IFB1 RBAA 2025-0098 Mission Management Suite.pdf

Invitation for Bid (IFB) #: RBAA 2025-0098 Project Title: Mission Management Suite for MX-15 Imaging System

Date Due: Tuesday, November 19, 2024, at 2:00 PM MT

Signature Page ISSUING OFFICE: This Invitation for Bids (IFB) is issued by the Colorado Department of Public Safety (CDPS), Executive Director’s Office. The CDPS Procurement Office is the sole point of contact concerning this solicitation.

ISSUING OFFICE

ADDRESS:

Colorado Department of Public Safety Procurement Department 700 Kipling Street Denver, CO 80215

Bids shall be submitted through VSS by the deadline

Colorado VSS / CORE Number Date

Company Name

Address

City State Zip Code

Phone Email

Indicate if your company is registered and verified by the U.S. Department of Veteran Affairs as a Service-Disabled Veteran-Owned Small Business:

☐ YES (if yes, please submit validation with your response) ☐ NO

Print Name of Company Representative Title

Signature of Company Representative

Signature by an authorized officer or agent of the company.

SIGN AND RETURN THIS PAGE WITH BID SUBMISSION

(ELECTRONICALLY)

Date Due: Tuesday, November 19, 2024, at 2:00 PM MT

Table of Contents

SECTION 1.0 SOLICITATION INFORMATION

1.1. INTRODUCTION

1.2. BACKGROUND, OVERVIEW AND GOALS

1.3. SCHEDULE OF ACTIVITES

1.4. SOLE POINT OF CONTACT

1.5. OFFEROR INQUIRIES

SECTION 2.0 SCOPE OF WORK/SPECIFICATIONS AND REQUIREMENTS

2.1. ACCESSIBILITY REQUIREMENTS

2.2. MANDATORY/MINIMUM REQUIREMENTS

2.3. SCOPE OF WORK/SPECIFICATIONS

SECTION 3.0 BID SUBMISSION AND BID OPENING

3.1. GENERAL SUBMISSION REQUIREMENTS

3.2. COLORADO VENDOR SELF-SERVICE WEBSITE

3.3. TIMELINESS OF BID SUBMISSION

3.4. PRICING

3.5. PUBLIC OPENING OF BIDS - VIRTUAL 7

SECTION 4.0 BID AWARD

4.1. BID EVALUATION AND AWARD

4.2. SINGLE BID

4.3. NOTICE OF AWARD

Appendices Exhibit A- Administrative Information Exhibit B – Statement of Work Exhibit C – Pricing Sheet Exhibit D – Previously Procured Equipment Exhibit E – Previously Installed Equipment Exhibit F – N201SP Aircraft Specifications Exhibit G – W-9 Exhibit H- Purchase Order Terms and Conditions

SOLICITATION INFORMATION

1.1. INTRODUCTION

On behalf of the State of Colorado, Colorado Department of Public Safety, Colorado State Patrol is issuing this Invitation for Bids for Mission Management Suite for MX-15 Imagine System.

1.2. BACKGROUND, OVERVIEW AND GOALS

The Colorado State Patrol, a division of the Colorado Department of Public Safety, is seeking a vendor to provide and install a complete mission management suite for the MX-15 imaging system. This installation will be for a 2008 Pilatus

PC-12 NG-47E (MSN 1059).

1.3. SCHEDULE OF ACTIVITIES

1.3.1. This Schedule of Activities is for information and planning purposes only.

Schedules for Activities listed as “Estimated” may be subject to change depending on the needs of the State. All times are stated in Mountain Time (MT), as adjusted for daylight savings

1.3.2.

