Manned_Model_RFP_4_21_2016.pdf

State of California—Transportation Agency EDMUND G. BROWN Jr., Governor

DEPARTMENT OF CALIFORNIA HIGHWAY PATROL

Business Services Section, Contract Services Unit P.O. Box 942898 Sacramento, CA 94298-0001

(916) 843-3610

(800) 735-2929 (TT/TDD)

(800) 735-2922 (Voice)

Safety, Service, and Security An Internationally Accredited Agency

April 21, 2016

File No.: A14978.076.15M900001

REQUEST FOR PROPOSAL

Notice to Prospective Proposers

The Board of Pilot Commissioners (BOPC or State) invites manned model training firms interested in submitting a training proposal (Proposers) to review and respond to the attached Request for Proposal (RFP) Number 15M900001 entitled, “Manned Model Training Services.”

When preparing and submitting a Proposal, compliance with the instructions found herein is imperative. The California Highway Patrol (CHP) will be assisting the BOPC with this contract procurement process.

All agreements entered into with the State of California will include, by reference, General Terms and Conditions (GTC) that may be viewed and downloaded at this Internet site:

http://www.dgs.ca.gov/ols/home.aspx and select “Resources.” Then select “Standard Contract Language.” If any prospective Proposer lacks Internet access, a hard copy of these items can be obtained by contacting the person signing this letter.

If a discrepancy occurs between the information in the advertisement appearing on the Department of General Services, California State Contracts Register (CSCR) on FI$CAL and the information herein, the information in this notice and in the attached RFP shall take precedence.

I. Proposal Due Date

Regardless of postmark or method of delivery, the California Highway Patrol (CHP), Business Services Section, Contract Services Unit, acting on behalf of the Board of Pilot Commissioners for the Bays of San Francisco, San Pablo, and Suisun, must receive RFP responses no later than the time and date found in the Section C of the attached RFP, entitled “Time Schedule.” Refer to the attached RFP for detailed submission requirements.

II. Disabled Veteran Business Enterprise (DVBE) Par ticipation Requirements

California Law requires Disabled Veteran Business Enterprise (DVBE) participation;

however, the DVBE participation requirement has been waived by BOPC for this solicitation. Proposers who opt to utilize DVBE participation are eligible to receive DVBE incentive. For more information regarding this option, see Section P of the RFP entitled “Preference and Incentive Programs” and Attachment 4 “California Disabled Veteran Business Enterprise Incentive Program.”

Prospective Proposers April 21, 2016

III. Funding Limit

The proposed Agreement between the successful Proposer and the BOPC is valid and enforceable once fully executed with the selected service provider (and approved by the Department of General Services, if applicable), and only if sufficient funds are made available by the Budget Act of the appropriate fiscal year for the purpose(s) of the agreement. In addition, the Agreement is subject to any additional restrictions, limitations, or conditions enacted by the Legislature, which may affect the provisions, terms, or funding of the Agreement in any manner. If full funding does not become available, the State will either cancel the resulting Agreement or amend it to reflect reduced funding and reduced activities.

IV. Proposer Questions

In the opinion of the State, this Request For Proposal is complete and without need of explanation. However, if questions arise or there is a need to obtain clarifying information, Proposers shall submit requests in accordance with the instructions in Section E of the RFP entitled, “Proposer’s RFP Questions/Inquiries.” Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official revision to the RFP.

Thank you for your interest in the State’s service needs.

Sincerely, LORETTA MADDUX

Contract Analyst

Enclosures

Manned Model Training Services 15M900001

Page i

Table of Contents

A. Purpose and Description of Services

B. Mandatory Minimum Technical Requirements for Proposers

C. Time Schedule (Key Action Dates)

D. Intent to Submit a Proposal

E. Proposer’s RFP Questions/Inquiries

1. What to include when submitting a question or inquiry

2. Question/Inquiry Deadline

3. Verbal Questions

F. Agreement Term

G. Work Plan and Work Schedule Requirements

1.Project Personnel

2. Facilities and Resources 4

H. Cost Detail Format and Requirements

I. Reasonable Accommodations

J. Scope of Work

K. Administrative Requirements

L. Proposal Format and Content Requirements

1. General instructions

2. Proposal format requirements

3. Proposal content requirements

M. Submission of Proposals

1. Submission instructions

2. Proof of timely receipt

3. Proposer costs

N. Evaluation Process

O. Proposal Requirements and Information

1. Non-responsive Proposal

2. Proposal modifications after submission

3. Proposal mistakes

4. Withdrawal and/or resubmission of Proposal

a. Withdrawal deadline

b. Submitting a withdrawal request

c. Resubmitting a Proposal

5. Evaluation and selection

a. Proposal review

b. Notice of Intent to Award

Page ii

6. Agreement Award and Protests

a. Agreement Award

b. Settlement of Tie Bids

c. Protests

7. Disposition of Proposals

8. Inspecting or obtaining copies of Proposals ................. Error! Bookmark not defined.

a. Who can inspect or copy Proposal materials

b. What can be inspected/copied and when

c. Inspecting or obtaining copies of Proposal materials

9. Verification of Proposer information

10. State rights

a. RFP corrections

b. Collecting Information from Proposers

c. Immaterial Proposal defects

d. Correction of clerical or mathematical errors

e. Right to remedy errors

f. No agreement award or RFP cancellation

g. Agreement amendments after award

P. Preference and Incentive Programs

Q. Agreement Terms and Conditions

1. Resolution of differences between RFP and agreement language

Page iii

Required Attachments

Attachment # Attachment Name

Attachment 1 Required Attachment Checklist

Attachment 2A Proposal/Proposer Certification Sheet

Attachment 2B Cost Proposal Worksheet

Attachment 3 Non-Small Business Subcontractor Preference Request and Small/Micro Business Subcontractor/Supplier Acknowledgment Form

