1-RFP - 720-2515 - Helicopter Aerial Survey Services - Final.pdf

RFP No. 720-2515 – Helicopter Aerial Survey Services

REQUEST FOR PROPOSAL

Proposal Submittal Deadline: Friday, August 29, 2025 at 2:30 PM CST

The University of Texas System

UNIVERSITY LANDS

Prepared By:

Susanna Olivarez

The University of Texas System 210 West 7th Street

Austin, Texas 78701-2982 solivarez@utsystem.edu

August 1, 2025

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

SECTION 1: INTRODUCTION

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: GENERAL TERMS AND CONDITIONS

SECTION 5: SPECIFICATIONS AND ADDITIONAL QUESTIONS

SECTION 6: PRICING AND DELIVERY SCHEDULE

Attachments:

APPENDIX ONE: PROPOSAL REQUIREMENTS

APPENDIX TWO: SAMPLE AGREEMENT

APPENDIX THREE: FLIGHT SCHEDULE SCORE CARD (REFERENCE)

SECTION 1

INTRODUCTION

1.1 Description of The University of Texas System

The University of Texas System has enhanced the lives of Texans and individuals worldwide through its commitment to education, research and health care for 140 years.

With 14 institutions collectively enrolling over 255,000 students, the UT System stands as one of the largest public university systems in the United States. In September 2023, Stephen F. Austin State University officially became the eighth academic institution in the UT System.

The UT System has an operating budget of $29.1 billion for fiscal year 2024 and employs more than 116,000 faculty, health care professionals, support staff and student workers.

UT institutions annually produce over 66,000 graduates and award more than one-third of the undergraduate degrees in Texas and award over 60% of the state's medical degrees. The combined efforts of UT-owned and affiliated hospitals and clinics resulted in over 10.7 million outpatient visits and more than 2 million hospital days last year. In July 2023, the UT Tyler School of Medicine became the seventh medical school in the UT System and the first in Northeast Texas.

With five UT institutions designated as a top-tier research university in the Carnegie Classification of Institutions of Higher Education, The UT System’s $3.8 billion research enterprise is one of the nation’s most innovative and ranks No. 1 in Texas and No. 2 in the nation for federal research expenditures. UT researchers are on the front lines of advancing treatments and therapies for deadly and debilitating diseases, devise solutions to global problems, address critically important social issues and improve the human condition in Texas and around the world.

UT institutions rank No. 3 in the United States and No. 4 worldwide for U.S. patents granted in 2022, the sixth consecutive year UT institutions earned a top-five global ranking for most patents granted from the National Academy of Inventors (NAI).

1.2 Background and Special Circumstances

University Lands (UL) manages the surface and mineral interests of 2.1 million acres of land across nineteen counties in West Texas for the benefit of the Permanent University Fund (PUF). The PUF is one of the largest university endowments in the United States and benefits more than twenty educational and health institutions.

University Lands is looking for a helicopter service provider capable of carrying a minimum of two passengers to conduct surveys for wildlife counts, livestock audits, along with oil field surveillance across the 2.1 million acres of land owned by the University of Texas Board of Regents and managed by University Lands. The work will be performed throughout various times of the year and up to 225 total hours of flight time per year.

Terrain varies from flat to mountainous, with some elevations exceeding 5,500 feet.

NOTICE TO PROSPECTIVE PROPOSERS: The 87th Texas Legislature has created a new requirement under the Department of Information Resources (DIR) relating to any vendor who stores or maintains state/higher education data on cloud computing services. Effective 1/1/2022 any vendor/entity that contracts with and who uses cloud computing services must complete this TX-RAMP certification program through the State of Texas DIR. Be aware that by responding to this solicitation, if applicable, Proposers will be required to obtain additional certifications in order to contract for services. The TX-RAMP certification program is managed and operated by DIR. For more information about this certification program, including where to find the listing of those vendors already approved, please visit:

https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp.

1.3 Objective of Request for Proposal

The University of Texas System (University) is soliciting proposals from qualified vendors to perform work (Work) more specifically described in Section 5.4 (Scope of Work) in response to this Request for Proposal No. 720-2515 (RFP), to provide helicopter aerial survey services (the “Services”).

1.4 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Proposer under this RFP.

In particular, Proposer should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this RFP could give rise to additional purchase volumes. As a result, in submitting its proposal, Proposer should consider proposing a pricing model and other commercial terms that take into account the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this RFP. Any purchases made by other institutions based on this RFP will be the sole responsibility of those institutions.

https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.utsystem.edu/institutions

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals until 2:30 p.m., Central Standard Time (CST) on Friday, August 29, 2025 (Submittal Deadline).

NOTE: A public opening of responses will not be conducted for this RFP.

2.2 University Contact Person

Interested parties will direct questions regarding this RFP via Euna Procurement (Bonfire) portal.

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this Section on or before 2:30 p.m., Wednesday, August 13, 2025 (Question Deadline), or (ii) if questions relate to Historically Underutilized Businesses, in accordance with Section 2.5.

