IFB PBA 1216_.pdf

Department of Natural Resources

Colorado Parks and Wildlife

INVITATION FOR BID PBA-XXXX

Helicopter Service Contract

Bid Due: Wednesday October 28th at 4:00p.m.

The Department of Natural Resources – Colorado Parks and Wildlife request bids from qualified parties for a Helicopter service contract for Exclusive Use and on an As-Needed Basis for the following dates and locations:

Denver-Fort Collins base: Exclusive Use from 12/1/11 to 3/31/12; and Call As Needed Service from 4/1/12 to 11/30/12; and

Colorado Springs-Pueblo base: Exclusive Use from 12/1/11 to 3/31/12; and Call As Needed Service from 4/1/12 to 11/30/12; and

Front Range As-Needed base: Call As Needed Service from 12/1/11 to 11/30/12.

Table of Contents

Description Page #

I. Background and overview 1-2 II. Schedule of Activities 3 III. Submission 3 IV. Modifications 3 V. Inquiries 3 VI. Colorado BIDS questions 3 VII. Project Requirements 4-15

7.0.0 Equipment Requirements 4-8

7.1.0 Performance Requirements 8-10

7.2.0 Experience Requirements 10-11

7.3.0 Mechanics 11

7.4.0 Permits and Licenses 11

7.5.0 Inspection –Pre Inspection 12-13

7.6.0 Measurement and Payment 13-15

VIII. Accidents 15 IX. Bid Evaluation and Award 15 X. Contract Terms and Conditions 15-18 XI. Insurance Requirements 18-19 XII. Attachments 19

I. BACKGROUND AND OVERVIEW

The State of Colorado, primarily for the use and benefit of Colorado Parks and Wildlife (CPW), desires to award:

One (1) helicopter service contract to be based in Denver/Ft. Collins Area commencing on

December 1, 2011 and terminating on November 30, 2012 with the yearly option to renew for a total of 5 years, exclusive use will apply from December 1 through March 31 each year of the contract; and

One (1) helicopter service contract to be based in the Colorado Springs-Pueblo area commencing on December 1, 2011 and terminating on November 30, 2012 with the yearly option to renew for a total of 5 years, exclusive use will apply from December 1 through March 31 each year of the contract; and

One (1) helicopter service contract to be based in a central location between Fort Collins and Colorado Springs, commencing on December 1, 2011 and terminating November 30, 2012 with the yearly option to renew for a total of 5 years on each, on an as-needed basis only during the entire period.

These contract terms are designed to match the period of intense use by the CPW. Helicopters will be used to perform big game inventory work, wildlife management missions for terrestrial, aquatic and for other flights assigned by the State. Contract award will be made on the basis of that bid which is in the best interest of the State. Best interest of the State is defined as the most cost effective in terms of cost/hour and total estimated cost for the contract from a responsive vendor that meets the minimum requirements listed in sections 7.0 – 7.6.7.

At least one helicopter shall be based at the designated bases of operation for these services in order to be in compliance of the requirements for this solicitation.

For the Denver-Ft. Collins base:

During the exclusive use period, the helicopter will be at the designated base and available for the State's use from sunrise to sunset, seven (7) days a week for a period of time listed in the invitation for bid. Normal working days will be Monday through Friday, but the contractor may be required to fly on the weekends. Depending on the bid price, the State could guarantee: up to 70 hours for the Denver-Fort Collins base annually.

During the call as needed period, the helicopter will be available to the State at the designated base within a minimum of 48 hrs. notice. The call as needed period will begin at the time mutually agreed upon by the State and Contractor at the time of the call placed requesting services. The helicopter, pilot, maintenance capability and required additional equipment will be available during legal operating hours seven days a week

For the Colorado Springs-Pueblo base:

During the exclusive use period, the helicopter will be at the designated base and available for the State's use from sunrise to sunset, seven (7) days a week for a period of time listed in the invitation for bid. Normal working days will be Monday through Friday, but the contractor may be required to fly on the weekends. Depending on the bid price, the State could guarantee: up to 100 hours for the Colorado Springs-Pueblo base annually.

During the call as needed period, the helicopter will be available to the State at the designated base within a minimum of 48 hrs. notice. The call as needed period will begin at the time mutually agreed upon by the State and Contractor at the time of the call placed requesting services. The helicopter, pilot, maintenance capability and required additional equipment will be available during legal operating hours seven days a week.

For the Front Range As-Needed base:

During the period of December 1 through March 31 each year the contract is in effect, the helicopter will be available to the State at the designated base within a minimum of 12 hrs.

notice. During the period of April 1 through November 30 each year the contract is in effect, the helicopter will be available to the State at the designated base within a minimum of 48 hrs. notice. The call as needed period will begin at the time mutually agreed upon by the State and Contractor at the time of the call placed requesting services. The helicopter, pilot, maintenance capability and required additional equipment will be available during legal operating hours seven days a week. There are no guaranteed hours for this base.

During periods when CPW has no need for service under this contract, the helicopter may be released with written notification from the appropriate CPW representative and may perform work for others. The CPW reserves the right to notify the vendor in writing no less than 2 weeks prior to the intent to re-start services at which time the vendor will verify in writing that the referenced helicopters and / or base will be available for the CPWs use.

