CTR060178_Contract_Documents.pdf

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TABLE OF CONTENTS Arizona Game and Fish Department Purchasing Office

5000 West Carefree Highway Phoenix, Arizona 85086

SOLICITATION NO. BPM000xxx

Table of Contents

Contents

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

INTRODUCTION AND BACKGROUND

SCOPE OF WORK

EVALUATION CRITERIA

INDEMNIFICATION AND INSURANCE

SPECIALTERMS AND CONDITIONS

UNIFORM TERMS AND CONDITIONS

Additional documents located in the “RFX Exhibits” tab of APP are incorporated herein by reference.

INTRODUCTION AND BACKGROUND Arizona Game and Fish Department

SOLICITATION NO. BPM004431

Introduction and Background

1. INTRODUCTION

1.1 This document constitutes a Request for Proposal (RFP), via competitive sealed proposals from qualified individuals and organizations to perform the Scope of Work set forth herein.

1.2 For ease of use, this document includes the Introduction and Background and the Scope of Work, including Indemnity and Insurance Requirements, Evaluation Criteria, Special Terms and Conditions, and Uniform Terms and Conditions. Additional documents located in the Solicitation in APP are included by reference.

2. BACKGROUND

2.1 The Arizona Game and Fish Department (AGFD) utilizes helicopters throughout the year in various capacities for wildlife population surveys, wildlife captures, wildlife water developments, water hauling, eagle nest surveys, fish stocking and translocations, long-lining and other projects associated with wildlife management activities and needs. The AGFD expects to utilize fully equipped helicopters for approximately 800 to 1,000 hours per year; however, the actual hours utilized will depend on the contract price, annual appropriations and other programmatic needs.

In addition, the AGFD occasionally (every other year) conducts wildlife capture operations in The Republic of Mexico over a 3-5 day period. AGFD personnel/observers will be on board for the majority of these operations unless specifically or operationally restricted.

2.2 Approximate yearly wildlife flight activities include but are not limited to:

Wildlife populations survey ................................................................ 60% Wildlife capture work ........................................................................... 3% Water Development Construction/Maintenance ................................... 8% Water hauling with long-line and bucket ............................................ 25% Eagle nest surveys ................................................................................. 1% Fish stocking and translocation ............................................................. 1% Miscellaneous (including Mexico) ....................................................... 2%

2.3 Wildlife population surveys involve flying in specified areas throughout the State of Arizona in rough terrain for the purpose of counting wildlife. A minimum of three (3) helicopters will be required and made available in August, September, and November. A minimum of four (4) helicopters will be required and made available in October and the last three (3) weeks of December through the first two (2) weeks of February. For the remainder of the year, a single helicopter shall be available for various AGFD missions.

INTRODUCTION AND BACKGROUND Arizona Game and Fish Department

Aerial wildlife capture methods currently used by AGFD are tranquilizer darts and net capture.

Both types involve extreme helicopter maneuvering in very close proximity to the ground and close enough to the animal that the animal can be shot with either a tranquilizer dart or a capture net. A maximum of two trained AGFD personnel will be onboard the helicopter performing the capture.

2.4 Water development construction, maintenance and water hauling consist of flying into remote water development sites to assess the condition, haul personnel and supplies for maintenance and construction, and haul water. Water development sites vary from relative flat terrain to extremely rugged mountains and canyons. The majority of these projects require long line type operations.

2.5 Some of these activities may require helicopters having greater lift capabilities than minimum required in the specifications.

2.6 Eagle nest surveys and other non-game species surveys require low level operations (100-300 feet AGL) maneuvering in rough terrain, near cliffs, in canyons along rivers and waterways.

These flights typically occur the end of January/first of February and mid-February through May.

2.7 Fish stocking and translocation involves long-lining 55 gallon drums (furnished by AGFD) 75% filled with fish and water. Barrels are fitted with an attachment means to directly attach to a cable swivel. Fish are flown to remote sites for release or relocation. Fish may also be transported inside the helicopter to/from remote locations in a sealed container/cooler.

2.8 The AGFD occasionally performs cooperative work with the Mexican government. This is generally in the state of Sonora and usually in the area around Puerto Peñasco and surrounding mountain ranges. This work would be for both wildlife captures and surveys. Contractor will need to supply a 135 Certificate of work in Mexico. AGFD will supply the permits for the work to be performed.

2.9 The average time in Mexico is about 3-5 days, which includes approximately 25 flight hours per year. This fluctuates yearly and may not occur each year. Indicate in your response whether or not you will be willing to perform work in Mexico and any additional charges associated with performing work in Mexico. Any additional charges associated while working in Mexico will not apply until actually crossing the international border into Mexico.

2.10 Other Miscellaneous flights may occur throughout the year.

SCOPE OF WORK

Arizona Game and Fish Department

Purchasing Office 5000 West Carefree

Highway

Scope of Work

1. GENERAL REQUIREMENTS

AGFD is requesting proposals for Helicopter Flight Services in accordance with the Request for Proposal.

2. LOCATIONS

Arizona Statewide with occasional operations in Mexico.

3. DEFINITIONS

As used throughout this RFP, the following terms shall have the meaning set forth below:

3.1 ACCIDENTS AND INCIDENTS:

3.1.1 As used throughout this contract, accidents shall mean destruction or substantial damage to the aircraft, service truck, aircraft components and minor, serious, or fatal injury to personnel.

