RFB AD180746 Aviation Upgrade RFP 8-1-17.doc

state of Wisconsin

Wis. Statutes s.16.75

DOA-3070 (R05/2014)

BIDS SHALL BE SEALED & ADDRESSED TO:

Remove from bidder list for this commodity/service. (Return this page only.)

Department of Administration

Consolidated Agency Purchasing Services

101 E Wilson Street, 6th Floor

Madison WI 53703

If using PO Box: P.O. Box 7867, 53707-7867 Late bids will be rejected. Bids SHALL be date and time stamped by the soliciting purchasing office on or before the date and time that the bid is due. Bids dated and time stamped in another office will be rejected. Receipt of a bid by the mail system does not constitute receipt of a bid by the purchasing office. Any bid which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. Bids shall be submitted separately, i.e., not included with sample packages or other bids. Bid openings are public unless otherwise specified. Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract. Bidder should contact the person named below for an appointment to view the bid record. Bids shall be firm for acceptance for sixty (60) days from date of bid opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award.

REQUEST FOR BID #AD180746

THIS IS NOT AN ORDER

BIDDER (Name and Address)

Bids SHALL be in this office no later thanfillin "Date and time"

Name (Contact for further information)fillin "Contact Person"

Susanne Matschull

fillin "Date"

Quote Price and Delivery FOBfillin "F.O.B /Destination"

Destination

Fax bids are not accepted

Item

No.

Quantity and Unit

Per Unit Total

REQUEST FOR BID

AVIONICS AND FULL INSTRUMENTATION PANEL UPGRADE

We claim minority bidder preference [Wis. Stats. s. 16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder shall be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53703, (608) 267-9550. Does Not Apply to Printing Bids.

We claim disabled veteran owned business bidder preference [Wis. Stats. s. 16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Disabled Veteran Owned Businesses. Bidder shall be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53703, (608) 267-9550. Does Not Apply to Printing Bids.

We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-5462.

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States.

Unknown No Yes

In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.

This form can be made available in alternate formats to individuals with disabilities upon request.

INSTRUCTIONS TO BIDDERS

You received this Request for Bid (RFB) because of the NIGP codes selected during your registration on the State of Wisconsin’s VendorNet system. If you received this RFB in any other way, please contact the purchasing agent identified in this RFB. You should also register to become a Bidder at: http://vendornet.state.wi.us. This RFB contains all necessary statutory language required by law. It is organized to help you determine if this is a business opportunity for your company. The RFB contains information regarding what the State intends to purchase, how pricing should appear and describes a clear process you shall follow in order to submit a response to the RFB.

1.

Review Section 1.0, “Introduction and Purpose” to gain a general understanding of what the State intends to purchase. Reviewing this section will help you determine your ability to meet the Procuring Agency’s needs.

2.

Review Section 2.0 “Bidder Qualifications and Requirements” section. This section will explain what a company needs in order to provide the commodity or service. This may include a specific license or certification, a history of providing this commodity or service in a similar environment to the State or for you to be in a prescribed geographical location. Reviewing this section will help you determine your ability to meet the Procuring Agency’s needs.

3.

The details of the commodity or service will be found in Section 3.0, “Mandatory Required Specifications of Bid.” Read this section carefully and determine if your product meets ALL requirements. RFB requirements are mandatory and therefore, if you can’t meet a requirement, it is likely that your Bid will be rejected unless no Bidder can meet an individual RFB requirement. Reviewing this section will help you determine your ability to meet the Procuring Agency’s needs.

4.

Review Section 5.0, “Pricing Structure and Price Sheet.” This section explains how to submit Bid pricing (which is critical because the Bid pricing will determine what Bidder(s) will be allowed to enter into a Contract with the State).

5.

The remaining sections of the RFB describe the process you shall follow and the way you shall present your Bid to the State. It also describes the process the State will use to determine the winning Bidder. If you decide to bid, be sure to review the “Bid Procedure and Instructions” section and the “Bid Acceptance and Award” section.

6.

If you are still interested in competing for the State’s business, you should provide your best pricing, and complete all the required forms.

7.

Please note, your Bid response shall be complete and accurate. You shall follow all instructions exactly as asked. DO NOT substitute your own materials in lieu of what is being asked in the RFB. DO NOT alter any of the forms or the price sheet. If you have questions, contact the Procurement Manager identified in the RFB.

