The Office of Management and Enterprise Services on behalf of the Oklahoma Department of Public S...
|Agency:||State Government of Oklahoma|
|Level of Government:||State & Local|
|Posted Date:||Jul 29, 2020|
|Due Date:||Aug 19, 2020|
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Public Safety, Department of - DPS
Closing Date Status:
The Office of Management and Enterprise Services on behalf of the Oklahoma Department of Public Safety seeks to establish a contract for helicopter training
|Attachment Title||Attachment Type||File Type||Comments|
|1. 5850000494-Bidder Instructions||Solicitation||5850000494 Bidder Instructions|
|2. 5850000494 CP-004||Other||5850000494 OMES Form CP-004 - Non-Collusion|
|3. 5850000494 CP-076||Other||5850000494 OMES Form- CP-076 Responding Bidder Information|
|5. State General Terms - Contract Attachment B||Contract||5850000494 Attachment B Contract State General Terms|
|4.. 5850000494-Attachment A Solicitation||Contract||5850000494 Attachment A Solicitation Contract|
|5850000494 CP-011||Amendment||Amendment to update information.|
25131600 Civilian and commercial rotary wing aircraft
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Solicitation Issue Date: 29 Jul 20
DUE DATES AND TIME (CENTRAL STANDARD TIME):
3:00 p.m. on 19 Aug 201
Request for administrative review:
3:00 p.m. on 5 Aug 20
3:00 p.m. on 12 Aug 20
Agency Name/Number: Oklahoma Department of Public Safety/58500
X Request for Proposal
Request for Quote
Invitation to Bid
Information technology Bidder Instructions are applicable:
Terms regarding sensitive data will be included in the Contract including, but not limited to:
RETURN SEALED BID TO:
Name: Cinnamon Alexander, CPO
(Please do not add to an auto emailer)
Phone No. +1.405.365.2581
1 Amendments may change the Bid Response Due Date (read “Amendments” in these Bidder Instructions)
Oklahoma Office of Management and Enterprise Services Bidder Instructions
Information related to the Bid submission process is contained in these Bidder Instructions. Prospective Bidders
are urged to read the documents provided by the State and these Bidder Instructions carefully. Failure to
do so shall be at the Bidder’s risk.
The following terms, when used in these Bidder Instructions, shall have the following meanings:
1.1 Alternate Bid means a Bid which contains an intentional substantive variation to a basic provision,
specification, term or condition.
1.2 Amendment means a written change, addition, correction or revision to terms, conditions or
requirements by the State agency issuing the Solicitation.
1.3 BAFO means a best and final offer requested by the State agency issuing the Solicitation.
1.4 Bid means an offer a Bidder submits in response to the Solicitation.
1.5 Bidder means an individual or business entity that submits a Bid in response to the Solicitation.
1.6 Bid Packet means the order described in these Bidder Instructions in which all Bidders shall insert
the relevant sections of a Bid and which shall be the format for all submitted Bids.
1.7 OAC means the Oklahoma Administrative Code.
These Bidder Instructions are not part of the Contract; however, compliance with these Instructions is
material to the determination of whether a Bid is responsive. Terms, requirements and specifications may
be stated or phrased differently than in a previous solicitation irrespective of past interpretations, practices
or customs. Bid requirements are altered only by written Amendment and verbal communications from
any source whatsoever are of no effect. In no event shall the Bidder’s failure to read and understand a term,
condition or requirement in any of the documents provided by the State constitute grounds for a claim after
award of the Contract.
Communications and Questions
The Contracting Officer listed on the Bidder Instructions Cover Page is the only individual the Bidder
should contact, or communicate with, regarding any questions or issues with the Solicitation or a
Bid. Failure to comply with this requirement may result in the Bid being considered non-responsive or not
considered for further evaluation.
3.1 General Questions
A. Questions should be concise, identify the document, include specific section references
and avoid use of tables or special formatting (use simple lists).
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B. Non-Information Technology Bids
Bidder may submit general questions concerning Contract or Bid specifications at the
Contracting Officer’s email address shown on the Bidder Instructions Cover Page.
Questions received via any other means will not be addressed.
