1400 Aviation Maintenance

Pennsylvania Office of Attorney General Aviation Maintenance and Repair Specifications

A. Introduction

This Invitation for Bid (IFB) is designed to provide prospective bidders with information on requirements associated with the Pennsylvania Office of Attorney General (OAG) Cessna Caravan 208B (Turboprop) aircraft, and mission equipment installed on the aircraft. Work to be performed includes but is not limited to inspections, maintenance, repairs, and modifications of said aircraft, and specialized mission equipment installed on aircraft.

All questions regarding the contract or bidding procedures should be directed to Erin Webster, via email at ewebster@attorneygeneral.gov.

B. Vendor Registration

In order to do business with the Commonwealth you must be registered in the Supplier Relationship Manager system (SRM). Instructions on registration and bidding processes can be found at www.pasupplierportal.state.pa.us. If you have questions concerning SRM Procurement Supplier registration, they should be directed to the Department of General Services at (717) 346-2676 (Harrisburg Area) or (877) 435-7363 (toll free) or via email at ra-srmhelp@state.pa.us. Please note, SRM Supplier Registration does not mean that you will automatically receive this bid or any other contract with the Commonwealth.

Vendors are also required to make sure they are setup through Automated Clearing House (ACH) for payment. Bidder is notified that the Commonwealth of Pennsylvania and the Department of General Services will make all contract payments through ACH. The Contractor will comply with the requirements for Payments through ACH.

C. Receipt and Opening of Bids

Electronic Bids must be submitted prior to the specified Bid Closing Date and Time affixed in this IFB. Electronic bids submitted after the specified Bid Closing Date and Time will not be considered for award.

Bids must be submitted electronically through the SRM System (www.pasupplierportal.state.pa.us). If for some reason bidder is unable to submit the bid electronically through the SRM System, they should contact the Procurement Specialist listed on this specific bid for an alternate procedure of submitting their bid. Bidder is still responsible for ensuring that the bid is received by date and time specified. Failure to ensure that bids are received on time will result in rejection of said bid by the OAG.

D. Bid Award

The Bidder shall complete all requirements of the IFB electronically via the SRM System (www.pasupplierportal.state.pa.us) to qualify for the bid.

Bids will be awarded based on a lump sum award to one bidder.

Bids shall indicate an hourly labor charge for services requested. A Line Item of Estimated Parts is already completed. Do not change as we will adjust to actual spend, once incurred. Bid award shall be determined by the total low cost bidder that meets all requirements of the bid specifications.

E. Bid Results

The OAG Procurement Unit will notify bidders in writing via email of the bid results. Results will also be posted on www.emarketplace.state.pa.us under the Awards tab.

F. Bid Security

Bid Security is not required.

G. Performance Security

Performance Security is not required.

H. Insurance

The awarded bidder, at their expense, shall procure and maintain, during the term of the purchase order and any renewal or extension periods thereof, the following types of insurance, issued by companies acceptable to the OAG and authorized to conduct such business under the laws of the Commonwealth of Pennsylvania:

A. Worker’s Compensation Insurance for all of the awarded bidder’s employees and those of any subcontractor, engaged in work at the site of the project as required by law.

B. Public Liability and Property Damage Insurance to protect the Commonwealth, Pennsylvania Office of Attorney General , the awarded bidder, and any and all subcontractors from claims for damages to property including the loss of use resulting from any property damage, which may arise from the activities performed under the service purchase document of the failure to perform under the service purchase document, whether such performance or non-performance be by the awarded bidder, by any subcontractor, or by anyone directly or indirectly employed by either. The minimum amounts of coverage shall be $250,000 per person and $850,000 per occurrence for bodily injury, including death, and $250,000 per person and $850,000 per occurrence for property damage. Such policies shall be occurrence rather than claims-made policies and shall not contain any endorsements or any other designated to limit and restrict any action by the Commonwealth, OAG, as an additional insured, against the insurance coverage in regard to work performed for the Commonwealth, OAG.

Prior to commencement of work under the resulting purchase order and at each insurance renewal date during the term of service, the awarded bidder shall provide the OAG with current certificates of insurance. These certificates or policies shall name the Commonwealth, OAG as an additional insured and shall contain a provision that the coverage’s afforded under the policies will not be cancelled or changed until at least thirty (30) days written notice has been given to the OAG. A copy of each insurance document should be provided to the Aviation Section Supervisor.

The OAG shall be under no obligation to obtain such certificates from the awarded bidder. The OAG’s failure to obtain same shall not be deemed a waiver of awarded bidder’s obligation to obtain and furnish certificates. The OAG, or its designees, shall have the right to inspect the original insurance policies.

