Avionics Instructions and Attatchments Ver II.docx

Request for Proposals Solicitation No.

BPM004504

Description:

Avionics Arizona Department of Administration State Procurement Office 100 N 15th Ave., Phoenix, Arizona 85007

Part 1 of the Solicitation:

Instructions and Attachments

Section Title:

Section Date:

Section Template:

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PART 1: Table of Contents

Instructions and Attachments

Part Contents:

Section 1-A:

Solicitation Details

Request for Proposals Solicitation No.

BPM004504

Description:

Avionics Arizona Department of Administration State Procurement Office 100 N 15th Ave., Phoenix, Arizona 85007

Date: 4-20-22 SECTION 1-A: Solicitation Details Date: 3-2-22

Instructions and Attachments

Section Contents:

Solicitation Details

Pre-Offer Conference State may conduct an optional Pre-Offer Conference for this Solicitation. Refer to paragraph 2.8 of the Instructions to Offerors (Section 1-B of the Solicitation) for more information.

Offer Validity Period You must hold the Offer open for 160 (one hundred and sixty) days after the “Bid Opening Date” indicated in the Arizona Procurement Portal. Refer to paragraph 6.1 of the Instructions to Offerors for more information.

Required Submissions Offeror may respond to some or “all” of the requirements listed in the Technical (Scope) document.

State may, at its option, not award all items listed but may award on selected items only.

Offerors shall be capable of meeting or exceeding all specifications and are compelled to fulfill other requirements contained herein before any proposal will be considered. The successful offeror will have verifiable substantial experience before any proposal will be considered. The successful offeror will have verifiable substantial experience with law enforcement ,emergency medical services, and government operations for aircraft listed on Exhibit I Offerors shall possess a current FAA Repair Station Certificate which certifies that the offeror is authorized by the FAA to complete the scope of the work specified in this document on per aircraft listed on Exhibit I. A copy of the certificate shall be submitted as part of the proposal.

It is desirable that the successful offeror be approved by the respective manufacturer(s) for installation/service of all specified avionics, equipment, accessories and optional items, and any other devices furnished to satisfy the requirements of this document.

For evaluation purposes Offer should submit certifications, documentation and information that affirms compliance to this section with their offer.

In the event that any or all of the above certifications, documentation and/or information are not submitted with the offer, ADPS Purchasing, at its sole discretion may request the information from the offeror. If requested, the offeror shall provide the information within 3 days of notification or as specified in the written request. Failure to provide the requested information within the stated time frame or failure to adequately address any issue cited herein may result in the offer being found non-responsive and not considered for award.

Required Attachments To be Responsive, your Offer must contain all of the following Attachments:

Refer to paragraph 4.2 of the Instructions to Offerors for more information.

Attachment 2-A with Appendices and Supplements

Attachment 2-B

Attachment 3-A

Method Proposal (Method of Approach) Provide your proposal SPECIFIC TO THIS SOLICITATION as to the means and methods you will apply to carrying out the Work.

Attachment 3-C with Supplements

Attachment 3-D with Appendices

Provide your form that complies with the requirements of paragraph 7.2-S[X] of the Special Terms and Conditions (Section 3-A of the Solicitation).

Attachment 4 with Appendices

NOTE: The completed Attachment 4 from the Accepted Offer will become Exhibit 1 to the Commercial Document (Section 2-B of the Solicitation) in the Contract.

NOTE: The completed Attachment 4 Supplements from the Accepted Offer will become the Annexes to Exhibit 1 to the Commercial Document.

Attachment 5-A

Attachment 5-C

Satisfactory evidence that the required insurance called for in Exhibit 1 to the Special Terms and Conditions is already in place by current certificate of insurance or that Contractor can obtain it by broker’s letter.

Satisfactory surety letters as evidence that Contractor can obtain the required bonds or other security called for in Exhibit 1 to the Special Terms and Conditions.

Required Pricing Line Item Breakout Offer to enter proposed Pricing on the Pricing Excel spreadsheet: Attachment Four (4). The offeror shall state a firm, fixed guaranteed- not –to- exceed price to be paid to offeror for services as stated within the scope of work.

Evaluation Criteria In accordance with A.A.C. R2-7-C316, each Offer will be evaluated on the following criteria, listed in their relative order of importance from most important to least:

Special Instructions Shipping FOB Destination Prices shall be F.O.B. Destination and delivered to DPS Aviation Bureau, 2615 East Air Lane, Phoenix, Arizona 85034 or 102 E Deer Valley Rd and 702 West Deer Valley Rd, Phoenix 85024 as specified at the time of the order. Contractor shall retain title and control of all goods until they are delivered, received and contract of coverage has been completed. All risk of transportation and all related charges shall be the responsibility of the contractor. All claims for visible and concealed damage shall be filed by the contractor. The State will notify the contractor promptly of any damaged goods and shall assist the contractor in arranging for inspection.

