ITB 2025-1200-0229A - Fairbanks Avionics.pdf

STATE OF ALASKA

INVITATION TO BID (ITB)

FAIRBANKS AVIONICS

2025-1200-0229A

April 15, 2025

Maintenance of Department of Public Safety Aircraft Avionics in Fairbanks, Alaska.

IMPORTANT NOTICE: If you received this solicitation from the State of Alaska’s “Online Public Notice” web site, you must register with the procurement officer listed below if you desire to receive notification of subsequent amendments to the solicitation.

BIDDER'S NOTICE: By signature on this form, the bidder certifies that they comply with the following:

(1) the bidder has a valid Alaska business license or will obtain one prior to award of any contract resulting from this ITB. If the bidder possesses a valid

Alaska business license, the license number must be written below or one the following forms of evidence must be submitted with the bid:

• a canceled check for the business license fee;

• a copy of the business license application with a receipt date stamp from the State's business license office;

• a receipt from the State’s business license office for the license fee;

• a copy of the bidder’s valid business license;

• a sworn notarized affidavit that the bidder has applied and paid for a business license;

(2) the price(s) submitted was arrived at independently and without collusion, under penalty of perjury, and that the bidder is complying with:

• the laws of the State of Alaska;

• the applicable portion of the Federal Civil Rights Act of 1964;

• the Equal Employment Opportunity Act and the regulations issued thereunder by the state and federal government;

• the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the state and federal government;

• the bid will remain open and valid for at least 90 days;

• all terms and conditions set out in this Invitation to Bid (ITB).

If a bidder does not hold an Alaska Business License (1) at the time designated in the ITB for opening the state will disallow the Alaska Bidder Preference.

Bids must also be submitted under the name as appearing on the bidder’s current Alaska business license in order to receive the Alaska Bidder Preference.

If a bidder fails to comply with (2) of this paragraph, the state may reject the bid, terminate the contract, or consider the contractor in default.

DEPARTMENT OF PUBLIC SAFETY

DIVISION OF ADMINISTRATIVE SERVICES COMPANY SUBMITTING BID

PROCUREMENT OFFICER:

AUTHORIZED SIGNATURE

CALIN LOGAN PRINTED NAME

PHONE: (907) 269-0599

EMAIL: Calin.Logan@alaska.gov DATE mailto:Calin.Logan@alaska.gov

STATE OF ALASKA – INVITATION TO BID ITB 2025-1200-0229A

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TABLE OF CONTENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

SEC. 1.02 DEADLINE FOR RECEIPT OF BIDS

SEC. 1.03 PRIOR EXPERIENCE

SEC. 1.04 REQUIRED REVIEW

SEC. 1.05 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

SEC. 1.06 ASSISTANCE TO BIDDERS WITH A DISABILITY

SEC. 1.07 AMENDMENTS TO BIDS

SEC. 1.08 AMENDMENTS TO THE ITB

SEC. 1.09 ITB SCHEDULE

SEC. 1.10 ALTERNATE BIDS

SEC. 1.11 SUPPORTING INFORMATION

SEC. 1.12 FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER

SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION

SEC. 2.01 SCOPE OF WORK

SEC. 2.02 CONTRACT TERM

SEC. 2.03 CONTRACT TYPE

SEC. 2.04 PAYMENT FOR STATE PURCHASES

SEC. 2.05 ELECTRONIC PAYMENTS

SEC. 2.06 CONTRACT ADMINISTRATION

SEC. 2.07 CONTRACT PERFORMANCE LOCATION

SEC. 2.08 SUBCONTRACTORS

SEC. 2.09 JOINT VENTURES

SEC. 2.10 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 2.11 CONTRACTOR QUALIFICATIONS

SEC. 2.12 ADMINISTRATIVE REQUIREMENTS

SEC. 2.13 COMPONENTS, PARTS, & ASSEMBLIES

SEC. 2.14 LEMON CLAUSE

SEC. 2.15 SHIPPING DAMAGE

SEC. 2.16 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

SEC. 2.17 CONTINUING OBLIGATION OF CONTRACTOR

SEC. 2.18 ESTIMATED QUANTITIES

SEC. 2.19 WARRANTY

SEC. 2.20 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 2.21 INDEMNIFICATION

