FWC 21.22-117 - Final .pdf

FLORIDA FISH AND WILDLIFE CONSERVATION COMMISSION

1875 ORANGE AVE E

TALLAHASSEE, FL 32311-6160

(850) 488-6551

REQUEST FOR PROPOSALS

FWC 21/22-117

MAINTENANCE FOR FIXED WING AND HELICOPTER AIRCRAFT

RESPONDENT ACKNOWLEDGEMENT FORM

Purpose: The intent of this RFP is to obtain competitive responses for Maintenance for Fixed Wing and Helicopter

Aircraft in Brevard (KMLB), Columbia (LQC), Leon (TLH), Marion (OCF), and Santa Rosa (2R4) counties, per the specifications contained herein. Only responsive and responsible Respondents will be considered for award of this

RFP.

Responsive: To be responsive, a response must constitute a definite, firm, unqualified and unconditional offer to meet all the material terms of this RFP. Material terms are those that could affect the price, quantity, quality, or delivery.

Also included as material terms are those which are clearly identified in this RFP and which, for reasons of policy, must be complied with at risk of response rejection for non-responsiveness.

Non-Responsive: Any submission that does not comply with this RFP in any way, does not contain all the properly signed forms, supplements or deviates from the RFP requirements or has an incomplete Cost Sheet may be considered nonresponsive at the discretion of Procurement Manager.

Responsible Companies: The Commission shall only consider responsible companies. Responsible companies are those that have, in the sole judgment of the Commission, the financial ability, experience, resources, skills, capability, reliability and business integrity necessary to perform the requirements of the contract. The Commission may also consider references and quality to determine the responsibility of the Respondent. The Commission reserves the right to use any information, whether supplied through the Respondent’s submission or otherwise obtained, in determining responsibility.

Rejection of Reponses: The Commission reserves the right to reject any and all responses and to waive any minor irregularity in the submissions received in response to this RFP. The Commission reserves the right to consider all information, whether submitted or otherwise, to determine responsiveness and responsibility and to reject responses accordingly.

Name of Business: ____________________________________________________________________________________________________

Contact Person Name: _________________________________________________________________________________________________

Business Address: _____________________________________________________________________________________________________

City: ____________________________ State: _____________________________ Zip code: ______________________________________

Phone: ____________________________ Fax: _______________________________ Email: ______________________________________

Federal Employer Identification Number: _____________________Contractor’s License Number: ______________________________

I certify that this RFP response is submitted without prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same professional services and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this RFP and certify that I am authorized to sign this acknowledgement for the Respondent.

Authorized Signature (Manual): ________________________________________________________________________________________

Authorized Signature Name (Typed) and Title: ___________________________________________________________________________

Date: __________________________________________

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 2 of 64

CALENDAR OF EVENTS

FWC 21/22-117

SCHEDULE DUE DATE METHOD

RFP Advertised July 22, 2022 Posted on the Vendor Bid System (VBS):

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

Non-Mandatory Pre-Proposal

Conference

August 2, 2022

@ 10:00 AM ET

See Pre-Proposal Conference Clause

Deadline for Questions

Must be received

PRIOR to:

August 9, 2022

@ 5:00 PM ET

See Deadline for Questions Clause

Anticipated date for Responses to

Written Questions August 12, 2022

Posted on the Vendor Bid System (VBS):

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

SEALED RESPONSE DUE

(REMEMBER: RFP number should be clearly marked on envelope)

Must be received

PRIOR to:

August 25, 2022

@ 1:00 PM ET

Mailing Address:

Florida Fish & Wildlife Conservation

Commission

Attn: Purchasing

1875 Orange Ave E

Tallahassee, Florida 32311-6160

Submissions are due BEFORE the date and time of the public opening.

Public Response Opening August 25, 2022

@ 1:00 PM ET

Public Opening Location:

1875 Orange Ave E

Tallahassee, FL 32311-6160

-Teleconference-

Conference call phone number: 1.888.585.9008

Conference room number: 218-721-199

Evaluation Period

From

September 1, to

September 23, Florida Fish & Wildlife Conservation

Commission

Anticipated Date of Intended

Award October 4, 2022

Posted on the Vendor Bid System (VBS):

http://vbs.dms.state.fl.us/vbs/mainmenu http://vbs.dms.state.fl.us/vbs/main_menu

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 3 of 64

GENERAL CONDITIONS

FWC 21/22-117

The Florida Fish and Wildlife Conservation Commission’s (FWC or Commission) mission is to manage fish and wildlife resources for their long-term well-being and the benefit of people. The Commission administers six (6) major programs including habitat and species conservation, freshwater fisheries management, law enforcement, marine fisheries management, hunting and game management and fish and wildlife research.

A Respondent submitting a response shall be registered in the MyFloridaMarketPlace (MFMP) system and, where required, the Sunbiz system prior to the RFP opening. Business entities which must be on file with

Sunbiz include the following foreign and domestic entities: Corporations for and not for profit, Limited

Liability Companies (LLC), Limited Partnerships (LP) including Limited Liability Limited Partnerships

(LLLP), and organizations doing business under a fictitious name (DBA). A Respondent may not be considered for an award if not registered in the MFMP and Sunbiz system. The Respondent’s registration address and federal employer identification (FEID) number should match the Respondent’s address and

FEID number listed on the Respondent Acknowledgment form (page 1).

