Add.__6_-_Cal_Fire_Helicopters_IFB.pdf

Form GSOP S5-PIN (01-05)

STATE OF CALIFORNIA

DEPARTMENT OF GENERAL SERVICES – PROCUREMENT DIVISION

Invitation For Bid

DUE DATE

March 8, 2016

Responses must be delivered to the Procurement Division before 2:00 PM on the Due Date

SUPPLIER NAME AND ADDRESS

Event ID#:

0000000119

REV. DATE

February 29, 2016

PAGE

____ % CASH DISCOUNT FOR

PAYMENT WITHIN ____ DAYS

SEE REQUIRED PAYMENT

DATE OF THE GENERAL

PROVISIONS PARAGRAPH 30.

SHIP TO:

As Specified

ARE YOU CLAIMING PREFERENCE

AS A CALIFORNIA CERTIFIED SMALL

BUSINESS?

YES NO

IF YES, MANUFACTURER?

ARE YOU A NON-SMALL BUSINESS CLAIMING

AT LEAST 25% SMALL BUSINESS

SUBCONTRACTOR PREFERENCE?

SUPPLIER CONTACT:

RETURN TO:

DGS/PROCUREMENT DIVISION

Attn: Bid Room (Event ID # 0000000119) 707 3rd Street, 2nd Floor

West Sacramento, CA 95605

FOR FURTHER INFORMATION,

CONTACT:

BUYER: Eileen Tardiff

PHONE: 916-375-4463

EMAIL: Eileen.tardiff@dgs.ca.gov

NAME (PRINT)

TITLE

SIGNATURE DATE

SECTION 14835 ET SEQ. OF THE CALIFORNIA GOVERNMENT CODE REQUIRES THAT A

5% PREFERENCE BE GIVEN TO BIDDERS WHO QUALIFY AS A SMALL BUSINESS OR

BIDDERS WHO QUALIFY AS A NON-SMALL BUSINESS CLAIMING AT LEAST 25%

CALIFORNIA CERTIFIED SMALL BUSINESS PARTICIPATION. FOR REQUIREMENTS SEE

TITLE 2, CALIFORNIA CODE OF REGULATIONS, SECTION 1896, ET SEQ. THE

REQUIREMENTS FOR NONPROFIT VETERAN SERVICE AGENCIES QUALIFYING AS A

SMALL BUSINESS ARE CONTAINED IN SECTION 999.50 ET SEQ. OF THE MILITARY AND

VETERANS CODE

PHONE

EMAIL

FEDERAL EMPLOYER IDENTIFICATION NUMBER

Bidder offers and agrees if this response is accepted within 45 calendar days from the date of opening to furnish all of the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified above and subject to the attached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY: By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed has complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) the National Labor Relations Board declaration set forth in Paragraph 43 of the General Provisions is true and correct. (3) If a claim is made for the small business preference, the information set forth within is true and correct.

ADDENDUM #6

February 29, 2016

Subject solicitation for a Cal Fire Firefighter Helicopters is hereby modified to reflect the following changes.

A. Attachment 1, Cost Worksheets: year 2 non-mandatory options formulas have been corrected.

All other terms and conditions remain the same.

mailto:Eileen.tardiff@dgs.ca.gov

(15-21) PD Reference Only

Business Unit (BU): 77601

CAL FIRE FIREFIGHTER HELICOPTERS

1. SCOPE

This solicitation covers the estimated three (3) year requirements of CAL FIRE for Firefighter Helicopters. The contract resulting from this solicitation will be mandatory for CAL FIRE but available for use by any other State Department and participating local agencies.

The term of the contract resulting from this solicitation will be for three (3) years. The contract will contain two (2) extension options for one (1) year or portion thereof. If a mutual agreement for a contract extension cannot be met, the contract may be terminated at the end of the current contract term and/or contract extension(s).

OTHER PURCHASES OUTSIDE OF CAL FIRE

Any government agency of the State of California and local governmental agencies may purchase the goods and services offered under this contract. When ordering, a Statement of Work must be included with the Purchase Order.

The Statement of Work must include the Installation/Completion Requirements and Delivery/Inspection Requirements using the name of the buying entity in lieu of CAL FIRE.

2. CURRENT CONTRACT

There is no historical spend for the CAL FIRE Helicopters; however, CAL FIRE is looking to replace their fleet of 12 Firefighter Helicopters over the next 5-10 years.

3. QUANTITIES

Quantities shown for each line item on Attachment 1 – Pricing Worksheet are estimations for evaluation purposes only.

The estimated quantities are based upon anticipated purchasing for a three (3) year period. Actual purchasing may vary from this pattern. The State will not guarantee that these quantities will be purchased. Consequently, there is no guaranteed dollar value for this contract. The State will not be obligated to purchase contractor’s excess inventory if actual purchases vary from the anticipated purchasing pattern. The State reserves the right to order more or less of any line item in this solicitation.

4. BIDDER QUESTIONS

All bidders are encouraged to carefully review all pages of this solicitation. All questions, comments, and concerns should be immediately directed to the buyer in writing within at least four (4) working days prior to bid due date. All questions and/or concerns should be emailed to Eileen.tardiff@dgs.ca.gov .

The State shall take questions from bidders only. Questions with regards to specific component sales shall be directed to the bidder community as this bid is for a completely finished aircraft with all components installed.

Any bidder’s failure to raise concerns, in writing, related to the solicitation requirements or failure to report an incorrect referenced internet link within at least four (4) working days prior to the bid due date will be deemed a waiver of the bidder’s right to protest any decision for contract award relating to the solicitation requirements.

