RFQ # 1218 - Attachment 1 - Admin. Info - Multi-Rotor Drone.pdf

RFQ # 1218 Multi-Rotor Drone Page 1 of 5

IDAHO DEPARTMENT OF FISH & GAME

ATTACHMENT 1 – SECTION 1

RFQ Title: Multi-Rotor Drone / UAV

RFQ Number: RFQ # 1218

RFQ Solicitation Contact: Eric Wagner – Purchasing Agent Eric.wagner@idfg.idaho.gov

(208) 287-2815

Submit Electronically via IPRO: Supplier Portal / Supplier Portal (inforgov.com)

Deadline to Receive Questions: See IPRO

RFQ Closing Date: See IPRO

Award: Award will be made, all or none, to the responsive responsible vendor with the lowest Total Cost.

A. Purpose The Idaho Department of Fish & Game (IDFG) is requesting Quotes from qualified vendors for the purchase and delivery of a multi-rotor drone / UAV (Drone) as further detailed below.

B. General Information & Solicitation Instructions This Solicitation is issued by IDFG via IPRO - .Supplier Portal / Supplier Portal (inforgov.com) The RFQ Lead is the only contact for this Solicitation. All correspondence regarding this RFQ must be in writing. In the event that it becomes necessary to revise any part of this RFQ, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this RFQ will not be relied upon. All changes to this RFQ must be in writing and posted in IPRO to be valid. Alternate Bids are not allowed.

C. Submission Requirements Your response to this RFQ may be submitted electronically via IPRO or email. IDFG will not be accepting manual submissions for this solicitation. Your submission must include the Required Submittals listed below and be received prior to the deadline noted below.

Failure to provide any of the documents or submission on a form different from those provided, may cause your submission to be found as non-responsive.

Electronic Submission:

IPRO – Enter your pricing in IPRO- Supplier Portal / Supplier Portal (inforgov.com). and upload all Required Submittals.

When a Bidder has successfully submitted a response to IPRO, the Bidder should see a change in the system from “Draft Bid” (see Fig. 1) to “Submission confirmation email sent” (see Fig. 2). Bidders are encouraged to document notification of successful submission for their records. If you believe you have submitted your Bid, but have not received the “Bid Submitted” message, you are advised to contact the IPRO provider’s help desk (phone number available at https://purchasing.idaho.gov/ipro.html) and notify the solicitation lead prior to the solicitation End Time. Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the End Time to allow for resolution of technical difficulties. Be advised that the State is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties. See

IDAPA 38.05.01.61.02.

mailto:Eric.wagner@idfg.idaho.gov https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://purchasing.idaho.gov/ipro.html

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Fig. 1

Fig. 2

If submitting via IPRO, be advised that that the Offeror for Proposal evaluation and award purposes is the entity profile under which the Proposal is submitted in IPRO, which must be the same legal entity presented in the uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Proposal in IPRO, the information provided on the Signature Page prevails.

While it is not mandatory to submit your Proposal electronically via IPRO, all Offerors participating in a Solicitation issued through IPRO must establish an account in the IPRO system (even if submitting a Proposal manually outside of IPRO) as it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

Offerors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Offeror’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO

Email:

Send an email to the Solicitation Contact (listed above) and attach all Required Submittals.

D. Required Submittals As part of your response to this RFQ, the following documents are required.

Attachment 2 – Price Sheet Attachment 3 – Signature Page Brochures and/or specifications sheet detailing the drone being submitted for this solicitation.

E. Award Award may be all to one or by line item (if applicable) to the responsive responsible Bidder with the lowest fully burdened cost per line in the best interest of the State, as provided in Attachment 2 in IPRO.

F. Resulting Contract If IDFG awards a contract from this Solicitation, it will do so by issuing a Purchase Order (PO) document, which will be an acceptance of the successful bid. The PO will be comprised of the following documents; this RFQ, including any incorporated documents; the successful bid, including any clarifications requested by IDFG; and an artifact formalizing any requirements agreed upon through Contract discussions or negotiations, if applicable.