Certified Minority-owned, Woman-owned and Service-Disabled Veteran Business Enterprises, as certified by the State of Florida Office of Supplier Diversity, are encouraged by the Commission to participate in the bidding process.

Response from Respondent shall include all necessary equipment to complete the job. The Respondent is required to supply all specified documentation when submitting a response for this project.

Please note:

• The terms “Contract,” “Agreement” and “Purchase Order” are used interchangeably in the document.

• The terms “Commodities” and “Goods” are used interchangeably in the document.

TERMS AND CONDITIONS

PUR 1000 and PUR1001 are hereby incorporated by reference. PUR1000 and PUR1001 can be found at the Department of Management Services website at the following link:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purc hasing_pur_forms

The following terms and conditions take precedence over the PUR1001 and PUR1000 forms where applicable. The Commission objects to and shall not consider any additional terms or conditions submitted by a Respondent or Contractor, including any appearing in documents attached as part of a Respondent’s response. In signing and submitting its response, a Respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with terms and conditions, including those specifying information that must be submitted with a response, shall be grounds for rejecting a response.

The terms and conditions of Attachment A, Purchase Order Terms and Conditions, are hereby incorporated into this solicitation. Any contract resulting from this solicitation will include the terms and conditions of this solicitation and the terms and conditions contained in Attachment A.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 4 of 64

PROCUREMENT MANAGER

Bryan Tucker bryan.tucker@myfwc.com

TERM

The contract will be effective from issuance of the initial Purchase Order until June 30, 2025. The

Commission will issue multiple purchase orders as method of payment.

If circumstances constituting Force Majeure have occurred, or if anything occurs beyond the Contractor’s control, the Contractor may request in writing an extension of Completion Date. The Project Manager and

Contract Manager will review the extension request and if they determine it is justified, will forward to the

Bid Request Inbox (bidrequest@myfwc.com) for procurement review and approval/disapproval.

RENEWAL

The Commission has the option to renew this Contract on a yearly basis for a period up to three (3) years after the initial Contract period upon the same terms and conditions contained herein. Pursuant to Sections

287.057(1)(a)2., and 287.057(1)(a)3., Florida Statutes, each Contractor shall supply a price for each year that a contract may be renewed. Evaluation of responses shall include consideration of the total cost of the contract, including the total cost for each renewal year, as submitted by the Contractor.

Exercise of the renewal option is at the Commission’s sole discretion and shall be conditioned, at a minimum, on the Contractor’s satisfactory performance of this Contract and is subject to the availability of funds. The Contractor, if it desires to exercise this renewal option, will provide written notice to the

Commission no later than thirty (30) days prior to the Contract expiration date. The renewal term shall require written approval from the Commission’s Procurement Manager.

SUBCONTRACTS

Subcontracting IS permitted pursuant to the Terms and Conditions of the Contract. The Subcontractor

Minority Status Report (Attachment B) shall be submitted with each invoice for payment. The List of

Subcontractors (Attachment C) shall be included with bid submission.

DIVERSITY

The Commission is committed to supporting Florida’s diverse business industry and population through ensuring participation by minority, women, and veteran-owned business enterprises in the economic life of the state. The State of Florida Mentor Protégé Program connects minority, women, and veteran-owned business enterprises with private corporations for business development mentoring. We strongly encourage contractors doing business with the State of Florida to consider this initiative. For more information on the

Mentor Protégé Program, please contact the Office of Supplier Diversity at (850) 487-0915 or osdinfo@dms.myflorida.com.

FWC encourages diversity in its procurement program and requests that all subcontracting opportunities afforded by this solicitation enthusiastically embrace diversity. The award of subcontracts should reflect the vast array of citizens in the State of Florida. Bidders can visit the Office of Supplier Diversity website for information on certified business enterprises that may be considered for subcontracting opportunities.

mailto:bryan.tucker@myfwc.com mailto:bidrequest@myfwc.com?subject=Extension%20Request https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program mailto:osdinfo@dms.myflorida.com https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 5 of 64

NON-MANDATORY PRE-PROPOSAL CONFERENCE/SITE VISIT MEETING

A non-mandatory pre-proposal teleconference will be held on the date and time specified in the Calendar of

Events (Page 2). The purpose of the pre-proposal teleconference is to discuss the contents of this RFP and to accept verbal questions from Respondents concerning the project. The Commission will make a reasonable effort to answer verbal questions asked at the pre-proposal teleconference, however, Respondents should clearly understand that verbal discussions held at the pre-proposal teleconference shall not be binding on the Commission, and the Commission will only issue an official written response to verbal questions subsequently submitted in writing in accordance with the Deadline for Questions clause below.

