August 9, 2017 Southern Utah University Request for Quote (RFQ) Night Vision Goggles (NVG) Helicopter Conversion SUU Aviation Science RFQ # NVGC17-0809 Due: 3:00 PM MDT, August 30, 2017
Index SECTION 1.0 SECTION 2.0 SECTION 3.0 SECTION 4.0 SECTION 5.0 SECTION 6.0 SECTION 7.0 SECTION 8.0 REQUEST FOR QUOTE PURPOSE OF REQUEST FOR QUOTE (RFQ) INSTRUCTIONS TO CONTRACTORS SPECIFICATIONS / SCOPE OF WORK CONTRACTOR QUALIFICATIONS EVALUATION CRITERIA FORM OF SUBMITTAL CONTRACTOR CERTIFICATION
SECTION 1.0 REQUEST FOR QUOTE RFQ #NVGC17-0809 Southern Utah University is requesting sealed quotes from qualified sources to Retrofit an SUU Aviation Program Helicopter with Night Vision Goggle Capabilities. Sealed quotes will be received at the Southern Utah University Purchasing Office, attn. Brad Brown, 351 West University Blvd., Cedar City, Utah, 84720, no later than 3:00 PM MDT, Wednesday, August 30 th, 2017, at this time a representative of the Purchasing Office will announce publicly the names of the firms submitting quotes. Disclaimer: Issuance of this Request for Quote in no way commits the University to enter into a contract for the services requested in this solicitation. The University reserves the right to reject any, or all, Quotes submitted in response to this solicitation. All inquiries for information, unless otherwise specified, regarding this quote shall be directed in writing to: Purchasing Contact Brad Brown Director of Purchasing Southern Utah University 351 West University Blvd. Cedar City, Utah 84720 brown@suu.edu IMPORTANT DATES The following dates are significant to this RFQ: RFQ Issued August 9, 2017 RFQ Questions Due 2:00 PM MDT, August 16, 2017 Quote Deadline 3:00 PM MDT, August 30, 2017
BACKGROUND INFORMATION SECTION 2.0 PURPOSE OF THE RFQ As the State s premier and only public university of liberal arts and sciences, Southern Utah University is at the forefront of undergraduate research and scholarship, with a commitment to a personalized student experience. Offering 150 undergraduate and 10 graduate programs, SUU boasts high job placement success and excellent graduate school acceptance rates. This commitment to students and their unique educational opportunities is gaining national attention. Beyond the classrooms, the campus is home to several unique cultural and recreational opportunities. The Tony Award-winning Utah Shakespeare Festival operates on the SUU campus every summer and fall, drawing more than 125,000 visitors, students, and artists from across the nation. The University enrolls over 9,000 students and employs approximately 800 faculty and staff. Founded in 1897, SUU is located on a main campus of 115 acres in Cedar City, Utah, about 2 ½ hours north of Las Vegas on Interstate 15, in the geographic area of Utah s National Parks. The University operates an agriculture program on 750-acre land laboratory and on 2,400 acres of mountain property. Most common disciplines are offered at the University, the top five being teacher education, business, biology, technology and the social sciences. INTENT Southern Utah University is soliciting quotes from qualified firms to complete a retrofit of a Southern Utah University (SUU) Aviation Department helicopter with NVG capabilities. These capabilities will allow the Aviation Department the ability to offer an NVG training course. NVG experience is a highly marketable skill needed for many industry jobs. This is specifically relevant to those seeking Helicopter Air Ambulance (HAA) careers. The information provided herein is intended to assist contractors in the preparation of quote documents necessary to properly respond to this RFQ. The RFQ is designed to provide interested contractors with sufficient basic information to submit a quote meeting minimum requirements, but is not intended to limit content or exclude any relevant or essential data there from.
