DQ RBAA 2024-0373.pdf

Documented Quote (DQ) #: RBAA 2024-0373 Project Title: Seven Blade MT Propeller for Pilatus PC-12 Date Due: Tuesday, March 26, 2024 at 2:00PM MT

ISSUING OFFICE: Colorado Department of Public Safety Purchasing and Contracts Unit

The issuing office is the sole point of contact concerning this solicitation.

All bid inquiries shall be emailed to: cdps_edo_bids@state.co.us

Please ensure DQ# RBAA 2024-0373 is in the subject line of all communication.

This is a fillable PDF form.

FEIN Colorado VSS / CORE Number Date

Company Name

Address

City State Zip Code

Phone Email

Indicate if your company is registered and verified by the U.S. Department of Veteran Affairs as a Service-Disabled Veteran-Owned Small Business:

☐ YES (if yes, please submit validation with your response) ☐ NO

Print Name of Company Representative Authorized to Obligate Company

Title

Signature of Company Representative

SIGN AND RETURN THIS PAGE WITH PROPOSAL SUBMISSION (ELECTRONICALLY)

mailto:cdps_edo_bids@state.co.us

Date Due: Tuesday, March 26, 2024 at 2:00PM MT

Contents Table of Contents

SECTION 1.0 SOLICITATION INFORMATION

1.1. INTRODUCTION

1.2. BACKGROUND, OVERVIEW AND GOALS

1.3. ANTICIPATED TERM

1.4. SCHEDULE OF ACTIVITIES

1.5. SOLE POINT OF CONTACT

1.6. RESPONDENT INQUIRIES

SECTION 2.0 SCOPE OF WORK/SPECIFICATIONS AND REQUIREMENTS

2.1. ACCESSIBILITY REQUIREMENTS

2.2. MANDATORY/MINIMUM REQUIREMENTS

2.3. SCOPE OF WORK/SPECIFICATIONS

SECTION 3.0 QUOTE SUBMISSION INFORMATION

3.1. EMAIL QUOTE SUBMISSION INSTRUCTIONS

3.2. TIMELINESS OF QUOTE SUBMISSION

3.3. QUOTE FORMAT AND CONTENT

3.4. PRICING

SECTION 4.0 AWARD

4.1. AWARD (See Procurement Rule R-24-103-204-01)

4.2. Negotiations

4.3. SINGLE QUOTE

4.4. NOTICE OF AWARD

4.5. DOCUMENTS AFTER AWARD

SECTION 5.0 GENERAL ADMINISTRATIVE INFORMATION

5.1. COLORADO VENDOR SELF SERVICE

5.2. MODIFICATIONS AND/OR SUPPLEMENTAL INFORMATION TO THE SOLICITATION

5.3. SOLICITATION CANCELATION/REJECTION OF QUOTE(S)

5.4. MODIFICATIONS OR WITHDRAWAL OF QUOTES

5.5. MISTAKES AND MINOR INFORMALITIES IN RESPONDENT QUOTES

5.6. NEWS RELEASES AND ANNOUNCEMENTS

5.7. RESPONDENT ACCEPTANCE OF SOLICITATION TERMS/RESPONDENT QUOTE CONTENT10

5.8. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

5.9. QUOTE RESPONSE MATERIAL OWNERSHIP

5.10. SUBMISSION OF CONFIDENTIAL OR PROPRIETARY INFORMATION

5.11. CONFLICTS OF INTEREST/ETHICS

5.12. PROTESTED SOLICITATIONS AND AWARDS

5.13. PERFORMANCE OUTSIDE OF COLORADO

5.14. SERVICE DISABLED VETERAN OWNED SMALL BUSINESSES (SDVOSB) (REF. §24-103-905, C.R.S., et seq.)

Appendices Page 1 – Signature Page Exhibit A – Statement of Work Exhibit B – Bid Response Sheet Exhibit C – W-9 Exhibit D – Vendor Accessibility Requirements Purchase Order Terms and Conditions

SECTION 1.0 SOLICITATION INFORMATION

1.1. INTRODUCTION

On behalf of the State of Colorado, Colorado Department of Public Safety (CDPS), Colorado State Patrol Aircraft Unit, is issuing this Documented Quote for a Seven Blade MT Propeller for Pilatus PC-12 Aircraft.