8.

Your RFB response shall arrive at the proper location before the due date and time. Late Bids will be rejected.

Thank you for your interest in providing commodities and/or services to the State. We wish you success with this and future procurement opportunities.

TABLE OF CONTENTS

31.0

INTRODUCTION AND PURPOSE

1.1

DEFINITIONS

1.2

PURPOSE AND SCOPE OF THE REQUEST FOR BID

1.3

CONTRACT TERM

1.4

MODIFICATIONS OF CONTRACT

1.5

ORDER OF PRECEDENCE

1.6

COOPERATIVE PURCHASING SERVICES

2.0

BIDDER QUALIFICATIONS & REQUIREMENTS

3.0

MANDATORY REQUIRED SPECIFICATIONS OF BID

3.1

TECHNICAL REQUIREMENTS

3.2

PERFORMANCE AND SUPPORT REQUIREMENTS

4.0

SPECIAL TERMS AND CONDITIONS OF BID

4.1

ACCEPTANCE TESTING

4.2

LIQUIDATED DAMAGES

4.3

PAYMENT TERMS

4.4

CERTIFICATES OF INSURANCE

4.5

CANCELLATION AND TERMINATION

5.0

PRICING STRUCTURE & PRICE SHEET INSTRUCTIONS

5.1

METHOD OF BID

5.2

PRICE SHEET INSTRUCTIONS

6.0

BID PROCEDURE AND INSTRUCTIONS

6.1

CALENDAR OF EVENTS

6.2

CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS

6.3

REASONABLE ACCOMMODATIONS

6.4

VENDORNET REGISTRATION

6.5

SUBMITTING A BID

6.6

FAXED BIDS

6.7

EMAILED BIDS

6.8

FORMAT OF BID RESPONSE

6.9

MULTIPLE BIDS

6.10

INCURRING COSTS

7.0

BID ACCEPTANCE AND AWARD

7.1

BID OPENING

7.2

BID REVIEW

7.3

BID ACCEPTANCE

7.4

METHOD OF AWARD

7.5

BIDDER REFERENCES/CLIENT LIST

7.6

USE OF SUBCONTRACTORS

7.7

SUPPLIER DIVERSITY

7.8

AWARD NOTIFICATION

8.0

REQUIRED FORMS

1.0

INTRODUCTION AND PURPOSE

1.1

DEFINITIONS

For the purposes of this Request for Bid and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated.

1.2

PURPOSE AND SCOPE OF THE REQUEST FOR BID

The Department of Administration (DOA), Consolidated Agency Purchasing Services (CAPS) requests Bids for the purchase of an avionics and full panel upgrade for a King Air (S/N FL-204) and installation, and intends to use the results of this process to award a Contract (See Appendix 1 for complete list of equipment and Appendix 3 for King Air Panel Photographs) . The Department of Administration (DOA) does not guarantee it will purchase any specific quantity or dollar amount. Bids that require a minimum number of commodities or services be ordered will be rejected. There will be no guarantee to purchase any specific quantity, or pay any minimum contract price during the term of the Contract.

DOA is requesting a trade-in allowance for equipment that will need to be upgraded (see Appendix 2). In addition, DOA would like to retain the Collins ADF-60 equipment in the upgrade, and Bidders shall provide any cost to retain that equipment in Attachment A: Price Sheet.

1.3

CONTRACT TERM

This Contract shall run for a ninety (90) day period. The Contract shall be effective on the date it is executed by the Procuring Agency. If no formal Contract is executed, the effective date of the Contract is the date of the purchase order.

1.4 MODIFICATIONS OF CONTRACT

The Contract shall not be used for purchasing commodities or services outside of the general scope and intent of the original Request for Bid. Any modifications made to the Contract shall fall within the scope of the Bid and be rendered in writing and signed by both parties or they will be void.

1.5

ORDER OF PRECEDENCE

In the event of Contract award, the contents of this RFB (including all attachments), RFB addenda and revisions, the Bid response from the successful Bidder as accepted by the Procuring Agency, and any additional terms agreed to in writing by the parties shall be incorporated into the Contract. Failure of the successful Bidder to accept these elements into the Contract will result in the cancellation of the Contract award.