The intent of this solicitation and any resultant contract(s) is to obtain the services of helicopters fully operated by qualified personnel (see sections 7.2.0 - 7.2.4 “Experience” and 7.3.0 “Permits and Licenses” subsections) and equipped to meet specifications for use. During the contract period, the aircraft pilots and equipment will be made available for the exclusive use and call as needed use for the State of Colorado. The helicopter furnished will be used for big game inventory, wildlife management missions for terrestrial, aquatic and for other flights assigned by the State. The State has cooperative agreements with federal agencies and may dispatch helicopters under this contract for such cooperative use.

Specific types of equipment required, guarantees and other specifications are listed in this Invitation for Bid.

The State reserves the right to reject any or all bids and to waive minor irregularities that do not materially affect the bidding or award procedure, if it is in the best interest of the State of Colorado.

A Summary of Accidents must be submitted with each bid.

II. SCHEDULE OF ACTIVITIES DATE TIME

a. IFB posted on BIDS ?

b. Pre-bid Meeting N/A

c. Prospective Bidder’s questions deadline ?

(no questions accepted after this date & time)

d. Response to Bidder’s question ?

e. Bid submission deadline ? ?

f. Vendor selection (estimate) ?

g. Desired date of executed contract ?

III. SUBMISSION

All proposals must be sealed and received by the Purchasing Office, to the attention of Van Cleef

Purchasing Agent at the Department of Natural Resources, 1313 Sherman Street #423, Denver, CO 80203 no later than the date and time shown in the Schedule of Activities, Deadline for Receipt of Bids. It is the responsibility of the Bidder to make sure that their bid is received in the Procurement Office, prior to the deadline. Bidders mailing proposals should allow ample mail delivery time to ensure timely receipt of their proposals. Bids received after the above date and time will not be considered!

In order to be eligible for award, Bidder must be registered on the Colorado BIDS system at the time of the deadline for receipt of proposals listed above in Section II.

Bids must be sealed and clearly identified as a bid for DNR IFB PBA-XXXX and shall show such information on the outside of the proposal packet. Bids will not be accepted is submitted via e-mail or facsimile transmittal.

IV. MODIFICATIONS

Any modification to this Invitation for Bid will be posted on the State of Colorado website:

http://www.gssa.state.co.us by the Purchasing Department, Department of Natural Resources.

Bidders shall not rely upon any other interpretations, changes, or corrections. It is the bidders responsibility to check the BIDS website regularly for any modifications, updates, or changes to the bid or any of its requirements. Vendors will not be contacted by the state when modifications are made.

V. INQUIRIES

All questions concerning this Invitation for Bid should be in writing (e-mail is completely acceptable and encouraged) and directed to:

Maggie Van Cleef Purchasing Agent Department of Natural Resources 1313 Sherman Street, Room 423 Denver, Colorado 80203 Fax: 303-866-5575 Phone: (303) 866-3292 X8641 Email: maggie.vancleef@state.co.us

VI. COLORADO BIDS QUESTIONS

Answers to any inquiries will be posted as a modification to the Invitation for Bid on the State of Colorado BIDS website: http://www.gssa.state.co.us . All vendors questions and the answers will be posted for all vendors to view.

VII. PROJECT REQUIREMENTS (MINIMUM REQUIREMENTS)

Equipment:

7.0.0 Helicopter Requirements-(Also see Bid Submittal Form)

A. Bell 206L-3 LongRanger III, Eurocopter AS-355F TwinStar, AStar AS350B-2 or aircraft of equivalent or better capability for use in steep, mountainous terrain that http://www.gssa.state.co.us/ mailto:maggie.vancleef@state.co.us http://www.gssa.state.co.us/ experience frequent downslope winds.

B. Special use helicopter - Bell 47 with Soloy conversion (250-C20B) or aircraft of equivalent or better capability.

C. The State reserves the right to hire a high altitude Eurocopter SA-315-B Lama (or similar model with matching capabilities approved by authorized CPW representative) outside of this contract for big game counts at elevations over 12,000 feet ASL.

7.0.1 Selected vendor(s) will be required to have one helicopter with the required equipment listed in this section based at a location in the Denver-Fort Collins area (See Bid Submittal Form)

A. The designated base(s) are delineated by the State and are listed on the invitation's award. During the contract period the State will pay flight time from these bases. If the Contractor's home base is elsewhere he must provide service from and coverage from the designated base(s) with no additional charges to the State.

B. Temporary bases may be established at the State's discretion. Additional allowances for airport use cost and overnight allowances will apply when performing services from temporary bases.

7.0.2 Helicopter shall be equipped with the latest instruments approved for use with the make and model furnished under the contract, including, but not limited to:

A. FAA-approved double-strap shoulder harness with automatic locking inertia reels for each front seat occupant. Shoulder straps and lap belts shall fasten with one single-point, metal to metal, quick-release mechanism.

B. One digital hour meter (Hobbs Model M-1-969, or equal) recording in hours and tenths and activated by an oil pressure switch wired in series with a collective switch or equivalent system to record flight time only. The digital hour meter shall be mounted in such a way that it can be read from the cockpit.

C. Dual controls for initial pilot performance evaluation. Dual controls shall be removed prior to performance under this contract.

