Schedule A - Aerial Fire Detection - Gladwin Area.docx

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STATE OF MICHIGAN

Request For Proposal No. 190000001319 Aerial Fire Detection Services

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

BACKGROUND

During high fire danger periods, aerial surveillance is a vital service performed for the purpose of wildfire detection and suppression. Michigan Department of Natural Resources (DNR), Forest Resources Division (FRD) contracts Aerial Fire Detection services to insure services are available when needed.

SCOPE

Contract activities are performed in three detection areas. The detection area covered by this Contract are:

· Detection Area 1: Cadillac Area – Benzie, Grand Traverse, Manistee, Missaukee, Kalkaska and Wexford Counties.

· Detection Area 2: Gladwin Area – Clare, Gladwin, Isabella, Mecosta, Midland and Osceola Counties.

· Detection Area 3: Southwest Michigan – Newaygo, Mecosta, Muskegon, Montcalm, Kent, Ottawa, Ionia, Allegan and Barry Counties.

REQUIREMENTS

Contractor must provide Deliverables/Services and staff, and otherwise do all things necessary to conduct aerial surveillance for the purpose of fire control, aerial detection, and general administration. Contractor will be required to provide all such services as requested by the DNR. Typical services Contractor will be required to perform, but not limited to, are:

a. Patrolling the Detection Area(s) in search of forest fires.

b. Surveillance of forest fires for the purpose of providing information to ground support units.

c. Mapping and photographing forest fires.

1. General Requirements

1.1. Aircraft Requirements

Contractor shall provide and utilize aircraft listed below in the response box(other type of aircraft may be used infrequently for emergency replacement when authorized by the State prior to the mission being flown). Aircraft must meet the approval of DNR Program Manager, or designee.

a. Aircraft must possess the following:

i. Current 100-hour inspection or progressive maintenance inspection.

ii. Current annual inspection.

iii. Aircraft registration.

iv. Aircraft airworthiness certificate.

Note: Exceeding Time Between Overhaul will only by allowed by written request to and approval by the DNR Program Manager.

b. Aircraft Condition:

i. Aircraft shall be properly licensed under regulations of the Federal Aviation Administration. Aircraft shall be clean inside and outside and shall fully comply with FAA directives and specifications and to any pertinent laws and regulations of the State. Note: Low altitude flying is not required for fire detection purposes. The “low altitude waiver” authorized by the FAA to the Michigan DNR, does not include contract aircraft and Contractor shall not to use DNR’s waiver as rationale for low altitude flying.

ii. Fire detection aircraft will be equipped with an 800 and high band radio provided by the DNR. Contractor must mount radio antennas on the aircraft before start of work. At the termination of the Contract, all equipment provided will be returned to the DNR.

c. Additional requirements:

i. Aircraft must be equipped with a portable GPS capable of identifying roads by name.

ii. DNR shall request services as needed and notify Contractor by 6:00 p.m. Eastern Time one day prior to the day services will be required. Contractor will be advised a specific time to report for service or if aircraft must be “on-call” during the service day. If “on-call”, DNR will contact Contractor during the service day and aircraft shall be available and ready for flight within 30 minutes of DNR contact.

iii. Under optimum conditions, typical hours for service are between 1:00 p.m. and 6:00 p.m. Eastern time. However, emergency cases and weather conditions affect hours of service and DNR reserves the right to request services at any time during the 24-hour day.

iv. DNR may request aircraft be utilized to fly fire detection outside the contracted Detection Area.

v. Aircraft will be required to perform over rough, rolling terrain. Flights may be required during periods of strong, gusty winds, and very turbulent air conditions.

vi. Contractor shall be responsible for furnishing all fuel, oil and normal operating supplies required for the aircraft, as well as servicing and repair of aircraft.

Response: Contractor shall check only one box below and identify exception(s):

Exception(s):

Response: Contractor shall list the aircraft that will be used to fulfill this contract

Aircraft listed must meet the requirements listed above in 1.1:

1.2. Pilot Requirements

Pilot must meet the approval of DNR Program Manager, or designee. Contract pilot must be currently certified and capable of piloting aircraft for the types of mission to be flown, whether for airplane or helicopter. In addition to the general qualifications and the minimum flight experience requirements, Contract pilot may be required to demonstrate their flight proficiency on an actual “flight test”, at Contractor’s expense, if deemed necessary by the DNR Program Manager. Aircraft used for such flight tests will be equipped with dual controls.

a. Minimum flight experience requirements for pilot:

b. Pilot must have a current, valid commercial pilot certificate with appropriate aircraft ratings as defined in Federal Air Regulations, Part 61.

c. Pilot must have a current Class II (minimum) FAA Medical Certificate and a current Flight Review, as specified in Federal Air Regulations, Part 61.

d. Pilot performing fire detection services must have three (3) years fire detection experience.

e. DNR shall request services as needed and notify Contractor by 6:00 p.m. Eastern Time one day prior to the day services will be required. Contractor will be advised a specific time where the pilot must report for service or if the pilot must be “on-call” during the service day. If “on-call”, DNR will contact Contractor during the service day and pilot shall be available and ready for flight within 30 minutes of DNR contact. Pilot will be given flight instructions at the time of notification.

f. Under optimum conditions, typical hours for service are between 1:00 p.m. and 6:00 p.m. Eastern time. However, emergency cases and weather conditions affect hours of service and DNR reserves the right to request services at any time during the 24-hour day.

g. DNR may request pilot fly fire detection outside the contracted Detection Area.

h. Pilot shall not permit any passenger to ride in the aircraft or any cargo to be loaded therein unless preauthorized by the DNR Program Manager.

i. Pilot is responsible for the safety of the aircraft, its occupants and cargo. Pilot will comply with the directions of the State only when, in his/her judgment such compliance will not be a violation of Federal Aviation Regulations.

Note: Low altitude flying is not required for fire detection purposes. The “low altitude waiver” authorized by the FAA to the Michigan DNR, does not include contract pilots and Contractor shall not to use DNR’s waiver as rationale for low altitude flying.

j. The DNR reserves the right, during high fire hazard periods, to require the pilot to take rest and refueling breaks at an airport located within the flight zone involved, or one within twenty-five miles of zone boundary.

k. Pilot shall comply with DNR Flight Duty Limitations (See Attachment 1) along with all FAA and State laws and regulations.

Response: Contractor shall check only one box below and identify exception(s):

Exception(s):

1.3 Additional Contractor Responsibilities

a. Contractor shall provide sectional aeronautical charts or equivalent.

b. Contractor shall provide to the State the documentation and/or proof of compliance of Contract requirements and terms. It is Contractor’s sole responsibility to keep documents current throughout the Contract Term. Contractor has not more than ten (10) days prior to expiration of a document to send in the replacement to the DNR Program Manager. Failure to provide current documentation prior to expiration date may result in the Contract being terminated.

Contractor must provide and keep current the following documents:

i. Medical certificate, 2nd class or higher.

ii. Drug screening test, if requested by DNR (provided at State expense).

iii. Commercial pilot license.

iv. Flight review.

v. Annual inspection, airframe.

vi. Annual inspection, engine.

vii. Aircraft registration.

viii. Aircraft airworthiness certificate.

ix. 100 hour Inspection record.

x. Insurance certificate(s) as required in Standard Contract Terms, Section 6 and listing the State of Michigan as additional insured, if applicable, and including waiver of subrogation, if applicable.

xi. Aircraft insurance certificate, naming the State of Michigan as additional insured.

1.4 State Responsibilities

a. The State will provide continuing education or training, as necessary, to Contractor’s pilot(s) in fire detection, fire scouting, radio operation, and other special duties. An observer will occasionally be furnished by the State to accompany the pilot on such flights as may be designated by the State.

b. The State will provide an 800 and high band radio to be installed in aircraft.

c. The State will provide maps of flight areas.

d. The State will provide drug screening of pilot(s) if DNR requires screening.

2. Acceptance

2.1. Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities: See Section 16, Acceptance, of the Standard Contract Terms.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint contract representative, specifically assigned to State of Michigan accounts, that will respond to State inquiries regarding the Contract Activities, answering questions related to ordering and delivery, etc. (the “Contractor Representative”).

The Contractor must notify the Contract Administrator at least 15 calendar days before removing or assigning a new Contractor Representative.

Response: Provide contractor representative information.

3.2. Customer Service Number

The Contractor must specify its number for the State to make contact with the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8 am to 5 pm EST.

Response: Provide Customer Service phone number and contact.

3.4. Work Hours

The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 7:00 a.m. to 6:00 p.m. EST, and possible night and weekend hours depending on the requirements of the project.

3.6. Organizational Chart

The Contractor must provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Response: Provide contractor representative information.

3.7. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Contractor.

Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Response: Contractor shall check only one box below and identify exception(s):

Contractor disclosure of subcontractor:

3.8. Security

The Contractor must explain any additional security measures in place to ensure the security of State facilities.

The bidder’s staff may be required to make deliveries to or enter State facilities. The bidder must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks. The State may require the Contractor’s personnel to wear State issued identification badges.

Response: Provide security response.

4. Project Management

4.1. Meetings

The Contractor must contact DNR Program Manager a minimum of 24 hours after the contract is awarded to schedule a meeting to insure that all technical provisions required under the contract are met and to review other administrative requirements (including billing, checking in and out of service, and documentation completion and submission requirements).

The State may request other meetings, as it deems appropriate.

4.2. Reporting

The Contractor must submit, to the Program Manager the following written reports:

a. Contractor shall complete Daily Report forms (provided by DNR) after each flight to include date flown, Hobbs or tachometer start and end readings, daily flight hours, name of DNR officer who authorized service, and signature of pilot. Daily Reports are to be submitted, accompanied by Contractor’s invoice, at the end of each month to DNR Program Manager.

b. In order to protect life and health and to prevent damage in the performance of this service, Contractor will use due diligence in preventing accidents and will comply with all applicable provisions of Federal and State laws and regulations. Contractor will maintain a record of all cases of death, injury or disease arising out of, or in the course of, employment work under the Contract. This record will be available upon the request of the State.

5. Pricing Pricing is firm for a 365 day period (“Pricing Period”). The first Pricing Period begins on the effective date of the Contract. Adjustments may be requested, in writing, by either party and will take effect no earlier than the next Pricing Period.

Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

6. Ordering

6.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Delivery Order for the fiscal year.

7. Invoice and Payment

7.1. Invoice Requirements

Invoices shall be submitted on a monthly basis and include the following: (a) date; (b) Delivery Order number; (c) quantity (number of hours); (d) description of the Contract Activities; (e) unit price; and (f) total price. All invoices must be accompanied by a Daily Report form.

7.2. Payment Methods

The State will make payment for Contract Activities through Electronic Funds Transfer (EFT).

7.3. Payment Terms

Payment terms are Net 45 Days

Rev. 5/2016