In the event of conflict with the incorporated elements of the Contract, the following order of precedence will prevail:

· Official Purchase Order

· Final Signed Contract with clarifications included

· Bid Response as accepted by the State of Wisconsin

· Request for Bid

1.6

COOPERATIVE PURCHASING SERVICES

Commodities and services may be made available to Municipalities upon agreement of the Contractor. See Vendor Agreement-Wisconsin’s Cooperative Purchasing Services (DOA-3333), for definitions and other information on Municipalities. Municipalities shall be able to obtain the commodities and services procured under the Contract at the same rates agreed to by the Procuring Agency and the Contractor. The Contractor shall be responsible for confirming the status of potential Municipalities with the Procuring Agency and providing appropriate documentation and support and reporting Contract usage by Municipalities (see Vendor Agreement – Wisconsin’s Cooperative Purchasing Services, DOA-3333 attached to this RFB).

2.0

BIDDER QUALIFICATIONS & REQUIREMENTS

All Bidder qualifications in this section are mandatory. Failure to meet a qualification will disqualify your Bid. However, the Procuring Agency reserves the right to waive any qualification if no Bidder is able to satisfy that qualification.

Before the award of any Contract, the Department shall be satisfied that the Bidder has sufficient qualified resources available for performing the work described in this Bid. It is the Bidder’s responsibility to acquaint the Department with these qualifications by submitting appropriate or supporting documentation.

2.1 Bidder shall be an original manufacturer, authorized distributor, or dealer authorized by manufacturer with service and repair capabilities for all items provided in bid.

2.2 Bidder shall have three years’ experience upgrading King Air Avionic systems.

2.3 Bidder shall enclose standard warranty documents with your bid.

2.4 Bidder shall perform the avionics and full instrumentation panel upgrade within 600 statute miles of Madison at Bidder Facility or at the Madison Hangar, located at 3400 Miller Street Madison, WI 53704.

3.0

MANDATORY REQUIRED SPECIFICATIONS OF BID

All requirements in this section are mandatory. The following requirements shall be met at no additional cost above the pricing provided in the Bid. All Specifications are defined as minimum mandatory requirements unless otherwise stated. Bidder shall use Attachment B (Bidder Checklist) to respond to this section. Failure to meet any mandatory requirement will result in rejection of the Bid. However, in the event that no Bidder is able to meet an individual mandatory requirement, the State reserves the right to continue the review of Bids and to select the Bid that most closely meets the requirements specified in this RFB.

3.1

TECHNICAL REQUIREMENTS

Bidder shall use Attachment B (Bidder Checklist) to respond to this section.

3.1.1 The avionics and full instrumentation panel upgrade package shall be certified for King Air (S/N FL-204) installation and include the required FAA documentation.

3.1.2 The upgrade shall include a new metal panel that has three large format LCD displays sized to fit a King Air Panel.

3.1.3 The avionics upgrade will replace the minimum following items with new equipment:

3.1.3.1 Autopilot, Autopilot Computer and associated servos.

3.1.3.2 1 & 2 Comm. Transceivers.

3.1.3.3 Radar Control Panel with Digital 4 color display.

3.1.3.4 Radar Antenna Unit.

3.1.3.5 1 & 2 transponders with ADS-B (in and out) compliant units.

3.1.3.6 Flight Management System with WAAS certified FMS.

3.1.3.7 Air Data Computer.

3.1.3.8 Existing Engine Indicating Analog Instruments

3.1.3.9 Pilot’s and Co-Pilot’s EFIS Display Tubes

3.1.3.10 RVSM certified airframe at completion.

3.1.4 The avionics upgrade shall either retain the current Collins DME 42, or include a new DME in the upgrade.

3.1.5 The upgrade shall be scheduled to start (on or before) October 23, 2017, and shall be completed within 15 business days.

3.1.6 The upgrade shall come with a two-year warranty on parts and labor and manufacturer’s warranty on the components.

3.2

PERFORMANCE AND SUPPORT REQUIREMENTS

Bidder shall use Attachment B (Bidder Checklist) to respond to this section.

3.2.1 This upgrade shall include training a minimum 2 of our pilots by completion of upgrade. The training shall include:

3.2.1.1 Manufacturer online familiarization training.

3.2.1.2 Simulator Training

3.2.1.3 Specific ground and flight familiarization during aircraft delivery.

4.0

SPECIAL TERMS AND CONDITIONS OF BID

The State reserves the right to negotiate these terms and conditions when it is in the best interest of the State to do so. The Bidder shall not submit its own contract document as a substitute for the State’s Special Terms and Conditions.