D. Fire extinguisher(s) as required by FAR Part 135 shall contain Halon 1211, and be readily available in the cabin.

E. Ground equipment for sub-zero operations must include engine heaters, engine covers, bubble covers, cabin heaters and rotor blade sleeves.

F. One survival kit for pilot to include sleeping bag rated for winter use (O°F) and two days' rations.

G. An outside basket or other stowage area where CPW personnel can secure a survival kit and other personal gear. This area must be clean and not subject to fuel spillage.

7.0.3 Unless otherwise specified in the Schedule of Items, service trucks will be provided in accordance with the following specifications. However, service truck use may not be required on every call. The CPW representative will inform the contractor if a service truck is required.

A. One service truck shall be provided with each helicopter. The service truck shall be attended by one driver, or mechanic with basic knowledge of the helicopter and proficient in standard aircraft fuel servicing procedures. The service truck shall be stationed at the designated base unless dispatched by the CPW representative.

B. Service trucks shall be capable of supporting the helicopter for extended periods away from the designated base, shall be properly maintained, clean, and shall be reliable.

The Contractor shall exchange Service trucks subject to frequent breakdowns.

Trailers used for storage and transport of fuel will have an effective wheel braking system installed.

C. Spare filters, fuses, seals, and other components of the fuel truck filtering system shall be stored in a clean dry area. A minimum of one set is required.

D. "NO SMOKING" signs with three-inch minimum letters visible from both sides and rear of truck.

1. One 10-pound capacity dry chemical fire extinguisher mounted in a manner to make it readily available at all times.

2. Each aircraft fuel-servicing vehicle shall be conspicuously and legibly marked to indicate the nature of the fuel. The marking shall be on each side and the rear in letters at least 3 inches high on a background of sharply contrasting color.

EXAMPLE: Jet-A white on black background.

3. Service truck tank capacity shall be sufficient to sustain 8 hours flight. Barrels are not acceptable. The service truck manufacturer's gross vehicle weight (GVW) shall not be exceeded while stationary or transporting the required fuel.

4. Tanks mounted on trucks shall be equipped with a sump drain valve at the lowest point. When the service truck tank is being filled from a storage tank, the fuel shall flow through a filter system that meets all of the specifications defined in this contract.

5. All tanks will be securely fastened to the truck bed.

6. Fuel pump inlet, (foot valves) or stand pipes shall be a minimum of 3 inches above the bottom of the tank, barrel, or container.

7. Fuel pump must produce a minimum continuous flow rate above 50 percent of the rated flow of the third stage filter element. When a gasoline engine power pump is utilized, the engine will have a shielded ignition system and a spark arrestor installed.

8. Quality control system. ((1) or (2) is acceptable).

(a) Three-stage (filter, water separator, monitor) system.

(1) Fueling systems will utilize a three-stage (filter, water separator, monitor) system such as a Facet part number 050970-M2 for 20 gallon per minute pump, or equal. A Facet part number 050971-M2 for a 10 gallon per minute pump, or equal. Filter and pump systems sizes shall be compatible with the helicopter being serviced. An acceptable third stage (monitor) unit is Facet part number 041420-M2 or Velcon CDF 220A for 20 gpm flow. Facet 041210-M2 or Velcon CDF 210A for 10 gpm systems. NOTE: The 20-gallon per minute filter is the minimum size acceptable.

(2) If the pump produces less than 25-psi pressure the Velcon third stage or equal (monitor) must be used.

(3) The first and third stage elements will be new and installed by the Contractor during the initial inspection. The filter assembly will be placarded with that data. The separator element (teflon screen) will be inspected and tested as prescribed by the manufacturer during the inspection.

(4) The filter manufacturer's "Operating, Installation and Service Manual for 3-Stage Filter Water Separator Unit," will be available at the base of operation for use by the service truck driver.

(b) Single stage system or three-in-one filter canister

(1) Fueling systems will utilize a single element (filter, water separator, and monitor) single such as a Velcon filter canister with Aquacon cartridge of a size compatible with pumps flow rate. (Example: Velcon VF-61 canister with an AC-51205 cartridge.)

(2) The element will be new and installed by the Contractor during the initial inspection. The filter assembly will be placarded with the data.

(3) The filter manufacturer's operating, installation and service manual will be available at the base of operation for use by the service truck driver.

9. The bottom of the filter assembly shall be mounted to allow room for at least a quart size jar to be inserted under the drain for draining and pressure flushing of the unit. Watertight gauge balls shall be visible.

10. The filtering system will be equipped with a differential pressure monitoring system. The gauge sensitivity must be sufficient to allow the operator to readily detect a 5-psi change in pressure differential. The gauges will be positioned to allow the fuel handler to have full view while fueling the helicopter. Fitting for the gauges shall be sufficiently restricted to prevent rapid needle oscillation. A single gauge incorporating a differential pressure monitoring system may be used.

11. A fuel metering device, registering quantities in U.S. gallons of fuel pumped.

The meter will be positioned to allow the fuel handler to have full view while fueling the helicopter.

12. Only hoses designed for dispensing of fuel will be used. Hoses shall be kept in good repair. Fuel nozzle shall include a 100 mesh or finer screen, a dust protective device and a bounding clip or plug.

