Ronald Hovey

Procurement Commissioner Page 1

Police Helicopter Maintenance

B2728237

Issued by: City of Philadelphia Procurement Department

Required by: Citywide

Pre-Bid Meeting: Thursday, September 3, 2026

Bid Opening Date: Wednesday, November 4, 2026

Bid Opening Time: 10:30 AM Philadelphia Local Time

Location for Bid Opening: Held via Video Conference

Buyer: Chen Huang

Quotations must be submitted through PHLContracts no later than the above cited bid opening date and time.

Bid Questions

All questions concerning this Invitation and Bid (I&B) Solicitation, including specifications and conditions, must be presented through PHLContracts within the prescribed time stipulated in the

I&B’s Questions Tab.

Bidder agrees to comply with all conditions of this bid.

Invitation and Bid

City of Philadelphia

Procurement Department

Philadelphia, PA 19102-1685

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Table of Contents

Section 1 General Bid Submission

1.1 Title

1.2 Contract Term:

1.3 Contract Type

1.4 Methodology of Acquisition:

1.5 Statement of Direction

1.6 Quotation Information

1.7 Bid Security

1.8 Bid Information

1.9 Bid Submission

1.10 Seller Qualification

1.11 Virtual Pre-Bid/Pre-Proposal Meeting

1.12 Site Inspection

Section 2 Specifications

2.1 Specifications

Section 3 Bid Evaluation and Award

3.1 Bid Evaluation

3.2 Evaluation and Award

Section 4 Contract Management

4.1 City of Philadelphia Responsibility

4.2 Vendor Responsibility

4.3 Vendor Acceptances:

Section 5 Pricing

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Section 1 General Bid Submission

1.1 Title

Police Helicopter Maintenance

Schedule Number: 348

1.2 Contract Term: 01/01/2027 – 12/31/2027 (“Initial Term”), with an option to renew for up to two (2) additional one (1) year periods (“the Renewal Term”) exercisable, at the City’s sole discretion, as of the expiration of the Initial Term or the current Renewal term. The City may, at its sole discretion, renew the contract for up to three (3) months at the beginning of each renewal period(s) (the “Additional Performance Period”), if a decision has been made not to renew the contract for an entire year. Further, the City may, at its sole discretion renew the contract for up to three (3) months after all renewal periods have expired, in order to prevent a lapse in coverage until a new contract is in place.

1.2.1 The City shall exercise such sole option to renew the Contract Term by issuing a change order

“Renewal Notice” through www.phlcontracts.phila.gov (“PHLContracts”) notifying the successful seller that the Contract is renewed for the Renewal Term or Additional Performance

Period (identified by commencement and termination dates) that is specified in the Renewal

Notice. The Contract shall be deemed to be renewed for such Renewal Term or Additional

Performance Period, and successful seller shall be obligated to perform all terms and conditions of the Contract throughout such Renewal Term or Additional Performance Period, as of the effective date indicated on the City's Renewal Notice, whether or not successful seller has agreed, verbally or in writing, to such renewal of the Contract term.

1.2.2 If an individual Performance Bond and/or Payment Bond is required under this Invitation and

Bid, such bond(s) shall be and remain in full force and effect throughout the Initial Term, all

Renewal Terms, any Additional Performance Period, and the period of any unexpired warranty provided or required under the Contract, without notice of Contract renewal by the City to the surety or the consent of the surety thereto. It is the sole responsibility of the successful bidder to ensure that such bond(s) remain in full force and effect as provided in this Section, and failure to do so shall be an event of default pursuant to Paragraph 19, Default and Termination, of the attached SS&E Terms and Conditions of Bidding and Contract.

http://www.phlcontracts.phila.gov/

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1.3 Contract Type

1.3.1 Requirements Contract

The following items are required as ordered. Exact quantities cannot now be determined but estimates thereof are listed herein.

Quantities listed may be increased or decreased to meet the requirements of the City during the period of this contract. A minimum is not guaranteed. Purchase orders issued as a result of this bid will be for materials or services to be delivered generally on an as-needed basis. Successful seller(s) are cautioned not to deliver any materials or services without first being advised to do so by the ordering agency through a purchase order or other authorized document from the

Procurement Department.

1.3.2 It is the intent of the Procurement Department to make an award for the period as stated above subject to the appropriation of funds in the succeeding fiscal year(s) by City Council. The City’s fiscal year is from July 1st to June 30th, inclusive.

Materials or services to be ordered after the end of the fiscal year are subject to the issuance of purchase orders for the following fiscal years. The City is not liable for the award involving following fiscal years' funds until such orders are issued.

