FSG-RFP-2425-1019 - Aircraft Maintenance.pdf

REQUEST FOR PROPOSALS (RFP)

AIRCRAFT MAINTENANCE SERVICES

FSG-RFP-24/25-1019

DIVISION OF THE FLORIDA STATE GUARD

TALLAHASSEE, FL 32301

FSG-RFP-24/25-1019

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THE STATE OF FLORIDA

DEPARTMENT OF MILITARY AFFAIRS

REQUEST FOR PROPOSALS

AIRCRAFT MAINTENANCE SERVICES

ACKNOWLEDGEMENT FORM

Potential Respondents/Respondents shall complete and submit this Reply Acknowledgement Form separately to the Division of the State Guard (Division) office by email at FSGPurchasing@floridastateguard.fl.gov.

Completion/Submission of this form is for informational purposes only. The solicitation information, all related documentation, and any Addendums will be available to the public on the MyFloridaMarketPlace Vendor Information Portal (VIP) unless otherwise noticed.

NOTICE PURSUANT TO SECTION 287.057(25), FLORIDA STATUTES

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the seventy-two (72) hour period following the agency posting 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.

I agree to abide by all conditions of this response and certify that I am authorized to sign this acknowledgement form for the Respondent and that the Respondent is in compliance with all requirements of the Request for Proposals, including but not limited to, certification requirements.

RESPONDENT NAME:

MAILING ADDRESS:

CITY, STATE, ZIP:

PHONE NO.:

FAX NO.:

EMAIL ADDRESS:

FEID NO.:

Print Name

Signature Date mailto:FSGPurchasing@floridastateguard.fl.gov https://vendor.myfloridamarketplace.com/

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TABLE OF CONTENTS

1.0. CALENDER OF EVENTS

2.0. INTRODUCTION

2.1.Solicitation Objective 2.2.Terms 2.3.Special Accommodations 2.4.Order of Precedence for Solicitation

3.0. SOLICITATION PROCESS

3.1.General Overview 3.2.Questions and Answers 3.3.Addendum to Solicitation 3.4.Public Opening 3.5.Disclosure of Proposal Contents 3.6.Clarification Process 3.7.Modification or Withdrawal of Reply 3.8.Diversity

4.0. GENERAL AND SPECIAL INSTRUCTIONS

4.1.General Instructions 4.2.Special Instructions 4.3.Network Business Registration Requirements 4.4.How To Submit a Reply

5.0. REPLY CONTENT

5.1.Response Format 5.2.Redacted Submissions 5.3.Non-Responsive Replies 5.4.Florida Substitute Form W-9 Process 5.5.Price Sheet Instructions 5.6.Certification of Drug-Free Workplace Program

6.0. SPECIAL CONDITIONS

6.1.Minority Business Enterprise (MBE) Utilization 6.2.Communications 6.3.Estimated Expenditures 6.4.Qualifications 6.5.Contractor’s Contractual Obligations 6.6.Copyrighted Materials 6.7.Costs Incurred In Responding 6.8.Product Delivery, Acceptance and Consequences 6.9.Payment Method

7.0. SELECTION METHODOLOGY

7.1. Reply Evaluation

7.2. Division’s Rights to Reject Replies

7.3. Equal Replies

8.0 AWARD

8.1. Rights for Award

8.2. Agency Decision

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Attachments:

Attachment A - Statement of Work/Specifications Attachment B - Vendor References Attachment C - Certification of Drug Free Workplace Attachment D - Fixed Wing Price Sheet Attachment E - Rotary Wing Price Sheet Attachment F - Minimum Qualifications Statement Attachment G - Vendor Certifications Attachment H - Vendor Checklist

REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK

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1.0 CALENDER OF EVENTS

The table below contains the Timeline of Events for this solicitation. The dates and times within the Timeline of Events are subject to change. It is the Respondent’s responsibility to check for any changes on the Vendor Information Portal (VIP). Respondents are responsible for submitting all required documentation by the dates and times specified below. (All times indicated are Eastern Time).

DATE TIME ACTION LOCATION

June 3, Release of Solicitation Electronic Post MyFloridaMarketPlace Vendor

Information Portal June 13, 5:00 PM

EST

Deadline for Respondent(s) to Submit Completed Reply

Acknowledgement Form

Division of the Florida State Guard

FSGPurchasing@floridastateg uard.fl.gov

June 16, 5:00 PM

Deadline for Respondent(s) to Submit Written Questions

Division of the Florida State Guard

FSGPurchasing@floridastateg uard.fl.gov

June 18, Anticipated post of Division’s Written Response to Vendor Written Questions

Electronic Post MyFloridaMarketPlace Vendor

Information Portal

June 20, 1:00 PM

Deadline for Vendor(s) Responses

Division of the Florida State Guard

FSGPurchasing@floridastateg uard.fl.gov

2:00 PM

Public Opening of Proposal(s)

Teleconference:

