RFP-002-26 AIRCRAFT MAINTENANCE-REPAIRS.pdf

FLHSMV-RFP-002-26, Page 1 of 27

STATE OF FLORIDA

DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES

June 9, 2025

With this sheet you have received solicitation documents for the following:

Solicitation Number: FLHSMV-RFP-002-26

Title of Solicitation (items solicited): Aircraft Maintenance and Repairs

Commodity Code(s): 78181800 Fixed wing aircraft maintenance and repair services 78181801 Aircraft fixed wing maintenance service 78181802 Aircraft rotary wing maintenance service 78181900 Rotary wing aircraft maintenance and repair services

Date and Time Proposals are Due: July 8, 2025, no later than 2:00 p.m., Eastern Time

Department of Highway Safety and Motor Vehicles Neil Kirkman Building 2900 Apalachee Parkway

Tallahassee, Florida 32399-0524

It is important that Respondents monitor the Vendor Information Portal (VIP) for any changes to this solicitation. It is the responsibility of the Respondent to check the VIP for new or changing information.

To receive information on Department of Highway Safety and Motor Vehicles (FLHSMV) solicitations 24 hours a day, 7 days a week, visit the Vendor Information Portal (VIP) at:

MyFloridaMarket Place Vendor Information Portal

Note: Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes (F.S.), or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

https://vendor.myfloridamarketplace.com/

FLHSMV-RFP-002-26, Page 2 of 27

Table of Contents

1.0 Solicitation Introduction 4

2.0 Purpose and General Overview

2.1 Definitions

2.2 Procurement Officer

2.3 Term

2.4 Renewals

2.5 Solicitation Conflicts and Order of Precedence

3.0 RFP Process Overview

3.1 General Overview

3.2 Who May Respond

3.3 Restriction on Communications

3.4 Respondent Questions

3.5 Addenda

3.6 Cost of Proposal Preparation

3.7 Proposal Opening

3.8 Disclosure of Proposal Contents

3.9 Modification or Withdrawal of Response

3.10 Prohibition of Gratuities

3.11 Diversity

3.12 Monthly Certified Business Enterprise Report

3.13 Non-Exclusive Rights

3.14 Proposal Tenure

3.15 Accessibility for Disabled Persons

3.16 Cooperation with the Inspector General

3.17 MyFloridaMarketPlace Transaction Fee

4.0 Additional Information

4.1 Mandatory Requirements

4.2 Minor Proposal Exceptions

4.3 Non-Responsive Responses, Non-Responsible Proposers

4.4 Subcontracts

4.5 Joint Ventures and/or Legal Partnerships

FLHSMV-RFP-002-26, Page 3 of 27

5.0 Response Submission Instructions

5.1 Response Submission

5.2 Redacted Submissions

5.3 Mandatory Submission Requirements

5.4 Florida Preference (No points will be awarded)

5.5 Proposal Guarantee

5.6 Contractual Submissions

5.7 Contractor Responsibility

5.8 Additional Documents/Requirements

6.0 Award Methodology

6.1 Basis of Award

6.2 Proposal Clarification

6.3 Posting of Agency Decision

Attachments:

ATTACHMENT A – CALENDAR OF EVENTS

ATTACHMENT B – SCOPE OF WORK

EXHIBIT 1 – MONTHLY CBE REPORT

ATTACHMENT C – ADDITIONAL TERMS AND CONDITIONS

ATTACHMENT D – RESPONDENT INFORMATION FORM

ATTACHMENT E – PAST PERFORMANCE – CLIENT REFERENCES

ATTACHMENT F – PRICE SHEET

ATTACHMENT G – SUBCONTRACTOR UTILIZATION FORM

ATTACHMENT H – MANDATORY MINIMUM REQUIREMENTS

ATTACHMENT I – EVALUATION CRITERIA

FLHSMV-RFP-002-26, Page 4 of 27

1.0 Solicitation Introduction

Listed below are important things to keep in mind when responding to a solicitation for the Florida Department of Highway Safety and Motor Vehicles.

A. Read the entire document. Note critical items such as: mandatory requirements; bond(s) requirements (response, performance and/or damages); sample(s) required;

supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; and contract requirements (e.g., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

B. Note the Procurement Officer's name, address, phone number(s) and e-mail address.

This is the only person you are allowed to communicate with regarding the solicitation and is an excellent source of information for any questions you may have.

C. Take advantage of the “question and answer” period. Submit your questions to the

Procurement Officer by the due date listed in the Calendar of Events, and view the answers given in the formal “addenda” issued for the solicitation. Also, please refer to any Addenda.

D. Follow the format required in the solicitation when preparing your response submission.

Provide point-by-point responses to the required sections in a clear and concise manner and do not skip or miss sections.

E. Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the Department or evaluation committee (if applicable) will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the Department. Responses are reviewed based solely on the information and materials provided in your response.

F. Use the forms provided. For example: Certification forms; Price Sheet forms;

Savings/Discount/Price Reduction; Customer References; etc., if any are included in this solicitation.

G. Review and read the solicitation document again to make sure that you have addressed all requirements. The original electronic copy of the reply must bear an original signature in the appropriate locations and must include all attachments.

