FWC 24.25-29 Final.pdf

FLORIDA FISH AND WILDLIFE CONSERVATION COMMISSION

1875 ORANGE AVE E

TALLAHASSEE, FL 32311-6160

(850) 488-6551

INVITATION TO BID

FWC 24/25-29

SPECIAL MISSION AVIONIC SERVICE

ITB BIDDER ACKNOWLEDGEMENT FORM

Purpose: The intent of this bid is to obtain competitive pricing for special mission avionic services for the Commission’s fixed wing and rotary wing aircraft at Melbourne Orlando International, per the specifications contained herein. Only responsive and responsible Contractors will be considered for award of this Invitation to Bid (ITB).

Responsive: To be responsive, a bid must constitute a definite, firm, unqualified and unconditional offer to meet all of the material terms of this ITB. 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 ITB and which, for reasons of policy, must be complied with at risk of bid rejection for non-responsiveness.

Non-Responsive: Any submission that does not comply with this ITB in any way, does not contain all the properly signed forms, supplements or deviates from the Bid requirements or has an incomplete Price Sheet may be considered nonresponsive at the discretion of the 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 bid. The Commission reserves the right to use any information, whether supplied through the Bidder’s submission or otherwise obtained, in determining responsibility.

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

Name of Business: ____________________________________________________________________________________________________

Contact Person Name: _________________________________________________________________________________________________

Business Address: ____________________________________________________________________________________________________

City: ____________________________ State: _____________________________ Zip code: ______________________________________

Phone: ___________________________ Fax: _______________________________ Email: ______________________________________

Federal Employer Identification Number: ____________________

The undersigned attest to the following:

“We understand all of the terms, conditions and the specifications contained herein and agree to abide by all of the terms, conditions and the specifications in their entirety.

Authorized Signature (Manual): ________________________________________________________________________________________

Authorized Signature Name (Typed) and Title: __________________________________________________________________________

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 2 of 53

CALENDAR OF EVENTS

FWC 24/25-29

SCHEDULE DUE DATE METHOD

Bid Advertised October 7, 2024 Posted on the Vendor Information Portal

(VIP)

NON-MANDATORY Pre-Bid

Conference

October 14, 2024

@ 2:30 PM ET

See Pre-Bid Conference Clause

Deadline for Questions

Must be received

PRIOR to:

October 21, 2024

@ 5:00 PM ET

See Deadline for Questions Clause

Anticipated date for Responses to Written Questions October 24, 2024 Posted on the Vendor Information Portal

SEALED BIDS DUE

(REMEMBER: The bid number should be clearly marked on envelope)

Must be received

PRIOR to:

October 31, 2024

@ 2:30 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 Bid Opening October 31, 2024

@ 2:30 PM ET

Public Opening Options for Attendance:

-In Person-

1875 Orange Ave E

Tallahassee, FL 32311-6160

-Teleconference-

Conference call phone number:

1.888.585.9008

Conference room number: 218-721-199

Anticipated Date of Intended

Award November 5, 2024 Posted on the Vendor Information Portal https://vendor.myfloridamarketplace.com/

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 3 of 53

GENERAL CONDITIONS

FWC 24/25-29

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 Bidder submitting a bid shall be registered in the MyFloridaMarketPlace (MFMP) system and where required, the Sunbiz system prior to the bid 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 Bidder may not be considered for an award, if not registered in the MFMP and Sunbiz system. The Bidder’s registration address and federal employer identification (FEID) number should match the Bidder’s address and FEID number listed on the

Bidder 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.

Bids from Bidders shall include all necessary equipment to complete the job. The bidder is required to supply all specified documentation when submitting a bid 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 Bidder or Contractor, including any appearing in documents attached as part of a Bidder’s response.

In signing and submitting its bid, a Bidder 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 bid, shall be grounds for rejecting a bid.

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

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 4 of 53

PROCUREMENT MANAGER

Matthew Carroll matthew.carroll@myfwc.com

TERM

The contract will be effective for three years beginning on the date of award. The date of award will be the day that the agency decision reaches 72 hours of having been posted on VIP, or the resolution of any protests; whichever is latest.

If circumstances constituting Force Majeure have occurred, or if anything occurs beyond the Contractor’s control, the Contractor shall submit an extension request in writing. 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 (F.S.), each Bidder shall supply a price for each year that a contract may be renewed. Evaluation of bids shall include consideration of the total cost of the contract, including the total cost for each renewal year, as submitted by the Bidder.