I. Liability

Awarded bidder is responsible for taking all reasonable precautions, in accordance with sound industrial practices, to safeguard and protect the OAG Property in its possession or custody. The awarded bidder assumes the risk of, and shall be responsible for, any loss or damages to the OAG furnished property in their possession except for reasonable wear and tear and to the extent such property is consumed in the performance of the service purchase document.

Liability insurance must be at least in the amount of $1.5 million dollars.

The awarded bidder and/or bidder’s subcontract must have insurance against loss or vandalism while the aircraft is in awarded bidder/subcontractor’s custody. A copy of said policy must be returned with the signed copy of this contract (in the event subcontractors are used, verification of insurance is required prior to any work be performed). In addition, the awarded bidder (subcontractor) is required to maintain liability insurance coverage through the contract period.

J. Endorsements

The awarded bidder shall not advertise or publicize in any way a written or verbal endorsement that their services are being used by the OAG without the written approval of the OAG.

K. Sensitive Information/News Releases

Except as enervated below, the awarded bidder shall not:

1. Publish or otherwise disclose, except to the OAG and except matters of public record, any information or date obtained during the course of performance under the service purchase document, except with the consent of the OAG.

2. Release news relating to the performance of this service purchase document unless prior approval by the OAG is obtained. The OAG reserves the sole right to issue news releases regarding any incident that may occur during the service purchase document term.

L. Confidentiality

The awarded bidder shall be bound to confidentiality of any information its employees may become aware of during the course of performance of contracted tasks. Consistent and/or incorrect breaches of confidentiality may constitute grounds for cancellation of the service purchase document.

M. Other Conditions

No exclusive service purchase documents of any sort shall be granted. The OAG reserves the right to have any work performed elsewhere. The service purchase document may be terminated by a 30 day written notice to the other party. The Commonwealth is exempt from all excise and sales taxes. (No tax shall be included in the bid price.) Compensation insurance shall be carried in accordance with the provisions of the Workman’s Compensation Laws of the Commonwealth Pennsylvania referenced in Paragraph H. Insurance.

The awarded bidder shall certify that it is not currently under suspension or debarment by the Commonwealth, any other state, or the federal government.

If the awarded bidder enters into any subcontracts under this contract with subcontractors who are currently suspended or debarred by the Commonwealth or federal government during the term of this contract or any extensions or renewals thereof, the Commonwealth shall have the right to require the awarded bidder to terminate such subcontractors.

Non-compliance of any provision of this service purchase document will be cause for termination of the service purchase document at the discretion of the OAG Director of Aviation.

N. Contract Period

The term of the initial service term is twelve (12) months and will commence upon the final approval of the purchase document.

O. Option to Renew

The Contract may be renewed for a maximum of 4 additional 1-year term(s), so long as OAG provides written notice to Contractor of its intention to renew the Contract by letter prior to the expiration of the term of the agreement, or any extension thereof. The OAG may exercise the renewal as individual year or multiple year term(s). Any renewal will be under the same terms, covenants and conditions, provided, however, that the rates under the contract may be increased up to 3.00 % during each renewal term. No further document is required to be executed to renew the term of the contract.

P. Option to Extend

The OAG reserves the right, upon written notice to the awarded bidder, to extend the service purchase document or any part of the service document for up to three (3) months upon the same terms and conditions. This will be utilized to prevent lapse in contract coverage and only for the time necessary, up to 3- months, to enter into a new service purchase document. There will be no price change made in the 3-month option to extend period.

SPECIFIC IFB REQUIREMENTS

A. Awarded bidder must perform scheduled and unscheduled maintenance IAW AIP/Annual Inspections and any other airworthiness condition needed by any OAG Aircraft. The OAG has the right to include OAG maintenance personnel at any point in the repairs/inspection or maintenance process as required by FARs or specified by Pennsylvania Office of Attorney General (OAG) policy. Work to be performed includes but is not limited to inspections, on the Cessna 208B Caravan aircraft with Pratt & Whitney PT6A-140 and four bladed McCauley Propeller.

B. The awarded bidder must have experience conducting annual inspections and maintenance on the Cessna 208B caravan series of aircraft. The awarded bidder must provide documentation of that experience, if requested.

C. Maintenance shall be done by awarded bidder mechanics(s) at the awarded bidder maintenance Facility or any other facilities approved by the OAG/awarded bidder. At least one mechanic working on the OAG aircraft shall be FAA Certified and possess Airframe and Powerplant Ratings in accordance with 14 CFR, Part 65, Subpart D-Mechanics. Mechanics must have experience/training working on Cessna 208B Caravan. Copies of mechanics Airframe and Powerplant certificates are not necessary.