SEC. 2.22 INSURANCE

SECTION 3. BID FORMAT AND CONTENT

SEC. 3.01 BID FORMS

SEC. 3.02 PRICES

SECTION 4. EVALUATION AND CONTRACTOR SELECTION

SEC. 4.01 EVALUATION OF BIDS

SEC. 4.02 APPLICATION OF PREFERENCES

SEC. 4.03 ALASKA BIDDER PREFERENCE

SEC. 4.04 ALASKA VETERAN PREFERENCE

SEC. 4.05 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 4.06 EMPLOYMENT PROGRAM PREFERENCE

SEC. 4.07 ALASKANS WITH DISABILITIES PREFERENCE

SEC. 4.08 PREFERENCE QUALIFICATION LETTER

SEC. 4.09 EXTENSION OF PRICES

SEC. 4.10 METHOD OF AWARD

SEC. 4.11 CONTRACTOR SELECTION PROCESS

SEC. 4.12 APPROVED CONTRACTORS

SEC. 4.13 NOTICE OF INTENT TO AWARD

SECTION 5. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 5.01 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 5.02 AUTHORITY

SEC. 5.03 COMPLIANCE

SEC. 5.04 SUITABLE MATERIALS, ETC

SEC. 5.05 SPECIFICATIONS

SEC. 5.06 CONTRACTOR SITE INSPECTION

SEC. 5.07 ORDER DOCUMENTS

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SEC. 5.08 HUMAN TRAFFICKING

SEC. 5.09 RIGHT OF REJECTION

SEC. 5.10 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 5.11 DISCLOSURE OF BID CONTENTS

SEC. 5.12 ASSIGNMENTS

SEC. 5.13 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 5.14 DEFAULT

SEC. 5.15 DISPUTES

SEC. 5.16 SEVERABILITY

SEC. 5.17 CONTRACT CANCELLATION

SEC. 5.18 GOVERNING LAW; FORUM SELECTION

SEC. 5.19 QUALIFIED BIDDERS

SEC. 5.20 FEDERALLY IMPOSED TARIFFS

SEC. 5.21 PROTEST

SECTION 6. ATTACHMENTS

SEC. 6.01 ATTACHMENTS

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SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

The Department of Public Safety (DPS), Aircraft Section, is soliciting bids for maintenance of DPS aircraft avionics in Fairbanks, Alaska.

SEC. 1.02 DEADLINE FOR RECEIPT OF BIDS

Bids must be received no later than 1:30pm Alaska Time on April 15, 2025, at which time they will be publicly opened. Late bids or amendments will be considered non-responsive and will not be opened or accepted for evaluation.

SEC. 1.03 PRIOR EXPERIENCE

In order for a bid to be considered responsive the bidder must meet these minimum prior experience requirements:

• Must meet the qualifications of 14 CFR Part 65, Subpart E, and/or Part 145 (as applicable) with appropriate ratings for the work required as specified in Title 14 of the CFR, Subchapter H, Subpart B, paragraph 145.59.

A bidder's failure to meet these minimum prior experience requirements will cause their bid to be considered non-responsive and rejected.

SEC. 1.04 REQUIRED REVIEW

Bidders shall carefully review this ITB for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material in the ITB should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of bids. This will allow time for an amendment to be issued if one is required. It will also help prevent the opening of a defective bid, upon which award cannot be made, and the resultant exposure of bidders' prices.

SEC. 1.05 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

All questions must be in writing and directed to the procurement officer within ten days of closing. The interested party must confirm telephone conversations in writing. Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the ITB. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the ITB.

The procurement officer will make that decision.

SEC. 1.06 ASSISTANCE TO BIDDERS WITH A DISABILITY

The State of Alaska complies with Title II of the Americans with Disabilities Act of 1990. Individuals with disabilities who may need auxiliary aids, services, and/or special modifications to submit a bid should contact the Procurement Officer no later than ten days prior to the closing of the bid to make any necessary arrangements.

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SEC. 1.07 AMENDMENTS TO BIDS

Amendments to or withdrawals of bids will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of bids, in accordance with 2 AAC 12.140. No amendments or withdrawals will be accepted after the deadline unless the delay is due to an error of the contracting agency, in accordance with 2

AAC 12.160.

SEC. 1.08 AMENDMENTS TO THE ITB

If an amendment is issued before the deadline for receipt of bids, the amendment will be posted on the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided to all who were notified of the ITB and to those who have registered with the procurement officer after receiving the ITB from the OPN.

SEC. 1.09 ITB SCHEDULE

The ITB schedule below represents the State of Alaska’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of bids, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Standard Time (AST).

