42232RFQ27 Helicopter Services.pdf

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It is the responsibility of Respondents who receive this solicitation from sources other than the portals identified above or St.

Johns River Water Management District to contact the District’s Procurement staff prior to the due date to ensure any updates/addenda are received in order to submit a responsible and responsive offer. If you fail to submit a complete and accurate document, the District may deem the offer non-responsive and reject your submittal.

ADDENDA ACKNOWLEDGMENT: Prior to submitting my offer, I have verified that all addenda issued to date are considered as part of my offer:

Addendum No. Date Addendum No. Date Addendum No. Date

RESPONDENT NAME:

STREET ADDRESS:

MAILING ADDRESS (IF DIFFERENT):

PRIMARY E-MAIL ADDRESS (required)

SECONDARY E-MAIL ADDRESS (required)

TELEPHONE: ( ) YEAR COMPANY WAS ESTABLISHED

NAME/TITLE OF PERSON SUBMITTING QUALIFICATIONS:

SIGNATURE OF PERSON SUBMITTING QUALIFICATIONS:

This document must be completed and returned with your submittal

THE GOVERNING BOARD OF THE ST. JOHNS RIVER WATER MANAGEMENT DISTRICT

REQUEST FOR QUALIFICATIONS

42232RFQ27 HELICOPTER SERVICES FOR PRESCRIBED BURNS AND/OR AERIAL OBSERVATION

The St. Johns River Water Management District (the “District”) is seeking submittals from qualified contractors to perform a variety of helicopter services (the “Work”). Fire operations are extremely time-sensitive; therefore, it is necessary to draw from multiple contractors who can provide the necessary helicopter services. The actual contractor to be utilized for the helicopter services on any given operation shall be based upon the availability of required aircraft and/or equipment to fulfill the mission.

All rotorcraft and pilots shall be provided by the contractor. The contractor shall provide a list of qualified aircraft and pilots for the services listed below. Contractors shall submit copies of all appropriate FAA certificates with each aircraft listed on the certificate and copies of Airman competency/proficiency checks for all qualified pilots. The resulting Agreement will be effective through September 30, 2029. The budget for this project is $525,000.

Interested and qualified Respondents are invited to submit a complete qualifications package in accordance with the requirements and specifications detailed in this solicitation. Submittals must address all elements of the Scope of Work and comply with the terms and conditions set forth herein.

NOTE: Respondent shall also submit the Cost Proposal Form, included in this solicitation, as a separate .PDF file or sealed in a separate envelope if submittal is hand delivered. The cost proposal is not part of the evaluation and will only be considered if Respondent is selected.

Further information is available through DemandStar at demandstar.com, Central Bidding at centralbidding.com, the state of Florida’s MyFloridaMarketPlace at myfloridamarketplace.com or the District’s website at sjrwmd.com. Solicitation packages may be obtained from the above portals. Respondents may also request the solicitation package directly from the District.

For all requests or questions relating to this solicitation, please contact:

Breanna Pierce, Procurement Specialist

Phone: 386-643-1168 or E-Mail: BPierce@sjrwmd.com

PRE-SUBMITTAL MEETING – No Pre-Submittal Meeting Scheduled

LAST DAY FOR QUESTIONS – September 22, 2026; 5:00 PM

SUBMITTAL DUE DATE

2:00 PM Tuesday, September 29, 2026

PLEASE NOTE! Submittal must include all required documents and forms requested in this solicitation or the submittal may be rejected and deemed non-responsive.

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REQUEST FOR QUALIFICATIONS

42232RFQ27 HELICOPTER SERVICES FOR PRESCRIBED BURNS AND/OR AERIAL OBSERVATION

TABLE OF CONTENTS

Cover Sheet Page 1

Table of Contents Page 2

PART 1 – Scope of Work Pages 3 - 6

PART 2 – Submittal Requirements & General Information Pages 7 - 17

PART 3 – Forms Pages 18 - 32

(NOTE! Additional documents not included in this section may be required)

PART 4 – Draft Agreement Pages 33 - 57

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42232RFQ27 HELICOPTER SERVICES FOR PRESCRIBED BURNS AND/OR AERIAL OBSERVATION

PART 1 – SCOPE OF WORK

I. INTRODUCTION/BACKGROUND

The St. Johns River Water Management District covers an area of approximately 12,283 square miles spanning 18 counties. The District is the lead manager of more than 434,845 acres of public lands, while it manages another 201,633 acres through a variety of partnerships with numerous agencies and local governments. The District is charged with four core missions including water quality protection, water resource conservation, flood protection and the stewardship of natural systems. Maintaining and/or enhancing these natural systems with fire is a major part of managing these lands. In the last ten years, the District has averaged 27,750 acres of prescribed burns annually and exceeded 52,000 acres twice in this span. Usually, the majority of these acres are aerially burned with an average of about 13 aerial burns per year in the last ten years. While the use of helicopters may add to the complexity of operations, efficiency and safety are greatly improved especially on larger acreage burns, reducing costs per acre and minimizing interior ground operations.

II. OBJECTIVES

The District has a need to secure multiple qualified contractors to provide helicopter services. Fire operations are extremely time-sensitive; therefore, it is necessary to draw from multiple contractors who can provide the necessary helicopter services. The actual contractor to be utilized for the helicopter services on any given operation shall be based upon the availability of required aircraft and/or equipment to fulfill the mission.

