QA_Set__2.pdf

Event ID #: 0000000119 Question and Answer (Q&A) Set #2 Dated 2/17/16

Question and Answer (Q&A) Set #2

Item Bidder Questions State’s Response

2-1 Regarding General Question: RFI 1501-011 requested the bidder to define its capabilities to provide support supplies and services including spare parts plans, warranties, spare parts, special tools, ground support equipment and the ability of the bidder to provide aftermarket support.

Question: Please state the reasons why the IFB does not include these factors to determine the technical responsiveness of the bidder.

Answer: the Request for Information (RFI) is a tool for the State to seek information from the public to see what is available on the market. The goal of the State is to ask as many questions as possible to help aide the State in creating a competitive bid. From the information, the State’s Subject Matter Experts decide the specific needs of the State.

The RFI is not intended to show how the State is going to bid – but to strictly receive information.

2-2 Regarding General Question:

Question: Is there any consideration given to US components and overhaul facilities for critical components versus having to ship components overseas for overhaul?

Answer: No - while it is desirable that the components and overhaul facilities are located in the United States, this will not be a factor in determining the awardee.

2-3 Regarding General Question:

Question: If no aircraft is 100% compliant to the IFB requirements, can a contract still be awarded per this IFB?

Per #9, Negotiations: This solicitation is subject to the provisions of Public Contract Code Section 6611. At the State’s sole option, the Department of General Services (DGS) reserves the right to invoke negotiations pursuant to PCC 6611, in accordance with the existing guidelines adopted by DGS.

Answer: If no compliant bids are submitted, it is solely up to DGS to decide whether to cancel and re-bid or to utilize the negotiation process.

2-4 Regarding General Provisions, Article 11, Order of Precedence

Question: Per Article 11, will the DGS PD contract consist of General Provisions, Purchase Order STD 65, Statement of Work/Specification and Special Terms and Conditions?

Per GP Article 11, Order or Precedence: In the event of any inconsistency between the articles, attachments, specifications or provisions which constitute this Contract, the following order of precedence shall apply:

a) these General Provisions – Non-IT Commodities;

b) Contract form, i.e., Purchase Order STD 65, etc., and any amendments thereto;

c) Statement of Work, including any specifications incorporated by reference herein;

d) special terms and conditions; and

e) all other attachments incorporated in the Contract by reference.

Answer: Yes, and it will also include e) all other attachments incorporated in the Contract by reference (IFB, Specification, etc.)

In addition, PO’s can be Std. 65 or generated from the State’s new system, FI$Cal.

2-5 Regarding General Provisions, Article 11, Order of Precedence

The GSOP S5 PIN document includes special terms and requirements.

Question: Will this document be incorporated into the contract in full text as an attachment or by reference?

GSOP S5 PIN is the IFB in its entirety.

Answer: Yes, please reference answer to question 2-4.

2-6 Regarding General Provisions, Article 11, Order of Precedence

Question: Will the initial Purchase Order STD 65 define the initial quantity of helicopters to be purchased with follow on Purchases done by an amendment to the PO

STD 65?

(GP Article 11 is unrelated to this question.)

Answer: Yes – each PO submitted to the awarded contractor will show the number of helicopters being purchased for that PO as well as options (if any) for each of the helicopters. An amendment can be issued for a PO, but typically the State issues a new PO for a new purchase.

Typically, these types or purchases are driven by budget so the ordering department would know what they can purchase and issue one PO per year.

2-7 Regarding General Provisions, Article 22, Termination for the Non-Appropriation of Funds

Question: Is the contract funded for three years upfront or is it funded on a year by year basis as the helicopters are purchased.

Per IFB #3, Quantities: The State will not guarantee that these quantities will be purchased. Consequently, there is no guaranteed dollar value for this contract.

Answer: No – this is a $0 contract which can be used by Cal Fire, other departments and or local government agencies.

There is no guarantee of any purchase.

Refer to the answer to question 2-6 for more information.

2-8 Regarding IFB #1, Scope: optional periods

There are no general or special provisions that define how and when the option periods are to be exercised by the State of California.

Question 1: How and when will the options be exercised?

Question 2: Will an option clause be included in the Contract as a special term/condition?

Per IFB #1, Scope: This solicitation covers the estimated three

(3) year requirements of CAL FIRE for Firefighter Helicopters.

The contract resulting from this solicitation will be mandatory for CAL FIRE but available for use by any other State Department and participating local agencies.