Bidders shall accept all terms and conditions or submit point-by-point exceptions along with proposed alternative or additional language for each point. The State may or may not consider any of the Bidder’s suggested revisions. Any changes or amendment to any of the terms and conditions will occur only if the change is in the best interest of the State.

4.1

ACCEPTANCE TESTING

Following the completed Initial Equipment Set-up and Installation, DOA shall begin acceptance testing. The following checks will be completed and the associated paperwork checked:

· The coupling of the autopilot to precision approaches;

· Functional testing of the new Primary Flight Display Screens;

· Results from system self-testing diagnostics;

· Communications from the newly installed Transceivers;

· Transponder functionality testing per CFR 43 App. E &F and ADS-B testing in and out.

· Testing during flight of the Engine Instrumentation;

· RVSM certification;

· FAA documentation;

· Weight & Balance Data updates;

· STC paperwork for installations.

4.2

LIQUIDATED DAMAGES

Both parties acknowledge that it can be difficult to ascertain actual damages when a Contractor fails to carry out the responsibilities of the contract. Because of that, the Contractor acknowledges that for the contract resulting from this RFP, it shall negotiate liquidated damages, as required by the State, for the contract. The Contractor agrees that the Agency shall have the right to liquidate such damages, through deduction from the Contractor’s invoices, in the amount equal to the damages incurred, or by direct billing to the Contractor.

4.3

PAYMENT TERMS

Payment will not be made until the avionics and full instrumentation panel upgrade is determined to meet all Specifications, requirements and deliverables and has been accepted by the Department of Administration.

4.4

CERTIFICATES OF INSURANCE

Upon request by the State of Wisconsin, the Bidder shall provide copies of insurance policies and/or insurance certificates in effect during this Contract. The insurance policies shall be issued by an insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A- unless otherwise approved in writing by the State’s Contract Administrator and the signature of an authorized agent.

The policies and/or certificates shall be submitted to the State upon request, for annual review and/or when insurance coverage(s) or providers are changed. In the event the Contractor’s required insurance policies in effect during this Contract are modified or cancelled, Contractor shall immediately provide notice to the State of Wisconsin.

The Certificates of Insurance listed in Section 4.5 (below) shall be provided as stated herein to

4.5

CANCELLATION AND TERMINATION

4.5.1

TERMINATION FOR CAUSE

The State may terminate this Contract after providing the Contractor with thirty (30) calendar days written notice of the Contractor’s right to cure a failure of the Contractor to perform under the terms of this Contract.

The Contractor may terminate this Contract after providing the State one hundred and twenty (120) calendar days’ notice of the State’s right to cure a failure of the State to perform under the terms of this Contract.

Upon the termination of this Contract for any reason, or upon Contract expiration, each party shall be released from all obligations to the other party arising after the date of termination or expiration, except for those that by their terms survive such termination or expiration.

4.5.2

TERMINATION FOR CONVENIENCE

Either party may terminate this Contract at any time, without cause, by providing a written notice; the State of Wisconsin by providing at least thirty (30) calendar days’ notice to the Contractor, and the Contractor providing at least one hundred and twenty (120) calendar days’ notice to the State in advance of the intended date of termination.

In the event of termination for convenience, the Contractor shall be entitled to receive compensation for any fees owed under the Contract. The Contractor shall also be compensated for partially completed Services. In this event, compensation for such partially completed Services shall be no more than the percentage of completion of the Services requested, at the sole discretion of the State, multiplied by the corresponding payment for completion of such Services as set forth in the Contract. Alternatively, at the sole discretion of the State, the Contractor may be compensated for the actual Service hours provided. The State shall be entitled to a refund for goods or services paid for but not received or implemented, such refund to be paid within 30 days of written notice to the Contractor requesting the refund.

4.5.3

CONTRACT CANCELLATION

The State reserves the right to cancel this Contract in whole or in part without penalty if the Contractor:

· Fails to perform any material obligation required under the Contract

· Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity

· Allows any final judgment not to be satisfied or a lien not to be disputed after a legally-imposed, 30-day notice.

