REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES AIRCRAFT .
REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICESAIRCRAFT MAINTENANCE AND REPAIRISSUED BY GOVERNMENT SUPPORT SERVICESCONTRACT NUMBER GSS15704-MAINT REPAIRI.OverviewThe State of Delaware Department of Government Support Services seeks professionalservices to repair, service and maintenance of aircraft for the Department of Safety andHomeland Security, Division of State Police, Aviation Section. This request for proposals(“RFP”) is issued pursuant to 29 Del. C. §§ 6981 and 6982.The proposed schedule of events subject to the RFP is outlined below:Public NoticeDate: July 14, 2015Deadline for QuestionsDate: July 21, 2015Response to Questions Posted by:Date: July 28, 2015Deadline for Receipt of ProposalsDate: August 11, 2015 at 1:00 PM (Local Time)Estimated Notification of AwardDate: November 12, 2015Each proposal must be accompanied by a transmittal letter which briefly summarizes theproposing firm’s interest in providing the required professional services. The transmittalletter must also clearly state and justify any exceptions to the requirements of the RFP whichthe applicant may have taken in presenting the proposal. (Applicant exceptions must also berecorded on Attachment 3). Furthermore, the transmittal letter must attest to the fact that noactivity related to this proposal contract will take place outside of the United States. TheState of Delaware reserves the right to deny any and all exceptions taken to the RFPrequirements.MANDATORY PREBID MEETINGA mandatory pre-bid meting has not been established for this Request for Proposal.II.Scope of ServicesA. Intent of this Solicitation:The intent of this solicitation is to obtain commercial aircraft and avionics maintenanceand repair services for the Delaware State Police owned and operated aircraft. Theestablishment of a good working relationship between the Contractor and State Police isessential to the success of this agreement. The Contractor’s employee’s cooperationand professionalism as well as a positive attitude are required to establish the necessaryrelationship which must exist to successfully complete this contract.B. Types of Service:The services required include but are not limited to; 1) aircraft maintenance, preventativemaintenance, rebuilding and alterations 2) avionics maintenance, repair, installation and3) hanger facilities as such work is completed. Work may include but not be limited toinspection, repair, painting, overhaul, rebuilding, testing, and servicing of airframes,1Updated 05/21/15
STATE OF DELAWAREGovernment Support Servicesengines, rotors, appliances, or component parts. This RFP will not result in a contract forthe cost of hangers or other real estate related.In the event of a substantiated aircraft retrofit or upgrade, the State reserves the right tocompetitively bid such work in the best financial interest of the State.C. Work Completion:All work shall be completed to industry standards plus or minus ( /-) one day) of theaircraft manufactures suggested repair times or as agreed to by the Delaware StatePolice, Aviation Section. The lead time to complete repairs and other work shall beprovided to the Delaware State Police, to include cost estimates and agreed upon priorto beginning any repairs or maintenance.” Updated reports shall be provided in writingto the Delaware State Police Aviation Section weekly when DSP aircraft are beingserviced regarding work progress to include an aircraft return to service date.D. Liquidated Damages:Should the aircraft not be ready for return to service by the date established in Section Cabove, the State will deduct monies due the Contractor not as a penalty but as liquidateddamages. The calculation of liquidated damages will be based on the estimate agreed toin Section C above and the length in delay as follows:Number of Days Delayed2-56-1011 or moreLiquidated Damages2% per day3.5% per day5% per dayLiquidated damages will only be waived if the delay is either a) agreed to by theDelaware State Police, Aviation Section prior to the delay or b) events beyond thereasonable control of the Contractor such as labor strikes, national emergencies or actsof God. Evidence of such delays must be submitted for consideration in order to notliquidated damages. The State reserves the right to contract with an alternate vendor ifnecessary to complete the overdue services, with the contractor responsible for anyadditional costs incurred by the State.E. Certification Requirements:The Contractor shall be the holder of a valid (Federal Aviation Administration (FAA)Certified Repair Station Certificate and verify they possess either an appropriate class orlimited rating for the individual make and model of aircraft, engine, propeller, rotor,appliance or component part to be maintained. The Contractor shall provide personnelwho have successfully completed training through relevant Original EquipmentManufacturer (OEM) factory-approved courses and have a least 1 year of experience inmaintaining the make and model of the aircraft to be maintained or serviced. This one(1) year experience requirement shall not apply to the Bell 429 Helicopter during thetransition period.F. Qualification:Contractor employee’s must as a minimum meet and verify the following qualifications:1. In addition to the one (1) year experience required in Section E. above; theholder of an FAA mechanic certificate with airframe and power plant ratings.The mechanic must have held the certificate with both ratings for a period of2