United States: 1-323-705-3193 Access Code: 291 367 171#

Anticipated Evaluation Commence

Internal Only

June 24, 10:00 AM

Anticipated Notice of Agency Decision/ Intent to Award

Electronic Post MyFloridaMarketPlace Vendor

Information Portal

TBD --- Anticipated Purchase Order Start Date

Internal Only https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ mailto:FSGPurchasing@floridastateguard.fl.gov mailto:FSGPurchasing@floridastateguard.fl.gov mailto:FSGPurchasing@floridastateguard.fl.gov mailto:FSGPurchasing@floridastateguard.fl.gov https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ mailto:FSGPurchasing@floridastateguard.fl.gov mailto:FSGPurchasing@floridastateguard.fl.gov

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2.0 INTRODUCTION

2.1 Solicitation Objective

The Department of Military Affairs (Department or DMA), Division of the Florida State Guard (Division or FSG) is issuing this Request for Proposals (RFP) for the purpose of establishing a contract for aircraft maintenance services. This RFP and all happenings leading toward the anticipated issuance of the Purchase Order(s) are conducted pursuant to 287 Florida Statutes (F.S.) and Rule 60A-1 Florida Administrative Code (F.A.C.)

2.2 Initial Term

The Division intends to make a single award, a multiple award, or to make no award, as determined to be in the best interest of the state.

The anticipated term of the contract/purchase order shall be effective on or about July 1, 2025, and shall expire June 30, 2026, unless cancelled earlier in accordance with the terms of the contract/purchase order.

This solicitation will be administered through the Vendor Information Portal (VIP).

Vendors/Contractors interested in submitting a proposal must comply with all terms and conditions described in this solicitation.

2.3. Special Accommodations

Any person requiring a special accommodation due to a disability should contact the Department’s Americans with Disabilities Act (ADA) Coordinator at (850) 922-7535 or ADA.Coordinator@dms.fl.gov at least five (5) business days prior to the scheduled event. A person who is hearing or speech impaired can contact the ADA Coordinator by using the Florida Relay Service at (800) 955-8771 (TDD).

2.3.1. Procurement Officer

In accordance with section 21 of the PUR 1001:

https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_Gener al_Instructions_to_Respondents.pdf, the Procurement Officer is the sole point of contact for this RFP. Violation of this restriction may be grounds for rejecting a Response.

The contact information for the Procurement Officer is:

Patrick O’Rourke, Purchasing Analyst Division of the Florida State Guard 2601 S. Blair Stone Road Tallahassee, FL 32301 Email: FSGPurchasing@floridastateguard.fl.gov

ALL EMAILS TO THE PROCUREMENT OFFICER SHOULD CONTAIN THE RFP

NUMBER IN THE SUBJECT LINE OF THE EMAIL.

If a Responder claims that any portion of an email is trade secret under Section 812.081, F.S., or otherwise confidential under Florida or Federal Law, the Respondent must place the word “Confidential” in the subject line.

mailto:ADA.Coordinator@dms.fl.gov http://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_Gener http://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_Gener http://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_Gener mailto:FSGPurchasing@floridastateguard.fl.gov

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2.4. Order of Precedence for Solicitation

In the event of a conflict between the documents comprising this RFP, the conflict will be resolved in the following order of priority (highest to lowest):

• Addenda to RFP, if issued, (in reverse order of issuance)

• Attachment A – Statement of Work/Specifications,

• Attachments D and E – Price Sheet,

• RFP document,

• PUR 1000, General Contract Conditions, and

• PUR 1001, General Instructions to Respondent

3.0 SOLICITATION PROCESS

3.1 General Overview

The RFP is a method of competitively soliciting a commodity or contractual service under Chapter 287, Florida Statutes. The Division posts an RFP on VIP to initiate the process. Vendors can submit formal questions in writing to the Procurement Officer by the date listed in section 1.0, Calendar of Events. Replies must be submitted by the deadline listed in Section 1.0, Calander of Events.

3.2 Questions and Answers

Vendor will submit all questions regarding this solicitation to the Procurement Officer via email during the Questions & Answers period. The deadline for receipt of questions is reflected in Section 1.0, Calendar of Events.

The Division requests that all questions have the RFP number in the subject line of the email. Questions should be submitted in the following format:

Question # Vendor Name RFP

Section RFP Page # Question

Questions will not constitute a formal protest of this RFP or any awards issued.

Responses to all written inquiries, as well as all clarifications or addenda, if any, will be made through a posting on VIP.

3.3 Addendum to Solicitation

The Division reserves the right to amend this RFP by issuing an addendum posted on the VIP. Any and all addenda will be in writing and posted on the Vendor Information Portal at http://vbs.dms.state.fl.us/vbs/search criteria form. It is the responsibility of the Vendor to check VIP for any changes.