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 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: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

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 5 of 53

NON-MANDATORY PRE-BID CONFERENCE

A non-mandatory pre-bid conference will be held over the phone at 1.888.585.9008, room number 218-721-

199 Click or tap here to enter text. on the date and time specified in the Calendar of Events (Page 2). The purpose of the pre-bid conference is to discuss the contents of this ITB and to accept verbal questions from

Bidders concerning the project. The Commission will make a reasonable effort to answer verbal questions asked at the pre-bid conference, however, Bidders should clearly understand that verbal discussions held at the pre-bid conference 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.

Conference call phone number: 1.888.585.9008

Conference room number: 218-721-199

VERBAL INSTRUCTION PROCEDURE

Bidders may not consider any verbal instructions as binding upon the Commission. No negotiations, discussions, or actions shall be initiated or executed by the Bidder 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.

SOLICITATION QUESTIONS

Any questions from Bidders that require an official FWC answer concerning this project shall be submitted in writing to the Procurement Manager. This includes specification inquiries, such as questions or requests for additional or altered terms and conditions. Questions to the Procurement Manager shall not constitute formal protest of the specifications or of the solicitation. 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 bidder 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

(https://vendor.myfloridamarketplace.com).

LIMITATION ON BIDDER CONTACT DURING SOLICITATION PERIOD

Bidders 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 Commission posting the notice of intended award, (i.e., 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.

BIDDER SPECIFICATION CHALLENGE

Any protest concerning the specifications of this solicitation shall be made in accordance with PUR1001, paragraph 20, “Protests”. A notice of protest of the solicitation documents shall be made within seventy-two hours after the posting of the solicitation. Failure to file a protest within the time prescribed in Section

120.57(3)(b), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S.

ADDENDUMS

If the Commission finds it necessary to supplement, modify or interpret any portion of the specifications or documents or answer any Bidder questions during the ITB period an addendum shall be posted on the

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 6 of 53

Vendor Information Portal internet site. Each Bidder is responsible for monitoring the Vendor Information

Portal website (https://vendor.myfloridamarketplace.com) for new or changing information relative to this procurement. The Commission bears no responsibility for any delays, or resulting impacts, associated with a

Bidder’s failure to obtain the information made available through the Vendor Information Portal.

BIDDER ACKNOWLEDGMENT

In order for this bid to be valid, the bid must be completed in its entirety, signed by the Bidder and returned, as part of the bid or the bid will be rejected. By affixing your signature to the ITB Bidder Acknowledgement

Form (page 1), the Bidder hereby states that the Bidder has read all bid 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 Bidder will provide the Commission under these bid specifications.

REFERENCES

Each prospective Bidder shall provide a minimum of three (3) references for similar projects completed.

Current contact names and phone numbers shall be included with the bid package. See the attached references form for more detail.

IDENTICAL TIE BIDS

Preference shall be given to businesses with drug-free workplace programs. If two (2) or more bids which are equal with respect to price, quality, and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process.

Contractors must complete the Identical Tie Bid / Drug Free Workplace form (Attachment D) provided and return it with their bid.

SUPPORTING/SUPPLEMENTAL INFORMATION

The Commission requires that bidders submit all required technical, specification, and other supporting information with their bid, so that a detailed analysis and determination can be made, by the Contract

Manager that the product/service offered meets this ITB’s specifications and that other requirements of this ITB have been met. However, provided a bid meets the requirements for a definite, firm, unqualified, and unconditional offer, the Commission reserves the right to request supplemental information from the bidder after the bids have been opened to ensure that the products/services offered completely meet this

ITB’s requirements. The requirement for such supplemental information will be at the reasonable discretion of the Commission and may include the requirement that a bidder will provide a sample product(s) so that the Commission can make a first-hand examination and determination.

A bidder's failure to provide this supplemental information or the product sample(s), within the time set by the Commission, will cause the Commission to consider the Contractor non-responsive and reject the

Contractor’s bid.

CONFIDENTIALITY/PUBLIC RECORDS LAW

Bidders are cautioned that Florida law generously defines what constitutes a public record and grants broad rights of public access to those records; see, for example, section 119.07, F.S. If a Bidder believes that its response contains information that is confidential or exempt from disclosure under Florida Law, the Bidder shall clearly segregate and mark that information (for example, stamp each page "Confidential" and place it in an envelope marked "Confidential") and briefly describe in writing the grounds and specific legal citations for claiming exemption from the public records law. If after the notice of intended decision or thirty

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 7 of 53

(30) days after bid opening, whichever is earlier, the Commission receives a public record request related to the solicitation, the Commission will provide copies of public records that are not exempt to the requester.

