Beechcraft King Air 350 Replacement Aircraft - RFP 841-26-009.pdf

RFP No. 841-26-009 Beechcraft King Air 350/360 Series or Equivalent Aircraft

Commonwealth of Virginia Department of Aviation (DOAV)

ISSUE DATE: July 22, 2026 REQUEST FOR PROPOSAL No. 841-26-009 ISSUING AGENCY and ADDRESS: Virginia Department of Aviation, 5702 Gulfstream Road, Richmond, VA 23250

PLACE OF PERFORMANCE: To be determined

TITLE: Beechcraft King Air 350/360 Series or Equivalent Aircraft

PERIOD OF PERFORMANCE: From award of contract through delivery and final acceptance

PROPOSAL DUE DATE & TIME:

September 2, 2026 @ 4:00 PM Local Time

CONTRACTING OFFICER/CONTACT: Benjamin Miller, benjamin.miller@doav.virginia.gov

Electronic Proposal Submissions ONLY will be accepted for this solicitation. Complete instructions for electronic proposal submission can be found in Section 6.0 of this document.

*Please note Due Date/Time Above – Late Proposals WILL NOT be accepted under any circumstances*

In compliance with this Request For Proposals (RFP) and all conditions imposed in this RFP, the undersigned firm hereby offers and agrees to furnish all goods and services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation, and the undersigned firm hereby certifies that all information provided below and, in any schedule, attached hereto is true, correct, and complete.

Name and Address of Firm: Date:

By:

(Signature in ink) Printed Name:

Zip: Title:

FEIN/SSN #: Telephone No. SCC ID#:

Email: _______________________________________________

REGISTERED WITH eVA: ( ) YES ( ) NO MICRO-BUSINESS: ( ) YES ( ) NO

VIRGINIA DSBSD CERTIFIED: ( ) YES ( ) NO SMALL-BUSINESS: ( ) YES ( ) NO

DSBSD CERTIFICATION No.:

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against an offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, status as a military family, or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that request for proposal.

PREPROPOSAL CONFERENCE: An optional preproposal conference and aircraft site visit will be held (Refer to Section 5.0)

IMPORTANT: THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE

TABLE OF CONTENTS FOR RFP No. 841-26-009

1.0 Purpose ............................................................................................. Page 3

2.0 Background ........................................................................................ Page 3

3.0 Statement of Needs ............................................................................ Page 4

4.0 Inspection and Acceptance of Proposed Aircraft ................................... Page 9

5.0 Optional Preproposal Conference and Aircraft Site Visit ...................... Page 10

6.0 Proposal Preparation and Submission Instructions ............................. Page 10

7.0 Evaluation and Award Criteria ............................................................ Page 17

8.0 Contract Award ................................................................................ Page 17

9.0 Special Terms and Conditions ........................................................... Page 18

10.0 Method of Payment ........................................................................... Page 23

Appendix I – Pricing Schedule ............................................................ Page 25

Appendix II – Vendor Data Sheet ........................................................ Page 26

Appendix III – State Corporation Commission Form ............................. Page 27

Appendix IV – Exceptions to RFP Form ................................................ Page 28

Appendix V – Small Business Subcontracting Plan .............................. Page 29

Appendix VI – Certification of Compliance with Prohibition of Political Contributions and Gifts during the Procurement Process………………………………………………………..Page 31

Attachments

Attachment A – General Terms and Conditions

1.0 Purpose

The purpose of this Request for Proposals (RFP) is to solicit sealed proposals from qualified Offerors, in order to establish a contract through competitive negotiations, to purchase a Beechcraft King Air 350/360 series or equivalent aircraft for the Commonwealth of Virginia, Department of Aviation (DOAV).

2.0 Background

DOAV currently operates a fleet of two (2) Beechcraft King Air 350 aircraft to support the transportation needs of the Commonwealth. These aircraft are used to transport the Governor, state officials, and other authorized personnel to destinations throughout the United States and internationally as required.

The aircraft are operated by a staff of six (6) DOAV pilots and are based at the Richmond International Airport (RIC) in Richmond, Virginia. Missions frequently involve time-sensitive travel to regional airports that may not be served by commercial airline service. Typical missions involve travel to airports throughout Virginia and the eastern United States, often requiring the ability to operate from shorter runways and smaller airports.