13. Fuel truck shall have two bonding and ground cables, one to attach to a ground stake and one to attach to the helicopter. Grounding rods and a hammer to insert them will be provided by the Contractor and kept in the fuel truck for use in remote locations.

14. The Contractor shall furnish a driver for each fuel truck available 7 days a week.

Each driver will be expected to demonstrate, at times of pre-use inspection, an acceptable knowledge of correct fueling procedures and of the fueling and safety equipment installed on the fueling vehicle.

7.0.4 The helicopter and accessories will be in operable condition and present a neat and clean appearance. Upholstery, paint and plexi-glass will be in good condition. Plexi-glass will be clean and not excessively scratched so as to permit excellent visibility all directions.

7.0.5 Avionics Requirements - The Contractor shall furnish the following installed, operable avionics systems on each offered helicopter, compatible with CPW radios.

A. Radio transmitter/receiver systems with suitable external antennas:

1. ELT shall be an automatic fixed or automatic portable attached to the helicopter in the cabin, in a conspicuously marked location, easily accessible and removable in the event of an accident. If the primary antenna is the fixed type, a portable antenna will be attached to the ELT unit.

2. On VHF airways communication transmitter/receiver system(s) minimum of 720 transmit & receive channels, 118,000 to 135,975 MF2 in 25 HF2 increments, minimum of 5 watts transmit carrier power.

3. An override type cabin interphone system for pilot and each passenger. The system shall allow clear voice communication between pilot and each observer during flight. All adapters shall be to U-75/u plugs. Headsets should have an adjustable volume control. The interphone system should be keyed by one of the following methods: 1) voice activated microphone, 2) hand-held toggle switch, and 3) open (hot) microphone. Headphones and microphones should be in good working condition and provide clear communication between observer and pilot.

4. The fuel truck should be equipped with a radio so that the pilot and driver are able to communicate from ground to air.

7.0.6 Global Positioning System (GPS) - GPS shall be a Garmin III Pilot or GPS of equivalent or better capability.

7.0.7 Pilots - The Contractor shall furnish with each helicopter one pilot qualified for the missions required. Tour of duty will be commensurate with crew duty limitations.

The Contractor shall furnish relief pilots when crew duty limitations require a change of pilots. Relief pilot shall meet the same approval requirements listed for the primary pilot. The Contractor shall be responsible for all costs incurred by the relief pilot to report to the designated base when a change of pilot(s) becomes necessary.

7.0.8 All aircraft shall be configured so that the center of gravity will remain within the FAA-approved Flight Manual published limits for all normal load requirements and full range of fuel conditions, including ferry with minimum crew without subtraction or addition of ballast.

7.0.9 All flights will be loaded such that the center of gravity will remain within allowed limits during the flight. Actual weights will be used for flight calculations. The Pilot-in- Command will be responsible for compliance with the approved center of gravity limitations.

Performance requirements include:

7.1.0 Fueling - All fuel used under this contract will be commercial grade aviation turbine fuel. The State has the option of providing fuel to remote locations.

A. All fuel shall be supplied by the Contractor at the designated base.

B. Fueling operations, including storage and handling shall comply with the engine manufacturer's recommendations and all applicable FAA standards. NFPA Standard NO. 407, Aircraft Fuel Servicing, will be used as a guide. Additionally, if storage facilities contain more than 1,320 gallons in total or any one single container contains more than 660 gallons, then the regulations of the Environmental Protection

Agency (EPA) shall apply; see Title 40, Code of Federal Regulations, Part 112 (40

CFR 112).

C. Fuel shall pass through a filtering system or one-stage system in accordance with the filter manufacturer's recommendations.

D. All helicopter engines will be shut down and rotors stopped prior to fueling operations.

7.1.1 Quality Control Procedures (By Contractor – Daily)

A. Check for and remove any water from fueler tanks. A water check will be performed each morning before the vehicle is moved, after every reloading of fuel, washing of equipment and after a heavy rain or snowstorm.

B. Drain all filter/separator drain valves and check for water and other contaminants.

Draw off any accumulation of water.

C. Draw off a sample from the fuel nozzle. Sample shall be collected in a clean, clear glass jar and examined visually. Any visual water, dirt, or filter fibers are not acceptable.

D. During helicopter fueling process. Check filter/separator/monitor differential pressures while under full flow conditions. A sudden increase in differential pressure may indicate clogged filter or triggered monitor. A sudden drop in differential pressure may indicate a ruptured filter or monitor. Filter and monitor elements will be changed when differential pressure reaches 15 psi.

E. After fueling process, check sight gauge for water, if equipped.

F. Visually inspect fueler for leaks. Repair as necessary.

7.1.2 Quality Control Procedures (By Contractor – Weekly)

A. With pump operating, pressure flush filter assembly. Continue flush operation until sample is clear, clean, and bright.

B. Time flow rate with full open flow from nozzle. Record gpm to nearest 1/10 gallon.

C. Check condition of covers, gaskets, and vents.

D. Inspect all fire extinguishers for broken seals, proper pressure, and recharge date.

Recharge as necessary.

