IntRFP S-25700-00003433-ORBuys Airplane Engine Replacement and Repair.doc

S-25700-00003433– 2004 CESSNA 182 AIRCRAFT- ENGINE REPLACEMENT & PROPELLER OVERHAULS

State of Oregon

Cover Page

OREGON STATE POLICE

2004 Cessna 182 (N2181N) Aircraft- IO-540-AB1A5 Engine Replacement & Propeller Overhauls Is issuing this Intermediate Request For Proposals (RFP) under OregonBuys Bid Number S-25700-00003433 for Date of Issue: 06/09/2022

Closing Date: 06/24/2022 Single Point of Contact (SPC):

Enrique Rodriguez Address:

3545 Trelstad Ave. SE City, State, Zip Salem, OR 97317

Phone (voice) 503-378-2889

Phone (fax) 503-378-4190

E-mail:

EGRodrig@osp.oregon.gov The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

Table of Contents

3SECTION 1:

GENERAL INFORMATION

31.1

INTRODUCTION

31.2

SCHEDULE

31.3

SINGLE POINT OF CONTACT (SPC)

3SECTION 2:

AUTHORITY, OVERVIEW, AND SCOPE

32.1

AUTHORITY AND METHOD

32.2

DEFINITION OF TERMS

42.3

OVERVIEW

42.4

SCOPE OF WORK

4SECTION 3:

PROCUREMENT REQUIREMENTS AND EVALUATION

43.1

MINIMUM OFFEROR REQUIREMENTS

43.2

MINIMUM SUBMISSION REQUIREMENTS

53.3

PROCUREMENT PROCESS

73.4

OFFER CONTENT REQUIREMENTS

83.5

EVALUATION PROCESS

93.6

NEXT STEP DETERMINATION

93.7

PREFERENCES

103.8

POINT AND SCORE CALCULATIONS

103.9

RANKING OF OFFERORS

11SECTION 4:

AWARD AND NEGOTIATION

114.1

AWARD NOTIFICATION PROCESS

114.2

SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

124.3

CONTRACT NEGOTIATION

12SECTION 5:

ADDITIONAL INFORMATION

125.1

CERTIFIED FIRM PARTICIPATION

135.2

GOVERNING LAWS AND REGULATIONS

135.3

OWNERSHIP/PERMISSION TO USE MATERIALS

135.4

CANCELLATION OF RFP; REJECTION OF OFFERS; NO DAMAGES.

135.5

COST OF SUBMITTING A PROPOSAL

135.6

STATEWIDE E-WASTE/RECOVERY PROCEDURE

135.7

RECYCLABLE PRODUCTS

14SECTION 6:

LIST OF ATTACHMENTS

14ATTACHMENT A

SAMPLE CONTRACT

14ATTACHMENT B

DISCLOSURE EXEMPTION AFFIDAVIT

14ATTACHMENT C

PROPOSER INFORMATION AND CERTIFICATION SHEET

14ATTACHMENT D

REFERENCE CHECK FORM

14ATTACHMENT E

PRICE PROPOSAL SHEET

14ATTACHMENT F

COBID CERTIFICATION / OUTREACH PLAN

14ATTACHMENT G

RESPONSIBILITY INQUIRY

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon State Police, (“Agency”), is requesting quotes from qualified Vendors to provide an engine replacement and propeller overhaul on an Agency 2004 Cessna 182 (N2181N) Aircraft.

The Agency desires to enter into a one-time Contract for the identified work. The final Contract will be in the form included with this RFP as Attachment A, Service Purchase Order.

Any reference to brand names is meant as descriptive not restrictive and shall be regarded as establishing a standard of quality.

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this solicitation.

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this solicitation is identified on the Cover Page, along with the SPC’s contact information. Offeror shall direct all communications related to any provision of the solicitation, whether about the technical requirements of the solicitation, contractual requirements, the solicitation process, or any other provision only to the SPC.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this solicitation pursuant to its authority under ORS 279A.050.

Agency is using the solicitation method, pursuant to ORS 279B.070 and OAR 125-247.0270.

2.2 DEFINITION OF TERMS

For the purposes of this solicitation, capitalized words will refer to the following definitions.

General Definitions

· “Rebuilt Engine”, per FAR Part 43.2 (b), states that a rebuilt product as one that has been "disassembled, cleaned, inspected, repaired as necessary, reassembled, and tested to the same tolerances and limits as a new item ... ".

· Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.

Reserved

2.3 OVERVIEW

The purpose of this RFP is to establish a one-time Contract for the engine replacement and propeller overhaul on an Agency 2006 Cessna (N17386) Aircraft.

2.4 SCOPE OF WORK

The successful Proposer shall provide an engine replacement and propeller overhaul on an Agency 2004 Cessna 182 (N2181N) Aircraft.

A more complete description of the work is located in Attachment E-Price Proposal Form.

Cost shall be inclusive of all time and materials for the full scope of the work identified. All work shall comply with all applicable Federal Aviation Administration regulations and policies. The successful Proposer shall meet all manufacturers recommendations for equipment being repaired or replaced. Workmanship shall be performed in a skillful and professional manner by an actively certified Aviation Mechanic. The successful proposer shall be current and possess all licenses and certifications required for the performance of the Contract prior to its execution. A copy of those documents shall be provided to the Agency prior to execution of the contract.

All work shall occur within the State of Oregon and at the Bend Airport (KBDN).

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFEROR REQUIREMENTS

BUSINESS

To be considered for evaluation, Offer must demonstrate how Proposer meets all of the following business requirements:

· Meet all certificate and ratings requirements for being an Aviation Mechanic as prescribed in Title 14 of the Code of Federal Regulations (14 CFR) part 65, Certification: Airmen Other Than Flight Crewmembers, Subpart D - Mechanics.

· Have all licenses and certifications required for the performance of the contract.

3.2 MINIMUM SUBMISSION REQUIREMENTS

Offer Format and Quantity Offer should follow the format and reference the sections listed in the Offer Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response. Proposer should submit its Offer electronically through OregonBuys. Proposer should follow the procedures outlined in https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx for electronic submission.

Proposer shall submit in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

The Price Proposal must be submitted as a separate electronic response file.

Hard Copy Response. Proposer may submit its Offer by hard copy or other electronic media.

If Proposer elects to submit its Offer by hard copy, Proposer shall submit its Offer and all other submittal requirements using only white 8 ½” x 11” Recycled Paper, minimum 12 point font. Proposer shall submit a copy of its Offer and all other submittal requirements bearing the Proposer’s authorized representative’s Signature, and XX additional copies.

Proposer shall submit its Offer in a sealed package addressed to the SPC with the Proposer’s name and the OregonBuys Proposal number clearly visible on the outside of the package.

Authorized Representative

A representative authorized to bind the Offeror shall sign the Offer. Failure of the authorized representative to sign the Offer may subject the Offer to rejection by Agency.

3.3 PROCUREMENT PROCESS

Public Notice The solicitation, including all Addenda and attachments, is published in the web-based State of Oregon eProcurement system titled OregonBuys at https://oregonbuys.gov/bso/view/login/login.xhtml. Solicitation documents will not be mailed to prospective Offerors.

Agency shall advertise all Addenda on OregonBuys. Prospective Offeror is solely responsible for checking OregonBuys to determine whether or not any Addenda have been issued. Addenda are incorporated into the solicitation by this reference.

Questions / Requests for Clarification All inquiries, whether relating to the solicitation process, administration, deadline or method of award, or to the intent or technical aspects of the solicitation must:

· Be emailed to the SPC

· Reference the RFP number

· Identify Offeror’s name and contact information

· Be sent by an authorized representative

· Refer to the specific area of the solicitation being questioned (i.e. page, section and paragraph number); and

· Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule Offer Conference

A pre-Proposal conference will not be held for this solicitation.

Reserved Offer Submission

Offeror is solely responsible for ensuring its Offer is received by the SPC in accordance with the solicitation requirements before Closing. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. Offer submitted by any means not authorized may be rejected.

Submission through OregonBuys Offers submitted electronically through OregonBuys. For help with using OregonBuys, please contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046 for assistance.

Modification or Withdrawal of Proposals

Any Offeror who wishes to make modifications to an Offer already received by Agency shall submit its modification in one of the manners listed in the Offer Submission Options section and must denote the specific change(s) to the Offer submission.

If an Offeror wishes to withdraw a submitted Offer, it shall do so prior to Closing. The Offeror shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Offer in accordance with OAR 125-247-0440. The notice must include the RFP number and be submitted to the SPC.

