IFB1 PMAA 2017_0084 Helicopter Inventory Services v.3.pdf

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Invitation for Bid

Helicopter Inventory Services

Department of Natural Resource

Colorado Parks & Wildlife

IFB1# PMAA 2017_0084

All Bids shall be subimitted F.O.B. Destination unless Otherwise Specified

Per the attached specifications, terms, and conditions

Issuing Office

This Invitation for Bid (IFB) is issued by the State of Colorado, Department of Natural Resources, on behalf of the Colorado Parks & Wildlife (CPW). All contact regarding this solicitation is to be directed to:

Raven Lopez

Department of Natural Resources, Purchasing Office

1313 Sherman #423

Denver, CO 80203

(303) 866-3292 X8625

Fax: (303) 866-5575

Email: raevena.lopez@state.co.us

Purpose

The purpose of this IFB is to obtain competitive proposals from qualified individuals and firms to provide the Department of Natural Resources – Colorado Parks & Wildlife (CPW) with Helicopter

Services for Exclusive Use for the aerial inventory of wildlife populations. For the Colorado

Springs-Pueblo (or the Southeast Colorado Area) base: Exclusive Use from 12/1/16 to 1/31/17; and

Call As Needed Service from 2/1/17 to 11/30/17.

Vendors must furnish all labor, materials and equipment required to complete the work of the noted

Sections of this solicitation described herein.

It is the intent of the Department of Natural Resources – Division of Colorado Parks &

Wildlife (CPW) to make one (1) or more awards from this solicitation which may include one or more helicopter contractors, to be based in the Colorado Springs/Pueblo (or the Southeast

Colorado Area) area.

Schedule of Activities

Invitation for Bid (IFB) Posted September 16, 2016

Written Inquiry Deadline September 23, 2016 at 4:00 pm (MT)

Responses to Solicitation Questions to be posted via VSS

September 26, 2016 no later than 5:00 pm

(MT)

IFB Responses Due October 06, 2016 at 11:00 am (MT)

IFB Award Date Expected by October 10, 2016 (Tentative) file://dnrfido1b/actg/PURCHASING/Purchasing%20Agent%20Resources/IFB%20PDAA%202017_0079%20Mapping%20for%20DTM/raevena.lopez@state.co.us

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History

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 1.0.0 – 1.9.4. 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 Colorado Springs/Pueblo (or the Southeast Colorado Area) base:

During the exclusive use period (12/1/16 – 1/31/17), 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 30 hours to the area east of I-25 and 100 hours to the area west of I-25 in the

SE region for the base annually. The specific number of required hours will be determined after award and included in the resulting contract.

During the call as needed period, the helicopter will be available to the State at the designated base within a minimum of 48 hour notice. The call as needed period (2/1/17 – 11/30/17) will begin at the time mutually agreed upon by the State and Contractor at the time of the call placed requesting services. This has averaged about twenty (20) hours in the past few years. The helicopter, pilot, maintenance capability and required additional equipment will be available during legal operating hours seven days a week.

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 1.2.0 - 1.2.4 “Experience Requirements” and

1.4.0 “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.

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Minimum Project Requirements/Scope of Work

1.0.0 Helicopter Requirements (See Bid Submittal Form):

A. For areas west of Interstate 25 in the SE region and the area surrounding Fishers Peak to the east of Interstate 25, the minimum requirement for a . Survey helicopter: examples include

MD530, AS 350 or better capability. These aircraft must have carrying capability to a landing zone of 14,000 ft. MSL with pilot and 2 passengers, required fuel, at ISA as stated in the rotorcraft manual.

B. To the areas to the east of Interstate 25 in the SE region, excluding the area around Fishers

Peak. The estimated amount of annual flight time in this area will vary based on price, but could be approximately 35 hours. Survey helicopter: examples include R-44, Bell 206, MD 500 or better capability. These aircraft must have carrying capability to a landing zone of 6,500 ft. MSL with pilot and 2 passengers, required fuel, at ISA as stated in the rotorcraft manual.

C. The State reserves the right to award one, or two contractors based on the specifications listed in this solicitation.