5. CLARIFYING INFORMATION

At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit requested information may result in your bid being considered non-responsive.

6. STATE OF CALIFORNIA ENVIRONMENTALLY PREFERABLE PURCHASING (EPP)

The State of California, Department of General Services, Procurement Division (DGS PD) is responsible for the implementation of Environmentally Preferable Purchasing (EPP) as mandated by the California Public Contract Code (PCC), Chapter 6, Sections 12400-12404, and supported by the Governor’s Executive Order S-20-04. By signing the Completed Bid Response form, the bidder is certifying that the products or services offered under this solicitation are in compliance with PCC section 12404.

The law requires “the procurement or acquisition of goods and services that have a lesser or reduced effect on human health and the environment when compared with competing goods and services that serve the same purpose”. Also, the procurement process must consider, to the extent feasible, the product’s associated impacts from the product’s raw mailto:Eileen.tardiff@dgs.ca.gov materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, disposal, energy efficiency, product performance, durability, and safety as well as the needs of the purchaser, and cost.

7. ATTACHMENTS

The following list identifies the applicable documents for this solicitation:

Attachment 1 – Pricing Worksheet

Attachment 2 – Product Specifications - State of California Bid Specification Number 1520-3093, dated 12/24/2015, Attachment 3 – Contract Reporting Data

Attachment 4 – Customer Reference Form

Attachment 5 – Bidder Declaration Form (GSPD-05-105) REV 08/09

Attachment 5A – Commercially Useful Function (CUF) Worksheet

Attachment 6 - California Disabled Veteran Business Enterprise (DVBE) Program Requirements (waived)

Attachment 7 – California Disabled Veteran Business Enterprise (DVBE) Bid Incentive Instructions REV 09/03/09

Attachment 8 – Disabled Veteran Business Enterprise (DVBE) Declaration Form (STD. 843) REV 05/06

Attachment 9 – Postconsumer-Content Certification (CIWMB 74) REV 04/07

Attachment 10 – Darfur Contracting Act

Attachment 11 – Alternative Protest Process Regulations

Attachment 12 – Performance Bond Document

8. BIDDER INSTRUCTIONS

The Bidder Instructions (rev 11/09/2011) applicable to this solicitation are located at the link below:

http://www.documents.dgs.ca.gov/pd/modellang/GSPD451-110911.pdf

9. GENERAL PROVISIONS

The General Provisions (rev 06/08/2010) applicable to this solicitation are located at the link below:

http://www.documents.dgs.ca.gov/pd/modellang/GPnonIT060810.pdf

NEGOTIATIONS

This solicitation is subject to the provisions of Public Contract Code Section 6611. At the State’s sole option, the Department of General Services (DGS) reserves the right to invoke negotiations pursuant to PCC 6611, in accordance with the existing guidelines adopted by DGS.

INCLUSION OF ADDITIONAL TERMS AND CONDITIONS

The State objects to and will not evaluate or consider any additional terms or conditions submitted by a bidder. This applies to any language appearing in documents attached as part of the bidder’s response. In signing and submitting a bid, the bidder agrees that any additional terms and conditions whether submitted intentionally or inadvertently, shall have no force or effect. Bids with terms and conditions attached may be subject to rejection.

10. METHOD OF AWARD

This solicitation shall be awarded on an "All or None" basis to the lowest responsive and responsible bidder meeting all administrative and technical requirements, terms, and conditions of this solicitation.

In the case of a tie bid, a tie breaker will be decided by a coin toss.

11. PRICING STRUCTURE

Contract items will be priced per year over a three (3) year span (see Attachment 1 – Pricing Worksheet).

http://www.documents.dgs.ca.gov/pd/contracts/forms/ifb/Attachment%203%20Contract%20Reporting%20Data.xls http://www.documents.dgs.ca.gov/pd/contracts/forms/ifb/Attachment%204%20Customer%20Reference%20Form.docx http://www.documents.dgs.ca.gov/pd/contracts/forms/ifb/Attachment%205%20Bidder%20Declaration%20Form%20(08-09).pdf http://www.documents.dgs.ca.gov/pd/contracts/forms/ifb/Attachment%207%20DVBE%20Incentive.pdf http://www.documents.dgs.ca.gov/pd/contracts/forms/ifb/Attachment%208%20DVBE%20Declaration%20Form%20(STD%20843).pdf http://www.documents.dgs.ca.gov/pd/contracts/forms/ifb/Attachment%209%20PCRC%20Workbook.xls http://www.documents.dgs.ca.gov/pd/contracts/forms/ifb/Attachment%2010%20Darfur%20Contracting%20Act.pdf http://www.documents.dgs.ca.gov/pd/contracts/forms/ifb/Attachment%2011%20APP%20Regulations.pdf http://www.documents.dgs.ca.gov/pd/modellang/GSPD451-110911.pdf

12. LINE ITEMS

All products to be offered as part of the contract resulting from this solicitation shall be listed on Attachment 1 – Pricing Worksheet. Bidders are required to provide the following proposed product information for each line item (in the yellow cells provided on Attachment 1):

Manufacturer Part Number (OEM #)

Manufacturer (OEM)

Bidder’s product Stock Keeping Unit Number (SKU#)

Item Description

Unit of Measure (UOM)

Quantity in UOM

Contract Unit Price

Note: Please refer to the Worksheet Key tab for field definitions.