3.1.2 As used throughout this contract, incidents shall mean any air or ground mishap, malfunction, or situation involving aircraft or personnel that results in a deviation from standard procedures or has the potential of resulting in an accident, injury, or death.

3.2 AD NOTE: Airworthiness Directive.

3.3 AIRCRAFT MAKE AND MODEL: A specific make and basic model of aircraft, including modification; i.e., a Bell 206 "A" is not the same model as the Bell 206 "B."

3.4 ALTERNATE BASE: A base, other than the permanent base, established to permit operation from immediate vicinity of a project area.

3.5 ATCO: Air Taxi Commercial Operator and holding a Part 135 Certificate issued by the Federal

Aviation Administration.

3.6 AUTHORIZED FLIGHT OR FLYING TIME: The actual time a helicopter is off the ground for the purpose of the task or tasks to which assigned under a trip order when such time is recorded by the pilot and approved by the assigned AGFD observer as having been completed.

3.7 CHIEF PILOT: The term Chief Pilot shall mean the Chief Pilot of the AGFD, or his designated representative.

3.8 CONTRACTOR: The term Contractor shall mean the person, firm or corporation to whom the award of contract for helicopter services is made.

Purchasing Office 5000 West Carefree

3.9 OBSERVER/PASSENGER: The term Observer/Passenger shall mean AGFD employee, a registered volunteer per Department Operations Manual Section N1.1, Volunteers (not Arizona Game and Fish Department Reserve), and other government agency personnel.

3.10 EQUIPPED WEIGHT: Empty weight of the aircraft, plus the weight of accessories required for the mission, plus weight of fuel.

3.11 EXTERNAL LOAD: A load that is carried or extends outside of the aircraft fuselage.

3.12 FERRY FLIGHT: Movement of helicopter under its own power from point to point without payload.

Usually, but not necessarily, from the Contractor's permanent base to an alternate base. Any time the helicopter is moving between locations and is not specifically "on task."

3.13 FLIGHT RATE: The hourly rate of pay specified in the Schedule of Items for flying a fully operational helicopter.

3.14 FUEL ENDURANCE: Fuel required including a 30-minute reserve.

3.15 FULLY OPERATIONAL: Helicopter, pilots, other personnel, repairs, operating supplies, service facilities, and incidentals necessary to the operation of the helicopter both on the ground and in the air.

3.16 HOVER CEILING:

3.16.1 In Ground Effect (HIGE) - Maximum density altitude at which a helicopter can hover (at maximum gross weight) using the effect of ground cushion.

3.16.2 Out of Ground Effect (HOGE) - Maximum density altitude at which a helicopter can hover (at maximum gross weight) without the effects of ground cushion.

3.16.3 Maximum gross weight - Maximum allowable weight as certified by Federal Aviation

Administration.

3.17 INTERNAL CARGO COMPARTMENT: An area specifically designed to carry cargo and normally excludes tail boom, electrical compartments, etc.

3.18 MAINTENANCE DEFICIENCY: A deficiency on the aircraft that does not render it non-airworthy, but may affect its performance or contribute to an unsafe condition.

3.19 PASSENGERS: Seating capacity including pilot(s).

3.20 PAYLOAD: The maximum allowable weight (passengers and/or cargo that can be carried on any one mission).

3.21 PERMANENT BASE: The Contractor's fixed base of operations.

Purchasing Office 5000 West Carefree

3.22 SEATING CAPACITY: Number of occupants including pilot(s).

3.23 SLING LOAD: Jettison-able external load that is lifted free of land or water during the rotorcraft operation.

3.24 STC: Supplemental Type Certificate.

3.25 UNAVAILABILITY: As used throughout this contract, "unavailable" or "unavailability" shall mean:

“Whenever the aircraft, service truck, pilot, mechanic, or relief pilot is not in condition to perform.

Delays caused by adverse weather conditions which precluded safe flight shall not be considered as unavailable, fails to perform, or is unavailable to perform as required by this contract.”

3.26 USEFUL LOAD: Difference between the helicopters equipped weight and the maximum gross weight in either internal or external configuration.

3.27 VOLUNTEER: An authorized volunteer per Department Operations Manual Section N1.1, Volunteers (not Arizona Game and Fish Department Reserve).

4. SPECIFIC REQUIREMENTS

The Proposal submitted shall fully describe the method by which the offeror proposes to meet or exceed the requirements described in this RFP. This information shall be presented in the “Required Forms” document located in APP. Offerors may provide additional information in their offer in APP.

4.1 PROCEDURES

The successful offer shall have the ability to perform the following:

4.1.1 Wildlife Population Surveys

4.1.2 Wildlife Capture Work

4.1.3 Water Development Construction/Maintenance

4.1.4 Water Hauling with long line and bucket

4.1.5 Eagle nest surveys

4.1.6 Fish stocking and translocation

4.1.7 Miscellaneous (including Mexico)

4.2 INSPECTION OF HELICOPTERS: Helicopters, Pilots and Support Equipment

4.2.1 Pre-Use Inspection

The AGFD reserves the right after award of contract, but not less than one day before the start of the designated availability period, an inspection of the Contractor's helicopter, regular, relief, substitute pilots, mechanic's credentials, and service facilities may be made. The inspection will take place at the designated base of operations or such other location as may be approved by

Purchasing Office 5000 West Carefree the Chief Pilot. The aircraft, pilot, relief pilot, mechanic's credentials, and service truck shall be made available for inspection on the day(s), time(s), and place(s) scheduled by the Chief Pilot.