SECTION 3.0 INSTRUCTIONS TO CONTRACTORS Sealed Quotes must be addressed and delivered to the Southern Utah University Purchasing Office, 351 West University Boulevard, Cedar City, Utah, 84720, on or before 3:00 PM MDT, August 30, 2017. Quote documents must be in a sealed envelope marked: Name of Firm RFQ Number Date and Time Quote is due. 1. One (1) original and three (3) copies of the quote documents must be submitted by the time and date listed above. 2. Contractors may withdraw quotes at any time prior to the time and date set for the opening. 3. No department or office at the University has the authority to solicit official quotes other than the Purchasing Office. All solicitation is performed under direct supervision of the Purchasing Director and in complete accordance with University Policy and Procedures. 4. The University reserves the right to conduct discussions with contractors/consultants. The University will not disclose any information derived from quotes submitted or from discussions with other contractors until after an award of this request has been made. 5. Contractors submitting quotes which meet the selection criteria and which are deemed to be advantageous to the University may be requested to give an oral presentation to a selection committee. If oral presentations are required, they will be scheduled after the submission of quotes. Oral presentations will be made at an offeror s expense. 6. Award shall be made to the responsive and responsible contractor/consultant whose quote is determined to be the most advantageous to the University, taking into consideration the evaluation factors set forth in this solicitation. Pricing, although a consideration, shall not be the sole determining factor. 7. Any information considered to be proprietary by the contractor shall be placed in a separate envelope and marked Proprietary Information. To the extent the Purchasing Director concurs, this information will not be considered public information. The Purchasing Director is the final authority as to the extent of material which is considered confidential. Pricing information cannot be considered confidential. To protect information under a Claim of Business Confidentiality, the offeror must include a concise statement of reasons supporting the claim of business confidentiality (Subsection 63G-2-309), and submit a redacted (excluding protected information) copy of the quote response. Copy must clearly be marked Redacted Version.
8. Quote documents must be submitted in the format shown in SECTION 7.0. Quotes in any other form will be considered informal and may be rejected. Conditional quotes will not be considered. All quotes must be signed by an individual authorized to extend a formal offer. Quotes that are not signed may be rejected. 9. The University reserves the right to reject any or all quotes or any part thereof, or to accept any quote, or to withhold the award and to waive or decline any irregularities in any quote when it determines that it is in the best interest to do so. The University also reserves the right to hold all quotes for a period of ninety (90) days after the opening date and the right to accept a quote not withdrawn before the scheduled quote opening date. 10. If applicable, any manufacturer s names, trade names, brand names or catalog numbers used in the specifications are for the purpose of describing and/or establishing the quality, design and performance required. Any such reference is not intended to limit or restrict an offer by any contractor, but is only enumerated in order to advise potential contractors of the requirements of the University. 11. Any person, firm, corporation or association submitting a quote shall be deemed to have read and understood all the terms, conditions and requirements in the specifications/scope of work. 12. All requests for clarification or interpretation, or to notify the University of errors or omissions relating to this RFQ must be directed, in writing, to the contact person listed in SECTION 1.0. 13. Governing Law: A contract entered into as a result of this RFQ shall be governed and interpreted under the laws of the State of Utah. 14. SUU is a GOVERNMENTAL ENTITY AND THEREFORE SUBJECT TO CERTAIN LAWS. CONTRACTOR is hereby informed that UNIVERSITY is a governmental entity and thus subject to the Government Records Access and Management Act of the Utah Code, Section 63G-2-101 et seq., 1953, as may be amended ("GRAMA"). Pursuant to GRAMA, certain records within UNIVERSITY's possession or control (including the Agreement) may be subject to public disclosure. UNIVERSITY hereby informs [Contractor] that any person or entity that provides UNIVERSITY with records that such person or entity believes should be protected from disclosure for business reasons must, pursuant to Section 63G-2-309 of GRAMA, provide to UNIVERSITY, with the record, a written claim of business confidentiality and a concise statement of reasons supporting such claim. Notwithstanding any provision to the contrary in the Agreement, UNIVERSITY may disclose any information or record to the extent required by GRAMA or otherwise required by law, and to UNIVERSITY's attorneys, accountants, CONTRACTORs on a need-to-know basis. 15. The University will not consider offers from any contractor who lacks accreditation or licensures to provide the required services, or who fails to meet the qualification requirements.