ACTIVITY TIME DATE

Issue Date / ITB Released April 15, 2025 Deadline for Receipt of Bids / Bid Due Date 1:30pm ASKST May 6, 2025 Bid Evaluations Complete May 7, 2025 Notice of Intent to Award May 8, 2025 Contract Issued May 19, 2025

This ITB does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Public Safety, or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

SEC. 1.10 ALTERNATE BIDS

Bidders may only submit one bid for evaluation. In accordance with 2 AAC 12.830 alternate bids (bids that offer something different than what is asked for) will be rejected.

SEC. 1.11 SUPPORTING INFORMATION

Provided a bid meets the requirements for a definite, firm, unqualified, and unconditional offer, the state reserves the right to request supplemental information from the bidder, after the bids have been opened, to ensure that the products or services offered completely meet the ITB requirements. The requirement for such supplemental information will be at the reasonable discretion of the state and may include the requirement that a bidder will provide a sample product(s) so that the state can make a first-hand examination and determination.

A bidder's failure to provide this supplemental information or the product sample(s), within the time set by the state, may cause the state to consider the offer non-responsive and reject the bid.

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SEC. 1.12 FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER

To be responsive a bid must constitute a definite, firm, unqualified and unconditional offer to meet all the material terms of the ITB. Material terms are those that could affect the price, quantity, quality, or delivery. Also included as material terms are those which are clearly identified in the ITB, and which must be complied with at risk of bid rejection for non-responsiveness.

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SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION

SEC. 2.01 SCOPE OF WORK

Except as otherwise provided in the contract, the Contractor shall furnish all necessary materials, labor, supervision, services, equipment, tools, supplies, power, accessories, facilities, shipping and other items and services necessary for accomplishing the work to include any necessary inspections and return serviceable and airworthy. All items are subsidiary and incidental to the contract and no additional payment will be made. Wherever the contract provides that certain work is subsidiary, or it is without extra compensation, the payment for that work is included in the payment for the pay item and no further or additional payment shall be made for that work.

The contractor shall perform avionics repairs, installation of new and used avionics equipment and complete wiring on DPS aircraft on an as-needed basis including as-needed field repairs.

EXCEPTION: Should an aircraft need avionics repairs while outside the Fairbanks area, including outside the State of Alaska, the state reserves the right to contract with a local facility. The State does not guarantee a minimum number of hours.

The state reserves the right to contract with other vendors for specialized avionics modifications.

Avionics maintenance/repair services to include:

- routine, scheduled and non-scheduled maintenance;

- scheduled maintenance, servicing and inspections;

- component/parts repairs as allowed and as applicable below;

- installation of avionics in DPS aircraft as required

The Alaska Department of Public Safety (DPS) is a full-service state police organization which conducts both law enforcement and wildlife enforcement duties across the entirety of the state of Alaska. Because of the vast spans of wilderness in the last frontier separate 82% of our communities from the road system, creating a challenge totally unique to our state. The department operates a multitude of fixed wing and rotary wing aircraft to meet various mission requirements. These aircraft primarily support wildlife enforcement, search and rescue efforts and numerous other law enforcement related missions.

The DPS primary maintenance and logistics headquarters is located at Lake Hood Airport (LHD/PALH) in Anchorage, Alaska. This facility serves as the primary maintenance and logistics facility for the department’s entire state-wide flight operation with a secondary facility at Fairbanks International Airport (FAI/PAFA) in Fairbanks, Alaska. It is imperative that vendors are located within a reasonable distance from the DPS FAI facility. The department has considered critical elements such as logistics support and travel times involved conducting site visits, quality assurance inspections and mandatory return to service flights when establishing the proximity requirement. The Contractor's facility shall be located within 35 nautical miles of the DPS FAI hangar facility. The Contractor shall have ownership of, or an established term lease of a maintenance and hangar facility building capable of safely accommodating DPS aircraft. If the

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Contractor has a lease, the time remaining on the lease, at the time of the award of this contract, shall be no less than one year. Hangar facility leases may be established after award of this contract; however, the lease shall be completely established within fifteen days of final award. Hangar facilities must be fully operational and available for inspection upon expiration of this fifteen-day period. If the Contractor has the appropriate liability insurances, there may be occasions where working in our hangars and with our tools is a possibility with advanced approval of the Aircraft Section. The Contractor will be expected to be fully prepared to complete tasks and projects and shall not charge the state travel time or shop time for forgotten items or inoperable equipment (e.g. test equipment).

The DPS aircraft listed below is subject to change without notice.