H. Submit your response on time. Note all of the dates and times listed in the Calendar of

Events and within the document and be sure to submit all required items on time. Late responses will not be opened or considered and will be rejected. In addition, physical response submittals are not allowed and will not be accepted, opened or considered and will be rejected.

FLHSMV-RFP-002-26, Page 5 of 27

2.0 Purpose and General Overview

The Department is issuing this Request for Proposals (RFP) to establish contracts with up to six (6) vendors that will provide scheduled and unscheduled routine maintenance and inspections, routine repairs, and alterations on Department’s fixed wing or other rotor aircraft in accordance with Title 14 Code of Federal Regulation (14 CFR) parts 43, 91, and 145 and other applicable Federal Aviation Regulations (FAR). The Contractor shall provide all labor, materials, supervision, and equipment necessary to conduct the services necessary to maintain the Department’s Fixed Wing and other Rotor Aircraft.

The Department may award multiple contracts under this RFP or implement supplemental contracts for work related to the Contract. The number of awards shall be made at the sole discretion of the Department. An award under this contract is no guarantee of work, and the distribution of work to awardees shall be at the sole discretion of the Department.

A Respondent is not required to provide services for all aircraft; portions are acceptable and will be reviewed by the Department as submitted by the Respondent as required herein.

2.1 Definitions

a) Authorized Representative: The owner, corporate officer, or director of the

Contractor authorized to legally bind it in a contractual obligation. A document establishing delegated authority must be included with the response, if signed by other than the Authorized Representative.

b) Business Day: Any day in which normal business is conducted, typically

Monday through Friday, excluding State-observed holidays.

c) Business Hours: The hours of 8:00 A.M. to 6:00 P.M., Eastern Time, on any business day.

d) Contract: A formal purchasing document that contains or incorporates the terms and conditions that apply to the purchase to be made pursuant to this RFP, executed between the Department and Contractor.

e) Contractor: One of the parties selected for award under this RFP, with whom the Department intends to enter into a formal contract document. Also referred to as “Respondent” or “Vendor”; the terms “Contractor,” “Respondent,” or “Vendor” may be used interchangeably.

f) Contract Term: The longest period of time the contract could remain in effect, including the optional renewal term and any required extension(s) authorized under the provisions of Section 287.057(12) and (13), F.S. Whether the contract remains in effect during this entire time frame is dependent upon satisfactory performance by the Contractor, exercise by the Department of optional renewal

FLHSMV-RFP-002-26, Page 6 of 27 periods, continued appropriations by the Legislature, and other factors stated in the RFP and resulting contract.

g) Confidential Information: Data, material and information deemed “exempt” or

“confidential” by the Florida Public Records Law, Chapter 119, F.S., or any other provision of the F.S., or Article I, Section 24, Florida Constitution, or as identified by Federal law, or as identified by the Department. For purposes of this RFP and resulting contract, reference to Confidential Information includes personal identification information, including, but not limited to, Social Security Numbers, addresses, or Contractor’s proprietary information.

h) Day: A calendar day, unless otherwise specified.

i) Prospective Contractors: Entities submitting a formal response to this RFP;

also referred to as “Respondents,” Proposers” or “Vendors.”

j) Purchase Order or PO: The purchasing document memorializing and/or incorporating the terms and conditions of the purchase issued by the Department via the eProcurement system. See PUR Form 1000, paragraph 2, referenced in ATTACHMENT C, ADDITIONAL TERMS AND CONDITIONS. (Note: The terms “Purchase Order” and “Contract” are intended to be utilized interchangeably herein, although a purchase order is not “executed” by the parties.)

k) Request for Proposals (RFP): This Request for Proposals.

l) Respondent: Entities submitting a formal response to this RFP. Also referred to as “Contractor” or “Vendor”; the terms “Contractor,” “Respondent,” or “Vendor” may be used interchangeably.

m) State or Department: State or Department shall be synonymous with the Florida

Department of Highway Safety and Motor Vehicles.

n) Subcontractor: Any person, other than an employee of the contractor, who performs any of the services listed in this solicitation for compensation paid by the Contractor. See solicitation to determine whether subcontracting is permitted.

o) Vendor: Any firm or person who submits a response to the Department in response to this solicitation. Also referred to as “Contractor” or “Vendor”; the terms “Contractor,” “Respondent,” or “Vendor” may be used interchangeably.

FLHSMV-RFP-002-26, Page 7 of 27

Also see links provided in ATTACHMENT C - ADDITIONAL TERMS AND CONDITIONS for additional definitions in PUR 1000, Paragraph 1, and PUR 1001, Paragraph 1.

2.2 Procurement Officer

The Procurement Officer, acting on the behalf of the Department, is the sole point-of-contact regarding all procurement matters relating to this solicitation. All questions and requests for clarification are to be directed to:

Stephanie Sanford Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles Neil Kirkman Building, Mail Station 31 2900 Apalachee Parkway Tallahassee, Florida 32399-0524 850-617-3184 StephanieSanford@flhsmv.gov

Section 287.057(25), F.S., requires that “Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting of the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.”