13. SPECIFICATIONS

All products offered must conform to the attached specifications entitled State of California Bid Specification Number 1520-3093r2, dated 1/16/2016, 7 pages.

14. DESCRIPTIVE LITERATURE

Bidders are required to submit complete descriptive literature with the bid response. Descriptive literature shall be annotated to specify the applicable page, brand, model and Contract Line Item Number (CLIN). Failure to submit literature may result in your bid being considered non-responsive.

15. FACTORY AUTHORIZED COMPLETION CENTER

All bidders shall be the factory or a factory authorized completion center and shall offer factory or factory authorized service for the products being are offered. The bidder shall provide a signed Factory Authorization Letter with the bid response. Failure to submit requested information may result in your bid being considered non-responsive.

16. SAMPLES

N/A to this bid

17. RANDOM SAMPLE COMPLIANCE REVIEW

18. PRICES

All prices shall be noted on Attachment 1 – Pricing Worksheets. Prices shall be all inclusive. Only the prices/charges submitted in the bid response shall be included in the awarded contract. No other fees can be charged to the customer.

Bidders shall submit four (4) hard copies and one (1) electronic copy (on a CD-ROM in Microsoft Excel format) of the completed Attachment 1 – Pricing Worksheet with the bid response. If a discrepancy occurs between the hard copy and the electronic copy, the hard copy will take precedence. Failure to submit the Attachment 1 – Pricing Worksheet with your bid response shall result in your bid being considered non-responsive.

Note: Please refer to the Worksheet Key tab for field definitions and additional completion instructions.

For the purposes of this solicitation only, all bid pricing shall be valid for 60 calendar days after bid opening date. This language hereby supersedes the 45 calendar days as indicated on page 1 of the solicitation.

19. PRICING WORKSHEETS

Attachment 1 – Pricing Worksheet contains the price sheets that the bidders shall use to enter pricing/discounts for this solicitation. The bid contains mandatory and non-mandatory pricing:

Mandatory

Aircraft

Equipment Requirements

Mandatory Options

Services

Bond (if applicable)

Key/Definitions (for informational purposes only)

Non-Mandatory

Non-Mandatory options

Several line items are identified on Attachment 1, Pricing Worksheet as options. Mandatory options are required to be bid BUT are not mandatory for the CAL FIRE to purchase with each helicopter. Non-Mandatory options are not required to be bid BUT pricing is requested if the bidder can offer it. The Non-Mandatory items are not an evaluation factor.

TRAINING REQUIREMENTS

Training Expenses are a line item bid.

1. The training location for all training described herein shall be determined by the CAL FIRE project manager.

Can your company provide training in California? Yes No

If no, where will training be completed? _________________________________

2. The bid price shall include costs for the following training per aircraft:

Pilot Training: Pilot transition training shall be provided for up to two (2) Pilots. Training will include, but not be limited to, ground and flight instruction covering aircraft systems and all normal and emergency procedures for the aircraft supplied. Training shall be a minimum of five (5) days in duration. The contractor shall provide all necessary written and electronic training material as well as a training aircraft. Training shall

NOT be done in the purchased Cal Fire aircraft unless mutually agreed upon by the CAL FIRE project manager and the contractor. Location of training may be modified depending on the availability of an approved flight simulator specific to the make and model offered. Mobile flight training devices are preferred but must meet the OEM requirements for transition.

Check the box for which your company offers:

Flight training device (preferred) Simulator (location of simulator) _____________________

Maintenance Training: Maintenance training for the make and model of the helicopter purchased shall be provided for two (2) people.

Technical Equipment Training: Complete training per system shall be provided by representatives from the respective manufacturers/bidder of each of the following installed systems (approximately one day per system):

Mapping system

Rescue Hoist

Tactical Radio System

Satellite Phone and Tracking System

Audio Panel System

Direction Finding System

Auto Pilot

Note: Determination of whether the bidder or the manufacturer conducts the training can be discussed and agreed upon during the Pre-Work Conference.

20. PRICE ADJUSTMENTS

All prices shall be firm fixed for the first three (3) year contract term. For the two, one (1) year extensions, pricing will remain the same as the third year pricing bid, unless a price adjustment is granted.

All prices bid shall be firm fixed for the contract term including any optional year extensions unless a price adjustment is granted.

A. Frequency/Guidelines:

Price adjustments will only be acknowledged in accordance with the following guidelines:

1. Price adjustments will not be made during the first 36 months of the contract.

2. Price adjustments after the first 36 months may only be requested no more than once within a 12 month period.

3. Upon approved price adjustment, price adjustments will not be accepted for a period of 12 months from the last approved price adjustment effective date.

4. Price adjustment requests must include substantiating documentation including contractor’s identification of a Producer Price Index (PPI) and/or a similar verifiable published index for every item or group of similar items for which a price adjustment is requested.

5. Index identified and adjustment amount must be accepted by the State prior to any price adjustment consideration.

6. Once an index has been agreed upon for a given item the index identified will remain constant for all future price adjustment requests for those line items.

7. Price adjustments may only be requested when the cost of finished products per component based on the index(s) identified has increased no less than five (5) percent.

8. No price increase/decrease shall apply to quantities ordered from the contract prior to the effective date of the price adjustment. No retroactive contract price adjustments will be allowed.

9. The State reserves the right to decrease prices in the same manner as price increase adjustments.

B. Request Process:

Price adjustment requests will be processed as follows:

1. Any price adjustment request must be in writing and must be received 30 calendar days prior to the requested adjustment date. If a Contractor fails to request a price adjustment 30 calendar days prior to the requested adjustment date, the price adjustment, if accepted, will be effective within 30 calendar days after the State receives the written request .