The obligation to deliver on such purchase orders shall not take effect until the orders are issued.

To simplify the contract procedure, however, the successful seller(s) will be required to furnish an Individual Performance Bond or Performance Security Fee to cover units awarded to them.

1.4 Methodology of Acquisition: Purchase only.

1.5 Statement of Direction

It is the intent of the City of Philadelphia to make an award for Police Helicopter Maintenance for the various City agencies and departments as specified herein during the contract period.

1.6 Quotation Information

1.6.1 All information concerning this quote will be contained in this response document as issued or amended.

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1.6.2 Information provided verbally by any City official shall not be binding, relevant, or in any way considered to be a commitment by the City. The City will provide, in writing, any clarifications, changes, and/or other information deemed to be necessary.

1.6.3 Any questions or concerns about this Bid Solicitation should be directed to the Procurement employee listed on the cover letter. Please address all questions to him/her prior to returning the document, so all questions may be addressed and answered.

1.6.4 Estimated expenditures for contract period: $480,000

1.7 Bid Security

In order to be eligible to sell Services, Supplies and Equipment, all vendors must be enrolled in the City's Annual Bid Security Program. The program covers the City’s fiscal year from July 1, 2026 – June 30, 2027. All sellers must pay the non-refundable Annual Bid Security Program fee of one hundred dollars ($100.00). The fee must be paid through the Revenue Department payment center at: https://www.phila.gov/make-a-payment/

Completed application should be submitted to: PHLcontracts@phila.gov

The fee should be submitted, under separate cover, to the attention of “FY27 Annual Bid

Security Program” prior to the first opening date that the seller wants to submit a quote and be covered under the program. Enrollment and payment of the Annual Bid Security Program must be completed in order to be eligible for award in accordance with Paragraph 2 of the

“Services, Supplies, and Equipment (SS&E) Terms and Conditions of Bidding and

Contract”.

Fees can be paid by:

(a) Electronic check

(b) Credit or debit card, incurring an additional $2.25 processing fee

Please upload or note the payment confirmation to your bid response.

1.8 Bid Information

1.8.1 All information related to this bid will be contained in the Bid Solicitation as issued or amended in PHLContracts.

1.8.2 Information provided verbally by any City official shall not be binding, relevant, or in any way considered to be a commitment by the City. The City will provide, in writing, any clarifications, changes, and/or other information deemed to be necessary.

https://www.phila.gov/make-a-payment/ mailto:PHLcontracts@phila.gov

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1.9 Bid Submission

1.9.1 All quotes submitted to the City of Philadelphia must adhere to all bid submission requirements.

It is the seller's responsibility to ensure all bid submission requirements are met. Failure to adhere to these instructions may result in the quote being disqualified.

1.9.2 All quotes must be electronically submitted to PHLContracts by a seller with legal authority to bind the seller's Company as that authority is more fully described in the “Consent and

Authorization Agreement,” which Company has completed, signed and submitted to the City at the time of vendor registration or as an attachment to the first submitted quote; in no event will the City accept a quote from seller unless City has received a duly completed and signed Consent and Authorization Agreement by the time of bid opening. The Contract shall not be legally binding upon the City of Philadelphia unless and until it is executed in accordance with

Paragraph 13 of the attached Terms and Conditions.

1.9.3 Quotes to advertised sealed bids shall be submitted through PHLContracts and opened publicly at 10:30 AM Philadelphia local time via online video conference on the bid opening date.

1.9.4 Sellers must submit their electronic quote to the City of Philadelphia through PHLContracts no later than 10:30 AM on the date that the bid opens.

1.9.5 It is the seller's responsibility to ensure that the quote is submitted in a timely manner prior to the bid opening date and time in accordance with Paragraph 1 of attached Terms and Conditions. All quotes must be submitted electronically to the correct bid opportunity established for this Bid, through the PHLContracts online application process at: www.phlcontracts.phila.gov. Sellers who have failed to file complete applications through the PHLContracts online application process will not be considered for the contract. Be advised that the unavailability of timely help through our Customer Service will not extend an advertised deadline for electronic submission of your quote on PHLContracts. Please allow sufficient time prior to any application deadline for an adequate response to your inquiry or request for assistance.

1.9.6 Seller's quote should be complete and include all information required as described in the various sections of the bid solicitation, including but not limited to, specifications, Terms and

Conditions of Bidding and Contract, pricing, and all amendments. All pricing must be completed as specified in the bid solicitation. Every submitted quote the seller must fully accept the terms and conditions contained in the bid solicitation. Failure to accept all of the terms and conditions is a matter of responsiveness in accordance with Paragraph 8 of the attached Terms and

Conditions.