Flights are conducted in accordance with Federal Aviation Regulations (FAR) Part 91 and are routinely performed in all weather conditions, both day and night. Aircraft are operated with either two-pilot crews or single-pilot operations where appropriate and permitted by regulation, depending on mission requirements and operational considerations.

DOAV’s two (2) Beechcraft King Air 350 aircraft entered service in 2007 as new aircraft, and the Department intends to replace one (1) of these aircraft through this solicitation.

Due to the mission of transporting senior Commonwealth officials and supporting time-sensitive government travel, aircraft reliability, dispatch availability, and operational safety are critical considerations for the Department.

3.0 Statement of Needs

3.1 General

DOAV seeks proposals from qualified Offerors for the acquisition of one (1) pressurized, twin-engine, turboprop aircraft to replace one of the Beechcraft King Air 350 aircraft currently operated within the Department’s fleet.

The aircraft procured under this solicitation shall be capable of supporting executive transportation and governmental mission operations and shall meet or exceed the technical and performance requirements outlined in this solicitation.

DOAV requires an aircraft capable of providing a high level of safety, reliability, operational flexibility, and performance necessary to support statewide and interstate transportation of Commonwealth officials. The aircraft must be capable of operating safely and efficiently from a variety of airport environments, including regional and smaller airports.

Offerors may propose aircraft in the class of the Beechcraft King Air 350/360 series, or other aircraft of comparable size, performance, and mission capability that meet or exceed the requirements of this solicitation.

Proposals may include factory-new aircraft or demonstrator aircraft, provided that the proposed aircraft meets all technical and performance requirements specified in this solicitation. For the purposes of this solicitation, demonstrator aircraft shall have limited flight hours and cycles and shall not have accumulated usage that adversely affects the service life, reliability, or operational capability of the aircraft.

The Offeror must demonstrate that the proposed aircraft is currently available for immediate sale or delivery and that the Offeror is the legal owner of the aircraft or has the legal authority to transfer ownership of the aircraft at the time the proposal is submitted. Documentation supporting such authority may be requested by the Commonwealth.

DOAV anticipates replacing one of its Beechcraft King Air 350 aircraft as part of this procurement. Offerors may submit proposals that include a trade-in offer for the aircraft being replaced. However, DOAV reserves the right, at its sole discretion, to accept a trade-in offer or to sell the aircraft separately.

3.2 Technical Requirements

The aircraft proposed by the Offeror must meet or exceed the following minimum technical requirements.

3.2.1 Aircraft Type

The proposed aircraft shall be a pressurized, twin-engine, turboprop aircraft suitable for executive transportation and governmental mission operations.

The aircraft shall be certified for operation in accordance with applicable Federal Aviation Administration (FAA) regulations.

3.2.2 Aircraft Condition

The proposed aircraft must be:

• factory new, or

• a demonstrator aircraft

Demonstrator aircraft must be in excellent operational and cosmetic condition and must not have accumulated flight hours or cycles that would materially affect the service life, reliability, or operational capability of the aircraft. Demonstrator aircraft must have complete maintenance records and must meet all manufacturer inspection and maintenance requirements at the time of delivery.

The proposed aircraft should have no known damage history or structural repairs.

3.2.3 Performance Characteristics

The proposed aircraft must meet or exceed the following minimum performance characteristics. These values represent minimum operational performance requirements necessary to support DOAV mission operations.

• Normal cruise speed: 280 knots or greater

• Range: 1,450 nautical miles or greater

• Service ceiling: 30,000 feet or greater

• Passenger capacity: minimum seating for nine (9) passengers in addition to two (2) pilots.

3.2.4 Cabin Configuration

The proposed aircraft shall include an executive-style passenger cabin and include cabin lighting, environmental controls, and baggage storage capability to support passenger transportation operations.

3.2.5 Avionics

The aircraft shall be equipped with an integrated avionics suite designed for turbine-powered aircraft operations.

Avionics shall include systems typically required for safe and efficient operations, including but not limited to:

• Integrated flight management system

• Second GPS

• Autopilot

• Weather radar

• Traffic Collision Avoidance System (TCAS)

• Terrain Awareness and Warning System (TAWS)

• ADS-B compliant transponder

3.2.6 Safety and Certification

The aircraft shall comply with all applicable FAA certification requirements and shall be capable of safe operation in instrument meteorological conditions (IMC).

3.3 Aircraft Trade-In

DOAV will consider trade-in proposals for the existing Beechcraft King Air 350 being replaced as part of this procurement. Offerors may submit a proposed trade-in offer for the aircraft described below. However, DOAV reserves the right, at its sole discretion, to accept a trade-in offer or to sell the aircraft separately.

