FLHSMV-RFP-033-24 REQUEST FOR PROPOSALS.pdf

FLHSMV-RFP-033-24, Page 1 of 24

STATE OF FLORIDA

DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES

September 5, 2023

With this sheet you have received solicitation documents for the following:

Solicitation Number: FLHSMV-RFP-033-24

Title of Bid (items solicited): Cessna Caravan 208 - Fixed Wing Aircraft

Commodity Code(s): 25131500 Powered fixed wing aircraft

25131707 Reconnaissance or surveillance aircraft

Date and Time Proposals are Due: October 4, 2023, no later than 2:00 p.m., Eastern Time

Department of Highway Safety and Motor Vehicles Neil Kirkman Building 2900 Apalachee Parkway Tallahassee, Florida 32399-0524

It is important that Respondents monitor the Vendor Information Portal (VIP) for any changes to this solicitation. It is the responsibility of the Respondent to check the VIP for new or changing information.

To receive information on Department of Highway Safety and Motor Vehicles solicitations 24 hours a day, 7 days a week, visit the Vendor Information Portal (VIP) at:

https://vendor.myfloridamarketplace.com/

Note: Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes (F.S.), or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

https://vendor.myfloridamarketplace.com/

FLHSMV-RFP-033-24, Page 2 of 24

Table of Contents

1.0 Solicitation Introduction

2.0 Purpose and General Overview

2.1 Definitions

2.2 Procurement Officer

2.3 Term

2.4 Solicitation Conflicts and Order of Precedence

3.0 RFP Process Overview

3.1 General Overview

3.2 Who May Respond

3.3 Restriction on Communications

3.4 Respondent Questions

3.5 Addenda

3.6 Cost of Proposal Preparation

3.7 Proposal Opening

3.8 Disclosure of Proposal Contents

3.9 Modification or Withdrawal of Response

3.10 Prohibition of Gratuities

3.11 Diversity

3.12 Non-Exclusive Rights

3.13 Proposal Tenure

3.14 Accessibility for Disabled Persons

3.15 Cooperation with the Inspector General

4.0 Additional Information

4.1 Mandatory Requirements

4.2 Minor Proposal Exceptions

4.3 Non-Responsive Responses, Non-Responsible Respondents

4.4 Subcontracts

4.5 Joint Ventures and/or Legal Partnerships

4.6 Prohibition against considering social, political, or ideological interests in government contracting

5.0 Response Submission Instructions

5.1 Response Submission

5.2 Redacted Submissions

5.3 Mandatory Submission Requirements

FLHSMV-RFP-033-24, Page 3 of 24

5.4 Contractual Submissions

5.5 Contractor Responsibility

5.6 Additional Documents/Requirements

6.0 Award Methodology

6.1 Basis of Award

6.2 Proposal Clarification

6.3 Posting of Agency Decision

Attachments:

ATTACHMENT A – CALENDAR OF EVENTS

ATTACHMENT B – SCOPE OF WORK

ATTACHMENT C – ADDITIONAL TERMS AND CONDITIONS

ATTACHMENT D – RESPONDENT INFORMATION FORM

ATTACHMENT E – PRICE SHEET

ATTACHMENT F – PAST PERFORMANCE – CLIENT REFERENCES

ATTACHMENT G – REQUIRED CERTIFICATIONS

ATTACHMENT H – RESPONDENT QUALIFICATION QUESTIONS

ATTACHMENT I – EVALUATION CRITERIA

FLHSMV-RFP-033-24, Page 4 of 24

1.0 Solicitation Introduction

Listed below are important things to keep in mind when responding to a solicitation for the Florida Department of Highway Safety and Motor Vehicles.

A. Read the entire document. Note critical items such as: mandatory requirements;

bond(s) requirements (response, performance and/or damages); sample(s) required;

supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; and contract requirements (e.g., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

B. Note the Procurement Officer's name, address, phone number(s) and e-mail address. This is the only person you are allowed to communicate with regarding the solicitation and is an excellent source of information for any questions you may have.

C. Take advantage of the “question and answer” period. Submit your questions to the

Procurement Officer by the due date listed in the Calendar of Events, and view the answers given in the formal “addenda” issued for the solicitation. Also, please refer to any Addenda.

D. Follow the format required in the solicitation when preparing your response submission. Provide point-by-point responses to the required sections in a clear and concise manner and do not skip or miss sections.

E. Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the Department or evaluation committee (if applicable) will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the Department. Responses are reviewed based solely on the information and materials provided in your response.

F. Use the forms provided. For example: Certification forms; Price Sheet forms;

Savings/Discount/Price Reduction; Customer References; etc., if any are included in this solicitation.

G. Review and read the solicitation document again to make sure that you have addressed all requirements. The original electronic copy of the proposal must bear an original signature in the appropriate locations and must include all attachments.

H. Submit your response on time. Note all dates and times listed in the Calendar of

Events and within the document and be sure to submit all required items on time.

Late responses will not be opened or considered and will be rejected. In addition, physical response submittals are not allowed and will not be accepted, opened, or considered and will be rejected.