University will provide responses as soon as practicable following the Question Deadline.

University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

2.3 Criteria for Selection

The successful Proposer, if any, selected by University through this RFP will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to University. Contractor means the successful Proposer under this RFP.

Proposer is encouraged to propose terms and conditions offering the maximum benefit to University in terms of (1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal. University may consider additional information if University determines the information is relevant.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

2.3.1 Threshold Criteria Not Scored

2.3.1.1 Ability of University to comply with laws regarding Historically Underutilized

Businesses; and

2.3.1.2 Ability of University to comply with laws regarding purchases from persons with disabilities.

2.3.2 Scored Criteria

The intent of University is to award a contract to the vendor whose proposal is considered to be the best value to the State.

Best Value Criteria RFP Specific

Criteria Weight 1 Cost of goods and services

Cost 25%

Total long-term cost to the University of acquiring the Proposer's goods or services

3 Reputation of the Proposer and of the Proposer's goods or services Vendor

Experience 20% 4 Proposer's past relationship with the

University

5 Quality of the Proposer's goods or services/Capabilities (15%)

Approach to Work

55%

6 Extent to which the goods or services meet the University's needs (10%)

Any other relevant factors that a private business entity would consider in selecting a vendor

- Safety (10%)

- Flight Test (20%)

When considering ‘best value’ and award, the University reserves the right to set a minimum score requirement regarding the non-cost criteria listed in the table above.

2.4 Key Events Schedule

Date RFP Issued Friday, August 1, 2025

Pre-Proposal Conference 1:00 p.m. - 1:45 p.m. CST, Wednesday, August 6, 2025 (ref. Section 2.6 for meeting link)

Question Deadline 10:00 a.m. CST, Monday, August 11, 2025 (ref. Section 2.2)

Submittal Deadline 2:30 p.m. CST, (ref. Section 2.1) Friday, August 29, 2025

Test Flights Proposers who meet requirements will be contacted for scheduling of the test flight soon after the submittal deadline (1-2 weeks).

2.5 Historically Underutilized Businesses

2.5.1 All agencies of the State of Texas are required to make a good faith effort to assist historically underutilized businesses (HUBs) in receiving contract awards. The goal of the HUB program is to promote full and equal business opportunity for all businesses in contracting with state agencies. Pursuant to the HUB program, if under the terms of any agreement or contractual arrangement resulting from this RFP, Contractor subcontracts any Work, then Contractor must make a good faith effort to utilize HUBs certified by the Procurement and Support Services Division of the Texas Comptroller of Public Accounts.

Proposals that fail to comply with the requirements contained in this Section 2.5 will constitute a material failure to comply with advertised specifications and will be rejected by University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any agreement or contractual arrangement resulting from this RFP. Proposer acknowledges that, if selected by University, its obligation to make a good faith effort to utilize HUBs when subcontracting any Work will continue throughout the term of all agreements and contractual arrangements resulting from this RFP. Furthermore, any subcontracting of Work by the Proposer is subject to review by University to ensure compliance with the HUB program.

2.5.2 University has reviewed this RFP in accordance with Title 34, Texas Administrative Code, Section 20.285, and has determined that subcontracting opportunities (HUB and/or Non- HUB) are probable under this RFP. The HUB subcontracting participation goal for this RFP is 26% of the expected value of the Proposer’s entire proposal.

2.5.3 A HUB Subcontracting Plan (HSP) is required as part of, but submitted separately from, Proposer’s proposal. The HSP will be developed and administered in accordance with University’s Policy on Utilization of Historically Underutilized Businesses and incorporated for all purposes.

Each Proposer, whether HUB certified or not, and whether self-performing or planning to subcontract, must complete and return the HSP in accordance with the terms and conditions of this RFP. Proposers that fail to do so will be considered non-responsive to this RFP in accordance with §2161.252, Government Code.

Questions regarding the HSP may be directed to:

Contact: Kyle Hayes HUB Coordinator Phone: 512-322-3745 Email: khayes@utsystem.edu

Proposer will not be permitted to change its HSP after the deadline submittal date unless:

(1) Contractor completes a new HSP, setting forth all modifications requested by Contractor, (2) Contractor provides the modified HSP to University, (3) University HUB Program Office approves the modified HSP in writing, and (4) all agreements resulting from this RFP are amended in writing to conform to the modified HSP.

Instructions on Completing an HSP

Proposer must visit https://www.utsystem.edu/offices/historically-underutilized-business/hub-forms/hub-plan-templates-commodities-services-procurement to download the most current HUB Subcontracting Plan (HSP) / Exhibit H form for use with this RFP.

