Addendum_3_11A4033.pdf

STATE OF CALIFORNIA------- CALIFORNIA STATE TRANSPORTATION AGENCY GAVIN NEWSOM., Governor

DEPARTMENT OF TRANSPORTATION

ADMINISTRATION

DIVISION OF PROCUREMENT AND CONTRACTS MS-65

1727 - 30TH STREET

SACRAMENTO, CA 95816-7006

PHONE (916) 227-6086

TTY - 711

INTERNET http://caltrans-dpac.ca.gov

Making Conservation a California Way of Life.

October 31, 2024

ADDENDUM No. 3 Invitation for Bid # 11A4033

Aerial Photography Services – San Diego and Imperial Counties

NOTICE TO ALL PROSPECTIVE BIDDERS:

Addendum No. 3 is hereby issued for the above referenced IFB. Bids for this work shall be with the full understanding of this Addendum.

Question 1: Do I need a manned aircraft and pilot or can this be done with a UAS (drone)?

Answer: Refer to Proposed Form of Agreement (Attachment 5), Exhibit A, Scope of Work, Section 8, Item E. Contractor must meet the aircraft and pilot requirements listed in Exhibit A, Section 8, Item A and Exhibit A, Section 8, Item C. If the Caltrans Contract Manager approves select photography to be obtained with a drone, Contractor must comply with Exhibit A, Scope of Work, Section 8, Item E.

Question 2: Would it be acceptable to bid on the project with the intention of hiring a licensed pilot to deliver the work if we are awarded the contract?

Answer: Bidders must possess a valid and current pilot’s license, compliant with the specifications listed within Attachment 3, Bidder’s Minimum Qualifications Worksheet, Section A, in accordance with Invitation for Bid Section B, Item 2.

Question 3: On page 1 it states, "Flying and photography occurs at an average elevation of 1,000 feet with a non-mounted camera."

Is there a reason for having a non-mounted camera? It is typically more precise to have a mounted camera.

Answer: A non-mounted camera is required per the Proposed Form of Agreement (Attachment 5), Exhibit A, Scope of Work.

Question 4: Does the non-mounted camera requirement not apply to drones?

Answer: If requirements are met under Proposed Form of Agreement (Attachment 5), Exhibit A, Scope of Work, Section 8, Item E, then drone photography with a mounted camera is acceptable.

IFB 11A4033

Addendum 3

Question 5: Is there a preference for photography to take place via plane or helicopter as opposed to drone photography?

Answer: Caltrans does not have a preference for the type of manned aircraft used by the contractor, as long as the aircraft meets the requirements in Exhibit A, Section 8, Item A. If the Caltrans Contract Manager approves select photography to be obtained with a drone, Contractor must comply with Exhibit A, Scope of Work, Section 8, Item E.

Question 6: What requirements are waived if bidder is taking all photos via drone? For example, Exhibit A item 8a.

Answer: If the Caltrans Contract Manager approves select photography to be obtained with a drone, the manned aircraft requirements in Section 8, Item A will not apply to that particular flight. However, Contractor must comply with Exhibit A, Scope of Work, Section 8, Item E.

Question 7: Regarding Exhibit A, item 8c Pilot Requirements: If photography is taking place solely with a drone, then does an FAA Part 107 Certified Remote Pilot License fulfill this licensing requirement?

Answer: If the Caltrans Contract Manager approves select photography to be obtained with a drone, Contractor must comply with Proposed Form of Agreement (Attachment 5), Exhibit A, Scope of Work, Section 8, Item E.

Question 8: Regarding Exhibit A, E.2.--Is there currently an existing contract for the location for drone photography by another service contract?

Answer: If select drone imagery is contemplated by Caltrans Contract Manager, then Caltrans Contract Manager will ensure there is not a conflicting contract prior to issuance of a service request.

Question 9: On Attachment 2, Bid/Bidder Certification Sheet, Item 9 it states "Enter your Contractor Registration Number assigned by DIR." Is a DIR number required for this project?

