Part 2 Scope Avionics Ver IV.pdf

PART 2: Table of Contents

Technical and Commercial

Request for Proposals Solicitation No.

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office 100 N 15th Ave., Phoenix, Arizona 85007

PART 2 of the SOLICITATION:

TABLE OF CONTENTS:

SECTION 2-A: SCOPE OF WORK (TECHNICAL DOCUMENT) 2

1.0 Background 2

2.0 Overview 3

Purpose Contract Awards Brand Name Type Specification Funding Considerations

3.0 General Specifications 3

4.0 Detailed Specifications 5

5.0 General Requirements 6

6.0 Order Process: Purchase Order/Task Order 7

7.0 Performance Requirements 10

8.0 Exhibits to the Scope of Work 12

SECTION 2-B: COMPENSATION DOCUMENT 13

1.0 Compensation 13

Compensation Method

2.0 Pricing 15

3.0 Invoicing 16

4.0 Payments 17

5.0 Exhibits to the Compensation Document 18

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office

100 N 15th Ave, SECTION 2-A: Scope of Work Date: 4-20-22

Section 2-A:

Scope of Work

(Technical Document)

1.0 Background

The Arizona Department of Public Safety (ADPS) Aviation Bureau’s Air Rescue helicopter units and fixed wing unit provide an immediate, 24 hours per day, statewide response capability for critical occurrences and emergency situations. The ADPS Air Rescue helicopter unit mission includes; first responder emergency medical services, search operations, technical rescue operations, medical and disaster evacuation, fire suppression, as well as aerial and logistical support for law enforcement activities.

The Arizona Department of Public Safety (ADPS) Aviation Bureau’s fixed wing unit provides immediate, 24-hour per day, statewide response capability for critical occurrences and emergency situations The ADPS fixed wing unit mission includes; transport of state dignitaries, logistics transport of state agency personal and equipment, disaster assistance, as well as aerial and logistical support for law enforcement activities. Keys to the success of the ADPS fix wing program are: quick and decisive response; emphasis on providing definitive strategic support to user agencies, during emergencies and in times of natural disaster; the ability to transport executive staff, state dignitaries and law enforcement teams and/or their equipment, to where they are needed.

The services provided by the ADPS Air Rescue units, and the nature of law enforcement, search & rescue and emergency medical services, demand that the completed helicopter be capable of performing a wide variety of missions, at any time of the day and night, and in any of the state’s diverse environmental conditions, from high elevations in mountainous terrain and extreme cold, to the deserts and extreme heat.

Keys to the success of the ADPS Air Rescue program are quick and decisive response; emphasis on providing definitive strategic support to user agencies, especially during emergencies and in times of natural disaster; and the ability to transport law enforcement, search & rescue, or emergency medical teams, and/or their equipment, to where they are needed at critical times on a moment’s notice.

The specific Air Rescue flight and mission profiles are technical in nature and require specific aircraft performance capabilities.

The Phoenix Police Department Helicopter Air Support Unit conducts Airborne Law Enforcement missions on a fixed flight schedule, with the ability to respond to in-progress calls from the hangar. The Air Unit conducts rescue missions in conjunction with the Fire Departments around the entire valley. Rescue missions are flown in both single and twin-engine helicopters, with the twin engine as the preferred/primary rescue platform, which is equipped with a hoist for maximized safety.

The Phoenix Police Department Fixed Wing Air Support Unit assists investigative details by conducting on-demand, short notice, high altitude surveillance on known individuals believed to be committing criminal acts.

Fixed Wing aircraft are also tasked with conducting long range flights throughout the country to assist with investigation conducted by our investigative details.

Maricopa County Sheriff’s Office Aviation Division and/or additional government agencies in the State of Arizona.

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office 100 N 15th Ave.., Technic

2.0 Overview

Purpose

2.0 The intent of this solicitation is to provide sufficient guidance and information for interested parties to submit offerors for avionics parts, service and repairs for State, County and Local law enforcement aviation fleets.

2.1 Aircraft Avionics to include: all general aviation communication helicopter and fixed wing avionics, electric avionics, airframe related systems, subsystems, components, parts and accessories.

2.2 The Arizona State Procurement Office (“SPO”) will receive proposals (“offers”) for the furnishing of all labor, materials, equipment, transportation, services, permits, insurance, per diem, all applicable taxes, and all other items of expense required to provide, replace, repair, service or calibrate as needed any avionics equipment.

Contract Awards

2.3 It is the intent of this solicitation is to award to one or more suppliers to meet the requirements of AZDPS, Phoenix Police Dept and Maricopa County Aviation units and reserves the right to award this contract in part to multiple suppliers or partial and/or ancillary services to a single supplier. The award will depend on the quality of the bids, the suppliers’ qualifications, timeliness of support (AOG), expertise and capabilities and the ability to provide the customization required in the timeframe needed.

Brand Name Type Specification

2.4 This solicitation contains Brand Name type product specifications as specifically authorized under Arizona Administrative Code (A.A.C.) R2-7-403. Alternate product brand names shall not be accepted.

