FWC 22.23-97 RFP - Final.pdf

FLORIDA FISH AND WILDLIFE CONSERVATION COMMISSION

1875 ORANGE AVENUE E

TALLAHASSEE, FL 32311-6160

(850) 488-6551

REQUEST FOR PROPOSALS

FWC 22/23-97

SERVICES FOR FIXED WING AND ROTARY WING AIRCRAFT

RESPONDENT ACKNOWLEDGEMENT FORM

Purpose: The intent of this RFP is to obtain competitive responses for the maintenance, inspection, repair, and alteration services of the Commission’s fixed wing and rotary wing aircraft, 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: _______________Ai rcraft Type(s) Responding For: Fixed Wing ____ Rotary ____

I certify that this RFP response is submitted without prior understanding, agreement, or connection with any corporation, fir m, 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 si gn thi s acknowledgement fo r the Respondent.

Authorized Signature (Manual): ___________________________________________________________________________________

Authorized Signature Name (Typed) and Title: ______________________________________________________________________

Date: _______________________________________

Request for Proposal – Revised 11.4.2022 FWC 22/23-97, Page 2 of 75

CALENDAR OF EVENTS

FWC 22/23-97

SCHEDULE DUE DATE METHOD

RFP Advertised March 29, 2023 Posted on the Vendor Information Portal (VIP)

Non-Mandatory Pre-Proposal Conference Call

April 6, 2023

@ 11:00 AM ET

See Pre-Proposal Conference Clause

Deadline for Questions

Must be received

PRIOR to:

April 11, 2023

@ 5:00 PM ET

See Deadline for Questions Clause

Anticipated date for Responses to

Written Questions April 17, 2023 Posted on the Vendor Information Portal (VIP)

SEALED RESPONSE DUE

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

Must be received

PRIOR to:

April 28, 2023

@ 2:00 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 April 28, 2023

@ 2:00 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

May 3, 2023 to

May 17, 2023

Florida Fish & Wildlife Conservation Commission

Anticipated Date of Intended Award

May 30, 2023 Posted on the Vendor Information Portal (VIP) https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/

Request for Proposal – Revised 11.4.2022 FWC 22/23-97, Page 3 of 75

GENERAL CONDITIONS

FWC 22/23-97

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 11.4.2022 FWC 22/23-97, Page 4 of 75

PROCUREMENT MANAGER

Ruth Heggen ruth.heggen@myfwc.com

TERM

The contract will be effective for three (3) years from the date of award.

Each individual project shall be completed by the Completion Date stated on the project quote submitted by the Contractor and approved by the Commission. 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 will determine it is justified. If the extension goes beyond the end date of the contract, they will forward the request 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 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 Purchase Order. 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 response 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: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 11.4.2022 FWC 22/23-97, Page 5 of 75

NON-MANDATORY PRE-PROPOSAL CONFERENCE CALL

A non-mandatory pre-proposal conference call will be held on the date and time specified in the Calendar of Events (Page 2). The purpose of the pre-proposal conference call 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 during the pre-proposal conference call, however, Respondents should clearly understand that verbal discussions held at the pre-proposal conference call 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.

Access Phone Number: 1-888-585-9008

Conference Room Number: 218-721-199

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.

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 Information Portal.

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.

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 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.

Request for Proposal – Revised 11.4.2022 FWC 22/23-97, Page 6 of 75

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 Information Portal.

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 Information Portal website. Each Respondent is responsible for monitoring the Vendor

Information Portal 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 Information Portal.

FORMAT FOR RESPONSE SUBMISSION

Each response shall be prepared in 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 for the Response Submission. All costs associated with preparing a response to this RFP is the sole respons ibility of the Respondent.

RESPONDENT ACKNOWLEDGMENT

For this response to be considered responsive, the Respondent Acknowledgement Form (page 1) must be completed in its entirety (including the aircraft type(s) that the Respondent is proposing to provide services for), 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

Respondents are encouraged to prepare their Response Package in the order outlined below, with the sections tabbed for ease of the identification and review by the evaluation committee members. Respondents may propose providing services for either aircraft type or for both aircraft types. A completed Cost Sheet and

Experience Form for each aircraft type for which the response is being submitted must be provided.

