459-22 RFP for elk capture Feb 20231.pdf

ODFW Tracking #: 635-459-22 OregonBuys # 63500-00005244

OREGON DEPARTMENT OF FISH & WILDLIFE

REQUEST FOR PROPOSAL (RFP)

OregonBuys Opportunity # S-63500-00005244

FOR

2023 Helicopter Capture of Adult Female (Cow) Elk in Tioga Wildlife Management Unit, Oregon

Issue Date: December 20, 2022

Solicitation Questions/Clarifications Deadline: 3:00pm December 29, 2022

Proposal Due Date: Tuesday 3:00pm January 12, 2023

Tentative Issue of Notice of Intent to Award: January 19, 2023

Date to Begin Services: February 1, 2023

SINGLE POINT OF CONTACT (SPC): Alan Hansen, Contract Specialist II

ADDRESS: 4034 Fairview Industrial Drive SE

Salem OR, 97302

PHONE (VOICE): (503) 947-6134

E-MAIL: alan.s.hansen@odfw.oregon.gov

COVER PAGE

mailto:alan.s.hansen@odfw.oregon.gov

TABLE OF CONTENTS

SECTION 1. INTRODUCTION

SECTION 2. SOLICITATION ADDENDA

SECTION 3. PROTEST PROCEDURES

SECTION 4. RESERVATION OF RIGHTS

SECTION 5. PROPOSAL FORMAT

SECTION 6. ODFW CONTACT PERSON AND PROPOSAL DELIVERY INSTRUCTIONS

SECTION 7. ACCEPTANCE OF TERMS AND CONDITIONS

SECTION 8. CONSIDERATION, FUNDING AND POSSIBLE AMENDMENTS

SECTION 9. SCOPE OF WORK

SECTION 10. PROPOSAL CONTENTS AND EVALUATION CRITERIA

SECTION 11. PROPOSAL OPENING

SECTION 12. PROPOSAL EVALUATION PROCESS

SECTION 13. PROPOSER SELECTION AND CONTRACT AWARD

SECTION 14. INSURANCE REQUIREMENTS

SECTION 15. FOREIGN CONTRACTOR

SECTION 16. PUBLIC RECORDS

SECTION 17. COST OF PROPOSALS

SECTION 18. NO CONTRACTUAL OBLIGATION

SECTION 19. RECYCLABLE PRODUCTS

SECTION 20. EQUAL OPPORTUNITY EMPLOYER

SECTION 21. ANTICIPATED CONTRACT AMENDMENTS

SECTION 22. NON-DISCRIMINATION AGAINST MINORITY, WOMEN OR EMERGING SMALL

BUSINESS

ATTACHMENT 1 PROPOSAL COVER SHEET

ATTACHMENT 2 REQUEST AND AUTHORIZATION FORM

ATTACHMENT 3 SCORED PROPOSAL COMPONENTS FORM……………………………..………………… 17

ATTACHMENT 4 PRICE PROPOSAL AND MANDATORIES CERTIFICATION FORM……....………… 15

EXHIBIT 1 SAMPLE CONTRACT FORM

SECTION 1: INTRODUCTION

The Oregon Department of Fish & Wildlife (ODFW), West Region Wildlife Research Program, is seeking A helicopter capture contractor that will capture and restrain 20 pregnant cow elk in the Tioga Wildlife Management Unit (western Oregon) and ferry ODFW biologists to the restrained cows to deploy GPS collars, implant Vaginal Implant Transmitters (VITs) and collect biological data. Pregnancy rates in Tioga cows has been approximately 60%, thus total capture will exceed 20, due to non-pregnant individuals. These radio-collared elk will provide data on cow elk survival rates and herd ranges, critical habitat requirements, winter range, barriers to movement, and resource selection and determine how these covariates effect calf fitness. This study will answer several questions of management concern and will establish baseline western elk population parameters for use in population models.

Elk are a premier big game species in Western Oregon. This species has high social, economic, aesthetic and hunting values. ODFW is planning on collaring and releasing 20 pregnant (Cow) elk for monitoring their movements and survival. ODFW has authorization to conduct wildlife management activities under ORS. 496.012 with related tag issuance under ORS. 496.146 (4).

Subject to the provisions of Section 8, the maximum term of the contract resulting from this RFP (the “Contract”) shall be two (2) months. ODFW expects the captures to begin around February 1st, 2023 and to be completed on or before March 31st, 2023. ODFW may seek authority to make one or more amendments (the “Anticipated Amendments”) to the Contract for the purpose of extending the term of the Contract and the maximum not-to-exceed compensation payable under the Contract or to modify the Services to be provided by the Contractor.

