FLHSMV-RFP-036-24 Addendum 1-Q & A.pdf

FLHSMV-RFP-036-24

Pilatus PC-12 Fixed Wing Aircraft

Addendum No. 1

FLHSMV-RFP-036-24 Page 1 of 6

September 6, 2023

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION

120.57(3), FLORIDA STATUTES, 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,

FLORIDA STATUTES.

Note: Additions to the RFP are shown in underlined text; deletions are shown in stricken text. All terms and conditions of the RFP, not modified by Addendum No. 1, shall remain in full force and effect.

Item No.1

FLHSMV-RFP-036-24, Section 3.2, Who May Respond is hereby revised as follows:

The Respondents may submit proposals for more than one (1) Pilatus PC-12, meeting or exceeding the specifications outlined in ATTACHMENT B - SCOPE OF WORK.

Item No.2

FLHSMV-RFP-036-24, Section 5.1.3, Delivery of Responses is hereby revised as follows:

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.

Item No.3

FLHSMV-RFP-036-24, Section 5.3, Mandatory Submission Requirements is hereby revised as follows:

NOTE: If submitting proposals for more than one (1) Pilatus PC-12, the Respondent shall provide information as required in Section 5.3.1 below, for each Pilatus PC-12.

Each submittal must be clearly labeled and identified by a numbering sequence, such as 1,2,3,4 etc.

FLHSMV-RFP-036-24 Page 2 of 6

Item No.4

FLHSMV-RFP-036-24, Section 5.3.3, PRICE SHEET, ATTACHMENT E is hereby revised as follows:

5.3.3 PRICE SHEET, ATTACHMENT E (325500 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 $4.1 million.

If submitting proposals for more than one (1) Pilatus PC-12, the Respondent shall provide a separate ATTACHMENT E, PRICE SHEET for each Pilatus PC-12. Each submittal must be clearly labeled and identified by a numbering sequence, such as 1,2,3,4 etc.

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:

1) the Pilatus PC-12 and the included equipment pursuant to ATTACHMENT B – SCOPE OF WORK; and

2) the delivery to the Department by the Respondent of the Pilatus PC-12 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.)

FLHSMV-RFP-036-24 Page 3 of 6

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

Item No.5

FLHSMV-RFP-036-24, Section 5.3.7, TECHNICAL RESPONSE MANDATORY DOCUMENTATION is hereby revised as follows:

5.3.7 TECHNICAL RESPONSE MANDATORY DOCUMENTATION - 500325 Total Points Possible

c) Technical Requirements (500325 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) Pilatus

PC-12.

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 (150125 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 (15090 points possible)

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.

FLHSMV-RFP-036-24 Page 4 of 6

3. Interior of Aircraft (5025 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 (5025 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 (5040 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., General, Equipment, Engine and Components.

6. Avionics Suite (5020 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 and G, General, Equipment, Engine and Components, Avionics/Radios, and Preferred/Optional Equipment.

Item No.6

FLHSMV-RFP-036-24, ATTACHMENT B – SCOPE OF WORK, Section 8.0, Inspection and Acceptance is hereby revised as follows:

The Department will require a pre-buy inspection to thoroughly inspect the aircraft and all equipment, logbooks, maintenance history, and certifications for acceptability and evaluation. at no cost to the Respondent.

FLHSMV-RFP-036-24 Page 5 of 6

Item No.7

FLHSMV-RFP-036-24, ATTACHMENT I – EVALUATION CRITERIA, is hereby replaced in its entirety.

Item No.8

Questions and Answers

Note: All written questions are reproduced in the same format as submitted by the Vendor.

Question(s) received on August 22, 2023, from Textron Aviation:

1. Question: A. Will you accept bids from OEMs who have aircraft that have similar attributes to the PC-12 and can be delivered in the same timeframe and pricing as the PC-12?