FLHSMV-RFP-033-24, Page 5 of 24

2.0 Purpose and General Overview

The Department of Highway Safety and Motor Vehicles (Department or “FLHSMV”) is issuing this Request for Proposals (RFP) to establish a contract to purchase one (1) model year 2019 or newer Cessna Caravan 208, a fixed wing aircraft, as fully described in ATTACHMENT B – SCOPE OF WORK.

2.1 Definitions

a) Authorized Representative: The owner, corporate officer, or director of the Contractor authorized to legally bind it in a contractual obligation. A document establishing delegated authority must be included with the response, if signed by other than the Authorized Representative.

b) Business Day: Any day in which normal business is conducted, typically Monday through Friday, excluding State-observed holidays.

c) Business Hours: The hours of 8:00 A.M. to 5:00 P.M., Eastern Time, on any business day. (Note: Florida is geographically situated in both the Eastern and Central time zones.)

d) Contract: A formal purchasing document that contains or incorporates the terms and conditions that apply to the purchase to be made pursuant to this RFP, executed between the Department, and Contractor.

e) Contractor: The party selected for award under this RFP, with whom the Department intends to enter into a formal contract document. Also referred to as “Respondent” or “Vendor”; the terms “Contractor,” “Respondent,” or “Vendor” may be used interchangeably.

f) Contract Term: The longest period of time the contract could remain in effect, including the optional renewal term and any required extension(s) authorized under the provisions of Section 287.057(12) and (13), F.S. Whether the contract remains in effect during this entire time frame is dependent upon satisfactory performance by the Contractor, exercise by the Department of optional renewal periods, continued appropriations by the Legislature, and other factors stated in the RFP and resulting contract.

g) Confidential Information: Data, material and information deemed “exempt” or “confidential” by the Florida Public Records Law, Chapter 119, F.S., or any other provision of the F.S., or Article I, Section 24, Florida Constitution, or as identified by Federal law, or as identified by the Department. For purposes of this RFP and resulting contract, reference to Confidential Information includes personal

FLHSMV-RFP-033-24, Page 6 of 24 identification information, including, but not limited to, Social Security Numbers, addresses, or Contractor’s proprietary information.

h) Day: A calendar day, unless otherwise specified.

i) Product(s): the aircraft and any and all equipment.

j) Purchase Order or PO: The purchasing document memorializing and/or incorporating the terms and conditions of the purchase issued by the Department via the eProcurement system. See PUR Form 1000, paragraph 2, referenced in

ATTACHMENT C, ADDITIONAL TERMS AND CONDITIONS.

k) Request for Proposals (RFP): This Request for Proposals.

l) Respondent: Entities submitting a formal response to this RFP. Also referred to as

“Contractor” or “Vendor”; the terms “Contractor,” “Respondent,” or “Vendor” may be used interchangeably.

m) State or Department: State or Department shall be synonymous with the Florida

Department of Highway Safety and Motor Vehicles.

n) Subcontractor: Any person, other than an employee of the contractor, who performs any of the services listed in this solicitation for compensation paid by the Contractor. See solicitation to determine whether subcontracting is permitted.

o) Vendor: Any firm or person who submits a response to the Department in response to this solicitation. Also referred to as “Contractor” or “Vendor”; the terms “Contractor,” “Respondent,” or “Vendor” may be used interchangeably.

Also see links provided in ATTACHMENT C - ADDITIONAL TERMS AND CONDITIONS for additional definitions in PUR 1000, Paragraph 1, and PUR 1001, Paragraph 1.

https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_Conditions.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

FLHSMV-RFP-033-24, Page 7 of 24

2.2 Procurement Officer

The Procurement Officer, acting on the behalf of the Department, is the sole point-of-contact regarding all procurement matters relating to this solicitation. All questions and requests for clarification are to be directed to:

Corina Chiorescu Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles Neil Kirkman Building, Mail Station 31 2900 Apalachee Parkway Tallahassee, Florida 32399-0524 850-617-3176 CorinaChiorescu@flhsmv.gov

Section 287.057(25), F.S., requires that “Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting of the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.”

2.3 Term

The contract term shall be for a period of up to one (1) year from the date of contract execution or issuance of the purchase order, unless terminated earlier by the Department under the terms provided herein, with no option to renew.

2.4 Solicitation Conflicts and Order of Precedence

All responses are subject to the terms and conditions of this RFP which, in case of conflict, shall have the following order of precedence:

a) RFP Addenda, in reverse order of issuance;

b) RFP, including all attachments;

c) General Contract Conditions (PUR 1000);

d) General Instructions to Respondents (PUR 1001); and

e) Contractor’s submitted response.

mailto:CorinaChiorescu@flhsmv.gov https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_Conditions.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

FLHSMV-RFP-033-24, Page 8 of 24

3.0 RFP Process Overview

3.1 General Overview

The Request for Proposal (RFP) is a method of competitively soliciting a commodity or contractual service under section 287.057(1)(b), F.S., and awarding a contract to the responsive and responsible Respondent(s) submitting the most advantageous proposal to the state, based on the price and other criteria in the RFP. The Department posts an RFP on the MyFloridaMarketPlace Vendor Information Portal (VIP) to initiate the solicitation process.

3.2 Who May Respond

The Department seeks proposals from capable Vendors and seeks to contract with one

(1) Respondent to provide one (1) Cessna Caravan 208 and included equipment, as described in ATTACHMENT B - SCOPE OF WORK. The Respondents may submit proposals for more than one (1) Cessna Caravan 208, meeting or exceeding the specifications outlined in ATTACHMENT B - SCOPE OF WORK.

