2-RFP-RC-2025-025 Upfitting-Helicopter-Bell. 407GXi.pdf

Edwin J. Day, County Executive

TITLE: UPFITTING FOR NEW BELL 407GXi HELICOPTER RFP-RC-2025-025

Department of General Services – Purchasing Division RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Department of General Services Purchasing Division

Request for Proposal

BID DISTRIBUTION - Important Notice - The County of Rockland officially distributes bidding documents from the Bonfire Portal.

Firms wishing to participate in this solicitation can download all of the RFP documents from the link provided below:

https://rocklandgov.bonfirehub.com/portal

Where applicable, see RFP Document for Scheduled Pre-Proposal Meeting and Deadline for Receipt of questions.

The closing date for the Request for Proposal is 3:00 pm, local time, on October 14, 2025.

PRE-PROPOSAL MEETING

A virtual pre-proposal meeting will be held via Microsoft Teams as detailed below. Attendance may or may not be mandatory. A transcript of the questions and answers will be distributed to all attendees and proposers who have returned the Receipt Confirmation Form. Verbal questions will be allowed at the meeting. However, questions of a complex nature, or questions where the proposer requires anonymity, should be forwarded in writing to the County prior to the meeting.

To attend the virtual pre-proposal meeting please select the link below on the date and time scheduled.

LINK:

Date: 9/18/2025 Time: 11:00 A.M Location: Microsoft Teams

QUESTIONS

All inquiries related to this Request for Proposal are to be in writing to the attention via email to purchasing@co.rockland.ny.us. The Solicitation number and title noted above must appear in the subject line of the email communication.

Paul J. Brennan, FNIGP, NIGP-CPP, CPPO Director of Purchasing

Department of General Services – Purchasing Division 50 Sanatorium Road, Building A, 6th floor

Pomona, NY 10970 Telephone: 845-364-3820

The deadline for submission of questions is 9/24/2025 at 4:00 p.m. Answers will be given via addenda issued in response to the questions received

Meeting ID: 284 683 718 713 2 Passcode: k4nt7hC2 https://rocklandgov.bonfirehub.com/portal mailto:purchasing@co.rockland.ny.us https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzdlNjc5ODYtNzBmNi00ODUyLWE1OTItMWRlZTRlNDc0NThj%40thread.v2/0?context=%7b%22Tid%22%3a%2223b7091d-d4a1-4811-acff-f31110db3743%22%2c%22Oid%22%3a%22fe377cd2-b696-4160-8a1a-22110403413b%22%7d Velezst Typewriter

CLICK HERE TO JOIN MEETING

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

The County encourages submission of Proposals by certified Minority- and/or Women-Owned Business Enterprises (MWBE) and/or Disadvantaged Business Enterprises (DBE).

The County of Rockland is committed to full compliance with the Americans with Disabilities Act. To that end, the County is committed to creating an accessible environment for all. To request accommodations that you may require, please call (845) 364-3820. Please request these accommodations four (4) business days in advance so that we can seek to meet your needs.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Required forms to be completed and uploaded with the proposal

• Statement of Required Disclosures, Representations and Certifications (see separate attachment)

• Past & Present Performance (see separate attachment)

• Federal Clauses

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Receipt Confirmation Form

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM WITHIN 5 WORKING DAYS OF RECEIVING

SOLICITATION PACKAGE TO:

EMAIL : purchasing@co.rockland.ny.us

Failure to return this form may result in no further communication or addenda regarding this RFP.

Company Name: ________________________________________________________________________

Address: ______________________________________________________________________________

City: _____________________________________________ State: ___________ Zip Code: ________

Contact Person: _________________________________________________________________________

Phone Number: ______________________________EXT:_____ Fax Number: ______________________

Email: _____________________________________

I have received a copy of the above noted RFP.

______ We will be submitting a RFP

______ We will NOT be submitting a RFP – (please indicate reason)

Signature:______________________________________________________________________________

Title:__________________________________________________________________________________

If a bidders meeting has been arranged for this Bid, please indicate if you plan to attend: Yes / No rectconf.frm

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this request for proposal is to enter into a contract with a qualified firm to provide upfitting for a Bell 407 GXi Helicopter previously purchased by the Rockland County Sheriff’s Office. The new Helicopter has an anticipated delivery date of 1/1/2026. The Helicopter will be used in emergency operations in Rockland County by the Rockland County Sheriff’s Office. It is anticipated that this RFP may result in a contract award to “a single contractor”. The helicopter will be FAA certified as a normal category helicopter, and all accessories (including avionics and mission equipment) will be installed to meet mission specifications including be FAA approved by STC or under an FAA “337” field approval.

This RFP is designed to provide interested offerors with sufficient basic information to submit proposals meeting minimum requirements but is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement.