TAB A. Respondent Acknowledgment Form (Mandatory)

The Respondent shall complete and submit the Respondent Acknowledgment Form (page 1) in its entirety and return the form as part of the RFP response or the response shall be deemed non-responsive.

https://vendor.myfloridamarketplace.com/

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TAB B. 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, phone numbers and email addresses shall be given. This information shall be provided on the Reference Form, enclosed herein, and submitted with the response. The References form shall be completed in its entirety and returned as part of the RFP response or the response shall be deemed non-responsive.

TAB C. Experience Form (Mandatory) — Attachment E and/or F

The Respondent shall complete and submit the appropriate Experience form (Experience for Fixed Wing

Aircraft and/or Experience for Rotary Wing Aircraft), enclosed herein, which should include a chronological list of Respondent experience, a description of the services provided for each operation, and duration of each project. The appropriate Experience form shall be completed in its entirety, and returned, as part of the RFP response or the response shall be deemed non-responsive.

TAB D. Project Plan (Mandatory)

The Respondent shall provide the requested information for each of the areas identified below as part of the Project Plan. 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. Customer Service Capabilities Respondents shall submit a detailed response to each items listed below:

a. Explanation of Customer Capabilities:

i. Describe the personnel, equipment, and expertise provided by your facility.

ii. Explain why your facility is the most qualified to provide the services to the

Commission’s aircraft.

iii. Describe your ability to provide FWC with priority service and scheduling on all services, thereby reducing aircraft downtime.

iv. Describe your willingness and ability to consult with FWC personnel for providing technical assistance or expertise when needed.

v. FWC personnel will need to monitor aircraft while in for scheduled and unscheduled service. What is your company’s guidelines or policies to allow FWC personnel onsite access to aircraft while in service?

vi. Explain your experience working with the State of Florida clients.

b. Procedures and Processes:

i. FWC aircraft are overseen by the FWC Aviation Captain and unit personnel. What are your procedures for discussion of required or recommended aircraft service needs with FWC personnel?

ii. Provide the hours of operation and describe your staffing capability to provide technical assistance after hours.

iii. Describe your aircraft fueling and defueling processes.

iv. Describe your procedures for handling offsite service requests.

v. Describe your offsite recovery procedure.

vi. Describe your quality control procedures and staff assigned in quality control.

c. Maintenance Facility/Maintenance Storage:

i. Facility/Storage Security: Provide a list of security measures to demonstrate your facility’s ability to secure the aircraft, aircraft parts, and components (example: security

Request for Proposal – Revised 11.4.2022 FWC 22/23-97, Page 8 of 75 cameras, perimeter fencing, etc.). The response must show adequate, secure storage to conduct aircraft services and adhere to State and Federal security standards.

ii. Facility Storage Size: Explain and provide sufficient information to demonstrate your facility’s ability to offer ample facility space, for aircraft maintenance, parts, and components for extended periods of time.

iii. Additional Aircraft, Parts, and Components Storage Capabilities: Explain your facility’s capability to store additional aircraft, parts and components and provide sufficient information to demonstrate their ability to support additional aircraft storage in a hangar, or the storage of parts and components.

d. Aircraft Specific Component:

To be considered for both aircraft types (Fixed wing and Rotary wing), Respondent must submit a response to both questions. Each aircraft type will be evaluated independently.

i. Response needed for FIXED WING only: What are your staffing capability and procedures to conduct aircraft maintenance run-ups and test flights on fixed wing aircraft?

ii. Response needed for ROTARY WING only: What are your track and balance procedures for post-maintenance rotary wing aircraft and test flights?

2. Aircraft Specific Training and/or Technical Expertise:

Respondent shall provide evidence of aircraft specific training and technical expertise to show competency to perform requested work on either Fixed Wing and/or Rotary Wing aircraft similar to that listed in this RFP (example: operating an airframe or engine factory authorized service center, Rolls Royce engine training, Bell helicopter factory training, Cessna factory training, etc.).

3. Technicians’ Licenses and Certifications:

Respondent shall provide all licenses and certificates of their technicians. Technicians without any licenses and certifications need to be listed and noted as “no license or certification”. Response must include at least one technician with an FAA Airframe and Powerplant (A&P) license. Note:

Additional points may be earned for having at least one technician with an FAA Airframe and Powerplant (A&P) license with Inspection Authorization (IA) certification.