The Respondent must be authorized to conduct business within the state of Florida and must possess the experience and have the capability (e.g., sufficient personnel and resources) to provide the products and services described in this RFP in a timely manner. The Department retains the right to request additional information pertaining to the Respondent’s ability and qualifications to fully perform the contract requirements described in this RFP and integrity and reliability to assure good faith performance. See Section 4.3, Non-Responsive Responses, Non-Responsible Proposers, for additional information.

3.3 Restriction on Communications

Respondents to this RFP or persons acting on their behalf may not contact, between the release of the RFP and the end of the seventy-two (72) hour period following the agency posting of the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this RFP, except in writing to the Procurement Officer or as provided in the RFP documents. Violation of this provision may be grounds for rejecting a response.

3.4 Respondent Questions

Questions related to this RFP must be received in writing, via email, by the Procurement Officer listed in the Procurement Officer Section above, within the time

FLHSMV-RFP-033-24, Page 9 of 24 indicated in ATTACHMENT A - CALENDAR OF EVENTS. Questions must reference FLHSMV-RFP-033-24 in the subject line of the e-mail.

Written answers to questions received by the Department will become part of this solicitation and will be posted on the VIP, through an addendum, on or about the date referenced in the Calendar of Events.

Note: The Department reserves the right to respond to late-submitted questions if doing so, in the sole and exclusive discretion of the Department, is in the state’s best interest (e.g., the question identifies inconsistent terms that could negatively impact service delivery or pricing).

3.5 Addenda

If the Department deems it necessary to supplement, modify or interpret any portion of the solicitation or exhibits, addenda, and materials relative to this procurement, it will be posted on the VIP at:

MyFloridaMarketPlace Vendor Information Portal

It is the responsibility of the Respondent to check the VIP for new or changing information.

3.6 Cost of Proposal Preparation

Neither the Department nor the state of Florida is liable for any of the costs incurred by a Respondent in preparing and submitting a response.

3.7 Proposal Opening

The Department will hold a public opening of the responses at the date, time, and location (including a conference call number) indicated in the ATTACHMENT A –

CALENDAR OF EVENTS.

3.8 Disclosure of Proposal Contents

All documentation produced as part of the RFP will become the exclusive property of the Department and will not be returned to the Respondent unless it is withdrawn prior to the proposal opening in accordance with Section 3.9, Modification or Withdrawal of Response, below.

The Department shall have the right to use any and all ideas or adaptations of ideas contained in any proposal received in response to this solicitation. Selection or rejection of the response will not affect this right.

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3.9 Modification or Withdrawal of Response

Respondents may modify a response at any time prior to the response due date by sending the modified response submittal to the Procurement Officer. A response may be withdrawn by notifying the Procurement Officer in writing before the opening of replies.

3.10 Prohibition of Gratuities

By submission of a response, a Respondent certifies that no elected official or employee of the state of Florida has or shall benefit financially or materially from such response or subsequent contract in violation of the provisions of Chapter 112, F.S. Any contract issued as a result of this RFP may be terminated if it is determined that gratuities of any kind were either offered or received by any of the aforementioned parties.

3.11 Diversity

The Department is dedicated to fostering the continued development and economic growth of minority, veteran, and women-owned businesses. Participation of a diverse group of Respondents doing business with the state is central to the Department’s efforts. To this end, small minority, veteran-owned and women-owned business enterprises are encouraged to participate in the state’s procurement process as both prime Respondents and subcontractors under prime contracts.

The state of Florida’s Office of Supplier Diversity may be reached at 850-487-0915 and can assist in furnishing names of qualified minorities for subcontracting activities under prime contracts.

3.12 Non-Exclusive Rights

The right to provide the Products or services, as applicable, which will be granted under the resultant contract/purchase order, shall not be exclusive. The Department reserves the right to contract for and purchase products or services from as many firms as it deems necessary without infringing upon or terminating the resultant contract/purchase order.

3.13 Proposal Tenure

All responses are binding for one hundred eighty (180) days following the response opening date shown on ATTACHMENT A – CALENDAR OF EVENTS.

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3.14 Accessibility for Disabled Persons

If special accommodations are needed to attend any solicitation-related event open to the public, please advise the Bureau of Purchasing and Contracts at 850-617-3203 no later than five (5) business days prior to the event.

3.15 Cooperation with the Inspector General

The Contractor shall cooperate and ensure that its subcontractors, if any, cooperate with the Department’s Inspector General in any investigation, audit, inspection, review or hearing pursuant to section 20.055, F.S.

4.0 Additional Information

4.1 Mandatory Requirements

The Department, as defined herein, has established certain requirements with respect to responses submitted to competitive solicitations. The use of “shall,” “must,” or “will” (except to indicate the future) in this RFP, indicates a mandatory requirement or condition.

The words “should” or “may” in this RFP indicate desirable attributes or conditions but are permissive in nature. Deviation from, or omission of, such desirable feature will not in itself cause rejection of a response.

