in/out of the ODOT Aviation facilities when entering the facilities to perform work as well as when exiting the facilities at the completion of work. The sign in/out sheet will be used as a basis for payment when auditing the awarded vendor’s invoices. If the awarded vendor fails to sign in or out and ODOT cannot verify work has been completed, ODOT will not accept invoices for payment.

5.6 Work Location on Estimates and Invoices

Required on all invoices and estimates shall be the physical location of all proposed work (estimates) or of the actual work being billed (invoices).

Section 6: Travel Expenses

Travel time shall be billable by the hour (as quoted on the pricing page) and is an inclusive rate of all persons and vehicles traveling. ODOT shall verify accuracy of travel time billed through the use of Google Maps.

For instances where a hotel stay is required, ODOT will reimburse the awarded vendor no greater than rates provided in the following:

https://obm.ohio.gov/areas-of-interest/agency-overview/obm-travel-rule/obm-travel-rule

Section 7: Freight Charges

ODOT shall bear the cost of freight on items needed for repairs to its aircraft. A copy of all freight invoices applicable to an invoice shall be included in the invoice’s supporting documentation.

ODOT will not pay the freight charges if this invoice is not included, where applicable, in the awarded vendor’s invoicing. This fee will not be included in any percentage markup but rather a pass-through cost.

Section 8: Labor Pricing

All hourly labor rates submitted with this bid must be guaranteed against increase for the contract duration. All labor rates shall be considered an amount not-to-exceed rate.

Section 9: Parts Pricing

All parts purchased through this contract shall be purchased based on an estimate invoice.

Within five (5) days prior to an ODOT purchase, ODOT shall obtain and approve a written estimate invoice from the awarded vendor for the items being purchased. This invoice shall specify the cost for each part being purchased. If an item is not purchased within five (5) days of the estimate invoice, a new estimate invoice must be obtained and approved by ODOT.

All parts’ pricing shall include the cost of oil, only where noted, on the Excel pricing page.

9.1 Allowable Parts Mark-Up and Invoicing

Vendors shall be limited to a maximum twenty (20%) percent mark-up on all parts either acquired by ODOT or parts used by the Vendor to perform services pursuant to this agreement.

For each part costing $1,000.00 or over purchased through this agreement, the vendor must provide, along with their invoices, for work performed copies of vendor’s invoices showing what the vendor paid (plus freight) for the respective part.

9.2 Parts Purchasing

For any purchase that costs $1,000.00 or more, it is mandatory that ODOT purchase the required parts and/or service from a vendor awarded under this Contract.

For parts and/or services that cost $1,000.00 or less, ODOT will have the option of purchasing the required parts and/or service from a contract vendor or may purchase instead from a non-contract vendor.

Note: ODOT reserves the right to utilize services outside of this contract for aircraft upholstery, cleaning, and other similar type services.

ODOT shall purchase all aircraft parts for in-house repairs from the successful vendor pursuant to the contract with the following two exceptions:

1. Parts not stocked by the contract vendor, e.g., special order parts, may be purchased by ODOT on an as needed basis.

2. Parts not in stock by the contract vendor, which are required to make emergency repairs to an aircraft.

9.3 Parts Delivery

The Vendor shall deliver stocked parts no later than one (1) business day after placement of the order and no later than ten (10) business days for non-stocked or out of stock parts.

Delivery time for build to order parts shall be communicated by the Vendor and pre-approved by ODOT at the time of ordering.

An extension request for any of the above delivery requirements must be submitted in writing to the purchaser prior to the expiration of the original delivery date. The Administrator of the Office of Aviation or their designee, (Fiscal Manager, Aviation Manager Maintenance and Aircraft Maintenance Superintendent), will review the extension request. The Aviation Administrator or their designee, (Fiscal Manager, Aviation Manager Maintenance and Aircraft Maintenance Superintendent), will decide whether to accept or reject the extension request.

