Ancillary Equipment for Aircraft Rescue and Fire Fighting Vehicle

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Agency:	State of Vermont
State:	Vermont
Level of Government:	State & Local
Category:	42 - Fire Fighting, Rescue, and Safety Equipment
Opps ID:	NBD14408652127686752
Posted Date:	Mar 7, 2024
Due Date:	Apr 22, 2024
Source:	Members Only

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
Ancillary Equipment for Aircraft Rescue and Fire Fighting Vehicle	03/25/2024 04:30PM		04/22/2024 04:30PM

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

Ancillary Equipment for Aircraft Rescue and Fire Fighting

Vehicle

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

March 7, 2024

March 25, 2024 – 4:30 PM EST

April 22, 2024 – 4:30 PM EST

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS SOLICITATION WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS SOLICITATION.

STATE CONTACT:

Kyle Emerson, State Purchasing Agent II

E-MAIL:

kyle.emerson@vermont.gov

USE SUBJECT: ANCILLARY EQUIPMENT FOR ARFF

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of Purchasing &

Contracting (hereinafter the “State”) is seeking to establish contracts with one company that can provide

Ancillary Equipment for an Aircraft Rescue and Fire Fighting (ARFF) Vehicle.

1.2. CONTRACT PERIOD: Any contract(s) arising from this solicitation will be for a period of up to 560 days.

The State anticipates the start date for such contract(s) will be as soon as practicable.

1.3. SINGLE POINT OF CONTACT: All communications concerning this solicitation are to be addressed in

writing to the State Contact listed on the front page of this solicitation. Actual or attempted contact with

any other individual from the State concerning this solicitation is strictly prohibited and may result in

disqualification.

1.4. BIDDERS’ CONFERENCE: A bidders’ conference will not be held.

1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this solicitation

or wishing to comment on any requirement of the solicitation must submit specific questions in writing no

later than the deadline for question indicated on the first page of this solicitation. Questions may be e-

mailed to the point of contact on the front page of this solicitation. Questions or comments not raised in

writing on or before the last day of the question period are thereafter waived. At the close of the question

period a copy of all questions or comments and the State's responses will be posted on the State’s web

site http://bgs.vermont.gov/purchasing/bids. Every effort will be made to post this information as soon as

possible after the question period ends, contingent on the number and complexity of the questions.

1.6. CHANGES TO THIS SOLICITATION: Any modifications to this solicitation will be made in writing by the

State through the issuance of an Addendum to this solicitation and posted online at

http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be

considered.

1.7. CONTRACT QUANTITY: Any quantities stated in the detailed requirements of this solicitation are

estimates only based on prior usage, and are annual quantities, unless otherwise stated. Actual

purchases may be higher or lower depending on the State’s needs.

1.8. SOURCE OF FUNDS:

Socioeconomic affirmative steps under 2 C.F.R. § 200.321 If using applicable federal funds

Socioeconomic affirmative steps under 2 C.F.R. § 200.321 affirmative steps must include at least the

following six steps:

1. Placing qualified small and minority businesses and women’s business enterprises on

solicitation lists;

2. Assuring that small and minority businesses and women’s business enterprises are solicited

whenever they are potential sources;

3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to

permit maximum participation by small and minority businesses, and women’s business

enterprises;

4. Establishing delivery schedules, where the requirement permits, which encourage participation

by small and minority businesses, and women’s business enterprises;

5. Using the services and assistance, as appropriate, of such organizations as the Small

Business Administration and the Minority Business Development Agency of the Department of

Commerce; and

6. Requiring the prime/general contractor, if subcontracts are to be let, to take the same

affirmative steps as listed in numbers 1 through 5.

If a bidder requires assistance in preparing their proposal or needs guidance on socioeconomic

certifications, the bidder may contact the Procurement Technical Assistance Center (PTAC). PTAC

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specializes in helping small businesses navigate the documentation associated with State and Federal

procurement. Their website is: https://accd.vermont.gov/economic-development/programs/ptac

2. DETAILED REQUIREMENTS:

2.1. DESCRIPTION

2.1.1.This item shall consist of furnishing all labor, equipment, and materials necessary to supply

equipment, tools, and supplies meeting the requirements to outfit an FAA Class III ARFF Vehicle. The

equipment, tools, and supplies will include all necessary mounting systems and will be delivered to

the manufacturer of the separately procured ARFF Vehicle. All work shall be done in strict

conformance with these specifications.