· Makes an assignment for the benefit of creditors

· Fails to follow the sales and use tax certification requirements of s. 77.66 of the Wisconsin Statutes

· Incurs a delinquent Wisconsin tax liability

· Fails to submit a non-discrimination or affirmative action plan as required in the Standard Terms and Conditions (DOA-3054)

· Fails to follow the non-discrimination or affirmative action requirements of subch. II, Chapter 111 of the Wisconsin Statutes (Wisconsin’s Fair Employment Law)

· Becomes a federally debarred Contractor

· Is excluded from federal procurement and non-procurement contracts

· Fails to maintain and keep in force all required insurance, permits and licenses as provided in this Contract

· Fails to maintain the confidentiality of the State’s information that is considered to be Confidential Information, proprietary, or containing Personally Identifiable Information

· Contractor performance threatens the health or safety of a State employee or State customer.

5.0

PRICING STRUCTURE & PRICE SHEET INSTRUCTIONS

5.1

METHOD OF BID

The Bidder shall submit a net unit cost for each item specified. Prices shall be in U.S. dollars unless otherwise indicated. In the event of errors in calculation, unit cost shall prevail.

5.2

PRICE SHEET INSTRUCTIONS

Bidders shall complete the attached Price Sheet – Attachment A. Bidders shall not alter the Price Sheet – Attachment A.

6.0

BID PROCEDURE AND INSTRUCTIONS

6.1

CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this Request for Bid shall be completed. In the event that the Procuring Agency finds it necessary to change any of these dates and times (except estimated dates and times), it will do so by posting an amendment to this RFB on VendorNet.

6.2

CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS

Bidders are expected to raise any questions, exceptions, or additions they have concerning the RFB document by August 14, 2017. If at any time prior to the bid due date, a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the Bidder shall immediately notify the Procuring Agency representative named below of the issue in writing and request modification or clarification of the RFB document.

Email is the preferred method of written contact: Please email to: Susanne.matschull@wisconsin.gov All communication and/or questions on all matters regarding this Bid shall be made in writing and refer to Request for Bid #AD180746 and be directed to Susanne Matschull, Susanne.matschull@wisconsin.gov.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions will be posted on VendorNet (http://vendornet.state.wi.us).

All contact or communication with any employee or officer of the State of Wisconsin concerning this RFB, except Susanne Matschull is strictly prohibited during the period from the date this RFB is released until the date the notice of intent to award is issued. Susanne Matschull may authorize in writing contact or communication with another state employee or officer as circumstances may dictate. Prospective Bidders who hold a current Contract with the Procuring Agency may continue to communicate with the Procuring Agency Contract Administrator regarding the performance of that current Contract only.

6.3

REASONABLE ACCOMMODATIONS

Upon request, the Department of Administration shall provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with a disability. If accommodations are needed at a Bid opening or Bidders’ Conference, please contact: Susanne Matschull at 608-261-2298 or Susanne.matschull@wisconsin.gov.

6.4

VENDORNET REGISTRATION

Registration on the State of Wisconsin’s VendorNet System (http://vendornet.wi.gov) is available free of charge to all businesses and organizations that wish to sell commodities and services to the State. By registering on VendorNet, a Bidder may register for a bidders list for any commodity or service the Bidder is interested in providing to the State. VendorNet also provides automatic email notification each time a Procuring State Agency, including University of Wisconsin System campuses, posts a Request for Bid with an estimated value over $50,000 in their designated commodity and or service area(s). Only registered Bidders with a valid email address at the time an RFB is posted will receive email notifications of amendments. Bidders who obtain the RFB from a third party, through the State of Wisconsin Public Notices website or by any other means assume responsibility for checking for updates to the RFB.

6.5

SUBMITTING A BID

Bidders shall submit an original signed Bid, marked as stated below, and two (2) hard copies AND one (1) ELECTRONIC (USB drive or CD Rom) of all materials required for acceptance of their Bid by the deadline shown on the Request for Bid (DOA-3070) form to:

Susanne Matschull

Wisconsin Dept. of Administration

Consolidated Agency Purchasing Services

101 E. Wilson Street, 6th Floor

Madison, WI 53703 All Bids shall be received and time-stamped at the above location no later than August 28, 2017, 2:00 PM CT. Bids not time-stamped will be considered late and rejected. Receipt of a Bid by the State mail system does not constitute receipt of a Bid by the Department of Administration’s Purchasing Office.