The Contractor shall make available for inspection, at the time of the initial agency inspection, a list of all items installed on the helicopter that are required to be overhauled or replaced on a specified time basis. This list shall include the component names, serial numbers, service life, (or inspection/overhaul time), total time since major overhaul or inspection, and hours remaining before replacement, overhaul, or inspection.

4.2.2 Pre-use Inspection Expenses

All operating expenses incident to any inspections including move-in and move-out operation of the helicopter and pilot time during the inspection shall be borne by the Contractor. Pilot check rides may require up to two (2) hours of flight time for each pilot as deemed necessary by the Chief Pilot. All check rides shall be performed in a helicopter of like make and model as furnished under the contract.

4.2.3 Re-inspection Expenses

When re-inspection is necessary because the aircraft, service truck, or pilot did not meet the initial inspection or was not available, costs incurred by the AGFD shall be charged to the Contractor. Such costs shall include actual costs of transportation, per diem and overtime of the Chief Pilot. The Contractor shall give advance notice to the Chief Pilot as to the time re-inspection is desired.

4.2.4 Inspection of Substitute Pilots and Helicopters

Inspection after the initial inspection of substitute pilots and helicopters will be done in accordance with the provisions of Paragraphs 5.1.1., 5.1.2., and 5.1.3. Inspection costs incurred by the AGFD in inspecting substitute/relief pilots and/or aircraft subsequent to the initial pre-use inspection shall be charged to the Contractor. Such costs shall include actual costs of transportation, per diem and overtime of the Chief Pilot.

4.2.5 Inspections During Use

At any time during operation under the contract, the Chief Pilot or designee may make, or cause to be made, such tests and inspections as deemed necessary for the purpose of determining that equipment and pilot(s) currently meet specifications. AGFD costs incurred during these inspections will not be charged to the Contractor.

If, however, the above inspections or tests reveal deficiencies that require correction and subsequent re-inspection, Paragraph 5.1.3, Re-inspection Expenses, shall apply and the Contractor may be charged the actual costs incurred by the AGFD.

4.3 CERTIFICATIONS AND OPERATIONS

4.3.1 Contractors must be currently certificated under Federal Air Regulations (FAR) Part 133 (External Load Operations), and Part 135 (Air Taxi Operators and Commercial Operators of Small Aircraft). The Contractor will furnish proof of certification.

Purchasing Office 5000 West Carefree

4.3.2 Helicopters shall be operated in accordance with the requirements of the Federal Aviation

Regulations (14 CFR 135.1 Subparagraph (b) notwithstanding) and the aviation regulations of States which the helicopter may operate under this contract.

4.3.3 Helicopters operated under the contract must be certified in standard or transport categories prior to use. All helicopters and pilots must be carded by the Department of Interior, Office of Aircraft Services (O.A.S).

4.4 HELICOPTER

Standard factory equipped helicopter fully operational meeting the requirements of this Schedule and the Specifications attached hereto and fully meeting all applicable FAA regulations. The helicopter and accessories will be in operable airworthy condition and present a neat and clean appearance.

Upholstery, paint, and Plexiglas will be in good condition. As a large percentage of the helicopter use will be for wildlife surveys, it is very important that the Plexiglas be scratch free and not have a dark tint. Contractor shall describe each proposed aircraft in the space provided in the questionnaire.

Include year, total hours, engine and transmission hours, and rotor hours.

4.4.1 HELICOPTER MUST BE:

4.4.1.1 Capable and comfortable to operate in and out of confined areas and for extended periods of flight close to obstacles both in and out of both forward and hovering modes at widely varying altitudes and temperature conditions, for example, equivalent to a Hughes 500D or 500E or Bell Jet Ranger, B111.

4.4.1.2 Capable of carrying a minimum of five (5) persons (including pilot).

4.4.1.3 Capable of hovering out of ground effect at 8,000 feet and standard temperature with a minimum 560 lb. payload.

4.4.1.4 Turbine (JET) engine powered.

4.4.1.5 Certified for single pilot operation.

4.4.1.6 Equipped with a crash worthy fuel system.

4.4.1.7 Capable of sustaining a minimum cruising speed of 100 knots. Equipped with easily removable passenger doors.

4.4.1.8 Service ceiling must be at least 12,500.

4.4.1.9 Certified for VFR (or IFR) day and night.

Purchasing Office 5000 West Carefree

4.4.2 HELICOPTER STANDARD EQUIPMENT:

Helicopters shall be equipped with the latest instruments approved for use with the make and model furnished under the contract, including but not limited to:

4.4.2.1 One set of FAA-approved lap belts for each occupant.

4.4.2.2 FAA-approved double-strap shoulder harness with automatic locking inertia reels for each front seat occupant. Shoulder straps and lap belts shall fasten with one single-point, metal-to-metal, and quick-release mechanism. Standard factory manual-locking shoulder harness is acceptable for Aerospatiale helicopters.

4.4.2.3 One flight meter, such as Hobbs or equal, recording in hours and tenths and activated by a main rotor collective system.