The Commission will endeavor to provide notice to the Bidder of all public records requests received related to documents provided by the Bidder that were marked pursuant to this paragraph. In no event shall the

Bidder 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

All bids shall be submitted in a SEALED ENVELOPE addressed to:

Florida Fish and Wildlife Conservation Commission

Attn: Purchasing

1875 Orange Ave E

Tallahassee, Florida 32311-6160.

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

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.

SOLICITATION PUBLIC OPENING

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

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

Any person with a qualified disability shall not be denied equal access and effective communication regarding any bid/proposal documents or the attendance at any related meeting or bid/proposal 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.

AWARDED BID/INSPECTION

The Commission will award the bid to the responsive, responsible bidder who submits the lowest bid price.

If deemed necessary, an interview with the bidder by the Contract Manager may be required before the bid is awarded.

The Commission reserves the right to inspect the prospective Contractor’s materials and background record prior to making an award of the Contract. If the Contract Manager determines the lowest bidder does not have sufficient experience, equipment, etc. to meet the specifications of this ITB, the Commission reserves the right to reject the bidder and evaluate the next lowest bidder.

POSTING OF BID TABS

Bid Tabulations with Contractors identified as awarded bidders will be posted electronically as Agency

Decisions on the Department of Management Services Vendor Information Portal as a Public Notice. The

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 8 of 53

Agency Decision may be viewed at https://vendor.myfloridamarketplace.com, 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), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S.

Awarded Bidders 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 bids, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from s. 119.07(1) and s. 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 bids, proposals, or final replies, whichever is earlier.

SCOPE CHANGES AFTER CONTRACT EXECUTION

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

Commission required changes to the technical specifications and/or scope of service that affect the successful bidder’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.

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.

LIQUIDATED DAMAGES

If the Contractor fails to complete the work or the conditions of the Purchase Order and/or Change Orders by the completion date, the Commission shall have the right to deduct liquidated damages from any amount due and payable to the Contractor. Liquidated damages shall be assessed in the amount of $0 per calendar day of delay. Exceptions to this provision may be made if a delay is attributable to circumstances that are clearly beyond the control of the Contractor. The burden of proof of unavoidable delay shall rest with the

Contractor and shall be supplied in a written form and submitted to the Contract Manager.

WARRANTIES/DAMAGED ITEMS/DELIVERY

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

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 9 of 53

The Contractor shall assume full responsibility for providing or ensuring warranty coverage and/or warranty service on any and all items including goods, materials, or equipment provided to the Commission.

If Contractor is not the Manufacturer, all Manufacturer warranties must be passed through to the

Commission.

Delivery shall be made no later than the specified Delivery Date. The Contractor shall pay all costs associated with delivery and shall assume full responsibility for all item(s) damaged prior to the F.O.B.

destination delivery and agree to hold harmless the Commission of all responsibility for prosecuting damage claims.

The Contractor shall assume full responsibility for replacement of all defective or damaged goods within thirty (30) days of notice by the Commission of such defect or damage.

GUARANTEE

If products do not comply with the specifications contained herein, the Contractor shall replace the product(s), or the purchase price shall be refunded. The refund or the delivery of the replacement product(s) shall be made within thirty (30) days following the Contract Manager’s notification to the Contractor that the original product(s) was non-compliant. Costs of returning the original product(s) will be the sole responsibility of the Contractor.

AUTHORIZED COMPENSATION

It is understood and agreed that all compensation under this ITB is specifically limited to the Contractor’s bid price accepted by the Commission, and to the specific procedure for payment established in this ITB 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 bid 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 ITB 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 ITB 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 bid, be on file with the Department of State in accordance with provisions of Chapter 607, F.S.; similarly, partnerships seeking to do business with the State shall, at the time of submitting such bid, have complied with the applicable provisions of Chapter 620, F.S. 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, Florida Administrative Code (F.A.C.), and Section 287.042(16), F.S., other State of Florida agencies may purchase from the resulting contract of this ITB, 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 ITB contract, such agencies http://www.sunbiz.org/ http://dos.myflorida.com/

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 10 of 53 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 bidder is required to examine carefully the conditions and specifications of this bid and to be thoroughly informed regarding any and all requirements of the conditions and specifications.