3.3.1 Aircraft Identification

• Manufacturer: Beechcraft

• Model: King Air 350

• Serial Number: FL-549

• Registration Number: N1VA

• Manufacture Date: August 23, 2007

• Original Purchase Date: 2007

3.3.2 Aircraft Utilization

• Total Time Airframe: 4,956.1 hours

• Hobbs Meter: 4,956.1 hours

• Total Cycles: 6,255

The aircraft will remain in operational service until replaced and aircraft hours will continue to accumulate.

3.3.3 Inspection Status

• Current Status: Airworthy

• Last Phase Inspection: Phase 1 – January 12, 2026

• Next Phase Inspection: Phase 2

3.3.4 Engine and Propeller Information

• Engines: Pratt & Whitney PT6A-60A turboprop engines

• Engine Hours Since Overhaul: 1,315.2 hours

• Propeller Hours Since Overhaul: 653 hours

3.3.5 Avionics

The aircraft is equipped with the Rockwell Collins Pro Line 21 avionics suite, including:

• Weather radar

• Traffic Collision Avoidance System (TCAS)

• Terrain Awareness and Warning System (TAWS)

• ADS-B compliant transponder

3.3.6 Installed Equipment / Modifications

Installed equipment includes:

• Gogo Avance L5 in-flight connectivity hardware

Factory-installed options:

• Unimproved Runway Kit

• Dual aft body strakes

• Reduced Vertical Separation Minimum (RVSM) capability

• Wing lockers

3.3.7 Interior and Exterior

• Aircraft painted and new carpet installed: September 2016

3.3.8 Damage History

Minor damage to the tail cone occurred on June 21, 2024. The tail cone was replaced with a new component in accordance with manufacturer maintenance procedures. Supporting maintenance documentation is included in the aircraft maintenance records.

3.3.9 Aircraft Location

• The aircraft is currently based at the Virginia Department of Aviation, 5702 Gulfstream Road, Richmond, VA 23250, which is located at the Richmond International Airport (RIC).

• Offerors will be provided the opportunity to inspect the aircraft.

See Section 5.0.

3.3.10 Maintenance Records

• Aircraft maintenance logs and records will be made available for review by Offerors upon request.

Disclaimer - The Commonwealth makes no representation or warranty, including but not limited to airworthiness, condition, or suitability for any particular purpose.

4.0 Inspection and Acceptance of Proposed Aircraft

The aircraft shall be made available by the Contractor in an airworthy condition and shall meet all technical and performance requirements specified in this solicitation.

The aircraft shall be delivered with clear title and free of all liens or encumbrances.

Prior to final acceptance, DOAV reserves the right to conduct a pre-delivery inspection of the aircraft at the Contractor’s facility or other mutually agreed location. The purpose of the inspection will be to verify that the aircraft conforms to the specifications and requirements of the contract.

During the pre-acceptance inspection, DOAV may identify discrepancies, deficiencies, or maintenance items affecting the airworthiness, safety, or operational condition of the aircraft. The Contractor shall correct such discrepancies prior to acceptance unless otherwise agreed to in writing by DOAV.

At the time of acceptance, the aircraft shall have no outstanding Airworthiness Directives (ADs) and shall comply with all applicable manufacturer mandatory service bulletins. All scheduled inspections required by the aircraft manufacturer or FAA-approved maintenance program shall be current. Additionally, the aircraft shall be delivered in a clean condition and in a state suitable for immediate operational service.

Upon satisfactory completion of the inspection, DOAV will formally accept the aircraft. Following acceptance, DOAV personnel will ferry the aircraft from the Contractor’s facility to Richmond International Airport (RIC) in Richmond, Virginia.

Risk of loss shall transfer to the Commonwealth upon formal acceptance of the aircraft.

All required documentation, including complete aircraft logbooks and maintenance records for the airframe, engines, propellers, and installed equipment, FAA airworthiness certificate, FAA Form 8050-2 Bill of Sale, and other applicable documentation, shall be provided to DOAV at the time of delivery.

Acceptance of the aircraft by DOAV shall not waive any rights of the Commonwealth with respect to defects, deficiencies, or nonconformance with the requirements of the contract.