STATE OF DELAWAREGovernment Support Services24 months and be actively engaged in aircraft maintenance for at leasteighteen (18) of the last twenty four (24) months.2. Be trained at a factory-approved course in maintaining Bell 407, Bell 429helicopters and/or Cessna 182Q fixed wing aircraft.3. Contractor employee’s with access to State Police facilities must successfullypass a State Police background investigation through the State Bureau ofInvestigation on an annual basis and not have been convicted of anymisdemeanor crimes indicating dishonesty or lack of trust and have nofelonies.G. Duties of Contractor provided On-Site maintenance personnel:Work to be performed by Contractor On-site personnel at both DSP locations shallinclude, but not be limited to the following:1. Accomplishing scheduled and unscheduled maintenance on the airframe andits systems. Mechanics may be required to assist with maintenance orinspections at the Contractor’s facility.2. Troubleshoot and repair of discrepancies on helicopters and airplanes as theyarise.3. Perform all necessary maintenance for all associated ground equipment.4. Perform compressor rinses or washes in accordance with manufacturerecommendations.5. Wash helicopters and airplanes as required for maintenance.6. Conduct daily aircraft inspections and participate in maintenance flights asrequired.7. Perform incidental travel as required and accompany aircraft to and asnecessary from maintenance facilities as needed8. Track aircraft and components inspection, overhauls and time/liferequirements via maintenance tracking program will be used by the contractor.H. Service and Maintenance Facilities:The Contractor’s Service Facilities shall be an authorized Bell Helicopter Service Facilityapproved for servicing Bell models 407 and 429 Helicopter and / or Cessna Aircraft182Q, services spare parts sales, general maintenance, component overhaul, avionicsrepair and modifications. The Contractor’s maintenance facilities must be permanenthangars that are environmentally controlled and secure from unauthorized personneland capable of completely housing the type of aircraft to be maintained or repaired orotherwise worked on. It is necessary that the Contractors hangar(s) be located withinfifteen (15) nautical miles but not more than twenty five (25) nautical miles of airports orother locations where the Section regularly parks its aircraft. Contract personnel shallmeet security requirements as defined in Section II.F.3 above for access to State Police3
STATE OF DELAWAREGovernment Support Servicesoperations facilities. The State Police shall allow approved personnel access to aircraftfor the purpose of performing inspections and maintenance.I. Point of Contact (POC) and Access:The Contractor shall provide a single point of contact for all day to day maintenanceissues who will coordinate maintenance and scheduling of maintenance with theDelaware State Police Aviation Section Liaison. And the Contractor shall allowDelaware State Police Aviation Section Personnel access to the aircraft for the purposeof monitoring maintenance, repairs or any other need for Section personnel to enter thework area, facility or hanger.J. Subcontractor’s Employees and Facilities:The Contractor may have agreements with other appropriately rated facilities(subcontractors) for the performance of maintenance on those items that the Contractoris not rated. However, the Contractor must provide evidence of that the subcontractor, itspersonal and facility are approved to the same standards as the Contractor and, theContractor remains fully responsible and liable for all work, services and invoicing. TheSection reserves the right to evaluate selection and use of any subcontracted serviceprovider prior to the Contractor obtaining that service.K. Technical Requirements:All maintenance and repairs shall be performed in accordance with applicable FAAregulations. The Delaware State Police operates aircraft in accordance with 14 CFRPart 91 requirements. The fact that the aircraft may be involved in a public aircraftoperation does not change the maintenance requirements for the aircraft.L. Maintenance and Inspection: All aircraft shall be maintained in accordance with theOEM’s maintenance and inspection recommendations, airworthiness limitations,schedule and inspection component overhaul schedule per the appropriate BellHelicopter or Cessna Aircraft maintenance manuals. All parts and materials furnished bythe Contractor