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 11 of 53

SCOPE OF WORK

FWC 24/25-29

SPECIAL MISSION AVIONIC SERVICE

PURPOSE

The intent of this Invitation to Bid (ITB) is to obtain competitive bids for special mission avionic services for the Commission’s fixed wing and rotary wing aircraft at Melbourne Orlando International, per the specifications contained herein.

1. GENERAL TERMS

1.1. Special mission avionic services include modification, retrofit, upgrades, maintenance, alternation, inspection, repair and other related services.

1.2. Services shall not, under any circumstances, commence prior to the issuance of the Purchase Order and written approval from the Commission.

2. FIXED WING AND ROTARY WING AIRCRAFT

2.1. 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 wing and rotary wing aircraft inventory. Currently, The Commission has 10 fixed wing and 9 rotary wing aircraft.

2.2. Should the Commission acquire any new aircraft with make/models not specifically listed within this ITB, Contractor shall provide services at the same cost (hourly rate) as outlined on the Price

Sheet.

3. CONTRACTOR GENERAL QUALIFICATIONS

3.1. The Contractor must be able to receive and store aircraft at Melbourne Orlando International. The facility must be secure and of sufficient size to conduct inspections, service, and provide overnight storage during service of the Commission’s aircraft. The Contractor shall ensure that the

Commission’s aircraft are secured in a manner that restricts unauthorized access to the aircraft by anyone not employed by the Contractor.

3.2. The Contractor must have a Designated Engineering Representative (DER) and Designated

Airworthiness Representative (DAR) available to perform on the aircraft as needed.

3.3. It is preferred for the Contractor to be an authorized dealer for Garmin.

3.4. Respondent must provide the following with their response:

3.4.1. Legible copy of Federal Aviation Administration (FAA) certified airframe and power plant

(A&P) mechanic certification. The Contractor must have at least one (1) Federal Aviation

Administration (FAA) certified airframe and power plant (A&P) mechanic available to perform on the aircraft.

3.4.2. Legible copy of the Federal Aviation Administration (FAA) Repair Station Certificate.

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 12 of 53

3.4.3. Legible copy of the AS9100 Certification.

3.4.4. Part 21 Certification Title 14, Code of Federal Regulation part 21 Parts Manufacturer approval.

3.4.5. Contractor must be endorsed by the FAA and must possess the required limited ratings per

Federal Aviation Regulation (FAR) 145.61, with any and all articles listed in compliance with

FAR 145.215.

4. FINANCIAL CONSEQUENCES

4.1. 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. The Commission will define the completion date based on the project quote from the Contractor. Upon approval from the

Commission, the completion date can be extended.

4.2. If the Commission determines that the performance of the Contractor is unsatisfactory, the Agency may notify the Contractor of the deficiency to be corrected, which correction shall be made within a timeframe specified by the Agency. The Contractor shall provide the Agency with a corrective action plan describing how the Contractor will address all issues of contract non‐performance, unacceptable performance, and failure to meet the minimum performance levels, deliverable deficiencies, or contract non‐compliance. If the corrective action plan is unacceptable to the Agency, the Contractor will be assessed a non‐performance retainage equivalent to 10% 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 Agency for the retained amount during the next billing period. If the Contractor is unable to resolve the deficiency, the funds retained will be forfeited.

5. SPECIAL MISSION AVIONICS

5.1. The Contractor is to conduct special mission avionic services on the Commission’s aircraft in accordance with Federal Aviation Regulation (FAR). Parts 43 and 91 and other applicable Federal

Aviation Regulations.

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

5.3. Maintenance records for aircraft shall be completed in a timely manner for FWC to comply with FAR

91.407(a).

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

5.5. Avionic 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.

5.6. Contractor 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

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 13 of 53 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).

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

5.8. 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.

6. TRANSPORTATION

6.1. In the event that an aircraft needs to be transported, Contractor shall coordinate with the

Commission to ensure aircraft reaches the destination as required.

6.2. 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.

7. WRITTEN QUOTE AND INVOICE REQUIREMENTS

7.1. 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.

7.2. 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.

7.3. Offsite services are unscheduled services that is not at the contractor’s facility.

7.4. Flat fee services shall be consistent and reasonable with aviation industry standards in regard to cost. If applicable, flat fee services must be listed in the quote and approved by Contract

Manager/Project Manager for any payment.

7.5. The written quote for services must include all potential costs and be itemized (example: hourly rates, parts, sublet services, consumables).

7.5.1. Consumables Cost shall not be more than 5% of the labor cost. The price submitted for consumable cost in quote may be lower than this rate.