Teleconference:

Conference call phone number: 1.888.585.9008

Conference room number: 218-721-199

DEADLINE FOR QUESTIONS

Any questions from Respondents that require an official FWC answer concerning this project shall be submitted in writing to the Procurement Manager identified below. Questions must be received no later than the date and time specified in the Calendar of Events (Page 2). Questions may be sent via email with the solicitation number in the subject line. It is the responsibility of the Respondent to confirm receipt of questions if needed.

If questions are received, an addendum will be issued and shall be posted on the Vendor Bid System (VBS)

(http://vbs.dms.state.fl.us/vbs/main_menu).

LIMITATION ON RESPONDENT CONTACT DURING SOLICITATION PERIOD

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 the notice of intended award, (note the 72-hour posting period excludes 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 Manager or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

VERBAL INSTRUCTION PROCEDURE

Respondents may not consider any verbal instructions as binding upon the Commission. No negotiations, discussions, or actions shall be initiated or executed by the Respondent as a result of any discussion with any Commission employee. Only those communications from the Commission that are in writing may be considered as a duly authorized expression on behalf of the Commission.

RESPONDENT SPECIFICATION INQUIRIES

If the specifications of this Request for Proposal (RFP) could restrict potential Respondent competition, the

Respondent has 72 hours within which to request to the Commission that the specification(s) be changed.

The Procurement Manager must receive the written request within 72 hours after the posting date of the

RFP.

Requested changes to the Commission’s specifications shall include the Respondent’s concerns regarding restricting competition, provide detailed justification, and provide recommended changes to the http://www.myflorida.com/apps/vbs/vbs_www.main_menu

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 6 of 64 specification(s). A Respondent’s failure to request changes by the prescribed date and time shall be considered to constitute the Respondent’s acceptance of the Commission’s specifications.

The Commission shall determine what change(s) to the RFP is acceptable to the Commission. If accepted, the Commission shall issue an addendum reflecting the change(s) to the RFP, which shall be posted to the

Vendor Bid Advertisement System (http://vbs.dms.state.fl.us/vbs/main_menu).

It is up to the Respondent to ensure that everything is included as required by the Commission’s Purchasing

Office. It is not the Commission’s responsibility to mail or fax any forms to a potential Contractor. Response packet information may also be requested from the Commission’s Purchasing Section by calling (850) 488-

6551. Please have solicitation number and Respondent information available when requesting any information.

ADDENDUMS

If the Commission finds it necessary to supplement, modify or interpret any portion of the specifications or documents or answer any Respondent questions during the solicitation period, an addendum shall be posted on the Vendor Bid System website. Each Respondent is responsible for monitoring the Vendor Bid System website (http://vbs.dms.state.fl.us/vbs/main_menu) for new or changing information relative to this procurement. The Commission bears no responsibility for any delays, or resulting impacts, associated with a

Respondent’s failure to obtain the information made available through the Vendor Bid System.

ECONOMY OF PRESENTATION

Each response shall be prepared simply and economically, providing a straightforward, concise delineation of Respondent’s capabilities to satisfy the requirements of this RFP. Elaborate binding, colored displays, and promotional materials are not required. However, examples of services provided may be included as attachments to the response. Emphasis in each response must be on completeness and clarity of content.

To expedite the evaluation of responses, it is essential that Respondents follow the format and instructions contained herein. All costs associated with preparing a response to this RFP is the sole responsibility of the

Respondent.

RESPONDENT ACKNOWLEDGMENT

For this response to be considered responsive, the Respondent Acknowledgement Form (page 1) must be completed in its entirety, signed by the Respondent and returned as part of the response. Otherwise, the response will be deemed non-responsive. By affixing your signature to the Respondent Acknowledgement

Form, the Respondent hereby states that the Respondent has read all response specifications and conditions and agrees to all terms, conditions, provisions, specifications, and is currently licensed to do business within the State of Florida, if required by State or Federal Law, for the services or commodities the Respondent will provide the Commission under these response specifications.

MANDATORY RESPONSIVENESS REQUIREMENTS FOR RESPONSE SUBMISSION

Response submission should be organized as follows:

TAB A. Respondent Acknowledgment Form (Mandatory)

The Respondent shall complete and submit the Respondent Acknowledgment form enclosed herein in its entirety and return the form as part of the RFP response or the response shall be deemed non-responsive. By affixing your signature to the Respondent Acknowledgment form, the respondent hereby states that the respondent has read all RFP specifications and conditions and agrees to all terms, Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 7 of 64 conditions, provisions, specifications, and is currently licensed to do business within the State of Florida, if required by State or Federal Law, for the services or commodities the respondent will provide the

Commission under these RFP specifications.

TAB B. List of Subcontractors (Mandatory) – Attachment C

The Respondent shall propose their intended subcontractor(s) by completing and submitting the List of

Subcontractors form enclosed herein in its entirety. Include Attachment C as part of the RFP response or the response shall be deemed non-responsive.

TAB C. References (Mandatory) - Attachment D

The respondent shall complete and submit the References form enclosed herein, to provide a minimum of three (3) references for similar projects completed. Current contact names, addresses, contact person, phone numbers, email addresses, project dates for work performed, project location, and brief description of the performed for the project, shall be given. The References form shall be completed in its entirety and returned as part of the RFP response, or the response shall be rejected.