E. Inspect hoses for abrasions, separations, or soft spots. Weak hoses will be replaced.

F. Recordkeeping - The fuel handler will keep a record containing the following information:

1. Condition of fuel: (Clean, clear, bright, etc.)

- Nozzle Sample

- Filter Sump Sample

- Tank Sump Sample

2. Pressure differential readings.

3. Flow rate in gallons per minute to the nearest 1/10.

4. Filter change

- Reason

- Date

7.1.3 Maintenance Facilities and Procedures

A. Maintenance facilities shall be capable of providing field maintenance support to each helicopter for at least seven days during heavy use.

B. Helicopters shall be operated and maintained in accordance with the manufacturer's recommendations. Engines and/or other components, which have been operated beyond the published TBO or retirement life, will not be used on helicopters under this contract. Helicopter components, which have been operated beyond the limitation specified by the manufacturer, will be inspected, overhauled and/or replaced as required by the manufacturer's publication. Engines and/or major components having an established TBO or finite life will be scheduled for replacement so as to minimize unavailability during the mandatory availability.

C. The Contractor shall comply with manufacturer's bulletins and FAA Airworthiness Directives (AD). Maintenance deficiencies shall be corrected prior to delivery and during service under this contract.

D. A mechanic meeting the qualifications of paragraph 7.3.1 shall inspect helicopters at the operating base each 50 hours of flight. The 50-hour inspection shall be accomplished in accordance with the procedures outlined in the factory maintenance instruction, or if not covered by maintenance instruction, it shall include, but not limited to, the following: Lubrication, if applicable, compressor wash, if necessary, and a thorough visual inspection of power plant, power drive train, main and tail rotor heads and blades, control systems, airframe, instruments, and avionics. All maintenance record entries will be as required by FAR 43.9 and FAR 43.11;

additionally, the hour meter reading shall be recorded.

E. The Contractor shall supply at the time of the optional, initial agency inspection a list of all items installed on the helicopter which are required to be overhauled or replaced on a specified time basis. This list shall include the component names, serial numbers, service life (or inspection/overhaul time), total time since major overhaul or inspection, and hours remaining before replacement, overhaul or inspection. The Contractor shall immediately notify the appropriate CPW representative of any change of an engine, power train, control, or major airframe component and circumstances inducing the change.

F. The State at its discretion may require the Contractor to take oil sample(s). The analysis of the sample(s) will be at the State's expense.

G. Each helicopter furnished must be weighed annually. Weighing will be with all required equipment except buckets and State-furnished equipment. A current equipment list showing installed items at time of weighing will be attached to weight and balance data and entered in maintenance records. Weight must be actual, not computed.

1. Test Flights

A test flight shall be performed at the Contractor's expense following overhaul, repair, and replacement of any engine, power train, or control equipment, and following any adjustment of the flight control systems before the helicopter resumes service under this contract. The pilot shall log the result of the test flight in the aircraft records.

2. Turbine Engine Power Checks Turbine engine power checks will be accomplished prior to each day's flying at the operating base.

3. Logbooks Copies of aircraft components, records, and original pilot logbooks shall be maintained at the designated base and shall be open to the inspection of the Appropriate DOW Representative. All flight time and maintenance shall be recorded in original pilot and/or aircraft logbooks.

H. Ferry time of aircraft to and from the point of use from the designated base or such temporary location from which the helicopter is operating, will be paid at the hourly flight rate. If a service truck is required, mileage to and from the point of use from the designated base will be paid at the rates stipulated in paragraph 7.6.4A. The State will not be responsible for ferry time to and from the Contractor's home base.

Experience Requirements

7.2.0 All Activities - Pilots shall have accumulated as Pilot-in-Command the minimum flight times listed below. Flight time shall be determined from a certified pilot log. Further verification of flight hours may be required at the discretion of the Inspecting Officer.

Minimum Flight Hours

A. Helicopter 1,500 B. Weight Class 1/ 100 C. Turbine or reciprocating engines as applicable 2/ 100 D. Make, model, and subsequent series 3/ 50 E. Make and model in preceding 60 days 10 F. Make and model in preceding 30 days 5 G. Typical terrain 4/ 200 H. Typical terrain in make and model 10 I. Total helicopter time last 12 months 100

FOOTNOTES:

1. Weight Class: Light (up to 6,000 pounds normal gross), Medium (6,001- 12,500 pounds normal gross), Heavy (12,501 pounds and over normal gross).

2. 100 hours Pilot-in-Command in turbine helicopters unless Schedule of Items permits and the Contractor supplies reciprocating-engine helicopter.

3. Pilot flight hour requirements in make and model may be reduced by fifty percent if pilot shows evidence of satisfactorily completing the manufacturer's approved ground school and flight checkout. Twenty-five (25) hours of 206B time will count toward the 50-hour minimum for 206L-1 and vice versa. Twenty-five (25) hours is the minimum acceptable time in make, model, and subsequent series.

4. Typical terrain experience requirement is: Pilot experience with flying at low-levels (<300 feet AGL) in mountainous terrain with varying elevations of over 5,000 feet; rugged slopes, mountainside landing spots surrounded by trees, brush, or rocks; persistent wind, and weather which includes strong winds in the mountains and canyons with sudden up and down drafts and direction changes.

7.2.1 Flight and Duty Limitations - All pilots will be limited to the following tours of duty and flight hours. All revenue producing flying time, such as charter, air commerce, aerial work activities, flight instruction, etc., whether under this contract or not, will count toward the limitations.