Proposer will find on the HUB Forms webpage a link to “Guide to Selecting the Appropriate HSP Option”. Click on this link and read the Guide first before selecting an HSP http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=284 http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=284 http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=284 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 mailto:khayes@utsystem.edu https://www.utsystem.edu/offices/historically-underutilized-business/hub-forms/hub-plan-templates-commodities-services-procurement https://www.utsystem.edu/offices/historically-underutilized-business/hub-forms/hub-plan-templates-commodities-services-procurement

Option. Proposer shall select from the five (5) Options available, the Option that is most applicable to Proposer’s subcontracting intentions. These forms are in fillable PDF format and must be downloaded and opened with Adobe Acrobat / Reader to utilize the fillable function. Each Option is accompanied by an HSP Completion Guide. If Proposer has any questions regarding which Option to use, Proposer shall contact the HUB Coordinator listed in Section 2.5.3.

Proposer must complete the HSP, then print, sign (electronic signatures are acceptable) and scan all pages of the HSP Option selected, with additional support documentation*, and submit via Euna Procurement (Bonfire) portal no later than the proposal submittal deadline date and time.

Each Proposer’s HSP will be evaluated for completeness and compliance prior to opening the proposal to confirm Proposer compliance with HSP rules and standards. Proposer’s failure to submit one (1) completed and signed HUB Subcontracting Plan to the Euna Procurement (Bonfire) portal will result in University’s rejection of the proposal as non-responsive due to material failure to comply with advertised specifications.

*If Proposer’s submitted HSP refers to specific page(s) / Sections(s) of Proposer’s proposal that explain how Proposer will perform entire contract with its own equipment, supplies, materials and/or employees, Proposer must submit copies of those pages with the HSP sent to the Euna Procurement (Bonfire) Portal. In addition, all solicitation emails to potential subcontractors must be included as backup documentation to the Proposer’s HSP to demonstrate Good Faith Effort. Failure to do so will slow the evaluation process and may result in DISQUALIFICATION.

2.5.4 University may offer Proposer an opportunity to seek informal review of its draft HSP by University’s HUB Office before the Submittal Deadline. If University extends this offer, details will be provided at the Pre-Proposal Conference (ref. Section 2.6) or by other means. Informal review is designed to help address questions Proposer may have about how to complete its HSP properly. Concurrence or comment on Proposer’s draft HSP by University will not constitute formal approval of the HSP and will not eliminate the need for Proposer to submit its final HSP to University as instructed by Section 2.5.

2.6 Pre-Proposal Conference

University will hold a virtual pre-proposal meeting at 1:00 p.m., Central Time on Wednesday, August 6, 2025. The pre-proposal conference will allow all Proposers an opportunity to ask University’s representatives relevant questions and clarify provisions of this RFP.

Potential respondents must RSVP via the following link to receive the pre-proposal conference details:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGVlYTliZDYtZDU1YS00MzQyLTg3MGItYzA2ODBkOTI5MGFi%40thre ad.v2/0?context=%7b%22Tid%22%3a%2261399d5f-249c-44d0-b271-adc287f323ff%22%2c%22Oid%22%3a%220857979d-9c5f-4a99-9be6-babb1b5694e5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGVlYTliZDYtZDU1YS00MzQyLTg3MGItYzA2ODBkOTI5MGFi%40thread.v2/0?context=%7b%22Tid%22%3a%2261399d5f-249c-44d0-b271-adc287f323ff%22%2c%22Oid%22%3a%220857979d-9c5f-4a99-9be6-babb1b5694e5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGVlYTliZDYtZDU1YS00MzQyLTg3MGItYzA2ODBkOTI5MGFi%40thread.v2/0?context=%7b%22Tid%22%3a%2261399d5f-249c-44d0-b271-adc287f323ff%22%2c%22Oid%22%3a%220857979d-9c5f-4a99-9be6-babb1b5694e5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGVlYTliZDYtZDU1YS00MzQyLTg3MGItYzA2ODBkOTI5MGFi%40thread.v2/0?context=%7b%22Tid%22%3a%2261399d5f-249c-44d0-b271-adc287f323ff%22%2c%22Oid%22%3a%220857979d-9c5f-4a99-9be6-babb1b5694e5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGVlYTliZDYtZDU1YS00MzQyLTg3MGItYzA2ODBkOTI5MGFi%40thread.v2/0?context=%7b%22Tid%22%3a%2261399d5f-249c-44d0-b271-adc287f323ff%22%2c%22Oid%22%3a%220857979d-9c5f-4a99-9be6-babb1b5694e5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGVlYTliZDYtZDU1YS00MzQyLTg3MGItYzA2ODBkOTI5MGFi%40thread.v2/0?context=%7b%22Tid%22%3a%2261399d5f-249c-44d0-b271-adc287f323ff%22%2c%22Oid%22%3a%220857979d-9c5f-4a99-9be6-babb1b5694e5%22%7d

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Submission

Proposals must be received by University on or before the Submittal Deadline (ref. Section 2.1) via Euna Procurement (Bonfire) portal.

