IFB-HQ2025 Aviation Parts, Repairs, & Maintenance.docx.pdf

IFB-HQ2025 New York State Police Aviation Parts, Repairs & Maintenance Page 1

Invitation for Bids

**New York State Police Aviation Parts, Repairs & Maintenance**

IFB-HQ2025

Contract Period: Five Years

BID DUE DATE: November 12, 2025 @ 3:30 PM

Issue Date: October 21, 2025

Questions Due: October 28, 2025

Designated Contacts

PRIMARY CONTACT ALTERNATE CONTACT

Shannon Diederich

Contract Management Specialist 1

Sharon Pailley

Contract Management Specialist 2

Telephone: (518) 485-0933 Telephone: (518) 485-7545

Address: New York State Police

1220 Washington Ave., Bldg. 22

Albany, New York 12226

Email: Contracts@troopers.ny.gov mailto:Contracts@troopers.ny.gov

IFB-HQ2025 New York State Police Aviation Parts, Repairs & Maintenance Page 2

NON-BID RESPONSE FORM

A required activity of the solicitation process is the compiling of a Bid Tabulation. Ideally, this tabulation should incorporate not only those proposals submitted but also feedback from vendors receiving the solicitation document to determine why proposals were not submitted. Your cooperation in completing this form is requested should your company/agency decide not to respond to the below identified solicitation. Please forward your response to:

Shannon Diederich, CMS1

New York State Police

1220 Washington Ave., Bldg. 22

Company Name:

Address:

City, State, Zip: Telephone:

Solicitation Title: IFB-HQ2025

☐ My business did not bid on the above identified solicitation but please leave our business on your bidder’s list.

☐ My business did not bid on the above identified solicitation, and we wish to be excluded from your bidder’s list for future solicitation considerations.

REASONS FOR NOT SUBMITTING A BID (Please check all that apply.)

☐ Work or service requested not performed by the business. Please indicate your organization’s type of work or service performed:

☐ Bid request received too late. Insufficient time to plan, estimate and submit a bid.

☐ Unable to meet specifications or other considerations in this proposal. Please explain:

☐ Specifications in the solicitation were unclear. Please explain:

☐ Unable to meet insurance requirements.

☐ Reluctant to contract with the State because of the many standard requirements.

☐ Previous unfavorable experience with state contracts/work. Please explain:

☐ Other (specify):

Print Name Title

Signature Date

IFB-HQ2025 New York State Police Aviation Parts, Repairs & Maintenance Page 3

Table of Contents

NON-BID RESPONSE FORM

1. Introduction

1.1 Overview

1.2 Designated Contacts

1.3 Key Events

1.4 IFB Questions and Clarifications

1.5 Bidders’ Conference

1.6 Bid Addenda

1.7 Glossary of Terms

1.8 Confidential/Proprietary Information

2. Bid Submission

2.1 Instructions for Bid Submission

2.2 Bid Opening

2.3 Bid Evaluation

3. Administrative Information

3.1 Scope of Work

3.2 Method of Award

3.3 Price

3.4 Estimated Quantities Contracts

3.5 Term of Contract

3.6 Method of Payment

3.7 Electronic Payment

3.8 Dispute Resolution

3.9 Contractor Responsibilities

3.10 Inspection of Books

4. Requirements

4.1 Qualifications of Bidder

4.2 References

4.3 General Specifications

4.4 Performance Specifications/ Requirements

4.5 Delivery

4.6 Warranty

5. Contract Clauses and Requirements

5.1 Appendix A

5.2 Appendix B

5.3 Appendix C

5.4 Order of Precedence

5.5 SAM.gov Requirements

5.6 Gender-Based Violence and the Workplace Requirements

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5.7 Procurement Lobbying Requirement

5.8 Contractor Insurance Requirements

5.9 Tax and Finance Requirements

5.10 Participation by Minority Group Members and Women: Requirements and Procedures

5.11 Participation by Service-Disabled Veterans: Requirements and Procedures

5.12 General Requirements

5.13 Procurement Rights

5.14 Debriefings

5.15 Termination

5.16 New York State Vendor File Registration

5.17 New York State Vendor Responsibility

5.18 Ethics Compliance

5.19 Sexual Harassment Prevention

5.20 Indemnification

5.21 Force Majeure

5.22 Appendices and Attachments

6. REQUIRED FORMS/ CERTIFICATIONS – RETURN WITH BID

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1. Introduction

1.1 Overview

The New York State Police (NYSP) Aviation Unit provides a variety of services throughout the state, including but not limited to, aerial support at emergency scenes and large-scale planned events, searches, surveillance, extradition, traffic incident management surveys, medevac, rescue, aerial fire suppression, wildlife surveys, fish stocking, and prevention of illegal dumping.

The NYSP is soliciting bids for Aviation Parts, Repairs, and Maintenance on Airbus Helicopters (Lot 1) and Kodiak Airplanes

(Lot 2). As a result of this Invitation for Bids (IFB), NYSP intends to enter into a five-year contract with each responsive and responsible vendor meeting all qualifications and requirements. A call down list will be created based on the vendor rankings as stated in §3.2 Method of Award.

Note: Bidders are NOT required to bid on both lots.

New York State Contract Reporter

Bidders must register with the New York State Contract Reporter (“NYSCR”) at https://www.nyscr.ny.gov in order to receive notifications about this Solicitation. Navigate to the “I want to find contracts to bid on” page to register for your free account.