The term of the contract resulting from this solicitation will be for three (3) years. The contract will contain two (2) extension options for one (1) year or portion thereof. If a mutual agreement for a contract extension cannot be met, the contract may be terminated at the end of the current contract term and/or contract extension(s).

Answer 1: After the first 3 year term of the contract the State may request an extension to the contract.

Answer 2: it is not considered a special term/condition. Please see paragraph 2 above (reference question 2-4). The IFB is part of the contract, so the option clause is covered in the above language.

2-9 Regarding IFB #2, Current Contract

Clarify #1: Confirm that there is no requirement for the bidder to submit bids as part of the IFB response for trade-in helicopters for the used helicopters as they are replaced with new helicopters.

Clarify #2: Confirm that there will be no requirement in Purchase Order amendments issued against the initial Purchase Order STD 65 for the bidder to accept trade-in aircraft.

Clarification 1 & 2: There will be no trade-ins as part of the resulting contract.

2-10 Regarding IFB #10, Method of Award

Question: Since the IFB requirements specify 100% compliance at the lowest bid price, is there going to be an evaluation panel at CALFIRE or will DGS verify compliance and pick the lowest price bidder?

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: DGS & Cal Fire will work as a team to complete the evaluations to ensure the award goes to the lowest responsive bidder that is compliant to all administrative and technical compliance of the IFB, as the IFB is written at time of bid opening.

2-11 Regarding IFB #11, Pricing Structure

Clarify: The Attachment 1, Price Summary forms have a Grand Total Line for 1 Complete helicopter for years 1, 2 and 3. Please confirm that the Grand Total line should be for three helicopters for each year.

Clarification: Yes, for evaluation purposes only, the number of helicopters for each year is 3.

This is an evaluation amount, not to be confused as a set amount to be purchased each year.

Please refer back to the answer to question #2-7 for purchasing patterns.

2-12 Regarding IFB #19, Pricing Worksheets, Training Requirements: Pilot Training: Pilot transition training shall be provided for up to two (2) Pilots. Training will include, but not be limited to, ground and flight instruction covering aircraft systems and all normal and emergency procedures for the aircraft supplied.

Question: Is the Pilot Training requirement for the offered Aircraft for Public Use operations or FAA certified operations?

Answer: The Pilot Training requirement for the offered Aircraft shall be for FAA certified operations.

2-13 Part 2 to question 2-2 above:

Clarify: The desired Pilot proficiency and training Learning Objectives to be achieved by the transition training are not defined.

Clarification: Minimum Pilot baseline capabilities and experience / qualifications will be provided to enable our Training package to maximize effective operations and flight safety. Mission training will not be included.

This training can be discussed and agreed upon during the Pre- Work conference.

2-14 Regarding IFB #19, Pricing Worksheets

Question: What type of individuals will be in attendance for the Technical Equipment Training? Pilots, maintenance technicians or contract/program management?

Answer: Maintenance Technicians and State Maintenance Supervisors shall be present for the technical Equipment Training.

2-15 Regarding Questions and Answers, Set #1, dated 2/8/16, item 1-12- which discusses IFB# 19, Pricing Worksheet and Training Requirements:

The Initial Training for the 3 personnel was explained in this items number.

Question: What is the expected training duration for this event?

Answer: The expected training duration for the Initial Training at the completion vendor will be as required for the selected aircraft.

2-16 Regarding Questions and Answers, Set #1, dated 2/8/16, item 1-12- which discusses IFB# 19, Pricing Worksheet and Training Requirements:

Also the answer in this item reads this Initial Training event could be combined with the Initial Inspection event however typically would come with the Final Inspection.

The Final Inspection is said to be in IFB #28 at the designated CAL FIRE maintenance base.

Clarify: If this Initial Training is for the personnel who will pick up aircraft this seems out of order.

Per IFB #28, Delivery/Inspection Requirements, #4:

Initial Inspection: The aircraft and associated equipment, when ready for delivery, shall be inspected and operationally checked at the completion vendor’s location by the CAL FIRE project manager or his or her designee to ensure compliance with all specifications contained herein. Upon successful completion of the Initial Inspection, CAL FIRE will accept delivery of the completed aircraft.

The Initial Training is for the CAL FIRE personnel who will be flying the helicopter back to the final delivery location in California. The training is only required for the first helicopter because the CAL FIRE personnel who receive this training will likely be the same personnel who will fly the subsequent helicopters back to California as well.