3.2 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of one hundred and twenty (120) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

3.3 Terms and Conditions

3.3.1 Proposer must comply with the requirements and specifications contained in this RFP, including the Agreement (ref. APPENDIX TWO), the Notice to Proposer (ref. Section 2), Proposal Requirements (ref. APPENDIX ONE) and the Specifications and Additional Questions (ref. Section 5). If there is a conflict among the provisions in this RFP, the provision requiring Proposer to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence:

3.3.1.1. Specifications and Additional Questions (ref. Section 5);

3.3.1.2. Agreement (ref. Section 4 and APPENDIX TWO);

3.3.1.3. Proposal Requirements (ref. APPENDIX ONE);

3.3.1.4. Notice to Proposers (ref. Section 2).

3.4 Submittal Checklist

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal:

3.4.1 Signed and Completed Execution of Offer (ref. Section 2 of APPENDIX ONE)

3.4.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 6)

3.4.3 Responses to Proposer's General Questionnaire (ref. Section 3 of APPENDIX ONE)

3.4.4 Signed and Completed Addenda Checklist (ref. Section 4 of APPENDIX ONE)

3.4.5 Responses to questions and requests for information in the Specifications and Additional Questions

Section (ref. Section 5)

3.4.6 Signed and completed originals of the HUB Subcontracting Plan or other applicable documents (ref. Section 2.5).

3.4.7 Provide a copy of your current insurance coverage and safety record. (Required.)

SECTION 4

GENERAL TERMS AND CONDITIONS

The terms and conditions contained in the attached Agreement (ref. APPENDIX TWO) or, in the sole discretion of University, terms and conditions substantially similar to those contained in the Agreement, will constitute and govern any agreement that results from this RFP. If Proposer takes exception to any terms or conditions set forth in the Agreement, Proposer must submit a redlined version of APPENDIX TWO and a detailed list of reasons for all of Proposers exceptions as part of its proposal in accordance with Section 5.3.1. Proposer’s exceptions will be reviewed by University and may result in disqualification of Proposer’s proposal as non-responsive to this RFP. If Proposer’s exceptions do not result in disqualification of Proposer’s proposal, then University may consider Proposer’s exceptions when University evaluates the Proposer’s proposal. By submitting its proposal, Proposer understands and agrees that it will not submit or require any additional exceptions or redlines to the attached Agreement that are not set forth in its proposal. For example, Proposer agrees that it will not submit or require any additional exceptions or redlines to the attached Agreement in the event that the University selects Proposer as the Contractor (ref. Section 5.1). University reserves the right to not accept any such additional exceptions or redlines submitted or required by a Proposer that are not included within the Proposer’s proposal.

SECTION 5

SPECIFICATIONS AND ADDITIONAL QUESTIONS

5.1 General

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. As indicated in Section 2.3, Contractor means the successful Proposer.

Contract Term: University intends to enter into an agreement with the Contractor to perform the Services for an initial (3) year base term, with the option to renew for one (1) additional two (2) year period, upon mutual written agreement of both parties.

5.2 Minimum Requirements

5.2.1 Test Flight. Top proposers will take University employees up in their aircraft for a one (1) to two (2) hour test flight. This test flight will be at no expense to University.

5.2.2 Aircraft will provide services on aircraft of a make and model certified to carry the following cargo/load:

o Two (2) University passengers (up to 475 pounds); plus o The pilot and any required crew; plus o Ten (10) pounds of cargo.

5.2.3 Proposer must have GIS/GPS capabilities to fly transects that are established before surveys begin. Property lines and fence lines will be provided through shapefiles to pilot beforehand to input into their navigation system.

5.2.4 Proposer must provide safety records of flying career, identify and explain any incidents they have been involved in.

5.2.5 Proposer must provide required COI in their initial proposal as requested.

5.3 Additional Submittals Specific to this RFP

Proposer must submit the following information as part of Proposer’s proposal:

5.3.1 If Proposer takes exception to any terms or conditions set forth in the Agreement (ref.

APPENDIX TWO), Proposer must submit a redlined version of APPENDIX TWO and a detailed list of reasons for the exceptions as part of its proposal. If Proposer agrees with terms or conditions set forth in the APPENDIX TWO, Proposer will submit a written statement acknowledging it.

5.4 Scope of Work

Contractor will provide Helicopter Survey and Transport Services for University Lands (UL).

5.4.1 - The Contractor shall provide helicopter services to support University Lands (UL) operations across nineteen (19) counties in West Texas. Services will include wildlife surveys, livestock audits, oilfield infrastructure surveillance, and occasional transport of personnel.

Specific requirements are as follows:

5.4.2 - Aircraft and Capacity Requirements

• The helicopter must be FAA certified to carry the pilot plus two (2) UL passengers, with a combined passenger weight of up to 475 pounds (pilot not included).

• Aircraft must be capable of sustained low-level flight and operations of elevations up to 5,500 feet above sea level.

5.4.3 - Operational Capabilities

• Must be capable of conducting low-altitude aerial surveys and observation flights in regions characterized by:

o Dense oil and gas infrastructure (e.g., tank farms, drilling rigs, gas processing plants) o Renewable energy installations (e.g., wind turbines) o Electrical transmission and distribution lines o Communication towers o Mountainous and rugged terrain

• Must demonstrate the ability to safely ferry the helicopter across West Texas and operate in remote locations with limited access to refueling or maintenance support.