BACKGROUND

The County of Rockland, which has an approximate population of over 340,000 individuals located approximately 25 miles from New York City is looking to procure a new Bell helicopter to replace a helicopter that has been deemed end of life or would need significant upgrades to maintain. The new helicopter will service County of Rockland law enforcement activities and emergency operations County wide and be assigned to the Rockland County Sheriff’s Office.

REFERENCES

Unless otherwise stated, the proposal must include a minimum of three (3) current projects and two (2) past projects.

ISSUING OFFICE AND RFP REFERENCE NUMBER

The County of Rockland’s Department of General Services – Purchasing Division is the issuing office for this document and all subsequent addenda relating to it, on behalf of The Rockland County Sheriff’s Office.

The reference number for the transaction is Solicitation # RFP-RC-2025-025 by Division of Purchasing).

This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

LENGTH OF CONTRACT

The Contract resulting from this RFP will be for a period of: ONE TIME BUY FOR UPFITTING

The County of Rockland reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

STATEMENT OF DETAILED SCOPE OF WORK

1.1 The successful bidder must have extensive experience in law enforcement aircraft, law enforcement mission ready equipment, and Bell 407 helicopter completions. The experiential requirement will be determined by the Rockland County Sheriff’s Office. The successful bidder must provide information on other law enforcement Bell 407 customers and written references from at least three (3) operators of Bell 407 law enforcement aircraft.

1.2 All equipment, hardware, accessories, kits, components, installations, etc. must be warranted by the vendor and not a third-party or agent. A single point of contact shall be required for the purchase and completion.

1.3 As a prime requisite, the bid vendors must be capable of meeting or exceeding these specifications and are compelled to fulfill other requirements contained therein before any bid is considered. It is mandatory that all parts, materials and installations comply with approved Federal Aviation Administration (FAA) instructions and requirements and successfully pass FAA inspection and certification.

2. BIDDER AND CONTRACTOR REQUIREMENTS

2.1 All bid proposals shall be submitted on the forms issued by the County of Rockland and shall be submitted on the Bonfire portal. The County shall disregard any terms and conditions referenced in manufacturer price sheets. All changes, alterations, and erasures made by the bidder prior to submission of the bid-quote shall be initialed in ink by the person signing the bid alongside such change, alteration or erasure.

2.2 If any bidder submits with his bid additional conditions, deviations, or exceptions to these terms and conditions or to the specifications, the bid shall be rejected. All equipment described herein, including accessories and spare parts, should be readily available from the proposed manufacturer to preclude any delay in delivery after the award has been made. The equipment offered must be operationally compatible with the current production equipment of leading manufacturers in the field. ALL COMMODITIES BID MUST BE NEW UNLESS OTHERWISE REQUESTED

2.3 Bidders shall abide by and comply with the true intent of these specifications and shall not take advantage of any unintentional error or omission but shall complete every section with true intent and meaning of the specification. Failure of the bidder to read, understand or include any feature, device, operational capability or services called for in these specifications, regardless of where they appear herein, shall not reduce his responsibility to provide them for the price bid. No extras or

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809 other compensation shall be allowed. The bidder shall assume complete responsibility for delivery, installation and warranty maintenance of equipment whether or not they are the manufacturer thereof. The successful vendor shall guarantee that all materials used, and all work performed under this contract shall fully comply with the requirements of these specifications.

2.4 Bidders who feel there has been an omission of items in the specifications shall include in their bid all the equipment necessary to make the system operational to the buyer’s satisfaction. Notation shall be made to point out these items and they shall be added to the parts list.

2.5 Bidders shall include detailed information or cut sheets for each item. These sheets must indicate equipment type or model and manufacturer numbers. Complete and accurate model numbers must be submitted. Items in these specifications that materially contribute to equipment reliability will not be compromised. The equipment supplied by these specifications may be modified in the field to meet specified requirements, provided a detailed description of the modification and necessary technical drawings are supplied with bid proposal. Any communications equipment shall be FCC type accepted at the time of bid opening. The FCC acceptance type number shall be indicated in bid documents, cut sheets, etc. as supplied by the bidder. Equipment scheduled for production line phase-out (to be discontinued by the manufacturer) will NOT be acceptable.

2.6 Should a vendor proceed to deliver any material without prior approval, he shall do so at his own risk. Should the material be deemed unacceptable when inspected, the distributor will be required to make such revisions as directed by the Rockland County Sheriff’s Office. Such changes shall be entirely at the expense of the vendor.

2.7 It is understood and agreed that the bidder will perform the work required by this contract as an independent contractor and not as an agent for The County of Rockland.

2.8 The contractor shall, at all times observe and comply with all Federal, State and local laws, bylaws, ordinances and regulations in any manner affecting the conduct of the work applying to employees on the project, as well as all orders or decrees which have been promulgated or enacted by any legal bodies or tribunals having authority or jurisdiction over the work, materials, employees or contract.

3 SUBSTITUTIONS/REPLACEMENTS: In the event there should be discontinuance after contract award of the original product, another product may be substituted providing:

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

3.1 Product meets or exceeds the performance and technical specifications of the original product.

3.2 Product is approved by the County of Rockland and Rockland County Sheriff’s Office and accepted in writing by The County of Rockland.