(Exhibit II)

Funding Considerations

2.1 Funds Availability is based on the current State fiscal year.

2.2 Availability of Funds for the Next State fiscal year.

2.2.1 Funds may not presently be available for performance under this Contract beyond the current state fiscal year. No legal liability on the part of the State for any payment may arise under this Contract beyond the current State fiscal year until funds are made available for performance of this Contract.

3.0 General Specifications

3.1 The Offeror’s repair location must be within 300 nautical miles from 2615 E Air Lane, Phoenix AZ

85034, 702 W Deer Valley Rd, Phoenix 85024. Local service hubs if available must be within 50 nautical miles from 2615 E Air Lane, Phoenix, AZ 85034.

3.2 The Offeror shall furnish all labor, labor burdens , equipment, tools, materials, accessories, parts, components, transportation, services, permits insurance, per diem, all applicable taxes, and all other items of expense required as part of the as needed when needed purchase of general avionics and related services as follows:

3.3 The Offeror repair station shall have FAA approval, capable or working on and returning to service the listed aircraft on Exhibit I. This aircraft is to be listed under the repair station’s list of capabilities or by

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office the Repair Station classification rating. The supplier shall provide documentation to show compliance with this requirement.

3.4 Offerors shall be capable of meeting or exceeding all specifications and are compelled to fulfill other requirements contained herein before any proposal will be considered. The successful offeror will have verifiable substantial experience before any proposal will be considered. The successful offeror will have verifiable substantial experience with law enforcement and emergency medical services (EMS) Avionics installation/repair or have previously performed law enforcement equipment installations.

3.5 The Offeror shall have a FAA certified repair station (under part 145) and or authorized Textron Aviation Service capable of returning aircraft/airframe to service. The supplier shall provide documentation to show compliance with this requirement by providing the repair station certification.

Per Exhibit I

3.6 Repairs, replacement components, accessories and Service bulletin/AD compliance shall be in accordance with applicable Federal Aviation Administration (FAA) Regulations and manufacture requirements

3.7 For evaluation purposes, Offeror should submit certifications, documentation and information that affirms compliance to this section with their offer.

3.8 It is desirable that the successful offeror be approved by the respective manufacturer(s) for installation/service of all specified avionics, equipment, accessories and optional items, and any other devices furnished to satisfy the requirements of this document.

3.9 In the event that any or all of the above certifications, documentation and/or information are not submitted with the offer, AZDPS Purchasing, at its sole discretion may request the information from the offeror. If requested, the offeror shall provide the information within 3 days of notification or as specified in the written request. Failure to provide the requested information within the stated time frame or failure to adequately address any issue cited herein may result in the offer being found non-responsive and not considered for award.

3.10 All components and assemblies shall be original equipment manufacturer (OEM), unless otherwise approved in writing by authorized ADPS, Phoenix Police Dept, Maricopa County Aviation personnel for alternative equivalent use.

3.11 Offeror is to provide a complete part listing, including serial numbers, if applicable of all parts that are replaced and installed. This listing is to be provided to requesting agency at the time of shipment.

3.12 Offeror shall provide fixed price and availability contract task order quotations for requested new certified airworthy general aircraft avionics. Pricing shall be based on o the discount percent’s (%) or better discount percent(s) that are contained in the contract, less applicable exchange (core) charges.

3.13 Offeror shall provide fixed-price and availability contract task order quotations for requested rebuilt and or refurbished certified airworthy general aircraft avionics. Pricing shall be based on the discount percent(s) (%) or better discount percent(s) that are contained in the contract, less any applicable exchange (core) Charges.

3.14 Offeror shall provide fixed-price hourly rate, installation pricing, when requested for all avionics purchased under the contract. Installation pricing shall be the hourly rate specified in the contract times the total hours quoted to perform installation(s) per OEM specifications, applicable FAA and State of Arizona Aviation Bureau specifications. All completed installations shall be certified as FAA airworthy and shall have all necessary certification documentation (FAA-337’s, STC documentation, wire diagrams, etc.) completed as deemed necessary for that particular installation

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office

3.15 Offeror shall provide fixed price hourly rate, troubleshooting and repair service pricing, when requested by State of Arizona Authorized Personnel. Troubleshooting and repair service pricing shall be the hourly rate specified in the contract times the total hours quoted to perform the troubleshooting and repair services per OEM specifications. All completed troubleshooting and repair services shall be released for service under the awarded vendors FAA station rating

3.16 All components and overhauled parts, provided by the offeror must meet the requirements of FAR AMT 43.2.

3.17 Awarded Supplier shall notify requesting agency, in writing, of any additional to repair and/or overhaul of components following examination and shall receive written approval PRIOR to commencing ANY work.

3.18 The installation of all equipment systems, sub-systems, components and accessories shall be in accordance with applicable Federal Aviation Administration (FAA) Regulations.

3.19 All installed equipment systems, sub-systems and components must interface with current capabilities and hardware utilized by the Arizona Department of Public Safety Aviation bureau.

3.20 Each installed equipment system, subsystem, or component must be compatible in operation with every other system, sub-system or component similarly installed and must not interfere with the safe operation of the aircraft.