Per IFB #28, Delivery/Inspection Requirements, #5: Final Inspection: The Final Inspection shall be completed by CAL FIRE within 30 days of the arrival date at the designated CAL FIRE maintenance base.

The Final Inspection is within 30 days of being back in California.

Clarification: The answer given in Q&A Set #1 – Final Inspection – was in reference to the Final Inspection before the aircraft is flown from the completion/finishing center to its final destination in California – not to be confused with the Final Inspection of the bid, #28. Delivery/Inspection Requirements, #5.

An Addendum will be issued to clear up any misunderstood language.

2-17 Regarding IFB# 19, Pricing Worksheet and #28, Delivery Inspection Requirements:

Question: What is the difference between Final Inspection in IFB #28 and Final Acceptance of Aircraft in the Cost Worksheet?

Please refer to the answer for question #2-16 for IFB language clarification.

Answer: Final Inspection will be in California within 30 days of arrival. Final Acceptance is when Cal Fire accepts the aircraft from the completion/finishing center to fly it to its home base.

Refer to question 2-16.

2-18 Regarding IFB #19, Pricing Worksheets, Services

Please clarify line CLIN 400, Installations (All options installed) under Services of the Pricing Sheet.

Question #1: Is this CLIN to separately define the total labor installation price for the equipment specified in CLINs 300, 305, 310 and 315 combined?

Question #2: Can the bidder include the installation costs with the equipment costs under the separate CLINS 300, 305, 310 and 315?

Answer 1: CLIN 400 combines all labor costs for Equipment Requirements and Mandatory Options which covers CLIN #’s 200-315.

Answer 2: This reasoning makes sense.

An addendum will be issued to update the cost worksheets to reflect separate costs of product and installation for all optional items.

2-19 Regarding IFB #19, Training Requirements, Pilot Training

Clarify: Confirm that the bidder must provide a minimum of one full day of training for each of the 8 systems listed.

Per IFB #19, Training Requirements: Technical Equipment Training: A minimum of one day of training per system shall be provided by representatives from the respective manufacturers of each of the following installed systems:

Sensor system Mapping system Rescue Hoist Tactical Radio System Satellite Phone and Tracking System Audio Panel System Direction Finding System Auto Pilot

Answer: No, sufficient training as determined by Cal Fire.

Sensor System will be removed from this list as well.

An addendum will be issued to clarify the language.

2-20 Regarding IFB #19, Training Requirements, Pilot Training

Question: Is this training course to be estimated as one course per helicopter with a maximum quantity of candidates per course?

Per IFB #19, Training Requirements: The bid price shall include costs for the following training per aircraft:

Pilot Training: Pilot transition training shall be provided for up to two (2) Pilots. Training will include, but not be limited to, ground and flight instruction covering aircraft systems and all normal and emergency procedures for the aircraft supplied. Training shall be a minimum of five (5) days in duration. The contractor shall provide all necessary written and electronic training material as well as a training aircraft. Training shall NOT be done in the purchased Cal Fire aircraft. Location of training may be modified depending on the availability of an approved flight simulator specific to the make and model offered. Mobile flight training devices are preferred but must meet the OEM requirements for transition.

Answer: The training will be for up to 2 pilots per helicopter.

2-21 Regarding IFB #19, Training Requirements, Pilot Training

Question: Will both pilots and maintenance technicians attend this course?

Answer: Pilots will go to pilot course and maintenance technicians will go to maintenance course.

2-22 Regarding IFB #19, Training Requirements, Pilot Training

Question: Is this requirement limited to operation and maintenance of each system on the ground or does it also require in-flight training on the use of the equipment?

Answer: In flight training as necessary

2-23 Regarding IFB #19, Training Requirements, Pilot Training

Question: Is the preference to have this technical equipment training conducted at CAL FIRE facilities?

Answer: Yes

2-24 Regarding IFB #19, Training Requirements, Pilot Training

Question: Training is requested for the “Sensor System”.

Please provide a definition of what the “Sensor System”.

Answer: This has been removed from the Technical Equipment Training List. Refer to question #2-19.

An addendum will be issued removing this item.

2-25 Regarding IFB #19, Training Requirements, Pilot Training

Question: Can the bidder provide equipment familiarization course versus the manufacturer of the equipment?

Per IFB #19, Training Requirements: Technical Equipment Training: A minimum of one day of training per system shall be provided by representatives from the respective manufacturers of each of the following installed systems:

Answer: For avionics, airframe and rescue systems, manufacturer’s training would be satisfactory. This can be discussed during the Pre-Work conference.

