132-22 RFP for Umpqua Instream Helicopter Wood Placement with Attachments.pdf

RFP #S-63500- 00014181 – Umpqua Instream Helicopter Wood Placement

DAS Procurement Services, Version 4.4 July 1, 2021

STATE OF OREGON ACTING BY AND THROUGH ITS

OREGON DEPARTMENT OF FISH AND WILDLIFE

Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number

#S-63500-00014181 for

UMPQUA INSTREAM HELICOPTER WOOD PLACEMENT

Date of Issue: June 23, 2025

Opening/Closing Date: July 29, 2025, at 2:00 PM

Single Point of Contact (SPC): Jake Howard

ADDRESS: 4034 FAIRVIEW INDUSTRIAL DR SE

CITY, STATE, ZIP SALEM OR, 97302

PHONE (VOICE) (503) 947-6130

E-MAIL: JAKE.E.HOWARD@ODFW.OREGON.GOV

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

mailto:jake.e.howard@odfw.oregon.gov

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION………………………………………………………………………………………4

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE…………………………………………………………………5

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS…………………………………………………………………………..8

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS…………………………………………………………………………………….15

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION………………………………………………………………………………20

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION……………………………………………………………………………..23

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 PRINTING, BINDING, AND STATIONERY WORK

6.10 CHECKLIST DISCLAIMER

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT (RETURN WITH PROPOSAL)

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT (RETURN WITH PROPOSAL)

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET (RETURN WITH PROPOSAL)

ATTACHMENT D REFERENCE CHECK FORM (RETURN WITH PROPOSAL)

ATTACHMENT E PRICE PROPOSAL FORM (RETURN WITH PROPOSAL)

ATTACHMENT F CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN (RETURN WITH

PROPOSAL)

ATTACHMENT G RESPONSIBILITY INQUIRY (RETURN WITH PROPOSAL)

ATTACHMENT H SCORED PROPOSAL COMPONENTS FORM (RETURN WITH PROPOSAL)

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Fish and Wildlife, (“Agency” or “ODFW”), working in conjunction with the United States Forest Service (“Forest Service”), is issuing this Request for Proposal to (RFP) to establish a Contract for aerial placement of logs for instream and wetland restoration in the watersheds of the Upper North and South Umpqua Rivers.

Oregon Department of Fish & Wildlife, Roseburg District Office, is seeking a Contractor (hereafter “Contractor”) to provide heavy lift helicopter services, with experienced pilot and crew, and ground equipment with ground crew to conduct operations related to this RFP.

ODFW anticipates needing 20 flight hours of Contractor’s services to move decked logs from previously established assembly areas in the Umpqua National Forest to specified locations in the Upper North and South Umpqua River watersheds. More detailed information can be found in section 2.4 Scope of Work.

Agency anticipates the award one (1) Contract from this RFP.

The initial term of the Contract is anticipated to be through March 30, 2026, this includes flight planning and flights being conducted during good weather and access windows. With the possibility of amendments to extend time in order to complete the project.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

TEAMs Pre-Proposal Meeting July 2, 2025 10:00 AM

Questions / Requests for Clarification Due July 9, 2025 5:00 PM

Answers to Questions/Requests for Clarification Issued (approx.)

July 15, 2025

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) July 29, 2025 @ 2:00 PM

Opening of Proposal There will not be a public opening

Issuance of Notice of Intent to Award (approx.) August 12, 2025 5:00 PM

Award Protest Period Ends 7 calendar days after Notice of Intent to Award is posted on OregonBuys

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

The proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWM3ZTIyY2ItMGY4ZS00YjIwLTkxZmUtZmMyNmRkYzczNGUz%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22bf053dd9-6b73-4ef7-a5b7-dcbc926fc86d%22%7d

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

ODFW is issuing this RFP pursuant to its authority under ORS 496.012, ORS 279A.050 and OAR 125-246-0170(2).