2.3 Term

The original contract term shall be for a period of three (3) years from the date of contract execution or issuance of the purchase order, unless terminated earlier by the Department under the terms provided herein, with the option to renew for a period of up to three (3) years.

2.4 Renewals

Renewal may be structured as a single three-year term, three (3) one (1) year terms, or any combination totaling no more than three (3) years. Exercise of the renewal option is at the Department’s discretion and will be contingent upon satisfactory service, and subject to annual appropriation by the state Legislature (See, subsection 287.057(13), F.S.).

2.5 Solicitation Conflicts and Order of Precedence

https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_Conditions.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf mailto:StephanieSanford@flhsmv.gov

FLHSMV-RFP-002-26, Page 8 of 27

All responses are subject to the terms and conditions of this RFP which, in case of conflict, shall have the following order of precedence:

a) RFP Addenda, in reverse order of issuance;

b) RFP, including all attachments;

c) General Contract Conditions (PUR 1000);

d) General Instructions to Respondents (PUR 1001); and

e) Contractor’s submitted response.

3.0 RFP Process Overview

3.1 General Overview

The Request for Proposal (RFP) is a method of competitively soliciting a commodity or contractual service under section 287.057(1)(b), F.S., and awarding a contract to the responsive and responsible Respondent(s) submitting the most advantageous proposal to the state, based on the price and other criteria in the RFP. The Department posts an RFP on the state of Florida Vendor Information Portal (VIP) to initiate the solicitation process.

3.2 Who May Respond

The Department seeks proposals from capable Vendors and seeks to contract with up to six (6) Respondents to provide aircraft inspections, maintenance and repairs as described in ATTACHMENT B - SCOPE OF WORK.

The Respondent must be authorized to conduct business within the state of Florida and must possess the experience and have the capability (e.g., sufficient personnel and resources) to provide the products and services described in this RFP in a timely and workmanlike manner. The Department retains the right to request additional information pertaining to the Respondent’s ability and qualifications to fully perform the contract requirements described in this RFP and integrity and reliability to assure good faith performance. See Section 4.3, Non-Responsive Responses, Non-Responsible Proposers, for additional information.

3.3 Restriction on Communications

Respondents to this RFP or persons acting on their behalf may not contact, between the release of the RFP and the end of the seventy-two (72) hour period following the agency posting of the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this RFP, except in writing to the Procurement Officer or as provided in the RFP documents. Violation of this provision may be grounds for rejecting a response.

https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_Conditions.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

FLHSMV-RFP-002-26, Page 9 of 27

3.4 Respondent Questions

Questions related to this RFP must be received in writing, via email, by the Procurement Officer listed in the Procurement Officer Section above, within the time indicated in ATTACHMENT A - CALENDAR OF EVENTS. Questions must reference FLHSMV-RFP-002-26 in the subject line of the e-mail.

Written answers to questions received by the Department will become part of this solicitation and will be posted on the VIP, through an addendum, on or about the date referenced in the Calendar of Events.

Note: The Department reserves the right to respond to late-submitted questions if doing so, in the sole and exclusive discretion of the Department, is in the state’s best interest (e.g., the question identifies inconsistent terms that could negatively impact service delivery or pricing).

3.5 Addenda

If the Department deems it necessary to supplement, modify or interpret any portion of the solicitation or exhibits, addenda and materials relative to this procurement, it will be posted on the VIP at:

MyFloridaMarket Place Vendor Information Portal

It is the responsibility of the Respondent to check the VIP for new or changing information.

3.6 Cost of Proposal Preparation

Neither the Department nor the state of Florida is liable for any of the costs incurred by a Respondent in preparing and submitting a response.

3.7 Proposal Opening

The Department will hold a public opening of the responses at the date, time, and location (including a conference call number) indicated in the Calendar of Events.

3.8 Disclosure of Proposal Contents

All documentation produced as part of the RFP will become the exclusive property of the Department and will not be returned to the Respondent unless it is withdrawn prior to the proposal opening in accordance with Section 3.9, Modification or Withdrawal of Response, below.

FLHSMV-RFP-002-26, Page 10 of 27

The Department shall have the right to use any and all ideas or adaptations of ideas contained in any proposal received in response to this solicitation. Selection or rejection of the response will not affect this right.

3.9 Modification or Withdrawal of Response

Respondents may modify a response at any time prior to the response due date by sending the modified response submittal to the Procurement Officer. A response may be withdrawn by notifying the Procurement Officer in writing before the opening of proposals.

3.10 Prohibition of Gratuities

By submission of a response, a Respondent certifies that no elected official or employee of the state of Florida has or shall benefit financially or materially from such response or subsequent contract in violation of the provisions of Chapter 112, F.S. Any contract issued as a result of this RFP may be terminated if it is determined that gratuities of any kind were either offered or received by any of the aforementioned parties.

3.11 Diversity

The Department is dedicated to fostering the continued development and economic growth of minority, veteran, and women-owned businesses. Participation of a diverse group of Respondents doing business with the state is central to the Department’s efforts. To this end, small minority, veteran-owned and women-owned business enterprises are encouraged to participate in the state’s procurement process as both prime Respondents and subcontractors under prime contracts.