Exhibits to the Solicitation Details

None

End of Section 1-A

FOR USE IN ALL INVITATIONS FOR BIDS, REQUESTS FOR PROPOSALS, AND REQUESTS FOR QUOTATIONS, AS WELL AS REQUESTS FOR QUALIFICATIONS UNDER A.R.S. §41-2558

Section 1-B:

Instructions to Offerors Rev. 1.2 (6/15/2016)

Section Title:

Section Date:

Section Template:

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SECTION 1-B: Instructions to Offerors Rev. 1.2 (6/15/2016)

Instructions and Attachments

Section Contents:

Instructions to Offerors

1. Definition of Terms

As used in these Instructions to Offerors, the terms listed below are defined as follows:

Arizona Procurement Code;

A.R.S.;

A.A.C.

“Arizona Procurement Code” means, collectively, Title 41 Chapter 23, et. sequitur, in the Arizona Revised Statutes (abbreviated “A.R.S.”) and administrative rules R2‑7‑101 et. sequitur in the Arizona Administrative Code (abbreviated “A.A.C.”).

NOTE: There are frequent references to the Arizona Procurement Code throughout the Solicitation, therefore, you will need to be familiar with its provisions to be able to understand the Solicitation fully. Links for obtaining copies are given below.

The Arizona Department of Administration State Procurement Office provides a reference compilation of the Arizona Procurement Code on its website:

https://spo.az.gov/administration-policy/state-procurement-resource/procurement-regulations The Arizona State Legislature provides the official A.R.S. online at:

http://www.azleg.gov/ArizonaRevisedStatutes.asp The Office of the Arizona Secretary of State provides the official A.A.C. online at:

http://www.azsos.gov/rules/arizona-administrative-code

Offer:

Revised Offer;

Best and Final Offer (BAFO) “Offer” means, per A.A.C. R2-7-101(33), Offeror’s proposal submitted to State in response to the Solicitation, as initially submitted.

“Revised Offer” means any revised versions of the Offer that Offeror has submitted to State at State’s request as permitted under A.A.C. R2-7-C314 and -C315.

“Best and Final Offer” (“BAFO”) means, per A.A.C. R2-7-101(8), the Revised Offer submitted after negotiations have been completed that contain Offeror’s most favorable terms for price, service, and products to be delivered.

Solicitation Inquiries

Duty to Examine Examine the entire Solicitation, obtain clarification in writing for any questions or concerns by submitting inquiries, then examine your Offer thoroughly and carefully for completeness and accuracy before submitting it. Lack of care in preparing the Offer will not be grounds for modifying or withdrawing it after the due date and time.

Submit technical inquiries about submitting proposals in APP to the APP Help Desk:

by phone at (602) 542-7600, option 1; or by email to app@azdoa.gov.

Submit all other inquiries about the Solicitation using the online form under the “Q&A” tab for Solicitation BPMXXXXXX in APP. Always refer to the appropriate Solicitation document by page and paragraph number. Except for technical inquiries about submitting proposals, State is not responsible for responding to any inquiries submitted less than 3 (three) business days before the Offer due date and time.

Offer Preparation

continued on next page …

… continued from previous page If you intend to withhold or redact any element of your evidence of insurance policy compliance required by Article 4 of Exhibit 1 to the Special Terms and Conditions [Contractor Insurance Requirements] on the grounds that it is confidential information, then you must claim it as such and submit the necessary substantiated justification with your Offer using Attachment 5-A [Designation of Confidential Information]. Unless Procurement Officer has determined that your evidence documentation, or some or all your insurance program, is confidential information under paragraph 4.7, refusing after contract award to provide the complete, un-redacted copies of policies as called for in Exhibit 1 to the Special Terms and Conditions will be a material breach of contract.

If you want to vet your proposed redactions with Procurement Officer before submitting your Offer, submit them no less than 5 (five) business days before the Offer due date and time using the inquiries procedure set forth in in paragraph 2.4, Although you may, if you so choose, submit your Offer conditioned on redactions using Attachment 5‑A [Designation of Confidential Information]), doing so may affect whether or not the offer is determined Responsive or how it is scored in Evaluation (depending on the nature of the redactions). Procurement Officer’s pre-offer advice as to whether or not a potential redaction might be deemed material (and thus likely resulting in a determination of Not Susceptible for Award) or might affect Evaluation (if it is significant but not material) is for convenience only – only a determination consistent with the Arizona Procurement Code is an official statement

Procurement Officer shall determine whether or not the proposed alternative program meets State’s protection needs in the current circumstances, giving fair consideration to the growing use of alternative programs in industry. If Procurement Officer’s reasonable determination is that the proposed alternative program does not meet those needs, then he or she may determine Offeror to be Not Responsible.