Attachment 4 California Disabled Veteran Business Enterprise (DVBE) Incentive Program; and Std. 843, Disabled Veteran Business Enterprise Declarations (Attachment 4a)

Attachment 5 GSPD-05-105, Bidder Declaration

Attachment 6 Client References

Attachment 7 CCC 307 – Contractor Certification Clauses

Attachment 8 CHP 116 - Darfur Contracting Act

Attachment 9 Std. 204, Payee Data Record

Attachment 10 Iran Contracting Act

Proposed Agreement Forms/Exhibits

Form/Exhibit Title Form/Exhibit Name

Std. 213 Standard Agreement

Exhibit A

Scope of Work

Exhibit B Budget Detail and Payment Provisions

Exhibit C General Terms and Conditions (GTC 610). View or download at this Internet site: http://www.dgs.ca.gov/ols/home.aspx

Exhibit D Special Terms and Conditions

Exhibit E

Additional Provisions

BOPC Manned Model Training Services 15M900001

A. Purpose and Description of Services

The Board of Pilot Commissioners for the Bays of San Francisco, San Pablo, and Suisun (BOPC), an agency of the State of California, licenses and regulates approximately sixty (60) maritime pilots who navigate large vessels on the Bays of San Francisco, San Pablo, Suisun, Monterey, and navigable tributaries to Stockton and Sacramento. The pilotage ground covers seventy (70) separate terminals in ten (10) countries. The BOPC seeks proposals through this RFP to provide manned scale model training services for pilots in the BOPC’s Pilot Continuing Education Program and for certain selected trainees in the Pilot Trainee Training Program (Participants) as required by law under Harbors and Navigation Code (HNC) Sections 1171.5, and by Title 7, California Code of Regulations (CCR) Sections 214-215.

The California Highway Patrol (CHP) conducts competitive procurement transactions on behalf of BOPC. The State intends to make a single agreement award to the responsive and responsible firm that has the highest scoring proposal. This RFP is open to all eligible firms and/or individuals that meet the qualification requirements.

B. Mandatory Minimum Technical Requirements for Pro posers

All Proposers must meet the minimum technical requirements listed below to be eligible to submit a Proposal.

1. The facility must have a private lake dedicated to training, separate from other bodies of water/waterways that are not used for training.

2. The facility must be able to maintain a controlled, constant level of water in lake during training.

3. The facility must have a minimum of 40,000 square meters of lake area available for

4. The facility must have a shallow water maneuvering area not less than 20,000 square meters of the total lake area (half of the minimum square meters required for training with a minimum of three models on the water at the same time).

5. The facility must have the ability to repair or replace all course essential equipment on site without impacting the delivery of the course curriculum.

6. The facility must have a minimum of four (4) ship models, including one model of a twin screw or Azipod type suitable for cruise ship training.

7. The facility must have a minimum of two (2) tug models suitable for use in tank vessel escort and shiphandling exercises.

8. The facility must have not less than a 1:2 instructor-to-student ratio.

9. The facility must be able to provide the BOPC a written trainee evaluation upon course completion.

10. The training provider must be able to provide training over a five (5) year period, and evidence this commitment in an executed Agreement with the Board.

11. The facility must be able to provide a minimum of three (3) instructors who are pilots or former pilots for a class of six (6) trainees, and four (4) instructors who are pilots or former pilots for a class of eight (8) trainees.

12. The facility must provide participants with transportation between a major airport and lodging, transportation between lodging and the training facility, and lodging and meals as specified herein and in the proposed Agreement. Travel time shall be no more than 2 hours from the major airport to lodging, and no more than 1 hour between lodging and the training facility. Acceptable lodging shall be equivalent to facilities with three (3) stars as described on the HotelStars.EU website at:

http://www.hotelstars.eu/index.php?id=criteria.

C. Time Schedule (Key Action Dates)

Below is the tentative time schedule for this RFP, for which United States of America, Pacific Time Zone is applicable:

Event Date Time (if applicable)

RFP Released April 21, 2016

Questions Due April 24, 2016, no later than 4:00 p.m.

Responses Posted April 29, 2016

Proposers register Intent to Submit a Proposal

April 24, 2016, no later than 4:00 p.m.

Proposal Due through Electronic Delivery May 9, 2016, no later than 4:00 p.m.

Hard Copy of Proposal Due May 19, 2016, no later than 4:00 p.m.

Intent To Award May 24, 2016, at 4:00 p.m.

Proposed Start Date of Agreement July 3, 2016

D. Intent to Submit a Proposal

Potential proposers are required to notify the CHP Contract Analyst specified in Section M, point 1 d of intent to submit a Proposal. The State will assign a unique Uniform Resource Locator (URL) that the Proposer must utilize to electronically submit a Proposal.