III. SCOPE OF WORK/TASK IDENTIFICATION

Contractor shall provide on-call helicopter services in support of prescribed fire management, wildfire response, and aerial observation activities throughout the District’s land management areas. Services may include aerial ignition, helitorch operations, fire suppression support, and aerial reconnaissance. All rotorcraft and pilots shall be provided by the contractor.

Contractor shall conduct all operations in compliance with all applicable federal, state, and local laws, regulations, and standards, including applicable Federal Aviation Administration (FAA) requirements and applicable National Fire Protection Association (NFPA) standards governing helicopter operations, aviation safety, fire management activities, and related equipment. Where applicable to the services being performed, operations shall conform to NFPA 418, Standard for Heliports, and any other applicable aviation safety standards.

Work Authorization and Work Orders

Services will be requested on an as-needed basis to support prescribed fire management, wildfire response, aerial observation, and related operations. Work will be authorized and Work Orders will be assigned as described in Attachment B – Work Authorization and Work Order General Conditions.

Contractor shall provide at least one qualified helicopter and pilot meeting the requirements of the Agreement and shall be capable of mobilizing within twenty-four (24) hours of notification, unless a shorter or longer mobilization period is specified in the applicable Work Authorization. A chase truck is not required, but may be requested for certain missions to improve operational efficiency. If a Contractor is unavailable to perform the requested services, the District may assign the work to another qualified contractor.

All invoices must identify the aircraft utilized, services performed, and applicable rates.

Contractor’s Responsibilities – Contractor is responsible for complying with the requirements described below when utilizing the following equipment:

1. Contractor’s requirements using a Plastic Sphere Dispenser

Contractor shall provide aerial ignition services using a PREMO MK III or SEI Industries Ltd. Red Dragon ignition machine (Ignition machine with operator and plastic spheres will be provided by District) in accordance with the requirements set forth in the Work Authorization or Work Order and direction of the Work Order Manager.

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Contractor’s Aircraft requirements using Plastic Sphere Dispenser:

a) Capable of holding and providing power to the PREMO MK III or SEI Industries Ltd. Red Dragon ignition machine as well as machine operator and at least 2-3 extra boxes of plastic spheres (District will provide the power adapter).

b) Capable of securing operational PREMO or Red Dragon machine in the aircraft with belly strap or other sound method.

c) Capability to hover and fly low-level (Less than 100 feet above ground level) with a crew of two District staff, plus the pilot.

d) Programmable VHF radio capable of providing air-to-ground communication in the range of 151.460 MHz

e) Internal communications system for pilot, observer, and ignition machine operator.

f) Listed on the 14 CFR Part 133 certificate for external loads.

g) Listed on the 14 CFR Part 137 certificate for agricultural operations.

Contractor’s Pilot requirements using Plastic Sphere Dispenser:

a) Commercial or Airline Transport Pilot (ATP) Certificate with rating for Rotorcraft.

b) Written evidence of 14 CFR Part 133 certificate for external loads and Part 137 certificate for agricultural operations airman competency/proficiency check.

c) A minimum of 1,500 Pilot-in-Command hours.

d) Ability to communicate with, and follow directions from, District staff serving as Burn Boss and/or Ignition Boss.

Contractor’s Requirements Conducting Aerial ignition using a helitorch:

a) Helitorch provided by Contractor.

b) All mixing devices, tanks, and pumps shall be furnished by the contractor.

c) Fuel and gelling agents for the helitorch shall be provided by the Contractor and charged separately based upon use. Receipts for fuel shall accompany invoice and reimbursement shall be at actual cost.

Contractor’s Aircraft requirements using a helitorch:

a) Capability to hover and fly orientation flight at low-level (100 feet AGL) with an observer (District staff) plus the pilot.

b) Programmable VHF radio capable of providing air-to-ground communication in the range of 151.460 MHz.

c) Helitorch and all equipment necessary to support helitorch operations.

d) Internal communications system for pilot and observer during orientation flight.

e) GPS to ensure that ignition operations are kept within boundary established during orientation flight.

f) Listed on the 14 CFR Part 133 certificate for external loads.

g) Listed on the 14 CFR Part 137 certificate for agricultural operations.

Contractor’s Pilot requirements using a helitorch:

a) Commercial or ATP Certificate with rating for Rotorcraft.

b) Written evidence of 14 CFR Part 133 certificate for external loads and Part 137 certificate for agricultural operations airman competency/proficiency checks.

c) A minimum of 1,500 Pilot-in-Command hours.

d) A minimum of 40 hours of experience flying helitorch missions.

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e) Ability to communicate with, and follow directions from, District staff serving as Burn Boss and/or Ignition Boss via air-to-ground communication.

2. Contractor’s Fire Suppression with a bucket:

a) Bucket provided by Contractor.

b) When the Burn Boss determines that a Bambi Bucket or other aerial water-delivery system is operationally necessary for a particular mission, the District will assign that mission only to a Contractor that has demonstrated its ability to provide the required equipment, qualified aircraft, and qualified pilot.

A Contractor’s inability to provide such equipment does not disqualify the Contractor from performing other services for which it is qualified under the Agreement.

Contractor’s Aircraft requirements with bucket:

a) A “Bambi Bucket” or other aerial delivery system. The size of the bucket shall be identified on the cost schedule.

b) Programmable VHF radio capable of providing air-to-ground communication in the range of 151.460 MHz.

c) Listed on the 14 CFR Part 133 certificate for external loads.