5.0 Optional Preproposal Conference and Aircraft Site Visit

An optional preproposal conference and aircraft site visit will be held at 2:00 PM on Wednesday, August 12, 2026 at the Virginia Department of Aviation, 5702 Gulfstream Road, Richmond, VA 23250, in Conference Room A. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation, as well as to allow Offerors the ability to inspect the Department’s existing Beechcraft King Air 350 (N1VA) for its trade-in value.

While attendance at this conference will not be a prerequisite to submitting a proposal, Offerors who intend to submit a proposal are encouraged to attend. Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

6.0 Proposal Preparation and Submission Instructions

6.1 In order to be considered for selection, Offerors must submit a complete response to this RFP and shall submit one (1) electronic copy of the entire proposal in eVA, including all attachments and any proprietary information.

If proprietary information has been included in the proposal, the Offeror shall also submit one (1) redacted (proprietary information removed) electronic copy of the proposal response. The redacted copy shall be clearly marked as such.

6.2 ELECTRONIC PROPOSAL SUBMISSION IN eVA – INSTRUCTIONS: All proposals must be submitted electronically online via eVA using the Offeror’s established eVA Supplier Account. The entire proposal response including all attachments and any/all addenda (if applicable) must be submitted electronically in eVA no later than the closing date and time stated on the electronic solicitation posting. Faxed, emailed, mailed, or hand-delivered proposals will not be accepted.

To learn about how to submit an online proposal in the eVA system please refer to the online supplier training page at:

https://eva.virginia.gov/supplier-training-materials.html

Once on the “Supplier Training Materials” page referenced above, scroll down and click on “Steps for Responding to a Request for Proposal (RFP)”.

The link to the video “Viewing and Responding to Solicitations” can be found on the Supplier Training Materials page at:

https://www.youtube.com/watch?v=KSxcAkOekW0

It is the responsibility of the Offeror to ensure that the proposal and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting.

Offerors should allow sufficient time to account for any technical difficulties that they may encounter during online submission or uploading of documents. In the event of technical difficulties, Offerors should contact eVA Customer Care at 1-866-289-7367 or via email at:

eVACustomerCare@dgs.virginia.gov

6.3 Proposals shall be hand-signed by an authorized representative of the Offeror and uploaded as a PDF document. A typewritten (e.g. cursive font) or stamped signature is not acceptable. By submitting a proposal, the Offeror certifies that all information provided in response to this RFP is true and https://eva.virginia.gov/supplier-training-materials.html https://www.youtube.com/watch?v=KSxcAkOekW0 mailto:eVACustomerCare@dgs.virginia.gov accurate. Failure to provide information required by the RFP may result in rejection of the proposal.

6.4 The version of the solicitation issued by DOAV as amended by any addenda is the mandatory controlling version of the document. Any modification of or additions to the solicitation by the Offeror shall not modify the official version of the solicitation issued by DOAV unless accepted in writing by the agency.

6.5 General Instructions:

6.5.1 Proposals shall be submitted in accordance with the following instructions. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

6.5.2 Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

6.5.3 Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

6.5.4 As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

6.5.5 The proposal should be contained in a single PDF document where practical. All documentation submitted with the proposal should be contained in that single PDF document.

6.5.6 Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document or prequalification application, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. If, after being given reasonable time the Offeror refuses to withdraw an entire classification designation, the proposal will be rejected.

6.6 Oral Presentations:

Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations.

Oral presentations are an option of the purchasing agency and may or may not be conducted.

6.7 Specific Proposal Requirements:

Proposals should be as thorough and detailed as possible so that DOAV may properly evaluate your capabilities to provide the aircraft specified in this solicitation. Offerors are required to submit the following items as a complete proposal:

6.7.1 Return the RFP cover sheet and all addenda acknowledgments, if any, hand-signed and filled out as required.

6.7.2 Proposed Aircraft Information.

The Offeror shall identify the specific aircraft proposed and provide detailed information regarding the proposed aircraft, including:

• Aircraft condition (factory-new or low-time demonstrator), including total flight hours and cycles at the time of proposal submission.

• Manufacturer, model, serial number, and registration number (if applicable).

• Aircraft utilization, including average annual usage and recent operational history

• Engine and propeller information, including hours since overhaul

• Avionics suite and installed equipment.

• Cabin configuration and passenger capacity.

• Maintenance status, including compliance with Airworthiness Directives (ADs) and service bulletins.

• Description of any damage history and/or repairs, if applicable.

• Current aircraft location and availability.