4.2 Minor Proposal Exceptions

The Department reserves the right to waive minor deviations or exceptions in responses providing such actions are in the best interest of the state of Florida and the Department. Minor deviations/exceptions are defined as those that have no adverse effect upon the state’s interest and would not affect the outcome of the award by giving a Respondent an advantage or benefit not enjoyed by other Respondents.

4.3 Non-Responsive Responses, Non-Responsible Respondents

Responses which do not conform in all material respects to the requirements of this solicitation, or which fail to provide all required information, documents or materials may be rejected as non-responsive.

Material requirements of the solicitation are those set forth as mandatory or without which an adequate analysis and comparison of responses are impossible, or those which affect the competitiveness of responses, or the cost to the Department.

Respondents whose responses, past performance, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of

FLHSMV-RFP-033-24, Page 12 of 24 the resulting Contract may be rejected as non-responsible. The Department reserves the right to determine which responses meet the material requirements of this RFP, and which Respondents are responsible.

“Responsible” or “Qualified Respondent” means a person or firm with the capability in all respects to perform fully the contract requirements and the integrity and reliability to assure good faith performance. Failure to provide information as required in this RFP, to determine responsibility, may be cause for rejection of the response.

Response submittals will be considered only from Respondents who are regularly engaged in the type of service/products/business that is the subject of this RFP, are financially responsible, and have the necessary equipment and personnel to provide the services and goods required by the solicitation.

4.4 Subcontracts

Subcontracting is not allowed.

4.5 Joint Ventures and/or Legal Partnerships

Joint ventures or legal partnerships shall be viewed as one (1) Respondent.

Authorization for signatures provided by a joint venture/legal partnership shall have authorizations attached thereto and must be submitted with the response submission.

4.6 Prohibition against considering social, political, or ideological interests in government contracting

In accordance with Section 287.05701, F. S., the Department may not request documentation of or consider a Vendor’s social, political, or ideological interests when determining if the Vendor is a responsible Vendor and may not give preference to a Vendor based on the Vendor’s social, political, or ideological interests.

5.0 Response Submission Instructions

5.1 Response Submission

Responses shall be prepared simply and economically, providing a straightforward, concise delineation of the Respondent’s capabilities to satisfy the requirements of this RFP. The emphasis of each response shall be on completeness and clarity of content.

The attachment forms furnished with this RFP must be submitted with the response and are to be filled out in pen and ink or typewritten with no alterations, changes or amendments to the attachment forms other than the Respondent’s replies to the information requested on the attachment forms. All forms must be signed and dated by the Vendor’s Authorized Representative.

FLHSMV-RFP-033-24, Page 13 of 24

Completed forms must be included in the Respondent’s response. If any item is missing or incomplete, the response may be deemed non-responsive. The entire response packet with all forms and documents required shall be referred to as the Respondent’s “Response.”

The Respondent shall submit its response in the following manner:

5.1.1 One (1) electronic version of the original response, marked “Original

Response” (which must include all information required in Section 5.3 Mandatory Submission Requirements below, including Sections 5.3.1 through 5.3.8), and one (1) electronic copy of the redacted response, marked ”Redacted Copy” , if applicable (see, subsection 5.2, Redacted Submissions, below) must be submitted by email as specified in Section 5.1.3, Delivery of Responses, no later than the time indicated in ATTACHMENT A - CALENDAR OF EVENTS, for receipt of responses.

Please note: If a redacted copy is not provided, the Department will provide a copy of the original submittal upon any public records request.

5.1.2 All pages must be numbered, identify the RFP number, and include the prospective Contractor’s name.

5.1.3 Delivery of Responses:

All proposals shall be submitted via EMAIL ONLY and addressed to the Procurement Officer identified in subsection 2.2, Procurement Officer and below, and must be received by or before the date and time indicated in ATTACHMENT A, CALENDAR OF EVENTS. The Department will not consider late responses.

Respondents are advised to examine their responses carefully and to ensure all mandatory requirements are met. Hardcopy/paper submissions will not be accepted.

The electronic versions of the ORIGINAL RESPONSE, including all required attachments, together with the REDACTED copy shall be submitted via email to the procurement officer below. The email shall contain the solicitation number FLHSMV-RFP-033-24 – OFFICIAL RESPONSE and company name and sent to the Procurement Officer below:

Corina Chiorescu Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles

FLHSMV-RFP-033-24, Page 14 of 24

850-617-3176 CorinaChiorescu@flhsmv.gov and Purchasing@flhsmv.gov

IMPORTANT: The Department’s e-mail size is limited to 35 MB per received e-mail. For attachments exceeding this limit, please provide downloadable document(s) via platforms, such as Microsoft One Drive, Google Docs, etc.

However, the ORIGINAL RESPONSE must be sent via e-mail, as indicated above.

Upon submittal, the Respondent shall request confirmation from the Department for proof of receipt. The Department will respond with confirmation upon receipt of each response. If no receipt is provided, it’s the Respondent’s responsibility to contact the Procurement Officer for further inquiry.

Please note: If a redacted copy is not provided, the Department will provide a copy of the Respondent’s original submittal upon receipt of any public request for a copy of the Respondent’s submission.

Responses that include any qualifying language, conditions, caveat(s), modification(s), or other language changing or not meeting the requirements of the RFP, anywhere in the response will be viewed as a conditional response and the Department may reject the RFP response.