Activity Date Time

1 Solicitation Published via Colorado

VSS

11/01/2024 N/A

Written Inquiries Deadline

Send Inquiries to emily.bartels@state.co.us

11/06/2024 2:00 PM

3 Response to written inquiries; will be posted to Colorado VSS. (Estimated)

11/08/2024 2:00 PM

Bid Submission Deadline Sealed bids must be submitted in the method described in Section 3.0 below

11/19/2024 2:00 PM

5 Public opening of bids (virtual) 11/20/2024 2:00 PM

6 Notice of Intent to Award 11/22/2024 2:00 PM

(Estimated)

7 Contract/Purchase Order Execution (Desired)

11/25/2024 N/A

1.4. SOLE POINT OF CONTACT

1.4.1. The Procurement Contact for this solicitation is:

Emily Bartels Purchasing and Contracts Specialist Email: cdps_edo_bids@state.co.us

1.4.2. Because phone lines are not consistently monitored, email is the only method of communication. The individual listed above is the sole point of contact for this solicitation. Initiating contact with anyone other than this individual may result in Offeror disqualification.

1.5. OFFEROR INQUIRIES

1.5.1. Offerors may submit written inquiries via email concerning this solicitation to obtain clarifications. The State, in its sole discretion may not accept inquiries received after the date and time indicated in the Schedule of Activities. Send all inquiries to the Procurement Contact identified in Section 1.4. Inquiries must be clearly marked with the IFB number and title. Where appropriate, inquiries should include references to any relevant Section/paragraph of the solicitation.

1.5.2. Responses to Offeror’s inquiries will be published on Colorado VSS collectively, as a modification to the solicitation. Offerors shall not rely on any verbal statements that alter any specification or other term or condition of the solicitation. Such changes are valid only if provided in writing by the Procurement Contact.

SECTION 2.0 SCOPE OF WORK/SPECIFICATIONS AND REQUIREMENTS

2.1. ACCESSIBILITY REQUIREMENTS

2.1.1. All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, C.R.S., et seq., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to Section §24-85-103 (2.5), C.R.S. and 3) all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines

2.2. MANDATORY/MINIMUM REQUIREMENTS

2.2.1. See Exhibit B – Statement of Work for a full list of requirements.

2.2.2. Total project completion shall occur prior to 06/01/2025. If you are unable to meet this deadline, please do not submit a bid for recommendation.

2.2.2.1. The Colorado State Patrol has already procured, and will furnish, the WESCAM MX-15camera, and some of its associated components (see Exhibit D).

2.2.2.2. The Colorado State Patrol has already installed the MX-15 camera lift system (see Exhibit E).

2.2.3. All equipment (parts, materials, components) and installations must be in accordance with prescribed Federal Aviation Regulations (FARs) and Federal Aviation Administration (FAA) procedures, inspections, and required certifications. All materials and parts, unless otherwise stated, shall be new and unused, of current manufacture, and of the highest quality, free from all defects or imperfections affecting performance or appearance.

2.2.4. The following specifications describe the minimum requirements for the product and the individual line items outlined in this document. Any and all equipment omitted from these specifications, which are required for a complete installation, must be furnished by the vendor. The completed system must include all radio components, wiring harnesses, mounting brackets, lighting devices, circuit breakers, antennas, switches, firmware, software, and any other component required to make the system whole

2.2.5. Vendor is required to perform aircraft storage/upkeep procedures, as directed by the Pilatus maintenance manual, to maintain the aircraft while the aircraft is in its possession

2.2.6. CSP will be responsible for the aircraft transfer to/from the completion facility. The vendor will be 100% responsible for the aircraft while it is in their possession.

2.2.6.1. Prior to final acceptance, CSP will perform a minimum of one test flight where the vendor will showcase the full system functionality and integration in accordance with these specifications

2.2.7. Upon completion, the aircraft must remain FAA certified with a standard airworthiness certificate, in the normal category, for day & night, as well as VFR & IFR operations.

2.2.8. If any vendor fails to meet all of the specifications, as set forth in this solicitation, the vendor shall make it clear to the CSP by written notification.

Include which specifications you are unable to be meet, along with the proposed substitution which must be agreed upon by CSP.

2.2.8.1. Substitutions must be submitted to the Solicitation

Coordinator prior to the question and comments deadline.

SCP reserves the right to reject a proposed substitution.