3.3 No increase in cost shall be allowed for any substitution/replacement item.

3.3.1 Any additions to the aircraft standard configuration and/or basic equipment after signing the contract pursuant to this RFP will be installed and provided to the buyer at no additional cost. This shall occur prior to delivery and acceptance.

3.3.2 Any additions to the aircraft standard configuration and/or basic equipment after signing the contract pursuant to this RFP will be installed and provided to the buyer at no additional cost. This shall occur prior to delivery and acceptance.

4 HELICOPTER CUSTOMIZATION

4.1 All mission -ready equipment, hardware, accessories, kits, components, installations, etc. must be warranted by the vendor and not a third-party or agent. A single point of contact shall be required for the purchase and completion.

4.2 All helicopter customization equipment shall be FAA certified and all accessories (including avionics and mission-ready equipment) installed to meet mission specifications shall be FAA approved by STC or under an FAA “337” field approval.

5 SYNOPSIS OF INSTALLED EQUIPMENT ADDED TO BASE HELICOPTER

5.1 All materials and parts, unless otherwise stated, comprising the units herein specified shall be new and unused, of current manufacture, and of the highest quality, free from all defects or imperfections affecting performance or appearance.

5.2 The helicopter shall include the following installed customization mission ready kits:

1. Emergency Floats Reservoir & Emergency Floats

2. Artex C406 NHM ELT Provisions

3. Artex C406 NHM ELT with PGM Adapter

4. Traffic Avoidance System GTS 800 TAS Garmin

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

5. Weather Data Link GDL 69 HA Garmin & XM Radio

6. Search Patterns ( displayed on G1000H NXI requiresSW24 Loose Equipment if SW23 Installed

7. Dart Heli-Access Step LH high Gear Float compatible 407 Part number :D206-628-

8. Bambi Bucket to include open/closed switch,9pin Belly plug (requires BHT Cargo hook)

9. SEI Bambi Bucket Model BB1012/120 Gallons (Loose Equipment)

10. Cargo Restraint internal Provisions

11. Cargo Hook Provisions

12. Cargo Hook Equipment

13. Flight Stream 510

14. Door Openers Automatic for Hi Vis Crew

Doors (AA) Doors

15. Door Openers Automatic for Baggage

Door (AA)

16. Quick release Pins (1 3 Door Kit

(Meeker)Litter Door and Hi Viz Crew Doors

17. Paravion DZUS Fastener and Snow Deflector 407SD-300-3/-4

18. Bleed Air Heater w-Windshield & Chin Bubble Defrost (Air Comm)

19. Air Conditioner -w-Dual Forward Evaporators (Air Comm)

20. Cockpit Cabin Floor Protector Kit (AA)

21. Baggage Floor Protector (AA)

22. Personnel Attachment Fixture Kit (AA)

23. Sheep Skin Slip Covers for Pilot and C0-

Pilot (Dark Grey)

24. Leather seat slip covers for cabin(Dark

Gray)

25. Boattail Shelf (AA)

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

26. Aero Dynamix NVG STC (does not include Aero Dynamix NVG covert IR Formation lighting System)

27. Footswitch added to Pilot side with ICS/XMIT capability for Pilot and Copilot ( Along with ICS/XMIT selector switch on instrument panel or pedestal) (Toogle switch)

28. Technisonic TDFM 9000 series Radio, ROM (Project #90022)

29. RC9000 remote control head and audio panel mounted above in ceiling ( include cost of TDFM Remote Control Head)

30. Macro Blue 15” NVG Monitor and Custom Mount LHS of instrument Panel(Keyboard to be mounted under the 15” monitor)

31. Macro Blue 12” NVG Monitor mounted in cabin on Vertical Tunnel.

32. Video Splitter ( Churchill & FLIR 380HDc)

33. Churchill keyboard with storage in cabin

34. Churchill ARS 750C Augmented Reality

Mapping System (ATOM2) mission computer-w-Internal Dual Recording/Wi/Fi Router( Audio Recording of RT-7000 Only (not ICS)

35. Provisions for TRAKKA BEAM TLX Searchlight to consist of cables, wiring, grip control bracket, Meeker aft Mount and Mount Access

36. Equipment only: TRAKKA BEAM TLX Searchlight-w/IR Capability/Equipment to consist of , PCIU, CIU, Grip Controller, IR 825, Visible Red Near IR and amber filters. ( Searchlight hand controller to be backlit and system to interface with FLIE 380 Dc, and Shotover moving map system. Amber, Near Red, Blue, Green, and IR filters are to be include with laser pointer option. (A separate searchlight

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809 steering switch is to be installed in pilots cyclic grip)