An addendum will be posted to clarify this.

2-26 Regarding #19, Pricing Worksheets, Training Requirements: Training shall NOT be done in the purchased CAL FIRE aircraft.

Clarify: The requirement restricting any use of the purchased CAL FIRE aircraft for training is unduly restrictive especially if schedules for training require coordination of pilot availability, training staff availability, Flight Training Device / Simulator availability, and training aircraft availability. Cost effective implementation of training should consider all options for training equipment and facilities, including Aircraft, location and systems to be used. This accounts for maintenance, calibration, repairs, and modifications, allowing the contractor to be as accommodating as possible to meet the CAL FIRE training requirements in the most cost effective and efficient manner possible.

Clarification: The ultimate goal of CAL FIRE is to have a Flight Training device brought to CA for training, so training shall not be done in the purchased CAL FIRE aircraft unless mutually agreed upon by the CAL FIRE project manager and the Contractor.

An addendum will be posted to clarify this.

2-27 Regarding #19, Pricing Worksheets – sub category CLIN 500, Bonds: If the supplier opts for progress payments, the bidder shall submit with their bid submission a Letter of Bondability from an admitted surety insurer duly licensed to do business in the State of California having a financial strength rating from A.M. Best Company of “A” or better. It shall state the surety unconditionally offers to guarantee to the extent of fifty percent (50%) of the bid amount and the bidder’s performance in all respects of the terms and conditions and provisions of the agreement. Within fifteen

(15) calendar days after the effective start of the award, the awarded contractor will provide the executed Performance Bond (Attachment 12) to the designated Procurement Official for CAL FIRE and a copy to the DGS/PD Contract Administrator.

The cost of the Bond shall be a line item for evaluation, which can increase the cost of the bid. The cost of the Bond must be submitted on Attachment 1, Pricing Worksheet. If no cost is submitted, it will be deemed that there is no additional cost for the Bond to the State.

The Pricing Worksheets CLIN 500 Bond (if required) provides for a line item price to the state. The quantity of the CLIN equals 1, however the quantities listed out on the additional CLINs have a minimum quantity of 3.

Question: With the understanding that a Bid Bond will be required for each aircraft should Progress Payments be selected or should the bidder multiply the quantity to reflect the total for 3?

Answer: For evaluation purpose, the quantity for CLIN 500 is 3 (column B). Quantity in Unit of measure is 1. If bidding the option for progress payments, the cost of the bond will be the amount times 3 per the Cost Worksheet.

2-28 Regarding IFB #28, Delivery/Inspection Requirements, Travel Expenses: Travel Expenses are a line item bid. All travel costs shall include round-trip airfare in the United States…

Question: If demonstrated to be cost and schedule effective, can out of country travel be made to accomplish performance of specific training requirements? Travel Expenses would be estimated and paid at the US Government GSA rates.

Answer: No – Cal Fire cannot travel out of the country.

2-29 Regarding IFB #28, Delivery/Inspection Requirements, Initial Inspection

Clarify: Confirm that after Initial Inspection event at the bidder’s completion facility, title and risk of loss remains with the bidder and transfer after the 30 day final inspection period upon the execution of a certificate of Final Acceptance.

Question: Are any technical inspection/acceptance documents signed by CAL FIRE at the completion of the Initial Inspection Event?

Clarification: Yes

Answer: Cal Fire will generate and acceptance inspection form to be used during Initial Inspection. This can be further discussed at the Pre-Work Conference.

2-30 Regarding IFB #28, Delivery/Inspection Requirements, Final Inspection

Question 1: Will CAL FIRE pilots fly the helicopter as the Pilot in Command (PIC) during the 30 day (maximum) final inspection period?

Question 2: Will CAL FIRE insure the helicopters on ground and in-flight during this 30 day period?

NOTE: This seems to be in conflict with Article 29, FOB Destination where the Contractor is to bear all responsibility and liability for loss or damage to the helicopters until a Certificate of Final Acceptance has been executed.

Per IFB, #28, Delivery/Inspection Requirements, Final Inspection:

Final Inspection: The Final Inspection shall be completed by CAL FIRE within 30 days of the arrival date at the designated CAL FIRE maintenance base. After the aircraft’s arrival the equipment and installation shall be thoroughly inspected and functionally checked by the CAL FIRE project manager or his or her designee to ensure proper operation and compliance with FCC regulations and the specifications described herein. If necessary to correct deficiencies identified during this inspection process, the supplier will provide appropriately trained and certified personnel to correct any deficiencies at a location in California specified by the CAL FIRE project manager. Written notification of acceptance/rejection shall be made by CAL FIRE within five (5) business days following final inspection date.