1.2. BACKGROUND, OVERVIEW AND GOALS

The Colorado State Patrol Aircraft Unit operates state-owned and operated aircraft that are provided for the benefit of all Colorado government agencies.

The aircraft are available on a 24-hour basis providing transportation for state business and traffic enforcement operations. This service includes transportation of personnel, cargo, prisoners, and observation or video/photographic flights during law enforcement missions.

1.3. ANTICIPATED TERM

1.3.1. The anticipated term of the Purchase Order resulting from the award of this solicitation is the effective date of the purchase order through 06/30/2024, contingent upon funds being appropriated, budgeted and otherwise made available and all bid requirements being satisfied.

1.3.2. The State is not responsible for any goods delivered or services performed by the awarded Respondent without a State issued Contract or Purchase Order.

1.4. SCHEDULE OF ACTIVITIES

1.4.1. This Schedule of Activities is for information and planning purposes only.

Schedules for Activities listed as “Estimated” may be subject to change depending on the needs of the State. All times are stated in Mountain Time (MT), as adjusted for daylight savings.

1.4.2.

Activity Date

Solicitation Published via Colorado VSS 03/20/24

Written Inquiries Deadline

Send Inquiries to cdps_edo_bids@state.co.us

03/22/24

2:00PM MT

Response to written inquiries;

will be posted to Colorado VSS.

(Estimated)

03/25/24

Quote Submission Deadline Quotes must be submitted in the method described below

03/26/24

2:00PM MT

Award selection and notification (Estimated) 03/27/24

6 Contract/Purchase Order Start Date (Desired)

04/03/24

1.5. SOLE POINT OF CONTACT

1.5.1. The Procurement Contact for this solicitation is:

Emily Bartels Purchasing and Contracts Specialist Email: emily_bartels@state.co.us

1.5.2. Because phone lines may not be consistently monitored, email is the only method of communication. The individual listed above is the sole point of contact for this solicitation. Initiating contact with anyone other than this individual may result in Respondent disqualification.

1.6. RESPONDENT INQUIRIES

1.6.1. Respondents may submit written inquiries via email concerning this solicitation to obtain clarifications. The State, in its sole discretion may not accept inquiries received after the date and time indicated in the Schedule of Activities. Send all inquiries to the Procurement Contact identified above. Inquiries should be clearly marked with the DQ number and title. Where appropriate, inquiries should include references to any relevant Section/paragraph of the solicitation.

1.6.2. Responses to Respondent inquiries will be published on Colorado VSS collectively, as an amendment to the solicitation. Respondents shall not rely on any verbal statements that alter any specification or other term or condition of the solicitation. Such changes are valid only if provided in writing by the Procurement Contact.

SECTION 2.0 SCOPE OF WORK/SPECIFICATIONS AND REQUIREMENTS

2.1. ACCESSIBILITY REQUIREMENTS

2.1.1. All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, C.R.S., et seq., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to §24-85- 103 (2.5), C.R.S. and 3) all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

2.2. MANDATORY/MINIMUM REQUIREMENTS

2.2.1. The Colorado Department of Public Safety, Colorado State Patrol Aircraft Unit, is seeking a qualified Offeror for a Seven Blade MT Propeller for Pilatus PC-12 Aircraft.

2.2.2. Installation will be performed by the qualified Offeror and the Offeror will ensure the final installation complies with FAA STC SA02266LA limitations and any related inspection items.

2.2.3. Upon completion of installation by the Offeror, the air craft must remain FAA Certified (Standard Airworthiness Certificate) in the normal category issued under 14 CFR Part 21.183.

2.3. SCOPE OF WORK/SPECIFICATIONS

2.3.1. Delivery Address

Colorado State Patrol Aircraft Section 13352 E Control Tower Road Englewood, CO 80112

2.3.2. Substitutions will not be accepted.

2.3.3. Refer to Exhibit A – Statement of Work for detailed specifications.

SECTION 3.0 QUOTE SUBMISSION INFORMATION

3.1. EMAIL QUOTE SUBMISSION INSTRUCTIONS

3.1.1. Respondents shall submit Quotes via email to the Procurement Point of Contact, identified above. The Quote submission email should include the Subject line: “Quote submission from (Insert Respondent Name) for DQ RBAA 2024-0373 / Seven Blade MT Propeller for Pilatus PC-12”.