4.4.2.4 One personnel step for access to any helicopter with a floor higher than 18 inches above level ground.

4.4.2.5 FAA-approved locking caps on all fuel filler ports.

4.4.2.6 An approved fire extinguisher with current inspection.

4.4.2.7 Radio equipment that will communicate with AGFD vehicles and offices. AGFD utilizes VHF/FM radios.

4.4.2.8 Radar altimeter (preferred option)

4.4.2.9 GPS that is either coupled to an H.S.I. or PFD that has an internal “moving map” function or both. This GPS must also be capable of uploading/downloading user provided maps and charts.

4.4.2.10 Portable emergency locator transmitter (ELT).

4.4.2.11 Signal device day and night, flares, and smoke.

4.4.2.12 12-volt power supply (cigarette lighter type) available for rear passengers. This will be used as a power supply for a hand held GPS unit.

4.4.2.13 Wire cutters, upper and lower.

Purchasing Office 5000 West Carefree

4.4.3 HELICOPTER AVIONICS SYSTEMS:

The Contractor furnished avionics systems shall be installed, made operable, and maintained by the Contractor in each contract aircraft. The avionics system shall include a radio-transmitter/receiver system with suitable external antennas, as follows:

4.4.3.1 ELT shall be an automatic fixed or automatic portable ELT, 406 MHz and attached to the helicopter in the cabin in a conspicuously marked location easily accessible and removable in the event of an accident. The pilot shall ensure that each passenger is familiar with the operation of the ELT.

4.4.3.2 One VHF communication transmitter/receiver system(s), (two VHF radios, preferred option).

4.4.3.3 One VHF high band airborne FM transceiver radio capable of programming AGFD frequencies, with a minimum of 120 operator accessible memory positions.

4.4.3.4 Transmitter Selector System:

4.4.3.5 Audio panel shall be able to accommodate the number of observers/passengers as specified in the contract for both internal (intercom) and external communication over the VHF and FM transceivers.

4.4.3.6 Audio jacks shall be Carter box style or equal, capable of selecting intercom function and exterior communication independently. Carter boxes shall be able to accommodate a single TP-120 helmet jack.

4.5 SERVICE TRUCK

Some projects will require several days flying in relatively remote areas. During those projects, a service truck will be provided by the Contractor to supply helicopter fuel and routine helicopter maintenance. Service truck shall be so equipped that it will have air to ground communications with the helicopter. In addition, the service truck will be equipped with a speaker system that will enable the driver to listen for radio traffic from the helicopter.

The driver shall monitor the radio at all times while the helicopter is in service and act as a first line of response if the helicopter crew is in need of assistance. Camping in remote areas may be necessary during these projects. Mileage will be paid only from the Contractor's permanent base to alternate bases. Mileage incurred by contract personnel to towns for the purpose of obtaining lodging (instead of camping) will not be considered contract mileage.

Purchasing Office 5000 West Carefree

4.6 SLING EQUIPMENT

The Contractor will furnish equipment necessary to sling transport (wildlife, from capture site to alternate base including, but not limited to, hooks, cable and three cargo nets. Water hauling equipment (bambi bucket) will also be needed.

4.7 PILOTS

4.7.1 Pilots-General

4.7.1.1 The Contractor shall furnish with each helicopter a minimum of one pilot per day, seven days per week in AGFD expected critical survey periods as defined in Section

2.2. The contractor will maintain a sufficient staff so that no flying days are lost due to required rest periods or other administrative reasons.

4.7.1.2 Each pilot shall display upon demand:

4.7.1.2.1 A commercial pilot Certificate or A.T.P. with appropriate rating

(Rotorcraft-Helicopter) and a valid Class I or Class II FAA medical certificate.

4.7.1.2.2 Written evidence of qualification to transport external loads.

4.7.1.2.3 Written evidence of passing an FAA currency flight under FAR, Part 135.

4.7.1.3 Each pilot shall, at the discretion of the Chief Pilot or designee, pass an AGFD flight check in the make and model helicopter supplied by the Contractor over typical terrain. The AGFD flight check shall be in addition to the experience requirements listed below.

4.7.1.4 Pilots shall not function as mechanics during this contract regardless of qualification, nor shall mechanics function as pilot. Pilots may assist the mechanic with routine maintenance.

4.7.1.5 Pilots furnished under this contract must possess the ability to communicate fluently in English and understand the English language.

4.7.1.6 Pilots furnished shall possess basic first aid and CPR training. Certification is required prior to use on the contract and proof of certification must be furnished.

Purchasing Office 5000 West Carefree

4.7.2 Pilots’ Experience-All Activities

4.7.2.1 Pilots shall have accumulated as Pilot-in-command the minimum flight times listed below. Flight time shall be determined from a certified pilot log. Further verification of flight hours may be required at the discretion of the Chief Pilot.

Minimum Flight Hours

(a.)Helicopter 1,500 (b.)Weight Class1 100 (c.)Turbine 250 (d.)Make, model and subsequent series 50 (e.)Make and model in preceding 60 days 10 (f)Make and model in preceding 30 days 5 (g)Typical terrain2 200 (h)Night flying 50

Footnotes:

1 Weight Class: Light (1-5 place), Medium (6-15 place), Heavy (16-26 place).

2 Typical terrain experience requirements are: Pilot experience in mountainous terrain with varying elevations of over 5,000' true altitude at temperature ranges above 75 degrees F, rugged peaks, deep canyons, cliffs, rock outcrops, steep slopes, mountaintop helispots, mountainside landing spots surrounded by trees, brush or rocks; persistent wind and weather, which includes strong winds in the mountains and canyons with sudden up and down drafts and direction changes.

