sUAS Bundles Bid Documentation.pdf

REQUEST FOR QUOTATION

Advanced Small Unmanned Aircraft System (sUAS)

Revised 10/27/2014

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of the West Virginia Division of Forestry to establish a contract for the one-time purchase of a quantity of six (6) advanced sUAS (drone) kits with color, zoom and thermal imaging capabilities, along with associated supplies, equipment, and support.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Item” means small, unmanned aerial drone with color, zoom and thermal imagery capture, with associated supplies, equipment and support as more fully described by these specifications.

2.2 “Pricing Page” means the pages, contained in wvOASIS or attached as Exhibit A, upon which Vendor should list its proposed price for the Contract Items.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division.

2.4 “sUAS” means small, unmanned aircraft systems.

2.5 “FAA” means Federal Aviation Administration.

2.6 “fps” means frames per second.

2.7 “FCC” means Federal Communications Commission.

3. GENERAL REQUIREMENTS:

3.1 Mandatory Contract Item Requirements: Contract Item must meet or exceed the mandatory requirements listed below.

3.1.1 DJI Mavic 3 Enterprise Thermal sUAS– basic kit (Qty. 6) (or equal)

3.1.1.1 sUAS must be compliant with FAA Remote ID rules.

3.1.1.2 sUAS must meet these additional requirements:

-sUAS must have a 1-year basic manufacturer protection plan

-sUAS must come with a hard-shell protective case with appropriate foam cutouts to hold all accessories in one case

-sUAS must come equipped with a non-swapable payload. Payload must have 3 sensors: Wide: Equivalent Focal Length 24mm, 48MP Zoom: Equivalent Focal Length 162mm, 12MP, 56× Hybrid Zoom Thermal [1]: DFOV: 61°, Equivalent Focal Length 40mm, Resolution 640 × 512

-sUAS radio controller must come with built-in screen and mini- HDMI Port for local viewing

-sUAS aircraft weight (with propellers, without accessories) shall be a maximum 920 grams

-sUAS maximum flight time of 45 minutes/battery (with no wind)

-sUAS must come equipped with a 3-axis gimbal (tilt, roll, pan)

-sUAS must have an omnidirectional binocular vision system, supplemented with an infrared sensor at the bottom of the aircraft

-sUAS maximum transmission distance (unobstructed, free of interference) must be FCC 15km

3.1.2 Contract Item #2 – Accessory Bundle for sUAS (Qty. 6)

3.1.2.1 Accessory Bundle must be compatible with sUAS as specified in Contract Item 3.1.1 above.

3.1.2.2 Accessory Bundle items must fit in the above (3.1.1.2) required hard protective case for the sUAS

3.1.2.3 Accessory Bundle must contain:

-3 Intelligent Flight Batteries for sUAS.

-1 battery charging hub (3 Charging slots, 100W)

3.1.3 Contract Item #3 – Training

3.1.3.1 Bidder must supply in person one day training at a location and date chosen by WVDOF. Training must include basic flight instruction, specific training for equipment supplied, etc.

3.1.4 Contract Item #4 – Equipment Preparation

3.1.4.1 Vendor must register the equipment with the manufacturer, activating the protection plan, as well as complete the most current updates and activations.

3.1.4.2 Vendor must function test the equipment prior to shipment to ensure the sUAS and all accessories function as they are supposed to.

3.1.5 Contract Item #5 – Live Streaming Compatibility and Service

3.1.5.1 sUAS must come equipped with a radio controller and application compatible with live streaming.

3.1.5.2 Service for one private channel per drone unit to be included at no cost for one year. ResponderCast service or equal required. Must transmit live view at 1080p/30fps.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies with a purchase price for the Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages.

4.2 Pricing Page: Vendor should complete the Pricing Page by listing the cost per unit for the sUAS (drones), accessory bundles, training, and equipment preparation. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

Vendor should type or electronically enter the information into the Pricing Page to prevent errors in the evaluation.

5. PAYMENT:

5.1 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

6. DELIVERY AND RETURN:

6.1 Shipment and Delivery: Vendor shall ship the Contract Items immediately after being awarded this Contract and receiving a purchase order or notice to proceed.

Vendor shall deliver the Contract Items within thirty (30) working days after receiving a purchase order or notice to proceed. Contract Items must be delivered to: WVDOF Region 1 Office at 1106 Railroad Street, Farmington, WV 26571.

6.2 Late Delivery: The Agency placing the order under this Contract must be notified in writing if the shipment of the Contract Items will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the Contract, and/or obtaining the Contract Items from a third party.

Any Agency seeking to obtain the Contract Items from a third party under this provision must first obtain approval of the Purchasing Division.

6.3 Delivery Payment/Risk of Loss: Vendor shall deliver the Contract Items F.O.B.

destination to the Agency’s location.

6.4 Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor shall either make arrangements for the return within five (5) days of being notified that items are unacceptable, or permit the Agency to arrange for the return and reimburse Agency for delivery expenses.

If the original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency’s discretion.

6.5 Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. Vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition.

Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

7 VENDOR DEFAULT:

7.1 The following shall be considered a vendor default under this Contract.

7.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2 Failure to comply with other specifications and requirements contained herein.

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the

Contract Services provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

7.2 The following remedies shall be available to Agency upon default.

7.2.1 Immediate cancellation of the Contract.

7.2.2 Immediate cancellation of one or more release orders issued under this

Contract.

7.2.3 Any other remedies available in law or equity.