A. Flight time will not exceed a total of 8 hours in a 24 hour period.

B. Pilots accumulating 30 or more hours of flying in any six consecutive days will be off duty the following full calendar day.

C. Pilots must have a minimum of 10 consecutive hours off duty within 24 hours of the beginning of any duty. Travel, not local in nature, may be counted as duty time.

D. During any 14 consecutive days, pilots will be off duty for two full calendar days.

Days off duty need not be consecutive.

E. A duty day is any day a flight is made, or four hours or more of other duty s performed.

F. Duty includes flight time and ground duty of any kind, at any location.

G. Pilot should use oxygen when flying above 10,000 feet for any period exceeding 30 minutes or on any flight above 12,000.

7.2.2 Pilot Authority and Responsibility - The pilot is responsible for safety of the aircraft, its occupants, and cargo. He shall comply with the directions of the State, except when in his judgment such compliance will be unsafe or a violation of applicable federal or state regulations or contracting provisions. The pilot shall refuse any flight or landing which the pilot considers hazardous or unsafe. There shall be "NO SMOKING" in the aircraft at anytime.

7.2.3 The fuel truck driver shall be thoroughly familiar with the manufacturer's operation and maintenance manuals, regarding pumps, filter separator systems, and other equipment installed on the fuel truck prior to reporting for the pre-use inspection.

7.2.4 The fuel truck driver shall be able to demonstrate correct fueling procedures found in

NFPA Standard Number 407, also be thoroughly familiar with the terms of this contract pertaining to fueling.

Mechanics

7.3.1 Must have an FAA airframe and power plant (A&P) rating. Mechanics holding an A&P rating with helicopter experience shall be available to maintain the helicopters in satisfactory flying condition. The mechanic shall be provided by the Contractor and shall be in addition to the pilot(s). Mechanics are not required to be at designated bases but must be available within 48 hours when called. Changes in mechanics during the call as needed period will be brought to the attention of the CPW representative.

7.3.2 The mechanic shall show evidence of at least two years of helicopter maintenance experience, including a minimum of three (3) months field experience with the make and model of helicopter under contract (maintaining the helicopter away from the owner's base of operation with a minimum of supervision) and satisfactory completion of manufacturer-approved maintenance course for the make and model under contract.

Three (3) years field experience in make and model may be substituted for the manufacturer's-approved maintenance course.

7.3.3 The Contractor will make available at the pre-use inspection a mechanic data sheet for each mechanic that will perform maintenance on any aircraft covered by this contract.

Permits and Licenses

7.4.0 Certification and Operations

A. Contractors must be currently certified under Part 133 (External Load Operations), Part 135 (Air Taxi Operators and Commercial Operators) and Part 137 (Agricultural Aircraft Operations). The Contractor will furnish a copy of his Parts 133, 135 and 137 certificates of the Federal Aviation Administration Regulations to the Inspecting Officer prior to operation under these contracts. The State reserves the right to waive compliance with Part 137 if the specific contract doesn't call for this service.

B. Helicopters shall be maintained and operated in accordance with the requirements of the Federal Aviation Administration Regulations (14 CFR 135.1 Subparagraph (b) notwithstanding) and the aviation regulations of this State. Status as a "public aircraft" does not alter this requirement for compliance with the above regulations.

C. Prior to issuance of this award domestic corporations shall be required to provide evidence of current Certificate of Incorporation from the Secretary of State pursuant to Sec. 7-2-103 CRS. Foreign corporations shall be required to provide evidence of current Certificate of Authority pursuant to 7-27-101 CRS.

D. Summary of Accidents form must be submitted with each bid.

Inspection – Pre-Inspection

7.5.0 Pre-Use Inspection

Except as provided in 7.5.0A, prior to final award of contract, the State, at its discretion, may inspect the top selected bidder’s helicopters, the regular, relief, and substitute pilots, and service at the expense of such bidder. Final award of the contract may be contingent upon successful passage of the inspection. The inspection shall primarily be designed to determine competency of pilots in make and model of helicopter over typical terrain as defined in footnote #4 of section 7.2.0 and secondarily to confirm that the bidder’s helicopters and equipment conform to standards and criteria specified in the IFB. If the top selected bidder does not pass the inspection, the State will not award the contract to that bidder and may pursue the contract with other qualified bidders. Relief pilots for this contract should be checked at this time.

A. The inspection requirement shall be waived as to any of the top bidder’s aircraft, pilots and facilities if (1) they were approved for use in performance of a CPW contract last year (Nov 2010 through Nov. 2011) or (2) if they are currently carded by the United States Forest Service (USFS) or the Department of Interior Office of Aircraft Services (OAS). As used herein, “carded” means helicopters, pilots, facilities are currently certified by the USFS or OAS as being suitable for performing contracts administered by one or both of those agencies.

B. Pre-Use Inspection Expenses Pilot check rides may require up to two hours of flight time for each pilot as deemed necessary by the State. All check rides shall be performed in a helicopter of like make and model as furnished under the contract.

C. Re-inspection may be required because of minor discrepancies in the aircraft, service truck, service truck driver, mechanic or pilot, or when one of the above was not available at the time of inspection. The State reserves the right to decide whether re-inspection or rejection of the bid is warranted.