This solicitation process shall be carried out pursuant to applicable Oregon Revised Statutes (“ORS”) 279B.070 and Oregon Administrative Rule 125-247-0270. This RFP is open to all independent contractors who submit a written response (“Proposal”) which complies with the Mandatory Proposal Contents described in Section 10.2, hereinafter the “Proposer(s)”.

SECTION 2: SOLICITATION ADDENDA

Any substantive interpretation, correction or change to this solicitation will be made by written addendum and will be issued by ODFW’s Procurement Section. Interpretations, corrections or changes to this RFP made in any other manner will not be binding. Oral instructions or information concerning the RFP or its requirements given by ODFW shall not be binding until documented by written addenda.

Notice of addenda issued, if any, will be posted on the Oregon Department of Administrative Services (DAS) Oregon Procurement Information Network (ORPIN), located at the following website: http://orpin.oregon.gov/open.dll/welcome. It is the responsibility of the Proposer to monitor ORPIN for issuance of addenda.

SECTION 3: PROTEST PROCEDURES

THIS IS AN Intermediate PROCUREMENT (OAR 125-247-0270). Agency will not be accepting protests. Questions, including requests for explanations of the meaning or interpretation of provisions of this RFP, and Solicitation must be submitted to the person and address indicated in Section 6. The questions may be delivered via U.S. Mail or courier, hand-delivery, e-mail, or fax and must be received by ODFW no later than the date and time indicated on the Cover Page of this RFP. Questions received past the specified deadlines will not be accepted.

SECTION 4: RESERVATION OF RIGHTS

ODFW reserves all rights regarding this RFP including, without limitation, the right to:

http://orpin.oregon.gov/open.dll/welcome

4.1 Cancel the solicitation, or reject in whole or in part, any or all Proposals when the cancellation or rejection is in the best interest of the contracting agency as determined by the contracting agency, in accordance with ORS 279B.100.

4.2 Modify the proposed timeline for the solicitation process for this RFP with appropriate notice to prospective Proposers. The proposed dates represent a tentative schedule of events. All times are local (Pacific) times.

4.3 Waive any minor irregularity, informality, or non-conformance with the provisions or procedures of this RFP, and to seek clarification of each Proposal, if required.

4.4 Reject any Proposal that fails to substantially comply with all prescribed RFP procedures and requirements including the alteration of forms required to be submitted as part of the response.

4.5 Require interview(s) of some or all of the Proposers.

4.6 Postpone award or execution of the resulting contract to complete reference check(s).

4.7 Reject a Proposal based on (a) negative reference check(s), negative claims history, Negative financial audit or for any reason within the scope of ORS 279B.110. See also, OAR 125-047- 0640.

4.8 Amend, within the Scope of Work, any contracts that are a result of this RFP.

4.9 Engage contractors by selection or procurement independent of this RFP and/or any contracts under it.

4.10 Negotiate with the successful Proposer to develop a Statement of Work within the Scope of Work described in this RFP.

4.11 Enter into direct negotiations with a Proposer without evaluation of Scored Evaluation Components if there is only one Proposal to this solicitation and that Proposal is judged responsive to this solicitation.

4.12 Reject Proposals that are deemed illegible or too difficult to read.

4.13 Reject Proposals considered by ODFW to be non-responsive to this solicitation.

SECTION 5: PROPOSAL FORMAT

To simplify and expedite Proposal evaluation and to ensure that each Proposal receives the same orderly review, all Proposals must follow the format described in this Section 5.

5.1 Proposals must be in the form of a Proposal “package” containing one (1) original copy of the Proposal.

5.2 Proposals should be prepared in a simple, economical manner, without stiff binders or covers, fastened in the top left-hand corner.

5.3 Attachment 1 (the Cover Sheet), Attachment 2 (Request and Authorization to Release Information, Release of Liability/Claims, and Agreement Not to Sue), Attachment 3 (Scored Proposal Components Form), and Attachment 4 (Price Proposal and Mandatories Certification Form), must be completed and placed on top of the Proposal.

5.4 THIS IS AN Intermediate PROCUREMENT (OAR 125-047-0270). FAXES WILL BE ACCEPTED.

SECTION 6: ODFW CONTACT PERSON AND PROPOSAL DELIVERY INSTRUCTIONS

6.1 ODFW Contact Person.

All contact regarding this RFP must be directed to the ODFW Contact Person identified below.

Contact with other ODFW staff regarding this project without prior clearance from the Contact Person shown below may lead to disqualification. The ODFW Contact Person is:

Single Point of Contact: Alan Hansen Phone: (503) 947-6169 E-mail: alan.s.hansen@odfw.oregon.gov

6.2 Proposal Delivery

The Proposal must be addressed as indicated below. Proposers are solely responsible for the means of Proposal delivery. PROPOSERS ARE ENCOURAGED TO CONFIRM DELIVERY WITH THE

CONTACT PERSON PRIOR TO PROPOSAL DUE DATE.