The state of Florida’s Office of Supplier Diversity may be reached at 850-487-0915 and can assist in furnishing names of qualified minorities for subcontracting activities under prime contracts. (See section 3.12, Minority Certified Business Enterprise Report, below.)

3.12 Monthly Certified Business Enterprise Report

a) The Contractor shall provide to the Department a monthly Certified Business

Enterprise (CBE) Report (ATTACHMENT B – EXHIBIT 1). The monthly report shall summarize the participation of certified and non-certified minority and service-disabled veteran subcontractors/material suppliers performing any services related to the Contract for the current month.

b) The Contractor shall complete and submit each Monthly Certified Business

Enterprise (CBE) Report, by the 5th day of the following month (or next business

FLHSMV-RFP-002-26, Page 11 of 27 day if the 5th day is on a weekend day or holiday) to the following Department email address:

bpcreporting@flhsmv.gov Note the subject line of the e-mail with: Monthly CBE Report

c) Should the Contractor utilize subcontractors/material suppliers meeting the criteria in this section but have nothing to report for the month, the Contractor shall still send an e-mail to the address identified above stating that there is no information to report for the previous month.

d) Should the Contractor not utilize subcontractors/material suppliers meeting the criteria in this section, the Contractor shall provide a letter to the email address noted above, on Contractor letterhead, indicating that this reporting requirement does not apply. If this changes, however, at any time during the contract term, the Contractor shall immediately implement the reporting requirements of this section.

3.13 Non-Exclusive Rights

The right to provide the Products or services, as applicable, which will be granted under the resultant contract/purchase order, shall not be exclusive. The Department reserves the right to contract for and purchase products or services from as many firms as it deems necessary without infringing upon or terminating the resultant contract/purchase order.

3.14 Proposal Tenure

All responses are binding for one hundred eighty (180) days following the response opening date.

3.15 Accessibility for Disabled Persons

If special accommodations are needed to attend any solicitation-related event open to the public, please advise the Bureau of Purchasing and Contracts at 850-617- 3203 no later than five (5) business days prior to the event.

3.16 Cooperation with the Inspector General

The Contractor, and any subcontractors, understands and will comply with its duty to cooperate with the Department’s Inspector General in any investigation, audit, inspection, review or hearing pursuant to section 20.055(5), F.S.

3.17 MyFloridaMarketPlace Transaction Fee

FLHSMV-RFP-002-26, Page 12 of 27

The Florida Department of Management Services (DMS) has instituted MyFloridaMarketPlace, a statewide eProcurement System. Pursuant to section 287.057(22), F.S., all payments shall be assessed a Transaction Fee (see, statutory section for fee amount), which each Contractor shall pay to the state of Florida, unless exempt pursuant to Rule 60A-1.031, Florida Administrative Code (F.A.C.).

For payments within the state accounting system (the Florida Accounting Information Resource (FLAIR) Subsystem or its successor), the Transaction Fee shall, when possible, be automatically deducted from payments to the Contractor. If automatic deduction is not possible, each Contractor shall pay the Transaction Fee pursuant to Rule 60A-1.031(2), F.A.C. By submission of these reports and corresponding payments, a Contractor certifies their correctness. All such reports and payments shall be subject to audit by the state or its designee.

Each Contractor shall receive a credit for any Transaction Fee paid by the Contractor for the purchase of any item(s) if such item(s) are returned to the Contractor through no fault, act, or omission of the Contractor. Notwithstanding the foregoing, a Transaction Fee is non-refundable when an item is rejected or returned, or declined, due to the Contractor’s failure to perform or comply with specifications or requirements of the agreement.

Failure to comply with these requirements shall constitute grounds for declaring the Contractor in default and recovering reprocurement costs from the Contractor in addition to all outstanding fees. CONTRACTORS DELINQUENT IN PAYING

TRANSACTION FEES MAY BE EXCLUDED FROM CONDUCTING FUTURE

BUSINESS WITH THE STATE.

4.0 Additional Information

4.1 Mandatory Requirements

The Department, as defined herein, has established certain requirements with respect to responses submitted to competitive solicitations. The use of “shall,” “must,” or “will” (except to indicate the future) in this RFP, indicates a mandatory requirement or condition.

The words “should” or “may” in this RFP indicate desirable attributes or conditions but are permissive in nature. Deviation from, or omission of, such desirable feature will not in itself cause rejection of a response.

4.2 Minor Proposal Exceptions

The Department reserves the right to waive minor deviations or exceptions in responses providing such actions are in the best interest of the state of Florida and

FLHSMV-RFP-002-26, Page 13 of 27 the Department. Minor deviations/exceptions are defined as those that have no adverse effect upon the state’s interest and would not affect the outcome of the award by giving a Respondent an advantage or benefit not enjoyed by other Respondents.

4.3 Non-Responsive Responses, Non-Responsible Proposers

Responses, which do not conform in all material respects to the requirements of this solicitation or which fail to provide all required information, documents or materials may be rejected as non-responsive.

Material requirements of the solicitation are those set forth as mandatory or without which an adequate analysis and comparison of responses are impossible, or those which affect the competitiveness of responses, or the cost to the Department.

Respondents whose responses, past performance, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the resulting Contract may be rejected as non-responsible. The Department reserves the right to determine which responses meet the material requirements of this RFP, and which Respondents are responsible.