2.2.9. All bids must include any additional charges such as freight.

2.3. SCOPE OF WORK/SPECIFICATIONS

2.3.1. See Exhibit B – Statement of Work for a full list of requirements.

SECTION 3.0 BID SUBMISSION AND BID OPENING

3.1. GENERAL SUBMISSION REQUIREMENTS

For this solicitation, bids shall be submitted using Vendor Self-Service (VSS) no later than the bid submission deadline. To prevent technical issues when uploading documents, Offerors are encouraged to submit bids as early as possible, and not wait until the deadline. If technical difficulties arise, an email must be sent to cdps_edo_bids@state.co.us no later than 15 minutes after the proposal submission deadline has passed. Failure to send an email will result in the bid not being accepted. Hard copy submissions will not be accepted.

3.2. COLORADO VENDOR SELF-SERVICE WEBSITE

This solicitation is published using Colorado Vendor Self-Service (VSS):

www.colorado.gov/vss. Solicitation documents and information (including any amendments or modifications) will be updated with revisions on this site. If you are unable to download documents from VSS, please contact the purchasing agent listed above. It is preferred that all vendors are registered and submit their bid responses on VSS; registration information is included at the link above.

Offeror shall submit the following with their bid submission:

3.2.1. Signature Page (page one of this document)

3.2.2. Per 7-90-801 C.R.S., Offeror must provide their Certification of Good Standing in the State of Colorado from the Secretary of State website at:

https://www.sos.state.co.us/biz/BusinessEntityCriteriaExt.do?resetTransTyp=Y

3.2.3. SDVOSB Certification, if applicable.

3.2.4. Responses and documentation pertaining to Exhibit B – Statement of Work.

3.2.5. Completed Exhibit C – Pricing Sheet.

3.2.6. Completed Exhibit G – W-9

3.3. TIMELINESS OF BID SUBMISSION

mailto:cdps_edo_bids@state.co.us http://www.colorado.gov/vss https://www.sos.state.co.us/biz/BusinessEntityCriteriaExt.do?resetTransTyp=Y

3.3.1. A Bid received after the submission deadline shall not be opened and shall be rejected as a late bid, unless otherwise permitted by the Procurement Official in accordance with Procurement Rule R-24-103-201-10.

3.3.2. Responsibility for ensuring that an Offeror’s bid is received on time rests with the Offeror. Reasonably foreseeable problems inherent in the delivery of bids are not extraordinary circumstances permitting acceptance of late bids.

3.4. PRICING

3.4.1. Proposed pricing must remain firm during the term of the PO.

3.4.2. Pricing must include any fees associated with the delivery of the goods or services, including, but not limited to, shipping and installation.

3.5. PUBLIC OPENING OF BIDS - VIRTUAL

The public bid opening will be held virtually. See the Schedule of Activities in Section 1 above for additional information. The State will prepare a register of bids, which shall include the name and amount of the bid submitted by each Offeror. To participate in the public opening of bids email the request to:

emily.bartels@state.co.us

SECTION 4.0 BID AWARD

4.1. BID EVALUATION AND AWARD

4.1.1. Following determination of acceptability of goods or services, bids shall be evaluated to determine which Offeror offers the lowest cost to the State in accordance with the specifications of this solicitation.

4.1.2. Discussions with bidders (Offerors) are permitted only if there has been a mistake in bids in accordance with Procurement Rule R-24-103-201-08.

4.1.3. In the event an evaluation based on value analysis or other cost formulas will be used, this information must be included in this solicitation.

4.1.4. A contract may not be awarded to an Offeror submitting a higher quality item than that designated in this solicitation unless such Offeror is also the lowest bidder as determined by value analysis or life cycle cost formulas as permitted in section 24-103-202, C.R.S., and Procurement Rule R-24-103-202-02.

4.1.5. The provisions of Section 24-103-904, C.R.S., which require a preference for environmentally preferable products, apply to this solicitation. See Appendix A for additional information.

4.1.6. The award shall be made to the lowest responsible and responsive bidder (Offeror) whose bid meets the requirements and criteria set forth in this solicitation.

4.2. SINGLE BID

If only one bid is received in response to a solicitation, an award may be made to the single bidder (Offeror) if the procurement official finds that the price submitted is fair and reasonable and that other prospective Offerors had reasonable opportunity to respond. Reference Procurement Rule R- 24-103-201- 02(d).

4.3. NOTICE OF AWARD

A Notice of Intent to Award will be sent to each Offeror that submitted a bid via email.