ODFW is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

Terminology specific to the OregonBuys system may be found at:

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

For purposes of this RFP:

“Amendment” as used in OregonBuys means “Addendum” or “Addenda”, as defined in OAR 125- 246-0110(1);

“Business days” means calendar days, excluding Saturdays, Sundays and all State recognized holidays;

“Bid Opening Date” means “closing” as defined in OAR 125-246-0110(26). Proposal “Opening” as defined in OAR 125-246-0110(99) will immediately follow.

“Calendar days” means any day appearing on the calendar, whether a weekday, weekend day, national holiday, State holiday or other day;

“Certified Firm” or “Certified Small Business” means a small business certified under ORS

200.055 by the Oregon Certification Office for Business Inclusion and Diversity as “disadvantaged business enterprise”, “minority-owned business”, “woman-owned business”, “emerging small business” or “a business that a service-disabled veteran owns”;

“COBID” means Certification Office for Business Inclusion and Diversity;

"Contracting Agency” means the Oregon Department of Fish and Wildlife;

“days” means calendar days;

“DEI” means diversity, equity, and inclusion as described in Executive Order No. 22-15;

“Professional Services” means architectural, engineering, photogrammetric mapping, transportation planning or land surveying services that must be procured using qualifications-based selection procedures [see ORS 279C.100 and ORS 279C.110];

“Project” means the constructed facility or other improvement that Consultant has been retained to design or provide services for;

"Proposal" (referred to as “Quote” in OregonBuys) means a written response to a Request for Proposals;

“Proposers” – (referred to as “Vendor” in OregonBuys) All firms submitting Proposals are referred to as Proposers in this document; after negotiations, an awarded Proposer will be designated as “Consultant”;

“Qualifications Based Selection” or “QBS” means evaluation and scoring of Proposals based on qualifications, experience, and project approach, without considering cost.

“Related Services” has the meaning provided in ORS 279C.100;

“RFP” means Request for Proposal (referred to as “Bid Solicitation” in OregonBuys);

“Scope of Work” means the general character and range of Services and supplies needed, the work’s purpose and objectives, and an overview of the performance outcomes expected by Contracting Agency;

“Services” means the services to be performed under the Contract;

“State” means State of Oregon;

“Statement of Work” or “SOW” means the specific provisions in the final Contract which set forth and define in detail (within the identified Scope of Work) the agreed-upon objectives, expectations, performance standards, Services, deliverables, schedule for delivery and other obligations;

“Vendor” is a term used in OregonBuys and means any form of business entity registered in OregonBuys;

“Writing” means letters, characters and symbols made in electronic form or inscribed on paper and intended to represent or convey particular ideas or meanings.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The ODFW’s mission is to protect and enhance Oregon's fish, wildlife, and their habitats for use and enjoyment by present and future generations. Offers are being requested by the Agency’s Habitat Division. The purpose of the Habitat Division is to lead proactive, focused, and consistent efforts to protect, restore, and enhance habitat for Oregon’s fish and wildlife. The Habitat Division consists of four main programs: Land Resources, Good Neighbor Authority, Water, and Hydropower.

This proposal request is under ODFW’s Good Neighbor Agreement with the United States Forest Service and is part of the Umpqua Instream and Wetland Restoration Agreement.

2.4 SCOPE OF WORK/SPECIFICATIONS

Information on Oregon’s Habitat Restoration and Good Neighbor Authority Programs can be found at:

• https://www.dfw.state.or.us/habitat/index.asp#Programs and

• https://www.dfw.state.or.us/habitat/good_neighbor_authority.asp

ODFW will use the outcome of this RFP to conduct instream restoration in the Umpqua National Forest in partnership with USFS. This project will use heavy lift helicopters to move logs from staging areas to pre-designated locations in streams and ponds to support habitat and populations of indigenous species.