2.2. ANCILLARY EQUIPMENT FOR ARFF VEHICLE REQUIREMENTS

2.2.1.The equipment, tools, and supplies shall meet the requirements that are standard and necessary to

outfit an FAA ARFF Class III Vehicle and shall be according to the requirements set forth in the

ANCILLARY EQUIPMENT LIST, attached as Exhibit A-1 to this request for proposal. All equipment,

tools, and supplies shall conform to AC 150/5210-14 (latest version), AIRCRAFT RESCUE FIRE

FIGHTING EQUIPMENT, TOOLS, AND CLOTHING. Equipment listed without a specific vendor shall

be manufactured specifically for use on FAA ARFF vehicles and manufacturer’s literature shall be

submitted verifying its appropriateness for ARFF purposes.

2.2.2.Substitutions for the radio/communications systems will be at the discretion of the airport and will only

be allowed if the substituted systems will work with the existing system.

2.3. ANCILLARY EQUIPMENT INSTALLATION

2.3.1.The equipment, tools, and supplies shall include all mounting systems, and the Contractor shall

closely coordinate with the provider of the separately procured ARFF Vehicle.

2.3.2.It shall be clear to bidders that while they may choose to bid on both the separate ARFF vehicle and

equipment RFPs, they are not required to and may bid either or both.

2.4. DELIVERY

2.4.1.Upon execution of the contract, all equipment listed under Exhibit A-1 Ancillary Equipment List,

Schedule A must be delivered to the Purchaser by May 1st 2025.

2.4.2.The Contractor shall be required to closely coordinate with the ARFF vehicle manufacturer and shall

deliver to the vehicle manufacturer all equipment, tools, supplies, and mounting systems listed under

Exhibit A-1 Ancillary Equipment List, Schedule B a maximum of 90 calendar days and no less than 30

calendar days prior to the delivery date of the vehicle.

2.4.3.Delivery Location:

2.4.3.1. SCHEDULE A - Rutland Southern Vermont Regional Airport – 1002 Airport Rd, North

Clarendon, VT 05759

2.4.3.2. SCHEDULE B – ARFF Vehicle Manufacturer – TBD by October 2024

2.5. PROJECT DURATION

2.5.1.It is anticipated that work covered by the contract will be awarded at the latest by October 2024. FAA

guidance precludes delivery of the ARFF Vehicle in less than 360 days. It shall be clearly understood

that bidders must hold the bid price submitted for the Ancillary Equipment as valid for the full duration

of the award and contract period.

2.5.2.It shall be clearly understood that the contract time is dependent on the ARFF Vehicle delivery date,

however the equipment listed under Exhibit A-1 Ancillary Equipment List, Schedule A must be

delivered by the interim completion date as outlined in section 2.4.1, and shall ensure that the vehicle

manufacturer receives the Exhibit A-1 Ancillary Equipment List, Schedule B equipment between 90 to

30 days prior to vehicle delivery request for additional contract time will only be granted under the

following:

2.5.2.1. Additional work authorized by change order.

Revised April 19, 2023

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2.5.2.2. Material delivery delays, which are documented and are beyond the Contractor’s control.

Material delivery delays, which are not documented, and not accounted for or identified in the

Contractor’s schedule, will not be considered for a valid justification to extend the contract time.

2.5.3.Prior to the commencement of any activities, the contractor shall attend a mandatory pre-

manufacturing meetings which may include representatives from the State of Vermont, the ancillary

equipment vendor, ARFF vehicle manufacturer and Federal Aviation Administration. The pre-

manufacturing meeting will be held to discuss the work in general, including administrative matters; to

answer any questions of the Vendor; to introduce all parties and describe responsibilities, and to

resolve any potential problems before the work commences. This meeting will be conducted via

Microsoft Teams.