Answer: A DIR registration is not required for this project.

Question 10: If a DIR is required, is this a public works project? Or if not, under what category of DIR is it?

Answer: Please refer to answer to Question 9.

Question 11: Is a pilot's medical certificate necessary if this project only has drone photography?

Answer: If the Caltrans Contract Manager approves select photography to be obtained with a drone, the pilot’s medical certificate requirements in Section 8, Item C will not apply to that particular flight. However, Contractor must comply with Exhibit A, Scope of Work, Section 8, Item E.

Question 12: Who holds the current contract and what is the estimated value of this contract?

Answer: The current contractor is West Coast Aerial Photography Inc., and the estimated value of this contract is $475,200.00.

Question 13: Inquiring on this posting if “Drone” photography is included under your request for “aircraft and lic pilots”.

Answer: See answer to Question 5.

Question 14: I observed the following errors which may need to be amended, pertaining to work period and schedule, appearing on page one of Ex A, or page 44 of the bid document.

Answer: Page 44 of the bid document (Attachment A, Service Request) is a sample Service Request form. The Service Request would be updated for the individual project locations.

Question 15: Under section 8.E Aerial Drone Photography there is a link to the Caltrans Unmanned Aircraft System Operations Handbook. We are unable to access this link/document.

Answer: Please use the following link and access under the Resources section, the CA Department of Transportation, UAS Operations Handbook (PDF):

https://dot.ca.gov/programs/aeronautics/unmanned-aircraft-systems A PDF copy of the handbook is attached to this Addendum. Please note that the handbook may be updated at any time and contractor shall be required to follow most recent guidelines.

Question 16: I am wondering if it can be shared what the end use of this photography will be. I’d like to know if there would be a benefit in taking it via drone. Ex. We are flying all 367 miles of ROW for LA Metro for use in their GIS mapping. This type of image use is best utilizing drone imagery for several reasons. If that is the case, I’d like to be able to speak to it in our response.

Answer: The purpose of the photos is to document the state’s right of way. If the Caltrans Contract Manager approves select photography to be obtained with a drone, Contractor must comply with Proposed Form of Agreement (Attachment 5), Exhibit A, Scope of Work, Section 8, Item E.

https://dot.ca.gov/programs/aeronautics/unmanned-aircraft-systems

Question 17: Regarding the following on page 24 as it relates to aircraft specification:

"Certified to operate under Instrument Flight Rules (IFR) at no extra charge."

For clarification: According to Exhibit A, line item 8.C.3, "Pilot(s) shall operate aircraft in Visual Flight Rules (VFR) conditions." Could you clarify why IFR certification is required if the operations are meant to be conducted under VFR conditions?

Our helicopters are not rated for IFR operations, so we would need to understand if this requirement still applies or if it only pertains to specific conditions that would necessitate IFR capabilities. Would the absence of IFR certification disqualify our bid in this case?

Answer: The selected Contractor must meet the aircraft and pilot requirements listed per the Proposed Form of Agreement (Attachment 5), Exhibit A, Scope of Work.

Question 18: Regarding the following also on pg 24 as it relates to aircraft specifications: "No more than 10,000 hours on engine and/or airframe."

Our airframes have more than 10,000 hours, but we operate a Part 145 repair station and comply with manufacturers' standards. The aircraft we would use for this job are also operated under our Part 135 certificate. We are also evaluated by the FAA on an annual basis. The airframes are completely airworthy and maintained to the highest standards, flying a variety of missions.

Does this hour limitation apply strictly, or can exceptions be made for aircraft with such maintenance and operational certifications? Would this disqualify our bid despite our high standards of compliance and airworthiness?

Answer: No exceptions will be made. The selected Contractor must meet the aircraft and pilot requirements per the Proposed Form of Agreement (Attachment 5), Exhibit A, Scope of Work.

Question 19: Regarding the bid proposals, on pages 11-15, we have used the postmile.dot.ca.gov website to input the county, route, and post mile information. Could you confirm if this is the correct website for submitting this data, or is there another site we should be using to input the county, route, and post miles?