# OF AIRCRAFT MAKE /MODEL

1 Beechcraft King Air 350i

2 Cessna 172

1 Cessna 182

6 Cessna 185

6 Cessna 206

3 Cessna 208 Caravan

2 Airbus H125

22 Piper PA-18 Super Cub

6 Robinson R44

The DPS Aircraft Section, LHD office, sometimes provides aircraft parts and supplies to DPS aircraft that are being serviced, maintained and or being repaired. The DPS parts and stock section is located at this LHD office. If parts or stock items are needed from this office arrangements will need to be made to have items shipped to the vendor or repair location.

Those arrangements will be coordinated with the Aircraft Section.

Test/ferry flights will be conducted by DPS or approved DPS agents of the state. The Contractor is not authorized to fly any DPS aircraft unless that contract pilot has received training and is checked out from DPS and each occurrence is approved by the Aircraft Section Program Manager. If ground movement is required, the Contractor may tow the aircraft.

DPS will periodically conduct an on-site inspection of the Contractor's facility to ensure compliance with the safety, terms, conditions, and specifications contained in the contract. The Contractor shall have available for inspection all required certificates, licenses, manuals, work logs and etc. at time of inspection. Failure to comply with the terms, conditions, and specifications of this contract and/or furnish a hangar facility, as specified herein will cause the State to declare the Contractor in default of the contract.

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Services will not be complete, and the equipment will not be considered serviced, repaired, or acceptable until it performs in compliance with the manufacturer's published performance specifications. All maintenance record entries must be complete, accurate and follow the requirements of Title 14 of the Code of Federal Regulations (CFR). The Contractor shall document/record all maintenance to the DPS electronic record systems as well as hardcopy logbooks as applicable. Some aircraft utilize an electronic system for record tracking (currently King Air and 208s through https://www.campsystems.com/ and A-Star helicopters through https://www.atp.com/flightdocs/, but subject to change).

DPS aircraft must be maintained in airworthy condition as outlined under 14 CFR Part 43, 14 CFR Part 91, Subpart E, Maintenance, Preventative Maintenance, and Alterations. Avionics and avionics systems within the aircraft must also be maintained according to this Part, and the manufactures approved maintenance manuals. The aircraft and the related/installed avionics must also be maintained as specified by the manufacturer’s maintenance schedule and inspection/service schedules and/or applicable Service Bulletins and Service Letters. The Contractor is responsible for review of and compliance with Airworthiness Directives that may pertain to the aircraft and/or avionics equipment being serviced. Avionics repairs and services shall be accomplished by a FAA certified Avionics Repairman. Contractors are allowed to utilize maintenance technicians who are not certified provided they are working under direct supervision of a certified repairman.

All repairs shall be preapproved by the DPS Aircraft Section. Parts may be provided by the State or the State will approve the purchase of parts by the Contractor. DPS may provide parts, components, assemblies, or special tools for completion of certain repairs. Contractor shall fill out work order forms to verify completion of each item of each task preformed and provide a copy to DPS for each aircraft.

The Aircraft Section will provide a written description of the work to be performed to the vendor at the beginning of the avionics project, repair and/or service. This description will include the individual item(s) that needs to be addressed and any other items that might possibly be involved in the repair.

Upon completion of the maintenance project the Contractor shall forward to the DPS Aircraft Section the following documents through in person delivery, the Aircraft Maintenance email address aircraft.maintenance@alaska.gov and/or mail:

a. Maintenance log entries for the work performed

b. List of maintenance discrepancies, and corrective action taken.

c. Any additional documentation as requested by DPS Aircraft Section for that specific project.

DPS will give at least two days notice prior to scheduled maintenance. Contractor shall complete routine inspections and repairs with a timeline agreed to with the Aircraft Section’s Aircraft Maintenance Inspectors or Project Manager. Allowances will be made for parts unavailability.

Extensions due to unanticipated maintenance delays will be dealt with on a case- by-case basis with an amended timeline agreed to with the Aircraft Section’s Aircraft Maintenance Inspectors or Project Manager. Other repairs, alterations, and installations will be completed in an https://www.campsystems.com/ http://www.atp.com/flightdocs/ mailto:aircraft.maintenance@alaska.gov

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At times, DPS may need remote area avionics support for an aircraft that has a maintenance issue away from its base. DPS will coordinate with the Contractor to transport an avionics repairman or request the Contractor to travel, if able, to the disabled aircraft and assist in recovery to a maintenance facility to complete a return to service as required. DPS will occasionally require expeditious repairs. The Contractor shall make DPS aircraft priority and shall take immediate action to repair the aircraft, unless mutually agreed upon by the Contractor and DPS.