4.7.2.2 In addition to the requirements listed above, pilots provided for projects involving external loads shall have accumulated a minimum of fifty (50) flight hours as pilot in command with external loads. The pilot may be required to demonstrate proficiency.

Required proficiency will be the ability to pick-up a load (the load may consist of only the line itself with hook attached) using a 100' line, lift it vertically 20' keeping the load within a 10' diameter circle. The load must then be taken through an enroute phase of flight and then lowered vertically at least 100' to a touchdown without exceeding a 10' diameter circle. The pilot shall also be able to hover, keeping the load within the 10' circle for at least 30 seconds.

The pilot is expected to be proficient when they arrive at the job site. If the pilot is not proficient upon arrival at the job site, the contractor will provide any necessary training at its own expense to bring the pilot up to required proficiency standards.

Purchasing Office 5000 West Carefree

4.7.3 Pilots – Capture Activities

The contractor shall use their best judgment in supplying the pilot(s) deemed most suitable for this type of operation. No more than three (3) pilots will be used for capture flights so that each one will be able to build proficiency in this specialized type of operation. Each pilot must have a minimum of five captures or been a front seat observer for five captures. The Chief pilot reserves the right to restrict, by name, the pilots who may or may not be allowed to perform capture flights for the AGFD. The Chief Pilot or designee may require in flight demonstrations of a pilots ability to perform capture flights. The costs for such demonstrations will be at the contractors’ expense.

4.8 MECHANICS

4.8.1 Mechanics - General

Must have an FAA airframe and power plant (A&P) rating. Mechanics holding an A&P with helicopter experience shall be available to maintain the helicopters in satisfactory flying condition. The mechanic shall be provided by the Contractor and shall be in addition to the pilot(s).

4.8.2 Mechanics - Experience

The mechanic shall have at least two years of experience, including a minimum of three (3) months field experience with the make and model of helicopter under contract (maintaining the helicopter away from the owner's base of operation with a minimum of supervision) and satisfactory completion of manufacturer-approved maintenance course for the make and model under contract. Three (3) years of field experience in make and model may be substituted for the preceding requirements.

4.8.3 Mechanics - Availability

The mechanic is not required to remain at the base of operations. However, the Contractor must ensure that the mechanic can report to the permanent base or alternate base within three

(3) hours from the time the Contractor is notified that mechanical services are required.

4.9 OPERATION AND MAINTENANCE

This section is not intended to be a comprehensive maintenance guide or schedule, nor is it intended to dictate how a contractor should structure the maintenance. It is merely to outline the absolute minimum that will be accepted by the AGFD. It is expected that the maintenance will comply with all manufacturer's recommendations and federal aviation regulations.

4.9.1 Helicopters shall be operated and maintained in accordance with the manufacturer's recommendations. Helicopters operated in excess of manufacturer's recommendations shall receive a thorough inspection and be declared safe by a FAA-certified helicopter mechanic

Purchasing Office 5000 West Carefree before resuming service under this contract. All components will be fully functional.

Helicopter airframe and engine components having a finite life or that are required by the manufacturer to be overhauled at a specific time will be scheduled for replacement to minimize unavailability during the designated period or extension thereof.

4.9.2 Compliance with manufacturer's bulletins, FAA Airworthiness Directives (AD), and maintenance deficiencies shall be corrected both prior to delivery and during service under this contract.

4.9.3 Helicopters shall be inspected each 50 hours of flight by a qualified mechanic. The 50-hour inspection shall be accomplished in accordance with the procedures outlined in the factory maintenance instructions, or if not covered by maintenance instructions, it shall include but not be limited to the following: lubrication, if applicable, and a thorough visual inspection of power plant, power drive train, main and tail rotor heads and blades, control systems, airframe, instruments, and avionics. All maintenance record entries will be as required by FAR 43.9 and FAR 43.11; additionally, the hour meter reading shall be recorded.

4.9.4 Routine maintenance shall be performed before or after the daily scheduled flights.

4.9.5 The manufacturer’s recommended preflight inspection of the helicopter shall be accomplished prior to the first flight of each day.

4.9.6 Contractor shall identify facility location, and describe services and repair facilities. The AGFD reserves the right to inspect Contractor’s facilities and equipment.

4.10 FLIGHT AND DUTY LIMITATIONS

All pilots will be limited to the following tours of duty and flight hours. All revenue-producing flying time, such as charter, air commerce, aerial work activities, flight instruction, etc., whether under this contract or not, will count toward the limitations.

4.10.1 Flight time will not exceed a total of 7 hours per day.

4.10.2 Pilots accumulating 36 or more hours of flying in any 6 consecutive days will be off duty the following full calendar day.

4.10.3 Within any 24-hour period, pilots must have a minimum of 10 consecutive hours off duty immediately prior to the beginning of any duty.

4.10.4 During any 14 consecutive days, pilots will be off duty for 2 full calendar days. Days off duty need not be consecutive.