shall be approved for use by the OEM, the Delaware State PoliceAviation Section and the FAA.Upon delivery of serviced aircraft, the Delaware State Police Aviation Section Liaisonshall inspect work completed and if found to be not satisfactory or to OEM specificationswill be rejected. Inspection will be performed within five (5) working days after delivery ofserviced aircraft.M. Manuals and Related Documentation:The Contractor shall have and maintain current maintenance manuals, service bulletins,technical data, special tools, and trained personnel required to perform the appropriateservices ordered. The Delaware State Police Aviation Section will provide informationand records reflecting the current status of the aircraft at the time and place the aircraftare delivered. The Contractor shall make the appropriate logbook entries for inspectionand maintenance performed as required by the Federal Aviation Administration and theSection. Current aircraft maintenance status tracking shall be maintained electronically,with reports available to the on-site mechanic, aircraft flight crews Section Liaison andAviation Commander or his / her designee. The Contractor shall provide a warrantytracking report for all replacement parts. This tracking report can be part of an electronicmaintenance program but shall ensure all parts under warranty are repaired / replaced inaccordance with the specific parts/items warranty.4
STATE OF DELAWAREGovernment Support ServicesN. On-Site Maintenance Service:The Contractor, if not located at one or both of the airports utilized by the State Policeshall provide the service of on-site maintenance, parts, service and equipment toperform the majority of the maintenance requirements (inspections and services) on allSection Aircraft at least 5 days a week. State Police facilities will be made available tothe Contractor, if necessary, to perform the work. Section facilities are not consideredadequate for the performance of heavy maintenance. Due to concerns for security aswell as possible interference with State Police missions and operations, inspections, orother large maintenance tasks shall be performed at the Contractor’s facility unlessapproved in advance by the Section. At this time it is not necessary for the Contractor toprovide on-site services at both State Police facilities for the fixed wing aircraft.O. Off-Site and Emergency Maintenance:The Contractor shall provide a 24 hour service, with a maximum call back time of 15minutes, to address and outline a plan to correct and repair any emergency maintenanceissue which may arise in the shortest amount of time practical. The service shouldinclude an on call mechanic to travel to any Section facility or off- site location any time acritical maintenance issue or need should arise. The Contractor shall also have theability and or a plan in place to transport aircraft by ground from any location to theappropriate repair facility should the aircraft be deemed not airworthy or otherwiseunsafe to operate.P. Tools, Parts and Equipment:The Contractor is required to provide and maintain tools and parts for the work to beaccomplished or have them readily accessible for use by the mechanic (to includespecial equipment requiring calibration) for example but not limited to rotor bladebalancing etc.Q. Pricing and Invoicing:Pricing should be quoted by service type:1. Flat Rate: Scheduled Preventative Maintenance by aircraft type based onOEM specifications.2. Routine Maintenance: Routine maintenance actions hourly rate based uponOEM specifications.3. Hourly Rate: Work and or services required beyond OEM specifications.4. Parts and Material Costs: Parts and material may be sourced from anysupplier the Contractor elects to provide parts and material that are OEMspecified, recommended or equivalent (verified by a third party), and priced atthe Contractors fully burdened actual cost with no uplift.All Contractor invoices shall identify the date and aircraft total time at the time the workwas completed. Details for inspections, overhauls or life replacement times as well asthe component or part number and serial numbers installed and removed shall beprovided along with the list price and the discount price.R. Aircraft Inventory:5
STATE OF DELAWAREGovernment Support ServicesThe table below adds and provides information regarding the composition of theDelaware State Police, Aviation Section Aircraft Fleet.AIRCRAFT MODELAND TYPEBell 407 HelicopterBell 429 HelicopterCessna 185Q Skyline Fixed WingNUMBER INFLEET221AGE OF AIRCRAFT1999, 20042014, 20141980S. PricingThe offeror is to submit pricing using Appendix B found at www.bids.delaware.govIII.Required InformationThe following information shall be provided in each proposal in the order listed below.Failure to respond to any request for information within this proposal may result in rejectionof the proposal at the sole discretion of the State.A. Minimum Requirements1. Provide Delaware license(s) and/or certification(s) necessary to perform