TAB D. Experience (Mandatory) – Attachment E

The Respondent shall complete and submit the Experience form, enclosed herein, which should include a chronological list (starting with most recent experience first). The respondent’s prior and relevant experience should include any previous work performed on Law Enforcement Aircraft, with a description of the services provided and duration. The Respondent must provide evidence of 4 past experiences performing fixed wing and/or Helicopter aircraft maintenance on same type aircraft as listed within the Scope of Work (SOW). When providing experiences, the Respondent must list the aircraft type and maintenance performed to show overall experience for the aircraft type. The

Respondent must provide the following information in its entirety and returned as part of the RFP response, or the response shall be deemed non-responsive.

1. Other relevant information or services (will not be included in evaluation criteria)

a. Any other relevant information or services the vendor feels the Commission would need to know or consider (examples: additional maintenance services and/or capabilities available for other model/type aircraft not specifically listed in this RFP, specific vendor protocol, aircraft must be defueled for hangar storage, off site aircraft recovery capabilities, airframe structural fixtures, etc.). Respondent should provide any and all addition documentation within their Project Plan.

TAB E. Project Plan (Mandatory)

The Respondent shall complete and submit the Technical Services/Approach/Demonstration of

Understanding and Management Experience and Ability components of the Project Plan as outlined below. The Project Plan shall be completed in its entirety and returned as part of the RFP response, or the response shall be deemed non-responsive.

1. Technical Services/Approach/Demonstration of Understanding

Respondents shall submit a response detailing how the tasks identified in this RFP will be accomplished and explain why the Respondent is most qualified to provide these services.

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 8 of 64

The response shall include an overview of the proposed approach and demonstrate an understanding of FWC’s goals and objectives. Responses should include innovative ideas for accomplishing the tasks listed in the Scope of Work. An example of the proposed plan, prescription formats and economic analyses should be included. Respondents shall also include the following:

a. Aircraft specific training and/or technical expertise:

Respondent shall provide evidence of aircraft specific training and/or technical expertise to show competency in abilities to perform requested work on applicable

Commission Specific Fixed Wing or Helicopter aircraft (example: Airframe and Power

Plant (A&P) Mechanic certificate, engine or airframe factory authorized service center, Rolls Royce engine training, Bell helicopter factory training, Cessna factory training, etc).

b. Maintenance Facility/Maintenance Vehicle Storage

i. Facility/Mobile Vehicle Storage Security

(example:security,cameras,perimeter,fencing,etc.)

Respondent shall provide a list of security measures to demonstrate their ability to secure the aircraft, aircraft parts, or components either in a facility or mobile storage vehicle.

ii. Facility/Mobile Vehicle Storage Size

Respondent shall provide sufficient information to demonstrate their ability to offer ample facility space, or mobile vehicle storage for aircraft maintenance, parts, and components for extended periods of time.

iii. Additional Aircraft, Parts, and Components Storage Capabilities

Respondent shall provide sufficient information to demonstrate their ability to support additional aircraft storage in a hangar, or the storage of parts and components in a mobile storage vehicle.

c. Certification and licensure (will not be included in evaluation criteria):

i. FAA Repair Station Certificate

If applicable, Respondent must provide FAA Repair Station Certificate within the Project Plan. If the Respondent is a FAA Certified Repair Station, they must be endorsed by the FAA and must possess the required limited ratings per 14 CFR 145.61, with any and all articles listed in compliance with 14 CFR

145.215.

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 9 of 64

ii. FAA Repair Station capabilities list

If applicable, the FAA Repair Station capabilities list must be relative to aircraft listed within this RFP. Respondent must provide this information within the Project Plan.

TAB F. Customer Service Capabilities (Mandatory) - Attachment F

The Respondent shall complete all questions on the Customer Service Capabilities Form with detailed answers. The Customer Service Capabilities Form shall be completed in its entirety and returned as part of the RFP response, or the response shall be rejected.

TAB G. Cost Sheets (Mandatory) — Attachment G and H

The Respondent shall complete and submit the cost sheet that corresponds with their Aircraft type

(Fixed Wing/Helicopter). A separate cost sheet is provided for each aircraft type for which the

Respondent is proposing to provide services. To be considered for both aircraft types (Fixed wing and

Helicopter), Respondent must submit a cost sheet for each aircraft type. The cost sheet(s) shall be completed in its entirety and returned as part of the RFP response, or the response shall be rejected.

ADDITIONAL MANDATORY RESPONSIVENESS REQUIREMENT FOR MOBILE MECHANIC

RESPONSE SUBMISSIONS ONLY

TAB H. Mobile Mechanic Requirements Form (Mandatory) - Attachment I

The Respondent shall complete all questions on the Mobile Mechanic Requirements form (Attachment

I) enclosed herein in its entirety and return the form as part of the RFP response or the response shall be deemed non-responsive if the Respondent is a mobile mechanic. This form will not be evaluated.