If you want to vet your proposed alternative insurance program with Procurement Officer before submitting your Offer, submit them no less than 5 (five) business days before the Offer due date and time using the inquiries procedure set forth in in paragraph 2.4, Although you may, if you so choose, submit your Offer conditioned on an alternate program using Attachment 5-B [Conformance Statement], doing so may affect whether or not the offer is determined Responsive or how it is scored in Evaluation (depending on the nature of the variances). Procurement Officer’s pre-offer advice as to whether or not the potential variances might be deemed material (and thus likely resulting in a determination of Not Susceptible for Award) or might affect Evaluation (if it is significant but not material) is for convenience only – only a determination consistent with the Arizona Procurement Code is an official statement.

Submission of Offer

If, however, the Solicitation indicates that you are allowed to attach additional documents regarding a particular question or line item, then doing so will be acceptable so long as the filled-out Attachment clearly states “See Attachment X Supplement (#1 of 2)”, etc., and the additional document is clearly marked as “Attachment X Supplement (#1 of 2),” etc.

continued on next page … … continued from previous page NOTE (1): Each Form has a blank space to list your Attachment Supplements.

NOTE (2): You must upload each such “additional” document as an individual file and name the file to match the document title.

NOTE (3): Attachment Forms cannot be filled-in directly in APP; they must be downloaded, edited, and then uploaded (referred to as “attachments” in APP) as part of the Offer.

NOTE (4): Do not include non-specific marketing materials in your Offer. If something is not specifically called for, then including it will not be helpful during Evaluation, and might in fact be grounds for down-grading if it does not address your experience and capacity to carry out the work for THIS SOLICITATION.

If a Pricing Document has been provided as an Attachment Form, then submit pricing for your Offer in the indicated blanks in that Attachment. Unless Article 4 of the Solicitation Details indicates otherwise, the Offer must include a price, rate, multiplier, or discount for every blank field in order to be determined Responsive.

If no specific pricing input or form has been provided with the Solicitation, then submit pricing for your Offer in the form and format specified in Attachment 4 [Pricing Document]. If nothing is specified or if no Attachment 4 in included in the Solicitation documents, then submit pricing for your Offer in a form and format of your choosing that coherently and comprehensively presents the pricing being offered. Unless Article 3 of the Solicitation Details expressly indicates otherwise, the Offer must include a price, rate, multiplier, or discount for every item or service covered by the scope of the Solicitation (or for an entire category of item or service, if pricing applies in that way) in order to be determined Responsive.

By A.A.C. R2-7-C307, State will not consider later offers. State will give no extension or grace period for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in APP. If your proposal is not submitted correctly, completely, and in conformance to these Instructions and the Solicitation Details, then Procurement Officer may determine it Not Susceptible for Award.

NOTE: Using APP requires a certain level of technical competency; select your staff to submit proposals and handle other Solicitation general matters in APP carefully, since the APP Help Desk cannot do any of the required actions for you.

NOTE: Contract terms and conditions, pricing, and information generally available to the public are not and will not be designated confidential information.

Procurement Officer shall make the names of Persons who submitted offers available in APP promptly after the opening date.

Responsible; Not Susceptible for Award

0. had a contract within the last 5 (five) years that was terminated for cause due to breach or similar failure to comply with the terms of that contract; or

0. a record of performance that includes factual evidence of failure to satisfy the terms of your agreements with any party to a contract, with factual evidence consisting of documented vendor performance reports, customer complaints and/or negative references.

0. is sufficient for Evaluation;

attempts to materially change the contents of the Solicitation;

would limit State’s rights or remedies if accepted;

is subject to or includes unreasonable conditions, including conditions upon State necessary for its successful performance, with Procurement Officer being the sole determiner as to the reasonableness of a condition; or provides any misleading or inaccurate information.

0. instruct Offeror to provide the omitted documentation as a Clarification if the omission or incompleteness is of the nature of an inadvertent clerical mistake or reasonable and excusable misinterpretation of the relevant requirements as they were stated;

further consider the Offer, but down-grade it as appropriate in Evaluation if the omission is significant but not material; or determine that the Offer is Not Susceptible for Award if the omission or incompleteness is material.