B. Or is this a non-competitive, sole source/direct bid sort of solicitation?

Answer: A. No, the Department is only interested in purchasing a Pilatus PC-12 as outlined in the RFP.

B. No, this is an open competitive solicitation.

Question(s) received on August 28, 2023, from Panorama Investments LLC (dba Panorama Aero):

2. Question: Is this RFP intended to replace any existing aircraft currently being utilized by any of the departments in State of Florida?

Answer: The Department has a fleet of aircraft, this will replace an aircraft as determined by the Department.

3. Question: Can a Contractor offer up more than one aircraft in its proposal?

Answer: Yes, Respondents may submit proposals for more than one (1) Pilatus PC- 12, meeting or exceeding the specifications outlined in ATTACHMENT B -

SCOPE OF WORK.

4. Question: Section 14.b. Can the Contractor provide their own proposed Sales and Purchase agreement for the transaction?

As you may be aware aircraft sale transactions are required to be registered by the FAA and International Registry in which this transfer occurs through escrow agent at the time of funding.

Answer: No, the Department is required to follow the Florida Statutes, rules and guidelines for invoicing.

5. Question: Can a lease solution be provided in addition to a purchase option?

Answer: No, the Department intends to purchase the aircraft.

FLHSMV-RFP-036-24 Page 6 of 6

6. Question: A. Will Department of Highway Safety and Motor Vehicles pay for the aircraft/pilot to be flown at the intended location of the pre-buy inspection?

B. Will Department of Highway Safety and Motor Vehicles pay for the pre-buy inspection?

Answer: A. No, the Respondent will be responsible for transportation of the aircraft for inspection. The Department revised language in Attachment B, section 8.0, see Item No. 6 above.

B. Yes, the Department will pay for the pre-buy inspection, please refer to Attachment B, section 8.0 for more information.

7. Question: A. The warranty for any items post a 30 days inspection can prove problematic as it is an unlimited $ cost to the Contractor.

B. Are you amenable to a proposed limit $ on this warranty or a requirement?

Answer: A. As outlined in Attachment B, section 9.0, the Department requires that any defective or damaged goods are remedied within 30 days of notice. If parts are not available then as mutually agreed upon in writing by both parties.

B. No.

8. Question: Can you please clarify Section 10. Recall section as it relates to the contract term?

Answer: If the Respondent is notified of any recalls prior to the acquisition of the aircraft by the Department, the Respondent shall remedy the recall as needed.

Question(s) received on September 1, 2023, from Omni:

9. Question: If the vendor is not actually holding the aircraft in inventory but is able to locate the preferred airframe through its global search efforts, bids that aircraft and is awarded the contract the specific transaction process to finalize purchase the aircraft for the State could be longer than 30 days.

Also, it might be difficult for a vendor to float the purchase cost of the asset until the State pays the invoice. We would just like to know the States thoughts on this.

Answer: The Department may consider a response if the Respondent can confirm it’s availability for acquisition by the Department as outlined in the RFP, which is within thirty (30) days of award or as otherwise agreed upon in writing by both parties. The Department will have sole discretion based on the information submitted by the Respondent.

FLHSMV-RFP-036-24, ATTACHMENT I, Page 1 of 9

ATTACHMENT I

EVALUATION CRITERIA

In accordance with Section 287.057 (1)(b)3., Florida Statutes (F.S.), a Respondent who has submitted a response to this Request for Proposals (RFP) that fully conforms in all material respects to all the RFP’s requirements, including all form and substance, may be deemed by the Department as responsive and responsible.

Any deviation from the requirements of this RFP may be cause for the Department to deem a response non-responsive and such response will not be considered for evaluation.

Only proposals that the Department deems both responsive and responsible will be evaluated as described in this attachment.