Description of work: ODFW anticipates placing logs into Copeland Creek, Fish Creek ,and Horse Heaven Creek on the North Umpqua and Diamond Lake Districts and into Beaver, https://www.dfw.state.or.us/habitat/index.asp#Programs https://www.dfw.state.or.us/habitat/good_neighbor_authority.asp

Boulder, Dumont , and Slick Creeks and into four ponds located on the Tiller Ranger District.

Logs will be placed using heavy-lift helicopters using external long lines with chokers. Logs will be placed into the streams to improve aquatic habitats through deposition of spawning gravels, overhead cover over existing pools, creation of new pools and the creation and reinforcement of side channels. Additionally, any remaining flight hours will be used for the removal and decking of cut trees along fire lines on the Tiller Ranger District.

This project will positively impact native fish species which include Umpqua spring chinook, North Umpqua summer steelhead, Umpqua winter steelhead, Oregon Coast coho, coastal cutthroat, pacific lamprey and resident rainbow trout. In addition, logs placed into ponds within the Tiller Ranger District will provide basking areas and cover for western pond turtles and other amphibians.

Instream work must be completed in such a way as to minimize impacts to spawning spring chinook, summer steelhead and pacific lamprey. Efforts will also be made to minimize adverse impacts to western pond turtles.

CONTRACTOR WILL:

1. Provide a helicopter with specifications outlined in Sections 2.5 and 2.5.1. and a pilot and crew with heavy lift and external load experience along with support services and ground crew to safely perform work described in RFP.

2. Conduct a minimum of 20 flight hours moving decked logs between three staging locations and seven streams with multiple in-unit placement locations. Specific log placement areas will be directed by authorized ODFW.

AGENCY WILL:

1. Provide an Authorized Representative to resolve onsite issues and assist in determining the work schedule, locations of assembly areas and adjustments to locations of logs instream.

2. The Agency will provide the Contractor with detailed coordinates, maps and visual instructions for the delivery and placement of logs to specific locations instream.

The Contractor and the ODFW representative shall agree on a start date with 24 hours advance notice. The Contractor’s pilot will determine all conditions regarding safety prior to and during all flights. Should the Contractor’s pilot consider the conditions unsafe, he or she will either forego that particular flight or will return to base, or any other site deemed more appropriate for safety reasons. The flight schedule is approximate and is subject to change for reasons of inclement weather, animal distribution as a result of range conditions and weather, and budget availability. Schedules may be adjusted between locations if necessary to complete project work in an effective manner. Actual departure sites may vary to facilitate efficient and safest use of helicopter time. The schedule may also require non-flight days to accommodate weather conditions; aircraft service schedules, and unforeseen events.

Work: Acceptance Criteria; Deliverables and Delivery Schedule:

Contractor will provide a helicopter with specifications outlined in the RFP. Helicopter flights will be based on pre-determined locations before the start of work. This Contract will become effective upon the last date of signature and is anticipated to expire on March 31, 2026.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

This section of the RFP identifies areas that the Agency has determined are necessary to evaluate whether the Proposer can successfully accomplish the services covered by this RFP.

Proposals shall clearly address each of the areas identified. Proposer’s failure to comply with the instructions or submittal of an incomplete Proposal may result in Proposal being deemed non-responsive, except that the Agency reserves the right to waive minor irregularities.

Proposals not in compliance with the following Minimum Proposer Requirements will be rejected. At a minimum, responses to the solicitation shall include:

• A minimum of 5 years of successful professional experience performing services comparable to those required under this RFP.

• Provide at least three current professional references for work (from different firms and clients) supportive of Proposer’s ability to comply with the requirements of this Contract.

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1.1 AIRCRAFT TO BE PROVIDED BY PROPOSER

ODFW will only consider helicopters that have an external lift capacity of 20,000 lbs. or greater.

The Helicopter shall be maintained in accordance with all applicable 14 CFR 133 and met all requirements, mandatory manufacturers’ bulletins as required or identified by the FS and/or DOI, and all applicable FAA Airworthiness Directives (AD).