1.9.7 Processing Fee

In addition to enrollment in the City's Annual Bid Security Program, sellers must pay, for each submitted quote, a non-refundable Bid Processing Fee of $25.00. Sellers can pay this fee http://www.phlcontracts.phila.gov/

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https://www.phila.gov/make-a-payment/

Receipt of payment must be uploaded to the quote on PHLContracts.

Failure to submit the bid processing fee may result in the seller's disqualification from bidding.

In addition, if an award is made pursuant to the Bid Solicitation, any unpaid processing fees owed by the seller to the City must be paid prior to the City's release of any payments to the seller under the Contract.

1.9.8 Local Bidding Preference

In accordance with Chapter 17-109 of The Philadelphia Code relating to Local Bidding

Preferences this bid may be subject to a local bid preference1. In order to determine eligibility to receive the preference, if applicable, the seller must be certified as a Local Business Entity

(“LBE”) at the time of the bid opening.

Further, through submission of a quote in response to this bid, seller makes the following certification in connection with the grant of any local bidding preference which certification is incorporated into any contract resulting from this bid:

“Throughout the entirety of the contract, my company or my LBE certified subcontractor(s)2 will perform the majority of any work on the subject contract within the geographic limits of the City of Philadelphia and my company or my LBE certified subcontractor(s) will maintain within the City a majority of the inventory or equipment that will be used on the contract or the amount of inventory that is customary for that industry.”

If the Procurement Commissioner determines that the awarded seller fails to comply with its certification at any time during the term of its contract, the awarded seller's LBE certification will be revoked and the awarded seller shall be deemed in substantial breach of such contract, shall be required to pay liquidated damages of 10% of the awarded contract amount, and may be debarred by the Procurement Commissioner in accordance with the Procurement Department

Debarment Regulation for a period up to three years.

1 For applicable bids of One Million Dollars or less, the preference is ten percent (10%); for all other applicable bids the preference is five percent (5%).

2 If the Seller relies upon LBE subcontractor(s) to perform the majority of the work and maintain the majority of the inventory or equipment within the City, the subcontractor(s)’ LBE Certification Number and most recent annual affidavit of continuing eligibility must be submitted to the Procurement Department.

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To apply for Local Business Entity (LBE) certification, go to:

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/get-certified-as-a-local-business-entity/

Please provide sufficient time prior to bidding for the processing of the LBE application. The

Procurement Commissioner reserves the right to request any additional or clarifying information at any time prior to the award of the contract, and during the performance of the contract.

1.9.9 Alternates

If an alternate to any item is offered, the seller must follow instructions in Paragraph 4 of “SS&E

Terms and Conditions of Bidding and Contract”. State the brand name and the model number of each alternate offered. Detailed technical information on the alternate should accompany the bid.

Failure to state alternates will obligate the seller to provide materials and/or services specified in the bid solicitation.

Any other product information submitted by a seller in connection with this bid is for purposes of product description, information, and specification only. The seller agrees that any additional terms or conditions contained therein, including, but not limited to, disclaimers or limitations of liability, do not become part of the bid.

1.9.10 Sole Product

If the contract award is a Sole Product:

(a) The award shall be made for the items specified only and alternates will not be considered.

(b) Paragraph 4 of the “SS&E Terms and Conditions of Bidding and Contract” does not apply.

1.9.11 Price List

A price list is not required for this bid.

1.9.12 Questions or Problems

In preparing the bid response, should any seller need clarification on the bid requirements, identify a discrepancy in the specifications, determine that a specified product has been discontinued or an alternate procedure is advised, etc.; then the seller is strongly encouraged to bring these issues to the attention of the Procurement Department prior to the bid opening by submitting questions on the Q&A tab of the applicable bid posted through PHLContracts.

Questions must be received no later than seven (7) calendar days prior to the scheduled opening date of the bid. The City reserves the right to only respond to those questions submitted prior to the stated deadline. The City will respond to questions it considers

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If it is in the City's best interest to do so, the bid may be amended to reflect the proposed changes/modifications. Exceptions taken do not obligate the City to change the specifications.

The City of Philadelphia Procurement Department will post all amendments to the Bid on

PHLContracts regarding any interpretations/changes made to specifications or instructions. The

City will not accept responsibility for oral instructions, suggestions, or changes by any City agency.

Otherwise, the successful seller will have to provide the product or service exactly as defined in the Bid Solicitation including any and all specifications and requirements listed.