Contractor’s Pilot requirements with bucket:

a) Commercial or ATP Certificate with rating for Rotorcraft.

b) Written evidence of 14 CFR Part 133 certificate for external loads airman proficiency check.

c) Ability to communicate with, and follow directions from, District staff serving as Burn Boss and/or Ignition Boss via air-to-ground communication.

3. Contractor’s Aerial Observation/Reconnaissance:

Contractor’s Aircraft requirements:

a) Capability to hover and fly low-level (100 feet AGL) with a crew of two District staff, plus the pilot.

b) Programmable VHF radio capable of providing air-to-ground communication in the range of 151.460 MHz.

c) Internal communications system for pilot, and all on-board crew members.

d) Listed on the 14 CFR Part 135 certificate for flights with different passenger pickup and drop-off locations.

Contractor’s Pilot requirements:

a) Commercial or ATP Certificate with rating for Rotorcraft.

b) Written evidence of 14 CFR Part 135 Airman Competency Proficiency Check for flights with different passenger pickup and drop-off locations.

c) A minimum of 1,500 Pilot-in-Command hours.

d) Ability to communicate with, and follow directions from, District staff serving in the mission.

District Responsibilities include:

1. All Flights:

a) The District may initially notify Contractor verbally regarding operational needs. Contractor shall not be authorized to commence Work until the District issues a written Work Authorization identifying the requested services and authorized mobilization. Communication shall include location of a landing site appropriate for the operation.

b) District shall inform Contractor when fuel chase truck is required.

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c) District shall assume responsibility for cancellation costs that occur when the Contractor is given notice by the District that the work has been canceled after the Contractor’s equipment has been moved. Cancellation costs shall include actual flight time and/or mileage for fuel chase truck incurred prior to cancellation.

d) District shall provide direction to the pilot, prior to and during flight, regarding the mission and the radio frequency to be used.

e) District shall manage all fires.

f) District shall arrange for closure of military flight operations involved in the fire area.

g) District shall provide accurate flight weights of involved personnel to ensure safe flight operations.

h) District shall provide maps and/or shapefiles/kmz files delineating prescribed burn area.

2. Helicopter with Aerial Ignition Machine:

a) District shall provide ignition machine and plastic spheres (ping pong balls).

b) District shall provide two (2) District staff: one (1) to run the ignition machine, and one (1) familiar with the site to sit left front seat and direct all firing operations.

c) Vendor may choose to provide ignition machine and machine operator at no additional expense to the District.

However, vendor staff may not substitute for District staff sitting in left front seat during firing operations.

3. Helitorch flights:

a) District will provide crew member to sit in left front seat of helicopter long enough to orient pilot to burn unit and ignition pattern.

4. Observation Flights:

a) District shall provide maps and a District staff member familiar with the flight path.

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42232RFQ27 HELICOPTER SERVICES FOR PRESCRIBED BURNS AND/OR AERIAL OBSERVATION

PART 2 – GENERAL INFORMATION AND REQUIREMENTS

Thank you for your interest in working with the St. Johns River Water Management District. Please direct questions regarding the submittal documents and specifications to the District’s procurement staff member identified on the first page of this solicitation, in writing. We look forward to working with you. Pertinent information and required documents regarding this solicitation as part of a responsive submittal are listed below.

The District will publish notice of specifications and criteria, including addenda, intended agency decisions, or other matters pertinent to this solicitation on portals identified on the first page of this document.

2.1 MINIMUM QUALIFICATIONS

Respondent must satisfy the following minimum qualifications. Instructions for providing this documentation are provided herein. Failure to provide required documentation as instructed may result in a submittal being rejected as non-responsive.

(a) Experience: A minimum of three (3) years of experience performing services similar in nature, scope, and complexity to the Service Category or Categories for which Respondent seeks qualification.

(b) Safe Operation Record. Respondents must have a satisfactory safety record, as set forth and documented in the

SAFE OPERATION RECORD FORM.

(c) Similar projects: Respondents must have successfully completed at least three (3) projects that satisfy the requirements stated in the SIMILAR PROJECTS FORM and are similar in nature, complexity, and scope to the Service Category or Categories for which Respondent seeks qualification. The District reserves the right to determine whether a project shall be considered “similar.” Any similar project submitted by Respondent must have been performed for a project owner/administrator that is independent of Respondent. For purposes of this solicitation, “independent” means a project owner/administrator that is not: (i) the Respondent; (ii) a relative of Respondent; (iii) an employee, officer, director, agent, or representative of Respondent; or (iv) a parent, subsidiary, affiliate, commonly owned entity, joint venture partner, or other entity under common control with the Respondent.

(d) Service Categories: A Respondent may seek qualification for one or more of the following Service Categories: (1) plastic-sphere-dispenser aerial ignition; (2) helitorch aerial ignition; (3) fire suppression using an aerial water-delivery system; and (4) aerial observation/reconnaissance. A Respondent need only satisfy the requirements applicable to the Service Category or Categories for which qualification is sought. Qualification for one Service Category is not dependent upon qualification for any other Service Category.