1.0 RESPONSIBLE RESPONDENT

A Respondent who has the capability in all respects to perform the requirements of this RFP and the subsequent awarded contract may be deemed responsible. In order for a Respondent to be deemed by the Department as responsible, the Respondent must meet all of the following criteria:

1. Has submitted a demonstrated history of satisfactory performance; and

2. Maintains an “active” registration in SunBiz with the Division of Corporations at the Florida Department of State or agree to attain such registration no later than seven

(7) days after notice of award.

The Department reserves the right to utilize sources other than those supplied by the Respondent to obtain additional information regarding the Respondent’s capability of fully performing the subsequent awarded contract, as well as its integrity and reliability to assure good faith performance as a responsible Respondent.

Such additional sources may include, but are not limited to, news sources, court filings, internet searches, and on-line reports available from other state agencies or the federal government. Factors that may result in a finding that the Respondent is not responsible include, but are not limited to, filing for bankruptcy or insolvency, conviction of a crime by any corporate officer involving fraud, dishonesty, unfair or deceptive trade practices, bid or price fixing, or any other offense related to corporate business practices, or having a contract with any state or governmental entity terminated for breach or for failure to perform, within the past ten (10) years.

The Department will reject Proposals submitted by any Respondent not deemed to be responsible.

FLHSMV-RFP-036-24, ATTACHMENT I, Page 2 of 9

2.0 EVALUATION CRITERIA

The Department will review and evaluate each response deemed responsive and responsible and award points based on the following criteria:

Evaluation Criteria Possible Points

Price Sheet 325 Technical Response 500

Past Performance – Client References 75 Total Maximum Score 900

In the example below, there are three (3) evaluators and four (4) Respondents. The Department will add together the Respondent’s Past Performance Points, Price Sheet Points, and Technical Response Points to calculate the Respondent’s Final Score.

Respondent’s Final Score Scoring Example:

(NOTE: All scoring examples provided in this document are instructional only and do not represent actual points to be awarded.)

The Final Scores will be rounded to the nearest whole number and will be arranged by the Department from highest to lowest.

2.1 Price Sheet Evaluation (Maximum possible points = 325)

The Procurement Officer will review each responsive and responsible Respondent’s submitted PRICE SHEET, ATTACHMENT E, and award points, based on the following:

The Respondent submitting the lowest proposed price for “Pilatus PC-12 and included equipment (the aircraft and all equipment without delivery)” on ATTACHMENT E – PRICE SHEET) will automatically receive the maximum of 325 points.

Respondent Price Sheet Points

Technical Response

Points

Past Performance–

Client References Points

Respondent’s Final Score

Respondent 1 270 458 70 798 Respondent 2 215 378 50 443 Respondent 3 260 388 60 708 Respondent 4 325 437 75 837

FLHSMV-RFP-036-24, ATTACHMENT I, Page 3 of 9

The remaining Respondents will receive a percentage of the maximum points using the formula below, starting with the Respondent submitting the next lowest proposed price for “Pilatus PC-12 and included equipment (the aircraft and all equipment without delivery)”.

Points will be rounded to the nearest hundredth decimal. This process continues until the points awarded to each Respondent’s proposed price have been calculated using the formula below.

Scoring Example:

The scoring example provided below is instructional only and does not represent actual points to be awarded. In this example, rounding was utilized for ease of reference. Points are not calculated using any weighting.

In this example there are four (4) Respondents each submitting proposed prices for “Pilatus PC-12 and included equipment (the aircraft without delivery)” as indicated below:

In this example table, Respondent 4 submitted the lowest proposed price, therefore, Respondent 4 would receive the 325 maximum points. Utilizing the above formula, the points awarded to the next lowest proposed price (submitted by Respondent 1) would be calculated as follows:

$100,000 $120,000

= 83% (or 0.83) x 325 = 270

Consequently, the points awarded to each of the hypothetical Respondent’s price proposals would be:

Total Price Sheet Evaluation Score:

Lowest Proposed Price ÷ Next-lowest Respondent’s Proposed Price x

Total Points Awarded for the Respondent’s Proposed Price

Respondent Price Respondent 1 $ 120,000 Respondent 2 $ 150,000 Respondent 3 $ 125,000 Respondent 4 $ 100,000

FLHSMV-RFP-036-24, ATTACHMENT I, Page 4 of 9

No points will be awarded for the price entered on ATTACHMENT E – PRICE SHEET for “Delivery of the Pilatus PC-12 and included equipment (Optional for the Department)”.