All deliveries must be made between the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday, excluding state holidays, unless special permission is granted by ODOT to temporarily waive or adjust this requirement.

9.4 Mandatory Oil Type

When any service being performed requires either oil or an oil change to the aircraft being serviced under this agreement B206B3 only BP 2380 or 505 only Mobil Jet 254 oil shall be utilized by the Vendor.

Section 10: No Additional Charges

Vendors shall not charge for any items outside of the contract including but not limited: to shop supplies, materials, and drive time outside of approved delivery times. ODOT will not pay any additional charges for such times. Labor prices submitted must be inclusive of all shop supplies and incidentals needed to perform the services covered under this contract.

10.1 Price Increases

The only time in which ODOT shall accept price increases is when the manufacturer of the aircraft increases the level of work required to complete a proper inspection. The adjusted pricing for this work shall be negotiated between both parties and executed through addendum only. The vendor shall submit to ODOT documentation to justify any increase proving that the manufacturer is requiring a greater amount of work than originally required when this contract was established. Without any supporting documentation and a written justification, the vendor shall not be entitled to charge ODOT any greater than the agreed upon pricing established through this agreement.

Section 11: Amount-Not-To-Exceed Costs

All unit bid prices (and allowable parts markup) awarded through this contract shall be construed by both parties as amounts-not-to-exceed for the purposes of this agreement.

When repairs and/or maintenance is needed on the state’s aircraft, ODOT may choose, in its sole discretion, to solicit cost proposals from more than one vendor awarded under this contract. Vendors may offer any concessions or discounts off of their awarded unit bid prices and/or parts mark up in an effort to achieve the lowest cost proposal amongst all of the contract vendors solicited. In most cases, ODOT will award and direct maintenance and/or repair services to the Vendor offering the lowest overall cost.

Section 12: Warranties

The Vendor agrees that all equipment and parts it supplies to the state conforms to specifications, manufacturer recommendations, and will be of the highest quality.

Vendors are required to use genuine OEM replacement parts from Bell Helicopter or Rolls Royce, or approved equals that are recognized by the industry as suitable equals (i.e. PMA parts) in terms of quality and performance. The Office of Aviation’s Aviation Manager, Maintenance (or their designee) must pre- approve the use of any non-OEM parts.

Vendors must provide one or all of the following for new parts, component, or materials acquired for installation, state aircraft during any maintenance and repair of aircraft.

1. Certificate of Conformance (C of C) Identifying the part or component by part number and condition (New, Repaired, Overhauled, etc.)

2. FAA Form 8130-3

3. Shipping invoice from vendor/distributor to identify part or component.

4. Copy of original shipping invoice from the manufacture or production

5. Approval holder to vendor/distributor.

6. Second party; a copy of one or all of the above to show traceability back to their supplier.

The Vendor must provide all warranties for new parts installed on State aircraft per manufacturer’s warranty policy in force at the time parts were installed. The Vendor must also provide an applicable workmanship warranty for all work performed.

In the event that the equipment or parts supplied to ODOT are found to be defective or do not conform to specifications, the state reserves the right to cancel the order with the Vendor and return such equipment or parts to the Vendor at the Vendor’s sole expense.

Section 13: Insurance Requirements

The Vendor must provide, at its own expense, insurance coverage for property damage to the aircraft owned by the State of Ohio while it is in their possession, coverage for test flights that they may perform with qualified staff upon completion of services rendered and Products, and Premises, Complete Operations and Ground Hangar Keepers liability insurance.

The minimum coverage per occurrence, in regards to the test flight coverage that will be accepted by ODOT is six million dollars ($6,000,000.00) Combined Single Limit for Bodily Injury and Property Damage, including Passenger Liability. The minimum Hangar Keeper’s coverage shall be seven million dollars ($7,000,000.00) per occurrence. This insurance must remain in full coverage throughout the duration of this contract. ODOT shall be named on all proof of insurance coverage as a certificate holder under the bidder’s (i.e. the insured) insurance policy.