2. Price adjustments requests must include:

a. A copy of the applicable Index illustrating the relevant percent increases/decreases.

b. An Excel spreadsheet detailing the requested adjustment to the contract line item(s). The spreadsheet should include the Contract Line Item Number (CLIN), current State Contract Price, percent increase/decrease, and adjusted State Contract Price for each contract line item(s).

3. Price adjustment, if granted, will be made in accordance with the percentage change to the appropriately agreed upon index. The percentage difference between: a) the latest final base index at the time of contract award, and; b) the latest final index issued at the time of the price adjustment request, will determine the maximum allowable adjustment to the current State contract price(s). Only final index data will be used to adjust contract pricing.

Additional price adjustments within the contract term including extensions, if granted, will be made in accordance with the percentage change to the agreed upon index. The percentage difference between: a) the new base index, calculated from the last approved price adjustment effective date, and; b) the latest final index issued at the time of the price adjustment request, will determine the maximum allowable adjustment to the current State contract prices

Upon receipt of such notice, the State reserves the right to:

a. Accept the adjustment as competitive with the general market price at that time; or

b. Negotiate proposed price adjustments. Note: The State will notify the Contractor, in writing, its desire to negotiate. The State will have ten (10) working days to complete negotiations; or

c. Deny adjustment request and continue with current State contract prices; or

d. Cancel the contract’s unpurchased balance without prejudice, effective upon written notice from the State.

Note: If negotiations fail to produce any agreement, the State reserves the right to exercise Options 4a or 4d with an effective date no later than ten (10) working days after unsuccessful negotiation.

C. Price Adjustment Example:

Scenario:

Contract term: 9/1/2008 through 8/31/2011 Allowable adjustment period: 12 months Requested price adjustment period: 9/1/2009 through 8/31/2011 Minimum % change to Index: 3% Current State contract price to be adjusted: $1.68/box Final base Index (May 2008): 175.9 Latest final Index (May 2009): 185.0

Process:

Step Description Calculation

Subtract the final base Index from the latest final Index.

185.0 – 175.9 = 9.1

2 Divide the result by the final base Index: 9.1 / 175.9 = .0517

Multiply the result by 100 to obtain % increase/decrease:

.0517 X 100 = 5.17%

Multiply the current State Contract Price to be adjusted by the % increase/decrease to obtain $ increase/decrease:

$1.68 x .0517 = $.087

Add the $ increase/decrease to current State Contract Price to be adjusted to obtain adjusted price:

$1.68 + $.0868 = $1.7668

Result:

Adjusted price for contract term 9/1/2009 through 8/31/2011 is $1.7668 per box.

21. NON CORE CATALOG PRICING ADJUSTMENTS AND APPENDICES

22. PRICE DECLINES

The contractor shall immediately notify the State Contract Administrator of all manufacturers’ price declines and the State shall receive full benefit of such declines, effective on the date of manufacturer’s public announcement.

23. SALES TAX

Sales tax is not to be included in the bid response or on Attachment 1 – Pricing Worksheet. If awarded the contract, sales tax should be added at time of invoicing. The sales tax rate applied should be based on the rate of the area where the helicopter is being hangared or where product/component is to be delivered. If Federal Excise Tax applies, bidder shall list the amount and submit information with bid response.

24. MINIMUM ORDER

The minimum order shall be one (1) item. Only items listed on the contract may be purchased from the contract.

25. CONTRACTOR ORDERING INFORMATION

By signing and submitting this solicitation, the bidder agrees to accept orders by facsimile, e-mail or U.S. Mail. Bidders must list below business address, facsimile, and e-mail address to which orders should be sent:

Company Name:

Street Address:

City, State, and Zip:

Telephone Number: ( )

Facsimile Number: ( )

E-Mail Address:

Contact (if applicable):

26. ORDERING PROCEDURE

State departments shall submit a complete Purchasing Authority Purchase Order (STD. 65) directly to the contractor or complete the Purchase Order process in Fi$Cal. The Purchasing Authority Purchase Order (STD. 65) shall contain, at a minimum, the following information:

1. Agency Order Number (Purchase Order Number)

2. Agency Billing Code

3. Purchasing Authority Number

4. Leveraged Procurement Number (Contract Number)

5. Agency Name

6. Item Number

7. Quantity

8. Unit

9. Description and Contract Line Item Number (CLIN), if applicable

10. Unit Price

11. Extension Price

Local agencies may use their own purchase document. The purchase documents must include the same data elements as listed above (Exception: Purchasing Authority Number is used by State departments only).

The contractor shall not accept incomplete orders from ordering agencies.

27. ORDER RECEIPT CONFIRMATION

The contractor must confirm receipt of the purchase order, either via e-mail or facsimile, within 48 hours of receipt.

Order Receipt Confirmation to each ordering agency shall include the following information:

1. Ordering Agency Name

2. Agency Order Number (Purchase Order Number)

3. Total Cost

4. Anticipated Delivery Date

28. DELIVERY/INSPECTION REQUIREMENTS

(These requirements are specific to CAL FIRE)

1. Delivery Location: The helicopter will be picked up by the CAL FIRE at the completion/finishing center.

2. Delivery Date: The Contractor is requested to identify in the bid an estimated pick up date of the helicopter after receipt of the purchase order. In no event shall the delivery of the first helicopter be more than 360 days after receipt of the purchase order, unless mutually agreed upon by the CAL FIRE project manager and the Contractor. The Contractor shall provide to the CAL FIRE project manager a minimum two week notice prior to the anticipated delivery date.