8:00am – 6:00pm: The Contractor shall inspect an aircraft and provide a plan of action within three hours of initial DPS notification.

After 6:00pm: The Contractor shall inspect the aircraft by 11:00am the following day unless the Aircraft Section deems necessary for mission capability. No work is required on weekends and State recognized holidays unless mutually agreed upon by the Contractor and DPS.

If, in the opinion of DPS, the problem does not require immediate action, the Contractor may perform the required service that night, or, if approved by DPS, at a later date.

Service bulletins, airworthiness directives and all other repairs will be performed in accordance with the manufacturer’s recommended procedure. All warranty documents shall remain the property of the State.

Avionics maintenance and repair services are as needed. The State does not guarantee a minimum number of hours.

SEC. 2.02 CONTRACT TERM

The length of the contract will be from the date of award, approximately May 19, 2025, through June 30, 2026, with three one-year renewal terms under the same terms and conditions as the original contract. Renewal options will be exercised at the sole discretion of the state.

SEC. 2.03 CONTRACT TYPE

This contract is a Fixed Firm Price contract.

SEC. 2.04 PAYMENT FOR STATE PURCHASES

No payment will be made until the contract is approved by the Commissioner of the Department of Public Safety or the Commissioner's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency, will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. A late payment is subject to 1.5% interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest.

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SEC. 2.05 ELECTRONIC PAYMENTS

The State of Alaska prefers vendors receive payment via Electronic Funds Transfer (EFT). Bidders may review information concerning the EFT process and access the Electronic Payment Agreement Form for Vendors at the following link: https://doa.alaska.gov/dof/vendor.html. Method of payment is not a factor in the State’s determination for award.

Any single contract payments of $1 million or higher must be accepted by the contractor via Electronic Funds Transfer (EFT).

SEC. 2.06 CONTRACT ADMINISTRATION

The administration of this contract is the responsibility of the procurement officer or person appointed by the Department of Public Safety, Division of Administrative Services.

SEC. 2.07 CONTRACT PERFORMANCE LOCATION

The location(s) the work is to be performed, completed, and managed are Contractor’s place of business and/or the state’s hangars if approved by the state. If work is performed in a DPS hangar using DPS tools, it must be with the advanced approval from the Aircraft Section

The state will provide workspace for the contractor if the work is being performed at the DPS hangar. Other and the approved instance, the contractor must provide its own workspace.

By signature on their bid, the bidder certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the bidder cannot certify that all work will be performed in the United States, the bidder must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of bids.

The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the bid as non-responsive or cancel the contract.

SEC. 2.08 SUBCONTRACTORS

Subcontractors may be used to perform work under this contract. If a bidder intends to use subcontractors, the bidder must identify in the bids the names of the subcontractors and the portions of the work the subcontractors will perform. Subcontracted services may be utilized, with prior approval of DPS, for specialized maintenance which the Contractor cannot perform. However, the subcontractor shall meet the same qualifications, and carry the same insurance, as the Contractor.

https://doa.alaska.gov/dof/vendor.html

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The State will reimburse the Contractor for the actual rate paid for any subcontracted work. When the Contractor is reimbursed by the State for work conducted by a subcontractor, non-payment by the Contractor to the subcontractor constitutes default of this contract.

Subcontractor experience shall not be considered in determining whether the bidder meets the requirements set forth in SEC. 1.03 PRIOR EXPERIENCE.

If a bid with subcontractors is selected, the bidder must provide the following information concerning each prospective subcontractor within five working days from the date of the state's request:

• complete name of the subcontractor;

• complete address of the subcontractor;

• type of work the subcontractor will be performing;

• percentage of work the subcontractor will be providing;

• evidence that the subcontractor holds a valid Alaska business license; and

• a written statement signed by each proposed subcontractor that clearly verifies that the subcontractor is committed to render the services required by the contract.

A bidder's failure to provide this information, within the time set, may cause the state to consider their bid non-responsive and reject it.

Note that if the subcontractor will not be performing work within Alaska, they will not be required to hold an Alaska business license.

SEC. 2.09 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 2.10 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 2.11 CONTRACTOR QUALIFICATIONS

In accordance with 14 CFR 145, the repair station and/or 14 CFR 65, the repair personnel must be appropriately certified for the work to be performed. The Contractor must have the tools and support equipment to perform routine maintenance. If tools require calibration, the Contractor shall always ensure compliance with this requirement and records shall be made available for inspection.