(e) Resource requirement (equipment and personnel):

Prescribed-Burn Operations’ Aircraft – Respondent must provide documentation that its proposed prescribed – burn operations’ aircraft meets either Item d(1) and/or Item d(2) requirements outlined below, as applicable. If submitting on both types of aircraft, documentation must be included for both. Respondent must complete and include the Documentation of Resources form included under FORMS, in its submittal.

1. Aerial ignition using a PREMO MK III or SEI Industries Ltd. Red Dragon ignition machine (Ignition machine with operator and plastic spheres will be provided by District).

A. Aircraft requirements:

i. Capable of holding and providing power to the PREMO MK III or SEI Industries Ltd. Red Dragon ignition machine, as well as machine operator and at least two (2) to three (3) extra boxes of plastic spheres (District will provide the power adapter).

ii. Capable of securing operational PREMO or Red Dragon machine in the aircraft with belly strap or other sound method.

iii. Capable of hovering and flying low-level (100 feet AGL) with a crew of two District staff, plus the pilot.

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iv. Programmable VHF radio capable of providing air-to-ground communication in the range of

151.460 megahertz (MHz).

v. Internal communications system for pilot, observer, and ignition machine operator.

vi. Listed on the Federal Aviation Administration’s (FAA) 14 CFR Part 133 certificate for external loads.

vii. Listed on the FAA 14 CFR Part 137 certificate for agricultural operations.

B. Pilot requirements:

i. Commercial or Airline Transport Pilot (ATP) Certificate with rating for Rotorcraft.

ii. Written evidence of FAA 14 CFR Part 133 certificate for external loads and Part 137 certificate for agricultural operations airman competency/proficiency check.

iii. A minimum of 1,500 Pilot-in-Command hours.

iv. Ability to communicate with, and follow directions from, District staff serving as Burn Boss and/or Ignition Boss.

2. Aerial ignition using Helitorch requirements:

i. Helitorch shall be provided by Contractor.

ii. All mixing devices, tanks, and pumps shall be furnished by the Contractor.

iii. Fuel and gelling agents for the helitorch shall be provided by the Contractor and charged separately based upon use. Receipts for fuel shall accompany invoice and reimbursement shall be at actual cost.

A. Aircraft requirements:

i. Capable of hovering and flying orientation flight at low-level (100 feet AGL) with an observer (District staff) plus the pilot

ii. Programmable VHF radio capable of providing air-to-ground communication in the range of

151.460 MHz

iii. Helitorch and all equipment necessary to support helitorch operations.

iv. Internal communications system for pilot and observer during orientation flight.

v. GPS to ensure that ignition operations are kept within boundary established during orientation flight.

vi. Listed on the FAA 14 CFR Part 133 certificate for external loads.

vii. Listed on the FAA 14 CFR Part 137 certificate for agricultural operations.

B. Pilot requirements:

i. Commercial or Airline Transport Pilot (ATP) Certificate with rating for Rotorcraft.

ii. Written evidence of FAA 14 CFR Part 133 certificate for external loads and Part 137 certificate for agricultural operations airman competency/proficiency checks.

iii. A minimum of 1,500 Pilot-in-Command hours.

iv. A minimum of 40 hours of experience flying helitorch missions.

v. Ability to communicate with, and follow directions from, District staff serving as Burn Boss and/or Ignition Boss via air to ground communications.

3. Fire Suppression with a bucket

i. Bucket shall be provided by Contractor.

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A. Aircraft requirements:

i. A “Bambi Bucket” or other aerial delivery system. The size of the bucket shall be identified by the Respondent on the cost schedule.

ii. Programmable VHF radio capable of providing air-to-ground communication in the range of

151.460 MHz.

iii. Listed on FAA 14 CFR Part 133 certificate for external loads.

B. Pilot requirements:

i. Commercial or Airline Transport Pilot (ATP) Certificate with rating for Rotorcraft.

ii. Written evidence of FAA 14 CFR Part 133 certificate for external loads airman proficiency check.

iii. A minimum of 1,500 Pilot-in-Command hours.

iv. Ability to communicate with, and follow directions from, District staff serving as Burn Boss and/or Ignition Boss via air to ground communications.

4. Aerial Observation/Reconnaissance requirements:

A. Aircraft requirements:

i. Capable of hovering and flying low-level (100 feet AGL) with a crew of two District staff, plus the pilot

ii. Programmable VHF radio capable of providing air-to-ground communication in the range of

151.460 MHz.

iii. Internal communications system for pilot, and all on-board crew members.

iv. Listed on the 14 CFR Part 135 certificate for flights with different passenger pickup and drop-off locations.

B. Pilot requirements:

i. Commercial or Airline Transport Pilot (ATP) Certificate with rating for Rotorcraft.

ii. Written evidence of FAA 14 CFR Part 135 Airman Competency Proficiency Check for flights with different passenger pickup and drop-off locations.

iii. A minimum of 1,500 Pilot-in-Command hours.

iv. Ability to communicate with, and follow directions from, District staff serving in the mission.

Irrespective of the minimum qualifications stated above, the District may make such investigations as it deems necessary to determine the ability of the Respondent to perform the Work. The District reserves the right to reject any submittal if the evidence submitted by such Respondent and/or the District’s independent investigation of such Respondent fails to satisfy the District that such Respondent is properly qualified to carry out the obligations of the Agreement and complete the Work in a manner acceptable to the District within the time period specified.

2.2 BUDGET ESTIMATE

The estimated budget is an estimate only and does not limit the District in awarding the Agreement.