1.10 Seller Qualification

1.10.1

All sellers must be a bona fide manufacturer of, or dealer in, the article or service specified within the bid. To demonstrate this, sellers should submit the following reference information with their bid. References provided should be pertinent to the commodity or service requested in this Bid Solicitation; and demonstrate the seller's ability to perform on a contract of this size and scope.

• Please note that reference information in each section must be completed.

Failure to submit this information may result in the seller's disqualification.

• Seller must complete Seller Qualification attachment and submit with bid solicitation.

1.10.2 Maintenance Manual

Vendors must maintain the latest revisions of Safran Arriel 1D1 Maintenance Manual and

Airbus AS350B2 Airframe Maintenance Manual and retain the documents at their facility. The Pilot’s Operating Handbooks are in each aircraft which the awarded vendor is required to keep current.

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1.10.3 Contract Requirement

The awarded vendor’s maintenance facility must be within maximum 10 miles of vehicle driving distance from the Philadelphia Northeast Airport.

1.11 Virtual Pre-Bid/Pre-Proposal Meeting

Date: Thursday, September 3, 2026

Time: 1:00 PM

Location: Held via video conference

Mandatory Pre-Bid Meeting

The purpose of this meeting is to respond to questions from prospective sellers. Sellers are encouraged to submit questions in writing at this time. All questions that materially impact upon the bid process will be answered, in writing, in a formal amendment issued by the City. Oral responses by City employees or their representatives are not binding and shall not in any way be a commitment by the City.

Attendance at this Pre-Bid Meeting is mandatory. Only sellers who attend the Pre-Bid Meeting and are subsequently qualified by the City will be eligible for award.

It is the seller’s responsibility to ensure that they arrive at the pre-bid meeting on time.

Sellers who arrive twenty minutes after the meeting has started may be denied entry to the meeting.

1.12 Site Inspection

A site inspection is not applicable to this bid.

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Section 2 Specifications

2.1 Specifications

Successful seller shall provide the City of Philadelphia Police Department with helicopter maintenance in accordance with Section 2 of this bid solicitation.

2.1.1

The seller shall provide inspections, scheduled and unscheduled maintenance as may be required by service letters, service bulletins and airworthiness directives as outlined in the Airbus helicopter maintenance and overhaul manual, Safran Arriel 1D1 engine maintenance manual and federal aviation regulations.

2.1.2

The seller shall provide inspections, scheduled and unscheduled maintenance as may be required by service letters, service bulletins and airworthiness directives as outlined in the Airbus helicopters maintenance manuals, Safran maintenance manuals and federal aviation regulations.

2.1.3

Unscheduled maintenance shall encompass the labor and parts costs associated with the premature removal of retirement parts and/or overhaul components and maintenance performed between scheduled and special inspections.

2.1.4

The seller shall act as liaison and coordinator for all repairs to specialty systems on the aircraft, which include avionics, thermal imaging, night sun, tactical radios, Lojack system, etc.

2.1.5

The seller must provide a computer program that may be installed in the Police

Department’s computer to track the status of required inspections and time limited parts.

The seller must do an update, via computer entry and at the time of maintenance, of the aircraft status and provide a hard copy, which will remain at the Police Department’s hangar.

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2.1.6

Prior to the 8 hour inspection, the seller’s representative will review the discrepancy sheet, which is prepared by the Police Department’s pilot. The service technician will address that discrepancy and provide written documentation on any discrepancy work that was done.

2.1.7

The seller will make all required log book entries for maintenance that was performed and maintain engine and airframe service manuals that are kept at the Police Department’s hangar.

2.1.8

The seller shall provide service for scheduled maintenance, such as 100-hour inspections, within

72 hours of the initial request for service by the City.

2.1.9

The seller will respond to the unscheduled maintenance requests within 12 hours of the initial request for service by the City if the aircraft is A.O.G. (aircraft on ground) and at the Police

Department’s hangar.

2.1.10

The seller will respond to unscheduled maintenance requests within 2 hours of the initial request for service by the City if the aircraft is A.O.G. (aircraft on ground) and at an unsecured location.

2.1.11

The seller shall respond to any other unscheduled maintenance requests within 24 hours of the initial notification by the City.

2.1.12

The seller shall provide an emergency contact phone number, which is operational 24 hours a day, 7 days a week, 365 days a year. The seller shall respond to the Department’s initial phone contact by returning the call within 30 minutes. The seller shall have a dedicated contact person for all correspondence regarding the Department’s maintenance issues.

