Office of the State Forester

Arizona Department of Forestry and Fire Management

Katie Hobbs Governor

Thomas A. Torres State Forester

Duty ⬧ Respect ⬧ Integrity

1110 West Washington Street, Suite 100 ⬧ Phoenix, Arizona 85007 ⬧ Main: (602) 771-1400 ⬧ Fax: (602) 771-1421

Task Order Response Form

Task Order No. XX-XXX

Project Name: [Project Name]

To: Project Contact Name and Title [Example: Aviation Manager]

I, , have familiarized myself with the Task Order, project area map, [Supplier’s Contract Title], Contract No. ____________, and other relevant documents within the contract package. My initials and signature below shall serve as my attestation that I have read and understand the terms and conditions of this Task Order.

Read each statement and initial below:

1) I understand the terms, conditions, and requirements for this project.

2) Failure to comply with the terms and conditions herein shall constitute a breach of contract.

3) DFFM reserves the right to terminate this service contract under the Terms and Conditions of the

Contract referenced in the Offeror’s Task Order Response Form.

4) This Task Order, issued under the Contract referenced in the Offeror’s Task Order Response Form, and any amendments, shall constitute the entire contract between parties which shall be governed by the Terms and Conditions contained therein, in full force and effect and shall supersede all other understandings, oral or written.

_____ Initial I have read, understand, and will comply with the above statements.

DFFM reserves the right to add additional services or contract adjustments during project implementation.

Amendments to the Task Order shall be presented using the DFFM Task Order Amendment form.

Modifications to the Task Order will be considered by DFFM for approval upon Contractor request. A request does not guarantee that a modification will be approved.

Revised 06/20/2024

Terms and Conditions

I. REQUIREMENTS PRIOR TO OFFER

a. The contractor shall review all relevant documents within the contract package.

b. The contractor shall provide a current Certificate of Insurance (COI)

1) If the contractor fails to provide proof of coverage within the specified period, DFFM reserves the right to rescind the award.

II. OFFER EVALUATION PROCESS

a. Offers shall be evaluated using the following criteria:

1) Cost (lowest offer receives max score) (max 45%)

i. Scores are weighted based upon the lowest offer

2) Contractor Planned Start Date aligns with/or is within specified time frames following the

DFFM Planned Start Date (earlier start date receives higher score) (max 35%)

i. 0-1 days past DFFM Planned Start Date (35%)

ii. 2-7 days past DFFM Planned Start Date (25%)

iii. 8-14 days past DFFM Planned Start Date (15%)

iv. If the DFFM Planned Start Date exceeds 14 days from Award Confirmation, it shall be assumed that the contractor will start implementation on the DFFM Planned Start Date and therefore will be awarded the max score 35%, by default.

3) Past Contract Performance Evaluation (max 20%) (Appendix A)

i. The score from the most recent Contractor Performance Evaluation form

ii. If the contractor has not received a previous Contractor Performance Evaluation, the contractor will receive the max score 20%, by default.

4) Total Score

i. Highest score(s) determines the preferred contractor(s) for contract award.

ii. Any tying score results will default to lowest offer (higher Price Factor score) for award

iii. If the project will require the selection of more than one contractor (maximum number of contractors will be determined prior to TO release), the evaluator will determine the median score value.

i. DFFM shall reserve the right to reduce the maximum amount of contractors for offer if the prices are deemed too high, based on budgetary constraints.

iv. If offers are determined to be too costly, DFFM reserves the right to reject all offers to this Task Order based on budgetary constraints.

III. RESPONSE REQUIREMENTS

a. Completed and signed TORF

b. List of provided aircraft, fuel support vehicle, pilot, and relief crew, current OAS carding.

c. Response documents will be accepted in the following formats: .pdf (Adobe Acrobat),.doc and

.docx (Microsoft Word), .xls and .xlsx (Microsoft Excel), .ppt and .pptx (Microsoft PowerPoint)

IV. PRICING

Exclusive Use: ____________________________

EXAMPLE ONLY:

Period Item Example: Aircraft, Pilot, Relief Crew, etc.