Bids will be accepted from Contractors who hold certified FAA Avionics repair station certificates. FAA certified repair stations should provide a list of their capabilities, instrument, radio bench repair and transponder certifications. The successful Contractor shall provide evidence of FAA certification within ten days after receipt of the Notice of Intent to Award. In addition, evidence/certificates shall be provided prior to commencing any work or repairs. Failure to provide this evidence within the time requested shall be cause for rejection of the bid.

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All mechanics under this contract are to be Part 65 certified and repairmen are issued certificates under Part 145 under the capabilities listing for each specific task for the Repair Station.

The contractor shall be a dealer for and / or be able to service Bendix King Silver Crown and Gold Crown, Garmin, Chelton, Technisonic, Collins Pro Line 1, Northern Airborne Technology, Avidyne and Trimble Navigation equipment and other equipment as necessary. If equipment repairs are beyond the capability of the Contractor, a subcontractor may be utilized in accordance with the ITB section Standard Terms and Conditions, number12, Subcontractor(s), page 3. Types of electronic equipment to be repaired, installed, or modified are VHF Transceivers, VHF Navs, Nav/Comms, VOR's, ILS's, DME's NDB receivers, Transponders, Encoding Altimeters, Radar Altimeters, Weather Radars, FM Transceivers, Auto Pilots, Flight Directors, FLIR systems, GPS systems, and any other electrically operated equipment to include complete aircraft rewiring. Airframe modification for special equipment installation may also be required of the contractor.

The Contractor shall have an approved drug-testing program in place for maintenance personnel which meet 14 CFR Part 135 requirements.

The Contractor's employees may be required to undergo a background and fingerprint check by DPS.

SEC. 2.12 ADMINISTRATIVE REQUIREMENTS

Coordinate with the DPS Aircraft Section through the Aircraft Maintenance email address aircraft.maintenance@alaska.gov, by phone or in person with the Aircraft Maintenance Inspectors or Project Manager.

In the event field repairs are necessary, the State will provide transportation from the Contractor's facility to the field site and return. Although the Contractor may use either his own transportation as approved by the State, approved commercial transportation or DPS provided transportation, the State will bear the cost of this transportation.

Out of town maintenance will be charged at the same rate as the Contractor's normal shop rate, with four hours minimum. Out of town charges, in addition to wages may include per diem up to the standard rate paid by the State for the location. Travel time will be billed two hours before the scheduled departure flight until thirty minutes after destination arrival.

The Contractor shall allow DPS personnel access to their facilities upon request.

The State will reimburse the Contractor for the actual rate paid for any subcontracted work. When the Contractor is reimbursed by the State for work conducted by a subcontractor, non-payment by the Contractor to the subcontractor constitutes default of this contract.

Costs of parts provided by the state shall not appear on invoices.

Charges for the Contractor's service shall be sent by invoice, which shall itemize and identify the following:

- Work hours;

- Hourly rate;

- Individual part or kit name, part number and serial number;

- Listed retail and discount price for parts and supplies;

- Detailed description of work performed;

mailto:aircraft.maintenance@alaska.gov

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- Travel time (if applicable);

- Complete aircraft tail registration number;

- Cost;

- DPS agency contract number

Invoices shall be sent via email to the following address: dps.aircraftpayables@alaska.gov.

The Contractor shall submit monthly progress reports detailing activities completed, along with an itemized invoice for work completed, for review and approval by the State. The State shall not be billed for activities or parts/supplies not conducted or received. Payment will be made monthly and in accordance with AS 37.05.285 (a)(2). The Aircraft Section will only certify payment after it receives the service, the invoice, all documentation, and airworthiness has been completed. Questions concerning payment must be addressed to the ordering agency.

SEC. 2.13 COMPONENTS, PARTS, & ASSEMBLIES

DPS may provide parts, components, assemblies, or special tools for completion of certain repairs. If in the event there may be a part required in which may be unavailable locally, the Contractor shall contact the DPS Aircraft Maintenance Inspector to see if parts may be available within the DPS Aircraft Section. All parts removed or installed in the aircraft will be coordinated with the DPS Stock and Parts using appropriate reporting to ensure serviceable status, accountability and inventory control.

The Contractor shall be responsible for replacement of lost or damaged property furnished by DPS, except for reasonable wear and tear, and to the extent that such property is normally consumed in DPS aircraft operation.

Title to State-furnished property will remain with DPS. The Contractor shall maintain adequate property control records in accordance with industry standards to ensure that State parts are not utilized for other purposes.

Federal Excess Property in use under this contract may not be sold by either the State or the Contractor.