All required documents needed to verify data in Form FS-5700-21a or OAS 36b; Helicopter Data Record (including airframe logs, engine logs, compliance with mandatory manufacturer’s bulletins, FAA AD compliance, listing of installed STC’s, and helicopter status record, etc.) shall be made available to FS or DOI inspector(s). A status sheet containing the status of inspections, Airworthiness Directives and components having time/life limits will be available with each helicopter.

3.1.1.1 Unless authorized by an approved Minimum Equipment List (MEL), the helicopter shall not be approved or used if any accessory or instrument listed on the helicopter type certificate data sheet is inoperative. However, all items required by this agreement may not be placed on an MEL as non-operational unless approved by a government Aviation Maintenance Inspector or the CO. As an example, the following equipment, when inoperative, cannot be placed on an MEL with the helicopter continuing to be utilized under agreement.

1. Emergency Locator Transmitter

2. VHF-AM Transceiver (at least one must be operational)

3. P25 Digital VHF-FM Transceiver (at least one must be operational)

4. Transponder and altitude reporting system (at least one must be operational)

5. static pressure, altimeter, and automatic altitude reporting system (at least one must be operational and connected to an operational transponder and altitude reporting system)

6. The helicopter shall not be approved if any component time in service exceeds the manufacturers’ recommended Time Between Overhaul (TBO) or FAA-approved extension. All inspection times and intervals shall comply with the Contractor’s FAA approved maintenance program.

3.1.1.2 Condition of Equipment

Contractor-furnished aircraft and equipment shall be operable, free of damage, and in good repair. Helicopter systems and components shall be free of leaks except within limitations specified by the manufacturer.

All windows and windshields shall be clean and free of scratches, cracks, crazing, distortion, or repairs, which hinder visibility. Repairs such as safety wire lacing and stop drilling of cracks are not acceptable permanent repairs. Prior to acceptance, all temporarily repaired windows and windshields shall have permanent repairs completed or shall be replaced.

The helicopter interior shall be clean and neat. There shall be no unrepaired tears, rips, cracks, or other damage to the interior. The exterior finish, including the paint, shall be clean, neat, and in good condition (i.e. no severe fading or large areas of flaking or missing paint etc.). Any corrosion shall be within manufacturer or FAA acceptable limits.

Center of Gravity

1) All helicopters shall be configured so that the center of gravity will remain within the FAA approved Flight Manual published limits for all load requirements and full range of fuel conditions, including ferry with minimum crew without subtraction or addition of ballast.

2) All helicopters shall be loaded such that the center of gravity will remain within allowed limit during the flight. Actual weights will be used for flight calculation.

3) When the equipped weight of the helicopter, as noted by registration number in Section B, Schedule of Items changes, the Contractor shall notify the CO of the change and submit a new weight and balance as required by the Agreement.

(a) General Equipment (as applicable)

Helicopters shall be configured with the equipment required by 14 CFR and approved for make and model furnished. In addition, the following will be required:

1) A copy of the Awarded Agreement and modification(s) shall remain in the helicopter during the Agreement period(s). The flight manual supplements (performance charts) and Load Calculations as submitted with the Proposer’s proposal were utilized in aircraft performance evaluations for award of this RFP. These are also required to be kept with the helicopter through the life of the agreement, in addition to the aforementioned agreement and amendment(s) associated with it, as a complete Agreement package. This is irrespective of the fact that these performance charts are included in the Flight Manual, which is not, in turn, a substitute for a complete Proposal package being with the helicopter.

2) Instrumentation required by the Type Certificate and 14 CFR for use with the make and model furnished.

3) Free air temperature gauge.

4) First Aid Kit Aeronautical

5) Survival Kit Aeronautical

6) Additional Suppression/Prescribed Fire Equipment as applicable.

7) Seats, Seatbelts and Shoulder Harnesses

8) One flight hour meter installed in a location observable from the cockpit.