1.0.1 Selected vendor(s) will be required to have one helicopter with the required equipment listed in this section based at a location in the Colorado Springs/Pueblo (or the Southeast Colorado 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.

1.0.2 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. Safety equipment as required by FAR Part 135

D. A 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.

1.0.3 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.

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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. The Fuel truck must meet requirements found in the NASF Cooperators Aviation Standards for Interagency Standards Section C, Exhibit 8.

E. 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.

1.0.4 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.

1.0.5 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..

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.

1.0.6 Global Positioning System (GPS)

Shall be handheld or panel mount. Utilizing WGS-84 datum; reference latitude and longitude coordinates in the DM (degrees/minutes/decimal minutes) mode. The GPS unit must have the ability for manual entry of waypoints in flight. The GPS shall have a database, updated annually.

1.0.7 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.

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1.0.8 All aircraft shall be configured so that the center of gravity will remain within the FAA-approved rotorcraft 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. All flights will be loaded and operated within the rotorcraft manual.

1.1.0 Performance Requirements

A. Maintenance Facilities and Procedures: 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 Part 135 and the manufacturer's recommendations. 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 1.6.4(A). The State will not be responsible for ferry time to and from the Contractor's home base.

1.2.0 Experience Requirements

A. 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.

Description Minimum Flight Hours

A. Helicopter 1,500

B. Weight Class 1/ 100

C. Turbine or reciprocating engines as applicable 2/

D. Make, model, and subsequent series 3 50

E. Make and model in preceding 60 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. 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. 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.

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1.2.1 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 follow Part 135 oxygen use.

1.2.2 Pilot Authority and Responsibility

The pilot is responsible for safety of the aircraft, its occupants, and cargo. He/She shall comply with FAA regulation except when in his judgment such compliance will be unsafe. 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.

1.2.3 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.

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

National Fire Protection Association (NFPA) Standard Number 407, also be thoroughly familiar with the terms of this contract pertaining to fueling.

1.3.0 Mechanics

1.3.1 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.

1.3.2 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.

1.3.3 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.

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1.3.4 If Mechanic is also the Pilot/Mechanic on duty he/she shall combine hours operating as both mechanic and pilot such that the duty day does not exceed either limitation.

Permits and Licenses

1.4.0 Certification and Operations

A. Contractors must be currently certified under Part 133 (External Load Operations), Part 135

(Air Taxi Operators and Commercial Operators). The Contractor will furnish a copy of his Parts

133, 135 and certificates of the Federal Aviation Administration Regulations to the Inspecting

Officer prior to operation under these contracts.

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).

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 and Incidents form must be submitted with each bid.

1.5.0 Inspection – Pre-Inspection

1.5.1 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 1.2.0 and secondarily to confirm that the bidder’s helicopters and equipment conform to standards and criteria specified in the IFB.

In addition, the pre-inspection will include a review of all accident/incident history. 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

2015 through Nov. 2016) 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.

1.6.0 Measurement and Payment

1.6.1 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.

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1.6.2 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.

1.6.3 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.

1.6.4 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.

1.6.5 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.

1.6.6 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 1.6.3 (B) of this contract.

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1.6.7 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.

1.7.0 Accidents

Accidents, as used throughout this contract, shall be in accordance to NTSB and FAA Part 135

A Summary of Accidents must be submitted with each proposal.

1.8.0 Unavailability/Termination

A. 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.

B. 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.

1.9.0 Additional Requirements

1.9.1 Multiple Bid Offers

A. 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.

B. Alternate Base Submittal Requirements

Vendors who would like to propose an alternate base may do so providing that they submit with their bid a formal signed memo on company letterhead stating the following:

1. That the vendor intends to absorb ALL costs associated with getting the Helicopter

(either one) from the alternate base to the assigned base including but not limited to ferry time, hangar rental, and per diem. The state will NOT pay any ferry time from the alternate base to the assigned base in either the Denver-Fort Collins area, or the Colorado Springs area.

2. The vendor needs to state how much time will be deducted for ferry time from alternate base to assigned base.

3. The vendor needs to state how they intend to accommodate the CPW’s schedule. (Ferry time out to the assigned base and back to the alternate base loses daylight for the biologists

Page 10 of 16 IFB1 2017_0084 mission.) Ferry between the alternate and assigned bases should not unduly limit flight scheduling as compared to operating out of the assigned base.