“Responsible” or “Qualified Respondent” means a person or firm with the capability in all respects to perform fully the contract requirements and the integrity and reliability to assure good faith performance. Failure to provide information as required in this RFP, to determine responsibility, may be cause for rejection of the response.

Response submittals will be considered only from Respondents who are regularly engaged in the type of service/products/business that is the subject of this RFP, are financially responsible, and have the necessary equipment and personnel to provide the services and goods required by the solicitation.

4.4 Subcontracts

The Respondent may, only with prior written consent of the Department, enter into written subcontracts for the delivery of products or performance of services described in this RFP. Anticipated subcontract agreements known at the time of response submission must be identified in the response. If a subcontract has been identified at the time of response submission, a copy of the proposed subcontract must be submitted.

No subcontract, which the Contractor enters into with respect to performance of any of its functions under the Contract, shall in any way relieve the Contractor of any responsibility for the performance of its contractual duties.

FLHSMV-RFP-002-26, Page 14 of 27

4.5 Joint Ventures and/or Legal Partnerships

Joint ventures or legal partnerships shall be viewed as one (1) Respondent.

Authorization for signatures provided by a joint venture/legal partnership shall have authorizations attached thereto and must be submitted with the response submission.

4.6 Prohibition against considering social, political, or ideological interests in government contracting

In accordance with Section 287.05701, F.S., the Department may not request documentation of or consider a Vendor’s social, political, or ideological interests when determining if the Vendor is a responsible Vendor and may not give preference to a Vendor based on the Vendor’s social, political, or ideological interests.

5.0 Response Submission Instructions

5.1 Response Submission

Responses shall be prepared simply and economically, providing a straightforward, concise delineation of the contractor’s capabilities to satisfy the requirements of this RFP. The emphasis of each response shall be on completeness and clarity of content. The response forms furnished with this RFP must be submitted with the response and are to be filled out in pen and ink or typewritten with no alterations, changes or amendments made within. All forms must be signed and dated by the Vendor’s Authorized Representative.

Completed forms must be included in the Respondent’s response. If any item is missing or incomplete, the response may be deemed non-responsive. The entire response packet with all forms and documents required shall be referred to as the Respondent’s “Response.”

The Respondent shall submit its response in the following manner:

5.1.1 One (1) electronic version of the original response, marked “Original

Response” (required information in Section 5.3 Mandatory Submission Requirements below), and one (1) electronic copy of the redacted response, marked ”Redacted Copy” , if applicable (see, subsection 5.2, Redacted Submissions, below) must be submitted by email to the Procurement Officer identified in Section 2.2, Procurement Officer, no later than the time indicated in ATTACHMENT A - CALENDAR OF EVENTS, for receipt of responses.

Please note: If a redacted copy is not provided, the Department will provide a copy of the original submittal upon any public records request.

FLHSMV-RFP-002-26, Page 15 of 27

5.1.2 One (1) electronic version of the TECHNICAL RESPONSE, as indicated in Section 5.3.5. TECHNICAL RESPONSE MANDATORY

DOCUMENTATION.

5.1.3 All pages must be numbered, identify the RFP number, and include the

Respondent’s name.

5.1.4 Delivery of Responses:

All proposals shall be submitted via EMAIL ONLY and addressed to the Procurement Officer identified in subsection 2.2, Procurement Officer and below, and must be received by or before the date and time indicated in ATTACHMENT A, CALENDAR OF EVENTS. The Department will not consider late responses. Respondents are advised to examine their responses carefully and to ensure all mandatory requirements are met.

Hardcopy/paper submissions will not be accepted.

The electronic versions - ORIGINAL including all attachments, a REDACTED copy and the TECHNICAL RESPONSE - shall be submitted via email to the procurement officer below. The email shall contain the solicitation number FLHSMV-RFP-002-26 – OFFICIAL RESPONSE and company name and sent to the Procurement Officer below:

Stephanie Sanford Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles 850-617-3184

StephanieSanford@flhsmv.gov and

Purchasing@flhsmv.gov

Upon submittal, the Contractor shall request confirmation from the Department for proof of receipt. The Department will respond with confirmation upon receipt of each response. If no receipt is provided, it’s the Contractors responsibility to contact the procurement officer for further inquiry.

Please note: If a redacted copy is not provided, the Department will provide a copy of the original submittal upon any public request.

Responses that include any qualifying language, conditions, caveat(s), modification(s), or other language changing or not mailto:StephanieSanford@flhsmv.gov mailto:Purchasing@flhsmv.gov

FLHSMV-RFP-002-26, Page 16 of 27 meeting the requirements of the RFP, anywhere in the response will be viewed as a conditional response and the Department may reject the RFP response.

5.2 Redacted Submissions

This subsection supplements Section 19 of the PUR 1001.

If the Respondent considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, F.S., the Florida Constitution or other authority, the Respondent must mark the document as “Confidential” and simultaneously provide the Department with a separate redacted copy of its response and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the Department’s solicitation name, number and the Respondent’s name on the cover and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Respondent claims are confidential, proprietary, trade secret or otherwise not subject to disclosure.