9) The meter shall be wired in series with a switch on the collective control, and a switch that is activated by engine or transmission oil pressure. For helicopters with a landing gear incorporating an extendable strut, the hour meter may be activated by a switch mounted in such a manner as to only operate when the strut is fully extended.

The hour meter shall record actual flight time in hours and tenths of an hour only.

10) Operations from other than the manufacturer’s designated pilot station (right seat in most helicopters) are allowed only with an approved FAA Supplemental Type Certificate (STC) or field approval and designation on the aircraft Interagency Data Card. For single piloted aircraft, field approvals in lieu of STCs are not acceptable unless the appropriate crew door has been modified with bubble window (if available) and operational gauges installed in the door that can be viewed by the pilot while performing vertical reference operations.

11) Convex mirror for observation of external loads and landing gear (not required for aircraft equipped ONLY for vertical reference operations).

12) As required by 14 CFR, fire extinguisher(s) shall be a hand-held bottle, fully charged, with a minimum 2-B:C rating, maintained in accordance with NFPA 10 and mounted with a quick release attachment accessible to the flight crew while seated.

13) One or more independently switched white strobe light(s) mounted on top of the helicopter or otherwise visible from above. An LED aviation red strobe installed by the OEM or Supplemental Type Certificate will also fulfill this requirement. In order to meet agreement specifications, Contractors shall obtain FAA approval (FAA Form

337) to alter the aircraft, if applicable.

a. Each anti-collision light shall be aviation red and shall meet the applicable requirements of 14 CFR Part 27.1401 or Part 29.1401.

14) High visibility markings on main rotor blades.

3.1.1.3 Remote and Cargo Hook

1) Cargo Hook

2) Remote Hook/Long line

(A) One remote cargo hook capable of being loaded and locked in a single motion with one hand and is rated at the maximum lifting capacity of the aircraft and a minimum of 250 feet of long line. Long lines may consist of multiple segments and none shorter than 50 feet. An additional 50 feet of line must be available.

3.1.1.4 General

1) The Contractor shall be capable of providing field maintenance support to each helicopter for extended periods during heavy use.

2) Helicopters shall be operated and maintained in accordance with 14 CFR requirements and manufacturers’ recommendations. Special equipment and/or modification of the helicopter to meet requirements of this contract shall be inspected, repaired, and altered in accordance with 14 CFR requirements and manufacturer's recommendations or engineered data and, if required, be FAA approved. All "time change" components, including engines, shall be replaced upon reaching the factory recommended time, or FAA approved extension if applicable.

Helicopters operated with components and accessories on approved TBO extension programs are acceptable, provided the Contractor who provides the helicopter is the holder of the approved extension authorization (not the owner if the helicopter is leased), and shall operate in accordance with the extension.

3) FAA, CFR 14, Part 145 Repair Stations, may be used for specific maintenance functions that the repair station is certified for. The helicopter must be returned to service under the repair station certificate, and not under an individual’s certificate for the repair station; for example repairman or A&P mechanic. The repair station may not be used in lieu of a carded mechanic if required by this contract.

4) All maintenance performed shall be recorded in accordance with 14 CFR 43 and 91 including helicopter time-in-service and hour meter reading.

5) A copy of the current maintenance record required by 14 CFR 91 shall be kept with the aircraft, and at least every 12 flight hours or 7 days- whichever occurs first;

transmitted to the operator’s home office (Location that Certificate is held).

6) Maintenance of aircraft records shall be in accordance with the FAA Advisory Circular (AC) No. 43-9C as revised.

7) The contractor shall notify ODFW’s Authorized Representative at least 16 flight hours prior to the initiation of any maintenance inspection. In addition, the Contractor shall immediately notify the Authorized Representative of any change of an engine, power train, control, or major airframe component and circumstances inducing the change.

8) Routine maintenance shall be performed before or after the daily standby or as approved by the Authorized Representative.