4. The vendor needs to state that they understand that depending on ferry time the state

RESERVES THE RIGHT TO REJECT ANY PROPOSED ALTERNATE BASES IF THE

STATE FEELS THAT BASE CANNOT BE EFFECTIVE OR EFFICIENT.

5. The memo needs to state that they agree to these terms and needs to be signed by the authorized signatory for the company stating their title.

1.9.2 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.

1.9.3 Substitution/Replacement

A. 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 1.5.0.

B. Transportation of substitute helicopters and pilots to the point of use will be at the

Contractor's expense.

C. 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.

1.9.4 Suspension

The designated CPW representative may suspend in writing any aircraft used under the 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.

A. 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.

B. 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.

C. 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.

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End Project Requirements/Scope of Work Section

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Insurance

Contractor(s) shall obtain and maintain insurance as specified in this section at all times during the term of the agreement. All policies evidencing the insurance coverage required hereunder shall be issued by insurance companies satisfactory to the Contractor(s) and the State.

A. Worker’s Compensation

Worker’s Compensation Insurance as required by State statute, and Employer’s Liability Insurance covering all of Vendor or Subcontractor employees acting within the course and scope of their employment.

B. General Liability

Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows: (a) $1,000,000 each occurrence; (b) $1,000,000 general aggregate; (c)

$1,000,000 products and completed operations aggregate; and (d) $50,000 any one fire.

If any aggregate limit is reduced below $1,000,000 because of claims made or paid, Subcontractor shall immediately obtain additional insurance to restore the full aggregate limit and furnish to

Vendor a certificate or other document satisfactory to Vendor showing compliance with this provision.

C. Automobile Liability

Automobile Liability Insurance covering any auto (including owned, hired and non-owned autos) with a minimum limit of $1,000,000 each accident combined single limit.

D. Aircraft Liability

Aircraft Liability Insurance covering bodily injury and property damage, liability, including passengers, with minimum of $5,000,000 each occurrence combined single limits.

E. Additional Insured

The State shall be named as additional insured on all Commercial General Liability, Aircraft

Liability and Automobile Liability Insurance policies (leases and construction contracts require additional insured coverage for completed operations on endorsements CG 2010 11/85, CG 2037, or equivalent) required of Vendor and any Subcontractors hereunder. Coverage required of the

Contract will be primary over any insurance or self-insurance program carried by the State of

Colorado.

F. Primacy of Coverage

Coverage required of Vendor and Subcontractor shall be primary over any insurance or self-insurance program carried by Vendor or the State.

G. Cancellation

The above insurance policies shall include provisions preventing cancellation or non-renewal without at least 30 days prior notice to Vendor and Vendor shall forward such notice to the State in accordance with §16 (Notices and Representatives) within seven days of Vendor’s receipt of such notice.

H. Subrogation Waiver

All insurance policies in any way related to this Contract and secured and maintained by Vendor or its Subcontractors as required herein shall include clauses stating that each carrier shall waive all rights of recovery, under subrogation or otherwise, against Vendor or the State, its agencies, institutions, organizations, officers, agents, employees, and volunteers.

I. Certificates

Vendor and all Subcontractors shall provide certificates showing insurance coverage required hereunder to the State within seven business days of the Effective Date of this Contract. No later

Page 13 of 16 IFB1 2017_0084 than 15 days prior to the expiration date of any such coverage, Vendor and each Subcontractor shall deliver to the State or Vendor certificates of insurance evidencing renewals thereof. In addition, upon request by the State at any other time during the term of this Contract or any subcontract, Vendor and each Subcontractor shall, within 10 days of such request, supply to the State evidence satisfactory to the State of compliance with the provisions of this solicitation.