SELECTION AND EVALUATION OF RESPONSES

An evaluation committee consisting of three (3) Commission representatives with collective knowledge and experience related to the solicitation’s program area will independently evaluate and score each

Respondent’s response. The Evaluation Criteria Scoring Sheet (Attachments J and/or K) will be used by the evaluation committee to assign scores to all evaluated responses designated as responsive.

Scores will be averaged for all evaluation committee members and ranked by the highest to lowest average score for each aircraft type (Fixed wing and Helicopter). Respondents must score at least 600 points that corresponds with their aircraft type to be considered for award. Each aircraft type will be evaluated independently.

GENERAL EVALUATION CRITERIA

General evaluation criteria include the following:

1. The Commission reserves the right to accept or reject any or all responses received and reserves the right to make an award without further discussion of the responses submitted. Therefore, responses should be initially submitted as outlined in the Mandatory Responsiveness Requirements for

Response Submission and Economy of Presentation sections.

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 10 of 64

2. Non-responsive responses shall include, but are not limited to, those that:

a. are irregular or are not in conformance with the requirements and instructions contained herein; fail to utilize or complete prescribed forms; or have improper or undated signatures.

3. The Commission may waive minor irregularities in the responses received that are merely a matter of form and not substance, and the corrections of which are not prejudicial to other respondents.

A NON-RESPONSIVE RESPONSE WILL NOT BE CONSIDERED.

EVALUATION SCORING FACTORS

Scoring criteria include:

The following is a summary of evaluation factors with point value assigned to each. These, along with the general requirements, will be used in the evaluation of Respondent responses.

EVALUATION FACTOR MAXIMUM POINTS AVAILABLE

TAB D. Experiences 430

TAB E. Project Plan 400

TAB F. Customer Service Capabilities

Form

TAB G. Cost Sheet 100

TOTAL: 1000

Points will be awarded based upon the following evaluation factors:

1. Experience (430 points)

Respondents will be evaluated based on prior business experience and their qualifications as it relates to this proposal.

a. Demonstrated experience providing maintenance and repair to any of the same model aircraft listed within RFP – 280 Points

b. Demonstrated prior and relevant experience providing maintenance on Law Enforcement

Aircraft. – 150 Points

2. Project Plan (400 points)

a. Aircraft specific training and/or technical expertise:

Respondent will be evaluated based on evidence of aircraft specific training and/or technical expertise to show competency in abilities to perform requested work on applicable

Commission Specific Fixed Wing or Helicopter aircraft - 250 points

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 11 of 64

b. Maintenance Facility/Maintenance Vehicle Storage

1. Facility/Mobile Vehicle Storage Security

(example: security cameras, perimeter fencing, etc.) Respondent will be evaluated based on written evidence of security measures to present their ability to secure the aircraft, aircraft parts, or components either in a facility or mobile storage vehicle. -50 points

2. Facility/Mobile Vehicle Storage Size

Respondent will be evaluated based on written evidence of ample facility space, or mobile vehicle storage for aircraft maintenance, parts, and components for extended periods of time. – 50 points

3. Additional Aircraft, Parts, and Components Storage Capabilities

Respondent will be evaluated based on written evidence that demonstrates their ability to support additional aircraft storage in a hangar, or the storage of parts and components in a mobile storage vehicle. - 50 points

3. Customer Services Capabilities Form (70 Points):

Respondents will be evaluated based on detailed answers to all questions. Each question will be worth a maximum of 10 points. – 70 Points

4. Cost - 100 points

The evaluation of each Respondent’s cost proposal will be conducted based on the cost formula below.

The Respondent submitting the lowest cost will receive the maximum points for the cost element of the evaluation. The other respondent's scores will be based on a relative percentage of the dollar amount higher than the lowest cost or price submitted by the lowest priced Respondent.

Formula for Cost Factor:

𝐴

𝑁 𝑥 (𝐵) = 𝐶

A = Lowest total proposed cost (including renewals) submitted by Respondents

N = Proposed cost for Respondent under review

B = Number of maximum points awarded for lowest cost response received from all Respondents

C = Score awarded to the next lowest cost response

Total Maximum points for this section is 100 Points.

NOTE: Each evaluator independently chooses the score based on their own judgment. Failure of the

Respondent to provide any of the information required in their RFP response should result in a score of zero (0) for that element of the evaluation.

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 12 of 64

CONFIDENTIALITY/PUBLIC RECORDS LAW

Respondents are cautioned that Florida law generously defines what constitutes a public record and grants broad rights of public access to those records (e.g., section 119.07, F.S.). If a Respondent considers any portion of the documents, data or records submitted in their 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.” The

Respondent shall also provide the Commission with a separate PDF redacted copy of its Response and briefly describe in writing the grounds and specific legal citations for claiming exemption from public records law. This redacted copy shall contain the Commission’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 is confidential, proprietary, trade secret or otherwise not subject to public disclosure pursuant to Chapter 119, F.S., the Florida Constitution or other authority. If after the notice of intended decision or thirty (30) days after response opening, whichever is earlier, the Commission receives a public record request related to the solicitation, the Commission will provide the Redacted Copy to the requestor. If the Respondent fails to properly indicate any material enclosed in their Response is confidential, the Commission is authorized to produce documents, data or records in their entirety as submitted to the Commission in answer to a public records request. The

Commission will endeavor to provide notice to the Respondent of all public records requests received related to documents provided by the Respondent that were marked pursuant to this paragraph. In no event shall the Respondent hold the Commission or any of its employees or agents liable for disclosing, or otherwise failing to protect the confidentiality of information submitted in response to this solicitation.