5.4.4 - Pilot Qualifications

• Pilots assigned under this contract must have a minimum of five (5) years of aerial survey experience as a helicopter pilot, specifically in the West Texas region.

• Licensed, experienced pilots trained for low-altitude and precision flying.

• Exemplifies professionalism through appropriate language, respectful behavior, and adherence to organizational standards of conduct in all workplace interactions.

5.4.5 - Flight Scheduling and Commitment

• Contractor must be available to fly 6–9 hours per day, over 2–3 consecutive weeks, at least twice annually (primarily in January–February and September–October).

• Flights will typically consist of 2–4 sorties per day, each lasting 2–3 hours.

• Contractor must be fully dedicated to UL during these survey periods. Ensure continuous and uninterrupted service throughout the scheduled flight periods. Any disruption to service must be pre-approved in writing by UL.

• Flexibility is required to accommodate last-minute scheduling adjustments due to weather or personnel changes.

5.4.6 - Additional Flight Requirements

• Must be able to perform one-off flights throughout the year with a minimum of two weeks' notice. UL acknowledges that availability for short-notice flights may be limited based on contractor schedule.

• Willingness to conduct occasional tours for UL staff and invited guests during scheduled survey windows.

5.4.7 - Navigation and Data Integration

• Helicopter must be equipped with GIS/GPS capabilities to follow pre-established transects.

• UL will provide property and fence line shapefiles in advance for upload into the aircraft’s navigation system.

5.4.8 - Logistics and Field Readiness

• Contractor must have the ability to transport and store fuel for several days of field operations in remote locations for survey work (due to distance to airports and/or fueling stations).

• Basic mechanical maintenance must be performed on-site as needed, without requiring return to base site.

5.4.9 - Survey Participation and Observation Skills

• Contractor must assist with observations and data collection, including:

o Identifying livestock types by distinguishing livestock categories and determining size of animals, babies versus weaned animals versus mature adults.

o Proficient in assessing, understanding and responding to livestock flight zones and pressure.

o Counting wildlife (e.g., deer and other species), and determining sex and quantity of animals observed.

o Support population counts for species, migration tracking, and habitat condition assessments.

• Strong visual identification skills are essential for accurate classification.

5.4.10 - Safety and Test Flights

• Bidders must provide their flying safety record initially, including disclosure and explanation of any incidents or accidents and communicate any updates to that record throughout the contract term (within 30 days of an incident).

• Contractor must conduct test flights with UL personnel prior to final award of the contract.

• Must maintain strict adherence to aviation safety protocols, insurance coverage, and federal/state operational requirements.

5.5 Additional Questions Specific to this RFP

Proposer must submit the following information as part of Proposer’s proposal:

Vendor Experience (20%)

1. Provide references from three (3) of Proposer’s customers from the past five (5) years for services that are similar in scope, size, and complexity to Work described in this RFP.

Provide the following information for each customer:

• Customer name and address;

• Contact name with email address and phone number;

• Time period in which work was performed;

• Short description of work performed.

2. Has Proposer worked with University institutions in the past five (5) years? If “yes,” state University Institution name, department name, department contact, and provide a brief description of work performed.

3. How many years of experience does the Proposer have conducting low-level helicopter aerial surveys?

4. What types of aerial service does the Proposer typically conduct with their aircraft?

5. What locations/areas has the Proposer worked in? List counties or general regions in

Texas and other states.

6. Is the Proposer experienced in handling and gathering livestock via helicopter?

7. Is the Proposer familiar with common livestock species and different age groups? If yes, how many years of experience? If yes, how many hours per year are conducted on this type of flying?

8. Is the Proposer experienced in conducting wildlife surveys or handling wildlife via helicopter? If yes, how many years of experience? If yes, how many hours per year are conducted on this type of flying?

9. Has the Proposer flown for predator control before? If yes, list the type of species? If yes, how many hours per year are conducted on this type of flying?

Quality of Service/Capabilities (15%)

10. What is the make and model of the aircraft the Proposer will use to perform the helicopter aerial survey services? If more than one model, identify others.

11. How many passengers does the aircraft accommodate, not including the pilot? What is the total passenger weight capacity?

12. Can both passengers see/make observations in front of and to both sides of the helicopter while flying?

13. What are the Proposer’s mechanical capabilities? Is the Proposer able to conduct field repairs on their aircraft, or does the Proposer request/require a mechanic to complete repairs when needed?

14. How much downtime is generally spent on repairs in the field when necessary? Does the Proposer have access to equipment and replacement parts for field repairs, or does the Proposer have to go back to the shop for all repairs?

15. How many hours’ worth of fuel can the Proposer store and transport in the haul vehicle and trailer while conducting flights in remote locations?

16. If multiple pilots operate under the Proposer’s business, how many can manage the work requested by the University?

17. Would the same pilot be assigned to work with the University every year, or would pilot assignments vary daily, weekly, or year-to-year?