4. Certification and Capabilities List for FAA Repair Station:

Respondent certified as FAA Certified Repair Station must provide FAA Repair Station

Certification and FAA Repair Station Capabilities List on aircraft listed in this RFP. If not certified, write “not an FAA Certified Repair Station.”

TAB E. Cost Sheet (Mandatory) — Attachment G and/or H

The Respondent shall complete and submit the appropriate Cost Sheet for the services being proposed.

The appropriate Cost Sheet must be completed in its entirety and submitted in each response submitted by the Respondent or the response shall be deemed non-responsive.

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

The Respondent shall propose their intended subcontractor(s) by completing and submitting the List of Subcontractors for included herein as Attachment C. Attachment C shall be returned as part of the

RFP response of the response shall be deemed non -responsive.

Request for Proposal – Revised 11.4.2022 FWC 22/23-97, Page 9 of 75

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 one (1) electronic copies (on a 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 DELIV ERY 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 11.4.2022 FWC 22/23-97, Page 10 of 75

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.

SELECTION AND EVALUATION OF RESPONSES

This shall be a multi-award RFP. FWC anticipates making awards separately for Fixed Wing Aircraft and Rotary Wing Aircraft. 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. Responses for Fixed Wing Aircraft and Rotary Wing Aircraft will be evaluated separately. The appropriate Evaluation Criteria Scoring Sheet (Attachments I and J) will be used by the evaluation committee to assign scores to all evaluated responses designated as responsive.

Total score will be tabulated for each Aircraft Type and used to determine awards. Scores will be averaged by aircraft type for all evaluation committee members and ranked by aircraft type from the highest to lowest average score. Respondents must score at least 60 points per work type to be considered for award.

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 submitted as outlined in the Mandatory Responsiveness Requirements for Response

Submission, and follow the guidelines of the Format for Response Submission section.

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;

b. fail to utilize or complete prescribed forms; or

c. 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.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

Request for Proposal – Revised 11.4.2022 FWC 22/23-97, Page 11 of 75

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

Experience 25

Project Plan 70

Cost 5

TOTAL: 100

Points will be awarded on the basis of the following evaluation factors:

1. Experience (25 points)

Experience evaluated based upon experience with providing aircraft services.

2. Project Plan (70 points) The evaluation of the Project Plan will be evaluated based on the information provided by the

Respondent for each of the topics requested.

3. Cost (5 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× (𝐵) = 𝐶 A = Lowest total proposed cost (including renewals)

N = Proposed cost for Respondent under review

B = Number of maximum points awarded for lowest response

C = Score awarded to next lowest cost

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.

AMERICAN RESCUE PLAN ACT (ARPA) OF 2021

If project funding is provided by the ARPA, then the project is subject to the terms and conditions stated in

Section 7, Federal Funding, of the Purchase Order Terms & Conditions (Attachment A). Contractors will be made aware if ARPA will fund the project prior to issuance of a Purchase Order.

Request for Proposal – Revised 11.4.2022 FWC 22/23-97, Page 12 of 75

Contractors must have a valid Unique Entity Identifier Number (UEI) and be fully registered with the Federal System for Award Management (SAMS) prior to any work being issued via Purchase Order for any project that uses ARPA funding.

Prior to being issued a Purchase Order, the selected Contractor for the project shall be required to satisfy the qualification requirements established in the American Rescue Plan Act of 2021 (ARPA). Failure to strictly meet and follow all such requirements may result in disqualification for award.

The requirements for contracts using federal funds consist of two parts:

1. Unique Entity Identifier (UEI), which is obtained on sam.gov by providing a legal business name and physical address.

2. Financial Information, which may be entered on sam.gov through the registration process or provided to the Commission on the ARPA Financial Information Form as described below.

The selected Contractor for the project shall provide to the Commission the following:

1. Within two (2) days after email notification from Commission’s Contract Manager, the selected

Contractor shall provide evidence of Contractor’s registration for a Unique Entity Identifier

(UEI) on sam.gov. Evidence may be provided via email in the form of a screenshot upon receipt of UEI during registration process, screenshot of Contractor’s file on the sam.gov system that displays UEI, or screenshot of Contractor’s completed registration file on the sam.gov system including all required financial information requested in the sam.gov registration process.

The Commission shall have two (2) days after receipt of ARPA documents described above to determine whether the Contractor is qualified for the contract award or if they need to fill out the ARPA Financial Information Form.

