193-25_Aircraft_Avionics-Parts_and_Service.pdf

Invitation No. 193-25

ITB 193-25 Aircraft Avionics-Parts and Service

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The purpose of this invitation to bid is to establish a contract for the parts, components, accessories, and the installation and/or service/repair for the communication and navigation (avionics) systems on State of Ohio Aircraft in accordance with specifications contained herein.

Section 2: Bidder Qualifications and Requirements

The bidder must submit with this bid a copy of the 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 a copy of the change must be provided to ODOT immediately. ODOT reserves the right to cancel the contract if the awarded vendor looses their Operational Certifications and cannot rectify the issue in a time acceptable to the Department.

The bidder shall provide in writing and attach to their bid a list of those individuals who will be performing installation, and repairs. This list must contain the individual’s name, work responsibilities, and certificate number.

The bidder’s facility must be equipped to perform in-house avionics installations and repairs as listed on their Operational Specifications.

The bidder must use FAA “approved data” for any installations that are not Supplemental Type Certificated and have Block 3 of FAA Form 337 signed by an FAA Inspector or approved via DER using FAA from 8110-3 on all major repairs or alterations.

The bidder must resolve all avionics discrepancies, including previous discrepancies, before returning the aircraft to service.

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

The bidder shall have a FAA approved drug program in effect.

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

A pre-award inspection of the bidder’s facility may be made prior to final award to ensure that the lowest bidder can meet the specifications of this invitation as well as the attached Vendor Survey Audit Form (Exhibits A and B). Failure to meet the specifications set forth in this invitation may result in the rejection of such bid as non-responsive.

An Audit may be done prior to final award, as well as randomly at the Department’s discretion.

Failure to correct any discrepancies found in an Audit within thirty days may result in the Department’s exercising its right to cancel the contract.

The bidder will provide ODOT Office of Aviation a list of references.

Section 3: References

Each bidder shall submit in the Department’s provided Microsoft Excel file, names, addresses and telephone numbers of three references of previously held contracts for Avionics maintenance/repairs. The references must be positive and address the overall ability of the vendor and its employees to perform Avionics 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 Avionics maintenance/repair services were performed. The Department’s provided Microsoft Excel file can be found at the website on the front of the Invitation to Bid.

Section 4: Award Considerations

Bidders’ facilities must be located within a 250-mile radius of the Office of Aviation, 2829 West Dublin Granville Road, Columbus, Ohio 43235. These facilities must be able to provide avionic parts expeditiously and be equipped to perform all required repairs as listed on their Operational Specifications and installations.

Section 5: Avionics Upgraded or Modification Installations

ODOT Office of Aviation must approve arrangement of the components and the installation configurations.

ODOT Office of Aviation must approve any submitted proposal prior to the installation of components.

The vendor shall provide an itemized cost estimate along with an approximate time schedule prior to starting any work.

Vendor should provide wiring diagrams for all installations.

The vendor shall provide a copy of the manufacturer’s installation manual for all equipment installed.

Section 6: Repair

For a vendor to be deemed responsible, they must have the capability of providing emergency avionics repairs and technical support on a twenty-four-hour schedule, seven days a week.

6.1 Charges

Time applicable to repair charged 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, actual transportation expenses will be included in the total repair charges, but identified as a separate charge on the bidder’s invoice.

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 his time in accordance with rates contained in this contract. The bidder shall use his best efforts to complete all the work on the aircraft as quickly as possible.

6.2 Flat Rate Manual

The bidder must provide with their bid a flat rate manual listing the number of hours necessary to make various types of repairs and installations to avionics, if such manual is available.

6.3 Repair Pre-Approval

All repairs must be approved by the Office of Aviation Administrator, or his authorized representative (Fiscal Manager and Aircraft Maintenance Manager) by e-mail 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. 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 or approved via DER using FAA from 8110-3. The repair facility shall provide fully itemized invoices for labor hours, parts and services. Also, repair status reports must be provided, as needed.

6.4 Required Estimates for Subcontractor Work

The awarded vendor may use subcontract work such as avionics component repair/overhaul. 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. Prior to the subcontractor commencing work, ODOT shall approve each subcontractor, and the awarded vendor must submit an itemized written estimate for labor, repair time, parts costs and repair center name to the Aviation Fiscal Manager and the Aircraft Maintenance Manager by e-mail. If in ODOT’s opinion, the quoted price is excessive, ODOT reserves the right to request additional quotes be provided. All 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%) unless the increase was pre-approved by ODOT. Otherwise, all subcontract work must cease and another itemized estimate must be resubmitted to ODOT. A copy of the actual subcontract invoice will be included as part of the contractor’s invoice package.