3. Mid-Point Inspection: This inspection shall be at the completion center’s location at some point in the integration process. The timing of the Mid-Point Inspection shall be discussed and agreed upon at the Pre-Work Conference.

4. Initial Inspection: The aircraft and associated equipment, when ready for delivery, shall be inspected and operationally checked at the completion vendor’s location by the CAL FIRE project manager or his or her designee to ensure compliance with all specifications contained herein. Upon successful completion of the Initial Inspection, CAL FIRE will accept delivery of the completed aircraft.

5. Final Inspection: The Final Inspection shall be completed by CAL FIRE within 30 days of the arrival date at the designated CAL FIRE maintenance base. After the aircraft’s arrival the equipment and installation shall be thoroughly inspected and functionally checked by the CAL FIRE project manager or his or her designee to ensure proper operation and compliance with FCC regulations and the specifications described herein. If necessary to correct deficiencies identified during this inspection process, the supplier will provide appropriately trained and certified personnel to correct any deficiencies at a location in California specified by the CAL FIRE project manager. Written notification of acceptance/rejection shall be made by CAL FIRE within five (5) business days following final inspection date.

For most standard deliveries, delivery for orders placed against the contract resulting from this solicitation shall be in accordance with the following:

A. Locations

Deliveries are to be made (statewide) to the location specified on the individual purchase order. If ordering parts only, delivery locations may include, but are not limited to inside buildings, high-rise office buildings, and receiving docks.

B. Schedule Bidder shall be given 360 days per helicopter after receipt of order (ARO) to deliver the ordered products (i.e. if three (3) helicopters are ordered, bidder shall deliver within 1080 days). Since receiving hours will vary by facility, it will be the Contractor’s responsibility to check with each facility for their specific delivery hours before delivery occurs.

If purchasing components only, delivery is at the discretion of the department and the contractor. This should be discussed at time of order placement.

NOTE: CAL FIRE is expecting to place Purchase Orders for more than one helicopter at a time. The expectation of shorter delivery timeframes (less than 360 days each) for multiple helicopters will be discussed at the time of each Pre-Work Conference.

(Parts only) Contractor is requested to make deliveries in Los Angeles County, Orange County, San Bernardino Metropolitan Area, and San Diego Metropolitan Area during off-peak hours. Off-peak hours are Monday through Friday, 10:00 AM to 4:00 PM.

C. Security Requirements

Deliveries may be made to locations inside secure institutional grounds (such as the California State Prisons) that require prior clearances to be made for delivery drivers. Since security clearance procedures for each facility may vary, it will be the Contractor’s responsibility for contacting the secure location for security clearance procedures, hours of operation for deliveries and service, dress code, and other rules of delivery. Deliveries that are delayed due to drivers not being cleared to enter institutional grounds may cause your firm to be declared in default of contract requirements.

Note: In accordance with paragraph 15 of the General Provisions entitled “Delivery”, the contractor shall strictly adhere to the delivery terms and completion schedule as specified in this solicitation. Failure to comply with the delivery requirements, as stated, may be considered a breach of contract and subject the contractor to General Provisions 26, entitled “Rights and Remedies of the State for Default”.

TRAVEL EXPENSES

Travel Expenses are a line item bid. All travel costs shall include round-trip airfare in the United States (if necessary) estimated from Sacramento, California to the completion/training center, rental car, lodging for the amount of time necessary, and per diem at time of travel (State of California per diem: currently $46.00 total per day.

http://www.calhr.ca.gov/employees/Pages/travel-meals.aspx )

First Helicopter

1. The bid price shall include all travel costs for three (3) CAL FIRE designated personnel to travel to the completion center/manufacturer location for the Pre-Work Conference for a minimum of three days (not including travel time).

2. The bid price shall include all travel costs for three (3) CAL FIRE designated personnel to travel to the completion center at the Mid-Point of the installation/completion process for the amount of time necessary to complete the Mid-Point inspection.

http://www.calhr.ca.gov/employees/Pages/travel-meals.aspx

3. The bid price shall include all travel costs for three (3) CAL FIRE designated personnel to travel to the completion center at the time of delivery for the amount of time necessary to complete the Initial/Final Inspection at the completion/finishing center.

4. The bid price shall include all travel costs for three (3) CAL FIRE designated personnel at time of delivery for the Initial Training. This trip may be combined with the Initial Inspection and can be discussed and agreed upon at the Pre-Work Conference.

NOTE: Initial/Final Inspection at completion/finishing center may have multiple visits dependent upon acceptance of CAL FIRE. This is separate from the Final Inspection done within 30 days of delivery (see #28. Delivery/Inspection Requirements, #5)

Travel Matrix st

Helicopter

Pre-work Conference (first helicopter only) 3 Personnel Travel

Mid-Point (1 st Inspection)

3 Personnel Travel

Initial/Final Inspection at completion/finishing center 3 Personnel Travel

Initial Training at completion/finishing center (first helicopter only) 3 Personnel Travel

Training at CAL FIRE Base 4 Manufacturer Representative (2 flight – 2 maintenance – 2 technical)

Second Helicopter (and all subsequent helicopters)

1. The bid price shall include all travel costs for two (2) CAL FIRE designated personnel to travel to the completion center at the Mid-Point of the installation/completion process for the amount of time necessary to complete the Mid-Point inspection.