In the event of a request for public records pursuant to Chapter 119, F.S., the Florida Constitution, or other authority, to which documents that are marked as confidential are responsive, the Department will provide the Redacted Copy to the requestor. If a requestor asserts a right to the Confidential Information, the Department will notify the Respondent such an assertion has been made. It is the Respondent’s responsibility to assert that the information in question is exempt from disclosure under Chapter 119 or other applicable law. If the Department becomes subject to a demand for discovery or disclosure of the Confidential Information of the Respondent in a legal proceeding, the Department shall give the Respondent prompt notice of the demand prior to releasing the information (unless otherwise prohibited by applicable law). The Respondent shall be responsible for defending its determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise not subject to disclosure.

By submitting a response, the Respondent agrees to protect, defend, and indemnify the Department for any and all claims arising from or relating to the Respondent’s determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise not subject to disclosure. If the Respondent fails to submit a redacted copy of information it claims is confidential, the Department is authorized to produce the entire documents, data or records submitted to the Department in answer to a public records request for these records.

https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

FLHSMV-RFP-002-26, Page 17 of 27

5.3 Mandatory Submission Requirements

The Respondent’s response shall consist of the following requirements. All items listed below are mandatory, unless otherwise noted. FAILURE TO INCLUDE ANY ITEM

REQUIRED TO BE INCLUDED IN THE RESPONSE MAY RESULT IN THE

REJECTION OF A RESPONDENT’S RESPONSE.

5.3.1 RESPONDENT INFORMATION FORM, ATTACHMENT D (No points will be awarded)

This form serves as the document covering transmittal of the response, as well as verification of the Respondent’s name, address, and Federal Employer Identification (FEID) Number. The form must be completed in its entirety to provide the name, title, address, telephone number and email address of the official Respondent’s contact person and contract manager, and alternates for those persons, if available. These individuals must have the authority to bind the Respondent to a contract and shall be available to be contacted by telephone and to attend meetings as may be appropriate.

ATTACHMENT D – RESPONDENT INFORMATION FORM, shall be labeled and tabbed separately and must be included with the original electronic response only.

5.3.2 PAST PERFORMANCE - CLIENT REFERENCES, ATTACHMENT E (90

points possible)

In the spaces provided on page 1 of ATTACHMENT E - PAST PERFORMANCE - CLIENT REFERENCES, the Respondent must:

a) List all business names under which it has operated during the last three (3) years. The Respondent must mark N/A if the Respondent’s business name has not changed within the past three (3) years.

b) Provide the information identifying three (3) separate and verifiable, Non-FLHSMV (Department of Highway Safety and Motor Vehicles) client references, including whether each Client reference is being used to verify the minimum experience required by this RFP.

The client references listed must be able to attest that the Respondent provided aircraft inspections, maintenance and repairs, according to the scope of work contemplated in this RFP. The same client reference may not be listed for more than one (1) of the required references and confidential client references shall not be included.

FLHSMV-RFP-002-26, Page 18 of 27

In the spaces provided on pages 2 and 3 of ATTACHMENT E - CLIENT PAST PERFORMANCE QUESTIONNAIRE, the three 3) separate and verifiable, non-FLHSMV client references listed on page 1 of ATTACHMENT E each must complete, sign a separate ATTACHMENT E - PAST PERFORMANCE QUESTIONNAIRE concerning the scope of the work the Respondent performed for that client. If the Respondent has had a name change since the time work was performed for a listed Client reference, the name under which the Respondent operated at that time must be provided in the space provided for Contractor’s Name on pages 2 and 3 of ATTACHMENT E - CLIENT PAST PERFORMANCE

QUESTIONNAIRE.

Client references that are listed as subcontractors will not be accepted as Past Performance client references under this RFP. Entities having an affiliation with the Respondent (i.e., currently a parent entity or a subsidiary entity having common ownership, having common directors, officers, or agents, or sharing profits or liabilities) will not be accepted as Past Performance client references under this RFP.

ATTACHMENT E - PAST PERFORMANCE - CLIENT REFERENCES

ATTACHMENT E shall be completed as indicated below:

a) Page 1 of ATTACHMENT E which has been completed by the Respondent; and

b) The three (3) separate CLIENT PAST PERFORMANCE QUESTIONNAIRES, pages 2 and 3 of ATTACHMENT E, which have been completed by the three (3) separate and verifiable, non- FLHSMV client references listed on page 1 of ATTACHMENT E).

The client references shall be clearly labeled and tabbed separately and must be included with the original electronic response only.

5.3.3 PRICE SHEET, ATTACHMENT F (250 points possible)

The Respondent shall submit a completed ATTACHMENT F, PRICE SHEET in electronic format (Excel), as provided by the Department, and a signed version in Adobe pdf format, to be considered responsive.