3.21 All necessary connectors and attachment fittings must be clearly identified and constructed so as to deny improper connection and/or attachment. Thumb type connector attachment screws shall be used wherever possible.

3.22 All installation designs shall ensure that the electrical system will have sufficient capacity to accommodate the simultaneous operations of all electrical devices described in this document, without interfering with any device necessary to the safe operations of the aircraft and successful completion of assigned missions.

3.23 All electrical devices shall be protected by circuit breakers, buses, panels, switches, fuses, regulators and/or other devices to reduce the potential for undesirable electrical emergencies in flight. Circuit breakers or fuses shall be easily accessible to the flight crew in the cockpit.

3.24 If fuses are part of any installation, a sufficient number of spares of each size (minimum of three (3) per size) shall be provided in a “rattle- free” container.

3.25 While at the Supplier’s facility, all ADPS, Phoenix Police Dept, Maricopa County aircraft shall be securely hangered and accessible to ADPS and its representatives at all times. At no time will the agencies aircraft be stored outside.

4.0 Detailed Specifications

4.1 Customized wiring diagrams for each serial numbered aircraft shall be provided by the supplier to

AZDPS, Phoenix Police Dept, Maricopa County upon delivery of each aircraft.

4.2 All necessary connectors and attachment fittings must be clearly identified and constructed by the supplier so as to deny improper connection or attachment.

4.3 Installations shall be free of electrical noise (including noise generated by the searchlight etc., Radar Altimeter, Air conditioner, Generator, and or any other source from within or from without the aircraft etc.).

4.4 No avionics cabling related to installations are to be installed within the cabin area.

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office

4.5 All electro luminescent panels shall be engraved and marked as required to ensure even lighting and legibility at all switch/circuit breaker locations.

4.6 All markings on other panels and locations shall be marked by silkscreen method. No “rub on” lettering or vinyl type labels made from a label maker will be accepted.

4.7 All wire bundles shall have service loops which are of a sufficient length to allow electronic components to be easily removed from the panel and/or console and easy removal and reinstallation of connectors.

Should during inspection by the requesting agency personnel, it is determined that the service loop is of insufficient length, the proper length wire harness will be replaced in its entirety. Spliced wiring harness extensions will not be accepted.

4.8 Have all installations performed utilizing wire bundles having service loops sufficient in length to allow for easy removal and re-installation of connectors. All necessary connectors and attachments fittings must be clearly identified and constructed so as to deny improper connection or attachment.

4.9 All wiring installed shall be ultraviolet (UV) laser marked along its entire length at a minimum of every six (6) inches to identify its function. After installation every individual installed wire shall be checked for excessive electrical resistance (ohms) and integrity.

4.10 Have all installations performed utilizing wire bundles having service loops sufficient in length to allow for easy removal and re-installation of connectors. All necessary connectors and attachments fittings must be clearly identified and constructed so as to deny improper connection or attachment.

4.11 Offeror to provide routine maintenance, replacement parts and upgrades to the DownLink System.

Current systems are Vislink and Troll Systems Corp.

4.12 Provide Computer Aided Design (“CAD”) wiring diagrams for all installation services to the requesting agency in electronic (Cloud, portable flash drive) and printed formats

4.13 While at the Contractor’s Facility, all requesting agency aircraft shall be securely hangered and accessible to Authorized AZDPS, Phoenix Police Dept, Maricopa County Personnel and its representatives at all times.

5.0 General Requirements

5.1 Contractor’s Personnel

5.1.1 Offeror shall provide 24-month certification of aircraft transponders and encoders shall be performed at the Arizona Department of Public Safety Aircraft Hangar.

5.1.2 The Offeror and/or its assigned subcontractors shall have a minimum of 2 years’ experience working with Garmin, Collins, Honeywell, Eagle Copter base products

5.1.3 The Offeror and/or its assigned subcontractors shall provide calibrated test equipment and certified personnel experienced in operation of the test equipment within the scope of this contract, including, but not limited to, auto-pilot test equipment for G1000, Proline 21, etc.

5.1.4 The Offeror shall provide and maintain a first-level point-of-contact, with back-up identified in case of vacation or absence. This personnel shall be trained to perform the services within the specified service level agreement response times stated in this contract.

5.1.5 The Offeror and its chosen subcontractors shall have the ability to set-up a Reduced Vertical Separation Minimum (RVSM) program per aircraft and acquire the necessary approvals to operate the aircraft in RVSM.

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office

5.1.6 Regardless of position, role, or duties, supplier shall only assign personnel who are appropriately alert, fit, qualified, trained and equipped for their assignments. Unless a particular Order specifies certain numbers of personnel, Offeror shall:

a) Offeror to provide adequate numbers of appropriately qualified and authorized personnel as necessary to carry out the Services successfully;

b) Offeror to assign, at minimum, the key personnel identified in the Accepted Offer to the positions, roles, and/or duties indicated therein.