7.5.2. Sublet services must include sublet service cost, sublet service markup percentage (percentage cannot exceed the price sheet), and sublet service shipping. Shipping must be broken out on the sublet invoice and is reimbursable at the actual cost for the shipping.

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

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 14 of 53

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

Cessna T206 Stationair HD

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

Bell 206 L-4

Bell OH-58

Bell 206B

Bell 206B3

Bell 505

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 15 of 53

Exhibit 1

FWC AVIATION INVOICE GUIDELINES

Invoicing for Special Mission Avionics Projects:

Invoice shall be submitted upon the successful conclusion of each project.

Submitted document for payment must be marked “INVOICE”.

Cost must correspond to the cost sheets.

Invoices must include the following information:

• Vendor Name and Address.

• Agency Name and Address.

• Purchase Order Number.

• Invoice Number.

• Invoice Date.

• Aircraft Total Time: optional on invoice, required by FAA for the log book.

• Dates of Service: Example: (Date In: 01/01/2025 & Date Out: 03/02/2025).

• Hourly Rate:

o Include only applicable rate: Hourly Labor Rate, After Hours Hourly Rate, Offsite Hourly

Rate.

o Hourly Rate (Number of Hours) X (Rate on the cost sheet) = Total Cost Example: (8.0 hours)

X ($86.00 per hour) = $688.00.

• Parts: Must itemize parts cost.

o Itemize any Core Charge/Core Billback Charge if applicable (must include an estimate for each part and component, and an estimated core due date). See below for invoicing about

Core Charge/Core Billback Charge.

• Sublet Service must include the following:

o Sublet Service Cost: actual cost reimbursable for the service and a copy of the sublet vendor’s invoices must be included with the invoice.

o Sublet Service Markup: Sublet repairs markup cost must be the same percentage rate as on the cost sheet.

o Sublet Service Shipping: Shipping cost is actual cost reimbursable, and a copy of shipping invoices must be included with the invoice.

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 16 of 53

• Consumables cost shall not be more than 5% of the labor cost. The price for consumable cost may be lower than this rate.

Invoicing for Core Charge/Core Billback Charge:

1. Submitted document for payment must be marked “INVOICE”.

2. Invoices must include the following information:

• Vendor Name and Address

• Agency Name and Address

• Purchase Order Number

• Invoice Number

• Invoice Date

• For each part and component:

o Core charge/core billback charge cannot include markup cost.

o Parts and components must be itemized and include a short description for the charge.

o Reference to the original invoice number and original service date.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 17 of 53

PRICE SHEET

FWC 24/25-29

CONTRACTOR SHALL NOT ALTER THE PRICE SHEET IN ANY WAY.

Price quoted shall not contain any Federal or State sales or use taxes. The bidder recognizes that the State of Florida, by virtue of its sovereignty, is not required to pay taxes on services, goods and/or equipment purchased incident to such service. Quoted price shall include all necessary items to complete the project.

ALL ITEMS SHALL BE BID OR THE BID WILL BE REJECTED. THE BID WILL BE AWARDED TO

THE RESPONSIVE, RESPONSIBLE BIDDER THAT SUBMITS THE LOWEST TOTAL PRICE.

PURSUANT TO SECTIONS 287.057(1)(a)1. AND 287.057(1)(a)2., F.S., EACH CONTRACTOR SHALL

SUPPLY A PRICE FOR EACH YEAR THAT A CONTRACT MAY BE RENEWED (SEE RENEWAL

CLAUSE).

Vendor’s Physical Maintenance Facility Address:

FIXED WING AIRCRAFT

Make & Model Can services be provided for aircraft model? (Enter YES or NO)

Cessna 182T

Cessna R182

Cessna Caravan 208

Vulcanair P68 Observer 2

Partenavia P68C

Rockwell 500-S Aero Commander

Beechcraft King Air 200

Cessna T206 Stationair HD

ROTARY WING AIRCRAFT

Make & Model Can services be provided for aircraft model? (Enter YES or NO)

Bell 206 L-4

Bell OH-58

Bell 206B

Bell 206B3

Bell 505

What are your hours of operation?

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 18 of 53

1. PRICING FOR AIRCRAFT

Item Item Description

Initial 3 Year

Term Price

Per Unit

Renewa1

Year 1 Price

Per Unit

Renewal Year

2 Price Per

Unit

Renewal Year

3 Price Per

Unit

Total

Amount

(Includes

Initial 3-year term plus all renewal years)

A. Hourly Labor Rate $__________ $__________ $__________ $__________ $__________

B.