E. Proposer’s RFP Questions/Inquiries

Proposers shall submit question(s) as specified in this section to the CHP Contract Analyst listed in Section M, point 1 d if clarification is needed regarding the services sought, or if questions arise about the RFP and/or its accompanying materials, instructions, or requirements. Proposers shall submit questions by submitting the questions to the URL that the State assigned to the Proposer when the Proposer notified the Contract Analyst that they intended to submit a Proposal. The State reserves the right to contact an inquirer to seek clarification of any question or inquiry received.

Proposers that fail to report a known or suspected problem with this RFP and/or any accompanying materials or fail to seek clarification and/or correction of this RFP and/or any accompanying materials shall submit a Proposal at their own risk. In addition, if awarded the

Agreement, the successful Proposer shall not be entitled to additional compensation for any additional work caused by such problem, including any ambiguity, conflict, discrepancy, omission, or error.

1. What to include when submitting a question or in quiry

a. Inquirer’s name, name of firm submitting the inquiry, mailing address, email address, area code and telephone number, and fax number.

b. A description of the subject or issue in question or discrepancy found.

c. RFP section, page number or other information useful in identifying the specific problem or issue in question.

2. Question/Inquiry Deadline

Proposers shall submit written questions and inquiries by posting documents containing the questions or issue to the URL the State assigned the Proposer when the Proposer specified an intent to submit a Proposal. Questions or inquiries about the RFP must be submitted no later than the date and time stated in Section C of this RFP, entitled, “Time Schedule (Key Action Dates).”

However, the State will accept written questions or inquiries about the following issues up to three (3) business days prior to the Proposal due date:

a. DVBE participation requirements.

b. How to complete DVBE attachments.

Proposers shall submit requests for DVBE assistance electronically to the electronic website that the State assigned the Proposer when the Proposer specified intent to submit a Proposal. Questions or inquiries related to DVBE assistance or RFP errors or irregularities must be submitted no later than two days prior to the Proposal due date.

3. Verbal Questions

The State reserves the right not to accept or respond to verbal questions and inquiries.

Spontaneous verbal remarks provided in response to verbal inquiries are unofficial and are not binding on the State unless later confirmed in writing. Any additional RFP updates, corrections or requirements shall be issued in the form of a revision to all potential Proposers.

F. Agreement Term

The term of the resulting agreement (Agreement) is expected to be sixty (60) months and is anticipated to be effective from July 2016 through June 30, 2021. The Agreement term may change if the State makes an award earlier than expected or if the State cannot execute the Agreement in a timely manner due to unforeseen delays.

The resulting Agreement will be of no force or effect until it is signed by both parties and approved by the Department of General Services (DGS), if required. The selected Proposer is hereby advised not to commence performance until all approvals have been obtained. If performance commences before all approvals are obtained, said services may be considered to have been volunteered.

G. Work Plan and Work Schedule Requirements

The Proposer shall develop a work plan or schedule for providing the training curricula identified in Attachment A, Scope of Work, of the Agreement. The Proposer shall identify each major task or specific milestones by which trainee progress will be measured and payments made (i.e., work plan of two (2) classes per year, for a total of five (5) years).

1. Project Personnel

a. Document how your facility meets the instructor requirements listed in Section B, Mandatory Minimum Technical Requirements for Proposers, point 11. (The BOPC understands that instructors employed by Proposer may change during the term of the Agreement. For the purposes of meeting the minimum technical requirements listed in this RFP, the Proposer should identify the titles, job descriptions and experience of the personnel that would be available to provide instruction in 2016.)

2. Facilities and Resources

Document how the facility meets the minimum qualifications listed in Section B, Mandatory Minimum Technical Requirements for Proposers, items 1-10 and 12. Explain where the services will be provided, how the services will be provided, and demonstrate how your facility and equipment meet and/or exceed the minimum requirements of this RFP. Describe the transportation methods, routes from major airport to lodging and from lodging to facility, and average route times. Describe lodging accommodations, and how meals will be provided.

H. Cost Detail Format and Requirements

The proposed work should be broken down into the outline in point G, “Work Plan and Work Schedule Requirements” for the purpose of this proposal. Specify the cost per Participant and for the Total of Participants. Provide your cost detail in U.S. dollars (USD). Use the Cost Proposal Worksheet (Attachment 2B), and add detail as necessary in preparing a cost proposal.

I. Reasonable Accommodations

For individuals with disabilities, CHP will provide assistive services such as reading or writing assistance, and conversion of the RFP, questions/answers, RFP revision(s), or other administrative notices into Braille, large print, audiocassette, or computer disk. To request copies of written materials in an alternate format, please call the number below to arrange for reasonable accommodations.

California Highway Patrol Business Services Section, Contract Services Unit Telephone number (916) 843-3610 (TTY) - California Relay telephone number 1-800-735-2929

Attention: Loretta Maddux

NOTE: The range of assistive services available may be limited if requestors cannot allow ten (10) or more state working days prior to date the alternate format material is needed.

J. Scope of Work

Refer to Exhibit A entitled, “Scope of Work” that is included in the Proposed Agreement Forms/Exhibits section of this RFP. Exhibit A contains a detailed description of the services and work to be performed as a result of this RFP.

K. Administrative Requirements

Failure to meet the following requirements by the Proposal due date will be grounds for the State to deem a Proposal non-responsive. In submitting a Proposal, each Proposer must certify that it possesses the following qualification requirements.