2.2 Technical Response Evaluation (Maximum possible points = 500)

Each responsive and responsible Respondent’s Technical Response will be independently evaluated based on the Technical Requirements Evaluation Criteria and points scale below.

Each Respondent’s Technical Response will be evaluated and scored by at least three (3) evaluators, who collectively have experience and knowledge in the requirements as outlined in this solicitation.

The scoring tabulation table below will be used by each evaluator separately to assign and then tabulate points for the Technical Response included in each responsive and responsible Respondent’s response. The second column represents the maximum points possible that can be awarded for each component of a Technical Response.

Respondent Final Price Sheet Points

Respondent 1 270 Respondent 2 215 Respondent 3 260 Respondent 4 325

Technical Response Scoring

Technical Requirements Evaluation Criteria Maximum Points Possible

1. Table of Contents N/A

2. Executive Summary N/A

3. Organizational Structure and History NA

4. Technical Requirements

a. Engine Time 150

b. Aircraft Total Time 150

c. Interior of Aircraft 50

d. Exterior of Aircraft 50

e. Maintenance History 50

f. Avionics Suite 50

Technical Response – Total Possible Points 500

FLHSMV-RFP-036-24, ATTACHMENT I, Page 5 of 9

Each evaluator’s total points assessed for each of the above criteria for each Respondent’s Technical Response will be added together and averaged to determine the Respondent’s Final Technical Response Points. Section 2.3, subsections 1. through

5. explain how the evaluators will score each component of a Respondent’s Technical Response.

Technical Response Scoring Example:

In the example below, there are three (3) evaluators and four (4) Respondents. The Technical Response scores in this example were calculated based on the total points earned by each Respondent for each Technical Evaluation Criteria for their respective Technical Response, as scored by members of the evaluation team. The individual evaluator’s total points for each Respondent were added together and then averaged to calculate each respective Respondent’s Final Technical Response Points.

Technical Response Points Calculation

Respondent Evaluator

A’s Total Points

Evaluator B’s

Total Points

Evaluator C’s

Total Points

Final (averaged) Technical Response

Points Respondent 1 490 400 485 458.3 Respondent 2 375 370 390 378.3 Respondent 3 365 455 345 388.3 Respondent 4 475 495 340 436.7

1. Engine Time (150 points possible)

As described in FLHSMV-RFP-036-24, Section 5.3.7, Technical Response Mandatory Documentation, c), Technical Requirements, Item 1, each Respondents detailed description related to this Technical Requirement component will be evaluated and awarded points based on the following point structure:

Engine Time Hours Points

>2,000 0

1,501 - 2,000 50

1,000 - 1,500 100

500-999 125

< 500 150

FLHSMV-RFP-036-24, ATTACHMENT I, Page 6 of 9

2. Aircraft Total Time (150 points possible)

Mandatory Documentation, c), Technical Requirements, Item 2, each Respondents detailed description related to this Technical Requirement component will be evaluated and awarded points based on the following point structure:

Aircraft Total Time Hours Points

> 7,500 0

6,001 - 7,500 50

4,000 - 6,000 100

2,000 - 3,999 125

< 2,000 150

3. Interior of Aircraft (50 points possible)

Mandatory Documentation, c), Technical Requirements, Item 3, each Respondents detailed description related to this Technical Requirement component will be evaluated and awarded points based on the following categories and point structure:

a. Areas of damage/repairs/excessive wear and tear (seats)

b. Areas of damage/repairs/excessive wear and tear (flooring)

c. Areas of damage/repairs/excessive wear and tear (side panels and windows)

d. Cabin configuration (number of seats, load capacity, storage, etc.)