18. Does the Proposer have the ability to trailer and ferry the helicopter to different remote locations, airports, or towns, daily?

Meets Specific Needs (10%)

19. What kind of experience does the Proposer have conducting surveys in elevations greater than 5,000 feet?

20. Has the Proposer flown in areas with high amounts of surface infrastructure, including power lines, oil field infrastructure, regional air traffic around local airports, military bases, etc.? If yes, describe.

21. Are the Proposer and Proposer’s pilots comfortable taking off and landing in remote locations or pastureland? If not, please explain?

22. Does the Proposer have GIS capabilities in the aircraft that would aid in flying preset transects? If yes, identify the GIS software that is used.

23. Does the Proposer have the ability to upload shapefiles or .kmz files into their GIS or mapping programs to use during flights?

24. List and describe any technology or equipment the Proposer uses to fly accurately and precisely to complete different jobs.

25. What is the Proposer’s availability for a full two-plus weeks in the Jan/Feb and Sept/Oct timeframes to conduct flights for the University with no interruptions?

Safety (10%)

26. Has the Proposer or Proposer’s employees been charged or investigated for any incidents they were involved in while conducting aerial services? If yes, provide details.

27. How many reportable flying incidents has the Proposer or the Proposer’s company been involved in throughout the history of the company or the Proposer's personal flights? A copy of your safety record is required (see required items to be provided in Section 3.4).

Flight Test (Performance and Equipment) (20%)

28. The University requires all Proposers to provide a test flight to University employees as part of the scored criteria of this RFP. The test flight will be a maximum of 2 hours at no cost to the University. The Proposer will be scored on the Proposer’s aircraft, equipment, experience, safety, and the aircraft’s abilities and capabilities in the air. A separate sheet/scorecard with testing information is attached as Exhibit 3.

SECTION 6

PRICING AND DELIVERY SCHEDULE

Proposal of: ___________________________________ (Proposer Name)

To: The University of Texas System - University Lands

RFP No.: 720-2515 – Helicopter Aerial Survey Services

Ladies and Gentlemen:

Having examined specifications and requirements of this RFP (including attachments), the undersigned proposes to furnish Work upon the pricing terms quoted below.

6.1 Term of Agreement

Contract Term: University intends to enter into an agreement with the Contractor to perform the Services for an initial (3) year base term, with the option to renew for one (1) additional two (2) year period, upon mutual written agreement of both parties.

6.2 Pricing for Work and Expenses (25%)

Description of Pricing Cost - 1st and 2nd Year

Cost - 3rd and 4th Year

Cost - 5th Year

Aircraft rate (duty time > 5 hours) – equal or more than 5 hours

$ / per Hour $ / per Hour $ / per Hour

Aircraft rate (duty time < 5 hours) – less than 5 hours

$ / per Hour $ / per Hour $ / per Hour

Pilot Standby rate $ / per Hour $ / per Hour $ / per Hour Per Diem $ / per Day $ / per Day $ / per Day Service/Fuel Truck Charge $ / per Mile $ / per Mile $ / per Mile Helicopter Trailer Charge $ / per Mile $ / per Mile $ / per Mile

Rate increases will be accommodated for each of the six descriptions provided, but the rates cannot exceed 5% per year. Provide the $ cost for each of the years inclusive of the increase if any as requested in the pricing grid.

If awarded, the rate(s) provided will be used for all quoted and invoiced work.

University will not reimburse Contractor for expenses.

6.3 Discounts

Describe all discounts that may be available to University, including, educational, federal, state and local discounts.

6.4 Schedule for Completion of Tasks and Submittal of Deliverables

6.5 Delivery Schedule of Events and Time Periods

Indicate number of calendar days needed to commence Work from the execution of the services agreement:

_______________ Calendar Days

6.6 Payment Terms

University’s standard payment terms are “net 30 days” as mandated by the Texas Prompt Payment Act (ref. Chapter 2251, Government Code).

Indicate below the prompt payment discount that Proposer offers:

Prompt Payment Discount: _____%_____days / net 30 days.

Section 51.012, Education Code, authorizes University to make payments through electronic funds transfer methods. Proposer agrees to accept payments from University through those methods, including the automated clearing house system (“ACH”). Proposer agrees to provide Proposer’s banking information to University in writing on Proposer letterhead signed by an authorized representative of Proposer. Prior to the first payment, University will confirm Proposer’s banking information. Changes to Proposer’s bank information must be communicated to University in writing at least thirty (30) days before the effective date of the change and must include an IRS Form W-9 signed by an authorized representative of Proposer.

University, an agency of the State of Texas, is exempt from Texas Sales & Use Tax on goods and services in accordance with §151.309, Tax Code, and Title 34 TAC §3.322. Pursuant to 34 TAC §3.322(c)(4), University is not required to provide a tax exemption certificate to establish its tax exempt status.