Answer: Confirming that is the correct website to use.

Question 20: On pages 11-15 of the bid proposals, the Estimated Quantity column lists certain figures for each line item. Could you clarify what these estimated quantities represent? Are they referring to the number of flight missions on this specified route per flight or over the course of the entire project?

Answer: The quantities represent the number of flights per item listed for the entire contract duration. For example, for Item No. 1, Caltrans would anticipate a required flight count of three (3) for the entire contract duration for the item listed.

Question 21: Regarding drone services, the operation of drones over freeways in California requires a permit. Could you clarify how drone operations over freeways would be conducted, and whether Caltrans would issue an "Encroachment Permit" to enable us to operate a drone over a freeway?

Since we cannot fly directly over the freeway without closures, would alternative methods to capture the required photos be considered? For example, flying from an angle to the side of the freeway?

Answer: If the Caltrans Contract Manager approves select photography to be obtained

Question 22: Regarding the following from page 23:

“Contractor shall deliver a minimum of ten (10) color oblique geotagged digital photographs per mile, taken in each direction of the route(s), having sufficient overlap to provide continuous image coverage of the project site."

Could you clarify what is meant by "each direction"? Does this mean that we need to fly each route twice, once in each direction?

Answer: “Each direction” refers to the two opposing directions traveled by vehicles on the particular road.

Question 23: In regard to Exhibit A, Section D on page 25:

“Photographer shall be able to convert Post Mile (PM) references into Thomas Guide or Forest Service information.”

Could you specify what format the Post Mile references will be converted into for both Thomas Guide and Forest Service Information.

Answer: The requirements of the Proposed Form of Agreement (Attachment 5), Exhibit A, Scope of Work, Section 8, Item D.7 shall be met if the photographer can locate the correct position on the ground based on the postmile provided.

Question 24: Please clarify what “Each” refers to under the unit of measure on Attachment 1 of the Bid Schedule. Exhibit A mentions “10 color oblique geotagged digital photographs per mile” and also states “Jobs are paid by project piece only”.

Please clarify what exactly “Each” refers to?

Answer: Please see Question 20.

Question 25: How many contracts does Caltrans anticipate awarding?

Answer: Refer to IFB, Solicitation Package, Section C, Item 14.D.

Question 26: Item E of Exhibit A mentions that the use of drones may be permitted if done in compliance with “Caltrans Unmanned Aircraft System Operations Handbook”.

Does Cal Trans anticipate that all locations listed on Attachment 1 can be accessed by a drone operating in compliance with the UAS Handbook – October 2021 V1 (as updated)? Or are they some locations that can only be accessed via an aircraft?

Answer: If the Caltrans Contract Manager approves select photography to be obtained

Question 27: What is typical lead time for a project? Are projects scheduled far enough in advance to allow for the procurement of any special waivers that may be needed from the FAA?

Answer: If the Caltrans Contract Manager approves select photography to be obtained with a drone, Contractor must comply with Proposed Form of Agreement (Attachment 5), Exhibit A, Scope of Work, Section 8, Item E. Please refer to the Proposed Form of Agreement (Attachment 5), Exhibit A, Scope of Work, Section 9, and in accordance with Attachment 1, Bid Proposal.

Question 28: The link http://bit.ly/dpac-ada appears to be broken. Could you please provide an alternative link or update the existing one?

Answer: Please email ADAdocs@dot.ca.gov or call (833) 713-2922 to submit a request for an accessible version of solicitation documents.

Question 29: As we operate drones under 480 grams, which do not require licensure, do we still need to obtain any certifications or licenses to fly them. According to my understanding, drones under 480 grams are exempt from licensure requirements.

Answer: Please see Question 7.

NOTE: All other terms and conditions set forth in the IFB shall remain in full force and effect.

Sincerely, Phuong Vu Contract Analyst http://bit.ly/dpac-ada mailto:ADAdocs@dot.ca.gov

DEPARTMENT OF TRANSPORTATION