3.1.2. Quotes should be included as one or more attachments of commonly accessible file types.

3.2. TIMELINESS OF QUOTE SUBMISSION

3.2.1. A Quote received after the submission deadline may, at the sole discretion of the State, by rejected without further consideration.

3.3. QUOTE FORMAT AND CONTENT

3.3.1. Respondents are required to submit Exhibit B – Bid Response Sheet along with any supporting documentation.

3.3.2. Bids shall be emailed to cdps_edo_bids@state.co.us by the deadline.

3.3.3. All responses shall be quoted without sales tax (as applicable) – the State of Colorado is tax-exempt.

3.3.4. Bidders must comply with and submit the following items with their bid submission to be considered acceptable:

a. Completed and signed cover/signature page (page 1)

b. Completed Exhibit B – Bid Response Sheet

c. Completed Exhibit C – W-9 (must be signed and dated within one year of submission)

3.4. PRICING

3.4.1. Proposed pricing must remain firm during the initial term of the Contract or Purchase Order.

3.4.2. Pricing must include any fees associated with the delivery of goods or services, including, but not limited to, shipping and installation.

SECTION 4.0 AWARD

4.1. AWARD (SEE PROCUREMENT RULE R-24-103-204-01)

4.1.1. This solicitation and the resulting Contract or Purchase Order will be awarded to the responsible Respondent whose acceptable Quote is determined to be the most advantageous to the State, with price/cost being the primary consideration. Other considerations may include, but are not limited to, sample quality, and lead time for delivery.

4.1.2. “Acceptable” means that the goods or services submitted in the Respondent’s Quote will meet the state’s needs, and that the price is mailto:cdps_edo_bids@state.co.us fair and reasonable. The determination of whether a Respondent’s Quote is acceptable is solely within the State’s discretion.

4.1.3. Neither this solicitation nor a Respondent’s Quote constitutes a legally binding offer; therefore, responsiveness at the time of Quote submission is not an absolute criterion.

4.2. NEGOTIATIONS

4.2.1. The State may negotiate with any Respondent to clarify the Respondent’s Quote or to effect modifications that will make the Quote Acceptable or more advantageous to the State; however any requirements identified in this solicitation may not be negotiated.

Reference Procurement Rule R-24-103-204-01(d).

4.3. SINGLE QUOTE

If only one Quote is received in response to this solicitation, an award may be made to the single Respondent if the procurement official finds that the price submitted is fair and reasonable and that other prospective Respondents had reasonable opportunity to respond to the solicitation. If the price submitted is not fair and reasonable and there is not adequate time for re-solicitation, the procurement official may enter into competitive negotiations in accordance with Procurement Rule R-24-103-208-02.

4.4. NOTICE OF AWARD

A Notice of Intent to Award will be announced on Colorado VSS.

4.5. DOCUMENTS AFTER AWARD

Prior to Contract or Purchase Order execution, the awarded Respondent must provide the State with proof of Good Standing with the Colorado Secretary of State and an insurance certificate documenting coverage as required by the Contract or Purchase Order.

SECTION 5.0 GENERAL ADMINISTRATIVE INFORMATION

5.1. COLORADO VENDOR SELF SERVICE

This solicitation is being published on the Colorado Vendor Self Service page (Colorado VSS) at www.colorado.gov/vss, so that Respondents who have an interest may submit a Quote in accordance with the terms of this solicitation.

5.2. MODIFICATIONS AND/OR SUPPLEMENTAL INFORMATION TO THE SOLICITATION

5.2.1. Any modifications, amendments or supplemental information to the solicitation will be published on Colorado VSS. A modification notice will be published on Colorado VSS in the event that it becomes necessary to revise any part of this solicitation.

5.2.2. It is the Respondent’s sole responsibility to check Colorado VSS on a regular basis, prior to the Quote submission deadline, as this is the primary means for communicating any clarifications or changes to solicitation content, timeline and/or requirements.