In order to receive e-mail notifications regarding updates to the content or status of a particular ad, you must choose the option “send me notification updates on this,” located in the lower right-hand corner of the ad. Answers to all questions of a substantive nature will be posted in the form of a question-and-answer document and released through the NYSCR. Any updates to Solicitation documents will also be posted and released through the NYSCR. If you do not opt-in to receive notification updates regarding a particular ad, you will not receive e-mail notifications regarding updates, including e-mail notifications regarding the posting of the question-and-answer document and updates to Solicitation documents. Be advised that submission of responses to the Solicitation that do not reflect and take into account updated information may result in your Bid being deemed non-responsive to the Solicitation.

1.2 Designated Contacts

In compliance with the Procurement Lobbying Law, Shannon Diederich, Contract Management Specialist 1 (CMS1) has been designated as the Primary Contact for this procurement and may be reached by email for inquiries regarding this solicitation. If the Primary designated contact is not available, the Alternate Contact is also listed below.:

PRIMARY CONTACT ALTERNATE CONTACT

Shannon Diederich, CMS1 Sharon Pailley, CMS2

1220 Washington Ave., Bldg. 22 1220 Washington Ave., Bldg. 22

Albany, New York 12226 Albany, New York 12226

Phone No.: (518) 485-0933 Phone No.: (518) 485-7545

E-Mail: Contracts@troopers.ny.gov E-Mail: Contracts@troopers.ny.gov

1.3 Key Events

The Table below outlines the schedule for important action dates of this IFB-HQ2025.

Event Date / Time

NYSP Issues Invitation for Bid (IFB) October 21, 2025

Deadline for Submission of Bidder Questions October 28, 2025

NYSP Issues Responses to Written Questions (estimated) November 3, 2025

Bid Due Date/ Bid Opening Date November 12, 2025 @ 3:30 PM EST

Contract Start Date (Estimated-Subject to OSC Approval) November 14, 2025 https://www.nyscr.ny.gov/

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1.4 IFB Questions and Clarifications

All questions and/or requests for clarification regarding this IFB are only accepted via e-mail and should be sent to Shannon

Diederich at Contracts@troopers.ny.gov. Deadline for submission of questions will be as indicated in §1.3 Key Events. In the subject line please reference “IFB-HQ2025”. A Bidder is strongly encouraged to submit questions as soon as possible. Questions submitted after the deadline indicated may not be answered. Official answers to all questions of a substantive nature will be provided in the form of a question and answer (Q&A) document available to all prospective

Bidders via posting to the New York State Contract Reporter website https://www.nyscr.ny.gov/.

1.5 Bidders’ Conference

No Bidder’s Conference will be held for this IFB. Prospective bidders may submit questions via email to

Contracts@troopers.ny.gov by the date and time indicated in §1.3 Key Events.

1.6 Bid Addenda

Any addendum issued prior to the Bid due date must be acknowledged by signature, dated, and be submitted on or before the Bid due date. In awarding a contract any addenda will become part thereof.

Any verbal information obtained from, or statements made by, representatives of the NYSP at the time of examination of the contract documents shall not be construed in any way amending the contract documents. Only such corrections or addenda as issued, in writing, to all Bidders shall become part of the contract.

1.7 Glossary of Terms

“A/R/O” shall mean, after receipt of order.

“Issuing Office” shall mean the New York State Police.

“Call Down List” shall mean the list of vendors that will be contacted for parts, repairs, and maintenance requests based on their ranking as stated in §3.2 Method of Award.

“Contractor” shall mean a successful company awarded a contract pursuant to this IFB.

“F.O.B. Destination” As Defined in U.C.C. §2-319, “free on board (F.O.B.) destination” shall mean there will be no charge for delivery to the agency’s specific location and that the title is conveyed from the vendor to the agency at the destination of the shipment. The vendor owns the goods during transit and will file any damage claims. Use of the NYSP’s

FedEx, or similar shipping account, is not allowed.

“Freight” shall mean larger, heavier shipments, typically over 150 pounds.

“Invitation for Bids” or “IFB” shall mean this document. See also, “solicitation”.

“Must” denotes the imperative in a contract clause or specification. Means required – being determinative/ mandatory, as well as imperative. Also see “shall”.

“Offeror” or “Bidder” shall mean any person, partnership, firm, corporation or other authorized entity submitting a bid to the State pursuant to this IFB.

“Product” shall mean Aviation Parts as stated in §4. Requirements, and to be procured by the contract pursuant to this solicitation.

“§” shall mean section.

“Service” shall mean Aviation Repairs & Maintenance as stated in §4. Requirements, and to be procured by the contract pursuant to this solicitation.

“Shall” denotes the imperative in a contract clause or specification. Means required – being determinative/ mandatory, as well as imperative.

“Solicitation” shall mean this IFB document.

“State” (or the State) shall mean The People of the State of New York, which shall also mean the New York State Police.

“Superintendent” shall mean the Superintendent of the New York State Police or duly authorized representative.