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2.1.13

The seller shall conduct inspections approximately every 8 hours of flight time on the Police

Department’s aircraft, clean the aircraft window and provide minor discrepancy repairs by a

Airbus helicopter certified technician. Repairs for minor discrepancies will be done at the Police Department’s hangar. This service shall be available 365 days a year, but is subject to holiday exceptions, upon agreement of the City and the seller. The seller shall provide the necessary equipment to conduct these inspections and repairs.

2.1.14

Failure to comply with/to service calls within the hours set above will result in the vendor paying the City, as liquidated damages, the sum of fifty ($50.00) dollars per hour per day for each and every calendar day of delay. The City reserves the right to waive penalties for circumstances outside the seller’s control. Exercised penalties will be deducted from the seller’s invoices.

2.1.15

It is the responsibility of the seller to properly secure and protect all of his/her property at the City hangar located at the Philadelphia Northeast Airport.

2.1.16

Seller is expected to meet the following hours/ turn around time completion schedule for each of type of inspection listed below for the Airbus AS350B2 Maintenance Manual:

Inspections Airbus Helicopter AS350B2 Manual Reference

1mo/10/25/30/50hr Master Service Manual 05-20-00

100hr Master Service Manual 05-25-00

6mo Master Service Manual 05-25-00

150hr/ 12mo Master Service Manual 05-21-00, 01, 02

300hr Master Service Manual 05-25-00

600hr/ 24mo Master Service Manual 05-22-00, 01, 02

1200hr/ 48mo Master Service Manual 05-23-00, 01, 02

72mo Master Service Manual 05-25-00

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144mo Master Service Manual 05-25-00

2.1.17

Seller is expected to meet the following hours/ turn around time completion schedule for each type of inspection listed below for the Safran Arriel 1D1 Maintenance Manual:

Inspections Safran Arriel 1D1 Maintenance Manual Reference

15hr/ 7day/ 30hr Maintenance Manual 05-20-10-201-801 & 815-A01

100hr Maintenance Manual 05-20-10-201-820-A01

150hr Maintenance Manual 05-20-10-201-825-A01

200hr Maintenance Manual 05-20-10-201-830-A01

300hr Maintenance Manual 05-20-10-201-835-A01

600hr Maintenance Manual 05-20-10-201-850-A01

750hr Maintenance Manual 05-20-10-201-852-A01

1500hr Maintenance Manual 05-20-10-201-870-A01

3000hr Maintenance Manual 05-20-10-201-880-A01

3600hr Maintenance Manual 05-20-10-201-886-A01

2.1.18 Pricing

Seller shall submit a unit price for each of the helicopter maintenance services items listed in the

PHL Contracts Items Tab. Prices quoted must not contain more than three (3) decimal places.

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Section 3 Bid Evaluation and Award

3.1 Bid Evaluation

3.1.1 Bids will be evaluated by the Procurement Department.

3.1.2 Bids will be evaluated for responsiveness to the bid specifications and the responsibility of the sellers.

3.1.3 Bids may be disqualified if they are deemed to be non-responsive without notice. All decisions regarding responsiveness are final and are not appealable.

A bid may be deemed non-responsive for any of the following:

(a) improper bid security

(b) improper bid execution

(c) incompleteness

(d) offering counter terms and conditions

3.1.4 Sellers whose bids are determined to be non-responsible for reasons of seller qualification shall be notified by the City of the reasons for the determination and may contest the finding of non-responsibility through the prescribed procedures described in paragraph 9 of “SS&E Terms and

Conditions of Bidding and Contract”.

3.2 Evaluation and Award

3.2.1 This bid solicitation shall be awarded to the lowest responsive and responsible seller. Seller must bid all items to be eligible for award.

3.2.2 Application of LBE Preference

In applying the 10% preference, if applicable, the bid price of the LBE will be multiplied by .90 and rounded to the second decimal place. In applying the 5% preference, if applicable, the bid price of the LBE will be multiplied by .95 and rounded to the second decimal place. The adjusted bid price of the LBE will then be used in determining the lowest responsive and responsible seller. If the bid is awarded as a whole or by section, the local bid preference may be applicable.

If the bid is awarded by line item, the local bid preference is not applicable.

Unless the Procurement Commissioner determines to waive the preference for the reasons stated in subsection 7b. of the LBE Regulation, an LBE, whose bid is otherwise responsive and responsible and who has submitted the required information, shall be granted the applicable bid preference on competitive bid(s) awards that are awarded as a whole or by section.