MAILING INSTRUCTIONS

The Contractor shall submit one (1) original and four (4) separate electronic copies (on flash drive) of their response in a SEALED ENVELOPE addressed to:

Florida Fish and Wildlife Conservation Commission

Attn: Purchasing

1875 Orange Avenue East

Tallahassee, Florida 32301

The envelope shall be plainly marked on the outside with: SOLICITATION NUMBER, DATE AND TIME

OF THE RESPONSE OPENING.

THE COMMISSION IS NOT RESPONSIBLE FOR THE OPENING OF ANY ENVELOPES THAT ARE NOT PROPERLY

MARKED.

PLEASE NOTE: The Commission’s official business hours of operation are 8:00 AM–5:00 PM ET, exclusive of Saturdays, Sundays and state holidays. Selecting delivery services, such as next day first delivery, may result in attempted delivery prior to opening or closing, and the Commission will not be available to accept those deliveries. THE COMMISSION IS NOT RESPONSIBLE FOR LATE SUBMISSIONS DUE TO COMPLICATIONS

RELATED TO SELECTED DELIVERY SERVICES.

SOLICIATION PUBLIC OPENING

The public opening of this RFP will be conducted at the date, time and method specified in the Calendar of

Events (Page 2). RESPONSES RECEIVED AFTER THE SPECIFIED DATE AND TIME WILL BE

REJECTED.

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 13 of 64

Any person with a qualified disability shall not be denied equal access and effective communication regarding any response documents or the attendance at any related meeting or response opening. If accommodations are needed because of a disability, please contact the Purchasing Section at (850) 488-6551 at least three (3) workdays prior to the opening.

POSTING OF RESPONSE TABULATION

Response Tabulation, with recommended award, will be posted electronically as Agency Decisions on the

Department of Management Services Vendor Bid System as a Public Notice. The Agency Decision may be viewed at http://vbs.dms.state.fl.us/vbs/main_menu, and will remain posted for a period of 72 hours.

Failure to file a protest within the time prescribed in Section 120.57(3)(b), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

Awarded Respondents are instructed not to proceed until a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice is given to the Contractor by the Commission.

A company or person who proceeds prior to receiving a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice from the Commission does so without a contract and at their own risk.

Sealed responses, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from Section 119.07(1) and Section 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision or until thirty (30) days after opening the responses, proposals, or final replies, whichever is earlier.

CONTRACT

The successful Respondent’s response and the Written Agreement shall form the contract between the parties. In the event there is any disagreement between the documents, the parties shall refer first to the

Request for Proposal then to Contractor’s response. The Commission reserves the right to revise the Written

Agreement as necessary to meet the requirements of this RFP.

SCOPE CHANGES AFTER CONTRACT EXECUTION

The Commission shall provide written notice to the successful Contractor thirty (30) days in advance of any

Commission required changes to the technical specifications and/or scope of service that affect the successful Contractor’s ability to provide the service as specified herein. Any changes that are other than purely administrative changes will require a change order

FWC CONTRACT MANAGER

The FWC employee identified as the Contract Manager shall perform the following on behalf of the FWC:

review, verify, and approve receipt of services/deliverables from the Contractor;

• Submit requests for change orders/amendments/renewals, if applicable;

• Review, verify, and approve invoices from the Contractor; and, if applicable, complete the

Certificate of Contract Completion form; and

• Maintain an official record of all correspondence between the Commission and the Contractor and forward the original correspondence to the Procurement Manager for the official file (e.g., renewal letters, vendor name change letter).

http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0119/Sections/0119.07.html

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 14 of 64

DELIVERABLES

The following services or service tasks are identified as deliverables for the purposes of the subsequent

Contract:

a. Performance of all services set forth in the Scope of Work.

b. Submission of all invoicing, supporting documentation, Corrective Action Plans and reports.

AUTHORIZED COMPENSATION

It is understood and agreed that all compensation under this RFP is specifically limited to the Contractor’s response price accepted by the Commission, and to the specific procedure for payment established in this

RFP and the Contract executed pursuant to it. The Commission is not liable for any costs, fees, expenses or any other compensation whatsoever incurred or charged by the Contractor, other than the response price paid for the work specifically described in the Scope of Work, which work is actually accomplished and invoiced by the Contractor subsequent to the Commission’s notice to proceed (or other notice to begin work).