5.2 Redacted Submissions

This subsection supplements Section 19 of the PUR 1001.

If the Respondent considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, F.S., the Florida Constitution or other authority, the Respondent must mark the document as “Confidential” and simultaneously provide the Department with a separate redacted copy of its response and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the Department’s solicitation name, number and the Respondent’s name on the cover and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Respondent claims are confidential, proprietary, trade secret or otherwise not subject to disclosure.

In the event of a request for public records pursuant to Chapter 119, F.S., the Florida Constitution, or other authority, to which documents that are marked as confidential are responsive, the Department will provide the Redacted Copy to the requestor. If a requestor asserts a right to the Confidential Information, the Department will notify the mailto:CorinaChiorescu@flhsmv.gov mailto:Purchasing@flhsmv.gov https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

FLHSMV-RFP-033-24, Page 15 of 24

Respondent such an assertion has been made. It is the Respondent’s responsibility to assert that the information in question is exempt from disclosure under Chapter 119 or other applicable law. If the Department becomes subject to a demand for discovery or disclosure of the Confidential Information of the Respondent in a legal proceeding, the Department shall give the Respondent prompt notice of the demand prior to releasing the information (unless otherwise prohibited by applicable law). The Respondent shall be responsible for defending its determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise not subject to disclosure.

By submitting a response, the Respondent agrees to protect, defend, and indemnify the Department for any and all claims arising from or relating to the Respondent’s determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise not subject to disclosure. If the Respondent fails to submit a redacted copy of information it claims is confidential, the Department is authorized to produce the entire documents, data or records submitted by the Respondent to the Department in answer to a public records request for these records.

5.3 Mandatory Submission Requirements

A Respondent’s response shall consist of the following requirements. All items listed below are mandatory, unless otherwise noted. FAILURE TO INCLUDE ANY ITEM

REQUIRED TO BE INCLUDED IN THE RESPONSE MAY RESULT IN THE

REJECTION OF THE RESPONDENT’S RESPONSE.

NOTE: If submitting proposals for more than one (1) Cessna Caravan 208, the Respondent shall provide information as required in Section 5.3.1 below, for each Cessna Caravan 208. Each submittal must be clearly labeled and identified by numbering sequence, such as 1,2,3,4 etc.

5.3.1 AIRCRAFT INFORMATION

A. Year

B. Make

C. Model

D. Serial # of aircraft and engine

E. US Registry (N Number)

F. Engine operating hours

FLHSMV-RFP-033-24, Page 16 of 24

G. Aircraft total operating hours

H. Aircraft location

I. # of landings

J. Cabin configuration

K. Pictures capturing all interior and exterior areas of the aircraft

L. Detailed listing of all equipment/instruments

M. Last phase and annual inspections

N. Damage history

O. Copies of US Registration and Airworthiness Certificate

Must be submitted with the original electronic response and all other electronic versions of the response.

5.3.2 RESPONDENT INFORMATION FORM, ATTACHMENT D (No points will be awarded)

This form serves as the document covering transmittal of the response, as well as verification of the Respondent’s name, address, and Federal Employer Identification (FEID) Number. The form must be completed in its entirety to provide the name, title, address, telephone number and email address of the official Respondent’s contact person and contract manager, and alternates for those persons, if available. These individuals must have the authority to bind the Respondent to a contract and shall be available to be contacted by telephone and to attend meetings as may be appropriate.

ATTACHMENT D – RESPONDENT INFORMATION FORM, shall be labeled and tabbed separately and should be included with the original electronic response only.

5.3.3 PRICE SHEET, ATTACHMENT E (325 points possible)

The Respondent shall submit a completed ATTACHMENT E, PRICE SHEET in electronic format (Excel), as provided by the Department, and a signed version in Adobe .pdf format, to be considered responsive.. The total price (not including delivery) shall not exceed $2.1 million.

FLHSMV-RFP-033-24, Page 17 of 24

If submitting proposals for more than one (1) Cessna Caravan 208, the Respondent shall provide a separate ATTACHMENT E, PRICE SHEET for each Cessna Caravan 208. Each submittal must be clearly labeled and identified by numbering sequence, such as 1,2,3,4 etc.

NOTE: The Department is not seeking a lease price. Please provide the price as indicated in this section and on ATTACHMENT E- PRICE SHEET.

a) The Respondent shall provide a dollar amount in each yellow cell below the word “Price” on the price sheet.

The Respondent shall enter separate prices for: A) the Cessna Caravan 208 and the included equipment pursuant to ATTACHMENT B – SCOPE OF WORK; and B) the delivery to the Department by the Respondent of the Cessna Caravan 208 and the included equipment. (Delivery by the Respondent is optional for the Department.)

b) The Respondent shall use legible handwriting, if applicable, when completing the price sheet(s).

c) The Department will not accept and will not agree to any qualifying or caveat language for pricing within ATTACHMENT E - PRICE SHEET. A response that includes qualifying or caveat language on ATTACHMENT E – PRICE SHEET will be viewed as a conditional response and the Department may reject the Respondent’s response. (See, also subsection 4.3, Non-Responsive Responses, Non-Responsible Respondents.)

d) ATTACHMENT E - PRICE SHEET, shall be labeled and tabbed separately and should be included with the original, electronic response only.