After Hours

Hourly Rate

C.

Offsite Hourly

Rate

Overall Total for Items A-C $__________

2. ADDITIONAL PRICING FOR AIRCRAFT (NOT INCLUDED IN PRICE CALCULATION)

Sublet Service Markup Percentage Rate

Provide the Sublet Service Markup Percentage Rate _____________%

(Rate will remain the same for initial 3-year term and all renewal years.) Markup applies to any type of sublet services. Depending on the situation, the Commission may authorize additional cost for sublet.

NOTE: Maximum allowable Sublet Markup Percentage Rate is 10% and only applicable to the cost for subcontracted services. Shipping must be broken out on the sublet invoice and is reimbursable at the actual cost for the shipping.

BY SIGNING BELOW, I ATTEST THAT I HAVE READ THE ENTIRE BID AND AGREE TO FURNISH

THE SERVICE AT THE PRICE QUOTED ABOVE. I HEREBY AFFIRM I HAVE NOT BEEN IN ANY

AGREEMENT OR COLLUSION AMONG BIDDERS IN RESTRAINT OF FREEDOM OF COMPETITION.

Contractor: ___________________________

Address: _____________________________

Signed: _______________________________

Print Name: __________________________

Title: ________________________________

Fax: _________________________________

City/State/Zip: ________________________

Telephone: ___________________________

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 19 of 53

REFERENCES

FWC 24/25-29

A minimum of three (3) references from persons or firms for whom the bidder has performed similar jobs as per the specifications in this bid must be supplied with the bid. The firms and/or contact persons should be available between the hours of 8:00 AM and 5:00 PM, Eastern Time, Monday through Friday. If any reference is not available as stated above, this may be cause for rejection of the Bidder’s bid. Provide a detailed description (scope of work) of each job. Only list references for projects completed within the last 6 years. Do not list projects completed for the Commission.

NAME OF COMPANY: ___________________________________________________________________________

CONTACT PERSON: _____________________________________________________________________________

ADDRESS: ______________________________________________________________________________________

CITY/STATE/ZIP: ________________________________________________________________________________

TELEPHONE NUMBER: ________________________ EMAIL ADDRESS: _____________________________

JOB DATE: _____________________________________________________________________________________

AIRCRAFT MAKE AND MODEL: _______________________________________________________________

DETAILED DESCRIPTION (SCOPE OF WORK): __________________________________________________

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 20 of 53

NAME OF COMPANY: ___________________________________________________________________________

CONTACT PERSON: _____________________________________________________________________________

ADDRESS: ______________________________________________________________________________________

CITY/STATE/ZIP: ________________________________________________________________________________

TELEPHONE NUMBER: ________________________ EMAIL ADDRESS: _____________________________

JOB DATE: _____________________________________________________________________________________

AIRCRAFT MAKE AND MODEL: _______________________________________________________________

DETAILED DESCRIPTION (SCOPE OF WORK): __________________________________________________

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 21 of 53

NAME OF COMPANY: ___________________________________________________________________________

CONTACT PERSON: _____________________________________________________________________________

ADDRESS: ______________________________________________________________________________________

CITY/STATE/ZIP: ________________________________________________________________________________

TELEPHONE NUMBER: ________________________ EMAIL ADDRESS: _____________________________

JOB DATE: _____________________________________________________________________________________

AIRCRAFT MAKE AND MODEL: _______________________________________________________________

DETAILED DESCRIPTION (SCOPE OF WORK): __________________________________________________

CONTRACTOR NAME

AUTHORIZED SIGNATURE

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 22 of 53

ATTACHMENT A

FWC 24/25-29

FLORIDA FISH & WILDLIFE CONSERVATION COMMISSION

PURCHASE ORDER TERMS & CONDITIONS

Last Updated: May 9, 2023

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 timeframe 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 other proof of qualification. All employees, subcontractors, or agents performing work under the

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-29, Page 23 of 53

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 background check or otherwise assess any employee, subcontractor, or agent furnished by the Contractor. The Commission may refuse access to, or require replacement of, any personnel for cause, including, but not limited to, technical or training qualifications, quality of work, change in security status, or non-compliance with the Commission’s security or other requirements. Such refusal shall not relieve the Contractor of its obligation to perform all work in compliance with the Purchase Order. The Commission may reject and bar from any facility for cause any of the Contractor’s employees, subcontractors, or agents.

D. Assignment.

The Contractor shall not sell, assign or transfer any of its rights, duties or obligations under the

Purchase Order without the prior written consent of the Commission.