The following documents are incorporated into this RFQ as if set out in their entirety:

Solicitation Instructions for Vendors – January 2017 State of Idaho Standard Contract Terms and Conditions – July 2024

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The documents may be found on the “Information for Vendors” page of the State’s Division of Purchasing (DOP) website (https://purchasing.idaho.gov/governing-laws-and-policies/ ). If multiple versions of any of these documents are available on the website, the version in effect on the day the RFQ is issued shall apply.

ATTACHMENT 1 – SECTION 2

The following special terms and conditions are incorporated into the resulting Contract to supplement or add to the State of Idaho Standard Contract Terms and Conditions.

A. Delivery Contractor must provide an estimated Delivery date on Attachment 2 – Price Sheet. Freight FOB destination, prepaid and allowed.

The drone must be delivered by April 1st, 2026.

Delivery must be made Monday through Thursday, 8:00 am to 4:00 pm local time excluding state of Idaho recognized holidays (https://www.idaho.gov/government/holidays.html), unless otherwise approved in writing by IDFG. Contractor must notify IDFG, in writing, no less than seven (7) business days prior to delivery. IDFG delivery contact information will be provided upon Award.

Delivery Location Idaho Department of Fish and Game – Region 4 Headquarters 324 S. 417 East Suite #1 Jerome, Idaho 83338

B. Acceptance Upon receipt of the Drone, per the delivery location, the Drone will be inspected by the delivery contact (or approved designee) to ensure the requirements and specifications are met. The Acceptance period will be for thirty (30) calendar days from the date the Drone is delivered.

In the event the specifications are not met, the Contractor must pick-up, correct any discrepancies, and re-deliver within thirty (30) calendar days after notification from IDFG, at no additional cost to IDFG. In the event that the Drone does not meet the specifications or is found with discrepancies that are not fixed by the Contractor during the Acceptance period, IDFG reserves the right to reject the Drone via official notification.

If approved by IDFG, the Contractor may correct discrepancies on-site at IDFG’s location in lieu of pick-up and return shipping. The Contractor will be responsible for providing all labor; tools, parts, supplies, and worksite clean up to make any necessary corrections.

The timeframe for corrective action will still be as identified above.

C. Invoicing & Payments Invoices – Invoices must be submitted as further detailed below. Invoices submitted prior to Acceptance, or without the required information listed below, will be returned to the Contractor for correction and resubmission.

Invoices must include the following information:

• Contractor Company Name & Contact Information

• Contract Name & Number (PO #)

• Invoice Number & Date

• Itemization of the purchased goods to include: description matching the contract, quantity, unit of measure, unit price, extended price, and total invoiced amount.

Payments – Payment for correctly submitted invoices will be made in accordance with Idaho Code 67-2302:

https://legislature.idaho.gov/statutesrules/idstat/title67/t67ch23/sect67-2302/

D. Warranty Warranty must be for a minimum period of one (1) year, for the entire Drone, after Acceptance. Warranty must include all tools, parts, equipment, labor, and freight to repair or replace a defective warrantied item, which may include the entire Drone.

All warranty work must be complete within thirty (30) calendar days after receipt of written notice from IDFG. If approved by IDFG, the Contractor may perform warranty work on-site, at the Delivery location, in lieu of pick-up and return shipping. The Contractor https://purchasing.idaho.gov/governing-laws-and-policies/ https://www.idaho.gov/government/holidays.html https://legislature.idaho.gov/statutesrules/idstat/title67/t67ch23/sect67-2302/ eric.wagner Highlight

RFQ # 1218 Multi-Rotor Drone Page 4 of 5 will be responsible for all travel costs and work-site clean-up associated with any necessary repairs. The timeframe for corrective action will still be as identified above. If the Contractor is unable to repair the Drone on-site within thirty (30) calendars days, or if the Drone continuously malfunctions and causes it to be out of service on multiple occasions, IDFG reserves the right to require the Contractor to pick-up, repair, and return the Drone at no additional cost to IDFG.

Contractor is responsible for all warranty requirements. No third-party warranties will be allowed.