PROPOSALS MUST BE RECEIVED NO LATER THAN THE PROPOSAL DUE DATE SPECIFIED ON THE

COVER PAGE. LATE PROPOSALS WILL NOT BE ACCEPTED.

Bid Close: Thursday, January 12th, 2023 at 3:00 p.m.

Mail, E-Mail, Fax or Deliver Proposals in person, addressed as follows:

MAIL or DELIVERY:

2023 Helicopter Capture of Female (Cow) Elk in Tioga WMU

ODFW-S-63500-00005244

OREGON DEPARTMENT OF FISH AND WILDLIFE

Alan Hansen/ Procurement Services 4034 Fairview Industrial Drive SE Salem, OR 97302

E-MAIL:

E-Mail Address: ODFW.Bids@odfw.oregon.gov

When e-mailing in bids, Proposers must address the Subject line as follows:

Subject: BID FOR ODFW-S-63500-00005244 (Due Thursday, January 12th, 2023 at 3:00 p.m.)

FAX:

Fax Number: 503-947-6069

Bidders may submit facsimile bids in response to this solicitation. The entire response must arrive at the place and by the time specified.

To submit your bid via fax machine is as follows:

The agency is not responsible for any failure attributable to the transmission or receipt of the Facsimile bid [proposal] including, but not limited to the following:

- Receipt of garbled or incomplete documents.

- Availability or condition of the receiving facsimile machine.

- Incompatibility between the sending and receiving facsimile machine.

- Delay in transmission or receipt of documents.

- Failure of the Offer or to properly identify the offer documents.

- Illegibility of offers documents.

- Security and confidentiality of data.

SECTION 7: ACCEPTANCE OF TERMS AND CONDITIONS

The Proposal is an offer to enter into a contract that, if accepted for award by ODFW will result in a contract substantially in the form attached hereto as Attachment 5. A Proposer shall not make a Proposal contingent upon The Department of Fish & Wildlife’s acceptance of specifications or contract terms that conflict with or are in addition to those contained in the RFP.

mailto:alan.s.hansen@ mailto:ODFW.Bids@

Proposers must submit requests for changes of particular RFP or sample contract provisions, specifications, or other contract terms and conditions in accordance with Section 3.1.

SECTION 8: CONSIDERATION, FUNDING AND POSSIBLE AMENDMENTS

8.1 Agency will not pay Contractor any amount in excess of the not-to-exceed compensation of this Contract for completing the Work and will not pay for Work performed before the date this Contract becomes effective or after the termination of this Contract. If the maximum compensation is increased by amendment of this Contract, the amendment must be fully effective before Contractor performs Work subject to the amendment. Interim payments to Contractor shall be subject to ORS 293.462, and shall be made in accordance with the payment schedule and requirements in Exhibit A. Agency will pay only for completed Work that is accepted by Agency. Contractor shall submit invoices to Agency’s Accounts Payable Unit for Work performed. The invoices shall describe all Work performed with particularity and by whom it was performed and shall itemize and explain all expenses that this Contract requires Agency to pay and for which Contractor claims reimbursement. Reference Exhibit A, Part IV. for Payment Provisions.

8.2 Funds Available and Authorized; Payments: Contractor shall not be compensated for Work performed under this Contract by any other agency or department of the State of Oregon.

Agency certifies that it has sufficient funds currently authorized for expenditure to finance the costs of this Contract within the Agency's current biennial appropriation or limitation.

Contractor understands and agrees that Agency's payment of amounts under this Contract is contingent on Agency receiving appropriations, limitations, allotments or other expenditure authority sufficient to allow Agency, in the exercise of its reasonable administrative discretion, to continue to make payments under this Contract.

8.3 ODFW may seek authority pursuant to ORS 279B.070 and OAR 125-246-0560 (3) (b) to amend the Contract for the purpose of extending the term and the maximum not-to-exceed compensation payable under the Contract or to modify the Services to be provided by the Contractor.

SECTION 9: SCOPE OF WORK

9.1 Description of work.

General Information – A helicopter capture contractor will capture and restrain 25 pregnant cow elk in the Tioga Wildlife Management Unit (western Oregon) and ferry ODFW biologists to the restrained cows to deploy GPS collars, implant Vaginal Implant Transmitters (VITs) and collect biological data. These radio-collared elk will provide data on cow elk survival rates and herd ranges, critical habitat requirements, winter range, barriers to movement, and resource selection and determine how these covariates effect calf fitness. This study will answer several questions of management concern and will establish baseline western elk population parameters for use in population models. Capture will start on February 1, 2023 and be completed by March 31, 2023.