4.10.5 A duty day is any day a flight is made or 4 hours or more of other duty is performed.

Purchasing Office 5000 West Carefree

4.10.6 Pilot is not required to fly the maximum each day. If the pilot is too fatigued to safely continue, he may cancel the flight for that day or may call for an extended rest period prior to continuing flight on a given day.

4.10.7 Duty includes flight time, ground duty of any kind, and standby or alert status at any location.

The Agency conducts numerous flight operations in the southern and southeastern section of the State.

The Agency is interested in proposals that includes an additional base of operations in the Tucson area.

Contractors are encouraged to investigate this option when developing their proposal.

4.11 REQUIRED AVAILABILITY

4.11.1 During critical survey periods it is essential that the AGFD not lose any survey time due to equipment malfunctions or even inspections. Therefore, the Contractor must have a contingency plan for replacement of equipment that has malfunctioned or is in need of routine service. If the Contractor has no such contingency plan, the AGFD reserves the right to call in a non-contract vendor to cover the time frame that the Contractor is unable to provide the required service.

4.11.2 In the event that the AGFD requires additional helicopters that the Contractor cannot provide from its own fleet, the AGFD reserves the right to call in additional vendors on an as needed basis for the duration that the additional helicopters are needed. This could apply when additional helicopters of a type similar to the contractors are needed or when a helicopter with special capabilities is required.

4.11.3 This does not prevent the Contractor from subcontracting these services providing that: 1)

Equipment and personnel meet all the requirements of the contract. 2) If a similar helicopter is used, that it is billed at the contract price. 3) If a helicopter with special capabilities is required, that it be billed at market price (contractor shall be prepared to justify this price). 4) Any and all subcontractors must be approved by AGFD prior to being used on the contract.

4.12 FUELING

All fuel shall be supplied by the Contractor, and all fueling operations, including storage and handling, shall comply with the engine manufacturer's recommendations and all applicable FAA Standards. MFPA Standard No. 407, Aircraft Fuel Servicing, will be used as a guide.

4.13 LOGBOOKS

Copies of aircraft component records and original pilot logbooks shall be maintained and shall be open to the inspection of the Chief Pilot upon request, at no additional cost. All flight time and maintenance shall be recorded in original pilot and/or aircraft logbooks.

Purchasing Office 5000 West Carefree

4.14 MAINTENANCE FLIGHTS

Maintenance flights shall be performed at the Contractor's expense following overhaul, repair or replacement of any engine, power train or control equipment, and following any adjustment of the flight control systems before the helicopter resumes service under this contract. The result of the maintenance flight shall be logged in the aircraft records by the pilot.

4.15 TURBINE ENGINE POWER CHECKS

A trend analysis of graphic form shall be maintained at the permanent base by the Contractor. The results of power checks taken in accordance with the manufacturer's recommendations will be recorded. Power checks shall be performed during the first flight of each day and shall be available for inspection by the Chief Pilot or designee upon demand.

4.16 SAFETY REQUIREMENTS

4.16.1 The Contractor will maintain a record of all cases of death, aircraft incidents, accidents and injury arising in the course of work under this contract. The Contractor agrees to fully cooperate in any investigation and provide any needed records, statements or parts in any investigation of any accident related to this contract. These records and other evidence will be made available upon request of the Chief Pilot.

4.16.2 Smoking shall not be permitted in the helicopter at any time; and, never during ground operations, refueling, or at other times specified by the pilot. All smoking in and around helicopters is prohibited. All smoking is prohibited as posted on the service and fuel trucks.

4.16.3 In the event of a major accident, all National Transportation and Safety Board (NTSB) and

FAA regulations will apply. The Contractor will be responsible for any AGFD equipment lost or damaged in such accidents and will be responsible to secure said equipment. The Chief Pilot will be notified as soon as practical in the event of an accident/incident and no wreckage will be removed from the scene until the Chief Pilot has made an on-sight inspection.

4.16.4 The helicopter is not to be “HOT” refueled (with engine running) with AGFD personnel on board and at least 100 feet from the helicopter, or are otherwise adequately protected from possible fire/explosion hazards.

4.16.5 The Pilot in command of the Helicopter is solely responsible for the operation of the aircraft.

Directives from or by the AGFD personnel shall not in any way interfere with or override the safe operation of the aircraft. The pilot in command is expected to have sufficient training and experience to know whether or not a directive or request from an AGFD representative would in any way endanger life or property.

Purchasing Office 5000 West Carefree

4.16.6 Preflight Briefings:

The pilot in command shall conduct an oral preflight briefing according to applicable regulations and current AGFD policy prior to each flight. An approved abbreviated briefing may be used after a short break, such as a fuel stop, provided no new passengers will be on the flight. Preflight briefings shall include a discussion of known hazards in the flight area including locating these hazards on a chart/map that is acceptable to the pilot. Hazards shall include power/telephone lines, cables, towers, areas of heavy or low-level aircraft use and any areas with concentrations of large birds. In addition, the pre-flight briefing shall include a discussion of the mission procedures, roles and responsibilities of team members and emergency procedures.