1.8 Confidential/Proprietary Information

During the evaluation process, the content of each Bid will be held in confidence and details of any Bid will not be revealed

(except as may be required under the Freedom of Information Law or other State law). Bidder shall specifically identify those portions of their bid deemed to be confidential, proprietary information or trade secrets and provide any justifications why such material, upon request, should not be disclosed by the NYSP. Marking the Bid as “confidential” or “proprietary” on its face or in the document header or footer shall not be considered by NYSP to be sufficient to withhold disclosure and must submit with their Bid the form “Request for Exemption from Disclosure Pursuant to the Freedom of Information Law,” located in §6. Required Forms/ Certifications of this solicitation.

mailto:Contracts@troopers.ny.gov https://www.nyscr.ny.gov/ https://www.nyscr.ny.gov/

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2. Bid Submission

2.1 Instructions for Bid Submission

Submit all required bid documents to the NYSP at the following address:

New York State Police

Attn: Shannon Diederich IFB-HQ2025

E-Mail or Fax Bid Submissions are NOT Acceptable and will NOT be Considered

The State of New York will not be held liable for any cost incurred by the Bidder for work performed in the preparation and production of a bid or for any work performed prior to the formal execution of a contract. Bids must be received in the above office on or before 3:30 PM ET on the date indicated in §1.3 Key Events. The received time of bids will be determined by

NYSP at the clock at the above noted location. Bidders assume all risks for timely, properly submitted deliveries.

Late Bids May be Rejected

Any Bid received at the designated location after the established time will be considered a Late Bid. A Late Bid may be rejected and disqualified from award. Notwithstanding the foregoing, a Late Bid may be accepted at the Superintendent’s sole discretion where (i) no timely Bids meeting the requirements of the Solicitation are received, or (ii) the Bidder has demonstrated to the satisfaction of the Superintendent that the Late Bid was caused solely by factors outside the control of the Bidder. However, in no event will the Superintendent be under any obligation to accept a Late Bid.

Firm Offer

Bids must remain an effective offer, firm and irrevocable, for at least 120 calendar days from the due date, unless the time for awarding the contract is extended by mutual consent of NYSP and the Bidder. A bid shall continue to remain an effective offer, firm and irrevocable, subsequent to such 120 calendar-day period until either tentative award of the contract(s) by issuing Office is made or withdrawal of the bid in writing by Bidder.

Ownership of IFB and Bids

This IFB remains the property of the State at all times, and all responses to this solicitation, once delivered, become the property of the State.

Packaging of IFB Response

To ensure all bids are received and to guard against premature opening, sealed bids shall be submitted, plainly marked with the following information on the outside of the package(s).

Bidder’s complete name and address

“BID ENCLOSED”

Solicitation Number: IFB-HQ2025

Bid Due Date and Time: November 12, 2025 @ 3:30 PM EST (see §1.3 Key Events)

Bid for: New York State Police Aviation Parts, Repairs & Maintenance

Submit ONE (1) Complete Bid Package with Original Signatures on all Required Forms:

a) Prepare your bids on the forms provided.

b) Bids and other forms must be signed, in indelible ink, by an official of your firm authorized to sign contracts and bind the firm. Pencil will not be accepted.

c) Print the name of your company on each page of the bid.

d) Bidders must respond to each, and every specification stated in the IFB.

e) Spiral bound bids will NOT be accepted.

Important Building Access Procedures for Hand-Delivered Bids

Building access procedures are in effect at NYSP building. Photo identification is required. All visitors must register for building access for delivering bids. When hand-delivering a bid, Bidders are encouraged to give notice at least two (2) hours prior to arrival at NYSP with a hand delivered bid by contacting the NYSP Primary Contact at 518-485-0933 or

IFB-HQ2025 New York State Police Aviation Parts, Repairs & Maintenance Page 8 email Contracts@troopers.ny.gov. Bidders are encouraged to arrive thirty (30) minutes prior to the bid submission deadline (see §1.3 Key Events) to minimize any delays in timely receipt of bid.

2.2 Bid Opening

Bid opening for IFB-HQ2025 – New York State Police Aviation Parts, Repairs & Maintenance will be held at NYS Police

1220 Washington Ave., Bldg. 22, Albany, NY 12226, on the date and time indicated in §1.3 Key Events. Attendance by the Bidder at the Bid opening is not a requirement of this IFB.

Important Building Access Procedures for Bid Opening Attendance

Building access procedures are in effect at NYSP building. Photo identification is required. Due to limited space, only one

(1) company representative will be allowed to attend the bid opening. Bidder must pre-register with the NYSP Primary

Contact by email at Contracts@troopers.ny.gov, at least 24 hours prior to Bid Opening Date as specified in §1.3 Key

Events. It is recommended that the attendee arrive thirty (30) minutes prior to the scheduled time of the bid opening to sign in at NYSP reception desk. Once signed in, pre-registered visitors are to report to the reception area. Bid opening will begin promptly at 3:30p.m. EST. Attendees arriving after the bid opening begins will be precluded from entering the meeting room.

Attendees will be required to sign in at the bid opening and provide basic company and contact information. This information will be used to verify attendance and submitted to the Office of the State Comptroller (OSC) as required activity of the IFB process. Therefore, it is imperative that the provided information be legible and accurate.

2.3 Bid Evaluation

NYSP reserves the right to accept or reject any and all Bids, or separable portions of offers, and waive technicalities, irregularities, and omissions if NYSP determines the best interests of the State will be served. NYSP may accept or reject illegible, incomplete, or vague Bids and NYSP decision shall be final.

