STATEMENT ofWORK

Pennsylvania State Police

Regionalization of Helicopter Maintenance

I.SCOPE OF WORK

The Commonwealth of Pennsylvania, PA State Police (PSP), Bureau of Emergency and Special Operations (BESO), requires services for the maintenance of helicopters, which include six (6) Bell 407GX (2014 model year), one (1) Bell 407 (1998 model year), one (1) Bell 206L-3 (1990 model year), and two (2) Bell 206B-3 (1992 and 1995 model years). All work is to be completed in accordance with Manufacturer’s Maintenance Manual.

Questions regarding the technical aspect of this bid should be directed to Lt. J. Matthew Tarczynski, BESO at (717) 508-0033. Questions regarding the bidding or contracting procedures should be directed to Erin Webster, Procurement & Supply at (717) 705-5921.

II. CONTRACT CONDITIONS

The PSP will be regionalizing this contract to separate the Eastern Aviation Patrol Units from the Western Aviation Patrol Units as outlined below. Vendors are permitted to bid on both regions, but are only allowed to hold a contract in one (1) region. In the event that the lowest responsive and responsible bidder is the same in both regions, PSP will accept the second lowest responsive and responsible bidder for one (1) of the regions. Therefore, there will be two (2) purchase orders as a result of this Invitation for Bid.

PSP will be regionalizing the contract in the following manner:

  • Eastern – to include the three (3) Aviation Patrol Units listed below:
  • Aviation Patrol Unit 1, Reading

Reading Regional Airport

124 West Apron Drive

Reading, PA 19605

  • Aviation Patrol Unit 2, Hazleton

Hazleton Municipal Airport

5189 Old Airport Rd.

West Hazleton, PA. 18202

  • Aviation Patrol Unit 3, Harrisburg

Capital City Airport

575 Airport Road

New Cumberland, PA 17070

  • Western – to include the three (3) Aviation Patrol Units listed below:
  • Aviation Patrol Unit 4, Altoona

186 Aviation Way

Martinsburg, Pa. 16662

  • Aviation Patrol Unit 5, Latrobe

Arnold Palmer Regional Airport

148 Aviation Lane, Suite 106

Latrobe, PA 15650

  • Aviation Patrol Unit 6, Franklin

Venango Regional Airport

1526 Airport Road

Franklin, PA 16323

  1. CONTRACT REQUIREMENTS

Service Requirements

  • Vendor must hold a Repair Station Air Agency Certificate under Federal Aviation Administration (FAA) Regulations, with an Operations Specification that includes Bell Helicopter model 206B-3, 206L-3, 407, Rolls Royce Engine model 250-C20J, 250-C30P, and 250-C47B. The Vendor must also hold a Bell Helicopter TextronService Facility Certificate issued by the manufacturer. The Vendor may not employ, hire, or subcontract a third party to satisfy the Service Facility Certificate Requirement.
  • A copy of the vendor held Repair Station certificate and BellHelicopter Textron authorized service center certificate shall be attached with the bid submission. Copies of mechanic's Airframe and Powerplant certificates are not necessary.
  • Vendor shall employ at least one mechanic trained by Bell Helicopter Textron to maintain Bell model 206B-3, 206L-3, and 407 helicopters, Rolls Royce engine to maintain model 250-C20J, 250-C30P, and 250-C47B. The vendor shall possess a Certificate of Completion from Bell Helicopter Textron, Rolls Royce for each of these courses. A copy of these Certificates shall be attached to the vendor’s submitted bid.
  • Vendor shall possess facilities for painting helicopter parts and components.
  • The Department aircraft mechanicmay complete an on-site visit prior to the contract award to determine that the vendor's facility is properly maintained, staffed, equipped, and sufficiently stocked with parts and supplies to maintain Department helicopters. The vendor's paint booth may be inspected to determine if it meets industry standards of producing an environment that is temperature controlled, free of humidity, foreign matter, and is properly lighted. The vendor's shop may be inspected to determine if it is properly equipped, maintained, and furnished with technical manuals that are up to date.
  • All parts required shall be approved by the aircraft or engine manufacturer, and of new manufacture, except for those instances where the Department has approved the use of used serviceable parts.
  • Vendor shall have a certified and rated pilot on staff to test fly the helicopter after maintenance is performed, at no additional costs except the regular hourly rate.
  • 100-hour inspections must be completed within three (3) working days. Bell 407 Airframe 300 hour/ 12 month inspections to include ICA’s must be completed within (7) days. Discrepancies and repairs are considered separate from the inspection for the purposes of this time limit. Due to time constraints at least two (2) qualified mechanics must be assigned to each Department helicopter while it is at the vendor facility for service repair or inspection. Vendor shall provide services within 24 hours of being notified. Vendor may be penalized, at the discretion of the Department, at a rate of $100 a day for delaying inspection work after receiving 24 hour notification and/or non-compliance of 2-day inspection deadline.
  • Vendor will supply personnel wherever the Department deems necessary within the State of Pennsylvania for emergency repairs and recovery of Department helicopters. Vendor will supply personnel at the Department facility in New Cumberland, PA when required. The hourly labor rate that is quoted in this bid shall also apply to these services.
  • Throughout the duration of this contract, the Department aircraft mechanic may make periodic on-site visits to the vendor's facility. These visits will be necessary to survey the quality of work being performed on Department owned equipment.
  • Non-compliance will be cause for termination at the discretion of the Director, Bureau of Emergency and Special Operations.
  • Vendor shall perform maintenance at any Pennsylvania State Police facility, or in their own facility at the discretion of the Department.