Inquiries

Vendors may make written inquiries concerning the solicitation and its specifications. No inquiries will be accepted after the date and time specified in the Solicitation Schedule, Written Inquiry

Deadline. Questions must be submitted in writing to:

Raven Lopez

Department of Natural Resources

Email Address: raevena.lopez@state.co.us

Inquiries sent by fax will not be accepted. The preferred method for submitting inquiries is through ColoradoVSS website (see below) or via email as an attachment that can be opened by

Microsoft Word 2003 or 2007. The answers to the written inquiries received by the deadline stated will be answered and these answers will be posted in a new document that will be posted to

VSS by the deadline stated in the Schedule of Activities.

All questions about the specific item(s) being solicited for must be posted on the VSS site or emailed to the Purchasing Agent in charge of the Invitation for Bid at raevena.lopez@state.co.us

If you have questions about the process to submit a bid response, please call the CPW

Purchasing Agent in charge of the solicitation, identified on Page 1.

ColoradoVSS WEBSITE

This solicitation is published using the ColoradoVSS.; www.colorado.gov/vss. Solicitation documents and information (including any amendments or modifications) will be updated with revisions on this site.

Amendments to the Invitation for Bid

In the event it should be necessary to revise any portion of this Invitation for Bid, addenda will be posted on the Colorado VSS website (see information below).

Vendor Requirements

It is recommended that Vendors register on the Vendor Self-Service (VSS) website.

Vendors will receive email notifications about current bid opportunities with the State of

Colorado.

VSS and its registration information can be found at:

https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

When submitting a response via VSS, take into consideration that the registration process for VSS may take some time, so please plan accordingly.

file://dnrfido1b/actg/PURCHASING/Purchasing%20Agent%20Resources/IFB%20PDAA%202017_0079%20Mapping%20for%20DTM/raevena.lopez@state.co.us file://dnrfido1b/actg/PURCHASING/Purchasing%20Agent%20Resources/IFB%20PDAA%202017_0079%20Mapping%20for%20DTM/raevena.lopez@state.co.us http://www.colorado.gov/vss https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

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NOTE: Vendors that were registered in the state BIDS system prior to the implementation of the

VSS system on July 1, 2014, and are having trouble registering in VSS, please contact the purchasing agent in charge of the solicitation and they will assist you.

Service Disabled Veteran Owned Small Businesses (SDVOSBs)

SDVOSBs, who are incorporated or organized in Colorado or maintain a place of business or have an office in Colorado and who are officially registered and verified as a SDVOSB by the Center for

Veteran Enterprise within the U.S. Department of Veterans Affairs. (www.vip.vetbiz.gov), may receive a 5% preference on their bid. This preference applies only to the price, and the SDVOSBs must still meet all other qualifications required in the bid. SDVOSBs claiming this preference shall submit documentation of SDVOSB certification Issued through the U.S. Department of Veterans

Affairs in their response to the solicitation. Bid submissions without this documentation will not be given a preference.

Residence Bidder Preference

When a contract for commodities or services is to be awarded to a bidder, a resident bidder shall be allowed a preference against a nonresident bidder equal to the preference given or required by the state in which the nonresident bidder is a resident.

If the bid or contract price exceeds $500,000 for State Funded projects, the following apply:

a) Colorado statute (§8-19-104 C.R.S.) requires that a comparable percentage disadvantage be applied to a bid from a contractor based in a state that provides a percentage bidding preference.

More information is available at www.colorado.gov/spo.

b) A good faith effort must be made by the Contractor to report the use of foreign goods on any public works project. Upon completion of the project, the contractor must report to the Project

Manager the total cost and country of origin for each of the five most costly goods used in the project, (§24-103-210 C.R.S.).

Evaluation and Award

The bid will be awarded to the lowest responsive and responsible bidder who meets the minimum qualifications for quality and equipment as evidenced by the submittal information. The purchasing agent may negotiate with any vendor/contractor to clarify their quote or to effect modifications that will make the quote more acceptable or make the quote more advantageous to the state. However, in the negotiation process, the terms of one vendor/contractor quote shall not be revealed to a competing vendor/contractor, and quotes may be kept confidential until a commitment voucher is issued. All bids will receive fair and equal treatment. The Colorado Department of Natural

Resources reserves the right to waive minor in-formalities of submitted bids or to reject any or all bids. For general provisions concerning Colorado purchasing, see the Colorado Procurement Code, articles 101 through 112 of title 24, Colorado Revised Statutes. All solicitations will be required to comply with section 8-18-101 C.R.S., Colorado Contract