9) All inspection times and intervals shall comply with the Contractor's FAA Approved Maintenance Program.

10) Pilots, fuel servicing personnel, and mechanics shall speak English fluently and communicate clearly.

3.1.1.5 Turbine Engine Power Assurance Checks

1) A power assurance check shall be accomplished on the first day of operation, and thereafter within each 10-hour interval of contracted flight operation unless prohibited by environmental conditions (i.e. weather, smoke). The power assurance check shall be accomplished by the contractor in accordance with the Rotorcraft Flight Manual or approved company performance monitoring program. A current record of the power assurance checks will be maintained with the aircraft under this Agreement and any renewal periods.

2) Helicopters with power output below the minimum published performance charts or if the trend analysis indicates significant deterioration in performance the aircraft shall be removed from service. The power condition shall be corrected before return to service and agreement availability.

(a) Maintenance Flights

A functional maintenance flight shall be performed following overhaul, repair, and/or replacement of any engine, power train, rotor system or flight control equipment, and following any adjustment of the flight control systems before the helicopter is returned to service. The flight will be performed at the Contractor’s expense. Results of the maintenance flights shall be reported to and approved by the FS or DOI Aviation Maintenance Inspector before the helicopter is returned to Agreement availability.

3.1.2 Fuel Servicing Equipment Requirements

1) An approved fuel servicing vehicle (FSV) (truck, pump-house, or trailer) shall be provided during operations. The FSV shall comply with all State and Federal regulations.

2) The fuel-servicing vehicle shall be capable of transporting fuel over rough mountainous terrain to include grades of up to 9%.

3) Fuel tank/chassis combinations must meet ODOT requirements.

4) Fuel servicing vehicles shall be properly maintained, cleaned, and reliable. Tanks, plumbing, filters, and other required equipment shall be free of leaks, rust, scale, dirt, and other contaminants. Trailers used for storage and transport of fuel shall have an effective wheel braking system.

5) Spare filters, seals, and other components of the fuel-servicing vehicle filtering system shall be stored in a clean, dry area in the fuel service vehicle. A minimum of one set is required to be with the vehicle.

6) The fuel servicing vehicle tank capacity shall be sufficient to sustain 8-hours of flight. Barrels are not acceptable.

7) All tanks will be securely fastened to the vehicle frame in accordance with ODOT regulations and shall have a sump or sediment settling area of adequate capacity to provide uncontaminated fuel to the filter.

8) A 10-gallon per minute filter and pump is the minimum size acceptable. Filter and pump systems sizes shall be compatible with the helicopter being serviced.

9) The filter manufacturer's Operating, Installation and Service Manual shall be with the FSV. Filters shall be changed in accordance with the filter manufacturer’s manual, at a minimum of every 12-months, whichever is less, and documented. The filter vessel shall be placarded indicating filter change date and documented in service vehicle log.

10) Gasoline engine driven pumps shall be designed to pump fuel, have shielded or insulated ignition system, Forest Service approved spark arrestor muffler, and a metal shield between the engine and pump. Other exposed terminal connections shall be insulated to prevent sparking in the event of contact with conductive material.

11) FSV shall have deadman controls designed to allow operation while wearing gloves and be held for the time needed. A pistol grip deadman device at the end of the nozzle or an electronic control to stop the pump is acceptable.

12) FSV shall have most current version of the Emergency Response Guidebook (ERG) on FSV either electronic or hardcopy.

3.1.3 PILOT(S) REQUIREMENTS – Attachment H

Have flight experience as follows, substantiated by pilot logbook:

- Minimum of 3 years’ experience in the past 6 years and 1,500 hours of helicopter flight time with aircraft equivalent for the Pilot-in-Command to this contract requirement

- Minimum of 100 hours of low elevation (<500 ft.) over variable and rough terrain.

- Minimum of 100 hours of flying altitudes up to 6,500 ft.