6.7.3 Methodology and Approach.

The Offeror shall describe its approach to delivering the proposed aircraft, including:

• Process for preparing the aircraft for delivery and acceptance.

• Coordination with DOAV for inspection and acceptance.

• Description of any support provided during the acceptance process.

• Timeline for delivery following contract award.

• Description of the proposed trade-in process (if applicable), including coordination of aircraft transfer, responsibilities of the Offeror and the Commonwealth, and any assumptions regarding the condition or delivery of the trade-in aircraft.

6.7.4 Experience and Qualifications.

The Offeror shall describe its experience and qualifications in providing similar aircraft, including:

• Experience in the sale of turbine-powered aircraft of similar size and capability.

• Description of recent comparable transactions.

• Demonstrated ability to provide aircraft meeting FAA and manufacturer requirements.

• Demonstration of availability and legal authority to sell the aircraft as required in section 3.1.

6.7.5 Pricing - Submit your firm’s pricing on Appendix I, “Pricing Schedule”.

Pricing should include the proposed aircraft, as well as the trade-in allowance for DOAV’s existing Beechcraft King Air 350.

6.7.6 Small Business Subcontracting Plan – Summarize the planned utilization of DSBSD-certified small businesses under the contract to be awarded as a result of this solicitation (See Appendix V).

6.7.7 Exceptions to Solicitation Terms and Conditions.

The Offeror shall identify any exceptions to the terms and conditions of this solicitation, including any proposed contract terms, purchase agreements, or bill of sale conditions, by completing Appendix IV, “Exceptions to RFP”.

Any terms and conditions not identified in Appendix IV at the time of proposal submission may not be considered during negotiation or contract award. The Commonwealth reserves the right to reject any proposed exceptions or additional terms and conditions.

6.7.8 Required Forms:

6.7.8.1 Complete and return the RFP Cover Sheet and all addenda acknowledgements, if any.

6.7.8.2 Complete and return Appendix I – Pricing Schedule.

6.7.8.3 Complete and return Appendix II – Vendor Data Sheet.

6.7.8.4 Complete and return Appendix III – State Corporation

Commission Form.

6.7.8.5 Complete and return Appendix IV – Exceptions to RFP Form.

6.7.8.6 Complete and return Appendix V – Small Business

Subcontracting Plan.

6.7.8.7 Complete and return Appendix VI – Certification of

Compliance with Prohibition of Political Contributions and Gifts during the Procurement Process.

7.0 Evaluation and Award Criteria

Proposals will be evaluated by DOAV using the following criteria and point assessment.

Criteria Points

1. Proposed Aircraft 30

2. Methodology/Approach 20

3. Experience/Qualifications 20

4. Pricing 10

5. Small Business Subcontracting Plan 20

Total 100

8.0 Contract Award

Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the Offerors so selected. The Offeror shall state any exception to any contractual terms or conditions, including any liability provisions contained in the Request for Proposal in writing at the time of responding to such Request for Proposal if so requested by the Commonwealth. Such exceptions shall be considered during negotiation but shall not be used as a basis for scoring or evaluating which Offerors are selected for negotiations. Price shall be considered, but need not be the sole determining factor.

After negotiations have been conducted with each Offeror so selected, the agency shall select the Offeror which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. The Commonwealth may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should the Commonwealth determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

9.0 Special Terms and Conditions

9.1 ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from the Offeror’s proposal, no indication of such sales or services to Virginia Department of Aviation will be used in product literature or advertising without prior written approval from the agency.

9.2 AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

9.3 eVA ORDERS AND CONTRACTS: The solicitation/contract will result in one (1) purchase order with the applicable eVA transaction fee assessed for each order.

Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA eProcurement Program and agree to comply with the following: If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or Punch-Out Catalog for items awarded will be just cause for the Commonwealth to reject your offer or terminate this contract for default. The format of this electronic catalog shall conform to the eVA Catalog and/or Punch-Out Catalog Specification. For further information and details please email eVA-catalog-manager@dgs.virginia.gov.

mailto:eVA-catalog-manager@dgs.virginia.gov mailto:eVA-catalog-manager@dgs.virginia.gov

9.4 COMMUNICATIONS: Communications regarding this Request for Proposals (RFP) shall be formal from the date of issue for this RFP, until either a Contractor has been selected or the DOAV Procurement Office rejects all proposals. Formal communications shall be directed solely to the DOAV Procurement Office.