Respectfully submitted, Proposer: ____________________________

By: ___________________________ (Authorized Signature for Proposer)

Name: _________________________

Title: __________________________

Date: __________________________ http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.012 https://www.irs.gov/uac/about-form-w9 http://www.statutes.legis.state.tx.us/Docs/TX/htm/TX.151.htm#151.309 http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=3&rl=322 http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=3&rl=322 http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=3&rl=322

APPENDIX ONE

PROPOSAL REQUIREMENTS

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

SECTION 2: EXECUTION OF OFFER

SECTION 3: PROPOSER'S GENERAL QUESTIONNAIRE

SECTION 4: ADDENDA CHECKLIST

SECTION 1

GENERAL INFORMATION

1.1 Purpose

University is soliciting competitive sealed proposals from Proposers having suitable qualifications and experience providing services in accordance with the terms, conditions and requirements set forth in this RFP. This RFP provides sufficient information for interested parties to prepare and submit proposals for consideration by University.

By submitting a proposal, Proposer certifies that it understands this RFP and has full knowledge of the scope, nature, quality, and quantity of services to be performed, the detailed requirements of services to be provided, and the conditions under which services are to be performed. Proposer also certifies that it understands that all costs relating to preparing a response to this RFP will be the sole responsibility of the Proposer.

PROPOSER IS CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFP CAREFULLY AND TO SUBMIT A

COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS DIRECTED.

1.2 Inquiries and Interpretations

University may in its sole discretion respond in writing to written inquiries concerning this RFP and mail its response as an Addendum to all parties recorded by University as having received a copy of this RFP. Only University’s responses that are made by formal written Addenda will be binding on University. Any verbal responses, written interpretations or clarifications other than Addenda to this RFP will be without legal effect. All Addenda issued by University prior to the Submittal Deadline will be and are hereby incorporated as a part of this RFP for all purposes.

Proposers are required to acknowledge receipt of each Addendum as specified in this Section. The Proposer must acknowledge all Addenda by completing, signing and returning the Addenda Checklist (ref. Section 4 of APPENDIX ONE). The Addenda Checklist must be received by University prior to the Submittal Deadline and should accompany the Proposer’s proposal.

Any interested party that receives this RFP by means other than directly from University is responsible for notifying University that it has received an RFP package, and should provide its name, address, telephone and facsimile (FAX) numbers, and email address, to University, so that if University issues Addenda to this RFP or provides written answers to questions, that information can be provided to that party.

1.3 Public Information

Proposer is hereby notified that University strictly adheres to all statutes, court decisions and the opinions of the Texas Attorney General with respect to disclosure of public information.

University may seek to protect from disclosure all information submitted in response to this RFP until such time as a final agreement is executed.

Upon execution of a final agreement, University will consider all information, documentation, and other materials requested to be submitted in response to this RFP, to be of a non-confidential and non-proprietary nature and, therefore, subject to public disclosure under the Texas Public Information Act (ref. Chapter 552, Government Code). Proposer will be advised of a request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information may be protected from release under §§552.101, 552.104, 552.110, 552.113, and 552.131, Government Code.

1.4 Type of Agreement

Contractor, if any, will be required to enter into a contract with University in a form substantially similar to the Agreement between University and Contractor (the “Agreement”) attached to this RFP as APPENDIX TWO and incorporated for all purposes.

1.5 Proposal Evaluation Process

University will select Contractor by using the competitive sealed proposal process described in this Section. Any proposals that are not submitted by the Submittal Deadline or that are not accompanied by required number of completed and signed originals of the HSP will be rejected by University as non-responsive due to material failure to comply with this RFP (ref. Section 2.5.4). Upon completion of the initial review and evaluation of proposals, University may invite one or more selected Proposers to participate in oral presentations. University will use commercially reasonable efforts to avoid public disclosure of the contents of a proposal prior to selection of Contractor.

University may make the selection of Contractor on the basis of the proposals initially submitted, without discussion, clarification or modification. In the alternative, University may make the selection of Contractor on the basis of negotiation with any of the Proposers.

In conducting negotiations, University will use commercially reasonable efforts to avoid disclosing the contents of competing proposals.

University may discuss and negotiate all elements of proposals submitted by Proposers within a specified competitive range. For purposes of negotiation, University may establish, after an initial review of the proposals, a competitive range of acceptable or potentially acceptable proposals composed of the highest rated proposal(s). In that event, University may defer further action on proposals not included within the competitive range pending the selection of Contractor; provided, however, University reserves the right to include additional proposals in the competitive range if deemed to be in the best interest of University.

After the Submittal Deadline but before final selection of Contractor, University may permit Proposer to revise its proposal in order to obtain the Proposer's best and final offer. In that event, representations made by Proposer in its revised proposal, including price and http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.101 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.104 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.110 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.113 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.131 fee quotes, will be binding on Proposer. University will provide each Proposer within the competitive range with an equal opportunity for discussion and revision of its proposal. University is not obligated to select the Proposer offering the most attractive economic terms if that Proposer is not the most advantageous to University overall, as determined by University.