~Remainder of Page Intentionally Left Blank~

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3. Administrative Information

3.1 Scope of Work

The NYSP is seeking appropriately qualified vendors to provide various aircraft parts, repairs and maintenance services in the following categories: (1) engine parts, (2) airframe parts, (3) avionics parts, (4) instrument parts, (5) accessories, (6) engine inspection, repair, and maintenance, (7) airframe inspection, repair, and maintenance, (8) avionics inspection, repair, and maintenance, and (9) instrument repair, calibration, and maintenance on Airbus Helicopters (Lot 1) and Kodiak

Airplanes (Lot 2) to ensure the helicopters and airplanes owned by the NYSP are operationally ready for missions. Please refer to this IFB-HQ2025, §4. Requirements in its entirety.

Note: Bidders are NOT required to bid on both lots.

3.2 Method of Award

Following a review of all bid submissions, awards shall be made to all responsive and responsible bidders.

For purposes of awarding categories 1-4, the bidders will be ranked on a call down list in order of highest discount offered to lowest discount offered. For purposes of awarding categories 5-9, a weight of 35% will be applied to the parts discount, a weight of 20% will be applied to the hourly labor rate, and a weight of 45% will be applied to the distance, in nautical miles, from the vendor’s Service Center to Albany to determine the low bidder. For each category (5-9), bidders will receive points that are calculated based on the weighting of each section (parts, labor and mileage). Every bidder will receive a total point score by adding each section’s scores together. The bidders will be ranked for each category (5-9) by the highest total score to the lowest total score. Call down lists will be created based on the rank order for each category within each lot. Tie bids will be broken by giving preference to the bidder located geographically closest to the NYSP Aviation Unit.

Please note: Vendors who are not an approved Authorized Service Center at the time of the bid opening will not be utilized for Categories 5-9 until they provide documentation showing they are an approved Authorized Service Center. Vendors do not need to be Authorized Service Centers to be utilized for categories 1-4, as long as they have permission from the manufacturer (MANUFACTURER'S CERTIFICATE). Vendors submitting bids for labor ONLY, will not be awarded a contract until an updated Manufacturer’s Certificate is provided as proof that they are an approved Authorized Service

Center, as verified by NYSP.

The NYSP reserves the right to request evidence of experience, ability, and financial standing from the bidders. This includes, but is not limited to past performance, certificates and licenses, references for accounts of similar products and services, ability to meet time constraints, and proper completion of bid forms. The NYSP reserves the right to assign a representative of the NYSP to visit the bidder’s work location(s) at any time prior to award or during the life of the contract to verify vendor qualifications, satisfactory workmanship, etc.

3.3 Price

Bid Price for parts shall be a discount off of the Manufacturer’s list prices, F.O.B destination and include all services required to provide the items as specified in this IFB, including licenses, insurance, administrative, customs, tariffs, duties, shipping charges and ancillary costs. Bid price includes any and all costs associated with providing the Products or Services.

Freight, as defined in §1.7 Glossary of Terms, may be added to invoices with backup documentation showing the price paid by the Contractor.

Prices for labor ONLY may be increased on each anniversary date, (except for the contract termination date) in accordance with the National Consumer Price Index for all Urban Consumers (CPI-U) for Expenditure category, “All items” as published by the U.S. Department of Labor Statistics for the previous twelve-month period using AUGUST to AUGUST as the base period, provided that no increase may exceed 3%. Requests for price increases must be made in writing, at least 30 days prior to the anniversary date.

Prices for parts and mark-ups for subcontracting will remain the same throughout the life of the contract.

3.4 Estimated Quantities Contracts

The Contract resulting from this IFB shall be an estimated quantities Contract. No specific quantities or volumes are represented or guaranteed. Actual payment to the vendor will be based on the parts and services actually provided.

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3.5 Term of Contract

The Bidder must be willing to enter into a five-year contract. Any negotiated contract must conform to the laws of New York

State and will be subject to approval by the Office of the State Comptroller. The contract will not be considered fully executed until formal approval has been granted by the Office of the State Comptroller. The contract start date is estimated to be

November 14, 2025.

3.6 Method of Payment

For the purposes of this contract an invoice must be used. Each invoice must have a unique invoice number and contain the Contractor’s New York Contract ID number, PO number and PO line description and an itemization of work completed and/or product delivered. Such itemization must show the manufacturers’ list price, the applicable discount and the extended price.

In cases of Subcontracting (see §4.4.5 Subcontracting), Contractor’s invoice submission must include the itemization listed above. In place of the applicable discount, the invoice must list the applicable subcontractor markup percentage. The submission must also include a copy of the Subcontractor’s invoice as backup. Invoices submitted without the required backup documentation will not be paid. Contractor(s) shall be solely responsible for payment of subcontractor charges.

Upon delivery of each order or satisfactory completion of services invoices shall be submitted, on a company letterhead, to the OGS Business Services Center (BSC) Accounts Payable Unit at Accountspayable@ogs.ny.gov. Invoices will be processed in accordance with established procedures of the Office of General Services and the Office of the State

Comptroller (OSC), and payments will be subject to the prompt payment provisions of Article XI-A of the New York State

Finance Law. Invoices without the required information will be returned to Contractor to be completed as required.