37. FLIR 380Dc EO/IR Sensor for display on copilot mission monitor, including Meeker nose mount, Meeker landing lights,dovetail quick disconnect, internal and external wiring. Laser Interlock unit (Non-Backlit), NVG Compatible hard controller, desiccants, and storage case Option to include HD thermal Imaging Camera 1280FPA w/500mm continuous zoom, HDEO -HD Color Camera with 40x zoom (1080p) -ESLRF- Eye-Safe Laser Rangefinder, LP-Laser Pointer, (150mW and HDEO2-HD Col)

38. Stowage provisions for the FLIR controller, searchlight controller on the co-pilot side of the cockpit.

39. FLIR, and Searchlight hand controller connection ports to be located in a manner allowing hand controllers to be used in the cockpit and cabin( mounted behind Co-Pilot head) (Included in 1.3.7.8)

40. Belly- (Focused on cargo hook area) and left door overhead view cams ( View on Co-Pilots macro blue monitor-splitter required) Recording on ARS-750.

41. Mission master switch (and circuit breaker combination to permit single point power control for FLIR, Moving Map, Searchlight Systems, RT-7000)

42. Dual (Type-A , 5 VDC & Type C, 5-20 VDC)USB port forward cabin ( in arm rest next to audio panel)

43. Dual (Type-A , 5 VDC & Type C, 5-20 VDC)USB port forward cabin ( On instrument panel below MFD)

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

44. Dual (Type-A , 5 VDC & Type C, 5-20 VDC)USB port forward cabin ( Side of instrument panel under a/c duct)

45. Streamlight STRION flashlight and recharger stand mounted in the cockpit for easy access by either Pilot or Co- Pilot. Mount location is between the seats on broom closet

46. APU Door Open Annunciator kit used with baggage compartment light in caution panel

47. Collective Mounted switches -Switching of navigation radio frequencies (active/stand-by) and scrolling of channel features of NAV/COM radio.

(installation location TBD)

48. Transponder “ident” feature to be accessible via a collective mounted button or switch. Install location TBD)

49. Custom Paint scheme- TBD

50. Three (3) Matterwaves P/N MAT-B9-136-

870 XB1

51. Breeze Eastern 300lb. Hoist equipment for use with lightweight POP-OUT Floats (407-995-004)

52. Detachable Flite Step kit -LH (AA) (206- 305-001)

53. ICS/radio pendants for cabin transmission (Total of 3)

54. Headsets BOSE with Blue tooth (Total of 3)

6. LAW ENFORCEMENT KITS AND CUSTOMIZING

6.1 PROVIDE AND INSTALL: The contractor shall provide and install the avionics equipment listed in this document, and such equipment shall be of the model specified or equivalent. All appropriate avionics equipment must be as specified unless otherwise approved by the County of Rockland. The Rockland County Sheriff’s Office Aviation Unit will determine the equivalency of the equipment.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

6.2 LOCATION OF EQUIPMENT: Radios, control heads, wiring harnesses, brackets, antennas, etc., cannot be installed in such manner as to interfere or hinder the normal passenger accommodation. Prior to beginning any installation of equipment, the contractor will provide drawings to the Rockland County Sheriff’s Office for approval showing mounting locations of all instruments and vendor installed equipment.

6.3 ACCESS PANELS: All access panels shall be configured to be operable regardless of additional equipment installed (for example, the air conditioning evaporators cannot prevent removal of panels on the pedestal).

6.4 CIRCUIT BREAKERS: All add -on circuits which are installed by the vendor shall be protected by circuit breakers of an equivalent type to those used by the aircraft manufacturer.

6.5 Technisonic TDFM 9000 series Radio, Project # 90022, remote control head and audio panel mounted above in ceiling ( include cost of TDFM Remote Control Head).

6.6 OuterLink AirIP cellular downlink and antenna mounts with antennas including cable/connector kit installation will be supplied by the vendor. If offering an alternative solution, it must meet the requirements listed below:

Connectivity & Bandwidth

• Must support bonded cellular connectivity across three (3) telco carriers.

• Shall be capable of simultaneously supporting the connection of at least 10 Wi-Fi devices onboard.

• System must maintain uninterrupted connectivity (bonding) during dynamic flight conditions and handoffs between towers and carriers.

• System shall support a bidirectional data path with the capability to stream encrypted county personnel and asset location information.

• System must provide automatic data load balancing among and between completely independent cellular networks throughout the entire flight regime.

Secure Video Streaming

• Shall support bidirectional live, encrypted video streaming over a VPN connection.

• Shall be capable of integrating with County Video Management Systems (VMS).

• Video transmission must be secure, low-latency, and mission-ready.

Optional Satellite Tracking

• System must offer optional Iridium or Certus satellite tracking without the addition of any additional devices.

• Supplier shall be an approved Value Added Reseller (VAR) for both the Iridium and Certus satellite networks.

• Tracking intervals must support 1-minute updates.

Certification & Compliance

• Equipment must be FAA STC certified for installation in Bell 407Gxi platforms.