Informal communications, including but not limited to, requests for information, comments or speculations, regarding this RFP to any DOAV employee other than a Procurement Office representative may result in the offending Offeror’s proposal being rejected.

9.5 PRICING – ALL-INCLUSIVE: The price proposed by the Offeror shall be all-inclusive and shall include all costs necessary to provide and deliver the aircraft in accordance with the requirements of this solicitation.

Such costs shall include, but are not limited to, all preparation, inspection, documentation, and any other costs required to deliver the aircraft in an airworthy condition and ready for acceptance by the Commonwealth, including any costs associated with preparing the aircraft for delivery and ferry by the Commonwealth.

The proposed trade-in allowance (if applicable) for the Commonwealth’s existing aircraft shall represent a firm, all-inclusive value. The Offeror shall include all costs associated with the acquisition, removal, transport, resale, or other disposition of the trade-in aircraft in the proposed trade-in value. No additional charges, deductions, or fees related to the trade-in shall be permitted unless specifically identified in the Offeror’s proposal and accepted by the Commonwealth.

No additional charges, fees, or costs shall be allowed unless specifically identified in the Offeror’s proposal and accepted by the Commonwealth.

9.6 FINAL INSPECTION AND ACCEPTANCE: Prior to final acceptance, the

Commonwealth reserves the right to inspect the aircraft at the Contractor’s facility or other mutually agreed location to verify that the aircraft conforms to all requirements of the contract.

The Contractor shall ensure that the aircraft is in an airworthy condition and fully compliant with all applicable Federal Aviation Administration (FAA) requirements and the specifications of this solicitation at the time of inspection.

Any discrepancies, deficiencies, or nonconformities identified during inspection shall be corrected by the Contractor, at no additional cost to the Commonwealth, prior to acceptance unless otherwise agreed to in writing by the Commonwealth.

Final acceptance shall occur only after the Commonwealth determines that the aircraft meets all requirements of the contract.

9.7 INDEMNIFICATION: Contractor agrees to indemnify the Commonwealth of Virginia, its officers, agents, and employees for any loss, liability, cost, or reasonable settlement cost incurred as a result of any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the contractor/any services of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the contractor on the materials, goods or equipment delivered.

9.8 MAINTENANCE RECORDS AND MANUALS: The Contractor shall provide, at the time of delivery, complete and accurate aircraft documentation, including but not limited to all aircraft logbooks and maintenance records for the airframe, engines, propellers, and installed equipment.

The Contractor shall also provide all applicable operations and maintenance manuals, including aircraft flight manuals, pilot operating handbooks, avionics manuals, wiring diagrams, parts catalogs, and any other documentation necessary for the safe operation and maintenance of the aircraft.

All documentation shall be current, organized, and sufficient to demonstrate compliance with all applicable Federal Aviation Administration (FAA) requirements and manufacturer-recommended maintenance programs, and shall be transferred to the Commonwealth at the time of delivery as a condition of acceptance.

9.9 AIRCRAFT INFORMATION AND SUPPORTING DOCUMENTATION: The

Offeror shall clearly and specifically identify the aircraft being proposed, including the manufacturer, model, serial number, and registration number (if applicable), and shall provide complete and detailed information sufficient for the Commonwealth to determine compliance with the requirements of this solicitation.

The Offeror shall include detailed specifications, configuration information, and a description of installed equipment and avionics, as well as documentation regarding aircraft condition, total time, cycles, maintenance status, and any damage history.

Supporting documentation shall include, as applicable, manufacturer specifications, equipment lists, maintenance summaries, and any other information necessary to fully evaluate the proposed aircraft. The Commonwealth reserves the right to request additional information or documentation to verify compliance with the requirements of this solicitation.

Failure to provide sufficient information to demonstrate that the proposed aircraft meets the requirements of this solicitation may result in the proposal being deemed non-responsive.

9.10 WARRANTY (COMMERCIAL): The contractor agrees that the goods or services furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the contractor gives any customer for such goods or services and that the rights and remedies provided therein are in addition to and do not limit those available to the Commonwealth by any other clause of this solicitation and rights and remedies permitted under applicable law. A copy of this warranty should be furnished with the proposal.

9.11 AIRCRAFT AVAILABILITY/SUBSTITUTION: Substitution of the awarded aircraft shall only be permitted with the prior written approval of the Commonwealth and must meet or exceed all requirements of the solicitation.

The Commonwealth reserves the right to reject any proposed substitution at its sole discretion.