e. Technological features (Intercom/Wi-Fi)

Outstanding Excellent Good Fair Satisfactory

50 40 30 20 10

4. Exterior of Aircraft (50 points possible)

Mandatory Documentation, c), Technical Requirements, Item 4, each Respondents detailed description related to this Technical Requirement component will be evaluated and awarded points based on the following categories and point structure:

FLHSMV-RFP-036-24, ATTACHMENT I, Page 7 of 9

a. Areas of corrosion or other damage;

b. Areas of damage on the fuselage;

c. Paint condition (scratches, dents, imperfections);

d. Damage history/replacement parts; and

e. Fuel leaks and associated staining from fuel

Outstanding Excellent Good Fair Satisfactory

50 40 30 20 10

5. Maintenance History (50 points possible)

Mandatory Documentation, c), Technical Requirements, Item 5, each Respondents detailed description related to this Technical Requirement component will be evaluated and awarded points based on the following categories and point structure:

a. Maintenance/inspections up to date;

b. Major maintenance accomplished by FAA certified Airframe and Powerplant (AP) Mechanic;

c. Next major overhaul/inspection/maintenance due (hours or months); and

d. Damage history

6. Avionics Suite (50 points possible)

Mandatory Documentation, c), Technical Requirements, Item 6, each Respondents detailed description related to this Technical Requirement component will be evaluated and awarded points based on the following categories and point structure:

a. Preferred equipment currently installed

b. Condition of Avionics Suite (knobs, displays, etc.)

Outstanding Excellent Good Fair

50 40 30 15

FLHSMV-RFP-036-24, ATTACHMENT I, Page 8 of 9

2.3 Past Performance Evaluation Scoring (Maximum possible points = 75)

a) Each Respondent is required to submit three (3) separate Client Past Performance Questionnaires (Attachment F, page 2 and 3) each of which has been completed and signed by three of the Respondent’s respective clients for which the Respondent previously has provided products or services similar to the products required in and meeting the specifications of this RFP.

b) The Procurement Officer will review each responsible and responsible Respondent’s three (3) submitted Client Part Performance Questionnaires and award points for each as indicated below.

c) At least one (1) client must verify that the Respondent provided the minimum experience required by this RFP. If none of the three (3) clients that complete a Client Past Performance Questionnaire (Attachment F, pages 2 and 3) for the Respondent verify the required experience, the Respondent may be deemed non-responsive and its Response may be rejected.

d) The Questionnaire Points for each separate Client Past Performance Questionnaire (up to 25 total possible points per Questionnaire) will be the total of the client’s numerical responses for Questions 3 through 7 on the Client Past Performance Questionnaire plus the points provided based on the client’s response to Question 8 on the Client Past Performance Questionnaire.

e) The number of Past Performance Points which a Respondent will receive for each separate Client Past Performance Questionnaire will be based on the following ranges of Questionnaire Points:

Questionnaire Points from the Responses on a

Questionnaire

Past Performance-Client References Points which will be Received for that

Questionnaire

<15 0

15 - 19 15

20 - 25 25

Outstanding Excellent Good Fair

50 40 30 15

FLHSMV-RFP-036-24, ATTACHMENT I, Page 9 of 9

If the Products described by the client in Client’s response to Question 1 on the CLIENT PAST PERFORMANCE QUESTIONNAIRE are not similar to the Products sought in the RFP, the Respondent will receive no points for that client’s Client Past Performance Questionnaire.

If one or more of a Respondent’s CLIENT’S PAST PERFORMANCE QUESTIONNAIRE forms client reference does not provide a score for a question on a Client Past Performance Questionnaire, the Respondent will receive a score of zero (0) for that particular question as to that respective form.