Respondents are cautioned not to make any assumptions from the District Project Manager’s estimate about the total funds available for the Work. The District retains the right to adjust the estimate in awarding the Agreement. The District also reserves the right to reject all submittals if subsequent negotiations with qualified Respondents result in costs over the budget estimate. In addition, the District reserves the right to increase, decrease, or delete any class, item, or part of the Work in order to reduce costs for any reason. The District may discuss alternatives for reducing the cost of the Work with Respondents and make such modifications as it determines to be in its best interest.

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2.3 SUBMITTAL LAYOUT/ORDER OF DOCUMENTS

Respondent’s submittal shall be organized in the following manner:

Tab 1 – Introduction and Respondent Information- Administrative/Responsiveness (Not Scored)

(a) Cover letter.

(b) Completed solicitation page 1 / addenda acknowledgement (form).

(c) Completed Submittal Acknowledgement Form (form).

(d) Completed affidavit of Non-Collusion and Certification of Material Conformance with Specifications (form).

(e) Completed Certificate of Authority to Do Business in Florida (form).

(f) Proof of Respondent’s active registration on www.sunbiz.org.

(g) Proof of Respondent’s active registration with the U.S. Department of Homeland Security’s E-Verify system.

(h) Completed Drug-Free Workplace Form (form) (will be used only if a tie occurs).

Tab 2 – Respondent Organization, Background, and Expertise

(a) General Information (form).

(b) Completed Similar Projects Form.

(c) Provide a written description of the Respondent’s company and its experience relevant to each Service Category or Categories for which Respondent seeks qualification.

(d) List any current or past clients, projects, or engagements that may present a potential conflict of interest if Respondent firm is selected to provide services under this solicitation for the District. Include a brief description of the nature of the potential conflict. If no such conflicts exist, please state so explicitly.

Tab 3 - Aircraft and Equipment Requirements

(a) Respondent shall provide copies of all applicable FAA certificates and authorizations for all proposed aircraft.

(b) Complete Documentation of Resources (Aircraft and Equipment) form and provide required documentation.

Tab 4 – Pilot Qualifications and FAA Certifications

(a) Pilot resumes, flight hours, competency/proficiency checks, Commercial/ATP certificates, Part 133, Part 135, Part 137 documentation.

(b) Complete Documentation of Resources (Pilot) form and provide required documentation.

Tab 5 –Safety and Operational Readiness

(a) Provide written documentation of Respondent’s safety program, accident history, FAA enforcement history, dispatch procedures, staffing levels, backup aircraft, and ability to mobilize within 24 hours.

(b) Documentation of Safe Operation Form.

2.4 COST PROPOSAL

Respondent shall submit its Cost Proposal Form as a separate .PDF file or sealed in a separate envelope, if hand delivered. The cost proposal is not part of the evaluation. However, if selected, it will be incorporated into the agreement awarded to Respondent. The Cost Proposal Form is included in this solicitation under PART 3 –

REQUIRED DOCUMENTS AND FORMS.

2.5 SUBMITTAL SPECIFICATIONS, ASSEMBLY, AND SUBMITTAL

(a) Assembly requirements:

Submitted in order of submittal layout as listed above – documents should be scanned as PDF or similar format as one complete package.

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(b) Submittal requirements:

Complete submittal package – Complete package shall consist of all required information and documents as listed in the Section titled SUBMITTAL LAYOUT/ORDER OF DOCUMENTS. A submittal returned without these documents may be deemed non-responsive. The District reserves the right to request additional information from any Respondent prior to award.

(1) One (1) Original Document – uploaded into DemandStar or Central Bidding as a single .pdf file.

(2) Page Limit – none, unless otherwise specified herein this document.

(3) Page Size – 8 ½ x 11; oversized pages must be scanned to print out to appropriate page sizes, if necessary.

2.6 SCORING GUIDELINES AND EVALUATION CRITERIA

All submittals received in accordance with this solicitation will be evaluated using the following scoring guidelines (multiplied by weights when applicable) unless other scoring is specifically identified in the category. Respondent must adhere to the organized structure for its submittal as described in section titled SUBMITTAL LAYOUT/ORDER OF

DOCUMENTS.

More than adequate ………….8 – 10 Less than adequate …………1 – 4 Adequate …………………….5 – 7 Not covered in submittal …...0

Failure by Respondent to include the required information may result in the submittal being considered non-responsive or may receive a correspondingly low score pursuant to the evaluation rating scale.

CRITERIA WEIGHT SCORE TOTAL

1. INTRODUCTION AND RESPONDENT INFORMATION Not Scored

2. RESPONDENT ORGANIZATION, BACKGROUND, AND

EXPERTISE

35%

3. AIRCRAFT AND EQUIPMENT REQUIREMENTS 30%

4. PILOT QUALIFICATIONS AND FAA CERTIFICATIONS 25%

5. SAFETY AND OPERATIONAL READINESS 10%

TOTAL 100%

*Scores are per Committee member; to gain maximum points, verify that each item above is supported by all necessary and required documentation listed in the tabs above.

2.7 HOW TO SUBMIT A RESPONSE TO THIS SOLICITATION

(a) Respondent’s submittal must be submitted in electronic format (no paper copies) either by uploading to DemandStar directly at www.demandstar.com OR to Central Bidding directly at www.centralbidding.com (NOT BOTH); OR by delivering all files on a single pin/thumb/jump drive either by mail or hand delivery in a sealed envelope.