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3.2.3 Basis of Award for Evaluation Purposes

The prices used for the calculation of the Basis of Award must be the same prices as quoted in

PHL Contracts Items Tab. In the event of a conflict between the prices quoted in PHL Contracts

Items Tab of the bid and those used in the Basis of Award, the prices quoted in the Pricing

Section will prevail and will be used for calculations.

3.2.4 Performance Security and Bond

In this bid, Performance Security in the amount of $25 is required as outlined in paragraph 13 of

“SS&E Terms and Conditions of Bidding and Contract”. Any applicable performance security shall be required for any subsequent renewal periods.

Fees are paid electronically through the Revenue Department payment center at:

Type of Fee Fee Amount

Bid Processing Fee $25.00

Annual Master Bid Security Fee $100.00

Performance Security Fee $25.00

3.2.5 Required Disclosures

In accordance with Philadelphia Code Section 17-104, the successful seller, after award of the

Contract, is required to disclose the following:

(a) Slavery Era Records. The seller will complete an affidavit certifying and representing that the seller (including any parent company, subsidiary, exclusive distributor or company affiliated with seller) has searched any and all records of the seller or any predecessor business entity regarding records of investments or profits from slavery or slaveholder insurance policies during the slavery era. The names of any slaves or slaveholders described in those records must be disclosed in the affidavit. The seller expressly understands and agrees that any false certification or representation in connection with this disclosure and/or any failure to comply with these requirements shall constitute a substantial breach of this

Contract entitling the City to all rights and remedies provided in this Contract or otherwise available in law (including, but not limited to, Section 17-104 of The Philadelphia Code) or equity and the Contract will be deemed voidable. In addition, it is understood that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A. Section

4904.

(b) Female Executives and Board Members. The seller must provide the following information:

i. the current percentage of female executive officers in the company and the current percentage of females on the company's executive and full boards;

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ii. the company's aspirational goals for the inclusion of females in executive positions and on the executive and full boards; and

iii. the intended efforts by the contractor to achieve the aspirational goals. This information should be submitted with the bid but the City reserves the right to allow seller to submit this information at any time prior to award of Contract.

(c) Demographic Data Disclosures. The seller agrees to provide the following information before formally accepting the Contract:

i. Seller’s and each subcontractor’s prior years of experience performing on City contracts in any capacity during the five calendar years prior to the date of the opening of bids for the Contract;

ii. Demographic data on the workforce of the seller (race, ethnicity, gender identity, salary range, Philadelphia residence, and other categories that may be established by regulation), as of the Report Date (June 30th immediately preceding the date the bid is filed); and

iii. Demographic data on the board of the seller

The above disclosure requirements can be fulfilled via electronic form:

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/

For Sole Source contracts, the seller is subject to additional disclosure requirements established under Chapter 17-1400 of The Philadelphia Code.

The seller expressly understands and agrees that any false certification or representation in connection with this disclosure and/or any failure to comply with these requirements shall constitute a substantial breach of this Contract entitling the City to all rights and remedies provided in this Contract or otherwise available in law (including, but not limited to, the “City of

Philadelphia Policy and Procedures for Debarment and Suspension of Vendors and

Contractors”) or equity and the Contract will be deemed voidable. In addition, it is understood that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A.

Section 4904.

3.2.6 Anti-discrimination and Equal Opportunity in Contracting

The City, acting through its Office of Economic Opportunity (“OEO”), works to ensure that all businesses desiring to do business with the City have an equal opportunity to compete under the City’s procurement process free from unlawful discrimination. In furtherance of this goal, the City will track the participation of small and local businesses at all tiers of City contracting.

In accordance with City requirements and all applicable law, seller agrees to comply with the https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/ https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/

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City’s requirements for the collection, retention, and reporting of data relating to contracting at any tier, including subcontracts.

Nothing in this Section shall be interpreted as (i) imposing mandatory quotas or percentages tied to protected group status, (ii) limiting the City's ability to periodically review, amend, or update its contracting policies consistent with applicable law and evolving policy objectives, or

(iii) limiting the City’s ability to issue additional guidance on the collection, retention, and reporting of contracting data pursuant to this Section.

Seller agrees that the City may, in its sole discretion, conduct periodic reviews to monitor seller’s compliance with the collection of data relating to contracting at any tier, including subcontracts.

Seller agrees that in the event the City determines that seller has failed to comply with any of the requirements of this Section, the City may exercise any rights and remedies it may have under this Contract which includes withholding payment, suspension or termination.