3.4 Public Opening

A public opening will be conducted at the time, date, and location specified in Section 1.0, Calendar of Events. Respondents are not required to attend. The Division generally does not announce prices or release other materials at this public meeting, in accordance with section 119.071(1)(b), F.S. After the Division’s review, the Division will post its intended decision on the VIP.

3.5 Disclosure of Proposal Contents

http://vbs.dms.state.fl.us/vbs/search

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All documentation supplied to the Division as part of a Reply becomes the exclusive property of the Division and will not be returned to the Vendor unless withdrawn prior to the deadline to submit Replies in accordance with the modification or withdrawal of Reply requirements in Section 3.7. Selection or rejection of a Reply shall not affect this right.

The State of Florida shall have the right to use all ideas, or adaptations of ideas, contained in any Reply received in response to this RFP. Selection or rejection of a Reply shall not affect this right.

3.6 Clarification Process

The Division may request clarification from the Vendor for resolving ambiguities or questioning information presented in its Reply. Clarifications may be requested throughout the RFP process. The Vendor’s answer(s) to requested clarifications must be in writing and must address only the information requested. The Vendor’s answer to the requested clarifications must be submitted to the Division within the time specified by the Division in the request.

3.7 Modification or Withdrawal of Reply

Respondents are responsible for the content and accuracy of their Replies. A Respondents may modify or withdraw its Reply in MFMP Sourcing at any time prior to the Reply due date and time set forth in Section 1.0, Calendar of Events, of this RFP.

A Reply may be withdrawn by notifying the Procurement Officer in writing before the Reply opening.

3.8 Diversity

The State is committed to supporting its diverse business population through involving woman-, veteran-, and minority-owned business enterprises in the state’s purchasing process. The Division supports diversity in its procurements, and requests that all subcontracting opportunities afforded by this solicitation be shared with certified woman-, veteran-, and minority- owned business enterprises. The award of subcontracts should reflect the vast array of citizens in the State. Respondents can search for certified businesses online at the Office of Supplier Diversity’s Certified Vendor Directory or by contacting 850-487-0915 for information on certified businesses that may be considered for subcontracting opportunities. The Certified Vendor Directory is accessible at https://osd.dms.myflorida.com/directories.

The Office of Supplier Diversity’s Mentor-Protégé Program connects certified businesses with private business entities for business development mentoring. The Division strongly encourages Vendors doing business with the State to consider becoming a Mentor and participating in this initiative. More information on the Mentor- Protégé Program may be obtained by contacting the Office of Supplier Diversity at 850- 487-0915 or osdinfo@dms.fl.gov.

4.0 GENERAL AND SPECIAL INSTRUCTIONS

4.1 General Instructions

The PUR 1001, General Instructions to Respondents (2006 version), is incorporated by reference and can be accessed at:

http://www.dms.myflorida.com/business_operations/state_purchasing/documents_form s_references_resources/purchasing_forms.

mailto:osdinfo@dms.fl.gov http://www.dms.myflorida.com/business_operations/state_purchasing/documents_form

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4.2 Special Instructions

The PUR 1001 The following special instructions modify the general instructions provided in the incorporated PUR 1001.

Paragraphs 8 and 13 of the PUR 1001 is inapplicable in its entirety and is hereby deleted.

Paragraphs 3, 4, 5, 7, 14, 15, 19, and 20 of the PUR 1001 are deleted and are replaced as follows:

3. Electronic Submission of Replies. Replies shall be submitted in accordance with Section 4.4 of this RFP, How to Submit a Reply.

4. Terms and Conditions. All Replies are subject to the terms of this RFP, which, in case of conflict, shall have the order of precedence listed in Section 2.4 of this RFP, Order of Precedence for Solicitation.

The Division will not accept any unrequested terms or conditions submitted by a Respondent, including any appearing in documents attached as part of a Respondent’s Reply. In submitting its Reply, a Respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect.

5. Questions. Questions shall be submitted in accordance with Section 3.2 of this RFP, Questions and Answers.

7. Convicted Vendor, Discriminatory Vendor, and Antitrust Violator Vendor Lists.

a. Convicted Vendor List.

Pursuant to section 287.133, F.S., a person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a Reply, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a Reply, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit Replies, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in section 287.017, F.S. for Category two for a period of 36 months following the date of being placed on the Convicted Vendor List.

b. Discriminatory Vendor List.

Pursuant to section 287.134, F.S., an entity or affiliate who has been placed on the Discriminatory Vendor List may not submit a Reply, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a Reply, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit Replies, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity.

c. Antitrust Violator Vendor List.

Pursuant to section 287.137, F.S., a person or an affiliate who has been placed

Aircraft Maintenance Services Page 9 of 20 on the Antitrust Violator Vendor List following a conviction or being held civilly liable for an antitrust violation may not submit a Reply, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a Reply, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a Reply, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.

14. Firm Response. The Division may make an award within 120 days after the date of the opening, during which period Replies shall remain firm and shall not be withdrawn. If an award is not made within 120 days, the Reply shall remain firm until the Division enters into a Contract or the Division receives from the Respondents written notice that the Reply is withdrawn.

