223-25_Bid_Document_Parts__OVHL-Repair_Contract_11-13-24.pdf

ITB 223-25

Aviation Parts, Components, Modules, Accessories and/or Component repair or overhaul.

REQUIREMENTS/SPECIFICATIONS

Section 1: Purpose

The purpose of this invitation is to establish a term contract with qualified firms for Original Equipment Manufacturer (OEM), Parts Manufacturer Authority (PMA), and/or Technical Standard Orders (TSO) Parts, components, modules, accessories and/or materials (parts) purchasing from aircraft parts suppliers for the inhouse repair of state-owned aircrafts’ and/or component repair or overhaul of removed components from state own aircraft undergoing inhouse maintenance, in accordance with the specifications contained herein.

Section 2: Bidder’s Requirements and Pre-Qualifications

2.1 Procurement parts, components, modules, accessories and materials the vendor will apply the same quality control procedures during receiving inspection of products provided under this contract as applied in the vendor’s usual course of business.

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

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

ODOT.

2.2.2 The bidder should provide in writing with their bid a list of those individuals who will be signing the 8130-3 for return to service for repairs and/or overhaul This list must contain the individual’s name, work responsibilities.

2.2.3 The bidder’s facility must be equipped to perform in-house repairs and/or overhauls.

2.2.4 The bidder must use FAA “approved data” for any work performed and documented on FAA form 8130-3.

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

2.3 A pre-award inspection of a bidder’s facility may be performed by the Department prior to the final award of this contract to ensure that the bidder can meet the specifications of this invitation to bid.

This inspection may be done prior to final award, as well as randomly at the Department’s discretion throughout the duration of the contract. The Department may note any deficiencies during this inspection and may require the bidder to cure the deficiency prior to awarding a contract to the bidder. Failure to correct any discrepancies found during an inspection within thirty days may result in either the bidder being deemed not responsible (if prior to award of the contract) or the Department exercising its right to cancel the contract with the bidder immediately.

Section 3: References

Each bidder should submit the names, addresses and telephone numbers of three references of recurring customers for aircraft parts. The references must be positive and address the overall ability of the vendor and its employees to deliver parts to be considered a responsible bidder. It is a requirement of the contract that the vendor must have provided like services. References shall only be accepted from the companies for whom aircraft were provided.

Section 4: Bidder’s Location Requirements

Only bidders whose facility is located within the contiguous united states with one exception of aircraft propeller repair/overhaul with in a 250-mile radius of the ODOT Office of Aviation, will be considered for award of this contract.

Section 5: Parts Procurement / 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 the items being purchased. This invoice shall specify the cost for each part being purchased. If an item is not purchased within five (5) days of the estimate invoice, a new estimate invoice must be obtained and approved by ODOT.

5.1 Allowable Parts Mark-Up and Invoicing

Vendors shall be limited to a maximum twenty (20%) percent mark-up on all parts excluding fright acquired by the Department pursuant to this agreement.

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

5.2 Parts Purchasing

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

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:

1. 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 may purchase instead from a non-contract vendor.

2. Parts not stocked by the contract vendor, e.g., special order parts, may be purchased by 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 from a non-contract vendor.

5.3 Parts Exchange Purchasing

The exchange component should be the same part number (or an acceptable alternate) as the exchange unit.

Core Value prices may change on an individual component based on documentation supplied by the vendor as to the reason there was a reduction in value, i.e. damage or missing parts of core returned.

Section 6: Component Repairs/Overhaul

6.1 Repair Pre-Approval

All repairs/overhaul must be approved by the Office of Aviation Administrator, or their authorized representative (Fiscal Manager, Aviation Manager Maintenance and Aircraft Maintenance Superintendent) in writing before work is commenced. Requests for such approval must include a list of parts to be replaced, the type of service needed, and an estimate of the anticipated time and total cost of service. The total cost of service 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 (5) days of notification by ODOT and shall be completed within a reasonable time.

6.2 Subcontractors

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

Prior to a subcontractor starting work, the awarded vendor must notify ODOT of their intent to subcontract. ODOT shall approve each subcontractor prior to the subcontractor commencing work. In addition, the awarded vendor must submit an itemized estimate for labor, repair time, parts costs and repair center name to the Office of Aviation Administrator, or their authorized representative (Fiscal Manager, Aviation Manager Maintenance and Aircraft Maintenance Superintendent), in writing prior to the subcontractor beginning work. If in ODOT’s opinion the quoted price is excessive, ODOT reserves the right to request additional quotes from other subcontractors be provided.