5.3.4 PAST PERFORMANCE - CLIENT REFERENCES, ATTACHMENT F (75 points possible)

In the space provided on page 1 of ATTACHMENT F - PAST PERFORMANCE

- CLIENT REFERENCES, the Respondent must list all business names under which it has operated during the last three (3) years. Mark N/A if the business name has not changed within the past three (3) years.

In the spaces provided, the Respondent must provide the information indicated for three (3) separate and verifiable, Non-FLHSMV (Department of Highway

FLHSMV-RFP-033-24, Page 18 of 24

Safety and Motor Vehicles) client references. The same client reference may not be listed for more than one (1) of the required references and confidential client references shall not be included.

The client references listed must be able to attest that the Respondent provided products similar in nature to the scope of work contemplated in this RFP by each separately completing the Client Past Performance Questionnaire (pages 2 and 3 of ATTACHMENT F – PAST PERFORMANCE – CLIENT REFERENCES). In the event the Respondent has had a name change since the time work was performed for a listed reference, the name under which the Respondent operated at that time must be provided in the space provided below the Respondent’s Name on the Client Past Performance Questionnaire (pages 2 and 3 of ATTACHMENT F – PAST PERFORMANCE – CLIENT

REFERENCES).

Client references that were the Respondent’s subcontractors will not be accepted as Past Performance client references under this RFP. Entities having an affiliation with the Respondent (i.e., currently a parent or a subsidiary having common ownership, having common directors, officers, or agents, or sharing profits or liabilities) will not be accepted as Past Performance client references under this RFP.

ATTACHMENT F - PAST PERFORMANCE - CLIENT REFERENCES (with a separate, completed Client Past Performance Questionnaire signed by the Client Representative for each of the three separate Client References listed on Page 1 of ATTACHMENT F – PAST PERFORMANCE – CLIENT REFERENCES), shall be clearly labeled and should be included with the original electronic response only.

5.3.5 REQUIRED CERTIFICATIONS, ATTACHMENT G (No points will be awarded)

The response must contain a completed ATTACHMENT G - REQUIRED CERTIFICATIONS, and shall be labeled, and tabbed separately and should be included with the original electronic response only.

5.3.6 RESPONDENT QUALIFICATION QUESTIONS, ATTACHMENT H (No points will be awarded)

ATTACHMENT H – RESPONDENT QUALIFICATION QUESTIONS, shall be labeled and tabbed separately and should be included with the original electronic response only.

FLHSMV-RFP-033-24, Page 19 of 24

5.3.7 TECHNICAL RESPONSE MANDATORY DOCUMENTATION - 500 Total

Points Possible

(Must be submitted with the original electronic response and all other electronic versions of the response.)

The Respondent’s response to this RFP should be tabbed and shall consist of the following mandatory documentation:

a) Table of Contents (No points will be awarded)

The response shall include a Table of Contents. The Table of Contents shall contain section headings and subheadings along with corresponding page numbers.

b) Executive Summary/Organizational Structure and History (No points will be awarded)

The response shall include an executive summary and organizational structure and history, no longer than ten (10) single-sided pages in length, that demonstrates the Respondent’s overall understanding of the need for and purpose of the project and describes the salient features of the Respondent’s technical response.

The Respondent shall provide the requested information below which will demonstrate the Respondent’s ability to successfully provide and deliver the aircraft sought in this RFP and its attachments, exhibits, and referenced supporting documentation.

The Respondent must provide:

1. The full legal name of the Respondent;

2. Proof of legal entity and authorization to do business with (and in) the state of Florida (if the Respondent is not registered to do business in Florida with the Florida Department of State, the Respondent must commit, consistent with Question 8 of ATTACHMENT H – RESPONDENT QUALIFICATION QUESTIONS, to attain such registration no later than seven (7) business days after notice of award);

3. Country and state of incorporation of the Respondent;

4. Respondent’s Principal place of business;

5. Description of the Respondent’s organization, including number of years in business, subsidiaries, parent corporations, officers; include

FLHSMV-RFP-033-24, Page 20 of 24 organizational charts and details concerning the number of facilities by geographic location;

6. Brief description of the Respondent’s principal type of business and history and what uniquely qualifies the Respondent to provide the aircraft sought in this RFP;

7. A summary of projects administered by the Respondent similar to the one described in this RFP. The summary shall include each project scope (including whether performed as a joint venture/partnership and the work each participant performed with percentage of work indicated), the outcomes of each project, including barriers/complications and resolutions encountered, and identification of cost savings; and

8. Identification of any potential or actual conflicts of interest that might arise for the Respondent as a result of the Contract award to the Respondent.

Describe in detail the plan to eliminate or mitigate any conflicts. Such conflicts include, and are not limited to, those covered by Section 6, Conflict of Interest of the PUR 1001. Address both personal and organizational conflicts.

c) Technical Requirements (500 points possible)

Responses must clearly identify how the Respondent can meet or exceed each of the RFP’s requirements.

Each Respondent may submit this information for more than one (1) Cessna Caravan 208.

The Respondent shall provide all requested information and describe in detail, its proposed plan to meet the requirements outlined in the solicitation, as indicated in Section 5.3.1, AIRCRAFT INFORMATION and ATTACHMENT B – SCOPE OF WORK, Section 3.0, A.-F.