A Contract will be issued to the awarded bidder. The Contract will be similar to the attached model contract. By submitting a bid, the bidder agrees to the terms of the model contract (attached).

http://www.colorado.gov/spo

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Terms of Contract

The terms for the helicopter inventory services will commence on December 1, 2016 and terminate on November 30, 2017. Exclusive use period will not commence before December 1, 2016. For the Colorado Springs/Pueblo (or the Southeast Colorado Area) base: call as needed period will not commence before February 1, 2017 and will end on or before November 30, 2017. The Department of Natural Resources, Division of Colorado Parks & Wildlife (CPW) may elect to renew the agreement for four additional option years for a total of up to five years. Exclusive use will apply from December 1 through March 31 of each year of the contract. These contract terms are designed to match the period of intense use by CPW. If DNR/CPW desires to exercise its option years, a quote will be requested from the awarded vendor prior to the beginning of the following year. Each year, rate adjustments may be made based on the May Consumer Price Index (CPI) for the West

Urban Region or a 5% adjustment, whichever is less. Only one such increase will be allowed in any

12-month period of the 5-year contract.

In the event that fuel costs continue to rise, the State may allow for a hardship provision for increased fuel costs not provided for in the original bid proposal and submitted to the State upon the renewal of the Contract. These cost adjustments will be incorporated into the yearly CPI rate adjustment above. The adjusted fuel rates would be valid for the current term of the Contract only and will be revisited upon renewal of each year’s Contract. Determination of acceptance for the adjusted rates will be at the sole discretion of Department of Natural Resources (DNR) Purchasing

Office and will be based on applicable documentation provided by the Contractor, subject to the provisions of the Cost or pricing Data section of the Colorado State Procurement Rules, such as invoices showing payment for fuel, historical data of fuel escalation costs, future predictions of costs from reliable sources etc. This documentation should be applicable to the time of year that the majority of the flying occurred under the contract and to the area of the state in which the flying occurred (i.e. airports at which the fueling took place while the work was conducted). The State may request additional documentation from the Contractor before making the final determination and will notify the Contractor of the decision. At a minimum, the DNR Purchasing Office will require supporting documentation showing the prices paid for fuel at the appropriate base during the time of usage. If the vendor can support increased fuel hardship costs the State may grant an increase equal to 40% of the difference in price currently paid at the time of renewal compared to the price paid at the time of the bid submission. If fuel rates are 8% higher in year two (2) than when vendors submitted their bid proposals; vendors may receive a 3.2% fuel hardship increase in addition to the CPI. Traditionally CPW flies from November/December through March during exclusive use (fuel prices historically are lower during winter months) and, does little flying during summer months when fuel historically is higher.

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Bid Submittal Instructions

All vendors wishing to submit a bid response for this Invitation for Bid solicitation must submit their proposal which must include the following:

1) The Bid Submittal Form (Attached as a separate document)

2) Summary of Accidents and Incidents Form (Attached as #10 on the Bid Submittal Form)

Submission details for responses are listed as follows:

Via VSS (Vendor Self-Service - see registration information above).

Delivery via USPS or other courier services - Bidders mailing proposals should allow ample mail delivery time to ensure timely receipt of their proposals.

Personal delivery (hand delivered) to: Department of Natural Resources, Purchasing

Office, Attn: IFB1 2017*0084 1313 Sherman Street, Room #423, Denver, CO 80203.

Failure by the vendor to submit items #1 and #2 above shall be deemed a non-responsive bid and will not be evaluated. Vendors may submit additional information if it assists in explaining their bid but cannot replace or be provided in lieu of items #1 and #2 above.

PLEASE NOTE: ALL bids must be received in the Purchasing Department at 1313 Sherman, Room #423, Denver, CO 80203 by the bid closing time or the bid will not be accepted. – NO

EXCEPTIONS.

Attachments

Attachment A - Bid Submittal Form

Summary of Accidents and Incidents Form (Attached as part of Attachment A – Bid

Submittal Form)

Model Services Contract including Special Provisions

W-9 Form (Required if not registered in VSS)