2. The bid price shall include all travel costs for three (3) CAL FIRE designated personnel to travel to the completion center at the time of delivery for the amount of time necessary to complete the Initial/Final Inspection at the completion/finishing center.

Travel Matrix nd

Helicopter & all subsequent deliveries

Mid-Point (1 st Inspection)

2 Personnel Travel

Initial/Final Inspection at completion/finishing center 3 Personnel Travel

Training at CAL FIRE Base 4 Manufacturer Representative (2 flight – 2 maintenance – 2 technical)

NOTE: Initial/Final Inspection at completion/finishing center may have multiple visits dependent upon acceptance of CAL FIRE. This is separate from the Final Inspection done within 30 days of delivery (see #28. Delivery/Inspection Requirements, #5)

29. FREE ON BOARD (F.O.B.) DESTINATION

(Parts only) For the purposes of this solicitation, all prices offered shall be F.O.B. destination; freight prepaid by the Contractor, to the ordering organization's receiving point. Responsibility and liability for loss or damage for all orders shall remain with the Contractor until final inspection and acceptance, when all responsibility shall pass to the ordering organization, except the responsibility for latent defects, fraud, and the warranty obligations.

30. DISTRIBUTION PLAN

Bidders are requested to submit a Distribution Plan with their bid response. The Distribution Plan should be the bidder’s written plan for distribution of the products. The plan must clearly show distribution from the manufacturer(s) to the end user(s), including all points in between specific to this resulting contract only, and the role that you as the contractor of record will play in the distribution. This plan should clearly identify all parties, including any subcontractor, Disabled Veteran Business Enterprises (DVBE) and/or Small Business (SB) participants, involved in the execution of this contract and their responsibilities.

31. MATERIAL SAFETY DATA SHEET

Products, that contain hazardous chemicals, as defined by California Code of Regulations, Title 8, §339, shall comply with the requirements of Title 8 of the California Code of Regulations including §340, Material Safety Data Sheets (MSDS). The Contractor must provide a Material Safety Data Sheet (MSDS), with all legally required special handling/packaging documentation, to the ordering agency upon delivery of products containing hazardous materials.

This information shall also be provided by facsimile or e-mail to any ordering agency upon written request.

32. PACKAGING, PACKING AND MARKING

All shipments must comply with General Provisions (rev 06/08/2010), Paragraph 12 entitled “Packing and Shipment”.

The General Provisions are available at: http://www.documents.dgs.ca.gov/pd/modellang/GPnonIT060810.pdf .

33. RECALL PROCEDURES

The contractor shall provide recall notification, regardless of level, in writing to the State Contract Administrator and each ordering agency through the most expedient method possible. The notices, at a minimum, shall include a complete product description and/or identification, contract number, delivery order number and disposition instructions.

The contractor shall issue replacement of product or credit for any product removed or recalled. Each ordering agency shall have the option of accepting either replacement product or credit in exchange for recalled/removed products.

34. DOCUMENTATION/CERTIFICATION REQUIREMENTS

1. The helicopter, with all standard and specified equipment installed, shall be Federal Aviation Administration

(FAA) certified by type certificate.

2. Any installed specialized equipment shall be certified by FAA Supplemental Type Certificate (STC), Field approval on FAA form 337 (Major Repair and Alteration), or equivalent approval acceptable to the FAA. All documentation shall be complete at time of delivery.

3. The Contractor shall provide three (3) copies of each required, approved STC and FAA form 337 at the time of delivery of the aircraft. It shall be the responsibility of the factory or completion center to file the required paperwork with the FAA at completion of delivery.

4. All records, manuals, and logbooks must be in English.

5. All airworthiness directives and all manufacturers’ mandatory service bulletins, service letters and modifications, which are published prior to delivery, shall be complied with and verified by entries or signed lists in the appropriate logbook.

6. The manufacturer’s standard warranties shall commence at the time CAL FIRE’s project manager or his or her designee accepts the helicopter.

7. At the time of delivery each helicopter shall be accompanied with the following documents:

One (1) airframe logbook

One (1) engine logbook

Airworthiness Certificate

Registration Certificate

8. All equipment described in the manufacturer’s catalog as “standard” shall be furnished with the helicopter whether or not it is listed herein or unless replaced by other equipment specifically identified in the specification.

9. All helicopters shall be configured so that the center of gravity will remain within the manufacturer’s approved flight manual’s published limits for all load requirements and full range of fuel conditions, including ferry with minimum crew without subtraction or addition of ballast.

10. At delivery, the Contractor shall provide location diagrams of all equipment (electrical equipment, relays, terminal blocks, etc.) that is mounted in a location hidden from view. The location diagrams shall clearly state/show locations and reference flight station, water line, and buttress line.

11. At delivery, the Contractor shall provide three sets of schematics and working drawings of the instrument panel configuration, all radio equipment, all installed components/systems, all custom-manufactured equipment and installations, all modifications of standard off-the-shelf equipment that does not have schematics or drawings available, the overall system wiring, and audio control units.

12. All schematics and working drawings shall be legible and of professional quality, blueprint-type reproductions.

Each reproduction copy must be at least 11” x 17”. The aircraft’s registration number shall be included on all schematics and a separate drawing number shall be designated for each system installation.

13. There shall be a table of contents page that lists the system and the corresponding drawing number upon which the system installation can be found.

14. In addition to the three sets of schematics and drawings, the Contractor shall provide a fully legible soft copy of schematics and drawings provided on an electronic storage device (such as a DVD or memory stick) in Adobe PDF format.