2. If the selected Contractor for the project has received their UEI but did not complete the full financial registration on sam.gov after receiving the UEI, the Commission’s Contract Manager shall provide the Contractor with the ARPA Financial Information Form. The Contractor shall complete the Form and return it to the Commission’s Contract Manager within five (5) days after receipt via email.

The Commission shall have two (2) days after receipt of the ARPA Financial Information Form to determine whether the selected Contractor for the project is qualified for the contract award of the project.

POSTING OF RESPONSE TABULATION

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

Department of Management Services Vendor Information Portal as a Public Notice. The Agency Decision may be viewed on the Vendor Information Portal, 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.

https://sam.gov/content/home https://sam.gov/content/home https://sam.gov/content/home https://sam.gov/content/home https://sam.gov/content/home https://sam.gov/content/home https://sam.gov/content/home

Request for Proposal – Revised 11.4.2022 FWC 22/23-97, Page 13 of 75

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 Purchase Order 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 Purchase Order as necessary to meet the requirements of this RFP.

SCOPE CHANGES AFTER PURCHASE ORDER ISSUANCE

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.

POST-AWARD RFP MODIFICATIONS

Any modification to the term and conditions of this RFP or the Scope of Work, after the award, which are required due to changed circumstances, shall be in the form of an Amendment. Each awarded contractor will receive via email a copy of the Amendment. Each Contractor that agrees to the changes shall provide a letter to the Commission on company letterhead stating that agreement.

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).

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.

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

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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 Purchase Order 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 examine carefully the conditions and specifications of this RFP and to be thoroughly informed regarding any and all requirements of the conditions and specifications.

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

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SCOPE OF WORK

FWC 22/23-97

SERVICES FOR FIXED WING AND ROTARY WING AIRCRAFT

PURPOSE

The intent of this Request for Proposal (RFP) is to obtain competitive proposals for the maintenance, inspection, repair, and alteration services of the Commission’s fixed wing and rotary wing aircraft, per the specifications contained herein. This shall be a multi-award RFP. The Commission anticipates making multiple awards for Fixed Wing Aircraft and multiple awards for Rotary Wing Aircraft.

1. GENERAL TERMS

1.1 FWC may award multiple contracts under this RFP, or undertake supplemental contracts for work related to this RFP. The number of awards shall be made at the sole discretion of the FWC, as determined to be in the best interest of the state. Any successful Respondent and its subcontractors shall cooperate with such other contractors and the FWC in all such cases.

1.2 An award under this RFP is not a guarantee of work. No minimum quantity of work is guaranteed.

1.3 The distribution of work to awarded Respondents (Contractors) shall be at the sole discretion of the FWC. No work shall commence until an authorized Purchase Order from FWC has been received.

2. FINANCIAL CONSEQUENCES

The Contractor shall complete all work in full compliance with the terms of the Purchase Order and attachments. Failure to complete the services by the completion date in the specific Purchase Order will result in an assessed financial consequence of 5% of the invoice amount. FWC will define the completion date based on the project quote from the Contractor. Upon approval from the Commission, the completion date can be extended.

3. FIXED WING AND ROTARY WING AIRCRAFT

The Commission occupies aircraft home base locations within the State of Florida which house fixed wing and/or rotary wing aircraft that require routine scheduled and un-scheduled services. The Commission moves aircraft around the state according to operational needs. Should the Commission acquire any new aircraft with make/models not specifically listed within the RFP, required scheduled and/or unscheduled services requested by the Commission of the Contractor will be provided at the same cost as outlined on the Contractor’s Fixed Wing or Rotary Wing Cost Sheets.

Current Commission’s fixed wing and rotary wing aircraft are provided in tables A and

B (SOW Sections 8 and 9). The Commission reserves the right to add or change fixed

Request for Proposal – Revised 11.4.2022 FWC 22/23-97, Page 16 of 75 wing and rotary wing aircraft inventory. Currently, The Commission has 7 fixed wing and 6 rotary wing aircraft. FWC will acquire 1 additional fixed wing and 2 additional rotary wing aircraft by 2024.

4. AIRCRAFT MAINTENANCE, INSPECTION, REPAIR, AND ALTERATION

SERVICES

4.1. Contractor is to conduct scheduled and unscheduled maintenance, inspections, repairs, and alterations on FWC aircraft in accordance with Federal Aviation

Regulation (FAR). Parts 43 and 91 and other applicable Federal Aviation

Regulations.