ODFW will provide maps of where animals are to be captured. Preferred capture locations may change based on the most current elk location information immediately prior to capture.

The Contractor will not be compensated for animals that die or must be euthanized from capture-related injuries at the time of capture. All capture related deaths must be reported to ODFW staff on-site at the time of the incident. Capture related mortalities that can be salvaged must be transported by the capture crew to the nearest accessible landing that ODFW has permission to use.

Part II. Description of work:

Contractor will complete the following objectives:

Objective 1: Tioga WMU Capture Task 1.1: A helicopter capture contractor will capture and restrain 20 pregnant cow elk in the Tioga Wildlife Management Unit (western Oregon) and ferry ODFW biologists to the restrained cows to deploy GPS collars, implant Vaginal Implant Transmitters (VITs) and collect biological data. These radio-collared elk will provide data on cow elk survival rates and herd ranges, critical habitat requirements, winter range, barriers to movement, and resource selection and determine how these covariates effect calf fitness. This study will answer several questions of management concern and will establish baseline western elk population parameters for use in population models.

Contractor will:

1. A contractor will provide a helicopter (Bell 206L, Hughes 500d or equivalent only), pilot, and net gunner for cow elk capture and restraint. Additionally, the contractor will transport ODFW staff to the captured animal to be processed.

2. The contractor will be responsible for the capture of 20 pregnant adult cow elk at locations specified by ODFW. In addition to the helicopter and capture personnel, the contractor will supply a fuel truck, net gun, nets, charges, hobbles and blindfolds.

ODFW will:

1. The Oregon Department of Fish and Wildlife will provide capture-related equipment including radio-collars and equipment/personnel needed to obtain biological samples.

The Department will provide capture locations.

The Contractor and an ODFW representative shall agree on a start date with 48 hours advance notice. The Contractor’s pilot will determine all conditions regarding safety prior to and during the flight. 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, helicopter, experienced pilot, fuel truck and driver, capture crew, animal capture and handling equipment, and necessary service materials for helicopter support.

Estimated start date of operations is during February 1, 2023. The Contract must be completed by March 31, 2023. All elk that die during the capture operation will be delivered to the nearest accessible landing that ODFW has permission to use. Agency will not pay for elk that die during the capture operation.

9.2 Aircraft to be provided: as described in section 10.1.1 Mandatory Proposal Components

9.3.0 Aircraft or Equipment Break Down:

Should the helicopter or other essential equipment break down and cause delay or termination of the operation, the equipment shall be repaired or replaced within 48 hours to allow continuance of the project. Failure to do so may result in a $500/day penalty until deficiencies are corrected. In the event weather conditions force a long-term shutdown during the surveys, and it is agreed the airship has to return to its home base then one-half the ferry time will be paid. All aircraft repairs must be made in accordance with FAR Part 133/135 standards before the operation proceeds.

9.4 Pilot to be provided: as described in section 10.1.2 Mandatory Proposal Components

9.5 Additional or Substitute Helicopter or Pilot:

If for any reason an additional or substitute helicopter or pilots are required to complete the work required under this contract, it will be the responsibility of the contractor to supply or subcontract the same, within 48 hours, and with ODFW approval, at the contractor’s expense.

The contractor must specify names of pilots provided for this contract and may not provide substitute pilots without prior approval by ODFW.

9.6 Poor Pilot Performance:

ODFW reserves the right to ground any pilot who, in its sole opinion, violates Contract requirements, is unsafe, or otherwise performs unsatisfactorily. Contractor will be required, within 48 hours, to replace the grounded pilot. All replacements shall be approved in advance of use under the contract by ODFW. Failure to furnish a replacement pilot within the specified time will authorize ODFW to assess Contractor the amount of $500 per day for delay.

9.7 Damages:

Contractor shall deliver within the time indicated in Sample Contract (Exhibit 1). Should Contractor fail to meet the delivery schedule, thereby making it necessary for the State to purchase urgently needed services from another source, Contractor shall pay the difference between the accepted bid price and the new purchase price.

SECTION 10: PROPOSAL CONTENTS and EVALUATION CRITERIA

This section of the RFP identifies areas that ODFW has determined are necessary to evaluate whether the Contractor 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 ODFW reserves the right to waive minor irregularities.

10.1 Mandatory (pass/fail) Proposal Components

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

10.1.1 Aircraft to be provided

Airframes submitted with this proposal must be certified under 14 CFR part 133 to perform external lift operations to up to 1,200 lbs., while operating at elevations between 250 to 2,500 meters (820 – 8,202 feet) elevation above sea level. The contractor is required to provide in their bid the airframe age of the aircraft with the complete damage history. Aircraft are required to have radio communications between the pilot and ground crew, and a G.P.S. navigational system.