Offer Due Date Offer and all required submittal items must be received by the SPC on or before Closing. Offer received after the Closing will not be accepted. All Offer modifications or withdrawals must be completed prior to Closing.

Offers received after Closing are considered LATE and will NOT be accepted for evaluation. Late Offers will be returned to the respective Offeror or destroyed.

Offer Rejection Agency may reject an Offer for any of the following reasons:

· Offeror fails to substantially comply with all prescribed solicitation procedures and requirements, including but not limited to the requirement that Offeror’s authorized representative sign the Offer in ink.

· Offeror fails to meet the responsibility requirements of ORS 279B.110.

· Offeror makes any contact regarding this solicitation with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

· Offeror attempts to inappropriately influence a member of the Evaluation Committee.

· Offer is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Addenda.

Opening of Offers There will be no public Opening of Offers. Offers received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued. However, Agency will record and make available the identity of all Offerors after Opening.

3.4 OFFER CONTENT REQUIREMENTS

Offer must address each of the items listed in this section and all other requirements set forth in this solicitation. Offeror shall describe the Goods to be provided or the Services to be performed or both. An Offer that merely offers to provide the goods or services as stated in this solicitation will be considered non-Responsive to this solicitation and will not be considered further.

Offer Certification Sheet The Offeror shall complete and submit the Offeror Information and Certification Sheet (Attachment C).

Offeror Information Sheet The Offeror shall complete and submit the Reference Check Form (Attachment D).

References

Provide at least three (3) references from current or former client firms for similar projects performed for any clients within the last five (5) years. References must verify the quality of previous, related Work.

Agency may check to determine if references provided support Offeror’s ability to comply with the requirements of this solicitation. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Offeror’s qualifications.

Offeror shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference, returned to the Offeror and submitted with the Offer.

Costs Submit a detailed Price Proposal (Attachment E) stating the price for each deliverable and the total price for the entire project. Include a breakdown of all labor, profit, and expenses.

Public Record/Confidential or Proprietary Information

All Offers are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If an Offeror believes that any portion of its Offer contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Offer.

Offeror is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Offer, in whole, as exempt from disclosure is not acceptable. Agency advises each Offeror to consult with its own legal counsel regarding disclosure issues.

If Offeror fails to identify the portions of the Offer that Offeror claims are exempt from disclosure, Offeror has waived any future claim of non-disclosure of that information.

3.5 EVALUATION PROCESS

Responsiveness and Responsibility Determination Offers received prior to Closing will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and Offer Content Requirements section. If the Offer is unclear, the SPC may request clarification from Offeror. However, clarifications may not be used to rehabilitate a non-Responsive Offer. If the SPC finds the Offer non-Responsive, the Offer may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247-0470.

Evaluation Criteria Offers meeting the requirements outlined in the Offer Content Requirements section will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0 to 10 for each evaluation criterion listed below in this section.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of Offers. A response to a clarification request must be to clarify or explain portions of the already submitted Offer and may not contain new information not included in the original Offer.

3.5.1.1 Evaluation Item 1 – Certification/Authority

· How well does the proposal demonstrate that services as requested in 2.4 Scope of Work are provided by experienced personnel specifically trained for the services required of the work?

3.5.1.2 Evaluation Item 2 – Experience in Scope

· How well does the proposal identify a successful history of providing similar services to customers? (reference checks)

3.5.1.3 Evaluation Item 3 – Overall Scope of Work

· How well does the proposal demonstrate that the contractor can coordinate the repair service in a timely and efficient manner?

PRICE EVALUATION

The SPC will conduct the price evaluation. The SPC will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Offeror’s price using the following formula:

price being scored

3.6 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

· Establishing a Competitive Range

· Presentations/Demonstrations/Additional Submittal Items

· Interviews

· Best and Final Offers

If Agency elects to conduct additional round(s), Agency shall provide written notice to all Offerors describing the next step. At any time, Agency may dispense with the selected additional round and: (1) issue a Notice of Intent to Award to the highest ranking Responsible Offeror; or (2) elect to conduct an alternative round of competition; or (3) cancel the solicitation.

3.7 PREFERENCES

Oregon Supplies and Services

Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 10% from the price for any Offeror proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.