Answer 1: Yes, after training.

Answer 2: Refer to clarification on question # 2-28

Parts-only ordering is acceptable for the resulting contract;

therefore FOB Destination applies to parts only.

An addendum will be issued to clarify this.

2-31 Regarding IFB #28, Delivery/Inspection Requirements, Final Inspection & #29, FOB Destination: Page 8, Section 28, Sub-Item 1 states, “The helicopter will be picked up by the CAL FIRE at the finishing center.”

Page 10, Section 29 it states “all prices offered shall be F.O.B. destination; freight prepaid by the Contractor, to the ordering organization's receiving point.”

Section 28 and Section 29 appear to be in conflict.

Clarify: Please confirm that CAL FIRE is responsible for

1) insurance on the aircraft after initial inspection at completion center's facility and 2) the ferry flight back to the designated CAL FIRE maintenance base.

Clarification: Refer to question 2-29 & 2-30

2-32 Regarding IFB #28, Delivery/Inspection Requirements, Travel Matrix

Question: Is the requirement for the bidder to conduct both pilot and maintenance training at a CAL FIRE base of operation or does the bidder have the option to propose pilot and maintenance training at the bidders facility?

In IFB, #19, the bid asks if your company can provide training in California, and if not, where.

Answer: Although Cal Fire prefers training in California, ultimately it is up to the bidder to decide where they can conduct training (within the United States) which would be the most cost efficient and competitive for their bid without changing the format of the bid.

Line items will be added for travel for this type of training to show the costs for travelling out if State, if the bidder’s bid requires out-of-state training.

An addendum will be issued adding these line items.

2-33 Regarding IFB #28, Delivery/Inspection Requirements, Travel

The Travel Matrix on page 9 of the IFB states that an Initial Inspection is required and that the vendor is to estimate travel costs for three (3) personnel to travel to the completion center. The Pricing Worksheets do not contain a CLIN for Initial Inspection costs.

Question: Will the Pricing Worksheet be modified to include a CLIN from the bidder to propose these costs?

Answer: Because the initial inspection could be the same as the final acceptance at the completion/finishing center, the travel costs should be the same as Final Acceptance of Aircraft (CLIN 430). The State can add another line item to the bid.

An addendum will be issued to clarify all of the line items on the Cost Worksheet.

2-34 Regarding IFB#30, Distribution Plan

Clarify: This article requires a Distribution Plan to be submitted as part of the proposal response. Please provide more details on the expected content of a Distribution Plan for helicopters.

Clarification: A distribution plan describes from build to delivery/pick up what happens in the entire process:

manufacturers and subcontractors and what they do. Most distribution plans will include delivery as well, even if the delivery is by the department.

2-35 Regarding IFB #34, Warranty Requirements

Clarify: Please confirm that Cal Fire is requesting the bidder to covers the costs for removal and installation labor during the warranty period.

Clarification: Yes

2-36 Regarding IFB #34, Warranty Requirements

Question: Is the bidder to provide a 2 year/1000 hour warranty for all equipment on the helicopter (Tip-to-Tail)?

Answer: Yes

2-37 Regarding IFB #34, Warranty Requirements

Question: Regarding Cal Fire’s request that the manufacturer’s warranty be transferred to the new aircraft, if a component purchased by the OEM/bidder has a transferable manufacturer’s warranty, does the manufacturer’s warranty also have to be a 2 Yr/1,000 Hr warranty?

Answer: Yes

2-38 Regarding IFB #34, Progress Payments

Question: Confirm that if the bidder is awarded a contract with milestone payments, the contractor must provide a surety (performance) bond as described in the Article.

Is the value of the surety (performance) bond 50% of the total contracted price for years 1, 2 and 3 (9 aircraft)?

Answer: The value will be 50% of the total of each Purchase Order (PO).

2-39 Regarding IFB #34, Progress Payments

Question: Is a separate performance bond required for each helicopter or group of helicopters purchased under the basic PO STD 65 or individual amendments?

Answer: Yes

2-40 Per IFB #34, Progress Payments

What is the duration of the surety (performance) bond?

Answer: The performance bond must be in place through the Final Inspection process in fulfillment of each PO.

2-41 Regarding IFB #34, Progress Payments

Question: Is the performance bond to remain in place for the entire duration of the initial 3 year contract or does it also has to cover the option periods?