4.16.7 Flight Following:

The Contractor will make use of the AGFD Communications Center for flight following. This will be done on any billable flight. The pilot in command of the helicopter will be responsible for all communications with the Communications Center. This will include filing the AGFD "Flight Plan", opening and closing the flight plan and advising of any changes in the flight plan. The current format for the AGFD flight plan will be supplied to the Contractor prior to the commencement of the first flight on the contract. If the helicopter is overdue on its ETA (Estimated Time of Arrival) as given to the Communications Center, a search and rescue effort will be initiated.

If it is determined that there was no emergency situation and/or the search was unnecessary and resulted because the pilot did not properly communicate with the Communications Center, the Contractor may be billed for the costs incurred by the AGFD as a result of the search effort.

4.16.7.1 While it is mandatory for the Contractor to use the AGFD's Communications Center for flight following while operating under the contract, the Contractor is not limited to only using the Communications Center. The Contractor may use any FAA or Air Traffic Control facility that it deems appropriate or that may be required by regulation.

4.16.7.2 All helicopters on this contract shall have Automatic Flight Following (AFF) equipment installed. AGFD Communications Center and the Chief Pilot shall have access to monitor contract helicopters while performing flight operations for AGFD.

4.16.7.3 For certain operations AGFD may elect to perform local flight following using AGFD personnel to monitor local flight operations. AGFD personnel will coordinate these activities with the contract pilot. The AGFD policy for remote operations shall be followed when AGFD personnel initiate the process.

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4.17 SUSPENSION

4.17.1 Aircraft or pilots involved in any incident or accident may be suspended by the Chief Pilot from further use under this contract until released by the Chief Pilot.

4.17.2 The AGFD observer may suspend from a flight under this contract any pilot who flies recklessly, does ineffective work, exhibits fatigue or illness, or conducts themselves in a manner detrimental to the purpose for which contracted.

4.17.3 The AGFD observer or the pilot provided under this contract has the right to cancel any flight because of weather conditions, fatigue, maintenance problems, or whenever they feel it is not safe to fly.

4.18 PERSONAL PROTECTIVE EQUIPMENT (PPE)

Personal Protective Equipment (PPE) will be worn for sustained low-level flights below 500 feet AGL or as otherwise required. AGFD personnel working under the helicopter while assisting with long line operations shall wear a suitable PPE required in accordance with the AGFD’s Department Operating Manual or as otherwise required. PPE will not be required for ferry flights. PPE (helmet and fire-resistant clothing) for AGFD personnel will be provided by the AGFD but for the purpose of this contract will not be considered AGFD Furnished Property and may or may not be delivered to the Contractor.

4.19 INVOICING / RATES:

4.19.1 The Price Schedule differentiates between flight rates for ferry flight time and project flight time. Ferry flight time is defined as the time spent by the Contractor flying from their base of operation to the alternate base from which survey, capture, or external load work will be performed and flying between the alternate bases. Project flight time is time spent flying during survey, capture or development project.

4.19.2 Many of the projects will be of such duration that a fuel supply at the alternate base will be required. The AGFD may require the Contractor to operate from other temporary locations in accordance with the specifications.

4.19.3 Contractors may include a mileage charge for a fuel truck. Contractor shall list this charge on

Attachment III, Pricing Proposal. If Contractor does not indicate a price for mileage charges, it is understood that no additional charges will be incurred for the use of the fuel truck(s).

4.19.4 If Contractor expects to transport helicopters to the alternate base(s) by truck, Contractor should use the ground ferry rate blank in the appropriate price schedule(s) on Attachment III.

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4.20 MEASUREMENT AND PAYMENT

4.20.1 FLIGHT TIME

4.20.1.1 The hours of flight time that are specified in the Estimated Flight Schedule are estimates. The AGFD does not guarantee a maximum or minimum number of flying hours for this Contract.

4.20.1.2 Flight time will be computed in hours and tenths as recorded by the flight meter on the helicopter. Flight time will be recorded by the pilot and verified by the assigned AGFD observer.

4.20.1.3 When working in remote areas, flights by Contract personnel to towns for the purpose of obtaining lodging will not be considered contract flight time and the Contractor will not be paid for helicopter hours expended in such a manner. In addition, such flights shall be limited to 30 minutes or less.

4.20.1.4 When working in remote areas, the service truck may be used to drive to a location where lodging may be obtained (in lieu of camping). However, the mileage or other costs incurred in doing so shall not be charged to AGFD.

4.21 ADDITIONAL HELICOPTERS AND PILOTS

When helicopters in addition to those under contract are required by the AGFD, the Contractor may subcontract for additional helicopters and pilots. Use of such additional helicopters shall be provided at the same rates, terms and conditions, etc., as this contract. Any and all subcontractors must be approved by the AGFD prior to use on the contract.

4.22 AREAS OF OPERATION:

The Agency conducts numerous flight operations throughout the State. In order to maximize the efficiencies of this contract, AGFD is interested in minimizing ferrying time at all locations. AGFD is interested in proposals that include multiple bases of operations and/or sub-contracting arrangements.

Contractors are encouraged to investigate this option when developing their proposal.

4.22.1 Remote Landing Zones

The AGFD operates in extremely remote areas away from unimproved airstrips, heliports and airports. To insure safety and operations in and out of remote landing zones (LZ) these operations shall be made during daylight hours with adequate visibility. The pilot shall have adequate light to perform a reconnaissance to insure obstacle clearance and hazard identification. The pilot reserves the right not to accept any LZ he deems unsafe or inadequate for the mission.