1. Proposers must refer to Exhibit A entitled, “Scope of Work” that is included in the

Proposed Agreement Forms/Exhibits section of this RFP. Exhibit A contains a detailed description of the services and work to be performed as a result of this RFP.

2. Proposers must certify a willingness to comply with all terms and conditions addressed in

Section Q of this RFP, entitled “Agreement Terms and Conditions,” including those terms in the referenced exhibits.

3. (Corporations) Corporations must certify prior to commencement of services that they are in good standing and qualified to conduct business in California and provide an

STD.204.

4. (Nonprofit Organizations) Non-profit organizations must certify they are eligible to claim nonprofit status in the United States.

5. Proposers must have a past record of sound business integrity and history of being responsive to past contractual obligations.

6. Before Agreement execution, the selected Proposer must supply proof of liability insurance that meets the requirements in Exhibit D , entitled, “Insurance Requirements,” included in the Proposed Agreement Forms/Exhibits section of this RFP.

L. Proposal Format and Content Requirements

1. General instructions

a. Each individual or firm may submit only one (1) Proposal. For the purposes of this paragraph, “firm” includes a parent corporation of a firm and any other subsidiary of that parent corporation. If a firm or individual submits more than one (1) Proposal, the State will reject all Proposals submitted by that firm or individual.

b. An individual or firm shall develop a Proposal by following all RFP instructions and instructions or clarifications in question/answer notices, clarification notices, or RFP revisions.

c. Before preparing a Proposal, an individual or firm should seek timely written clarification of any requirements or instructions that are believed to be vague, unclear or that are not fully understood by submitting questions in the Question and Answer process specified in Section E, Proposer’s RFP Questions/Inquiries. Agreement cost increases will not be allowed due to poor examination of requirements and/or specifications.

d. The individual or firm must arrange for timely delivery of the Proposal to the specified electronic site and send the signed hard copy original by express mail service as specified in point 2 below. Proposers are advised not to wait until shortly before the Proposal due date to submit the Proposal.

2. Proposal format requirements

a. Proposers are advised to electronically scan their Proposal in Portable Document

Format (PDF) and submit the electronic scan of the Proposal by the electronic Proposal due date for electronic submittal as stated in Section C, Time Schedule (Key Action Dates), and submit one (1) original signed hard copy of the Proposal as instructed in Section M Point 1 “Submission instructions” by express service by the hard copy Proposal due date listed in Section C to the address listed below. The signed original Proposal must arrive by the date specified in Section C. The PDF of the Proposal must be an identical copy of the original hard copy sent by express mail service. Both the electronic copy and hard copy of the Proposal must be complete with a copy of all required attachments and documentation.

b. The Proposal and all attachments/forms must be signed in ink, preferably in blue ink, by a person authorized to represent the individual or firm submitting the Proposal.

Have a person who is authorized to bind the firm submitting the Proposal to sign each form that requires a signature. Signature stamps are not acceptable .

Unsigned Proposals may be rejected.

3. Proposal content requirements

a. This section specifies the order and content of each Proposal and where applicable, indicates form/attachment completion instructions.

b. Proposals must be submitted for the performance of all services described herein.

Any material deviation from the work specifications will not be considered and will cause a Proposal to be rejected.

c. A Proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may reject any or all Proposals and may waive an immaterial deviation in a Proposal. The State’s waiver of an immaterial deviation shall in no way modify the RFP document or excuse the Proposer from full compliance with all requirements if awarded the Agreement.

d. Costs incurred for developing Proposals and in anticipation of award of the

Agreement are entirely the responsibility of the Proposer and shall not be charged to the State of California.

e. An individual who is authorized to contractually bind the individual or firm making a

Proposal shall sign the Attachment 2A, Proposal/Proposer Certification Sheet, page

1. The signature must indicate the title or position that the individual holds in the firm.

An unsigned Proposal may be rejected.

f. The State does not accept alternate contract language from a prospective contractor.

A Proposal with such language will be considered a counter proposal and will be rejected. The State’s Agreement General Terms and Conditions (GTC) contained in the Agreement are not negotiable.

g. When completing the Proposal attachments, follow the instructions in this section and any instructions appearing on the attachment. Complete and assemble the following items listed on Attachment 1 – Required Attachment Checklist contained herein.

After completing and signing the applicable attachments and requested documentation, assemble all items in the specified order and submit as specified in Section M point 1.

M. Submission of Proposals

1. Submission instructions

a. Assemble an original Proposal package, convert to PDF format and submit the PDF document electronically to the URL your firm was assigned to when your firm notified CHP of its intent to submit a Proposal (Section D). Proposer must also submit a hard copy of the signed original Proposal by express mail service. Both the PDF of the Proposal and the signed original Proposal must arrive by the respective due dates listed in Section C of this RFP. The Proposal must be formatted as specified in Section L, point 2. Proposals may not be transmitted electronically by facsimile (fax).

b. If the Proposal is made under a fictitious name or business title, the actual legal name of the individual or firm must be provided.

c. Regardless of postmark or method of delivery, the CHP Business Services Section, Contract Services Unit must receive the electronic and hard copy of the Proposal by the dates and times stated in Section C of this RFP, entitled “Time Schedule (Key Action Dates.” The State will not consider late Proposals.

d. Submit the Proposal electronically to the website your firm was assigned to when your firm notified CHP of the intent to submit a Proposal. Submit the hard copy original of the Proposal by express mail (standard delivery U.S. Mail is not an option) as specified below:

RFP 15M90000 – (Your Firm’s Name)

EXPEDITED – By Overnight UPS, Federal Express or Other Express Mail Service addressed to:

Loretta Maddux California Highway Patrol BSS, Contract Services Unit 601 North Seventh Street Sacramento, CA 95811

Telephone: (916) 843-3610 E-mail address: lmaddux@chp.ca.gov

NOTE: It is the Proposer's responsibility to ensure the Proposal is received by and in the format specified by the State before the Proposal due date/time. The State is not responsible for Proposals received after the due date and/or time due to circumstances beyond State's control.