5.2 Travel

5.2.1 All lodging and meals incurred shall be reimbursed at current state of Arizona rates and per diem. Supplier shall provide receipts for ADPS, Phoenix Police Dept, Maricopa County review and approval. Should lodging and meals exceed current state of Arizona rates and per diem, the contractor shall only be reimbursed state rates.

6.0 Order Process: Purchase Order/Task Order

6.1 Ordering Process

6.1.1 Requesting agencies may purchase services through contract direct release purchase orders issued by requesting agencies to the Contractor. No deliveries or work shall be performed without a duly authorized/issued purchase order(s).

6.1.2 Any attempt to represent any material and/or service not specifically awarded under the contract is a violation of the contract and the Arizona Procurement Code. Any such action shall be subject to all legal and contractual remedies available to the state inclusive of, but not limited to, contract termination, cancellation, suspension and/or debarment of the Contractor

6.1.3 AZDPS, Phoenix Police Dept, Maricopa County may also submit Task Order Requests issued on an as needed when needed basis. Individual Task Order Requests shall, at a minimum specify any of the following that may apply to an individual purchase:

(a) Description, type (new, rebuilt and/or refurbished) and quantity of avionics to be purchased;

(b) Description of the types of services (i.e. scope of work) to be performed;

(c) Aircraft type (Aircraft make/model, year and identification number) associated with the purchase or service;

(d) Delivery and Completion date for the purchase or service; and

(e) Any other requirements specific to the Task Order Request.

6.2 Task Order Responses:

6.2.1 High Priority Task Orders

6.2.2 The following task orders are considered high priority by AZDPS, City of Phoenix, Maricopa County. Requesting agencies will notify the Offeror when the below services are required. The Offeror will then be responsible to notify and schedule the local hub provider for performance

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office of the required certification at the Arizona Department of Public Safety Hangar and/or 702 W Deer Valley Rd, Phoenix 85024

(a) 24-month certification of aircraft transponders and encoders/encoding altimeters to be performed at the Arizona Department of Public Safety Hangar and/or 702 W Deer Valley Rd, Phoenix 85024

(b) Transponder integration check to be performed at the Arizona Department of Public Safety Hangar and/or 702 W Deer Valley Rd, Phoenix 85024

(c) 24-month Reduced Vertical Separation Minimum (RVSM) certification to be performed at the Arizona Department of Public Safety Aircraft Hangar and /or 702 W Deer Valley Rd, Phoenix 85024

(d) 12-month 406 Series ELT Certification to be performed at the Arizona Department of Public Safety Aircraft Hangar and/or 702 W Deer Valley Rd, Phoenix 85024

6.2.3 Service Level Agreement - the line items detailed below will require a service level agreement of response and scheduled service within twenty-four (24) hours of notification during normal business hours Monday thru Friday, 08:00a-17:00PM, if provided by a local service hub provider and/or within forty eight (48) hours when provided by the Offeror.

6.3 Upon receipt of individual Task Order Request, the supplier(s) shall submit a task order response on or before the date specified on the Task Order Request. Pricing contained in a Task Order Response shall be inclusive for completion of the Task Order Request. Task Order Responses shall also, at a minimum:

6.3.1 Specify net pricing (inclusive of all applicable discounts) for all avionics purchased as part of the Task Order Request;

6.3.2 Specify the contract hourly rate multiplied by the total number of hours required to complete the task order request; and

6.3.3 Provide a detailed plan and schedule to complete the Task Order Request;

6.4 All costs associated with responding to the Task Order Request shall be borne by the supplier(s).

6.5 Task Order Response, Review and Acceptance

6.5.1 Upon receipt and review of individual Task Order Responses, the requesting agency may select the Individual Task Order offer determined to be fair, reasonable and in the best interest of The State of Arizona for the specified task (selections may include, but may not be limited to, lowest all-inclusive price offered, proposed schedules for completion of the specified task, offered resources and project start dates). Task Order Responses accepted shall be signed by both parties.

6.6 Task Order Response Revisions:

6.6.1 AZDPS, Phoenix Police Dept, Maricopa County Sheriff may allow for revisions to Individual Task Order Responses in the event of unforeseen circumstances. Should the requesting agency determine that revisions to an original Task Order Response is necessary, the contractor shall, at a minimum provide all of the following that may apply to the purchase:

(a) Written documentation detailing the additional tasks, schedules and basis (specific reasons) for the revision;

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office

(b) All pricing(hourly rate times the fixed number of hours) required to perform the revision;

(c) Net pricing (inclusive of all applicable discounts) for all additional avionics required for the revision; and

6.6.2 Task Order Revisions shall be mutually agreed upon and signed by both parties.

6.7 Example of Task Order Request

1.0 WORK REQUIREMENTS (Summary Statement of the Work Requirements)

1.1 Requirements:

1.2 Specific Task{s):

1.2.1 Specific Sub-Task

1.2.1.1. Deliverable

(Number each Task and corresponding Sub-Task and Deliverable for EXAMPLE: Task 1-_ Subta sk 1. Deliverable 1.)