Respondents are not required to provide all services; portions (separate tiers) are acceptable and will be reviewed by the Department as submitted.

a) The Respondent shall provide a dollar amount in each yellow cell of the price sheet for any tier, including both the original and renewal

FLHSMV-RFP-002-26, Page 19 of 27

Contract term for services in which the Respondent intends to provide services.

b) All prices shall be inclusive of all costs, fees, expenses, lodging services, shipping and basic consumables (I.e., all-purpose cleaner, wipes, etc.). The Mobile Maintenance Hourly Rate must include all expenses the Respondent will incur in providing Mobile Maintenance, including, but not limited to, travel to the site where mobile maintenance is to be provided, and the fuel, labor, and other expenses necessary to travel to the site where mobile maintenance is to be provided. The Respondent is not permitted to bill the Department for, and Mobile Maintenance Hourly Rate does not apply to, the travel time required to provide mobile maintenance; that expense must be included in the Mobile Maintenance Hourly Rate.

c) Pricing shall be consistent and reasonable with aviation maintenance industry standards in regard to cost.

d) The Respondent shall use legible handwriting, if applicable, when completing the price sheet(s).

e) All price sheet calculations will be verified for accuracy by the Department. If mathematical error(s) in a Respondent’s price sheet calculations are identified, unit prices submitted by the Respondent will be used to determine the total price for that Respondent, unless determined otherwise by the Department.

Price(s) will be final based on Department verification. Department-corrected price sheets will be made available upon written request to the Respondent as permitted by state law.

f) The Department will not accept and will not agree to any qualifying or caveat language for pricing within ATTACHMENT F

- PRICE SHEET. A response that includes qualifying or caveat language on ATTACHMENT F – PRICE SHEET will be viewed as a conditional response and the Department will reject the Respondent’s response. (See, also Section 4.3, Non-Responsive Responses, Non-Responsible Respondents.)

g) ATTACHMENT F - PRICE SHEET, shall be labeled and tabbed separately and must be included with the original electronic response only.

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5.3.4 SUBCONTRACTOR UTILIZATION FORM, ATTACHMENT G (No points will be awarded.)

Anticipated subcontract agreements known at the time of response submission, including the percentage of work to be performed by each subcontractor, must be identified in the response using ATTACHMENT G

– Subcontractor Utilization Form, or the response may be deemed non-responsive.

ATTACHMENT G – SUBCONTRACTOR UTILIZATION FORM, shall be labeled and separated in an easily identifiable section and should be included with the original electronic response only.

5.3.5 PUR 2024 (found at PUR Forms), Part A: Use of Coercion for Labor and Services and Part B: Provision of Commodities Produced by Forced Labor.

The response must contain a completed PUR 2024, and shall be labeled, and tabbed separately and should be included with the original electronic response only.

5.3.6 PUR 7801 Vendor Certification Form (found at PUR Forms).

The response must contain a completed PUR 7801, and shall be labeled, and tabbed separately and should be included with the original electronic response only.

5.3.7 TECHNICAL RESPONSE MANDATORY DOCUMENTATION (350 points

possible, allocated as indicated below in Items a) through e)

The Respondent’s reply to this section of the RFP shall be tabbed, shall consist of the following mandatory documentation, and MUST be submitted with the original, electronic response and all other electronic versions of the Response:

a) Table of Contents (No points will be awarded)

The response shall include a Table of Contents. The Table of Contents shall contain section headings and subheadings along with corresponding page numbers.

b) Executive Summary (No points will be awarded)

The response shall include an executive summary, no longer than ten

(10) single-sided pages in length, that demonstrates the Respondent’s https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

FLHSMV-RFP-002-26, Page 21 of 27 overall understanding of the need for and purpose of the project and describes the salient features of the Respondent’s technical response.

c) Organizational Structure and History (No points will be awarded)

Limited to a maximum of ten (10) pages, the Respondent shall provide the requested information below which will demonstrate the Respondent’s and subcontractor(s)'s ability to successfully complete the work described in this RFP and its appendices, attachments, exhibits and referenced supporting documentation. The Respondent’s and any proposed subcontractor(s) information shall be shown separately.

Specifically, the Respondent’s and their subcontractor(s) must provide:

1. Full legal name;

2. Proof of legal entity and authorization to do business with

(and in) the state of Florida;

3. Country and state of incorporation;

4. Principal place of business;

5. Description of the Respondent’s organization, including number of years in business, subsidiaries, parent corporations, officers; include organizational charts and details concerning the number of facilities by geographic location;

6. Brief description of the Respondent’s principal type of business and history and what uniquely qualifies the Respondent for the work described in this RFP. The Respondent shall indicate whether it has at least five (5) years’ experience in providing aircraft inspections, maintenance and repairs, within the past then (10) years.

7. A summary of services and/or products provided by the Respondent similar to the one described in this RFP. The summary shall include each service (including whether performed as a joint venture/partnership and the work each participant performed with percentage of work indicated), including barriers/complications and resolutions encountered, and identification of cost savings; and

8. Identification of any potential or actual conflicts of interest that might arise for the Respondent as a result of the Contract award to the Respondent. Describe in detail the plan to eliminate or mitigate any conflicts. Such conflicts include, and are not limited to, those covered by Section 6, FLHSMV-RFP-002-26, Page 22 of 27

Conflict of Interest of the PUR 1001. Address both personal and organizational conflicts.

The following specifically apply to the Respondent and shall be addressed as such:

1. Names and addresses of all affiliated or related companies, (including subcontractor(s), if any) that are participating in this project and a brief description of the relationship to the Respondent.