• All hardware must be DO-160 G certified for environmental durability (vibration, temperature, humidity) and OEM shall have FAA Parts Manufacturing Approval (PMA).

Billing & Service Plans

• Vendor must provide singular monthly billing with no third-party service outsourcing.

• Service plans must be unlimited to eliminate data overage concerns.

• Vendor must offer First Responder Priority service plans through direct Telco partnerships.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

6.7 Trakka Systems; TrakkaBeam TLX searchlight. Mounted to rear of fuselage with a Meeker Aviation mount.

Searchlight hand controller to be back-lit, and system will interface with FLIR 380HDc, and Shotover moving map system. Amber, Near Red, Blue, Green, and IR filters are to be included as well as the laser pointer option. A separate searchlight steering switch is to be installed in the pilot’s cyclic grip.

6.8 Macro-Blue 15” tactical displays. One in the cockpit and one in the cabin. Displays will have the ability to show FLIR video, moving map, and belly/door cams by a selector switch.

6.9 FAA APPROVAL: The equipment and installation must be in accordance with prescribed FAA procedures and the completed systems must include all radio components, wiring harness, mounting brackets, lighting devices, circuit breakers, antennas and switches. All the foregoing must be approved by the FAA.

7. WEIGHT AND BALANCE

7.1 The vendor shall weigh the helicopter prior to and after completion and provide new and accurate weight and balance certificates.

7.2 Design of the helicopter should permit minimum to maximum indiscriminate cabin loading without having to move any aircraft components, or using any movable ballast to keep within certified limitations.

8. OPERATIONAL CHECKS

8.1 The vendor shall perform a functional check of each piece of equipment after final installation of control positions on the consoles. At the time of the flight test/delivery, the vendor shall perform functional checks as above, in the presence of a representative of the Rockland County Sheriff’s Office Aviation Unit.

8.2 FLIGHT TESTING: If flight testing is required prior to receiving FAA approval of the equipment installation, the vendor will provide a pilot for the purpose of conducting these tests. All necessary paperwork will be completed by the vendor.

9. DOCUMENTATION

9.1 SCHEMATICS: The vendor shall provide for the aircraft, two (2) sets of schematics and working drawings of all equipment manufactured by them; all custom manufactured equipment and installations; all modifications of standard, off the shelf equipment that does not have schematics or drawings available from the manufacturer; to include overall system wiring and audio mixer control units. The airframe number will be included on all schematics provided by the vendor. One set will be a paper copy and one set will be digital.

9.1.1 OPERATION MANUALS: The vendor will provide operation manuals or flight manual supplements for contractor installed equipment.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

9.1.2 MAINTENANCE TRACKING SOFTWARE: The vendor will register the aircraft in the Traxxall maintenance tracking software and insure that all component data is accurate and up-to-date upon delivery of the aircraft to Rockland County.

9.2 MANUALS: The following documents and manuals shall be delivered with the aircraft and the manufacturer shall verify an automatic continuing upgrading of such manuals, as applicable, by mailing the latest changes and modification sheets to the Rockland County Sheriff’s Office Aviation Unit or whoever they designate.

9.2.1 Pilot’s flight handbook – Three (3) copies each. If available, one (1) electronic copy will also be provided.

9.2.2 Maintenance Manuals – One (1) copy each Airframe and Engine. If available, one (1) electronic copy will also be provided.

9.2.3 Parts Manual – One (1) copy each Airframe and Engine. If available, one (1) electronic copy will also be provided.

9.2.4 Two copies each of radio and electrical system schematics and all essential items built into the helicopter and auxiliary furnished equipment.

9.2.5 Any software, cables, or other equipment required for the programming of installed equipment (if applicable).

9.3 DELIVERY OF DOCUMENTATION: All documentation described herein is to be delivered at the time of the helicopter delivery to the Rockland County Sheriff’s Office.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

10 WARRANTY / AIRWORTHINESS DIRECTIVES AND SERVICE BULLETINS

10.1 The warranty period shall commence on the date the Rockland County Sheriff’s Office officially accepts the completed helicopter. Hours to ferry the helicopter from the completion center to Rockland County, NY shall not be counted toward the warranty(s).

10.2 Warranty on the airframe, avionics, and accessories shall be non-prorated and for three (3) years, or 2,000 hours, whichever comes first.

10.3 Vendor will be responsible for parts, labor, and shipping charges incurred by Rockland County as a result of airworthiness directives, and/or service bulletins released by the manufacturer/FAA during the first three (3) years of aircraft ownership

11 INSPECTIONS

11.1 The successful vendor shall provide the Rockland County Sheriff’s Office (up to three [3] members) with three (3) trips to the selected completion center for inspection of the helicopter at various stages of upfitting completion.

11.1.1 The first trip will take place immediately after the aircraft is delivered to the completion facility from the factory.