All Bids shall be packaged, sealed in a box or envelope and clearly marked with the following information on the outside of the package:

[BIDDER NAME AND ADDRESS]

Avionics and Full Instrumentation Panel Upgrade

RFB #AD180746

August 28, 2017 at 2:00 PM CT Hand Delivered Bids

The Department of Administration, at 101 E. Wilson St. in Madison, has building security policies and procedures. There is a security checkpoint at the first-floor lobby. All visitors will be required to provide current identification and sign in for a visitor’s pass. Security personnel will call the intended procurement specialist prior to the visitor being allowed to proceed to their destination in the DOA building. This means Bidders shall have the procurement specialist’s name to allow the security guard to place a call to the procurement specialist. The Bidder shall allow ample time to clear security before reaching the Bureau of Procurement office to obtain the required bid time-stamp.

The State is not responsible for deliveries that do not reach the Bureau of Procurement office by the required due date and time.

6.6

FAXED BIDS

Faxed Bids shall not be accepted.

6.7

EMAILED BIDS

E-mailed bids shall not be accepted.

6.8

FORMAT OF BID RESPONSE

Bidders responding to this RFB shall comply with the following format requirements:

6.8.1 Signed Request for Bid Sheet: Include the signed Request for Bid sheet (DOA-3070, front page of this document) with the bid and those certifications required for submittal of a bid. Bids submitted in response to this RFB shall be signed by the person in the vendor's organization who is responsible for the decision as to the prices being offered in the bid or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices. DO NOT COPY AND RETURN THE ENTIRE BID DOCUMENT.

By submitting a signed bid, the vendor's signatories certify that in connection with this procurement: (a) the vendor's organization or an agent of the vendor's organization has arrived at the prices in its bid without consultation, communication or agreement with any other respondent or with any competitor for the purpose of restricting competition, (b) the prices quoted in the bid have not been knowingly disclosed by the vendor's organization or by any agent of the vendor's organization and shall not be knowingly disclosed by same, directly or indirectly, to any other respondent or to any competitor, and (c) no attempt has been made or shall be made by the vendor's organization or by any agent of the vendor's organization to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition.

6.8.2 State of Wisconsin Standard Terms and Conditions (DOA-3054) and State of Wisconsin Supplemental Standard Terms and Conditions for Procurements for Services (DOA-3681) (herein after Terms and Conditions): These Terms and Conditions shall govern this Bid and subsequent award. Vendors shall accept these Standard and Supplemental Terms and Conditions or submit point-by-point exceptions along with proposed alternate or additional language for each point. Submission of any standard vendor Contracts as a substitute for language in the Terms and Conditions is not a sufficient response to this requirement and may result in rejection of the vendor's proposal. The State reserves the right to negotiate contractual Terms and Conditions other than those in the State of Wisconsin Contract when it is in the best interest of the State to do so.

6.8.3 Additional Information: Include the completed Vendor Information sheet (DOA-3477) and Vendor Reference sheet (DOA-3478) and any other forms required in the bid. Include all additional information that shall be essential to an understanding of the bid. This might include diagrams, excerpts from manuals, or other explanatory documentation that would clarify and/or substantiate the bid document.

6.8.4 Price Information: Provide price information on the Price Sheet – Attachment A included in this RFB, include one hard copy of the Price Sheet with the bid response and one electronic copy in Excel format. All prices for furnishing the product(s) and/or service(s) included in the bid in accordance with the terms and conditions in this RFB shall be included. No alternate price formats will be accepted. Alternate price formats may eliminate consideration for this bid.

6.8.5 Bidder Checklist: The Bidder shall include the Bid Response Qualifications and Requirements – Attachment B, included in this RFB. A response to each qualification and requirement listed shall be clearly checked and/or submitted as applicable and the sheet signed.

Any alteration of the Bid forms or Attachments is prohibited and will result in rejection of the Bid.

6.9

MULTIPLE BIDS

Multiple Bids are permitted. However, each separate Bid shall conform fully to the requirements for a Bid submission. Each Bid shall be submitted separately and labeled as Bid #1, Bid #2, etc.; on each page included of the Bid response.

6.10

INCURRING COSTS

Neither the State of Wisconsin nor the Procuring Agency is liable for any costs incurred by the Bidder in responding to this RFB.