9.12 STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia, §2.2-4311.2 subsection B, an Offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its proposal the identification number issued to it by the State Corporation Commission (SCC). Any Offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its proposal a statement describing why the Offeror is not required to be so authorized. Indicate the above information on the SCC Form provided. Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the Offeror was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance.

9.13 SUBMISSION OF SMALL BUSINESS SUBCONTRACTING PLAN, EVIDENCE

OF COMPLIANCE WITH SMALL BUSINESS SUBCONTRACTING PLAN, AND

SUBCONTRACTOR REPORTING:

A. Submission of Small Business Subcontracting Plan: It is the statewide goal of the Commonwealth that 42% of its purchases be made from small businesses certified by DSBSD. This includes discretionary spending in prime contracts and subcontracts. All Offerors are required to submit a Small Business Subcontracting Plan. The contractor is encouraged to offer such subcontracting opportunities to DSBSD-certified small businesses.

This shall include DSBSD-certified women-owned and minority-owned businesses and businesses with DSBSD service disabled veteran-owned status when they have also received DSBSD small business certification.

Where it is not practicable for any portion of the goods/services to be subcontracted to other suppliers, the Offeror shall note such on the Small Business Subcontracting Plan. No Offeror or subcontractor shall be considered a small business unless certified as such by the Department of Small Business and Supplier Diversity (DSBSD) by the due date for receipt of proposals.

B. Evidence of Compliance with Small Business Subcontracting Plan: Each prime contractor who wins an award in which provision of a small business subcontracting plan is a condition of the award, shall deliver to the contracting agency or institution monthly reports substantiating compliance in accordance with the small business subcontracting plan.

If a variance exists, the contractor shall provide a written explanation. A subcontractor shall be considered a Small Business for purposes of a contract if and only if the subcontractor holds a certification as such by the DSBSD. Payment(s) may be withheld until the purchasing agency confirms that the contractor has certified compliance with the contractor’s submitted Small Business Subcontracting Plan or is in receipt of a written explanation of the variance. The agency or institution reserves the right to pursue other appropriate remedies for non-compliance to include, but not be limited to, termination for default.

C. Prime Contractor Subcontractor Reporting:

1. Each prime contractor who wins an award greater than $100,000, shall deliver to the contracting agency or institution on a monthly basis, all applicable information for each subcontractor listed on the Small Business Subcontracting Plan that are DSBSD-certified businesses or Employment Services Organizations (ESOs). The contractor shall furnish the applicable information to the purchasing office via the Subcontractor Payment Reporting tool accessible within the contractor’s eVA account.

2. In addition each prime contractor who wins an award greater than $200,000 shall deliver to the contracting agency or institution on a monthly basis, all applicable information on use of subcontractors that are not DSBSD-certified businesses or Employment Services Organizations. The contractor shall furnish all applicable information to the purchasing office via the Subcontractor Payment Reporting tool accessible within the contractor’s eVA account.

10.0 Method of Payment

The Contractor shall submit a fully itemized invoice that references the DOAV purchase order number, product/service descriptions, quantities and unit prices.

Payment will be made thirty days after receipt of a proper invoice for the amount of payment due, or thirty days after receipt of goods/services, whichever is later, in accordance with the Commonwealth of Virginia Prompt Payment Legislation.

All invoices shall be sent via email to accountspayable@doav.virginia.gov.

Appendix I Pricing Schedule

1.0 GENERAL

The Offeror shall provide firm, fixed, all-inclusive pricing for the proposed replacement aircraft and, if applicable, a trade-in allowance for the existing aircraft. All costs associated with providing the replacement aircraft and, if applicable, the trade-in allowance shall be included in the prices stated below (see Section 9.5).

Note: Offerors must understand and agree to the transaction fees associated with the eVA Business-To-Government Vendor Registration requirement described in Section 9.3 “eVA Orders and Contracts” and at www.eva.virginia.gov. Submit prices accordingly.

Description Fixed Price

A. Proposed Replacement Aircraft $__________________

Manufacturer: ___________________ Model: ___________________ Serial No.: ___________________ Registration No.: ___________________

B. Aircraft Trade-In Allowance (Credit) ($__________________)

Manufacturer: Beechcraft Model: King Air 350 Serial No.: FL-549 Registration No.: N1VA

C. Total Net Price to the Commonwealth (A. minus B. = C.) $__________________

Name of Offeror: _________________________________________________________

IMPORTANT: THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE.

http://www.eva.virginia.gov/

Appendix II Vendor Data Sheet

1. QUALIFICATIONS OF OFFEROR: The Offeror must have the capability and capacity in all respects in order to fully satisfy all of the contractual requirements.