Mere acknowledgement by NYSP personnel of the delivery or receipt of goods (e.g., signed bill of lading) shall not be deemed or construed as acceptance of the Products received. Any delivery of Product that does not conform with specifications of the IFB or Contract terms and conditions, may be rejected, or accepted on an adjusted price basis at the sole discretion of the Superintendent of the NYSP.

3.7 Electronic Payment

Contractor shall provide complete and accurate billing invoices in order to receive payment. Billing invoices submitted must contain all information and supporting documentation required by the contract, the agency, and the State Comptroller.

Payment for invoices submitted by the contractor shall only be rendered electronically. Such electronic payment shall be made in accordance with ordinary State procedures and practices. The Contractor shall comply with the State Comptroller’s procedures to authorize electronic payments. Information is available at the following website:

https://www.osc.state.ny.us/state-vendors, by e-mail at ePayments@osc.state.ny.us, or by phone at 518-474-4032.

Contractor acknowledges that it will not receive payment on any invoices submitted under this Contract if it does not comply with the State Comptroller’s electronic payment procedures. Please note that in conjunction with New York State’s implementation of a new Statewide financial system, the Office of the State Comptroller requires all vendors doing business with New York State agencies to complete a substitute W-9 form. Vendors registering for electronic payment can complete the W-9 form when they register. Vendors already registered for electronic payment are requested to go to the above website and complete the Substitute W-9 form and submit following the instructions provided.

3.8 Dispute Resolution

It is the policy of the NYSP to provide vendors with an opportunity to administratively resolve disputes, complaints or inquiries related to bid solicitations, contract awards, and contract administration. NYSP encourages vendors to seek resolution of disputes informally, through consultation with the NYSP staff, prior to commencing a formal dispute process.

All such matters will be accorded impartial and timely consideration.

3.9 Contractor Responsibilities

The Contractor shall be solely responsible for all compliance with terms and conditions in this IFB or any resulting Contract.

The Contractor may not engage a subcontractor or dealer, distributor, reseller, or any other party to carry out any part of this contract without the prior written consent of NYSP. The Contractor accepts full responsibility for the actions of any employee or subcontractor who carries out any of the provisions of any Contract resulting from this IFB.

mailto:Accountspayable@ogs.ny.gov https://www.osc.state.ny.us/state-vendors mailto:ePayments@osc.state.ny.us

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3.10 Inspection of Books

It is expressly understood and agreed that NYSP and the New York State Comptroller shall have the right to inspect and audit the Contractor’s records covered under this Agreement, in accordance with his statutory responsibility to examine the books and accounts of every Agency. The New York State Comptroller requires, and the Contractor agrees to, the retention of all material that is pertinent to an audit of the operations under any contract resulting from this IFB for a full six-year period.

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4. Requirements

4.1 Qualifications of Bidder

Bids will be accepted from established manufacturers or their authorized dealers and/or service providers. NYSP will also accept bids from vendors that are not currently certified as an Authorized Service Center. All vendors must include a completed MANUFACTURER'S CERTIFICATE, for each Lot included with their bid submissions. See §4.4.2-4.4.4 for additional certification/ personnel requirements.

Bidders must include a completed Attachment 2 – Contractor Data Form with their bid submission.

The NYSP reserves the right to investigate or make any inquiry into the capabilities of any bidder to properly perform under any resultant contract.

Please note: Vendors who are not an approved Authorized Service Center at the time of the bid opening will not be utilized for Categories 5-9 until they provide documentation showing they are an approved Authorized Service Center. Vendors do not need to be Authorized Service Centers to be utilized for categories 1-4, as long as they have permission from the manufacturer (MANUFACTURER'S CERTIFICATE). Vendors submitting bids for labor ONLY, will not be awarded a contract until an updated Manufacturer’s Certificate is provided as proof that they are an approved Authorized Service

4.2 References

All bidders must provide a minimum of three (3) references including references from two of the bidder's largest customers and at least one reference that is a current customer. References shall be commercial or governmental accounts and should demonstrate the ability of the vendor to perform jobs similar in scope to the size, nature and complexity of the outlined bid. The references shall include the following:

• Name, address, contact person, telephone number, fax number, and number of years the bidder has serviced the referenced account;

• Volume of business performed within the past three years for each referenced account.

4.3 General Specifications

1. Makes of aircraft covered are Airbus (Lot 1) and Kodiak (Lot 2), including, but not limited to, the following models:

• Airbus H145 Helicopter

• Airbus H160 Helicopter

• Kodiak 100 Airplane

2. Aircraft covered under this contract are located across New York State and owned by the NYSP.

3. Definitions of Terms:

a. Parts: An FAA and/or manufacturer certified airframe and engine assembly such as bearings, fasteners, rotor blades, shafts, fittings, instruments, rotor controls, and components.

b. Service: Includes maintenance, repair, overhaul, and recertification by an FAA approved repair station.

c. Avionics: Includes aircraft electronic systems such as flight control systems, monitoring and safety systems, radio/communications, radar, and navigation systems, supplied and/or repaired by an FAA certified repair station.

d. Non-engine and airframe parts & service or overhaul and recertification includes:

i. Emergency Equipment – Life vests, life rafts, emergency floats, survival equipment, and oxygen masks.

ii. Non-destructive testing, fluorescent penetrant, magnetic particle, eddy current.