D. When re-inspection is necessary, re-inspection costs incurred by the State shall be charged to the Contractor. Such costs shall include actual costs of transportation per diem, and wages of State inspectors. The Contractor shall give 48 hours advance notice to the State's representative when he desires re-inspection.

E. Inspection of Substitute Pilots and Helicopters- Any inspection after the initial inspection of substitute pilots and helicopters will be done in accordance with the provisions of paragraphs 7.5.0 A, B, &C. Inspection costs incurred by the State in inspecting substitute/relief pilots and/or aircraft subsequent to the initial inspection shall be charged to the Contractor. Such costs shall include actual costs of transportation, per diem, and overtime of the State Inspector.

F. Inspection During Use -At any time during operation under the contract, the State Representative may make, or cause to be made, such tests and inspections as he deems necessary for the purpose of determining that equipment, pilot(s), and service personnel continue to meet specifications. The State may periodically sample and test fuel samples taken from the helicopter or service truck. Costs incurred during these inspections will not be charged to the Contractor.

G. If, however, the above inspections or tests reveal deficiencies that require correction and subsequent re-inspection, the provisions of paragraph 7.5.0 D, Re-inspection Expenses, shall apply and the Contractor will be charged actual costs incurred by the State.

Measurement and Payment

7.6.0 Flight Time - Payments for flight time under this contract will be made only when employees of the CPW designated to authorize such flights properly ordered such flight time.

Flight time will be computed in hours and tenths as recorded by the collective activated hour meter on the helicopter. Meter readings will be entered on standard company flight sheets. At the close of each day, the forms shall be totaled and signed by the pilot and an authorized State official. In most cases this will be the State employee flying as observer.

7.6.1 Timekeeping - The Contractor shall maintain a daily flight record of work time, and other earnings for each aircraft under hire. This record shall be signed by CPW personnel ordering the flight. When signed by the Contractor and the State representative, the form may be used as an invoice for making payment.

7.6.3 Other Miscellaneous Costs

A. Airport Use Costs The State will reimburse the Contractor for any airport use costs the Contractor is required to pay when ordered by the State to operate from an airport other than the designated base, such as airport landing fees, tie-down charges, hangar rental, or other similar type costs as agreed upon by the State and the Contractor prior to flying and memorialized by a fully executed Option Letter. These costs must be supported by paid itemized invoices that are presented at the time of billing.

B. Overnight Allowance (per diem) When State quarters are not furnished, an overnight allowance will be paid for each authorized crewmember (limit 2 crewmembers) for every night they are temporarily assigned by the State away from their designated base. Per diem costs will not be paid for portions of days away from designated base. If lodgings and/or meals are provided at State's expense, overnight allowances will be paid at 1/2 allowance, if one or the other is furnished and none if both are furnished. The State recognizes that per diem rates will vary based upon the location of stay. Therefore, the most current CONUS per diem rates utilized by the State of Colorado will be used to determine a high cost area and shall be communicated to the Contractor at the time flights are negotiated and shall be compensated accordingly.

7.6.4 Service Truck Costs

A. Service Truck Mileage The State will pay mileage for the service truck when it is dispatched to give support to helicopters away from the designated base. Payments of service truck mileage will be subject to the approval of the CPW representative ordering the helicopter flight.

Note: Service truck tank must be capable of supporting the helicopter for a minimum of eight (8) hours flying time.

7.6.5 Ferry Flights

Payment will be made for all ordered ferry flights at the contract rate. Ferry time will be considered as part of the guaranteed hours.

7.6.6 Business Arrangements - At the designated base, the Contractor will be required to arrange for housing, subsistence, ground transportation, and other expenses of employees. However, should the Contractor or any of his employees receive meals, quarters, or lodging from the State at any time during the contract, the cost of the same shall be deducted from payments due him at rates listed in paragraph 7.6.3B of this contract.

7.6.7 Payments

A. All applicable charges such as flight time, airport use, overnight allowance, ferry time, payments, etc. shall be recorded on standard company flight sheets and invoice.

At the end of each day, this form shall be completed and signed by the State and the Contractor's pilot.

B. Payment will be made within 45 days of receipt of invoice(s) from the contractor.

VIII. ACCIDENTS

8.0.1 Accidents, as used throughout this contract, shall mean destruction or damage to the aircraft, service truck, aircraft components and any injury to personnel. Vendors who have more than 2 accidents in the last 6 months may not be considered.

A. Incidents, as used throughout this contract, shall mean any air or ground mishap, malfunction, or situation involving aircraft or personnel which results in a deviation from standard procedure and has the potential or resulting in an accident, injury, or death.

B. In the event of a major accident, all wreckage and equipment that might be involved in the accident shall be under the exclusive control of the State representative or other persons or agencies designated by the State for the duration of the investigation or until released. The FAA will investigate all accidents

C. Aircraft involved in any incident, accident, or major component change, as well as pilots involved in any incident or accident, are suspended from further use under this contract until released by the State.

D. The Contractor will maintain a record of all cases of death, aircraft incidents, accidents, and injury arising in the course of work under this contract. The Contractor agrees to fully cooperate in any investigation and provide any needed records, statements, or parts in any investigation of any accident related to this contract. These records will be made available upon the request of the State.

IX. BID EVALUATION AWARD

9.0.1 Bids will be evaluated on the information submitted by vendor. Award will be based upon the lowest responsive, responsible bidder meeting the minimum qualifications.