If Procurement Officer determines subsequently that your Revised Offer is Not Susceptible for Award by virtue of comparison to other revised offers per A.A.C. R2‑7‑C314(A)(3), then he or she will not include you in any further Negotiations. For clarity of intent, the foregoing means that Procurement Officer may reduce the number of offers that are “susceptible for award” with each successive round of Negotiations, since the purpose of Negotiations is to achieve best value for State.

Evaluation of Offers

0. submission of appropriate cost or pricing data under A.A.C. R2‑7‑704;

0. determination that the submitted cost or pricing data demonstrates that pricing is fair and reasonable under A.A.C. R2-7-702(A); and

0. determination that the data is not defective under A.A.C. R2-7-705.

0. waive any minor informality;

reject any or all offers or portions thereof; or cancel the Solicitation.

Award of Contract

Solicitation or Award Protests

Any protest must comply with and be resolved according to Arizona Revised Statutes Title 41, Chapter 23, Article 9, and rules adopted thereunder. Protests must be in writing and be filed with both Procurement Officer and the State Procurement Administrator. Protest of the Solicitation must be received before the offer due date and time. Protest of a proposed award or of an award must be received within 10 (ten) days after Procurement Officer makes the procurement file available for public inspection. In either case, the protest must include:

1. the name, address, email address and telephone number of the interested party;

1. signature of the interested party or its representative;

1. identification of the purchasing agency and the solicitation or contract number;

1. a detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and

1. the form of relief being requested.

Comments Welcome

SEPARATELY AND APART FROM THIS SOLICITATION, The State Procurement Office periodically reviews these Instructions to Offerors and welcomes any comments the public may have. Please submit your comments to: State Procurement Administrator, State Procurement Office, 100 North 15th Avenue, Suite 201, Phoenix, Arizona, 85007.

End of Section 1-B

Section 1-C:

Attachments Date: 4-20-22

SECTION 1-C: Attachments (Offeror Forms) Date: 4-20-22 Template: Rev. 1.2 (06/15/2016) Instructions and Attachments

Attachment 1 Offer and Acceptance Form

SUBMISSION OF OFFER: Undersigned hereby offers and agrees to provide Avionics in compliance with the Solicitation indicated above and our Offer indicated by the latest dated version below:

Initial Offer:

x

Revised Offers:

x x x

x x x

Best and Final Offer:

x

x

Offeror company name

Signature of person authorized to sign Offer Initials

Printed name and title

Contact name and title

CERTIFICATION: By signature in the above, Offeror certifies that it:

will not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, [Arizona] State Executive Order 2009-9 or A.R.S. §§ 41−1461 through 1465;

has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause will result in rejection of the Offer. Signing the Offer with a false statement will void the Offer, any resulting contract, and may be subject to legal penalties under law;

complies with A.R.S. § 41-3532 when offering electronics or information technology products, services, or maintenance; and is not debarred from, or otherwise prohibited from participating in any contract awarded by federal, state, or local government.

ACCEPTANCE OF OFFER: State hereby accepts the initial Offer, Revised Offer, or Best and Final Offer identified by number # at the top of this form, and which was dated date (the Accepted Offer). Offeror is now bound (as Contractor) to carry out the Work under the attached Contract, of which the Accepted Offer forms a part. Contractor is cautioned not to commence any billable work or to provide any material or perform any service under the Contract until Contractor receives the applicable Order or written notice to proceed from Procurement Officer.

SECTION 1-B: Instructions to Offerors Version: Rev. 1.2 (6/15/2016) Title of Solicitation

Available online at: Procure.AZ.gov

State’s Contract No. is: CTR0XXXXXXXX The effective date of the Contract is: date Contract awarded date name

Procurement Officer signature

Procurement Officer printed name

Attachment 2-A Experience and Capacity Questionnaire

SECTION 1-C: Attachments (Offeror Forms) Date: date Template: 1.2 (06/15/2016) Instructions and Attachments

STATE MAY DETERMINE YOUR PROPOSAL IS NON-RESPONSIVE IF YOU DO NOT ANSWER ALL QUESTIONS FULLY.

EXPERIENCE and Capacity Questions:

Question 1: Heading/title Please provide examples of previous Avionics work experience with law enforcement and government operations aircraft completions. (2.1) Offeror Response:

Click here to enter your response.

Question 2: Heading/title Please provide certifications for: FAA certified repair station (under part 145) and or authorized Textron Aviation Service capable of returning aircraft/airframe to service.