U of M Cost $ Total

EU Availability All-Inclusive EU Flight Time Per Hour EU Mobilization Per Mile EU Extended Standby – Pilot Per Hour EU Extended Standby – Driver Per Hour EU Relief Crew (Pilot and Driver), Transportation only All-Inclusive

EU Misc expenses, at cost. N/A, at cost, no markup.

Call When Needed Period: ____________________________

EXAMPLE ONLY:

Period Item Example: Aircraft, Pilot, Relief Crew, etc.

U of M Cost $ Total

CWN Availability All-Inclusive CWN Flight Time Per Hour CWN Mobilization Per Mile CWN Extended Standby – Pilot Per Hour CWN Extended Standby – Driver Per Hour CWN Relief Crew (Pilot and Driver), Transportation only All-Inclusive

CWN Misc expenses, at cost. N/A, at cost, V. SUPPLEMENTAL NEEDS – Section to be used as needed. Example: Additional aircraft, etc.

Supplemental services to DFFM on a per task basis may be necessary for services rendered.

Example: DFFM may identify a need for additional aircraft. The option to provide additional aircraft will be first provided to the awarded Exclusive Use (EU) Period Contractor. If the EU Contractor is not able to provide additional aircraft, DFFM will issue a Task Order to eligible Call When Needed (CWN) Contractors accordingly.

a) Any additional aircraft provided shall meet the make and model requirements outlined in the Scope of Work.

b) All requirements, including cost, shall apply to any additional aircraft.

c) Additional aircrafts shall be added to this contract at DFFM’s option.

EXAMPLE ONLY:

Period Item

Example: Aircraft, Pilot, Relief Crew, etc.

U of M Cost $ Total

Additional Aircraft, EU Availability All-Inclusive

Additional Aircraft, EU Flight Time Per Hour

Additional Aircraft, EU Mobilization Per Mile

Additional Aircraft, EU Extended Standby – Pilot Per Hour

Additional Aircraft, EU Extended Standby – Driver Per Hour

Additional Aircraft, EU

Relief Crew (Pilot and Driver), Transportation only All-Inclusive

Additional Aircraft, EU Misc expenses, at cost. N/A, at cost, VI. INVOICING AND FINANCE

a. ALL invoices shall be emailed directly to the DFFM representative(s). The email subject line shall contain:

1) Project Name

2) Invoice Number

3) Date

b. ALL completed treatment requires mandatory inspection by the DFFM representative(s) PRIOR to approval of invoices.

c. ALL invoices shall contain the following information:

1) Bill-to name and address (1110 W. Washington St. #500, Phoenix, AZ 85007)

2) Contractor name and contact information

3) Remit-to address

4) Invoice number and date

5) State contract number (CTR followed by 6 numbers)

6) PO Number (If the project spans more than one state fiscal year, a new PO # may be issued after July 1)

7) Date of services performed (No more than one month per invoice)

8) Quantity delivered or performed (Acres)

9) Line item unit (Implementation Unit)

10) Item price

11) A completed copy of Exhibit 4: Transportation Worksheet; and,

12) A completed copy of Exhibit 5: AMD-23E for AV, FT, EP, ET, SC;

13) Receipts for miscellaneous expenses, such as: landing fees, licenses, airport use costs (tie-downs), hazmat permits or similar type charges

a. Miscellaneous costs shall be supported by paid itemized invoice(s) or receipts.

14) Total invoice amount due

PROJECT TIMING

DFFM Planned Start Date: _____________________

Contractor Planned Start Date (must be on or after DFFM Planned Start Date): _____________________

Completion Date: _____________________

Contractor Name:_______________________________________________________________

Authorized Representative: ____________________________________________

Offerors Contract Number:____ CTR____________________ (For contractors with more than 1 contract, please identify which contract (CTR#) and pricing the TORF adheres to (this is NOT the project number, ask if you need assistance.))

I have attached a current Certificate of Insurance to this TORF Yes___ No___ (If no please explain)

Signature: _______________________________________

Date:_______________________________

DFFM Forestry Operations Offer Recommendation

Name:___________________________________________

Title:_______________________________________________________________________

Signature:_________________________________________

Date:______________________________

DFFM Authorized Procurement Offer Acceptance

Name:___________________________________________

Title:_______________________________________________________________________

Signature:_________________________________________

Date:______________________________