Description

PRE-PROPOSAL CONFERENCE: There will not be a Pre-Proposal conference for this sourcing event. PROPOSAL INSTRUCTIONS: Complete all questions in sourcing event. Complete and upload 2 attachments: Question 2.1.2 Sample Checklist (Proposer's format) Question 2.1.5 Price List (Template in Buyer Attachments Section) Submit proposal by Due Date and Time listed in this sourcing event. PURPOSE AND OVERVIEW   The Multnomah County Sheriff’s Office Special Investigations Unit is seeking Proposers from whom it may purchase maintenance and repair services on an as-needed basis for our 1979 Cessna R172K fixed wing single engine aircraft.  MCSO has owned the aircraft for over 30 year. SCOPE OF SERVICES A.  The Aircraft has the following required maintenance services:  Annual Inspection-.  This will include systematically examining, checking and testing aircraft structural members, components and systems, to detect actual or potential unserviceable conditions. Annually on or about October of every year. ELT Inspection- (Emergency Locator Transmitter).  Every 12 calendar months. Pitot/Static Inspection- Pressure-sensitive instruments that are used in aviation to determine an aircraft's airspeed, Mach number, altitude, and altitude trend. Each altimeter and static pressure system must undergo an inspection to ensure accuracy and compliance with standards.  Every 24 calendar months. Transponder Inspection- The electronic device that produces a response when it receives a radio-frequency interrogation.  Every 24 calendar months. 50 hours inspection-Includes oil change and inspecting the engine for wear and tear and gapping, cleaning, and examining the spark plugs. Every 50 operational hours. Engine Overhaul- Requires a new engine installation. On or about every 2000 operational hours. Any Unscheduled Repair Needs- Outside of the above listed inspections the Aircraft can have an unexpected malfunction. B.  Guarantees Warranty and Quality The successful bidder must guarantee/warranty against any defects in workmanship or materials.  All faulty parts and or failed repair services will be returned/replaced or re-accomplished at the bidder’s expense. The minimum warranty period shall be twelve (12) months for both parts and labor.  Warranty repair and/or replacement shall be performed at no additional charge to the County.  All warranty periods shall begin upon acceptance by the County. All materials, parts and supplies used for repairs and maintenance services shall be the best of their grade and types according to aircraft repair standards and the Federal Aviation Administration requirements. Having been thoroughly tested and subjected to rigid examination and standardization.  Items not meeting these requirements shall be replaced at no cost to the County upon due notice of deficiency. C.  Delivery All parts purchased by the County, whether picked up or delivered, shall be accompanied by a packing slip to: Multnomah County Sheriff’s Office- Attn: Deputy Doug Asboe -234 SW Kendall Court -Troutdale Oregon 97060.  The packing slip/invoice shall list quantity, part number, and description.  The packing slip/invoice shall be dated and signed (including employee ID number/DPSST) by the County employee receiving the goods. Expedited delivery- If the County determines that rush shipping or other alternate shipping is required is shall notify the Contractor.  The Contractor shall determine any additional costs associated with such delivery terms and communicate that cost to the County. D.  Authorization of Work. All work performed under this Contract will be directed by the County’s Authorized Representative or his/her designee. A County-issued Purchase Order must authorize all work prior to commencement of any Work. Upon receipt of the authorized Purchase Order, Contractor shall schedule work with the County. No work shall be performed without an approved Purchase Order. Any Work performed by Contractor without an approved Purchase Order shall be considered “Unauthorized Work.” All Unauthorized Work shall be at Contractor’s sole cost and expense. Any removal, remediation or repair of Unauthorized Work shall be performed by Contractor at Contractor’s sole cost and expense. E.  Price Changes All proposed prices shall be protected from increase for the first year of the Contract. Changes in proposed prices or discounts shall be submitted in writing sixty (60) Days prior to the proposed date of change. And then only in the same proportion that changes have occurred on the manufacturer’s latest published price lists. Discount schedules, federal price indexes, or other means of positive verification. The County shall have the right to accept or reject any proposed changes/s in any of the originally proposed prices or discounts. D.  Operation Manuals Upon delivery, Supplier shall provide comprehensive operational manuals, material service manuals, and schematic diagrams, if required by the using Agency. GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS The Special Investigation Unit Provides Air Surveillance Services for all of Multnomah County and available to assist other agencies if needed.  It is The Sheriff's Offices goal the result of this Sourcing Event will award a contract to an experienced knowledgeable supplier to help maintain the Aircraft in serviceable condition at all times. TARGET POPULATION SERVED Multnomah County Citizens. FUNDING Funding of the work described in this RFP is not guaranteed. Fluctuations in funding year to year should be expected. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING The following key performance indicator will be monitored by the County to determine if the Proposer who is selected for a contract resulting from this Sourcing Event is performing to the expected level of performance: 1)  On-time performance:  During the course of the contract, the County will notify the Proposer of work that needs to be performed.  The Proposer will be expected to acknowledge the notification (telephone call or email) within 24 hours to schedule the needed maintenance or repair.   CONTRACT NEGOTIATION The County will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached. CONTRACT AWARD  Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. Through this Sourcing Event process, the County is seeking to award one contract. Award, as determined by the County, will be made to the responsible Proposer whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this Sourcing Event. The County reserves the right to select Proposers who have submitted a proposal scoring fewer points than a higher scoring proposal based on the Proposer’s ability to best meet the County’s programmatic needs. If a Proposer who has submitted a proposal that has scored fewer points is recommended for selection, the Board of County Commissioners must approve the award. CONTRACT TERM The contract term shall be a fixed term for five (5) years. COMPENSATION AND METHOD OF PAYMENT Pricing for the Contract resulting from this Sourcing Event will be based on fixed rates for labor and a fixed markup for materials.   The County will pay for work performed and accepted upon receipt of a correct and valid invoice. Cost for labor shall be an hourly rate and shall be inclusive of travel time, labor, overhead and consumables required to perform the Services.   Cost for components and replacement parts will be reimbursed by the County at the Proposer’s net cost plus a markup.  When components and/or replacement parts are required for a particular job the Proposer must submit a copy of their invoice showing the amount paid for the part.   The County reserves the right to conduct an audit or to request documentation to substantiate any and all costs invoiced by the Proposer.  The County may elect to purchase materials for the work to be performed and provide to the Proposer as well. COOPERATIVE PURCHASING Other public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract Pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract. INSURANCE REQUIREMENTS Minimum insurance requirements:Insurance requirements are set forth in Exhibit 2 of the Services Contract located in the Buyer Attachments page, review these requirements carefully. Additional insurance requirements: Hangar Keeper Coverage-$1 Million per occurrence MINIMUM REQUIREMENTS At the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline. Proposer Representations and Certifications The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Prerequisite page of the Sourcing Event.

Attachments

This project has the following solicitation documents. You will need to visit the agency's original website to download these documents.

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