Unless otherwise specified, the Contractor shall provide all repairs, services, and replacement parts necessary to maintain the specified aircraft at the designated base during extended periods of heavy use (such as fishery, bear or other patrols), regardless of the amount or frequency of hours flown.

Except for minor maintenance (work generally taking less than one hour) all actual aircraft work shall be performed at an inside facility, either at the contractor’s hangar or the DPS facility.

All parts removed may be required by the Aircraft Section to be returned to the DPS LHD Aircraft Section and shall be identified serviceable/unserviceable with the appropriate tag with the required information listed prior to the project being completed.

All wires involved in new installation or changes of equipment and rewiring of aircraft shall be marked with "Hot Stamped" or "Laser Printing methods, and any wire splices or shield terminations used shall be hermetically sealed. The contractor shall furnish the DPS Aircraft Section specific computer-generated wiring diagrams for installations or changes of equipment (generic installation diagrams are not acceptable).

The successful Contractor shall have documented evidence that avionics work was accomplished within the previous 24 months on aircraft similar to DPS aircraft listed in this document. The Contractor shall provide the documented evidence upon written request from DPS.

mailto:dps.aircraftpayables@alaska.gov

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SEC. 2.14 LEMON CLAUSE

This clause applies to all equipment purchased through this contract. The application period is one year from the date of purchase. This clause takes precedence over any other warranty or service maintenance clauses associated with this contract.

Any equipment that fails (except due to operator error) to operate according to the manufacturer's published performance specifications and/or is subject to recurring related problems must be replaced with the same make and model of new equipment at no cost to the state.

SEC. 2.15 SHIPPING DAMAGE

The state will not accept or pay for damaged goods. The contractor must file all claims against the carrier(s) for damages incurred to items in transit from the point of origin to the ultimate destination. The state will provide the contractor with written notice when damaged goods are received. The state will deduct the cost of the damaged goods from the invoice prior to payment. The contractor must file all claims against the carrier(s) for reimbursement of the loss.

SEC. 2.16 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the state will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until the procurement officer has secured required state approvals necessary and issued a written contract amendment.

SEC. 2.17 CONTINUING OBLIGATION OF CONTRACTOR

Notwithstanding the expiration date of a contract resulting from this ITB, the contractor is obligated to fulfill its responsibilities until warranty, guarantee, maintenance, and parts availability requirements have completely expired.

SEC. 2.18 ESTIMATED QUANTITIES

The quantities referenced in this ITB are estimated requirements and may vary more or less from the quantities actually purchased. The State does not guarantee any minimum or maximum purchase. Orders will be issued throughout the contract period on an as-needed basis.

SEC. 2.19 WARRANTY

The contractor warrants every unit purchased against faulty materials and workmanship for a minimum period of at least one year. If, during this period, faults develop with the unit or components of the unit, they will be repaired or replaced without any cost, including any transportation or freight cost, to the state. Bids, which include supplemental warranties, will be accepted, but supplemental warranties that conflict with or diminish the state's rights under this warranty clause will be considered null and void. The state is not responsible for identifying conflicting warranty conditions before issuing a contract award. After award of the contract:

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1. if a conflict arises between the supplemental warranty and the warranty in this ITB, the warranty in the

ITB will prevail; and

2. if the state's rights are diminished as a result of application of the supplemental warranty, the supplemental warranty will be considered null and void and the ITB warranty will prevail.

By signature on the face page of this ITB the bidder acknowledges this requirement and indicates unconditional acceptance of this warranty clause.

SEC. 2.20 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract. Examples of confidential information include, but are not limited to technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc.).

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request. If the contractor receives no objection from the state, it may release the confidential information within 30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the state, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public;

information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof;

Page 17 of 29 {ITB-3/v1/10.16.24} or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

SEC. 2.21 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis.

“Contractor” and “contracting agency”, as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the contracting agency’s selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

SEC. 2.22 INSURANCE

Without limiting the contractor's indemnification, it is agreed that the contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits.

If the contractor's policy contains higher limits, the state shall be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the procurement officer prior to contract approval and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions.

Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the contractor's services. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under AS 21.

Proof of insurance is required for the following:

• Workers' Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the state.

• Commercial General Liability Insurance: covering all business premises and operations used by the contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per occurrence.

• Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per occurrence.

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SECTION 3. BID FORMAT AND CONTENT

SEC. 3.01 BID FORMS

Bidders shall use the front page of this ITB, the Bid Submission Cover Sheet, and any other forms identified in this ITB for submitting bids. All bids must be signed by an individual authorized to bind the bidder to the provisions of the ITB.