Label all sealed envelopes as follows:

SEALED SUBMITTAL – DO NOT OPEN

Respondent’s Name: ___________________________________________ Request for Qualifications: 42232RFQ27, Helicopter Services for Prescribed Burns And/Or Aerial Observation Opening Time: 2:00 PM Opening Date: September 29, 2026

Breanna Pierce, Procurement Specialist St. Johns River Water Management District District Headquarters 4049 Reid Street Palatka, Florida 32177

**Please note that the U.S. Postal Service does not deliver regular mail or express mail to the above address. The District’s experience is that Federal Express and United Parcel Service will. The District is not responsible for and

Rev. 6.16.26 42232RFQ27 | Page 12 of 57 will not accept or consider late submittals due to delays caused by any mail, package or courier service, including the U.S. mail, or caused by any other occurrence.

DO NOT SUBMIT VIA EMAIL — THIS WILL RESULT IN THE SUBMITTAL BEING REJECTED AS NON-

RESPONSIVE.

(b) All blank spaces on the solicitation documents must be typewritten or legibly printed in ink. In the event you decline to submit a response, the District would appreciate submittal of the “No Response Form” provided in this solicitation to describe the reason for not submitting a response.

(c) Please do not password protect files saved to a pin/thumb/jump drive. The District recommends that Respondents confirm their submittal documents will open correctly on a non-Respondent-owned computer. Any electronic submittal received by the District that does not open on a District-owned computer is subject to rejection as a defective response. The file naming conventions for the solicitation must clearly identify specific information such as the solicitation number and Respondent’s name (Example: 12345RFQ78, ABC Company).

NOTE! A Respondent’s submittal may be rejected as non-responsive for:

(1) Failing to complete all forms.

(2) Failure to provide all required materials; or

(3) Otherwise failing to comply with instructions for preparation and organization of submittal.

2.8 SIGNATURE AND CERTIFICATION REQUIREMENTS

If an individual submits a response to this solicitation, the individual must sign his/her name therein and state his/her address and the name and address of every other person interested in this solicitation as principal.

If a partnership submits a response to this solicitation, state the name and address of each member of the partnership.

If a corporation or limited liability company submits a response to this solicitation, an authorized agent or officer/member must sign the submittal, subscribing the name of the entity with the individual’s own name and affixing the corporate seal (if applicable). Such agent or officer/member must also provide the name of the state under which the entity is chartered/formed, and the names and business addresses of the officers/members.

All Respondents must submit evidence of registration with the Florida Secretary of State for doing business in the state of Florida.

All Respondents must certify that all persons or entities having an interest as principal in this solicitation or in substantial performance of the Work have been identified in the submittal forms.

2.9 PROHIBITED COMMUNICATION

To ensure a fair and impartial evaluation process, the District strictly prohibits any communication related to this solicitation with any District office, department, bureau, or employee during the submission and evaluation period, except as expressly authorized in this solicitation. Respondents are specifically prohibited from initiating any contact or communication with any District official or employee involved in the evaluation or consideration of submittals, including but not limited to the Executive Director and members of the Governing Board of the St. Johns River Water Management District, prior to the issuance of an award decision. All communication regarding this solicitation shall be initiated by the District’s Procurement staff, and solely for the purpose of obtaining information or clarification necessary for the proper evaluation of submittals.

Any attempt by a Respondent to engage in unauthorized communication may result in disqualification from consideration for award under this solicitation and may further result in exclusion from future procurement opportunities with the District.

2.10 PRE-SUBMITTAL MEETINGS, INQUIRIES AND ADDENDA

If scheduled, the pre-submittal meeting information will appear on the first page of this solicitation. If the pre-submittal meeting is not designated as mandatory, then attendance at the pre-submittal meeting is strongly recommended. If the pre-submittal meeting is designated as MANDATORY, each Respondent must attend or its submittal will not be accepted.

During this meeting, the project scope, procedures, and specifications will be discussed. It is also the only opportunity during the open solicitation period for attendees to ask questions directly to the end user.

District staff are not authorized to provide oral interpretations or clarifications of the solicitation documents, including specifications or other agreement terms. All binding interpretations or corrections must be provided in writing, come only from Procurement staff, and be issued as part of an official addendum to this solicitation. The assigned Procurement

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Specialist may provide general guidance on District procedures and assist in referencing applicable sections of the solicitation documents; however, Respondents remain fully responsible for understanding and following all written requirements and submit accordingly.

In order to be considered, all requests for a written interpretation or correction must be submitted via e-mail before the deadline for questions stated in this solicitation. All official responses, including clarifications, corrections, or supplemental instructions, will be issued in writing via addenda and posted on the solicitation portals listed on Page 1 of this document prior to the submittal due date.

By submitting a response to this solicitation, Respondent is bound by and must acknowledge receipt of all issued addenda.

Submittals will be interpreted as if all addenda were received, whether or not Respondent actually reviewed the addenda.

Failure to receive or review an addendum does not relieve Respondent of any obligations under the solicitation or resulting Agreement. All addenda become an official part of the Contract Documents (defined in the Agreement).