The aircraft must currently be certified and maintained in accordance with Federal Aviation Regulations (FAR) Part 133 or 135 standards. Aircraft must be qualified for the work and terrain required in accomplishing the work and approved by FAA for aerial capture work. Substitute or back-up aircraft must meet the same standards as the original aircraft requirements we specified.

All approved aircraft shall be authorized to perform the requirements of this contract in compliance with the current FAA and Oregon State Division of Aeronautics’ rules and regulations, as applicable to such requirements. ODFW reserves the right to check the background of any aircraft and may reject any bid if unfavorable information is detected.

10.1.2(a) Pilot(s) will

Have flight experience as follows, substantiated by pilot logbook:

- minimum of 1000 hours of helicopter flight time with aircraft equivalent to this contract requirements

- 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 wildlife capture experience

- current rotorcraft external-load operating certificate

- Aircraft pilots must be qualified in accordance with FAR Part 133, PART 135.

Substitute or back-up pilots must meet the same standards as the original pilot requirements we specify. All approved pilots shall be authorized to perform the requirements of this contract in compliance with the current FAA and Oregon State Division of Aeronautics’ rules and regulations, as applicable to such requirements.

The ODFW reserves the right to check the background of any pilot even 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; ODFW reserves the right to reject any pilot/contract for purposes of this contract.

10.1.2(b) Capture Crew Members will

Have qualifications and training as follows, substantiated by employment records, training certificates or references:

- experience net-gunning elk or similar ungulates in the wild

- experience physically restraining and releasing elk or similar ungulates in the wild

- experience attaching GPS radio collars to elk or similar ungulates in the wild

- Must be trained prior to the start of contract in Humane Physical Methods of Euthanasia as described in sample contract.

10.1.3 Helicopter and pilot must be FAR Part 133 or 135 certified.

10.1.4 Bidder Qualifications

a. Bidder must have a minimum of 3 years of successful professional experience providing goods and/or performing services comparable to those required under this contract, and

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

c. Bidder must provide copies of required Aircraft & Pilot FAR 133/135 certification with Bid.

Bidder Qualifications and Reference forms are provided in this Request for Proposal (Attachment 4). Bidders shall complete this form and return them with their bid. Failure to provide complete and/or accurate information may be cause for bid rejection.

10.1.5 Responses to the Scored Proposal Components identified in Section 10.2. (Attachment 3)

10.1.6 Request and Authorization to Release Information, signed by the Proposer.

(Attachment 2)

10.2 Scored Proposal Components

Proposals shall contain all elements of information requested below. These elements will be evaluated and assigned points as indicated. In responding, use Attachment 3 and 4, as indicated.

Provide full, direct, and substantive responses.

10.2.1. Estimated Fees (Use Attachment 4) 30 Points

The proposer must bid pursuant to requirements on Attachment 4 for the proposed services.

Agency will award to the Pricing Proposal with the lowest Estimated Total Price the maximum points possible (30 Points). Agency will award to Pricing Proposals with higher Estimated Total Prices a percentage of the maximum possible points available relative to the lowest Pricing Proposal Total Price. Agency will use the following formula for this purpose:

For evaluation purposes Agency will calculate a total based on lines 1 thru 7 by multiplying estimated quantity x unit prices for each line.

(L/X) *Y = A, where:

X = Proposed Estimated Total Price being scored L = Lowest Estimated proposed Total Price scored Y = Maximum possible points (30) A = Awarded points

Proposals not containing this information may be considered non-responsive and be rejected by the Agency.

10.2.2 Understanding of Requested Services/Project (Use Attachment 3) 10 Points

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

Address general description of the purpose and key issues.

10.2.3 General Qualifications (Use Attachment 3) 20 Points

Demonstrate 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. Points will also be assessed by how airframe performs during capture and lift operations when operating at altitudes between 820 and 8,200 feet above sea level.

10.2.4 Pilot(s) Qualifications (Use Attachment 3) 20 Points

List all Pilot(s) flight experience over and above the Mandatory Requirements listed in section 10.1.2.

10.2.5 Capture Crew(s) Qualifications (Use Attachment 3) 20 Points

List Capture Crew & the experience of each Capture Crew Member.

10.3 Proposal Contents Checklist Summary

Proposals not containing this information may be considered non-responsive and be rejected by the Agency.