services asidentified in the scope of work.Prior to the execution of an award document, the successful Vendor shall eitherfurnish the Agency with proof of State of Delaware Business Licensure or initiate theprocess of application where required.2. Vendor shall provide responses to the Request for Proposal (RFP) scope of workand clearly identify capabilities as presented in the General Evaluation Requirementsbelow.3. Complete all appropriate attachments and forms as identified within the RFP.4. Proof of insurance and amount of insurance shall be furnished to the Agency prior tothe start of the contract period and shall be no less than as identified in the bidsolicitation, Section D, Item 7, subsection g (insurance).5. Provide response to Employing Delawareans Report (Attachment 9)B. General Evaluation Requirements1. Experience and Reputation in the servicing, maintenance, repair and overhaul of theSections aircraft.2. Proximity to Delaware State Police Aviation Section locations.3. Safety Record of other aircraft maintained and or repaired by the bidder and its Subcontractors.4. Distribution of work to individuals and firms or economic considerations.5. Capacity to meet requirements (size, financial condition, etc.)6. Familiarity with public work and its requirements.IV.Professional Services RFP Administrative InformationA. RFP Issuance6
STATE OF DELAWAREGovernment Support Services1. Public NoticePublic notice has been provided in accordance with 29 Del. C. §6981.2. Obtaining Copies of the RFPThis RFP is available in electronic form through the State of Delaware Procurementwebsite at www.bids.delaware.gov . Paper copies of this RFP will not be available.3. Assistance to Vendors with a DisabilityVendors with a disability may receive accommodation regarding the means ofcommunicating this RFP or participating in the procurement process. For moreinformation, contact the Designated Contact no later than ten days prior to thedeadline for receipt of proposals.4. RFP Designated ContactAll requests, questions, or other communications about this RFP shall be made inwriting to the State of Delaware. Address all communications to the person listedbelow; communications made to other State of Delaware personnel or attempting toask questions by phone or in person will not be allowed or recognized as valid andmay disqualify the vendor. Vendors should rely only on written statements issued bythe RFP designated contact.MARIA FRYGOVERNMENT SUPPORT SERVICES100 ENTERPRISE PLACE, SUITE 4DOVER, DE 19904Maria.fry@state.de.usTo ensure that written requests are received and answered in a timely manner,electronic mail (e-mail) correspondence is acceptable, but other forms of delivery,such as postal and courier services can also be used.5. Consultants and Legal CounselThe State of Delaware may retain consultants or legal counsel to assist in the reviewand evaluation of this RFP and the vendors’ responses. Bidders shall not contactthe State’s consultant or legal counsel on any matter related to the RFP.6. Contact with State EmployeesDirect contact with State of Delaware employees other than the State of DelawareDesignated Contact regarding this RFP is expressly prohibited without prior consent.Vendors directly contacting State of Delaware employees risk elimination of theirproposal from further consideration. Exceptions exist only for organizations currentlydoing business in the State who require contact in the normal course of doing thatbusiness.7. Organizations Ineligible to BidAny individual, business, organization, corporation, consortium, partnership, jointventure, or any other entity including subcontractors currently debarred orsuspended is ineligible to bid. Any entity ineligible to conduct business in the Stateof Delaware for any reason is ineligible to respond to the RFP.7
STATE OF DELAWAREGovernment Support Services8. ExclusionsThe Proposal Evaluation Team reserves the right to refuse to consider any proposalfrom a vendor who:a. Has been convicted for commission of a criminal offense as an incident toobtaining or attempting to obtain a public or private contract or subcontract, or inthe performance of the contract or subcontract:b. Has been convicted under State or Federal statutes of embezzlement, theft,forgery, bribery, falsification or destruction of records, receiving stolen property,or other offense indicating a lack of business integrity or business honesty thatcurrently and seriously affects responsibility as a State contractor:c. Has been convicted or has had a civil judgment entered for a violation underState or Federal antitrust statutes:d. Has violated contract provisions such as;1) Knowing failure without good cause to perform in accordance with thespecifications or within the time limit provided in the contract; or2) Failure to perform or unsatisfactory performance in accordance with terms ofone or more contracts;e. Has violated ethical standards set out in law or regulation; andf. Any
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