Thus, the Commission is not liable for any costs incurred or charged by the Contractor in anticipation of responding to, or performing work described in, this RFP, including but not limited to equipment or personnel procured by the Contractor in anticipation of such work. The Commission is not responsible to the Contractor for any loss or damages resulting from circumstances unforeseen at the time of publication of this RFP including, but not limited to, those resulting from a “force majeure”.

ADDITIONAL LEGAL REQUIREMENT

All corporations seeking to do business with the State shall, at the time of submitting a response, be on file with the Department of State in accordance with provisions of Chapter 607, Florida Statutes; similarly, partnerships seeking to do business with the State shall, at the time of submitting such response, have complied with the applicable provisions of Chapter 620, Florida Statutes. For further information on required filing and forms, please go to the following sites: http://sunbiz.org or http://dos.myflorida.com.

USE OF CONTRACT BY OTHER STATE AGENCIES AND ELIGIBLE USERS

As provided in Chapter 60A-1.045, F.A.C., and Section 287.042(16) F.S., other State of Florida agencies may purchase from the resulting contract of this RFP, provided that the Department of Management

Services has determined the contract’s use is cost effective and in the best interest of the State, and with the Contractor’s consent.

Other State of Florida governmental entities and eligible users may also request of the Contractor to be able to use this contract. If the Contractor agrees to other entities to utilize this RFP contract, such agencies shall coordinate their use of this contract with the Florida Fish and Wildlife Conservation Commission in order to reduce scheduling conflicts.

CONDITIONS AND SPECIFICATIONS

The Respondent is required to carefully examine the conditions and specifications of this RFP and to be thoroughly informed regarding any and all requirements of the conditions and specifications.

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http://www.sunbiz.org/ http://dos.myflorida.com/

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 15 of 64

SCOPE OF WORK

FWC 21/22-117

AIRCRAFT MAINTENANCE GAP COVERAGE

PURPOSE

The intent of this Request for Proposal (RFP) is to obtain competitive proposals for the maintenance of the

Commission’s fixed wing and helicopter aircrafts in areas where there are gaps in coverage (Brevard, Columbia, Leon, Marion, and Santa Rosa counties), per the specifications contained herein.

1. GENERAL TERMS

1.1. The Commission occupies aircraft home base locations within the State of Florida which house fixed wing and/or helicopter aircrafts that require routine scheduled and un-scheduled maintenance.

1.2. FWC moves aircrafts around the State according to operational needs. Should FWC acquire any new aircrafts with make/models not specifically listed within the RFP, required scheduled and/or unscheduled maintenance services requested by the Commission of the vendor will be provided at the same cost as outlined on the price sheet for either fixed wing or helicopter aircrafts.

2. FINANCIAL CONSEQUENCES

The Respondent is required to follow the provisions within this scope of work and as indicated in the

Purchase Order issued. Failure by the Respondent to complete the project within the timeframe as specified in the Purchase Order, or to complete the required tasks as specified in the Purchase Order in a satisfactory manner, will be assessed a financial consequence of $250 per day

3. FIXED WING AIRCRAFT AND HELICOPTER AIRCRAFT

Vendor is to conduct scheduled and unscheduled maintenance inspections, repairs, and alterations on

FWC aircraft in accordance with Title 14 Code of Federal Regulation (14 CFR) parts 43 and 91 and other applicable Federal Aviation Regulations (FAR). Vendor shall furnish labor, materials, supervision, and equipment necessary to conduct maintenance and repairs necessary to maintain

FWC fixed wing and helicopter aircraft.

4. FWC AIRCRAFTS

Current FWC fixed wing and helicopter aircrafts are provided in tables A and B. FWC reserves the right to add or change fixed wing and helicopter aircraft inventory. Currently, FWC has 7 fixed wing and 7 helicopter aircraft.

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 16 of 64

Table A. Current FWC Fixed-Wing Aircraft

Make & Model

Cessna 182T

Cessna R 182RG

Vulcanair P68 Observer

Partenavia P-68C

Rockwell 500-S Aero Commander

King Air 200

Table B. Current FWC Helicopters

Make & Model

Bell 206 L-4

Bell OH-58

Bell 206B

Bell UH-1H

5. FIXED BASED OPERATOR QUALIFICATIONS

Fixed Based Operator (FBO) vendors must have at least one (1) Federal Aviation Administration

(FAA) certified airframe and power plant (A&P) mechanic or an A&P Apprentice and one (1) A&P with Inspection Authorization (IA) mechanic available for all major repairs, major alterations, and annual inspections performed on the aircraft.

6. AIRCRAFT MAINTENANCE

6.1. Prior to aircraft maintenance, vendor will provide a written estimate for proposed maintenance. At

FWC’s discretion this requirement may be waived by FWC with verbal approval to expedite aircraft return to service.

6.2. All vendors must maintain current manufacturer’s maintenance publications, manufacturer’s service notifications and FAA airworthiness directives (AD) for repair of all FWC aircraft. Vendor shall perform maintenance in accordance with the manufacturer’s recommended inspection program. Additionally, all non-certificated rotorcrafts are required to be maintained in accordance with the Inter-agency Committee for Aviation Policy (ICAP).