15. Clarifying Information. The Division may request, and Respondents shall provide, clarifying information or documentation. Failure to supply the information or documentation as requested may result in the Reply being deemed non-responsive.

19. Public Records. Article 1, section 24, Florida Constitution, guarantees every person access to all public records, and section 119.011, F.S., provides a broad definition of “public record.” As such, the entirety of the Replies are public records and are subject to disclosure unless exempt from disclosure by law. If the Respondent considers any portion of its Reply to be Confidential Information, the Respondent is to mark the document as “confidential” and simultaneously provide the Division with a separate, redacted copy of its Reply. For each redacted portion, the Respondent is to briefly describe in writing the grounds for claiming an exemption from disclosure, including the specific statutory citation for such exemption. On the cover of the redacted copy, the Respondent is to provide its name, the name and number of this solicitation, and clearly title it, “Redacted Copy.” Only portions of material that the Respondent claims are Confidential Information are to be redacted.

In accordance with section 119.0701, F.S., Replies are exempt from production in response to public records requests until such time as the Division provides notice of an intended decision or until 30 days after opening the Replies, whichever is earlier. After that time, the Division will provide the redacted copy, if any, in response to a public records request.

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 Division will provide the redacted copy to the requestor. If a requestor asserts a right to the redacted Confidential Information, the Division will notify the Respondent such an assertion has been made. It is the Respondent’s responsibility to take the appropriate legal action to assert that the information in question is exempt from disclosure under Chapter 119, F.S., or other applicable law.

If the Division becomes subject to a demand for discovery or disclosure of

Aircraft Maintenance Services Page 10 of 20 documents that are marked as “confidential” in a legal proceeding, the Division will give the Respondent notice of the demand or request. It will be the Respondent’s responsibility to take the appropriate legal action in response to the demand and to defend its claims of confidentiality. If the Respondent fails to take appropriate and timely action to protect the materials it has designated as Confidential Information, the Division will provide the unredacted materials to the requester.

By submitting a Reply, the Respondent agrees to protect, defend, and indemnify the Division for all claims arising from or relating to the Respondent’s determination that the redacted portions of its Reply are Confidential Information.

If a Respondent fails to submit a redacted copy in accordance with this section, of information it claims is Confidential Information, the Division is authorized to produce the entire material submitted to the Division in response to a public records request for, or demand for discovery or disclosure of, these records.

20. Protests. 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. Any protest must be timely filed with the Department of Management Services’ Agency Clerk listed at:

http://www.dms.myflorida.com/agency_administration/general_counsel

If the Vendor has questions regarding the application of Chapter 119, Florida Statutes, to the Vendor’s duty to provide public records relating to this Contract, contact the Custodian of Public Records at:

Division of the Florida State Guard Attn: Paul Walker 2601 S. Blair Stone Road Tallahassee, FL 32301 Email: paul.walker@floridastateguard.fl.gov Phone: (904) 495-1108

4.3 Network Business Registration Requirement

Under the provisions of Title 36, Chapters 605-623, Florida Statutes, in order to do business in the State of Florida, corporations (and other business designations) are required to be registered and in good standing with the Department of State, Division of Corporations prior to execution of a PO agreement. Failure to be registered will cause for disqualification. Contact the Division of Corporations at (850) 245-6900.

4.4 How To Submit A Reply

4.4.1 MyFloridaMarketPlace Registration

A Vendor must be registered in the MyFloridaMarketPlace (MFMP) Vendor Information Portal (VIP) to submit its intent to participate in this solicitation from the Advertisements Dashboard in VIP. A Vendor must also be registered in the Business Network (formerly known as Ariba Network) to submit questions and respond to this solicitation event. If you need assistance with using MFMP, please contact the MFMP Customer Service Desk at (866) 352-3776 or VendorHelp@myfloridamarketplace.com.

http://www.dms.myflorida.com/agency_administration/general_counsel mailto:paul.walker@floridastateguard.fl.gov mailto:VendorHelp@myfloridamarketplace.com mailto:VendorHelp@myfloridamarketplace.com

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4.4.1.1 To Participate in this solicitation, a Vendor must:

a. Create an account at https://vendor.myfloridamarketplace.com if not already registered.

b. Once registered in VIP, search for this solicitation from the Advertisements Dashboard and click “Intends to Participate.”

c. The Vendor’s solicitation contact as listed in Vendor’s MFMP account will receive an invitation to participate in the solicitation via email. This email will give the option to register the Vendor’s company on the Business Network or to log into the Business Network using the Vendor’s credentials if the Vendor already has a Business Network account.