1. Engine Time (150 points possible)

The Respondent shall provide all requested information and describe in detail, its ability to provide the required equipment and how the equipment will meet the technical requirements outlined in the solicitation, as indicated in ATTACHMENT B – SCOPE OF WORK, Section 3.0, Technical Specifications, A - C., General, Equipment, and Engine and Components.

2. Aircraft Total Time (150 points possible)

FLHSMV-RFP-033-24, Page 21 of 24

The Respondent shall describe, in detail, how the aircraft that the Respondent has proposed meets all of the requirements described in ATTACHMENT B, SCOPE OF WORK, Section 3.0, Technical Specifications, A - C., General, Equipment and Engine and Components.

3. Interior of Aircraft (50 points possible)

The Respondent shall describe, in detail, its proposed plan for meeting all requirements as described in ATTACHMENT B – SCOPE OF WORK, Section 3.0, Technical Specifications, A - C. and E., General, Equipment, Engine and Components and Interior and Cabin.

4. Exterior of Aircraft (50 points possible)

The Respondent shall describe, in detail, its proposed plan for meeting all requirements as described in ATTACHMENT B – SCOPE OF WORK, Section 3.0, Technical Specifications, A - C. and F., General, Equipment, Engine and Components and Exterior.

5. Maintenance History (50 points possible)

The Respondent shall describe, in detail, its proposed plan for meeting all requirements as described in ATTACHMENT B – SCOPE OF WORK, Section 3.0, Technical Specifications, A - C. and G., General, Equipment, Engine and Components, and Aircraft - Preferred/Optional features or equipment.

6. Avionics Suite (50 points possible)

The Respondent shall describe, in detail, its proposed plan for meeting all requirements as described in ATTACHMENT B – SCOPE OF WORK, Section 3.0, Technical Specifications, A - D.1., General, Equipment, Engine and Components, Avionics/Radios, and Preferred/Optional Equipment.

5.3.8 Florida Preference

The Out-of-State Preference Letter shall be labeled and tabbed separately and should be included with the original response only. In accordance with Section 287.084, F.S., a Vendor whose principal place of business is located outside of the State of Florida, must accompany their response documents with a written letter from an attorney-at-law, licensed to practice law in the State where their principal place of business is located, describing the preferences granted by that

FLHSMV-RFP-033-24, Page 22 of 24

State (if any) to its own business entities in the award of public POs/Contracts.

The written document must identify either the preference granted or contain a statement specifying that no preferences are granted. When the lowest responsible and responsive response is submitted by a Respondent whose principal place of business is located outside of State of Florida, a five percent (5%) price preference shall be awarded to Respondents whose principal place of business is within the State of Florida, unless the state where the out-of-state Respondent is located provides a different price preference for businesses having a principal place of business in that state. In that case, the same price preference shall be awarded to the lowest responsible and responsive respondent whose principal place of business is located in the State of Florida responding to this competitive solicitation.

A Vendor may submit questions regarding this requirement during the prescribed question and answer period noted in the Calendar of Events.

FAILURE TO SUBMIT ANY OF THE MANDATORY DOCUMENTATION SET

FORTH IN SECTION 5.3 ABOVE OR SUBMITTING ANY OF THE

MANDATORY DOCUMENTATION WITH ADDED LANGUAGE, CONDITIONS,

CAVEAT(S), OR MODIFICATION(S), MAY RESULT IN THE REJECTION OF

THE RESPONDENT’S PROPOSAL.

5.4 Contractual Submissions

A Respondent’s response to this solicitation shall be considered as the Respondent’s formal offer.

5.5 Contractor Responsibility

The Department will consider the Contractor to be the sole point-of-contact regarding contractual matters. The Contractor will assume sole responsibility for providing the products and/or services offered in its response whether or not the Contractor is the manufacturer of said products or provider of such services or any component, thereof.

5.6 Additional Documents/Requirements

The following documents and/or requirements are to be completed and submitted upon notice of award and prior to contract execution:

5.6.1 Florida Department of State Registration

Pursuant to section 607.1501, F.S., out-of-state corporations are required to obtain a

FLHSMV-RFP-033-24, Page 23 of 24

Florida Certificate of Authorization pursuant to section 607.1503(1), F.S., from the Florida Department of State, Division of Corporations, to transact business in the state of Florida.

The Respondent agrees to attain such authorization, if applicable, no later than seven (7) business days after notice of award, should the Respondent be awarded the contract.

Website: https://dos.myflorida.com/sunbiz/.

5.6.2 Florida Substitute Form W-9 Process

Respondents must register and complete an electronic Substitute Form W-9. The Internal Revenue Service (IRS) receives and validates the information Proposers provide on the Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit:

State of Florida Vendor Portal Page (myfloridacfo.com)

Foreign Proposers, please visit:

https://flvendor.myfloridacfo.com/ForeignVendors.pdf

If not already on file, the awarded Respondent (if this solicitation results in an award), must have completed this process within seven (7) business days of notice of award.

5.6.3 MyFloridaMarketPlace Registration

Each Respondent doing business with the state of Florida for the sale of commodities or contractual services as defined in section 287.012, F.S., shall register in MyFloridaMarketPlace, in compliance with Rule 60A-1.033, F.A.C.