Any contract that results from this bid shall be subject to the terms in the standard service agreement and special provisions (both attached).

A. Bids must meet or exceed the specifications provided herein. Evaluation of the extent to which Bids meet specification will be preformed SOLELY and determined SOLELY by the Department of Natural Resources Purchasing Office.

B. The Department of Natural Resources reserves the right to reject any or all Bids.

X. CONTRACT TERMS AND CONDITIONS

10.0.1 The selected Vendor will agree to the following terms and conditions as well as the terms and conditions listed in the attached “Standard Services Agreement” including the Special Provisions listed on the BIDS webpage.

A. The successful bidder will be required to enter into a formal contract with DNR. The contract will incorporate this IFB, published addenda, the response of the successful bidder, Contract Terms and Conditions and the Special Provisions attached to this Invitation for Bid.

B. In the event a Contractor submits bids for more than one of the offered bases or currently has other helicopter contracts with the State, the Contractor must clearly demonstrate that they have the necessary equipment to fulfill the exclusive and on call demands of multiple users and/or bases requiring services during the same time periods. This should include having at least one helicopter at each of the designated bases for which they are submitting bids, or the capability of fulfilling the State’s needs without interruption, duress, or additional charges to the State.

Contractor may submit a bid for one, two, or all three of the offered bases in this IFB. However, one Contractor may not be awarded an Exclusive Use base (i.e., Denver/Ft. Collins base and/or Colorado Springs-Pueblo base) contract and the Front Range As-Needed basis contract. Exclusive Use bases (i.e., Denver/Ft. Collins base, or the Colorado Springs-Pueblo base) will be awarded first. In the event a Contractor is selected and awarded a winning bid for an Exclusive Use base, and said Contractor has also submitted a bid for the Front Range As-Needed base, their bid will automatically be removed from consideration for the Front Range As-Needed base.

C. Unavailability/Termination - The term "unavailable" or "unavailability" shall mean whenever the aircraft, service truck, pilot, mechanic or relief pilot is not in condition to perform, fails to perform, is unavailable or is unwilling to perform as required by this contract. Unavailability is not meant to include unforeseen causes beyond the control of and without fault or negligence of the Contractor, including but not limited to severe weather, acts of God, acts of public enemy or acts of the State in its contractual capacity.

Unavailability of aircraft, service truck, pilot, mechanic or relief pilot for three (3) full, consecutive days when on call shall constitute grounds for termination of the contract. It is the responsibility of the Contractor to immediately communicate to the CPW representative of impending or current issues and the reasons for unavailability at the time flight plans are being negotiated and/or planned in order that the CPW representative can make other arrangements in a timely manner.

Failure to respond to requests on three (3) separate occasions when called by the State shall be grounds for termination of this contract

C. Vendor Past Performance. Each offeror’s past performance will be reviewed as part of the State’s overall evaluation of best value. This evaluation will take into account past performance information submitted as a part of each offeror’s proposal including but not limited to, information regarding predecessor companies, key personnel who have relevant experience, and subcontractors performing major or critical aspects of the service(s) if such information is relevant. Offerors without a record of relevant past performance or for whom information on past performance is not available will receive a neutral past performance rating. The State will consider past or current State contracts for efforts similar to the State requirements for this contract. The State will consider information provided regarding problems encountered on the identified contracts and any associated corrective actions.

D. Substitution/Replacement

1. During the course of this contract, the Contractor may substitute or replace aircraft, pilots, or mechanics, under its operational control, equal in performance and meeting contract requirements after receipt of written approval from the State representative responsible for the contract. The Contractor will be liable for any inspection costs incurred by the State as provided for in Section 7.5.0E.

2. Transportation of substitute helicopters and pilots to the point of use will be at the Contractor's expense.

3. When pilots are exchanged or replaced after initial pilot approval and assignment, training, and familiarization flight time shall be accomplished at the Contractor's expense for up to three (3) hours on each replacement pilot as deemed necessary by the State representative. This is not intended to affect cross shifting of pilots that are familiar with the operating area, nor to affect approved relief pilots assigned temporarily.

E. Suspension - The designated CPW representative may suspend in writing any aircraft used under this contract if in his or her judgment the aircraft is deemed mechanically unsafe. A qualified helicopter mechanic will be provided by the State to insure airworthiness if disputes occur.

1. The designated CPW representative may in writing suspend from flying under this contract any pilots who fly carelessly, does ineffective work, exhibits fatigue, or conduct themselves in a manner detrimental to the purpose for which contracted.

2. The designated CPW representative may in writing suspend from performing maintenance on the helicopter, under this contract, any mechanic who is careless, does poor quality work, exhibits fatigue, or conducts themselves in a manner which might jeopardize the safety of the operation.

3. The designated CPW representative may in writing suspend from operating the fuel truck, under this contract, any driver who drives recklessly, fails to use grounding equipment, or fails to perform quality control procedures and record keeping requirements that are detailed in this contract.

F. Contract Period - Contract period(s) are designated in the Invitation and Bid.

Exclusive use period will not commence before December 1, 2011. Call as needed period will not commence before April 1, 2012 and will end on or before November 30, 2012. State contracts will be in effect for one (1) year.