15. The electronic storage device shall contain a contents page or document that refers to all schematics or drawings and cross references them by system, by STC, and by any other system which allows rapid search and location of drawings as needed.

INSTALLATION/COMPLETION REQUIREMENTS

1. Pre-Work Conference. Upon award of a bid, representatives of CAL FIRE shall meet with the vendor within thirty

(30) calendar days at the vendor’s facility for a Pre-Work Conference. The CAL FIRE representatives and the vendor shall confer on the details of the configuration of the helicopter. Additionally, the vendor shall provide a tour of their facility to illustrate the vendor’s ability to meet the specifications and completion schedules as contained within this document.

2. Additional conferences shall be held, as deemed necessary by CAL FIRE, throughout the completion of each aircraft. The completion vendor shall allow CAL FIRE representatives to inspect the status of the completion work during normal business hours or as otherwise agreed upon by the vendor and the CAL FIRE representatives (per General Provisions, #17).

3. The installation/completion vendor shall be certificated as a FAA repair station in accordance with Title 14 of the Code of Federal Regulations (14 CFR) Part 145. The vendor shall provide documentation to show compliance with this requirement. Failure to submit the required documentation at the time of Bid may be cause for rejection of the Bid.

4. The contractor shall provide at the time of delivery a completed aircraft fully equipped with the equipment specified in the Helicopter Specifications.

5. The installation/completion vendor shall document in the appropriate aircraft maintenance logbook all modifications to the aircraft and installation of any equipment in the aircraft. These logbook entries shall be complete at the time of aircraft delivery and presented for inspection by CAL FIRE representatives.

UNFORSEEN CHANGE VARIANCE

An additional two percent (2%) above the purchase amount of each PO may be set aside for any unforeseen components or labor necessary to complete the installation as indicated in these specifications. The contractor is not entitled to any portion of this extra two percent (2%) unless the extra components/labor are documented and approved by the project manager and the DGS/PD Contract Administrator.

TECHNOLOGY REFRESH

The State expects to update the products established in the current contract control set periodically as technology changes, which can be estimated to take place approximately once a year. This could be due to a product being discontinued or a better product being made on the market. Products being updated must be approved by CAL FIRE and DGS. Contractor(s) are required to:

1. Support this effort throughout the life of the resulting contract.

2. Maintain the government discounts for the individual products at the levels set forth in the contract, even as configurations evolve.

For a refresh, the supplier will be required to:

1. Submit information item(s) to be refreshed (item, specifications of the item).

2. Submit information for the item it is replacing.

3. Submit pricing for the new item.

4. Submit any indexes/catalogs showing the list price of the item.

WARRANTY REQUIREMENTS

1. All equipment installed as specified in the Helicopter Specification shall be warrantied for a minimum of two years from the date of acceptance or 1000 flight hours on the helicopter by CAL FIRE. All work performed by the integration/completion vendor shall be warranted by the integration/completion vendor for repair, to include parts and labor, for not less than 24 months after acceptance of the helicopter from the integration/completion vendor.

2. Any warranty repairs shall be performed at the assigned operating station of the helicopter, as determined by CAL FIRE within the State of California unless CAL FIRE should choose to have the warranty repairs performed at the facilities of the completion vendor.

3. The completion vendor shall ensure that all manufactures’ warranties for purchased parts, components, and products, whether installed in the helicopter or delivered as loose equipment with the helicopter, are transferred to CAL FIRE so that CAL FIRE enjoys the full benefit of those warranties as offered by the manufacturers. All warranty registration documentation for installed components shall be filled out and filed by the completion center or manufacturer.

4. If the helicopter is grounded due to a warranty repair item, and mission demands require immediate repair and return to service, the contractor shall respond within 24 hrs. with a timeframe to either repair the item or supply parts for repair.

35. INVOICING REQUIREMENTS

The contractor is to render invoices as instructed on individual orders. The contractor’s invoice must include at a minimum:

1. Contractor’s name, address and telephone number

2. Leveraged Procurement Number (Contract Number)

3. Agency Order Number (Purchase Order Number)

4. Line Item Number

5. Quantity purchased

6. Contract Unit Price and Extension

7. State sales and/or use tax

8. Prompt payment discounts/cash discounts, if applicable

9. Totals for each order

The State’s obligation to make payment pursuant to the contract is subject to availability of appropriation funds.

Receipt of a Purchasing Authority Purchase Order (STD. 65) or Purchase Order in Fi$Cal under this contract is proof of funds for that order.

36. CAL-CARD PAYMENT

Bidders will check one of the following:

The bidder WILL accept the State's CAL-Card Visa Credit Card for order payments.

The bidder WILL NOT accept the State's CAL-Card Visa Credit Card for order payments.

PAYMENT/FINANCIAL RESPONSIBILITY OPTIONS

The State reserves the right to select the form of payment for all procurements, be it either an outright purchase with payment rendered directly by the State, or a financing/lease-purchase or operating lease via the State Financial Marketplace (GS $Mart and/or Lease $Mart). If payment is via the financial marketplace, the Supplier will invoice the State and the State will approve the invoice and the selected Lender/Lessor for all product listed on the State's procurement document will pay the supplier on behalf of the State.

The State is offering two (2) options for payment. Both options will be part of the evaluation. The options are:

a) One-Time Acceptance Payment

Payment for this purchase shall be processed by the State when after the Final Inspection of the aircraft is completed, and the supplier’s invoice is approved by the project coordinator. The Final Inspection shall be completed by CAL FIRE within 30 days of the delivery date.