1.3 Place of Performance

1.4 Hours of Work

1.5 Work Space/Location (include which party(ies) is/are responsible for providing)

1.6 Travel - If Travel costs are being reimbursed -

1.7 Task Order Summary- Each entity may have a required format, if not, the following format should be used.

Task# Deliverable Title Calendar Days After TA sent

2.0 Pricing Schedule

2.1 Detailed Pricing and Total Cost of Task Order

2.2 Pricing Schedule shall be completed and included in each Task Order document.

3.0 Labor Category

3.1 Identification and contact information of Project Managers for each party to the Task Assignment.

3.2 Key Personnel Area of Expertise shall be completed and included in each Task

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office

Order Request.

6.8 Delivery, Performance Evaluation and Acceptance:

6.8.1 Inspection and Acceptance: Contractor shall notify the requesting agency when work specified in the document is complete.

6.8.2 Delivery is not complete until all necessary and appropriate FAA approvals and certifications have been obtained for all installed systems, sub-systems, components, equipment, and accessories furnished to satisfy the requirements of this document.

6.9 Shipping F.O.B. Destination:

6.9.1 Prices shall be F.O.B. Destination and delivered to DPS Aviation Bureau, 2615 East Air Lane, Phoenix, Arizona 85034 and/or 702 West Deer Valley Rd, Phoenix 85024 as specified at the time of the order. Contractor shall retain title and control of all goods until they are delivered, received and contract of coverage has been completed. All risk of transportation and all related charges shall be the responsibility of the contractor. All claims for visible and concealed damage shall be filed by the contractor. The State will notify the contractor promptly of any damaged goods and shall assist the contractor in arranging for inspection.

7.0 Performance Requirements

7.1 Certificates

7.1.1 Any certification and other documentation required by these specifications shall be assembled by the vendor and shall be included with the completed engine at the time of delivery

7.1.2 Other documentation shall minimally include:

(a) Any and all FAA Supplemental Type Certificates, FAA Form 337, FAA Form 8130

(b) Any and all Service Bulletins and Airworthiness Directives

(c) Required log book entry to be provided at time of delivery

(d) As –built” drawings/schematics/plans/diagrams of all installed systems, sub-systems, components, equipment and accessories, including a depiction of electrical loads.

(e) Updated equipment list.

(f) Operator’s manuals for all installed systems, sub-systems, components, equipment and accessories.

7.2 Acquisition Process

7.2.1 In the event the completed work is found to be not in compliance with current FAA standards, the performance standards set forth in the aircraft POH (Pilot Operating Handbook) the work will be repeated, at offeror’s expense, until compliance is achieved.

7.2.2

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office

7.3 Completion Review/Process:

7.3.1 The supplier shall document in the appropriate maintenance logbook all modifications to the aircraft and installation of the equipment in the aircraft. These logbook entries shall be complete at the time of the aircraft delivery and presented to the requesting agency for inspection.

7.4 Guarantees and Warranties:

7.4.1 The Contractor warrants that all services performed hereunder shall conform to the requirements of this contract and shall be performed by qualified personnel in accordance with the highest professional standards.

7.4.2 The Contractor warrants that all items furnished hereunder shall conform to the requirements of this contract and shall be free from defects in design materials and workmanship.

7.4.3 The warranty period on workmanship and materials shall be based on a minimum of twelve

(12) months from the in-service date as recorded by either ADPS, Phoenix Police Dept, Maricopa County Sheriff.

7.4.4 Non-Conforming Items – All aircraft avionics, after-market parts and accessories and supplies shall meet the specifications of the original manufacturer for which the item(s) was number-designated. Item found to be out of conformance or defective will be returned to the vendor within ninety (90) days after receipt. Defective or non-conforming items returned, exceeding 5% in any consecutive sixty (60) day period, will constitute cause to terminate the contract.

7.4.5 Guarantees and/or warranties must be provided for all installed systems, sub-systems, components, equipment and accessories as well as any other devices furnished to satisfy the requirements of this document.

(a) Note: Guarantees and/or warranties normally provided on the aircraft, all its component parts, subsystems, accessories and optional items, all mission equipment and other devices installed to satisfy these specifications shall not be affected by the installation of these specifications.

(b) All latent defects (those discovered after inspection, buyoff and delivery) and/or newly found defects, malfunctions, or breakages resulting from contractor’s installations shall be remedied by the contractor at no extra cost to AZDPS, Phoenix Police Dept, Maricopa County Sheriff.

7.4.6 Guarantees and warranties shall be assembled by the suppliers and made a part of the offer.

7.4.7 Guarantee and warranty work shall be accomplished at the authorized service center closest to the City of Phoenix, Arizona.

7.4.8 Any transportation charges associated with guarantees or warranties shall be paid by the Offeror or supplier. Vendor shall procure all designated Equipment scheduled for installation on ADPS aircraft on behalf of the “Arizona Department of Public Safety, Aviation Bureau” and/or Phoenix Police Dept, Maricopa County Sheriff for the sole purpose of transferring any and all Equipment warranties either AZDPS or Phoenix Police Dept or Maricopa County Sheriff. Prior to purchase, Supplier shall ensure and verify the transferability of each Equipment warranty to either ADPS, Phoenix Police Dept, Maricopa County Sheriff. Supplier shall secure all Equipment warranty documentation on behalf of ADPS or Phoenix Police Dept or Maricopa County Sheriff.