2. Proof of timely receipt

a. State staff will respond by acknowledging receipt of the submission of a Proposal to the e-mail contact listed in the Proposal within receipt sixteen (16) business hours after receipt, Pacific Time.

b. To be timely, CHP Business Services Section, Contract Services Unit must receive the Proposal at the stated electronic and physical mailing address delivery site no later than the dates and times specified in Section C of this RFP, entitled “Time Schedule (Key Action Dates)” on the Proposal due date. Delivery to any other website or mailing address will be deemed non-responsive.

c. The State will deem late Proposals non-responsive.

3. Proposer costs

Proposers are responsible for all costs of developing and submitting a Proposal. Such costs cannot be charged to the State or included in any cost element of a Proposer’s price offering. Where applicable, Proposer should carefully examine specifications. No additions or increases to the Agreement amount will be made due to a lack of careful examination of work sites and specifications.

N. Evaluation Process

Proposals that meet the minimum qualifications will be evaluated and scored according to the criteria indicated below. (A responsive proposal is one, which meets or exceeds the Part B, Mandatory Minimum Technical Requirements for Proposers stated in this RFP.)

1. Cost Points

Cost points will be awarded as specified herein and in Attachment 2B. The lowest cost Proposal will be awarded the maximum cost points. All other Proposals will be awarded cost points based upon a comparison of the cost of a Proposal to the lowest cost Proposal as shown in the following calculation:

Lowest Proposer’s cost divided by Other Proposer’s cost = (factor) that is then multiplied by the maximum cost points = Cost points for Other Proposal

EXAMPLE:

1. Lowest Cost Proposal = $75,000 Other Proposal Cost= $100,000

2. Maximum RFP points assigned to cost = 60.

3. Calculation of Points Assigned to Other Proposal:

Lowest Cost Proposal (dividend) $75,000.00 Other Proposal (divisor) $100,000.00

This achieves a quotient of .75, which is multiplied by the maximum 60 cost points to determine the points assigned to the Other Proposal as follows:

.75*60 = 45 cost points assigned to the Other Proposal

2. Technical Evaluation Criteria

Evaluation criteria and associated technical evaluation points are listed as follows.

Proposers are instructed to address these criteria and provide the required information in a Proposal.

Technical Evaluation Criteria

Maximum Possible Points

Acceptable Documentation

I.

Document that at least once in the past five

(5) years the lake bottom was surveyed, engineered and/or physically contoured for proper depth ratio to models.

0 = No 20 = Yes

Surveyor/Engineer report. Copy of surveyor or engineers’ contract and documentation of final payment.

II.

Document the ability of the facility to maintain a controlled, constant level of water or underkeel clearance in lake during

Level Controls Within 10 cm or less = Within above 10 – 20 cm = 10 above 20 cm = 0

Address this within the RFP response.

III.

Document the ability of the facility to simulate wind to scale.

10 = Yes

Address this within the Proposal.

IV. Document the ability of the facility to simulate wave action to scale.

10 = Yes

Address this within the Proposal.

V. Document that the facility has an ultra-large container vessel (ULCV) model. An ULVC model is defined herein as a model equivalent to 9,500 twenty-foot equivalent units (TEUs) or greater.

10 = Yes

Address this within the Proposal.

VI. Document that the facility has an azipod drive cruise ship model.

10 = Yes

Address this within the Proposal.

VII. Document the number of the current instructors with experience including current or former service as a commercial pilot, not a member of the crew, who will be made available for Board licensee pilot training.

3 pilot instructors or less = 0

4 – 6 Pilot instructors = 5 7 – 9 pilot instructors =

10 or more pilot instructors = 15

Instructor resume must be provided, certified by the instructor and the facility.

Include with the Proposal.

Evaluation criteria continue on the next page.

Evaluation criteria, continued.

Evaluation Criteria

Acceptable Documentation

VIII. Document that the facility has a minimum of four (4) ship models, all at the same scale and to be used for BOPC licensee pilot training.

10 0 = No 10 = Yes

Address this within the Proposal.

IX. Document that the facility has equipment on the four (4) ship models intended to be used for Board licensee pilot training capable of transmitting global positioning system (GPS) training data to be used in classroom review.

10 0 = No 10 = Yes

Address this within the

X. Document that the facility has at least two

(2) tug models at the same scale as the ship models intended to be used for Board- Licensee pilot training.

10 0 = No 10 = Yes

Address this within the Proposal.

XI. Document that the facility has at least two

(2) tug models intended to be used for Board licensee pilot training that are radio controlled.

15 0 = No 15 = Yes

Address this within the Proposal.