2.5.4.Meetings - It is expected that the meeting schedule will include a kickoff meeting and The State of

Vermont will hold regular virtual meetings, with at least one meeting per quarter, open to all

representatives invited to the pre-manufacturing meeting. These meetings will be mandatory for the

contractor.

2.6. PAYMENT

2.6.1.Method of measurement.

2.6.1.1. The Ancillary Equipment shall be measured for payment based on the complete delivery of the

items, each as specified in Exhibit A-1, to the Purchaser and vehicle manufacturer and based

on the satisfaction of the Owner.

2.6.2.Basis of payment.

2.6.2.1. Payment for the Ancillary Equipment, Tools, and Supplies shall be made at the contract

lump sum price for the equipment, tools, and supplies including manufacturing, mounting

systems, testing and inspection, packaging, and delivery to the Purchaser and vehicle

manufacturer as described in the Specifications. Also included in measurement shall be all

warranty requirements and owner’s manuals.

2.6.2.2. Payment will be made under:

ITEM

M-002-1

M-002-2

DESCRIPTION

Schedule A Equipment for ARFF Class III

Vehicle

Schedule B Equipment for ARFF Class III

Vehicle

UNIT

Lump Sum

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that

Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment

pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be

honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless

otherwise requested by the State. No charge for packing, shipping, or for any other purpose will be

allowed over and above the price quoted.

3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by

Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of

materials and/or services required.

3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive

bidding process with another state and/or cooperative are welcome to submit the pricing in response

to this solicitation.

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3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the

Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and

performance requirements outlined in this solicitation. The State of Vermont reserves the right to obtain

clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to

respond to a request for additional information or clarification could result in rejection of that bidder's

proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the

right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive

technicalities in submissions. The State also reserves the right to make purchases outside of the awarded

contracts where it is deemed in the best interest of the State.

3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final

selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a

BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum

qualification requirements and/or have not been eliminated from consideration during the evaluation

process.

3.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it

will help the State’s evaluation process. The State will factor information presented during

presentations into the evaluation. Bidders will be responsible for all costs associated with providing

the presentation.

3.3. METHOD OF AWARD: Awards will be made under the provisions of 29 V.S.A. § 903. The State may

award one or more contracts and reserves the right to make additional awards to other compliant bidders

at any time if such award is deemed to be in the best interest of the State. All other considerations being

equal, preference will be given to the following as identified in the applicable Certificate of Compliance.

3.3.1.resident bidders of the state and/or to products raised or manufactured in the state;

3.3.2.purchase of goods, products, or materials produced in the United States (including but not limited to

iron, aluminum, steel, cement, and other manufactured products) when the award involves the use of

applicable federal funds under 2 C.F.R. § 200.322)

3.3.3.bidders who have practices that promote clean energy and address climate change.

3.4. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or

more bidders with which to negotiate a contract, based on the evaluation findings and other criteria

deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State

is not successful in negotiating a contract with a selected bidder, the State reserves the option of

negotiating with another bidder, or to end the proposal process entirely.

3.5. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the

preparation of a response to this solicitation and shall be responsible for all expenses associated with any

presentations or demonstrations associated with this request and/or any proposals made.

3.6. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including

the Standard Contract Form and Attachment C as attached to this solicitation for reference. If IT

Attachment D is included in this solicitation, terms may be modified based upon the solution proposed by

the Bidder, subject to approval by the Agency of Digital Services.

3.6.1.Business Registration. To be awarded a contract by the State of Vermont a bidder (except an

individual doing business in his/her own name) must be registered with the Vermont Secretary of

State’s office https://sos.vermont.gov/corporations/registration/ and must obtain a Contractor’s

Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ .

3.6.2.The contract will obligate the bidder to provide the services and/or products identified in its bid, at the

prices listed.

3.6.3.Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however,

such discounts must be in effect for a period of 30 days or more in order to be considered in making

awards.

3.6.4.Quality. If applicable, all products provided under a contract with the State will be new and unused,

unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless

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