5.3. SOLICITATION CANCELATION/REJECTION OF QUOTE(S)

5.3.1. In accordance with §24-103-301, C.R.S., and the related Procurement Rules, the State may cancel this solicitation, or any and all Quotes may be rejected in whole or in part, without penalty, at any time before a Contract or purchase order is executed, when it is in the best interest of the State. The reason and documentation supporting the decision to cancel the solicitation or reject Quote(s) shall remain confidential for the lesser of six months or until a Contract or purchase order is awarded by the State. Reference Procurement Rule R-24-101-401-05.

5.3.2. If the solicitation is canceled after, Quotes are received, the Quotes that have been opened shall be retained in the procurement record, or if unopened, they will be disposed of, or returned to the Respondent upon request at the Respondents’ expense.

5.4. MODIFICATIONS OR WITHDRAWAL OF QUOTES

A Respondent may modify or withdraw its Quote by written notice to the Procurement Contact prior to the established Quote submission deadline.

Withdrawal of a Respondent’s Quote following the Quote submission deadline and prior to award, may be allowed, in the State’s discretion. Withdrawal of a Respondent’s Quote after award is not allowed. Reference Procurement Rules R-24-103-201-08 and R-24-103-201-09.

5.5. MISTAKES AND MINOR INFORMALITIES IN RESPONDENT QUOTES

In certain circumstances, a Respondent may correct a mistake(s) in its Quote and/or the State may waive minor informalities. Reference Procurement Rule R-24-103-201-08.

5.6. NEWS RELEASES AND ANNOUNCEMENTS

Respondents shall not issue any news releases, communications or announcements of any kind pertaining to this solicitation, without prior written approval by the State.

5.7. RESPONDENT ACCEPTANCE OF SOLICITATION TERMS/RESPONDENT QUOTE

CONTENT

5.7.1. Neither this solicitation nor a Respondent’s Quote submitted in response to this solicitation constitute a legally binding offer. Reference Procurement Rule R- 24-103-204-01(b).

5.7.2. The contents of the Quote of the awarded Respondent and any modifications to the Quote negotiated by the State included in the resulting Contract or Purchase Order will become contractual obligations. Failure of the awarded Respondent to accept these obligations may result in cancellation of the award to that Respondent.

5.8. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

By submitting a Quote, the Respondent certifies that the prices and other terms in the Quote have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the Quote by any other competing Respondent. For purposes of this paragraph, "consultation, communication, agreement with, or knowledge" does not include knowledge of prices or terms gained through availability of established price lists or catalogues made available to the public by the competing Respondents.

No attempt has been made or will be made by the Respondent to induce any other person or firm to submit or not to submit a Quote for restricting competition. Reference §6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992) as amended.

5.9. QUOTE RESPONSE MATERIAL OWNERSHIP

All material submitted in response to this solicitation becomes the property of the State.

5.10. SUBMISSION OF CONFIDENTIAL OR PROPRIETARY INFORMATION

5.10.1. The State of Colorado is subject to the requirements of §24-72-200.1, C.R.S., et seq., Colorado Open Records Act.

5.10.2. A Respondent may submit, as a part of its Quote, a written request for classification of certain portions of the Quote as a trade secret or other confidential or proprietary information. Material for which the Respondent is requesting confidentiality shall be readily identifiable and separated from other portions of the Quote to facilitate public inspection of the non-confidential portion of the Quote. Commingling of confidential and non-confidential information is not acceptable. Neither price information nor any information that will be included in a resulting Contract or purchase order will be considered confidential.

5.10.3. The Respondent must include the rationale for any request to classify portions as a trade secret or confidential or proprietary, including references to the authority that allows for such treatment.

5.10.4. A complete redacted Quote response should also be included along with an unredacted Quote and confidentiality justification.

5.10.5. In no event shall an entire Quote be classified as confidential. The Procurement Official or his or her designee shall determine if the information identified in the Respondent’s request is exempt from disclosure in accordance with §24-72-204, C.R.S., and shall inform the Respondent in writing of his or her determination. If the Respondent does not agree with the determination, the Respondent may protest the determination in accordance with article 109 of the Colorado Procurement Code and the terms of this solicitation. Reference Procurement Rule R-24-101-401-03.