SUBTOTAL OF TECHNICAL POINT

SCORING (A)

Evaluation criteria continue on the next page

PROPOSAL COST POINT SCORING

Cost

#IIB.

** BOPC will obtain flight costs through State plan to add a travel cost proposal for total costs and point scoring to cost point scoring.

60 The lowest priced responsible Proposal will receive the maximum cost points (60). All other Proposals will receive points as a percentage of their price compared to a maximum of 100% of the lowest priced responsible Proposal.

The State will calculate Cost #2.

Evaluation Criteria

MAXIMUM TOTAL OF TECHNICAL

AND COST POINT SCORING

(A + B)

Eligible SB Preference

SB Preference Amount

Initial Ranking

Eligible DVBE Incentive

Eligible Incentive Amount

Evaluated Proposal Price

Final Ranking

3. Small Business Preference

The State has programs that encourage participation in State contracting by various segments of the business community, including small and microbusinesses, and has a process to certify qualifying small and microbusinesses (certified small business or SB).

Any Proposal that is submitted by or includes Agreement work performed by, or Agreement-related material, equipment or supplies purchased from, an SB will be given preference in the Proposal point scoring as described in the example below. Note: A non-small business which, through a SB subcontractor is eligible to qualify for this point preference, is also eligible for the percentage preference quoted in a Proposal, if this does not take an award from a certified small business. The preference will be calculated by identifying the highest scored responsive Proposal from a non-certified small business or microbusiness, calculating 5% of the highest responsible Proposal’s total score and adding the calculated amount to the score of each of the certified small businesses or microbusinesses. This new amount is the evaluated bid score.

EXAMPLE: Assume that the total score of the highest pointed Proposal not claiming SB preference is 200. This score will be used to calculate the SB preference points. A Proposal eligible for the SB preference points will receive 5% (10 points) of the highest pointed Proposal not claiming SB preference (200 points). A non-small business which, through a SB subcontractor is also eligible to qualify for this point scoring preference, if this does not take an award from a certified small business.

Additional information about the SB Certification Program can be located at:

http://www.dgs.ca.gov/pd/Programs/OSDS.aspx.

4. DVBE Incentive

The State has programs that encourage participation in State contracting by various segments of the business community, including disabled veteran business enterprises (DVBE), and has a process to certify qualifying disabled veteran business enterprises.

Any Proposal that is submitted by or includes Agreement work performed by, or Agreement-related material, equipment or supplies purchased from, a DVBE will be given an incentive in the Proposal point scoring.

The Disabled Veteran Business Enterprise (DVBE) preference point incentive is calculated after the SB point scoring preference. The DVBE preference point incentive scale, with a range from 1-5% participation, is described in Attachment 4. DVBE incentive points are calculated as a percentage of the maximum administrative and technical points, excluding costs points.

Additional information about the DVBE Certification Program can be located at:

http://www.dgs.ca.gov/pd/Programs/OSDS.aspx.

5. Caps

There is an incentive cap of 5% for small business preference, and a cap of the equivalent of $100,000.00 for DVBE incentive. A combined total of both small business preference and DVBE incentive cannot exceed the equivalent of $100,000.00

O. Proposal Requirements and Information

1. Non-responsive Proposal

In addition to any condition previously indicated in this RFP, the following occurrences may cause the State to deem a Proposal non-responsive.

a. Failure of a Proposer to:

1) Meet RFP format/content or submission requirements including, but not limited to, the sealing and/or labeling of the Proposal package.

2) Complete the Required Attachment/Certification Checklist by not marking “Yes” for each item listed or by not appropriately justifying, to the State’s satisfaction, all “N/A” designations.

3) Meet the Mandatory Minimum Technical Requirements of Proposers listed in Exhibit B of this RFP.

b. If a Proposer submits:

1) A Proposal that is conditional, materially incomplete or contains material alterations or irregularities of any kind to include obvious erasures.

2) Price information that contradicts the price/cost figures on Attachment 2B, Cost Proposal Worksheet or submits cost information in a format contrary to the RFP instructions.

3) False, inaccurate, or misleading information or falsely certifies compliance on any RFP attachment.

c. If the State discovers at any stage of the RFP process or upon Agreement award that a Proposer is unwilling or unable to comply with the Agreement terms, conditions and/or exhibits cited in this RFP and/or the resulting agreement.

d. If other irregularities occur in a bid response that are not specifically addressed herein (i.e., the Proposer places any conditions on performance of the scope of work, submits a counter offer/proposal, etc.). Any deviation from the specifications may be cause for rejection of the Proposal.

2. Proposal modifications after submission

1. All Proposals are to be complete when submitted. However, an entire Proposal may be withdrawn and the Proposer may resubmit a new Proposal as long as the Proposal’s due date and time has not passed.

2. To withdraw and/or submit a new Proposal, follow the instructions appearing in the

Section O of this RFP, entitled “Proposal Requirements and Information,” Item 4.

3. Proposal mistakes

If prior to Agreement award, award confirmation, or Agreement signing, a Proposer discovers a mistake in the Proposal that renders the Proposer unable or unwilling to perform all scope of work services for the price/costs offered, the Proposer must immediately notify the specified State Contract Analyst and submit a written request to withdraw its Proposal following the procedures set forth in Section O of this RFP, entitled “Proposal Requirements and Information,” Item 4 (b).