2. The Department reserves the right to approve, deny, and/or remove any subcontractors. If proposing the use of any subcontractors to perform the work described in this RFP, the Respondent must:

• Provide a detailed description of the Respondent’s experience as a Contractor managing subcontractors and detail the plan to operate, manage and coordinate any proposed subcontractors.

• Provide a detailed description of the Respondent’s previous experience with each subcontractor and how the subcontractor(s) will be used on this project.

If this would be the first project utilizing the proposed subcontractor(s), explain why the Respondent has selected the subcontractor(s) for this Project.

• Provide the country and state of incorporation of any subcontractor(s).

• Provide the principal place of business of any subcontractor(s).

• Proof of the legal entity and authorization to do business in the state of Florida of the subcontractor(s).

d) Technical Requirements (350 points possible, allocated as indicated below in Items 1. through 7.).

The Respondent shall describe, in detail, its proposed plan for meeting all requirements as described in ATTACHMENT B, SCOPE OF WORK, Section 2.0. SERVICES TO BE PROVIDED BY THE

CONTRACTOR.

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Responses must clearly identify how the Respondent meets or exceeds each of the RFP’s requirements.

1. Facility Requirements Plan (50 points possible)

The Respondent shall describe its compliance with the facility requirements as indicated in ATTACHMENT B, SCOPE OF WORK, Section 2.2, Facility Requirements.

2. Aircraft Maintenance Plan (60 points possible)

WORK, Section 2.3 Aircraft Maintenance.

3. Aircraft Repair Plan (60 points possible)

WORK, Section 2.4 Aircraft Repairs.

4. Offsite Recovery of Aircraft Plan (40 points possible)

WORK, Section 2.5 Offsite Recovery of Aircraft.

5. Maintenance and Inspections Scheduling Plan (30 points possible)

The Respondent shall describe its compliance with the facility

WORK, Section 2.7 Maintenance and Inspections Scheduling.

6. Staffing Plan (80 points possible)

The Respondent shall describe its staffing plan and compliance as indicated in ATTACHMENT B, SCOPE OF WORK, Section 3.0

STAFFING.

7. Customer Service Plan (30 points possible)

The Respondent shall describe its customer service plan and compliance as indicated in ATTACHMENT B, SCOPE OF WORK, Section 4.0 CUSTOMER SERVICE.

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e) Other relevant information

The Respondent shall provide any other additional relevant information such additional maintenance services and/or capabilities available for other model/type aircraft not specifically listed in this RFP, specific vendor protocol, whether aircraft must be defueled for hangar storage, off site aircraft recovery capabilities, airframe structural fixtures, etc.

5.3.8 ATTACHMENT H – MINIMUM MANDATORY REQUIREMENTS (no points)

The response must contain a completed ATTACHMENT H - MINIMUM

MANDATORY REQUIREMENTS.

This attachment includes “Yes” or “No” questions. If the Respondent answers “No” to any question, the proposal will be deemed as “non-responsive” and will NOT be considered for evaluation.

5.4 Florida Preference (No points will be awarded)

The Out-of-State Preference Letter shall be labeled and tabbed separately and should be included with the original reply only.

In accordance with Section 287.084, F.S., a Vendor whose principal place of business is located outside of the State of Florida, must accompany their proposal with a written letter from an attorney-at-law, licensed to practice law in the State where their principal place of business is located, describing the preferences granted by that State (if any) to its own business entities in the award of public procurements or contracts. The written letter must identify either the preference granted or contain a statement specifying that no preferences are granted.

When the lowest responsible and responsive proposal is submitted by a Respondent whose principal place of business is located outside of State of Florida, a five percent (5%) price preference shall be awarded to Respondent whose principal place of business is within the State of Florida, unless the state where the out-of-state Respondent is located provides a different price preference for businesses having a principal place of business in that state. In that case, the same price preference shall be awarded to the lowest responsible and responsive Respondent whose principal place of business is located in the State of Florida responding to this competitive solicitation.

A Vendor may submit questions regarding this requirement during the prescribed question and answer period noted in the Calendar of Events.

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FAILURE TO SUBMIT ANY OF THE MANDATORY DOCUMENTATION

OUTLINED ABOVE OR SUBMITTING ANY OF THE MANDATORY

DOCUMENTATION OUTLINED ABOVE WITH ADDED LANGUAGE,

CONDITIONS, CAVEAT(S), OR MODIFICATION(S), MAY RESULT IN THE

REJECTION OF THE RESPONDENT’S RESPONSE.

5.5 Proposal Guarantee

The Department does not require a response guarantee for this solicitation.

5.6 Contractual Submissions

A Respondent’s response to this solicitation shall be considered as the Respondent’s formal offer.

5.7 Contractor Responsibility

The Department will consider the Contractor to be the sole point-of-contact regarding contractual matters. The Contractor will assume sole responsibility for providing the products and/or services offered in its response whether or not the Contractor is the manufacturer of said products or provider of such services or any component, thereof.

5.8 Additional Documents/Requirements

The following documents and/or requirements are to be completed and submitted upon notice of award and prior to contract execution:

5.8.1 Florida Department of State Registration

Pursuant to…