Transplant Team Air Transport Services

Permissible Contacts. In certain limited circumstances, it is permissible for vendors to communicate with WMC representatives other than the Designated Contacts about the RFP. These Permissible Contacts include: • Submission of written proposals; • Written complaints by a prospective vendor to WMC’s General Counsel regarding the failure of WMC to timely respond to authorized contacts by vendors; • Participation in RFP conferences or interviews; • Negotiations following the tentative award of a contract; • Requests to review the award of a contract; and • Legal or administrative proceedings regarding the award of a contract. B. Record of Contacts. As required by § 139-k of the State Finance Law, WMC will record information about contacts with vendors during the Restricted Period. Information recorded by WMC will include but not be limited to the name, address, telephone number, place of principal employment and occupation of the person or entity making the contact. All recorded

information concerning contacts made during the Restricted Period will become part of the procurement record for this RFP. C. Responsibility of Proposer. WMC will review whether vendors’ contacts with WMC were made in accordance with the terms of this Section 1.3 or otherwise qualify as a Permissible Contact under the State Finance Law. A finding that a vendor has knowingly and willfully violated the terms of State Finance Law §§ 139-j and 139-k may result in a determination that such vendor is not a “responsible” proposer. Such a determination will be considered by WMC in its assessment of whether a vendor is qualified to perform the services described in this RFP. D. Disclosure of Non-Responsibility. All proposers must disclose to WMC, on the Disclosure of Prior Non-Responsibility Determinations Form attached hereto as Attachment E, any finding of non-responsibility made by a governmental entity within the previous four (4) years based on either impermissible contacts under § 139-j of the State Finance Law or the intentional provision of false or incomplete information to a governmental entity. Failure of any proposer to timely disclose a finding of non-responsibility or the submission of any intentionally false or incomplete information may result in the rejection of a proposal, the cancellation of a contract award, or if such contract has been executed, the immediate termination of the contract. E. Written Affirmation. Each proposer must submit a written affirmation, in the form attached hereto as Attachment F, as to the proposer’s understanding and agreement to comply with WMC’s procedures relating to Permissible Contacts. The affirmation must be completed and signed by a corporate officer or Principal of the proposer. Proposals that do not contain a signed original affirmation will be rejected. 1.4 Key Events/Timeline Event Date RFP Release March 11, 2024 Questions and Requests for Clarification Due March 18, 2024 Questions and Answers Distributed March 21, 2024 Proposal Due Date April 1, 2024 Page 5 [TRANSPLANT TEAM AIR TRANSPORT SERVICES] 2. RFP Instructions 2.1 Letter of Intent Vendors interested in responding to the RFP are encouraged to submit a Letter of Intent to Propose to the Designated Contact(s) by March 18, 2024. Letters of Intent to Propose shall be non-binding. 2.2 RFP Questions and Clarifications All questions or requests for clarification concerning the RFP shall be submitted in writing or via e-mail to the Designated Contact(s) by March 18, 2024. No questions or requests for clarification will be accepted by telephone. Questions submitted by vendors and all WMC responses will be distributed to all prospective proposers. 2.3 Addenda to RFP In the event it becomes necessary to revise any part of this RFP or extend any deadline listed herein, WMC will issue an addendum to the RFP and distribute it to all known prospective proposers. 2.4 Cost of Proposals Proposers shall not be reimbursed for any costs or expenses incurred in the preparation or submission of proposals or the attendance of RFP conference or interview. All costs associated with a proposer’s response to this RFP shall be borne by the proposer. 2.5 Proposal Format and Content Proposals should provide a straightforward complete and concise description of the vendor’s capabilities to satisfy the requirements of the RFP. Proposals must state the assumptions made when preparing the proposal. Proposals must include but need not be limited to: A. Title Page and Table of Contents. • A title page that identifies the RFP for which the proposal is being submitted, states the proposer’s name, and lists the name, address and telephone number of the proposer’s contact person(s). • A table of contents that identifies each numbered section of the proposal according to the proposal format set forth herein. B. Transmittal Letter. • A transmittal letter, which shall be considered an integral part of the proposal, shall be signed by the individual or individuals authorized to bind the firm contractually. An unsigned proposal may be rejected. The letter shall include the following: o Transmittal letter must certify that the proposal is made without collusion with any other person, persons, company or parties submitting a proposal; that it is in all respects fair and in good faith without collusion or fraud. o Transmittal letter must indicate the signer is so authorized to sign the proposal and the contract, and must include the title or position the signer holds in the proposer’s firm. o If the signer is not the contact person identified on the title page, also include the address and telephone number of the authorized signatory. o A statement as to the willingness of the proposer’s firm to enter into a contractual agreement containing, at a minimum, the terms and conditions set forth in Attachment B of this RFP. In accordance with Section 6 of this RFP, any exceptions to these terms and conditions must be explicitly stated in a separate section of the proposal. C. Executive Summary. • A concise summary of key points of the proposal. Page 6 [TRANSPLANT TEAM AIR TRANSPORT SERVICES] D. Proposer’s Background and Experience. • Provide a background description of the proposer’s firm, including but not limited to the date the company was organized and, if proposer is a corporation, when and where it is incorporated. Indicate how your organization is classified: a local, regional, national, or international concern. • A history of the vendor’s experience in providing air transportation for organ recovery teams and/or organs for transplant including but not limited to the number of years in business and safety record. The Vendor will provide documentation to support its claim of experience and ability to provide qualified air transport services to WMC. • Names of three clients (and contact information including phone number and email), similar in nature and scope to WMC, to whom Vendor provides air transportation services as outlined herein. Provision of these names will be deemed as permission for WMC to contact said clients. This list will include years of services as well as a brief description of services and scope of said services provided. • Vendor’s safety record for ten years including a comprehensive accounting of plane or helicopter accidents, unanticipated landings due to safety concerns, aborted flights due to weather conditions, and a list of all regulatory violations or citations (hereinafter “Vendor’s Safety Record”). • The Vendor must list all lost accounts in which its service, for whatever reason, was terminated or not renewed within the last three years and provide the names, business contacts, addresses, telephone numbers, years of service, and reason for termination or non-renewal for each