E. Vendor Requirement Vendor must have a current and signed written agreement with the manufacturer stating that the vendor is an authorized dealer or authorized re-seller for the product(s) being quoted in this solicitation.

F. Remedial Action In addition to any remedies available to the State under law or equity, the State may it its sole discretion require one (1) or more of the following remedial actions if any of the service does not conform to the Contract requirements: 1) require the Contractor to take corrective action to ensure that performance conforms to the Contract requirements, 2) require the Contractor to subcontract all or part of the Contract at no additional cost to IDFG, 3) withhold payment or require payment of actual damages caused by the Discrepancy, 4) terminate the Contract pursuant to Section 2.F, Termination of Contract, in addition to any remedies imposed by the State.

If IDFG must perform or hire a separate contractor to perform any of the Contract’s requirements, which is the responsibility of the Contractor under the terms of the Contract, IDFG may withhold the actual cost to IDFG from the Contractor’s payment(s).

G. Termination of Contract For Cause - See Section 1.4, Termination, of the State of Idaho Standard Contract Terms and Conditions – July 2024.

For Fiscal Necessity – See Section 1.18, Termination for Fiscal Necessity, of the State of Idaho Standard Contract Terms and Conditions – July 2024.

For Convenience – Either party may terminate this Contract for its convenience at any time upon providing its written notification at least ninety (90) calendar days prior to the desired termination date.

ATTACHMENT 1 – SECTION 3

A. Requirements The Drone must meet the minimum specifications provided below and must be the latest model produced and sold to commercial trade. The Drone must be new, not used. Though they are not specifically covered herein, all parts necessary to provide a complete and functional Drone must be included. All parts must conform in design, strength, quality of materials, and workmanship to meet or exceed current engineering practices and accepted standards of the industry. All parts must be the manufacturers standard unless otherwise specified in this RFQ.

B. Brand Name The brand name(s) specified in this solicitation are intended to be descriptive, but not restrictive; indicative of the quality and characteristics of items that meet the minimum requirements. Contractor offering an “equal” must include documentation, which demonstrates, to IDFG’s satisfaction, that the offered item(s) meets the requirement of the solicitation. In the event documentation is not satisfactory, IDFG reserves the right to seek clarification from the Contractor. Failure to provide satisfactory documentation or a clarifying response to IDFG may eliminate the Contractor from further consideration.

C. Manuals The Contractor must provide one (1) parts manual (Manual) and one (1) operation Manual for the Drone at the time of Delivery. The manuals must include all components and exploded view drawings with both parts’ identification and parts list. The manuals must be in either paper (book) format or portable document format (PDF) via universal serial bus (USB) drive.

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D. Drone – General Specifications The following Specifications are the minimum that IDFG is willing to accept.

1. Parrot ANAFI UKR drone, or equal.

2. Must be Blue UAS / NDAA compliant.

3. Must be compact in size, foldable, and can take off / land in the hand of the operator or the ground.

4. Must have mapping built-in, including flight planning with waypoints and points of interest. The flight mapping software must be able to create transects of the areas needed to be mapped / surveyed for the drone to then fly.

5. Must have the ability to upload offline maps with a KML (Keyhole Markup Language) file, or equal.

6. Must be able to operate without GPS or internet in remote / wilderness areas.

7. Must be capable of Visual Line of Sight (VLOS), Extended Visual Line of Sight (EVLOS), and Beyond Visual Line of Sight

(BVLOS) flight missions.

8. Must have an obstacle avoidance system.

9. Must have a controllable camera gimbal.

10. Must have a high-resolution thermal imaging camera, 640 x 512 PX resolution, or better.

11. Must have removable data storage capacity, SD or micro-SD.

12. Both the Drone and Controller must have a minimum rating of IP53: Rain and dust resistant.

13. Must have a minimum flight time of thirty (30) minutes.

14. Must come with a battery charging system.

15. Must come with a minimum of four (4) extra batteries.

16. Must come with a minimum of one (1) extra set of four (4) propeller blades.

17. Must come with a rugged transport case.

18. Must come with a manufacturer specific training course (online or in person).

19. Must be delivered by April 1st, or earlier.

C. Submission Requirements