The bidder shall be financially responsible to the CAL FIRE for the cost of the helicopter and all installed equipment from the time the completion vendor takes possession of the helicopter from the airframe vendor, until such time as the CAL FIRE accepts the helicopter as described within this document. The bidder shall not be financially responsible to the CAL FIRE for damages caused to the helicopter by a mishap or accident while a CAL FIRE employee is acting as pilot in command during flight tests prior to delivery if the mishap or accident is found to be caused exclusively by the error of the CAL FIRE employee acting as pilot in command, insofar as that error is not related in any manner to the work performed, or installation of equipment, by the completion vendor.

There is no additional cost for evaluation if selecting this option.

b) Progress Payments

If the supplier opts for progress payments, per PCC 10314, the bidder shall submit with their bid a Letter of Bondability from an admitted surety insurer duly licensed to do business in the State of California having a financial strength rating from A.M. Best Company of “A” or better. For the purpose of the bid, the letter shall show that the bidder can be bonded to the extent of fifty percent (50%) of the bid amount and the bidder’s performance in all respects of the terms and conditions and provisions of the agreement. This letter is for bidding purposes and awarding only.

After award, and for the purpose of each PO, the bidder shall get a faithful performance bond from an admitted surety insurer duly licensed to do business in the State of California having a financial strength rating from A.M. Best Company of “A” or better. It shall state the surety unconditionally offers to guarantee to the extent of fifty percent (50%) of the PO amount and the bidder’s performance in all respects of the terms and conditions and provisions of the agreement. Within twenty-one (21) days of contractor accepting a PO, the contractor will provide the executed Performance Bond (Attachment 12) to the designated Procurement Official for CAL FIRE/ordering Department and a copy to the DGS/PD Contract Administrator.

Progress payments will be allowed based on the completion of specific tasks or milestones during the contract period as described in the table below. Progress payments shall be based on specific line items of the cost worksheet (see breakdown below). When each milestone has been achieved, the Contractor can submit an invoice for payment with proof of delivery of all required deliverables. Proof of delivery for milestones requires a visual inspection and written acceptance from the CAL FIRE or designee acknowledging completion of the milestone. The possible Milestones are:

Milestone Description (held

5% paid at the end)

Corresponding Line Item

Numbers

1. Payment for Aircraft frame 1

2. Payment for Uninstalled

Equipment

200-335 & 600-635

3. Remainder of line item costs 400-500

4. Final 10% (after Final

Inspection)

Final 10% of total cost

Additional Milestones may be discussed further during the Pre-Work Construction Phase of the project. Final decisions for any changes must be approved by the DGS/PD.

The cost of the Bond shall be a line item for evaluation, which can increase the cost of the bid. The cost of the Bond must be submitted on Attachment 1, Pricing Worksheet. If no cost is submitted, it will be deemed that there is no additional cost for the Bond to the State.

Check the selected box below:

Options Check

Box Option

Option #1

One-Time Acceptance

Payment

Option #2 Progress Payments

If a box is NOT selected, One-Time Acceptance Payment will be automatically declared for the bid.

37. CONTRACTOR RESPONSIBILITY:

1. Contractor shall perform all deliveries to facilities in a safe and professional manner. Contractor's equipment shall be in good working order and all personnel shall be trained in safety measures to preclude accidents endangering personnel or property.

2. Contractor must commit to delivery as requested, at time stated on accepted orders, through the term of the contract.

3. Contractor shall provide office and personnel resources for responding to requests, including telephone coverage weekdays during the hours of 8:00 AM through 5:00 PM (PT).

4. Contractor shall assign a Contract Manager to act as a contact for all contract-related issues. Provide Contractor Contract Manager information below:

Contract Manager Name:

Street Address:

City, State, and Zip:

Telephone Number: ( )

Facsimile Number: ( )

E-Mail Address:

38. REPORTING REQUIREMENTS:

The following reports are required to be submitted by the contractor in accordance with the instructions outlined below. Reports must contain at a minimum, but not limited to, the data elements identified in Attachment 3 - Contract Reporting Data.

Note: Reports are to be submitted even when there is no activity for the reporting period.

A. Contract Usage Report:

The Contractor shall provide an electronic Contract Usage Report to the State Contract Administrator on a monthly basis. The Contract Usage Report shall detail all invoiced purchases (from State Departments and/or local governmental agencies) against the contract during the specified reporting period.

The Contract Usage Report shall be provided to the State Contract Administrator, in Excel format via email or via U.S. Mail on a CD-ROM, by the 15th day following the ending of the reporting period (previous calendar month).

SB/DVBE Participation Report:

The Contractor shall provide an electronic SB/DVBE Participation Report to the State Contract Administrator on a monthly basis. The SB/DVBE Participation Report shall detail all payments to Small Business (SB) and/or Disabled Veteran Business Enterprise (DVBE) subcontractors during the specified reporting period.

The SB/DVBE Participation Report shall be provided to the State Contract Administrator, in Excel format via email or via U.S. Mail on a CD-ROM, by the 15th day following the ending of the reporting period (previous calendar month).

B. Aging Debt Report:

The Contractor shall provide an electronic Aging Debt Report to the State Contract Administrator on a monthly basis. The Aging Debt Report must contain the outstanding invoices by State Department for the specified reporting period.

The Aging Debt Report shall be provided to the State Contract Administrator, in Excel format via email or via U.S.