QA_Set__1.pdf

Event ID #: 0000000119 Question and Answer (Q&A) Set #1 Dated 2/9/16

Question and Answer (Q&A) Set #1

Item Bidder Questions State’s Response

1-1 Regarding Mandatory installed equipment

Question: Given all requirements (equipment) in the “Bid Specification”, which items (equipment) are considered to be installed on the aircraft at all times, e.g. rescue hoist removable?

Answer: Line items 200 – 255 will be required for each helicopter. Sections 1 through 4 of specification 1520-3093r1 are required for all aircraft.

1-2 Regarding IFB #2: Current Contract

Question: Is there a more definitive procurement schedule beyond “…looking to replace their fleet of 12 Firefighter Helicopters over the next 5-10 years”? How many aircraft will DGC commit to buy and over what period of time?

Per IFB #3: Quantities Actual purchasing may vary from this pattern. The State will not guarantee that these quantities will be purchased.

Consequently, there is no guaranteed dollar value for this contract. The State will not be obligated to purchase contractor’s excess inventory if actual purchases vary from the anticipated purchasing pattern. The State reserves the right to order more or less of any line item in this solicitation.

Answer: No - the State of California does not have guaranteed quantity contracts, meaning there are no commitments.

1-3 Regarding IFB #4: Bidder Questions

Question: Given the short turn-around to submit bids, what is the planned response time by DGS for submitted questions/comments?

Answer: Questions will be answered and posted to FI$Cal within 5 working days of DGS/PD receiving the question.

1-4 Regarding IFB #4: Bidder Questions

Question: Will all questions (and answers) from all bidders be shared with all bidders?

Answer: If a question is proprietary, then the bidder and DGS can discuss whether the question will be answered confidentially, posted or withdrawn.

Other than this reason, all questions will be answered and posted.

1-5 Regarding IFB #10: Method of Award: Award is to be on the “…basis to lowest responsive and responsible bidder meeting all administrative and technical requirements,”

Question: Is there a specific scoring system applicable to this solicitation, and can it be provided to the bidders?

Per IFB #10: Method of Award This solicitation shall be awarded on an "All or None" basis to the lowest responsive and responsible bidder meeting all administrative and technical requirements, terms, and conditions of this solicitation.

Answer: There is no scoring. This IFB is strictly awarding to the lowest bidder who is administratively and technically compliant.

1-6 Regarding IFB #13: Specifications: Addendum #1 of the IFB issued 28 Jan 2016 refers to “Bid Specification Number 1520-3093, dated 12/24/2015”. The included Bid Specification with Addendum #1 is identified as 1520- 3093R1, dated 1/27/16.

Question: Please clarify.

Answer: The specification was revised (the R1 at the end of the specification #). The new specification was posted per Addendum #1 and the old specification was archived.

Addendum #1 is the current specification.

1-7 Regarding IFB #13: Specifications: All products must conform to the attached specifications entitled State of California Bid Specification Number 1520-3093, dated 12/24/2015, 7 Pages.

The original bid specification and the addendum specification (1520-3093R1) are dated the date they were posted: 1/26/16 and 1/27/16 respectively.

Question: Should we be working to an earlier version dated 12/24/15?

Answer: Per Addendum #1, the specification has been changed. Once a new specification has posted, the old specification is archived. All bidders should be working from the latest specification, 1520-3093R1 dated 1/27/16.

An addendum will be issued changing the date in the IFB to match the date on the specification.

1-8 Regarding IFB # 18 & 19: Prices and Pricing Worksheet:

Note: Please refer to the Worksheet Key tab for field definitions and additional completion instructions.

There is no "Key" tab on the provided Pricing Worksheet.

Answer: An addendum will be issued adding a key tab to the Pricing Worksheet.

1-9 Regarding IFB #19: Pricing Worksheets: The Training Requirements states ‘pilot’ and ‘technician’ training 2 each per aircraft, however, Article 28 states “…(3) CAL FIRE designated personnel at time of delivery for the Initial Training.”

Question: Please clarify.

Answer: There are two separate tables to look at – one is based on the very first helicopter produced. The other table is based on all subsequent helicopters.

The training requirement you are referring to is the Training at the Cal Fire Base – which is 2 each.

The Initial Training is for the first aircraft only.

1-10 Regarding IFB # 18: Prices: of the subject Invitation For Bid states “Bidders shall submit four (4) hard copies and one (1) electronic copy (on a CD-ROM in Microsoft Excel format) of the completed Attachment 1 – Pricing Worksheet with the bid response.”