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4.23 TRAVEL:

All travel cost incurred by the Contractor, such as lodging, meals, and mileage are to be included in the contracted rate listed on the pricing page.

4.24 FUEL SURCHARGE

4.24.1 The AGFD recognizes that fuel costs amount to a substantial portion of the helicopter operating costs and that fuel prices are escalating at an unpredictable rate. Therefore, the Contractor shall specify the baseline fuel price per gallon (Jet fuel) that the bid price is based upon. Contractor shall provide this on Attachment III, Pricing Proposal. The AGFD agrees to pay for actual fuel costs that are 5% or more over the baseline amount for contracted helicopter services at 38 gallons per flight hour. If actual fuel costs are below this baseline fuel cost, there will be no payments made for fuel surcharges. If actual fuel costs are at 10% or more below this baseline fuel cost, then corresponding reductions must be made to the flight services invoice by the Contractor.

4.24.2 To collect payment for fuel surcharges 5% or more over the baseline fuel price per gallon, the Contractor will invoice the AGFD for the fuel surcharge on a line item for each project.

An AGFD Fuel Surcharge Worksheet must be completed and proper documentation of total flight hours, total fuel costs, and total gallons of fuel purchased must be provided with each fuel surcharge invoice. Photocopies of the fuel receipts for the actual delivery must accompany the fuel surcharge invoice.

4.24.3 Additionally, to collect full payment for fuel surcharges 5% of more over the baseline fuel price per gallon, the Contractor shall provide documentation that total hours flown, total fuel costs, and total gallons of fuel purchased were for the exclusive use of AGFD. If documentation cannot demonstrate that the flight service was exclusively for AGFD, the payment for fuel surcharges will be prorated on a mutually agreeable basis with AGFD.

4.25 FEES

Any fees associated with landing, overnight or hangar use shall be the responsibility of AGFD. The contractor is responsible for coordinating any cost associated with fees and must have AGFD approval beforehand.

EVALUATION CRITERIA

5. EVALUATION CRITERIA

In accordance with the Arizona Procurement code A.R.S. § 41-2534, awards shall be made to the responsible Offeror(s) whose proposal is determined in writing to be the most advantageous to the State based upon the evaluation criteria listed below. Response to evaluation criteria is incorporated in the Required Forms.

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5.1 Experience/Expertise/Reliability 45%

5.2 Method of Approach 30%

5.3 Cost 25%

In addition to the evaluation criteria, exceptions to the terms and conditions, as stated in the Uniform Instructions Section C.3, may impact an Offeror’s susceptibility for award.

INDEMNIFICATION AND INSURANCE

6. INDEMNIFICATION AND INSURANCE

6.1 Indemnification

To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold harmless the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees (hereinafter referred to as “Indemnitee”) from and against any and all claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation) (hereinafter referred to as “Claims”) for bodily injury or personal injury (including death), or loss or damage to tangible or intangible property caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of Contractor or any of its owners, officers, directors, agents, employees or subcontractors. This indemnity includes any claim or amount arising out of, or recovered under, the Workers’ Compensation Law or arising out of the failure of such Contractor to conform to any federal, state, or local law, statute, ordinance, rule, regulation, or court decree. It is the specific intention of the parties that the Indemnitee shall, in all instances, except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee, be indemnified by Contractor from and against any and all claims. It is agreed that Contractor will be responsible for primary loss investigation, defense, and judgment costs where this indemnification is applicable. In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the State of Arizona, its officers, officials, agents, and employees for losses arising from the work performed by the Contractor for the State of Arizona. This indemnity shall not apply if the contractor or sub-contractor(s) is/are an agency, board, commission or university of the State of Arizona.

6.2 Insurance Requirements

6.2.1 Contractor and subcontractors shall procure and maintain, until all of their obligations have been discharged, including any warranty periods under this Contract, insurance against claims for injury to persons or damage to property arising from, or in connection with, the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors.

6.2.2 The Insurance Requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The State of Arizona in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that arise out of the performance of the work under this Contract by the Contractor, Purchasing Office 5000 West Carefree its agents, representatives, employees or subcontractors, and the Contractor is free to purchase additional insurance.

6.3 .Minimum Scope and Limits of Insurance

Contractor shall provide coverage with limits of liability not less than those stated below.

6.3.1 Commercial General Liability (CGL) – Occurrence Form

Policy shall include bodily injury, property damage, and broad form contractual liability coverage.

• General Aggregate $5,000,000

• Products – Completed Operations Aggregate $5,000,000

• Personal and Advertising Injury $5,000,000

• Damage to Rented Premises $ 50,000

• Each Occurrence $5,000,000

a. The policy shall be endorsed, as required by this written agreement to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Contractor.

b. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.

6.3.2 Business Automobile Liability

Bodily Injury and Property Damage for any owned, hired, and/or non-owned automobiles used in the performance of this Contract. •

• Combined Single Limit (CSL) $1,000,000

a. Policy shall be endorsed, as required by this written agreement, to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds with respect to liability arising out of the activities performed by, or on behalf of, the Contractor involving automobiles owned, hired and/or non-owned by the Contractor.

b. Policy shall contain a waiver of subrogation endorsement as required by this written agreement in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.

6.3.3…