The awarded vendor shall be required to furnish proof of insurance for the types and coverage levels specified above, within three (3) business days of contract award. Proof of Insurance documentation must be submitted within three (3) business days after award by ODOT. Failure to provide the required proof of insurance coverage within the specified timeframe may result in a bidder being deemed non-responsive.

The Department shall reserve the right to verify continued insurance coverage throughout the duration of this contract. The awarded vendor shall be required to furnish this proof of insurance within three (3) business days.

Section 14: Estimates and Invoices

Required on all invoices and estimates shall be the physical location of the proposed work (estimates) or of the actual work being billed (invoices).

Section 15: Tool Sharing Agreement

In the event that an awarded vendor requests to borrow any tool(s) from ODOT, the sample agreement (Appendix A) shall be fully executed before an exchange of any tool(s) can occur.

Section 16: Contract Duration

The effective duration of this agreement shall be from July 1, 2024 through June 30, 2026.

Section 17: Contract Award

This is a multiple award contract. ODOT will accept all responsive bids submitted on or before the specified bid opening date and make an award to all responsive bidders pursuant to O.R.C. 5513.02.

All awarded bidders will be considered “on contract” and eligible to perform repairs, maintenance, and/or provide parts through this contract for ODOT.

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APPENDIX A

ODOT CONTRACT NO. 053-24

TOOL SHARING AGREEMENT

BETWEEN THE OHIO DEPARTMENT OF TRANSPORTATION,

AND .

This Tool Sharing Agreement (Agreement) is made among; the Ohio Department of Transportation, (ODOT), having an address of 1980 West Broad Street, Columbus, Ohio 43223;

having an address of

1. PURPOSE

1.1 ODOT has contracted with under DOT to do Maintenance on State fleet of aircraft.

1.2 ODOT agrees to share the which is valued at approximately $ Needs to borrow the in order to perform a necessary inspection on ODOT’s N . By sharing this tool, ODOT will save the fee that it would cost if the tool had to be rented.

2. EFFECTIVE DATE; TERMINATION

2.1 This Agreement shall commence upon valid execution by all parties and shall expire on

2.2 Either party may unilaterally terminate this contract with 5 days’ written notice to the other party.

3. GENERAL PROVISIONS

3.1 The parties agree that the rights granted under this Agreement shall be used solely by each other and that such rights are non-transferable or assignable without the express written consent of all parties.

3.2 This Agreement shall be construed and interpreted, and the rights of the parties determined in accordance with the laws of the State of Ohio.

3.3 This Agreement constitutes the entire agreement between the parties, and any changes or modifications to this Agreement shall be made and agreed to by ODOT and (Vendor) in writing.

3.4 This Agreement shall be amended by a separate writing signed by all of the parties. Each amendment shall be incorporated as if fully rewritten into this agreement.

3.5 This Agreement is subject to the determination by the parties that sufficient funds have been appropriated by the General Assembly to the respective agencies for the purposes of this Agreement and to the certification of funds by the Office of Budget and management, as required by Ohio Revised Code Section 126.07. If any party determines that sufficient funds have not been appropriated for the purpose of this Agreement, of if the Office of Budget and Management fails to certify the availability of funds, this Agreement will terminate on the date that funding expires, without any further obligation of the parties.

3.6 ODOT and agree that if the is broken while in possession of , agrees to pay for repairs or the cost of a new , If it is broken beyond repair.

4. SIGNATURES

4.1 Any person executing this Contract in a representative capacity hereby warrants that he/she has been duly authorized by his/her principal to execute this Contract on such principal’s behalf.

IN WITNESS WHEREOF, the parties hereunto have caused the Agreement to be duly executed as of the last day and year written below.

OHIO DEPARTMENT OF VENDOR

TRANSPORTATION

By: By:

Jack Marchbanks, Director Name, Title

Date: Date:

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