4.4.1.2 If a Vendor is NOT registered in the Business Network, the Vendor must:

a. Register in the Business Network using the Ariba account” link

(selecting the “Click here to activate) you received by email after selecting “Intends to Participate” in VIP. The Vendor must follow the registration wizard to fill in all required sections, read, and agree to the MFMP terms of use by checking the box, and click “Register” to complete the registration process.

b. Activate the Vendor’s account, using the email received from the

Business Network confirming the registration of the Vendor’s account. This will direct the Vendor to the Business Network welcome page.

If a Vendor is registered in the Business Network and has selected it Intends to Participate in this solicitation:

a. Login into the Business Network home page.

b. Access sourcing (solicitation) events, by selecting the “Business

Network” drop down menu at the top left-hand corner of the screen. Select “Ariba Proposals & Questionnaires” and review the “Events” list for the title of this solicitation’s sourcing event.

c. The sourcing event will display in the “Open” or “Preview” status.

Click the sourcing event title to review the details of the event.

d. In the Event Details page, there is a “Checklist” of steps which must completed before a Vendor can respond to this solicitation, including accepting the Ariba Network’s Respondent’s Agreement.

ALL VENDORS MUST SELECT “INTENDS TO PARTICIPATE” IN VIP AND

SUBMIT THEIR RESPONSE AND ALL REQUIRED DOCUMENTS IN THE

BUSINESS NETWORK BY THE TIME AND DATE LISTED IN THE TIMELINE OF

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EVENTS IN ORDER TO PARTICIPATE IN THIS SOLICITATION.

5.0 REPLY CONTENT

5.1 Response Format

The Respondent’s Reply may not contain any conditions or exceptions to any aspect of the solicitation and any such conditions or exceptions will not be considered in evaluating the Respondent’s Reply. The only recognized changes to this RFP prior to the opening of Replies will be by written amendments issued by the Division.

All Replies and associated forms must be signed and dated in ink by a duly authorized representative of the Vendor. All Replies and related documents submitted in response to this RFP shall become the property of the State of Florida.

Respondent must submit one (1) reply in accordance with Section 4.4.1, MFMP Registration. The Respondent(s) RFP response package must include all requested forms and information. Each section should be segregated by index TAB(s) or folders labeled as such.

Failure to provide all of the requested information may result in disqualification of the vendor’s response, or a zero-point score for that section. Replies are to be organized in index TAB(s) as follows:

TAB ONE - Vendor Acknowledgement (No Points will be awarded for Tab A)

By submission of a signature on the Division Acknowledgement Form, the Respondent certifies that they have read and agree to comply with all terms and conditions contained herein. The form must contain the original signature of an authorized representative who can legally bind the Vendor. The product/ services offered by the Vendor will conform to the specifications of this RFP without exception.

TAB TWO - Administrative Qualifications Documents

• Reference Sheet: In the Vendor Reference Sheet (Attachment B) the Vendor must list a minimum of three (3) separate and verifiable clients.

Confidential clients must not be included. The Vendor must have provided the same or similar products or services as those specified in the solicitation within the last three (3) years for the reference to be valid.

The Division reserves the right to obtain and utilize references not provided by the Vendor.

• Drug-Free Workplace: Drug-Free Workplace Compliance Form must be signed and returned. (Attachment C)

• Minimum Qualifications Statement: Vendors shall provide a brief description of their work history, which shall include, but not be limited to, business certifications, number of years in business and other information that may demonstrate company stability and reliability. (Attachment D)

• Vendor Certification Regarding Scrutinized Companies Lists: Must be signed and returned. (Attachment E)

TAB THREE – Technical Response Using the description of work outlined in Attachment A, Statement of

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Work/Specifications and Requirements, Vendors should prepare their solicitations in the order outlines, below, with the sections tabbed for ease of identification and review.

TAB FOUR – Price Sheet - Attachments D and E

• Submit Attachments D and E – Price Sheet, in accordance with Section 5.5, Price Sheet Instructions.

• Each Vendor shall use the form provided as Attachments D and E, “Price

Sheet”, to provide fixed price rates for the services requested in this solicitation. All price sheet calculations will be verified for accuracy by the Division. If mathematical error(s) in a Vendor’s price sheet(s) calculations are identified, unit prices submitted by the Vendor will be used to determine the total price for that Vendor. Any qualifications, counter offers, deviations or challenges shall render the Reply non-responsive. The prices provided shall include the cost of all necessary activities to accomplish the project including, but not limited;

MyFloridaMarketPlace transaction fees; miscellaneous expenses (i.e., overhead, fringe benefits, etc.); travel and incidental expenses.

TAB FIVE – Confidential Information (Optional)

• Should any portion of the Respondent’s Proposal contain confidential information, Respondent shall submit one (1) copy of the entire Proposal with confidential information redacted. Respondents will not be penalized for failing to submit a redacted copy. However, the Division intends to respond to public records requests with redacted copies in accordance with Section 4.2, paragraph 19.