1 original copy of Proposal

Completed Cover Sheet (Attachment 1)

Signed Request and Authorization to Release Information (Attachment 2)

Scored Proposal Components Form (Attachment 3)

Price Proposal and Mandatories Certification Form (Attachment 4)

Copies of required Aircraft & Pilot FAR 133 or 135 certifications with Bid (Attachment 4)

SECTION 11: PROPOSAL OPENING

Proposals will be opened at the Proposal delivery location, and at the time the Proposals are due as specified on the cover page of this RFP. In accordance with ORS 279B.060(5), Agency shall make available the identity of all Proposers after the opening of the Proposals; and Proposals will be available for inspection at the specified delivery location after the Notice of Intent to Award a contract is issued. No information shall be given to any Proposer relative to their standing with other Proposers during the RFP process until a Notice of Intent to Award has been issued.

SECTION 12: PROPOSAL EVALUATION PROCESS

ODFW will conduct an evaluation of the responses received to this solicitation in accordance with OAR 125-247-0260(2)(c). An Evaluation Committee will be established to evaluate and score the Scored Proposal Components. Any attempt by a Proposer to improperly influence a member of the Evaluation Committee during the Proposal review and evaluation process will result in the elimination of that Proposer’s Proposal from consideration.

The evaluation of the responses will be conducted in up to four phases:

Phase 1: Evaluation of Mandatory Proposal Components

Phase 2: Evaluation of Scored Proposal Components

Phase 3: Ranking of Proposals

Phase 4: Interview(s), if necessary

12.1 Evaluation of Mandatory (pass/fail) Proposal Components

The purpose of this phase is to determine if the Proposal meets the Mandatory Proposal requirements listed in Section 10.1. Proposals will be reviewed by the Contracts Officer to determine if they are complete. Complete Proposals will be forwarded to the Evaluation Committee for evaluation and scoring.

12.2 Evaluation of Scored Proposal Components

Proposals will be scored according to how well the Proposer responds to each of the elements described in Section 10.2, Scored Proposal Components. Each member of the Evaluation Committee will evaluate the Scored Proposal Components of each Proposal. Points given by each evaluator will be summed and divided by the number of evaluators to compute an average performance score for each Proposal.

Points Possible form Scored Proposal Components 30 Estimated Fees (10.2.1) 10 Understanding of Requested Services/Project (10.2.2) 20 General Qualifications (10.2.3) 20 Pilot(s) Qualifications (10.2.4) 20 Capture Crew(s) Qualifications (10.2.5)

100 Total Maximum Points possible

12.3 Ranking of Proposals

Points awarded to each Scored Proposal Component will be added together to determine the total score and the ranking of each Proposal.

12.4 References

Proposers must provide a minimum of 3 references where indicated on Coversheet, Attachment

1. Additional references may be provided on a separate page. ODFW may contact references of highest scoring Proposer(s).

References must have specific knowledge of experience described in qualifications of Key Person(s). Negative reference information may result in elimination from consideration.

12.5 Copies of FAR Certification

Proposers must provide copies of required Aircraft & Pilot FAR 133 or 135 certifications with Bid.

12.6 Interviews, if necessary.

At ODFW’s discretion, an interview process with the top ranked Proposers may be conducted. If an interview process is initiated, ODFW shall decide on the number of high-scored Proposers to be invited for an interview. The method of evaluation, content of interview questions, and other specifics shall be announced at the time Proposers are invited for interview.

SECTION 13: PROPOSER SELECTION AND CONTRACT AWARD

Subject to the provisions of Section 4 and other applicable law, the final selection will be made based upon the highest Proposal score, or, if interviews are held, the final selection will be made based upon the highest total score of Proposal score plus interview score.

ODFW will notify the apparent successful Proposer (“Notice of Award”) and request that the apparent successful Proposer sign a contract in substantially the form set forth as Attachment 5 of this RFP. Every Proposer shall be mailed a copy of the Notice of Award sent to the highest ranked Proposer. If the apparent successful Proposer is not able to execute the contract offered within ten (10) business days of Apparent Successful Proposer's receipt of the contract, or such later date as ODFW may authorize, ODFW may make another selection. If all Proposals are rejected, all Proposers will be promptly notified.