Question: As an alternative, is it permissible to submit Attachment 1 on a USB flash memory drive, i.e. jump drive, pen drive, thumb drive?

Answer: Yes

1-11 Regarding IFB #28: Delivery/Inspection Requirements:

Travel Expenses, First Helicopter, Initial Training/Initial Inspection, item 4, “…(3) CAL FIRE designated personnel…for the Initial Training”.

Question:

Are these personnel to be considered pilots or technicians?

Answer: The personnel will be whomever Cal Fire deems necessary to attend.

1-12 Regarding IFB #28: Delivery/Inspection Requirements:

Travel Matrix Boxes - the last box in each says "Training at CAL FIRE Base 4 4 Manufacturer Representatives (2 flight

- 2 maintenance)

If training is provided in California, assumption is that there should not be any travel expenses.

Question: If travel expenses are required, please clarify the apparent conflict between the requirement for 2 Pilots and 2 Maintenance Personnel, and travel only authorized for 3 personnel.

Answer: There are different types of travel. The 2&2 (Training at Cal Fire Base) you are referring to is the actual training for the pilots and maintenance crews. It is correct that there should not be costs for travel in California.

The 3 personnel (Initial Training) are for the pick-up of the helicopter and training the staff on the basics of the unfamiliar helicopter so they can fly the helicopter back to California. This can be combined with the Initial Inspection (if the aircraft is approved and no other work needs to be completed) but would typically come with the final inspection.

1-13 Regarding IFB #34: Warranty Requirements: If the helicopter is grounded due to a warranty repair item, and mission demands require immediate repair and return to service, the contractor shall respond within 24 hrs. to complete the repair. If the Contractor is unable to respond within 24 hours, CAL FIRE shall make necessary repairs by the most expeditious means available and shall be reimbursed by the contractor.

Question: Please clarify the requirement for "the contractor shall respond within 24 hrs. to complete the repair". Some repairs may require more than 24 hrs. to complete.

Per IFB #34: Warranty Requirements, #4:

If the helicopter is grounded due to a warranty repair item, and mission demands require immediate repair and return to service, the contractor shall respond within 24 hrs. to complete the repair. If the Contractor is unable to respond within 24 hours, CAL FIRE shall make necessary repairs by the most expeditious means available and shall be reimbursed by the contractor.

Answer: An addendum will be issued to clarify this language.

1-14 Regarding IFB #36: Cal Card Payment/Financial Responsibility Option Item B: The awarded contractor will provide the executed Performance Bond (Attachment 8) to the designated Procurement Official for CAL FIRE.

IFB Section 7 Attachments (Pg. 3) lists the Performance Bond Document as Attachment 12?

Answer: the correct attachment is 12.

An addendum will be issued correcting the attachment #.

1-15 Regarding IFB #36: Cal Card Payment/Financial Responsibility Option Item B: The Milestone Table lists 3.

Remainder of line item costs; and 3. Final 5% (after 30 day inspection)

There are two # 3.'s?

Answer: An addendum will be issued correcting the typo.

1-16 Regarding IFB #41: Customer References: 1st paragraph, 2nd sentence states “The completions must have been on new aircraft and have included the integration of equipment ‘like’ the mapping … similar to the equipment specified in this document”. However, the 4th paragraph states each referenced aircraft ‘must’ have all of the items.

Question: Please clarify.

Per IFB #41: Customer References For purposes of this bid a complex Firefighter-type completion refers to one new twin turbine engine helicopter with a 9000 pound or greater maximum gross weight rating on which one of each of the following equipment items must has been installed and integrated (bidder must have all of these items for each of the 5 helicopters being referenced to be compliant):

Mapping system (Churchill or similar) Rescue hoist External water tank VHF transceivers External load equipment (hook and suspension system, mirrors or camera etc., all suitable for part 133 operations)

Dual controls

Answer: “must have all the items” is in reference to the bulleted items listed. Each of your Customer References must have ordered 5 or more helicopters within the 5 year timeframe and have had, at minimum, all the equipment stated installed on the helicopter.

An addendum will be issued to clarify this language in the bid.

1-17 Part 2 to question 1-16 above:

Question: How does Cal Fire intend to operate these helicopters –

Para-Public?

Part 91?

Part 135?