11.1.2 The second trip will occur during the completion process (to be determined by the buyer).

11.1.3 The third inspection trip will coincide with the final completion of the aircraft and will act as a preliminary acceptance inspection before the aircraft departs the vendor’s completion facility.

11.1.4 If any discrepancies are found during the final inspection and they cannot be resolved during the trip, the vendor shall provide an additional trip with no additional cost.

12 ACCEPTANCE

12.1 A preliminary acceptance inspection and test flight shall be accomplished prior to the helicopters departing from the vendor’s completion facility as per previously stated requirements. Any and all discrepancies found during the aforementioned preliminary inspection and test flight shall be corrected at the vendor’s completion facility location before the aircraft departs for final acceptance at the Rockland County Sheriff’s Office Aviation Unit.

12.2 The helicopter shall be required to undergo a flight test by the pilot designated by the Rockland County

Sheriff’s Office. The Rockland County Sheriff’s Office will not accept delivery of the helicopter until the acceptance test has been passed and the helicopter has been approved by a representative of the Rockland County Sheriff’s Aviation unit.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

13 DISPUTES AND RIGHT OF REFUSAL

13.1 Rockland County reserves the right to reject any or all proposals.

13.2 In cases of disputes as to whether or not an item or service quoted or delivered meets specifications, the decision of the Rockland County Sheriff’s Office shall be final and binding on both parties.

13.3 The submission of a bid shall be considered acceptance of to all the terms and conditions provided herein and in the various bid documents, unless specifically noted otherwise in the proposal.

PROPOSAL EVALUATION CRITERIA

An Evaluation Committee will evaluate proposals against the following weighted criteria.

Each area of the evaluation criteria must be addressed in detail in proposal.

WEIGHT EVALUATION CRITERIA

200 Points - Demonstrated ability to meet the scope of work – A detailed response on various projects completed and successfully delivered -to include length of service after delivery.

200 Points - Demonstrated technical capability (proven track record), .- the proposal must include a minimum of three (3) current projects and two (2) past projects.

150 Points -Qualification and expertise of staff proposed for this project. It is mandatory that technicians are Bell Certified and comply with approved Federal Aviation Administration (FAA) instructions and requirements and successfully pass FAA inspection and certification.

100 Points Performance references for similar projects.-The successful bidder must provide information on several other law enforcement Bell 407 customers and written references from at least three (3) operators of Bell 407 law enforcement aircraft

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

350 Points Cost Proposal will be evaluated with respect to adequacy and reasonableness. This evaluation will include consideration of the probable cost to the County of doing business with each offeror; the possible growth in proposed costs during the course of the contract; the features of each offeror's work plan that could cause the estimate cost to vary; and cost-sharing if proposed. If after the evaluation of technical proposals, two or more competing overall proposals are considered in the competitive range, the evaluated probable cost to the County may be a deciding factor for selection. That is, the highest technical proposal may not necessarily be selected when cost considerations are taken into account.

All proposals in response to this RFP will be evaluated in a manner consistent with the Rockland County Procurement Policy, rules, policies and the evaluation criteria established in the RFP.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

COST PROPOSAL TEMPLATE

Helicopter Bell 407GXi

I propose to provide the Bell 407GXi Helicopter upfitting as outlined in this RFP ( RFP-RC-2025-025) for the costs as follows: (Enter in Box below)

BASE HELICOPTER BELL 407GXi UPFITTING COST:$

COST:$

(Name) (Signature) (Date)

Proposals are to be uploaded as a separate attachment to your RFP response. Please refer to the separate attachment titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically. Inclusion of any cost or pricing data within the technical proposal may result in your proposal being judged non- responsive.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Proposal Submittal Procedures

Please follow these instructions to submit via our Public Portal.

Submission Instructions for Suppliers

Please follow these instructions to submit via our Public Portal.

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement

Does your proposal include exceptions to the County's

Appendix B, Terms

& Conditions?

Data Type: Yes/No N/A Required

Federal Clauses File Type: PDF (.pdf) Multiple Required

Cost Proposal File Type: PDF (.pdf) 1 Required

Redacted Technical

Proposal if

Applicable

File Type: PDF (.pdf) 1 Optional

Exceptions to

Appendix B, Terms

& Conditions

File Type: PDF (.pdf) 1 Optional

Technical Proposal File Type: PDF (.pdf) 1 Required

Past and Present

Performance File Type: PDF (.pdf) 1 Required

Statement of

Required File Type: PDF (.pdf) 1 Required

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Name Type # Files Requirement

Disclosures, Representations and

Certifications

Valid NYS Wkm's

Compensation and

NYS Disability

Certificates or

Attestation of

Exemption

File Type: PDF (.pdf) 1 Optional

Valid Certificate Of

Liability (see sample certificate for coverage and limits required as well as sample language to name the County of

Rockland as additionally insured)

File Type: PDF (.pdf) 1 Optional

Commodity Codes

Commodity Set Commodity Code Title Description

NIGP 03535

Engines and Parts, Helicopter

NIGP 03545

Equipment and

Supplies, Navigation, Helicopter (Not

Otherwise

Classified)

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Commodity Set Commodity Code Title Description

NIGP 03550 Helicopters

NIGP 03565

Instruments and

Testers, Helicopter

NIGP 03575

Parts (Except

Engine), Helicopter

Requested Documents:

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Requested Data:

Please note that text fields have a limit of 2000 characters. We recommend you prepare your responses in advance to ensure they fit within the length restrictions. Learn more about Requested Data at the Bonfire Help Center.