Answer: See answer to question #2-40.

2-42 Regarding IFB #34, Progress Payments

Question: Can a bank issued letter of credit be utilized for the performance bond requirement?

If yes, to issue an LC to cover this obligation, the Bond Performance language in Attachment 12 cannot be used, but it can cover the same purposes and intent.

Answer: No, this must be a performance bond.

2-43 Regarding IFB #34, Progress Payments

Clarify: Is the amount of assurance or guarantee for the amount of progress payments that Cal Fire has outstanding at any one time? Please clarify.

Clarification: No, the performance bond must be for 50% of each PO.

2-44 Regarding IFB #36, Cal Card Payment:

Question: If a bidder selects the WILL accept box, will DGS use the State’s CAL-Card Visa Credit Card for order payments for the helicopter(s)?

Answer: Not typically, no. Cal Card may be used for line items in the bid but ultimately something of this cost would not be paid for through a Cal Card.

2-45 Regarding IFB #41, Customer References: Bidders shall submit customer references... .... At least 50% of the completions used to qualify for this requirement must have been completed within a 360 day completion schedule to demonstrate an ability to meet 180 day completion schedule.

Clarify: The requirement stated as "At least 50% of the completions used to qualify for this requirement must have been completed within a 360 day completion schedule (reference section 28. DELIVERY/INSPECTION REQUIREMENTS) to demonstrate an ability to meet 180 day completion schedule," appears to create a conflict between the requirement of a 360 day bid to delivery lead time and a new requirement for a 360 day or 180 completion requirement (that appears to fall within the 360 delivery requirement).

Clarification: 360 days throughout this IFB is correct.

An addendum will be issued to correct this in the bid.

2-46 Regarding IFB #41, Customer References and Attachment 4 Customer Reference form: IFB Paragraph 41: (bidder must have all of these items for each of the 5 helicopters being referenced to be compliant):

Attachment 4 Customer Reference Form: requests 3 completed Customer Reference Forms 5.4.1.

Q&A 1-16 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.

Implies that customer references must be on contracts with 5 or more helicopters being bought within the 5 year timeframe.

Question: This means the requirement is to have which?

Requirement to have a) 3 customer references with 5 aircraft each, or b) 5 customer references with 5 aircraft each?

Answer: Requirement is to have 3 customer references with 5 aircraft each.

However, after further review, the State has decided to do 3 customer references with 2 similar aircraft in the past 5 years.

The aircraft must have 4 of the 6 listed components installed.

An addendum will be issued to correct the language in the bid and correct the Customer Reference form.

2-47 Regarding IFB #41, Customer References

Clarify: Please verify the quantity of Customer Reference forms that must be submitted with the proposal.

Attachment 4 states that the bidder is to submit 3 completed forms.

Clarification: See answer to Question #2-46

2-48 Regarding IFB #41, Customer References

Clarify: Please clarify the Article 41 requirement “At least 50% of the completions used to qualify this requirement must have been completed with a 360 day completion schedule to demonstrate an ability to meet 180 day completion schedules suing the Customer Reference Form (Attachment 4).”

Question 1: Should 180 days be 1080 days?

Question 2: How does this requirement relate to the requirement for 5 or more helicopters to be delivered in a 5 year period?

Clarification: Refer to question 2-45; the State is requesting that at least 50% of the jobs you have completed meet the similar scope of work as deemed in the IFB.

Answer 1: No - Refer to question 2-45

Answer 2: The Customer Reference demonstrates that the bidder has completed a similar scope of work as the IFB requests, based on 1 helicopter per year.

2-49 Regarding IFB #54, Specification Compliance

Question: Is the bidder allowed to recommend deviations to the Attachment 1 Specification?

Definition of a Material Deviation: A deviation from a requirement is material if the deficient response is not in substantial accord with the IFB requirements, provides an advantage to one Bidder over other Bidders, or has a potentially significant effect on the delivery, quantity or quality of items bid, amount paid to the supplier, or on the cost to the State.

Answer: The bidder may suggest deviations but if the changes would be a material deviation, they would not be considered.

This specification compliance section is for bidders to point out if they have any deviations. Not all deviations are material.

It would be preferred that the bidding community submit requests for change during the bidding process rather than wait until the bid has closed. Once the bid closes, material deviations cannot be accepted. Please refer to IFB #4, Bidder Questions for the rules concerning questions.