Answer:

1. Para-Public: Yes

2. Part 91: Yes

3. Part 135: Yes

1-18 Regarding Bid Specification 3.3.4: “Meets USFS interagency carding requirements. The USFS requirements for helicopters may be found at http://www.fs.fed.us/fire/contracting/helicopters_cwn/helico pter_contract_cwn.pdf Reference Section C and Section C “Exhibits”

Question: Does this mean all other information/requirements found in this USFS document, other than in Section C, are to be considered not applicable as bid requirements? Please clarify.

Answer: The supplied aircraft must be “cardable” by the USFS and the Department of the Interior. Those pieces of required equipment as specified in USFS Type I/Type II CWN contract must be in place and the configuration of the helicopter as delivered must also be acceptable for carding (for example top of main rotor blades painted in a contrasting paint scheme).

Section C deals with these issues. The aircraft must meet or exceed these requirements. Conflicts between State and Federal requirements can be addressed at post bid meeting.

1-19 Part 2 to question 1-18 above:

3.2.8 states “Passengers: 9 (minimum)”;

5.1.1 states“…largest possible number of passengers…”

Pricing Worksheet Line Item # 300 and 600 state “27” (3 helicopters x 9 per helicopter)

Therefore, the Pricing Worksheet appears to restrict the ‘largest possible number of passengers’ to nine (9).

Question: Please clarify.

Answer: This does not restrict what can be bid. To make bidding fair we are evaluating 9 seats per bidder (which is the minimum # of seats required for compliance). Bidders are to price out the per seat cost.

Keep in mind that 9 is the minimum # of seats. Your company can provide more but for evaluation purposes only, the State will consider the cost of 9 seats.

For award purposes, if your helicopter has more than 9 seats, the per-seat cost will be multiplied by the number of seats provided.

http://www.fs.fed.us/fire/contracting/helicopters_cwn/helicopter_contract_cwn.pdf http://www.fs.fed.us/fire/contracting/helicopters_cwn/helicopter_contract_cwn.pdf

1-20 Regarding Bid Specification 3.4.8: Utility purposed floor and side panels.

Question: Can you please provide further definition?

Answer: The bid should provide for protection of the structure from chain saws, Pulaski blades, shovels, backpack water pumps, collapsible Bambi style buckets and other tools of the trade being stowed and removed from a parked or hovering helicopter. Also, from fully equipped firefighters wearing PPE such as heavy boots, and gloves, back packs and helmets.

1-21 Regarding Bid Specification 3.5.2: Removable snow skis or tundra pads (Dart Bear Paws or similar)

Question: How many landings or hours per year do you anticipate with the ‘snow’ or ‘tundra’ pads?

Answer: Most of the helicopters purchased will never use the snow skis or tundra pads. There are a few locations where it would be expected that less than 50 landings would take place.

1-22 Part 2 to question 1-121 above:

Question: Is it Cal Fire’s intent to operate with the snow skis or tundra pads at all times?

Answer: No

1-23 Regarding Bid Specification 4.7.11: “rear stations”

Question: Does this refer to the rear audio panel or all rear passenger seats?

Answer: Just the rear audio panel.

1-24 Part 2 to question 1-23 above:

Question: Is it the intent of Cal Fire to require separate audio panels to each passenger seat location; or is it the intent of Cal Fire to have the pilot, co-pilot and one rear station to act as independent stations?

Answer: Pilot, co-pilot and rear audio panel is act as independent stations.

1-25 Regarding Bid Specification 5.4.2: Ground Clearance: 6 inches (minimum) measured from open tank door to the ground.

Question: When considering this requirement relative to

3.2.9 “Ground Clearance: 20 inches (minimum) measured from a flat, level, surface to the lowest point of the helicopter fuselage, antenna, or required equipment”, is the installed tank considered ‘required equipment’? Please clarify.

Answer: No, the tank is not considered required equipment, so the ground clearance without the tank is 20 inches minimum and the ground clearance with the tank installed is a minimum of 6 inches.

1-26 Regarding USFS Specification

Question: Does all other information/requirements found in this USFS document, other than in Section C, to be considered not applicable as bid requirements? Please clarify.

Answer: See answer to question 1-18

1-27 Question: Given the “Invitation For Bid”, “Bid Specification”, and USFS Solicitation “National Call When Needed Helicopter Services”, what is the document ‘Order of Precedence’?

[Example: Exhibit 24 of the USFS Solicitation calls for life rafts and life vests yet neither is listed in the DGS Bid Specification.]

Answer:

Order of precedence:

1. Cal Fire Specifications

2. USFS Section C requirements only.