195-25_Bid_Document.pdf

ITB 195 King Air OEM Parts and Service

REQUIREMENTS/SPECIFICATIONS

Section 1: Contract Purpose

The purpose of this invitation to bid is to establish a term contract OEM parts & components, accessories, and the inspection and/or service and repair for the Beechcraft Corporation King Air B300 series and King Air B200GT aircraft and the aircrafts’ parts in accordance with specifications contained herein.

Section 2: Contract Duration

The effective duration of this agreement shall be twenty-four (24) months from the Fully Signed Contract.

Section 3: Multiple Award

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.

3.1 Mileage Limitation

To be considered for award of this invitation, the bidder’s facilities must be located within a 300 Nautical mile radius of the Office of Aviation, 2829 West Dublin Granville Road, Columbus, Ohio 43235. These facilities must be able to provide parts expeditiously and be equipped to perform all required repairs and installations.

Section 4: Pre-Qualifications

The bidder must submit with their bid a copy of the repair station’s FAA Repair Station Certificate, and must be an approved FAA maintenance facility for Beechcraft or a Factory Service Center for B200GT and B300 series aircraft and Pratt and Whitney PT6A -52 and -60A series engines, 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 loses their Operational Certifications and cannot rectify the issue in a time acceptable to the Department.

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

The bidder shall provide in writing and attach to their bid a list of those individuals who will be performing test flights, maintenance, repair and inspections. This list must contain the individual’s name, work responsibilities, A&P training and work resume showing previous experience on Beechcraft King Air B300 series & B200GT.

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

The bidder must have FAA certificated pilots performing all maintenance tests flights. The pilot must possess and provide documentation for the following minimum qualifications: FAA Commercial Pilot Certificate Airplane Multi Engine Land (AMEL) with Instrument Rating, 2nd Class FAA Medical Certificate, current FAR 61.57 landing (AMEL) experience, a minimum of 500 hours pilot-in-command flight time in a King Air 250 or King Air 350 respective to the aircraft being test flown, and must have successfully completed a factory-recognized recurrent flight training course within the preceding 18 calendar months for the King Air 250 or King Air 350 respective to the aircraft being test flown. Any pilot performing maintenance test flights on the King Air 350 must possess a FAA BE-300 Pilot-in-Command type rating with no limitations

The bidder must use FAA “approved data” or have Block 3 of FAA Form 337 signed by an FAA Inspector or data approved via DER using FAA form 8110-3 on all major repairs or alterations.

The bidder must resolve all maintenance discrepancies, including previous discrepancies, before returning the aircraft to service, unless otherwise agreed upon.

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

The bidder shall have a FAA drug program in effect throughout the duration of the agreement.

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 Forms (See Section 16 below). 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

Section 5: References

Each bidder must submit in the provided Microsoft Excel file, the names, addresses and telephone numbers of three references of previously held contracts for King Air maintenance/repairs. The references must be positive and address the overall ability of the vendor and its employees to perform King Air 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 King Air maintenance/repair services were performed.

Section 6: Repair

The vendor must have the capability of providing emergency aircraft maintenance 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 vendor to pick up or deliver equipment to the vendors own repair station, actual transportation expenses will be included in the total repair charges but identified as a separate charge on the vendor’s invoice.

In the event that it is necessary for the vendor 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 vendor shall be paid for his time in accordance with rates contained in this contract. The vendor shall use his best efforts to complete all work on the aircraft as quickly as possible.

6.2 Flat Rate Manual

The vendor must provide with their bid a flat rate manual listing the number of hours necessary to make various types of repairs to the aircraft, if such manual is available. This manual shall provide ODOT an estimate of the time necessary to perform the requested labor.

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 data approved via DER using FAA form 8110-3. 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 his authorized representative, as needed.

6.4 Mandatory Oil Type

When any service being performed requires oil or an oil change to the aircraft covered under this agreement only BP 2380 oil shall be utilized. All phase inspection bids submitted shall include the cost of oil, where applicable.

6.5 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 and have the component listed on their Operational Specifications.

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 Aviation Fiscal Manager and the Aircraft Maintenance Manager, by e-mail 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 the Department with the vendor’s invoice. The Department will not pay a mark-up beyond ten percent (10%) for any subcontracted repair work.

6.6 Signing In and 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.

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

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.

10.2 Parts Purchasing

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

For items that cost $1,000.00 or less, ODOT will have the option of purchasing the required parts and service from a contract vendor or they may purchase 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.

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

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

1. Vendor has outside parts sales (over-the-counter) Yes No. If yes, the parts purchasing terms here-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 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 and any incidentals required to perform inspection/maintenance services.

11.1 Price Increases

If the inspection document requirements are changed by the manufacturer, ODOT will accept the additional charges only if the charges were approved by the Department prior to the inspection.

ODOT will consider price increases when the manufacturer of the aircraft increases the level of work required to complete a proper inspection. The adjusted pricing shall be acceptable to both parties. Prices will be revised once accepted by both parties. The vendor will be required to submit to the Department documentation to verify any price increase in which the manufacturer is requiring a greater amount of work than originally required when this contract was established. Failure to provide the required supporting documentation will result in the vendor only being paid at the contract pricing established by this contract.

Section 12: Warranties

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

The bidder must use genuine replacement parts from Beechcraft or Pratt and Whitney, or approved PMA components 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.

The bidder must provide all FAA Form 8130-3’s for parts installed on state aircraft during any maintenance and repair of aircraft.

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

In the event that the equipment or parts supplied to the State are found to be defective or do not conform to specifications, the State reserves the right to cancel the order to the bidder and return such equipment of parts to the bidder at the bidder’s expense.

The Vendor guarantees delivery time of one (1) business day for stocked parts and 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.

Section 13: Minimum Insurance Requirements

Bidder must furnish proof of 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 occurrences, in regards to the test flight coverage (aviation liability) that will be accepted by the Department 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 $7,000,000 per occurrence. This insurance must remain in full coverage throughout the duration of this contract and 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 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 two (2) 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 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.

APPENDIX A

ODOT AGREEMENT NO. 195-25

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______________, 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 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: ____________________________ Jack Marchbanks PH. D, Director Name, Title

Date: ___________________________ Date: ___________________________

Section 16: Vendor Survey Audit Forms

The forms on the next pages shall be completed and returned in the bidder’s submitted bid package. These forms shall be used to help determine a bidder’s responsibility.