6.3. Aircraft repairs, modifications and alterations are to be conducted in accordance with appropriate maintenance publications and/or any manufacture notifications after authorization is provided by an FWC representative.

6.4. When needed, vendor must have the ability to provide FWC with priority service and scheduling on all maintenance, inspection, and repair, thereby reducing maintenance downtime.

6.5. FWC reserves the right to supply parts as it deems necessary.

6.6. FWC also requests that, if applicable, an engine or other specific maintenance vendor is allowed to work on or provide technical expertise in another vendor’s facility.

6.7. Pricing for all related parts, components, and accessories shall be consistent and reasonable with aviation maintenance industry standards in regard to cost.

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7. OFFSITE RECOVERY OF AIRCRAFT

If applicable, the Contractor shall be responsible for the coordination, oversight, and movement of any aircraft when transporting it from an offsite location to a maintenance facility. The Commission reserves the right to give preference to vendors located within the state of Florida. If transporting aircraft is required, the Contractor and/or subcontractor transporting aircraft will provide the

Commission Contract Manager with proof of cargo coverage insurance required to cover property damage or loss (i.e., cargo coverage). In the event applicable insurance coverage cannot be obtained, the Commission may pursue additional insurance coverage if deemed necessary for extenuating circumstances, in which the Commission will provide the Contractor with an invoice for the additional insurance. Any vendor submitting a response to the RFP shall include offsite recovery hourly rates within the prices submitted.

8. MOBILE MECHANIC REQUIREMENTS

8.1. Contractor must have a fixed business address.

8.2. Contractor will provide the airport identifiers they are willing to provide service to and the approximate mileage from their base of operation.

8.3. Contractor must have the ability to gain and maintain access to FWC’s home base locations they are willing to respond to.

8.4. Contractor must be able to access FWC hangar/facility without escort.

8.5. Contractor must have appropriate tooling required for level of maintenance offered.

8.6. Contractor must provide required stands/ladders, etc. needed for performing aircraft maintenance.

8.7. Contractor must be able to order and obtain aircraft parts needed to complete repair work.

8.8. Contractor must be able to sublet or outsource maintenance/work as required.

8.9. Contractor must be willing to travel up to 2.5 hours from the Respondent’s business address to perform maintenance on Commission aircraft at Commission airports/hangers.

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Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 18 of 64

ATTACHMENT A

FWC 21/22-117

FLORIDA FISH & WILDLIFE CONSERVATION COMMISSION

PURCHASE ORDER TERMS & CONDITIONS

Last Updated: February 16, 2022

Section 1. PURCHASE ORDER.

A. Composition and Priority.

The Contractor agrees to provide commodities or contractual services to the Commission within the manner and at the location specified in the Purchase Order, and any attachments to the Purchase

Order. These Purchase Order Terms and Conditions, whether generic or specific, shall take precedence over any inconsistent or conflicting provision in the State of Florida, General Contract

Conditions, PUR 1000. Additionally, the terms of the Purchase Order supersede the terms of any and all prior agreements with respect to this purchase.

B. Initial Term.

Unless otherwise specified, the Purchase Order begins on the date of issuance. Contractual services or commodities to be provided by the Contractor shall be completed by the date specified on the

Purchase Order end date.

Section 2. PERFORMANCE.

A. Performance Standards.

The Contractor agrees to perform all tasks and provide deliverables as set forth in the Statement of

Work and attachments to the Purchase Order. The Commission shall be entitled at all times, upon request, to be advised as to the status of work being done by the Contractor and of the details thereof.

Coordination shall be maintained by the Contractor with representatives of the Commission, or of other agencies involved in the project on behalf of the Commission.

B. Performance Deficiency.

If the Commission determines that the performance of the Contractor is unsatisfactory, the

Commission may notify the Contractor of the deficiency to be corrected, which correction shall be made within a time frame specified by the Commission. The Contractor shall provide the Commission with a corrective action plan describing how the Contractor will address all issues of Purchase Order non‐performance, unacceptable performance, and failure to meet the minimum performance levels, deliverable deficiencies, or Purchase Order non‐compliance. If the corrective action plan is unacceptable to the Commission, the Contractor will be assessed a non‐performance retainage equivalent to ten (10) percent of the total invoice amount or as specified in the contractual documents.

The retainage will be applied to the invoice for the then‐current billing period. The retainage will be withheld until the Contractor resolves the deficiency. If the deficiency is subsequently resolved, the

Contractor may invoice the Commission for the retained amount during the next billing period. If the

Contractor is unable to resolve the deficiency, the funds retained will be forfeited.

C. Contractor Responsibilities.

The Contractor agrees that all Contractor employees, subcontractors, or agents performing work under the Purchase Order shall be properly trained technicians who meet or exceed any specified training qualifications. Upon request, the Contractor shall furnish a copy of technical certification or

Request for Proposal – Revised 3.3.2022 FWC 21/22-117, Page 19 of 64 other proof of qualification. All employees, subcontractors, or agents performing work under the

Purchase Order must comply with all security and administrative requirements of the Commission.

The Commission may conduct, and the Contractor shall cooperate in, a security…