16. Indemnification. The supplier will indemnify and hold harmless the University, the State of Utah, its officers, employees, and agents from and against any and all claims, demands, causes of action, orders, decrees, or judgments for injury, or death, or damage to person or property, loss damage, and liability (including all costs and reasonable attorneys fees incurred in defending any claim, demand or cause of action) occasioned by, growing out of, or arising or resulting from (a) the performance of any services required herein to be performed by supplier, or (b) any act, error, or omission on the part of the supplier, or its agents, employees, or subcontractors. 17. Southern Utah University shall bear none of the costs incurred by any contractor or potential contractor in their preparation of the quote documents or any visits to campus. All such costs are the responsibility of the contractor. 18. All questions, inquiries, or requests for information, clarification, or interpretation arising subsequent to the issuance of this RFQ shall be submitted in writing to Brad Brown, Director of Purchasing, at brown@suu.edu questions will be answered, in writing, and distributed to all offerors who are known to have received the RFQ document. 19. Award of the Contract. The Purchasing Department is the only department authorized to award a contract hereunder. Any award hereunder will be subject to any existing University contractual obligations. 20. Entire Agreement: A written contract and any modifications or addenda thereto, executed in writing by both parties constitutes the entire agreement of the parties to the contract. All previous communications between the parties, whether oral or written, with reference to the subject matter of this contract are void and superseded. The resulting contract may be amended at a future date in writing by mutual agreement of the parties. 21. Authorized Signature: The quote document must be completed and signed in the firm's name or corporate name of the vendor, and must be fully and properly executed and signed in blue or black ink by an authorized representative of the vendor.
SECTION 4.0 SCOPE OF WORK 1. Provide complete Robinson R44 Raven II NVG conversion. a. Please provide, cost, time frame, conversion installation location (onsite in Cedar City, UT. or other location) and typical payment terms. b. Please provide the above for both a glass cockpit (G500H) and steam gauge option. SUU has both types of aircraft and would like compare cost differences. 2. Provide 3 complete sets of night vision goggles. a. Please provide a cost for both green phosphor and white phosphor options. 3. Provide NVG training for two flight instructors. a. Please provide costs, training location, and any pertinent details regarding training two flight instructors. Training should include all costs in order to qualify for NVG training per 14 CFR 61.195(k), 61.31(k) and 61.57(f). 4. Please provide warranty information for requested equipment.
SECTION 5.0 CONTRACTOR QUALIFICATIONS Quotes are being solicited from qualified sources which are in the business of providing services as listed in the Request for Quote. The University may make investigations to determine the ability of the contractor to provide the specified services to the campus. The University reserves the right to reject any quote if the contractor fails to satisfy to the University that it is properly qualified to carry out the obligations of the contract. To demonstrate these qualifications, quotes shall include, at minimum, the following information. Failure to include these items may be grounds for rejection of the quote. A complete, but concise, background concerning the contractor s history, it s staff and levels of expertise relevant to this RFQ. A list of at least three (3) references, including contact information, whom the proposer has performed a similar scope of work for within the in the past five (5) years. Primary and secondary contacts for all questions and customer service issues. Any services that would be unique to this requested service. PROPRIETARY INFORMATION Contractors are requested to mark any specific information contained in their quote which is not to be disclosed to the public or used for purposes other than the evaluation of quotes in a separately marked redacted version of their submitted quote. Pricing and service elements of the successful submittals will not be considered proprietary. All materials become property of the Southern Utah University Purchasing Office and may be returned only at the University s option. Quotes submitted may be reviewed and evaluated by any person at the discretion of the University. To protect information under a Claim of Business Confidentiality, the offeror must include a concise statement of reasons supporting the claim of business confidentiality (Subsection 63G-2-309), and submit a redacted (excluding protected information) copy of the quote response. Copy must clearly be marked Redacted Version.