Parts & Supply Requirements

  • All parts (new and serviceable) and materials are to be charged to the Commonwealth at vendor cost and itemized on invoices. Any handling or administrative fees for parts/materials shall be reflected separately and for each individual item.
  • The vendor agrees to furnish the State Police with a copy of the invoice for any part/material costing $1,000.00 or more. Any part/material costing less than $1,000.00 does not require documented proof of cost with the billing. However, this information must be made available to the Department upon request.
  • The Pennsylvania State Police may at its option exchange parts/instruments or authorize used or remanufactured parts for repairs. Use of any such parts/instruments shall not be made until the Aviation Maintenance Section has been advised of the cost benefit of utilizing such parts in lieu of new parts and approval received.
  1. INSURANCE REQUIREMENTS

The Contractor shall purchase and maintain, at its expense, the following types of insurance, issued by companies acceptable to the Commonwealth:

A.Workmen’s Compensation Insurance-for all of the Contractor’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, the Contractor, and any and all subcontractors from claims for damages for personal injury (including bodily injury), sickness or disease, accidental death and damage to property including the loss of use resulting from any property damage, which may arise from the activities performed under the contract, or the failure to perform under the contract, whether such performance or non-performance be by the Contractor, by any subcontractor, or by anyone directly or indirectly employed by either. The minimum amounts of coverage shall be $250,000 per person and $1,000,000 per occurrence for bodily injury, including death, and $250,000 per person and $1,000,000 per occurrence for property damage. Such policies shall be occurrence rather than claims-made policies and shall not contain any endorsements or any other form designated to limit and restrict any action by the Commonwealth, as an additional insured, against the insurance coverage in regard to work performed for the Commonwealth.

  1. Aircraft Liability - $5,000,000.00 and helicopter replacement insurance of $6,000,000.00

D. Subcontractors/leased Equipment- If any work under this contract is subcontracted or otherwise performed by anyone other than the contractor or performed with equipment subcontracted orleased by the contractor, the contractor must provide liability insurance as specified under its own policy(s) in order to provide coverage for any persons and/or equipment so subcontracted or leased or the contractor must provide evidence that the specified liability insurance for any persons and/or equipment so subcontracted or leased is provided for under a policy(s) maintained by the subcontractor or lessor.

Prior to commencement of the work under the contract and at each insurance renewal date during the term of the contract, the Contractor shall provide the Commonwealth with current certificates of insurance. These certificates or policies shall name “The Commonwealth of PA-PSP”as an additional insured and shall contain a provision than 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 Commonwealth. These certificates shall include the location and a brief description of the work to be performed under the contract.

The Commonwealth shall be under no obligation to obtain such certificates from the Contractor(s). Failure by the Commonwealth to obtain the certificates shall not be deemed a waiver of the Contractor’s obligation to obtain and furnish certificates. The Commonwealth shall have the right to inspect the original insurance policies.

V.BID AWARD

The bidder shall complete the electronic IFB-Invitation for Bidto be found at.

Bids will be awarded based on lowest total sum.

The Contractor shall be paid at the unit pricefor actual work performed.

The contract quantities herein are estimated only and may increase or decrease depending on the needs of the PSP.

The PSP will only accept out to two (2) decimal points when entering your “Unit Price” figures in the Invitation for Bid.

Bids shall indicate an hourly labor charge for services requested. Hourly labor charge shall remain the same for shop, avionics, and paint. Award of the contract shall be determined by the total low cost of the estimated services. If the total calculated cost of two (2) or more bidders is equal, the Department may select the Contractor by random method.

VI. CONTRACTOR REFERENCES

After the bid opening, and prior to awarding of the contract, the Department has the right to request references (name, addresses and telephone numbers) of similar work performed in the previous two (2) years as proof of qualification to perform the work outlined in this contract.

VII. CONTRACT TERM

The contract shall commence upon execution and receipt of Purchase Order or July 1, 2015, whichever is later;and terminateJune 30, 2016. Further, the parties may agree to renew this contract up to four (4) additional annual terms, with the final termination date of June 30, 2020, upon the same terms and conditions set forth in the contract. The Contractor shall provide written notification to PSP, Bureau of Emergency andSpecial Operations if they wish to renew the contract.

ESCALATION CLAUSE: On July 1, 2016, and each consecutive July 1st of the contract term, the hourly rate may be increased by a maximum of five (5)percent (%) of the hourly rate, then in effect, for each year. Notificationof this increase must be made no later thanMarch 31st, prior to the increase going into effect.

NOTE: The escalation is not automatic and notification requesting it shall be the sole responsibility of the Contractor.

VIII. PAYMENT TERMS

Payment shall be on a reimbursement basis for services performed.

Any personnel transportation charges, meals, lodging, or other travel expenses required by the vendor will be paid based on the travel and subsistence allowances in effect for the Commonwealth of Pennsylvania employees at the time the expenses are incurred. The Director, Bureau of Emergency and Special Operations should be contacted prior to incurring any expenses to verify the current rate.

Any invoices submitted for repairs where subcontracted costs or shipping costs are included shall have supported documentation for the applicable costs being billed.

IX. INVOICES

Vendor shall invoice the Pennsylvania State Police for services after they have been completed. Administrative expenses, handling and parts shall be listed separately. Vendor shall submit an itemized list of work performed, with the amount of time spent on each item, and the labor charge for each item. Billing shall be an original and two copies and shall refer to the final Purchase Order. Billing shall be made to the Pennsylvania State Police, Aviation Maintenance Unit, 575 Airport Rd, New Cumberland, PA 17070.

X. RECEIPT AND OPENING OF BIDS

Bids must be submitted via the PA Supplier Portal, to be found at

Faxed bids and mailed bids will not be accepted.

No responsibility will be attached to any employee of the Department for the

premature opening of, or the failure to open, a bid not properly addressed and identified, or for any reason whatsoever.

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