FY24_Drone Resource Management.docx

DCR—Resource Management –Drones

Department of Conservation and Recreation Drones Quick Quote

I. PURPOSE: The intent of this Quick Quote is to conduct a one-time purchase of Autel EVO Max 4T drones and accessories for use in Virginia Resource Management. Minimum specifications list herein.

II. SPECIFICATIONS: Minimum quantity increases are acceptable to meet packaging requirements, when necessary and must be noted in the comments section of your bid. All quantities are to be no less than specified.

A. Autel EVO Max 4T drones and accessories exact item, or agency approved substitution. We request that lot be shipped in full, when possible.

B. Drone Specifications:

a. Quantity 4 each, Folding aircraft with diagonal wheelbase of 1.52’,

b. IP Rating of 40 or higher.

c. Built in strobe light.

d. Drone operates using a single battery with ‘Hot Swap’ capability.

e. Millimeter-Wave Radar obstacle avoidance with detection range of .2m-100m.

f. Wind Resistance of 25 mph or greater for take-off and landing.

g. Aircraft Payload capable of 4 functions to include:

i. 50 Megapixel Wide Angle Camera with 1/1.28” CMOS Sensor

ii. 48 Megapixel Zoom Camera with ½” CMOS Sensor capable of 10X optical zoom and 160X maximum hybrid zoom.

iii. Thermal Imager with video resolution/photo size of 640X512, high & low temperature alarm thresholds and Temperature Measurement Range of -4 Degree F to 302 Degree F, 32 Degree F to 1022 Degree F.

iv. Laser Range Finder with accuracy of +/- 1m & range of 1.2km.

C. Controller Specifications:

a. Quantity 4 each, Smart Controller with built in screen, compatible with specified drone.

b. Screen size of 7.8” or larger.

c. Minimum of 1800 nit screen brightness or brighter.

d. Minimum of 2.75-hour operating time at maximum brightness or longer.

e. IP Rating of 40 or higher.

D. Controller Charger Specifications:

a. Quantity 4 each, Compatible with specified drone controller, capable of charging drone controller (1/drone).

E. Battery Specifications:

a. Quantity 24 each, Compatible with specified drone ‘Hot Swap’ capable (24 total).

F. Battery Charger Specifications:

a. Quantity 4 each, Compatible with specified drone battery, capable of charging drone battery (1/drone).

G. Propeller Specifications:

a. 16 Propeller Sets, Compatible with specified drone (16 sets total).

H. Drone Warranty/Replacement:

a. 2 Year warranty coverage that includes repairs and aircraft replacement, including 1 time of flyaway protection (per each drone).

I. Drone Case Specifications:

a. Quantity 4 each, Rugged/Hard Case with internal padding to accommodate specified drone, controller and 3 batteries (4 total cases).

J. DELIVERY/PICKUP REQUIREMENTS:

1. Contractor/Vendor shall deliver no later than ninety (90) days past the bid or agency approved timeframe upon award. If item is not in stock, the alternate delivery time-frame must be specified in the comments of the bid.

2. Bid must include delivery to the following location:

Natural Bridge State Park 6477 South Lee Highway Natural Bridge Virginia, 24578

Contact: Al Cire 504-958-2207

3. Contractor/Vendor shall notify 48 hours prior to delivery to the listed contact.

III. BID INSTRUCTIONS:

Electronic Bid Submissions ONLY will be accepted for this solicitation.

1. Contractor/Vendor must provide bid to include delivery and any minimum listed items that are not standard.

2. Contractor/Vendor must provide cut sheets marked showing the bid model meets the minimum requirements of the specifications listed at time of bid.

IV. GENERAL TERMS AND CONDITIONS: See additional attachments entitled “General Terms and Conditions”.

V. SPECIAL TERMS AND CONDITIONS:

A. AUDIT: The Contractor/Vendor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

B. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent that the legislature has appropriated funds that are legally available or may hereafter become legally available for the purpose of this agreement.

C. AWARD: The Commonwealth will make the award on a Grand Total basis to the lowest responsive and responsible bidder(s) that is a DSBSD-certified micro business if such a bid is received, provided that the bid is less than $10,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder(s) that is a DSBSD-certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder(s) of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for early prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

D. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (60) days. At the end of the (60) days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

E. BID PRICES: Bid shall be in the form of a firm all-inclusive price for each Line of interest.

F. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in one purchase order(s) with the applicable eVA transaction fee assessed for each order.

G. EXTRA CHARGES NOT ALLOWED: The bid price shall be for complete and shall include all applicable mobilization and labor charges; extra charges will not be allowed.

H. ORDERING OPTION: The Department of Conservation and Recreation may during the first sixty (60) days after this contract is awarded, with the concurrence of the Contractor/Vendor, place additional orders under the contract at the original unit price through the issuance of separate purchase orders. The aggregate of such additional orders shall not exceed 100% of the quantity originally stated in the contract.

I. PRODUCT INFORMATION: The bidder shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the bid to enable the Commonwealth to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid to be considered nonresponsive.

J. PRODUCT AVAILABILITY/SUBSTITUTION: Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by the Contact Officer. The Agency may, at its discretion, require the Contractor/Vendor to provide a substitute item of equivalent or better quality subject to the approval of the Contract Officer, for a price no greater than the contract price, if the product for which the contract was awarded becomes unavailable to the Contractor/Vendor.

K. TRANSPORTATION AND PACKAGING: By submitting their bid, all Bidders certify and warrant that the price offered is for FOB destination and includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped. Extra charges not allowed.

L. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND ORDERS: The eVA Internet electronic procurement solution, web site portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration. All bidders or offerors must register in eVA and pay the Vendor Transaction Fees specified below; failure to register will result in the bid/proposal being rejected.

Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows:

1. For orders issued July 1, 2014, and after, the Vendor Transaction Fee is:

0. DSBSD-certified Small Businesses: 1%, capped at $500 per order.

0. Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order.

1. Refer to Special Term and Condition “eVA Orders and Contracts” to identify the number of purchase orders that will be issued as a result of this solicitation/contract with the eVA transaction fee specified above assessed for each order.

For orders issued prior to July 1, 2014, the vendor transaction fees can be found at www.eVA.virginia.gov.

The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, typically within 60 days of the order issue date. Any adjustments (increases/decreases) will be handled through purchase order changes.

VI. METHOD OF PAYMENT: The Contractor/Vendor shall invoice complete after completion of work or shipment of goods approved by Contact. Payment will be made under the Commonwealth of Virginia payment terms and conditions. Net 30.

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