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

Otherwise, all subcontract work must cease, and another itemized estimate must be resubmitted to ODOT.

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

6.3 Charges

All repair work shall be completed within a reasonable time, considering good operating practices, and availability of parts. Total cost of repairs/overhaul shall not exceed the original repair/overhaul 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.

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

6.4 Flat Rate Manual

Bidders should provide with their bid a flat rate manual listing the number of hours necessary to make various types of repairs/overhauls to the components, if such manual is available

6.5 Additional fees

These are fees outside of the work scope that are charged to all customers. If the vendor charges a fee such as airport concessions fee, hazardous, consumables, hardware, etc. or a pickup or drop-off outside our normal business hours. If being charged they required to be on all estimates and final invoice. The fee calculation needs annotated on the pricing page. This fee will not be included in any percentage markup but rather a pass-through cost.

6.6 Repair/overhaul documentation

Vendor will provide component repair and/or overhaul tear down report, also known as a workshop report, shop findings, or work order, summarizes the work performed, parts replaced, and reasons for replacement.

Vendor will provide FAA Form 8130-3 is an airworthiness certification document that verifies the airworthiness of aircraft parts and components, including those that have been overhauled.

The 8130-3 form certifies that a newly overhauled part is safe for return to service. When releasing a life-limited part from overhaul, the TSN, CSN, TSO, and CSO must be entered on the form.

The 8130-3 form can also be used to approve the return to service of a component after maintenance or repairs.

Section 7: Documentation Supplied

Vendors must provide one or/all the following for new parts, components, or materials acquired for installation in state aircraft.

• Certificate of Conformance (C of C) Identifying the part or component by part number and condition (New)

• FAA Form 8130-3 (New) used to certify that new products conform to their design.

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

• Copy of original shipping invoice from the Manufacture or Production Approval Holder to vendor/distributor.

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

Vendors must provide the following for repaired or overhauled components, for installation in state aircraft.

• FAA Form 8130-3 (Repaired, Overhauled, etc.)

• Tear down report

• Shipping invoice from vendor/distributor to identify component.

Section 8: Freight Charges

ODOT shall bear the cost of freight on items needed for repairs to its aircraft. A copy of all freight invoices applicable to an invoice shall be included in the invoice’s supporting documentation. ODOT will not pay the freight charges if this invoice is not included, where applicable, in the awarded vendor’s invoicing. This fee will not be included in any percentage markup but rather a pass-through cost.

Section 9: Delivery

9.1 F.O.B. Place of Destination to:

ODOT Office of Aviation 2829 W. Dublin Granville Road Columbus, Ohio 43235.

9.2 Parts Delivery

The Vendor shall deliver stocked parts no later than three (3) business days after placement of the order and no later than ten (10) business days for non or out of stock parts. Delivery time for build to order parts shall be communicated by the Vendor and pre-approved by ODOT at the time of ordering.

An extension request for any of the above delivery requirements must be submitted in writing to the purchaser prior to the expiration of the original delivery date. The Administrator of the Office of Aviation or his designee, the Aviation Fiscal Manager and/or the Aviation Manager, Maintenance, will review the extension request. The Aviation Administrator or his designee, the

Aviation Fiscal Manager and/or the Aviation Manager, Maintenance will decide whether to accept or reject the extension request.

9.3 Shipping Insurance

All shipped must be fully insured for the total value of the item. The Vendor takes full responsibility for loss during shipping.

9.4 Delivery Hours

All deliveries shall be made between the hours of 8:00 a.m. and 3:30 p.m., Monday through Friday, excluding state holidays unless special permission is granted by the Department to temporarily waive or adjust this requirement.

Section 10: Warranty

Bidder warrants that the equipment or parts it supplies to the State conforms to specifications and is of the highest quality.

The Vendor must provide all warranties for new parts purchased per manufacturer’s warranty policy in force at the time parts were purchased. The Vendor must also provide an applicable workmanship warranty for exchange parts.

In the event that the 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 parts to the Vendor at the Vendor’s sole expense.

Section 11: Contract Duration

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

Section 19: Contract Award

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

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

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