The City has no direct contractual relationship with any subcontractor, and the Contract does not give any subcontractor any legal rights or remedies pursuant to this Section except the rights or remedies such subcontractor may be entitled to under its contract with seller. The remedies outlined in this Contract are for the City’s benefit only. The failure of the City to enforce or the indulgence of any non-compliance with this Section shall not constitute a waiver of the City’s rights nor give rise to actions by any third parties, including subcontractors.

Seller hereby verifies that all information submitted to the City in connection with this Section is true and correct and is notified that the submission of false information is subject to the penalties of 18 Pa.C.S. § 4904 relating to unsworn falsification to authorities, which may include payment of a fine of at least $1,000 and a term of imprisonment of not more than two

(2) years.”

3.2.7 Insurance:

Insurance is a requirement for this bid in accordance with Paragraph 15 of the “SS&E Terms and

Conditions of Bidding and Contract”.

With the following additional insurance requirements to supplement paragraph 15 of the “terms and conditions of bidding and contract”.

Paragraph 15 (2) (i); Limit of Liability: is hereby changed to $10,000,000 per occurrence combining single limit of bodily injury (including death) and property damage liability”.

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Paragraph 15 (3) (i); Limit of Liability: is hereby changed to $2,000,000 per occurrence combined single limit for bodily injury (including death) and property damage liability.

Paragraph 15 (4) is hereby added as an additional requirement: hangarkeeper’s legal liability insurance in an amount not less than $5,000,000 per aircraft, $5,000,000 per occurrence.

No contract will be executed nor purchase order issued unless and until all required insurance certificates, in the required amount, are received. All insurance MUST meet the following requirements:

• Insurance must be in the same name and address as the bidder

• The insurance carrier must be rated “A” or better by AM Best

• The certificate holder must be the City of Philadelphia, and specifically named as an additional insured on the certificate.

• Certificate must be signed by an authorized representative of the insurance company/carrier.

All certificates are to be sent to the Office of Risk Management, One Parkway, 1515 Arch Street, 1st Floor, Philadelphia, PA 19102., Attn: Debbie Lawton or fax to (215) 683-1718.

All certificates are to be uploaded to PHLContracts or sent to Proc.Contracts@phila.gov mailto:Proc.Contracts@phila.gov

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Section 4 Contract Management

4.1 City of Philadelphia Responsibility

4.1.1 Order Against Contracts

Upon contract conformance, purchase order(s) will be issued at such time that the product and/or service is needed and will show if delivery is to be made upon receipt of order, or only after notification by the using department.

(a) For Requirements contract types, products or services will be ordered and delivered on an as-needed basis during the contract term. A minimum quantity is not guaranteed.

(b) For Firm Limit contract types, products or services will be ordered and delivered at one-time in the quantity specified.

4.1.2 Invoices

Invoices shall be submitted after delivery and acceptance of the product or service by the City.

The City makes all efforts to process invoices in a timely manner. Incomplete or inaccurate information may result in invoice processing delays.

Invoices must contain the information specified in section 4.2.13 in order for the City to process payments as quickly as possible.

Payments will only be made to the entity name as shown on the purchase order; the invoice must reflect this same entity name as the entity to “pay to”. Before any City payments are made, the awarded entity will be required to enroll in ACH and submit invoices through the City’s vendor payment portal at: https://vendor-payments.phila.gov/login

4.1.3 The using agencies and departments are responsible for monitoring the services and/or products delivered as described in the contract. If any problems arise, a letter should be sent to the vendor requesting resolution by a specified date. A copy should be sent to the buyer. If vendor does not resolve the breach of contract by the requested date the matter should be turned over to the buyer.

4.1.4 Add-ons

The City reserves the right to add, delete and/or acquire products/services that the successful seller can supply that are similar to, but not specifically called for in this bid. The procedure for such acquisitions shall be as follows:

Procurement or the using department will obtain from the successful seller a letter (on his/her letterhead) verifying the items to be added. The letter shall include the complete description of https://vendor-payments.phila.gov/login

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Department shall automatically become part of the contract. The City, however, reserves the right to accept or reject the letter and to acquire the supplies or materials in the open market.

4.1.5 Materials Testing:

The City of Philadelphia, may, during the life of this contract, supply a delivered product from this contract to the Materials Testing Laboratory. These products shall be tested to ensure conformance with bid specifications. If the product fails, or is different from the product supplied at the award stage, rejection procedures will be implemented.

4.2 Vendor Responsibility

4.2.1 The awarded seller may deliver only products, services or equipment as authorized in the contract and only after receipt of a purchase order or other authorized document from the

Procurement Department. All orders must be in writing. Contractor shall not accept verbal delivery requests until after receipt of purchase order or other authorizing document from

Procurement.