4.2. Contractor shall furnish labor, materials, supervision, and equipment to conduct necessary services on Commission’s fixed wing and rotary wing aircraft.

4.3. Maintenance records for aircraft shall be completed in a timely manner for FWC pilots to comply with FAR 91.407(a).

4.4. Aircraft services are to be conducted in accordance with appropriate publications, standard procedures, including any manufacture notifications after authorization is provided by an FWC Aviation unit personnel.

4.5. All Contractors must maintain current manufacturer’s publications, manufacturer’s service notifications and FAA airworthiness directives (AD) for service of all

Commission’s aircraft. The Contractor shall perform servicing of aircraft in accordance with the manufacturer’s recommended inspection program.

Additionally, all non-certificated rotary wing aircraft are required to be maintained in accordance with the appropriate military technical manuals and the Interagency

Committee for Aviation Policy (ICAP).

4.6. All standard services must be returned to service by a licensed A&P technician. All non-licensed technicians must be under direct supervision of a licensed A&P technician. In order to be able to perform major repairs, major alterations, and annual inspections on any aircraft, the Contractor must have at least one (1) technician that has Federal Aviation Administration (FAA) Airframe and

Powerplant (A&P) license with Inspection Authorization (IA) certification.

4.7. Contractor is required to have access to a permanent maintenance facility with a physical business address. The facility must be secure and of sufficient size to conduct inspections, service, and provide overnight storage during maintenance of

FWC aircraft. The Contractor shall ensure that FWC aircraft are secured in a manner that restricts unauthorized access to the aircraft by anyone not employed by the Contractor.

4.8. When needed, Contractors must have the ability to provide FWC with priority service and scheduling on all services, thereby reducing aircraft downtime.

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4.9. The Commission reserves the right to supply parts as it deems necessary.

4.10. The Contractor must notify the FWC for the use of Non-original Equipment

Manufacturer (OEM)/ Parts Manufacturing Authorization (PMA) parts in maintenance and repairs.

4.11. If applicable, the Commission may request other specific service providers to be allowed to work on or provide technical expertise on their behalf in another

Contractor’s facility.

4.12. Contractor must have fueling and defueling capability for servicing following acceptable standard practice.

4.13. Contractor’s facility, if not at an airport that has commercial fuel available, must have appropriate fuel available for purchase by the Commission as applicable to the aircraft type.

5. WRITTEN QUOTE AND INVOICE REQUIREMENTS

5.1. Prior to any aircraft service, Contractor will provide a written estimate for proposed work. At the discretion of the FWC, this requirement may be replaced with verbal approval to expedite aircraft return to essential governmental service. After providing verbal approval, the Contract/Project Manager will immediately send an email to the Contractor documenting the verbal approval.

5.2. Pricing for all related parts, components, accessories, and consumables shall be consistent and reasonable with aviation industry standards in regard to cost. Pricing in the written quote shall include all necessary costs to complete the project, including shipping.

5.3. The written quote for services must include all potential costs and be itemized

(example: hourly rates, parts, flat rate, sublet services (including sublet service cost, sublet service markup percentage, sublet service shipping), consumables, avionics, transportation, fuel, and handling).

5.4. It is the responsibility of the Contractor to correctly invoice the Commission and the invoice must follow the FWC Aviation Invoice Guidelines (Exhibit 1).

6. 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 Contractors located within the state of Florida. If transporting aircraft is required, see Section 7.

TRANSPORTATION for guidance.

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7. TRANSPORTATION

7.1. In the event that an aircraft needs to be transported, Contractor shall coordinate with the Commission to ensure aircraft reaches the destination as required.

7.2. If applicable, 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 minimums cannot be obtained, the commission may pursue additional insurance coverage if deemed necessary for extenuating circumstances.

8. TABLE A. MAKE & MODEL OF FWC ’S FIXED WING AIRCRAFT

Cessna 182T

Cessna R182

Cessna Caravan 208

Vulcanair P68 Observer 2

Partenavia P68C

Rockwell 500-S Aero Commander

Beechcraft King Air 200

9. TABLE B. MAKE & MODEL OF FWC ’S ROTARY WING AIRCRAFT

Bell 206 L-4

Bell OH-58

Bell 206B

Bell 505

Request for Proposal – Revised 11.4.2022 FWC 22/23-97, Page 19…