D. Warranty work is to be billed directly to the manufacturer. If the manufacturer chooses not to warranty work performed, the OAG will compensate awarded bidder in full for work accomplished. If the aircraft is rendered inoperable or non-airworthy while at another airport and the aircraft cannot be safely or legally flown to the awarded bidder facility, the OAG may authorize the awarded bidder to contract for repairs and/or the awarded bidder may send mechanics to the aircraft’s location to accomplish necessary repairs. All mechanics working on the aircraft must be Federal Aviation Administration (FAA) certified/licensed Airframe and Powerplant Mechanics or have a Repairman Certificate issued by the Federal Aviation Administration.

E. The OAG Director of Aviation will do an on-site visit prior to the contract award to determine that the awarded bidder’s facility is properly maintained, staffed, equipped, and sufficiently stocked with parts and supplies to maintain the OAG aircraft.

F. Awarded bidder must be named or approved on AIP already in use and approved by the OAG.

G. The awarded bidder’s shop shall be inspected to determine if it is properly equipped, maintained, and furnished with technical manuals that are up to date.

H. Scheduled inspections and/or maintenance must be completed within predetermined scheduled days. Discrepancies on repairs are considered separate from the inspection for the purposes of this time limit. When approved by the OAG due to time constraints at least two (2) qualified mechanics who hold a valid Federal Aviation Administration issued Airframe and Powerplant license and one of those mechanics must have an Inspection Authorization, with at least five (5) years of experience maintaining turbine powered aircraft engines, must be assigned to the OAG airplane while it is at the awarded bidder’s facility for service repairs and inspections.

I. Awarded bidder shall provide services within 24 hours of notification by the OAG Director of Aviation.

J. Awarded bidder may be penalized $100 per day each day by the OAG for failure to provide service within 24 hours of notice during normal working hours, weekdays, Monday through Friday.

K. All work is to be completed in accordance with the Manufacturer’s Maintenance Manual and Federal Aviation Administration regulations.

L. The OAG Director of Aviation or approved pilot may complete post-maintenance run-ups and/or test fly the aircraft as needed after work is accomplished by the awarded bidder to determine acceptance and airworthiness.

M. Miscellaneous services such as welding, plating, nondestructive testing, and specialized engine repair, avionics repair, etc. that the awarded bidder must procure from outside sources shall be provided by the OAG at actual awarded bidder cost with no profit charged by the awarded bidder to the OAG. Awarded bidder may charge for actual shipping and handling costs only. All part costs (other than shop materials) shall be itemized on any billing or invoicing, said bill or invoice for parts may be submitted to OAG in advance of purchase and request for upfront payment. Parts will be billed to the OAG at no more than list price. Awarded bidder may apply Administrative fees to organizing any outside service in order to maintain operations critical to airworthiness or regulation standards.

N. The OAG may at its option exchange parts/accessories or authorize used or remanufactured parts for repairs. Use of any such parts/accessories shall not be made until the OAG Chief Pilot has been advised of the cost benefit of utilizing such parts in lieu of new parts and approval is received.

O. Other charges: any invoices submitted for repairs where subcontracted costs or shipping costs are included shall have support documentation for the applicable costs being billed.

P. Billing Procedure: Awarded bidder shall bill the OAG for services after they have been completed. Awarded bidder may bill the OAG for parts in advance and payment may be made upfront, provided they are necessary and authorized by OAG. Billing shall consist of an original document and shall refer to the purchase document number. Billing shall be made to the Pennsylvania Office of Attorney General, ATTN: Administrative Officer, 6400 Flank Drive, Suite 1300, Harrisburg, PA 17112 or electronically to purchasing@attorneygeneral.gov.

Q. Budget Impasse/Availability of Funds: Timely payment of invoices received is contingent upon the annual appropriation of funds made available to the OAG through the passage of a budget by the Commonwealth of PA. The inability of the OAG to pay invoices received during the period of a budget impasse is not a breach of the terms and conditions of the contract and is not a ground for termination. If a budget impasse does occur, upon passage of a budget, the Commonwealth will process for payment all invoices due and owing to the Vendor without penalty.

R. The OAG will make every effort possible to make payment via ACH within 30 days from date of received and or corrected invoices. In the event of a CRP discrepancy the Aircraft will continue to be serviced for scheduled maintenance and parts until the vendor’s obligation(s) are met.

S. Any personal transportation charges, meals, lodging or other travel expenses required by the awarded bidder will be paid based on the travel and subsistence allowances authorized in the Commonwealth of Pennsylvania Management Directive 230.10 in effect for the Commonwealth of Pennsylvania employees at the time the expenses are incurred. The OAG must grant approval prior to awarded bidder incurring any travel expenses.

T. Throughout the duration of this contract, the OAG Director of Aviation may make periodic on-site visits to the awarded bidder’s facility to survey the quality of work being performed on any and all OAG aircrafts.