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

6.5 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 the Department cannot verify work has been completed, the Department will not accept invoices for payment.

Section 7: 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. The Department shall verify accuracy of travel time billed through the use of Google Maps.

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

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

Section 8: Freight Charges

The Department 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. The Department will not pay the freight charges if this invoice is not included, where applicable, in the awarded vendor’s invoicing.

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

Section 9: Labor Pricing

All hourly labor rates submitted with this bid are guaranteed firm for the contract duration.

Section 10: 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, the Department shall obtain and approve a written estimate invoice from the awarded vendor for all items being purchased. This invoice shall specify the vendor’s actual cost and mark up 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.

10.1 Parts Mark-Up and Invoicing

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

For each part costing $1,000 or over purchased through this agreement, the vendor must provide along with their billing to the Department an invoice showing what the vendor paid (plus freight) for the part so the Department may verify that only twenty (20) percent mark-up is being added to the Department’s invoice which includes parts.

10.2 : Parts Purchasing

The Department shall purchase all avionics equipment for in-house repairs or installations from the successful vendor pursuant to the contract with three exceptions.

1. Vendor has outside parts sales (over-the-counter) Yes No. If yes, the parts purchasing terms her-in apply

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

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

10.3 : Parts Delivery

The Vendor guarantees delivery time of one (1) business day for stocked parts and no more than ten (10) business days for non or out of stock parts. Delivery time for build to order parts shall be negotiated at the time of order.

An extension request for the 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 his designee, (Fiscal Manager and the Aircraft Maintenance Manager), will review the extension request. The Aviation Administrator or his designee, (Fiscal Manager and/or the Aircraft

Maintenance Manager) will decide whether to accept or reject the extension request.

Section: 11: 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. The Department will not pay any additional charges for such times. Labor price shall include all shop supplies.

Section 12: Warranties

The bidder must warrant that the equipment or component it supplies to the State conforms to specifications and is of the highest quality.

Vendors are required to use genuine OEM replacement parts, or FAA approved PMA equals that are recognized by the industry as suitable for quality performance. The Office of Aviation’s Maintenance Manager or his designee must approve any use of 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.

The bidder must also provide an applicable workmanship warranty for all work performed.

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. The Director of ODOT may terminate the agreement immediately.

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 would request to borrow a tool from the Department, the sample agreement (Appendix A) shall be fully executed before an exchange of any tool shall occur.

Section 16: Contract Duration

The effective duration of this agreement shall be from July 1, 2025 through June 31, 2027.

Section 17: Multiple 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 the Department.

Vendors must submit their Bid Responses electronically in OhioBuys before the published deadline date & time, Columbus, Ohio local time on the Proposal due date. Vendors will not be able to submit Bid Responses, or unsolicited Proposal amendments after the deadline.

Vendors must allow adequate time for uploading a Bid Response prior to the due date and time. ODOT recommends that vendors submit Bid Responses as early as possible. If a second round is issued for any reason, vendors must resubmit their bid if they had already submitted in a previous round, as the previously submitted Bid Responses do NOT carry over to the new round.

The Signature process takes place after the award now. The email will come from documents@esign.ohio.gov and will go to the signatory that was identified in the bid submission. The subject line will be the bid # Signature Request, (example: 101G-25 Signature Request).

No contract can be issued to your company until we receive your signature to complete the process.

And you must have an OAKS Payor ID before a contract can be issued. To obtain that, you will need to go into https://ohiopays.ohio.gov.

(The remainder of this page has been left intentionally blank) mailto:documents@esign.ohio.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fohiopays.ohio.gov%2F&data=05%7C02%7CTodd.VanKirk%40dot.ohio.gov%7C1ac0731aa3fa4f066d5408dc7b4d0c36%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C638520818049379076%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=v8I%2Ba6H4M2smMVdNcvpoDrB2Dqsn4%2FJvMONLWyfwoxE%3D&reserved=0

APPENDIX A

ODOT AGREEMENT NO. 193-24

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 the States fleet of aircraft.

1.2 ODOT agrees to share the

needs to borrow the which is valued at approximately $ .

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 East West 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:

Pamela Boratyn, Director Name, Title

Date: Date: