Specification_aircraft_maintenance_v2_Final.pdf

11.12.24

TDOT Specifications Page 1

AIRCRAFT MAINTENANCE AND SERVICES

Specifications

The Tennessee Department of Transportation (TDOT) seeks to procure a long-term contract of 3 years, having the option to extend to 5 years, with an FAA-certified maintenance facility to perform maintenance as needed. This will minimize aircraft down time by supplementing in-house maintenance capabilities for large, extensive tasks such as annual inspections, heavy engine work, and/or unexpected items that may otherwise keep the aircraft grounded for an extended period. The following specifications outline the qualifications and requirements that must be met by any facility under consideration for this contract:

1. On-site services are performed at the contractor facility and consist of: inspections, repairs, equipment servicing, calibration/adjustments and parts replacements as required as per 14 CFR Part 145.

2. Selected contractor shall have available for use, a fully equipped facility for TDOT aircraft services as listed in line 1 within 250 miles of John C. Tune Airport (JWN). The State reserves the right to verify / inspect the contractor’s facility at any reasonable time throughout the life of the contract.

3. Terminal services, when required, are performed at TDOT’s location, and must be performed during the State’s normal business hours of 7:00 AM through 5:30 PM Central Time, Monday through Friday, excluding State holidays and weekends.

4. The awarded contractor must have an FAA approved repair station air agency certificate as issued under 14 CFR Part 145 with the following ratings: airframe; radio; instrument; limited power plant;

limited airframe; limited instrument and limited accessory. In addition, the contractor’s air agency certificate must have the following class ratings:

• Airframe Class 3: All metal construction of small aircraft

• Instrument Class 4: Electronic

• Radio Class 1: Communications equipment

• Radio Class 2: Navigational equipment

• Radio Class 3: Radar Equipment

NOTE: If selected for award, the contractor shall be required to submit documentation verifying

TDOT Specifications Page 2 the facility certifications. The State of Tennessee reserves the right to verify / inspect the contractor’s certifications at any time throughout the life of the contract.

5. Selected contractor must be factory authorized for servicing the following:

• Avidyne Avionics

• Bendix / King Avionics

• Garmin Avionics

• L3 Communications

• Rockwell-Collins Avionics

• Proline 21

• Proline Fusion

• Collins Aerospace

• Honeywell Aerospace

6. Selected contractor shall complete inspection/maintenance/repair services within a mutually agreeable timeline of receipt of aircraft for the requested service. If the timeline changes during the course of the requested service, the contractor shall notify TDOT with the proposed new timeline.

7. In the performance of this contract, the Contractor may discover malfunctioning systems which necessitates unscheduled maintenance and parts replacement. In addition, TDOT may request repairs or services outside of the identified scheduled maintenance in Section 8.a. When this occurs, the vendor shall submit a quote to address the finding or request and receive prior written approval from the department to proceed with the repair or service. TDOT shall approve or reject said unscheduled maintenance items within five (5) days of notification by the contractor.

The awarded contractor must then invoice all services performed under this contract in accordance with the line items detailed in item 8 below. Costs associated with miscellaneous service items (some examples listed below) should be accounted for in the appropriate flat rate, hourly rate and/or parts & incidental charges line.

Examples of miscellaneous services. This is not an all-inclusive list.

• Engine rental

• Avionics equipment rental

• Environmental (as per aircraft manual for listed aircraft)

• Beyond economic repair (as per aircraft manual for listed aircraft)

• Core returns

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TDOT Specifications Page 3

• Freight Charges

• Consumables

• Service charges

For example: If the awarded contractor performs a phase maintenance inspection which necessitates unscheduled maintenance and parts replacement, the vendor must report the finding, submit a quote to the department with the proposed timeline, and proceed after receiving written approval from the department. On the resulting invoice, all the costs associated with the inspection must be invoiced at the bid phase maintenance flat rate and all costs associated with the repairs must be invoiced at the hourly labor rate and parts & incidental charges line and be consistent with the approved quote.

8. Line items for bid in this contract:

a. Scheduled maintenance for listed aircraft

i. King Air 350 or King Air 360 12-month inspection (Detail 8)

ii. King Air 350 or King Air 360 Inspection Detail 5 or 6

iii. King Air 350 or King Air 360 Inspection Detail 5 and 6 (same as full)

iv. King Air 200 or King Air 90 2 phase inspection

v. King Air 200 or King Air 90 4 phase full inspection

b. Hourly labor rate for all maintenance operations (scheduled [excluding the defined maintenance in section 8.a.], unscheduled, avionics, and travel hours to/from TDOT Facility in the performance of terminal services.)

c. Parts & Incidental Charges

The contractor shall be allowed a markup as specified in the Terms and Conditions Section “Proof of Cost for Parts, Materials, Supplies, and Equipment” for direct costs incurred in procuring goods, services (excluding services provided by Contractor personnel or Subcontractor personnel), or equipment required to perform services under this contract.

In addition, the contractor shall be allowed to bill for charges or fees assessed by the contractor, which are derived from the contractor's standard practices but not explicitly listed as line items in this contract, the contractor shall invoice only the exact rate advertised to the public, with no markup. Documentation substantiating these costs must be provided with the invoice at the time of billing. If Contractor fails to provide sufficient documentation of its publicly advertised rate, TDOT Specifications Page 4 the State may verify current market value, and if necessary, adjust Contractor's invoice to reflect fair market price.

*A line item will be added to the final contract to allow for the parts and incidental charges. The State estimates the value of parts purchases and incidental charges on the contract will account for $432,200.00 of spend. This value will be added to the Contract Maximum Liability. *

TDOT CURRENT FLEET

• Beechcraft King Air B300 (360) N810EC

• Beechcraft King Air B300 (350) N110EC

• Beechcraft King Air B200 N10EC

• Beechcraft King Air C90A N210EC

• Beechcraft Baron BE58 N310EC

• Cessna Skylane 182 N510EC

• Cessna Caravan 208-B N910EC

• Vulcan Air Partenavia Observer 2 P68 N76TW

• Cessna Skylane R182 N18NJ