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iii. Overhaul and recertification of wheels, brakes, starters, generators, voltage regulators, inverters, relays, landing lights, beacons, amplifiers, control panels, strobe lights, and power supplies.

iv. Deep cycling, re-charging, re-building and supply of aircraft batteries.

v. Altimeter system certification and altitude reporting system equipment testing.

e. Accessories: Items other than original factory manufactured engine parts, airframe parts, avionics parts, and instruments. For example: FLIR, Hoist, Search Lights.

4. Unless otherwise noted within this contract, all terminologies and descriptions shall hold the meaning as commonly used. Please refer to definitions in the following links for common terminology:

• Federal Aviation Regulations (FARS)

• Federal Aviation Administration Aviation Handbooks & Manuals

5. All services shall be performed as described in Section 4.4 of the requirements. Deviations will not be considered unless the bidder can explain in detail that deviation is of material benefit to the NYSP and provides service levels at least equal to that specified.

4.4 Performance Specifications/ Requirements

1. The Contractor(s) shall provide various aircraft maintenance services and parts as categorized in this IFB. In addition, each Contractor providing such service(s) will provide all documentation required by FAA regulations including work and repair orders, shipping documents, invoices, FAA Forms (337, 8130, 8010-4, in their latest versions), Supplemental Type Certificates (STCs), Airworthiness Directives (ADs), and all other associated documentation relating to or required for the work performed or part supplied. No repair, service, or part will be accepted without the documentation specified above.

a. The categories of services and parts are as follows:

1. Engine parts

2. Airframe parts

3. Avionics parts

4. Instrument parts

5. Accessories

6. Engine Services – inspection, repair, or maintenance

7. Airframe Services – inspection, repair, or maintenance

8. Avionics Services – inspection, repair, or maintenance

9. Instrument Services – repair, calibration, or maintenance

b. Services envisioned by the contracts awarded as a result of this IFB shall include, but not be limited to:

• 100 Hour Inspections

• Annual Inspections

• Sheet Metal Repair

• Painting

• Engine Repair

• Overhauls

• Support Equipment

• Miscellaneous Items (i.e. replacement of burnt-out light bulbs and worn-out tires)

2. Contractor Certifications – Services:

Any Contractor providing engine services, aircraft services, avionics services, and instruments repair and calibration services shall be certified and licensed as an approved FAA repair station in accordance with Federal

Aviation Regulations (FARs), be a certified manufacturer’s customer services facility for the type of engine/ aircraft, avionics and instruments being serviced, and be responsible for warranty repair work. Documentation and certifications showing the following qualifications must be submitted with the bid:

http://www.ecfr.gov/current/title-14 http://www.faa.gov/regulationspolicies/handbooksmanuals/aviation/phak/glossary

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a. The avionics Contractor(s) shall be licensed by the Federal Communications Commission (FCC) and be a Certified Approved FAA Repair Station.

b. Any Contractor providing engine services shall be a manufacturer’s authorized maintenance facility, approved to support and process factory warranties directly. In addition, the Contractor shall maintain flight line facilities and employ service personnel capable of responding to emergency inquiries and/or

Aircraft on Ground (AOG) situations within twelve (12) hours of notification at the NYSP’s facility or at the Contractor’s facility. The Contractor shall have the capability of providing consignment engines and components to sites in New York to support NYSP aircraft, as required.

3. Contractor Certifications – Parts:

Documentation and certifications showing the following qualifications must be submitted with the bid:

a. The Contractor shall be certified by the FAA and appropriately licensed/ certified by the manufacturer to provide parts called for in the contracts.

NOTE: Original Manufacturer-approved parts must be used in repair and overhaul of all NYSP engines and all components (no exceptions).

4. Contractor’s Personnel:

a. All supervisors, inspectors, and mechanics supervising, inspecting or performing maintenance, repair overhaul and calibration service on any aircraft, engine, or component covered by the contracts shall be

FAA licensed or have FAA regulation reciprocity and maintain proficiency in accordance with the FARs and be manufacturer (factory) trained, as appropriate, for the type of engine, aircraft, avionics, instruments, and components being serviced.

b. All supervisors, inspectors, and mechanics are required to be thoroughly familiar with FAA AC 145-9A and other appropriate advisory circulars, FAA regulations, airworthiness directives, manufacturer’s service letters and bulletins, and engineering orders appropriate to the station being operated and the type of engines, aircraft, avionics, instruments and components being serviced.

c. All persons entering NYSP facilities are subject to a security check and may require escort by NYSP.

5. Subcontracting:

Generally, subcontracting is not allowed however, in the event that a part or a portion of the service must be subcontracted, the subcontracting must be authorized by the NYSP Aviation Unit prior to the commencement of the subcontracting.

a. If subcontracting is required for parts in categories 1-4, the Aviation Unit will utilize the call down list, to select the prime contractor based on rank order. The contractor will then subcontract the part(s) as needed. The percentage mark-up, as proposed in the prime vendor’s Attachment 1 – Bid Cost Proposal, will be added to the subcontractor’s invoice total.

b. If subcontracting is required for services in categories 5-9, the Aviation Unit will utilize the call down list, to select the prime contractor based on rank order. The contractor will then subcontract the portion of the service, as needed. The percentage mark-up, as proposed in the bidder’s Attachment 1 – Bid Cost

Proposal, will be added to the subcontractor’s invoice total.