SECTION 14: INSURANCE REQUIREMENTS

During the term of any Contract which may result from this RFP, Contractor shall maintain in force, at its own expense, all insurance coverages stated required in the Contract (Exhibit A)

SECTION 15: FOREIGN CONTRACTOR

If the successful Proposer is not domiciled in or registered to do business in the State of Oregon, Proposer shall promptly provide to the Oregon Department of Revenue and the Secretary of State Corporation Division all information required by those agencies relative to the successful Proposer’s performance of any resulting Contract. Proposer shall demonstrate its legal capacity to perform the services set forth under the Scope of Work under this RFP in the State of Oregon prior to entering into any resulting Contract. The Oregon Secretary of State website can be accessed at http://www.filinginoregon.com/bizreg/index.htm

SECTION 16: PUBLIC RECORDS

This RFP and one copy of the subsequent selected Proposal(s), together with copies of all documents pertaining to the award of a contract, shall be kept by ODFW and made a part of a file or record which shall be open to public inspection. If a Proposal contains any information that Proposer considers a trade secret under ORS 192.501(2), each sheet of such information must be marked with the following legend:

"This data constitutes a trade secret under ORS 192.501(2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 92."

http://www.filinginoregon.com/bizreg/index.htm

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only "unless the public interest requires disclosure in the particular instance", ORS 192.501(2). Therefore, nondisclosure of documents or any portion of a document submitted as part of a Proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

The above restriction may not include fee schedule information, which is generally open to public inspection.

Identifying the Proposal in total as a trade secret is not acceptable and may result in rejection of the Proposal. Failure to identify a trade secret within the Proposal shall preclude Proposer from thereafter claiming that the information was a trade secret.

SECTION 17: COST OF PROPOSALS

All costs incurred in preparing and submitting a Proposal and participating in interview(s), if required, in response to this RFP will be the responsibility of the Proposer and shall not be reimbursed by ODFW. All Proposers who respond to this RFP do so solely at their own expense.

SECTION 18: NO CONTRACTUAL OBLIGATION

All Proposers who submit a Proposal in response to this RFP understand, acknowledge and agree that ODFW is not obligated thereby to enter into a contract with any Proposer.

SECTION 19: RECYCLABLE PRODUCTS

Contractors shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document.

SECTION 20: EQUAL OPPORTUNITY EMPLOYER

ODFW is an Equal Opportunity Employer and is committed to achieving a workforce that represents the diversity of Oregon, and being a leader in providing fair and equal employment opportunity for all interested applicants and Employees. (ODFW Policy 20.4.1)

SECTION 21: ANTICIPATED CONTRACT AMENDMENTS

The contract, if any, resulting from this RFP may be amended as needed for additional work to meet ODFW’s continued need for Services as described within the Scope of Work of this RFP.

ODFW will directly negotiate with Contractor to finalize the details and costs of the amendment(s).

SECTION 22: NON-DISCRIMINATION AGAINST MINORITY, WOMEN OR EMERGING SMALL BUSINESS

All Proposers who submit a Proposal in response to this RFP certify that the Proposer has not and will not discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a minority, women or emerging small business enterprise certified under ORS 200.055.

SECTION 23: DEBARMENT AND SUSPENSION CLAUSE

The Recipient or Contractor has certified that it is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in this transaction by any Federal department or agency. If requested by ODFW, the Contractor shall complete a Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion form certifying this information. Any such form completed by the Recipient or Contractor for this transaction shall be incorporated into this Grant or Contract by reference.

Recipient or Contractor accepts the responsibility to ensure that that it does not enter into either

(a) a sub-grant or (b) a contract with a value of $25,000 or more, with an individual or entity which is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in this Grant by any Federal department or agency.

Recipient or Contractor may satisfy this requirement by including this clause in any covered lower-tier transaction by obtaining a certificate (See Exhibit D of Sample Contract) certifying such from the sub-recipient or contractor or by checking www.epls.gov.

AUTHORITY: Federal Financial Assistance (grants): E.O. 12549: 2 CFR Part 125 and 2 CFR Subtitle B (individual agency regulations); Federal Procurement (contracts): 48 CFR 9.409; 48 CFR 52.209- 6.

http://www.epls.gov/ http://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&SID=2180e185c719dcacf51a35be3b28c1fb&rgn=div5&view=text&node=2:1.1.1.8.15&idno=2 http://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&SID=2180e185c719dcacf51a35be3b28c1fb&rgn=div5&view=text&node=2:1.1.1.8.15&idno=2 http://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&SID=2180e185c719dcacf51a35be3b28c1fb&rgn=div5&view=text&node=2:1.1.1.8.15&idno=2

ATTACHMENT 1 - Proposal Cover Sheet for RFP # S-63500-00005244

Name of Firm (tax filing):

Street Address:

E-mail address:

Fed Tax ID# or Soc Sec #:

Telephone #:

Business Designation (check one):

Corporation (what state?________) Partnership Sole Proprietorship

Professional Corporation Limited Partnership Other _______________

Limited Liability Company Limited Liability Partnership

The individual signing on behalf of Proposer has the authority to bind Proposer, and certifies that Proposer possesses, or has the ability to obtain, all necessary permits and licenses to perform the Work; and hereby accepts on Proposer's behalf, all terms and conditions contained in this Request for Proposal

# _____________, and the attached sample Contract.

Signature of Authorized Representative:

Date: ________________________

Print Name of Authorized Representative: Title:

List all Addenda of the RFP received:

ATTACHMENT 2 - Request and Authorization Form to Release Information, Release of Liability/Claims, and Agreement not to Sue

For RFP # S-63500-00005244 (This form will be provided to references indicated in Proposal)

To Whom It May Concern:

I the undersigned, have submitted a response to a Request for Proposal (RFP) to contract with the State of Oregon, Department of Fish & Wildlife. I request and authorize you to furnish to the Oregon Department of Fish & Wildlife (“ODFW”) any and all information you may have regarding my services, including but not limited to, evaluations or assessments of my job performance and educational records.