5.2 Redacted Submissions

This Section 5.2, Redacted Submission, supplements Section 19 of the PUR 1001 as modified in Section 4.2, Special Instructions, above. All materials submitted as part of this RFP will be a public record subject to the provisions of Chapter 119, F.S. A time- limited exemption from public inspection is provided for the contents of proposals pursuant to subsection 119.071(1)(b), F.S. Selection or rejection of a proposal does not affect the public record status of the materials.

5.3 Non-Responsive Replies

Each Vendor shall submit a Proposal that meets all material requirements of this RFP. The Division will review Proposals to determine the material requirements as outlined in the RFP. The Division seeks to maximize competition and reserves the right to seek clarification from Vendor to obtain non-material information to complete a responsiveness review. Failure of a Vendor to provide required information may cause a Vendor to be deemed Non-Responsive and therefore be disqualified from further consideration.

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Non-Responsive Proposals may include, but are not limited to, those which:

• fail to utilize, complete, and/or submit the mandatory prescribed forms;

• include terms and conditions contrary to the requirements of this solicitation;

• do not contain original authorized signatures;

• contain Technical or Proposal information contrary to those outlined in this solicitation; and

• are not in conformance with the requirements and instructions contained herein.

A NON-RESPONSIVE REPLY WILL NOT BE CONSIDERED UNLESS, AT THE

DVISION’S DISCRETION, THE DISCREPANCY DOES NOT PREVENT REVIEW OF

THE REPLY BY THE DIVISION AND CAN BE EASILY AND QUICKLY REMEDIED.

The Division reserves the right to wave minor irregularities in a Proposal. A minor irregularity is a variation of a technical nature to this Solicitation which does not affect the price of the Proposal or give the Vendor(s) a substantial or unfair advantage over other Vendors. At its sole discretion, the Division may request a Vendor to provide clarifying information or additional materials to correct a minor irregularity. However, the Division will not request, and the Vendor shall not provide, additional materials that affect the price of the Proposal or give the Vendor an advantage or benefit not provided to all responding Vendors.

5.4 Florida Substitute Form W-9 Process

It is mandatory and the responsibility of the awarded Respondent to complete a Florida Substitute Form W-9 prior to execution of a Contract. The Internal Revenue Service (IRS) receives and validates the information provided on the Florida Substitute Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit: https://flvendor.myfloridacfo.com/.

The awarded Respondent(s) will be required to pay the required MFMP transaction fee(s) as specified in Section 14 of the PUR 1000, unless an exemption has been requested and approved prior to the award of the Contract, pursuant to Rule 60A- 1.031, Florida Administrative Code.

For additional information, please visit: https://vendor.myfloridamarketplace.com/.

5.5 Price Sheet Instructions

The Respondents must submit completed Attachments D and E – Price Sheet, as detailed in Section 5.0, Reply Content, of this RFP.

The attached pricing sheets are provided as a template for vendors to price out maintenance services for each airframe. The Florida State Guard has included a list of minimum required inspections and requested associated rates. However, vendors are expected to include all anticipated inspections in accordance with the Statement of Work (SOW), not just those listed.

The intent of this pricing sheet is twofold:

• To capture costs associated with each scheduled inspection, broken down by airframe.

• To establish labor and material rates for unscheduled maintenance activities.

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Please ensure all applicable inspections and maintenance categories are included in your submission.

Note: In the event the Division receives a Price Sheet containing illegible pricing or a mathematical error(s), the Division reserves the right to seek clarification of the prices received and to receive corrected price sheet(s). No material alterations of the original price sheet shall be accepted.

5.6 Certification of Drug-Free Workplace Program

The State supports and encourages initiatives to keep the workplaces of Florida’s suppliers and vendors drug-free. Section 287.087, Florida Statutes, provides that, where identical tie proposals are received, preference shall be given to a proposal received from a Vendor that certifies it has implemented a drug- free workforce program. If applicable, the Vendor shall sign and submit Form 5 (Drug-Free Workplace Certificate) to certify that the Vendor has a drug-free workplace program.

The Vendor shall describe how it will address the implementation of a drug-free workplace in offering the items of proposal.

In the event that the Division receives identical proposals from two (2) or more Vendors with drug-free workplace programs, the final determination of the award shall be decided through the toss of a coin in a public meeting.

6.0 SPECIAL CONDITIONS

6.1 Minority Business Enterprise (MBE) Utilization

The Division encourages the recruitment and utilization of certified and non-certified minority businesses. The Division, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that minority businesses have the opportunity to compete for and perform contract work for the Division in a nondiscriminatory environment.

To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) 487-0915, or access their MBE directory on the Internet at www.dms.myflorida.com/agency_administration/office_of_supplier_diversit y_osd.

6.2 Communications – No negotiations, decisions, or actions shall be initiated or executed by the Vendor as a result of any discussions with any State employee.

Only those communications that are in writing from the Division’s Procurement Officer identified in subsection 2.3.1 of this RFP shall be considered a duly authorized expression on behalf of the Division. Only written, signed communications from Vendors will be recognized by the Division as duly authorized expressions on behalf of the Vendor.