Recycled Materials

In comparing Goods from two or more Offerors, if at least one Offeror offers Goods manufactured with Recycled Materials, and at least 1 Offeror does not, Agency will select the Offeror offering Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

Tiebreakers Oregon Supplies: If Agency receives Offers identical in price, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

3.8 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 10) assigned by each evaluator.

Points are the total possible value for each section as listed in the table below.

The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion. 1=10%, 5=50%, 9=90%, etc.

Price points are calculated as stated in the Price Evaluation section. Points possible are as follows:

EXAMPLE:

Offeror A receives scores of 10, 9, and 8 for a criterion worth 50 points. The SPC averages 10, 9, and 8 for a score of 9. 9 is used as a 90% multiplier to the possible points of 50. 50 multiplied by 90% is 45. Offeror A’s points for the criterion is 45.

3.9 RANKING OF OFFERORS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), together with references, and final price. After each applicable preference has been applied, SPC will determine rank order for each respective Offer and Offeror, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest ranking Responsible Offeror(s) based upon the scoring methodology and process described in Section 3. Agency may award less than the full Scope defined in this solicitation.

Notice of Award Agency will notify all Offerors in Writing that Agency is awarding a Contract to the selected Offeror(s) subject to successful negotiation of any negotiable provisions.

4.2 SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Insurance

Prior to execution of the Contract, the apparent successful Offeror shall secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in Agency terminating Negotiations and commencing Negotiations with the next highest ranking Offeror. Offeror is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit C of Attachment A) prior to Offer submission.

Taxpayer Identification Number

The apparent successful Offeror shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

· When requested by Agency (normally in an intent to award notice), or

· When the backup withholding status or any other information of Offeror has changed since the last submitted W-9 form, if any.

Agency will not make any payment until Agency has a properly completed W-9.

Business Registry If selected for award, Offeror shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Offeror shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site: http://www.filinginoregon.com/index.htm.

4.3 CONTRACT NEGOTIATION

Negotiation

By submitting an Offer, Offeror agrees to comply with the requirements of the solicitation, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those terms reserved for negotiation. Offeror shall review the attached Sample Contract and note exceptions. Unless Offeror notes exceptions in its Offer, the State intends to enter into a Contract with the successful Offeror substantially in the form set forth in Sample Contract (Attachment A). It may be possible to negotiate some provisions of the final Contract; however, many provisions cannot be changed. Offeror is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State. Therefore, Agency will consider the Scope of requested exceptions in the evaluation of Offers.

Any Offer that is conditioned upon Agency’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

All items, except those listed below, may be negotiated between Agency and the apparent successful Offeror in compliance with Oregon State laws:

· Choice of law

· Choice of venue

· Constitutional requirements

· All applicable Federal and State requirements In the event that the parties have not reached mutually agreeable terms within 15 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest ranking Offeror.

SECTION 5: ADDITIONAL INFORMATION

5.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit: https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz If the Contract has potential subcontracting opportunities, the successful Offeror may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

5.2 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any Claim or from the jurisdiction of any court.

5.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Offers submitted in response to this RFP become the Property of Agency. By submitting an Offer in response to this RFP, Offeror grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Offer solely for the purpose of evaluating the Offer, negotiating an Agreement, if awarded to Offeror, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Offers, including supporting materials, will not be returned to Offeror unless the Offer is submitted late.

5.4 CANCELLATION OF RFP; REJECTION OF OFFERS; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Offers in-whole or in-part, or may cancel this solicitation at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor Agency is liable to any Offeror for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Offer.

5.5 COST OF SUBMITTING A PROPOSAL

Offeror shall pay all the costs in submitting its Offer, including, but not limited to, the costs to prepare and submit the Offer, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

5.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Offeror shall include information in its Offer that demonstrates compliance with the Statewide E-Waste/Recovery Procedure 107-011-050_PR. Download the procedure by visiting www.oregon.gov/DAS, then enter the procedure number into the search bar, and find the procedure in the search results window.

5.7 RECYCLABLE PRODUCTS

Offeror shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract. (ORS 279B.025)

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A

SAMPLE CONTRACT

ATTACHMENT B

DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C

PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D

REFERENCE CHECK FORM

ATTACHMENT E

PRICE PROPOSAL SHEET

ATTACHMENT F

COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G

RESPONSIBILITY INQUIRY

DAS Procurement Services, Version 2.4 - July 26, 2019