Contractor’s invoice submission must include a copy of the Subcontractor’s invoice as backup. Invoices submitted without the required backup documentation will not be paid. Contractor(s) shall be solely responsible for payment of subcontractor charges.

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6. Parts:

Contractor and approved subcontractors providing parts as listed above shall use only those parts manufactured under FAA regulations and in accordance with manufacturer’s specifications and be responsible for warranty repair work. All hardware used, or sold for use, on NYSP aircrafts including bolts, nuts, washers, fasteners, rivets, etc., shall be FAA certified. Substitutions are not permitted. Contractor(s) should familiarize themselves with all FARs and Advisory Circulars pertaining to approved and/or unapproved parts and materials. Any part or material supplied or used on State aircraft that is determined to be unapproved will be rejected and a formal complaint will be filled with the NYSP Purchasing Unit, which may place the affected contract in jeopardy. Notification will also be forwarded to the FAA.

7. Remanufactured or Overhauled Parts:

If the NYSP Aviation Unit determines that a remanufactured or overhauled part can be purchased as a cost-saving alternative to a new part, it will contact the three highest ranked Contractors for price quotations and the part(s) will be ordered from the Contractor offering the lowest price. If none of these Contractors can supply the part(s), the Aviation Unit will contact other Contractors that can supply the parts and order from the Contractor offering the lowest price.

8. Ownership – Removed Equipment/ Components:

Any and all equipment or components removed from the aircraft during the performance of any aircraft service, repair, or installation shall remain the sole property of NYSP and shall be returned to the NYSP unless the NYSP informs the Contractor of a different disposition.

9. Ordering/ Delivery:

a. Parts for in-house use and authorization for services will normally be ordered in accordance with acceptable industry standards. The NYSP will place an order with the Contractor ranked first for that category unless the Contractor cannot fulfill the order within the required time frame, in which case, the

Contractor will provide a written statement to that effect to the NYSP. The NYSP will contact the

Contractors in order of ranking until a Contractor is located that can meet this requirement.

b. For non-emergencies, all parts ordered shall be delivered to the address listed in §4.5, within three days of receipt of an order placed during normal business hours Monday through Friday, FOB Destination

(see §3.3 for shipping and freight information). The NYSP will contact the Contractors in order of ranking until a Contractor is located that can meet this requirement.

c. For emergencies, overnight delivery may be required. The NYSP will contact the Contractors in order of ranking until a Contractor is located that can meet this requirement.

d. For Aircraft, as referenced in §4.3.1, requiring repairs at the Contractor’s facility, the NYSP will utilize the Contractors in the order they are ranked.

e. Packing and Shipping:

i. Packaging for shipment shall be such as to protect the product adequately to ensure safe, undamaged shipment.

ii. Shipping cases shall be marked to show the name of the supplier, name and address of receiving agency, and NYSP purchase order number.

Please note: Vendors who are not an approved Authorized Service Center at the time of the bid opening will not be utilized for Categories 5-9 until they provide documentation showing they are an approved Authorized Service Center. Vendors do not need to be Authorized Service Centers to be utilized for categories 1-4, as long as they have permission from the manufacturer (MANUFACTURER'S CERTIFICATE). Vendors submitting bids for labor ONLY, will not be awarded a contract until an updated Manufacturer’s Certificate is provided as proof that they are an approved Authorized Service

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10. Procedural Requirements:

a. Upon notification of tentative award of a contract as a result of this IFB, Contractors shall provide the

NYSP with complete manufacturers’ pricing/ catalogs for the Lot(s) included in their bid submission.

Acceptable formats include an Excel Spreadsheet, a searchable PDF, or a link/ access to an online catalog. Additionally, Contractors will provide the NYSP with updated pricing each time the manufacturer updates the listing.

11. Delays in Shipment and Services:

a. In case of the Contractor’s failure to deliver as provided in the agreement, after parts/ services have been ordered, for any cause other than an excusable delay as hereinafter described, the NYSP may cancel the agreement and enter into an agreement with the next Contractor able to meet the delivery requirements.

b. An excusable delay shall be one due to documented difficulties in securing materials, parts, or other essential elements necessary to the supply of the parts or performance of the required service, or a delay which is caused by strikes, fires, or causes beyond the Contractor’s control occurring in or in connection with the performance of service or supply of parts to the NYSP Aviation Unit.

c. The Contractor shall not be liable in any way for the failure or delay in making delivery of such parts/ service where such failure or delay in making them is an excusable delay, as defined under §4.4.11.b, and in the event of an excusable delay, the Contractor’s time to perform the service or deliver the part shall be extended by the period of such delay. If the United States Government imposes restrictions upon the requirements for products of the Contractor, which prevent or delay manufacturing and delivery of parts or services by the Contractor of the articles covered hereby, the Contractor shall so notify the

NYSP.

i. In such event, or in the event of any excusable delay in excess of 30 days, either party may cancel the undelivered portions of the agreement.

ii. In the event of total or partial destruction of the goods proposed herein, prior to delivery and acceptance by the NYSP, the delay clause, as referenced under §4.4.11.c.i. will apply.

iii. If circumstances beyond the control of the Contractor result in a late delivery, it is the responsibility and obligation of the Contractor to make the details known immediately to the

NYSP Aviation Unit and request disposition of same.

12. Emergency Service Capability:

The service Contractor(s) shall have the capability to provide emergency field service and recovery of disabled aircraft.