4. Withdrawal and/or resubmission of Proposal

a. Withdrawal deadline

A Proposer may withdraw its Proposal any time prior to the Proposal due date.

b. Submitting a withdrawal request

1) All Proposal withdrawal requests must be in writing, signed by an authorized representative of the Proposer, and submitted in PDF format to the URL that the State assigned to the Proposer when the Proposer indicated an intent to submit a

2) The Proposer must ALSO notify the contact listed below by telephone, e-mail or fax within 24 hours of submitting a written Proposal withdrawal request to the assigned URL as indicated below.

Heading:

Withdrawal RFP 15M900001 Department of California Highway Patrol Business Services Section, Contract Services Unit Loretta Maddux

Email : Loretta.maddux@chp.ca.gov

OR

Telephone : (916) 843-3641

OR

Fax: (916) 322-3166

3) If the Proposer wishes to receive the return/release of a withdrawn Proposal, the

Proposer must submit an original signed withdrawal request to the CHP Contract Analyst at the address listed in part M, Submission of Proposals. The State may grant an exception to this requirement if the Proposer informs the State that the Proposer will submit a new or replacement Proposal package immediately following the withdrawal.

c. Resubmitting a Proposal

After withdrawing a Proposal, Proposers may submit a new Proposal according to the submission instructions. A Replacement Proposal must be received at the stated place of delivery by the due date and time stated in Section C of this RFP, entitled “Time Schedule (Key Action Dates).”

5. Evaluation and selection

This section describes, in general, the process that the State will use to evaluate timely Proposals in accordance with Section N, “Evaluation Process.”

a. Proposal review

1) The Proposals are reviewed and evaluated. One or more evaluators will convene to review each timely received Proposal to confirm its responsiveness to the RFP requirements. This is a pass/fail evaluation.

2) If deemed necessary by the State, additional Proposal documentation may be collected to confirm the claims made in the Proposal, and to ensure that each Proposal is responsive to all RFP requirements.

3) If the materials submitted by a Proposer do not prove, support or substantiate the claims made on the Required Attachment/Certification Checklist, the Proposal will be deemed non-responsive and rejected from further consideration.

4) If applicable, the State will adjust a Proposal’s total score for any claimed preference or incentive following confirmation of eligibility with Department of General Services (DGS).

b. Notice of Intent to Award

The State shall post a Notice of Intent to Award in a public place at the California Highway Patrol for five (5) working days prior to awarding the Agreement, and shall concurrently notify all firms submitting a Proposal by e-mail.

6. Agreement Award and Protests

a. Agreement Award

Award of the Agreement, if awarded, will be to the responsive and responsible Proposer that offers the highest scoring Proposal. Final Proposal points will be determined after the State adjusts Proposal costs for applicable point preferences and/or incentives.

b. Settlement of Tie Bids

1) In the event of a precise tie between the highest scoring responsive Proposal submitted by a non-small business that was granted small business subcontractor preference points and the highest scoring responsive Proposal submitted by a certified small business or micro business, the Agreement will be awarded to the certified small business or micro business.

2) In the event of a precise tie between the highest scoring responsive Proposal submitted by a non-small business that was granted the DVBE subcontractor incentive and the lowest responsive Proposal submitted by a certified small business or micro business, the Agreement will be awarded to the certified small business or micro business.

3) In the absence of a California law or regulation governing a specific tie, the State will settle all other tie Proposals in a manner the State determines to be fair and equitable (e.g., coin toss, lot drawing, etc.). In no event will the State settle a tie by dividing the work among the tied Proposals.

c. Protests

Information regarding the protest of an award may be found by going to http://www.dgs.ca.gov/oah/GeneralJurisdiction/BidProtestRegs.aspx. A protest to this Proposal must adhere to Public Contract Code (PCC) Section 10345 and be submitted within five (5) days of Intent to Award.

Submitting a protest

A protest may be mailed or faxed to the appropriate agencies. Label, address, and submit an initial protest notice and/or a detailed protest statement using one of the following methods.

Hand Delivery, Mail or Overnight Express:

Fax:

Protest to RFP 15M900001 Department of California Highway Patrol Business Services Section Contract Services Unit Attn: Loretta Maddux 601 N. 7th Street Sacramento, CA 95811

Protest to RFP 15M900001 Department of California Highway Patrol Business Services Section Contract Services Unit Attn: Loretta Maddux Fax: (916) 322-3166

Protest to RFP 15M900001 Department of General Services Office of Legal Services Attention: Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605

Protest to RFP 15M900001 Department of General Services Office of Legal Services

Fax: (916) 376-5088

Call the telephone numbers below to confirm receipt of a fax transmission:

Department of General Services (916) 376-5080 Department of California Highway Patrol (916) 843-3610

7. Disposition of Proposals

a. All materials submitted in response to this RFP will become the property of the State and, as such, are subject to the Public Records Act (Government Code Section 6250, et seq. and Civil Code Section 1798, et seq.). The State will disregard any language purporting to render all or portions of any Proposal confidential.

b. All documents submitted in response to this RFP and all documents used in the selection process (e.g., review checklists, letters of intent, etc.) will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and shall be available for public inspection.

c. Proposal packages may be returned only at the Proposer's expense. One (1) copy of proposal must be retained by the State.