I request and authorize you to provide the information requested or to participate in a phone or in-person interview with a representative of ODFW.

In consideration of your cooperation with this request, I hereby release you, and any and all other persons employed by or connected with your agency and/or organization from any and all liability and/or claims now or in the future arising from the furnishing of any information, including good faith expressions of opinion, to ODFW as requested. I further agree not to sue ODFW, you, or any and all other persons employed by or connected with your agency/organization as a result of the furnishing of any information, including good faith expressions of opinion, to ODFW.

I am aware and understand that the information and good faith opinions furnished to ODFW pursuant to this request will remain confidential with ODFW if requested by you, and will not be disclosed to me or to any other person, except as required by law.

Name (Please Print) Signature

Date

Note: Photocopy or Fax reproduction of this request shall be for all intents and purposes as valid as the original. You may retain this form for your files.

ATTACHEMENT 3 - SCORED PROPOSAL COMPONENTS FORM

For RFP # S-63500-00005244

**Proposers may submit proposals on separate paper if needed. **

10.2.1. Estimated Fees (Use Attachment 4) 30 points possible

10.2.2 Understanding of Requested Services/Project 10 points possible

10.2.3 General Qualifications 20 points possible

ATTACHMENT 3 - SCORED PROPOSAL COMPONENTS FORM

For RFP # S-63500-00005244 Continued

10.2.4 Pilot(s) Qualifications 20 points possible

10.2.5 Capture Crew(s) Qualifications, including Gunner, & Muggers 20 points possible

ATTACHEMENT 4 - PRICE PROPOSAL & MANDATORIES CERTIFICATION FORM

For RFP # S-63500-00005244

The Bidder proposes to furnish all material, equipment and labor, and perform all Work for the State project designated 2023 Helicopter Capture of Adult Female (Cow) Elk in the Tioga WMU for the lump sum and/or unit prices as follows:

ITEM DESCRIPTION (please list n/a if item is not applicable)

EST.

QTY.

UNIT

UNIT

PRICE

TOTAL

PRICE

1. Price per animal captured

___ _EA_ _________ $__________

2. Price per hour of ferry flights ___ _Hrs._ _________ $__________

4. Set up or mobilization fee (if applicable)

___ _EA_ _________ $__________

5. Price per hour (fuel/service truck driver) ___ _Hrs._ _________ $__________

6. Price per mile (fuel/service truck) ____ Mile _________ $__________

7.

Per diem (per day, per person) Per State Rates

(Must state number of people rates apply to) ____ Days _________ $__________

8. Any costs not included above (must be itemized)

Total: $___________

Mandatories:

A. References:

Reference # 1

Company name: __________________________________________________________________________

Address: ________________________________________________________________________________

Name and Title: __________________________________________________________________________

Telephone number of contact person: ________________________________________________________

Nature of work: _________________________________________________________________________

Reference # 2

Company name: __________________________________________________________________________

Address: ________________________________________________________________________________

Name and Title: __________________________________________________________________________

Telephone number of contact person: ________________________________________________________

Nature of work: _________________________________________________________________________

Reference # 3

Company name: __________________________________________________________________________

Address: ________________________________________________________________________________

Name and Title: __________________________________________________________________________

Telephone number of contact person: ________________________________________________________

Nature of work: _________________________________________________________________________

B. List Of Each Pilot/Muggers (‘S) Name

Primary Pilot =

Primary Mugger =

Back up Pilot = __

Back up Mugger =

C. Type And Number of Aircraft, Aircraft History And Equipment:

D. PLEASE use a attach a separate sheet to list Pilot’s a Mugger’s: Experience, History, and Qualifications

Address each Pilot/Mugger’s experience compared to all criteria listed in 10.1.2 (a) & (b)

E. Capture Crew(s) names, experience, history, and qualifications:

F. Bidder must provide Copies of required Aircraft & Pilot FAR 135 certification and 14 CFR part 133 with Bid.

By signing this document, Contractor certifies that all the mandatories have been met.

Signature Date

Printed Name Title