13. Contractor Facilities:

The service Contractor(s) shall provide a secure maintenance facility with 24-hour security provided. Service

Contractor(s) shall ensure that no unauthorized personnel have access to any NYSP equipment while said equipment is under the care, custody, or control of the Contractor. At the close of a normal workday, all NYSP aircraft or components shall be secured within a locked facility.

14. Facilities Surveys and Inspections:

a. The NYSP reserves the right to periodically, and at any time during normal working hours, inspect the

Contractor’s work location. These inspections may include but are not limited to, pre-award or post contract award survey.

b. Should the result of any inspection made by the NYSP indicate that the material or parts supplied do not meet contract specifications, the Contractor shall promptly rectify the situation at no additional cost to the NYSP, in order to meet the requirements of the NYSP.

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15. Workmanship Certification and Warranty:

a. All workmanship shall conform to original manufacturer information and acceptable methods, techniques practices, aircraft inspection, repair and alternations, as outlined in FAA Circulars 43.13-1B/2B or most up to date version.

b. Bidder shall provide a standard warranty as to workmanship and repair.

16. Maintenance of Records – Components:

For the term of the contract and following all FAA required record retention periods, the Contractor shall have available historical records and certificates of manufacture for all major components. A copy of the work order explaining in detail the work performed shall be provided with all overhauled and repaired components regardless of whether the component was actually overhauled or repaired by the Contractor at their facility or elsewhere.

4.5 Delivery

Ship To: Contracting Officer Designee:

New York State Police Aviation Unit S/Sgt. Mark Herdman

739 Albany-Shaker Road (518) 242-4500

Latham, NY 12110-1417 Mark.Herdman@troopers.ny.gov

Deliveries must be sent to the above Ship To location, unless otherwise instructed to deliver to a different location within

New York State.

Schedule: Delivery as applicable to this contract shall be expressed in number of calendar days required to make delivery after receipt of order (A/R/O). From time-to-time NYSP may specify a different delivery timeframe which shall be noted on the Purchase Order. Delivery shall be made in accordance with instructions on Purchase Order from the NYSP.

4.6 Warranty

Normal wear and tear items shall be warrantied in accordance with the manufacture’s standard warranty. Where accessories are to be supplied, they must be compatible with the rest of the product. Bidder shall submit all warranties associated with any product supplied under the resultant Contract awarded from this IFB. All product warranties shall survive the termination of any resulting Contract.

mailto:Mark.Herdman@troopers.ny.gov

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5. Contract Clauses and Requirements

5.1 Appendix A

Appendix A – Standard Clauses for New York State Contracts, dated June 2023, attached hereto, is hereby expressly made a part of this solicitation document as fully as if set forth at length herein. Please retain this document for future reference.

5.2 Appendix B

Appendix B – General Specifications, dated April 2016, attached hereto, is hereby expressly made a part of this solicitation document as fully as if set forth at length herein and shall govern any situations not covered by this solicitation document or Appendix A. Please retain this document for future reference.

5.3 Appendix C

Appendix C – Contractors Requirements and Procedures for Participation by New York State Certified Minority and

Women-Owned Business Enterprises and Equal Employment Opportunities for Minority Group Members and Women, attached hereto, is hereby expressly made a part of this solicitation document as fully as if set forth at length herein and shall govern any situations not covered by this solicitation document or Appendix A. Please retain this document for future reference.

5.4 Order of Precedence

The agreement resulting from a successful award will include the following documents. Conflicts between these documents will be resolved in the following descending order of precedence:

1. Appendix A (dated June 2023)

2. Contract Agreement

3. Appendix B (dated April 2016)

4. This Invitation for Bids IFB-HQ2025 including any Addenda (if any)

5. Selected Contractor’s Bid, including Attachment 1 – Bid Cost Proposal and Attachment 2 – Contractor Data Form

5.5 SAM.gov Requirements

Due to requirements imposed by the funding source, final award shall only be issued to a vendor with an active registration in good standing on the federal website www.SAM.gov. Following bid closure, if it is discovered that the tentatively awarded bidder is not registered or will not promptly register on SAM.gov, the Authorized User reserves the right to disqualify the bidder.

5.6 Gender-Based Violence and the Workplace Requirements

State Finance Law Article 11, Section 139–m requires that every bid made to the state or agency thereof, where competitive bidding is required by statute, rule or regulation, for work or services performed or to be performed or goods sold or to be sold, shall contain a statement of attestation certifying that each bidder has implemented a written policy addressing gender-based violence and the workplace. In order to be considered for award, please complete the attached attestation, Appendix S. If a bidder cannot make the foregoing certification, the bidder shall state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefor. Any questions regarding the attached statement of attestation may be directed to the New York State Office for the Prevention of Domestic Violence at workplace@opdv.ny.gov.

5.7 Procurement Lobbying Requirement

Pursuant to State Finance Law §139-j and §139-k, this Solicitation includes and imposes certain restrictions on communications between the NYSP and a Bidder during the procurement process. A Bidder is restricted from making contacts from the earliest posting, on a governmental entity’s website, in a newspaper of general circulation, or in the procurement opportunities newsletter of intent to solicit offers/bids through final award and approval of the Procurement

Contract by NYSP and, if applicable, the Office of the State Comptroller (“Restricted Period”) to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law §139-j(3)(a).

Designated staff, as of the date hereof, are…