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office

7.4.9 As originating purchaser, Vendor is solely responsible for registering each and every purchased Equipment on behalf of the “Arizona Department of Public Safety, Aviation Bureau” and /or Phoenix Police Dept, Maricopa County Sheriff on with the OEM. Up to and including the date of acceptance by ADPS, Vendor is solely responsible for exercising its rights under such warranty as purchaser, including but not limited to any return merchandise authorizations, and to secure OEM corrections to any and all delivery defects of newly delivered and/or installed Equipment prior to either ADPS, Phoenix Police Dept, Maricopa County Sheriff acceptance.

7.4.10 Upon either AZDPS, Phoenix Police Dept, Maricopa County Sheriff acceptance, Supplier shall materially transfer all warranty documentation to either AZDPS, Phoenix Police Dept, Maricopa County Sheriff and secure documentation from the OEM verifying said transfer.

8.0 Exhibits to the Scope of Work

Exhibit I Listing of Agencies Aircraft .................................................................. dd-Mmm-yyyy Exhibit II Listing of Brand Name Manufacturer’s ................................................. dd-Mmm-yyyy Exhibit……… ............................................................................................................. dd-Mmm-yyyy Exhibit……….. ........................................................................................................... dd-Mmm-yyyy Exhibit ………. ........................................................................................................... dd-Mmm-yyyy Exhibit ………. ........................................................................................................... dd-Mmm-yyyy Exhibit ………… ........................................................................................................ dd-Mmm-yyyy Exhibit ………….. ...................................................................................................... dd-Mmm-yyyy Exhibit ………… ........................................................................................................ dd-Mmm-yyyy Exhibit……………. .................................................................................................... dd-Mmm-yyyy Exhibit …………. ...................................................................................................... dd-Mmm-yyyy Exhibit ……….. .......................................................................................................... dd-Mmm-yyyy Exhibit ................................................................................................................ dd-Mmm-yyyy Exhibit .................................................................................................................. dd-Mmm-yyyy Exhibit .................................................................................................................. dd-Mmm-yyyy

End of Section 2-A

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office

100 N 15th Ave, SECTION 2-B: Commercial Document

Section 2-B:

Compensation Document

1.0 Compensation

Compensation Method.

1.1 Contractor will be compensated for the satisfactorily carrying out its obligations under the Contract by the method indicated by the “” mark below:

Firm-Fixed-Price (refer to paragraph 1.2 below)

Unit Prices

Contracted Labor Rates

Cost Reimbursable

Discount Off List or Catalog

1.2 FIXED-PRICE. The firm-fixed price (interchangeably referred to as lump sum or stipulated sum) is the amount or amounts shown or scheduled as such in the Pricing Document (Exhibit 1 to this Commercial Document), each of which (a) will be Contractor’s complete and total compensation for carrying out the relevant portion of the Work that it covers and (b) will not be subject to any adjustment on the basis of Contractor’s cost experience in performing under the Contract. Any cost overruns are the responsibility of the Contractor.

1.2.1 Except as expressly stated otherwise in the Solicitation, Contractor is, on the basis in subparagraph 1.2.2, deemed to have allowed in each firm-fixed price correct and sufficient amounts to cover all its obligations under or arising from the Contract, at law, or otherwise, and to have allowed the necessary resources to enable it to carry out the relevant portion of the Work that it covers within any time for performance specified in the Scope of Work.

1.2.2 Contractor acknowledges that it has had the opportunity to visit those physical locations where the priced work is to be carried out and to understand and account for local conditions that might affect the Work, and has reviewed, verified, and interpreted for itself the necessary documents and information relevant to access, communications, climactic conditions, likelihood or risk of damage to adjacent property and occupants, possibility of interference by Persons other than State, and any necessary interfaces with others.

1.3 “reserved”

1.4 CONTRACTED LABOR RATES. The contracted labor rates are the fully-burdened and marked-up billing rates for Contractor’s labor scheduled in the Pricing Document (Exhibit 1 to this Commercial Document), which rates are be deemed to be inclusive of the actual gross wages plus: (1) all applicable payroll taxes, non-payroll employer burden, workers’ compensation contributions and health and welfare benefit contributions; (2) retirement or other pension contributions, vacation, sick time or other

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office

Technical and Commercial paid leave allowances and the like; (3) all required home office support, corporate or subordinate licenses or registrations, corporate insurance, professional association fees, advertising, time and travel by any of Contractor’s personnel other than billable personnel and any bonuses or other incentives for all personnel (including billable Personnel); (4) all insurance coverages to be provided by Contractor under the Contract; and (5) profit.

1.5 “reserved”

1.6 DISCOUNT OFF LIST OR CATALOG. A discount off list or catalog means a percentage discount to be applied to a base price for from one or more contractually-established price lists against published catalogs. The applicable discounts are scheduled in the Pricing Document (Exhibit 1 to this Commercial Document).