- Minimum of 25 hours of takeoffs and landings in remote areas.

- Minimum of 100 hours of external load and precision placement operations.

- Minimum 200 hours of mountain flying as defined in 14 CFR 95 subpart B.

Aircraft pilots must be qualified in accordance with FAR Part 133 and have federal Interagency Helicopter Pilot Qualification Card. Substitute or back-up pilots must meet the same standards as the original pilot requirements as specified. All approved pilots shall be authorized to perform the requirements of this Solicitation in compliance with the current FAA and Oregon State Division of Aeronautics’ rules and regulations, as applicable to such requirements. The Agency reserves the right to check the background of any pilot through the Federal Aviation Administration. If substantiated information is found showing poor performance, safety violations, failure to fulfill contractual obligations, minimum requirements not being met, or any other unfavorable information; the Agency reserves the right to reject any pilot/proposal for purposes of this Solicitation and any resulting Have flight experience as follows, substantiated by pilot logbook.

3.1.4 PROPOSER shall submit completed Reference Check Form – Attachment D:

• Proposer must provide at least two (2) current professional references and one (1) professional reference for work (from different firms and clients) supportive of bidder’s ability to comply with the requirements of this RFP.

• If a reference provided by Proposer is an ODFW Employee, only one (1) will be accepted, and they may not be currently working in the Region or Watershed the contract will be awarded for (reference Statement of Work for location of services).

• References must verify the quality of previous, related Work.

• Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

• Proposer shall submit reference names and contact information. Agency will make three

(3) attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful, the Proposer will receive a score of zero for that reference.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Disclosure Exemption Affidavit (Attachment B) https://www.ecfr.gov/current/title-14/chapter-I/subchapter-F/part-91/subpart-B

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Scored Proposal Components Form (Attachment H)

3.2.2 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

3.2.2.1 OregonBuys Electronic Response.

The proposer should submit their proposal electronically through OregonBuys. The proposer should follow the procedures outlined in electronic submission.

The Price Proposal must be submitted as a separate electronic response file.

The proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B).

Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature.

3.2.3 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.3 PROPOSAL REQUIREMENTS

Proposals must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Proposer Information and Certification Sheet (Attachment C)

The proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.3.2 References (Attachment D)

Provide at least two (2) current professional references and one (1) professional reference for work (from different firms and clients) supportive of Proposer’s ability to comply with the requirements of this contract. References must verify the quality of previous, related Work.

References must verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this solicitation. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

The proposer shall submit reference names and contact information. Agency will make three

(3) attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful, the Proposer will receive a score of zero for that reference.

3.3.3 Price Proposal (Attachment E)

Submit a detailed Price Proposal (Attachment E) stating the price for each deliverable and the total price for the entire project that includes the following items:

• Helicopter and pilot (price per hour),

• Stand By Rate due to weather delays (price per day);

• Fuel/Service Truck Driver (price per hour);

• Milage for Fuel /Service Truck (price per mile);

*Per State of Oregon Rates: https://www.oregon.gov/das/Procurement/Pages/Travel.aspx

3.3.4 Responsibility Inquiry Form (Attachment G)

Proposer is required to complete and submit Attachment G — Responsibility Inquiry.

3.3.5 Scored Proposal Component Form (Attachment H)

Submit a detailed Scored Component Form (Attachment H) with written General Qualifications that demonstrate capability to complete the requested services, written detailed Understanding of Requested Services/Project, Pilot(s) qualifications (Primary and Back-up), Specify key persons to be assigned to this project, and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

https://oregonbuys.gov/

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held on July 2, 2025, at 10:00 am (PST). This will be a non-mandatory virtual conference via TEAMs. Proposers are encouraged to attend to ask questions and better understand the Scope of Work and goals of this project.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered to the SPC via an OregonBuys submission;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment.

Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email, or via OregonBuys;

• Reference the OregonBuys bid number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and o evidence or documentation that supports the grounds on which the protest is based;

and

• State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWM3ZTIyY2ItMGY4ZS00YjIwLTkxZmUtZmMyNmRkYzczNGUz%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22bf053dd9-6b73-4ef7-a5b7-dcbc926fc86d%22%7d

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. ODFW will only accept proposals submitted through OregonBuys.

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, they must submit a written notice signed by an authorized representative with its intent to withdraw to the SPC via email, prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

4.8 PUBLIC OPENING

A public Opening will not be held.

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• The proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

• This Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

4.10.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Selected Proposer(s) shall submit a signed Responsibility Inquiry form (Attachment G) within 5 Business Days of receipt of Intent to Award notice.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

4.10.2 Evaluation Criteria

Proposals meeting the requirements outlined in the Proposal Content Requirements section will be evaluated by an Evaluation Committee.

SCORE EXPLANATION

30-25 Outstanding

Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

24-18 Very Good Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

17-8 Adequate Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

7-1 Fair Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

Response of

No Value

An unacceptable response that does not meet the requirements set forth in the RFP. The Proposer has not demonstrated knowledge of the subject matter.

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of the Evaluation Committee. Evaluation Committee members may change and ODFW may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

4.10.2.1 Evaluation Item 1-Understanding Requested Services/Project (Attachment H)

Write a clear and concise understanding of the project based on existing information.

Address general description of the purpose and key issues

4.10.2.2 Evaluation Item 2 - General Qualifications (Attachment H)

Demonstrate Proposer’s capability to complete the requested services. Response must list projects performed within the last three years, most comparable to the requested services.

Include a description of their type, size, and duration. Also, for each project, indicate whether the work was accomplished within the original budget and deadlines, or needed to be revised. Briefly explain the reason for any revisions.

Does Proposer clearly describe how their qualifications will allow them to successfully perform the scope of work and meet all the minimum requirements?

Does the proposal demonstrate services comparable to those required under this RFP, including in climate zones similar to the proposed project?

4.10.2.3 Evaluation Item 3 – Pilot(s) Qualifications. (Attachment H)

List all Pilot(s) flight experience over and above the Mandatory Requirements listed in section 3.1.3

4.10.2.4 Evaluation Item 4 – References (Attachment D)

Score the references based upon the scores submitted from three references as required in Attachment D. Each Reference will be asked a series of questions that will be scored. Total average score (from 3 references) is worth up to 15 points (as described in 4.11 Table below)

4.10.2.5 Evaluation Item 5 - Price (Attachment E)

The Proposer must bid pursuant to requirements on Attachment E for the proposed services. The Price Proposal Form is Mandatory and will not be altered by Proposer.

4.10.3 PRICE EVALUATION

The SPC will conduct the price evaluation. The SPC will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

lowest price of all Proposers X price points possible = price score price being scored

4.10.4 PREFERENCES

4.10.4.1 Oregon Supplies and Services

Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 10% from the price for any Proposer proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.

4.10.4.2 Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, Agency shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

4.10.4.3 Recycled Materials

Agency will give preference to Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

https://www.naspo.org/reciprocity1

4.10.4.4 Tiebreakers

If ODFW receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, ODFW shall award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

4.11 POINT AND SCORE CALCULATIONS

TOTAL POINTS POSSIBLE : 100

POINTS POSSIBLE

3.5.2.1 Understanding of Requested Services/Project 10

3.5.2.2 General Qualifications 30

3.5.2.3 Pilot(s) Qualifications, Primary and Back-up 30

3.5.2.5 PRICE POINTS POSSIBLE 30

4.12 RANKING OF PROPOSERS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), together with references, and final price. After each applicable preference has been applied, SPC will determine the rank order for each respective Proposal and Proposer, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4. Agency may award less than the full Scope of Work described in this RFP.

5.1.2 Intent to Award Notice

Agency will notify all Proposers in Writing that Agency intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have 7 calendar days from the date of the…