2.11 OPENING OF SUBMITTALS

Submittals will be opened on or as reasonably feasible after the due date, after which time a Respondents List will be identified and uploaded to DemandStar, Central Bidding, and MyFloridaMarketPlace; pricing (if applicable) is not part of this detail. The Florida Public Records Act, §119.071(1)(b), Fla. Stat., exempts sealed submittals from inspection and copying until such time as the District provides notice of an intended decision pursuant to §120.57(3)(a), Fla. Stat., or until 30 days after opening of submittals or final replies, whichever is earlier. This exemption is not waived by the public opening of the submittals.

Unless otherwise exempt, Respondent’s submittal is a public record subject to disclosure upon expiration of the above exemption period. If any information included in the submittal is a trade secret as defined in §812.081, Fla. Stat., and exempt from disclosure pursuant to §815.04, Fla. Stat., Respondent must clearly identify any such material as “CONFIDENTIAL TRADE SECRET” in its submittal and explain the basis for such exemption. The District reserves the right, in its sole judgment and discretion, to reject a submittal for excessive or unwarranted assertion of trade secret confidentiality and return the submittal to Respondent.

2.12 DISQUALIFICATION OF RESPONDENTS

Any of the following causes will be considered as sufficient grounds for disqualification of a Respondent and rejection of the submittal:

(a) Contacting a District employee or officer other than the procurement employee named in this solicitation about any aspect of this solicitation before the notice of intended decision is posted.

(b) Submission of more than one submittal for the same subject matter by an individual, firm, partnership, or corporation under the same or different names.

(c) Evidence of collusion among Respondents.

(d) Submission of materially false information.

(e) Information gained through checking references or other sources which indicates that Respondent may not successfully perform the Work.

(f) Respondent is failing to adequately perform on any existing agreement with the District.

(g) Respondent has defaulted on a previous agreement with the District.

(h) The evidence submitted by Respondent, or the District’s investigation of Respondent, fails to satisfy the District that Respondent is properly qualified to carry out the obligations of the Agreement in a manner acceptable to the District and within the time period specified.

(i) Any documented unsatisfactory past performance by Respondent on work performed on a District project.

(j) Any other cause that is sufficient to raise doubt regarding the ability of a Respondent to perform the Work in a manner that meets the District’s objectives for the Work.

2.13 REJECTION OF SUBMITTAL

Submittals must be delivered to the specified location and received before the designated due date and time in order to be considered. Untimely submittals will be returned to Respondent unopened. Submittals will be considered irregular and may

Rev. 6.16.26 42232RFQ27 | Page 14 of 57 be rejected if they show material omissions, alterations of form, additions not called for, conditions, limitations, or other material irregularities. The District may consider incomplete any submittal not prepared and submitted in accordance with the provisions specified herein and the District reserves the right to waive any minor deviations or irregularities in an otherwise valid submittal.

The District reserves the right to reject any and all submittals and cancel this solicitation when it determines, in its sole judgment and discretion, that it is not in its best interest to award the Agreement.

2.14 WITHDRAWAL OF SUBMITTALS

Respondent may withdraw its submittal if it submits such a written request to the District prior to the designated date and hour of opening. Respondent may be permitted to withdraw its submittal no later than 72 hours after the submittal opening for good cause, as determined by the District in its sole judgment and discretion.

2.15 EVALUATION OF SUBMITTALS AND AWARD PROCEDURES

Submittals will be reviewed and evaluated by a staff Evaluation Committee (“Committee”) based on the criteria and weighting outlined in the Section titled SCORING GUIDELINES AND EVALUATION CRITERIA, herein.

A Committee meeting will be scheduled, and notice of the meeting, including the date, time, and location, will be posted at least five (5) days in advance on DemandStar, Central Bidding, MyFloridaMarketPlace and Florida Administrative Register.

The Committee will meet at District headquarters or another suitable location to discuss and score the submittals. Each Committee member will complete an evaluation form during the meeting, and the compiled results will be used to determine the overall ranking.

(a) Evaluation Process

(1) The Committee will evaluate and rank the submittals, based upon the established evaluation criteria. If the Committee determines that oral presentations will assist in the evaluation, presentations may be conducted at District headquarters, at another designated location, or remotely, as deemed appropriate by the District.

(2) If the Committee determines that not all Respondents will be asked to make an oral presentation, the Committee will complete an initial evaluation to develop a preliminary ranked list. This list will be used to determine which Respondents will be asked to make an oral presentation.

(3) After oral presentations are completed, the Committee members will conduct a final evaluation and ranking using the same criteria. Scores from the initial evaluation will not be carried over. All Respondents will be notified in writing of the Committee’s final ranking results.

(b) Confidentiality of Evaluation Meetings

Under §286.0113, Fla. Stat., certain portions of meetings related to the solicitation process are exempt from public attendance. These include any part of a meeting where (1) a negotiation with a Respondent is conducted pursuant to a competitive solicitation; (2) a Respondent makes an oral presentation as part of a competitive solicitation;

(3) a Respondent answers questions as part of a competitive solicitation; or (4) negotiation strategies are discussed. Recordings and materials from exempt meetings are confidential and exempt from public disclosure under §119.07(1), Fla. Stat., and §24(a), Article I of the Florida Constitution until the District issues a notice of intended decision or until thirty (30) days after the submittal opening, whichever comes first. All exempt portions of meetings must be fully recorded. No portion of the exempt meeting may be held off the record.