1.6.1 Unless specified otherwise in the Pricing Document, base price is the price that is most widely offered to general customers at the time of the Order.

1.6.2 The catalogs used to establish base price are specified otherwise in the Pricing Document. If nothing is so specified, then the commercially available catalogs published by Contractor or Subcontractor to a dealer or reseller network for the covered materials or services are to be used.

1.6.3 Each catalog must:

(a) bear the applicable State contract number;

(b) list all materials or services Contractor is authorized to sell under the Contract;

(c) not contain any items that are excluded from the Contract;

(d) provide ordering information and contact information for customer support.

1.6.4 Each catalog and its accompanying price list must include for each item:

(a) a part or model number, if applicable;

(b) a complete and accurate description of the item;

(c) the manufacturer’s suggested retail price (MSRP) or Contractor’s list price;

(d) a stock keeping unit (SKU) number (SKU) , if applicable;

(e) the item’s unit of measure (UOM), if applicable; and

(f) the quantity in the unit of measure (QUOM), if applicable.

1.6.5 Contractor shall provide and maintain concurrent and identical electronic and hardcopy versions of all contracted price lists and catalogs.

(a) The electronic versions are to be provided as URL..

i. State, at its discretion, may host Contractor's electronic price lists and catalogs directly, or may link through APP as a punch-out.

ii. Regardless of the number and types of links to Contractor's electronic price lists and catalogs, Contractor shall ensure that all Eligible Agencies and Co-Op Buyers are only able to access one unified set of data.

(b) Contractor shall supply sufficient, current hardcopy catalogs and price lists price lists to applicable Eligible Agencies at Contract commencement, and provide prompt hardcopy notice of any changes to list/catalog holders as they occur. Contractor shall

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office

Technical and Commercial not change State or any Eligible Agency (or any Co-Op Buyer, if applicable) for lists/catalogs or updates.

2.0 Pricing

2.1 CONTRACTOR’S BEST PRICING. Supplier warrants that, for the term of the Contract, the prices and discounts set out in the Pricing Document, including any subsequent agreed amendment to it (the “Contract Pricing”), will be equal to or better than the lowest prices and largest discounts, both separately and in combination, at which it sells equivalent items of equipment and materials. That price-plus-discount equivalence (“Contractor’s Best Pricing”) is intended to be irrespective of whether or not those other sales have special purchase terms, conditions, rebates or allowances. If Contractor’s Best Pricing for equivalent items of equipment and materials is better than the Contract Pricing, then Contractor agrees to adjust the Contract Pricing to match the Contractor’s Best Pricing for all sales related to the Contractor made after the date when the Contractor’s Best Pricing was first better than the Contract Pricing. For clarification of intent, that date is intended to be the date when the difference first occurred, which might have been before the difference was first identified. If it was before, then Supplier agrees to charge at less than the Contract Pricing until the extended difference that would have been realized (i.e., if the Contractor’s Best Pricing had been applied when it should have been) has been settled.

2.2 Price Increase. The State may review a fully documented request for a price increase. The requested increase shall be in writing and be based upon a cost increase to the contractor that was clearly unpredictable at the time of the offer and is directly correlated to the price of the product concerned.

Contractor must provide conclusive evidence of a need for any price increases such as being substantiated by the Producer Price Index, Consumer Price Index, or similar pricing guide.

2.2.1 Initial Contract prices will be honored for one year after award of Contract.

2.2.2 All written requests for price adjustments made by the contractor shall be initiated thirty (30) days in advance of any desired price increase to allow the State sufficient time to make a fair and equitable determination to any such requests. This may be waived upon proper documentation demonstrating the urgency of the request.

2.2.3 All price adjustments will be implemented by a formal contract amendment. State shall determine whether the requested price increase or an alternate option is in the best interest of State.

2.3 Price Reductions. Price reductions shall be immediately passed along to State and may be submitted in writing to State for consideration at any time during the Contract period. The contractor shall offer State a price reduction on the Contract product(s) concurrent with a published price reduction made to other customers. The State at its own discretion may accept a price reduction. The price reduction request shall be in writing and include documentation showing the actual reduction of cost. Sales promotions requests shall include difference in pricing, begin, and end date of promotion along with the products covered.

2.4 Additional Charges. Any charges or fees not delineated in the Contract may not be added, billed, or invoiced under the Contract.

2.1 SHIPPING. Further to paragraph 4.2 of the Uniform Terms and Conditions, Shipping F.O.B.

Destination: Prices shall be F.O.B. Destination and delivered to DPS Aviation Bureau, 2615 East Air Lane, Phoenix, Arizona 85034 or to the address as specified at the time of the order. Contractor shall retain title and control of all goods until they are delivered, received and contract of coverage has been

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office

Technical and Commercial completed. All risk of transportation and all related charges shall be the responsibility of the contractor.

All claims for visible and concealed damage shall be filed by the contractor. The State will notify the contractor promptly of any damaged goods and shall assist the contractor in arranging for inspection.