2-50 Regarding Bid Specifications, Scope: This specification identifies the minimum performance, equipment, installation, and completion requirements for the purchase of twin-engine turbine helicopters, with a minimum of nine passenger seats, 500 gallons water carrying capacity with a full fuel load and a maximum gross weight of 10,000 to 19,000 pounds for the California Department of Forestry and Fire Protection (CAL FIRE).

Question: Outside of the "mission requirements" provided in the scope of the bid specifications, what additional specific mission requirements does the aircraft need to be able to meet?

Answer: The specification has been written to ensure it will meet all of the mission requirements that Cal Fire will need.

Mission scenarios will not be given.

2-51 Regarding Bid Specifications Section 3.2.4: Useful Load:

5000 pounds (minimum)

Question: Is the useful load requirement based on the equipped weight of the aircraft per the CAL FIRE configuration bid specifications?

Answer 1: Useful load should be known because it is written in the weight and balance report for the aircraft. Mission equipment is then added in. Mission equipment varies from base to base.

Cal Fire has determined that a useful load of 5000 pounds (minimum) will allow them to meet their mission.

2-52 Regarding Bid Specification 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.

Question 1: What mission scenario is driving the ground clearance requirement of 20 inches?

Question 2: Can this mission be accomplished with a 17 or 18 inch clearance?

Question 3: If 6 inches is an acceptable ground clearance with the water tank installed, can we remove the 20 inch clearance requirement?

Answer 1: Off airport landing in rugged terrain.

Answer 2: 17 inches is actually the lowest point on our helicopters with standard skid gear and it is the tip of the foam output connector. 20 inches is sort of an average height of the rest of the belly. I think 17 inches is OK if nothing else sticks down that far. This is due to the possibility of landing on something that is sticking up or hidden in brush due to the many landing we do at unimproved landing sites.

An addendum will be issued changing this requirement.

Answer 3: No

2-53 Regarding Bid Specification Electrical 3.7.1: All options and systems installed shall be compatible with each of the other options and systems installed.

Clarify: Issue, not all equipment defined in this solicitation is expected to be operating on an individual aircraft at the same time. The compatibility requirement should be stated in terms of options and systems which are expected to be simultaneously operated. (e.g. the searchlight and the Helitorch would not typically not be required on a single flight although both would be installed.)

Clarification: Section 3.7.1 of the specification requires systems be “compatible”, but does not state that all systems must be capable of simultaneous operation.

CAL FIRE recognizes that there are some systems that would not be used simultaneously (i.e. the Helitorch and the searchlight), while there are other systems that must be capable of operation simultaneously (i.e. the hoist and the radios).

An addendum will be issued clarifying this requirement.

2-54 Regarding Bid Specification Electrical 3.7.12

Question: What is the intended use for the 28V/40A connector near the cargo hook?

This seems to be in conflict with the 50A fuse requirement in 4.4.1.

Per Bid Specification 3.7.12, Electrical: One (1) 28 volt, 40 amp outlet located near the cargo hook.

Answer: Snorkel bucket

An addendum will be issued clarifying this requirement.

2-55 Regarding Bid Specification Electrical 3.7.18

Question: What drives the requirement for 36” separation between the LED flashing lights?

Per Bid Specification 3.7.18, Electrical: Forward facing Light Emitting Diode (LED) pulse light system with a minimum of two lamps separated by a minimum distance of 3 feet and capable of flashing in unison or alternately.

Answer: This is a Cal Fire requirement for enhanced visibility.

2-56 Regarding Bid Specification 3.7.19: Dual LED strobe light system. One (1) flash unit to be mounted to the lower fuselage assembly, one (1) mounted on the top of the cabin, color to be determined at the Pre-Work conference.

The aircraft comes equipped with a standard RED LED anti-collision light on top of the vertical stabilizer.

Question: Does this RED LED anti-collision light meet the requirement for the upper strobe light listed in this section?

Answer: Yes

An addendum will be issued showing this change.

2-57 Regarding Bid Specification Electrical 3.7.19

The locations described are the locations of the FAA-required Red Strobes that come with the aircraft.

Question: Is this a requirement for additional strobes in those locations or does the FAA lighting meet the requirement?

Per Bid Specification 3.7.19, Electrical: Dual LED strobe light system. One (1) flash unit shall be mounted to the lower fuselage assembly, one (1) mounted on the top of the cabin, color to be determined at the Pre-Work Conference.

Answer:

An addendum will be issued showing this change.