University reserves the right to (a) enter into an agreement for all or any portion of the requirements and specifications set forth in this RFP with one or more Proposers, (b) reject any and all proposals and re-solicit proposals, or (c) reject any and all proposals and temporarily or permanently abandon this selection process, if deemed to be in the best interests of University. Proposer is hereby notified that University will maintain in its files concerning this RFP a written record of the basis upon which a selection, if any, is made by University.

1.6 Proposer's Acceptance of RFP Terms

Proposer (1) accepts [a] Proposal Evaluation Process (ref. Section 1.5 of APPENDIX ONE), [b] Criteria for Selection (ref. Section 2.3), [c] Specifications and Additional Questions (ref. Section 5), [d] terms and conditions of the Agreement (ref. APPENDIX TWO), and [e] all other requirements and specifications set forth in this RFP; and (2) acknowledges that some subjective judgments must be made by University during this RFP process.

1.7 Solicitation for Proposal and Proposal Preparation Costs

Proposer understands and agrees that (1) this RFP is a solicitation for proposals and University has made no representation written or oral that one or more agreements with University will be awarded under this RFP; (2) University issues this RFP predicated on University’s anticipated requirements for Work, and University has made no representation, written or oral, that any particular scope of work will actually be required by University; and (3) Proposer will bear, as its sole risk and responsibility, any cost that arises from Proposer’s preparation of a proposal in response to this RFP.

1.8 Proposal Requirements and General Instructions

1.8.1 Proposer should carefully read the information contained herein and submit a complete proposal in response to all requirements and questions as directed.

1.8.2 Proposals and any other information submitted by Proposer in response to this RFP will become the property of University.

1.8.3 University will not provide compensation to Proposer for any expenses incurred by the Proposer for proposal preparation or for demonstrations or oral presentations that may be made by Proposer. Proposer submits its proposal at its own risk and expense.

1.8.4 Proposals that (i) are qualified with conditional clauses; (ii) alter, modify, or revise this RFP in any way; or (iii) contain irregularities of any kind, are subject to disqualification by University, at University’s sole discretion.

1.8.5 Proposals should be prepared simply and economically, providing a straightforward, concise description of Proposer's ability to meet the requirements and specifications of this RFP. Emphasis should be on completeness, clarity of content, and responsiveness to the requirements and specifications of this RFP.

1.8.6 University makes no warranty or guarantee that an award will be made as a result of this RFP. University reserves the right to accept or reject any or all proposals, waive any formalities, procedural requirements, or minor technical inconsistencies, and delete any requirement or specification from this RFP or the Agreement when deemed to be in University’s best interest.

University reserves the right to seek clarification from any Proposer concerning any item contained in its proposal prior to final selection. Such clarification may be provided by telephone conference or personal meeting with or writing to University, at University’s sole discretion. Representations made by Proposer within its proposal will be binding on Proposer.

1.8.7 Any proposal that fails to comply with the requirements contained in this RFP may be rejected by University, in University’s sole discretion.

1.9 Preparation and Submittal Instructions

1.9.1 Specifications and Additional Questions

Proposals must include responses to the questions in Specifications and Additional Questions (ref. Section 5). Proposer should reference the item number and repeat the question in its response. In cases where a question does not apply or if unable to respond, Proposer should refer to the item number, repeat the question, and indicate N/A (Not Applicable) or N/R (No Response), as appropriate. Proposer should explain the reason when responding N/A or N/R.

1.9.2 Execution of Offer

Proposer must complete, sign and return the attached Execution of Offer (ref. Section 2 of APPENDIX ONE) as part of its proposal. The Execution of Offer must be signed by a representative of Proposer duly authorized to bind the Proposer to its proposal. Any proposal received without a completed and signed Execution of Offer may be rejected by University, in its sole discretion.

1.9.3 Pricing and Delivery Schedule

Proposer must complete and return the Pricing and Delivery Schedule (ref. Section 6), as part of its proposal. In the Pricing and Delivery Schedule, the Proposer should describe in detail (a) the total fees for the entire scope of Work; and (b) the method by which the fees are calculated. The fees must be inclusive of all associated costs for delivery, labor, insurance, taxes, overhead, and profit.

University will not recognize or accept any charges or fees to perform Work that are not specifically stated in the Pricing and Delivery Schedule.

In the Pricing and Delivery Schedule, Proposer should describe each significant phase in the process of providing Work to University, and the time period within which Proposer proposes to be able to complete each such phase.

1.9.4 Proposer’s General Questionnaire

Proposals must include responses to the questions in Proposer’s General Questionnaire (ref. Section 3 of APPENDIX ONE). Proposer should reference the item number and repeat the question in its response. In cases where a question does not apply or if unable to respond, Proposer should refer to the item number, repeat the question, and indicate N/A (Not Applicable) or N/R (No Response), as appropriate. Proposer should explain the reason when responding N/A or N/R.

1.9.5 Addenda Checklist

Proposer should acknowledge all Addenda to this RFP (if any) by completing, signing and returning the Addenda Checklist (ref.