SECTION 6.0 EVALUATION CRITERIA All quotes submitted in response to this RFQ will be evaluated in a manner consistent with the Utah Procurement Code and all applicable rules and policies. RESPONSIVE DETERMINATION Quotes will be reviewed to confirm that they conform to the RFQ requirements outlined herein. Non-responsive quotes (those that do not conform to RFQ requirements) will be eliminated from consideration. A quote may be rejected if it is conditional or incomplete in the judgment of the University. RESPONSIBLE DETERMINATION In determining whether an offeror is responsible, the University may evaluate various factors including (but not limited to) financial resources; experience; organization; technical qualifications; available resources; record of performance; integrity; judgment; ability to perform successfully under the terms and conditions of the contract; and adversarial relationship between the offeror and the University that is so serious and compelling that it may negatively impact the work performed under this RFQ; or any other cause determined to be so serious and compelling as to affect the responsibility of the offeror. The University will evaluate the submitted quotes, found to be responsive and responsible, as outlined herein. The evaluation will be based upon the information provided in the RFQ documents, additional information requested by the University for clarification, information obtained from references and independent sources, and demonstrations, presentations, and proofs of concepts if requested. The University will evaluate quotes as submitted and may not notify offerors of deficiencies in their responses. Cost/Pricing although a consideration will not be the sole determining factor. The following evaluation criteria will be considered in the selection process. General quality and adequacy of response Completeness Responsiveness to terms and conditions Understanding of desired services Demonstrated expertise History / Years of Experience Service offerings References
Service and Support Ability to provide all specified required services Responsiveness to service requirements Qualifications of service providers Additional services that may not be reflected within this RFQ Cost / Pricing Pricing should be submitted in a detailed itemized format.
SECTION 7.0 FORM OF SUBMITTAL The quote documents will include the following information, unless otherwise directed, in the order specified. If the contractor fails to provide the following information, with the exception of the mandatory contractor certification, the University may, at its sole option, request the contractor to provide the missing or to evaluate the quote without the missing information. 1. Mandatory contractor certification (see SECTION 8.0) 2. Letter of Transmittal: The letter of transmittal should include a brief summary of the consulting firms background, the name, address and telephone number of the person to be contacted in dealing with this RFQ and an expression of the consultant s ability and desire to meet the requirements of this RFQ. 3. Executive Summary: An executive summary briefly describes the firms approach to the project and clearly indicates any options or alternatives. It should also indicate any major requirements that cannot be met by the proposer. 4. Detailed documentation as to the how the firm will address the requested Scope of Work including a projected timeline. 5. References (as previously noted) 6. Price Quote: The submission must describe all costs/fees associated with the project in order determine the full financial impact. The University will bear no responsibility for payment of any costs not disclosed in the quote documents.
SECTION 8.0 CONTRACTOR CERTIFICATION (date) Purchasing Department Southern Utah University The undersigned certifies that to the best of his/her knowledge: (check one) ( ) There is no officer or employee of Southern Utah University who has, or whose relative has, a substantial interest in any contract award subsequent to this RFQ. ( ) The names of any and all public officers or employees of Southern Utah University who have, or whose relative has, a substantial interest in any contract award subsequent to this RFQ are identified by name as part of this submittal. The undersigned further certifies that their company (check one) IS or IS NOT currently debarred, suspended, or proposed for debarment by any federal or state entity. The undersigned agrees to notify the University of any change in this status, should one occur until such time as an award has been made. In compliance with the RFQ # for and after carefully reviewing all the terms, conditions and requirements contained therein, the undersigned agrees to furnish such goods / services in accordance with the specifications / scope of work as detailed in SECTION IV. (Contractor/Consultant name) (Phone number) (Fax number) (Address) (Fed I.D. number)