7.0

BID ACCEPTANCE AND AWARD

7.1

BID OPENING

A public Bid opening will be held on August 28, 2017 at 2:00 PM Central Time at 101 E. Wilson Street, 6th Floor. The names of all Bidders may be read aloud at that time.

7.2

BID REVIEW

All Bids will be reviewed by the DOA’s Procurement Manager to ensure compliance with submittal requirements. DOA shall be the sole judge as to Bidders’ compliance with the Bid instructions.

7.3

BID ACCEPTANCE

Bids that do not comply with Mandatory Requirements or Mandatory Specifications will be rejected. Bids that do not comply with Special Terms and Conditions of Bid may be rejected. Department of Administration in its sole discretion retains the right to accept or reject any or all Bids, or accept or reject any part of a Bid, if deemed to be in the best interest of the State.

7.4

METHOD OF AWARD

The Bid Award(s) will be made on the basis of the lowest responsive, responsible Bidder. Prices Bid shall be in US dollars unless otherwise indicated. Bids that require a specific quantity or dollar amount will be disqualified. In the event of Bidder error in calculation, unit cost shall prevail in award.

The Department of Administration intends to award to ONE Bidder, whichever is judged to be in the best interest of the State. The State is the sole determinant of its best interests.

Award(s) will be based on the tota cost for the avionics and full instrumentation panel upgrade, in addition to RSVM compliance and the discount for the trade-in allowance for current equipment (See Appendix 2), plus all expenses associated to transporting state staff and the state plane to the Bidder’s facility.

For Bidders that will perform the upgrade at the Home Hangar, or within Dane County, WI no additional costs are necessary.

For Bidders that are located outside of Dane County, WI, but within a 350 mile radius or less, of the home Hangar (3400 Miller Street, Madison, WI 53704) and require the upgrade to be performed at the Bidder’s facility, the following costs will be added to the total bid price:

· The cost per hour to fly the King Air to the Bidder location (per statute mile rate ($7.15 x Miles from Home Hangar to Bidder Facility.))

· Lunch Meal for Two Crew - $20 ($10/each) for in state meals, $30 ($15/each) for out of state meals.

· Car Rental to drive back to Madison - $33.20

· Car Rental back to Bidder Facility for training and to pick-up plane - $33.20.

· Hotel Room for two (2) days for training - $320 (2 separate rooms, $80/night/room)

· Car Rental for two (2) days of training - $66.40 ($33.20/day).

· Meals for Crew – twelve (12) meals for two crew members - $144 for in-state meals (Breakfast $8/person, Lunch $10/person and Dinner $20/person), and $200 for out of state meals (Breakfast $10/person, Lunch $15/person, and Dinner $25/person).

· Rental Car for Training Days - $66.40 ($33.20/day).

· The Cost to fly the King Air back to Home Hangar (per statute mile rate ($7.15 x Miles from Home Hangar to Bidder Facility.))

For Bidders that are located outside a 350 mile radius of the Home Hangar (3400 Miller Street, Madison, WI 53704) and require the upgrade to be performed at the Bidder’s facility, the following costs will be added to the total bid price:

· The cost per hour to fly the King Air to the Bidder location (per statute mile rate ($7.15 x Miles from Home Hangar to Bidder Facility.))

· Lunch Meal for Two Crew - $20 ($10/each) for in state meals, $30 ($15/each) for out of state meals.

· Airline tickets back to Madison for two crew members, (will determine cost based on Bidder Location).

· Airline tickets to Bidder Location for two crew members, (will determine cost based on Bidder Location).

· Hotel Room for 2 days for training - $320 (2 separate rooms, $80/night/room)

· Meals for Crew – 12 meals for two crew members - $144 for in-state meals (Breakfast $8/person, Lunch $10/person and Dinner $20/person), and $200 for out of state meals (Breakfast $10/person, Lunch $15/person, and Dinner $25/person).

· Rental Car for Training Days - $66.40 ($33.20/day).

· The Cost to fly the King Air back to Home Hangar (per statute mile rate ($7.15 x Miles from Home Hangar to Bidder Facility.))

Note: The dollar amount for the airline tickets will be based on the State of Wisconsin contract 505ENT-O14-WSCATRAVEL-01 and calculated on the day the bid is due. Total costs will be available to Bidders after the Notice of Award is issued.