8. Inspecting or obtaining copies of Proposals

a. Who can inspect or copy Proposal materials

Any person or member of the public can inspect or obtain copies of Proposal materials.

b. What can be inspected/copied and when

After notice of intent to award, all Proposals, Proposers list, conference sign-in/attendance sheet (if applicable), checklists and/or evaluation sheets become public records. These records shall be available for review, inspection and copying during the State’s normal business hours.

c. Inspecting or obtaining copies of Proposal mater ials

Persons wishing to view or inspect any Proposal related materials must identify the items they wish to inspect and must make an inspection appointment by contacting the State’s contract analyst Loretta Maddux at Business Services Section, Contract Services Unit at (916) 843-3610.

Persons wishing to obtain copies of Proposal materials may mail a written request to the State office identified below. The requestor must identify the items they wish to have copied. Materials will not be released from State premises for the purposes of making copies.

Unless waived by the CHP a check covering copying and/or mailing costs must accompany the request. Copying costs, when applicable, are charged at a rate of thirty cents ($0.30) per page for regular copies and fifty cents ($0.50) per page for copies of microfilm or computer records. For computer records, each perforated section shall be considered one (1) page. CHP will fulfill all copy requests as promptly as possible. Submit copy requests as follows:

Request for Copies - RFP 15M900001 Department of California Highway Patrol Attn: Public Records Coordinator 601 N. 7th Street Sacramento, CA 95811 Or by fax: (916) 843-3266 More information about Public Records Requests is available on the following website: www.CHP.ca.gov.

9. Verification of Proposer information

By submitting a Proposal, Proposers agree to authorize the State to:

a. Verify any and all claims made by the Proposer including, but not limited to verification of prior experience and the possession of other qualification

b. Check any reference identified by a Proposer or other resources known by the State to confirm the Proposer’s business integrity and history of providing effective, efficient and timely services.

10. State rights

In addition to the rights discussed elsewhere in this RFP, the State reserves the following rights. Notice will be through the assigned website and e-mail and the State’s bidding website, https://caleprocure.ca.gov/pages/index.aspx

a. RFP corrections

1) The State reserves the right to do any of the following up to the Proposal submission deadline:

a) Modify any date or deadline appearing in this RFP or the RFP Time Schedule.

b) Issue clarification notices, revisions, alternate RFP instructions, forms, etc.

c) Waive any RFP requirement or instruction for all Proposers if the State deems said requirement or instruction unnecessary, erroneous or unreasonable.

d) Allow Proposers to submit questions about any RFP change, correction or revision. If the State allows such questions, specific instructions will appear in the cover letter accompanying the document.

2) If applicable, the State will mail, email, or fax written clarification notices or revisions to all persons/firms receiving this RFP.

Notice exceptions may occur when the State decides, just before or on the Proposal due date, to extend the submission deadline. If this occurs, the State may notify potential Proposers of the extension by fax, email, or by telephone.

The State will follow-up any verbal notice in writing by fax, email or mail.

b. Collecting Information from Proposers

1) If a clarification is deemed necessary by the State, the State may request a

Proposer to submit clarification following the Proposal opening and/or evaluation.

The State will advise the Proposers orally, via email, or in writing of the clarification that is required and the time line for submitting the documentation.

The State will follow-up clarification instructions in writing by fax, email, or mail.

Failure to submit the required clarification by the date and time indicated may cause the State to deem a Proposal non-responsive.

2) At its sole discretion, the State reserves the right to collect, by mail, email, fax or other method, the following omitted and/or additional information.

a) Any Proposal form submitted without a signature.

b) Data or documentation omitted from any submitted RFP attachment/form.

c) Information/material needed to clarify or confirm certifications or claims made by a Proposer.

d) Information/material or form(s) needed to correct or remedy an immaterial defect in a Proposal.

c. Immaterial Proposal defects

1) The State may waive any immaterial defect in any Proposal and allow the

Proposer to remedy those defects. The State reserves the right to use its best judgment to determine what constitutes an immaterial deviation or defect.

2) The State’s waiver of an immaterial defect in a Proposal shall in no way modify this RFP or excuse a Proposer from full compliance with all Proposal

d. Correction of clerical or mathematical errors

1) At its sole discretion, the State reserves the right to overlook, correct or require a

Proposer to remedy any obvious clerical or mathematical errors on a Proposal form.

2) If the correction of an error results in an increase or decrease in the total price, the State shall give the Proposer the option to accept the corrected price or withdraw its Proposal.

3) If a mathematical error occurs in a total or extended price and a unit price is present, the State will use the unit price to settle the discrepancy.

e. Right to remedy errors

The State reserves the right to remedy errors caused by:

1) State office equipment malfunctions or negligence by agency staff.

2) Natural disasters (i.e., floods, fires, earthquakes, etc.).

f. No agreement award or RFP cancellation

The issuance of this RFP does not constitute a commitment by the State to award an Agreement. The State reserves the right to reject all Proposals and to cancel this RFP if it is in the best interest of the State to do so.

g. Agreement amendments after award

As provided in the Public Contract Code governing contracts (Agreements) awarded by a competitive process, the State reserves the right to amend the Agreement after the State makes an Agreement award.

P. Preference and Incentive Programs

To confirm the identity of the highest scoring responsive Proposer, the State will adjust the total Proposal point score for applicable claimed preference(s) and/or incentive(s) for evaluation purposes.