5.10.6. Any additional Respondent information, which may be part of the evaluation/negotiation process and for which an Respondent claims confidentiality, is subject to the same requirements and processes identified above.

5.11. CONFLICTS OF INTEREST/ETHICS

5.11.1. The Respondent must disclose in its Quote any potential or actual conflict of interest in connection with a response to this solicitation. A conflict of interest may include, but is not limited to, access to any non-public information by the Respondent regarding the solicitation or its subject matter.

5.11.2. The Respondent acknowledges that even the appearance of a conflict of interest may be harmful to the State’s interests. The Respondent shall disclose in its Quote whether there currently is, or potentially could be, the appearance of a conflict of interest regarding this solicitation, its staff, any proposed subcontractors or partners, or any related business with the State.

5.11.3. Requirements set forth in this Section are continuing requirements throughout the solicitation process and, for the awarded Respondent, the Contract or Purchase Order term, including any extensions.

Reference §24-18-201, C.R.S., et seq. (Proscribed Acts Related to Contracts and Claims); §24-50-507, C.R.S.(Conflict of Interest); §18-8- 301, C.R.S., et seq. (Bribery and Corrupt Influence); §18-8-401, C.R.S., et seq. (Abuse of Public Office); §6-4-101, C.R.S., et seq., (Colorado

Antitrust Act of 1992); §24-109-105, C.R.S .(Debarment and Suspension); and Procurement Rule R-24-101-107-01 (Ethics).

5.12. PROTESTED SOLICITATIONS AND AWARDS

An aggrieved party may file a protest concerning a Material Issue(s), at any phase of solicitation, including but not limited to, specifications, award or a disclosure of information marked confidential in the Quote. “Material issue” means a nontrivial defect in the solicitation or award that would prejudice the outcome of the procurement. The presence of multiple nonmaterial issues in a solicitation or award does not constitute a material issue unless the aggrieved party can establish that those nonmaterial issues together would prejudice the outcome of the procurement.” The protest shall be submitted to the Colorado Department of Public Safety Procurement Official Procurement Official within three (3) business days after such aggrieved person knows, or should have known, of the facts giving rise thereto. Reference §24-109-102, C.R.S., as amended, and Procurement Rule R-24-109-102-01, et seq. Protests should be submitted electronically via email to the following:

Colorado Department of Public Safety Procurement Director Tammy.lichvar@state.co.us

5.13. PERFORMANCE OUTSIDE OF COLORADO

Awarded Respondent, per Section 24-102-206, C.R.S., prior to contracting shall disclose in a written statement whether it anticipates performing or subcontracting any services under the contract, where such subcontracted services will be performed under the contract, including any subcontracts, and whether any subcontracted services under the contract or any subcontracts are anticipated to be performed outside the United States or the state. If the prospective vendor anticipates services under the contract or any subcontracts will be performed outside the United States or the state, the vendor shall provide in its written statement a provision setting forth why it is necessary or advantageous to go outside the United States or the state to perform the contract or any subcontracts.

5.14. SERVICE DISABLED VETERAN OWNED SMALL BUSINESSES (SDVOSB) (REF. §24-

103-905, C.R.S., ET SEQ.)

5.14.1. SDVOSB Respondents must submit documentation of certification issued through the U.S. Department of veteran’s affairs in their Quote. §24- 103-905 C.R.S. sets a SDVOSB goal of at least 3% of all contracts by dollar value be awarded to SDVOSBs who must be incorporated or organized in Colorado or they must maintain a place of business or have mailto:Tammy.lichvar@state.co.us an office in Colorado and must be officially registered and verified as a SDVOSB by the Center for Verification and Evaluation within the United States department of veteran’s affairs. See www.vip.vetbiz.va.gov.

5.14.2. Verified SDVOSB Offers shall receive a preference of 3% on their Quote.

This preference applies only to the Quote price, and the SDVOSB Respondent must still meet all other requirements of this solicitation.

http://www.vip.vetbiz.va.gov/