6.3 Estimated Expenditures - It is anticipated that the Division will expend approximately $2,000,000.00 under any contract resulting from this reply. These estimated figures are given only as a guideline for preparing your reply/proposal and should not be construed as representing actual figures under the contract.

6.4 Qualifications

6.4.1 General - The Vendor must prove to the satisfaction of the Division that their http://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd http://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

Aircraft Maintenance Services Page 16 of 20 company has actively and normally been engaged in business for the services/items being procured under this solicitation for at least three (3) years of continuous operation. (This shall be demonstrated through references which have been in place at least one (1) continuous year). The Respondent shall have available under their direct supervision, the necessary organization, experience, equipment and staff to properly fulfill all the conditions, requirements, and specifications required under this solicitation.

6.4.2 License, Permits, and Other Charges

The successful Vendor shall pay for any and all licenses, permits, other charges and taxes required for the Contract, and shall comply with all laws, ordinances or other requirements applicable to the work specified during the term of this agreement. For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797 Phone: (850) 487-1395

6.5 Contractor’s Contractual Obligations - The Contractor will be required to ensure that each individual, partnership, firm, corporation or subcontractor that performs on this contract, will be subject to, and comply with, the contractual requirements.

The Contractor shall be fully responsible for all work performed under the Contract. If the awarded Respondent wishes to use subcontractors other than those properly and specifically identified in the subcontracting form submitted with the reply, the awarded Respondent must follow the approval process specified in the Contract. It is the Contractor’s responsibility to ensure that any aspects of the scope of work requiring certification or licensure are performed by duly certified or licensed persons. Contractor shall provide proof of certification or licensure upon request.

6.5.1 Employment Eligibility Verification: Executive Order 11-02, signed January 4, 2011, by the Governor of Florida, requires contracts to expressly require that Vendor utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of:

a) All persons employed during the Contract term by Vendor to perform employment duties within Florida; and,

b) All persons (including subcontractors) assigned by Vendor to perform work pursuant to this Contract, i.e., the Vendor must require its subcontractors to utilize the E- Verify system for its employees assigned to this Contract.

E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, Employment Eligibility Verification, to determine the eligibility of all new employees hired to work in the United States.

There is no charge to employers to use E-Verify. The Department of Homeland Security’s E-Verify system can be found at:

http://www.dhs.gov/files/programs/gc_1185221678150.shtm

Compliance with the requirements of this section is required prior to commencing performance under any Contract issued as a result of this solicitation.

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6.5.2 Unauthorized Aliens - The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

6.5.3 Liability Insurance - The Vendor shall not commence any work until they have obtained the requisite insurance coverage described herein, nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been obtained. The Vendor shall submit the required Certificates of Insurance to the Florida Department of Military Affairs, Directorate of Resource Management, 5629 State Road 16 W, Bldg.

#2300, Starke, Florida 32091 within ten (10) days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the state of Florida, affording public liability insurance with combined bodily injury limits of at least $100,000.00 per person and $300,000.00 each occurrence, and property damage insurance of at least $100,000.00 each occurrence, for the services to be rendered in accordance with this contract.

All insurance policies shall be with insurers qualified and licensed to do business in the state of Florida. Such policies shall provide that the insurance is not cancelable except upon thirty (30) days prior written notice to the Division.

The Division shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance.

6.5.4 Preferred Price: The Vendor agrees to submit to the Division at least annually an affidavit from an authorized representative attesting that the Vendor is in compliance with the preferred pricing provision of Section 4(b) of form PUR 1000.

6.5.5 Inspector General Requirements: In accordance with 20.055(5), “It is the duty of every state officer, employee, agency, special district, board, Division, contractor, and subcontractor to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant to this section.

Beginning July 1, 2015, each contract, reply, proposal, and application or solicitation for a contract shall contain a statement that the corporation, partnership, or person understands and will comply with this subsection.”

6.6 Copyrighted Materials - Copyrighted material will be accepted as part of a reply/proposal only if accompanied by a waiver that will allow the Division to make paper and electronic copies necessary for the use of the Division staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, Florida Statutes. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

6.7 Costs Incurred in Responding - This Request for Proposals does not commit the Division or any other public agency to pay any costs incurred by the Respondent in the submission of a reply or to make necessary studies or designs for the preparation

Aircraft Maintenance Services Page 18 of 20 thereof, nor to procure or contract for any articles or services.

6.8 Product Delivery, Acceptance and Consequences

Purchase orders will be written with a thirty (30) day delivery requirement based on funding availability throughout the one (1) year contract period. Any items delivered to the Division which do not meet these specifications or that are found to be poorly manufactured, will be deemed defective and will not be accepted by the Division, but will be returned to the contractor at the Vendor’s expense, for replacement.

Replacement of any and all items found to be defective will be made without any cost to the Division, including, but not limited to, labor, transportation and fuel. As it may be impossible to inspect all items at the time of delivery, the Division will be afforded a period of five (5) business days to inspect and accept the delivered items.