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/197926

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Oct 14, 2025 3:00 PM EDT. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

Each item of Requested Information will only be visible after the Closing Time.

Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

https://vendorsupport.gobonfire.com/hc/en-us/articles/6833306433943-What-s-a-Data-Field-or-Slot-https://rocklandgov.bonfirehub.com/opportunities/197926

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Need Help?

Rockland County uses a Bonfire portal for accepting and evaluating proposals digitally. Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. You can also visit their help forum at https://vendorsupport.gobonfire.com/hc/en-us mailto:support@gobonfire.com https://vendorsupport.gobonfire.com/hc/en-us

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

SUBMITTING YOUR PROPOSAL

NOTICE: By submitting a proposal in response to this RFP, the offeror is acknowledging that the requirements, scope of work, and the evaluation process, outlined in the RFP are fair, equitable, not unduly restrictive, understood and agreed to. Any exceptions to the content of the RFP must be protested to the Director of Purchasing prior to the closing date and time for submission of the proposal.

Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and ineligible for consideration.

Proposals must be submitted electronically through the County’s Bonfire Request for Proposal Portal. Please refer to the instructions titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically.

When submitting (uploading) a proposal electronically through the County’s Bonfire Portal, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the RFP. If you are in the middle of uploading your proposal at the closing time, the system will stop the process and your proposal will not be received by the system.

PROPOSAL RESPONSE FORMAT

All proposals must include:

• Section I: Executive Summary

• Section II: Detailed Response

• Section III: Value-Added Considerations

• Section IV: Protected Information (if any)

• Section V: Cost Proposal (Upload as separate attachment)

• Section VI: Exceptions to the RFP or Terms and Conditions

• Upload Exceptions as a separate attachment

• The County of Rockland Appendix B – Standard Terms and Conditions for Service Contracts must be downloaded and reviewed prior to submitting your proposal

• Section VII: Redacted Proposal if applicable (Upload as a separate attachment)

• Required Forms: Uploaded Separately on BonFire.

1. Executive Summary. The one or two-page executive summary is to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

2. Detailed Response. This section should constitute the major portion of the proposal and must contain at least the following information:

A. A complete narrative of the offeror's assessment of the work to be performed, the offerors’ ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the offeror's understanding of the desired overall performance expectations. Clearly indicate any options or alternatives proposed.

B. A specific point-by-point response, in the order listed to each requirement in the RFP.

C. Statement of Work (SOW) – A Statement of Work (SOW) is provided in the RFP. This Statement of Work represents the County’s minimum objectives for this project. The Offeror shall use the Statement of Work, which expands upon these minimum objectives to the extent necessary to conduct this acquisition. The proposed Statement of Work shall define the tasks required for the successful completion of the County's goals and objectives ensuring all minimum requirements are met as detailed in the County's SOO.

The proposed SOW shall consist of task statements. Each tasking statement shall reference the deliverables which will be provided by that task. The proposed SOW shall not contain informational notes, as the Technical Response subsection provides ample opportunity for discussion and description of the offeror’s approach. The tasking statements in the SOW shall use a common numbering system. The proposed SOW, when accepted by the County, will be included in the final contract.

D. Work Breakdown Structure (WBS) – The Offeror shall develop a Work Breakdown Structure, which reflects their view of the proposed contract effort. The WBS shall serve as a framework for organizing the proposed effort to include in-house, inter-divisional, subcontractor, and associate contractor activities. The WBS shall be developed to a depth (level) and breadth sufficient to accurately describe each participant's role and responsibilities in the project. The Offeror's proposed WBS shall be included with their Statement of Work and will be incorporated as part of the final contract.

1 Value-Added Considerations. Offeror may include any relevant services or products that will be provided to the County which are not specifically priced in their proposal; but which enhance the Offeror’s proposal.

2 Protected Information. All protected information must be included in this section of proposal response. Do not incorporate protected information throughout the proposal.

Rather, provide a reference to the proposal response directing readers to the specific area of this Protected Information section. .

If applicable, a redacted version of your proposal eliminating trade secrets/confidential information is to be uploaded with your submission. The redacted response will be the one given for any Freedom of Information requests. If you do not provide a redacted response, the response you provided will be sent for any FOIL requests.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

3 . Cost Proposal. Cost will be evaluated independently from the technical proposal. Please enumerate all costs on the attached Cost Proposal Form. Cost Proposals are to be uploaded as a separate attachment to your RFP response. Please refer to the separate attachment titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically. Inclusion of any cost or pricing data within the technical proposal may result in your proposal being judged non- responsive.