Any fees for training for additional pilots, retention of Collins ADF-60A equipment to be incorporated into the upgrade, and the pricing for any additional upgrades will be considered informational. Bidders shall also provide any documentation to describe what any additional upgrades would include.

7.5

BIDDER REFERENCES/CLIENT LIST

The Bid response shall include a completed Bidder Reference Form (DOA-3478) listing at least four (4) names or companies with whom the Bidder has done business similar in size and scope as required by this RFB within the last three (3) years. For each organization listed, the Bidder shall include the company name, address, contact person, email address and telephone number along with a brief description of the product or service that formed the basis of the business relationship. The Procuring Agency will determine which references to contact in order to assess the quality of the product or service.

7.6

USE OF SUBCONTRACTORS

The Contractor will be responsible for the contract performance of its subcontractors. The Contract will be between the Department of Administration and the awardee. The Contractor will be responsible for its subcontractors’ performance of the pertinent contract obligations including related Specifications, insurance requirements and applicable regulations. The Bidder shall identify any potential subcontractor it intends to use to provide the product or service it will provide if awarded the Contract. All subcontractors shall be approved in writing by the Procuring Agency. Any proposed substitution of an approved subcontractor shall be submitted in writing to the Department of Administration 30 days prior to implementation of the substitution, and include the substitute’s qualifications, the reason for the change, and the intended effective date of the substitution. Failure to notify the Department may result in cancellation of the Contract without notice and without penalty to the State.

7.7

SUPPLIER DIVERSITY

7.7.1

MINORITY-OWNED BUSINESS ENTERPRISE

Minority-owned business enterprises (MBEs) are certified by the Wisconsin Department of Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program. The State of Wisconsin is committed to the promotion of MBEs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified MBEs that compete for State Contracts. This means that State agencies may make an award to the MBE submitting the lowest qualified bid when that qualified Bid is not more than 5% higher than the apparent low Bid. (A MBE Bidder preference will not be considered on a printing or stationery procurement.) Policy provides that MBEs should have the maximum opportunity to participate in the performance of its Contracts. The Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to MBEs or by using such enterprises to provide commodities and services incidental to this agreement.

The Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Wisconsin Supplier Diversity Program, their contract amount, and spend for each period to the Procuring Agency.

A listing of certified MBEs, as well as the services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

7.7.2

VETERAN-OWNED BUSINESS

The State Bureau of Procurement encourages the participation of veteran-owned businesses (VBs) in the statewide purchasing program by inviting VBs to actively solicit public purchasing business and by reducing undue impediments to such participation. VBs are certified by the Department of Veterans Affairs (DVA). Applicants shall complete a Veteran-owned Business Request for Certification form (WDVA 1037). Contact the DVA at: http://dva.state.wi.us There is no price preference for certified VBs that compete for State Contracts.

7.7.3

DISABLED VETERAN-OWNED BUSINESS

Disabled veteran-owned businesses (DVBs) are certified by the Wisconsin Department of Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program. The State of Wisconsin is committed to the promotion of DVBs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified DVBs that compete for State Contracts. This means that State agencies may make an award to the DVB submitting the lowest qualified Bid when that qualified Bid is not more than 5% higher than the apparent low Bid. (A Bidder preference will not be considered on a printing or stationery procurement.) Policy provides that DVBs should have the maximum opportunity to participate in the performance of its Contracts. The Supplier/Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to DVBs or by using such enterprises to provide commodities and services incidental to this agreement.

The Supplier/Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Supplier Diversity Program and their Contract amount.

A listing of certified DVBs, as well as the services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

7.7.4

WOMAN-OWNED BUSINESS ENTERPRISE

Woman-owned business enterprises (WBEs) are certified by the Wisconsin Department of Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program.

State certified WBEs are able to provide both governmental entities and private companies with a credible recognition of the business’ ownership. The WBE certification may serve as an additional marketing tool when seeking contract opportunities with entities that place a value on having a diverse supplier base. There is no price preference for certified WBEs that compete for State Contracts.

A listing of certified WBEs, as well as the services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

7.8 AWARD NOTIFICATION

All Bidders who respond to this RFB with a Bid shall be notified in writing of the Agency’s intent to contract.

8.0

REQUIRED FORMS

The following is a list of forms pertaining to this RFB. An “X” preceding the form indicates that it shall be completed and returned with the Bid response.