(c) Rejection and Reissuance

Pursuant to §286.0113 Fla. Stat., if the District rejects all submittals and concurrently provides notice of its intent to reissue the competitive solicitation, the recording and any records presented at any exempt meeting shall remain exempt from §119.07(1) Fla. Stat., and §24(a), Art. I of the State Constitution (Public Records) until such time as the District provides notice of an intended decision concerning the reissued competitive solicitation or until the District withdraws the reissued competitive solicitation. A recording and any records presented at an exempt meeting are not exempt for longer than 12 months after the initial District notice rejecting all submittals.

(d) Approval of Ranking

Once the evaluation process is complete, the Committee’s final ranking will be presented to the Governing Board for approval, unless the Governing Board has delegated authority to the Executive Director or designee to approve and execute the Agreement.

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(e) Negotiations and Award

Following the ranking of the most qualified firms, the District may negotiate contracts with as many Respondents as the District deems necessary to support the District’s prescribed fire management, wildfire response, and aerial observation activities throughout the District’s land management areas, beginning with the highest ranked and proceeding in ranked order. If the District is unable to successfully negotiate a contract with a Respondent, it may terminate negotiations with that Respondent and proceed to the next highest-ranked firm until negotiations are successful or the District determines to cease negotiations. Separate Agreements may be awarded to Respondents that successfully complete negotiations with the District (“Successful Respondents”). The District may include in the Agreement any proposed alternatives determined to be in its best interest.

(f) Equal Scores

If two or more submittals are equal in all respects, the Agreement will be awarded as follows: (1) to the Respondent that certifies compliance with §287.087, Fla. Stat., via the Drug-Free Workplace Form; (2) to a Respondent university in the State University System pursuant to §373.63, Fla. Stat.; (3) to a Respondent whose submittal contains commodities manufactured, grown, or produced within the state of Florida pursuant to §287.082 Fla. Stat.; or (4) by lot.

(g) Notice of Intent to Award

All Respondents will be notified of the District's intent to award or decision to award the Agreement. For the purpose of filing a protest under §120.57(3), Fla. Stat., the time period will commence as provided in the Section titled PROTEST PROCEDURES, herein.

(h) Reservation of Rights

In the event the Successful Respondent fails to enter into the Agreement or the Agreement with said Respondent is terminated within 90 days of the effective date, the District reserves the right to negotiate and award the Agreement to the next highest-ranked Respondent, if available.

2.16 PROTEST PROCEDURES

Notices of Intended Decision will be posted for a minimum of 72 hours. The time period for filing a Notice of Protest pursuant to §120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code commences at the time notices are posted.

As a courtesy to Respondents, the District may send copies of the notices of intended agency decisions via email to Respondent. These courtesy communications neither constitute official notice nor vary the times of receipt set forth above.

(a) Pursuant to §120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code, any person adversely affected by the terms, conditions, or specifications contained in a solicitation, including addenda, must file a Notice of Protest with the District Clerk within 72 hours after its posting.

(b) Pursuant to §120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code, any person adversely affected by a District decision or intended decision to award a contract, or to reject all submittals, proposals, or qualifications, must file a written Notice of Protest with the District Clerk within 72 hours after posting of the decision or intended decision.

(c) Pursuant to §120.57(3), Fla. Stat., and Rule 28-110.004, Fla. Admin. Code, a Formal Written Protest must be filed with the District Clerk within ten (10) days after the date the Notice of Protest is filed with the District. The Formal Written Protest must state with particularity the facts and law upon which the protest is based. Pursuant to §287.042(2)(c), Fla. Stat., any person who files an action protesting the decision or intended decision must post with the District Clerk at the time of filing the formal written protest a bond, cashier’s check, or money order made payable to the St. Johns River Water Management District in an amount equal to one percent (1%) of the District’s estimated Agreement amount.

(d) No additional time will be added for mailing. All filings must comply with Rule 28-106.104, Fla. Admin. Code, and must be addressed to and received by the District Clerk at the District Headquarters in Palatka, Florida within the prescribed time periods. The District will not accept any electronically transmitted facsimile pleadings, petitions, Notice of Protest or other documents.

(e) The District’s acceptance of pleadings, petitions, Notice of Protest, Formal Written Protest, or other documents filed by email is subject to certain conditions set forth in the District’s Statement of Agency Organization and Operation (issued pursuant to Rule 28-101.001, Fla. Admin. Code), which is available for viewing at sjrwmd.com.

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These conditions include, but are not limited to, the document being in the form of a PDF or TIFF file and being capable of being stored and printed by the District.

(f) Failure to file a protest within the time prescribed in §120.57(3), Fla. Stat., or failure to post the bond or other security required by law within the time allowed for filing a bond will constitute a waiver of proceedings under chapter 120, Fla. Stat. Mediation under §120.573, Fla. Stat., is not available.

2.17 EXAMINATION OF CONTRACT DOCUMENTS

Respondent is solely responsible for being fully informed of the conditions under which the Work is to be performed in relation to existing conditions. Respondent is responsible for carefully examining the general area of the Work, the requirements of the drawings and other contract documents related to the Work, the time in which the Work must be completed, and any other details of the Work. Respondent must satisfy itself from its own personal knowledge and experience or professional advice as to the character of the Work, the conditions and materials to be encountered, the character, quality, and quantities of the Work, and any other conditions affecting the Work, including surrounding land.

Failure to satisfy the…