BIDDER'S CERTIFICATION

By signature on the bid, the bidder certifies that they comply with the following:

B. the laws of the State of Alaska;

C. the applicable portion of the Federal Civil Rights Act of 1964;

D. the Equal Employment Opportunity Act and the regulations issued thereunder by the state and federal government;

E. the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the state and federal government and certifies that programs, services, and activities provided to the general public on behalf of the State under a contract resulting from this solicitation comply with the Americans with Disabilities Act of 1990, 28 CFR, Part 35, Subpart B 35.130;

F. all terms and conditions set out in this ITB;

G. the price(s) submitted was arrived at independently arrived and without collusion, under penalty of perjury; and

H. that the bid will remain open and valid for at least 90 days.

If any bidder fails to comply with [a] through [g] of this paragraph, the state reserves the right to disregard the bid, terminate the contract, or consider the contractor in default.

CONFLICT OF INTEREST

Each bid shall include a statement indicating whether the company or any individuals working on the contract has a possible conflict of interest (e.g., currently employed by the State of Alaska or formerly employed by the State of Alaska within the past two years) and, if so, the nature of that conflict. The procurement officer reserves the right to consider a bid non-responsive and reject it or cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the contract to be performed by the bidder.

SEC. 3.02 PRICES

The bidder shall state prices in the units of issue on this ITB. Prices quoted in bids must be exclusive of federal, state, and local taxes. If the bidder believes that certain taxes are payable by the state, the bidder may list such taxes separately, directly below the bid price for the affected item.

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SECTION 4. EVALUATION AND CONTRACTOR SELECTION

SEC. 4.01 EVALUATION OF BIDS

After bid opening, the procurement officer will evaluate the bids for responsiveness. Bids deemed non-responsive will be eliminated from further consideration. An evaluation may not be based on discrimination due the race, religion, color, national origin, sex, age, marital status, pregnancy, parenthood, disability, or political affiliation of the bidder.

SEC. 4.02 APPLICATION OF PREFERENCES

Certain preferences apply to all state contracts, regardless of their dollar value. The Alaska Bidder and Alaska Veteran preferences are the most common preferences involved in the ITB process. Additional preferences that may apply to this procurement are listed below. Guides that contain excerpts from the relevant statutes and codes, explain when the preferences apply and provide examples of how to calculate the preferences are available at the following website:

https://oppm.doa.alaska.gov/policy-oversight/policy-resources/user-guide-matrixes/

• Alaska Military Skills Program Preference – AS 36.30.321(l)

• Alaska Products Preference - AS 36.30.332

• Recycled Products Preference - AS 36.30.337

• Local Agriculture and Fisheries Products Preference - AS 36.15.050

• Employment Program Preference - AS 36.30.321(b)

• Alaskans with Disabilities Preference - AS 36.30.321(d)

The Division of Vocational Rehabilitation in the Department of Labor and Workforce Development keeps a list of qualified employment programs and individuals who qualify as persons with a disability. As evidence of a business’ or an individual's right to the Employment Program or Alaskans with Disabilities preferences, the Division of Vocational Rehabilitation will issue a certification letter. To take advantage of these preferences, a business or individual must be on the appropriate Division of Vocational Rehabilitation list prior to the time designated for receipt of proposals. Bidders must attach a copy of their certification letter to the proposal. A bidder’s failure to provide this certification letter with their proposal will cause the state to disallow the preference.

SEC. 4.03 ALASKA BIDDER PREFERENCE

An Alaska Bidder Preference of 5% will be applied to the total bid price. The preference will be given to a bidder who:

1) holds a current Alaska business license prior to the deadline for receipt of bids;

2) submits a bid for goods or services under the name appearing on the bidder’s current Alaska business license;

3) has maintained a place of business within the state staffed by the bidder, or an employee of the bidder, for a period of six months immediately preceding the date of the bid;

https://oppm.doa.alaska.gov/policy-oversight/policy-resources/user-guide-matrixes/

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4) is incorporated or qualified to do business under the laws of the state, is a sole proprietorship and the proprietor is a resident of the state, is a limited liability company (LLC) organized under AS 10.50 and all members are residents of the state, or is a partnership under AS 32.06 or AS 32.11 and all partners are residents of the state; and

5) if a joint venture, is composed entirely of ventures that qualify under (1)-(4) of this subsection.

Alaska Bidder Preference Certification Form To receive the Alaska Bidder Preference, the bid must include the Alaska Bidder Preference Certification Form attached to this ITB.