2-58 Regarding Bid Specification External Load Provision 4.4.1

Clarify: Please verify that the specifications listed are for provisions only, not the actual ancillary equipment.

Per Bid Specification 4.4.1, External Load Provisions: Aircraft shall be delivered with provisions for the attachment of:

A Simplex 5400 Helitorch and include a 50 amp (minimum) breaker.

Remote hook for use at the end of a long line requiring a separate switch on the collective or cyclic as determined by post award consult.

The largest water bucket recommended by the manufacturer.

All items listed above shall be controlled by a mid-cyclic grip switch/button, thumb activated.

Clarification: Yes, provisions only

2-59 Regarding Bid Specification 4.4.11: The audio panels shall be integrated so that the pilot station, co-pilot station and rear stations function as separate stations to allow for the independent transmission and reception of aural radio communications via all installed radio devices capable of transmitting or receiving aural radio communications.

Question: Is the requirement for the rear crew members (rear stations) to be able to talk on the primary com (Air Traffic Control) radios?

Answer: The rear crew should be able to transmit and receive on any radio in the aircraft.

2-60 Regarding Bid Specification Communication Equipment 4.7.18

Clarify: Please confirm drop cord quantities per aircraft.

Per Bid Specification 4.7.18, Communication Equipment: Each aft cabin seat installed with Comm Innovations CIX200 series, or equivalent, Push-To-Talk (PTT) switch/cable assemblies.

The switch/cable assemblies shall include the following features:

PTT

Slide switch with ICS, momentary, and lock positions

Volume control

U174/U Jack

Coiled cable 3 ft. in length

Clarification: Minimum of 9

2-61 Regarding Bid Specification Mandatory and Non Mandatory Options 5.0 & 6.0

Options are by definition, optional.

Question: What is the difference between mandatory options and non-mandatory options?

Answer: Mandatory Options are options that are mandatory to bid a price, but are not mandatory for Cal Fire to purchase with all aircraft.

Non-Mandatory Options are not required to bid but Cal Fire would like prices if these options are available.

2-62 Regarding Bid Specification Mandatory and Non Mandatory Options 5.0 & 6.0

Question: If an aircraft’s “troop seats” are not certified, is that aircraft non-compliant or do the non-mandatory option comfort seats offer an alternate means of compliance?

Answer: Yes - seats must be part of the certification.

2-63 Regarding Bid Specification Passenger Seats (Troop) 5.1

Question: Are the passenger seats (troop) to be quoted in addition to the standard seats offered in the baseline helicopter configuration or as a replacement to the baseline seating configuration?

Answer: The answer to this question would depend upon what the manufacturer has as a “standard seat”. The State’s expectation would be that a troop seat (least expensive seat) would be the manufacturer’s standard seat.

2-64 Regarding Bid Specification Passenger Seats (Troop) 5.1

Question: Are the comfort seats to be quoted in addition to the standard seats offered in the baseline helicopter configuration or as a replacement to the baseline seating configuration?

Answer: Yes – this would be the upgraded seats from the standard seat. The comfort seats are not required to bid but Cal Fire would like a price to have an option to purchase if they are available.

2-65 Regarding Bid Specification 5.4.3: Ground Clearance: 6 inches (minimum) measured from open tank door to the ground.

Question: Since the tank doors will be closed during landing operations, why is the requirement to have 6 inches of ground clearance from the open tank door to the ground?

Answer: Minimum ground clearance be established based on the tank doors being closed and in line with the FAA STC certification requirements/guidelines.

An addendum will be issued changing this requirement.

2-66 Regarding Attachment 1 – Cost Worksheet: CLIN 430 - Final Acceptance of Aircraft; CLIN 435 - Pickup of Aircraft

The current worksheet CLIN identifications for 430 and 435 are not aligned with IFB Paragraph 28 Delivery/Inspection Requirements.

Question 1: Should the Commodity Description of CLIN 430 be “Initial Inspection” instead of the current “Final Acceptance of Aircraft”?

Question 2: Should the Commodity Description of CLIN 435 be “Initial Training, travel expenses” instead of the current “Pick Up of Aircraft”?

Answer to 1 & 2: Please refer to questions 2-16 thru 2-18.

2-67 Regarding Attachment 4 - Customer References: Dollar amount of contract:

Clarify: Contract values are competition sensitive and the CAL FIRE Solicitation does not provide protection for proprietary / competition sensitive information.

Clarification: contract dollar value will not be applicable to this solicitation.

An addendum will be issued updating the Customer Reference Form.