In the event the product fails to meet the minimum level of acceptance specified above, Division will not pay invoices until the product delivery is satisfactorily completed.

6.9 Payment Method

Payment shall be made in accordance with 215.422 and 287.0585 of the Florida Statutes, which states the vendors' rights and the State Agency’s responsibilities concerning interest penalties and time limits for payment of invoices. The vendors’ Federal Employment Identification Number and the Agency’s Contract Number/Purchase Order Number must appear on all invoices. Invoices that must be returned to the Vendor due to preparation errors will result in a delay in payment.

The Florida Department of Financial Services (DFS) requires all vendors that do business with the state to submit an electronic Substitute Form W-9. Vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com to receive payments from the state. Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions.

Proposed prices will be firm, net, delivered prices, F.O.B. destination.

7.0 SELECTION METHODOLOGY

The Division evaluation team will consist of at least three (3) people who collectively have experience and knowledge in the program areas and service requirements to conduct a comprehensive, fair and impartial evaluation of all Replies received in response to this RFP.

7.1 Reply Evaluation

Replies will be evaluated using the criteria set forth in this section.

Evaluators will not search through the Replies for information that is missing from a section being reviewed, so it is important for the Respondent to carefully follow the RFP organization and content specified in Section 5, Reply Content. The Division will attempt to clarify ambiguous or inconsistent information with a clarification request(s). In reply to a clarification request, the Division will not allow or evaluate any information that does not respond directly to the clarification request.

Respondents are responsible for thoroughly reviewing the RFP requirements to ensure that their Replies, and proposed approach, are fully compliant and thereby avoids the possibility of being deemed non-responsive, scored lower, or having zero (0) points assigned to the portion of the Reply that is non-compliant.

mailto:FLW9@myfloridacfo.com

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7.2 Division’s Rights to Reject Replies

The Division may reject any Reply not submitted in the manner specified by this solicitation.

Replies that do not meet all requirements, specifications, terms, and conditions of the solicitation or fail to provide all required information, documents, or materials may be rejected as non-responsive. Respondents whose Replies, contract performance, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Contract may be rejected as non-responsible. The Division reserves the right to determine which Replies meet the requirements of this solicitation and which Respondents are responsive and responsible.

In this solicitation, the words “should” or “may” indicate desirable attributes or conditions but are permissive in nature. Where language indicates that the attribute or condition is mandatory, the Division still reserves the right to waive any minor irregularity if the Division determines that it is in the best interest of the State to do so.

A deviation from a requirement or condition is material if, in the Division’s discretion, it provides a substantial advantage to one Respondents over another or has a potentially significant effect on the quality of the Reply or on the cost to the State.

7.3 Equal Replies

In the event that there is no multiple award contemplated in the RFP, and the Division receives equal Replies eligible for award, the Division will comply with the following, as applicable: sections 287.057(11), 287.082, 287.087, 287.092, 295.187(4)(a), and 295.187(4)(b), F.S.

In order to clarify the Respondents’ status with regard to the applicable statutory preference requirements, the Division may request information from Respondents with equal eligible Replies. A Respondents will not be permitted to amend or supplement its Reply in response to such request for clarification.

8.0 AWARD

8.1 Rights for Award

The Division reserves the right to:

8.1.1. Select one (1) or more Respondents for the services encompassed by this RFP.

8.1.2. Award the Contract to the Respondents with the next highest score in the event that the Division is unable to execute a contract with the initially or previously awarded Respondents.

8.1.3. Reject all Replies and determine whether to reissue a competitive solicitation.

8.1.4. Withdraw or cancel the procurement and make no award.

8.2 Agency Decision

The Division will post a Notice of Intent to Award to enter into one contract with the Respondents identified therein, on the VIP website:

Aircraft Maintenance Services Page 20 of 20

If the Division decides to reject all Replies, it will post its notice on the VIP website:

Attachment A: Statement of Work/Specifications

Aircraft Maintenance Services

ATTACHMENT A

Statement of Work/Specifications

The Florida State Guard (FSG) is seeking to procure maintenance and services for multiple aircraft types.

Statement of Work (SOW) Aviation Maintenance Support Services

1. Overview The Florida State Guard (FSG) requires comprehensive aviation maintenance support services for its mixed fleet of rotary-wing and fixed-wing aircraft. The contractor shall provide scheduled and unscheduled maintenance, parts management, field support, and maintenance tracking services to ensure aircraft readiness for FSG’s emergency and disaster response missions.

2. Fleet Composition 2 x UH-60A 2 x Bell 412 2 x UH-1H 3 x Cessna 206 2 x Cessna 425 1 x King Air 350

3. Scope of Work The contractor shall provide the following services:

A. Maintenance Services Perform scheduled and unscheduled maintenance for all aircraft in accordance with OEM specifications,…