4 Exceptions to Terms and Conditions. Exceptions to the RFP Terms and Conditions, and/or the Standard Terms and Conditions for Professional Service Contracts (Appendix B) must be submitted with the proposal response.

Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered.

5 Required Forms. The Statement of Required Disclosures, Representations and Certifications shall be completed and uploaded as separate pdf. file on the Bonfire Portal and includes:

a. Affidavit of Non-Collusion

b. Affidavit of Disclosure of Political Contributions

c. Certification Regarding Affirmative Action Plan

d. Business Dealings in Northern Ireland

e. Past and Present Performance Information Form for a minimum of three references

f. Disclosure of Supplier Responsibility Statement

g. Supplier Information Page

h. Certification Regarding Boycott, Divest and Sanctions (BDS) activities

Responsible Offeror: Award will be made only to “responsible” offerors possessing the ability, experience, willingness, and integrity to perform successfully under the terms and conditions of the contract.

Responsibility is a procurement issue that is determined by the recipient after receiving bids or proposals and before making contract award in ascertaining whether or not a bidder is responsible, information may be requested from bidder to discuss and assist in determining responsibility.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

AWARD OF CONTRACT

Award shall be made to the offeror whose proposal is the most advantageous to the County taking into consideration price and the other evaluation factors set forth in this request for proposals.

The County reserves the right to award the contract(s) to a higher technically qualified offeror(s) in the event the total scoring (technical + Cost) offer is determined to not be the best value offered to the County, based on a cost benefit analysis.

The County reserves the right to award a contract in part or in full, or not at all, on the basis of responses received.

If a contract is awarded, it shall be awarded to the responsive and responsible Offeror whose offer conforming to the Request for Proposal will be most advantageous to the County as set forth in the Evaluation Criteria.

When award Occurs: Award of contract occurs when a formal contract has been finalized or other evidence of acceptance by the County is provided to the Offeror. A Recommendation of Award does not constitute award of contract.

CONTRACT TERM – RENEWAL

In addition to any stated renewal periods in the Contract, any contract or unit portion thereof let by the Director of Purchasing may be extended by the Director of Purchasing for an additional period(s) of up to one year (cumulatively) with the written concurrence of the Contractor.

PRICE GUARANTEE PERIOD

The proposed price and/or hourly rates must remain firm through the first contract period with no adjustments allowed.

If the County exercises any of the option years of the contract, the Offeror may submit a request for adjustment on the yearly anniversary date of the contract. Any request for price adjustment(s) must be submitted thirty (30) days in advance of the anniversary date, in writing to the Director of Purchasing. Any and all price adjustments will be limited to the percentage increase in the applicable CPI Index for the preceding 12 months. The County reserves the right to reject any request for price increase deemed excessive.

STANDARD TERMS AND CONDITIONS OF THIS RFP

Any contract resulting from this RFP will include the County’s Standard Terms and Conditions for Professional Service Contracts included in the RFP and Appendix B. Exceptions and or additions to the County’s Standard Terms and Conditions are strongly discouraged.

Exceptions to the RFP Standard Terms and Conditions, of this RFP and/or the Standard Terms and Conditions for Professional Service Contracts as provided Appendix B must be submitted with the proposal response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered.

The County retains the right to refuse to negotiate on exceptions should the exceptions be excessive and not in the best interest of the County. Offeror must provide all documents in Microsoft WORD format for redline editing. The offeror must provide the name, contact information, and access of the person(s) that will be directly involved in legal negotiations.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PROTEST PROCEDURES

Protests Prior to RFP Opening: Protests regarding any aspect of the RFP document, attached materials and COUNTY award procedures must be submitted in writing prior to the RFP opening date and time (via e-mail, mail, or FAX) to:

Hon. Edwin J. Day County Executive 11 New Hempstead Road New City, NY 10956

The County Executive or his designee will respond to these protests within ten (10) business days.

Protests After Bid Opening/Notice of Intent to Award: Protests regarding the County’s proposed selection of a Offeror after RFP opening and notice of intent to award announcement must be submitted in writing (via mail, FAX) to the Hon.

Edwin J. Day, County Executive, 11 New Hempstead Road, New City, NY, 10956 (FAX: 845-638-5856). The protest must be submitted within three calendar days after such aggrieved person knows or should have known of the facts giving rise thereto. The County Executive or his designee will respond to these protests within ten (10) business days.

DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the County. However, the County may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offerors expense. The County is not required to provide the opportunity for oral presentations to all offerors that submitted a proposal.

CONFIDENTIAL / TRADE SECRET INFORMATION

Offerors should be aware that pertinent facts relating to their proposals, excluding trade secrets or proprietary information, could potentially be released as soon as sixty (60) days after the selection of the successful supplier.

The County of Rockland is subject to…