Also, an agency must not enter into an agreement for the sale of commodities or contractual services, as defined in section 287.012, F.S., with any Respondent not registered in the MyFloridaMarketPlace system, unless exempted by rule. A Respondent not currently registered in the MyFloridaMarketPlace system must do so within ten (10) days of notice of award. Information regarding the registration process is available, and registration may be completed, at the MyFloridaMarketPlace website link available under Contractors at:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketpl ace.

Respondents who do not have internet access may request assistance from the MyFloridaMarketPlace Customer Service at 866-352-3776 or from the State Purchasing Office, 4050 Esplanade Drive, Suite 300, Tallahassee, Florida 32399.

6.0 Award Methodology

https://dos.myflorida.com/sunbiz/ https://flvendor.myfloridacfo.com/ https://flvendor.myfloridacfo.com/ForeignVendors.pdf https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace

FLHSMV-RFP-033-24, Page 24 of 24

6.1 Basis of Award

The Department intends to award a contract to one (1) responsible and responsive Respondents whose proposal receives the top Final Score, as evaluated by the Department, per ATTACHMENT I – EVALUATION CRITERIA.

The Department reserves the right to award as determined to be in the best interest of the state, and to accept or reject any and all offers, or separable portions, and to waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the best interest of the state.

6.2 Proposal Clarification

Before award, the Department reserves the right to seek clarifications or request any information deemed necessary for proper evaluation of response submissions from all Respondents deemed eligible for contract award. Failure to provide requested information may result in rejection of the response.

6.3 Posting of Agency Decision

The Department will post an Agency Decision (AD), stating its intent to award, on the VIP website MyFloridaMarketPlace Vendor Information Portal.

The AD will remain posted for a period of seventy-two (72) hours, not including weekends or state-observed holidays. Failure to file a protest within the time prescribed in section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

If the Department decides to reject all responses, or take any other action permitted by law, it will post its notice at the same VIP website.

REMANINDER OF THE PAGE INTENTIONALLY LEFT BLANK

FLHSMV-RFP-033-24, Attachment A, Page 1 of 1

ATTACHMENT A - CALENDAR OF EVENTS

FLHSMV-RFP-033-24 CESSNA CARAVAN 208 AIRCRAFT

The table below contains the Calendar of Events for this solicitation and indicates the dates and times governing all solicitation activities. Prospective vendors should become familiar with the Calendar of Events.

The dates and times within the Calendar of Events may be subject to change. It is the Prospective Vendor’s responsibility to check for any changes. All changes to the Calendar of Events will be through an addendum to the solicitation posted on the Vendor Information Portal (VIP) (MyFloridaMarket Place Vendor Information Portal). Prospective vendors are responsible for submitting all required documentation by the dates and times indicated below (Eastern Time) or as modified in an addendum, as applicable. The Department will not consider late submittals.

ACTIVITY DATE/TIME LOCATION

Solicitation Issued by the Department September 5, 2023

Electronically Posted MyFloridaMarket Place Vendor Information

Portal

Deadline for Receipt of Written Inquiries

September 15, 2023, at

3:00 P.M., ET

All questions and/or proposed changes to the solicitation must be submitted, via email only, to the Procurement Officer.

CorinaChiorescu@flhsmv.gov Anticipated Date for

Department Responses to Contractor

Questions

September 25, 2023* Electronically Posted

MyFloridaMarket Place Vendor Information Portal

Deadline for Receipt of Proposals1

October 4, 2023, at

2:00 P.M., ET

By Electronic Mail to:

CorinaChiorescu@flhsmv.gov and purchasing@flhsmv.gov

Opening of Proposals October 4, 2023, at

2:30 P.M., ET

Conference call info:

Toll Free: 1-888-585-9008

Conference Room Number:

263-484-523

Evaluation of Proposals October 9 – 13, 2023 Various

Anticipated Posting of Notice of Intent to

Award October 31, 2023*

Electronically Posted MyFloridaMarket Place Vendor Information

Portal *Please note: The Department reserves the right to post early or in the best interest of the state.

Solicitation activities shall take place on the date and time indicated above, where applicable, with the exception of recognized State of Florida holidays (see, section 110.117, Florida Statutes (F.S.)). For planning purposes, prospective vendors should consider the utilized mailing service’s observed holiday.

https://vendor.myfloridamarketplace.com/ mailto:CorinaChiorescu@flhsmv.gov https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ mailto:CorinaChiorescu@flhsmv.gov mailto:purchasing@flhsmv.gov

FLHSMV-RFP-033-24, Attachment B, Pg. 1 of 14

ATTACHMENT B

SCOPE OF WORK

1.0 Purpose

The Department of Highway Safety and Motor Vehicles (Department or “FLHSMV”) is issuing this Request for Proposals (RFP) to establish a contract to purchase one (1) Cessna Caravan 208, a fixed wing aircraft, as fully described herein.

2.0 Initial Term/Completion Date

Delivery (if applicable) of the aircraft, to a location designated by the Department, shall be done by the Contractor no later than thirty (30) days after contract award, or as mutually agreed in writing by both parties.

3.0 Products and Equipment to be provided by Respondent

By executing a contract resulting from…