2.2 TAXES. Further to paragraph 4.3 of the Uniform Terms and Conditions, Taxes: Contract prices shall not include applicable state and local taxes.

2.3 “reserved”

3.0 Invoicing

3.1 INVOICES GO TO BUYING ENTITY. Contractor shall submit all billing notices or invoices to the ordering Eligible Agency or Co-Op Buyer at the address indicated on the Order document.

3.2 MINIMUM INVOICE REQUIREMENTS. Every invoice must include the following information:

Item Required Bill-to name and address

Contractor name and contact information

Remit-to address

State contract number

Order number (typically APP PO #)

Invoice number and date

Date the items shipped or services performed

Applicable payment terms

Contract line item number

Contract line item description

Quantity delivered or performed

Line item unit of measure

Item price

Extended pricing

Discount off list or catalog

Taxes (as a separate invoice line item)

Upcharge shipping/freight, etc. (as a separate invoice line item) Materials only

Total invoice amount due

3.3 NO INVOICE WITHOUT AUTHORIZATION. Contractor shall not seek payment for: (a) any Materials or Services that have not been authorized on an acknowledged Order; (b) any expediting, overtime, premiums, or upcharges absent State’s express prior approval; or (c) any Materials or Services that are the subject of a Contract Amendment or Change Order that has not been signed.

3.4 PRE-INVOICE REVIEW. During the week before Contractor is scheduled to submit each invoice, the parties’ representatives shall meet informally to review any issues relevant to that upcoming invoice so that the formal invoice process is thereby facilitated and made more efficient.

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office

Technical and Commercial

3.5 SUBMITTING INVOICES. Contractor shall submit an invoice to the ordering Eligible Agency or Co-Op Buyer on [the first Friday of each State fiscal month, on the last business day of each calendar month, every second Friday, within 14 days after deliver, as specified on the Order, etc.], using the form provided or required by the ordering Eligible Agency or Co-Op Buyer. Every invoice must be signed by Contractor’s authorized representative and accompanied by all supporting information and documentation required by the Contract and laws.

3.6 DEFECTIVE INVOICES. Without prejudice to its other rights under the Contract or further obligation to Contractor, the ordering Eligible Agency or Co-Op Buyer may, at its discretion, reject any materially defective invoice.

3.6.1 The ordering Eligible Agency or Co-Op Buyer shall notify Contractor within 5 (five) business days after receipt if it determines an invoice to be materially defective.

3.6.2 Invoices will be deemed automatically rejected upon delivery if they:

(a) are sent to an incorrect address;

(b) do not reference the correct State contract number; or

(c) are payable to any Person other than the Contractor.

3.6.3 The ordering Eligible Agency or Co-Op Buyer will have no obligation to pay against a defective invoice until Contractor has re-submitted it free of defects.

3.7 INVOICING FOR TASK ORDERS. Invoices must include the following information as applicable to the task order being invoiced against:

a) substantiation of hours worked by a detailed daily timesheet, itemized to the task level and broken down by service area (if the Contract covers more than one area) and Contract Amendment (if any apply);

b) authorizations and receipts for all allowable reimbursable items being invoiced; and

c) Contractor’s certification that the invoice has been examined and to the best of Contractor’s knowledge and belief the invoiced amounts are entitled, correct, and accurate as can be demonstrated by the contractually-required books and records.

4.0 Payments

4.1 PAYMENT. State shall pay undisputed amounts due to Contractor within the time period specified in

Article 4 of the Uniform Terms and Conditions

4.2 JOINT CHECKS OR DIRECT PAY. State may, but is under no obligation to, pay by joint check or to pay directly to any Subcontractor or other creditor to whom any portion of Contractor’s requested payment is owed.

4.3 RECOVERY OF OVER-PAYMENT. If State determines that an over-payment has been made to Contractor on any prior invoice, it shall inform Contractor of the amount and date of the over-payment and may deduct the over-paid amount from amounts then or thereafter due to Contractor.

4.4 PAYMENTS TO SUBCONTRACTORS. Contractor shall make payment of all undisputed amounts due to Subcontractors within thirty (30) days of receipt of funds from State applicable to their services.

4.5 AUTOMATED CLEARING HOUSE. . State may pay invoices for some or all Orders through an Automated Clearing House (ACH). In order to receive payments in this manner, Contractor must complete an ACH Vendor Authorization Form (form GAO-618) within 30 (thirty) days after the effective date of the Contract, which form is available online at:

BPM004504

Description:

Avionics

Arizona Department of Administration

State Procurement Office

Technical and Commercial https://gao.az.gov/afis/vendor-information

5.0 Exhibits to the Compensation Document

Exhibit 1 none ......................................................................................................... dd-Mmm-yyyy Exhibit 2 [ ] ........................................................................................................... dd-Mmm-yyyy Exhibit 3 [ ] ........................................................................................................... dd-Mmm-yyyy Exhibit 4 [ ] ........................................................................................................... dd-Mmm-yyyy Exhibit 5 [ ] .................................................................................................... End of Section 2-B

End of Part 2 https://gao.az.gov/afis/vendor-information