3.2 Clarification Questions
The State reserves the right, at its sole discretion, to request clarifications of Bid information or to conduct
discussions for the purpose of clarification with any or all Bidders. The purpose of any such discussion
shall be to ensure full understanding of the Bid. If clarifications are made because of such discussion, the
Bidder(s) shall put such clarifications in writing. Bidder answers that are outside scope of the clarification
questions shall be disregarded. Oral explanations or instructions provided to a potential Bidder is not
4.1 A Bidder that believes the Contract or Bid requirements or specifications, or Bid Response Due
Date, are unnecessarily restrictive or limit competition may submit a request for administrative
review, in writing, to the Contracting Officer. The State shall promptly respond in writing to each
written administrative review request, and where appropriate, issue a revision, substitution or
clarification through an Amendment. Requests for administrative review of technical or contractual
requirements shall include the reason for the request, supported by information, and any proposed
4.2 If a Bidder fails to notify the Contracting Officer of an error, ambiguity, conflict, discrepancy,
omission or other error in any of the documents provided by the State that is known to Bidder, or
that reasonably should be known by Bidder, the Bidder accepts the risk of submitting a Bid and, if
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awarded the Contract, shall not be entitled to additional compensation, relief or time by reason of
the error or its later correction.
5.1 Any Amendment shall be set forth at the same online link as the Solicitation.
5.2 It is the Bidder’s responsibility to check the State’s website frequently for any possible
Amendments that may be issued. The State is not responsible for the Bidder’s failure to download
any amendment documents required to complete a Bid.
Unless otherwise specified in the Oklahoma Open Records Act, Central Purchasing Act, or other applicable
law, documents and information a Bidder submits as part of or in connection with a Bid are public records
and subject to disclosure after contract award pursuant to OAC 260:115-3-92. However, a public Bid
opening does not make the Bid immediately accessible to the public. All material submitted by a Bidder
becomes the property of the State. No portion of a Bid shall be considered confidential after award of the
Contract except, pursuant to 74 O.S. §85.10, information in the Bid determined to be confidential by the
State Purchasing Director or delegate. Typically, a properly submitted confidentiality claim of a potential
awardee is reviewed and determined prior to award; a properly submitted confidentiality claim of a non-
awarded Bidder is reviewed and determined only when responding to an open records request concerning
the Bid. Additional information regarding information considered confidential by a Bidder is provided in
Section 8.2.C below.
Acceptance of Content
Unless otherwise provided in Section Four of a Bidder’s response, all Bids shall be firm representations
that the responding Bidder has carefully investigated and will comply with all State terms and conditions
relating to the Contract. Upon award of a contract to the successful Bidder, such terms and conditions, as
may be amended by the Bid after negotiation, shall become contractual obligations between the parties.
Required Bid Structure
8.1 Preparation of Bid
A. The Bid is required to be structured into separate, labelled and easily identifiable sections
using the Bid Packet format provided below. A Bid submitted using any other format may
not be accepted. The Bid should not contain duplicative content. Any section of the Bid
Packet that is not applicable to the Bid shall have a page inserted to denote the section is
not applicable. For instance, if business references are not required, the Bid should contain
a page after the “Business References” section heading that reads “Not Applicable”, “N/A”
or some similar notation.
2 OAC 260:115-3-9 is located at
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B. The Bid will be evaluated using a best value criteria, based on the following:
i Lowest and best cost
ii No negative FAA Enforcement Action in previous 3 years
iii Age of Aircraft Fleet
iv Training Location Option B strongly preferred
v Veteran Owned Preference
C. “As referenced in subsection 8.2.H, the Bid shall show the ability of the Bidder to meet or
exceed the following minimal and mandatory requirements and specifications:”
C.1. Night Vision Goggle Pilot Initial/Instructor: Add-On to appropriately rated
Helicopter Pilot to meet all required minimums established in Federal Aviation
Administration. FAA Part 61.31(k) (1-2); 61.31(k) (7)
C.1.1 Required Minimal Training
6 Hours Dual Flight Instruction
8 Hours Ground Instruction
1.5 Hours Check Ride Rental
1 Designated Pilot Examiner Fee
C.1.2. Training Options
C.1.2.1. Training may be held at vendor’s facility or Oklahoma Highway
Patrol (OHP), Troop O-Aircraft’s Headquarters. Bid may be
submitted for either option or both.
a. Training to be done at vendor’s facility, facility must be
b. Training to be done at OHP, Troop O-Aircraft’s
Headquarters, Max Westheimer Airport, 2320 Newton
Drive, Norman, OK 73069, with vendor’s aircraft.
C.1.3. Training may be conducted as Part 61, but training facility
must be FAA certified Part 141. Instructors must be FAA
certified Rotor Wing Instrument Instructors. All applicable
proof of certification(s) must be submitted with bid.
a. Provide rotary wing instruction from primary student to
Commercial Pilot Certification.
b. Provide certificated Rotor Wing Instrument Instructors to
ensure successful completion of the FAA Airman
Certification Standards and the successful passing of the
FAA Rotary Wing Certification Program.
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