4.2.2 The awarded seller may deliver only products, services or equipment at the prices quoted in the contract and that are reflected on a purchase order or a change to a purchase order (a change to a purchase order is issued whenever the items, unit price, total amount, or terms and conditions change from the original purchase order).

4.2.3 The awarded seller may deliver products, services or equipment up to the dollar limit of the purchase order and for the period shown on the purchase order. Sellers are requested to carefully monitor obligations against purchase orders and inform the departments of anticipated funding shortfalls.

4.2.4 Delivery

Unless otherwise specified in Section 2, noted by the seller in PHL Contracts, and/or approved by the Using Agency, delivery of product and/or service will be made within 30 days from date requested by Using Agency. On the PHLContracts questions tab, specify if delivery is other than

30 days.

4.2.5 Liquidated Damages

Liquidated damages in the amount of $50.00 per hour, per day for each and every calendar day that seller fails to comply with or respond to service calls may be applied.

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4.2.6 In the event that the successful seller receives an order for products, services or equipment not specifically priced and incorporated into the contract, they must:

(a) bring this to the immediate attention of the Procurement Department specialist noted on the cover page.

(b) notify the ordering agency in writing and refuse to deliver.

4.2.7 Should products, services, or equipment be delivered that are not specifically incorporated and priced into the contract, and/or be delivered without purchase order, the City shall have no obligation for payment.

4.2.8 For delivery of products or equipment, the successful seller shall honor and be paid for orders placed until the close of business of the date of purchase order expiration. Delivery of product may occur following purchase order expiration, so long as the order was placed prior to the purchase order expiration date.

4.2.9 For performance of services, the successful seller shall honor and be paid for orders placed until the close of business of the date of purchase order expiration. Performance of services may occur following purchase order expiration, so long as the order was placed prior to the purchase order expiration date.

4.2.10 Approval of Work

All completed work shall be approved by the ordering department prior to approval for payment. Work must be completed in a first class workmanlike manner to the absolute satisfaction of the City. The cost of any faulty or inadequate workmanship or parts will not be paid for by the department and must be assumed by the successful seller. In addition, the successful seller is responsible for picking up any delivered material that is rejected for non-compliance to specifications. Any and all costs associated with the return are to be at the sole expense of the successful seller.

4.2.11 At the conclusion of this contract, contractor agrees to cooperate with any incoming vendor on a transition plan to ensure an orderly changeover of responsibilities

4.2.12 For all invoices submitted, the successful seller must agree that all pricing can be verified in the pricing on file in PHLContracts with the City of Philadelphia.

4.2.13 Invoices/Receipts

Successful sellers must submit timely invoices for services, supplies and/or equipment within 30 days through the City’s vendor payment system at: https://vendor-payments.phila.gov/login

Sellers shall not invoice more than once per month or order.

Invoices must include:

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(a) The purchase order number

(b) The awarded seller’s name, address and Federal Employer Identification Number

(c) The quantity, price, and description of the item(s) or service(s)

The unit of purchase on the invoice must agree with the unit cited on the purchase order.

Reference to the specific line item is helpful and recommended.

Payment will only be made to the company name as shown on the purchase order; the invoice must reflect the same company as the “pay to”.

For Time and Material type invoices it is typically necessary to submit two separate invoices, one for labor expenses and one for parts. If there are two different purchase orders for labor and parts, two separate invoices will be required. It is recommended that the invoices have the same invoice number but different suffixes (e.g. 1234L for labor and

1234P for parts). Supporting Work Orders with the signature and payroll ID number of the authorized/designated City personnel must be included.

4.2.14 Minimum Wage & Benefits and Prevailing Wage

If this bid is for the furnishing of services, except where services are incidental to the delivery of supplies or equipment, it is subject to Chapter 17-1300 of The Philadelphia Code and

Mayoral Executive Order 03-14 which establish minimum benefits (health benefits and sick leave) and wages for employees. Please see Paragraph 29, “Minimum Wage & Benefits and Prevailing Wage” of the SS&E Terms and Conditions of Bidding and Contract.

4.3 Vendor Acceptances:

In submitting an executed bid, the seller agrees to the contract management procedures in this section.

Section 5 Pricing

Unit pricing quoted in PHLContracts will prevail in case of any discrepancy between unit price and the extended amount and will be the determining factor in establishing the applicable contract amounts for the award.

Note: Prices quotes may not exceed three (3) decimal places.

Section 5 Pricing