2. YEARS IN BUSINESS: Indicate the length of time you have been in business providing this type of service: _______years ________months.

3. REFERENCES: Offerors should provide a list of at least four recent references where similar aircraft have been provided. Each reference should include the name of the organization, the complete mailing address, the name of the contact person, telephone number and email address.

ORGANIZATION ADDRESS CONTACT PERSON TELEPHONE/EMAIL

a.)

b.)

c.)

d.)

4. Offeror name, phone number and State and date of incorporation. If not a corporation, state the type of business organization, names and addresses of owners, address and phone number of principal place of business, date business began and State in which organized:

5. Are you a subsidiary firm: ___YES ___NO If yes, list the name and location of your parent affiliation:

6. Name and title of firm's official to who further communication should be directed:

Appendix III State Corporation Commission Form

Virginia State Corporation Commission (SCC) registration information.

The Offeror:

is a corporation or other business entity with the following SCC identification number:

____________ -OR-

is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR-is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from Offeror’s out-of-state location) -OR-is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and completely discloses the undersigned Offeror’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles

13.1 or 50 of the Code of Virginia.

**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for proposals (the Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver):

Appendix IV Exceptions to RFP

Unless stated in this portion of the proposal, all Offerors will be considered to have accepted all the Terms and Conditions of this RFP and any amendments as issued without exception.

In addition, Offerors should note below any relevant additional services not previously covered in the RFP document that they would like included. Please be detailed in your response.

Name of Firm/Offeror: __________________________ Signature: _______________________

APPENDIX V

Small Business Subcontracting Plan

It is the goal of the Commonwealth that over 42% of its purchases be made from small businesses. All potential Offerors are required to return this document with their response.

Small Business: "Small business (including micro)” means a business which holds a certification as such by the Virginia Department of Small Business and Supplier Diversity (DSBSD) on the due date for proposals. This shall also include DSBSD-certified women-owned and minority-owned businesses and businesses with DSBSD service-disabled, veteran-owned status when they also hold a DSBSD certification as a small business on the proposal due date. Currently, DSBSD offers small business certification and micro business designation to firms that qualify.

Certification applications are available through DSBSD online at www.SBSD.virginia.gov (Customer Service).

Offeror Name:

Preparer Name: Date:

Who will be doing the work: □ I plan to use subcontractors □ I plan to complete all work

Instructions A. If you are certified by the DSBSD as a micro/small business, complete only Section A of this form.

B. If you are not a DSBSD-certified small business, complete Section B of this form. For the Offeror to receive credit for the small business subcontracting plan evaluation criteria, the Offeror shall identify the portions of the contract that will be subcontracted to DSBSD-certified small business for the initial contract period the initial contract period in Section B.

Offerors which are small businesses themselves will receive the maximum available points for the small business participation plan evaluation criterion, and do not have any further subcontracting requirements.

Offerors which are not certified small businesses will be assigned points based on proposed expenditures with DSBSD-certified small businesses for the initial contract period in relation to the Offeror’s total price for the initial contract period.

Points will be assigned based on each Offeror’s proposed subcontracting expenditures with DSBSD-certified small businesses for the initial contract period as indicated in Section B in relation to the Offeror’s total price.

Section A

If your firm is certified by the DSBSD provide your certification number and the date of certification.

Certification number: Certification Date:

Section B

If the “I plan to use subcontractors box is checked,” populate the requested information below, per subcontractor to show your firm's plans for utilization of DSBSD-certified small businesses in the performance of this contract for the initial contract period in relation to the Offeror’s total price for the initial contract period. Certified small businesses include but are not limited to DSBSD-certified women-owned and minority-owned businesses and businesses with DSBSD service-disabled, veteran-owned status that have also received the DSBSD small business certification.

Include plans to utilize small businesses as part of joint ventures, partnerships, subcontractors, suppliers, etc. It is important to note that this proposed participation will be incorporated into the subsequent contract and will be a requirement of the contract. Failure to obtain the proposed participation percentages may result in breach of the contract.

B. Plans for Utilization of DSBSD-Certified Small Businesses for this Procurement

Subcontract #1

Company Name:…